2015 Policies and Procedures

Grizzly Athletics

University of Montana-Missoula

Departmental Policies & Procedures

January 2015

PREFACE

This manual is a reference tool for use by the University of Montana - Missoula Intercollegiate Athletic administration, staff and coaches.

All policies and procedures in this manual comply with State of Montana, the University of Montana, and NCAA Division I rules and regulations.

For further information, you may refer to the following publications available in the Athletic Business Office.

NCAA Division I Manual Student-Athlete Handbook Compliance Manual

This manual is subject to continual revisions: additions, deletions and amendments.

January 2015

Mission and Philosophy

Personnel Academics (Financial Aid)

Ticket Policies Montana Grizzly Scholarship Association Business Affairs

General

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Athletic Department Value, Mission, Vision, and Strategic Goals The University of Montana Department of Intercollegiate Athletics recognizes a commitment to serve both its student-athletes and the University. Its primary commitment is to provide an opportunity for student-athletes to fully develop their academic and athletic potential. Through practice, training and competition, the department strives to instill in each student-athlete:    

Good sportsmanship and personal integrity.

Loyalty to the group and the ability to function with others as a team.

Appreciation for the benefits of hard work, motivation and perseverance in both winning and losing situations.

Pride in accomplishments gained through fair and honest means.

A strong athletic program does much to generate pride and enthusiasm in students, alumni, the University as a whole, and the community which the University serves. The public relations, goodwill and service provided by a strong athletic program benefit the University of Montana in ways which cannot be measured in strictly economic terms.

Through its athletic program, the University’s accomplishments and academic goals are made known to the public.

Based upon this philosophy and with ongoing support from the President and the University Athletic Committee, the following values, mission statement, vision statement and strategic goals have been established.

VALUES Integrity: Grizzly Athletics will exhibit integrity everywhere we go and in everything we do.

Excellence: Grizzly Athletics will demonstrate excellence in everything we do.

Loyalty: Grizzly Athletics will demonstrate loyalty to our University, our state, our teams, and fans.

In order to understand where we are and where we want to be, it is vital to define those qualities that we hold sacrosanct. In understanding those values, the goals and path to achieve those goals will be clearly set out before us. Every decision of the department will reflect these defined values.

What qualities make a national championship team? What traits does a successful graduate possess? What makes Montana “Montana”? In answering these questions, we have defined who we are.

Mission & Philosophy 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

MISSION STATEMENT In supporting and promoting the University of Montana mission, Grizzly Athletics retains the trust and respect of alumni, fans and the State of Montana by graduating student-athletes, striving for excellence and competing with integrity.

The University of Montana is a member of the Big Sky Conference and affiliated with Division I of the National Collegiate Athletic Association (NCAA). Our purpose is to provide a sound, competitive intercollegiate athletics program that represents the University in an impeccable manner, and provides student-athletes the opportunity to develop physically, mentally, ethically, and socially. In doing so, the athletic program will provide: (1) coaching of the finest quality, (2) facilities that provide excellent venues for safe and high-caliber competition, (3) academic assistance to enhance academic success, (4) customer service that is consistently excellent, and (5) incentives and initiatives to retain quality coaches, employees and student-athletes. Our main objective is to assist young men and women in their educational pursuits to the fullest through support, guidance and motivational programs. This assistance is intended to provide maximum opportunity for student-athletes to reach their full potential. The University is committed to a philosophy of excellence and our Athletic Department mirrors this sentiment.

It is the goal of the Athletic Department to serve and direct student-athletes along a path that combines their educational pursuits along with athletic participation. Accordingly, the Athletics Department will create an environment wherein all student-athletes regardless of gender, ethnicity, race, national origin, color, creed, sexual orientation, age, disability, or religion are given the opportunity to participate and succeed both academically and athletically. The function of the Athletic Department is to work closely with the UM campus community, alumni, friends of the University, and the greater surrounding community to achieve our mission. A healthy working relationship with the NCAA and the Big Sky Conference is also part of the responsibility Intercollegiate Athletics must effectively and continuously pursue.

VISION STATEMENT To be a model program excelling in academics and athletics Our expectation as a department is to reach the highest level of success in all NCAA measures in each sport program. Striving to win the Big Sky All-Sports President’s Trophy recognizing the overall positive production of our total program reflects upon the quality of athletes, coaching and resources provided.

As stated previously in the mission statement, success for our Athletic Department means excellence both on the athletic field and in the classroom. Therefore, UM’s vision is to be among the top institutions in athletic achievement as well as in NCAA academic measures such as student-athlete graduation rate, the Academic Progress Rate (APR) and the Graduation Success Rate (GSR).

Mission & Philosophy 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

STRATEGIC GOALS Academics Assist and encourage Grizzly student-athletes to reach their full academic potential.

Financial Achieve fiscal success and accountability.

Student-Athlete Welfare Provide each student-athlete with the opportunity to grow personally and enjoy a positive experience at the University of Montana and within the community.

Sportsmanship On and off the field of competition our staff, athletes and fans will respect the sport, themselves and others.

Winning Provide the facilities, coaches and resources necessary to continue the Grizzly winning tradition.

Diversity Provide opportunities for individuals on the basis of merit in a non-discriminatory manner. In addition, proactively contribute to the success and full implementation of the UM diversity plan.

Equity Provide appropriate facilities and resources equitably without regard to gender.

Advocacy Engage the University and Montana communities, Grizzly fans, former athletes and University alumni in the mission and accomplishments of Grizzly Athletics.

University Relations Engage the University community as a full partner in furthering the Mission of the University of Montana for the benefit of all Students, Faculty, and Staff.

The Department’s Strategic Goals reflect the idealism of those involved directly and indirectly with program results. They also represent the key elements of a successful program as viewed from high and theoretical levels – they are “strategic” not “operational”. They are not likely to change much year to year and if properly targeted operationally (one bi-annium at a time and one task or project at a time), they will produce superior outcomes and result in a highly successful athletic department that is in harmony with its environment (the University of Montana, the City of Missoula, and the State of Montana). The significant challenge in linking the Department’s Strategic Goals to successful Operational Outcomes is recognizing that the desired operational outcomes are tied primarily to ever-changing uncontrollable factors such as availability of resources and adequate personnel to assist in achieving goals.

Mission & Philosophy 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

DIVISION I PHILOSOPHY STATEMENT In addition to the purposes and fundamental policy of the National Collegiate Athletic Association, as set forth in Constitution 1, members of Division I support the following principles in the belief that these statements assist in defining the nature and purposes of the division. These statements are not binding on member institutions but serve as a guide for the preparation of legislation by the division and for planning and implementation of programs by institution of programs by institutions and conferences. A member of Division I: (a) Subscribes to high standards of academic quality, as well as breadth of academic opportunity; (b) Strives in its athletics program for regional and national excellence and prominence.

Accordingly, its recruitment of student-athletes and its emphasis on and support of its athletics program are - in most cases - regional and national in scope; (c) Recognizes the dual objective in its athletics program of serving both the university or college community (participants, student body, faculty-staff, alumni) and the general public (community, area, state, nation); (d) Believes in offering extensive opportunities for participation in varsity intercollegiate athletics for both men and women; (e) Sponsors at the highest feasible level of intercollegiate competition one or both of the traditional spectator-oriented, income-producing sports of football and basketball. In doing so, members of Division I recognize the differences in institutional objectives in support of football; therefore, the division provides competition in that sport in Division IA and Division I-AA; (f) Believes in scheduling its athletics contests primarily with other members of Division I, especially in the emphasized, spectator-oriented sports, as a reflection of its goal of maintaining an appropriate competitive level in its sports program. (g) Strives to finance its athletics program insofar as possible from revenues generated by the program itself. All funds supporting athletics should be controlled by the institution, and (h) Understands, respects and supports the programs and philosophies of other divisions. Occasionally, institutions from other divisions or athletics associations will seek membership in Division I. In such cases, the applicants should be required to meet, over a period of time, prescribed criteria for Division I membership in order to assure that such institutions agree and comply with the principles and program objectives embodied in this statement.

Mission & Philosophy 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Non-Discrimination Policy Equal Opportunity and Affirmative Action the University of Montana The University of Montana-Missoula rigorously pursues affirmative action to provide to all people the equal opportunity for education, employment, and participation in University activities without regard to race, color, religion, national origin, sex, age, marital or family status, disability, or sexual orientation and seeks to employ and advance in employment qualified disabled veterans and veterans of the Vietnam Era. Responsibility for effecting equal opportunity accrues to all University administrators, faculty, and staff. This responsibility includes assurance that employment and admission decisions, personnel actions, and administration of benefits to students and employees rests exclusively upon criteria that adhere to the principle of equal opportunity.

The Equal Opportunity/Affirmative Action Office of the University has the specific mandate to develop and implement an effective equal opportunity program, including appropriate reporting and monitoring procedures. The University of Montana has a discrimination grievance procedure, Personnel Policy #55, for any faculty member, student, non-academic employee, or applicant for employment or admission who alleges unlawful discrimination because of any University regulation, policy, practice or official action of any University employee. Persons alleging discrimination at the University of Montana should contact Lucy France, Director of Equal Opportunity/Affirmative Action, 020 University Hall, 243-5710, within 60 calendar days of the alleged discrimination.

The University will protect against retaliation any individual who participates in any way in any proceeding concerning alleged violations of laws, orders, or regulations requiring equal education and/or employment opportunity.

Personnel 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Department of Intercollegiate Athletics Diversity Statement The Department of Intercollegiate Athletics fully embraces the UM Diversity Plan and the following campus diversity statement: The University of Montana seeks to enhance diversity by recognizing and embracing the differences in age, ideas and perspectives, disabilities, creed, ethnicity, gender identity, gender expression, veteran status, national origin, race, religious and spiritual beliefs, sex, sexual orientation, and the socioeconomic and geographic composition of its faculty, administrative professionals, staff, and students.

In its effort to enhance diversity, the University of Montana recognizes that particular focused effort must be placed on including members of groups who have historically been subject to discrimination and are still underrepresented in the campus community.

As one of the most culturally diverse units on the UM campus, Intercollegiate Athletics places great value on the backgrounds and perspectives of all of our student-athletes and employees. In its efforts to recruit, support, and promote diversity, the Department of Intercollegiate Athletics:  Fosters an environment of respect for people of diverse backgrounds amongst its student-athletes and employees  Assures equitable opportunities for all student-athletes and employees while being proactive in recruiting minority student-athletes and employees  Enhances the understanding and sensitivity of IA members in working with various diverse groups within the department  Assures that student-athletes and employees are respected and have the opportunity to learn, work, and develop in an environment that is free from discrimination  Assures that the needs and issues affecting student-athletes from diverse backgrounds are addressed through University and departmental programming

Resources UM Diversity: http://life.umt.edu/diversity/ UM Diversity Plan: http://umt.edu/eo/diversity/diversityplan.aspx UM Equal Opportunity & Affirmative Action Office: http://umt.edu/eo/ UM Day of Dialogue: http://life.umt.edu/dod/ UM Diversity Advisory Council: http://www.umt.edu/committees/diversity.aspx US Office of Civil Rights: http://www2.ed.gov/about/offices/list/ocr/index.html US Equal Employment Opportunity Commission: http://www.eeoc.gov/

Personnel 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Human Resource Services Personnel Policies Annual Leave Date Adopted: Last Revision: References:

10/03/80 04/15/02 2-18-611-612, 614-617, M.C.A.; MUS 801.14.1; MOM 3-0305 Collective Bargaining Agreements

A. Definitions As used in this procedure, the following definitions apply: 1. Annual Leave means, as provided in 2-18-601 (19), MCA, “A leave of absence with pay for the purpose of rest, relaxation, or personal business at the request of the employee and with the concurrence of the employer.”

2. Break in Service means, as provided in 2-18-601 (2), MCA, “a period of time in excess of five working days when the person is not employed and that severs continuous employment.” A break in service shall result from a termination or resignation that actual severs the employment relationship between the employee and the University of Montana. Time on approved leave without pay is not considered in defining a break in service.

3. Continuous Employment means, for purposes of the qualifying period, working for the University of Montana without a break in service of more than five (5) working days.

4. Qualifying Period means the six (6) calendar month period an employee must be continuously employed to be eligible to use annual leave credits or to be eligible upon termination for a lump sum payment for unused annual leave credits.

5. Transfer means a change of employment from one department of the University of Montana- Missoula to another, from one campus of the University of Montana to another, from one unit of the Montana University System to another, or from a unit of the Montana University System to a State agency without a break in service.

6. Annual Leave Credits means the earned number of annual leave hours an employee is eligible to use upon completion of the qualifying period.

B. Accrual Eligible employees earn annual leave credits from the first day of employment.

Annual leave hours are accrued at the end of each pay period. Leave is available to use only after the applicable qualifying period and after it has accrued. Leave credits cannot be advanced nor may leave be taken retroactively. Annual leave credits are not accrued if an employee is on leave without pay status.

Personnel 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Accrual Rates: a. Fiscal-year faculty and academic administrators accrue academic annual leave at the rate of 14 hours per calendar month of continuous employment for which the employee is in a paid status. b. Non academic administrators, staff, and temporary employees accrue annual leave in accordance with the following schedule:    

1 day through 10 years 10 years through 15 years 15 years through 20 years 20 years +

= 15 working days per year = 18 working days per year = 21 working days per year = 24 working days per year

c. Previous Service: If an employee has been previously employed by The Montana University system, State of Montana, or a Montana County or City government, or school district as defined as “Agency” in 2-18-601 (1)(a), MCA, credit for prior service may be used to calculate the employee’s rate of accrual. The employee must request such credit in writing and provide adequate documentation to the Human Resource Office. Certain military service may also be recognized as credit toward the accrual rate. When such credit is approved, the employee must serve a new qualifying period in order to use accrual annual leave. The employee’s leave credit balance and the employee’s accrual rate shall not be adjusted retroactively. The employee shall begin earning leave at an adjusted rate, where appropriate, at the beginning of the first pay period after the Office of Human Resource Services receives acceptable documentation.

Maximum accrual: Eligible employees may accumulate two times the total number of annual leave credits they are eligible to earn per year. Excess vacation leave credits will be forfeited unless taken by the employee within 90 calendar days from the last day of the calendar year in which the excess credits were earned (March 31) except as further set forth in this section.

The calculation of excess annual leave credits (those credits which must be used within the first 90 days of the next calendar year) will be made as of December 31 of each year.

In accordance with 2-18-617, MCA, if an employee makes a reasonable written request to use excess annual leave before the excess annual leave must be forfeited (March 31) and the supervisor denies the request, the excess annual leave is not forfeited and the supervisor shall ensure that the employee may use the excess annual leave before the end of the calendar year in which the leave would have been forfeited. A copy of the denied request shall be submitted to Human Resource Services to ensure retention of the excess hours.

Personnel 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

C. ELIGIBLE EMPLOYEES 1. FACULTY a. Academic Year Appointments: Faculty members with academic rank who are appointed on an academic year basis shall accrue no annual leave. Faculty members who are appointed for teaching, research and/or public service for summer sessions accrue no annual leave. b. Fiscal Year Appointments: Full-time faculty members on fiscal year (12-month) appointments shall earn annual leave from the first month of employment at the rate of fourteen (14) hours per month. They are not entitled to use vacation leave with pay until they have been continuously emp0loyed for a period of six calendar months. Part-time fiscal year faculty members are entitled to prorated vacation leave credits if appointed for .50 FTE or more. c. Fiscal Year Faculty on Paid Sabbatical Leaves shall receive prorated annual leave in accordance with the sabbatical terms.

2. ACADEMIC ADMINISTRATORS Full-time academic administrators holding academic rank on fiscal year appointments accumulate annual leave at the rate of fourteen (14) hours per month. If an academic administrator’s status is changed from a fiscal year to an academic year appointment, the administrator shall be compensated for accrued vacation leave credits at the time of the status change or may elect to retain the accrued leave until such time as the individual terminates employment or returns to a fiscal year appointment.

3. NON-ACADEMIC ADMINISTRATORS AND STAFF Accrual is prorated according to hours worked and based on years of continuous service. Hours in a pay status paid at the regular rate will be used to calculate leave accrual. Vacation leave credits will not accrue for those hours that are paid as overtime or recorded as compensatory time earned.

An individual simultaneously employed in two or more positions at the University will accrue vacation leave in each position according to the number of hours worked. Vacation leave credits will be used only from the position in which the credits are earned and with approval of the supervisor of that position.

4. TEMPORARY EMPLOYEES Temporary employees accrue and are eligible to use annual leave in accordance with their employment status, as defined in these procedures.

D. QUALIFYING PERIOD All employees must be continuously employed by the University of Montana or another unit of the Montana University System for the qualifying period of six calendar months to be eligible to use accrued vacation leave. Unless there is a break in service, an employee is only required to serve the qualifying period Personnel 5

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

once. After a break in service, an employee must again complete the qualifying period to be eligible to use annual vacation leave.

E. USE OF ANNUAL LEAVE The dates when employees’ annual leaves shall be granted are determined by agreement between each employee and the employee’s supervisor, with regard to the best interests of the University and the best interests of each employee. In no case may the number of hours of annual leave taken exceed the number of hours the employee is regularly scheduled to work.

Vacation leave taken over a legal holiday will not be charged to an employee’s vacation for the holiday.

At an employee’s request, and with the approval of the supervisor, an absence due to the illness may be charged to annual leave after all sick leave benefits have been exhausted.

With prior approval of the supervisor, leave without pay may be used to extend regular vacation leave. Leave without pay provisions set forth in the applicable Personnel Policy shall apply.

F. TERMINATION OF EMPLOYMENT/TRANSFER/LAYOFF Annual leave may not typically be used to extend or delay the effective date of termination. The last day actively worked by the employee is the date of termination. An employee who has worked the qualifying period and who terminates employment with the University shall receive cash compensation for unused annual leave unless such termination is for reasons reflecting discredit upon the employee (2-18-617, MCA). Unused vacation leave is compensated at the employee’s rate of pay at the time of termination.

If an employee transfers from one University department to another, no cash payment is made at the time of transfer. The receiving department assumes the liability for the accrued vacation leave credits transferred with the employee. If an individual transfers from one unit of the Montana University System to a state agency, the receiving unit/agency has the option to assume the liability for the accrued vacation leave unless a break in service of more than five days occurs. If a break in service occurs, the employee shall receive a lump sum payment and must begin again the qualifying period for use of leave at the new unit/agency.

When an employee transfers from one unit of the University system to another without a break in service, the employee shall not receive cash compensation for accrued annual leave. The receiving unit shall assume liability for the accrued leave.

When an employee works in more than one department, upon termination from one position the employee may, at the remaining department’s discretion, transfer leave credits to the remaining position. If the remaining department will not accept the transfer of credits, it is the responsibility of the department from which the employee is terminating to fund the pro-rated amount of annual leave payout to the employee.

Personnel 6

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

In the event of a reduction in force, the employee shall have the option of receiving a lump sum payoff at the time of layoff or maintaining the annual leave credits with the University for a period not to exceed one year from the date of layoff. The election must occur at the time of layoff. The employee may request payoff for accrued annual leave and sick leave at any time after the initial request to maintain the accruals. Such request will be processed as soon as reasonably possible. The employee’s choice to receive a lump sum payoff or maintain the accrual will also apply to the employee’s sick leave accruals.

THINGS TO NOTE: Intercollegiate Athletics will follow the University of Montana’s policies and procedures when former employees that do not turn in work keys when employment has been terminated.

Sick Leave Date Adopted: 10/30/80 Last Revision: 04/15/02 References: 3-0310 M.O.M.; 2-18-601, 606, 618, M.C.A.; Policy 241.0; ARM 2.21.5007(9); ARM 2.21.141; ARM 2.21.804-2.21.822; MUS Policy 801.7.1; Grant leave Project Pool Overview, August 1993; Collective Bargaining Agreements; HRS Policies As used in this procedure, the following definitions apply: Sick Leave, as provided in 2-18-601, M.C.A., is defined as: "a leave of absence with pay for a sickness suffered by an employee or his immediate family or for a permanent employee who is eligible for parental leave under the provisions of 2-18-606, M.C.A.” In addition, it includes the following conditions: illness, injury, medical disability, maternity/paternity-related absence including prenatal care, birth, miscarriage, abortion, or other medical care for either employee or child; quarantine resulting from exposure to contagious disease; medical, dental, or eye examination or treatment; care of or attendance to an immediate family member or, at the supervisor's discretion, for another person; death or funeral attendance for an immediate family member or, at the supervisor's discretion, for another person.

Abuse of Sick Leave is the result of misrepresentation of the actual reason for charging an absence to sick leave, using sick leave for unauthorized purposes, failure to report sick leave, and may include chronic, persistent, or patterned use of sick leave.

Break in Service, as provided in 2-18-601, M.C.A., means "a period of time in excess of five working days when the person is not employed and that severs continuous employment." A break in service could result from a termination or resignation or could result from an absence of more than five working days in a row without approval.

Continuous Employment, as provided in 2-18-601, M.C.A., means "working within the same jurisdiction without a break in service of more than five working days or without a continuous absence without pay of more than 15 working days." An approved continuous leave of absence without pay exceeding 15 working days does not constitute a break in service.

Eligibility Non-student and non-faculty employees are eligible for sick leave in Personnel 7

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

accordance with this procedure and MUS policy. Faculty covered by a collective bargaining agreement wherein sick leave has been negotiated are also eligible for sick leave as set forth in the contract.

Immediate Family includes the employee's spouse or partner, any member of the employee's household, or any parent, child, sibling, grandparent, grandchild, or corresponding in-law, including stepfamilies and family members of the employee's partner.

Qualifying Period is a 90 calendar-day period during which an employee must be continuously employed to be eligible to use sick leave credits or to be eligible for a lump sum payment upon termination for a portion of unused sick leave credits. This definition also refers to temporary employees.

Grant Leave Pool is a sponsored program (grant) leave pool developed to pay for all leave taken on sponsored program (grant) accounts as well as termination payoffs.

A.

Accrual Eligible employees earn sick leave credits from the first day of employment. Sick leave credits are earned at the full-time rate of one eight (8) hours for each month of service. There is no restriction on the number of days that can be accumulated.

Accrual credits are pro-rated according to regular hours worked and no credits accrue for an employee on leave without pay. Sick leave is not earned on overtime hours.

Sick leave credits are automatically retroactive to first working day for: 1. Temporary employees who move into permanent positions without a break in service, and 2. Temporary employees whose employment exceeds 90 days.

B. Eligibility Eligible employees are specified in applicable collective bargaining agreements and MUS Policy # 708.1.1. Non-student and non-faculty employees are eligible for accrual and use of sick leave, as specified in these procedures.

C. Charges Upon completion of the qualifying period, eligible employees are entitled to use sick leave credits earned, as appropriate.

Advancing sick leave after an employee's earned leave has been expended is prohibited. It is the responsibility of the employee and the supervisor to assure proper reporting of the use of sick leave.

With the approval of the supervisor, an employee may charge an absence due to illness to annual leave, leave without pay, and/or compensatory time. This practice is normally used after all sick leave is exhausted.

Personnel 8

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

D. Reporting Responsibility Any illness, medical appointment, or emergency, which necessitates the use of sick leave, must be reported to the supervisor as soon as possible. An employee’s supervisor may require a physician’s certificate or other evidence to substantiate a sick leave request.

E. Holidays Holidays that fall during a period when an employee is on sick leave will be charged as holiday pay rather than sick leave. If an employee is sick during scheduled annual leave, sick leave may be substituted for time employee is sick upon proper notification and approval of the supervisor.

F. Termination Payoff Employees who discontinue employment and who have completed the qualifying period with the University are entitled to a lump sum payment equal to one-fourth (1/4) of their unused, accumulated sick leave credits.

Employees of the College of Technology who discontinue employment with the University, and who have completed the qualifying period, are entitled to a lump sum payment equal to the following: one-half (1/2) of their unused, accumulated sick leave credits earned prior to 1989 and one-fourth (1/4) of their unused, accumulated sick leave credits earned after 1988.

Pay attributed to the accumulated sick leave is computed on the basis of the employee's salary at the time of termination.

