Post on 21-May-2020
Athletic Department: Policy and Procedure Manual
Pace University
Effective July 1, 2014
Pace University
Athletic Department: Policy and Procedure Manual
1
TABLE OF CONTENTS
INTERCOLLEGIATE ATHLETIC DEPARTMENT 4
MISSION STATEMENT 1.1 4
PRINCIPLES 1.2 4
ATHLETIC GOVERNANCE 5
FACULTY ATHLETIC REPRESENTATIVE 2.1 5
TITLE IX 2.2 6
STUDENT ATHLETE ADVISORY COMMITTEE (SAAC) 2.3 7
ATHLETIC DEPARTMENT ORGANIZATIONAL CHART 2.4 8
ADMINISTRATION 12
GENERAL 3.1 12
SPORTSMANSHIP/ETHICAL CONDUCT 3.2 12
DRUG/ALCOHOL/TOBACCO 3.3 13
DEPARTMENT OFFICE HOURS 3.4 14
TELEPHONE/COMPUTER SERVICES 3.5 14
CONTACTING OTHER UNIVERSITY OFFICES 3.6 14
CONTACTING THE NCAA 3.7 15
BUSINESS OFFICE 15
BUSINESS MANAGER 4.1 15
GENERAL 4.2 15
BUDGET 4.3 16
TRAVEL 4.4 16
PROCUREMENT 4.5 19
TICKETS 4.6 20
PERSONNEL 21
EMPLOYEE/ EMPLOYMENT OVERVIEW 5.1 21
COMPLIANCE 23
NCAA ELIGIBILITY CENTER 6.1 23
NCAA AMATEURISM CERTIFICATION 6.2 23
REQUIRMENTS FOR ATHLETE ELIGIBILITY 6.3 24
ACADEMIC REQUIRMENTS FOR RETURNING STUDENT-ATHLETES 6.4 25
RENEWALS/NON RENEWALS FOR RETURNING STUDENT-ATHLETES 6.5 26
STUDENT ATHLETES WHO QUIT/DISMISSED/CUT 6.6 26
Pace University
Athletic Department: Policy and Procedure Manual
2
ATHLETES GRANT-IN-AID AGREEMENTS 6.7 27
SUMMER 1: ATHLETICS AID POLICY 6.8 28
MISSED CLASS TIME 6.9 29
SPORTS WAGERING 6.10 29
TRAVEL ITINERARY 6.11 31
TEAM MANAGERS 6.12 31
RECRUITING CERTIFICATION 6.13 32
RECRUITING OFFICIAL/UNOFFICIAL VISITS/STUDENT HOSTS 6.14 32
AWARDS 6.15 35
ACADEMIC SERVICES 35
STUDENT-ATHLETE ACADEMIC SERVICES 7.1 35
OPERATIONS 36
CONTRACTS/OUT OF CONFERENCE CONTESTS/ROUTING FORM 8.1 36
OFFICIALS 8.2 37
CONTEST CHANGES/CANCELLATIONS 8.3 37
PRIORITY FACILITY SCHEDULES 8.4 37
PRACTICE SCHEDULING 8.5 38
SPECIAL EVENTS SCHEDULING 8.6 38
CAMPS AND CLINICS 8.7 39
EQUIPMENT/WEIGHT ROOMS 8.8 39
EQUIPMENT PROBLEMS 8.9 39
INVENTORY/DISTRIBUTION 8.10 40
STUDENT-ATHLETE RESPONSIBILITIES 8.11 40
LAUNDRY GUIDELINES 8.12 41
PRACTICE GEAR 8.13 41
GAME UNIFORMS 8.14 41
MEDIA RELATIONS 42
DEPARTMENT OVERVIEW 9.1 42
RESPONSIBILITIES 9.2 42
PRESS RELEASES 9.3 43
INTERVIEWS 9.4 44
PUBLICITY MATERIALS 9.5 44
EVENTS 9.6 45
EXTERNAL OPERATIONS 46
FUNCTION 10.1 46
WEBSITE/TEAM STORE 10.2 46
LICENSING PROGRAM 10.3 46
SPONSORSHIP PROGRAM 10.4 47
TEAM PROMOTIONAL ACTIVITIES 10.5 47
Pace University
Athletic Department: Policy and Procedure Manual
3
SOCIAL MEDIA POLICY 10.6 47
DEVELOPMENT/FUNDRAISING/PARTICIPATION 10.7 49
SPORTS MEDICINE 51
PARTICIPATION IN INTERCOLLEGIATE ATHLETICS 11.1 51
ATHLETIC TRAINING ROOM 11.2 51
ATHLETE EXPECTATIONS 11.3 52
TRAINING ROOM CONDUCT 11.4 52
INJURED/ILL ATHLETES 11.5 52
REHABILITATION TREATMENT 11.6 54
RETURN TO PLAY 11.7 54
CONCUSSION MANAGEMENT 11.8 54
DRUG/ALCOHOL/TOBACCO POLICY 11.9 55
APPENDIX 56
A. SUMMER 1/INTERSESSION ATHLETIC AID REQUEST FORM 57
B. VOLUNTARY QUIT FORM 58
C. TEAM ROSTER UPDATE FORM 59
D. INSTITUTIONAL DOCUMENTATIION OF UNOFFICIAL VISIT FORM 60
E. SCHEDULE ROUTING FORM 61
F. EQUIPMENT NEEDS FORM 63
G. PURCHASE REQUEST FORM 63
H. STUDENT-ATHLETE CODE OF CONDUCT 65
I. TRIP REQUEST FORM (PACE TRANSPORTION FORM) 66
J. LOANER VEHICLE REQUEST FROM (PACE TRANSPORTATION FORM) 67
K. SOCIAL MEDIA PLATFORM REQUEST FORM 68
L. SOCIAL MEDIA REGISTRATION FORM 69
Pace University
Athletic Department: Policy and Procedure Manual
4
INTERCOLLEGIATE ATHLETIC DEPARTMENT
1.1 Mission Statement
The mission of intercollegiate athletics at Pace University is to support the greater
mission and strategic plan of the University in general by providing opportunities for
students to participate in intercollegiate athletic programs as a supplement to their
academic experience at the University. The intercollegiate athletics program also has an
important role in enriching the quality of life at the University and surrounding
community, and to be a source of pride for the University among students, faculty and
staff, alumni, and other citizens of the state and nation.
1.2 The intercollegiate athletics program at Pace University expects to fulfill its mission
responsibilities through the following guiding principles:
Operating within the rules of the NCAA, the intercollegiate athletics conference
of current membership and all academic and business policies and procedures of
the University. The principle of academic integrity will continue to be applied to athletic
programming decisions in order to ensure that the educational values, practices and
mission of Pace University determine the standards by which the intercollegiate athletic
program is conducted.
To recruit student/athletes who have the ability to excel in the classroom at a
higher level than that of the general student body.
To seek competitive athletic excellence in the NCAA Division II, consistent with
the philosophy/mission statement of NCAA Manual bylaw 20.10.
Enforcing standards of social conduct and sportsmanship such as respect,
citizenship, civility and honesty established to govern the conduct of
intercollegiate athletics. Provide opportunities for student-athletes to foster a
better understanding of critical social issues, to improve their personal
communication skills and to develop leadership qualities that will enhance their
capacity to serve as leaders while conforming to the “Life in the Balance”
philosophy of Division II standards.
Be a vehicle to create positive public relations and visibility for the entire
University. To provide a continuous program of university/community relations
designed to emphasize the educational values of competitive sports as integral parts of
the education curriculum
To maintain a strong commitment to the principles of diversity and equity and to
the welfare of the student-athlete. Pace University will comply with gender equity
regulations and affirmative action goals in such areas as hiring, promotion, training, and
general work environment.
Pace University
Athletic Department: Policy and Procedure Manual
5
ATHLETICS GOVERNANCE
The Athletic Department is a functional area within the Division of Student Affairs and
reports to the Dean of Students.
The department is run by the Director of Athletics in concert with the Athletic Advisory
Committee (AAC), made up of the Associate AD, the Assistant AD’s, the Director of
Media Relations, the Director of Athletic Development, and the Department Business
Manager.
2.1 Pace University Faculty Athletic Representative Overview
NCAA Bylaw 4.02.2 states “a faculty athletics representative is a member of an
institution’s faculty or administrative staff holding faculty rank, who is designated by the
institution’s chief executive officer or other appropriate entity to represent the institution
and its faculty in the institution and its faculty in the institution’s relationships with the
NCAA and conference.”
The role of the faculty athletics representative is both important and multifaceted at each
of our conference member institutions. While the chief executive officer must be the
central figure in ensuring institutional control of the intercollegiate athletics program, the
faculty athletics representative is an essential partner of the chief executive officer in
protecting the centrality of the academic enterprise at the institution. The working
relationship between the chief executive officer and the faculty athletics representative is
a critically important determinant of the effectiveness of the faculty athletics
representative in contributing to the oversight of the athletics program. The basis of this
relationship should be a model of institutional control in which significant responsibilities
for administration and oversight are assigned to the faculty athletics representative, as
well as to the athletics director
In this day and age it is important for each institution to recognize that the FAR position
has become a fundamental administrative assignment that is a departure from the
traditional committee assignments assumed by faculty members. Additionally, as each
institution struggles to define the role as it pertains to their own specific situation, it is
important to communicate throughout campus what those duties entail.
Pace FAR:
Professor Margaret Fitzgerald
Phone: (914) 773-3950
E-Mail: mfitzgerald@pace.edu
Pace University
Athletic Department: Policy and Procedure Manual
6
2.2 Title IX of the Civil Rights Act was enacted on June 23, 1972.
It states:
“No person in the United States shall, on the basis of sex, be excluded from participation
in, be denied the benefits of, or be subjected to discrimination under any education
program or activity receiving Federal financial assistance…”
Title IX applies to an entire school or institution if any part of that school receives federal
funds. Regulations to the legislation require all universities receiving federal funds to
perform self-evaluations of whether they offer equal opportunities based on sex and to
provide written assurances to the Department of Education that the institution is in
compliance for the period that the federally funded equipment or facilities remain in use.
Specifically, to the athletic programs, the Department of Education evaluates the
following factors to determine whether equal treatment exists…
Whether the selection of sports and levels of competition effectively
accommodate the interests and abilities of members of both sexes.
The provision of equipment and supplies.
Scheduling of games and practice times.
Travel and per diem allowance.
Opportunity to receive coaching and academic tutoring on mathematics only.
Assignment and compensation of coaches and tutors.
Provision of locker rooms, practice and competitive facilities.
Provision of medical and training facilities and services.
Provision of housing and dining facilities and services.
Publicity.
Title IX regulations have been challenged and amended to provide greater flexibility in
the equal opportunities for both sexes alike. Some particular organizations such as; social
fraternities and sororities, as well as specific youth clubs (Girls Scouts/Boy Scouts) are
exempt from title IX.
Pace Title IX Coordinator
Lisa Miles
Phone: (914) 773-3856
E-Mail: amiles@pace.edu
Pace University
Athletic Department: Policy and Procedure Manual
7
2.3 Student Athlete Advisory Committee (SAAC)
The Student Athletic Advisory Committee (SAAC) consists of student-athletes from each
team. SAAC is comprised of 12 Executive Board Members and 2 Representatives from
each team that must be present at each meeting. The Athletic Department at Pace
University supports SAAC and encourages its promotion and participation by student-
athletes.
Promote communications between athletic administration and student-athletes.
Provide feedback and insight into athletic department issues.
Generate a student-athlete voice within the campus athletics department
formulation of policies.
Build a sense of community within the athletics program involving all athletic
teams.
Solicit student-athlete responses to proposed conference and NCAA legislation.
Organize community service efforts.
Create a vehicle for student-athlete representation on campus-wide committees.
Promote a positive student-athlete image on-campus.
Raise funds for the Make-A-Wish Foundation( The chosen philanthropy for
Division II)
2.4 Athletic Department Organizational Chart
Please locate organizational charts on the following pages.
Pace University
Athletic Department: Policy and Procedure Manual
8
Pace University
Athletic Department: Policy and Procedure Manual
9
Pace University
Athletic Department: Policy and Procedure Manual
10
Pace University
Athletic Department: Policy and Procedure Manual
11
Pace University
Athletic Department: Policy and Procedure Manual
12
ADMINISTRATION
3.1 General Policies and Procedures
The Athletic Department, consistent with policies set forth by Pace, is an equal
opportunity employer. No person may be discriminated against on the basis of race,
color, religion, sex, national origin, age, sexual orientation or condition of handicap in
employment, training, promotion, demotion, transfer or separation from employment.
3.2 Sportsmanship and Ethical Conduct
Intercollegiate athletic departments have come under intense scrutiny in recent years
from various areas, such as the news media, university administrations, and the NCAA
and student groups. Because of the high degree of visibility inherent in athletics,
employees are expected to act with the utmost judgment, discretion, and integrity at all
times. The following guidelines should be used to define proper departmental behavior.
Violations of these guidelines will not be tolerated and will meet with sanctions deemed
appropriate by the President and Director of Athletics.
An employee will not seek or accept any personal advantage which might
reasonably be interpreted as an attempt to influence his conduct in the
performance of his duties. Such personal advantage may take the form of gifts,
personal loans, advances or accommodations (financial or otherwise), not
available to others on similar terms.
An employee will not engage in activities inside or outside his employment which
conflict with job performance, or which might reasonably be considered to
conflict with obligations to the Athletic Department.
Athletic Department personnel are expected to fulfill all personal financial
obligations. The Athletic Department is not to be placed in the position of acting
as a collection agency or of determining the validity of contested debts.
All employees are to exercise discretion in the use of property, manpower and
funds entrusted to them. These resources are to be used only for officially
approved Athletic Department activities.
Athletic Department employees are encouraged to try to improve their
performance, to find more efficient ways of accomplishing designated tasks and
to utilize opportunities to increase work related knowledge and skills in an effort
to improve themselves personally and the Athletic Department.
