Philadelphia University
Department of Athletics
Compliance Program and
Coach’s Manual
2007-08
Table of Contents
Letter from the Director of Athletics
Mission Statement
Department of Athletics Directory
Important Contacts on Campus
Division of Student Life- Organizational Chart
Section I – General Policies and Procedures
Work Schedule
Meeting and Events
Dress Code
Department of Athletics Coaching Staff-Job Description
Department of Athletics Coaching Staff-Evaluation Form
Department of Athletics Coaching Staff- Professional Development
Section 2 – Office Policies and Procedures
Scheduling
Team Travel (Cash Advances, Hotel, Buses, Van Request)
Facility Use (Pre-Season, Winter Break, Spring Break, Non-Traditional Seasons)
Equipment Procedures (Purchasing, Inventory, Ordering Cycles)
Sports Medicine
Sports Information
Fund Raising
Section 3 – Compliance
Compliance Committee
Recruiting Guidelines
Recruiting Logs
Official Visits
Unofficial Visits
NCAA Coaches Certification Test
NCAA Rules Interpretations
Medical Hardship “Red Shirt”
Play and Practice Season Logs
Section 4 – Eligibility
Initial Eligibility
Continuing Eligibility
Transfer Eligibility
Walk-on Eligibility
Tryouts
Section 5 – Financial Aid
Pre-Offer Letter
Award Letter
Welcome to the Philadelphia University Athletic Department!
This handbook is your reference to Philadelphia Athletic Department resources, policies
and procedures relating to yourself as a coach and the student-athletes under your charge.
We are proud of the teams at Philadelphia University. Our teams have gained genuine
respect at the conference, regional, and national levels. The athletic department believes
strongly in the spirit of excellence, cooperation and fairness. We believe these attributes
will produce the highest standard of athletic excellence. It is my hope that, as a
department, we will continue to celebrate our past accomplishments and will provide
every athlete the opportunity to excel both athletically and academically.
I believe that all participants should receive quality coaching/teaching and that in addition
to teaching X’s and O’s, coaches should teach sportsmanship and other “life” lessons.
Coaches should treat their athletes with fairness, honesty and dignity.
I encourage you to develop the best program possible, but also to allow yourself and your
players the time and energy to support other Philadelphia University teams and to involve
yourself with the entire Philadelphia University community.
The athletic administration will make every effort to assist you with day to day operation
of running your team, so your time can be best spent coaching our student/athletes. We
will offer our assistance in any way possible, based on your requests.
I trust that you will respect and strengthen the rich tradition of Philadelphia University
Athletics. Good luck during your season of competition!
Tom Shirley,
Director of Athletics
Department of Athletics Mission Statement
The Department of Intercollegiate Athletics is an integral part of Philadelphia University. A
professionally managed and well-rounded athletic program serves to enrich the student's life
in college and enhances his or her preparation for a full and rewarding life after college.
The mission of the Department of Athletics is to afford our student-athletes, both men and
women, the opportunity to participate in a challenging and competitive athletic program, while
ensuring that they are provided a quality education in keeping the University's long-standing
concern for each student's distinctive needs.
Athletics are the most publicly visible activity of the University. Its standards, goals, and
ideals must remain in harmony with the University's academic programs. The athletic
program will be conducted in a manner that is most conducive to the physical welfare of the
student-athletes who participate, allowing them to grow physically, emotionally and
intellectually. The academic success of those students is considered paramount.
Our administrators, coaches, and athletic department staff are dedicated to maintaining the
University's reputation for integrity and excellence, both on and off the playing fields. All
athletic contests, practices and related activities will be conducted in total compliance with
the principles of fair play and amateur competition, as defined by the Atlantic Soccer
Conference (ASC), the Central Atlantic Collegiate Conference (CACC), the Eastern
Collegiate Athletic Conference (ECAC) and the National Collegiate Athletic Association
(NCAA).
We drive our student-athletes to make a difference, both in their University community and
the surrounding Philadelphia area. By doing so, we believe they will be better prepared after
graduation to assume the leadership roles for the challenges of an increasingly interdependent
world.
Based on this mission statement of Intercollegiate Athletics at Philadelphia University,
our objective is to:
1. Provide an equal opportunity for female and male student-athletes of good character and
acceptable academic standing, to compete in organized intercollegiate athletics while
pursuing a baccalaureate or master’s degree.
2. Provide an opportunity for each student-athlete to grow as a total person by enabling
involvement in more areas of student life and providing the tools that will aid the studentathlete after graduation.
3. Provide financial opportunity through scholarship assistance to diverse and deserving
student-athletes of local, regional, national and international origins.
4. Provide quality athletic facilities for athletic participation, community utilization, and
regional, national and international good will.
5. Utilize Intercollegiate Athletics as a means to reach and draw together the University
community and the alumni, to provide a source of institutional pride and through athletic
competitiveness and academic integrity.
6. Ensure in all areas of intercollegiate athletics, the Philadelphia University demands and
functions with integrity, social responsibility, ethical standards, and strict adherence to the
spirit and letter of all Philadelphia University, ASC, CACC, ECC and NCAA rules.
2007-08 STAFF LIST
ATHLETIC DEPARTMENT
SAFETY AND SECURITY
BERICH, ANTHONY
ASSISTANT DIRECTOR OF ATHLETICS
215-951-2999
3110 E. COUNTY LINE ROAD
HATBORO, PA 19040
(215) 957-9243 H
(267) 979-1854 C
BUCHANAN, ANGIE
FITNESS CENTER MONITOR
26 EAST PASTORIUS STREET
PHILADELPHIA, PA 19144
(267) 259-0391 C
CAHILL, KERRY
ASST. BASEBALL COACH
2340 B FAIRMOUNT AVENUE
PHILADELPHIA, PA 19130
(215) 232-0550 H
(215) 292-4748 C
CAUSERANO, MARK
PHYS. ED/KARATE INSTR.
423 WESTMONT DRIVE
COLLINGDALE, PA 19023
(610) 586-1775 H
(215) 473-7900 W
CONNORS, MATT
ASST. DIR. SPORTS INFORMATION
COOR. OF SPECIAL EVENTS
307 EAGLE ROAD
WAYNE, PA 19087
(610) 687-5101 H
(610) 613-2505 C
DE NUCCI, KRISTEN
ASST. VOLLEYBALL COACH
31 BRYN MAWR AVENUE
NEWTOWN SQUARE, PA 19073
(484) 802-4683 H
(484) 802-4691 C
DIGNEY, MATTHEW
HEAD M. SOCCER COACH
315 CLEVELAND AVENUE
CINNAMINSON, NJ 08077
( 856) 786-0835 H
(856) 278-3304 C
DONOHUE, ERIN
125 ELLIS STREET
(919) 270-3825 ©
ASST. M&W CROSS COUNTRY COACH
HADDONFIELD, NJ 08033
DUNBAR, GEORGE
HEAD W. SOCCER COACH
Ext. 4413
6 BARBERRY MEWS
MEDFORD, NJ 08058
[email protected]
(609) 953-1161 H
(609) 654-7544 W
(609) 760-6036 C
(609) 654-4873 F
FISCHER, ELAINE
ADMINISTRATIVE ASSISTANT
8552 GLEN CAMPBELL ROAD
PHILADELPHIA, PA 19128
(215) 482-2524 H
(215) 370-1783 C
FORD, LORRAINE
ASST.FIELD HOCKEY COACH
VOLUNTEER
3166 FOX DRIVE
CHALFONT, PA 18914
(267) 337-1382 C
GILBERT, MARTIN
HEAD M&W TENNIS COACH
825 N.29TH STREET
UNIT 5E,
PHILADELPHIA, PA 19130
[email protected]
(215) 978-7286 H
(215) 479-3436 C
HARTMAN, MATT
ASST. M. BASKETBALL COACH
111 RED FOX PLACE
MEDIA, PA 19063
(610) 356-6816 H
(610) 733-5579 C
HEINEMAN, MARK
HEAD BASEBALL COACH
308 HICKORY COURT
LANSDALE, PA 19446
(215) 368-2724 H
(215) 272-7650
HEMSLEY, KATHRYN
PHYS. ED/P. FITNESS
512 ABINGTON AVE.
GLENSIDE, PA 19038
(215) 517- 8527 H
(215) 641-0700 W
INSOGNA, DAVE
ASST. M/W CREW COACH
5204 APACHE LANE
DREXEL HILL, PA 19026
(610) 529-0561 C
KALMEY, DANA
108 BERKSHIRE DRIVE
( 856) 231-9611 H
SPORTS INFORMATION DIRECTOR
HEAD MEN’S GOLF COACH
ASST. WOMEN’S SOCCER COACH
MOUNT LAUREL, NJ 08054
(609) 605-7393 C
KEARNS, BRIANNA
ASST. WOMEN’S CREW COACH
2217 CORNWALL AVENUE
NORTHFIELD, NJ 08225
(609) 271-4046 C
KELLY, JOHN
HEAD SOFTBALL COACH
376 HARSHAW DRIVE
CHESTER SPRINGS, PA 19425
(610) 458-8840 H
(610) 476-0849 C
KNAB, CHRISTY
ext. 2584 W
HEAD FIELD HOCKEY COACH
270 LAURISTON STREET
(215) 564 7700
PHILADELPHIA, PA 19128
(609) 560-5166 C
KOCH, BRAD
ASSOCIATE DIRECTOR OF ATHLETICS
DIRECTOR OF RECREATION & FACILITIES
46 COVENTRY COURT
BLUE BELL, PA 19422
(610) 608-1351 C
LARSON, STEVE
ASST. BASEBALL COACH
100 EAST 9TH AVENUE
COLLEGEVILLE., PA 19426
(484) 948-7219 C
LEWIS, AMANDA
ASST. DIRECTOR OF RECREATION
FITNESS CENTER DIRECTOR
203 LAURISTON STREET
PHILADELPHIA, PA 19128
(610) 209-6882 C
MAGARITY, MARK
HEAD VOLLEYBALL COACH
7155 BRYAN STREET
PHILADELPHIA, PA 19119
(215) 248-2092 H
(215) 255-5569 C
MAGEE, HERB
HEAD M. BASKETBALL COACH
110 WATERFORD CIRCLE
BERWYN, PA 19312
(610) 296-3828 H
(610) 639-8995 C
MALONE, CHRISTY
HEAD LACROSSE COACH
35 SOUTH CLIFTON AVENUE
ALDAN, PA 19018
Christy_ [email protected]
(610) 368-3403
MALONE, MICHELLE
ASST. LACROSSE COACH (VOLUNTEER)
609 HERMITAGE STREET
PHIILADELPHIA, PA 19128
(610) 622-1397 H
(215) 266-5902 C
MARCIN, GREG
(302) 593-3995 C
MARTINELLI, NICK
ASST. MEN’S SOCCER COACH
415 VICTORIA AVENUE
GLASSBORO, NJ 08028
(717) 201-9139 C
MAUST, MATTHEW
HEAD ATHLETIC TRAINER
209 VICTORIA DRIVE
MONTGOMERYVILLE, PA 18936
(215) 570-1154 C
McCULLER, MIRANDA
145 S. MAIN STREET #2
(215) 538-8169 H
CHEERLEADING COACH
QUAKERTOWN, PA 18951
[email protected]
(267) 374-8034 C
(215) 536-8841 W
MORSE, GERALD J.
ASST. MEN’S GOLF COACH
458 RIVELY AVENUE
COLLINGDALE, PA 19023
[email protected]
(610) 586-3930 H
MUNN, JIM
ASST. WOMEN’S BASKETBALL COACH
117 HUNTER ROAD
PLYMOUTH MEETING, PA 19462
[email protected]
(215) 487-0110 H
(610) 715-4336 C
NETZEL, CHRIS
PHYSICAL PLANT
(215) 290-9277
O’BRIEN, CHRISTOPHER
3864 MANAYUNK AVENUE
HEAD M&W CREW COACH
PHILADELPHIA, PA 19128
PAPADANIIL, DANIEL
ASST. WOMEN’S SOCCER COACH
508 E. LANDIS AVENUE
VINELAND, NJ 08360
(610) 613-9047 C
(856) 696-0026 W
(856) 392-3422 C
[email protected]
PLETCHER, ERIN
ASST. ATHLETIC TRAINER
417 BELLA CIRCLE
DOYLESTOWN, PA 18901
RABIDEAU, CINDY
ASST. SOFTBALL COACH
144 N. LLANWELLYN AVENUE
GLENOLDEN, PA 19036
(267) 872-0055 C
REILLY, JAMES
ASST. MEN’S BASKETBALL COACH
837 WYNDOM TERRACE
SECANE, PA 19018
(484) 410-9470 C
RIDER, JILLIAN
ASST. FIELD HOCKEY COACH
602 S. 2nd STREET, APT. 10
PHILADELPHIA, PA 19147
(215) 833-3251 C
CLOUGH-SAMANGO, MELISSA
ASST. CHEERLEADING COACH
1609 RIDGEWAY ROAD
HAVERTOWN, PA 19083
(610) 789-7066 H
(610) 733-5352 C
EXT. 6818
W
SHIRLEY, THOMAS
DIRECTOR OF ATHLETICS
HEAD W. BASKETBALL COACH
1900 PARKSIDE LANE
HARLEYSVILLE, PA 19438
(215) 362-0385 H
(215) 951-2713 W
(215) 421-0613 C
SKARBEK, THOMAS
COORD. OF EQUIPMENT & FACILITIES
213 RIGHTER STREET
PHILADELPHIA, PA. 19128
(215) 910-2586 C
STADELBERGER, PAUL
ASST. W. BASKETBALL COACH
830 MIDDLEBOROUGH WAY
MICKLETON, NJ 08056
(215) 333-2804 H
(267) 237-3200 C
STAMMEN, ALISON
ASST. FIELD HOCKEY COACH
4027 SCHOOL LANE
DREXEL HILL, PA 19026
(610) 574-2096 C
STORM, MELISSA
119 MACKLENBURG DRIVE
BLUE BELL. PA 19422
ASST.W.BASKETBALL COACH
(215) 360-2981 C
(610)283-3248 C
[email protected]
THOMAS, DAVE
HEAD M & W CROSS COUNTRY COACH
611 JAMESTOWN STREET
PHILADELPHIA, PA 19128
(215) 487-0770 H
(267) 971-7760 C
TUBMAN, LYNN
ASSOCIATE AD/ SWA
200 HANCOCK AVE.
NORRISTOWN, PA 19401
(610) 277-1271 H
(484) 919-2629 C
WEINER, STACEY
ASST. M &W TENNIS COACH
2611 EAST THOMPSON STREET
PHILADELPHIA, PA 19125
(215) 593-8544 C
WITHERINGTON, JOHN
ASST. MEN’S SOCCER COACH
2911 S. 15TH ST.
PHILADELPHIA, PA 19145
EXT. 2637
( 908) 472-8684 C
ZANDLER, HARI
PHYS. ED/YOGA INSTRUCTOR
833 BUCK LANE
HAVERFORD, PA 19041
(610) 642-5621 H
ZARNOCH, GRACE
PHYS ED/DANCE INSTRUCTOR
311 SOUTH MATLACK STREET
WEST CHESTER, PA 19382
(484) 947-5658 H
(215) 667-7463 W
(610) 883-6205 C
Important Contacts on Campus
Philadelphia University Campus Store
215.951.2717
Philadelphia University Campus Security
215.951.2999 (for emergencies)
215.848.5555 (to speak to an officer)
Gutman Library
Circulation Desk: 215.951.2840
Reference Desk: 215.951.2848
Media Services: 215.951.2975
Office of Admissions
Phone: 215.951.2800 Toll Free: 1.800.951.7287
Fax: 215.951.2907
Address: Philadelphia University
Office of Admissions
School House Lane & Henry Avenue
Philadelphia, PA 19144
E-mail: [email protected]
Health Services
Phone: 215.951.2986
Fax: 215.951.6867
Dining Services (Parkhurst)
Phone: 215.951.2924
Fax: 215.951.2615
Residence Life
Phone: 215.951.2741
Fax: 215.951.2644
Office of Information Technology
Phone: 215.951.4648
E-mail: [email protected]
Career Services
Phone: 215.951.2930
Learning & Advising Center
Phone: 215.951.2799 (tutoring)
215.951.2730 (advising)
Mailroom
Phone: 215.951.2982
Office of the Registrar
Phone: 215.951.2990
Housekeeping (Arthur Jackson)
Phone: 215.951.2624
Physical Plant
Phone: 215.951.2945
Chris Netzel: 215.920.9277 (cell)
Ben Suplick: 215.951.2949
James P. Gallagher
President
Jane Antheil
VP for Enrollment & Student Affairs
Raymond Becker, Jr.
