The Athletic Department at BPCC is part of the Student Services Division. The Athletic Department supports the mission of the College, which offers a comprehensive program of student services. The Athletic Department also supports the mission of the Student Services Division, which provides accurate information and efficient support services that encourage personal, academic, and professional growth.

The mission of the Athletic Department is to assist the student athlete in achieving a total educational experience while competing at the intercollegiate level. Such competition parallels institutional goals with a structured sporting environment that enhances one's personal growth and development.

The goals of the Athletic Department are as follows:

• To ensure that each student athlete receives the best educational opportunity.
• To provide an athletic environment that enhances physical, mental, psychological, and social growth and development by encouraging student athletes to practice and compete to their full potential, with proper regard given to sportsmanship and fair play.
• To maintain the highest standards for the health and safety of every student athlete in practice and games.
• To stress the importance of citizenship and community activity.
• To afford opportunities for participation to a wide segment of the college population with the goal of meeting gender equity guidelines.
• To follow the rules and regulations of the NJCAA pertaining to recruitment, admission, financial aid, and the continuing eligibility of the student athlete.
• To abide by the policies and regulations of BPCC and the Board of the Louisiana Community and Technical College.

The Athletic Department strives to provide services which will meet the needs of the College, the student athlete, and the community. The Athletic Office hours are Monday through Friday from 8:00 a.m. until 4:30 p.m. each day the College is open.

Section 1. Organizational Chart

1.1

All staff members of the Athletic Department other than the Athletic Director, Assistant Director of Athletics, and the Educational Counselor for Athletics have other employment responsibilities at BPCC or other locations. Each staff member of the department reviews his/her job description annually.

Section 2. Job Duties

2.1

Because the primary duties of each head coach are designated in another division of the College, each head coach must sign an adjunct service contract each academic year. The salary for a head coach is payable in four monthly payments each semester. (September, October, November and December, February, March, April and May) See Attachment #1

2.2

Head coaches who are employed as full-time faculty are required to teach three (3) academic courses in the appropriate discipline or other designated assignments; will have one section VTAH for varsity athletics; and are granted one (1) release time. Head coaches will not be placed in night classes during their official season.

The three academic courses will be determined by the Division Chair and the coach/instructor. VTAH varsity athletics may not be used as an overload course. The Division Chair will request overload classes as needed each semester. An athlete will not be given credit for weightlifting unless he/she signs up for one of the official classes offered. If weight training is required by a coach for that sport, the time and place will be determined by the Coach and shall not be listed as an academic class.

Student/athletes are registered for academic credit in varsity athletics as follows:

	Fall semester	Spring semester
Freshman	VTAH 111	VTAH 217
Sophomore	VTAH 112	VTAH 218

Coaches must assign and submit by the deadline final grades on proper college grade sheets and post on Blackboard for VTAH 111, 112, 217, and 218 as appropriate each semester.

2.3

Assistant coaches' appointments must be approved by the Athletic Director and the Vice Chancellor for Student Services. Assistant coaches must complete the proper paperwork with Human Resources prior to beginning coaching duties. This adjunct service contract is in four payments each semester. (September, October, November and December, February, March, April and May) See Attachment #1

Section 3. Facilities

3.1

Because BPCC does not own any athletic fields, each Coach is responsible for making arrangements with the appropriate official at local facilities to secure practice and game times. The Athletic Director will assist each Coach as needed.

3.2

At this time the facilities are as follows:

BPCC (Health and Exercise Science Building) Basketball

Tinsley Park (Bossier City Parks and Recreation) Baseball

Fairgrounds Field (City of Shreveport ) Baseball

Meadowview Park (Bossier City Parks and Recreation) Softball

Cargill Park (Shreveport Parks and Recreation) Soccer

Section 4. Student athletes

4.1

Coaches are responsible for abiding by all recruiting policies and regulations of the NJCAA, all admission and general policies of Bossier Parish Community College, and the LCTCS Board.

