W&M Athletic Department Policies and Procedures

POLICY AND PROCEDURE MANUAL
Department of Intercollegiate Athletics

To reference the policies and procedures below either scroll through the listing or click on the appropriate heading in the Navigation Menu. Click on the specific section heading or appendix title to open that file in .pdf format. To download a free copy of Adobe Acrobat Reader, click here.

**Navigation Menu**
Section 1: Introduction and Overview	Section 6: Facilities	Section 11: Public Affairs
Section 2: Personnel Policies	Section 7: Scheduling/Game Contracts	Section 12: Ticket Procedures and Priorities
Section 3: General Office Procedures	Section 8: Team Management	Section 13: Compliance
Section 4: Financial Policies	Section 9: Student-Athlete	Section 14: Camps and Clinics
Section 5: Travel Policies	Section 10: Health Services

Frequently Used Forms/Information

Managing Fillable Forms: PDF Forms cannot be saved electronically; complete and print only. Word Template (.dot) and Word Document (.doc) forms complete and use "Save As" command to save an electronic copy. Excel Forms (.xls) use "Save As" command and save to hard drive prior to entering information.

ROSTER MANAGEMENT	RECRUITING	ADMINISTRATION	SCHEDULE/ OTHER
Roster Add (pdf)	PSAE (pdf)	Travel Authorization Advance	Facilities Forms
Roster Drop (pdf)	Admission Referral Request (pdf)	Travel Reimbursement Voucher	Practice Reporting Forms
Roster Limits by Sport (pdf)	Official/Unofficial Visit Preapproval Form(pdf)	Travel Reimbursement Voucher Continuation Form	Camp Forms and Information
Voluntary Termination of Aid (pdf)	Post Official Visit Summary Form	Reimbursement Form	Camp Employee Background Check
Tryout Procedures and Form	NLI Request (pdf)	Checklists -- Pre-Season
	Financial AidAgreement Form/Info	Checklists -- Post Season
		Employee Exit Form
		Employee Clearance Forms: Professional
		Employee Clearance Forms: Classified, Operational, Hourly
		Meals Per Diem Form

Section 1
INTRODUCTION AND OVERVIEW

MISSION STATEMENT
ATHLETIC DEPARTMENT GOALS
GOVERNING AUTHORITIES AND ADVISORY BOARDS
SCOPE OF THE PROGRAM
INSTITUTIONAL STRATEGIC PLAN
NCAA ATHLETICS CERTIFICATION

APPENDICES

A. STATEMENT OF ATHLETIC POLICY

B. ATHLETIC POLICY ADVISORY COMMITTEE

C. NCAA FACULTY ATHLETIC REPRESENTATIVE RESPONSIBILITIES

D. ATHLETIC ACADEMIC SUPPORT ADVISORY BOARD

E. STUDENT ATHLETIC ADVISORY COUNCIL

F. INSTITUTIONAL STRATEGIC PLAN: Six Challenges

G. NCAA ATHLETIC CERTIFICATION ACTION PLANS

a. Compliance and Governance Plan

b. Academic Integrity Plan

c. Equity and Minority Plan

H. POLICY FOR ADDING NEW SPORTS

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PERSONNEL POLICIES

DEPARTMENTAL ORGANIZATION
POSITION CLASSIFICATIONS
CODE OF LEADERSHIP
EXTERNAL EMPLOYMENT
EMPLOYEE BENEFITS
CONTRACT CYCLE AND PERFORMANCE EVALUATIONS
ANNUAL LEAVE
OVERTIME
PERSONNEL SEARCH PROCEDURES - CONTRACT
PERSONNEL SEARCH PROCEDURES - CLASSIFIED
TERMINATION/RESIGNATION
RESTRICTED EMPLOYEE BENEFITS