Dean of Students
Bridget Haines-Frank
Assistant Dean for Student Development & First
Year Programs
Steven P. Spann
Associate Dean of Students
April Herring
Director of Residence Life
Grad. Student Res. Coords. (4)
Ron Hathen
Counselor/AOD
Maureen FoyTornay
Counselor (PT)
Eileen Bazelon
Psychiatrist (PT)
Marjorie Berman
Coordinator of Spiritual
l
( )
Hannah Bar-Giora
Director of International Student Programs
Laurie Tuttle
Asst. Dir. of Housing &
Operations
Shana Alston
Assistant Dir. of Staff
Recruitment
Cathy Barlow
Dir. of Counseling
Services
Melissa Stolfi
Asst. Dir. of Student Development
Off-Campus Residence Coordinator (1)
Trish Shafer
Director of Career
Services
Karen Dahlquist
Director of Health
S i
Tracy DePedro
Associate
Director
Barrie Levin
Nurse Practitioner
Bryan Barts
Assistant
Director
Thomas Shirley
Director of Athletics
Timothy Butler
Dir. of Student Activities/
Kanbar Campus Center
Lesley Day
Asst. Dir./Coord. Of
Community Service
Lynn Tubman
Assoc. Dir./ Sr. Woman
Administrator
Tony Berich
Asst. Dir./Sports
Katie Tyler
Asst. Dir./Operations
Christopher O’Brien
Asst Sports Info. Dir.
Matt Maust
Head Athletic Trainer
Lori Uretsky
Trainer
Brad Koch
Assoc. Director/Recreation
Amanda Lewis
Asst. Director/Fitness
Center Director
Tom Skarbek
Coord. Of Equipment &
Facilities
Section I
General Policies
And
Procedures
Work Schedule
Full-Time Staff:
Part-Time Staff:
Meetings & Events:
Full-Time Staff:
Part-Time Staff:
Dress Code:
Full-Time Staff:
Coaching Staff:
9:00 AM-5:00 PM plus Special Events/Athletic Contest
(May be modified by the Director of Athletics)
Vacation Time needs to be approved by Director of
Athletics
As required by supervisor
Mandatory Attendance
August/September- Team Mtgs/NCAA paperwork
August-Fall Sports Social
October- Homecoming
October- Hall of Fame Dinner
November- Post Season Games
January- Department Meeting
March- Post Season Games
May- Post Season Games
May/June- Coaches Certification Exam
Mandatory Attendance
August/Sept- Team Mtgs/NCAA paperwork
August- Fall Social
November- Post Season Games
May/June- Coaches Certification Exam
Academic Year- Proper Business Dress
Summer- Casual Attire
No Athletic Wear bearing names of other
colleges/universities
Games- Philadelphia University apparel or business attire
On/Off Campus Recruiting- Philadelphia University
apparel or business attire
Student Employees/
Managers:
Games- Philadelphia University apparel or business attire.
NO Jeans.
Team Appearance:
Proper dress or Philadelphia University apparel for home
and away games.
Job Descriptions
____________________________________
_
Title: Head Coach
Department: Athletics
Supervisor’s Title: Director of Athletics
____________________________________
_
POSITION SUMMARY
The Head Coach is the individual charged (in conjunction with the Director of Athletics)
with the responsibility, planning, programming, directing, supervising, and implementing
of duties and functions for the individual sports program. The Head Coach must work
closely with all others involved in carrying out the philosophy and objectives of the
intercollegiate athletic program. The Head Coach is directly responsible to the Director
of Athletics.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Time
80% of the
Note: Please indicate next to each essential duty/responsibility the average percentage of
time an employee is expected to spend on that item. The total percentage of all items
cannot exceed 100.
1. Responsible for administrating all aspects of the program under his/her charge
including coaching, promoting, making team travel arrangements, requisitioning and
maintaining equipment, recruiting of perspective players, supervising assistants,
monitoring academic progress of student-athletes, and fulfilling other such duties as
they arise or as assigned.
2. Responsible for being thoroughly familiar with and complying with all University,
Department, ECAC and NCAA policies, and disseminate such information to
assistant coaches and student athletes. This includes on-time completion of the
NCAA coaching certification test.
3. Responsible for assisting in the preparation of, and adhering to, deadlines and specific
dates for the timely completion of all forms and related materials.
4. Responsible for arranging with the Director of Facilities for use of appropriate
facilities, and keeping the Director of Athletics informed of the condition of
equipment and facilities.
5. Responsible for providing instructions and training necessary to create skills,
techniques, and physical conditioning sufficient to enable each participant to compete
safely and competently.
6. Responsible for providing on-site supervision during all practice and game situations
including locker room supervision.
7. Responsible for providing the Associate Director of Athletics a list of recruited and
current squad members and completed NCAA forms prior to the start of the first
scheduled practice.
8. Responsible for cooperating with the Athletic Trainer to insure student-athletes have
returned all the necessary forms with the team.
9. Responsible for reporting all serious injuries of the student-athletes to the Director of
Athletics and the Athletic Trainer within 24 hours of the injury.
10. Responsible for exhibiting a high level of expertise in his/her sport and seek selfimprovement by attending clinics, workshops, seminars, and other related
development programs.
11. Responsible for treating the academic achievement and requirements necessary for
progress toward a degree as a matter of the highest priority for the student-athlete,
and to be sensitive to class and final examination schedules when scheduling practice
and game competition.
12. Responsible for managing the activities of his or her squads in a fair-minded, honest,
efficient, and financially responsible manner.
13. Responsible for treating opposing coaches, officials, students and colleagues with
respect and dignity.
14. Responsible for encouraging student-athletes to have fun in their sport and recognize
individual outstanding single or combined efforts.
MARGINAL DUTIES AND RESPONSIBILITIES
Time
20% of the
1. Responsible for working with the equipment manager to issue inventory, maintain,
collect, and store equipment used within the program.
2. Responsible for assisting the Director of Athletics and taking an active part in all
department fundraising projects.
3. Effectively encourage new student-athletes to attend Philadelphia University.
KNOWLEDGE, SKILLS AND ABILITIES
WORKING CONDITIONS
____________________________________
This position description outlines the general nature and level of work assigned to
individuals who function in this job. This description is not exhaustive; other duties and
responsibilities may be assigned.
____________________________________
___
Reviewed by Department Head
_______________
_____________________________
________________________
Date
Signature
Title
Approved by President’s Council Member
_______________
_____________________________
________________________
Date
Signature
Title
____________________________________
___
Human Resources Use Only
EE06
Category
Classification
FT/PT
Hours Worked
per Week
EX
NE
Job Description
Revised 7/13/04
____________________________________
_
Title: Assistant Coach
Department: Athletics
Supervisor’s Title: Director of Athletics
____________________________________
_
POSITION SUMMARY
The Assistant Coach is the individual charged with assisting in the same duties and
responsibilities as the head coach. He or she is responsible for assisting in planning,
programming, directing, supervising and implementing the duties and functions of the
individual sports program. The Assistant Coach reports to the Head Coach.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Time
80% of the
Note: Please indicate next to each essential duty/responsibility the average percentage of
time an employee is expected to spend on that item. The total percentage of all items
cannot exceed 100.
1. Responsible for attending staff meetings planned by the Head Coach.
2. Assists in scouting opponents and recruiting new students as assigned.
3. Aids in the execution and completion of necessary forms and other related work
involved in the sport.
4. Assists in the overall operating and planning of practice and game competition.
MARGINAL DUTIES AND RESPONSIBILITIES
Time
20% of the
1. Exhibits a sense of loyalty to the Head Coach and the Athletic program. The
Assistant Coach at all times must curtail some of his or her own thoughts regarding
team strategy, policy, etc. to comply with the overall philosophy of the Head Coach.
2. Assumes other duties assigned by the Head Coach pertaining to the overall athletic
program of the particular sport. Some such duties might be: conducting portions of
practice drills, managing equipment, working with managers, public relations,
keeping statistics, etc.
3. Responsible for (in the absence of the Head Coach) assuming the responsibilities of
the Head Coach.
4. Supports the Head Coach in conducting the individual activities of his/her respective
sport.
KNOWLEDGE, SKILLS AND ABILITIES
WORKING CONDITIONS
____________________________________
_
This position description outlines the general nature and level of work assigned to
individuals who function in this job. This description is not exhaustive; other duties and
responsibilities may be assigned.
____________________________________
___
Reviewed by Department Head
_______________
_____________________________
________________________
Date
Signature
Title
Approved by President’s Council Member
______________
_____________________________
________________________
Date
Signature
Title
____________________________________
___
Human Resources Use Only
EE06
Category
Classification
FT/PT
Hours Worked
per Week
EX
NE
Job Description
Revised 7/13/04
_______________________________________
Title: Volunteer Athletic Coach
Department: Athletics
Supervisor’s Title: Director of Athletics
_______________________________________
POSITION SUMMARY
The Director of Athletics will be responsible for the recruitment and screening of volunteer coaches
and their assignment. The University is not obligated to utilize the services of a volunteer coach
whose abilities or interests do not serve the needs of the Institution as determined by the Director of
Athletics. Coaching volunteers must be persons of known character, responsible, possess integrity,
and must be recommended by the Director of Athletics and approved by the Dean of Student Life
prior to assuming any coaching responsibilities.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Note: Please indicate next to each essential duty/responsibility the average percentage of time an
employee is expected to spend on that item. The total percentage of all items cannot exceed 100.
1. Volunteer athletic coaches may serve only under the direction and immediate supervision of a
head and/or assistant coach employed by Philadelphia University.
2. Volunteer athletic coaches must clearly understand their duties and responsibilities and perform no
services outside those duties.
3. Volunteer athletic coaches serve only in a support capacity and only head or assistant coaches
employed by the University are responsible for the supervision and instruction provided to
student-athletes participating in the athletic program.
4. Volunteer athletic coaches shall respect the individuality, dignity and worth of each studentathlete.
5. Volunteer athletic coaches are not permitted access to student-athlete records.
6. Volunteer athletic coaches must exercise discretion in disclosing any confidential student-athlete
matters the coach becomes aware of as a result of their volunteer responsibilities.
7. Volunteer athletic coaches must consult with the Director of Athletics regarding any matters or
questions regarding their duties and responsibilities or NCAA regulations.
8. Volunteers shall receive no financial remuneration.
9. Volunteer athletic coaches, may be immediately relieved of their volunteer responsibilities, with or
without cause, by the Director of Athletics.
MARGINAL DUTIES AND RESPONSIBILITIES
KNOWLEDGE, SKILLS AND ABILITIES
WORKING CONDITIONS
_______________________________________
This position description outlines the general nature and level of work assigned to individuals who
function in this job. This description is not exhaustive; other duties and responsibilities may be
assigned.
_______________________________________
Reviewed by Department Head
_______________
Date
_____________________________
Signature
________________________
Title
Approved by President’s Council Member
_______________
Date
_____________________________
Signature
________________________
Title
_______________________________________
Human Resources Use Only
EE06
Classification
Category
FT/PT
Hours Worked
per Week
EX
NE
Performance Evaluations
Performance Planning and Review for Staff Employees
Employee Name
Date of Review
Position Title
Last Review Date
Department
Job Classification
Supervisor
Title
Performance Factors:
Ratings:
Rate the employee on those performance factors relevant to his/her job. For each selected
performance factor, identify job behaviors that are instrumental to effective job
performance by checking (to enter a √ type a “3”) the appropriate line(s). The job
behaviors stated below each performance factor typically reflect a rating of “meets
standards.” Supervisors are encouraged to provide specific examples and illustrations
particularly when selecting a rating above or below that of “meets standards.”
PERFORMANCE FACTOR
5
4
3
2
1
5
4
3
2
1
Far Exceeds Requirements
Exceeds Requirements
Meets Standards
Partially Meets Requirements
Fails to Meet Requirements
EXAMPLES AND ILLUSTRATIONS
FACTOR A: Use of Time
3 Arrives at work station and is ready to begin work on time.
3 Completes tasks within scheduled time.
3 Reports to work when expected; does not abuse absence
privileges.
FACTOR B: Communications
3 Presents well-organized, correct and easily understood verbal
and/or written communications.
3 Practices good visitor relations.
3 Keeps supervisor informed of productivity and/or problems
concerning assigned tasks.
FACTOR C: Direction
3 Accurately completes assignments according to direction.
3 Asks for assistance or clarification when necessary.
3 Accepts constructive criticism in a positive manner.
3 Shows an effort to improve where areas of improvement are
noted.
FACTOR D: Responsibility
3 Responds to the work situation, and the needs of the department
and the University; willingly assists as needed.
3 Appropriately responds to unusual situations.
3 Complies with all University policies and departmental policies.
FACTOR E: Internal Relationships
3 Maintains a positive attitude in cooperating with other
employees.
3 Works effectively as a member of a team.
3 Responds to requests for help from other employees.
PERFORMANCE FACTOR
FACTOR F: Technical Competence
3 Utilizes the basic knowledge and skills necessary to complete
assigned work
3 Completes assigned work without frequent reviews by
supervisor.
FACTOR G: Quantity of Work
3 Output of work meets expectations.
3 Completes tasks or assignments on time.
3 Adapts to a quick work pace when necessary.
FACTOR H: Quality of Work
3 Quality of work meets expectation.
3 Follows instructions carefully.
5
4
3
2
1
EXAMPLES AND ILLUSTRATIONS
3 Reviews own work and makes required corrections before releasing.
PERFORMANCE SUMMARY
Appraiser’s Summary Comments
Employee’s Summary Comments
Signature of Employee Appraised
Signature of Appraiser
¾ Employee’s signature indicates only that he/she
has read this review, but does not necessarily
indicate agreement or disagreement with the contents.