4.2

Student/athletes must provide proper admissions documents which include selective service and immunization records and pay the $15/$25 application fee prior to enrolling at BPCC. The student is responsible for paying the technology fee, academic excellence fee, operational fee, mandatory enrollment fee, and any other monies not covered by the scholarship award/contract. See Attachment #2

4.3

Board policy requires no more than 50% of athletic scholarships be awarded to student athletes from out-of-state.

4.4

No student in any state college under the jurisdiction of the Board of Regents who is granted an athletic scholarship at such an institution and who is not a resident of this state shall be assessed, charged, or required to pay any tuition or fees in an amount in excess of that which is assessed and charged students who are residents of the state. The out-of-state fees for student athletes on scholarship will be charged to the athletic out-of-state tuition waiver sub code 82010.

4.5

The Faculty Liaison to athletes coordinates with the Assistant Director of Athletics to confirm student athlete eligibility.

4.6

Coaches must provide the Assistant Director of Athletics with the necessary information as well as obtaining all necessary signatures to complete the official National Letter of Intent and the BPCC scholarship contract for each athlete. After obtaining all signatures, the coach gives the original NLI to the Assistant Director of Athletics.

4.7

Student/athletes must sign the BPCC scholarship award/contract, which is submitted to the Financial Aid Office. See Attachment #2

4.8

All aid awarded to the student, including meals and housing stipends, must be included on the contract and is awarded through the Financial Aid Office.

4.9

Revoking of a scholarship must be for a justified cause. Coaches are responsible for providing the Scholarship Revocation Justification Form to the Athletic Director and a copy to the Assistant Director of Athletics. See Attachment #3

4.10

A student/athlete on scholarship may lose that scholarship as a result of one of the following:

• Revocation with documentation by the advisor/coach
• Revocation with documentation by the College for disciplinary or other reasons
• Documentation of the student athlete's failure to maintain the required number of hours
• If the student athlete becomes ineligible during a semester because of a lack of required hours to maintain NJCAA eligibility requirements
• The student athlete's documented decision to quit a team or organization
• The student athlete's documented lack of participation or not fulfilling the requirements of the contract
• Failure to attend required number of mandatory student athlete seminars offered each semester
• Three (3) unexcused absences from mandatory study hall
• Failure to follow the mandated dress codes established by each coach

If the student/athlete resigns from school or if the student athlete wishes to remain in school and receive grades and credit for work, that student athlete must make restitution to the College. Restitution includes any tuition, books, equipment, supplies, and/or other indebtedness to the College and applies as follows:

• A student/athlete who has fulfilled his/her responsibilities for less than the mid-term requirement will be required to repay the entire scholarship award.
• A student/athlete who has fulfilled his/her responsibility through mid-term will be required to repay 1/2 of the scholarship award.

4.11

Housing Stipends: Students/athletes may be awarded housing stipends at the discretion of the Coach and in consideration of the budget. All benefits must be included on the scholarship contract submitted to Financial Aid.

4.11.A

Housing
Student/athletes may be awarded housing stipends, which are used to supplement apartment expenses. The stipend will be managed in the following manner:

• The monthly check is generated by the Financial Aid office and distributed by the Business Office to the Assistant Director of Athletics who distributes to the student athlete. The student/athlete signs for his/her check in the ADA's office.

4.12

Student/athletes must follow all College rules and regulations concerning vehicle registration and parking.

4.12.A

Vehicle Registration and Parking
A student/athlete must register his or her vehicle with the Office of Campus Security. (Proof of registration is needed in order to register the vehicle.) The student athlete will be issued a parking sticker, which must be placed on the driver's side rear glass of the vehicle. Student/athletes are to park in student parking only.

Section 5. Liability

Coaches are charged with a great deal of responsibility. Although most of the student athletes are over eighteen and considered adults, the Coach possibly can be held liable for injuries. Coaches must make wise choices and consider what others would view as negligent.

5.1

It is recommended that each coach be covered with additional liability insurance by belonging to a professional organization that offers such a benefit.

