department of athletics policies & procedures - UNC Wilmington ...

UNIVERSITY OF NORTH CAROLINA
WILMINGTON
DEPARTMENT OF ATHLETICS
POLICIES & PROCEDURES

To UNCW Department of Athletics Personnel:
The University and its athletic program is dedicated to providing a fulfilling and rewarding
athletic experience for men and women in sports as further enrichment to a quality academic
education conducted in accordance with Title IX, NCAA, conference and institutional
regulations.
The Policies and Procedures Manual provides operating guidelines, procedures and
regulations for the Department of Athletics, governed by North Carolina statutes, UNC
General Administration policy, NCAA, CAA and University of North Carolina Wilmington
policies and procedures.
It is the shared responsibility of departmental personnel to adhere to and be compliant with
policies and procedures outlined in the Manual.
I encourage each of you to be familiar with the contents of this Manual and to fulfill your
respective roles as responsible professionals as we continue to enhance our total program.
Thank you in advance for all you do for the Department of Athletics. If you have any
questions, please contact me.
Sincerely,
Kelly Mehrtens
Director of Athletics

UNIVERSITY OF NORTH CAROLINA at WILMINGTON
DEPARTMENT OF ATHLETICS
POLICIES AND PROCEDURES MANUAL
TABLE OF CONTENTS
SECTION
Page(s)
I. ATHLETIC STATEMENT OF PURPOSE TBD
Introduction to Policies and Procedures Manual
Expectation Statement
Athletic Planning Process
Athletic Mission Statement
Athletic Vision Statement
Goals, Objectives, Assessment and Critical Processes
Ethical Behavior Statement
Sportsmanship Policies
External Athletic Environment
University Mission Statement
II. ADMINISTRATIVE CONTROL TBD
University Organization Chart
Administrative Organization
Membership NCAA
Membership Athletic Associations
The Athletic Council Members
Athletic Council Mission Statement
Faculty Athletic Representative
Game and Scheduling Operations
Visiting Team Arrangements
Athletic Planning for the Future
III. DEPARTMENTAL ORGANIZATION TBD
Organizational Chart
Athletic Directory

POSITION DESCRIPTIONS
Director of Athletics
Deputy Athletic Director/Senior Woman Administrator
Senior Associate Athletic Director for Communications
Associate Athletic Director for Business
Associate Athletic Director/Exec. Dir. Seahawk Club
Director of Sports Medicine
Director of Strength and Conditioning
Director of Ticket Operations
Assistant Director for Sports Information
Assistant Athletic Trainers
Head Coaches
Assistant Coaches
Director of Basketball Operations
Assistant Facility Managers
Executive Administrative Assistant
Administrative Assistant – Men's and Women's Basketball
Administrative Office Assistant IV/Seahawk Club
Processing Assistant V/Athletic Office
Administrative Office Assistant IV/Athletic Office
Administrative Office Assistant IV/Student Insurance
Processing Assistant III/Athletic Office/Seahawk Club
Office Assistant IV/Men's Basketball Program
Office Assistant IV/Women's Basketball Program
Athletic Facility/Utility Grounds Worker
Athletic Facility/Grounds Worker
TBD
DEPARTMENTAL STAFF POLICIES
General Information
Office Hours
Sick Leave
Annual Leave
Termination Procedure
Page(s)
TBD

IV. FINANCIAL ADMINISTRATION AND CONTROL TBD
Budget
Travel
Team Arrangements
Recruiting
Purchasing
Purchase Order Procedure
Receiving Purchases
Equipment Personnel
Office and Facility Equipment
Telephones
Athletic Tickets and Credentials
V. ATHLETIC FACILITIES AND ATHLETIC EVENT
MANAGEMENT
Use and Scheduling of Facilities
Facilities Rental Fees & Services
Equipment and Facility Personnel
Facilities Maintenance, Repairs, Construction
Key Distribution
TBD
VI. SPORTS INFORMATION TBD
Release of Information
Pre-Event Publicity
Event Coverage and Result Reporting
Publications
Credentials and Complimentary Tickets for Media
Game Day Operations
VII. UNCW SUMMER SPORT CAMP PROGRAMS TBD
Business Procedures
Camp Payroll
Use of Athletic Facilities for Camps
Camp Insurance

VIII. SPORTS MEDICINE PROGRAM TBD
General Information
Training Room Schedule
Use of Sports Medicine Facilities
Approval for Participation
Try-Outs for Sports Teams
Reporting and Referral of Athletic Injuries
Practice Coverage Procedure
Injury Response Procedure
Game Coverage
Injury Response Procedure
Medical Information
Financial Coverage
Medication
Storm Danger and Lightning, Safety/Emergency Plan
Eating Disorders
Nutritional Supplements
Medical Coverage of Summer Sports Camps
Student-Athlete Trainers
IX. INSURANCE COVERAGE FOR ATHLETIC INJURIES TBD
Insurance Primary/Secondary
Dental Care/Corrective Lenses
Prescription Medication
X. UNCW STUDENT AID ASSOCIATION, INC. TBD
Purpose
Athletic Staff Involvement
Solicitations of Funds
Student-Aid Association Bylaws
Guide to Rules and Regulations for Alumni and Friends
XI. SEAHAWK SPORTS MARKETING AND PROMOTIONS TBD
Purpose
Special Events/Ticket Sales

Game Day Functions
Special Events Coordinator
Auxiliary Groups
Athletic Logo Use
XII. ATHLETIC ACADEMIC SUPPORT SERVICES TBD
Athletic Academic Support Services
Academic Eligibility
XIII. FINANCIAL AID AND SCHOLARSHIPS TBD
Renewals and non-renewals of Athletic Scholarships
Hearing Opportunity
Fifth-Year Scholarships
Summer School Scholarships
Employment
Book Purchasing Program
Off-Campus Room and Board Allowance
NCAA special Assistance Fund
XIV. DRUG EDUCATION, TESTING & COUNSELING PROGRAMS TBD
XV. STRENGTH & CONDITIONING TBD
Hours of Operation
Facility rules
Maintenance
Safety
XVI. STUDENT-ATHLETE ADVISORY COMMITTEE TBD
Constitution and By-laws
XVII. PROFESSIONAL SPORTS COUNSELING PANEL TBD
XVIII. REPORTING OF NCAA VIOLATIONS TBD
Procedure for Reporting Rule Violations

XIV. SENIOR EXIT INTERVIEWS TBD
XX. AWARDS AND RECOGNITION TBD
XXI. GRIEVANCE PROCEDURES TBD
XXII. COMPLIANCE TBD
XXIII.
ATHLETIC DEPARTMENT APPENDICES
TBD

I. ATHLETIC STATEMENT OF PURPOSE
Introduction to Policies and Procedures Manual
The Department of Athletics at the University of North Carolina Wilmington, through its
broad program of sports, provides an opportunity for men and women student-athletes to
compete at the highest level of competition available in collegiate athletics. The scope
and level of competition for each individual sport in the program is governed by
conference affiliation and designation, revenue production, prominence at the national,
regional, or local level, facilities and appropriateness to this geographical region. Every
sport is encouraged to provide the greatest opportunity possible to student-athletes to
pursue excellence within the resource limitations of the state, university and department.
Within the limits of university policy, membership on athletic teams shall be determined
on the basis of skill and any other factors deemed necessary.
Student-athletes must meet NCAA, CAA, institution, and University of North Carolina
System rules and regulations to be an eligible member of a UNCW sport program.
This manual includes basic policy and procedure for the conduct of the Department of
Athletics. These guidelines are published for compliance by personnel of the Department
of Athletics. Deviations from the expressed policies and procedures are not authorized. A
number of these procedures must be channeled through several offices and approval for
requests that deviate from expressed policy may not be available at the last minute.
Requests may be denied if proper procedure has not been followed.
As inevitable changes are made in policies or procedures, every effort will be made to
keep personnel informed and the manual updated. Any changes to policies and
procedures will be immediately active regardless if they are updated in the manual.
The codes of the NCAA, CAA and any additional conference affiliations have not been
included in the manual. It is understood that as members of these associations, we will
abide by their rules and regulations.
Every coach will be responsible for compliance with all aspects of NCAA, CAA and
university rules and regulations. Additionally, rules compliance is a central element in each
individuals’ job description and adherence to rules and regulations is an expectation of each
individual. Failure, by any individual, to comply with these rules and regulations could
jeopardize that individual’s employment at UNCW.
Updates and revisions to the Department of Athletics’ Policies and Procedures may be in
1

place prior to posting in this Manual. Every effort will be made to post these revisions
and updates as soon as possible. In any event, please check with the Department of
Athletics for questions or clarification on any policies and procedures. Thank you.
Expectation Statement
All Department of Athletics staff, including coaches, support and administrative staff, are
expected to abide by NCAA, CAA and institutional rules and regulations. Compliance is a
central element in the operation of UNCW's Department of Athletics and adherence to these
rules and regulations is required.
If you are involved in or aware of any rules violations, it is your responsibility to report
these violations immediately to the Director of Athletics, Assistant Athletic Director for
Compliance or your respective sport supervisor. The policy for reporting NCAA violations
will be followed in all situations.
If any persons are involved in deliberate violations of rules and regulations, penalties will
apply which may include, but are not limited to, termination of employment or suspension
of employment, with or without pay. Department of Athletics employment contracts, job
descriptions, and personnel evaluation documents emphasize the expectation of all
personnel to adhere to NCAA, CAA, and university rules and regulations.
Additionally, all persons are expected to abide by the UNCW Ethical Conduct and
Sportsmanship Policy and the CAA Sportsmanship Policy. Department of Athletics
personnel must demonstrate ethical conduct and sportsmanship and support the department's
policy. Sanctions may be imposed for a violation of the policy.
The Department of Athletics Planning Process
The Department of Athletics’ planning process (i.e. strategic planning process) is required
for the formulation of and revisions to the department’s mission statement, vision statement,
core values, goals and objectives. The process will involve participation by departmental
staff members in the plan’s development phase, a review and approval of the plans by the
Athletic Council, and a final review and approval from the Chancellor prior to policy
establishment. Departmental plans will be evaluated and revised at least every two years,
and will include effective dates and approval status prior to distribution.
2

The Department of Athletics Mission Statement
• In alignment with the educational mission of UNCW, we are focused on excellence in all our
affairs.
• Our mission is to guide, inspire and support our student‐athletes in their pursuit of
excellence – academically, athletically and socially.
• Above all else, we produce graduates, leaders and friends of the university.
The Department of Athletics Core Values
Six core values guide and govern our actions at all times and in all our affairs. They define “what
we stand for” and “what we won’t stand for.” They include:
1. Respect
We treat ourselves and others with dignity, kindness and respect.
2. Excellent Attitude
We have an excellent attitude and outlook. We strive for excellence in all we do.
3. Service
We approach our relationships with a spirit of service.
4. Collaboration
We work together in the pursuit of excellence.
5. Accountability
We are thoughtful with the use of our resources. We are personally accountable for our
actions. We are an important part of a great team.
6. Integrity
At all times, and in all our affairs, we strive for integrity and honor. We know that the right
thing to do is the only thing to do.
The Department of Athletics Vision Statement
The Department of Athletics strives to provide students with a wholesome environment
of athletic competition, high quality coaches, dedicated support staff and the
administrative personnel to help them become better athletes, students and citizens.
3

The Department of Athletics’ Critical Processes
1. The principles of academic integrity and compliance with NCAA, CAA and
institutional rules and regulations will continue to be applied to all athletic
programming decisions in order to ensure that the educational values, practices and
mission of UNCW is followed.
2. The principle of selective excellence will continue to be applied in athletic scheduling
decisions in an effort to ensure the quality of the intercollegiate athletic program.
3. The University of North Carolina Wilmington will make a good faith effort to comply
with Title IX regulations and affirmative action as well as address student-athlete well
being, and diversity/gender issues for both student-athletes and staff.
Ethical Behavior and Sportsmanship Statement
The Department of Athletics’ requires athletic department administrators, coaches,
athletic trainers, staff and student-athletes to conduct themselves in a manner, which
creates a positive image of the university, the CAA, and the NCAA. All athletic
department personnel and student-athletes are required to abide by the Department of
Athletics' Ethical Conduct and Sportsmanship Policy and the Colonial Athletic
Association’s Sportsmanship Policy. These policies will be monitored closely by the
Director of Athletics, Management Team, Sport Supervisors and Coaches.
We encourage our campus to participate and enjoy our sports activities, but to do it in a
manner that does not embarrass themselves, the teams, the community or university.
Please review the following UNCW and CAA ethical conduct and sportsmanship policies
for student-athletes and athletic staff, as well as the UNCW Policies, Rules and
Regulations for Student-Athletes.
UNCW Department of Athletics'
4

Ethical Conduct and Sportsmanship Policy
For Student-Athletes
UNCW’s Department of Athletics requires athletic department administrators, coaches,
athletic trainers, and staff to conduct themselves in a manner, which creates a positive
image of the university, the CAA, and the NCAA. As a student-athlete, you have a
highly visible role in representing the university, and your behavior must be exemplary
on and off the playing field. You must represent the honor and dignity of fair play and
compete with ethical conduct and sportsmanship at all times. You are responsible for
your own ethical conduct consistent with the values of sportsmanship, respect, civility,
honesty, and integrity. Additionally, you are expected to obey public laws as well as the
rules and regulations of the university, Department of Athletics, CAA, and NCAA. The
Department of Athletics will take appropriate disciplinary or remedial actions with a
student-athlete in response to any violation of policies, rules, regulations, and laws. As a
result, a student-athlete’s academic, athletic, and scholarship eligibility may be
jeopardized or revoked.
I
Academics
Each student-athlete is responsible for knowing and abiding by the UNCW Honor Code.
A student-athlete’s eligibility and scholarship may be suspended or discontinued for a
violation of the Honor Code and for non-fulfillment of academic responsibilities.
I Alcohol and Other Substances i
The use of illegal substances, medically unadvisable substances, or substances banned by
the NCAA is prohibited. Additionally, student-athletes may be penalized for alcohol use
if they have violated public law, university regulations, or team rules.
iHazing
i
UNCW student-athletes will not create or participate in any activity that promotes an
atmosphere of humiliation, degradation, abuse, or danger to others. The consequences of
engaging in such behavior will be severe regardless of the perceived benefit of the
activity, amount or type of damage incurred, and/or willingness of the participants to be
involved.
I Gambling and Bribery i
5

The Department of Athletics will not tolerate any form of gambling and bribery related to
any intercollegiate or professional sports. Sports wagering undermines the integrity of
sports contest, and jeopardizes the welfare of student-athletes and intercollegiate
athletics. Student-athletes engaging in gambling and bribery activities will be declared
ineligible.
I Student Conduct i
UNCW students must conform to all federal, state, and local laws, as well as university
regulations. As a student-athlete, you are not exempt from penalty for misconduct.
UNCW expects its students to act with honor and integrity as outlined in the UNCW
Honor Code. Additionally, student-athletes are representatives of the university and must
demonstrate ethical conduct and good sportsmanship.
I Athletics i
Athletic participation is a privilege; it is not a right. Student-athletes must demonstrate an
attitude of responsibility, commitment, and integrity. Student-athletes will be held
accountable for their personal actions. It is required that student-athletes comply with the
policies and regulations of their team, the Department of Athletics, the university, the
CAA, and the NCAA. Sanctions will be imposed on any student-athlete who is in
noncompliance with rules and policies or engages in inappropriate activities.
UNCW DEPARTMENT OF ATHLETICS'
POLICIES, RULES AND REGULATIONS
FOR STUDENT-ATHLETES
Student-athletes are expected to abide by team, departmental, university, conference and
NCAA policies, rules and regulations. It is your responsibility to acquaint yourself with
the rules and regulations of each unit, and if you have any questions or concerns, to take
the initiative and get answers. As a student-athlete, you have a higher accountability for
your actions and it is imperative that you represent your team and the university with
honor and dignity and that you demonstrate integrity and commitment to policies, rules
and regulations.
You will receive a copy of your team rules from the head coach. Team rules may be
6

more stringent than departmental, university, conference, and NCAA regulations and will
take precedent over the latter. Keep a copy of your team rules with this handbook for
future reference. If you are in violation of team rules, the head coach may take
appropriate disciplinary actions in regards to your future athletic participation, in addition
to recommending a reduction in or cancellation of your athletic scholarship. The Director
of Athletics, who will make the final decision in regards to your student-athlete status,
reviews disciplinary actions.
UNCW Department of Athletics’ policies are provided in this handbook and apply to all
student-athletes. It is important that UNCW student-athletes act responsibly and
represent the department with a positive image. The Director of Athletics has final
authority to make decisions on a student-athlete’s athletic participation and athletic
scholarship award.
UNCW has policies and rules governing a student’s standing with the university. All
student-athletes must be in good standing with the university to participate in
intercollegiate athletics. If a student-athlete is found to be in violation of any university
regulation, athletic participation and scholarship may be jeopardized. Please familiarize
yourself with the UNCW Code of Student Life, as you are responsible for being
knowledgeable of this information.
The Colonial Athletic Association has set compliance standards for its member
institutions’ student-athletes. The Department of Athletics has provided a copy of the
conference’s sportsmanship policy. The UNCW Department of Athletics is committed to
ensuring that all conference regulations are satisfied prior to certifying a student-athlete’s
eligibility as well as allowing a student-athlete to participate in its intercollegiate athletics
program.
As a Division I institution, UNCW must abide by NCAA academic and athletic
standards. UNCW is committed to complying with NCAA rules and expects the same of
its student-athletes. If a violation is committed, the university will report the infraction to
the NCAA. Student-athletes are required to report any rules violations that they are aware
of to the Department of Athletics. The university will investigate the situation, take
appropriate action, and notify the NCAA. All violations are taken seriously and NCAA
penalties are enforced.
As a student-athlete you must be aware that if you violate team, departmental, university,
conference, and NCAA regulations, your status as a student and student-athlete may be
jeopardized. The Department of Athletics has the authority to revoke your opportunity to
be a student-athlete and to discontinue your athletic scholarship.
Samples of forms that are presented to you for your signature are in the appendix of the
Student-Athlete Handbook. By signature, you are affirming that you will abide by the
7

egulations of each. Additional forms may be presented to you for your signature at any
time.
UNCW Department of Athletics'
Ethical Conduct and Sportsmanship Policy
For Athletic Department Staff
UNCW’s Department of Athletics requires athletic department administrators, coaches,
athletic trainers, staff, and student-athletes to conduct themselves in a manner, which
creates a positive image of the university, the CAA, and the NCAA. As a member of the
staff, you have a highly visible role in representing the university, and your behavior
must be exemplary. You must represent the honor and dignity of fair play and
demonstrate ethical conduct and sportsmanship at all times. You are responsible for your
own ethical conduct consistent with the values of sportsmanship, respect, civility,
honesty, and integrity. Additionally, you are expected to obey public laws as well as the
rules and regulations of the university, Department of Athletics, CAA, and NCAA. The
Department of Athletics will take appropriate disciplinary or remedial actions with a
member of the staff in response to any violation of policies, rules, regulations, and laws.
As a result, employment may be jeopardized, suspended or terminated.
Alcohol and Other Substances
The use of illegal substances, medically unadvisable substances, or substances banned by
the NCAA is prohibited. Additionally, a member of the staff may be penalized for
alcohol use if they have violated public law and university regulations.
Hazing
UNCW staff will not create or participate in any activity that promotes an atmosphere of
humiliation, degradation, abuse, or danger to others. The consequences of engaging in
such behavior will be severe regardless of the perceived benefit of the activity, amount or
type of damage incurred, and/or willingness of the participants to be involved.
Gambling and Bribery
The Department of Athletics will not tolerate any form of gambling and bribery related to
any intercollegiate or professional sports. Sports wagering undermines the integrity of
sports contest, and jeopardizes the welfare of student-athletes and intercollegiate
athletics. Members of the staff engaging in gambling and bribery activities will be
8

suspended or terminated.
Staff Member Conduct
UNCW staff must conform to all federal, state, and local laws, as well as university
regulations. As a staff member, you are not exempt from penalty for misconduct.
UNCW expects its staff to act with honor and integrity as outlined in the UNCW Honor
Code. Additionally, staff members are representatives of the university and must
demonstrate ethical conduct and good sportsmanship.
COLONIAL ATHLETIC ASSOCIATION
SPORTSMANSHIP POLICY
EFFECTIVE AUGUST 2002
To affirm its commitment to good sportsmanship, the CAA athletic directors have
approved an expanded sportsmanship policy to state that a player or coach who is ejected
from a contest for unsportsmanlike conduct/behavior will automatically be suspended for
the next game. The rule will operate in the following manner:
Amendment to CAA Constitution 7.05
Sportsmanship Rule. Any player or coach ejected from a contest for
unsportsmanlike conduct/behavior will automatically be suspended for the next
game. Conduct subsequent to the ejection can increase the penalty at the
Commissioner’s discretion. A second ejection within any year will result in a 2
game suspension. A third ejection will result in a 5 game suspension. This rule
does not limit the Commissioner’s authority to impose a greater sanction based on
the seriousness of the conduct (e.g. fighting) or by a playing rule. This rule will
apply automatically, but is subject to appeal to the Commissioner.
In the sports of baseball and softball, an umpire has the authority to restrict the
coach to the dugout for the remainder of the game for conduct/behavior short of
ejection.
This rule may run concurrently with the playing rules in particular sports that
provide for a next game suspension (e.g. red card in soccer).
9

Examples of how the rule would apply (not all inclusive):
Ejection for language/behavior. Apply.
Ejection for rough play. Apply.
Ejection for arguing an officials’ call or contact with an official. Apply.
Defaults for conduct in sports such as tennis, golf, wrestling, track. Apply.
A flagrant technical foul in basketball causing ejection. Apply.
Ejection in baseball for malicious contact. Apply.
Two yellow cards in soccer resulting in a red card and ejection. Apply, but
suspension concurrent with playing rules unless compounded.
Accumulation of several yellow cards in soccer over a number of games resulting
in a one-game suspension. Does not apply.
Compounded penalty:
An ejected player storms to the bench/dugout and engages in additional
misconduct. 1 game penalty for the ejection + possible increased penalty for
additional misconduct determined by the Commissioner based on the seriousness
of the act(s).
In basketball an ejected player starts a fight. 1 game for ejection + additional
sanction for fighting.
Application.
This rule will apply to all games during the regular season (conference and nonconference
– home or away) and will continue through the conference
championship. This conference rule and any carry over penalty will not apply to
NCAA or other post-season competition. However, penalties prescribed by the
playing rules of that sport may carry over to postseason competition.
Effective date: Immediate with the 2002-03 season.
THE EXTERNAL ATHLETIC ENVIRONMENT
The intercollegiate athletic program interfaces with and depends upon a number of
10

organizations and constituencies on a national, regional, local and institutional level.
These relationships include: the National Collegiate Athletic Association, the Colonial
Athletic Association, the UNC System, the individual and collective counties of
southeastern North Carolina and the city of Wilmington. The Department of Athletics
must continue to develop innovative partnerships with private, governmental, civic and
corporate groups in order to efficiently utilize the resources available to the University of
North Carolina Wilmington.
UNCW’s Department of Athletics has the opportunity to play a major role in the athletic
growth of the Wilmington community. Relationships with tennis clubs and associations,
golf and country clubs, city and county departments of recreation, public and private
school systems, youth sports organizations, Boys and Girls Scouts and the
YMCA/YWCA are examples of ongoing partnerships and working arrangements that are
successful.
The Department of Athletics has an opportunity to play a role in bringing together the
segments of southeast North Carolina in support of unified sports’ goals and reaches out
to various constituencies in many positive ways.
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
Mission Statement
The University of North Carolina Wilmington, the state’s coastal university, is dedicated
to learning through the integration of teaching and mentoring with research and service.
Our powerful academic experience stimulates creative inquiry, critical thinking,
thoughtful expression and responsible citizenship in an array of high-quality programs at
the baccalaureate and master’s levels, and in our doctoral programs in marine biology and
educational leadership. Substantial research activity, combined with our hallmark
teaching excellence and moderate size, advances distinctive student involvement in
faculty scholarship. We are committed to diversity and inclusion, affordable access,
global perspectives, and enriching the quality of life through scholarly community
engagement in such areas as health, education, the economy, the environment, marine
and coastal issues, and the arts.
Adopted by the UNCW Board of Trustees on October 23, 2009,
Approved by the UNC Board of Governors on November 13, 2009
Last Updated: November 14, 2009
11

II. ATHLETIC ADMINISTRATIVE ORGANIZATION
CHANCELLOR
The Chancellor is the chief executive and administrative officer of the university. All
personnel of the university are responsible directly or indirectly to the Chancellor. The
Chancellor has ultimate authority for the Department of Athletics and assigns the
administration of the Department to the Director of Athletics.
DIRECTOR OF ATHLETICS
The Director of Athletics is directly responsible to the Chancellor for the administration
of the Department of Athletics. The duties of the Director of Athletics consist of
supervising and coordinating the entire Department of Athletics, setting department
policies and assuring that the intercollegiate athletics program is supportive of university
goals. The Director of Athletics is the representative of the university and the
Department of Athletics to the NCAA, CAA and an ex-officio committee member on
athletic concerns.
DEPUTY ATHLETIC DIRECTOR/SENIOR WOMAN ADMINISTRATOR
The Deputy Athletic Director/SWA is directly responsible to the Director of Athletics.
The duties consist of serving as a member of the department’s management team;
assisting with the planning and direction of the Department of Athletics; attending
conferences and seminars of the NCAA and CAA related to athletics; supervising the
department’s compliance, academic, and sports medicine programs; coordinating with
Director of Athletics in assuring conformity with gender equity and Title IX guidelines
and assisting in monitoring areas of gender/diversity issues and student-athlete well
being; coordinating the department’s human resource responsibilities and assisting in the
search for and hiring of new employees. Supervising the sports of baseball, softball,
men’s golf, women’s golf, men’s tennis, women’s tennis, men’s swimming & diving,
women’s swimming & diving, and volleyball. Any additional duties as assigned by the
Director of Athletics.
SENIOR ASSOCIATE ATHLETIC DIRECTOR FOR COMMUNICATIONS
Directly responsible to the Director of Athletics. This position directs and manages the
sports information unit of the Division I intercollegiate athletic program. Duties include
serving as a member of the department’s management team; reporting results of all
athletic events; coordinating media coverage; designing the web page and producing
12

virtual media guides, programs and press releases, producing the head men’s basketball
coach program and maintaining statistical data for all sports. This individual supervises
men’s and women’s soccer, strength & conditioning program and stat crews; promotes
athletic events and maintains an information base on all teams and individual athletes.
Any additional duties assigned by the Director of Athletics.
ASSOCIATE ATHLETIC DIRECTOR FOR BUSINESS
Directly responsible to the Director of Athletics. The duties of the Associate Athletic
Director for Business consist of serving as a member of the department’s management
team; assisting with the preparation of budgets and maintenance and revisions of budgets
for intercollegiate athletics; supervising and coordinating the financial administrative
areas; securing bids and contracts; and supervising the sports of men’s and women’s
cross country, indoor track & field, and outdoor track & field. Any additional duties as
assigned by the Director of Athletics.
ASSOCIATE ATHLETIC DIRECTOR /EXECUTIVE DIRECTOR OF STUDENT
AID ASSOCIATION (SEAHAWK CLUB)
Directly responsible to the Director of Athletics. The primary purpose of this position is to
provide a leadership role in the management of athletic development, marketing, corporate
sales, the ticket office, and long-range planning for athletic development. This includes the
oversight of the Student Aid Association, annual giving programs, major gift solicitation,
corporate sponsorship solicitation, special event coordination and university advancement
duties. This position is involved with determining, along with the Board of Directors, the
Seahawk Club budget. The budget process involves the amount of revenue anticipated to be
raised, the operational expenses of the club and the gift transfer to the Department of
Athletics. Day-to-day management of this budget is at the sole discretion of this individual
and the Director of Athletics. This individual serves as a member of the department’s
management team. Any additional duties as assigned by the Director of Athletics.
ASSISTANT ATHLETIC DIRECTOR FOR ATHLETIC FACILITIES AND
ATHLETIC EVENT MANAGEMENT
Directly responsible to the Director of Athletics. The duties consist of serving as a member
of the department’s management team; maintaining athletic facilities; parking and security
in the operations of athletic contests and special events; supervising facility assistants and
athletic event manager, student building managers, utilities and grounds workers. Also
responsible for the scheduling and use of facilities for athletic teams, university and outside
organization to includes Trask Coliseum, Hanover Hall, Nixon Annex, Almkuist-Nixon
Sports Medicine Complex, Harold Greene Track and the athletic fields. Assist the Director
of Athletics on plans for any construction or renovation of athletic facilities; prepare facility
budget and facility plan for future construction, renovations, and maintenance. Any
additional duties as assigned by the Director of Athletics.
13

ASSISTANT ATHLETIC DIRECTOR FOR SEAHAWK SPORTS MARKETING
Directly responsible to the Associate Athletic Director/Executive Director of Student Aid
Association (Seahawk Club). The duties of the Assistant Athletic Director/Director of
Seahawk Sports Marketing include, but are not limited to, marketing home athletic events;
the promotion of Seahawk athletics; advertising and serving as a public relations liaison
with the public, the university and the student body. Coordinate promotional activities for
athletic programs; coordination of pre-game and halftime entertainment and promotional
programs; and supervise the marketing of athletic merchandise. Also responsible for
corporate sponsorship cultivation and retention. Any additional duties as assigned by the
Director of Athletics.
.ASSISTANT ATHLETIC DIRECTOR FOR COMPLIANCE
Directly responsible to the Deputy Athletic Director. Requires knowledge of NCAA and
CAA rules and regulations. The duties consist of serving as a member of the
department’s management team; attending conferences and seminars; organizing
meetings for athletic staff members on NCAA rules and interpretation; coordinating the
compliance education for staff, student-athletes, boosters, university community and
others; assuring the department’s compliance with rules and regulations and investigating
and reporting rules violations; monitoring student-athlete academic progress; certifying
student-athlete eligibility for all student-athletes and preparing NCAA,CAA and
institutional reports. A direct liaison with the Admissions, Financial Aid, Registrar’s and
Housing Office. Coordinating with respective coaches for recruiting, scholarships and
any other needs for student-athletes. Any additional duties as assigned by the Director of
Athletics.
ASSISTANT ATHLETIC DIRECTOR FOR ACADEMICS
Directly responsible to the Deputy Athletic Director/SWA. Independently coordinates
academic support for the athletic programs. Liaison for the academic support programs
in the areas of The Learning Center, The Writing/Reading Place, The Math Lab and
University College. Liaison to faculty and other academic departments on campus.
Responsible for serving as a member of the department’s management team and oversees
academic advising, study hall, registration of classes for student-athletes, progress
reports, and missed class schedules, coordination of freshman seminar classes for
student-athletes, and program planning for student-athletes. Supervises two academic
coordinators and SAAC. Other duties as assigned by the Director of Athletics.
DIRECTOR FOR STRENGTH AND CONDITIOING
Directly responsible to the Senior Associate Athletic Director for Communications. The
duties consists of serving as a member of the department’s management team;
coordinating all aspects of strength and conditioning for 19 varsity sports; maintaining,
scheduling and supervising strength and conditioning facilities; supervising assistant
strength and conditioning coach and intern staff. Also responsible for any additional duties
as assigned by the Director of Athletics
14

DIRECTOR OF SPORTS MEDICINE
Directly responsible to the Deputy Athletic Director. This position will direct and
manage the Sports Medicine Centers consisting of five athletic trainers and a staff of
Athletic Training Students (ATS). The duties of the Director of Sports Medicine consist
of serving as a member of the department’s management team and coordinating staff to
cover the practice and games for UNCW’s intercollegiate sports. Athletic trainers are
responsible for the care, prevention and treatment of athletic injuries, development of
prescribed treatment programs and individual rehabilitation programs for student-athletes
as well as emergency action plans; physician referral; record maintenance; supervision of
student trainers; the operation of the training room facility and the coordination of
medical coverage during the competitive season. Coordinate with athletic staff on
insurance procedures for athletic injuries. Any other duties as assigned by the Director of
Athletics.
DIRECTOR OF TICKET OPERATIONS
Directly responsible to the Associate Athletic Director/Exec. Director of Student Aid
Association (Seahawk Club). The duties consist of serving as a member of the
department’s management team; coordinating every aspect of season and individual ticket
sales for sports programs; creating accounting records for ticket sales; supervising game day
ticket sellers and ticket takers; creating accounting records for sales and preparation of
deposits. The types of cash and credit card transactions are performed in accordance with
well-established policies subject to audit by the university Internal Auditor’s and State
Auditor’s Office. Any other duties as assigned by the Director of Athletics.
ASSISTANT DIRECTOR OF THE SEAHAWK CLUB
Directly responsible to the Associate Athletic Director /Executive Director of Student Aid
Association (Seahawk Club). The primary purpose of this position is to provide day-to-day
administration of the Seahawk Club and management of the Department of Athletics’
annual campaign. Additionally, this position serves as the primary liaison with
advancement services and will assist in gift solicitation. The position also works closely
with the Seahawk Club board members, campaign volunteers, various businesses, sponsors,
vendors and the athletic and development staff. Any other duties as assigned by the Director
of Athletics.
ASSISTANT DIRECTOR FOR ATHLETIC DEVELOPMENT
Directly responsible to the Director of Athletics. The duties of the Assistant Director for
Athletic Development consists of serving as a member of the department’s management
team; assisting with planning, organizing and facilitating events and activities for athletic
development purposes; and assist in the cultivation of donors and in fundraising for the
department. Other duties as assigned by the Director of Athletics.
15

ASSISTANT DIRECTOR OF SPORTS INFORMATION
Directly responsible to the Senior Associate Athletic Director for Communications. This
position assists the Sports Information Director in publicizing the men's and women’s
intercollegiate sports by distributing weekly news releases to the new media, updating media
outlets on the student-athletes, coaches and teams, and serving as liaison with the CAA and
NCAA offices. This individual also assists the Sports Information Director in writing,
editing, designing and publishing all printed materials for the department, including
schedule cards, brochures, virtual media guides, posters, game programs, tournament
programs and conference championship programs. Assists the Sports Information Director
in maintaining individual and team records for immediate and historical reference of all
teams. Assists in game-day operations with all facets of media services, including press row
seating, operation of the media room, press conferences and post-game reporting. Assists in
contacting hometown news media of student-athletes to keep them apprised of
accomplishments. Maintains www.uncwsports.com by updating on a daily basis. Any
other duties as assigned by the Director of Athletics.
ATHLETIC FACILITIES AND ATHLETIC EVENT MANAGEMENT ASSISTANT
Directly responsible to Assistant Athletic Director for Facilities. Directs athletic event
management for home athletic contests and special events held at athletic facilities. Assists
with work order processing, individual purchase orders, scheduling of athletic facilities and
event set up for home contests and special events. Trains and oversees the scheduling of
student workforce and intern. Assists with the supervision of athletic venues. Any other
duties as assigned by the Director of Athletics.
ASSISTANT DIRECTOR FOR SEAHAWK SPORTS MARKETING
Directly responsible to the Assistant Athletic Director for Seahawk Sports Marketing. The
duties consists of assisting with marketing home athletic events; promoting Seahawk
athletics; coordinating pre-game and halftime entertainment; serving as administrator for
cheerleading, dance team, and pepband; and manages the Seahawk Shop.
ATHLETIC TRAINERS
Directly responsible to the Director of Sports Medicine. Athletic trainers work in
complete cooperation to oversee the day-to-day operation of the Sports Medicine Center,
to organize a staff of ATS, and to provide coverage of practice and games for UNCW’s
19 intercollegiate sports.
STRENGTH & CONDITIONING ASSISTANT
Directly responsible to the Director of Strength & Conditioning. Assist with the duties of
coordinating all aspects of strength and conditioning for 19 varsity sports; maintaining,
scheduling and supervising strength and conditioning facilities; supervising student workers
16

and intern staff. Also responsible for any additional duties as assigned by the Director of
Athletics
HEAD COACHES
Directly responsible to the Director of Athletics, through respective Sport Supervisors.
The head coach provides leadership for an NCAA Division I collegiate program. The
duties of the Head Coach consist of responsibility for the overall coaching, management
and administration of the program, to include evaluating and recruiting with athletic
scholarships; supervising academic progress and promoting the graduation of studentathletes;
supervises assistant coaches, graduate assistants and support staff; the
development, organization and administration of the program within a budget. Adheres to
and enforces policies and procedures of the department and university, as well as the
rules and regulations of the NCAA, CAA and institution. Participates in public relations
activities for promotion of the sport. Any other duties as assigned by the Director of
Athletics.
ASSISTANT COACHES
Directly responsible to the Head Coach for assigned duties and obligations. Adheres to
and enforces policies and procedures of the department and university, as well as the
rules and regulations of the NCAA, CAA and institution. Participates in public relations
activities for promotion of the sport. Any other duties as assigned by the Director of
Athletics.
MEMBERSHIP IN THE
NATIONAL COLLEGIATE ATHLETIC ASSOCIATION
The university is a Division I member of the National Collegiate Athletic Association and
this membership is vital to the athletic success the program enjoys. The importance of
ongoing monitoring of NCAA restructuring efforts and the continuing review of Division
I requirements as they relate to athletic commitment, curriculum and conference
affiliation is essential.
MEMBERSHIPS IN
17

ATHLETIC ASSOCIATIONS
The University of North Carolina Wilmington is a Division I-AAA member of the
National Collegiate Athletic Association (NCAA) for each of its 19 intercollegiate
athletic programs. Additionally, UNCW holds conference affiliation with the Colonial
Athletic Association (CAA) in all sports except men’s and women’s indoor track & field.
The CAA is comprised of 12 member institutions: UNCW, James Madison University
(JMU), George Mason University (GMU), Towson University (TU), Old Dominion
University (ODU), College of William & Mary, University of Delaware, Hofstra
University, Drexel University, Virginia Commonwealth University (VCU), Northeastern
University and Georgia State University.
The CAA provides outstanding competitive challenges for the university, coaches and
student athletes, and provides built-in rivalries for fans and, most important, its members
value and promote academics and competitive integrity which are important to UNCW.
UNCW provides intercollegiate athletic opportunities in the following sponsored sports:
Women
Basketball
Cross Country
Golf
Soccer
Softball
Tennis
Swimming & Diving
Indoor Track & Field
Outdoor Track & Field
Volleyball
Men
Basketball
Cross Country
Golf
Soccer
Baseball
Tennis
Swimming & Diving
Indoor Track & Field
Outdoor Track & Field
In order to ensure a quality coach-athlete ratio, adequate financial support, and compliance
with Title IX, the Department of Athletics has adopted a roster management system that
may limit the squad size of any athletic program.
18

UNCW ATHLETIC COUNCIL MISSION STATEMENT
The Chancellor’s Faculty Athletic Council is comprised of at least six faculty members
who do not hold administrative appointments above the rank of department chair, plus the
Faculty Representative. The Athletic Council reports directly to the Chancellor in an
advisory capacity on issues involving the administration of intercollegiate athletics at
UNCW. The Chancellor charges the Faculty Athletic Council to:
a. Represent the views of the faculty regarding intercollegiate athletics among
faculty members and other members of the community.
b. Maintain strict adherence to academic standards at UNCW, the Colonial Athletic
Association and the National Collegiate Athletic Association. This responsibility
includes reviewing the academic progress of student-athletes.
c. Review annually the policies and conduct of intercollegiate athletics at UNCW to
insure compliance with current and pending NCAA regulations involving Title IX
and issues of gender equity.
d. Be available ad hoc to address athletic issues or problems that might arise and to
serve on hearing committees or appeals as requested for scholarship issues,
transfer releases, grievance matters and any other concerns as well.
e. Represent the faculty on hiring committees for coaches and athletic
administrators.
f. Review with Director of Athletics and Faculty Athletic Representative relevant
legislative proposals.
g. Represent the faculty interest in matters of athletic scheduling, current facility use
and future facility plans.
19

h. Communicate with the faculty on issues related to student-athletes and the
university's athletic programs.
U N C W FACULTY REPRESENTATIVE
I. Selection
The Faculty Athletic Representative (FAR) is appointed by the Chancellor after
consultation with the Provost and the Athletics Council.
II.
Qualifications
A. Current, full-time tenured faculty member
B. Enjoys athletics and attends athletic competitions
C. Has the respect and confidence of university administrators, faculty, athletic
staff, and student-athletes.
D. Is a bastion of honesty and integrity and shows, by example, that ethical
standards will be the mainstay of the university.
III.
Reporting
The FAR reports to the Chancellor.
IV.
Length of Term
The FAR serves at the pleasure of the Chancellor. Normally, the FAR will serve
for five (5) years, with an option for one renewal term of three (3) years. To the
extent possible, the Chancellor, when appointing a new FAR, should make the
appointment so that the fifth or terminal year is a time for orderly transition to
allow the new FAR to overlap and learn from the current FAR.
V. Duties and Responsibilities
A. Develop working knowledge about NCAA rules and guidelines, particularly
those relating to academic issues.
B. Certify initial eligibility and continuing eligibility of all student-athletes.
C. Review semester ending grades of all student-athletes' to ensure satisfactory
academic progress.
D. Promote academic achievement among student-athletes and nominate student-
20

athletes for academic awards and post-graduate scholarships.
E. Conduct senior exit interviews with a cross section of student-athletes in
conjunction with the Athletic Director and the Senior Woman Administrator
in sport team reviews.
F. Participate, as needed in official/unofficial visit meetings of prospective
student-athletes.
G. Attend CAA compliance and FARA meetings.
H. Serve as a university representative to the NCAA.
I. Participate in the review of pertinent NCAA legislation.
J. Receive rules violation documentation and assist in rules violation
investigations, as needed.
K. Participate in the appeals process for scholarship matters, transfer releases,
grievance matters and other concerns as well as specified in the Student-
Athlete Handbook.
L. Serve as an ex-officio member of the Chancellor's Athletic Council.
M. Report periodically to the Faculty Senate on matters relating to studentathletes'
academic issues.
N. Serve on search committees for head coaches and key athletics administrators,
as needed.
O. Perform other duties as assigned by the Chancellor.
POLICIES for GAMES and SCHEDULING OPERATIONS
Scheduling
The Head Coach of each sport will carry the predominant responsibility of scheduling for
that particular sport, with coordination/supervision from the Sport Supervisor, Deputy
Athletic Director/SWA, Associate Athletic Director for Business, Assistant Athletic
21

Director for Compliance and Athletic Council (regarding missed class policy), based on
the department’s Scheduling Policy. The Director of Athletics has final authority on all
scheduling matters.
Scheduling contacts should be initiated by each particular sport coach. Factors which
must be considered in contacting universities are:
a. Conference or regional requirements;
b. Quality level, NCAA division level of opponent’s program, and RPI;
c. Budget allocations;
d. Dispersion throughout schedule of home and away contests;
c. Number of classes missed by the student-athlete and University exam schedule;
d. Travel mileage parameters;
g. Home schedules of other sports competing in same season.
The Head Coach must complete the Playing & Practice Season Declaration Form and
forward to the Athletic Compliance Office for pre-approval. The typed copy of the
schedule, including individual dates, opponents, sites, times, guarantees and any other
conditions should be forwarded as well. The schedule is approved by the Sport
Supervisor, Compliance Office, Business Office, and Deputy Athletic Director. The
Director of Athletics has the final authority on all scheduling matters.
Game Contracts
Once the game schedules are finalized, the schedule must be submitted by the coach to
the contract coordinator for contracts to be prepared. Contracts are typed from the
schedules of each sport that lists the visiting team, date and time of game. Any additional
information regarding officials, fees, equipment, guarantees, etc. are included in the
contract. Typed contracts are approved and initialed by the respective coach and
submitted to the Deputy Athletic Director for signing with the Director of Athletics
signing contracts for men’s basketball. One copy is retained for our files and two copies
are sent to the visiting school for their signature and the original returned to UNCW.
With each contract packet sent out, a link to the UNCW Visitor’s Guide is included. As
contracts are received for away games, the contract coordinator will have the head
coaches review and initial the contracts before they are signed by the Deputy Athletic
Athletic or Director of Athletics prior to returning to the institution. A filing system is set
up for home and away games. Conference contracts are entered into GameLink by the
institution’s scheduler.
Visiting Team Arrangements
The head coach of each sport, or his designee, in coordination with the Assistant Athletic
Director for Facilities and Athletic Event Manager, is responsible for the following
22

arrangements for the visiting team prior to a contest:
1. Arrange for dressing room space, workout prior to contests and shower facilities;
2. Notify the opposing coach of the starting time, where the visiting team is to dress
and practice and the specific site of the contest;
3. Be certain that equipment and supplies are on hand and provided for the
opponent’s use;
4. Arrange for the visiting team to be met on their arrival and directed to facilities
they will be utilizing;
5. Practice time for the visiting team will be arranged when requested pending
available facility. All such requests should be handled through the Asst. Athletic
Director for Facilities and Athletic Event Manager.
6. All obligations for housing arrangements must be listed on the game contracts.
Any deviations from the contract must be approved by the Director of Athletics.
PLANNING FOR THE FUTURE
DEPARTMENT OF ATHLETICS’ STRATEGIC PLAN
2010-2015
23

The Department of Athletics has a formalized, comprehensive strategic plan over the next
five years to guide the department in the direction of excellence. The success of the
strategic plan will require the collaborative effort between student-athletes, coaches,
administrators, donors, fans and friends who believe in and support Seahawk Athletics.
The Department of Athletics must continue to build on its solid foundation and elevate
the program to higher levels in all facets of its operations. To accomplish this, the
Department of Athletics must acknowledge its strengths and weaknesses and be aware of
the significant issues and challenges ahead, including the well-being of Division 1
athletic programs across our country, and more specifically, at UNCW.
24

POSITION DESCRIPTIONS
DIRECTOR OF ATHLETICS
JOB DESCRIPTION: Directs and supervises the administration of the men and
women’s athletic programs and all administrative, operational and business functions of
the Department of Athletics in accordance with the policies and procedures established
by the Athletic Council and approved by the Chancellor and the Board of Trustees.
Understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations. Oversees the
compliance of all aspects of the athletic programs with university, conference and NCAA
rules and regulations and adheres to and understands the importance of rules compliance.
Supervise scheduling of intercollegiate athletic events.
Plans, develops and consults with the Athletic Council those specific policies,
procedures, programs and methods designed to implement the general athletic philosophy
and policies of the university to be approved by the Chancellor. Coordinate with the
Faculty Athletics Representative in representing the university at conference and NCAA
meetings. Assists with conducting student-athlete exit interviews.
Sets forth the department’s funding requirements, and supervises the overall management
and control of the approved fiscal year operating budget for all men and women’s
intercollegiate sports.
Recruits and provides for the selection, organization and supervision of the staff, and
delegate specific responsibilities to assure efficient and productive operation of
administrative, business, fiscal and athletic activities of the department.
Organizes, directs and participates in activities that will promote the prestige of the
University of North Carolina Wilmington and the Department of Athletics. Strive to
enhance relationships and communications with all parties (individuals, groups and
organizations) who either directly or indirectly have some association with or interest in
the operation and success of the Department of Athletics. Serves on committees that
vitally concern athletics. Maintains an effective liaison with athletic department staffs
across the country. Oversees public relations, speaks to civic groups, attends seminars
25

and works with the various media and spectators at large on behalf of the Department of
Athletics.
REPORTS TO: Reports directly to the Chancellor.
POSITIONS DIRECTLY SUPERVISED: The Deputy Athletic Director/Senior
Woman Administrator, Senior Associate Athletic Director for Communications,
Associate Athletic Director for Business, Associate Athletic Director/Executive Director
of Student Aid Association (Seahawk Club) and Men’s and Women’s Head Coaches.
Ulltimately, all athletic department staff members report to the Director of Athletics.
BASIC FUNCTION: Directs and supervises the administration of the men and
women’s athletic programs and all administrative personnel and operations. Oversees the
compliance of all aspects of the athletic program with university, conference and NCAA
rules and regulations. Plans, develops and consults with the Athletic Council and Faculty
Athletics Representative on intercollegiate activities. Any other duties as assigned by the
Chancellor.
POLICY MAKING AND/OR INTERPRETATION: Responsible for departmental
policy making and interpretation, consulting with the CAA Office on interpretation of
NCAA rules and regulations as necessary.
PROGRAM DIRECTION & DEVELOPMENT: Responsible for the department’s
programs and development.
SUPERVISION RECEIVED: Directly from the Chancellor.
LEVEL OF PUBLIC CONTACT: Involved with Seahawk Club, public relations, civic
groups, media, university faculty and staff and serves as an effective liaison with athletic
department staffs across the country.
MONETARY RESPONSIBILITY: Responsible to set forth the department’s funding
requirements and supervision of the overall management and control of the approved
fiscal year operating budget for all men and women’s intercollegiate sports.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Responsible
for all confidential data associated with the Department of Athletics and the university.
26

OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Chancellor.
PREFERRED ABILITIES: Many years experience in all areas of intercollegiate
athletics with the ability to assume responsibility and make decisions. Must possess the
demeanor and maturity to deal effectively and tactfully with administrators, business
associates, booster club members, civic club members, faculty, staff and students.
Fundraising and promotion experience needed.
DEPUTY ATHLETIC DIRECTOR/SENIOR WOMAN ADMINISTRATOR
JOB DESCRIPTION: Assists the Director of Athletics in the supervision and the
administration of the men and women’s athletic programs. Serves as a member of the
department’s management team and assists with the planning and direction of the
Department of Athletics. Supervises the department’s compliance, academic, and sports
medicine programs; coordinates with Director of Athletics in assuring conformity with
gender equity and Title IX guidelines and assisting in monitoring areas of
gender/diversity issues and student-athlete well being; coordinates the department’s
human resource responsibilities and assists in the search for and hiring of new employees.
Supervises the sports of baseball, softball, men’s golf, women’s golf, men’s tennis,
women’s tennis, men’s swimming & diving, women’s swimming & diving, and
volleyball. Serves on NCAA, CAA and institutional committees. Any additional duties
as assigned by the Director of Athletics.
Understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations. Assists in supervising
the scheduling of intercollegiate athletic events and assists in conducting senior exit
interviews.
.
REPORTS TO: Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: The Assistant Athletic Director for
Compliance; Assistant Athletic Director for Academics; Director of Sports Medicine;
Administrative Assistant; Head Coaches of baseball, softball, golf, tennis, swimming&
diving, and volleyball; student workers and interns, as applicable.
BASIC FUNCTION: Assists Director of Athletics in directing and supervising the
administration of the men and women’s athletic programs and administrative personnel
and operations. Supervises the Compliance program, sports medicine program, academic
program, and respective sports. Additionally, assists Director of Athletics in Title IX,
gender/diversity issues and student-athlete well-being. Handles the department’s
27

personnel records, drug testing results, and Student-Athlete Opportunity Fund. Work
with the Faculty Athletics Representative on NCAA and student-athlete well-being
matters.
POLICY MAKING AND/OR INTERPRETATION: Assists with departmental policy
making and interpretation, consulting with the NCAA and CAA Office on interpretation
of NCAA rules and regulations as necessary.
PROGRAM DIRECTION & DEVELOPMENT: Assists with the department’s
programs and development.
SUPERVISION RECEIVED: Director of Athletics.
LEVEL OF PUBLIC CONTACT: Involved with community, faculty, staff, studentathletes,
parents, CAA, NCAA and institutional representatives at other institutions.
MONETARY RESPONSIBILITY: Responsible for management and control of SAOF
and monitoring and reviewing budgets for areas supervised.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Responsible
for all confidential data associated with the Department of Athletics and the university.
OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Experience in areas of intercollegiate athletics with the
ability to assume responsibility and make decisions on behalf of the Director of Athletics.
Must possess the demeanor and maturity to deal effectively and tactfully with internal
and external constituencies and is honest, loyal and trustworthy to the Department and the
University.
SENIOR ASSOCIATE DIRECTOR OF ATHLETICS/DIRECTOR OF SPORTS
INFORMATION
JOB DESCRIPTION: Responsible for publicizing the 19 men and women’s
intercollegiate sports of the university via the website, distributing weekly news releases
to the news media, updating media outlets on student-athletes, coaches and teams and
28

serving as a liaison with the CAA and NCAA offices. Also responsible for writing,
editing, designing and publishing all media materials for the Department of Athletics and
for maintaining individual and team records for immediate and historical reference on all
sports teams. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
Supervises game-day operations with all facets of media services, including press row
seating, operation of the media room, press conferences and post-game reporting.
Contacts hometown news media of student-athletes to keep them apprised of
accomplishments.
Coordinates all photography for the department and maintains a photo archive. Assists
Seahawk Club and Alumni Association with special projects.
Serves as sports supervisor for men's soccer and women's soccer. Oversees Department
of Athletics’ web site, www.uncwsports.com, updating all layers daily. Assists Director
of Athletics with other duties as assigned.
REPORTS TO: The Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: Assistant Sports Information Directors,
Post-graduate Intern and Communication Studies Interns.
BASIC FUNCTION: To publicize the university’s intercollegiate athletic program by
performing the above duties. This position is responsible for pre-event publicity, event
coverage and post-game reporting.
POLICY-MAKING AND/OR INTERPRETATION: As part of the administrative
staff for the Director of Athletics, this position is involved in departmental policies.
PROGRAM DIRECTION & DEVELOPMENT: As Director of Sports Information,
this individual formulates direction of the program and development to cover the needs of
the student-athletes.
SUPERVISION RECEIVED: This position is held by a professional who needs little
or no supervision. Direction received from the Director of Athletics.
29

LEVEL OF PUBLIC CONTACT: A high level of contact is involved with new media,
university and community.
MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Knowledge
of confidential data as a member of the staff is protected and never released without
acknowledgment of release from the party involved.
OTHER CHARACTERISTICS OF POSITION: This position requires an individual
who is honest, loyal and trustworthy to the institution and the department.
PREFERRED ABILITIES: A Master’s degree in journalism or mass communications
preferred with experience as a sports information director at the NCAA Division I level.
ASSOCIATE ATHLETIC DIRECTOR/ EXECUTIVE DIRECTOR OF STUDENT
AID ASSOCIATION (SEAHAWK CLUB)
JOB DESCRIPTION: The primary purpose of this position is to provide a leadership
role in the management of the Department of Athletics in the area of athletic
development, marketing, corporate sales, the ticket office, and long range planning for
athletic development. This includes the oversight of the Student Aid Association, all
annual giving programs, major gift solicitation, corporate sponsorship solicitation, special
event coordination and university advancement duties. This position is involved with
determining, along with the Board of Directors, the Seahawk Club budget. The budget
process involves the amount of revenue anticipated expected to be raised, the operational
expenses of the club and the gift transfer to the Department of Athletics. Day-to-day
management of this budget is at the discretion of the director with the approval of the
Director of Athletics. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
REPORTS TO: The Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: This position has personnel authority over
the five (5) full-time positions and student workers/interns, as applicable.
30

BASIC FUNCTION: The Student Aid Association’s mission is to provide funding for
scholarships for student-athletes and to raise capital funds to enhance the athletic
facilities and overall athletic program. This position is responsible for: major gift
planning and solicitation, oversight of all annual giving activities including all special
events, and expansion of corporate partners sponsorship program. Serves as liaison for all
fund raising activities within the Department of Athletics and that of its personnel,
advancement and the university. Serve as Executive Director of the Seahawk Club and
liaison with the Seahawk Club Board of Directors.
POLICY MAKING AND/OR INTERPRETATION: This position is involved with
policy making relating to the athletic program and the mission of the department and
interpretation of university, CAA and NCAA policies as they relate to athletics.
PROGRAM DIRECTION AND DEVELOPMENT: The UNCW Athletics
Development Department contains two functions, the SAA and annual giving to the
Athletic Department. The goals are similar: to generate revenue to benefit the athletics
program through a non-profit agency, the SAA. The specific purpose of the SAA is to
raise money for athletic scholarships from the private sector and the university
community. Funds are raised through a major annual campaign, fundraising events and
managed sports clubs. A Board of Directors elected from the private sector governs the
SAA.
SUPERVISION RECEIVED: The Director of Athletics.
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Seeking the business community’s involvement with
annual campaign support and major gift solicitation are primary responsibilities of this
position. Community contact is also enhanced through public appearances, speaking
engagements, and participation in special events.
MONETARY RESPONSIBILITY: Monies received are deposited into proper
accounts.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a
member of the Director of Athletics staff, any knowledge of confidential data is protected
and never released without specific acknowledgement of release from the party involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who
is trustworthy and loyal to the institution and the Department of Athletics, enthusiastic
about the department’s direction and potential growth. Must have experience in major
gift and planned giving, with demonstrated leadership abilities and success in athletics
31

fund-raising. Knowledge of NCAA rules and regulations to ensure institutional
compliance with athletics development initiatives. Position requires the ability to manage
several projects simultaneously. Also requires excellent communication skills, both
written and verbal, with the ability to represent UNCW athletics publicly through the
media, public speaking and personal communication. Strong computer skills are needed
and experience in intercollegiate athletics is recommended. The integrity to maintain the
confidentiality of information and exercise discretion regarding university business is
essential. Must develop knowledge of current team activities, incoming recruits, health
and well being of players, special events and promotional plans.
PREFERRED ABILITIES: Master’s Degree is preferred (or comparable experience in
management, business, marketing, communications, or education/sports administration.)
ASSOCIATE ATHLETIC DIRECTOR FOR BUSINESS
JOB DESCRIPTION: The Associate Athletic Director for Business reports directly to
the Director of Athletics and is the chief financial officer for the Department of Athletics,
which is comprised of an administrative unit, nineteen men and women’s sports teams,
Sports Information, Sports Medicine, Strength & Conditioning, Sports Promotions and
Ticket Sales and athletic facilities. This position performs the functions of planning,
formulation, direction, implementation and control of all fiscal operations for the
Department of Athletics. The Director of Athletics relies on the Associate Athletic
Director for Business to prepare the annual athletic budget after a thorough study of short
and long-term budgetary needs, to keep the Director of Athletics currently advised of
budget status through detailed financial reporting and to monitor and exercise control of
budget disbursements. To control and audit monies generated, disbursed and expended by
the Department of Athletics, the expenditure of funds by individuals and divisions and to
monitor fiscal affairs within the department is a primary responsibility. This individual
understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations.
The Associate Athletic Director for Business coordinates with the Assistant Vice
Chancellor for University Business Affairs in the projection of student fee income for the
ensuing fiscal year. The projection of total income requires extensive statistical analysis
and the validity of revenue projections is essential in the operating of a healthy budget.
The accuracy of projections by the Associate Athletic Director for Business is the base of
operation for functioning within the constraints of the annual budget.
32

This position also serves as sports supervisor for men’s and women’s cross country,
indoor track & field and outdoor track & field.
The Associate Athletic Director for Business is given the authority by and support of the
Director of Athletics to plan, organize, implement and direct the job tasks as related to
the overall functioning of the Athletic Business Office, and to formulate and put into
force departmental guidelines necessary to guarantee an efficient and effective business
operation. This position has the authority to sign on behalf of the Director of Athletics
during his/her absence.
This position must be keenly aware of the rules and regulations as set forth by the State
of North Carolina, the University of North Carolina Wilmington, Colonial Athletic
Association and the National Collegiate Athletic Association, and to keep currently
updated on any revisions, additions/deletions so as to assure that financial transactions
are handled within their guidelines and are properly documented for audit purposes by all
parties.
REPORTS TO: The Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: Athletic business office employees
BASIC FUNCTION: The Associate Athletic Director for Business is the financial officer
for the Department of Athletic and performs the functions of planning, formulation,
direction, implementation and control of fiscal operations for the Department of Athletics.
The Director of Athletic relies on the Associate Athletic Director for Business to prepare
the annual athletic budget, to keep the director currently advised of budget status through
detailed financial reporting and to monitor and exercise control of all budget
disbursements. To control and audit monies generated, disbursed and expended by the
Department of Athletics, control the expenditure of funds by individuals and divisions
and monitor fiscal affairs within the department is a primary responsibility. Supervises
the Athletic Business Office personnel giving them direction and goals.
POLICY-MAKING AND/OR INTERPRETATION: Setting policies and procedures
for the Department of Athletics, interpretation of university, CAA and NCAA policies.
PROGRAM DIRECTION & DEVELOPMENT: As a member of the athletic
administrative staff, this position is directly involved in all program direction and
development.
33

SUPERVISION RECEIVED: The Director of Athletics.
LEVEL OF PUBLIC CONTACT: High level of public, faculty, staff, and student
contact with ticket sales, athletic events, Seahawk Club meetings and events.
MONETARY RESPONSIBILITY: High level of monetary responsibility, with a total
operating budget of $6 million annually.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: This position
has a high of confidentiality dealing directly with the Director of Athletics.
OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Highly competent in accounting procedures, keen
knowledge in athletic budget preparation and its disbursement and fiscal control, the
ability to assume responsibility and make decisions necessary in the daily operation of an
Athletic Business Office, possess the personality and maturity to deal effectively and
tactfully with top administrators, coaches, business associates, booster club members,
etc., have the fortitude and self-discipline to work under pressure, handle problems as
they arise and deal with a fast-paced operation which can cause mental fatigue and stress.
ASSISTANT ATHLETIC DIRECTOR FOR COMPLIANCE
JOB DESCRIPTION: The Assistant Athletic Director for Compliance reports directly
to the Deputy Athletic Director and is involved in the planning, direction and conduct of
the university’s intercollegiate athletic program. The Deputy Athletic Director relies on
this individual to complete NCAA, CAA and university reports for the Department of
Athletics; to implement and control the department’s compliance with NCAA, CAA, and
university rules and regulations. This individual understands that compliance is a central
element of employment and is responsible for adhering to NCAA, CAA and institutional
rules and regulations.
This position serves as the department’s liaison with the Student-Athlete Academic
Advising Program, the Registrar’s Office, the Office of Admissions and the Office of
Financial Aid; coordinates and serves as a departmental representative on the Student-
Athlete Advisory Committee and attends Athletic Council meetings.
34

The Assistant Athletic Director for Compliance is responsible for conducting rules
education for the staff, student-athletes, and appropriate individuals external to Athletics;
monitoring the rules compliance efforts for the Department and University; and for
investigating and reporting violations of rules to the CAA and NCAA.
The Assistant Athletic Director for Compliance attends seminars on NCAA rules,
regional and conference compliance; assists in coordinating the public appearance of
student-athletes in the community and/or region; attends athletic competitions;
participates in compliance audits;
This individual must be knowledgeable of all university, CAA and NCAA rules and
regulations and the ability to interpret and conduct rules education meetings.
REPORTS TO: The Deputy Athletic Director.
POSITIONS DIRECTLY SUPERVISED: Compliance Assistant and interns, as
applicable
BASIC FUNCTION: This individual is responsible for the department’s compliance
with university, CAA and NCAA rules and regulations and in scheduling rules education
meetings with the department’s staff. Additionally, this individual prepares required
athletic reports, athletic grant-in-aids, student-athlete handbook as well as additional
departmental compliance literature and forms. Assists in monitoring the eligibility of
student-athletes through collaboration with the Certification of Eligibility Team.
Approves coaches’ travel requests for recruiting purposes and prospective studentathletes’
official and unofficial visits and coordinates the NCAA Eligibility Center for
academic and amateurism eligibility. Meets with student-athletes and prospective
student-athletes, handles the department’s compliance audits, approves student-athletes’
public appearances for special programs in the community, attends NCAA, regional and
CAA seminars, monitors department’s rules compliance and investigates and reports rule
violations. Serves as liaison with the Office of Admissions, Registrar’s Office and the
Office of Financial Aid on compliance matters,
POLICY-MAKING AND/OR INTERPRETATION: This individual is responsible for
setting policy and procedures for the Department of Athletics as approved by the Director
of Athletics and for interpreting NCAA, CAA and university rules and regulations as they
apply to the Department of Athletics’ compliance efforts.
PROGRAM DIRECTION & DEVELOPMENT: As a member of the department’s
administrative staff, this individual is directly involved in the direction and development
35

of the Department of Athletics as approved by the Director of Athletics.
SUPERVISION RECEIVED: Direction received from the Deputy Athletic Director. A
professional who needs little or no supervision holds this position.
LEVEL OF PUBLIC CONTACT: This individual has a high level of public contact
through meetings with prospective student-athletes and their families, university faculty
and staff, student-athletes and possible community appearances with student-athletes.
MONETARY RESPONSIBILITY: This individual has no level of monetary
responsibility.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: This
individual has a high level of responsibility for confidential data with monitoring of
student-athletes’ grades and financial aid information for compliance purposes, assisting
in certifying prospective student-athletes eligibility, meetings with coaches and studentathletes
and in matters dealing directly with the Deputy Athletic Director. Additionally,
this individual is involved in the planning, direction and conduct of the Athletic
Department.
OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: This individual must have knowledge of NCAA, CAA and
university rules and regulations, the ability to utilize NCAA compliance assistance
software and must possess computer skills. Additionally, this individual must be able to
make decisions in the daily operation of the Department of Athletics, work closely with
the department’s coaching staff and other university departments and be available to
student-athletes.
ASSISTANT ATHLETIC DIRECTOR FOR SEAHAWK SPORTS MARKETING
JOB DESCRIPTION: The primary responsibilities of this position are to establish and
implement marketing and promotional themes and campaigns for the Department of
Athletics. The athletic marketing office strives to stimulate season ticket sales, assist in
securing corporate sponsorships and advertising revenue to meet budgetary needs. This
office deals primarily with external affairs and works in conjunction with area businesses
to promote and enhance the positive image of the athletic program in the community in
an effort to stimulate support, attendance and participation in athletic events. This
individual understands that compliance is a central element of employment and is
36

esponsible for adhering to NCAA, CAA and institutional rules and regulations.
Supervises the merchandise sales of athletic apparel, develops promotional activities
within the Department of Athletics and solicits sponsorships for special events and
athletic contests. This position assists in soliciting corporate sponsorships, advertising
and ticket sales for basketball home games and athletic events, coordinates pre-game and
half-time entertainment and promotional events. Supervision of the pep band, dance
team, cheerleaders and mascot at men and women’s home basketball games and
coordination of promotional appearances and special recognition events in the
community.
The Seahawk Sports Marketing Office designs promotional material for season ticket
brochures, order forms, schedule cards, posters, table tents and fliers for all sports and
athletic special events. In addition, the sports marketing staff directs the promotional
audio and video commercials for athletic events and distributes these materials to radio
and television stations. Any other duties as assigned by the Director of Athletics.
REPORTS TO: Associate Athletic Director/Executive Director of Student Aid
Association (Seahawk Club)
POSITIONS DIRECTLY SUPERVISED: Assistant Director of Seahawk Sports
Marketing, dance team, cheerleaders, pep band, mascot, student workers and volunteers.
BASIC FUNCTION: This position is responsible to establish and implement marketing
and promotional activities for the Department of Athletics, to enhance community and
campus awareness of athletic events, to assist in soliciting sponsorships for athletic
events and to develop marketing and promotions plans which will facilitate increased
ticket sales.
POLICY MAKING AND/OR INTERPRETATION: This position is involved with
policy making relating to the athletic program and the mission of the department and
interpretation of university, CAA and NCAA policies as they relate to athletics.
Responsible for setting policy and procedure for all promotional events and ticket sales.
SUPERVISION RECEIVED: Associate Athletic Director/Executive Director of
Student Aid Association (Seahawk Club).
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Seeking the business community’s involvement with the
37

athletic programs through promotional events and ticket purchases is a primary
responsibility of this position. Community contact is also enhanced through public
appearances, speaking engagements, and participation in special events.
MONETARY RESPONSIBILITY: Solicitation of financial support and ticket sales is a
primary responsibility. Monies received are turned over to the appropriate office for
depositing into the proper account. Also responsible for corporate sponsorship
cultivation and retention.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a
member of the Director of Athletics’ staff, any knowledge of confidential data is
protected, and never released without specific acknowledgement of release from the party
involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who
is trustworthy and loyal to the institution and the Department of Athletics, enthusiastic
about the department’s direction and potential growth. Must be knowledgeable about
current team activities, incoming recruits, health and well being of players, special events
and promotional plans. This position requires a person who can handle a variety of tasks
at one time courteously.
PREFERRED ABILITIES: Experience in intercollegiate athletics, excellent
communication skills.
ASSISTANT ATHLETIC DIRECTOR FOR ACADEMICS
JOB DESCRIPTION: Independently coordinates academic support for the athletic
program’s 19 sports (350 student-athletes). Liaison for the academic support programs in
the areas of The Learning Center, The Writing/Reading Place, The Math Lab and University
College. Liaison between coaches, student-athletes, faculty and other academic department
personnel on campus. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
Responsible for academic advising, registration of classes for student-athletes, progress
reports, and missed class schedules. Coordinator of freshman seminar classes for studentathletes.
Monitors study hall, class attendance, and academic progress of student-athletes.
Expected to have considerable contact with all student-athletes, in collaboration with the
coaching staff. Oversees the NCAA CHAMPS/Life Skills Program entitled “WingTIPS”
(student-athletes gliding to success) and SAAC.
38

