1. education
2. graduate school
3. college

OPERATIONAL
MANUAL
IMPORTANT: The Operational Manual is not a policy manual, but rather an outline
of various processes that helps coaches and others involved with athletics navigate
athletic procedures. This process-oriented manual does not govern terms of
employment.
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INTRODUCTION
Institutional Mission, Vision, and Identity
Our Mission
Greenville College empowers students for lives of character and service through a
transforming Christ-centered education in the liberal arts, sciences, and professional
studies.
Our Vision
Greenville College will acquire national recognition for Christ-centered educational
excellence, integrating faith with learning and curricular with co-curricular experiences,
all framed by the institution's historic Wesleyan theological tradition. We will use
technology and partnerships to expand our undergraduate and graduate programs in both
on-site and on-line venues. Our student body will continue to grow in numbers, and we
will grow as a community that seeks to understand, appreciate, and embrace all peoples
and cultures.
Our Identity
We are a Christian community committed to challenging and nurturing students. We are
dedicated to excellence in higher education grounded in both the liberal arts tradition and
a rich Wesleyan heritage. We provide an education characterized by open inquiry into all
creation and guided by the authority of Scripture, tradition, reason, and experience.
Athletics at Greenville College
Our Mission
The mission of the Greenville College athletic department is to foster Christian character,
athletic development, and academic achievement in a Christ-centered community.
To help fulfill its mission, Greenville College provides the opportunity for students with
exceptional athletic ability to enhance their skills on the courts and fields of competition.
Further, athletics provides an avenue for sharing the purpose and philosophy of
Greenville College. As a whole, Greenville College strives to help each student grow
cognitively, physically, and spiritually. The athletic programs support and advance the
same ideas. Challenges will confront the athlete in every area of life, but the coaches
attempt to help the athlete grow with each experience in victory or defeat.
Our Philosophy
Greenville College, as an institution, is a Christian academic community that intends to
meet the emotional, intellectual, physical, social and spiritual needs of its members. By
means of self discipline in the lives of student athletes these needs can be met. The
athletic department strives to develop discipline in the lives of its participants through
athletic involvement and the dedication that is required. The desire of the athletic
department is to see athletics as a means by which the goals of Greenville College may be
achieved.
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The primary goal is that the student-athlete can see every aspect of life in relation to a
Christian world view. A clear understanding of Christian beliefs and values as well as the
commitment to doing the will of God are encouraged. With these principles in mind, a
student-athlete can view every aspect of life in relation to his or her ongoing commitment
to Christ.
Greenville College supports the concept as stated in the NCAA Division III manual that
coaches are educators. Understanding that athletics has significant educational and
academic value, Greenville College waives a health, physical education, and recreation
general education activity class requirement for those who participate in athletics.
Greenville College coaches are viewed primarily as teachers. Their daily and primary
duty is to evaluate and instruct student-athletes in athletic skill development, sport
strategy, teamwork, spiritual development, and general life skills.
The student-athlete should also recognize that academic achievement is the primary
purpose for his or her attending Greenville College. To become informed in a variety of
disciplines is the intent of a liberal arts education. Learning is a life-long process, and
being able to combine learning along with athletics should be the goal of each athlete at
Greenville College.
The College has established behavioral guidelines by which all student-athletes and all
students are expected to adhere. But, it is important to realize that the established rules
are not the maximum expectations of a student-athlete, but rather minimum. It is the
desire of the athletic department that the student-athlete will develop motivation which
encourages him or her to become a self-directive person who is articulate, wise, sensitive,
aesthetically and scientifically aware, and committed to doing the will of God.
Our Objectives
Athletics is in harmony with the mission, philosophy, of education, theological
assumptions, and institutional goals and objectives of the College. In order to help fulfill
that mission, the athletic department attempts to fulfill the following objectives:
1. Provide a program that has a strong spiritual emphasis. Student athletes will be
encouraged to a commitment to spiritual growth and outreach as a part of their
total educational experience.
2. Provide a program that complements the academic program. Student athletes will
be encouraged to strive for academic excellence.
3. Provide the opportunity for students to develop new or further develop existing
athletic skills.
4. Provide opportunity to test team and other life skills and athletic skills in
competition.
5. Facilitate the recruitment and retention of students.
6. Provide wholesome entertainment and recreation options for student-athletes,
students, faculty/staff, and the community.
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7. Provide the opportunity for student-athletes to develop their skills as team mates,
team leaders, and team builders.