Although no payment is made for credits earned prior to July 1, 1971, those credits are available to the employee to charge as sick leave during employment.

G. Transfer If an employee transfers from one department to another or from one sponsored program to another within the University with no break in service, no cash payment is made at the time of the transfer. The receiving department assumes the liability for the accrued sick leave credits.

If an individual transfers from a state agency to the University, the University may elect whether or not to assume the liability for the accrued sick leave, unless there is at least a five-day break in service. If a break in service occurs, the employee receives a lump sum payment from their former department and must begin again the qualifying period for use of leave.

If an employee transfers to any other campus of the university system, the employee shall not receive cash compensation for unused sick leave. The receiving campus shall assume the liability for accrued sick leave.

H. Abuse Abuse of sick leave is cause for dismissal. An employee may be dismissed for abuse that is substantiated by the employer and may forfeit the lump sum payment to which he/she would otherwise be entitled to upon termination.

Personnel 9

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

I. Layoff When an employee has been laid off and has been allowed to maintain sick leave credits the employee shall not take any accrued sick leave credits during the layoff period. The employee may take those sick leave credits if reinstated or reemployed or if employed by a state agency that agrees to accept the sick leave credits. If the employee is not reinstated or reemployed within one year of layoff, the employee shall receive a lump sum payoff, at the salary rate the employee earned at the effective date of layoff.

J. Work-related Accident An employee who is injured in a work-related accident may be eligible for workers' compensation benefits. Use of sick leave must be coordinated with receipt of workers' compensation benefits on a case-by-case basis.

K. Certification When accrued sick leave charges are used, an employee must appropriately complete a departmental leave request form reflecting the charges and submit it to his/her supervisor for approval and signature. The supervisor signing the leave request form certifies that the sick leave charges are correct and accurate.

Any questions regarding the departmental payroll reporting and recorded charges will be directed to the supervisor, rather than the employee, for verification and action.

L. Sick Leave Fund/DIRECT GRANT The Sick-Leave Fund allows University employees to share accumulated sick leave with other eligible employees according to guidelines developed by the Board of Regents to comply with 2-18-618, M.C.A. Employees may contribute sick-leave credits to the Sick-Leave Fund for use by fund members or transfer sick-leave credits by making a direct grant to a specific employee who suffers an extensive illness or accident.

1.Contribution means the number of hours of accrued personal sick leave which an employee must donate to the Sick-Leave Fund to become or to remain a participant in the fund.

2.Direct grant means the extension to an employee, who may or may not be a participating employee, of up to 160 hours of sick leave in a 12-month period which is donated by other University system employees, who may or may not be participating employees, for the specific use of the employee.

3.Grant means the extension to a participating employee of sick leave from the Sick-Leave Fund or through a direct grant.

4.Maximum allowable benefit means no more than 160 hours of sick leave in any continuous 12-month period received as either grants from the Sick-Leave Fund or as direct grants.

5.Participating employee means an employee of the University assigned to a position which has been designated as permanent or seasonal who has joined Personnel 10

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

the Sick-Leave Fund by making the initial contribution of the number of hours required by this policy and who has contributed any hours subsequently requested by the Office of Human Resource Services.

6.Sick-Leave Fund means a pool established to accumulate and disperse voluntarily and irrevocably contributed accrued personal sick leave from University employees for the purpose of providing sick leave to participating employees.

To enroll in the Sick-Leave Fund, employees must meet the following requirements: 1.

Complete a Sick-Leave Fund contribution form.

2.

Complete the 90-day qualifying period for use of sick leave.

3.

Maintain a minimum balance of 40 hours of sick-leave credits following each contribution.

4.

Contribute a minimum of 8 sick-leave hours to the fund.

5.

Continue to contribute 8 sick-leave hours annually to the fund after becoming a member. Human Resource Services will automatically transfer these hours annually to the Sick-Leave Fund unless the employee requests in writing to discontinue membership in the fund or terminates employment.

All contributions are voluntary, irrevocable, and automatic after initial enrollment.

Employees may resign from the fund at any time by notifying Human Resource Services in writing. They may later rejoin the fund if they meet all eligibility requirements.

Sick leave accrued prior to July 1, 1971, may not be contributed to the Sick-Leave Fund.

Employees may contribute no more than 40 hours in a 12-month period.

A minimum sick leave Fund balance of 400 hours shall be maintained. On March 1 each year, all members of the Sick Leave Fund must transfer an additional eight (8) hours to the fund. Human Resource Services will make the transfer automatically unless written notice is received from an employee who no longer wishes to participate in the Sick Leave Fund.

If the fund is depleted below the minimum 400 hours, Human Resource Services will request additional contributions of at least eight hours from fund members. If an employee does not contribute the additional credits within 45 days of the request, the employee's membership in the fund will be discontinued. Participating members of the fund who are exhausting or have exhausted sick leave due to an extensive illness or accident at the time of the request will not be required to contribute the additional sickleave credits.

To be eligible to receive a grant of sick leave from the sick leave Fund, an employee must meet the following criteria: 1.

Complete the 90-day qualifying period to take sick leave, 2.

Suffer from an extensive illness or accident that results in absence from work of at least 10 consecutive working days, 3.

Be ineligible for workers' compensation benefits, 4.

Exhaust all personally accrued sick, annual leave and compensatory time, 5.

Have taken 5 days leave without pay in addition to exhausting all other paid leave, 6.

Provide the supervisor with a physician's certificate documenting extensive illness or accident, Personnel 11

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

7.

Receive approval from the supervisor for a leave of absence and approval from the Dean/Director and Director of Human Resource Services to receive a grant of sick leave from the fund, and 8.

Be a member of the Sick Leave Fund for at least 90 days.

Participation in the Sick Leave Fund or meeting the eligibility requirements does not guarantee that receipt of sick leave shall be approved.

An employee may request a grant from the Sick Leave Fund to provide "necessary care of or attendance to an immediate family member ... until other attendance can reasonably be obtained" (ARM 2.21.132). Immediate family member is defined as the employee's spouse and any member of the employee's household, or any parent, child, grandparent, grandchild or corresponding in-law who is suffering from an extensive illness or accident.

If an employee is incapacitated and unable to apply for leave of absence and a grant from the Sick Leave Fund, another person may do so on behalf of the employee.

Employees do not have to be participating members in the Sick-Leave Fund in order to give or receive direct grants. Employees may make a direct grant of sick leave to an employee who is suffering from an extended illness or accident that results in an absence from work of at least 10 consecutive days. To be eligible to make a direct grant, an employee must have completed the 90-day qualifying period for use of sick leave and have a minimum balance of 40 hours of accrued sick leave following the contribution, credited to his/her personal balance. An employee may grant a maximum of 40 hours of sick leave in a 12-month period through the direct grant program.

An employee may contribute no more than a combined total of 40 hours of sick leave to either the Sick Leave Fund or as direct grants in any 12-month period. The 12-month period is calculated from the first day an employee makes a direct grant or contribution to the Sick-Leave Fund. All contributions are irrevocable.

An employee may receive no more than a maximum of 160 hours of sick leave in any continuous 12-month period in direct grants. The 12-month period is calculated from the first day the employee takes sick leave that is a direct grant or a grant from the SickLeave Fund. To be eligible to receive a direct grant of sick leave, an employee must meet the following criteria: 1.

Have met the 90-day qualifying period to take sick leave, 2.

Suffer an extensive illness or accident that results in absence from work of no less than 10 consecutive working days, 3.

Exhaust all personally accrued sick leave, annual leave, and other accrued paid leave and compensatory time, 4.

Take 5 days of leave without pay following exhaustion of all accrued leave and compensatory time, 5.

Receive approval from the supervisor for leave, 6.

Receive approval from the Dean/Director and Director of Human Resource Services, and 7.

Provide a physician's certificate to supervisor.

An employee may receive a direct grant of sick leave to provide necessary care of or attendance to an immediate family member until other attendance can reasonably be obtained.

Personnel 12

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

An employee may receive a combined total of no more than 160 hours of sick leave from the fund or direct grants in any 12-month period.

The department employing the recipient of a grant from the Sick Leave Fund or a direct grant of sick leave shall pay all costs of the use of that sick leave.

Forms for requesting use of the Sick Leave Fund and for donating leave hours are available from Human Resource Services.

Permanent part-time employees are eligible to contribute and use sick leave, as defined above, on a pro-rated basis according to FTE. Exceptions to this policy may be granted with the approval of the appropriate Executive Officer and Director of Human Resource Services.

Overtime and Compensatory Time for Non-Exempt Staff Policy Number: Date Adopted: Revisions: References:

I.

41.0 10/03/80 08/30/82; 01/01/90; 01/02/92; 12/03 39-3-405, MCA; 39-3-406, MCA; FLSA, Title 29 USCA, Chapter 8, Section 201-219, as amended; Policy 3-0210 MOM, MUS 708.1.1

DEFINITIONS (1) “Overtime” is defined as time worked by a non-exempt employee in excess of 8 hours per day or 40 hours per week. If an employee is on an alternate work schedule (e.g., “4-10’s”), overtime will be based on hours worked in excess of 40 hours per week.

(2) “Workweek” is defined, for purposes of this policy, as seven consecutive 24hour periods beginning Sunday at 12:01 a.m. through the following Saturday at 12:00 midnight. A department can change this established workweek only with the approval of the Director of Human Resource Services. Unless specifically defined otherwise in a collective bargaining agreement, this definition of workweek shall apply to employees covered by collective bargaining agreements with the exception of employees performing work on a Kelly shift.

II. OVERTIME COMPENSATION Employees must obtain the approval of their supervisor prior to working any additional time which constitutes overtime. The supervisor is responsible for insuring that employees do not work any unauthorized overtime. The employee is responsible for limiting overtime to that which is requested by the supervisor and for obtaining the advance approval of the supervisor for any overtime worked.

III. NON-EXEMPT COMPENSATORY TIME In order to use non-exempt compensatory time in lieu of overtime compensation, an employee and his/her supervisor must reach mutual agreement prior to the employee working additional hours, which will result in overtime. No department is required to make non-exempt compensatory time available to employees. In the event a department does allow the accrual of non-exempt compensatory time with the employee's agreement, such agreement shall be reached with each individual employee.

Personnel 13

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Federal regulations allow for a maximum accrual of non-exempt compensatory time of 160 hours worked/240 hours compensatory time. A department may establish a lower maximum accrual. Written notification of a lower maximum shall be provided to Human Resource Services. Once the maximum allowable accrual has been met, the non-exempt employee shall receive overtime pay for all additional overtime worked.

Outside Employment- Employees Eligible for Overtime Policy Number: 403.3 Date Adopted: 10/80 Revision Date: 1/90 References: MCA 2-2-1221 Approved By: Robert A. Duringer, Vice President for Administration & Finance An employee may engage in outside employment that does not interfere with the employee’s ability to perform his/her job duties with the University, and that does not involve the use of the University’s property, facilities, authority or name.

Full-time employees who are eligible for overtime and who accept additional work in another University department must be paid overtime for the additional work. The overtime rate is determined by the employee’s hourly rate in his/her full-time position.

Conflict of Interest and Financial Disclosure Policy: Conflict of Interest and Financial Disclosure Policy Number: 42.0 Date Adopted: 12/8/95 Revisions: 12/19/97 References: Approved By: James E. Todd, Vice President for Administration and Finance I. Policy The University of Montana-Missoula actively encourages interactions with both the public and private sectors as an important component of its research, education, and public service activities. Research, educational, and public service activities supported by grants, contracts, or gifts from public and private entities and individuals provide a valuable source of funds, equipment, and topics for University of Montana-Missoula activities. Professional interactions, including consulting arrangements, between faculty and governmental entities and private businesses, advance the University of MontanaMissoula’s ability to provide a high-quality research and educational experience for students, and thus enhance their employment opportunities. The University of MontanaMissoula’s licensing of technology, assisting in new business start-ups, and other forms of technology transfer to both public and private entities, are critical to meeting society's needs.

The University of Montana-Missoula and its employees are committed to conducting themselves and their activities in accordance with the highest standards of integrity while remaining in compliance with state and federal ethics, and conflict of interest legal requirements applicable to the University. Interactions with the private sector carry an increased risk of conflict of interest. The University of Montana-Missoula's responsibilities in this area include the identification of the potential for conflicts of Personnel 14

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

interest and the assurance that they do not improperly affect the University of MontanaMissoula in its relationship to sponsored projects involving research, education, and public service activities. It is the purpose of this policy to set forth the principles for identifying such potential conflicts and the procedures for reviewing and addressing potential conflicts that might occur. It seeks to protect the University faculty and staff so that public trust and confidence is ensured.

It is not the intent of this policy to regulate or eliminate all perceived conflicts of interest, but rather to enable University employees to recognize situations that may raise legal and ethical issues and ensure that such situations are properly reviewed and, if necessary, supervised or monitored in accordance with applicable state law and federal regulations. Thus, an integral part of this policy is a disclosure mechanism whereby faculty members regularly analyze their activities. This policy and accompanying procedures are intended to maintain the professional autonomy of faculty inherent in research, scholarship, and teaching. Additionally, this policy is intended to meet and conform to written federal conflict of interest regulations as required for institutions of higher education that receive grant and contract funds. Compliance with this policy is required by all University of Montana-Missoula employees.

II. Definitions As used throughout this policy, FACULTY MEMBER and/or EMPLOYEE (hereafter "a faculty member") means any person possessing either a full-time or part-time appointment at the University receiving wages and/or benefits from the University of Montana-Missoula who is responsible for designing, conducting, or reporting the results of actual or proposed research, educational, or public service activities. This includes any individual who has independent responsibility for the accomplishment of project objectives. The policy also includes those individuals, whether salaried or not salaried, who, on behalf of the University of Montana-Missoula, are responsible for writing, submitting, and managing externally sponsored activities awarded to the University by contract, purchase order, grant, cooperative agreement, or other such authorizing instrument. Additionally, this policy includes any student or other person responsible for designing, conducting, or reporting the actual or proposed research, educational, or public service activities. For purposes of this policy, the definition of “faculty member� also includes members of the individual’s immediate family.

An ASSOCIATED ENTITY of a faculty member is any business, trust, organization, or enterprise over which the employee, alone or together with an immediate family member, has a significant financial interest.

BUSINESS means any corporation, partnership, sole proprietorship, firm, franchise, association, organization, holding company, joint stock company, receivership, business or real estate trust, or any other non-governmental legal entity organized for profit, notfor-profit, or charitable purposes.

EXECUTIVE POSITION refers to any position that includes responsibilities for a significant segment of the operation or management of a business.

A SIGNIFICANT FINANCIAL INTEREST in a business means anything of monetary value, including but not limited to: salary or other payments for services (e.g., consulting fees or honoraria); equity interests (e.g., stocks, stock options, or other ownership Personnel 15

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

interests); and intellectual property rights (e.g., patents, copyrights, or royalties from such rights).

For the purposes of this policy, disclosure of a significant financial interest is required when the interest in a single business by a faculty member or by an immediate family member exceeds$10,000 in annual income of all types in the past twelve months, and equity or ownership interest from all sources in a single entity exceeds five (5) percent ownership. Disclosure is also required when an immediate family member holds an executive position in a business, or holds equity or ownership interest valued at five (5) percent or more in a business.

A significant financial interest does not include any interest arising solely by reason of investment in such business by a mutual, pension, or other institutional investment fund over which the faculty member does not exercise control. It also excludes: 1) Salary, royalties, or other remuneration from the University of MontanaMissoula; 2) Any ownership interests in the University of Montana-Missoula, if The University of Montana-Missoula is an applicant under the SBIR program; 3) Income from seminars, lectures, or teaching engagements sponsored by public or nonprofit entities; 4) Income from service on advisory committees or review panels for public or nonprofit entities; 5) An equity interest that, when aggregated for the faculty member and the faculty member’s spouse and dependent children, meets both of the following tests: Does not exceed $10,000 in value as determined through reference to public prices or other reasonable measures of fair market value, and does not represent more than a five percent ownership interest in any single entity; or, 6) Salary, royalties, or other payments that, when aggregated for the faculty member and the faculty member’s spouse and dependent children over the next twelve months, are not expected to exceed $10,000.

GIFT means an unrestricted donation of assets to the University of Montana-Missoula or any affiliate of the University of Montana-Missoula. The donor may specify the general purpose for which the gift may be used, but there may be no other terms and conditions specified concerning the use of such assets. Assets may be in the form of cash, securities, tangible personal property, partnership interests, or pledges for assets that are assigned to the University of Montana-Missoula. For the purposes of this policy, disclosure is required when (a) a gift is from a business in which a faculty member has a significant financial interest and (b) the value of the gift exceeds $10,000 in a given year.

IMMEDIATE FAMILY or FAMILY includes the faculty member's spouse or domestic partner and dependent children as determined by the definitions of the Internal Revenue Service and State of Montana law.

Personnel 16

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

PARTICIPATE means to be part of the described activity in any capacity including, but not limited to, serving as the principal investigator, co-investigator, research collaborator, or provider of direct services or patient care. The term is not intended to apply to individuals who provide primarily technical support or who are purely advisory with no direct access to the research (e.g., control over its data collection or analysis). Similarly, in the case of research with human subjects, the term does not cover study participants, unless they are in an independent position to influence the study's results or have privileged information as to the outcome.

SPONSORED RESEARCH, scholarship, or creative activities mean research, training, and instructional projects involving funds, materials, or other compensation from outside sources under agreements where any of the following apply: 1) The agreement binds the University of Montana-Missoula or an affiliated entity to a line of scholarly or scientific inquiry specified to a substantial level of detail; 2) A line-item budget is involved; 3) Financial reports are required; 4) The award is subject to external audit; 5) Unexpended funds must be returned to the sponsor at the conclusion of the project; or, 6) The agreement provides for the disposition of either tangible or intangible properties that may result from the activity.

For purposes of this policy, research also includes a systematic investigation designed to develop or contribute to general knowledge relating broadly to public health, including behavioral and social-sciences research. The term encompasses basic and applied research, and product development.

A CONFLICT OF INTEREST, or potential conflict of interest, occurs when there is a divergence between the faculty member’s private interests and professional obligations to the University, such that an independent observer might reasonably question whether the faculty member’s professional actions or decisions are determined by considerations of personal gain, financial or otherwise. A potential conflict of interest exists when a faculty member has a significant financial interest in a business that has any dealings with the University. An actual conflict of interest occurs when a faculty member has a significant financial interest in a business that could directly and materially affect, or be directly and materially affected by, the design, conduct, or use of facilities in, or reporting of, research, educational, or public service activities performed as part of the faculty member’s duties at the University of Montana-Missoula. Actual conflicts of interest are prohibited by state law and require careful management, plus full disclosure pursuant to federal law. [NSF Notice No. 117, Investigator Financial Disclosure Policy, as amended July 1995, FR 60(132):35820-35820; PHS Objectivity in Research; Final Rule FR 60(132):35810-35819, as amended FR 60(146):39076-39077, 45 CFR 50, 50.60150.607 and 45 CFR 941-94.6; Montana Code Annotated, Title 2, Chapter 2, parts 1 and 2.]

Personnel 17

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

The potential for conflicts arises because of the nature and scope of activities in which the University of Montana-Missoula and its faculty members and employees engage.

The University of Montana-Missoula assumes that potential for conflicts of interests will occur regularly in the normal conduct of activities. However, it is essential that any significant potential for conflicts of interest be disclosed and reviewed by the University of Montana-Missoula prior to entering into the situation or relationship. After disclosure, the University of Montana-Missoula can then make an informed judgment about a particular case and require appropriate oversight, limitations, or prohibitions on the activity in accordance with federal and state law. Faculty members may not engage in activities in which a conflict of interest, as defined by this University policy, occurs.

III. Identification - Potential and Actual Conflicts of Interest Significant Combinations of Activities and External Relationships The potential for a conflict of interest arises when certain activities are proposed by the faculty member and are coupled to the existence of other external relationships. Some combinations (Category I below) are assumed not to represent a conflict of interest.

Other combinations represent sufficient potential for conflict of interest (Category II below) to require review and prior University approval before the faculty member can engage in the activity. Category III below addresses a specific combination that is presumed to be a conflict of interest and is therefore not allowed.

The following is a representative, though not inclusive, list of activities and external relationships covered by this policy. The categories are general guidelines, and the application of appropriate review and oversight will always be in accordance with the goal of maintaining the full integrity and reputation of the University of Montana-Missoula and its employees.

Any combination of activity and external relationship not specifically represented in Categories I-III that a faculty member reasonably believes constitutes a potential conflict of interest must be reported in writing according to the procedures described within this policy before the faculty member proceeds with such activity.

Category I - Allowable combinations of activities and external relationships.

The following are not considered conflicts of interest and do not require disclosure. They are allowable if they are consistent with other applicable federal and state laws and policies of the University of Montana-Missoula and the Montana University System, including applicable System and University consulting and intellectual property ownership and disposition policies: 1) Salary, royalties, or other remuneration from the University of MontanaMissoula; 2) Any ownership interests in the University of Montana-Missoula, if the University of Montana-Missoula is an applicant under the SBIR program; 3) Income from seminars, lectures, or teaching engagements sponsored by public or nonprofit entities; 4) Income from service on advisory committees or review panels for public or nonprofit entities; 5) An equity interest that, when aggregated for the faculty member and the Personnel 18

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

faculty member’s spouse and dependent children, meets both of the following tests: Does not exceed $10,000 in value as determined through reference to public prices or other reasonable measures of fair market value, and does not represent more than a five percent ownership interest in any single entity; or, 6) Salary, royalties, or other payments that, when aggregated for the faculty member and the faculty member’s spouse and dependent children over the next twelve months, are not expected to exceed $10,000.

Category II - Combinations of activities and external relationships for which there is a minimal to moderate potential for conflict of interest The following combinations range from those that are considered to have minimal to moderate potential for conflict of interest (Section A) to those that have a moderate to high potential for conflict of interest (Section B). The activities in Section A are ordinarily allowable following disclosure and, where necessary, the implementation of oversight or other management procedures. The activities and external relationships listed in Section B require case-by-case review. Special oversight or management procedures are likely to be required (see Part V for disclosure and approval procedures).

Section A - Combinations of activities and external relationships for which there is a minimal to moderate potential for conflict of interest.

1) Research Activities a) A faculty member participates in research on a technology, process, or product developed in whole or in part by that faculty member for which the faculty member, an immediate family member, or an associated entity is entitled to receive royalties not in excess of $10,000 per year from an existing agreement with a business pursuant to the provisions applicable to intellectual property ownership and disposition of the Montana University System and the University of Montana University Teachers’ Union Collective Bargaining Agreement. b) A faculty member assigns students, postdoctoral fellows, or other trainees to research projects for which the faculty member, an immediate family member, or an associated entity is entitled to receive royalties not in excess of $10,000 per year from an existing agreement with a business pursuant to provisions applicable to intellectual property ownership and disposition of the Montana University System and the University of Montana University Teachers’ Union Collective Bargaining Agreement.

Section B - Combinations of activities and external relationships for which there is a moderate to high potential for conflict of interest.

1) Research Activities a) A faculty member participates in clinical trials, evaluation, or development of a technology, process, or product owned or controlled by a business in which the faculty member, an immediate family member, or an associated entity has a significant financial interest, other than royalty income or the entitlement to future royalty income (where such actual and Personnel 19

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

future royalty income does not exceed $10,000 per year), pursuant to provisions applicable to intellectual property ownership and disposition of the Montana University System and the University of Montana University Teachers’ Union Collective Bargaining Agreement. b) A faculty member assigns students, postdoctoral fellows, or other trainees to projects supported by a business (through sponsored research or a gift) in which the faculty member, an immediate family member, or an associated entity has a significant financial interest, other than royalty income or the entitlement to future royalty income (where such actual and future royalty income does not exceed $10,000 per year), pursuant to provisions applicable to intellectual property ownership and disposition of The Montana University System and the University of Montana University Teachers’ Union Collective Bargaining Agreement. c) A faculty member receives University of Montana-Missoula-supervised sponsored research support or gifts (whether in dollars or in kind) for research from a business in which the faculty member, an immediate family member, or an associated entity has a significant financial interest, other than royalty income or the entitlement to future royalty income (where such actual and future royalty income does not exceed $10,000 per year), pursuant to provisions applicable to intellectual property ownership and disposition of the Montana University System and the University of Montana University Teachers’ Union Collective Bargaining Agreement.

