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2014 NCAA Division III
Men’s and Women’s
Cross Country Regional
Championships
Midwest Regional
Participant Manual
TABLE OF CONTENTS
Section No.
SECTIONS
PAGE
1
2
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
3
4
5
6
7
8
9
10
Introduction
Championship Location and Competition Site Information
Entry Procedures and Championship Format
Entry Procedures
Final Declaration
Packet Pick-up
Practice Schedule
Finish Line Procedures
Results
Protest
Awards
Medical
Athletic Training Information
Weather Policy
Drug Testing
Uniforms
Logo Policy
Misconduct
Criticism of Officials
Misconduct Incident to Competition
Squad Size
Awards
Host City Spectator Information
Championship Operations
Host Personnel and Contact Information
NCAA Division III Track and Field Committee and Staff Liaisons
Championship History
1
2
2
2
3
3
3
3
4
4
4
4
5
5
6
7
7
8
8
8
8
8
9
9
10
11
12
APPENDIXES
A
B
C
D
E
F
TITLE
Chips, Bibs, Hip Numbers and Special Instructions
Sample Schedule of Events
Men’s 8K Course Map
Women’s 6K Course Map
Sample Emergency / Evacuation Plan
Coaches Checklist
13
14
15
16
17
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SECTION 1 – Introduction
Introduction.
The NCAA Division III Cross Country Regional Championships Participant
Manual is intended to serve as a guide to the policies and procedures of the
2014 Cross Country Regional Championship event. Included in this manual is
information about the championship location, site, entry procedures, travel,
lodging and reimbursement. Coaches are strongly encouraged to read the
entire manual and make use of the coach’s checklist.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
SECTION 2 – Championship Location and Competition Site
Competition Site.
The 2014 NCAA Division III Cross Country Midwest Regional Championships will be held at Lake
Breeze Golf Club at 6333 Ball Prairie Road, Winneconne, Wisconsin.
Directions.
The course is at Lake Breeze Golf Club at 6333 Ball Prairie Road, Winneconne, Wisconsin. Take
Hwy 41 to exit 120 to Hwy 45 North and exit at Hwy 116 to Winneconne. Turn right on Ball
Prairie Road. The golf course will be on your left.
Competition Site Maps.
The men’s and women’s course maps are included as Appendix C and D. For additional
information, please go to the host website located at the following link:
http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index
Locker Rooms.
There are locker rooms available at Kolf Sports Center on the UW Oshkosh campus. There are
no locker rooms available at the golf course.
Parking / Admission.
Parking/Admission to the 2014 NCAA Division III Men’s and Women’s Regional Cross Country
Championships is $5 per person. There is team parking only at Lake Breeze Golf Club.
Spectator parking is at Winneconne High School. There is a round trip shuttle service to and
from Lake Breeze Golf Club. Please see specific spectator parking details at the 2014 Midwest
Regional webpage located at the following link:
http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index
SECTION 3 – Entry Procedures and Championship Format
Entry Procedures.
Entry Forms. Coaches will be allowed to submit a maximum of 10 student-athletes on the
entry form. Only the 10 student-athletes listed on the entry form may compete in the regional
championship meets. Coaches will be able to change the 10 student-athletes on the entry form
should the team qualify for the national championship meet. (See the Pre-Championships
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Manual for guidelines). Coaches must submit the forms ONLINE by 5 p.m. Eastern time,
Sunday, November 9. Institutions submitting late entries are subject to a fine of $400 per
gender. Any exceptions to the roster policy will only be considered in extraordinary
circumstances and should be addressed in writing to the Track and Field Committee and NCAA
championship manager. Each institution should print a copy of its entry forms to hand carry to
the regional should any issues arise.
The qualifying finish of teams and individuals at the regional meets will constitute entry into the
national meet. No further declaration to compete is needed. After the regional
championships, coaches will have until 9 p.m. eastern standard time the Sunday prior to
nationals to make changes to their roster for the national championship on Direct Athletics. The
system will shut down at 9 pm eastern time sharp so please give yourself enough time to
make the necessary changes to your rosters. Any exceptions to the roster policy will only be
considered in extraordinary circumstances and should be addressed in writing to the
committee and NCAA championship manager.
Final Declaration.
Student-athletes must check in with the clerks at their assigned box 20 minutes before the start of
their race.
Packet Pick-Up.
Packets will be available Friday, November 14, from 3 to 4:30 p.m. in the Lake Breeze
clubhouse.
Course maps and descriptions will also be available and host representatives will be there to
answer any questions on the course.
Practice Schedule.
Practice access to the course is limited to Friday and the day of competition, weather
permitting. The practice date and time is Friday, November 14 from 1 to 5 p.m. The course will
be open at 9 a.m. the morning of the race.
**Please call 920/582-7585 or check @UWOshkoshTitans Twitter feeds for severe weather
updates on race day if needed.
Finish Line Procedures.