The Athletic Department will not tolerate inappropriate comments or language
regarding gender, race, ethnicity, sexual orientation or religion. Employees who
have been victim to, or who have observed, these types of comments or language
should take the following actions:
Pace University
Athletic Department: Policy and Procedure Manual
13
Immediately inform the individual concerned that he/she is offended by
this type of behavior/statement and would appreciate it if they would stop;
and, if the inappropriate behavior continues, - contact the Director of
Athletics and/or the Dean of Students so that they can deal with the
situation accordingly.
Consistent with Article 2 of the constitution of the NCAA, it is Pace
University’s responsibility to establish policies for sportsmanship and
ethical conduct in intercollegiate athletics consistent with the educational
mission and goals of our institution.
In order for intercollegiate athletics to promote the character development
of participants, enhance the integrity of higher education and to promote
the civility in society, student-athletes, coaches, and all others associated
with the athletic programs and events should adhere to such fundamental
values as respect, fairness, civility, honesty, and responsibility
In keeping with the terms and conditions of their contract all coaching
staff members are expected to adhere to the above fundamental values and
to develop these characteristics within their team members.
Coaches should oversee their team’s activities to assure that
sportsmanship and ethical conduct are exercised in practice every day.
Please remember the important example that the coach plays in
sportsmanship and ethical conduct as you make decisions and lead you
team throughout the year.
3.3 Drug/Alcohol/Tobacco Use
Per NCAA Bylaw 11.1.5
The consumption of alcohol or the use of tobacco products in the presence of student-
athletes is considered inappropriate and is prohibited.
The use of tobacco products is prohibited by all game personnel (e.g., coaches, trainers,
managers, and game officials) in all sports during practice and competition. Uniform
penalties (as determined by the applicable rules-making committees and sports
committees with rules-making responsibilities) shall be established for such use.
Pace University
Athletic Department: Policy and Procedure Manual
14
3.4 Department Office Hours
Regular office hours for Athletic Department employees are Monday through Friday
9:00AM to 5:00PM with one hour for lunch. These hours may be adjusted by the
individual’s supervisor to accommodate the staffing requirements of the department.
Any hours not worked for whatever reason, (illness, vacation, military leave, etc.) must
be reported via e-mail to the individual’s supervisor and noted on their timesheet. Except
in emergencies, employees may not leave their job assignments during work hours
without permission from their supervisor. It is expected that all vacation/deviations from
the 9-5 M-F work schedule will be requested in writing and approved up front by your
supervisor.
3.5 Telephone/ Computer Services
Athletic Department telephones are to be used for business purposes only. Employees are
encouraged to keep all personal phone calls to a minimum. The use of Athletic
Department telephones for long distance personal calls is prohibited, as are long distance
calls by student- athletes. The use of long distance telephone service at the Athletic
Department’s expense by a student-athlete is an NCAA violation and will result in
sanctions levied against the Athletic Department and all responsible parties. It is the
responsibility of the head coach to insure that no such violation takes place. Employees
are instructed to reject all collect telephone calls.
Cellular phones are issued to staff members whom the Athletic Department determines
require them to effectively perform their duties. The staff member is responsible for
phone charges above and beyond the agreed-to plan amount. Non-payment of excess
charges by the staff member may result in the termination of cellular phone privileges.
These regulations are not to be violated. Any misuse of Athletics telephone equipment
may result in the revocation of long-distance telephone privileges, a demand for
restitution and additional disciplinary actions if warranted.
Contact the Director of Media Relations/Communication via email for the following
issues:
Computer and Email Accounts Issues
Voice Mail and Phone Service Disruption
Land Fax Issues
Any other technology-related issues
3.6 Contacting Other University Offices and Instructors
Coaches are assigned an admissions liaison for their sport and should direct all
admissions questions thru the designated representative. Each year coaches will be
provided with an updated list of liaisons. Please note that your liaison may change from
year to year based on staffing levels of the admissions department.
Pace University
Athletic Department: Policy and Procedure Manual
15
The office of Financial Aid has designated one staff member to work with the athletic
coaches and staff. All financial aid questions should be directed thru the financial aid
liaison. Please understand that with the concept of shared responsibility, it may take a couple of
days to get an answer to a question.
Due to changes in curriculum, pre-requisites, and course descriptions, coaches should
NOT advise students in regards to classes. Further, coaches are not permitted to be
present during Academic Advising sessions between a student-athlete and his or her
advisor.
If a student-athlete comes to a head coach about a grade problem in a class, the coach
should direct the student-athlete to the instructor or the Faculty Athletics Representative
(FAR). At no time shall a member of the coaching staff contact an instructor.
3.7 Contacting the NCAA
The following people are listed as the contact people for the NCAA: Stephen Friedman,
Margaret Fitzgerald, Mark Brown, Kayne Gutierrez and Michael Winn. If you need to
contact the NCAA, please see one of the people listed above.
BUSINESS OFFICE
4.1 Business Manager
The Athletics Business Manager is responsible for all fiscal transactions. This includes
submission of the annual budget, the processing of all Human Resource paperwork, the
completion of all travel reimbursements, A/P invoices and other paperwork that impacts
budgets.
The Business Manager will be responsible for the internal posting and external
(BANNER) reconciliation along with the monthly distribution of budget status reports to
department head no later than the 10th of each month.
All requests to utilize University resources must be requested in advance to ensure that
those resources are available and the utilization of said resources is appropriate given our
various established guidelines.
4.2 General
General office supplies for office use are to be ordered through the Business Manager.
Anything above and beyond general office supplies will be charged to the team specific
budget.
Business cards are to be ordered through the Business Manager. The Department will
cover the charge for all the head coaches and all assistant coaches.
Pace University
Athletic Department: Policy and Procedure Manual
16
Photo Copies: For quantities greater than 50 copies per job, Document Services is to be
utilized and charges are to be applied to team specific accounts. Office copier and the
office supply of paper are NOT to be used for mass recruiting mailings or for personal
use (camps, etc.). These types of copy jobs are to be taken to Document Services in order
to process under the respective team budgets.
Out Going Mail Service: All pieces of mail are required to have a Department bar code
sticker attached. General mailing is to be charged to the main Department mail fund. All
OVERNIGHT and bulk mailing (recruiting, etc.) is to be charged to team specific
budgets. Department bar codes are NOT to be used to mail out personal items, such as
camp mailings, etc.
4.3 Budget
The Athletic Budget is set April 1 each year for the following July based on submitted
requests by each program.
The Budget process will commence September 1 each year with each unit head (with
budget oversight) meeting with the Business Manager to review the previous year’s
budget. No later than October 1 each year, the unit head will submit a line itemed budget
request for the coming year. These requests will be tabulated and analyzed by the
Business Manager and he/she will make budget recommendations to the AAC for
submission to the University no later than November 1 each year. The Athletic
Department will receive the budget allocation by March 1 each year. The AAC will meet
to allocate the budget based on needs and priorities by April 1. Unit heads must submit a
final line item budget for approval no later than May 1 each year. Once approved, a copy
of the approved line item budget will be return to each unit head for administration.
4.4 Travel
Team Travel:
Team travel plans should be made at least two weeks prior to travel to allow processing
time for transportation requests and hotel agreements.
Hotels
All hotel contracts for team travel must be submitted to the Business Manager prior to
any final bookings/payments being made. Coaches do not have the authority to sign
binding hotel agreements. All hotels for team travel must be charged to the Business
Manager’s travel card and receipts should be submitted to the Business Manager upon
return.
Transportation
Requests for internal transportation must be outlined in each team’s line item budget that
is approved by the Business Manager. All requests for external transportation need to be
submitted through the Business Office. External charter buses should be arranged by the
Pace University
Athletic Department: Policy and Procedure Manual
17
coach with Academy Bus Lines and then the accepted quote should be forwarded to the
Business Office so a Purchase Order can be created.
The mode of transportation for team travel shall be:
Bus if the official travel party is more than 10 or travel is more than 100 miles
one way.
Van if the official travel party is less than 10 and travel is less than100 miles
one way. The Athletic Department discourages the caravan type approach to
team travel.
Personal Vehicles: The use of personal cars for team transportation is not permitted.
Meals
Catered meals should be processed on the Business Manager’s travel card or through a
Purchase Order. This includes Chartwells and any outside caterer that is used.
Meal Money advances should be requested by a Coach on a Travel & Reimbursement
form. All meal money advances need to be reconciled within 7 days of the end of the
period for which the advance was requested. A new advance will not be authorized until
any prior advance is reconciled. Reconciliation should include dates and signatures of
team members receiving meal money allowances or detailed receipts if group meals are
purchased.
Recess Meal Allowance
Student-athletes, and student managers who are required to remain on campus during
times when the University Dining Halls are not available will be eligible to receive a
meal allowance of $20 per day or meal equivalency. This includes, but is not limited to,
pre-season practices as allowed under NCAA guidelines, holiday periods as defined by
the official University calendar, and post-season practices in preparation for post-season
competition. Names of the students, signatures and applicable dollar amounts must be
included on the Team Meal Allowance Form and submitted by the appropriate coach on a
Travel Reimbursement Request. Team meals are also permitted provided established
reimbursement protocol is followed and the cost of these meals does not exceed the sum
of the per diem amounts.
Departure times listed below identify the per diem qualifications with respect to departure
and return times.
Depart prior to 6:30 am - Claim full day allotment
Depart after 6:30 am but prior to 12pm - Claim only lunch and dinner
Depart after 12pm but prior to 6pm – Claim only dinner
Depart after 6pm – No meal per diems allowed.
Return prior to 6:30 am – No meal per diems allowed
Return after 6:30 am but prior to 12pm - Claim breakfast only
Return after 12pm but prior to 6pm - Claim breakfast and lunch
Return after 6 pm - Claim full day allotment
Pace University
Athletic Department: Policy and Procedure Manual
18
Recruiting:
Travel for Recruits:
No travel arrangements will be made without prior authorization from the Compliance
Office.
Once approval is obtained, travel arrangements should be coordinated with the Business
Office. Flights and hotels must be booked on the Business Manager’s travel card.
Meals for recruits must be handled through a purchase order for group recruit visits and
vouchers for recruits. Meals purchased for individual recruits will be reimbursed through
T&E with appropriate detailed receipts.
Travel for Coaches:
When recruiting, all travel arrangements including airfare and hotel, must be made by the
coach using their personal credit card and submitted for reimbursement though a travel &
expense form within 7 days of completion of travel.
Personal cars may be used for recruiting or public relations and mileage may be
submitted on a Travel Reimbursement voucher in correspondence to the current IRS
rates.
NOTE: Per Diem is not allowed for individual local (recruiting) travel. You must save
these receipts to verify a meal was taken while on official business. Reimbursement for
alcoholic beverages is not permitted.
Other Travel:
This includes conferences, seminars, professional development, etc. All travel
arrangements must be made by the individual travelling using their personal credit card.
This includes registration and membership fees, airfare, rental car, hotel, meals, etc.
Expenses should be submitted for reimbursement with all applicable receipts within 7
days of completion of travel.
ITEMIZED and ZERO BALANCE MEAL RECEIPTS ARE MANDATORY!
If the meal receipt does not have the name and/or address of the restaurant pre-printed on
it, this information must be typed or legibly written onto the receipt in order to submit it
for reimbursement. The practice of filling out your own receipts is unacceptable.
Reimbursement
Within seven working days of the completion of travel, a Travel Expense Reimbursement
Voucher must be completed, signed and dated by the traveler, initialed by the Head
Coach and submitted in final form to the Business Office (for team travel and other
travel) and to the Compliance Office (for recruiting). In the case of continuous travel, the
Pace University
Athletic Department: Policy and Procedure Manual
19
voucher should be submitted within seven working days of the last day of travel for
which reimbursement is requested. The Compliance Coordinator will initial and forward
it to the Business Manager for final approval.
For all travel vouchers, the Athletic Director must approve (by signing and dating) the
voucher and submit the voucher to the Accounts Payable Department for processing.
***The traveler should keep records to verify travel advance check receipt, travel
reimbursement voucher submission and travel reimbursement check receipt***
The following guidelines apply when preparing the forms and documenting reimbursable
expenses:
Each day’s expenses must be listed separately on the travel voucher and in the
appropriate columns. Room service charges are not reimbursable.
For every expense claimed, there must be an itemized receipt and a receipt
showing a zero balance.
When flying, a copy of the purchased itinerary must accompany the
reimbursement voucher. If there is a change to the itinerary initially
purchased, you must document the reason for the change and provide a copy
of the changes to reflect the itinerary that was actually taken. Fees charged to
accommodate personal preference are not reimbursable.
Receipts should be taped, in date order, to one-side of a blank sheet of paper
so that all writing is legible (no staples).
Meals are reimbursable only when incurred as a business related activity.
Tip must be listed separately and cannot exceed 15%.
When submitting for mileage reimbursement, detailed information on the
arrival and departure times at each point of travel must be listed and the
mileage from point to point must be listed.
A full description of the type and purpose of the trip should be entered in the
appropriate space of the travel expense reimbursement voucher.
All reimbursement requests (meal, lodging, entertainment) involving non-University
employees must be explained, in writing, to include the names and roles of these persons
and then submitted to the Director of Athletics for approval.
NOTE: Coaches and other staff members are not eligible for recess meal allowance.
4.5 Procurement
All supplies must be ordered through the Business Manager.
See Appendix G for form.
Pace University
Athletic Department: Policy and Procedure Manual
20
Purchasing Equipment
All equipment purchases are to be handled through the equipment room. The procedure
will ensure proper tracking of funds and a more efficient payment schedule. The
Equipment Manager has the only authorization to expend funds from these object codes
and have items shipped unless prior arrangements have been made through the equipment
room.
Pace University purchasing policies do not allow for personal purchases. Employees
cannot purchase goods or services for their own use under the name of the University, nor
can they use the tax-exempt status of the University. To do so is a direct violation of
Federal laws, New York State laws, and University policy.
See Appendix G for Purchase Request Form
4.6 Tickets
Ticket Operations
The Business Manager oversees all ticket operations for the Pace Athletics department.
Any media or external ticket requests must be submitted to the marketing office 24 hours
prior to the athletic contest.
