Loyola Marymount University Athletics

Therefore the University pursues quality in:

Curricula of All Academic Programs
Instruction in all disciplines and courses is to be challenging, intellectually stimulating, and current and is to include discussion, conducted in an atmosphere of academic freedom, of the important moral and other value questions of contemporary society. Students are to acquire skills, knowledge, and the ability to use their skills and knowledge creatively now and in the future. The undergraduate core curriculum is to be structured, integrated, and centered on the humanities, especially philosophy and Catholic theology. Students are to acquire the arts of precise and elegant expression, a sound and critical grasp of ideas, a familiarity with the modern world's ways of knowing itself, a personal understanding of this nation's history and multicultural heritage, and an appreciation of other cultures around the globe. Concentrations in the liberal arts and sciences as well as in carefully-selected pre-professional programs are to give students not only technical knowledge and expertise, but also awareness of the larger human context which calls them to use their competencies for personal growth and service to others. Similarly, the University's commitment to graduate and professional education is aimed at the formation of men and women of competence and conscience.

Co-curricular Programs and Support Services
Other campus activities -- resident life, clubs and organizations, recreational and sports programs, social events, counseling, and health services -- are to complement academic pursuits. Students are to have opportunities, experiences, and responsibilities that will assist and guide their struggle to become fully human. University life as a whole is to be open to the subtle presence and activity of God, God's Word and Spirit. Students are to find a campus environment, reinforced by specific programs, that nourishes faith and contemplation, seeks the integration of reason and faith, the religious and secular, and also recognizes the implications of faith for right conduct and service. All offices of the University -- academic, student life, business, university relations, facilities management, and campus ministry -- are to be supportive of the University's efforts to graduate intelligent, faith-filled men and women for others.

Faculty, Administration, and Staff
The University is to recruit faculty who are supportive of its mission and goals, well-educated, well-trained in their fields, diverse, and committed to excellence in the classroom, significant scholarship and contributions to their disciplines The University is to assist individual faculty members with the challenge of combining in one life dedicated teaching, close relationships with students, collegiality, and scholarly activity and achievement. The University is to recruit and develop administrators and staff of diverse backgrounds, who are supportive of its missions and goals, skilled, dedicated to their work, and collegial. Students are to find in all who labor on behalf of the University examples of generosity, service, and personal integrity.

Students
The University is to recruit and attract literate, capable students who are as academically prepared as possible and are comfortable with its mission and goals, eager to study and to participate in campus life, searching to discover and follow a worthwhile direction for their own lives. The mix of the student body -- interests, special talents, geographic origin, socioeconomic class, and, particularly, ethnicity -- is to be as varied as reasonable and possible, manifesting always the biblical option for the poor. From admission to commencement, inside and outside the classroom, the University is to encourage and challenge students as individuals to liberate their own minds and hearts and to develop their God-given abilities for service to others and God's greater glory. The University is always to measure and judge its success with students by their lives as alumni -- the quality of their personal lives, of their careers, of their influence and leadership, and of their accomplishments.

Campus Life, Hospitality, and Service
All on campus -- faculty, administration and staff, and students -- are to collaborate and share responsibility for the formation of an academic community based on mutual respect, friendship, and a shared commitment to the University's mission and goals. All are to expect from one another good work, disciplined behavior, and courtesy. The University community is to be open and welcoming to others from off-campus who visit for intellectual stimulation and reflection, artistic events and programs, worship, or relaxation and recreation. Those invited are to include, especially, alumni, parents and families, benefactors and friends, professional colleagues, neighbors, and church members, but also others whom the University can appropriately serve with its facilities, buildings, and grounds. The University is to be known not only as an intellectual and cultural center which others can visit but also as one which sends its members -- faculty, administration and staff, and students -- into the community to learn, to teach, to minister, to labor, to participate in and lead efforts to create a more rational, faith-filled, just society.

The highest potential of sports is achieved when competition reflects these "six pillars of character."

2. It is the duty of sports leadership including coaches, athletics administrators, program directors and game officials to promote sportsmanship and foster good character by teaching, enforcing, advocating and modeling these ethical principles.

3. To promote sportsmanship and foster the development of good character, sports programs must be conducted in a manner that enhances the mental, social and moral development of athletes and teaches them positive life skills that will help them become personally successful and socially responsible.

4. Participation in athletic programs is a privilege, not a right. To earn that privilege, athletes must conduct themselves, on and off the field, as positive role models who exemplify good character

5. Sports programs should establish standards for participation by adopting codes of conduct for coaches, athletes, parents, spectators and other groups that impact the quality of athletic programs.

6. All sports participants must consistently demonstrate and demand scrupulous integrity and observe and enforce the spirit as well as the letter of the rules.

7. The importance of character, ethics and sportsmanship should be emphasized in all communications relating to the recruitment of athletes, including promotional and descriptive materials.

8. In recruiting, educational institutions must specifically determine that the athlete is seriously committed to getting an education and has or will develop the academic skills and character to succeed.

9. The highest administrative officer of organizations that offer sports programs must maintain ultimate responsibility for the quality and integrity of those programs. Such officers must assure that education and character development responsibilities are not compromised to achieve sports performance goals and that the academic, emotional, physical and moral well-being of athletes is always placed above desires and pressures to win.

10. The faculties of educational institutions must be directly involved in and committed to the academic success of student-athletes and the character-building goals of the institution

11. Everyone involved in athletic competition has a duty to treat the traditions of the sport and other participants with respect. Coaches have a special responsibility to model respectful behavior and the duty to demand that their athletes refrain from disrespectful conduct including verbal abuse of opponents and officials, profane or belligerent trash-talking, taunting and unseemly celebrations.