Our Sportsmanship Code
Greenville College and the members of the NCAA, NCCAA, St. Louis Intercollegiate
Athletic Conference, and Upper Midwest Athletic Conference are committed to the
principles of good sportsmanship. We ask that you reflect these principles by treating the
officials, opposing players and visiting fans with honor and respect.
"Don't let anyone look down on you because you are young, but set an example
for the believers in speech, in life, in love, in faith, and in purity."
1 Timothy 4:12
Greenville College expects our Student-Athletes to set the example for believers and nonbelievers wherever they go; on or off the field. Greenville Student-Athletes must live in a
manner that represents first Christ, Greenville College , their coaches and teammates, and
finally themselves.
Student-Athletes represent Christ by:
- Working as if working for the Lord. - Colossians 3:23,24
- Loving their neighbor and opposition as themselves.
- Living lives of integrity.
- Respecting and appreciating coaches, teammates, fans, teachers, classmates, and
themselves.
Student-Athletes represent Greenville College by:
- Being responsible in the classroom.
- Living up to Greenville College 's Lifestyle Statement.
- Maintaining the Christ-like reputation and tradition of Greenville College.
Student-Athletes represent their Coaches and Teammates by:
- Showing up on time to meetings, practices, and games.
- Showing up prepared mentally, physically, and spiritually.
- Preparing in the off-season.
- Working their hardest in practice and games
- Living off the field/court in a manner that will benefit the team.
- Developing and maintaining relationships with their Coaches and Teammates.
Student-Athletes represent themselves by:
- Respecting their body with the appropriate diet, sleep, practice time, and
preparation.
- Equipping their mind through a commitment to academics.
- Holding up their spirit with a loving, positive, and competitive attitude.
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Our Expectations
The athletic department supports the standards stated in the college catalog and Student
Handbook. Greenville College student-athletes, head coaches, part-time/full-time
assistants, and graduate assistants will abide by the G.C. lifestyle statement. Studentathletes are strongly urged to set an example and attend the church of their choice.
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ATHLETIC DEPARTMENT ORGANIZATIONAL CHART
BOARD OF TRUSTEES
PRESIDENT
V.P. OF ACADEMIC AFFAIRS
ATHLETIC DIRECTOR
FACULTY ATHLETIC
REPRESENTIVE
Compliance Officer
Athletic Eligibility
Men’s Athletic Program
Women’s Athletic Program
Coaching Staff
National and Conference Association
Representation
Sports Information
Athletic Secretary
Athletic Trainers
Facility Coordinator
Student Workers
Home Game Management
Special Events
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MEMBERSHIPS
The National Collegiate Athletic Association
Since 1994, Greenville College has been affiliated with the National Collegiate Athletic
Association (NCAA) Division III. Benefits of this membership include local conference
affiliation, student-athlete recognition opportunities, shorter travel distances, and an
opportunity for an automatic appearance in post-season play.
St. Louis Intercollegiate Athletic Conference
The SLIAC is composed of 10 private institutions in Illinois, Iowa, Kentucky, and
Missouri. Team championships are contested in cross country, soccer, volleyball,
basketball, baseball, softball, golf, and tennis.
Members include:
Blackburn College, Carlinville, IL
Fontbonne University, St. Louis, MO
Greenville College, Greenville, IL
Iowa Wesleyan College, Mount Pleasant, IA
MacMurray College, Jacksonville, IL
Eureka College, Eureka, IL
Spalding University, Louisville, KY
Principia College, Elsah, IL
Webster University, St. Louis, MO
Westminster College, Fulton, MO
SLIAC institutions provide student-athletes the opportunity to compete on an equal and
competitive level, thus permitting the student-athletes the opportunity to compete for
conference, regional, and national championships.
Upper Midwest Athletic Conference
Our football program participates as an affiliate member of the UMAC. This conference
consists of five SLIAC institutions (MacMurray, Westminster, Eureka, Greenville, and
Iowa Wesleyan) and five colleges from Minnesota.
National Christian College Athletic Association
The NCCAA is an association of Christ-centered collegiate institutions whose mission is
to use athletic competition as an integral component of education, evangelism and
encouragement. It serves its members by setting association standards, developing
communication resources, providing regional/national competition and partnering in
outreach to its communities and the world. It is committed to equipping student-athletes
and coaches to make a positive impact for Christ.