APPENDICES

A. ORGANIZATIONAL CHART

B. POLICIES AND PROCEDURES REGARDING EMPLOYMENT AND PERFORMANCE REVIEW OF ADMINISTRATIVE AND PROFESSIONAL FACULTY

C. CODE OF LEADERSHIP

D. WORKER’S COMPENSATION

a. Accident Report Form

b. Approved Medical Providers

E. TUITION WAIVER
F. COACH SELF REVIEW FORM

G. EVALUATION SUMMARY FORM

H. CLASSIFIED POSITION/EVALUATION FORMS

a. Position Description

b. Physical Requirements

c. Development Plan and Evaluation

I. POSITION REQUEST AND SEARCH PROCEDURES

J. CHARGE TO SEARCH COMMITTEE

K. EXIT INTERVIEW FORM

L. COLLEGE CLEARANCE FORMS

a. Professional Administrative/Faculty Form

b. Classified/Hourly Form

M. COURTESY CAR GUIDELINES

N. CELL PHONE PROGRAM
O. EXTERNAL PAID EMPLOYMENT
P. GOALS AND SMART TASKS

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GENERAL OFFICE PROCEDURES

OFFICE SCHEDULE
DISBURSEMENT AND RETURN OF KEYS
PARKING
MAILROOM OPERATIONS
TELEPHONES
OFFICE EQUIPMENT
OFFICE SUPPLIES
INCLEMENT WEATHER

APPENDICES

A. POSTAL SERVICE MAIL AUTHORIZATION FORM

B. UPS PROCESSING PROCEDURES

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FINANCIAL POLICIES

BUDGET DEVELOPMENT
BUDGET DEVELOPMENT PROCEDURES
INDIVIDUAL ADMINISTRATIVE BUDGET PROCEDURES
CONTROLS
PROCESSING DEPOSITS
PROCESSING REIMBURSEMENTS
PETTY CASH FUNDS
PROCUREMENT PROCEDURES
INDEPENDENT CONTRACTORS
NEW VENDORS - FEDERAL W-9 FORM
ATHLETIC EDUCATIONAL FOUNDATION (AEF)-TRIBE CLUB

APPENDICES

A. BUDGET WORKSHEETS

Administrative Budget Proposal Worksheet

Team Budget Proposal Worksheet

B. PROCESSING DEPOSITS

C. PETTY CASH

a. Petty Cash Request Form

b. Processing Petty Cash

D. AEF ACCOUNTS –INTEREST/SERVICE FEES

E. BOOSTER CLUB POLICIES

F. REIMBURSEMENT REQUESTS

a. Reimbursement request form

Procedures for a Reimbursement Request

G. TAX EXEMPT FORM
H. INDEPENDENT CONTRACTOR PAYMENT FORM
I. STUDENT EMPLOYMENT FORM

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Section 5
TRAVEL POLICIES

TRAVEL SUMMARY
TEAM TRAVEL GUIDELINES
PLANNING TRAVEL
TRAVEL AUTHORIZATION/ADVANCE FORM
TRAVEL ITINERARY
EXPENSE REIMBURSEMENT
RECRUIT VISITS-TRAVEL POLICIES

           APPENDICES
                 A. PROCESSING INDIVIDUAL, TEAM AND RECRUIT TRAVEL
                     B. VAN/TRAVEL POLICY
                             a. Van Operators Checklist
                              b. Vehicle Use Acknowledgement Form
                                c.   State/Rental/Personal Vehicle Policy
                   C. TRAVEL AGENCIES AND BUS CONTRACTS
                              a. Approved Travel Agents & Contracted Providers
                          b. Athletics Bus Contract Information
               D. LODGING & MEALS EXPENSE GUIDELINES AND LIMITS
                            a. Per Diem Receipts
                     E. TRAVEL AUTHORIZATION ADVANCE FORM
                     F. PROCESSING TRAVEL AUTHORIZATION/ADVANCE
                   G. TRAVEL REIMBURSEMENT VOUCHER FORM
                     H. GUIDELINES FOR COMPLETING THE TRAVEL VOUCHER
                     I. RECRUIT OFFICIAL/UNOFFICIAL VISIT FORMS
                               a. Official/Unofficial Visit Pre-Approval Form
                               b. Post Official Visit Summary Form
                   J. CONVENTION TRAVEL GUIDELINES
                   K. TEAM TRAVEL ITINERARY TEMPLATE
                     L. HOTEL DIRECT BILL