5.2

As part of the Louisiana Community and Technical College System, our liability insurance is with the Office of Risk Management for the state of Louisiana.

5.3

The College is represented by the attorney for the LCTCS Board.

Section 6. Insurance

6.1

Student/athlete insurance: The Athletic Department purchases an insurance policy designed to be secondary coverage for accidental injuries for students participating in athletics. Coaches and/or team managers must be present at the game/practice for this coverage to be in effect. In addition, in the case of an injury that requires emergency medical treatment, a coach or assistant coach must accompany and remain with the student athlete at the facility.

6.2

Before practice begins, the Assistant Director of Athletics sends a copy of the insurance information to the student athlete or responsible party for a signature. This insurance form must list all personal insurance coverage and must give permission to treat the student athlete if injury occurs. A student athlete is not allowed to practice or play without this signed form on file in the Assistant Director of Athletics’ office. See Attachment #4

6.3

Claim forms must be signed by the Assistant Director of Athletics and completed by the student. The College is responsible for filing secondary claims. The student/athlete must file with personal insurance prior to filing a secondary claim with the College insurance.

Section 7. Injury/Accident Reports

7.1

If a student/athlete is injured while participating in an athletic event, the Coach must send the student athlete to the Assistant Director of Athletics’ office to complete the injury report (See Attachment #5)and to complete an insurance claim form. See Attachment #6

Section 8. Incident Reports

Occasionally, a situation may occur that the Coach will need to document and report to Administration. It is important for the Coach to report any incident which he/she believes might lead to confrontations or which may endanger any student, faculty, or staff member.

8.1

The Athletic Director must be notified immediately of infractions on the part of the student/athlete that leads to disciplinary action or arrest and/or incarceration.

Section 9. Physicals

9.1

Student/athletes are required to have a physical done and the proper paperwork on file with the Assistant Director of Athletics prior to the first day of practice. According to NJCAA rules, no athlete may practice or play prior to having a physical. See Attachment #7

9.2

This rule also applies to all student athletes who are added to a team prior to that student athlete's first practice or student athletes who transfer in at mid-term. See Attachment #7

Section 10. Travel

10.1

In order to comply with Louisiana travel regulations, BPCC will use the state travel guide as a basis for all official travel. Although athletic team travel does not always comply with all the time frames described in the travel guide, it is the Coach's responsibility to know the official regulations and to conduct travel using these requirements as modified.

10.2

Athletic team travel has different meal requirements based on special permission each year from the Commissioner of Administration. Meals must be within a reasonable time frame and must be no more than the maximum amount allowed on the approved trip request.

10.3

Authorization for individual or team travel must be pre-approved even if no money is required for travel expenses.

10.4

Coaches must submit the trip request form to the Assistant Director of Athletics for all trips at least two (2) weeks in advance, except in unforeseen extenuating circumstances. See Attachment #8

10.5

College officials traveling on official College business will provide themselves with sufficient funds for all travel expenses not covered by the corporate credit card.

10.6

Advances for travel funds to cover team meals and other expenses are submitted on the trip request. The Coach must keep all receipts and have students/athletes sign when they receive cash money and/or meals. See Attachment #9

10.7

Excused absences for student/athletes must be submitted to the Educational Counselor for Athletics at least two (2) weeks in advance, when possible. The absence report should include the dates and departure times for the trip. All excused absences must go through the Educational Counselor for Athletics. See Attachment #10

10.8

Hotel reservations must comply with state travel guidelines for allowable expenses. Coaches make all reservations as needed for team travel.

10.9

A list of students/athletes eligible for travel must be submitted with each travel request form.

Section 11. Trip Reimbursement

11.1

All claims for reimbursement for travel shall be submitted on state form BA-12, Travel/Expense reimbursement form, and shall include all details provided for on the form, including all receipts pertaining to the trip. Claims should be submitted within two business days following the travel. See Attachment #11

11.2

The trip reimbursement form is completed by the Assistant Director of Athletics and signed by the person claiming reimbursement prior to approval by the Athletic Director.

