DEPARTMENT OF INTERCOLLEGIATE ATHLETICS Departmental Procedures, Criteria, Standard, and Bylaws CENTRAL MICHIGAN UNIVERSITY (Approved 1/15/2000) TABLE OF CONTENTS I. Introduction...1 II. Department Administration...2 III. Criteria and Measures for Personnel Decisions...3 A. Initial Appointment...3 B. Subsequent Appointments...3 C. Evaluation of Coaches...4 D. Promotion...5 E. Compensation Adjustments...7 IV. Appeal Procedures...7 V. Responsibilities of Head Coaches...8 VI. Responsibilities of Assistant Coach(es)...10 Appendix A....10 DEPARTMENT OF INTERCOLLEGIATE ATHLETICS DEPARTMENTAL PROCEDURES, CRITERIA, STANDARDS, AND BYLAWS I. Introduction The Department of Intercollegiate Athletics at Central Michigan University consists of an athletics director, other athletic administrators, full-time coaches of the athletic teams sponsored by the University, and support staff. 1
Athletic administrators and some part-time coaches are professional/administrative employees; support staff are categorized as professional/administrative, clerical, or supervisory-technical. Policies and procedures relative to employee benefits, wage and salary issues, and general employment practices, as enumerated in the respective employee handbooks or union contracts, apply to those members of the Department of Intercollegiate Athletics. Coaches who are full-time employees of the University are faculty in the Department of Intercollegiate Athletics and are subject to the policies and procedures contained herein and are included in the Faculty Association bargaining unit. Members of the Department of Intercollegiate Athletics, who have tenure in the Department of Physical Education and Sport, may return to the Department of Physical Education and Sport with appropriate notice to the Athletics Director and chair of the Department of Physical Education and Sport. Departmental policies and procedures are available to the coaches who are subject to them. Coaches may review the Procedures, Criteria, Standards, and Bylaws and make suggestions for changes. Amendments to the policies and procedures, which may be offered by voting members of the department, must be presented in writing to the department members at least seven (7) calendar days prior to a ratification vote. Ratification of changes to the Procedures, Criteria, Standards, and Bylaws will be by paper ballot with a 2/3 majority of those voting necessary for adoption. Coaches who are full-time employees of the University have voting privileges; others do not. Substantive changes will be incorporated into the Intercollegiate Athletics Procedures, Criteria, Standards, and Bylaws. II. Department Administration Responsibilities of the President s Office The Office of the President oversees and supervises the administration of the Department of Intercollegiate Athletics. There are many athletically related decisions which the Office of the President must make on a regular basis. There are other situations that periodically surface and require action by that office. Included are authorization for staffing, allocation of athletic funds, approval of major changes in scheduling patterns, authorization of athletic fund raising efforts, addition or deletion of sports to the total program, and the grant-in-aid-budget. Responsibilities of the Athletics Administration The athletics director, along with the senior associate, other associate and/or assistant athletics directors form the athletic administrative team. This team, under the direction of the athletics director, shares the various responsibilities of the departmental administration. Departmental Meetings The Departmental of Intercollegiate Athletics will hold regular full department meetings 2
periodically throughout the year. The athletics administrative staff meets on a weekly basis. The athletics director or designee meets with the head coaches on a monthly basis. III. Criteria and Measures for Personnel Decisions A. Initial Appointment 1. Vacancies will be advertised in accordance with University Affirmative action policies. 2. The athletics administrators will screen candidates, interview the top candidates, and make an appointment recommendation for head coaching positions to the Office of the President. The head coach will assist in screening, interviewing, and making an appointment recommendation for assistant coach positions. 3. The individual selected will hold faculty rank within the Department of Intercollegiate Athletics. In most cases head coaches with master s degrees will hold initial rank of assistant professor; those with only bachelor s degrees will hold the rank of instructor. Assistant coaches will initially be appointed at the rank of instructor unless academic qualifications indicate a different rank is more appropriate. While coaches generally are evaluated on the basis of criteria that differ from those employed by academic departments within the University community, coaches who choose to advance in rank by the traditional route may do so using the criteria listed in Appendix A. 4. Normally, coaches will be given initial one-year contracts (usually 12 months) subject to renewal for one (1) or more years. Circumstances may dictate variations in this pattern. After the initial contract, subsequent contracts will commence in either January, April, or July dependent on the sport season. 5. Experience, equity, and market value will be considered in setting initial base salary. 6. All appointments will be regular non-tenure track positions. B. Subsequent Appointments 1. Subsequent appointments will ordinarily be for one (1) year although, in some instances, multi-year contracts will be offered. 3
