Minutes of the Board of Regents of Stephen F. Austin State University. 2012, Volume No. 276

              Stephen F. Austin
State University
MINUTES OF THE
BOARD OF REGENTS
Nacogdoches, Texas
July 16 and 17, 2012
Volume 276
TABLE OF CONTENTS
BOARD MINUTES FOR JULY 16 AND 17, 2012
MEETING 276
Page
APPROVAL OF MINUTES
Board Order 12-26
Approval of April 16 and 17, 2012, and June 8, 2012, Minutes ..........................................3
ADMINISTRATION
Board Order 12-27
Election of President ............................................................................................................3
Election of General Counsel ................................................................................................3
Election of Director of Audit Services .................................................................................4
Election of Coordinator of Board Affairs ............................................................................4
PERSONNEL
Board Order 12-28
Faculty Appointments for 2012-2013 ..................................................................................4
Staff Appointments for 2012-2013 ......................................................................................6
Changes of Status for 2012-2013 .........................................................................................7
Retirements ......................................................................................................................9
Promotions ....................................................................................................................10
Holiday Schedule for 2012-2013 .......................................................................................10
ACADEMIC AND STUDENT AFFAIRS
Board Order 12-29
Approval of University Mission Statement .......................................................................10
Consideration of Request from the College of Sciences and Mathematics
for Change in the Department of Biology................................................................11
Intercollegiate Athletic Policies and Procedures Manual ..................................................11
Academic and Student Affairs Policy Revisions ...............................................................11
BUILDING AND GROUNDS
Board Order 12-30
Selection of Architect for Conservation Education Center................................................12
Board Order 12-31
Selection of Construction Manager at Risk for Conservation Education Center ..............12
Board Order 12-32
Twilight Ballroom Renovation ..........................................................................................13
Power Plant Water Line .....................................................................................................13
Approval of the Fiscal Year 2012-13 Capital Plan ............................................................13
Building and Grounds Policy Revisions ............................................................................14
Board Order 12-33
Naming of Ina Brundett Conservation Education Building ...............................................14
FINANCIAL AFFAIRS
Board Order 12-34
Acknowledge Receipt of Audit Services Report ...............................................................14
Renewal of the Investment Manager Contract with Merrill Lynch ...................................15
Approval of Dual Credit Enrollment Cost .........................................................................15
Grant Awards ....................................................................................................................15
Adoption of the Fiscal Year 2012-13 Capital Plan Budget ...............................................16
Adoption of the Fiscal Year 2012-13 Institutional Budget ................................................16
Financial Policy Revisions .................................................................................................16
REPORTS
President
Chair of Faculty Senate
President of Student Government Association
APPENDICES
Appendix 1 – Intercollegiate Athletic Policy and Procedures Manual Revisions
Appendix 2 – Capital Plan Projects for Fiscal Year 2012-13
Appendix 3 – Grant Awards
Appendix 4 – Capital Plan Budget for Fiscal Year 2012-13
Appendix 5 – Higher Education Fund Allocations for Fiscal Year 2012-13
Appendix 6 – Policy Revisions
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Stephen F. Austin State University
Minutes of the Meeting of the Board of Regents
Nacogdoches, Texas
July 16 and 17, 2012
Austin Building 307
Meeting 276
Monday, July 16, 2012
The regular meeting of the Board of Regents was called to order in open session at 8:02
a.m. Monday, July 16, 2012, in the Austin Building Board Room by Chair Bob Garrett.
The newly appointed student regent, Ms. Jourdan Dukes, was introduced and welcomed
to her first board meeting.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Mr. Carlos Amaral
Dr. Scott Coleman
Mr. James Dickerson
Ms. Sarah Dukes
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
Ms. Connie Ware
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
The Building and Grounds Committee convened at 8:04 a.m. and adjourned at 10:55
a.m. The Finance and Audit Committee convened at 11:00 a.m. and adjourned at 3:25
p.m. The Academic and Student Affairs Committee convened at 3:25 p.m. and adjourned
at 4:25 p.m.
The chair called for an executive session at 4:25 p.m. to consider the following items:
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Consultation with Attorney Regarding Legal Advice or Pending and/or Contemplated
Litigation or Settlement Offers, including but not limited to issues related to reported
complaints, taxation, In Re: Dr. and Mrs. J.E. Watkins Scholarship Trust, Jacob Duffee v.
Baker Pattillo, et al., Christian Cutler v. Baker Pattillo, et al. and intellectual property.
(Texas Government Code, Section 551.071)
Deliberations Regarding Negotiated Contracts for Prospective Gifts or Donations (Texas
Government Code, Section 551.073)
Possible naming opportunity
Deliberations Regarding the Purchase, Exchange, Lease, Sale or Value of Real Property
(Texas Government Code, Section 551.072)
Consideration of Individual Personnel Matters Relating to Appointment, Employment,
Evaluation, Assignment, Duties, Discipline, or Dismissal of an Officer or Employee,
including but not limited to the dean of the Nelson Rusche College of Business, director
of athletics, head athletic coaches, the general counsel, director of audit services,
coordinator of board affairs, vice presidents and the president. (Texas Government Code,
Section 551.074)
The executive session ended at 7:18 p.m. and the board meeting was recessed for the
evening with no further action.
Tuesday, July 17, 2012
The chair reconvened the board meeting in open session at 9:02 a.m. on Tuesday, July
17, 2012.
PRESENT:
Board Members: Mr. Bob Garrett, Chair
Mr. Carlos Amaral
Dr. Scott Coleman
Mr. James Dickerson
Ms. Jourdan Dukes
Ms. Brigettee Henderson
Mr. Steve McCarty
Mr. Ken Schaefer
Mr. Ralph Todd
Ms. Connie Ware
President: Dr. Baker Pattillo
Vice-Presidents: Dr. Richard Berry
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Mr. Danny Gallant
Mr. Steve Westbrook
General Counsel: Mr. Damon Derrick
Other SFA administrators, staff, and visitors
Regent Ware led the pledge to the flags and Regent Todd provided the invocation.
RECOGNITIONS
Kevin Stafford, Assistant Professor of Geology, was presented to report on the nationally
recognized SFA chapter of the American Association of Petroleum Geologists. Robert
Hill presented members of his staff in celebration of the presentation to SFA of the
Southland Conference Commissioner’s Cup.
APPROVAL OF MINUTES
BOARD ORDER 12-26
Upon motion by Regent Amaral, seconded by Regent Coleman, with all members voting
aye, it was ordered that the minutes of the April 16 and 17, 2012, regular meeting of the
Board of Regents and the June 8, 2012, special meeting of the Board of Regents be
approved as presented.
ADMINISTRATION
(Agenda Items 2 – 5)
BOARD ORDER 12-27
Upon motion by Regent Schaefer, seconded by Regents McCarty, with all members
voting aye, the following items were approved:
ELECTION OF PRESIDENT
A performance evaluation was conducted, and Baker Pattillo was reelected as president
of Stephen F. Austin State University at an annual salary of $303,389, effective
September 1, 2012.
ELECTION OF GENERAL COUNSEL
A performance evaluation was conducted, and Damon Derrick was reelected general
counsel at an annual salary of $122,720, effective September 1, 2012.
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ELECTION OF DIRECTOR OF AUDIT SERVICES
A performance evaluation was conducted, and Gina Oglesbee was reelected director of
Audit Services at an annual salary of $110,323, effective September 1, 2012.
ELECTION OF COORDINATOR OF BOARD AFFAIRS
A performance evaluation was conducted, and Judy Buckingham was reelected
coordinator of board affairs at an annual salary of $38,000, with a change in work
assignment to five hours each working day on campus and three hours each working day
off campus, effective September 1, 2012.
PERSONNEL
BOARD ORDER 12-28
Upon motion by Regent Todd, seconded by Regent McCarty, with all members voting
aye, it was ordered that the following personnel items be approved.
FACULTY APPOINTMENTS FOR 2012 – 2013
BUSINESS
Clive Muir, Associate Professor of Business Communication and Legal Studies, Ph.D.
(New Mexico State University), at an academic year salary of $78,000 for 100 percent
time, effective September 1, 2012.
Martha Gail Weatherly, Assistant Professor of General Business, Ph.D. (Texas A&M
University) at an academic year salary of $75,000 for 100 percent time, effective
September 1, 2012.
EDUCATION
Elizabeth M. Bellows, Assistant Professor of Elementary Education, M.S. (Texas A&M
University), at an academic year salary of $52,000 for 100 percent time, effective
September 1, 2012, contingent upon completion of doctorate by September 1, 2012.
Brandon Fox, Assistant Professor of Elementary Education, Ph.D. (Texas A&M
University) at an academic year salary of $54,000 for 100 percent time, effective
September 1, 2012.
Lorna Sheriff, Assistant Professor of Human Sciences, M.Ed. (Texas A&M University)
at an academic year salary of $54,000 for 100 percent time, effective September 1, 2012.
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Todd Whitehead, Assistant Professor of Kinesiology and Health Science, Ph.D.
(University of Southern Mississippi) at an academic year salary of $57,000 for 100
percent time, effective September 1, 2012.
FINE ARTS
Richard Ellis, Visiting Assistant Professor of Theatre, MFA (New York University) at an
academic year salary of $44,500 for 100 percent time, effective September 1, 2012.
Zachary Hanks, Visiting Assistant Professor of Theatre, MFA (University of South
Caroline) at an academic year salary of $42,000 for 100 percent time, effective
September 1, 2012.
Candace Hicks, Assistant Professor of Art, MFA (Texas Christian University), at an
academic year salary of $43,500 for 100 percent time, effective September 1, 2012.
Laura Rikard, Assistant Professor of Theatre, MFA (University of Virginia), at an
academic year salary of $44,500 for 100 percent time, effective September 1, 2012.
LIBERAL AND APPLIED ARTS
Paul Bellinger, Assistant Professor of Government, B.A. (Southern Illinois University), at
an academic year salary of $46,000 for 100 percent time, effective September 1, 2012,
contingent upon completion of doctorate by September 1, 2012.
Carlos Cuadra, Visiting Assistant Professor of Spanish, Ph.D. (University of Colorado at
Boulder) at an academic year salary of $47,000 for 100 percent time, effective September
1, 2012.
Steven Estrada, Assistant Professor of Psychology, Ph.D. (Cornell University), at an
academic year salary of $46,000 for 100 percent time, effective September 1, 2012.
Milton Hill, Instructor of Government, M.S. (Sam Houston State University), at an
academic year salary of $43,000 for 100 percent time, effective September 1, 2012,
contingent upon completion of doctorate by December 31, 2012.
Robert Polewan, Visiting Assistant Professor of Psychology, Ph.D. (University of
Massachusetts) at an academic year salary of $45,000 for 100 percent time, effective
September 1, 2012.
Brook Poston, Assistant Professor of History, M.A. (University of Missouri-Kansas
City), at an academic year salary of $46,000 for 100 percent time, effective September 1,
2012, contingent upon completion of doctorate by August 31, 2012.
Latoya Wesley, Visiting Assistant Professor of Psychology, Ph.D. (Howard University),
at an academic year salary of $45,000 for 100 percent time, effective September 1, 2012.
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STAFF APPOINTMENTS FOR 2012 – 2013
ADMISSIONS
Brittany Minchew, Admissions Counselor, at an annual salary of $32,000 for 100 percent
time, effective June 1, 2012.
ATHLETICS
Andrew Collins, Athletic Video Production Coordinator, at an annual salary of $35,000
for 100 percent time, effective May 14, 2012.
Devin Ducote, Assistant Football Coach, at a 10.5 month salary of $29,338 for 100
percent time, effective June 11, 2012.
Kendal Harper, Assistant Softball Coach, at a 10.5 month salary of $34,816 for 100
percent time, effective June 18, 2012.
Talvin Hester, Assistant Men’s Basketball Coach, at a 10.5 month salary of $45,000 for
100 percent time, effective June 18, 2012.
Mark Mitchell, Athletic Strength and Conditioning Assistant, at an annual salary of
$32,500 for 100 percent time, effective August 6, 2012.
Jeffrey Smith, Head Athletic Trainer, at an annual salary of $65,000 for 100 percent time,
effective July 2, 2012.
CAMPUS RECREATION
Robert Kuykendall, Coordinator of Intramurals, at an annual salary of $33,000 for 100
percent time, effective June 18, 2012.
Kati Van Dunk, Coordinator of Promotions and Sponsorships, at an annual salary of
$32,000 for 100 percent time, effective June 4, 2012.
EDUCATION
Robertha Frazier, Project Director of Deep East Texas P-16 Regional Council, at a nine
month salary of $29,250 for 75 percent time, effective April 2, 2012.
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HEALTH SERVICES
Ann Drayman, Physician Assistant, at a 10.5 month salary of $80,000 for 100 percent
time, effective July 2, 2012.
Penny Jeffery, Director of Health Services, at a 10.5 month salary of $107,500 for 100
percent time, effective August 27, 2012.