2) Board Memberships a) A faculty member receives research support (sponsored research or a gift) from a business in which the faculty member or an immediate family member serves on the board of directors or advisory board, whether or not compensation is received for such services.

3) External Activities a) A faculty member holds an executive position in a business engaged in commercial or research activities directly related to the faculty member’s University of Montana-Missoula responsibilities.

4) Administrative Responsibilities a) A faculty member has administrative responsibilities (e.g., dean, department chair, or director) on behalf of the University of MontanaMissoula with respect to the operation of the University of MontanaMissoula or any University of Montana-Missoula-affiliated organization that is beneficial to a business in which the faculty member, an immediate family member, or an associated entity has a significant financial interest. b) A faculty member has administrative responsibilities on behalf of the University of Montana-Missoula with respect to any supported research activity (sponsored research or a gift) in which the faculty member, an immediate family member, or an associated entity has a significant Personnel 20

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

financial interest in the sponsor or donor.

5) Professional Referrals a) Except for consulting activities that conform to applicable University of Montana-Missoula and Montana University System consulting policies, a faculty member, while performing University duties, makes professional referrals to a business in which the faculty member, an immediate family member, or an associated entity, has a significant financial interest of which the faculty member is aware or reasonably should be aware.

Category III - A combination of an activity and an external relationship that is prohibited.

The following activity creates a conflict of interest and is not allowed: 1) Purchasing goods or services a) A faculty member participates in decisions to purchase goods or services for the University in a manner which violates applicable federal or state purchasing laws, plus applicable University of Montana-Missoula or Montana University System purchasing policies.

IV. Implementation - Assurance of Compliance and Financial Disclosure Successful implementation of this policy assumes a shared responsibility by all faculty members and the administration of the University of Montana-Missoula. Faculty members are expected to comply with all disclosure requirements described below, but may initiate review at any time through written disclosure to the Vice President for Research. Once a faculty member's proposed research, educational, or public service activities have been administratively reviewed, the University of Montana-Missoula administration has the responsibility to support the activity so long as the faculty member complies with the disclosure requirements, other University of Montana-Missoula policies, and state and federal law.

A. Disclosure Requirements Requirements for disclosure of significant financial interests: Any time a faculty member plans to initiate an activity that may be classified under Category II of this policy, the faculty member must disclose it and obtain prior approval from the Vice President for Research. For the purpose of this policy, disclosure is required when the faculty member, an immediate family member, or an associated entity has a significant financial interest which could directly and materially affect, or be directly or materially affected by, the faculty member’s actual or proposed University of Montana activity (including any actual or proposed federally funded research) before such activity is proposed or begun.

Additionally, disclosure and prior approval are required when the interest in a business by a faculty member, an immediate family member, or associated entity exceeds $10,000 in the past twelve months or represents more than a five (5) percent ownership interest for any one enterprise or entity when aggregated, or when salaries, royalties, or other payments, when aggregated for the past twelve months, exceed $10,000.

1) Disclosure when submitting a proposal for sponsored activities with an Personnel 21

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

external agency: All faculty members making an application to any external agencies must complete the Checklist for Proposal Approval. The initials of the faculty member on the Checklist for Proposal Approval form certify that the faculty member has read and understood this policy and that 1) the faculty member does not have a conflict of interest and is in compliance, or 2) that the faculty member has appropriately disclosed, in writing to the Vice President for Research, any significant financial interest which could create a conflict of interest, or a potential conflict of interest, and has been found to be in compliance. The Vice President for Research, from the written disclosure, will determine a strategy to manage, reduce, or eliminate the potential conflict.

2) Update of disclosure: If a faculty member obtains new reportable significant financial interests during the period of an award, the faculty member must disclose in writing such changes to the Vice President for Research. The Vice President, from the written disclosure, will determine a strategy to manage, reduce, or eliminate the potential conflict.

3) Disclosure when involved with review or advisory activities: All faculty members must temporarily disqualify themselves from any University of Montana-Missoula committee or review process that is considering an activity in which they have a significant financial interest.

In addition, faculty members must also disclose to committee chairs and the appropriate administrator or executive officer any interest (business, financial, or family) that might cause the faculty member to compromise judgment while serving as a committee member or making advisory decisions. An example is serving in an executive position for any organization that does business with the University of Montana-Missoula or sets policies or rules that affect activities of the University of Montana-Missoula.

B. Review of Disclosures 1) Purpose of review: The general purpose of review is to assist employees and the University of Montana-Missoula in avoiding or controlling risks to integrity and reputation engendered by such relationships, while at the same time protecting and furthering the interests of faculty members, the University of Montana-Missoula, and society in the activities supported by sponsored research and gifts.

Examples of conditions or restrictions that might be imposed to manage, reduce Personnel 22

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

or eliminate actual or potential conflicts of interest include but are not limited to: - public disclosure of significant financial interests; - monitoring of research by independent reviewers; - modification of the research, educational, or public service activities plan; - disqualification from participation in all or a portion of the research; - divestiture of significant financial interests; or, - severance of relationships that create potential conflicts of interest.

If the Vice President for Research determines that imposing conditions or restrictions would be either ineffective or inequitable, and that the potential negative impacts likely to arise from a significant financial interest are outweighed by interests of scientific or educational progress, technology transfer, or the public health and welfare, then the Vice President for Research may allow the activities to go forward without imposing any conditions or restrictions as long as the activity does not violate state or federal law.

2) Appeal/reconsideration process: If a faculty member believes the conditions or restrictions are inappropriate, the faculty member may appeal or ask for the decision to be reconsidered. The Vice President for Research will then refer the appeal to a Conflicts of Interest Review Committee (CIRC) (see Part VII for membership and guidelines) to have the activity reconsidered. Upon completion of the review, the Vice President for Research will consider the CIRC recommendation(s), if any. If a faculty member believes that there exists cause for further review, the faculty member may appeal to the President of the University of Montana who shall make a final determination of the appeal. A faculty member who disagrees with the President’s decision may appeal to the Montana Commissioner of Higher Education and exercise any applicable rights permitted by Article 19 of the University of Montana University Teachers’ Union Collective Bargaining Agreement. No award will be accepted by the University while any appeal is pending.

C. Reporting and Record Retention The Vice President for Research will report to external sponsoring agencies as required by the agencies 1) the existence of any conflict of interest found by the University of Montana-Missoula, and 2) actions taken to manage, reduce, or eliminate the conflict.

The Vice President for Research will maintain records of all Checklist for Proposal Approval forms, written disclosures, and all actions taken by the University of Montana Missoula, on an award-by-award basis, for at least three (3) years beyond the termination of the award or until resolution of any action by the University of MontanaMissoula or governmental agencies involving the records. All records will be maintained in a manner to protect sensitive and confidential information consistent with state and federal law. To the extent required by law or requested by the sponsor, the Vice President for Research will also inform the office of general counsel of any external sponsor of University research activity whenever the University finds itself unable to manage and satisfactorily resolve any conflict of interest related to the sponsor’s University activities.

D. Applicability of the Policy Personnel 23

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

To the extent required by law, the University of Montana-Missoula will subject all subgrantees, contractors, and collaborators on externally-funded University projects to all aspects of the policy, including, but not limited to, all reports, plus compliance and disclosure certifications required in the policy.

V. Compliance The University of Montana expects faculty members to comply fully and promptly with all requirements of this policy as applicable to federal and state regulations. Breaches of this policy include, but are not limited to, intentionally filing an incomplete, erroneous, or misleading Checklist for Proposal Approval form, failing to provide additional information as required, or failure to provide a written disclosure to the Vice President for Research as required. A violation of this policy may be the basis for discipline of a faculty member.

If sanctions are necessary, they will be imposed in accordance with applicable Montana University System policies and the University of Montana University Teachers’ Union Collective Bargaining provisions. The potential sanctions may include, but are not limited to, the following: - Letter of admonition; - Ineligibility of the faculty member to submit grant applications; - Withholding Institutional Review Board (IRB) or Institutional Animal Care and Use Committee (IACUC) approval, or supervision of graduate students; - Suspension; - Non-renewal of probationary appointment; - Termination VI. Conflict of Interest Review Committees (CIRCs) A. Formation and Membership The Vice President for Research will determine whether Conflict of Interest Review Committees should be organized to assist in review, or upon appeal by a faculty member, the potential for conflicts of interest regarding sponsored research and gifts. In consultation with Faculty Senate and appropriate deans, the Vice President for Research will be responsible for appointing committee members to one or more CIRCs. A CIRC may be organized by school (multiple departments) or for a particular department if the number of such cases or their nature justifies a separate committee.

Three-quarters of the voting membership of each CIRC will be faculty members from the area or department(s) to be served. The remaining one-quarter of the voting members will include faculty from outside the department(s). Some of the members should be individuals who have participated in approved external relationships. Each CIRC will also include nonvoting representation by the Director of the Office of Technology Transfer.

Faculty members whose activities are under review will have the opportunity to meet with the CIRC to discuss their situation and possible solutions.

B. Guidelines The principal objective for the CIRC is to help guard faculty members and the University of Montana-Missoula from engaging in activities where the risk to integrity and reputation as a result of an external relationship outweighs the value of the activity to academic and societal goals. Relevant factors to consider are the nature of the financial interest, when and where the relationship commenced, whether the conditions of the relationship have changed during the past year, the likelihood of a conflict of interest (will the results of the Personnel 24

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

activity likely affect or be affected by the significant financial interests), mechanisms to ensure integrity (peer review, other independent research sites, and independent monitors or controls), the importance of the proposed activity, and the availability of alternatives to avoid the conflict of interest.

Moving Expenses Policy Number: 308 Policy: Relocation Expenses Date Adopted: 10/07 Approved By: Robert A. Duringer, Vice President for Administration & Finance The University of Montana may reimburse or pay directly the relocation costs for new employees hired in key positions such as executive officers, deans, directors, and coaching positions within the University of Montana. An Executive Officer or designee must authorize all relocation expenses in writing. The Executive Officer authorizing the relocation expenditure is responsible for budgeting sufficient funds to cover the cost(s) to relocate the new employee.

The University of Montana adheres to the IRS moving expense regulations as outlined in Publication 521 Moving Expenses.

Volunteer Employees As of July 1, 2003, University volunteers were no longer covered by workers’ compensation on any of the campuses of the Montana University System (MUS). An effort was made to provide basic medical coverage in the event of an accident for the many individuals who continue to donate time and energy to the campuses and the MUS obtained an accident/accidental death/dismemberment policy that provides supplemental insurance coverage to volunteers. Volunteers are defined as those individuals providing a direct service to the University and are not being compensated.

The policy features a medical expense limit of $50,000 with a $250,000 deductible and an accidental death and dismemberment limit maximum of $10,000, depending on the type of injury. Please keep in mind this is an excess policy and the volunteer’s own personal medical insurance is primary. This policy will only pick up excess or will become primary if the volunteer does not have other coverage. Lost wages resulting from an accident or injury while volunteering for the MUS are not covered by this policy.

The campuses will be required to report the total number of volunteers, along with types of activities or services provided by the volunteers, on an annual basis to State Risk Management and Tort Defense Division. Attached are forms for departments to fill out for each volunteer so we can track our volunteer activity as closely as possible.

Volunteer forms will need to be filled out prior to the volunteer performing the work and returned to Kathy Benson.

Any injury to volunteers should be reported by contacting Kathy Benson at extension 243-2788 or via e-mail BensonKM@mso.umt.edu at which time she will forward the appropriate claim forms to be filled out by the volunteer. This claim form shall then be returned to Kathy Benson for processing with State Risk Management and Tort Defense Division.

Personnel 25

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Board of Regents Contracts Date Adopted: 06/01/06 Date Issued: 06/26/06 References: Board of Regents Policy 711.2; HRS Policies 1. The following positions shall be hired through a Board of Regents employment contract: Commissioner of Higher Education Deputy / Associate Commissioner President Vice President Provost Vice Provost Chancellor Vice Chancellor Deans of the Colleges of Technology in Helena and Great Falls Legal Counsel All other Commissioner’s staff employed under contracts 2. Board of Regents employment contracts: a. Employees in positions referenced above shall be issued a Board of Regents employment contract specifying salary and other terms of employment. Board of Regents employment contracts are for a maximum of a one-year period and must be signed by the applicable President, Chancellor, or the Commissioner of Higher Education, and be approved by the Board of Regents. For the Commissioner and Presidents, the procedures for two-year contracts and certain other conditions are governed by BOR Policy 702.5 (Appointment; Executive Contracts; Commissioner and Presidents). b. Except in cases of mid-contract termination for cause or loss of funding, fulltime employees hired through a Board of Regents employment contract shall be given written notice of intent not to renew their contracts at least thirty (30) days prior to expiration during the first year of employment; three (3) months prior to expiration during the second year of employment, or; five (5) months prior to expiration during the third or subsequent years of employment with the institution. c. All other terms and conditions of employment shall be outlined in the contract.

3. Limitations: No agent of the Board of Regents may make commitments or promises to any employee to extend employment beyond the maximum term authorized in this policy. Any such promises, whether written, oral or implied, are invalid and unenforceable.

4. Salary adjustments for executives working under Board of Regents employment contracts are subject to guidelines approved by the Board.

Personnel 26

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Letter of Appointment Date Adopted: 03/01/99 Last Revision: 08/22/02; 9/21/07 References: MUS 711.1; HRS policies Employment automatically ends without notice at the end of the specified term. If funding is no longer available, termination may occur at any time during the specified period of employment upon 15 working days notice.

Letters of Appointment may be issued for a contract professional or administrator meeting Board of Regents criteria set forth in the “Criteria for Board of Regents Contracts’ in the University Personnel Procedures. Letters of Appointment may be issued for researchers who are not eligible for UFA membership, subject to the Termination Section below.

Individuals on a Letter of Appointment are hired for a specified period, not to exceed employment in excess of one (1) year. Letters of Appointment cannot be used for individuals who hold an academic appointment and qualify for inclusion in the UFA bargaining unit or would otherwise be subject to the staff pay plan system.

An individual employed on a Letter of Appointment who subsequently meets the requirements for membership in the UFA will be transferred to a Montana University System Contract in accordance with the University Faculty Association Collective Bargaining Agreement.

Annual salary increases for individuals employed on Letters of Appointment will be defined within parameters set by the President of the University of Montana.

PROCEDURES A.

APPOINTMENT

Established recruitment and selection procedures will be followed when hiring an employee on a Letter of Appointment status. See Professional & Letter of Appointment Process at www.umt.edu/hrs/recruitment.html Letter of Appointment renewals require a newly signed and completed Hiring Authorization Form.

The appropriate Executive Officer and the President must approve salary adjustments for employees on Letter of Appointment. Only one salary increase in any 12-month period is allowed absent specific approval by the appropriate Executive Officer and the President.

TERMINATION/NON-RENEWAL OF EMPLOYMENT Employment expires automatically at the end of the term set forth in the Letter of Appointment. No additional notice concerning non-renewal need be provided. A termination form must be completed and submitted to Human Resource Services as soon as the appropriate administrator is aware that the Letter of Appointment will not be renewed.

Personnel 27

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

A.

Except in situations involving termination for cause, the employment of individuals hired on a Letter of Appointment automatically ends without notice at the end of the specified term. Since individuals on a Letter of Appointment must be in an active work status, they are not eligible to take discretionary leave without pay. Individuals on a Letter of Appointment qualify for state and federally mandated leaves in accordance with eligibility requirements.

B.

Letters of Appointment shall include a notation that employment is contingent upon continuation of funding for the position. If anticipated funding is not forthcoming, an individual may be terminated at any time during the expected term of the contract upon 15 working days written notice.

BENEFITS Employees hired on a Letter of Appointment will receive all applicable benefits set forth in State law, Regents’ policy, and University policy. If appointments are of sufficient duration, eligible employees will be entitled to certain benefits (e.g., an individual who works six months or more at least .50 FTE is eligible for insurance benefits). Month-bymonth employment notices given to Human Resource Services based on availability of funding may preclude an employee’s eligibility for certain benefits.

PAYROLL POLICIES Classified Personnel and Temporary/Part-time Personnel The Department of Intercollegiate Athletics will process payroll information for classified personnel and temporary/part-time personnel in the following manner: A.

Each person will be furnished with a bi-weekly time record form.

B.

This form is to be completed and returned to the designated person by the required date. Completed means: 1. Name 2. Month/Year 3. Hours worked (temp p/t only) 4. Any annual or sick leave hours 4. Signature 6. Supervisor’s Signature

C.

The completed bi-weekly time records will be turned in to the department business office and the information transferred to the monthly time roster furnished by Human Resources.

D.

The completed bi-weekly time rosters must be returned to Human Resources by the required date.

E.

Classified and temporary/part-time personnel will be paid bi-monthly with three payments in two months per year (the particular months vary each year).

Personnel 28

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

THINGS TO NOTE: If submission deadlines are missed, zero hours will be recorded which will result in no paycheck. Special checks will be written once a month on the 15th of each month.

Therefore, it is very important to mark calendars or computers to be sure the deadlines are observed.

Contract Professionals The Department of Intercollegiate Athletics will process payroll information for contract professionals (Regent’s and LOA Contracts) in the following manner: A.

Each contract professional will be furnished with a monthly time record form for each month.

B.

This form is to be completed and returned to the designated person by the deadline each month. Completed means: 1. Name 2. Month/Year 3. Signature 4. Supervisor’s Signature 5. Any Annual or Sick Leave Hours The completed monthly time records will be turned into the department business office and the information transferred to the monthly time roster furnished by Human Resources.

C.

D.

The completed monthly time rosters must be returned to Human Resources per schedule provided by HR.

E.

Contract professionals will be paid on the first day of each month.

THINGS TO NOTE: Scheduled annual and sick leave between the 22nd and end of the month should be recorded on the monthly time record in advance. Unscheduled leave between the 22nd and end of the month will be recorded on the monthly time record for the next month.

If submission deadlines are missed, zero hours will be recorded which will result in no paycheck. Special checks will be written once a month on the 15th of each month.

Therefore, it is very important to mark calendars or computers to be sure the deadlines are observed.

Personnel 29

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Student Employees Student Employee Pay Policy  All new student hires will start at an entry pay of $7.00/hour. If you believe the student performs duties that are highly specialized and warrant a higher starting pay, justification must be submitted to the Associate Athletic Director for approval. S/he will use HRS student pay guidelines in making a decision on special requests. Conversely, if the student has limited experience, a lower starting pay can be requested.  If a flat rate pay system is utilized, the flat rate must still work out to $7.00/hour.

For example, if a student is working one game that equates to 2 hours, the flat rate paid to that student is $14.  Raises are given on a yearly basis and are merit-based. If exceptional circumstances exist to warrant a raise at midyear (i.e., a student steps up and takes a leadership role), submit request to the Associate Athletic Director.  Raises will be within the range of 25-50 cents per hour.

For yearly raises, supervisor needs to submit to Associate AD a brief report that lists the students, their raises and the reason for the raise.

Payroll Process The Department of Intercollegiate Athletics will process payroll information for students in the following manner: A.

Students will use the same time cards for each pay period.

B.

Time cards are to be completed and returned to the designated person by the deadline each period. Completed means: 1. Name 2. UM ID Number 3. Month/Year 4. Signature 5. Supervisor’s Signature 6. Hours Worked

C.

Time cards will be turned in to payroll each period per schedule provided by HR.

D.

Students will be paid semi-monthly.

THINGS TO NOTE: If submission deadlines are missed, zero hours will be recorded which will result in no paycheck. Special checks will be written once a month on the 15th of each month.

Therefore, it is very important to mark calendars or computers to be sure the deadlines are observed.

Personnel 30

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Performance Evaluations The performance evaluation process helps employees see how their jobs and expected contributions fit within the bigger picture of the organization. It is the expectation that each supervisor within UM Athletics (including head coaches) conduct a yearly performance evaluation for each of his/her employees, and document the evaluation in writing.

A copy of every performance evaluation must be submitted to Jean Gee, Senior Associate Athletic Director, to be kept in the departmental personnel files. Performance evaluations are University property and must be retained by the University. The evaluations are kept confidential and stored securely with limited access.

Classified Staff The UM office of Human Resource Services sets the process for classified staff performance evaluations. There is a standard form issued by HRS to use to document the employee’s performance in several job success factors. The process will be communicated to supervisors by Jean Gee at the applicable time each year.

Contract Professionals Supervisors of contract professionals will conduct a yearly performance evaluation, preferably in the late spring/early summer. There is a standard evaluation form created by the UM Athletic Department that must be used for these evaluations.

Head Coaches Supervisors of head coaches will conduct a yearly performance evaluation of head coaches, at the conclusion of the coach’s traditional sports season. There is a standard evaluation form created by the UM Athletic Department that must be used for these evaluations.

Assistant Coaches Head coaches will conduct a yearly performance evaluation of his/her assistant coaches.

Head coaches may use a form of their own creation, or may use the same form used for Head Coaches. If the head coach chooses his/her own form, the evaluation MUST include an assessment of the assistant’s commitment and adherence to Conference and NCAA rules and regulations. In addition, as stated above, copies of these performance evaluations must be given to Jean Gee.

Personnel 31

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Athletically Related Income The athletic department is required to provide the President with a detailed summary of athletic department staff members’ (excluding secretarial or clerical personnel) athletically related income in accordance with NCAA Bylaw 11.2.2.

As such the following policy shall apply to the reporting of athletically related income to the President of the University of Montana.  Each August, all athletics department staff members who receive athletically related income from sources outside of UM during the previous year shall notify the Compliance Office of all such income on the appropriate form. Such income shall include, but is not limited to: o Speaking engagements o Salary supplement (from outside the athletic department) o Endorsements of or consultation contracts with athletic shoe, apparel and/or equipment companies o Television and/or radio appearances or commercials o Annuities or bonuses based on performance o Sports camps o Courtesy car o Housing benefits o Country-club memberships  The Compliance Office shall draft a summary of athletic department staff members’ athletically related income and benefits, and forward the summary to the UM President. The summary shall include the following information for each staff member: o Staff member’s position/title o Amount of the staff member’s athletically related income and benefits o Source(s) of the staff member’s athletically related income and benefits

Personnel 32

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

The University of Montana Intercollegiate Athletics Volunteer Coach Contract Name: SS#:

Sport:

As a volunteer coach in the Department of Intercollegiate Athletics, I understand that I am serving as a representative of the Department and the University and a role model for young men and women student-athletes. I will act according to the highest standards of integrity and sportsmanship that have come to define Grizzly Athletics.

Set out below are the standards and principles expected of all Grizzly coaches, including volunteer coaches. 

NCAA Bylaw 10: Ethical Conduct (information attached)



NCAA Bylaw 11.1: Conduct of Athletics Personnel (information attached)



Volunteer coaches are prohibited from contacting and evaluating prospective student-athletes off campus (defined as any student who has begun classes for the ninth grade) or from scouting opponents off campus.



Volunteer coaches are prohibited from making medical decisions regarding a student-athlete including, but not limited to, diagnosis, treatment, referrals and developing or altering rehabilitation programs. All medical decisions must be made by the Rhinehart Athletic Training Center and Curry Health Center staff.



Volunteer coaches must notify the compliance officer if they believe a violation of NCAA or Conference rules has occurred. Volunteer coaches are subject to disciplinary action if they are involved in a rules violation.

By signing below, I agree to abide by the standards and principles set forth in this document. I further understand that if it is determined that I have not met any of these standards, my affiliation with the Athletic Department can be terminated without notice.

Signature

Date

Personnel

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Department: _________________________ Name of Volunteer: _____________________

The University of Montana Agreement for Non-reimbursed Volunteer Services

This agreement is between the University of Montana, department of ___________________________________________________________ and ________________________________________________ (name of volunteer) for services rendered as __________________________________________.

