OAKWOOD UNIVERSITY ATHLETIC STUDENT HANDBOOK (REVISED 9/7/16) Page 1 of 12
FORWARD (ADAPTED) In an effort to assist you in your pursuit of both your academic, athletic, and spiritual goals, this text will serve as the Student-Athlete Handbook. Specifically designed for you, the student-athlete, at Oakwood University, it will provide you with the rules and regulations of the Athletic Department. Each student-athlete must comply with departmental policies and team rules. The department expects student-athletes to be familiar with the Student-Athlete Handbook and to maintain a copy for reference. An assertion of ignorance of the information published will not be accepted as an excuse. Oakwood University, including its Athletics Department, reserves the right, in its sole discretion, and at any time, to modify any policy, procedure or benefit set forth in this handbook and to make any other changes it deems necessary or appropriate. Further, the University reserves the right to depart from any of the policies or procedures stated herein at any time when, in its sole judgment, it is appropriate to do so. Student-athletes enrolled at Oakwood University should reflect the high standards of honesty, integrity, and spirituality set by the university. As Oakwood University strives to fulfill its educational and spiritual missions, it exercises its right and a responsibility to preserve order and encourage ethical, responsible behavior through the formulation of standards of conduct for student-athletes and the designation of procedures by which those standards shall be enforced. Thus, Student-athletes should recognize the significance of their behavior as visible members of the campus and local communities. This same attention, however, also should inspire the institution to assure that its student-athletes receive the same treatment as students generally do in disciplinary or academic matters. Athletics cannot be viewed as a refuge where student-athletes may escape responsibilities imposed on all citizens. Although this handbook intends to reflect currently any policies or rules of The Administration and Board of Trustees of Oakwood University, users are cautioned that changes or additions to such policies or rules may have become effective since the publication of this material. In the event of such a conflict, the current statements of Board policy contained in the official minutes and manual of rules, by-laws, and guidelines shall prevail. Page 2 of 12
TABLE OF CONTENTS Mission... 4 Objectives... 4 Accreditation Requirement... 5 Administration... 5 Athletic Policies... 8 Athletic Director Responsibilities Coaches Responsibilities Student Responsibilities Multiple Sport Participation Extracurricular Jobs Personal Appearance Personal Health Practices Attendance Athletic Physical Procedures for Filing a Claim Page 3 of 12
Recognizing that athletics are an integral part of campus life at Oakwood University, the athletic program is designed to provide opportunities for Christian athletes to participate and excel in high level athletic endeavors. These athletic activities are designed to move beyond traditional intramural sports. Mission The mission of the Oakwood University athletics program is to provide the Christian student athlete the opportunity to develop body, mind, and spirit through participation in a challenging, comprehensive, professionally managed intercollegiate athletics program. To parallel the seven general goals of the Oakwood University Handbook Mission Statement, the athletics program promotes the following: Spiritual Vitality, Educational Excellence, a Nurturing Environment, Operational Efficiency, Resource Development, Institutional Relations, and Technology Leadership. Oakwood University Values: We value the Bible as the primary reference for life s direction and qualities. We value excellence in all that we do. We value ethical and moral conduct at all times and in all relationships. We value creativity and innovation in the completion of our mission. We value honesty, integrity and courage as the foundation of all our actions. We value the trust placed in us by colleagues and by the World Church membership. We value people as children of God and therefore brothers and sister of one family. Objectives The athletic program has four objectives: 1. To sponsor a wide range of athletic activities for men and women designed to develop the whole person. This development is best represented by the participant who displays Christian attitudes of discipline, sportsmanship, and excellence. 2. To provide student athletes the opportunity to grow and develop in the areas of leadership, academic requirements, cooperation and self-control within the framework of values and ethics considered important to being a Christian in today s society. Page 4 of 12
3. To encourage the appropriate display of sportsmanship and enthusiasm in the university, as students, staff, and faculty participate as spectators at athletic events. 4. To provide opportunity for interaction between the university and the community-at-large that will assist in student recruitment, enhance the institutional image, and foster support from and build goodwill in the public and alumni. Accreditation Requirement The Southern Association of Colleges and Schools (SACS) has adopted one specific accreditation principle that addresses intercollegiate athletics. The principle is as follows: Principle 3.2.11 The institution s chief executive officer has ultimate responsibility for, and exercises appropriate administrative and fiscal control over, the institution s intercollegiate athletic program. Note: The institution s intercollegiate athletics program often influences the institution s visibility and stature, helps define its image, and provides external financial support. It is also often a major operation with a significant financial impact on the institution. Hence, it is important that the chief executive officer has ultimate and active responsibility for appropriate administrative and financial control over the institution s intercollegiate athletics program, including the academic performance of athletes. In addition, the chief executive officer, via the intercollegiate athletics program, will be responsible for obtaining approval from the board of trustees to participate in intercollegiate athletics, notifying SACS of its intent, and participating in the university s planning, budgeting, and assessment process. Administration The administration of the intercollegiate athletic program includes the Chief Executive Officer, the Vice President for Student Services, the Athletic Director, the Coaches, and the Athletic Committee. Page 5 of 12
