Transylvania University Department of Intercollegiate Athletics



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If there are conflicts, the student-athlete is instructed to meet with the professors immediately to discuss the conflict(s) and to create a plan for handling the conflict(s) with the faculty members.

  • Students are responsible for any missed work when absent from class for an athletic competition.

  • If the student will miss a competition(s) due to a class conflict, he/she notify the coach immediately.




      1. Student-athletes are encouraged to take advantage of the following campus resources:

    Transylvania’s Writing Center, located in Haupt Humanities Building, is a comfortable and inviting workspace where students, faculty and staff come together to talk about writing. In the Center writers work with writers, helping one another gain confidence and sharing useful strategies. Offerings include:



    • A drop-in tutoring service staffed by sophomores, juniors, and seniors from majors across the curriculum

    • Writing, reading, and study skills workshops designed to help students individually or in small group settings to develop or improve strategies for success

    • Support services for faculty who emphasize writing in writing-intensive courses across the discipline

    • Space and equipment for student publications

    • A computer lab linked to the campus network

    Career Development Center, located in the Mitchell Fine Arts Building, provides a centralized and comprehensive program that addresses the needs of all students, from entering freshmen to graduating seniors. The center promotes a career planning and development model that allows students to discover their potential and make informed decisions about their career goals. The services offered help students in three primary areas: self-assessment, exploration of the world of work, and preparation for a successful career or continuation of their education.


    The J. Douglas Gay, Jr./Frances Carrick Thomas Library contains circulating, reference and periodic materials that support the current academic programs as well as extensive special collections of rare and historic materials. The library catalog is available online, and access is provided to numerous electronic reference sources. Along with study areas and meeting rooms, the library houses a computer lab.

    NCAA, Conference, and Institutional Regulations


    1. Eligibility Forms (these include the Drug Testing Consent Form, the Student-Athlete Statement form, the Affirmation of Eligibility, and the International Student-Athlete Form), as well as institutional forms (TU Insurance/Medical Information, Risk Acceptance/Waiver) must be completed before an athlete may participate in intercollegiate athletics in either the traditional or nontraditional season. The Director of Athletics or Associate AD will meet with the individual teams to administer these forms prior to participation. Any S-A not in attendance at the initial team meeting (including any candidates who join the team at a later time) must make an appointment with the AD or Associate AD to complete the necessary paperwork prior to participation.




    1. Students who transfer to Transylvania University may participate in intercollegiate athletics provided they meet all eligibility standards. Appropriate documentation must be completed (see Tracer Form Appendix I). No transfer student will be allowed to compete until the coach receives written notification from the Director of Athletics. For a student-athlete enrolling between the first and second semester, the individual must be accepted to the institution in good standing before being allowed to practice or compete.




    1. Student-athletes are required to follow Departmental and respective sport policy in order to compete for Transylvania University. Students may refer to their copies of the Student-Athlete Handbook and the Team Rules information provided by the Head Coach.




    1. Student-athletes in Division III have 10 full-time semesters in which to utilize 4 years of competition in a sport; waivers are sometimes granted under certain conditions. If either of these situations applies, consult the Director of Athletics.




    1. All student-athletes are expected to travel with the team to off-campus sites of competition. In the event that a student-athlete needs to travel by means other than with the team for legitimate reasons, a “Travel Release Form” must be competed BEFORE an individual will be allowed to do so. These forms are available from the Head Coach and require the signature of the Head Coach or Athletics Director. Student-athletes are expected to observe guidelines for appropriate dress and conduct when representing Transylvania University on road trips.



    1. University students are admitted to all home contests (except HCAC and NCAA tournament competition) with the presentation of a valid I.D. card. For all athletic events where admission is charged, team members may receive up to 4 complimentary tickets for family friends. Requests must be given to the Athletics Secretary or coaching staff. The tickets (or pass list) will be held at the gate.




    1. Athletic equipment and apparel is issued to student-athletes by the Head Coach; these items may be retained during the competitive season only (traditional or nontraditional). Only athletes who have exhausted eligibility in the sport may retain athletic apparel, with the permission of the Head Coach (as per NCAA Bylaws). Athletes may use, but may not keep, equipment (not apparel) while out of season and during the summer months. Athletes should also note that apparel purchased through team fund-raising efforts remains the property of Transylvania University and that the above regulations apply. Student-athletes may purchase used equipment and apparel on the same cost basis as any other interested individual.

    Student-athletes may not alter game or practice uniforms from the standard version issued; this includes inscriptions on socks, headbands, shoes, etc.