Interpreting and carrying out university and departmental policies and procedures is
necessary, as well as other duties assigned by Director of Athletics.
REPORTS TO: Deputy Athletic Director.
BASIC FUNCTION: To assist student-athletes in their academic progress towards
graduation.
POLICYMAKING AND/OR INTERPRETATION: Knowledge and understanding of
departmental, university and NCAA policies and procedures.
SUPERVISION RECEIVED: Deputy Athletic Director.
LEVEL OF PUBLIC CONTACT: A high level of contact is involved with coaches,
student-athletes, athletic administration, faculty and university personnel.
MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a member
of the Director of Athletics’ staff, any knowledge of confidential data is protected and never
released with specific acknowledgement of release from the party involved. Information
concerning student-athletes academic performance will not advance outside those involved
without prior notification and approval of the student-athlete.
OTHER CHARACTERISTICS OF POSITION: To keep administration and coaches
informed of academic progress of student-athletes and be committed to program’s academic
integrity. Must have ability to analyze and interpret policy and procedural guidelines and to
resolve problems and questions. Must be skilled in organizing workflow and coordinating
activities within an athletic department.
PREFERRED ABILITIES: Master’s Degree, knowledge of NCAA rules and regulations
and experience in an athletic environment.
ASSISTANT ATHLETIC DIRECTOR FOR FACILITIES AND ATHLETIC EVENT
MANAGEMENT
39

JOB DESCRIPTION: The Assistant Athletic Director for Facilities and Athletic
Event Management is on the administrative staff of the Director of Athletics. The
athletic facilities for the UNCW Department of Athletics consists of Nixon Annex, Trask
Coliseum, Almkuist-Nixon Sports Medicine Complex, Hanover Hall, and athletic venues.
UNCW Athletics sponsors 19 men and women’s sports and this position has constant
interaction with all of these programs, dealing with head and assistant coaches, managers,
students, faculty and staff. This position works closely with the Director of Athletics
concerning all projects of construction and renovation of the facilities, from the planning
stages to the completion of the projects. Maintenance of all athletic facilities is
coordinated through this office. This individual understands that compliance is a central
element of employment and is responsible for adhering to NCAA, CAA and institutional
rules and regulations.
This position is responsible for scheduling and coordinating rental of facilities to
university and non-university groups. This consists of booking, issuing contracts and
invoicing as well as scheduling and coordinating all support services necessary regarding
special events and intercollegiate contests in all athletic facilities (security, cleaning,
electrical, staging, etc.).
This position has the responsibility of supervision for the following areas: utility workers
in both set-up and break-down of facilities for special events and intercollegiate contests,
grounds workers in care, maintenance and game preparation of all athletic fields and
recreation areas, student facility assistants for the purpose of serving as building
managers in Trask Coliseum and Hanover Hall facilities for night and weekends during
the school year.
This position has the responsibility of maintaining a key control log for the university
Physical Plant and issuing keys to all athletic personnel and for maintaining the fixed
assets inventory for the department.
As Assistant Athletic Director for Facilities, this position functions as a game
administrator at all men’s home basketball games, position duties as outlined by the
Colonial Athletic Association office. Coordinate practice schedules with coaches for
each athletic program.
REPORTS TO: Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: Utility workers (2), grounds workers (2),
time assistants (2), student facility workers, and interns, as applicable.
40

BASIC FUNCTION: As Assistant Athletic Director for Facilities, coordinates
maintenance for all athletic facilities, schedules and coordinates rental of facilities to
university and non-university groups. Schedules and coordinates all support services
necessary regarding special events and intercollegiate contests in all athletic facilities.
Coordinates practice schedules with coaches for each athletic program. Supervision of
facility assistants, utility workers, grounds workers and student facility workers.
This position coordinates with the Director of Athletics all construction and renovation
projects for athletic facilities.
Any other duties as assigned by the Director of Athletics.
POLICYMAKING AND/OR INTERPRETATION: As an Assistant Athletic
Director, this position is directly involved in formulating policies regarding athletic
facilities.
PROGRAM DIRECTION AND DEVELOPMENT: As a member of the athletic
administrative staff, this position is directly involved in all program direction and
development.
SUPERVISION RECEIVED: This position is under the supervision of the Director of
Athletics and must be held by a professional who needs little or no supervision.
LEVEL OF PUBLIC CONTACT: The degree to which this position has contact with
the university organization and the general public is very high. There are between 25-35
outside groups or entities renting our facilities each year. Most of these rentals involve
Trask Coliseum, Hanover Gym and the swimming pool. Contact with these
individuals/organizations is high because so many details have to be addressed in order to
make an event run smoothly. Support services such as security, cleaning, catering,
staging, etc. have to be arranged and coordinated. Good communication skills and
attention to detail is essential to this position. It goes without saying that most of the
groups and organizations assisted in this capacity judge our university by the quality of
treatment they receive in this process.
MONETARY RESPONSBILITY: No responsibility in dealing directly with cash is
involved in this position, but invoices are issued for facility rental which is payable
directly to the university Business Office.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: This
position does not require access to confidential data. Any information discussed in staff
meetings is considered confidential and is not shared with outside sources. Loyalty to the
Department of Athletics and UNC Wilmington is expected at all times.
41

OTHER CHARACTERISTICS OF POSITION: Quality service is necessary for
students, faculty and staff as well as for non-university groups/organizations.
PREFERRED ABILITIES: Experience with intercollegiate athletics, facilities, and
ability to work well with the public.
DIRECTOR OF SPORTS MEDICINE
JOB TITLE: Director of Sports Medicine
JOB DESCRIPTION: The Director of Sports Medicine is a 12-month position that
works to oversee the day-to-day operation of the Sports Medicine Center. This position is
responsible for the coordination of five athletic trainers and a staff of Athletic Training
Students (ATS) and to provide coverage of practice and games for UNCW’s 19
intercollegiate sports. Also includes consulting with team doctors and Student Health
Center, as applicable, concerning student-athlete injuries; working with the insurance
coordinator concerning athletic injury claims; and supervising the daily operation of the
Sports Medicine Centers. This individual understands that compliance is a central
element of employment and is responsible for adhering to NCAA, CAA and institutional
rules and regulations.
REPORTS TO: The Deputy Athletic Director.
POSITIONS DIRECTLY SUPERVISED: Five athletic trainers and a staff of Athletic
Training Students
BASIC FUNCTION: To ensure the health and safety of UNCW’s 19 varsity sports
athletes, clinical education of the athletic training students, education of coaches and
athletes, coordinate medical referrals with the team physician, administration of policy
and procedure specific to the Sports Medicine Center, maintain injury documentation and
oversee the budget for the Sports Medicine Center.
POLICY-MAKING AND/OR INTERPRETATION: Responsible for the men and
women’s athletic trainers in setting policies for the Sports Medicine Center, consistent
with university and the Department of Athletics’ policies, OSHA regulations, National
Athletic Trainers’ Association laws/by-laws/code of conduct and ethics and NCAA rules
42

and regulations.
PROGRAM DIRECTION & DEVELOPMENT: Responsible for the Sport Medicine
Center with counsel from the Deputy Athletic Director.
SUPERVISION RECEIVED: This position works with team physicians and Student
Health Center and is under the supervision of the Deputy Athletic Director.
LEVEL OF PUBLIC CONTACT: As part of the Department of Athletics, there are
speaking engagements, sports camps and Seahawk Club functions.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: High level
of confidential information must be strictly supervised which includes student-athlete
medical records, drug testing information, and other personal information that may be
disclosed.
PREFERRED ABILITIES: Certified athletic trainer, Master’s Degree preferred.
DIRECTOR FOR STRENGTH AND CONDITIONING
JOB DESCRIPTION: Responsible for all aspects of strength and conditioning for all
19 varsity sports programs (350 student-athletes). Supervision of assistant strength and
conditioning coach and staff of 2-4 volunteers and student interns, as applicable.
Responsible for maintenance, scheduling, and supervision of both the Seahawk Strength
Center and Crocker Strength Training Facility. This individual understands that
compliance is a central element of employment and is responsible for adhering to NCAA,
CAA and institutional rules and regulations.
REPORTS TO: Director of Athletics
BASIC FUNCTION: Strength and Conditioning for all 19 varsity sports programs (350
student-athletes).
43

POLICY-MAKING AND/OR INTERPRETATION: As part of the administrative
staff for the Director of Athletics, this individual would provide input into departmental
policies.
PROGRAM DIRECTION AND DEVELOPMENT: As Strength and Conditioning
Director this individual provides input for direction of the program.
SUPERVISION RECEIVED: This position is held by a professional who needs little
or no supervision. Direction is provided by the Senior Associate Athletic Director for
Communications.
LEVEL OF PUBLIC CONTACT: A high level of contact is involved with the news
media, university and community.
MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Knowledge
of confidential data as a member of the staff is protected and never released without
acknowledgement of those involved.
OTHER CHARACTERISTICS OF POSITION: This position requires an individual
who is honesty, loyal and trustworthy to the department and its ideals.
PREFERRED ABILITIES: Bachelor’s Degree in Exercise Science or related field.
Certified Strength and Conditioning Specialist (C.S.C.S.) through the National Strength
and Conditioning Association (N.S.C.A.) or equitable certification. 2 years of Head
Coach experience in the strength and conditioning field on the intercollegiate level.
ASSISTANT DIRECTOR OF SEAHAWK CLUB
JOB DESCRIPTION: The primary purpose of this position is to provide day-to-day
administration of the Student Aid Association (Seahawk Club) and management of the
Department of Athletics’ annual campaign. Additionally, this position serves as the
primary liaison with advancement services and will assist in gift solicitation. It also
works closely with the Student Aid Association’s (Seahawk Club) board members,
44

campaign volunteers, various businesses, sponsors, vendors and the athletics and
development staff.
REPORTS TO: Associate Athletic Director/Executive Director of Student Aid
Association (Seahawk Club).
POSITIONS DIRECTLY SUPERVISED: None.
BASIC FUNCTION: This position, through professional management and development
skills, is responsible for the day-to-day administration of the Student Aid Association
(SAA) and special events associated with the SAA. Also, it will be involved in the
development, planning and implementation of a comprehensive annual giving program
utilizing volunteers, telethon and direct mail solicitation. It will also prepare all annual
giving materials, brochures and solicitation calendar; prepare and maintain all campaign
reports and mailings; provide leadership for a volunteer network of over 50 individuals
and recruit, train and motivate those volunteers for purpose of general annual support;
maintain website for athletic advancement; focus on gifts $1,000 and less and budget
relieving in-kind donations; and assist in identifying and researching major gift prospects.
This individual is solely responsible for the overall fund raising database which includes:
planning and directing the donor giving records; establishing procedures for services and
provide input changes and enhancements to system; monitoring devices and techniques to
ensure integrity, both financial and informational, of the system; oversee data control,
data entry and record processing activities. It also works closely with the SAA’s board
members, campaign volunteers and members; various businesses, sponsors and vendors,
and the athletics marketing and promotions staff. This individual understands that
compliance is a central element of employment and is responsible for adhering to NCAA,
CAA and institutional rules and regulations.
POLICY MAKING AND/OR INTERPRETATION: This position is involved with
policy making relating to the athletic program and the mission of the department and
interpretation of university, CAA and NCAA policies as they relate to athletics.
PROGRAM DIRECTION AND DEVELOPMENT: The UNCW Athletics
Development Department contains two functions, the SAA and annual giving to the
Department of Athletics. The goals are similar: to generate revenue to benefit the
athletics program through a non-profit agency, the SAA. The specific purpose of the
SAA is to raise money for athletic scholarships from the private sector and the university
community. Funds are raised through a major annual campaign, fundraising events and
managed sports clubs. A Board of Directors elected from the private sector governs the
SAA.
45

SUPERVISION RECEIVED: Associate Athletic Director/Executive Director of
Student Aid Association.
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Seeking the business community’s involvement with the
annual giving program and daily contact with essential volunteer captains and board
members are primary responsibilities of this position. Community contact is also
enhanced through public appearances, speaking engagements, and participation in special
events.
MONETARY RESPONSIBILITY: Donations received are deposited into proper
accounts.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a
member of the Director of Athletics’ staff, any knowledge of confidential data is
protected, and never released without specific acknowledgement of release from the party
involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who
is trustworthy, and loyal to the institution and the athletic department, enthusiastic about
the department’s direction and potential growth. Must be knowledgeable about current
team activities, incoming recruits, health and well being of players, special events and
promotional plans. This position requires a person who can courteously handle a variety
of tasks at one time.
PREFERRED ABILITIES: Experience in intercollegiate athletics, excellent
communication skills.
ASSISTANT DIRECTOR SPORTS INFORMATION
JOB DESCRIPTION: Responsible for assisting the Sports Information Director in
publicizing the 19 men and women’s intercollegiate sports of the university by
distributing weekly news releases to the news media, updating media outlets on the
student-athletes, coaches and teams and serving as a liaison with the CAA and NCAA
offices. Assists the Sports Information Director in writing, editing, designing and
publishing all printed materials for the athletic department. Assists the Sports
Information Director in maintaining individual and team records for immediate and
historical reference of all teams. Assists in game-day operations with all facets of media
services, including press row seating, operation of the media room, press conferences and
post-game reporting. Assists in contacting hometown news media of student-athletes to
46

keep them apprized of accomplishments. Assists Seahawk Club and Alumni Association
with special projects. Maintains Department of Athletics’ web site,
www.uncwsports.com, updating all layers daily. Assists Sports Information Director
with other duties as assigned. This individual understands that compliance is a central
element of employment and is responsible for adhering to NCAA, CAA and institutional
rules and regulations.
REPORTS TO: Senior Associate Athletic Director for Communications.
BASIC FUNCTION: To assist the Sports Information Director in publicizing the
university’s collegiate athletic programs.
POLICY-MAKING AND/OR INTERPRETATION: As part of the administrative
staff for the Director of Athletics, this individual would provide input into departmental
policies.
PROGRAM DIRECTION AND DEVELOPMENT: As assistant to the Sports
Information Director, this individual provides input for direction of the program.
SUPERVISION RECEIVED: This position is held by a professional who needs little
or no supervision. Direction is provided by the Sports Information Director.
LEVEL OF PUBLIC CONTACT: A high level of contact is involved with the news
media, university and community.
MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Knowledge
of confidential data as a member of the staff is protected and never released without
acknowledgement of those involved.
OTHER CHARACTERISTICS OF POSITION: This position requires an individual
who is honesty, loyal and trustworthy to the department and its ideals.
PREFERRED ABILITIES: Bachelor’s Degree in journalism or mass communications
with experience in an NCAA Division I Office of Sports Information.
47

ASSISTANT DIRECTOR FOR ATHLETIC DEVELOPMENT
JOB DESCRIPTION: Responsible for assisting with the planning, organizing and
facilitating events and activities on behalf of the Department of Athletics for development
purposes. The duties of the Assistant Director for Athletic Development consists of
serving as a member of the department’s management team and assist in the cultivation
of donors and fundraising for the department. Other duties as assigned by the Director of
Athletics. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
REPORTS TO: Director of Athletics.
POSITIONS DIRECTLY SUPERVISED: N/A
BASIC FUNCTION: To assist Director of Athletics in athletic development events and
activities and to assist in cultivating donors and fundraising.
POLICYMAKING AND/OR INTERPRETATION: N/A
SUPERVISION RECEIVED: Director of Athletics.
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Seeking the business community’s involvement with the
athletic programs through development events is a primary responsibility of this position.
Community contact is also enhanced through public appearances, speaking engagements
and participation in special events.
MONETARY RESPONSIBILITY: N/A
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a member
of the Director of Athletics’ staff, any knowledge of confidential data is protected and never
released without specific acknowledgement of release from the party involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who is
trustworthy and loyal to the institution and the Department of Athletics, enthusiastic about
the department’s direction and potential growth. Must be knowledgeable about current team
activities, incoming recruits, health and well being of players, special events and
48

promotional plans. This position requires a person who can handle a variety of tasks at one
time courteously.
PREFERRED ABILITIES: Must have experience and ability to cultivate donors and
fundraise. Bachelor’s degree in related field or an equivalent of training and experience.
Experience in intercollegiate athletics and understanding of NCAA rules and regulations.
ACADEMIC COORDINATOR
JOB DESCRIPTION: Assist Assistant Athletic Director for Academics with coordinating
academic support for the athletic program’s 19 sports (350 student-athletes). Handles study
hall, missed class reports, individual student-athlete meetings, advising and academic
guidance. Liaison between coaches, student-athletes, faculty and other academic department
personnel on campus. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
Responsible for academic advising, registration of classes for student-athletes, progress
reports, and missed class schedules. Expected to have considerable contact with all studentathletes,
in collaboration with the coaching staff. Assists with the NCAA CHAMPS/Life
Skills Program entitled “WingTIPS” (student-athletes gliding to success) and SAAC.
Interpreting and carrying out university and departmental policies and procedures is
necessary, as well as other duties assigned by Director of Athletics.
REPORTS TO: Assistant Athletic Director for Academics.
BASIC FUNCTION: To assist student-athletes in their academic progress towards
graduation.
POLICYMAKING AND/OR INTERPRETATION: Knowledge and understanding of
departmental, university and NCAA policies and procedures.
SUPERVISION RECEIVED: Assistant Athletic Director.
LEVEL OF PUBLIC CONTACT: A high level of contact is involved with coaches,
student-athletes, athletic administration, faculty and university personnel.
49

MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a member
of the Director of Athletics’ staff, any knowledge of confidential data is protected and never
released with specific acknowledgement of release from the party involved. Information
concerning student-athletes academic performance will not advance outside those involved
without prior notification and approval of the student-athlete.
OTHER CHARACTERISTICS OF POSITION: To keep administration and coaches
informed of academic progress of student-athletes and be committed to program’s academic
integrity. Must have ability to analyze and interpret policy and procedural guidelines and to
resolve problems and questions. Must be skilled in organizing workflow and coordinating
activities within an athletic department.
PREFERRED ABILITIES: Master’s Degree, knowledge of NCAA rules and regulations
and experience in an athletic environment.
ASSISTANT DIRECTOR OF SEAHAWK SPORTS MARKETING
JOB DESCRIPTION: Manages and implements a comprehensive marketing and
promotions plan including promoting ticket sales and promoting and administering special
events. Works with staff and student assistants on execution of a promotional plan for each
sport. Assists Director of Seahawk Sports Marketing to stimulate season ticket sales, secure
sponsorships and advertising revenue and pre-game, half-time entertainment and promotions
for sporting events. Assists with designs of promotional materials for season ticket
brochures, order forms, schedule cards, posters, table tents and fliers for all sports and
athletic special events. Assists in overseeing the cheerleading squad, dance team, mascot
and pep band. Manages the Seahawk Shop. Other duties as assigned. This individual
understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Director of Seahawk Sports Marketing
POSITIONS DIRECTLY SUPERVISED: student workers and interns
BASIC FUNCTION: To assist Director of Seahawk Sports Marketing with day-to-day
50

operation of Seahawk Sports Marketing Office.
POLICYMAKING AND/OR INTERPRETATION: N/A
SUPERVISION RECEIVED: Assistant Athletic Director for Seahawk Sports Marketing
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Seeking the business community’s involvement with the
athletic programs through promotional events and ticket purchases is a primary
responsibility of this position. Community contact is also enhanced through public
appearances, speaking engagements and participation in special events.
MONETARY RESPONSIBILITY: Handles sales receipts from Seahawk Shop and
reconciles transaction according to university procedures.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a member
of the Director of Athletics’ staff, any knowledge of confidential data is protected and never
released without specific acknowledgement of release from the party involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who is
trustworthy and loyal to the institution and the Department of Athletics, enthusiastic about
the department’s direction and potential growth. Must be knowledgeable about current team
activities, incoming recruits, health and well being of players, special events and
promotional plans. This position requires a person who can handle a variety of tasks at one
time courteously.
PREFERRED ABILITIES: Must have proven sales ability and be organized and selfstarting.
Experience with desktop publishing including producing sales brochures, ticket
brochures, direct mailers and other similar publications. Bachelor’s degree in related field
or an equivalent of training and experience. Experience in intercollegiate athletics and
understanding of NCAA rules and regulations.
DIRECTOR OF TICKET OPERATIONS
JOB TITLE: Ticket Manager
JOB DESCRIPTION: Athletic Ticket Manager which includes season and individual
game ticket sales for the sports of men and women’s soccer, volleyball, men and
51

women’s basketball and baseball, and any other sports events which involve ticket sales.
Responsible for creating and maintaining computer records for season and individual
game ticket sales. Assists Seahawk Sports Marketing as needed for group, corporate and
mini package ticket sales, supplying data for mailing lists. Communicates with high
school athletic programs as to proper NCAA procedures for attending athletic events at
UNCW. Responsible for accuracy of player complimentary list for both home and
visiting teams. Prepares all tickets for will call and press gate ticket lists. Coordinates
with the Associate Athletic Director for Business on hiring of ticket sellers and will-call
workers, and in the accuracy of ticket sales and accounting of ticket sales money.
Coordinates with the Associate Director of Athletics for Business accounting for all
season ticket sales and for cash accounting for all individual game ticket sales. This
individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Associate Athletic Director/Executive Director of Seahawk Club.
POSITIONS DIRECTLY SUPERVISED: Ticket sellers / ticket takers.
BASIC FUNCTION: Coordinate and supervise every aspect of season and individual
tickets sales for all sports programs, and creating accounting records for all ticket sales.
Coordinate and supervise game day ticket sellers and ticket takers, creating accounting
records for all sales. The types of cash and credit card transactions are usually repetitive
and recurring in nature and the work is performed in accordance with well- established
policies and procedures. Work is subject to audit by university internal auditors and the
State Auditor’s Office.
POLICY MAKING AND/OR INTERPRETATION: Must pass the NCAA Coaches
Recruiting Test and must have knowledge of NCAA rules and regulations.
PROGRAM DIRECTION & DEVELOPMENT: Meets with the Associate Athletic
Director/Executive Director of Seahawk Club to discuss ways to improve ticket sales and
game management as it relates to ticket sales. Creates computer programs to improve
record keeping and mailing list for future ticket sales.
SUPERVISION RECEIVED:
Seahawk Club.
Associate Athletic Director//Executive Director of
LEVEL OF PUBLIC CONTACT: Contact is substantial with the general public,
Seahawk Club Members, students, faculty, staff and community.
52

MONETARY RESPONSIBILITY: Season and individual game sales that includes
cash, checks and credit card charges. Must maintain cash boxes for ticket sales each day
and at each ticket window on game day. Responsible for record keeping, balancing and
deposit of all monies received.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Responsible
for confidential data associated with credit card orders, ticket sales and merchandise
orders. Also maintains a confidential list of addresses and telephone numbers for all
season ticket orders.
OTHER CHARACTERISTICS OF POSITION: Maintains recorded messages of
current events on voice mail of the ticket office telephone. Responsible for ticket office
organization, supervision of all ticket sellers and maintaining regular office hours as well
as special hours for night or weekend events.
PREFERRED ABILITIES: Well organized, courteous, accurate and proficient with
computer programs as they relate to record keeping. Accurate records on mailing list,
special requests or special needs of ticket buyers. Creative and interested in improving
methods to increase ticket sales and efficiency in plotting and mailing of tickets.
ATHLETIC TRAINERS
JOB TITLE: Athletic Trainers
JOB DESCRIPTION: Athletic Trainers work in complete cooperation to oversee the
day-to-day operation of the two sports medicine facilities, to organize a staff of Athletic
Training Students (ATS) and to provide coverage of practice and games for UNCW’s 19
intercollegiate sports. These positions will travel with the sport assigned by the Director
of Sports Medicine and will consult with the team doctors concerning student-athlete
injuries. This individual understands that compliance is a central element of employment
and is responsible for adhering to NCAA, CAA and institutional rules and regulations.
This individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Director of Sports Medicine.
POSITIONS DIRECTLY SUPERVISED: Athletic Training Students
53

BASIC FUNCTION: To ensure the health and safety of UNCW’s 350 varsity sports
athletes, clinical education of the athletic training students, education of coaches and
athletes, coordinate medical referrals with the team physician, administration of policy
and procedure specific to the sports medicine facilities, maintain injury documentation
and oversee the sports medicine facilities.
POLICY MAKING AND/OR INTERPRETATION: There is joint responsibility for
the athletic trainers in setting policies for the sports medicine facilities, consistent with
the university and Department of Athletics’ policies, OSHA regulations, National
Athletic Trainers Association laws/by-laws/code of conduct and ethics and NCAA rules
and regulations.
PROGRAM DIRECTION AND DEVELOPMENT: There is joint responsibility for
the program direction and development of the sports medicine facilities.
SUPERVISION RECEIVED: These positions are held by professionals who need
little or no supervision. They work with a team physician and are under the supervision
of the Director of Sports Medicine.
LEVEL OF PUBLIC CONTACT: As part of the Department of Athletics, there are
interactions with parents, fans, Seahawk Club donors, and the community.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Studentathlete
information that is medical or personal in nature.
OTHER CHARACTERISTICS OF POSITON: This position works in cooperation
with the department’s student-athlete injury insurance coordinator to insure that injury
reports are completed to facilitate filing claims.
PREFERRED ABILITIES: Certified athletic trainer, Master’s Degree.
HEAD ATHLETIC COACHES
JOB DESCRIPTION: The Head Coach provides leadership for an NCAA Division I
program and is responsible for the overall coaching, management and administration of
the program, to include evaluating and recruiting with athletic scholarships, supervising
54

academic progress and promoting the graduation of student-athletes. Supervises assistant
coaches, graduate assistants and support staff. Development, organization and
administration of the program within a budget. Adheres to and enforces all policies and
procedures of the department and university, as well as the rules and regulations of the
CAA and NCAA. Participates in public relations activities for promotion of the sport.
This individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Director of Athletics through respective Sport Supervisor.
POSITION DIRECTLY SUPERVISED: Assistant coaches, volunteer assistant
coaches, managers, clerical staff, and student workers.
BASIC FUNCTION: Responsibilities include game scheduling, establishing practice
plans, monitoring student-athletes’ academic performance, ordering and inventory of
equipment and uniforms, coordinating team travel arrangements, overseeing recruiting
efforts and game situation decisions. Must assign responsibilities of the assistant coaches
and managers. Evaluate the players, coaches and the program. Teach mental and physical
aspects of the game and prepare student-athletes for life after intercollegiate sports.
Participate in university, civic and public relation activities for the promotion of the sport.
POLICY MAKING and/or INTERPRETATION: Responsible for the creation of
team rules and interpretation of the NCAA, CAA and university rules as they apply to the
sport. Must pass the NCAA Coaches Recruiting Test.
PROGRAM DIRECTION & DEVELOPMENT: Direct UNCW’s program to a CAA
regular season and conference championship and appearance in postseason competition.
Continue to provide guidance and direction to student-athletes in order to allow the
opportunity for success after college sports.
SUPERVISION RECEIVED: Respective Sport Supervisor.
LEVEL OF PUBLIC CONTACT: This position has a high level of public contact with
faculty, staff, student-athletes, high school coaches, parents, and media. It is necessary to
speak at civic meetings, on radio and television. Participates in public relations activities
for promotion of the sport.
MONETARY RESPONSIBILITY: Responsible for team travel and recruiting monies
for student-athletes, fundraising to increase the scholarships and athletic budget.
55

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Information
on academic performance, drug testing results or student-athlete personal problems will
not advance outside those involved without prior notification and approval of the studentathlete.
PREFERRED ABILITIES: Preferred collegiate coaching experience, Master’s Degree,
knowledge of the NCAA rules and regulations.
ASSISTANT COACHES
JOB TITLE: Assistant Athletic Coach
JOB DESCRIPTION: This position is to assist the Head Coach in the athletic program
duties and obligations which include recruiting, team practice, home and away games,
ordering and inventory of equipment/uniforms, teaching mental and physical aspect of
the sport and any other duties assigned by the Head Coach. This individual understands
that compliance is a central element of employment and is responsible for adhering to
NCAA, CAA and institutional rules and regulations.
REPORTS TO: Head Athletic Coach.
BASIC FUNCTION: To assist the Head Coach in every aspect of the athletic program.
POLICY-MAKING AND/OR INTERPRETATION: Must pass the NCAA Coaches
Recruiting Test and must have knowledge of the NCAA rules and regulations.
PROGRAM DIRECTION AND DEVELOPMENT: Duties as assigned by the Head
Coach.
SUPERVISION RECEIVED: Head Coach and Sport Supervisor, as needed.
LEVEL OF PUBLIC CONTACT: High level of public contact with coaches, studentathletes,
parents, Seahawk Club members, businesses, faculty and staff of the university,
working with recruiting and sports promotions.
MONETARY RESPONSIBILITY: Team travel monies.
56

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Grades of
student-athletes, student-athlete personal issues.
PREFERRED ABILITIES: Experience with intercollegiate sports, NCAA Division I
experience.
EXECUTIVE ASSISTANT TO THE DIRECTOR OF ATHLETICS
JOB TITLE: Executive Assistant to the Director of Athletics
JOB DESCRIPTION: The primary purpose of this full-time position is to provide
administrative and clerical support to the Director of Athletics. Assist with
correspondence, greeting visitors and answering emails and telephone calls and
messages, scheduling meetings, maintaining calendar, taking minutes at Management
Team meeting and Athletic Council, and any other duties as assigned by the Director of
Athletics. This individual understands that compliance is a central element of
employment and is responsible for adhering to NCAA, CAA and institutional rules and
regulations.
REPORTS TO: Director of Athletics
POSITIONS DIRECTLY SUPERVISED: Student workers and interns as applicable
BASIC FUNCTION: To provide administrative and clerical support to the Director of
Athletics
POLICY MAKING AND/OR INTERPRETATION: N/A.
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Director of Athletics
LEVEL OF PUBLIC CONTACT: A large volume of visitors and telephone calls
daily. Additional interaction with internal and external community as well.
MONETARY RESPONSIBILITY: N/A
57

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a
member of the Director of Athletics staff, any knowledge of confidential data is protected
and never released without specific acknowledgement of release from the party involved.
OTHER CHARACTERISTICS OF POSITION: This position requires a person who
is trustworthy and loyal to the institution and the Athletic Department, enthusiastic about
the department’s direction and potential growth. Must be knowledgeable about current
team activities, incoming recruits, health and well being of players, special events and
promotional plans. This position requires a person who can handle a variety of tasks at
one time.
PREFERRED ABILITIES:
communication and computer skills
Experience in intercollegiate athletics, excellent
DIRECTOR OF BASKETBALL OPERATIONS – MEN’S AND WOMEN’S
BASKETBALL
JOB DESCRIPTION: Independently coordinates administrative support for an athletic
program. Liaison for support programs and must have considerable contact with program
clientele. Responsible for scheduling on-campus recruiting activities and interpreting and
carrying out departmental policies and procedures. Other responsibilities include
coordinating team travel, scheduling competition, managing video exchange, ordering and
distributing athletic equipment, and coordinating community and alumni activities, as well
as other duties assigned by the Director of Athletics. This individual understands that
compliance is a central element of employment and is responsible for adhering to NCAA,
CAA and institutional rules and regulations.
REPORTS TO: Head Coach.
BASIC FUNCTION: To assist men and women’s basketball in the day-to-day
administration of each program relative to the above job description.
POLICYMAKING AND/OR INTERPRETATION: Knowledge and understanding of
departmental, university and NCAA policies and procedures.
PROGRAM DIRECTION AND DEVELOPMENT: As administrative assistant to the
men and women’s basketball program, this individual will provide support for positive
58

direction of the program and assist in the well being of its student-athletes.
SUPERVISION RECEIVED: Head men and women’s basketball coach.
LEVEL OF PUBLIC CONTACT: A high level of contact is involved with coaches,
student-athletes, other university personnel and alumni.
MONETARY RESPONSIBILITY: None.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a member
of the Director of Athletics’ staff, any knowledge of confidential data is protected and never
released with specific acknowledgement of release from the party involved. Information
concerning student-athletes academic performance will not advance outside those involved
without prior notification and approval of the student-athlete.
OTHER CHARACTERISTICS OF POSITION: To keep administration and coaches
informed of student-athletes’conduct and handle program’s operation. Must have ability to
analyze and interpret policy and procedural guidelines and to resolve problems and
questions. Must be skilled in organizing workflow and coordinating activities within an
athletic department.
PREFERRED ABILITIES: Master’s Degree, knowledge of NCAA rules and regulations
and experience in an athletic environment.
ADMINISTRATIVE SUPPORT STAFF/SEAHAWK CLUB
JOB TITLE: Seahawk Club Assistant
JOB DESCRIPTION: The primary purpose of this full-time position is to provide
administrative and clerical support to the Associate Athletic Director/ExecutiveDirector
of Seahawk Club. Assist with the processing and payment of incoming and outgoing
bills, processing of travel, and responsible for processing gifts to the Seahawk Club.
Prepares and enters purchase orders for various purchases. Responsible for the
purchasing of supplies, set-up for the pre-game socials on game days and for special
events as well as helping coordinate catering needs for various events held throughout the
year. Answers and directs phone calls to the Seahawk Club, greets and directs visitors to
appropriate locations within Trask Coliseum, and assists with delivery of member
benefits and services, as well as general support in areas of word processing, copying and
59

mailing. This individual understands that compliance is a central element of employment
and is responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Associate Athletic Director/Executive Director of Seahawk Club.
POSITIONS DIRECTLY SUPERVISED: None.
BASIC FUNCTION: To provide administrative and clerical support to the Associate
Athletic Director/Executive Director of Seahawk Club.
POLICY MAKING AND/OR INTERPRETATION: This position is involved with
policy making relating to the athletic program and the mission of the department and
interpretation of university, CAA and NCAA policies as they relate to athletics.
PROGRAM DIRECTION AND DEVELOPMENT: The UNCW athletic fundraising
department generates revenue to benefit the athletic programs and includes a non-profit
agency, the Seahawk Club. The specific purpose of the Seahawk Club is to raise money
for athletic scholarships from the private sector and university community. Funds are
raised through a major annual campaign, fundraising events and managed sports clubs. A
Board of Directors elected from the private sector governs the Seahawk Club.
SUPERVISION RECEIVED: Associate Athletic Director/Executive Director of
Seahawk Club.
LEVEL OF PUBLIC CONTACT: A great amount of public, university and business
community contact is necessary. Servicing the business community’s involvement with
the athletic programs through sponsorships, promotional events, advertisements and
corporate ticket purchases is a responsibility of this position. Community contact is also
enhanced through public appearances and participation in special events.
MONETARY RESPONSIBILITY: Monies received are deposited into the appropriate
account. Processing documents needed to pay bills incoming and outgoing.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As a
member of the Director of Athletics staff, any knowledge of confidential data is protected
and never released without specific acknowledgement of release from the party involved.
60

OTHER CHARACTERISTICS OF POSITION: This position requires a person who
is trustworthy and loyal to the institution and the Athletic Department, enthusiastic about
the department’s direction and potential growth. Must be knowledgeable about current
team activities, incoming recruits, health and well being of players, special events and
promotional plans. This position requires a person who can handle a variety of tasks at
one time.
PREFERRED ABILITIES:
communication and computer skills
Experience in intercollegiate athletics, excellent
ADMINISTRATIVE SUPPORT STAFF / ATHLETIC OFFICE
JOB TITLE: Business Assistant.
JOB DESCRIPTION:. Responsible for the entry of all requisitions for purchase orders
for the Department of Athletics (various sports programs, administration, athletic facility,
special events). This includes equipment, supplies, air travel, hotel accommodations, and
facility construction or renovation. Good communication skills are essential to this
position. Works in close proximity with Associate Athletic Director for Business in
many areas. Oversees procedures of items received and maintains filing system of
purchase orders. This requires accuracy and frequent contact with purchasing personnel.
Coordinates with coaches on team and individual travel, completes proper travel
authorization forms for approval, maintains travel advance fund to disburse to coaches in
advance of their travel, compiles receipts and completes reimbursements upon return.
Coordinates and prepares departmental monthly reports for copier charges and
interdepartmental invoices. Maintains petty cash fund to reimburse individuals for items
purchased with personal funds. Maintains mileage logs on athletic vehicles and prepares
appropriate report monthly. Administers the adidas purchases. This individual
understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Associate Athletic Director for Business
POSITIONS DIRECTLY SUPERVISED: N/A
BASIC FUNCTION: Assist Associate Athletic Director for Business and coaches with
purchasing, travel arrangements and reimbursements, purchase orders, check requests and
61

general clerical duties.
The primary purpose of this full-time position is to assist with the processing and
payment of incoming and outgoing bills, processing of travel, contact reports and
depositing funds generated from the sale of Seahawk Club merchandise. Prepares and
enters purchase orders for various purchases. Responsible for the purchasing of supplies,
making contacts and ordering of supplies for the department.
REPORTS TO: Associate Athletic Director for Business
POSITIONS DIRECTLY SUPERVISED: None.
BASIC FUNCTION: To provide administrative and clerical support to Seahawk Club
POLICY-MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION & DEVELOPMENT: N/A
SUPERVISION RECEIVED: Senior Associate Director of Athletics for Business.
LEVEL OF PUBLIC CONTACT: This position deals highly with outside vendors and
purchasing agents of the university.
MONETARY RESPONSIBILITY: Maintains petty cash fund and travel advance fund.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Memos for
athletic administrative staff concerning budgets or NCAA matters.
OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Computer skills (VAX, Word), communication skills,
experience in purchasing procedures.
62

ADMINISTRATIVE SUPPORT STAFF / ATHLETIC OFFICE
JOB TITLE: Administrative Assistant/Receptionist for Almkuist-Nixon Bldg.
JOB DESCRIPTION: Administrative Assistant to the Deputy Athletic Director/Senior
Woman Administrator and assists coaches in the Almkuist-Nixon Sports Medicine
Complex as necessary. This individual prepares correspondence and assists with
confidential matters and reports concerning personnel and student-athletes; prepare
athletic contests contracts, assists with the annual Athletic Awards Banquet, special
events and projects; and maintains records of student-athlete conduct and disciplinary
reports. This individual understands that compliance is a central element of employment
and is responsible for adhering to NCAA, CAA and institutional rules and regulations.
Assists with student-athlete Grant-in-Aid Scholarships and Endowments; responsible for
preparing, maintaining confidential team scholarship files and monitoring spreadsheets as
requested. Assists with coordination of team and individual student-athlete housing
assignments; and maintaining spreadsheets. Assists Deputy Athletic Director with Human
Resources and is responsible for completing procedures in hiring and exiting of EPA,
SPA and temporary staff; prepare and coordinate work plans; and coordinating files for
staff leave audits. Prepares student and temporary payroll and helps coordinate the
Special Opportunity Fund.
REPORTS TO: Deputy Athletic Director,
POSITIONS DIRECTLY SUPERVISED: Student Workers
BASIC FUNCTION: Administrative support for the Deputy Athletic Director with dayto-day
operations of athletic administrative office
POLICY-MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION & DEVELOPMENT: N/A
SUPERVISION RECEIVED: Deputy Athletic Director.
LEVEL OF PUBLIC CONTACT: A high volume of visitors and telephone calls daily.
MONETARY RESPONSIBILITY: N/A
63

STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: As
administrative support for the Deputy Athletic Director, this position is responsible for a
large quantity of confidential information regarding personnel and student-athletes.
OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Computer skills (Excel, Word, Outlook), HR Banner
Training, excellent communication skills, five years experience working in business
environment.
ADMINISTRATIVE SUPPORT STAFF/ATHLETIC OFFICE
JOB TITLE: Insurance Coordinator/Seahawk Shop Assistant
JOB DESCRIPTION: Insurance Coordinator for student-athletes and Seahawk Shop
assistant. Works with coaches and trainers to complete student-athlete insurance
information. Maintain confidential records, monitor student-athlete files and processing
of claims. Assist the Assistant Director of Seahawks Sports Marketing with sales in
Seahawk Shop and reconciling sale receipts and preparing deposits. This individual
understands that compliance is a central element of employment and is responsible for
adhering to NCAA, CAA and institutional rules and regulations.
Coordinates information for distribution of Athletic Department monthly calendar and
facilitate the Internal Operations Committee (IOC). Any other duties as assigned by the
Director of Athletics.
REPORTS TO: Associate Athletic Director for Business.
POSTIONS DIRECTLY SUPERVISED: N/A
BASIC FUNCTION: Student-athlete insurance coordinator and Seahawk Shop
Assistant.
POLICY MAKING AND/OR INTERPRETATION: Knowledge and understanding
of departmental, university, and NCAA policies and procedures and the ability to
64

interpret and apply to situations.
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Associate Athletic Director for Business and Assistant
Director for Seahawk Sports Marketing.
LEVEL OF PUBLIC CONTACT: Constant public contact by telephone and in person.
MONETARY RESPONSIBILITY: N/A
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: This
position is responsible for confidential information concerning personnel matters of
coaches and staff and student-athletes (insurance information)
OTHER CHARACTERISTICS OF POSITON: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Computer skills (Excel, Word), excellent communication
skills, five years experience working in business environment.
ADMINISTRATIVE SUPPORT STAFF/MEN’S BASKETBALL
JOB TITLE: Administrative Assistant for Men’s Basketball
JOB DESCRIPTION: Assistant to the men’s basketball staff. Screen incoming
telephone calls for the head and assistant coaches. Communication skills are very
important for this position due to heavy telephone usage and personal contacts with the
university community and general public. This is a high volume word processing office
maintaining on-going merge files of all prospective athletes for recruiting, letters, memos,
and booklets being mailed continuously. Coordinate with coaches on individual and
team travel, making arrangements, entering into the Banner system, completing proper
authorization forms, preparing itineraries, lodging, rooming lists for team travel, and
processing reimbursements upon completion of travel. Responsible for the entry of all
requisitions for purchase orders for the office that includes equipment, supplies, air travel
and hotel accommodations. Creates player notebooks and forms for team meetings.
Creates and maintains data for mailings, rooming lists team rosters and registration lists.
Accounting of application fees, registration fees received, making deposits of funds.
65

Having a working knowledge of NCAA rules is required and taking the NCAA
certification exam to assist the department and coaches in rules compliance efforts. This
individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Head Coach
BASIC FUNCTION: Assistant for Division I sports program, assist coaches in travel
arrangements, reimbursements, and overall management of office.
POLICY MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Head Coach
LEVEL OF PUBLIC CONTACT: Heavy public contact by telephone and in person.
MONETARY RESPONSIBILITY: Handles some monetary transactions and deposits
related to women’s basketball operations.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Confidential
correspondence for the coaches and matters concerning the student-athletes.
OTHER CHARACTERISTICS OF POSITION: Any other duties assigned by the
Director of Athletics.
PREFERRED ABILITIES: Computer skills – knowledge of MS Word, Excel, Banner,
and E-travel
ADMINISTRATIVE SUPPORT STAFF/WOMEN’S BASKETBALL
JOB TITLE: Administrative Assistant for Women’s Basketball
JOB DESCRIPTION: Administrative Assistant to the women’s basketball staff.
Screens incoming telephone calls for the head and assistant coaches with general public,
66

university community and prospective athletes and families. Personal contacts with the
university community and general public. This is a high volume word processing office
maintaining on-going merge files of all prospective athletes for recruiting, letters, memos,
and booklets being mailed continuously. Coordinate with coaches on individual and
team travel, making arrangements, entering into the Banner system, completing proper
authorization forms, preparing itineraries, lodging, rooming lists for team travel, and
processing reimbursements upon completion of travel. Responsible for the entry of all
requisitions for purchase orders for the office that includes equipment, supplies, air travel
and hotel accommodations. Creates player notebooks and forms for team meetings.
Creates and maintains data files for mailings, rooming lists, team rosters and registration
lists. Accounting of application fees, registration fees received, making deposits of
funds. Having a working knowledge of NCAA rules is required and taking the NCAA
certification exam to assist the department and coaches in rules compliance efforts and
women's basketball recruiting. This individual understands that compliance is a central
element of employment and is responsible for adhering to NCAA, CAA and institutional
rules and regulations.
REPORTS TO: Head Coach.
BASIC FUNCTION: Assistant for Division I sports program, assist coaches in travel
arrangements and reimbursements, and overall management of office.
POLICY MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Head Coach
LEVEL OF PUBLIC CONTACT: Heavy public contact by telephone and in person.
MONETARY RESPONSIBILITY: Handles some monetary transactions and deposits
related to women’s basketball operations.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: Confidential
correspondence for the coaches and matters concerning the student-athletes.
OTHER CHARACTERISTICS OF POSITION: Any other duties assigned by the
Director of Athletics.
67

PREFERRED ABILITIES: Communication skills are very important; Computer skills
–knowledge of Microsoft Office and Banner System
FACILITIES ASSISTANT AND ATHLETIC EVENT MANAGER
JOB TITLE: Indoor/Outdoor Facilities Assistant/Athletic Event Manager
JOB DESCRIPTION: Directly responsible to Assistant Athletic Director for Facilities.
Directs athletic event management for home athletic contests and special events held at
athletic facilities. Assists with work order processing, individual purchase orders,
scheduling of athletic facilities and event set up for home contests and special events.
Trains and oversees the scheduling of student workforce and intern. Assists with the
supervision of athletic venues. Any other duties as assigned by the Director of Athletics.
This individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations. This
individual understands that compliance is a central element of employment and is
responsible for adhering to NCAA, CAA and institutional rules and regulations.
REPORTS TO: Assistant Athletic Director for Facilities.
POSITIONS DIRECTLY SUPERVISED: Student workers and interns.
BASIC FUNCTION: To prepare and maintain all indoor and outdoor athletic veues in
preparation for practices and competitions and maintain these venues in the best
condition possible.
POLICY-MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Assistant Athletic Director for Facilities
LEVEL OF PUBLIC CONTACT: There is contact with the public in this position as
this individual interacts with visiting teams, vendors, campus personnel and community.
MONETARY RESPONSIBILITY: May have purchasing card responsibilities.
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: N/A
68

OTHER CHARACTERISTICS OF POSITION: Any other duties as assigned by the
Director of Athletics.
PREFERRED ABILITIES: Individuals works closely with coaches and Athletic
Department personnel. Must work with little supervision, have initiative, and maturity.
ATHLETIC FACILITY / GROUNDS WORKER
JOB DESCRIPTION: Maintain outdoor athletic facilities, grounds and fields. Prepare
fields for intercollegiate athletic contests. Monitor outdoor facilities for necessary work
orders, and report promptly to supervisor. Perform preventative maintenance on mowers,
tractors and other equipment. Practice safety procedures on the job. Perform
miscellaneous duties as requested by facility manager. This individual understands that
compliance is a central element of employment and is responsible for adhering to NCAA,
CAA and institutional rules and regulations.
REPORTS TO: Assistant Athletic Director for Facilities.
POSITIONS DIRECTLY SUPERVISED: N/A
.
BASIC FUNCTION: To prepare and maintain all athletic fields and grounds.
POLICY-MAKING AND/OR INTERPRETATION: N/A
PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Assistant Athletic Director for Facilities.
LEVEL OF PUBLIC CONTACT: There is only a minimal level of contact with the
public in this position.
MONETARY RESPONSIBILITY: N/A
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: N/A
69

OTHER CHARACTERISTICS OF POSITION: The grounds workers must have a
close working relationship with all of the coaches of outdoor sports. They work closely
with each coach concerning the particulars of their given sport.
PREFERRED ABILITIES:
High school education preferred
Ability to read, comprehend and follow instructions essential.
Ability to work well with people.
Experience in athletics and turf management.
Friendly and pleasing personality.
An appropriate level of physical fitness is necessary due to nature of work.
ATHLETIC FACILITY/UTILITY WORKERS
JOB DESCRIPTION: Oversee set-ups/break-downs for athletic events, departmental
events in Trask Coliseum and Hanover Gym. Monitor indoor facilities for necessary
work orders, and report promptly to supervisor. Perform miscellaneous duties as
requested by Assistant Athletic Director for Facilities. This individual understands that
compliance is a central element of employment and is responsible for adhering to NCAA,
CAA and institutional rules and regulations.
REPORTS TO: Assistant Athletic Director for Facilities.
POSITIONS DIRECTLY SUPERVISED: N/A
BASIC FUNCTION: To prepare indoor athletic facilities for intercollegiate competition
and special events. At the conclusion of competition/events, facilities have to be made
ready for normal academic and athletic use in a timely manner.
POLICY-MAKING AND/OR INTERPRETATION: N / A
70

PROGRAM DIRECTION AND DEVELOPMENT: N/A
SUPERVISION RECEIVED: Assistant Athletic Director for Facilities.
LEVEL OF PUBLIC CONTACT: A great deal of contact with students, coaches,
faculty and staff. Some contact with the public in the process of setting up Trask
Coliseum or Hanover Gym for rental events. Utility workers are asked to display a
courteous and friendly demeanor when interacting with the public.
MONETARY RESPONSIBILITY: N/A
STATEMENT OF RESPONSIBILITY FOR CONFIDENTIAL DATA: N/A
OTHER CHARACTERISTICS OF POSITION: Outside of set-ups and break-downs
there is a multitude of miscellaneous jobs which arise during the normal work day which
must be addressed by the utility workers.
PREFERRED ABILITIES: Ability to work well with people. High school education
preferred. Ability to read, comprehend and follow instructions - friendly and courteous -
an appropriate level of physical fitness is necessary due to nature of work.
DEPARTMENTAL STAFF POLICIES
GENERAL
Athletic Department Personnel are classified in one of two categories:
A. EPA Employees, (Exempt from the Personnel Act) or
B. SPA Employees, (Subject to the Personnel Act)
SPA employees are subject to University regulations governing vacation, office hours,
sick and compensatory leave. These regulations are a part of state law, and may not be
71

altered at the discretion of the supervisor. The work week for SPA employees is 40 hours
with office hours varying with different state agencies and institutions.
A copy of the University of North Carolina Wilmington Personnel Policy and Procedures
Manual is available on the Human Resource Department’s website for reference by all
University personnel. It covers fully all benefits available and all requirements expected
of University employees. Supervisors do not have the authority to grant permission for
their employees to deviate from these policies.
The University, as authorized by the State Personnel Commission, will observe a
minimum of twelve (12) holidays. The Human Resources Department will announce,
prior to the beginning of a new calendar year, the exact date of the holidays to be
observed by University employees during the next year.
Annual evaluations are conducted on all department staff.
OFFICE HOURS
The official hours for University employees are from 8:00 AM to 5:00 PM with one hour
off for lunch, special summer hours maybe observed, as approved by the Chancellor. All
employees are expected to maintain these hours unless otherwise approved by the
Director of Athletics.
It is realized that many staff members have teaching duties in HAHS Department and that
they, as well as non-teaching coaches, travel a great deal during certain periods of the
year, thus interrupting a regular office schedule. However, when personnel are not
teaching or traveling, office hours should be set and maintained for the convenience of
students, faculty, administrative staff, general public, media and other departmental
members. In all cases, the Director of Athletics, through the Sport Supervisor and
Compliance Office, should be kept informed of employees’ whereabouts.
All SPA employees are permitted two break periods of fifteen minutes each during the
regular eight hour work period.
SICK LEAVE
All full-time permanent SPA and EPA employees earn sick leave at the rate of 8 hours
per month, or 96 hours per year. Sick leave is cumulative indefinitely.
72

ANNUAL LEAVE
All full-time permanent SPA and EPA employees earn annual leave rate on the basis of
the university’s leave chart for the number of years of state service. Please reference the
Human Resource website for detailed information.
Vacation leave may be accumulated without any applicable maximum until December 31
of each calendar year. However, if the employee separates from service, payment for
accumulated leave shall not exceed 240 hours. On December 31 any employee with more
than 240 hours of accumulated leave shall have the excess accumulation converted to
sick leave so that only 240 hours are carried forward to January 1 of the next calendar
year.
In the event an employee terminates, there is a maximum of 240 hours that may be paid
at the time of separation.
TERMINATION PROCEDURE
Should employment with the Department of Athletics be terminated, the employee must
meet with the Associate Athletic Director for Business to finalize all present year
budgetary matters, inventory of equipment for office and athletic teams, and to complete
appropriate records. All issued credit cards, telephones, courtesy cars, etc. should be
turned into the Associate Athletic Director for Business. All issued university keys must
be turned into the Assistant Athletic Director for Facilities. An appointment with the
personnel office should be made in order to sign all release papers and retirement fund
release forms.
The individual’s office should be cleared of personal effects and the files of information
left in good order. All of the above procedures must be completed prior to release of the
final check. Departmental approval to release the terminating individual’s final check
will be granted through completion of the Exit Interview with Human Resources.
IV. FINANCIAL ADMINISTRATION and CONTROL
PURPOSE
73

The information on policies and procedures is intended for the use of the University of
North Carolina Wilmington (UNCW) Department of Athletics. The manual supplements
the UNCW Operating Policies and is intended to provide information that will assist
athletic department employees with their duties.
All policies referenced within the text of the UNCW Department of Athletics’ Policies
and Procedures Manual under the Financial Administration and Control heading are
established UNCW policies and can be found online
http://www.uncw.edu/policies/business.html.
SCOPE
The Athletics Business Office is the central agency for the financial needs of the
university’s 19 varsity sports, the UNCW Seahawk Club, and related department
administration and staff. Our commitment is to provide consistently reliable, timely and
accurate service in all athletic fiscal matters.
The Athletics Business Office oversees athletic team, staff and administrative travel and
spending in accordance with NCAA compliance regulations and university standards
while in keeping with the valued integrity of the university and its long term economic
goals.
The Athletics Business Office will be administered by the Associate Athletic Director for
Business, under the supervision of the Director of Athletics. All requests for expenditures
of athletic funds shall be initiated with the Associate Athletic Director for Business.
Each varsity sport and supporting program within the athletics department will have a
separate and identifiable budget. Within each budget there will be a line item breakdown
which will identify the proper areas and amounts from which there can be expenditures
BUSINESS OFFICE GENERAL PROCEDURES
A. ACCOUNTING PROCEDURES
Athletics’ accounting procedures are based on State, University and departmental
policies in accordance with generally accepted accounting principles. See
http://www.uncw.edu/ba/finance/Controller/index.html for detailed
information on University policies.
B. BUDGETING PROCEDURES
All departments within the University of North Carolina Wilmington submit
annual budget requests which, once approved, are incorporated into the
74

University's annual operating budget. This budget becomes the basis of authority
for the financial operations of each individual department within the University
during the fiscal year, which begins July 1.
Budget Development Procedure
The Associate Athletic Director for Business coordinates budget formulation
activities for the Department of Athletics. The budget is prepared through
participatory budgeting (i.e., a method by which all levels of management
responsible for actual performance are involved). Zero-based budgeting is utilized
for operations and expenditure line items that can be projected in detail.
Otherwise, historical cost center data is adjusted for projected changes in activity
levels.
The Associate Director of Athletics for Business confers with the Head Coaches
of each sport in researching data for the Athletic Budgets. The Associate Athletic
Director for Business is responsible for researching, projecting, and calculating
the annual athletic budgets. When a detailed draft is completed, the Associate
Athletic Director for Business presents it to the Director of Athletics for review
and study. After the approval from the Director of Athletics, budgets are
presented to the UNCW Senior Officers for review and final approval. Individual
sport budgets are prepared upon this approval.
Budget Planning Cycle
The budget planning cycle takes place during the period from March through
June. The budget formulation process is initiated by the Associate Athletic
Director for Business. Each staff member with budgetary responsibilities receives
a budget request package which includes historical budget performance data on
the Budget Work-paper (see Appendix B: 1).
Revenue Estimates
Revenue projections are developed annually and used as the basis for overall
budget preparation.
Generally, Departmental revenues are derived from the following sources:
Event admissions
75

Game guarantees
Parking
CAA/NCAA distributions
Other revenue such as: student fees, multimedia rights, concessions, Seahawk
Shop, logo licensing, etc.
Donations
The Associate Athletic Director for Business prepares the revenue budget based
on either actual data (e.g., contracted amounts) or historical trends. The UNCW
Athletic Department Management Team reviews the revenue budget to determine
the actual revenue projection. (see Appendix B: 2)
In the event that actual income falls short of budget projections, budget revisions
may be made.
Expense Estimates
Each staff member with budgetary responsibilities is asked to project the actual
cost of operations to perform the required functions of his/her sport or
administrative area. Priority is given to salaries, team and recruiting travel, and
other operating accounts. Capital needs are funded according to projected reserves
after other needs are addressed.
Preliminary budget requests, including support documentation of details for
wages, travel, equipment and capital expenses, are submitted to the Associate
Athletic Director for Business for review. The schedules are combined into a total
"Requested" Budget. Then the UNCW Athletics Management Team members
review the "Requested" Budget and make necessary adjustments, ensuring
compliance with University guidelines.
Budget Approval
With the approval of the Director of Athletics, the final Department of Athletics
budget is submitted to the Chancellor and the Board of Supervisors. Budget
hearings may be held to resolve any points of contention.
Budget Meetings
76

Throughout the year, the Associate Athletic Director for Business will schedule
meetings with UNCW Program Administrators and/or Head Coaches to discuss
their budget and procedures for maintaining operating budgets, purchasing, team
and/or staff travel, and recruiting.
Budget Responsibility and Control
Budgetary control measures are an integral part of the system for approving the
expenditure of Departmental funds. Prior to committing the Department to a
financial obligation, a staff member must have the request approved. (See B: 3
Request for Supplies-Equipment Form) If prior approval is not obtained, the
individual staff member may be held personally responsible for the resulting
charges.
The Associate Athletic Director for Business reviews all purchase requisitions.
Once the purchase request is approved, it is processed through the Athletic
Business Office, according to established purchasing procedures (see UNCW
Policy 05.152 Procurement of Equipment, Supplies, and Services in this
Manual).
Expenditure Reports
Expenditure reports reflecting a comparison of budget to actual expenditures are
prepared by the Athletic Business Office. All activity is summarized on a year-todate
basis. The Athletic Business Manager reviews the reports to ensure
appropriate usage of allocated funds and performs a budget variance analysis by
comparing actual expenditures and encumbrances to approved budget figures.
Copies of the reports are distributed to departmental administrators and head
coaches who are responsible for budgetary control. (See B: 4
Budget Revisions
Requests to revise the approved budget must be submitted to the Athletic
Business Office. Specific line items may be adjusted (i.e., funds may be
transferred from one object code to another) if it is determined that University
guidelines are met. A request must be sent in an e-mail message to record the
request.
The total Departmental expenditure budget can only be revised with the approval
of the Vice Chancellor for Finance and Administrative Services.
77

Account Signature Authority
The Director of Athletics, Deputy Associate Director of Athletics, or Associate
Director of Athletics for Business must approve all account transactions in
writing.
C. EXPENDITURES
1. DEPARTMENT OF ATHLETICS TRAVEL POLICY
UNCW POLICY: 05.177 Travel Authorization For State Employees
UNCW POLICY: 05.187 Team/Student Group Travel
a. Professional Travel
The university reimburses travel expenses in accordance with the
regulations of the State of North Carolina Office of State Budget and
Management. In order that personal funds will not be required, the
university offers American Express travelers cards (see UNCW Policy
05.183) to UNCW employees in lieu of travel advances. Travel advances
will not be provided to non-state employees. Travel advances will be
issued only in the following situations:
• Team/Student Group Travel.
• Other exceptions as approved in advance by the Associate Vice
Chancellor for Business Affairs. (A written statement should accompany
the check request and should be forwarded to the Associate VCBA for
approval.)
If any of the above criteria are met, advances may be obtained for
authorized travel via check request. The travel advance should not
necessarily represent the total cost of the trip. Travel advances are limited
to 90% of estimated out-of pocket costs paid for by the traveler which are
reimbursable by the state. Items eligible to be included on the advance
request include meals and lodging. All outstanding travel advances must
be resolved before employee terminates employment from University.
b. Team Travel
The UNCW Department of Athletics is committed to following all University,
Colonial Athletic Association, and NCAA rules and regulations related to
transporting student-athletes to and from practice and competition sites. Since
78

team travel represents a major expense to the Department, individuals involved in
making such arrangements must strive to negotiate terms, which are in the best
interest of the University. Moreover, when warranted by the size and related
costs of the traveling party, transportation and lodging arrangements are to be let
out for bid.
All team travel arrangements for away contests are approved by the Associate
Athletic Director for Business and Assistant Athletic Director for Compliance as
related to NCAA rules and regulations. The Associate Athletic Director for
Business coordinates team travel arrangements for all sports.
In general, travel arrangements include: (See B: 5 Team Travel and Meal
Sheets)
Developing the team itinerary;
Completing travel authorization paperwork;
Arranging for transportation, lodging and team meals;
Obtaining team travel advances; and
Reporting all expenses and reconciling the cash advance with appropriate
documentation upon completion of travel.
Each team's Head Coach is responsible for setting conduct standards (e.g., dress,
conduct, curfews, free time activities, etc.) during trips.
Safety and Well being
Every precaution is taken regarding the safety and well being of student-athletes
and staff members during travel. Each year the UNCW Athletic Department
reviews specific areas of concern which include modes of transportation, vendor
safety history, and travel destinations.
Teams are transported from the UNCW campus to competitions via commercial
airlines, charter bus, or vans. During the vendor evaluation process, specific
detail is required to be provided by vendors to include the vendor’s crisis
management program, vendor’s safety plan, vendor’s safety certifications, and
vehicle maintenance records where applicable.
For all modes of travel besides vans, the drivers are hired personnel provided by
the vendor.
When traveling using van rentals, only UNCW athletic department personnel are
allowed to drive the vans and transport student-athletes. When athletic personnel
drive vans, it is strongly recommended that all travel be completed before 12:00
midnight at the latest, with no more than 8 hrs of consecutive driving per day.
All athletic department personnel must exercise caution when transporting
79

student-athletes and must adhere to safe driving techniques. All university and
Department of Athletics regulations sand state laws must be adhered to at all
times. If a staff member is in violation of any regulations or state laws, driving
privileges may be revoked.
In the event of an emergency during travel, the Head Coach becomes the
logistical person in charge. Should the emergency require medical action, the
athletic training personnel accompanying the team becomes the point person in
charge of the medical situation. If at any time the athletic training personnel
becomes in charge of a medical emergency, this person will follow all protocol
outlined in the Sports Medicine section of the UNCW Athletic Department
Policies and Procedures Manual.
1. Travel Requirements for Team Members
In general, all team members must travel to and from an away event with
their teammates and must stay with them at assigned lodgings.
Exception
Travel exceptions may be made at the discretion of the Head Coach, with
the approval of the Deputy Athletic Director, and the Sports Administrator
who manages the sport. If approval is granted to a team member to travel
separately from the team, the parent(s) of the student-athlete must request
permission for independent travel via email, fax, or written letter. The
Deputy Athletic Director reviews and approves/denies the request via
email or other means.
The letter releases the Department of Athletics and the University from
any liability or risk involved in the alternate travel plans and also states
that the parent/student-athlete understands that UNCW is providing roundtrip
transportation and releases UNCW of any liability involved in the
separate travel arrangements.
Student-athletes, with the prior approval to travel separately, may be
reimbursed for expenses that are within NCAA rules and regulations.
2. Official Travel Party
Prior to the travel date, an official travel party list must be approved by the
administrator who manages the sport. Only persons with their names on
the list may travel with the team. Only student-athletes who are eligible
and who have been officially certified by the University to compete as per
CAA and NCAA regulations may be allowed to travel.
The UNCW Athletic Council approves team travel as it relates to the
approval of the competition schedule. For any changes to team travel, all
80

changes must be provided to the Athletic Business Office. Team travel
expenses cannot be paid for any trip that has not received the prior
approval of the Athletic Council.
For all sports, the official travel party is limited to a specific number of
student-athletes, coaches, trainers, managers and other individuals.
3. Travel Itineraries
Travel itineraries are developed jointly by the Business Office and a
designated coach for the sport, in compliance with NCAA rules and
regulations. Each itinerary must include the following information:
Official travel party list;
Departure date and time;
Mode of transportation and name of carrier (e.g., airline, bus, charter
company, etc.);
Lodging accommodations; When traveling, each team must purchase an
individual bed per person traveling.
Telephone contact number at destination; and
Anticipated time of return to campus.
The travel itinerary is stored on UNCW Sharepoints server to be
distributed to the Business Office Assistant, Head Coach, and the
administrator who manages the sport.
4. Transportation
The mode of transportation for team travel is selected by the Head Coach,
after consultation with the Associate Athletic Director for Business. Every
effort is made to ensure equitable travel opportunities for every team.
When traveling within the CAA for competition, each team is instructed to
utilize air travel to Northeastern and Hofstra. When traveling to all other
CAA member schools, each team is given the option of utilizing air, bus,
or van travel within financial limitations and reasonable and safe means.
When choosing transportation, the following criteria are employed:
Safety;
Expense;
Availability;
Distance; and
Number of travel days.
Charter buses are used when distance and time allows. Factors that are
considered when chartering a bus also include the team size and distance
to travel. Commercial and/or charter airline transportation is primarily
reserved for long distance travel or to minimize number of class and study
81

days missed.
Criteria for choosing mode of transportation:
Up to 350 miles one direction:
Air
If necessary due to missed class time constraints, commercial airlines
are an acceptable means of travel for athletic teams for competition.
Charter services are subject to the approval of the Athletic Director and
can only be procured through the involvement of the UNCW
Purchasing department
Chartered Bus
Buses may be used as transport to away venues, transport to hotels
from airports and transport from hotels to playing venues.
When feasible due to budget constraints, a chartered bus will be used
for travel up to 350 miles in one direction.
Vans
Fifteen passenger vans shall be loaded with no more than 10
passengers and equipment. 12 passenger vans may be loaded with no
more than 8 passengers and equipment.
Over 350 Miles one direction:
Air
Commercial airlines are an acceptable means of travel for athletic
teams for competition over six (6) hours or 350 miles (one-way) away.
Charter services are subject to the approval of the Athletic Director and
can only be procured through the involvement of the UNCW
Purchasing department
Chartered Bus
Buses may be used as transport to away venues, transport to hotels
from airports and transport from hotels to playing venues.
When using commercial or charter air services, a bus will be procured
to meet the team at the airport and transport the team as necessary for
the trip until the team returns to the airport to travel back to UNCW.
Vans
82