Description of services The above-named individual is not a regular employee of the above-named department and the work to be performed will not replace the work of regular employees of the department.

It is understood that the services are voluntarily offered for the time period from ________________ (date) to ________________ (date) and that these volunteer services are not to be reimbursed. Approximate number of hours that will be spent in the volunteer services by this individual in total ____________ (# of hours).

Does the volunteer currently carry any primary medical insurance? ____ (yes) ____ No If so, who is your primary Insurance Provider? _______________________________________________________________

____________________________ _______________ Volunteer’s Signature Date ____________________________ _______________ Supervisor’s Signature Date ____________________________ _______________ Department Approval Date

These volunteer services provided for the University of Montana are not covered by the worker’s compensation policy of the University of Montana.

(Return to Facilities Services Insurance Coordinator)

Personnel

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

The University of Montana Relocation Authorization Form Employee Name:_____________________ Date of Move:______________________ Banner ID: ____________________ New Address______________________________ Department: _______Phone#________ Index to be charged: __________Acct: 62810 Maximum amount authorized $_______________ for relocation expenses Do you wish to have the Business Services purchasing office competitively bid and make necessary arrangements for the move of household goods? _______________ If yes how do we contact the employee? ______________________________________

Estimated Expense Categories:

Estimated Expense:

Moving Household Goods:

$___________________

Travel- Including airline, hotels, mileage:

$___________________

 Will a UM Purchasing Card be used: Yes _____No ____

$_______________

 If yes , name on card: ______________________________

Other Misc Qualified Moving Expense:

$___________________

Reimbursement of Relocation Expenses to Be Paid Directly to Employee:

Total Expense for Relocation

$___________________

$___________________

Executive Officer’s Signature: __________________________Date: ________________

When the move is complete, please submit the original itemized receipts with a Relocation Expense Tax Form within 60 days of the date the expense was incurred.

Please be sure the employee has a photo copy of this authorization.

Personnel

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

University of Montana Relocation Expense Tax Form Employee Name:___________________ Date of Move:________________ Banner ID :____________________ Department:________________________ New Address:_______________________________________________ Maximum amount authorized $____ for relocation expenses. Dept Index to be charged: ______Acct: 62810

Original Itemized Receipts must be submitted for all expenses within 60 days of occurrence I.

Does the relocation meet the Distance Test? Your relocation will meet the distance test if your new main job location is at least 50 miles farther from your former home than your old main job was from your former home address.   

Worksheet for meeting the distance test: Distance from former residence to new main job location Distance from former residence to old main job location Subtract line 2 from line 1 to see if 50 mile test is met

______________ ______________ ______________

Yes _____ No _____

II.

III.

Qualified Relocation Expenses: List only travel and lodging for employee and family while relocating from old home to new home, reimbursed automobile mileage at appropriate rate per Publication 521, and transportation and temporary storage of household goods and personal effects. Do not include meals or temporary living costs at the new location.

Payments of Qualified Relocation Expenses made directly to third parties by the University of Montana (i.e. moving companies, airlines, or hotels) are not taxable income, and are not reported on the Form W-2.

Vendor Name

Doc #

Paid by UM Direct Bill

Paid by UM Pro Card

1. ___________________

____________ $________

_________

_________

2. ___________________

____________ $________

_________

_________

Nonqualified Relocation Expenses: List all other relocation expenses to be paid directly to the employee or to a third party. Include temporary living costs, house hunting costs, the costs of selling or buying homes, all meals and food, the cost of breaking a lease, and automobile mileage in excess of the appropriate rate per Publication 521.

Vendor Name, EIN#, Address

IV.

To be Paid

by UM

Reimburse to Employee

1. _______________________________

$________

__________

__________

2. _______________________________

$________

__________

__________

Submitted receipts will be reviewed for taxable accuracy. Any discrepancies will be reviewed with employee.

Employee’s Signature: _______________________________

Date: _______________

Executive Officer’s Signature: ________________________

Date: _______________

Personnel

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

The University of Montana Intercollegiate Athletics NEW EMPLOYEE CHECKLIST New Employee Name

Date of Hire

Supervisor This checklist details many of the activities that need to take place in the new employee’s first six months with UM.  Designates who is responsible for performing the tasks—the new employee (“EE”) or another departmental staff member (“DEPT”). If the Supervisor will be delegating a task, indicate to whom the task has been delegated.

Responsibility Task

EE

DEPT

Done

Classified Staff position: Notify HRS of hire date; HRS produces Hiring Authorization Form (HAF); obtain required signatures and return to HRS.





Contract position: Create HAF; obtain required signatures and return to HRS; conduct background check.

(HR liaison)

AFTER HRS HIRING APPROVAL RECEIVED

Send offer/welcome letter.





(HR liaison) BEFORE THE NEW EMPLOYEE’S FIRST DAY Prepare new employee packet, including:    

Agenda for the first week Grizzly Athletics Departmental Policies & Procedures Departmental phone/e-mail directory Packet of info provided by HRS (includes insurance, retirement, campus information)





Notify departmental information technology (IT) contact of hire.

Provide list of required software/hardware. Request email setup.





Request Banner account with appropriate permissions (if applicable).





Notify departmental telecommunications contact of hire. Request phone hookup and voicemail setup.





Personnel

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Responsibility Task

EE

DEPT

Done

 Ordering any needed desk supplies & furniture  Ordering a nameplate  Obtaining key card Prepare key contacts list (with duties) that employee can use as resource as questions arise.









Add employee to department contact and email lists.





Prepare new hire paperwork (payroll & benefits information).





Prepare car stipend paperwork (use RPT form), if applicable.





Prepare parking permit information/paperwork.





Install appropriate hardware/software.





Establish e-mail on employee’s computer.





Arrange for cell phone/blackberry (if applicable)









Prepare employee work area, including:

Arrange for applicable).

season

tickets/complimentary

admissions

(if

Responsibility Task

EE

DEPT

Done

Send welcome e-mail to staff announcing the new employee’s arrival, function and location.





Introduce employee to co-workers; give brief tour of department.









ON THE NEW EMPLOYEE’S FIRST DAY

Complete new hire paperwork and review employee benefits.



Set up voice mail.





Obtain UM employee ID (need 790 number and picture ID).





Complete ProCard application (if applicable).



Attend campus New Employee Orientation (date pre-assigned by HRS-info in HRS new employee packet).



Personnel



 

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Responsibility Task Order business cards.

EE

DEPT

Done































Introduce employee to work area, including:   

Use of phones Departmental purchasing policies Computer orientation – common programs & useful websites  Review & set up standard meetings.

Orient employee to worksite:  Coffee room  Bathrooms  Photocopy machines  Fax machines  Supplies  Location of first aid and emergency supplies  Mail services WITHIN THE FIRST MONTH Review University/departmental policies and procedures re:  Probationary period  Timesheets  Vacation and sick leave accrual and use  Overtime/comp time  Hours of work  Dress code  Attendance policy  Phone etiquette  Personal phone usage policy  Personal computer usage policy  Performance appraisal process  Merit/salary increase timeline Review departmental new employee packet, including:     

UM Mission Statement & Organizational Chart Departmental Organizational Chart/Problem Resolution Channels Departmental mission, vision, and values Departmental phone/e-mail directory Emergency Procedures

Personnel

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Responsibility Task

EE

DEPT

Done























WITHIN THE FIRST MONTH (Con’t) Introduce employee to job:    

Review Job Description.

Discuss supervisor’s style and expectations.

Review performance goals and expectations.

Identify the “players” connected to the position; make appointments with “key players.”  Identify the “customers” served by this position; define customer service.  Discuss employee safety.  Review standard meetings the employee needs to attend.

Identify what training and development activities will be needed in the next six months. Sign up for the appropriate classes.

Meet weekly to complete orientation to work-related tasks and to ask/answer questions.

Set performance expectations and discuss how and when the employee will be evaluated. Provide feedback on a weekly basis.

Meet with key players.





WITHIN FIRST SIX MONTHS ON THE JOB Provide monthly feedback to the employee regarding his/her job performance, including a formal performance evaluation in the third month.













AFTER SIX MONTHS ON THE JOB Prepare formal six-month employee evaluation.

Celebrate completion of probationary period! 

Thank you for your help in ensuring our new employee transitions well into the Grizzly Family!

Personnel

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

ACADEMICS Athletic Academic Services Philosophy All Athletic Department personnel will approach their educational mission with enthusiasm, integrity, and professionalism. Absolute confidentiality will prevail, and all sports and student-athletes will be treated equitably.

Athletic Academic Services will demonstrate a positive goal-orientated approach. The belief that winning on the field/court/track and winning in the classroom are compatible and attainable goals will be communicated to the student-athlete by all Athletic Department personnel.

Goals and Objectives The goal of Athletic Academic Services is to implement a comprehensive academic and personal support program for student-athletes at the University that: Enhances satisfactory progress towards graduation and earning a degree Promotes academic and educational success in all UM student-athletes Serves as a resource center for information regarding academics at the University and current NCAA and Big Sky Conference regulations Diminishes eligibility problems

Academic Assistance This comprehensive academic and personal support program includes the following services: Academic Advising The Office of Athletic Academic Services will assist undeclared, pre-psychology, prebusiness, and pre-communication majors and incoming student-athletes in building appropriate course schedules which enable the students to pursue their areas of academic interest, progress toward graduation in a timely manner, and satisfy NCAA and Big Sky Conference academic requirements. Also available to design 4/5 year plans for any student-athletes interested.

Academic Enhancement Programs Free tutorial and mentoring services New student-athlete seminar class for academic credit Career Workshops Referral to other UM resources (i.e. Career Services, DSS, Writing Center, Study Jam, Counseling Services, etc.)

Reactive Monitoring Reactive monitoring provides the Athletic Academic Service Office, student-athlete, advisor, and coach an opportunity to track the student-athlete’s University satisfactory progress toward meeting graduation requirements. Feedback from professors are collected at midterm and distributed to the student’s academic team coach.

Academics 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

“At Risk” Student-Athlete Program The Athletic Academic Services Advisors meet prior to the start of Autumn Semester to determine those students who are at-risk or eligible for our Mentoring Program.

Mentoring Program eligibility is determined by a number of factors, some of which include NCAA FLAG data review, test scores, GPA, and high school size. In addition, each of the Athletic Academic Advisors will address the academic needs of their assigned student-athletes on an individual basis.

Coaches’ Requirements 

Set appropriate priorities in recruiting to ensure that student-athletes will be in a position to successfully do college work.



Confer with the athletic academic advisors on all academic issues concerning student-athletes.



Motivate student-athletes to perform in the classroom.



Stay abreast of players’ academic progress, University requirements, and NCAA and Big Sky Conference requirements as they relate to satisfactory progress.



Plan trips and practices to minimize the impact on classes.



Take personal responsibility for players’ academic progress.



Reinforce players’ participation in the various academic support services offered.

Satisfactory Progress Requirements I.

To determine eligibility for competition, practice, and financial aid, use the following NCAA and Big Sky regulations: A. Credit-hour requirements  Analysis if applicable to a midyear transfer, a student after one year in residence at UM, or a student after one season of competition at UM.  Basis of analysis is the student’s academic record at the beginning of the fall term or any other regular term.  Student must satisfactorily complete six semester credits the preceding regular academic term (excludes summer and wintersession) in which the student has been enrolled full-time.

FOOTBALLY ONLY: Football student-athletes are required to earn 9 credits during each fall term. Failure to do so will result in the loss of eligibility to compete in the first 4 contests during the following season.

One time during a student-athlete’s entire five-year period of eligibility, a student may regain eligibility to compete in the first 4 contest by completing 27 total credits by the beginning of fall semester (can include summer). After the one-time exception has been used, a student-athlete can regain eligibility to compete in the 3rd and 4th contests by completing 27 total credits by the beginning of fall semester (can include summer).  Student must complete 24 semester credits, of which not more than 6 credits earned during the summer, prior to the start of the student’s Academics 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

second year of collegiate enrollment. After the first year, the student must complete 18 semester credits per year (credits earned during summer may not be used to fulfill the 18-credit requirement).  Credits from another school may not be used in satisfying credit requirements.

B. Designation of degree program requirement  Student must present documentation of declaration of major by the beginning of the student’s fifth semester.  After the beginning of the fifth semester, student cannot meet the credithour requirement with free electives in excess of the degree program cap on free electives.

C. Fulfillment of percentage of degree requirements  Student entering third, fourth, and fifth year must have completed respectively 40% (48 credits), 60% (72 credits), and 80% (96 credits) in the students specific degree program (not just cumulative credits).  Certain majors (i.e., education, pharmacy, etc.) require more credits to be completed for percentage of degree requirements.  This requirement applies to both continuing and transfer students.  Credits earned at another school may be used in satisfying the percentage of degree requirement.

D. Minimum grade-point average requirements  UM and conference grade-point rules supersede NCAA rules.  Analysis is applicable to transfer and continuing student-athletes.  Credits earned at another school may not be used in satisfying the GPA requirement. Use the UM record only.  Student must fulfill the following cumulative GPA requirements:  a 1.8 cumulative GPA by the beginning of the student’s third term,  a 1.9 cumulative GPA by the beginning of the student’s fifth term  a 2.0 cumulative GPA by the beginning of the student’s seventh term and every term thereafter

Financial Aid NCAA & CONFERENCE LEGISLATION 1. All applicable regulations will be followed.

2. Limitations on the number of grants allowable in each sport can be found in the NCAA Manual.

3. UM and Big Sky grant limitations may be less than NCAA limits.

4. No written agreements for athletic aid can be offered for a term greater than one academic year, nor less than one year except in limited circumstances.

5. No athletic aid can be offered to a four-year college transfer unless UM has a written release from the student-athlete’s former institution.

6. Athletic aid should not be offered to incoming freshman until there is reason to believe they can meet the freshman eligibility requirements.

7. All offers of athletic aid must be approved by the Athletic Director or Associate Athletic Director for Compliance.

8. NCAA rules require an athlete to be academically eligible and registered for 12 credits or the number of credits needed to graduate if the student-athlete is enrolled in his/her last term to receive athletic aid.

Academics 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

NATIONAL LETTER OF INTENT 1.

2.

3.

4.

5.

6.

7.

8.

9.

10.

UM Utilizes the NCAA National Letter of Intent (NLI) and is bound to uphold its rules and regulations.

Once a letter is signed by an athlete, recruiting contact with that individual must cease by all except the institution that signed him/her.

A NLI must always be accompanied by a Financial Aid Agreement (FIA).

No FIA or NLI can be signed before the date applicable for a sport.

The NLI must be signed within 7 days of issue, and returned to UM to forward to the Conference office within 21 days of being signed.

The NLI is binding on the institution and the student-athlete. A release process is available, but athletic eligibility can be adversely affected.

A prospect can sign only one valid NLI as a high school prospect, and then again may sign one as a prospective junior college recruit.

The NLI and FIA cannot be issued prior to the signing date except to allow delivery in time to be signed on the applicable date.

An announcement regarding the signing of an NLI cannot be made until both the FIA and NLI are in our possession.

A UM coach or the University cannot schedule or be present at a press conference to announce the signing of a letter by a prospect.

ATHLETIC GRANTS-IN-AID 1. PROCESS a. Coach completes a TFA for Athletics Aid in writing and gives to the Compliance Office for approval. b. Compliance Office personnel type NLI and FIA, being sure to note exact terms of the award. c. Athletic Director or Associate Athletic Director/SWA signs the NLI and FIA and then forwards the FIA to the Director of Financial Aid for his/her signature. d. Once all signatures are obtained; issue date is typed, and documents are mailed to student-athlete.

2. DURATION AND AMOUNT OF AID a. Athletic aid can be offered for a maximum of one year. b. Athletic aid may be awarded to a student-athlete for a period of less than one academic year only under one of three exceptions: 1. Midyear enrollment 2. Final semester 3. One-time exception c. The maximum amount of aid is set by the NCAA and Conference to be tuition, fees, room, board, and the purchase amount of required courserelated textbooks for the year. d. UM aid may be partial or full, and can be for any specific amount within the limits above, as long as it is precisely stated. e. Aid cannot be reduced or altered during the term of the award for athletic reasons. f. Aid may be cancelled during the term of the award in the event a student voluntarily withdraws from his/her sport.

3. AID AUTHORIZATION a. FIA’s are issued in accordance with recruiting dates with specific dollar amounts based on the current figures available. Amounts are subject to change pending approval of fee schedules by the Board of Regents.

Academics 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

b. Compliance Office prepares Award Summary sheet. The information is given to Financial Aid to input to the Banner system for schedule bills. All schedule bills are e-mailed to student-athletes. c. Student-athletes make appropriate changes in class schedule through Cyberbear or Registration Center.

4. ROOM AND BOARD PAYMENTS a. On campus student-athletes will have their account credited with the appropriate amount directly by the business office. No deposits are required of student-athletes whose on-campus housing has been paid for. b. Room can be provided only to the extent of the regular double room rate, and meals are written at a full Lommasson Plus meal plan to all on campus athletes. An increase of the meal plan is done on an individual basis.

1. Head Coach receives request from student-athlete for additional meal-plan allocation.

2. Student-athlete’s food service account is reviewed by Athletic Business Affairs Office and Coach.

3. If warranted, student-athlete’s account is increased through a memo to Dining Services and a copy to Financial Aid. c. Off-campus residents will receive four disbursements each semester for their room and board stipend. These will be refunded to the student based on their refund preference they chose at the beginning of their academic career.

5. TERMINATION OF FINANCIAL AID All rules regarding termination of financial aid are given in the NCAA Manual and Student-Athlete Handbook.

6. COACHES’ RESPONSIBILITIES a. It is the coach’s responsibility to make sure in advance of a scholarship offer that the athlete is admissible and is eligible to receive aid and compete. b. The coach must be sure the proper steps are followed in making a formal scholarship offer.

1. Proper approval and signatures obtained.

2. Proper dates and deadlines observed.

3. The FIA and NLI are accurate and the packet includes a departmental letter.

4. Commitments are honored and aid is not capriciously terminated.

5. No individual receives an over-award for aid and team limits are observed.

Book Scholarship Loan Program STUDENT-ATHLETE INSTRUCTIONS All student-athletes awarded books in their scholarship from the University of Montana Athletic Department will receive required textbooks only. There is no dollar limit on required books. Student-athletes are requested to confirm their next semester’s Academics 5

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

schedule of classes at the end of each semester, usually when returning books. After the final pre-registration date for each semester, the Athletic Academic Services office prints out each student’s class schedule. It is from these that books are picked up for the student-athlete. Information as to the location for book pickup and return will be relayed via team meetings, bulletin boards and emails to each head coach.

Class Changes: ADDED COURSES: You must request a Permission-to-Charge slip from the Athletic Academic Services office and take the slip to the Bookstore at UM and pick up any additional required books as needed. The Bookstore returns purchase slips and bills the Athletic Business Office monthly.

DROPPED COURSES: You must also return the texts purchased for any dropped courses at this time in order to be credited for the full amount of these returned books. Return books to the Athletic Academic Services Office. All textbooks from dropped courses MUST be returned by the date set by the Bookstore. Failure to do so can result in loss of current and future athletic eligibility and/or book ban privileges.

Returning Books/End of Semester: All textbooks and non-expendable required course-related materials provided through a book loan athletics scholarship must be returned to the AAS office or the designated area during finals week for Fall and Spring semesters. DO NOT RETURN YOUR BOOKS TO THE BOOKSTORE! Please return them as soon as possible after your last final exam to avoid congestion. All textbooks and related materials are due by the last scheduled day of final exams.

Policies regarding unreturned books: Any unreturned books will be charged to you on your University student account at 75% of the purchase price.  1st offense: Textbooks returned subsequent to the student account charge will be accepted and the charge will be removed from your account, except for a $30 service fee will remain on your account.  2nd offense: Textbooks returned subsequent to the student account charge will be accepted and the charge will be removed from your account, except for an $80 service fee will remain on your account.  3rd offense: Textbooks returned subsequent to the student account charge will NOT be accepted and the charge will remain on your account.

If you wish to keep a book, check with the book buyer at the UC Bookstore first, and then relay the buyback price to the AAS office. You may purchase the book at the Bookstore’s buyback price.

Policies regarding unreturned I-Clickers: Any unreturned i-clicker will be charged $10.00 on your University student account in addition to the offense fees.

If you wish to keep a book, speak with Textbook Scholarship Coordinator in Athletic Academic Services for the proper paperwork and procedure. You will be charged the amount the Bookstore is paying for its return.

Academics 6

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Procedures for Awarding Athletic Aid Summer School and Degree Completion 1. Student-athletes wishing to receive scholarship funds for summer school or degree completion completes the appropriate application, available from the Senior Associate Athletic Director, Compliance & Student Services.

2. Student’s eligibility to receive funds is verified.

3. Associate Athletic Director for Development verifies the funding request follows account guidelines if named scholarship funds are being used.

4. Upon approval of the request, an award sheet is prepared and delivered to the Financial Aid Office.

5. For UM Foundation accounts as funding source, secure funds using one of the procedures below: a) Process a Check Request payable to the University of Montana, Attn: Financial Aid (request a check for pickup). Send check with copy of student aid agreement to Financial Aid Office, OR b) Send financial aid award summary to Financial Aid Office with direct Index Number for the fund and/or Banner detail code.

Academics 7

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Student-Athlete Complimentary Admission Policy Intercollegiate Athletics must abide by NCAA and Big Sky Conference regulations regarding complimentary admissions to athletics events. The future eligibility of studentathletes will be affected by actions contrary to the provisions of NCAA Bylaw 16.2.

Admission to Student-Athlete’s Sport  Each athlete is entitled to four (4) admissions for regularly scheduled home intercollegiate athletic contests in their own sport. The Cheer Squad, Dance Team, and working athletic training students will receive two (2) admissions.  For road games in the athlete’s sport, the number of complimentary admissions provided to student-athletes can vary based on the total number of tickets provided in the game contract. However, the general policy is the same as Part A above, except in football. For road games in football, traveling players are entitled to two (2) admissions.  NCAA rules permit these admissions to be provided to any individuals designated by the student-athlete. Admissions are administered via a “pass” list.

Hard Tickets will not be issued.  Complimentary admissions for football are admitted through the pass gate located on the West Plaza in Washington Grizzly Stadium. In basketball, the pass gate is located at the front entrance of the Adams Center, on the south end.

A ticket stub will be issued for reserved seating after the person is admitted at the pass gate. In volleyball and soccer, there is no separate pass gate. For all sports, the person receiving admission will be required to show photo I.D. and sign for their admission.

Admission to Other Sports Student-athletes may be admitted to all UM regularly scheduled home intercollegiate athletic contests in the same manner as other UM students for that particular sport.

Outside Sponsored or Post-Season Events There are no complimentary admissions to outside tournaments or postseason tournament events hosted by the University of Montana. The University of Montana must adhere to the complimentary admissions policies established by the sponsoring agency or mandated by NCAA rules for postseason tournaments.

Ticket Policies 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

UM Student Ticket Policy The University has established the following policy to accommodate students and for the issuance of tickets to athletic events.  Football: UM students may obtain a maximum of one student ticket for free and one guest ticket at $10 for regularly scheduled home games beginning at 8 a.m. each Monday preceding the game. Tickets are issued at the Adams Center Box Office and The Source (University Center Box Office). Students must present a current, valid Griz Card. The student ticket is “deposited” on to the student’s Griz Card. The guest ticket is issued as a hard ticket. Student and guest tickets are limited and are available on a first-come, first-serve basis.

Student and guest tickets not purchased by UM students by 4:00 p.m. on Wednesday before each game will then be released for sale to the general public.  Basketball: UM students may enter any regularly scheduled home game free of charge through the “Student Entrance” of the Adams Center. Students must present a current, valid Griz Card.  Volleyball, soccer, track & field: Ticket pick-up is not required for admission to volleyball, track & field, or soccer. UM students need only present their Griz Card at the ticket gate.