Details on the timing chips, championship bibs, and hip numbers are located in Appendix A.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
The order of finish will be verified with Finish Lynx system. Two Lynx cameras will be on each of
the finish line mats. A secondary video system will be used as a backup. Timing mats may be
used on the course at select marks. Men’s splits and team scores may be collected and
displayed in the final results. Women’s splits and team scores may be collected and displayed in
the final results. While student-athletes may run over mats at other locations, splits may only
be taken at the designated locations.
Runners should continue racing past both sets of mats at the finish line. Once they have
crossed the mats, runners should continue to move through the finish chute to their designated
box for retrieval of their warm up apparel. Runners need not maintain their order of finish in
the chute. Water and athletic trainers will be available at the end of the finish chute. Coaches
can wait for runners outside of the finish chute.
Results.
Each coach will receive one copy of the official results with the results ticket from their packet.
Coaches can pick-up their copy of results at the clubhouse near the finish line. Official results
will also be posted on the host website in a printable format.
Protests.
A protest/appeals table will be located in the clubhouse by the coach’s only results area. Forms
will be available at the protest table for the head coach to provide information about the
alleged incident or problem, citing the NCAA rulebook. The Head Referee’s ruling and
explanation will be posted along with the results of the race. The protest period does not begin
until the results of the last race have been posted.
Awards.
The awards ceremony will be held in front of the club house at 1:15 p.m.
Medical.
The following information pertains to athletic training and medical coverage for the
championships:
•
The medical tent on-site will be open Friday, November 14 from 12:30 to 5 p.m. and will be
supplied with ice and water. On Saturday, November 15, from 9 a.m. until 2 p.m., the tent
will be supplied with muscle stim, ultrasound, combination stim/US, hot packs and ice.
•
Athletic trainers will be available Friday in the Kolf Athletic Training Room. Saturday,
athletic trainers will only be available in the medical tent on the course. In addition,
physicians, EMTs and ambulance services, will be on-site Saturday.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
•
Student-athletes needing treatments on race day should go to the medical tent on-site.
Treatments will be performed Friday, November 14 in the Kolf Training Room from 10 a.m.
until 5 p.m. Each team is responsible for bringing a fully stocked medical kit along with
insurance and emergency contact information. Student-athletes needing treatment on
Saturday, November 15 must schedule an appointment with the UW Oshkosh sports
medicine staff.
•
Any student-athlete needing modalities must have a signed letter from their certified
athletic trainer or team physician stating the parameters of the treatment to be rendered.
Athletic Training Contact Information.
Wade Peitersen, Head Athletic Trainer
office 920/424-7138
Cell
920/420-0091
Fax
920/424-1068
Weather Policy.
For the safety of all spectators, student-athletes, officials and coaches the following will be used
in case of severe weather (e.g., cold temperatures and / or heavy snow):
1.
The meet director and NCAA site representative will monitor the weather during the week
and morning of the championships.
2.
A phone number to call for information or Twitter Feed on delays and/or postponement
to the following day. The host can leave a message at that number alerting coaches of
different start times or a delay in course inspection times due to inclement weather. This
number (920/582-7585) will be placed in the information with the coaches’ packets and
on the meet website. Twitter Feeds: @UWOshkoshTitans
3.
The games committee will determine whether the start of the meet should be delayed or
if the meet should be postponed until the following day. All consideration should be
taken in regards to the policies toward competition on Sunday for each institution.
4.
If the race has already begun and would have to be suspended in the middle of the
competition, the track and field committee would recommend the following:
a.
Women’s 6,000 meter - If competition is suspended before the 2,000 meters mark
you may run the same day with a two hour delay. If competition is suspended after
2,000 meters we would recommend postponement until the next day.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
b.
Men’s 8,000 meter - If competition is suspended before the 3,000 meters mark you
may run the same day with a two hour delay. If competition is suspended after
3,000 meters we would recommend postponement until the next day.
5.
If necessary, competition may be postponed until Sunday, per NCAA policy, with
competition not starting before Noon. This information must be communicated with all
involved institutions.
6.
If the meet is postponed to Sunday because of severe weather, the following time
schedule may be used:
1 p.m.
2:15 p.m.
Men’s 8,000 meter race
Women’s 6,000 meter race
** Appropriate provisions will be made to the facility to ensure the safety of competitors and
spectators. The games committee reserves the right to make changes to the above policies
and schedules as they see fit.
Drug Testing.
NCAA championships committees, following a recommendation from the NCAA drug-testing
subcommittee, have discontinued the practice of announcing whether drug testing will be
conducted at NCAA championships events.
Although knowing before competition whether NCAA drug testing was to occur had value for
reasons of convenience, it left open the possibility that student-athletes might be tempted to
use banned substances if they knew that NCAA testing was not being conducted at the site of
competition.
Therefore, all coaches and student-athletes should presume that post-event NCAA drug testing
will occur at this championships event. Please inform your student-athletes that in the event
they are notified of their selection for drug-testing, the student-athlete must inform an official
representative of your institution (e.g., coach, athletic trainer) before proceeding to the drugtesting site. At individual championships drug-testing couriers will be instructed to remind
selected student-athletes of such.