Fifteen passenger vans shall be loaded with no more than 10
passengers and equipment. 12 passenger vans may be loaded with no
more than 8 passengers and equipment.
Teams that have smaller squad sizes (ie: Golf, Tennis, and Volleyball)
may choose to use vans when traveling over 350 miles.
All drivers of university or Department of Athletics’ owned vans or cars
must be university or state employees and properly licensed to operate
said vehicle. All personnel designated as allowable to drive vehicles must
file a copy of their driver’s license in the Department of Athletics.
In case of a breakdown, every effort should be made to have the extent of
the repair estimated, contact the Athletic Business Manager or Campus
Police, if after hours. If the problem can be fixed within 2 to 4 hours,
arrangements should be made to either wait for repair to be made, or make
arrangements for transportation and proceed to the team’s destination in
the best manner possible and pick up the vehicle on the way home. A
vehicle should never be left unless it is absolutely necessary.
5. Lodging
All expenses incurred by a sport's team when traveling must be within
budgetary constraints and Departmental, University, CAA and NCAA
guidelines. A separate bed must be provided for each person traveling with
the official travel party.
Depending on the team size, the amount of required travel and related
costs (e.g., transportation, lodging, meals), all or part of the travel
accommodations may be let out for bid.
The Rooming List form (See B: 6 Official Travel Party Rooming List
Form) is used to document room assignments for all individuals on the
official travel party list. Specific information required includes the name
of the team, city, dates of occupancy and name of the hotel, as well as the
room numbers, assigned occupants, their position and the price of each
room.
Student-athletes should be advised that all unapproved; in-room charges
are to be their personal responsibility. Any approved miscellaneous
expenses for student-athletes are to be substantiated with a valid receipt or
detailed explanation and attached to the Travel Expense Voucher.
6. Meals
Student-athletes may be provided with per diem meal allowance not to
exceed $25.00 per day (i.e., $6.00 for breakfast, $8.00 for lunch and
$11.00 for dinner) All official travel party members receiving per diem are
83

equired to sign for the receipt of such funds on the Meal Sheet for Team
Travel Form. (See B: 7 Meal Sheet for Team Travel Form)
Coaches may arrange for sit down meals for the team (e.g., pre-game
meals) in lieu of giving a meal allowance. All sit down meals must be
supported by a receipt showing the name of the establishment, the total
cost of the meal and the number of people served. In addition, a signed list
must be submitted with the voucher identifying who ate the meal.
A combination of per diem and team sit down meals can be used as long
as the daily total does not exceed the above daily limits plus 25
percent. Any expenses over the specified limits will not be reimbursed.
All arrangements for a specific trip should be completed by the coaching
staff and listed on the Team Travel and Meal Sheet form and turned into
the Associate Athletic Director for Business. When making your lodging
arrangements, ask for Group Sales/ Sports Rates and a complimentary
room for the head coach. List number of rooms, room rate, tax per-cent,
and contact person. If you wish the lodging on a purchase order ask if
their facility will accept a PO and note this on the travel arrangement
form. Travel requests that exceed the maximum travel parameters set by
the department will require prior approval of the Director of Athletics.
It is recommended that the person making the team travel
accommodations mail or fax a rooming list a week or ten days prior to
travel and follow-up on these arrangements at least four days prior to a
team departing to assure that reservations are firm.
7. Team Entertainment
The Director of Athletics is authorized to approve reasonable expenditures
for team entertainment when in travel status for away games, to include
team members and those individuals traveling with the team as members
of the official travel party for whom expenses are authorized to be paid by
the University. Local entertainment of team members prior to competition
may be approved by the Director of Athletics for reasonable entertainment
expenditures on game day or the day before the game.
In no case will more than one (1) entertainment expense be allowed per
sports event or game, unless prior approval from the Chancellor's Office
has been obtained. All expenses for team entertainment must be supported
by receipts and a listing identifying all participants.
8. Travel advances for Meals and Incidental Needs
84

A Travel Fund has been established for the purpose of providing advance
money to coaches and/or administrative staff for team travel, and
recruiting.
Requests for advances must appear on a Travel Request Form, filled out in
its entirety, signed by the requester, and handed into the Business Office.
All Assistant Coaches must have travel requests approved by their Head
Coach. For all Team Travel cash advance requests must be accompanied
by a listing of all traveling party, with amount required for the trip. Any
changes or additions to the official party must be approved by the Director
of Athletics.
Travel Advance Procedures
Cash advances that will be needed for weekend activities should be
requested on or before the preceding Tuesday by 1:00 PM. Cash advances
needed for during the week should be requested at least three days in
advance. Should circumstances require a sport to exceed the basic per
diem for team travel or recruiting, approval by the Director of Athletics
must be obtained prior to departure from campus.
The Head Coach, or designated person, may pick up and sign for an
advance at the Athletic Business Office. At that time, the signee assumes
total responsibility for any cash advances until receipts documenting
expenditures and any unexpended cash are turned in to the Business
Office Assistant, closing out the particular advance.
Cash advances should be cleared in a timely manner following the trip.
Be sure to include all pertinent information as listed below when clearing
cash advances with the Athletic Business Manager
Reimbursement for Travel work sheet must be filled out completely
and assistant coaches must have the head coach initial the expense
report, signifying she/he has seen it and approves the expenditures.
All receipts, hotel, car rental, gas receipts, and miscellaneous items
must be returned whether prepaid or on Purchase Order. Team
Travel Meal Sheets must be show signature of all persons receiving
monies, the amount received, and signed by the coach disbursing the
money and verified by another member of the support staff.
All expense reports will be checked thoroughly for accuracy, supportive
receipts, and allowable expenses before a reimbursement is made or
another travel advance will be issued.
c. Recruiting Travel
85

Off-Campus Recruiting
Requests for funds for off campus recruiting shall be made to the Athletic
Business Office by the Head Coach or full-time assistants. These requests
must be made 48 hours prior to the date needed to allow for the processing
procedure. Pre-approval must be given by the Compliance Office.
All off-Campus recruiting is subject to the same policies and procedures
as professional or team travel.
On-Campus Recruiting
All recruiting visits MUST BE CLEARED with the Assistant Athletic
Director for Compliance and/or Deputy Athletic Director BEFORE any
arrangements can be made.
NCAA regulations permit the University to finance only one (1) official
campus visit for a prospective student-athlete. The Recruiting Coordinator,
or the Head Coach of the designated sport, in conjunction with the
Assistant Athletic Director for Compliance, oversees the visit to ensure
adherence to applicable rules and regulations.
For the official expense paid visit, the Department confines prospective
student-athlete travel and entertainment to:
For trips to the campus at the prospective student-athlete's own expense,
benefits offered by the Department are limited to a maximum of three (3)
complimentary admissions to athletic events on campus. In addition, when
accompanied by a staff member, transportation may be provided to a
practice or competition site within a 30 mile radius of the campus.
• Payment for actual round-trip transportation, by direct route, between the
prospect's home and the campus; (The prospect may travel by personal
car and be paid mileage expenses at a rate of .30 cents per mile, not to
exceed lowest logical airfare, or travel tourist class by air.)
• Entertainment of the prospect, the prospect's parents, legal guardians or
spouse at a facility located on campus (including complimentary
admissions to athletic events); and
• Housing and meals for the prospect and his/her parents and spouse at a
scale that is comparable to normal student-life.
Additionally, the Department may provide a student host entertaining a
prospect a maximum of $30 per 24 hour period of recruiting, not to exceed
$60 to cover actual and necessary expenses.
86

Reimbursements for legitimate expenses associated with the official visit
of a prospective student-athlete to the University are allowable if the visit
is approved in advance by the Assistant Athletic Director for Compliance
and the administrator who manages the sport and such expenses are in
compliance with the rules and regulations of the CAA and the NCAA.
(See B: 8 Official Visit Forms Package.)
Transportation, Meals and Lodging
The Recruiting Coordinator, or the Head Coach of the designated sport,
prepares the necessary travel authorization paperwork for the official
campus visit of the prospect. This individual works with the UNCW
Travel Manager and Business Office Assistant to develop the itinerary and
determine the mode of travel. The Travel Manager makes all travel
arrangements according to Departmental policy and State guidelines.
Specific allowable expenses are as follows:
• Actual round-trip transportation expenses by direct route from the
prospect's home or school to the University by:
Tourist or coach class airfare on commercial carrier;
Personal car mileage at .30 cents per mile.
• Transportation to and from the nearest airport to the University (ILM
Airport).
• Necessary and reasonable meal costs to and from the campus for the
prospect (but not the prospect's family or friends).
• On-campus meal costs for the prospect, his/her parents or guardians, and
spouse.
• Accommodations for lodging in an on-campus facility or in a local
commercial facility at a scale comparable to that of normal student-life
and only within a 30-mile radius of the campus.
Entertainment
The Recruiting Coordinator, or the Head Coach of the designated sport,
must ensure that entertainment of prospective student-athletes is in
compliance with University, CAA and NCAA rules and regulations.
Entertainment for prospects is confined by NCAA rules and regulations to
the following:
During the 48 hour Official Campus Visit, entertainment may be
provided only to the prospect and the prospect's parents or guardians or
spouse, and must only take place within 30 miles of the main campus.
Excessive entertainment is not permitted. Cash and the use of an
automobile cannot be provided to the prospect. To ensure permissibility,
the Assistant Athletic Director for Compliance should be contacted
87

efore providing entertainment other than admission to movies and
athletic events or meals.
A student host can be given a complimentary ticket to accompany the
prospect to a campus athletic event and $30 per day to cover actual and
necessary expenses. An additional $15 per day is provided for each
additional prospect the host entertains. (If more than one host is assigned
to entertain a single visitor, the allowable $30 is given to only one (1)
host for the day.)
A prospect and his/her parents or guardian or spouse may be provided
complimentary admission to a campus athletics event. Admission may
not be provided for a prospect's friends.
The prospect or those in his/her party cannot be given any souvenirs,
such as shirts, photographs, jerseys, etc.
For more detailed information, see recruiting policies found in the Athletic
Compliance section in this Manual, the "NCAA Guide for the College
Bound Student-Athlete," or the NCAA Manual.
The University has established specific guidelines for entertaining recruits
and their parents. At meals, the maximum per person allowance is $10.00
for breakfast, $15.00 for lunch and $25.00 for dinner. Departmental
employee participation is limited to one (1) Assistant Coach for the sport,
the Head Coach for the sport and/or the Recruiting Coordinator. At meals
where several recruits are being entertained, a maximum of two (2)
coaches per recruit and the Recruiting Coordinator may participate. One
student-athlete host per recruit may be included.
Reimbursement of Expenses
All expenses related to a prospect's Official Campus Visit must be
supported by receipts or other appropriate documentation, and all
individuals involved in entertainment must be identified. The Recruiting
Coordinator, or the designated coach of the sport, is responsible for
ensuring that all expense documentation is complete.
A Travel Expense Voucher must be submitted with all receipts to the
Athletic Business Office.
Additional documentation, if appropriate, may include the following:
If a student-athlete host receives the $30 per day in cash to cover
entertainment expenses, as allowed by NCAA rules and regulations, the
receipt of such monies must be documented in writing on the designated
form.
A coach who receives a cash advance to cover any entertainment
expenses for a prospective student athlete must also sign an
acknowledgement form (See B: 9 Travel Advance Acknowledgement
Form).
88

The recruiting packet required by the NCAA will be used to document
cash given to a player/host for entertaining recruits. The original of this
should be attached to the expense report, along with receipts which
support advanced money and turned into the Business office Assistant.
The Department of Athletics, upon request, will issue a purchase order for
motel reservations prior to the recruits visit. The following information
should be furnished, name of recruits, names of any accompanying
parents, date of reservations, room rate, per-cent of tax, and requirement
of single or double rooms. Charges made at any motels shall be the
responsibility of the person making the charge, with the Department of
Athletics assuming no liability unless a Purchase Order was requested to
cover it.
Travel arrangements for any recruit shall be made through the Athletic
Business Office if they necessitate expenditures of recruitment funds.
1. PURCHASING
The athletic department’s procedures fall within the guidance of the UNCW
purchasing policies found in UNCW Policy 05.152 Procurement of
Equipment, Supplies and Services.
All Department of Athletics’ personnel shall follow procurement practices as
established by the University of North Carolina Wilmington. The University
is obligated only for purchases made through these established procurement
channels.
All services, equipment and supplies to be purchased must be approved by the
Associate Athletic Director for Business. The Department will not be
responsible for any charges of goods or services that have not been approved
by the Athletic Business Office. Any order placed without the use of a
PURCHASE ORDER is the responsibility of the individual placing the order
and the vendor accepting the order.
All equipment purchased with Department of Athletics’ funds is the property
of the Department of Athletics. No athletic property is to be disposed of or
given away, regardless of its condition, without the approval of the Director of
Athletics.
NO ATHLETIC DEPARTMENT PERSONNEL WILL BE ALLOWED TO
MAKE PURCHASES WITHOUT PRIOR APPROVAL OF THE
89

DIRECTOR OF ATHLETICS, DEPUTY ATHLETIC DIRECTOR, or
ASSOCIATE ATHLETIC DIRECTOR FOR BUSINESS.
1. Purchasing Procedures
Initiation of a Purchase Requisition
All requisitions except for emergencies and those with multiple fund
numbers requiring separate approvals must be electronically created.
When electronically creating requisitions, the Requisition
Input/Authorization Form (or a comparable internal ordering form) may
be used as an input document and MUST be used to obtain appropriate
approval signatures before the requisition is electronically created. The
Business Office Assistant will provide guidance and help to create
electronic requisitions.
Review of Requisitions Charged Against Contract and Grant
Accounts Only
When a Contract and Grant account is charged, The Office of Sponsored
Programs guidelines apply.
Review of Electronic Requisitions by Purchasing
Purchasing will review various aspects of each (electronically approved)
requisition such as the recommended vendor, order type, the description
and prices of the items involved, the unit of measure, the tax code, the
delivery address, and the approval(s). Contract compliance and
appropriateness of the funding will be reviewed and changes or
corrections may be made as necessary.
Issuance of Purchase Orders
A copy of the purchase order will be forwarded to the receiving
department as well as the ordering department.
Change Orders
90

If a change order is required after the purchase order has been created,
a Requisition Input/Change Order form must be completed, approved,
and forwarded to Purchasing. The form should indicate the difference
in the original order. (Do not process a change order electronically.)
If a change order is required for a Contract and Grant account, the
input form must be approved by the Office of Sponsored Programs for
all items stated in section IV (B) above.
Orders Requiring Special Processing
Priority Orders
Create an electronic requisition, using the appropriate standard text code
to identify the requisition as a priority. Processing time should normally be
within two days after receipt by Purchasing. Written/ verbal justification
of the request may help to further expedite processing the order.
Confirming Orders
Create an electronic requisition, using the appropriate standard text codes
to identify the order as a priority and to request that Purchasing call the
vendor with the purchase order number. Confirming orders will normally
be processed by 10:00 A.M. the following day after receipt of the
electronically approved requisition by Purchasing.
Emergency Purchase Orders
See UNCW Policy 05.153.
Check with Order Purchases
This is only approved as a method if the vendor is not able to bill against a
purchase order and the item is not available from another source. To
request check with order, create an electronic requisition. On a text line,
indicate that pre-payment is requested. Send as a requisition attachment
any documents from the vendor stating the amount and that prepayment is
required.
91

Products Offered on a Trial Basis
To receive an item for preview before making a commitment to purchase,
create an electronic requisition. Indicate via text line item that the item is
for preview. Purchasing will issue the purchase order and forward the
receiving copy of the purchase order to the department trying out the
items. Upon approval of the item, if you wish to keep it, sign the receiving
copy of the purchase order and return to Purchasing. If you decide to
return the item, mark the receiving copy "CANCELED" and forward to
Purchasing, who will cancel the purchase order. The ordering department
should call Purchasing for assistance in returning the item.
Sole Source Purchases
Requisitions must be accompanied by a Sole Source Justification memo
signed by the department head. Contact Purchasing Services for further
information.
Standing Orders
Create an electronic requisition. Indicate "standing order" on a text line
and indicate the commodity descriptions of the items to be purchased and
the total amount to be encumbered.
Requisitioning System is Down
If a requisition must be processed when the requisitioning system is
unavailable, the department should prepare a Requisition
Input/Authorization form, obtain the appropriate approvals, and hand
deliver the original and one copy of the form to the Purchasing Office. The
requisition will be processed by Purchasing as needed.
Purchases Reimbursed Through Check Requests
Items may be purchased (without a requisition) using an employee's own
funds, with reimbursement to the employee by a university check. The
following actions should be taken for purchases of this nature:
92

Contact Purchasing Services by telephone for verbal approval before
making the purchase. (Note that the item must cost between $50.00
and $150.00 and the item must not be available on state or local
contract.)
A Check Request Authorization form or email authorization will be
completed by Purchasing Services and mailed to the requesting
department. The employee should file for reimbursement via a Check
Request, with the authorization form and the original receipt or paid
invoice attached to the Check Request. (See UNCW Policy 05.105.)
Petty Cash Reimbursement
Petty cash reimbursement is available for purchases costing $50.00 and
less, and locally available. Prepare a Petty Cash Reimbursement Request;
obtain appropriate approvals; attach originals of invoices, sales receipts,
etc.; and hand carry to the University cashier for reimbursement. (See
UNCW Policy 05.142.)
2. Receiving Purchases
UNCW POLICY:
05.162 Receipt of Goods and Services by
University Departments
The University Central Receiving will make deliveries to the Athletic
Receiving Room, the athletic receiving room personnel will check the
items, bring the packing slip to the Athletic Office, and place the items in
the proper team cage. The Department of Athletics will complete the
purchasing procedure by returning the appropriate copy to purchasing.
Receiving Procedures
Immediately Upon Receipt
Immediately upon receipt of goods or services, or as soon as possible after
receipt, university departments should:
93

• Open and inspect all packages received for completeness and
damage.
• Verify that items and services are received as indicated on the
purchase order.
• Two copies of the purchase order distributed upon issuance. (A
copy of the purchase order is sent to the ordering department for
their records, and the receiving copy is sent to the department
receiving the goods)
• Save all boxes and packing materials until the user is completely
satisfied with the performance of the purchase.
Receipt of Satisfactory Equipment, Supplies, and Services
After verifying that items or services are complete and satisfactory,
departments must sign, date, and return the receiving copy of the purchase
order (along with the packing list if applicable) to Purchasing within two
days of receipt.
When partial shipments are received, departments should make a
photocopy of the receiving copy of the purchase order. The photocopy
should be signed and dated, and the quantity received noted thereon. The
photocopy of the purchase order, along with any applicable packing lists,
should be sent to Purchasing. The receiving copy should be retained until
the balance of the order has been received; then it should be signed, dated,
and sent to Purchasing. It is essential that each partial shipment is
acknowledged within two days of receipt. Any delay in returning the
receiving verification (including partial shipments) holds up payment to
the vendor and may adversely affect other orders placed with that vendor.
Receipt of Unsatisfactory Items
Departments receiving unsatisfactory items (damaged or unwanted items,
over shipments, or wrong shipments) should follow the procedures listed
below. Damages may be either visible (package is damaged) or hidden
(package is intact, item inside is damaged).
Notification to Purchasing
When unsatisfactory items are received, Purchasing must notify the carrier
within seven days after delivery to campus so that a claim may be
94

processed and items repaired or replaced. Therefore, it is essential that
departments inspect packages immediately upon receipt and notify
Purchasing promptly by telephone, FAX, or E-mail of any unsatisfactory
items.
The department should provide Purchasing with the following
information:
Vendor
Purchase order number
Delivery date
Reason why the item is unsatisfactory or nature of damages
Invoice number (if known) and packing slip number
Acknowledgment of Receipt
Unless instructed otherwise by Purchasing, the ordering department should
sign and date the purchase order, indicate why the item is unsatisfactory, and
return the receiving copy of the purchase order and applicable packing list to
Purchasing within two days of receipt of the items.
Return Shipment to Vendor
The department is responsible for preparing the supplies or equipment for
return shipment to the vendor. The department should use the original
packing for return shipment whenever possible because the original
packaging is necessary in order to file a claim for hidden damages and may
be required when returning items covered by warranty. The department may
be responsible for return shipping costs and/or restocking charges for
unwanted items.
Receipt of Unsatisfactory Services.
If a service performed is unsatisfactory for any reason, notify the purchasing
agent immediately by telephone, FAX, or E-mail. Purchasing will contact the
service provider for resolution. The department should not return the
receiving copy of the purchase order to Purchasing until the service has been
95

satisfactorily performed or Purchasing notifies the department that the service
contract has been canceled.
Receipt of Standing Orders
See UNCW Policy 05.154 UNCW Standing Orders
Receipt of New Vehicle Purchases
Purchasing Services will notify the ordering department when the vehicle is
ready for pickup at the dealer. Instructions for picking up the vehicle are
attached to the receiving copy of the purchase order. The ordering department
should follow those instructions. Upon receipt of the vehicle, the ordering
department should sign, date, and return the receiving copy of the purchase
order to Purchasing.
D. Athletic Department Normal Course of Business Transactions
For identification and clarification purposes the following transactions are
common business transactions completed in the normal course of business by
the UNCW Athletics Department. When processing any of these transactions,
specific policies are established through the UNCW Controllers Office and the
UNCW Athletics Department.
1. RECEIPT, CUSTODY AND DEPOSIT OF FUNDS
The Department of Athletics is responsible for all funds from the point of
collection to the final deposit of funds.
Procedures for processing non-restricted receipts
All departments receiving cash in any form are responsible for complying
with the cash receipting requirements of this policy. In addition, departments
receiving cash as a part of their normal operation are responsible for
maintaining a receipting process consistent with university policy, which may
include additional procedures with key internal controls tailored to the specific
unit.
96

Any variations or exceptions to UNCW regulations must have written consent
from the Comptroller.
Registration and Approval for Cash Receipting Privileges
All departments intending to receive cash receipts as a part of their normal
operation must request cash receipting privileges from the Comptroller and
receive advance approval for conducting each receipting purpose.
When receipting purposes change or when there are receipting staff changes,
departments must notify the Comptroller by submitting a new request for
receipting privileges.
Cash receipting privileges must be renewed annually. (See B: 10
Departmental Receipting Privileges Form)
Recording of Receipts
All university departments and activities shall record all cash receipts as soon
as the funds are received.
Departments and activities that receive cash receipts as a part of their normal
day-to-day operations must establish an audit record. The audit record may
require a log or receipt book in certain instances, as explained in the
Departmental Record-Keeping Guidelines for Cash Receipting.
When the use of receipt books is appropriate, departments must use official
UNCW receipt books purchased or approved for purchase through the
Cashier's Office. The Cashier's Office requires departments to keep unused
receipt books in the Cashier's Office for safekeeping.
Safeguarding of Un-deposited Funds
The department head is responsible for the safekeeping of all un-deposited
cash receipts held by the department or activity and must ensure that such
items are placed in a locked safe or other adequately secured container at all
times when the items are unattended.
Loss or Theft of Undeposited Funds
Failure to adhere to the provisions of this policy in the event of a loss or theft
of funds and other valuables could result in the department having to cover the
loss from department funds. Such losses may not be charged to state or federal
funds.
All losses or thefts must be reported immediately to both the University Police
Department and the Comptroller.
97

Improper Use of Cash Receipting Funds
Cash receipting funds may never be used for any of the following:
Personal transactions, including but not limited to, loans or
"borrowing" (via IOU's) and cashing of personal checks);
Making change;
Petty cash.
Custody of Funds
All cash and checks received in the mail or from individuals must either be
transferred immediately to the Athletic Business Office or prepared for direct
deposit with the university business office. Monies received should be deposited
in a timely manner.
Deposit of Funds
The Ticket Office, Seahawk Shop, and Seahawk Club receive funds and forward
them to the Athletic Business Office for deposit. The Business Office Assistant
"date" stamps all checks. The Athletic Business Manager review the checks and
assign the account numbers. The funds are logged in on a Check Log and then
stored in the safe. The Seahawk Club Business Office Assistant prepares all
deposits for Seahawk Club accounts; the departmental Business Office Assistant
prepares deposits for University accounts. The appropriate deposit form is
prepared and sent to the University Bursar’s Office for deposit.
Depositing Funds with the Cashier's Office
Documentation
A deposit transmittal that is adequately documented to support the total amount
deposited must accompany all cash receipts deposited with the Cashier's Office.
(See B: 11 UNCW Deposit Transmittal Form) Inadequate documentation will
result in delays in processing receipts and making funds available for
expenditures.
Transporting of Funds
Once the department has received funds, the funds must not be sent via campus
mail or U.S. mail, and all deposits shall be hand-carried to the Cashier's Office.
Upon request, the University Police will assist with escorting of funds when an
appropriate safety need exists.
Required Frequency of Deposits
Departments are required to deposit cash receipts from any source with the
Cashier's Office at least once per week.
98

More frequent deposits are required as noted below:
Departments and activities with cash receipts of $250.00 or more must
deposit funds that day.
Credit Card deposits must be made daily regardless of amount.
(Note: Not applicable to authorized petty cash and change
funds.)
Verification of Deposit
The department remains responsible for all funds to be deposited until its cash
receipts are counted and verified by the Cashier's Office. Once the deposit has
been verified, an official numbered receipt is sent via e-mail to the department. If
a discrepancy is found when the cash receipts are counted, the Cashier's Office
will notify the department immediately by telephone.
Receipts Deposited by the Comptroller's Office
When cash/checks are received directly by the Comptroller's Office rather than by
the department or activity, the Comptroller's Office will deposit the funds with the
Cashier's Office. An official numbered receipt will be sent to the applicable
department via e-mail.
Depositing of Non-Restricted Funds
Non-restricted receipts are those receipts derived from UNCW Athletic
Department operations not associated with the Seahawk Club.
Depositing of Restricted Receipts
Restricted receipts are donations made to either the Seahawk Club or a specific
team for the purposes specified by the donor.
Applicable UNCW Policies
UNCW POLICY: 05.141 Cash Receipts
UNCW POLICY: 09.130 Campaign Reporting Standards
UNCW POLICY: 09.100 Organization and Administration of Fund Raising
Restricted Receipt Processing Procedures
99

Cash Receipts and Gift in Kind Receipts
All procedures outlined for processing non-restricted receipts are also applicable
to restricted receipts. In addition to the procedures outlined for non-restricted
receipts, the following procedures are to be adhered to.
Coordination through University Advancement
All receipting for cash gifts to the university, including funds received for the
purpose of scholarships, tuition remission, or monetary awards to students where
UNCW determines the recipient. All gift deposits must be made by University
Advancement Services. (See ADV 1.30.)
The Athletics Department departments that will generate receipts during their
normal course of business are:
a. Seahawk Sports Marketing (Advertising and Corporate
Sponsorships)
Seahawk Sports Marketing (SSM) is charged to secure corporate
sponsorships for the Seahawk Club. SSM is also in charge of selling all
UNCW Athletics advertising, game sponsorships, etc.
1. Internal and External Billings
UNCW POLICY: 05.104 External Billings
UNCW POLICY: 05.103 Internal Billings for University Services and
Materials
2. Receipts
UNCW POLICY: 05.141 Cash Receipts
3. Purchasing
UNCW Policy 05.152 Procurement of Equipment, Supplies and
Services
b. Seahawk Shop (Retail Store)
The Seahawk Shop is a retail outlet that sells UNCW sports clothing and
100

hard items to consumers.
1. Internal and External Billings
UNCW POLICY: 05.103 Internal Billings for University Services and
Materials
2. Receipts
UNCW POLICY: 05.141 Cash Receipts
3. Purchasing
UNCW Policy 05.152 Procurement of Equipment, Supplies and
Services
c. Athletic Ticketing (Ticketing for UNCW Athletics Department
Events)
The athletic ticket office works under the management of the Seahawk
Club, and is responsible for all ticketing needs for the department.
Currently Men’s Basketball, Women’s Basketball, Men’s Soccer,
Women’s Soccer, and Baseball are the sports in which a ticket for
admittance is required. Periodically there are special events that will
require a ticket for admittance and the ticket office is responsible for those
tickets in addition.
1. Internal and External Billings
UNCW POLICY: 05.103 Internal Billings for University Services and
Materials
2. Receipts
UNCW POLICY: 05.141 Cash Receipts
3. Purchasing
UNCW Policy 05.152 Procurement of Equipment, Supplies and
Services
101

E. Business Management of UNCW Athletic Departments
a. Athletic Facilities
1. Facility Renovation and/or Expansion
The Department of Athletics is committed to providing the finest
facilities for the intercollegiate athletics program. There is an annual
review of facility needs each spring to prepare budget requests for the
next fiscal year (which begins July 1).
Departmental staff is requested to submit requests for expansion or
renovation projects to the Assistant Athletic Director for Facilities.
The Director of Athletics, Deputy Athletic Director, and the Associate
Athletic Director for Business review all requests and prioritize
identified needs.
Criteria used to evaluate these needs may include assessing the impact
that the improvement would have on the University, as well as the
availability of financing or funds. The Director of Athletics decides
which improvement projects are scheduled for expansion or
renovation. Requests for improvement projects that cost up to
$500,000.00 are processed through the University's Facility
Development Department. Any projects in excess of $500,000.00
require capital outlay and must be approved by the State legislature.
Since the Department of Athletics is a self-supporting department,
funding for expansion and renovation projects must be from
Departmental resources or private funds. The Director of Athletics is
ultimately responsible for determining the method of funding for such
projects.
2. Athletic Facilities Rental
The rental or Non-departmental use of athletic facilities is coordinated
by the Assistant Athletic Director for Facilities and subject to the
approval of the Director of Athletics.
In general, the only facilities used by the intramural sports program or
other University groups and organizations are Hanover Hall and the
Natatorium.
When non-University organizations request the use of an athletic
facility, a use fee is charged in addition to any expenses included while
102

using the facility (i.e., utilities, security, etc.).
All non-University groups and organizations must sign a Facilities Use
Rental Contract. The Assistant Athletic Director for Facilities is
responsible for executing the document on behalf of the Department
with licensee.
All athletic facility rentals are subject to the following UNCW
Policies:
1. Facility Rental and Use
UNCW POLICY: FAC 1.70 Use and Rental of Athletic Facilities
2. Receipts
UNCW POLICY: 05.141 Cash Receipts
3. Purchasing
UNCW Policy 05.152 Procurement of Equipment, Supplies and
Services
F. Miscellaneous
a. Subject to Audit
All funds and receipting procedures are subject to audit by the State Auditor’s
Office and authorized university administrative staff.
Athletics will have an independent, certified public accountant audit its
financial statements each fiscal year. This audit will ensure that the financial
statements present fairly the financial position of the department. It ensures
also that the financial statements are in conformity with generally accepted
accounting principles, that these principles are consistently applied, and that
NCAA procedures for annual audits are strictly followed.
b. Office and Facility Equipment
All office equipment, furniture, and cabinets are property of the university and
103

the responsibility of the Department and are therefore not to be relocated
without authorization. This is also the case in regard to equipment used by
various teams for practice or game operations. Under no circumstances is
property to be disposed of without authority of the Director of Athletics,
regardless of its condition. It is the duty of the unit responsible for various
pieces of equipment or property to report any missing items after determining
that said item is missing without consent.
c. Telephones
The telephones in the Department of Athletics are the responsibility of the
Associate Director of Athletics for Business. All requests for additional
phones or changes must be submitted to the Athletic Business Office for
approval and will be determined by a designated budget.
d. Telephone Usage
Telephone services constitute a major item of expense within the
Department's budget . Therefore, it is mandatory that all employees keep long
distance calls to a minimum and avoid the use of long distance calls when
other means of communication will suffice. Personal long distance calls are
not allowed.
To avoid unnecessary and unapproved charges, telephone use is monitored by
the Athletic Business Office. Each area within the Department is held
accountable for incurred charges, bills and fees. Administrators are asked
periodically to review these charges to ensure their accuracy.
e. Inventory Control
All members of the athletic staff who have duties regarding the purchasing,
ordering, maintenance, or storage of departmental equipment are responsible
to the Athletic Business Office.
1. Athletic Equipment
At the end of each sports season, an equipment inventory will be made to
assess the quantities and conditions of existing equipment. This inventory
will be made by the Head Coach and the equipment manager of that sport.
104

The results of these inventories will be used in determining the specific
equipment needs for the next season, to determine the equipment to be
reconditioned, and to dispose of equipment that is not usable. All
uniforms, balls, video equipment, and game equipment are the direct
responsibility of the Head Coach of each sport or her/his designated
person in charge.
2. Moveable Property
The Department of Athletics conducts a physical inventory of moveable
property/ equipment on an annual basis in accordance with University
policy. The Athletic Business Office coordinates the inventory.
Each spring the University's Office of Equipment Records provides the
Department of Athletics with a computerized print-out of inventory as of
December 31 of the previous year. Each item is listed by its serial number.
These items must be cross-checked against the computer list and verified
as to their serial number, location and description.
The Athletic Business Office assigns portions of the listing to individuals
with control over (or working knowledge of) the various equipment areas.
After conducting the inventory, the Departmental staff member returns the
assigned list to the Athletic Business Office, who reviews the reports and
completes the Inventory Submittal Cover Sheet. The entire package is
reviewed and approved by the Associate Athletic Director of Business
prior to being submitted to the Office of Equipment Records.
f. Complimentary Tickets
The Director of Ticket Operations manages the complimentary ticket policies
for athletics events, in consultation with the Assistant Athletic Director for
Compliance. The Director of Ticket Operations coordinates the accounting
and distribution of all complimentary tickets and ensures that each individual
receiving complimentary tickets understands and abides by the rules and
regulations of the CAA and the NCAA.
Per NCAA regulations, each student-athlete is allowed four (4)
complimentary admissions per event in his/her designated sport.
Complimentary admissions are provided only by a pass list for the individuals
designated by the student-athlete, no hard tickets are given. Student-athletes
105

may not receive payment for complimentary admissions, nor exchange
them for any item of value.
For all ticketed sports, the Head Coach or Assistant Coach completes the
Player Pass List by 12:00 noon on day of competition or by Friday at 12:00
noon for weekend competition and submits the list to the Compliance Office
for review and approval.
The individual utilizing the complimentary admission must present
identification to the person supervising the use of the pass list at the
appropriate admission gate and sign the pass list. The individual is then
provided with a ticket stub (not a hard ticket), directed to a specific reserved
seating area, or treated as a general admission ticket holder.
g. Courtesy Cars
Courtesy cars are provided for selected Departmental staff members by car
dealers from the Wilmington, NC area. The Department of Athletics facilitates
the acquisition of the courtesy cars and establishes policies relevant to the
issuance of the courtesy cars to Departmental staff. Individual staff members
are not allowed to solicit the donation of a vehicle from a dealer for their use.
Only the Director of Athletics may authorize Seahawk Club representatives to
solicit such participation from car dealers.
The University recognizes that courtesy cars are provided for both business
and personal use. When the vehicles are used for official University purposes,
all University rules and regulations must be followed. Each month mileage
logs are required to be turned in. (See B: 12 Courtesy Car Mileage Logs)
Internal Administration
The courtesy car program is coordinated internally by the Assistant Director
of the Seahawk Club, under the direction of the Director of Athletics. All
requests and questions regarding the courtesy car program should be directed
to this individual.
The Assistant Director of the Seahawk Club maintains records for the names
of individuals who receive courtesy cars to facilitate the reporting of taxable
value and personal/business mileage, as required by the Federal Tax Reform
Act of 1984.
106

Responsibilities of the Staff Member
It is the responsibility of the recipient of a courtesy car to:
• Ascertain and comply with the dealer's conditions for providing the
vehicle, to include use, mileage before trade-in, out-of-state travel
limitations, maintenance, plating, etc.
• Ensure that the UNCW Vehicle Insurance Memorandum is kept in
the vehicle at all times.
• Report all damages or accidents immediately to the Assistant
Director of the Seahawk Club, the dealer and the University’s Risk
Manager.
• Pay for the servicing of the vehicle at the dealership, unless
otherwise specified by the dealer.
• Maintain the vehicle in top condition at all times.
• Ensure that the vehicle is driven by the recipient only.
• Return the vehicle in good condition to the dealer at the specified
odometer reading or period of loan. Any charges for repairs should
be requested and paid for by the user.
• Ensure that student-athletes do not drive courtesy cars, as it
would be a direct violation of NCAA rules and regulations.
• Report mileage on the first of each month on the designated
Courtesy Car Program form.
• Assume liability for following University parking policies and for
any traffic or parking violations resulting from use of the vehicle.
Failure to remedy such a situation immediately may result in the
loss of courtesy car privileges.
h. Student-Athlete Financial Aid
UNCW awards financial aid to student-athletes in accordance with University
policy, as well as CAA and NCAA rules and regulations governing financial
aid. The Deputy Athletic Director and/or Assistant Athletic Director for
Compliance administers the financial aid program for the Department and
serves as the Department's liaison with the University's Financial Aid Office
in meeting the financial needs of student-athletes.
Athletically related grants-in-aid are limited to bona fide educational
expenses, such as tuition, fees, room, board and course-related books.
i. Athletic Related Medical Coverage
The Athletic Department will only pay for medical expenses for athletically
related injuries that occur as a direct result of participation in the
107

intercollegiate athletic program. Participation includes supervised
conditioning; organized practice attended by a member of the coaching staff
or a Department sponsored game, meet or match. The University does not
accept financial responsibility for injuries that occurred prior to enrolling at
UNCW. Injuries received while voluntarily playing any sport (e.g., intramural,
with friends or at home) are the financial responsibility of the individual.
j. Seahawk Club Financial Reporting
The Seahawk Club’s books and records are audited annually by an
independent certified public accounting firm, and a copy of the report is
furnished to the UNCW Chancellor and Board of Trustees. In addition to the
independent audit, The Seahawk Club’s books and records are also audited on
an annual basis by the UNCW Internal Auditor as required by applicable
NCAA rules. The Internal Auditor’s report is provided to the NCAA, the
University and is made available to the general public.
k. Opening of Bank Accounts
No school, department, or activity of the university is allowed to open a bank
account without prior written approval from the Associate Vice Chancellor for
Business Affairs-Finance.
V. ATHLETIC FACILITIES AND ATHLETIC EVENT MANAGEMENT
ATHLETICS FACILITIES
GENERAL
The Department of Athletics Facilities consists of: Boseman Field, Brooks Field, Golden
Hawk Room, UNCW Golf Facility, Hanover Hall, Harold Greene Track, UNCW
Natatorium, UNCW Soccer Complex, UNCW Tennis Complex and Trask Coliseum.
These facilities fall under the direct responsibility of the Assistant Athletic Director for
Facilities.
SCHEDULING & USE OF ATHLETICS FACILITIES BY UNCW ATHLETIC
108

TEAMS
In regards to practice, first priority in scheduling shall go to the sport in season that
occupies a particular facility as their primary competitive facility. For men and women’s
sports that share a competitive facility, there will be a fair and equitable distribution of
practice dates and times. Head coaches will meet with the Assistant Athletic Director for
Facilities at the beginning of their respective season to establish a practice schedule. The
Assistant Athletic Director for Facilities, and the Deputy Athletic Director/SWA will
review and approve the practice schedule.
In regards to competitions, first priority in scheduling shall go to the sport in season that
occupies a particular facility as their primary competitive facility. For men and women’s
sports, that share a competitive facility, there will be a fair and equitable distribution of
dates and times. However, conference mandated scheduling of competitions will take
first priority. Then, after the conference schedule is confirmed, coaches will coordinate
together to secure non-conference competition dates. Final competition schedules MUST
be reviewed and approved by the Assistant Athletic Director for Facilities, the respective
Sport Supervisor, the Associate Athletic Director for Business, the Director of
Compliance and the Deputy Athletic Director/SWA. The Director of Athletics will have
final authority to review and approve the schedule as well.
In regards to sports camps, first priority shall go to the sport that occupies a particular
facility as their primary competitive facility. Summer recruiting dates mandated by the
NCAA will dictate certain dates where multiple teams are trying to utilize multiple
facilities. All camp dates will be scheduled through the Assistant Athletic Director for
Facilities. More information on sports camps policies and procedures can be found on
the following pages.
SCHEDULING & USE OF ATHLETICS FACILITIES BY NON-ATHLETIC
TENANTS
The academic and athletic programs shall receive first priority in regards to the use of the
above listed facilities. Furthermore, the University regards these facilities as resources
available to the general University community and every effort is made to coordinate
schedules to accommodate both activities and interests of other departments, including
recreational and intramural needs.
However, when not in use by the University, athletics facilities shall be made available
on a rental basis to specific interest groups as a public service for the University.
Requests for use of any athletic facilities for any purpose shall be submitted to the
Assistant Athletic Director for Facilities for approval. All requests should be submitted
as far in advance as possible, but no less than two weeks in advance as priority use of any
109

athletic facility shall be given to the sport, or sports, in season as per policy set by the
Department of Athletics.
The Assistant Athletic Director for Facilities is also responsible for coordinating
scheduled groups in the usage of indoor and outdoor athletics facilities. Various facility
areas have different times for scheduled usage, and users are required to abide by these
times. In addition, certain facility areas, such as the Harold Greene Track and Field
Complex, have posted regulations regarding usage.
Coaches, administrators, staff members and other University personnel are not authorized
to grant permission for the use of athletics facilities. Coordination of services,
contractual requirements, facility availability and safety considerations necessitates that
scheduling be done in a central location.
The following criteria will serve to determine whether a group is given permission to use
these facilities:
1) The best general interest of the University and Department of Athletics
2) Availability of the facility on the dates and times requested
3) Demonstration of financial capability to cover all projected costs
4) Demonstration of required insurance capabilities
5) Ability to meet all facility requirements according to specific dates listed in
contract
6) Miscellaneous additional requirements set forth by the Assistant Athletic
Director for Facilities
2010 – 2011 FACILITY RENTAL RATE FEES & SERVICES *
Athletics Facility Non-University Group University/State Agency
Group
Aerobics Room (Hanover) $15 / hr $7.50 / hr
Boseman Field (Softball) $1,000 / day $500 / day
Brooks Field (Baseball) $1,000 / day $500 / day
**Golden Hawk Room $100 / day $0 / day
$30/hr M-F 8-5; $40/hr after $15/hr after hours
Golf Facility $300 / day $150 / day
#Hanover Hall $3,000 / day $600 / day
$750/day set-up/breakdown $150/day set-
110

up/breakdown
Harold Greene Track $500 / day $250 / day
Natatorium $125 / day $62.50 / day
Soccer Complex $1,000 / day $500 / day
Tennis Complex $300 / day $150 / day
#Trask Coliseum $6,000 / day $1,200 / day
$1,500/day set-up/breakdown $300/day setup/breakdown
*Rental rates are subject to change at any time.
** Contact Assistant Athletic Director for Facilities for specific rules regarding use of
this area.
# Contact Assistant Athletic Director for Facilities for additional set-up fees associated
with the use of these venues.
All groups who wish to use these athletics facilities must sign a rental contract preferably
least four (4) weeks prior to the date of the event. Rental rates are set-up for daylong
rentals, unless otherwise noted. The Assistant Athletic Director for Facilities may rent
out the facilities to groups at an hourly rate provided the event does not tie up an athletics
venue for more than three (3) hours. Please note, rental fees do NOT include fees for
other services, which include, but are not limited to: housekeeping, security, grounds
crew, event staff, licenses, damage, utilities, supplies, telephone and administrative fees.
In addition, the following miscellaneous items will be required/enforced when rening any
of the above stated facilities:
1) Deposit: an advance payment of fifty percent (50%) of the rental fee is
required with a signed contract
2) Souvenir and Novelty Sales: house commission of twenty percent (20%) of
gross souvenir and novelty sales is retained by the University of North
Carolina Wilmington Department of Athletics
3) Concessions: all concessions will be controlled by, and all proceeds from such
sales will remain with, the University of North Carolina Wilmington
Department of Athletics unless relinquished by contractual agreement to
designated entity
WORK ORDER PROCEDURES
To monitor and streamline athletics’ costs related to work performed by the Physical
111

Plant, all Athletics Department work orders will be initiated and processed through the
Department of Athletic Facilities. All maintenance, repairs and construction of/to the
athletics facilities are arranged by the Assistant Athletic Director for Facilities upon
request and are determined by the budget.
UNIVERSITY EQUIPMENT
University equipment identifies items purchased by the department through the use of
state funds and includes, but not limited to, computers, cell phones, office furniture,
training room equipment, strength & conditioning equipment, office supplies, athletic
apparel, etc. Based on the value of the equipment, some items will receive university
identification codes and these codes will be attached to the equipment. Equipment will
be inventoried as required by the university and staff is responsible for the equipment that
is in their possession. No inventory should be thrown away, destroyed, sold, or given to
another staff member.
The Assistant Athletic Director for Facilities, in consultation with the Associate Athletic
Director for Business, will maintain a list of equipment with identification codes and will
conduct an inventory of the equipment as required and requested by the university.
KEY DISTRIBUTION
Keys are issued to proper personnel for their use ONLY. The Assistant Athletic Director
for Facilities is responsible for obtaining keys from the University Locksmith on a needs
basis. NO KEYS ARE TO BE DUPLICATED.
Master keys will not be issued except by approval from the Director of Athletics.
Lost keys must be reported at once to the Assistant Athletic Director for Facilities.
University Police is required to complete a report on all lost keys, as it must be
determined if a breach of security has occurred.
In addition, keys are not to be loaned. Coaches and staff are not to loan their keys to
persons outside the staff or to students, including athletes. This is for the protection of
the individual as well as the Department of Athletics. All keys are to be returned when
service with the University is discontinued to the Assistant Athletic Director for
Facilities. Keys must be signed for when issued and returned.
SUMMER SPORTS CAMPS
112

GENERAL
All UNCW and coaches’ privately-owned sports camps must be conducted according to
University, CAA and NCAA policies and regulations. Any staff member of the
Department of Athletics who requests to hold a sports camp on the UNCW campus must
adhere to the guidelines set forth by UNCW and the Department of Athletics.
All camp documentation must be submitted to the Assistant Athletic Director for
Facilities by deadline date set forth for each item. A delay in the submission of required
documents may result in additional fees.
Any questions regarding UNCW and coaches’ privately-owned summer sports camps
should be directed to the Assistant Athletic Director for Facilities.
GUIDELINES
The following guidelines have been established for summer sports camps at UNCW:
1) All UNCW and privately-owned summer camps must be approved by the
Compliance Office.
2) Submit Camp Dates and Facility Usage
An official submission for camp dates and facility usage, including first,
second and third choice of a facility, must be submitted by the designated
camp director holding the sport camp to the Assistant Athletic Director for
Facilities at least nine (9) months prior to the first camp session.
3) Camp Insurance Policy
Camp directors are responsible for obtaining an insurance policy, at its
own expense, and providing a copy of that policy to the Assistant Athletic
Director for Facilities. A minimum required amount of insurance from a
reputable casualty insurance company must include $1,000,000 for bodily
injury, $1,000,000 for property damage or a combined single limit of
$2,000,000. A copy of the insurance policy must be provided to the
Assistant Athletic Director for Facilities at least thirty (30) days prior to
the start of the first camp session.
4) Contractual Agreement
113

Camp directors must provide two (2) signed copies of the contract
agreement to the Assistant Athletic Director for Facilities at least thirty
(30) days prior to the start of camp. Failure to adhere to the deadline may
result in additional fees.
* Subject to change with extended competitive seasons.
5) Camp Set-Up Needs / Diagrams
The camp director is responsible for notifying the Assistant Athletic
Director for Facilities of camp needs, including: equipment to be used,
request for meeting space, locker rooms and facilities layout at least thirty
(30) days prior to the start of the first camp. In addition, staff members
must notify the Assistant Athletic Director for Facilities of
diagrams/layouts of camp needs in order for arrangements to be made,
including if there is a need to utilize the student recreational center, courts
or fields.
If a sports camp wishes to use the UNCW Natatorium, a request form for
use of the pool must be submitted to the Assistant Athletic Director for
Facilities at least sixty (60) days prior to the first camp.
This information must also be submitted to the Indoor and/or Outdoor
Facilities Assistants, as applicable, at least thirty (30) days prior to the
start of the first camp.
6) Daily Camp Schedule / Hours of Operation
Camp directors must submit to the Assistant Athletics Director for
Facilities a daily camp schedule of events and activities, including camp
hours of operation, at least ten (10) days prior to the start of camp.
Scheduled hours of operation should exclude mealtimes.
Should there be any changes in the daily hours of operation they must be
submitted to the Assistant Athletic Director for Facilities no later than five
(5) days after the conclusion of the last camp session.
7) Payment
Camp directors may submit payment within five (5) business days
following the conclusion of each camp session. Late payment may result
in additional fees.
114

EXAMPLE OF SPORTS CAMP TIMELINE (JUNE 18, 2010 – FIRST DAY OF
CAMP)
Nine (9) months out from first day of camp
9/18/09 – Submit request for camp dates and facility usage
Eight (8) months out from first day of camp
10/18/09 – Signed contractual agreement to Assistant Athletic Director for
Facilities
Six (6) months out from first day of camp
12/18/09 – Submit request for use of non-athletic facilities
Sixty (60) days out from first day of camp
3/18/10 – Submit camp insurance policy to Assistant Athletic Director for
Facilities; submit request for use of the UNCW Natatorium (dates and times)
Thirty (30) days out from first day of camp
5/18/10 – Submit request for use of other athletic facilities (Golden Hawk Room,
etc.)
Twenty-one (21) days out from first day of camp
5/29/10 – Camp set-up needs, diagrams to Assistant Athletic Director for
Facilities; camp set-up needs, diagrams to Indoor and/or Outdoor Facility
Assistants, as applicable. Ten (10) days out from the first day of camp
6/8/10 – Daily camp schedule and hours of operation submitted to the Assistant
Athletics Director for Facilities
Five (5) days after the conclusion of the last camp session
6/27/10 – Submit payment, including facility use fee and miscellaneous facility
operational expenses. Include a list of all camper names. The total amount paid
for facility use fee should be the number of campers multiplied by $4.00 per
camper (payment = number of campers x $4.00)
CHECKLIST OF REQUIRED DOCUMENTATION
Date Submitted
Item
_____________
Submission of Camp Dates
_______________ 1 st Choice
115

_______________ 2 nd Choice
_______________ 3 rd Choice
______________
Facility Requested
_______________ 1 st Choice
_______________ 2 nd Choice
_______________ 3 rd Choice
______________
Camp Insurance Policy
______________
Signed Contract Agreement
______________
Camp Set-Up Needs Submitted to Assistant
Athletics Director for Facilities
______________
Camp Set-Up Needs Submitted to Greg Cooke
and/or Jason Goodmurphy
______________
Daily Camp Schedule / Hours of Operation
______________
Payment Submitted
116

Please keep a copy of this checklist for your records and submit the completed form with
payment to the Assistant Athletic Director for Facilities.
ATHLETIC EVENT MANAGEMENT
GENERAL
UNCW Athletic Event Management is responsible for the pre-season and in-season
coordination of all home athletic contests, including: facility operations, staffing levels,
security, event billing, concessions, housekeeping, first aid, parking, and all other gameday
support operations.
CONCESSIONS
ARAMark has sole authority to supply concessions during home athletic events, as well
as any other event held in the athletics facilities. However, they must coordinate these
activities with the Athletic Event/Game Manager prior to the season/event/contest.
Outside groups, including individual athletic teams within the Department of Athletics,
may not sublet or operate their own food concessions during games without the prior
approval of both the Athletic Event/Game Manager and ARAMark representative.
ARAMark has the first right of refusal when it comes to any event held in one of the
athletic facilities, and if they so choose to refuse service then and only then can a group
sublet or choose to operate their own food concessions during their event.
CREDENTIALS
UNCW Athletic Event Management, in conjunction with Media Relations, coordinates,
produce sand distributes all season and game-day credentials. Season credentials are
available to support staff prior to the start of the season, while game-day credentials are
available at the sport’s respective pass gate on game-day. Event access is by valid
credential, game ticket or pass gate list ONLY.
Athletic Event Management works with Media Relations staff to design and develop the
necessary credentials. Athletic Event Management gathers the expected credential
numbers given to them by other departments and orders the necessary credentials for the
upcoming season. Athletic Event Management is responsible for numbering and
distributing the credentials to the necessary support staff, while Media Relations is
117

esponsible for distributing the credentials to the proper media outlets. Athletic Event
Management is responsible for distributing additional credentials when necessary.
EVENT CONTROL
The Athletic Event/Game Manager is the sole person in charge of home athletic events on
game-day, and thus retains sole authority regarding all decision-making as well as the
control and possible removal of any and all individuals. In addition, the Athletic
Event/Game Manager is responsible for the scheduling of all support staff on game-days,
including: public address announcers, scoreboard operators, ball boys/girls, security, first
aid, etc. Finally, to ensure only proper personnel have access to certain restricted areas
ALL media, trainers, support staff and administrators are required to wear their
credentials at all times. Only credentialed personnel should have access to the press area
while only individuals with an ALL ACCESS credential should have access to the locker
room area.
FIRST AID
Athletic Event Management will be responsible for the scheduling of EMS for all home
athletic events. On game-days, the Athletic Event/Game Manager is responsible for
coordinating a brief meeting with EMS and an athletic trainer. If EMS does not attend
the home athletic event, or if the event is cancelled/postponed, it is the Athletic
Event/Game Manager’s duty to call the on-duty Battalion Chief and alert him/her of this
situation. The EMS assigned is responsible for any injuries occurring to a general patron
as well as assisting the athletic trainer should an injury occur during competition or at the
competition site.
HOUSEKEEPING
Housekeepers are assigned to athletic events by the University’s Housekeeping
department and are paid out of the Department of Athletics’ operating budget. Prior to
the beginning of the fall and winter sport seasons, the Athletic Event Management
department sends an updated schedule to the Housekeeping department to ensure all
home dates and times are covered. Housekeepers are responsible for thoroughly cleaning
the facilities following games and for maintaining clean restrooms prior to, during and
after all events.
OFFICIALS
Officials for UNCW home athletic events are assigned by the assigning agency of that
118

particular sport, and all assignments are communicated in advance. Prior to game-day, it
is the Athletic Event/Game Manager’s responsibility to send the game officials
information pertaining to the game(s) they are assigned to work, including a campus map
and parking pass (if necessary). In addition, it is the Athletic Event/Game Manager’s
duty to ensure all the proper paperwork is taken care of prior to the game to ensure the
officials are paid in a timely manner.
On game-day, it is the Athletic Event/Game Manager’s responsibility to greet the
officials as they enter the arena and escort them to their locker room. In addition, the
game officials should be granted the following standards (if deemed necessary): special
parking near the arena, private and secure dressing and shower facilities located to
minimize any contact with players and coaches, a copy of the game film following the
game, at least six towels and soap to shower with, a minimum of six iced drinks, postgame
snack and a security escort on and off the court as well as to their cars after the
game, if necessary.
PARKING
The Athletic Event/Game Manager, in conjunction with Parking Services, is responsible
for all parking programs and procedures for home athletic events, but the final authority
for all parking matters at UNCW rests with the Campus Police. The Athletic
Event/Game Manager, Parking Services and Campus Police make all arrangements for
home game parking prior to an event, based upon the particular needs and requirements
of that particular event. Arrangements should include consideration of personnel needs,
donor parking, visiting team parking and television truck parking.
SECURITY
According to University policy, UNCW’s Chief of Police is responsible for public safety
on campus. This includes a responsibility for ensuring there is adequate security at each
home athletic contest, as necessary. To ensure adequate security at athletic events, both
the Athletic Event/Game Manager and the Chief of Police should meet prior to the sport
(basketball) season to coordinate a specific security strategy for each contest. The final
authority in determining the number of officers present on game-day should come from
the Athletic Event/Game Manager.
In addition to campus police, event staff may also be required to work home athletic
contests to ensure adequate security at a particular event. When necessary, it is the
responsibility of the Athletic Event/Game Manager to work with the event staff agency to
determine adequate staffing levels as well as to assign them to a particular position. Prior
to the season beginning, a staff meeting/training session should take place between the
two parties outlining the expectations and duties expected of the staff throughout the
119

season. Then, prior to each home contest, a pre-game meeting, headed by the Athletic
Event/Game Manager, should also take place informing the event staff of any additional
information regarding the event.
Payment of security personnel for all home athletic contests is funded by the Department
of Athletics’ operating budget.
STAFF SCHEDULES
Prior to each sport season beginning, the Athletic Event/Game Manager sends an updated
schedule to all support staff interested in working that particular sport(s). When all
completed forms have been returned, the Athletic Event/Game Manager schedules
appropriate event staff for the respective sport. This process ensures that all staff are
scheduled on a full-season basis, rather than on a game-by-game basis.
VISITING TEAM / VISITING TEAM LOCKER ROOMS
It is the responsibility of the Athletic Event/Game Manager to contact the visiting team(s)
prior to each scheduled home contest. When contacting the visiting team, the Athletic
Event/Game Manager sends the Visiting Team Manual, a follow-up information sheet, a
practice time request form (if necessary) and request an anticipated arrival time. When
visiting teams arrive on game-day, the Athletic Event/Game Manager greets them and
either escorts them to their locker room or straight to the field. In addition, the Athletic
Event/Game Manager provides the team with any information regarding the event/facility
as well as answers any questions.
The Athletic Event/Game Manager is responsible for assigning each team a secure locker
room space (depending on availability), making sure the locker room is set-up properly
and supplying sufficient towels and soap. The Athletic Event/Game Manager identifies
the locker room with proper signage, if necessary.
VI. SPORTS INFORMATION POLICIES
RELEASE OF INFORMATION
120

Information pertaining to the Department of Athletics must be released through the
Sports Information Office. No administrator, coach or student-athlete should provide
information to the news media without first consulting sports information personnel.
Team schedules will be released through the Sports Information Office following
approval by the Associate Athletic Director for Business, Sport Supervisor, Assistnat
Athletic Director for Compliance and the Deputy Athletic Director. Tentative schedules
will not be announced and only those approved will be released.
A UNCW composite schedule will be compiled for placement on the department’s web
site at www.uncwsports.com. Changes in dates and times shall be made in writing to the
respective Sport Supervisor and the following individuals will be included in the
requested dates/times if the change involves a home competition: Assistant Athletic
Director for Facilities, Assistant Athletic Director for Seahawk Sports Marketing,
Athletic Trainer, Sports Information Director and the Director of Athletics.
PUBLICITY
Sports Information Office representatives will make all contact with the news media
regarding events. Coaches and student-athletes should not contact the news media
directly concerning publicity for their events. Sports Information Office members will
contact the news media on a regular basis to publicize athletic contests and events. This
is accomplished through the department’s web site, mailings, faxes, fax-on-demand and
personal contact.
Advance publicity for special events requires as much notice as possible.
EVENT COVERAGE/REPORTING
Sports Information Office members compile results from each event and reports them to
the news media immediately following competition.
The Sports Information Office staffs all home events and selected away contests. When
away events are not staffed, sports information officials will make arrangements to obtain
final results and report those to the news media. Results are always reported, regardless
of the outcome.
PUBLICATIONS
121

Media guides, game programs and game notes are published by the Sports Information
Office to publicize the department’s athletic teams.
Printing needs are prioritized, with budget requirements taken into consideration. All
printed materials are designed, written and edited by Sports Information Office members
and should be ready prior to the start of the season. Programs for home events are written
and printed by the Sports Information Office. Formats for the programs are determined
by the budget
.
QUESTIONNAIRES
Every student-athlete must complete a general questionnaire for the Sports Information
Office. This information is used to generate copy for media guides and other
publications, and is placed in the student-athlete’s permanent file.
MEDIA CREDENTIALS
Media credentials for athletic events are provided through the Sports Information Office.
Credentials are issued on a priority basis and are non-transferable.
PHOTOGRAPHY
The Sports Information Office is responsible for the department’s photography needs.
Portraits are taken of all administrators, coaches and student-athletes for inclusion in the
office’s archival files.
WEB SITE
The department’s site on the World Wide Web, www.uncwsports.com, is designed and
maintained by the Sports Information Office. Questions pertaining to the site should be
directed to the Sports Information Director.
STATISTICS/RECORDS
The Sports Information Office provides up-to-date and accurate statistical information on
all athletic department teams. Archives are also kept in the office, with team and
122

individual records for each sport on file.
GAME DAY OPERATIONS
For men’s basketball, women’s basketball and baseball the Sports Information Office
conducts full press operations, including the supervision of press row during basketball
games and the press box in baseball.
Basketball Operations
Baseball Operations
1. Press Room 1. Press Box
2. Official Scorer 2. Official Scorer
3. Public Address Announcer 3. Radio Coverage
4. Radio Coverage 4. Game Programs
5. Television Coverage 5. Statistics
6. Game Programs 6. Public Address Announcer
7. Statistics 7. Scoreboard Operator
8. Press Hospitality Room
9. Post-Game Reports
VII. SUMMER SPORTS CAMP PROGRAMS AT UNCW
Sport camps are encouraged by the Department of Athletics to help recruit future students
to the University of North Carolina Wilmington, and to help young people in their
particular sport by sharing the knowledge and experience of UNCW athletic personnel.
All summer camps held on the campus of UNCW are the responsibility of the respective
Head Coach and are independently owned by the said coach as stated in a contract or
Letter of Appointment as agreed upon by the Head Coach and the University. NCAA
and UNCW rules and regulations both apply to conducting a camp/clinic by the Head
Coach.
123

It is essential that the Camp Director schedule the time frame for each camp with the
Assistant Director for Facilities and that camp brochures be approved by the Assistant
Athletic Director for Compliance, Assistant Athletic Director for Facilities, Senior
Associate Athletic Director for Communications, Associate Athletic Director for
Business and the Deputy Athletic Director before camps begin. All arrangements with
Housing and Food Services are the responsibility of the Camp Director, as well as,
payments for these services.
To Be Completed Prior to the Opening Session of Camps/Clinic:
1. Complete the Sports Camp Packet with the Assistant Athletic Director for
Compliance for pre-approval.
2. Submit draft of brochure to the Assistant Athletic Director for Compliance, Senior
Associate Athletic Director for Communications, Associate Athletic Director for
Business, Assistant Athletic Director for Facilities and the Deputy Athletic
Direction for approval prior to printing and distribution.
3. Submit copy of final brochure to the Assistant Athletic Director for Compliance
and others listed above for approval.
4. Sign UNCW Facilities contract with the Assistant Athletic Director for Facilities
for usage of state facilities.
5. Provide the Assistant Director of Athletics for Facilities with proof of accidental
injury insurance.
To be Completed Subsequent to the Completion of Camps/Clinic:
1. After completion of each camp, the Camp Director is required to furnish the
Assistant Athletic Director for Facilities with a detailed list of all campers and the
amount of fee paid to determine the amount owed to UNCW for Facilities rental.
2. A final, completed Sports Camp Packet is provided to the Assistant Athletic
Director for Compliance.
3. A list of all student-athletes who have worked the camp including name, days
worked, responsibility, and compensation.
4. A list of all non-university employees who have worked the camp including
name, affiliation, days worked, responsibilities, and compensation.
5. A list of price and source of camper/employee awards.
VIII. SPORTS MEDICINE PROGRAM
124

TABLE OF CONTENTS
SECTION I-ORGANIZATION/ADMINISTRATION
Mission Statement 1
Athletic Training Philosophy 2
Guiding Principles and Values 3
Organizational Chart 4
Job Descriptions 5
Licensure and Regulation of Athletic Training 13
Staff Coverage Plan 21
Performance Evaluations and Professional Development Goals 22
Hours of Operation 23
Summer Coverage Hours 24
Summer Camp Coverage 25
Dress Code 27
Professional Appearance of the Department 30
Team Physician Services 32
Team Physician Availability to Athletic Staff 33
Physician Clinic Policy 34
SECTION II-STAFF TRAINING AND DEVELOPMENT
CPR/AED Training Policy 36
Exposure Control Plan/Blood Borne Pathogen Training 37
Clinical Education Experiences 52
SECTION III-DEPARTMENTAL COMMUNICATION
125

Student-Athlete’s Rights and Responsibilities 55
Communication with the Director of Athletic Training 57
Staff/Department Communication Policy 58
Sharing of Student-Athlete Medical Information and
Communication with the Media Policy 60
Coaches Responsibility Policy 61
Injury Reports for Coaches and Strength/Conditioning Staff Policy 63
SECTION IV-MEDICAL ELIGIBILITY
Preseason Pre-participation Screening Policy 65
Team Tryout and Walk-on Policy 67
Summer Workouts Policy 69
Medical Recruitment History Policy 70
Exit Physical Assessment Policy 71
SECTION V-INSURANCE PROCEDURES AND MEDICAL COVERAGE
Insurance Procedures and Medical Expenses Policy 73
Steps for Processing Medical Bills 74
Student-Athlete Referral Policy 75
Second Opinion Policy 78
Surgical Procedures and Treatment Policy 79
SECTION VI-MEDICAL RECORDS AND DOCUMENTATION
Confidentiality of Medical Records/HIPPA Compliance 81
Medical Documentation Policy 87
NCAA Medical Hardships and Disqualification Policy 88
SECTION VII-MEDICAL AND CLINICAL POLICIES
Automated External Defibrillator (AED) Policy 91
126

Asthma and Metered Dose Inhaler (MDI) Policy 93
Concussion Management Policy 100
Diabetic Athlete Policy 105
Epi-pen Policy 108
Hydration and Fluid Replacement Policy 112
Intravenous (IV) Fluid Replacement Policy 115
MRSA/Skin Infection Policy 117
Pregnancy in the Student-Athlete 121
Prescription Drugs and Over the Counter (OTC) Medication Policy 122
Sudden Cardiac Arrest (SCA) Policy 128
Sickle Cell Policy 130
Influenza-like Illness Policy 134
SECTION VIII-AUXILIARY SERVICES AND POLICIES
Catastrophic Incident Management Plan 136
Dental Expenses Policy 142
Drug Screening and Education Program 143
Event Safety and Game Operations Policy 144
Handicap Parking Pass Policy 146
Sexual Harassment Policy 147
Lightening and Severe Weather Safety Policy 148
Mouth Guards and Dental Emergency Policy 152
Nutritional Services Policy 155
SECTION IX-TRANSPORTATION POLICIES
University Vehicle Use Policy 157
Transportation of Student-Athletes Policy 158
SECTION X-EMERGENCY ACTION PLAN
Emergency Action Plan (EAP) Policy 160
127

