Morehead State University 2019‐2020 

Staff Handbook 

Contents Foreword ......................................................................................... 10 Mission Statement ........................................................................... 10

Relationship to the Institutional Mission ............................................. 10 Strategic Plan .................................................................................. 11 Strategic Goals ................................................................................ 11

Goal 1 – Academic Excellence ........................................................... 11 Goal 2 – Student Success ................................................................ 12 Goal 3 – Productive Partnerships ....................................................... 12 Goal 4 – Improved Infrastructure ...................................................... 13 Goal 5 – Resource Enhancement ....................................................... 13 Goal 6 – Enrollment, Retention and Graduation Rate Gains ................... 14

Section 1 – Intercollegiate Athletics ................................................ 15 Committees ................................................................................... 15

Intercollegiate Athletic Committee (IAC) ......................................... 15 Athletic Compliance Committee (ACC) ............................................. 15 Professional Sports Counseling Committee ....................................... 16 Student-Athlete Advisory Committee (SAAC) ................................... 16 Hall of Fame and Special Awards Committee .................................... 17

NCAA Divisional Status .................................................................... 17 Conference Affiliation – Linear Chronology.......................................... 17 Ohio Valley Conference (OVC) .......................................................... 17

OVC Sportsmanship Statement ...................................................... 18 OVC Fan Code of Conduct ............................................................. 20

Pioneer Football League (PFL) ........................................................... 20 Section 2 – Compliance Policies and Procedures ............................. 22

Compliance Program ....................................................................... 22 Oversight .................................................................................... 22 Operating Principles ..................................................................... 22 Compliance Educational Sessions ................................................... 22

Student-Athlete Admissions ............................................................. 22 Certification of Eligibility .................................................................. 23

Initial-Incoming Freshmen ............................................................ 23 Transfer Students – General Procedures .......................................... 24 Transfer Students – Initial Eligibility ............................................... 24

NCAA Eligibility (40/60/80) .............................................................. 25 80/90/100 Rule .............................................................................. 25 Developmental Courses ................................................................... 25 Completion of Six Hours per Semester Required ................................. 25 Football Only .................................................................................. 25 Continuing Eligibility ....................................................................... 25

Factors for All Classifications .......................................................... 26 Eligibility Committee ..................................................................... 26

Athletic Program General Certification ............................................... 27 Certification of Compliance for Staff Members of Athletic Department .. 27 NCAA Coaches Certification Program – Division I .............................. 27

Reporting of NCAA Violation (Secondary and Major) ............................ 27 Student-Athlete General Competition Eligibility ................................... 27

Student-Athlete Drug Testing Consent Forms ................................... 27 Morehead State University Drug Testing Consent Forms .................... 27 Squad List ................................................................................... 27 General Eligibility Form for International Student-Athletes ................. 28 Eligibility List ............................................................................... 28 Weekly Competition List ................................................................ 28 Official Competition List ................................................................ 28

Recruiting ...................................................................................... 28 Coaches Certification to Recruit ...................................................... 28 Monitoring of Cell Phones .............................................................. 28 Designation of Coaching Category .................................................. 28 Countable Athletically Related Activities (CARA) ............................... 28 Contact, Evaluation, and Phone Log ................................................ 29

Official Visit ................................................................................... 29 Official Visit Approval Form ............................................................ 29 Allowable Expenses for Reimbursement to Prospect on Official Visit ..... 29

Unofficial Visit ................................................................................ 30 Student Host Guidelines .................................................................. 30

Student Host Entertainment Guidelines ........................................... 31 Team Rules .................................................................................... 31 Student-Athlete Behavior Policy ........................................................ 31

Sanctions for Inappropriate Behavior Among MSU Student-Athletes .... 31 Privacy Concerns ............................................................................ 32 Appeals Procedure .......................................................................... 33

Student-Athlete Conduct Review Appeal Procedure ........................... 33 NCAA Student Assistance Fund Guidelines .......................................... 33

Eligibility ..................................................................................... 33 Permissible Uses .......................................................................... 34 Restrictions ................................................................................. 34

Missed Class Policy ......................................................................... 34 Excused Absence from Class .......................................................... 34 Excused Absence from Class Process .............................................. 34

Complimentary Ticket Information .................................................... 35 Home Competitions ...................................................................... 35 Away Competitions ....................................................................... 35

Transfer Requests ........................................................................... 35

Transfer Release Appeals .............................................................. 36 Withdrawal from Team .................................................................... 36 Exiting Student-Athletes .................................................................. 36 Student-Athlete Employment ............................................................ 36

Section 3 – Scholarship and Other Grant-in-Aid Awards .................. 37 Awarding Initial Grant-in-Aid ............................................................ 37 Recommendation for Scholarship Award ............................................ 37 Period of Award .............................................................................. 37 Aid Disbursement ........................................................................... 37

Payment of Expenses ................................................................... 37 Determination of Student-Athlete Aid Amount ..................................... 37 Renewing Grants-in-Aid ................................................................... 38 Non-Renewal, Reduction, and Termination of Athletic Grant-in-Aid ........ 38

Scholarship Termination Procedures ............................................... 38 Appeals to University Scholarship Committee ................................... 38 Appeals – Presidential Review ........................................................ 39

Summer School Grants-in-Aid .......................................................... 39 Summer Athletic Aid Responsibilities ............................................... 39

Athletics Grant-in-Aid Policy for Student-Athletes Who Have Exhausted Eligibility ....... 39 Eligibility Criteria .......................................................................... 39 Award Amount ............................................................................. 39 Recommendations ........................................................................ 39 Authorization ............................................................................... 40

International Athletic Scholarships .................................................... 40 Section 4 – Student-Athlete Awards and Recognition Program ....... 41

MSU Letter Award Winners ............................................................... 41 Purpose ...................................................................................... 41 Criteria for Selection ..................................................................... 41 Nominating Instructions ................................................................ 42

Other Awards and Additional Requirements ........................................ 42 First Year Award .......................................................................... 42 Second Year Award ...................................................................... 42 Third Year Award ......................................................................... 42 Senior Year Award ....................................................................... 42 Other Eligible Award Recipients ...................................................... 43

OVC Scholar Athlete ........................................................................ 43 Purpose ...................................................................................... 43 Number of Awards ....................................................................... 43 Criteria for Selection ..................................................................... 43 Nominating Instructions ................................................................ 43 Nominating Deadline .................................................................... 43 Selection Procedures .................................................................... 43

PFL Academic Achievement Awards ................................................... 43

Academic All-Conference Teams ..................................................... 43 Conference Honor Roll .................................................................. 44

MSU Laughlin-Miller Award ............................................................... 44 Purpose ...................................................................................... 44 Number of Awards ....................................................................... 44 Criteria for Selection ..................................................................... 44 Nominating Instructions ................................................................ 44 Selection Procedures .................................................................... 45

Awards Sponsored by Outside Organizations ...................................... 45 Section 5 – Budget Operating Procedures ....................................... 46

Introduction ................................................................................... 46 Activity ......................................................................................... 46 Budget Procedures .......................................................................... 46 Budget Closing Procedures ............................................................... 46 Current Year vs. Coming Year ........................................................... 47 On-Campus Purchases ..................................................................... 47 Copies and Duplications ................................................................... 47 Off-Campus Purchases .................................................................... 47 Purchasing Card ............................................................................. 47 Transfer of Budgeted Funds ............................................................. 47

On-Line Budget Transfer ............................................................... 47 Transfer Restrictions ..................................................................... 48

Purchasing Guidelines ..................................................................... 48 On-Campus Purchasing – Access Card and Bookstore Purchases ......... 48 On-Campus Purchasing – On-Campus Transaction Form .................... 48 Off-Campus Purchasing – Online Requisition Processing/Purchase Order Number Request ..... 48 Authorizing Approval for Purchase Requisitions ................................. 49

Purchasing Restrictions .................................................................... 49 Category I .................................................................................. 49 Category II ................................................................................. 50 Category III ................................................................................ 50

Check Requests .............................................................................. 50 Cash Handling Policy ....................................................................... 50 Memberships ................................................................................. 50 Subscriptions ................................................................................. 50 Conventions ................................................................................... 51 Cell Phone Use ............................................................................... 51

Disciplinary Actions ...................................................................... 51 Section 6 – Travel Policies and Procedures ...................................... 52

Forms Submitted ............................................................................ 52 Travel Request ............................................................................ 52 Travel Expense Voucher ................................................................ 52 Check Request ............................................................................. 52

Allowable Travel Expense Reimbursements ......................................... 52 Registration Fees ......................................................................... 52 Lodging ...................................................................................... 52 Meals ......................................................................................... 53 Transportation ............................................................................. 53 Miscellaneous Travel Reimbursement Information ............................. 54

Team Travel Guidelines ................................................................... 54 Lodging Guidelines ....................................................................... 54 Meal Guidelines ........................................................................... 54 Transportation Guidelines .............................................................. 55

Recruiting Travel Credit Card ............................................................ 55 Team Travel Approval Process .......................................................... 55

Special Risk Insurance Form .......................................................... 55 Checks ....................................................................................... 55

Travel Account Reconciliation Process ................................................ 55 MSU Travel Fund .......................................................................... 55 Travel Expense Voucher/Issued Checks ........................................... 56

Section 7 – Scheduling – Facilities and Events ................................ 57 University Facility Scheduling ........................................................... 57 Athletic Facility Scheduling ............................................................... 57

Athletic Competition/Practice Sessions ............................................ 57 Academic Athletic Center (AAC) and Jayne Stadium .......................... 57 Other Athletic Facilities ................................................................. 57

Athletic Facility Restrictions .............................................................. 57 Parking – Athletic Complex ............................................................ 57 Weight Rooms ............................................................................. 57

Unauthorized Use of Facilities ........................................................... 58 Athletic Competition Scheduling ........................................................ 58

Policies ....................................................................................... 58 Procedures .................................................................................. 58

Athletic Camps and Clinics Scheduling ............................................... 59 Policy ......................................................................................... 59 Procedure ................................................................................... 59

Section 8 – Sports Medicine Policies and Procedures ...................... 60 Pre-Participation Physical Examination ............................................... 60 Medical Treatment .......................................................................... 60

Athletic-Related Injuries ................................................................ 60 Non-Athletic-Related Injuries ......................................................... 60 Referrals ..................................................................................... 61 Specific Medical Concerns .............................................................. 61

Medical Payments ........................................................................... 61 Athletic Training Center Rules and Regulations .................................... 61 Dietary Supplements ....................................................................... 62

Concussion Protocol ........................................................................ 62 Signs and Symptoms of a Concussed Athlete ................................... 62 Pre-season Education and Testing .................................................. 62 Management of Concussed Athlete ................................................. 62

Sickle Cell Policy ............................................................................. 64 Screening Options ........................................................................ 64 Screening Procedure ..................................................................... 64 Mandatory Education .................................................................... 64 Management for Sickle Cell Trait Positive Athletes ............................ 64

Section 9 – Alcohol and Other Drugs ............................................... 66 Alcohol and Other Drug Testing ........................................................ 66 Reasonable Suspicion ...................................................................... 66 Consent Forms ............................................................................... 67 Required Testing ............................................................................ 67

Random Testing ........................................................................... 67 Drug Screening on Reasonable Suspicion ......................................... 67 Follow-up Cause Testing ............................................................... 67 Re-entry Drug Testing .................................................................. 67 Pre-season Screening ................................................................... 67 Post-season/Championship Screening ............................................. 67

Notification .................................................................................... 68 Drug Screening .............................................................................. 68

Procedure for Urine Sample Collection ............................................. 68 Response Procedures for Positive Test Results .................................. 68 Athletic Department Penalties for Positive Test Results ...................... 69

Failure to Comply ........................................................................... 70 Appeal Procedure ............................................................................ 70 Confidentiality ................................................................................ 71 Safe Harbor Program ...................................................................... 71 Tobacco Use .................................................................................. 72 Dietary Supplements ....................................................................... 72

Section 10 – Personnel .................................................................... 73 Professionalism .............................................................................. 73 Appointment Status ........................................................................ 73

Standing I ................................................................................... 73 Standing II ................................................................................. 73 Fixed Term I ............................................................................... 73 Fixed Term II .............................................................................. 73

Appointment Renewal ..................................................................... 73 Standing I and II Contracts ........................................................... 73 Fixed Term I and II Contracts ........................................................ 73

Staff Assistant Appointments ............................................................ 74 Probationary Period ......................................................................... 74

Performance Appraisals ................................................................... 74 Reporting of Athletic-Related Income ................................................. 74 Exception Time ............................................................................... 75

Reporting .................................................................................... 75 Outside Employment ....................................................................... 75 Student Employment ....................................................................... 75

Graduate Assistants ..................................................................... 75 Work-study Awards ...................................................................... 76 Scholarship Funds (Other than Student-Athletes) ............................. 77

Hiring Procedures ........................................................................... 77 Search Procedures ....................................................................... 77 Waiver of Search Procedures ......................................................... 78

Athletics Personnel CPR Certification .................................................. 78 Section 11 – Marketing & Communications ...................................... 79

Introduction ................................................................................... 79 Marketing Strategies ....................................................................... 79 Marketing Activities ......................................................................... 79

Publications ................................................................................. 80 Athletic Donations/Autograph Requests ........................................... 80 MSU Cheer Appearances ............................................................... 80 Media Contact ............................................................................. 80

Guidelines for Use of University Symbols ............................................ 81 Logo Use Limitations .................................................................... 81 Commercial Use ........................................................................... 81 A Registered Service Mark (Trademark) .......................................... 81 The Great Seal of the University ..................................................... 82 Advertising Guidelines .................................................................. 82 Other Guidelines .......................................................................... 82

Sports Information Deadlines ........................................................... 82 Section 12 – Fundraising & Development ........................................ 83

Introduction ................................................................................... 83 Eagle Excellence Fund .................................................................. 83 Thank-a-Thon .............................................................................. 83 Capital Campaign for Intercollegiate Athletics .................................. 83 Donations ................................................................................... 83 Golf Outing/Special Events ............................................................ 83

Obligations of Athletic Department Staff ............................................ 83 General Expectations .................................................................... 83 Specific Expectations .................................................................... 84

Fund Usage ................................................................................... 84 Approval ..................................................................................... 84 Restrictions ................................................................................. 84

Appendix A – Camps and Clinics ...................................................... 85 Appendix B – Camp/Clinic Director Checklist .................................. 95

Foreword The intent of this handbook is to provide the most recent information available to assist you in the day-to-day operations of your office. The information presented in this handbook should be used in addition to such publications as the NCAA Rules Manual, the OVC Handbook, and your employee orientations material. Input in any revision of this manual is imperative to its designed purposed. Please suggest additional information which would improve the effectiveness of this manual. The information in this policy and procedure manual is not intended to supersede any official Morehead State University, NCAA, or OVC publication.

Mission Statement Morehead State University believes that intercollegiate athletics is an integral part of the University and that a broad-based intercollegiate athletics program encourages student participation and involvement in the total life of the University. In addition, intercollegiate athletics programs play a positive role by supporting the academic and public service missions of the University. The core values we maintain in our daily operations are demonstrated below.

Compliance Each athletic program shall adhere to the principles of fair play and amateur competition as defined by the National Collegiate Athletic Association (NCAA), the Ohio Valley Conference (OVC), and the Pioneer Football League (PFL).

Quality Each athletic program shall be administered at the highest level that the University's resources will allow so that each student-athlete will have the opportunity to compete to the fullest extent of his or her ability.

Equality The athletic programs shall adhere to the University's Affirmative Action Plan promoting equal opportunity for all employees and students, as well as applicants for employment and student participation.

Graduation Each student-athlete, through academic counseling and individual assistance, shall be encouraged toward completion of degree requirements and graduation.

Relationship to the Institutional Mission The intercollegiate athletics programs at Morehead State University provide opportunities for participation in athletic activities for many students and serve as an integral part of the social, educational, and cultural life of many more. In addition to the educational benefit of athletic participation, the availability of quality spectator sports enhances the University community and the community at large. Athletic programs have played an important role in the development of traditions which serve as a link between students, faculty, administrators, alumni, and the people of the region. Moreover, an intercollegiate athletic competition provides the University with an opportunity for media exposure throughout the state, region, and nation.

Strategic Plan

Strategic Goals

Student Success Outcomes Academic Excellence Ranks, Reputation & Regional Reponsiveness

Student Success Morehead State University will support student success by investing in and providing experiences that enrich academic, co‐curricular, and career goals in order to prepare students for a diverse and ever‐changing world. 

GOAL 1: RECRUIT ‐ Recruit a diverse and engaged population of students  Strategies 1. Expand recruitment pipelines and strengthen connections for under‐represented minority populations. 2. Use predictive analytics to identify and guide student recruitment practices. 3. Expand and identify additional resources for advising and support for all transfer students. 4. Expand involvement of, set accountability standards for, and reward excellence by faculty          and staff in the student recruitment process. 5. Enhance orientation initiatives. 

GOAL 2: RETENTION/PERSISTENCE & DEGREE COMPLETION ‐ Support the overall success and retention of a diverse student body  Strategies 1. Provide support structures from recruitment to degree completion focused on under‐represented minority students. 2. Use predictive analytics to proactively identify “at risk” students to aid in retention. 3. Evaluate the effectiveness of and provide sustained support for services and courses provided to underprepared students in English and mathematics. 4. Utilize comprehensive tools that focus on student success by providing the opportunity for coordinated case management. 5. Implement High Impact Learning Practices (internships/practicums, clinical experiences, student research projects, study abroad, service learning, mentorships), with a goal of all undergraduate students participating in at least one High Impact activity.  

6. Provide opportunities for career exploration and planning with a means for students to illustrate academic, engagement, and leadership experiences throughout their educational career. 7. Create a first year experience that includes meaningful academic experiences, cohort‐building, leadership and civic opportunities, diversity training, career planning and financial literacy. 8. Expand peer mentoring/coaching groups to increase student success. 9. Evaluate and improve the student employment experiences to ensure meaningful work/career experiences. 10. Provide intentional/intrusive advising for all first year, sophomore, and other key student populations. 11. Develop a campus wide training model for advising (both professional and faculty advising) for all colleges. 12. Create and implement a Sophomore Experience. 13. Improve the process for identifying students near degree completion with financial need, more effectively distribute funds to them, and monitor their progress. 14. Expand and invest in mental health support services for students. 15. Develop a model to help students navigate and assist with campus wide communication of University policies, procedures and appropriate contacts. 16. Allocate adequate resources, both financial and personnel, to provide co‐curricular experiences outside of the classroom including campus life, the arts, and diversity/multicultural events. 17.  Create  a  communication  plan  that  incorporates  campus‐wide  usage  of  an  interactive calendar.  

Outcomes  

Morehead State University will strengthen its financial position through alignment with the state’s Performance Based Funding Model supported by strategic resource reallocation decisions and overall sound fiscal management.  

GOAL 1: Direct resources in support of high potential return outcomes based components of performance based funding model  Strategies 1. Increase support for “high‐impact learning” practices to increase retention and progression rates. 2. Evaluate models to increase graduate enrollment including differential tuition pricing models and enhanced graduate assistant packages. 3. Support innovative course scheduling and program delivery models which could enhance progression. 4. Invest in record‐keeping technologies and processes needed to provide current and accurate information related to performance funding model metrics. 

 

GOAL 2: Optimize facilities footprint  Strategies 1. Confirm that all MSU square footage is being coded correctly and explore space reallocation to maximize potential under the performance‐based funding model. 2. Update the campus master plan based on a cost‐benefit analysis of all university properties and programs. 3. Explore ways to generate new revenue with existing square footage through a more efficient utilization of space – including during offline periods.  

GOAL 3: Increase targeted investment in instruction and student support services  Strategies 1. Invest in comprehensive advising tools focused on student success. 2. Explore models for fractionalized workloads for staff to utilize expertise and to optimize funding based on direct instructional costs in the performance funding model. 3. Increase investment in targeted retention programs for under‐represented minority students.  

GOAL 4: Increase enrollments through targeted recruitment programs  Strategies 1. Increase the number of transfer students from KCTCS through an expansion of articulation/transfer agreements. 2. Increase the MSU matriculation of students participating in the Eagle Scholars Program through more frequent and planned contact with the university faculty/staff. 3. Optimize the university’s student scholarship program to enhance enrollment including that of out‐ofstate and international students. 4. Increase investment in merit‐based scholarships for deserving Craft Academy, Governor’s Scholars, Governors School for the Arts, Governors School for Entrepreneurs, and other gifted student high school program participants, specifically targeting those students who have attended programs at MSU. 5. Competitively position the University among regional comprehensive universities with respect to cost of attendance.  

    

GOAL 5: Reallocate resources in support of the core university mission  Strategies 1. Reallocate resources to support the “direct cost of educating students” category of the performance funding model by increasing the amount spent on actual instruction and seeking efficiencies in support areas not primarily designed to enroll students or track their academic progress. 2. Develop and apply a consistent process for assessing the University’s portfolio of degree programs to ensure both relevance and financial viability. 3. Incentivize development of revenue‐generating programs. 4. Evaluate and develop alternatives to effectively manage the University’s rising pension costs.   

Academic Excellence Morehead State University will enhance academic excellence through the scholarship and active mentorship of a well‐rewarded, diverse, and dedicated faculty and staff that employ innovative, high‐quality academic programs and services to engage students in the culture of experiential, life‐long learning, citizenship, and achievement.  

GOAL 1: Recruit, retain, and support an outstanding and diverse faculty and staff  Strategies 1. Place a priority on addressing faculty shortages in academic programs. 2. Offer nationally competitive faculty and staff compensation packages. 3. Increase departmental recurring funding for faculty development activities. 4. Create a centralized unit that provides resources to support faculty teaching and research. 5. Increase tenured and tenure‐track faculty diversity through intentional recruiting approaches/practices. 6. Recruit, retain, and reward well‐qualified faculty and staff with inclusive and diverse mindsets in thought and practice with a strong affinity for interacting with students. 7. Authorize and provide the necessary resources for Academic Affairs to conduct and manage faculty hiring processes. 8. Review and improve the onboarding training plan for faculty and staff 

GOAL 2: Offer innovative, high quality, effectively delivered academic programs that attract and retain students and promote academic success  Strategies 1. Offer courses that are of high quality, grounded in theory, and delivered with excellent pedagogy. 

2. Develop more extensive on‐campus summer programming that might include programs such as requiring underprepared students to attend the Summer Success Academy. 3. Enhance the Honors program. 4. Evaluate current academic program offerings and maintain programs that are consistent with MSU’s mission, grow high‐quality programs, and develop new programs that produce successful graduates. 5. Retain and provide funding for current accreditations and attainment of new accreditations. 6. Develop and maintain a cohesive General Education program. 7. Increase the number and quality of programs and courses delivered online. 8. Enhance the learning experience for online students, developing an engaging university experience for online students and ensuring that online faculty have proper resources and support. 9. Develop a robust course scheduling approach that integrates multiple terms and sessions. 

GOAL 3: Provide coordination for high quality, high impact co‐curricular and experientiallearning opportunities as a distinctive feature of students’ learning experience  Strategies 1. Create a Center for High Impact Learning. 2. Evaluate the possibility of providing university‐wide academic credit for high impact experiences. 3. Develop a robust system to track student participation in all high impact practices. 4. Ensure that faculty are rewarded with workload credit for participation in high impact activities. 5. Ensure that departments/colleges are granted latitude in creating high impact activities.  

GOAL 4: Enhance physical learning environments, core instructional infrastructure, and faculty teaching capacity  Strategies 1. Create and maintain high quality learning spaces for all academic programs. 2. Provide and maintain high quality IT infrastructure and support for academic programs. 

   

Goal 5: Foster a culture of research, scholarship, and creative activity that supports and rewards faculty involvement and engages students and external partners  Strategies 1. Develop a process to document, recognize, and disseminate faculty scholarship, research, and creative activities, especially scholarly activities with students. 2. Enhance support for faculty research/creative capacity and output. 3. Increase engagement of staff in research activity by maximizing staff and related personnel supported by grant money. 4. Encourage cross‐collaboration of faculty and staff in research endeavors through identifying existing space for interaction. 5. Ensure scholarly activity is valued through the development of uniform Faculty Evaluation Plans. 6. Incentivize faculty scholarship by revising the indirect (F&A) distribution formula to return research funds to the research accounts of the faculty members who generated those funds.  

Rankings, Reputation & Regional Responsiveness Morehead State University will engage in productive relationships with constituents in order to enhance the reputation of the University, improve the way we are ranked compared to benchmark peers, increase the private support we provide to our students and strengthen our efforts toward serving our state‐defined region. 

GOAL 1: Enhance the promotion of MSU as a highly respected university for learning and working, and continue to cultivate our reputation of excellence  Strategies 1. Clearly identify and communicate MSU’s distinctive attributes to attract students, donors, faculty, staff, education partners and industry partners. 2. Highlight notable/successful alumni to promote MSU’s distinctiveness. 3. Analyze and implement best practices to ensure our most effective digital presence including social media platforms and the external website.   

  

GOAL 2: Strengthen student success by cultivating increased private financial support for scholarships, experiential education, learning spaces, awards and fellowships  Strategies 1. Conduct a comprehensive campaign focused on raising funds for student scholarships. 2. Strategically involve academic departments and faculty in fundraising efforts to enhance the quality of learning spaces throughout the campus. 3. Assess resources and staffing devoted to marketing and fundraising and strengthen where necessary in accordance to benchmark institutions.  

GOAL 3: Provide strategic engagement and service to address regional needs through strengthened and expanded partnerships  Strategies 1. Coordinate and focus initiatives to support regional outreach. 2. Identify and support economic development opportunities to improve the standard of living in Eastern Kentucky. 3. Identify and address the educational needs of our service region.  

GOAL 4: Elevate our rankings in select national publications Strategies 1. Direct resources to campus units whose continuous improvement impact our rankings. 2. Increase alumni giving as a way to improve rankings. 3. Allocate support and resources to promote MSU’s reputation (internally and among peer institutions) in academic excellence and student success.

Section 1 – Intercollegiate Athletics Administratively, Morehead State University is governed by an eleven-member Board of Regents. Management of the institution is vested primarily in five divisions, with the Department of Intercollegiate Athletics falling under the division of Student Life. The Director of Athletics is the primary administrator with administrative responsibilities distributed also among the Assistant and Senior Associate Directors of Athletics. Committees Several committees have been established to oversee and advise Athletic Department personnel and student-athletes on a range of different matters. Intercollegiate Athletic Committee (IAC) Purpose: To serve as an advisory board on matters pertaining to University intercollegiate athletics. Membership: Membership on the IAC shall conform to regulations set forth by NCAA Guidelines which specify that a majority of voting members must be faculty and/or administrators with faculty rank. Voting members shall consist of four faculty (one per college) selected by the Faculty Senate (at least fifty percent must be from protected classes with at least two women), two students selected by the Student Government Association (one male, one female, one of whom is President of the Student-Athlete Advisory Council), one staff member selected by the Staff Congress, an administrator with academic rank from Academic Affairs as appointed by the Provost, and a staff member or administrator appointed by the President. The Faculty Athletic Representative, Director of Athletics, Senior Women’s Administrator from Athletics, Vice President for University Advancement, and the Vice President for Student Life (or his/her designee), shall serve as non-voting ex officio members. Term of service for faculty and staff members shall be three years with at least one of the members (exclusive of the Faculty Athletic Representative) being replaced each year. The term of service for students shall be one year. Members may serve no more than two terms in sequence. Duties & Responsibilities: To advise the President and make recommendations on policies and procedures related to the following: • Review of the implementation of University policies established on intercollegiate athletics. • Change in NCAA divisional status. • Determination of conference participation. • Addition or discontinuance of intercollegiate sports. • Facility needs for intercollegiate athletics. • Selection of the Director of Athletics and full-time head intercollegiate coaches. • Practices in intercollegiate athletics which directly affect the academic progress of student-

athletes.