11.3

The Coach must return excess funds from a trip advance to the Assistant Director of Athletics for verification and deposit.

11.4

Reimbursement for any lodging and/or meals furnished by a state institution, or another state agency, or any other part cannot be claimed by the traveler.

Section 12. Use of College Vehicles

12.1

All persons driving a college vehicle must have in his/her possession a valid state drivers' license and must have completed the Defensive Driving Course required by the state.

12.2

All coaches are required to obtain a CDL license before driving the bus.

12.3

Under no circumstances should a student/athlete drive a College vehicle and under no circumstances should unauthorized persons (persons not listed on the trip request) travel with the team.

12.4

If available, safety restraints shall be used by the driver and passengers of the vehicle.

12.5

To schedule a College vehicle, the Coach must submit a request to the Assistant Director of Athletics. The coach should plan ahead to avoid conflicts.

12.6

Keys to College buses and vans are to be picked up from the Assistant Director of Athletics, the day before the trip when possible. Keys, Fuelman receipts, and the travel log must be returned immediately upon completion of travel to the Assistant Director of Athletics. In the event that travel ends after business hours, Fuelman receipts, and the travel log must be placed on the desk of the Assistant Director of Athletics.

12.7

Each trip the bus driver has the responsibility of recording the following information in the Travel Log: beginning mileage, fuel consumption, ending mileage. The bus driver also completes the Trip Inspection Check List and signs all paperwork. At the end of each trip the driver gives the completed Travel Log and Trip Inspection Check List, Fuelman receipts, and keys to the Coach who then turns them in to the Assistant Director of Athletics.

12.8

Cleaning of college vehicles: It is the responsibility of the team using the vehicle to remove all trash from the vehicle after each use and to ensure the vehicle is clean and in proper order. If an inspection of the vehicle is performed, and the vehicle is not found to be clean and in proper order, disciplinary action will be taken by the Athletic Director and/or the Vice Chancellor for Student Services.

12.9

The College requires the use of the Fuelman credit cards for gasoline when traveling in a college owned vehicle or when using an approved rental vehicle for athletic purposes. The Fuelman cards are issued through the physical plant office. There are two different cards: one for rental vehicles and one for the college owned vehicles. This card is designed to be used for fueling vehicles only; however, the coach or approved driver may have minor repairs done in emergency situations. If minor repairs are made, official receipts are required which indicate price and quantity of the commodity purchased. There is a limit to this repair total. Call the Assistant Director of Athletics, the Athletic Director, or the Vice Chancellor for Student Services before beginning the repairs. A copy of the credit ticket along with a written explanation of the reason for the purchase must be kept and attached to the credit ticket report submitted.

Each coach will have a personal pin number and a copy of the Fuelman Fuel and Service Location booklet. It will be critical for the coach to preplan all trips marking the location of the service centers. There is a help desk open 24 hours at 1-800-966-9013.

Each station that participates in the Fuelman program will have the Fuelman logo on a sign or on the door of the station.

Card instructions:

1. Fuel vehicle
2. Go to the computer located inside store
3. Slide card through computer (magnetic stripe down and facing left)
4. Key in odometer reading; press enter
5. Key in pin number; press enter

If you are having difficulty using the card, the clerk may call the helpdesk to get approval to charge. The clerk may ask you for your pin; DO NOT give him/her the pin number. Ask to take the phone, turn out of hearing range of the clerk, and give the Fuelman employee the pin. It is extremely important to protect your pin number.

NEVER USE THE FUELMAN CARD OR ANY STATE CREDIT CARD TO FUEL A PERSONAL VEHICLE. When traveling in your personal vehicle, even while on athletic business, the expenses are covered using the approved trip request amounts (.40 per mile).

12.10

State-owned VISA credit cards will not be issued to travelers for use in the operation of privately-owned vehicles, unless said vehicle is being used for official college business.