Football
A gate list for Pace Football games will be delivered to the football offices at 9am on the
Monday prior to a home game. Per NCAA regulations all team members are allotted four
(4) tickets for each home athletic contest. The gate list will be picked up at 12 Noon on
the day before a home game to allow the compliance and business offices to review and
prepare the ticket operations.
Basketball
A gate list for both the men’s and women’s team will be prepared prior to each game to
review and prepare the ticket operations prior to each game. Per NCAA regulations all
team members are allotted four (4) tickets for each home athletic contest.
Tickets for Recruits
All unofficial visits should be submitted to compliance two days prior to the visit. Any
coach who is planning on giving recruits tickets on either unofficial or official visits must
first alert the compliance office and then coordinate with the Business Manager. On the
official visit form there is a section that must be filled out for tickets, meals, etc. Tickets
will not be given to any prospect without approval and will be turned away at the ticket
gate.
Unofficial Recruit Visit Ticket Policy
Per NCAA bylaw 13.7.2.1: During an unofficial visit, the institution may not pay any
expenses or provide any entertainment except a maximum of three complimentary
Pace University
Athletic Department: Policy and Procedure Manual
21
admissions to a campus athletics event in which the institutions intercollegiate team
practices or competes. Such complimentary passes are for the exclusive use of the
prospective student-athlete and those persons accompanying the prospective student-
athlete on the visit and must be issued on an individual game basis. Providing seating
during the conduct of the event (including intermission) for the prospective student-
athlete or those persons accompanying the prospective student-athlete in the facilities
press box, special seating box (es) or bench area is specifically prohibited.
13.7.2.1.4 Reserving Game Tickets: An institution may not reserve tickets (in addition to
the permissible complimentary admissions) to be purchased by a prospective student-
athlete (or individuals accompanying the prospective student-athlete on an unofficial
visit. Tickets may be purchased only in the same manner as any other member of the
general public.
Official Visit Ticket Policy
Per NCAA bylaw 13.6.6.2 Complimentary Admissions. During an official visit, a
maximum of three complimentary admissions to a campus athletics event in which the
institutions intercollegiate team practices or competes. Such complimentary passes are
for the exclusive use of the prospective student-athlete and those persons accompanying
the prospective student-athlete on the visit and must be issued on an individual game
basis. Providing seating during the conduct of the event (including intermission) for the
prospective student-athlete or those persons accompanying the prospective student-
athlete in the facilities press box, special seating box(es) or bench area is specifically
prohibited.
13.6.6.2.4 Purchase of Game Tickets in Same Locale. An institution may reserve
tickets, only for the use of immediate family members accompanying a prospective
student –athlete during an official visit and for seat locations adjacent to the
complimentary seats being provided to the prospective student-athlete. These tickets must
be purchased at face value.
PERSONNEL
5.1 The people of Pace are the institution’s most valuable resource. The University is
committed to being a leading comprehensive institution in the greater New York area.
Commitments to ongoing improvement and to the fostering of an environment of trust
and respect will enable the University to be a viable, versatile institution in the 21
century.
There are many qualities and competencies that identify the Pace employee. Each
employee must demonstrate these attributes. Each employee is required:
• To work to further the University’s mission and Strategic Plan.
• To be well-informed and educated in performing their jobs.
Pace University
Athletic Department: Policy and Procedure Manual
22
• To promote an inclusive environment that is accepting and respectful of all people
regardless of their sex, gender or gender identity; race; color; national origin;
religion; creed; age; disability; citizenship; marital or domestic partnership status;
sexual orientation; genetic predisposition or carrier status; military or veteran status;
status as a victim of domestic violence, sex offenses or stalking; or any other
characteristic protected by law federal, state or local law, rule or regulation.
• To provide accurate, thorough, and professional work consistent with University
and department expectations and goals.
• To assume responsibility for their actions and decisions.
• To be present and punctual for their job and to meet required deadlines.
• To maintain a high standard of business and personal ethics, including discretion
and confidentiality.
• To understand his or her role in determining the needs of the workplace.
• To be student-centered.
• To be a team player.
• To communicate accurately, clearly, and positively, both verbally and in writing.
• To listen attentively and respond responsibly.
• To demonstrate trust and respect for all people and ideas.
• To pursue opportunities for personal growth and development.
• To be informed and understand University and department policies and procedures.
• To continuously strive for excellence.
• To serve as an ambassador and steward of the University.
The Business Manager is the active liaison for all Human Resource issues within the
Athletic Department.
Please Visit https://www.pace.edu/human-resources for further information.
Pace University
Athletic Department: Policy and Procedure Manual
23
COMPLIANCE
6.1 NCAA Eligibility Center
A requirement for all incoming freshman who wish to participate in intercollegiate
athletics.
What is the NCAA Eligibility Center?
The NCAA Eligibility Center is an independent organization that reviews the academic
records and amateurism background of all prospective collegiate student-athletes to
determine if they meet NCAA minimum academic and amateurism standards. The
NCAA establishes a minimum academic standard only for athletics eligibility. It is not a
guide to qualifications for college admissions and it has no relation to your acceptance to
a university.
How to register
1. Registration done at: www.eligibilitycenter.org
2. Complete the STUDENT RELEASE online.
3. Pay the required fee associated with registration.
4. Contact your HIGH SCHOOL GUIDANCE COUNSELOR to communicate your
NCAA Clearinghouse needs:
Three pieces of required information
Complete transcripts from grade 9-12 (if you have attended multiple high schools,
transcripts from ALL high schools attended are required).
OFFICIAL ACT or SAT test scores (must be sent directly from the testing
agency)
Proof of graduation (final high school transcript)
Registration with the NCAA Eligibility Center is a REQUIREMENT of all incoming
freshmen at any NCAA institution. Registration and certification must be completed prior
to any varsity competition.
6.2 NCAA Amateurism Certification
A requirement for any individual enrolling at a division I or II institution for the first time
on or after August 1, 2007.
What is Amateurism Certification?
The Amateurism certification process is to determine whether a prospective student-
athlete has maintained amateur athletic status prior to participating in NCAA Division I
or II athletics. The NCAA is certifying amateurism status for all qualifying institutions
for consistency purposes to maintain competitive equity.
Pace University
Athletic Department: Policy and Procedure Manual
24
How to register
1. Go online to www.eligiblitycenter.org
2. Select NCAA College Bound Student-Athlete
3. Click on New Account (Upper Right Hand Corner)
4. Complete the student release form online and include credit or debit card information to
pay the fee.
5. Complete the amateurism questionnaire.
6. FINAL CERTIFICATION will be issued after you request a final certification:
6.3 Requirements for Athlete Eligibility
Coaches are the last line of defense in making sure that only those students who have
been certified to practice and compete are participating. It the head coach’s responsibility
to make sure returning student-athletes are eligible. If you are not sure if a student has
been cleared, please contact the Assistant Athletic Director for Compliance Office to find
out. If there is ever any question as to a student-athlete’s eligibility, coaches should not
allow them to practice, play or travel. Please be sure to follow the policies and procedures
in place to verify eligibility so as not to jeopardize the institution, the program and the
student-athlete.
Listed below are the basic criteria that all previously enrolled students need to meet in
order to be eligible.
What a student needs to be eligible to practice:
Completed health questionnaire (pending review)
Completed physical (pending review)
Completed insurance form
Full-time enrollment as a matriculated student
Registered with the NCAA Eligibility Center (all freshman and transfers from JC,
CC, Division III, NAIA institutions)
Meet all NCAA, NE-10 and Pace University academic requirements
All NCAA, Pace University forms filled out properly
TRANSFER students must have copies of all transcripts in to Compliance office
Sports Information paperwork completed
NOTE: If an incoming freshman student-athlete has not been certified (academic and
amateurism) by the NCAA Eligibility Center prior to the start of practice, the student-
athlete has a 45-day certification period. During this period, the student-athlete is eligible
for PRACTICE only – no competition. Once the 45-day temporary certification period
expires, if the incoming freshman has not been certified by the Eligibility Center as either
a qualifier or partial qualifier, they are no longer eligible for practice or financial aid.
What a student needs to be eligible to compete:
Completed health questionnaire (pending review)
Completed physical (pending review)
Pace University
Athletic Department: Policy and Procedure Manual
25
Completed insurance form
Full-time enrollment as a matriculated student
Academic and/or amateurism certification from the NCAA Eligibility Center (all
freshman and transfers from JC, CC, Division III, NAIA institutions)
Meet all NCAA, NE-10 and Pace University academic requirements
All NCAA, Pace University forms filled out properly
Transfer students must have copies of all transcripts in to Compliance office
Sports Information paperwork completed
declared major for juniors and seniors
Must show up on official squad list
6.4 Academic requirements for returning student-athletes
For continuing student-athletes, eligibility for competition shall be based on the following
requirements:
Satisfactory completion of six-semester or six-quarter hours of academic credit
the preceding regular academic term in which the student-athlete has been
enrolled full time at any collegiate institution; and
For a midyear transfer student-athlete, for a student-athlete following the student-
athlete's first academic year in residence or after the student-athlete has used one
season of eligibility in any sport at the certifying institution, the certification shall
be determined by the student-athlete's academic record in existence at the
beginning of the fall term or at the beginning of any other regular term of that
academic year, based on:
Satisfactory completion before each fall term of a cumulative total of academic
semester or quarter hours equivalent to an average of at least 12 semester hours
during each of the previous academic terms in academic years in which the
student-athlete has been enrolled in a term or terms; or
Satisfactory completion of 24 semester or 36 quarter hours of academic credit
since the beginning of the previous fall term or since the beginning of the
certifying institution’s preceding regular two semesters.
Student-athletes must declare a major at the start of their fifth (5th) full-time
semester
Student-athletes who are ineligible for any reason may not travel with the team or receive
travel related expenses. This includes freshmen who are certified as partial qualifiers or
non-qualifiers.
Travel-related expenses are only approved for those student-athletes who are eligible to
compete and will represent the institution.
Partial qualifiers and non-qualifiers are not eligible for team travel as team managers.
Pace University
Athletic Department: Policy and Procedure Manual
26
6.5 Renewals and Non-Renewals for Returning Student-Athletes
Per NCAA Rules, all student-athletes who received athletic aid during the previous
academic year (fall and/or spring semester) and who have eligibility remaining must be
notified, in writing, by July 1 of renewal or non-renewal of athletics aid.
Renewals, Reductions, Non-Renewals
The head coach is responsible for notifying the Director of Compliance of renewal or
non-renewal.
A completed Athletics Grant-in-Aid Request Form is to be submitted for renewal.
Coaches should submit a list of non-renewals at the same time.
Renewals/Increases - Renewal amounts should be the exact amount provided the
previous year. In the event that a scholarship amount is increased, written
justification for the increase should accompany the request. Once the period of
the award begins (preseason practice, first day of classes, the award may not be
increased. Only way increase is permitted if the institution can demonstrate that
such an increase is unrelated in any manner to an athletics reason.
Reductions - Athletic grants-in-aid may not be reduced during the period of the
award on the basis of a student's athletics ability, performance or contribution to a
team's success, because of an injury, illness or physical or mental medical
condition, or for any other athletics reason.
In the event that a coach wishes to decrease the scholarship amount of a returning
student-athlete for the following academic year, written justification for the decrease
should accompany the request. All decreases must be approved by the Director of
Athletics before being forwarded for recommendation by the Office of Financial Aid. Do
not plan on using that money until an approval has been given that those funds will not be
renewed.
Forms must be completed by head coaches and turned in to the Assistant Athletic
Director/ Compliance by May 15th of each academic year.
The Office of Financial Aid will NOT post the athletics grant-in-aid agreement amount
until the following information is filed by the student-athlete:
Free Application for Federal Student Aid (FAFSA)
Copies of parent’s and student’s Federal Income Tax Return for
that year (if selected).
6.6 Student Athletes who quit/are dismissed/cut
When a student-athlete quits, dismissed, or cut from a team, the head coach must notify
the Compliance Coordinator by submitting a Team Roster Updates form. Coaches should
have an athlete who quits a team sign a Voluntary Quit Form and submit it with the Team
Roster Update form.
See Appendix B for Voluntary Quit Form
See Appendix C for Team Roster Update Form
Pace University
Athletic Department: Policy and Procedure Manual
27
6.7 Athletics Grant-In-Aid Agreements
General Policy
IT IS A REQUIREMENT for any student-athlete receiving any amount of athletically-
related financial aid to complete the Free Application for Federal Student Aid (FAFSA)
on a yearly basis. No award agreement will be posted unless the FAFSA has been fully
completed and accepted by Pace University.
It is the policy of the Pace University Department of Athletics to honor financial aid
commitment to each student-athlete in accordance with NCAA policy (Bylaw 15). The
Department of Athletics makes recommendations to the University’s Financial Aid
Office regarding the awarding of athletically-related financial aid. An athletics financial
aid award may be issued for a minimum of one semester and a maximum of one
academic year. Student receiving an Athletic-Related Grant will not receive any
additional campus-based aid (Merit awards, need-based grants) from Pace University.
Terms and Conditions Regarding Athletic Grant-In-Aid
Athletically-related grants-in-aid are awarded pursuant to the rules of the NCAA, the
Pace University Office of Financial Aid, the NE-10 Conference and the Pace University
Department of Athletics.
Please refer to the Athletic-Related Grant-In-Aid Agreement form for further contract
stipulations.
The NCAA regulations governing athletic financial aid are defined in NCAA Bylaw,
Article 15.
To qualify for the offer of Athletically-Related Grant-in-Aid, the student-athlete
must be accepted by the Pace University Office of Admissions and meet the
NCAA guidelines for high school/junior college academic performance. The
student-athlete must also file a Free Application for Student Financial Aid
(FAFSA) form with the University Office of Financial Aid. New York State
residents must also fill an application for the TAP Program.
The Pace University Director of Financial Aid makes the offer of Athletically-
Related Grant-in-Aid in writing. The offer of Athletically-Related Grant-in-Aid
is valid for a period of fourteen days from the date of issue.