APPENDICES
1. Staff Coverage Chart 166
2. Performance Evaluation Surveys 168
3. Preseason Pre-Participation Forms 174
4. Medical Recruitment History Form 185
5. Drug Screening and Education Program 187
6. Sickle Cell Screening Consent Form 201
7. UNCW Department of Athletic Training Emergency Action Plans 203
SECTION 1
ORGANIZATION/ADMINISTRATION
Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
Training and their staff. The Athletic Training Department also collaborates closely with
the Deputy Director of Athletics in order to address any concerns regarding policies and
procedures for the Athletic Training Department. Throughout the year, the Athletic
Training Department exercises a policy of open communication with coaches and athletes
in order to promote a healthy and safe environment for student-athletes.
Department of Sports Medicine
Mission Statement
The University of North Carolina Wilmington Department of Sports Medicine aspires to
be a leader in providing quality healthcare services to all student-athletes. A team of
multi-skilled professionals, utilizing current research, educational knowledge, and stateof-the-art
equipment and technology, strives to provide a comprehensive and progressive
approach to assuring the holistic well being of each student-athlete.
128

The Athletic Training Staff of UNCW is committed to treating each individual with
respect, and believes that each individual has a right to professional, comprehensive, and
humane care which protects his/her dignity, privacy, shows respect for his/her lifestyle
and allows the patient to make informed participative choices in their health care.
Department of Athletic Training Philosophy
The main premise of the UNCW Athletic Training Department is that we care. This may
be a simple idea, but we truly care about our profession and the student-athletes. It is the
philosophy of the Athletic Training staff that all student-athletes will be treated fairly and
ethically regardless of sport, age, gender, race, color or religion. In addition, the Athletic
Training staff will provide the best possible medical care within the confines of the
resources that are available. Respect will be given to all, and the same will be expected
in return.
Our primary goal is to always put the health and welfare of the athlete first. The Athletic
Training staff will return all injured and ill athletes to participation as soon as the athlete
is medically fit to participate without causing further harm.
129

Department of Athletic Training
Guiding Principles and Values
Student-athlete focused—we are here to serve the needs of the student-athlete
and be their advocates.
Quality focused—we strive to “set the standard” and provide exceptional service
and quality care to the student-athletes of the University of North Carolina
Wilmington.
Professionalism—our conduct and behavior should be that befitting a licensed
health care professional.
Equality—we treat ALL student-athletes fairly and equitably.
Ethical—we conduct ourselves with honesty and integrity.
Positive Attitude—we make every effort to create a positive environment for the
student-athletes.
Empathetic—we are sensitive to the needs / demands of the student-athlete and
their individual response to an injury.
Reliable and accountable—we recognize the importance of being available and
accountable for our actions as a means of developing trust within the Athletic
Training Department.
Diversity—we respect the differences in people and value the differences within
our department
Proactive and Innovative—we continually look for new and creative ways to
serve the needs of the student-athlete.
Confidentiality--- we respect the privacy and confidentiality of all student athletes
as it pertains to physical and emotional health matters.
130

Sports Medicine Department Organizational Chart
Athletic Director
Deputy Director of
Athl ti
Counseling
Liaison
Director of Athletic
SHC
Team
Physic
i
As
so
As
st
Extend
ed
provid
Athletic Training Students
(ATS)
131

Job Descriptions
The Department of Athletic Training has formalized job descriptions for the
following positions:
1. Director of Athletic Training Services
2. Associate Athletic Trainer
3. Assistant Athletic Trainer
4. Insurance Coordinator/Administrative Assistant
Job Description – Director of Athletic Training Services
Minimum Qualifications:
Master’s degree from a regionally accredited institution
NATABOC certification
Eligible/Possession of North Carolina Athletic Training State Regulation
CPR and AED Certified
Preferred Qualifications:
Master’s degree from a regionally accredited institution
NATABOC certification
Eligible/possession of North Carolina Athletic Training State Regulation
CPR and First AED Certified
Five (5) years of experience as a certified athletic trainer
Involvement in state, district and/or national athletic training organizations
Involvement/experience in the organization and administration of the Athletic Training
Departments and programs
Organizational Responsibility:
The Director of Athletic Training Services reports directly to the Deputy Director of
Athletics with respect to athletic health care related issues
Job Responsibilities:
Coordinate athletic training services
132

Develop and oversee a team of medical providers for student-athletes
Provide medical services to student athletes and athletic teams
Assist with the prevention and recognition of injuries to the student-athletes
Assist with providing a safe, legal and ethical working environment
Direct the management and rehabilitation of injuries to the student-athletes
Coordinate the organization and administration of all athletic training services
Educate coaches and student-athletes regarding the philosophy of the athletic training
services provided
Assist with the arrangement, organization, delivering and documentation of preparticipation
physical examinations
Assist with the acquisition and maintenance of student-athlete insurance records
Assist in the provision of coverage of athletic team practices and events
Providing relevant communication regarding a student-athlete’s medical condition to
appropriate sources in a timely manner
Maintain medical records on all student-athletes in a timely, efficient and confidential
manner
Supervise assistant athletic trainers, associate athletic trainers, athletic training
undergraduate students
Perform annual performance evaluations of all staff members
Assist with and actively contribute to the maintenance of a clean, sterile and safe working
environment
Adhere to all department and university policy and procedure
Collaborate with athletic training education clinical coordinator
Undergo yearly performance evaluation
Skills Required:
Exhibit a student/customer first orientation in providing exceptional service in all
responsibilities and interactions demonstrating versatility in handling people and
situations
Adapt willingly and quickly to changing priorities, responsibilities, and student’s needs
and expectations; anticipate and identify student’s needs
Recognition of administrative policy and procedure
Demonstrate a high energy. Enthusiastic approach to duties
Communicate, collaborate, and cooperate well with others to achieve common
department and university goals
133

Demonstrate comfort with and willingness to travel as necessary
Demonstrate ability to work evening and weekend hours
Develop and nurture an effective, productive and respectful rapport and working
relationship with students, coaches, faculty, co-workers and various university and
community constituents maintaining appropriate level of professionalism
Demonstrate strong interpersonal, public speaking, and organizational skills, a sense of
humor, flexibility and creativity
Demonstrate strong written, telephone and electronic communication skills
Communicate information clearly and concisely
Possess aptitude for technological development and its implications
Possess understanding, respect, and legal awareness for confidentiality issues
Ability to walk, stand and carry objects of moderate weight
Accommodate to frequent exposure to adverse environmental conditions (cold, rain,
snow, etc…)
Possess the ability to utilize physical senses to include vision, touch, smell, and hear
Ability to communicate both verbal and written in a language understandable to studentathletes,
coaches, and co-workers
Job Description- Associate Athletic Trainer
Minimum Qualifications:
Master’s degree from a regionally accredited institution
NATABOC certification
Eligible/Possession of North Carolina Athletic Training State Regulation
CPR and AED certified
Five (5) years experience as a certified athletic trainer
Five (5) years experience as an Approved Clinical Instructor
Demonstration of consistent excellent performance evaluations
Demonstrated equivalency of above requirements at previous institutions
Preferred Qualifications:
Master’s degree from a regionally accredited institution
NATABOC certification
134

Eligible/Possession of North Carolina Athletic Training State Regulation
CPR and AED certified
Five (5) years experience as a certified athletic trainer at this institution
Five (5) years experience as an Approved Clinical Instructor at this institution
Demonstration of consistent excellent performance evaluations
Demonstrated equivalency of above requirements at previous institutions
Involvement in campus organizations and/or involvement in state, district, and national
athletic training organizations
Job Responsibilities:
Provide medical services to student athletes and athletic teams as assigned.
Provide all services under the direction of the Director of Athletic Training and the
medical doctors.
Assist with the prevention and recognition of injuries to student athletes.
Assist with providing a safe, legal, and ethical working environment.
Assist with the management and rehabilitation of injuries to the student athletes adhering
to departmental established protocols.
Assist with the educating of coaches and student athletes regarding the philosophy of the
Department of Athletic Training.
Assist with the arrangement, organization, delivering and documentation of preparticipation
screenings.
Assist in the provision of coverage of athletic team practices and events.
Providing relevant communication regarding a student athlete’s medical condition to
appropriate sources in a timely manner.
Maintain medical records on all student athletes in a timely, efficient and confidential
manner.
Contribute to a team effort by welcoming new and different work requirements and
explore new opportunities to enhance the services of the department.
Assist with and actively contribute to the maintenance of a clean, sterile, and safe
working environment.
Adhere to all department and university policy and procedure.
Perform other duties incidental to the work described herein.
Coordinate with the student athlete, Director of Athletic Training, and appropriate
personnel when needed to utilize support services for the benefit of the student athlete
according to policy and privacy procedures.
135

Undergo yearly performance evaluation.
Skills Required:
Exhibit a student/customer first orientation in providing exceptional service in all
responsibilities and interactions demonstrating versatility in handling people and
situations
Adapt willingly and quickly to changing priorities, responsibilities, and student’s needs
and expectations; anticipate and identify student’s needs
Recognition of administrative policy and procedure
Demonstrate a high energy. Enthusiastic approach to duties
Communicate, collaborate, and cooperate well with others to achieve common
department and university goals
Demonstrate comfort with and willingness to travel as necessary
Demonstrate ability to work evening and weekend hours
Develop and nurture an effective, productive and respectful rapport and working
relationship with students, coaches, faculty, co-workers and various university
and community constituents maintaining appropriate level of professionalism
Demonstrate strong interpersonal, public speaking, and organizational skills, a
sense of humor, flexibility and creativity
Demonstrate strong written, telephone and electronic communication skills
Communicate information clearly and concisely
Possess aptitude for technological development and its implications
Possess understanding, respect, and legal awareness for confidentiality issues
Ability to walk, stand and carry objects of moderate weight
Accommodate to frequent exposure to adverse environmental conditions (cold,
rain, snow, etc…)
Possess the ability to utilize physical senses to include vision, touch, smell, and
hear
Ability to communicate both verbal and written in a language understandable to
student-athletes, coaches, and co-workers
Job Description – Assistant Athletic Trainer
Minimum Qualifications:
136

Bachelors degree from a regionally accredited institution
NATABOC certification
Eligible for North Carolina Athletic Training State Regulation (must possess at
time of appointment)
CPR and AED Certified
Preferred Qualifications:
Master’s degree from a regionally accredited institution
NATABOC certification
Eligible for North Carolina Athletic Training State Regulation (must possess at
time of appointment)
CPR and AED Certified
Experience as an Approved Clinical Instructor
Three (3) years of experience as a certified athletic trainer
Job Responsibilities:
Provide medical services to student athletes and athletic teams as assigned
Provide all services under the direction of the Director of Athletic Training
Services and the medical doctors
Assist with the prevention and recognition of injuries to the student-athletes
Assist with providing a safe, legal and ethical working environment
Assist with the management and rehabilitation of injuries to the student-athletes
adhering to departmental established protocols
Assist with the organization and administration of all sports medicine services
Support the mission statements, goals, and philosophy of the Department of
Athletic Training and athletic department, as well as all university policy and
procedures
Assist with the organization, delivery and documentation of pre-participation
physical examinations
Assist with the acquisition and maintenance of student-athlete insurance records
Assist in the provision of coverage of athletic team practices and events
Providing relevant communication regarding a student-athlete’s medical condition
to appropriate sources in a timely manner
Maintain medical records on all student-athletes in a timely, efficient and
confidential manner
137

Contribute to a team effort by welcoming new and different work requirements
and explore new opportunities to enhance the services of the department
Assist with and actively contribute to the maintenance of a clean, sterile and safe
working environment
Adhere to all department and university policy and procedure
Perform other related duties incidental to the work described herein
Coordinate with the student-athlete, Director of Athletic Training Services, and
appropriate personnel when needed to utilize support services for the benefit of
the student athlete according to policy and privacy procedures
Undergo yearly performance evaluation
Skills Required:
Exhibit a student/customer first orientation in providing exceptional service in all
responsibilities and interactions demonstrating versatility in handling people and
situations
Adapt willingly and quickly to changing priorities, responsibilities, and student’s
needs and expectations; anticipate and identify student’s needs
Recognition of administrative policy and procedure
Demonstrate a high energy. Enthusiastic approach to duties
Communicate, collaborate, and cooperate well with others to achieve common
department and university goals
Demonstrate comfort with and willingness to travel as necessary
Demonstrate ability to work evening and weekend hours
Develop and nurture an effective, productive and respectful rapport and working
relationship with students, coaches, faculty, co-workers and various university
and community constituents maintaining appropriate level of professionalism
Communicate information clearly and concisely
Possess aptitude for technological development and its implications
Possess understanding, respect, and legal awareness for confidentiality issues
Ability to walk, stand and carry objects of moderate weight
Accommodate to frequent exposure to adverse environmental conditions (cold,
rain, snow, etc…)
Possess the ability to utilize physical senses to include vision, touch, smell, and
hearing
138

Ability to communicate both verbal and written (including electronically) in a
language understandable to student-athletes, coaches, and co-workers
Job Description – Administrative Assistant/Insurance Coordinator
Minimal Qualifications:
Possess a high school diploma
Possess experience with health care insurance billing and filing of claims
Posses experience with computer software programs
Exhibit excellent interpersonal skills
Preferred Qualifications:
Possess a high diploma and a degree and/or certification in an area related to
health insurance claims, filing, or coordination
Possess two years of experience working with health insurance directly in a
medical office, insurance company, or similar facility
Possess experience working with electronic medical insurance billing, MS Word,
Excel, and other software based programs
Exhibit excellent interpersonal skills, including the ability to interact with a sports
medicine staff, student athletes, parents, medical providers, and insurance officers
Maintain flexible hours as determined by needs of the department
Be able to work in a highly confidential and sensitive area
Responsibilities:
Report to the Director of Athletic Training
Organize and maintain both health & insurance records of all student athletes
Create athletic insurance educational information for student athletes, parents,
coaches and administrators
Establish contacts with, and meet insurance procurers within the UNCW
Sports Medicine provider network. Present insurance procurers with all
student athlete insurance information
Assist with coordination of student athlete medical referrals
Obtain pre-authorizations for medical referrals of athletic related injuries
139

Compile and remit insurance claims, explanation of benefits, and itemized
bills resulting from athletic related injuries to insurance agents
Audit the status of the athletic related medical bills
Provide the athletic department budget director with appropriate bills to be
paid
Communicate with student athletes, parents, coaches, the sports medicine
staff, and administrators as it pertains to student athlete records
Become familiar with policies related to HIPAA
Maintain a record keeping system of expenses associated with health care
insurance operators
Maintain a record keeping system for all referrals
Assist the Director of Athletic Training, Team Physician, and other
appropriate sports medicine personnel with items related to documentation,
filing, mailing, follow-up of all student athlete health care and insurance
related needs
Licensure and Regulation of Athletic Training within the State of North Carolina
PURPOSE: The profession of athletic training is regulated by the State of North
Carolina by way of state required licensure. All certified athletic trainers at UNCW are
required to possess North Carolina State licensure. Any act deemed illegal by North
Carolina State law will not be tolerated. Any person performing such illegal acts will be
immediately removed from the clinical setting and will no longer be allowed to
participate in the delivery of care and clinical education within the Department of
Athletic Training at The University of North Carolina Wilmington. Athletic trainers
performing in such a manner do so at the risk of having their positions revoked or
suspended. Staff athletic trainers should become familiar with the State of North Carolina
Practice Act:
AN ACT TO LICENSE ATHLETIC TRAINERS
Section 1. Chapter 90 of the General Statutes is amended by adding a new
Article to read:
§ 90-522. Title: purpose.
(a) This Article may be cited as the 'Athletic Trainers Licensing Act'.
(b) The practice of athletic trainer services affects the public health, safety, and
welfare. Licensure of the practice of athletic trainer services is necessary to ensure
minimum standards of competency and to provide the public with safe athletic trainer
140

services. It is the purpose of this Article to provide for the regulation of persons offering
athletic trainer services.
§ 90-523. Definitions.
The following definitions apply in this Article:
(1) Athletic trainer. – A person who, under a written protocol with a
physician licensed under Article 1 of Chapter 90 of the General
Statutes and filed with the North Carolina Medical Board, carries out
the practice of care, prevention, and rehabilitation of injuries incurred
by athletes, and who, in carrying out these functions, may use physical
modalities, including heat, light, sound, cold, electricity, or mechanical
devices related to rehabilitation and treatment. A committee
composed of two members of the North Carolina Medical Board and
two members of the North Carolina Board of Athletic Trainer
Examiners shall jointly define by rule the content, format, and
minimum requirements for the written protocol required by this
subdivision. The members shall be selected by their respective boards.
The decision of this committee shall be binding on both Boards unless
changed by mutual agreement of both Boards.
(2) Board. – The North Carolina Board of Athletic Trainer Examiners as
created by G.S. 90-524.
(3) License. – A certificate that evidences approval by the Board that a
person has successfully completed the requirements set forth in G.S.
90-528 entitling the person to perform the functions and duties of an
athletic trainer.
(4) Athletes.–Members of sports teams, including professional, amateur,
and school teams; or participants in sports or recreational activities,
including training and practice activities, that require strength, agility,
flexibility, range of motion, speed, or stamina.
§ 90-524. Board of Examiners created.
(a) The North Carolina Board of Athletic Trainer Examiners is created.
(b) Composition and Terms. – The Board shall consist of seven members who
shall serve staggered terms. Four members shall be athletic trainers certified by the
National Athletic Trainers' Association Board of Certification, Inc. One member shall
be a licensed orthopedic surgeon, one member shall be a licensed family practice
physician or pediatrician, and one member shall represent the public at large.
The initial Board members shall be selected on or before August 1, 1997, as follows:
(1) The General Assembly, upon the recommendation of the President Pro
Tempore of the Senate, shall appoint two certified athletic trainers and
an orthopedic surgeon. The certified athletic trainers shall serve for
141

terms of three years, and the orthopedic surgeon shall serve for a term
of one year.
(2) The General Assembly, upon the recommendation of the Speaker of
the House of Representatives, shall appoint two certified athletic
trainers and a family practice physician or pediatrician. The certified
athletic trainers and the family practice physician or pediatrician shall
serve for terms of two years.
(3) The Governor shall appoint for a three-year term a public member to
the Board.
Upon the expiration of the terms of the initial Board members, each member shall be
appointed for a term of three years and shall serve until a successor is appointed. No
member may serve more than two consecutive full terms.
(c) Qualifications. – The athletic trainer members shall hold current licenses and
shall reside or be employed in North Carolina. They shall have at least five years'
experience as athletic trainers, including the three years immediately preceding
appointment to the Board, and shall remain in active practice and in good standing with
the Board as a licensee during their terms. The first athletic trainers appointed to the
Board pursuant to this section shall be eligible for licensure under G.S. 90-529 and, upon
appointment, shall immediately apply for a license.
(d) Vacancies. – A vacancy shall be filled in the same manner as the original
appointment, except that all unexpired terms of Board members appointed by the General
Assembly shall be filled in accordance with G.S. 120-122 and shall be filled within 45
days after the vacancy occurs. Appointees to fill vacancies shall serve the remainder of
the unexpired term and until their successors have been duly appointed and qualified.
(e) Removal. – The Board may remove any of its members for neglect of duty,
incompetence, or unprofessional conduct. A member subject to disciplinary proceedings
as a licensee shall be disqualified from participating in the official business of the Board
until the charges have been resolved.
(f) Compensation. – Each member of the Board shall receive per diem and
reimbursement for travel and subsistence as provided in G.S. 93B-5.
(g) Officers. – The officers of the Board shall be a chair, who shall be a licensed
athletic trainer, a vice-chair, and other officers deemed necessary by the Board to carry
out the purposes of this Article. All officers shall be elected annually by the Board for
one-year terms and shall serve until their successors are elected and qualified.
(h) Meetings. – The Board shall hold at least two meetings each year to conduct
business and to review the standards and rules for improving athletic training services.
The Board shall establish the procedures for calling, holding, and conducting regular and
special meetings. A majority of Board members constitutes a quorum.
§ 90-525. Powers of the Board.
The Board shall have the power and duty to:
142

(1) Administer this Article.
(2) Issue interpretations of this Article.
(3) Adopt, amend, or repeal rules as may be necessary to carry out the
provisions of this Article.
(4) Employ and fix the compensation of personnel that the Board
determines is necessary to carry into effect the provisions of this
Article and incur other expenses necessary to effectuate this Article.
(5) Examine and determine the qualifications and fitness of applicants for
licensure, renewal of licensure, and reciprocal licensure.
(6) Issue, renew, deny, suspend, or revoke licenses and carry out any
disciplinary actions authorized by this Article.
(7) In accordance with G.S. 90-534, set fees for licensure, license renewal,
and other services deemed necessary to carry out the purposes of this
Article.
(8) Conduct investigations for the purpose of determining whether
violations of this Article or grounds for disciplining licensees exist.
(9) Maintain a record of all proceedings and make available to licensees
and other concerned parties an annual report of all Board action.
(10) Develop standards and adopt rules for the improvement of athletic
training services in the State.
(11) Adopt a seal containing the name of the Board for use on all licenses
and official reports issued by it.
§ 90-526. Custody and use of funds; contributions.
(a) All fees payable to the Board shall be deposited in the name of the Board in
financial institutions designated by the Board as official depositories and shall be used to
pay all expenses incurred in carrying out the purposes of this Article.
(b) The Board may accept grants, contributions, bequests, and gifts that shall be
kept in a separate fund and shall be used by it to enhance the practice of athletic trainers.
§ 90-527. License required; exemptions from license requirement.
(a) On or after January 1, 1998, no person shall practice or offer to practice as an
athletic trainer, perform activities of an athletic trainer, or use any card, title, or
abbreviation to indicate that the person is an athletic trainer unless that person is currently
licensed as provided by this Article.
(b) The provisions of this Article do not apply to:
(1) Licensed, registered, or certified professionals, such as nurses,
physical therapists, and chiropractors if they do not hold themselves
out to the public as athletic trainers.
143

(2) A physician licensed under Article 1 of Chapter 90 of the General
Statutes.
(3) A person serving as a student-trainer or in a similar position under the
supervision of a physician or licensed athletic trainer.
(4) An athletic trainer who is employed by, or under contract with, an
organization, corporation, or educational institution located in another
state and who is representing that organization, corporation, or
educational institution at an event held in this State.
(5) Boxing trainers, if they do not hold themselves out to the public as
athletic trainers.
§ 90-528. Application for license; qualifications; issuance.
(a) An applicant for a license under this Article shall make a written application
to the Board on a form approved by the Board and shall submit to the Board an
application fee along with evidence that demonstrates good moral character and
graduation from an accredited four-year college or university in a course of study
approved by the Board.
(b) The applicant shall also pass the examination administered by the National
Athletic Trainers' Association Board of Certification, Inc.
(c) When the Board determines that an applicant has met all the qualifications for
licensure and has submitted the required fee, the Board shall issue a license to the
applicant. A license is valid for a period of one year from the date of issuance and may
be renewed subject to the requirements of this Article.
§ 90-529. Athletic trainers previously certified.
The Board shall issue a license to practice as an athletic trainer to a person who
applies to the Board on or before August 1, 1998, and furnishes to the Board on a form
approved by the Board proof of good moral character, graduation from an accredited
four-year college or university in a course of study approved by the Board, and a current
certificate from the National Athletic Trainers' Association Board of Certification, Inc.
§ 90-530. Athletic trainers not certified.
(a) A person who has been actively engaged as an athletic trainer since August 1,
1994, and who continues to practice up to the time of application, shall be eligible for
licensure without examination by paying the required fee and by demonstrating the
following:
(1) Proof of good moral character.
144

(2) Proof of practice in this State since August 1, 1994.
(3) Proof of graduation from an accredited four-year college or university
in a course of study approved by the Board.
(4) Fulfillment of any other requirements set by the Board.
An application made pursuant to this section shall be filed with the Board on or
before August 1, 1998.
(b) A person is 'actively engaged' as an athletic trainer if the person is a salaried
employee of, or has contracted with, an educational institution, an industry, a hospital, a
rehabilitation clinic, or a professional athletic organization or another bona fide athletic
organization and the person performs the duties of an athletic trainer.
§ 90-531. Reciprocity with other states.
A license may be issued to a qualified applicant holding an athletic trainer license in
another state if that state recognizes the license of this State in the same manner.
§ 90-532. License renewal.
Every license issued under this Article shall be renewed during the month of January.
On or before the date the current license expires, any person who desires to continue
practice shall apply for a license renewal and shall submit the required fee. Licenses that
are not renewed shall automatically lapse. In accordance with rules adopted by the Board,
a license that has lapsed may be reissued within five years from the date it lapsed. A
license that has been expired for more than five years may be reissued only in a manner
prescribed by the Board.
§ 90-533. Continuing education.
(a) As a condition of license renewal, a licensee must meet the continuing
education requirements set by the Board. The Board shall determine the number of hours
and subject matter of continuing education required as a condition of license renewal.
The Board shall determine the qualifications of a provider of an educational program that
satisfies the continuing education requirement.
(b) The Board shall grant approval to a continuing education program or course
upon finding that the program or course offers an educational experience designed to
enhance the practice of athletic trainer, including the continuing education program of the
National Athletic Trainers' Association.
(c) If a continuing education program offers to teach licensees to perform
advanced skills, the Board may grant approval for the program when it finds that the
nature of the procedure taught in the program and the program facilities and faculty are
such that a licensee fully completing the program can reasonably be expected to carry out
those procedures safely and properly.
§ 90-534. Expenses and fees.
145

(a) All salaries, compensation, and expenses incurred or allowed to carry out the
purposes of this Article shall be paid by the Board exclusively out of the fees received by
the Board as authorized by this Article or funds received from other sources. In no case
shall any salary, expense, or other obligation of the Board be charged against the State
treasury.
(b) The schedule of fees shall not exceed the following:
(1) Issuance of a license $100.00
(2) License renewal 50.00
(3) Reinstatement of lapsed license 75.00
(4) Reasonable charges for duplication services and material.
§ 90-535. Hiring of athletic trainers by school units.
Local school administrative units may hire persons who are not licensed under this
Article. The persons hired may perform the activities of athletic trainers in the scope of
their employment but may not claim to be licensed under this Article. The persons hired
may not perform the activities of athletic trainers outside the scope of this employment
unless they are authorized to do so under G.S. 90-527(b).
§ 90-536. Disciplinary authority of the Board; administrative proceedings.
(a) Grounds for disciplinary action against a licensee shall include the following:
(1) Giving false information or withholding material information from the
Board in procuring a license to practice as an athletic trainer.
(2) Having been convicted of or pled guilty or no contest to a crime that
indicates that the person is unfit or incompetent to practice as an
athletic trainer or that indicates that the person has deceived or
defrauded the public.
(3) Having a mental or physical disability or using a drug to a degree that
interferes with the person's fitness to practice as an athletic trainer.
(4) Engaging in conduct that endangers the public health.
(5) Being unfit or incompetent to practice as an athletic trainer by reason
of deliberate or negligent acts or omissions regardless of whether
actual injury to a patient is established.
(6) Willfully violating any provision of this Article or rules adopted by the
Board.
(7) Having been convicted of or pled guilty or no contest to an offense
under State or federal narcotic or controlled substance laws.
(b) In accordance with Article 3A of Chapter 150B of the General Statutes, the
Board may require remedial education, issue a letter of reprimand, restrict, revoke, or
suspend any license to practice as an athletic trainer in North Carolina or deny any
146

application for licensure if the Board determines that the applicant or licensee has
committed any of the above acts or is no longer qualified to practice as an athletic trainer.
The Board may reinstate a revoked license or remove licensure restrictions when it finds
that the reasons for revocation or restriction no longer exist and that the person can
reasonably be expected to practice as an athletic trainer safely and properly.
§ 90-537. Enjoining illegal practices.
If the Board finds that a person who does not have a license issued under this Article
claims to be an athletic trainer or is engaging in practice as an athletic trainer in violation
of this Article, the Board may apply in its own name to the Superior Court of Wake
County for a temporary restraining order or other injunctive relief to prevent the person
from continuing illegal practices. The court may grant injunctions regardless of whether
criminal prosecution or other action has been or may be instituted as a result of a
violation.
§ 90-538. Penalties.
A person who does not have a license issued under this Article who either claims to
be an athletic trainer or engages in practice as an athletic trainer in violation of this
Article is guilty of a Class 1 misdemeanor. Each act of unlawful practice constitutes a
distinct and separate offense.
§ 90-539. Reports; immunity from suit.
A person who has reasonable cause to suspect misconduct or incapacity of a licensee,
or who has reasonable cause to suspect that a person is in violation of this Article, shall
report the relevant facts to the Board. Upon receipt of a charge, or upon its own
initiative, the Board may give notice of an administrative hearing or may, after diligent
investigation, dismiss unfounded charges. A person who, in good faith, makes a report
pursuant to this section shall be immune from any criminal prosecution or civil liability
resulting there from.
§ 90-540. No third-party reimbursement required.
Nothing in this Article shall be construed to require direct third-party reimbursement
to persons licensed under this Article."
Section 2. This act is effective when it becomes law.
In the General Assembly read three times and ratified this the 5th day of
August, 1997.
147

Staff Coverage Plan
PURPOSE: To provide and communicate to student-athletes, coaches, administrators
and sports medicine staff the department’s sport coverage strategy, staff availability and
scheduling guidelines.
POLICY STATEMENT: This policy insures and communicates complete and
comprehensive coverage and scheduling for all sports over the course of an academic
school year.
1. All student-athletes of the University of North Carolina Wilmington have regular
access to all athletic training facilities and staff located on campus as well as the
Student Health Center (SHC). The SHC provides outpatient medical care, health
maintenance and health education programs.
2. Six full-time certified/licensed athletic trainers are available for athletic injury
evaluation, treatment and rehabilitation, as well as referral to consulting
physicians and emergency care.
Coverage assignments for staff athletic trainers are the responsibility of the
Director of Athletic Training Services.
All home practices during the traditional season and competitions during the
traditional and non-traditional seasons will be covered by a member of the
Athletic Training Staff (Certified/Licensed Athletic Trainer)
A Physician will be present for home MBB and WBB events. A Physicians’
Assistant will be present for MSOC and WSOC events.
All CAA or NCAA championship events hosted by UNCW will be covered
by a member of the Athletic Training Staff (Certified/Licensed Athletic
Trainer) and Team Physician. The employment or association on a paid or
voluntary basis of any allied health care professional (i.e. physicians,
surgeons, chiropractors, massage therapist, etc…) requires the approval of the
Director of Athletic Training.
Allied health care professionals associated or employed by the department are
required to demonstrate knowledge of NCAA rules prior to beginning their
work with any athletic team.
148

Performance Evaluations and Personal Professional Development Goals
PURPOSE: The University of North Carolina Wilmington has a Defining Characteristic
linked to professional development that states: “The Department of Athletic Training
will invest in the professional development of its people.”
POLICY STATEMENT: The Department of Athletic Training looks to support this
characteristic and has implemented a professional development focus with regards to the
performance evaluations of the staff athletic trainers.
Each fulltime staff member within the Department of Athletic Training will meet with the
Director of Athletic Training prior to the start of the academic year to establish in writing
a professional development plan and list of goals they hope to achieve in the upcoming
year. This plan and goal list will be reviewed by both parties at the end of the year and
will be referenced as part of the staff member’s performance evaluation.
The Department of Athletic Training believes in the philosophy that the strength of any
department is in its people…and as such the Department of Athletic Training puts a high
value in the continued professional development and education of its people.
Department Hours of Operation
Sports Medicine services are provided in two facilities on the UNCW campus. These
include the George Diab Athletic Training Room (126 Trask Coliseum) and the
Almkuist-Nixon Athletic Training Room (105 Almkuist-Nixon Sports Medicine
Building). Normal hours of operation in these facilities are scheduled between 9:00 AM
and 6:00 PM Monday – Friday during the academic school year. Hours may vary
according to season and student-athlete needs. The Athletic Training Department
remains closed during recognized University holidays although special arrangements may
be made if athletic team schedules and student-athlete needs are made aware of with
advanced notice. Student-athletes unable to visit the Athletic Training Department with
an injury or illness are encouraged to visit the Student Health Center (x2-3280). In the
case of an emergency, student-athletes should go directly to a hospital (Cape Fear
Hospital is located on the east side of the campus). Emergency transportation can be
facilitated by Campus Police by calling 911.
149

Summer Coverage Hours Policy
PURPOSE: Due to the cyclical nature of collegiate athletics and in the interest of having
a quality of life for the Department of Athletic Training Staff outside of the athletic
training room, the Department of Athletic Training does not require it’s full time staff to
operate the athletic training venues for the same schedule they are open during the
academic year.
POLICY STATEMENT: Hours of operation during the summer months will be 10 AM
to 5 PM Monday – Thursday and 8 AM to 11:30 AM on Friday. Weekend hours will be
scheduled if/when necessary, by appointment only. Summer hours begin on the Monday
following Spring Commencement and end one week prior to the beginning of the Fall
Semester. During this time frame, it is expected that all full time staff will equally share
the coverage of the facilities. The working day will be split into two shifts, the morning
(AM) shift going from 10AM to 1:30PM, with the evening (PM) shift going from
1:30PM to 5PM. These shifts may be worked at the convenience of the staff with flexible
scheduling so as to allow for the working of summer camps and vacation.
Summer Camp Coverage Policy
PURPOSE: All summer athletic camps at UNCW are operated under the direction of
individuals for private entrepreneurial purposes. Facility and equipment usage is
contracted through the Athletic Training Department for a pre-established fee. Sports
medicine supplies, equipment, and venues are the property of The University of North
Carolina Wilmington. Certified athletic trainers employed at UNCW may provide
consulting services for summer camps through one’s own personal interest and
responsibility.
Qualifications of Providers: Any individual operating a private summer camp must hire
a Certified Athletic Trainer to perform first aid, emergency and/or athletic training
services. Athletic training services are only allowed to be performed by a Nationally
Certified Athletic Trainer who also holds a current and valid North Carolina State
License to practice athletic training. Certified athletic trainers and any other individual
who holds proper credentials may be hired to perform first aid and emergency services at
summer camps.
Camp/Provider Liability: Any individual providing healthcare services for the purposes
of a summer camp does so at one’s own risk. UNCW is not responsible for the care
provided by privately contracted healthcare providers. Camp operators and healthcare
150

providers are highly encouraged to provide liability insurance coverage for healthcare
services.
Facility Usage: The athletic training facilities are the property of UNCW. Should camp
operators choose to contract a current UNCW sports medicine staff member, please
understand that these individuals are also operating under a private umbrella and
therefore they do not hold access privileges to UNCW sport medicine facilities and
medical supplies while under the employment of the camp.
Equipment Usage: All equipment in the athletic training facilities is the property of
UNCW and is not to be used for summer camp purposes. Supplies for summer camps
will not be purchased through the UNCW sports medicine budget as it is inappropriate to
combine finances for publicly and privately funded operations. Camp operators should
plan ahead of time to assure that camps have proper personally owned equipment,
including coolers, cups, water bottles, ice bags, towels, first aid equipment, etc.
The Certified Athletic Trainers employed at UNCW have developed the following
camp coverage policies.
POLICY STATEMENT: A Certified Athletic Trainer is defined as a person who
possesses national athletic training certification awarded by the national athletic trainers’
association board of certification (NATABOC), as well as holds a License to practice
athletic training in the State of North Carolina.
Coverage Structure:
Each camp must have a standardized medical waiver and health history form
completed by all participants. A template can be obtained from the Department of
Athletic Training.
No camps will be covered with “on call” coverage. A certified athletic trainer
must be on site.
The Athletic Training Department will not be open to camp participants.
Assistance will be provided to access ice machines and water for hydration in
addition to emergency situations.
Certified athletic trainers and student first responders will not provide any form of
transportation to campers in emergency situations in one’s private vehicles as the
151

liability associated with this is too high, and not covered under typical insurance
policies.
Summer Camp Fee Structure
The following fee structure was developed by the UNCW certified athletic trainers based
on the typical pay rate for experienced Certified Athletic Trainers in the Wilmington area.
Certified Athletic Trainer (ATC) for camp, day camp or on-call in evening –
$20/hr
Certified Athletic Trainer (ATC) for camp, overnight stay – $20/hr +
$50/night
CPR and First Aid (non-ATC) for camp, day camp or on-call in evening -
$10/hr
CPR and First Aid (non-ATC) for camp, overnight stay - $10/hr + $25/night
The fees will remain in effect through the 2010 summer camp session. The certified
athletic training staff will then meet to address any fee structure changes and inform the
coaching staff of any changes in the fee structures by December of 2010. This will allow
the coaching staff time to adjust their fee schedules accordingly.
Department of Athletic Training Dress Code
PURPOSE: The American Medical Association recognizes Athletic Training as an
Allied Health Care profession. As such all individuals associated with the UNCW
Athletic Training Department are expected to dress professionally. Acceptable dress for
athletic training staff and students when in a UNCW clinical site/rotation should be
strictly adhered to.
POLICY STATEMENT: The following guidelines should be followed:
Shirts:
• UNCW Sports Medicine collared or DryFit shirts are to be worn for
events. UNCW Sports Medicine t-shirts may be worn during practices. A
minimum number of shirts will be provided. Anyone wishing to purchase
more is welcome to do so.
• Shirts must be tucked in at all times
Sweatshirts/Sweater:
152

• UNCW Sports Medicine Sweatshirt/Sweater may be worn
• UNCW Logo Sweatshirt/Sweater which does NOT advertise a
fraternity/sorority or other University organization that is not affiliated
with athletic training may be worn, but a Sports Medicine logo is
preferred.
Jackets/Parkas:
• UNCW Sports Medicine jackets are preferred as outerwear
• In the event one does not own or have access to a UNCW Sports Medicine
jacket, personal jackets may be worn when environmental conditions
permit so long as they advertise nothing beyond the manufacturer of the
jacket. All other logos or emblems are unacceptable.
Shorts/Pants:
• Khaki, navy, or black short/pants may be worn
• Gym shorts are only allowed to be worn when associated with increased
temperature environments
• Black or navy wind pants may be worn during clinical hours, or for pregame
and post-game times in the event the environment makes it difficult
to maintain clean and professional shorts/pants as a result of the duties that
need to be performed (i.e. pre-game taping, post-practice/event whirlpool
or cooler cleaning) or in the event of inclement weather.
• NO “short-shorts” will be allowed
• NO jeans or “cut-offs” will be allowed
Shoes:
Hats:
• Solid toe shoes with socks should be worn
• Clean sneakers may be allowed
• Sport sandals, flip flops, summer sandals, and bare feet will NOT be
allowed
• MAY NOT be worn in any indoor athletic training venue
• May be worn at practices outdoors
• If worn, must advertise UNCW and/or specifically the clinical sport
assignment
• MAY NOT advertise a fraternity/sorority, or other University organization
that is not affiliated with Sports Medicine
• Bandannas are not acceptable
Jewelry/Makeup/Perfume:
153

Hair:
• Must be kept to a minimum
• Should not interfere with duties
• NO body piercing jewelry is allowed to be worn other than standard
earrings
• Jewelry, piercings, or any other non-traditional form of body wear or
image is not acceptable and will result in removal from the clinical setting.
• Must be maintained so as not to touch an athlete or interfere while
assisting an athlete
• Facial hair must be groomed
Identification:
• Athletic training observation students must wear an identification badge so
as to be easily visible
Game Day Attire: (unless otherwise stated)
• Collared UNCW Sports Medicine shirt
• UNCW Sports Medicine Dryfit shirt in increased temperature
• Khaki pants or shorts
Travel Attire:
• Will be specific to the sport assigned
**If dress clothes are worn for travel/game day attire, members of the
Athletic Training Department must dress appropriately - crop/ halter tops,
low cut tops, form-fitting/shear tops, short hemlines, etc. are not
acceptable
Hygiene
• Hands should be washed or cleansed with sanitizer prior to touching an
athlete
• Fingernails should be short and groomed
*Any questions regarding appropriateness of dress wear of any kind will be decided by
the clinical supervisor and Director of Athletic Training if needed.
Name Tags: All athletic training observation students will be expected to wear nametags
when working in any of the athletic training venues. This will assist in providing clarity
to all student-athletes, coaches and others who interact with Athletic Training Department
personnel. Please assist with this if a student fails to comply with this policy.
Inclement Weather Dress: On occasions when the environment is not conducive to the
previously stated dress code, alternative attire will be acceptable. Conditions that warrant
such acceptance might include, but are not limited to extreme cold exposure, extreme
heat exposure, and rain. While the safety of all Athletic Training Department staff and
154

students will take priority in terms of “dressing down” or “dressing up,” a professional,
modest and respectable appearance should still be portrayed.
The dress code will be followed strictly at all times. Even if an athletic training student is
“just passing through,” or “only assisting in the treatment of one person,” the perception
left on others who pass by even for short periods of time is important.
Professional Appearance of the Department Policy
POLICY STATEMENT: It is the responsibility of all staff and students to maintain a
professional, clean and respectful appearance of all athletic training venues at all times.
Each person should take pride in the department, its resources, equipment, and
appearance. A clean and professional looking facility contributes to a professional
perception. Furthermore, all efforts to provide a clean and sterile facility will lend
themselves to reducing the potential of infectious and otherwise non-sanitary
environments. In order to help maintain a professional appearance, the following daily
responsibilities are coordinated by those individuals opening and closing the department:
Opening Duties
Unlocking the main entrance door
Turning on the lights
Filling whirlpools
Turning on all modalities
Checking status of laundry
Prepare hydration at entrance
Duties throughout the Day
Fold laundry
Organize modality carts
Fill ice cups
Fill ultrasound gels
Restock as needed from back closet
Pick up any garbage off the floor
Keep hydration area clean
Clean coolers as they are returned
Refilling hydration at entrance
Securing all confidential medical records
Being sure all offices and storage closets are locked
155

Restock tape at all taping stations
Closing Duties
Locking the main entrance door
Turning off the lights
Draining and cleaning whirlpools
Turning off all modalities
Checking status of laundry
Wipe down all tables
Locking all medical file cabinets
Monthly Clean Up
Clean Hydro
Wash Hydroc packs
Wash toe covers (do not dry)
Vacuum carpets
Clean whirlpools and turbines
Dust window cases
Dust and straighten under treatment tables
Clean any clutter
Organize modality carts
Clean exercise and rehab equipment
Clean & stock taping stations
Restock storage closet
Clean instrument trays
Team Physician Services Policy
Team Physician Services: The Team Physician for The University of North Carolina
Wilmington Department of Athletics is ultimately responsible for the care rendered to
all student-athletes. This individual will maintain set office hours devoted to the
student-athletes at UNCW to evaluate, assess, provide consultation, and refer when
necessary on both a walk-in basis and with pre-scheduled appointment hours. The
hours of each day that the Team Physician will have office hours available will be
made known at the beginning of each athletic season. The Team Physician will also
156

e available when CAA or NCAA events are hosted by UNCW.
The Team Physician is available to all student-athletes to diagnose and treat conditions
that are both related and unrelated to athletic participation. Any medical charges
incurred as a result of a visit to the Team Physician for a non-athletic injury or illness
will be the responsibility of the student-athlete and not the Athletic Department. Such
charges may include prescription medications, diagnostic testing, laboratory testing,
etc.
Student-athletes who encounter minor illnesses during a time when the Team Physician is
not available to provide an assessment are encouraged to utilize the services of the
University’s Student Health Center.
Team Physician Availability to Athletics Staff and Athletic Training
Students Policy
POLICY STATEMENT: The team physicians associated with UNCW will provide
courtesy consultation to staff Athletic Trainers and coaches on a limited basis. Any
coach wanting to see any of the team physicians must be approved by the Director of
Athletic Training. Once approved, the physicians will provide consultation ONLY after
all student-athletes have been seen.
Physician Clinic Policy
The Department of Athletic Training offers physician clinics. All UNCW studentathletes
have equal access to be seen by, Dr. Sutton or Dr. O’Malley, the team
orthopedists, in our on campus orthopedic clinic regardless of which team they compete
for. Clinic visits are arranged through the team’s athletic trainer. Several factors are
considered in determining the order in which the athletes will be seen. Factors that
influence the order our athletes are seen are:
1. In-season sports: We give priority to those athletes that are in their
traditional competitive season.
2. Class schedules: Student-athletes with early morning classes are given
priority in order to get them seen before they need to leave for class.
3. Practice and game times: Student-athletes with morning practices are given
priority so they can be seen and return to their teams for the start of practice.
4. Emergency cases: If a student-athlete has what we determine to be an
emergent case that needs to be seen quickly that athlete is given a priority.
157

5. Multiple athletes from a given team: If multiple athletes need to be seen by
our physicians we try to arrange it so they are all seen in succession to allow
the team athletic trainer and coach to be involved in the clinic and then return
to their normal working duties which provides for a more efficient use of their
time.
6. Parent or Coach accompanying the student-athlete.
This is not an all-inclusive list by any means but serves to provide some information as to
how the orthopedic clinic is structured. Every orthopedic clinic will be managed by a
member of the fulltime sports medicine staff who will assist the physician with patient
flow, documentation, and communicate the plan of care and follow-up to the supervising
athletic trainer.
SECTION II
STAFF TRAINING AND DEVELOPMENT
CPR/AED Training Policy
PURPOSE: In order to ensure the health and safety of the student-athletes competing
for The University of North Carolina Wilmington, the Department of Athletic Training
has instituted an annual CPR/AED Training program for all members associated with the
Department.
POLICY STATEMENT: All full-time staff, undergraduate athletic training students,
and anyone else deemed necessary will receive American Red Cross CPR/AED for the
Professional Rescuer training every year. Once certified, they will perform an American
Red Cross “challenge” every year to maintain their certification. Full-time staff members
that are American Red Cross Instructors will stay abreast to any changes occurring within
the American Red Cross concerning CPR and AED. Changes in policy will be conveyed
to the athletic training staff as soon as possible. There is also an American Red Cross
“CPR/AED for the Professional Rescuer” participant booklet located in the American
Red Cross instructors’ office.
Exposure Control Plan/Blood Borne Pathogen Policy
PURPOSE: The 1991 OSHA (Occupational Safety & Health Administration) regulation
158

equires that employers ensure their employees are safe with regards to occupational
exposure to blood borne pathogens. These mandates and guidelines can be found at the
following website:
http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=STANDARDS&p_
id=10051.
POLICY STATEMENT:
In accordance with the OSHA Blood borne Pathogens Standard, 29 CFR 1910.1030, the
following Exposure Control Plan has been developed:
EXPOSURE DETERMINATION:
Each UNCW department is required to make an exposure determination of employees
that may have occupational exposure to blood or other potentially infectious materials.
This is made without regard to the use of personal protective equipment (PPE) (i.e.
employees are considered to be exposed even if they wear PPE). The following job
classifications within the Athletic Department are expected to have such occupational
exposure, regardless of frequency:
Athletic Trainers – allied health care providers
Facilities Management Personnel – handling and sanitation of athletic equipment
Housekeeping Staff – general cleaning and sanitation of athletic facilities
COMPLIANCE METHODS:
Universal Precautions
Universal precautions will be observed in order to prevent contact with blood and other
potentially infectious material. All blood or other potentially infectious materials will be
considered infectious regardless of the perceived status of the source individual.
1. All health-care workers should consider all patients as potentially infected
with HIV and/or other blood borne pathogens (BBP) and to adhere
rigorously to infection-control precautions for minimizing the risk of
exposure to blood and body fluids of all patients.
159

2. Gloves should be worn for touching blood and body fluids, mucous
membranes or non intact skin of all patients, and for handling items or
surfaces soiled with blood or body fluids. Gloves should be changed after
contact with each patient.
3. Masks and protective eyewear or face shields should be worn during
procedures that are likely to generate droplets of blood or other body
fluids to prevent exposure of mucous membranes of the mouth, nose and
eyes.
4. Gowns or aprons should be worn during procedures that are likely to
generate splashes or blood or other body fluids.
5. When unanticipated exposure occurs, remove contaminated substances by
avoiding contact with the outer surface and washing hands and other skin
surfaces immediately and thoroughly. If splashed in the eyes, nose, or
mouth, flush with water immediately. Notify supervisor immediately of
all exposures incidents.
6. All employees/students should take precautions to prevent injuries caused
by needles, broken glass, scalpel blades, or other sharp instruments.
Mechanical means, such as a brush and dustpan should be used to handle
such material. Any needle punctures that occur must be reported to the
individual’s direct supervisor immediately.
7. Soiled linens should be handled as little as possible. All linens should be
bagged at the location where it is used; it should be placed in impervious
bags that prevent leakage.
8. Regulated waste should be disposed of in covered containers bagged with
impervious bags; if break through is anticipated, double bag the container.
Tops to the containers should be secure when closed to prevent spillage of
contents during handling.
9. Any EPA approved cleaning agent (e.g., SaniZide, BioZide, Citrus II) can
be used on blood and body fluid spills.
10. Areas, surfaces, or articles such as wash or emesis basins that are grossly
soiled with blood or other bodily fluids must be cleaned with
160

detergent/disinfectant.
Hand washing
Hand washing facilities shall be available to the employees/students who have an
exposure to blood or other potentially infectious materials.
After removal of personal protective gloves, employees/students shall wash hands and
any other potentially contaminated skin area immediately or as soon as possible with
liquid soap and water. Employees/students must have immediate access to cleaning
supplies and must not be required to wait to wash appropriately (i.e. if necessary,
employees/students must be able to leave an athletic event to cleanse properly rather than
waiting until the end of the event). If employees/students have an exposure to their skin
or mucous membranes then those areas shall be washed or flushed with water as
appropriate as soon as possible following contact.
Work Practices
All procedures will be conducted to minimize splashing, spraying, splattering, and
generation of droplets of blood or other potentially infectious materials.
All contaminated work surfaces will be decontaminated after completion of procedures
and immediately or as soon as feasible after any spill of blood or other potentially
infectious materials, as well as at the end of the work shift. All table and counter top
surfaces will be cleaned with an approved disinfectant such as Citrus II. Any broken
glassware that may be contaminated will not be picked up directly with the hands.
Dustpans and hand brooms should be used.
In work areas where there is a reasonable likelihood of exposure to blood or other
potentially infectious materials, employees/students are not to eat, drink, apply cosmetics
or lip balm, or handle contact lenses. Food and beverages are not to be kept in
refrigerators, freezers, shelves, cabinets, or on counter tops or bench tops where blood or
other potentially infectious materials could be present.
Personal Protective Equipment (PPE)
All employees/students using PPE must follow the Universal Precautions as outlined
above. PPE will be provided to employees/students without cost. PPE will be chosen
based on the anticipated exposure to blood or other infectious materials.
Protective gloves should be worn on both hands for anticipated direct hand
contact with blood, bodily fluids, medical waste, or contaminated objects or
surfaces. The gloves must be replaced if torn, punctured, contaminated, or if their
161

ability to function as a barrier is compromised. Disposable gloves should be
discarded immediately after use and should not be washed or decontaminated for
reuse. If multiple patients are being treated, gloves should be changed after
contact with each patient.
Impervious aprons or gowns should be worn if bodily fluids are present in large
quantities and likely to get the clothing wet, or if splashing or spurting of bodily
fluids is anticipated.
Masks and protective eyewear or a face shield should be worn to protect the eyes,
nose, and mouth if splashing of blood or other bodily fluids is anticipated; this
will prevent exposure of the mucous membranes to any droplets of blood or other
bodily fluids that may be generated during the course of care.
Breathing barriers such as resuscitation bags or face shields should be used in the
event of an emergency that requires rescue breathing or CPR in order to prevent
exposure of the rescuer to any blood or other bodily fluids.
Housekeeping
Spills/Cleanup: Cleanups are handled by the housekeeping staff. In the case of a spill
James Parker, Head of Housekeeping, should be reached by dialing 7368 from a campus
phone. The exception to this policy is in regards to a spill that occurs during an
intercollegiate competition that impacts the progression of the event. In this instance, the
athletic training staff is prepared to handle the cleanup in order to allow the event to
continue in a timely manner. In the event that a spill occurs in the natatorium the
following procedures apply:
In the water: notify Swimming and Diving Head Coach, Dave Allen, ext.
3237 for clean-up; swimmers must exit the water until clean-up is complete
and chemicals have returned to normal levels
On the deck area: cordon off area and call housekeeping for clean-up;
swimmers do not need to exit the water
Regulated waste refers to liquid or semi-liquid blood or other potentially infectious
materials, contaminated items that are soaked or caked with blood or other potentially
infectious materials, and contaminated sharps. Regulated waste should be placed in
appropriately marked containers that prevent leakage or protrusion of contents. These
containers include:
162

Sharps containers – red, capped, puncture-resistant, leak-proof containers
labeled with the universal biohazard symbol; designed for the containment of
used sharps (needles, scalpel blades, etc.)
Contaminated waste bins – bins lined with red biohazard bags designed to
hold all non-sharp regulated waste; bins should have a top that is secure when
closed and opens with a step mechanism to prevent direct contact with the lid
Procedure for Removal of Regulated Waste from Athletic Training Facilities:
When sharps containers or contaminated waste bins become full, an athletic training staff
member should be notified immediately. UNCW Environmental Health & Safety
(EH&S) will then be notified that the container is full and a pick-up date and time will be
arranged. In preparation for the pick-up sharps containers should be capped tightly to
prevent spillage. Biohazard bags from the contaminated waste bins should be closed
securely with tape to prevent any leakage. The container or bag will then be picked up by
EH&S for proper disposal.
Laundry
Towels or uniforms that contain minimal blood or bodily fluids will be treated with an
approved product for blood cleanup/organic stain remover (i.e. Bloodbuster) and then
laundered. Items that are soaked (have the potential of dripping or leaking) with blood or
other bodily fluids will be disposed of in a contaminated waste bin rather than laundered.
Items should be laundered as soon after contamination as possible. Universal Precautions
must be followed when handling any contaminated laundry.
Hepatitis B Vaccine
All at risk employees will be offered the Hepatitis B Vaccine at no cost. The vaccine will
be offered within ten working days of their initial assignment unless the employee has
previously had the vaccine or who wishes to submit to antibody testing which shows the
employee to have sufficient immunity.
Employees who decline the vaccine must sign a waiver, which uses the wording of the
OSHA standard. See Appendix A. Employees who initially decline, but later wish to
have the vaccine may do so at no cost.
163

EVALUATION OF CIRCUMSTANCES SURROUNDING EXPOSURE INCIDENTS:
Employee Exposure
Should an exposure incident occur, the employee must report it immediately to the
Director of Athletic Training, the director will then contact EH&S and Human Resources,
and complete appropriate reports. It is strongly recommended that medical care be
sought within the first two hours after an exposure in case prophylactic medication is
indicated. All employees who have an exposure incident will be offered post-exposure
evaluation and follow-up by Medac II or Cape Fear Hospital Emergency Room (during
off hours). This follow-up will include:
Documentation of the route of exposure and the circumstances related to
the incident.
If possible, the identification of the source individual and the status of the
source individual. The blood of the source individual will be tested (after
consent is obtained) for HIV/HBV.
Test results of the source individual will be made available to the exposed
employee. The exposed employee shall be informed about the applicable
laws and regulations concerning disclosure of the identity and infectivity
of the source individual.
The employee will be offered the option of having their blood collected
for testing. The blood sample will be preserved for at least ninety (90)
days to allow the employee to decide if the blood should be tested for HIV
serological status. However, if the employee decides prior to that time
that testing will not be conducted then the appropriate action can be taken
and the blood sample discarded.
The employee will be offered post exposure prophylaxis by the current
contracted medical provider.
THE EMPLOYEE WILL BE GIVEN APPROPRIATE COUNSELING CONCERNING
PRECAUTIONS TO TAKE DURING THE PERIOD AFTER THE EXPOSURE INCIDENT.
THE EMPLOYEE WILL ALSO BE GIVEN INFORMATION ON WHAT POTENTIAL
ILLNESSES TO BE ALERT FOR AND TO REPORT ANY RELATED EXPERIENCES TO
APPROPRIATE PERSONNEL.
164

The Director of Athletic Training with assistance from EH&S shall assure that the policy
outlined here is effectively carried out as well as to maintain records related to this
policy.
Student exposure
Should an exposure incident occur, the student must report it immediately to their
Approved Clinical Instructor and the Athletic Training Education Program Director. The
student should seek medical evaluation and follow-up care at Medac II (if the student has
health insurance), the UNCW Student Health Center (if uninsured), or Cape Fear
Hospital Emergency Room (during off hours). It is strongly recommended that medical
care be sought within the first two hours after an exposure in case prophylactic
medication is indicated. Medical care and follow-up should include the same
components as listed above for employee exposure. However, the student will be
responsible for payment of all medical services related to the exposure incident. As
athletic training students are not employed by the university, UNCW will not bear any
financial responsibility for medical services related to an exposure.
Exposure Out of Wilmington Area
If the exposure incident occurs while the employee/student is traveling to an away
contest, exposures should be evaluated at the nearest emergency facility.
Record Keeping
All employee BBP training records and vaccination information forms will be kept by a
designated athletic training staff member. All post-exposure records will be forwarded to
and maintained by EH&S. Medical records of persons separating from employment at
UNCW will also be forwarded to and maintained by EH&S.
Athletic training student vaccination and BBP training records will be maintained in the
Athletic Training Education Program Director’s office.
Training records should include:
the dates of the training sessions
the contents or a summary of the training session
the names and qualifications of persons conducting the training
the names and job titles of all persons attending the training sessions
165

Employee/Student Training
All athletic training employees must receive BBP training conducted by EH&S on an
annual basis. Training should be conducted initially within the first ten days of
employment at UNCW.
All athletic training students will receive annual BBP training; this training will be
coordinated by the ATEP Program Director or Clinical Coordinator.
• Hepatitis B Immunizations: series of 3 shots
o UNCW Department of Athletic Training staff identified as being “at risk”
(routine exposure to blood or OPIM) will be provide Hepatitis B
immunizations at no cost, or they will need to show proof of
immunizations.
o All Hepatitis B vaccination series will be documented and kept in each
employee’s file by the Director of Athletic Training. (FORM C
o Individuals may decline to receive the Hepatitis B vaccination, however
they must sign a Declination Form (FORM D) stating they refused the
vaccine and accept risk from exposure to the pathogen.
o If an “at risk” employee who has signed the Declination Form decides to
receive the Hepatitis B vaccination series, arrangements will be made for
the employee to receive the immunization as no cost.
o Athletic training students at UNCW are required to have had the
immunization series prior to acceptance into the undergraduate athletic
training curriculum program or sign and have on file a declination form
stating their voluntary decision to not receive this immunization.
• Legal Considerations in North Carolina
o Confidentiality – The patient is the sole decider of what medical
information is transmitted. The patient is not required to report any
infectious diseases that they may contract.
o Physicians aware of an HIV-positive athlete may not apprise other
physicians, coaches, athletic trainers, teammates, or opponents of the
athlete’s infection. Therefore, the physician is not liable for failure to
warn the uninfected opponent; it is the responsibility of the HIV-infected
athlete.
166

FORM A:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
NEW STAFF OSHA TRAINING
OSHA CFR 29 Part 1910.1030 BLOODBORNE PATHOGENS STANDARD
This is to certify that __________________________________
(Name)
Soc. Sec. No.: _____________________ Title: ______________________
has completed UNCW training on the OSHA Standard of Blood borne Pathogens on
the following date. This is the first training for new staff and will need to be
renewed in one year.
Signature: ____________________________ Date : ___________________
Director of Athletic Training Signature: ___________________________
This form pertains to the requirements of the OSHA Standard on Occupational Exposure
to Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR
Part 1910.1030.
167

FORM B:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
ANNUAL TRAINING FOR RETURNING STAFF
OSHA CFR 29 Part 1910.1030 BLOODBORNE PATHOGENS STANDARD
YEAR: ______________
This is to certify that __________________________________
(Name)
Soc. Sec. No.: _____________________ Title: ______________________
has completed the Department of Athletic Training’s training on the OSHA
Standard on Blood borne Pathogens on the following date. This training will need
to be renewed in one year.
Signature: ____________________________ Date : ___________________
Director of Athletic Training Signature: ___________________________
This form pertains to the requirements of the OSHA Standard on Occupational Exposure to
Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR
Part 1910.1030.
168

FORM C:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
MANDATORY HEPATITIS B VACCINATION RECORD FORM
Name (print):_______________________ Title: _____________________
1 st Vaccination date: ________________
Location (if known):_____________________________
2 nd Vaccination date: ________________
Location (if known):_____________________________
3rd Vaccination date: ________________
Location (if known):_____________________________
Please provide any Dr.’s notes and/or other documentation received when you
obtained these vaccination shots.
Signature: ___________________________________________________
Director of Athletic Training signature: ___________________________
Date: ____________________________
This form pertains to the requirements of the OSHA Standard on Occupational Exposure
to Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR
Part 1910.1030.
169

FORM D:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
MANDATORY HEPATITIS B VACCINATION DECLINATION FORM
YEAR: ______________
I understand that due to my occupational exposure to blood or other potentially
infectious materials I may be at risk of acquiring hepatitis B virus (HBV) infection. I
have been given the opportunity to be vaccinated with hepatitis B vaccine, at no
charge to myself. However, I decline hepatitis B vaccination at this time. I understand
that by declining this vaccine, I continue to be at risk of acquiring hepatitis B, a
serious disease. If in the future I continue to have occupational exposure to blood or
other potentially infectious materials and I want to be vaccinated with hepatitis B
vaccine, I can receive the vaccination series at no charge to me.
Name (print):_______________________ Soc. Sec. No: ______________
Title: _____________________
Date: ____________________
Signature: ___________________________________________________
Director of Athletic Training Signature: ___________________________
Witness Signature: ____________________________________________
This form pertains to the requirements of the OSHA Standard on Occupational Exposure
to Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR
Part 1910.1030.
170

FORM E:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
EXPOSURE INCIDENT FORM
Name: _________________________
Title: ____________________________
Date of Exposure: __________ Time: __________ Location: ________________
Type of Incident (circle): Exposure Only Exposure with Injury
□ If Exposure Only Incident, the HR BBP Incident Report been submitted (please
check).
Date and Time Submitted: ____________
Description of Incident:
Immediate Medical Care Received:
Follow-up Plan:
Please check one:
□ I have chosen to seek medical treatment presently and have been referred to the
Athletics Human Resources Representative.
□ I have chosen to decline medical treatment at the present time and have been referred to
the Athletics Human Resource Representative. However, I recognize that I reserve the
right to seek medical treatment now or in the future if I so desire.
________________________________________
Signature of Exposed Individual
_______________
Date
171

____________________
Signature of Director of Athletic Training
__________________
Date
This form pertains to the requirements of the OSHA Standard on Occupational Exposure
to Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR
Part 1910.1030.
172

FORM F:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
EMPLOYEE HEPATITIS B VACCINATION LIST
Name
Job Title
Vaccination
Received (√)
Vaccination
Declined (√)
This form pertains to the requirements of the OSHA Standard on Occupational Exposure to
Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR Part
1910.1030.
173

FORM G:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
EMPLOYEES WHO ARE AT RISK FOR EXPOSURE
YEAR: ______________
NAME
JOB TITLE
This form pertains to the requirements of the OSHA Standard on Occupational Exposure to
Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR Part
1910.1030.
174

FORM H:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON
DEPARTMENT OF ATHLETIC TRAINING
TRAINING ROSTER FOR BLOOD BORNE PATHOGENS
YEAR: ______________
Job title
Date of Training
Name
This form pertains to the requirements of the OSHA Standard on Occupational Exposure to
Blood borne Pathogens as appears in the Federal Register, December 6, 1991, 29 CFR Part
1910.1030.
175

Clinical Education Experiences
PURPOSE: This policy serves to articulate the Department’s philosophy regarding the
undergraduate athletic training students. The University of North Carolina Wilmington is
an institution with an approved undergraduate athletic training education program
(ATEP). Each Staff Athletic Trainer may choose to serve as an approved clinical
instructor (ACI) to our athletic training students.
POLICY STATEMENT: The UNCW Sports Medicine Staff makes every effort to
promote educational and positive learning opportunities for the undergraduate athletic
training students. Clinical education experiences provide an opportunity for an athletic
training student to integrate knowledge learned in the classroom and apply it to the
clinical setting. To benefit maximally from clinical education, athletic training students
should communicate regularly with their staff supervisor and other members of the sports
medicine team. Regular interaction with the clinicians enhances the ability of the athletic
training student to gain valuable knowledge in the field of athletic training.
The University of North Carolina Wilmington Department of Athletic Training’s
ultimate goal is to provide the best health care and customer service possible to the
student-athletes of UNCW. The UNCW Sports Medicine Staff recognizes that the
athletic training facilities on-campus offers a unique opportunity for athletic training
students to gain clinical experience with Division I athletes. As an ATS, you may be
awarded the privilege of working under an ACI on-campus. As such, you have the
following rights and responsibilities.
Athletic Training Students’ Rights
Confidentiality regarding mid-semester and end-of-semester evaluations.
Be treated in a professional and courteous manner which does not discriminate
because of age, race, disability, handicap, national origin, religious beliefs,
gender, sexual orientation or veteran status.
Express suggestions and concerns in an appropriate manner and at an appropriate
time.
Athletic Training Students’ Responsibilities
Maintain the confidentiality of athletes’ medical records.
Ask questions and seek clarification when appropriate if you do not understand
specific diagnoses, treatments, prognoses or instructions.
176

Arrive on time for clinical hours and notify your ACI well in advance of
scheduling conflicts.
Follow all rules and regulations that are posted within the Athletic Training
Department.
Be professional at all times while in the athletic training room or at assigned
sports venue.
Stay alert at practices and in the athletic training room.
Use professional and ethical conduct in all clinical settings, in classes, and in life.
Keep all actions honest, legal, moral, ethical, and respectful.
Avoid sexist, racist, or otherwise discriminating remarks or anything that could be
taken as sexist, racist or discriminating by someone. Do not participate in this
behavior or tolerate this behavior from athletes.
Refrain from conversations involving personal matters (i.e. dates, parties, etc)
while working in any of the clinical settings.
Care for your athletes as you would want to be cared for. Be considerate,
respectful, and patient.
Be considerate and respectful to all with whom you interact, including athletes,
athletic training staff, faculty, coaches, team officials, and fellow students.
177

