OHIO ATHLETICS SPORT CAMPS

Transcription

1 OHIO ATHLETICS SPORT CAMPS 0

2 Table of Contents Camp Overview... 1 Definitions... 3 Sport Camp Director... 5 Sport Camp Coordinator... 6 Fees... 7 Budget... 8 Promotions... 9 Facility Scheduling Equipment Scheduling Housing and Dining Services Medical Insurance and Services Registration Revenue Collection and Deposits Refunds Compensation Payroll Background Checks Camp Store Lost Camper Response Plan Camp Cancellation Financial Reports Audit

3 Overview This summarizes the terms and conditions under which the administration will permit coaches to hold an athletic camp or clinic representing Ohio Athletics. Coaches are responsible for communicating this information to all staff working their camps. Ohio Athletics recognizes that athletic camps can be mutually beneficial for its coaches, staff and institution. All sport camps will be offered based on the availability of the athletic facility, assessment of the camp s financial feasibility and previous year s attendance. The Sport Camp Director is a head coach of an Ohio Athletics varsity sport and responsible for the overall conduct of the camp. The Sport Camp Director may delegate duties to the Sport Camp Coordinator, but maintains ultimate responsibility for the compliance of all Ohio University, department, and camp policies and procedures. The Sport Camp Director will be accountable for all financial documentation and may be subjected to both internal and external audits. Ohio Athletics must charge a facility fee when Ohio University facilities are utilized for revenue generating purposes. The fee is to cover the cost of standard operating and administrative services. Rental and scheduling for camp facilities and services (including housing and dining services) are the responsibility of the sport camp program, and should go through Ohio University Housing & Dining Services. To reserve an Ohio Athletics facility, see Facility Scheduling. Each camper must submit a registration form and signed medical form for participation. A copy of the medical form for participation can be found in the appendix. The Sport Camp Coordinator is responsible for submitting the forms to the head athletic trainer prior to the first day of camp. The Sport Camp Director is required to keep the forms on file. Ohio University will furnish comprehensive liability insurance coverage for staff working the camps. Excess medical insurance must be purchased by the sport camp program for all camp participants. If a sport camp program retains the services of a person to work at the camp who is not an employee of Ohio University they must complete a payment compliance form and a background disclosure form. Student employee must complete the required Ohio University employment and tax forms prior to the first day of employment. If employment forms are not completed and verified, the student cannot begin employment. Ohio University supplies, equipment and resources (i.e., paper, envelopes, letterhead, postage, etc.) not provided by this agreement shall not be used for camps without payment being arranged through the Athletic Department. Sport Camp Directors are required to submit a proposed camp budget, along with the facility request, for approval by the administration. All camp registrations must be administered by a camp management and registration company to facilitate the required information and compliance with fiscal procedures. Each sport camp program will secure the services of a camp management and registration company that process registration fees. 1

4 The Sport Camp Director, at his or her discretion, may allow children of the institutional staff members to receive reduced admission to attend the camp. All camp brochures/mailers must be pre-approved by the Compliance Office prior to being sent to the printer and/or distributed to potential campers. It is understood that all coaches, staff and persons working sport camps will abide by the rules, regulations, and ethical standards established by the NCAA, Mid-American Conference and Ohio University. Additionally, all necessary compliance forms will be submitted to the Director of Compliance on an annual basis. Sport Camp Directors are required to submit a financial summary report, with all supporting documentation, to the Senior Associate Athletic Director within 30 days of the conclusion of the camp. This information will be used in Ohio University s annual audit. The Senior Associate Athletic Director and those coaches who conduct sport camps and clinics will meet annually to evaluate the sports camps and clinic programs. 2

5 Definitions Definition of Institutional Camp NCAA Bylaw defines an institution s sports camp or instructional clinic as any camp or clinic that is: - owned or operated by a member institution or an employee of the member institution s athletics department, to include satellite or off-campus camps and/or clinics. - either on or off its campus - in which prospective student-athletes participate Any institution s sports camp or clinic shall be one that: - Places special emphasis on a particular sport or sports, and provides specialized instruction and may include competition - Involves activities designed to improve overall skills and general knowledge in the sport - Offers a diversified experience without emphasis on instruction, practice or competition in any particular sport (Bylaw ). Diversified Sports Camp Bylaw A diversified sports camp is a camp that offers a balanced camping experience, including participation in seasonal summer sports and recreational activities, without emphasis on instruction, practice or competition in any particular sport. Specialized Sports Camp Bylaw A specialized sports camp is a camp that places special emphasis on a particular sport or sports and provides specialized instruction. Institutional/Non-institutional Privately Owned Camps/Clinic -- Basketball NCAA Bylaw states that an institution's basketball coach and non-coaching staff members with responsibilities specific to basketball may be employed only at their own camps. Participation in such camps or clinics is limited to the months of June, July and August or any calendar week (Sunday through Saturday) that includes days of those months. It is not permissible for a basketball coach or non-coaching staff member with responsibilities only in basketball to be employed at other institutional camps or clinics or at non-institutional privately owned camps or clinics. Other Non-institutional Privately Owned Camps -- Sports Other Than Men's Basketball Bylaw states that in sports other than men's and women's basketball, an institution's athletics department personnel may serve in any capacity (e.g. counselor, guest lecturer, consultant) in a non-institutional, privately owned camp or clinic, provided the camp or clinic is operated in accordance with restrictions applicable to institutional camps (e.g., open to any and all entrants, no free or reduced admission to or employment of athletics award winners). In football, participation in such camps is limited to two periods of 15 consecutive days in the 3