The offer of Athletically-Related Grant-in-Aid is accepted and posted to the
student-athlete’s account when the student-athlete and the parents or guardians of
the student-athlete sign and return the agreement. Where applicable, acceptance of
the agreement also assumes signing the National Letter of Intent.
Pursuant to NCAA Bylaw, Article 15, Athletically-Related Grant-in-Aid may
only be awarded for a one-year period.
Pace University
Athletic Department: Policy and Procedure Manual
28
Pursuant to NCAA Bylaw, Article 15, institutional financial aid based in any
degree on athletics ability may be reduced or canceled during the period of the
award if the recipient:
Renders him/herself ineligible for intercollegiate competition.
Fraudulently misrepresents any information on an application, letter of
intent or financial aid agreement.
Voluntarily withdraws from a sport at any time for personal reasons.
Fails to meet the academic requirements of the University.
Fails to meet the training or competition rules of the coach.
Engages in serious misconduct warranting substantial disciplinary penalty
or is found to have engaged in misconduct by the University’s regular
disciplinary authority, even if the loss-of-aid does not apply to the student
body in general.
The student-athlete participates or exhibits behavior deemed detrimental to
the team, the Athletic Department, or Pace University.
If a student-athlete’s aid is not renewed they must be notified that pursuant to NCAA
Bylaw 15.3.5.1.1 they are entitled to a hearing before a University Appeals
Committee.
6.8 Summer 1/ Intersession Athletics Aid Policy
DO NOT MAKE PROMISES OF SUMMER SCHOOL WITHOUT APPROVAL FROM
THE DIRECTOR OF ATHLETICS. SUBMIT ALL REQUESTS TO COMPLIANCE
OFFICE FIRST.
Summer school requests will be awarded on an extremely competitive basis. Requests
for summer school grant-in-aid will not be approved for any failed courses. Requests
reviewed on a case-by-case basis and are due to the Director of Athletics in writing no
later than March 1.
Intersession courses will not be approved unless student-athlete is within their final two
semesters. Each intersession request will be reviewed on a case by case basis.
Max amount per request is 6 credits.
Included in the request must be a copy of the student-athlete’s most current transcripts.
BOOKS SCHOLARSHIPS ARE NOT AVAILABLE DURING THE SUMMER
SESSION.
Requests will be reviewed for academic histories. Summer school will NOT be approved
for any student-athlete needing to make satisfactory progress or to reach good academic
standing – no approvals will be made to make up courses that were failed.
Pace University
Athletic Department: Policy and Procedure Manual
29
Requests for summer school will be made on a first-come-first serve basis pending
academic history reviews.
Head coaches who wish to provide athletic summer aid to student-athletes must
complete a Request for Summer Athletic Aid form.
Forms must be completed IN FULL and returned to the Compliance Director at
least two weeks prior to the start of the summer session. Requests should
realistically be made earlier since they will consider on a first-come-first serve
basis.
After completing the form, forward to the Compliance Director who will provide
a summer athletic award request memorandum to the Office of Financial Aid.
See Appendix A for Summer 1/ Intersession Athletic Aid Request Form
6.9 Missed class time
Per NCAA Bylaws
During the championship season, no class time shall be missed for practice activities
except when a team is traveling to an away-from-home contest and the practice is in
conjunction with the contest.
During the non-championship season, no class time may be missed for practice or
competition.
6.10 Sports Wagering
It is impermissible under NCAA rules and illegal for any student-athlete and athletics
staff members to be involved in any type of sport wagering activity that involves
intercollegiate or professional athletic events. Student-athletes and staff members of the
athletics department shall not knowingly:
Provide information to individuals involved in organized sport wagering activities
concerning intercollegiate athletics competition;
Solicit a bet on any intercollegiate team;
Accept a bet on any team representing the institution;
Solicit or accept a bet on any intercollegiate competition for any item (e.g., cash,
shirt, dinner) that has tangible value; or
Participate in any sport wagering activity that involves intercollegiate athletics or
professional athletics, through a bookmaker, a parlay card or any other method
employed by organized gambling.
Any type of sport wagering that involves intercollegiate athletics or professional events is
impermissible. This includes FANTASY LEAGUES.
Pace University
Athletic Department: Policy and Procedure Manual
30
In addition to awareness of the sport wagering and bribery threat to the integrity of
intercollegiate sports, student athletes and athletics staff members are responsible for the
following:
Reporting any offers of gifts, money, or favors received in exchange for supplying
team information or for attempting to alter the outcome of any contest.
Maintaining a clear understanding of what constitutes sport wagering and bribery
activities and reporting any suspected infractions.
Contacting the coach or other departmental personnel when questions concerning
appropriate release of team information arise.
Realizing that participation in these activities can result in disciplinary actions by
the University and the NCAA as well as local, state, and/or federal law
enforcement.
A student-athlete who engages in activities designed to influence the outcome of an
intercollegiate contest or in an effort to affect win-loss margins (i.e, “point shaving) or
who participates in any sports wagering activity involving the student-athlete’s institution
shall permanently lose all remaining regular-season and postseason eligibility in all
sports.
A student-athlete who participates in any sports wagering activity through the internet, a
bookmaker, or a parlay card shall be ineligible for all regular-season and postseason
competition for a minimum period of one year from the date of the institution’s
determination that a violation occurred and shall be charged with the loss of a minimum
of one season of eligibility. If the student-athlete is later determined to have been
involved in a violation of any portion of Bylaw 10.3 the student-athlete shall permanently
lose all remaining regular-season and postseason eligibility in all sports.
If you place a bet of any kind on any college or professional sport, or if you give
information to anyone who uses that information to make a bet, you risk being removed
from your team, expelled from college, humiliated in news stories, an embarrassment to
your family and team, banished from professional sports, a victim of bookies and
organized crime, ruined financially and even hurt physically, turned down for future jobs,
and sent to jail. In short, sports wagering can destroy your life. For this reason, college
athletic administrators, conference staff officials and college athletes may not gamble on
college or professional sporting events. The NCAA’s interpretation Committee clarified
the scope of the Gambling Bylaw to preclude a student-athlete from soliciting or
accepting a bet for a non-monetary material item (e.g., shirt, dinner) that has tangible
value.
The NCAA opposes all forms of legal and illegal sports wagering. Sport wagering has the
potential to undermine the integrity of sport contests and jeopardize the welfare of
student-athletes and the intercollegiate athletics community. Sports wagering demeans
the competition and competitors alike by a message that is contrary to the purposes and
meaning of “sport.” Sports competition should be appreciated for the inherent benefits
Pace University
Athletic Department: Policy and Procedure Manual
31
related to participation of student-athletes, coaches and institutions in fair contests, not
the amount of money wagered on the outcome of the competition.
6.11 Travel Itinerary
The Travel Itinerary must be submitted prior to any off-campus travel for practice,
competition, or any other team-related travel.
The head coach shall fill out a Team Travel Itinerary for every trip a Pace
University Athletics team travels off campus – FOR BOTH PRACTICE AND
COMPETITION.
Team Travel Itineraries are to be turned in 2-3 days before any team leaves
campus. Indicate estimated departure and return dates and times.
If an overnight function, include accommodations and a contact number.
Include the type of transportation (PACE or charter company).
Indicate official travel party.
After filling out form completely, forward directly to the Department
Administrative Assistant and Compliance office.
Meal money and/or travel arrangements may not be approve without submission
of this form prior to traveling.
6.12 Team Managers
The position of Athletic Team Manager is designed to assist the coach in organizational
matters, allowing the coach increased opportunities for interaction with team members
during games and/ or practices. Each team can award an $800.00 book scholarship to a
current Pace University student to act as team manager. Each team’s athletic scholarship
budget will be charged $800 for each manager.
All Athletic Team Managers will be responsible for the following duties:
Washing team uniforms
Placing teams’ uniforms in locker rooms on game days
Setting up the clock, balls, and various equipment prior to team practice sessions
Setting up water coolers and cups before practice and games
Other duties requested by the head coach
In order for a student to be a team manager, the student must be enrolled full-time in a
course of studies at Pace University. The student must meet regular academic
requirements under NCAA regulations. Specifically, continuing students must have a
cumulative GPA of a 2.0 and must earn 24 credits per academic year. Further, all
managers must be making regular progress towards their degree. Any freshman who is
certified as a non-qualifier by the NCAA may not become a (team) manager for any
team. Partial qualifiers may act as team managers for teams other than their own.
Pace University
Athletic Department: Policy and Procedure Manual
32
Once a coach has selected the team manager, he/she must notify the Director of
Compliance. The student’s name will be forwarded to the Financial Aid Office so that the
manager will receive his/her scholarship.
6.13 Recruiting Certification
Only authorized coaches who have been certified may contact or evaluate any prospect at
an off-campus site.
Annual certification is required of all coaches. Coaches who do not pass the test on the
initial try will be rescheduled to take the test after 30 days. Off-campus recruiting
(contacts and evaluations) is not permitted until the test has been successfully completed.
The certification process includes successfully completing the annual NCAA
Recruiting Certification Exam as a condition for being permitted to engage in off
campus recruiting. The certification exam is a standardized, national test
covering NCAA recruiting legislation – it is an open book examination (NCAA
rules manual only), consisting of 40 questions with an 80-minute time limit.
The exam is administered by the Faculty Athletics Representative, or a designee
of, on an annual basis. Coaches will be notified when the exam is to be
administered. Generally speaking, the initial testing date will be at some time
during summer. This time period is based on the most current year’s exam as
published by the NCAA. In the case that a coach is unable to make the regularly
scheduled exam time, a separate test date will be scheduled for them. However,
they will not be permitted to recruit off campus until the test has been successfully
completed.
Certification lasts for a one-year period (August 1- July 31), HOWEVER, prior to
the upcoming academic year, each head coach (or other recruiting coach) will be
expected to take the most current year’s test. All coaches are expected to take the
current year’s exam at the earliest possible time, regardless of the time remaining
on each individual’s one-year period.
If the test is taken mid-year, the coach is still expected to take the recruiting exam
when the cycle begins again.
If the exam is not completed successfully, the coach will wait a mandatory 30-day
period before they are eligible to re-take the exam.
6.14 Recruit Official Visit/ Unofficial Visit/ Student Host
Official Visits- High School Prospective Student-Athletes
An official (paid) visit may only be provided once for a prospective student-athlete. The
first opportunity to provide an expense paid visit is the opening day of classes of the
prospective student-athlete’s senior year in high school.
Pace University
Athletic Department: Policy and Procedure Manual
33
Post High School Visits
The one visit limitation applies separately to the period in which the prospect student-
athlete is in high school and to the period beginning September 1 after the prospective
student-athlete’s completion of high school.
Transfer Students
If a student-athlete attending a four year institution and desires to transfer to Pace
University, the previous institution must provide permission to speak. It is permissible
once given permission, to provide the student-athlete with one official visit.
Requirements of an official visit:
1. Present test scores from PSAT, SAT. PLAN, ACT, or information is on file at the
NCAA Eligibility Center. Test scores must be presented in writing through
testing –agency document or on a high school academic transcript.
2. Must be registered with NCAA Eligibility Center.
3. Is placed on the institutional request list (IRL) with the NCAA Eligibility Center.
4. Official Visit Form
5. Overnight Guest Policy Form
6. Student Host form
7. Prospect Declaration Form
8. Release consent waiver
Length of Official Visit
All visits are only 48 hours in length. If an extenuating circumstance occurs beyond the
control of the prospective student-athlete and institution, a report must be submitted to
the compliance office.
All required documentation must be provided to the Assistant Athletic Director/
Compliance for approval one week prior to the visit.
Unofficial Visit
Coaches must submit unofficial visit form to the compliance office two days prior to the
visit. Below are the requirements of the unofficial visit.
Prospective student-athletes are permitted to visit campus at their own expense an
unlimited number of times. A prospective student-athlete may make unofficial visits
before his their senior year in high school.
Meals
One meal can be provided to prospective student-athletes and parents/ legal guardians.
The meal must be in the dining facilities. If dining facilities are closed, the coach is
permitted to provide a meal in an off campus dining facility. Coaches must submit a
receipt of meal to the compliance office.
Pace University
Athletic Department: Policy and Procedure Manual
34
Transportation
Coaches may only provide transportation to a prospective student-athlete to view practice
and competition sites in the prospective student-athlete’s sport, other institutional
facilities and to attend an institution’s home athletics contest (on or off campus). Coach
must accompany prospective student-athlete during such a trip. Payment of any other
transportation expenses is not permissible.
See Appendix D for Unofficial Visit Form
Student Host
The role of the student host is very important in the recruiting process for our
University’s athletics teams. Coaches have a responsibility to make sure the student-host
understand and abide by NCAA, NE-10, and University regulations. Please carefully
review the following rules:
1. Student host must be enrolled as a full-time degree-seeking student at Pace
University. If you are a freshman, you must have been a high school qualifier.
(NCAA Eligibility Center).
2. If entertainment will be provided, only you will be provided money with which to
entertain yourself, the prospect, the prospect’s parents/legal guardians or spouse.
Other students may assist you with hosting the prospect but must pay for their own
entertainment.
3. A maximum of $30 per day may be provided to cover all actual costs of entertaining
you, the prospect, the prospect’s parents/legal guardians or spouse, excluding the
costs of meals and admission to campus athletic events. You may also be provided an
additional $15 per day for each additional prospect entertained by you.
4. No cash may be given to the visiting prospect or anyone else.
5. Student host may not use entertainment funds to purchase, or otherwise provide the
prospect with souvenirs, shirts or other institutional mementos. In addition, the use
of any alcoholic beverages by you or the prospect during the official visit is
strictly prohibited.
6. Student host may not use vehicles provided or arranged for by any coach, institution
staff member or booster of the University. NEVER allow the recruit to use or drive
your car.
7. Student host may not transport the prospect of anyone accompanying the prospect
more than 30 miles from the campus.
8. Student host should not allow recruiting conversations to occur on or off campus
between the prospect and a booster of the athletics program. If an unplanned meeting
occurs, only an exchange of greetings is permissible.
