Camps & Clinics Manual€¦ · Camps/Clinic Manual 2 rev 4/2015 Fresno State Athletics Camps &...

Camps & Clinics Manual

Camps/Clinic Manual 2

rev 4/2015

Fresno State Athletics Camps & Clinics

PRE-CAMP CHECK LIST

Submit camp/clinic approval form to the Compliance Office (Attachment 1).

Ensure camp/clinic is not during a dead period.

Submit Sport Camp & Clinic Declaration Form at this time (Attachment 2).

Submit brochure and other publicity to Business Office for approval prior to printing.

Submit Employee List to the Business Office at least 45 days prior to the first day of camp (See Attachment 8).

Schedule & complete fingerprinting for required camp employees.

Request facilities from Director of Events; include any specific requests at least 30 days prior to the first day of camp.

Request athletic trainer from Athletic Training Staff, at least 30 days prior to the first day of camp (Attachment 5)

ADDITIONAL PRE-CAMP FORMS DUE TO BUSINESS OFFICE AT LEAST 30 DAYS PRIOR TO THE FIRST DAY OF CAMP:

Certification of Understanding – Fresno State Policies and NCAA Rules & Regulations (Attachment 3)

Individual and Group Discount Forms (see Attachment 8)

Release, Waiver and Assumption of Risk for each participant (Attachment 4)

Copy of insurance certificate

Copy of completed Pre-Camp check list

POST-CAMP CHECK LIST

FORMS DUE TO BUSINESS OFFICE WITHIN 14 DAYS OF THE CONCLUSION OF CAMP:

Final Registration List (see Attachment 8)

Financial Report (see Attachment 8)

Copy of Completed Post-Camp Checklist


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Fresno State Athletics

Camp & Clinic Policies FRESNO STATE ATHLETICS PROVIDES THE OPPORTUNITY FOR HEAD COACHES TO OPERATATE A SPORT CAMP AND/OR CLINIC ON AN ENTREPRENEURIAL BASIS IN THEIR RESPECTIVE SPORT, AND AS SUCH, ALL REVENUE AND EXPENDITURES RELATING TO THE SPORT CAMP AND CLINIC ARE THE PERSONAL RESPONSIBILITY OF THE HEAD COACH/DIRECTOR OF THE CAMP AND/OR CLINIC. A CAMP ACCOUNT HAS BEEN ESTABLISHED THROUGH THE ATHLETICS CORPORATION FOR EACH CAMP. ALL REVENUES AND EXPENSES ASSOCIATED WITH THE CAMP MUST BE PROCESSED THROUGH THIS ACCOUNT. THESE SPORT CAMPS AND CLINICS MUST BE PRE‐APPORVED BY THE ATHLETIC DIRECTOR OR DESIGNEE AND MUST ADHERE TO ALL ATHLETIC CORPORATION, UNIVERSITY AND NCAA GUIDELINES AND POLICIES. THE FOLLOWING ARE POLICIES AND GUIDELINES GOVERNING THE OPERATION OF SPORT CAMPS AND CLINICS. FORMS & APPLICATIONS Sport Camp & Clinic Declaration Form

A Fresno State Sport Camp & Clinic Declaration Form (attachment 2) must be submitted and signed by the Camp Director and approved by the Director of Compliance/Designee, Director of Events, and Sport Supervisor and forwarded to the Athletic Business Office for processing.

The Declaration Form must be completed, submitted and approved prior to the camp being advertised. Background Checks

A completed “Sport Camp/Clinic Employee Form” must be submitted to the Athletic Business Office at least 45 days prior to the first day of camp/clinic. The list will be reviewed by the Athletic Business office for verification that a Department of Justice (DOJ) and FBI background check (Live Scan) has been submitted and the results are received and approved by University HR for each paid employee or volunteer of the camp/clinic. In order for a person to be involved in a camp or clinic in the capacity of a coach, instructor, or medical/first aid staff where they have direct contact with minors (under 18 years of age), they must be background approved by University HR prior to the start of the camp/clinic. In employment or volunteer positions where there is no direct instructional contact with participants, background checks are not required. Examples of this type of work would be registration assistance and other type of administrative camp support. Background checks are offered through the University Police department for a billable fee to the camp/clinic. If a camp/clinic instructor is from out-of-town and needs to be Live Scanned, the Athletic Business Office can provide the mail code to other agencies in order for the results of the background check to be mailed to our University HR department.

Camp Websites/Brochures/Promotional Materials

All camp websites will be housed within the Athletic Department domain. All websites, as well as promotional materials (including, but not limited to flyers, mailers, brochures, camp applications, etc.) if not designed, formatted and directed by the External Relations Office; the office will have final sign-off on the design and content. Content for all of the aforementioned will be provided by the head coach or his/her designated representative.

All forms of promotional camp material whether electronic or paper, must receive approval by the Compliance Office prior to printing or publishing on the website.