6 months of June and July. The dates of the two 15-day periods must be on file in the office of the athletics director. NCAA Bylaw Definition of Prospective Student-Athlete Men s Basketball. In men s basketball, for purposes of Bylaw 13.12, the phrase prospective student-athlete shall include any individual who has started classes for the seventh grade. (Adopted: 1/17/09) NCAA Bylaw Football. [FBS/FCS] An institution s football 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. In addition, an institution s football camp or clinic may be conducted only during two periods of 15 consecutive days in the months of June and July or any calendar week (Sunday through Saturday) that includes days of those months (e.g., May 28-June 3). The dates of the two 15-day periods must be on file in the office of the athletics director. Violations of this bylaw shall be considered institutional violations per Constitution 2.8.1; however, such violations shall not affect the prospective student-athlete s eligibility. (Revised: 4/28/05 effective 8/1/05, 1/9/06 effective 8/1/06, 1/8/07) NCAA Bylaw Basketball. An institution s basketball camp or clinic shall be conducted only during the months of June, July and August, or any calendar week (Sunday through Saturday) that includes days of those months (e.g., May 28-June 3). Violations of this bylaw shall be considered institutional violations per Constitution 2.8.1; however, such violations shall not affect the prospective student-athlete s eligibility. (Adopted: 1/8/07) NCAA Bylaw Exception Football. In football, a senior prospective student-athlete shall not be permitted to enroll, participate or be employed at any such sports camp or clinic. (Adopted: 1/10/95, Revised:1/9/06 effective 8/1/06) NCAA Bylaw Recruiting Calendar Exceptions. The interaction during sports camps and clinics between prospective student-athletes and those coaches employed by the camp or clinic is not subject to the recruiting calendar restrictions. However, an institutional staff member employed at any camp or clinic (e.g., counselor, director) is prohibited from recruiting any prospective studentathlete 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 verbal or written offers of financial aid to any prospective student-athlete during his or her attendance at the camp or clinic. 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) Additionally, if certain proposed legislation passes related to men s basketball, which is likely, there will be additional bylaws to add to this area. 4

7 Sport Camp Director Any camp or clinic, regardless of length, that involves a registration fee must be administered by the Sport Camp Director. Responsibilities of the Sport Camp Director include the following: - Set dates of the camp. - Approves the camp budget. - Confirmation letters, medical forms, camp information and directional maps must be provided to all camp participants. - Confirm receipt of signed medical forms. - Approval of general camp management, including review and approval of bills, invoices, charges and reconciliation of accounts. - Approval of changes, adjustments and refunds to registration fees. - Serves as point of contact person on any compliance issues. - Approval of final reports financial and participant. - Serves as the contact person for all internal, external and compliance audits. 5

8 Sport Camp Coordinator The Sport Camp Coordinator shares responsibility for monitoring the camp s compliance with NCAA Bylaws with the Sport Camp Director. Duties of the Sport Camp Coordinator include the following: - Reserve the facility. - Create a camp budget for the approval of the Sport Camp Director. - Create camp brochures and advertisements. - Point of contact with the camp management and registration company. - Meet with Housing and Dining Services to secure housing and meals. - Respond to telephone and written inquiries from parents, high schools, etc. - Preparation and mailing of confirmation letters, medical forms, camp information and directional maps. - Organization and collection of medical forms. - Report generation including participant list, general roster by team, by coach, and participant by last name, by school, and by grade. - Directional signage preparation and placement. - Prepare and disseminate housing and food service counts and lists/reports. - Prepare deposits of income received from the camp management and registration company. - General camp management including review and processing for payment bills, invoices, charges, and reconciliation of accounts to Oracle and to administration. - Changes, adjustments and refunds to registration fees as approved by Sport Camp Director. - Completion all compliance forms. - Preparation of final reports financial and participant. - Assists Sport Camp Director with all internal, external and compliance audits. 6

9 Fees Camp Registration Fees Fees should be set based on an assessment of the market, economy and competitive camps. This will provide access to a variety of youth populations and insure revenue is sufficient to meet all expenditures. Fees must cover all expenses, including any awards or gifts given for participating in the camp per NCAA rules. Complimentary Admissions Sports camp directors desiring to register a camper at no charge or at a reduced charge must submit the request to the Compliance Office for approval by completing the Free or Reduced Admission Form (see appendix). Free or reduced admission should be the exception; not the rule. YOU MAY - Provide a free or reduced admission fee to a group registering a specified number of youth as long as the reduced admission is available to all such groups - Provide a free reduced admission fee to children of coaches or administrators who work in the camp as long as the reduced admission is considered part of the coach s compensation and such an opportunity is available to all children of coaches or administrators working in the camp. - Provide a free or reduced admission fee to children of staff and faculty at Ohio University, as long as the reduced admission is provided to all such staff and faculty. - For each of the above situations, (see appendix) (Free or Reduced Admission Form) must be completed. YOU MAY NOT - Provide a free or reduced admission fee to a high school, preparatory school or two-year college athletics award winner -or- any individual being recruited by the institution per Bylaw and (see Bylaw ). - Permit a representative of Ohio University s athletic interests to pay a prospect s expenses to attend an Ohio University sports camp or clinic (Bylaw ). Associated Ohio University Fees/Costs - Hudson Health Center Fee: In the event camp participants become ill or injured, treatment is available at the Ohio University Health Center or O Bleness Hospital. - - Insurance Coverage: Excess medical insurance for camp participants will be arranged through an insurance agent. Costs will be determined by the insurance company. - First Aid Provider Fees: The fees of a licensed athletic trainer or first aid providers will be set by Sport Medicine Services and approved by the Senior Associate Athletic Director. First Aid Providers who are required to stay in the residence hall shall also receive room and board. According to Ohio Revised Code, Section , the word Athletic Trainer/Trainer cannot be used by anyone not licensed. First Aid Provider is the appropriate term for a non-licensed athletic trainer. 7

