Table of contents section #

5. 
   Continuing award notification will be provided to the Financial Aid office. You will be asked to supply a list of student-athletes you believe will be returning the following year by May 1st.
   

Once it is determined that a recruit may receive a specific athletic financial aid award, then the recruit may be notified. The Director of Financial Aid, in accordance with NCAA regulations, will send formal grant-in-aid letters and agreements to all recruits who will be receiving grants. This will normally be done during the National Letter of Intent signing period.

1. 
   the student-athlete maintains academic eligibility,
   
2. 
   the student-athlete progresses towards a degree,
   
3. 
   the student-athlete maintains membership on the intercollegiate team for which financial aid was awarded, and
   
4. 
   the student-athlete remains eligible according to current NCAA regulations.
   

B) Fraudulently misrepresents any information on an application, letter of intent or financial aid agreement.

C) Engages in serious misconduct warranting substantial disciplinary penalty.

D) Voluntarily withdraws from a sport for personal reasons. If the recipient withdraws from a sport for personal reasons prior to the institution's first competition in that sport, reduction or cancellation may occur immediately.

agreement, and would permit the institution to cancel or reduce the financial aid.

1. 
   Non-scholarship Student-athletes may receive athletic aid in subsequent years, with permission from the Director of Athletics.
   
2. 
   Proven extreme financial aid situations that are determined by financial aid with documentation.
   

Note: Exchange rate fluctuation is not a valid reason for increasing athletic aid.

over-expenditures.

After budgets are approved by the Vice President for Administration and the Director of

Athletics, coaches may order supplies, equipment and other items needed for their program through the Associate Athletic Director - Operations.

.

Sponsorship programs with ADPRO Team Sales affect what items can be purchased from other vendors. The Associate Athletic Director has final approval on which outside vendors will be approved for use.

· Employee is responsible for payment and reimbursement for credit card.

· A copy of the HSBC bill, all receipts for charged items, along with an

expense certification form, should accompany all check requests.

· The university’s name is affected by delinquent payments.
Mileage Reimbursement
Employees will be reimbursed the standard mileage reimbursement rate which is established yearly in the Business Services office.
Employment Exit Procedures:
All employees are required to have an exit meeting with the Director of Athletics and the Office of Human Resources. During the meeting with the Human Resources, employees are expected to turn in laptop computers, if issued, credit cards, parking hang tags and keys.

Equipment Purchasing
The department wide equipment policy is as follows:
The university budgets will cover – Wind suits for cross country

Wind suits for swimming

travel suits

sweatshirts

team travel bags

• 
  Get a Purchase Requisition form from the athletic secretary, online at
  

• 
  All information in the top section MUST be completed. The middle section needs DETAILED descriptions and catalog numbers.
  
• 
  Return to sport supervisor for approval and processing. Expect a 4-5 day lead time for orders to be completed.
  
• 
  Have the goods delivered to the athletic office where you should inventory them and promptly advise the Associate Athletic Director - Operations of their receipt.
  
• 
  Keep a master inventory list.
  
• 
  Return all items to the equipment room or otherwise account for all items with the equipment manager at the end of the season.
  

Uniforms, equipment, etc., are not yours or the student-athletes, but are the property of Niagara University unless, of course, things such as footwear, warm-ups and bags are purchased by the student-athletes themselves or team revenue accounts.

Annual team purchases:
No purchases or payments or any kind should be made on behalf of a Niagara University athletic team or camp unless it is through a university account. University accounts include revenue accounts established for your team by the Department of Athletics. Anyone found using an unauthorized account (i.e. personal checking account or credit union account) would be found in violation of NCAA rules. This infraction will be self-reported to the NCAA, the account will be closed, and a written reprimand or letter of admonishment will follow.

Uniform &Apparel

Approval Form
Before ordering team apparel, you must first receive approval from the sport supervisor. All apparel should be in the colors of Niagara University, which is purple and white. Please circle what you are purchasing and the colors you plan to order. If possible, please attach a picture of the product. Include what brand, color and where the product had been ordered from. Note: ADPRO is our contracted vendor. If we are ordering anything from outside of ADPRO, it must include an email from ADPRO waiving the requirement.
Uniform:
Jersey
Shorts/Skirt/Pants

Warm-Ups:
Warm-up Tops
Warm-Up Pants

Sweatshirt
Sweat Pants

Travel Suits:
Jacket
Pants

________________________________ ____________________________

Associate Athletic Director-Signature Date

SECTION 9

SCHEDULING


SECTION 10

TRAVEL

ARRANGEMENTS

ATHLETIC TEAM TRANSPORTATION POLICIES
When planning the mode of transportation for team travel, several factors are taken into account. These include length of the trip, competition schedule, time of day of travel and amount of equipment.
Van Transportation
Vans will be used in the following cases:
1. Trips of eight or fewer team members, regardless of distance or type of

competition. In some cases, a professional driver may be necessary.