Individual & Group Discount Forms

Complete the discount form for any individual or group that receives a discount to your camp/clinic. This form must be submitted to the Business Office prior to your camp/clinic for preapproval of discount. (See Attachment 8, Sports Camp – Clinic Forms)


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Camp/Clinic Employee List

Complete the Employee List form for all employees (include volunteers and student‐athletes) of the camp/clinic. Include their affiliation, student‐athlete status, projected compensation, and responsibility. (See Attachment 8)

Final Registration List

After the camp/clinic is held, a final list of all participants and their pertinent information should be submitted to the Business Office (See Attachment 8)

DEPOSIT PROCEDURES Deposit Forms

Application fees received in the form of checks and/or cash must be turned into the Athletic Business Office with a list of applicants and a Sport Camp & Clinic Cash/Check Summary Form (Attachment 6 ). Include all information requested on the form, as well as a photocopy of all checks when making the deposit. A Sport Camp & Clinic Credit Summary Form should be turned in for payments made with credit cards (Attachment 7). Deposits should be numbered as they are turned in. This will allow tracking of deposits and quick reference when refunds are requested. Please keep a photocopy of the deposit summary for your records. Additionally, please black out all credit card numbers on the copy you maintain for your records. All fees must be deposited within 48 hours of receipt. NO EXPENSES SHOULD BE PAID FROM CASH CAMP RECEIPTS. You may utilize an approved third party entity to process applications and receipts made through the internet but a list of applicants must accompany the check provided by the third party to your on‐campus camp account.

Refunds

Application fee refund requests are submitted on an athletic department direct pay form. Include the camp name, session name or number, amount of refund, name of camper, and deposit number. Attach a copy of the applicants deposit summary form and highlight the applicants name and fee amount. Policies regarding the amount of refund are solely determined by the camp director. No adjustments or refunds will be made to the administrative fee when approving refunds.

INSURANCE Medical

It is a requirement that a form of medical insurance be in force for each participant and staff person at the start of the camp or clinic. Disclosure of medical insurance must be provided on the application form and must include the name of the insurance company, policy number, policy period, and signature of policy holder. The Athletic Business Office may assist in securing primary or secondary medical insurance if requested by the camp director. In the absence of either primary or secondary medical insurance, the camp director may be personally responsible for medical expenses incurred by participants and staff as a result of an injury incurred while participating in authorized camp activities.

The recommendations on purchasing sport camp medical coverage: 1. At least $10,000 maximum benefit per accident 2. $50 deductible. Higher deductibles are available 3. Some dental coverage 4. Coverage pays to at least 52 weeks of the date of accident 5. Medical coverage benefits are excess to any other collectible coverage 6. In absence of primary coverage, insurance becomes primary

Liability

The “Release, Waiver and Assumption of the Risk” form (Attachment 4), hereinafter named “Liability Release” must be signed by participant if 18 years of age or older, or by participants parent/guardian if under the age of 18.

Liability insurance for approved camps and clinics, its directors and staff is provided through the Athletic Corporation’s liability insurance policy at no additional charge to the camp or clinic.


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ACCOUNTING & FINANCIAL REPORTS Reports

At the completion of the camp, the Athletic Business Office will produce the financial summary report of all income and expense associated with the camp. A detail trial balance will also be made available for analysis and reports that may be useful with the financial operation of the camp.

Direct Pay

All expenses must be processed through the normal athletic department direct pay (DP) process. Complete DP form, attach itemized receipts, obtain Camp Director approval and turn the completed DP form into the Business Office. It is recommended that whenever possible, a purchase order should be utilized when contracting a service or purchasing items of significant cost. Examples would be cost of on- campus housing, meals, and equipment.

Current Administrative Service Fee Structure in effect until July 31, 2014

New Administrative Service Fee (Effective August 1, 2014)

1. A twelve percent (12%) administrative fee will be assessed on application fees received. 2. An eight percent (8%) administrative fee will be assessed on camps/clinics that do not operate on the

premises of Fresno State and do not in any way obligate the use of University or Athletic Corporation facilities or facility personnel.

3. An eight percent (8%) administrative fee will be assessed on all gross application fees where an outside third party entity is used to facilitate payment collection and processing.

PAYROLL SERVICES Compensation

All compensation paid to the camp director, staff or employees must be processed through the Athletic department’s payroll system and distributed through the Athletic Business Office. Appropriate federal, state and local payroll tax requirements will be applied against wages paid and applicable employer tax expense will be charged to the camp account.

Vacation

Employees of the State or Athletic Corporation and who are being compensated for their services to the camp/clinic must claim vacation time one of two ways: 1) Exempt employees (most coaches) must claim whole 8 hour days of vacation if the camp sessions fall on normal university work days, or 2) Non‐ exempt employees must claim all hours worked on camp/clinic related business when the camp/clinic is in session during normal university work days. During the course of a normal University work day and during a period when the camp/clinic is not in session, you are not obligated to claim vacation time when working on routine camp/clinic related business. It is the responsibility of the staff member/coach to claim these vacations days/hours on the monthly attendance report. Failure to claim vacation days/hours during a camp will result in the automatic deduction of vacation for the entire period of the camp.

Administrative Assistant Policy

The use of University or Athletic Corporation staff hours for assistance with camp/clinic related business is allowed, only with prior approval from the Senior Associate AD – Administration, during normal work days if it does not hinder the normal duties of the staff person and does not require the person to work overtime or put undue hardship on the staff. The staff person is not obligated to assist a coach, staff or camp director in the camp/clinic if the job requires working during non‐university hours or days.


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OTHER POLICIES

All camps and clinics utilizing University fields, facilities, and equipment must be administered through the Athletic Facilities Department and must have prior approval by the Director of Events.

All usage of the University and/or Athletics logo must comply with the Visual Identity Guidelines

http://www.gobulldogs.com/ot/fres-licensing.html and must be approved by the Director of Licensing, 559-278-4451

It is permissible to run a camp off‐campus with approval of the Athletic Director or designee. All policies and procedures applied to on‐campus camps will apply to off‐campus camps. Off-Campus banking accounts are strictly prohibited.