10 Budget The Sport Camp Director must submit a proposed camp budget (see appendix) to the Senior Associate Athletic Director for review prior to the start of the camp. When planning a budget, take into account: - the minimum number of participants to run a profitable camp - basic operating costs Financial Responsibility Conducting a camp is not an obligation or expectation relative to employment with Ohio Athletics. Thus, the decision to host a camp is at the discretion of the Sport Camp Director of the applicable sport. In opting to host a camp, the Sport Camp Director assumes all financial responsibility and risk relative to the conduct of the camp. If the camp operates in a deficit, the Sport Camp Director will personally reimburse the camp account. No institutional operating dollars will be used to neither compensate for the deficit nor be carried over to the following fiscal year. Camp administration is completely separate from institutional business and should be conducted within the guidelines set forth by this policy. A camp account should be established, and all expenses and revenues must run through this account. At no time should any institutional resource (e.g., copier, paper, postage, supplies) be utilized for camp purposes without the institution being compensated for any costs incurred. Camp Account An account is established in which all fees are deposited and all expenses are paid. The Sport Camp Director processes for payment all invoices with the Ohio University purchasing card. If a vendor does not accept credit cards, these expenditures must be paid by a direct payment form. The form is located at The camp account must carry a balance forward to cover start-up costs for the following year s camps. At no time, can a camp account be in the deficit. 8

11 Promotions Each Sport Camp Director is responsible for promoting his/her camp. Brochures and any other advertising must be approved by the Associate Athletic Director for External Operations and Associate Athletic Director for Compliance and Student Services. The Sport Camp Director will create their respective brochure in accordance with the following guidelines: - Sport Camp Directors are not required to utilize Ohio University Printing Services in the production of their brochures. However, the choice of an alternative printer must be supported by a superior quote/bid from the alternative printer. A quote/bid from Ohio University Printing Services must be requested by Sport Camp Director. - Approved corporate partner logos must be included as standard in all brochures (see ISP contact to confirm). - Camp brochures must be approved by the Associate Athletic Director for External Operations and Associate Athletic Director for Compliance & Student Services (see appendix). Approval must be received before sending it to the printer. It is important that addresses, phone numbers, format of registration form and medical care information are current. - Brochures must be in compliance with Ohio University and NCAA printing guidelines and content specifications. - All brochures must include the following language: In accordance with NCAA guidelines, all Ohio University camps & clinics are open to any and all entrants, limited only by specified number, age, grade level and/or gender of its participants. YOU MAY - Use the name or picture of any student-athlete employed as a counselor in the camp counselor section only to identify the student athlete as a staff member (Bylaw ). - Advertise your camp or clinic in recruiting publications if placed in a periodical (other than a high school or two year college game program) that includes a Sport Camp Directory that meets the following requirements: a) Size (not to exceed ½ page) and format of such advertisements must be identical, and b) the Sport Camp Directory must include multiple listings of summer camps on each page (i.e., at least two summer camp advertisements of the same size must appear on each page). Bylaw Advertise in non-recruiting publications such as an Ohio University game program, local newspaper or magazine. (High school or 2-year college game programs are prohibited.) - Distribute sports camp or clinic brochures to prospective student-athletes or high school coaches. YOU MUST - The brochure must indicate the following participant information: - School grade just completed - I have have not lettered since entering the ninth grade. 9

12 YOU MUST NOT - Use a student-athlete s picture or name in any way to directly advertise or promote a camp. (A student-athlete's name, picture and institutional affiliation may only be used in the camp counselor section in its camp brochure to identify the student-athlete as a staff member.) - Pay a student-athlete for using her/her name or picture to advertise the sports camp. - Agree to advertise in recruiting publications without permission to review the layout plan prior to publication. - Distribute a poster promoting a sports camp or clinic to prospective student-athletes or high school coaches. - Advertise or have brochures available during any high school or junior college contests/events (this would include those held on Ohio University s campus). 10

13 Facility Scheduling Every effort will be made to meet the requested facility needs of each sport camp, and to include availability and preparation of athletic fields and courts. The Sport Camp Director assumes responsibility for the integrity of the facility. Any damages to Ohio University equipment or facilities, incurred as a result of camp activities, will be charged to the camp account. Procedure 1. The Sport Camp Director must submit a Schedule Request to the Assistant Athletic Director for Facilities according to the schedule (see appendix). 2. The Assistant Athletic Director for Facilities will be responsible for coordinating these requests with the appropriate parties. Fee The facility fee is $2.00 per participant. 11

14 Equipment Scheduling and Reservations All camp equipment must be requested two weeks prior to the start of each camp. The issued equipment is the direct responsibility of the Sport Camp Coordinator. The Sport Camp Coordinator must sign out requested equipment from the appropriate equipment staff. An account number must be provided at this time to charge for any missing equipment that is not returned. The issued equipment, including duffle bags, must be returned to the appropriate equipment room immediately following the end of the camp(s) session(s). All issued equipment will be inventoried upon return, notification being sent to Sport Camp Coordinator(s). Items not returned within five days following the end of camp(s) session(s) will be billed to individual camp accounts. The following items are NOT provided through the Equipment Operations for camp use: - Air Horns & Canisters - New Balls purchased through equipment program funds - Laundry hampers/storage units - Sport-specific new equipment purchased through equipment program funds - Towels Any Ohio University property that is determined to be surplus or excess must be forwarded to the Ohio University Surplus Office. This property will be disposed either through transfer to another Ohio University department or the public (Ohio University policy ). 12

15 Housing and Dining Services All sport camps will be housed in campus residence halls with meals in Ohio University dining facilities. The Sport Camp Coordinator will communicate preference for housing and dining location as well as estimated number of participants to the Housing and Dining Services Offices by January of each year. Two weeks prior to the first day of each camp, the current number of registrations will be established as the minimum number of registrations. This information will be communicated to the Housing and Dining Services staff by the Sport Camp Coordinator. The Housing and Dining Services Office will initiate a meeting with the Sport Camp Coordinator to discuss check-in and check-out procedures, building and room assignments, designated time for lights out, locking of the building at night, staff and camp counselors, fan rental, housekeeping services, preferred meal times, assigned dining halls, special menus, catering services, etc. Following the meeting, specific agreed-upon arrangements pertaining to housing and dining services are placed in writing to the Sport Camp Director with a copy to Sport Camp Coordinator. Housing and meal arrangements should be finalized by April. Supervisors, at least college age, must be provided by the Sport Camp Director to stay overnight in the residence hall to provide supervision for campers. The Sport Camp Director is responsible for the conduct of the campers in the residence hall, and dining facilities at all times. The residence hall staff will be responsible for check-in and check-out, room key distribution, maintenance and housing needs, meal ticket distribution, if necessary, answering questions, providing information, and identifying problems with conduct of campers. They are not responsible for the discipline or counseling of the campers. Supervisors must be hired in accordance and comply with all NCAA rules and regulations. In order to plan and issue meal tickets, it will be necessary for ALL that use Dining Services to be registered. Billing For Housing and Meals The Housing and Dining Office will initiate a bill for housing and meals for each camp after consultation with the Sport Camp Coordinator. Designated staff will receive housing and meals at no charge based on prior arrangements. Campers who leave for medical or emergency reasons may be charged for actual days used. 13