Officers: A Chair and Chair-elect selected by the committee from the voting members; The Chair-elect shall be selected from eligible members who are in the first or second year of their term, will preside in the absence of the Chair, and will become Chair in the academic year following selection as Chair-elect; a Secretary to be selected by the committee from the entire membership. Frequency of Meetings: Meetings will be held at least on time per semester. Reporting Channels: Recommendatory to the President. Recommended changes in policies and procedures shall be reported to the Faculty Senate and Staff Congress. Minutes & Proposals Copied to: The Library, Faculty Senate, Student Government Association, and Staff Congress. Support Services: Office of the Director of Athletics.

Professional Sports Counseling Committee Purpose: The NCAA membership adopted Bylaw 12.3.4 permitting NCAA member institutions to provide counseling services to student-athletes regarding a future professional athletics career. Membership: The panel is appointed by the institution’s Chief Executive Officer. The Chief Executive Officer may designate representatives from outside the Athletics Department. Commonly, Director of Athletics, Senior Associate Director of Athletics, University Counsel, and Coach make up the membership. Duties & Responsibilities: A professional sports counseling panel may: • Review a proposed professional sports contract. • Provide guidance to a student-athlete in the selection or screening of an agent. • Request information for a student-athlete from a professional sports team or organization regarding the

student-athlete’s market value and potential as a professional athlete (provided no negotiations are involved).

• Invite outside consultants to advise a student-athlete. • Provide information to enrolled student-athlete with regard to purchasing insurance against a disabling

injury. • Educate a student-athlete regarding NCAA eligibility legislation. Student Athlete Advisory Committee (SAAC) Purpose: This committee was established to give student-athletes a voice and representation in Morehead State University’s Athletic Department decision making process. Membership: The committee is comprised of two student-athletes from each varsity sport who are nominated by the Head Coach, and one student trainer appointed by the Head Men’s/Women’s Trainer. Frequency of Meetings: The committee meets with its advisor and a member of the Athletic Department administration at least two times per semester. Hall of Fame and Special Awards Committee Purpose: The Hall of Fame and Special Awards Committee was established to provide recognition to those individuals who have achieved excellence in athletics at Morehead State University and to those persons who have made a significant contribution on behalf of Morehead State University’s Department of Intercollegiate Athletics. Criteria for Nomination: Former athletes must have been officially disassociated with Morehead State University as an undergraduate student for a period of at least ten years. Former coaching staff members must have been officially disassociated with Morehead State University for a period of at least five years. The nominee must be a responsible, respected citizen of good character in their community and profession. The “Athletic Hall of Fame Nomination Form” is completed and forwarded to the Director of Athletics for review by the committee. Selection Procedures: The Hall of Fame and Special Awards Committee will meet and vote on all nominations that have been received from the previous year.

NCAA Divisional Status NCAA Division I status requires the certification of seven men’s and seven women’s intercollegiate athletic programs each academic year. Morehead State University currently sponsors a full program of intercollegiate sports for both men and women. A list of the sports offered include: Men: Basketball, Baseball, Cross Country, Football, Golf, Rifle, and Track (Outdoor); Women: Basketball, Cross Country, Golf, Rifle, Soccer, Softball, Sand Volleyball, Track (Outdoor), and Volleyball.

Conference Affiliation – Linear Chronology Before 1948 Morehead State University was a member of the Kentucky Intercollegiate Athletic

Conference (KIAC). 1948 Ohio Valley Conference (OVC) formed – Men’s sports of football, basketball, baseball,

tennis, and track. Basketball at NCAA Division I.

1978 Football moves from NCAA Division II to NCAA Division I-AA. 1995 OVC voted to allow Morehead State to be non-scholarship in football. 2001 Football becomes member of the Pioneer Football League (PFL). 2002 OVC expands to eleven members for the first time. 2012 Belmont University joins the OVC.

Ohio Valley Conference (OVC) Formed in 1948, the OVC currently has twelve member institutions and sponsors the following sports: baseball, basketball, cross country, football, golf, rifle, tennis and track for men; basketball, cross country, golf, rifle, soccer, softball, tennis, track, and volleyball for women. Member Institutions

Austin Peay State University Clarksville, TN Belmont University Nashville, TN Eastern Illinois University Charleston, IL Eastern Kentucky University Richmond, KY Jacksonville State University Jacksonville, Al Morehead State University Morehead, KY Murray State University Murray, KY Southern Illinois University Edwardsville Edwardsville, IL

Southeast Missouri State University Cape Girardeau, MO University of Tennessee at Martin Martin, TN Tennessee State University Nashville, TN Tennessee Technological University Cookeville, TN

OVC Sportsmanship Statement General The Ohio Valley Conference is committed to establishing sportsmanship and developing healthy environments for competition. This Conference wants to lead the way in abolishing the notion that it is desirable to create a "hostile" environment for intercollegiate athletic contests. Instead, we will strive to create "hospitable" environments. We believe that part of the role of education through sports is to teach our youth and our communities to conduct themselves with sportsmanship and respect for opponents. In an effort to achieve this goal, the Conference has developed this statement which outlines the expectations of the various groups and individuals associated with our intercollegiate athletics programs. Administrators It is incumbent upon institutional administrators to create an environment of hospitality for visiting teams, particularly for those individuals at Conference institutions. OVC administrators must develop the attitude that the treatment of a visiting team and its fans will be in the same manner that they would want their teams to be treated. The Director of Athletics at the host institution must ensure that he, she, or someone else designated as Game Manager, approaches the coach of the opposing team at a spectator event in order to welcome that coach to the institution. We must provide an opportunity for the coach to address any concerns, indicate

the location of the Game Manager in the arena or stadium, and identify security personnel present for the contest. The Director of Athletics should educate security personnel to ensure that the visiting team is protected from abuse from the home crowd and that security is in very close proximity to the visiting team's bench. Each institution must arrange its seating at spectator events so as to emphasize sportsmanship and minimize the harassment of the visiting team and its fans. The Director of Athletics must ensure that those who are employed by the University treat the opponents with fairness and respect. For example, public address announcers must be required to announce the contest in an even-handed manner with equal excitement for both teams. The institution's Chief Executive Officer and the Director of Athletics should review periodically with other athletics department staff members, coaches, student-athletes, and spirit groups (cheerleaders and bands) precisely what is acceptable conduct, as set forth in this document. Coaches Coaches have the greatest amount of influence over whether the young people in their programs are taught and follow the high principles of sportsmanship. The OVC has been benefited by coaches who have risked losing a contest by removing student-athletes who have demonstrated disrespect for their opponents. This discipline measure educates that individual and his or her teammates about the importance of sportsmanship over participation and winning. This type of attitude and courage must be adopted by all OVC coaches. Administrators and coaches must pay special attention to their student-athletes' behavior and continually emphasize the need for sportsmanship and respect. Such education is needed to counteract the constant messages received by our young people from many professional athletes and others who demonstrate a lack of respect for opponents. The OVC and its coaches are committed to teach messages that are appropriate about sportsmanship. Coaches also have the ability to influence the behavior of their fans. OVC coaches must take every opportunity when addressing the media, booster groups or other public forums to express the desire for fans to support their team at home contests, but not to abuse the visiting team. Coaches and administrators should stress that the participants in our athletics contests are young people who do not deserve to be mistreated by a hostile crowd. Student-Athletes Respect for the game in which the student-athlete participates also demands respect for the opponent. Student-athletes at OVC institutions are expected to treat opponents with sportsmanship. There can be no tolerance for taunting and baiting of opponents. OVC student-athletes must understand that they are perhaps the most visible representatives of their institutions. Also, their behavior is observed and emulated by many who are younger. OVC student-athletes must honor the responsibilities that accompany the privilege of representing our schools by behaving with dignity and class on and off the field. Spirit Groups Like our student-athletes, these groups are visible representatives of our universities. As such, we place high expectations on them for decent behavior. Cheerleaders, bands and other spirit groups are admitted to contests at the pleasure of our institutions to support their teams and assist in creating a fun atmosphere. They are not admitted in order to disrupt or confront the opponent and such behavior will not be tolerated. Their focus must be toward encouragement of their team and respect for the opposing team. Officials Officials who are assigned conference contests must enforce the rules regarding sportsmanship, without tolerance for abuse. The only warning to participants and coaches regarding sportsmanship should come at the beginning of the contest. Once the contest begins, penalties (consequences), not warnings, must be assessed for violations of unsportsmanlike conduct. Similar to the baseball policy of ejecting coaches for

arguing balls and strikes, the conference will require that officials eject any coach who protests unsportsmanlike conduct calls, provided such ejection is permissible by the rules of that sport. Each official assigned by the OVC will be provided a card with the following statement which must be read to the captains and coaches of every contest prior to the beginning of the game: "The Ohio Valley Conference requires officials to enforce all rules regarding unsportsmanlike conduct by coaches and players. There will not be any tolerance for negative statements or actions between opposing players, especially taunting and baiting. If such comments are heard, a penalty will be assessed immediately. If any coach protests an unsportsmanlike penalty, he or she will be ejected from the contest. We have been instructed not to issue warnings during the contests. It is strongly suggested that you remind your participants of this policy." Officials who do not follow this policy will be subject to suspension. Commissioner The Commissioner is expected to enforce the unsportsmanlike conduct rules of the game and the conference. He or she is authorized to assess penalties for improper behavior that is not detected or properly addressed during the contest. Institutions and their personnel are expected to fully cooperate with his or her effort to investigate possible improper behavior. In the unfortunate event that an altercation occurs during a contest, all individuals who are on the bench are expected to remain there. It is incumbent upon the Head Coach to ensure that this occurs. The Commissioner is directed to suspend automatically the Head Coach of a team whose bench personnel enter the field or court of play during an altercation, regardless of whether those individuals become involved in the altercation. Fans The Conference hopes and believes that the establishment of the principles outlined in this document will create a wholesome atmosphere that will attract more fans to our events. The fans attending our games must be reminded by the public address announcer of the expectation of sportsmanship and respect for opponents. We expect that all fans will act in an appropriate manner, respect the opposition, and respect the officials. We understand that occasionally there are individuals who attend games and abuse the opposition and officials. Those individuals may be dismissed from the athletic event. Concluding Statement The Conference believes that the effort to meet the expectations outlined in this document will increase the attractiveness of our athletic events by creating a healthy environment for our competition. OVC Fan Code of Conduct The Ohio Valley Conference and its member institutions are committed to creating a safe, comfortable, and enjoyable experience for all fans attending OVC contests. We ask that all fans act in a responsible and courteous manner. Abusive language or disorderly conduct is unacceptable and unwelcome. When attending an OVC contest, fans are expected to refrain from the following behaviors: • Behavior that is unruly, disruptive, or illegal in nature; • Intoxication or other signs of alcohol impairment that result in irresponsible behavior; • Vulgar, abusive, racist, sexist, demeaning or intimidating language, or obscene gestures; • Interference with the progress of the game (including throwing objects onto the playing surface); • Verbal or physical harassment of opposing teams and their fans; and/or • Failing to follow instructions of stadium personnel. Guests will be treated in a consistent, professional, and courteous manner by all facility and institutional personnel. Fans are encouraged to report any inappropriate behavior to the nearest usher, security guard, or institutional administrator. Facility staff and/or security will promptly intervene to support an environment

where fans and their guests can enjoy the event free from the above behavior. Fans that violate these provisions will be subject to removal from the contest site. The Ohio Valley Conference and its member institutions thank you for adhering to the provisions of the Ohio Valley Conference Fan Code of Conduct.

Pioneer Football League (PFL) The Pioneer Football League was formed in November of 1991 comprised of NCAA Division I universities that previously sponsored intercollegiate football at other levels. With the passing of NCAA legislation in January 1991, Division I institutions were required to conduct all intercollegiate sports at the divisional level. Therefore, the five charter members: Butler University, the University of Dayton, Drake University, the University of Evansville (dropped in 1997) and Valparaiso University – joined together, sharing a common academic and athletic philosophy and a common commitment to operate quality football programs. In February of 1992, the University of San Diego joined the PFL for its inaugural season. Morehead State University has played as a NCAA Division I-AA Independent, offering need-based financial aid in football, since receiving permission from the University’s multi-sport athletic conference, the Ohio Valley Conference, to cease participating for the conference championship in football and to move to the need-based aid program. The Eagles last competed in the OVC in football in the 1995 season. Announced in September 2000, Morehead State was among four schools including Austin Peay, Davidson, and Jacksonville (FL) that joined the PFL with membership, including conference scheduling, becoming effective during the 2001 season. These four schools formed the South Division and brought the PFL to nine teams. The remaining members of the league, Butler, Dayton, Drake, San Diego, and Valparaiso, comprised the North Division. Austin Peay left the league in 2006. In 2008, Campbell University joined the PFL and Marist College followed in 2009. Mercer University and Stetson University were added to the PFL in 2013. Mercer dropped back out after one season. Ten teams comprise the PFL for 2019 and currently a round robin schedule is observed. The PFL is committed to operating a quality football program for the benefit of student-athletes and the University community. Member Institutions Butler University Indianapolis, IN

Davidson College Davidson, NC Drake University Des Moines, IA

Jacksonville University Jacksonville, FL Marist College Poughkeepsie, NY

Morehead State University Morehead, KY Stetson University Deland, FL University of Dayton Dayton, OH

University of San Diego San Diego, CA Valparaiso University Valparaiso, IN

Section 2 – Compliance Policies and Procedures Compliance Program Oversight The Compliance Office in conjunction with the Director of Athletics is responsible for administering a compliance program in accordance with NCAA guidelines. This includes advising and counseling the student-athlete on his/her progress to promote academic success, assisting in the initial eligibility process of incoming student-athletes, administering the athletic financial aid program for the athletic department, assisting staff members in rules education, and administering submission of NCAA, OVC, and/or PFL forms, and other documents related to compliance and eligibility. Operating Principles An intercollegiate athletics program shall be designed to be a vital part of the institution’s education system and student-athletes shall be considered an integral part of the student body. The institution shall admit only student-athletes who have reasonable expectations of obtaining academic degrees. If the graduation rate of student-athletes is significantly lower than that of the rest of the student body, this disparity shall be analyzed, explained, and addressed (through specific plans for improvement) by appropriate institutional authorities under clearly established and approved policies. The responsibility for admission, certification of academic standing, and evaluation of academic performance of student-athletes, shall be vested in the same agencies that have authority in these matters for students generally. Compliance Educational Sessions The process of administering compliance education sessions is a very important component in striving to meet the mission of the Athletic Department as well as MSU. The Office of Compliance, Operations & Tickets appreciates your continued support. Compliance with NCAA rules is the responsibility of everyone on campus from student workers to the highest administrative officials. All administrative staff members, coaches, graduate assistant coaches, and sport-specific administrators, are required to attend six (6) compliance educational sessions per year. This includes the compliance orientation session in August of each year that is MANDATORY FOR ALL STAFF MEMBERS. Coaches are encouraged to attend as many education sessions as their schedules allow. It is strongly recommended that each coaching staff have at least one coach attend any given compliance education session so that each program’s staff is aware of the issues in a particular topical area and also so that printed materials may be provided to other coaching staff members who may not be in attendance. As a reminder, each coach is responsible for the materials covered in the educational sessions. If not in attendance, materials must be reviewed on Blackboard. Blackboard will be monitored for fulfillment with this requirement. PENALTY: Any coaching staff member who fails to meet the minimum number of required education sessions will be penalized at the discretion of the Director of Athletics; this will include suspension for the first game of the upcoming season. (Rev: 1/2011)

Student-Athlete Admissions The admissions process for student-athletes is identical to the admissions process for general students. Any official transcripts must be forwarded to the Admissions Office, not the coaching staff or athletic staff. The students need to be aware of the NCAA Eligibility Center procedures immediately.

Division I academic requirements College-bound student-athletes will need to meet the following academic requirements to practice, receive athletics scholarships, and/or compete during their first year.

Full Qualifier • Complete 16 core courses.

• Ten of the 16 core courses must be completed before the seventh semester (senior year) of high school.

• Seven of the 10 core courses must be in English, math or natural/physical science.

• Earn a core-course GPA of at least 2.300.

• Earn the ACT/SAT score matching your core-course GPA on the Division I sliding scale (see back page).

• Graduate high school.

Academic Redshirt • Complete 16 core courses.

• Earn a core-course GPA of at least 2.000.

• Earn the ACT/SAT score matching your core-course GPA on the Division I sliding scale (see back page).

• Graduate high school.

Full Qualifier: College-bound student-athletes

may practice, compete and

receive athletics scholarships

during their first year of

enrollment at an NCAA Division

I school.

Academic Redshirt: College-bound student-athletes

may receive athletics

scholarships during their first

year of enrollment and may

practice during their

first regular academic term, but

may NOT compete during their

first year of enrollment.

Nonqualifier: College-bound student-athletes

cannot practice, receive athletics

scholarships or compete during

their first year of enrollment at an

NCAA Division I school.

Core-Course Requirement

ENGLISMATH

(Algebra I or

NATURAL/ PHYSICAL SCIENCE

ADDITIONAL SOCIA

L

ADDITIONAL COURSES (Any area listed

4 3 2 1 2 4

International Students: Please visit ncaa.org/international for information and academic requirements specific to international student-athletes.

2.299 990 910 76

AC

AD

EM

IC R

ED

SH

IRT

2.275 990 910 76

2.250 1000 920 77

2.225 1010 930 78

2.200 1020 940 79

2.175 1030 950 80

2.150 1040 960 81

2.125 1050 970 82

2.100 1060 980 83

2.075 1070 990 84

2.050 1080 1000 85

2.025 1090 1010 86

2.000 1100 1020 86

DIVISION I FULL QUALIFIER SLIDING SCALE

Core GPA

New SAT* Old SAT (Prior to 3/2016)

ACT Sum

3.550 400 400 37

3.525 410 410 38

3.500 430 420 39

3.475 440 430 40

3.450 460 440 41

3.425 470 450 41

3.400 490 460 42

3.375 500 470 42

3.350 520 480 43

3.325 530 490 44

3.300 550 500 44

3.275 560 510 45

3.250 580 520 46

3.225 590 530 46

3.200 600 540 47

3.175 620 550 47

3.150 630 560 48

3.125 650 570 49

3.100 660 580 49

3.075 680 590 50

3.050 690 600 50

3.025 710 610 51

3.000 720 620 52

2.975 730 630 52

2.950 740 640 53

2.925 750 650 53

2.900 750 660 54

2.875 760 670 55

2.850 770 680 56

2.825 780 690 56

2.800 790 700 57

2.775 800 710 58

Transfer Students – General Procedures In dealing with transfer student-athletes, an official transcript of the student’s work, broken down by semester, is obtained. The only documentation acceptable for consideration for eligibility is that obtained from MSU’s Office of Enrollment Services or the Registrar’s Office. It is the responsibility of the Compliance Office to work with Enrollment Services or Registrar personnel to obtain the specific documentation needed. Once documentation has been obtained, it is evaluated by the Compliance Office to determine the appropriate transfer category for the student. Transfer Students – Initial Eligibility Regarding initial eligibility of transfer student-athletes, four categories of students are involved. (1) Four-year college transfers, (2) two-year college transfers who were “qualifiers” out of high school, (3) two-year college transfers who were not “qualifiers,” and (4) 4-2-4 transfer students. While many of the eligibility processes are similar for these categories, there are some differences. Four-Year College Transfers Four-year transfer students require a year in residence at the new school before participation in intercollegiate athletics is permitted. However, exceptions to this rule can be granted in sports other than football, men’s and women’s basketball, and baseball. One of the main rules, called the “one-time transfer exception,” requires the new school to get permission from the previous institution. In addition, the new school must determine if the potential transfer would have been eligible if the student remained at the current school. A form is mailed to the first school and their Director of Athletics has the authority to grant or deny permission for MSU coaches to talk with the individual about transferring and either grant or deny use of the one-time transfer exception. Upon receipt of the form, the one-time transfer exception may be granted and the student’s transcript is examined to determine when the student was first enrolled full-time. This process is overseen by theCompliance Office and recommendation is directed to the University’s Eligibility Committee. Students not meeting NCAA requirements are screened out before this point. Should the student feel the initial screening was incorrect, the committee would be asked to make a final ruling. Other exceptions and waivers are available under NCAA guidelines and are used only with the approval of theCompliance Office and with the consent of the Eligibility Committee. Two-Year College Transfers After a copy of the student’s transcript has been obtained from Enrollment Services, it is evaluated by theCompliance Office to determine whether the student has been awarded an Associate degree. Under NCAA regulations, students receiving an Associate degree are normally immediately eligible to participate in athletics, regardless of whether they were “qualifiers” or “non-qualifiers” out of high school. Student transcripts are also reviewed to validate that at least 40% of degree credits are earned from the degree-granting institution. In addition, students are checked to see that no more than 18 hours were taken during summer terms and no more than 9 of the original 48 hours of transferable degree credits were taken during the summer prior to enrollment at MSU. Student files meeting requirements are forwarded by MSU’sCompliance Office to the Eligibility Committee for final approval. NCAA Bylaw 14.5.4.1 Qualifier A transfer student from a two-year college who was a qualifier (per Bylaw 14.3.1.1) is eligible for competition in the first academic year in residence only if the student: (Revised: 4/24/03 effective 8/1/03; for those students entering an NCAA institution on a full-time basis on or after 8/1/03) (a) has spent at least one full-time semester or one full-time quarter in residence at the two-year college

(excluding summer sessions); (b) has presented a minimum grade-point average of 2.000 (see Bylaw 14.5.4.5.3.2); and (c) has satisfactorily completed an average of at least 12 semester or quarter hours of transferable-degree

credit acceptable toward any baccalaureate degree program at the certifying institution for each full-time academic term of attendance at the two-year college.

NCAA Bylaw 14.5.4.2 Not a Qualifier A transfer student from a two-year college who was not a qualifier (per Bylaw 14.3.1.1) is eligible for institutional financial aid, practice, and competition the first academic year in residence only if the student: (a) has graduated from the two-year college; (b) has completed satisfactorily a minimum of 48-semester or 72-quarter hours of transferable-degree credit

acceptable toward any baccalaureate degree program at the certifying institution, including 6 semester or 8 quarter hours of transferable English credit and 3 semester or 4 quarter hours of transferable math credit;

(c) has attended a two-year college as a full-time student for at least 3 semesters or 4 quarters (excluding summer terms); and

(d) has achieved a cumulative grade-point average of 2.000. (see Bylaw 14.5.4.5) NCAA Eligibility (40/60/80) Each student must complete 40% of their degree by the beginning of the third year of college enrollment, 60% by the beginning of the fourth year, and 80% by the beginning of the fifth year.

80/90/100 Rule A grade point average rule will be in effect after their first year of enrollment. After one year (two semesters), students must have 90% of the minimum grade point average required for graduation. After two years (four semesters), students must have 95% of the minimum graduating grade point average, while after three or four years, students must have 100% of the minimum graduation grade point average to be eligible.

Developmental Courses The limit on remedial or developmental courses a student may take is equal to 6 hours, with the requirement that all 6 hours must be taken during the freshman year in order to be used toward “Progress Toward Degree” regulation. Students may take more than 6 hours of remedial work but only 6 of those hours will count toward the 24 hours required for eligibility in the freshman year.

Completion of Six Hours per Semester Required Six credit hours must be successfully completed during each semester to earn athletic eligibility for the next full-time semester. Students who pass 5 hours or less during any regular semester (fall or spring) will be immediately ruled ineligible for athletic competition during the next regular term. If you are a full-time student, there is no appeal or waiver of this rule.

Football Only Bylaw 14.4.3.1.6 In football, a student-athlete who is a member of the institution's football team and who does not successfully complete at least 9 semester hours or 8 quarter hours of academic credit during the fall term and earn the Academic Progress Rate (APR) eligibility point for the fall term, shall not be eligible to compete in the first 4 contests against outside competition in the following playing season. (Adopted: 4/28/11 effective 8/1/11)

Continuing Eligibility The continuing eligibility of student-athletes at MSU is determined primarily through the cooperation of the Senior Associate Director of Athletics/Compliance, the Office of the Registrar, and the Eligibility Committee. The first step is to obtain a list of returnees for each sport sponsored by MSU. After a list has been compiled, two items of documentation (transcript and check sheet for sophomores and above) are required before the committee will consider a student’s eligibility. In addition, theCompliance Office then uses forms generated by the NCAA Compliance Assistance software to provide appropriate information on each student-athlete. Apart from the obvious academic information that can be obtained from a student’s transcript, one of the most important facts necessary for a proper evaluation is documentation of the student’s initial semester as a full-

time student in college. If the student has completed their first year in college, the transcript is all that is needed. From that information, it can be determined if the student passed at least 24 hours during the academic year and, if so, that at least 18 of the 24 were passed during the fall and spring terms, exclusive of summer sessions. Should the student have completed at least 2 years of college or 4 semesters, it will be necessary to determine when the student’s initial college enrollment took place. In addition to the “mandatory” passage of 24 hours, with 18 of those taking place in the fall and spring, these students must have at least 40% (40 hours/120 hour degree or 52 hours/128 hour degree) of their degree completed and must have an overall GPA of 90% of the minimum required for graduation, or a 1.9 GPA. To maintain eligibility, students completing their third year must complete 60% (72 hours/120 hour degree or 77 hours/128 hour degree) of degree credit with an overall GPA of 100% of the minimum required for graduation, or a 2.0 GPA. Factors for All Classifications Students are expected, on completion of four semesters, to have 40% (48 hours or 52 hours) of their degree completed and have achieved an overall GPA (MSU credit only) of 90% of the minimum required for graduation, or a 1.8 GPA. Students who have completed 6 semesters must have at least 60% (72 hours or 77 hours) of their degree requirements and have a GPA of at least, or equal to, 95% of the minimum required for graduation, or a 1.9 GPA. Students who have completed 8 semesters and might have a year of eligibility remaining must have completed 80% (96 hours or 103 hours) of their degree and must have 100% or 2.0 overall GPA. Since the standard for all MSU students is that only MSU hours count toward GPA, these standards would also be in effect for student-athletes. The MSU official check sheet from the Registrar’s Office is used to determine these factors. Eligibility Committee The MSU Eligibility Committee is responsible for validating eligibility of student-athletes to the Ohio Valley Conference and, for football, the Pioneer Football League. The Eligibility Committee consists of three members: the Director of Athletics, the Faculty Athletic Representative, and the University’s Registrar. TheCompliance Office is responsible for gathering all data and information that may be necessary for eligibility evaluations and calling the Committee together to approve each individual student’s eligibility. The OVC requires that eligibility sheets for all sports be on file in the league office before any athlete can participate in competition. According to policy, each roster sheet sent to the OVC office must have the signature of each of the three members. The Committee’s decision on eligibility is final. Any student-athlete failing to be certified is removed from the list and is not eligible to participate. At this point, it is determined whether more information is needed or whether student-athletes should be evaluated at the beginning of the next regular term. Copies of the signed eligibility forms are sent to the OVC office as well as the PFL office for football. The originals are kept on file in the Athletic Department. Competition Eligibility Procedure 

Certification of Eligibility needs to be completed prior to the first date of competition or first day of travel 

bylaw 14.01.0.  Eligibility will be certified using the Ohio Valley Conference Official Eligibility List provided 

by the Ohio Valley Conference Office (Figure 1).  

1. The Athletics Compliance and Operations Coordinator will send squad list to the office of the 

registrar no less than 10 days (business days?) prior to the first date of competition 

2. The Office of the registrar will be responsible for filling out columns A‐P, R‐V. 

3. The Compliance and Operations Coordinator will be responsible for filling out columns Q, W‐AC. 

4. The Compliance and Operations Coordinator will print initial eligibility sheets for student‐athletes 

packet 

5. Certification packets will be created by the Office of the Registrar that will include a copy of their 

transcript, program evaluation and catalog description of current major. This packet will be used 

for the determination of Progress toward Degree.  

6. (Additional Directions for PTD determination) 

7. The Assistant AD/SWA will review the PTD calculation…not sure how to say this, the registrar has 

the final say but until this process is perfected it needs to be reviewed.  