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Section 6
FACILITIES

FACILITY OVERVIEW
FACILITY REQUESTS- ATHLETIC MANAGED VENUES
FACILITIES REQUEST- OTHER COLLEGE VENUES
RENTAL RATES ATHLETIC VENUES
FACILITY SCHEDULING RECORDS
FACILITIES MAINTENANCE
EVENT MANAGEMENT
MESSAGE BOARD – WILLIAM AND MARY HALL

APPENDICES

A. FACILITIES OVERVIEW

B. WMH ATHLETIC SPONSORED EVENT

C. RENTAL RATE SHEET FOR ATHLETIC VENUES

D. FACILITY REQUEST FORM OTHER COLLEGE VENUES

E. RENTAL RATES WMH HIGH SCHOOL PROGRAMS

F. RENTAL PLUMERI PARK BOX

WMH MESSAGE BOARD REQUEST FORM

H. WORK ORDER REQUEST FORM
I. FACILITY REQUEST-ATHLETIC MANAGED VENUES

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SCHEDULING/GAME CONTRACTS

SCHEDULING GUIDELINES
SCHEDULING PROCEDURES
APPROVAL PROCESS/PLAYING SEASON/CONTRACTS
CONFERENCE (CAA) SCHEDULING REGULATIONS
SPORTS MEDICINE/OPERATIONS COVERAGE
INCLEMENT WEATHER PRACTICE RELOCATION POLICIES
INCLEMENT WEATHER – COMPETITIONS
LIGHTNING POLICY
INCLEMENT WEATHER – CLASSES CANCELED
PRACTICE REPORTS

APPENDICES

A. SCHEDULING GUIDELINES

B. BLOCK SCHEDULE SHARED USE/ATHLETIC VENUES

C. PLAYING SEASON DECLARATION FORMS

a. Information for completing Playing Season Declaration

D. RELOCATION PLAN BUSCH FIELD

E. BASEBALL RESCHEDULING POLICY

F. LIGHTNING POLICY

G. PRACTICE REPORTING FORMS

a. Men's Basketball

b. Women's Basketball

c. Football

d. Individual Sports

e. Team Sports
f. Baseball

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TEAM MANAGEMENT

ROSTER MANAGEMENT
TEAM RULES
SPORTSMANSHIP POLICY
HAZING STATEMENT
TRANSFER REGULATIONS
ADMINISTRATIVE CHECKLISTS--COACHES
TEAM BUILDING ACTIVITIES
COACHES MEETINGS
DEPARTMENTAL AWARDS PROGRAM/STATEMENT LETTERING REQUIREMENTS

APPENDICES

A. ROSTER NUMBERS

B. ADD AND DROP FORMS

a. Roster Add Form

b. Roster Drop Form

c. Voluntary Termination of Aid Form

C. SPORTSMANSHIP

a. CAA Sportsmanship Policy Statement

b. CAA Ejection Report Form

D. HEARING POLICIES AND PROCEDURES FOR NCAA TRANSFER REGULATIONS

E. DENIAL OF PERMISSION TO SPEAK OR DENIAL OF ONE TIME TRANSFER EXCEPTION
F. CHECKLISTS-PRESEASON AND END OF THE YEAR

a. Pre Season Checklist

b. End of Year Checklist

G. TEAM BUILDING ACTIVITY PLAN

H. DEPARTMENTAL AWARDS

I. STATEMENT LETTERING REQUIREMENTS

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STUDENT-ATHLETE

APPENDICES

A. ADMISSIONS REFERRAL REQUIREMENTS

B. PSA PRELIMINARY ADMISSIONS EVALUATION FORM

C. ADMISSION REFERRAL ALLOCATIONS

D. ADMISSION REFERRAL REQUEST FORM

E. SAMPLE ADMISSIONS COMMITTEE SUPPORTING DOCUMENTATION

F. BOOK SCHOLARSHIP PROCUREMENT AND RETURN PROCEDURES

G. NATIONAL LETTER OF INTENT REQUEST FORM

H. FINANCIAL AID AGREEMENT

I. FINANCIAL AID NON-RENEWAL
a. Hearing Policies & Procedures for Non-Renewal or Cancellation of Financial Aid
b. Appeal Hearing Request Form