Each camp must retain sufficient funds in the camp account at the completion of the camp in order to cover unexpected expenses that might arise and also start‐up costs for next year. If a camp’s cash balance ends in the negative, the Camp Director/Head Coach will be responsible to pay back the negative balance plus a fee of $100.

The use of University and Athletic Corporation supplies for personal entrepreneurial gain is prohibited.

WE WILL NOT REIMBURSE ANY ALCOHOL PURCHASES!

http://www.gobulldogs.com/ot/fres-licensing.html


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Fresno State Athletics Camps & Clinics Athletic Training Room Summary

The Athletic Training Staff at Fresno State recognizes the importance of summer programs in providing an excellent

relationship with the public through the Athletic Department and University and want to continue to be a part of this

experience.

Summer camps typically attract youth under the age of 18 to campus. The level of care and supervision appropriate for

an enrolled student at the university is not necessarily the same as that which is appropriate for a summer camp

participant, even though the oldest camp participants are sometimes older than the youngest of our enrolled students.

It is imperative that campers be overseen in a fashion that is appropriate and intended to keep them healthy and safe

while visiting the university. Fresno State will strive to provide a reasonably safe environment for participants and

attempt to ensure that clients using university facilities for their activities do the same.

Staffing

Fresno State Athletic Department policy requires that all sport camps/clinics employ the services of a CPR/First Aid

Certified First Responder at the minimum for each venue. Fresno State Athletic Training Staff will assist the camp/clinic

coordinators in providing qualified personnel to staff the medical needs of the individual camps. If asked to provide

personnel from our staff or athletic training student education program the athletic training department will abide by

the minimum coverage guidelines found below for all sports camps/clinics.

Arrangements for hiring Certified Athletic Trainers and/or First Responders for camps/clinics should be made at least

one (1) month in advance by contacting the Athletic Training staff. Requests for athletic training coverage for camps and

clinics that are not received one (1) month in advance may not be honored due to staff availability. All requests for

athletic training coverage for camps/clinics must be made through the Fresno State Athletic Training Room, using

Attachment #5. Requests must include the dates, times and location(s) of the camp/clinic, anticipated participants,

camp director’s information, and any other pertinent information.

If requests for staffing are not made in the above stated appropriate time frame, or if the camp director chooses to seek

medical coverage outside of Fresno State Athletic Training Staff, coverage approval must be obtained from the Director

of Events.

Certified Athletic Trainer (ATC): This is an individual who has an undergraduate degree and has passed the National

Athletic Trainers’ Association Board of Certification Exam. They may perform all the duties of an Athletic Trainer. They

can perform all the duties within their scope of practice; however they will obtain consent from parents of minors prior

to making return to play decisions or performing any care beyond first aid, emergency care, and preventative wrapping.

First Responder: This individual will be CPR/AED and First Aid certified by a national organization. They may be an

athletic training student, but it is not required. If they are an athletic training student who is admitted into Fresno State’s

Athletic Training Education Program they may perform taping services on non-acute injuries. Their primary duties are to

provide First Aid and CPR or summon Emergency Medical Services if the need arises. They are not qualified to make

return to play decisions in most cases for acute injuries.


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Athletic Training Minimum Coverage Guidelines High Contact/Collision Events (football)

one (1) Certified Athletic Trainer per 100 participants or per venue Contact Sports (basketball, soccer)

one (1) Certified Athletic Trainer per 200 participants or per venue Limited Contact Sports (softball, baseball, volleyball, track, non-contact football, lacrosse, swimming)

one (1) Certified Athletic Trainer or one (1) First Responder per 200 participants or per venue Non-Contact/Lifetime Sports (tennis, golf)

May employ a Certified Athletic Trainer on an “on-call” basis. These camps are definitely welcomed to employ a first responder or Certified/BOC eligible Athletic Trainer to be in attendance as well.

The Certified Athletic Trainer will provide phone numbers were he/she can be contacted.

The Certified Athletic Trainer must be compensated a minimum of one (1) hour if he/she is called to provide care.

The camp director will pick up the coolers and cups they will need as well as a first aid kit for the camp. Additional Requirements The above guidelines are “per venue” and additional appropriate staff will be hired if

1. The venues for the camp are more than 500 yards apart 2. The number of campers dictates more staff for appropriate coverage

Salary Guidelines The standard salary scale for Fresno State Athletics will be as follows: Certified Athletic Trainers

$15/hr. for 7 hours or less a day.

$115/day for more than 7 hours or overnight camps. First Responders

$10/hr. for 7 hours or less a day.

$75/day for more than 7 hours or overnight camps. Supply Schedule of Fees

Cups $5.00 per sleeve (150 cups)

Powdered Gatorade $11.00 per bag (yields 10 gallons) Schedule Changes Camp and clinic coordinators are required to maintain a constant line of communication between themselves and their athletic trainer or first responder. Coordinators should give at least 24 hours’ notice regarding camp/clinic schedule changes and/or cancellations, with the exception of changes dictated by lightning and/or severe weather. Failure to give adequate notice may result in an athletic trainer or first responder not being available for coverage, and will result in the athletic trainer or first responder still being compensated at the standard rate for any time that she/he is present. It will be the coordinator’s liability and responsibility if a participant does not receive adequate medical care due to the failure to give adequate notice. Camp and clinic coordinators will provide the medical staff personnel with the camp waivers and contact information in case medical attention is needed. The medical staff personnel hired to work the camp should make themselves available at check-in to meet with parents and receive any additional information pertaining to the safety of the campers.