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GENERAL COLLEGE PROCEDURES
Please refer to Appendix A of Faculty Handbook for general college procedures,
including but not limited to transportation, budget procedures, reservation of
facilities, building keys, maintenance requests, student employment, and telephone.
Faculty Handbook -http://www.greenville.edu/athletics/coaches_resources/faculty_handbook_july_2008.
pdf
Departmental Budgets
Department Budget Managers have access to “real time” budget reports for their specific
departments on-line. Department Budget Managers can receive access to their online
budgets by contacting the Office of the Vice President for Finance.
Purchasing Procedures
Greenville College is sales tax exempt. To ensure sales tax exemption when making
purchases for the College, please obtain copies of the sales tax exemption letters located
in the Business Office prior to making the purchase. Sales tax exemption letters are to be
used for Greenville College business purposes only.
Purchase Requisitions
Employees may use their telephone extension as the Purchase Order (P.O.) number for
orders less than $250, with the supervisor’s approval. When the order arrives, mailroom
staff will know to whom the order belongs by the telephone extension/P.O. number on
the package. Once the invoice arrives, place the general ledger account number on the
invoice, sign, date, and forward it to Accounts Payable for prompt payment.
Orders for $250 or more must be made using a three-part purchase requisition form.
Purchase Requisitions are located in the Business Office. They must have appropriate
approvals and the general ledger account number before forwarding the entire three-part
form to the Office of the Vice President for Finance. After the requisition is placed into
the computer system and assigned a P.O. number, two copies will be returned to the
requestor, the receiving copy and departmental copy. After receiving the order, sign and
date the yellow receiving copy indicating that the order was received and send to
Accounts Payable for payment. The employee should retain the pink departmental copy
for departmental files. All invoices must be forwarded to Accounts Payable for payment
as soon as they are received.
Check Requests
Offices or individuals requesting payments by College checks should submit check
request forms to the Accounts Payable Office by 1:00 p.m. on Tuesdays in order for
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checks to be delivered by Friday in campus mail. Please plan ahead. Check request
forms are available in the Business Office. All check request forms must have
appropriate approvals, assigned budget account number(s), accompanied by supporting
documentation, and current amount remaining in budget line item. Receipts are required
when requesting reimbursements.
Cash Advance Requests
Typically cash advances are used for travel expenses. To request a cash advance,
complete a check request with the appropriate approvals and department account number
for the amount of cash required. Upon return to campus, bring all relevant receipts and
excess cash to Accounts Payable for processing. Indicate the account number(s) to which
the expenses should be charged. This should be done immediately upon return to
campus.
Additional advances will not be issued until the prior one has been cleared.
If an employee has an outstanding cash advance as of December 31, per IRS guidelines,
the amount of the advance will be added to that employee’s gross earning for that
calendar year.
Documentation related to all cash advances for the current fiscal year (July 1 – June 30)
must be turned in no later than June 30. Any cash turned in after June 30 for the prior
fiscal year will not be applied to the department account that was charged.
The procedures for obtaining supplies and monies for the departments of the College are
set by the Business Office. It is our responsibility to cooperate within these procedures.
Procedures
1. Purchase Requisitions
To order equipment, complete a Purchase Requisition form. Complete the form
accurately, as the firm with which the order is placed will receive a copy of the
requisition.
Send completed requisitions to the Athletic Director, as it must be signed by the
Athletic Director before the Business Office can process it.
Payment of these requisitions are completed as bills (statements) and received and
approved by the Athletic Director along with any other necessary information.
2. Office Invoices
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To receive expense money in advance, submit office invoices forms. The Business
Office should receive requests one week before the check is needed. The Athletic
Director must sign these forms before the business office will print the checks.
When receiving money in advance for trips, return receipts to the Business Office
confirming your expenditures. The Athletic Director’s office will help if this becomes
a hardship on your time.
3. Emergency Procedures
In case of an emergency in ordering equipment you may make telephone orders.
These orders must be accompanied with a P.O. number issued from the business
office. After such orders, follow up by completing the procedure stated in number I,
and mark requisition as a phone confirmation.
The above explanation is to help all of us involved to be accountable for our budget
responsibilities.
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ATHLETIC DEPARTMENT DISCIPLINE POLICY
The Student Handbook lists the college’s disciplinary policies in detail. It is advisable
for all student/athletes to become informed of what is expected of him/her as a studentathlete at Greenville College. Various levels of discipline may be administered. Each
case is handled on an individual basis and may result in a personal growth initiative plan,
probation, suspension, or dismissal.