INFORMATION TECHNOLOGY SERVICES
Elijah Genskow, Programmer/Analyst I, at an annual salary of $35,000 for 100 percent
time, effective May 14, 2012.
Josh Radnitzer, Programmer/Analyst I, at an annual salary of $35,000 for 100 percent
time, effective June 25, 2012.
CHANGES OF STATUS FOR 2012 – 2013
ATHLETICS
Kevin Carberry, from Assistant Football Coach at a 10.5 month salary of $35,000 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $45,000 for 100 percent time, effective June 1, 2012.
David Gibbs, from Assistant Football Coach at a 10.5 month salary of $82,139 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $85,000 for 100 percent time, effective June 1, 2012.
Jake Morrison, from Assistant Football Coach at a 10.5 month salary of $35,000 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $45,000 for 100 percent time, effective June 1, 2012.
Arlington Nunn, from Assistant Football Coach at a 10.5 month salary of $71,843 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $74,000 for 100 percent time, effective June 1, 2012.
Richard Olin, from Assistant Football Coach at a 10.5 month salary of $82,000 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $85,000 for 100 percent time, effective June 1, 2012.
Nathan Schneider, from Assistant Football Coach at a 10.5 month salary of $40,000 for
100 percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $45,000 for 100 percent time, effective June 1, 2012.
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Harold Truax, from Assistant Football Coach at a 10.5 month salary of $72,176 for 100
percent time, to Assistant Football Coach with a change in job assignment at a 10.5
month salary of $74,000 for 100 percent time, effective June 1, 2012.
BUSINESS
Todd Brown, from Assistant Professor of Finance at an academic year salary of $100,460
for 100 percent time, to Associate Professor and Chair of Economics and Finance at an
11 month salary of $127,000 for 100 percent time, effective July 1, 2012.
CONTROLLER’S OFFICE
Eric Ashworth, from Accountant II at an annual salary of $44,000 for 100 percent time,
to Accountant III at an annual salary of $50,000 for 100 percent time, effective June 1,
2012.
FINE ARTS
Christopher Talbot, from Associate Professor and Interim Director of the School of Art at
an academic year salary of $56,673 for 100 percent time with an additional stipend of
$500 per month for interim duties, to Director of the School of Art at an annual salary of
$91,000 for 100 percent time, effective September 1, 2012.
INFORMATION TECHNOLOGY SERVICES
Tristan Adams, from Programmer/Analyst II at an annual salary of $42,000 for 100
percent time to Programmer/Analyst III at an annual salary of $50,000 for 100 percent
time, effective April 1, 2012.
LIBERAL AND APPLIED ARTS
Troy Davis, from Professor and Chair of History at an 11 month salary of $103,475 for
100 percent time, to Professor of History at an academic year salary of $74,400 for 100
percent time, effective September 1, 2012.
Marc Guidry, from Associate Professor of English at an academic year salary of $57,673
for 100 percent time, to Associate Professor of English and Associate Dean of Liberal
and Applied Arts at an annual salary of $92,000 for 100 percent time, effective
September 1, 2012.
Jerry Williams, from Professor and Chair of Social and Cultural Analysis at an annual
salary of $104,213 for 100 percent time, to Professor of Social and Cultural Analysis and
Interim Chair of Psychology at an academic year salary of $83,439 for 100 percent time
with an additional stipend of $2,818 per month for interim duties for 11 months, effective
September 1, 2012.
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OFFICE OF RESEARCH AND SPONSORED PROGRAMS
Jennifer Davis, from Assistant Director of Career Services in Counseling and Career
Services at an annual salary of $41,120 for 100 percent time, to Research Development
Specialist at an annual salary of $45,000 for 100 percent time, effective June 1, 2012.
PINEYWOODS AREA HEALTH EDUCATION CENTER
Lurah Bryant, from Coordinator AHEC at an annual salary of $33,100 for 100 percent
time to Assistant Director AHEC at an annual salary of $38,000 for 100 percent time,
effective April 1, 2012.
SCIENCES AND MATHEMATICS
Kenneth Farrish, from Professor of Forestry at an academic year salary of $103,903 for
100 percent time, to Professor of Forestry and Interim Chair of Geology at an academic
year salary of $103,903 for 100 percent time with an additional stipend of $1,000 per
month for interim duties for 14 months, effective June 1, 2012.
Russell Nielson, from Professor and Chair of Geology at an annual salary of $94,561 for
100 percent time, to Professor of Geology at an academic year salary of $78,915 for 100
percent time, effective September 1, 2012.
UNIVERSITY ADVANCEMENT
Jill Still, from Director of Development at an annual salary of $95,000 for 100 percent
time, to Vice President for University Advancement at an annual salary of $155,000 for
100 percent time, effective June 11, 2012.
RETIREMENTS
The following retirements were accepted:
Frances Beth Anson, Assistant Professor of Psychology, effective May 31, 2012.
Joseph McWilliams, Professor of Mathematics and Statistics, effective May 31, 2012.
John H. Miller, Director of Health Services, effective August 31, 2012.
Sanford Miller, Assistant Director of Athletics (Athletic Sports Medicine), effective
August 31, 2012.
William Wilson, Project Coordinator, Advance Technical Credit, effective August 31,
2012.
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PROMOTIONS
The following individuals were granted promotion to the academic rank indicated,
effective fall semester, 2012.
To Associate Professor:
Brian Beavers Mathematics
Jeremy Becnel Mathematics
Kent Riggs Mathematics
HOLIDAY SCHEDULE FOR 2012-2013
WHEREAS, the board considered the following: Thirteen holidays are allowed by the state
for 2012-2013. The following schedule will allow SFA to be closed for Labor Day, two
days at Thanksgiving, seven working days during Christmas, five working days during
Spring Break, Memorial Day, and Independence Day, which totals 17 days. Employees
will be required to take two days of vacation or compensatory time on December 27 and
28, and two days of vacation or compensatory time on March 14 and 15. Campus
buildings will be shut down for 11 days during the Christmas break, and nine days during
Spring Break, which will result in significant energy savings.
Sept. 3 Labor Day
Nov. 22-23 Thanksgiving Break
Dec. 24-Jan. 1 Christmas Break
Mar. 11-15 Spring Break
May 27 Memorial Day
July 4 Independence Day
THEREFORE, the holiday schedule for 2012-2013 was approved as presented.
ACADEMIC AND STUDENT AFFAIRS
BOARD ORDER 12-29
Upon motion by Regent Henderson, seconded by Regent Amaral, with all members
voting aye, it was ordered that the following academic and student affairs items be
approved:
APPROVAL OF UNIVERSITY MISSION STATEMENT
WHEREAS, the board members considered the following: State law [Texas Education
Code, Chapter 61, Section 61.051(e)] requires that the Texas Higher Education
Coordinating Board review public universities’ and health-related institutions’ mission
statements every four years. Stephen F. Austin State University's mission statement is
scheduled to be considered by the coordinating board at its quarterly meeting in January
2013.
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THEREFORE, the Board of Regents approved the current mission statement as appropriate
for submission to the Texas Higher Education Coordinating Board for review and
approval at its January 2013 meeting. The mission statement is:
Stephen F. Austin State University is a comprehensive institution
dedicated to excellence in teaching, research, scholarship, creative
work, and service. Through the personal attention of our faculty and
staff, we engage our students in a learner-centered environment and
offer opportunities to prepare for the challenges of living in the global
community.
CONSIDERATION OF REQUEST FROM THE COLLEGE OF SCIENCES AND
MATHEMATICS FOR CHANGE IN THE DEPARTMENT OF BIOLOGY
WHEREAS, the board members considered the following: The College of Sciences and
Mathematics requests the relocation of the biotechnology program to the Department of
Biology and the elimination of the Division of Biotechnology. The move will more
accurately reflect the academic content of the program and how the program functions
within the college. The program will be administered by the Department of Biology
rather than functioning as a separate administrative unit.
THEREFORE, the Board of Regents approved the move of biotechnology to the
Department of Biology and the elimination of the Division of Biotechnology.
INTERCOLLEGIATE ATHLETIC POLICIES AND PROCEDURES MANUAL
REVISIONS
WHEREAS, the board members considered the following: In accordance with NCAA
requirements the university adopted an Intercollegiate Athletic Policies and Procedures
Manual in 1994. This policy manual is annually reviewed and approved by the board in
its July meeting. Minor policy and/or procedure changes have occurred since the July
2011 revision and are included in Appendix 1.
THEREFORE, the Board of Regents approved the revisions to the Athletic Policies and
Procedures Manual as presented in Appendix 1.
ACADEMIC AND STUDENT AFFAIRS POLICY REVISIONS
The Board of Regents adopted the following policy revisions as presented in Appendix 6:
Concurrent and Dual Credit Enrollment Programs (A-50)
Conflict of Interest in Sponsored Activities (A-11.5)
Discrimination Complaints/Sexual Harassment (E-46)
Faculty/Staff Traffic Appeals (D-12)
Flag Display (D-15)
Misconduct in Research and Scholarly Activities (A-31.5)
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Misconduct in Scholarly or Creative Activities (A-80)
Performance Management Plan (E-57)
Prohibition of Campus Violence (D-55)
Semester Grades (A-54)
Service Awards (E-45)
Student Discipline (D-34)
Time Clock (E-51.1N)
BUILDING AND GROUNDS
BOARD ORDER 12-30
Upon motion by Regent McCarty, seconded by Regent Dickerson, with all members
voting aye, the following building and grounds item was approved:
SELECTION OF AN ARCHITECTURAL FIRM FOR THE CONSERVATION
EDUCATION CENTER
WHEREAS, the board members considered the following: At the April 19, 2012, Board of
Regents meeting, the university was authorized to issue a request for qualifications
(RFQ) for an architect for the Conservation Education Center project. The university
reviewed submissions and developed a set of finalists to make presentations to the
regents. These three finalists were interviewed by board members at the July 16, 2012,
meeting of the Building and Grounds Committee: Ray+Hollington Architects, Sutton
Mitchell Beebe & Babin, and Pollen Architecture & Design. Major discussion issues in
the committee selection of Sutton Mitchell Beebe & Babin as the recommended architect
for the Conservation Education Center project included:
Attention to detail in the preliminary schematic design
Availability during the project due to their regional location
The quality of the presentation
THEREFORE, the Board of Regents approved the selection of Sutton Mitchell Beebe &
Babin as the architectural firm for the Conservation Education Center project and
authorized the president to sign all associated contracts and purchase orders.
BOARD ORDER 12-31
Upon motion by Regent McCarty, seconded by Regent Schaefer, with all members voting
aye, the following building and grounds item was approved:
SELECTION OF A CONSTRUCTION MANAGER AT RISK FOR THE
CONSERVATION EDUCATION CENTER
WHEREAS, the board members considered the following: At the April 19, 2012, Board of
Regents meeting, the university was authorized to issue a request for proposals (RFP) for
a construction manager at risk (CMR) for the Conservation Education Center project.
The university reviewed submissions and developed a set of finalists to make
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presentations to the regents. These two finalists were interviewed by board members at
the July 16, 2012, meeting of the Building and Grounds Committee: J.E. Kingham
Construction Company and Cox Contractors, Inc.
THEREFORE, the Board of Regents selected J.E. Kingham Construction Company as the
most qualified firm to serve as construction manager at risk for the Conservation
Education Center project and authorized the president to sign all associated contracts and
purchase orders.
BOARD ORDER 12-32
Upon motion by Regent McCarty, seconded by Regent Amaral, with all members voting
aye, it was ordered that the following four building and grounds items be approved:
TWILIGHT BALLROOM RENOVATION
WHEREAS, the board members considered the following: The Twilight Ballroom
renovation was approved in the 2009-10 capital plan. The project scope included ceiling
modifications, a new lighting system, life-safety enhancements, floor and wall
refurbishing, and installation of an audio-visual system. The original budget for the
project was $300,000.
Engineering studies revealed the construction component of the renovation is estimated
to cost $300,000. Installation of an audio-visual system is an important component of the
project, and is estimated to cost an additional $150,000. The funds to support the entire
project are contained in the fiscal year 2012 auxiliary renovation budget.
THEREFORE, it was approved that the Twilight Ballroom Renovation budget be increased
to $450,000 in order to accommodate the entire scope of the project. The source of funds
will be budgeted auxiliary funds.
POWER PLANT WATER LINE
WHEREAS, the board members considered the following: At the July 19, 2011, meeting
the regents approved the installation of a chilled water line that connected the power plant
at Lumberjack Village to Kerr Hall. The project was budgeted for $200,000 with
auxiliary fund balance. The budget estimate was developed using previous campus
projects as a basis. A subsequent engineering study determined the line route and size
should be changed in order to realize a more efficient distribution. An additional $75,000
is needed to complete the project.
THEREFORE, the budget for the chilled water line project was increased to $275,000. The
auxiliary contingency fund will be used to fund the additional $75,000.