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Fresno State Athletics Camps & Clinics NCAA Rules and Regulations Summary

PURPOSES OF CAMPS OR CLINICS An institution's sports camp or clinic is one that:

1. Places special emphasis on a particular sport or sports and provides specialized instructions, practice and may include competition;

2. Involves activities designed to improve overall skills and general knowledge in the sport; or 3. Offers a diversified experience without emphasis on instruction, practice or competition in any particular sport.

[13.12.1.1.2] It is not permissible for an institution to conduct a camp or clinic that does not include instruction and that involves only sessions or tests (tryouts) during which prospects reveal, demonstrate or display their athletic ability in any sport. Such a camp or clinic would be considered an evaluation or tryout and is prohibited under NCAA legislation. DEFINITIONS An institution's sports camp or instructional clinic shall be any camp or clinic owned or operated by a member institution or an employee of the member institution's athletic department, either on or off its campus, in which prospective student-athletes participate. [13.12.1.1] Owner An individual coach must be at least a majority owner (51%) in order to be considered an "owner" of a camp or clinic. Operator An individual coach must be personally and directly responsible for the management and operation of a sports camp or clinic in order to be considered an "operator" A privately owned camp or clinic is any camp or clinic that is not owned and not operated by a member institution or an employee of the member institution's athletic department. Privately owned camps or clinics may be held at any location.

BASKETBALL personnel may not be employed at other institutional camps or clinics or at non- institutional privately owned camps or clinics. [13.12.2.3.2]

Athletic Department personnel OTHER THAN BASKETBALL may serve in any capacity in a privately owned camp, provided the camp or clinic is operated in accordance with restrictions applicable to institutional camps. [13.12.2.3.3]

A prospective student-athlete ("Prospect") is a student who has started classes for the ninth grade (7th grade for Basketball). In addition, a student who has not started classes for the ninth grade becomes a prospective student-athlete if the institution provides such an individual (or the individual's relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective students generally. [13.02.11] A member institution’s sports camp or clinic shall be open to any and all entrants (limited only by number, age, grade level, and/or gender). [13.12.1.3]


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SCHEDULING Recruiting Calendar Exceptions – The interaction during sports camps and clinics between prospective student-athletes and those coaches employed by the camp or clinic is not subject to the recruiting calendar restrictions. However, an institutional staff member employed at any camp or clinic (i.e. counselor, director) is prohibited from recruiting any PSA during the time period that the camp or clinic is conducted (from time PSA reports to camp or clinic until the conclusion of all camp/clinic activities). The prohibition against recruiting includes extending written offers of financial aid to any PSA during his/her attendance at the camp or clinic, but does not include recruiting conversations between certifying institution’s coach and a participating PSA during the institution’s camp or clinics. Other coaches wishing to attend the camp as observers must comply with appropriate recruiting contact and evaluation periods. In addition, institutional camps or clinics may not be conducted during a dead period. [13.12.1.5]

Basketball - An institution's basketball camp or clinic may be conducted during the months of June, July, and August or any calendar week that includes days from those months (e.g. May 28th - June 3rd); unless such activities meet the provisions regarding developmental clinics. [13.12.2.3.2]

Football - Participation in camps/clinics is limited to two periods of 15 consecutive days in the months of June and July or any calendar week (Sun-Sat) that includes days of those months. (These dates must be on file in the Compliance Office). [13.12.2.3.3] CAMP BROCHURES Camp Brochures may be provided to a prospect at any time. Brochures are not restricted by content or design, accept that they must indicate that the camp or clinic is open to any and all entrants (limited only by age, number, grade level, and/or gender). Brochures are restricted to a single two-sided sheet, not to exceed 17" x 22" when opened in full. [13.4.1.1(c)]

PROMOTIONS

YOU MAY:

Use a student-athlete's name, picture and institutional affiliation only in the camp counselor section in its summer-camp brochure to identify the student-athlete as a staff member. [12.5.1.6]

Advertise the institution's camp or clinic in recruiting publications if placed in a recruiting publication (other than a high school or two-year college, or non-scholastic game program) that includes a camp directory that meets the following requirements [13.4.3.1.2]:

o The size (not to exceed one-half page) and format of such advertisements must be identical; and, o The camp directory must include multiple listings of summer camps on each page (i.e. at least two

summer camp advertisements of the same size must appear on each page.)

Advertise on a recruiting publication's Web site provided the format of such advertisements is identical and the Web site camp directory includes multiple listings of summer camps. The half-page size restriction applicable to advertisements in printed publications is not applicable to advertisements placed on the Internet. [4/19/2000]

Advertise in non-recruiting publications such as a Fresno State game program, a local newspaper or magazine without restriction. [13.12.1.6]

Distribute sports camp or clinic brochures to prospective student-athletes or high school coaches. YOU MAY NOT:

Pay a student-athlete for using their name or picture to advertise the sports camp or clinic.

Agree to advertise in recruiting publications without permission to review the layout plan prior to publication.

Distribute a poster promoting a sports camp or clinic to prospective student-athletes or high school coaches.


