1.01   PHILOSOPHY AND OBJECTIVES

 

Founded in 1834, Wake Forest University is proud of its tradition of academic freedom and scholastic excellence which has earned it renown as one of the country's best private universities. Wake Forest University considers the athletic program to be an integral part of the University as its existence provides students, faculty, alumni, and friends an opportunity to share in the life of the collegiate community.

 

PHILOSOPHY

 

The Athletic Department strives to achieve the same standards of excellence in its athletic program as exist within the University's academic programs. The Athletic Department recognizes a dual commitment to serve the University, student-athletes, alumni, and friends. Further, it embraces the concept that the student-athlete is first and foremost a student possessing individual rights, academic abilities, personal interests, and ambitions comparable to those of other members of the general student body.

 

The University is committed to established Atlantic Coast Conference (ACC) and National Collegiate Athletic Association (NCAA) policies and procedures governing its athletic program endeavors. It acknowledges and upholds the concept of institutional control, requiring appropriate participation in the development and review of athletic policies by the president, athletics council, and faculty athletics representative.  All athletic contributors, alumni, other groups, and individuals who represent the University's athletic interests, are expected to adhere to the policies and procedures established by the University for the governance of its athletic program.

 

OBJECTIVES

 

Integrating the mandates established by Wake Forest University, ACC, NCAA, and the Athletic Department is guided by the following objectives:

 

§     To employ coaches and other administrative staff members who are capable of performing as professionals in an educational community where high standards of integrity and ethical behavior, as well as sportsmanship, are expected of its members.

 

§     To recruit student-athletes who are academically prepared for University work.

 

§     To provide equal opportunities for both men and women by developing and sustaining programs which help student-athletes achieve their maximum potential, both athletically and academically.

 

§     To operate its athletic program in a manner that does not detract from the student-athletes' educational opportunities.

 


§     To provide financial aid to student-athletes who are responsible citizens of the University community.  The student-athlete who is offered and accepts an athletic-related scholarship, will keep the scholarship as long as the student-athlete is a team member and continues to make satisfactory progress toward graduation, as defined by existing standards.

 

§     To operate its sports programs at the highest possible level of athletic competition and seek to affiliate with institutions demonstrating a similar commitment to academic excellence and institutional integrity.

 

§     To promote character development in student-athletes, including cooperation, teamwork, leadership qualities, group loyalty, and clean living.

 

§     To train student-athletes in legitimate means of displaying good sportsmanship, competition, the will to win, and thereby, contributes to the development of institutional morale, loyalty, and school spirit.

 

§     To produce the revenue necessary to offer and maintain a comprehensive athletic program that utilizes both high quality facilities and state-of-the-art equipment.

 

§     To maintain necessary facilities and medical personnel to enhance the physical fitness and skill of student-athletes, as well as to promote the recovery of those who are ill or injured.

 

§     To provide a means by which institutional alumni and the public-at-large identify with the University for mutually-beneficial purposes.

 

§     To interface with contributors who support the athletic program, maintain control of all contributions and expenditures handled by the contributors, and follow appropriate audit and information procedures consistent withNCAA and ACC guidelines.

 

The policies, procedures, and practices which are needed to carry out these objectives follow and constitute the body of this manual.

 

 

1.02    COMMITMENTS

 

Wake Forest University is committed to equal opportunity in employment and education and does not discriminate on the basis of sex, race, color, religion, national origin, or against disabled persons.  The University complies with nondiscriminating regulations under Title VI and Title VII of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, Sections 799A and 845 of the Public Health Service Act, the Equal Pay and Age Discrimination Acts, Section 504 of the Rehabilitation Act of 1973, the Vietnam Veteran's Readjustment Assistance Act of 1974, and Executive Order 11246.  The board of trustees, the president of the University, and the director of athletics are highly committed to both the letter and spirit of the above federal regulations.

 

Wake Forest University is an official member institution of theNCAA and ACC.  In creating Athletic Department policies and procedures, every effort has been made to comply withNCAA and ACC rules and regulations, and to implement all policies recommended by these authorities.  This commitment encompasses all administrative and coaching aspects of the athletic program, as well as the management of student-athlete activities.

 

2.01   GOVERNING AUTHORITIES

 

The Wake Forest University Board of Trustees establishes policies which control the University and retains plenary jurisdiction over the University's athletic program.  However, the trustees delegate the responsibility of the conduct of the athletic program to the director of athletics, under the authority and control of the University's president.  There is an athletics council, who in conjunction with the faculty athletics representative, advises the president on matters related to the athletic program.  The council recommends and monitors the implementation of athletic policy.

 

The faculty athletics representative reports to the president and represents the University to the ACC, NCAA, and other athletic associations.  The faculty athletics representative makes determinations regarding the athletic eligibility of student-athletes, in compliance with the rules of the NCAA, ACC and University.

 

 

2.02   POLICY FORMULATION

 

Policy formulation is essential in order to ensure that the Athletic Department receives the direction necessary to function in a progressive and successful manner.  Policies affecting the operation and administration of the athletic program at Wake Forest University are developed by the director of athletics and approved by the athletics council and president of the University. 

 

In establishing athletic policy for both student-athletes and Athletic Department staff, the University's commitments to educational achievement, physical fitness, and athletic excellence are upheld in conjunction with the rules and regulations found in the following publications:

 

§    NCAA Division I Manual

 

§    ACC Manual

 

§    Reynolda Campus Personnel Policy Manual

 

§    Wake Forest University Employee Information Booklet

 

§    Athletic Department Student-Athlete Handbook

 

§    Athletic Department Policies and Procedures Manual

 

 


2.03   ATHLETICS COUNCIL

 

The Wake Forest University Athletics Council serves as an advisory panel for the president of the University.  It has the power to recommend and give advice concerning the philosophy and operation of the athletic program and to carry out other duties as assigned by the president.

 

Issues addressed by the athletics council include, but are not limited to, the following:

 

§    Matters presented by the president.

 

§    Matters presented by the director of athletics.

 

§    Matters presented by the Faculty Committee on Athletics.

 

§    Legislation to be considered by the ACC or NCAA.

 

§    Academic responsibility of the athletic community.

 

§    Programming of particular sports.

 

§    Legal implications of athletic operations.

 

§    Financial status of the Athletic Department.

 

§    Periodic review of the athletic program.

 

The council is not responsible for budgeting, hiring and firing, admissions, student discipline, scholarships, or other matters which are administered by departments or committees established for these purposes.  However, the council may provide advice on any of these matters at any time and may be asked for guidance by the president or director of athletics.

 

ORGANIZATION

 

The council comprises the following twenty-four members:

 

§    Five trustees of Wake Forest University who are current members of the trustees’ athletics committee.

 

§    Ten faculty members who are current members of the Faculty Committee on Athletics.

 

§    Three faculty members from the University's professional schools (i.e., one each from law, medicine and management.)

 


§    Dean of the college.

 

§    Vice president for finance and administration.

 

§    President of the alumni association.

 

§    President of the Deacon Club.

 

§    Faculty athletics representative, appointed by the president, who by tradition, chairs the athletics council.

 

§    Director of athletics, who serves in an ex-officio capacity.

 

MEETINGS

 

The council may schedule meetings two or three times each year.  Meetings may be called by the chair, the president of the University, the director of athletics, or one-third of its membership.

 

 

2.04   EXPANSION/CURTAILMENT OF PROGRAMS

 

The Athletic Department may be examined periodically with regard to possible sports programs expansion or curtailment.  New sports may be added or a present program may be expanded or curtailed based on an evaluation process using the following criteria:

 

§    NCAA mandate.

 

§    National trends.

 

§    ACC and NCAA sponsorship.

 

§    Availability of facilities.

 

§    Proximity and quality of available competition.                      

 

§    Interest level of participants and spectators.                            

 

§    Funding demands, including the related need for support staff and travel.

 

§    Availability of quality coaches.

 


§    History of the sport at the University (e.g., a club sport, intramural sport, or prior varsity sport.)

 

The director of athletics evaluates and makes recommendations for a program's institution, expansion, or curtailment to the board of trustees’ athletic committee and athletics council.  The recommendation may include the following information:

 

§    Reasons for the proposed change.

 

§    Review of a particular sport's previous win/loss record.

 

§    Review of a particular sport's previous financial history (i.e., expenses and revenues.)

 

§    Impact on facilities, as well as staffing.

 

§    Estimated cost savings or expense to be incurred.

 

The president of the University makes the final decision regarding the director of athletics' recommendation.

 

 

2.05   EXPANSION/RENOVATION OF FACILITIES                            

 

The Athletic Department is committed to providing the finest facilities for its athletic program.  Therefore, the director of athletics conducts an ongoing review of all facilities utilized by the Athletic Department. 

 

The director of athletics reviews all requests and prioritizes identified needs.  The criteria used to evaluate these needs may include the impact that the improvement would have on the University, as well as the availability of financing or funds.  The director of athletics is ultimately responsible for determining which facilities are scheduled for expansion or renovation. 

 

The University's capital planning committee must review and approve the proposed design.

 

The president of the University must approve the proposed expenditure.  The director of athletics is ultimately responsible for determining the method of funding for such projects.  Usually, facility improvements are funded through capital fund-raising efforts, which are coordinated by the associate athletic director for development, in cooperation with the University's development office.


3.01   DEPARTMENTAL ORGANIZATION

 

The head of Wake Forest University's Athletic Department is the director of athletics who reports to the president of the University.  Staff reporting directly to the director of athletics are:

 

§    Senior associate athletic director/SWA

 

§       Associate athletic director for administration

 

§       Associate athletic director for development

 

§    Associate athletic director for marketing and promotions

 

§       Assistant athletic director for finance

 

§       Assistant athletic director for special projects/HR

 

§    Assistant athletic director for football

 

§    Head football coach

 

§    Head men’s basketball coach

 

§    Assistant to the director of athletics for facilities

 

§    Assistant to the director of athletics

 

§    Administrative secretary

 

Athletic Department operations are characterized by a high degree of liaison and coordination between directors and managers in order to efficiently conduct each sport's program.  The coaching, training, academic, development, facilities’ management, and public affairs’ activities are all interrelated and interdependent.  Although those directly in charge of these functions primarily report to the director of athletics, they work closely together to provide for the implementation of academic, coaching, and administrative policies throughout the Athletic Department.

 

The organizational chart displays the Athletic Department structure as related to the following areas of operation:

 


§    Governing authorities

 

§    Administrative sales reporting to the director of athletics

 

§    External operations

 

§    Internal operations

 

§    Academics and student services

 

3.02   DEPARTMENTAL LIAISON LIST

 

ATHLETIC DEPARTMENT LIAISON AND RESPONSIBILITY LIST

August 2004

Responsibility

Liaison

Admissions

Doug Bland

Aramark Food Service

Doug Bland

Awards

Dwight Lewis

Book Return

Jane Caldwell

Camps

Doug Bland

Campus Recreation

Max Floyd

Career Planning/Placement

Julie Griffin

CHAMPS

Julie Griffin

Clearinghouse

Eric Wood/Doug Bland

College Book Store – Textbooks

Jane Caldwell

College Orientation Committee

Jane Caldwell

Computers

Russ Hundley

Concessions

Steve Adams

Counseling Center

Dwight Lewis

Courtesy Cars

Becky Ward/Geoff Lassiter

Credit Cards (Amex/Telephone)

Dave Marmion

Crisis Management Team

Steve Adams

Dean’s Office

Doug Bland/Jane Caldwell

Development Office

Barry Faircloth

EEO Office

Becky Ward

Eligibility

Jane Caldwell/Samantha Huge

Facility Management

Wayne Williams

Facility Usage/Rental Requests

Other Facilities – Steve Adams

Bridger Field House/Indoor Tennis Center – Ken Anderson

Faculty Meetings/Senate

Doug Bland

Financial & Accounting Services

Dave Marmion

Financial Aid

Eric Wood

Fitness Center

TBD

Graduate School

Dwight Lewis

Health Services

Greg Collins

Honor and Ethics Council

Doug Bland

Housing

Doug Bland

Human Resources

Becky Ward

Learning Assistance Program (LAP)

Jane Caldwell

Legal Affairs

Ron Wellman/Becky Ward

Letter Awards for Student-Athletes

Roxann Moody

Manchester Athletic Center Maintenance

Steve Adams

Miller Center Maintenance

Steve Adams

Multi-Cultural Affairs

Dwight Lewis

NCAA Regulations

Samantha Huge

Office Equipment (copier & fax)

Russ Hundley

Old Gold & Black

Dean Buchan

Payroll

Becky Ward

Policy & Procedures Manual Updates

Marie Reed

Print Shop

Dave Marmion

Promotional Items

Samantha Huge

Public Affairs/Media Relations

Dean Buchan/Craig Keilitz

Registration (Including Summer School)

Jane Caldwell

Risk Management

Dave Marmion

Scholarships

Dwight Lewis

Security Council

Steve Adams

Special Assistance Fund

Barbara Walker

Student Government

Dwight Lewis

Student Life

Dwight Lewis

Student-Athlete Term Time Employment

Eric Wood

Summer School

Jane Caldwell

Telephones

Russ Hundley

Tickets

Brad Darmofal

Title IX/Gender Equity

Samantha Huge

University Police Committee

Doug Bland

University Traffic/Parking Committee

Doug Bland

 

 


 

4.01   BUDGET FORMULATION

 

All departments within Wake Forest University submit annual budget recommendations which, once approved, are incorporated into the University's annual operating budget.  This budget becomes the basis of authority for the financial operations of each individual department within the University during the fiscal year, which begins July 1.

 

Budget priorities for the Athletic Department include scholarships for student-athletes, sports programs, salaries/staffing, and facilities.  The allocation of funds is based on program justification using the following criteria:

 

§    The objectives of the athletic program, as defined in the Philosophy and Objectives Section.

 

§    The short and long-term goals associated with departmental operations.

 

§    The activities and programs needed to achieve these goals, to include capital equipment and maintenance requirements.

 

§    The analysis of factors and situations which may affect planned activities.

 

The director of athletics coordinates budget formulation activities for the Athletic Department.  The budget is prepared through participatory budgeting (i.e., the method which involves all levels of management that are responsible for actual performance.) 

 

PLANNING CYCLE

 

The budget planning cycle begins November 1 and is completed by January 15 of each year.  The budget formulation process is initiated by the director of athletics.  Staff members with budgetary responsibilities receive a budget package including an instructional memorandum and a set of schedules containing historical budget and performance data.

 

Each staff member with budgetary responsibilities is asked to project the actual cost of the operation required to perform his/her sport or administrative area functions.  Priority is given to sports programs, salaries and scholarships.

 

Preliminary budget requests, including support documentation of details for wages, travel, equipment, and capital expenses, are submitted to the assistant athletic director for finance for review.  The schedules are combined into a requested budget.  The director of athletics, assistant athletic director for finance, and other administrators review the requested budget and make necessary adjustments, ensuring compliance with University guidelines. 

 


REVENUE ESTIMATES

 

Revenue projections are developed annually and used as the basis for overall budget preparation.  Generally, departmental revenues are derived from the following sources: 

 

§    Game guarantees and ticket sales

 

§    Conference distributions

 

§    Sale of merchandise or services

 

§    Facility rentals

 

§    Indoor Tennis Center

 

§    Food commissions

 

§    Contributions, gifts, and endowments

 

§    Student fees

 

The revenue projections are based on either actual data (i.e., contracted amounts) or historical trends.  Opponents may be contacted for data regarding guarantees.  Staff members with budgetary responsibilities are requested to submit income projections from sources other than ticket sales that they perceive will benefit their activity.  In the event that actual income falls short of budget projections, budget revisions may be made.

 

BUDGET APPROVAL

 

With the approval of the director of athletics, the final budget is presented for review to the president of the University.  Budget hearings may be held to resolve any points of contention.

 

 

4.02   ACCOUNTABILITY, CONTROL, AND REPORTS

 

Pursuant to the policies and directives of the trustees, the president of the University is responsible for administration of athletic funds.  However, the director of athletics is empowered with the authority and responsibility to review and approve all Athletic Department expenses.  The director of athletics may delegate the review and approval of certain types of expenses to the assistant athletic director for finance and other staff members.

 

 

 


ACCOUNTABILITY

 

It is imperative that staff members with budgetary responsibility strive to operate within budget guidelines.  The monthly budget report is a tool to assist managerial staff with the efficient fiscal administration of their designated area.  The director of athletics has sole authority to approve non-budgeted expenditures, including expenses that place an account over budget.  Staff members will be held accountable for violating this policy.

 

MONTHLY BUDGET REPORTS AND BUDGETARY CONTROL

 

The assistant athletic director for finance prepares reports on a monthly basis which reflect the status of accounts at month-end and performs a budget variance analysis by comparing actual expenditures and encumbrances to approved budget figures.  The director of athletics reviews the reports to ensure appropriate usage of allocated funds.  Each head coach or administrator receives a copy of the report for the sport or area for which he or she has responsibility.

 

It is the responsibility of each staff member with budgetary responsibilities to determine whether funds remain available prior to committing the Athletic Department to further financial obligations.

 

 

4.03   RECEIPT, CUSTODY, AND DEPOSIT OF FUNDS

 

The Athletic Department records a true and full accounting of collected funds.  Accountability for funds received begins from the point of collection and concludes with the final deposit of the funds.   Departments that receive funds are the Athletic Ticket Office, Deacon Club/Athletic Development Office, and Athletic Business Office. 

 

CUSTODY OF FUNDS

 

When a staff member, who is not responsible for the receipt and deposit of funds, receives monies on behalf of the Athletic Department, those monies are to be turned over immediately to the appropriate administrator or the Athletic Business Office.  The administrator in charge of each area that receives funds retains final authority for the custody and safekeeping of all funds.

 

DEPOSIT OF FUNDS

 

A minimum of two individuals in each area should be responsible for cash handling and accounting to minimize the risk of loss or misappropriation of University funds.  Whenever possible, funds are to be deposited on the same day as received.

 

All revenue is deposited with the University Financial and Accounting Services Office.  A copy of the receipt of deposit is retained on file in the office responsible for receiving the funds (i.e., Deacon Club/Athletic Development Office, Athletic Ticket Office, Athletic Business Office.)

 


4.04   PROPERTY CONTROL AND ACCOUNTABILITY

 

The president, or his/her designee, is responsible for all real property owned by Wake Forest University.  Delegated responsibility for accountable property housed within the auspices of the Athletic Department rests with the director of athletics.  Each unit head is expected to ensure that departmental property in his/her specific area is managed and used in a sound and businesslike manner.

 

CAPITAL EQUIPMENT

 

Although the University does not have a formal accounting system for identifying capital equipment (i.e., moveable items valued at $500 or more with a life expectancy of two or more years) the Athletic Department is accountable for the security and uses of such property.  University property is not intended for personal use or outside business ventures, such as sports camps.  Moreover, the removal of any University property from the campus or an athletic facility where such property is normally stored is strictly forbidden without the prior approval of the director of athletics.

 

ATHLETIC EQUIPMENT

 

Since athletic equipment represents a major expenditure for the Athletic Department, it is essential that the issuance and return of such items be fully controlled.  Moreover, athletic equipment issued for the personal use of student-athletes must be distributed in such a manner as to comply with all applicable NCAA, ACC and University rules and regulations.  The supervisor of the athletic equipment room ensures accountability for all athletic equipment.  Athletic equipment is not intended for nondepartmental activities, such as sports camps.

 

Athletic equipment is inventoried at the end of the season for each sport.  This inventory is conducted by the equipment room staff members.  All equipment is counted, including that which is issued to student-athletes.  Student-athletes are required to either return or pay for athletic equipment issued to them.

 

CONTRIBUTION OF PROPERTY TO DEPARTMENT

 

Property purchased by or given to the Athletic Department belongs to Wake Forest University.  The contribution of such property to an individual or organization is strictly prohibited without the prior written approval of the director of athletics or his/her designee.  This includes requests for contributions from nonprofit or charitable organizations.

 

 

4.05   PURCHASING PROCEDURES

 

The Athletic Department is committed to using good business practices in purchasing equipment, supplies, and services.  Individuals authorized to make such purchases must make sure that negotiated terms are in the best interest of Wake Forest University.  The assistant athletic director for finance ensures compliance with University purchasing procedures. 

 


PURCHASE APPROVAL

 

Athletic Department staff members who have purchasing authority are allowed to place orders provided the item(s) or service(s) requested remain within the area's budget.  Each department head with budgetary responsibility is given a monthly report of his/her area's budget status.  Prior approval in the form of a purchase order is needed for all items over $1,000. No prior approval is necessary for items under $1,000, provided the budgetary funds are available.  If there is not sufficient money remaining in the budget to cover the request, the request must be submitted to the director of athletics for approval.  Monies may be transferred from one departmental budgetary area (excluding scholarships and salaries) to another at the discretion of the budget administrator.

 

If a vendor requires a purchase order number in order to fill the request, a departmental purchase order form can be obtained from the assistant athletic director for finance.

 

VENDOR SELECTION

 

The Athletic Department is committed to selecting vendors on an equitable basis.  The criteria considered includes the vendor's past performance records, ability to meet the University's need, and a competitive price quote, as well as the long-term benefits to be derived by Wake Forest University.

 

For large purchases (i.e., capital projects and large negotiable items such as printing and travel) the purchase is let out for bid.  University purchasing procedures are followed.  The lowest bidder is usually awarded the contract unless there is written justification explaining why using another source is in the best interest of the University.

 

Staff members authorized to make purchases on behalf of the Athletic Department are responsible for obtaining a competitive price for goods and/or services.  If the required purchase is available from a sole source, every effort should be made to negotiate in the best interest of the University.

 

INTERDEPARTMENTAL PURCHASES

 

When purchasing materials and/or services from other University departments, (e.g., Facilities Management Office, Print Shop, Dining Services) the request should be documented in writing.