2. Travel parties more than 25.

3. Hockey teams.

4. Basketball teams.

1. 
   Student must be over 21years old to drive for Niagara University.
   

3. Student must take a defensive driving course provided by the university.

(Certification policy requirement, 1997)

.

TEAM TRAVEL ARRANGEMENTS REQUEST FORM

_____________________________________ RETURN

1. TEAM NAME: Write in your sport.

2. DEPARTURE DATE: Date team will leave for game.

3. DEPARTURE TIME: Approximate team departure time on departure date.

4. GAME DATE: Competition date with the opponent.

5. GAME TIME: Official starting time on the contract

6. OPPONENT: School to be played. Please note alternate site if game will be played at another site.

7. NUMBER IN TRAVEL PARTY: Fill in the sport team and travel party size for the season.

8. TRANSPORTATION: Please see athletic team travel policy.

9. TEAM LODGING NEEDS:

b) Check-in date

c) Checkout date

d) Approximate arrival time on check-in date

Lunch $7.00

Dinner $9.00
For hockey and basketball, per diem will be $25.00 per day or

Breakfast $6.00

Lunch $8.00

Dinner $11.00

Hospitality Services

From: Mark McKibbin

Subject: Pre-Game and Travel Meals

Date: March 30, 2006

1. 
   One week notice for all pregame meals will be required. This allows us to schedule staff and order the food necessary.
   

2. 
   If requested meal is outside of our normal operating hours, all hourly labor costs will be charged to the appropriate team. This amount will vary according to the employee(s) working and the number of employee(s) needed.
   

3. 
   All resident students may use their meal plans for the pregame and/or travel meals
   

4. 
   All non resident students, the team will be charged for the appropriate meal, unless the resident student(s) donate a meal from their meal plan for the nonresident student. If this is done, the coach must provide us with the resident student’s approval and signature for each pregame and/or travel meal. Photo copies of these signatures will not be accepted. (This policy is in place, as students sometimes were unaware that they were donating meals, until they ran out of meals themselves in past years.)
   

5. 
   If the team roster is not turned in before the scheduled pregame and/or travel meal, that team will be automatically charged for meals (and labor if outside of normal operating schedule). If coaches want to email or send the roster to be used for the entire season, that is okay, they must notify us in any changes of the student’s status. This roster will be used for the resident students, but item #4 will be followed for each meal request.
   

This policy will be updated as necessary. If you have any questions about the above policy, please contact me.

Clet Hall P.O. Box 1049 Niagara University, New York 141091049

Phone: (716) 2868394

Fax: (716) 2868398

Web Page: www.niagaradining.com

*- Full Service

All properties listed above are Inntel properties, owned by Niagara alums Dan (’78), and father, John Homik (’47).
Teams traveling in these areas should give first consideration to the Inntel properties. The Homiks make gifts to the university in recognition of our use of their properties.
Coaches that are traveling on university business (i.e., recruiting, conference meetings) may be able to stay at Inntel properties. Contact Dan Homik’s office at (607) 257-3100, ext. 300 to make a reservation. Please identify yourself as a member of the Niagara athletics staff. Please inform the Assistant Operations Manager of your plans, as a record of the number of rooms we use is required.


SECTION 11


FACILITY POLICIES

&

COACHES’ REQUIRED POLICIES

ATHLETIC FACILITIES OPERATING POLICIES
Coaches are reminded of a few basic policies that pertain to everyone using the athletic facilities. All requests for the Kiernan Center (KC) must be submitted on a request form to the KC Director.

Kiernan Center:

Kiernan Center (entire facility open for Patron Usage)	Fitness Center Hours
Monday-Thursday: 11 a.m. – 10 p.m. Friday: 11 a.m. – 9 p.m. Saturday & Sunday: 1 a.m. – 9 p.m.	Monday-Thursday: 7 a.m. – 10 p.m. Friday: 7 a.m. – 9 p.m. Saturday & Sunday: 11 a.m. – 9 p.m.

Entrance to Kiernan Center (KC)-all authorized persons using the KC should obtain an ID card from Information Technology (St. Vincent’s Hall, 1^st floor) for the purpose of being admitted to the KC for practice. No coaches or student-athletes will be admitted without showing ID during operational hours.
Please do not place the burden on the KC staff by not having proper ID.

2. 
   Arrivals - Early and late arrivals for the KC facilities must be made in advance with the KC director, if gym space is needed. If visiting teams need accommodations, at least one week is needed to schedule personnel for off-hour work time. Arrangements must be made with the KC Director to obtain keys for admittance to KC after operating hours (Coaches: Keys are not to be used to gain access for personal use & re-keying fees for lost keys will be the responsibility of the individual they were assigned to). Keys should only be used by the individual who signed for them on the facility usage form.
   