Chief Executive Officer The intercollegiate athletic program of Oakwood University is a major initiative of the institution and has a significant impact on the institution s visibility and stature. The program influences the institution s image, impacts financial resources, and is a significant part of the social life of the campus. This broad impact, plus regional accreditation guidelines, necessitates the importance of the chief executive officer of the institution assuming ultimate and active responsibility for appropriate administrative and financial control of the institution s intercollegiate athletics program, including the academic performance of athletes. Athletic policies and procedures, operating budgets, recruiting standards, and academic performance standards for athletes must be approved by the Chief Executive Officer. Any external foundation established to support intercollegiate athletics must be subject to the administrative oversight of the chief executive officer to ensure that the foundation conducts activities in a manner consistent with the institution s mission and with other external oversight bodies without compromising the integrity of the institution. Vice President for Student Services The intercollegiate athletics program operates as a part of the Division of Student Services under the administrative supervision of the Vice President. The Vice President reports to the chief executive officer of the institution concerning all matters relating to athletics. Athletic Director Operational supervision of intercollegiate athletics is delegated to the Athletic Director, who in turn, reports to the Vice President for Student Services on matters related to athletics. The athletic director is appointed by the chief executive officer of the institution upon recommendation by the Vice President for Student Services. The athletic director primary responsibilities include, but are not limited to, the following: recommend the selection of coaches recommend athletic budget to administration provide fiscal management of the athletic program assist coaches in scheduling games schedule qualified officials for all athletic events assist coaches with travel and transportation arrangements assist coaches in recruiting student athletes ensure that all student athletes meet academic and moral standards responsible for fundraising Page 6 of 12
Coaches Day to day operations of the various athletic venues is delegated to the respective coaches. The appointment of the coaches of each sport is made by the Chief Executive Officer and they report directly to the athletic director. The success of any athletic program is significantly influenced by the manner in which the coaches approach their responsibility. The coaches are responsible for establishing high moral and academic standards for the intercollegiate program. Coaches lead by example, thus each coach must be exemplary in reputation, character, as well as skilled in their chosen sport. Specific duties and responsibilities of the coaches include, but are not limited to, the following: recruit appropriate student athletes maintain and execute appropriate practice sessions monitor and support academic performance of student athletes develop annual athletic schedules for their sport ensure the health and well being of student athletes provide appropriate direction and supervision during athletic events develop appropriate travel plans for off-campus events supervise the activities of assistant coaches and support personnel Athletic Committee The Athletic Committee (institutional standing committee) advises the Vice President for Student Services or Academic Administration on matters related to intercollegiate athletics. The committee provides general oversight on issues related to, but not limited to, selection of coaches, scheduling, evaluation, conference/association affiliation, budgets, recruitment practices, academic eligibility, and discipline. The committee consists of: 1. Assistant Vice President for Student Services 2. Chairman of the Department of Health and Physical Education 3. Athletic Director 4. One or more coaches 5. United Student Movement (USM) Athletic Vice President 6. Director of Oakwood University Police Department (OUPD) (exofficio) 7. Faculty representative (female 1 year appointment) * 8. Faculty representative (male 1 year appointment)* 9. Staff representative (1 year appointment)* 10. USM President (ex-officio) 11. Vice President for Student Services (Chair and ex-officio) 12. Vice President for Academic Administration (ex-officio) 13. President of the University (ex-officio) Page 7 of 12
* Appointments by Division Vice President Athletic Policies The athletic policies section discusses the following: Athletic Director Responsibilities, Coaches Responsibilities, Student Responsibilities, Multiple Sport Participation, Extracurricular Jobs, Personal Appearance, Personal Health Practices, Attendance, Athletic Physical, and Uniform Agreement. Athletic Director s Responsibilities The Athletic Director reports to the Vice President for Student Services. The President of Oakwood University appoints the Athletic Director (AD) position. The AD is responsible for all actions and decisions relating to the athletic program. The President is to be informed of all programs prior to implementation, and is to be sent copies of all Athletic Committee meeting minutes. The AD s responsibilities include managing the athletic program budget, creating schedules, hiring officials, arranging travel, enforcing academic policies, and managing athlete recruitment. A) Athletic Program Budget The AD is responsible for the financial management of the athletic program. The AD is also responsible for making recommendations of changes to the budget to the administration through the Office of the Vice President for Student Services or the Vice President for Academic Administration. The budget is approved by the Athletic Committee prior to submission to the president. B) Schedules The AD is responsible for assisting the coaches with scheduling all games, both home and away, for the athletic program. Games should not be scheduled during Sabbath hours, Weeks of Spiritual Emphasis, and final exam weeks. All schedules are to be reviewed by the Oakwood University Calendar Committee. C) Officials The AD is responsible for hiring assignors for each athletic event and to insure that the officials are paid. All games in the athletic program are to be officiated by qualified, certified officials. D) Travel Page 8 of 12