If drug testing is to occur, the following format will be used:
•
Number Tested: nine men, nine women.
•
Test Plan: Top three plus six at random.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Uniforms.
In all events and award ceremonies, competitors must wear the proper uniform (warm-ups
included) of the institution they represent in the championships.
Uniforms for all cross country team members must meet the following criteria: (1) school issued; if
they are singlets, they must be identical; (2) pants may be of any length, but must have identical
color; and (3) visible undergarments must be of an identical solid color. Uniforms must be clean
and of a material and design so as not to be objectionable.
Bare midriff tops are not acceptable. (Note: The uniform top must meet or hang below the
waistband when the competitor is standing.)
Uniforms must allow for competitors’ numbers to be placed above the waist (front and back) and
for hip numbers to be placed on the hip, not on the leg or thigh. Uniform tops must not obscure hip
numbers.
Logo Policy.
The provisions of NCAA Bylaw 12.5.3 indicate that an institution’s official uniform and all other
items of apparel (e.g., socks, headbands, T-shirts, wristbands, visors or hats, and towels) that
are worn by student-athletes in competition may bear a single manufacturer’s or distributor’s
normal trademark, not to exceed 2 1/4-square inches, including any additional material (e.g.,
patch) surrounding the normal trademark or logo. The logo or trademark must be contained
within a four-sided geometrical figure (i.e., rectangle, square, and parallelogram).
In addition, an institution’s official uniform cannot bear a design element similar to the
manufacturer’s that is in addition to another logo or that is contrary to the size restrictions.
A student-athlete representing an institution in intercollegiate competition is limited to wearing
apparel items that include only the logo (not to exceed 2 1/4-square inches) of an apparel
manufacturer or distributor. The student-athlete may not wear any apparel that identifies any
other entity, other than the student-athlete’s institution.
These restrictions apply to all apparel worn by student-athletes, and any and all credentialed
personnel in the bench area during the conduct of competition, which includes any practices
and pregame or postgame activities.
This bylaw will be strictly enforced at all NCAA championships and the names of individuals and
institutions that are not in compliance with this bylaw shall be forwarded to the NCAA
enforcement staff. Non-compliance with this legislation could result in loss of eligibility,
forfeiture of points earned by those ineligible student-athletes and adjustment of team
standings.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Misconduct.
Misconduct in an NCAA championship is any act of dishonesty, unsportsmanlike conduct,
unprofessional behavior or breach of law occurring incident to, en route to, from or at the
locale of the competition or practice that discredits the event or intercollegiate athletics.
Criticism of Officials.
Members of the coaching staff or other representatives of participating institutions or
conferences shall not make public statements critical of officiating in any NCAA championship
event. Failure to comply with this policy may subject the individual, institution or conference to
the misconduct provisions of NCAA Bylaw 31.
Misconduct Incident to Competition.
If the act of misconduct occurs during the competition, under normal circumstances the
individual shall be allowed to complete the competition in which he or she is participating at
the time of the incident. An administrative hearing shall be held at the conclusion of the day’s
competition, during a break in the continuity of the championship (e.g., between races) when
no competition is being conducted or at the conclusion of the championship. However, if the
act of misconduct is so flagrant that it obviously violates the principles of fair play and
sportsmanship, the games committee may immediately withdraw the student-athlete or
institutional representative from the competition and conduct the hearing after this action.
Other acts of misconduct may be dealt with at the governing sports committee’s convenience.
SECTION 4 – Squad Size
Squad Size.
Teams are limited to a maximum of seven competitors. Institutions entering five to seven
runners in the meet must compete as a team. If fewer than five competitors run, studentathletes will compete as individuals.
SECTION 5 –Awards
USTFCCCA Awards.
Following the conclusion of the regional meet the USTFCCCA representative will present 35
men All-Region medallions and 35 women All-Region medallions. In addition, each region will
receive one men’s team champion plague and one women’s team championship plague.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
SECTION 6 – Host City Spectator Information
Websites.
Please see the following websites for spectator and venue
http://www.uwoshkoshtitans.com/NCAACrossCountryMidwestRegional/Index.
information.
Tickets.
The cost of spectator shuttle service/admission to the regional championships is $5 per person.
Children five and younger are free.
Parking.
Spectator parking is located at Winneconne High School, 100 Wolf Run, Winneconne, Wisconsin
54986. Only teams will park at Lake Breeze Golf Club.
SECTION 7 – Championship Operations
Emergency / * Evacuation Plan.
*See Appendix F for a sample emergency / evacuation plan for the championships.
Lightning Policy. The purpose of this lightning policy is to provide a uniform code of procedures
to follow during weather where the risk of lightning strike is high. This is done to protect the
health and wellbeing of the student-athletes.
