Louisburg College
Athletics Policy and Procedure Handbook
TABLE OF CONTENTS
SECTION 1 – PHILOSOPHY
Preface ................................................................................................................................ Page 3
Mission Statement ............................................................................................................ Page 3
Louisburg College Promise............................................................................................... Page 3
Academic Standards.......................................................................................................... Page 3
NJCAA Membership ........................................................................................................ Page 3
NJCAA Philosophy Statement ......................................................................................... Page 4
SECTION 2 – ORGANIZATION
Staff Organizational Chart .............................................................................................. Page 5
Staff Responsibilities ......................................................................................................... Page 6
SECTION 3 – STUDENT-ATHLETE POLICIES AND PROCEDURES
Student Athlete Responsibility.......................................................................................... Page 6
Discipline of Student Athletes ........................................................................................ Page 6
Eligibility for Competition.............................................................................................. Page 6
SECTION 4 – COACHES’ RESPONSIBILITIES AND EXPECTATIONS
Employee Recruitment Process ...................................................................................... Page 8
New Employee Orientation .............................................................................................. Page 9
General Expectations......................................................................................................... Page 9
Recruiting ........................................................................................................................ Page 10
Scheduling Contests ........................................................................................................ Page 10
Travel ................................................................................................................................ Page 11
Weight Room ................................................................................................................... Page 11
Team Apparel ................................................................................................................. Page 12
Resignation ..................................................................................................................... Page 13
Termination .................................................................................................................... Page 13
SECTION 5 – ADMINISTRATIVE POLICIES
Budget .............................................................................................................................. Page 13
School Credit Card ......................................................................................................... Page 14
Fundraising ...................................................................................................................... Page 15
Work Hours..................................................................................................................... Page 15
Team Apparel................................................................................................................... Page 15
SECTION 1 – PHILOSOPHY
Preface
This manual provides information regarding the policies and procedures of the Louisburg College Athletics Program.
Coaches and staff are responsible for becoming familiar with and observing all policies and procedures as outlined in this manual. Contact the athletic director whenever questions on policies or procedures arise.
Sources that regulate this manual include policies and regulations as set forth by Louisburg College, the National Junior College Athletic Association (NJCAA), and Region 10 (Region X).
Mission Statement
Related by faith to The United Methodist Church, Louisburg College is committed to offering a supportive community that nurtures young men and women intellectually, culturally, socially, physically, and spiritually. As a two-year residential institution, we provide a bridge for students to make a successful transition from high school to senior colleges and universities.
The Louisburg College Promise:
I promise to always put students first. I promise to foster positive, open, and trustworthy relationships with my coworkers. I promise to support the mission of the College and help share our story in the community.
Academic Standards
Student-athletes attend Louisburg College to acquire a strong education and to attain degrees in their chosen fields. We consequently attempt to recruit student-athletes who demonstrate high ideals in educational and athletic goals.
NJCAA Membership:
Louisburg College is an affiliate of the National Junior College Athletic Association (NJCAA) and operates under NJCAA guidelines and rules.
Louisburg competes as a member of Region 10 and sponsors 16 varsity teams that are championship sports in Region 10 and NJCAA. This means that each of the 16 sports sponsored by the College are eligible for postseason championship opportunities at the conference and national levels, provided the teams meet the qualification standards.
The college sponsors the following men’s and women’s teams:
Men’s Teams: Baseball, Basketball, Cross Country, Football, Indoor/ Outdoor Track and Field, Soccer & Esports
Women’s Teams: Basketball, Cross Country, Soccer, Softball, Indoor/ Outdoor Track and Field, Volleyball & Esports.