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FEES All head coaches or camp directors are responsible for determining their own sports camp fee. YOU MAY:

Provide a free or reduced admission fee to a group registering a specified number of participants, as long as the reduced admission is available to all such groups.

Have a policy that permits free admission only to the children of athletics department staff members to attend the institution's camps or clinics. [Staff 10/29/2003]

Provide free admission for the child or children of a coach who is an instructor in the camp (who is not an athletics department staff member at the institution hosting the camp), provided the admission is considered in the coach's compensation limitations and the opportunity is available to children of all coaches instructing the camp. [Staff 10/29/2003]

Provide a free or reduced admission fee to youths who have not entered the ninth grade. YOU MAY NOT:

Provide a free or reduced admission fee to a high school, preparatory school or two-year college athletics award winner. For purposes of this rule, a high school includes the ninth-grade level, regardless of whether the ninth grade is part of a junior high school system. [13.12.1.7.1]

Permit a representative of Fresno State's athletic interests to pay a prospect's expenses to attend a Fresno State sports camp or clinic. [13.12.1.5.2]

EMPLOYMENT

EMPLOYMENT OF STUDENT-ATHLETES: [13.12.2.1] A student-athlete may be employed in any sports camp or clinic, provided compensation is provided pursuant to 12.4.1.

The student-athlete shall not participate in organized practice activities other than during the institution's playing season in the sport;

The student-athlete must perform duties that are of a general supervisory character and any coaching or officiating assignments shall represent not more than one-half of the student-athlete’s work time;

A student-athlete who only lectures or demonstrates at a camp or clinic may not receive compensation for his or her appearance at the camp or clinic;

Compensation received must be commensurate with the going rate for camp or clinic counselors of like teaching ability and experience;

Student-athletes must have compensation prorated (based on actual length of employment) if they are employed only for a portion of the camp or clinic;

Student-athletes may receive actual travel expenses (including lodging and meals in transit and prepaid plane tickets or cash advances) only if such travel expenses are paid (or procedures for reimbursement of expenses are used) for all employees of the camp or clinic;

A student-athlete with remaining eligibility is not permitted to conduct his or her own camp or clinic

[13.12.2.1.1]; and

Earning limitations no longer apply to employment at a camp/clinic during the academic year, provided: [15.2.7] 1. Employment may not be based on reputation, fame or personal following because of the status

obtained as a student-athlete; 2. May only be compensated for work performed; 3. Compensation is at the going rate for similar services at that locality.


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EMPLOYMENT OF HIGH SCHOOL, PREP SCHOOL AND TWO-YEAR COLLEGE COACHES: It is permissible to hire these types of coaches provided they receive compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience. It is not permissible to compensate a coach based on the number of campers the coach sends to the camp; nor is it permissible to compensate a coach on the basis of the value he or she may have for the employer due to their reputation or contact with PSAs. [13.12.2.2] EMPLOYMENT OF INDIVIDUALS ASSOCIATE WITH A PROSPECTIVE STUDENT-ATHLETE - IAWP (Men's Basketball): In men's basketball, an institution or staff member shall not employ (either on a volunteer or paid basis) an individual associated with a prospective student-athlete at the institution's camp or clinic. [13.12.2.2.3] EMPLOYMENT OF VOLUNTEER COACHES: A volunteer coach may receive compensation from an institutional sports camp or clinic. [Official 8/22/2001] EMPLOYMENT OF BASKETBALL STUDENT MANAGERS: A student manager who is a full-time student and has responsibilities specific to basketball may be employed at an institutional or non-institutional camp/clinic other than their own institution's camp/clinic. [Official 07/13/2005] EMPLOYMENT OR INVOLVEMENT OF ATHLETIC DEPARTMENT STAFF MEMBERS: An athletic department staff member may be involved in sports camps or clinics except as follows:

No staff member may be employed (either on a salaried or volunteer basis) by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services concerning prospects. [13.12.2.3.1]

Basketball coaches, with responsibilities specific to basketball, may not be employed at other institutional camps or clinics or at non-institutional privately owned camps or clinics. Participation in their OWN camp/clinic is limited to the months of June, July and August, or any week containing days from those months (e.g. May 28th – June 3rd). [13.12.2.3.2]

Football coaches' participation is limited to two consecutive 15 day periods in the months of June and July or a week containing days in those months (e.g. May 28th – June 3rd). These dates must be on file in the Compliance Office. [13.12.2.3.3]

YOU MAY:

Work a sports camp or clinic if you will be performing duties that are of a general supervisory nature in addition to any coaching and officiating.

Work a sports camp or clinic if your pay will be commensurate with the going rate for camp or clinic counselors of like teaching abilities and your wages are not based on the reputation or fame you have received as a student-athlete.

YOU MAY NOT:

Receive compensation from a camp or clinic for your appearance in which you only lecture or demonstrate.

Conduct your own camp or clinic if you have remaining eligibility.

Participate in required practice activities outside of your playing season when employed in a camp or clinic at your institution.

AWARDS: [13.12.1.7.4]

Prospects may receive awards from an institution's sports camp or clinic, provided the cost of such awards has been included in the admission fee charged for participants in the camp or clinic. Material benefits (e.g., awards, prizes, merchandise gifts) may not be provided to participants in developmental clinics.