Date Appraisal Discussed
SELF-APPRAISAL
EMPLOYEE’S COMMENTS:
Accomplishments
•
•
•
•
Areas of Strength
•
•
•
•
Areas for Improvement
•
•
•
Objectives (to improve job skills, build on strengths, meet the needs of the work area, etc.)
•
•
Professional Development
•
•
Professional Activities/Educational Seminars
The Philadelphia University Department of Athletics has the responsibility to offer
activities to all coaches in order to gain professional growth within their sport.
Examples of these activities can include: Coaching seminars, coaching videos, speakers,
and team visits.
Section II
Office Policies
And
Procedures
Scheduling
In constructing schedules, the primary aim is to arrange schedules which will provide
equal competition within the framework of your athletic program budget and NCAA
regional play. These schedules should be consistent with the philosophy and objectives
of Philadelphia University, the CACC, ASC, ECC, ECAC and the NCAA.
It is the responsibility of the Head Coach to work with the Director of Athletics to
organize an annual contest schedule.
Administrative Policies:
Only the Director of Athletics may sign athletic agreements. Each Head Coach will
receive a signed confirmed athletic contract agreement for each contest.
Head Coaches are free to discuss scheduling with coaches at other institutions. However,
the Director of Athletics approves all athletic contests, dates and times.
Any schedule changes will be approved and processed by the Director of Athletics. A
revised contract agreement will be processed.
Scheduling Philosophy:
Have as many home games as away games if possible (Balanced Schedule).
Limit the amount of class absences for both home and away contests.
Back to back away games will be minimized. Non-Class dates, including Saturdays,
Sundays, and Holidays will be utilized when possible to reduce missed class time.
Missed Class Letter (Appendix):
A Missed Class Letter may be used by student-athletes to give their professors in order to
discuss any conflicts between their class and their intercollegiate schedule. It is highly
recommended that student-athletes have these discussions with faculty at the beginning
of the term so a reasonable solution can be agreed upon by the professor and student.
Students who wait until the class conflict occurs to discuss missed class time are less
likely to have a faculty member who is willing to accommodate them.
Meal Per Diem
The daily meal per diem is provided so that student-athletes and others representing the
University at various sport related activities are not disadvantaged in having to miss
meals either normally provided by the college or be paid for by such individuals. The
dollar amount for each trip will be decided on by the Director of Athletics in consultation
with each coach. Meal allocations are per individual and based on the number and type
of meal (s) that will be missed due to participation. It should further be noted that in
some sports the pre-contest meal is at such an early hour that a post-contest snack is
necessary and acceptable.
Travel Procedures
To provide consistency, the below away contest procedures will apply to all sports:
Travel Arrangements
Each head coach utilizes the guidelines established in developing team travel plans by the
Director of Athletics. This includes meals, lodging, transportation, travel size etc. On all
trips an itinerary will be requested. All travel arrangements are tentative until approved
by the Director of Athletics.
Check Requests/Advances
To secure advance funds for away contests, coaches will work closely with the Director
of Athletics to arrange, in advance, the amount of funds necessary for each trip. Once
approved, the department administrative assistant will arrange for funds to be allocated at
the appropriate time. A check will be allocated to the coach for expenditure.
On occasion the department will issue a university check in advance to cover upcoming
expenses. If you receive a university check in advance, you still must submit receipts to
the department’s administrative assistant immediately following the use of the funds.
These receipts will be returned to the business office; if receipts are not submitted in a
timely manner the coach/staff member who was issued the check will be responsible for
reimbursing the university.
Receipts
On the first working day, upon returning from a trip, all receipts and unused funds must
be returned directly to the department administrative assistant. When unused funds are
returned to the business office an Athletic Receipt Form (Appendix) must be submitted
and then the department administrative assistant must be informed by the coach, so that
the budget may be properly credited. Any funds spent, where receipts were not obtained,
will be paid by the coach. The university policy regarding receipts is very clear on these
matters. Be sure to obtain receipts for any University money spent of for spending that
you except to be reimbursed. When distributing funds directly to students, use an away
contest voucher (Appendix) form and return to the administrative assistant as you would
any receipt.
Travel Group Maximum
The individuals who count in travel groups include student-athletes participants, coaches,
managers, one scorekeeper or a statistician, and one student trainer. With the exception
of the required scorekeeper and student trainer, the number of student participants,
coaches and managers who travel may vary from contest to contest at the head coach’s
discretion. The numbers below represent the total travel group allowable.
Baseball
Basketball
F. Hockey
Golf
C. Country
28
20
25
10
12
Lacrosse
Soccer
Softball
Tennis
25
28
25
12
PHILADELPHIA UNIVERSITY /
ATHLETIC DEPARTMENT
EQUIPMENT / ORDERING PROCEDURE:
•
•
•
•
Complete end of year inventory.
Coaches’ will review inventory and go over next season’s needs with
the Equipment Manager.
After fixed expenses are completed by the Director of Athletics
(officials, travel, etc.) purchase requisitions for equipment which can
be afforded within the remaining budget will be put in place.
Mandatory equipment will be purchased first!
Out of season needs (practice gear, game gear, equipment, etc.) will
be discussed and included with all in-season needs and requests. We
will not give out game gear that is used for regular season play for
any off-season games, scrimmages, etc.
TIME GUIDELINE:
Fall Sports:
Winter Sports:
Spring Sports:
Complete inventory in March/April.
Obtain quotes in March/April.
Purchase requisitions should be ready by May 15th.
Complete inventory in April/May.
Obtain quotes in April/May.
Purchase requisitions should be completed by July 15th.
Complete inventory in May.
Obtain quotes in May/June.
Purchase requisitions should be completed by August
15th Sept. 1st.
Equipment Distribution
(SAMPLE)
STUDENT ATHLETE AGREEMENT REGARDING
ATHLETIC EQUIPMENT AND APPAREL
I, ____________________________________________ understand and
comply with the following policy for athletic gear and equipment:
All athletic apparel and equipment that is given to the student athlete by the
Athletic Department must be given back in the same condition in w/ which it
was received.
It must also be returned by the date specified by the Equipment Manager
(Tom Skarbek).
Failure to return any of the given items will result in a billing of 6 times the
original amount of that item. That bill will be immediately placed on the
student’s college account. The Athletic Department cannot purchase items
in less than a quantity of six; therefore this expense will be applied to your
account.
SIGNATURE: _________________________________________________
SOCIAL SECURITY #:__________________________________________
BOX #: __________
PHONE NUMBER:_____________________
DATE: ___________________
Cc:
Tom Shirley, Athletic Director
(Sample)
February 1, 2006
To:
From:
Mark Heineman, John Kelly, Christy Malone, Marty
Gilbert
Brad Koch
RE:
Distribution dates and times
Concerning practice gear and uniforms:
1. Each team will receive shorts and t-shirt for practice; however, NO
GEAR WILL BE DISTRIBUTED UNTIL PROVIDED WITH
A FINAL ROSTER!
2. Uniforms will be distributed as follows:
Baseball
Men’s Tennis
Lacrosse
Softball
Golf
Monday, February 13th—3:00 PM
Thursday, February 16th—2:00 PM
Thursday, February 16th—8:00 PM
Wednesday, February 22nd –8:00 PM
Thursday, February 23rd—3:00 PM
3. Please note these times and prepare your teams to attend. This
process moves very smoothly when there is full cooperation.
4. Locker combinations will be given out immediately following
Spring Break. The wash process will NOT start until those
combinations are given out.
If you have any questions, please do not hesitate to contact me.
Good luck with the upcoming season!
Cc: Tom Shirley, Director of Athletics
Facility Use
PHILADELPHIA UNIVERSITY ATHLETIC
DEPARTMENT FACILITY SCHEDULING
GUIDELINES
I.) PRIORITIES
1. In-season varsity sports
2. Physical Education Classes
3. Intramurals & Recreation
4. Out of season varsity conditioning/scrimmages
5. Other Philadelphia University events
*6. Use of facilities for individual use, camps, clinics
II.) Scheduling Process / Brad Koch – Associate
Director of Athletics, will do the following:
1.) VARSITY SPORTS
• Confirm with coaches on desired practice times.
• Check with Head Athletic Trainer about trainer
coverage.
• Compile a master schedule with outdoor & indoor times.
2.) RECREATION
• Depends on student availability
• As a department, we try not to interfere with “Open
Recreation” as much as possible. Those times will be
listed and will be available in both Harris Gym and the
Athletic Recreation Center. Please advise.
• BASKETBALL - Athletic Recreation Center.
• VOLLEYBALL – Athletic Recreation Center.
• INDOOR SOCCER – Harris Gym
• FLAG FOOTBALL – Ronson Field
• SOFTBALL – Ravenhill & Alumni Field
• SOCCER – Ravenhill & Alumni Field
3.) OUT OF SEASON SPORTS
• Coaches will be given master gym schedule to fill in
desired times.
4.) PHILADELPHIA UNIVERSITY EVENTS
* Scheduling of Philadelphia University facilities for personal use, camps
or clinics must go through the Director of Athletics. Note: NCAA Bylaw
13.11.3.8 Private Lessons- Private Lessons are only permitted in the sports
of golf, tennis and equestrian. It is not permissible for a coach to provide
private lessons to prospect aged individuals.
• Any group or office inquiring about facility usage must
complete a “ROOM RESERVATION” form available in
the Student Center (College Reservations)
• The form will be sent to Associate Director of
Athletics/Facilities for his approval.
• He will then review request with current schedules &
consider the required set-up, clean-up and any schedule
inconvenience.
• He will then double check with the Director of Athletics
& approve/modify or reject as needed.
Philadelphia University
Department of Athletics
Coaching Manual for Sports Medicine
SPORTS MEDICINE INTRODUCTION
The mission of the athletic training staff is to provide quality medical care to the students
who participate in intercollegiate athletics. The program is designed to work toward the
prevention of athletic injuries, to care for those injuries that do occur, and to work
towards complete rehabilitation of any injury so that the student-athlete may return to
participation as safely and quickly as possible. These goals will best be accomplished
through communication and cooperation among the student- athletes, their families, the
coaching staff, and the athletic training staff.
Sports Medicine and Athletic Training Staff
Philadelphia University has two National Athletic Training Association certified and
Pennsylvania Board of Medicine licensed, athletic trainers (ATC) on staff. The athletic
trainer is responsible for the coordination of the medical needs for all varsity sports at
Philadelphia University. This includes pre-participation physicals, evaluation and
treatment of on-field injuries, injury rehabilitation, injury prevention, nutritional and
conditioning education, and coordination of medical insurance coverage. The athletic
training staff also includes an assistant athletic trainer and student assistants who are
under the direct supervision of the head athletic trainer. The athletic training staff is
certified in CPR and assist in providing medical coverage for athletic practices and
games.
Matthew Maust, Head Athletic Trainer
[email protected]
Erin Pletcher, Assistant Athletic Trainer
[email protected]
Office: 215.951.2726
Cell: 215.570.1154
Office: 215.951.2721
Cell: 215.360.2981
The sports medicine staff includes the registered nurse-practitioner and physicians
(Eugene Hong, MD) affiliated with the school health services, a podiatrist, rehabilitation
resident physicians, as well as the designated team physician. Philadelphia University is
contracted to Temple University Centers for Sports Medicine and Science. John Kelly,
MD is our team physician and an orthopedic surgeon who supervises the sports medicine
care of our student-athletes. We also will coordinate care with the student-athlete's family
doctor whenever necessary.
Athletic Trainer Coverage
Games
The certified athletic trainer (ATC) will be on campus for all home team competitions. At
this level of NCAA competition, most of our visiting schools will not have an ATC
traveling with their teams. As such, the home school provides an ATC for both teams.
The athletic trainer will be available for preventative treatments for both the home and
visiting teams prior to the game as well as on campus to respond to injuries on the field.
When possible a student assistant will be on the sidelines of each game to be in
communication with the ATC and provide immediate basic first aid care.
In the fall and spring, visiting teams should be directed to the Hughes Gym athletic
training room for all pre-game treatments. This may be of some inconvenience for those
teams playing on Ravenhill but logistically it is a simpler solution. Our athletes must also
come to Hughes Gym for treatment and taping for all games.
Practices
The athletic training treatment hours are from 11:00 to 9:00 PM daily, weekly changes
will be posted based on seasonal needs. Practices scheduled outside of these hours must
be previously arranged and approved by the director of athletics and the head athletic
trainer.
The athletic training staff will do all preventive and rehabilitative treatment in the
training room up to 15 minutes before a scheduled practice. Except in the case of an
athlete who makes special arrangements due to a class conflict or other reason, no one
will be treated after this time.
* Prior planning is expected of the athletes when theirs is the special case.
Water coolers and ice chests will be delivered to each practice field within 15 minutes of
a scheduled practice. A student assistant will be scheduled for most contact sport
practices. They will have a sports medicine kit and a radio. In lieu of a student assistant
the above supplies will be at the field and the coach left with a radio in contact with the
athletic trainers.
Schedule Changes
It is the responsibility of the head coaches to inform the athletic training staff of any and
all schedule changes for both games and practices. Inclement weather and other
unforeseen forces may make late changes necessary but the earliest possible notice for all
changes is expected. The head coaches control the daily schedule for their team and daily
fluctuations may not affect them very much.
The athletic training staff relies on several teams' schedules for our own personal
schedules. What might be a minor change for you might be the difference between six or
sixteen consecutive working days for the athletic trainers.
Sideline Preparation
As stated previously, the team benches for practices will be set up with water, cups or
bottles, ice bags, a medical kit, and a radio for emergency communication. Game
sidelines will include all of the above items as well as identical supplies for the visiting
team. Emergency equipment will include splints kits and access to a backboard and
oxygen.
Water is an important resource for healthy activity and as such should never be denied
during training sessions, practices, and games. The coolers should always be kept
covered and water accessed from the spigots. Viral diseases (e.g. meningitis, hepatitis and
infectious mononucleosis) can be passed from one individual to another by dipping cups
into the coolers for drinks. If you would prefer water bottles to be used please make sure
they are available for each practice and each is marked with the player’s name.
* Each team should designate a team manager who will assist in providing water to the
athletes. The student assistants will help when they are able but should not be relied upon
as they have other responsibilities.
Work-Study Student Assistants
The student assistants are work-study supported help for the athletic trainers. They are
trained in American Heart Association CPR and in basic sports medicine skills on an ongoing basis. By the nature of Philadelphia University current majors, most of the student
assistants are not interested in medical fields of study for a vocation (Philadelphia
University offers only pre-med and physician assistant majors). These majors are time
demanding, particularly in the late afternoon for labs, so we usually don't attract many of
these students to these work study jobs. A copy of the work-study job description is
found at the back of this manual. As you see many of the expected duties involve manual
preparation for practices and games as well as basic athletic training skills i.e., taping.
They should not be considered a substitute for a certified athletic trainer whether at home
or on the road in reference to a medical question or return to play decision.