2. Coaches employed by CMU after June 1, 1986 will be given six (6) months notice of non-renewal of their contract. Should notice of non-renewal be less than six (6) months, those affected will receive a lump sum payment in lieu of notice for the remainder of the six (6) months beyond the expiration of her/his current individual employment contract. This payment will be tendered at the expiration of her/his employment contract and shall be calculated at the salary rate on the end date of her/his employment contract. Coaches employed by CMU prior to June 1, 1986, will be given twelve (12) months notice, in the event of non-renewal of their contract. Should notice of non-renewal be less than twelve (12) months those affected will receive a lump sum payment in lieu of notice for the remainder of the twelve (12) months beyond the expiration of her/his current individual employment contract. This payment will be tendered at the expiration of her/his employment contract and shall be calculated at the salary rate on the end date of her/his employment contract. 3. Subsequent appointments will be based on evidence that a coach: a. leads a team that is competitive in the Mid-American Conference; b. possesses public relations skills with media, alumni, University, and community groups; c. effectively helps student-athletes attain a maximum level of athletic performance; d. shows concern for the academic progress of the athletes under his/her direction; and e. exhibits ethical behavior in keeping with the guidelines of the University, the MAC, and the NCAA. 4. Coaches have the responsibility of documenting their significant activities and achievements. C. Evaluation of Coaches 1. An athletic administrator will evaluate each head coach annually within a month of the close of the sport season. Head coaches will evaluate their assistants, and an athletics administrator will serve as a reviewing authority. 2. A standard evaluation instrument will be used for the purpose of assessing coaching performance. 4
3. The athletic administrator or head coach who evaluated the coach will share the results, on a timely basis, with the respective coach in a conference between the two individuals before the departmental recommendations on subsequent appointments are forwarded to the Office of the President. D. Promotion Promotion in rank is not automatic nor based on seniority but rather on criteria and standards as established in the Intercollegiate Athletics Procedures, Criteria, Standards, and Bylaws and in the current Agreement between Central Michigan University and CMU Faculty Association (Agreement). In general, the minimum time required in rank before promotion to a higher rank is four (4) years. Exceptions may be made to the minimum amount of time required. 1. Procedure a. As specified in the Reappointment, Tenure, and Promotion Policies in the Agreement, a candidate for promotion must prepare an application which describes her/his achievements since her/his last promotion, addressing the criteria and standards set forth below. b. Promotion applications shall be evaluated and promotion recommendations to the President shall be made by: (1) the athletics director or senior associate athletics director in the case of head coaches, or (2) the head coach and the athletics director or senior associate athletics director in the case of assistant coaches. c. Promotion applications and recommendations generated in 1.b. above shall be reviewed by the Provost and President, who make independent recommendations to the Board of Trustees. d. Promotion evaluations and reviews made in accordance with 1.b. and 1.c. above shall be based on the criteria and standards set forth below. e. At least two (2) weeks before a negative promotion recommendation is forwarded to the next level, the relevant evaluator/reviewer shall provide to the candidate a written statement setting forth the reasons for the recommendation, addressing each of the promotion criteria/standards. In addition, the candidate shall be offered a meeting with the evaluator(s)/reviewer. 5