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GIFTS AT COACHES' CLINICS: [13.8.2.1] An institution may not provide gifts to high school, prep school or two-year college coaches in conjunction with its coaches' clinic. This legislation specifically prohibits the provision of a door prize (regardless of the source of the item) to a coach, even if the cost of the prize is included in the admission fees charged. Other materials (clipboards, file folders, etc.) may be provided to each person attending the clinic, provided the items are included in the registration or admission fee. MEMENTOS: The institution may provide mementos with the institution's name or logo to prospects for participating in an institution's camp or clinic, provided the fair market value of the memento is included as part of the admission fee for the camp or clinic. Material benefits (e.g., awards, prizes, merchandise gifts) may not be provided to participants in developmental clinics. Note: If such awards are going to be presented to prospects in conjunction with a camp or clinic, the cost of such awards must be included in the admission fee charged participants. The cost of any other materials or institutional mementos provided to camp or clinic participants must also be included in the fee charged.


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Attachment 1

Pre-Camp Approval Form


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Pre-Camp Approval Form *Must be completed and on file in Compliance Office PRIOR to scheduling

of any camps or clinics* Sport: ____________________________________ Camp Coordinator: ____________________________________

1. Proposed date/s of camp or clinic?

2. Who is the camp/clinic open to (gender, age, grade level)?

3. Location of camp/clinic: _____________________________________________________

4. Admission fees and what will be covered by the fee:

5. Will a discount be offered? Yes No

a. If Yes, how will discount be publicized?

6. For Basketball camps/clinics:

a. Is NCAA education session included? Yes No

b. Men’s Basketball camps/clinics:

i. Will the participation, registration procedure, fee structure, advertisement, and logistical

experience be the same as all other Fresno State Men’s/Boys’ Basketball camps or clinics?

Yes / No

_______________________________________ ___________________________________ _____________ Person completing form (print) Signature Date

___________________________________ _____________ Head Coach Signature Date


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Attachment 2

Sport Camp & Clinic Declaration Form


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Fresno State Athletics Sport Camp & Clinic Declaration Form

(This form to be completed prior to the camp being advertised)

Sport

1 Camp Name:_______________ Camp Dates: _______________ Location: _______________

Day Camp Reg. Fee: $_______ Overnight Camp

Reg. Fee: $_______

Projected Day Campers: ________ Projected Overnight Campers:________

Projected Staff: ________


Day Camp Reg. Fee: $_______ Overnight Camp Reg. Fee: $_______

Projected Day Campers: ________ Projected Overnight Campers:________ Projected Staff: ________


Day Camp Reg. Fee: $_______ Overnight Camp Reg. Fee: $_______

Projected Day Campers: ________ Projected Overnight Campers:________ Projected Staff: ________

Medical Insurance

Will you be purchasing supplemental medical insurance for your camp participants and staff?

Yes Name of Provider: ______________________________________________________________________________________

Policy No. : _____________________________________________ Policy Period: __________________________________

No If No, how will medical coverage be provided? ________________________________________________________________ _____________________________________________________________________________________________________

Facilities Needed: _________________________________________________________________________________________________ (List All Athletic Corporation or University Facilities used in the operation of your camp)

Facility Setup Needed: _________________________________________________________________________________________________ (List Ant Specific Facility preparation necessary for the operation of your camp)

Equipment Needed: _________________________________________________________________________________________________ _________________________________________________________________________________________________

(List All Athletic Corporation Equipment that will be used in the operation of your Camp)

1) ____________________________ _________

Camp Director/Head Coach Date (Please sign and forward to Compliance)

2) ____________________________ _________

Director of Events Date (Please sign and forward to Sport Supervisor)

3) ____________________________ _________

Director of Compliance/Designee Date (Please sign and forward to Director of Events)

4) ____________________________ _________

Sport Supervisor Date (Please sign and forward to Business Office)


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Attachment 3

Certification of Understanding


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Certification of Understanding Fresno State Camp & Clinic Policies

NCAA Rules & Regulations Summary Prior to your camp/clinic, the Camp/Clinic Director must review the enclosed Fresno State Camp and Clinic Policies and NCAA Rules & Regulations Summary, sign the certification statement below, and submit it to the Compliance Office. The Camp Director is ultimately responsible for conducting the camp/clinic within the applicable Fresno State policies and NCAA rules and regulations. Should you have any questions regarding these rules and regulations, please contact the Compliance Office or Business Office. I have thoroughly reviewed the Fresno State Camp & Clinic Policies and NCAA Rules & Regulations Summary pertaining to camps/clinics and have discussed any questions I had regarding NCAA rules with sports camps/clinics with the Compliance Office. I understand that this guide is NOT intended as substitution for the NCAA Manual, binding interpretations of NCAA legislation, University Policy and Procedures, or professional legal advice. ________________________________________________ _________________________________

Camp Director's Signature Date


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Attachment 4

Release, Waiver and Assumption of Risk


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Release, Waiver and Assumption of Risk

Name of Event: ________________________________ (hereinafter “Event”) Date of Event: _________________________________ This is a legally binding release, waiver and assumption of risk made by me ________________________ (hereinafter “I” or “Participant”), to California State University, Fresno (hereinafter the “University”). I wish to participate in the above Event on the date(s) indicated and I hereby agree as follows:

1. I acknowledge and understand that as part of my participation in this Event there are dangers, hazards and inherent risks to which I may be exposed, including the risk of serious physical injury, temporary or permanent disability, and death, as well as economic and property loss. The dangers, hazards and risks may arise from my own actions, inactions, or negligence as well as from the actions, inactions or negligence of others, or the condition of the premises. I also acknowledge and understand that there may be other dangers, hazards or risks not presently known or reasonably foreseeable. Participation in the Event includes travel to and from the Event.