 

CONTRACTS

 

Contracts involving the use of substantial departmental funds are reviewed by the University's legal counsel.  However, the Athletic Department is allowed to execute game contracts as any financial guarantee would have prior approval as a component of the department's annual budget.  Game contracts are executed by the director of athletics.

 

Copies of all contract documents must be submitted to the assistant athletic director for finance for processing and/or files.

 


DELIVERY OF PURCHASED ITEMS

 

Materials purchased by the Athletic Department may be delivered directly to the individual who initiated the purchase.  Upon delivery of materials and/or services, all receiving reports must be forwarded immediately to the Athletic Business Office.  The reporting of partial deliveries may be delayed for no more than two days to allow time for all items included in a shipment to be delivered to the Athletic Department. 

 

If there is a problem with the materials received (i.e., damages, overages, or shortages), the vendor should be contacted immediately by the individual who placed the order.  The assistant athletic director for finance should be notified of the problem.

 

 

4.06   CHECK REQUESTS

 

Any disbursement for goods and services provided to the Athletic Department must be approved by the assistant athletic director for finance.  Disbursement requests are processed by the Athletic Business Office according to University procedures.  The University Financial and Accounting Services Office monitors all disbursements to ensure that transactions involving University funds are approved, documented, and disbursed for payment in compliance with University policy.

 

FINANCIAL AND ACCOUNTING SERVICES

 

Provided established purchasing procedures are followed, activating the disbursement of University funds to pay for goods and services is easily accomplished by providing all necessary documentation to the University Financial and Accounting Services Office.  Such documentation may include, but is not necessarily limited to:

 

§    Original vendor's invoice (preferably preprinted and sequentially numbered.)

 

§    Authorization by the recipient that all goods were received and the invoice may be processed for payment.

 

§    Appropriate account number to be charged.

 

In order to facilitate the accounts payable process, the receiving report should be forwarded to the Athletic Business Office immediately upon receipt of goods, as delayed payments for goods and services can result in loss of cash discounts and poor credit ratings for the University. 



PETTY CASH

 

Within guidelines established by the University Financial and Accounting Services Office, the Athletic Department is authorized to disburse funds from a petty cash fund to pay for goods and services required to conduct official business.  Petty cash funds are managed by the department requesting the funds.  Monthly reconciliations are sent to Financial and Accounting Services.

 

When requesting a reimbursement from the petty cash fund for a purchase made with personal funds, the employee must substantiate the purchase as a legitimate requirement in support of the Athletic Department.  Paid receipts are required from the vendor for all such purchases.  The expense of the petty cash purchase is charged to the appropriate unit's budget.

 

 

4.07   PAYROLL

 

The Athletic Department adheres to established University policies and procedures in the administration of payroll.  While the director of athletics has ultimate responsibility for approving payroll expenditures and/or related amendments to the budget, the assistant athletic director for finance supervises the payroll function.

 

DISTRIBUTION OF PAY CHECKS

 

The Payroll Office sends paychecks for exempt and nonexempt employees to the Athletic Business Office.  Each employee is required to pick up his/her pay envelope in the Athletic Business Office.

 

Biweekly paychecks for nonexempt and casual employees are issued from the University Financial and Accounting Services Office and distributed in the Athletic Business Office.

 

 

4.08   TRAVEL AND ENTERTAINMENT EXPENSE REIMBURSEMENT

 

Please refer to the University’s policy on travel.  For information specific to the Athletic Department, please see the assistant athletic director for finance.

 


5.01   NCAA AND ACC RULES REVIEW

 

Wake Forest University is committed to conducting its overall athletic program according to the official rules and regulations of theNCAA and ACC.  As mandated by the NCAA, the president of Wake Forest University ensures that an annual review of applicable NCAA and ACC rules and regulations is conducted for all coaches, other Athletic Department staff members, and student-athletes.

 

COACHES AND STAFF

 

At the beginning of each academic year, the assistant athletic director for compliance reviews NCAA and ACC rules and regulations.  New rules and/or additional interpretations of existing rules are emphasized at this time.  All individuals who are involved in any way with recruiting activities are required to attend.

 

STUDENT-ATHLETES

 

Early in the fall and as needed throughout the year, the assistant athletic director for compliance reviews applicable NCAA and ACC rules and regulations with student-athletes and their coaches.  Attendance is required, and the review must be completed each academic year prior to the first contest in each sport.  Prior to participation, each student-athlete must sign an NCAA student-athlete statement form.  Failure to attend the review or sign the statement renders the student-athlete ineligible for athletic participation.

 

PROSPECTIVE STUDENT-ATHLETES

 

When recruiting prospective student-athletes, coaches must ensure that prospects are made aware of the rules regarding activities that constitute recruiting violations.  The NCAA Guide for the College-Bound Student-Athlete, the official NCAA publication, provides information on recruiting rules and regulations and is sent to prospective student-athletes by individual coaches who are involved in recruiting.  This publication may be obtained from the assistant athletic director for compliance.

 

ENFORCEMENT

 

Any willful violation of an NCAA, ACC and/or University regulation regarding the athletic program may subject a coach, administrative staff member, or other University official to immediate disciplinary action or termination of employment.  Such actions are taken in accordance with appropriate NCAA, ACC and University policies and procedures.

 

Likewise, student-athletes found to have violated any NCAA, ACC and/or University regulation are also subject to due process following University policies and procedures.  In addition, it is the policy of the University to cooperate fully with the NCAA or ACC representatives whenever suspected violations are investigated.

 

 

5.02   NCAA CERTIFICATION OF COMPLIANCE

 

Each year, the president of the University (the NCAA certifying chief executive officer) is required to submit a certification of compliance for institutions form with an attached certification of compliance for staff members of athletic departments form certifying institutional compliance with all applicable NCAA rules and regulations.  These forms must be postmarked prior to an established deadline (i.e., September 15) in order to be eligible for participation in NCAA-sponsored meets and tournaments.

 

All continuing Athletic Department staff members, whether paid or volunteer, are required to sign the certification of compliance for staff members of athletic departments form which affirms that each staff member has reported to the University any knowledge of violations of NCAA legislation.  The director of athletics may require other personnel to sign the form for internal use.  The Athletic Director’s Office coordinates the completion of the form, to include ensuring its timely execution, according to the following procedure:

 

§       The form is prepared, including the typed name and title of all Athletic Department staff members who are salaried on a regular basis (or who perform a regular staff function, even though they may not be classified as full-time staff) administrative and supervisory personnel, and returning coaches for all sports (regardless of the season of the sport).

 

§    Staff members are required to attend a meeting in late August conducted by the University president and director of athletics at which time NCAA regulations are discussed and the NCAA certification of compliance form is signed.

 

§    The University president, director of athletics and all athletic department staff are required to sign the NCAA compliance form. Each staff member identified on the form executes the form with a full signature (initials are not allowed) and date of execution, including the month, day, and year. The signature must be executed by the staff member, not by a substitute.

 

§    Upon completion of signatures by all required staff members, the assistant athletic director for compliance reviews the form to verify accuracy and ensure completeness prior to conveying the original and one copy to the president of the University.  The other copy of the form remains in the Athletic Department file.

 

§    The president of the University attaches the completed form to the certificate of compliance for institution form, signs it, and returns both forms to the director of athletics office to be filed.

 

6.01   SCHEDULING OF COMPETITIVE  EVENTS

 

Schedules are constructed for all sports with the goal of providing competitive equity while remaining within budgetary constraints and applicable NCAA, ACC and University rules and regulations.

 

NCAA AND ACC LIMITATIONS

 

The NCAA and ACC place limitations on the timing, duration, and number of contests played by varsity teams under their jurisdiction.  ACC regulations, in some instances, may be more restrictive for the nonrevenue sports, as well as for football and men's basketball.  These limitations are fully defined in the ACC Manual.

 

SCHEDULE CONSTRUCTION

 

The head coach of each sport is responsible for initiating and submitting a preliminary schedule of competitive events to his/her supervisor for approval.  The date for submitting these tentative schedules varies from year to year, but is announced by the director of athletics or appropriate associate athletic director. 

 

Note:  Schedules for football and men's basketball conference games are determined by the director of athletics, in conjunction with the ACC Office.  However, the coaches for these sports do participate in the scheduling of non-conference events.

 

The head coach may consult with the administrator who manages the sports program for assistance in his/her efforts.  In addition, director for operations and facilities should be consulted when scheduling an event in a facility that is used by more than one sports team.

 

In addition to NCAA and ACC limitations, the following factors must be considered when constructing the schedule:

 

§    Income and expense involved for each contest (as determined by any guarantee versus estimated costs) and potential impact on the allocated team budget.

 

§    Exclusion of exam week or holidays.  Any exceptions must be approved by the director of athletics and, when necessary, the athletics council.  No event should be scheduled on Sunday prior to noon.

 

§    Class absences required for each contest (including both home and away events) especially when approaching midterm and final examination periods.

 

§    Balance between number and spacing of home and away contests.

 

§    Balance between outstanding, average, and weak opponents.

 


§    Coordination of away competitions to minimize time away from campus and travel costs.

 

§    Availability of facilities for home contests.

 

§    Competition dates for other prominent sports, tournaments and meets, and championship/bowl events.

 

§    Establishment of favorable reciprocal agreements and existing commitments (see "Contracts for Events" below.)

 

The following information should be included on the schedule:

 

§    Day of the week

 

§    Event date

 

§    Event time

 

§    Opponent

 

§    Competition site           

 

§    Class days to be missed

 

§    Guarantees, when appropriate

 

The head coach of each sport must submit a final schedule of competitive events occurring during the academic year no later than August 15 of each year.  The final schedules for all sports are reviewed by the appropriate administrator and submitted to the director of athletics.

 

SCHEDULE APPROVALS

 

The schedules are reviewed by the director of athletics.  Once approved, a sport's competition schedule is considered official, and may not be added to or changed in any manner without the approval of the director of athletics.

 


MASTER SCHEDULE

 

In developing the master schedule, the director of operations and facilities first establishes the timetable for football, men's basketball, and women's basketball, all of which are done by the ACC Office.  All other sports are scheduled with regard to facilities requirements and the schedules of visiting teams.

 

FACILITIES SCHEDULING

 

The director of operations and facilities coordinates the scheduling of facilities for competitive events.  When the home event is scheduled in a facility not owned by the University, scheduling is accomplished according to the existing contractual agreement.  Since some of the facilities used by the Athletic Department may also be scheduled for non-departmental activities, it is important that every effort be made to ensure that the master schedule is accurate.

 

SCHEDULE CHANGES

 

When a schedule change becomes necessary, the head coach should notify the appropriate administrator in writing, who will initiate approval of the change by the director of athletics.  The schedule change is evaluated to determine how the date, time change, and travel schedule may affect the student-athlete and overall master schedule for the athletics program.  Written notification of any change in the master schedule is distributed as described below for cancellation of a scheduled event.

 

At the time of the event, the director of operations and facilities, in cooperation with the involved head coach and the assistant to the director of athletics for facilities, has the authority to cancel an athletic event.  Written notification of cancellation is disseminated to the following:

 

§    Director of athletics, administrative staff, and coaches.

 

§    University officials, if necessary.

 

§    Appropriate facility manager.

 

§    Game officials.

 

§    Event workers, including ancillary services.

 

§    Director of the band/pep band, when appropriate.

 

CONTRACTS FOR EVENTS

 


It is the policy of the University to honor all provisions agreed to in contracts entered into by the Athletic Department.  A contractual document is required for all sports competitions, whether or not a guarantee is involved.  The director of athletics is authorized to execute athletically-related contractual agreements on behalf of the Board of Trustees.

 

Standardized contract forms are used for conference events.  The agreements are initiated upon receipt of an approved schedule of competition for each sport.  Copies of all contracts are distributed as follows:

 

§    Director of athletics

 

§    Administrator who manages the sport

 

§    Head coach of designated sport

 

§    Assistant athletic director for finance

 

 

6.02   SCHEDULING OF PRACTICES

 

Each head coach is responsible for scheduling practice sessions within guidelines established by the Athletic Department, ACC, and NCAA.  Practice schedules must not interfere with the classes of any student-athlete.  The scheduling of preseason and holiday practices is subject to the approval of the director of athletics, if student-athletes must return to campus prior to the start of classes.

 

Note:  Student-athletes who participate in practice sessions must be enrolled as full-time students of the University and be academically and athletically eligible to participate according to NCAA, ACC and University rules and regulations. 

 

APPROVAL OF PRACTICE SCHEDULES

 

In order to ensure availability of the appropriate facilities, practice schedules should be an integral part of the master schedule.  Every effort is made to provide fair and equitable use of athletic facilities by all sports.  Priority is given, however, to each sport's team during its competitive season.  Within the same season, preference is given to revenue-producing sports.  All sports' practice schedules must observe limitations on practice sessions as mandated by the NCAA.

 

At the beginning of a semester, each head coach should submit a practice schedule for his/her individual sport to the administrator who manages the sport.  After review and preliminary approval, the schedules are submitted to the director of operations and facilities, who maintains a master facilities use schedule for all competition and practices involving athletic program teams.  The director of operations and facilities resolves schedule conflicts with each sport's head coach, except conflicts between football and men's basketball, which are resolved by the director of athletics.

 

Once approved, the practice schedules may be amended by submitting a written request to the director of operations and facilities.

 


SCHEDULING SPECIAL PRACTICE SESSIONS

 

Every effort must be made to preschedule practices.  However, a head coach may submit a written request to schedule a special practice session to the director of operations and facilities.  Such requests must be in compliance with the above-referenced NCAA, ACC and University regulations.  Maximum lead time should be allowed to ensure that necessary arrangements may be completed.

 

 

6.03   POSTSEASON COMPETITION

 

Excellence in athletic competition is a stated goal of Wake Forest University.  Therefore, the Athletic Department encourages and supports the appearance of its sports teams at approved postseason competitions.

 

If a team or an individual qualifies for NCAA postseason competition, the University will fund that team's or individual's trip to the competition.  Invitations to participate in other postseason competition require the approval of the director of athletics.  If the postseason competition occurs during finals week, approval of the Faculty Athletics Committee may be required. 

 

When participation in postseason competition is approved, the head coach, or his/her designee, is responsible for coordinating all necessary preparations.  Specific arrangements may be handled by Athletic Department administrators as delineated below:

 

§    Notifying student-athletes - head coach.

 

§    Verifying student-athletes' academic eligibility for championship certification form - assistant athletic director for compliance and the registrar's office.

 

§    Coordinating the execution of the agent affidavit form by student-athletes - assistant athletic director for compliance and the head coach.

 

§    Lodging - head coach.

 

§    Transportation - head coach.

 

§    Entertainment - Deacon Club executive director and/or the director of athletics.

 

§    Budget - assistant athletic director for finance.

 

§    Tickets - director of ticket office operations.

 


Special arrangements regarding the academic needs of student-athletes may be required as a condition for approval for an event scheduled during the week of final examinations.  In most cases, student-athletes make necessary arrangements with their professors.  On rare occasions, the Athletic Department is asked to intercede on behalf of student-athletes.

 

Student-athletes sometimes arrange to take exams early or late.  There are occasions when proctors are allowed to administer an exam at the site of the competition.

 

 

6.04   CONCESSIONS

 

Concessions selling refreshments and novelty items at athletic events are operated by professional concessionaires.  The director of operations and facilities ensures that such services are provided within NCAA, ACC and University rules and regulations.

 

Any group or organization, other than a contracted concessionaire, must have the written approval of the director of operations and facilities in order to sell or display any item(s) at an athletic event.

 

GROVES STADIUM

 

The Athletic Department controls the contract for all concessions (i.e., refreshments and novelty sales) at Groves Stadium.  The concessionaire (i.e., Boston Culinary Group, Cambridge, Massachusetts) holds the rights to public concessions at any event held in Groves Stadium for which admission is charged (e.g., football games, band day, motor sports events, etc.)  The contract, which generally provides for the Athletic Department to receive 37%, 45% and 48% of gross proceeds (after taxes), grants exclusive rights to the concessionaire to sell, at specified prices, items listed in the contract.

 

After each athletic event, the concessionaire makes payment and submits a verified report of gross receipts for the event to the Athletic Business Office.  These reports are reviewed by the director of operations and facilities and assistant athletic director for finance.  The Athletic Department reserves the right to free and immediate access to all records of the concessionaire for the purpose of auditing gross sales reports at any time during the life of the contract.

 

The concessionaire is responsible for hiring, training, and supervising all concession workers.  Additionally, the concessionaire agrees to:

 

§    Operate in an efficient, courteous, and businesslike manner.

 

§    Be responsible for making proper sales tax payments.

 

§    Dispose of all trash and garbage incident to concession operations.

 

§    Serve all cold drinks in disposable paper or plastic cups (the use of cans is prohibited.)


 

Concession employees usually report for duty two hours prior to the start of an athletic event and must present a game credential for entrance at gate five.  The vendor must ensure that only authorized employees are admitted under the auspices of working an event.

 

The Athletic Department, at no additional expense to the concessionaire, is responsible for providing utilities, maintenance of existing facilities, and a reasonable amount of storage space.  However, the concessionaire is responsible for security of all items; the Athletic Department is not liable for any stored items.

 

HOOKS BASEBALL STADIUM

 

Reynolds High School Boosters Club holds the right to public concessions at any event held in Hooks Stadium. Reynolds High School Boosters Club will be in charge of all aspects of concessions (i.e., staffing, stocking, prices, hours of operation).  Reynolds High School Boosters Club is responsible for hiring, training, and supervising all concession workers.

 

LAWRENCE JOEL VETERANS MEMORIAL COLISEUM

 

The city of Winston-Salem controls all food concessions at Lawrence Joel Veterans Memorial Coliseum.  The sale of novelty items, however, is controlled by the Athletic Department.  The associate athletic director for marketing and promotions administers the contract for novelty sales, which is currently held by Wake Forest University College Book Stores, Inc.

 

SPRY SOCCER STADIUM

 

Reynolds High School Boosters Club holds the right to public concessions at any event held in Hooks Stadium. Reynolds High School Boosters Club will be in charge of all aspects of concessions (i.e., staffing, stocking, prices, hours of operation).  Reynolds High School Boosters Club is responsible for hiring, training, and supervising all concession workers.

 

 

6.05   PARKING

 

The purpose of controlling parking at athletic events is to not only provide a safe means of entrance and exit to the parking facilities, but also to establish a priority system which allows special parking privileges for those individuals whose support is vitally important to the athletic program.  The director of operations and facilities coordinates parking at athletic events.  Due to the size of the crowd, events which generally require controlled parking are football and men's basketball. 

 


PRIORITY PARKING PASSES

 

Priority parking passes are issued to the following groups of people:

 

§    Employees required to work the event.

 

§    Media representatives.

 

§    Priority parking is available to Deacon Club members who purchase season men's basketball tickets.  There is a fee for this parking.  All passes will be distributed solely on Deacon Club priority.

 

§    Deacon Club members who are season football ticket holders and contribute at least $320 annually may purchase a VIP parking pass at Groves Stadium. 

 

Parking passes are ordered by the director of operations and facilities according to established purchasing procedures.  The passes are primarily distributed by the Ticket Office, along with tickets for the scheduled event(s).  However, the assistant athletic director for media relations distributes parking passes to selected media representatives.

 

FOOTBALL GAMES

 

There is a charge for parking at games played at Groves Stadium.  However, those with priority parking passes are eligible to park in the most convenient parking spaces.  The parking area is divided into the following lots:

 

§    Media and special guest lot.

§    Gold lot (which includes 575 spaces for top Deacon Club contributors who order season tickets and purchase a VIP parking pass, Athletic Department  staff, and visiting VIP's.)

§    Red lot (for approximately 600 additional Deacon Club season ticket holders.)

§       Student lot (for approximately 450 spaces, pass lot only).

§       Blue lot (for approximately 849, pass lot only).

§       General public parking (at the extremities of the stadium.)

 

MEN'S BASKETBALL GAMES

 

A parking fee is collected by parking lot attendants at the Lawrence Joel Veterans Memorial Coliseum, unless the driver of the vehicle presents an official parking pass.

 


The parking area at the Coliseum is divided into the following lots:

 

§    VIP parking (approximately 1,250 spaces in the South/East Lot and 200 spaces in the West Lot for the top contributors to the Deacon Club.)  Deacon Club members may purchase a season pass for this parking.

 

§    Groves Stadium media Lot, 162 spaces (for Athletic Department staff).

 

§    Faculty parking, 581 spaces (Groves Stadium gold lot).

 

§    Operations parking (78 spaces for event workers, media, and special guests).

 

§    General public parking (extremities of Coliseum and Groves Stadium Lots).

 

DISABLED PARKING

 

There are disability parking spaces available at each facility.  Only vehicles bearing a disability placard are eligible to use these spaces.

 

A limited number of disability spaces are available to Deacon Club members in the media and special guest lot at Groves Stadium.  There are also disabled parking spaces in the green lot at Groves Stadium. The director of operations and facilities issues all special parking passes.

 

 

6.06   MUSIC AND ENTERTAINMENT

 

The Athletic Department provides music and entertainment at certain athletic events within the guidelines of the NCAA, ACC and University.  Specifically, the Athletic Department sponsors the University's marching band, pep band(s), and cheerleading/dance programs to support the athletic program.  Non-departmental groups are occasionally scheduled in conjunction with special promotional programs.

 

Every effort is made to ensure that the entertainment serves to enhance the atmosphere and enthusiasm level of the spectators rather than create potential problems (e.g., crowd control or disruption of an athletic event.)  Non-departmental groups who desire to provide special entertainment must submit a written application to the associate athletic director for marketing and promotions, including a description of the performance, the number of participants, and the name of the individual responsible for coordinating the performance.  The associate athletic director for marketing and promotions has sole responsibility for approving or denying any application.

 

The associate athletic director for marketing and promotions works with the band/pep band director and the cheerleading coach in planning for pregame and half-time shows and ensures that all participants in the entertainment portion of the game area are given pertinent information regarding their activity.