f. If the candidate desires further review, he/she must initiate a request for review at the next level. The candidate may attach a written rebuttal to her/his application addressing the stated reasons for the negative recommendation. 2. Criteria/Standards a. Coaching Effectiveness: Effective coaching is demonstrated by one of the following: (1) coached a MAC championship team during at least one (1) of the years while in rank; (2) coached a team winning an average of 65 percent of Division I games during the period while in rank; or (3) demonstrated outstanding coaching effectiveness in accordance with annual evaluations if (1) or (2) are not satisfied. b. University Service: Effective University service is demonstrated by meeting specified performance levels in either (1) or (2) below or in two of (3), (4), or (5) of the following: (1) coach a team or, in individual sports such as cross country or wrestling, an individual ranked in the top twenty (20) in NCAA Division I national ranking during at least one of the years while in rank. (2) coach in at least one national or international event during period in rank. (3) host at least two statewide clinics during period in rank and speak at one state regional or national clinic other than a CMU clinic. (4) host at least three camps and/or high school athletic competitions during period in rank. (5) speak to four or more community organizations, or alumni meetings during period in rank. c. Professional Growth: Professional growth sufficient for promotion is 6
3. Salary Adjustment demonstrated by meeting specified performance levels in (1) below or in at least two of the remaining criteria/standards: (1) publish two or more articles in a professional journal, or publish a book with a non-vanity press publisher during the period in rank. (2) attend two or more professional clinics during the period in rank. (3) maintain membership in an appropriate professional organization during entire period in rank, and/or hold office in an appropriate professional organization at some point during the period in rank. (4) if applicable, complete coaching certification during the period in rank. Upon the promotion, base (10-month) 12-month salary shall be adjusted as specified in the Agreement for promotion to Assistant Professor, Associate Professor, and Professor. E. Compensation Adjustments 1. All coaches will receive salary adjustments as stipulated in the Agreement. 2. It may be necessary to augment the base salary of coaches found to be at a competitive disadvantage when compared to other coaches in like institutions and/or other faculty at Central Michigan University. An initial determination of this situation will be made by the athletics administrators and the athletics director will recommend an appropriate base salary to the President. IV. Appeal Procedures An individual wishing to appeal an administrative decision shall present the appeal in writing to the athletics director. After discussion with an Appeal Committee consisting of designated athletics administrators, the faculty athletics representative, and one head coach appointed by the athletics director, the athletics director shall answer the appeal in writing within two weeks of the receipt of the appeal. The decision of the Appeal Committee may be grieved by following the grievance procedures 7
as outlined in the current Agreement. V. Responsibilities of Head Coaches Among the responsibilities for which a head coach is responsible are the following: A. Oversee all facets of recruiting including strategy, spending of resources, monitoring the recruiting plan to insure that staff members are in compliance with NCAA and MAC rules, evaluating the potential of each recruit, and arranging for on and off campus visits. B. Administer the budget which is allocated for her/his sport and submit travel reports as outlined in the Athletics Department Policies, Procedures Manual in a timely manner after completing a trip, whether it be team or department travel. C. Make team travel arrangements for regular season trips. All post-season travel arrangements will be coordinated by the designated athletics administrator in conjunction with the head coach. D. Oversee the behavior and decorum of athletes and assistant coaches on athletics trips. E. Organize all practices and assure the safety and well being of the athletes during practice and/or competition. F. Evaluate assistant coaches. G. Achieve a passing grade annually on the NCAA recruiting exam. H. Submit lists as follows: 1. A list of all athletes practicing with the team, to the Sports Medicine department for the purpose of scheduling physicals and receiving medical authorization for practice and competition. 2. A regularly updated list of all athletes practicing with the team, to the Director of Compliance so that a squad list can be submitted to the Registrar to determine the eligibility status of each athlete. 3. A list of athletes being recommended for a varsity award, to the Athletics Director s Office. 4. A list of athletes being recommended for an athletic grant-in-aid, to the Compliance Office. 8