Pace University
Athletic Department: Policy and Procedure Manual
35
9. Student host may receive an on-campus complimentary meal, provided you are
accompanying the prospect during the visit. You may also receive complimentary
admission to a campus athletics event, provided you are accompanying the prospect
to the event and the event occurs during the official visit.
10. If entertainment money is being provided, host are required to turn in any receipts
and entertainment funds to your coach as soon as the prospect leaves campus.
Coaches must submit all receipts to the compliance office.
6.15 Awards
In order to recognize each year of participation on a Pace Athletics varsity team an
awards policy has been created. The award policy has been designed to commemorate
each student-athletes increasing dedication, hard work and commitment to their varsity
sport.
Year 1 Completed: Certificate of Participation
Year 2 Completed: Nike sweatshirt or fleece
Year 3 Completed: Varsity Letter is given (included will be options as to how to display
the letter, frame, jacket etc.)
Year 4 Completed: Senior gift of a Fossil Watch
Senior Picture Policy:
4 year athlete receives Terry Plaque
Anything less than 4 years receives large single photo poster
ACADEMIC SERVICES
7.1 Student-Athlete Academic Services
Pace University values academic excellence as well as athletic achievements and insists
that individuals are students first and athletes second. Academic Services for Student
Athletes helps students prioritize academics by providing this comprehensive support
system throughout the student athlete's college career. These services, offered to all our
intercollegiate student athletes include:
Study Hall
Coaches are required to have mandatory study hall for their sport. All incoming
freshmen and transfer student-athletes should participate in study hall for the first
semester. Returning student-athletes with a cumulative GPA below 2.3 must participate
in study hall as well.
Tutoring Center
Academic Coaching is a program offered by the tutoring center for student- athletes to
receive tutoring in a specific subject. Any student-athlete who cumulative GPA is below
a 2.3 should attend academic coaching. Please contact the Associate Athletic Director for
Student Success and Services if place a student-athlete into academic coaching.
Pace University
Athletic Department: Policy and Procedure Manual
36
Academic Alert
Academic Alert is system which professors are able to alert the Associate Athletic
Director for Student Success and Services on the status of the academic performance of
all student-athletes. Academic Alerts are sent out three times each semester. Once
professor fills out the request, Associate Athletic Director for Student Success and
Services will notify coach and give recommendations to coach and also notify academic
coaching staff.
OPERATIONS
8.1 Game Contracts and Scheduling out of Conference Contests- Routing Form
Head coaches are responsible for scheduling all out of conference games. Out of
conference games may be scheduled depending on the team budget.
Teams participating in the NE-10 Athletics Conference will receive a pre-determined
schedule from the Athletic Director or Associate Athletic Director for the upcoming
season. Coaches not participating in the NE-10 Athletics Conference are responsible for
creating a competition schedule according to all applicable NCAA requirements
(minimum contests, minimum participants, etc.).
Teams who wish to travel outside of the region for out of conference games may be
required to fund raise. Annually, each coach will receive the requisite number of games
to be played for their sport from the Assistant Director of Athletics for Compliance.
Head coach will bring competition schedule and routing form to the compliance
office.
The compliance office will review both forms and seek input from the Academic
Center.
The compliance office will then forward the competition schedule and routing
form to the Associate Athletic Director to ensure no scheduling conflicts exist. If
scheduling conflict exists, the competition schedule is given back to the head
coach to discuss alternatives with Athletic Director or overseeing A.D.
Once the competition schedule is reviewed for any scheduling conflicts, the
compliance office will give the competition schedule and routing form to the
Athletic Director or sport’s overseeing A.D. to review and sign. The signed copy
will be forwarded to the Associate Athletic Director.
The Associate Athletic Director will forward a copy of the competition schedule
to the Sports Information Office.
The compliance office will e-mail the coaching staff informing them that their
competition schedule has been approved.
See Appendix E for Schedule Routing Form
Pace University
Athletic Department: Policy and Procedure Manual
37
8.2 Officials
Coaches are responsible for submitting contest schedules to the respective officiating
bureau or assignor. Sports which do not use an officiating payment service must submit
an “Officials Payment Form” to the Administrative Assistant within three (3) days
following the competition. Supporting documentation of fees must accompany this form.
In the event of a game cancellation or a game change (date, time, location, etc.), it is the
responsibility of the head coach to contract the officials and advise them of the situation.
8.3 Contest Changes or Cancellations
Any changes or cancellations on a team’s schedule MUST BE reported to the following
immediately:
Director of Athletics or Overseeing AD
Associate Athletic Director for Facilities/Operations
Equipment Manager
Sports Information Director
Sports Medicine Office
Department Administrative Assistance
**This is important in regards to game-day operations for all sports- an email or voice
mail or teamworks communication to all parties listed is imperative.
8.4 Priority Scheduling of Facilities
Goldstein Fitness Center Priority Scheduling
Basketball, Football and Volleyball (in season)
Other varsity sports (in season)
Intramurals
Varsity sports (Out of season)
Student activities
Free recreation/ outside rental
Wilcox Gymnasium Priority Scheduling
Basketball and Volleyball (in season)
Other varsity sports (in season)
Intramurals
Student activities
Varsity sports(out of season)
Free recreation/ outside rentals
Pace University
Athletic Department: Policy and Procedure Manual
38
Outdoor Facilities Priority Scheduling
Varsity sports (in season)
Intramurals (if applicable)
Varsity sports (out of season)
Student Activities
8.5 Practice Scheduling
During the championship season, NO CLASS TIME SHALL BE MISSED FOR
PRACTICE ACTIVITIES except when a team is traveling to an away-from-home contest
and the practice is in conjunction with the contest. During the non-championship season,
NO CLASS TIME MAY BE MISSED FOR PRACTICE OR COMPETITION.
In order to maximize facility usage based on seasonal priorities, priority scheduling for
practice is given to teams currently in-season and other practice site options. Please note
there will be several University run events that take precedence over all athletic events.
Practice scheduling will be done through the Associate Athletic Director for
Facilities/Operations. Coaches may not switch their practice times without first getting
approval from Facilities/Operations staff
Teams should not enter the gym until their designated practice time. In addition, teams
should vacate the gym when their scheduled time is over. Coaches should allow time to
make sure all equipment is taken down and put away.
Because the Goldstein Fitness Center is used by many constituents, it is imperative that
teams intending to use the facility confer with the Associate Athletic Director for
Facilities/Operations well in advance to schedule time and floor space.
Submit complete practice and games schedules to the Associate Director of Athletics for
Facilities/Operations two to four weeks prior to the beginning of pre-season practice.
If your team does not practice on-campus, a practice schedule must be submitted to the
Assistant Director of Athletics for Compliance.
8.6 Special Events Scheduling
ALL non-varsity or intramural events held in Pace University Athletic facilities are to be
scheduled by the Associate Director of Athletics for Facilities/Operations. This includes,
but is not limited to:
Camps
Promotions
Showcases
Summer Leagues
Clinics
Tournaments
Pace University
Athletic Department: Policy and Procedure Manual
39
No rental agreements are to be negotiated or signed by any coach or individual for any
field or facility operated by the Pace University Department of Athletics. These
agreements are to be processed by the Associate Director of Athletics for Facilities and
Operation or the Director of Athletics.
8.7 Camps and Clinics
Coaches who want to run a camp or clinic must first get approval from Director for
Compliance. All camps or clinics must comply with all NCAA rules and regulations.
Please refer to bylaw 13.12 for more information. Upon approval space should be
reserved with the Associate Athletic Director for Facilities/Operations. If it is a privately
owned camp/clinic a facility use agreement along with proper insurance requirements
must be in place prior to the camp/clinic being advertised.
Once the camp or clinic has been approved, all advertising material must be approved
through the Director for Compliance.
All checks for fund raising camps and clinics must be made out to Pace University. All
cash and checks will be deposited into the individual team’s fund (account). Once funds
are secure, requests to utilize these revenues will be made through the Business Manager.
At the conclusion of any private or coach owned camp, a copy of the roster and all
payments must be submitted to the Associate Athletic Director for Facilities/Operations
so an invoice can be generated.
8.8 Equipment Room
The Equipment Manager is responsible for ordering, purchasing, inventory, distribution
and maintenance of Pace University Athletics equipment. Head Coaches should supply
necessary information in a timely manner to ensure appropriate equipment is ordered and
distributed.
At the start of each season, the equipment staff will meet with each head coach to
complete the annual equipment needs form to the upcoming academic year. This form
will be reviewed at the end of the competition season and prior to the start of the non-
championship segment.
8.9 Equipment Problems
Any athletic equipment problems are to be reported to the Equipment Manager
immediately following the practice or game/events in which the problem occurred.
Head Coach is ultimately responsible for reporting all equipment problems
If directed by Head Coach, student-athlete is to leave a message on the Equipment
Manager’s voice mail (914-773-3283/914-923-2905) that includes the following
information:
Player’s name
Pace University
Athletic Department: Policy and Procedure Manual
40
Player’s sport
Player’s game uniform number
Specific problem
Player’s phone number
8.10 Inventory and Distribution
The Equipment Room Staff is responsible for the inventory and distribution of athletics
equipment. At the beginning and conclusion of each playing season, the Equipment
Manager will provide the Head Coach with a list of all relevant information.
Review Equipment Forms:
Supply Equipment Manager with a list of required items for the upcoming season
and roster estimation two months prior to the first practice.
Include a complete list of participating players for the upcoming season
containing University #, student-athlete contact information (dorm and home
telephone numbers) within 30 days of your first practice.
In order to receive equipment, the Compliance Office and Head Trainer must
confirm the student-athlete’s eligibility.
A completed equipment form for each participating player is to be submitted three
weeks prior to the first practice. This form can be found on the Pace Athletics
website.
Supply Equipment Manager with a schedule of competitions/events two weeks
prior to the first competition to ensure proper/timely distribution of uniforms and
equipment.
Please inform the Equipment Manager of changes in your schedule of events
within 24 hours so that necessary arrangements may be made for
distribution/collection of items.
At the conclusion of each sports Championship and Non-Championship segments,
the equipment manager will provide each coach with a complete inventory of
equipment, along with a suggested equipment purchase list.
8.11 Student-Athlete Responsibilities
The student-athlete is responsible for all issued equipment.
It is the responsibility of the student-athlete to return all equipment (regardless of
condition) to the equipment room by a date pre-established by the Head Coach
and Equipment Manager.
All competitive equipment must be returned; the equipment room will place a
hold on his/her records and notify the head coach. The student-athlete will
reimburse the Department for any missing equipment as at a cost that will replace
the equipment.
Only laundry associated with the competition uniform will be laundered on a
regular basis.
Teams in their non-championship segment MUST confer with the Equipment
Manager to establish a laundry schedule.
Pace University
Athletic Department: Policy and Procedure Manual
41
8.12 Laundry Guidelines
The laundry rooms are specifically for the use of the Pace University Equipment Room.
The Equipment Room staff is responsible for daily practice and game day laundry unless
other agreeable arrangements are made between the Equipment Manager and the Head
Coach.
8.13 Practice Gear
After use, all practice gear is to be placed on a laundry loop for cleaning. Only items
associated with the practice uniform will be washed – other personal items of clothing
will not be laundered.
Once on the loop, laundry is to be placed in the provided laundry bin for washing.
After washing, practice uniforms will be returned to player’s locker.
Laundry that is not placed on a laundry loop will not be washed.
Teams in non-championship season must schedule with the Equipment Manager
to establish laundry schedules.
8.14 Game Uniforms
Home Games: After use, game uniforms are to be placed in the provided laundry
bin IMMEDIATELY following the game/event. Only items associated with the
game uniform will be washed – other personal items of clothing will not be
laundered.
Away Games: Away uniforms will be collected an hour before the next scheduled
practice unless scheduled at a different time by the Head Coach and the
Equipment Manager. (please remember that uniforms left unwashed will age
quicker and need to be replaced sooner, timely collection is important for the
condition of the uniforms)
After use, all practice gear is to be placed on a laundry loop for cleaning. Only
items associated with the practice uniform will be washed – other personal items
of clothing will not be laundered.
Once on the loop, laundry is to be placed in the provided laundry bin for washing.
After washing, practice informs will be returned to player’s locker.
Laundry that is not placed on a laundry loop will not be washed.
Out-of-season teams must confer with the Equipment Manager to establish
laundry schedules.
Any needed repairs on uniforms must be reported prior to laundry services so that
appropriate repairs may be made before the next competition.
STUDENT-ATHLETES MUST RETURN THEIR UNIFORMS AFTER EACH
COMPETITION FOR LAUNDRY SERVICE. TEAMS MAY NOT DO THEIR
OWN LAUNDRY.
See Appendix F for Equipment Needs Form
Pace University
Athletic Department: Policy and Procedure Manual
42
MEDIA RELATIONS
9.1 Department Overview
The Athletic Media Relations Director supervises the Media Relations Department. The
Media Relations Department handles all media relations responsibilities for the
Department of Intercollegiate Athletics. The Department of Athletics depends upon the
Athletic Media Relations Office to be the primary media contact for the Department of
Athletics. The Athletic Media Relations Office is the liaison between the Department’s
varsity sports teams and the local, regional, and national media, while producing a steady
flow of updated information by creating a close relationship between coaches, student-
athletes, and administrators.
9.2 Athletic Media Relations Responsibilities
The Specific responsibilities of the Media Relations Office are as follows:
To write, edit, and publish event programs and annual sports brochures.
Post current team and individual statistics.
Update and maintain www.pacesettersathletics.com, the Athletic Departments
website.
To direct media activities at athletic events, which includes:
Arranging for the installation of special media and telephone services, when
necessary
Serving as host to radio, television, newspaper and magazine media
representatives
Supervising required statisticians at home contests
Responding to requests for information from the opponent’s Sports Information
Office for both home and away games
Reporting to media on contest results
Issuing working press credentials for sideline and press box coverage
To perform additional duties, which include:
Maintaining current and historical files for all sports, including information on
teams, individual student-athletes and coaches
Arranging interviews for student-athletes, coaches and administrators with media
representatives
Coordinating photography sessions for each sports team and distributing
photographs as allowed by Pace University, the Northeast-10 Conference and the
NCAA
Helping student-athletes gain postseason academic and athletic honors
The following activities are all coordinated through the Athletic Media Relations
Office:
Press releases for all sports
Media guides are published annually for Football and Basketball
Maintenance of individual teams statistics
Photo files of past and present teams for all sports
Pace University
Athletic Department: Policy and Procedure Manual
43
Historical files consisting of event results, newspaper clippings, team records,
pictures and information’s pertaining to all Pace University Athletics.