16 Medical Insurance and Services All camp participants must sign a Medical Form for Participation prior to engaging in any physical activity (see appendix). This release should be included in the camp informational packet. The Sport Camp Director is responsible for verifying that there is a signed authorization on file prior to the start of the camp. First Aid Providers Each camp must provide an appropriate ratio of first aid providers to campers. One first aid provider to 100 campers and one additional first aid provider per site are strongly recommended. See the following paragraph for sport specific requirements. The following collision/contact camps are required to provide the minimal first aid provider coverage indicated in the above paragraph: Football, Basketball, Wrestling, Volleyball, Softball and Baseball. The First Aid Provider will: - cover all camp sessions and be on call at other hours. - be required to complete an injury form for all campers that require medical assistance. - fill out their time sheet for each camp worked and obtain the Sport Camp Coordinator s signature to verify the hours. All campers must submit a Medical Form for Participation signed by the parent/guardian. This form must be on file with both the First Aid Provider and the Sport Camp Coordinator. - An injury or illness which occurs at camp will be carefully screened and tested by the First Aid Provider. When necessary, referral will be made to the hospital emergency room. The camper will be accompanied by a First Aid Provider. - A daily injury report will be completed by the First Aid Provider for each injury or illness. - A daily treatment record will be completed for any treatment given to campers. - A head and neck injury evaluation report will be completed for a camper with a suspected concussion or head injury. - No medications, of any kind, may be given to campers. The Sport Camp Coordinator will make the First Aid Provider aware of all medical conditions of campers. The Sport Camp Coordinator or designee (First Aid Provider) must have access to all medical forms throughout the duration of the camp. 14

17 Registration All camp registrations must be administered by a camp management and registration company to facilitate the required information and compliance with fiscal procedures. The selected company must process registration fees. The Sport Camp Director is responsible for securing a camp registration and management company to accept the forms of payment. Camp registration forms must include necessary payment information (e.g., form of payment, amount of payment, address, individual who paid the deposit or fee). The preferred method of payment is by credit card. On-site registration is strongly discouraged. Deposit of income from the registrations should be processed in accordance with Ohio University policy A final registration roster must be provided to the Senior Associate Athletic Director and to the Director of Compliance. Registration Deadline Registration deadline must be established a minimum of one month prior to the start of the camp. Data Entry The Sport Camp Director must secure a camp registration and management company for the input of daily registrations. If a registration form is received through the US mail, it must be entered into the secured camp registration company s software. A letter must be sent to each participant at least two weeks prior to the camp by the Sport Camp Coordinator. This letter should include information: - Camp regulations and policies - Contact Information - Time and place for registration - Necessary clothing and equipment - Directions to Athens The Sport Camp Coordinator must notify the Assistant Athletic Director for Facilities of check-in and check-out times that occur outside normal business hours. The Assistant Athletic Director for Facilities will arrange to have a member of the custodial or security staffs open the entrances. 15

18 Revenue Collection and Deposits All revenue received in connection with the camp must be properly documented and deposited into the camp account. Collection of all payments must conform to all current Ohio University s accounting guidelines located at Procedure The Sport Camp Coordinator is responsible for the following procedures: 1. Funds received from the camp registration company must be deposited within 48 hours of receipt. 2. Complete a deposit slip (see appendix). A registration roster must be attached to the deposit slip. 3. Submit the deposit slips and rosters to the Senior Associate Athletic Director for approval. 4. Submit approved deposits to the Ohio University Bursar s Office. 5. Maintain all deposit receipts along with registration lists. 6. Reconcile all deposits to FMS as needed. 7. Submit a financial summary report (must show total gross revenues, expenses and net income), participant roster (including payments made), and refund form to the Senior Associate Athletic Director within 30 day of the conclusion of the camp. Returned Check Fees The Ohio University Bursar Office will be notified of returned checks. A notice will be sent to the check owner detailing the reason for return and amount due. A copy of the notice will be sent to the Sport Camp Director. Returned check payments must be made with cash, cashier s check, or money order. A personal check will not be accepted. Returned checks are charged a $25.00 service fee. This fee will be charged to the camp account. 16

19 Refunds The camp refund policy must be clearly stated in the camp brochure. Camper-Initiated Cancellations/Early Departures All cancellations must be received in writing via letter or . Telephone cancellations will not be accepted. Cancellation requests must include the following information: - Camper s Name - Camp Name and Dates - Original Amount Paid - Name and address of person to whom the refund check should be issued - Reason for cancellation - Completed Payment Compliance form All refund requests must be made to Ohio (Sport) Camp: STANDARD: Sport Camp Coordinator s address Ohio (Sport) Camps PO Box 689 Athens, OH The Sport Camp Coordinator must submit a refund ledger to the Director of Compliance. Sport Camp Director and/or Institution-Initiated Cancellations The decision to cancel a camp (due to a lack of registrants or for any other reason) will be made by the Sport Camp Director and communicated to the Senior Associate Athletic Director. Such a decision must be made no later than one week after the established registration deadline. In such circumstances, registrants will be given a full refund of registration fees paid. The Sport Camp Director and/or Ohio University are not responsible for related costs such as airfare, lodging, travel cancellation charges, etc. The Sport Camp Director is personally responsible for any expenses incurred in preparation for the cancelled camp. Such expenses may not be paid through institutional operating or foundation private account. 17