8. The certification packet will be kept on file in the office of the registrar and copy will be send to the 

athletic department after each certification.  

9. Season of Competition verification from Jr. College process? 

10. The Registrar, Faculty Athletic Representative and Director of Athletics will review certification information and sign certification document to make it official.  

 

Figure 1 

 

Mid‐Year Academic Certification 

Mid‐year certification will be completed annually no later than 14 business days after Fall Grades post. For 

this certification specifically, a review of the 6/9‐hour rule and cumulative GPA should be reviewed.  

1. All student‐athletes that have been certified in the fall shale be reviewed during the mid‐year 

review regardless of their status on the team (trying to say we need to certify quitters for the “E” 

point) 

2. The Office of the Registrar will be responsible for filling our Columns A‐O (Figure 2) 

3. The Registrar will update certification packets will to include a transcript and program evaluation 

that reflect fall course work.  

4. Additional info on determining Hours towards degree? 

5. The Assistant AD/SWA will review the PTD calculation…not sure how to say this, the registrar has 

the final say but until this process is perfected it needs to be reviewed. 

6. The Registrar, Faculty Athletic Representative and Director of Athletics will review certification 

information and sign certification document to make it official. 

7. Non‐eligible student‐athletes shall be reported to the Ohio Valley Conference office by Office of 

Compliance  

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA

Name Student

ID #

(AN

Y) Initial C

ollegiate E

nrollment M

O/Y

R

Initial Enrollm

ent Certifying

Institution MO

/YR

# FT Semesters

Enrolled D

esignated Deg

ree

Returning SA's PTD Transfer SA's PTD

NC

AA

Q

ua

lifie

Am

ateurism

s of NCAA PTD VERIFICATION NCAA TRANSFER VERIFICATION

Prev. Inst.

Certifying Inst.

Total

Credit Hours/GPA

18 Hrs?

24Hrs/ 40/60/80?

Pass 6 hrs P

rev. T

erm/F

B-9

hrs

(Fall)

TO

TA

L HO

UR

S

PT

D E

xception?

Cum

ulative GP

A

AA

DE

GR

EE

?

# of Full-tim

e S

em/quarte

rs

Transfer H

ours

Transfer G

PA

2 Yr E

xception?

4 Yr E

xception?

F'14

S'15

Su1

Su2

 

Figure 2  

 

 

 

 

 

 

Academic Progress Rate (APR) Eligibility Procedure 

 

The Academic Progress Rate is completed annually and is submitted by the 6th week of the Fall term. 

Student‐athletes identified as being in the cohort that do not return to school for any reason other than 

graduation after they have been certified eligible must be certified an additional time for the reporting of 

the Eligibility Point. 

1. The Academic Athletic Coordinator will identify students needing additional certification by the end 

of the 3rd week of school and send list to the office of the registrar. 

2. The Office of the Registrar will be responsible for completing columns A‐R (Figure 3) no later than 

the end of the 5th week of the semester? to determine if Eligibility point has been earned. 

(do we need to include review of retention points by coaches in this document? They do get to review 

eligibility but do not have input on it…or should that be in separate APR document?) 

3. The office of the Registrar will create/update certification packets to include a copy of their 

transcript, program evaluation and catalog description of current major. This packet will be used 

for the determination of Progress toward Degree.  

4. The Assistant AD/SWA will review the PTD calculation…not sure how to say this, the registrar has 

the final say but until this process is perfected it needs to be reviewed. 

5. The Registrar, Faculty Athletic Representative and Director of Athletics will review certification 

information and sign certification document to make it official.  

6. The Athletic Academic Coordinator will report the eligibility findings in the NCAA via the APP portal 

Figure 3 

A B C D E F G H I J K L M N O P Q R

Name Student ID

#

(AN

Y) Initial C

ollegiate E

nrollment M

O/Y

R

Initial Enrollm

ent Certifying

Institution MO

/YR

# FT Semesters

Enrolled Designated D

egree

Returning SA's PTD

NCAA PTD VERIFICATION

Prev. Inst.

Certifying Inst.

Total

Credit Hours/GPA

18 Hrs?

24Hrs/ 40/60/80?

Pa

ss 6 h

rs Prev.

Te

rm/F

B-9

hrs (F

all)

TO

TA

L HO

UR

S

PT

D E

xception?

Cum

ulative GP

A

F'14

S'15

Su1

Su2

A B C D E F G H I L M N O

Name Student

ID #

(AN

Y) Initial C

ollegiate E

nrollment M

O/Y

R

Initial Enrollm

ent C

ertifying Institution

# FT Semesters Enrolled

Designated D

egree

NCAA PTD VERIFICATION

Prev. Inst.

Certifying Inst.

Total

Credit Hours

Pa

ss 6 h

rs Prev.

Te

rm/F

B-9

hrs

(Fall)

TO

TA

L HO

UR

S

PT

D E

xception?

Cum

ulative GP

A

Fall

 

 Graduation Success Rate (GSR) Eligibility Procedure 

The GSR is due annually on June 1st. Student‐athletes identified as being in the cohort that do not return to 

school for any reason other than graduation after they have been certified eligible must be certified an 

additional time for the reporting of left eligible.  

1. The Academic Athletic Coordinator in conjunction with the Office of Intuitional Research will 

identify students needing additional certification by the first week of May and send list to the 

Office of the Registrar. 

2. The Office of the Registrar will complete certification documentation for terms completed after 

certification no later than the end of the 3rd week of May 

3. The athletic department will complete columns A & B (Figure 4)  

4. The Registrar will complete columns C‐R to determine eligibility Status (Figure 4) 

5. The Registrar, Faculty Athletic Representative and Director of Athletics will review certification 

information and sign certification document to make it official.  

6. The athletic academic coordinator in conjunction with the Office of Intuitional Research will report 

the eligibility findings on the GSR report.   

 

Figure 4 

A B C D E F G H I J K L M N O P Q R

Name Student ID

# (A

NY

) Initial Collegiate

Enrollm

ent MO

/YR

Initial Enrollm

ent Certifying

Institution MO

/YR

# FT Semesters

Enrolled Designated D

egree

Returning SA's PTD

NCAA PTD VERIFICATION

Prev. Inst.

Certifying Inst.

Total

Credit Hours/GPA

18 Hrs?

24Hrs/ 40/60/80?

Pa

ss 6 h

rs Prev.

Te

rm/F

B-9

hrs (F

all)

TO

TA

L HO

UR

S

PT

D E

xception?

Cum

ulative GP

A

F'14

S'15

Su1

Su2

 

Athletic Program General Certification Certification of Compliance for Staff Members of Athletic Department This form is completed by September 15th each year. Each returning staff member must sign and date the forms to certify that they have reported to the appropriate individuals on campus any knowledge of violations of NCAA legislation involving the institution. The report is completed and kept on file in the Director of Athletics’ office. NCAA Coaches Certification Program – Division I Coaching staff members who wish to recruit off-campus must complete an annual certification requirement. The standardized national test covers NCAA legislation that relates to the recruitment of prospective student-athletes. Practice tests and study guides are provided by the conference office. The coaches must pass this test by August 1st of each year. The test is usually administered from April through August.

Reporting of NCAA Violation (All levels) MSU’s compliance policies and procedures have been developed for Athletic Department staff and representatives of athletic interests to educate and prevent violations BEFORE they occur. In the event that a possible secondary or major violation is discovered, IMMEDIATELY NOTIFY theCompliance Office or the Director of Athletics with the following information: • The date, time, and location of the violation. • A description of the violation, including the affected rule. • The identity of coaches, prospective and enrolled student-athletes, and other individuals involved in the

violation. • The means by which and when you became aware of the violation. • Any additional information that should be considered in reviewing this case. TheCompliance Office will review all the pertinent information and coordinate the University’s reporting to the OVC, PFL, and/or NCAA.

Student-Athlete General Competition Eligibility Student-Athlete Drug Testing Consent Forms Drug Testing Consent forms must be completed and signed by each student-athlete during an annual meeting between student-athletes and the Director of Athletics at the beginning of each semester. These forms remain on file in the Director of Athletics’ Office and must be completed before the student-athlete’s participation in intercollegiate competition. Any student-athlete added to the list during the academic year must complete these forms prior to eligibility. Morehead State University Drug Testing Consent Forms The alcohol, tobacco, and other drug education and testing policies and procedures (outlined in more detail in Section 9) was approved by the Intercollegiate Athletic Committee to become effective for the 2008-2009 academic year. Squad List A squad list should be completed prior to start of first competition in each sport. A list including each student-athlete that may participate in practice or scheduled events must be submitted to theCompliance Office by the Head Coach. Any student-athlete added to the squad list at any time during the season must also complete the Certification of Eligibility and Drug Testing Consent before practicing or competing with the team. Any changes in a squad list should be immediately reported to the Senior Associate Director of Athletics/Compliance. This may be done on a weekly basis out of season. However, during the season, changes should be reported as they occur. General Eligibility Form for International Student-Athletes This form is completed for each international student-athlete and kept on file in the Director of Athletics’ office. Eligibility List Eligibility lists are completed and sent to the Conference Commissioner prior to the first competition date of each sport. Information for completing the form is submitted to the Compliance Office by the Head Coach of each sport. The eligibility lists are approved by the Director of Athletics, the Registrar, and the Faculty Athletics Representative. Official Competition List Completed 15 days after the conclusion of each sport’s season and sent to the conference to verify eligibility of each student-athlete who competed during the academic year.

Recruiting Coaches Certification to Recruit Only those coaches who have been certified to recruit may contact or evaluate any prospective student-athlete off campus. All coaches (head, assistant, volunteer, and graduate assistants) are required to take the recruiting certification test. Certification must be done on an annual basis per NCAA Bylaw 11.5.1.1. Such certification procedures shall be established and administered for its member institutions by the member conferences of the association, or in the case of an independent institution, by the NCAA national office or the conference office that administers the national letter of intent for the institution. Such certification procedures shall include a requirement that the coaches shall have passed a standardized national test developed by the NCAA national office covering NCAA recruiting legislation, including Bylaw 13 and other bylaws [e.g., Bylaws 15.3.3 (institutional financial aid award) and 14.3 (freshmen academic requirements)] that relate to the recruitment of prospective student-athletes as a condition for being permitted to engage in off campus recruiting. Member conferences shall establish the procedures for administering and correcting the test within each conference. Monitoring of Cell Phones All recruiting coaches need to submit copies of all phone bills to the Compliance Office by the 15th of each month via e-mail. Phone bills should be in Excel spreadsheet format. Designation of Coaching Category An individual who coaches and either is uncompensated, or receives compensation or remuneration of any sort from the institution, even if such compensation or remuneration is not designated for coaching, shall be designated as head coach, assistant coach, volunteer coach, graduate assistant coach, or undergraduate assistant coach by certification of the institution. Countable Athletically Related Activities (CARA) As required by NCAA, reporting calendars are required to be submitted to the Compliance Office monthly and are kept on file in the athletic office. Contact, Evaluation, and Phone Log Weekly reports of any contact, evaluation, and phone calls with recruited student-athletes are to be submitted each month to theCompliance Office or his/her designee for review.

Official Visit The following steps should be taken during the current academic year to ensure that each sport complies with NCAA rules and regulations regarding an official visit by a prospective student-athlete. Official Visit Approval Form This form is to be submitted to theCompliance Office for each student-athlete. This should include copies of test scores and transcripts. TheCompliance Office will check the high school students, junior college students, and transfer students for eligibility. Upon the completion of this form, the Head Coach is signifying that he/she has done the following: • Sent the prospective student-athlete an e-mail or letter at the time of the invitation, but before the visit,

informing him/her that they are permitted five official visits and this will count as one of those allowable visits per NCAA Bylaw 13.6.2.1 and Bylaw 13.6.2.2.

• Determined who, if anyone, will serve as the official student host. The student host may receive and sign for $40 in expense money. The allowed expenses are outlined in Bylaw 13.7.5.5 (a) of the NCAA manual. In addition, should a student host be assigned more than one visiting student, the host can receive $40 for the first student and $20 for each additional thereafter.

• Made certain all coaching staff members are aware that if Bylaw 13.1.2.4(5) is utilized and unlimited telephone calls are made to the prospect during the five days prior to the official visit, and the prospect decides to cancel the visit, this becomes a violation and must be immediately reported to the Senior Associate Director of Athletics/Compliance.

• Reviewed the rules in the NCAA manual pertaining to official visits and made certain that all members of the coaching staff are aware of the rules covering official visits.

Once the official visit approval form has been approved by the Senior Associate Director of Athletics/ Compliance, the travel request is then submitted to the sport administrator for approval. All documents attached to the official visit approval form should remain attached to the travel request.

The sport administrator will review the funds available in the division’s travel account (funds must be available before any request is approved). Once the travel request is approved, business services will issue an Airline Purchase Order (APO) number for airfare and prepare advance checks for pre-payment of expenses.

Once the visit is completed, the travel expense voucher will need to be submitted with the approved official visit form as soon as possible.

Allowable Expenses for Reimbursement to Prospect on Official Visit • Reimbursement to student-athlete for mileage, airfare, and other expenses incurred during his/her trip to

the University. If expenses are to be reimbursed to the student-athlete, the section of the post official visit form must be completed requesting this. A check request for the expenses must be completed and turned in with the travel voucher.

• Payment for airfare for the student-athlete. An APO number should have been issued for payment. The ticket stub must be attached to the travel voucher.

• Meals consumed on campus for the student-athlete. An on-campus transaction for meals on campus should have been submitted prior to the visit for approval. The names of each person at each meal should be listed on the receipt or separately for all meals.

Each Head Coach is responsible for the recording system of keeping track of official visits within their respective program. Currently, football and basketball are the only sports with limitations on the number of visits allowed.

Unofficial Visit The only instance where prior approval for an unofficial visit is necessary is when the student will be receiving complimentary admission to a sporting event. This request must be submitted to the Ticket/Facility Manager at least 24 hours in advance via FrontRush. The Ticket Office will notify the Office of Complaince if any questions arise over name submitted. The student is limited to one ticket for himself/herself and two tickets for guests. The tickets must be picked up and signed for using a valid ID at the will call window at the facility where the event will be held. 13.7.1.1 Sports Other Than Baseball, Basketball, Football, Men's Ice Hockey, Lacrosse and Softball. In sports other than baseball, basketball, football, men's ice hockey, lacrosse and softball, an unofficial visit with athletics department involvement (e.g., contact with athletics department staff, athletics-specific tour, complimentary admission) shall not occur with an individual (or his or her family members) before August 1 at the beginning of his or her junior year in high school. (Adopted:5/1/19) 13.7.1.3 Men's Basketball. In men's basketball, an unofficial visit with athletics department involvement (e.g., contact with athletics department staff, athletics-specific tour, complimentary admission) shall not occur with an individual (or his family members) before August 1 at the beginning of his sophomore year in high school. (Adopted: 8/8/18 effective 8/15/18) 13.7.1.4 Women's Basketball and Football. In women's basketball and football, an unofficial visit with athletics department involvement (e.g., contact with athletics department staff, athletics-specific tour, complimentary admission) may occur with an individual (or his or her family members) at any time, subject to recruiting calendar restrictions per Bylaw 13.17.3 and 13.7.5, respectively. (Adopted: 7/1/19)

Student Host Guidelines This information is intended as a guide for student-athletes who may serve as host for a prospective student-athlete on his/her official visit (paid by the University). Hosts will abide by established NCAA, OVC, PFL, and MSU rules and policies governing prospective student-athlete official visits. Hosts will be responsible for insuring these policies and guidelines are followed when they are assigned to serve as a student host for any prospective student-athlete. Each coaching staff member will be educated on proper behaviors and procedures for utilizing student hosts, based on NCAA guidelines, by the Compliance Office prior to the start of each school year in order to empower them for training student hosts in each athletic program. Student hosts will be required to sign an agreement outlining the appropriate conducts as established by MSU, OVC, PFL, and NCAA standards. The agreement will include the following: • Host must be enrolled at Morehead State University as a full-time student. • Maximum of $40 per day may be provided to cover the entertainment expenses of the host(s), the

prospect, and prospect’s legal guardians and/or spouse, excluding meals and campus athletic events. An additional $20 may be provided for each additional prospect hosted during the same period. It is a requirement for receipts to be submitted to the Head Coach when monies are used during the official visit.

• No cash may be given to the visiting prospect or anyone else. • Host must not be involved with, encourage, or promote any activity that involves alcohol, drugs, gambling,

and/or sex. In addition, Host must contact the Head Coach and/or theCompliance Office at any time the prospect, or anyone else associated with the visit, fails to adhere to any and all of these guidelines.

• Host may not use the entertainment funds to purchase, or otherwise provide, the prospect with gifts of value (e.g., souvenirs, clothing, etc.)

• Host may not transport the prospect or anyone accompanying the prospect more than 30 miles from campus.

• Host may not use vehicles provided or arranged for or by any institutional staff member or booster of the athletics interests.

• Host should not allow recruiting conversations to occur, on or off campus, between the prospect and a booster of the athletics program. (If an unplanned meeting occurs, only an exchange of greetings is permissible.)

• The prospect shall not be allowed to participate in any athletics related activity involving or related to the sport for which the prospect is being recruited.

• Complimentary admission (pass list, no hard ticket) can be received when accompanying a prospect to a campus athletics event.

• Complimentary meals may be received as long as the Host accompanies the prospect at the meal. • Host will be positive in all comments. Never make negative comments about an opposing school, their

coach, players, or program. • Host will never leave a prospect in someone else’s care. If Host attends a party he/she must remember

that he/she is responsible for the prospect. In some circumstances, and with coach’s approval, a hometown friend of the prospect who is a MSU student can be permitted to “co-host” the prospect.

• The prospect should not be introduced to anyone who is not a member of MSU’s athletic staff, faculty, or student body; nor should such people be allowed to engage the prospect in conversation.

• A prospect may be interviewed during the broadcast or telecast of a University athletic event. • A prospect can be on MSU’s campus no longer than 48 hours. (Bylaw 13.6.4.1)

Student Host Entertainment Guidelines • Never leave a 30 mile radius of MSU’s campus for any reason. (Bylaw 13.6.7.1) • Never allow the prospect to operate a vehicle during his/her visit. • When attending a MSU athletic event, the student-athlete and the prospect may use only regular seating

for the event. Never sit on the bench, stand on the sidelines, or sit on press row. (Bylaw 13.6.7.2) • If entertainment money is provided by the coach, it cannot be given to the prospect and must only be used

for entertainment purposes (e.g., food, recreation, and movie). Entertainment money can never be used to purchase souvenirs, gifts, alcoholic beverages, or anything of this nature.

• It is illegal to provide alcoholic beverages to a minor in the state of Kentucky. It does not matter if the alcohol is free or purchased.

• Besides the NCAA and State regulations, MSU’s Athletic Department’s policy on the use of alcohol and drugs also applies.

• Never drink and drive. • Never place a guest in an uncomfortable situation or in a situation that may provide for undue scrutiny by

anyone. Remember, as a Student Host, the student-athletes’ actions are representative of all MSU students and of the athletics program. As a Host, our student-athletes are not only the best representatives of our program and the University, but could be the most influential factor in whether the prospect will attend MSU.

Team Rules In order to insure that student-athletes are properly informed of team rules and policies that may prevent them from remaining a team member, the following procedures should be followed: • Each Head Coach is required to prepare specific team rules and policies. Any dismissal policies that

pertain to alcohol and other drug use should be written similarly to the following: “You may be suspended from the team without prior incident for using alcohol and/or other illegal drugs or banned substances.”

• Annually a copy of the team rules and policies must be submitted to the Director of Athletics for approval prior to the first team meeting.

• At the first team meeting of the new academic year (usually in August), team rules and policies will be explained to each student-athlete and a written copy provided to the student-athletes.

Student-Athlete Behavior Policy Because of the rising nature in profile of MSU Athletics and as all our sports teams attract considerable media attention, off-field indiscretions become spotlighted issues for media scrutiny. Arrests and other unlawful activities on behalf of our student-athletes reflect poorly on the University, the athletics program, and the integrity of our student-athletes, both individually and collectively. It is not consistent with the character of MSU and detracts from the successes of Morehead State student-athletes. Accordingly, this plan and emulating plans of other institutions, is being presented for use beginning with this academic year. Clearly stated expectations enable student-athletes to achieve their goals academically and athletically. Athletes must understand that there is a standard that must be met on and off the field or court of play. If they do not meet that standard, the consequence of not participating in their sport of choice or representing their university, can take place. The following set of standards is meant to clarify expectations and make clear any sanctions for misbehavior while tied to MSU. Student-athletes make enormous contributions to the institution and the community by virtue of their participation in intercollegiate athletics. Sanctions for Inappropriate Behavior Among MSU Student-Athletes The Morehead State University’s Department of Intercollegiate Athletics requires administrators, coaches, athletic trainers, and staff to conduct themselves in a manner that creates a positive image of the people associated with the department. Similarly, student-athletes must uphold the same standards of conduct that will provide a means to serve as positive role models in the community and ambassadors for MSU. MSU recognizes that a clear statement of sanctions is necessary to address inappropriate behavior. Situations can be more clearly and objectively resolved when such a statement exists. The following sanctions are meant to

serve as a basic guide. Team Rules and other University policies, when allowing for more stringent penalty, may supersede the Athletic Department’s guidelines. Felony Charge – Any student-athlete arrested and charged with a felony or with a crime involving gambling or game fixing under Kentucky law, or any other jurisdictional equivalent, shall be suspended automatically from practice and playing privileges until the charges are dropped, dismissed, or otherwise resolved. Athletics grant-in-aid may be retained until resolution is found. Appeal of this sanction may take place pursuant to appeal procedures found later in this policy. Felony Conviction – Any student-athlete convicted of or pleading guilty or no contest to a felony charge or a game fixing charge under Kentucky law, or any other jurisdictional equivalent, shall be permanently dismissed from the team. The athlete shall have his/her grant-in-aid removed immediately for the remainder of the academic year pursuant to NCAA Bylaw 15.3.5.1. The Athletic Department will recommend to the MSU Scholarship Committee that the grant-in-aid shall not be renewed for any subsequent period as well. The student-athlete may appeal this decision pursuant to appeal procedures found later in this policy. Any student-athlete involved in gambling violations shall be subject to sanctions contained in Section 10.3 and 10.4 of the NCAA Division I Manual. Misdemeanor Charge and/or Conviction – Any student-athlete arrested, charged, and/or convicted of a misdemeanor charge (with the exception of gambling charges addressed previously and other than minor traffic infractions), will be subject to a review process. The Director of Athletics will review the charges and all of the surrounding circumstances. The Director of Athletics may then impose sanctions. The factors which the Director of Athletics will consider include, but are not limited to: • the nature of the charge (non-violent or violent); • self-disclosure of the violation; • cooperation during the investigation with all parties involved; • alcohol and/or drug use; • prior behavior; and/or • consistency with regard to actions taken in other cases. Sanctions imposed by the Director of Athletics can include, but are not limited to: • warning; • probation; • restricted use of athletic services or facilities; • suspension from play and/or practice for a stated period of time; • counseling by certified University counselors (for violations that may warrant such counseling); and/or • dismissal from the team (only if a conviction occurs or if the student-athlete pleads guilty or no contest to

a misdemeanor). The student-athlete shall retain his/her grant-in-aid for the balance of the academic year in which this activity takes place, pursuant to their continued enrollment at MSU. The Department of Intercollegiate Athletics shall recommend to the MSU Scholarship Committee that the grant-in-aid not be renewed for any subsequent year.

This review process will be used when Department of Intercollegiate Athletics employees first learn of the charge and/or arrest. This review process will also be utilized again, in its entirety, if there is then a conviction resulting from the charge and/or arrest. The student-athlete may appeal any decision pursuant to appeal procedures found later in this policy. The initial review process will take from 7-10 days. Sanctions will be imposed within that time frame. The second review process will be completed within 7 days of its initiation.

Privacy Concerns In recognition of each student-athletes right to privacy, specific sanctions imposed under these procedures will not be announced publicly. Rather, if requested, a “violation of University or departmental policies” will be cited.

Appeals Procedure Any student-athlete sanctioned under these procedures may appeal within 5 working days, in writing, to the

Director of Athletics. In the event of an appeal, a Review Committee shall consider all factors, including any extenuating circumstances. The student-athlete may appear personally before the Committee, with or without a representative of his/her own choosing from the members of the University community. Any appeals hearing referred to in this policy will take place within 2 weeks of an appeal request. The Review Committee shall be composed of the Director of Athletics (or designee), the NCAA Faculty Athletics Representative (who shall chair the group), and the Dean of Students. Within 5 working days after hearing the appeal, the committee shall issue its decision. Should the student-athlete choose, the President of MSU may grant one final appeal to take place within 5 days of other exhausted appeals options within this policy. The President’s decision on review is final. Student-Athlete Conduct Review Appeal Procedure Any student-athlete sanctioned by the Director of Athletics outside of any other written policy (conduct policy, alcohol, and other drug, etc.) under these procedures may appeal within 5 working days of the decision. He/she must submit a request for appeal to the Dean of Students in writing. The Dean of Students will notify the Director of Athletics and the Chair of the Student-Athlete Conduct Review Committee. In the event of an appeal, the Committee shall consider all factors, including any extenuating circumstances. The student-athlete may appear personally before the Committee, with or without a representative of his/her own choosing from the members of the University community. The Committee will meet within 5 working days of receiving notice from the Dean of Students. The student-athlete must abide by the sanction of the Director of Athletics until the case has been reviewed by the Committee. The review committee shall be composed of:

a. Dean of Students b. Chief Diversity Officer c. Representative of Counseling Services d. Representative of MSU Police Department e. Voting member of the IAC to serve as chair

Within 3 working days after hearing the appeal, the Committee shall issue its decision which shall be final with no further right of review.

NCAA Student Assistance Fund Guidelines The Student Assistance Fund (SAF) is intended to provide direct benefits to student-athletes and their families as determined by conference offices. As a guiding principle, the fund shall be used to assist student-athletes in meeting financial needs that arise in conjunction with participation in intercollegiate athletics, enrollment in an academic curriculum or to recognize academic achievement. Eligibility All active Division I student-athletes are eligible to receive SAF benefits, including international, regardless of whether they are grant-in-aid recipients, have demonstrated need, have either exhausted eligibility or no longer participate due to medical reasons. Student-athletes receiving proceeds from the SAF may also receive SAF benefits, with the exception of prospective student-athletes receiving summer financial aid prior to full-time enrollment pursuant to NCAA Bylaw 15.2.8.1.2, 15.2.8.1.3, 15.2.8.1.4. No prospective student-athlete shall be eligible to receive SAF funds. The guiding principles of the NCAA Student Assistance Fund are to meet the student-athletes’ needs of an emergency or essential nature for which financial assistance otherwise is not available. The responsibility for oversight and administration of the Fund, including interpretations, rests solely with the conference office. NCAA Student Assistance Funds applications are available in the Director of Athletics’ office. Permissible Uses • Cost of clothing

• Travel from campus to home and other essential expenses (not entertainment) up to $500. • Cost of expendable academic course supplies (e.g., notebook and pens) and rental of nonexpendable

supplies (e.g., computer equipment and cameras) that are required for all students enrolled in the course. • Medical and dental costs not covered by another insurance program (e.g., premiums for optional medical

insurance, hearing aids, vision therapy and off-campus psychological counseling). • Costs associated with student-athlete or family emergencies.

Restrictions

Financing any portion of an institutional grant-in-aid that could have been awarded to the student-athlete is prohibited.

Salaries and Benefits.

Grants-in-aid (other than summer school) for student-athletes with remaining eligibility.

Capital improvements.

Stipends.

Athletic development opportunities. –

o Fees and other expenses associated with a student-athlete’s participation in a sports camp or clinic;

o Fees and other expenses associated with private sports-related instruction provided to a student athlete;

o Fees for other athletic development experiences (e.g., greens fees, batting cage rental); and

o Expenses associated with a student-athlete’s participation in a foreign tour.