12. The leadership of sports programs at all levels must ensure that coaches, whether paid or voluntary, are competent to coach. Minimal competence may be attained by training or experience. It includes basic knowledge of: the character-building aspects of sports, including techniques and methods of teaching and reinforcing the core values comprising sportsmanship and good character, first-aid principles and the physical capacities and limitations of the age group coached, coaching principles and the rules and strategies of the sport

13. Because of the powerful potential of sports as a vehicle for positive personal growth, a broad spectrum of sports experiences should be made available to all of our diverse communities

14. To safeguard the health of athletes and the integrity of the sport, athletic programs must discourage the use of alcohol and tobacco and demand compliance with all laws and regulations, including those relating to gambling and the use of drugs.

15. Though economic relationships between sports programs and corporate entities are often mutually beneficial, institutions and organizations that offer athletic programs must safeguard the integrity of their programs. Commercial relationships should be continually monitored to ensure against inappropriate exploitation of the organization's name or reputation and undue interference or influence of commercial interests. In addition, sports programs must be prudent, avoiding undue financial dependency on particular companies or sponsors.

16. The profession of coaching is a profession of teaching. In addition to teaching the mental and physical dimensions of their sport, coaches, through words and example, must also strive to build the character of their athletes by teaching them to be trustworthy, respectful, responsible, fair, caring and good citizens.

Student-Athlete Advisory Committee (SAAC)
The SAAC is a group of student-athletes, representing all LMU intercollegiate sports and serves as the leadership for the entire student-athlete community. Each sport is represented by 2 student-athletes and the group meets as a whole twice a-month during the school year. In addition, SAAC meets with the Athletics Administration regularly during the academic year. The purpose of the Student-Athlete Advisory Committee (SAAC) is to "provide insight on the student-athlete experience. The SAAC also offers input on the rules, regulations, and policies that affect the student-athletes' lives on NCAA member institution campuses." The overall mission is to "enhance the total student-athlete experience by promoting opportunity, protecting student-athlete welfare, and fostering a positive image." The SAAC is to be representative of the diversity of the student-athlete population and the campus.

National Collegiate Athletic Association (NCAA)
Loyola Marymount University is a Division I-AAA member of the NCAA, a national governing body for intercollegiate athletics.

Conference Affiliation
LMU is a member of the West Coast Conference (WCC) with institutions of similar philosophies and missions. Competition is conducted in the WCC for 14 LMU teams. LMU teams compete in the conferences listed.

West Coast Conference - Baseball, Men's and Women's Basketball, Men's And Women's Cross Country/Track, Men's Golf, Men's and Women's Soccer, Women's Softball, Men's and Women's Tennis, Women's Crew, Volleyball and Sand Volleyball

Golden Coast Conference - Women's Water Polo
Western Intercollegiate Rowing Association - Men's Rowing
Pacific Coast Swimming Conference - Women's Swimming
Western Water Polo Association - Men's Water Polo

Business Cards

Telephone

Mail

Employee Name Gersten Pavilion Loyola Marymount University One LMU Drive, MS 8505 Los Angeles, CA 90045

For Leavey Office occupants - use Leavey Athletic Center rather than Gersten Pavilion and MS 8235

BEST PRACTICES FOR CONFIDENTIAL EMAILS RELATING TO STUDENT AFFAIRS
E-mail has given us the ability to communicate with one another in a timelier, direct manner. Along with use of this valuable communication tool comes the responsibility to preserve student confidentiality. Because e-mail is not a secure medium, confidentiality of e-mail cannot be guaranteed. Therefore, the following best practice guidelines apply to e-mail updates and follow-ups involving LMU students who are involved in judicial, psychological and/or medical emergencies.

Subject Line
Subject line should note one of the following:

IMPORTANT: A students' name or ID number should NEVER appear in the subject line. It is also not recommended to include the residence hall in the subject line. (Often the actual on-campus residence location is enough to identify a student in a crisis situation.)

Email Content
The body of the e-mail should contain:

IMPORTANT: Do not summarize the students' history or the full details of the incident in the message. This will appear in the situation and Public Safety reports. It can also be conveyed over the telephone or via voice mail.

Your Computer
Best practices for computer use involving e-mail messages:

IMPORTANT: Individuals who enter your office may view an e-mail left on the screen containing confidential information. It is a best practice to turn it off when you are not in the room or using Outlook

EMAIL Confidentiality Footnote Statement
The information contained in this e-mail transmission is intended for the addressee(s) named and is privileged and/or confidential. If you are not the intended recipient, be advised that you are prohibited from reading or disclosing the information contained in this transmission. Any unauthorized use, disclosure, copying, distribution, or the taking of any action in reliance on the contents of this information is strictly prohibited by Loyola Marymount University. If you have received this transmission in error, please immediately notify the sender via telephone.

Office Equipment and Supplies

Keys

Computers

Resource Management Plan
This plan (RMP) was established in 2003 to promote standardization, cost effectiveness and coordination in the management of information technology at LMU. The Administrative Assistant coordinates the Athletic Department's computer needs and maintains the computer replacement cycle based on the current computer inventory.

Primary Computer
All full time staff are assigned a primary computer for their work-related needs through the University's RPM. The primary computer may be a laptop computer instead of a desktop computer however; the program budget is responsible for the supplemental cost of the laptop. The computer is replaced every four years on an established replacement cycle. The computer that is replaced is returned to Information Technology Services and may not be recycled within the department.

Secondary Computer
Several departments such as Sports Information & Tickets may also be assigned secondary computers to run specialized software. These additional computers are also included in the established replacement cycle and may also be a laptop if the need exists.

New Computer Purchases
Requests for acquiring additional computers should be submitted through the annual budget request process. Requests that occur outside this process must be approved by the divisional vice president and must be funded by a permanent budget transfer. Additional computers such as video/editing systems for training purposes are intended to be secondary computers. If the purchase/support/training of these systems will not be coordinated by the ITS, they do not have to be included in the RPM. Replacement of these systems will be the responsibility of the program and funded by their budget.