Ceasing Activity. The NCAA has made arrangements through Telvent DTN to provide a lightning
detection and weather monitoring system. Weather will be monitored electronically. In case
there are issues with the Telvent DTN weather monitoring system, the SkyScan Lightning
Detector (portable, electronic) and Internet Doppler radar will be used.
The primary method of communication, in case of inclement weather, will be through the
public address announcer. The PA announcer will inform all teams, fans and spectators to seek
shelter immediately.
Flash-to-Bang Method. The flash-to-bang method will also be used as a visual reference.
Shelter Locations.
In the case of bad weather people should take shelter in the clubhouse, team vehicles,
volunteer vehicles, shuttle buses or maintenance shed.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
SECTION 8 – Host Personnel and Contact Information
Title
Meet Director
Division III NCAA Site
Representative
NCAA Championships
Liaison
Media Coordinator
Name
Vicci Stimac
Assistant Director of Athletics/Senior
Woman Administrator
[email protected]
Mahesh Narayanan
Head Women’s Cross Country Coach/Asst.
Women’s Track and Field Coach, North
Central College
[email protected]
Tyrone Lockhart
Assistant Director, Championships and
Alliances
[email protected]
Kennan Timm
Sports Information Director
[email protected]
Contact Numbers
Work: 920/424-1384
Cell:
906/281-0135
Work: 630/637-5525
Cell:
630/388-9633
Work: 317/917-6474
Cell:
317/532-7658
Fax:
317/917-6235
Work: 920/424-0365
Cell:
920/621-8991
Head Athletic Trainer
Wade Peitersen
Head Athletic Trainer
[email protected]
Work: 920/424-7138
Cell:
920/420-0091
Fax:
920/424-1068
Promotions/Marketing
Cameron Wengrzyn
Marketing & Development Specialist
[email protected]
Work: 920/424-1226
Cell:
502/316-1539
Facilities Coordinator
John Zupanc
[email protected]
Work: 920/573-6364
Cell:
920/573-6364
Volunteer Coordinator
Deb Vercauteren
[email protected]
Work: 920/573-6365
Cell:
930/573-6365
Hospitality Coordinator
Vicci Stimac
Assistant Director of Athletics/Senior
Woman Administrator
[email protected]
Work: 920/424-1384
Cell:
906/281-0135
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
SECTION 9 – NCAA Division III Track and Field Committee and Staff Liaisons
Division III Track and Field Committee and Staff Liaisons.
Atlantic
Central
Kate Curran, Outdoor Track and Field Liaison
Head Track and Field Coach
St. Lawrence University
Augsbury Center
Canton, New York 13617
Office: 315/229-5813
Cell: 610/715-2266
Email: [email protected]
Term expires: September 2015
Chris Daymont, Cross Country/Indoor Track and Field
Liaison
Head Women’s Cross Country Coach
St. Olaf College
1520 St. Olaf Avenue
Northfield, Minnesota 55057
Office: 507/786-3810
Cell: 612/702-0460
Email: [email protected]
Term expires: September 2016
Great Lakes
Mideast
Paul Sargent, Indoor/Outdoor Track and Field Liaison
Head Cross Country and Track and Field Coach
Franklin College
101 Branigin Boulevard
Franklin, Indiana 46131
Office: 317/738-8037
Cell: 317/403-0908
Email: [email protected]
Term expires: September 2015
Bill Ross, Cross Country Liaison
Assoc. Dir. of Athletics & Rec. Services
Allegheny College
520 N. Main Street
Meadville, PA 16335
Office: 814/ 332-2316
Cell: 814/ 573-8057
Email: [email protected]
Term expires: September 2017
Mahesh Narayanan, chair
Head W. Cross Country/Asst. W. Track and Field Coach
North Central College
450 South Brainard Street, cm#286
Naperville, Illinois 60540
Office: 630/637-5525
Cell: 630/388-9633
Email: [email protected]
Term expires: September 2015
Kelly Scafariello, Cross Country Liaison
Senior Woman Administrator/Associate Athletics
Director
Salve Regina University
100 Ochre Point Avenue
Newport, Rhode Island 02840
Office: 401/341-2247
Cell: 407/619-8998
Email: [email protected]
Term expires: September 2017
Midwest
New England
South/Southeast
West
Francie Smith, Cross Country/Indoor Track and Field
Liaison
Head M&W Cross Country and T&F Coach
Southwestern University (Texas)
P.O. Box 770
Georgetown, Texas 78627
Office: 512/863-1615
Cell: 512/818-0565
Email: [email protected]
Term expires: September 2017
Michael Orechia, Indoor Track and Field Liaison
Director Cross Country/Track and Field
University of Puget Sound
1500 N. Warner St. #1044
Tacoma, WA 98416
Office: 253/879-3453
Cell: 425/773-3274
Email: [email protected]
Term expires: September 2018
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
SECTION 10 – Championship History
Men’s History
1993
North Central College
Women’s History
1993
State University College at Cortland
1994
Williams College
1994
State University College at Cortland
1995
Williams College
1995
State University College at Cortland
1996
University of Wisconsin, La Crosse
1996
University of Wisconsin, Oshkosh
1997
North Central College
1997
State University College at Cortland
1998
North Central College
1998
Calvin College
1999
North Central College
1999
Calvin College
2000
Calvin College
2000
Middlebury College
2001
University of Wisconsin, La Crosse
2001
Middlebury College
2002
University of Wisconsin, Oshkosh
2002
Williams College
2003
Calvin College
2003
Middlebury College
2004
Calvin College
2004
Williams College
2005
University of Wisconsin, La Crosse
2005
State University College at Geneseo
2006
Calvin College
2006
Middlebury College
2007
New York University
State University College at
Cortland
North Central College
2007
Amherst College
2008
Middlebury College
2009
University of Wisconsin, Eau Claire
Haverford College
Middlebury College
Washington University (Missouri)
2008
2009
2010
2011
North Central College
2010
2011
2012
North Central College
2012
Johns Hopkins University
2013
St. Olaf College
2013
John Hopkins
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Appendix A
Chips and Bibs Special Instructions
COACHES
All coaches will receive bib numbers with pins and chips for each participant as part of the packet
obtained during packet pick-up on Friday November 14.