Missed Class Policy Excused Absence From Class Student-athletes excused absences are for three reasons: 1) Official athletic competition, 2) Practice opportunities related to travel timing and away gym availability, or 3) Travel to and from official athletic competition as outlined by NCAA regulations. Excused Absence From Class Process 1. Coaches must provide instructors of student-athletes within the first 2 weeks of class the specific dates for

travel and competition in a particular sport informing him/her of the expected absences for official athletic competition. Coaches must also provide a statement and dates for post-season competition should that team have a successful season. Instructors will be provided with dates that student-athletes are to participate according to tournament schedules.

2. Student-athletes will obtain the faculty signature documenting receipt of schedule and will return said document to the coaching staff.

3. Coaches will provide the Director of Athletics, as approved by the Intercollegiate Athletic Committee (IAC), with the following: a. dates classes will be missed; b. times classes will be missed; c. reason class will be missed; and d. destination city and state.

4. The Director of Athletics will be copied on all letters and/or schedules that are provided to instructors and a copy will be kept on file in the Director of Athletics’ office.

5. Each coach must submit this information to the Department of Intercollegiate Athletics allowing a minimum of 1 week for the student to submit the excuse to his/her instructor prior to missing the scheduled class.

6. If a student-athlete must be excused from a scheduled class due to athletic related competitions or travel to such competitions, a class excuse will be given to each student-athlete to submit to his/her instructors. This must be provided no later than the class period prior to the absence.

*Each academic department’s policy regarding catch-up/make-up missed work for an excused absence will apply to the student-athlete so long as the policy described above is met. *All appeals will be administered through the Office of the Provost, and the Provost will determine all final outcomes through the appropriate appeal process.

Complimentary Admissions Each student-athlete of a ticketed sport is eligible to receive up to 4 complimentary admissions per NCAA Bylaw 13.6.7.2 for each regular season competition. Home Competitions Each student-athlete will be responsible to request his/her allowed tickets through the on-line ticketing program. This must be completed with the allowed time, not late additions will be permitted All complimentary tickets for players will be picked up on the day of the event from “will call” at the respective facility. Photo identification is required for the recipients to receive their tickets. Away Competitions The OVC schools require the same information listed above. The alphabetical list should be completed and a copy of the list submitted to the ticket/facilities manager on the day prior to the team’s travel (if departing on Friday, list should be submitted on Thursday). The number of tickets allowed per traveling athlete and coach will depend on the allotment received from the opponent. The Head Coach, or his/her designee of the respective sport, is responsible for the delivery of the complimentary tickets (with alphabetical list and tickets enclosed) at the correct location and time as requested by the opposing school.

Transfer Requests 13.1.1.3.1 Notification of Transfer. A student-athlete may initiate the notification of transfer process by providing his or her institution with a written notification of transfer at any time. The student-athlete's institution shall enter his or her information into the national transfer database within two business days of receipt of a written notification of transfer from the student-athlete. [D] (Adopted: 8/8/18 effective 10/15/18) The Student-Athlete is to inform the Head Coach of his/her sport of intent to transfer, once the head coach is informed, the SA will email the office of compliance of a notification of transfer. The Complinace Office will reaffirm the intent to transfer with the head coach and the SA. Once a SA’s name goes into the transfer portal, the SA’s athletic aid is removed at the first opportunity allowed by the NCAA. In the case of a change in the Head Coach of a team, transfer requests will not be allowed until the position has been filled and the new coach, the coaching staff, and the team, has had the opportunity to meet jointly and individually. Once a request to transfer is made, that student-athlete will not be allowed to return to their athletic team. (No student-athlete will be released to another OVC institution or PFL institution in the case of football.) Transfer Release Appeals Under NCAA regulations, student-athletes are entitled to have transfer release denials reviewed by a panel of individuals outside the Department of Athletics. The Chair of MSU’s University Scholarship Committee will appoint a three-to-five member panel consisting of faculty, staff and students. The procedures for the review meeting include: • The meeting will be closed to the public. • The student-athlete may be accompanied by an advisor selected from the student body, faculty, or staff.

The advisor serves only in a support role and may not actively participate in the discussion. • The student-athlete and the Head Coach will be given an opportunity to present their case without

interruptions and to question each other.

• The Committee may ask questions of the student-athlete and the Head Coach. • At the conclusion of the hearing, the Committee will meet privately. • The decision will be determined by a simple majority of the members present. • Once the Committee reaches a decision, the meeting will reconvene and the parties involved will be

advised accordingly. • The decision of the Committee is final.

Withdrawal from Team Any student-athlete voluntarily withdrawing from a team after the first date of competition must do so in writing. A statement indicating the effective date, team, and reason for leaving the team, is to be given to the Head Coach who will forward it to the Senior Associate Director of Athletics/Compliance. If a student-athlete voluntarily withdraws from an athletic team and is receiving athletic financial aid, such assistance will not be renewed for the following award period and is subject to immediate cancellation. If a withdrawal statement is not received in the manner stated above, attempts will be made to contact the student-athlete and remind him/her of this policy and obtain a withdrawal statement. A record will be kept by the Head Coach of all efforts to contact student-athletes leaving the team. Failure by a student-athlete to follow this policy will be grounds for immediate discontinuation of his/her athletic grant-in-aid.

Exiting Student-Athletes • Exiting student-athletes are defined as an individual who has either exhausted his/her eligibility or those

who are choosing to leave the program prior to exhausting his/her eligibility. Each student-athlete will be asked to schedule an exit interview with a member of the athletic administrative staff prior to leaving campus.

• Complete the student-athlete exit survey. • The athletic department maintains the right to withhold a release until an exit interview has been

completed.

Student-Athlete Employment Any student-athlete who has completed their first year in residence and is pursuing employment must contact theCompliance Office to complete records in regards to their employment and employment earnings. Student-athlete employment forms are available at www.MSUEagles.com. Go to the Compliance page and then the student-athlete Blackboard page. Please submit the form for approval prior to starting employment.

Section 3 – Scholarships and Other Grant-in-Aid Awards Awarding Initial Grant-in-Aid Prior to a recommendation, the Head Coach must work with the Compliance Office to insure the prospective student-athlete is registered with the NCAA. Until the prospective student-athlete has completed the Eligibility Center Student Release form and paid the appropriate fee, no scholarship papers will be issued.

Recommendation for Scholarship Award • The OVC initial financial aid agreement and pre-enrollment application is completed along with the NLI

Request Form and submitted for approval to theCompliance Office and to the Director of Athletics. This form is also approved by the Chairman of the Scholarship Committee.

• The National Letter of Intent form is also submitted if the student-athlete will be signing the forms during the allowed signing period as indicated on the National Letter of Intent form.

Period of Award The period of award for initial scholarship must be for the full academic year (August to May) or, if signed in January, for the remainder of the academic year (January to May). NOTE: A change cannot be made in an award before the expiration date.

Aid Disbursement Athletic aid is disbursed according to each student-athlete’s billing information and amount of aid the student will receive. The order in which aid is disbursed is as follows: (1) tuition and fees (2) room (3) books and/or meals, depending on the amount of remaining funds. The amount of aid combined with any other financial aid the student receives, cannot exceed the “cost of living” established by the financial aid office. Payment of Expenses • Room: the portion of scholarship funds allotted for room must be used for housing on campus. • Books: the portion of scholarship funds allotted for books must be used at the bookstore on campus. The

books are “on loan” and must be returned to the Athletic Academic Coordinator for credit. Books that are not returned by the specified deadline will be billed to the student-athlete.

• Meals: the portion of scholarship funds allotted for meals must be used at the dining services offered on campus.

Determination of Student-Athlete Aid Amount Aid amounts are determined by the prospective student-athlete’s residency designation of in-state, out-of-state, or contiguous county. Until residency is confirmed by the Office of Financial Aid, contiguous county status is not to be awarded, verbally or in writing. Should such aid be awarded and a later determination be made that the student-athlete’s residency is out-of-state, the difference will be the responsibility of the sport and charged to that team’s scholarship budget. • NCAA rules specify that student-athletes receiving contiguous county waivers may or may not be treated

as out-of-state students for scholarship equivalency limit purposes. • There are three conditions that may affect this situation. They are:

o participant was ranked in the upper 10% of the high school graduating class, or o participant achieved a core-course grade point average of at least 3.5 (based on a maximum of 4.0),

or o participant scored a minimum ACT sum score of 105 or minimum SAT score of 1200 (NCAA Bylaw

15.5.3.2.4) Renewing Grants-in-Aid

A student-athlete must remain eligible for athletic competition and eligible for receipt of financial aid in order for the recommendation for renewal of his/her scholarship to be approved. The Scholarship Renewal is submitted to theCompliance Office and the Director of Athletics and then forwarded to the Chairman of the Scholarship Committee for approval.

Non-Renewal, Reduction, and Termination of Athletic Grant-in-Aid Scholarship Termination Procedures NCAA regulations require institutions to notify, in writing, each student-athlete who received an award the previous academic year and who has eligibility remaining for the ensuing academic year, whether their grant has been renewed, reduced, or cancelled.

Such notification shall be made on or before July 1, prior to the year in which it is to be effective. In the event that a student’s financial aid is reduced or cancelled, the Chief Student Financial Aid officer will advise the student-athlete that he or she, upon request, shall be provided a hearing before a panel authorized to serve as an appeal body for all students who receive institutional and/or privately funded financial aid. (NCAA Bylaw 15.3.4.2) Appeals to University Scholarship Committee The University Scholarship Committee (USC) serves as the appellate body for scholarship decisions made by the Director of Financial Aid. Decisions made by the USC can be appealed to the President of the University. Appeals must be in writing and filed with the Director of Financial Aid within 10 days of receipt of written notification. The Director of Financial Aid is responsible for making arrangements for the hearing and notifying the parties involved. If the Director of Financial Aid also serves as the Chair of the USC, the Vice Chair of the USC will conduct the appeals hearing. Voting members of the Committee will have 1 vote. The person conducting the hearing (Chair or Vice Chair of the USC), will vote only in case of a tie vote. The decision will be determined by a simple majority of a quorum of the hearing committee. The student-athlete and the Head Coach shall be informed of the specific hearing procedures and format. All hearings will be closed to the public and must provide for the following: • The student-athlete and the Head Coach may be accompanied by an advisor selected from the student

body, faculty, or staff. The advisor serves only in a support role and may not actively participate in the hearing.

• The student-athlete and the Head Coach will be given the opportunity to present their cases without interruption and to question each other and witnesses. Reasonable limits may be placed by the chairperson on the discussion.

• The Committee may ask questions of the student-athlete, the Head Coach, and the witnesses. • Witnesses as a group are not permitted to remain in the room while the hearing is in session. • At the conclusion of the hearing, the Committee will move into executive session for deliberation. • Once the Committee reaches a decision, the Committee will reconvene and the parties involved will be

advised accordingly. • Written notification of the decision and the procedures for appealing to the President will be forwarded by

registered mail to the student-athlete and the Head Coach. • Transcripts of the hearing will be made available to the Head Coach and the student-athlete.

Appeals – Presidential Review Appeal to the President is not simply a second hearing, but a review to ensure that due process was followed and that all relevant information was considered. The student-athlete and/or the Head Coach may request a review. • A request for review must be made in writing to the President within 10 business days following official

written notification of the Committee’s decision. • The request must clearly state the reason(s) for seeking modification of the Committee’s action. • If, in the judgment of the President, the request for review warrants consideration, such a review will be

completed within 10 business days or receipt of the request. All parties will be notified in writing of the President’s action.

• The President’s decision is final. In any appeals process, documentation is critical to the successful resolution of a termination hearing. The MSU Athletic Incident Report outlines a suggested format to use as documentation of disciplinary actions which may lead to termination of athletic aid.

Summer School Grants-In-Aid Student-athletes receiving an athletic grant-in-aid may apply for summer school aid if they meet certain conditions and funds are available. A summer school grant may consist of a maximum award of aid based on the percentage of aid received by the student-athlete during the preceding academic year. In order to apply for summer school aid, the student-athlete must request summer school aid and meet with an athletic department administrator to review their application. Summer Athletic Aid recipient responsibilities:

Advance-register for classes during Advance Registration in April Notify the Athletic Academic Coordinator of any changes in schedule, housing, attendance, etc. For each summer class the student- athlete receives athletic aid, the student will be responsible for 5 hours of study lab per week. Online students need to make arrangements with Eagle Center staff.

Summer aid availability is limited and application for it does not guarantee the award.

Athletics Grant-In-Aid Policy for Student-Athletes Who Have Exhausted Eligibility Eligibility Criteria Student-athletes who have completed their eligibility and meet the requirements listed below may be eligible to receive financial aid beyond their final award period. For consideration, a student-athlete must: • Be enrolled full-time, unless less than 12 hours is needed for graduation. • Be within 32 credit hours of graduation as verified by the academic advisor. • Maintain a cumulative grade point average of 2.0 or better each semester. Award Amount The maximum award will not exceed the percentage of aid received during last year of competition – up to a maximum of tuition. Awards are made on a semester-by-semester basis. Based on the amount of the award, students will be given work assignments through the Department of Intercollegiate Athletics, up to 20 hours per week. Recommendations The Head Coach will submit written recommendation using the Special Request Form to the Director of Athletics. The recommendations should include statements regarding the student-athlete’s team participation, rules observance, character, and academic progress.

During the award period, the student-athlete must abide by applicable rules, regulations, and conduct codes contained in the Student-Athlete Handbook and the NCAA Manual. Authorization The Director of Athletics will authorize any grant-in-aid awards based upon the Head Coach’s recommendations and the sport’s availability of funding.

International Athletic Scholarships Each international student-athlete awarded an athletic scholarship has the potential of tax liability. The Department of Intercollegiate Athletics is responsible for forwarding pertinent information to the Payroll Office each semester in order to allow required taxation of international athletic scholarship awards. The following are general procedures for withholding on scholarships awarded to international student-athletes for the 2014-2015 calendar year: • The Internal Revenue code Section 117 excludes “qualified scholarship” (U.S. source - tuition, fee, and

books) from taxation. A student must have either a social security card (SSN) or Individual Taxpayer Identification Number (ITIN). If either of these documents have not been obtained, steps must begin immediately by completing the appropriate application documents. If an employment arrangement exists, you must apply for a social security number by completing Form SS-5 at http://www.ssa.gov/online/ss-5.html or for scholarship only, you must apply for an Individual Taxpayer Identification Number at www.irs.gov by completing Form W-7. Please coordinate your application process through the Payroll Office.

• A scholarship awarded to an international student in excess of the qualified portion (See #1) will be taxable at the reduced rate of 14% providing they have an F, J, M, or Q VISA. All other VISA types are taxable at 30%. A student may file a W-4 for a reduced withholding rate providing they have either a SSN or ITIN. The reduced rate allows for a daily rate to be applied to the number of days in the United States for a calendar year. The 2014 rate is $10.00 per day. This amount computed is deducted from the non-qualified portion of the scholarship and assessed 14% tax. The international student must complete a W-4 (Employee Withholding Allowance Certificate) and a certification statement verifying that proper federal income tax returns were filed for the previous year (if applicable) and will be filed for the current year. These forms must be completed annually.

• An international student, who is from a country that has a tax treaty agreement with the United States, will be allowed to claim an exemption from federal taxes to a level provided for by the tax treaty. The exemption may be claimed by completing Form W-8BEN (Certificate of Foreign Status). This form may be completed annually in the Payroll Office. However, the effective term of the document varies depending upon individual circumstances. These students must have an SSN or ITIN number to complete Form W-8BEN.

• After the necessary forms are completed, federal taxes will be calculated. The Department of Intercollegiate Athletics will be required to notify the student of the amount due and deadline for remittance. The Office of Accounting and Financial Services will be notified to enter the tax due on the student’s account. Payroll will then forward the tax as a 1042 deposit to the IRS electronically. The students will remit their payment to the Office of Accounting and Financial Services so that the appropriate student account can be credited.

• Each student-athlete will be responsible for paying the federal tax by the deadline to avoid having his or her schedule purged.

At the end of the calendar year, Form 1042S (Foreign Person’s U. S. Income Subject to Withholding) will be issued to the student to file with their United States Federal Income Tax Return. The Payroll Office also requests a copy of each student’s VISA, passport, and I-20 or IAP66 for filing purposes. The above guidelines are to be followed each semester in order to comply with federal tax law. The rates are subject to change.

Section 4 – Student-Athlete Awards and Recognition Program MSU Letter Award Winners Purpose Letter awards sponsored by the Department of Intercollegiate Athletics are used to recognize each individual student-athlete in their respective sport for their contributions to the program as an active, competing team member. Criteria for Selection General Requirements Any student-athlete receiving an athletic award at MSU must meet the following qualifications: • Be a member of the student body at the time the award is made unless he or she has graduated. • Meet the participation requirements outlined in the criteria for athletic awards. • Be recommended for the award by the Head Coach of the sport in which he/she participated, approved

by the appropriate sport administrator, and forwarded to the Director of Athletics for further action. • Must be nominated for the award and be submitted to the IAC for their approval of his/her receipt of the

award. The Head Coach of each sport, through the administrator for that sport and the Director of Athletics, must submit to the IAC the names of all persons eligible for awards in his or her sport with the number of quarter, halves, matches, meets, or events that the student-athlete participated in. The awards list is submitted to the appropriate sport administrator not more than 15 days following the last day of the regularly scheduled event in any sport. Awards are not to be duplicated in the event that a student-athlete letters in more than one sport. In all cases where a student-athlete earns awards in two sports in a given year, one award shall be a certificate. For example, if a student-athlete earns a first year award in both football and track, he would receive a certificate for both sports. If this happened in the second year, another certificate would be issued along with a jacket for the other sport. Additional awards in any sport may be made upon recommendation of the Head Coach of that sport and the Director of Athletics. Specific Requirements: Baseball – Infielder/Outfielder: Each player must have participated in at least one-half of the total number of innings played during the regularly scheduled games for that season. Pitcher: Must have participated in at least one-tenth of the total number of innings played during the regularly scheduled games for that season. Designated Hitter/Relief Pitcher: Do not have to meet specified requirements. However, they must be recommended by the Head Coach on a basis of the various circumstances involved with the need for these specialists. Basketball – Each player must have participated in at least one-half of the total number of halves played during the regularly scheduled games for that season. Cross Country – Each runner must place among the top 10 representing Morehead State University in at least one-half of the regularly scheduled meets or compete in the OVC Championship or Southeast Regional Championship and be recommended by the Head Coach. Football – Each player must have participated in at least one-half of the total number of halves played during the regularly scheduled games for that season (to include the conference championship game). Kicking Specialist/Holder: Do not have to meet specified requirements. However, they must be recommended by the Head Coach on a basis of the various circumstances involved with the need for these specialists. Golf – Each player must have participated in at least 1/3 of the total number of competitive rounds of golf during both the fall and spring seasons.

Outdoor Track – Each athlete must have competed in at least one-half of the meets regularly scheduled though the OVC Championship and be recommended by the Head Coach. Rifle – Each player must have participated in at least 7 qualifying rifle matches. Soccer – Each player must have participated in one-half of the total number of halves played during the regularly scheduled games for that season. Softball – Infielder/Outfielder: Each player must have participated in at least one-half of the total number of innings played during the regularly scheduled games for that season. Pitcher: Must have participated in at least one-tenth of the total number of innings played during the regularly scheduled games for that season. Designated Hitter/Relief Pitcher: Do not have to meet specified requirements. However, they must be recommended by the Head Coach on a basis of the various circumstances involved with the need for these specialists. Tennis – Each player must have participated in at least ¾ of the matches regularly scheduled for that year. Volleyball – Each player must have participated in at least ¾ of the matches regularly scheduled for that year. Nominating Instructions Each Head Coach should submit his/her awards list to the Department of Intercollegiate Athletics within 15 days of the conclusion of the sport season. The lists will be reviewed for accuracy and submitted to the IAC for approval.

Other Awards and Additional Requirements After a student-athlete meets the general requirements and specific requirements for his/her sport and eligibility requirements listed below, he or she may be eligible for one of the following awards: First Year Award • Certificate • Must meet the general and specific requirements for the student-athlete’s first year lettering on the athletic

team Second Year Award • Certificate and watch • Must meet the general and specific requirements for the student-athlete’s second year lettering on the

athletic team Third Year Award • Certificate • Must meet the general and specific requirements for the student-athlete’s third year lettering on the athletic

team Senior Year Award • Certificate and ring • Must meet the general and specific requirements for the student-athlete’s senior year lettering on the

athletic team • Must have earned at least 2 previous awards in his or her sport at MSU OR at least 1 letter at a junior

college and 2 years at MSU and must have graduated with a degree from MSU If the student-athlete does not meet the eligibility requirements for the Senior Year Award Ring, the Head Coach can recommend the student-athlete receive a ring if they meet the following ELIGIBILITY REQUIREMENTS:

• Must meet the general and specific requirements for the student-athlete’s senior year lettering on the athletic team.

• Must have lettered senior year and 1 previous year and have graduated with a degree from MSU. Other Eligible Award Recipients Manager/Head Manager: Must be recommended for the award by the Head Coach of that particular sport, approved by the respective sport administrator, and forwarded to the Director of Athletics for inclusion with others before the IAC. *Awards Given: 2nd year and Senior year. Athletic Training Students: Will receive awards if he/she is recommended by the Head Athletic Trainer, is approved by the Senior Associate Director of Athletics/Compliance, and forwarded to the Director of Athletics for inclusion with others before the IAC. *Award Given: 2nd year and Senior Year

OVC Scholar Athlete Purpose To select recipients of the Scholar-Athlete Award based on academic performance, athletic achievement, and evidence of leadership. Number of Awards A maximum of six (6) awards per year in the conference affiliated schools are awarded to eligible student-athletes. Three (3) awards are given to men and three (3) to women. Criteria for Selection A student-athlete must have accumulated at least 90 semester hours with an overall grade point average of 3.25. The student-athlete must have performed with distinction as a member of the varsity team in his or her sport, having earned a varsity letter in that sport. Qualities of demonstrated leadership abilities should also be exercised. Nominating Instructions Each member may submit no more than 2 nominations of student-athletes who meet the eligibility requirements. The Director of Athletics, coaching staff, and Faculty Athletics Representative will coordinate the nominating process and submit the name(s) to the conference. Previous recipients of the award may not be nominated. Nominating Deadline The envelope containing the completed forms must be postmarked no later than August 30th. Selection Procedures The Faculty Athletics Representative Committee will serve as the selection committee.

PFL Academic Achievement Awards Academic All-Conference Teams • There shall be a first-team and second-team Academic All-Conference. • The PFL Media Representative shall send a nomination form to each member institution’s Sports

Information Director before the start of each season. There shall be no limits to the number of individuals to be nominated, providing each meets or exceeds the following criteria: o The players nominated shall have a minimum grade point average of 3.0 on a 4.0 scale o Student-athletes shall have achieved sophomore academic and athletic standing.

o Student-athletes are regular starters or key reserves that have competed in 50% of his/her team’s contests.

• Sports Information Directors shall return nomination forms to the PFL media representative by a predetermined date each year.

• The PFL media representative shall prepare ballots for nominated players and provide a ballot to each member institution’s Sports Information Director.

• The Sports Information Directors of member institutions shall select the Academic All-Conference Team in a method prescribed by the PFL media representative. Voters may not vote for nominees from their own institution.

• The PFL media representative shall tabulate the results and present the Academic All-Conference Team in a timely fashion following the return of the ballots.

• The top eleven (11) vote-getter(s), irrespective of position, shall be named to the first-team Academic All-Conference; the next eleven (11) highest vote-getter(s) shall be named to the second team. In the event of a tie, both nominees involved in the tie will be placed on the higher team. No honorable mention squad will be named.

• Two Academic All-Conference Teams will be selected and shall receive certificates. Teams will be selected with the following apportionment: o 11 offensive players, o 11 defensive players, and o 3 special team players.

Conference Honor Roll The conference honor roll is a compilation of all student-athletes who have competed in the Pioneer Football League and who have attained a specified grade point average. Each school’s academic advisor (or appropriate personnel) shall submit a list of eligible athletes to the PFL media representative following the conclusion of the fall semester, but before January 5th. The criteria used to select the recipients are as follows: • The student-athlete nominated shall have a minimum grade point average of 3.0 on a 4.0 scale. • The student-athlete must be enrolled full-time in accordance with NCAA rules. • The student-athlete must have been a member of their respective football team during the term.

Participation is not required.

MSU Laughlin-Miller Award Purpose The purpose of the Laughlin-Miller Award is to recognize a student-athlete in honor of former MSU coaches Bob Laughlin and Len Miller. Number of Awards One recipient is chosen annually at the conclusion of the competition for that academic year. Criteria for Selection The nominee must have exhausted his/her athletic eligibility and rationale must be given to show that he/she embodies excellence in their sport, academic achievement, and character, as well as school and community service. Nominating Instructions Each sport’s Head Coach may nominate one student-athlete who meets the criteria. Selection Procedures Once all nominations have been received, the recipient will be determined by a voting process among all Head Coaches and athletic administrative staff.

Awards Sponsored by Outside Organizations The criteria used to determine recipients who shall receive awards sponsored by local donors and any additional awards administered by the Department of Intercollegiate Athletics at MSU in excess of the letter award winners given in each sport are as follows: • No additional award will be given at any time without first presenting the criteria used to determine the

recipient of the award to the Director of Athletics for his/her recommendation and to the IAC for approval. • The Head Coach of a given sport shall present the criteria for receiving the award and the name(s) of the

award recipients to the Director of Athletics and the IAC for approval.

Section 5 – Budget Operating Policies Introduction The University budgets run on a July 1 – June 30 fiscal year. The Office of Budgets and Financial Planning is responsible for disbursement of funds to each department. The Department of Intercollegiate Athletics’ budget is divided by sport and line-item allocated. The budget process begins annually in January when departments submit requests for budget adjustments for the following year. Requests for additional funds or allocations are submitted to the Director of Athletics then to the appropriate Vice President. Following Board of Regents approval in June, opening budgets are distributed. The Athletic Department’s budgets are distributed to the unit heads once approved by the Board of Regents. Each unit head is responsible for the prudent, fiscal management of his/her program. All expenditures must receive prior approval from the Athletic Department via on-line budget transfers, purchase requisitions, Personnel Action Requests (PAR), check requests, on-campus transaction, and travel request/vouchers. Each unit head will have access to the University system to monitor their program’s budget activity. Summarized guidelines of University regulations in regard to budget expenditures within each unit’s budget will follow.

Activity There are four primary categories of financial expenditures: • Personnel • Fringe Benefits • Operating Expenses • Capital Charges should always be made to the correct object within each category to insure the appropriate classification of expenditures. A list of all accounts assigned to your unit is contained in your fiscal year beginning budget.

Budget Procedures • Budgets are to be as complete and accurate as possible. Transfers will be made only when essential or

in case of emergency. • After the departmental budget has been prepared and approved, each staff member will receive a copy

for their unit. • Each person is responsible for determining that there are adequate funds available within the budget

before purchases are initiated. This information is available on-line. • No purchases should be made without the use of a purchase card or P.O. • The fiscal year runs from July 1 – June 30. All bills should be in, approved, and paid during the year in

which the purchase is made. • Head coaches shall evaluate each area of expense and plan purchases on the basis of whether they are

necessary and what will remain for further necessary expenditures during the budget period. • Monies may be expended from discretionary or special foundation accounts as needed.

Budget Closing Procedures The Office of Budgets and Financial Planning annually schedules closing procedures for the current fiscal year. The schedules will include deadlines and procedures which apply to accounting, purchase, and budgetary matters.

Current Year vs. Coming Year Goods received or services rendered on or before June 30th must be charged to the current fiscal year. Goods received or services rendered on or after July 1st are properly charged to the next year’s budget. When submitting requests near the end of the fiscal year, make sure the vendor is aware of the above mentioned deadlines.

On-Campus Purchases Keep in mind that items that may need to be specially ordered and services such as printing, sometimes require a substantial amount of lead time to process.