    1. Athletic facilities are reserved for use by athletic teams by the Head Coach in each sport. Facilities can be reserved only during a team’s declared playing seasons (traditional and nontraditional). During the off-season, facilities are available to student-athletes on the same basis as any other Transylvania University student, as required by NCAA Bylaws.




    1. During the playing season, all athletically-related activities shall be prohibited during one calendar day per week. Any student-athlete who has any concerns that the required day off rule is being compromised or broken should notify the Director of Athletics. This notification may be done in person, in writing, or anonymously, if so desired. This rule does not apply to preseason training or during periods between academic terms when classes are not in session.




    1. It is the responsibility of each student-athlete to coordinate with the Financial Aid Office in regard to any academic scholarship, award, grant, loan, etc. NCAA Bylaws specifically prohibit the intervention of anyone from the Athletics Department (or who has athletics interests) in the financial aid process. Student-athletes must be sure to disclose all forms of income and assistance to the Financial Aid Office. All need-based sources of financial assistance now use the data provided each year of the Free Application for Federal Student Aid (FAFSA). The application deadline for state grant consideration is March 1st and all students are urged to mail the completed FAFSA by March 1st each year. Students who are returning to Transylvania University are also asked to complete an institutional form, available from the financial aid office.


    Medical Program: Principles and Practices


      1. For the coordination of treatment for athletic squads:




    1. Athletes are instructed to report all injuries and sicknesses to the Athletic Trainer.

    2. When a Physician or Athletic Trainer is present at the contest site, all perceived serious injuries should be evaluated by these individuals before a player is permitted to return to competition.

    3. Directions for care and treatment of an athlete by the Physician and/or the Athletic Trainer must be implemented without alteration by coaches. The Trainer or Physician has the final authority to allow an athlete to participate.

    4. Coaches may not require nor permit a sick or injured player to practice or participate in a contest without the permission of the Athletic Trainer or physician.




      1. A comprehensive physical examination is required for all freshmen, juniors, first-time participants; these are conducted by team doctors prior to practice or competition. An initial screening is scheduled for all team members/candidates with the Athletic Trainer prior to the pre-participation physical exam.

    Athletes not scheduled for a physical examination (typically prior to the sophomore and senior years), must complete a Health Status Questionnaire and meet briefly with the Athletic Trainer to review the questionnaire and submit to any tests required. The athletic trainer will either clear the athlete for participation or refer him/her for an examination (for example, to check previous or current injuries or other self-reported health concerns). Any returning athlete having had a physical by Transylvania’s team doctors the previous year may be cleared by the Athletic Trainer if no health concerns are identified.


    It is critical that athletes attend all appointments with the athletic trainers and doctors as scheduled. Coaches are provided written confirmation of athletes who have been medically cleared to participate in practice and/or competition.
    While precautions are taken to ensure the health and safety of all athletes, injuries are an unavoidable risk associated with athletic participation. Ultimately, Transylvania will only allow individuals to participate in intercollegiate athletics who meet the University’s requirements for medical clearance.


      1. The athletic training room is available for any student-athlete, or staff member, but must be used with supervision by the Athletic Trainer or members of the athletic training staff. All concerns regarding injuries, treatment and procedures of the university’s sports medicine program should be directed to the Athletic Trainer. The Athletic Trainer provides specific procedures for evaluation, treatment, and rehabilitation in the training room.




      1. Dispensing of over-the-counter drugs is to be done only by the certified athletic trainers in compliance with the policy recommended and practiced by the Sports Medicine Physicians Group that serves Transylvania University student-athletes. Athletic Trainers can not dispense over-the-counter drugs to minors in the State of Kentucky.




      1. Members of the Transylvania University Athletics Department staff do not endorse, supply or encourage the use of performance-enhancing dietary supplements including, but not limited to, creatine, andro, and EPO-erythropoietin.



    Medical Program: Insurance


    1. All student-athletes, cheerleaders, and dance team members are covered by the University’s athletic insurance program. Transylvania’s policy is a secondary policy and is designed to supplement the student-athlete’s individual or family plan. Athletes must demonstrate proof of primary insurance coverage each year by completing and returning a required form to the athletic department. General details of the athletic insurance program are as follows (in all cases the language, definitions, exclusions, and other wording of Transylvania’s policy will govern):




      • Transylvania’s policy includes a $500 deductible that must be satisfied by the student-athlete’s insurance carrier or by the athlete. No claims are made by Transylvania for occurrences under $500.