2. 
   Athletic Shoes - Competitive and practice shoes and/or cleats are NEVER to be worn in or out of the KC or Gallagher Center gyms. Safety is the primary reason, along with the fact that additional work is created for our maintenance staff, needlessly. Team members should clean their shoes outside and not in locker areas and sinks. Light-soled sneakers are recommended for use in both facilities. Please be mindful of this when ordering sneakers. Please inform your student-athletes as well.
   

2. 
   Do not schedule team workouts in the front fitness facility. This is reserved for non-varsity students, employees and members.
   

2. 
   Personal workouts - If a full-time coach or assistant coach chooses to use the Kiernan facility they will be required to purchase a membership if they wish to use it outside of the wellness hours or team practice hours (Athletic coaches that are not full-time and have no other paid affiliation with the university are eligible to receive a complimentary membership as a means of helping with the recruitment of candidates for these positions).
   

2. 
   The use of “CHEW” or chewing tobacco is prohibited at all athletic facilities and fields.
   

2. 
   Practices scheduled will be a maximum of three hours in length. The first 30 minutes may be a shared time for warm-ups and/or set-up.
   

2. 
   Practice schedules - Please submit a written practice schedule request for use of the KC and Gallagher Center facilities. In-season schedules will be evaluated and booked first. Out-of-season teams will be scheduled as time and space allows.
   

1. 
   The Kiernan Center’s main priority is to provide facilities for general student use, intramurals, fitness/wellness programming, and other organized recreational programs for the student population. Priority scheduling will be given to these activities.
   

2. The next priority will be given to the varsity sports programs for team practices. To realize this priority, it may be necessary that un-structured student use be affected. Attention is given to sports which are “in season”.

5. Other criteria that is considered when scheduling the Kiernan Center facilities:

Scheduling on a first-come, first-serve basis. If there are two athletic teams that reserve facilities at the same time and cannot come to a scheduling agreement, the scheduling issue will be decided upon by an athletic department administrator.

No-show policy: Teams requesting facilities that don’t show up for times requested will not be given as much priority as teams that show up when facilities are scheduled.
Gallagher Center:

The following are the scheduling priorities for the ULGC Facility:

2. In-Season Intercollegiate Practices

3. Non-Traditional Intercollegiate Practice

4. On-campus groups

5. Off-campus groups
If a team is out of season, it may request times not used by an in-season sport. Check “The Schedule Book ” in the main athletic office and then submit a written request to the athletics secretary to book the ULGC facility.
Team practice must have a coach or assistant coach present, and the athletic training staff must be notified. Cancellation of practice should be reported to the trainers and the facility staff in advance, whenever possible.
Schedule changes must be communicated directly to the athletic secretary with final approval by the Director of Athletics.
All schedules are subject to change, due to unforeseen circumstance. Coaches will be notified if changes occur.

Scheduling Hints
To make the scheduling more efficient, please adhere to these guidelines:
When requesting use of an area, please indicate:
1. Length of period in weeks

2. Days per week by name

• 
  Varsity athletic teams (Assigned by the Department of Athletics)
  

• 
  Varsity sports (Traditional and Non-Traditions seasons) that use turf field as home field.
  
• 
  Visiting teams
  

• 
  In-season club sports (Assigned by KC Director).
  

• 
  Intramural/student recreation programs (Assigned by KC Director).
  

• 
  Varsity sports (turf is backup field).
  

• 
  Athletic clinics/camps
  

• 
  University camps
  

• 
  Community groups/organizations - A field request form will need to be completed. The Athletic department will provide an application. A fee will be charged.
  

• 
  If there are two athletic teams that reserve facilities at the same time and cannot come to a scheduling agreement, the scheduling issue will be decided upon by a Department of Athletics administrator using the above priority list.
  
• 
  No-show policy: Teams will not be given priority if they fail to communicate canceled time slots with the field Director.
  
• 
  Practice and game schedules for the athletic teams will need to be handed in by the date provide by the field director. Visiting teams will work around the master schedule for weekday practice times.
  
• 
  Scheduling blocks: games will be allotted 4.5 hours (90 minutes prior and 60 minutes after).
  
• 
  Non-Traditional teams will be allotted 2 hour blocks for practice.
  

1. 
   When a team plays school A on Saturday, and school B on Sunday and Saturdays game is rained out, that game should be re-scheduled to Monday.
   
2. 
   If the Saturday game is played and the Sunday game is rained-out, them the schools should re-schedule the Sunday game for Monday.
   
3. 
   In the event that both games are rained out, the Saturday game will be played on Monday and the Sunday game will have to be re-scheduled at another date later in the season.
   

completed by the head coach with notification to your sport supervisor that officials have been requested. If there is a change in starting time or the contest is changed, postponed or cancelled, please notify the athletic secretary and sport supervisor so officials can be cancelled or rescheduled. Also, notify the Associate Athletic Director - Operations if travel arrangements have been cancelled. It is the responsibility of the game manager to make sure that officials receive vouchers and that they are returned to the Associate Athletic Director - Operations promptly.

Public Relations: It is the head coaches’ game-day responsibility to supply