 

 


FOOTBALL

 

In accordance with ACC rules, half-time intermissions for all football games are limited to twenty minutes.  Therefore, it is crucial that everyone involved is aware of the schedule and related time constraints.  The selection of musical entertainment for football games is the responsibility of the associate athletic director for marketing and promotions.

 

Cheerleaders, under the direction of the cheerleading coach, are expected to exhibit good sportsmanlike conduct and promote goodwill of the team.  For conference football games, visiting team cheerleaders are limited to twelve in number, including the mascots.

 

MEN'S AND WOMEN'S BASKETBALL

 

ACC rules prohibit visiting pep bands at conference men's and women's basketball games.  Bands may only play during pregame, half-time, post-game, and during time-outs.  Furthermore, band instruments may not be played during a free-throw, throw-in, jump ball, or live ball situation.

 

 

6.07   STAGING

 

The proper staging of athletic events has become increasingly complex.  To maintain effective game administration requires the cooperation of and clear communication among the individuals, departments, and agencies involved.  Strict adherence to established procedures helps ensure the safety of both spectators and participants, as well as smooth operations during athletics events.

 

The director of operations and facilities coordinates and oversees the staging of home athletic events, which includes both facility preparations and game management. 

 

Home competitive events for all sports teams, except men's and women's basketball, are usually staged in University-owned facilities.  When home events are staged in facilities not owned by the University, the director of operations and facilities is responsible for making all necessary arrangements according to contractual agreement with the facility's management.

 

PRELIMINARY ARRANGEMENTS

 

As soon as the home schedule is determined, the director of operations and facilities begins to make necessary arrangements for successful staging of these events.  Prior to arranging for various ancillary services, attendance for each scheduled event is projected.  Proper staging of an event includes, but is not limited to:

 

§    Scheduling and supervising ancillary personnel (e.g., ticket-takers, gatekeepers, ushers, custodians, clean up crews, physician, and first aid personnel) and game management staff (e.g., officials, public address system operators, scoreboard operators, and statisticians.)

 

§    Notifying professional concessionaires.

 

§    Arranging for police security and traffic control.

 

§    Arranging for facility maintenance coverage (e.g., HVAC technicians, electricians, plumbers, etc.)

 

§    Arranging for special media and telephone services.

 

FACILITY MANAGEMENT

 

In addition to securing personnel for these events, the staging staff is responsible for preparing the facility for competition (e.g., lining the football field, setting up track equipment for a meet, etc.)   The assistant to the athletic director for facilities ensures that all facility services are in good working order (e.g., lighting, air conditioning, plumbing.)

 

The director of operations and facilities ensures compliance with all applicable federal, state, and local statutes and University policies and procedures governing the operation of athletic facilities, including safety, fire prevention, and food service.

 

GAME MANAGEMENT

 

Game management refers to the conduct and administration of a competitive event.  The director of operations and facilities management, under the direction of the director of operations and facilities, assists officials with game management. 

 

The ACC football home team information form and the ACC football visiting team information form are used to provide pertinent information related to the staging of football games.  For all other sports, the director of operations and facilities management contacts the visiting team and makes all necessary arrangements.

 

NON-DEPARTMENTAL EVENTS

 

The Athletic Department is not responsible for staging non-departmental events unless specifically arranged by the director of athletics.   However, the director of operations and facilities must ensure that property and equipment is properly stored prior to any non-departmental scheduled event.

 

7.01   ATHLETIC EQUIPMENT USE

 

The Athletic Department is committed to providing and maintaining athletic equipment necessary for its sports programs.  The head equipment manager, assistant equipment manager and assistant equipment manager for football are responsible for operating the equipment rooms and ensuring compliance with all established policies and procedures.

 

Due to the substantial value and inventory of the equipment and supplies, only authorized personnel are allowed in the athletic equipment room.  Equipment room staff members and student managers are expected to abide by established procedures for operations. 

 

PURCHASING

 

The head equipment manager, assistant equipment manager and assistant equipment manager for football must authorize the purchase of all athletic equipment, supplies, or services.  A written request is submitted by the coach providing a description of the item, style, model, estimated cost, and suggested vendor for the desired equipment.  The Athletic Department may refuse to pay for any athletic equipment not ordered by the established procedures.

 

Major purchases of equipment (e.g., equipment for a total season) are ordered during off-season to ensure adequate delivery time.  In general, athletic equipment is ordered six months prior to the beginning of the sports' season.

 

All equipment is shipped directly to the equipment room and then distributed to the appropriate coach after items have been entered into inventory records.  The head equipment manager, assistant equipment manager and assistant equipment manager for football are responsible for verifying the receipt of equipment ordered and returning the receiving report to the Athletic Business Office to facilitate payment of the appropriate invoice.

 

The coach is notified of any missing items or incorrect orders.  The head equipment manager, assistant equipment manager and assistant equipment manager for football interface with the vendor or manufacturer to rectify any problems. 

 

INVENTORY

 

A continuous inventory of all athletic equipment must be maintained in order to ensure accountability for University property.  The supervisor of athletic equipment room and operations/associate supervisor of athletic equipment room and operations/assistant equipment manager for football is responsible for ensuring that all new equipment is logged into inventory records prior to being issued.  Athletic Department personnel are expected to follow all equipment room rules and regulations regarding inventory control.

 


Contribution of new or used equipment to any individual or organization is strictly prohibited without prior approval of the director of athletics.

 

ISSUANCE OF EQUIPMENT

 

Student-athletes must complete the following procedures prior to being issued any athletic equipment:

 

§    Receive academic clearance from the associate athletic director for student-athlete services.

 

§    Receive physical clearance from the head athletic trainer.

 

§    Receive clearance from the designated head coach (i.e., the student-athlete must appear on the team roster.)

 

All equipment and supplies issued to student-athletes, managers, and coaches must be accurately documented in the equipment room files, to include both date of issuance and date of return.  Each individual is provided with mesh laundry bags with a designated identification number for use in laundering his/her equipment.

 

All individuals issued athletic equipment are subject to the following rules:

 

§    Each individual is held responsible for all equipment issued for personal use.  Any equipment lost, stolen, or damaged will be charged to the individual.  Any equipment not returned at the end of the season is billed through the University accounts receivable system and handled in the same manner as unpaid parking tickets or damage to dorm rooms.

 

§    After the initial issuance of equipment, additional equipment is available on an exchange basis only.  Specifically, replacement equipment will not be issued to individuals who left their equipment at home. 

 

§    When traveling, each individual is responsible for ensuring all articles are packed in his/her bag for return to campus.  Any articles missing are the financial responsibility of the individual.

 

§    The equipment room staff reserves the right to refuse services to any individual not conducting himself/herself in an appropriate manner.  The head coach is to be notified of any such occurrence.

 

CARE AND STORAGE OF EQUIPMENT

 


Each student-athlete, manager, and coach is expected to properly store all equipment issued for personal use.  Equipment room staff is responsible for doing all laundry for all sports; however, student managers are expected to assist with those responsibilities by ensuring that laundry bags are placed in the proper receptacles after practice and competition.  Coaches are expected to place dirty laundry in designated area in the equipment room.

 

EQUIPMENT ROOM RULES

 

All equipment room personnel (including student managers) are expected to comply with the following rules:

 

§    No chewing or dipping of tobacco products.

 

§    When assigned field duty, dress in proper uniform with tools.

 

§    Be on time for work; exact hours worked must be recorded on a daily basis.

 

§    When unable to work as scheduled, each staff member is expected to arrange for a substitute and obtain approval the head equipment manager, assistant equipment manager and assistant equipment manager for football, or his/her designee.

 

§    Maintain a clean equipment room, discard all trash, and keep the carpet vacuumed.

 

§    Do not use the equipment room as a lounge; consumption of food in the equipment room is discouraged.

 

§    Place all dirty laundry in the laundry room.

 

§    Put away all hampers before leaving at night.

 

§    Always check windows, doors, etc. to make sure the equipment room is secure.

 

 

7.02   COMPUTER SERVICES

 

The Athletic Department is committed to providing necessary computer and office equipment  to accommodate the department’s business communication needs.  Desktop computers, laptop computers, system printers, athletic network printers, typewriters, dictation equipment, calculators, shredders, bursters, folding machines and copiers are available for staff use, based upon operational needs.

 

SOFTWARE/HARDWARE TRAINING

 


The athletic network administrator is available to provide software and hardware training to athletic department staff on departmental-mission software.  A training area is located in the athletic network administrator's office.  There are three training stations, each networked for the Athletic Department network and the University network.  These training stations can dock PC’s or Thinkpads to facilitate training on athletic network software, as well as e-mail, Internet use, Microsoft Word, Excel, and other packages loaded as the Wake Forest University standard load.

 

SOFTWARE COPYRIGHT LAW

 

Software is automatically protected by federal copyright law from the moment of its creation.  The rights granted to the owner of a copyright are clearly stated in the Copyright Act, which is found in Title 17 of the US Code.  The act gives the owner of the copyright "the exclusive rights to reproduce the copyrighted work and to distribute copies of the copyrighted work" (Section 501) and sets forth penalties for breach of the copyright. 

 

Public or private educational institutions are not exempt from the copyright laws.  To the contrary, because of their unique position of influence, schools must remain committed to upholding the copyright laws.  Many software firms offer special sales arrangements to schools.  These may include discounts for site licenses, lab packs, etc.

 

The unauthorized duplication or distribution of software by a user or user groups places our department and institution in a vulnerable position.  The individual(s) who duplicate or distribute the illegally copied software, as well as the user group itself and the owner of the software, may be held responsible as copyright violators.  Criminal penalties include liability for damages suffered by the copyright owner and can include fines and/or jail terms of up to five years.

 

By abiding by the following guidelines, we will never place the University, Athletic Department, or staff in conflict with copyright laws:

 

§    Do not copy university-owned software for resale or use on another computer system.

 

§    Do not load any software package on your university-owned system that is not licensed for your use by the Athletic Department or Wake Forest University.

 

TELECOMMUNICATIONS

 

All requests for telecommunication services (office phones, cellular phones, and repairs) are handled through the network administrator.  Telephone/cellular phone operation training (use and features) and new employee orientation to departmental telecommunications system are offered by the network administrator.

 


PURCHASE OF OFFICE EQUIPMENT

 

Decisions as to replacement or addition of equipment are based on cost, availability, maintenance, service record, and compatibility within the athletic department.  All requests for replacement of office equipment should be processed through the athletic network administrator.  Procedures will be followed through the approval process, purchase and delivery of the equipment.

 

 

7.03   COURTESY CARS

 

Courtesy cars are provided by local and area car dealers for selected Athletic Department staff members.  While the University facilitates the acquisition of courtesy cars and establishes relevant policies, the terms governing their use are strictly a matter between the participating sponsor and the Athletic Department staff member receiving the vehicle.

 

The University recognizes that courtesy cars are provided for both business and personal use.  When vehicles are used for official University purposes, all University rules and regulations must be followed.

 

RESPONSIBILITY

 

In accepting a vehicle, the driver assumes twenty-four hours per day control and responsibility for the vehicle.  Assignees assume a moral obligation to exercise all normal measures and precautions for the care and protection of the vehicle, including necessary servicing.  Operation of the vehicle by other persons, including dependents, except spouses and other exceptions as noted, is not permitted.  The dealer will permit the spouse of the assignee to operate the vehicle.  It is understood that the assignees will not permit the use of the vehicle to unauthorized persons. 

 

            Under no circumstances are student-athletes to drive a courtesy car.

 

An athlete being allowed to drive a courtesy car is in direct violation of NCAA rules. Other persons under the age of twenty-one are not permitted to drive the vehicle. 

 

INSURANCE

 

Liability insurance and collision coverage will be provided by the University for authorized assignee operating the vehicle.  It is understood that the dealer/contributor will permit the spouse of the assignee to operate the vehicle and will permit use of the vehicle for personal purposes by the assignee.  The University insurance carries a $500 deductible clause.  If an accident occurs while the assignee is on University business, the Athletic Department will be responsible for paying the deductible.  Accidents that occur while on personal business will be the responsibility of the assignee to pay the $500 deductible.

 

 


MAINTENANCE

 

Subject to normal wear, the assignee will be responsible for meeting the cost of the following expenses:           

 

§          North Carolina state inspection.

 

§          Tire rotation.

 

If additional maintenance is required due to the age of the vehicle, advance approval from the associate director Deacon Club will be required in order for the Athletic Department to cover these expenses.

 

INTERNAL ADMINISTRATION

 

The courtesy car program is coordinated internally by the associate director of the Deacon Club, under the direction of the director of athletics.  All requests and questions regarding the courtesy cars should be directed to the associate director of the Deacon Club.

 

The director of athletics determines the allocation of courtesy cars.  Courtesy cars are generally provided to the head coach of each sport, the assistant coaches for football, men's basketball, women's basketball, and specific administrative staff members.

 

Recipients of courtesy cars are not to use Athletic Department motor pool vehicles unless their courtesy car is not operating properly.

 

The University Financial and Accounting Services Office is provided with the name of each individual receiving a courtesy car to facilitate University insurance coverage and the reporting of taxable value and personal/business mileage, as required by the Federal Tax Reform Act of 1984.  The information needed for insurance coverage, (i.e., car serial number, beginning mileage, value of car, make, model, and tag number) is provided to the associate director Deacon Club when the assignee receives a courtesy car and updated each time the recipient changes cars.

 

All accidents must be reported to the Campus Police and a copy of the accident report sent to the University Financial and Accounting Services Office and the assistant director of the Deacon Club; at the same time it is reported to the insurance company.

 

Failure to take care of the car, provide routine maintenance, unreasonable mileage, excessive parking violations, or cancellation of car insurance can result in the loss of the opportunity to participate in the courtesy car program.

 

CAR DEALER BENEFITS

 


Participation in the courtesy car program qualifies the dealer with the option to purchase ACC Tournament tickets, complimentary season tickets for football, men's basketball, and women's basketball tickets; Deacon Club membership, and VIP parking.  These benefits are subject to change at any time with approval of the director of athletics.

 

 

7.04   DEACON CLUB

 

Founded in 1950, the primary goal of the Wake Forest University Deacon Club is to raise money from private sources to pay for scholarships for student-athletes, both male and female.  The Deacon Club operates according to the guidelines set forth in the bylaws of the Deacon Club of Wake Forest University.  All fund raising efforts must comply with established NCAA, ACC and University rules and regulations.

 

Contributions made to the University through the Deacon Club are deductible by the contributors in determining their net income, subject to the limitations related to contributions in the Internal Revenue Code.

 

The Deacon Club executive director, under the direction of the associate athletic director for development, coordinates fund-raising efforts of the Deacon Club.  Such efforts generally consist of the annual membership drive, but may also be related to capital fund-raising projects.  In addition, the executive director assists Deacon Club officers in planning and coordinating social activities for club members.

 

The Deacon Club handles accounting, receipting, and acknowledgment of gifts received.  Contributions are received in the Deacon Club Office, deposited and managed by the financial officer.  The Deacon Club provides the assistant athletic director for finance with monthly reports regarding the status of its accounts.  These accounts are audited annually by an outside accounting firm and copies of the audit are provided to the University. 

 

Some gifts are made through the Financial and Accounting Services Office and are receipted by that office.  These include gifts of cash, stock, real estate, and matching gifts.

 

ANNUAL DRIVE

 

Each year concerted efforts are made by Deacon Club staff members, various Athletic Department staff, and Coaches Circle captains (the Deacon Club volunteer network) to encourage existing members of the Deacon Club to continue/increase their support and to solicit new members for the club.  The associate athletic director for development and the Deacon Club executive director determine the strategy for conducting this membership drive.

 

Concentrated efforts with regard to the annual drive are usually focused on the geographical areas surrounding Winston-Salem, Greensboro, High Point, Charlotte, and Raleigh.  In general, the majority of the substantial contributors to the Deacon Club live in these areas.  However, the Coaches Circle gives the Deacon Club widespread volunteer representation throughout the state of North Carolina and country.

 


The Deacon Club operates on fiscal year July 1 to June 30.  Individuals may join or renew their membership at any point during this time frame.  By doing so, they qualify for benefits associated with the next competitive sport season.  Contributors are encouraged to make a pledge early in the annual drive and have until June 30 to pay-in-full.  The cumulative points earned by June 30 of each year determine the rank season ticket holders receive with regard to priority seating for home men's basketball games for the next year.  (Cumulative points are not relevant in determining seating priorities for football season ticket holders, since they have the right to renew their season tickets for the same seats each year.)  Cumulative points earned by December 31 of each year determine the ranking for the right to purchase tickets to the men's basketball ACC Tournament.  Cumulative points earned by February 15 of each year determine the ranking for the right to purchase tickets to the NCAA Tournament.

 

MEMBERSHIP CATEGORIES AND BENEFITS

 

In order to show appreciation to its members, the Deacon Club establishes a system for providing specific benefits and privileges for the various membership categories, which are subject to change with the approval of the director of athletics, are as follows:

 

§        Moricle Society   $55,000, cost of full athletic scholarship

 

§    Coliseum Club  $32,000 annual contribution (box suite holders only)

 

§        Black and Gold Society  $12,500 annual contribution

 

§    Gold Club  $7,000+ annual contribution

 

§    Executive Club  $3,200  annual contribution

 

§        Scholarship  $1,600+ annual contribution

 

§    Golden W  $800+ annual contribution

 

§        Golden C  $320+ annual contribution

 

§        General  $125+ annual contribution

 

§        Student  $25

 

 

In general, all Deacon Club members are provided with window decals, Gold Rush newspaper, special ticket purchases, charter travel privileges, and invitations to social activities which are usually scheduled in conjunction with football and men's basketball games, both at home and away.  Members who contribute a minimum of $250 annually also receive the football and men's basketball media guides.

 


However, additional benefits are provided based upon the amount of the contribution.  Certain benefits (i.e., seat location, priority parking at men's basketball and football games, and eligibility to purchase tickets to the men's basketball ACC Tournament) are based on the Deacon Club system.  Benefits and levels of contribution are subject to change annually.

 

MATCHING GIFTS

 

Deacon Club members employed by businesses with a matching gift program to athletics may have matching gifts applied to the member’s club account.

 

 

7.05   DEVELOPMENT/FUND-RAISING

 

Wake Forest University allows the Athletic Department to solicit financial support for its athletic program in accordance with NCAA, ACC and University rules and regulations.  The associate athletic director for development, under the direction of the director of athletics, oversees all fund-raising efforts for the Athletic Department.  Coaches are not allowed to solicit funds for their individual sports programs, unless approved through the proper channels.

 

Due to the sensitive nature of soliciting substantial gifts, extreme care must be used to not offend potential contributors by multiple solicitations.  Athletic Department staff members must receive clearance from the associate athletic director for development prior to soliciting support from potential contributors.

 

RECEIPT OF GIFTS

 

All gifts, including gifts-in-kind, received by Athletic Department staff members from outside contributors should be turned over immediately to the associate athletic director for development in order for such gifts to be properly recorded, receipted, and acknowledged.  Monetary gifts are deposited directly into the appropriate account.  All gifts-in-kind are to be appraised before received. 

 

All coaches and staff members should exercise caution when accepting gifts on behalf of the Athletic Department to avoid accepting contributions that might be construed as personal gifts or which are against University, ACC, or NCAA rules and regulations.

 

FUND-RAISING STRATEGIES

 

The Athletic Development Program is based on three basic fund-raising strategies:

 

§    The Annual Fund Drive is conducted each year by the Deacon Club, under the direction of the Deacon Club executive director.

 


§    Development staff members are always seeking major gifts for capital purposes.  Capital campaigns are organized as the need arises to finance major improvement projects.  When it is determined by the University to be feasible to conduct an athletic capital fund-raising campaign, the associate athletic director for development coordinates campaign activities for the Athletic Department. 

 

§    Individuals who demonstrate commitment to supporting the athletic program are asked to consider the Planned Giving program.  Such contributions, which are often arranged for through wills, life insurance policies and trusts, are usually designated to build endowments.

 

The various methods used for soliciting gifts to the athletic program by any of these strategies include personal contacts, correspondence (i.e., personal letter and mass mailings), publications (i.e., Gold Rush newspaper, game programs, and promotions.)

 

 

7.06   EDUCATIONAL BENEFITS

 

Please refer to the Wake Forest University Employee Information Booklet.

 

 

7.07   EMPLOYMENT CONTRACTS

 

The University does not enter into negotiations with an individual who is under contract to another educational institution without first contacting that institution and securing permission.  After negotiations have been completed, the selected candidate is not hired until he or she has been released from all contractual obligations to the first institution.

 

If a staff member under contract with Wake Forest University is contacted by another institution, he or she is expected to notify the director of athletics before entering into negotiations.  Once negotiations have begun, the staff member is also expected to keep the University informed as to the status of those negotiations, and to fulfill all contractual obligations prior to employment by another institution.

 

COMMITMENT TO THE NCAA

 

The policies of the Athletic Department regarding employment contracts reflect both the philosophy of Wake Forest University and the NCAA.  All contractual agreements with members of the coaching staff are to contain a provision stipulating that the University has the right to terminate an employment contract with any coach found in violation of NCAA legislation.

 


CONTRACT PROVISIONS

 

All contracts must be in compliance with the applicable rules and regulations of the trustees, ACC, and NCAA.  Wake Forest University recognizes its moral obligation, as well as legal responsibility, to uphold all contractual agreements. 

 

While contracts with football and men's basketball coaching staff members may vary according to duties and responsibilities, the sport, budget, and revenue-producing capability of that sport, they all must:

 

§    State clearly all salary and benefit agreements.

 

§    Specify any special concessions or additional provisions that are to be included.

 

§    Stipulate the duration of the contract.

 

§    Include an NCAA compliance clause.

 

Coaching staff members are also expected to represent the University in a positive, professional manner, while abiding by all applicable NCAA, ACC and University rules.

