Grievance Procedure for Student-Athletes

Grievance Procedure for Student-Athletes

The following procedures have been established to help guide a student-athlete through a potential grievance with an Athletics Department staff member, so that the matter may be settled in an expedient and professional manner:

1. 
   The student-athlete should meet with the staff member with whom he/she has a grievance.
   
2. 
   If the grievance is not resolved to the satisfaction of the student-athlete, the student-athlete should write a statement in full detail about the grievance and submit that statement to the Director of Athletics. The Athletic Director’s office will then set up an appointment between the student-athlete and the Athletic Director.
   
3. 
   After the first meeting between the student-athlete and the Director of Athletics, a second meeting may be called to include the person against whom the grievance has been filed.
   
4. 
   If the grievance is still not resolved to the satisfaction of the student-athlete, the student-athlete may submit his/her statement to the Vice President for Student Affairs. The Vice President will respond to the student within five (5) working days and may subsequently call for a meeting with any or all of the aforementioned parties.
   
5. 
   If the grievance is still not resolved to the satisfaction of the student-athlete, he/she may submit a written appeal to the President.
   

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  Never post personal address or residence hall location;
  
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  Avoid posting personal and cell phone numbers;
  
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  Do not make references to alcohol or drugs in photos, blogs, personal information, etc.; remember it is Illegal to consume alcohol under the age of 21. Please refrain from posting pictures of minors and alcohol.
  
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  Do not post explicit pictures;
  
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  Do not post photos or images that place Georgia College, its faculty, staff, students, and community in a negative image;
  
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  Do not post negative references to your teammates, coaches, athletics administrators, GC faculty/staff, or the university itself;
  
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  Logos and pictures posted on www.GCbobcats.com are copyrighted and may not be used without expressed written permission;
  
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  Do not post references to infractions of team rules.
  

If a GC student-athlete posts any of the above mentioned items, violates or appears to violate college policy, team policy, state law, or federal law, disciplinary action may be taken.

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  Are comfortable with your information being viewed on the Jumbotron in Times Square?
  
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  Is your content something a grandparent or eight year old child would be comfortable with?
  

Hazing

The GCSU Athletic Department will not tolerate any type or degree of hazing. For the purposes of this policy, hazing is defined as any action taken or situation created as part of initiation to or continued association with a team, which produces or could be expected to produce mental or physical discomfort, harm, stress, embarrassment, harassment, or ridicule. This applies to behavior on and off college/athletic premises.

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   Submit information relating to eligibility;
   

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   Give written consent to disclose education records to an authorized representative; and
   

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   Give permission to be tested for drugs-both NCAA and Georgia College testing.
   

Failure to complete and sign the statement annually will result in ineligibility for participation in all intercollegiate competition.

Every student-athlete participating in intercollegiate competition at GC has an obligation to know and abide by NCAA and University regulations. To avoid intentional and inadvertent rules violations, you need to be aware of the rules that govern intercollegiate athletics. All infractions are contrary to our commitment to integrity, impede progress toward competing for conference championships and may jeopardize your eligibility to participate. Direct all questions to the GC Compliance Office.

The NCAA regulates intercollegiate athletics to maintain integrity, amateur status and sportsmanship. Maintaining, enhancing and improving integrity within intercollegiate athletics helps to protect the physical and educational welfare of the student-athlete. Every regulation is developed with the intent to establish a high standard of honor and dignity within the intercollegiate athletic setting.

With the large number of NCAA rules and regulations, it is possible that at some point during your enrollment at GC you will either break a NCAA rule or know someone who breaks a rule. Each student-athlete is responsible for his/her violations of NCAA rules and regulations during the recruitment process and participation in college. If you have broken a rule or know someone who has broken a rule it is your responsibility to report this violation to the NCAA Compliance Coordinator. The NCAA is very forgiving and is not out to destroy a program. However, they do not look favorably upon repeat violations or cover-ups. If you are questioned about a possible violation, you are required to reveal whatever knowledge you have about the possible violation. If you have any questions about NCAA rules or possible violations, please ask your coach, the Athletics Director, the Faculty Athletic Representative or the NCAA Compliance Coordinator.

Should a student-athlete or parents be contacted by an agent, the first thing is to instruct the agent to contact the Department of Athletics to arrange for a special counseling panel in which advising may take place.

You will lose your amateur status, and be declared ineligible if subsequent to full-time enrollment at a collegiate institution you:

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  Use your athletic skills (directly or indirectly) for pay, in any form,
  
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  Accept or the promise of pay, in any form, even if such pay is to be received after the completion of your intercollegiate athletic eligibility,
  
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  Sign a contract or commitment of any kind to participate on a professional athletic team,
  
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  Receive any form of financial assistance or reimbursement of expenses from a
  

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  Competed on any professional athletics team
  
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  Enter a professional draft
  
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  Entered into an agreement with an agent.
  