APPROVAL OF THE FISCAL YEAR 2012-13 CAPITAL PLAN
WHEREAS, the board members considered the following: The university has a long term
campus infrastructure plan that addresses capital renewal, planned maintenance and
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renovation projects. The 2012-13 capital plan addresses the university’s current
infrastructure need and includes academic, student life, building, and life safety
initiatives.
THEREFORE, the Board of Regents approved the $2,591,000 fiscal year 2012-13 capital
plan by project. The plan is detailed in Appendix 2 and includes renovation, planned
maintenance, and equipment replacement. Each project in Appendix 2 was funded at a
level not to exceed the item cost, the source of funds used as described and the president
was authorized to sign associated purchase orders.
BUILDINGS AND GROUNDS POLICY REVISIONS
The Board of Regents adopted the following policy revisions as presented in
Appendix 6:
Building Design Standards (B-37)
Energy Conservation (B-6)
Fleet Management (B-33)
Lease, Rental or Use of Off-Campus Facilities (B-35)
Vehicle Repair and Maintenance (B-31)
BOARD ORDER 12-33
Upon motion by Regent McCarty, seconded by Regent Dickerson, with all members
voting aye, the following building and grounds item was approved:
NAMING OF INA BRUNDRETT CONSERVATION EDUCATION BUILDING
WHEREAS, the board members considered the following: In accordance with Board Rules
and Regulations, buildings and other facilities may be named for persons, both living and
deceased, who make a significant donation to the university. The board will consider the
appropriate naming of the facility to be constructed at 2900 Raguet Street, Nacogdoches,
Texas, now commonly referred to as the Conservation Education facility at the
Pineywoods Native Plant Center.
THEREFORE, the Board of Regents approved the naming of the facility to be constructed
at 2900 Raguet Street, Nacogdoches, Texas, now commonly referred to as the
Conservation Education facility at the Pineywoods Native Plant Center, the Ina Brundrett
Conservation Education Building, to become effective upon completion of the facility.
FINANCIAL AFFAIRS
BOARD ORDER 12-34
Upon motion by Regent Coleman, seconded by Regent Todd, with all members voting
aye, the Board of Regents acknowledged receipt of the audit services report, including an
expenditure audit, payroll and human resources audit, update on audit plan and annual
risk assessment.
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BOARD ORDER 12-35
Upon motion by Regent McCarty, seconded by Regent Coleman, with all members
voting aye, it was ordered that the following finance and audit items were approved.
RENEWAL OF THE INVESTMENT MANAGEMENT CONTRACT WITH MERRILL
LYNCH
WHEREAS, the board members considered the following: Following a competitive
proposal and screening process, the Board of Regents selected Merrill Lynch to continue
to serve as the university’s external fund manager on July 20, 2010. Pursuant to the
Public Funds Investment Act, Texas Government Code Chapter 2256.003(b), a contract
with an external fund manager must be renewed or extended every two years. The current
contract with Merrill Lynch ends August 31, 2012.
THEREFORE, the Board of Regents approved the extension of an investment management
contract with Merrill Lynch two years, beginning September 1, 2012, and authorized the
president to sign the contract.
APPROVAL OF DUAL CREDIT ENROLLMENT COST
WHEREAS, the board members considered the following: Policy A-50 governs dual credit
enrollment at the university. The policy currently specifies the cost of dual credit
enrollment. The university wishes to remove dual credit enrollment costs from the policy
and submit the cost as an item to be considered by the Board of Regents.
THEREFORE, the Board of Regents approved the current dual credit enrollment cost of $25
per hour plus a fee of $25 per semester credit hour for online classes. In addition, it was
approved that associated course-related fees be charged beginning with the spring 2013
semester.
GRANT AWARDS
WHEREAS, the board members considered the following: To date, the university has
received multi-year grant awards totaling $49,327,370 that include funds allocable to
fiscal year 2012. This includes $684,457 in new awards since the last report and a
$3,917,833 elected reduction in ARRA stimulus loan funds to be applied to the cost of
the Building Efficiency and Retrofit programs. Of the multi-year total, grant awards
allocable to fiscal year 2012 are $12,576,769, which includes an increase of $601,267
and the adjustment for the stimulus loan reduction.
The grant awards result from extensive faculty research and service engagement across
many academic disciplines. The grants include direct federal, federal pass through, state
and private awards.
THEREFORE, the additional grant awards allocable to fiscal year 2012, detailed in
Appendix 3 and totalling $601,267, were approved and ratified by the Board of Regents.
-16-
ADOPTION OF THE FISCAL YEAR 2012-13 CAPITAL PLAN BUDGET
WHEREAS, the board members considered the following: The university has a long term
campus infrastructure plan that addresses capital renewal, planned maintenance and
renovation projects. The 2012-13 capital plan addresses the university’s current capital
needs and includes academic, student life, building, and life safety initiatives. The capital
plan budget is submitted for adoption.
THEREFORE, the Board of Regents adopted the $2,591,000 fiscal year 2012-13 capital
budget, as presented. The plan is detailed in Appendix 4 and includes renovation, planned
maintenance, and equipment replacement. It was ordered that each project in Appendix 4
be funded at a level not to exceed the item cost, the source of funds used as described and
the president was authorized to sign associated purchase orders.
ADOPTION OF THE FISCAL YEAR 2012-13 INSTITUTIONAL BUDGET
WHEREAS, the board members considered the following: In accordance with Article III of
the State of Texas General Appropriations Act for the 2013-13 biennium, the
recommended institutional budget totaling $227,891,123 for fiscal year 2012-13 is
submitted for approval. The proposed budget includes a 7.95% increase in tuition and
fees, a 2.5% increase in residence hall rates and a 2% increase in meal plan rates. The
proposed budget also includes faculty promotions, staff reclassifications, and a 3% merit
pool for faculty and staff. A detailed Higher Education Fund allocation is included in
Appendix 5.
THEREFORE, the Board of Regents approved the submitted institutional budget totalling
$227,891,123 for fiscal year 2012-2013.
FINANCIAL POLICY REVISIONS
The Board of Regents adopted revisions to the following financial policies as presented
in Appendix 6:
Auditing a Course – Tuition and Fees (C-3)
Budget Control (C-47)
Central Stores (F-7)
Check Cashing (C-6)
Delegated Purchasing Authority (C-10)
Ethics (E-560
External Bank Accounts C-54)
Indirect Cost Recovery, Distribution and Use (A-51)
Institutional Reserves Fund (C-55)
Memberships (C-17)
Payment Card Acceptance and Security (C-61)
Physical Plant Charges (B-21)
Purchase Requisition (C-30)
Purchase Voucher (C-31)
Restrictions on Purchasing and Contracting with Certain Vendors (C-48)
-17-
Travel (C-49)
President Baker Pattillo presented a report on the following:
Upcoming Dates
Legislative Comments
Special Items Committee
London Band Trip
Southland Conference Update
Angelina College
Dr. Linda Bobo, Chair of the Faculty Senate, presented a report on the actions of the
2011-2012 Faculty Senate and the goals of the 2012-13 academic year:
to hold Faculty Senate committees accountable for their action goals by
adhering to timelines
to hold the Faculty Senate accountable to themselves by actively participating
on the assigned university committees
to become stakeholders of the university by becoming involved on
more university committees
to build relationships with the leaders of the colleges through the request of
having a college's faculty senator serve on the college's council
Dennis Hagans, president of the Student Government Association gave the following
report:
Watermelon Bash on July 17
Lumberjack Fan Buses
Voter Registration Activities
The meeting was adjourned at 10:20 a.m.
Athletic Policy Manual Changes for 2012-2013
POLICY NAME NUMBER ACTION/CHANGE
Departmental Organization 301 Title changes
AAD Business Affairs 302B Report to change
Media Relations Director 302I Report to change
AAD Academic Services 302K Title change
Coordinator of Athletic Ops 302N Report to change
AAD External Affairs 302O Report to change
Budget: Salaries & Wages 401B Minor change
Accountability: Inventory
Control 403B Name change
Purchasing Procedures 404 Minor change
Disbursements: Payroll 405B Minor change
Ticket Office Operations 408A Minor change added baseball and softball
Ticket Office Sales 408B Minor change added baseball and softball
SA Conduct & Ethics 501A Changes to social media policy
SA: Recruitment 502A Minor change
SA: Admissions 502B Added international student info
SA: Eligibility 502C Major rewrite to reflect NCAA rule changes
SA: Financial Aid 502D Minor change
SA: Non-Recruited 502E Minor change
SA: Academic Policy 503A Minor change
SA: Summer School 503B Minor change
Transfer Release Policy 506F Major rewrite
Departmental Staff: Hiring 508B Minor changes, title changes
Departmental Staff: Vacations 508D Minor change
Amorous Relationships 508K New Policy
Appendix 1
1
Coaches: Employment 510A Minor changes
Outside Employment/Promo 510B Minor changes
Team Travel 601B Update to passenger van limits; other minor changes
Scheduling: Events/Special
Events 602A Minor change
Facilities: Strength &
Condition 604C Minor change
Athletic Events: Concessions 605A Added baseball & softball
Music & Entertainment 605C Changes to tailgate policy
Appendix 1
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301:1
DEPARTMENTAL ORGANIZATION
The head of Stephen F. Austin State University’s Department of Intercollegiate Athletics is the
Director of Athletics who reports to the President who in turn reports to the Board of Regents.
Reporting directly to the Director of Athletics are:
The Associate Athletic Director for Compliance and Student Services.
The Assistant Athletic Director for Student Academic Services.
The Assistant Athletic Director for Business Affairs.
The Assistant Athletic Director for External Affairs.
The Supervisor of Facilities and Equipment.
The Senior Woman Administrator; who serves in a dual role as Assistant Athletic Trainer.
The Assistant Athletic Director for Sports Medicine who supervises the Assistant Athletic
Trainers.Head Athletic Trainer who supervises the Assistant Athletic Trainers.
The Director of the Wellness Center.
The Head Coaches for all sports.
In addition, the Director of Athletics works closely with:
The Faculty Athletic Representative and the
Intercollegiate Athletic Council.
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302B:1
JOB DESCRIPTION
ASSISTANT ATHLETIC DIRECTOR FOR BUSINESS AFFAIRS
Reports To: Director of Athletics
Positions Directly Supervised: Media Relations DirectorCoordinator of Athletic Operations
Basic Function
Responsible for directly overseeing the Department business operations and assisting the Director of
Athletics with the overall management and control of the Department budget. Attends to daily
business operations and financial planning and oversight.
Duties and Responsibilities
1. Assists in the development of budgets for all programs, in conjunction with the Director of
Athletics, Head Coaches and other administrative staff members. Monitors budgetary
compliance.
2. Participates in special planning studies related to income projections. Complies budget
estimate information for athletics program operations and special projects, as requested.
3. Assists coaches and administrative staff with the business operations pertaining to their
programs.
4. Aids in the negotiation of all Departmental contracts to include, television and radio rights,
business facilities, rental, maintenance and concessions at the direction of the Director of
Athletics.
5. Works closely with appropriate University Offices to ensure that all developed contracts meet
University, as well as State rules and regulations requirements.
6. Develops and implements capital equipment purchasing procedures and special
remodeling/maintenance projects, working with the University’s Business and Purchasing
Offices.
7. Reviews game guarantees and other appropriate financial arrangements with visiting teams,
and prepares contracts for events, as necessary.
8. Oversees the planning and coordination of team travel arrangements, including
transportation, lodging, meals, etc., for regular and postseason events.
9. Assists in the development of Southland Conference, and NCAA Championship budgets and
financial reports.
10. Keeps the Director of Athletics informed regarding Departmental fiscal operations, providing
periodic budget status reports.
Appendix 1
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302B:2
11. Interfaces with internal and external auditors, as well as with other University Departments
having fiscal management authority.
12. Handles University receipts and has receipt processing duties as per University policy.
13. Attends University, Southland Conference, NCAA and other organizational meetings, as
assigned.
14. Participates on University committees and task forces, as required.
15. Initiates or participates in projects as requested by the Director of Athletics.
16. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland
(SLC).
17. Compliance matters will also be included in your annual Performance Management Review.
18. Performs additional duties and special projects as assigned by the Director of Athletics.
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302I:1
JOB DESCRIPTION
MEDIA RELATIONS DIRECTOR
Reports To: Assistant Athletic Director for Business External Affairs
Positions Directly Supervised: Assistant Media Relations Directors,
Media Relations Specialist
Interns,
Student Assistants.
Basic Function
Responsible for the development, planning, supervision and implementation of the Department’s
overall media relations efforts. Provides general supervision of the Media Relations Office, all
intercollegiate sports publicity and the Athletic Department’s official website.
Duties and Responsibilities
1. Implements Departmental policies and procedures as related to media relations, ensuring
the integrity and enhancing the public image of SFA’s intercollegiate athletics program.