RUNNERS AND COACHES
Participants must wear a timing chip and a front bib number in order to receive a finishing time and
place. The Finish Lynx system will record times and places; however, all close finishes will be verified by
Lynx cameras, so bibs MUST be worn.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Appendix B
NCAA Midwest Regional Championship 2014
(All Times are local)
Friday, November 14
1:00 p.m.-5:00 p.m.
Course Inspection/Practice
3:00 p.m.-4:30 p.m.
Packet Pickup
Lake Breeze Golf Club Clubhouse
4:30 p.m.
Mandatory coaches meeting
Lake Breeze Golf Club Clubhouse
Saturday, November 15
9 a.m.
Course Opens
Please call 920/582-7585 for frost warning or severe weather updates
on race day if needed
10:30 a.m.
First Gun Fired (30 minutes to start)
10:35 a.m.
National Anthem
10:40 a.m.
Second Gun Fired (20 minutes to start)
Men’s competitors must report to assigned boxes.
Begin clerking procedure
10:50 a.m.
Third Gun Fired (10 minutes to start)
11 a.m.
Men’s 8,000 Meter Championship Race
11:30 a.m.
First Gun Fired (30 minutes to start of women’s race)
11:40 a.m.
Second Gun Fired (20 minutes to start)
Women’s competitors must report to assigned boxes.
Begin clerking procedure.
11:50 p.m.
Third Gun Fired (10 minutes to start)
12:00 p.m.
Women’s 6,000 Meter Championship Race
Awards: Immediately after the 30 minute protest period. Awards to the top 35 individuals in each
race and recognition of top two teams (Automatic qualifiers to the NCAA National Championships)
Appendix C
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Men’s 8,000 Meter Course Map
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Appendix D
Women’s 6,000 Meter Course Map
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Appendix E
Guideuwosh.edu/emergency
This guide provides the University of Wisconsin Oshkosh community with a quick reference that can be used
to prepare for and respond to an emergency on campus. We encourage you to review and become familiar
with this guide before an emergency occurs. Communities and individuals are most effective in an emergency
when they are prepared.
This document does not cover every emergency that might arise. If you are unsure of what to do in your
building, please contact University Police at (920) 424-1212.
UW Oshkosh uses the TitanAlert system to reach the campus community with emergency information.
TitanAlert messages may be sent or posted through multiple channels, including text messages, email,
electronic signage on campus and the University website, uwosh.edu.
Additional copies are available from the University Police (424-1216), the Administrative Services/ Risk Management
Department (424-3030) or Integrated Marketing and Communications (424-2442).
Reporting Emergencies
When to call 911:
Call 911 in all emergencies.
Note: Dial 9-911 from a University phone.
What is an emergency?
An emergency is any immediate threat to life and/or property that requires immediate response from police,
fire or Emergency Medical Services. Some examples of emergencies are crimes in progress, any kind of fire or
a serious injury or illness. If you are not sure if an incident falls into an emergency classification, feel free to
call 911, when an immediate response is needed. University Police can be reached at 424-1212; dial 1212
from a University phone.
How should I report an emergency?
•
•
•
•
Stay on the line with the dispatcher.
Provide the address, location and a description of the emergency.
Provide the phone number at your location.
Provide a thorough description of the incident to assure appropriate resources are dispatched.
Non-Emergency Telephone Numbers
The following telephone numbers are provided for non-emergency situations. Using these numbers
will provide a prompt response from the responsible agency, while keeping 911 lines free for
emergencies. All 911 calls are voice and TTY.