As a student-athlete, you must reflect the high standards of honesty, integrity, and good sportsmanship at all times. Your actions not only reflect on yourself, but also on Georgia College and the Athletics Department. You may be deemed ineligible if you have conducted yourself unethically by evading department, University or NCAA rules and regulations. Remember to think before you act.

An extra benefit is any special arrangement by an institutional employee or booster that provides a student-athlete or a student-athlete’s relative or friend with a benefit not authorized by the NCAA. Receipt by a student-athlete of an award, benefit or expense allowance not authorized by the NCAA legislation renders the student-athlete ineligible. As a student-athlete at GC, you are permitted to receive expenses that are directly related to travel and competition while representing GC as well as the expenses listed in your scholarship agreement. However, receipt of any monetary or tangible benefit or award from persons outside of the athletic department is NOT permitted.

By the 1st of July each year, the student-athletes will receive a letter from the Financial Aid Office stating the status of their scholarship, i.e., renewal, non-renewal, or revision to the original grant in aid. Upon receipt of this acceptance letter, the student-athlete must sign and return it to the Athletic Director’s office. If a student-athlete’s scholarship has been reduced or canceled, a hearing may be requested as provided by NCAA regulations. The student-athlete must submit in writing to the Office of Financial Aid a request for the hearing. A meeting will be set with the student-athlete and the Financial Aid Committee. The Financial Aid Committee will then have final say as to whether the appeal is upheld. Questions or concerns regarding a student-athlete’s financial aid should be directed to the Director of Financial Aid.

The NCAA opposes all forms of gambling and adamantly opposes all forms of sports gambling. Please report any activity to your coach and the Compliance Office immediately.

During the academic year, student-athletes are not permitted to compete as a member of any outside team in any non-collegiate, amateur contest. This does not include official vacation periods recognized by the University (i.e. holidays, spring break, summer, etc.) There are limited exceptions to this rule, but student-athletes should not compete on outside teams without checking with your coach or director of compliance. In men’s and women’s basketball, student-athletes are never permitted to play in any organized outside basketball competition during the academic year while representing the University.

Each sport has its declared playing and practice season. This season may be broken into two segments, the championship season (segment when the NCAA championship is conducted) and the non-championship season (other segment).

During the playing season, a student-athlete’s participation in countable athletically related activities (i.e. practice, competition, strength and conditioning, film review, etc.) is limited to maximum of (4) hours per day and 20 hours per week. One day off per week is required. Time spent with team travel is not considered an athletically related activity and may be counted as the required day off. These limits do not apply during vacation periods or during pre-season training prior to the start of the fall or spring semesters.

During the academic year when teams are out of season, student-athletes may be required to participate in conditioning activities for a maximum of eight hours per week with only two of those hours permitted on individual skill instruction.

You may voluntarily exceed the four (4) hours per day, 20 hours per week, or the eight (8) hours per week on your own. However, this cannot be at the direction or under the supervision of your coach. Athletic insurance does not cover injuries incurred in voluntary sessions.
PROMOTIONAL ACTIVITIES

You are not permitted to use your name or picture to directly advertise, recommend, or promote the sale or use of a commercial product or service. Also, you may not receive any form of payment for endorsing a commercial product or service through the use of the product or service. This applies to appearances on radio, television, or print media. This does not apply to squad pictures that are used on posters, programs or promotional brochures issued by the Athletic Department.

As a student-athlete at GC, you play an important role in the recruitment of prospective student-athletes, whether you are meeting with or serving as a student host for prospective student-athletes. Your actions will give prospective student-athletes the most accurate view of the role of a student-athlete at GC. It is important that you represent GC, your teammates and coaches in the best possible manner when interacting with prospective student-athletes.

Student-athletes are allowed a maximum of four seasons of intercollegiate competition that must be completed within 10-semesters of enrolling full-time.

The studentathlete must allow an adequate amount of time to receive treatment. Care is provided on afirst come, first serve basis. Student-athletes will be expected to receive as many treatments per day as directed by the athletic trainer. Failure to complete the prescribed treatment or rehabilitation plan will be reported to the head coach for disciplinary action, if necessary. It will be assumed that the student-athlete is fully recovered and able to return to full activity, or that he/she no longer desires to participate if treatment is discontinued without permission of the team physician or certified athletic trainer. The student-athlete is only returned to unlimited participation status upon the approval  of the team physician or certified athletic trainer.  Under no circumstances are you to treat yourself. Someone on the athletic training staff will supervise all treatment programs and will make any changes as necessary.