2. Remains current and ensures compliance with all applicable University, Southland
Conference, and NCAA rules and regulations.
3. Establishes and maintains cooperative working relationships with local, regional and
national media representatives. Serves as the press liaison, arranging press conferences
and establishing procedures for interviewing student-athletes, coaches and
administrators. Arranges interviews when appropriate and convenient with
Departmental personnel.
4. Supervises Media Relations Office personnel in the performance of their duties related to
daily sports media services, the production of news releases and statistics, and the
development of sports publications.
5. Coordinates media requests from radio, television and press personnel. Issues press
credentials. Directs press box and press row operations.
6. Directs the preparation, maintenance and distribution of current statistical records for all
intercollegiate sports.
7. Coordinates the writing, editing, publication and distribution of all sports information, to
include press releases, feature articles, media guides, game programs and website
content.
8. Maintains updated files on past and present SFA student-athletes and staff, including
biographical and photographic materials.
Appendix 1
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302I:2
9. Oversees photography activities, including photograph sessions for teams, as well as still
and video coverage of athletic events.
10. Acts as the Department’s public relations liaison with the University, community and
media.
11. Supervises all support staff assigned to media relations activities. Delegates and
prioritizes staff administrative responsibilities.
12. Ensures that results of athletic events for all sports are reported to the appropriate media
outlets.
13. Plans and coordinates press functions for all sports, when deemed appropriate.
14. Coordinates the coverage of away events, to include working with the opponent’s media
relations office and scheduling Media Relations staff travel, when deemed appropriate.
15. Assists student-athletes in dealing with media representatives.
16. Attends national, regional and Conference meetings as assigned by the Assistant Athletic
Director for Business External Affairs or the Director of Athletics.
17. Performs media related duties and coordinates special projects as requested by the
Assistant Athletic Director for Business Affairs or the Director of Athletics.
18. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
19. Compliance matters will also be included in your annual Performance Management
Review.
20. Performs additional duties and initiates special projects as directed by the Director of
Athletics.
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302K:1
JOB DESCRIPTION
ASSISTANT ATHLETIC DIRECTOR FOR STUDENT ACADEMIC SERVICES
Reports To: Director of Athletics
Positions Directly Supervised: Academic Services Assistants
Graduate Assistants
Tutors
Basic Function
Serves as a liaison between the academic and athletic branches of the University. Oversees
student-athlete academic activities from admissions through graduation. Implements programs
and services which help guide and assist student-athletes in their academic endeavors.
Duties and Responsibilities
1. Develops, implements and coordinates an Academic Counseling Program for student-athletes.
2. Proposes and oversees the administration of the Program’s annual budget.
3. Interacts with University faculty concerning issues related to student-athletes and their
academic progress.
4. Assists Head Coaches with admissions procedures, interfacing with the Admissions
Office and faculty committees, as required. Assists in monitoring the admissions process
for student-athletes.
5. Monitors the compilation and maintenance of student-athlete academic profiles. Uses
this information to develop academic counseling plans and services and to identify
resources for these student-athletes.
6. Monitors the class attendance and performance of sports specific student-athletes. This is
accomplished using the GradesFirst software and direct personal contact with professors.
Regularly disseminates academic information to appropriate coaches.
7. Regularly disseminates essential student-athlete information, in conjunction with the
Associate Athletic Director for Compliance and Student Services, to the following
individuals:
a. The Director of Athletics and Athletic Certification Officer: reports on academic
progress and eligibility;
b. The College Deans: general exchange of pertinent information, lists of all
student-athletes for collection of individual related to degree progress;
c. The Faculty: questionnaires on academic progress;
d. The Coaches: Mid-semester/final grades, class schedules and eligibility status
and tutoring reports; and
Appendix 1
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302K:2
e. The student-athletes: notices of academic deadlines; academic deficiencies in
course selections or required classes; office appointments and release forms for
academic records.
8. Informs sports specific student-athletes of all registration procedures and related due
dates. Provides pre-registration counseling and registration services for these student-athletes.
9. Assists with the creation and maintenance of academic files on all student-athletes,
including the compilation of academic information on student-athletes for Southland
Conference, and NCAA eligibility reports and forms.
10. Counsels student-athletes with academic concerns. Refers them to appropriate
counseling or support services when needs outside the Academic Counseling Program
offerings are identified.
11. Assists with the recruiting program by familiarizing prospective student-athletes with
the various academic programs and support services available at SFA.
12 Develops and continually updates student files on academic progress. Files will be
discussed each semester with student-athletes as to current standing and expectations for
the upcoming semester. Head coaches will be provided updated copies of all progress
reports.
13. Coordinates registration and advising activities for student-athletes.
14. Develops and oversees study programs designed to meet the needs of student-athletes,
which include trained tutors, academic support counseling services.
15. Supervises Study Hall operations for the Department.
16. Plans and coordinates summer and fall orientation sessions for incoming student-athletes.
17. Refers student-athletes to appropriate University offices (e.g., Office of Admissions,
Financial Aid, Housing, and University Counseling Center, etc.) when needs outside the
academic counseling area are identified.
18. Assists student-athletes and coaches in rectifying “system problems” that require
extended contact with one or more University offices.
19. Interacts with college registrars and faculty advisors to facilitate appropriate course
enrollment.
20. Coordinates all student-athlete outreach activities.
21. Acts as advisor co-chairperson for the Student-Athlete Advisory Board.
Appendix 1
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302K:3
22. Attends professional meetings, seminars and continuing education classes (as time
allows) to update and increase professional knowledge. Serves on various University
committees.
23. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
24. Compliance matters will also be included in your annual Performance Management
Review.
25. Performs additional duties and special projects as assigned by the Director of Athletics.
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302N:1
JOB DESCRIPTION
COORDINATOR OF ATHLETIC OPERATIONS
Reports to: Assistant Athletics Director for External Business Affairs
Positions Directly Supervised: Student Assistants; Event Management Personnel
Basic Function
Responsible for directly overseeing the staging of all home intercollegiate athletic events and the
implementation of Southland Conference and NCAA rules and regulations pertaining to game
management activities. Serves as the department’s liaison to outside groups using athletic
department facilities and works to troubleshoot potential conflicts with existing scheduled events.
Attends to the daily oversight of the departmental calendar to include the scheduling of team
practices and games, as well as non-athletic department events.
Duties and Responsibilities
1. Coordinates the preparation of the overall calendar of events for the Department, in
conjunction with Head Coaches and other personnel involved with facility scheduling
and services.
2. Attends to the daily supervision of the department calendar to accommodate the
demanding practice and game schedules of all athletic department teams.
3. Oversees the staging and management of home athletic events, including the hosting of
pre-season tournaments and championships.
4. Coordinates all Southland Conference and NCAA championship events.
5. Acts as the coordinator for UIL athletic events hosted by Stephen F. Austin State
University. Activities include the planning and staging of the championships, and serves
as the departmental liaison to the UIL office in Austin.
6. Serves as the departmental liaison to the following game management entities:
concessionaires, ticket personnel, University Police Department, the band and other spirit
groups.
7. Negotiates rental agreements and contracts, on behalf of the University.
8. Disseminates necessary information to visiting intercollegiate teams concerning trip
procedures (i.e. restaurant and hotel guides, maps of campus, etc.).
9. Oversees the execution of Game Confirmation Letters to all opponents, pursuant to
Southland Conference policy.
10. Oversees the coordination of departmental special events and post-season tournaments,
as requested.
Appendix 1
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302N:2
11. Attends University, Southland Conference, and other organizational meetings, as
assigned.
12. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the
Southland (SLC).
13. Compliance matters will also be included in your annual Performance Management
Review.
14. Performs additional duties and special projects as assigned by the Director of Athletics or
Assistant Athletics Director for External Business Affairs.
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Appendix 1
12
302O:1
JOB DESCRIPTION
Assistant Athletic Director for External Affairs
Reports To: Director of Athletics
Positions Directly Supervised: Coordinator of Athletic OperationsDirector of Media Relations
Video Coordinator
Graduate Assistant – Marketing & Promotions
Basic Function
Responsible for all external programs conducted on behalf of the athletic department, including
planning, directing, coordinating and securing private gifts and athletic sponsorships from
corporations, foundations and individuals, as well as developing and implementing an overall
marketing plan for the department, oversee athletic promotional, public relations and ticket efforts.
Serves as liaison for the athletic department to the office of development, alumni associations, public
relations and booster groups in developing fund raising priorities and strategies. Work with athletic
department administrative staff and coaches, university administration and community/state leaders
in furthering the presence and image of SFA Intercollegiate Athletics. Develop and implement
strategies to increase ticket sales and overall attendance at athletic events.
Duties and Responsibilities
1. Develop, implement and coordinate a comprehensive athletic fund-raising, corporate
partnership and a marketing and promotions plan for the University.
2. Coordinate the Athletic Department’s public relations effort.
3. Oversee the Athletic Annual Fund.
4. Communications and coordinates activities with all University fund raising agencies,
including the Alumni Office, the Advancement office and outside parties.
5. Plan all athletic fund raising events.
6. Designs proposals requesting gifts and/or sponsorships from donors, businesses or
corporations and private foundations.
7. Informs donors/sponsors on a consistent basis regarding the location of their
donations/sponsorships and how it is benefiting the Athletic Department and the
University.
8. Manage the University’s licensing program, and serve as primary liaison with the
University’s licensing representative, CLC-IMG College.
9. Coordinate and supervise volunteer effort.
10. Adhere to all applicable NCAA and Southland Conference rules and regulations.
11. Serve as the athletic department liaison with the Office of Public Affairs.
Appendix 1
13
302O:2
12. Attends luncheons or meetings with volunteers as needed.
13. Engages in speaking commitments to promote the University.
14. Travels in order to locate potential donors.
15. Handles university receipts and has receipt processing duties as per university policy.
16. Abide by all rules of the National Collegiate Athletics Association (NCAA) and the Southland
(SLC).
17. Compliance matters will also be included in your annual Performance Management Review.
18. Performs other duties as assigned by the Athletic Director.
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Appendix 1
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401B:1
BUDGET: SALARIES AND WAGES
The Department of Intercollegiate Athletics strives to provide salaries and wages to its staff
commensurate with their duties and responsibilities and in compliance with University
guidelines established by the Texas State Legislature and the Board of Regents. The Director of
Athletics may make annual salary recommendations for the departmental employees of the
Department’s. The final approval for Departmental salary and wage increases rests with the
Board of Regents. Approved salary and wage increases become a component of the
Department’s proposed annual budget.
For budgetary purposes, salaries and wages are covered in the designated cost-center’s budget.
All salary and wage recommendations must comply not only with University guidelines but also
with Southland Conference and NCAA rules and regulations.
The Stephen F. Austin State University Policies and Procedures Manual and specific job descriptions
outline the conditions of employment for staff positions within the Department of Intercollegiate
Athletics. Staff members with budgetary responsibilities are expected to consider annual
performance evaluations in making recommendations for salary increases. (For additional
information see Policy 405B, Disbursements: Payroll, Policy 508B, Departmental Staff: Hiring,
and Policy 508C, Departmental Staff: Performance Evaluations, in this Manual.)
Employment Classification
Classification is based on: duties performed, scope and level of assigned responsibility,
supervision received or provided, and qualifications required to perform the duties associated
with the position.
The University classifies its personnel as follows:
Non-ClassifiedExempt - This group includes academic staff, coaches, administrative and
professional employees;
Classified Non-exempt - This group includes office/service personnel; and
Students.
Exempt Employees
As defined by the Fair Labor Standards Act, employees who responsibilities include executive,
managerial and/or administrative duties, or whose positions require an advanced educational
degree or specific experience level within the designated area of responsibility and authority are
exempt from the provisions of the Wage and Hour Law and, as such, do not receive overtime
payments.
Appendix 1
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401B:2
Compensatory Time
In lieu of overtime payments, classified and exemptnon-exempt employees are eligible for
compensatory time off (“comp” time) at a rate of 1.5 hours off for each hour worked over 40 hours in a
workweek and must be paid for any unused accumulated comp time at the time of separation from
employment. Comp time is calculated, recorded, monitored, and accrued in the same manner as
overtime payments and is tracked in the on-line time clock system. Non-classified exemptExempt
employees who are requested to perform duties outside their assigned job description are not
subject to the overtime provisions of the Fair Labor Standards Act and may be allowed comp time off for
hours in excess of 40 hours in a work week in which the combination of hours worked, paid leave, and
holidays exceeds a total of 40 hours.may receive comp time. Comp time hours taken are not allowed to
exceed 80 hours in a fiscal year. per year. An exempt employee will not be paid for any unused comp
time earned in this manner. Any comp time that is to be taken is at the discretion of the supervisor and
must be authorized in advance. No employee may accrue comp time for work performed at any location
other than the employee’s regular place of employment or duty point.Classified employees receive comp
time in accordance with the University's policy and conformance to budget guidelines.