University Police non-emergency (920) 424-1216; Administrative Services/Risk Management (920)
424-3030; Facilities. (920) 424-3466.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Reporting Emergencies
Bomb Threats
Follow these instructions in the event that you receive a telephone bomb threat:
• Listen to the caller carefully and write down what you are told. Always remember to ask the
caller when and where the device is supposed to activate. Try to fill out as much of the information
on the form below, but don’t be surprised if the caller simply hangs up before you can react. This is
typical.
• Do not panic. The vast majority of phoned-in bomb threats are pranks.
• Call University Police immediately at 424-1212 and report what the caller said. Stay on the
telephone
with
the
University
Police
dispatcher.
You
may
receive
instructions from the dispatcher or an officer over the phone, depending on the circumstances. An
officer will always be dispatched immediately to meet with you.
• Do not activate a fire alarm unless told to do so by an officer or the dispatcher. The University
Police Department follows specific procedures regarding bomb threat response and evacuations.
Building evacuations will be conducted only if ordered by the person in charge of the incident.
• If you are told to evacuate, close your room door but do not lock it. Take lunches, purses, backpacks
and personal packages (as they could be mistaken for concealed explosives) and exit the building.
Move well away from the building (500 feet is recommended) for your safety. Stay away from
windows.
Remember — stay calm and do not hang up.
Questions to ask:
Evaluating the caller’s voice:
1. When is the bomb going to explode? Accent (specify)
Any impediment
2. Where did you put the bomb?
Voice (loud, soft, etc.)
Speech (fast, slow, etc.)
3. When did you put it there?
Diction (clear, muffled)
Manner (calm, emotional)
4. What does the bomb look like?
Did you recognize the voice?
If so, who do you think it was?
5. What kind of bomb is it?
Was caller familiar with the area?
6. What will make the bomb explode? Threat language:
Well-spoken
7. Did you place the bomb?
Incoherent
Irrational
8. Why did you place the bomb?
Taped
Message read by caller
9. What is your name?
Abusive
Other
10. Where are you?
Background noises:
Street noises
11. What is your address?
Aircraft
Voices
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Exact wording of the threat:
Bomb Threat
Music
Machinery
Local call l Long distance l
Other
Other:
Sex of caller
Estimated age
Call taken:
Date
Time
Duration of call
Number called
Recipient:
Name (print)
Telephone number
Signature
Chemical or Hazardous Waste Spill
•
•
•
•
Keep people away from the spill.
If you know what the substance is, consult the Material Safety Data Sheet (MSDS) for hazards and
clean-up instructions. If the release is small enough and can be cleaned up easily and isolated safely,
handle it as a “Simple Spill” and clean it up as part of your normal job duties.
If the MSDS is not available or the substance is unknown and the severity of the hazard cannot be
determined, please contact:
1. Your immediate supervisor
If the supervisor cannot identify the substance or cannot be reached, then call:
2. Campus Environmental Health and Safety (EHS), (920) 424-3426
3. University Police Department, (920) 424-1212
If you determine that an imminent hazard (i.e. serious fire or major injury) exists, immediately
contact University Police at (920) 424-1212 and evacuate the area. Next, contact your supervisor and
the EHS officer.
Do not call 911 unless an immediate medical emergency exists.
Note: Whenever handling chemicals or hazardous waste, employees have the right and are required
to have the appropriate MSDS available for immediate consultation. Also, it always is a good practice
to consult the MSDS prior to handling any chemical or hazardous waste.
Disturbance
If you are a victim or a witness of a verbally abusive individual or disruptive event:
• Call personally or have someone else call University Police (424-1212).
• Identify your name, location and need for assistance. Stay on the phone with the dispatcher and
follow any directions given.
• Stay calm and be supportive to others who may be experiencing verbal abuse.
• If you can, remove yourself or the targeted staff member to his/her office and lock the door.
• Attempt to diffuse the situation. Acknowledge anger, but calmly ask the abusive person to leave.
• If the person still will not leave, advise them that the police have been called and that they must leave
immediately.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
•
•
Identify your name, location and need for assistance. Stay on the phone with the dispatcher.
Never endanger yourself needlessly or continue to argue with an abusive person.
Chemical or Hazardous Waste Spill / Disturbance
Fire
If you see fire or smoke in your immediate area:
• Use the RACE acronym as a guide:
R = Remove anyone in immediate danger. Advise students, staff and visitors to evacuate the building.
Evacuate the building via the closest exit doors located away from the fire. Do not use elevators. Assist
handicapped individuals to the nearest stairwell landing and advise police and/or firemen of their
location. Move well away from the building (500 feet is recommended).
A = Activate the fire alarm. Pull the nearest fire alarm station. Call the University Police at 424-1212 to
report the location of the fire/smoke and any other pertinent information. If the call can not be made safely
from the building, call as soon as you find a safe place.
C = Confine and contain. Close all doors as you leave the building. Do not lock the doors.
E = Extinguish. Only if you know the location of a nearby extinguisher and can do so without endangering
your safety.
If you hear a fire alarm:
•
•
•
•
You must evacuate the building. Ensure that all present in your area also evacuate.