Peripheral Devices
There are limited divisional funds available for printer replacements. Staff should use the network printers and Ricoh copies whenever possible. Other peripheral items such as keyboards, mouse, scanners, memory, etc. may be purchased with a requisition and funded through the program's budget.

Supplemental Digital/Electronic Devices
These devices must be purchased through ITS and must be pre-approved by AAD-Business. Additional requirements include the following:

Emergency Procedures

All student-athletes are responsible for reading and responding to e-mails in a timely manner. Student-athletes are encouraged to use their Lion(LMUstudent)account; however, if a student-athlete chooses to use another e-mail account, it is their responsibility to check this account(s), they provide to the Athletics Department, Registrar, and their respective professor(s). Additionally, a student-athlete needs to inform the Athletics Department, Registrar, and their respective professor(s) if they change a contact e-mail address.

Academic Dishonesty
Loyola Marymount University expects honesty and integrity from all members of its community. All acts of cheating on assignments, plagiarism, forgery of signature, or falsification of data, unauthorized access to University computer accounts or files, and removal, mutilation, or deliberate concealment of materials belonging to the University library will be dealt with appropriately. Students found guilty of any offense against academic honesty and integrity are subject to a failing grade in the course by the instructor. In addition, students may be suspended or dismissed from the University upon the recommendation of the Department Chair, Program Director, the Dean of the student's college or the Chair of the Graduate Council. In addition, students enrolled in credential or licensing programs may be suspended, dismissed, or denied recommendation for the credential or license for any violation of the published Code of Ethics for the professional group.

Academic Monitoring
Academic Monitoring is available to all student-athletes on a regular basis. The Student-Athlete Services staff will meet weekly with "at risk" student-athletes to help with time management, academic progress planning, goal setting, and study skills techniques. Student-Athletes who are required to attend weekly meetings will be notified at the beginning of each semester by the Student-Athlete Services staff about scheduling a weekly appointment. A weekly report will be available for coaches to view, on the study hall tracker system, informing them of their student-athletes academic progress. The following student-athletes are subject to weekly academic monitoring meetings:

Study Hall Tracking
All "at risk" and first semester student-athletes will be subject to attend a minimum of 4 hours of study hall per week in a given semester. Each head coach can choose to set a higher team requirement, depending on their philosophy.

Study Hall monitoring begins weekly each Sunday evening and ends the following Friday. A weekly attendance report will be available for coaches to view on the study hall tracker system. During the fall semester, daytime study hall sessions are held in the Academic Development Center; evening sessions are located in both the ADC and/or Founders Room of Gersten Pavilion. During the spring semester all study hall sessions will be held in the Academic Development Center. A study hall monitor (Student-Athlete Services staff or a hired monitor) will sign in and out any student-athlete who attends study hall.

Student-Athletes who are required to attend weekly study hall will be notified at the beginning of each semester by the Student-Athlete Services staff about their weekly requirement, study hall rules, and times/locations of study hall sessions.

The following student-athletes are subject to weekly study hall requirements:

Academic Advising/Registration
The Student-Athlete Services staff serves as secondary advisors to all student-athletes; they are available before registration and throughout the year for individual advising appointments to help with academic progress and course selection questions. All student-athletes are encouraged to meet at least once a semester with their faculty advisor to discuss their academic standing. Some majors/programs require students to meet with an advisor before they are able to register. It is very important for student-athletes to adhere to this policy which will allow them to take advantage of advanced registration privileges.

The Student-Athlete Services staff conducts team meetings prior to Registration to provide a checklist for student-athletes with important reminders to help when registering for classes. These meetings are mandatory; if a student-athlete misses this meeting they may lose their advanced registration status. Each semester, the checklist is revised with correct dates and procedures to make sure that registration runs smoothly for student-athletes.

Advance registration for student-athletes occurs the weekend before returning LMU seniors register for classes. All eligible student-athletes are allowed to start the registration process during this time. The following student-athletes are deemed eligible for advance registration privileges:

Support at Freshman Orientation
Provide pertinent academic information and support to the Faculty Academic Advisors who meet with all incoming freshman student-athletes. Information includes: Practice schedules, required semester unit load, First Year Seminar (writing-class) tutoring support, enrolling in the LIBA 144 class, and additional material that affects their status as an eligible student-athlete.

The Student-Athlete Services Staff works in conjunction with various Dean's offices to register any new (first year or transfer) student-athletes who cannot attend Orientation. Throughout the summer, the Student-Athlete Services staff reviews each new student's schedule to make sure they are taking the correct courses and that there are no conflicts with either practice or travel schedules.

Academic Tracking/Eligibility

Tutorial Referral and Guidance
Tutors are available to all student-athletes through the Academic Resource Center (ARC). The Student-Athlete Services staff can provide assistance in directing students to the ARC. In addition, Student-Athlete Services provides tutoring sessions during evening study hall hours, for certain core and/or lower division major classes in subjects which a large number of student-athletes are enrolled.

Disability Support Services
Student-Athlete Services staff refers any student-athlete, with a documented disability to seek support from the Disability Support Services office. "The Disability Support Services office provides specialized assistance and resources that enable students with documented physical, learning, and/or psychological disabilities to achieve maximum independence while pursuing their educational goals. Staff specialists constantly interact with all areas of the University to eliminate physical and attitudinal barriers. Students must provide documentation for their disability from an appropriate licensed professional." If any student-athlete is interested in being tested for a Disability, the Academic Coordinator refers them to the Director of Disability Support Services for consultation.

Textbook Support

Progress Reports
Periodically throughout the semester, the Student-Athlete Services staff will request progress report information from professors of "at-risk" student-athletes. This gathered information will be used to help give guidance to "at-risk" student-athletes on their academic performance/status in each of their classes. Any student-athlete who receives a Mid-Term Deficiency (grade of C- and below half-way through the semester), on the Registrar's reporting system, will automatically have an academic progress request sent to that specific professor.