Copies and Duplications All requests for miscellaneous copying and duplicating must be processed through the on-campus document services. Upon determination of the Manager of document services, projects involving University publications such as catalogs, brochures, booklets, newsletters, letterhead stationery, envelopes, calling cards, and other similar printed materials, must be performed on campus or by the utilization of outside vendors with current price contracts. Document services will determine whether to go off campus for any projects. Individuals representing the University who fail to comply with the above mentioned procedure and independently contract or purchase miscellaneous copying and duplicating services will be personally responsible for all associated costs. Absolutely no charges for copying or duplicating services can be paid by University funds.

Off-Campus Purchases Consider not only delivery dates but the amount and type of purchase for applicability of bidding requirements.

Purchasing Card The Office of Budgets and Financial Planning will determine the last day a purchase can be made on the card and still be charged to the current fiscal year. This is usually 2-3 weeks prior to June 30th.

Transfer of Budgeted Funds Since your budget is an estimate made well in advance of the operating year, it may be necessary to make adjustments between operating expense line items of your unit to cover the actual cost of items. Budget transfers should be kept to a minimum. On-Line Budget Transfer The University uses on-line budget transfers to handle the transfer of funds. Each budget unit has a specified approval list authorizing such transfers. Authorizing Approval for Budget Transfers include the following: • Director of Athletics • Director of Budgets

Transfer Restrictions Budget transfers are to be made for only those accounts that fall into the operating expenses category with the exception of the scholarship account. This account is intended for one purpose: scholarship grant-in-aids for student-athletes. In the event that funds are available for use that cannot be used for scholarship grant-in-aid, a portion of the remaining aid may be considered for use for other purposes within the specific unit or the department.

Purchasing Guidelines On-Campus Purchasing – On-Campus Transaction Form An On-Campus Transaction Form is used for on-campus transactions other than the University Bookstore (access card). Most departments on campus are listed on the form and any department not listed can be added. The form is completed by filling in the following information: • List the appropriate office/sport • List the account number to be charged • Date • Department to be paid (if not listed, the department may be added) • Description, quantity, unit price, and actual or estimated costs The office head will sign the form and submit to the Athletic Department for approval. If the requisition is over $100, the approval form is then submitted to the Department of Accounting and Financial Services for approval. If under $100, the requisition is ready to take to the vendor for purchase of items or services.

Off-Campus Purchasing – Online Requisition Processing/Purchase Order Number Request All purchases to off-campus vendors are submitted using the on-line processing program. Guidelines for purchases are set up by the Office of Purchasing and are as follows: In order to begin the process of a purchase order, a requisition is entered into the system utilizing the MSU Datatel/Colleague program. Once entering the system, choose the “Purchase Requisition” option and the following is entered: • Initial Information – Name of person requesting the purchase order, vendor name, requisition date

and delivery date, and estimated total cost. • Item Information – Quantity, unit description, unit cost, estimated amount, and account number to be

charged or each item to be listed on the purchase order number. Once the purchase requisition is completed and submitted for approval, the authorizing approval list for the order is activated. Authorizing Approval for Purchase Requisitions • Director of Athletics • Procurement Director Once these approvals are made, the Office of Procurement Services also must approve these purchases. Once final approval is made, a purchase order number is submitted to the vendor. Once all items have been received, an invoice is submitted to the Athletic Department and then the “receiving report” is forwarded to the Office of Procurement Services for payment to the vendor.

Most athletic uniform orders need to be submitted months in advance in order for processing by the vendor. Purchases may be made toward the following fiscal year’s budget for orders such as these. If items are ordered or received before a purchase number issued, the person responsible for ordering the merchandise can be held responsible for payment of items.

Purchasing Restrictions In the approval process of a purchase requisition, the following information must be taken into consideration: Category I • Purchases less than $20,000: Purchase is not subject to bidding requirements. This category also

applies to items that are covered by either state, local, GSA, or OVC price contracts even though the amount may be greater than $15,000.

• Purchases over $20,000 but less than $40,000: Purchases require price quotations from at least three qualified vendors. The quotations may be obtained either verbally or in writing from the vendors. Documentation is forwarded to the Office of Procurement with the order request.

• Purchases over $40,000: Purchase will go through a sealed bid process. This process involves advertising for bids and a public bid opening. You should allow a minimum of 3 weeks for the bid process in addition to the normal delivery time.

• University Price Contracts: Certain items may already be contracted with a particular vendor. Once the Office of Support Services receive the order, they may inform you that a particular company has a price contract with the University for the same item and you may only purchase such items from this company. Lowe’s Sporting Goods is the primary sponsor for all soft-goods for the athletic teams.

• University Licensing Program: The licensing program at MSU seeks to protect the University’s good name, identifying marks and reputation by ensuring that all products bearing its name or likenesses are of the finest quality and reflect positively on the University. The licensing program also will promote awareness and support of the University through commercial use of its name and marks. MSU’s licensing program is administered through the Office of Development and Alumni Relations and can be contacted at (606) 783-2080. o The licensing program licenses items that make reference to MSU. This clearly includes any use

of official University marks. It also includes items in which there is a likelihood of confusion regarding the origin of the goods, such as the use of “Morehead”, the school’s colors of blue and gold, or the use of a likeness of an eagle to imply affiliation with the University.

• As such, the following policies apply: o Any equipment, uniforms, etc. that may bear any official University marks must be purchased from

an officially licensed vendor. The licensing coordinator supplies the Department of Intercollegiate Athletics with the most recent listing of licensed vendors. No purchase orders are approved for such items unless they are ordered from a licensed vendor.

o Any equipment, uniforms, etc., that may bear any University marks, must be those marks that are officially licensed. Equipment and uniform design must be approved by the Director of Athletics prior to order.

• Uniform Specifications: The Department of Intercollegiate Athletics enforces the policy that all uniforms worn by Morehead State University athletic teams will be royal (reflex) blue and gold (chrome yellow). All warm up suits (used for games) will also be royal blue and gold. (A sample of colors can be obtained from the Director of Athletics’ office). Also, the lettering on these garments will be “Morehead State,” “Eagles,” or “MSU,” never the lone term “Morehead”.

• Fixed Assets Inventory: The Office of Procurement announces changes in the reporting of inventory purchases to more efficiently track items using the appropriate fund account. This modification in the inventory policy became effective July 1, 2002.

Category II Purchase of equipment costing $1,000 or more, defined as “High Risk,” will be charged to an equipment or technology account and tagged for inventory tracking purposes. These items listed, but not limited to: • Audio-visual equipment (radio, television, recorders, projectors, video and monitor equipment, or other

similar equipment)

• Photographic equipment (cameras, viewers, studio, projection, filters, lens, screens, meters, microfilm, tripods, and lights)

Category III Purchases of equipment costing $1,000 or more, not defined as Category I or II, will be charged to an equipment “50990” account and tagged for inventory reporting. • For additional information, contact the Office of Procurement at 3-2018.

Check Requests The check request is used for payment of membership fees, registration fees, entry fees, official’s fees, and reimbursements (other than travel) to individuals within the University. This form is also used for pre-payment of any travel expenses such as meals, hotels, etc. The following are procedures used to complete the check request: • The following information is included on the check request: payee name and address, account

information, date, MSU ID for either an individual, vendor number if a company, description of items, and amount.

• Submit receipts and back-up information with 2 copies of the check request directly to the Department of Intercollegiate Athletics for approval and then to the Office of Accounting and Financial Services for approval and processing.

• Upon approval, a check is processed and mailed to the payee, unless otherwise requested.

Cash Handling Policy All money collected, regardless of its collection intent, should be deposited into the appropriate account (MSU or EEF) no later than 48 hours after its collection. Proper University procedures should be in place at all times and deposit receipts should be maintained in an orderly fashion for audit purposes. Deposits should be given to either the Business Manager or Ticket/Facility Manager.

Memberships Memberships to athletic-related organizations must be submitted on a check request or purchase requisition to the Department of Intercollegiate Athletics for pre-approval before payment can be made.

Subscriptions Subscriptions to athletic-related publications must receive prior approval by the sport administrator before any payment can be made.

Conventions Travel requests must be submitted to the sport administrator for approval in advance of any Athletic Department staff attending athletic conventions. Disciplinary Actions Any abuse of this policy may result in revocation of wireless access and employee disciplinary actions that may be available pursuant to University policies PSE-7 or PSNE-8.

Section 6 – Travel Policies and Procedures Forms Submitted Travel Request An online Travel Request must be submitted for rental cars/airfare and any special conferences. Airfare for potential student athletes for an official visit must be approved to visit campus before the travel will be approved. Travel Expense Voucher After travel is completed, a Travel Expense Voucher must be prepared outlining the actual allowable expenses to be reimbursed. All receipts are attached to the Voucher when submitted to the Athletic Department for approval. Once the supervisor and the sport administrator have approved the Voucher, it is forwarded to the Office of Accounting and Financial Services for processing. Once processed, the reimbursement if applicable is mailed to the payee’s address on file. Allowable Travel Expense Reimbursements With few exceptions, the travel regulations in effect at MSU are those prescribed by the Commonwealth of Kentucky. The following rules apply for reimbursement of approved expenses: Registration Fees Registration fees can be paid in advance by either p-card or MSU check. The Check Request must be made payable to the agency, not the employee. Please obtain a W9 from the vendorIf you pay for the fee, the cost is reimbursable with a receipt. Lodging Your selection of accommodations should be the most economical lodging available consistent with the purpose of travel. Specific regulations apply for team travel. In order to be reimbursed for lodging expenses, you must submit the original receipt showing the room charge, tax, and any phone charges. Charge card receipts are not acceptable. If you share a room with someone not on official travel status, the single rate is reimbursable. If you stay overnight with friends, this should be indicated in order to receive meal reimbursement. Meals Meals are reimbursed based on a per-diem determined by the time of frame individuals are on travel status. No receipt is needed for individual meal reimbursement but a receipt is required for group meals reimbursement. To claim meal reimbursement, an employee must be in official travel status during certain hours and during the entire established time frames: (Reimbursement) MEAL TIME STANDARD HIGH-COST Breakfast 6:30 am-9:00am $ 8.00 $ 10.00 Lunch 11:00 am-2:00pm $ 10.00 $ 11.00 Dinner 5:00 pm-9:00pm $18.00 $ 23.00 TOTAL $36.00 $45.00 The following exceptions apply to meal reimbursements: • When workshops, banquets, etc. or air flight includes meal, no reimbursement will be received. • No meal reimbursement for a day trip, regardless of start/end time. • When clients, faculty or staff in public relations, or fundraising events are to be reimbursed, full cost of

all meals are reimbursed. • When sponsoring a group athletic trip:

o Student-athletes should eat at the same location with at least one full-time coach in attendance. One receipt with total cost is needed for reimbursement.

o If students eat at various locations, cash may be used after issuing a request with the list of student-athletes to the Athletic Department for approval. Students must sign for any cash received.

o Gratuity should only be left at a rate of 15%. Transportation Personal Vehicles When using your personal auto for university business, you are responsible for liability insurance coverage. Personal vehicle usage will be reimbursed at .30 per mile. Miscellaneous Travel Reimbursement Information • A receipt is required for any expense more than $10. • Parking and toll charges are reimbursed on an actual cost basis and receipts should be obtained for

these charges even though they may be less than $10. • Take into consideration holiday and weekends when submitting Travel Requests and Travel Expense

Vouchers.

Team Travel Guidelines While traveling on official University business, including any competition or recruiting trip, all athletics personnel should maintain the level of behavior consistent with MSU employee policies and procedures that govern on-the-job activities. When traveling with student-athletes, there must be someone in an official capacity with the group at all times, including meal times and while staying in a hotel. All squads should be escorted anywhere they travel.

Lodging Guidelines • Room rates should not exceed $90 per room as applicable. • No more than two student-athletes will share each room, if possible. • Head coaches are allotted their own room unless allocated within budget. • Same-sex assistant coaches and full-time staff will be allotted two per room, unless allocated within

budget. • Student assistants and managers will be grouped three per room. Meal Guidelines The same meal guidelines that apply for individual meals reimbursement will apply to team travel reimbursements. The maximum per-diem is as follows: (Reimbursement) MEAL TIME STANDARD HIGH-COST Breakfast 6:30 am-9:00am $ 8.00 $ 10.00 Lunch 11:00 am-2:00pm $ 10.00 $ 11.00 Dinner 5:00 pm-9:00pm $18.00 $ 23.00 TOTAL $36.00 $45.00 When sponsoring a group athletic trip: • Student-athletes should eat at the same location with at least one full-time coach present. One receipt

with total cost is needed for reimbursement. • If students eat at various locations, cash may be used after issuing a request with the list of student-

athletes to the Athletic Department for approval. Students must sign for any cash received.

Transportation Guidelines • Institutions within 100 miles one-way will be treated as “down and back” trips. • Student-athletes are generally not permitted to drive to and from any athletic event. Under extenuating

circumstances, a student-athlete will be allowed to secure their own transportation to and from a competition. An athletic “team travel release” must be completed and approved by the sport administrator at least 24 hours prior to departure.

Recruiting Travel Credit Card This card can be used for lodging, most registration fees . It may not be used for the following: • Personal Meals • Fuel • Local Enterprise car rental • Any expense related to a potential recruit or their family (such as airfare, lodging, etc.) The card will be tied to each specific sport and recruiting budget line. Each employee who has an msu p-card is required to upload all receipts, allocate to the correct account and submit the expense report each month by the 7th through the Visa Intelilink portal. If the report is not submitted by the 7th the card will be frozen for 30 days. To apply for a card, please see the Administrative Assistant in the athletic office 195.

Team Travel Approval Process Requests are to be submitted for the entire years team travel (in July for fall/winter sports and in November for spring). The request package will include the following for each team trip: • Travel party list detailing number of players, coaches, mangers, trainers, etc. included in the trip.

Itinerary must be submitted prior to travel with all pertinent information..

Special Risk Insurance Form Prior to the first team trip, the Special Risk Insurance Form is completed by each Athletic Department staff member or any additional personnel who may be traveling with the team. The student-athletes complete this information with their initial eligibility paperwork (drug testing consent, etc.) so only non-students (mangers, student coaches, etc.) need to complete the Special Risk Insurance Form. Travel Account Reconciliation Process MSU Travel Fund-checks • Travel Checks will be released to the Head Coach, assistant coach, or graduate assistant, the week

of corresponding travel and only when a Travel Itinerary is submitted. • Travel expense voucher and any returned funds/receipts need to be turned into the Administrative

Assistant within 2 days of return to campus (exception will apply over holiday breaks) Travel Expense Voucher/Issued Checks Travel Expense Vouchers will be reviewed and approved by the sport administrator and forwarded to the Office of Accounting and Financial Services. Reimbursement checks will be processed and mailed directly to the individual owed funds. Completed Travel Expense Vouchers must be delivered to the Athletic Department before the next travel fund check will be issued, and no later than 48 hours after returning, unless over holiday breaks. Failing to return completed Vouchers promptly will result in overdraft charges to the sport’s travel account.

Section 7 – Scheduling – Facilities and Events University Facility Scheduling It is the responsibility of the Ticket & Facilities Manager to schedule and coordinate all facilities used for programs, conferences, workshops, camps, clinics, and other sponsored activities or events. • Any University facility or resource to be utilized for any of the above-mentioned activities will be

scheduled through and coordinated by the Ticket & Facilities Manager. • If any outside organizations contact you in regards to scheduling an athletic facility for use (i.e. camps,

scrimmages, etc.), the outside organization must contact the Ticket & Facilities Manager. Coaches and staff members are not authorized to schedule facilities.

• Facilities are scheduled on first-come, first-serve basis, and should be scheduled as much in advance of the event as possible. Any fees and charges associated are governed by the Office of University Center & Conference Services (UCCS).

Athletic Facility Scheduling Team schedules need to be submitted to the Ticket & Facilities Manager prior to the start of each semester to ensure appropriate scheduling. Athletic Competition/Practice Sessions Athletic facilities are scheduled for all contests based on practice and competition schedules submitted and approved by the sport administrator. Facilities will be scheduled for practice and competitions on an equitable rotation basis for sports sharing the same facility. Academic Athletic Center (AAC) and Jayne Stadium All events are to be scheduled with the Ticket & Facilities Manager who will then notify the UCCS. Other Athletic Facilities Athletic facilities are scheduled for practice sessions for each sport assigned to using that facility. In the event that more than one sport will need to use a facility, the scheduling will be coordinated by the Ticket& Facilities Manager. All practice, game, and workout schedules for all sports need to be submitted to the Ticket & Facilities Manager. Athletic Facility Restrictions When scheduling any University activities, take into consideration the following athletic facility restrictions: Parking – Athletic Complex • No athletes or coaches are allowed to park inside of Jayne Stadium. The training room area is for

athletic trainers and maintenance vehicles. Signs in the area make this clear. Students/employees utilizing the weight facility at Jayne Stadium should park in other designated areas.

• Faculty/Staff and Student parking areas are clearly marked. Every employee of the University is required to purchase the parking permit from the Office of Public Safety.

• The parking lot located east of the AAC is used during the fall semester by the University bands as a practice facility. Note the signs that clearly state the lot is closed at 3:30 p.m. Towing is strictly enforced. Actual dates are forwarded at the beginning of the fall semester and usually coincide with the home football schedule.

Weight Rooms The Phil Simms Weight Room and the Sawyer Brown Weight Room are for use by student-athletes and athletic staff only. The scheduling is coordinated by the Head Strength and Conditioning Coach. Student-athletes must be supervised during all workouts. The Head Coach of their respective sport is responsible for supervision of their athletes if a Strength and Conditioning Coach is not present.

Unauthorized Use of Facilities No staff member, student-athlete, or any other person should use any of the athletic facilities as living or storage quarters.

Athletic Competition Scheduling Policies When scheduling athletic competitions between MSU and other colleges and universities, the following rules should be followed: • Competitions should be scheduled on weekends or days near the end of the week as much as possible

in order to reduce the amount of class time student-athletes will miss. • Game sites that are within a 100-mile one way radius are treated as a “down-and-back” trip. Special

approval must be received from the Director of Athletics for overnight stays in this situation. • Competitions will not be scheduled during final exam periods except for special situations that are pre-

approved by the Director of Athletics, the Intercollegiate Athletic Committee, and the Ohio Valley Conference. Exceptions are conference events and NCAA championship events.

• With the completion of each sport’s tentative schedule, a projection of class days missed due to competition is submitted to the Director of Athletics and the Intercollegiate Athletic Committee using the Schedule Approval form.

Procedures Schedules • After following the above-mentioned policies, the athletic team’s schedule is submitted to the Director

of Athletics along with a projection of missed class days due to competition and travel to and from competition using the Schedule Approval form. Competition schedules should be submitted by April 15th for the upcoming year, if at all possible.

• The schedule is reviewed by the sport administrator in order to establish that funds are available for each game and by theCompliance Office to verify NCAA standards. Any changes in the schedule due to funding are approved by the Director of Athletics.

• The schedule is then approved by the Director of Athletics and submitted to the Intercollegiate Athletic Committee for their information and review.

• No competition is allowed at a non-Division I location unless pre-approval is granted by the Director of Athletics.

Contracts • Once the schedule is approved, game contracts are prepared by the Athletic Department and approved

by the Head Coach and the Director of Athletics. Contracts are no longer necessary for OVC competitions.

• Any contracts from opponents mailed directly to the Head Coach must be signed and forwarded to the Director of Athletics within 5 working days of receipt.

• All contracts should be proofed and signed by the Head Coach. If any contract is incorrect, it should be delivered to the Athletic Department immediately with an explanation of the problem. No contract should be held by a Head Coach for longer than 5 working days. If so, the contract may be void and another will be issued.

• After all approvals are received, contracts are then mailed to each opponent for that school’s Head Coach’s and Director of Athletics’ approval. Information on game duties, times, and location are sent to the OVC office.

• Once all contracts have been signed and the schedule is complete, the schedule is then ready to be released through the Athletic Media Relations Office.

Game Officials • Assignments: Officials for all home contests are assigned by the conference or by an agency of the

conference’s choice. Any away non-conference contests should be assigned by that opponent’s assigning agency. No split crews will be used.

• Payments: Payments to officials for home contests are made by the Athletic Department. Every effort will be made to have the checks available to the officials the day of the contest. If changes are made at the last minute however, checks will have to be mailed to the officials.

Cancellation and Rescheduling During the course of your sport’s season, events may occur that require a cancellation or rescheduling of a game. If this occurs, the following rules should be followed: • As soon as a change occurs to any schedule or travel plans, the Head Coach must submit the

Cancellations/Rescheduling form to the Director of Athletics. • Upon receipt of the form, all Athletic Department staff and pertinent game personnel will be contacted.

Any vehicles and lodging will be canceled.

Athletic Camps and Clinics Scheduling Morehead State University’s Department of Intercollegiate Athletics encourages all Head and Assistant Coaches to schedule camps, provided these camps operate in a manner consistent with the philosophy and goals of the University, and in compliance with NCAA regulations. MSU recognizes the benefits derived by allowing well-run sports camps to operate on the Morehead State University campus. However, it also recognizes that the operation of such camps requires a great deal of effort, a well-qualified staff, and adequate facilities for participation. Policy All MSU camps and clinics should operate in accordance with NCAA Bylaw 13.12.1.1 Definition: An institution’s sports camp or instructional clinic shall be any camp or clinic that is owned or operated by a member institution or an employee of the member institution’s athletic department, either on or off its campus, and in which prospective student-athletes participate. (Adopted 1/8/07, effective 5/1/07; Revised: 4/29/10, effective 8/1/10)

Procedure MSU’s Department of Intercollegiate Athletics must insure adequate financial oversight and compliance with various laws and governing authorities. Summer camps are established and conducted as sub-departments of MSU’s Athletic Department thus requiring the use of on-campus procedures and methods. All questions regarding policies and procedures involving camp activities should be processed through the Athletic Department’s Office of Compliance, Operations & Tickets and the MSU Office of University Center & Conference Services (UCCS). The timeline for all clinic deadlines is 60 days prior to the clinic for forms to be completed. By March 1st of each year, the Camp Director is required to submit a camp proposal, in writing, to the UCCS. This camp proposal should include requested dates and facilities requirements. The UCCS will review the proposal and, if approved, submit it to the Senior Associate Athletic Director/Compliance. Additionally, by March 1st of each year, the Camp Director is required to request, in writing, to the Senior Associate Athletic Director/Compliance, permission to receive income from summer camps. The Compliance Office will forward the request to any appropriate individual deemed necessary (CESD, AD, Payroll, etc.). The Camp Director must also provide the following: • a plan of operation (to include names of responsible camp staff, number of counselors, and general

operational plans including a daily camp activities listing), • an estimated budget, and • additional arrangements and/or camp requirements (meals, lodging, etc.). The Compliance Office will, in consultation with other members of the Athletic Department’s administrative staff and the concerned sport’s Head Coach, determine final approval of the request. Once all approvals are in place, the Camp Director will receive a copy of the approved request for his/her files. (See Appendix A for detailed information regarding Camps and Clinics.)

Section 8 – Sports Medicine Policies and Procedures Pre-Participation Physical Examination • All student-athletes (scholarship and walk-ons) must pass a Pre-Participation Physical Examination

given by Morehead State University Team Physicians. No student-athlete will be allowed to participate, until the Physical Exam is complete and on file in the Athletic Training Center.

• This Physical Exam will be in effect for the duration of the academic year. • All student-athletes must provide active primary medical insurance prior to the scheduling of the

Physical Exam. • A Sickle Cell Solubility Test is mandatory for all student-athletes. • It is mandatory for all student-athletes to undergo baseline concussion testing. • A history of medical problems, previous injuries, and family medical history must be provided during

the Physical Exam. • The student-athlete must report any special conditions to the Sports Medicine staff at the time of the

Physical Exam. • Failure to report any previous injuries or special condition to the Sports Medicine staff will release

Morehead State University from any liability in the event of another injury caused by the unreported condition.

• Student-athletes who present special medical problems may be required to be examined by a specialist prior to being granted full participation status and passing the Physical Exam. Payment for any tests or procedures ordered to clear a student-athlete for participation is the responsibility of the student-athlete.

• Loss of one paired organ (kidney, eye, etc.) may disqualify a student-athlete from participation. The student-athlete and his/her parent will be required to sign a waiver/release form.

Medical Treatment All student-athletes must report injuries or illnesses to the Sports Medicine staff as soon as possible. Athletic-Related Injuries • A Certified Athletic Trainer will initially evaluate and provide treatment for all injuries. • Orthopedic injuries will be evaluated by Head Team Physician or orthopedic consultant from Beacon

Orthopedics. If further imaging is required, test will be ordered at that time. • Appointments not referred or coordinated by the Spots Medicine staff are the responsibility of the

student-athlete. This includes but is not limited to financial, travel and coordination of information. • Any student-athlete who wishes to seek a second opinion may do so at their own expense or at the

approval of the Staff Athletic Trainer. The Head Team Physician or Senior Orthopedic Consultant will have the final clearance in the return to full team participation.

Non-Athletic-Related Injuries • The Sports Medicine Staff will evaluate and treat non-athletic problems for the student-athlete. Should

the Sports Medicine Staff feel it is necessary to refer the student-athlete to a general medicine physician; the partnership with Morehead State Health Clinic or St. Claire Family Medicine will be utilized.

• The University is not responsible for non-athletic general medicine costs. • This includes but is not limited to colds, flu, mono, allergies, tonsillitis, cavities, dermatitis, acne, ulcers,

ear infections, or any injuries that are not a direct result of practice, competition, and/or team travel.

Referrals • Medical referral appointments will be made by the Sports Medicine staff, Head Team physician, or

Senior Orthopedic Consultant only. • Sports Medicine staff will try to schedule appointments that accommodate the student-athlete’s

schedule. Should a conflict arise, it is the student-athlete’s responsibility to inform the Sports Medicine Staff and cancel the appointment.

• Any student-athlete who wishes to seek a second opinion may do so at their own expense or at the approval of the Director of Sports Medicine. The Head Team Physician or Senior Orthopedic Consultant will have the final clearance in the return to full team participation.

Specific Medical Concerns • Contact lenses/glasses: Eye appointments must be made through the Athletic Training Center. These

can be provided in accordance with NCAA Bylaw 16.4.1(f) which stipulates that glasses, contact lenses, or protective eye wear (e.g., goggles) for student-athletes who require visual correction in order to participate in intercollegiate athletics, may be financed by the institution. Contacts will be issued based on playing weeks. Issued contacts are to be used during the playing weeks only. If you run out of contact lenses, you will not be issued more during that same season.

• Dental injuries: Only injuries that are a direct result of athletic participation will be covered by Morehead State’s excess insurance.

• Medication: Morehead State University will only be responsible for those medications that are deemed necessary as a direct result of an athletic injury. Any medication that is prescribed secondary to a non-athletic injury or illness must be reported to the Sports Medicine staff.

• ADD and ADHD medication must be reported prior to the start of the academic year. The use of these medications requires specific documentation from the prescribing physician and must be kept on file in the Athletic Training Center yearly.

Medical Payments Morehead State University carries an excess medical insurance policy on all student-athletes. Primary medical insurance will be utilized first. The University policy will be used under the following provisions: • Payment on the balance remaining after primary insurance company has made payment. • Primary insurance has denied payment and proof of the denial is sent to the excess medical insurance

policy. • This insurance policy will only be used in the event of an athletic related injury. Should the student-

athlete be injured at home or not in a University regulated practice or competition the total cost of medical attention will be the student-athlete’s responsibilities.

• Morehead State University will not be responsible for any bills as a result of a pre-existing injury (any injury prior to the student-athlete’s first pre-participation physical exam).

• Absolutely no charges can be made by any student-athlete, for medical treatment, without the Director of Sports Medicine’s prior approval.

• Morehead State University will no longer be medically responsible for any student-athlete who withdraws from the University, is academically disqualified, quits a team, or is no longer eligible for intercollegiate athletics. The only exception to this situation is when the student-athlete or parents make arrangements in the above-mentioned situations.