Athletic department press releases
Supervise press conferences
The editorial content of each specific sport’s Web site is updated with
pertinent/appropriate information primarily through the Athletic Media Relations
Office at the earliest possible time to an event’s conclusion.
The Athletic Media Relations Office assists each program with recommendations
for student-athlete awards and honors and helps prepare statistical information
about noteworthy performances for Northeast-10 Conference, NCAA, ECAC or
other honors on behalf of student-athletes and coaches.
9.3 Press Releases
The Athletic Media Relations office works in conjunction with the Director of Athletics
and no information shall be given to the media without prior knowledge and consent of
the Media Relations Office. All department personnel are expected to comply with Pace
University, Northeast-10 Conference, and the NCAA rules and regulations, as well as
federal laws regarding the release of personal information about student-athletes and
prospective student-athletes. All information regarding a prospective student-athlete is
CONFIDENTIAL until as stated by the NCAA regulations, that prospective student-
athlete has signed a National Letter of Intent or accepted a written offer of financial aid.
The Athletic Media Relations office is responsible for composing, editing and releasing
all press releases pertaining to the intercollegiate athletics program at Pace University.
All releases are to be written in new style, providing appropriate statistical data, noted,
quotes and other facts concerning upcoming events. Any member of the Department
desiring to release an item to the public should notify the Athletic Media Relations Office
who may write the release for coaches, staff and administration.
Any press release, which may be of a sensitive nature, requires the prior approval of the
Director of Athletics as well as people involved in the release. It is the responsibility of
the Athletic Media Relations Office to maintain records and general information files for
each sport. At the end of the year all releases for the past year are to be moved to an
archive file. Members of the Department are encouraged to suggest topics to be used in
news releases and feature stories. Establishing and sustaining good public relations is
important in garnering public support for the intercollegiate athletics program.
New releases pertaining to administrative and coaching personnel are coordinated with
the Director of Athletics. This is the responsibility of the Athletic Media Relations Office
staff. Personnel actions are not to be released or discussed with the media without prior
approval from the Director of Athletics (or his/her designee) to assure that all University
guidelines have been followed, and that all necessary signatures have been received.
Pace University
Athletic Department: Policy and Procedure Manual
44
9.4 Interviews
All media interviews by student-athletes, coaches and staff should be arranged through,
or cleared through the Athletic Media Relations Office. All coaches and student-athletes
are encouraged to participate in interview sessions in order to generate positive publicity
and present the best possible image of Pace University. Any Athletics employee or
student-athlete who receives interview requests or is asked to comment about an event,
activity, or to provide public comment about matters of the department should notify the
Media Relations Office of such a request. The granting of an interview that may address a
controversial issue or matter under investigations is subject to the prior approval of the
Director of Athletics.
Generally, interviews with student-athletes are held early afternoon on weekdays after
class but before practice.
9.5 Publicity Material
Website
The Director of Athletics Media Relations serves as the “web manager” for the
Department of Intercollegiate Athletics. His/her primary responsibility in this role is to
provide for the publicity need of Pace University’s twenty (20) intercollegiate athletics
teams. The Athletic Media Relations Office is responsible for editorial updates on this
site for disseminating information about sports and Athletics Program.
Each support area within the Department has its own specific presence on the official
athletics website and will update their areas as needed.
Social Networking on the Internet
Student-athletes at Pace University must use common sense when using social media
accounts on the Internet. Students are advised to use caution when posting personal
information on the Internet, as sharing information with the public can have long term
and far reaching consequences.
The athletic department will take disciplinary action against any student-athlete who
posts photos, captions, or comments that depict student-athletes in violation of the
NCAA, University, athletic department, team, or state rules and regulations. Head
coaches may require student-athletes to abide by stricter policies in regards to social
networking sites. Coaches reserve the right to review any student-athlete’s sites and to
monitor web-postings.
Photographs
The Director of Athletics Media Relations and the Head Coach of the sport coordinates
photography sessions for individuals and teams. These sessions are usually held on an
afternoon before the season begins for the respective sport. The Athletics Media
Relations Office maintains an active file of photographs of student-athletes, members of
the coaching staff and certain administrative officials. This file contains head-and-
shoulder portraits of the individuals, as well as photographs taken at events during the
Pace University
Athletic Department: Policy and Procedure Manual
45
sports season. Photographs of members of the coaching staff and administrative officials
are used provided they reasonably represent the person. A mix of color and black and
white photos are used. Copies are made available to members of the media upon request
without charge. The Athletic Media Relations Office and the individual requesting the
photograph mutually determine internal use. Photographs requested by a student-athlete,
coach or administrator for their personal use should be ordered directly from the
photographer. Photographs may be reviewed in the Athletic Media Office by
appointment.
Schedule Cards/Posters
The Athletics Media Relations Department, Compliance Office, Marketing and
Promotions Office, and head coach of that particular sport must approve schedules prior
to printing of any schedule cards. Schedule cards and posters are paid for by outside
sponsors for promotional considerations.
Individual Game Programs
The program is formatted and sized according to individual sports requirements
The Department reserves the right to editorial control regarding copy and photos
utilized
Advertising material must comply with the rules and regulations of Pace
University, The Northeast-10 Conference, NCAA and other authorities that may
legitimately influence the intercollegiate athletics program.
Coaches may not place logos or advertisement in game programs (or media
guides) without prior approval of the Assistant Athletic Director of Marketing and
Promotions and Athletic Compliance Department.
The program must include rosters of competing teams when available. Example
of other information that may appear include photos of student-athletes, general
information about Pace University and the Department of Intercollegiate
Athletics, and schedules for that particular sport, as well as other Pace University
teams competing that season.
9.6 Events
Before an Event:
The Athletic Media Relations Office is responsible for composing, editing and issuing all
facts concerning upcoming events.
Staffing responsibilities may include, but are not limited to, the following:
Arranging for game management staff (e.g., scoreboard operators, and
statisticians)
Reporting and recording results of events
Issuing press credentials to approved members of the media
Hosting sports information personnel of the visiting team
Coordinating and monitoring activities in the press box
Making announcements over the public address system
Pace University
Athletic Department: Policy and Procedure Manual
46
During an Event:
The Athletic Media Relations Director in conjunction with the head coach of each
athletic team is responsible for establishing and distributing rules and guidelines which
assist in controlling and maintaining order on the playing surface and in the designated
press box area. In order to ensure orderly press box operations, the Athletic Media
Relations staff develops a seating chart assigning seats for every media representative.
Press box credentials are issued to working media only. Sideline coverage should be
carried out only by those authorized to be there. This authorization is for photographers,
television camera personnel, and sound technicians who have been given credentials to
be on the sidelines.
Following the Event:
The Athletic Media Relations Office is responsible for coordinating post-game coverage.
They are also authorized to allow media representatives in the locker room area to
interview the players and coaches. Records kept throughout the event are to be compiled
and updated to maintain all statistical and historical data on each sport. Files should be
updated then with photographs, featured articles and other materials as appropriate.
It is against Department policy to reveal any non-public personal information to the
media without the consent of the student-athlete.
EXTERNAL OPERATIONS
10.1 External Operations Function
The overall goal of all external efforts is to create an awareness of our programs, increase
attendance at athletic events, boost the participation of our athletes in service related
activities, develop the Pace Athletics brand and create new partnerships with local and
corporate businesses.
10.2 Athletics Web Site and Team Store
The athletics website www.pacesettersathletics.com is managed by the Assistant Athletic
Director for External Operations and the Director of Media Relations/Communications in
conjunction with Presto Sports. All external content such as community service activities
and youth clinics must be reported to either office in order to properly promote the efforts
of the student-athletes.
10.3 Licensing Program
Pace University participates in a licensing program that oversees the use of our
trademarks on a variety of items and that works to promote, enhance, and elevate the
image of the University by authorizing the use of our name and logos on high quality,
socially responsible and tasteful merchandise. This program is administered by Pace
University and in partnership with the Licensing Resource Group (LRG).
Pace University
Athletic Department: Policy and Procedure Manual
47
No coach or administrator is permitted to create apparel using the Pace University or
Pace Athletics logos without permission from the Assistant Athletics Director for
External Operations. All logos come with distinct logo guidelines outlined in the Pace
University Style Guide created by Licensing Resource Group. These guidelines are in
place to create a brand that is consistent to all students, parents, fans and supporters.
The Assistant Athletics Director for External Operations manages the athletics online
team store. Any questions or concerns regarding the store should be directed to the
Marketing office.
10.4 Sponsorship Program
A formal corporate sponsorship program is established with local and corporate
businesses out of the marketing office to generate revenue which is used to promote
athletic contests throughout the year. Coaches, athletes and other administrators are not
authorized to establish “beneficial relationships” with a business or an alumnus. All
inquiries by businesses should be directed to the Assistant Athletics Director for External
Operations in order to further develop the partnership. This spans from local eateries and
small businesses to larger-scale companies.
10.5 Team Promotional Activities
Coaches who want to have promotional activities for their sports are to work with the
Assistant Athletic Director of Marketing and Promotions. No promotional activities at
athletics contests are to be held without prior notification of the Assistant Athletic
Director for Marketing and Promotions.
10.6 Social Media Policy
Social media continues to be a major focus in a growing component of the internet. These
sites offer opportunities to engage and connect with key stakeholders by promoting news,
events and other resources. The Pace University Athletic Department realizes the
importance of an impactful social media program as a part of a broad-based
communication plan. This document is designed to provide a framework for teams to
establish and successfully manage an ‘official’ Pace Athletics social media page.
How to Establish Department Recognized Social Media Accounts:
For a program to officially establish a social media account representing the Athletic
Department, the Head Coach or Administrator must follow the following steps.
1. Contact the Assistant Athletics Director for Marketing/Promotions
2. Identify the social media platforms your program wishes to utilize (i.e., Facebook,
Twitter, Instagram, etc.)Official team pages will be named ‘Pace Sport” to provide
consistency with the official department pages.
3. A communications plan will be developed utilizing one or more social media platforms
and to ensure best practices.
Pace University
Athletic Department: Policy and Procedure Manual
48
4. Develop a plan to manage and administer the account
Management information (login and password) of all pages will be made available
to the Assistant AD/ External Operations.
Student-Athletes are not permitted to serve as administrators for team pages. They
are encouraged to help the team with developing content.
Those identified as page administrators are held responsible for managing and
monitoring content of their officially recognized page in line with the College’s
and Department’s conduct policies.
Changes in page administrators must be provided to the Assistant AD/ External
Operations.
5. Prior to launching the site, a graphics package will be developed by the Assistant AD/
External Operations to ensure consistency for all pages (Facebook icons & timelines,
Twitter icons and backgrounds). The page will also be promoted on the
pacesettersathletics.com website
General Guidelines When Using Social Media:
Sharing Pace Athletics news, events, or promoting student work through social media
tools is an excellent, low-cost way to engage the community and build our brand. The
following are best practices for managing an effective social media page:
Any messages that may be perceived as the voice or position of the athletic
department and/or the university as a whole must be approved by the Assistant AD
for Marketing/Promotions
Before you post, make sure that you have all of the facts. Cite or link sources
whenever possible.
Be careful and respectful. What you post directly reflects on the university and
athletic department.
Aim for standard times for posting and updates. Do not overload your followers
because they may stop paying attention or stop following your page.
Be responsible and remember that posting on behalf of the university and athletic
department is an opportunity, not a right.
Respect other users’ opinions even if you disagree with their opinion.
Ask before you post. If you have a question about the appropriateness of a post
that you want to make, ask the Assistant AD for Marketing/Promotions for
approval before you post.
Utilize official Athletic Department logos and images. Also, be mindful of
copyright issues that may arise with photos and images. Use the Assistant AD/
External Operations as a resource before posting photos that are not property of the
Athletic Department.
Double-check everything before posting for correct spelling and grammar, as well
as for clarity in message.
Provide consistent content with personality. Sneak peeks, VIP and behind-the-
scenes access are great topics of communication.
Pace University
Athletic Department: Policy and Procedure Manual
49
Avoid including links to student-athlete’s personal pages. Student-athletes must be
aware their pages are visible to fans beyond personal friend and family members.
Look to link to the pacesettersathletics.com website whenever possible to drive
traffic to your team page.
10.7 Development/ Fund-Raising/ Participation
Setters Club
The Setters Club is the organization that is officially recognized by Pace Athletics as the
fund-raising branch for the athletics department. All fund-raising activities in relation to
Pace University Athletics are maintained in coordination by the Assistant Athletics
Director for Marketing and Promotions and the Director of Development for Athletics.
Team Fundraising Activities
The Assistant Athletics Director for External Operations will inform the coaching staff of
available team fundraising options at the beginning of each school year. All fundraising
initiatives fall under the Setters Club and the revenue generated will go towards team
travel, equipment, meals and other team related expenses.
Approval of Outside Activities
Prior approval is required anytime a team will be involved in a fundraising, community
service, or promotional activity outside the University. The activity must be approved by
the Assistant AD for Compliance and the Assistant AD for External Operations.
Departmental Participation by Pace Athletics Staff
All Pace Athletics staff are encouraged to assist in Setters Club events and athletics
alumni outings to represent and support the department. Prior to specific alumni outings,
either the marketing or alumni outings will reach out to the coaching staff requesting
participation.
Participation of Student-Athletes in Fundraising and Promotional Activities
Student-athletes are permitted to be involved in promotional and fundraising activities
under certain conditions. Other than those activities below, student-athletes are not
permitted to participate in fundraising or promotional activities or to allow their picture
or name to be used in such a matter.