 

 

7.08   FACILITIES USE

 

Policies and procedures governing Athletic Department use of athletic facilities are established and enforced through the cooperative efforts of head coaches and the director of operations and facilities.  Athletic Department staff members and student-athletes are expected to comply with all rules regarding facility use.  Of primary importance is the prevention of injuries to student-athletes and spectators alike, while continually maintaining facilities and equipment in their optimal condition.

 

The director of operations and facilities, in conjunction with the head coach who normally uses the facility, coordinates the use of athletic facilities for the athletic program.

 

ATHLETIC FACILITIES

 

The Athletic Department controls scheduling and use of all athletic facilities owned by Wake Forest University.  The director of operations and facilities maintains a master schedule for use of the facilities.  Those facilities include:

 

§    Athletic Center                                                  §          Indoor Tennis Center

 

§    Bridger Field House                                           §          Waterfalls Field

 

§    Hooks Baseball Stadium                         §          Poteat Field

 


§    Haddock Golf Complex                                      §          Water Tower Field

 

§    Groves Stadium                                                 §          Varsity Cross Country Courses

 

§    Spry Soccer Complex                                          §          Kentner Stadium

 

§    Martin Football Practice Fields                            §          Leighton Tennis Stadium

 

§    Track and Field Throws Area                               §          Reynolds Gymnasium (Varsity Gym)

 

In addition, the Athletic Department uses non-University athletic facilities for men's basketball games.  With the completion of the Lawrence Joel Veteran's Memorial Coliseum, a joint venture of Wake Forest University and the city of Winston-Salem, North Carolina, the Athletic Department will have priority scheduling privileges for use by the athletic program.  As a result of the contractual arrangements between the University and the city, the director of athletics must approve the scheduling of any departmental activity at this facility.

 

PREPARATION OF FACILITIES FOR DEPARTMENTAL USE

 

The director of operations and facilities ensures that all necessary preparations are accomplished for practices and competitive events that appear on the master facility schedule.  The assistant to the athletic director for facilities coordinates the preparation of outdoor facilities and grounds.

 

The director of operations and facilities arranges for security and support staff to ensure efficient monitoring of facility use, as well as for any ancillary services.

 

RULES FOR DEPARTMENTAL USE

 

The following rules are in effect for Athletic Department use of athletic facilities:

 

§    Consumption of alcoholic beverages and smoking are permitted only in designated areas.  Intoxicated individuals are not permitted in any facility.

 

§    Pets are not permitted inside any facility and must be on a leash in outdoor play areas.

 

§    Fighting, roughhousing, and abusive language or behavior are not tolerated.

 

§    Individuals may be held responsible for any damage to equipment beyond normal wear and tear.

 

§    Food and non-alcoholic beverage consumption is limited to designated areas.  Littering of all track, field, and court areas is prohibited.

 


§    Designated building entrances and exits must be used.  Use of fire exits during non-emergencies or to permit excess of non-eligible patrons may result in the removal of both parties from the facility.

 

§    The Athletic Department reserves the right to close any facility or forbid use of its equipment without prior notice during emergencies.

 

§    The Athletic Department reserves the right to eject or to refuse entrance to any individual judged to potentially endanger the general safety of its patrons.

 

§    Person(s) stealing or damaging personal or University property in any facility are subject to immediate ejection and prosecution to the full extent of the law.

 

 

 

SAFETY PRECAUTIONS

 

In order to ensure the personal safety of University students, staff, and guests, requests for facilities use are approved only if the planned use of the facility is within the limits of its seating capacity and as normally equipped.  Posted safety and fire prevention regulations are to be followed, and all injuries, accidents, equipment failures, etc., are to be reported promptly.

 

The director of operations and facilities determines whether the condition of an outside playing field or court is safe for practice or competition.  Athletic Department staff and coaches must abide by his decision.

 

NON-DEPARTMENTAL USE

 

The non-departmental use of athletic facilities owned by Wake Forest University is coordinated by the director of operations and facilities and subject to approval by the director of athletics.  Athletic facilities are seldom used by intramural sports program or other University groups and organizations.  When non-University organizations request the use of an athletic facility, a rental fee is charged to cover the expenses for utilities, security, and maintenance.

 

MAINTENANCE

 

The Athletic Department realizes that its public image is greatly affected by the condition of athletic facilities.   Therefore, every effort is made to ensure that athletic facilities are properly maintained.  The assistant to the director of athletics for facilities coordinates the maintenance and repair of the facilities controlled by the Athletic Department.

 

In order that the maintenance requirements for each sports facility are met and that routine maintenance and repairs are scheduled so as not to conflict with practices and athletic events, maintenance staff strives to maintain a good working relationship with administrators and head coaches. 


The Athletic Maintenance staff handles routine maintenance and repair of all the athletic facilities on campus, except Reynolds Gymnasium, which is maintained by the University's Facilities Management Office.  Because of the relationship between the University's Facilities Management Office and the Athletic Maintenance Office, occasional assistance is obtained on a reciprocal basis.

 

The Athletic Maintenance staff performs routine maintenance on all Athletic Department facilities.

 

REPAIR AND MAINTENANCE REQUESTS

 

All requests for repair and maintenance of any athletic facility, except Reynolds Gymnasium, should be submitted in writing to the assistant to the director of athletics for facilities.  Maintenance requests for Reynolds Gymnasium are coordinated by the director of operations and facilities management, who submits the appropriate work order request to the University's Facilities Management Office.

 

CAPITAL REPAIRS

 

Capital repairs or improvements to an athletic facility must be approved by the University president.  Any request for such a major repair to an athletic facility is reviewed jointly by the director of athletics, director of operations and facilities, and the assistant to the athletic director for facilities.  Additionally, the assistant athletic director for finance is involved regarding the funding for such projects.

 

For safety purposes, emergency repairs are instigated as soon as possible.   Whenever possible, allocations for major capital repair projects are requested with the annual budget request.

 

Once a major repair project is approved, the assistant to the athletic director for facilities and the assistant to the athletic director, with assistance from the director of operations and facilities, are responsible for overseeing the planning, estimating, design, construction, and alterations.  Specifically, it is his/her responsibility to oversee any capital repair project from beginning to end.

 

 

7.09   HIRING POLICY

 

The Athletic Department employs the most qualified applicants available, consistent with the requirements of the position and the long-range objectives of the department.  All decisions regarding the recruitment, selection and placement of employees are made solely on the basis of job-related criteria.

 

The assistant athletic director for special projects/HR coordinates the hiring and terminating processes, and ensures compliance with applicable rules and regulations for recruiting, interviewing, and selecting applicants.

 

EQUAL EMPLOYMENT OPPORTUNITY

 


The Athletic Department supports the University's policy to provide equal employment opportunities to qualified individuals and ensures that there is no discrimination against a prospective employee on the basis of age, color, race, national origin, religion, or sex.  Additionally, the Athletic Department is committed to take affirmative action to employ qualified veterans, veterans of the Vietnam era and qualified disabled individuals.

 

ESTABLISHING NEW PERSONNEL POSITIONS

 

Administrators desiring to create a new position within their area of responsibility must provide the director of athletics with written justification to establish the position.  The University's Human Resources Office determines both position classification and pay level based on the scope of the job description.  Once a position for permanent appointment is approved, the position classified and salary grade level determined, the position is filled using procedures described below.

 

REQUISITIONING PERSONNEL FOR VACANT POSITIONS

 

Notify the assistant athletic director for special projects/HR when an employee has terminated or a new position has been approved.  The Human Resources Office will be notified of the position vacancy and the vacancy will be posted within the University community for one week.  Some administrative staff and coaching positions may warrant a national search.  In such cases, notification of the vacancy will also be announced in the appropriate professional publications.

 

The Human Resources Office will provide résumés to the assistant athletic director for special projects/HR for review and forwarding to the appropriate supervisor for consideration of an interview.  If it is determined that there is not a qualified University employee to fill the position, the assistant athletic director for special projects/HR will notify area placement agencies and seek résumés from candidates outside the University community. 

 

INTERVIEWS

 

Applicants for non-secretarial positions are reviewed by the hiring supervisor and appropriate administrative staff.  The hiring supervisor is responsible for inviting selected candidates for interviews and conducting interviews according to University policy.

 

Applicants for secretarial positions are reviewed and initially interviewed by the assistant athletic director for special projects/HR.  Qualified candidates are referred to the hiring supervisor for an interview.  The hiring supervisor is responsible for selecting the best candidate for the vacant position.

 


DRUG TESTING AND NOTIFICATION OF INTENT TO HIRE

 

All offers of employment will be conditional on passing a drug test.  Under no circumstances can an applicant be allowed to begin work prior to the drug test.

 

An offer of employment form is to be provided by the hiring supervisor to the assistant athletic director for special projects/HR stating name, effective date of employment, salary, and any other conditions of employment.  The candidate is notified by the Human Resources Office of the nearest testing lab to his/her home and the results will be forwarded to the University's Human Resources Office.  Upon a negative drug test result, an official letter of employment/contract may be forwarded to the candidate by the assistant athletic director for special projects/HR.

 

FIRST DAY OF EMPLOYMENT

 

The assistant athletic director for special projects/HR will provide an orientation check list to the new employee on his/her first day of employment.  The Human Resources Office will send an official letter of hiring to the new employee which will also state the day and time for the new employee to attend an orientation meeting in the Human Resources Office.  Information regarding University benefits, payroll, identification card, and parking permit will be explained at the orientation meeting.

 

PROVISIONS TO HIRE STUDENT WORKERS

 

The athletic department hires student workers according to established University policy.  Whenever possible, staff members with approval to hire student workers should establish guidelines which define working conditions for student employees.  All supervisors are required to apply for work-study student employees through the athletics business office.

 

TERMINATION OF EMPLOYMENT

 

A “Termination of Employment Form” must be obtained from the assistant athletic director for special projects/HR, completed and returned.  Proper notice for resignation includes a minimum of two weeks for employees in nonexempt positions and one month for employees in exempt positions.  When the date of resignation is known, contact the assistant to the director of athletics, who will notify the Human Resources Office.

 

A “Retrieval of University Property Form” provided by the assistant athletic director for special projects/HR will assist the employee in clearing all accounts with the University.  The completed form is to be returned to the assistant athletic director for special projects/HR and will be placed in the employee's personnel file.

 

The Human Resources Office will contact the terminating employee to schedule an exit interview during the last week of employment.  At this time, the employee will be informed of the status of his/her employee benefits (i.e., health insurance, retirement fund.)

 

 


7.10   KEY DISTRIBUTION

 

All staff members of the Athletic Department may obtain keys to their specific office areas.  For security and personal safety reasons, all employees are encouraged to lock their offices and, when appropriate, exterior building doors upon leaving or when working after regular hours. 

 

Under no circumstances are keys to be issued to student-athletes.

 

KEY ISSUANCE AND CONTROL

 

The director of operations and facilities management coordinates the issuance and control of Athletic Department keys, to include requesting duplicates of keys from the University's Facilities Management Office.  Upon transfer from the Athletic Department or termination of employment, staff members are required to return all keys to the director of operations and facility management or to the Groves Stadium Complex coordinator.

 

Individuals who have master keys include the director of athletics, associate athletic director for development, senior associate athletic director, director of operations and facilities, assistant to the athletic director for facilities, assistant athletic director for special projects/HR, assistant to the director of athletics, athletic network administrator, and the Groves Stadium Complex coordinator.  Other staff members are issued keys to their specific office areas.

 

Lost or stolen keys are to be reported immediately to the director of athletic operations and facilities management.

 

 

7.11   LEAVE CLASSIFICATIONS

 

Please refer to the Wake Forest University Employee Information Booklet.

 

 

7.12   MANUAL UPDATES

 

The Policy and Procedures Manual is designed to be a living document which can be revised and/or expanded to reflect departmental changes.  The organization of the manual allows revisions and updates to be made without major disruption to the format.  Policies are organized into sections by topic.

 

 


REVISION PROCEDURE

 

Policies will be reviewed annually.  When modifications are required, no matter how minor, the staff member should note, in writing, the proposed alteration.  The written notification should include the section, policy, page number, and a copy of the existing policy.  Once completed, the revision should be submitted to the staff member's supervisor, who forwards it to the assistant to the director of athletics.

 

The proposed modification is presented to the director of athletics.  The director of athletics may discuss the modification(s) with other administrative officials and/or the athletics council prior to making a final decision.

 

If approved by the director of athletics, the change is considered official.  The assistant to the director of athletics disseminates the policy modification, along with revised manual pages, to all staff for placement in the manual.  The assistant to the director of athletics maintains a log of the approved changes and modification notes to eliminate questions concerning the validity of the change.

 

To ensure that no unauthorized modifications are made, only after the approval of the director of athletics is the assistant to the director of athletics permitted to disseminate the updated manual material to staff.  Questions concerning modifications, or the procedures for altering the existing manual are to be directed to the assistant to the director of athletics.

 

 

7.13   MARKETING AND PROMOTIONS

 

The associate athletic director for marketing and promotions oversees the planning and coordination of all marketing and promotional activities and ensures that such activities are appropriate within an educational environment.  Departmental staff members involved in marketing and promotional activities must strive to enhance the public image of the athletics program and the University.

 

Promotional activities are designed to provide a "total entertainment package" to the patrons.  Specifically, the goal is to create a wholesome family atmosphere with something of interest for everyone - lots of color, music, and a festive, upbeat environment.  This requires a great deal of coordination between the coaches, team, cheerleaders, and the band.

 

The primary marketing strategy is to target a well-defined demographic segment of the population for personal and direct mail solicitation, and a broader audience (i.e., primarily Forsyth and Guilford counties) for informational marketing (e.g., announcements of games, times, dates, special promotions, etc.) via radio, television, and newspaper mediums.

 

An emphasis is placed on the marketing of sports programs with income producing or fund-raising potential.  Marketing and promotional activities include, but are not limited to:

 

§    Ticket sales.

 


§    Game day entertainment.

 

§    Souvenirs and novelty sales.

 

CORPORATE SPONSORSHIP, ADVERTISING, TV/RADIO PROGRAMS

 

The Wake Forest University Athletic Department is currently in an arrangement with an independent business to administer the above-mentioned activities.  This multimedia business is independent and not an employee or agent of Wake Forest University.  The athletic properties mentioned above and licensed under this arrangement are the property of Wake Forest University and the license does not transfer ownership to the licensee.  Our current licensee is International Sports Properties, Inc. of Winston-Salem.

 

The associate athletic director for marketing and promotions serves as the liaison between the Athletic Department and the licensee.  Any additional inquiries or concerns should be directed to the associate athletic director for marketing and promotions.

 

SOUVENIRS AND NOVELTY SALES

 

Souvenirs and novelty items are sold under license through the Athletic Department via an agreement with University Stores (University-owned.)  These items are available through novelties and concessions areas at football and men's basketball games, along with other selected athletic venues and also by catalog/direct mail.  MasterCard and Visa are accepted.  An "800" number (toll-free) is available, along with an order site on the Wake Forest University homepage within the Internet system on the World Wide Web.

 

LICENSING

 

The licensing program is administered by the associate athletic director for marketing and promotions.  Potential licensees (i.e., manufacturers and vendors) are registered with  Licensing Resource Group “L.G.” in Holland, Michigan.  Licensees pay an initial licensing fee and a royalty on all products bearing Wake Forest marks (e.g., Wake Forest logo and seal, the name "Wake Forest," the names "Demon Deacons," and "Deacons," the Deacon logo, etc.)

 

 

7.14   MEDIA COVERAGE/MEDIA RELATIONS DEPARTMENT

 

STAFF RESPONSIBILITIES

 

The Athletic Department depends upon the media relations department to publicize information regarding all athletic program teams in a professional manner, creating both interest and support for the athletic program.  The assistant athletic director for media relations is responsible for operation of the department and serves as the primary media contact for the athletic department.

 


All requests from media outlets (e.g., radio, television and press), for information and commentary on any aspect of the athletic program should be referred to the media relations department.

 

MEDIA RELATIONS DEPARTMENT RESPONSIBILITIES

 

The specific responsibilities of the Media Relations Department are as follows:

 

§    To write, edit, and publish all athletically-related news releases, media guides, and game/event programs.

 

§    To direct media activities at athletic events.

 

§    To maintain current and historical records (statistics) and photographs of all athletic teams.

 

§    To perform other miscellaneous duties.

 

COACHES' RESPONSIBILITIES

 

As increased public visibility can have a positive effect on recruiting, as well as the overall image of the University, coaches are expected to cooperate with the Media Relations Department.  Their efforts help ensure that favorable media coverage is received and that quality media guides and news releases are produced.

 

Specifically, coaches should:

 

§    Be honest when dealing with the media and exercise mature judgment when commenting to media representatives.  Coaches are urged to remember that Wake Forest University is highly visible, both locally and nationally, and the media is highly attuned to controversial issues, injuries, staff changes, etc.

 

§    Be courteous and cooperative with members of the media at all times, even in difficult situations.  Coaches are professional educators and serve as important role models for their student-athletes, particularly when dealing with media representatives.

 

§    Participate in television and radio interviews when invited.

 

§    Release statements related only to their specific sport; other information should be issued from the Media Relations Department or the director of athletics.

 

§    Honor all deadlines when submitting information for rosters, schedules, publications, and athletic events.

 


§    Inform the Media Relations Department prior to issuing information concerning a team or student-athlete; releases of a sensitive nature may require the approval of the director of athletics.  Moreover, the Buckley Amendment prohibits the release of a student-athlete's personal information without the student-athlete's permission.

 

§    With the assistance of the Media Relations Department, maintain awareness of NCAA and ACC requirements for coaches and student-athletes and adhere to those policies.

 

INTERVIEWS, PRESS CONFERENCES, AND PRESS RELEASES

 

The director of athletics, working in conjunction with the assistant athletic director for media relations and coaches, is ultimately responsible for determining which types of information and commentaries are appropriate for media release.  Although coaches and student-athletes may speak with media representatives without supervision, they must keep in mind that the media should not be given information concerning the Athletic Department without prior knowledge and consent of the Media Relations Department.

 

RELEASE OF STUDENT INFORMATION

 

All Athletic Department personnel are expected to comply with NCAA, ACC and University rules and regulations, as well as federal laws regarding the release of personal information about student-athletes and prospective student-athletes.  Specifically, the following information may be released for legitimate purposes about student-athletes:

 

§    Student’s name and permanent address.

 

§    Date and place of birth.

 

§    Residency status, college, major, and academic level.

 

§    Most recently attended institution, dates of attendance at Wake Forest University, degree, and awards received.

 

§    Weight and height.

 

§    History of participation in officially recognized sports and activities.

 

§    Citizenship.

 

In accordance with the "1974 Family Educational and Privacy Rights Act," personal information about the student-athlete is not to be used or released unless the student-athlete gives his/her consent to the University for the release of such information for publicity use.

 


Within the Athletic Department, the media relations department has sole authority to release the names of prospective student-athletes when a national letter of intent is fully executed.  Any premature and unauthorized disclosure of this information may cause embarrassment to both the Athletic Department and University.

 

All information concerning a prospective student-athlete is confidential until a national letter of intent is properly executed.  Response to media inquiries regarding any verbal commitment should be avoided.  If asked, a staff member should simply state that NCAA regulations do not permit comment until a prospective student-athlete has signed a national letter of intent or accepted a written offer of financial aid.

 

INTERVIEWS

 

The Media Relations Department serves as the primary clearinghouse for all interview requests and coordinates all interviews between Athletic Department staff or student-athletes and legitimate representatives of media outlets including radio, television, newspapers, and other publications.  The granting of an interview that may address any controversial issue or matter under investigation is subject to the prior approval of the director of athletics. 

 

The responsibilities of the Media Relations Department in the coordination of interviews include, but are not limited to, the following:

 

§    Arranging one-on-one interviews between members of the media and members of the Athletic Department, to include selecting the proper location and setting the tone of the interview.

 

§    Accompanying the media representative to the interview and performing necessary introductions.

 

§    Providing information and guidance to the person(s) to be interviewed on points of special interest or topics which are anticipated to be introduced by the media representative.

 

§    Providing advice and counsel to student-athletes as to proper attire, conduct, and value to be achieved from a favorable interview result, not only for the student-athlete, but also for the designated sport and the Athletic Department.

 

§    Counseling and working with members of the media to ensure that interviews with student-athletes do not interfere with practice time, class time, or other scheduled activities and that preselection of student-athletes to be interviewed is achieved and that if selected, the student-athlete(s) are interviewed in a timely manner.

 

§    Calling press conferences or teleconferences  for student-athletes or coaches receiving a great deal of media attention.

 

§    Providing suggestions for handling negative questions.

 


Interview sessions are scheduled at the convenience of the staff member or student-athlete.  Coaches are encouraged to provide a phone number and preferred contact time for publication in the media guide.  In all sports, win or lose, coaches and student-athletes are expected to be available to the media following the athletic event.  Postgame interviews are usually conducted after a ten minute cooling-off period.

 

PRESS CONFERENCES

 

Press conferences pertaining to the athletic program may only be called by the Media Relations Department at the direction of the director of athletics.  Coaching staff members are not to call their own press conferences.

 

PRESS RELEASES

 

The Media Relations Department is responsible for composing, editing, and issuing all press releases pertaining to the athletic program at Wake Forest University.  The media relations department mails releases on a weekly basis during football seasons.  Releases during the remainder of the year and on specific events are distributed as deemed necessary.

 

Any press release of a sensitive nature requires the prior approval of the director of athletics and the people involved in the release.  Moreover, the subject matter for such a press release should be approved by the director of athletics prior to its composition.

 

Administrators or coaches desirous of releasing an item to the public should notify the Media Relations Department of the issue to be covered and then assist in ensuring that the information to be released is factual, correct, and serves to promote the best interests of the Athletic Department and University. 

 

Press releases are distributed electronically or mailed to a standard local, regional and national media list, as deemed appropriate by the assistant athletic director for media relations.  They are also made available on the ACC "fax back" system to any media via a fax machine.  Additionally, a copy of each release is distributed to appropriate Athletic Department staff.