The Administrative Assistant to the Director of Athletics monitors overtime usage to ensure
compliance with the University policy and conformance to budget guidelines.
Salary Increases
Guidelines established by the Texas State Legislature and the Board of Regents set parameters for
annual salary increases for all employees. Recommendations for annual increases, which are
made during final budget preparation, are based upon merit and equity, as well as cost-of-living
considerations.
As staff salaries are generally a component of each cost-center’s budget, annual salary
recommendations are first approved by the Director of Athletics and then forwarded to the
President for final approval. (See Policy 401A, Budget: Formulation in this Manual for additional
information.)
Salary increases are recommended during annual budget preparation, except for football coaches
which are recommended at the January Board meeting.
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403B:1
ACCOUNTABILITY: INVENTORY CONTROL PROCEDURES
All capital equipment which is the property of Stephen F. Austin State University must be
properly identified, registered and secured. This includes equipment acquired through the
University’s purchasing system or by donation to the Department of Intercollegiate Athletics.
Capital Property/Equipment
All items of non-consumable personal property with a value of $5000 or greater per unit are
maintained in SFA’s perpetual inventory control system; except that certain “controlled” items
valued at $500 or greater, or in some cases any value, are also maintained in the SFA perpetual
inventory control system. Items are placed in the State Property Accounting (SPA) system at the
time of acquisition and are carried in the system at original cost value until disposed of through
surplus. The Inventory and Purchasing DepartmentProcurement and Property Services Department
is responsible for assignment and control of inventory numbers and maintenance of inventory
records. Inventory control tags are normally applied by the Central Receiving Department prior
to delivery to individual University Departments. For additional information, see Policy 403A,
Accountability: State Property Law, in this Manual.
The Department of Intercollegiate Athletics conducts a physical inventory of capital
property/equipment on an annual basis, generally during the time period from February through
April, or at the completion of a sports season, in accordance with University policy. The
Supervisor of Facilities and Equipment, working with the Assistant Athletic Director for Business
Affairs, has been designated as the “Property Manager” for the Department and oversees the
inventory (see below).
All incoming property and equipment is to be reported to the Department’s Property Manager.
This report should include a description of the item, its location and serial number, if applicable.
Additionally, any time a piece of equipment is moved to a new location, the Property Manager is
to be notified in writing, where the equipment was previously located in the Department and its
new location. Again, a description of the item and a serial number, if applicable, should also be
included on the notification.
Excess property is removed from the Department’s inventory only after a Property Transfer Form
(Appendix 403A-1) or Salvage Property Request is completed and returned to the Purchasing and
Inventory Department. This form must include information detailing the condition of the item(s)
being removed.
Lost or Stolen Property
When it has been determined that SFA equipment is lost, the Supervisor of Facilities and
Equipment reports the loss to the Purchasing and Inventory DepartmentProcurement and Property
Services Department by completing a Lost or Stolen Property Report (Appendix 403B-1). SFA is
required to report the loss of equipment to the State Attorney General when negligence is
determined to have been involved.
In the event that Department equipment appears to be stolen, it is the responsibility of the
Supervisor of Facilities and Equipment to report the theft of the property to the University Police
Department and the Purchasing and Inventory DepartmentProcurement and Property Service
Department. A Lost or Stolen Property Report must be completed as soon as possible after the
theft occurs. This report and a written police report are necessary before deletion of the item
Appendix 1
17
from inventory. SFA is required to report the theft of equipment to the State Auditor. Theft is
additionally reported to the State Attorney General when negligence is determined to have been
involved.
Gifts and Purchases
In the event the Department receives a gift of capital equipment, the Purchasing and Inventory
DepartmentProcurement and Property Services Department is notified, in writing, and a tag is sent to
the Department with the inventory identification number. The item is added to the University’s
computerized inventory list at this time.
Annual Inventory
To validate the accuracy of the inventory system, an annual physical inventory is normally
conducted during the time period from February through April. During this annual inventory,
the Supervisor of Facilities and Equipment acting as the Director of Athletics’ designee, is
responsible for physically counting and verifying by tag number and room location all items on
the official Departmental inventory. Once completed, the inventory is sent to the Department by
of Purchasing and InventoryProcurement and Property Services Department. Inventory validation
spot-checks are made by Inventory personnel in a routine fashion to allow independent
verification approximately every other year. Other spot-checks may be performed.
Current inventory listings in either inventory number sequence or location sequence are available
at any time from the Purchasing and Inventory Department.
Athletic Equipment
The Supervisor of Facilities and Equipment, with assistance from Equipment Managers and
Assistant Equipment Managers, maintains a continuous inventory of all athletic equipment (i.e.,
game equipment, uniforms and general supplies). These records facilitate the reordering of
expendable equipment items and provide data which is useful in budget formulation.
In June, or at the completion of each sport’s season, as appropriate, all equipment is counted and
all items are evaluated as to their status for the next year (e.g., current, obsolete, in need of repair,
etc.). Obsolete stock is transferred to the Purchasing and Inventory DepartmentProcurement and
Property Services Department to be discarded or salvaged for miscellaneous use the next year.
Although athletic equipment is not tagged by the University, it is marked as property of the
Department of Intercollegiate Athletics. A copy of the athletic equipment inventory should be
submitted by the Supervisor of Facilities and Equipment to the Head Coach of each sport.
The Supervisor of Facilities and Equipment, or designee, ensures that athletic equipment areas
are secured by key or padlock. Whenever feasible, equipment cages are utilized to maintain
control points for the distribution and collection of equipment. In addition, a check-out system
for clothing is maintained. (See Policy 603A, Equipment: Athletic, in this Manual for more
information.)
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Appendix 1
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404:1
PURCHASING PROCEDURES
The Stephen F. Austin State University’s Procurement and Property Services Department has been
charged by the Board of Regents with the responsibility for securing maximum value from University
expenditures, maintaining liaison with vendors, coordinating the procurement of goods and services for
the University and developing the most cost effective supplier sources for equipment, services and
materials for the University.
It is the policy of the Department of Intercollegiate Athletics that all Departmental purchase transactions
are conducted by the Assistant Athletic Director for Business Affairs. It is the responsibility of the
Assistant Athletic Director for Business Affairs to ensure that proper purchasing procedures are followed.
Purchase Requests
All requests for the purchase of goods and service must be made by the Assistant Athletic Director for
Business Affairs. Requests for goods and services from internal service units, as well as outside vendors
are made electronically through the University financial system (Banner). The Assistant Athletic Director
for Business Affairs completes the form and electronically transmits the document to the Procurement
and Property Services Department.
A staff member requesting an item for purchase must provide the Assistant Athletic Director for Business
Affairs with a specific description of the required item, a vendor name, if appropriate, and an estimated
unit cost of each item requested.
Staff Reimbursement for Purchases
There are times when a member of the athletic staff, using personal funds, must make a purchase on behalf of a team
or departmental project. This may occur during a holiday, weekend or in case of an emergency when it is impossible
to complete a purchase requisition or use a P-Card. Staff members are encouraged to plan ahead to avoid such
purchases. Staff members are also encouraged to contact the Assistant Athletic Director for Business Affairs before
making a purchase to determine if it can be reimbursed.
Employees of the University are cautioned, under no circumstances to accept payments or gifts from
vendors. (See Policy 508A, Departmental Staff: Conduct and Ethics in this Manual for additional
business ethics directives.
 Interdepartmental Transfer (IDT)
The Department may charge purchase of goods and services from other departments within the
University by an Interdepartmental Transfer (IDT). Interdepartmental transfers are initiated by
the Department through several channels, as appropriate. The Department strictly adheres to the
normal purchasing process except for goods or services acquired through the use of an IDT.
Interdepartmental transfers are not to be used to transfer capital equipment from one Department
to another. Such transfers are handled by property management personnel within the
Procurement and Property Services Department. and may include an Interdepartmental Transfer
(IDT).
Appendix 1
19
Purchases over $5,000
Requests for items costing more than $5,000 but less than $25,000 require a minimum of three (3) informal
solicitations, minimum 50% HUBs included in solicitation including one woman-owned and one
minority-owned business, unless purchased through an existing University, State or Cooperative
contract., or other purchase process that does not require a solicitation.
404:2
Procurement Card
Departmental staff members, with oversight provided by the Assistant Athletic Director for Business
Affairs, may order supplies and small items in amounts not exceeding $2000 using a University
Procurement Card (P-Card). The only person authorized to use the P-Card is the cardholder whose name
appears on the card. The cardholder may not allow someone else to use their card unless the cardholder
and account manager have completed a P-Card Use form and it is on file with the Program Coordinator
in the Procurement Office.
The Assistant Athletic Director for Business Affairs with approval from the Director of Athletics will
determine those staff members who can be issued Procurement Cards. All staff members will be required
to attend training and sign a Cardholder Agreement before being issued a card. Refresher
training/testing is required every 2 years.
The Transaction Detail entries are required and provide an audit trail for expenditures made with the P-Card.
Each individual purchase must be detailed in Banner. See the P-Card Detailing Banner Guide for
detailed instructions on completing the Transaction Detail entries. Transaction Detail entries are
completed on-line through the University financial system (Banner).
Upon receipt of the monthly statement from the credit card vendor, the cardholder shall reconcile the
statement with the Transaction Detail Summary and forward the reconciled statement, Transaction Detail
Summary and all supporting documentation to the Account Manager or his/her designee for review and
signature. The Account Manager is responsible to verify that all purchases are appropriate expenditures
and should take necessary disciplinary action with employees making inappropriate expenditures.
The documentation identified in the P-Card Program Guide must be kept for three (3) years plus the
current fiscal year to comply with the University's Records Retention Schedule. These are the official
University records. The records for procurement card purchases will be required for periodic audits by
the Procurement Office or when SFASU is audited by the Texas Procurement and Support Services, the
State Auditor or Internal Audit Services.
Food and Beverage Purchase
With the exception of food supplies purchased for travel, funds which may be expended for food and/or
beverage are only to be taken from Auxiliary, Designated or Restricted Accounts. To be allowable, the
expenditure of such funds must serve a legitimate public purpose or further the educational mission of
the Department. The Banner form must indicate the time and place of the function, must identify the
direct beneficiaries of the function, and must be approved by the Director of Athletics. The purchase of
alcoholic beverages must be approved in advance by the Vice President for University Affairs.
The following statement is included in the Banner form when the food commodity is selected:
Appendix 1
20
“I hereby certify under penalty of law that the expenditure of funds for the purchase of food and
beverage is necessary for the completion of the functions of this department, qualifies as a
legitimate public purpose, or that the educational function of this University is well served
thereby.”
State funds and funds under the control of the Department of Intercollegiate Athletics may not be
used to purchase alcoholic beverages.
SFA
7/20107/2012
Appendix 1
21
405B:1
DISBURSEMENTS: PAYROLL
The Department of Intercollegiate Athletics adheres to established University policies for the
administration of payroll procedures. While the Director of Athletics has ultimate responsibility
for approving payroll expenditures and related amendments to the budget, the Administrative
Assistant to the Director of Athletics administers the payroll function for the Department.
Copies of all documents which initiate an employee into the payroll system (Electronic Personnel
Action Form-EPAF) are processed by the Administrative Assistant in conjunction with the
Director of Athletics. Although the Department maintains a personnel file for each Departmental
employee, all SFA employees’ official personnel files are maintained by the University Personnel
Service’s Centralized Records. All requests to verify employment or other types of employee
information should be referred directly to the SFA Office of Human Resources. (Specific
information regarding the determination of salaries and wages can be found in Policy 401B,
Budget: Salaries and Wages, in this Manual.)
Payroll Reporting Procedures
On a daily basis, non-exempt departmental employees are required to enter time worked,
vacation, sick leave, comp time and furlough, earned or taken, using the TimeClock Plus web
based system (www.tm.sfasu.edu/webclock30). As an additional backup, a Request for
Vacation, Compensatory Time, Sick Leave Taken form (see Appendix 405B-1) must be completed
on a weekly basis and forwarded to the Office of the Athletic Director. The Administrative
Assistant to the Director of Athletics approves entries made by departmental non-exempt
employees on a weekly basis.
Student employees are required to clock in and out using the TimeClock Plus web based system.
Each athletic department staff member who supervise student employees are required to approve
time recorded through the TimeClock Plus web based system on a weekly basis.
Departmental exempt staff are responsible for reporting leave taken through their mySFA
account using Self-Service Banner. This reporting should be done following leave taken. At the
end of each month all exempt staff members are required to submit for approval the leave time
reported.
Departmental exempt staff members are also required to account for sick leave, vacation leave
and comp time taken on a monthly basis on a Request for Vacation, Compensatory Time, Sick
Leave Taken form (see Appendix 405B-1). This form is to be completed by the employee and
signed by his/her supervisor and forwarded to the Director of Athletics. The completed and
approved form is filed in the Office of the Director of Athletics who approves each on a monthly
basis
Departmental staff members are able to access their vacation, sick leave and comp time totals
through their mySFA account
Any change in number of dependents or change of address should be reported immediately to
the SFA Payroll Office.