SECTION III
DEPARTMENTAL COMMUNICATION
Student-Athlete Rights and Responsibilities
The University of North Carolina Wilmington Department of Athletic Training is
dedicated to giving you the best health care and customer service possible. As a
student-athlete here at UNCW, you may expect to receive considerate and respectful
care. We will honor your rights to be informed and to be involved in making decisions
about your care. You have the following rights and responsibilities as a student athlete
at UNCW.
Student-Athletes have the right to:
Privacy and confidentiality regarding your medical care.
Expect that your medical records will be kept confidential and that access to
information about you will be limited to those legitimately involved in your care.
Your medical records will be released only in cases of medical emergencies, in
response to court ordered subpoenas or to persons you specify with your written
consent.
Access all information contained in your medical record.
Know about your injury/illness and proposed treatment and to participate in the
development of your plan of care. Information will be given to you by the sports
medicine staff or its physicians in a manner in which you can understand
including the right to know why you need a surgical procedure or treatment and
who will perform that procedure or treatment. This includes the right to refuse
care or treatment and to know what may happen if you do not have this care or
treatment.
Receive the necessary information to participate in decisions about your care
including cost, risk benefits, limitations of and alternatives to diagnostic and
therapeutic modalities.
Give your informed consent before any diagnostic or therapeutic procedure is
performed.
Be treated in a professional, courteous and caring manner which does not
discriminate because of age, race, disability, handicap, national origin, religious
beliefs, gender, sexual orientation or veteran status.
A second opinion or appropriate referral.
Express suggestions and concerns in an appropriate manner.
Know the names and positions of people involved in your care by official name
tags or personal introduction.
178

Student-Athlete Responsibilities
Student-Athletes have the responsibility:
To ask questions and seek clarification if you do not understand the explanation
of your diagnosis, treatment, prognosis or any instructions.
To provide accurate information about your present illness and past medical
history and wishes for your medical care.
To follow instructions concerning medications, follow-up visits, education
recommendations, and other essential steps in your treatment plan and to notify
the Sports Medicine Staff if this plan cannot be followed or if problems develop.
For treating Sports Medicine staff and personnel in a respectful manner.
To arrive as scheduled for appointments and to notify the Athletic Training
Department in advance in case of canceled appointments.
For following all rules and regulations that are posted within the Athletic Training
Department.
For following through on your agreed plan of care.
For considering and respecting the rights of others.
For being courteous.
Communication with the Director of Athletic Training
PURPOSE: There are times and situations that require frequent and timely
communication with the Director of Athletic Training. This policy is intended to
delineate certain instances when communication with the Director of Athletic Training
needs to happen expeditiously.
1. Any student-athlete who has been admitted to a hospital should be conveyed to
the Director Athletic Training immediately.
2. Any student-athlete who has been referred to a medical specialist on or offcampus
should be conveyed to the Director of Athletic Training within 24 hours
3. Any student-athlete who is being referred for imaging or lab work should be
conveyed to the Director of Athletic Training within 24 hours
4. Results from an image test, lab work, or medical specialist consultation should be
conveyed to the Director of Athletic Training immediately upon findings
5. Any student-athlete who has been entered into the crisis management plan should
be conveyed to the Director of Athletic Training immediately if in the judgment
179

of the referring individual the person is in a position to do harm to oneself or
others.
6. Any student-athlete that has not seen improvement in his or her rehabilitation plan
after two weeks of intervention should receive a consult from the Director of
Athletic Training.
7. Any-student athlete who receives a consult by the Director of Athletic Training
should have a progress report conveyed back to the Director.
8. Any student-athlete who has an uncertain acute injury should receive a second
opinion from another ATC prior to any random treatment intervention approach
9. Any student athlete and/or coach who have concerns about the delivery of sports
medicine should be referred to the Director of Athletic Training.
Communication with the Director of Athletic Training can occur via direct contact,
email, phone conversation, phone message, text message, instant messenger, or mailbox.
If the information to be conveyed is of the emergency level, the Director of Athletic
Training should be kept abreast of the situation at all times regardless of time of day.
There should be no reason why such communication as requested in this policy will not
be able to occur.
Staff/Department Communication
PURPOSE: Staff Athletic Trainers should practice communication skills in a manner
that separates him/her from the athlete. Common courtesy is a must. There are times
when an athlete may demonstrate inappropriate behavior. The athletic trainer should not
tolerate this behavior. In the event of a communication problem between the athletic
trainer and the athlete or athletic trainer and the coach, the athletic trainer is expected to
direct the concern to the Director of Athletic Training. Professional language and
mannerisms are to be practiced at all times. Vulgar language by the athletic trainers
and/or athletes is not appropriate in any athletic training facility. These instances should
be handled immediately and in a proper manner. Discipline in the athletic training setting
must be maintained.
The promotion of a positive working environment and supportive personnel is critical to
the success of the Athletic Training Department. As such, negative comments aimed
toward anyone who is associated with the Department of Athletic Training, interacts with
the Department of Athletic Training, or receives care from the Athletic Training Staff
will not be tolerated. Such behavior will warrant a removal from the clinical
environment.
An athletic trainer at UNCW will find himself/herself interacting and communicating
with a variety of individuals for numerous reasons. It is imperative to understand his/her
role as it may differentiate depending upon the person he/she is conversing with. The
180

following set of guidelines should be followed and form the basis for appropriate
communication:
Staff Certified Athletic Trainers: Staff Certified Athletic Trainers are ultimately
responsible for the healthcare of the student-athlete. All issues, whether clinically
or non-clinically related, should be addressed in the appropriate environment at
the appropriate time, never in the direct presence of additional parties who should
not be privy to such information.
Team Physician: The Team Physician is a member of the medical profession who
is respected very highly in the Athletic Training Department. The UNCW Team
Physician ultimately determines the medical status of each and every athlete in
terms of one’s ability to participate in intercollegiate athletics. Opportunities to
observe and interact with the Team Physician will occur regularly in the athletic
training venues. Athletic trainers should appreciate the opportunity to interact
with the team physician and treat such interactions as a privilege. Athletic
Training Students should also respect the Team Physician at all times and never
question any decision made by the Team Physician. Such behavior will be
subject to removal from the UNCW athletic training clinical sites.
Expanded Medical Team: Both in the athletic training clinical sites and offcampus,
athletic trainers may have opportunities to observe various practitioners
who assist in the consultation and care of our student-athletes. Each of these
individuals is to be treated with the utmost respect and communication between
athletic trainers and such providers should be professional and appropriate at all
times.
Athletic Coaches: All athletic trainers will interact and communicate with
coaches on a regular basis. In this role, the athletic trainer must clearly represent
himself/herself as a respected member of the Athletic Training department. The
athletic trainer should only communicate in a professional and appropriate
manner. You are to treat all coaches with respect. If at any time the athletic
trainer feels that he/she is not being treated with respect by a member of the
coaching staff, it should immediately be reported to the Director of Athletic
Training.
Athletic Administration: The Department of Athletic Training is a component of
the Athletics Department. All staff athletic trainers serve at the privilege of the
athletics department. Their primary reason for employment is the health and well
being of the student-athlete. Thus, all staff members are to treat all members of
the athletics department with respect and courtesy. Staff athletic trainers who are
found to disrespect any member of the athletics department (or the UNCW
community for that matter) will be required to meet with the Director of Athletic
Training.
Student-Athletes: Both in and out of the clinical setting, a professional demeanor
should be exercised at all times. Staff Athletic Trainers and Athletic Training
Students are responsible for the care of the student- athletes. Athletic Training
Students dating athletes can lead to very compromising situations and therefore is
highly discouraged. If, however, a situation arises where an Athletic Training
181

Students is dating an athlete, this relationship should not become evident in the
athletic training venues. If this becomes a problem and the Athletic Training
Students cannot perform his/her duties, he/she may be removed from assigned
duties. All Athletic Training Students are expected to act in a professional
manner reflective of the medical model. Dating between an Athletic Training
Students and a student should be avoided as it poses a risk to the patient-provider
relationship. Furthermore, both inside and outside of the working environment,
all staff athletic trainers are expected to serve as positive role models to all
undergraduate students (student-athletes, athletic training students, and others).
Knowledge of inappropriate behavior will not be tolerated.
Student-Athlete Parents: It is not uncommon that staff athletic trainers will
interact with the parents of student-athletes. This may occur as the result of a
telephone call or by directly communicating with a parent. No staff athletic
trainer is permitted to reveal any medical information or status about any studentathlete
without appropriate clearance of the student-athlete regarding pertinent
privacy and confidentiality laws.
Prospective Student-Athletes: Staff athletic trainers must follow all appropriate
policies and procedures that all University personnel must abide by regarding
contact with prospective student-athletes. Each staff athletic trainer must be
present for a presentation by the athletic department’s compliance officers at the
beginning of the year. Coaches who bring prospective student-athletes to the
department of Athletic Training for recruiting medical screens must be referred to
a full-time staff member for the assessment to be performed.
Sharing of Student-Athlete Medical Information and Communication with the
Media
PURPOSE: To clearly describe the Department of Athletic Training’s position with
regards to sharing student-athlete medical information with the media.
POLICY STATEMEMT:
Sharing of Student Athlete Medical Information
It is the policy of the Athletic Training department and all of its staff members to respect
the privacy and confidentiality of all student athletes as it pertains to physical and
emotional health matters. As such, no information regarding any injury or illness
sustained by a student athlete will be shared with the media or anyone other than
the student athlete and those who have obtained written permission from the student
athlete to release such information. In addition no members of the media will be
permitted to enter the Athletic Training facilities with the intent to interview studentathletes
or question their medical status.
182

Coaches’ Responsibility
PURPOSE: Intended to provide guidelines for the coaches at UNCW to help insure the
safety and well being of the student-athletes.
POLICY STATEMENT: This policy should be followed by coaches representing The
University of North Carolina Wilmington Athletics to help insure the safety and well
being of student-athletes.
ENTITIES TO WHOM THIS POLICY APPLIES: Coaches employed by or
associated with The University of North Carolina Wilmington Athletics.
PROCEDURE:
The Athletic Training staff will consult with coaches concerning the medical readiness
(physical and/or mental) of a student-athlete to practice and/or compete in injury/illness
circumstances (acute, chronic or rehabilitative). The Team Physician will have the final
authority to determine an athlete’s readiness to compete and participate in any athletic
activity. In an acute illness/injury circumstance where a physician is not present and
available to help determine activity levels, the final decision with regards to participation
status rests with the attending athletic trainer.
Any training rule, regulation or request that involves weight loss or weight gain must be
developed in accordance with the requirements of the department’s established policies
regarding dealing with weight as a performance factor. If weight loss/gain is a
performance related concern of the coach, nutritional services shall be provided to the
student-athlete. Any significant changes in body weight or unusual eating
habits/behaviors should be brought to the attention of the Athletic Training staff. The
Athletic Training staff and strength and conditioning staff should be the only athletics
personnel authorized to provide specific diet programs to student-athletes.
Coaches are not permitted, under any circumstances, to dispense or recommend drugs,
medications, or nutritional ergogenic aids or supplements to any student-athlete. A
nutritional supplement is defined as any food stuff or dietary procedure that either
improves or is thought to improve physical performance.
Coaches shall not withhold or limit fluid intake during any practice or conditioning
session.
The Athletic Training staff is available for consultation with regard to injury prevention
in the design or implementation of conditioning programs. Coaches are encouraged to
183

develop such programs cooperatively with the strength and conditioning staff and
Athletic Training staff in order to prevent the unintentional endangering of the health and
safety of any student athlete.
Psychological or other forms of direct or indirect pressure on student-athletes to
participate when an injury is present will not be tolerated.
Coaches are not permitted to “diagnosis” injuries or interpret medical information for
student-athletes or arrange a plan of care or physician referral. All diagnoses and plan of
care decisions should be coordinated by the team physician and sports medicine staff.
Coaches will be presented with schedules for the pre-participation examinations at the
beginning of each year. Coaches are responsible for informing student-athletes of these
dates and enforcing appointment compliance.
Injury Reports for Coaches and Strength/Conditioning Staff Policy
POLICY STATEMENT: Each certified athletic trainer who oversees a particular sport
is responsible for communicating a written or verbal injury report to the sport coach,
strength and conditioning coach and the Director of Athletic Training in a timely and
efficient manner. Additionally, the certified athletic trainer is responsible for
communicating any changes to the report in a timely and efficient manner. All imposed
medical limitations need to be communicated in the injury report. This includes, but is
not limited to orthopedic and general medical conditions. Any modification that may
need to be made to the student-athlete’s strength and conditioning program due to injury
or illness needs to be clearly communicated and documented to the strength and
conditioning staff.
SECTION IV
MEDICAL ELIGIBILITY
Preseason Pre-Participation Screening Policy
PURPOSE: To provide baseline medical screening for all student-athletes and members
of the cheerleading squad and help identify any potential injury or illness that may affect
their athletic performance or future activities of daily living. No athlete will be cleared to
participate without the proper medical clearance.
184

POLICY STATEMENT: This policy is designed to insure that all varsity participants
and cheerleading squad members are screened for medical clearance prior to participation
in any University of North Carolina Wilmington Athletics Department conditioning,
practices or game events.
Pre-participation Physical Examinations
All student-athletes will complete a medical health assessment form prior to one’s
arrival on campus.
All student-athletes must receive a pre-participation physical examination
screening prior to any athletic participation and be cleared to participate by the
Team Physician. This physical examination will be conducted by UNCW
physicians and Athletic Training Department staff members during the August
preseason period and during the first weekend before classes begin depending on
the sport.
A review of medical records for each student-athlete will be performed by the
Sports Medicine Staff prior to each sport-specific season. If any questionable
conditions appear to exist, further review and/or appropriate medical referrals will
be obtained prior to a safe clearance for participation.
The Director of Athletic Training and the Team Physician must approve studentathletes
pre-participation documents in order for full clearance for participation to
be granted.
The physical examination will be a station exam with the following specific
components/stations:
1. Health History Review including any pertinent past surgeries or
diagnostics
2. Vital Signs
3. Height/Weight
4. Vision Screen
5. General Medical Screen
6. Neurological Screen
7. Musculoskeletal/Orthopedic Screen
8. Diagnostic/Laboratory Testing if indicated
X-ray, MRI, CT, Bone Scan, etc…
Labs (Sickle Trait Testing)
9. SAC/BESS for Men’s and Women’s Soccer, Men’s and Women’s
Basketball, Volleyball, Diving
185

Any student-athlete who presents with a suspicious medical history suggestive of
potential cardiovascular abnormalities will be referred for a specialty consult and possible
additional diagnostic work-up if indicated by the Team Physician.
The following documents can be found in the appendix and constitute the preseason
forms that need to be completed by a student-athlete prior to their clearance for
participation.
Pre-participation Documentation
1. Student-athlete Information Form
2. Health Assessment Form
3. Insurance Coverage Information Form-with a copy of the insurance card
4. Warning Statement and Treatment Consent Form
5. Confidentiality Form
6. Consent for the Release of Medical Records Form
7. Understanding of Payment Form
8. Steps for Processing Medical Bills Information Form
9. University of North Carolina Insurance Authorization Form
10. Statement of Acknowledgement of Sports Medicine Policies
Team Tryout/Walk-On Policy
PUROSE: The Department of Athletic Training is responsible for the health and welfare
of all participants during a practice or competition. This document is to ensure that those
individuals whom have elected to “try-out” for an athletic team at UNCW are in no
immediate physical danger from the rigors that a trial period with the team might
include. Completion of this form indicates that the individual has been seen and cleared
by the UNCW Team Physician for participation in an intercollegiate activity with a team
at UNCW.
POLICY STATEMENT: Every student who expresses an interest to tryout or walk-on
to an athletic team at UNCW must be first sent to the UNCW Compliance Office to
receive a tryout packet. Coaches are encouraged to contact the Department of Athletic
Training and the Compliance Office prior to scheduling an open tryout to help facilitate
the medical screening and documentation completion that will need to occur.
186

Any student interested in trying out for an intercollegiate athletic team will first
need to be cleared by the UNCW Compliance Office prior to performing any of
the steps below.
Any student interested in trying out for an intercollegiate athletic team must first
have a Pre-Participation Examination (PPE) performed by the Student Health
Center, receive medical clearance to participate in the try-out, and provide proof
of medical insurance.
If you are under 18 years of age, you must have a parent or guardian sign all
documents requiring signatures.
It is the student’s responsibility to schedule the PPE with the Student Health
Center. Part of this PPE will be testing for the sickle cell trait. If the student can
provide results from a previous sickle cell test, this will suffice. The student will
call the Student Health Center and make an appointment that is convenient for
both the student and the Student Health Center. The PPE form will be given to
the student by the Student Health Center and the student will fill out the necessary
paperwork.
Once the PPE is performed, results from the sickle cell testing have been obtained
and the student has been cleared by the Medical Director to participate in the
tryout, the Medical Director will inform the Director of Athletic Training, via
email, that the student has been cleared to participate in the tryout. The student
will then need to provide a copy of the front and back of the insurance card to the
Athletic Training Department prior to participation in the try out.
If the student is not able to be cleared by the Medical Director due to an
underlying medical condition, the student must make an appointment with the
necessary medical specialist or his/her family physician to address the medical
issue. The Student Health Center may assist the student in this process as needed.
Once an evaluation has been made and the notes received by the Medical
Director, the student will then return to the SHC for final clearance by the
Medical Director. Once the final clearance has been given by the Medical
Director, the Medical Director will inform the Director of Athletic Training, via
email, that the student has been cleared to participate in the tryout.
The Director of Athletic Training will then inform the coach, via email; for the
appropriate sport that the student is cleared to participate in the tryout.
If the student is not invited to join the team after the tryout, the PPE form will
remain in the student’s medical file at the Student Health Center.
If the student is asked to be part of the team following the tryout, the coach will
inform the Athletic Trainer working with that sport. The Athletic Trainer will
then contact the Medical Director and request that a copy of the students PPE be
sent over the Athletic Training Department to be placed in a permanent file in the
Athletic Training Department.
The Athletic Trainer for the specific sport will then garner the necessary Sports
Medicine paperwork to be placed in the student-athletes file in the Athletic
Training Room.
187

Summer Workouts Policy
PURPOSE: Incoming freshman and transfer student-athletes may be brought to campus
over the summer for on site summer strength and conditioning workout sessions. In
keeping with the Department’s mission to assure the well being to the student-athlete,
the Department of Athletic Training requires that each student athlete have fulfilled
certain requirements prior to beginning training with the UNCW strength and
conditioning staff. This is necessary to screen student athletes for any conditions,
illnesses, or injuries that may adversely affect their training and/or overall health.
POLICY STATEMENT: In order for a student athlete to be permitted to begin summer
strength and conditioning workouts, he/she must meet the following criteria.
1. He/she must be enrolled in and accepted as a student at UNCW.
2. He/she must have signed a letter of intent for UNCW.
3. He/she must be registered with the NCAA clearing house and have completed
all the necessary compliance forms.
4. He/she must have a physical examination clearing them for participation from
UNC Wilmington physicians.
5. He/she must have completed an up to date medical history questionnaire,
insurance information, and provided a current copy of his/her insurance card.
Medical Recruitment History Policy
PURPOSE:
In an effort to assist the coaches in recruiting the finest student-athletes to UNCW, the
Athletic Training Department has designed a “Medical Recruitment Screening Form”.
The NCAA allows athletes who are being recruited by an institution to undergo a medical
screen by the Athletic Training Department while on a campus visit in accordance with
NCAA Bylaw 13.11.2.5. Completion of this form will assist the University of North
Carolina Wilmington in evaluating the current medical history of the potential recruit.
This is not a mandatory practice, however, any coach can request a member of the Sports
Medicine Staff to meet with a potential recruit and complete the form.
188

Exit Physical Assessment Policy
PURPOSE: In an attempt to provide the student athletes of the University of North
Carolina Wilmington a higher standard of medical care, upon completion of their
eligibility, or no longer being an active member of an athletic team (being deleted from
the roster, transferring to another institution, dismissal from the team, deciding to not
participate, etc) each student athlete will be asked to complete an exit medical
assessment. This will allow the Department of Athletic Training to accurately document
and assess any existing medical conditions/injuries that may need ongoing care and
services after the student-athlete’s eligibility is exhausted.
POLICY STATEMENT: The exit physical assessment form will document all of the
athlete’s time loss or significant injuries during their time competing for a UNCW
athletic team. Each student athlete will have his/her exit assessment form completed by
his/her staff athletic trainer. The staff athletic trainer will then review the form with the
student athlete so as to ensure no discrepancies and/or omissions of pertinent information
have occurred. Each athlete has one calendar year from the date he/she signs the form to
seek medical services for any unresolved injuries or conditions. If the student athlete does
not complete the exit medical assessment, or does not seek medical services within the
calendar year after signing the exit medical assessment, he/she forfeits their right to have
the Department of Athletic Training and the University of North Carolina Wilmington
accept financially responsibility for any unresolved injuries or conditions. A copy of the
exit assessment can be found in the appendix.
SECTION V
INSURANCE PROCEDURES AND
MEDICAL COVERAGE
Insurance Procedures and Medical Expenses Policy
The University of North Carolina Wilmington provides secondary coverage to
supplement the medical insurance that the student-athlete may already carry. The
UNCW Athletic Department highly recommends the student-athlete have personal
medical insurance coverage. The insurance provided by UNCW is NOT a health
insurance policy, but rather an athletic accident policy. By being a secondary policy,
all charges related to APPROVED MEDICAL SERVICES must be filed with the
individual’s primary provider before filing with the secondary policy. For complete
details, please refer to the “Steps for Processing Medical Bills” section.
189

MEDICAL INSURANCE COVERAGE
Covered Services: UNCW will be responsible for injuries that occur as a direct
result of intercollegiate activity during a required practice or competition,
supervised by a coach. All medical services must be approved through the
Department of Athletic Training. Notification of injury must occur within 72
hours from the time of accident. Services are covered for 3 years from the date of
the accident.
Non-Covered Services: There are some injuries and illnesses that the University
Of North Carolina Wilmington Athletic Department will not be financially
responsible for. These include, but may not be limited to: pre-existing conditions,
externally provided physical examinations, corrective surgeries, laboratory tests
and treatment for sexually transmitted diseases and/or HIV, allergy/asthma
medications, surgery for hernia, appendix or tonsils, laboratory tests related to
colds, flu, flu shots, viruses, mononucleosis, medications not directly related to an
athletically related injury, wart removal, OB-GYN exams, routine eye
examinations, immunizations, private rooms for hospitalization, co-payments
associated with primary insurance policies, and any unauthorized medical
services.
Procedures for Filing a Medical Claim: Each student-athlete must have a
completed Insurance Information & Release Form on file in the Department of
Athletic Training. The student-athlete is responsible for securing
permission/authorization from his/her personal insurance provider/physician
for medical services (not covered under the UNCW policies and procedures
for coverage) as dictated by the conditions of his/her policy requirements.
The University is not responsible for payments of services as a result of a studentathlete
not appropriately securing permission/authorization. If an attempt by the
student-athlete to obtain permission/authorization for services is formally denied
by his/her insurance provider, a written copy of such denial should be provided to
the Insurance Coordinator for the Athletic Training Department.
Explanation of Benefits (EOB): An explanation of benefits form is an itemized
document that details the services provided to an individual and the payments
covered and not covered by an insurance company.
For a student-athlete to be reimbursed for healthcare services that are approved
and authorized by the University of North Carolina Wilmington, documentation
must be provided to the Insurance Coordinator for the Athletic Training
Department in a timely and thorough manner. The Insurance Coordinator will
inform the student-athlete of what information is needed to complete a claim. If a
student-athlete has been approved and pre-authorized for services that must be
paid in advance, the student-athlete must provide proof of payment and an
explanation of the services provided to the Insurance Coordinator within thirty
(30) days of the services being provided.
190

STEPS FOR PROCESSING MEDICAL BILLS
Receive pre-authorization from UNCW Department of Athletic Training for
referral to off-campus services. This is granted by the Athletic Training
Department Staff.
Receive pre-authorization from you primary insurance carrier. This is most
important if you are seeking the services of a specialty provider, having an
image or laboratory test performed, or undergoing surgery.
Provide primary insurance information to healthcare provider at time of
services. The UNCW Department of Athletic Training requests this
information from you ahead of time so that services are not delayed.
Submit UNCW’s secondary athletic health insurance information to the
healthcare provider at the time services are rendered.
Review your explanation of benefits (EOB) and itemized bill. These will be
mailed to you following any services rendered. If you have any outstanding
fees upon reviewing these documents, submit both the EOB and the itemized
bill to the UNCW Department of Athletic Training Insurance Coordinator.
Submit the EOB and itemized bill to the UNCW Department of Athletic
Training Insurance Coordinator. We will work expeditiously to see that all
remaining outstanding bills are paid in a timely and thorough manner
Please note that UNCW will not pay for the following:
Any bills incurred without the approval of the Department of Athletic Training
referral
Any bills requesting payment without EOB and itemized statement
Healthcare issues prohibited by NCAA regulations allowing UNCW to pay for
(please refer to student athlete handbook for a complete list)
Request of payment in an untimely manner as deemed such by UNCW’s
secondary insurance carrier
Student-Athlete Referral Policy
PURPOSE: To provide clear instructions regarding what is necessary when reporting
injuries to the insurance providers and when scheduling medical services at Wilmington
Orthopedic Group (WOG).
STEPS FOR REPORTING INJURIES AND MEDICAL CLAIMS FOR
ATHLETES
191

1. When a member of the Athletic Training Staff needs to set up an appointment for
an athlete to see one of the providers at Wilmington Orthopedic Group, the staff
member will first page the triage nurse (341-5312). If the staff member has not
received a call back within 15 minutes the staff member will then call Sharon
Guthrie (332-0497).
2. The appointment will then be made with the first available provider. The athlete
will be given an appointment within 24 hours of the initial call to Wilmington
Orthopedic Group. If the staff member is requesting a specific provider, then the
appointment may not be within 24 hours of the initial call to the office. However,
the appointment will be made with the specific provider at the earliest
appointment available.
3. All athletes being seen at Wilmington Orthopedic Group by the physician or
physician’s assistant for the first time will be given by the Athletic Training Staff
a written referral form from the Athletic Trainer to the provider, a copy of the
Athletic Department secondary insurance letter and the front desk paperwork for
the Wilmington Orthopedic Group office.
4. For all follow-up visits taking place in the office of Wilmington Orthopedic
Group, the athlete will be given a written referral from the Athletic Trainer and a
copy of the secondary insurance letter.
STEPS FOR SENDING ATHLETE’S FOR MRI REFERRAL
If an MRI or other imaging studies are required after a student-athlete is seen by a
medical provider, the physician’s office will work with the insurance company to obtain
authorization for the procedure.
1. The student-athlete will return to the Athletic Training Room. Once the
authorization is obtained, the orders for the MRI will be faxed to the
Certified/Licensed Athletic Trainer and he/she will make the appointment for the
MRI by calling Tracy Shumate with Delaney Radiology (341-1827).
2. Once the appointment has been made, the Certified/Licensed Athletic Trainer will
fax the physicians order from the referring physician and the referral form for
Delaney Radiology (762-6739).
192

3. Once the MRI is complete, the reports will be faxed to the referring physician and
the Athletic Training Staff. After the report has been sent to the
Certified/Licensed Athletic Trainer, he/she will make the follow-up appointment
with the referring physician.
Athlete should be provided the following information to take with them to the hospital or
other provider’s office for medical services:
1. MD order for MRI.
2. Copy of their personal primary insurance card (front and back of card will be needed),
unless they have their card with them.
3. Copy of K&K insurance information. (If services to be provided are due to a sport
related injury)
4. Copy of the UNCW Medical Records and Insurance Release form.
STEPS FOR REFERRING STUDENT-ATHLETES: GENERAL MEDICINE
ISSUES
If a student-athlete will be having services provided by the UNCW Student Health
Center, the following steps need to be followed:
1. The student-athlete will report to the Athletic Training Staff for all injuries or illnesses
that might interfere with their ability to practice or participate in their sport. The studentathlete
should see his/her team Certified/Licensed Athletic Trainer as soon as possible
after an injury or illness occurs.
2. At that time, an evaluation will be performed by a Certified/Licensed Athletic Trainer
to determine the extent of the injury/illness and the student-athletes ability to practice or
compete that day. If necessary, a medical referral will be made for the student-athlete
with the Student Health Center and a written referral will be sent with the student-athlete
so appropriate treatment can be initiated.
3. Once the student-athlete is seen by one of the providers with SHC, the provider will
send a copy of the written referral and recommendation back to the Certified/Licensed
193

Athletic Trainer that referred the student-athlete. Directions given by the SHC provider
should be followed. The student-athlete should practice or play only with the approval of
the SHC provider while they are under his/her care.
4. If the student-athlete prefers to be seen by an off-campus medical provider, an
appointment will be made with a provider and a written referral will be sent with the
student-athlete for this appointment.
5. Once a plan of care has been given by the off-campus physician, the Certified/Licensed
Athletic Trainer who referred the student-athlete will contact the Medical Coordinator for
a review and agreement with the plan of care. The student-athletes return to play will be
granted by the Medical Coordinator in collaboration with the off-campus physician.
6. The Medical Coordinator may deem it necessary for a third opinion if there are
conflicting opinions concerning the return to play status of a student-athlete. The
Medical Coordinator will then determine a return to play based on this third opinion.
7. If medical problems occur after regular hours, the student-athlete should contact the
Certified/Licensed Athletic Trainer assigned to your team.
INSURANCE PRE-AURTHORIZATION’S or REFERRALS
Please keep in mind when scheduling medical services most primary insurance
companies now require at least a 72 hour processing time if the medical service is not an
emergency, especially for MRI’s.
1. If an MRI is required after a student-athlete is seen by a medical provider, the
physician’s office will work with the insurance company to obtain authorization for the
procedure.
2. The student-athlete will return to the Athletic Training Room. Once the authorization
is obtained, the orders for the MRI will be faxed to the Certified/Licensed Athletic
Trainer and he/she will make the appointment for the MRI by calling Tracy Shumate with
Delaney Radiology (341-1827).
3. Once the appointment has been made, the Certified/Licensed Athletic Trainer will fax
the physicians order from the referring physician and the referral form for Delaney
Radiology (762-6739).
194

4. Once the MRI is complete, the reports will be faxed to the referring physician and the
Athletic Training Staff. After the report has been sent to the Certified/Licensed Athletic
Trainer, he/she will make the follow-up appointment with the referring physician.
Second Opinion Policy
POLICY STATEMENT: The Department of Athletic Training is ultimately
responsible for the overall care of each and every student-athlete and must be
informed of all conditions in order to provide the most appropriate, efficient, and safe
care.
1. If a student-athlete is not satisfied with his/her injury diagnosis or treatment he/she
should notify a staff Athletic Trainer or the team physician.
2. The Athletic Training Staff at the direction of the UNCW team physician will
make arrangements for outside treatment. Student-athletes will not be denied access
to outside medical treatment.
3. The physician providing the second opinion will need to send all office notes and a
letter stating his/her medical opinion on the student-athletes playing status.
4. The team physician for the university will then look at these documents and give
the final clearance.
5. The team physician for the university will make the final decision on any athletes
return to play following a second opinion being obtained by the athlete.
6. The athletic department shall not assume financial responsibility for outside
medical services that were not arranged by the team physician or a full time staff
Athletic Trainer.
7. The Department of Athletic Training will reimburse the student-athlete’s medical
bills obtained as a direct result of the referred opinion upon the presentation of a
claim statement. No reimbursement will be provided for any travel expenses, meals
or other purchases associated with such a referral.
195

Student-athletes may seek a medical referral to any healthcare professional on
one’s own; however, ALL costs incurred as a result of a self-referral without
pre-approval from the Department of Athletic Training are the sole
responsibility and financial bearing of the student-athlete.
Surgical Procedures and Treatment Policy
POLICY STATEMENT: The University of North Carolina Wilmington will assume
financial responsibility for a student-athlete injury and/or illness provided the studentathlete
follows appropriate procedures and arrangements for care established by the
Athletic Training Department, the Athletics Department, and the University. Any
student-athlete reserves the right to seek medical attention from whomever he or she
chooses. However, such care provided by a health care professional non-affiliated with
UNCW without prior approval being granted by the Director of Athletic Training and/or
Team Physician holds accountable the student-athlete for any and all claims and charges
therein obtained as a result of said visit. Prior approval should be established by
communicating with the Director of Athletic Training before the visit occurs.
SECTION VI
MEDICAL RECORDS AND DOCUMENTATION
Confidentiality of Medical Records/ HIPAA Compliance
PURPOSE: To insure that the Department of Athletic Training values and respects the
confidentiality of student-athlete medical records and maintains compliance with the
HIPAA federal regulations.
POLICY STATEMENT: Confidentiality of the student athlete's medical records must
be maintained, as these are considered legal documents. Records are not permitted to
leave the Department of Athletic Training. Any questions or concerns from the press,
professional scouts, or others must be directed to the staff athletic trainer assigned to that
sport. If medical records are needed for a case study then the athletic trainer must fill out
a Student Athlete Medical Records Release Form and have it approved by both the
athlete and the Director of Athletic Training prior to using any information obtained from
such records. This form provides the athletic trainer access to the medical records of only
the athlete noted on the form. The records still may not be taken out of the facility or
photocopied under any circumstances. Anyone associated with access to documents that
are the property of the Department of Athletic Training will fully comply will all
regulations set forth by the Health Information Portability and Accountability Act
196

(HIPAA). Sports Medicine Staff members must remember that discussing the status of a
student athlete with other student athletes is forbidden. This is considered a breach of
confidentiality. The staff member must be aware of his/her surroundings at all times
when discussing the health status of a student-athlete. This is perhaps one of the most
serious violations that can occur and will result in circumstances that may not only
warrant removal from the clinical environment, but could ultimately result in a
suspension or dismissal from his/her position.
Confidentiality:
The University of North Carolina Wilmington’s Department of Athletic Training and its
Department of Athletics are committed to safeguarding the confidentiality of protected
health information and other confidential information which is or may be contained in the
records of the University and to ensuring that protected health information and other
confidential information is used and/or disclosed only in accordance with the
University’s policies and procedures and applicable state and federal law.
All University employees must hold confidential information used or obtained in the
course of their duties in confidence. All protected health information and other
individually identifiable health information must be treated as confidential in accordance
with professional ethics, accreditation standards, and legal requirements.
PRIVACY REQUIREMENTS:
Everyone with access to health information and other confidential information
is responsible for safeguarding its confidentiality. Health information and
other confidential information may be in paper, electronic, verbal, video, oral,
or any other form, and must be protected regardless of form.
Access to health information in any format must be limited to those persons
who have a valid business or medical need for the information, or otherwise
have a right to know the information. Individuals who access clinical records
from other organizations are expected to follow that organization’s
requirements.
Any knowledge of a violation of this confidentiality policy must be reported
to the Director of Athletic Training immediately.
POLICY ELEMENTS:
Discuss patient/student-athlete information with authorized personnel only
and only in a private location where unauthorized persons cannot overhear.
Keep medical records and other confidential information secure and
unavailable to persons not authorized to review or obtain those records or
information.
Follow specified procedures for use of electronic information systems,
including use of individual passwords, logging off when finished, proper data
entry techniques, and protection of displayed or printed information from
unauthorized users.
197

Omit the patient/student-athlete’s name and other unique identifiers when
using case reports or hypotheticals for educational or training purposes.
Verify with the patient/student-athlete what information may be given to the
patient/student-athlete’s family and friends with the patient/student-athlete’s
knowledge and permission.
Screen requests for access to all patient/student-athlete and other confidential
information so that the minimum necessary amount of information is made
available and made available only to those persons who are legitimately
involved in patient care, billing or administrative operations.
Release patient/student-athlete medical records and other confidential
information to external sources only upon receipt of written authorization
from the patient/student-athlete.
Use appropriate information security procedures for users of electronic
information systems.
DE-IDENTIFICATION OF HEALTH INFORMATION:
Health information is considered de-identified, and therefore not subject to the rules
for protected health information only if all the following information has been
removed:
Names, including patient, family, employer, and attending physician
Geographic subdivisions smaller than a state, including street address, city,
county, precinct, zip-code
Elements of date (except year) for dates directly related to an individual,
including birth-date, admission date, discharge date, date of death
All ages over 89 and all elements of date (including year) indicative of such
age, except that such ages and elements may be aggregated into a single
category of age 90 or older
Telephone numbers
Fax numbers
Electronic mail addresses
Social security numbers
Medical record numbers
Health plan beneficiary numbers
Account numbers
Certificate or license numbers
Vehicle identifiers and serial numbers, including license plate numbers
Device identifiers and serial numbers
198

Web universal resource locators (URLs)
Internet Protocol (IP) address numbers
Biometric identifiers, including finger and voice print
Full face photographic images and any comparable images
Any other unique identifying number, characteristic, or code
Information, which has been identified for all of the factors listed above, may be
handled outside the constraints of this policy. However, even de-identified health
information should be handled with care and with an awareness of the need to protect
the identity of the person to whom the information refers.
Information Systems:
THE UNIVERSITY OF NORTH CAROLINA WILMINGTON ATHLETIC TRAINING DEPARTMENT’S
INFORMATION SYSTEMS CONTAIN CONFIDENTIAL INFORMATION PERTAINING TO STUDENT-
ATHLETES/PATIENTS, HEALTH CARE PROFESSIONALS, THE DEPARTMENT, AND THE
DEPARTMENT OF ATHLETICS. THESE SYSTEMS MAY INCLUDE COMPUTER HARD DRIVES,
REMOVABLE MEDIA STORAGE MEDIUMS, FILING CABINETS, AND MEDICAL RECORDS. THIS
INFORMATION IS A MAJOR ASSET TO THE UNCW ATHLETIC TRAINING DEPARTMENT AND IS
REQUIRED BY LAW TO BE PROTECTED. THE USE OF INFORMATION SYSTEMS IS SHARED BY
MANY INDIVIDUALS AND IMPOSES MANY OBLIGATIONS.
UNCW ATHLETIC TRAINING PERSONNEL WILL:
Only disclose information, verbally and in written form, to those authorized to
receive it;
Respect the privacy and rules governing the use of any information accessible
through an information system or computer network and only utilize
information necessary for performance of my job;
Report any violation of confidentiality of computer usage policies;
Respect the ownership of proprietary software;
Respect the finite capability of the systems and limit my use so as not to
interfere unreasonably with the activity of others;
Abide by all the procedures and policies established to manage the use of the
system.
UNCW ATHLETIC TRAINING PERSONNEL WILL NOT:
Exhibit or divulge the contents of any record or report except to fulfill a work
assignment;
199

Attempt to access information by using a user identification code or password
other than my own;
Remove any records, reports, or copies from their storage location except in
the performance of my duties;
Release my user identification code or password to anyone or allow anyone to
access or alter information under my identity; I will only make incidental
person use of these resources;
Use these resources to engage in illegal activities, or harass anyone;
Allow unauthorized use of information maintained, stored or processed by the
UNCW Athletic Training Department;
See personal benefit of, or permit others to benefit personally by any
confidential information or use of equipment available through my work
assignment;
Remove any documents from the UNCW Athletic Training Department, for
any reason, without prior consent from the Director of Athletic Training
and/or his/her designee.
UNCW Athletic Training Personnel should be aware that:
The University of North Carolina Wilmington Athletic Training Department
purchases or licenses the use of copies of computer software from a variety of
outside companies.
The University of North Carolina Wilmington Athletic Training Department
does not own the copyright to this software or its related documentation and,
unless authorized by the software developer, does not have the right to
reproduce it for use on more than one computer.
With regard to the use on local area networks or on multiple machines,
UNCW Athletic Training Department personnel shall use the software only in
accordance with the license agreement.
UNCW Athletic Training Department personnel learning of any misuse of
software or related documentation within the department shall notify the
Director of Athletic Training and/or the Director of Athletics immediately.
According to the US Copyright Law, illegal reproduction of software can be
subjected to civil damages of as much as $100,000 per work copied and
criminal penalties, including fines and imprisonment. UNCW Sports
Medicine personnel who knowingly make, acquire, or use unauthorized copies
of computer software shall be disciplined as appropriate under the
circumstances. Such discipline may include termination. The UNCW
Athletic Training Department does not condone the illegal duplication of
software.
200

Telephone Procedures:
Members of the UNCW Athletic Training Department should verify Consent and
Authorization before disclosing any PHI.
Members of the UNCW Athletic Training Department should not disclose PHI
over the phone to persons other than UNCW Team Physicians and/or medical
consultants, except in “Urgent” situations.
o If disclosing PHI over the phone, personnel should verify with the
recipient that they are in a “private” location before disclosing PHI.
Members of the UNCW Athletic Training Department should verify the identity
of the person that they are talking to at all times.
Fax Procedures:
Most unintentional disclosures of PHI occur due to errors in fax transmissions.
Members of the UNCW Athletic Training Department must periodically
check/verify all routine fax numbers for accuracy.
All fax cover sheets must contain an approved confidentiality statement.
o The document(s) that accompany this transmission contain information
from the Department of Athletic Training at The University of North
Carolina Wilmington. This information is intended only for the use of the
individual or entity names as the written recipient on this cover sheet. All
information provided within this fax transmission is considered private
and confidential. Therefore, if you are in receipt of this transmission and
are not the written named recipient you are hereby notified that any
disclosure, copying, and/or distribution of this information is strictly
prohibited. If you have received this fax in error, please notify our office
immediately. Thank you for your assistance.
Members of the UNCW Athletic Training Department should verify Consent and
Authorization before faxing any PHI.
Fax trays should be routinely emptied, storing PHI in a secure location.
E-mail Procedures:
Members of the UNCW Athletic Training Department must double-check/verify
all email addresses before sending PHI through electronic means.
All outgoing email messages must contain an approved confidentiality statement
in the signature line.
o The document(s) that accompany this transmission contain information
from the Department of Athletic Training at The University of North
Carolina Wilmington. This information is intended only for the use of the
201

individual or entity named as the written recipient. All information is
considered private and confidential therefore, if you are in receipt of this
transmission and are not the named recipient you are hereby notified that
any disclosure, copying and/or distribution of this information is strictly
prohibited. If you receive this information in error, please notify this
office immediately by return email or by telephone. Thank you for your
assistance.
Personnel should not disclose their email password to anyone and/or display the
password on or near their desk.
Personnel should adhere to all privacy standards relating to the use of computer
workstations.
Medical Records/Folders:
All medical records/folders are the property of the UNCW Athletic Training
Department and should remain in a lockable file cabinet and/or desk at all times.
Student-athlete medical records/folders should not be left out on desks and/or
stored in mailboxes.
Student-athlete medical records/folders ARE NOT permitted to leave the sports
medicine facility at any time.
Only authorized personnel are permitted to handle student-athlete medical
records/folders.
Release of Protected Health Information:
All members of the UNCW Athletic Training Department will receive and verify
appropriate Consent and Authorization before releasing PHI.
All releases of PHI must be appropriately documented/logged in the studentathlete’s
medical record.
Medical Documentation Policy
POLICY STATEMENT: Documentation is a critical component of quality care health
programs. Thorough, objective and accurate documentation allows for a clear assessment
of medical conditions, the ability to monitor progress, the potential to assess outcomes,
and the ability to track and record trends and findings related to the level of care
provided. Every clinician within the Department of Athletic Training is expected to
follow departmental guidelines for documentation, use appropriate medical terminology,
and complete appropriate evaluation, progress, and rehabilitation information on standard
202

forms distributed and used by the UNCW Department of Athletic Training. Athletic
training students who do not possess the ability to use proper documentation methods as
approved by the UNCW Sports Medicine Staff will not be allowed to formally document
in any medical record until competence is demonstrated.
NCAA Medical Hardships and Disqualification Policy
PURPOSE: To provide information for sports medicine personnel to develop medical
hardship waiver requests.
POLICY STATEMENT: This policy is designed to define and identify the necessary
documentation to seek a NCAA Medical Hardship Waiver per NCAA Policy 14.2.5
PROCEDURE:
A student-athlete may be granted an additional year of competition by the conference for
reasons of “hardship.” Hardship is defined as an incapacity resulting from an injury or
illness that has occurred under all of the following conditions:
a. The incapacitating injury or illness occurred in one of the four seasons of
competition at any two-year or four-year collegiate institution; and
b. The injury or illness occurred prior to the completion of the first half of
the playing season that concludes with the NCAA championship in that
sport (measured by the number of scheduled contests or dates of
competition, not exceeding the maximum limitations in each sport as set
forth in Bylaw 17, as set prior to the first scheduled contest or date of
competition) and results in the incapacity to compete for the remainder of
that playing season; and
c. The injury or illness occurred when the student-athlete had not
participated in more than two contests or dates of competition or 20
percent (whichever number is greater) of the institution’s scheduled
contests in his or her sport in Division I. Only scheduled competition
against outside opponents during the playing season that concludes with
the NCAA Championship or, if designated, during the official NCAA
Championship playing season in the sport (e.g., spring baseball, fall
soccer), shall be countable under this limitation in calculating both the
number of dates of competition or contests and the number of completed
contests or dates of competition during that season in the sport.
203

Checklist for Medical Personnel
Contemporaneous Diagnosis Of Injury
______
Contemporaneous medical documentation that validates timing of injury
or illness (required)
______
Contemporaneous medical documentation that verifies initial severity of
injury or illness (demonstrates incapacitation likely results for remainder
of season) (recommended)
______
Operation report(s) or surgery report(s) or emergency room document(s)
(recommended)
Acknowledgement That The Injury Is Incapacitating
______
Contemporaneous letter or diagnosis from treating physician identifying
injury or illness as “incapacitating” OR
______
Non-contemporaneous letter or diagnosis from treating physician
identifying injury or illness as “incapacitating” AND
______
Treatment logs or trainer’s room notes (indicating continuing
rehabilitation efforts)
Length Of Incapacitation (verifying opportunity for injured student-athlete to resume
playing within championship season in question is medically precluded)
______
Estimated length of incapacitation or recovery time range contained within
original contemporaneous medical documentation AND
______
Contemporaneous documentation of follow-up doctors visits (within the
estimated time range) in which student-athlete is not cleared to resume
playing OR
______
Treatment logs or trainer’s room notes (indicating continuing
rehabilitation efforts)
204

SECTION VII
MEDICAL AND CLINICAL POLICIES
Automated External Defibrillator (AED) Policy
Automated External Defibrillators (AEDs) have been shown in a variety of cases to
greatly increase the chance of survival during a cardiac emergency. Every minute that
defibrillation is delayed decreases the victim’s chance for survival by 10 percent. Both
the American Red Cross and American Heart Association support the use of AEDs and
suggest they be present and available as much as possible.
“Cardiac Chain of Survival”
The American Red Cross (ARC) and American Heart Association (AHA) suggest a
“Cardiac Chain of Survival” that must be implemented in order to maximize a victim’s
chance of survival. These steps include:
1. Early recognition and early access to Emergency Medical Services (EMS)
2. Early CPR
3. Early defibrillation (AED)
4. Early advanced medical care
Cardiopulmonary Resuscitation (CPR) helps to supply oxygen to the brain and other vital
organs. It also increases the chance for a shockable heart rhythm once the AED arrives,
especially if it is more than 4 minutes since the victim collapsed.
Definition of an AED
An AED is a machine used to analyze a victim’s heart rhythm and deliver a shock, if
necessary. The shock that is delivered is called defibrillation. The two most common
shockable abnormal rhythms are ventricular fibrillation (V-fib) and ventricular
tachycardia (V-tach). Not all heart rhythms are shockable and defibrillation is not
designed to restart a heart that has no electrical activity.
Indications and Contraindications of using an AED
There are several indications and contraindications that a rescuer should be aware of
before using and AED:
AEDs should only be used when a victim is unconscious and presents with no
breathing and no pulse.
AEDs should NOT be used on children under 8 years of age or less than 55
pounds UNLESS you are using a pediatric AED or pediatric pads.
205

The AED should be not used if the victim is lying in water or is wet. The victim
should be moved to dry ground and dried off.
All clothing and metal should be removed from the victim’s chest and the chest
should be wiped dry. However, do NOT use alcohol pads to dry the victim’s
chest.
No one should touch the victim while the AED is analyzing a victim’s heart
rhythm or defibrillating.
All nitroglycerin patches or other patches on the chests should be removed with a
glove before using the AED.
Cell phones should not be used within 6 feet of the AED.
The AED should not be used around flammable materials.
General steps and protocols for using an AED
These are the general steps recommended by the ARC and AHA for using an AED,
regardless of the brand of AED:
1. Turn on the AED.
2. Wipe the victim’s chest dry.
3. Attach the pads (one pad upper right chest and one pad lower left chest).
4. Plug the connector into the AED, if necessary.
5. Make sure no one, including the rescuer, is touching the victim.
6. Push the “analyze” button, if necessary.
7. If a shock is advised, push the “shock” button.
In 2005, the ARC and AHA created a new protocol for use of the AED. Once the AED is
attached and analyzes the heart rhythm, it will either shock the victim or state “no shock
advised”. If no shock is advised, the rescuer should give two minutes of CPR and then
have the AED reanalyze the victim. If a shock is advised, the AED will only give one
shock. After the one shock, the rescuer should give two minutes of CPR and then have
the AED reanalyze.
Department of Athletic Training AED Equipment
Currently, the Department of Athletic Training owns four AEDs. There is always one
AED that is permanently housed in each of the Sports Medicine Facilities. We also have
AEDs that are permanently housed at the Brooks field, Boseman field, Greene Track and
Field, Seahawk Natatorium, Hanover Gymnasium, and Trask Coliseum. The other AEDs
are taken to practices and competitions by the respective athletic trainer. Every AED is
inspected monthly and inspections are set up, conducted, and documented by Julie
Francis, Head Women’s Athletic Trainer. Monthly and yearly reviews will be conducted
to ensure that all AEDs are updated with the most current protocols and that supply
equals potential demand.
206

Asthma and Metered Dose Inhaler Policy
PURPOSE: The following policy was developed to provide standard guidelines for the
acute care of an asthma attack. This policy has been developed in accordance with the
University Of North Carolina Wilmington Department of Athletic Training’s Mission
Statement to provide quality healthcare services and assure the well-being of each
student-athlete at UNCW.
POLICY STATEMENT: The UNCW Department of Athletic Training has developed
the following asthma action plan for managing and urgently referring all patients who
may experience significant or life-threatening attacks. This plan is based on the
recommendations contained in the National Athletic Trainers Association Position
Statement regarding the Management of Asthma in Athletes.
Asthma Introduction
Although the exact causes of asthma are unknown, several factors, including exercise,
may induce an asthma attack. The majority of patients with asthma and patients with
allergies will have exercise-induced bronchospasm (EIB). Athletes are more often seen
with asthmatic symptoms than expected from the general population (23% vs. 4%,
respectively), perhaps because of their repeated and strong exposure to aeroallergens
and/or cold air during exercise and loss of heat and water. This effect results in
heightened bronchial hypersensitivity. EIB usually occurs during or minutes after
vigorous activity, reaches its peak 5-10 minutes after stopping the activity, and usually
resolves in another 20-30 minutes.
PROCEDURE:
1. All athletes must receive preparticipation screening evaluations and peak flow
assessment sufficient to identify the possible presence of asthma.
2. Athletic trainers should be aware of the major signs and symptoms suggesting
asthma, as well as the following associated conditions:
a. chest tightness
b. coughing (especially at night)
c. prolonged shortness of breath (dyspnea)
d. difficulty sleeping
e. wheezing (especially after exercise)
f. inability to catch one’s breathe
207

g. physical activities affected by breathing difficulty
h. use of accessory muscles to breathe
i. breathing difficulty upon awakening in the morning
j. breathing difficulty when exposed to certain allergens or irritants
k. exercise-induced symptoms, such as coughing or wheezing
l. an athlete who is well conditioned but does not seem to be able to perform
at a level comparable with other athletes who do not have asthma
m. family history of asthma
n. personal history of atopy, including atopic dermatitis/eczema or hay fever
(allergic rhinitis)
3. The following types of screening questions can be asked to seek evidence of
asthma
a. Does the patient have breathing attacks consisting of coughing, wheezing,
chest tightness, or shortness of breath?
b. Does the patient have coughing, wheezing, chest tightness, or shortness of
breath at night?
c. Does the patient have coughing, wheezing, chest tightness, or shortness of
breath after exercise?
d. Does the patient have coughing, wheezing, chest tightness, or shortness of
breath after exposure to allergens or pollutants?
e. Which pharmacologic treatments for asthma or allergic rhinitis, if any,
were given in the past, and were they successful?
4. Athletic trainers should incorporate into the existing emergency action plan an
asthma action plan for managing and urgently referring all patients who may
experience significant or life threatening attacks of breathing difficulties. In
addition, if it is possible athletic trainers should have pulmonary function
measuring devices (such as peak expiratory flow meters) at all venues for athletes
and should be familiar with how to use these devices.
5. All patients with asthma should have a rescue inhaler available during games and
practices, and the certified athletic trainer should have an extra rescue inhaler for
administration during emergencies.
6. Patients with asthma should have follow-up examinations at regular intervals. (6-
12 months)
7. Athletic trainers should understand the various types of pharmacologic strategies
used for short and long acting B2 agonists.
8. Patients with past allergic reactions or intolerance to aspirin or NSAIDs should be
identified.
9. Patients who are experiencing any degree of respiratory distress (including a
significant increase in wheezing or chest tightness, a respiratory rate greater that
208

25 breaths per minute, inability to speak in full sentences, uncontrolled cough,
significantly prolonged expiration phase of breathing, nasal flaring, or paradoxic
abdominal movement) should be referred rapidly to an emergency department or
to their personal physicians for further evaluation and treatment. Referral to an
emergency room or equivalent facility should be sought urgently if the patient is
exhibiting signs of impending respiratory failure.
10. The athletic trainer should be aware of the various Web sites that provide general
information and frequently asked questions on asthma and EIA.
American Academy of Allergy, Asthma and Immunology
(www.aaaai.org)
American Thoracic Society (www.thoracic.org)
Asthma and Allergy Foundation of America (www.aafa.org)
American College of Allergy, Asthma, and Immunology (www.acaai.org)
HOW TO USE A PEAK FLOW METER
Peak expiratory flow rate (PEFR) monitoring should be performed on a regular basis,
even when asthma symptoms are not present. PEFR should also be checked if symptoms
of coughing, wheezing, or shortness of breath develops. Patients should demonstrate
PEFR measurement with their healthcare provider to verify that their technique is
accurate.
Different brands of peak flow meters have unique features; however, these general
instructions can be adapted to an individual's peak flow meter.
Getting the best readings — several steps are important to make sure the peak flow meter
records an accurate value:
The peak flow meter should read zero or its lowest reading when not in use
Use the peak flow meter while standing up straight
Take in as deep a breath as possible
Place the peak flow meter in the mouth, with the tongue under the mouthpiece
Close the lips tightly around the mouthpiece
Blow out as hard and fast as possible
Breathe a few normal breaths and then repeat the process two more times. Write
down the highest number obtained. Do not average the numbers.
Note: The test should be repeated if the tongue partially blocks the mouthpiece or if the
patient coughs or spits during the test. Most peak flow meters need to be cleaned
periodically; cleaning instructions should be available when the unit is purchased.
Establishing a baseline measurement — unlike a blood pressure reading or a cholesterol
test, there is no PEFR that is normal for everyone. For this reason, it is important to
209

determine what PEFR value is normal for each individual.
To determine an individual patient's normal PEFR, they should measure their PEFR when
they have no asthma symptoms. Three PEFR measurements should be done with the
same peak flow meter two to four times daily for two to three weeks. For long term
management, most clinicians will recommend testing once per day, usually in the
morning.
The patient should note the highest PEFR measure achieved; this is the "personal best"
PEFR. This number is used to determine if future PEFR readings are normal or low, and
is also used to create a normal PEFR range (between 80 and 100 percent of the personal
best PEFR).
Readings below the normal range are a sign of airway narrowing in the lungs. A low
PEFR can occur before asthma symptoms such as wheezing or shortness of breath
develop.
A personal best PEFR value should be remeasured each year to account for growth (in
children) or changes in the disease (in both children and adults). In addition, home PEFR
measurements should be verified with readings taken with equipment in a healthcare
provider's office since this equipment is more sensitive.
The action plan — once the normal range can been established, the healthcare provider
will provide tailored guidelines (also called an action plan) to follow when the PEFR
begins to decrease.
Peak expiratory flow rates are divided into three zones, which are assigned colors similar
to those of a traffic light. These zones can be used to make decisions about the need for
treatment:
GREEN (80 to 100 percent of personal best) signals that the lungs are functioning
well. When readings are within this range and symptoms are not present, patients
should continue their regular medicines and activities.
YELLOW (50 to 80 percent of personal best) is a sign that the airways in the
lungs are somewhat narrowed, making it difficult to move air in and out. A shortterm
change or increase in medication is generally required. Patients should
change or increase their medication to reverse airway narrowing according to the
treatment recommendations previously discussed with their provider.
RED (below 50 percent of personal best) is a sign that the airways are
significantly narrowed and requires immediate treatment. The "rescue" inhaler
should be used according to the treatment recommendation previously discussed
with the provider. PEFR should be rechecked 10 to 15 minutes after the rescue
medication is used. If the PEFR improves, the patient should monitor their PEFR
throughout the day. The healthcare provider should be contacted after the patient
improves; daily medication may be changed or increased.
IMPORTANT TO NOTE:
It is the athlete’s responsibility to have their inhaler at all athletic activities.
210

It is the athlete’s responsibility to provide a separate inhaler with the supervising
athletic trainer at the event (must have on file a signed Prescription Release form)
to carry in the emergency medical kit.
The athlete must notify the sports medicine staff if they are suffering increased
symptoms associated with their asthma.
The athlete must notify the sports medicine staff of all asthma attacks.
If an athlete suffers an asthma attack strong enough to warrant use of their rescue
inhaler, the athlete is not permitted to return to practice or competition on that day
until they can perform a peak flow measurement that is at least 80% of their
established baseline reading.
Official Statement-Management of Asthma in Athletes, NATA web page:
www.nata.org/publicinformation/files/asthma.pdf
Asthma Medications
Depending on the severity of asthma, medications can be taken on an as-needed basis
(prn) or regularly to prevent or decrease breathing difficulty. Most of the medications
fall into two major groups: quick relief medications and long-term control medications.
A. Quick relief medications are used to treat asthma symptoms or an asthma episode.
The most common quick relief medications, the short-acting beta-agonists, relieve asthma
symptoms by relaxing the smooth muscles around the airways. Common beta-agonists
include Proventil and Ventolin (albuterol), Maxair (pirbuterol), and Alupent
(metaproterenol). Atrovent (ipatroprium), an anticholinergic, is a quick relief medication
that opens the airways by blocking reflexes through nerves that control the smooth
muscle around the airways. Steroid pills and syrups, such as Deltasone (prednisone),
Medrol (methylprednisolone), and Prelone or Pediapred (prednisolone) are very effective
at reducing swelling and mucus production in the airways; however, these medications
take 48-72 hours to take effect.
B. Long-term control medications are used daily to maintain control of asthma and
prevent asthma symptoms. Intal (cromolyn sodium) and Tilade (nedocromil) are longterm
control medications which help prevent swelling in the airways. Inhaled steroids are
also long-term control medications. In addition to preventing swelling, they also reduce
swelling inside the airways and may decrease mucus production. Common inhaled
steroids include Vanceril, Vanceril DS, Beclovent, and Beclovent DS (beclomethasone),
Azmacort (triamcinolone), Aerobid (flunisolide), Flovent (fluticasone) and Pulmicort
(budesonide). Leukotriene modifiers are new long-term control medications. They may
reduce swelling inside the airways and relax smooth muscles around the airways.
Common leukotriene modifiers include Accolate (zafirlukast), Zyflo (zileuton) and
Singulair (muntelukast). Another long-term control medication, Theophylline, relaxes
211

the smooth muscle around the airways. Common theophyllines in oral form include
Theo-Dur, Slo-Bid, Uniphyl and UniDur. Serevent (salmeterol), in inhaler form, is also
a long-term control medication. As a long-acting betaantagonist, it opens the airways in
the lungs by relaxing smooth muscle around the airways.
C. Inhaled Medications
Inhaled medications are delivered directly to the airways, which is useful for lung
disease. Aerosol devices for inhaled medications may include the metered-dose inhaler
(MDI), MDI with spacer, breath activated MDI, dry powder inhaler or nebulizer. The
most commonly used inhaled medications are delivered by the MDI, with or without the
spacer. There are few side-effects because the medicine goes right to the lungs and not to
other parts of the body.
It is critical that the patient use the prescribed MDI correctly to get the full dosage and
benefit from the medication. Unless the inhaler is used in the right manner much of the
medicine may end up on the patient’s tongue, the back of their throat, or in the air. Use
of a spacer or holding chamber helps significantly with this problem and their use is
strongly recommended. A spacer is a device that attaches to a MDI. It holds the
medication in its chamber long enough for the patient to inhale it in one or two slow deep
breaths.
Using the MDI
The UNCW Sports Medicine staff may assist a student-athlete in the use of a prescribed
MDI as follows:
212

1. Remove the cap and hold the inhaler upright.
2. Shake the inhaler.
3. Tilt your head back slightly and breathe out.
4. Hold the inhaler as in one of the pictures to the right. A
or B are the most effective, but C is okay for people
who are unable to use A or B.
5. Spacers are useful for all patients, especially young
children and older adults (see picture B).
6. Press down on the inhaler to release the medicine as
you start to breathe in slowly.
7. Breathe in slowly for 3 to 5 seconds.
8. Hold your breath for 10 seconds to allow medicine to
go deeply into your lungs.
9. Repeat puffs as directed. Wait 1 minute between puffs
to allow the second puff to get into the lungs better.
To Use an MDI with a Spacer:
1. Remove the caps from the MDI and spacer device.
Shake the MDI well.
2. Insert the MDI into the open end of the spacer, which is
opposite the mouthpiece.
3. Place the mouthpiece of the spacer between your teeth
and seal your lips tightly around it.
4. Breathe out completely.
5. Press the canister once to release the medicine. The
medicine will be trapped in the spacer.
A. Open mouth.
Hold inhaler 1 to 2
inches away.
B. Use spacer
attached to
inhaler.
C. Hold inhaler in
your mouth
6. Breathe in slowly and completely through your mouth. With some spacers, you
will hear a hornlike sound if you are breathing too quickly. This means you need
to slow down on your next breath.
7. Hold your breath for at least 10 seconds to allow the medication to deposit in your
lungs.
8. Wait for about one minute and then repeat Steps 1-7 for every puff of medication
ordered.
9. Replace the caps on your MDI and spacer when finished.
10. If you are using an MDI that contains a steroid, gargle and rinse your mouth with
water or mouthwash after each use.
NOTE: These instructions are for a metered-dose inhaler only. Inhaled dry powder
capsules are used differently. To use a dry powder inhaler, close your mouth tightly
213

around the mouthpiece of the inhaler and breathe in quickly. Talk to your doctor if you
have any questions about how to take your medicine.
Basic Life Support Treatment for Severe Asthma
Student-athletes/patients who have progressed to severe asthma experience a combination
of the following: shortness of breath (>30 respirations/min), mental status changes
(anxious, confused, combative, and drowsy), inability to speak in sentences, sweaty and
unable to lie down. If the patient is not responding to or is unable to properly use their
MDI, the sports medicine staff/physician should:
1. Call EMS (if not on site or in route)
2. Maintain a patent airway
3. Be prepared to assist ventilation with positive pressure ventilation with
bag-valve mask
4. Administer epinephrine by a prescribed auto-injector (refer to epi-pen
policy)
5. Initiate early emergency transport
Concussion Management Policy
The following policy and procedures on neurocognitive baseline testing and subsequent
assessment and management of concussions, as well as return to play guidelines, have
been developed in accordance with the University of North Carolina Wilmington
Department of Athletic Training’s Mission Statement to provide quality healthcare
services and assure the well-being of each student-athlete at UNCW.
PURPOSE: The University of North Carolina Wilmington Department of Athletic
Training recognizes that sport induced concussions pose a significant health risk for those
student-athletes participating in athletics at The University of North Carolina
Wilmington. With this in mind, the Department of Athletic Training has implemented
policies and procedures to assess and identify those student-athletes who have suffered a
concussion. The Department also recognizes that baseline neurocognitive testing on
student-athletes who participate in those sports which have been identified as collision
and or contact sports and/or who have had a history of concussions prior to entering the
University of North Carolina Wilmington will provide significant data for return to play
decisions. This baseline data along with physical examination, and/or further diagnostic
testing will be used in conjunction in determining when it is safe for a student athlete to
return to competition.
CONCUSSION DEFINITION:
Concussion can be defined as a violent shaking or jarring action to brain, usually as a
result of impact with an object or ground. This results in immediate partial or complete
214

impairment of neurological function.
SIGNS AND SYMPTOMS OF CONCUSSION:
Certified athletic trainers and athletic training students all need to be aware of the signs
and symptoms of concussion to properly recognize and intervene on behalf of the
student-athlete.
Physical Symptoms Cognitive Symptoms Emotionality Symptoms
Headache Memory Loss Irritability
Vision Difficulty Attention Disorders Sadness
Nausea Reasoning difficulty Nervousness
Dizziness
Sleep Disturbances
Balance Difficulties
Light sensitivity
Fatigue
POLICY STATEMENT: It is the policy of the University of North Carolina
Wilmington Athletic Training Department that a formal grading scale will not be used,
but rather attention will be focused on the athlete’s recovery via a symptom checklist,
neurocognitive testing, and postural-stability testing.
Protocol:
Education
The Department of Athletic Training recognizes that education is crucial when dealing
with concussions. Certified athletic trainers must play an active role in educating the
athlete, coaches, and parents about the signs and symptoms associated with concussions,
as well as potential risks of playing while still symptomatic. The ATC will review the
NCAA’s Concussion Fact Sheet for Student-Athletes (attached) with each team. All
student-athletes will be required to sign the Student-Athlete Concussion Statement,
acknowledging that they have been educated about concussions and accepting
responsibility for reporting their injuries and illnesses to the sports medicine staff,
including signs and symptoms of concussions. In addition, the Director of Athletic
Training will review the NCAA’s Concussion Fact Sheet for Coaches (attached) with the
coaching staff. Each coach will be required to sign the Coaches Concussion Statement,
acknowledging that they have been educated about concussions and accepting
responsibility for reporting potential concussions to the sports medicine staff and
supporting the sports medicine staff in decisions made regarding the treatment of studentathletes
with concussions.
215

Baseline Testing
For high-risk sports (MSOC, WSOC, VB, MBB, WBB, Diving, Baseball, Softball,
Pole Vaulting) baseline cognitive and postural-stability testing will be performed
using the Standardized Assessment of Concussion (SAC) and Balance Error Scoring
System (BESS) forms, both of which have been thoroughly researched and have been
found to be both valid and reliable.
SAC: includes measures of orientation, immediate memory, concentration,
delayed recall, strength, sensation, coordination, and a standard neurological
examination. TOTAL AVAILABLE POINTS=30, BEST SCORE=30
BESS: can be used as a clinical measure in identifying balance impairment that
could indicate a neurological deficit. TOTAL AVAILABLE
POINTS=UNLIMITED, BEST SCORE=0
Time of Injury
1. Perform initial evaluation, including SAC and BESS
2. Call EMS Immediately if there is:
Deterioration of neurological function
Decreasing level of consciousness
Decrease or irregularity in respirations
Decrease or irregularity in pulse
Unequal, dilated, or unreactive pupils
Any signs or symptoms of associated injuries, spine or skull fracture, or bleeding
Mental status changes: lethargy, difficulty maintaining arousal, confusion, or
agitation
Seizure activity
3. Recheck signs and symptoms every 5 minutes until stable
4. Refer athlete to the Medical Director of Student Health
The Medical Director of Student Health will evaluate the student-athlete and then
email the athletic trainer with recommendations for physical and cognitive rest
The athletic trainer will then contact the Student-Athlete Academic Support
Office with the physician’s recommendations for cognitive rest
The Student-Athlete Academic Support Office will contact the injured studentathlete’s
professors with physician’s recommendations for cognitive rest on an as
needed basis.
5. Neuroimaging
216