 

It is the responsibility of the assistant athletic director for media relations to create a record file for each sport and a general clippings file.  Releases are filed for easy reference during each year.  At the end of the year, all releases for the past year are moved to an archive file.

 

PUBLICITY MATERIALS

 

The Athletic Department values its publicity materials, not only as a means of providing the media with vital information about the athletic program, but also as a means of eliciting support from the University and surrounding community.  Therefore, the Media Relations Department is charged with the responsibility of producing professional publicity materials of the highest quality within NCAA, ACC and University rules and regulations.

 


MEDIA GUIDES

 

The Media Relations Department produces an annual media guide for each of the eighteen sports.  Media guides are generally made available to the public for a fee to cover production cost and handling.

 

Criteria governing the publication of a media guide are as follows:

 

§    The guide is formatted and sized according to individual sport requirements.  The number of pages, use of photos, etc., is commensurate with media interest in the sport and budget constraints.  The number of guides to be printed is determined by media requirements, as well as requests and agreements with the head coach of each sport. 

 

§    Expense incurred in the production of media guides are paid by the Media Relations Department. 

 

§    The University's purchasing and printing procedures are observed in the production of all media guides.

 

§    The production deadline for media guides calls for delivery prior to the first competitive event of each sport when at all possible. 

 

§    Media guides are distributed to coaches, the Deacon Club, Ticket Office, opponents, and media outlets which appear on specific mailing lists. 

 

SCHEDULE CARDS/POSTERS

 

Schedules must be approved by the director of athletics prior to the printing of any schedule cards.  The associate athletic director for marketing and promotions coordinates sponsors and oversees the production of schedule cards and posters for football, men's basketball, women’s basketball and women’s volleyball.  The Media Relations Department and/or the Marketing and Promotions group produces composite schedule cards for all sports (one in fall, one in spring.)

 

INDIVIDUAL GAME PROGRAMS

 

Individual games’ programs are produced for football and men's basketball in conjunction with International Sports Properties (ISP.)  Mini-programs (i.e., one-page information sheets) are produced for other selected varsity sports.  Production costs for mini-programs are covered in the sports information publications budget. 

 

PHOTOGRAPHS

 


Photography sessions for individuals and teams are coordinated by the Media Relations Department.  Photo days are usually scheduled in the fall and spring for football, and in the fall for men's basketball.  Varsity photo days for fall sports are scheduled at the beginning of the fall semester.  For the remaining varsity sports, photo days are set soon after the teams begin to practice.  The cost of photography is covered in the Media Relations Department's budget.  However, any additional copies of photographs must be paid for by the sport.

 

The Media Relations Department is responsible for maintaining an active file of photographs and slides of student-athletes, members of the coaching staff, and principle administrative officials.  Copies are made available to members of the media upon request without charge.  Internal use is mutually determined by the media relations department and the individual requesting the photograph.

 

The photography/slide file should contain head-and-shoulder portraits of the individuals noted above.  In addition, a file is maintained by sport, containing photographs and slides taken at events during the sports season.  A mix of color and black and white photos are used.

 

Photographs of Athletic Department staff are used provided they are reasonably representative of the person.  Retakes made at the request of the individual are the expense of the individual.  The Athletic Department does incur the expense of retakes when it is mutually-agreed that existing photographs/slides are outdated.

 

All photographs are property of the Athletic Department and are to be used for departmental purposes.  NCAA rules do not allow the Athletic Department to give photos to student-athletes.  Any requests for photos must be made to the photographer, who will charge the student-athlete for such services.

 

EVENTS

 

The assistant athletic director for media relations is responsible for establishing guidelines for media coverage of major sports events.  The Media Relations Department is responsible for staffing all home events with either the assistant athletic director for media relations, an assistant media relations director, or student assistant.

 

A representative from the Media Relations Department travels to away events in football, men's and women's basketball, and other events as needed.  There is a reciprocal arrangement for varsity sports in the ACC:  if a visiting team provides a list of media contacts to a home team, the outcome is reported directly to the visiting team's media outlets.  A staff member of Media Relations may contact the host institution for results of large events or tournaments. 

 

WORKING MEDIA CREDENTIALS

 

The Media Relations Department is responsible for issuing working credentials for football, men's and women's basketball games, and other events as needed, to approved members of the media.

 

Legitimate media agencies are considered to be one of the following:

 

§    Newspapers, periodicals, radio, and television stations providing regular coverage of Wake Forest University sports.

 


§    Visiting media representatives approved by the visiting assistant athletic director for media relations.

 

§    Agencies engaged by Wake Forest University to record the event.

 

§    Representatives of television networks given rights to televise a contest on a national or regional basis or other such agency as may have granted a contract for coverage.

 

§    Other media outlets are approved based upon proximity to the Wake Forest University campus, circulation, strength, or signal, subject to space availability.

 

The Athletic Department prefers that requests for media credentials are submitted in writing by an accredited sports editor, director, or photo editor.  If the request is approved, credentials are distributed by mail; however, if time does not permit, credentials may be picked up at the "will call" window on the day of the game. 

 

EVENT COVERAGE

 

The assistant athletic director for media relations, in conjunction with the head coach of each major sport, 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.

 

§    Press Box Coverage

 

To ensure orderly press box operations, seating is assigned by the assistant athletic director for media relations and designated by name plates for the media outlet.  For football, statistics are distributed as they become available and an indoor public address announcer gives official messages throughout the game.  For men's and women’s basketball, statistics are distributed during half-time and post-game.

 

§    Sideline Coverage

 

During any athletic contest, only photographers, videographers, television cameramen, sound technicians and "cable pullers" who are wearing visible credentials are allowed in areas on or adjacent to the playing surface.  All other members of the working media must operate from the press box or other areas designated by the assistant athletic director for media relations.

 

§    Away Games

 

The assistant athletic director for media relations is responsible for obtaining and distributing working credentials for Athletic Department staff and University-affiliated media from the host team in advance of away games.  Local media representatives are responsible for obtaining their credentials from the host institution for away games.      

 

§    Enforcement

 

All media representatives are required to produce proper credentials when seeking access to the sideline, press box, or practice field.  Security personnel are authorized to remove any individual from a restricted area who lacks proper identification.

 

POSTGAME COVERAGE

 

A representative of the Media Relations Department coordinates postgame coverage (i.e., providing official statistics, arranging interviews with players and coaches, and providing general assistance to the media.)  Every effort is made to comply with the policies and requests of Individual head coaches.

 

Generally, postgame interviews begin after a minimum ten minute cooling-off period.  Media representatives are allowed in locker rooms to interview the players and coaches, or requested players are made available in a separate area. 

 

RECORDKEEPING

 

It is the responsibility of the Media Relations Department to record, compile, and maintain all statistical and historical data on each sport.  Additionally, final scores and statistics are reported to theNCAA and ACC, when appropriate.

 

The Media Relations Department establishes files on each student-athlete upon entering the athletic program. The file contains a publicity questionnaire concerning past history, athletic and academic achievements, and personal information.  These files are updated with statistics, photographs, feature articles, and other materials as appropriate. 

 

It is against Athletic Department policy to reveal any nonpublic personal information to the media without the consent of the student-athlete.  Permission to release such information is usually obtained through verbal consent.

 

TELEVISION AND RADIO PROGRAMS

 

The Athletic Department strives to maximize the amount of exposure it receives on television and radio to increase public support of the athletic programs.  However, the Athletic Department also recognizes the need to closely monitor the types of exposure received in order to protect the overall viability and attractiveness of such media coverage.

 

Contracts for all network coverage of athletic events are handled and negotiated by the director of athletics and representatives of the ACC.  The director of athletics and the University's legal counsel, negotiates the ISP radio show contract and those related to the Wake Forest Sports Radio Network.

 


TELEVISION CONTRACTS

 

Contracts for football, men's basketball and selected women's basketball games are controlled by the ACC.  For specific information regarding the financial benefits received by the University for televised football and men's and women's basketball games, see the ACC Manual, Article XI, page 31.

 

The local packaging of games from television is not permitted by the ACC.  Furthermore, the ACC basketball television policy defines ACC policies regarding the participation of ACC teams in games to be televised in completion with the conference television package of games.

 

RADIO CONTRACTS

 

Radio rights are the exclusive property of the University.  Wake Forest University owns the right to broadcast transmissions of its athletic contests.  This has customarily been done for football and men's and women's basketball, currently under the name "Wake Forest Sports Radio Network."  Additionally, the network has carried programs weekly featuring coaches of these sports and other program guests.  The purpose of the network is to provide regional live coverage of these athletic events, to promote Wake Forest University athletics.  Currently, a contractual arrangement exists for a licensee to operate the network, to continue to be known as the "Wake Forest Sports Radio Network" and broadcast the aforementioned games.  Licensee will work diligently to provide coverage throughout North Carolina, the southeastern region, and any other areas in which there is listener interest in the games.

 

 

7.16   OUTSIDE EMPLOYMENT AND PROMOTIONAL ACTIVITIES

 

Athletic Department administrators and coaches are expected to comply with both University and NCAA rules and regulations related to outside employment and promotional activities.  Moreover, the University and NCAA have established certain policies requiring prior approval and accurate reporting of athletically-related outside employment and/or promotional activities.

 

RATIONALE

 

As employees of the University, and therefore, its representatives, coaches and administrators must be careful in accepting invitations for public appearances, choosing commercial sponsors, or endorsing products.  Athletic Department employees may not be associated with, employed by, sponsor, or endorse any outside organization or product which, by its nature, may discredit Wake Forest University.

 

Affiliation with outside associations which would place an employee in a conflict of interest situation is not permitted.  Staff members may not participate in a commercial radio or television program when there is a relationship between a product or process being advertised and the Wake Forest University Athletic Department.  Additionally, staff members may not use the names of Wake Forest University, ACC, or NCAA in any endorsement of products or services, nor should any advertisement or endorsement imply, or indicate a connection with the Athletic Department or the University.

 

All staff members making public appearances in a professional capacity are expected to familiarize themselves with the guidelines concerning conduct and ethics (Section 8.21 Departmental Procedures:  Conduct and Ethics in this manual.)  Additionally, prior to making speeches or statements which contain information about departmental policies or procedures, staff members should consult the director of athletics or assistant athletic director for media relations.  This ensures that all information is accurate and appropriate.

 

If outside employment is agreed to in contractual form, the NCAA requires that the contract be reviewed by the director of athletics prior to signing.  Athletic Department staff members should schedule an appointment with the director of athletics to review any such document prior to completion of the agreement.  Moreover, any such agreements currently in effect may not be renewed at the end of the expiration of the current term (even if there is an "automatic renewal" clause) without being reviewed by the director of athletics.

 

REPORTING ATHLETICALLY-RELATED INCOME

 

Athletic Department staff (excluding secretarial and volunteer staff) must report annually all athletically-related income from sources outside the University to the director of athletics.  As required by NCAA rules and regulations, the “Outside Income Form” is forwarded to the president for his signature.  Sources of income include, but are not limited to, the following:

 

§    Income from annuities.

 

§    Sports camps.

 

§    Housing benefits.

 

§    Television and radio programs.

 

§    Endorsement of consultation contracts with athletics shoe, apparel, or equipment manufacturers.

 


REIMBURSEMENT

 

In some instances, primarily speaking engagements, staff members may request reimbursement for travel and lodging expenses.  The staff member must follow normal expense reporting procedures.  Reimbursement will be approved, provided the staff member is not being reimbursed by the sponsoring organization or receiving a fee that is in excess of costs.  If a fee or honorarium totals less than legitimate expenses, the staff member is reimbursed for the difference.

 

 

7.17   OVERTIME/COMPENSATORY TIME ACCUMULATION

 

Please refer to the Wake Forest University Employee Information Booklet.

 

 

7.18   PRINTING

 

Since the quality of printed materials distributed by the Athletic Department effects its public image, every effort must be made to ensure that the highest quality of printing is obtained within budgetary constraints.  Staff members authorized to make purchases within approved budget guidelines must ensure that printing specifications and deadline dates are clearly established when obtaining bids from vendors.  In addition, the individual authorizing the purchase must ensure compliance with all applicable NCAA rules and regulations.

 

Whenever feasible, the on-campus printing facilities are used to produce the needed material.  However, off-campus printing is used for football and men's basketball brochures, game programs, and larger jobs.  The competitive bid process is used to determine vendor selection.  A minimum of three bids is obtained based on the approved specifications.  Vendor selection is determined not only by competitive pricing but also the vendor's knowledge of the job required, relationship with department, previous experience and/or timeliness of project completion.

 

PHOTOCOPIERS

 

Photocopiers are only to be used for official Athletic Department business.

 

            Student-athletes are not allowed to use departmental office equipment. 

 

Staff is expected to follow the printed instructions to remedy minor problems.  In addition, an individual in each area is appointed to report all service requests with the vendor. 

 

 

7.19   RECRUITMENT OF STUDENT-ATHLETE

 

Please refer to the NCAA Division I Manual Operating Bylaws, Article 13, “Recruiting” for information pertaining to the recruitment of student-athletes.

 


7.20   SECURITY OF ATHLETIC FACILITIES

 

§    FRONT/BACK DOORS

 

Athletic Center  The front and back doors of the Athletic Center will remain in an unlocked position from 8:30 A.M. - 5:00 P.M., Monday through Friday.  Staff members who have been issued an exterior door key to the Athletic Center and use this key outside of normal business hours, please make sure that these doors are locked after you enter the building.  Otherwise, you are leaving the entire building open to the potential of unauthorized individuals roaming in our facility.

 

Miller Center  Doors remain in unlocked position during the following times:

 

Mon.–Thurs.             7:00 a.m. – 11:00 p.m.

Friday                      7:00 a.m. – 7:00 p.m.

Saturday                   10:45 a.m. – 7:30 p.m.

Sunday                     10:45 a.m. – 11:00 p.m.

 

Outside this time frame, doors can be unlocked with a key or an authorized I.D. card.

 

Bridger Field House The front doors of Bridger Field House will be unlocked from 8:30 A.M. - 5:00 P.M., Monday through Friday.  Only those staff members with master keys or appropriate key card access can enter these doors outside this time frame.

 

Indoor Tennis Center The front doors of the Indoor Tennis Center will be unlocked fro 8:00 A.M. - 10:00 P.M., seven days per week.

 

§    SIDE DOORS

 

Athletic Center  The side door (door facing Reynolds Gym) is electronically controlled.  It is programmed to be in an unlocked position from 6:00 A.M. - 6:00 P.M., Monday through Friday.  Outside of this time frame, this door can be unlocked by either an exterior door key or an authorized University identification card.

 

Bridger Field House The mechanical vehicle gate and the east exterior door of Bridger Field House can be unlocked by authorized personnel using identification cards.

 

§    IDENTIFICATION CARDS

 

Athletic Center  All Athletic Department staff members have twenty-four hour access to the side door with their University identification card.  All currently enrolled student-athletes have access to the side door until 9:00 P.M.  Athletic Department staff members or student-athletes who encounter problems with access should report them to the director of operations and facilities management.

 

Bridger Field House All staff members housed  within this building have twenty-four hour access to the east exterior door with their University identification card.  No student-athletes will have after-hours access to this building.

 

Indoor Tennis Center All staff members housed within this building have twenty-four hour access to this building with their University identification card.  No student-athletes will have after-hours access to this building.

 


§    Work Rooms

 

The equipment located in the work rooms must be protected.  The doors to this room must be closed at all times and must be locked outside of normal business hours.  In addition, student-athletes are not permitted to use any of the work room equipment (FAX, copier, or systems printers).

 

§    Suites/Offices

 

Each Athletic Department staff member must take particular responsibility for his/her own area.  Work areas should be locked and secured by the last person to leave the work area after normal business hours or if a suite or office will be unattended for a considerable amount of time.

 

§    Locker Rooms

 

Staff locker rooms are secured with a combination lock; however, personal belongings should be kept locked within the staff member’s locker.

 

§    Propped Doors

 

Exterior and interior doors to athletics facilities should never be propped open.  This is a serious security breach that could have dangerous repercussions.  It is the responsibility of every athletic department staff member to close doors that are found propped open.

 

 

7.21   SEXUAL HARASSMENT PREVENTION POLICY

 

Please refer to the Wake Forest University Employee Information Booklet.

 

 

7.22   SPORTS CAMPS

 

The purpose of sports camp programs is to not only promote the individual sports programs at Wake Forest University, but also provide opportunities to coaching staff to earn additional income and supplement, to a minimum extent, the revenue of the Athletic Department.  Sports camps are offered for baseball, men's and women's basketball, cheerleading/dance, field hockey, football, men's and women's golf, men's and women's soccer, men's and women's tennis, and women's volleyball.

 

Most sports camps are individual enterprises administered by an individual coach.  However, sports camps may also be administered as a joint venture between the Athletic Department and the coach.  While the privilege to operate a sports camp may be a condition of employment included in a coach's employment contract, the director of athletics is responsible for approving all requests to schedule sports camps. 


The associate athletic director for administration coordinates sports camp schedules for the Athletic Department.  However, all inquiries regarding sports camps should be referred to the camp director of each camp.

 

The Athletic Department has established the following guidelines for sports camps at Wake Forest University:

 

§    Each camp director must ensure compliance with all University, state, ACC, and NCAA rules and regulations governing the conduct of sports camps.

 

§    The fee for using University athletic facilities for sports camps is a percentage of the adjusted gross receipts (minus University housing, food costs and salaries) from each camp.  The camp director submits the fee, along with a financial report to the associate athletic director for administration 45 days after the end of the camp.

 

§    The camp director is responsible for making all arrangements for use of residence hall rooms and dining facilities.  Related fees are paid directly to the University at prevailing student rates, as negotiated by each camp director with the University's Residence Life and Dining Services Offices. 

§    Arrangements for mail services for sports camps are the sole responsibility of each camp director.  The use of the Athletic Department's mail permits, mailing machines, etc., for sports camp mail is prohibited.

 

§    Each camp director is responsible for securing adequate liability insurance of a type and degree of coverage consistent with similar operations and good practice throughout the Winston-Salem area.  Normally, each camper is required to provide personal coverage.  Each coach should carry personal liability insurance.

 

§    Each camp director is responsible for maintaining adequate standards of control, supervision, and discipline, in order to maintain the personal safety and well-being of all personnel in camp, as well as to avoid unfavorable criticism of or embarrassment to the University.

 

§    Sports camps must be titled to reflect the name of the sponsoring individual and the person conducting the camp (e.g., The Skip Prosser Basketball Camp.)  Camps may not be advertised as "The Wake Forest University Football (or basketball, track, etc.) Camp."

 

§    Each camp director is responsible for any advertising and promotion of the camp, to include the production of any printed materials.  However, it is strongly recommended that the Athletic Department Marketing and Promotions Office be consulted as to advertising and promotional plans.  The use of University logos is prohibited unless the camp is a joint venture between the Athletic Department and individual coach.  The camp director is responsible for any misuse of licensed University trademarks.

 


§    The camp director may employ Athletic Department staff members to work at sports camps held on the Wake Forest University campus.  Unless the camp is a joint venture between the coach and the University, any Athletic Department staff member who agrees to work in a sports camp must use annual leave to do so.

 

§    Use of secretaries and/or staff to conduct camp work while on University time is strictly prohibited.

 

§    Coaches may not work camps or give private lessons during the academic year or their sport season, unless they do so during their personal vacation time.

 

 

7.23   STAFF CONDUCT AND ETHICS

 

Wake Forest University has established a tradition of ethical conduct at all levels of University life.  In accordance with this tradition, Athletic Department staff is expected to represent the University in an honorable manner at all times.

 

PLEDGE OF ETHICAL CONDUCT AND SPORTSMANSHIP

 

As a member of the Wake Forest University Athletics community, I PLEDGE:

 

That I will always conduct myself in a manner that represents Wake Forest University, the ACC, and the NCAA with honor, dignity, and respect.

 

That I will at all times demonstrate the qualities of civility and sportsmanship.

 

That my personal conduct will be above reproach.

 

That I will make Athletics a positive and valuable force in the educational and larger communities.

 

GOVERNING AUTHORITIES

 

Standards of ethical conduct for department staff are established and enforced by the director of athletics, the NCAA, ACC and University.  All staff are:

 

§    Expected to comply with the general conduct and ethics guidelines as set forth in the Athletic Department Policy and Procedures Manual.

 

§    Subject to the same rules of conduct affecting all University employees.

 


§    Subject to rules of conduct affecting all athletic staff members as set forth in the ACC Manual.

 

§    Subject to rules and regulations of the NCAA governing dishonesty and unsportsmanlike behavior, involvement in non-certified contests, marketing student-athletes to professional teams and other forms of misconduct.

 

§        Expected to review any and all Athletic Compliance Office-disseminated information (e.g., emails, memos, etc.).

 

§    Expected to report any violation observed to the compliance officer.

 

The assistant athletic director for compliance is responsible for periodically conducting rules education sessions to inform staff about applicable NCAA rules and regulations.  However, staff members are also expected to stay abreast of NCAA interpretations by reading The NCAA News and reviewing the ACC Manual and the NCAA Division I Manual.

 

Department staff may contact the assistant athletic director for compliance regarding the interpretation or clarification of any regulation.

 

BUSINESS ETHICS

 

It is the policy of the Athletic Department to conduct its business dealings in an ethical manner and to ensure compliance with all rules and regulations applicable to Wake Forest University, as well as other governing authorities.  

 

To achieve this goal, employees should have a practical, working knowledge of applicable business practices’ rules and regulations within their area of responsibility.  Departmental staff with supervisory responsibilities should instruct employees on such regulations and inform them of acts which might lead to violations.  Any employee who has knowledge of a violation should report it to his/her supervisor, director of athletics and faculty athletic representative or the president of the University.

 

Departmental staff is expected to exercise care in the management of personnel, capital equipment and supplies, and funds entrusted to them.  Further, the Athletic Department prohibits use of work time, facilities or property for other than officially approved University business.  Tickets, favors, and entertainment provided by departmental staff must be consistent with accepted University business practices, as well asNCAA and ACC rules and regulations. 