Athletic Hold Maintenance
An Athletic Hold will be placed on every coded (eligible) student-athlete's account each semester to prevent them from withdrawing from a class without prior permission given by either the Assistant Athletics Director for Academic Performance or Academic Coordinator. Per NCAA rules, a student-athlete must be enrolled full-time (at least 12 units) to be deemed eligible for competition. A student-athlete must complete the proper paperwork with the Assistant Athletics Director for Academic Performance or the Academic Coordinator to withdraw from a class.

Class Attendance Checks
Class attendance is required; if a student-athlete is suspected of having an issue with attending class regularly, a member of the Student-Athlete Services staff will be in contact with each professor of the specific student-athlete. A staff member will contact the professor periodically throughout the semester, to make sure that the student-athlete is attending class. This information will then be passed along to the coaching staff of the specific student-athlete. It is the responsibility of the coach to enforce if a student-athlete does not attend class.

Academic Plan/Contract
If a student-athlete is performing poorly in class or not attending class, a member of the Student-Athlete Services staff, will set up a meeting with the coach and student-athlete to create a plan that will allow for academic success by the student-athlete. The plan will be put into a contract that the student-athlete, coach, Student-Athlete Services staff member, and other athletic administrator (if necessary) will be asked to sign.

Missed Class-time and Team Travel Support
At the beginning of each semester, the Executive Vice President/Provost conveys, in a letter/email to all faculty members, the University's support for NCAA competition and the potential of missed class time by student-athletes. The Assistant Athletics Director for Academic Performance or Academic Coordinator provides each student-athlete with a separate letter, at the beginning of each semester, for them to distribute to their professors about competition dates that might cause them to miss class. It is the responsibility of each student-athlete to give their professors this letter, at the beginning of the semester; in addition, during the semester, they must inform a professor, at least one week prior, when they will miss class due to competition, and also make arrangements to turn in any assignments or schedule make-up exams with the professor. The Student-Athlete Services staff is available to proctor exams, if necessary, on the road or on-campus, and will work with a professor to facilitate any such requests. If there is an issue with missed class time, the student-athlete must contact the Assistant Athletics Director for Academic Performance or Academic Coordinator IMMEDIATELY, so as to resolve any problems with missing a class. Lap-top computers are available for all student-athletes to use on official competition travel dates. To request a computer, a student-athlete must fill out the proper paperwork with a member of the Student-Athlete Services staff.

Awards and Post Graduate Scholarships
The Student-Athlete Services staff encourages all student-athletes to apply for any award or scholarship that recognizes academic and leadership achievements. The staff will work with and promote these opportunities to any eligible student-athletes. Each spring, Student-Athlete Services hosts the annual academic awards luncheon, honoring all student-athletes with a cumulative GPA over a 3.0. Throughout the year the Student-Athlete Services staff updates Honor Roll Recognition Boards and recognition plaques that are displayed in both the Academic Development Center and Athletics Department Offices. In addition the Student-Athlete Services staff collaborates with the Assistant Athletics Director for Marketing to recognize all student-athletes who achieve academic success at a public event or game.

Leadership and Mentoring
The Student-Athlete Services staff promotes leadership and mentoring opportunities on campus and within the Athletics Department. Student-athletes are encouraged to get involved with the Student-Athlete Advisory Council (SAAC) or Student-Athlete Mentoring Program. SAAC is an internal leadership organization that encourages student-athlete welfare and represents all student-athletes to administration. Student-Athlete Mentors (SAM's) provide support to incoming student-athletes (through the LIBA 144 class) in their transition from high school student to college student-athlete. In addition, SAM's serve as peer educators to the entire student-athlete population.

Life Skills Training and Developmental Workshops/Speakers
Life Skills training and developmental workshops/speakers are organized throughout the year for the student-athlete population. Collaboration with other campus groups/organizations to bring various speakers/programs to campus is done regularly.

Collaboration within the Campus Community
Keep open the lines of communication with the faculty to be an advocate for student-athletes. Collaborate with various academic and student affairs groups and committees that affect the welfare of the student-athletes. Encourage all student-athletes to be active and positive members of the LMU campus community. Work with Office of International Student Services in providing support to the International Student-Athletes.

Non-renewal/revocation

Sophomores

Juniors

Seniors

Off Campus Waiver Process
Student-Athletes receiving athletic countable aid greater than the value of tuition and fees must receive approval to live off-campus by completing a waiver form. The completed form will state the reason(s) the student-athlete is requesting to live off-campus. Approval of this request is granted when the form is signed by the student-athlete's head coach, sport supervisor, Assistant Athletics Director for Academics, Associate Athletics Director for Business and Finance, and the Athletics Director.

Christmas Break Housing
Student-athletes participating in the following sports may be required to practice and/or compete during the Christmas Break:

Men's & Women's Basketball
Women's Crew
Women's Swimming
Men's & Women's Cheer
Women's Water Polo

Freshmen
The Del Rey Residence Halls are open during the Christmas Break. During the initial Housing Selection Process, incoming freshman student-athletes who need Christmas Break housing should request either Del Rey North or South as their first choice to be in a good position for an assignment in either of these residence halls. If a student-athlete needs Christmas Break housing and is assigned to another residence hall, they will be placed in a temporary housing space during the Christmas Break. Sophomores, Juniors, and Seniors
All apartments and McKay Hall are open during the Christmas Break. Student-athletes must choose one of the apartments (McKay, Rains, and McCarthy Halls are not apartments) as their housing assignment during the Housing Selection Process in order to ensure an open room during Christmas Break.

For additional information, contact the Assistant Athletics Director for Academic Performance.