INSURANCE, MEDICAL HISTORY and PHYSICAL EXAMINATIONS
HIPPA and FERPA
The University and the athletic department understand and respect the privacy of its
students and student-athletes. There are two federal laws under which the University
falls with regard to privacy: HIPPA and FERPA.
HIPPA or the Health Insurance Privacy and Portability Act pertain to the sharing of
Private Health Information (PHI) among those entities that share information with regard
to medical treatment and billing. While the University doesn’t bill for medical or
therapeutic treatments we do require information from the athletes for the purpose of
medical treatment. We must have the athlete’s permission to share information with the
medical providers and also have their permission to receive medical information from
those providers. Likewise, no coach should release any medical information, no matter
how trivial it may seem, without the express written permission of the student, to any
news agency.
FERPA or the Family Education Rights and Privacy Act: FERPA gives parents certain
rights with respect to their children's education records. These rights transfer to the
student when he or she reaches the age of 18 or attends a school beyond the high school
level. Students to whom the rights have transferred are "eligible students." More
information can be obtained at the FERPA website:
www.ed.gov/policy/gen/guid/fpco/ferpa/index.html
Medical Expenses and Insurance
Insurance information is mandatory from the student-athlete or their parents. This
information must be submitted to the athletic trainer before the student-athlete’s
scholarship will be validated. All information requested is necessary to complete our
athletic insurance forms.
Parental insurance is the primary source for medical payment. Philadelphia University
carries a secondary athletic insurance policy, at no charge to the family, on every varsity
athlete. If the parent does not have insurance coverage on their son/daughter, the
University policy will act as primary. All students must show proof of primary health
insurance to the health services center by the second Friday of each semester. Any
student who does not show proof will be automatically enrolled in the “Student Health
Insurance Plan” administered by a commercial insurance company. The cost for this
insurance is applied directly to the student’s university master bill.
Families are expected to carry a primary insurance. When our company acts as the
primary coverage the policy will only cover charges that are considered “usual and
customary”. Typically, there are balances that will become the family's
responsibility in these cases.
The medical provider will bill the family's primary insurance first. The remaining balance
of any bill is then submitted (along with the primary insurance company's explanation of
benefits form) to the secondary carrier. Any balance after this is the student-athlete's
or his/her family's responsibility.
The University maintains a $250.00 deductible on their secondary policy. If the primary
insurance pays a minimum of $250.00 on any claim this deductible is met. If the primary
does not pay all or part of this deductible then the university will accept responsibility for
up to the $250.00. This deductible will be paid or reimbursed after all insurance claims
and payments have been completed.
As you can see several steps may be necessary for complete payment of some claims.
The Head Athletic Trainer is the University's representative in coordinating the payment
of medical claims. Cooperation between the student-athlete's family, insurance company,
and the head athletic trainer is necessary for complete payment of athletic injury claims.
Student-athletes with HMO or “in-network” policies must use their plan's covered
services whenever possible. A referral is necessary to see the school orthopedist. In
most cases a visit to your primary care physician must precede an orthopedic referral. Xrays or other testing that is prescribed must be referred to the student-athlete's HMO
primary physician. The Philadelphia University secondary insurance can be used for
some items that HMOs may not cover, but denials from the HMO Company itself must
be received before claims can be submitted to the secondary carrier.
The secondary athletic insurance policy only applies to injuries incurred during
supervised games, practices, and/or conditioning sessions that are scheduled by the team's
coaching staff. The policy doesn't cover: Injuries that occur during intramural
competitions, 'pick-up' games, or non-sport accidents or pre-existing conditions, even
those that have occurred since your university career has started if it was not a schoolrelated athletic injury. Dental injuries are only covered if there is damage to a healthy,
sound tooth or teeth, then only to a maximum of $250.00 per tooth.
The athletic training department maintains a supply of dispensable medical goods (e.g.
tape, Band-Aids, pads, ace wraps, etc...) these are for the prevention and treatment of
athletic injuries throughout the entire academic year. When an athlete is prescribed an
orthotic device or functional brace, we can order them for individuals and then bill
insurance for the reimbursement in many cases.
Medical History
All student-athletes will be expected to fill out a "Medical History" form (as freshman/1st
semester transfer) or "Returning Athlete Medical Update" (sophomore-senior) and return
it to the head athletic trainer prior to the beginning of their season. These forms will be
mailed to the student-athletes during the summer and self-addressed stamped envelopes
are provided for their return. Prompt completion of these forms is appreciated.
Pre-participation Physical Examination
Each year all student athletes at Philadelphia University must have a physical
examination on file to participate in intercollegiate athletics. The team physician or his or
her own family physician may perform this examination. This must be on file with the
athletic trainer prior to participating in any tryout, practice, scrimmage, or game. Forms
will be provided to the student if they elect to have their family physician do the
screening. The university will not reimburse the student if they elect to go to their own
physician.
A University admissions requirement includes a physical examination and up to date
vaccinations record. The admissions freshman physical is acceptable as meeting the
athletics department requirement for that year only.
Screening physicals will be scheduled in August for returning fall sport athletes and in
September for winter and spring sport athletes. A screening will be scheduled in February
for additional spring sport athletes if necessary.
All walk-on student athletes must have a physical examination prior to field evaluation
with the team. The forms necessary are available from the athletic trainer. The cost of this
physical is the student's responsibility.
Physician Evaluations and Second Opinions
The team and student health physician are the final authorities with regard to return to
play decisions. The athletes may seek or request second opinions at any time for any
injury; but if the second opinion differs in whether the athlete should play or not, the
team physician is the deciding authority.
Second medical opinions are paid in the same manner as primary opinions: The athlete’s
health insurance is billed first and the university’s secondary excess policy is billed after.
Any medical bill not paid by both insurance policies is the responsibility of the athlete.
Freshman and Transfer Medical Clearance
A University admissions requirement includes a physical examination and up to date
vaccinations record. The admissions freshman physical is acceptable as meeting the
athletics department requirement for that year only. In addition, all first-year athletes,
whether recruited, scholarship or walk-on must complete a medical history form for the
athletic department. All injuries and surgeries sustained within the full year prior to
entering Philadelphia University must be reported on this medical history form. The
University reserves the right to require our team physician’s medical clearance before the
athlete is cleared to play. The athlete’s primary medical insurance must be used to cover
the cost of this medical appointment. If the team physician does not clear the athlete for
practice a treatment plan will be developed among the medical staff and the athlete.
Should the treatment plan extend beyond the season’s end the athlete will not use a year
of NCAA eligibility.
INJURY PREVENTION, CARE AND TREATMENT
The athletic training room is the central location for all athletic therapy. The Hughes
Gym facility is very well equipped as far as modalities are concerned. It contains a
JOBST cryo-compression pump, Hydrocollator moist heat packs, a Dynatronics and a
Rich-Mar electrical stim machines, ultrasound, N-K table, weights, proprioceptive
training tools and a wet room with 3 whirlpools and ice machine. The Althouse gym
training room contains many duplicate treatment modalities but is designed to be more of
a game preparedness facility than a complete therapy room.
Occupational Safety and Health (OSHA)
All treatments performed by the athletic training staff must comply with federal OSHA
standards for universal precautions and bloodborne pathogens. All known wounds
should be treated and covered prior to practices or games. Proper self-protection (i.e.,
latex gloves) must be worn by the caregiver. When a student-athlete is bleeding, the
bleeding must be stopped and the wound covered with an occlusive dressing sturdy
enough to withstand the demands of the activity before the athlete continues in the
practice or competition.
The NCAA rules committees for the sports we participate in here at Philadelphia
University have set forth that a uniform change must occur if the uniform is saturated
with blood. Uniform number rules are excepted in this circumstance. If the uniform is
stained it is not required to change to a clean article of clothing. The determination of
stained vs. saturated is often the referee’s decision. It is the coach’s responsibility to have
extra uniforms on hand. Please don't embarrass a substitute into giving up their uniform
so a starter may continue playing. Hydrogen peroxide is included in each medical kit; it
may be used to remove blood from all clothing without damaging the uniform. Gloves
should be used to remove blood stains. Please make yourselves familiar with the
individual rules of your sport regarding injuries and blood. When on the road the home
athletic trainer assumes responsibility for treating and allowing athletes back to activity.
Medications
Prescription medication must be ordered by a physician and only dispensed by a licensed
pharmacy. As such we don't keep a stock of prescriptive medications on hand. It is the
athlete's responsibility to obtain any prescription medication. They may attempt to get
reimbursed by their insurance company and then Philadelphia University insurance plan.
Small supplies of over-the-counter (OTC) medications (Advil, Aleve, Tylenol, Pepto
Bismal, Tums, etc...) are kept on hand for therapeutic treatments. These medications must
be dispensed by the professional medical staff only and are therefore stored in a locked
cabinet. The distribution of these medications must comply with standing orders
supported by the team physician. Casual use of pain medications is not encouraged as
even OTC medications can be abused.
* If an athlete asks a coach for any medication, such as aspirin or Tylenol, they are
requested to refer the athlete to the athletic trainer. As simple as this request may seem,
there are circumstances that might advise against giving an athlete any medication.
NOTE: Visiting athletes and coaches will not be given any OTC medication by the
Philadelphia University sports medicine staff.
Injury Reporting
The athletic trainer will be on campus or in attendance for all home events so athletes
should report all injuries as soon as possible. The possibility exists that the full degree of
an injury may not be felt until sometime later. Athletes should be directed to inform the
athletic trainer as soon as the need for care is realized. This includes contacting the
athletic trainer at home in an emergency situation or leaving a message on school voice
mail.
Games
The athletic trainer will evaluate and report all injuries as they occur. If a student athletic
trainer is present at the time of the injury they will contact the athletic trainer for a
complete injury evaluation.
If an athlete is injured at an away event, the coach should allow the home athletic trainer
to determine the seriousness of an injury. As the athletic trainer is an extension of the
home team's physician and a trained medical professional, their decision on continued
game participation should be respected.
If an athlete is injured on the field the coach should give direction to the rest of the team
and allow the medical staff, home or away, to perform their job. If the medical staff needs
assistance they will include the coaching staff. This may include transporting an athlete,
calling for an ambulance, or psychological assistance for the athlete.
Coaches should report away game injuries by leaving a message on the athletic training
office voice mail (x2726) upon your return to campus. If an athlete is injured to the extent
that physician assistance is necessary, use a local hospital emergency room as opposed to
making an athlete deal with pain for the drive back to Philadelphia University. All
coaches are given "Team Travel Booklets" prior to their season. These booklets should be
carried on all road trips. It includes all insurance and emergency information for every
member of their team. If the stay at the hospital might involve extended evaluation or an
overnight admission the coach should contact the Athletic Director and Head Athletic
Trainer immediately.
Note: If any of your athletes are under 18 years old, they are considered to be a minor.
You, as their coach, do not have the authority to give permission for any medical
treatment. We must get parental or guardian permission for any medical attention
beyond emergency life threatening care.
Practices
As you know, injury and or being hurt can be a normal part of participation in athletics.
For some athletes the distinction between "hurting" and being injured is a fine line. Pain
is a very personal and individual sensation. If someone says they have pain they should
not be criticized or discounted. Please encourage your athletes to accept soreness as a
normal response to increased conditioning and learn their personal distinction between
soreness and pain.
Conditioning at high levels should develop muscle soreness whenever that training is
over an athlete's personal threshold: the higher a level of fitness the higher the threshold.
Soreness can be reduced with cold the same way injuries are treated. Encourage
stretching and cold whirlpools after practice if your athletes are experiencing excessive
soreness. Include a cool down in your daily practice schedule, as this will alleviate some
potential for sore muscles.
Athletes should be directed to report injuries immediately when they occur or after
practice. This should take priority over other activities such as meals or showers. The
evaluation and treatment will be completed with the athletes schedule in mind.
Return to Play
When an athlete reports an injury; the athletic trainer will evaluate its severity. The
athlete will be advised whether it is safe to practice or compete at that time. This
information will be relayed to the athlete's coaching staff. If the athlete is ruled unable to
play, only the team physician or athletic trainer may change this determination and allow
the athlete to play. If the team physician evaluates the injury and rules the athlete unable
to play then only the team physician may determine when the athlete may return to
activity. It is unacceptable for any coach to allow an athlete to practice or compete if they
have been determined unable to participate.
Athletes may seek a second opinion for any injury using their primary insurance.
However, return to play decisions may not be appealed except to the team physician. The
Philadelphia University team physician is the final authority on all return to play
decisions.
(Note: Athletes and/or parents are not allowed to overrule the physician or athletic trainer
as to participating in a game or practice. No waiver of liability or informed consent can
be signed that would absolve a coach, athletic trainer, physician, or the institution in such
a case. Coaches are advised to follow the determination of the medical staff in injury
determination.)
While on the road if the coach overrules a medical decision, it should be known that
personal liability is a major issue to be considered. If further injury were to occur to
the athlete, the coach would be held responsible. The athlete would not be held
responsible for their own actions and the athletic trainer or physician would have
documented their evaluation and recommendation. (Upheld in many previous court
decisions).
NCAA Drug Testing and Education
Philadelphia University supports all policies within the NCAA legislation regarding
drug and supplement use by its student-athletes. The athletic department supports
random drug testing when selected by the NCAA and its agent the “Center for Drug
Free Sport”. All teams are subject to random drug testing year-round championships.
The following chart includes all current “illegal” drugs tested for by the NCAA. This
chart is accurate as of July 1, 2005.
NCAA Banned-Drug
Classes
2003-2004
nandrolone
stanozolol
norandrostenediol
Testosterone and
related
norandrostenedione
The NCAA list of banned-drug classes is subject
to change by the NCAA Executive Committee.
Contact NCAA education services or
www.ncaa.org/health-safety for the current list. The
term "related compounds" comprises substances that
are included in the class by their pharmacological
action and/or chemical structure. No substance
belonging to the prohibited class may be used,
regardless of whether it is specifically listed as an
example.
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 use of supplements is
at the student-athlete's own risk. Student-athletes
should contact their institution's team physician or
athletic trainer for further information.
Bylaw 31.2.3.1 Banned Drugs
The following is a list of banned-drug classes,
with examples of substances under each class:
(a) Stimulants:
methyleneamiphenazole
dioxymethampheta
amphetamine
mine (MDMA
bemigride
(ecstasy)
benzphetamine
bromantan
nikethamide
1
pemoline
Caffeine (guarana)
chlorphentermine
pentetrazol
cocaine
cropropamide
crothetamide
diethylpropion
phenmetrazine
phentermine
phenylephrine
2
compounds
norethandrolone
oxandrolone
oxymesterone
oxymetholone
(c) Substances Banned
for
Rifle:
alcohol
atenolol
metoprolol
nadolol
(d) Diuretics:
acetazolamide
bendroflumethiazide
benzthiazide
bumetanide
chlorothiazide
chlorthalidone
ethacrynic acid
flumethiazide
furosemide
hydrochlorothiazide
other anabolic sgents
clenbuterol
methenolone
Specific Sports
pindolol
propranolol
timolol
and related
compounds
hydroflumethiazide
methyclothiazide
metolazone
polythiazide
quinethazone
spironolactone
triamterene
trichlormethiazide
and related
compounds
methylphenidate
(e) Street Drugs:
THC
heroin
3
marijuana
(tetrahydrocannabinol)
phendimetrazine
(f) Peptide Hormones and Analogues
chorionic gonadotrophin (HCGhuman chorionic gonadotrophin)
3
dimethylamphetamine
doxapram
ephedrine
(ephedra, ma
huang)
ethamivan
ethylamphetamine
fencamfamine
meclofenoxate
methamphetamine
(b) Anabolic Agents:
phenylpropanolamine
(ppa) effective August
2003
picrotoxine
pipradol
prolintane
strychnine
synephrine
(citrus aurantium, zhi
shi,
bitter orange)
and related compounds
corticotrophin (ACTH)
growth hormone (HGH, somatotrophin)
All the respective releasing factors of the abovementioned
substances also are banned.
erythropoietin (EPO)
sermorelin
(g) Definitions of positive depends on the
following:
1
for caffeine–-if the concentration in urine
exceeds 15 micrograms/ml.