20 Compensation The conduct of and employment at a camp or clinic is not an expectation or obligation of employment with Ohio Athletics. Thus, any Ohio Athletics or institutional personnel working at or for a camp or clinic, in any capacity, should be compensated by the camp accordingly. Examples include, but are not limited to, members of the athletic training, equipment, strength, compliance and/or media services staffs. Ohio University personnel cannot receive advance pay for their services. Payments will be issued following the conclusion of the camp. Due to the time it takes for direct payments, purchase orders, billing authorizations, invoices, and refund requests to be received and processed, it is difficult to determine the final account balance until several months after a sports camp. Therefore, all coaches and other Ohio University personnel conducting sport camps must be advised that they will not receive full compensation for their camp until all expenditures and refunds are accounted for and this process usually is not completed until the third month following the end of the camp. NCAA Regulations relative to hiring are as follows: YOU MAY - Employ an Ohio University student-athlete at a reasonable rate to operate a concession to sell items related to or associated with Ohio University sports camps or others in attendance (Bylaw ). - In sports other than football, employ a student-athlete to perform duties that are of a general supervisory character in addition to any coaching or officiating assignments (Bylaw a) - Employ a student-athlete at a rate commensurate with the going rate for camp or clinic counselors of like teaching ability and camp or clinic experience (Bylaw b). - In sports other than men s basketball, employ a high school, preparatory school or two-year college coach at a rate commensurate with the going rate for camp or clinic counselors of like teaching ability and camp or clinic experience and the coach is not paid on the basis of the value the coach may have for the employer because of the coach's reputation or contact with prospects. You must be able to document that the fee provided to the coach is commensurate with similar fees paid to other individuals for like services (Bylaw ). - Pay actual travel expenses (including lodging and meals in transit) to the camp for a student-athlete as partial compensation for employment in the camp as long as such travel expenses are paid for all employees of the camp (Bylaw ). - Pay in a cash advance based on anticipated earnings only if travel expenses are not provided to any employees and only if such advance does not exceed the estimated actual and necessary cost of travel or the student-athlete's estimated employment earnings, whichever is less, and such a benefit is available to all camp employees. (Bylaw ). YOU MAY NOT - Permit or arrange for a prospect, at the prospect s own expenses, to operate a concession to sell items related or associated with the camp (Bylaw ). 18

21 - Permit or arrange for a student-athlete at the student-athlete s own expense to operate a concession to sell items related to or associated with camp to campers or other in attendance (Bylaw ). - Employ a high school, preparatory school, or two-year college athletics award winner. For purposes of this guideline, a high school student includes the ninth grade level, regardless of whether the ninth grade is a part of a junior high school system (Bylaw ). In men s basketball, a prospect includes anyone who has started classes for the seventh grade. (Bylaw ) - Employ an Ohio University student-athlete at a rate based on the value that the student-athlete may have because of the athletics reputation or fame the student-athlete has achieved (Bylaw b). - Employ an Ohio University student-athlete from the football team, with eligibility remaining, in an Ohio University football camp (Bylaw ). - Compensate a high school, preparatory school, two-year college head coach based on the number of campers the coach sends to the camp (Bylaw ). - Provide a credit card to an Ohio University student-athlete to pay for actual and necessary travel expense to the camp (Bylaw ). - Prospects may not receive awards from a member institution's sports camp or clinic unless the cost of such awards is included in the admissions fees charged for participants in the camp or clinic. (Bylaw ). The Sport Camp Coordinator must submit an employment roster (see appendix) to the Director of Compliance prior to the start of camp in order to verify eligibility for employment under NCAA rules. At minimum, the roster must include employee name, prospect affiliation (school/club), camp position/responsibilities, estimated compensation, and previous experience. Additionally, this roster must be updated with actual compensation upon completion of the camp. 19

22 Payroll It is the Sport Camp Coordinator s responsibility to hire all camp staff and direct them on completing all of the proper employment forms. A staff roster and employment forms must be submitted to the Senior Associate Athletic Director prior to the first day of camp. Employment forms can be found on the Ohio Athletics shared T drive. If the required employment forms are not completed, payment will not be issued to the employee. Ohio University coaches and personnel are paid by appointment through regular Ohio University payroll procedures either at the end of the month or on a two week schedule. The camp account is responsible for all employer related taxes (see appendix) and appropriate taxes are withheld from the employee s payroll check. Non- Ohio University personnel (high school coaches and officials) are paid as independent contractors. A non-ohio University employee roster must be submitted to the Senior Associate Athletic Director, along with a completed independent contractor agreement and tax compliance form. A request for payment will be submitted to the Payroll Office. Taxes will not be withheld, but the independent contractor will receive a 1099 tax form to file with his/her annual tax return. Procedure 1. Ohio University employees will be paid in accordance with Ohio University payroll procedures. 2. Non-Ohio University employees will be paid as independent contractors and required to complete a tax compliance form (see appendix). 3. Student employees will be paid in accordance with Ohio University payroll procedures. Prior to the first day of employment, student employees must complete the following employment forms: W-4, Employment Eligibility Verification (1-9), Exemption from Retirement, Ohio Department of Public Safety Homeland Security and Direct Deposit. If paying the student an hourly rate, they must enter their time in and time out onto the Ohio University time sheet system, Workforce. 4. After the conclusion of the camp, submit payroll requests to the Senior Associate Athletic Director (see appendix). 5. Employment roster (including all information listed in previous section) must be submitted to the Director of Compliance pre- and post-camp. 20