The Student Development office, in conjunction with the Athletic Department (i.e.
coach), will administer the various levels of disciplinary responses, i.e. personal growth
initiative, probation, suspension, and dismissal. The coaching staff will administer the
penalty that directly affects the athlete and his/her participation with the team.
The Athletic Department is a partner with Student Development for the purpose of
encouraging growth in the lives of students. It is important that clear communication
exists between the coach, player, and Student Development personnel. Information
shared by the student with the coach can have significant impact upon the lives of other
people on campus. Therefore, the coach, like faculty and staff, is required by the College
to communicate with Student Development for the sake of the entire campus community.
First Offense / Personal Growth Initiative
When an athlete is placed on a personal growth initiative through Student Development,
the athlete may not miss any games. It is the coach’s responsibility to communicate with
Student Development about the issues that come forward about a lifestyle infraction.
During the first offense personal growth initiative, there shall be a written contract which
outlines the agreement between the college and the student. This agreement may reflect
guidelines that override the second offense personal growth initiative as it relates to the
athletic penalty (i.e. 10% game missed). These instances should be exceptions to the rule
(i.e. drug/alcohol addiction), and not the standard operating procedure.
2nd Personal Growth Initiative—10% games missed
3rd Personal Growth Initiative—20%games missed
4th Personal Growth Initiative—30% games missed
5th Personal Growth Initiative—Dismissed
First Offense, Probation or Suspension
When the athlete is placed on probation or suspension, the coach should assign him/her to
miss 10% of scheduled contests. If the student is placed on probation or suspension for
the first offense, this is seen as a more serious infraction than the personal growth
initiative. Typically, a student receiving this response has been uncooperative or they
have committed an infraction that is more serious in nature.
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Second Offense, Probation or Suspension
When the athlete encounters a second violation of the lifestyle statement at Greenville
College, the coach should assign him/her to miss 20% of the scheduled sports contests.
Third Offense, Probation or Suspension
When the athlete encounters a third violation of the lifestyle statement, the coach should
assign him/her to miss 30% of the scheduled sports contests.
Fourth Offense, Probation or Suspension
The student will no longer participate in the Greenville College athletic program. If a
student wants to appeal the decision, the student must put this in writing within 48 hours
after a final decision. The Appeal Committee that listens to the student’s response will
consist of a sub-committee of 3 coaches and the Athletic Director.
 If the result of the lifestyle infraction results in a debatable
number of games missed (i.e., 2.5 games missed as a result of a
10% penalty), the number will be rounded off to the highest
number if it is .5 or above.
 The following are guidelines for the coaches to use in order to
insure a reasonable amount of consistency:



The 10%, 20%, etc. is the minimum penalty to be handed
out. If a coach desires to hand out a stiffer penalty, this is
at her/his discretion.
The athlete’s loss of participation begins immediately
upon the notification of the imposed disciplinary action.
Loss of participation is defined as not playing, traveling
and suiting up with the team. When suspension occurs
he/she is not permitted to practice during the time the
suspension is enforced.
It is important that we take this position and help the athletes we work with understand
the purpose of our lifestyle expectations. This is a part of the discipline that our athletes
are confronted with while attending Greenville College.
Appeals Process
If a student athlete decides to appeal an athletic sanction (i.e., sitting out athletic
contests), the student must give a written notice of appeal within 48 hours of the rendered
decision. The basis for appeal shall be one or more of the following:
A) The sanction deviated from the approved and written procedures
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B) There is new information that makes the case necessary for review
The Athletics Director shall compose a 3-member committee of coaches to review the
written appeal. Ideally, these coaches will be in their off-season when asked to serve in
this capacity.
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Physical Examination
Upon the athlete’s first year of participation at Greenville College, the form for physical
examination must be completed and on record in the Athletic Director’s office before
participation on the first day of practice. A new physical examination is not required for
subsequent years of participation.
Injuries
All accidents and injuries are to be reported immediately to the coach and athletic trainer.
The athletic trainer’s responsibility is to care for and record all athletic injuries. When
serious injury occurs the athletic trainer will assign the desired physician with the
consultation of the injured athlete and the coach.
Training Rooms
The Athletic Trainer, Student Athletic trainers (non-certified) and Coach have
jurisdiction over the training room. Only players needing the Athletic Trainers’ attention
are permitted in the training room. Trainers are there to help and serve that athlete and
his injury needs. Show due respect to the training room personnel. The training room is
co-educational; therefore, appropriate dress is required.