University Athletic Committee  Each active University Athletic Committee member will receive two (2) complimentary admissions to UM home, regular-season athletic events.  These complimentary admissions can not be given away for use by others. The two admissions are intended for the committee member and a guest accompanying the member to the game.  Committee member and guest will be required to present picture I.D. for admission.  Complimentary admissions can only be provided to regular season home contests. Complimentary admissions are not available for postseason competition (i.e., playoff games, championships, tournaments).

Ticket Policies 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Ticket/GSA Membership Policy Athletic Staff and Coaches Complimentary Tickets The following categories of Athletic personnel shall receive the stated number of complimentary tickets.

Home Athletic Events:  Athletic department personnel: two (2) complimentary tickets for all ticketed events  Athletic Director: eight (8) complimentary tickets for all ticketed events  Associate Athletic Directors: four (4) complimentary tickets for all ticketed events  Head Coaches: eight (8) complimentary tickets in their respective sport  Assistant Coaches: four (4) complimentary tickets in their respective sport  Head Coaches for Football, Men’s Basketball, and Women’s Basketball: an additional ten (10) complimentary tickets in their respective sport at their disposal to be used for public relations and fundraising. These tickets are issued on a game by game basis and the coach must account for and justify the use of these admissions, if requested.

Away-from-Home Football Games:  Athletic Director: eight (8) complimentary tickets  Associate Athletic Directors: two (2) complimentary tickets  Other staff in travel party: two (2) complimentary tickets  Head and Assistant Football Coaches: 34 total complimentary tickets distributed among the coaches (any additional tickets must be purchased by football) Away-from-Home Basketball Games:  There are a total of 45 complimentary tickets provided to the institution for road games. After the player comps are determined (2 per player), the remaining tickets are distributed at the discretion of the coaching staff, abiding by all NCAA rules and regulations.

GSA Memberships The location of the complimentary tickets to UM Athletic staff members will be based on the following years of continuous service:   

0-8 years of service: Tickets will be in any non-GSA section in the facility as available.

8-15 years: Individual will be given a complimentary GSA membership at the Copper level.

15+ years: Individual will be given a complimentary GSA membership at the Gold level.

Ticket Policies 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

If an individual wishes to have tickets in a GSA area before completing 8 years of service in the department, s/he can purchase the membership at that level. Additionally, if an individual receives a complimentary Copper membership using the schedule above, s/he can upgrade to the next level by paying the difference.

All Athletic personnel are strongly encouraged to participate in the GSA.

High School Coach Complimentary Admissions Policy NCAA rules state that the entertainment of high-school, preparatory school or two-year college coaches is limited to providing a maximum of two (2) complimentary admissions to home events, provided on a game-by-game basis. Hard tickets can not be issued; admissions are done via a pass list. The following policies are to be followed for high school coaches’ admission to UM sporting events.

Football Games  High school football coaches phone their requests for complimentary admissions to the ticket office on Monday through Wednesday of game week.  Maximum number of complimentary admissions allowed per NCAA rule is two (one for coach, one for his guest).  If the total allotment of tickets (30) is not utilized by high school football coaches, the ticket office may fill requests from other MHSA head coaches of sports other than football. (Again, number of admissions allowed limited to two per coach.)

Note: Those who have a current, valid MCA card can receive one (1) ticket if any are available after the above groups are served.  Coaches will enter the game through the pass gate located on the West Plaza of Washington Grizzly Stadium. They will be required to show photo I.D.  Complimentary admissions are not available for Homecoming, Griz/Cat, or postseason games.

Basketball Games  High school coaches phone their requests for complimentary admissions to the administrative assistant for basketball.  The administrative assistant will provide a memo with the list of names to the ticket office. Compliance Office is copied on the memo.  Complimentary admissions are not available for the Griz/Cat games.  Coaches will enter the game through the pass gate located at the front of the Adams Center. They will be required to show photo I.D.

NCAA rules prohibit complimentary admissions to any postseason competition (e.g., NCAA championship, conference tournament, playoffs).

Ticket Policies 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Official/Unofficial Visit Complimentary Admission Policy Official Visits  The visiting prospect and a maximum of two guests accompanying the prospect can be identified on the Official Visit Record to receive complimentary admission to a UM home athletic event.  In the sports of volleyball, football, women’s basketball and men’s basketball: The Compliance Office enters the complimentary admissions into the online system. In the sports of soccer and softball: The Compliance Office will provide a photocopy of the visit form to Celine Fisher in the ticket office for the names to be placed on the pass list.  The prospect and guest(s) will be required to show picture I.D. for admission.  Current student-athletes serving as hosts for the visits can also be provided complimentary admissions using this same process.

Unofficial Visits  Visiting prospects on unofficial visits may be provided a maximum of three (3) complimentary admissions per UM home athletic events.  The coach or sport administrative assistant will submit a completed Prospect Unofficial Visit - Complimentary Admissions Request to the Compliance Office.  The prospects will be required to show picture I.D. for admission.  There are no NCAA limits on the number of unofficial visits a prospect can make to the institution. However, unofficial visits cannot take place during a recruiting dead period.  Entire sports teams can be provided complimentary admissions to home athletic events in their respective sport (except for football) in this same manner.

However, in this scenario, each prospect on the team is limited to his/her own admission (not 3). Coaches accompanying the team can also be provided complimentary admission with the team. In volleyball and soccer, the sports teams fax a team roster directly to Celine Fisher. In men and women’s basketball, a team roster is provided to the basketball administrative assistant.

Further, in basketball only, each team is limited to one opportunity per year.

NCAA rules prohibit complimentary admissions to any postseason competition (e.g., NCAA championship, conference tournament, playoffs).

Ticket Policies 5

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

GRIZ/CAT FOOTBALL GAME TICKET POLICY 1.

All GSA member ticket requests will go through Adams Center Box Office.

2.

All orders must be paid in advance.

3.

Ticket orders will be accepted beginning in early July with no orders being accepted after mid-September (check with Box Office or GSA each year for specific dates).

4.

Student ticket sales will take place for one week, usually the second week of September. Students will be limited to two (2) per person. Athletics staff, other than football staff, will have an opportunity to purchase two (2) tickets for their own or immediate family use during the same time period outlined in number 3 above.

GSA MEMBERSHIP LEVELS Priority Seating Levels: Copper, Silver and Golden will receive one (1) ticket per membership Club Levels: Player Coaches Directors Captains Scholarship

One (1) per membership Two (2) per membership Two (2) per membership Four (4) per membership Four (4) per membership

STADIUM DONORS No priority unless accompanied by a GSA membership

STUDENT TICKETS Student tickets to the Griz/Cat game are not discounted and students pay full price. Any student tickets not sold will be released to address other concerns as determined by Grizzly Athletics.

Band members are allotted two tickets each for a total of 160. They need to have two seats each to allow for moving around.

Ticket Policies 6

P O L I C I E S

&

Grizzly Athletics

P R O C E D U R E S

Montana Grizzly Scholarship Association This Agreement made this 10th day of January, 2015, by and between the University of Montana (“University” or “UM”), the University of Montana Department of Intercollegiate Athletics (“Athletics”), and Montana Grizzly Scholarship Association, a non-profit 501 (c)(3) corporation ( “MGSA”).

RECITALS WHEREAS, the purpose of the MGSA is to assist the University athletic program and various fundraising activities; and WHEREAS, the University recognizes the importance of an adequately funded and successful athletic program; and WHEREAS, the University acknowledges that the MGSA is a non-profit (c)(3) corporation and legally separate organization from the University and the Department of Intercollegiate Athletics; and WHEREAS, the University desires to contract with the MGSA to conduct fundraising activities for UM to promote and enhance the University athletic program in exchange for providing MGSA with appropriate office space and certain payroll functions.

I.

Fundraising.

The MGSA shall use its best efforts to solicit and obtain funds for the University Athletic Scholarship Program; to assist the University athletic program through various fundraising activities; and to promote public interest, awareness and enthusiasm in all of the sports within the Department of Intercollegiate Athletics at the University of Montana. Funds raised by the MGSA shall be deposited in separate accounts at the University of Montana Foundation and periodically and regularly transferred to the University for the University athletic program as designated by the MGSA in consultation with the University Athletic Director.

II.

GSA Administrative Offices.

The University shall provide to the MGSA on the University Campus and in proximity to the University athletic department appropriate and suitable space for the administrative and support staff of the MGSA, The MGSA is housed in Adams Center, MGSA is currently on a direct billing system for services provided by UM i.e. telephone, mail, printing and facilities work orders.

GSA 1

P O L I C I E S

&

Grizzly Athletics

P R O C E D U R E S

III.

Payroll Services.

The University shall provide to the MGSA payroll services for MGSA staff designated as University employees, including the determination of necessary payroll deductions and taxes and the issuance of payroll checks.

IV.

Term. This agreement shall be in effect upon execution and shall continue until terminated by either party on ninety (90) days written notice to the other party.

V.

MGSA Staff. MGSA staff (Director, Assistant Director, Administrative Assistant and student workers) are designated as University employees in order to assure accountability consistent with NCAA Guidelines for actions of outside entities. MGSA is responsible for salaries and benefits associated with MGSA staff designated as University employees, and shall cause to be transferred to the University from its accounts with the University of Montana Foundation sufficient funds to pay said salaries and benefits. The continuing employment of MGSA staff is subject to the financial capability of the MGSA to fund said positions and its continuing operations. MGSA staff may be terminated or increased at the direction of the University Athletic Director in consultation with MGSA. In the event that the MGSA discontinues its operations or ceases to exist, all MGSA staff designated as University employees shall be terminated.

VI.

MGSA Operational Expenses. MGSA is solely responsible for any and all expenses associated with its operations and activities. The Department of Intercollegiate Athletics agrees to monitor expenses and insure that MGSA funds are deposited into the restricted University account for expenses incurred and recorded in this index. A positive balance will be maintained.

VII.

Governing Authority.

The University acknowledges and agrees that the authority to manage and direct the fundraising activities and spending of the MGSA is vested in the MGSA Board of Directors and its elected officers and not subject to University governance or control.

VIII.

Compliance with NCAA Bylaws.

As an organization closely tied to intercollegiate Athletics, it is vital that MGSA operates within the guidelines and bylaws of the NCAA and Big Sky Conference. All MGSA staff members are subject to discipline or termination for violations of NCAA rules.

GSA 2

P O L I C I E S

&

Grizzly Athletics

P R O C E D U R E S

IX.

Entire Agreement.

This Agreement contains the entire understanding and agreement of the parties and supersedes any and all prior Agreements.

X.

Modification.

No modification of this Agreement shall be valid unless the same is in writing.

XI.

Time is of the Essence.

Time is of the essence of this Agreement.

______________________________________ Greg Sundberg, Assistant Athletic Director, GSA

______________________________________ Kent Haslam, Director of Athletics

______________ Date

______________ Date

______________________________________ Dr. Royce Engstrom, University President

______________ Date

GSA 3

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Purchasing Procedures The Athletic Department follows the purchasing guidelines set forth by the University of Montana and the State of Montana. Guidelines and forms are accessible on the Business Services web site: www.umt.edu/bussrvcs.

The determining factor for the method used for purchasing items depends upon the dollar amount to be expended.  Athletic department personnel issued a ProCard must follow the procedures established (see ProCard Procedures).  Credit cards for departmental use at Costco Wholesale are available upon request.  Reimbursement for some minor purchases under $50.00 may be purchased with petty cash per the Petty Cash Policy.  Purchases between $5,000 and $15,000 require a limited solicitation or requisition. Check with Purchasing to determine guidelines.  Purchases over $5000.00 from a single vendor must be done by requisition in accordance with the State of Montana bid process. The requisitions are entered on Griz Mart by the department and then a request for bid is processed and sent to potential vendors by Business Services/Purchasing. Bid requests may also be found on the Internet.  Public Relations and entertainment expense is not allowed from State of Montana funding sources. The allowable sources for public relations expense are an Athletics Designated account (using the appropriate entertainment form) or UM Foundation funds.  General office supplies such as pens, file folders, copy paper, staples, pencils, notepads, department letterhead, note cards, and envelopes are purchased by the Athletic Business Office. A supply of these items is kept available for all to use in the copy room. Purchases of supplies that are sport-specific should be coordinated with the Administrative Assistants and the Athletic Business Office.  Athletic equipment for teams should be coordinated with the Director of the Athletic Equipment Center.

PETTY CASH PROCEDURES Expenditures should be approved in advance to insure reimbursement. Expenditures not approved in advance will be reimbursed only if expense is within budget restraints and/or prior approval was not possible. The petty cash custodian is the Accounting Associate, Business Affairs. No expenditures over $50.00 are allowed and itemized receipts are required. Receipts over thirty (30) days cannot be reimbursed.

Business Affairs 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Non-Budgeted Items Any items that come up throughout the year that are not usual and ordinary, and you feel may cause you to go over budget, must be approved by the Assistant Athletic Director for Business, in consultation with the Athletic Director.  Bring the matter to the attention of the Assistant Athletic Director for Business.

With his/her assistance, calculate a cost and identify, if any, possible means to fund the non-budgeted item. Please include a brief description of the impact the item’s loss and/or addition will present to your area of responsibility.  Assistant Athletic Director will approve and confirm with Athletic Director, if funding is available.  If funding sources cannot be readily identified, the Assistant Athletic Director for Business will consult with the Athletic Director to discuss options and will provide a decision.

Business Affairs 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

ProCard Policies and Procedures DEPARTMENT OF INTERCOLLEGIATE ATHLETIC SPECIFIC GUIDELINES Please see Athletic Business Office before making any purchases over $5,000 If you are unsure of the use for your ProCard, please check with Athletic Business Office prior to purchase!

ICA ProCard Recipients Responsibilities:  It is the cardholder’s responsibility to obtain an itemized receipt for all transactions on their card.  Sign or initial all itemized receipts if customer copy does not show signature.  It is the cardholder’s responsibility to obtain an itemized receipt after every transaction. If there is a case of a missing receipt, the cardholder may be held responsible for the charge if he or she failed to obtain a receipt.  A missing receipt can be sufficient cause to revoke a cardholder’s use of the ProCard. Repetitive non-compliance with ProCard receipts could result in suspension of ProCard usage. A “Declaration of Missing Receipt” form must be completed and signed by your supervisor in the event a receipt cannot be located or provided by the vendor.  Fill out the Grizzly Receipt Verification Form for all ProCard transactions. Tape the original itemized SIGNED receipt to the section indicated on the front of the form. If the receipt is too large, tape to the back of the form. Only one receipt per form.  Charges are updated at least once a month; but should be done more frequently to provide better internal controls.  Notify Athletic Business office of any changes, i.e. NAME, LOST or STOLEN CARDS.  For each charge on the ProCard, the cardholder must provide all relevant documentation including the receipt. The documentation must answer what was purchased, why and for whom.  When the receipts provided do not reconcile with the monthly statements, the cardholder shall provide an explanation, obtain the necessary receipts and if necessary, assist in completing a disputed charge form.  Misuse or non-compliance to State, University, or Athletics Policy or procedures will result in termination of the ProCard.

ProCard for Team Travel  No preauthorization will be required.  Each of the designee responsible for team travel will be responsible for carefully monitoring the hotel billing to be sure the charges are correct before approving the bill.

ProCard for Lodging  Lodging expenses on the ProCard are restricted to the following: o The room and room taxes. o Official business phone calls with the cardholders initials on the itemized hotel invoice next to the listed phone calls.

Business Affairs 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

o

&

P R O C E D U R E S

On team travel only, team entertainment expenses in accordance with NCAA guidelines and the University’s ProCard guidelines. An example is one in-room movie for the team on one night.

ProCard for Meals & Food purchases  It is permissible to use the ProCard during the Official Campus Visits for meals for those authorized to receive a paid meal per NCAA Bylaw 13.7.4. o Documentation with the receipt shall list the legibly printed names (first and last) of those participating on the back.  It is permissible to purchase team meals during travel to out of town contests.  Pre-game training table meals. o Documentation with the receipt shall list the printed names (first and last) of those participating on the back.  Team banquets per NCAA bylaws.  Other possible uses that require prior approval are occasional food for Student Athlete Advisory Board Meetings and Game Day preparations - Meals for Officials of the game/match only.

No charges are allowed for entertainment of boosters, alumni, or potential donors.

ICA Designated Account Managers Responsibilities: Maintain a file for pending receipts for each department/or individual cardholder.  Require ProCard users to submit signed or initialed itemized receipts as they receive them.  Update Banner transactions (index codes, account codes, activity codes, and descriptions) for their assigned sport or departments. Description should be sufficient enough information to determine what was purchased, why and for whom. This description should include travel locations, dates and recruit names (if applicable).  Identify and explain any atypical transactions: o Missing receipt – complete missing receipt form o Credit due on charge due to overcharge – copy original receipt and keep in file until credit is received from vendor or other action is taken. o Disputed or unknown charge – notify Business Services (print Banner screen and denote that charge is being disputed).  Submit all receipts and any substitute documentation to Athletic Business Affairs Office.

ICA Business Affairs Responsibility:  Determine who will receive a UM ProCard, and authorized spending limits.

Maximum amount indicated on your cardholder application.  Ensure all individuals have a copy of the ProCard policy; verify each transaction in Banner.  Check receipts for appropriate use. Match receipts with monthly statements from credit card company.  When the receipts provided do not reconcile with the monthly statements, ensure that the cardholder provides an explanation, obtains the necessary receipts and if necessary assists in completing a disputed charge form.  File statement and attached receipts in individual cardholders file.  If an abatement of an expense is required; a copy of the abatement card must be attached to the receipt for the transaction.

Business Affairs 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

 The Athletic Director and Assistant Athletic Director for Business shall review and approve all charges verifying compliance with State and University Purchasing and ProCard Policy/Procedures and sign and date the actual ProCard monthly statements in addition to reviewing the Banner reports.

ICA Designated ProCard Managers: ACCOUNT MANAGER Football Program Coordinator Basketball Program Coordinator

CARDHOLDERS Football Men’s and Women’s Basketball,

Olympic Sports Administrative Assistant

Golf, Soccer, Track, Volleyball, Tennis,

Executive Assistant

Athletic Director, Associate Athletic Directors, Accounting Associate, Academic Advisors

Business and Finance Staff

Marketing, Facilities, RATC, Equipment Room, Weight Room, Events staff, Sports Information staff, IT staff, Assistant AD for Business and Finance

PLEASE REFER TO: http://www.umt.edu/bussrvcs/procard.htm FOR THE COMPLETE UM PROCARD PURCHASING CARD PROCEDURE AND POLICY.

Business Affairs 5

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

UM Athletic Department Travel Policy Intercollegiate Athletics follows the University of Montana travel guidelines and is authorized to approve travel and is responsible for the proper use and management of Travel resources and that all travel is in accordance with University Travel Guidelines.

The University Travel Guidelines are included in the following pages. In accordance with guidelines set in 2009 and the implementation of the procurement card (ProCard), the amount of cash advanced to individuals and teams are kept to a minimum.

Team and/or group travel may entail the use of more cash disbursed for per diem for the members of the travel party. Per diem must be handed out prior to departure on trips.

Each individual is to sign the signature list verifying receipt of the cash. This procedure reduces the amount of cash that is carried by any one individual and reduces the University and the individual’s liability in the event of loss or theft.

A majority of the expenses for team travel are now purchased by use of the ProCard.

Hotel expense (room & tax), team meals, ground transportation and emergency supplies are authorized expenses on the coaches’ ProCard. Itemized receipts are required for all purchases.

With the cooperation and approval of Business Services, Intercollegiate Athletics may use the ProCard for some restricted items as it eliminates the cash liability. It is the responsibility of Intercollegiate Athletics to monitor and verify that all purchases on the ProCard are appropriate and in accordance with State of Montana, University and NCAA policies and procedures.

Procedures Traveler’s Responsibilities: Prior to leaving on any athletic business trip, an Authorization to Travel Request form must be completed and given to the Athletic Business Office. This is verification for insurance coverage that travelers(s) are on a designated business trip. The traveler is responsible for completing the requested form and having it approved.

When Travel includes an advance, the Authorization to Travel Request must be submitted to Business Services (7) seven working days prior to the trip. Individual travel advances will be issued via check to the traveler and sent directly to their home residence. Direct deposit is available for these advances. Employees with an outstanding travel advance thirty-one (31) calendar days after the end of the trip will have the amount of the advance automatically deducted from their paycheck.

Only allowable expenses may be listed on the Travel Expense Voucher. Un-receipted miscellaneous expenses must be itemized in detail. The traveler may not claim unreceipted expense without proper description (i.e. newspaper $2.00, parking $7.00, programs $5.00 etc.).

PLEASE REFER TO: http://www.umt.edu/bussrvcs/travel.htm FOR THE COMPLETE UM TRAVEL POLICY.

Business Affairs 6

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

University Transportation Services Rental Vehicles Rental vehicles are available for official university business through the Transportation Services office.

Vehicle Use Policy Overview  Drivers of vehicles that can carry 8 or more people must have taken a van training course. 12 and 15 passenger vans are not allowed to travel on University business (rented or otherwise).  Family members, pets and friends are not allowed as passengers in vehicles.  Alcoholic beverages are not to be consumed in the rental vehicles.  If total accumulated driving conviction points exceed 15, the individual will not be allowed to operate a university or personal vehicle for university business.

Procedure  Call to check for availability (243-2788).  Send in completed Rental Request Form (www.facs.umt.edu/Transportation/index.aspx)  Make sure to take valid driver’s license when pickup up the vehicle.

Nationwide Rental Vehicle Agreements The University of Montana has two rental car rate agreements to enable us to receive better vehicle rental rates. These rates are available nationwide while conducting official university business. In-state rentals should be limited to instances where the motor pool is unable to provide necessary vehicles.

Enterprise Rental www.enterprise.com When entering rental information chose OPTIONAL: Coupon, customer, or Corporate Number, then Enter: XZ63UOM. Click on SEARCH. Our 3 Digit pin # is UMU. Click SIGN IN to get our special contracted rates.

Hertz Rental www.hertz.com After entering rental info, click on box I HAVE A DISCOUNT. Enter 0066675 next to discount/CDP/Club Code. Click SUBMIT and you should get special rate. Another code to try is 1985855 which is specific to athletics.

Business Affairs 7

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Official Visits State Recruiting Funds The purpose of the official visit is to expose the prospect to the campus, the community, and the team in order for the prospect to make an informed decision about where to enroll in school. While NCAA rules allow reasonable entertainment, such as meals at restaurants, during the official visit, it is not intended as an avenue for a sports program to entertain family members and friends at these meals. As such, the following policy regarding family members/guests during official visits and the use of state recruiting funds applies: For meals at restaurants on the official visit, state recruiting funds can only be used for payment of coaches, the official student-host, the recruit, and the parents/legal guardians of the recruit. Family members of coaches may attend the meal; however, either foundation or personal funds must be used for payment of their meals. This policy extends to the use of restaurant facilities for catering or take-out for a meal held at the home of a coach.

Official Prospect Visit Record An official campus visit by a prospective student athlete is initiated by a coach of any of the 15 intercollegiate sports. The Official Prospect Visit Record form is used to document dates, transportation, accommodations, and student host. This form consists of two (2) copies. The Official Visit packet can be obtained from the Athletics Business Office and consists of the following: Form 1: Official Prospect Visit Record Form 2: UM’s Institutional Recruiting Policy -The coach-host, student-athlete host and prospect must sign this form at the beginning of the visit. Please submit signed form to Compliance Office. Expenditures for the visit will not be approved and ProCard usage suspended if form not submitted.

Process 1. Sport coach completes the form (filling in ALL appropriate information), attaches a copy of the prospect’s high school transcript and test scores, or college transcript, and a copy of the visit itinerary and submits to Compliance Office for approval 5 days before the visit.

2. The Athletic Business or Compliance Office records the upcoming campus visit on : a. Outlook recruiting calendar b. The log for each sport in a designated notebook.

3. Banner coding is verified on the form.

4. An advance is prepared for the host money and transportation reimbursement (if necessary). This is disbursed from Athletics special cash fund. A record of advances is kept in the recruiting notebook and business office special cash fund logs.

5. The student host picks up and signs for the cash from the Athletic Business Office prior to the campus visit date. The Host reads the NCAA rules on back of form.