Appendix 1
22
405B:2
Distribution of Payroll Checks
University employees are paid monthly or semi-monthly for work done in the previous month.
Salaried employees are paid on the 1st first working day of the month. Hourly employees are paid
on the 1st and 15th of the month. If the1st or 15th falls on a weekend or holiday, employees are paid
on the first working day following the weekend or holiday. It is SFA’s intent to pay all employees
by direct deposit. Employees must complete a direct deposit form, which is available in the
payroll department of the Controller’s Office. Direct deposits can be made electronically to any
financial institution that accepts electronic transfers. It is the employee’s responsibility to insure
that their pay has been deposited into their account.
If an employee has not authorized direct deposit, a payroll check will be produced. Payroll checks
are released at the Business Office at 11:00 a.m. on paydays. Picture identification is required of
each person picking up a payroll check.
Release of payroll check to another person
An employee wishing to have his/her payroll check released to another individual must provide
that individual with signed authorization. The authorization must be presented to the Business
Office, along with picture identification of both the employee and the person obtaining the check.
The employee’s identification must also include a sample of the employee’s signature, which can
be compared with the signed authorization (e.g., a state driver’s license).
Mailing of payroll check
An employee wishing to have his/her payroll check mailed must provide a signed authorization
and self-addressed stamped envelope to the Business Office. The check will be mailed on the
payday.
Holiday Wage Compensation
Regular, full-time classified non-exempt and non-classifiedexempt employees receive pay for all
University-approved administrative holidays, provided the employee is in pay status. Payroll
reporting procedures and details concerning holiday compensation are discussed in Policy 508G,
Departmental Staff: Holidays, in this Manual.
Overtime Compensation
Employees are eligible for compensatory time off (comp time). Non-exempt employees are
eligible for comp time in accordance with the University Overtime Policy and Fair Labor
Standards Act. Exempt employees may receive comp time, but may not be used in excess of 80
hours per fiscal year.
For more detailed information regarding overtime classifications and compensation rates, consult
SFA’s Policies and Procedures Manual. Additional information on overtime eligibility and
compensation may also be found in Policy 401B, Budget: Salaries and Wages, in this Manual.
Appendix 1
23
405B:3
Bonus Compensation
Head coaches and assistant coaches are eligible to receive bonus compensation as an incentive for
their teams winning SLC Championships and making NCAA Championship appearances. Bonus
amounts are calculated as a percentage of each coach’s annual salary. Bonus compensation will
be paid following the conclusion of each team’s competition season.
Coaches assigned to football, men’s and women’s basketball, volleyball, soccer, softball, baseball,
golf and tennis are eligible to receive 3.5% of their annual salary for winning a Southland
Conference Championship. They will also be eligible to receive an additional 1.5% of their
annual salary if their team qualifies for an NCAA Championship. No coach will receive more
than 5% of their annual salary as bonus compensation unless by Board of Regents approval.
Since bowling is not a Southland Conference sponsored sport, the bowling head coach will receive 5% of
his/her annual salary for the team being selected to compete in the NCAA Championship Tournament.
Coaches assigned to men’s and women’s cross country, indoor track & field and outdoor track &
field are eligible to receive bonus compensation as per the following:
HEAD COACH ASSISTANT COACH
Cross Country $500/SLC Team Title $250/SLC Team Title
Indoor Track & Field $1000/SLC Team Title $500/SLC Team Title
Outdoor Track & Field $1500/SLC Team Title $750/SLC Team Title
SFA
7/2011 7/2012
Appendix 1
24
408A:1
TICKET OFFICE: OPERATIONS
Ticket sales and operations are a function of Stephen F. Austin State University. The Department
of Intercollegiate Athletics interfaces with the University’s Ticket Office specifically with regards
to: ticket pricing, seating priorities, seating distribution and allocation, and complimentary
admissions for intercollegiate athletics events. These tickets are a negotiable commodity and a
source of revenue for the University and the Department. The mishandling or misappropriation
of tickets can result in revenue losses or NCAA sanctions. For this reason, the policies and
procedures prescribed for the printing, handling, sale and distribution of tickets are to be strictly
followed.
Ticket Office operating objectives are as follows:
1. To properly handle and account for the distribution of tickets, priority parking
and admissions to all events held on campus;
2. To properly deposit and record income obtained from ticket sales; and
3. To maintain a proper public relations posture with customers in order to promote
continued support for the University and the intercollegiate athletics program.
Ticket Office policies and procedures are developed by the Student Center Director in
conjunction with the Ticket Office Manager. Policies related to ticket sales for athletic events are
coordinated with the Director of Athletics, the Assistant Athletic Director for Business External
Affairs and the Assistant Athletic Director for Compliance, as appropriate. All University staff
members involved in the sale and distribution of tickets to athletic events are responsible for
maintaining a current knowledge of University, Southland Conference and NCAA rules and
regulations governing ticket operations. Questions regarding the intent or interpretation of
specific policies are to be directed to the Ticket Office Manager and/or Student Center Director.
(For additional Ticket Office policies, see Policies 408B, Ticket Office: Sales; 408C, Ticket Office:
Complimentary Tickets, and 408D, Ticket Office: Distribution, in this Manual.)
Printing
The Ticket Office Manager prepares the layout and design for all tickets. The printing of the
ticket stock is put out to bid by the University’s Business and Purchasing OfficeProcurement and
Property Services Department in accordance with University purchasing guidelines (see Policy 404,
Purchasing Procedures in this Manual). Tickets for all home football games are pre-printed with
all pertinent information included on the ticket (i.e., date, opposing team, section/row/seat,
price, kick-off time). The Ticket Office Manager verifies the accuracy of the printing with the
ticket manifest.
Roll stock for all ticketed events other than football and for general admission tickets for football,
is put out to bid. Numbered roll stock includes the name of the University and the price, only.
Appendix 1
25
408A:2
Accountability and Security
The Ticket Office Manager is responsible for receiving and maintaining the inventory of printed
tickets. Tickets are stored in the Ticket Office vault in the Student Center prior to game-day.
Only the Student Center Director, Ticket Office Manager, Assistant Ticket Office Manager and the
Administrative Secretary have access to the ticket inventory.
All deadwood and unused tickets are stored in the Ticket Office storage room in the University
Center. Unsold tickets are verified from the sales report compiled by the Ticket Office Manager,
with assistance from the Assistant Ticket Office Manager and Ticket Office student assistants.
Game Settlements
After a season has ended, game settlements are prepared by the Ticket Office Manager. Upon
completion of the post-game report, the Ticket Office Manager prepares a payment voucher for
any payment due. This voucher is approved by the Student Center Director and the Vice
President for University Affairs and is forwarded to the Controller’s Office for payment.
Ticket Office Hours
The main Ticket Office is located in the Student Center. The operating hours are 8:00 a.m. - 5:00
p.m., Monday - Friday. On football game days, event venue sales windows at Homer Bryce
Stadium are open one and a half (1 1/2) hours prior to kick-off and remain open until half-time.
At Johnson Coliseum, windows are open one (1) hour one and a half (1 ½) hours prior to tip-off
and remain open until half-time of single games, or until half-time of the second game if there is a
double header. Baseball and softball ticket booths open one and a half (1 ½) hours prior to the start of
each scheduled game and remain open until the bottom of the fifth inning for baseball and the bottom of the
fourth inning for softball.
SFA
7/20087/2012
Appendix 1
26
408B:1
TICKET OFFICE: SALES
The Ticket Office issues tickets for University events, football and , basketball, baseball and softball
games and other selected events within the community and state. The Ticket Office Manager,
working with the Student Center Director, coordinates the day-to-day sale of tickets.
Any individual involved in the sale of tickets at the University is expected to use care in
communicating with customers. In the event that a difficult situation arises, the employee should
consult with a supervisor to resolve the problem. The Ticket Office Manager ensures that
applicable University, Conference, and NCAA regulations are followed.
For additional Ticket Office information, see Policies 408A, Ticket Office: Operations; 408C,
Ticket Office: Complimentary Tickets; and 408D, Ticket Office: Distribution, in this Manual.
Ticket Prices
Price structures for tickets to athletic events are established by the Intercollegiate Athletic Council
and review by the Director of Athletics and with approval by the President. The criteria for
establishing ticket prices may include ticket demand, facility seating, strength of schedule and
revenue needs.
Methods of Payment
Tickets may be paid for with cash, checks, money orders or credit card (VISA, MasterCard,
American Express & Discover only). Checks returned due to insufficient funds are forwarded to
the University Business Office. Credit card purchases are validated by the Ticket Office using a
card validation system and transmitted via electronic transfer.
For mail order, a handling fee of $1.50$2.00 is added. Mail orders may be paid for with a check,
money order or credit card.
Record of Sales
All over the counter ticket sales are recorded on the Ticket Office cash register as the sale is made.
The cash register is balanced at the end of each working day. However, during high volume sales
periods, the register may be balanced more frequently.
Credit card sales totals are cumulative on the credit card verification machine. The Ticket Officer
verifies the amount of purchases made by credit card any time the cash register is balanced.
Credit card purchase totals are printed when a settlement number is requested from the machine.
This transaction clears the machine of all previous transactions.
Mail order sales are recorded on the cash register as the check and order are received, verified
and tickets distributed.
The daily report is made up of the combined individual reports (for game day sales) the credit
card report, Ticket Outlet Agreement (see Appendix 408B-1), and the “Z” tape from the cash
register in the Ticket Office. The Assistant Ticket Office Manager is responsible for generating the
daily report and forwarding it to the University’s Business Office along with a copy of the deposit
receipt (see below for information regarding the deposit of funds).
Appendix 1
27
408B:2
Game Day Sales
Eight (8) to 12 walk-up sales windows are used on football game days at Homer Bryce
Stadium and four (4) windows are used for events at Johnson Coliseum. There are two (2)
windows at both baseball and softball venues.
Each sales window is manned by a ticket seller with an individual window balance sheet
prepared in advance by the Assistant Ticket Office Manager. This balance sheet records
the beginning numbers of each roll of consecutively numbered general admission tickets,
as well as the total number of reserved seats they are issued.
At the conclusion of sales, the ending ticket numbers and the total count of reserved
deadwood is entered into the appropriate spaces on the balance sheet and the sales
indicated are compared to the actual cash balance at the window to determine whether
the window is balanced, or is “over or short.”
Game day sales revenues are deposited the following business day into the appropriate
bank by an armed courier provided by the University Police Department. The Assistant
Ticket Office Manager generates the deposit.
Season Ticket Applications
Season Ticket Applications are mailed to those individuals who purchased season or individual
game tickets for the previous season, as well as to members of the SFA faculty and staff.
Additionally, applications are mailed to various persons and groups showing an interest in SFA
athletics. (See Appendix 408B-2 for sample Season Ticket Applications for new and renewing
ticket holders.) Renewal of season ticket is offered to season ticket holders for the same seating
held the previous year. The deadline for renewing season tickets is normally four (4) weeks after
the applications are mailed. (For additional information, see Policy 408D, Ticket Office:
Distribution, in this Manual.)
Some ticket allocations, prices and reserved parking are based on levels of giving to the Varsity
Club (see Appendix 408B-3 for the Athletic Fund Drive brochure and Policy 801, Athletic Fund
Drive, in this Manual).
Student Tickets
At SFA, athletic event admissions are incorporated in registration fees for all students. However,
student have the opportunity to purchase reserved season tickets at the same rate as faculty and
staff are charged. Individual reserved tickets for football and basketball may be purchased at the
Ticket Office or any walk-up window on game days.
General student admission is free for all full-time students and their spouses and dependents
upon presentation of a valid SFA photo I.D. at any Stadium or Coliseum admission gate.
Communication Between the Ticket Office and the Department
Athletics donations and ticket sales are closely related. For this reason, it is necessary that the
Ticket Office keep the Department of Intercollegiate Athletics up-to-date on any changes and/or
additional sales made by the Ticket Office. Conversely, it is imperative that the Department work
closely with the Ticket Office regarding any information that might affect ticket sales or seating
allocations.
SFA
7/20087/2012
Appendix 1
28
501:1
STUDENT-ATHLETES: CONDUCT AND ETHICS
Stephen F. Austin State University has established a tradition of ethical conduct at all levels of
University life. In accordance with this tradition, all student-athletes involved in the
intercollegiate athletics program are expected to represent the University in an honorable manner
at all times. Coaches and professional staff members are expected to instruct student-athletes on
appropriate behavior and to assist them with understanding the intent of rules and regulations
imposed upon them by all relevant governing authorities.