12.11

All accidents, major and minor, vandalism, and other damages shall be reported first to the local police department or appropriate law enforcement agency. An accident report form, available from the Office of Risk Management of the Division of Administration, should be completed as soon as possible and returned to ORM, together with names and addresses of principals and witnesses. For assistance, call the Campus Safety Officer in Human Resources. See Attachment #12

Section 13. Rental Vehicles

13.1

Written approval of the Assistant Director of Athletics prior to departure is required for the rental of vehicles. Such approval may be given when it is shown that vehicle rental is the only or most economical means by which the purposes of the trip can be accomplished. Rentals should be from the companies listed in the state travel guide.

13.2

Collision Deductible Waiver (CDW) is not reimbursable for domestic travel.

13.3

Personal accident insurance when renting a vehicle is not reimbursable. Employees are covered under workmen's compensation while on official state business.

13.4

Recruiting -- Coaches must fill out a trip request using state guidelines. In addition, we are not authorized to rent and be reimbursed with State funds for rental vehicles for in-state travel. Employees are required to travel in personal vehicles and receive reimbursement in accordance with Policy and Procedure Memorandum 49. For team travel, vehicles may be rented with proper authorization from the Assistant Director of Athletics. If damage occurs to a rented vehicle, the College is responsible for paying the deductible for the insurance. Furthermore, if more than one person will be driving the rental vehicle, all persons driving must be listed with the rental company.

Section 14. Budgets

The Athletic Department has established a restricted and auxiliary account for each of the four sports and for the Athletic Administration as well as an off site account for each sport.

14.1

The Assistant Director of Athletics will compile a proposed budget for the restricted and auxiliary accounts which is submitted to the coaches before the fall semester.

14.2

The Assistant Director of Athletics will coordinate with the Coach to maintain all deposits and expenses in off site individual sport account.

14.3

All revenue earned by each individual sport must be deposited in the proper off site account. These deposits will be under the supervision of the Assistant Director of Athletics, Athletic Director, and Vice Chancellor for Student Services.

Section 15. Fundraisers

15.1

Individual sports may raise additional funds through outside fundraisers and maintain an agency account, which will be used to supplement the expenses of that sport. The depositing of these funds must be coordinated between the Coach and the Assistant Director of Athletics. Under NJCAA guidelines, all monies raised by individual sports must be monitored by the college, thus resulting in agency accounts.

15.2

All fundraisers must be pre-approved by the Athletic Director. See Attachment #13

15.3

The Athletic Foundation is to receive ten (10%) percent of all money raised by individual sports.

Section 16. Purchasing/Equipment/Inventory

Athletic equipment purchases follow the same guidelines as the state and College. All athletic personnel are urged to review the Purchasing Manual carefully.

16.1

Requests for purchases must be sent in writing to the Assistant Director of Athletics who will fill out a requisition form.

16.2

Items $250 and over must be tagged with a state number and are not to be moved without approval of the Athletic Director and the Purchasing Department. See Attachment #14

16.3

Copies of the equipment inventory including serial numbers and location of items must be on file with the Assistant Director of Athletics.

Section 17. General Media Guidelines

17.1

The Public Relations Office shall serve as the clearinghouse for the College to avoid duplication of materials that are released to the public. This feature of the Public Relations Office also helps to maintain a consistent look with regard to the quality of the publicity and to ensure that contacts are coordinated through a central location.

17.2

The Public Relations Office is located in building A, room 121. The phone number is 318-678-6031; the fax number is 318-678-6401.

17.3

All official publications and Web site postings of the Athletic Department must be approved by the Athletic Director and Assistant Director of Athletics prior to being published.

17.4

Coaches are required to release game scores and information to the media.

Section 18. Ticket Sales

The Athletic Department has an official ticket policy approved by the LCTCS Board. Any changes to this policy must be submitted to the Board for approval.

18.1

All ticket sales must be coordinated with the Assistant Director of Athletics.

18.2

Two parties must verify beginning and ending ticket numbers and gate receipts.