Insurance
All athletes must be covered by two layers of insurance coverage. The first is coverage
either by their parents’ policy or school insurance. The second coverage is a secondary
insurance policy purchased through the college. The forms (Appendices #6 and #7)
showing this information are required to be on record in the Athletic Department Office
before the participation in any official practice.
Insurance Claims
When an athlete receives a bill for medical services rendered for treatment of an athletic
injury, the procedure is as follows:
1. The student shall meet with the Athletic Trainer to assure proper communication
and understanding of the process.
2. If the athlete has insurance through his/her parent’s policy or school insurance,
submit their parent’s or school insurance information to the provider (i.e. doctor,
hospital, physical therapist, etc.).
3. If the athlete submits a claim to their parent’s or school insurance company and
the insurance company does not pay the entire bill or some portion of the bill, the
student shall submit the bill or the remaining portion of the bill to the Athletic
Trainer.
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4. Student athletes should submit all bills to the Athletic Trainer as soon as they are
received.
Note: Failure to follow this procedure may forfeit payment.
Eligibility
The Faculty Athletic Representative will review the eligibility of each athlete with each
head coach. Before participating in any intercollegiate game, contest, or meet, the athlete
must be certified as eligible through the office of the Faculty Athletic Representative.
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Academic Status/Eligibility
Eligibility to represent an institution in an intercollegiate athletics competition depends
upon a student athlete’s enrollment in at least a minimum full-time program of studies
(12 hrs per semester), good academic standing (above 2.0 G.P.A.), and satisfactory
progress toward a baccalaureate or equivalent degree (pass 26 credit hours per year). A
waiver of the minimum full-time enrollment requirement may be granted for a student
enrolled in the final term of the baccalaureate program. Also, a student may represent the
institution while enrolled as a graduate or professional student or while enrolled and
seeking a second baccalaureate degree at the same institution.
Scheduling and Limitations
Head coaches are responsible for developing their athletic schedule in a timely fashion In
general, schedules are due by December 31 in the preceding academic year. and must
meet the following criteria.
Specific Scheduling Criteria
1. Competition should be against four-year institutions (practices and scrimmage
games with junior colleges are the exceptions). Fifty percent of your contests
must be played against NCAA Division III in-region opponents (generally
defined as those within 150 miles).
2. Contests should avoid class conflicts, and athletes should miss classes only
when unavoidable. Athletes do not miss classes for practices or meetings.
3. Contests which have been postponed should be rescheduled with the Athletic
Director’s approval.
4. No Sunday contests or regular practices are allowed.
5. Contests taking student-athletes off campus are not to be scheduled two days
before or one day after a college scheduled vacation (Thanksgiving,
Christmas, or Spring break). In addition, no games shall be scheduled before
the first day of class unless approved by leading academic official and
permitted by the NCAA.
6. All sports schedules should fall in line with the academic calendar. Athletic
contests should not be scheduled in a way that would violate any academic
policy regarding missed class time (i.e. first day of semester or term, first day
before a break, first day after a break, finals week, Sundays, etc.). Any
conflict between your sports schedules and the outlined academic policy for
missed class time needs advance approval by the leading academic official at
the college (i.e. VPAA, Provost, or academic dean). If a coach needs
clarification of academic policy regarding missed class time, it is their
responsibility to contact this academic official. Athletic contests in conflict
with academic policy regarding missed class time will be subject to
cancellation or forfeiture without advanced written approval from the leading
academic official. The academic calendar is different each year due to a
variety of factors This change has impact on the entire academic calendar
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from the first day of the first semester to the final day of the second semester.
Therefore, make no assumptions about previous years’ academic calendars.
Making any assumptions regarding academic policy for missed class time may
result in unfortunate consequences for your student athletes and sports
schedules.
Pre-Season Requirements
1. Before any student can be an officially matriculated student, he/she must have
been admitted and have paid an enrollment deposit. For liability reasons,
students are not allowed to stay in the residence halls or participate in any
college sponsored activity until they have become officially connected to the
College.
2. Student athletes must be admitted and have paid their deposit BEFORE
moving into college housing or beginning training of any kind.
3. It is important that coaches schedule practices around key times during the
New Student Orientation (NSO) Schedule. Coaches MUST have all new
students available together for any event designed to get them better
acquainted with Greenville College.