• Morehead State University strongly urges all student-athletes and parents to carry primary medical insurance.

• Student-athletes may be required to return to their HMO/PPO to receive advanced medical procedure • Medical bills will only be covered for two years from the injury date. Any bills occurring after the two

year deadline will be the responsibility of the athlete.

Athletic Training Center Rules and Regulations • The Athletic Training Center is located in the northwest corner of Jayne Stadium, attached to the football

locker room, the Athletic Training Center houses state of the art rehabilitative equipment. Auxiliary Athletic Training rooms are also located in the AAC room 175.

• Do not treat yourself. Check in with a Sports Medicine staff member before any treatment. Every injury must be evaluated by an Athletic Trainer prior to initiating any treatment.

• Do not interfere or touch equipment that you or someone else is connected to. • Shower before any post-practice treatment. • Shorts and shirts must be worn at all times. No cleats are allowed to be worn in the Athletic Training

Center. • There is no eating, drinking, smoking, or tobacco chewing allowed in the Athletic Training Center. • The Athletic Training Center is not a lounge; it is for taping, treatments, and rehabilitation. • The parking lot next to the Athletic Training Center is for Sports Medicine staff only. Please do not park

there. • If you are issued pads, braces, sleeves, etc. take care of them. You must return any item at the end of

the season. You are responsible for any item that is checked out to you. • Be on time for all appointments. This includes Athletic Training Center treatments and visits to any

physician. Appointments are made by the Sports Medicine staff only. Every effort is made so as to not conflict with student-athlete’s class or practice times.

Dietary Supplements Many nutritional/dietary supplements contain NCAA banned substances. In addition, the U.S. Food and Drug Administration (FDA) do not strictly regulate the supplement industry; therefore purity and safety of nutritional/dietary supplements cannot be guaranteed. Impure supplements may lead to a positive NCAA drug test. The NCAA has documented cases of student-athletes testing positive for banned substances when the student-athlete claimed they were only using “nutritional substances.” Due to this finding, the NCAA has issued the following statement: “The use of these and all substances is at the student-athlete’s risk.” The MSU Athletic Department and staff do not advocate the use of non-permissible substances. For further questions regarding dietary supplements or to review a list of banned drugs, please feel free to visit the Resource Exchange Center at www.drugfreesport.com/rec.

Concussion Protocol A concussion is defined as a complex pathophysiological process affecting the brain, induced by traumatic biomechanical forces. Loss of consciousness may or may not occur. Confusion and amnesia are the hallmarks of a concussion. A confusional episode and/or amnesia may occur immediately after impact to the head

or several minutes later.

Close observation and assessment of the athlete over some period of

time is necessary to determine whether evolving neuropathologic change associated with concussion will lead to a confusional state or to the development of memory dysfunction. A history of recent head trauma outside the sports setting, such as a motor vehicle accident, should be considered in the evaluation of an athlete with possible concussion. Signs and Symptoms of a Concussed Athlete Features of a concussion may include: • Vacant stare (befuddled facial expression) • Delayed verbal and motor responses (slow to answer questions or follow instructions) • Confusion and inability to focus attention (easily distracted and unable to follow through with normal

activities) • Disorientation (walking in the wrong direction, unaware of time, date and place) • Slurred or incoherent speech (making disjointed or incomprehensible statements) • Loss of coordination (stumbling, inability to walk tandem/straight line) • Emotions out of proportion to circumstances (distraught, crying for no apparent reason) • Memory deficits (exhibited by the athlete repeatedly asking the same question or inability to memorize

and recall 3 of 3 words or 3 of 3 objects in 5 minutes) • Any period of loss of consciousness (paralytic coma, unresponsiveness to arousal)

Symptoms can be divided into “early and late” categories and can include the following: • Early (minutes and hours)

o Headache o Dizziness or vertigo o Lack of awareness of surroundings

o Nausea or vomiting • Late (days to weeks):

o Persistent low grade headache o Light-headedness o Poor attention and concentration o Memory dysfunction o Easy fatigability o Irritability and low frustration tolerance o Intolerance of bright lights or difficulty focusing vision o Intolerance of loud noises, sometimes ringing in the ears o Anxiety and/or depressed mood o Sleep disturbance o Blurred vision

Pre-season Education and Testing Education All athletes will be educated as to how a concussion can occur, the signs a symptoms, the dangers of playing while concussed, and the importance of reporting symptoms of a concussion. Testing Every new or transfer student-athlete will be required to complete a baseline ImPACT and balance test prior to participating. This test will be administered by the Sports Medicine staff of MSU. These assessments will be kept on file in the MSU Athletic Training Center. Management of Concussed Athlete Acute Management: • Any student-athlete who is suspected to have a concussion will be immediately removed from activity

and/or competition for the remainder of the day. • A sideline evaluation exam will be performed to obtain an acute baseline for the student-athlete. • Student-athlete will be monitored until released to go home by medical staff. • Student-athlete will be given a home instructions sheet with follow-up information. * If at any point an athlete shows signs of deterioration, the athlete is to be referred to the local Emergency Room. Post-Acute Management: • Student-athlete will be referred to the team general practitioner for evaluation and/or referral at the

earliest available appointment time. • Once an athlete has been asymptomatic for 24 hours, the ImPACT and balance test will be

administered for evaluation and comparison to the athlete’s baseline scores. Scores will be reported to the team general practitioner. Re-testing will be administered per general practitioner orders.

• Return to play protocol will be administered per the team general practitioners orders. Return to play protocol:1 Step 1: No symptoms for a 24 hour period Step 2: Light aerobic exercise Step 3: Sport-specific exercise Step 4: Non-contact training drills Step 5: Full contact practice Step 6: Return to play

* Athlete should not experience signs or symptoms during each stage. If symptoms begin to occur, athlete should stop activity and return to previous step once symptoms have not been present for 24 hours. Return to play will be determined by the team general practitioner and/or referred specialist.

1. P. MCCROY, W. MEEUWISSE ET AL., CONSENSUS STATEMENT ON CONCUSSION IN SPORT- THE 3RD INTERNATIONAL CONFERENCE ON CONCUSSION IN SPORT, HELD IN ZURICH, NOVEMBER 2008. JOURNAL OF CLINICAL NEUROSCIENCE 16 (2009)755-763.

Sickle Cell Policy Sickle cell trait is an inherited condition of the oxygen-carrying protein, hemoglobin, in the red blood cells. It is a common condition affecting less than three million Americans. Although sickle cell trait is most predominant in African-Americans and those of Mediterranean, Middle Eastern, Indian, Caribbean, and South and Central American ancestry, persons of all races and ancestry may test positive for sickle cell trait. Sickle cell trait is usually benign, but during intense, sustained exercise, hypoxia (lack of oxygen) in the muscles may cause sickling of red blood cells (red blood cells changing from a normal disc shape to a crescent or “sickle” shape), which can accumulate in the bloodstream and “logjam” blood vessels, leading to collapse from the rapid breakdown of muscles starved of blood. It is the recommendation of MSU and the NCAA that all athletes be screened for sickle cell trait prior to participation in sports. Screening Options Athletes have 3 screening options: 1. Athletes will be screened as part of their pre-participation physical. 2. Athletes who have been previously screened may show proof of screening results, to be kept on file at

the Caudill Health Clinic. These results must come from a health care provider. 3. Athletes may choose to waive their right to testing. If the athlete is under the age of 18, their parent or

guardian must sign the waiver. MSU Screening Procedure 1. Athletes will have blood drawn by licensed healthcare provider. This sample will be used for screening

and future testing if desired. 2. Sample will be sent to a designated lab for sickle cell screening. 3. Results will be sent to healthcare providers at Counseling and Health Services. 4. Athletes with a positive result will be referred to healthcare provider to discuss results. 5. Athletes with a positive test will be given the option of further testing at the athlete’s expense. Mandatory Education Educational sessions will be provided to the coaching staff and athletes at MSU in the following manner: • General staff education meeting to discuss sickle cell trait; the signs, symptoms, and treatment for

sickle cell trait distress. • General student-athlete education session to discuss sickle cell trait; the signs, symptoms, and

treatment for sickle cell distress. • Sickle cell trait positive athlete education session. This will be a sit down session with the athlete

positive for sickle cell trait, University health care provider, and Athletic Trainer to discuss the athlete’s condition on a “one on one” basis. Following the session, the athlete will sign a sickle cell trait education form.

• Education session for coaches with a positive sickle cell trait team member. This will be a “sit down” session for the coaching staff of a sickle cell trait positive athlete in which a member of the training staff will emphasize the signs and symptoms of sickle cell distress as well as the immediate treatment plan.

Management for Sickle Cell Trait Positive Athletes Likely sickening conditions include, but are not limited to: timed runs, all out exertion of any type for 2 to 3 continuous minutes without a rest period, intense drills and other spurts of exercise after prolonged conditioning exercises, and other extreme conditioning sessions. Preventative Management • Allow for acclimatization • Insure proper hydration • Gradual progression of exercise

Signs and Symptoms • Increased pain and weakness in working muscles (legs, buttocks, and/or low back) • Cramping type pain in muscles • Flaccid muscle tone • Immediate symptoms with no early warning signs Immediate Treatment • Stop all activity • Hydrate athlete • Monitor vitals • If symptoms do not decrease and/or increase, refer to clinic/ER Return to Play Criteria 1. Athlete is not to return to activity that day. 2. Athlete will be evaluated by physician/practitioner and cleared to practice.

Section 9 – Alcohol and Other Drugs Alcohol and Other Drug Testing The abuse of alcohol and other drugs is a serious problem in our nation. Alcohol, tobacco, and other drugs have a negative and sometimes deadly effect on those who abuse them. The Office of Intercollegiate Athletics at Morehead State University firmly believes that the use of alcohol, tobacco and other drugs can have a negative effect on the performance of the student-athlete, both in the classroom and in their sport. The potential for drug abuse threatens the viability of collegiate athletes, the public’s confidence in athletic departments and the academic reputation of colleges and universities. A principal motivation for drug testing, aside from the concern for the health of student-athletes, is that drug abusers are not physically fit for the rigors of intercollegiate sports and therefore pose a risk of serious injury to themselves or others in the course of practice and competition. Moreover, drug abuse undermines the integrity of the University’s athletic program. Students who choose to become involved in intercollegiate athletics at Morehead State University are also subject to NCAA regulations, which currently require that student-athletes in all sports submit to a year round drug testing program. In addition, all student-athletes are subject to drug testing at NCAA championship events. Accordingly, students who become involved in intercollegiate athletics at Morehead State University will consent to and participate in the University’s drug education and testing program. Morehead State University’s drug testing program shall include mandatory testing on a random basis and selective testing based on “reasonable suspicion” that a student-athlete is involved in alcohol and other drugs. Whenever there is “reasonable suspicion” to believe that a student-athlete is using alcohol or other drugs which are not indicated during the rigors of sport, and thereby poses a risk of serious injury to oneself or others, the student-athlete shall be tested. Although educational efforts will continue to be the major thrust of addressing alcohol, tobacco and other drug abuse by student-athletes, a clearly defined program of testing student-athletes is considered a reasonable, responsive and necessary element of the total program to deter and detect such use and to provide support to those individuals needing to overcome addictive behaviors. Reasonable Suspicion Reasonable suspicion will be determined if a student-athlete exhibits behaviors that are not consistent within the student-athlete’s normal behavior. These considerations will be examined before administering drug testing. Student-athlete begins to show:

Poor motivation Sloppy hygiene and appearance Lack of hustle on field Irritability or loss of temper Failure to follow orders or lack of discipline Unexplained absences Common and routine injuries which will not heal or are recurrent

Has a recurrent problem with:

Being late to practice, team meetings, or functions Missing appointments Ignoring curfews Staying up too late Falling asleep during the day/class Skipping meals

Appearance of the following signs and/or evidence of illness:

Dilated or constricted pupils Droopy eyelid or reddish eyes Excessive scratching and breaking out of skin Constantly running, red nose Recurrent bouts of flu or colds that require medical attention Appears over-stimulated or “hyper” Becomes withdrawn and less communicative Repeated automobile and traffic violations

Consent Forms Each student-athlete must sign an NCAA Consent Form and a Morehead State University drug testing authorization form each year. These forms will be kept on file by the Director of Athletics. A student-athlete who does not sign the authorization forms will not be permitted to participate in any team activities. Required Testing Random testing: Random testing may be administered on a per-team or teams basis. Student-athletes will be subject to drug testing at any time. Drug screening on reasonable suspicion: After consulting the Director of Athletics or his/her designee, a coach or administrator within the Athletic Department may order drug testing for a student-athlete who demonstrating symptoms or behaviors, which are indicative of substance abuse. The coach or administrator must document in writing the grounds of his/her reasonable suspicion of drug use based on objective facts and/or reasonable inferences. To the extent practicable under the circumstances, the coach and administrator should discuss the matter with the student prior to documenting said grounds. The Director of Athletics or his/her representative must review this documentation. Follow up Cause Testing: Student-athletes who have previous violations of the Alcohol and other Drug Policy will be tested individually or as part of a regularly scheduled test for up to one calendar year. Reentry: Drug Testing: Student-athletes must submit for a reentry test and be released by a Team Physician prior to returning to competition. Pre-season Screening: Student-athletes are subject to pre-season drug testing and may be notified of such by the Director of Athletics or his/her designee at any time prior to his/her first competition. Postseason/Championship Screening: Any participant or team likely to advance to post-season championship competition may be subject to additional testing. Testing may be required of all team members or individuals student-athletes at any time within thirty (30) days prior to the post-season competition. If a Student Athlete test positive, he or she will not be allowed to compete during the postseason unless he/she subsequently test negative prior to departure for the event. Notification The Student-athlete will be notified in person by a member of his/her coaching staff or the athletic training staff of his/her selection for drug screening. At the time of notification the athlete will be informed where and when to report for the screening. If the screening will take place at another time and location, the student athlete will sign a notification form. Drug Screening In order to protect the student-athlete from injury and protect the integrity of the Intercollegiate Athletic Program, the Athletic Department reserves the right to drug test the student-athletes under its supervision for drugs according to the procedures in this policy. Drug testing of the student-athlete will take place under these situations:

Procedure for Urine Sample Collection All student-athletes must sign NCAA Alcohol and other Drug Testing Consent Form, along with a

Morehead State University Alcohol and other Drug Testing Consent Form. A list of student-athletes to be tested will be randomly generated from the NCAA squad list or

team squad list. This list may include 5th year students with no remaining eligibility. Student-athletes will be notified in person by a University representative of impending University

drug testing. Student-athletes will be asked to follow the University representative directly to the testing area.

When a student-athlete is selected to be tested, he/she must report immediately to the collection area.

If Student-athlete is informed of drug test prior to practice, the student-athlete will be allowed to participate with practice but the student-athlete must be under direct supervision until student-athlete produces a proper sample.

A member of MSU Intercollegiate Athletics Department will be present in the collection area for donor identification and to assist the student-athlete.

Collection of the sample will be performed by the University Health clinic in accordance with their collection procedures.

Failure to appear, or refusing to give a urine specimen, will be cause of immediate suspension of the student-athlete from competition and or practice, and provides a basis for reasonable cause testing. Failure to appear or refusal to give a urine specimen will result in a positive exam. This suspension will be in force until reinstated by the Athletic Director.

Response Procedures for Positive Test Results There are four ways in which a student-athlete can test positive under this program:

The presence of one or more banned substances (as defined in the policy) or alcohol in the student-athletes urine sample.

The manipulation, adulteration, or attempted manipulation or adulteration of any student-athlete’s urine sample by the student-athlete.

Any arrest of a student-athlete for:, DUI, and /or the purchase or possession of illegal banned substances (as defined in this policy).

Student-athletes are subject to punitive actions from Morehead State University Alcohol and other Drug Policy for any of these violations. Athletic Department Penalties for Positive Tests First Positive test: If a student-athlete tests positive or refuses to participate in required test, the following actions will be taken:

All test results will be mailed by the testing facility to the Director of Sports Medicine. The Director of Sports Medicine will notify the Head Coach and the Director of Athletics or his/her designee and Team Physician.

The Athletic Director or his/her designee will inform the student-athlete verbally and in writing within 48 hours of the positive test result or of the consequences of refusing to be tested, refusal of testing will constitute a positive exam. The Director of Sports Medicine will notify the University Counseling Center of any positive tests.

Student-athlete will be suspended for up to 10% of the regular season contests. If the suspension occurs during the end of the season or during the summer, the remaining suspension will be served at the beginning of the next season.

Student-athlete will be suspended from practice and games up until student-athlete has been seen by the University Counseling Center and a treatment program has been established. The Director of Athletics will use his/her discretion in cases where appointments cannot be arranged with the University Counseling Center within a timely manner.

Student-athlete may be allowed to participate in team practices if it is determined to be safe by the Team Physician.

The student-athlete will be required to participate in counseling at the University Counseling Center or from a private Counseling Center of the student-athlete’s choice and expense. The private Counseling Center must be approved by the University Counseling Center. The student-athlete will sign a release so that the Director of Athletics may be informed of progress of the counseling sessions. The University Counseling Center must certify verification of participation and success progression. The athlete must attend counseling until released by the Center.

Student-athlete will be indefinitely suspended, if he/she misses or does not participate or progress in drug counseling sessions. Removal of suspension will be up to the Director of Athletics.

University Counseling Center will send a letter verifying competition of program, to the Director of Athletics.

Parent/guardian notification by Director of Athletics in cases of dependent student-athletes. The Director of Athletics may determine whether the student-athlete’s athletic grant-in-aid will be

reduced or cancelled. Following a positive drug test repeated unannounced testing will occur, and a negative result is

required for eligibility to be restored. The student-athlete will be subject to re-entry and follow-up testing at any time during the current

academic year or ensuing academic years during their eligibility at MSU. Refusal to participate in retest will be treated as a second positive test.

Second positive test: If a student-athlete tests positive a second time during his/her eligibility at MSU or refuses to participate in a required test:

All test results will be mailed by the testing facility to the Director of Sports Medicine. The Director of Sports Medicine will notify the Head Coach and the Director of Athletics or his/her designee and Team Physician.

The Athletic Director or his/her designee will inform the student-athlete verbally and in writing within 48 hours of the positive test result or of the consequences of refusing to be tested, refusal of testing will constitute a positive exam. The Director of Sports Medicine will notify the University Counseling Center of any positive tests.

The student-athlete will be required to participate in counseling at the University Counseling Center or a private Counseling Center of the student-athlete’s choice and expense. Private Counseling Center must be approved by the University Counseling Center. The student-athlete will sign a release so that the Director of Athletics may be informed of progress of the counseling sessions. The University Counseling Center must certify verification of participation and success progression. The athlete must attend counseling until released by the Center.

The student-athlete will be suspended for at least 50% of the in-season contests, in addition to the required counseling. If the suspension occurs during the end of the season or during the summer, the remaining suspension will be served at the beginning of the next season.

Student-athlete may be allowed to participate in team practices if it is determined to be safe by the Team Physician.

The student-athlete will be subject to re-entry and follow-up testing at any time during the current academic year or ensuring academic years during his/her eligibility at Morehead State University. Refusal to take a repeat test will be treated as a positive test.

Prior to re-instatement of eligibility, evidence of progress towards satisfactory completion of all counseling/educational and other sanctions must be verified. Lack of completion of any sanctions will result in ineligibility.

Student-athlete will be indefinitely suspended, if he/she misses or does not participate in drug counseling sessions. Removal of suspension will be up to the Director of Athletics.

University Counseling Center will send a letter verifying competition of program to the Director of Athletics.

The Director of Athletics may determine whether the student-athlete’s athletic grant-in-aid will be reduced or cancelled.

Following a positive drug test repeated unannounced testing will occur, and a negative result is required for eligibility to be restored.

Parent/guardian notification by Director of Athletics in cases of dependent student-athlete. The student-athlete will be subject to re-entry and follow-up testing at any time during the current

academic year or ensuing academic years during their eligibility at MSU. Refusal to participate in retest will be treated as a third positive test.

Third positive test: If student-athlete tests positive a third time during his/her eligibility at MSU or refuses to participate in a required test:

All test results will be mailed by the testing facility to the Director of Sports Medicine. The Director of Sports Medicine will notify the Head Coach and the Director of Athletics or his/her designee and Team Physician.

The Director of Athletics or his/her designee will inform the student-athlete verbally and in writing within 48 hours of the positive test result or of the consequences of refusing to be tested, refusal of testing will constitute a positive exam. The Director of Sports Medicine will notify the University Counseling Center of any positive tests.

The student-athlete will be permanently suspended. Parent/guardian notification by Director of Athletics in cases of dependent student-athlete. Student-athlete will lose grant-in-aid and permanently removed from team.

All offenses are cumulative throughout the student-athlete’s eligibility. Upon initial evaluation by the University Counseling Center, notification will be sent by the University Counseling Center to the Director of Athletics advising him/her of the start of the treatment program. Upon conclusion of the treatment program, the University Counseling Center will send a second notification advising the Director of Athletics of its completion. The notification will be keep secure location in the AAC. Failure to Comply Failure to submit a signed consent form renders the student-athlete ineligible to practice or to represent Morehead State University in intercollegiate competition and may result in the loss of athletic grant-in-aid athletics. Failure to provide a urine sample as requested will result in a positive exam. Appeal Procedure An appeal procedure is available to any student-athlete found to have tested positive for a prohibited substances. The student-athlete must request the appeal within 48 hours of being informed of the positive test result. The appeal will be heard by the faculty representative to the NCAA, a University Counseling Center member, and a member of the Morehead State University athletic administration who did not order the test. The student-athlete, at his/her own expense, gives a second sample to be tested at a University approved laboratory. The student-athlete will remain eligible until all appeals are heard. The student-athlete may request a review of a reported positive result. The appeal of the positive test results must be based upon one of the following:

Evidence of procedural error. Evidence which refutes the positive finding. A written request for review accompanied by supporting evidence must be submitted to the

Director of Athletics within the allotted 48 hours of notification of the test results. The Appeals Committee will be made up of the Director of Athletics, Faculty Academic

Representative, and a representative of the University Counseling Center. Director of Sports Medicine will be present in an advisory role.

The Appeals committee will meet as soon as possible, but within 7 business days of the student-athlete’s request. The appeal hearing will consist of a review of all available evidence related to the initial findings as well as new evidence or documentation provided by the student- athlete.

The Appeals committee may affirm the initial findings or reverse the initial findings. Only the second will be considered as a method of retesting, no other retest will be allowed.

A written copy of the appeal decision will be provided to the student-athlete and the Athletic Department within two working days of the hearing. Alcohol violations not involving a motor vehicle (ie. public intoxication, minor in possession, violations of Morehead State alcohol and other drug policy) are subject to review by the Director of Athletics. Penalties from such violations will be determined by the Director of Athletics. Confidentiality Test results are kept confidential. Only the Director of Athletics, Team Physician(s), Director of Sports Medicine, Head Coach, and University Counseling Center are informed of the identity of the student-athlete. Other individuals (Assistant Coaches, Athletic Trainers, Academic Staff, Medical Staff, etc.) will be informed only on a need-to-know basis. Safe Harbor Program Any student-athlete who has a drug or alcohol problem may report it to either the University Counseling Center, a member of the athletic department, or to a member of the coaching staff without penalty. The student-athlete will then receive aid in addressing issues of dependency without incurring stated University penalties. A student-athlete eligible for the Safe Harbor Program may refer him or herself to the program for voluntary evaluation, testing, and counseling. A student is not eligible for the program after her/she has been informed of an impending drug test or after having received a positive University or NCAA Drug test. The University Counseling Center will help prepare a Safe Harbor Treatment plan, which will include a confidential preliminary drug test. The initial test will not result in any administrative sanction. However, the Team Physician may suspend the student-athlete from activity if medically indicated. Student-athlete will be permitted to stay in Safe Harbor Program for a reasonable period of time, not to exceed forty-five (45) days, as determined by the treatment plan. A student-athlete will only be permitted to enter the Safe Harbor Program one time during his/her athletic eligibility at Morehead State University. If a student-athlete is determined to have any new substance use after the initial Safe Harbor Program test, or fails to comply with the Safe Harbor treatment plan, the student athlete will be removed from the Safe Harbor Program and be subject to appropriate sanctions as detailed in the Drug and Alcohol Testing Program. Any positives after Safe Harbor Program will be treated as a positive test and all sanctions are applicable. Student-athletes in the Safe Harbor Program may be tested by the NCAA. Compliance or participation in the University’s Safe Harbor Program does not remove him/her from NCAA Testing. While in compliance with the Safe Harbor treatment plan, the student-athlete will not be included in the list of students eligible for random drug testing by Morehead State University. Team Physician, Director of Athletics, and Director of Sports Medicine shall be informed of the student-athletes involvement in the Safe Harbor Program. Other University employees may be informed only to the extent necessary for the implementation of this policy. Tobacco Use The NCAA stipulates that the use of tobacco products is prohibited by all game personnel (e.g., student athletes, coaches, athletic trainers, managers, and game officials) in all sports during practice and competition. Violation of this rule could result in loss of eligibility. Dietary Supplements

Many nutritional/dietary supplements contain NCAA banned substances. In addition, the U.S. Food and Drug Administration (FDA) does not strictly regulate the supplement industry; therefore purity and safety of nutritional/dietary supplements cannot be guaranteed. Impure supplements may lead to a positive NCAA drug test. The NCAA has documented cases of student-athletes testing positive for banned substances when the student-athlete’s claimed they were only using “nutritional substances.” Due to this finding, the NCAA has issued the following statement: “The use of these and all substances is at the student-athlete’s risk.” The MSU athletic department and staff does not advocate the use of non-permissible substances. For further questions regarding dietary supplements please feel free to visit the Resource Exchange Center at www.drugfreesport.com/rec. A list of banned drugs may be found at the www.drugfreesport.com or in the Morehead State University Athletic Department website.

Section 10 – Personnel Professionalism Members of the MSU Athletic Department will conduct themselves as professionals at all times. Telephone conversations, meeting visitors in the office, public appearances, speaking engagements, interviews with the media, athletic and University functions, athletic competitions, and many other events provide the opportunity to represent Morehead State University. Most coaches and other Athletic Department staff members are more recognizable in public than many University employees and should acknowledge this visibility. With that in mind, proper attire is appropriate during workdays and at competitions. While in the office, unless directly enroute to practice, t-shirts, caps, and shorts, are not appropriate apparel. During competitions, all members of the team’s coaching staff should dress similarly. Teams on the road should dress in team gear, if it is available. If not, student-athletes should dress comfortably and neatly, as determined by the Head Coach.

Appointment Status The University classifies all employees by a particular appointment status. The most common classifications used by Athletic Department personnel are: Standing I Full time faculty, administrative, or staff (exempt or non-exempt) position. Employed through budgeted funds with full benefits. No ending date. Standing II Part-time faculty, administrative, or staff (exempt or non-exempt) position. Employee appointed at least half-time but less than full-time for nine or more months. Employed through budgeted funds with legally mandated benefits, pro-rated vacation, and sick leave. No ending date. Fixed Term I Full-time faculty, administrative, or staff (exempt or non-exempt) position for at least six calendar months but not to exceed one year. Benefits fully covered. Must specify end date.

Fixed Term II Full-time, up to six calendar months, or part-time, up to one year for faculty, administrative, graduate assistant, or exempt position. Only legally mandated benefits. Must specify end date.

Appointment Renewal Standing I and II Contracts Automatically renewable. Contracts are “standing” until the employee resigns or just cause is presented for the dismissal of that employee. Fixed Term I and II Contracts Fixed term contracts are prepared with a specific beginning and ending date. These contracts expire on the ending date. Renewal is contingent upon recommendation of the immediate supervisor and approval from the Director of Athletics, Vice President for Student Life, and Office of Human Resources.