18.3

Deposits are prepared by the Assistant Director of Athletics, placed in a locked bank bag in the safe in Building I. Security picks up the bank bag and delivers it to the bank.

18.4

Ticket Sales Policy

Objectives:
The Athletic Department will do the following:

1. Properly account for the distribution of tickets and admission to BPCC athletic events.
2. Properly receive, process, record, and deposit income properly obtained from all ticket sales.
3. Maintain, at all times, a public relations image that positively reflects the Athletic Department and Bossier Parish Community College in general.

GENERAL POLICIES:

The Athletic Director, the Athletic Council and the Vice Chancellor for Student Services are responsible for reviewing the athletic admissions policy and making recommendations to the Chancellor. The LCTCS Board must approve any changes to the policy.

All funds collected are maintained by the Athletic Department. Accountability for such collections is maintained from the collection origin until the final deposit. All departmental deposits for sales, contributions, or other cash transfers are made to Citizens Bank.

All BPCC ticket takers are expected to maintain current knowledge of all College policy regulations which pertain to the ticket office and operations. Ticket sellers will not make an adjustment to their inventories without prior approval of the Athletic Director.

Receipt, Custody, and Deposit of College Funds

Cash receipts are deposited in a timely manner. Under no circumstances is cash to be kept on desks, in desks, or in file drawers during the working day.

The ticket and concession cash/checks for deposit are reconciled and placed in a numbered deposit bag and kept in the safe in Building I until the next business day. After reconciliation of the deposit, an Athletic Deposit Transmittal is prepared and faxed to the Business Office. The next business day the Chief Security Officer picks up the locked bag from the Athletic Department office and takes to Citizens bank. The following day the locked bag with the completed deposit receipt is returned to the Athletic Department. The Athletic Deposit Transmittal is completed, receipts are attached and completed paperwork is delivered to the Business Office. See Attachment #15 and Attachment #16.

Methods of Payment

Gate admission is Cash Only.

Ticket Management

Will-Call Tickets: The Athletic Department will be responsible for will-call operations for all athletic events. Envelopes should be in alphabetical order. Envelopes must have appropriate labels which indicate admissions are paid, complimentary, or amount due at the Will-Call window.

Student/Faculty/Staff Tickets: $1.75 per student from student activities fees is designated to athletics which allows for complimentary admissions for all students with a valid ID card. Complimentary admissions are provided for full-time faculty/staff after showing employee ID and signing in.

Complimentary Tickets: The Athletic Department allocates and distributes complimentary admission to athletic events to promote the objectives of the department. All policies have been developed in the best interest of the Athletic Department and in compliance with the Board, BPCC, Region XIV, Region XXIII, and NJCAA policies and procedures.

Other Complimentary Admissions: Complimentary admissions are generally provided to the following:

• Selected charitable organizations

Corporate Sponsor Admissions: Complimentary admissions for corporate sponsorships are arranged by the Athletic Director with approval from the Vice Chancellor for Student Services.

Admission to Specific Sports

A. BASKETBALL

Adult	$5.00
Student	$3.00
Under School Age	Free

The ticket booth or gate will be located in the foyer of the BPCC Health and Exercise Science building. The booth will be open one hour prior to the scheduled start time of the athletic event.

B. BASEBALL

Adult	$5.00
Student	$3.00
Under School Age	Free

C. SOFTBALL

Adult	$5.00
Non-BPCC Student	$3.00
Under School Age	Free

D. SOCCER

Until facilities are in place at BPCC, no gate money is taken for soccer due to inability for gate control.

Section 19. Concessions

19.1

Purchase of products for the concession stand at athletic events must follow College purchasing procedures.

19.2

Prices for products will be verified by the Assistant Director of Athletics.

19.3

All concession revenue is to be deposited by the Assistant Director of Athletics into the designated account. The amount must be verified by the Assistant Director of Athletics and the Athletic Director. The same procedures are followed for concession deposit as in the ticket deposits in section 18.4. See Attachment #17

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