2
for testosterone–-if the administration of testosterone or
dihydrotestosterone
use of any other manipulation has the result of
(DHT)
increasing the
androstenediol
dromostanolone
ratio of the total concentration of testosterone to
that of
androstenedione
fluoxymesterone
epitestosterone in the urine to greater than 6:1,
unless there is
boldenone
mesterolone
evidence that this ratio is due to a physiological or
pathological
clostebol
methandienone
condition.
3
Dehydrochlormethylmethyltestosterone
for marijuana and THC–-if the concentration in
testosterone
the urine of
dehydroepiandrosterone (DHEA)
THC metabolite exceeds 15 nanograms/ml.
anabolic steroids
The athletic department recommends its coaches promote a healthy diet and lifestyle
towards athletic excellence. The University and its Athletic department does not condone
the use, purchasing of or distribution of any illegal performance enhancing supplement.
Concussion Testing
The Athletic Department recognizes the significance of concussions or mild brain injury
to our student-athletes. Mild brain injuries are inherently difficult to diagnose and even
more difficult to assess progress. The athletic trainer on the sideline will make a
judgment as to the playing capability of the student-athlete. While in some cases the
athlete may object to a decision of “no play”; this decision is in the athlete’s best long
term interest. Current medical research indicates that up to 15 and even 30 minutes is
necessary to evaluate the initial return to play condition of the athlete.
All athletes who display mild to moderate concussion symptoms 24 hours after the injury
must be evaluated by our team or student health service physician. The evaluating
physician will have total authority in the long-term return to play decision.
In order to assist the return to play evaluations we utilize a concussion testing software
program: ImPact. The athletes are required to take a baseline computer-based test at the
beginning of pre-season. This baseline test is stored on the University’s server files and
should the athlete sustain a concussion during their career, they are asked to take a
follow-up exam or exams. The two (or more) tests are compared and used as a tool to
determine when their brain function has returned to normal limits. These test results are
reviewed by the athletic trainers, but are interpreted by the physicians.
Weight Management
The University Student Life Department has adopted a policy on identifying students
with body-weight management concerns. The Student Health Office is responsible for
coordinating care for any student-athlete who is identified as a potentially serious body
weight.
When the student-athletes return their medical histories and physical examination forms
during the summer; the athletic training staff calculates the student’s BMI (body mass
index). Should any student-athlete have a BMI of <19.0 and an ideal body weight of
concern (100 lbs + 5 lbs / inch of height = IBW); the health office is notified. The health
office will schedule a physical exam for the athlete and consider all issues related to
athletics; health; and weight. Should a health concern be presented, the health service
will follow through with medical recommendations to the student-athlete. (Note:
Medical treatment is the private concern of student and the health services practitioner.
Medical treatment beyond this point will not be discussed with anyone unless specific
written permission is given by the patient.)
Sports Information
Philadelphia University Media Relations
The Office of Sports Information functions as a vehicle to assist coaches, student-athletes, and
athletic administrators in several different areas: publicity, recruitment, record keeping and
administration. In order for the Office of Sports Information to function in a proper and timely
fashion, cooperation between all parties plays an extremely important role.
The following are a few of the support mechanisms that the Office of Sports Information provides
to each of Philadelphia University’s athletic programs:
1.
2.
3.
4.
5.
6.
7.
8.
Reporting on all contest results to media outlets
Facilitating and maintaining media interest in all athletic programs
Coordinating media contact for hometown release programs
Developing and funding athletically-related publications for each athletic program
(prerequisite of available financial sources).
Developing new venues and audiences for publicity and recruitment purposes.
Maintaining seasonal and historical data.
Providing updated information in both print and electronic form (athletic web site) to
assist in publicity and recruiting.
To assist in game-day and day-to-day administrative functions of each program.
Media Interviews:
All media interviews are required to be arranged through the Office of Sports Information. When
contacted by any and all media outlets; please refer all inquiries to the Office of Sports
Information at 215-951-2852. If no one is in the office when there is a question about granting an
interview, the student-athlete should contact his or her head coach. This is so the Office of Sports
can monitor the number of interview requests and assure that the media person has all the
necessary statistical information and team history.
A good rule to follow when being interviewed is to answer all questions honestly and accurately.
Just offer what you know and how you feel. It is perfectly correct for you to say “no comment” if
you truly don’t have all the facts. All student-athletes should feel free to stop by the Office of
Sports Information with any questions concerning interviews.
The Office of Sports Information is responsible for producing all of the Department of Athletics
print needs for all sports sponsored by Philadelphia University. This includes all media guides,
schedule cards and game programs. If you should find incorrect information published about
your team, please make the Office of Sports Information aware. The “Ram Hotline” is a public
service from the Office of Sports Information. At the conclusion of each day on which sporting
events are scheduled, an update will be provided (scores and highlights) by dialing 215-951-2852.
Contacting Tony Berich:
Office: 215-951-2852
Cell:
267-979-1854
FUNDRAISING
Each team has the opportunity to raise money for their sport through fundraising each
year. All fundraising events must be approved by the Director of Athletics and be
consistent with the mission statement and philosophy of the University.
Each intercollegiate sport has its own designated account for fundraising. These funds
can be used to purchase athletic equipment, for travel arrangements, tournaments, etc.
However, uses of the funds are restricted to sport usage only.
The Department of Athletics also has a general fundraising account, the Ram Fund,
which is used towards the athletic programs as a whole.
Donations can be deposited in two separate ways:
- A gift to support general athletics is put in to the general Ram Fund account
which is used to fund various departmental and sports program needs as
determined by the Director of Athletics.
- A “Restricted Gift” is one which supports a specific sport, which can be
indicated at the time of donation. These gifts are deposited in that sportspecific fundraising account and can be used at the coach’s discretion with
approval of the Director of Athletics.
The University’s Institutional Advancement office can also assist individual coaches or
programs with interest in supporting athletics in ways other than cash donations.
Section III
Compliance
Compliance Committee
The University has established a Compliance Committee to ensure the Department of
athletics is operating in accordance with all conference and NCAA rules and regulations.
The Compliance Committee is represented by individuals outside of the department of
athletics to provide shared responsibility of NCAA compliance related activities. The
committee consists of the Faculty Athletic Representative, the Director of Financial Aid,
the Registrar, the Assistant Director of Admissions, and the Student-Athlete Advisory
Committee President and the Associate Director of Athletics/SWA.
The Compliance Committee is charged with meeting twice a year to perform periodic
reviews of compliance procedures, development of compliance forms and
documentation, and, most importantly, discuss the effectiveness and efficiency of the
overall compliance program on an annual basis.
Recruiting Guidelines
•
•
Main Objective-Create a recruiting database for each athletic team, maintain a
recruiting file for each athletic team that includes recruiting letter to PSA’s, official
and unofficial visits and program specific recruiting materials
General Information:
1. Definitions and Bylaws
Recruiting- Any solicitation of a Prospective Student Athlete (PSA) or PSA’s relatives
(or legal guardian) by an institutional staff member or by a representative of the
institution’s athletics interest for the purpose of securing the prospect’s enrollment and
participation on the institution’s athletics program.
Recruited Prospective Student Athletes1. Provided a prospect with an official visit
2. Arranged an in-person, off-campus encounter
3. Initiated or arranged a telephone contact with the prospect on one or more occasions.
Contact- Any face-to-face encounter between a prospect or the prospect’s parents,
relatives or legal guardian(s) and an institutional staff member or athletic representative
in excess of a greeting. Any such face-to-face encounter that is prearranged or takes
place on the grounds of the prospect’s high school, or at the site of organized competition
or practice involving the prospect’s high school, preparatory school, two-year college, or
all-star team is considered a contact, regardless of the conversation that occurs.
Evaluation- Any off-campus activity designed to assess the academic or athletic ability
of a prospect or the oberservation of a prospect participation in any practice or
competition at any site at which the PSA participates
Countable prospects-A coach may make in-person, off-campus recruiting contacts with
a prospect, prospect’s relatives, or legal guardians only as follows:
High School or Two-Year College Prospect- Only on or after June 15
immediately proceeding the prospect’s senior year of high school.
Four-Year College Prospect- Only after written permission has been obtained
from the institution from which the prospect is transferring.
Limited to three in-person, off-campus recruiting contacts per prospect. No
limitations of the number of evaluations per prospect.
Summary:
Recruiting is any solicitation of a PSA.
A Student must be in the ninth grade to be considered a PSA
Contact is any prearranged face-to-face interaction
Limited to 3 contacts per PSA
• Records of Contacts, Evaluations and Telephone Calls:
In Division II, telephone calls to a prospect or a prospect’s relatives may not be made
before June 15th immediately preceding the PSA’s senior year in high school.
Each Coach is responsible for maintaining accurate written records of the number of
contacts and evaluations for each PSA.
Each Coach is responsible for maintaining a telephone log for each PSA to ensure that a
PSA is telephoned no more than once per week (faxes and emails do not constitute
telephone calls).
Recruiting Logs (Appendix):
In accordance to NCAA regulations each coach is required to turn in recruiting logs. You
will be required to turn in a recruiting log to the Compliance Coordinator by the last day
of every month. This will enable the department to keep accurate records regarding
recruiting contacts. Reminder: This is a NCAA regulation – we are required to keep
recruiting logs on file for seven years.
OFFICIAL (PAID) VISITS
Head coaches should be extending official visits to PSA’s that are appropriate fits to the
institution both athletically and academically. Proper documentation of an official visit is
a NCAA requirement. It is required that all coaches schedule their official visits with the
compliance office at least one week prior to the scheduled visit. The associate director of
athletics has the authority deny a request of an official visit if the proper paper work is
not completed. Official Visits are not permitted over university breaks or holidays. It is
important that the coach, PSA, and host have completed the following forms (Appendix):
1. Official Visit Letter and Request Form – This form must be completed by the
head coach and submitted before you receive meal tickets or entertainment
money. Below is a sample “visit letter” that you can use when notifying your
recruits of the five visit limit, registering with the Eligibility Center and obtaining
PSAT, SAT or ACT scores.
2. Emergency Contact Information Form – We are requiring all prospects making
an official visit to complete this form and return it prior to their visit. This form
provides us with emergency phone numbers and health insurance information.
3. Student Host Instructions – This form is to be completed by each student-host
prior to each official visit. Attached to this form is the “Special Guest Guidelines”
that needs to be reviewed by each host prior to an official visit.
4. Complimentary Admissions Request – If you would like to provide basketball
tickets to a prospect this form must be completed and returned one day prior to
the event. The prospect and guest will receive up to 3 complimentary admissions,
via a pass list.
The following forms must be submitted at the CONCLUSION of the official visit.
1. Official Visit Form-Prospect – This form must be completed and returned by the
prospect before leaving campus.
2. Student Host Instructions – Student-Host must re-sign this form to verify that no
NCAA or institutional infractions occured during the visit.
Please begin using these forms immediately. Meal passes and entertainment
reimbursement will not be distributed without the use of these forms.
SAMPLE “VISIT LETTER”
Dear,
We are pleased that you have chosen to make an official visit to Philadelphia
University. Following the guidelines that govern the NCAA member institutions, I must
make you aware of the following: In Divisions I and II, you may take a maximum of five
expense-paid (official) visits, with no more than one expense-paid visit to any one
institution. You may make as many visits on your own as you wish (unofficial visit);
however, a total of five can be official, expense-paid visits. It is important to note that
Philadelphia University will provide, at no expense to the prospects (you the recruit),
housing in the residence halls with a student-athlete host for 2 nights (not to exceed 48
hours) and all meals during the visit in university dining halls. Any additional request for
expenses must be pre-approved by the Associate Director of Athletics prior to your visit.
Effective August 2007, prior to making an official visit to any Division I or II
institution you must register with the NCAA Eligibility Center; this may be done
online through NCAA.org. You will not be permitted to make an official visit if you
are not placed on the institution’s institutional request list (IRL) before your scheduled
visit.
To comply with NCAA Division I regulations, we must receive a high school or
college academic transcript prior to your arrival to campus. The transcript may be an
unofficial photocopy of an official document from your high school or college. You must
also present a score from a PSAT, SAT, PLAN, or an ACT test taken on a national
testing date under national testing conditions. NCAA Division II requirements require
that we only receive the scores from the PSAT, SAT, PLAN, or an ACT test prior to your
visit. If you have applied to Philadelphia University and our admissions office has
already received a copy of your transcript and test scores, you do not need to send in
another copy.
In addition we have included an OFFICAL VISIT EMERGENCY CONTACT
FORM. Please complete this form and submit it on or before your official visit. If this
form is not submitted you will not be permitted to participate in any tryouts, “pick-up” or
athletically related activities on your visit.
Thank you for taking the time to complete all the necessary paperwork prior to
your stay on campus. We are looking forward to seeing you and are thrilled to be
included in your college search! Thanks again for your interest and if you have any
questions, do not hesitate to call.
Sincerely,
<Head Coach>
UNOFFICIAL (NON-PAID) VISIT
Coaches should document any unofficial (un-paid) visits in their recruiting logs. PSA’s
may visit an institution’s campus at their own expense an unlimited number of times and
may make an unofficial visit before his/her senior year in high school.
An institution may provide the PSA and the PSA’s legal guardian/spouse with one meal
in the institution’s on-campus dining facilities and with three complimentary admissions
to a campus athletic event.
Procedures:
1. Head coaches should contact the PSA to confirm the unofficial visit. Coaches can
recommend the prospect schedule an admission tour and visit with an admissions
counselor. If coaches need a representative from the athletic department to meet with
a prospect they must schedule the appointment with the Associate Director of
Athletics.
2. Head Coaches should inform the compliance office 48 hours prior to the arrival of the
PSA, so that meal cards can be issued.
3. We recommend that coaches utilize the unofficial visit so the head coach and PSA
can see if the PSA would be a good match for the institution.
NCAA COACHES CERTIFICATION TEST
The NCAA requires that all coaches planning to recruit off campus to take and pass the
NCAA Certification Test. The Associate Director of Athletics will assign an individual
outside the athletic department to administer and monitor the examination every year.
• The examination is timed and you will have 80 minutes (1 hr 20min) to answer 40
questions.
• The examination includes multiple choice and true/false questions.