 

The NCAA requires that full-time coaches report annually to the director of athletics the source(s) and amount of any athletically-related outside income or benefits received during the year.  Specifically, members of the coaching staff may not:

 

§    Use the NCAA's name or logo in endorsing a product or service.

 

§    Use Wake Forest University or ACC name or logo without permission.


§    Receive regular supplemental pay from an outside source without prior written approval from the director of athletics.

 

§        Receive any remuneration for scheduling or participating in events surrounding that contest without prior written approval from the director of athletics.

 

§    Use student-athletes' pictures or names on any commercial product.

 

§    Represent a professional sports organization as a coach or scout.

 

§    Act as an agent marketing a student-athlete to a professional sports organization.

 

In addition, departmental staff members may not engage in activities that would place them in a conflict of an interest situation or disclose confidential information concerning the Athletic Department without proper authorization.

 

Furthermore, staff members are to conduct their personal business so as not to bring attention or discredit to themselves or to the department.  The Athletic Department will not act as a collection agency or be involved in determining the validity of contested debts on behalf of its staff members.

 

PERSONAL CONDUCT AND RESPONSIBILITY

 

Athletic Department staff members are expected to establish and maintain a standard of behavior which will bring credit to them and to the department.  The following guidelines for personal conduct, while not all inclusive, have been established for staff members:

 

§    Act within confines of institutional control and responsibility for all sports activities in conformity with applicable rules and regulations.  Violations of University, ACC, or NCAA regulations can result in sanctions against the individual, as well as the University.  Therefore, every step must be taken to ensure adherence by staff and student-athletes to all regulations.

 

§    Act with judgment, discretion, and integrity both on and off the job.

 

§    Represent Wake Forest University and the Athletic Department with dedication, enthusiasm, and loyalty.

 

§    Treat all persons with courtesy, friendliness, and respect for their personal dignity.

 

§    Do not discriminate against any individual.

 


Coaches and departmental staff have a direct and vital impact on the behavior, personal development, and quality of life of students and student-athletes within the University.  Accordingly, coaches and staff should conduct themselves in a manner consistent with the University's philosophy and be unwilling to compromise themselves, the University, or the athletics program.  The primary efforts of staff members should be dedicated toward the goals and interests of the student-athlete.

 

CONSUMPTION OF ALCOHOL

 

When representing the University, Athletic Department staff is expected to refrain from consuming alcoholic beverages.  Specifically, staff members should not consume alcoholic beverages if:

 

§    He or she has a part in the event's program.

 

§    The event is attended by student-athletes.

 

§    Alcohol is not served at the event.

 

§    He or she has a problem with alcohol.

 

§    He or she is traveling with an athletic team on official business for the University.

 

When attending an event where alcohol is served, staff members must use their own good judgement in deciding whether to partake.  However, if there is any doubt as to whether the drinking of alcohol might create any problem for the individual or Wake Forest University, staff members are advised not to drink.

 

SPORTSMANLIKE CONDUCT

 

Coaches and staff are to act as positive role models in demonstrating sportsmanlike conduct.  Unsportsmanlike criticism of sports officials is never acceptable, no matter whether it occurs before, during or after a contest.  The ACC, specifically in its "Sports Operations Code" in the ACC Manual, admonishes public criticism of officials or comments evaluating officiating.  Institutional personnel are prohibited from commenting on officiating, other than directly to the ACC Office.  Further, the commissioner may institute institutional disciplinary action if the institution fails to censure its own staff members.

 

GAMBLING AND BRIBERY

 

In order for the director of athletics, head coaches, and departmental staff to fulfill their responsibilities to educate student-athletes concerning illegal gambling and bribery in accordance with NCAA guidelines the following comprehensive educational program exists:

 

§    Counseling the student body and particularly student-athletes as to the seriousness of gambling.  (This includes a review of applicable federal, state, and local laws, as well as the posting of informational literature in dormitories and dressing rooms.)

 


§    Informing students that they are required to report any solicitation to become a party to sports bribery or gambling activities and that failure to do so, if determined after due process, will result in expulsion from the University.

 

§    Educating squad members as to the nature and prevalence of gambling and bribery in college athletic programs.  (To help student-athletes better understand the consequences of participating in illegal activities, head coaches are encouraged to relate examples of student-athletes who have become involved in gambling or bribery activities.)

 

For further information on gambling and bribery, please refer to the NCAA Division I Manual Operating Bylaws, Article 10.3, “Gambling Activities.”

 

AGENTS

 

It is essential that coaches, in conjunction with the assistant athletic director for compliance, apprize student-athletes of the NCAA's position regarding their association with agents and professional sports, as well as the consequences of applicable rules violations.

 

NCAA rules forbid a coach or other member of the staff from representing, directly or indirectly, a student-athlete in the marketing of his/her athletic ability or reputation to a professional sports team or organization and from receiving any compensation or gratuities for such activity.

 

An advisory committee, consisting of faculty and director of athletics’ staff, provides student-athletes who have exhausted their eligibility with assistance in the selection of a professional agent.  Staff members who are approached by such a student-athlete for information or advice related to professional agents should refer the student-athlete to the assistant athletic director for compliance.

 

ENFORCEMENT

 

Coaches and staff members are to uphold the principle of institutional control of and responsibility for all sports activities in conformity with applicable rules and regulations.  Violations of University, ACC, or NCAA regulations can result in sanctions against the individual, as well as the University.  Therefore, every step must be taken to ensure adherence by staff and student-athletes to all regulations.

 

§    Investigations, Hearings, and Appeals

 

Staff members having knowledge of any alleged violations of applicable governing rules or regulations are to cooperate with proper authorities by furnishing factual information and assistance.

 

During official hearings or inquiries, the University strives to protect the rights, integrity and reputation of the institution.  If investigative findings result in proposed disciplinary actions, the accused party has the right to appeal through appropriate channels.

 

§    Violations

 

Staff found in violation of governing rules and regulations are subject to disciplinary or corrective action as designated by the director of athletics and/or the NCAA Committee on Infractions.  The University reserves the right to penalize or dismiss involved individuals.

 

 

7.24   STAFF PARKING

 

The Athletic Department is committed to following Wake Forest University traffic rules and regulations.  All staff members are expected to be familiar with and follow such rules. 

 

The University requires that all staff register their vehicles with University Police on the first day of employment.  There is no fee charged to University employees; however, registration decals and permits must be appropriately displayed.

 

The University controls the parking areas adjacent to the athletic facilities.  Traffic regulations are enforced twenty-four hours a day and apply all year, whether or not class is in session.  Parking is permitted in marked spaces only.  Any person who parks or leaves any motor vehicle in any traveled portion of a street or parking lot, at a fire hydrant, fire truck lane or any grassed area, may have the vehicle towed away without notification, at the owner's expense.

 

Employees are solely responsible when issued traffic/parking citations.

 

 

7.25   STAFF PERFORMANCE EVALUATIONS

 

The assistant athletic director for special projects/HR coordinates the evaluation process, to include monitoring the review process and consulting with a supervisor and/or an employee, when appropriate.

 

Procedures for conducting performance evaluations:

 

§    The evaluation forms are distributed to supervisors for their staff.

 

§    The supervisor and employee complete the appropriate performance evaluation form, to include all ratings and additional comments prior to the evaluation meeting.

 

§    The supervisor meets with the employee and discusses the employee's performance.  The employee then signs and dates the form, adding any comments desired.  (The signature of the employee does not indicate concurrence with the report, but acknowledges that the employee has seen the report.)

 


§    The supervisor submits the completed form to the director of athletics, retaining a copy of each form for his/her file.  The completed forms are signed by the director of athletics and filed in the employee's personnel file.

 

§    The director of athletics will determine dates evaluations are to be completed.

 

 

7.26   STRENGTH AND CONDITIONING PROGRAM

 

The strength and conditioning program is designed to focus on all phases of conditioning, to include strength training, flexibility, plyometric training, nutritional consultation, sports specific physiological analysis, and rehabilitation.  The strength and conditioning coordinator, under the direction of the associate athletic director for Student-Athlete Services, manages the operation of the weight room.

 

Due to NCAA regulations and provisions for liability insurance, use of the weight room is restricted to enrolled student-athletes and University administration and faculty.  Specifically, use of the weight room is not allowed by high school students (including prospective student-athletes who have signed a national letter of intent but are not yet officially a student on the Wake Forest University campus) or other guests (e.g., friends or relatives.) 

 

During orientation, each team is notified as to the best time to schedule use of the facility.  Because of the squad size, the football team has priority use of the facility.  Each team will be assigned a workout schedule at the beginning of each semester.  Athletes will be allowed to work out only at the scheduled time.  Any exceptions must be cleared through the coordinator of the strength and conditioning program.  However, all student-athletes have access to the weight room.  Many student-athletes are scheduled individually by the strength and conditioning coordinator for specific workouts.

 

The weight room is open to Athletic Department staff during the hours of 12:00 p.m. - 1:30 p.m. and 5:00 - 6:00 p.m., Monday through Friday during the school year.  Senior athletes who no longer compete and are in good standing with the University, may use the weight room during these hours.  Any exceptions must be cleared through the coordinator of the strength and conditioning program.  Current student-athletes who are using the facility take priority for use of all equipment. 

 

The weight room is located in the Athletic Center.  Access to the weight room is restricted to operating hours which are posted by the strength and conditioning coordinator.  Individuals with keys to this area include the strength and conditioning staff and Athletic Department administrators with master keys.

 

WEIGHT ROOM RULES OF CONDUCT AND OPERATION

 

All student-athletes, faculty, and staff members who use the strength and conditioning facilities are required to comply with the posted rules regarding conduct and use of the weight room.  Any individual who violates the established rules may be ejected from the weight room and forbidden to return for a specified period of time. The respective coach is notified of such action.  Weight room rules are as follows:

 


§    Only authorized personnel are allowed in the weight room.

 

§    Uses must be respectful of the facility and keep it clean.

 

§    Individuals must be properly dressed in order to use the facility; shirts must be worn at all times; shoes must be free of dirt; no headgear allowed.

 

§    All bars must be stripped immediately after use and the weights replaced in their proper sequence in the rack.

 

§    All dumbbells must be replaced in order on the rack after each use.

 

§    All weights should be returned to the racks after use.

 

§    Food, drink, chewing tobacco, candy, and toothpicks are prohibited in the weight room.

 

§    Use of profanity in the weight room results in loss of the privilege to use the facility.

 

§    The weight room staff is not responsible for personal items.

 

§    If a student-athlete is injured and unable to perform the designated program, he or she should see a member of the sports medicine staff prior to reporting to the weight room.

 

§    Student-athletes must comply with directions given by any weight room staff member.

 

 

7.27   SUBSTANCE ABUSE POLICY

 

Please refer to the Wake Forest University Employee Information Booklet.

 

 

7.28   TELEPHONES

 

The Athletic Department utilizes the Wake Forest University telephone system.  The athletic network administrator coordinates all telephone services for the department through written requests to the University's Telecommunications Office.

 

TELEPHONE LISTINGS

 


Each staff member of the University is assigned a four-digit office telephone number, which is listed in the telecommunications directory.  Each employee must complete the appropriate telecommunications information form providing up-to-date information for the University directory.  In some cases, centrally answered departmental numbers, rather than direct-dial office numbers, may be listed in order to allow for appropriate screening of incoming calls.

 

In addition, a departmental telephone list is prepared and periodically updated by the assistant athletic director for special projects/HR to be distributed to all staff members.

 

TELEPHONE SERVICE OR REPAIR REQUISITIONS

 

Requests for any addition, change, or modification in service, as well as the movement of any departmental telephone, should be submitted in writing to the athletic network administrator. 

 

TELEPHONE CHARGES

 

Telephone services constitute a major item of expense within the department's budget.  Therefore, it is mandatory that all employees keep long distance calls to a minimum and avoid the use of long distance calls when other means of communication will suffice.  Any personal long distance calls must be reimbursed, but should be kept to a minimum.

 

Each area within the Athletic Department is held accountable for incurred charges, bills, and fees.  Administrators are asked monthly to review these charges to ensure accuracy.

 

In addition, cost-free telephone use by student-athletes is expressly forbidden by NCAA regulations, except in cases of an emergency.  Such emergency calls are to be both brief and local.

 

7.28.1          MOBILE PHONES

 

The Athletic Department recognizes that mobile communication is essential to many department functions. Further, the numerous options available for mobile phones necessitate specific solutions to each area’s needs. Therefore, the department does not assume central control over individual cellular accounts. Rather, the department trusts each functional unit to contract its mobile communications accounts and administer these accounts as part of its telecommunication budget. The staff member should obtain mobile telephone calling plans appropriate for their use. Staff members who qualify for reimbursement include staff whose business function frequently requires communication outside their primary office location.

 

MOBILE PHONE HARDWARE

 

The department will reimburse staff members for the cost of new mobile phones up to $80.00. This amount applies only to the telephone and components packaged by the phone manufacturer. Additional accessories are the responsibility of the staff member. Additional accessories include, but are not limited to: additional batteries or chargers, faceplates, holsters or belt clips, and headsets. The department will reimburse subsequent new phones only when emerging mobile communication technologies render the existing phone unserviceable by the mobile phone carrier. Any out of warranty repair or replacement of the mobile phone is the responsibility of the staff member. The department recommends insuring mobile phones with the mobile phone company.

 

In addition, cost-free telephone use by student-athletes is expressly forbidden by NCAA regulations, except in cases of an emergency.  Such emergency calls are to be both brief and local.

MOBILE PHONE ACCOUNTS

 

The department will reimburse staff members for the cost of included minutes within the calling plan, up to $60.00 per month.  The staff member should strive to obtain a calling plan that provides sufficient minutes for their typical use. Charges for calls made outside the package minutes are not reimbursable. Staff members are responsible for payment of their mobile phone bills. The monthly statement must be submitted with an Expense Voucher to the Business Office for reimbursement. Supervisors must approve any changes to a staff member’s calling plan. The calling plan minutes should be used for business purposes only. Administrators are asked to review mobile phone statements to ensure accuracy. Any reimbursed mobile statements are subject to review by the Business Office.

Mobile service options that qualify for reimbursement are those commonly available on office phones. These options include, but are not limited to: basic voice mail, caller ID, call waiting, call forwarding and three-way calling. Options that do not qualify for reimbursement include, but are not limited to: text messaging, wireless Internet access, and electronic mail.

 

The department discourages the accumulation of roaming charges. By judicious choice of calling plans, and by changing calling plans when appropriate, the staff member should avoid all roaming charges.  Aggregate billing plans may be used within a functional unit. Business airtime minutes charged in excess of the aggregate total package minutes may be reimbursed in the same manner as the reimbursement of overage minutes for an individual account. The submission of statements for aggregate overage reimbursement is the responsibility of the functional unit.

 

TELEPHONE SERVICE OR REPAIR REQUESTS

 

Requests for any addition, change, or modification in service should be addressed to the customer service unit of the mobile phone service provider.

 

Staff members with mobile phones should provide their mobile number to the Director of Athletics' Office for inclusion in the departmental phone list distributed to all staff members.

 


7.29   TICKET OFFICE OPERATIONS

 

Athletic event tickets are a negotiable commodity and an important source of revenue for the Athletic Department.  The mishandling or misappropriation of tickets could result in revenue losses or NCAA sanctions.  The policies and procedures prescribed for the printing, handling, sale, and distribution of tickets are to be strictly followed.

 

The primary objectives for operating the Ticket Office are:

 

§    To properly handle and account for the distribution of tickets and admissions to all athletic events.

 

§    To properly deposit and record income obtained from ticket sales.

 

§    To maintain proper public relations with customers in order to promote continued support for the University and its athletic program.

 

Ticket Office policies and procedures are developed by the associate athletic director for marketing and promotions, in conjunction with the director of athletics, and enforced by the director of ticket office operations.  All staff members involved in the sale and distribution of tickets are responsible for maintaining a current knowledge of University and NCAA rules and regulations governing ticket operations.  Any questions regarding the intent or interpretation of specific policies are to be directed to the director of ticket office operations.

 

TICKET STOCK

 

The director of ticket office operations orders all ticket stock from an outside vendor used for the printing of football and men's basketball tickets, season and individual.

 

The ticket layout, design, and printing specifications are the responsibility of the director of ticket office operations, with input from the associate athletic director for marketing and promotions.

 

ACCOUNTABILITY

 

The director of ticket office operations is responsible for receiving and maintaining control of the ticket inventory.  Printed tickets are stored in the Ticket Office vault at all times.  Only authorized Ticket Office personnel have access to the ticket inventory.  A limited number of staff members are given the vault combination.

 

All unused stock is stored in the Ticket Office.  Unsold tickets are verified from the sales reports.  All season activity is reconciled by the director of ticket office operations subsequent to the end of the season.  Results are audited by an outside auditing firm.

 


Absolutely no tickets or passes of any kind may be issued to anyone (including University or Athletic Department administrators) without the approval of the director of ticket office operations, director of athletics or prior payment.

 

GAME SETTLEMENTS

 

Game settlements are prepared by the assistant athletic director for finance based upon individual game contracts and ticket sales reports.  ACC contracts and formats are used in preparing game settlement reports for conference games.

 

§    Football

 

Minimum game guarantees for conference football games are established by the ACC on an annual basis.  Per ACC regulations, game settlement reports for football must be submitted no later than February 15.

 

§    Men's Basketball

 

For conference games, all revenues go to the home team.

 

§    Non-conference

 

For non-conference games, game guarantees are negotiated on an event basis.  Non-conference games are usually scheduled on a "home and home" basis which financially benefits each school on an alternate year basis.  As a general rule, the guarantee is minimal (i.e., sufficient to cover travel expenses.)  However, if an opponent is scheduled for a single event over the course of several years, the negotiated game guarantee may be greater.

 

NCAA ANNUAL FOOTBALL ATTENDANCE REPORT

 

The required NCAA report is prepared under the supervision of the director of ticket office operations, signed by the assistant athletic director for finance, and submitted to the NCAA by the deadline date of February 15.

 

STATE TAXES

 

A state gross receipts tax is paid on all tickets in the amount of three percent of gross receipts.  The assistant athletic director for finance is responsible for submitting the report and payment following state deadlines.

 

BOX OFFICE HOURS

 


Athletic event tickets are available through the Ticket Office, which is open Monday - Friday, from 8:30 A.M. to 5:00 P.M.  During a football season, the Bridger Field House Ticket Office is open on home game days from 9:00 A.M. until one hour post-event.  The Lawrence Joel Coliseum box office hours are 10:00 A.M. to 5:00 P.M. or through half-time of a home game.

 

TICKET SALES

 

The director of ticket office operations is responsible for coordinating the day-to-day sale of tickets to athletic events.  The Paciolan Systems ticketing software is used to accurately record and control ticket sales and monies received for ticket sales.  The Athletic Department charges admission for the sports of football, men's and women's basketball, baseball, men's and women's soccer, women's volleyball, and certain special events.

 

Any individual involved in the sale of tickets for athletic events at Wake Forest University is expected to use care in communicating with customers.  In the event that difficult situations arise, the employee should consult with a supervisor to solve the problem.  The director of ticket office operations is responsible for ensuring that applicable University regulations are followed.

 

TICKET PRICES

 

Price structures for tickets to athletic events are established and reviewed by the director of athletics, associate athletic director for marketing and promotions, assistant athletic director for finance, and director of ticket office operations. Proposed changes are based on several factors, including ticket demand, facility seating, strength of schedule, and revenue needs.

 

Tickets may be paid for with cash, checks, or credit card (VISA or MasterCard.)  Credit card purchases are validated by the Ticket Office using a card validation system.  A handling fee is added to all mailed orders.

 

RECORD OF SALES

 

Prior to the season, the computer is programmed specifying game dates and ticket prices for each game.  The procedures used to record ticket sales vary according to the type of sale:

 

§    Point-of-sale ticketing is implemented for over-the-counter and walk-up sales.

 

§    Mail and phone orders are taken on order forms and later entered into the computer as time permits during the day.  Authorizations for credit card sales are obtained on in-house validation machines before being processed.  Tickets may either be mailed or held at "will call" at the site of an athletic contest.

 

Football season ticket applications are mailed out in April with an end of May return deadline.  Season tickets are mailed out during the first part of August.

 

§    Men's basketball season ticket applications are mailed out in July with the middle of August return deadline.  Season tickets are mailed out in late October/early November.


§    Season ticket applications for both football and men's basketball are sent to all Deacon Club members, previous season ticket holders, and all full-time faculty and staff at Reynolda and Bowman Gray Campuses.  Large mailings to targeted areas are sent in a follow-up mailing at a later date.

 

§    Day of game sales are handled by event ticket sellers.  Allotments of tickets are manifested to each seller prior to the game.  Following the event, the head of ticket sales audits each window separately to maintain accountability.  Funds are deposited through a night deposit system and entered into the computer on the next business day.

 

Ticket sales are totaled on a daily basis; a daily sales report and deposit are prepared based upon the cash register receipts.  A weekly report is submitted to the director of athletics, associate athletic director for marketing and promotions, and assistant athletic director for finance.

 

DEPOSIT OF FUNDS

 

Revenue from ticket sales is deposited when the register reaches $500 in cash.  Deposits are made daily.

 

OFF-CAMPUS TICKET OUTLETS

 

The Athletic Department uses off-campus ticket outlets for the sale of tickets to men's basketball games.  When such arrangements are made, tickets are available at all Ticketmaster outlets.  The director of ticket office operations coordinates the ticket sales and sales reports between the Lawrence Joel Coliseum and Wake Forest University Ticket Office.