      • Transylvania’s athletic insurance may not pay expenses payable under an HMO or PPO if an athlete fails to use an authorized medical vendor from the list provided by the HMO or PPO.

      • If Transylvania is located outside of the coverage area or network of the HMO, PPO, the plan administrator should be contacted to determine how the coverage or network can be extended to include medical treatment while the athlete is in Lexington, Kentucky.

      • Insurance companies may require proof of full-time student status. Insurance companies requiring such may discontinue coverage when a certain age is reached unless proof is provided.

      • Transylvania’s athletic insurance policy covers student-athletes while participating in regularly scheduled games and supervised practice sessions involving the institution’s team, as well as supervised travel to or from scheduled games with other team members. The policy does not cover pre-existing conditions, illness or disease.

      • Treatment by a medical practitioner must start within 60 days from the date of injury. Written notice of a potential claim must be provided to Transylvania within 20 days after treatment starts or as soon as possible (an injury report completed by Transylvania’s athletic trainer will meet this requirement).

      • All expenses must be incurred within 52 weeks from the date of the injury.

    Claim Procedures


    • All medical bills should be sent directly to the student-athlete’s home address.

    • A claim must be filed and response received from the primary insurance carrier before Transylvania can submit a claim to its carrier on behalf of the S-A.

    • If primary coverage is through an HMO or PPO, the proper procedure must be followed.

    • After the student-athlete’s primary carrier pays the maximum – and if total billings were over $500 – all appropriate documentation (balance bills, doctor statements, and explanation of benefits (EOB’s) should be submitted to Transylvania University’s Head Athletic Trainer.


    Athletic Awards


    1. The major departmental athletics awards are presented at the annual picnic and recognition ceremony. The date for the awards ceremony is at or near the end of May term by the AD, Associate AD, and SID in connection with the SAAC, FAR, Dean, and President.




    1. Each athletics team is permitted to have one end-of-year dinner or gathering at which time individual awards are presented. The venue for the dinner is at the discretion of the coach and team members.




    1. Only awards approved by and purchased through the Department of Athletics may be given to athletes. No other presentations may take place at team functions or banquets, and no awards may be given outside the formal ceremony without prior approval. Awards presented in a certain category must be uniform for all team members who are recipients.




    1. Each Head Coach may present special awards to members of the squad (e.g., MVP, Most Improved, Coach’s Award, etc.) Captains’ awards are permissible, along with special acknowledgements such as All American, All Conference, the presentation of a basketball for the achievement of reaching the 1,000 point plateau, etc.




    1. Senior student-athletes are recognized at their respective last home game or contest.




    1. Each respective coach determines the criteria for lettering individuals in the sport. The awards for lettering are determined by the department of intercollegiate athletics and are given according to the student-athlete’s participation while at Transylvania University (awards are based upon years of participation, not upon the class status of the athlete).




    1. The Pioneer Male and Female Athletes of the Year are given at the Athletics Awards Ceremony; these athletes are nominated by their respective coaches and selected by a committee consisting of the AD, Associate AD, and SID.




    1. The George Stopp Scholar-Athlete Award is presented to the individual with the highest grade-point average among student-athletes who have participated in varsity athletics in each of their four years.




    1. The Leadership Award is presented by the Student Athlete Advisory Council (SAAC); students nominate and the SWA/SAAC Advisor along with student leaders select the recipient.




    1. An award recognizing the team with the highest grade-point average for the year is presented by the Faculty Athletics Representative.




    1. Only senior athletes who have exhausted eligibility may receive athletic apparel such as sweats, practice jerseys, or game jersey at the discretion of the Head Coach.



    Ethics: Student-Athlete Expectations
    At Transylvania University student-athletes have the opportunity to develop their potential in an educational environment. The institution has a highly visible and traditionally successful intercollegiate athletics program. As a representative of this institution, the conduct of student-athletes reflects directly upon the team, the athletics program, and the university. The public exposure received demands that each player’s behavior be exemplary. Representatives of the university’s athletics program are expected to act with integrity, sportsmanship, honesty, pride, and humility. Since Student-athletes will be looked upon as role models, it is important that personal conduct be above reproach at all times. All students should understand that personal responsibility is at the heart of the educational experience. Upper-class student-athletes are expected to provide leadership for new student-athletes.
    Ethics: Sanctions for Inappropriate Behavior by Student-Athletes
    The processes and sanctions identified in the section are independent of any institutional decisions (i.e., Judicial Board) or external legal actions.