Staff Assistant Appointments In some instances, students and part-time employees can only be hired on fixed term appointments. University and KTRS restrictions apply to part-time employees and must be adhered to. Limitations may include a maximum number of hours per week and days per employment period. In the event the part-time employee is a student, an employment waiver must be approved by the Office of Financial Aid. In the event the employee is not a student, only a meal card can be issued as an extra benefit. A special request form must be completed each year to authorize the expenditure. The funds may be taken from unused scholarship dollars or from the sport’s EEF account. Probationary Period Full-time University employees on standing and fixed term contracts are on probation for 6 months at initial hire or once placed in a new position. During the probationary period, vacation days are not accumulated, therefore, they cannot be utilized. Sick days are accumulated during this time period. Also, the annual fiscal year raises are not given until the end of the probationary period and then after a “Performance Appraisal” has been completed, reviewed, and processed. A probationary period can be extended at the supervisors request in 3 or 6 month increments. Extension of probationary periods must be coordinated with the Director of Athletics and the Director of Human Resources. Detailed documentation will be required. Additional performance appraisals are required at the end of each probationary period.

Performance Appraisals Performance appraisals are completed for full-time employees as follows: • At the completion of any probationary period (usually the 6 month initial probationary period for new

employees). • Annually (near conclusion of season for coach, January/February for staff) for each full-time exempt

and non-exempt employee. The appraiser is the immediate supervisor (ex: Head Coach will do performance appraisals for all assistants and the secretary; sport administrator will do performance appraisals for Head Coaches, Associate Director, etc.).

The Performance Appraisal is reviewed and signed by each appraised employee, the appraiser, the sport administrator, and/or the Director of Athletics, then submitted to the Vice President and/or President for approval prior to sending to the Office of Human Resources. A total of three signatures are required on the performance appraisal.

The Office of Human Resources will keep a record of the grade on each appraisal and, in some instances, the grade may be used to determine percentages of salary increase. Performance appraisals are only required by the Office of Human Resources for full-time staff members and by the Graduate Program for the Graduate Assistants. Part-time personnel may be appraised if the supervisor feels it is warranted. These appraisals are for interdepartmental use only.

Reporting of Athletic-Related Income Pursuant to the provisions of NCAA Bylaw 11.2.2. “Athletic-Related Income”, includes: Contractual agreements, including letters of appointment, between a full-time or part-time Athletic Department staff member (excluding secretarial or clerical personnel) and an institution, shall include the stipulation that the staff member is required to provide a written detailed account annually to the Chief Executive Officer for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution’s policy related to outside income and benefits applicable to all full-time and part-time employees. The Athletic-Related Income Form is completed and submitted by August 20th of each year. Actual income earned from the previous year is submitted at this time. The types of income sources to be reported are as follows: Speaking engagements Salary supplements (from outside the Athletic Department) Endorsement or consultation contracts for athletic shoes, apparel, equipment, etc. Television appearances or commercials Radio appearances or commercials Income from corporations in exchange for charitable work Annuities Sports camps Housing benefits Country club memberships Complimentary ticket sales Complimentary use of vehicle(s)

Exception Time When an employee is to be paid for time off, the Exceptions Approval form is completed. Days to report as exception time includes vacation, sick, and holidays. Other time is defined in the Human Resources Faculty/Staff Handbook. Reporting The monthly Exception Time Reports are submitted by each division to the Athletic Department detailing each employee’s usage of sick, vacation, and holiday leave. If any sick or vacation days are used as family medical leave, this must be indicated on the Report. The Report is submitted to the Office of Human Resources to adjust each employee’s accumulated sick and vacation total. Annually, in April, the Director of Athletics will request summer vacation and camp schedules (on and off campus) from each Head and full-time Assistant Coach. The Compliance Office will review all requests for work at non-MSU camps for compliance approval. A composite summer staffing schedule will be maintained in the Director of Athletics’ office.

Outside Employment As a regular, full-time employee, your position at Morehead State University is expected to be your primary job. Outside employment is allowed, but not encouraged, as you must adhere to the following guidelines: • Your outside employment shall not conflict with your University hours of scheduled work. Regular office

hours are 8:00 a.m. until 4:30 p.m. plus practice/game/departmental activities. • Your outside employment shall not conflict with your University job responsibilities or affect your ability

to perform your duties at MSU. • Such outside employment shall not cause you to arrive late for work or leave early from your scheduled

work at the University. • Your outside employment shall not conflict with the interests of the University.

Student Employment Situation by which a student can be paid as an employee of the University are as follows: Graduate Assistants Recommendations for graduate assistant awards are given by each unit head to the Director of Athletics and must be approved by the Office of Graduate Programs. The conditions of an award are as follows: • Approval is contingent on full unconditional admission to the Graduate School program and to the

specific academic program. • Students must register full-time (a minimum of 9 graduate credit hours – 500/600 level classes) and no

more than 12 credit hours. • An overall GPA of at least 3.0 must be maintained. • No more than 20 hours a week must be devoted to the duties of a full assistantship. • If a student is hired as a graduate assistant at twenty hours per week, no additional or supplemental

work can be approved.

Stipend • The maximum stipend is $10,000 ($13,000 for athletic training) and an out-of-state tuition waiver. • Awards are taxable income and subject to withholding. Students are paid on a semi-monthly schedule. • While non-resident students are not required to pay out-of-state tuition, all recipients must pay the

regular Kentucky resident and incidental fees. Extra Benefit Policy for Graduate Assistants Extra benefits may be provided to graduate assistants in the form of athletic aid. The maximum amount that each unit may provide to a graduate assistant or other part-time staff member per semester is ???. (needs to be completed) The extra funds must be posted as aid to cover the in-state tuition and could be used for dining plans, extra costs in housing, and books. The recipient will not be able to receive a refund check; rather, all money will be posted to University accounts only. If funds cannot be put toward the student’s account as stated, a reduction may be made in the funds to be awarded. Funding for the extra benefit may be taken from unused scholarship dollars. Any excess to be provided will be administered through the sport’s EEF funds. The amounts above are cumulative for staff.

Basic Procedures for Approval of Graduate Assistant Awards Each unit head must submit a request in writing using the Special Request Form to the Athletic Department with the following information: • Name, social security number, and job description outlining the duties of the recommended candidate. • Fund source for graduate assistant(s). Including information regarding funding source (budgeted funds,

transfer of funds from difference account, etc.). • Dates of appointment for graduate assistantship. (It may be either the full academic year or by single

semester.) Once theCompliance Office and/or the Director of Athletics have approved the request, a Part-time Temporary Workflow will be submitted with the information listed above.

The Graduate Office reviews all credentials of the nominees and notifies the unit and the candidates of their acceptance status. If the Graduate Office approves the candidate, the Personnel Action Request (PAR) is then submitted to the Director of Athletics, the Vice President for Student Life, the Office of Human Resources & Payroll, and the Office of Budgets and Financial Planning for approval. Once the Payroll office has received the approved PAR, the graduate assistant may begin working. Candidates should not begin working prior to the approval and will not get paid until the process is completed. If for some reason (late GRE test scores) the candidate cannot be approved by the program until later in semester, the full amount cannot be awarded. Work-study Awards Work-study funds can be given to eligible students to perform work for a particular department. There are two categories: Federal • Funds are allotted by the Financial Aid department to eligible students. Students are assigned to

different offices on campus. The Director of Athletics’ office is responsible for the assignment of allotted student workers to the different divisions within the Athletic Department.

• Most students are assigned 8 hours per week. The Financial Aid Department decides the award based on financial eligibility requirements and federal funding.

Institutional • Funds must be paid by the particular program requesting the worker. Students must meet the same

academic requirements required by federal work-study students. • The number of hours allowed for a full-time institutional work-study student depends on the unit’s fund

availability and cannot exceed 20 hours per week. • Although the institutional work-study program is not need based, total aid including institutional work-

study program should not exceed the cost of attendance. Recommending students early in summer for the academic year can help prevent this from occurring.

All work-study students must remain academically eligible for continuance of the award whether federal, or institutional. The Special Request Form should be used to request institutional work-study students and be submitted to the Athletic Department for approval. No work-study student can being work until notification has been received from the Office of Financial Aid. Scholarship Funds (Other than Student-Athletes) In some instances, scholarship funds (athletic aid) can be given to a student who may not meet the particular requirements for a part-time employee or meet the conditions for student employment as a graduate assistant or work-study student. • Recommendations for this athletic aid award must be approved by the sport administrator, the Senior

Associate Director of Athletics/Compliance, and the Director of Athletics. The Special Request Form should be used to request athletic aid for students and be submitted to the Athletic Department for approval.

• Funds must be available from the particular program wishing to award the funds. • The student must qualify for the aid with approval from the Office of Financial Aid. The total amount of

the aid the student receives cannot exceed the cost of attendance determined by the Office of Financial Aid.

Hiring Procedures Search Procedures In the event the recruitment, selection, and employment of an exempt or nonexempt full-time position will need to be performed for an employee you will be supervising, specific search procedures must be followed. The position must first be vacated in the proper manner including a Letter of Resignation and a Personnel Action Request (PAR) for resignation processed and approved.

All supervisors must follow search procedures unless permission to waive a search is given through the Director of Athletics, Vice President for Student Life, and the Director of Human Resources. • For advertisement of a position, the paperwork is completed by the Director of Athletics’ Office who

also obtains the necessary approvals and then forwards to the Office of Human Resources & Payroll (OHR).

• Upon receipt of the approved checklist the OHR will notify the appropriate vice president and supervisor who initiated the checklist of its approval and the advertisement of the position will begin.

• At the point of advertisement, a closing date will be established. Applicants must apply for the position through the OHR not with the office where the position is available. When the closing date has expired, applications are reviewed by the OHR, Affirmative Action Officer, and any other required departments and then forwarded to the appropriate supervisor with instructions for interviews, expense reimbursement, and selection procedures. Expense reimbursement is approved for Director level positions only.

• Once the applications are received and reviewed by the supervisor and/or the search committee, a “short” list of applicants to be called for interviews must be submitted to the OHR and the Affirmative Action Office (AAO) before any applicants are interviewed. The OHR and the AAO will then approve the “short” list for interviews.

• After interviews are conducted and a candidate has been selected for recommendation for employment, a PAR must be submitted and approved.

• In addition to the PAR, the Search Procedure Checklist must be completed and returned to the OHR with all applications. If expense reimbursement was granted, the Travel Vouchers are submitted at this time also.

Waiver of Search Procedures In the event prior approval has been granted by the Director of Athletics, Vice President for Student Life, and the Office of Human Resources for a waiver of search procedures the following steps must be taken: • The position must first be vacated in the proper manner including a Letter of Resignation and a PAR

for Resignation processed and approved. • The search waiver request form is completed. An explanation of the reason for this request. Also, an

MSU Application for Employment and resume completed by the applicant is attached to the form. • Once all approvals have been received, the Office of Human Resources will notify the Director of

Athletics and request a PAR for the new employee. Once the PAR has been approved, the employee can be notified with the approved start date.

No Employment offer can be made without the appropriate Vice President’s authorization and concurrence by the University’s Affirmative Action Officer.

Athletics Personnel CPR Certification As per NCAA Guideline 1c.8, certification in cardiopulmonary resuscitation techniques (CPR), first aid, and prevention of disease transmission (as outlined by OSHA guidelines) should be required for all Athletic Department personnel associated with practices, competitions, skills instruction, and strength and conditioning. New staff engaged in these activities should comply with these rules within 6 months of employment.

Section 11 – Marketing & Communications Introduction The overall philosophy of marketing the intercollegiate athletics program is to promote a spirit of academic and athletic excellence at Morehead State University. More specifically, the marketing and communications program places emphasis on conveying the following goals of the Department of Intercollegiate Athletics in maintaining the MSU spirit of excellence: • To encourage student-athletes to achieve their potential physically, mentally, and psychologically. • To promote the Morehead State University’s intercollegiate athletics program as a positive environment

for the internal and external communities. • To promote Morehead State University as having one of the top intercollegiate athletics programs in

the nation, not only in terms of competitiveness on the field and in the classroom, but also as a pioneer in compliance with University, OVC Conference, and NCAA rules and regulations.

Marketing Strategies A primary objective of the Department of Intercollegiate Athletics’ marketing plan is to obtain advertising sponsors for athletic events hosted by Morehead State University in order to offset expenses and/or enhance attendance at athletic events. Emphasis is placed on increasing attendance at all designated sporting events through group sales solicitation and promotional campaigns directed at the surrounding community and throughout the state. Promotional activities and “giveaways” are examples of methods that are used for this purpose. Corporate sponsorship is recognized as an important promotional tool. Morehead State University Athletics Department holds the rights for all promotional inventories through broadcasts, signage, etc. at Eagle Athletic Events. In order to avoid having the same sponsor contacted several times each year with different proposals, approval to solicit support on behalf of any intercollegiate sports program, The Assistant Athletic Director of External Affairs will be the only point of contact for soliciting sponsorships for incremental revenue for the department. Public awareness of the intercollegiate athletics program is also enhanced by the production of logo items, which requires the licensing of University trademarks, service marks and logos. The Licensing Program is the responsibility of the University’s Office of Alumni & Constituent Relations Marketing Activities The Assistant Athletic Director of External Affairs and the marketing and communications activities of the Department of Intercollegiate Athletics at Morehead State University requires a collaboration between the Athletic Department’s Office of External Affairs and the Athletic Department’s Office of Media Relations, and the University’s Department of Communications and Marketing. The Assistant Athletic Director of External Affairs and the Marketing & Promotions Coordinator are responsible for activities which produce revenue for the Department of Intercollegiate Athletics and create a positive public relations image for the University. An emphasis is placed on the marketin of these types

of activities. Some activities and items included in the overall marketing and communications plan include, but are not limited to: • Ticket Sales – Development and implementation of a public relations campaign to maximize all

ticket revenues, as well as non-revenue sports program ticket sales and attendance. • Special Events Marketing – Marketing and promotion of NCAA, OVC Conference, and other special

events. • Media Promotions – Development and placement of all advertising (radio spots, TV commercials,

newspaper advertising, etc.) for all sports. • Corporate Sponsorship – Solicitation of broadcast, print and display advertising, sale of group

tickets and game day tents, and sponsorship of event items (e.g., food or awards). • Game Day Entertainment – Management of the tailgate tent lot for football, staging of pre-game

and half-time shows, especially for football and men’s basketball events. • Hospitality – All aspects of game management which influence the public’s perception of the

University. • Spirit Events – Coordination with MSU Cheer for appearances at appropriate spirit events for Eagle

Athletics and other related events. Publications The Assistant Athletic Director for External Affairs is responsible for ensuring that all printed materials (letters, advertisements, solicitations, newsletters, web pages, etc.) intended for external consumption reflect the goals and image of the University and the Athletic Department. In an effort to guarantee that the Athletic Department communicates a consistent message and that resources are used efficiently, the Assistant Athletic Director for External Affairs must be included in the planning, designing, and production of all such materials. Therefore, all Athletic Department and individual team external communications should be centralized with and coordinated by the Assistant Athletic Director for External Affairs. All such materials must receive approval prior to distribution. The Athletic Department will serve as a Eligibility Center for all printed materials related to MSU athletics to be used for public distribution. The Athletic Department has access to additional resources to serve the communication needs of each team. By including the Assistant Athletic Director for External Affairs in each communication effort, teams can benefit through greater reach and quality of printed materials. Athletic Donations/Autograph Requests Throughout the course of each year, a variety of organizations solicit the Athletic Department for donations to be used for auctions or other fundraising efforts. The Office of External Affairs is responsible for processing all requests for tickets and for autographed memorabilia related to the intercollegiate athletics program. In gaining approval for such items, both the Office of Compliance, Operations & Tickets and the Office of External Affairs must be involved. If organization makes a request, please make sure to direct

them to msueagles.com under the autograph request form. . If organization makes a request, please make sure to direct them to msueagles.com under the autograph request for Approval Process 1. Obtain Athletic Donations Request Form from the Office of External Affairs. 2. Complete the form and submit it to the Marketing & Promotions Coordinator. Form is located under

Autograph Requests on msueagles.com 3. The signed form will be forwarded to the Office of Compliance, Operations & Tickets for NCAA

approval. Upon approval, the request will be returned to the Office of External Affairs with the Office of Compliance, Operations & Tickets retaining a copy of the form for their records.

4. Upon approval by both the Office of Compliance, Operations & Tickets and the Office of External Affairs an appropriate method of delivery to the requesting party will be executed.

5. The Office of External Affairs is responsible for retaining complete records of the approval process. MSU Cheer Appearances 1. All requests for appearances made by MSU Cheer, or members thereof, must be processed

through the Head Cheer Coach. 2. Compensation for appearance fees, as well as travel expenses (food, gas) is also required. This

fee may be waived under special circumstances. 3. MSU Cheer attends all football, men’s basketball and women’s basketball events on a regular

basis. Beaker the Eagle also attends almost all home athletic events. 4. Appearance requests must be made well in advance to insure availability of members of MSU

Cheer. Media Contact Coaches and administrators are welcome to submit to media interviews when requested, with or without the interviews being set up by the Office of Media Relations. Student-athletes are encouraged to interact with members of the news media as part of their overall intercollegiate athletics experience. Interviews should be scheduled through the Office of Media Relations with the exception of game/match days. On those days, no interviews should be conducted prior to or during a competition. Post-game/match interviews are common and should be conducted in a locker room, interview room, or press box/row area under the supervision of the Sports Information staff, coaching staff, or Athletic Department administrative staff. Head Coaches of the various sports will be contacted by the Office of Media Relations and alerted to any scheduled interviews. Interview policies can be established for individual sports through discussion among the coaching staff, sports information staff, and the Director of Athletics.

Guidelines for Use of University Symbols University Symbols should only be used in accordance with the rules and regulations outlined by the Office of Communications & Marketing. The specific guidelines can be located at http://issuu.com/moreheadstate/docs/brandguide/3 and should be referred to prior to using any marks associated with the University. Logo Use Limitations All applications of the logo must be approved in advance by the Office of Communications & Marketing. The logo and logotype must always appear together. Do NOT use the logo without the Morehead State University lettering beneath it. There will be no blending or altering of this logo with other designs including, but not limited to, the athletic symbol, line drawings of mountains from the old letterhead, the Great Seal of the University, organizational logos, original drawings, or additional lettering. The logo may not be altered in any way. Commercial Use

The MSU logo is the registered trademark of Morehead State University and unauthorized commercial use is subject to applicable laws. All commercial use of the logo must be approved by the Office of Alumni & Constituent Relations, and must carry the registration mark ® before the logo can be used with the product. The registration mark ® is used following only the MSU logo and logotype. The trademark symbol ™ should be used in these applications: Following the Great Seal of the University Morehead State University Eagles ™ Eagles ™ Eagle Athletics ™ Eagle Baseball ™ Eagle Basketball ™ Eagle Cross Country ™ Eagle Football ™ Eagle Golf ™ Eagle Rifle ™ Eagle Tennis ™ Eagle Track ™ Women’s Basketball ™ Women’s Cross Country ™ Women’s Rifle ™ Women’s Softball ™ Women’s Tennis ™ Women’s Track ™ Women’s Volleyball ™ Questions about these applications should be addressed to the Office of Alumni & Constituent Relations or the Office of Communications & Marketing. A Registered Service Mark (Trademark) The University logo is the registered service mark of Morehead State University. As such, it must be properly presented and must be used for approved purposes only. In order to function as a readily identifiable symbol, the MSU logo must be confined to exact specifications in all official and commercial use. The primary function of the logo and logotype is for stationary and related materials, MSU identification and signage, and as a signature for printed materials. These guidelines are also applicable to use on uniforms, clothing, rugs, and ALL other materials on which the logo and logotype appear. This University Logo Manual establishes print and style specifications to present our logo in ALL applications. Policies described in this Manual apply to all facets of Morehead State University printing, design, and use. These uses include, but are not limited to, printed paper materials including desktop publishing, uniforms, rugs, and electronic media such as online applications, web pages, and commercial use.

The Great Seal of the University

The University seal is the official identification of Morehead State University on diplomas, commencement programs, academic certificates, and other legal documents. It should always be followed by the service mark ™. The Great Seal of the University was designed for Morehead State College in 1948 by the late Thomas Young, an art professor, and modified in 1966 when the institution received University status. The seal was altered again in 2001 when the founding date was changed from 1922 to 1887 to acknowledge the legacy of Morehead Normal School, MSU’s forerunner institution. Minor design elements also were removed to simplify the graphics. Use of the seal must be approved in advance by the Vice President for University Relations and the University Registrar. Advertising Guidelines The Marketing & Promotions Coordinator schedules all advertising for athletic events. The Athletic Department will pay the cost of all advertising for sponsored events within budget constraints established for each sport prior to its competitive season. It is the responsibility of the Marketing & Promotions Coordinator to meet with each Head Coach to determine a priority of events to be advertised and allocate advertising resources for the overall best benefit of the Department of Intercollegiate Athletics. The Marketing & Promotions Coordinator must coordinate any solicitation of a sponsor to supplement the advertising budget of a particular event. Finally, only approved Morehead State University and Department of Intercollegiate Athletics logos are to be used in advertising. Other Guidelines When the word “university” refers specifically to Morehead State University, it should be capitalized. The University should always be referred to as Morehead State University, with Morehead State or MSU acceptable as subsequent references; Morehead refers specifically to the city and is not an acceptable reference to the University.

Media Relations Deadlines Each academic year, the Athletic Department’s Office of Media Relations will provide Head Coaches with timetables outlining what is requested of them related to the compilation of information and assistance in coordinating photography sessions so that deadlines can be met for media guides and website publication. Deadlines may vary slightly from year-to-year. If at any time there are questions regarding deadlines, Head Coaches should contact the Athletic Department’s Office of Media Relations.

Section 12 – Fundraising & Development Introduction The Morehead State University Department of Intercollegiate Athletics is responsible for raising funds to supplement numerous projects and programs. Major development projects/programs of the Athletic Department include the Eagle Excellence Fund, capital improvement projects, and various sport-specific funds. Following is a basic description of these programs and the policies and procedures related to these programs as they relate to Athletic Department personnel. To ensure that fundraising associated with the Department of Intercollegiate Athletics does not present a conflict or potential conflict of interest or compromises institutional control of funds, use the following guidelines: • The Assistant Director of Athletics for External Affairs will supervise all fundraising with the assistance

of the Morehead State University Office of Development. • All funds generated by individuals and/or organizations should be deposited in a gift account in the

Morehead State University Office of Development. • Once funds have been deposited in a Central Development account, the use of these funds should be

as directed by the Director of Athletics or his/her designee. Eagle Excellence Fund The Eagle Excellence Fund (EEF) is the annual fundraising program for Morehead State University Department of Intercollegiate Athletics. Funds raised are used to pay scholarship costs for MSU student-athletes. All Athletic Department staff members are strongly encouraged to join the EEF. Capital Campaign for Intercollegiate Athletics The Capital Campaign for Intercollegiate Athletics is 3-5 year major gifts campaign that is focused primarily on facility enhancement funding. Funding strategies include private gift naming opportunities; priority seating plans; and corporate, student and government support. Involvement from all Athletic Department staff will be requested relative to public appearances and assistance in solicitations. All information relative to potential prospects, including ALL SOLICITATIONS, should be COMMUNICATED WITH AND APPROVED BY THE ASSISTANT ATHLETIC DIRECTOR FOR EXTERNAL AFFAIRS. Donations Donors may help by giving a service or produce that will help assist the Athletic Department’s budget. The fair market value of gifts will credited as an annual contribution. Special Events The Department of Intercollegiate Athletics maintains an annual fundraising golf-outing. The outing takes place in June and all Athletic Department personnel are expected to participate. All other special event fundraising activities should be coordinated through the Assistant Athletic Director for External Affairs.

Obligations of Athletic Department Staff General Expectations • All fundraising efforts must be coordinated in advance with the Assistant Athletic Director for External

Affairs to avoid duplicate solicitation. This is a University policy. • All coaches and administrative staff are expected to help identify prospective donors and help with the

cultivation process. This means getting out in our service region to meet and talk with our alumni and friends to find out where their interests are and answer their questions.

• All staff members are expected to attend as many alumni/EEF functions as possible. This includes golf outings, homecoming activities, and alumni chapter functions.

• The Assistant Athletic Director for External Affairs and the development staff will work with each sport to conduct a minimum of 1 fundraising activity which includes the student-athletes’ participation. The

Assistant Athletic Director for External Affairs and development staff will help with plans for these activities. Scheduling needs to be coordinated with the Assistant Athletic Director for External Affairs and development office to avoid conflicting dates.

• Each sport should try to hold an annual event for the former athletes in their sport. Efforts should be coordinated with the Assistant Athletic Director for External Affairs.

Specific Expectations Each staff member and sport has individual expectations that should be coordinated with the Assistant Athletic Director for External Affairs to fully accomplish the goals established.

Fund Usage Approval In order for funds to be used by each unit, you must submit the MSU Foundation EEF Request Form. All requests must be approved by the Director of Athletics. Restrictions Funds are transferred to a University line-item account, therefore, taking on the same rules and regulations in disbursement of state funds. In instances where purchases and services must be paid in fund raising activities, the EEF request can be made directly to the vendor. The same approval steps must be taken.

Appendix A – Camps and Clinics (all numbers refer to 2014-15 NCAA Division I Manual, August Version)

Definition 13.12.1.1 An institution’s sports camp or instructional clinic shall be any camp or clinic that is owned or operated by a member institution or an employee of the member institution’s athletics department, either on or off its campus, and in which prospective student-athletes participate. (Adopted: 1/11/89, Revised: 1/10/90, 4/26/01 effective 8/1/01)

Purpose 13.12.1.1.2 An institution’s sports camp or clinic shall be one that:

(a) Places special emphasis on a particular sport or sports and provides specialized instruction or practice and may include competition; (Adopted: 1/11/89, Revised: 1/10/90, 5/9/06)

(b) Involves activities designed to improve overall skills and general knowledge in the sport; or

(c) Offers a diversified experience without emphasis on instruction, practice or competition in any particular sport.

Restrictions Location – Basketball and Football 13.12.1.2 In basketball, an institution’s camp or clinic shall be conducted on the institution’s campus or within a 100-mile radius of the institution’s campus. In football, an institution’s camp or clinic shall be conducted on the institution’s campus, within the state in which the institution is located or, if outside the state, within a 50-mile radius of the institution’s campus. (Revised: 4/29/10; for men’s basketball camps, a contract signed before 9/17/08 may be honored; for women’s basketball camps, a contract signed before 9/16/09 may be honored)

Attendance 13.12.1.3 A member institution’s sports camp or clinic shall be open to any and all entrants (limited only by number, age, grade level and/or gender). (For Advertising related to this restriction see Bylaw 13.4.3.2.2.) (Revised: 1/11/89, 1/10/91, 1/11/94, 12/12/06, 9/24/09) Additional Restrictions Specific to Men’s Basketball 13.12.1.4 In men’s basketball, an institution’s basketball camp or clinic shall not offer a different participation, registration procedure, fee structure, advertisement and/or logistical experience (e.g., lodging, meals, transportation or awards/mementos) than other institutional men’s/boys’ basketball camps or clinics. (Adopted: 8/26/10) Transportation of Campers • Campers may not be transported off the MSU campus property without specific advanced written

authorization of the appropriate sport administrator, unless there is a need for timely medical care. • In the event a camp is not held on the MSU campus proper (golf camp, etc.), transportation should only

be provided as needed for transport to camp housing or camp meals. • Individuals who will be operating motor vehicles as part of their camp duties must have their driver’s

license record cleared in advance by the Office of Physical Plant to insure the necessary insurance coverage is in place. In the event of driving a 15-passenger van, the driver must have passed the University-administered driving exam.