23 Background Checks Ohio University Policy The Ohio Revised Code requires entities employing persons responsible for a child s care in out-ofhome care perform a criminal records check through the Bureau of Criminal Identification and Investigation ( BCII ) prior to employing any individual who will be responsible for providing child care. In addition, if the person cannot present proof that he or she has been a resident of Ohio for five years or more; the entity must request that BCII obtain information from the FBI as part of the criminal records check. If the person has been convicted of or pleaded guilty to certain crimes, as listed in Ohio Revised Code Section (C), then the entity is prohibited from hiring that person, unless the person has met certain rehabilitation standards. A person responsible for a child s care in out-of-home care is defined technically at Section (A)(32) of the Ohio Revised Code, but basically means anyone who will be responsible, in any way, for the care, custody or control of a minor child (i.e., a child less than eighteen years old) outside of that child s home. Pragmatically, what this means is that, anytime Ohio University hosts a program on or off campus during which employees of Ohio University will be responsible for minor children, a criminal records check should be performed on those employees who will be responsible for the children. This issue has come up most recently in the context of on-campus camps, such as Kids on Campus, academic enrichment camps, band camps and sports camps. We recommend that a criminal records check be performed on all employees of such camps, unless an employee will have no interaction whatsoever with the attending children. Of course, we recognize that there will be gray situations, wherein it is not clear whether or not a background check should be performed. In those situations, you should contact the Office of Legal Affairs for guidance. Ohio University has contracted with PeopleWise, a Lexis Nexis program that verifies social security numbers and matches them with key identity information such as name, aliases, current address, telephone number and previous addresses in less than 30 seconds. The camp account will be responsible for the fees associated with each background check. PeopleWise offers a wide range of information, including: Criminal Record Searches at the county and federal levels in every jurisdiction in the United States. Records are searched for criminal convictions at the felony and misdemeanor levels in each of the counties requested by the client. - Full access to Driving Records on a statewide basis. - Employment Credit Reports, but ONLY UPON A WRITTEN RELEASE FROM THE APPLICANT - Confirmation of the highest level of education earned directly with the college or Ohio University. - Verification of an applicant s employment history as reported on the application. - Licensing information directly with the issuing agency. 21

24 This can all be accomplished by the applicant providing to the hiring official or committee a name, social security number and date of birth. No fingerprinting is required to obtain the above-mentioned information. By Ohio and Federal law, all persons working with minors, all persons working with the elderly, and anyone working with certain radioactive materials or work concerning homeland security must have a fingerprint check. All police officers and most health care workers must also have a fingerprint check. What is involved in doing a background check? The person or people in charge of making a final offer to a candidate will be responsible for obtaining a completed background check disclosure form (see appendix). The form must be given to the Ohio University Police Department. The hiring authority can then choose from a menu of investigations. If the criminal background investigation reveals criminal activity, the hiring authority shall consult with the Office of Legal Affairs and the Senior Associate Athletic Director regarding the suitability of the individual for the position. All records obtained in conducting a background investigation will be forwarded to the hiring department. Please maintain these records. Ohio University Police Department can help the hiring official or requester coordinate what kind of search would be warranted given the nature of the position and the residential history of the applicant. 22

25 Camp Store The Sport Camp Director may sell items such as T-shirts, shorts, and caps to camp participants, including food or beverages. All inventory must be purchased from the camp account established with the Ohio University, the income derived from sales of these items must be deposited into the camp account. Any donated items sold, as part of camp must be deposited into the camp account. Food and beverage sales must be restricted to athletic facilities in light of the institution s vending contracts. It is permissible to sell non-food items in the residence halls. Soft drinks are available in the hall vending machines and food at the Ohio University Convenience Store. Ohio Athletics corporate partners shall not be approached by camp personnel with the intent to seek donations of product or discounted costs on product in support of camps. All apparel, including camp t-shirts, shorts, hats, etc., that utilize Ohio University s name, image or logo must be approved by the Associate Athletic Director for External Operations. All apparel must be ordered through the Ohio Athletics Director of Equipment and is to be purchased from Ohio Athletics corporate apparel partner. If the camp chooses to operate a Camp Store, a Miscellaneous Camp Revenue Disclosure (see appendix) must be submitted to the Senior Associate Athletic Director before overall camp settlement can be completed. This log will be used for possible auditing purposes and must include: - Total Store Income - Description and amount of merchandise sold - Description and amount of food and beverages sold - Accounting of income (Where did the money go?) There is no charge to run a camp store; however, all current Ohio University and/or Ohio Athletics accounting guidelines and procedures must be followed. Camp Stores that are run by outside vendors must receive prior approval from the Senior Associate Athletic Director and Director of Compliance. Camp Stores may NOT operate in Ohio University parking lots or on Ohio University premises not being used in conjunction with the camp. 23

26 Lost Camper Response Plan The Sport Camp Director must account for every camper. A roster of the campers under his/her supervision is essential for accounting for every camper. It is suggested that each camper be assigned a buddy. Attendance should be checked at the beginning of each morning, afternoon and evening session. 1. When a camper s buddy or counselor notices a camper is missing, the remaining camper (buddy) should immediately notify a member of the camp staff who then should immediately notify the Sport Camp Director. Upon receiving such a report, the Sport Camp Director will coordinate a search immediately to include as a minimum: A. Check all activity areas and all places frequented by the camper. B. Inform all staff members that a camper is missing. C. If the camper is not found, the Sport Camp Director and administrative staff should meet to discuss on the lost camper s last known whereabouts. If, after one hour, the camper has not been found, the Sport Camp Director must notify the Ohio University Police Department, parent and/or guardian and the Senior Associate Athletic Director. This notification should include the following: - Height - Weight - Clothes worn - Last place seen - Any habits which may aid security 24

27 Camp Cancellation The decision to conduct a camp must be made by January 1 st. Upon deciding to host a camp, the Sport Camp Director must notify the Senior Associate Athletics Director and begin making initial preparations (e.g., budget, facilities). The decision to cancel a camp (due to a lack of registrants or for any other reason) will be made by the Sport Camp Director and communicated to the Senior Associate Athletic Director. Such a decision must be made no later than one week after the established registration deadline. In such circumstances, registrants will be given a full refund of registration fees paid. The Sport Camp Director and/or Ohio University are not responsible for related costs such as airfare, lodging, travel cancellation charges, etc. The Sport Camp Director is personally responsible for any expenses incurred in preparation for the cancelled camp. Such expenses may not be paid through institutional operating or foundation account. 25