Business Affairs 8

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

6. After the visit, the student host must return receipts and any unused host funds and sign off on the back of the original form to verify the activities participated in during the official campus visit. Additionally they will sign a receipt record with the details of all receipts returned. Any unused funds must be returned by the host at the end of the campus visit. Undocumented expenditures from host monies will be placed on the student-athletes University account. With the exception of any undocumented expenditure that is less than $2.00. The original copy of Prospect Visit form is given to Compliance Office.

7. The cash replenishment form is completed and sent to Treasury with a copy of recruit form for Banner validation.

Cell Phone Policy The University of Montana’s Intercollegiate Athletic Department provides cellular phones for coaches and staff for business purposes. Verizon is our current carrier. All cell phone requests (devices, plan changes, accessories) must go through the Business Office cell phone manager.

The cost of the phones, accessories and monthly charges are billed to each sport or department. The total minutes per plan are pooled monthly for the Athletic Department.

Periodic audits of each programs cell phone usage will be conducted to determine if plans need to be changed for a more cost effective use.

No family members or additional non athletic staff can be added to Grizzly Athletics plans.

Upgrades are dependent on budget and cell phone plans.

Personal reimbursement for any upgrades is not permissible including but not limited to: cell phone upgrades, iPads, etc.

Business Affairs 9

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Athletic Competition Agreements Procedures for Business Office A written contract is required for all games and/or matches with colleges and universities not in the Big Sky Conference. Both institutions must approve stipulations and have appropriate signatures to validate the contract/agreement. The coach for each sport contacts or is contacted by potential opponents for future competitions.

Contract Procedure  Athletic Agreements are prepared by the sport. An original is printed with the contract approval routing sheet and forwarded to the Athletic Business Manager.  The Athletic Business Manager will obtain the signatures of Internal Operations, Adams Center scheduling, the Athletic Director and the Vice President, Administration & Finance (if contract has a monetary game guarantee over $20,000).  The Athletic Business Manager will mail both originals to visiting school with a return envelope and will keep a copy of the agreement signed by Montana Administrators denoting date mailed.  Once the agreements are returned; notify the coach.  Scan the original and file electronically.  Update electronic tracker.  Then file in separate folders for each sport and academic year in the Athletic Business Manager’s office.  The previous year’s paper contracts are kept in the file, while the rest will be shredded as an electronic copy is available.

It is important to check the Contract files periodically during scheduling to ensure that we have completed agreements and all required signatures from both institutions. Prior to the sport’s season check the file for any financial guarantees and set up a process to prepare payment for the date of the contest. The checks are usually mailed directly to the school after the date of competition. There are times when the checks are requested prior to the game and are given to the team.

For those agreements that have lodging as part of the financial consideration and trade rooms are requested, check with the coaches on the dates, number of rooms and nights.

Review the trade accounts for availability and call the vendor and reserve rooms.

Remember to indicate the number of rooms, team and dates in a trade file. Notify the sports coach where the team lodging arrangements were made with the contact name and phone number. It is the responsibility of each sport’s coach to contact the visiting team and communicate all pertinent information regarding their hotel stay, transportation, food, and practice times.

Athletic agreements for competition at a site other than UM are prepared by the host school. The originals of these agreements are also kept in our files. The Assistant Athletic Director-Business should always be advised of any financial considerations given to Montana teams. Make note of game guarantees and check a few weeks after the scheduled completion that we have received the appropriate amount. Sometimes the checks go directly to Business Services and they will call Athletics to determine the correct deposit procedure.

Business Affairs 10

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Trade-Out Agreements The Department has three basic types of trade-out: Corporate, GSA membership and Tickets to Intercollegiate Athletics (IA) events. All three types may be combined to offer IA and vendors the optimal package for vendors who choose this non-cash transaction.

All trade-out must be pre-approved through the formal process described in this policy.

All trade-out agreements shall be updated annually with a listing of the vendors and amount of the agreements given to each member of the executive staff, GSA accounting associate, and Business Affairs personnel, and Adams Center Ticket Office.

All trade-outs shall adhere to the following procedures:  Request the trade, in writing if possible (email is fine), to the Athletic Business Office, providing a clear description that details precisely the benefit of the noncash transaction.  Multi-year trade-outs are discouraged. Exceptions are at the discretion of the Director of Athletics.  Trade-out renewals will be negotiated for the following fiscal year and should be done prior to the start of the fall competition season. Before that date, estimates can be used for incorporation into the annual Operating Plan and Budgeting cycle.  Trade-outs involving tickets must be returned fully signed no later than the official start of the applicable sports season. Exceptions are at the discretion of the Director of Athletics.  The Athletic Business Office will provide a utilization budget for food and lodging trade that describes either in percentages or dollar amounts the sport or administrative group that will use the trade-out.  Ticket trade-out is discouraged unless there is a significant benefit to IA.  If the normal cash transaction is based on wholesale prices, the trade-out shall also be based on wholesale prices verses an increase to retail prices.  All trade-out for goods and services shall be at a minimum valued at 135% of the cash value of a sponsorship agreement, GSA membership and/or the face value of a ticket. The Director of Athletics may at his/her discretion lower the amount on a case-by-case basis.  To determine the fulfillment of the 135% requirement for “services”, the value should be set using reasonable and justifiable rates.  Vendors must agree to provide itemized receipts or other acceptable documentation of usage for all trade-out transactions.  All trade-out contracts should include the above details and signed by all parties.

The Athletic Business Office’s Accounting Associate is responsible for generating all trade-out contracts and will route the contracts for signatures.

Business Affairs 11

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

CORPORATE TRADES Corporate trade is the responsibility of Learfield Grizzly Sports Properties, IA’s Corporate Sponsorship Marketing firm. Learfield has the first right of refusal to accept a cash sponsor over a trade-out sponsor.

MGSA MEMBERSHIP TRADES The Montana Grizzly Scholarship Association has trade-out agreements in the form of gifts-in-kind for goods and services for various levels of membership. The trades are used in all aspects of daily operation of Intercollegiate Athletics and the MGSA. The Executive Director of the MGSA and the Athletic Director approve trade for a membership.  The Executive Director of the MGSA is the trade-out manager for the gift-in-kind contributions unless designated to another individual in the department.

TICKET TRADES Ticket trade-out is discouraged unless there is a significant benefit to IA. Any head coach, member of the executive staff or lead administrator may propose to the Director of Athletics a trade-out agreement with tickets to any sport.  The Athletic Director will designate the trade-out manager for ticket trade-outs.  The Adams Center Box Office will not issue tickets as a trade without written approval. This includes increasing the number of tickets in addition to the original signed agreement.  Documentation is required for all ticket trade, and must be filed in the Athletic Business Office.

TRADE PROCEDURES All trade-out transactions shall comply with the University of Montana Foundation’s purchasing and transaction guidelines. The Department encourages cash transactions to the maximum extent practicable.

Business Office Procedure:  The Athletic Business Office is responsible for the review and reconciliation of all trade-outs.  The Accounting Associate is assigned the following: o The preparation of all trade-out agreements. o MGSA gift-in-kind agreements to cover memberships only are prepared separately on MGSA letterhead. o Will route all trade-out agreements for signature to the Trade-out Manager, Executive Director of the MGSA (when required), Asst. ADBusiness, and then the Athletic Director prior to sending the contract to the vendor. o Upon return of the fully signed contract, a copy will be delivered to the Trade-out Manager and if tickets are part of the trade, a copy of the agreement is forwarded to the Adams Center Box Office. o The UM Foundation will receive a copy of each MGSA gift-in-kind agreements to ensure donor recognition.

Business Affairs 12

G R I Z Z L Y

P O L I C I E S

o

o o o

&

A T H L E T I C S

P R O C E D U R E S

Maintain a folder for each vendor that will include a running usage sheet, the original signed contract, the utilization budget, and the original itemized receipts or documentation of usage. Trade files shall be kept for 7 years.

Review each request for trade-out to ensure a balance is available before sending the individual to the trade-out manager for approval.

Create spreadsheet with trades budgeted to department/sport.

Work with vendors to ensure accurate, itemized receipts and statements are in each folder to confirm the standing of each account.

Trade-out Manager’s Responsibilities:  The designated Trade-out manager is responsible for submitting a detailed description in writing to the Athletic Director.  Ensure that all trade-out transactions follow University and Foundation regulations.  Review annually the benefit of maintaining the trade-out agreement.  Assist the Business Office in obtaining all records necessary to account accurately for the utilization of the trade-out.

Individual Utilizing Trade-out Procedure:  Check with the Business Office for available balance on the particular account.  In all instances itemized documentation indicating the date and amount of the trade used are essential.

For Restaurant trade-out: o Secure reservation(s) at the restaurant, confirming that trade-out will be used for the meal. o List everyone attending the meal. o Provide a purpose for the meal. o No alcoholic beverages are to be charged against trade. o Return with an itemized receipt.  Do NOT include tips in meal trade-out transactions. Tips must be paid for separately. For official recruiting meals, the ProCard may be used. Otherwise, a personal reimbursement will cover the expense of a tip.  For lodging trade-out: o Certificates are issued by the hotel each valid for one room/one night. o Secure reservation(s) at hotel; check out (signature required) certificates and present to hotel upon arrival at the hotel. o Return with a receipt.

Additional Procedures  The Athletic Director and Assistant Athletic Director-Business will establish budgets for all trades at the beginning of each fiscal year.  The Business Office will closely monitor the use of food and hotel trade. If an official prospect visit form indicates use of a hotel, the sport will be encouraged to use trade if available.  Many of the trade-out agreements can greatly benefit sports programs, especially the meal and hotel trades to help augment recruiting efforts. As such, personnel are encouraged to use trade at every opportunity. A sport may utilize budgeted state or Foundation funds in lieu of known trades. They are however, responsible for maintaining budgetary compliance when utilizing this option.

Business Affairs 13

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Special Cash Fund Policy and Security Procedures Effective: 2/14/02; Revised: 1/14/2015 Background All UM sports programs participate in group-or team-travel. Such travel requires cash advances to pay for costs that are not covered by the ProCard or by separate billing. As a result, the athletic department business office staff draws several thousand dollars in cash each week from UM Business Services to meet the needs of the programs when they travel. This is especially true during the fall semester when the men’s and women’s basketball, football, soccer and volleyball programs all are traveling.

To ensure the safety of the athletic business office staff and the security of cash advances, UM Treasury Services shall establish an Intercollegiate Athletics Special Cash Fund (hereafter, Fund) of $9,000. The Fund shall function similarly to a petty cash fund, and shall consist of monies drawn from the State of Montana Treasury. The Fund shall be housed in the athletic department’s business office, be replenished weekly or as needed, and be subject to the policy and procedures outlined below.

Policy (1)

(2)

(3)

(4)

(5) (6)

The Fund shall be used only to pay athletic department travel advance vouchers in accordance to and in agreement with the uses approved by UM Business Services. The UM Travel Advance Voucher is the approved instrument for advancing cash for athletic department travel (team), prospective student-athlete travel reimbursement, student-athlete host money, and per diem for student-athletes during official UM holidays and vacation periods when athletes are required to be on campus for practice and/or competition. The cashing of checks, issuance of loans, providing of compensation to athletics department employees, payment of consulting services, entertainment, contractor services, or any other non-travel related expenditure shall not be paid from the Fund. (a) The prospective student-athlete official visit form shall be used as documentation for host money and travel reimbursements for official recruiting visits. (b) The holiday/vacation meal signature list shall be used as documentation for per diem disbursements.

The Fund shall be secured in a safe, bolted to the floor in the athletic department business office. The safe shall remain locked at all times when the Fund is not is use. The door to the business office shall be locked at night, on weekends, and at all other times when the office is unattended.

The safe may be used to secure checks and cash for deposit in athletic department accounts at UM Business Services or the University Foundation. These items shall be maintained in separate, labeled envelopes. Upon request a receipt shall be issued for all cash that has been deposited by the athletic department business office. Every attempt will be made to deposit cash and checks on the same day they are received. Same-day deposits may not be possible if cash or checks are brought into the business office after 3 p.m.

The Fund shall be physically separated from all other monies that may come into the athletic department business office so that accountability can be immediately ascertained. The Fund shall be divided into two separate banks (i.e., lock bags), one for the Athletic Business Manager and one for the Administrative and Accounting Service Manager. Other monies that may come into the business office shall not be used to increase the balance of the Fund.

Records of the Fund shall be made available to UM internal auditors, legislative auditors and UM treasury representatives upon request.

The director of athletics or his designee shall designate a custodian of the Fund and identify other athletic department staff members who may have access to the Fund. The names of the custodian and individuals permitted to access the Fund shall be communicated to UM Treasury Services. UM Treasury Services also shall be notified of any change of custodianship of the Fund and individuals who may access the Fund.

Business Affairs 14

G R I Z Z L Y

P O L I C I E S

(7)

(8)

&

A T H L E T I C S

P R O C E D U R E S

If a shortage or theft of funds should occur, all discrepancies shall be documented and reported to the Department of Campus Safety, the UM Internal Audit Office, and UM Treasury Services. Shortages shall be replenished as soon as possible by check at UM Treasury Services, and will be an expense charged to the athletic department. Overages shall be separated from the Fund and deposited with UM Treasury Services. UM Treasury Services shall notify the UM Internal Audit Office of any overages.

Misuse of the Fund may result in the termination of the Fund.

Procedures (1) Change in Custodianship All changes of custodianship of the Fund shall be communicated to UM Treasury Services via the Notification of Custodial Change form. (This form is available on-line.) A representative of UM Treasury Services shall inform the new custodian of the Fund’s policies and procedures.

Athletic department staff requesting travel advances shall complete the Request for Travel Advance form and forward it to the athletic business office. The business office shall complete the Travel Advance Voucher and obtain the required authorization signatures. Finally, the traveler must sign for the advance in the business office, and the advance shall be paid from the Fund by the custodian or another individual authorized to access the Fund.

(2) Group or Team Travel All members of the travel party shall sign a group travel signature sheet upon receipt of their advance. The signed Travel Advance Vouchers and the team travel signature sheet shall be maintained in the safe with the Fund. Each traveler receiving per diem verifies receipt of specified amount with his/her signature. It is strongly recommended that each person picks up their own per diem monies prior to a trip. However, if money is picked up for someone other than themselves, it needs to be approved by the business office and this decision is considered on a case by case basis.

An example of this is as follows: If a team doctor is unable to pick up their per diem prior to the trip the Head Athletic Trainer may pick it up for them. The responsibility is now the Head Athletic Trainers.

If in the event the per diem is not provided to the intended person, the responsible party who signed for it will be held liable for any loss of funds.

Reimbursement Procedures The athletic business office shall replenish the Fund as needed, but no less than on a weekly basis.

The custodian of the Fund or his or her designee shall summarize the accounting information from the team travel vouchers on the cash replenishment summary form, and conduct a reconciliation each time the Fund is replenished.

The cash replenishment summary form with cash vouchers and/or campus visit forms shall be reviewed and approved by Assistant Athletic Director-Business prior to sending documentation to UM Treasury. The travel vouchers and cash replenishment summary form shall be presented to UM Treasury Services to be entered into Banner and exchanged for cash.

Because UM Treasury Services needs one business day to process the travel vouchers and fill the currency request, the cash replenishment and all receipts shall be delivered to the Adams Center Box Office the following day by armored car service. If cash replenishment is needed on an emergency basis, the Business Office personnel shall have another person or campus security escort them from Treasury to Adams Center.

Business Affairs 15

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

UM Foundation Accounts Accounting and Gift Processing Setting up a new account New accounts at the Foundation should be established in cooperation with the development director responsible for the constituent group seeking a new account. All accounts, with the exception of scholarship funds, require signatory cards. As new faculty or staff members are hired or changes are made as to who will be signators of such funds, it is the responsibility of the department or school to inform the Foundation so new signatory cards can be prepared and signed. Signature cards are available and kept on file at the Foundation’s accounting office.

Account types Agency or custodial accounts are accounts for which the Foundation acts as an agent for another separately incorporated 501(c)(3) organization which exists to benefit the University. The Foundation also acts as an agent for assets that are managed for the benefit of UM, but are not owned by the Foundation. The Foundation will not act as an agent for an organization unrelated to the University.

Current accounts are accounts established for current funds available to be spent upon short notice. Examples of such funds are University unrestricted or University restricted funds. These funds can be spent upon presentation of a completed Request for Withdrawal of Funds Form, signed by the account signatory, for a purpose within the general guidelines of the Foundation and the University. A current account does not accrue interest. Funds termed University unrestricted are donor designated to and disbursed at the discretion of a particular school, department, or program and for a specific purpose.

Endowment (true) accounts are accounts for specifically designated funds in which the corpus of the fund is perpetual and income only is expended for the restricted purpose of the fund. Such funds must have a balance of $20,000 or more. An endowed fund is invested for growth.

Term Endowments are specifically designated funds in which the corpus of the fund is to be preserved until a future event occurs and until such time, net appreciation only is expended for the restricted purpose of the fund. Only the donor can establish this restriction. Such funds must have a balance of $20,000 or more.

Quasi-Endowments are restricted or unrestricted funds with or without a specific designation in which the corpus of the fund is to be managed as if perpetual, but can be spent in part or in its entirety, in addition to net appreciation, for the designated purpose of the fund. The donor, dean, or signatory, can establish this type of fund. Such funds must have a balance of $20,000 or more.

Term accounts are current accounts established for restricted sources of dollars, which are current funds but will not necessarily be spent immediately. Examples of such funds are University restricted funds designated for special purposes or uses extending over a period of more than one year. Term accounts are eligible to earn interest (1% above passbook) if an average minimum balance of $10,000 is maintained throughout the year.

Designation for term accounts is not automatic but must be requested in writing.

Business Affairs 16

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

How to spend money from UM Foundation accounts Disbursement of funds from Foundation accounts must be in accordance with UM Foundation and University guidelines (see UM Foundation Disbursement Guidelines below). Accounts must have adequate funds available. When requesting disbursement, a Foundation Request for Withdrawal of Funds form, available from the Foundation office, must be submitted to the Foundation for approval and payment. When the payee and authorizing signatory for the account are one and the same, the payee’s immediate supervisor must approve the request. Certain distribution requests (as noted in the Guidelines below) require approval by senior campus administrators, to include the appropriate dean, University Vice President, or University President.

Upon receiving a request form, Foundation accounting staff reviews the request and verifies signature(s) and other applicable information. Any questionable requests are referred to the Foundation President or the Vice President for Operations for approval or follow up.

Disbursements will be made according to the Foundation’s disbursement schedule.

Requests received by the Foundation by Wednesday at noon normally will be paid on Friday afternoon.

The Foundation will release information concerning Foundation-held departmental accounts to authorized personnel only. In general, information regarding a departmental account is released to the following: appropriate Foundation personnel, the signatory for the account, and designees of the signatory (such designations must be made in writing). In addition, those persons within the department with authority above that of the signatory are generally authorized for access to account information. The University President, Vice President, Provost and others with universal authority may have access to all departmental accounts. When the request for information comes from a source not specifically identified in this policy, or is deemed unusual, it must be cleared through the Foundation President or Vice President for Operations before information is released.

UM Foundation Disbursement Guidelines Allowable disbursements are for expenses incurred in keeping with the Foundation’s mission of supporting the University of Montana with private resources. Donors provide funds to the Foundation with the expectation that those funds will be used to support University of Montana programs. The appropriateness of an expense should be considered before incurring it, and before requesting reimbursement from a Foundation account. Before disbursement, the Foundation reviews all requests to verify that the request is consistent with the stated intent of the donor. Unusual circumstances are to be cleared through the Foundation President or Vice President for Operations before the expense is incurred.

General Expenditure Categories Foundation guidelines for determining allowable uses of Foundation funds include, but are not limited to, general expenditure categories as follows:

Business Affairs 17

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

1. Salary/wage/award, moving expenses, or other payments Support for compensation, awards, or moving expenses for a University employee is allowed. Payment will be processed through the University Payroll Office and funds will be transferred from the Foundation to the appropriate University account. Direct payment to faculty, staff, students, and/or other full or part time employees of the University is not allowed.

Payments to all non-US citizens are at the discretion of the University of Montana Foundation because special Internal Revenue Service regulations apply. If approved, these payments will also be processed through the University Human Resource Services office.

Payments for country club dues, spousal or other family member travel or other payments that are deemed as compensation by the IRS are not encouraged but are allowed with authorization from the immediate supervisor. Request for such payments will initiate notification of the University’s Human Resource Service offices and the amount will be included as compensation on the employee’s W2 form as appropriate.

2. Honoraria, consulting fees, or contracted services Direct payment of an honorarium, consulting fee, or contract for services is allowed provided the individual receiving payment is not an employee of the University. If the individual is a University employee, refer to category 1.

Payments to eligible individuals represent taxable income to the recipient and as such the social security number and current address of the payee must be provided at the time payment is requested. A request for payment to an independent contractor must include a completed and signed Contracted Services form, available on the UM Business services web site at: http://www.umt.edu/bussrvcs/forms.htm 3. Entertainment expenses Reimbursement of expenses incurred for entertaining guests of the University is allowed when approved by senior campus administrators, as noted above.

Reimbursement is limited to expenses incurred for travel, food and lodging of guests and the associated expenses for the University employees accompanying the guests. Requests for reimbursement for entertainment expenses must include itemized receipts and list those individuals (including staff) who were present. Gratuity is limited to 20 percent.

4. Receptions, events, etc.

Reimbursement for or payment of expenses incurred for activities such as receptions or events is allowed, provided the function is in conjunction with University related activities and has approval from senior campus administrators. If payment for alcohol through UC Catering is required, the UM alcohol approval form must be signed at UC Catering prior to the event.

5. Gifts Reimbursement for purchase of reasonable gifts $100 or less, is allowed.

Reimbursement for gifts above this amount must be approved by the President of the University. Requests for reimbursement must include the reason for the occasion or gift purchase.

Business Affairs 18

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

6. Contributions or donations to other non-profit organizations Contributions to other non-profit organizations are not allowed. A memorial donation, however, may be made in the place of flowers sent for a funeral.

7. Association or service club dues Payment for individual faculty/staff members’ association or service club dues is allowed with the approval of the immediate supervisor.

8. Faculty and staff travel Reimbursement for receipted expenses for lodging and meals is allowed. If a receipt is lost for an expense of $10.00 or less, the traveler may estimate the expense to be reimbursed. Original receipts are required for all expenses over $10.00. The traveler may choose to submit receipted expenses or claim per diem (at University rates) for lodging and meals. Mileage will be paid at the state rate or actual out of pocket gas expenses will be reimbursed for fuel expended on the trip. “Unreasonable” travel expenditures as defined by the IRS or as otherwise prescribed by law are not allowed.

9. Requests for travel advances Travel advances are allowed and must be received by the Foundation in accordance with disbursement schedule prior to travel. A copy, marked as such, of the original Request for Withdrawal of funds form and original receipts are required to clear the advance upon return. Only one outstanding advance per person is allowed and it must be cleared within 30 days of travel.

The Foundation President or the Vice President of Operations must approve exceptions.

10. Magazine subscriptions or other publications Payment for magazine or other subscriptions or publications is only allowed when directly related to department teaching, research, and/or public service activities. Subscriptions must be mailed to a University department or office or to a UM library.

11. Supplies and capital equipment Purchases of supplies and capital equipment used for teaching, research, and/or service activities is allowed. Capital equipment is currently defined by the University as those items costing $5,000 or more and having a useful life of one year or more. Purchases of capital equipment do not have to be made through the University purchasing system.

Title to and inventory control of capital equipment purchased from Foundation funds is automatically transferred to the University at the time of purchase, unless specifically indicated otherwise by the Foundation. Equipment purchased from Foundation funds will be recorded and labeled as a part of the University Fixed Asset System.

12. Student scholarships and awards Funds for payments to students for scholarships or awards are transferred to UM as requested by the University. Direct payments to students are generally not allowed. If direct payment to a student is necessary, the check will be Business Affairs 19

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

made out to the University of Montana and the student, and will be sent to the Financial Aid Office and is then forwarded to Griz Central for distribution to the student.