Recruiting 13.12.1.5 The interaction during sports camps and clinics between prospective student-athletes and those coaches employed by the camp or clinic is not subject to recruiting calendar restrictions. However, an institutional staff member employed at any camp or clinic (e.g., counselor, director) is prohibited from recruiting any prospective student-athlete during the time period that the camp or clinic is conducted (from the time the prospective student-athlete reports to the camp or clinic until the conclusion of all camp activities). The prohibition against recruiting includes extending written offers of financial aid to any prospective student-athlete during his or her attendance at the camp or clinic (see Bylaw 13.9.2.2), but does not include recruiting conversations between the certifying institution’s coach and a participating prospective student-athlete during the institution’s camps or clinics. Other coaches wishing to attend the camp as observers must comply with appropriate recruiting contact and evaluation periods. In addition, institutional camps or clinics may not be conducted during a dead period. (Revised: 4/3/02, 4/26/12) Advertising 13.12.1.6 Restrictions relating to advertisements of an institution’s sports camps and clinics in recruiting publications are set forth in Bylaw 13.4.3.2. Such restrictions do not apply to sports camp and clinic advertisements in non-recruiting publications (e.g., a member institution’s game program). (Revised: 8/5/04) 13.4.3.2 An institutional camp or clinic advertisement or promotion (e.g., camp brochure, website, newspaper or magazine advertisement) must indicate that the camp or clinic is open to any and all entrants (limited only by number, age, grade level and/or gender). (Revised: 4/22/14) Employment of Prospective Student-Athletes – General Rule 13.12.1.7 An institution, members of its staff or representatives of its athletics interests shall not employ or give free or reduced admission privileges to a prospective student-athlete who is an athletics award winner or any individual being recruited by the institution per Bylaw 13.02.13.1. An institution may offer discounted admission to its camps and clinics based on objective criteria unrelated to athletics abilities (e.g., registration prior to a specific date, online registration, attendance at multiple sessions, group discounts), provided such discounts are published and available on an equal basis to all who qualify. (Revised: 3/10/04, 4/20/09, 9/24/09) 13.12.1.7.1.1 Exception -- Employment After Commitment. An institution may employ a prospective student-athlete in a camp or clinic, provided he or she has signed a National Letter of Intent or the institution's written offer of admission and/or financial aid or the institution has received his or her financial deposit in response to its offer of admission. Compensation may be paid only for work actually performed and at a rate commensurate with the going rate in the locality for similar services. Such compensation may not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability. A prospective student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic. (Adopted: 1/19/13 effective 8/1/13 Payment of Expenses 13.12.1.7.2 A representative of an institution’s athletics interests may not pay a prospective student-athlete’s expenses to attend a member institution’s sports camp or clinic. Educational Session Requirement – Basketball 13.12.1.8 An institution’s basketball sports camp or clinic must include an educational session presented in-person or in a video format detailing NCAA initial-eligibility standards and regulations related to gambling, agents and drug use to all camp and/or clinic participants. (Adopted: 1/14/97, Revised: 1/13/03)

University Responsibilities Morehead State University, in support of the operation of approved sports camps, agrees to the following: • Allow camps to operate on the Morehead State University campus, utilizing the name of the University,

the coach, and the MSU Eagles.

• Allow sports camps to use logos owned by MSU in their brochures and other approved advertisements, provided the appropriate logo agreement has been executed through the Office of Alumni & Constituent Relations.

• Allow sports camps to use the University’s athletic facilities at a fee determined by MSU, provided each camp is organized and facilities are scheduled no later than March 1.

• Allow non-coaching staff employees of MSU to be hired and take part in the camps while on approved leave, provided the staff members are paid through the University’s payroll process.

• Allow camps to sell concession items to campers as arranged through Vending & Concessions. • Upon completion of the camp, and no later than one month after its conclusion, the UCCS will provide

the Camp Director and the Athletic Department with a completed and detailed summary of all camp revenue and expenses.

• Provide, at stated expense, all on-campus meals through MSU Dining Services, contracted by the University.

Camp Director Responsibilities Once approved, the Camp Director is responsible for the overall operation of the camp and accepts responsibility for meeting the following MSU requirements: • In conjunction with the Senior Associate Athletic Director/Compliance, abide by all applicable NCAA

rules and regulations and meet MSU University standards. • Maintain MSU’s Athletic Department address (195 AAC, Morehead, KY 40351) as the official camp

return address for all camp correspondence and business matters (registrations and payments) with the Camp Director as the primary contact. A separate account should be created for the camp/clinic so that mail is not charged to the sport’s account, but rather the camp/clinic account.

• Submit all forms and paperwork in a timely manner to the department/office designated. (see Forms and Paperwork below, and Appendix B – Camp Director Checklist)

• Request all facilities and equipment (including housing and meals, if needed) by March 1 and subsequently ensure reservations upon request approval.

• Provide adequate staffing. (see Staffing below) • Promote the camp/clinic. (see Promotion/Advertising below) • Meet financial responsibilities including

o weekly deposit of registration fees into designated University Club account (53 account); o payment of proportional fee for insurance coverage, including campers’ health and accident

insurance, worker’s compensation insurance, and liability insurance covering the camp and MSU at $100,000 per occurrence with a $1,000,000 aggregate;

o payment of any external bills for camp-related expenses using existing forms (e.g., check requests, purchase requisitions); and

o payment within one month of camp conclusion to MSU Dining Services and MSU Maintenance Department for services rendered. (see Finances below)

• Take responsibility for the repair and/or reimbursement for damage to facilities and equipment belonging to Morehead State University.

• Any coaches who plan to conduct a camp or clinic off the MSU campus must follow the same procedures as those for camps held on campus.

Forms and Paperwork Including, but not limited to: • Camp proposal including facility and equipment needs, requested dates, and projected budget. • Request to receive outside income including plan of operation, estimated budget, etc. • Camp brochure • Request to employ student-athletes. • Student-athlete participation agreements. • Job description forms. • Camp staff salary sheets to include names, assignments, and compensation rates. • Consultant tax forms (W-4, I-9). • Corporate sponsorship agreement(s). • All bills for camp-related expenses should be filed using existing forms (Purchase Requisitions, Check

Requests, etc.)

• Camp registration forms and list of all campers actually attending. • Receipts of payments in the form of cash, checks, or credit cards. • Camp balance sheet(s)/activity report(s). Staffing (see also Hiring Guidelines below) The Camp Director is responsible for all staffing related to the camp/clinic. This matter should be addressed in the initial camp proposal as part of the estimated budget and should include job descriptions with salaries for coaches/counselors, athletic trainers, and a Camp Accountant (if position not assumed by Camp Director). • Coaches/counselors may be student-athletes, current MSU non-athlete students, current MSU

employees, or off-campus individuals (non-employee and non-student). • Athletic Trainers must be regularly employed University staff. Needs with regard to these positions must

be coordinated with the Assistant Athletic Director for Sports Medicine no later than April 1 of each year in accordance with the fee and needs schedule established by the Office of Sports Medicine.

Minimum Pay Scale for Athletic Training Staff Per Hour Per Day Staff Athletic Trainer $20.00 $110* Graduate Assistant $12.00 $ 90* Student Athletic Trainer $ 8.00 $ 75*

* Add $25.00 per night plus meals for each night a staff member is required to stay in camp housing.

• NOTE: While the training staff must receive compensation of at least the minimum rates shown on the

fee schedule, higher rates may be negotiated by the Athletic Trainer and the Camp Director.

Promotion/Advertising Prior to purchasing advertising or printing brochures for a camp/clinic, approval must be granted by the Compliance Office and the Marketing & Promotions Coordinator. The Camp Advertising Form should be submitted to the Marketing & Promotions Coordinator. Brochures must include a “hold harmless” release, medical release and language that support the mission of the athletic program and all compliance regulations. Specifically, the following statement must be reflected in each camp brochure: • This camp carries an EXCESS medical insurance policy to cover medical expenses for injuries/

accidents that occur in the course of camp activities. Medical expenses, including any deductibles, which are declined for payment through the camper’s personal insurance and/or through the excess policy, become the personal responsibility of the camper’s parents/guardians.

13.4.3.2 Specifies that “an institutional camp or clinic advertisement or promotion (e.g., camp brochure, website, newspaper or magazine advertisement) must indicate that the camp or clinic is open to any and all entrants (limited only by number, age, grade level and/or gender).” (Revised: 4/22/14)

13.4.3.2.1 Camp or Clinic Advertisements in Recruiting Publications. Advertisements for an in-stitution’s camp or clinic may be placed in a recruiting publication (other than a high school, two-year college or non-scholastic game program), provided the publication includes a camp directory that meets the following requirements: (Revised: 1/11/94, 9/12/03, 9/24/09, 4/22/14) (a) The size (not to exceed one-half page) and format of such advertisements must be identical; and (b) The camp directory must include multiple listings of summer camps on each page (at least two

summer-camp advertisements of the same size must appear on each page).

13.12.1.6 addresses advertisements in non-recruiting publications stating that “restrictions relating to advertisements of an institution’s sports camps and clinics in recruiting publications are set forth in Bylaw 13.4.3.2. Such restrictions do not apply to sports camp and clinic advertisements in non-recruiting publications (e.g., a member institution’s game program).” (Revised: 8/5/04)

13.4.3.2.2 Advertisements Directed Toward a Particular Audience. An institution may advertise or promote an institutional camp or clinic toward a particular audience (e.g., elite camp), provided the

advertisement or promotion indicates that the camp or clinic is open to any and all entrants (limited only by number, age, grade level and/or gender). (Adopted: 9/24/09)

The use of quotations and pictures in the advertising/brochure of a camp/clinic with regard to an institution’s coaching staff is addressed in 11.3.2.6 stating that they may not be used “unless that coaching staff member is employed by the camp.” (Adopted: 1/14/97 effective 8/1/97) 12.5.1.6 notes that “the use of a student-athlete’s name, picture and institutional affiliation [may] only [appear] in the camp counselor section in its camp brochure to identify the student-athlete as a staff member. A student-athlete’s name or picture may not be used in any other way to directly advertise or promote the camp.” (Revised: 4/26/01 effective 8/1/01, 4/17/02, 7/12/04, 1/9/06) Corporate Sponsorship Agreements are an additional means of promoting/advertising the camp/clinic. Copies of all agreements for products, services, or cash donated by corporate sponsors must be cleared through the Assistant Athletic Director for External Affairs and the Senior Associate Athletic Director/Compliance. Finances The business office will not process any camp related paperwork without the following signatures: Camp Director, Senior Associate Athletic Director/Compliance, and UCCS. Coaches will not be issued final camp checks until such time as all paperwork is complete, accurate, and on file with the appropriate offices. Fee Collection – All registration fees should be submitted to the Camp Director/Camp Accountant for weekly deposit into the University Club account (53 account). If a camper arrives at camp and has not yet paid the registration fee, he or she must pay the fee before they engage in activities. The University can provide access to credit card processors that will enable all fees to be collected on-site if necessary. Payroll – Camp staff salary sheets should be submitted to the Office of Human Resources & Payroll. Expenses – All bills for camp-related expenses should be submitted through the Athletic Department to the Office of Accounting & Financial Services using existing forms for expenses (e.g., Purchase Requisitions, Check Requests). If an association or conference (e.g. KHSAA or OVC) designates officials to work at athletic camps and the association or conference will be paying the officials, a check request must be processed to the association or conference (not an individual) for reimbursement of expenses. The association or conference will be responsible for compensating the officials. Check Requests must be accompanied by proper supporting documentation from the association or conference (e.g., invoice from KHSAA).

Hiring Guidelines for Summer Camps Hiring Student-Athletes

Great care must be exercised when hiring student-athletes to work at summer camps. The provisions and interpretations of NCAA bylaws related to playing and practice seasons and summer camps are to be followed when student-athletes are employed by the Camp Director. If questions arise as to the permissibility of employment, the Office of Compliance, Operations & Tickets must be consulted prior to employment. The General Rule regarding employment of student-athletes at camps/clinics is 12.4.3 A student-athlete may be employed by his or her institution, by another institution, or by a private organization to work in a camp or clinic as a counselor, unless otherwise restricted by NCAA legislation (see Bylaw 13.12 for regulations relating to camps and clinics). Out-of-season playing and practice limitations may restrict the number of student-athletes from the same institution who may be employed in that institution’s camp (see the specific sport in Bylaw 17 for these employment restrictions and Bylaw 13.12). 13.12.2.1 A student-athlete may be employed in any sports camp or clinic, provided compensation is provided pursuant to the criteria of Bylaw 12.4.1. A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic. (Revised: 4/24/03 effective 8/1/03, 1/19/13 effective 8/1/13)

12.4.1 Compensation may be paid to a student-athlete: (Revised: 11/22/04)

(a) Only for work actually performed; and

(b) At a rate commensurate with the going rate in that locality for similar services.

12.4.1.1 Such compensation may not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability.

A prospective student-athlete may not be employed or given free or reduced admission to a camp.

13.12.1.7.1 An institution, members of its staff or representatives of its athletics interests shall not employ or give free or reduced admission privileges to a prospective student-athlete who is an athletics award winner or any individual being recruited by the institution per Bylaw 13.02.13.1. An institution may offer discounted admission to its camps and clinics based on objective criteria unrelated to athletics abilities (e.g., registration prior to a specific date, online registration, attendance at multiple sessions, group discounts), provided such discounts are published and available on an equal basis to all who qualify. (Revised: 3/10/04, 4/20/09, 9/24/09)

The exception to this is addressed in 13.12.1.7.1.1 which allows for Employment After Commitment “provided he or she has signed a National Letter of Intent or the institution’s written offer of admission and/or financial aid or the institution has received his or her financial deposit in response to its offer of admission. Compensation may be paid only for work actually performed and at a rate commensurate with the going rate in the locality for similar services. Such compensation may not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability. A prospective student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic.” (Adopted: 1/19/13 effective 8/1/13) Camp staff salary sheets are reviewed and approved by the Director of Athletics and the Office of Compliance, Operations & Tickets. Required compliance forms are part of this packet and the Camp Director must insure these are completed by the student-athlete. Hiring MSU Students If the person you wish to hire for your camp is a student and actively taking classes during the time period of employment or any portion of the employment, then process the employment via the student payroll. Please note that STUDENTS CURRENTLY ENROLLED ARE LIMITED TO 20 HOURS PER WEEK. Paperwork needed by the Financial Aid Department is an Institutional Request Form. If the student has never been in the student employment program or hasn’t been a student employee in the past three years, an Application for Student Employment and Background Consent Form, Form I-9 (with required documents), Drug and Alcohol-Free Workplace Statement and tax forms will also be required. If the person you wish to hire for your camp is a student and NOT actively taking classes during the time period of employment or any portion of the employment, then process the employment via the employee payroll. The department will process a Part-Time/Temporary workflow via Datatel/Colleague. STUDENTS NOT CURRENTLY ENROLLED (ON EMPLOYEE PAYROLL) CAN WORK UP TO 40 HOURS PER WEEK. An MSU Application for Employment and Background Consent Form should be forwarded to HR prior to employment so a record can be created for the person and so you can enter the workflow prior to employment. Other employee documents (Personal Data Sheet, Drug and Alcohol-Free Workplace Statement, tax forms, and Form I-9) can be collected on or before the first day of employment. If the student you wish to hire for your camp is already working part-time or temporary somewhere else on campus, many of the same issues outlined in the section on Current Part-Time/Temporary Employees can occur. In addition, students cannot be on both the student and employee payrolls at the same time. Therefore, if the employment recommendation would create this type of situation, you will need to work with the Office of Human Resources & Payroll (OHR) and the Office of Enrollment Services (Financial Aid) and the other hiring department to coordinate such a hiring action. Any such action that would not be deemed

to be in the best interest of the University or that violates University policy as determined by the OHR or Financial Aid will not be approved. Disagreements will be resolved by the appropriate vice president/provost. If the student can be hired, then process the employment on the agreed upon payroll. If the employment is to be processed on the employee payroll, then submit a hardcopy Personnel Action Request (PAR) marked “Supplemental for Part-Time/Temporary Employees” along with the documents indicated in the second paragraph of this section. If the employment is to be processed on the student payroll, then submit an application for student employment, along with the other documents outlined in the first paragraph this section. NOTE: A part-time student, working more than one part-time appointment, is expected to perform camp duties outside of normal work time of the other appointment. If this is not possible, the student should not be employed for camp work. PARs, workflows, or requests for student appointments should be processed as soon as possible or at least 2-3 weeks prior to the appointment in order to allow sufficient time for approvals and processing, and to avoid missed payrolls and violations of the law, specifically relating to background checks and eligibility to work (Form I-9). If there is a rare situation in which the hiring action cannot be submitted in a timely manner, it is essential for the Camp Director to collect a new Form I-9 on or before the first day of work and work with the OHR to secure a background check. Payment will be processed based on regular payroll deadlines providing all documents have been secured for processing. Required deductions for appropriate taxes and benefits will be taken from these wages. Hiring Current Full-Time MSU Employees for Supplemental Work If the person you wish to hire for your camp is a regular, full-time MSU salaried (exempt) employee, a hardcopy Personnel Action Request (PAR) marked “Supplemental for Full-Time Employees” should be processed. The employee will not have to complete any paperwork since required documentation was secured for his/her primary position and employment, e.g. MSU Application for Employment, Background Consent Form, Form I-9, etc. and employment conditions have already been met. If the person you wish to hire for your camp is a regular, full-time MSU hourly (non-exempt) employee, the individual must be hired on an hourly basis and paid overtime. Caution is suggested when considering this type of employment for the obvious budgetary impact. The employee cannot be paid via a salary, unless compensation personnel in OHR approve the salary at the “weighted average” as required by the Department of Labor. If a decision is made to hire a regular, full-time non-exempt employee for the camp after careful consideration, a hardcopy PAR marked “Supplemental for Full-Time Employees” should be processed. Again, no paperwork from the employee is necessary for the above stated reasons. NOTE: A full-time employee, working via a supplemental appointment, is expected to perform camp duties outside of normal work time. Athletics Staff Members are a special case and are addressed in 13.12.2.3 A member institution’s athletics staff member may be involved in sports camps or clinics unless otherwise prohibited in this section (see Bylaw 11.3.2.6). (Revised: 8/5/04) Subsections address prohibition of employment at camps involved in recruiting or scouting, restrictions related to specific sports, and specifications regarding non-coaching athletic staff members. Hiring Current Part-Time/Temporary MSU Employees for Supplemental Work If the person you wish to hire for your camp is already working part-time or temporary for MSU, the University discourages additional assignments because it may result in: 1) unintended overtime issues, 2) difficulty tracking hours/overtime between both departments, 3) paying an employee at a “weighted average, and/or 4) a violation of University policy for attempting to place the employee on different payrolls (prohibited by University Administrative Regulation 300.04).

It is essential you ask each individual you are considering for employment about his/her current work status and determine if he/she is a current employee and under what circumstances. Then, if you still wish to hire such an individual, contact the Office of Human Resources & Payroll (OHR) to discuss the implications of such an employment decision. If OHR does not believe the employment of such an individual is in the best

interest of the University or violates any policy and the departmental representative disagrees, the appropriate Vice President/Provost will make a final determination. If OHR approves an additional part-time appointment for a current part-time/temporary employee, the hiring department should process the employment via the employee payroll by initiating a hardcopy PAR and marking “Supplemental for Part-Time/Temporary Employees.” The employee will not have to complete any paperwork since it was completed for their primary position/employment, e.g. MSU Application for Employment , Background Consent Form, Form I-9, etc. and employment conditions have already been met. See student section relating to dual appointments as well. NOTE: A part-time employee, working more than one part-time appointment, is expected to perform camp duties outside of normal work time of the other appointment. If this is not possible, the individual should not be employed for camp work.

Hiring Off-Campus Individuals (Non-Employees and Non-Students) For any other person you wish to hire that is not listed above, you will hire the individual on the employee payroll by processing a part-time/temporary workflow via Datatel/Colleague. An MSU Application for Employment and Background Consent Form should be forwarded to OHR prior to employment so a record can be created for the person and so you can enter the workflow prior to employment. Other employee documents (Personal Data Sheet, Drug and Alcohol-Workplace Statement, state and federal tax forms, and Form I-9) can be collected on or before the first day of employment. There are special considerations for individuals such as high school, prep school, and two-year college coaches or other individuals who are involved with prospective student-athletes:

13.12.2.2 A member institution (or employees of its athletics department) may employ a high school, preparatory school or two-year college coach or any other individual responsible for teaching or directing an activity in which a prospective student-athlete is involved at its camp or clinic, provided: (Adopted: 1/11/89, Revised: 1/11/94, 6/25/08, 8/12/10)

(a) The individual receives compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience; and

(b) The individual is not paid on the basis of the value he or she may have for the employer because of his or her reputation or contact with prospective student-athletes. (See Bylaw 13.12.3.)

Independent Contractors vs. Employees (Definitions and Guidance) This section should be read it you believe there is an individual you wish to hire for your camp that could possibly be an independent contractor rather than an employee. This will be rare in that most individuals hired for camps will fall under the “employee” classification. Representatives from the Office of Procurement Services and OHR will make a final determination as to whether or not an independent contractor relationship exists when there is a situation in question.

The characterization of individuals as independent contractors or employees has important tax and non-tax consequences to both the University and the individual. It is generally more advantageous to our University to have an individual classified as an employee. During employment tax audits, the Internal Revenue Service (IRS) will almost always treat individuals as employees absent of a reasonable basis for classification as an independent contractor by the employer. Misclassification of an individual can be very expensive to the University so it is essential that proper characterization of an individual be determined before any payments are made to that individual for services performed.

Before you hire a person to provide services, determine the type of business relationship that exists between MSU and the person: independent contractor or employee. IRS and University policies require that MSU classify all workers correctly. Misclassification of employees may result in significant penalties.

Generally, anyone who performs services for you and receives payment is your employee if you can control what will be done and how it will be done. For federal tax purposes, the relationship of employer and

employee will exist when the University has the right to control and direct the individual who performs the services, not only as to the results to be accomplished by the work, but also as to the details and means by which the result is accomplished. That is, an employee is subject to the will and control of the University not only as to what shall be done, but also as to how it shall be done. It is not necessary that the University actually direct or control the manner in which services are performed; it is sufficient if the University has the right to do so. If an employee/employer relationship exists, then payments must be made through the University’s payroll system. This ensures that appropriate background checks, benefits, tax withholding, and remitting shall occur as well as the issuance of proper tax documents at the end of the year. Telling the difference between an employee and a consultant/independent contractor is not usually difficult: your instinct is probably right. If you provide the person in question with an office, a computer, a telephone, and other tools of the trade; if you expect this person to show up to work on a schedule you set; if this person doesn’t have the option to say no to an assignment from you; if this person does not routinely accept assignments to do similar work on other projects, then this person is your employee. You must budget for, and pay, wages plus applicable fringe benefits due that person. To help determine whether a worker is an employee or an independent contractor, the IRS identified 20 factors that we should consider when making that determination. These factors, set forth in Revenue Ruling 87-41, were based on the circumstances that the courts identified and relied upon to decide whether an employment relationship existed. Not all factors must be present to find an employee/ employment relationship, but the factors are guides to use to assess the likelihood as to whether an individual is an employee or an independent contractor. There is no “magic” or set number of factors that “makes” the worker an employee or an independent contractor, and no one factor stands alone in making this determination. Each situation must be evaluated on a case-by-case basis. The 20 factors: 1. Instructions. An employee must comply with instructions about when, where and how to work. The

control factor is present if the employer has the right to require compliance with the instructions. 2. Training. An employee receives on-going training from, or at the direction of, the employer.

Independent contractors use their own methods and receive no training from the purchasers of their services.

3. Integration. An employee’s services are integrated into the business operations because the services are important to the business. This shows that the worker is subject to direction and control of the employer.

4. Services rendered personally. If the services must be rendered personally, presumably the employer is interested in the methods used to accomplish the work as well as the end results. An employee often does not have the ability to assign their work to other employees; an independent contractor may assign the work to others.

5. Hiring, supervising and paying assistants. If an employer hires, supervises and pays assistants, the worker is generally categorized as an employee. An independent contractor hires, supervises and pays assistants under a contract that requires him or her to provide materials and labor and to be responsible only for the result.

6. Continuing relationship. A continuing relationship between the worker and the employer indicates that an employer-employee relationship exists. The IRS has found that a continuing relationship may exist where work is performed at frequently recurring intervals, even if the intervals are irregular. There are some situations when independent contractors work on a continuing basis and there is no evidence of an employer-employee relationship, such as consultants, attorneys, and architects.

7. Set hours of work. A worker who has set hours of work established by an employer is generally an employee. An independent contractor sets his/her own schedule.

8. Full time required. An employee normally works full time for an employer. An independent contractor is free to work when and for whom he or she chooses.

9. Work done on premises. Work performed on the premises of the employer for whom the services are performed suggests employer control, and therefore, the worker may be an employee. Independent contractors may perform the work wherever they desire, including the premises of the employer, as long as the contract requirements are performed.

10. Order or sequence set. A worker who must perform services in the order or sequence set by an employer is generally an employee. Independent contractors perform the work in whatever order or sequence they may desire.

11. Oral or written reports. A requirement that the worker submit regular or written reports to the employer indicates a degree of control by the employer. However, independent contractors are often required to submit regular or written reports if there is a requirement of such in the contract.

12. Payments by hour, week or month. Payments by the hour, week or month generally point to an employer-employee relationship.

13. Payment of expenses. If the employer ordinarily pays the worker’s business and/or travel expenses, the worker is ordinarily an employee. However, independent contractors may also be reimbursed for travel and business expenses.

14. Furnishing of tools and materials. If the employer furnishes significant tools, materials and other equipment by an employer, the worker is generally an employee. Independent Contractors usually furnish their own tools, materials and other equipment.

15. Significant investment. If a worker has a significant investment in the facilities where the worker performs services, the worker may be an independent contractor.

16. Profit or loss. If the worker can make a profit or suffer a loss, the worker may be an independent contractor. Employees are typically paid for their time and labor and have no liability for business expenses. In addition, employees don’t have a risk of suffering a loss or an opportunity to make a profit.

17. Working for more than one firm at a time. If a worker performs services for a multiple of unrelated firms at the same time, the worker may be an independent contractor.

18. Making services available to the general public. If a worker makes his or her services available to the general public on a regular and consistent basis, the worker may be an independent contractor.

19. Right to discharge. The employer’s right to discharge a worker is a factor indicating that the worker is an employee.

20. Right to terminate. If the worker can quit work at any time without incurring liability, the worker is generally an employee. Independent contractors, as well as the employer, typically incur some sort of liability for termination of a contract.

For any person to be contracted for the camp that would not be considered an employee but rather an independent contractor, payment should be made using a Personal Services Contract. This process is handled in the Office of Procurement Services and their processing guidelines should be used when contracting for personal services (visit http://www.moreheadstate.edu/support for more information).

Developed by Human Resources on 2/13/2010 Reviewed by Enrollment Services, A&BC, Procurement Services, & Payroll

Appendix B –

Camp/Clinic Director Checklist

Item Submit To* Due Date Done

Submit written camp proposal with facility and date requirements and projected budget

UCCS March 1 Submit written request to receive outside income from camp along with plan of operation, estimated budget and additional requirements/arrangements, including insurance

Senior Associate AD/Compliance

March 1

Submit proposed camp brochure to insure that all applicable language is included (e.g., award winner status, age, grade, insurance information, discounts)

Senior Associate AD/Compliance

1 month before printing

Submit written request to employ student-athletes Senior Associate AD/Compliance

1 month prior to camp

Submit consultant tax forms (W-4, I-9) Office of HR & Payroll 1 month prior

to camp

Submit student-athlete participation agreements Senior Associate AD/Compliance

1 month prior to camp

Submit corporate sponsor agreement form Assistant AD for External

Affairs 1 month prior

to camp

Submit job description forms Senior Associate AD/Compliance

Office of HR & Payroll

1 month prior to camp

Submit camp staff salary sheets Office of HR & Payroll 1 week prior

to camp

Submit camp registration forms Director of Athletics Per session

Submit camp balance sheets/activity report Office of HR & Payroll 1 month after

camp concludes

*As all questions regarding policies and procedures involving camp activities should be processed through the Athletic Department’s Office of Compliance, Operations & Tickets and the MSU Office of University Center & Conference Services (UCCS) all documentation not directed to these entities should be copied to them.