Award: A 9" x 12" plaque made of dark wood including SA's name and sport(s). A plate indicating year(s) of participation will be given to each student-athlete in subsequent years (e.g. sophomore, junior, senior years.

Procedures: Plaques will be ordered each Spring by the Athletics Department Office Supervisor using official team rosters submitted by each team's Head Coach. The Compliance Office will verify these rosters using the above criteria. This process should be completed at the end of each sport's competitive season.

Distribution: Plaques will be distributed annually at the Student-Athlete Welcome Back BBQ held each Fall.

Student-Athlete Gifts

Purpose: To recognize and commemorate student-athletes (SA) who have actively participated in two (2) or more competitive seasons of intercollegiate athletics and completed their eligibility at Loyola Marymount University.

Criteria:

Awards: A crimson blanket with the LMU Athletics logo will be provided to all SA's who meet above criteria.

Procedures: Blankets will be ordered each Spring by the Associate AD for Compliance using official team rosters submitted by each team's head coach. The Compliance Office will verify these rosters using the above criteria. This process should be completed at the end of each sport's competitive season. Blankets may also be awarded at the discretion of the Athletics Director.

Distribution: Blankets will be distributed annually.

NCAA/Conference Championship Awards
Special commemorative awards may be given to members of teams who win championships in NCAA sanctioned sports within the applicable NCAA rules for allowable expenditures. The Head Coach and Sport Supervisor must seek budget approval from the Associate Athletics Director for Business prior to engaging any contactor. The per unit price will not exceed $175.

The eligible championships are:

Conference Championships
NCAA Regional Championships
NCAA National Championships

The award will be either a watch or ring as selected by the team.

Those eligible to receive the award, based on available funds and approval by the Athletic Director will be:

The awards may be made available to other staff or members of the team, per approval by the Athletics Director, but must be paid by the recipient.

Championship Banners
Banners are purchased and displayed in the appropriate athletics facility for conference championships and post-season appearances at the direction of the Athletics Director. Banners are to be of uniform size, color, and appearance and must be approved by the Athletics Director.

Athletic Hall of Fame
Established in 1986, the Athletics Hall of Fame honors outstanding former athletes and teams. Inductees are honored at special ceremonies and commemorated in the Hall of Fame, located in the Founder's Room of Gersten Pavilion. Candidates are recommended and voted into the Hall of Fame by committee members. For details on criteria and submitting nominations, contact the Athletic Director's office.

Retired Jerseys
Outstanding athletic achievement by former student-athletes are honored with their numbers being retired. Extremely rigorous and strict criteria must be met in order to be awarded with this special honor. Candidates are recommended and voted upon by committee members. For details on criteria and submitting nominations, contact the Athletic Director's office.

These policies can be found online at my.lmu.edu under Controller's Office > Business & Finance Policies and Procedures. They are also available to read in a hard copy version in the office of the Associate Athletics Director for Business Affairs. Athletic Department policies are intended to complement the University policies.

Accounts Payable
Check requests for purchases, reimbursements, payments are made with itemized ORIGINAL invoices and receipts. Fax copies and vendor statements are not allowed. Requisition forms may be printed via the Controllers office link in MyLMU. Update to be available in fall semester, 2015.

P-card activity and transactions are allowable for travel, recruiting, and miscellaneous charges. Staff without a P-card must complete a Travel Expense Report for recruiting/travel expenses. Uniform and equipment purchases are processed through the Equipment Manager and are not approved Pcard transactions.

Accounts Receivable
All deposits with the Athletics Business Office must include either a receipt or supporting documentation. Ticket sales, Spirit Shop sales, camp fees are the most common deposits. Credit card transactions must be deposited with the University Cashier within one day of processing.

Banquets
Banquet finances must be pre-approved by the Associate Athletics Director for Business Affairs. Expense and revenue projections are necessary to begin the process. All cash, checks and credit card transactions for banquet ticket sales must be submitted on the Banquet Ticket Sales Form (see appendix).

Budgets
The Athletics Director allocates the approved budgets. The AAD-Business Affairs manages the budgets and expenditures in accordance with direction from the Athletics Director and within the policies of the University. Strict adherence to approved budgets and to policies and procedures is required and is a key component of staff evaluations. If it is anticipated that expenses may exceed budget, approval for additional spending must be requested from and approved by the Sport Supervisor and Associate Athletics Director for Business Affairs prior to any funds being committed.

The fiscal year begins on June 1 and ends on May 31. Credit balances in operating budgets at fiscal year end are returned to the University. Credit balances in restricted/booster club accounts are carried forward to the next fiscal year.

If both the operating budget and the restricted/booster club accounts are depleted prior to year end, summer camp income may be used to offset additional expenditures. Admin summer camp income or Admin restricted income that is used to offset expenditures must be replaced in the subsequent fiscal year.

Funds in scholarship and salary accounts may not be transferred to other accounts.

Funds in scholarship and salary accounts are to be used for scholarship and salary expenses ONLY.

Monthly budget updates are provided by the Associate Athletics Director for Business Affairs to all head coaches and athletic administrative managers. Online budget updates are available daily for all Administrative budget managers and head coaches through the University's general ledger reporting system, Metaviewer. For access to this system, please contact the Athletics Business Services Assistant.

The operating and restricted/booster club accounts together, must have sufficient funds at the beginning of the fiscal year to accommodate the planned travel, recruiting, equipment, uniform, home game and other miscellaneous expenses.

Net income from Summer Sports Camp may be used to supplement the restricted/booster club account.

Work Study budgets are allocated to sport and administrative departments annually. Each area is responsible for remaining within their budget. Students are responsible for remaining within their work award. Monthly updates are distributed by the Athletic Secretary.

Championship Travel
West Coast Conference championship travel is coordinated by the coaching staff upon prior approval of Associate Athletics Director for Business Affairs and sport supervisor.