NJCAA Philosophy Statement
In support of the overall mission of the National Junior College Athletic Association (NJCAA), programs believe that intercollegiate athletics allow student-athletes the opportunity to compete at the highest level within the NJCAA while pursuing a two-year college degree. NJCAA programs draw from their surrounding areas as recruiting bases while expanding regionally and nationally to provide a highly competitive atmosphere. NJCAA athletics provides member institutions with an exceptional platform for student- athletes to pursue their academic and athletic endeavors. Ultimately, NJCAA establishes a strong foundation for the development of student success and lifetime achievement
SECTION 2 – ORGANIZATION
Organizational Chart
Staff Organizational Responsibilities
Responsibilities of the Athletic Director:
The athletic director under the direction of the President leads, supervises, and manages all personnel, properties, and activities under the policies and procedures of Louisburg College. These responsibilities include but are not limited to
1. Preparing and submitting an itemized budget for all sports.
A. Submitting revisions as deemed necessary by changing conditions.
B. Authorizing payment of all expenses in accordance with Program and Louisburg College policies.
C. Supervising and managing all funds provided for support of the Program, including restricted accounts.
2. Arranging, in consultation with coaches and staff, all athletic contests and contracts for such contests.
3. Arrange the appointment of all coaches and staff consistent with the goals and procedures of Louisburg College.
4. Arrange yearly personnel evaluations/ reports such as Equity Athletic Disclosure Act (EADA) and NJCAA reports to stay within compliance
5. Represent the Athletic Program at Conference and/or national meetings and at selected faculty meetings and events.
6. Promoting sportsmanship and fostering the moral and educational development of student-athletes, in concert with membership in the NJCAA.
7. Overseeing all requested travel by sports teams.
8. The Athletic Director oversees all requests for athletic facility use by non-athletic groups and outside parties. When handling requests from outside parties, the Athletic Director informs the President as part of the standard procedure.
9. Gives weekly reports to the President on the status of athletics. (i.e. Recruitment updates during recruiting periods, Schedule adjustments, Compliance and other pertinent information.)
Staff Responsibilities
For consistent and efficient management, the athletic director shall delegate major responsibilities to key administrative personnel. Those persons having direct responsibility to the director include: athletic trainers, bus drivers, head and assistant coaches. While the athletic director may delegate responsibilities, final decisions rest with the Athletic Director and CEO of Louisburg College.
It is the responsibility of all Program employees to carry out delegated responsibilities within the established administrative structure, following the guidelines and procedures established by the Athletic Director and Louisburg College.
SECTION 3 – STUDENT-ATHLETE POLICIES AND PROCEDURES
Student-Athletes Responsibility
- Athletes should not cause disciplinary problems on campus or in the classroom
- Disrespect to faculty and staff will not be tolerated and are grounds for removal from the Athletic Program
- All athletes are to familiarize themselves with the college rules and regulations as outlined in the student handbook and comply with the same rules and regulations
- Unexcused absences will not be tolerated and may lead to removal from teams
- Athletes should report on time to class, practice, and games
- Students must meet Louisburg College and NJCAA eligibility requirements before participating in Athletic Contests.
Disciplining of Student-Athletes
The head coaches of each sport are responsible for monitoring the actions of their team members. Discipline of athletes is the responsibility of the head coach in consultation with the athletic director. Athletes may be removed from their teams for conduct detrimental to their teams or the College.
1. Possible suspension or dismissal of any team member by a coach is to be discussed with the athletic director before the disciplinary action. Reasons for dismissal or suspension must be adequately documented and reported to the athletic director.
Eligibility For Competition:
Certifying the eligibility of student-athletes for competition is a critical responsibility that significantly impacts both the athletes and the institution. To effectively manage this process, the department and its compliance coordinator should adhere to the following procedures:
- Establish and Maintain an Eligibility Worksheet:
- Develop a comprehensive eligibility worksheet containing all necessary information for evaluating each athlete's eligibility.
- Regularly update the worksheet to reflect any changes in eligibility criteria or requirements.
- Collect and Store Documentation:
- Obtain and file high school transcripts, college transcripts, and any other relevant documents affecting eligibility.
- Implement storage protocols to ensure the confidentiality and integrity of the documentation.
- Submit Eligible Players to Sport-Specific Rosters:
- Add eligible players to the appropriate sport's eligibility roster via the NJCAA Compliance Portal.
- Ensure accurate and timely submission to avoid any delays in the certification process.
- Maintain Compliance Records:
- The compliance coordinator oversees the storage of all transcripts, National Letters of Intent (NLIs), and other compliance-related documents.
- These records should be stored in a centralized and organized manner to facilitate accessibility and retrieval during audits or inquiries.
By diligently adhering to these procedures, the department can effectively fulfill its responsibility to certify the eligibility of student-athletes, thereby upholding the integrity of collegiate athletics and promoting the success of both the athletes and the institution.