Governing Authorities
Standards of ethical conduct are established and enforced by:
National Collegiate Athletic Association
Student-athletes are subject to the rules and regulations of the NCAA governing
unsportsmanlike behavior, non-therapeutic drug use, gambling and bribery, the
acceptance of non-permissible awards, benefits and expenses, and other forms of
misconduct. All such rules and regulations are found in the NCAA Manual.
The Southland Conference
The Southland Conference has authority similar to that of the NCAA with regard to
regulating the practices of member institutions to ensure that individuals conduct
themselves in an honorable and sportsmanlike manner. Conference rules and regulations
are detailed in the Southland Conference Operating Manual.
Stephen F. Austin State University
Student-athletes are subject to the University rules and regulations, specified in the SFA
“Student Code of Conduct,” published in the Stephen F. Austin State University General
Bulletin.
Department of Intercollegiate Athletics
Team rules may be established by each individual sport’s Head Coach and his/her staff
within parameters set forth by the Director of Athletics and the University.
The Head Coach is responsible for informing team members of the established team and
training rules at the beginning of the academic year. Furthermore, student-athletes are to
be encouraged to obtain clarification regarding Departmental, University, Conference, or
NCAA rules and regulations from a member of the coaching staff, the Associate Athletic
Director for Compliance & Student Services or the Assistant Athletic Director for Student
Services, as appropriate. In addition to the rules and regulations of the afore-mentioned
authorities, general Department conduct policies are set forth below.
Appendix 1
29
501:2
Personal Conduct and Responsibilities
The Department of Intercollegiate Athletics makes every effort to offer a program which meets
the objectives of the University by assisting student-athletes in securing their degrees as they
strive to achieve their full potential both on and off the field. The Director of Athletics, the
Associate Athletic Director for Compliance & Student Services, professional staff members
associated with the various sports programs, individual Head Coaches and the Assistant Athletic
Director for Student Services work together to develop appropriate standards for personal
conduct.
Student-athletes accepted into the University athletics program are extended the privilege of
participating in intercollegiate athletics. This privilege in no way constitutes a right to participate.
Therefore, in agreeing to join the intercollegiate athletics program, student-athletes must be
willing to accept personal responsibility for behavior. Obligations include, but are not limited
to, responsible conduct as specified below:
Academic Obligations
1. Attend classes regularly and complete all academic assignments.
2. Consult with academic counselors and attend tutoring sessions, as directed.
3. Maintain an academic course load of at least 12 hours per semester and make
satisfactory progress toward a degree.
4. Accept responsibility for maintaining academic eligibility.
5. Strive to obtain a college degree within five (5) years.
6. Communicate to the appropriate parties (e.g., instructors) in a timely manner
when an academic/athletic conflict occurs.
7. Understand and live by the academic regulations of the University, as described
in the SFA General Bulletin.
Athletic Obligations
1. Abide by all team, Departmental, University, Conference, and NCAA team rules.
2. Achieve and maintain optimum physical conditioning within accepted health
standards.
3. Attend all organized practices, unless officially excused.
4. Take proper care of equipment and return it in good condition.
5. Treat officials and opponents with respect, and avoid undue confrontations (See
“Sportsmanlike Conduct” below).
Appendix 1
30
501:3
General Conduct Obligations
1. Read, understand and follow the University’s “Student Code of ConductsConduct
Code.”
2. Obey residence halls policies and regulations.
3. Obey all federal, state and local laws.
4. Abstain from using tobacco, alcohol and non-therapeutic drugs (see Policy
506B, Student-Athletes: Drug Education and Screening Policy).
Dress Code
Head Coaches are encouraged to set dress code standards for student-athletes, especially when
traveling as a team. Coaches may also specify what constitutes appropriate dress while
representing the University at other times.
Sportsmanlike Conduct
Sportsmanlike conduct means more than the absence of negative actions in public. The Associate
Athletic Director for Compliance & Student Services, as well as each individual Head Coach, is
expected to provide instruction on appropriate conduct, including positive techniques for
handling the following playing-field situations:
Communicating with officials and opponents on routine matters during athletics events;
Maintaining control during emotionally charged situations, including assisting a
teammate or colleague who appears to be losing control; and
Reacting in a positive manner to an aggressive action by an individual or a group.
Coaches are to define actions which constitute inappropriate conduct, and suggest ways to avoid
such behavior. Unacceptable behavior on the playing field includes, but is not limited to, the
following:
Physically abusing officials, coaches, opponents or spectators;
Throwing objects;
Seizing equipment from officials or the news media;
Inciting players or spectators to negative actions or to any behavior which insults or
defiles an opponent’s traditions;
Using obscene or otherwise inappropriate language or gestures;
Making public statements which are derogatory, controversial or outside the
Department’s media policy;
Engaging in negative recruiting by making derogatory statements about another
institution or its personnel; and/or
Participating in any action which violates the generally recognized ethical standards
of intercollegiate athletics, the University or the community.
Appendix 1
31
501:4
Acquaintance Rape
Because acquaintance rape, commonly called “date rape,” is an increasingly serious concern
nationwide, the Department publicly addresses such behavior with its student-athletes. All
student-athletes are expected to conduct themselves in a manner which avoids any association
with such a charge. Coaches and staff members who counsel student-athletes should make them
aware of the consequences of such a charge. Student-athletes should be advised to:
1. Understand the definition of rape;
2. Be conscious of the signals they transmit to others;
3. Be careful not to place themselves in situations that could be misunderstood or
misread.
4. Respect and accept a negative response to their overtures (e.g., “no” does not mean
“yes”); and
5. Avoid drinking or taking drugs at all times, but especially when on a date.
Gambling and Bribery
The NCAA has established specific guidelines concerning involvement in gambling and bribery
at the intercollegiate and professional sports levels. The Assistant Athletic Director for
Compliance and the individual sports coaches are responsible for educating student-athletes
concerning these guidelines.
In addition to awareness of the gambling and bribery threat to the integrity of intercollegiate
sports, student-athletes are responsible for the following:
1. Reporting any offers of gifts, money or favors in exchange for supplying team
information or for attempting to alter the outcome of any contest;
2, Maintaining a clear understanding of what constitutes gambling and bribery activities
and reporting any suspected infractions;
3. Contacting the coach or other Departmental personnel (i.e., Sports Information
Director) when questions concerning the release of team information occur; and
4. Increasing one’s awareness that participation in gambling or bribery activities can
result in disciplinary actions by the University and the NCAA (see “Enforcement”
below), as well as local, state and/or federal prosecution of the involved individuals(s).
Hazing
As stated in the General Bulletin, “Stephen F. Austin State University is unequivocally opposed to
any activities, on or off campus, by individuals or organizations which endanger the mental or
physical health or safety of a currently enrolled or prospective student for the purpose of
pledging, being initiated into, affiliating with or maintaining membership in any organization.”
Appendix 1
32
501:5
Hazing, which is prohibited in any form at SFA, includes (but is not limited to) situations which
would require any of the following:
1. Whipping, beating, striking, branding, or electronic shock;
2. Any activity that subjects the student to extreme mental or physical stress, such as
sleep deprivation, confinement in a small space, extended isolation from social
contact, or exposure to the elements;
3. Any activity involving the consumption of food, liquid, alcoholic beverage, drug or
substance which could adversely affect the health of well-being of the individual;
4. Any activity that harasses, intimates or threatens the student with ostracism, shame
or humiliation; and or/
5. Any activity that induces, cause or requires the student to violate the Penal Code.
Organizations found to be encouraging or authorizing hazing will be subject to both University
disciplinary sanctions and criminal prosecution.
Agents
It is essential that student-athletes know the NCAA rules related to professional sports. An
infraction of the rules concerning agents could have severe negative consequences for the
University and the student-athlete (see “Maintaining Amateur Status” in Policy 502C, Student-
Athletes: Eligibility). NCAA rules make a student-athlete ineligible for participation in an
intercollegiate sport if:
He or she ever has agreed, orally or in writing, to be represented by an agent or
organization for the purpose of marketing his or her athletics ability or reputation in
that sport;*
He or she enters into a written or verbal agreement with an agent for representation
in future professional sports negotiations that are to take place after the student-athletes
has completed his or her eligibility in that sport; and/or he or she (or his or her relatives
or friends) accepts transportation or other benefits from any person who wished to
represents the individual in the marketing of his or her athletic ability.
* An agency contract not specifically limited in writing to a sport or particular sports is
deemed applicable to all sports and the student-athlete is ineligible to participate in
any sport.
Social Networking
Playing and competing for Stephen F. Austin State University is a privilege not a right. Student-athletes
at SFA are held in high regard and are seen as role models in the community. As leaders
we have the responsibility to portray our team, our University and ourselves in a positive manner
at all times. Sometimes this means doing things that are a personal inconvenience, but benefit the
whole team.
Appendix 1
33
501:6
In recent years, Facebook, MySpace, Twitter and other social networking sites have increased in
popularity and are used by the majority of student-athletes at SFA.
Student-athletes may not be aware that third parties including the media, faculty, future
employers and NCAA officials can easily access their profiles and view all personal information.
This includes all pictures, videos, comments and posters. Inappropriate material found by third
parties affects the perception of the student, the athletic department and the University. This can
be detrimental to a student-athletes future employment options
Before participating in any online community, student-athletes should understand that anything
posted online is available to anyone in the world. Any text or photo placed online is completely
out of the student-athlete’s control the moment it is placed online.
Student-athletes should not post information, photos, or other items online that could embarrass
them, their family, their team, the athletic department, or Stephen F. Austin State University.
This includes information about team activities and teammates.
Student-athletes cannot post any information that is proprietary to the Athletic Department
which is not public information such as tentative or future schedules, or information that is
sensitive or personal in nature, such as travel plans and itineraries.
Student-athletes are personally liable for any copyright violations committed, such as posting
photographs, audio, or video that is not the student-athlete’s personal property. This includes the
use of the logos and marks of Stephen F. Austin State University.
Student-athletes are personally liable for any violations of other students or student-athletes'
privacy rights, especially those that fall under federal privacy laws (FERPA or HIPPAHIPAA) or
that violate Stephen F. Austin State University student codes of conduct or codes of computing
practices.
Student-athletes should not post their home address, local address, social security number, phone
numbers (s), birth date, or other personal information such as their whereabouts or their plans.
This could be opening up themselves to predators.
The malicious use of online social networks such as derogatory language about any member of
the Stephen F. Austin State University community, demeaning statements about or threats to any
third party, and incriminating photos or statements depicting involving racial slurs, hazing, sexual
harassment, vandalism, stalking, underage drinking, illegal drug use or other inappropriate
behavior will be subject to disciplinary action by the head coach and/or Director of Athletics if
they gain knowledge of such violations and the conduct is not protected by law. Sanctions may
include written notification requiring the unacceptable content be removed, temporary
suspension from the team, dismissal from the team and loss of athletic aid, if applicable.
Appendix 1
34
501:7
Enforcement
Any student-athlete conduct violation should be reported immediately to the Director of
Athletics, who is ultimately responsible for investigating all such charges and enforcing sanctions
imposed for conduct violations. The Associate Athletic Director for Compliance & Student
Services assists in the investigation and resolution of any suspected violation involving a student-athlete,
as requested.
Legal Violations
When a student-athlete violates a local, state or federal law and the misconduct involves
a violent action, drugs and/or a felony charge, the student-athlete may be suspended
from participation in intercollegiate athletics until the charges have been addressed by
the legal system. By suspending the student-athlete the Department and the University
are in no way pre-judging the situation; rather, such action is taken in order to protect the
intercollegiate athletics program and, specifically, the student-athlete’s team from
negative media attention. Moreover, it is assumed that the accused student-athlete will
have neither the time nor the mental concentration required for effective sports
participation until the matter has been resolved. A determination regarding further
action by the Department and the University is made on a case-by-case basis once the
charge has been resolved by the court.
The student-athlete is to be given written notification of the suspension, signed by the respective
Head Coach and the Director of Athletics. The student-athlete may appeal this decision. Such an
appeal must be submitted within 72 hours of the notice of suspension. Based on all available
information, the Director of Athletics may lift or modify the suspension or leave it in place until
the case has been decided by the legal system.
While on suspension, the student-athlete may not practice or compete; however, his/her financial
aid will remain in place. Further, as determined by the Institutional Athletics Representative,
Director of Athletics, and Head Coach, the student-athlete’s name will remain on the squad list
and he/she may utilize student-athlete support services, such as the weight and training rooms,
and academic support services.
Student-athletes and staff are encouraged to refrain from addressing the student-athlete’s case
with the media in order to protect the accused and to limit media attention. All questions
concerning the situation should be referred to the Sports Information Director for a prepared
statement release.
University, Conference and NCAA Violations
Conduct violations of the University’s rules of conduct are reported to the Judicial
Officethe Office of Student Rights and Responsibilities while violations of Conference or
NCAA conduct rules are reported to the student-athlete’s Head Coach, the Associate
Athletic Director for Compliance & Student Services, the Director of Athletics, the
Southland Commissioner and the NCAA, as appropriate.