•
This is an open-book exam.
•
The minimum passing score for the exam is 80 percent; you must answer 32 out of
40 questions correctly.
Keep in mind if you do not pass the exam initially, there is a 30 day wait period
before you can retake the exam. Re-tests will be scheduled accordingly. If coaches do
not pass the test by July 31st they are not permitted to recruit off-campus until they
successfully complete the test. Newly hired coaches may take the test immediately upon
their appointment but cannot recruit off-campus until the test is passed.
During the examination you may use the NCAA manual as well as the following
materials: the NCAA Convention Division II Official Notice and the Legislative
Summary.
Every Head Coach will be given a current NCAA manual at the beginning of every year.
Coaches must sign off verifying they received a manual. This manual must be available
for each teams’ coaching staff to take the certification test; additional manuals will not be
available for the open book test.
NCAA Rules Interpretations
Coaches and staff members requesting an NCAA rules interpretation must contact the
Compliance Coordinator. A written request is the most effective and efficient way to
receive an interpretation. A Rules Interpretation Log (Appendix) has been created for
coaches to use and is available on the athletics website. The NCAA requires the athletic
department to keep written documentation of all rules interpretations.
Medical Hardship Waivers
“Medical Redshirt” is a term that has been used by many of our coaches and staff
through the years, even though the words are not officially in the NCAA bylaws.
When we say “medical redshirt” we are usually referring to a student-athlete who is
hoping to gain another year of eligibility due to an injury that occurred early in their
season and prevented them from competition for the remainder of the season.
The official term that we all should be using is “Hardship Waiver”. A “Redshirt” is a
student-athlete who just does not compete in a given year.
In Division I, a student-athlete can apply for a hardship waiver if a season-ending injury
or illness occurs in the first half of the season. The student-athlete, however, must not
have participated in more than two contests or dates of competition or 20 percent
(whichever is greater) of the institutions’ scheduled contests.
In Division II, a student-athlete can apply for a hardship waiver no matter when a seasonending injury or illness occurs provided that he/she hasn’t participated in more than two
contests or dates of competition or 20 percent of the institution’s scheduled contests.
It is vital that the documentation of season-ending injuries be up-to-date for the hardship
waiver to be approved. Remember, if you have a student applying for a medical hardship
that student-athletes can receive rehabilitation, and may exercise on the sideline. But it’s
not permissible for the athlete to practice with a team without jeopardizing their hardship
waiver.
At Philadelphia University we will not submit a hardship waiver unless all the necessary
documentation and NCAA requirements are being met. Coaches should clearly
communicate a request for a hardship waiver to the Athletic Training staff and the
Associate Director of Athletics. These are the individuals responsible for submitting a
request for medical hardship to the conference. The conference reviews the request and
either grants or denies the medical hardship. Once we receive written confirmation from
the conference, we will notify the student-athlete and coaching staff of the outcome and
the student’s remaining seasons of eligibility.
Play and Practice Season Logs (Appendix):
The NCAA requires every institution and every team to verify Play and Practice Seasons.
The Associate Director of Athletics for Facilities is responsible for developing the
practice schedules for each season. We have created a log that each team captain will be
responsible for maintaining. Captains will be asked to verify their team’s practice
schedule during the traditional and non-traditional seasons, as well as the team’s out-ofseason practice opportunities. Captains will complete and sign these reports and submit
them to the compliance office on a monthly basis.
Section IV
Eligibility
Initial Eligibility
Coaches will maintain files on all Prospective Student-Athletes (PSA) in their office. A
listing of active recruits will be submitted to the Associate Director of Athletics at the
beginning of each academic year (September 15th). This list will be updated the last day of
every month or as changes occur. The Associate Director of Athletics, and/or the coach will
inform the Admissions Office of all actives for their sport. All PSAs will be placed on the
compliance internet recruiting file as well as the institutional request list for the NCAA
Clearinghouse. Coaches must provide all pertinent information so that PSAs can be entered
into the Clearinghouse and CAi, this includes: Name, Social Security Number, Address, High
School and Date of Birth.
As early as possible, each Head Coach should have a PSA apply to the institution. A coach
may request reports periodically from our Admissions Liaison.
Note: Pre-Scholarship Letters or Official Award Letters will not be sent to a PSA until they
have been accepted by the university, registered in the NCAA Clearinghouse and have made
an unofficial or official visit to the campus.
Continuing Eligibility
Identifying student-athletes who are subject to continuing eligibility certification:
In conjunction with the Registrar’s Office, the Associate Director of Athletics will certify the
academic eligibility of all returning student-athletes prior to the start of the Fall term and
again at the completion of the Fall and Spring Terms. Student-Athletes at Philadelphia
University are subject to mid-year certification, therefore student-athletes who do not meet
all applicable academic eligibility requirements after the Fall term will be ineligible for
competition in the upcoming Spring Term. Student-Athletes who become ineligible after the
completion of the spring term may take summer classes to satisfy their academic deficiencies
to regain their eligibility for the upcoming Fall term. Student-athletes who become ineligible
will be notified by the Associate Director of Athletics, in writing, of their status and what
measures need to be taken for them to regain their eligibility. The Registrar’s Office will
certify that student-athletes are meeting the following continuing eligibility requirements and
report any ineligible student-athletes to the Associate Director of Athletics:
Satisfactory Progress
Minimum GPA
Good Academic Standing
Full-time enrollment history
Degree declaration
Degree requirements
Full-time enrollment for upcoming fall semester
Note:
During the month of May, student-athletes who may need summer school will be identified
and evaluated. This will be done through communication among the Director of Athletics,
Associate Director, and the head coaches.
Transfer Eligibility
Once a coach is aware that a student wants to transfer to Philadelphia University, he/she
must notify the Associate Director of Athletics immediately. A Transfer Release Form
(Appendix) will be sent to the student’s previous institution. A coach may not communicate
with this student until the release is granted.
Transfer form a Two-Year Institution:
The coach will follow the regular initial eligibility procedures previously outlined. The
Admissions Liaison will evaluate the transcript to ensure the eligibility of the PSA as well as
to determine the number of seasons of eligibility remaining.
Transfer from Four year Institution:
Student-Athletes who transfer from a four-year institution to Philadelphia University are not
eligible during their first academic year in residence unless they meet one of the Transfer
Exceptions of NCAA Bylaw 14. As in all student-athlete eligibility situations, coaches must
communicate with the Associate Director of Athletics.
Certifying Walk-ons
A non-recruited student who expresses an interest in participating as a member of a team in
our athletics programs must complete a Walk-on Checklist (Appendix). Once the checklist is
completed the Associate Director of Athletics will determine the student’s eligibility status.
Walk-ons are not permitted to practice until a checklist is completed and returned to the
Associate Director of Athletics. The checklist will be copied to the student, head coach,
director of sports medicine, director of sports information, and equipment manager to advise
all necessary individuals of the walk-ons status. It is the responsibility of the Head Coach to
notify the Associate Director of Athletics immediately if the student makes the team. If the
student has made the team they must complete all necessary NCAA paperwork.
Tryouts
1. Definitions and Bylaws
Tryouts- A member institution, on its campus or elsewhere, shall not conduct any
physical activity at which one or more PSA reveal, demonstrate or display their athletic
abilities in any sport except as otherwise provided in this section:
Permissible Activities-It is permissible for an institution to conduct a tryout at which one
or more PSAs reveal, demonstrate or display their athletic abilities in any phase of any
sport under the following conditions:
1. The tryout may occur only on the institution’s campus
2. No more than one tryout per PSA, per institution, per sport
3. May be conducted only for seniors who are enrolled in a term other than the term in
which the traditional season in the sport occurs or who have completed high school
eligibility in the sport.
4. Prior to participation in a tryout, a prospective student-athlete is required to undergo a
medical examination or evaluation administered or supervised by a physician. The
examination or evaluation must be administered within six months prior to
participation in the tryout.
5. The tryout may include tests to evaluate the PSA’s strength, speed agility and sport
skill. Competition may not be conducted during tryouts in the following sports: ice
hockey, lacrosse, soccer, wrestling, and football.
6. Competition against the member institution’s team is permissible, provided such
competition occurs during the academic year and is considered a countable
athletically related activity per Bylaw 17.02.1.1
7. The time of the tryout activities shall be limited to the length of the institution’s
normal practice period in the sport, but no event shall be longer than two hours.
Developmental Clinics
A development clinic conducted by an institution is not considered a tryout. However, the
clinic must be designed to develop fundamental skills in a sport rather than to refine the
abilities of skilled participants. The clinic may not provide material benefits (awards, prizes,
etc.) to its participants, nor recruiting presentations take place.
“Open” Events
Participation by a PSA in competition conducted by or held on an institution’s campus is not
considered a tryout provided that event is “open”. An event is “open” only if the competition
is not classified by age group or level of educational institution represented and the selection
of participants are not limited except by number, by geographical area or on the basis of an
objective standard of performance.
High School/College Contests
In all sports, an institution may host competition between or among high school, preparatory
schools, or two-year colleges in conjunction with a varsity intercollegiate athletic event. In
the sports of basketball, football, gymnastics and volleyball, an institution may not permit a
high school, preparatory or two-year college to compete in more than one of these contests
per sport on the institution’s campus during the academic year. All high schools, preparatory
schools or two-year colleges involved must be located within a fifty-mile radius of the
institution. The contest must be approved by the appropriate state or national authority before
the season, and the contest must appear on the educational institution’s schedule of events.
Non-scholastic-Based Basketball
A member of an institution’s coaching staff may not participate in coaching activities
involving non-scholastic-based basketball teams of any of the participants is of PSA age or
older. In addition, coaching staff members may not participate on such teams that include
student-athletes with remaining eligibility or that includes individuals of PSA age or older.
Medical Examination
During a PSA’s official visit to an institution, a physician designated by a member institution
may conduct a medical examination of a PSA to determine the PSA’s medical qualifications
to participate in intercollegiate athletics, provided no athletic department staff member other
than the athletic trainer is present, the examination does not include any test or procedures
designed to measure the athletics agility or the athletic skill of the PSA and the results of the
examination are not used by the institution to determine the admission of the PSA.
State, Regional, National or International Training Programs or Competition
Participation by an institution’s athletic department staff member with PSAs involved in
recognized state, regional, national or international training programs or competition
organized and administered by the applicable governing body or athletics authority is not
considered a tryout
2. Policy and Procedures
Policy-Tryouts are at the discretion of the head coach. Tryouts afford the head coach
the opportunity to see a PSA in the environment in which future athletic competition will
take place. The academic and athletic interests to the PSA and institution should be
considered during the tryout process
ProceduresTryouts must be documented in every Head Coaches’ recruiting log.
Section V
Financial Aid
Financial Aid
The awarding of Institutional Athletic Aid can only be done with the completion of the
Scholarship Checklist (Appendix). Any and all requests to award an athletic scholarship
must start with the Associate Director of Athletics and be finalized by the Director of
Athletics. The Director of Athletics confirms the checklist has been submitted and
completed by the Associate Director and Admissions Liaison and completes an institutional
award letter upon checking the scholarship budget for the particular sport. The Director of
Athletics is responsible for scholarship allocations. Any and all questions regarding the
awarding of athletic scholarships must go through the Director of Athletics. Any readjustments to scholarships must also go through the Director of Athletics.
Returning Student-Athletes
Institutional financial aid based on any degree of athletic ability may be reduced or canceled
during the period of the award if the recipient:
1. Withdraws or is dismissed from the University.
2. Leaves the team of his/her own choosing.
3. Is not able to compete or practice on a regular basis. Note: Inability to participate
due to physical injury will require written medical history and verification.
4. Is dismissed from the team for disciplinary reasons or violation of published team,
Athletic Department or University rules and regulations, and such occurrences have
been documented in writing and forwarded to the Director of Athletics. In particular,
violations of the drug, alcohol and hazing policies as described in the University’s
student handbook will be considered major infractions and grounds for immediate
dismissal. In addition, violations resulting in arrest and conviction by local or state
police officials will also be considered a major infraction and grounds for dismissal.
5. Failure of seasonal random drug testing administered by Philadelphia University or
the NCAA at its discretion. Note: Testing will be conducted in compliance with
established NCAA guidelines for illegal drugs and currently banned controlled
substances.
6. Has not met the standard for academic eligibility by the University or the NCAA
for a total of two semesters.
7. Has been found in violation of academic dishonesty policy after being processed
through the University’s judicial system and all appeals have been exhausted.
8. Failure to attend the Annual Speaker Program (mandatory) sponsored by the
Department of Athletics and the NCAA.
9. Is unable to compete due to an injury or illness that occurs prior to enrollment at
Philadelphia University and is unreported to the coach of your sport and athletic
medical staff at the University.
10. Athletic scholarships awarded for tuition or less than the cost of tuition may be
used, only toward the payment of tuition. Room (dormitory housing) and board
(University meal plans) may not be covered by a tuition only award. Athletic grants
for room and/or board must be used for those situations. There will not be a cash
refund for any unused scholarship allocation. Unless specifically notated on the
financial aid award, athletic scholarship funding may not be used towards expenses
for textbooks.
11. The University as a part of its academic curriculum offers a “Semester Abroad
Program”. Awarded athletic scholarships may not apply at all oversees locations. It is
your responsibility to consult with the Financial Aid Office as to whether or not you
will receive your entire athletic grant during the academic year in which you spend a
semester abroad. If you were to choose to study abroad during the season in which
your sport competes, your athletic scholarship becomes null and void in its entirety.
The renewal of institutional financial aid based in any degree on athletics ability shall be
made on or before July 1 before the academic year in which it is to be effective. Notification
of financial aid renewals and non-renewals must come from the institution’s regular financial
aid authority. According to Bylaw 15.3.2.4 all student-athletes have an opportunity to appeal
any decision to reduce or cancel athletic aid:
15.3.2 Terms of Institutional Financial Aid Award
15.3.2.4 Hearing Opportunity
The institution’s regular financial aid authority shall notify the student-athlete in writing of the
opportunity for a hearing when institutional financial aid based in any degree on athletics ability is
reduced or canceled during the period of the award, or not renewed. The institution shall have
established reasonable procedures for promptly hearing such a request and shall not delegate the
responsibility for conducting the hearing to the university’s athletics department or its faculty athletics
committee.
The following guidelines have been created for student-athletes wishing to request a hearing
opportunity for consideration of athletic scholarship renewal.
1. Submit a written request outlining your reasons for a hearing opportunity to the
Director of Financial Aid.
2. The Director of Financial Aid will serve as the Chair of the Athletic
Scholarship Hearing Committee.
3. The Chair will select a minimum of two individuals and a maximum of 4
individuals from the university community to serve on the committee. These
members may not be selected from the Department of Athletics or the Faculty
Athletics Representative.
4. The Chair will schedule the hearing with the student-athlete. Failure to attend
the scheduled hearing will result in unsuccessful appeal of the scholarship
renewal.
5. The Director of Financial Aid will notify the student-athlete and the
Department of Athletics in writing the outcome of the hearing within 72 hours of
the hearing date.