13. UM agency funds Agency funds sent from the University of Montana to the University of Montana Foundation cannot be directly expensed from the Foundation.

Payment requests must direct the funds to an index account held at the University of Montana Business Services office. That office makes the expenditure based on University of Montana guidelines.

14. Other Uses of Foundation funds not directly related to the above categories, or relating to unusual circumstances, should be cleared through the Foundation President or Vice President for Operations before incurring the expense.

It is the intent of this policy to provide general guidelines with regard to the expenditure of funds donated to the UM Foundation for the benefit of the University. It is not meant to list every possible allowable or non-allowable expenditure as it is presumed that University personnel will at all times, respect their fiduciary and ethical responsibility to the donors who have contributed these funds in support of the University’s mission. Any expenditures that are for personal benefit or use are not allowed. Common sense and good business ethics dictate that such things as payment of traffic or parking fines, purchase of cultural or athletic tickets for oneself or other University personnel or students are not allowed. When questions arise as to the appropriateness of an expenditure, it must be cleared through the Foundation President or Vice President for Operations before the expense is made. It will not be honored after the fact.

Business Affairs 20

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

GENERAL DEPARTMENTAL POLICIES Car Stipend Policies The following shall apply to the Car Stipend Program:  Distribution of stipends Football Men’s Basketball Women’s Basketball Volleyball Golf Women’s Tennis Men’s Tennis Track Soccer Administration

7 4 4 1 1 1 1 1 1 9

 The stipend amounts are set by the Athletic Director.

IPads, Tablets and other PDAs The employee’s supervisor shall approve the purchase of ipads, tablets or other PDAs for departmental staff. The individual must demonstrate a working function that necessitates the use of stated items from above. The Athletic Department will assume the monthly charges for any data plan associated with approved devices.

Any additional coaches or support personnel beyond the maximum wanting to upgrade to these devices can do so upon approval by the Director of Athletics.

General 1

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Football Travel Party Dress Code and Conduct Code Dress Code All travelers with football must recognize that they are viewed from the outside as part of the overall travel party. This includes athletic staff members who are traveling in a nonworking capacity. As such, we expect everyone in the travel party to represent the University well in its appearance. We request that football travel party members wear khakis/dress pants and a nice shirt/polo (no jeans or t-shirts) when traveling from Missoula to the competition site. (This policy is highly recommended for boosters.)

Conduct Code As a member of the football travel party, your actions on football trips reflect on the department and University. Keep this in mind when making choices on the road. Travel party members who appear to be intoxicated will not be allowed on the sidelines.

Further, if you are traveling with a working function, all of your work-related travel duties take first priority to any personal activities you may want to do. In addition, it is expected that you will respond to all communication (phone, texts, email) in relation to your travel duties, even when on “free time”.

Team Transportation It is the primary responsibility of the UM Athletic Department and its staff members to protect and ensure the welfare of the student-athletes in their charge. As such the following policies will apply to team transportation. (Also see University and State transportation policies at http://mus.edu/borpol/bor1000/1002-2.pdf and http://www.mtrules.org/gateway/Subchapterhome.asp?scn=2%2E6%2E2)  Full size vans can never be used.  A UM employee must accompany the team and serve as the primary trip administrator. A volunteer coach can serve in this capacity as long as he/she has completed the volunteer contract with the Athletics Business Office, and is recorded with the Compliance Office as a volunteer coach.  All student-athletes traveling to participate in competition are expected to use team transportation. However, on rare occasions, students may travel on their own because of unique circumstances (i.e., to take an exam). Students doing so must receive prior approval from the Senior Associate Athletic Director/SWA.  Student-athletes are not allowed to travel to a competition at which there is no coach or other UM employee present.

General 2

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Van Certification  University policy requires that anyone driving a vehicle that can carry 8 or more passengers for University activity must have successfully completed a specific van training course.  University activity includes travel related to athletic competition, practices, shuttles to the airport, and the like.  Athletic departmental policy prohibits students from driving 8-passenger or more vehicles which contain passengers at any given time while on University business.

Competition Scheduling – Finals Week It is the mission of the UM Athletic Department to provide opportunities for studentathletes to fully develop their academic potential. Further, it is the responsibility of the Department to support the academic endeavors of its student-athletes and remove any barriers to their academic success.

Therefore, the Athletic Department will not schedule away-from-home non-conference competition during the five days of finals week each semester.

Competition Scheduling – Location Restriction In order to be mindful of tough economic times, and to encourage responsible and efficient use of budget, sports programs shall make every effort to schedule competitions at locations west of the Mississippi. Competitions east of that dividing line must be preapproved before committing to the competition. Requests are to be submitted to Jean Gee for discussion by the departmental budget and strategic planning group.

Foreign Travel All foreign travel using state funds (in whole or part), must be pre-approved before any arrangements are made. This includes travel for recruiting, competition, development, and professional. It also includes travel to Canada and Mexico. Requests are to be submitted to Jean Gee for discussion by the departmental budget and strategic planning group. All foreign travel must follow the guidelines set forth by the University of Montana. In addition you must register for travel under the UM International Travel Registry: http://www.umt.edu/international-programs/international-travelregistration/default.php.

General 3

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Professional Development Travel UM Athletics Coaches, Administrators, and Staff Professional development is an important tool for employees to network with others in their field and to gain valuable knowledge that can be applied in their current positions.

At the same time, it is important to be mindful of budgetary issues and current fiscal times in the department and on campus.

All professional development travel must be pre-approved in writing (on the “Professional Development Travel Pre-Approval Request� form) by the employee’s supervisor before any travel arrangements are made. This policy applies in all cases, even when the travel is budgeted. The completed and signed pre-approval form must be attached to the campus travel request form. Upon return from the trip, employees are required to submit in writing to their supervisor a summary of what the employee learned and gained from the meeting.

General 4

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Department of Intercollegiate Athletics The University of Montana Professional Development Travel Request for Pre-Approval Complete all sections and submit to your supervisor for approval. Upon return from the travel, please submit to your supervisor a one paragraph summary of what you learned and gained from the meeting.

Employee Name

Date



Dates of travel



Location of meeting/conference (city and state)



Brief description of the meeting/conference



Total estimated cost (travel, hotel, per diem, etc.)

This travel is approved.

Supervisor Signature

Date

Employee: Attach completed form to your travel request form.

General 5

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Intercollegiate Athletic Information Technology Policy To provide the most efficient means of purchasing and organizing Athletic department Information Technology (IT) property, the following policy has been created.

IT Requests All IT related requests will be brought to the Athletic Department Computer Support Specialist (CSS), who will assess the details of the request and provide the proper course of action.

Technology Purchases The CSS will purchase all approved computer/technology related requests. These items will then be properly inventoried. Approval of computer requests is based on supported IT products, department standards, or special requested necessary technologies.

Software Purchases The CSS will purchase all approved software requests. This will enable the CSS to properly inventory all software licenses and prepare for eventual upgrades. The Athletic Department will provide standard office software to each machine. Any software specific to individuals or individual athletic sports will need to be purchased by that party requesting the software and must include the CSS in the purchase process. If necessary the CSS will assist in any RFP processes.

Supported IT Equipment and Software Due to the ever changing landscape of technology, the CSS will assess the needs of the Athletic Department and make decisions based on best case use scenarios. As such, Windows based computer systems are the standard and will be support. Microsoft Office Products will also be supported. Attempts can be made to support other nonstandard software/hardware by the CSS, but it is not the primary duty to provide such service. The primary support provider for non-standard software and hardware is the original software/hardware manufacture or original seller that might provide support.

Mobile devices such as phones and tables are supported.

Support for software or hardware may change based on departmental changes or increased coverage provided by CSS. All changes will be approved by Athletic department administrators and amendments to the Technology Police will be made.

Personal IT Equipment and Software The CSS is not responsible for personally purchased hardware or software. Bringing your own devices to work are allowed and can be supported on a limited basis. Mobile devices purchased by the department for work use are supported; however, personal purchases, pictures, movies, and music associated with department devices are not supported. Which includes software that might enable department employees to purchase apps, music, movies, and other forms of entertainment used for personal use.

The backup of such data is also the responsibility of the user of the equipment or owner of the personal items. If requests are made to provide support for such devices or software, the CSS will make judgments based on priority to determine the best time to provide support for the request.

General 6

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

If personal devices are used for work purposes, access to work related data will need to be granted to the CSS for use in possible audits and for backup purposes. Backup procedures established by the Athletic Department will need to be maintained on the personal device(s) in use. The CSS will help setup the necessary software or establish the proper procedure in such cases.

Computer Use Policy Past discussions concerning email monitoring on campus have brought up additional concerns in terms of computer use within the Montana University Systems (MUS).

MUS have several policies in place designed to protect the networking environment from possible security threats. Threats can be defined in many ways, but are primarily defined as viruses, worms, Trojan Horses, and other malicious software designed to deny services, destroy data, or capture confidential information for fraudulent use.

It would be prudent for all employees to be mindful of the content they access over the Internet that would be viewed on MUS computer systems or on the institution’s network.

While it may be difficult to determine which sites carry malicious software, there are sites, usually deemed “inappropriate” that carry spyware, adware, and the above mentioned threats. Examples of such sites might include derogatory, racially offensive, sexually offensive, harassing, threatening or discriminatory content.

With that in mind, misuse of MUS computer systems can generate disciplinary actions if deemed necessary. In the case of MUS staff, it is the responsibility of the supervisor to ensure that employees are aware of the MUS policies and procedures, and comply with them.

For a complete listing, please see the entire policy at: http://www.umt.edu/it/policies/ It should also be realized that campus IT personnel have access to all internet sites viewed by MUS employees, as well as e-mails sent out. As a rule of thumb, e-mails should be considered as “postcards” in the mail, not a sealed letter. They are public records that can be recalled if so needed.

General 7

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Championship Award Policies If a sports program provides championship awards (i.e., rings), the following guidelines apply.  The sports program must work with the appropriate Athletics department administrator to coordinate awards.  The department will purchase awards (at the minimum level price) for the individuals below. The sports program can use foundation funds to purchase awards for others not on this list, and to pay the difference for a higher level price (purchasing 14K gold rather than luster). Further, the opportunity to purchase awards can be extended to other departmental personnel. No one outside the department, besides the President, should receive an award. The Athletic Director can approve exceptions to these guidelines.

Team Coaching Staff Eligible players Equipment managers Team manager(s) Administrative Assistant Athletic trainer(s)

Other Official travel party Athletic Director Executive Staff, as deemed appropriate University President

 The value of the award must meet the NCAA rules and limitations.  The decision of when to purchase awards is at the discretion of the head coach, in consultation with the Athletic Director (for example, if a team ties for the conference championship).

General 8

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

NCAA Team Championship Travel Policies The following policy represents the individuals who are allowed to travel with the team. It is not required that every position listed must travel if it is determined that its presence on the trip is not needed. Substitutions may not be made in that case.

 Coaching Staff and Spouses  Eligible Players  1 Athletic Trainer  1 ATC student  1 Sports Information  1 Team Manager  Team Administrator (Sr Assoc

 Spirit Squad/Coach (see specific NCAA sport championship travel policies)

 1 Mascot  4 Learfield representatives (Learfield purchase)

* = May be same person if NCAA travel policy allows.

AD/SWA, or Assoc AD/Internal)

 1 Development  1 TV or filmer  1 Radio  1 Will Call ticket coordinator*  1 Player Pass ticket coordinator*  President or Appointee/Spouse  Athletic Director  Band/Director (see specific NCAA sport

Additional Staff for Football Only:  3 Equipment Room  1 Additional Athletic Trainer  2 Additional ATC students  3 Additional Team Managers  1 Team Physician  Booster Coordinator (if boosters travel)

championship travel policies)

 These individuals represent those who may be listed as part of the “official travel party” as determined by NCAA travel reimbursement policy for that specific sport.  For individuals outside of the above list, Foundation or private funding sources must be identified for payment of all expenses related to the travel. (Based on seat/hotel availability.)  All NCAA travel guidelines must be followed.  Spousal/family travel is considered a taxable benefit and as such, the value will be recorded as non-cash compensation on the employee’s payroll record. All expenses provided to family are reported to the office of Human Resource Services and they determine those expenses that are considered taxable within the IRS regulations.

General 9

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Hackney Equipment Center Uniform and apparel replacement procedures All sports 

All uniforms and warm-ups for competition are replaced on a three-year staggered cycle. o Example: first year home uniform, second year away uniform, third year warm-up. The cycle is then repeated.



All practice apparel is replaced on an as-needed basis. o Torn or damaged item o Out of production item (at discretion of head equipment manager or sport related head coach) o Lost or stolen item (student-athlete must pay replacement cost)



All competition and practice equipment is replaced on an as-needed basis. o Manufacture recommended life span reached o Equipment broken or damaged

Nike Ordering procedure            

Contact head coach or appropriate assistant coach for ordering.

Review ordering process, contract and terms.

Set up time lines for ordering process.

Set up meeting with coaches and external representative.

Review available products.

Establish needs list.

Assure needs list is appropriate with needs of particular sport.

Assure products are in compliance with NCAA rules and regulations.

Order appropriate apparel or equipment.

Review orders and check timelines and delivery dates.

Receive and inventory items.

Issue items to appropriate sport.

General 10

G R I Z Z L Y

P O L I C I E S

General 11

&

A T H L E T I C S

P R O C E D U R E S

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

General 12

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Media Credential Policy Effective August 1, 2011 Press Credentials Media credentials must be requested at least one week prior to the game. Please contact Dave Guffey, Associate Athletic Director, at 406-243-5402 or guffeydb@mso.umt.edu. Credentials will not be mailed and may be picked up at the Media Relations Office located in Adams Center from noon on Thursday until Friday at 4:00 p.m. Credentials not picked up by then will be available at “will call” in the Adams Center Box Office from 9:00 a.m. until kickoff on game day.

Media credentials are issued solely to the person identified on it. It may not be transferred or used by any other person. Acceptance of a media credential requires compliance with all NCAA and UM rules and regulations applicable to the media credential. Any breach or failure to comply with these terms, conditions, rules and/or regulations may result in the cancellation and withdrawal of the media credential, including but not limited to the expulsion from the athletics event for which it was issued, and denial of a media credential for any and all future athletics events.

Internet Sites Websites that represent a legitimate news service and provide coverage of UM athletics, the visiting team and/or college football on a regional or national level on a regular basis are eligible for credentials.

Websites that do not employ professional journalists will not be issued credentials. In addition, websites that sponsor message boards, message centers or chat rooms where people are allowed to post anonymous information will not be issued credentials. Web sites that do qualify for credentials will be issued one (1) credential, and due to lack of space, will NOT have a seat in the Washington-Grizzly Stadium or on press row in Dahlberg Arena.

Those websites that do not qualify for a credential are welcome to attend practices and press conferences to cover the applicable sport(s).

Team Area Pass Procedure Per NCAA rules the team area shall be limited to squad members in “full uniform” and a maximum of 60 other individuals directly involved in the game.

The University of Montana of Montana elects to issue all 60 passes.

The first 20 twenty passes are to be reserved for game management personnel - this includes and is limited to the following; team physicians, athletic trainers and equipment room personnel. The Associate Athletic Director for Internal Operations is responsible for the distribution of these 20 passes.

The remaining 40 passes are held for the coaching staff, managers, any player not in full uniform and other individuals directly involved in the game. The head football coach will be responsible for distribution of these 40 passes.

General 13

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

RHINEHART ATHLETIC TRAINING CENTER THE UNIVERSITY OF MONTANA-MISSOULA EMERGENCY ACTION PLAN (EAP) Emergency situations may arise at anytime during athletic practices and/or events. Expedient action must be taken in order to provide the best possible care to the athletes and/or life threatening conditions. The development and implementation of an EAP will help ensure that the best care will be provided.

Athletic organizations should develop an EAP that may be implemented immediately when necessary and to provide appropriate standards of health care to all sports participants. As athletic injuries may occur at any time and during any activity, the athletic medicine team must be prepared. This preparation involves formulation of an EAP, proper coverage of events, maintenance of appropriate emergency equipment and supplies, utilization of appropriate emergency medical personnel, and continuing education in the area of emergency medicine. Hopefully, through careful pre-participation physical screening, adequate medical coverage, safe practice and training techniques and other safety avenues, some potential emergencies may be averted. However, accidents and injuries are inherent with sports participation and proper preparation on the part of the athletic medicine team will enable each emergency situation to be managed appropriately.

EAP With athletic practice and competition, the first responder to an emergency situation is typically a member of the athletic medicine staff, most commonly a certified and/or athletic training student. A team physician will not often be present at practices, but will be available at some competitions. The type and degree of athletic medicine coverage for an athletic event may vary widely, based on such factors as the sport or activity, the setting, and the type of training or competition. The first responder in some instances may be a coach or other institutional personnel. Training in cardiopulmonary resuscitation (CPR), prevention of disease transmission, and EAP review shall be required for all athletic department personnel associated with practices, competitions, skill instruction, strength training, and conditioning.

The development of an EAP cannot be complete without the formation of an emergency team. The emergency team may consist of a number of healthcare providers including physicians, emergency medical technicians, certified athletic trainers, athletic training students, coaches, managers, and possibly, bystanders. Roles of these individuals within the emergency team may vary depending on various factors such as the number of members of the team, the athletic venue itself, or the preference of the head certified athletic trainer. There are four basic roles with in the emergency team. The first, and most important role, is assuring that the scene is safe, then provide immediate care to the injured athlete. Acute care in an emergency situation should be provided by the most qualified individual on the scene. Individuals with fewer professional or academic credentials should yield to those with more appropriate training. The second role, equipment retrieval, may be done by anyone on the emergency team who is familiar with the types and location of the specific equipment needed.

Athletic training students, managers and coaches are good choices for this role. The third role, Emergency Medical Services (EMS) activation, may be necessary in situations where emergency transportation is not already present at the event. This should be done as soon as the situation is deemed an emergency or a life-threatening event. Time is the most critical factor under emergency conditions. Activating the EMS system may be done by anyone on the team. The person chosen for this duty should be someone who is calm under pressure and who communicates well over the telephone. This person should be familiar with the location and address of the sporting event. After EMS has been activated, the fourth role in the emergency team should be performed, which is directing the EMS to the scene. One member of the team should be responsible for meeting emergency medical personnel as they arrive at the site of the event. Depending on ease of access, this person General 14

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

should have keys to any locked gates or doors that may slow the arrival of the medical personnel. An athletic training student, manager or coach may be appropriate for this role.

Roles Within the Emergency Team 1. Establish scene safety and give immediate care to injured individual 2. Emergency equipment retrieval 3. Activation of EMS 4. Direction of EMS to scene Activating the EMS System Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

When forming the emergency team, it is important to adapt the team to each situation or sport. It may also be advantageous to have more than one individual assigned to each role. This allows the emergency team to function even though all members may not be present at every event.

Emergency Communication Communication is the key to quick delivery of emergency care in athletic injury situations. Athletic trainers and emergency medical personnel must work together to provide the best possible care to injured athletes. Communication prior to the event is a good way to establish boundaries and to build rapport between both groups of professionals. If emergency medical transportation is not available on site during a particular sporting event, direct communication with the emergency medical system at the time of injury or illness is necessary.

Access to a working telephone or other telecommunication device whether fixed or mobile, should be assured. The communication system should be checked prior to each practice or competition to ensure proper working order. A back-up communication plan should be in effect should there be failure of the primary communication system. The most common method of communication is a public telephone, however a cell phone is preferred if available. At any athletic venue, whether home or away, it is important to know the location of a workable telephone. Pre-arranged access to the phone should be established if it is not easily accessible.

Emergency Equipment All necessary emergency equipment should be at the site and quickly accessible. Personnel should be familiar with the function and operation of each type of emergency equipment. This equipment should be in good operating condition, and personnel must be trained in advance to use it properly.

Emergency equipment should be checked on a regular basis and its proper use rehearsed by emergency personnel. The emergency equipment available should be appropriate for the level of training of the emergency medical providers.

It is important to know the proper way to care for and store the equipment as well. Equipment should be stored in a clean and environmentally controlled area. It should be readily available when emergency situations arise.

General 15

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Transportation Emphasis is placed at having an ambulance on-site at high risk sporting contests. EMS response time is additionally factored in when determining on site ambulance coverage. The University of MontanaMissoula coordinates on site ambulances for competition in football, men’s and women’s basketball.

Ambulances may be coordinated on-site for other special events/sports, such as major tournaments, or when required for Big Sky Conference or NCAA sponsored events. Consideration is given to the capabilities of transportation services available (i.e., Basic Life Support or Advance Life Support) and the equipment and level of trained personnel on board the ambulance. In the event that an ambulance is on site, there should be a designated location with rapid access to the site and a cleared route for entering/exiting the venue.

In the emergency evaluation, the primary survey assists the emergency care provider in identifying emergencies requiring critical intervention and in determining transport decisions. In an emergency situation, the athlete should be transported by ambulance, where the necessary staff and equipment are available to deliver appropriate care. Emergency care providers should refrain from transporting medically unstable athletes in inappropriate vehicles. Care must be taken to ensure that the activity areas are supervised if the hosting emergency team member must leave the site when transporting the athlete.

Non-Medical Emergencies For the following non-medical emergencies: fire, bomb threats, severe weather and violent or criminal behavior, refer to the EAP checklist from Public Safety and follow the instructions.

Conclusion The importance of being properly prepared when athletic emergencies arise cannot be stressed enough. An athlete’s survival may hinge on how well trained and prepared athletic healthcare personnel are. It is prudent to invest in athletic department “ownership” in the EAP by involving the athletic administration and sport coaches as well as athletic medical personnel. The EAP should be reviewed at least once a year with all athletic personnel. An appropriate review of CPR will be done on an as needed basis. Coaches should track their training and notify RATC staff if they need retraining (every 2 years).

Through development and implementation of the EAP, the University of Montana-Missoula helps ensure that the athlete will have the best care provided when an emergency situation occurs.

CATASTROPHIC INJURY INFORMATION MANAGEMENT This policy delineates roles and actions taken following a catastrophic injury (head/neck, death).

Catastrophic injuries present specific concerns for the UM Department of Intercollegiate Athletics, which may require that special action(s) be taken by the entire department.

In the event of a catastrophic injury: a. Medically, the highest-level medically trained person is in charge of management of the injury onsite. The Athletic Trainer is the person who will assume responsibility of contacting the parents, in association with the Team Physician (or other physician as appropriate), Director of Athletics, and/or other university administrator. This person will also address both the coaching staff and team to clarify the nature and extent of the injury. This person will act as the disseminator of information to the appropriate people until the Athletic Media Relations staff is prepared to do so. The Athletic Trainer will activate the process detailed in this policy. b. Team Physician—care provided if appropriate. Contact parents initially with the hospital personnel and the Athletic Trainer. Act as the liaison with the hospital providing care. Assist with hospital media relations as needed. Address the media as warranted (with assistance from other medical personnel associated with the case). Address the team as time and opportunity allow. Coordinate General 16

G R I Z Z L Y

P O L I C I E S

c.

d.

e.

f.

g.

&

A T H L E T I C S

P R O C E D U R E S

referral of patient to other physicians as indicated. Assist, as appropriate, with counseling for team members.

Athletic Training Students will assist the Certified Athletic Trainer with management of the injury.

They will assist as needed with follow-up care or contacting of other individuals. They will not talk to the media or others regarding the nature of the injury, including members of the University Media Relations staff. Refer all questions to the Head Athletic Trainer.

The Director of Athletics—or their designee in his/her absence should assume all administrative responsibilities. The Director of Athletics is responsible for contacting University personnel, including administrative personnel and legal counsel. The insurance company should be contacted by appropriate channels through the supervision of the Director of Athletics. The Director of Athletics will be one of the people designated to speak with the media as appropriate. This person will act in a supporting role regarding communication with the parents.

Coaches—will hold a team meeting following the incident for information purposes. The Head Coach will be the only member of the staff designated to talk to the media. The Head Coach shall inform team members that they shall not speak to the media. The coaching staff will be expected to monitor the team for persons requiring further counseling assistance after the incident. It is understood that the coaching staff will contact the Athletic Trainers for information when needed.