Appendix 1
35
501:8
If a student-athlete is found to be in violation of University, Conference or NCAA policy,
the penalty imposed depends upon the severity of the offense and may include the
following:
1. Written warning;
2. Disciplinary probation;
3. Dismissal from the squad;
4. Cancellation or gradation of the grant-in-aid; and/or
5. Suspension or expulsion from the University.
For additional information regarding actions which may result in the withdrawal of financial aid,
please consult Policy 502D, Student-Athletes: Financial Aid, in this Manual.
SFA
7/20107/2012
Appendix 1
36
502A:1
STUDENT-ATHLETES: RECRUITMENT
Participation in athletics is an important component of the student-athlete’s college experience,
although academic achievement must remain of primary concern. Athletic success gained and
maintained through the recruitment of student-athletes who possess the necessary skills to
successfully compete on both levels at Stephen F. Austin State University. Therefore, the
University endeavors to recruit only those individuals who have demonstrated exceptional
abilities in the classroom as well as on the playing field.
Moreover, the University prides itself in conducting its recruiting program with integrity. The
Department of Intercollegiate Athletics has established rules within each sport which meet or
exceed the rules and regulations established by the NCAA and the Southland Conference to
govern recruiting activities. As the University’s delegated administrator of the athletics program,
the Director of Athletics accepts full responsibility for actions related to recruiting taken by
Departmental staff members. The Director ensures that all recruiting activities are carefully
coordinated and documented by each Head Coach and monitored by the Associate Athletic
Director for Compliance & Student Services to ensure total compliance with established
guidelines and procedures.
To achieve full compliance, it is particularly important that each staff member involved in
recruiting activities be knowledgeable of established recruiting rules and regulations and any
revisions related to them. They include, but are not necessarily limited to the following:
Offers and Inducement;
Contracts;
Evaluation Periods;
Publicity
Use of Funds;
Tryouts
High School All-Star Games;
Official and Unofficial Visits (Transportation, Visitation and Entertainment);
Pre-College Expenses:
Specialized Sports Camps, Coaching Schools and Clinics; and
Booster Activities
The Associate Athletic Director for Compliance & Student Services with assistance from the
Assistant Athletic Director for Student Services, is responsible for monitoring recruiting rules and
regulations and informing staff members involved with recruiting operations of all pertinent
updates and changes in a timely manner. Furthermore, the Associate Athletic Director for
Compliance & Student Services is available to assist recruiting staff in the interpretation of NCAA
rules and regulations, and to answer specific questions concerning recruiting. The Associate
Athletic Director for Compliance & Student Services may request assistance from the Director of
Athletics, or directly consult with NCAA or Southland Conference staff when questions
concerning compliance issues arise.
All rules and regulations relevant to recruiting are carefully detailed in Bylaw 13 of the NCAA
Manual and in the “The NCAA Guide for the College-Bound Student-Athlete.”
Appendix 1
37
502A:2
Recruiting Violations
Recruiting violations, however unintentional, have resulted in adverse publicity and sanctions for
many colleges and universities throughout the United States. The Department’s best defense
against recruiting violations is a thorough knowledge of strict adherence to all pertinent NCAA
rules and regulations by all Departmental staff when recruiting student-athletes.
All representatives of the Department involved in recruiting and/or related athletic activities are
required to certify annually that, to the best of their knowledge, they and their colleagues have
complied with University policy and NCAA rules and regulations governing the recruitment of
prospective student-athletes (see Policy 510A, Coaches and Administrators: Employment
Contracts).
The Southland Conference requires that a Coaching Staff and Off-Campus Recruiters Designation
form (see Appendix 502A-1) be completed for each sport and submitted to the Conference office
by September 15 of each year. The Associate Athletic Director for Compliance & Student Services
is responsible for the administration of this form and for securing the required signatures of each
Head Coach and the Director of Athletics. In addition coaches recruiting off-campus must be
certified annually and pass a standardized test on recruiting regulations before engaging in any
off-campus recruiting. A list of all coaches certified to recruit is maintained in the Office of the
Director of Athletics.
When involved in recruiting activities, it is especially important to keep in mind these
two facts:
1. Any violation (intentional or accidental) of NCAA, Conference or University rules and
regulations must be reported immediately to the Associate Athletic Director for
Compliance & Student Services. If the Associate Athletic Director for Compliance &
Student Services is not available, violations should be reported to the Director of Athletics
or the Institutional Athletics Representative.
2. Anyone found guilty of a serious recruiting violation (including persons who only have
knowledge of violations but fail to report them) are subject to financial penalty and/or
immediate dismissal from the University.
Alumni Activities
Over the past several years, NCAA bylaws governing recruiting activities have been amended to
greatly limit the role of alumni in recruiting activities. NCAA Bylaw 13 in the NCAA Manual
specifies the restrictions which apply to “athletics representatives.” In general this legislation
prohibits telephone conversations with prospects, contact at athletic contests, contact with
coaches for evaluation purposes and visits to the prospects institution to pick up films,
transcripts, etc.
Alumni recruiting activities are permitted provided they relate to the normal admissions
procedures which are applicable and available to all prospective students. Personal contacts may
not be made for the purpose of athletic recruiting. Extreme caution must be taken at all
times to insure that the distinction between athletic and academic recruiting is absolutely clear.
Appendix 1
38
502A:3
PROCEDURES
The key to recruiting is careful planning and successful implementation. Taking into
consideration budget limitations, coaches are urged to identify particular geographic
concentrations of prospective student-athletes for their respective sport. These prospective
student-athlete pools become the basis of the program’s overall recruiting strategy and should be
prioritized according to specific need. The Head Coach for each sport is responsible for initiating
the following recruiting activities:
Identification of Prospects
Head Coaches may develop and send questionnaires to high school and junior college
coaches in target areas requesting the identification of prospects. Questionnaires may
also be sent to individual prospective student-athletes identified by athletic boosters,
friends of the Department, coaches, etc.
Questionnaires may not serve as a recruiting brochure or poster promoting Stephen F.
Austin State University.
Additional information on prospects may be gained by:
1. Observing video and actual play;
2. Reviewing published literature;
3. Monitoring the prospect’s level of academic progress; and
4. Reviewing the Recommendation Form, if available.
Evaluation periods are scheduled for the various sports in accordance with NCAA guidelines.
Distribution of Information
Materials on the University, including its academic and athletics programs, may be sent
to high schools and two-year colleges, as well as individual students. University
materials may be sent to prospective student-athletes at any time during their secondary
school attendance if the information is part of a regular institutional mailing to all
prospective students. However, Department of Intercollegiate Athletics materials may
not be sent to a prospective student-athlete before September 1 of his/ her junior year of
high school (except men’s basketball, which may begin sending materials on June 15,
following the prospects sophomore year). All recruiting materials must comply with
NCAA rules and regulations governing printed recruiting aids. Facsimiles (FAX) and
electronic mail communications to prospects are subject to restrictions on general
correspondence.
Organized mailing campaigns to identified prospects are usually initiated in the spring
semester of the prospect’s junior year. Permissible publications include the following:
1. General correspondence, including letters, postcards issued by the U.S. Postal Services,
institutional note cards and schedule cards;
Appendix 1
39
502A:4
2. Official academic, admissions and student services publications, produced by the
institution and available to all students; and
Note: Game programs may not be mailed to prospects, however, game programs without posters may be
provided free of charge to prospects on official or unofficial visits to the campus.
Questionnaires and summer camp brochures may be mailed prior to September 1 of a
prospect’s junior year in high school. Prospective student-athletes may also receive NCAA
educational information related to recruiting, including “The NCAA Guide for College-Bound
Student-Athlete” publication.
Once the prospect has been officially accepted for enrollment and has signed the National Letter
of Intent, institutions are permitted to provide pre-enrollment information regarding orientation,
conditioning, academic and practice activities (e.g., play books).
Videotaping
Videotapes highlighting the academic, enrichment, social and athletic programs (within
NCAA guidelines) at Stephen F. Austin State University may be sent to a prospective
student-athlete by the Office of Admissions only, provided it is the institution’s policy to
send or make available such materials to all prospective students.
Recruiting Timetables
Head Coaches for each sport, with the assistance of the Assistant Athletic Director for
Compliance, maintain timetables and appropriate checklists to assist with recruiting
efforts. Timetable information varies from sport to sport according to NCAA regulations
and may include:
1. Recruiting and evaluation periods;
2. Contact periods;
3. Organized bulk mailing campaigns;
4. Admissions and financial aid application deadlines;
5. Off-campus recruiting schedules;
6. On-campus recruiting weekends;
7. “Dead Periods;” and
8. National Letter of Intent signing dates.
The Associate Athletic Director for Compliance & Student Services distributes for the Department
recruiting information each month prepared by the NCAA specifying quiet periods, contact and
evaluation periods, and signing dates in each sport.
Appendix 1
40
502A:5
Evaluation of Academic Records
At the time of the initial contact with a prospective student-athlete, the recruiting coach should
request a copy of all transcripts which reflect the academic performance of the student through
his/her junior year, as well as a listing of subjects in which the student is currently enrolled or is
scheduled to complete prior to registration at the Stephen F. Austin State University.
Such transcripts from all secondary and post-secondary institutions, as well as SAT/ACT test
scores, should be reviewed by the coach and if needed, by the Assistant Athletic Director for
Student Services or that sport’s academic services contact in order to properly evaluate the
prospective student-athlete’s chances of becoming a “qualifier” and thus of meeting the
University’s admission requirements. (For specific academic qualifications, see Policy 502B,
Student-Athletes: Admissions, and 502C, Student-Athletes: Eligibility, in this Manual.)
Coaches should carefully consider the evaluation of a prospect’s academic record in determining
further recruiting efforts. Coaches are encouraged to complete an academic evaluation before an
invitation is extended to a recruit for the official campus visit. Transcripts must be sent directly
from the prospect’s institution to SFA’s Office of Admissions. Moreover the prospect’s National
test score must be received prior to an official visit. Prospects must also be registered with the
NCAA Eligibility Clearinghouse prior to any official visit.
Contact and Evaluation Forms
A contact and evaluation record is kept for each prospective student-athlete in each sport on the
Southland Conference Recruiting Log or on an electronic recruiting package approved by the
Associate Athletic Director for Compliance and Student Services(see Appendix 502A-4 for
Football, 502A-5 for Basketball, and 502A-6 for all other sports for sample forms). This form
includes the recruiting coach’s name, prospect’s name, address, phone and social security
numbers, date(s), time(s) and sites of contacts and evaluations, the name of the high school or
junior college, and its address and phone number plus the name of the school’s head coach,
guidance counselor and principal, as well as a section to list all phone call contacts made and
their dates and times.
A Recruiting Log form for each prospective student-athlete is kept on file in the Head Coaches’
office and made available to the Associate Athletic Director for Compliance & Student Services,
as requested. Copies of completed Recruiting Logs and relevant recruiting materials are to be
filed in the offices of the Head Coach for each sport and the Associate Athletic Director for
Compliance & Student Services.
Off-Campus Evaluations
The evaluation of a prospective student-athlete, as defined by the NCAA, includes any off-campus
activity designed to assess the academic qualifications or athletic ability of a prospect.
Such an evaluation includes any visit to a prospect’s institution or observation of a practice or
competition at any site at which the prospect participates. If no contact is made, this
“activity” counts only against the limitation placed on evaluations. However, if the prospect is
also contacted at this site, the “activity” is counted as an evaluation and a contact.
Appendix 1
41
502A:6
All off-campus evaluations must be authorized by the Director of Athletics or designated
representative prior to the visit. When scouting prospective recruits off-campus, the coach’s
name must first appear on the written list of full-time coaches on file in the Director of Athletics’
Office. This certification is in compliance with the NCAA’s limitation on the number of full-time
coaches.
In sports other than football and basketball, each institution shall be limited to seven recruiting
opportunities, contacts and evaluations combined per prospect at any site (which shall include
contacts made with the prospect’s relatives or legal guardians but shall not include contacts made
during an official visit, and not more than 3 of the 7 opportunities may be contacts).
1. If a prospect is being evaluated for multiple sports, then each sport is permitted the
maximum number of evaluations per sport per academic year, however, only one visit
per prospect per week is permitted.
2. When two (2) or more prospects are practicing or competing on the same or opposing
teams, an observation counts as one (1) evaluation for each prospect.
3. Once the maximum number of evaluations per sport have been made on any prospect(s)
at an institution, it is not permissible to visit that institution to evaluate any other
prospect(s) participating in that sport.
4. During the academic year, an evaluation of a tournament counts as one evaluation (e.g.,
all competition that occurs on consecutive days within a tournament or that involves a
tier of a tournament counts as a single evaluation).
5. In football, prospects may be evaluated only one (1) time during the fall evaluation
period and two (2) times during the May evaluation period.
6. Talent scouts may not be employed to evaluate prospects; however, subscriptions to
regularly published scouting reports are permi