Academic Eligibility Guidelines:
Below are the initial and continuing eligibility standards set by the NJCAA as of March 2024. Exceptions and changes can be found in Article V of the Bylaws section in the NJCAA Handbook.
- Initial eligibility: Student athletes must…
- Provide an official high school transcript or GED with a graduation date indicated.
- Be enrolled as a full-time (12 credit hours) student by the 18th day of the term and maintain a full-time status through the entire semester.
- Academic Progress Eligibility:
- The basis for NJCAA eligibility is directly related to the number of full-time terms a student-athlete has previously attempted.
Note: Best Hours can be utilized to meet previous term, accumulation credits, and GPA requirements
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- Full-Time Term: A student-athlete is charged with attempting a term of full-time enrollment when they remain enrolled in full-time status beyond the 18th calendar day (not to end on a weekend or Federal Holiday) of the term or if they have participated.
- First Season Academic Requirement: A first season participant must meet accumulation requirements below in Figure 1 OR earn 12 credits with a GPA of 2.00 or higher during their previous full-time term. These requirements must be met on or before the 18th calendar day of the term (not to end on a weekend or Federal Holiday).
- Second Season Academic Requirements: A second season participant must meet accumulation requirements below in Figure 1 OR earn 12 credits with a GPA of 2.00 or higher during their previous full-time term. These requirements must be met on or before the 18th calendar day of the term (not to end on a weekend or Federal Holiday). AND, have accumulated 24 earned/passing semester hours with a GPA of 2.00 or higher.
SECTION 4 – COACHES’ RESPONSIBILITIES AND EXPECTATIONS
Employee Recruitment Process
The search process begins with a vacancy in the department, whether from a separation of an employee or through the creation of a new position. The recruitment process follows the steps outlined in detail below:
- An Authorization to Recruit (ATR) Form with the job description attached is completed by the hiring manager who obtains approval signatures from the Chief Finance Officer (CFO) and College President. The President will give the approved Authorization to Recruit Form to Human Resources (HR). HR will advertise the position.
- The Athletic Director or his/her designee conducts a search and maintains a search file.
- After interviews take place and the top candidate is identified, a time is set for the selected candidate to meet with the College President. Once the President approves the candidate and the starting wage, the hiring manager will complete the Authorization to Hire (ATH) Form (Faculty/Staff Change/Employment Authorization Form) and obtain approval signatures from the CFO and President. This form provides the relevant information, including the type of employment, how the position is paid, effective date, pay rate, and funding source.
- Once the approval to hire is granted, a verbal employment offer is extended to the candidate. Upon acceptance of the offer, HR is notified and an Information/Disclosure Release Form is given to the candidate to conduct a pre-employment background check.
- Once the background check is complete, the hiring manager and Director of Human Resources determine an official start date, and a formal employment offer letter is prepared by HR or a faculty contract is prepared by the Office of Academic Life.
- New employees attend a New Hire Orientation Session generally held on their first day of employment.
New Employee Orientation
The formal welcoming process, or “employee orientation,” is conducted by Human Resources and includes an overview of current policies, benefits, and payroll practices. Each functional area (department) will also provide a new hire orientation to the employee’s assigned area and facilitate introductions to cross-functional areas and processes.
General Expectations
A coach is responsible for planning, and directing the recruitment, conditioning, training, and performance of student-athletes, along with fiscal program management of their respective program, and accomplishing the objectives of this sport within the guidelines of the NJCAA and Louisburg College.
Minimum Qualifications:
- A Bachelor's, Master’s degree, and/or years equivalent combination of education and experience may substitute.
- Previous coaching/playing experience at the collegiate level is preferred
- A valid driver's license
- A proven record of integrity, high principles, and demonstrated potential in developing and motivating student-athletes, academically and athletically
- A background check will be required for all successful applicants
Recruiting
Recruiting requires knowledge of and strict adherence to all applicable NJCAA, Region X, and Louisburg College rules. Representing Louisburg College and the Athletics Program honestly, and the coaching profession ethically is critically important. It is the expectation that Coaches update the live recruiting document so that the Athletic Director and President have an active number of recruits.