Athletic Media Relations—act as the primary media relations person after the initial injury. It is expected that the Team Physician, Director of Athletics, and the Head Coach will talk to the media initially. The Athletic Media Relations Office will be the sole media information source after that time and they will coordinate any special requests for interviews by the media. This may include updating information from the hospital, etc., as needed.

UM Counseling Center—will be available to meet with the team at a time and location determined by the coaching staff. They will be available and take an active role in providing counseling services to the team, individual team members, and other related personnel as needed.

All of the following steps will be completed following the initial care and treatment of the student-athlete: a. The family must be notified of the student-athlete’s condition and location. The information to contact the parents will be provided by the Athletic Trainer, and/or Athletic Media Relations staff member. This contact should be from the first available location after the nature of the injury can be ascertained. b. The Team Physician should be contacted if not already involved in the care of the student-athlete. c. The Director of Athletics or designee should be notified and they should initiate contact of other University personnel as described above. d. The Head Coach should contact the Athletic Trainer at the hospital and set-up team meeting, including both time and location. Where possible, the team's locker room should be used for this meeting. There must be adequate time for the Athletic Trainer to arrive at the meeting. Where possible, all members of the team should be in attendance, as well as the coaches, Team Physician if possible, and a representative of the UM Counseling Center to serve as a liaison. It must be understood by all members of the coaching staff, athletic support staff, and student-athletes that they are not to discuss the information provided in the meeting to the media or any other outside source. The meeting is for the team's information only and to assist them in dealing with the situation. Because of confidentiality issues, this meeting is considered closed and only open to those listed above.

General 17

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

RHINEHART ATHLETIC TRAINING CENTER THE UNIVERSITY OF MONTANA-MISSOULA EMERGENCY ACTION PLAN (EAP) Emergency situations may arise at any time during athletic practices and/or events. Expedient action must be taken in order to provide the best possible care to the athletes and/or life threatening conditions. The development and implementation of an EAP will help ensure that the best care will be provided.

Athletic organizations should develop an EAP that may be implemented immediately when necessary and to provide appropriate standards of health care to all sports participants. As athletic injuries may occur at any time and during any activity, the athletic medicine team must be prepared. This preparation involves formulation of an EAP, proper coverage of events, maintenance of appropriate emergency equipment and supplies, utilization of appropriate emergency medical personnel, and continuing education in the area of emergency medicine. Hopefully, through careful pre-participation physical screening, adequate medical coverage, safe practice and training techniques and other safety avenues, some potential emergencies may be averted. However, accidents and injuries are inherent with sports participation and proper preparation on the part of the athletic medicine team will enable each emergency situation to be managed appropriately.

EAP With athletic practice and competition, the first responder to an emergency situation is typically a member of the athletic medicine staff, most commonly a certified and/or athletic training student. A team physician will not often be present at practices, but will be available at some competitions. The type and degree of athletic medicine coverage for an athletic event may vary widely, based on such factors as the sport or activity, the setting, and the type of training or competition. The first responder in some instances may be a coach or other institutional personnel. Training in cardiopulmonary resuscitation (CPR), prevention of disease transmission, and EAP review shall be required for all athletic department personnel associated with practices, competitions, skill instruction, strength training, and conditioning.

The development of an EAP cannot be complete without the formation of an emergency team. The emergency team may consist of a number of healthcare providers including physicians, emergency medical technicians, certified athletic trainers, athletic training students, coaches, managers, and possibly, bystanders. Roles of these individuals within the emergency team may vary depending on various factors such as the number of members of the team, the athletic venue itself, or the preference of the head certified athletic trainer. There are four basic roles with in the emergency team. The first, and most important role, is assuring that the scene is safe, then provide immediate care to the injured athlete. Acute care in an emergency situation should be provided by the most qualified individual on the scene. Individuals with fewer professional or academic credentials should yield to those with more appropriate training. The second role, equipment retrieval, may be done by anyone on the emergency team who is familiar with the types and location of the specific equipment needed.

Athletic training students, managers and coaches are good choices for this role. The third role, Emergency Medical Services (EMS) activation, may be necessary in situations where emergency transportation is not already present at the event. This should be done as soon as the situation is deemed an emergency or a life-threatening event. Time is the most critical factor under emergency conditions. Activating the EMS system may be done by anyone on the team. The person chosen for this duty should be someone who is calm under pressure and who communicates well over the telephone. This person should be familiar with the location and address of the sporting event. After EMS has been activated, the fourth role in the emergency team should be performed, which is directing the EMS to the scene. One member of the team should be responsible for meeting emergency medical personnel as they arrive at the site of the event. Depending on ease of access, this person should have keys to any locked gates or doors that may slow the arrival of the medical General 18

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

personnel. An athletic training student, manager or coach may be appropriate for this role.

Roles Within the Emergency Team 1. Establish scene safety and give immediate care to injured individual 2. Emergency equipment retrieval 3. Activation of EMS 4. Direction of EMS to scene Activating the EMS System Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

When forming the emergency team, it is important to adapt the team to each situation or sport. It may also be advantageous to have more than one individual assigned to each role. This allows the emergency team to function even though all members may not be present at every event.

Emergency Communication Communication is the key to quick delivery of emergency care in athletic injury situations. Athletic trainers and emergency medical personnel must work together to provide the best possible care to injured athletes. Communication prior to the event is a good way to establish boundaries and to build rapport between both groups of professionals. If emergency medical transportation is not available on site during a particular sporting event, direct communication with the emergency medical system at the time of injury or illness is necessary.

Access to a working telephone or other telecommunication device whether fixed or mobile, should be assured. The communication system should be checked prior to each practice or competition to ensure proper working order. A back-up communication plan should be in effect should there be failure of the primary communication system. The most common method of communication is a public telephone, however a cell phone is preferred if available. At any athletic venue, whether home or away, it is important to know the location of a workable telephone. Pre-arranged access to the phone should be established if it is not easily accessible.

Emergency Equipment All necessary emergency equipment should be at the site and quickly accessible. Personnel should be familiar with the function and operation of each type of emergency equipment. This equipment should be in good operating condition, and personnel must be trained in advance to use it properly.

Emergency equipment should be checked on a regular basis and its proper use rehearsed by emergency personnel. The emergency equipment available should be appropriate for the level of training of the emergency medical providers.

It is important to know the proper way to care for and store the equipment as well. Equipment should be stored in a clean and environmentally controlled area. It should be readily available when emergency situations arise.

General 19

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Transportation Emphasis is placed at having an ambulance on-site at high risk sporting contests. EMS response time is additionally factored in when determining on site ambulance coverage. The University of MontanaMissoula coordinates on site ambulances for competition in football, men’s and women’s basketball.

Ambulances may be coordinated on-site for other special events/sports, such as major tournaments, or when required for Big Sky Conference or NCAA sponsored events. Consideration is given to the capabilities of transportation services available (i.e., Basic Life Support or Advance Life Support) and the equipment and level of trained personnel on board the ambulance. In the event that an ambulance is on site, there should be a designated location with rapid access to the site and a cleared route for entering/exiting the venue.

In the emergency evaluation, the primary survey assists the emergency care provider in identifying emergencies requiring critical intervention and in determining transport decisions. In an emergency situation, the athlete should be transported by ambulance, where the necessary staff and equipment are available to deliver appropriate care. Emergency care providers should refrain from transporting medically unstable athletes in inappropriate vehicles. Care must be taken to ensure that the activity areas are supervised if the hosting emergency team member must leave the site when transporting the athlete.

Non-Medical Emergencies For the following non-medical emergencies: fire, bomb threats, severe weather and violent or criminal behavior, refer to the EAP checklist from Public Safety and follow the instructions.

Conclusion The importance of being properly prepared when athletic emergencies arise cannot be stressed enough. An athlete’s survival may hinge on how well trained and prepared athletic healthcare personnel are. It is prudent to invest in athletic department “ownership” in the EAP by involving the athletic administration and sport coaches as well as athletic medical personnel. The EAP should be reviewed at least once a year with all athletic personnel. An appropriate review of CPR will be done on an as needed basis. Coaches should track their training and notify RATC staff if they need retraining (every 2 years).

Through development and implementation of the EAP, the University of Montana-Missoula helps ensure that the athlete will have the best care provided when an emergency situation occurs.

CATASTROPHIC INJURY INFORMATION MANAGEMENT This policy delineates roles and actions taken following a catastrophic injury (head/neck, death).

Catastrophic injuries present specific concerns for the UM Department of Intercollegiate Athletics, which may require that special action(s) be taken by the entire department.

In the event of a catastrophic injury: a. Medically, the highest-level medically trained person is in charge of management of the injury onsite. The Athletic Trainer is the person who will assume responsibility of contacting the parents, in association with the Team Physician (or other physician as appropriate), Director of Athletics, and/or other university administrator. This person will also address both the coaching staff and team to clarify the nature and extent of the injury. This person will act as the disseminator of information to the appropriate people until the Athletic Media Relations staff is prepared to do so.

The Athletic Trainer will activate the process detailed in this policy.

General 20

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

b. Team Physician—care provided if appropriate. Contact parents initially with the hospital personnel and the Athletic Trainer. Act as the liaison with the hospital providing care. Assist with hospital media relations as needed. Address the media as warranted (with assistance from other medical personnel associated with the case). Address the team as time and opportunity allow. Coordinate referral of patient to other physicians as indicated. Assist, as appropriate, with counseling for team members. c. Athletic Training Students will assist the Certified Athletic Trainer with management of the injury.

They will assist as needed with follow-up care or contacting of other individuals. They will not talk to the media or others regarding the nature of the injury, including members of the University Media Relations staff. Refer all questions to the Head Athletic Trainer. d. The Director of Athletics—or their designee in his/her absence should assume all administrative responsibilities. The Director of Athletics is responsible for contacting University personnel, including administrative personnel and legal counsel. The insurance company should be contacted by appropriate channels through the supervision of the Director of Athletics. The Director of Athletics will be one of the people designated to speak with the media as appropriate. This person will act in a supporting role regarding communication with the parents. e. Coaches—will hold a team meeting following the incident for information purposes. The Head Coach will be the only member of the staff designated to talk to the media. The Head Coach shall inform team members that they shall not speak to the media. The coaching staff will be expected to monitor the team for persons requiring further counseling assistance after the incident. It is understood that the coaching staff will contact the Athletic Trainers for information when needed. f. Athletic Media Relations—act as the primary media relations person after the initial injury. It is expected that the Team Physician, Director of Athletics, and the Head Coach will talk to the media initially. The Athletic Media Relations Office will be the sole media information source after that time and they will coordinate any special requests for interviews by the media. This may include updating information from the hospital, etc., as needed. g. UM Counseling Center—will be available to meet with the team at a time and location determined by the coaching staff. They will be available and take an active role in providing counseling services to the team, individual team members, and other related personnel as needed.

All of the following steps will be completed following the initial care and treatment of the student-athlete: a. The family must be notified of the student-athlete’s condition and location. The information to contact the parents will be provided by the Athletic Trainer, and/or Athletic Media Relations staff member. This contact should be from the first available location after the nature of the injury can be ascertained. b. The Team Physician should be contacted if not already involved in the care of the student-athlete. c. The Director of Athletics or designee should be notified and they should initiate contact of other University personnel as described above. d. The Head Coach should contact the Athletic Trainer at the hospital and set-up team meeting, including both time and location. Where possible, the team's locker room should be used for this meeting. There must be adequate time for the Athletic Trainer to arrive at the meeting. Where possible, all members of the team should be in attendance, as well as the coaches, Team Physician if possible, and a representative of the UM Counseling Center to serve as a liaison. It must be understood by all members of the coaching staff, athletic support staff, and student-athletes that they are not to discuss the information provided in the meeting to the media or any other outside source. The meeting is for the team's information only and to assist them in dealing with the situation. Because of confidentiality issues, this meeting is considered closed and only open to those listed above.

General 21

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

RHINEHART ATHLETIC TRAINING CENTER THE UNIVERSITY OF MONTANA-MISSOULA EMERGENCY ACTION PLANs West Auxiliary Gym (WAG) Emergency Personnel 1. Certified athletic trainer and athletic training student on site for all in-season practices and competitions 2. UM Coaches 3. Physician may be on site for competitions Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone 3. Fixed telephone line in Rhinehart Athletic Training Center (406)243-6362 — during hours of operation.

Emergency Equipment Supplies maintained in Rhinehart Athletic Training Center during practice and will be court side during competitions. Equipment includes: vacuum splints, crutches, and bio-hazard materials.

Nearest AED: AC 200H Athletic Hall of Champions across from WAG NE entrance (between AC 262 and 263) Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to the Adams Center – Physical Address: 700 South 6th East – a member of the Emergency Team will be outside to direct personnel to exact location

General 22

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

East Auxiliary Gym (EAG) Emergency Personnel 1. Certified athletic trainer and athletic training student on site for all in-season practices and competitions 2. UM Coaches Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone 3. Fixed telephone line in Rhinehart Athletic Training Center (406)243-6362 — during hours of operation Emergency Equipment Supplies maintained in Rhinehart Athletic Training Center during practice and will be court side during competitions. Equipment includes: vacuum splints, crutches, and bio-hazard materials.

Nearest AED: AC 200H Athletic Hall of Champions across from WAG NE entrance (between AC 262 and 263) Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to Adams Center – continue North on Van Buren to Campus Drive – East on Campus Drive around football stadium to south end – turn West into parking lot to swimming pool – continue North, passed swimming pool until reaching sidewalk barriers – a member of the Emergency Team will be outside to direct personnel to exact location

General 23

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Dahlberg Arena Emergency Personnel 1. Certified athletic trainer and athletic training student for in-season practices and competition 2. UM coach 3. Physician on site for competitions 4. Ambulance on site for all competitions Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone 3. Fixed telephone line in Rhinehart Athletic Training Center (406)243-6362 — during hours of operation 4. Press Row line during competitions (406)243-4281 Emergency Equipment Supplies maintained in Rhinehart Athletic Training Center during practice and will be court side during competitions. Equipment includes: vacuum splints, crutches, and bio-hazard materials.

Nearest AED: AC 002 Floor SW corner (outside AC 001) Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to the Adams Center – Physical Address: 700 South 6th Street East, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 24

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Cheer/Dance Practice Facility Emergency Personnel 1. UM Coaches Emergency Communication 1. Coach should have a cell phone 2. Fixed telephone line in Rhinehart Athletic Training Center (406)243-6362 — during hours of operation Emergency Equipment Supplies maintained in Rhinehart Athletic Training Center.

Nearest AED: AC 100 East Level B (this is between AC 104 and 106) Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th Street to Adams Center – turn North on Van Buren to Campus Drive – continue East on Campus Drive 1 Block – a member of the Emergency Team will be outside to direct personnel to exact location

General 25

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Washington-Grizzly Stadium at John Hoyt Field Emergency Personnel 1. Certified athletic trainer and athletic training students at every in-season practice and competition 2. UM Coaches 3. Physician on site for competition 4. Ambulance on site for competition Emergency Communication 1. Certified athletic trainers carry cell phone 2. If athletic trainer not present, coach should have a cell phone 3. All athletic training staff members have radio contact with one another 4. Fixed telephone line in Rhinehart Athletic Training Center (406)243-6362 — during hours of operation 5. Pre-determined hand signals (and, or radio) are used during competition to notify ambulance crew in case transport is required Emergency Equipment Supplies maintained in Rhinehart Athletic Training Center. Equipment is taken to each covered practice and competition. Equipment includes: vacuum splints, crutches, first aid and bio-hazard materials.

Nearest AED: Athletic Trainer will have on the Field Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th Street to Adams Center – turn North on Van Buren to Campus Drive – continue East on Campus Drive 1 Block – Physical Address: 8 Campus Drive, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 26

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

River Bowl & River Front Football Practice Field Emergency Personnel 1. Certified athletic trainer and athletic training students at every in-season practice and competition 2. UM Coaches Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone 3. All athletic training staff members have radio contact with one another, as well as with the Rhinehart Athletic Training Center.

Emergency Equipment Supplies are maintained in the Rhinehart Athletic Training Center and are taken to the practice facility.

Equipment includes: vacuum splints, crutches, first aid and bio-hazard materials.

Nearest AED: Athletic Trainer will have on the Field Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to meet and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to Adams Center – North on Van Buren beyond 5th street to stop sign. Drive down sidewalk toward the Van Buren Street footbridge – Physical Address: 542 South Van Buren, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 27

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Dornblaser Track and Field Facility Emergency Personnel 1. Certified athletic trainer and athletic training students available for scheduled time during outdoor track and field season daily, and at all competitions 2. UM coaches Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone Emergency Equipment Supplies are maintained in the satellite athletic training facility at Dornblaser Field. First Aid and biohazard equipment is brought out daily. Other available equipment at the facility: crutches, and splints.

Nearest AED: During sports seasons (SR, OTF) outside center door of Change House Out of season inside center room, change house Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel South on Higgins Ave. – 2 Blocks south of South Ave. enter gate on east side of road – Physical Address: 2600 South Higgins Avenue, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 28

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

South Campus Soccer Stadium Emergency Personnel 1. Certified athletic trainer and athletic training student on site for in-season practices and competitions.

2. UM coaches 3. Physician on site for competitions. (If unavailable due to game time, physician will be on call).

Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone Emergency Equipment Supplies are maintained in the satellite athletic training facility at Dornblaser Field. First Aid and biohazard equipment is brought out daily. Other available equipment at the facility: crutches, and splints.

Nearest AED: During sports seasons (SR, OTF) outside center door of Change House Out of season inside center room, change house

Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel South on Higgins Avenue – 2 Blocks south of South Avenue enter gate on east side of road – Physical Address: 2600 South Higgins Avenue, Missoula, MT – Note if the injury is to a spectator the address would be: 2500 South Higgins Avenue, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 29

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Lindsay Tennis Complex Emergency Personnel 1. UM coach 2. Certified athletic trainer and athletic training student on site for competitions Emergency Communication 1. Certified athletic trainer carries a cell phone 2. If athletic trainer not present, coach should have a cell phone 3. All emergency personnel are in radio contact Emergency Equipment 1. First Aid supplies are on court for daily practice sessions and administered by coach. Coach will need to pick up and bring back to the RATC when restocking needed.

2. Supplies are maintained in Rhinehart Athletic Training Center 3. During competitions, emergency equipment is court side and includes splints, and crutches.

Nearest AED: Competitions – ATC will have at site, Practices – Inside Bookstore.

Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to Adams Center – continue North on Van Buren to Campus Drive – East on Campus Drive and around the football stadium – turn West between Aber Hall and the University Center – Physical Address: 32 Campus Drive, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 30

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Tennis @ Peak Racquet Club Emergency Personnel 1. UM coach 2. Certified athletic trainer and athletic training student on site for competitions Emergency Communication 1. Certified athletic trainer carries a cell phone 2. If athletic trainer not present, coach should have a cell phone 3. All emergency personnel are in radio contact Emergency Equipment 1. First Aid supplies are on court for daily practice sessions and administered by coach - per coach picking up and returning for restocking kit during season 2. Supplies are maintained in Rhinehart Athletic Training Center 3. During competitions, emergency equipment is court side and includes AED, O 2, splints, and crutches.

Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel Southwest on US Hwy 12 West/US Hwy 93 South (Bitterroot Road) – turn right onto Blue Mountain Road -- turn right on Buckhouse Lane – Physical Address: 4900 Buckhouse Lane, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 31

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Track @ Peak Fitness Center Emergency Personnel 1. UM coach Emergency Communication 1. Coach should have a cell phone 2. All emergency personnel are in radio contact Emergency Equipment 1. As provided by Peak to all of their members.

Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel Southwest on US Hwy 12 West/US Hwy 93 South (Bitterroot Road) – turn right onto Blue Mountain Road – Physical Address: 5000 Blue Mountain Road, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 32

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

South Campus Recreation Fields Emergency Personnel 1. UM Coach 2. Certified athletic trainer and athletic training student on site when available Emergency Communication 1. UM Coach carries a cell phone 2. Certified athletic trainer carries cell phone 3. All emergency personnel are in radio contact Emergency Equipment 1. First Aid supplies are on site for practice sessions 2. Supplies are maintained in Rhinehart Athletic Training Center.

3. Emergency equipment is on site and includes splints, Bio-hazard materials and crutches.

Nearest AED: ATC will have at practices and competitions.

Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to meet and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel south on Higgins Ave. – turn East on South Ave. – turn South on Cinnabar, into a housing parking lot – Physical Address: 1613 Cinnabar, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location

General 33

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

Grizzly Athletic Performance Center Emergency Personnel 1. Strength and conditioning personnel at all times 2. Certified athletic trainers and athletic training students in Rhinehart Athletic Training Center during regular operating hours Emergency Communication 1. Fixed telephone lines are in both strength coach offices (406) 243-4085 and 243-4496 Emergency Equipment 1. First Aid supplies are available in the facility and distributed by strength and conditioning personnel.

2. Emergency supplies are maintained in the Rhinehart Athletic Training Center.

Nearest AED: AC 100J East Level B hallway across from APC (AC125) door Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to Adams Center – continue North on Van Buren to Campus Drive – East on Campus Drive 1 block to WGS parking compound – Physical Address: 8 Campus Drive, Missoula, MT – a member of the Emergency Team will be outside to direct personnel to exact location – progress south to big garage door in back of Adams Center

General 34

G R I Z Z L Y

P O L I C I E S

&

A T H L E T I C S

P R O C E D U R E S

Rhinehart Athletic Training Center (AC250) Emergency Personnel 1. At least one certified athletic trainer is in the facility during all operating hours 2. Athletic training students are onsite during most of operating hours.

Emergency Communication 1. Fixed telephone line in Rhinehart Athletic Training Center (406) 243-6362 2. All certified athletic trainers carry cell phones Emergency Equipment All supplies and equipment is maintained in the Rhinehart Athletic Training Center and distributed as needed to all practice and competition venues. Equipment includes: first aid supplies, bio-hazard supplies, AED, spine boards, splints, along with other necessities.

Nearest AED: Outside door of AC 250 or inside AC 253 Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be outside facility and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel East on 6th street to Adams Center – continue North on Van Buren to Campus Drive – East on Campus Drive around football stadium to south end – turn West into parking lot to swimming pool – continue North, passed swimming pool until reaching sidewalk barriers – a member of the Emergency Team will be outside to direct personnel to exact location Sentinel High School Softball Stadium Emergency Personnel 1. Certified athletic trainer and athletic training student on site for in-season practices and competitions.

2. UM coaches General 35

G R I Z Z L Y

A T H L E T I C S

P O L I C I E S

&

P R O C E D U R E S

3. Physician on site for competitions. (If unavailable due to game time, physician will be on call).

Emergency Communication 1. Certified athletic trainer carries cell phone 2. If athletic trainer not present, coach should have a cell phone Emergency Equipment First Aid and biohazard equipment is brought out daily.

Nearest AED: During sports seasons will be brought out by ATC. Out of season inside Sentinel High School Roles of First Responders 1. Immediate care of the injured or ill student athlete 2. Activation of EMS Making the call: 911 Providing correct information: your name and telephone number address of accident scene number of injured individuals condition of injuries first aid treatment initiated by first responder specific directions as needed to locate the emergency scene other information as requested by dispatcher DO NOT HANG UP THE PHONE UNTIL DISPATCHER HAS HUNG UP!!!

3. Emergency equipment retrieval 4. Direction of EMS to scene a. open appropriate gates/doors b. designate individual to be where the parking lot ends and direct EMS to scene c. scene control-limit scene to first aid providers and move bystanders away from scene Venue Directions – travel to corner of South Avenue West and Stephens Avenue – Turn south onto Stephens and proceed approximately 3 blocks along the West side of the College of Technology – Stephens Street ends so turn East. Proceed East about 1 block. Softball Field will be on the South side of the street – a member of the Emergency Team will be outside to direct personnel to exact location Various Venues From time to time events may be held at venues not listed here. The athletic trainer assigned to cover that sport will make the proper plans to have the information available to personnel and the EAP will be updated with that information.

General 36