CT and MRIs have been found to be of little value in assessing less severe head
injuries, such as cerebral concussion, and contributing to the RTP decision. A CT
scan is often indicated emergently if a focal injury such as an acute subdural or
epidural bleed is suspected.
Presently no neuroanatomic or physiologic measurements can be used to
determine the severity of a concussion or when complete recovery has occurred in
an individual athlete after a concussion.
Post-Concussion Follow-up
During the period of recovery and while the student-athlete is symptomatic following
injury, the student-athlete should engage in physical and cognitive rest as much as
possible until such time that he/she is asymptomatic.
1. Perform SAC and BESS each day until self-report asymptomatic (SRA)
2. Day 1 SRA
Perform SAC and BESS
3. Day 2 SRA
Begin Exertional Testing Protocol in a controlled setting under the direction of a
Certified Athletic Trainer
Note: If the student-athlete develops any post-concussion symptoms during the Day
2 SRA Testing, the student-athlete should immediately stop all activity and rest for a
minimum of 24 hours and until asymptomatic. After the minimum 24 hour rest
period and once the student-athlete is asymptomatic, he/she should resume testing as
per the Day 2 Exertional Testing Protocol.
4. Day 3 SRA
Sports-specific, non-contact extertional functional activity
o Mode, duration, and intensity dependent upon sport
Note: If the student-athlete develops any post-concussion symptoms during the Day
3 SRA Testing, the student-athlete should immediately stop all activity and rest for a
minimum of 24 hours and until asymptomatic. After the minimum 24 hour rest
period and once the student-athlete is asymptomatic, he/she should resume testing as
per the Day 3 SRA level.
5. Day 4 SRA
Supervised “modified/limited contact” practice
o Mode, duration, and intensity dependent upon sport
Note: If the student-athlete develops any post-concussion symptoms during the Day
4 SRA Testing, the student-athlete should immediately stop all activity and rest for a
minimum of 24 hours and until asymptomatic. After the minimum 24 hour rest
period and once the student-athlete is asymptomatic, he/she should resume testing as
per the Day 4 SRA level.
6. IF the student-athlete is asymptomatic with all activity on Day 4 SRA, consult with
the Team Physician for full return to play clearance.
217

7. The staff athletic trainer will document all pertinent information about the concussive
injury, including but not limited to:
Mechanism of injury
Initial signs and symptoms
State of consciousness
Findings on serial testing of symptoms and neuropsychological function and
postural-stability tests
Instructions given to the athlete and/or parent
Recommendations provided by the physician
Date and time of return to participation (RTP)
Relevant information on the player’s history of prior concussion and associated
recovery pattern(s).
Return to Play Criteria
In order to be considered for return to play, the student-athlete must:
1. Follow the outlined guidelines for management of his/her injury; and
2. Be fully asymptomatic at rest, with exertional testing, and with supervised noncontact
and contact sports-specific activities; and
3. Be within normal baseline limits on all post-exertion assessments; and
4. Be cleared for participation by the University of North Carolina Wilmington Team
Physician and/or his/her designee.
** Guskiewicz and McCrea suggest that a 7-day waiting period can minimize the
risk of recurrent injury. Same-season repeat injuries usually occur in the 7 to 10
day window after the first concussion, supporting the concept that there may be
increased neuronal vulnerability or blood-flow changes during that time.
**For athletes that have a history of 3 or more concussions and are experiencing
slow recovery, temporary or permanent disqualification from contact sports may be
indicated.
218

Post-Concussion Exertional Testing Protocol
Guidelines
All testing is to be done in a controlled setting and under the direct supervision of a
certified athletic trainer
Student-athlete should progress through each level continuously with minimal rest
between levels unless symptoms develop
Monitor symptomology
o If the student-athlete self-reports asymptomatic, proceed to the next level.
o If the student-athlete reports symptoms at any time:
• STOP THE TESTING PROTOCOL
• Rest for a minimum of 24 hours and until asymptomatic
• After the minimum 24 hour rest period and when asymptomatic,
resume testing at the beginning of the last asymptomatic level.
Exertional Testing Protocol
Level 1 (Sub-Maximal Cardiovascular Training)
Non-impact cardiovascular implement of choice (e.g. bike, Stairmaster, elliptical
trainer, etc.)
Duration—10 minutes
65% maximal heart rate
Level 2 (Maximal Cardiovascular Training)
Non-impact cardiovascular implement of choice (e.g. bike, Stairmaster, elliptical
trainer, etc.)
Duration—15 minutes
85% maximal heart rate
Level 3 (Sub-Maximal Anaerobic Training)
Sit-ups and/or crunches
One (1) minute continuous exercise
Level 4 (Maximal Effort Anaerobic Training)
300 yard shuttle run (weather and facility permitting)
OR
Treadmill Interval Run
o Duration—5 minutes
o 15 second sprint // 45 second job
219

Level 5 (Weight Training)
Mode, duration, and intensity dependent upon sport
If Day 2 SRA does not fall within the student-athlete’s scheduled weight lifting
schedule, the student-athlete should still perform weight training exercises under
the direction of a certified athletic trainer.
Diabetic Athlete Policy
PURPOSE: In an attempt to provide comprehensive and quality healthcare, the
Department of Athletic Training created a policy to educate its personnel and to establish
protocol for managing diabetic athletes. This policy will define diabetes, including its
signs and symptoms, and associated risks. In addition, it will identify strategies for
managing and treating athletes with diabetes. Lastly, the policy will include
recommendations for the diabetic athlete.
POLICY STATEMENT:
Diabetes Definition: A chronic metabolic disorder in which the body does not produce
sufficient amounts of insulin or does not use it properly. Insulin, a hormone that is
normally produced within the body, is responsible for carbohydrate (CHO) metabolism.
It does this by facilitating glucose (sugar) uptake within the body’s cells. Diabetics
typically experience abnormally high blood glucose levels since insulin is not capable of
delivering glucose to the body’s tissues. Diabetics can experience very high and low
blood glucose levels because of this insulin/glucose uncoupling. Chronic elevated levels
of blood glucose can lead to serious damage in several of the body’s systems.
There are two types of Diabetes, Type I (insulin dependent) or Type II (non insulin
dependent). Type I diabetes is characterized by decreased insulin production and it is
prevalent among children and young adults. Its onset is often sudden and may follow an
acute viral flu illness. Most collegiate athletes with diabetes will present as Type I
diabetics.
Type II diabetes is characterized by the body’s inability to utilize insulin, leading to
insulin resistance. Its onset and symptoms are gradual. Potential risk factors associated
with Type II diabetes include age, obesity, minority ethnicity, and family history.
Signs & Symptoms:
Fatigue
Visual changes
Excessive hunger
220

Extreme thirst
Frequent urination
Weight loss (Type I)
Acute complications/Potential risks
Diabetic ketoacidosis (DKA): A buildup of ketones caused by the metabolism of
fat for energy. This occurs more frequently in Type I diabetics, and it can become
a potentially life threatening condition.
Hypoglycemia: Characterized by abnormally low levels of blood glucose (<
70mg/dL). This is the most common risk. Factors that affect blood glucose levels
during exercise include time and content of the previous meal; time, dosage and
type of medication; and type of activity.
Signs & symptoms
Shakiness
Sweating
Tachycardia
Difficulty concentrating
Headache
Dizziness
Mood changes
Tingling in the face, tongue, and lips
Hyperglycemia: Characterized by abnormally high levels of blood glucose (>
250mg/dL).
Signs & symptoms
Headache
Blurry vision
Sleepiness
Increased thirst
Increased urination
221

Management of Type I Diabetes
-the primary goal of diabetes management is to maintain blood glucose levels
around 80-120mg/dL
Insulin
Dietary modifications
Exercise
Exercise in the Diabetic
Increases glucose usage and therefore decreased glucose excess
Facilitates fat loss which can lead to decreased insulin resistance
Enhances psychological well-being
Exercise in the Type I Diabetic
If the diabetic athlete initiates exercise with elevated insulin levels (i.e., from
medication), there exists a greater potential for hypoglycemia since both the
exercise will stimulate glucose use and the high insulin levels will stimulate
glucose use/uptake. Conversely, exercise may lead to an additional rise in blood
glucose if it is already elevated prior to activity. This elevation prior to activity
could be indicative of insufficient insulin potentially caused by illness or a missed
dose of medication.
Recommendations for Diabetic Athletes
1. wear diabetic ID
2. avoid exercising at peak of insulin action
3. adjust carbohydrate or insulin dosage prior to exercise to match expected
glucose expenditure
4. assess blood sugar before, during, and after exercise
5. drink adequate fluids, especially during hot/humid climate
6. have access to fast acting carbohydrate during exercise in case sugar level
begins to drop
7. have blood glucose testing equipment available
222

Role of the Athletic Training Department
1. team ATC identifies any athlete with history of diabetes during preseason
screening
2. team physician screens diabetic athlete
3. team ATC, team physician, athlete and coach communicate about history and
management strategies
4. team ATC reviews Sports Medicine policy pertaining to diabetic athletes and
implements all recommendations
5. all diabetic emergencies are communicated to the team physician
Treatment strategies
Hypoglycemia
ingestion of 10-15g of fast acting CHO
o avoid foods that are high in fat because they interfere with sugar
absorption
o 15 minutes after ingestion, reassess blood glucose levels
o goal is to achieve blood glucose >70mg/dL
administer glucagon injection if the athlete is unable to swallow
voluntarily
o ATC must be familiar with process as part of preseason
identification
Epi-Pen Policy
PURPOSE: To provide and communicate to sports medicine staff the proper procedures
for the administration of epinephrine via Epi-Pen Auto Injector, the indications and
contraindications of the drug, as well as possible side effects involved with the
administration of epinephrine and the proper procedures to follow after injection of the
drug.
POLICY STATEMENT: This policy insures and communicates complete and
comprehensive procedures for Certified Athletic Trainers and Physicians who are
administering epinephrine via Epi-Pen Auto Injector to an individual who is suffering
from a severe allergic reaction (anaphylaxis).
223

Definition of Anaphylaxis:
Anaphylaxis is a systemic, immediate hypersensitivity reaction caused by
immunoglobulin (Ig) E-dependent activation of effector cells of the immune system,
predominantly mast cells and basophils. It can be triggered by exposure to various
antigens from foods, drugs, or insect stings, and also by latex, exercise, or other
diagnostic agents. Mediators elaborated by these effector cells are responsible for the
symptoms of anaphylaxis, which may involve the cutaneous, respiratory, gastrointestinal,
or cardiovascular systems. Anaphylactoid reactions are clinically similar to anaphylactic
reactions but are not mediated by IgE-dependent activation. Thus, regardless of triggering
cause, anaphylactic or anaphylactoid reactions occur as a consequence of inappropriate
and overwhelming mast cell or basophil activation.
Common Signs/Symptoms of Anaphylaxis:
After exposure to an antigenic trigger, symptoms generally develop within 5 to 30
minutes, although, less commonly, symptoms can occur up to several hours after the
exposure (see table below). Five percent to 20% of patients who suffer an initial
anaphylactic event can experience biphasic anaphylaxis, in which symptoms recur up to 8
hours after the initial event, presumably due to a late-phase reaction triggered by the
recruitment of inflammatory cells after the initial hypersensitivity response. Up to 6% of
patients with anaphylaxis may experience biphasic symptoms. Protracted anaphylaxis
occurs at a rate of less than 1% in patients who experience persistent symptoms for up to
48 hours after initial exposure. Biphasic or protracted anaphylaxis occurs more
commonly in patients who develop delayed symptoms upon antigen exposure or who
received the antigen by the oral route (PO).
Organ
Common Organ Symptoms
Skin
Respiratory
Urticaria and angioedema, flushing,
pruritis
Dyspnea, wheezing, airway
angioedema, rhinitis
Nausea, vomiting, diarrhea, cramping,
Gastrointestinal
pain
Cardiovascular
Neurologic
Tachycardia, hypotension, cardiac
arrest, chest pain
Headache, dizziness, seizures, "sense
of impending doom"
224

Cutaneous manifestations in anaphylaxis are most common, manifesting as urticaria
and/or angioedema, flushing, or generalized pruritis. Respiratory symptoms are next most
frequent, with patients developing dyspnea, wheezing, or laryngeal edema. Chest
radiographs may demonstrate hyperinflation, and pulmonary mechanics reveal increased
peak airway pressures, reduced peak flow, and fall in the FEV 1 , suggesting airway
obstruction. Acute respiratory distress syndrome can complicate anaphylaxis despite
aggressive resuscitation. Cardiovascular symptoms include cardiovascular collapse,
tachycardia or relative bradycardia, and arrhythmias. Death from anaphylaxis results
from cardiovascular collapse, intractable bronchospasm, or upper airway edema that
causes airway obstruction. Gastrointestinal manifestations, including nausea, vomiting,
diarrhea, or abdominal pain and cramping may also occur. Neurologic manifestations
include seizures, impaired consciousness, muscle spasms, headache, and "a sense of
impending doom."
PROCEDURE:
I. Epinephrine Auto-Injector Introduction
Epinephrine is the drug of choice for the emergency treatment of severe allergic
reactions to insect stings or bites, foods, drugs, other allergens and for basic life support
treatment for severe asthma. Epinephrine mimics the responses of the sympathetic
nervous system. It quickly constricts blood vessels to improve blood pressure, reduces
the leakage from the blood vessels, relaxes smooth muscle in the bronchioles to improve
breathing and alleviate the wheezing and dyspnea, stimulates the heartbeat, and works to
reverse the swelling and hives. The drug takes effect within seconds, but the duration of
its effectiveness is short (about 10-20 minutes).
The UNCW sports medicine staff utilizes the Epi-Pen Auto-Injector, a disposable
delivery system for self-administration. The Epi-Pen has a spring activated needle that is
designed to deliver a precise dose (0.3 mg of 1:1000 solution to adults) of epinephrine
when activated. A single dose is administered to the patient. It may be necessary in very
severe reactions to administer a second dose after five minutes if initial response is
inadequate.
II. Emergency Care for Anaphylaxis and/or Severe Asthma with Epi-Pen
The sports medicine staff should:
maintain a patient airway
administer epinephrine by a prescribed auto-injector
call for EMS (if not on-site or in-route)
initiate early emergency transport
III. Indications/Contraindications for Epinephrine Administration
Epinephrine should be administered if the patient exhibits signs and symptoms of
a severe allergic reaction (anaphylaxis), including respiratory distress and/or shock
(hypoperfusion) or severe asthma. Patients who have progressed to severe asthma
225

experience a combination of the following: shortness of breath, tachypnea (rapid
breathing)>30resp/min, mental status changes (anxious, confused, combative, drowsy),
inability to speak in sentences, sweaty and unable to lie down. There are no
contraindications for the administration of epinephrine in a life-threatening allergic
reaction or severe asthma; however, precautions should be taken with elderly patients or
patients with heart disease or hypertension.
IV. Administration of Epinephrine
Check the Epi-Pen to ensure the medication has not expired, has not become
discolored, and does not contain particulates or sediments.
Prep skin site with alcohol
Remove the gray safety cap from the auto-injector
Place the tip of the auto-injector against the lateral aspect of the patient’s thigh
midway between the waist and knee
Push the injector firmly against the thigh until the spring-loaded needle is deployed
and the medication is injected (at least 10 seconds)
Dispose of the auto-injector in a biohazard container designed for sharp objects. Be
careful not to prick yourself since the needle will now be protruding from the end of
the injector
Record that epinephrine was administered, the dose, and the time of administration
V. Side Effects
The patient may complain of side effects following the administration of
epinephrine. Possible side effects include increased heart rate, pale skin (pallor),
dizziness, chest pain, headache, nausea and vomiting, and excitability and anxiousness.
VI. Reassessment
Following the administration of epinephrine, it is necessary to reassess the patient.
Reassessment should include continued evaluation of airway, breathing and circulatory
status. Decreasing mental status, decreasing blood pressure and increasing difficulty in
breathing indicate the allergic reaction or severe asthma is worsening. If the condition is
worsening, consider the following interventions: consult with medical direction about
injection of second dose of epinephrine if second auto-injector is available, provide
emergency care for shock, and be prepared to initiate CPR and apply AED if patient
becomes pulseless.
If the patient’s condition improves following administration of epinephrine,
continue to perform ongoing assessments. Be aware patient may complain of side effects
from the epinephrine. Conscious patients may also be administered 50 mg.
Diphenhydramine (Benedryl) orally for antihistamine effects. Treat for shock if
necessary.
226

Any patient requiring epinephrine administration should be transported to the
closest available medical facility for follow-up evaluation and treatment as soon as
possible. Remember that epinephrine is short-acting (10-20 minutes) and signs and
symptoms may return as drug wears off.
VII. Procedures for Training and Testing in Use of Epi-Pen Auto-Injector
Personnel must complete a training session each two years, at the time of CPR
recertification, with review of signs and symptoms and emergency medical care for
allergic reaction, anaphylaxis, anaphylactic shock, and severe asthma and instruction in
the proper use and maintenance of the Epi-Pen.
Hydration/Fluid Replacement Policy
PURPOSE: The following policy on fluid replacement and rehydration has been
developed in accordance with the University of North Carolina Wilmington Department
of Athletic Training’s Mission Statement to provide quality healthcare services and
assure the well-being of each student-athlete at UNCW. Student-athletes who are
exposed to prolonged practices and competitions in an excessively hot and humid
environment may be deprived of essential fluids and electrolytes that can ultimately lead
to dehydration and potential heat illness.
It has been demonstrated that dehydration of just 1-2% of body weight can negatively
influence an athlete’s performance. Athletes who are not properly hydrated prior to the
start of practice or competition can begin to notice the signs of dehydration less than one
hour or sooner into exercise. Dehydration has been identified as an increased risk factor
for athletes developing heat-related illness such as heat cramps, heat exhaustion, and the
potentially life-threatening heat stroke.
SIGNS AND SYMPTOMS OF DEHYDRATION:
Staff athletic trainers and athletic training students need to be aware of the signs and
symptoms of dehydration to properly recognize and intervene on behalf of the studentathlete.
Signs and Symptoms are:
1. Thirst
2. Irritability
3. Headache
227

4. Weakness
5. Dizziness
6. Nausea
7. Cramp
POLICY STATEMENT:
REHYDRATION GUIDELINES
The Sports Medicine Staff at The University of North Carolina Wilmington has
developed the following guidelines based on nationally accepted criteria.
Prior to Exercise:
All athletes should be encouraged to drink 17-20 ounces of water or sports
beverage 2-3 hours before exercise.
10-20 minutes before the beginning of practice or competition athletes
should be encouraged to drink an additional 7-10 ounces of water or sports
beverage.
During Exercise:
Encourage athletes to drink early and often.
Drink 7-10 ounces of water or sports beverage every 10-20 minutes.
It is important to stress to the athletes to drink prior to becoming thirsty.
An athlete who is thirsty may already be in the early stages of dehydration.
After Exercise:
Encourage athletes to replace any fluid loss due to sweating within 2 hours
from the end of exercise. Encourage them to drink 20-24 ounces of fluid
for every pound of weight lost.
**Isotonic or sport beverages should contain a carbohydrate level of no more
228

than 8%. A higher carbohydrate level can retard fluid absorption and cause
stomach problems.
**Fruit juices, carbohydrate gels, and soda should not be recommended as
the sole rehydration beverage of choice. Beverages containing caffeine,
alcohol, or carbonation should be avoided and discouraged due to their
diuretic effects and decreased fluid retention.
The Sports Medicine Staff continues to encourage the student-athletes in the
daily consumption of sports beverages at the University of North Carolina
Wilmington Dining Facilities during the academic school year and most
importantly when their respective teams are involved in preseason practice
activities, prior to the start of academic semesters.
WEIGHT LOSS/GAIN GUIDELINES
It is recommended that all athletes exercising in hot and humid environments be weighed
in prior to and after practice or competition to determine the percentage of body weight
lost due to sweating and the amount of rehydration that has occurred prior to the next
practice session. The percentage of weight loss between practice sessions will be used to
determine if an athlete can safely continue to practice. Athletes should ideally have the
pre-exercise body weight remain relatively consistent.
A 2% body weight difference should be noted by the athletic trainer and
that athlete should be closely monitored for any signs or symptoms of
dehydration.
An athlete with greater than 2% body weight loss should not be allowed to
return to practice until proper fluid replacement has taken place.
Intravenous (IV) Fluid Replacement Policy
PURPOSE: The following policy on intravenous fluids (IVF) has been developed in
accordance with the University of North Carolina Wilmington Department of Athletic
Training’s Mission Statement to provide quality healthcare services and assure the wellbeing
of each student-athlete at UNCW.
229

On occasion student-athletes will require fluid supplementation beyond that which can be
administered by the preferred oral route. This may be because of the extent of fluid loss,
development of medical complications or inability of the student-athlete to ingest
sufficient quantities of oral fluids. In these situations, at the discretion of the Team
Physician, IVF may be utilized.
In certain instances an athlete may receive intravenous fluid replacement therapy to
combat dehydration or associated heat illnesses. This form of treatment will be
conducted at the discretion of the Team Physician. In the absence of the Team Physician,
if the attending athletic trainer determines that an athlete suffering from dehydration or
associated heat illness would benefit from IV fluid replacement therapy he/she will make
every effort to contact the Team Physician and/or arrange for IV fluids to be administered
through the Student Health Center. For more details concerning IV Fluid Replacement
refer to the IV Fluid Replacement Policy.
POLICY STATEMENT:
IVF Guidelines:
1. As outlined in the Fluid Replacement Guidelines, all staff athletic trainers and
athletic training students should be acquainted with the signs and symptoms of
dehydration. Signs and Symptoms a student-athlete is unable to maintain his/her
level of hydration as exhibited by:
Weight loss > 5% of body weight
Loss of postural tone (syncope or presyncope)
Dizziness
Unexplained elevations of heart rate
Diarrhea or vomiting > 12-24 hours
Heat related muscle cramping.
2. The athlete should be referred to the Student Health Center for further medical
evaluation. It is solely the decision of the Student Health Center to administer IVF.
3. The process and its alternatives will be discussed with the student-athlete prior to
establishing intravenous access.
4. An intravenous catheter, tubing, and fluids will be inserted and connected utilizing
sterile technique.
5. The student-athlete will remain under the direct supervision of the Student Health
Center throughout the entire duration of the administration of IVF.
6. Once adequate hydration has been achieved, the Student Health Center will assure
that the catheter has been properly removed, adequate hemostasis at the insertion
230

site achieved and the student-athlete has not developed any complications from this
process.
7. If the Student Health Center is unable to establish intravenous access, the studentathlete
may be referred to the Emergency Department at Cape Fear Hospital for said
fluid administration.
MRSA/Skin Infection Policy
PURPOSE: Intended to educate and protect all participants and clinicians associated
with The University of North Carolina Wilmington Athletics.
POLICY STATEMENT:
The University of North Carolina Wilmington Athletic Training Department strives to
prevent and protect all staff and participants from skin infections with special emphasis
toward community-acquired methicillin-resistant Staphylococcus aureus (MRSA).
MRSA Overview
The organism Staphylococcus aureus is found on many individuals’ skin and generally
causes no major problems. However if inoculated (e.g. under the skin or into the lungs), it
can cause significant infections such as boils or pneumonia. Individuals who carry this
organism are usually healthy, and are considered asymptomatic carriers of the organism.
The term MRSA or methicillin resistant Staphylococcus aureus is used to describe those
examples of this organism that are resistant to this commonly used class of antibiotics.
Methicillin was an antibiotic used many years ago to treat patients with Staphylococcus
aureus infections. It is now no longer used except as a means of identifying this particular
type of antibiotic resistance.
Individuals can become carriers of MRSA in the same way that they can become a
carrier of ordinary Staphylococcus aureus, which is by physical contact with the
organism. If the organism is on the skin then it can be transmitted around by physical
contact. If the organism is in the nose or is associated with the lungs rather than the skin
then it may be transmitted by droplet spread from the mouth and nose. We can find out if
and where Staphylococcus aureus is localized on a patient by culturing the suspected site,
sending them to the laboratory and growing the organism. Tests done on any
Staphylococcus aureus grown from such specimens can then be tested to determine the
sensitivity of the organisms to various antibiotics. The test results are usually available in
2-3 days.
According to the Center for Disease Control (CDC) 1% of the population is colonized
with MRSA. MRSA is one type of skin infection among several that are of concern in
competitive sports. “Staph” and/or MRSA infections usually first presents as some type
of skin or soft tissue infection such as pimples, abscesses, pustules, and/or boils. Some
231

can be red, swollen, painful, and/or have pus or other drainage. The pustules may be
confused with insect bites initially, and may also be associated with existing turf burns
and/or abrasions.
If an athlete or staff member has what appears to be “staph” and/or MRSA or has any of
the related signs, please contact your staff athletic trainer immediately.
Prevention Measures:
Measures to prevent the spread of organisms from one person to another are called
isolation or infection controls. The specific type of infection control or isolation
procedure required for a patient depends on the organism, where the organisms are found
and its virulence.
The most important type of isolation required for MRSA is called Contact Isolation.
This type of isolation requires everyone in contact with the patient to observe proper hand
washing protocols after touching either the patient or anything in contact with the patient.
Because dust and surfaces can become contaminated with the organism, cleaning of
surfaces are also important.
If a number of patients are infected with the same organism it may be necessary to move
carriers of MRSA to an isolation unit/area.
Prevention
Although treatable, complications can be associated with “staph” and/or MRSA
infections, making prevention the best measure to combat these infections. The Centers
for Disease Control suggest the following measures for preventing staphylococcal skin
infections, including MRSA:
1. Practice good hand hygiene by washing hands frequently and in a thorough fashion
with soap and warm water or using an alcohol-based hand sanitizer.
2. Take a shower with hot water and wash with soap (liquid antibacterial soap, not bar
soap) following all activities (e.g. strength & conditioning sessions, practices, and
competitions).
3. Avoid sharing towels, equipment, razors, soap (use liquid soap instead of bar soap),
etc.
4. Use a barrier (e.g. clothing or a towel) between your skin and shared equipment.
5. Wipe surfaces of equipment before and after use with an approved disinfectant.
6. Clean and properly cover any open wounds such as turf burns, abrasions, lacerations,
etc. with an appropriate bandage at all times.
7. Avoid whirlpools, hydrotherapy pools, cold tubs, swimming pools, and other
common tubs if you have an open wound.
8. Maintain clean facilities and equipment.
232

9. Do not ignore skin infections, pimples, pustules, abscesses, etc. Report these to a
Sports Medicine staff member and/or physician immediately.
o Cleaning Procedures. All individuals participating in cleaning should adhere to
the following guidelines and practice universal precautions.
Potential Skin Infection Care
1. Initial evaluation by certified athletic trainer followed by a referral to one of the team
physicians.
2. If evidence of pus-like discharge exists, incise, drain and culture the wound for
laboratory testing.
3. Begin appropriate antibiotic therapy based on current guidelines
4. Antiseptic/Antimicrobial Irrigation bid such as Hibiclens.
5. Home instructions and individual antiseptic/antimicrobial packets for showering bid.
6. Daily application of an appropriate topical antimicrobial (Bactroban) with Telfa
Antimicrobial Non-Adherent Dressing (Kendall)
Hard Surfaces
1. Treatment tables, taping tables, weight room/rehabilitation equipment, countertops,
stools, etc. must be cleaned everyday and/or following a possible contamination using
an antimicrobial cleanser such as Citrus II Hospital Germicidal Deodorizing Cleaner.
Coolers
1. Coolers, water bottles, pitchers, etc… must be cleaned and disinfected after every
session using household dishwashing detergent or other appropriate cleaner.
Towels
1. Cloth towels should ideally only be used on a single patient and should be laundered
following every use.
2. Disposable towels should be used whenever feasible on the field/court and should be
disposed of after a single use.
o Any towel subjected to potentially contaminated bodily fluids should
be handled according to OSHA guidelines.
Hydrocollator Packs / Covers
233

1. Hydrocollator covers should be laundered every day and/or following a possible
contamination.
Durable Medical Equipment
1. Soft durable medical equipment such as neoprene sleeves, pads, splints, lace-up
ankle braces, shoulder harnesses, walking boot liners, cast shoes, back braces, etc…
must be laundered upon return to the athletic training facility before being returned to
inventory and/or administered to another student athlete.
2. Hard durable medical equipment such as ankle braces, Aircasts, hard splints, etc.)
must be disinfected using the aforementioned guidelines for cleaning of hard surfaces.
Whirlpools
1. Whirlpools shall be cleaned on a daily basis, or as needed following every possible
contamination;
2. Whirlpools are not to be used by student-athletes with open or draining wounds;
3. Whirlpools are to be cleaned using a commercial tub & tile cleaner AND a 1:10
diluted bleach solution.
4. Whirlpools are to be cleaned in the following manner:
o Spray the whirlpool cleaner in and around the sides of the whirlpool;
o Allow the whirlpool cleaner to sit for five (5) minutes;
o Scrub all surfaces of the whirlpool, including the bottom, sides,
turbine, etc.
o Rinse the tank with hot water and allow it to drain;
o Towel dry
5. Whirlpool turbines are to be cleaned using household bleach or ammonia by allowing
the bleach or ammonia solution to circulate through a running turbine with hot water
for ten (10) minutes.
o DO NOT use bleach and ammonia at the same time as this will create
harmful/hazardous fumes.
Pregnancy in the Student-Athlete Policy
PURPOSE: Pregnancy is a normal health state for young women. In the student-athlete
it can influence their athletic performance, training regimen and routine health practices.
234

Pregnancy can also pose certain health risks for the student-athlete depending on the
sport specific function needed to train and compete at the elite, Division-I level of sport.
POLICY STATEMENT:
1. The student-athlete is encouraged to disclose her medical condition as soon as
possible to the appropriate university medical/sports medicine staff with the
understanding that her confidentiality will be maintained to the extent possible.
2. The team physician and sports medicine staff will develop a comprehensive
health plan and training plan which will include, but not be limited to:
a. Ob/Gyn referral or coordination
b. Nutritional education
c. Post partum exercise guidelines
d. Exercise guidelines
3. The student-athlete, certified athletic trainer, team physician and any other
referrals or existing medical providers will work together to monitor the
pregnancy and look for signs/symptoms that would mean the health of the woman
or her fetus are at risk. Modification to the student-athlete’s training and
participation will be made based on the management needed to insure her health.
Some symptoms of problems may include:
a. Vaginal bleeding
b. Uterine contractions
c. Blood pressure changes
d. Syncope or pre-syncope
e. Edema
4. Participation in contact sports training or competition will be strongly discouraged
after the 14 th week of gestation. Also, participation restrictions will be guided by the team
physician, ob/gyn and other health care referral recommendations.
Prescription Drug and Over the Counter (OTC) Medication Policy
PURPOSE: Compliance, as it relates to the management of prescription and over the
counter medications, is critical to the health, safety, and integrity of The University of
North Carolina Wilmington Team Physicians, Certified Athletic Trainers, and most
importantly the student-athletes. The University of North Carolina Wilmington Athletic
Training Department Prescription Drug and Over the Counter Policy exists to assist the
Athletic Training Department in achieving its mission of ensuring the well-being of and
providing the best possible care to the student-athletes at UNCW by:
235

1. Enabling UNCW Team Physicians to dispense prescription medications to
student-athletes of UNCW for sport-related injuries at the time of
examination, on the field, during practice, during games, or otherwise.
2. Enabling the UNCW Department of Athletic Training athletic trainers to
administer over the counter medications to UNCW student-athletes for sportrelated
injuries and common illnesses at the time of examination, on the field,
during practice, during games, or otherwise.
3. Allowing UNCW student-athletes the convenience of receiving prescription
medications at the time of diagnosis/clinical impression by the Team
Physician to expedite treatment.
4. Ensuring compliance is met in the areas of ordering, receipt, storage,
transportation, dispensing, administration, disposal, and record keeping
according to Federal and State of North Carolina laws and guidelines.
5. Establishing written procedures to define the roles of responsibility and the
methods by which prescription and over the counter medications are ordered,
received, stored, dispensed, administered, disposed of, and recorded.
POLICY STATEMENT:
Program Administration
Primary responsibility for the UNCW Prescription Drug and Over the Counter
Medication Program will lie with the UNCW Team Physicians.
Secondary responsibility for the Program will lie with the Director of Athletic
Training and other sports medicine staff members acting under delegated
authority and protocol.
The design of the Prescription Drug Formulary is under the responsibility of
the UNCW Team Physicians and the Director of Athletic Training to ensure
the best possible continuity of care for all UNCW student-athletes.
All UNCW Team Physicians must be licensed to practice medicine in the
State of North Carolina and must be currently registered with the Drug
Enforcement Agency (DEA).
According to Federal code, all UNCW Sports Medicine personnel involved in
the handling, administration, and dispensation of controlled substances are
required to notify the UNCW Team Physician and Director of Athletic
Training of any previous criminal records as they relate to violations of law
involving controlled substances. This will be handled through the signing of
the Security of Personnel document (Form A) by all members of the UNCW
Athletic Training Department on an annual basis. This document will be kept
on file in the office of the Director of Athletic Training.
236

All UNCW Team Physicians will sign an Agent of Record Statement (Form
B) authorizing selected UNCW Sports Medicine staff members to act as staff
medical assistants to assist with prescription medication medical treatment
protocols. This agency will specifically authorize UNCW Sports Medicine
staff members to assist the team physicians with ordering, receipt, storage,
transportation, disposal, and record keeping of prescription drugs. The Agent
of Record Statement will be readily retrievable, renewed and resigned by all
parties on an annual basis. An authorized agent cannot delegate his or her
responsibilities to any other person for any reason whatsoever.
Storage of Medications
All prescription and over the counter medications will stored in a locked
cabinet within the UNCW Athletic Training Department.
When the designated storage area is not in use, the office door shall be locked
as well as the cabinets where the medications are stored.
Labeling of Medications
All prescription medications should be properly labeled with: name, strength,
quantity, expiration date, and name of manufacturer.
Dispensing Prescription Medications
ONLY a licensed physician or licensed pharmacist may dispense prescription
medications.
o Members of the UNCW Sports Medicine staff may assist the team
physician with non-discretionary tasks in the handling of prescription
medications.
Whenever a prescription medication is dispensed or administered a written
patient note and/or computerized record should generated by the team
physician.
Each dispensation or administration shall be recorded on the Prescription
Drug Log as to the name of the patient, the name of the prescribing physician,
the name, strength, quantity of the medication, the affected body part/illness,
the initials of the recording staff member, and the date.
Administering Over the Counter (OTC) Medications
Members of the UNCW Athletic Training Department may administer OTC
medications as per the standing orders established by the team physician.
237

Record Keeping of Medications
All prescription and OTC medications received, dispensed, and/or
administered will be recorded.
Audit and reconciliation inventory reports of all prescription and OTC
medications will be conducted on an on-going basis by the UNCW Team
Physician and/or the Director of Athletic Training and/or his designee to
ensure accuracy of inventory and compliance.
All reports shall be maintained on file for a period of three (3) years according
to Federal law.
Destruction of Expired, Damaged, and/or Unusable Medications
The UNCW Team Physician, Director of Athletic Training and/or his
designee will perform a semi-annual inspection of all medications contained
in the UNCW Team Physician Medical Office Prescription Drug Formulary.
When medicines have expired, been damaged, and/or otherwise rendered
unusable, the Director of Athletic Training and/or his designee shall separate
these medications from others.
Expired, damaged, and/or unusable over the counter (OTC) medications will
be placed in a biohazard waste container and disposed of as per the
University’s OSHA /Biohazard Waste Removal Procedure or boxed and
delivered to the pharmacy for destruction and disposal.
Unsecured Medications
All UNCW Team Physicians will sign an Unsecured Medication Exception
List document (Form C) that authorizes the storage of certain prescription
drugs outside of the secured medical cabinet in the UNCW Team Physician
Medical Office.
The Unsecured Medical Exception List will be readily retrievable, reviewed,
and resigned by all parties on an annual basis.
Only the UNCW Department of Athletic Training certified athletic trainers are
authorized to administer unsecured medications as per the orders of the
UNCW Team Physicians.
Whenever an unsecured medication is administered, a written patient note
should be generated in the student-athlete’s medical chart.
Types of Unsecured Medications
1. Epi-Pen Auto-injectors
2. Iontophoresis Medications (Dexamethasone, Lidocaine, etc)
238

3. Phonophoresis Medications (Hydrocortisone cream)
4. Other transdermal compounds
239

FORM A
SECURITY OF PERSONNEL
Statement Required by the Code of Federal Regulations
21 C.F.R. 1301.90
1. Within the past five (5) years, have you been convicted of a felony, or within the
past two (2) years, of any misdemeanor, or are you presently formally charged
with committing a criminal offense (excluding traffic and juvenile offenses)?
If the answer is yes, please furnish the details of the conviction, offense,
location, date, and sentence.
2. In the past three (3) years, have you ever knowingly used any narcotics,
amphetamines, or barbiturates, other than those prescribed for you by a
physician?
If the answer is yes, please furnish details.
I authorize The University of North Carolina Wilmington Department of
Intercollegiate Athletics to make inquires of law enforcement agencies and courts
with respect to my public record. I make this authorization based upon the Code of
Federal Regulations 1301.90,93.
_________________________________
Signature
_________________________
Date
_________________________________
Print Name
240

FORM B
AGENT OF RECORD STATEMENT
The University of North Carolina Wilmington
Department of Athletic Training
601 S. College Rd.
Wilmington, NC 28403
I, Dr. Walter Laughlin, MD State License #____________________________,
I, Dr. Bill Sutton, MD State License#_____________________________,
I, John O’Malley, MD State License#_____________________________,
Do hereby grant the following agency to the athletic training staff members listed below:
Scott Hill, MEd, ATC
Director of Athletic Training
Julie Francis, MEd, ATC Head Women’s Athletic Trainer
Aldo Plata, MS, ATC
Head Men’s Athletic Trainer
Stacy Downar, MS, ATC Assistant Athletic Trainer
Margery Ellis, ATC
Assistant Athletic Trainer
Stephanie Leimbach, MS, ATC Assistant Athletic Trainer
I authorize the above listed members of the University Of North Carolina Wilmington
Department Of Athletic Training to act as my agents as if they were in fact employees
under my supervision and guidance to assist me with the medical care and treatment of
UNCW student-athletes, coaches, and staff.
This agency is limited to my specific needs and may include among other things:
forwarding a prescription request on my behalf, contacting the pharmacy to on my behalf
to restock medications upon my instructions and protocols, signing as the recipient for
medication deliveries, storage, inventory control, record keeping, disposal, delivery,
transportation, of medical supplies and medications to and from my athletic medical
241

office for events, games, and such other times that I deem are in the best medical interests
of The University of North Carolina Wilmington student-athletes.
__________________________________
Dr. Walter Laughlin, MD Team Physician
_________________________
Date
__________________________________
Dr. Bill Sutton, MD Team Physician
_________________________
Date
__________________________________
Dr. John O’Malley, MD Team Physician
_________________________
Date
242

FORM C
UNSECURED MEDICATION EXCEPTION LIST
It has been determined by the UNCW Team Physicians that certain dangerous drugs
requiring a prescription under Federal Law shall be stored outside the secured medical
cabinet in the following facilities:
George Diab Athletic Training Room
Almkuist-Nixon Athletic Training Room
The following medications shall be stored outside the secured medical cabinet for reasons
such stated:
Name of Medication
Epi Pen
Dexamethasone/Lidocaine
Asthma Medication Metered Dose Inhaler
Hydrocortisone Cream
Various Compounding Medications
Reasons
Emergency Use for anaphylaxis
Iontophoresis Use
Emergency Use for asthma
Phonophoresis
Topical/Transdermal Use
________________________________
Director of Athletic Training
______________________________
Date
________________________________
Dr. Walter Laughlin- Team Physician
______________________________
Date
________________________________
Dr. Bill Sutton- Team Physician
______________________________
Date
________________________________
Dr. John O’Malley- Team Physician
______________________________
Date
243

Sudden Cardiac Arrest (SCA) Policy
PURPOSE: The following policy is intended to assist the UNCW Sports Medicine Staff
and Physicians in establishing the steps necessary to prepare and respond to a potentially
unexpected sudden cardiac arrest (SCA) episode. The policy is based on the
recommendations found in the consensus statement established by the Inter-Association
Task Force on Emergency Preparedness and Management of Sudden Cardiac Arrest in
High School and College Athletic Programs.
POLICY STATEMENT:
Definition of SCA
Sudden Cardiac Arrest is a leading cause of death in the United States, claiming an
estimated 325,000 lives each year. During a sudden cardiac arrest, heart function ceases
abruptly and without warning. When this occurs, the heart is no longer able to pump
blood to the rest of the body, and in 95% of victims death occurs.
While Sudden Cardiac Arrest (SCA) is a significant public health crisis, it is often
misunderstood. SCA is not a heart attack. A heart attack occurs when a blood vessel
becomes blocked and interrupts blood flow to the heart, causing heart muscle to die.
Sudden cardiac arrest occurs when the heart's electrical system malfunctions and the
heart stops beating. Most of these deaths occur with little or no warning, from a
syndrome called sudden cardiac arrest. The most common cause of sudden cardiac arrest
is a disturbance in the heart rhythm called ventricular fibrillation.
Recognition of SCA
Prompt recognition and identification of SCA is critical in the management of this lifethreatening
emergency. Any collapsed athlete who is unresponsive requires an
immediate assessment for SCA. On-site responders must maintain a high level of
suspicion for SCA, as unrecognized SCA in a collapsed athlete causes critical delays in
the initiation of CPR and defibrillation. Resuscitation is often delayed because the victim
is reported to have signs of life. Sudden cardiac arrest can be misdiagnosed as a seizure
in the form of involuntary myoclonic jerks; seizure-like activity is present in
approximately 20% of patients with cardiogenic collapse. To avoid life-threatening
delays in resuscitation, brief seizure-like activity should be assumed to be due to SCA
and initial management steps for SCA taken immediately until a noncardiac cause of the
collapse is clearly determined.
Other obstacles to recognizing SCA in athletes include inaccurate rescuer assessment of
pulse or respirations. Occasional or agonal gasping can occur in the first minutes after
SCA and is often misinterpreted as normal breathing. Occasional gasping does not
represent adequate breathing and, if present, should not prevent rescuers from initiating
CPR. Health care providers should take no longer than 10 seconds to check for a pulse
and should proceed with chest compressions if a pulse is not definitively detected.
244

Sports medicine staff members, physicians, and other potential first responders to an SCA
in a student-athlete must understand these potential obstacles to recognizing SCA, as
inaccurate assessment of SCA results in critical delays or even failure to activate the
EMS system, emergency action plan, initiate CPR, and provide early defibrillation.
Common Signs and Symptoms of SCA
1. Chest pain (angina pectoris)
2. Difficulty breathing (dyspnea)
3. Rapid/racing heart rate (tachycardia)
4. Nausea/Vomiting
5. Dizziness/Feeling faint (syncope)
6. Sometimes SCA can occur with no prior symptoms
Management of SCA
1. Early activation of EMS, emergency action plan, early CPR, early defibrillation,
and rapid transition to advanced cardiac life support (ACLS).
2. Sudden cardiac arrest should be suspected in any collapsed athlete.
3. An AED should be applied as soon as possible on any collapsed and unresponsive
athlete for rhythm analysis and defibrillation if indicated.
4. CPR should be provided while waiting for the AED.
5. Interruptions in chest compressions should be minimized and CPR stopped only
for rhythm analysis and shock.
6. CPR should be resumed immediately after the first shock, beginning with chest
compressions, with repeat rhythm analysis after every 2 minutes or 5 cycles of
CPR, and continued until advanced life support providers take over or the victim
starts to move.
7. Sudden cardiac arrest in athletes can be mistaken for other causes of collapse, and
rescuers should be trained to recognize SCA in athletes with special focus on
potential barriers to recognizing SCA, including inaccurate rescuer assessment of
pulse or respirations, occasional or agonal gasping, and myoclonic jerking or
seizure-like activity.
8. Young athletes who collapse after shortly being struck in the chest by a firm
projectile or by player contact should be suspected of having SCA from commotio
cordis also called a cardiac contusion.
9. Rapid access to the SCA victim should be facilitated for EMS personnel.
245

Sickle-Cell Policy
PURPOSE: The following policy regarding athletes with the Sickle Cell Trait and the
assessment and management as well as return to play guidelines has been developed in
accordance with the University of North Carolina Wilmington Department of Athletic
Training’s Mission Statement to provide quality healthcare services and assure the wellbeing
of each student-athlete at UNCW. This policy is based on the National Athletic
Trainers’ Association Consensus Statement regarding Sickle Cell Trait and the Athlete
which can be found at: http://www.nata.org/statements/consensus/sicklecell.pdf.
SICKLE CELL TRAIT DEFINITION:
Sickle cell trait is the inheritance of one gene for sickle hemoglobin and one for normal
hemoglobin. During intense or extensive exertion, the sickle hemoglobin can change the
shape of red blood cells from round to crescent-shaped. This “sickling” of the red blood cells
may put our student-athletes in great danger during intense exercise. Under unusual
circumstances, serious morbidity and mortality resulting from complications in the collegiate
student-athlete might include: infarction of the spleen with hypoxia or exercise, exertional
heat illness such as exertional rhabdomyolysis (due to muscle break-down), heat stroke,
renal failure, or sudden death syndrome. Hypoxia (seen in high altitude training with poor
conditioning or combined with asthma), acidosis, dehydration, hyperthermia, or hypothermia
can trigger shape changes of red blood cells that may precipitate vaso‐occlusive
complications.
Sickle cell anemia is more commonly found in the African American (1 out 12), Middle
Eastern, and Central and South American populations compared to the Caucasian population
(1out of 2,000 – 10,000). Currently, the U.S. Department of Health & Human Services
requires mandatory testing for ALL newborns to test if the trait is present. This complication
may result in a decrease amount of oxygen supply to the tissues of the body. There are NOT
any restrictions to athletic participation, but recommendations by the National Athletic
Trainer’s Association have been proposed during exertional exercise for those individuals
with sickle-cell trait. Although the consequences can be severe sufficient rest, hydration, and
cooling may be the treatment required to prevent most cases of “exertional sickling”.
Signs of a Sickle Cell Crisis
Sickling collapse can be mistaken for cardiac collapse or heat collapse. However, unlike
sickling collapse, cardiac collapse tends to be “instantaneous’ (see sudden cardiac arrest
policy), has no “cramping” with it, and the athlete (with ventricular fibrillation) who hits
the ground no longer talks. Unlike heat collapse, sickling collapse often occurs within
the first half hour onfield, as during initial sprints. Core temperature is not greatly
elevated.
246

Sickling is often confused with heat cramping; but, athletes who have had both
syndromes know the difference.
1. Heat cramping often has a prodrome of muscle twinges; whereas sickling has
none.
2. The pain is different—heat cramping is more excruciating.
3. What stops the athlete is different—heat crampers hobble to a halt with
“locked up muscles”, while sickling players slump to the ground with weak
muscles.
4. Physical findings are different—heat crampers writhe and yell in pain, with
muscles visibly contracted and rock hard; whereas, sicklers lie fairly still, not
yelling in pain, with muscles that look and feel normal.
5. The response is different—sickling players caught early and treated right
recover faster than players with major heat cramping.
POLICY STATEMENT:
STUDENT-ATHLETE SICKLE CELL SCREENING
Based on recommendations by the NCAA Committee on Competitive Safeguards and
Medical Aspects of Sports and the National Athletic Trainers Association, the NCAA
now requires that all student-athletes participating in Division 1 athletics be tested for the
sickle cell trait as part of the recommended athletic pre-participation medical
examinations, effective fall 2010. The sickle cell screening is performed from a routine
blood sample and UNCW student-athletes will need to have this test performed unless
they can provide documentation, prior to participation, that they have already been tested
for the sickle cell trait.
There are two options to obtain this documentation:
1) Have the sickle-cell trait testing completed by their physician prior to arrival on campus.
The student–athlete will be responsible for any expenses incurred due to the testing. This is
the preferred method to provide adequate documentation.
2) Provide documentation of their test results if they were tested at birth. Contact their
respective state Health Department (birth state) or pediatrician to obtain this documentation.
The student–athlete will probably need to sign a release of information and complete other
paperwork based on the requirements of the respective health department. There might be
some complications with this option.
If a student-athlete is confirmed to have the sickle cell trait, the student athlete will be
directed for medical follow-up and referred to the local sickle cell counseling service to
receive education and genetic counseling. Additionally, appropriate athletic department
staff members will be notified and educated in an effort to assist in the monitoring of the
247

individual’s physical involvement and well being (e.g. coaches, strength and conditioning
coach, athletic trainers, etc.).
The student-athlete’s medical clearance to participate in intercollegiate athletics is the
responsibilities of the University of North Carolina Wilmington’s Athletic Trainers and
Team Physicians.
ATHLETES WITH KNOWN SICKLE CELL TRAIT :
Certified athletic trainers and athletic training students should closely monitor known
student-athletes with the sickle cell trait during periods of acute illness, especially fever.
The student-athletes should be carefully monitored during preseason activities, as they
become conditioned and acclimatized for heat and humidity.
Student-athletes that have had medical issues while engaged during athletics as a result of
their sickle cell trait will be re-evaluated by the UNCW Team Physician and referred for
further diagnostic testing and evaluation on a per case basis. During this evaluation
period the team physician will dictate the activity level for the student- athlete and when
and if they can return to intercollegiate athletics.
RECOMMENDATIONS FOR STUDENT-ATHLETES WITH S-C TRAIT
1. Build up in training slowly with paced progressions, allow for longer rest and recovery
periods. Student athletes should be involved in preseason strength and conditioning to
enhance preparedness of athletes.
2. Student-athletes with sickle cell trait should be excluded from participation in performance
tests such as mile runs, serial sprints, etc.
3. Cessation of activity with onset of systems (muscle “cramping”, pain, swelling, weakness,
tenderness, inability to “catch breath”, fatigue, etc.)
4. Allow sickle cell trait student-athletes to set their own pace.
5. The student-athlete should be involved in year-round strength and conditioning programs.
6. Student-athletes with sickle cell trait that perform repetitive high speed sprints and/or interval
training that induces high levels of lactic acid should be allowed extended recovery between
repetitions.
7. Allow student-athletes to seek evaluation once signs and symptoms arise.
8. Encourage proper hydration.
9. Asthma, heat illness, and altitude CAN increase the likelihood of sickling.
10. Sickle cell trait student-athletes should NOT participate when they are ill.
11. Educate the student-athlete about the signs and symptoms and encourage them to report these
symptoms.
248

12. Student-athletes with positive test results, family medical history, or other indicators of sickle
cell disease are encouraged to share their test results and relevant medical information with
the primary care physicians and seek individualized medical advice and counsel.
13. Student-athletes understand and agree that this policy and procedure are not substitutes for
proper medical care, advice, and treatment.
MANAGEMENT OF SICKLE CELL CRISIS
In the event of a sickling collapse, treat it as a medical emergency by doing the
following:
1. Activate the Emergency Action Plan for that venue
2. Check vital signs
3. Contact EMS and attach an AED for any athlete whose vitals decline
4. Cool the athlete if necessary
5. Administer high flow oxygen if available with a non-rebreather mask
6. Tell the physicians to expect acute explosive rhabdomyolysis and serious
metabolic complications.
SUMMARY:
The University Of North Carolina Wilmington Department Of Athletic Training is
committed to providing quality health care services for all student-athletes. As such, the
department will be proactive in the identifying, monitoring and management of studentathletes
who have the sickle cell trait.
H1N1/Influenza Like Illness Policy
PURPOSE: The following policy regarding athletes with Influenza like Illness and the
assessment and management as well as return to play guidelines has been developed in
accordance with the University Of North Carolina Wilmington Department Of Athletic
Training’s Mission Statement to provide quality healthcare services and assure the wellbeing
of each student-athlete at UNCW. This policy is in accordance with the Center for
Disease Control, the UNCW Student Health Services and the UNCW policy for
controlling the spread of this disease.
The process for the Student-Athlete with Influenza-like illness symptoms is as follows.
249

1. The S-A will come into the ATR so that the staff can take a temperature, see if
they have any other flu-like symptoms or any other underlying health issues
(asthma, allergies, diabetes, etc.). Any temp over 100 is considered contagious
and the S-A is not being allowed to participate in athletic activities or class.
2. The athletic training staff will get the s-a name, 850#, place of residence and
whether they are on a meal plan.
3. This information will be emailed to the Director of the SHC, the Medical Director
for the SHC, the Assistant Athletic Director for Academics, Deputy Director of
Athletics, the Director of Athletic Training, the S-A coach and to the S-A. The
SHC will then print this email out and put it in the S-A chart on file at SHC.
4. If the S-A has other underlying health concerns, such as diabetes, asthma,
allergies, the SHC wants this person to be seen so that they can be started on
meds.
5. The S-A will then be told to email their professors and notify them that they will
not be attending classes due to flu-like illness.
6. If they are living on campus and have a meal plan they are to contact their
Resident Coordinator to help with meal delivery through Aramark.
7. The S-A will be given a thermometer to take with them so that they can take their
temperature every 12 hours. The S-A will not be allowed to return to normal
activities until they are fever-free without medications for 24 hours. At that time
they are to come back to see one of the staff athletic trainers and have their temp
taken and make sure they are fever-free.
8. Once the S-A is considered non-contagious, an email is once again sent to
Director of the SHC, the Medical Director for the SHC, the Assistant Athletic
Director for Academics, Deputy Director of Athletics, the Director of Athletic
Training, the S-A coach and to the S-A.
9. Once the S-A is cleared to return to athletics, they will be on limited activity for
their team for the first several days back. They will not have full energy or
strength and should be allowed to progress to full status. The athletic trainer for
the team will monitor the S-A during this time.
250

SECTION VIII
AUXILIARY SERVICES POLICIES
Catastrophic Incident Management Plan
PURPOSE : The purpose of establishing a catastrophic incident management plan for
student-athletes is to provide support services for those student-athletes, their family and
friends who are in need of physical and or emotional assistance as the result of a
traumatic life-encountering event.
This Immediate Action Plan should be used as a guide with the understanding that
each loss is unique and will require sensitivity and compassion.
I. INTRODUCTION AND DEFINITION OF A CATASTROPHIC
INCIDENT
UNCW Athletic Department’s Catastrophic Incident Guidelines will be activated
immediately when a catastrophic incident occurs.
A. Sudden Death of a Student-Athlete, Coach, or Staff Member
i. Death during competition, practice, or conditioning
ii. Death during travel
1. UNCW Athletic Department official business
2. Personal (e.g. automobile, airline accidents)
iii. Non-athletic accidents (e.g. falls at home)
iv. Unknown medical anomalies (e.g. heart attack, stroke, illness)
v. Victim of a crime
vi. Suicide
B. Disability/Quality of Life Altering Injuries
i. Either during UNCW Athletic Department participation and/or
travel, or during non-athletic activities
ii. Spinal Cord Injury-resulting in partial or complete paralysis
iii. Loss of Paired Organ
iv. Severe Head Injury
v. Injuries resulting in severely diminished mental capacity or other
neurological injury that results in inability to perform daily
functions
vi. Irrecoverable loss of speech or hearing (both ears) or sight (both
eyes) or one or both arms or legs
II.
CATASTROPHIC INCIDENT MANAGEMENT TEAM (CIMT)
A. Director of Athletics
251

B. Deputy Athletic Director
C. Head Athletic Trainer
D. University Spokesperson
E. Sports Information Director
F. Additional personnel as deemed appropriate by CIMT
III. CATASTROPHIC INCIDENT GUIDELINE GOALS
The following action plan will appropriately apply steps to manage a catastrophic
incident. While applying these steps, UNCW Athletic Department Personnel will
keep in mind the following goals:
A. Accurately and expeditiously gather all pertinent facts regarding the
incident
B. Accurately document all events, especially list all participants and
witnesses
C. Secure any or all available materials/equipment involved
D. Respect the dignity of the individuals involved
E. Immediately communicate within the CIMT
F. Only members of the CIMT, or individuals they designate, are to speak
about the incident to family members, media, or other staff members,
student-athletes or coaches. No one else has clearance to speak about
the incident.
G. Instruct student-athletes not to speak to anyone regarding the incident
H. Handle any communication with the media through the Sports Information
Office and/or the University Spokesperson. All information deemed
appropriate for release to the media will be determined by the Catastrophic
Incident Management Team.
IV. CHAIN OF COMMAND AND AREAS OF ACTION
After being informed of a catastrophic incident, the following individuals should be
notified to commence their responsibilities:
A. During UNCW Athletic Department participation/travel: Director of
Athletic Training or Director of Athletics
B. During non-UNCW Athletic Department activities: Director of
Athletics
i. DIRECTOR OF ATHLETICS
252

ii. Notifies or is notified by Director of Athletic Training of a
catastrophic incident
iii. Notifies Deputy Athletic Director/Senior Woman
Administrator, who in turn, enacts any catastrophic incident
procedures for the University
iv. Notifies additional athletic department administrative staff (All
Associate and Assistant Directors of Athletics)
v. Notifies Campus Police
vi. In the event the catastrophic incident is non-athletic, the
Director of Athletics notifies the Head Coach of the involved
sport
vii. Notifies University Spokesperson
viii. Notifies NCAA Faculty Athletic Representative
b. DEPUTY ATHLETIC DIRECTOR/SENIOR WOMAN
ADMINISTRATOR
i. Notifies Chancellor
ii. Notifies Dean of Students
iii. Notifies Risk Manager
iv. Provides guidance regarding payment of incidental expenses
and interpretive support relating to any NCAA regulations
C. DIRECTOR OF ATHLETIC TRAINING
i. Notifies Director of Athletics, Deputy Athletic Director, Head
Team Physician, Sports Medicine Staff, and Insurance
Specialist
ii. Notifies Head Coach if incident occurs during non-practice
participation, or when coach may not be present (e.g.
conditioning)
iii. Coordinates, along with Head Team Physician, communication
with any physicians involved in the catastrophic incident
medical care
iv. Communicates with Risk Manager and legal counsel
v. Communicates with Senior Associate Athletic Director for
Communications
vi. Coordinates with Insurance Specialist, provides any insurance
information Notifies Counseling Services
vii. Notifies NCAA Catastrophic Injury Service Insurance Carrier
D. TEAM PHYSICIAN
253

i. Communicates with Director of Athletics and Director of
Athletic Training on medical facts and events
ii. Communicates with any local medical personnel, hospital, or
medical facilities regarding medical facts of catastrophic
incident
iii. Works with Director of Athletic Training in providing
information for NCAA insurance
E. UNCW ATHLETIC DEPARTMENT ADMINISTRATIVE STAFF
i. Senior Associate Athletic Director for Communications
coordinates any media release with the Director of Athletics,
Head Team Physician, and Director of Athletic Training along
with the University Spokesperson. NO RELEASE will be
made until parents/guardians are informed.
ii. Associate Athletic Director for Business coordinates any travel
plans and housing for parents, staff, coaches, or team
iii. Associate Director/Executive Director of Seahawk Club will
prepare a statement and have it cleared by University
Spokesperson to answer any questions from donors
iv. Assistant Athletic Director for Academics notifies professors
of incident and its impact on class/grades
v. All Management Team members will be available to assist
in process as assigned by CIMT
F. COACHING AND SUPPORT STAFF
i. Notifies Director of Athletics and Director of Athletic Training
of Catastrophic Incident
ii. Follows Immediate Action Plan
iii. Encourages Student-Athletes to not discuss incident until
cleared to do so by UNCW Athletic Department
iv. Supports Student-Athletes and facilitate Catastrophic Incident
Guidelines as outlined
G. RISK MANAGER
i. Notifies UNCW Insurance Carrier
ii. Enacts any Catastrophic incident procedures for University
Administration
iii. Works collaboratively with UNCW Athletic Department to
gather incident facts
iv. Communicates with University Legal Counsel
H. DEAN OF STUDENTS
254

i. Coordinates communication with Athletic Department and
Student Affairs
ii. Helps facilitate efforts of Athletic Department, parent’s office,
counseling services and campus Catastrophic Incident Stress
Management Team (for counseling of team, coaches, staff)
I. COUNSELING SERVICES
i. On Call 24 Hours Daily at 910-962-
ii. Activates Catastrophic Incident Stress Management Team to
provide immediate grief counseling to student-athletes,
coaches, and staff
iii. Provides any follow-up counseling post-incident to studentathletes,
coaches, or staff members
J. FACULTY ATHLETIC REPRESENTATIVE serves as faculty liaison
to campus for the Athletic Department
K. INSURANCE SPECIALIST communicates health insurance
procedure information as needed
V. CRIMINAL CIRCUMSTANCES (ACCIDENT, ASSAULT,
HOMICIDE, SUICIDE)
A. Notify Campus Police immediately of catastrophic incident involving
possible criminal activity
B. Notify Chief of Campus Police
C. Campus Police will communicate with Wilmington Police Department
D. Campus Police will communicate information as appropriate to CIMT
VI.
AWAY CONTESTS: COACHES, ADMINISTRATORS AND STAFF
MEMBERS
A. Immediately notify Director of Athletics and Director of Athletic Training
of Catastrophic Incident
B. Work with local hospital, Sports Medicine Staff, Athletic Department, or
Police to assist in process and gather information to update the Director of
Athletics and/or Director of Athletic Training
C. The Head Coach and/or Administrator will remain on site after team
departs to coordinate communication and arrangements with University
Administration until relieved by a University Representative
VII.
SUMMARY CHRONICLE
255

A. A detailed written summary chronicle will be prepared following any
catastrophic incident which identifies and explains the activities of those
who participated in and responded to the incident
B. This chronicle will be used to critique the process, its efficiency and
effectiveness, and will be used as the basis for review of procedures
VIII. IMPORTANT PHONE NUMBERS
A. Director of Athletics
B. Director of Athletic Training
C. Deputy Athletic Director/Senior Woman Administrator
D. Team Physician
E. Senior Associate Director of Athletics for Communications
F. Associate Director of Athletic/Executive Director of Seahawk Club
G. Assistant Director of Athletics for Academics
H. Risk Manager
I. Vice Chancellor for Student Affairs
J. Dean of Students
K. Counseling Services
L. Faculty Athletic Representative
M. Insurance Specialist
N. Campus Police
Roles of Primary & Secondary Intervention Members
Crisis Intervention Team: Assess situation, develop plan for management,
determine level of necessary communication, inform appropriate parties, provide
support for individual and family involved
Team Athletic Trainer: Be aware of involved party and situation, respect and
maintain all privacy and confidential issues, assist with management plan as
appropriate
Team Strength & Conditioning Coach: Be aware of involved party and situation,
respect and maintain all privacy and confidential issues, assist with management
plan as appropriate
Director of Athletics: Be aware of involved party and situation, assist crisis
management team in determining level of necessary communication, inform
senior vice-president and president as deemed appropriate
256

Head Coach: Be aware of involved party and situation, assist crisis management
team with communication to student athlete parents and fellow teammates
Parents of Student-Athlete: Assist crisis management team with decisions as they
relate to management and level/detail of information sharing
University Police: Be aware of involved party and situation if appropriate, assist
crisis management team and other university officials with privacy and
confidentiality of information
Chancellor: Be aware of involved party and situation, advise crisis management
team as appropriate
Deputy Director of Athletics/SWA: Be aware of involved party and situation when
pertaining to one of supervised areas, inform director of compliance when
appropriate, advise crisis management team as appropriate
University Public Relations: In collaboration with the Director of Sports
Information, determine appropriate and timely information dissemination with
local and other media outlets
Director of Sports Information: Determine appropriate and timely information
dissemination with local and other media outlets
Faculty Athletic Representative: Be aware of involved party and situation, advise
crisis management team as appropriate with respect to serving as liaison to
university president
Teammates: Be aware of involved party and situation when deemed necessary,
provide appropriate levels of support to individual and family involved
Team Academic Advisor: Be aware of involved party and situation when deemed
necessary, provide appropriate assistance in areas of expertise
Dental Expenses Policy
POLICY STATEMENT:
The athletic department will assist the student athlete with payment for fees associated
with dental damage to sound natural teeth sustained while participating in UNCW
athletics. The athletic department will not assume any responsibility if any damage to
teeth occurs while a student athlete was not wearing mouth protection as required for
participation.
Institutional Drug Screening and Education Policy
257

PURPOSE: The Division of Athletics at The University of North Carolina Wilmington,
its coaching personnel, physicians, certified athletic trainers, administrators, and staff
strongly believes that the use of drugs (excluding those drugs prescribed by a physician to
treat a specific medical condition) can be detrimental to the physical and mental wellbeing
of its student-athletes, no matter when such use should occur during the year.
Additionally, use or abuse can seriously interfere with the performance of individuals as
students as well as athletes and can be extremely dangerous to student-athletes and their
teammates, particularly when participating in athletic competition or practice. Therefore
it is the philosophy of the Department of Athletics that all student-athletes at UNCW will
be subjected to a drug screening and education program. For the purposes of this
program a student-athlete is defined as any student officially listed on the team’s roster.
This includes but is not limited to student-athletes who are “red shirting”, student-athletes
who are academically ineligible, student-athletes who are injured and 5 th year studentathletes
who are receiving athletic-related aid and /or using other athletic-related services,
including cheerleaders.
In light of this, the UNCW Department of Athletics has a mandatory program of drug
education and testing combined with counseling/rehabilitation efforts to assist and benefit
the student-athletes at UNCW. This program is in addition to the NCAA Drug-Testing
Program and procedures. The University of North Carolina Wilmington may amend,
alter or revise this Drug Screening and Education Program at any time without notice.
This Drug Screening and Education Program (including any sanction phases) is separate
and distinct from the NCAA Drug Testing program and its sanction phases.
POLICY STATEMENT: A complete copy of the Drug Screening and Education Policy
can be found in the appendix.
Event Safety and Game Operations Policy
PURPOSE: The goal of this policy is to promote event safety on the campus of the
University of North Carolina Wilmington. It is appropriate and essential to establish
protocol for emergency situations during home varsity athletic events.
POLICY STATEMENT: This policy will identify individuals responsible for effective
coordination and communication of a comprehensive emergency protocol. Additionally,
a thorough protocol will be established. Emergency situations may include but are not
limited to medical emergencies, weather emergency, facility malfunction, etc...
Key individuals
Game Manager (GM) – supervise events at specific venue
258