NCAA regulations permit a member institution or recognized entity thereof, e.g.,
fraternity, sorority, or student-government organization, a member conference or
a non-institutional charitable, educational or nonprofit agency to use the student-
athletes name, picture, or appearance to support its charitable or educational
activities or to support activities considered incidental to the student-athlete
participation in intercollegiate athletics, provided the following conditions are
met.
Pace University
Athletic Department: Policy and Procedure Manual
50
The appearance, name or picture of an enrolled student-athlete may be used to
promote the fund-raising activities of an institution or a charitable, educational or
nonprofit organization at the location of a commercial establishment, provided the
commercial establishment is not a co-sponsor of the event and the student-athlete
does not promote the sale of a commercial product in conjunction with the fund-
raising activity.
Student-athletes are permitted to be involved in promotional and fundraising activities
under certain conditions. Without following the guidelines below, student-athletes are not
permitted to participate in fundraising or promotional activities or to allow their picture
or name to be used in such a matter.
The Student-athlete must present the fundraising or promotional activity to their
coach. The coach must review this with the administrator they directly report to.
The activity does not involve co-sponsorship, advertisement, or promotion by a
commercial agency other than through the re-production of the sponsoring
company’s official registered regular trademark or logo on printed materials.
The student-athlete does not miss class to participate.
All money derived from the activity goes directly to the member institution,
member conference or the charitable, educational or nonprofit agency related to
participation in such activity.
The student-athlete’s name, picture or appearance is not used to promote the
commercial ventures of any nonprofit agency.
The student-athlete and an authorized representative of the charitable, educational
or nonprofit agency sign a release statement ensuring that the student-athlete’s
name, image or appearance is used in a manner consistent with these
requirements.
Participation of Department of Athletics Staff Members in Fundraising and Promotional
Activities
NCAA regulations prohibit Department of Athletics staff members from using the
institution’s name or logo in the endorsement of commercial products or services for
personal gain without prior approval from the Director of Athletics. Athletics department
staff members also may not be compensated by an individual or commercial business for
assistance in the promotion and/or distribution of sale items (e.g. calendars, pictures etc.)
bearing the names or pictures of student-athletes.
Student-Athlete Participation in Charitable Events
Student-athletes participating in charitable events must follow all NCAA rules, per Bylaw
12.5. Specifically, student-athletes may only participate in activities if the following
conditions are met:
Pace University
Athletic Department: Policy and Procedure Manual
51
All student-athletes must have written permission to participate in the activity
from the Director of Compliance.
Any money raised for the event goes directly into the charitable organization.
Student-athletes names, photos, and appearances may not be used to promote the
commercial ventures of the charitable organization.
Items with the student-athletes names or pictures may not be sold except by the
institution, NCAA or outlets controlled by the institution or charitable
organization.
An authorized representative from the charitable organization and all student-
athlete participants must sign a release statement ensuring that the student-athletes
names and photos will be used in accordance to NCAA regulations.
SPORTS MEDICINE
11.1 To Participate in Intercollegiate Athletics
Participation in athletics at Pace University is contingent upon annual medical approval
by the Sports Medicine staff. The medical approval is based on the outcome of a pre-
participation physical, completion of a current medical history questionnaire and
evidence of proper medical insurance.
Additionally, each year thereafter the student-athlete will have a medical update
examination arranged by the Sports Medicine staff. This annual update will take place
with the team physician and / or Sports Medicine Staff.
No practice activities by any student-athlete will be permitted until an approved physical
and proof of medical insurance are filed with the Sports Medicine staff.
11.2 Athletic Training Room
Training rooms are located in the lower level of the Goldstein Fitness Center on the
Pleasantville campus and on the lower level of Howard Johnson Hall on the Briarcliff
campus.
In the case of injury, athletic trainers will be available for consultation, evaluation, and
referral to the team physician. They will develop treatment and rehabilitation programs
for the purpose of facilitating full recovery. Athletic Trainers act as liaisons between the
doctor, coach, parents and athlete so that all parties understand the consequences of the
injury.
Please be aware that it is in your best interest to report all medical problems (prior, pre-
existing, current, or new afflictions) to the medical staff, athletic trainers, and/or team
physicians. This includes any chronic conditions, medical history, drug allergies, sexually
transmitted diseases, mononucleosis, viruses, etc.
Pace University
Athletic Department: Policy and Procedure Manual
52
11.3 Expectations of the athlete
Injuries are to be reported in a timely manner (day of or the morning after).
The athlete should communicate if he/she will miss an appointment.
The athlete must arrive at the athletics training room in enough time to complete
rehabilitation/treatment prior to practice.
The athlete must report illness at earliest time possible (voicemail / e-mail
messages are acceptable).
11.4 Training Room Conduct
Shower after practice/workout, before receiving treatment, unless requested not to.
Treatments are by permission only and by sports medicine staff only—no self-help
treatments permitted.
If you are taking any prescription medications or are under the care of another
physician, notify the sports medicine staff.
The athlete must wear shorts and a tee shirt to the training room.
No cleats or equipment of any kind allowed in the training room.
The training room offices and telephones are off limits to the student-athletes.
Do not take anything from the training room without permission.
No food or drinks are permitted. The training room is a medical facility, not a
lounge.
Conduct and language must be appropriate for a medical office.
Tobacco use is prohibited.
11.5 Injured or ill athletes should contact the Athletic Training staff as soon as possible.
Injured / ill student-athletes are required to coordinate all medical evaluations
through the athletic training staff prior to initiating any services for these
conditions. This will permit necessary follow-ups and progress reports on the
injury / illness to be made. If a student-athlete is neglecting his or her treatment,
the athletic training staff will notify the head coach of the student-athlete’s non-
compliance.
The Athletic Training staff must coordinate all rehabilitation and treatment for
athletic related injuries incurred by student-athletes at Pace University. Due to
insurance ramifications, any services provided outside of the Athletic Training
Room must be coordinated through the Athletic Training staff prior to initiation of
these services.
After being evaluated for a given condition by the Athletic Training staff or Pace
University Team Physician Specialist, the student-athlete is entitled to obtain a
second opinion from a single medical care provider. It will be the student-
athlete’s responsibility to have the results of this consultation sent to the Pace
Pace University
Athletic Department: Policy and Procedure Manual
53
Athletic Department’s Sports Medicine Staff. Payment for multiple “second
opinions” will be the responsibility of the athlete and/or his family. In all
instances and notwithstanding the opinion of any outside consultant, the student-
athlete may only be cleared for athletic participation by a member of the Pace
University sports medicine staff (athletic trainer / team physician)
In the event that a student-athlete needs a surgical procedure from an athletic
related injury, the student-athlete must go through their primary insurance
provider for the procedure. If the student-athlete, or his / her parents, choose, for
whatever reason, to go outside their primary insurance for the surgical procedure,
the Athletic Department’s insurance may only pay up to the usual and customary
charges for the surgical procedure
If the student-athlete does not have primary medical insurance Pace University
will automatically charge the student-athlete for a domestic medical insurance
policy. This medical policy does not cover any cost associated as a result of
competing in intercollegiate athletics. If injured while competing in intercollegiate
athletics the student-athlete is covered under Athletic Department’s basic
accidental medical program insurance policy. If the student-athlete has the Pace
University domestic policy and a surgical procedure is needed for an athletic
related injury, the student-athlete must have the surgical procedure performed by
the Athletic Department’s team Specialist. If the student-athlete, or parents,
wishes to have the surgery performed by a surgeon other than the Athletic
Department’s Team Physician Specialist, the student-athlete/parents will incur
100% of the costs for the procedure.
Expenses incurred in the diagnosis and treatments of athletic-related injuries are
handled on a coordination of benefits process. Bills are submitted to your personal
insurance policy first and then to the Athletics Department’s secondary insurance
carrier. Our secondary plan is designed to help manage out of pocket expenses
for our families.
Student-athletes that are on long term prescription medications that are listed on
the NCAA banned drug list must have a letter of documentation from their
attending physician stating the medical need for the regular use for such drug. A
student-athlete using an anabolic agent or peptide hormone for a medical
condition must have this approved by the NCAA before the student-athlete is
allowed to participate in any intercollegiate activity.
Pace University
Athletic Department: Policy and Procedure Manual
54
11.6 If you need rehabilitation treatment
The athletics training staff is available for new injury evaluations and rehabilitation
treatments all day but it is best to arrange an appointment. Hours of availability will be
posted for each semester.
Each athlete has a personal rehabilitation sheet that treatments are recorded on. The
athlete is responsible for signing in prior to each treatment.
Injured players not able to participate in full practice are still required to be at practice at
the regular time to participate to the extent that they are able, and to complete their
rehabilitative conditioning. The athlete’s responsibilities at practice will be coordinated
with the coach. Only medical staff personnel may excuse the athlete from practice for
injury concerns
11.7 Return to play
If an athlete misses a day of practice or game due to athletic injury or illness they must be
cleared by a member of the Pace University Sports Medicine Team before returning to
participation.
Return to Play Protocol will include:
Full range of motion of the injured joint
Full strength of the injured muscle
Functional Assessment
Sport Specific Testing
If Student-Athletes are not cleared by Sports Medicine Staff they cannot return to
participation and should be held out until further notified
11.8 Pace University Policy for Concussion Management
Certified athletic trainers attend (or are nearby and available by cell phone) all
competitions and practices involving athletes in contact sports. They and/or hospital
emergency room physicians provide initial evaluations for student-athletes with
suspected concussion if the team physician is not present at the competition or available
at the time of the incident. If concussion is suspected on the sideline, the athlete is
removed from competition (coaches are notified and helmets given to the equipment
manager). No return to play is permitted without a physician’s approval.
Once an athlete has been evaluated by a certified athletic trainer or physician and
is diagnosed with a concussion the athlete will be immediately removed from the
game or practice. They will not be able to return to play on that day.
A follow up with the team physician will be made for further evaluation. The
team physician will notify the head coach to inform them of the concussed athlete
and will follow up with regular communications as to their progress.
Pace University
Athletic Department: Policy and Procedure Manual
55
Approval for return to play will be made by the team physician. Past medical
history of concussions may affect the length of time the athlete is out.
Concussion is most recently defined as “a complex pathophysiological process affecting
the brain, induced by traumatic biomechanical forces”. This may be translated as a “brain
injury following a head incident. “ Our diagnosis require the appearance of several of the
following symptoms and signs after a “head incident”: confusion, amnesia, headache,
nausea/vomiting, sleep disturbance, visual disturbance, disequilibrium, dizziness,
difficulty concentrating, and feeling “spacy”. Injured athletes undergo repeated physical
and neurological examinations by the team physician (or consultant neurologists if he is
away) including mental function measures (orientation, serial 7’s or months backward
tasks, immediate and delayed recall, and repetition of numbers forward (maximum 8) and
backward (maximum 7). Symptom assessment utilizes the SCAT2 written form.
11.9 Drug/Alcohol/Tobacco Policy
The consumption of alcohol or the use of tobacco products are strongly discouraged due
to detrimental effects it can have on your body and performance.
Per NCAA Bylaw 11.1.5
The use of tobacco products is prohibited by all game personnel (e.g., coaches, trainers,
managers, and game officials) in all sports during practice and competition. Uniform
penalties (as determined by the applicable rules-making committees and sports
committees with rules-making responsibilities) shall be established for such use.
CLICK HERE FOR THE PACE ATHLETIC DRUG TESTING PROGRAM
Pace University
Athletic Department: Policy and Procedure Manual
56
APPENDIX
A. Summer 1/ Intersession Athletic Aid Request Form
B. Voluntary Quit Form
C. Team Roster Update Form
D. Institutional Documentation of Unofficial Visit Form
E. Schedule Routing Form
F. Equipment Needs Form
G. Purchase Request Form
H. Student-Athlete Code of Conduct
I. Trip Request Form (Pace Transportation Form)
J. Loaner Vehicle Request Form (Pace Transportation Form)
K. Social Media Platform Request
L. Social Media Registration Form
Pace University
Athletic Department: Policy and Procedure Manual
57
Summer 1/ Intersession Athletic Aid Request Form
Student’s Name: _____________________ Sport: ________________
U#:__________________________
Fill in appropriate year: Summer 1______ Intersession______
Name of Course (s):_____________________________
_____________________________
Number of Total Credits: _______
Reason why you believe student-athlete should be granted request:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
____________________________________
___________________ ____________
Head Coach Signature Date
Pace University
Athletic Department: Policy and Procedure Manual
58
VOLUNTARY QUIT FORM
Date:
To Whom It May Concern:
I am voluntarily withdrawing from the sport of at Pace
University effective . I understand that I am forfeiting my athletics
grant-in-aid immediately.
STUDENT-ATHLETE NAME:
STUDENT-ATHLETE SIGNATURE:
U#:
HEAD COACH:
COACH’S SIGNATURE:
******************************************************************************
FORWARD TO THE COMPLIANCE OFFICE FOR PROCESSING
DATE RECEIVED BY COMPLIANCE OFFICE:
DATE NOTIFIED FINANCIAL AID OF CHANGE:
Pace University
Athletic Department: Policy and Procedure Manual
59
TEAM ROSTER UPDATES
Coaching staff members are responsible for completing this form when for any additions or deletions in the current
roster. Roster updates should be completed immediately after the squad change has taken place.
No student-athlete is to practice until he/she has been cleared by the compliance office.
DATE: ______________ SPORT:_________________________________
COACH: ____________________________________
SEMESTER: FALL SPRING YEAR: ______________
The following student-athlete(s) are new ADDITIONS to the current roster:
NAME U# YEAR IN SCHOOL DATE ADDED
1. _______________________ ______________ ____________ _____________
2. _______________________ ______________ ____________ _____________
3. _______________________ ______________ ____________ _____________
4. _______________________ ______________ ____________ _____________
5. _______________________ ______________ ____________ _____________
The following student-athletes(s) are NO LONGER on the current roster:
NAME U# REASON* DATE DEPARTE
1. _________________ ______________ ___________________ ________________
2. _________________ _________ _____ ___________________ ________________
3. _________________ _________ _____ ___________________ ________________
4. _________________ _________ _____ ___________________ ________________
5. _________________ _________ _____ ___________________ ________________
Q = Quit team AI = Academically Ineligible D = Dismissed by coach O = Other (explain)
COMMENTS:
Pace University
Athletic Department: Policy and Procedure Manual
60
INSTITUTIONAL DOCUMENTATION OF UNOFFICIAL
VISIT
UNOFFICIAL VISIT to a member institution by a prospect is a visit made at the prospect’s own
expense. The provision of any expenses or entertainment by the institution or representative of its
athletics interests shall require the visit to become an official visit, except for expenses or
entertainment permitted in Bylaw 13. Submit all unofficial visits two days prior to visit.