NCAA Championship Expense reimbursement forms will be completed by the Associate Athletics Director for Business Affairs. NCAA Championship travel is coordinated by coaching staff and/or Associate Ad-Internal Operation. Prior approval from Associate Athletics Director.

Courtesy/LMU Vehicles
Courtesy cars or purchased vehicles provided to staff must be well maintained and regularly serviced. DMV clearance is required before the car is released to the staff member. All traffic/parking tickets are the responsibility of the driver and will not be paid by the University.

Equipment
All equipment and supplies purchased with university funds are the property of the university and should be maintained to maximize use. Equipment and supplies issued to student-athletes must be returned to the Head Coach at the end of each competitive year.

P-Card
A Purchase card (P-card) is available to all full and part time staff upon approval from the Associate Athletics Director for Business Affairs and the Controllers Department. The P-Card Application and Cardholder Agreement form (see appendix) are completed by the staff member and approved as noted above. The staff member must attend training before the card is issued.

The P-card is for business-related purposes only and may not be used for personal transactions. The P-card assigned to the staff member may not used by other persons.

Uniform purchases may not be charged to the P-card. Uniform purchases are processed through the Equipment Manager and the Business Services Assistant.

All P-card transactions must be reviewed online by the University deadline and must include a business purpose. After month end, the statement must be printed, signed and submitted with all receipts, to the Business Services Assistant no later than the 5th day of every month. Failure to do so may result in the cancellation of the staff member's card.

Travel
1. Coaches are required to coordinate their team travel with the Administrative Assistant and/or the Business & Finance Assistant.
2. Coaches must plan and contract for transportation, hotels, etc. as early as possible to ensure available funding and maximize budgets.
3. Requests for travel advance funds for team travel, recruiting travel, scouting, travel, conferences, or home game expenses must be approved
4. Allow a minimum of 5 to10 business days to process travel advances
5. If the travel advance is to be used to provide per diem cash to student-athletes for team travel, a per diem cash receipt form just must be included with the request. The per diem request form must list the travel party and dates of travel.
6. Travel advances must be cleared within 5 business days of the end of travel.
7. A Travel Expense Report (see appendix) must be completed, with receipts and remaining cash, and given to the Associate Athletic Director for Business Affairs
8. Travel expenses incurred by student-athletes traveling with family or friends, as approved by the Athletics Director or his designee, will be the responsibility of the student-athlete.
9. Travel Itineraries must be kept on file in the Business Office and the Sport Supervisor's Office.
10. Personal hotel expenses incurred by student-athletes, e.g. phone calls, movie rentals, room service, will not be paid by the Athletics Department and will be charged to the student's university account. 11. In addition to the University Vehicle Policy and the Athletic Addendum to the policy, the following guidelines are applicable: a. Plan travel to arrive no earlier than the day before competition and leave no later than 24 hours after the end of competition.
b. All student-athletes are required to travel with the team unless prior written approval has been given by the Athletics Director or his designee using the Travel Release Form
c. If family members, friends, and/or fans wish to travel as part of the official travel party, the University will not incur any travel expenses unless authorized by the Athletics Director
d. Student-athletes are discouraged from driving team vans at any time.
e. Van travel will be via Athletic Department vans or rental vans; rental vans may be secured through the LMU Preferred Rental Agreement with Enterprise or Budget. Information is available from the Athletics Business Office.
f. When renting a vehicle for university/department business, do not purchase additional insurance from the rental company. All insurance requirements will be met by the University insurance policy and the employee's personal insurance policy.
g. Rental vehicles must be refueled prior to returning them to the rental company; do not accept the rental company refueling option. Failure to refuel will result in refueling charge and surcharge to the sport budget.
h. Reservations for the Athletic Department Vans should be made in advance with the Athletics Facilities Manager. Upon return, vehicles should be refueled and cleaned to avoid additional charges to the sport budget.
i. Bus transportation is encouraged for team travel over 120 miles.
j. Bus transportation originating from LMU must be arranged for according to established policies and using only pre-approved companies determined by the athletics department.
k. Bus transportation needs for travel that does not originate at LMU - coaches are required to work in conjunction with the Administrative Assistant and/or the Business & Finance Assistant to arrange for that travel, secure contracts, receive appropriate contract approvals from the Sr. VP for Finance, and secure required insurance - per the bus usage policies required by the University.
l. Coaches are encouraged to spend the maximum allowed per diem of $35 on team travel.
m. When reserving hotel rooms, care must be given to safety, comfort, and student-athlete welfare. Teams are highly encouraged to place no more than two persons per room, unless special circumstances exist and have received appropriate approvals from their Sports Supervisor and/or the Assoc. AD for Business & Finance. If circumstances require more than two persons to share a room - a room will never exceed more than four persons.
n. When reserving rooms, coaches or Athletics staff members will not - under any circumstance - share a room with a student-athlete.
o. A Sports Information representative will travel with Men's and Women's Basketball and Baseball. No other travel will be permitted unless it is local, for extended trips when requested and approved by the Assoc. AD for Business & Finance, or for post-season play.
p. An Athletic Trainer will travel with Men's and Women's Basketball, Women's Volleyball, Baseball, Softball, and with Men's and Women's Soccer. No other travel will be permitted unless it is local, for extended trips when requested and approved by the Assoc. AD for Business & Finance, or for post-season play.
q. A Sports Information representative and Athletic Trainer will travel to all West Coast Conference Championships and NCAA Championships if available.

Petty Cash
1. To request petty cash, complete the Cash Requisition Form for the Business Services Assistant.
2. Receipts, invoices, and any unused cash must be returned to the Business Office within 24 business hours of receiving the money.
3. The maximum request limit for petty cash is $200.

Phone Service
Staff who qualify for university owned cell phones are expected to limit personal use of University-owned cell/smart phones. University cell phone units must be approved in advance. All repairs and service must be processed through Campus Business Services.