Public safety (PS) – crowd safety/control, assist with EMS, evacuation plan
Athletic Trainer Certified (ATC) - coordinate and implement plan with game
operations manager
Sports Information (SI) – responsible for communicating pertinent
information to spectators
Game officials (GO) – along with GM and university policy, GO will be
responsible for determining game suspension
Planning process:
Prior to the start of the season, the GM will coordinate a meeting to review
game operations plan with the following personnel: sport supervisor, coach,
ATC, sports marketing, Seahawk club, sports information, ticket office
personnel, concessions personnel, police, parking services, facilities
management staff
GM and ATC will identify and communicate each role of the key
individuals within the EAP prior to the start of each contest
ATC responsible for onsite emergency equipment
Implementation for medical emergencies:
Athletes:
ATC shall complete primary assessment and determine immediate
course of action
If enactment if EAP is warranted, GM shall be available to assist
ATC with the facilitation of EMS dispatch
GM and PS responsible for crowd control
SI responsible for communicating information received from
GM to entire venue
ATC shall communicate all emergencies to the Director of Sports
Medicine in a timely manner
GM shall communicate all emergencies to the Sport Supervisor
in a timely manner
Spectators/Non-athletes:
259

GM shall be responsible for supervising the emergency response
If a qualified public safety official or medical personnel are not
available, the game manager will assess the emergency
GM shall activate EMS in the event of a life-threatening
emergency and subsequently summon assistance from the ATC
should the use of an AED be warranted
PS and game management staff will facilitate EMS arrival
SI is responsible for communicating information received from
GM to entire venue
GM shall communicate all emergencies to the Sport Supervisor
in a timely manner
GM or staff shall complete an accident report form in a timely
manner
Implementations for other emergencies
Game suspension – if deemed necessary, will be determined by the GM or GO
Evacuation –in the event of a game suspension, GM and PS will enact
evacuation plan
Crowd control – GM and PS will coordinate efforts. Decisions on crowd
management issues are the responsibility of the GM in consultation with PS.
Traffic management – PS will coordinate traffic control.
Handicap Parking Policy
PURPOSE: To articulate the Department of Athletic Training’s position regarding the
issuing and use of temporary handicap parking passes by student-athlete’s who have
sustained an injury or undergone surgery that prevents them from walking around
campus.
POLICY STATEMENT:
Temporary Handicapped Parking Permits
260

Student-athletes requiring temporary handicap permits may obtain registration documents
through University Parking Services. The university parking service form must be signed
by a university-recognized physician, and is acceptable for parking privileges only on the
campus of UNCW. The form that can be obtained from the Department of Athletic
Training is for the state of North Carolina motor vehicle department, and must be
completed by a physician and processed at the department of motor vehicles. This form
is acceptable both on and off university grounds for a predetermined length of time. Such
parking permits must be used in accordance with the law. Student-athletes who return to
a level of function will be asked to no longer use or abuse such parking privileges.
Sexual Harassment Policy
POLICY STATEMENT: Any member of the UNCW Athletic Training Department
alleging harassment by a coach, staff member, or student-athlete should follow
University policies for reporting the incident. Immediate reporting of alleged incidents is
imperative. Any harassment should be reported to the immediate supervisor or to the
Office of Human Resources.
Lightning and Severe Weather Policy
I. Chain of Command
The decision to terminate a University of North Carolina Wilmington intercollegiate
athletic activity in the event of lightning, severe weather, and/or storms will be made
by a member of the UNCW Athletic Training Staff present at a practice or the
UNCW Athletic Event Manager present at a game in consultation with UNCW
Athletics Facilities & Operations staff, Athletic Training personnel, and game
officials.
II. Criteria for Evacuation of the Practice/Game Area
The policy of the UNCW Department of Athletics will be as follows:
A. A member of Event Management Staff will inform the visiting team’s athletic
trainer and/or coach and game officials of UNCW’s policy with regards to
lightning, severe weather, and/or storms during pre-game warm-ups.
B. A member of the UNCW Facilities & Operations Staff will monitor one or
more of the following for lightning, severe weather, and/or storms:
261

i. National Weather Service and/or National Oceanic &
Atmospheric Administration (NOAA) local weather radar
(www.noaa.gov or www.weather.com)
ii. “flash-to-bang” count
C. During a game situation, when the “flash-to-bang” count reaches 50 seconds
or less and/or a severe weather watch has been issued for the immediate
Wilmington, NC area, a member of the a member of the UNCW Facilities &
Operations Staff and/or UNCW Athletic Training Staff will notify the
following persons:
i. A UNCW game administrator and/or appropriate member of
the UNCW Facilities & Operations Staff (if applicable)
ii. An appropriate member of the UNCW Athletic Training Staff
(if applicable)
iii. The official game announcer
iv. The head coach and/or his/her designee
v. The game official (when play is stopped)
vi. The visiting team’s athletic trainer and/or coach (if applicable)
vii. Members of the audience
D. During a practice situation, when the “flash-to-bang” count reaches 30
seconds or less and/or a severe weather watch has been issued for the
immediate Wilmington, NC area, a member of the UNCW Athletic Training
Staff will notify the following persons:
i. The head coach and/or his/her designee
ii. Team members
Criteria for Evacuation of the Practice/Game Area—continued
At this point, all outdoor game/practice activities are to cease IMMEDIATELY, and
ALL personnel are to evacuate to a safe structure or location. Additionally, all
activities taking place in whirlpools and/or in-ground hydrotherapy pools should
cease.
The head coach and/or his/her designee are not permitted to override the decision to
stop an outdoor game/practice in the event of lightning and/or severe weather. If a
coach and/or game official makes the decision to continue to practice and/or continue
262

with a game or other activity despite a National Weather Service Severe Weather
Warning, the cancellation of classes, and/or the verbal instruction by a UNCW Game
Administrator, a member of the UNCW Athletic Training Staff, a member of the
UNCW Event Management Staff, and/or a member of the UNCW Facilities &
Operations Staff, they will be doing so against the recommendations of the UNCW
Department of Athletics.
E. A safe structure or location is defined as any sturdy, fully enclosed,
substantial, and frequently inhabited building that has plumbing and/or
electrical wiring that acts to electrically ground the structure. Examples of
locations that routinely DO NOT meet the criteria include:
i. Baseball/softball dugouts
ii. Baseball/softball “covered” batting cages
iii. Convertible/“soft-top” vehicles
iv. Golf carts/John Deere Gator vehicles
v. Outside storage sheds
vi. Canopy/awning/tent
F. In the absence of a sturdy, fully enclosed, substantial, and frequently inhabited
location as described above, a secondary structure such as a fully enclosed
vehicle with a hard metal roof, rubber tires, and completely closed windows
can provide a measure of safety. Persons should not touch the sides of the
vehicle! Convertible and “soft-top” vehicles and golf carts do not provide a
high level of protection and cannot be considered safe from lightning.
G. Persons should avoid taking showers and using plumbing facilities (including
indoor and outdoor pools, whirlpools, Jacuzzis, and hot tubs) and land-line
telephones during a thunderstorm. Cordless or cellular telephones are safer to
use when emergency help is needed.
H. If unable to reach safe shelter, persons should find a thick grove of small trees
surrounded by taller trees or a dry ditch, and stay away from the tallest trees or
objects (i.e. light poles, flag poles, etc.), metal objects (i.e. fences, bleachers,
etc.), individual trees, standing pools of water, and open fields. Persons
should avoid being the highest object in an open field.
Everyone should assume the “lightning-safe” position—a crouched
position on the ground with the feet together, weight on the balls of the
feet, head lowered, and ears covered. DO NOT LIE FLAT! Minimize the
body’s surface area and minimize contact with the ground.
263

I. In situations where thunder and/or lightning may or may not be present, yet
someone feels his/her hair stand on end and skin tingle, LIGHTNING IS
IMMINENT! Therefore, all persons should assume the “lightning-safe”
position as described above.
J. Cordless or cellular phones are a safe alternative to land-line phones, if the
person and the antenna are located within a safe structure or location, and if
all other precautions are followed.
K. If UNCW administration has cancelled classes at the university due to severe
weather, the UNCW Department of Athletics strongly recommends the
cancellation of all games, practices, and other activities.
L. All individuals should have the right to leave a site or activity, without fear of
repercussion or penalty, in order to seek a safe structure or location if they feel
that they are in danger from impending lightning activity.
M. The following are designated safe structures for each on-campus venue:
a. Natatorium (Pool)- Men’s and Women’s Swimming and Diving
Locker Rooms
b. Soccer Field- Hanover Gymnasium, Trask Coliseum, Almkuist-Nixon
Sports Medicine Building
c. Brooks (Baseball) Field- UNCW Baseball Field house or Bus of
visiting team
d. Boseman (Softball) Field - Hanover Gymnasium, Trask Coliseum,
Almkuist-Nixon Sports Medicine Building
e. Green Track and Field- Hanover Gymnasium, Trask Coliseum,
Almkuist-Nixon Sports Medicine Building
f. Tennis Courts- Hanover Gymnasium, Trask Coliseum, Almkuist-
Nixon Sports Medicine Building
III.
Criteria for Safe Return to the Practice/Game Area-
The decision to return to a UNCW athletic activity after a period of evacuation will
be made by a member of the UNCW Athletic Training Staff present at a practice or
the UNCW Game Administrator / Event Management member present at a game in
consultation with UNCW Athletics Facilities & Operations Staff, UNCW Athletic
Training personnel, the head coach and/or his/her designee, and game officials.
264

A. Personnel should not return to the practice/game area until thirty (30) minutes
have passed since the “flash-to-bang” count was 50 seconds and/or the last
sound of thunder was heard.
B. Each time the “flash-to-bang” count goes below 50 seconds or thunder is
heard, the “30-minute clock” is to be reset.
IV. Prehospital Care of Victims of a Lightning Strike
A. Because lightning-strike victims do not remain connected to a power source,
they do not carry an electric charge. Therefore, it is safe to touch the victim to
move him/her to a safe location and to render medical treatment.
B. During an ongoing thunderstorm, lightning activity in the local area still poses
a deadly hazard for personnel responding to the victim. Personnel should
consider their own personal safety before venturing into a dangerous situation
to render care.
C. The first priority of personnel is to move the lightning strike victim to a safe
location.
D. Prompt, aggressive CPR has been highly effective for the survival of victims
of lightning strikes. Therefore, it is critical that CPR and AED use is initiated
as soon as safely possible.
E. Lightning strike victims should also be evaluated and treated for hypothermia,
shock, fractures, and burns.
V. The “Flash-to-Bang” Method
This is a simple method used to estimate how far away a lightning flash is.
A. Begin timing (in seconds) as soon as a lightning flash is seen
B. Stop timing as soon as a thunder sound is heard after the lightning flash. This
number is the “flash-to-bang” count
C. Divide the “flash/bang” count by five (5)
D. The resulting number is the distance, in miles, from the practice/game area to
the lightning flash
Lightning/Severe Weather Statement to Be Read at Outdoor Events:
PREGAME:
In the event of lightning, thunder, or other severe weather, it is the policy of the
UNCW Department of Athletics that all spectators immediately evacuate the
grandstand and/or bleacher areas. It is advised that spectators evacuate to either your
265

hard-topped vehicle or follow event personnel to (designated safe facility per
location) until it has been determined that it is safe to return to the grandstand and
bleacher areas. Thank you for your prompt cooperation.
In event of occurrence:
Severe weather is in the immediate area. We advise you to proceed to your hardtopped
vehicle or follow event management staff to the designated indoor area. We
will advise you when it is safe to return. Thank you for your prompt cooperation.
Mouthguard/Dental Emergency Policy
PURPOSE: The following policy on athletic dental mouthpieces, emergency dental
care, assessment, and management, and return to play guidelines has been developed in
accordance with the University of North Carolina Wilmington Department of Athletic
Training’s Mission Statement to provide quality healthcare services and assure the wellbeing
of each student-athlete at UNCW.
POLICY STATEMENT: The University of North Carolina Wilmington Department of
Athletic Training recognizes that sport induced dental injuries pose a significant health
risk for those student-athletes participating in athletics at The University of North
Carolina Wilmington. The Department also recognizes that the wearing of athletic dental
mouthguards is mandated and enforced by the National Collegiate Athletic Association
(NCAA) in NCAA sanctioned athletic competitions for teams that the NCAA has deemed
as having increased risks for athletic dental injuries. With this in mind, the Department
of Athletic Training has implemented policies and procedures to assess and identify those
student-athletes who are at an increased risk for suffering a dental injury during practice
or competition. Any University of North Carolina Wilmington student-athlete who
suffers a dental injury from a practice or competition will be referred to the appropriate
dental specialist for an evaluation. This physical examination, and/or further diagnostic
testing will be used in conjunction in determining when it is safe for a student athlete to
return to competition.
DENTAL INJURY DEFINITION:
Any significant injury to a tooth, teeth, or mouth of the student-athlete that warrants
emergency follow-up care with a dental professional will be considered a dental injury.
SIGNS AND SYMPTOMS OF DENTAL INJURIES:
266

Certified athletic trainers and athletic training students all need to be aware of the signs
and symptoms of dental injuries to properly recognize and intervene on behalf of the
student-athlete.
Signs
Symptoms
Loss of teeth
Headache
Broken teeth
Nausea
Protruding Teeth
Dizziness
Impacted Teeth
Feeling of “loose teeth”
Loose Teeth
“Toothache”
Excessive bleeding from mouth
The sports which student-athletes are strongly encouraged to use mouth guards are:
M/W Basketball
Softball/baseball pitchers and infielders
Any athlete with history of concussion
BASELINE DENTAL IMPRESSIONS
All incoming freshman or those first time entering UNCW student-athletes who are
participating in those sports which have been identified as a contact or collision sport
and /or who have had a previous history of dental injuries as identified by their health
history may have a custom formed dental impression mouthguard. Currently the UNCW
Department of Athletic Training organizes the process by making arrangements for
student-athletes to be scheduled in the dental office of Drs. Jewell and Jewell for dental
impressions at a time that is convenient for both parties.
RETURNING ATHLETE DENTAL IMPRESSIONS
In the event of a broken mold or of an ill-fitting mouthguard, then a new dental
impression will be made at the dental office of Drs. Jewell and Jewell at a time that is
convenient for both parties.
MOUTH FORMED DENTAL MOUTHGUARDS:
The University of North Carolina Wilmington Department of Athletic Training maintains
a supply of mouth formed or “boil and bite” mouthguards that are available to any the
267

UNCW student-athlete that requests one. The Department of Athletic Training
recognizes that student-athletes that are currently undergoing dental or orthodontic care
will be better suited for mouth-formed mouthguards, rather than custom formed
mouthguards due to ongoing dental corrections. The Department of Athletic Training
also recognizes that individual student-athletes may prefer mouth formed mouthguards
over the custom formed mouthguards. The Sports medicine staff will attempt to educate
these individuals on the benefits of a custom formed mouthguard over a mouth formed
mouthguard for optimal dental protection.
MANAGEMENT OF DENTAL INJURIES:
The following guidelines are recommended by the American Dental Association for
emergency dental care following the traumatic loss of a tooth or teeth during athletic
participation
1. Attempt to locate lost tooth or teeth
2. If dirty gently rinse off, then attempt to reimplant in patients mouth.
3. If unable to reimplant then place, in milk, saline or commercial dental
emergency kit.
4. Refer for emergency dental care as soon as possible.
SUMMARY:
The Department of Athletic Training is committed to providing quality health care
services for all student-athletes. As such, the Department of Athletic Training is very
proactive in the management of dental care and the issuing of athletic mouthguards to
individual student-athletes who are at an increased risk for dental injuries with their
respective athletic teams. The issuing of mouthguards aid us in limiting the risks of
dental injuries associated with athletics, and the potential for long-term complications
from dental injuries.
268

Nutritional Services Policy
POLICY STATEMENT: The Sports Medicine Staff recognizes the need for nutritional
counsel and education for student athletes. Therefore, student athletes who desire or need
this service are referred to the University Nutritionist. The Sports Medicine Staff
recognize that they are not nutritionist or dieticians, although possess a basic knowledge
of this area. Therefore, they will refer beyond their scope of knowledge, however for
basic nutritional questions or daily intake analysis, they are available for counsel.
Eating and Exercise Disorders
POLICY STATEMENT: The Sports Medicine Staff believes in a multidisciplinary
team approach for students with disordered eating and exercise behaviors. The goal is to
provide students with an on-campus resource to give them what they need in terms of
education, evaluation, and support as they deal with and recover from issues of
disordered eating and exercise behavior. This team includes individuals from the
Counseling Center, Student Health Center, University Nutrition, and Athletics. A fulltime
staff athletic trainer represents the Athletics Department and contributes to the
recovery plan for student athletes with disordered eating and exercise behaviors. He/she
also facilitates arrangements for the appropriate medical evaluation, nutritional
consultation, and psychological assessment of the student athlete.
SECTION IX
TRANSPORTATION POLICIES
University Vehicle Use Policy
POLICY STATEMENT:
Only sports medicine staff who hold a valid driver’s license and have been given
permission to operate a UNCW owned vehicle are allowed to use such vehicles for any
sports medicine related functions. When using Athletic Department vehicles, staff are
expected to follow all motor vehicle and driving laws applicable for the State of North
Carolina. Pedestrian safety should be a priority at all times when operating a vehicle.
Vehicles are to always be parked in appropriate locations and used for sports medicine
services only.
Fueling Directions: The Department of Athletic Training has the use of one van and one
golf cart. These should be refueled weekly as part of the athletic training students’
cleaning duties, or when the tank reaches ¼ full. Take the vehicle to the maintenance
269

area, located beside the Campus Police Station on Lionfish Drive off of Walton Drive.
Since the vehicles are shared amongst all staff members, communication and planning
are critical to the efficient usage of these vehicles. Please inform others of any planned
or impromptu needs of a vehicle.
Transportation of Student-Athletes Policy
POLICY STATEMENT: Transporting the student-athletes is allowed for athletic
training and athletic purposes only. No person should provide transportation to any
student-athlete for any other reason. All applicable State of North Carolina motor vehicle
laws should be followed at all times.
SECTION X
EMERGENCY ACTION PLAN
Emergency Action Plans (EAPs)
PURPOSE: This plan provides a comprehensive guide for emergency situations for all
involved parties of the University of North Carolina Wilmington Athletics. The National
Athletic Trainers’ Association (NATA) and the NCAA recommend the construction of a
comprehensive plan to address medical emergencies that may occur at the various athletic
events and activities. In addition, in conjunction and coordination with local EMS,
athletic trainers should take a primary role in implementing a comprehensive EAP
program within their setting. The venue specific plans presented here will be posted at
each event as well as on-line.
A complete copy of the entire Emergency Action Plan can be found in the appendix.
EMERGENCY PLAN
In-Season Practice
270

Emergency Personnel
- Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches,
Managers
Emergency Communication
- Cell phone of Certified/Licensed Athletic Trainer, Athletic Training Student, or
Coach; landline located inside the nearest building; or Campus Emergency Call
Box located closest to the scene
Emergency Equipment
- Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic External
Defibrillator
Roles of First Responders
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student,
Coach, or Manager
3) Activation of emergency medical system (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student,
Coach, or Manager
o Call 911 to activate EMS, campus police will be notified through
the dispatch center
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to scene
Review and Evaluation of Emergency Action Plan
Annual review of this EAP is conducted with all athletic personnel so that each member
of the emergency care team is aware of their respective role in the event of an emergency.
This information is verbally communicated during athletic department staff meeting at
the beginning of each year. This is also communicated via email to all athletic
department personnel and student-athletes at the beginning of each school year.
Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
Training and their staff. The Athletic Training Department also collaborates closely with
the University’s Student Health Services/Health Center in order to address any concerns
regarding emergency care of student-athletes that may take place on campus.
Throughout the year, the Athletic Training Department exercises a policy of open
271

communication with coaches and athletes in order to promote a healthy and safe
environment for student-athletes.
EMERGENCY PLAN
Competition
Emergency Personnel
- Certified/Licensed Athletic Trainer, Athletic Training Student, Orthopedic
Physician or Physicians Assistant (present at all home soccer and basketball
competitions), Coaches, Managers, Campus Police, EMS personnel (present at all
home soccer, basketball, and baseball competitions)
Emergency Communication
- Cell phone of Certified/Licensed Athletic Trainer, Athletic Training Student, or
Coach; landline located inside the nearest building; Campus Police/EMS
personnel, if on-site
Emergency Equipment
- Athletic Trainers’ Kit - maintained on Home bench; Emergency supplies -
Vacuum Splint Bag, Crutches, Automatic External Defibrillator
Roles of First Responders
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Team Orthopedic Physician or
Physicians Assistant, Athletic Training Student, or EMS (if on-site)
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student,
Manager, or Coach
3) Activation of emergency medical system (EMS) if not on-site
· Certified/Licensed Athletic Trainer or Athletic Training Student
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to scene
Review and Evaluation of Emergency Action Plan
Annual review of this EAP is conducted with all athletic personnel so that each member
of the emergency care team is aware of their respective role in the event of an emergency.
This information is verbally communicated during athletic department staff meeting at
the beginning of each year. This is also communicated via email to all athletic
department personnel and student-athletes at the beginning of each school year.
Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
Training and their staff. The Athletic Training Department also collaborates closely with
272

the University’s Student Health Services/Health Center in order to address any concerns
regarding emergency care of student-athletes that may take place on campus.
Throughout the year, the Athletic Training Department exercises a policy of open
communication with coaches and athletes in order to promote a healthy and safe
environment for student-athletes.
EMERGENCY PLAN
Out of Season Practice
Emergency Personnel
- Coaches, Managers
Emergency Communication
- Cell phone of Coach or Manager; landline located inside the nearest building; or
Campus Emergency Call Box located closest to the scene
Emergency Equipment
- Automatic External Defibrillator
Roles of First Responders
1) Immediate care of the injured or ill athlete
· Coach
2) Emergency Equipment Retrieval
· Coach or Manager
3) Activation of emergency medical system (EMS)
· Coach or Manager
o Call 911 to activate EMS, campus police will be notified through
the dispatch center
o Call team’s Certified/Licensed Athletic Trainer
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to scene
Review and Evaluation of Emergency Action Plan
Annual review of this EAP is conducted with all athletic personnel so that each member
of the emergency care team is aware of their respective role in the event of an emergency.
This information is verbally communicated during athletic department staff meeting at
the beginning of each year. This is also communicated via email to all athletic
department personnel and student-athletes at the beginning of each school year.
Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
273

Training and their staff. The Athletic Training Department also collaborates closely with
the University’s Student Health Services/Health Center in order to address any concerns
regarding emergency care of student-athletes that may take place on campus.
Throughout the year, the Athletic Training Department exercises a policy of open
communication with coaches and athletes in order to promote a healthy and safe
environment for student-athletes.
EMERGENCY PLAN
Skills Session
Emergency Personnel
- Coaches, Managers
Emergency Communication
- Cell phone of Coach or Manager; landline located inside the nearest building; or
Campus Emergency Call Box located closest to the scene
Emergency Equipment
- Automatic External Defibrillator
Roles of First Responders
1) Immediate care of the injured or ill athlete
· Coach
2) Emergency Equipment Retrieval
· Coach or Manager
3) Activation of emergency medical system (EMS)
· Coach or Manager
o Call 911 to activate EMS, campus police will be notified through
the dispatch center
o Call team’s Certified/Licensed Athletic Trainer
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to scene
Review and Evaluation of Emergency Action Plan
Annual review of this EAP is conducted with all athletic personnel so that each member
of the emergency care team is aware of their respective role in the event of an emergency.
This information is verbally communicated during athletic department staff meeting at
the beginning of each year. This is also communicated via email to all athletic
department personnel and student-athletes at the beginning of each school year.
274

Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
Training and their staff. The Athletic Training Department also collaborates closely with
the University’s Student Health Services/Health Center in order to address any concerns
regarding emergency care of student-athletes that may take place on campus.
Throughout the year, the Athletic Training Department exercises a policy of open
communication with coaches and athletes in order to promote a healthy and safe
environment for student-athletes.
EMERGENCY PLAN
Strength Training
Emergency Personnel
- Strength and Conditioning Staff, Coaches, Managers
Emergency Communication
- Cell phone of Strength and Conditioning Staff, Coach, or Manager; landline
located inside the nearest building; or Campus Emergency Call Box located
closest to the scene
Emergency Equipment
- Automatic External Defibrillator
Roles of First Responders
1) Immediate care of the injured or ill athlete
· Strength and Conditioning Staff or Coach
2) Emergency Equipment Retrieval
· Strength and Conditioning Staff, Coach, or Manager
3) Activation of emergency medical system (EMS)
· Strength and Conditioning Staff, Coach, or Manager
o Call 911 to activate EMS, campus police will be notified through
the dispatch center
o Call team’s Certified/Licensed Athletic Trainer
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to scene
Review and Evaluation of Emergency Action Plan
Annual review of this EAP is conducted with all athletic personnel so that each member
of the emergency care team is aware of their respective role in the event of an emergency.
This information is verbally communicated during athletic department staff meeting at
the beginning of each year. This is also communicated via email to all athletic
275

department personnel and student-athletes at the beginning of each school year.
Annual evaluation of the policies and procedures is conducted by the Director of Athletic
Training with the assistance of the Assistant Athletic Trainers. This evaluation takes the
form of ongoing discussion of day-to-day matters between the Director of Athletic
Training and their staff. The Athletic Training Department also collaborates closely with
the University’s Student Health Services/Health Center in order to address any concerns
regarding emergency care of student-athletes that may take place on campus.
Throughout the year, the Athletic Training Department exercises a policy of open
communication with coaches and athletes in order to promote a healthy and safe
environment for student-athletes.
Appendix I
Athletic Training Staff Coverage Chart 2010-2011
UNC Wilmington Athletic Training Staff Assignments
276

Scott Julie Stacy Aldo Margery Stephanie
*MBB *WBB *WSOC *Bb *MSOC *VB
%MTR %WTR %MSW MG WG *SB
%WSW %MTN %WTN
MBB= men’s basketball WBB= women’s basketball WSOC= women’s soccer
MSOC= men’s soccer
MTR= men’s track and field WTR= women’s track and field MTN= men’s tennis
WTN= women’s tennis
Bb= baseball MSW= men’s swimming/diving WSW= women’s
swimming/diving SB= softball
MG= men’s golf WG= women’s golf VB= volleyball
The sports with an asterisk beside them will receive coverage for road trips. Those with a percentage
sign will receive some road coverage as designated by the Director of Sports Medicine. This depends to
a great deal on the availability of their assigned staff person and the staffing needs of the athletic training
room. Coverage for out-of-season sports will not be provided as staff members’ responsibilities reside
most highly with the in-season sports that they are responsible for covering.
Administrative Responsibilities
Scott Julie Stacy Aldo
Unit Policy and
Procedure Inventory (GD) Inventory (A.N.) Dr Clinic Aug-Dec (Sutton)
Budget/Ordering Budget/Ordering Budget/Ordering
Staff Schedule Coaches FA/CPR Coaches FA/CPR
Weekly/Monthly Cleaning
(A.N.)
Pool
Maintenance/Management
Equipment
Dr Clinic Jan-May
Maintenance Staff/ATS CPR
(O’Malley)
Clothing Orders
Physicals/Insurance Key Issue/ Facility Access File Management ATS Supervision
277

ATS Supervision ATS Supervision ATS Supervision
Margery
Annual Cleaning
Dr Clinic Jan-May
(Sutton)
Treatment #s (A.N.)
ATS Supervision
Stephanie
Treatment #s (GD)
Weekly/Monthly
Cleaning (GD)
Dr Clinic Aug-Dec
(O’Malley)
ATS Supervision
278

Appendix II
Staff Performance Evaluations
UNCW Policy 08.531 – EPA Professionals Performance Evaluation Policy
(including SAAO I, SAAO II, instructional, and research
positions.)
Authority:
Chancellor
History: Established May 2007
Source of Authority: UNC Policy 300.2.1
Responsible Office(s): Human Resources
________________________________________________________________________
I. Purpose
UNCW promotes annual performance evaluations so that employees may receive
essential, accurate, and constructive feedback regarding their work performance,
university and unit goals, and their work-related conduct such as collegiality,
customer service, etc.
II. Scope
This policy and procedures are applicable to EPA professional employees
(including SAAO I, SAAO II, instructional, and research positions). Nine-month
teaching faculty are evaluated under a different policy.
Some senior administrators such as Vice Chancellors and Deans are subject to a
web-based evaluation input process that provides for campus survey input on
performance. This process is conducted and managed by Institutional Research.
Information obtained through that process is available for the Chancellor, Provost,
and/or Deans as appropriate to consider when completing the supervisory
evaluations referenced in this policy.
279

III. Policy
Supervisors should formally evaluate EPA Professionals and administrators on at
least an annual basis. This can be accomplished at the beginning of the fiscal
year when any salary increases are discussed. It can also be handled at any other
time in the year as determined by the supervisor. Employees may receive
multiple evaluations in a given year.
IV. Procedures
Each evaluation process should contain at least these common elements:
A. an identification of overall goals and objectives for the period to be
reviewed
B. a self evaluation opportunity for the individual being reviewed. Such an
assessment should be complete prior to the evaluation done by the
supervisor. It should include major accomplishments, plans for the next
period, needs, identified areas of desired improvements, and any concerns.
C. an evaluation by the supervisor at the end of the review period. This
evaluation should either follow the format outlined in this policy or be a
written letter to the employee that addresses the items within the format.
As a confidential personnel record, a completed copy of the template or
letter should be kept in the unit’s secured files consistent with UNCW’s
records retention schedule.
V. Minimum Factors for Evaluation (Evaluation Template)
(The following template is designed to be cut and pasted into a WORD document for
ease of completion.)
280

EPA Performance Evaluation Template
Name ________________________________ Position _______________________
Performance Cycle or Period ________________ to _________________
1 Consistently Below Standards – performance at this level is unacceptable and
immediate improvement is required. An overall rating at this level indicates
pending non-renewal.
2 Below Standards/ Needs Improvement – meets some standards but immediate
improvement is needed in order to achieve functional performance level.
3 Meets Standard Expectations – This is the minimally expected performance.
The individual is effective in competently achieving the basic work performance
and quality required of the position.
4 Above Standards – performance exceeds basic expectations. The individual
routinely exhibits mastery of the job and is known for the quality of work
performed and the leadership of his or her respective area.
5 Consistently Above Standards – performance consistently exceeds basic
expectations. The individual is recognized for exceptional achievement and
professional contribution to the university.
Rate, using these factors, how the individual:
Job Expertise and Knowledge
1. demonstrates expertise and knowledge of subject matter required to be successful
in the job.
1 2 3 4 5
281

Performance of Duties
2. contributes in a constructive and positive manner to the Mission and Strategic
Goals of the University.
1 2 3 4 5
3. demonstrates competence in achieving the expected quality of work. This
includes being proactive in identifying and addressing issues before they become
crises; creatively and effectively using problem-solving skills; and strategically
utilizing available resources.
1 2 3 4 5
4. honors and complies with applicable federal and state laws (such as the Fair
Labor Standards Act, Civil Rights Act, etc.), and UNC and UNCW policies and
regulations and is compliant with NCAA, CAA and university rules and
regulations and understands that compliance is a central element for employment
at UNCW.
1 2 3 4 5
Vision/ Leadership
5. has a strategic vision for the unit or project he or she manages and takes
responsibility to foster the realization of that vision. This includes the promotion
of a work environment in which individuals regularly seek to improve
performance, and which values diversity and equal opportunity.
1 2 3 4 5
Interpersonal Skills
6. works cooperatively and harmoniously with colleagues and stakeholders.
282

1 2 3 4 5
7. communicates effectively, both verbal and written, in a manner that maintains the
dignity of the university. This includes treating subordinates, colleagues, and
members of the university community with dignity and respect.
1 2 3 4 5
Professional Judgment and Behavior
8. models exemplary professional behavior through the demonstration of honesty,
fairness, and respect and the fostering of ethical behavior in the workplace. This
includes representing the university well both on campus and in the community.
(If a cabinet member, the individual honors the compact.)
1 2 3 4 5
Professional Development
9. is an active member of appropriate professional organizations, groups, and/or
committees and fosters the professional development of subordinates.
1 2 3 4 5
Other Factors and/or specific duties may be identified by the Supervisor and added
at the beginning of the review period. Such additions should be enumerated
starting here in the template.
283

Employee Signature: ________________________________
Date: __________
Supervisor Signature: _______________________________
Date: __________
Comments (Optional)
284

Appendix III
Preseason Pre-Participation Forms
285

University of North Carolina Wilmington:
Screening Examination for New Student-Athletes 2010
Name Sport Date / /
Age Date of Birth / / UNCW ID# Sex: M F
Class: FR SO JR SR 5 th SR Cell Phone # ( )
Please answer the following questions. State “none” or “NA” if not applicable:
Current medications -- please list all prescriptions and over-the-counter medications:
Allergies to medications:
Current medical conditions/injuries being treated:
Past hospitalizations or surgeries? (year, reason):
Do you currently take or plan to take supplements such as protein, creatine, or others? If yes, please list:
Do you smoke or use tobacco products?
Have you ever had any of the following injuries or conditions? Please circle Y or N for each of the following
injuries or conditions. Please explain any “yes” answers in the space to the right
1
List date/details
Heat related illness/severe cramps/passing out during exercise in hot weather Y N
Lightheadedness/dizziness/fainting or chest pain with exercise Y N
Severe headaches or headaches brought on by exercise Y N
Recent problems keeping up with teammates in sports Y N
Absence/loss of a paired organ (eye, kidney, testicle) Y N
Diabetes Y N
High blood pressure Y N
Kidney disease Y N

Epilepsy /seizures Y N
Anorexia/bulimia Y N
Bleeding problems (free bleeding, hemophilia) Y N
Sickle cell anemia/sickle cell trait Y N
Hernia Y N
Been told you have a heart murmur or heart problem or rheumatic fever Y N
Been told you have Marfan’s Syndrome Y N
Whole body/severe/shock allergic reaction to bee stings, food, other Y N
Have you used/do you use performance enhancing substances or drugs? Y N
Has a doctor ever advised you not to participate in athletics? Y N
Female athletes only:
Are your menstrual periods regular and monthly? Y N
When did you last menstrual period begin?
What was the longest time between your periods in the last year?
287

Vision History
Explain
Do you wear glasses during sports participation? Y N
Do you wear contacts during sports participation? Y N
Do you have any type of eye trouble? Y N
Dental History
Do you have any chipped, loose, or missing teeth? Y N (which ones?)
Do you wear a dental appliance? Y N (what type?)
Family History
Have any of the following conditions been present in your immediate family?
Congenital (born with) heart disease Y N
Marfan’s syndrome Y N
Sickle cell anemia or trait Y N
Death while exercising Y N
Died aged

Back (strain, chronic pain, slipped disc, fracture) Y N
Hip/thigh (sprain, strain, fracture, calcium deposit) Y N R L
Knee (sprain, fracture, bursitis, tendonitis) Y N R L
Lower leg (strain, fracture, shin splints) Y N R L
Ankle (sprain, fracture, tendonitis) Y N R L
Foot (sprain, fracture, tendonitis) Y N R L
Toes (sprain, fracture, dislocation) Y N R L
Do you wear any type of brace, tape, or special padding for play? Y N
Have you had an illness/injury in the last 12 months not listed above? Y N
Do you have any health concerns about participating in UNCW intercollegiate athletics?
Please circle:
Yes
No
If yes, please elaborate:
289

Acknowledgement of Responsibility and Risks Statement:
I am choosing to participate in intercollegiate athletics. I take personal responsibility for this decision.
I understand that participation in sport activity involves the potential for injury, which is inherent in all sports. I
acknowledge that even with the best coaching, guidance of athletic trainers, use of protective equipment, and
observance of rules, injuries are still a possibility. On rare occasions, these injuries can be so severe as to result in
total disability, paralysis or even death.
I understand that I must refrain from practice or play while ill or injured, whether or not receiving medical
treatment. I will make every effort to follow the directions of the athletic training staff and physicians providing
treatment to me for any injuries or illnesses. I understand that I may not resume competition or cease necessary
treatment for my injuries or illnesses until I am released to do so by a UNCW Team Physician and/or Athletic
Trainer.
I understand that this screening examination is not an all-encompassing process to detect and treat my overall
health. Rather, the screening questions/exam attempt to identify conditions which need further evaluation and
consideration before I can safely participate in intercollegiate sports. However, this screening process is not able to
detect all conditions which might put me at risk of injury or sudden death.
I certify that my answers on the Screening Examination Form are correct and accurate to the best of my
knowledge.
Student -Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
Consent for Treatment:
Permission is granted to the medical personnel (Athletic Trainers, Team Physician, and Student Health Center Staff)
at the University of North Carolina Wilmington to seek and/or initiate treatment for emergency medical care,
hospitalization, or any other medical treatment as may be necessary for the wellbeing of _________
____________________________.
(print student-athlete name)
1

Student-Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
Physical Examination
Name
______________
Vital Signs
Ht _____ft. _____in. Wt___________ lbs. BP _______/______ Pulse _________
Comments if abnormal:
Eye Examination
Vision R 20 /______/_____ L 20 /______/_____ Corrected? Y N Contact Lenses? Y N
□ PEERL □ EOMI Comments if abnormal :
General Examination
head
ears
mouth/ throat
neck
lungs
Norm
al
Abn
l
Comments/details
291

abdomen
genital (males
only)
Cardiovascular Examination
Blood pressure abnormal?
(systolic >140 and diastolic >90)
Cardiac auscultation:
Murmur left sternal border
standing?
Other murmur?
Other abnormal sounds?
Signs of Marfan’s Syndrome (tall,
high-arched palate, long arms
compared with height, long/slender
fingers, hyper-flexible joints,
concave chest, nearsighted)?
Comments:
Yes
No Remarks
___________________________________________
Examining Provider Signature
292

Musculoskeletal Examination
Name
_______
Appearance/ROM
Norm
al
Abnl/Laxi
ty
Findings/comments
Cervical spine/neck
R shoulder
L shoulder
R elbow
L elbow
R wrist/ hand
L wrist/ hand
R hip
L hip
R knee
L knee
R ankle
L ankle
Lumbar/thoracic
spine
hamstring flexibility
heel/toe/duck walk
_________________________________________ Orthopedic evaluation recommended by history or exam? Y N
Examiner Signature
_____________________________________________
Orthopedic Provider Signature
Provider’s Recommendation:
_____ Approved for intercollegiate athletics at UNCW with no restrictions.
293

_____ Approved for intercollegiate athletics at UNCW once the following recommendations have been
completed (explain):
□ Orthopedic evaluation □ Parent/guardian signature page 3 □ Medical records review from
□ Cardiology evaluation: □ Other:
_____ Not approved for intercollegiate athletics at UNCW.
___________________________________________ / / 200
Medical Director’s Signature
Date
Follow-up completed ______/_____/________ ___________ Provider initials
UNCW STUDENT-ATHLETE
INSURANCE INFORMATION
**Please complete both sides of this form and attach a front and back copy of all insurance cards (primary,
secondary, dental, vision, etc.). If you do not have an insurance policy you still need to fill out the following
information and indicate “NO INSURANCE” on the Insurance Company line. If more than one parent/guardian is on
the same insurance plan, please fill out the demographic information for each parent/guardian separately. **
294

Athlete’s Name
Male / Female
(First) (MI) (Last) (circle)
International Student: YES / NO (circle) Year of Eligibility: FR SO JR SR 5 th SR (circle) Sport
Date of Birth SS# UNCW ID# Email
INFORMATION FOR PARENT/GUARDIAN (PRIMARY INSURANCE)
Relationship to Student-Athlete (circle one) Father Mother Guardian Stepmother Stepfather Spouse Self
Name Date of Birth SS#
Address
City/State/Zip
Phone Hm Wk Cell Email
Insurance Company Phone #
Insurance Company Address
City/State/Zip
Is this insurance policy an: HMO Yes / No PPO Yes / No
**If yes please see reverse side
Effective Date of Policy
Expiration Date of Policy
Policy # Group # Authorization Phone #
Policy Limit(s) Policy Deductible Policy Co-Pay
List any special instructions or required authorizations needed prior to treatment
INFORMATION FOR PARENT/GUARDIAN (SECONDARY INSURANCE)
Relationship to Student-Athlete (circle one) Father Mother Guardian Stepmother Stepfather Spouse Self
Name Date of Birth SS#
Address
City/State/Zip
Phone Hm Wk Cell Email
Insurance Company Phone #
Insurance Company Address
City/State/Zip
295

Is this insurance policy an: HMO Yes / No PPO Yes / No
Effective Date of Policy
**If yes please see reverse side
Expiration Date of Policy
Policy # Group # Authorization Phone #
Policy Limit(s) Policy Deductible Policy Co-Pay
List any special instructions or required authorizations needed prior to treatment
Insurance Information Release Form
Permission is granted to the University of North Carolina Wilmington Department of Athletics to contact and receive
information from my private insurance company described on the Insurance Notification Form pertaining to payments
and/or action taken by my personal insurance company.
Student-Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
296

PLEASE COMPLETE THE FOLLOWING INFORMATION IF YOUR SON/DAUGHTER IS COVERED
UNDER YOUR GROUP INSURANCE AND IT IS AN HMO OR PPO.
Please provide the name, address, and phone numbers of your student-athlete’s primary care physician within your
required network. The primary care physician will control the approval of all necessary “referrals” to specialist(s) if
needed.
Primary Insurance:
Physician’s Name
Address
City/State/Zip
Phone ( ) Fax ( )
Secondary Insurance:
Physician’s Name
Address
City/State/Zip
Phone ( ) Fax ( )
Yes, I have seen my primary care physician and am an established patient in his/her office (as noted above).
No, I have NEVER seen my primary care physician. I know that I must see him/her before I come to UNCW
for my insurance to be valid. I will make an appointment to establish myself as a “valid” patient in his/her office
prior to coming to UNCW and make him/her aware of my “out of town” residency in Wilmington, North Carolina
while attending UNCW.
No I have NEVER seen my primary care physician and will be choosing a primary care physician in
Wilmington, North Carolina. I will make an appointment with a network primary care physician within 30 days of
arriving in Wilmington and will notify the Athletic Training Department of who that physician is.
Other – Please Explain
297

Student-Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
298

FERPA Form for release of Student-Athlete
PHI to the Parent/Guardian
University of North Carolina Wilmington
Department of Athletic Training
Authorization for Release of Health Information
Student-Athlete Name
(First) (MI) (Last)
Sport(s) Men’s/Women’s
Date of Birth / / Age UNCW ID#
I hereby grant permission to the University of North Carolina Wilmington Department of
Athletic Training Staff to release the nature of any injury or illness, athletic-related or
otherwise, and expected treatment or rehabilitation protocols to the parents/legal guardians
listed below.
Relationship to Student-Athlete
(print Parent/Guardian name)
Relationship to Student-Athlete
1

(print Parent/Guardian name)
(print Parent/Guardian name)
Relationship to Student-Athlete
Relationship to Student-Athlete
(print Parent/Guardian name)
Student-Athlete Signature
Date
2

FERPA Form for release of Student-Athlete
PHI to the Selected Athletics Personnel
University of North Carolina Wilmington
Department of Athletic Training
Authorization for Release of Health Information
Student-Athlete Name
(First) (MI) (Last)
Sport(s) Men’s/Women’s
Date of Birth / / Age UNCW ID#
I hereby grant permission to the University of North Carolina Wilmington Department of
Athletic Training Staff to release health information pertaining to my ability to participate in
University of North Carolina Wilmington intercollegiate athletic activities to the University
of North Carolina Wilmington Athletics Department administrators, coaches, and other staff
responsible for assessing or approving my participation to the extent the information is
needed for that purpose.
3

Student-Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
4

FERPA Form for release of Student-Athlete
PHI among UNCW covered health care components
University of North Carolina Wilmington
Department of Athletic Training
Authorization for Release of Health Information
Student-Athlete Name
(First) (MI) (Last)
Sport(s) Men’s/Women’s
Date of Birth / / Age UNCW ID#
I hereby grant consent to the University of North Carolina Wilmington Student Health
Center, the University of North Carolina Wilmington Counseling Center, and the University
of North Carolina Wilmington Department of Athletic Training to disclose to each other and
their respective professional staff members all of my protected health information (except
psychotherapy information) for coordination of my health care at the University of North
Carolina Wilmington, and I authorize each unit and their professional staff members to use
such information for the purpose of such coordination in order to provide me with the best
possible health care while I am a student at the University of North Carolina Wilmington.
This information also may be used and further disclosed by each unit for purposes of my
treatment, to obtain payment for services rendered to me in connection with each unit’s
health care program and for each unit’s health care operations activities.
This consent expires for each of the identified units when I cease to be a student at the
University of North Carolina Wilmington. This consent expires for the sharing of
information with or by the University of North Carolina Wilmington Department of Athletic
Training when I cease to be a student-athlete at the University of North Carolina
5

Wilmington.
Student-Athlete Signature
Date
Parent/Guardian Signature (if under 18 yrs. of age)
Date
Appendix IV
Medical Recruitment Form
6

UNIVERSITY OF NORTH CAROLINA WILMINGTON
Prospective Student-Athlete Health History Questionnaire
Recruit Name Soc. Sec. #
Sport
Date of Birth
YES NO Have you ever suffered a head injury / concussion and/or been
knocked unconscious?
YES NO Have you ever suffered a cervical spine / neck injury?
YES NO Have you ever suffered a shoulder injury?
YES NO Have you ever suffered an elbow / forearm, wrist, hand, and/or
finger injury?
YES NO Have you ever suffered a spine, low back, and/or sacroiliac
injury?
YES NO Have you ever suffered a rib, thorax, and/or chest injury?
YES NO Have you ever suffered a hip, groin, and/or thigh injury?
YES NO Have you ever suffered a knee injury?
YES NO Have you ever suffered an ankle, lower leg, and/or foot injury?
YES NO Have you ever had surgery on your shoulder, elbow / forearm,
wrist, hand, and/or finger?
YES NO Have you ever had surgery on your hip, knee, ankle, lower leg,
and/or foot?
YES NO Have you ever had surgery on your spine (cervical / neck,
lumbar, etc.)?
YES NO Have you ever suffered a heat-related illness and/or received
intravenous fluids (IV) for a heat-related problem?
YES NO Have you ever been diagnosed with any allergies and/or ever
had an allergic reaction to any
medications, food items, and/or stings / bites?
YES NO Do you have any special dietary needs?
YES NO Have you ever been diagnosed with asthma and/or exercised
induced asthma?
YES NO Have you ever been diagnosed with diabetes?
YES NO Have you ever been diagnosed with an ulcer?
YES NO Have you ever had chest pain and/or unexplained shortness of
7

eath during or after exercise / practice?
YES NO Have you ever felt dizzy, lightheaded, and/or passed out during
or after exercise / practice?
YES NO Have you ever had the feeling of your heart racing or skipping
beats during or after exercise / practice?
YES NO Have you ever been told that you have a heart murmur?
YES NO Has any family member or relative died of heart problems
and/or of sudden death before age 50?
YES NO Has a physician ever denied or restricted your participation in
sports due to any heart problems?
YES NO Have you ever had an electrocardiogram (EKG) and/or
echocardiogram of your heart?
YES NO Do you have only one of two paired, functioning organs (eyes,
kidney, ovary, etc.)?
YES NO Have you ever had seizures or convulsions?
YES NO Do you or anyone in your family have sickle cell trait or
disease?
YES NO Have you had a viral infection (i.e. mononucleosis,
myocarditis, etc.) within the past six (6) months?
YES NO Have you ever been told by a physician to restrict your sports
activity or not to participate in a sport?
YES NO Are you aware of any reasons why you should not participate
in intercollegiate athletics at UNCW at this time?
If you answered YES to any of the above questions and/or have any further
information, which is knowledgeable to
you and not required on this form, please explain in detail (use additional sheet(s) if
necessary):
8

I, the undersigned, hereby acknowledge, affirm, and represent that all above statements are
true and accurate to the best of my knowledge; and that no answers or information have been
withheld.
Recruit Signature
Date
Parent / Guardian Signature (if younger than 18 years old)
Date
9

Appendix V
Drug Screening and Education
UNIVERSITY OF NORTH CAROLINA WILMINGTON
DRUG EDUCATION, TESTING AND
DETERRENCE PROGRAM
I. INTRODUCTION
The improper use of drugs is a matter of deep concern within our society and is
particularly a focus of attention and importance at The University of North
Carolina Wilmington. Many lives are being damaged and in some cases
destroyed by drug use. In addition, the criminal behavior occurring
simultaneously with such usage has reverberating consequences that damage and
devastate family, colleagues and friends.
Of particular concern is drug use by student athletes. They are often subject to
performance, social and personal pressures that may make them vulnerable
victims of this dangerous activity. Particularly because they are involved in
complex and demanding social activity, drug usage for them is a peril that must
be avoided.
For these reasons, the University is committed and determined to help student
athletes avoid these hazards and consequences. We establish here then a policy
on drug education, testing and deterrence designed specifically for student
athletes. It is based on the four purposes listed in II below and is structured on
the four goals listed in III below. Finally its efficacy is grounded in the mandate
specified in IV below.
To meet these purposes, goals and mandate, the components are listed in V, with
the descriptions of these components outlined in the following sections.
PURPOSES OF THE PROGRAM
Backed by our intention to deter the use of illegal drugs and the abuse of prescription
drugs, there are four benchmark reasons for establishing this drug education
and testing program.
PRESERVATION AND ENHANCEMENT OF AN ATHLETE’S HEALTH
MANY DRUGS, WHEN USED IN CONJUNCTION WITH ATHLETIC ACTIVITIES OR
10

PHYSICAL CONDITIONING PROGRAMS POSE SERIOUS RISKS TO THE HEALTH OF THE
ATHLETE. PERIODIC OR SUSTAINED ILLNESS, TEMPORARY OR PERMANENT INJURY
AND EVEN DEATH CAN BE CAUSED BY SUCH DRUG USAGE.
PRESERVATION OF THE HEALTH OF OTHER ATHLETES AND MEMBERS OF THE
UNIVERSITY COMMUNITY
DRUG USAGE BY AN ATHLETE CAN CAUSE PHYSICAL AND MENTAL DAMAGE TO
THE ATHLETE WHICH MAY ENDANGER OTHER PERSONS IN CONTACT WITH THE
DRUG USER. THESE OTHER INDIVIDUALS INCLUDE BUT ARE NOT LIMITED TO TEAM
MEMBERS, RESIDENCE HALL NEIGHBORS, AND FACULTY AND STAFF IN CONTACT
WITH THE ATHLETE. THE HEALTH AND SAFETY OF THESE OTHER PERSONS IS AN
IMPORTANT CONCERN OF THE UNIVERSITY.
C. AVOIDANCE OF UNFAIR ADVANTAGE
THE USE OF CERTAIN DRUGS MAY TEMPORARILY OR PERMANENTLY IMPROVE
SOME TYPES OF ATHLETIC PERFORMANCE AND THEREBY CREATE AN UNFAIR
COMPETITIVE ADVANTAGE FOR THE ATHLETE USING THEM. SUCH USES OF DRUGS
VIOLATE THE BASIC PRINCIPALS OF SPORTSMANSHIP AS WELL AS THE RULES OF
THIS INSTITUTION AND THE RULES OF CONFERENCES AND ASSOCIATIONS
DEDICATED TO ATHLETIC COMPETITION.
D. AVOIDANCE OF HARMFUL INFLUENCE
INTERCOLLEGIATE ATHLETES FREQUENTLY BECOME HIGHLY PUBLICIZED AND
EMULATED ROLE MODELS FOR BOTH THEIR COLLEGE PEERS AS WELL AS
NUMEROUS OTHER YOUNG IMPRESSIONABLE CHILDREN AND TEENAGERS. THE
ABUSE OF DRUGS BY THESE ATHLETES CAN NEGATIVELY INFLUENCE THESE YOUNG
PEOPLE AS WELL AS DAMAGE THE REPUTATION OF THEIR ATHLETIC PROGRAM, THE
INSTITUTION AND THE STATE OF NORTH CAROLINA. THE AVOIDANCE OF SUCH
DAMAGING INFLUENCE IS AN IMPORTANT OBJECTIVE OF THIS INSTITUTION.
PROGRAM GOALS
There are four goals of this drug education, testing and deterrence program.
These goals are: (1) to provide and promote an educational program that
informs student athletes about drugs and drug abuse; (2) to assist on
identifying the athlete who is a substance abuser through a screening program
based on periodic testing to reveal the use of drugs; (3) to deter athletes from
misusing drugs; and (4) in appropriate cases, to discipline or remove from the
athletic program any student who is found to have violated the requirements of
this policy.
11

PROGRAM MANDATE
All student athletes must comply with the terms and requirements of this policy
and program. Both to become and remain a student athlete at this university then,
the student athlete must agree to abide with all provisions of the drug education,
testing, and deterrence program. To signify agreement, an athlete must sign this
policy in Section VI below; failure to sign the policy will result in a denial of
athletic participation.
PROGRAM COMPONENTS
A. Education
A critical part of this program is education provided to student athletes
concerning the effects of drug usage and the importance of avoiding all
involvement in prohibited drugs. Each member of every athletic team (and
every student involved in related activities: trainees, student coaches,
cheerleaders, etc) will be required to participate in specific drug education
activities. These activities may be scheduled in large group, team or small
group settings. Student athletes are encouraged to ask questions about this
drug program, its components, or specific drugs or their effects. University
staff will respond confidentially to an athlete’s request to raise questions or
seek answers in private. Failure to attend or participate in required
education activities may result in the sanctions listed in D.1 below.
B. Testing
To participate in athletics at The University of North Carolina Wilmington,
each athlete must submit to drug screening tests designed to reveal the use
of prohibited drugs. The particular drugs which are prescribed and which
will be tested for are listed in Appendix A. The test itself will be a urinalysis
or other drug screening exam and that test may occur on one or more of the
occasions listed below. The urinalysis may be observed or unobserved.
Prior to the testing, each athlete must sign a testing notification form.
C. Testing Occasions
Random Testing Procedure:
Every student athlete will be subject to periodic random testing. The
testing occasion may be announced or unannounced and athletes to be
tested will be selected by a blind drawing from athletic department roster.
Student athletes who are to be tested will be notified in writing as to the
time and location of the test. The student athlete must sign this notification
and present it to a testing official at the testing site. The protocol for the test
12

is listed in Appendix B.
D. TESTING CONSEQUENCES
1. FAILURE TO SUBMIT TO THE REQUIRED RANDOM TESTING, FAILURE TO
SIGN THE WRITTEN NOTIFICATION, OR INTENTIONAL AVOIDANCE OF THE
TEST MAY RESULT IN SANCTIONS INCLUDING BUT NOT LIMITED TO
SUSPENSION OF ELIGIBILITY OR CANCELLATION OF ELIGIBILITY FOR THE
BALANCE OF THE ACADEMIC YEAR. THE STUDENT ATHLETE MAY ALSO BE
REQUIRED TO UNDERGO ADDITIONAL DRUG TESTING, REQUIRED
COUNSELING OR REQUIRED EDUCATION PROGRAMS. THE PROCEDURES
SPECIFIED IN SECTION G BELOW WILL BE FOLLOWED PRIOR TO THE
IMPOSITION OF SANCTIONS EXCEEDING A ONE-WEEK SUSPENSION.
2. FAILURE TO PRODUCE A URINE SPECIMEN IN A REASONABLE PERIOD OF
TIME MAY BE CONSIDERED A VIOLATION OF THIS POLICY AND MAY RESULT
IN THE FOLLOWING SANCTIONS: SUSPENSION OF ELIGIBILITY UNTIL THE
SPECIMEN IS PRODUCED UNDER CONDITIONS PRESCRIBED BY THE
UNIVERSITY TESTING OFFICIAL; SUSPENSION OF ELIGIBILITY FOR ONE
WEEK; OR INDEFINITE SUSPENSION FOR CONTINUAL FAILURE TO PRODUCE
A SPECIMEN. FAILURE TO PRODUCE A URINE SPECIMEN MAY ALSO RESULT
IN REQUIRED ADDITIONAL URINE TESTING, REQUIRED COUNSELING OR
REQUIRED EDUCATIONAL PROGRAMS. THE PROCEDURES SPECIFIED IN
SECTION G BELOW WILL BE FOLLOWED PRIOR TO ANY SUSPENSION
LONGER THAN ONE WEEK.
3. PRODUCTION OF AN ADULTERATED SAMPLE IS CONSIDERED TO BE A
VIOLATION OF THIS POLICY AND MAY RESULT IN THE FOLLOWING
SANCTIONS: SUSPENSION OF ELIGIBILITY UNTIL AN UNADULTERATED
SPECIMEN IS PRODUCED UNDER CONDITIONS PRESCRIBED BY THE
UNIVERSITY TESTING OFFICIAL; SUSPENSION OF ELIGIBILITY FOR ONE
WEEK; OR INDEFINITE SUSPENSION FOR CONTINUAL FAILURE TO PRODUCE
AN UNADULTERATED SPECIMEN. FAILURE TO PRODUCE A URINE SPECIMEN
MAY ALSO RESULT IN REQUIRED ADDITIONAL URINE TESTING, REQUIRED
COUNSELING OR REQUIRED EDUCATIONAL PROGRAMS. THE PROCEDURES
SPECIFIED IN SECTION G BELOW WILL BE FOLLOWED PRIOR TO ANY
SUSPENSION LONGER THAN ONE WEEK.
4. PRODUCTION OF A DILUTED SAMPLE MAY BE CONSIDERED A VIOLATION OF
THIS POLICY AND MAY RESULT IN THE FOLLOWING SANCTIONS:
SUSPENSION OF ELIGIBILITY UNTIL AN UNADULTERATED SPECIMEN IS
PRODUCED UNDER CONDITIONS PRESCRIBED BY THE UNIVERSITY TESTING
OFFICIAL; SUSPENSION OF ELIGIBILITY FOR ONE WEEK; OR INDEFINITE
SUSPENSION FOR CONTINUAL FAILURE TO PRODUCE AN UNADULTERATED
SPECIMEN. FAILURE TO PRODUCE A URINE SPECIMEN MAY ALSO RESULT IN
13

REQUIRED ADDITIONAL URINE TESTING, REQUIRED COUNSELING OR
REQUIRED EDUCATIONAL PROGRAMS. THE PROCEDURES SPECIFIED IN
SECTION G BELOW WILL BE FOLLOWED PRIOR TO ANY SUSPENSION
LONGER THAN ONE WEEK.
5. DRUG USAGE AS VERIFIED BY A POSITIVE TEST FROM THE URINALYSIS
WILL RESULT IN ONE OR MORE OF THE FOLLOWING SANCTIONS:
a. FOR A FIRST POSITIVE DRUG TEST, ONE OR MORE OF THE
FOLLOWING SANCTIONS MAY BE IMPOSED:
i. CONFIDENTIAL MEETING: THE STUDENT ATHLETE WILL BE
REQUIRED TO ATTEND AND PARTICIPATE IN A MEETING
WITH THE HEAD COACH, IN WHICH THE NATURE, EXTENT
AND HISTORY OF DRUG USAGE WILL BE DISCUSSED
FORTHRIGHTLY AND COMPLETELY. THE STUDENT
ATHLETE MAY ALSO BE REQUIRED TO NOTIFY HIS OR HER
PARENTS OR GUARDIANS BY TELEPHONE OR OTHER MEANS
AND TO INFORM THEM OF THE POSITIVE TEST RESULTS.
VERIFICATION OF THIS NOTIFICATION MAY BE REQUIRED.
IN LIEU OF THIS NOTIFICATION, ATHLETIC OFFICIALS MAY
NOTIFY THE PARENTS OF THE STUDENT ATHLETE. ALL
INFORMATION FROM THIS MEETING WILL BE MAINTAINED
CONFIDENTIALLY AND WILL NOT BE RELEASED UNLESS
NECESSARY TO PRESERVE THE IDENTITY OF THE TESTING
PROGRAM OR THE INTEGRITY OF THE UNIVERSITY.
ii. COUNSELING, EDUCATION AND REHABILITATION:
DEPENDING ON THE NATURE AND EXTENT OF THE DRUG
USAGE, THE STUDENT ATHLETE MAY BE REQUIRED TO
ATTEND COUNSELING SESSIONS, EDUCATIONAL PROGRAMS
AND/OR REHABILITATION ACTIVITIES.
iii. ADDITIONAL DRUG TESTING: THE STUDENT ATHLETE MAY
BE REQUIRED TO UNDERGO ADDITIONAL TESTING.
iv. THE FAILURE TO COMPLY WITH ANY OF THESE SANCTIONS
MAY RESULT IN THE IMPOSITION OF ADDITIONAL
SANCTIONS INCLUDING BUT NOT LIMITED TO REMOVAL
FROM INTERCOLLEGIATE ATHLETIC ACTIVITIES, DISMISSAL
FROM THE ATHLETIC TEAM AND/OR LOSS OF ELIGIBILITY.
THESE ADDITIONAL SANCTIONS WILL BE IMPOSED IN
ACCORDANCE WITH THE PROCEDURES SET OUT IN SECTION
G BELOW.
b. FOR A SECOND POSITIVE DRUG TEST, ONE OR MORE OF THE
FOLLOWING FIVE SANCTIONS MAY BE IMPOSED:
14

i. NOTIFICATION OF PARENTS: THE STUDENT MAY BE
REQUIRED TO NOTIFY HIS PARENTS OR GUARDIANS BY
TELEPHONE OF OTHER MEANS AND TO INFORM THEM OF
THE POSITIVE TEST RESULTS. VERIFICATION OF THIS
NOTIFICATION MAY BE REQUIRED. IN LIEU OF THIS
METHOD OF NOTIFICATION ATHLETIC OFFICIALS MAY
NOTIFY THE PARENTS OF THE STUDENT ATHLETE.
ii. COUNSELING, EDUCATION AND REHABILITATION: THE
STUDENT ATHLETE MAY BE REQUIRED TO ATTEND
COUNSELING SESSIONS, EDUCATION PROGRAMS AND/OR
REHABILITATION ACTIVITIES.
iii. ADDITIONAL DRUG TESTING: THE STUDENT ATHLETE MAY
BE REQUIRED TO UNDERGO ADDITIONAL TESTING.
iv. SUSPENSION FROM PARTICIPATION IN INTERCOLLEGIATE
ATHLETIC ACTIVITIES; ANY SUSPENSION IN EXCESS OF ONE
WEEK WILL BE IMPOSED IN ACCORDANCE WITH THE
PROCEDURES SET OUT IN SECTION G BELOW.
v. DISMISSAL FROM THE ATHLETIC TEAM AND/OR LOSS OF
ELIGIBILITY; ANY DISMISSAL OR LOSS OF ELIGIBILITY WILL
BE IMPOSED IN ACCORDANCE WITH THE PROCEDURES SET
OUT IN SECTION G BELOW.
vi. FAILURE TO COMPLY WITH ANY OF THESE SANCTIONS MAY
RESULT IN THE IMPOSITION OF ADDITIONAL SANCTIONS
INCLUDING BUT NOT LIMITED TO REMOVAL FROM THE
INTERCOLLEGIATE ACTIVITIES, DISMISSAL FROM THE
ATHLETIC TEAM AND/OR LOSS OF ELIGIBILITY. THESE
ADDITIONAL SANCTIONS WILL BE IMPOSED IN
ACCORDANCE WITH THE PROCEDURES SET OUT IN SECTION
G BELOW.
c. FOR A THIRD POSITIVE DRUG TEST, ONE OR MORE OF THE
FOLLOWING FIVE SANCTIONS MAY BE IMPOSED:
i. REMOVAL FROM ALL INTERCOLLEGIATE ACTIVITIES
ii. DISMISSAL FROM THE ATHLETIC TEAM
iii. PERMANENT LOSS OF ELIGIBILITY
iv. CANCELLATION OF ANY ATHLETIC SCHOLARSHIP
v. NOTIFICATION OF PARENTS
THE FIRST FOUR SANCTIONS ABOVE, THEY WILL BE IMPOSED IN ACCORDANCE
WITH THE PROCEDURES SET OUT IN SECTION G BELOW.
15

E. REASONABLE SUSPICION TESTING
1. BASIS FOR TESTING:
A STUDENT ATHLETE MAY BE SUBJECT TO TESTING AT ANY TIME WHEN, IN
THE JUDGMENT OF ATHLETIC OFFICIALS, THERE IS A REASONABLE BASIS TO
SUSPECT THE STUDENT IS ENGAGING IN THE USE OF ANY DRUGS OR
SUBSTANCES PROHIBITED BY THIS POLICY (SEE APPENDIX B FOR THE LIST
OF PROHIBITED DRUGS AND SUBSTANCES). THIS REASONABLE SUSPICION
MAY BE BASED ON INFORMATION FROM ANY SOURCE DEEMED RELIABLE
BY ATHLETIC OFFICIALS INCLUDING BUT NOT LIMITED TO:
a. OBSERVED POSSESSION OR USE OF SUBSTANCES THAT
REASONABLY APPEAR TO BE THOSE PROHIBITED BY THIS POLICY.
b. CONVICTION OF CRIMINAL OFFENSE RELATED TO THE POSSESSION,
USE OR TRAFFICKING OF DRUGS OR SUBSTANCES PROHIBITED BY
THIS POLICY.
c. ARREST FOR A CRIMINAL OFFENSE AS SPECIFIED ABOVE WHERE
THESE IS A FACTUAL BASIS FOR THE ARREST.
d. OBSERVED ABNORMAL APPEARANCE, CONDUCT OR BEHAVIOR
REASONABLY INTERPRETABLE AS BEING CAUSED BY THE USE OF
DRUGS OR SUBSTANCES PROHIBITED BY THIS POLICY; SUCH
BEHAVIOR CAN INCLUDE REPEATED ABSENCES FROM TRAINING OR
COMPETITION.
e. CREDIBLE REPORTS OF USAGE OR POSSESSION OF DRUGS OR
SUBSTANCES PROHIBITED BY THIS POLICY.
f. PRIOR POSITIVE TEST RESULTS FOR DRUGS OR SUBSTANCES
PROHIBITED BY THIS POLICY.
2. NOTICE OF TESTING:
IF REASONABLE SUSPICION EXISTS, ATHLETIC OFFICIALS WILL NOTIFY THE
STUDENT OF THE NEED FOR TESTING. THE SPECIFICS OF THE NOTICE AND
THE TESTING PROTOCOL WILL BE THOSE STEPS SPECIFIED IN APPENDIX A.
3. CONSEQUENCES OF FAILURE TO PARTICIPATE, FAILURE TO PRODUCE A
SPECIMEN, FAILURE TO PRODUCES AN UNADULTERATED SPECIMEN OR FOR
A POSITIVE TEST RESULT WILL BE THOSE SPECIFIED IN SECTION D ABOVE.
THE PROCEDURE FOR IMPOSITION OF THESE SANCTIONS WILL BE THOSE
SPECIFIED ON SECTION G BELOW.
F. FOLLOW-UP TESTING
16