Shut off your room lights and close the door. Do not lock the door.
Take your backpack, briefcase, purse and coat with you. Do not retrieve these items, if doing so
would delay your evacuation.
Evacuate the building via the nearest fire exit and remain well away from the building (at least 500
feet), until informed by a University Police officer that you may re-enter.
Medical Emergency
•
•
•
•
•
•
•
•
•
Do not approach people who have been injured by electrocution or toxic exposure, unless they are
clearly away from the hazard.
Do not move a seriously injured person, unless they are in an unsafe area. If the victim must be
moved, move as a unit, always supporting the head and neck.
Do not bend or twist the injured person’s body.
Call 911 and report the following information:
• Location of the emergency.
• What happened?
• Number of people injured.
• Is the injured person conscious? • Is the injured person breathing? • Is there severe bleeding?
After calling 911, stay with the victim until help arrives.
Restore or maintain breathing and heartbeat.
Stop severe bleeding with direct pressure when possible.
Keep victim warm.
Follow the instructions of the 911 dispatcher.
Fire / Medical Emergency
Severe Weather
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Watches
When conditions are right, a severe weather watch may be issued. Continue with normal activities, but
monitor the situation.
Warnings
When severe weather is imminent, a warning will sound. If severe weather approaches, be prepared to move
to shelter.
• Remain indoors and away from all windows until the severe storm passes. If large hail begins to fall
and you are outside, seek shelter immediately.
• Report any injuries or damage by calling University Police (424-1212).
• Be prepared to give the following information: Your name.
Building name.
Type of injury or damage.
Location of injured person(s) or building damage. Room number you are calling from.
Tornado Watch or Warning
Tornado Watch
The National Weather Service issues a tornado watch when conditions are favorable for the
formation of a tornado.
A watch does not mean that a tornado has been sighted. However, you should remain aware of
current or changing local weather conditions.
When a tornado watch is issued:
• University Police send an email tornado watch notice on the University-wide employee email list.
• University Police call selected administrative offices that are responsible for passing information on
to others in their area.
• Advise staff, students and visitors of the tornado watch.
• Monitor weather conditions locally by observation or via a local radio station.
Tornado Warning
•
•
•
•
•
•
•
•
•
A tornado warning is issued when a tornado has been spotted and people in its path are in danger.
There will be no email or phone notice of a tornado warning from University Police. Tornado
Warnings are announced by the National Weather Service via radio and by local authorities via
emergency service radios and Civil Defense warning sirens. These are the only notices of a warning
you will receive.
When a tornado warning is issued:
The emergency warning sirens will sound.
Do not pull the fire alarm for tornado warnings.
Do not evacuate occupants of buildings.
Everyone should move from offices and classrooms to an interior hallway. If time permits, attempt to
move to the lowest-possible level of the building.
Take mobile phones, bottled water or soda with you, if available. Do not stop at vending machines to
purchase these items while taking shelter.
Sit on the floor with your back to the interior wall.
Cover your head with your arms.
Stay as far away as possible from furniture, windows and exterior doors and exits.
Remain in the building unless told to evacuate by police or fire personnel.
Active Shooter
An active shooter is a person who is using a firearm or other weapon with the intent to injure or kill others.
Law enforcement personnel will deploy to the location of the active shooter with the primary goal of stopping
the shooter.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
An active shooter incident can occur under a variety of circumstances, so no one set of guidelines is able to
cover specific actions to take in every situation. Even so, familiarity with the following information can help
with planning your own survival strategy in a variety of incidents.
When an active shooter is OUTSIDE your
building or room:
•
•
•
•
•
Proceed to a room that can be locked. On your way to the room, tell as many people as possible to do
the same.
Lock all doors and windows and turn off the lights.
Have one person in the room call 911 or 424-1212 and be prepared to advise the dispatcher of:
• Your location.
• Your name.
• The number of people in the room with you.
• Any and all information about the shooter and the
shooter’s actions and location.
Remain in the room until advised by law enforcement personnel to exit the building. Do not respond
to unidentified or unrecognized voice commands or
fire alarms.
Officers will enter your building and check each room.
If you have not been contacted within one hour, call 911 or 424-1212 for further instructions.
When an active shooter is INSIDE your
building:
•
•
•
Determine if the room you are in or near can be locked or otherwise secured. If so, follow the
procedures as indicated above.
If the room can not be locked or secured, locate the nearest exit and determine whether or
not you can exit the building safely.
If you can safely leave the building, do so by following the instructions listed below under
“How to exit a building safely.”
When an active shooter enters your office
or classroom:
•
•
•
•
•
•
•
•
•
Try to remain calm and call 911 or 424·1212, if possible. If you are unable to speak, leave the phone
line open so that the dispatcher can hear what is taking place.
If you cannot escape or hide, you may:
• Try to negotiate with the shooter.
• Pretend to be unconscious.
• Attempt to overpower the shooter with force,
as a last result.
How to exit a building safely:
Have a route planned before attempting to leave.