Mileage Reimbursement
Effective 1/11/15 the reimbursement for mileage is 57.50 cents per mile. This does not include those with auto allowances or who drive a university vehicle.

Budget Planning Process
1. Planning for permanent budget increases begins approximately 12 months before the beginning of the fiscal year and is completed and approved in March preceding the fiscal year.
2. Coaches are encouraged to meet with the Associate Athletics Director for Business Affairs during June to present plans and requests for upcoming budget needs
3. The Athletics Director presents requests to the Senior Vice-president of Student Affairs for inclusion into the proposed budget.
4. Coaches are well advised to maintain an ongoing, prioritized list of budget needs for use in the planning process.

Spirit Shop/Individual Team Booster Sales

Policy
The Spirit Shop is the vehicle for selling LMU Athletic-wear and souvenirs. Items to be sold through the Spirit Shop will be determined by the coordinator of the spirit shop. Sports teams/sports team booster organizations which desire to sell specific product will operate and coordinate that concession through the Spirit Shop.

Procedure
1. The Coordinator of the Spirit Shop determines the inventory and pricing for all items.
2. Coaches whose booster organizations want to purchase and sell product at events must consult and plan with the Coordinator of the Spirit Shop.
3. Items sold will be sold at the retail price established by the Coordinator and must include sales tax at the current Los Angeles City tax rate.
4. All mail orders must be placed on the appropriate order form and processed by the Spirit Shop.
Uniforms
Nike is the primary department uniform sponsor. Head coach or designer of teams for which Nike does not produce uniforms, the Equipment Manager will work to identify the appropriate vendor from which to purchase appropriate needs.

LMU Athletics Department sponsored summer sports camps have first priority for scheduling facilities for the department camps. LMU coaches are expected to operate summer camps in the department's summer camp program and will share in the net proceeds.

Camps, academies, private coaching operated solely by a particular coach outside the summer department-sponsored camp program must:

Camps, academies, private coaching operated solely by a particular coach during the academic year must:

For further information about camps, academies, and private coaching opportunities, contact the Camp Coordinator and refer to the Camps Section of the Coach's Compliance Handbook for additional guidelines.

Athletic Department-Sponsored Camps, Clubs & Clinics
The Athletic department sponsors the LMU Summer sports camp through which coaches, student athletes and non-LMU personnel are paid to supervise and instruct the youth campers. These camps are held during the three summer months and are coordinated by the Camp Coordinator. An administrative fee is charged to each camp based on the number of campers. All remaining income may be used to pay the working instructors and coaches.

All other clubs, clinics and camps (non-summer sports camps) must have prior permission from their sport supervisor and camp coordinator to operate their camp in an Athletics facility. The responsible staff member must coordinate all aspects of directing and managing the camp. The revenues and expenses are to be processed through the camp coordinator. Administrative fee is charged to each clinic of 10% of gross revenue. Net income may be paid as compensation and or may be transferred to the University's budget. Personal expense may not be paid from the camp accounts or the University budgets.

Compensation for LMU Summer Sports Camp
If a coach is working an LMU camp, he/she may be compensated for camp responsibilities and are not required to use vacation time. If a coach is not working an LMU camp, he/she may not be compensated with camp proceeds.

Compensation for LMU Clinics, Academies, and Private Coaching
Income from the camp may be paid as compensation after all expenses have been satisfied provided the coach has worked at this camp.

Off-Site Camp
If coach is working a camp that is not a LMU Sports Camp, he/she is required to take vacation time.

The Associate Athletics Director for Compliance oversees rules compliance and is the liaison with the LMU Offices of Admissions, Financial Aid, and Registrar.

A Department staff member or coach should not contact the NCAA or WCC directly regarding rules compliance or interpretation, but should work through the LMU Compliance staff.

All coaches and others authorized to recruit prospective student-athletes must be certified by passing the NCAA standardized test.

Substance Abuse Committee
The Athletics Director appoints members to the Athletic Department Substance Abuse Committee. Membership on the committee should be representative of student-athletes, coaches, faculty, administrators, and medical professionals. The committee oversees the policy and procedures of the program and advises the Athletics Director.

Appeals Committee
An appeals committee consisting of the Faculty Athletics Representative (chair), a member of the Student Affairs Judicial Board, and the Director of Student Health Services will hear and decide appeals of positive tests. Decisions and recommendations from the Appeals Committee will be given to the Associate Athletics Director for Internal Operations with any final appeals being decided by the Athletics Director.

Education
An important component of the Drug and Substance Abuse Program is an on-going educational effort designed to help student-athletes avoid irresponsible involvement with drugs and alcohol. Student-athletes are required to attend scheduled drug and alcohol educational seminars arranged by the Department of Athletics.

Procedures
1. Student-athletes using drugs on the NCAA banned drug list, which have been prescribed by a clinician, must provide written certification that specified athletic activity may safely be undertaken under specified conditions. The student-athlete must sign a waiver relieving LMU of any responsibility for illness or injury attributable to engaging in athletic activity while under the influence of the prescribed drug.

2. Student-athletes using prescribed performance-enhancing substances must consult with LMU medical authorities, including collaborations with the student-athlete's attending physician and the LMU athletic training staff, to implement a schedule of medication that precludes such performance-enhancing effects during times relevant to intercollegiate athletic competition.

Confidentiality

a. The collection and coding of specimen samples are executed in a manner insuring total confidentiality and proper identification
b. The results are returned to the LMU Director of Health Services for report to the Associate Athletics Director of Internal Operations
c. Test results are considered confidential and as such will be known only by the student-athlete, Head Athletic Trainer, Athletic Director, Head Coach, and Chairperson of the Drug and Substance Abuse Committee, and to parents as stipulated or if subpoenaed by a court of law.