4. Please contact the Vice President for Student Development if you have
questions or need more clarification. New students are required to participate
in NSO and COR activities.
5. All starting dates and times for practice need to be confirmed, approved, and
in writing with the complance officer by May 1 of the preceding year for fall
sports, September 1 for winter sports, and November 1 for spring sports.
6. All non-traditional season and voluntary workout starting dates and activities
must also be approved by the compliance officer.
Criteria for Post-Season Play
For any team to participate in a NCCAA Regional tournament, the following must occur:
1.
The NCAA does not allow our team sports to participate in two different
post season tournaments (NCAA manual 17.20.5.53). Therefore, a point
of clarification: We will always choose to participate in the NCAA
tournament and represent our conference as first priority. When we do
this we will not be able to participate in the NCCAA national tournament
as a second option if we are defeated in the early rounds of the NCAA.
2.
Teams need to have a .650 record.
3.
Teams will need to make the conference tournament.
4.
Teams need to win a first round game in the conference tournament unless
they are regular season conference champions.
5.
Teams need to have at least $2,000 in your project account.
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6.
Teams must display appropriate behavior on and off the field.
7.
Demonstrate a sincere commitment to their academic pursuits.
8.
There must be adequate budget available for the team to participate.
9.
Ultimately, the A.D. will determine if the team can participate in the
NCCAA regional play.
Coaches Evaluations
It is expected that each coach will participate in an annual review by the Athletic Director
and his/her student-athletes immediately following the completion of his/her season. The
intent of the appraisal is both formative and evaluative. Templates for the review
Awards
College Awards
The following awards systems have been adopted by the athletic department:
Participation (not meeting lettering criteria) – certificate
1st year – Chenille letter
2nd year – trophy
3rd year – athletic wrist watch
4th – wood plaque
These awards are given for participation at Greenville College. Transfer students
receive awards according to the years they have lettered at the college from which
they transferred to Greenville College. The coach of each sport uses his own
criteria of selection. Each sport has a category of special awards which are
unique to the sport. Each varsity team selects an MVP for the season.
Conference Awards
A variety of individual and team awards are granted by the conference. See the
SLIAC Manual Policies and Procedures for a listing of conference team and
individual awards.
NCCAA Awards
The National Christian College Athletics Association presents award certificates
for All-Regional and All-American honors. Team Championship plaques and
banners are awarded for regional and national events.
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Ronald C. Faulkner Memorial Scholarship
The Faulkner award is to help students who have an interest in physical education.
This award is given according to an individual’s financial need and is awarded by
the financial aid office.
Gymnasium and Recreation Center Regulations
1.
Please check with the physical education secretary for open hours
for H.J. Long Gymnasium, Burritt Gymnasium, and the Recreation
Center.
2.
Students may be asked to show college I.D. cards to gain entrance
to gyms.
3.
Recreation Center supervisors are responsible for locking and
unlocking all facilities when on duty. (Check the current month’s
recreation calendar for activities and work schedule.)
4.
Coaches are responsible for locking and unlocking all facilities
when using them.
5.
Faculty and staff children under 14 years of age must be
accompanied by faculty or staff members when using gymnasium
facilities.
6.
The gyms will not be open during college vacations and the
summer months. Arrangements for the use of the facility during
these times must be cleared through the conference services
director.
7.
The gym will not be open to anyone during unsupervised hours.
Supervision is provided and scheduled through the Health,
Physical Education, and Recreation (HPR) secretary.
Scheduling Priorities
1.
2.
3.
4.
5.
6.
7.
Department activities and majors classes
In-season sports
Intramurals
Out-of-season sports
Open gym
Other college functions
Outside college use
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*To reserve facility time it must be scheduled through the Health, Physical Education,
and Recreation (HPR) secretary.
Multiple Sports Participation
1. The athletic department supports students who participate in more than 1 sport. Given the
philosophy of sport at our institution and NCAA Division III, student athletes should
embrace the opportunity to attempt to explore their athletic abilities
2. We define multi-sport athletes as those students who participate in more than one
intercollegiate sport during an academic year. This may include sports that overlap in
both the traditional and non-traditional/voluntary seasons.
3.
In general, the sport in the tradition phase of their season has priority.
4. Given our philosophy, Student athletes should not be forced/coerced/pressured to choose
between 2 sports. However, It should not be assumed its always in the best interest of the
student to participate in more than 1 sport. The athlete needs to be counseled/educated in
the pros and cons of participating in more than 1 sport by all coaches connected to the
athlete, at the same time, when there is a concern.