J. ALLOTMENT REQUEST FORM

K. CLASS ATTENDANCE POLICY

L. POLICY COMPETITION DURING EXAMS

M. SUMMER SCHOOL REQUISITION FORM
N. SUMMER SCHOOL GIA PERFORMANCE CONTRACT

O. APPLICATION FOR SUMMER SCHOOL GIA-INCOMING FRESHMEN
P. POLICY STUDENT PARKING WAIVERS-ATHLETICS

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HEALTH SERVICES

SPORTS MEDICINE PROGRAM
SPORT PSYCHOLOGY SERVICES
SPEED, STRENGTH AND CONDITIONING

APPENDICES

A. PROTOCOLS -PLANNING PRACTICE COVERAGE

B. TRYOUT PROCEDURES AND FORM

C. HEAT POLICY

D. LIGHTNING POLICY

E. CATASTROPHIC EMERGENCY RESPONSE PLAN

F. POLICY MANUAL SPEED, STRENGTH & CONDITIONING

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PUBLIC AFFAIRS

SPORTS INFORMATION
MARKETING AND PROMOTIONS
SPECIAL EVENTS

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TICKET PROCEDURES AND PRIORITIES

OFFICE POLICIES
PLANNING CALENDAR
PRIORITY AND PRIVILEGES
PROCESSING TICKET REQUESTS

APPENDICES

A. STAFF TICKET POLICY

B. TEAM PASS LIST POLICIES AND PROCEDURES

C. TEAM PASS LIST FORM

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Section 13
Compliance
COMPLIANCE

INDIVIDUAL COMPLIANCE RESPONSIBILITIES
RULES EDUCATION PROGRAM
INTERPRETATION PROCESS
MAJOR COMPONENTS OF COMPLIANCE
INFRACTIONS
INSTITUTIONAL CONTROL

        APPENDICES
                    A. ACADEMIC PROGRESS REPORT 2005-06
                    B. ACADEMIC PROGRESS RATE REPORT - COVER SHEET
                    C. FEDERAL GRADUATION RATE 2000-01

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Section 14
CAMPS AND CLINICS

APPENDICES
          A. PLANNING CHECKLIST
          B. INTEREST APPLICATION
          C.  NCAA GUIDELINES
          D. CAMP/CLINIC DESCRIPTION FORM
          E. EMPLOYMENT CONTRACT
          F. CAMP STAFF PAYROLL REQUEST/STAFF SUMMARY FORM
          G. ROSTER FORM
          H. DISCOUNTS
                 a. Individual Discount Report
                   b. Group Discount Report
          I.    NON-INSTITUTIONAL CAMPS
               a. Athletics Staff Members Employment
             b. S/A Employment Noninstitutional Camp
          J. PRE-CAMP INSURANCE CONFIRMATION
        K. POST EVENT EVALUATION FORM
        L.   CAMP INCOME STATEMENT
        M. CAMP REFUND REQUEST FORM
        N. CAMPER INFORMATION FORM
          O. HEALTH CARE SERVICES - CAMPS
        P. INJURY REPORT FORM
        Q. SAMPLE CONFERENCE SERVICES CONTRACT
        R. CONFERENCE FEES STRUCTURE
        S.    INDEPENDENT CONTRACTOR INFORMATION
        T. INDEPENDENT CONTRACTOR CHECK REQUEST
        U. CONFERENCE SERVICES GUEST INFORMATION
          V. VAN RENTAL REQUEST FORM
        W. CAMP EMPLOYEE BACKGROUND CHECK

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Department of Intercollegiate Athletics
P.O. Box 399
Williamsburg, VA 23187