2. To the extent that I engage in activities that are not a part of the Event and from which I may

sustain personal injury or other damage to myself or property, or cause others to be injured or sustain other damage, including damage to their property, I understand that the University and its employees, agents, volunteers or assigns will not be held responsible.

3. In consideration of the right to participate in the Event, I agree to assume all dangers, hazards

and risks arising from my participation in the Event. This agreement is binding on my heirs and assigns.

4. I agree that in connection with my participation in the Event, to adhere to all of the policies and

procedures of the University, jurisdictional laws and ordinances, laws of the State of California and of the United States government. If I fail to adhere to the above-stated policies, procedures, and/or ordinances and laws, I will be responsible for any injuries and/or damages that may result. Further, if I fail to adhere to the above-stated policies, procedures, and/or ordinances and laws, this failure may result in my dismissal from the Event.

5. In the event of an accident or serious illness, I hereby authorize the University to obtain medical

treatment for me and on my behalf. I hereby hold harmless and agree to indemnify the University from any claims, causes of action, damages and/or liabilities, arising out of or resulting from said medical treatment.

6. I hereby release, indemnify and hold harmless the University, and their officers, trustees,

employees, volunteers, assigns, successors, and/or agents, from and against any and all liability,


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actions, debts, claims and demands of every kind whatsoever, specifically including, but not limited to, any claim for negligence or negligent acts or omissions and any present or future claim, loss or liability for injury to person or property that I may suffer, for which I may be liable to any other person, that may or does arise out of my participation in the Event.

7. I acknowledge that prior to signing this release, waiver and assumption of risk, I have had an

adequate opportunity to read it and any questions I had were directed to the University and have been answered to my satisfaction.

_______________________________________________ ___________________ Signature of Participant Date _______________________________________________ Printed Name of Participant If Participant is under 18 years of age: I am the parent or legal guardian of the Participant. I have read and understand the foregoing release, waiver and assumption of risk (including such parts as may subject me to personal financial responsibility); I hereby consent to Participant’s participation in the Event; I am and will be legally responsible for the obligations and acts of Participant as described in this release, waiver and assumption of risk; I hereby authorize the staff of Fresno State Summer Camps to act for me according to their best judgment in any emergency requiring medical attention for my child, and I waive and release the camp from any and all liability for injuries or illnesses that may be incurred while my child is at camp. I have informed the camp director of any physical limitations my child has that may render them unable to fully participate in all activities of the Fresno State Summer Camps. I know of no medical condition or other conditions that would prohibit my child from full participation, I give my consent for my above named child to attend and participate in all activities of Fresno State Summer Camps; and I agree to be bound by the terms of this release, waiver and assumption of risk. _______________________________________________ _________________ Signature of Minor Participant’s Parent/Guardian Date _____________________________________________________ Minor Participant’s Name


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Attachment 5

Sport Camp & Clinic Athletic Trainer Request Form


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Department of Sports Medicine

Camp / Clinic Athletic Trainer Request Form

Name of Camp/Clinic: ___________________________________________________________________________ Camp/Clinic Coordinator: ________________________________________________________________________ Camp/Clinic Cord. Phone: _________________________________ email: _________________________________ Camp/Clinic Date(s): ____________________________________________________________________________ Camp/Clinic Venues(s): _________________________________________________________________________ Estimated number of Participants/Attendees: ______________________ Number of Athletic Trainers Requested: Certified/BOC Eligible Athletic Trainers: _____________ First Responders: ___________________________ Will the Athletic Trainer be required to stay overnight in the dorms? (Check one) Yes No Camp/Clinic Registration Date: ________________Time: _______________ Place: __________________________

Estimated Camp/Clinic Schedule (please place an “X” or shade in times when the camp/clinic will be in session).

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

7am 8am 9am 10am 11am 12pm 1pm 2pm 3pm 4pm 5pm 6pm 7pm 8pm 9pm

Please return this form to the Fresno State Athletic Training Room


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Attachment 6

Sport Camp & Clinic Cash/Check Summary Form


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FRESNO STATE ATHLETICS

SPORT CAMP & CLINIC CASH/CHECK SUMMARY FORM

Camp: ___________________________________________ Session#: ______________

Deposit#: _____________________ Deposit Date: __________________ Session Date: __________________

Date Camper Name Payee/Parent Name Check# Amount

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

18 `

19

20

21

22

23

24

25

**ATTACH PHOTOCOPIES OF ALL CHECKS** Total Deposit:


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Attachment 7

Sport Camp & Clinic Credit Summary Form


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FRESNO STATE ATHLETICS

SPORT CAMP & CLINIC CREDIT SUMMARY FORM Camp: ____________________________________ Session: ____________________

Deposit#: _________________________ Deposit Date: ______________________ Session Date: ______________________

Date Camper Name Name on Credit Card CC# Expiration Date Amount

1

2

3

4

5

6

7

8

9

10

11

12

13

14

15

16

17

Total Deposit: ___________________


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Attachment 8

Sport Camp - Clinic Forms


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Fresno State Athletics CAMP/CLINIC EMPLOYEE LIST

Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director

*Please submit a separate Camp/Clinic Employee List for each camp/clinic directed at least 45 days prior to start of camp/clinic

I understand that this list of employees must include all student-athletes that intend to work this camp/clinic. I also understand that this list of

employees MUST include all volunteers. Additionally, I am aware that criminal background c h e c k s will be performed on ALL personnel working the

camp/clinic. ________ Camp Director Initial

Please indicate a response to the following questions by circling the answer:

Will transportation expenses or mileage be provided or reimbursed for any employee? If yes, please include a notation and the value associated with this benefit in the compensation column.