28 Financial Reports A financial packet must be completed by the Sport Camp Coordinator and approved by the Sport Camp Director for each camp and will include as a minimum: 1. Sport Camp Financial Summary (see appendix) 2. Sport Camp Final Registration List (see appendix) 3. Sport Camp Payroll (see appendix) 4. Miscellaneous Camp Revenue Disclosure (see appendix) Procedure 1. The Sport Camp Coordinator will complete a financial packet and approved by the Sport Camp Director. 2. Submit the financial packet to the Senior Associate Athletic Director within 30 days of the conclusion of the camp. 26

29 Audit There will be an audit conducted each fiscal year of Ohio University Athletics revenues and expenses. This will be conducted by an independent accountant who is not a staff member of the institution and who is selected either by the institution s chief executive or by an institutional administrator from outside the athletics department designated by the chief executive officer. This audit will include the sport camps. There will be a review of the sport camp contracts between the Ohio University and persons conducting institutional sport camps or clinics, during the specified reporting period, to obtain an understanding of the Ohio University s methodology for recording revenues from sport camps. The Sport Camp Director will be notified by the Senior Associate Athletic Director of a scheduled audit. The Sport Camp Director or designee will be asked to submit the following information: Agreements with the Ohio University related to sport camps. Camp registration brochures. Camp registration forms. Camp participation roster. Deposit forms and receipts along with corresponding participation roster. Justification of variance in expenses and revenues from previous year. 27

30 Appendix Table of Contents Appendix A: Checklist... 1 Appendix B: Schedule Request... 2 Appendix C: Brochure Declaration... 3 Appendix D: NCAA Camp Compliance Checklist... 4 Appendix E: Student-Athlete Employment... 5 Appendix F: Proposed Budget... 6 Appendix G: Medical Form for Participation... 7 Appendix H: Background Check Disclosure... 8 Appendix I: Deposit Slip... 9 Appendix J: Free or Reduced Admission Appendix K: Registration List Appendix L: Refunds Appendix M: Non Employee Payroll Appendix N: Student Payroll Appendix O: Ohio University Employees Appendix P: Miscellaneous Revenue Appendix Q: Financial Summary The documents located in the appendix can be found on the Ohio Athletics shared ICA T drive in the Camp folder. 28

31 Appendix A Ohio University Checklist September Review Ohio Sport Camps manual. Sport Camp Directors submit schedule requests to the Senior Associate Athletic Director and Assistant Athletic Director for Facilities. October Facilities and date requests are approved by the Senior Associate Athletic Director. Sport Camp Directors submits proposed budgets to the Senior Associate Athletic Director for approval. Sport Camp Directors secures housing and food services with Ohio University Housing and Dining Services. Sport Camp Directors submits brochures to the Associate Athletic Director for Compliance & Student Services for approval. December Sport Camp Directors mail brochures to prospective campers. Sport camp directors setup camp registration. Sport Camp Directors setup link to camp on Ohio Bobcats.com website. (Contact the Assistant Athletic Director for Media Relations) Hire First Aid Providers. (Contact the Assistant Athletic Director for Sport Medicine Services) 60 days prior to camp Hire camp employees. Request Criminal Background Checks for appropriate staff. 30 days prior to camp Submit employment and tax forms to the Senior Associate Athletic Director. Collect completed medical forms and provide the First Aid Provider a copy. Submit equipment requests to the Director of Equipment. 30 days following conclusion of camp Process for payment all outstanding fees and invoices. Submit payroll to the Senior Associate Athletic Director. Submit financial reports to the Senior Associate Athletic Director. 24 1

32 Appendix B 242

33 Appendix C Ohio University Brochure Declaration Sport Camp Director: This declaration is to be completed by Sport Camp Director and submitted to the Director of Compliance with other required pre-camp documents. Per NCAA Regulations: The camp or clinic is open to any and all entrants (limited only by number and age). The camp or clinic may not select participants on an invitation-only basis or reserve spots for specific prospects. The camp or clinic does not employ (even on a voluntary basis) or give free or reduced admission privileges to any high school, preparatory or two-year college athletics award winners or prospects. The purpose of the camp/clinic is designed to improve overall skill through specialized instruction and is not a tryout camp devoted primarily to agility, flexibility, speed and strength tests. There will be no recruitment activities (e.g., recruitment presentations, highlight videos, verbal offers, campus tours, etc.). The camp or clinic does not permit or arrange for a prospect or a student-athlete to operate a concession to sell items related to or associated with the camp. The cost of awards received from the camp or clinic are included in the admission fees charged to the participants of the camp or clinic. A booster representing Ohio s athletics interests is not paying any prospect s expenses to attend the sports camp or clinic. Basketball Only: The camp or clinic includes an educational session detailing NCAA initial eligibility, gambling, banned drug list, agents, etc. as required by NCAA rules. Designated Sport Camp Coordinator: Camp Name: Dates: Sport Camp Director: Date: Brochure Approved: Yes No Comments: Director of Compliance Signature: Date: Assoc. AD/External Signature: Date: 24 3

34 Appendix D Ohio University NCAA Camp Compliance Checklist (one per camp) Camp Name: Camp Dates: All information below should be clearly identified and accurate for the camp listed above. Pre-Camp Check List (Due 14 days prior to camp) Final copy of Camp Brochure & Camp Declaration has received signatory approval from Compliance before distribution/web posting or any other advertising. Pre-camp student-athlete employee roster (list of all student-athletes that may work camp). Pre-camp employee roster (list should include at minimum: employee name, prospect affiliation, camp position, estimated compensation, previous experience). Notified compliance office of any discount policy explain the policy and include it in the camp brochure. Compliance Signature: Date: Sport Camp Director Signature: Date: Post-Camp Checklist (Due 14 days after camp) Post-Camp Student-Athlete Employee Roster with amount paid Post-Camp Employee Roster (must include all employees and salaries) Individual/Group Discount List (master list of any participant or group that received a discount from the standard registration fee) Refund List (provide list of any refunds that were issued) Camp Participant Roster (master list of all camp participants with age and method of payment) Post-Camp Payment Ledger (must show total gross revenues, expenses and net income) Compliance Signature: Date: Sport Camp Director Signature: Date: 24 4