Any athletes desiring to be taped for participation should be involved in a daily rehabilitation routine. Taping does not add to strength, flexibility, or endurance, and the stability of taping is much less than that gained through a rehabilitation program. Any prescribed rehabilitation exercises should be completed prior to being taped. Rehabilitation programs are not required on game days.
Injury/Illness Evaluation

All injuries or illnesses should be reported to the Athletic Training staff no later than 9:30 am the following day. Ideally, all injuries/illnesses should be reported immediately to the athletic trainer assigned to the respective athlete’s team. Athletes who do not report an illness/injury in a timely manner, will be assumed to be ready for full participation that day. Athletes reporting an illness may be directed to Student Health Services. If further evaluation is indicated, the staff there will refer the athlete to a physician if indicated.

The Athletic Training Room will be open at least 1 hour prior to a practice or game and 30 minutes afterwards. Regular Athletic Training Room hours will be posted each semester outside the door of the Athletic Training Room.

Student-athletes are expected to notify the Athletic Training staff of any injuries or illnesses that occur during their time as a GCSU athlete, including but not limited to the following: concussions, heat illness, orthopedic injuries, and cardiac conditions. Notifying the Athletic Training staff in a timely manner of any injury or illness will help in securing appropriate treatment, and withholding this information may expose the student-athlete to potentially more damage and/or a longer recovery.

If a staff member is needed after normal working hours, athletes should call the Athletic Training Room (478-445-1787) and the call will be forwarded to the appropriate staff member.
Physician Referrals 

The athletic training staff is supervised by a physician who is recognized by the NCAA as the final authority on the health status and availability for participation of GCSU athletes. Injured or student‐athletes will be referred to local physicians on staff at Oconee Regional Medical Center in Milledgeville or OrthoGeorgia in Macon unless extenuating circumstances necessitate a different provider. GCSU Student Health Services will be utilized as well for referral of illnesses.

All student‐athletes must be seen and evaluated by a GCSU certified  athletic  trainer  before a  referral  to  a  physician will be made. A GCSU certified athletic trainer (ATC) must authorize and properly refer all student-athletes to see a physician when necessary. If a student-athlete chooses to see a physician or other medical consultant and/or undergo a diagnostic test without prior authorization from a member of the GCSU athletic training staff, GCSU Athletics will not be responsible for any medical bills incurred. 

Whenever a physician referral is needed or is discussed amongst the sports medicine staff as a serious and realistic option, the staff should inform and discuss with the appropriate Head Coach.  Ideally, the Head Coach should be informed of the decision prior to contact with the student-athlete.  In the event that the student-athlete is notified first, contact with the Head Coach should be made or attempted during the same day. At the very latest, contact should be made within 24 hours of the initial discussion.  The need for the discussion is to keep the sports medicine staff, coaching staff, and the student-athlete informed as a plan develops.  The sports medicine staff has final say on medical issues. 

Ideally, the coach should be informed in person that a physician appointment is likely for an athlete. This information should also be included in the weekly injury summaries, but the summary and the verbal notification should both take place.

If a student‐athlete and/or his/her parent(s)/guardian(s) desire another physician's opinion on an injury or medical condition related to participation in GCSU Athletics, a GCSU certified athletic trainer will make arrangements for the second opinion with a physician acceptable to both the student-athlete and the GCSU athletic training staff. For coverage by the GCSU Athletics insurance policy, normal referral procedures from the athletic training staff must be followed as stated above.  

The student athlete's insurance coverage will be considered as primary coverage for all athletics related injuries and/or illnesses.  The student athlete must provide a copy of their insurance card prior to any medical referral.  This policy includes any insurance coverage carried by international student-athletes at GCSU.

A catastrophic insurance program for GCSU student-athletes is provided by the NCAA. This policy only applies to claims made from catastrophic injuries that are directly related to participation in NCAA-sanctioned sports.

It is the studentathlete's responsibility to understand the conditions that apply to their policy and comply with any requests for information, etc. from the primary insurance  company.  Privacy rules prevent the Athletic Department from receiving bills related to athletic injuries. All bills will go to the patient/athlete. It is the responsibility of the athlete to deliver all bills to the athletic training staff as soon as possible.

If a student athlete's primary insurance is an HMO, the GCSU athletic training staff strongly encourages the student athlete and/or his/her parent(s)/guardian(s) to  change the primary care physician (for the student-athlete only) to a GCSU team physician or other local  physician considered to be in network for that plan. This will allow the student-athlete to initiate care for a medical condition much more efficiently and effectively.

The GCSU athletic training staff must receive notice of any changes to a health insurance policy as soon as they occur. If proper notification is not received, the GCSU Athletic Department will not be responsible for any delays in payment, collections notices, credit reports, etc. that occur.