Will the son or daughter of any employee receive free or reduced admission to this camp/clinic?

If yes, please include a notation and the value associated with this benefit in the compensation column.

Yes

Yes

No No

Please list the name, affiliation, rate of pay, total compensation, and responsibility of each individual working the sports camp/clinic below.

Name Affiliation Rate of Pay Total Compensation Responsibility

Jane Doe (Sample) Public HS/Fresno, CA $100/day $500.00 Instructor/Counselor


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Camp/Clinic Employee List, page 2


Please indicate student-athletes employed at the camp/clinic below.


John Deere (Sample) Fresno State/ SA $50.00/day $200.00 Instructor/Counselor

Compliance Office approval: Date:

Business Office Approval: Date:


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CAMP/CLINIC INDIVIDUAL DISCOUNT FORM Complete this form for any individual who receives a discount to the camp/clinic. Please submit this form to the Compliance Office for approval at least 30 days prior to the start of the camp/clinic. ____________________________________ ________________________________ ________________________________________Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director

Camp/Clinic Individual Discount Policy: ___________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________

Name Age

Athletic Award

Winner? (Y/N) Affiliation (i.e. High School, Middle School, Etc.) Amount of Discount Basis for Discount

Pam Smith (SAMPLE)

16

N

General High School

10%

Sister attends camp (family)

Compliance Office approval: ___________________________________________________________________ Date: __________________________


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Fresno State Athletics CAMP/CLINIC GROUP DISCOUNT FORM

Complete this form for any group that receives a discount to the camp/clinic. Please submit this form to the Compliance Office for approval at least 30 days prior to the start of the camp/clinic. _____________________________________ ______________________________________ _______________________________________

Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director Camp/Clinic Group Discount Policy: _____________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________ ___________________________________________________________________________________________________________________________________

Names of Recipients:

Group Name: _________________________________ _____________________________________ _____________________________________________ Amount of Discount: ___________________________ _____________________________________ _____________________________________________ Basis for Discount: _____________________________ _____________________________________ _____________________________________________

Names of Recipients: Group Name: _________________________________ _____________________________________ _____________________________________________ Amount of Discount: ___________________________ _____________________________________ _____________________________________________ Basis for Discount: _____________________________ _____________________________________ _____________________________________________


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Compliance Office Approval: __________________________________________________________ Date: _______________________


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Fresno State Athletics CAMP/CLINIC FINAL REGISTRATION LIST

________________________________________ _______________________________________ _______________________________________

Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director

Name Age Upcoming

Yr. In School Athletic Award Winner? (Y/N)

Who Paid? (Parents, Guardians, etc.)

How Paid? (Cash, Credit,

Check)

Paid in Full?

Discount? (Y or N / Indiv. Or Group) *If Y, must be on the preapproved list*


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Camp/Clinic Final Registration List, page 2

Name Age Upcoming

Yr. In School

Athletic Award

Winner? (Y/N)

Who Paid? (Parents, Guardians, etc.)

How Paid? (Cash, Credit,

Check)

Paid in Full?

Discount? (Y or N / Indiv. Or Group) *If Y, must be on the preapproved list*


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CAMP/CLINIC FINANCIAL REPORT _______________________________ _______________________________ _________________________________ Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director Number Cost per Camper Total

Resident Campers:

Commuter Campers:

Totals:

Refunds (if any) Number Cost per Camper Total

Subtotal Campers – Revenue

$

Subtotal Campers – (Refunds)

$

Total Revenue: $

Expenditures Total Cost Expenditures Total Cost

Instructional Staff

$

Brochures

$

Administrative Fee

$

Advertising

$

Food/Meals

$

Staff Airfare (if applicable)

$

Equipment

$

Staff Lodging (if applicable)

$

Trophies

$

Insurance

$

Certificates

$

T-Shirts

$

Office Supplies

$

Supplies/Promotion

$

Local Transportation

$

Other

$

Total Expenditures: $

Total Camp Revenue – Total Camp Expenditures Total Profit Loss for Camp/Clinic

$ $ $

_____________________________________________________ _____________________________

Athletic Business Office Signature Date


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Post Camp – Expense Checklist

_______________________________ _______________________________ _________________________________ Camp/Clinic Name Date of Camp/Clinic Camp/Clinic Director

□ Live Scan – Fingerprinting

□ Insurance

□ Temporary help

o Coaching Staff

o Life Guards

o First Responders

o Athletic Trainers

o Other: ______________________________

□ Promotional Supplies

o T-Shirts

o Other: _______________________________

□ Temporary Housing (overnight camp)

□ Food items

□ Misc. Items

o _____________________________________

o _____________________________________

o _____________________________________

If choosing to adjust your tax exemptions, please indicate the total exemptions that will

be entered on your W-4. Any official adjustments to your W-4 must be initiated through

payroll.

_________ Exemptions

By signing below I confirm that all of my camp expenses have been submitted to the ABO

and are reflected in my camp summary report.

________________________________________________ _____________

Camp/Clinic Director Signature Date


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