Coaches at Louisburg College enjoy the flexibility to recruit talented student-athletes locally, nationally, and internationally. Throughout the recruitment journey, coaches collaborate closely with the admissions team to facilitate the application process for prospective student-athletes. This includes ensuring that applicants have submitted their official transcripts (or unofficial transcripts if the prospective student-athlete has not yet completed high school) and have applied for financial aid, all in alignment with the college's standards.
Moreover, coaches actively encourage prospective student-athletes to experience Louisburg College firsthand by arranging campus visits. These visits provide an invaluable opportunity for potential recruits to immerse themselves in the college atmosphere, envisioning their future on campus and within the athletic program. By fostering these connections and providing personalized support, coaches strive to attract and retain top talent while nurturing a vibrant and inclusive athletic community.
Scheduling Contests
While scheduled athletic events are legitimate student activities, all home and away contests must be arranged with academic considerations and cost as the highest priorities. Travel should be arranged to minimize lost class time; for example, departure times should be scheduled as late in the day as possible, so that students can attend all of their classes that day. Practices should be scheduled to allow students with difficult course programs to complete required courses; for instance, a student with a required laboratory period offered only in the afternoon will be excused from practice if there are no alternatives.
1. Each head coach is responsible for scheduling actual competition dates along with uploading game scores and statistical information following the competition.
2. Schedules are finalized upon approval of the athletic director.
3. Once schedules are set, the coach will forward them to the appropriate officiating body for the assignment of officials.
4. The following guidelines should direct scheduling choices:
A. Minimize loss of school time.
B. Minimize the cost of travel. The time of the contest and distance can affect lodging, the necessity of additional meals, etc. Attempt to schedule both home and away contests to limit such expenses.
C. Balance home and away contests.
D. Prior approval from the athletic director is needed before scheduling home contests during vacation periods.
E.Other than NJCAA postseason competitions, competitions are not to be scheduled during reading days, final exams, or commencement.
7. Missed classes due to scheduled athletic events:
When student-athletes must miss classes due to a scheduled athletic event, the coach must submit a list of those affected by emailing the Athletic Director who will then share the list of student-athletes with the faculty.
Travel
Coaches play a crucial role in ensuring smooth transportation logistics for competitions. They are responsible for promptly updating the Google Sheets with departure times, allowing the Athletic Director ample time to schedule a bus and identify a bus driver. This proactive approach is essential for coordinating the availability of buses and drivers.
Teams using college vans are to coordinate the reservation of vans through the facility/maintenance department.
Coaches are reminded to fuel the vans at the end of travel and return the travel packet to the maintenance building. It is encouraged that the driver ensures trash has been taken out, maintaining a clean and welcoming environment for the next group of users. These attention-to-detail actions contribute to the overall efficiency and professionalism of the athletic program's transportation operations.
Weightroom: These practices ensure the weight room can operate efficiently, maintain high standards of cleanliness and safety, and provide an optimal environment for athletes to train and excel.
- Effective Weight Room Schedule Management:
- To Ensure visibility of the weight room schedule we use a department-wide platform like Google Docs, allowing easy access for all coaches.
- Coaches regularly update the schedule to reflect any changes or reservations, promoting efficient use of the facility by athletes and teams.
- Hygiene and Equipment Cleaning Procedures:
- Housekeeping provides easy access to spray bottles and cleaning towels located on the shelf near the double doors for athletes to sanitize equipment before and after each use.
- Refill stations for spray bottles are readily available in the gym's laundry room, encouraging regular replenishment to support hygiene standards.
- Equipment Sanitization Protocol:
- Coaches should encourage athletes to wipe down equipment thoroughly after each use to maintain cleanliness and hygiene standards.
- Coaches should emphasize the importance of personal responsibility in equipment sanitization to prevent the spread of germs and bacteria among users.
- Supervision and Safety Measures:
- Athletes must be supervised by a coach or athletic trainer while working out in the weight room, ensuring proper technique, injury prevention, and adherence to safety protocols.
- Coaches should promote a culture of accountability and safety among athletes, emphasizing the role of supervision in optimizing performance and minimizing the risk of injuries.