 

DISTRIBUTION OF GAME TICKETS

 

The Athletic Department strives to generate maximum revenue while allowing for the fair and equitable distribution of available game tickets.  The priority seating system is designed to recognize individuals or groups who support Wake Forest University athletic teams through the purchase of season tickets and/or through contributor support.  Each Athletic Department staff member involved in the handling of tickets is expected to uphold the integrity of the system.  Seating priorities are determined on an annual basis by the director of athletics, associate athletic director for development, associate athletic director for marketing and promotions, executive director of the Deacon Club, and the director of ticket office operations.  Groups which are considered for priority seating include, but may not be limited to, the following:

 

§    Deacon Club members

 

§    Students

 

§    Faculty/staff members

 

§    General public

 


§    Complimentary ticket recipients

 

In football, season ticket holders have the "right of first refusal" when renewing their season tickets prior to an established deadline.  Seating improvements are allowed based on seniority and level of giving.  New orders are honored on a first-come, first-served basis.

 

In men's basketball, Deacon Club and Athletic Department staff tickets are reassigned annually.  Seating is determined by Deacon Club rank.  Faculty/staff and general public seats remain the same.  Requests for location improvement are honored if availability exists.

 

Seating assignments for the Lawrence Joel Veterans Memorial Coliseum are determined by a point system.  The system is based on the total number of points awarded effective June 30 of each year.

 

Although seat assignments in Groves Stadium are renewable each year to all season ticket holders, new Deacon Club assignments are based on categories and points.

 

Additionally, the point system is used to determine the distribution ofNCAA and ACC Tournament tickets.  The ACC system is based on the total number of points awarded effective December 31 of each year.  A special tournament ticket application is mailed to eligible recipients in late January of each year.  NCAA seat assignments are based on the point system and ranking as of February 15 of each year.

 

STUDENT TICKETS

 

Registered, full time students may attend football games by presenting their Wake Forest University student I.D. at the gate.  Men's basketball passes are distributed in early November.  The pass does not guarantee a seat to all games, but makes the student eligible to obtain tickets on an availability basis on designated "pick up" days.  The popularity of a particular game may result in some students not receiving a ticket.

 

Student guest tickets for football may be purchased by a student with a validated Wake Forest University student I.D.  A validated I.D. and pass must be presented by students on designated "pick up" days to purchase guest tickets for men's basketball.  Guests tickets are limited, sold at full price and subject to availability.

 

(For more specific information on student ticket distribution procedures, see the current student ticket information brochure.)

 

TOURNAMENTS, MEETS, AND BOWL GAMES

 

The director of athletics determines the distribution of tickets for special events such as tournaments, meets, and bowl games after consultation with appropriate staff members and the head coach of the designated sport.

 

 


COMPLIMENTARY TICKETS OVERVIEW

 

The Athletic Department is committed to allocating and distributing complimentary admissions to athletic events in a fair and equitable manner.  All policies and procedures are consistent with NCAA, ACC and University rules and regulations, and have been developed with careful consideration given to the best interests of the athletic program.  Individuals who receive complimentary admissions are responsible for reporting the value of the tickets for income tax purposes, when appropriate.

 

            The sale of complimentary tickets is strictly prohibited.

 

When used properly, complimentary tickets are an excellent public relations and recruiting tool; however, misuse can result in extensive loss of revenues, as well as administrative and NCAA sanctions.  Therefore, it is essential that Athletic Department staff be knowledgeable of all constraints placed on the distribution of complimentary admissions and be sensitive to the dollar amount involved in their allocation.  Any exceptions to established policies must be approved in writing by the director of athletics.

 

Complimentary tickets are allocated by the director of athletics on an annual basis within guidelines established by the ACC. The director of ticket office operations is responsible for the accounting and distribution of all complimentary tickets.

 

Tickets are generally made available to the following groups or corporations on a complimentary basis:

 

§    University administrative personnel

 

§    Athletic Department staff, spouse, and children

 

§    Organizations participating in promotional or advertising trade-outs

 

§    Student-athletes in their sport

 

§    Prospective student-athletes

 

§    Nonprofit or charitable organizations

 

UNIVERSITY ADMINISTRATION

 

Football and men's basketball complimentary tickets are allocated to the president, provost, and vice presidents of the University.  In addition, each member of the athletics council is offered complimentary tickets to each home football and men's basketball game.  Complimentary tickets are hand delivered to the recipient, who must sign a receipt for them.  Complimentary tickets are for personal use only and the transfer or resale of complimentary tickets is prohibited.

 

 


DEPARTMENTAL STAFF COMPLIMENTARY TICKETS 

 

Complimentary tickets may be issued to full-time and part-time Athletic Department staff members.  All full-time Athletic Department employees are entitled to two adult tickets and one youth ticket per child aged three through high school per athletic event.  The transfer or resale of complimentary tickets is prohibited.  Complimentary tickets are distributed by the Ticket Office.  Each staff member is required to pick up complimentary tickets at the Ticket Office and sign for their receipt.

 

            The sale of complimentary tickets is strictly prohibited.

 

The head coach of the designated revenue sport may be issued additional complimentary passes as agreed upon by the director of athletics.  The head coach complimentary ticket request form is used to identify the recipients of such complimentary admissions and is due in the Ticket Office no later than one day, twenty-four hours, prior to the scheduled event.

 

In the event of the death of an Athletic Department staff member, the surviving spouse will be allowed to keep his/her season tickets for the remainder of that season and for one additional year, after which the surviving spouse may purchase season tickets at the faculty/staff rate for the remainder of his/her lifetime in the faculty/staff section. 

 

In the event of the death of a non-Athletic Department staff member who purchased season tickets, the surviving spouse may continue to purchase season tickets at the faculty/staff rate for the remainder of his/her lifetime in the faculty/staff section.

 

PROMOTIONAL OR ADVERTISING TRADE-OUTS

 

A limited number of complimentary tickets are made available for trade-outs and other marketing needs.  The associate athletic director for marketing and promotions is responsible for approving such arrangements. 

Courtesy car dealers receive complimentary season tickets for athletics events.  Trade-outs for newspaper, magazine, or billboard advertisements are usually negotiated as an equal trade or Deacon Club membership.  Trade-outs for radio or television spots are also allocated on an equal trade basis for the value of the spot.

 

STUDENT-ATHLETE COMPLIMENTARY ADMISSIONS

 

Pursuant to NCAA regulations, each student-athlete is allowed four complimentary admissions per event in his/her designated sport.  Complimentary admissions are provided only by a pass list for the individuals designated by the student-athlete.  "Hard tickets" are not issued. 

 

            The sale of complimentary tickets is strictly prohibited.

 


Student-athletes may not receive payment for complimentary admissions, nor exchange them for any item of value.  However, the complimentary admission of one student-athlete may be allocated to a teammate for use by the teammate's family members, relatives, friends or fellow students.  A fellow student must present a valid student Wake Forest University I.D. in order to receive a student-athlete complimentary admission.

 

§    Football

 

Football student-athletes may sign up for complimentary admissions on Monday, Wednesday, or Thursday from 8:30 A.M. - 3:00 P.M. in the Football Office.  Recipients must sign the pass list at the northeast gate (gate 1) for admission.  This gate is open one and one-half hours before the kickoff.

 

For away games, football student-athletes may sign up for complimentary admissions Monday through Wednesday from 8:30 A.M. - 3:00 P.M.  Each player on the travel squad is allowed three complimentary admissions for away games. 

 

At least one day (twenty-four hours) prior to each scheduled event, the head coach or his/her designee, must submit to the Ticket Office a complimentary player tickets form detailing the name and relationship of individuals receiving complimentary admissions. 

 

The individual utilizing the complimentary admission must present picture identification to the person supervising the use of the pass list at the player complimentary ticket gate and sign the pass list.  The individual is then provided with a ticket stub and directed to a specific reserved seating area.  Gates open one and one-half hours before game time.

 

§    Men's and Women’s Basketball

 

Men’s and women’s basketball student-athletes may sign up for complimentary admissions two days prior to the game in respective sport office.

 

At least one day, twenty-four hours, prior to each scheduled event, the head coach or his/her designee, must submit to the Ticket Office a complimentary player tickets form detailing the name and relationship of individuals who are to receive complimentary admissions. 

 

The individual utilizing the complimentary admission must present identification to the person supervising the use of the pass list at the player complimentary pass gate and sign the pass list.  The individual is then provided with a ticket stub, directed to a specific reserved seating area, or treated as a general admission ticket holder.  Doors open one and one-half hours before game time.

 

COMPLIMENTARY ADMISSIONS FOR RECRUITS

 

The NCAA has very specific guidelines for issuing complimentary tickets to prospective student-athletes.  During a visit to campus, a maximum of three complimentary admissions to a campus event is allowed the prospect and those accompanying the prospect.

 

All requests for complimentary admissions to be used by prospective student-athletes are submitted on the recruit tickets form by the sport's designated recruiting coordinator and approved by the director of ticket office operations or the associate athletic director for marketing and promotions.  The request should specify whether the tickets are to be used for an official or unofficial campus visit.

 

The director of ticket office operations prepares the pass list and issues the complimentary admissions for prospective student-athletes to attend an athletic event.  The recruit and his/her guest(s) must report to gate one at Bridger Field House for football games or at the player complimentary ticket door at the Lawrence Joel Veterans Memorial Coliseum for men's and women’s basketball games.

 

NONPROFIT OR CHARITABLE ORGANIZATIONS

 

Complimentary tickets may be issued to nonprofit and charitable organizations on a space available basis for games where revenue levels or complimentary admission limits will not be affected.  Reduced rate group tickets are generally used to meet the needs of nonprofit and charitable organizations.  The associate athletic director for marketing and promotions and director of ticket office operations are authorized to approve such special arrangements.

 

POSTSEASON EVENTS

 

In the event that a Wake Forest University team is invited to participate in a postseason competition, the director of athletics reserves the right to determine complimentary ticket distribution, within guidelines established by theNCAA and ACC.

 

FOOTBALL TICKET POLICIES

 

The Athletic Department is committed to allocating and distributing complimentary admissions to athletic events in a fair and equitable manner.  All policies and procedures are consistent with NCAA, ACC and University rules and regulations, and have been developed with careful consideration given to the best interests of the athletic program.  Individuals who receive complimentary admissions are responsible for reporting the value of the tickets for income tax purposes, when appropriate.

 

When used properly, complimentary tickets are an excellent public relations and recruiting tool.  However, misuse can result in extensive loss of revenues, as well as administrative and NCAA sanctions.  Therefore, it is essential that Athletic Department staff be knowledgeable of all constraints placed on the distribution of complimentary admissions and be sensitive to the dollar amount involved in their allocation.  Any exceptions to established policies must be approved by the director of athletics.

 

HOME GAMES

 


Complimentary tickets for revenue sports are allocated by the director of athletics on an annual basis within guidelines established by the ACC.  The director of ticket office operations is responsible for the accounting and distribution of all complimentary tickets and for informing each individual requesting complimentary tickets of the rules and regulations of the NCAA, ACC and University.

 

Tickets may be made available to the following groups or corporations on a complimentary basis:

 

§    UNIVERSITY ADMINISTRATION

 

Football complimentary tickets are allocated to the president, provost, and vice presidents of the University.  The president is allocated 124 complimentary season tickets in the president's box.  The provost and vice presidents are allocated two complimentary season tickets.  If the president, provost, or vice presidents need additional tickets for personal or business use, they will be expected to pay for the tickets.

 

§    ATHLETICS COUNCIL MEMBERS

 

Members of the athletics council are offered two complimentary season tickets.  Each recipient must sign a receipt for his/her season tickets indicating that the tickets will be used for personal use only. The transfer or resale of complimentary tickets is prohibited.

 

§    ATHLETIC DEPARTMENT STAFF

 

Each full-time staff member of the Athletic Department will be given the opportunity to receive complimentary season tickets for the employee, spouse/friend, and every child of the employee aged three through high school.

 

The transfer or resale of complimentary tickets is prohibited.  The tickets are to be used by the immediate family of the employee only.  If complimentary tickets will not be used for a particular game, the tickets should be returned by the employee to the Ticket Office by Friday following the home game.  Unused complimentary tickets may cost the Athletic Department in the settlement with our opponent. 

 

On the occasion that an employee or spouse cannot attend a game, the employee or spouse may invite a guest to attend with him/her.  Staff members are expected to honor the intent and privilege of the complimentary ticket policy and not provide their tickets to a potential paying customer.  Abuse of the staff complimentary tickets’ policy will result in withdrawal of complimentary tickets from the employee.

 

Each staff member is required to pick up complimentary tickets at the Ticket Office and sign for the tickets.  The receipt will include a statement about appropriate use of the tickets.

 


Interns, graduate assistants, and restricted earnings coaches are considered full-time employees if they work at least thirty-two hours per week for nine months in the Athletic Department.  If they average less than thirty-two hours per week they are considered part-time employees.  Graduate assistants may only be issued a maximum of four tickets per NCAA rules.  Volunteer coaches are not permitted to receive complimentary tickets per NCAA rules.

 

Part-time employees will have the opportunity to request two complimentary season tickets.  A part-time employee must work or be scheduled to work 250 hours annually in the Athletic Department to be classified in this category.

 

In addition to complimentary tickets, all full-time employees are eligible to purchase two season tickets at the faculty/staff rate or two single game tickets at half of the regular price.

 

The Athletic Development/Deacon Club will be permitted to request eight additional seats in the Athletic Department Box.  The use of these seats will be for business purposes only and a form must be completed which identifies the person using the complimentary tickets and the purpose for their issue.

 

§    FOOTBALL COACHING STAFF

 

In addition to the family complimentary season tickets, the football coaching staff and administrators will receive the following number of tickets on a game-by-game and availability basis:

 

§     Head football coach (thirty)

 

§     Each assistant football coach (eight)

 

§     Assistant athletic director for football (ten)

 

§     Graduate assistant (two)

 

Tickets in excess of the above allocation can be purchased as follows:  first two tickets purchased at one-half regular price and remainder at regular price.

 

These tickets are to be used for the benefit of the Athletic Department.  When making the request, the coach must identify the person receiving the tickets and the relationship or purpose for issuing a complimentary ticket.  The request list must be submitted to the Ticket Office by Thursday noon the week of the game.  Tickets in this category will be issued only on an availability basis.  The priority of the Ticket Office is to sell tickets.  "Hard" tickets will not be issued in advance.  Individuals receiving the tickets may pick up at the "will call" window the day of the game.

 

§    HIGH SCHOOL FOOTBALL COACHES AND RECRUITS

 


The coaching staff may request a maximum of 300 tickets for recruits visiting officially or unofficially and 300 tickets for high school football coaches.  The football staff will submit a list of individuals in this category receiving complimentary tickets no later than Thursday noon before a Saturday home game.  All requests made after the deadline will be honored on an availability basis.  "Hard" tickets will not be issued to recruits or high school coaches.  They will be required to pick up their ticket stubs at the "will call" window the day of the game.

 

§    PROMOTIONAL OR ADVERTISING TRADE-OUTS

 

A limited number of complimentary tickets are made available for trade-outs and other marketing needs.  The associate athletic director for marketing and promotions is responsible for approving such arrangements.  Trade-outs for newspapers, magazines, billboards and other various advertisements are usually negotiated as an equal trade or involve Deacon Club membership/cumulative credit.  Trade-outs for radio or TV spots are also allocated on an equal trade basis for the value of the spot.  A record will be maintained in the Ticket Office of all individuals receiving complimentary tickets and the reason for issuance of the tickets.

 

Promotional trade-outs will be coordinated and approved by the associate athletic director for marketing and promotions.  When the situation warrants, the associate athletic director for development will be incorporated into the process.  Also, a record will be maintained in the Ticket Office of all individuals receiving complimentary tickets and the reason for issuance of the tickets.

 

International Sports Properties, Inc. (ISP) is guaranteed the opportunity to purchase a minimum of 552 season tickets at half price. 

 

§    COURTESY CAR DEALERS

 

Courtesy car dealers receive complimentary season tickets for each car donated.  The associate director Deacon Club will be responsible for requesting and issuing these tickets.

 

§    FOOTBALL STUDENT-ATHLETES

 

Pursuant to NCAA regulations, each student-athlete is allowed four complimentary admissions per event in his/her designated sport.  Complimentary admissions are provided only by a pass list for the individuals designated by the student-athlete.  Ticket stubs are issued to participants and each must sign the pass list at gate one.

 

Football student-athletes may not receive payment for complimentary admissions, nor exchange them for any item of value.

 

Football student-athletes may sign up for complimentary admissions on Monday, Tuesday, and Wednesday from 8:30 A.M. - 3:00 P.M. and Thursday from 8:30 A.M. to 11:00 A.M. in the Football Office.   

 


The head coach or his/her designee must submit to the Ticket Office a complimentary player tickets form no later than noon Thursday detailing the name and relationship of individual(s) who are to receive complimentary admissions.

 

The individual utilizing the complimentary admission must present a picture identification to the person supervising the list at the player complimentary window and sign the pass list at gate one.  The individual is then provided with a ticket stub and directed to a specific reserved seating area.  Gates open one and one-half hours before game time.

 

§    RECRUITS

 

The NCAA has very specific guidelines for issuing complimentary tickets to recruits.  During an official visit to the University campus, complimentary admissions may be issued for the exclusive use of the prospective student-athlete and his/her parents, guardian, or spouse.  On an unofficial campus visit, a maximum of three complimentary admissions to a campus event is permitted to be issued to the prospect and those accompanying the prospect.

 

All requests for complimentary admissions to be used by prospective student-athletes are submitted on the recruit tickets form by the sport's designated recruiting coordinator and approved by the director of ticket office operations.  The request will specify whether the tickets are to be used for an official or unofficial campus visit.  All requests are due by Thursday noon before a Saturday home game.

 

The director of ticket office operations prepares the pass list and issues the complimentary admissions for prospective student-athletes to attend an athletic event.  The recruit and his/her guest(s) must report to Gate One at Bridger Field House to receive the ticket stub for admission.

 

§    NONPROFIT OR CHARITABLE ORGANIZATIONS

 

Complimentary tickets may be issued to nonprofit and charitable organizations on a space available basis for games where revenue levels or complimentary admission limits will not be affected.  Reduced rate group tickets are generally used to meet the needs of nonprofit and charitable organizations.  The associate athletic director for marketing and promotions is responsible for requesting tickets for such organizations or groups.  The director of ticket office operations is authorized to approve these requests.  If revenue on guarantees will be affected by granting approval, the director of ticket office operations will refer the matter to the director of athletics.

 

§    GOLD CARD RECIPIENTS

 

This card is presented by the director of athletics to a university employee at the time of his/her retirement who has been of special service to the Athletic Department.  The recipient receives two complimentary season tickets to all Wake Forest University home athletic contests.

 


§    MEDIA RELATIONS

 

Selected triad radio and television sports directors and area newspapers not covered by the ISP agreement may, at the discretion of the assistant athletic director for media relations, receive complimentary season tickets.  Complimentary individual game tickets will be allotted to the media of the visiting team for each game.  Individuals working in the stadium press box may receive complimentary season tickets in lieu of payment for services rendered.  The assistant athletic director for media relations will submit a list of the recipients to the director of ticket office operations by August 10 of each year.

 

WAKE FOREST UNIVERSITY STUDENTS

 

Wake Forest University students, including business, law, and graduate students, present their I.D. cards at the student gate for admission to home football games.  Guest tickets may be purchased at the Athletic Ticket Office for full price.

 

Students of the medical school may pick up tickets with a current validated I.D. at the medical school's Student Affairs Office.

 

Season ticket policies for students are reviewed and amended, if needed, each year by the director of athletics, associate athletic director for marketing and promotions, director of ticket office operations, and the student athletic committee.

 

DEACON CLUB MEMBERS

 

Deacon Club contributors are offered priority seat locations in Groves Stadium.  The number of seats and the location for each member is determined by his/her level of giving, rank, and availability.  The "grandfather" clause does apply to season ticketing in Groves Stadium.

 

Detailed information for Deacon Club football season tickets is available each year through mailings to the membership.

 

Amendments to the season ticket benefits policies are approved by the Deacon Club Board of Directors and the associate athletic director for development.

 

AWAY GAMES

 

Complimentary tickets received from the host institution will be distributed in the following priority:

 

§    Football players

 

§    Immediate families of head football coach, assistant football coaches, assistant athletic director for football, and football graduate assistants.

 


§    Director of athletics (to be used for the remainder of Athletic Department personnel and University officials.)

 

§    Additional requests by football staff.

 

§    Football players not on the travel squad.

 

FOOTBALL STUDENT-ATHLETE ON TRAVEL SQUAD

 

The player complimentary lists must be submitted to the director of ticket office operations no later than 3:00 P.M. Wednesday the week of the game.  Requests later than this time will be honored on an availability basis.

 

Travel squad players may request a maximum of three complimentary tickets.  One of these tickets may be for a college student attending a four-year institution.  Student-athletes may sign up for complimentary tickets Monday and Tuesday from 8:30 A.M. - 3:00 P.M. and Wednesday from 8:30 A.M. - 12:00 P.M. in the Football Office.  If their guests habitually do not show to claim the tickets, the benefit of complimentary tickets will be withdrawn.

 

The individual utilizing the complimentary admission must present identification to the representative of  the visiting team's institution at the player pass/gate and sign the pass list for admission to the game.

 

DIRECTOR OF ATHLETICS

 

Athletic Department staff will be given the opportunity to receive complimentary tickets to away games on an availability basis.  Athletic staff requests should be submitted to the director of ticket office operations by Tuesday prior to the game.  Based upon availability and final approval of the director of athletics, staff will be notified by Thursday.

 

FOOTBALL STUDENT-ATHLETES NOT ON TRAVEL SQUAD

 

If a player is not on the travel squad, but wishes to attend the game, he or she will be allocated one complimentary admission on an availability basis for the player's personal use.

 

FOOTBALL TICKET PURCHASES FOR AWAY GAMES

 

If there are not enough complimentary tickets to satisfy all player requests and immediate family members of football coaches and the assistant athletic director for football, purchases from the department budget may be made as follows:

 

§    Coaches may purchase tickets for their immediate family (spouse and children.)

 

§    An unmarried coach may purchase one ticket for a guest.