    1. Felony Charge: Any student-athlete (including cheerleaders and managers) arrested and charged with a felony, or with a crime involving gambling or game fixing under Kentucky law or any other jurisdictional equivalent, shall be immediately and automatically suspended from practice and playing privileges until the charges are dropped, dismissed, or otherwise resolved (with official verification). The student-athlete may appeal this decision pursuant to the Appeals Procedure described in this section.

    2. Felony Conviction: Any student-athlete convicted of or pleading guilty or not contest to a felony charge or game fixing charge under Kentucky law or any other jurisdictional equivalent shall be permanently dismissed from the team. The student-athlete may appeal this decision pursuant to the Appeals Procedure described in this section. Note: Student-athletes involved in gambling violations shall be subject to the sanctions contained in Bylaw 10 of the NCAA Manual.

    3. Misdemeanor charge and/or conviction: Any student-athlete who is arrested, charged, and/or convicted of a misdemeanor charge (other than gambling or game fixing, which are addressed above, and other than minor traffic violations) will be subject to a review process. The Director of Athletics consults with the respective head coach, then reviews the charges and all of the surrounding circumstances. The Director of Athletics may then impose sanctions. Factors which the Director of Athletics considers include, but are not limited to, the following:




      1. Nature of the charge (violent or non-violent)

      2. Prior behavior

      3. Self-disclosure of the violation

      4. Cooperation during the investigation

      5. Alcohol and/or drug use

      6. Consistency with regard to handling of cases

    Sanctions imposed by the Director of Athletics can include, but shall not be limited to:



    1. Warning (a repeat violation or other violation to result in major disciplinary action)

    2. Probation (includes warning and measures to check on S-A behavior, such as regular meeting with coach, counselor, etc. as defined)

    3. Restricted use of athletic services or facilities

    4. Suspension from play and/or practice for a stated period of time

    5. Dismissal from the team (option only available for a conviction or if the student-athlete pleads guilty or no contest to a misdemeanor)




    1. The review process is used when Athletic Department personnel first learn of the charge and/or arrest. This process is also used subsequent to a conviction resulting from the charge and/or arrest. The student-athlete may appeal any decision made pursuant to this review process by following the Appeals Procedure described in this section. The process identified in this document, which is followed for a misdemeanor charge and/or conviction, may be used in the event that a student-athlete is found guilty of a violation of Transylvania University community standards or campus policies as described in the Student Handbook.

    2. Privacy: In recognition of each student-athlete’s right to privacy, sanctions imposed under these procedures are not announced publicly.

    3. Appeals Procedure: Any student-athlete sanctioned under these procedures may appeal, in writing, to the Director of Athletics within 5 working days. In the event of an appeal, a Review Committee shall consider all factors including any extenuating circumstances. The student-athlete may appear in person before the committee, with or without a representative from the university community. The Review Committee shall be composed of: a) the President (or designee), b) the Senior Woman Administrator, and c) the NCAA Faculty Athletics Representative (who shall chair the committee). Within 3 working days after hearing the appeal, the Committee shall issue its decision which is final with no further right of review.


    Transylvania University Athletics

    Student Host Policy

    Student hosts provide an important service to the institution and to the athletics department. Appropriate conduct is required by Transylvania, NCAA, and Heartland Conference standards. The following restrictions are for the convenience of the student host and are not inclusive of all NCAA rules pertaining to official visits:




    1. No cash or merchandise (e.g. apparel) may be given to the prospect.

    2. Student hosts may receive a maximum of $20 for each day of the visit to cover all actual costs of entertaining the prospect (and parents, etc.), excluding the cost of meals and admission to campus athletics events. These funds may not be used for the purchase of souvenirs. It is permissible to provide the host with an additional $10 per day for each additional prospect the host entertains. If several students host a prospect, the $20 per day entertainment money may be used to cover the actual and necessary expenses incurred by the prospect and all hosts.

    3. It is not permissible for the institution to provide or arrange for the use of a vehicle by the prospect or the student host.

    4. Any entertainment for the prospect must occur within a 30-mile radius of the institution.

    5. The prospect shall not participate in any athletics that are organized or observed by members of the coaching staff or are designed to test the athletic abilities of prospects.

    In addition to the NCAA regulations identified above, the student host must abide by Transylvania University Athletics regulations which specifically state that “consumption of an alcoholic beverage in the presence of a recruited prospective student-athlete is prohibited, as is supplying a prospect with alcohol during a campus visit.” During the visit the host is responsible to thoroughly supervise the prospect. If the prospect engages in any activity that is a violation of university policy the host should notify their coach and hall adviser immediately.

    ________________________________________________ _________________

    Student Host Date



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