5. The heart of the issue surrounding any multi-sport athlete is dependent on thorough
communication among coaches. Coaches should assume the student athlete will not
always represent one or more of the coaches correctly. Central to this discussion with
the two coaches is to make the student-athletes’ health and welfare their primary concern
and top priority. The expectation is the coaches will reach an agreement between
themselves and the student athlete. If this is not possible, the athlete or athletes in
question will meet with the AD,FAR, and one other coach not involved in the situation,
and a decision will be rendered.
6. Recruiting: Coaches should communicate effectively with one another in the recruiting
process in order to increase the chances of students interested in multiple sports to come
to GC. Coaches should not attempt to recruit student-athletes from other teams without
speaking first to other coaches impacted by this conversation. Coaches should speak with
each other thoroughly and anticipate the student athletes will not always represent one or
more of the coaches correctly. Athletes are not always skilled or mature enough to
interpret an accurate depiction communicated to them from another coach.
7. Coaches should not attempt to recruit student athletes from other teams without
speaking first to other coaches impacted by this conversation.
Keys
Keys for the athletic facilities are approved by the Athletic Director. The Facilities
Department (Kelsey Building) issues keys after the required form is completed with the
coaches and Athletic Director’s signature. No master keys are given to students.
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College keys are not to be loaned to athletes or others by administrators, teachers,
coaches, or student workers. Keys and facilities are the responsibility of those who have
been entrusted with this privilege. In general, master keys (XT) are given only to head
coaches and full-time staff unless there are extenuating circumstances. Head coaches are
responsible for requesting and returning all keys from their assistants and students.
Camp Policy
All camps and clinics should be scheduled through the director of conference services.
Greenville College does not conduct camps or clinics of any kind. All camps and clinics
are held by outside parties, and there is a rental charge for the use of any facility.
Equipment
Athletic equipment is the responsibility of the head coach. Their duties are to keep the
teams’ equipment organized and cleaned, and conduct a final inventory at the end of the
season. Equipment rooms are off-limits to athletes. After the final game of each season,
the coach who is responsible for the sport will conduct an equipment and uniform
inventory. This will aid in insuring accountability and proper storage during the offseason. This inventory list will aid in making replacement orders for the preceding
season.
Transportation
Reservations for college based transportation are scheduled through the business office.
To assure that the needed transportation is provided, make requests one to two weeks in
advance.
Road Trips
As official representatives of Greenville College, athletes and coaches should choose
their conduct and dress accordingly. The condition in which we leave facilities such as
locker rooms, hotels, motels, and restaurants reflects how we respect our privilege as
intercollegiate athletes. We are representatives of the Christian faith, Greenville College,
and the athletic profession.
Transportation is the responsibility of Greenville College. Each trip is covered by college
insurance. The team is expected to travel to and from contests together as a team.
Deviation from this policy requires a signed form from the student-athletes parent or
legal guardian in advance. Students may ride with their parents or legal guardians as an
exception to this policy.
Please see appendix for this form.
Dinning Commons – Food Service
22
Please make sure practices start and end at an appropriate time so students can eat in the
Dining Commons. Coaches shall confirm meal schedules with the food service provider
on a yearly basis.
Preseason, Pregame, and Postseason Meals
All preseason, pregame, and postseason meals must be scheduled in advance with the
Dining Commons. Coaches need to plan preseason meals in advance with food service
provider and/or appropriate administrator. Coaches are responsible for budgeting
properly and communicating effectively with the college’s food service provider. Spring
sport coaches shall verify payment and procedures regarding food for their studentathletes past the closing date for food service after the year.
Fundraising
Fundraising as a supplement to budgets is encouraged. Fundraising activity is to be
approved by the Office of College Advancement, the Compliance Officer, and Athletic
Director.
Hiring Procedures
Please see Method for Hiring under the Coaches’ Resource webpage for hiring
procedures. In addition, when hiring part time coaches, please contact the Human
Resource office. When hiring student workers, please contact the student payroll office.
In hiring graduate assistant coaches, find the Hiring Procedures under the coaches
resource link and contact the human resources office with questions. It is the
responsibility of the head coach to plan in advance and get proper approvals for all new
hires and rehires. Late planning, advertising, and approval jeopardizes the quality of the
candidate pool.