New Student-Athletes
Pre Scholarship Award Letter (Appendix)
According to NCAA legislation we are permitted to use a pre-offer letter. The NCAA manual
states we are permitted to indicate in writing to a prospect that an athletically related grantin-aid will be offered by the institution; however, the institution may not permit the prospect
to sign a form indicating his or her acceptance of such an award before the initial-signing
date in that sport in the National Letter of Intent program.
If a coach is interested in sending something more concrete than a verbal offer to a prospect
they can have the athletic department mail a pre-offer letter as early as this August for the
class of 2007. Coaches must still complete the scholarship checklist for a pre-offer letter to
be mailed.
Please note: The dollar amount offered in the pre-offer letter is the amount that will be
offered during the signing period. It is the athletic department’s philosophy that coaches are
expected to offer a dollar amount that works within their budget and best reflects the talent
level of the prospect and that dollar amount does not change. We do not want the reputation
of getting into bidding wars with parents and prospects. If you are not completely sure of the
dollar amount you want to offer a prospect do not verbally commit to an amount and do not
send a pre-offer letter.
The Department of Athletics will keep all pre-offer letters on file and generate the official
athletic scholarship letter during the NLI signing period.
A benefit of the pre-offer letter has been that it has allowed us to notify the Office of
Financial Aid that an athletic scholarship letter will be sent during the later signing periods.
Financial Aid can then hold that prospects financial aid package until they can add the
athletic award. This has eliminated the scenario of a prospect being sent a financial aid letter
without the athletic scholarship amount included. When this occurs it creates a situation that
a student has to be re-packaged with the athletic dollars added and other need based aid being
reduced. Even if a pre-offer letter is not being used we can minimize the number of times
financial aid packages are being mailed prior to athletic scholarships being awarded by
submitting a scholarship checklist as soon as possible (even well in advance of the signing
periods). In addition, coaches can provide the athletic department with timely updates of any
potential scholarship candidates so we may notify Financial Aid.
Athletic Scholarship Letter (Appendix)
Grant-in-aid is a financial award, which is given to a student-athlete based upon athletic
ability or sports performance.
NCAA regulations permit athletic grants-in-aid to include tuition, fees, room, board and
required course related books. At Philadelphia University, athletic grants may not exceed the
cost of dormitory housing, board, and tuition. An athletic grant shall not be awarded in
excess of one academic year and subsequently may be renewed or denied for the next
academic year by June 30.
Philadelphia University varsity athletic programs are provided a grant-in aid budget, under
the guidelines of the NCAA and the Department of Athletics. The respective head coaches
may allocate grants at their discretion with the approval of the Director of Athletics.
Walk-on Student-Athletes
Walk-on Student-Athletes who make a varsity team may not be awarded athletic scholarship
dollars in the term they made the squad, but may be considered for athletic scholarships in
subsequent years at the coach’s discretion.
It is an institutional philosophy that each intercollegiate team must provide tryouts to the
general student body. Each team must provide and communicate a 2 day window in which
current students at Philadelphia University may tryout for the team.
POLICY ON TUITION WAIVERS AND SCHOLARSHIPS FOR STUDENT-ATHLETES
1. If a student-athlete enters Philadelphia University as a freshman, uses his/her 4
years of eligibility in the first 8 semesters and does not graduate during this time, coaches
will not be allowed to scholarship these student-athletes for any additional semesters without
the permission of the Director of Athletics.
2. If a student-athlete enters Philadelphia University as a freshman and must red shirt or
th
miss one year, coaches are allowed to scholarship the student-athlete for their 5 year
th
th
(9 and 10 semesters) regardless if the student-athlete is in the undergraduate or
graduate program of study. Note that the student-athlete must be participating in the
same sport(s) for their entire time.
3. If a full tuition scholarship is offered, that combines both athletic and academic
grants, a loss of the academic grant in subsequent years will not be replaced by the
athletic scholarship monies.
4. All decisions will be made at the discretion of the Director of Athletics and the
Director of Financial Aid.
Signing Periods
Philadelphia University does not subscribe to the National Letter of Intent; however we do
follow the signing period dates for issuing our Athletic Award Letter. Scholarship Checklists
must be submitted at least two weeks prior to the signing dates to allow adequate time to
process the paperwork.
Signing Dates for the 2008-2009 Academic Year
Do not sign prior to 7:00 a.m. (local time) on the following
dates or after the final signing date listed for each sport.
Sport
Initial Signing
Date
Final Signing
Date
Basketball (Early Period)
November 14, 2007 November 21,
2007
Basketball (Late Period)
April 16, 2007
Football (Midyear JC Transfer)
December 19, 2007 January 15, 2008
Football (Regular Period)
February 6, 2008
April 1, 2008
Field Hockey, Soccer, Men's Water
Polo*
February 6, 2008
August 1, 2008
All Other Sports(Early Period)
November 14, 2007 November 21,
2007
All Other Sports(Late Period)
April 9, 2008
May 21, 2007
August 1, 2008
* - These sports do not have an early signing period.
(Detailed Recruiting Calendars and a NCAA Recruiting Chart are available in the
Appendix)
Appendix
•
•
•
•
•
•
•
•
•
•
•
•
Missed Class Letter
Away Contest Voucher
Recruiting Logs
Official Visit Forms
NCAA Rules Interpretation Form
Play and Practice Season Forms
Transfer Release Form
Walk-On Checklist
Scholarship Checklist
Scholarship Pre-Offer Letter
Athletic Award Letter
Recruiting Calendars
Missed Class Letter
Date:__________________________________
Name of Student:
______________________________________
Sport:
__________________________
Name of Course:
__________________________
Course #:
__________________________
Time:
__________________________
Week Day:
__________________________
Dear Professor _____________________________:
We would like to let you know that the above mentioned student-athlete is a member of your
class. While participation in athletics is never meant to be an excusable absence from any
classes, there will be occasions where game times or matches may be identical to your class
time. We ask our athletes to personally address these situations with you and seek a
reasonable solution. If classes may be missed (and work made up by the student), your
cooperation is appreciated. If, however, missing class represents a problem or is not
permitted, please communicate this to the student. It is our wish that the student athlete
adhere to the requirements of the class. You can help these young men and women
recognize and practice the balance implied by the words student-athlete and both goals can
be accomplished.
Should there be any problems or questions, please call our office at extension 2720.
Sincerely,
Tom Shirley,
Director of Athletics
SAMPLE
PHILADELPHIA UNIVERSITY
ATHLETIC TEAM TRAVEL VOUCHER
SPORT:
W. Basketball
OPPONENT:
ACCOUNT NUMBER: ________________
AMT. DISBURSED:
DATE(S) OF CONTEST:
NAME
AMT RECEIVED
SIGNATURE
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Meg Abele
Amanda Brennan
Alesha Bush
Kyra Ellzy
Alisha Ferguson
Shaleta Frye
Antoinene Fullard
Sydney Harris
Morgan Henderson
Katie McNulty
Nicole Mechell
Kristen Shirley
Leonard Speakes
Ashley Webster
Megan Zoltek
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
16.
17.
18.
19.
20.
21.
22.
Tony Berich
Melissa Kelly
Jim Munn
Tom Shirley
Paul Stadelberger
Lori Uretsky
Bob O’Malley
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
$_______________________________
Recruiting Log
Philadelphia University Correspondence Sheet
Name: ___________________
High School: ___________________
Address: ___________________
Address: ___________________
City, State, Zip: ___________________
City, State, Zip: ___________________
Phone Number: ___________________
Coach’s Name: ___________________
Email: ___________________
Coach’s Phone: ___________________
Social Security Number: ___________________DOB: ___________________
Correspondence:
______________ Sent:____
____________________Sent:___
______________ Sent:____
____________________Sent:___
Phone Calls (Date and Discussion:
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Talent Assessment:
_________________________________________________________________
_________________________________________________________________
_________________________________________________________________
Contacts:
Date
Site
Person Responsible
Official Visit:
Unofficial Visit:
________
________
________
________
________
_________
_________
_________
_________
_________
__________________
__________________
__________________
__________________
__________________
________
________
_________
_________
__________________
__________________
Evaluations:
Weekly Summary of Contacts, Evaluations and Telephone Calls
Sport:
Name of
Prospect or Parent
Signature of Coach:
Coach:
(Check one)
UV=Unofficial Visit
C=Contact
E=Evalution
Day or
T=Telephone
Date
Week of:
Time/ (Contacts only)
Length Persons Present
Date:
City
Site
(school-site contacts
Approved by
(School Administrator)
Official Visit Form
Philadelphia University
Official Visit Emergency Contact Form
Name ____________________________
Sport ______________ Date of Birth_________
Social Security _________________ High School/College____________________
Home Address:
Town:
Philadelphia University Host:
State:
Telephone:
Zip:
Residence Hall:
Cell telephone/Room phone:
Parent/Guardian:
Home Telephone:
Work Telephone:
Cell Telephone:
Emergency Contact
Contact Other than Parent:
Home Telephone:
Work Telephone:
Cell Telephone:
Assumption of Risk Waiver
I_____________________________ accept that participation in sports requires an
Please Print
acceptance of risk of injury. I assume that those responsible for the conduct of sports have taken
precautions to minimize risk and those participating in the sport will not intentionally inflict injury.
I understand there is a possibility that a catastrophic sports injury may occur. Participation in sport
could result in death, serious neck and spinal injuries which may result in complete or partial
paralysis, brain damage, serious injury to all internal organs, serious injury to all bones, joints,
ligaments, muscles, tendons and other aspects of the musculoskeletal system, and serious injury or
impairment to other aspects of my body, general health and well-being.
Date:_______________
Signature:____________________________ Parent/Guardian:____________________________
Medical Treatment and Coverage
I_____________________________accept that Philadelphia University cannot be held
Please Print
responsible for any previous/current medical conditions that I may have or for any medical expenses
incurred due to any pre-existing medical conditions, or those incurred while participating in athletic
practices with a Philadelphia University sports team.
I accept that if the Athletic Training staff has to administer first aid care that I must abide by their
recommendations for return to practice until they deem it safe or a physician clears me for full
activity.
Date:____________________
Signature:_____________________________ Parent/Guardian:___________________________
Official Visit Form
Philadelphia University
OFFICIAL VISIT REQUEST 2005-2006
Sport: ___________________
Dates of Visit: __________________
Name of Recruit: ______________________ SS# _____- ______-______
High School/College:________________________ D.O.B ___-___-____
Other Accompanying Recruit on Visit:
(Name and Relationship to Recruit)
_________________________________________________
___________________________________
___________________________________
Check List for Official Visit:
____ Visit Letter Mailed and Attached
____ SAT/ACT Scores Attached
____Official Visit Form-Prospect – (Must be given to prospect and
returned to the athletic department at the completion of the official visit)
*Meal Ticket Request: Meal(s)__________________
# Tickets/Meal______
Head Coach Signature: _______________________________ Date: ______________
Compliance Coordinator: _____________________________ Date: ______________
*Meals are not to exceed three per day, for prospects, and their parents or legal guardians.
Official Visit Form
Philadelphia University
2005-2006 STUDENT HOST INSTRUCTIONS
TO BE COMPLETED PRIOR TO THE RECEIPT OF THE STUDENT HOST CASH ADVANCE
Student Host: ___________________________ Sport: __________________________
Prospect(s):_____________________________________________________________
Compliance approval: ____________
Acting as a student host is an important service as Philadelphia University and the Department of Athletics.
The following is a brief list of NCAA regulations regarding the hosting of prospects. If you have any questions,
please do not hesitate to ask either your coach or the Associate Director of Athletics.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
You must be enrolled full-time at Philadelphia University. If you are a freshman, you must have been
certified as a qualifier by the NCAA Initial-Eligibility Clearinghouse.
You may be provided a complimentary meal, provided you are accompanying the prospect.
A maximum of $30 per day may be provided for entertainment for the prospect and host, excluding the
cost of meals and admissions to campus athletics events. An additional $15 per day may be provided
for each additional prospect the host entertains. The prospect may not pay for any entertainment. If
the cost is more than $60 (two day total), it is not permissible.
No cash may be given to a prospect.
The entertainment funds may not be used to purchase the prospect souvenirs (t-shirts, hats, etc.).
There will be no underage use of alcohol, use of drugs or sex as a recruiting device.
Host and prospects agree to not engage in illegal or criminal activities, gambling or use of “exotic
dancers”/ gentlemen’s club during the official visit.
You may not use vehicles provided or arranged for by an institutional staff member.
All entertainment must take place within a 30-mile radius of Philadelphia University.
Sport specific team curfews apply for the student-host and prospect.
You shall not allow recruiting conversations to occur, on or off campus, between the prospect and a
booster.
The prospect can participate in recreational activities; provided the activities are not organized or
observed by members of the coaching staff and are not designed to test the prospect’s athletic abilities.
Complimentary (up to 3) admissions to an on-campus athletics event may be provided to the prospect
and the prospect’s parts (or guardians) or spouse. These must be reserved at least one day in advance.
If accompanying prospect, a student host may also be provided an admission.
I certify that I have read the above instructions and the attached “Special Guest Guidelines” and hereby agree to
host the named prospect(s) on the date’s of_________________
Student Host Signature: __________________________________ Date: ____________________
STUDENT HOST REPORT
TO BE COMPLETED UPON COMPLETION OF THE OFFICIAL VISIT
I certify that, to the best of my knowledge, I followed all NCAA, Central Atlantic Collegiate Conference, and
institutional regulations in hosting the above listed prospect(s) and I am not aware of any violations of such
regulations during the visit.
Student Host Signature: _______________________________Date:_____________________
Head Coach Signature: ________________________________Date:_____________________
CACC
Official Visit Form
OFFICIAL VISIT FORM-PROSPECT
A prospective student-athlete is allowed to make five official visits to member institutions.
These visits shall not exceed 48 hours and may include accommodations, transportation,
entertainment, and meals that fall under the applicable rules as stated in the NCAA manual.
Any prospect that makes a visit to Philadelphia University must verify, in writing, that he or
she was held to the above-mentioned regulations. If a violation of NCAA rules should occur
during an official visit, the prospect will notify the department of athletics immediately.
1. Prior to my coming to campus, I received written notification of the fiveofficial visit limit.
Y
N
2. I have presented Philadelphia University with my high school transcript
(official or unofficial) as well as my PSAT, SAT, PLAN or ACT scores
BEFORE I arrived on campus.
Y
N
3. I have not traveled more than 30 miles from campus or was provided
excessive entertainment/meals/lodging/transportation while on my visit.
Y
N
4. I was not given ANY cash, items, or other benefit by the coach(s), other
players or boosters while on my visit.
Y
N
I verify that the above is correct and that any falsification of answers may potentially affect
my future athletic eligibility.
Prospective Student-Athlete
PLEASE PRINT
Date
Signature
Date
Coach Signature
Date
Sport
PHILADELPHIA UNIVERSITY ATHLETIC DEPARTMENT
INTERPRETATION CARD
DATE:
COACH/ADMINISTRATOR:
SUBJECT:
FACTS:
BYLAW REF:
ISSUES:
ACTION RECOMMENDED:
SPORT:
Playing and Practice Season/First Date of Competition
Institution: Philadelphia University/
Sport:
*Segment 1. The segment of the playing season that concludes with the NCAA
championship.