35 Appendix E Ohio University Student-Athlete Employment NCAA Bylaw In sports other than Division I football, a member institution (or employees of its athletics department) may employ its student-athletes as counselors in camps or clinics, subject to the following conditions: (a) (b) The student-athlete shall not participate in organized practice activities other than during the institution s playing season in the sport, and The member institution s director of athletics (or designee who is not a coaching staff member) must give prior approval to the student-athlete s employment arrangement. Sport: Camp/Clinic Dates: Please list all student-athletes who plan to work your camp/clinic: ~Submit to compliance office 10 days prior to camp~ Per Bylaw , Director of Athletics Approval (or designee) for Student-Athlete Employment: Director of Athletics or Designee Signature Date bution: Original Compliance Office 04/06 Copy Camp Director 524

36 Appendix F 24 6

37 Appendix G OHIO UNIVERSITY SPORTS CAMP MEDICAL FORM FOR ATHLETIC PARTICIPATION Camp Attending: Dates: Note: This form must be presented at the time of camp registration or camper will not be permitted to participate. We are NOT requiring that each camper be examined by a physician. Please print SCHOOL NAME CAMPER S NAME AGE GRADE DATE OF BIRTH ADDRESS HOME PHONE ( ) CITY STATE ZIP PARENT S NAME BUSINESS PHONE ( ) NAME OF INSURANCE CO. POLICY HOLDER S NAME SOCIAL SECURITY# ID# PLAN CODE # PARENT S EMPLOYER PLEASE NOTE: Each camper must be covered by his or her own medical insurance. 1) List any major injuries in the past year pertinent to participation in competitive sports. (Use the back of this sheet if more space is needed 2) Date of last tetanus shot 3) List known allergies 4) Check any known of the following conditions: DIABETES HEMOPHILIA EPILEPSY HEART CONDITION ASTHMA 5) Please list any chronic disease. 6) If any camper is under a physician s care, please list the name, address and phone number of the physician and what the camper is being treated for. Also list any medication the camper will be taking during his/her stay at camp. (list also the strength and dosage of the medication.) Use the back of this sheet for additional space. Assumption of Risk and Waiver I acknowledge that there are certain dangers and risks to participating in Ohio Sports Camps, including serious injury and death. I hereby assume all of the risks of participating in Ohio Sports Camps. I certify that I am physically fit, have sufficiently trained for participation in the sport of and that there are no limits to my participation in the sport of except as stated in writing and included with this form. I agree that I will waive, release and discharge Ohio University, its trustees, directors, employees, students, volunteers, representatives and agents from any and all liability for my death, injury or harm of any kind which may occur to me in relation to my participation in the Ohio Sports Camps. I further agree that to indemnify and hold harmless Ohio University, its trustees, directors, employees, students, volunteers, representatives and agents from liability for the injury or death of any persons(s) and damage to property that may result from my negligent or intentional act or omission while participating in the Ohio Sports Camps. I hereby consent to receive medical treatment which may be deemed advisable in the event of injury, accident and/or illness during this event. Participant s Signature Printed Name Date Parent s Signature (if Participant under 18) Printed Name Date Please return both copies at registration or by mail to: Ohio Sports Camps, Ohio University, PO Box 689, Athens, Ohio

38 Appendix H DISCLOSURE TO EMPLOYMENT APPLICANT REGARDING PROCUREMENT OF A CONSUMER REPORT In connection with your application for employment, we may procure a consumer report on you from LexisNexis Screening Solutions as part of the process of considering your candidacy as an employee. In the event that information from the report is utilized in whole or in part in making an adverse decision, we will provide you with a copy of the consumer report and a description in writing of your rights under the federal Fair Credit Reporting Act. The Fair Credit Reporting Act gives you specific rights in dealing with agencies. You will be given a summary of these rights together with this document. By your signature below, you hereby authorize us to obtain a consumer report about you in order to consider you for employment. Applicant s Name: Other Names Used: Applicant s Address: City / State / Zip: Telephone Number: Social Security Number: Drivers License Number and State: Name as appears on Drivers License: Date of Birth: NOTE: Date of Birth information is used ONLY by LexisNexis Screening Solutions for verification of identity and is not used for any purpose by the Employer: Applicant s Signature: 24 8

39 Appendix I Deposit Slip The control # is autocreated using the date and time you fill in above. Student Nam e: Student SSN #: Fund Type (3) Fund/ Source (4) Organization (5) ICA - Sport Camps ACCOUNT NUMBER NA/ ET (6) P roject (9) Task (2-8) Control #: D epositor's name & phone number Dollar Amount 01-Dec-09 date Description or Account Name Ohio University Deposit Form Total Deposit 1 Return to: Cashier, Chubb Hall, Ohio University, Athens, Ohio Revised Jul

40 Appendix J Ohio University Free or Reduced Admission Camp: Group/Camper s Name: (attach roster of names for group) Reason for Request: Son/Daughter of camp staff member Group Discount NCAA Policy Statement: Son/Daughter of Ohio faculty/staff member Other (Explain in Comments Section) I am aware of all NCAA rules and regulations involving free or reduced admissions privileges for camps addressed in NCAA Bylaw I certify that the camper/group named above falls into the category checked. Sport Camp Director Signature: Date: Comments: 10 24

41 Appendix K 24 11

42 Appendix L 12 24

43 Appendix M 13 24

44 Appendix N 24 14

45 Appendix O 15 24

46 Appendix P 24 16

47 Appendix Q 17 24