Hiring Forms:
Remember to log in at www.panthernet.greenville.edu for access to the most up to date
forms and information. Links (active as of 7/27/10) are also provided for some of the
forms below.
Request to Add/Replace Position Form – Required when asking for a new position or
when rehiring an existing position.
Personnel Action Form (PAF) - Required for all newly hired employees, employee
transfers/changes and terminations.
Assistant Coach Request Form – This form is generated, usually in the summer months
preceding the academic school year, from the human resource office and is required to be
filled out by each head coach to provide the names of each assistant coach and their roles.
- Required for all employees working with the sport
23
- This form includes new hires, re-hires, graduate assistants and students
- Hourly employees must also have an estimated total hours for the position
included.
Tuition Discount Application/Approval Form [2009-10 Tuition Discount Approval
Form]:
- Head Coaches will need to email the Athletic Director with their approval of
GA’s taking courses the summer before they begin the GA position and/or the
summer they are leaving the GA position.
Payroll Forms:
All forms can be found on PantherNet, or by following the links below.
Direct Deposit Form
Illinois State Form W-4
Form I-9
Federal Form W-4
24
APPENDIX
COACH’S CALENDAR
July
.
.
.
Fall coaches confirm preseason meals with Greenville College food service
provider
Coaches update player roster for fall sports
Coaches confirm that Transfer forms are completed and turned in to A.D.
August
.
.
.
.
.
.
.
.
.
Update rosters with late additions in an established meeting with F.A.R.
Fall sports eligibility check. Coaches work with A.D. and F.A.R. to determine
eligibility.
Physical forms and insurance forms on file (Must be in before first practice)
Follow up on officiating assignments
Plan practice schedule around orientation week (have schedule on record in AD’s
office)
Cover the college lifestyle expectations with athletes you are coaching
Plan trip itineraries for September and make appropriate requests through AD’s
office (lodging, meal money, transportation)
Meet with assistants for training
Plan on beginning of the year coaches meeting
September
.
.
.
Schedule winter sport eligibility meetings with F.A.R.
Monitor athletes’ academic progress
All coaches begin scheduling for following year (schedules due to A.D. by
December 1)
October
.
.
.
.
.
Winter sports eligibility check
Winter sports check physical forms and insurance forms
Winter sports cover college lifestyle expectations
Continue grade monitoring
Submit gender equity report to NCAA. Coaches turn in information to Records
office regarding Gender Equity Report.
November
.
.
Continue grade monitoring
Fall sports submit Athlete evaluations to Athletic Secretary
25
.
.
.
Fall sports order awards through AD’s office
Fall sports complete an equipment/uniform/locker room inventory to AD’s office.
Update rosters
December
.
.
.
.
.
.
.
.
Spring sports physical/insurance forms
Schedule meeting with F.A.R. to review first semester grades
All sports complete scheduling for next school year
Complete budget planning for the next year
Fall sport coaches evaluations by December 1
Update rosters
Check on eligibility for spring sport athletes. Make sure athletes are in interterm
class.
Spring sports reserve practice space
January
.
.
.
.
Check on interterm courses for athletes
Re-certify winter sports updated rosters
Check on athletes’ academic course work for spring
Spring sports complete eligibility check and finalize rosters
February
.
.
.
.
Monitor grades
Winter sports order awards through AD’s office
Encourage athletes to complete next year’s financial aid reports
Roster update
March
.
.
.
.
.
.
Monitor grades
Winter sports meeting with F.A.R. on player eligibility
Check on athletes completion of financial aid forms
Winter sport athletes’ evaluation forms to Athletic Secretary
Winter sports complete an equipment/uniform/locker room inventory to AD’s
office.
Update rosters
April
.
.
.
.
Begin to organize golf scramble foursomes
Monitor grades
Spring sports order awards through AD’s office
Winter sports coach evaluations by April 1
26
.
.
Update rosters
Hall of Fame Banquet (even calendar years – i.e. 2012, 2014, 2016, etc.)
May
.
.
.
.
.
.
.
Begin to organize golf scramble foursomes
Check on grades for the year
Advise athletes on eligibility status for next year
All sports finalized equipment orders for the coming year
Spring sports submit athletes’ evaluation forms to Athletic Secretary
Spring sports complete an equipment/uniform/locker room inventory to AD’s
office.
Update team rosters
June
.
.
.
.
Golf Scramble fundraiser
Plan for the next year
Letter to athletes concerning Physical and Insurance requirements from the AD’s
office
Update rosters and new recruit information