The AD is responsible for travel and transportation arrangements for athletic teams to and from scheduled games. All approval processes and vehicle reservations are to be done by the AD in advance of the athletic contract or commitment. E) Academic Policies The AD is responsible for submitting all required eligibility forms to the OU Registrar, prior to any participation in intercollegiate contests. This is to be done no later than two weeks prior to the first scrimmage or game of each season for each sport. Also, the AD is to have a thorough knowledge of the academic rules, standards, and policies of OU and to give active evidence of full support. In addition, the AD is to cooperate fully with respect to academic eligibility requirements and is to insist that all athletes fulfill the same academic requirements held for all other students. F) Athlete Recruitment The AD is responsible for assisting coaches in recruiting qualified student athletes. Recruitment will include writing letters and making telephone calls and personal visits to potential student athletes, disseminating relevant information to academy and high school athletic directors, and inviting academy and high school teams to participate in tournaments and workshops sponsored by OU. The AD is to make every effort to recruit student athletes and to manage the OU athletic program according to the fundamental educational aims of OU. While the AD is encouraged to submit names of potential student athlete recruits to the OU admissions process, the AD is to recognize that all further decisions regarding admittance are the sole responsibility of the OU admissions committee and are not to be influenced by a potential student s athletic ability. Coaches Responsibilities The coach s responsibilities include conducting tryouts, scheduling practices, and assisting with recruitment. A) Tryouts Coaches are responsible for conducting tryouts and selecting athletes in their assigned sport. All academically eligible students at OU are invited to participate in an open tryout for any sport in the athletic program. The coaches of each sport will post notices of the tryout s dates, times and Page 9 of 12
location. Three tryouts will be held for each sport. The first cut will be made after the second tryout. Athletes who succeeded in making the first cut will then be eligible to attend the third tryout. The final cut will be made after the third tryout. B) Practices Coaches, in consultation with the AD, establish practice times for each sport. No team may practice more than ten hours per week. It is the responsibility of the coach to insure that practices do not fall during Week of Prayer meetings or the Sabbath hours. C) Professional Development Each coach in the athletic program is encouraged to attend clinics, seminars, and other such activities to improve his or her coaching skills. D) Recruitment Each coach is encouraged to become involved in the recruitment of all students including eligible student athletes. Student Athlete Responsibilities Students who choose to participate in the OU athletic program are to demonstrate a Christian lifestyle and exemplary sportsmanship. Their goals should include a commitment to the following: spiritual growth, academic excellence, athletic excellence, leadership, and sportsmanship. Due to the student athlete s high visibility on and off campus, duties may involve individual or team recruiting to outside entities and various Christian outreach activities. All participants in the athletic program will be full-time students in good standing at OU, will maintain a 12 credit course load (with possible exceptions for graduating seniors), and will miss no more than six days a semester for participation. Participating student athletes must maintain a cumulative grade point average of 2.00 to be eligible to travel or play games away from campus. Any student on Academic Probation will be dropped from the team. Exceptions to the above policy may be appealed to the Athletic Committee and then will be referred to the Vice President for Academic Administration for approval. Multiple Sport Participation Page 10 of 12
Once athletes begin an athletic season they are committed to that sport until the season ends. No player can practice or play on more that one team at the same time. This includes intramurals, church teams, etc. Extracurricular Jobs All athletes in the program agree not to obligate themselves to a job(s) that interferes with practice time or games. Personal Appearance Student athletes are representatives of the school. Hence, the dress as well as their decorum should reflect the principles and standards of the institution during their entire matriculation at Oakwood University (including off seasons). Personal Health Practices An important part of OU s mission is to provide an atmosphere where students can grow spiritually, intellectually, emotionally, and physically, and learn to make wise life directing choices. OU is committed to providing an atmosphere of creative learning and healthful living for students. The personal hazards involved with substance abuse and the detrimental effects such abuse have on others undermine this commitment. Therefore, OU upholds policies that prohibit the use of alcohol, tobacco, and unlawful drugs. Students are expected to practice a drug and alcohol free lifestyle both on and off campus. Attendance All team members are expected to attend scheduled practices and meetings. If circumstances arise whereby the student cannot attend a practice or meeting, the student must give the coach personal prior notification. Any athlete who misses practice (without prior approval), fails to appear for a game, or fails to make a scheduled team or individual meeting may not be allowed to participate in any game or games (to be determined by the coach and the Athletic Director). Excessive absences from team practices, games, or meetings may be cause for dismissal from the team. Athletic Physical Each athlete must have the athletic physical form filled out and completed before the first day of tryouts. The physical may be completed by a family physician or through Oakwood University Health and Counseling Services. In addition, each student must sign a release form prior to participation in tryouts. Insurance Page 11 of 12
The University provides limited intercollegiate athletic insurance for students who specifically represent the institution at the intercollegiate level of sports. This insurance should not be confused with the medical insurance that Oakwood University requires for all students. Athletes are required to have their own personal health and accident insurance. Contact the AD for further information concerning Intercollegiate Athletic Insurance. Athletic Student Handbook Signature Page By signing below, I confirm that I have read the Athletic Student Handbook in its entirety: Student Signature and ID#: Date: Coach s Signature: Date: This signature page must be completed and submitted to your coach prior to final acceptance on a team. Page 12 of 12