 


Each player is limited to ten complimentary tickets even if he or she is using another player's complimentary tickets.  Player requests for complimentary tickets beyond ten must have prior approval of the assistant athletic director for football and the director of athletics.  Otherwise, the player guest tickets beyond ten must be purchased by the player or his/her family.  Any attempt to defraud with the use of complimentary tickets will result in the withdrawal all future privileges.

 

Purchases from the departmental budget may be made only with the approval of the director of athletics.

 

BOWL GAMES

 

When Wake Forest University is invited to participate in a preseason or postseason bowl game, the director of athletics will use the following guidelines to distribute complimentary tickets:

 

§    Head football coach (number in his/her immediate family)

 

§    Assistant football coaches and graduate assistant coaches (number in their immediate families)

 

§    Assistant athletic director for football (number in his/her immediate family)

 

§    President (number in his/her immediate family)

 

§    Board of trustees (two)

 

§    Vice presidents & provost (two)

 

§    Faculty athletic representative (two)

 

§    Executive staff (two)

 

§    Head coaches of other sports (two)

 

§    Chair of the athletics council (two)

 

§    Assistant coaches of other sports (two)

 

§    Remaining Athletic Department staff (two)

 

The director of athletics reserves the right to alter the above guidelines depending upon the bowl in which the team participates.

 


MEN'S BASKETBALL TICKET POLICIES

 

The Athletic Department is committed to allocating and distributing complimentary admissions to athletics events in a fair and equitable manner.  All policies and procedures are consistent with NCAA, ACC and University rules and regulations and have been developed with careful consideration given to the best interests of the athletic program.  Individuals who receive complimentary admissions are responsible for reporting the value of the tickets for income tax purposes, when appropriate.

 

When used properly, complimentary tickets are an excellent public relations and recruiting tool.  However, misuse can result in extensive loss of revenues, as well as administrative and NCAA sanctions.  Therefore, it is essential that Athletic Department staff be knowledgeable of all constraints placed on the distribution of complimentary admissions and be sensitive to the dollar amount involved in their allocation.  Any exceptions to established policies must be approved by the director of athletics.

 

HOME GAMES

 

Complimentary tickets for revenue sports are allocated by the director of athletics on an annual basis within guidelines established by theNCAA and ACC.  The director of ticket office operations is responsible for the accounting and distributing of all complimentary tickets and for informing each individual requesting complimentary tickets of the rules and regulations of the NCAA, ACC and University.

 

Tickets may be made available to the following groups or corporations on a complimentary basis:

 

§    University Administration

 

Men's basketball complimentary tickets are allocated to the president, provost, and vice presidents of the University.  The president is allocated fourteen complimentary season tickets in the president's box, and two season tickets.  The provost and vice presidents are allocated two complimentary season tickets.  If the president, provost, or vice presidents need additional tickets for personal or business use, they will be expected to pay for the tickets.

 

§    Athletics Council

 

Members of the athletics council are offered two complimentary season tickets while serving on the athletics council.  Each recipient must sign a receipt for season tickets indicating that the tickets will be used for personal use only and the transfer or resale of complimentary tickets is prohibited.

 

§    Athletic Department Staff 

 

Each full-time staff member of the Athletic Department will be given the opportunity to receive season tickets for the following: employee, spouse or friend, and every child of the employee aged three through high school.

 


The seat assignment will be prioritized as follows:

 

§        Deacon Club member by rank.

 

§        Years of service in the Athletic Department.

 

The transfer or resale of complimentary tickets is prohibited.  Tickets are to be used by the immediate family of the employee only.  If complimentary tickets will not be used for a particular game, the tickets should be returned by the employee to the Ticket Office two days prior to the game. 

 

When an employee or spouse cannot attend a game, the employee or spouse may invite a guest.  Staff members are expected to honor the intent and privilege of the complimentary ticket policy and not provide their tickets to a potential paying customer.  Abuse of the staff complimentary tickets’ policy will result in the withdrawal of complimentary tickets for the employee.

 

Each staff member is required to pick up complimentary season tickets at the Ticket Office and sign a form agreeing to the appropriate use of the tickets.

 

Interns, graduate assistants, and restricted earnings coaches are considered full-time employees if they work at least thirty-two hours per week for nine months in the Athletic Department.  If they average less than thirty-two hours per week they are considered part-time employees.  However, graduate assistants may only be issued a maximum of four tickets per NCAA rules.  Volunteer coaches are not permitted to receive complimentary tickets per NCAA rules.

 

Part-time employees will have the opportunity to request two complimentary season tickets.  A part-time employee must work or be on schedule to work 250 hours annually in the Athletic Department to be classified in this category.

 

In addition to complimentary tickets, all full-time employees are eligible to purchase two season tickets at the faculty/staff rate or two single game tickets (excluding University of North Carolina at Chapel Hill and Duke University) at half of the regular price.

 

§    Men’s Basketball Coaching Staff

 

§    High School, Prep School, and Two-Year College Basketball Coaches and Recruits

 

§    Promotional or Advertising Trade-outs

 


A limited number of complimentary tickets are made available for trade-outs and other marketing needs.  The associate athletic director for marketing and promotions is responsible for approving such arrangements.  Trade-outs for newspapers, magazines, billboards, and other various advertisements are usually negotiated as an equal trade or involve Deacon Club membership/cumulative credit.  Trade-outs for radio or TV spots are also allocated on an equal trade basis for the value of the spot.   A record will be maintained in the Ticket Office of all individuals receiving complimentary tickets and the reason for issuance of tickets.

 

All trade-outs will be coordinated and approved by the associate athletic director for marketing and promotions.  When the situation warrants, the associate director of athletics for development will be incorporated into the process.  Also, a record will be maintained in the Ticket Office of all individuals receiving complimentary tickets and the reason for issuance of tickets.

 

International Sports Properties, Inc. (ISP) is guaranteed the opportunity to purchase a minimum of 525 men's basketball season tickets at one-half the regular season ticket price in locations as stated in their contract with the Wake Forest University Athletic Department.

 

Subject to availability, additional season tickets may be purchased as requested up to a total of 1,000  at half-price.  Wake Forest University will provide up to fifty complimentary individual tickets as requested by ISP to a mutually-agreeable men's basketball game for "Network Affiliates and Advertiser's Day."

 

§    Courtesy Car Dealers

 

Courtesy car dealers receive complimentary men's basketball season tickets for each car donated and have the option of purchasing additional season tickets.  Complimentary tickets are to be assigned based on Deacon Club rank or in the same locations designated for new Gold Club members, whichever is better.  Seat locations will improve as Deacon Club ranks improve.  Additional purchased tickets will be assigned in second priority sections.

 

Dealers giving more than one car will not receive their season tickets assigned together.  Tickets for each car will be assigned separately, i.e., four and four.  A dealer giving three cars may receive season tickets assigned six and six or as requested.

 

The associate director Deacon Club will be responsible for requesting and delivering these tickets under the direction of the associate athletic director for development.

  

§    Men’s Basketball Student-athletes

 

§    Men’s Basketball Recruits

 

§    Nonprofit or Charitable Organizations

 


Complimentary tickets may be issued to nonprofit and charitable organizations in accordance with NCAA rules on a space available basis for games where revenue levels or complimentary admission limits will not be affected.  Reduced rate group tickets are generally used to meet the needs of nonprofit and charitable organizations.  The associate athletic director for marketing and promotions is responsible for requesting tickets for such organizations or groups.  The director of ticket office operations is authorized to approve these requests.

 

§    Gold Card Recipients

 

This card is presented by the director of athletics to a University employee, at the time of his/her retirement, who has given special service to the Athletic Department.  The recipient receives two complimentary season tickets to all Wake Forest University home athletic contests.

 

§    Sports Information Department Media Relations

 

Selected triad radio and television sports directors and area newspapers not covered by the ISP agreement may, at the discretion of the assistant athletic director for media relations when there is not a sell out, receive complimentary game tickets. On occasions when there is not sufficient seating on media row, four seats in section 114, row A, will be assigned to the assistant athletic director for media relations for overflow.  A total of four complimentary individual game tickets will be allotted to media of the visiting team for each game.  Individuals working for Wake Forest University media operations may receive complimentary season tickets in lieu of payment for services rendered.  The assistant athletic director for media relations will submit a list of the recipients to the director of ticket office operations by November 1 of each year.

 

WAKE FOREST UNIVERSITY STUDENTS

 

Men's basketball passes for Wake Forest University undergraduate and graduate students will be issued on designated days in November in Benson Center.  Students receive one complimentary ticket each (subject to availability) and guest tickets (if available) may be purchased at a designated location for full price during the designated student ticket pick-up days. Students of the business, law, and medical schools may pick up a men's basketball pass with a current validated I.D. at locations announced each fall.

 

Admission to men's basketball games requires a current validated I.D. and a ticket stub.

 

DEACON CLUB MEMBERS

 

In order to show appreciation to the contributors, preferable seat locations in Joel Coliseum are reserved for the Deacon Club.  When the coliseum was built, 600 permanent seats were sold to Deacon Club members.  In order for members to retain these seats, they must maintain a certain giving level in the Deacon Club and purchase tickets each year.  The level of giving is determined by the number of permanent seats (super seats) they purchased.  For example, to maintain two permanent seats, a member must continue giving at the Golden W level; for four seats they must continue giving at the Scholarship level; for six seats they must continue giving at the Executive level; for eight seats they must continue giving at the Gold Club level.  One hundred additional permanent seats were sold in July 1995 called Gold Seats.  In order to retain one’s Gold Seats, a contributor must maintain at least a Gold Club membership in the Deacon Club.

 


All other seats in the Deacon Club reserved sections are reassigned each season based upon a member's rank.  The director of ticket office operations arranges ticket applications in rank order, beginning with the highest ranked Deacon Club member and assign seats working down through the last Deacon Club member's application.

 

The number of seats a member receives on first priority is determined by his/her gift level.

 

 

 

Category

 

 

Gift

 

Number of Seats

Assigned First Priority

 

Moricle Society

 

$55,000

 

12 seats

 

Coliseum Club

 

$32,000

 

Number of permanent seats in private box suite

 

Black and Gold Society

 

$12,500

 

12 seats

 

Gold Club

 

$7,000

 

10 seats

 

Executive

 

$3,200

 

8 seats

 

Scholarship

 

$1,600

 

6 seats

 

Golden W

 

$800

 

4 seats

 

Golden C

 

$320

 

2 seats

 

General

 

$125

 

2 seats

 

Student

 

$25

 

none

 

 

All tickets ordered above the maximum number allowed for each category are assigned on second priority. When all Deacon Club members' first priority tickets have been assigned, the applications requesting tickets on second priority will be arranged in rank order and the director of ticket office operations will begin with the highest rank Deacon Club member and begin the assignment process again.

 

New Gold Club members (a $5,000 annual gift) will be given the opportunity to purchase four tickets in the lower level end zone sections.  New Black and Gold Society ($10,000 annual gift) and Moricle Society members will be given the opportunity to purchase up to six lower level end zone tickets until such time that their rank would qualify them to sit in the lower level.

 

COLISEUM PRIVATE VIEWING SUITES

 

All private viewing suite holders will receive season tickets for each permanent seat located within their suite.  Additional season tickets or individual game tickets may be purchased for each bar stool located in the suite.  Additional bar stool tickets are to be ordered through the Wake Forest University Ticket Office.

 

Private viewing suite holders also have the option of purchasing season tickets outside the suite. These tickets will be assigned based on Deacon Club first priority rank.

 


AWAY GAMES

 

Complimentary tickets received from the host institution will be distributed in the following priority:

 

§    Men's basketball players.

 

§    Immediate families of men's basketball head coach, assistant coaches, and restricted earnings coach/graduate assistant.

 

§    Director of athletics (to be used for the remainder of Athletic Department staff and University officials.)

 

§    Additional requests by men's basketball staff.

 

DIRECTOR OF ATHLETICS

 

Athletic Department staff will be given the opportunity to receive complimentary tickets to away games on an availability basis.  Staff ticket requests should be submitted to the director of ticket office operations two days before the game.  Upon availability and final approval of the director of athletics, staff will be notified twenty-four hours in advance if a ticket is available.

 

TICKET PURCHASES FOR AWAY GAMES

 

If there are not enough complimentary tickets to satisfy all player requests and immediate family members of men's basketball coaches and tickets are available at the host institution, purchases from the departmental budget may be made as follows:

 

§    Coaches may purchase tickets for their immediate family (spouse and children.)

 

§    An unmarried coach may purchase one ticket for a guest.

 

Each player is limited to ten complimentary tickets even if he or she is using another player's complimentary tickets.  Player requests for complimentary tickets beyond ten must have prior approval of the director of athletics. If denied, player guest tickets beyond ten must be purchased by the player or his/her family.  Any fraudulent use of complimentary tickets will result in the withdrawal of all future privileges.

 

Purchases from the departmental budget may be made only with the approval of the director of athletics.

 

ACC AND NCAA TOURNAMENT

 

When Wake Forest University is invited to participate in a postseason tournament game, the director of athletics will use the following guidelines to distribute complimentary tickets:

 


§    Head men's basketball coach (number in his/her immediate family)

 

§    Assistant men's basketball coaches and restricted earnings coach/graduate assistant coach (number in their immediate families)

 

§    President (number in his/her immediate family)

 

§    Board of Trustees (two)

 

§    Vice presidents and provost (two)

 

§    Faculty athletic representative (two)

 

§    Executive staff (two)

 

§    Wake Forest University students (ACC sign-up; NCAA lottery)

 

§    Deacon Club members (per level of giving allotment)

 

§    Head coaches of other sports (two)

 

§    Chair of the Athletics Council (two)

 

§    Assistant coaches of other sports (two)    

 

§    Remaining Athletic Department staff (two)

 

The director of athletics reserves the right to alter the above guidelines depending upon the tournament in which the team participates.

 

INTERNATIONAL SPORTS PROPERTIES (ISP)

 

Per contractual agreements, Wake Forest University will provide ISP with the opportunity to purchase from the total Wake Forest University allotment of men's basketball ACC Tournament tickets at the regular ticket price each year.

 

WOMEN'S BASKETBALL TICKET POLICIES

 

The Athletic Department is committed to allocating and distributing complimentary admissions to athletic events in a fair and equitable manner.  All policies and procedures are consistent with University, ACC,  and NCAA  rules and regulations, and have been developed with careful consideration given to the best interests of the athletic program.  Individuals who receive complimentary admissions are responsible for reporting the value of the tickets for income tax purposes, when appropriate.


When used properly, complimentary tickets are an excellent public relations and recruiting tool.  However, misuse can result in extensive loss of revenues, as well as administrative and NCAA sanctions.  Therefore, it is essential that Athletic Department staff be knowledgeable of all constraints placed on the distribution of complimentary admissions and be sensitive to the dollar amount involved in their allocation.  Any exceptions to established policies must be approved by the director of athletics.

 

HOME GAMES

 

Complimentary tickets for revenue sports are allocated by the director of athletics on an annual basis within guidelines established by theNCAA and ACC.  The director of ticket office operations is responsible for accounting and distributing all complimentary tickets and for informing each individual requesting complimentary tickets of the rules and regulations of the NCAA, ACC and University.

 

ATHLETIC DEPARTMENT STAFF

 

Each full-time staff member of the Athletic Department will be given the opportunity to receive complimentary season tickets for the following: employee, spouse or friend, every child of the employee aged three through high school.

 

Admissions will be by University I.D.

 

Interns, graduate assistants, and restricted earnings coaches are considered full-time employees if they work at least thirty-two hours per week for nine months.  If they average less than thirty-two hours per week, they are considered part-time employees.  However, graduate assistants may only be issued a maximum of four tickets per NCAA rules.  Volunteer coaches are not permitted to receive complimentary women's basketball tickets per NCAA rules.

 

PROMOTIONAL OR ADVERTISING TRADE-OUTS

 

A limited number of complimentary tickets are made available for trade-outs and other marketing needs.  The associate athletic director for marketing and promotions is responsible for approving such arrangements.  Trade-outs for newspapers and other various advertisements are usually negotiated as an equal trade or involve Deacon Club membership/cumulative credit.

 

All trade-outs will be coordinated and approved by the associate athletic director for marketing and promotions.  When the situation warrants, the associate athletic director for development will be incorporated into the process.  Also, a record will be maintained in the Ticket Office of all individuals receiving complimentary tickets and the reason for such issue.

 

NONPROFIT OR CHARITABLE ORGANIZATIONS

 


Complimentary tickets may be issued to nonprofit and charitable organizations in accordance with NCAA rules on a space available basis for games where revenue levels or complimentary admission limits will not be affected.  Reduced rate group tickets are generally used to meet the needs of nonprofit and charitable organizations.  The associate athletic director for marketing and promotions is responsible for requesting tickets for such organizations or groups.  The director of ticket office operations is authorized to approve these requests.

 

GOLD CARD RECIPIENTS

 

This card is presented by the director of athletics to a University employee, at the time of his/her retirement, `who has been of special service to the Athletic Department.  The recipient receives two complimentary season tickets to all Wake Forest University home athletic contests.

 

MEDIA RELATIONS

 

The media relations department will be provided a limited number of complimentary tickets for each game in Reynolds Gymnasium and Lawrence Joel Coliseum.  These will be issued upon request to family members or guests of media covering Wake Forest University home events.  The assistant athletic director for media relations will monitor the use of these tickets closely in order to prevent any abuse of this policy.

 

WAKE FOREST UNIVERSITY STUDENTS

 

Wake Forest University students will be required to show a current validated I.D. for general admission seating.

 

DEACON CLUB MEMBERS

 

Deacon Club members may purchase general admission tickets from the Athletic Ticket Office or at the door.

 

AWAY GAMES

 

Complimentary tickets received from the host institution will be distributed in the following priority:

 

§    Women's basketball players.

 

§    Immediate families of head women's basketball coach, assistant women's basketball coaches, and restricted earnings coach/graduate assistant.

 

§    Director of athletics (to be used for the remainder of Athletic Department staff and University officials.)

 

§    Additional requests by women's basketball staff.

 


DIRECTOR OF ATHLETICS

 

Athletic Department staff will be given the opportunity to receive complimentary tickets to away games on an availability basis.  Athletic staff ticket requests should be submitted to the director of ticket office operations two days before the game.  Upon availability and final approval of the director of athletics, staff will be notified twenty-four hours in advance if a ticket is available.

 

TICKET PURCHASES FOR AWAY GAMES

 

If there are not enough complimentary tickets to satisfy all player requests and immediate family members of women's basketball coaches and tickets are available at the host institution, purchases from the departmental budget may be made as follows:

 

§    Coaches may purchase tickets for their immediate family (spouse and children)

 

§    An unmarried coach may purchase one ticket for a guest

 

Each player is limited to ten complimentary tickets even if he or she is using another player's complimentary tickets.  Player requests for complimentary tickets beyond ten must have prior approval of the director of athletics. If denied, player guest tickets beyond ten must be purchased by the player or his/her family.  Any fraudulent use of complimentary tickets will result in the withdrawal of all future privileges.

 

Purchases from the departmental budget may be made only with the approval of the director of athletics.

 

ACC AND NCAA TOURNAMENT

 

When Wake Forest University is invited to participate in a postseason tournament game, the director of athletics will use the following guidelines to distribute complimentary tickets:

 

§    Head women's basketball coach (number in his/her immediate family)

 

§    Assistant women's basketball coaches and restricted earnings coach/graduate assistant coach (number in their immediate families)

 

§    President (number in his/her immediate family)

 

§    Board of Trustees (two)

 

§    Vice presidents and provost (two)

 

§    Faculty Athletics Representative (two)

 

§    Executive Staff (two)

 


§    Wake Forest University students

 

§    Deacon Club members (per level of giving allotment)

 

§    Head coaches of other sports (two)

 

§    Chair of the athletics council (two)

 

§    Assistant coaches of other sports (two)

 

§    Remaining Athletic Department staff (two)

 

The director of athletics reserves the right to alter the above guidelines depending upon the tournament in which the team participates.

 

 

7.30   TRAVEL

 

Official travel is defined as that which is essential to transact University business.  Individual travel covers all approved travel by departmental staff on official University or departmental business.  Travel in this category includes, but is not limited to, such activities as recruiting, professional meetings, fund-raising events, and speaking engagements.  All travel expenses must be within budget constraints.  Staff members may not claim expenses which are covered by an outside source and reimbursement requests are to be supported by the appropriate documentation.

 

Specific information pertaining to the recruitment of prospective student-athletes will be documented on the recruiting contact/evaluation and/or the telephone log form(s) and recorded into the compliance recruiting software.  All recruiting information will be recorded by the designated support staff.  In addition, each coach is responsible for documenting in writing to the Athletic Business Office all recruiting expenses incurred for each recruiting trip.  The assistant athletic director for compliance will review and sign all recruiting travel expense reports.

 

§    Recruiting Purposes

 

The head coach of the designated sport may allow an authorized staff member to travel for recruiting purposes. Related expenses must be within approved budget allocations for each sport.  Therefore, the amount of recruiting, mode of transportation used for recruiting, and other recruiting travel expenses are constrained by budgetary guidelines. 

 

§    Non-Recruiting Purposes

 


Travel requests for non-recruiting purposes must be approved by the individual's immediate supervisor.  Approval is based on the availability of funds and the benefit derived from such travel for the athletic program.  Before a staff member commits to attend a clinic or conference, the individual's immediate supervisor should be consulted. 

 

§    Speaking Engagements

 

Staff members are encouraged to accept speaking engagements which might enhance the marketing and public relations efforts of the athletic program.  However, every effort should be made to minimize expenses related to speaking engagements so as to avoid any cost to the Athletic Department.  Reimbursement for expenses incurred in association with speaking engagements or while making public appearances as a representative of the Athletic Department is subject to the following limitations:

 

×          The purpose of the speech must concern some aspect of the athletic program, Wake Forest University, or recognized sports associations or organizations.

 

×