Weight Room Rules
- No Jewelry
- No Food, Drink or Gum
- Proper athletic attire required
- Always have a shirt on
- Always use a spotter
- Rack weights properly
- Do not lean weights against the wall
- Sweep room and wipe down equipment before leaving
- Return all equipment to its proper place
Team Apparel
Louisburg Athletics proudly maintains an exclusive partnership with Under Armour, establishing our institution as an official "Under Armour school." As such, all team uniforms and apparel acquisitions are to be sourced from the Under Armour brand, facilitated through our partner, the Johnson-Lambe Co, subject to product availability. The current agreement with Under Armour extends through 2029, ensuring continuity and stability in outfitting our teams.
Resignation
Resignation is a voluntary act initiated by the employee to terminate employment with Louisburg College. Although advance notice is not required, Louisburg College requests a minimum of two weeks’ written notice of resignation from all employees. Before an employee’s departure, an exit interview will be scheduled to discuss the reasons for resignation and the effect of the resignation on employee benefits.
Termination
It is the policy of Louisburg Athletics to handle the termination of any employee in a fair and consistent manner. “Termination” refers to an employee’s discontinuance of service by either resignation or retirement, as well as the release of an employee by Louisburg College.
SECTION 5 – ADMINISTRATIVE POLICIES
Budget
The athletic director is responsible for the preparation and submission of the annual Intercollegiate Athletics Budget request to the Chief Financial Officer (CFO). Head coaches are responsible for the preparation and submission of their sport's annual budget requests.
1. Budgets are devised yearly according to a zero-based formula. The following categories are to be included:
a. Supplies & Equipment
b. Travel
c. Recruiting
d. Postage
e. Printing
f. Officials
All coaches and staff are expected to work within the budget finalized by the athletic director and approved by the CFO & President. When unforeseen circumstances prompt a request for an in-year budget adjustment, it should be made to the athletic director. Coaches and staff are prohibited from maintaining any accounts that are not subject to institutional control.
School-issued Credit Card
Louisburg-issued credit cards may be used by authorized individuals to make certain types of payments while performing College business. Only eligible direct College business expenses may be charged to College-issued cards; personal purchases are strictly prohibited. All transactions must be supported by a detailed business purpose, and proof of purchase documentation.
Requirements for Louisburg College Card Holders:
- Before a P-Card can be ordered the Athletic Director must fill out an application with the Business Services Office.
- Once the card has been approved and received the cardholder must attend training and sign a cardholder agreement outlining their responsibilities so that the card may be activated
- The cardholder must keep the card in a safe location at all times and use the card for Louisburg College business purposes only.
- The cardholder must obtain and retain all receipts and upload them to the City National Bank Website
- It is the cardholder’s responsibility to review their monthly statement from City National and reconcile transactions
- Cardholders are responsible for all transactions charged to their Louisburg-issued cards and must validate the reasonableness of the charges.
- Cardholders have a responsibility to submit expense reports promptly including the following details:
- Detailed business purpose
- Required receipts
- Proper account coding
- Expense reports are due no later than the 5th of each month.
- If expense reports are not completed by the 5th, it will trigger a hold on your card and you will not be able to use it until the expense report is completed.
Cards can be terminated for those who do not comply with submission deadlines and requirements, ie: cardholders who continuously neglect their duties.
Fundraising
All fundraising ideas and/or events intended to benefit the Louisburg College Athletics Program must be approved by the Athletic Director, the Vice President for Advancement, and the President before proceeding with fundraising activities. All incoming donations (monetary and in-kind) from Athletic fundraising activities will be submitted to the Department of Institutional Advancement to process and submit to the College Finance Office for deposit. All outgoing funds must go through the College Finance Office. All expenditures from these accounts must be approved by the Athletic Director.
Work Hours
All coaches and staff must establish and maintain a reasonable schedule of on-campus/office hours. The athletic director is to be informed when coaches and staff plan to be off campus for recruiting or other work-related activities. Voice mail, text, and/or email are to be used to aid communication and provide quick responses even when one is traveling or conducting off-campus work-related duties.
Performance Evaluations
Employees are evaluated annually by the appropriate administrative supervisor to provide both supervisors and employees the opportunity to discuss job tasks, identify and correct weaknesses, encourage and recognize strengths, and discuss positive, purposeful approaches to meeting institutional goals. Supervisors and employees are strongly encouraged to discuss job performance and goals on an informal, day-to-day basis. These evaluations become part of an employee’s personnel records