PROSPECT’S NAME: ___________________________________ SPORT: _______________
ADDRESS: ____________________________________________VISIT DATE: ___________
PROPSECT’S STATUS: High School 2-yr. Transfer 4-yr. Transfer
Year in school if prospect is a two- or four-year transfer? ____________
Has the prospect applied for admissions to Pace University? YES NO
Has the prospect been accepted to Pace University? YES NO
Did the institution provide transportation to view campus? YES NO
Did the institution provide meals to the prospect? YES NO
Did the institution provide housing to the prospect? YES NO
The prospect was provided the following recruiting materials:
A Student-Athlete Handbook Y / N
Graduation-Rates Report Y / N
NCAA Educational Info Y / N
A game program Y / N
A questionnaire Y / N
A media guide Y / N
Pace University admissions info Y / N
Non-athletic publications Y / N
Person accompanying prospect: ______________________
Relationship: _____________________________________
Are they attending an athletics event? YES NO
EVENT: __________________________
Persons attending: __________________
* A maximum of three complimentary admissions.
Pace University
Athletic Department: Policy and Procedure Manual
61
* Tickets issued through a pass list only.
Competition Schedule Routing Instructions Pace University Athletics Compliance
Head coach will bring competition schedule and routing form to the compliance office.
The compliance office will review both forms and seek input from the Academic Center.
The compliance office will then forward the competition schedule and routing form to the
Associate Athletic Director to ensure no scheduling conflicts exist. If a scheduling
conflict exists, the competition schedule is given back to the head coach to discuss
alternatives with Athletic Director or overseeing A.D.
Once the competition schedule is reviewed for any scheduling conflicts, the compliance
office will give the competition schedule and routing form to the Athletic Director or
sport’s overseeing A.D. to review and sign. The signed copy will be forwarded to the
Associate Athletic Director.
The Associate Athletic Director will forward a copy of the competition schedule to the
Sports Information Office.
The compliance office will e-mail the coaching staff informing them that their
competition schedule has been approved
If any revisions occur after the initial submission of your competition schedule, please
notify the compliance office so steps #3-#7 can be re-visited.
All game contracts must be discussed with the Athletic Director or overseeing A.D. before
being typed. A new process has been established that the Athletic Director or your
overseeing A.D. will review with each head coach.
Pace University
Athletic Department: Policy and Procedure Manual
62
2012-2013 Competition Schedule Routing Instructions
Pace University Athletics Compliance I have the attached the suggested competition schedule for the sport of ______________. This
competition schedule is for the Fall/ Spring segment (circle one) of my playing and practice
season. I have taken into account NCAA bylaw 17 as it pertains to my sport. In addition, I have
also attempted to minimize the amount of class times missed.
_____________________________ _________________ Head Coach’s Signature Date
_____________________________ _________________ Asst. A.D. for Compliance’s Signature Date
_______________________________ __________________
Overseeing A.D.’s Signature Date
(Head Coach’s Comments)
Will your team need food and lodging options (due to practice and competition schedules) for
the:
-Thanksgiving Break (November 21-25)? Yes_____ No_____
-Winter Break (December 22-January 21)? Yes_____ No_____
-Spring Break (March 24-31)? Yes_____ No_____
------------------------------------------------------------------------------------------------------------
(Administration’s Comments)
Academic Advising
Comments from the advising staff regarding the academic impact of this competition schedule.
______________________________________________________________________________
__________________________________________________________________
Event Management Office
Does the competition schedule need to be amended? _____________________________
If so, what is reason for change? _____________________________________________
Compliance Office
Does this competition schedule meet NCAA requirements (Bylaw 17)? ______________
Date of e-mail sent to coaching staff confirming their competition schedule: _____
Pace University
Athletic Department: Policy and Procedure Manual
63
Equipment Needs
Team: ____________________________________
Championship Season
Start Date:___________ End Date: ___________
Off -Season
Start Date: ___________ End Date:___________
Non-Traditional Season
Start Date:___________ End Date:___________
Game and Practice Schedule: _______________________________
Roster (Initial Roster 4 weeks before 1st Practice):
Practice needs uniform: __________________________________________________________
Practice laundry needs: Immediately after each practice (as soon as available).
Laundry returned to lockers or window.
Equipment room opens 1 hour before practice time and 30 minutes
after
Game Day Needs: (Home) (Away)
Game Laundry: (Home) (Away)
Immediately after competition (as soon as available)
Coach’s Signature ______________ Equipment Manager’s Signature ____________
Pace University
Athletic Department: Policy and Procedure Manual
64
Purchase Request Form
Person Requesting___________________________________________ Date: _____________
Vendor Name__________________________________________________________________
Vendor Contact Person/Department_________________________________________________
Vendor Address________________________________________________________________
Vendor City/St/Zip______________________________________________________________
Vendor Phone (_____) ________________________ Fax (____) _________________________
Vendor Federal Identification Number_______________________________________________
Does this vendor accept Visa? Yes No
Is this a pre-payment? Yes No Special Terms? _______________________
Budget Code & Sub-Object Code___________________________________________________
Date Needed_____________________ Signature: _____________________________________
Head Coach
For each item please include colors, special instructions, etc. Attach additional pages if necessary.
Item__________________________________________________________________________
Description____________________________________________________________________
Item #____________________ Quantity__________________ Price per Item______________
Item__________________________________________________________________________
Description____________________________________________________________________
Item #____________________ Quantity__________________ Price per Item______________
Item__________________________________________________________________________
Description____________________________________________________________________
Item #____________________ Quantity__________________ Price per Item______________
OVERALL TOTAL =$ ___________________
* Please return this form to Athletic Business Manager.
Pace University
Athletic Department: Policy and Procedure Manual
65
Student-Athlete Code of Conduct
As a student-athlete at Pace University, you are expected to excel in the classroom, work hard in your sport and
exemplify proper behavior on and off the field. You recognize that as a student-athlete you are held to a higher
standard than some of your peers. The following criteria reflect our expectations of all athletes in our program.
I understand that athletics is a privilege and when it comes to making decisions, I will make it a priority to
make sure that it always reflects my team in a positive way. I recognize that my actions represent all my teammates
and coaches.
I understand that academics are my main focus as a student-athlete at Pace University. Class attendance is
mandatory and the proper respect is shown in the classroom to professors, teachers and classmates. I will dress
appropriately in class, be on time, sit in the front of the class and engage in instruction.
I understand it is my responsibility to inform my professors in advance and make arrangements if there is a
conflict with a game and a scheduled class. I will inform my coach and the compliance director of any schedule
changes. I also understand that I must manage my time so I stay on top of my academics so it does not affect my
performance in my sport.
I understand that all first year players or anyone who has under a 2.5 GPA will attend study hall.
I understand that when I attend campus social gatherings, I will use good judgment, common sense and
represent my team well. I understand that if I am under the age of 21, I am not legally permitted to consume
alcohol. I also understand that if I am involved in an alcohol related incident either on campus or off, I will face
disciplinary action.
I will not utilize illegal drugs or substances to enhance my performance or alter my behavior in any way. I
will not smoke, take drugs or use artificial supplements or other substances banned by the NCAA, or by law.
As a Pace student-athlete, I understand there is zero tolerance for hazing. I pledge that the contents of my
Facebook or other social networks will represent good judgment.
I understand and agree to abide by all NCAA rules and regulations that were explained to me by the
compliance director and all other Pace University administrators.
Making a commitment to follow these guidelines will make me a more responsible and better student-athlete. I
realize these rules are for my own good and more importantly for the good of the team. I fully understand that the
above rules must be adhered to in order to maintain my status as a student-athlete. In addition, I understand that any
infractions will lead to possible suspension from practice(s) and/or game(s) or dismissal from the program.
Name__________________________________ Date____________________
Pace University
Athletic Department: Policy and Procedure Manual
66
T R I P R E Q U E S T F O R M WE ASK THAT YOU TYPE THIS FORM TO REDUCE ERRORS THEN FAX IT TO US
USE THIS FORM IF TRANSPORTATION DRIVES YOU (SUBMIT AT LEAST 30 DAYS IN ADVANCE) DATE OF YOUR TRIP: NAME: ________________________ (REQUSTED BY) __________________ DEPT: ________________________________
EXT. _____________ FAX ______________
CONFIRMATION #______________ DATE OF THIS REQUEST: _________________ (WILL BE FAXED BACK TO YOU BY US)
PICK UP AT (Please include campus or name, address, city, state and telephone number if available)
FIRST PICK-UP SECOND PICK-UP THIRD PICK-UP
1. _____________________ 2. ___________________ 3. _____________________
_____________________ ___________________ _____________________
_____________________ ___________________ ______________________
Number of People _______ Number of People ____ Number of People ______
Departure Time _______ Departure Time ____ Departure Time ______
----------------------------------------------------------------------------------------------------
DESTINATION (Please include campus or name, address, city, state and telephone number if available)
FIRST DESTINATION SECOND DESTINATION THIRD DESTINATION
1. _____________________ 2. ___________________ 3. _____________________
_____________________ ___________________ _____________________
_____________________ ___________________ _____________________ (The collected data helps produce estimate of expenses)
FROM THE DESTINATION ABOVE, WHAT TIME(S)& DATES WILL YOU LEAVE
TO RETURN?
1. _____________________ 2. ___________________ 3. _____________________
PERSON IN CHARGE ON BUS/VAN ___________________________________________________________
BUDGET NUMBER _____________________ & DEPT. NAME _______________________
(TO WHICH THIS TRIP IS TO BE CHARGED. MUST BE INCLUDED WITH THIS REQUEST)
SPECIAL INSTRUCTIONS:
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
INTER-OFFICE MAIL OR FAX THIS REQUEST TO TRANSPORTATION DEPT. BR
NOTES: No trip will be confirmed without an account number. A confirmation will be faxed.
ANY CHANGES MUST BE CONFIRMED PRIOR TO TRIP EVENT. Cancellations subject to
penalty fees.
Pace University
Athletic Department: Policy and Procedure Manual
67
LOANER VEHICLE REQUEST FORM WE ASK THAT YOU TYPE THIS FORM TO REDUCE ERRORS THEN FAX IT TO US
USE THIS FORM TO DRIVE YOURSELF (SUBMIT AT LEAST 7 DAYS IN ADVANCE)
DATE OF YOUR EVENT: NAME: ________________________ (REQUSTED BY) __________________ DEPT: ________________________________
EXT. _____________ FAX ______________
CONFIRMATION #_______________ DATE OF THIS REQUEST: _________________ (WILL BE FAXED BACK TO YOU BY US)
PICK UP YOUR VEHICLE AT
TRANSPORTATION DEPT. MON.-FRI. 7:00AM-4:00PM ONLY NAMES OF DRIVERS 1.______________________ 2.___________________________
(All drivers must be pre-
approved to drive 3.______________________ 4.___________________________
Pace vehicles
DATE & TIME PICK-UP # VEHICLES # OF
AT TRANS. OFFICE……… _______ / _______ NEEDED:___________PASSENGERS :___________
DATE TIME
(DATE AND TIME OF PICK-UP AT TRANSPORTATION OFFICE)
LOCATION OF EVENT/S (Please include campus or name, address, city, state and telephone number if available)
1. _____________________ 2. ___________________ 3. _____________________
_____________________ ___________________ _____________________
_____________________ ___________________ _____________________
EXPECTED RETURN TO TRANS. OFFICE: _______ ________ (DATE) (TIME)
BUDGET NUMBER _____________________ & DEPT. NAME _______________________ (TO WHICH THIS TRIP IS TO BE CHARGED. MUST BE INCLUDED WITH THIS REQUEST )
SPECIAL INSTRUCTIONS:
______________________________________________________________________________
______________________________________________________________________________
THIS REQUEST IS SUBJECT TO THE RESERVATION/CANCELLATION POLICY Keys to vans for Sat/Sun reservations are to be picked up on Friday before 4:00pm. $140.00 fee, additional to
Loaner Use Fee, will be assessed if Transportation staff accommodates your oversight.
TRANSPORTATION OFFICE: TEL. 914-923-2695: FAX. 914-923-0651 – dial all digits
Pace University
Athletic Department: Policy and Procedure Manual
68
Social Media Platform Request
Social Media Platform:
Facebook Twitter YouTube Instagram Pinterest
Other:________________________
Audience:
Tactics:
Define, Find & Track your Audience
Apply and Adjust your Objectives
Pace University
Athletic Department: Policy and Procedure Manual
69
Social Media Registration Form
Sport:____________________________
Coach:____________________________
Please Indicate the social media platform(s) that you will be utilizing:
Facebook Name:__________________ Administrator:____________________
Username:_______________________ Password:________________________
Twitter Name:____________________ Administrator:____________________
Username:_______________________ Password:________________________
You Tube
You Tube Name:__________________ Administrator:____________________
Username:_______________________ Password:________________________
Instagram Name:__________________ Administrator:____________________
Username:_______________________ Password:________________________
Pinterest Name:___________________ Administrator:____________________
Username:_______________________ Password:________________________
Other, please indicate______________________________________________
Site Name:____________________ Administrator:_______________________
Username:_______________________ Password:________________________
Signature of Coach: _____________________________ Date: ___________
Signature of Assistant AD for External Operations: ________________________ Date: ________
Date Received by Assistant AD for External Operations:_____________________________
Notes:_______________________________________________________________________
______________________________________________________________________
______
CC: Compliance