*Segment 2. The remaining portion of the playing season.
Segment 1:
From:
To:
Days Used:
Segment 2: From:
To:
Days Used:
Basketball
The season is the period of time between the start of preseason and the end of the regular
playing season. You shall not commence on-court preseason basketball practice sessions
before October 15th.
First date of team competition in your sport (spring or fall):
Practice Week:
Day:
to Day
MINIMUM/MAXIMUM NUMBER OF CONTESTS/DATES OF COMPETITION
1.
The minimum number of contests/dates of competition per NCAA Bylaw 20.10.3.5 is
2.
The maximum number of contests/dates of competition per NCAA Bylaw 17 (Fig.
17-1) is
3.
The number of team contests or dates of competition for the
academic year is
By signing and dating this form, you attest that to the best of your knowledge, the above
information is accurate and if any changes are made, the compliance administrator shall be
notified immediately.
Signature of Head Coach
Date
Signature of Director of Athletics
Date
Signature of Compliance Administrator
Date
Play and Practice Season Form
COUNTABLE ATHLETIC RELATED ACTIVITIES
Sport:
Week of:
In season
out of season
During the playing season, NCAA Bylaw 17.1.5.1 indicates that a student-athlete’s
participation in countable athletically related activities shall be limited to a maximum of four
hours per day and 20 hours per week with one day required off. During the off-season,
student-athletes are limited to not more than eight hours per week of conditioning.
Instructions: You must record the hours on a daily basis. Record and total the exact
number of hours spent on each activity noted below in t he proper “day” column. At the end
of each week, record and total hours (competition always counts as three hours).
Return completed form to the Compliance Office.
Activites
Competition(games)
Mon
Team Sessions
Tues
Wed
Thurs
Fri
Sat
Practice with coach
Present
Weight room/
Conditioning
Review of game
Film(required or
supervised)
Meeting with coach
Individual skillrelated workout
Other on-court/onfield activities
Total Hours
**Notify Lynn Tubman or Christopher O’Brien of any changes to your roster.
I certify the hours noted above are correct.
Team Captain’s Name (Print)
Team Captain’s Signature
Date
Sun
Transfer Release Form
From:
Lynn Tubman, Associate Director of Athletics, Philadelphia University, (215)
951-2859 Fax
Re:
Eligibility Status
______________, a student at your institution, has contacted our office regarding
participation in a varsity sport (Men’s Soccer) at Philadelphia University. I would
appreciate it if you would complete the information below for me as soon as
possible. Thank you in advance for your cooperation.
1. In accordance with NCAA Bylaw 13.1.1.2, may we have
permission to talk to this student?
YES____ NO____
2. Was the student in good academic standing and meeting?
the satisfactory progress requirements as set forth by
YES____ NO____
the NCAA through Spring ‘05?
3. Did the student received athletically related financial
assistance at your institution? How many seasons?
YES____ NO____
4. Did the student participate in intercollegiate competition? YES____ NO____
Seasons of students participation ______________
Which Seasons? ___________________________
Which Sport(s)
___________________________
5a. Was the student a qualifier per the NCAA Clearinghouse? YES____ NO____
b. What year did the student graduate from High School?
6. Did the student transfer from another institution previous to
your institution?
YES____ NO____
If yes, which? _______________________________
7a. Please indicate number of full-time semesters spent at your institution.
b. Please indicate number of part-time semesters spent at your institution.
8. Please indicate by year, which semesters were spent at your institution
9. At what level does your program participate - NCAA I_____ II____ III___
10. Do you have any objection to this person being granted an exception to the
No_____
transfer rule?
Yes
This information is certified by:
Name
_______
Signature:_______________________________
Title
_______ Phone #
Date
PHILADELPHIA UNIVERSITY
FRESHMAN/TRANSFER WALK-ON CHECKLIST- NCAA ELIGIBILITY
Check one: ____Incoming Freshman __Incoming Transfer Student ____Current
Philadelphia Student
Name:_____________________________ Sport:_____________________________
HomeAddress:____________________________________________________________
City:______________State: ______Zip Code:________
Campus/Cell Phone:____________
Social Security #: Student ID#_____________ Date of Birth_______________
High School:_____________________________________________________________
Address:________________________________________________________________
City: State: ______________ Zip Code:___________________
-----------------------------------------------------------------------------------------------------------For Office use only:
_____YES, The student has received final certification with the NCAA
Clearinghouse/Certifying Institution. The student is academically eligible to practice and
compete. Students must also receive medical clearance through our athletic training
room prior to participation.
Note:
_____NO, The student has not been cleared through the NCAA Clearinghouse/Certifying
Institution for competition or travel. However, based on the information we do have, the
student may be cleared to tryout and practice (see below). Please, direct the student to my
office so that we can complete the certification paperwork. I will notify you immediately of
the student’s final certification status once it is received.
_____ The student is cleared to try-out and practice for 45 days prior to final
certification. The student cannot travel or compete until final certification is
received.
_____ The student is not cleared to tryout or practice at this time.
_______________________________________
Lynn Tubman, Associate Director of Athletics
Cc:
Tom Shirley, Director of Athletics
Bob O’Malley, Assistant Director of Athletics
Brad Koch, Assistant Director of Athletics
Tony Berich, Assistant Director of Athletics
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PHILADELPHIA UNIVERSITY PROSPECTIVE STUDENT-ATHLETE SCHOLARSHIP
CHECKLIST
(Information to be completed by Head Coach)
Name:___________________________________ Sport: _______________________
Address: _________________________________________ City :________________
State:
___________Zip Code:__________
Home Phone #:_______________
Social Security Number: ______________________Date of Birth: ________________
High School________________________________ Graduation Date:______________
Address: ______________________________________________________________
City:
______________State:
___________Zip Code:__________
INFORMATION TO BE COMPLETED BY COMPLIANCE OFFICER:
NCAA Clearinghouse Status: _________________________________________
Transfer Status: ____________________________________________________
INFORMATION TO BE COMPLETED BY ADMISSIONS DEPARTMENT:
1. Has student made a complete application to Philadelphia University? Yes
(If no, what is the current status? None
Pending
).
2. Has student been accepted to Philadelphia University? Yes
Please indicate SAT/ACT score
Please provide current class rank percentage _________
Please provide current HS cumulative GPA _______
Application Status____________________________________
No ___
No ___
Date___________
3. Has student visited campus? Yes_____No ___
4. Has student paid a deposit? Yes______No ___
5. Is student a transfer?
(If so, please return a copy of most updated transcript.) Yes_____ No ____
6. Is the student receiving Philadelphia University academic aid? Yes_____ No ___
If so, How much?
Your completion of this form will determine if we may offer an athletic scholarship.
_________________________
Official Representative
Department of Admissions
RETURN COMPLETED FORM TO DIRECTOR OF ATHLETICS
Scholarship Amount:
Sport:
Coach's Signature:
Year awarded:_______
Scholarship Pre-Offer Letter
December 14, 2005
Dear Ms.
I am pleased to inform you that you have been selected to receive an athletic scholarship in
the amount of $ for the Women’s Tennis Team for the 2006-2007 academic year.
A formal letter detailing the terms of this offer, and requiring your acceptance cannot be
mailed until the National Signing Period in your sport, April 12, 2006. Since the NCAA
does not allow us to issue the official letter prior to the signing period we wanted to make
you aware of our offer, in writing, so you may make a decision on admissions to Philadelphia
University.
Enrollment in our Fall 2006 class is limited and will fill on a space available basis. In
previous years, many of our academic programs, as well as our residence halls, have filled
quickly. Therefore, I encourage you to send in your deposit of $550 to the office of
admissions in the next six weeks. Upon written request, all deposits are refundable until May
1, 2006.
Should you have any questions regarding Philadelphia University or our athletic scholarship
offer, please do not hesitate to contact me directly.
Sincerely,
Thomas R. Shirley
Director of Athletics
cc: Lynn Tubman
Head Coach
Athletic Scholarship Award Letter
Dear,
Congratulations We look forward to having you on the Philadelphia University
team! I am pleased to inform you that you have been selected to receive an athletic
scholarship for the ______ team in the amount of $5,000.00 for the 2007-08
academic year.
Please note this offer is contingent upon eligibility for 2007-2008 as determined by the NCAA Clearinghouse
(if this is your initial collegiate enrollment) or the institution from which you are transferring. If you are a
current Philadelphia University student your eligibility will be based on satisfactory progress and current grade
point average appearing on your transcript. Failure to be eligible for immediate competition will result in this
offer being null and void. Additionally, it is your responsibility as a student athlete at Philadelphia University
to familiarize yourself with the rules and regulations of the University and the Department of Athletics. A copy
of the Student Athlete Handbook is available in the Athletic Department and the Philadelphia University
Student Handbook is available on-line at http://www.philau.edu/studenthandbook/sh.pdf or a copy can be
obtained from the Dean of Students Office.
1. All scholarship discussions with head and assistant coaches employed at
Philadelphia University are tentative until approved by the Directors of Athletics
and Financial Aid. This letter is your official notice of approval and supersedes
ANY conversations, arrangements, or negotiations with members of the coaching
staff. Our financial commitment, in its entirety, is reflected in this letter. (See
above) Any changes made to future awards may only be approved by the
Director of Athletics and Director of Financial Aid in writing. Coaches are not
authorized to make written or verbal changes.
2. For student-athletes to be eligible for athletic scholarships, he/she must:
a. be admitted to the University and immediately be academically eligible to
participate as specified in NCAA and University policy. Failure to gain
acceptance into the University through the Department of Admissions, will
render this agreement null and void. Initial eligibility to participate is determined
solely by the NCAA Initial-Eligibility Clearinghouse or the institution from
which the student athlete transfers. It is the responsibility of the student
athlete to obtain clearinghouse certification.
b. comply with all financial aid procedures for receiving aid, such as completing
a financial aid form and having the results forwarded to the Philadelphia
University Financial Aid Office. No athletic awards may be granted until this
is complete.
3. It is the requirement of the University that all scholarships be subject to state and
federal aid. If a student receives assistance from other sources, the amount of
athletic scholarship aid may be reduced accordingly. The total amount received
by students may not exceed the cost of dormitory housing, a twenty-one meal
plan, and tuition of the University. Athletic scholarship amounts will be divided
evenly over two semesters (Fall and Spring), unless otherwise noted. Failure to
complete the entire academic year as a team member may result in a loss of
athletic-scholarship funding for a given semester.
4. NCAA rules dictate that all athletic scholarships be awarded for a period of one
academic year. Students will receive notification of renewal, reduction, or loss
of an athletic scholarship by June 30th of each subsequent year. In addition, upon
the recommendation of the Coach and Athletic Director, students may receive
athletic scholarship aid after eligibility has expired, so that he/she may complete
the requirements for a degree. Additionally, Philadelphia University athletic
scholarships may be used to cover the cost of tuition, campus meal plan, and
campus housing. Any off campus meal plans or housing will in no way be
covered through University funding.
5. All full-tuition athletic scholarships entitle a student to a maximum of ten
courses (10) per academic year. If a full tuition scholarship is offered, that
combines both athletic and academic grants, a loss of the academic grant in
subsequent years will not be replaced by athletic scholarship monies. Courses
not taken in one academic year may not be carried over to any other academic
year. Please be advised that any grade of "F" earned while on a full-tuition
scholarship must be made up at the expense of the student athlete.
6.
An athletic scholarship may be revoked or amended at the end of a semester only if the student:
a. withdraws or is dismissed from the University
b. chooses to not complete his/her obligation to the team in terms of
practice/game participation and/or leaves the team of his/her own choosing
c. is not able to compete or practice on a regular basis. Repeated absences due
to academic conflicts WILL require documentation from the respective
faculty member or Dean of the School. In addition, inability to participate
due to physical injury, will require written medical history and verification.
d. is dismissed from the team for disciplinary reasons or violation of published
team, Athletic Department or University rules and regulations, and such
occurrences have been documented in writing and forwarded to the Director
of Athletics. In particular, violations of the drug, alcohol and hazing policies
as described in the university’s student handbook will be considered major
infractions and grounds for immediate dismissal. In addition, violations
resulting in arrest and conviction by local or state police officials will also be
considered a major infraction and grounds for dismissal.
e. failure of seasonal random drug testing administered by Philadelphia
University or the NCAA at its discretion. Note: Testing will be conducted in
compliance with established NCAA guidelines for illegal drugs and currently
banned controlled substances.
f.
has not met the standard for academic eligibility established by the
University or the NCAA for a total of two semesters.
g. has been found in violation of academic dishonesty policy after being
processed through the University's judicial system and all appeals have been
exhausted.
h. failure to attend the annual speaker program (mandatory) sponsored by the
i.
is unable to compete due to an injury or illness that occurs prior to
enrollment at Philadelphia University and is unreported to the coach of your
sport and athletic medical staff at the University.
7. Athletic scholarships awarded for tuition or less than the cost of tuition may be
used, only toward the payment of tuition. Room (dormitory housing) and board
(University meal plans) may not be covered by a tuition only award. Athletic
grants for room and/or board must be used for those purposes only.
Transferring room and board awards to campus cards is not permitted. In no
situation will there be a cash refund for any unused scholarship allocation.
Unless specifically notated on the financial aid award, athletic scholarship
funding may not be used towards expenses for textbooks.
8. The University as a part of its academic curriculum offers a “Semester Abroad
Program”. Awarded athletic scholarships may not apply at all oversees locations.
It is your responsibility to consult with the Financial Aid Office as to whether or
not you will receive your entire athletic grant during the academic year in which
you spend a semester abroad. If you were to choose to study abroad during the
season in which your sport competes, your athletic scholarship becomes
1. null and void in its entirety.
The Business Office can confirm the total cost of your education for the coming
year. You are responsible for any balances/fees that are not covered by this
athletic scholarship. Failure to settle all balances prior to the first day of classes
will render you ineligible for intercollegiate competition.
Philadelphia University has a rich history of outstanding student athletes, and we
hope you will become one of them. We are a small, personal academic community
where you will find it easy to get to know your fellow students and obtain the
personal attention and assistance you need from faculty and staff. This scholarship
will enable you to study at a premier, career-oriented institution that can help you lay
the groundwork for an exciting career, while you enjoy the challenge, excitement and
camaraderie of collegiate athletics.
To accept this award, please affix the required signatures and return the original copy
of this letter to Thomas Shirley, Director of Athletics, in the enclosed, self-addressed
envelope as soon as possible. This offer, with your signature, must be received in
the Athletic Department not later than 15 business days from the date listed
above. Failure to do so will render this agreement null and void. If you have any
questions or concerns, please feel free to call us. On behalf of Philadelphia
University and the Athletic Department, we look forward to seeing you on campus.
Sincerely,
Thomas R. Shirley, Jr.
Director of Athletics
Financial Aid
Lisa J. Cooper,
Director of
I accept this grant from Philadelphia University and agree to the terms and conditions
expressed herein.
____________________
__________________
Signature of Student
___________________________
Student's Social Security Number
_________________________________
__________________
Signature of Parent or Guardian
(Only necessary if student is under the age of 21).
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