Procedures and Protocol

a. Method: a SEMSHA approved laboratory will perform screening.
b. Certified athletic trainers, under the supervision of the Head Athletic Trainer, will administer witnessed collection sampling.
c. Witnessed urine samples will be required during specified time requirements.
d. All student-athletes are required to submit to testing at the specified time and place.
e. In addition to any random testing that may occur, the Director of Athletics may request a drug test from any student-athlete based on reasonable cause to suspect the student-athlete in engaging in the use of prohibited drugs. Reasonable cause may be based on information from any source deemed reliable by the Director of Athletics.
f. Student-athletes chosen for testing will be informed of the date, place, and time of test; failure to provide a test sample, as directed, to the collector will be considered a positive test offense.
g. Student-athletes who refuse to be tested will be referred to the Athletic Director with a recommendation of removal from participation and loss of scholarship
h. Student-athletes suspected of cheating or tampering with urine sample will be considered to have tested positive.
i. Student-athletes who acknowledge the use of a banned drug/substance prior to testing will not be counted as an offense, however, mandatory assessment, counseling, and additional testing will be required.

Sanctions
The following guidelines are in place to determine the appropriate sanction for a positive test or a violation of the drug policy.

FIRST OFFENSE

a. Referral for counseling
b. Subject to additional random testing
c. Suspension from practice/games
d. Notification of parent via certified, return receipt requested, letter
e. Attend university sponsored seminars in drug and alcohol use

SECOND OFFENSE

a. Immediate suspension from team and team activities
b. Referral for counseling
c. Subject to re-test and additional random tests
d. Notification of parent via certified, return receipt requested, letter

THIRD OFFENSE

a. Immediate and permanent dismissal from team
b. Permanent loss of athletic grant-in-aid at end of academic year during which dismissal occurred
c. Notification of parent via certified, return receipt requested, letter

Appeals

1. Sanctions may be appealed to the Drug and Substance Abuse Committee whose decisions are final.
2. Sanctions applied for positive test will remain in place until the appeal is heard and decided.
3. Appeals must be made in writing to the Chair of the Drug and Substance Abuse Committee through the Associate Athletics Director for Internal Operations within 3 working days of a positive test.
4. Appeals will be heard within 5 working days of filing the appeal.
5. It should be understood by all parties that ignorance is not a justifiable defense in appealing sanctions.

Reinstatement After A Positive Test
Upon satisfactory completion of all sanctions applied for a positive test result, the student-athlete may apply, in writing, for reinstatement on the team. Application for reinstatement must be sent to the Associate Athletics Director for Internal Operations; a written reinstatement directive will be issued upon confirmation that all conditions have been met. NCAA Banned-Drug Classes | 2005-2006 The NCAA list of banned-drug classes is subject to change by the NCAA Executive Committee. Contact NCAA education services or www.ncaa.org/health-safety or the LMU Athletic Training Department for the current list. The term "related compounds" comprises substances that are included in the class by their pharmacological action and/or chemical structure. No substance belonging to the prohibited class may be used, regardless of whether it is specifically listed as an example.

Many nutritional/dietary supplements contain NCAA banned substances. In addition, the U.S. Food and Drug Administration (FDA) does not strictly regulate the supplement industry; therefore purity and safety of nutritional dietary supplements cannot be guaranteed. Impure supplements may lead to a positive NCAA drug test. The use of supplements is at the student-athlete's own risk. Student-athletes should contact their institution's team physician or athletic trainer for further information.

Content

Interact
What social media has over the institutional website is that it is interactive and generally less formal. Users can communicate with you, with each other, and in every possible direction. For that reason, it's better to develop content that involves users, rather than just talking at them. Ask questions, take polls, offer activities, respond to inquiries--it's all part of interacting with the community. Examples: Mediocre tweet: LMU Announces $50 Million Gift to Rename Science Building. Better tweet: We're renaming the Science Building! If it was your decision, what would you name it? Best answer gets retweeted here. Engage
People use social media because it engages them. The content is either fun or crucially informative to their lives. So keep it fun and interesting! Be a person
Social media is about being social between people. Even if your posts are coming from an official LMU entity, the content is created by a person. Stay away from stiff or bureaucratic language, and remember your community wants to interact with people, not machines or offices. In doing that, be sure to remember that you are speaking as an LMU employee, so don't say anything you wouldn't readily stand by or say in your office. Frequency
A key piece of engaging your community is posting regularly. If you only tweet five times a year, why would anyone follow you? Likewise, it's overkill to post an event invitation followed by six reminder messages. Stay up-to-date, but do not wear your users out.

Student-Athlete Complementary Tickets

Per NCAA rules, student-athletes are eligible to receive a maximum of 4 tickets for home games.

With the exception of Men's Basketball, all student-athletes must submit names to ACS no later than 2 hours prior to the game. No additions will be made less than 2 hours prior to the game at the door. Men's Basketball must submit 24 hours in advance

A ticket stub is issued to allow access into the venue.

Persons receiving complementary tickets must present valid ID.

SAFETY: It is the responsibility of all vehicle operators to drive in a safe manner and to conform to all applicable laws and regulations, including but not limited to:

obey all state and local laws applicable to the operation of motor vehicles

drive defensively

maintain alertness

use good judgment

be courteous

be knowledgeable and skilled in the operation and maintenance of the particular vehicle used

drivers and passengers should use seat belts

inspect the vehicle before taking possession

report any problems with vehicle operation to the appropriate persons

Policies
All solicitations must be coordinated through the Athletic Development Office, in advance.

All donations received by Athletics coaches and staff should be delivered to Athletics Development with-in 2 business days on receipt with full information on the donor.

The Athletic Development Office will provide bi-weekly reports to individual teams and sport supervisors on fundraising progress to date.

The Athletic Development Office will provide bi-weekly thank you cards and reports for coaches to sign and return in a timely manner.