Do not attempt to carry anything with you while fleeing.
Move quickly and keep your hands visible with palms upraised, as you exit the building.
Do not attempt to treat or remove injured people, but note their locations so that you may provide
the information to emergency responders.
Proceed to a safe location, but do not leave campus unless directed to do so. Keep in mind that the
entire area is still a crime scene, and officers will need to obtain information from you before you
leave.
Remain at the designated assembly area until you are released.
Always comply with commands from law enforcement officers.
What to expect from responding officers:
Police officers responding to an active shooter may be wearing regular uniforms or special tactical
gear, but they will be clearly identified as law enforcement officers.
• Responding officers will point firearms at you while seeking the threat. This is a normal part
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
•
•
•
of their training and response. Avoid any sudden furtive movements and obey all officer
commands. Keep your hands visible to officers at all times.
Responding officers are trained to proceed immediately to the area where shooting is taking
place to neutralize the threat. If you are injured, they will not stop to assist you.
Another group of officers and/or tactical medics will follow to provide medical assistance
and help with evacuation.
Remain calm and immediately comply with all commands from law enforcement
officers.
Suspicious Letter or Package
How to identify a suspicious letter
or package:
Use reasonable judgment in identifying suspicious mail. Packages or letters exhibiting characteristics listed
below may raise suspicions, particularly if several of the items on the list below are present. Note whether
you are familiar with the addressee or the address of sender and whether the addressee was expecting
package/letter. If so, verify contents. Also check for:
• No return address
• Insufficient postage
• Return address and postmark are not from same area
• Wrapped in brown paper with twine
• Grease-stained or discolored paper
• Strange odors
• Foreign mail, air mail or special delivery
• Restrictive markings, such as confidential, personal, etc.
• Excessive postage
• Hand-written or poorly typed addresses
• Incorrect titles
• Titles but no names
• Misspellings of common words
• Excessive weight
• Rigid envelope
• Lopsided or uneven envelope
• Protruding wires or tinfoil
• Excessive securing material, such as masking tape, string, etc.
• Visual distractions
If a suspicious package is received, notify the University Police immediately at
424-1212.
If a parcel is open and/or a threat is identified ... Bomb: HAZMAT Unit
Mental Health Emergency
In the event of overtly threatening behavior constituting an immediate threat to self or others, notify
University Police at (920) 424-1212.
In non-emergency situations, refer students to the University Counseling Center at (920) 424-2061; refer
faculty and staff to the Employee Assistance Program at (920) 424-2061.
Don’t worry alone. If you are concerned about a student and are unsure what to do, consult with the Dean of
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Students Office at (920) 424-3100 or the Counseling Center at (920) 424-2061.
Express your concerns directly to the individual.
Make referral in the presence of the individual and offer to accompany them.
Watch for changes in behavior:
• Verbal expression of suicidal or violent thoughts;
• Excessively morbid, violent or depressing themes in written assignments;
• Impaired speech or garbled/disjointed thoughts;
• High levels of irritability;
• Excessive drinking or drug use;
• Severe loss of emotional control;
• Changes in hygiene, speech, attentiveness or social interaction;
• Significant changes in academic or work performance.
Additional Preparedness Resources
Wisconsin Emergency Management
2400 Wright St.
P.O. Box 7865
Madison, WI 53707-7865 Phone: (608) 242-3232
Fax: (608) 242-3247 emergencymanagement.wi.gov/
American Red Cross Oshkosh Chapter
515 S. Washburn St., Suite 201 Oshkosh, WI 54904
Phone: (920) 231-3590 newredcross.org
National Oceanic & Atmospheric Administration (NOAA)
1401 Constitution Ave., NW Room 5128
Washington, D.C. 20230 Phone: (202) 482-6090
Fax: (202) 482-3154 noaa.gov/
Federal Emergency Management Agency (FEMA)
500 C St., SW
Washington, D.C. 20472 Phone: (800) 621-FEMA (3362) fema.gov/
U.S. Department of Homeland Security
Washington, D.C. 20528 Phone: (202) 282-8000 Comment line: (202) 282-8495 dhs.gov/
Mental Health Emergency / Additional Resources
Quick Reference Guide Common Emergency Response
University Police 424-1212
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
Appendix F
Coaches Checklist
Make hotel reservations and provide hotel with your teams rooming list.
______
Read and understand the Medical section of this manual and act if needed.
______
Read and understand the weather, drug testing, uniforms and, logo and misconduct policies.
______
Make any desired roster changes for national championships on DirectAthletics no later
than 2 pm the day after your regional championship. If no changes no action needed.
______
Notify the NCAA Committee of a team or individual who choose NOT to compete
in the national championships by 9:00 pm on Sunday November 16.
______
Postchampionship
Complete the Championship Evaluations survey. You will receive a link to the survey in a
e-mail following the championships. All responses are confidential and used to enhance
future championships.
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2014 NCAA Division III XC Midwest Regional Championship Participant Manual
______