5. A list of all athletes with eligibility remaining who were tendered during the previous academic year and for whom the coach plans to recommend their athletic grant-in-aid be renewed, reduced, or not renewed for the following year, to the Director of Compliance prior to June 1 so that the Financial Aids Office can notify the athletes before July 1. 6. A list of eligible athletes who did not use a season of competition (compete in a season just ending), to the Director of Compliance. 7. Practice logs for both in-season and out-of season practice during the academic year to the Director of Compliance. 8. A list of all recruits to be invited for an official visit to the Director of Compliance so they may be approved prior to arriving on campus. 9. A list of all student-athletes who are traveling prior to each away competition. 10. A list of contacts and evaluations of all recruits for a minimum of one year. 11. A list of all outside athletically related income. 12. Other information as required by CMU, MAC, and NCAA. I. Forward recommendations to the Athletics Office for graduate assistants or regular staff openings. J. Order equipment in compliance with purchasing department guidelines. K. Formulate schedule recommendations. L. Submit permanent equipment requests to the Athletics Office. M. Make recommendations for facility maintenance. N. Formulate and implement a plan for the counseling (academic and otherwise) of athletes in her/his sport, with particular emphasis on attention to the academic progress of the athletes. O. Achieve good public relations with all of the various publics. P. Bring about good media relations between member of the sport staff, squad, representatives, and various media. 9
Q. Assist with fund raising efforts for the sport. R. Make decisions in regard to the utilization of staff members. S. Assure that the aims and objectives of her/his sport program are compatible with those of the University. VI. Responsibilities of Assistant Coach(es) The specific responsibilities of assistant coaches vary and are assigned by the head coach. They include, but are not limited to the following: A. Assist the head coach in conducting and coaching the team, operating within University, Mid-American Conference, and NCAA rules and guidelines. B. Assist the head coach with the supervision and control of the sport budget. C. Assist the head coach with the recruitment of the athletes. D. Achieve a passing grade annually on the NCAA recruiting exam. E. Represent the Department of Intercollegiate Athletics to various community groups with respect to the sport. Responsibilities of the Athletics Administrators Appendix A A. Determining individual sport budget allocations from the funds made available to Intercollegiate Athletics and administering all sport accounts, including Chippewa Club and Sports Camp monies. B. Authorizing all Intercollegiate Athletic Department service requests (to facilities management) and scheduling athletic and non-athletic requests for facilities. C. Presenting prioritized requests to the Office of the President for personnel needs and facility needs. D. Issuing and signing event contracts. E. Preparing and monitoring lists (of) student-athletes who are being recommended for an athletic grant-in-aid and forwarding these lists to the Financial Aids Office. 10
F. Preparing eligibility lists and monitoring eligibility for practice and competition by forwarding these lists to the Registrar s office for certification. G. Keeping the staff abreast of rules and regulations passed by the MAC and the NCAA. H. Promoting the various sport programs. I. Evaluating sport programs and other areas of the department. J. Evaluating staff members. K. Validating the various awards lists submitted by head coaches. L. Keeping the members of the CMU Athletics committee informed of significant matters which pertain to the Athletics Department including academic eligibility, scheduling, budget, personnel matters, promotional and fund raising efforts, MAC and NCAA legislation, goals, objectives and policies of the department, and any other items which impact on the general welfare of the Department of Intercollegiate Athletics and the University. M. Administering all athletics events hosted by the department. N. Developing a CMU sports network. O. Carrying out a public service role by sponsoring clinics, seminars, and workshops; hosting interscholastic competition in cooperation with the Michigan High School Athletic Association; speaking at banquets and other occasions; and being active in committee work in the MAC and NCAA. P. Planning, administering, and evaluating all fund raising efforts while working closely with the Advancement Office. Q. Authorizing the expenditure of all funds generated via fund raising efforts. R. Coordinating team travel to special events, such as the NCAA post-season competition, bowl games, and any regular season competition which requires air travel. S. Contracting officials for home athletic events for sports not administered by the conference office. T. Maintaining contact with former athletes who have earned varsity awards, for the purpose of enhancing mutual support and benefits. 11
U. Establishing and administering a Car Coaches Club. V. Working with appropriate University Offices in posting positions, screening applicants, and recommending employment of personnel as authorized by the Office of the President. W. Keeping records of department business. X. Implementing ongoing efforts to enhance a feeling of community with all segments of the University. Y. Preparing MAC and NCAA reports as required, or requested. Z. Providing academic advising to student-athletes and monitoring them for satisfactory progress and degree completion progress. AA. Communicating with season ticket holders and overseeing distribution of tickets for athletics events. 12