1. BASIS FOR TEST:
WHEN A STUDENT ATHLETE HAS TESTED POSITIVE FOR DRUGS OR
SUBSTANCES PROHIBITED BY THIS POLICY, ATHLETIC OFFICIALS MAY
REQUIRE THE STUDENT ATHLETE TO BE TESTED AGAIN AT ANY TIME.
2. NOTICE OF TESTING AND PROTOCOL:
FOR FOLLOW-UP TEST THE SPECIFICS OF THE NOTICE AND THE TESTING
PROTOCOL WILL BE THOSE STEPS SPECIFIED IN APPENDIX A.
3. CONSEQUENCES FOR FAILURE TO PARTICIPATE, FAILURE TO PRODUCE A
SPECIMEN, FAILURE TO PRODUCES AN UNADULTERATED SPECIMEN OR FOR
A POSITIVE TEST RESULT WILL BE THOSE SPECIFIED IN SECTION D ABOVE.
THE PROCEDURE FOR IMPOSITION OF THESE SANCTIONS WILL BE THOSE
SPECIFIED IN SECTION G BELOW.
G. PROCEDURES FOR IMPOSING SERIOUS SANCTIONS
BEFORE THE IMPOSITION OF A SANCTION OF SUSPENSION LONGER THAN ONE
WEEK, REMOVAL FROM PARTICIPATION IN INTERCOLLEGIATE ATHLETIC
ACTIVITIES, REMOVAL FROM THE ATHLETIC TEAM, LOSS OF ELIGIBILITY OR
CANCELLATION OF AN ATHLETIC SCHOLARSHIP, THE PROCEDURES BELOW WILL BE
PROVIDED TO THE STUDENT ATHLETE.
1. WRITTEN NOTICE:
BEFORE THE IMPOSITION OF ANY OF THE PENALTIES LISTED ABOVE, THE
STUDENT WILL BE GIVEN WRITTEN NOTICE OF THE INTENTION TO IMPOSE
SUCH PENALTY. THE NOTICE MUST CONTAIN THE FOLLOWING
STATEMENTS:
a. THE INTENTION TO IMPOSE A SPECIFIC PENALTY(S);
b. THE REASONS FOR THE PROPOSED ACTION; AND
c. THE RIGHT OF THE STUDENT TO REQUEST A HEARING ON THE
PROPOSED SANCTION AND THE TIME FOR MAKING THIS REQUEST.
2. EXCEPTION TO THE NOTICE REQUIREMENT:
IF THE PROPOSED SANCTION IS BASED ON A PRELIMINARY DETERMINATION
OF IMPROPER DRUG USE OR OTHER BEHAVIOR THAT MAY THREATEN THE
HEALTH OF THE STUDENT ATHLETE, OTHER STUDENT ATHLETES OR OTHER
MEMBERS OF THE INSTITUTIONAL COMMUNITY, ALL ATHLETIC
PARTICIPATION SHALL BE STOPPED IMMEDIATELY. (ATHLETIC
PARTICIPATION INCLUDES TRAINING, PRACTICE AND COMPETITION.) A
17

MEDICAL DETERMINATION DESIGNED TO PROTECT THE HEALTH OF THE
STUDENT ATHLETE, OTHER STUDENT ATHLETES OR OTHER MEMBERS OF
THE ATHLETIC COMMUNITY, SHALL BE CONDUCTED TO DETERMINE
WHETHER THE ATHLETE IS FIT AND ABLE TO RESUME SAFE PARTICIPATION
IN ATHLETIC ACTIVITIES. THIS MEDICAL DETERMINATION SHALL BE MADE
AS PROMPTLY AS POSSIBLE. ANY INFORMATION SUPPLIED BY THE
STUDENT ATHLETE TO MEDICAL PERSONNEL SHALL NOT BE ADMISSIBLE IN
ANY INSTITUTIONAL DISCIPLINARY PROCESS.
3. REQUEST FOR HEARING; WAIVER OF HEARING:
TO OBTAIN A HEARING THE STUDENT ATHLETE MUST SUBMIT A REQUEST
TO THE ATHLETIC DIRECTOR WITHIN FIVE (5) CALENDAR DAYS AFTER
RECEIVING THE WRITTEN NOTICE SPECIFIED IN PARAGRAPH 1 ABOVE. IF
THE STUDENT ATHLETE DOES NOT REQUEST A HEARING WITHIN THIS FIVE
(5) DAY TIME OR IF THE STUDENT WISHES TO WAIVE THE HEARING AND SO
SIGNIFIES IN WRITING, THE PROPOSED SANCTIONS MAY BE IMPOSED
IMMEDIATELY. NO INSTITUTIONAL HEARINGS OR APPEALS WILL
THEREAFTER BE AVAILABLE.
H. THE HEARING
1. THE HEARING COMMITTEE:
UPON RECEIVING A REQUEST FOR A HEARING, THE ATHLETIC DIRECTOR
WILL NOTIFY THE VICE CHANCELLOR FOR STUDENT AFFAIRS. HE OR SHE
WILL APPOINT A COMMITTEE OF THREE PERSONS FROM THE UNIVERSITY
COMMUNITY. NO OFFICER, ADMINISTRATOR, EMPLOYEE OR AGENT OF THE
ATHLETIC DEPARTMENT SHALL BE ELIGIBLE TO SERVE ON SUCH
COMMITTEE. NO OTHER STUDENT ATHLETE SHALL BE ELIGIBLE TO SERVE
ON SUCH COMMITTEE.
2. HEARING PROCEDURE:
a. THE HEARING WILL BE CONVENED WITHIN SEVEN (7) DAYS AFTER
IT IS REQUESTED.
b. THE HEARING WILL BE CLOSED TO THE PUBLIC.
c. THE STUDENT MAY BE ACCOMPANIED BY A PERSON OF HIS OR HER
CHOICE.
d. THE ATHLETIC DIRECTOR OR HIS DELEGATE WILL ATTEND THE
HEARING AND MAY BE ACCOMPANIED BY A PERSON OF HIS OR HER
CHOICE;
e. NO ATTORNEYS MAY PARTICIPATE IN THE HEARING.
f. THE ATHLETIC DIRECTOR OR HIS DELEGATE SHALL PRESENT
EVIDENCE IN SUPPORT OF THE ALLEGED VIOLATION.
18

g. THE STUDENT ATHLETE MUST BE GIVEN AN OPPORTUNITY TO
QUESTION THIS EVIDENCE AND TO PRESENT WITNESSES AND/OR
DOCUMENTARY EVIDENCE, PROVIDED THAT THE EVIDENCE IS
RELEVANT TO THE ALLEGED VIOLATION.
h. THE ATHLETIC DIRECTOR SHALL HAVE THE BURDEN TO PROVE BY
A PREPONDERANCE OF THE EVIDENCE THAT A VIOLATION OF THIS
POLICY DID IN FACT OCCUR.
i. AT THE CONCLUSION OF THE EVIDENCE, THE COMMITTEE WILL
EXCUSE ALL PARTIES AND WITNESSES AND THEN WILL DELIBERATE
TO DETERMINE WHETHER THE VIOLATION OCCURRED. THIS
DETERMINATION MUST BE BASED SOLELY ON THE EVIDENCE
PRESENTED AT THE HEARING.
j. WITHIN THREE (3) DAYS AFTER THE CONCLUSION OF THE
HEARING, THE COMMITTEE SHALL REPORT ITS RECOMMENDED
FINDINGS OF FACT AND EVIDENCE TO THE VICE CHANCELLOR FOR
STUDENT AFFAIRS.
k. THE VICE CHANCELLOR FOR STUDENT AFFAIRS SHALL MAKE THE
FINAL DETERMINATION OF WHETHER A VIOLATION OCCURRED AND
IF SO WHAT SANCTION SHOULD BE IMPOSED.
l. ONE LEVEL OF APPEAL THROUGH THE CHANCELLOR SHALL BE
PROVIDED TO THE STUDENT ATHLETE. NO FURTHER APPEALS ARE
PERMISSIBLE.
Consent
THE STUDENT ATHLETE SHALL RECEIVE, READ, AND CONSENT TO THIS POLICY PRIOR TO
PARTICIPATION IN ATHLETIC ACTIVITIES. THIS CONSENT WILL BE SIGNIFIED BY
THE STATEMENT BELOW.
I HAVE RECEIVED AND READ THE UNIVERSITY’S DRUG EDUCATION, INTERVENTION AND TESTING
PROGRAM. I HAVE BEEN GIVEN THE OPPORTUNITY TO ASK QUESTIONS ABOUT
THIS POLICY. I UNDERSTAND THIS POLICY, ITS IMPORTANT BASICS AND MY
RESPONSIBILITIES UNDER ITS PROVISIONS. I AGREE TO ABIDE BY ALL OF THE
REQUIREMENTS LISTED ABOVE AND THIS DECISION IS VOLUNTARY ON MY PART. I
FURTHER UNDERSTAND THAT MY PARTICIPATION IN INTERCOLLEGIATE
ATHLETICS IS CONTINGENT ON MY ADHERENCE TO THIS POLICY.
________________________________
PRINTED NAME OF STUDENT ATHLETE
__________________
DATE OF BIRTH
19

________________________________
SIGNATURE OF STUDENT ATHLETE
__________________
DATE
________________________________
SIGNATURE OF PARENT IF STUDENT
__________________
DATE
IS A MINOR UNDER N.C. LAW
Appendix E1
Testing Protocol
1. INTRODUCTION: THE BASIC TEST TO BE USED FOR DRUG SCREENING IS A URINALYSIS,
WHICH IS DESIGNED TO REVEAL THE PRESENCE OF THE DRUGS LISTED IN APPENDIX B.
HOWEVER, OTHER TYPES OF TESTS MAY BE USED FROM TIME TO TIME TO DETERMINE
THE PRESENCE OF THESE SUBSTANCES. BEFORE A DRUG TEST IS ADMINISTERED THE
STUDENT ATHLETE WILL SIGN A NOTICE SIMILAR TO THAT PRESENTED IN APPENDIX C.
2. NOTIFICATION: THE STUDENT ATHLETE WILL RECEIVE A NOTICE TO APPEAR FOR A DRUG
TEST AT LEAST ONE HOUR BEFORE THE START TIME OF THE TEST. THE NOTIFICATION
WILL SPECIFY THE TIME AND PLACE OF THE TESTING PROCEDURE.
3. COLLECTION PROCEDURE: A THIRD PARTY CONTRACTOR, UNDER AN AGREEMENT WITH
THE UNIVERSITY, WILL COORDINATE THE COLLECTION PROCESS. URINE SPECIMENS
WILL BE COLLECTED, MAINTAINED AND TESTED UNDER THIS AGREEMENT. NAMES OF
STUDENT ATHLETES WILL NOT BE TRANSMITTED TO THE CONTRACTOR BY THE
UNIVERSITY.
4. TEST PROCESSING: AFTER SPECIMENS HAVE BEEN COLLECTED, THEY WILL BE
TRANSMITTED TO AN APPROVED LABORATORY WHICH WILL SCREEN THE SPECIMENS FOR
THE DRUGS LISTED IN APPENDIX B. THE SCREENING PROCEDURE WILL COMPLY WITH
20

THE CONTRACTUAL AGREEMENT BETWEEN THE THIRD PARTY CONTRACTOR AND THE
UNIVERSITY.
5. TEST RESULTS: THE THIRD PARTY CONTRACTOR WILL NOTIFY THE UNIVERSITY OF THE
TEST RESULTS. ANY POSITIVE TEST RESULTS WILL BE CONFIRMED BY THE THIRD PARTY
CONTRACTOR.
6. NOTIFICATION TO THE STUDENT ATHLETE: THE STUDENT ATHLETE WILL RECEIVE
NOTICE OF THE POSITIVE TEST RESULT FROM THE ATHLETIC DIRECTOR OR HIS/HER
DESIGNEE. IF THE STUDENT ATHLETE CONTESTS THE POSITIVE RESULT OR OFFERS AN
EXPLANATION FOR THIS FINDING, HE/SHE WILL BE OFFERED AN OPPORTUNITY TO
CONSULT WITH A MEDICAL REVIEW OFFICER.
7. FINDINGS OF MEDICAL REVIEW OFFICER: AFTER CONFERRING WITH THE STUDENT
ATHLETE AND REVIEWING THE TEST RESULTS, THE MEDICAL REVIEW OFFICER WILL
TRANSMIT THE FINDINGS TO THE ATHLETIC DIRECTOR OR HIS/HER DESIGNEE AND THE
STUDENT ATHLETE.
8. CONSEQUENCES OF A POSITIVE RESULT: ONCE A POSITIVE RESULT HAS BEEN
CONFIRMED BY A THIRD PARTY CONTRACTOR AND, IF REQUESTED, REVIEWED BY THE
MEDICAL REVIEW OFFICER, THE UNIVERSITY MAY BEGIN THE DISCIPLINARY PROCESS
SPECIFIED IN THE POLICY DOCUMENT (TO WHICH THIS APPENDIX IS ATTACHED).
APPENDIX E2
2010-11NCAA Banned Drugs
The NCAA bans the following classes of drugs:
a. Stimulants
b. Anabolic Agents
c. Alcohol and Beta Blockers (banned for rifle only)
d. Diuretics and Other Masking Agents
e. Street Drugs
f. Peptide Hormones and Analogues
21

g. Anti-estrogens
h. Beta-2 Agonists
Note: Any substance chemically related to these classes is also banned.
The institution and the student-athlete shall be held accountable for all drugs within the
banned drug class regardless of whether they have been specifically identified.
Drugs and Procedures Subject to Restrictions:
a. Blood Doping.
b. Local Anesthetics (under some conditions).
c. Manipulation of Urine Samples.
d. Beta-2 Agonists permitted only by prescription and inhalation.
e. Caffeine if concentrations in urine exceed 15 micrograms/ml.
NCAA Nutritional/Dietary Supplements Warning:
Before consuming any nutritional/dietary supplement product, review the
product and its label with your athletics department staff!
Dietary supplements are not well regulated and may cause a positive drug test
result.
Student-athletes have tested positive and lost their eligibility using dietary
supplements.
Many dietary supplements are contaminated with banned drugs not listed on
the label.
Any product containing a dietary supplement ingredient is taken at your own
risk.
It is your responsibility to check with athletics staff
before using any substance.
22

Some Examples of NCAA Banned Substances in each class
NOTE: There is no complete list of banned drug examples!!
Check with your athletics department staff to review the label of any product, medication or
supplement before you consume it!
Stimulants:
amphetamine (Adderall); caffeine (guarana); cocaine; ephedrine; fenfluramine (Fen);
methamphetamine; methylphenidate (Ritalin); phentermine (Phen); synephrine (bitter
orange); etc.
exceptions: phenylephrine and pseudoephedrine are not banned.
Anabolic Agents:
boldenone; clenbuterol; DHEA; nandrolone; stanozolol; testosterone; methasterone;
androstenedione; norandrostenedione; methandienone; etiocholanolone; trenbolone;
etc.
Alcohol and Beta Blockers (banned for rifle only):
alcohol; atenolol; metoprolol; nadolol; pindolol; propranolol; timolol; etc.
Diuretics and Other Masking Agents:
bumetanide; chlorothiazide; furosemide; hydrochlorothiazide; probenecid;
spironolactone (canrenone); triameterene; trichlormethiazide; etc.
Street Drugs:
heroin; marijuana; tetrahydrocannabinol (THC).
Peptide Hormones and Analogues:
human growth hormone (hGH); human chorionic gonadotropin (hCG); erythropoietin
(EPO); etc.
Anti-Estrogens :
anastrozole; clomiphene; tamoxifen; formestane; etc.
Beta-2 Agonists:
bambuterol; formoterol; salbutamol; salmeterol; etc.
23

Any substance that is chemically related to the class of banned drugs, unless otherwise
noted, is also banned!
NOTE: Information about ingredients in medications and nutritional/dietary supplements can
be obtained by contacting the Resource Exchange Center, REC, 877-202-0769 or
www.drugfreesport.com/rec password ncaa1, ncaa2 or ncaa3.
It is your responsibility to check with your athletics staff
before using any substance.
24

APPENDIX E3
Notification of Scheduled Drug Testing
To: _________________________________, Student Athlete
From: ______________________________, Athletic Official
Date: ____________________
Re: Scheduled Drug Test
Your name has been selected for a drug test as a student athlete at The University of North
Carolina Wilmington.
You are to report to __________________________________ on __________________
at ______________________. You must present a picture I.D.
It is mandatory that you report for this scheduled drug test on the date specified above.
Failure to report may be considered a violation of the Drug Education and Testing Program.
You will be required to provide a urine specimen at that time. Failure to provide a specimen
in sufficient quantity to be tested may be considered a violation of the Drug Education and
Testing Program.
The drug test will be observed by approved collection personnel (if relevant).
25

I understand the specifics of this notice and the consequences as specified above.
________________________________
PRINTED NAME
________________________________
SIGNATURE
__________________
DATE AND TIME
Appendix VI
Sickle – Cell Trait Testing Form
The University of North Carolina Wilmington
Department of Athletic Training
Sickle – Cell Trait Testing Form
Name:
Last First MI
Sport(s) Year of Eligibility: FR SO JR SR 5th Yr
Date of Test: ______________
** Please attach the physician’s note to this form indicating the results of the test **
Sickle Cell Positive: Yes No
Physician Notes:
Sickle Cell Trait: Yes No
26

___ Full Sport Participation – NO Restrictions
___ Limited Sport Participation – Restrictions
___ Other
Counseling Session Notes (due to a positive test):
F/U Appt. Date
__________________
Time
Physician Signature
Date___________________
27

Appendix VI
Emergency Actions Plans
UNIVERSITY OF NORTH CAROLINA WILMINGTON
EMERGENCY ACTION PLAN
*UPDATED FOR ACADEMIC YEAR 2010-2011
Purpose
The purpose of the Emergency Action Plan (EAP) is to guide Athletic Department Personnel,
Emergency Medical Services and University Police in responding to athletic medical
emergency situations when they occur on the campus of UNCW. It is essential that the
Athletic Department have a developed emergency plan that identifies the role of each
member of the emergency response team, a protocol for emergency communications, the
necessary emergency equipment and the emergency protocol for each sporting venue. This
plan should be implemented throughout the year, during traditional and non-traditional
seasons.
A medical emergency is any situation that is potentially life threatening which includes but
is not limited to:
- loss of consciousness
- suspected back or neck injury
- cessation of breathing and/or pulse
- heat illness
- shock or severe allergic reaction
- open and/or displaced fracture
- uncontrollable bleeding
The Athletic Personnel consists of Athletic Administrators, Coaches, Certified/Licensed
Athletic Trainers, Athletic Training Students, team physicians, team managers, and any other
staff that may be in direct supervision of student-athletes.
28

Annual review and update of the EAP is conducted with all athletic personnel so that each
member of the emergency care team is aware of their respective role in the event of an
emergency. The following roles are included in the EAP:
1. Immediate care of the injured/ill athlete(s)
2. Retrieval of emergency equipment
3. Activation of Emergency Medical System (EMS)
4. Directing EMS to the scene
Immediate care of the injured/ill athlete
There shall be at least one trained individual at all practices, competitive events,
conditioning, and skill sessions. The minimal training is first aid, CPR and the prevention of
disease transmission (blood borne pathogens). These individuals include the
Certified/Licensed Athletic Trainer, Athletic Training Student(s), coaches, and staff
supervisors of game management. Appropriate emergency first aid steps must be taken in
accordance with the level of certification held by each trained member of the emergency care
team. The Injury/Illness Emergency Protocols are included at the end of this document.
Retrieval of Emergency Equipment
Appropriate emergency equipment must be retrieved from the designated area at the athletic
venue and brought to the scene by a member of the emergency care team.
Activation of EMS
One member of the emergency care team will be directed to utilize the emergency
communication device (portable two-way radio, cellular phone or landline) to activate EMS.
This individual shall be trained in activating EMS. They must be calm, have a full
understanding of the emergency, communicate well, and be able to identify the location of
the emergency. They also must be familiar with use of the emergency communication
devices and where they are located if not on their person.
Emergency Communications
A portable two-way radio, cellular phone, or land line is on-site at each athletic practice and
competitive event which allows direct contact with EMS in the event of serious or lifethreatening
emergencies. In the event that an Athletic Trainer is not on-site for an athletic
practice or competitive event, the head coach or qualified designee shall have a portable twoway
radio, cell phone, or immediate access to a land line for emergency use.
Emergency Equipment
Appropriate emergency equipment must be on-hand at all athletic practices and competitive
events. All assigned emergency care personnel should be aware of the location and function
of all emergency equipment. Emergency supplies and equipment include first aid supplies
(e.g. dressings, bandages, tape, sling, elastic wraps, etc.), body substance isolation (BSI)
materials (protective gloves, gauze, gown, face shield, bleach, neutralizing solution, and spill
kit), vacuum splints, and crutches.
Training and update on the proper use of said equipment is conducted annually prior to the
29

eginning of the fall academic year for all emergency care personnel. The equipment is
checked prior to practices and competitive events for proper function and availability. (See
EAP for location of equipment available at each athletic venue.)
Transportation
Life threatening emergency transportation of an injured/ill student-athlete is provided via the
EMS system. An individual of the student-athletes choice may provide transportation to a
local emergency room for a student-athlete with a non-life threatening injury/illness. A
member of the emergency care team may provide transportation to the emergency room only
if adequate emergency care coverage is maintained at the athletic venue. Golf cart(s) are
available (on-campus only) for transport of student-athletes with minor injuries/illnesses.
Athletic Staff Responsibilities
Certified/Licensed Athletic Trainers
- Responsible for direct supervision of Athletic Training Students
- Will be accessible to coaches via two-way radio or cell phone
- Will be present at all home contests
- Will notify coaches as soon as possible of condition and activity status of all
athletes
- Will be Licensed by the state of North Carolina to administer Athletic Training
services
- Will be able to implement emergency action plan and inclement weather policy
Athletic Training Students
- Will work under the direct supervision of Certified/Licensed Athletic Trainers
- Will be available at practices and games when able
- Will be certified in First Aid and CPR for the Professional Rescuer
- Will be able to implement emergency action plan and inclement weather policy in
the absence of Certified/Licensed Athletic Trainer
Coaches
- Will notify Athletic Training staff of all practices and contests during both
traditional and non-traditional seasons in a reasonable time frame per Department
of Athletics Policies and Procedures Manual
- Will be First Aid, CPR, AED and Blood Borne Pathogen certified
30

- Will be able to implement emergency action plan and inclement weather policy in
the absence of a Certified/Licensed Athletic Trainer
ERGENCY CALL BOXES
Emergency call boxes are located all throughout the UNCW campus. Below is a map
showing the location of call boxes in proximity to the UNCW Athletics Venues.
= Emergency call box
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine
31

ATTACHED ARE VENUE SPECIFIC EMERGENCY PLANS FOR THE
UNIVERSITY OF NORTH CAROLINA WILMINGTON.
EMERGENCY PLAN
Trask Coliseum – Women’s Basketball
Emergency Personnel
- Practice: Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches,
Managers
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Orthopedic Physician or Physicians Assistant, Coaches, Managers, Campus Police,
EMS personnel
Emergency Communication
- Practice: Courtesy Phone in hallway by snack bar, Phone in the George Diab Sports
Medicine Center or cell phone of Certified/Licensed Athletic Trainer
- Competition: Campus Police, Courtesy Phone in hallway by snack bar, Phone in the
George Diab Sports Medicine Center or cell phone of Certified/Licensed Athletic
Trainer
Emergency Equipment
- Practice: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic External
Defibrillator; All other emergency equipment are located in the George Diab Sports
Medicine Center
- Competition: Athletic Trainers’ Kit - maintained on Home bench; Emergency
supplies - Vacuum Splint Bag, Crutches, Physicians’ Trauma Kit, Automatic External
Defibrillator
Roles of First Responders
- Practice:
3) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
· Coach, if above are not available
4) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student, Coach,
or Manager
32

3) Activation of emergency medical system (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student, Coach, or
Manager
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Trask Coliseum
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Trask Coliseum
- Competition
5) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Team Orthopedic Physician or
Physicians Assistant, Athletic Training Student
6) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student, Manager,
or Coach
7) Activation of emergency medical system (EMS)
· Certified/Licensed Athletic Trainer or Athletic Training Student
EMS personnel is present at all women’s basketball competitive events
8) Direction of EMS to scene
· Person placing 911 call will direction EMS to Trask Coliseum
33

VENUE DIRECTIONS
Trask Coliseum is located on Wagoner Drive, accessible from Randal Drive, Crews Road, or
Hurst Road from South College Road (NC 132). Side entrances are also available off of
Hamilton Drive through Parking Lot A.
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine
34

EMERGENCY PLAN
SOCCER FIELD- MEN’S AND WOMEN’S SOCCER
Emergency Personnel
- Practice: Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Physicians Assistant, Coaches, Campus Police, EMS personnel
Emergency Communication
- Practice: Emergency Call Box behind home soccer bleachers; Phone in Almkuist-
Nixon Athletic Training Room accessible through 2-way radio notification to
Certified/Licensed Athletic Trainer, cell phone of Certified/Licensed Athletic Trainer,
- Competition: Campus Police; cell phone of Certified/Licensed Athletic Trainer
Emergency Equipment
- Practice: Athletic Trainers’ Kit, Automatic External Defibrillator, crutches, Vacuum
Splint Bag; All other emergency equipment are located in Almkuist-Nixon Athletic
Training Room
- Competition: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Physicians’
Trauma Kit, Automatic External Defibrillator – all stored behind home bench
Roles of First Responders
- Practice:
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
Call 911 to activate EMS, campus police will be notified through the
dispatch center and report to UNCW Soccer Field
4) Direction of EMS to scene
35

· Person placing 911 call will direct EMS to Soccer Field
· Campus police and athletic trainers have keys to all gates that surround soccer
field.
- Competition
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student,
Physicians’ Assistant
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer or Athletic Training Student
EMS personnel is present at all men’s and women’s soccer competitive
events
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Soccer Field
· Campus Police and athletic trainers have keys to all gates that surround soccer
field.
VENUE DIRECTIONS
The Men’s and Women’s Soccer Field is located on Hamilton Drive across from Trask
Coliseum, Hanover Gymnasium, the Almkuist-Nixon Sports Medicine Center and the Tennis
Courts.
36

10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine
EMERGENCY PLAN
37

Tennis Courts - Men’s and Women’s Tennis
Emergency Personnel
- Practice: Coaches; Certified/Licensed Athletic Trainer and Athletic Training Student
located in Almkuist-Nixon Athletic Training Room
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Coaches
Emergency Communication
- Practice: Emergency Call Box located on Hamilton Drive adjacent to Tennis Courts;
Campus Phone located in Almkuist-Nixon Athletic Training Room, cell phone of
coaching staff
- Competition: Emergency Call Box located on Hamilton Drive adjacent to Tennis
Courts; Campus Phone located in Almkuist-Nixon Athletic Training Room; cell
phone of Certified/Licensed Athletic Trainer
Emergency equipment
- Practice: Athletic Trainers’ Kit located in shed adjacent to Tennis Courts; All other
emergency equipment is located in Almkuist-Nixon Athletic Training Room
- Competition: Athletic Trainers’ Kit, Vacuum Splints, other Emergency Equipment –
Automatic External Defibrillator, crutches
Roles of First Responder
- Practice:
1) Immediate care of the injured or ill athlete
· Coach
· Coach notifies Certified/Licensed Athletic Trainer in Almkuist-Nixon
Athletic Training Room
2) Emergency Equipment Retrieval
· Coach, Certified/Licensed Athletic Trainer, or Athletic Training Student
38

3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student, or Coach
Call 911 to activate EMS, campus police will be notified through the
dispatch center and report to Tennis Courts
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Tennis Courts
- Competition
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches
3) Activation of Emergency Medical System
· Certified/Licensed Athletic Trainer, Athletic Training Student, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Tennis Courts
4) Direction of EMS to scene
· Person placing 911 Call will direct EMS to tennis courts
VENUE DIRECTIONS
Tennis Courts are located next to Parking Lot K accessible from Riegel Road and Wagoner
Drive; or across from Soccer Field on Hamilton Drive.
39

40
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Men’s and Women’s Track and Field- Greene Track and Field
Emergency Personnel
- Practice: Coaches
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Coaches
Emergency Communication
- Practice: Emergency Call Box located behind track and field utility building; Phone
in Almkuist-Nixon Athletic Training Room accessible through cell phone notification
to Certified/Licensed Athletic Trainer
- Competition: Emergency Call Box located behind track and field utility building,
cell phone of Certified/ Licensed Athletic Trainer
Emergency Equipment
- Practice: Athletic Trainers’ Kit; All other emergency equipment are located in
Almkuist-Nixon Athletic Training Room
- Competition: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic
External Defibrillator – all stored near utility building
Roles of First Responders
- Practice:
1) Immediate care of injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
· Coach if above are not available
2) Emergency equipment retrieval
· Certified/License Athletic Trainer, Athletic Training Student, or Coach
3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Greene Track and Field
41

4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Greene Track and Field
· Campus Police and Certified/Licensed Athletic Trainer have keys to all gates
that surround Greene Track and Field
- Competition:
1) Immediate care of injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
2) Emergency equipment retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student, or Coach
3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Greene Track and Field
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Greene Track and Field
· Campus Police and Certified/Licensed Athletic Trainer have keys to all
gates that surround Greene Track and Field
VENUE DIRECTIONS
Greene Track and Field is located on Hamilton Drive at the intersection of Hurst Road.
42

43
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Boseman Field – Softball
Emergency Personnel
- Practice: Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Coaches
Emergency Communication
- Practice: Emergency Call Box behind bleachers on soccer field; Phone in Almkuist-
Nixon Athletic Training Room accessible through cell phone notification, phone in
press box, cell phone of Certified/Licensed Athletic Trainer
- Competition: Emergency Call Box behind bleachers on soccer field, cell phone of
Certified/Licensed Athletic Trainer, phone in press box
Emergency Equipment
- Practice: Athletic Trainers’ Kit, splint bag, Automatic External Defibrillator,
crutches; All other emergency equipment are located in Almkuist-Nixon Athletic
Training Room
- Competition: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic
External Defibrillator
Roles of First Responders
- Practice:
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Student Athletic Trainer
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
3) Activation of Emergency Medical System (EMS)
44

· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Boseman Field
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Boseman Field
· Campus Police and Certified/Licensed Athletic Trainer have keys to all
gates that surround Boseman Field
- Competition
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Student Athletic Trainer
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
3) Activation of Emergency Medical System (EMS)
· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Boseman Field
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Boseman Field
· Campus Police and Certified/Licensed Athletic Trainer have keys to all
gates that surround Boseman Field
VENUE DIRECTIONS
Boseman Field is located on Hamilton Drive between Green Track and Field, the Soccer
Field and across from the Almkuist- Nixon Sports Medicine Building.
45

46
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Brooks Field – Baseball
Emergency Personnel
- Practice: Certified/Licensed Athletic Trainer, Athletic Training Student, Coaches
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Coaches
Emergency Communication
- Practice: Campus Phone in press box ; cell phone of Certified/Licensed Athletic
Trainer
- Competition: Campus Phone in press box; cell phone of Certified/Licensed Athletic
Trainer
Emergency Equipment
- Practice: Athletic Trainers’ Kit, Vacuum Splint Bag, Automatic External
Defibrillator; All other emergency equipment are located in the George Diab Sports
Medicine Center and Almkuist-Nixon Athletic Training Room
- Competition: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic
External Defibrillator – all located in the home dugout
Role of First Responder
- Practice:
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
3) Activation of Emergency Medical System (EMS)
47

· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Brooks Field
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Brooks Field
· Campus police and Certified/Licensed Athletic Trainer have keys to all gates
that surround Brooks Field
- Competition
5) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Athletic Training Student
6) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student or Coach
7) Activation of Emergency Medical System (EMS)
· Student Athletic Trainer, Certified/Licensed Athletic Trainer
EMS personnel is present at all baseball competitive events
8) Direction of EMS to scene
EMS personnel is present at all baseball competitive events
VENUE DIRECTIONS
Brooks Field is located on Riegel Road.
48

49
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Hanover Gymnasium – Women’s Volleyball
EMERGENCY PERSONNEL
- Practice: Certified/Licensed Athletic Trainer, Athletic Training Student, Coach
- Competition: Certified/Licensed Athletic Trainer, Athletic Training Student,
Coach
EMERGENCY COMMUNICATION
- Practice: Courtesy Phone in hallway between Hanover Gymnasium and Weight
Room; Campus Phone in the George Diab Sports Medicine Center; or cell phone
of Certified/Licensed Athletic Trainer
- Competition: Courtesy Phone in hallway between Hanover Gymnasium and
Weight Room, cell phone of Certified/Licensed Athletic Trainer, Campus Phone in
the George Diab Sports Medicine Center
EMERGENCY EQUIPMENT
- Practice: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic External
Defibrillator; All other emergency equipment is located in the George Diab Sports
Medicine Center
- Competition: Athletic Trainers’ Kit, Vacuum Splint Bag, Crutches, Automatic
External Defibrillator
ROLES OF FIRST RESPONDERS
- Practice:
1) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Student Athletic Trainer
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
3) Activation of Emergency Medical System (EMS)
50

· Certified/Licensed Athletic Trainer, Student Athletic Trainer, or Coach
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Hanover Gymnasium
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Hanover Hall
- Competition:
1) Immediate care of the injured or ill athlete
· Certified Athletic Trainer, Student Athletic Trainer
2) Emergency Equipment Retrieval
· Certified Athletic Trainer, Student Athletic Trainer, or Coach
VENUE DIRECTIONS
3) Activation of Emergency Medical System (EMS)
· Certified Athletic Trainer, Student Athletic Trainer, or Coach
Call 911 to activate EMS, campus police will be notified through the
dispatch center and report to Hanover
Gymnasium
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Hanover Hall
Hanover Gymnasium is located on Hamilton Drive accessible from Parking Lot A. It is also
accessible through Trask Coliseum, which has entrances off of Wagoner Drive.
51

52
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Trask Coliseum – Men’s Basketball
EMERGENCY PERSONNEL
- Practice: Certified Athletic Trainer, Student Athletic Trainer, Coaches
- Competition: Certified Athletic Trainer, Student Athletic Trainer, Orthopedic
Physician, Coaches, Campus Police, EMS personnel
EMERGENCY COMMUNICATION
- Practice: Courtesy Phone in hallway by snack bar, Campus Phone in the George
Diab Sports Medicine Center, cell phone of Certified/Licensed Athletic Trainer
- Competition: Campus Police, EMS personnel, Courtesy Phone in hallway by snack
bar, cell phone of Certified/Licensed Athletic Trainer
EMERGENCY EQUIPMENT
- Practice: Athletic Trainers’ Kit, Vacuum Splint Bag, Automatic External
Defibrillator; All other emergency equipment are located in the George Diab
Sports Medicine Center
- Competition: Athletic Trainers’ Kit – Maintained on Home Bench; Emergency
Supplies – Vacuum Splint Bag, Crutches, Physicians’ Trauma Kit, Automatic
External Defibrillator – Maintained under East bleachers by Home Bench
ROLES OF FIRST RESPONDERS
- Practice:
1) Immediate care of the injured or ill athlete
· Certified Athletic Trainer, Student Athletic Trainer
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified Athletic Trainer, Student Athletic Trainer, Coach, or Manager
3) Activation of Emergency Medical System (EMS)
· Certified Athletic Trainer, Student Athletic Trainer, Coach, or Manager
Call 911 to activate EMS, campus police will be notified through the
dispatch center and report to Trask Coliseum
53

4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Trask Coliseum
- Competition
1) Immediate care of the injured or ill athlete
· Certified Athletic Trainer, Student Athletic Trainer, Orthopedic Physician
2) Emergency Equipment Retrieval
· Certified Athletic Trainer, Student Athletic Trainer, Coaches, or Managers
3) Activation of Emergency Medical System (EMS)
· Certified Athletic Trainer or Student Athletic Trainer activates EMS
EMS personnel present at all men’s basketball competitive events
VENUE DIRECTIONS
4) Direction of EMS to scene
EMS personnel present at all men’s basketball competitive events
Trask Coliseum is located on Wagoner Drive, accessible from Randal Drive, Crews Road, or
Hurst Road from South College Road (NC 132). Side entrances are also available off of
Hamilton Drive through Parking Lot A.
54

55
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Seahawk Natatorium – Men’s & Women’s Swimming & Diving
EMERGENCY PERSONNEL
- Practice: Certified Athletic Trainer, Athletic Training Student, Coaches
- Competition: Certified Athletic Trainer, Athletic Training Student, Coaches
EMERGENCY COMMUNICATION
- Practice: Campus phone on pool deck and in coaches offices; Campus phone in the
George Diab Sports Medicine Center, cell phones Do work on the pool deck
- Competition: Campus phone on pool deck and in coaches offices; Campus phone in
the George Diab Sports Medicine Center, cell phones Do work on the pool deck
EMERGENCY EQUIPMENT
- Practice: Athletic Trainers’ Kit, Automatic Electron Defibrillator located on wall
by women’s handicapped locker room; All other emergency equipment are
located in the George Diab Sports Medicine Center
- Competition: Athletic Trainers’ Kit, Crutches, splint bag; All other emergency
equipment are located in the George Diab Sports Medicine Center
ROLES OF FIRST RESPONDERS
- Practice:
1) Immediate care of the injured or ill athlete
· Certified Athletic Trainer, Athletic Training Student
· Coach, if above are not available
2) Emergency Equipment Retrieval
· Certified Athletic Trainer, Athletic Training Student or Coach
3) Activation of Emergency Medical System (EMS)
· Certified Athletic Trainer, Athletic Training Student, Coach, or Manager
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Seahawk Natatorium
4) Direction of EMS to scene
56

· Person placing 911 call will direct EMS to Seahawk Natatorium
- Competition
1) Immediate care of the injured or ill athlete
· Certified Athletic Trainer, Athletic Training Student
2) Emergency Equipment Retrieval
· Certified Athletic Trainer, Athletic Training Student or Coach
3) Activation of Emergency Medical System (EMS)
· Certified Athletic Trainer, Athletic Training Student, Coach, or Manager
Call 911 to activate EMS, campus police will be notified through the dispatch center and
report to Seahawk Natatorium
4) Direction of EMS to scene
· Person placing 911 call will direct EMS to Seahawk Natatorium
VENUE DIRECTIONS
Seahawk Natatorium is located between Hanover Gymnasium and Trask Coliseum on the second
floor. Trask Coliseum is located on Wagoner Drive.
57

58
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN
Trask Coliseum, Hanover Gym, Aerobics Room in Hanover Gym- Cheerleading and Dance
Emergency Personnel
- Practice: Coaches, Managers
- Competition: Certified Athletic Trainer, Athletic Training Student, Orthopedic
Physician- Athletic Trainers and Physicians will be present in Trask Coliseum
for Men’s and Women’s Basketball Games*, Coaches, Managers, Campus Police
Emergency Communication
- Practice: Courtesy Phone in hallway by snack bar, Courtesy Phone in hallway
between Hanover Gymnasium and Weight Room
- Competition: Campus Police, Courtesy Phone in hallway by snack bar, Courtesy
Phone in hallway between Hanover Gymnasium and Weight Room
Emergency Equipment
- Practice: Athletic Training kit provided by Athletic Training Room
- Competition: Athletic Trainers’ Kit - maintained on Home bench; Emergency
supplies - Vacuum Splint Bag, Crutches, Physicians’ Trauma Kit, Automatic External
Defibrillator – maintained under East bleachers by Home bench
Roles of First Responders
- Practice:
5) Immediate care of the injured or ill athlete
· Coach, or Manager
6) Emergency Equipment Retrieval
· Coach, or Manager
3) Activation of emergency medical system (EMS)
· Coach, or Manager
Call 911 to activate EMS, campus police will be notified through the dispatch
center and report to Hanover Gym
59

4) Direction of EMS to scene
· Person placing 911 call
- Competition
9) Immediate care of the injured or ill athlete
· Certified/Licensed Athletic Trainer, Team Orthopedic Physician, Athletic
Training Student, Coach, or Manager
10) Emergency Equipment Retrieval
· Certified/Licensed Athletic Trainer, Athletic Training Student, Coach, or
Manager
11) Activation of emergency medical system (EMS)
· Certified/Licensed Athletic Trainer, Athletic Training Student, Coach, or
Manager
Call 911 to activate EMS, campus police will be notified through the dispatch
center and report to Hanover Gym
12) Direction of EMS to scene
· Person placing 911 call
Venue Directions
Trask Coliseum is located on Wagoner Drive, accessible from Randal Drive, Riegal Road, or
Hurst Road from South College Road (NC 132). Side entrances are also available off of
Hamilton Drive through Parking Lot A. Hanover Gymnasium is located on Hamilton Drive
accessible from Parking Lot A. It is also accessible through Trask Coliseum, which has
entrances off of Wagoner Drive.
60

61
10 - Trask Coliseum
10A- Nixon Annex, Trask Coliseum
11 - Hanover Hall Gymnasium
12 - Natatorium
13 - Almquist-Nixon Sports Medicine

EMERGENCY PLAN FOR SPECTATORS
Purpose
The purpose of an Emergency Action Plan is to have a clear understanding between athletic
administrators, coaches, Certified/Licensed Athletic Trainers, Athletic Training Students,
team physicians, team managers, and any other staff that may be present at athletic
competitions where spectators are allowed regarding the following issues:
- Athletic Personnel Responsibilities
- Medical Emergencies
- Storm Danger Policies
This plan should be implemented throughout the year, during traditional and non-traditional
seasons.
Athletic Staff Responsibilities
Certified/Licensed Athletic Trainers
- Respond to potential emergency situations regarding spectators if designated as
the first-aid response person
- Will communicate with campus police personnel and facilities representative
regarding the severity and necessity of advanced emergency medical care when
Necessary
- Responsible for direct supervision of Athletic Training Students
- Will be Licensed by the state of North Carolina to administer Athletic Training
services
- Will be able to implement emergency action plan and inclement weather policy
Athletic Training Students
- Will communicate with campus police personnel and facilities representative
regarding the severity and necessity of advanced emergency medical care when
necessary
- Respond to potential emergency situations regarding spectators if designated as
the first-aid Response person
- Will work under the direct supervision of certified/licensed athletic trainers
62

- Will be certified in First Aid and CPR
- Will be able to implement emergency action plan and inclement weather policy in
the absence of certified/licensed athletic trainer
IX. INSURANCE COVERAGE FOR ATHLETIC INJURIES
INSURANCE-PRIMARY/SECONDARY
The University of North Carolina Wilmington carries an Athletic Accident Insurance Policy
on all intercollegiate student-athletes. The University’s insurance policy is SECONDARY
COVERAGE, and the policy of the parent/guardian and/or the individual athlete is the
PRIMARY COVERAGE. The Athletic Department will assume (to the limit of the athletic
insurance policy as Secondary Payor) the financial responsibility for the payment of expenses
incurred for the examination, treatment, or hospitalization of a student-athlete injured while
participating in a formal practice session, an authorized intercollegiate contest or traveling to
and from such a contest by authorized transportation. Any other circumstances under which
injuries or illness occur are regarded as non-athletic in nature and are not the responsibility of
the UNCW Athletic Department; nor is it legal under NCAA regulations to assume any such
responsibility. A letter is sent from the Director of Athletics to the parent/guardian and
student-athlete at the beginning of the fall semester explaining the insurance coverage and
process for filing claims. Insurance Information forms are enclosed with the letter which
must be completed and returned to the Athletic Office in order for the Secondary Insurance
to be filed. If no primary insurance exists the Athletic Accident Insurance assumes primary
coverage. When student-athletes are referred by the Sports Medicine Staff for treatment at an
off-campus facility, the student-athlete should give the facility their primary insurance
information for billing and inform them that UNCW Athletics has SECONDARY
COVERAGE and that a bill and Explanation of Benefits (EOB) should be filed with the
Athletic Insurance Coordinator to cover any balance.
Failure of the student-athlete and their parents to follow procedures specified by their
insurance carrier and the Athletic Accident Policy may result in denial of benefits.
DENTAL CARE
The Department of Athletics is not responsible for payment of normal dental care or dental
problems. In the event of an injury to a student-athlete while participating in formal practice
or competition, which involves dental repairs, the student-athlete’s Primary Insurance will be
filed first and the secondary insurance will be filed to cover any balance. The Athletic
Accident Insurance Policy covers only dental work sustained from an athletic injury which
results in damage to his/her natural teeth.
63

CORRECTIVE LENSES:
The Department of Athletics will not be responsible for expenses incurred for eyeglasses,
contact lenses, hearing aids or for any examination related to these devices, unless made
necessary by an athletic related injury. However, replacement of contact lenses or glasses are
covered by the Athletic Accident Insurance, when damage occurs while participating in a
formal practice or competition.
PRESCRIPTION MEDICATION
The Department of Athletics will not be responsible for payment of prescription medications
for injuries which are sports related; however the Athletic Accident Insurance will cover
charges for drugs, medically necessary for the treatment of an athletic injury at the written
prescription of a doctor.
64

X. UNCW STUDENT AID ASSOCIATION
PURPOSE
The Seahawk Club, legally incorporated as the UNCW Student Aid Association, Inc., is a
non-profit organization for the primary purpose of raising funds from the private sector for
athletic scholarships for the various sports at UNCW. It also raises funds for capitol
improvement for the athletic departments. It may also raise funds for the improvement and
construction of physical facilities. The Seahawk Club works on an annual budget,
conducting focused fund-raising campaigns throughout the fall. These contributions come
from individuals, businesses, foundations and corporations. Each contributor receives
various benefits, depending on the number of years and the amount of the contribution. The
Seahawk Club is the official support organization for UNCW Athletics. All fund raising is
under the umbrella of the Office of University Advancement.
ATHLETIC STAFF INVOLVEMENT
The coaches and staff members are expected to work with the Seahawk Club in the
furtherance of this organization so that both men’s and women’s athletic teams may derive
benefits from the efforts of the organization.
In the interest of good public relations, and in order to maximize the efforts of the director of
the Seahawk Club, all athletic staff members should be prepared to attend meetings of the
Seahawk Club as invited by the Director of Athletics and/or Executive Director of the
Seahawk Club.
SOLICITATION OF FUNDS
No solicitation by any coach or staff member should be made except in conjunction with the
Student Aid Association. All gifts and donations will be channeled through the Student Aid
Association Office.
A. Annual Giving/Non-Restricted Gifts
Those funds given by friends and supporters of the Athletic Department who wish the
support to go into the general scholarship area to be awarded to the various sports at
the discretion of the Director of Athletics.
B. Annual Giving/Restricted Gifts
Those funds given by friends and supporters of the Athletic Department who have
special interest in particular sport and wish their donation to go directly to that sport’s
scholarship fund. Monies remaining in a particular sport’s scholarship fund, after all
NCAA allowable scholarships have been funded, will be used to fund special
projects.
65

C. Corporate Gifts
Those funds given by corporations or foundations directed toward the athletics
program through the Seahawk Club.
D. Gifts in Kind
Those contributions of products, merchandise, equipment,or services in support of the
athletics program that must have prior approval of the Seahawk Club Executive
Director as acceptable gifts. Credit toward club membership can be given on the
basis of a fair market value of the trade-out involved.
E. Matching Gifts
Many corporations and companies match their employees’ contributions which
enable gifts to double or even quadruple in some instances.
F. Endowment Gift
A program available for donors interested in establishing a scholarship endowment in
their name. A fund of this type is a great way to perpetuate the name of a person who
has committed significant support to the Seahawk Club.
G. Capital Project Gift
Projects are available, from time-to-time, that provide interested friends and
supporters of the Athletic Department an opportunity to assist with the improvements
of the new construction of athletic facilities.
H. Other Means of Contribution
Contributors may elect to give real estate, securities, paid up life insurance policies,
or monies through trusts and bequests, subject to approval of the Executive Director.
66

STUDENT-AID ASSOCIATION BYLAWS
BYLAWS OF THE UNCW STUDENT AID ASSOCIATION, INC.
[Also referred to as The Seahawk Club, was originally incorporated as the Wilmington
College Student Aid Association, Inc.]
MISSION STATEMENT
I. THE PRIMARY MISSION OF THE STUDENT AID ASSOCIATION IS TO SUPPORT, STRENGTHEN AND
DEVELOP THE INTERCOLLEGIATE ATHLETIC PROGRAM AT UNCW BY RAISING FUNDS
TO SUPPORT ATHLETIC SCHOLARSHIPS AT UNCW. IT MAY ALSO RAISE FUNDS FOR THE
IMPROVEMENT AND CONSTRUCTION OF PHYSICAL FACILITIES TO BE USED BY UNCW
FOR ATHLETIC PURPOSES AND INCREASE THE UNIVERSITY’S ATHLETIC SCHOLARSHIP
ENDOWMENT FUND.
II.
The Student Aid Association may also raise funds to provide operational and
supplementary support for our entire sport program.
III.
The Student Aid Association will comply with all rules and regulations of the
National Collegiate Athletic Association, the Colonial Athletic Association and the
university.
SECTION I - OFFICE
The principal office of the corporation, also the registered office, will be the Nixon Annex at
the University of North Carolina at Wilmington, 601 South College Road, County of New
Hanover, Wilmington, North Carolina 28403-3297. The office of the registered agent of the
corporation, the Executive Director, is the same as the principal office and the registered
office of the corporation.
SECTION II – MEMBERSHIP
A member of the UNCW Student Aid Association is any individual or business contributing
$100 or more to the association during its fiscal year commencing July 1 through June 30.
SECTION III - BOARD OF DIRECTORS
67

1. General Powers. The affairs of the corporation shall be entrusted to its Board of
Directors but subject always to the constitution, legislation, rules and regulations -
including interpretations, of the National Collegiate Athletic Association or the Colonial
Athletic Association, or any successor organization to those athletic associations, which
UNCW chooses to join.
2. Institutional Control. Pursuant to the principle of institutional control and responsibility
as specified in NCAA legislation, any decision of the board of directors that affects the
intercollegiate athletic program at UNCW shall be subject to the prior approval of the
Chancellor of the University of North Carolina at Wilmington, or his/her designate.
Pursuant to the principle of institutional control and responsibility, the Chancellor shall
have sole, exclusive authority to determine whether a decision “affects” the
intercollegiate athletic program, within the meaning of these bylaws. The Board of
Directors relinquishes to the Chancellor complete authority and control of its decisions,
policies and programs, in conformity with the NCAA requirement for institutional control
of its own intercollegiate athletics program, including booster clubs. The UNCW Student
Aid Association will be in full compliance with all requirements within the University of
North Carolina system. (Addendum #1)
3. Number, Tenure, Qualifications, Nominations, Attendance and Election.
a. The number of directors of the corporation shall be determined by the Board of
Directors and the number shall not be less than nine (9) nor more than thirty (30). An
attempt will be made to have the number of directors always divisible by three. In
addition, the Board may appoint such ex-officio, non-voting members to the Board, as
the Board deems necessary. The ex-officio, non-voting members of the Board will
include: the Chancellor, the Director of Athletics, the Executive Director of the
Student Aid Association, the Director of Financial Reporting, the Executive Director
of the Alumni Association, and any other individual that the board deems necessary.
b. Each Director elected to office shall hold office for a term, which shall not exceed
three (3) years, commencing on July 1 of the year of election to a full term and ending
on June 30 of the third year. A Director may serve three (3) consecutive three (3) year
terms and would be eligible for re-election one (1) year after the expiration of his or
her third three (3) year term. Once a director is elected into an officer track, their
three-year term limit will be waived. The President and Executive Director can make
special appointments to the Board that are not subject to term limits.
c. Election to the Board of Directors shall take place at the April meeting of the Board
of Directors, or at a substitute meeting. The Board Nominating Committee shall
recommend to the Board a list of nominees. A maximum of eight candidates will be
elected as director each year. The candidates will be ranked based on the highest
majority vote from the Directors whose terms are not expiring. (Refer to Section III,
3,d to fill that class of directors’ vacancy)
68

d. In the event of a vacancy in the Board of Directors, whether by death, resignation,
increase in the number of authorized Directors, or other wise, the remaining Directors
may elect a successor. Nominations to fill the vacancy should be forwarded to the
Nominating Committee, who will present a list of candidates at the next scheduled
Board meeting.
e. Any potential member of the Board of Directors must be a member of the UNCW
Student Aid Association, must not have any potential conflict of interest in the
workings and decisions of the board, and must be able to fulfill the commitment of
time and service as stated in the Statement of Understanding. Each potential director
shall sign this Statement of Understanding before accepting the position as a member
of the Board of Directors. Addendum #2
f. A board member will be allowed a maximum of two absences from regularly called
board meetings over four consecutive full board meetings. A board member will be
allowed a total of four absences over a three-year term. Board members should give
notice of absence prior to missing a meeting unless it is an immediate emergency.
Excessive absences will be grounds for removal from the Board.
g. It shall be the duty of the Executive Committee to nominate, as Honorary Board
Members, those individuals or former board members who have provided
extraordinary service to the Student Aid Association. In making this nomination, the
committee shall consider such criteria as length of service on the board, offices held,
financial contributions, loyalty and dedication to the Student Aid Association. All
nominees shall be approved by the members of the Board by a simple majority vote at
a regular or called meeting. Those elected as Honorary Board Members shall receive
all board mailings, special event invitations and other miscellaneous items.
h. Each Director shall read, agree to, abide by and sign the Statement of Understanding
for the Board of Directors annually. Addendum #2
4. Regular Meetings
a. Regular meetings of the Board of Directors shall be held at the principal office of the
corporation or at such other date and place as may be specified or agreed upon. The
spring meeting (April) shall be held for the primary purpose of electing officers and
directors. Other regular meetings may be held in addition to the required quarterly
meetings. Such meetings may be held at scheduled intervals during the year.
b. Although formal notice is not required by these bylaws in order to hold a regular
meeting, the President shall specify the date and time of a regular meeting, and the
69

location as well if the meeting will not take place at the principal office of the
corporation.
c. The rules contained in the current edition of Robert’s Rule of Order, Newly Revised
shall govern the board in cases to which they are applicable and in which they are not
inconsistent with these by-laws and any special rules of order the association may
adopt.
5. Special Meetings.
a. Special meetings of the Board of Directors may be called by the President or any
three (3) Directors, who must specify the date, time and purpose for a special
meeting, and the location as well if the meeting will not take place at the principal
office of the corporation.
b. Section III, Number 4, letter c specify the rules of order for special meetings.
6. Notice
a. Regular meetings of the board of directors may be held with or without notice. If
formal notice is not given, as a convenience to the directors the President should
inform them of the time and date, and the location as well if the meeting will not take
place at the principal office of the corporation.
b. Special meetings of the board of directors shall be held upon notice given five (5) days
prior by the Secretary or the person or persons authorized to call a special meeting.
c. Notice of a meeting of Directors at which an amendment to the Articles of
Incorporation or these bylaws will be proposed must state that amendment of the
Articles of Incorporation or these bylaws is part of the purpose of the meeting and
shall inform directors of the action that is proposed to be taken.
7. Quorum. A majority of the number then holding office as members of the Board of
Directors shall constitute a quorum for the transaction of business at any meeting of the
Board. The act of the majority of the Directors actually present at a meeting at which a
quorum is present shall be the act of the Board of Directors, unless the act of a greater
number is required by the Articles of Incorporation, bylaws, or laws of the State of North
Carolina.
70

8. Removal. Any board member may be removed by a vote of a majority of the Board of
Directors then authorized to vote whenever in its judgment the best interests of the
corporation would be served thereby.
9. Compensation. The Directors shall not receive a salary for their services.
SECTION IV - OFFICERS
1. Officers. The officers of the corporation shall be a President, a Vice President, a
Secretary, a Treasurer, an Assistant Treasurer, and such other officers as may be
established by the Board of Directors.
2. Election and Term of Office
a. The officers of the corporation shall be elected annually at the April regular meeting
of the Board of Directors, or at a substitute meeting. New officers may be
established at any meeting of the Board of Directors, and officers may be selected
accordingly.
b. Each officer shall hold office for a term of one year beginning July 1 st following his
or her election to office and until his or her successor shall be duly elected and
qualified. The track progression of officers will begin with the Secretary, Assistant
Treasurer, then Treasurer, Vice-President, then President of the Board of Directors.
Officers are eligible for one consecutive re-election to the same office.
3. Vacancies. A vacancy in any office, whether by death, resignation, removal, or
otherwise, may be filled by the Board of Directors for the unexpired portion of the term.
4. President. Subject always to the pre-eminent authority of the Chancellor of the
University of North Carolina at Wilmington or his/her designate to control the
intercollegiate athletics program pursuant to NCAA and CAA legislation and regulations,
the President shall be the senior in rank among the officers of the corporation. He or she
may preside at meetings of the Board of Directors and the Executive Committee and may
appoint members of the Board of Directors to serve on any committee. The President
shall perform duties as may be prescribed by the Board of Directors from time to time.
Each President, upon leaving office, shall serve in an advisory capacity to the successor
and, if no longer a member of the Board of Directors, as an ex-officio member of the
Board.
5. Vice President. In the event of the inability or disability of the President, or in the
absence of the President, the Vice-President shall perform the duties of the President.
71

The Vice President shall serve on one committee and perform such other duties as may
be prescribed by the Board of Directors.
6. Treasurer. The Treasurer shall assist in the planning, preparation and proposing of the
operating budget of the corporation and he or she shall assist in coordinating fundraising
efforts. He or she shall perform all duties incident to the office of Treasurer as set forth
in these bylaws, serve on one committee and perform such other duties as may be
prescribed by the Board of Directors.
7. Assistant Treasurer. The Assistant Treasurer shall assist the Treasurer in the planning,
preparation and proposing of the operating budget of the corporation and he or she shall
assist in coordinating fundraising efforts. He or she shall assist with all duties incident to
the office of Treasurer as set forth in these bylaws, serve on one committee and perform
such other duties as may be prescribed by the Board of Directors.
8. Secretary. The Secretary will be responsible for taking the minutes at all meetings of the
Executive Committee and the Board of Directors and assure that the members of the
Board of Directors receive the minutes and notices of meetings and events in a timely
manner. He or she shall have custody of the corporate records and the seal of the
corporation and shall affix the seal to documents, when necessary. He or she will oversee
Board member participation and be responsible for all communications and management
of information with regard to the Board members. He or she shall perform all duties
incident to the office of Secretary as set forth in these bylaws, serve on one committee
and perform such other duties as may be prescribed by the Board of Directors.
9. Executive Director
a. The corporation shall have an Executive Director who shall be the chief executive
officer of the corporation. The Executive Director shall be an ex-officio, non-voting
member of the Board of Directors. The function of the Executive Director is to
manage the affairs of the corporation. The Executive Director may be vested with
other Board powers and duties as may be approved from time to time by the Board of
Directors. The Executive Director may at any time recommend to the President the
establishment of an ad hoc/sub committee of the Board of Directors
b. The Executive Director shall be appointed by the Chancellor of the University of
North Carolina at Wilmington, or his or her designate, in the exercise of his or her
pre-eminent authority to control the intercollegiate athletics program as required by
the NCAA and the CAA.
SECTION V - ASSETS MANAGEMENT
72

1. All donations and contributions of funds and other receipts of monies by the corporation
shall be deposited in a timely manner in accordance with procedures specified by the
Chancellor of the University of North Carolina at Wilmington.
2. The management of the assets and funds of the corporation shall be carried out pursuant
to the administrative policies of UNCW, pursuant to the authority of the Chancellor in the
exercise of his or her authority to control intercollegiate athletics in accordance with the
Rules and Regulations of the NCAA and CAA.
3. The corporation is organized exclusively for charitable and educational purposes,
including, for such purposes, the making of contributions to organizations that qualify as
exempt organizations under section 501 (c)(3) of the Internal Revenue Code of 1954. No
part of the net earnings of the corporation shall inure to the benefit of its contributors,
directors, officers, or other persons except that the organization shall be authorized and
empowered to pay reasonable compensation for services rendered and to make payments
and distributions in furtherance of the exempt purposes of the organizations. Upon
dissolution, all of the net assets of the corporation shall be distributed to the University of
North Carolina at Wilmington or, if that cannot be accomplished, then to one or more
organizations organized and operated exclusively for educational or scientific purposes
that is (or are) exempt from taxation under Section 501 (c)(3) of the Internal Revenue
Code.
4. The Board of Directors and only this board, by majority vote, has the authority to secure
loans in the name of the Student Aid Association, also referred to as the Seahawk Club.
SECTION VI - FISCAL YEAR
The fiscal year of the corporation shall begin July 1 st and extend through the 30 th day of June
of the following year.
SECTION VII - SEAL
The Board of Directors shall provide a corporate seal which shall be in the form of a circle
and shall have inscribed thereon the name of the corporation and the word “Corporate Seal.”
SECTION VIII - AMENDMENTS TO BYLAWS
The bylaws may be altered, amended or repealed and new bylaws may be adopted by a
majority vote of the Directors then authorized to vote at any regular meeting or special
73

meeting, after giving required written notice concerning the intent to propose amendments to
the bylaws prior to the meeting.
SECTION IX - COMMITTEES
1. Board Management Committee
a. The Board Management Committee shall be comprised of the President of the
corporation, who shall be an ex-officio member, and a minimum of five (5) members
of the Board of Directors. The Chairperson of the Board Management Committee
will be appointed by the President and Executive Director on an annual basis.
b. The Board Management Committee shall oversee all operational elements that insure
effective board governance including nominations, finance and bylaw revisions.
2. Development/Campaign Committee
a. The Development Committee shall be comprised of at least one member of the
Board
of Directors and a minimum of four (4) additional persons, who may be selected
from
the membership, or from the Board of Directors.
b. The Development/Campaign Committee shall work with the Executive Director to
set up strategic fundraising and business plans, set goals and provide input and
evaluate promotional brochures. The Chairperson of the Development/Campaign
Committee will be appointed by the President and Executive Director on an annual
basis.
c. The Development/Campaign Committee shall assess, cultivate and maintain all types
of resources necessary for organizational success.
d. The Development/Campaign Committee shall perform other duties as may be
assigned by the Board of Directors.
3. Executive Committee
74

a. The Executive Committee shall be comprised of the President, Vice President,
Treasurer, Assistant Treasurer, Secretary, the Executive Director and the immediate
past President. and the chairperson of each standing committee.
b. The Executive Committee shall meet regularly to plan the agenda for the Board of
Directors’ meeting and the exercise the authority of the entire Board by making
decisions in the interval between board meetings with respect to urgent matters
affecting the corporation. The Executive Committee shall promptly report its
decisions on urgent matters to the Board of Directors.
c. The President of the corporation shall be the chairperson of the Executive Committee.
d. The Executive Committee chairperson shall present recommendations to the Board of
Directors that require Board action.
4. Events Committee
a. The Events Committee shall be comprised of at least one member of the Board of
Directors and a minimum of four (4) additional persons, who may be selected from
the membership, or from the Board of Directors.
b. The Chairperson of the Events Committee will be appointed by the President and
Executive Director on an annual basis.
c. The Events Committee shall oversee all special events for fund-raising other than the
annual campaign held by the Seahawk Club. This will involve the organizing,
planning and the executing with regard to promotions, ticket sales and all other
activities relating to these special events.
d. The Events Committee shall perform other duties as may be assigned by the Board of
Directors.
5. Nominating Committee
a. The Nominating Committee shall be comprised of the Secretary, the Immediate Past
President and at least four (4) additional persons.
b. The Chairperson of the Nominating Committee will be the Immediate Past President.
75

c. The Nominating Committee shall present the slate for new directors and new officers
at the April meeting.
d. The Nominating Committee shall perform other duties as may be assigned by the
Board of Directors.
The Board of Directors may establish other committees as it deems advisable for the benefit
of the corporation.
SECTION X– SPORT SPECIFIC PROGRAMS
From time to time, the Student Aid Association Board of Directors may authorize the
formation of specific clubs to assist particular sport programs in funding and public
awareness needs. The clubs are not separate from the Student Aid Association and must
follow the by-laws detailed herein. Funds raised for these specific clubs shall have a portion
restricted for use by the particular sports program, per NCAA, CAA and university rules and
regulations. The portion shall be set by the Student Aid Association Board of Directors.
Section XI - Conflict of Interest
A Director shall be considered to have a conflict of interest if (a) such Director has existing
or potential financial or other interest which impair or might reasonably appear to impair
such member’s independent, unbiased judgment in the discharge of his responsibilities to the
Corporation, or (b) such Director is aware that a member of his or her family (which for
purpose of this paragraph shall be a spouse, parents, siblings, children and any other relative
if the latter reside in the same household as the Director), or any organization in which such
Director (or member of his family) is an officer, director, employee, member, partner, trustee
or controlling stockholder, has such existing or potential financial or other interest. All
Directors shall disclose to the Board any possible conflict of interest at the earliest
practicable time. No Director shall vote on any matter, under consideration at a Board or
committee meeting, in which such Director has a conflict of interest. The minutes of such
meeting shall reflect that a disclosure was made and that the Director has a conflict of interest
abstained from voting. Any Director who is uncertain whether a conflict of interest may
exist in any matter may request the Board or committee to resolve the question by a majority
vote.
Section XII - Discrimination Prohibited
In administering its affairs, the Corporation shall not discriminate against any person on the
basis of race, creed, color, sexual orientation, national or ethnic origin, sex, age or disability.
76

SECTION XIII– Internal Control Procedures
From time to time, the Student Aid Association Board of Directors may put in place Internal
Control Procedures, in partnership with the University, to set guidelines for the daily activity
of the organization.
BY THE BOARD OF DIRECTORS OF THE UNCW STUDENT AID ASSOCIATION,
INC. THIS AUGUST 8, 2007.
______________________________________
__________________________________
President
Secretary
Corporate Seal
2010-11 GUIDE TO RULES AND REGULATIONS FOR ALUMNI AND FRIENDS
Document is available in the Department of Athletics
XI. DEPARTMENT OF SEAHAWK SPORTS MARKETING
77

PURPOSE
The Seahawk Sports Marketing Office functions as part of the external relations division of
the Departmental organization and serves as the Athletics Department’s most visible
administrative division along with the Seahawk Club. The general objectives of the Seahawk
Sports Marketing Office are to develop and implement the marketing/promotional themes
and campaigns for the department and in sports, to create and enhance the positive image and
perceptions toward the University and athletics department of the general public (this
includes student body), and most importantly, to stimulate ticket sales and to assist in
securing sponsorship/advertising to meet the department’s needs. Any and all marketing
strategies for the Department will be developed through the Seahawk Sports Marketing
Office.
A. Schedule Posters and Schedule Cards, Program Shells, Schedule Magnets
All schedule cards, schedule posters, and any other promotional schedule materials
are to be developed and distributed through the Seahawk Sports Marketing Office in
conjunction with the Sports Information Office and the Compliance Office
B. Advertising
All advertising for the Athletics Department and its individual sports will be
coordinated by the Seahawk Sports Marketing Office. This includes newspaper,
television, radio, billboards, videos, posters, internet etc. No athletic staff member is
to approach any media outlet concerning advertising unless given approval from the
Seahawk Sports Marketing Office.
Advertising secured for Athletic programs, etc. is not to be solicited for any purpose
without approval from the Seahawk Sports Marketing Office. Except under special
circumstances, the Seahawk Sports Marketing Office will solicit all advertising.
C. Partnerships/Sponsorships
Sponsorship for all materials, promotions, tournaments, and other Athletic
Department events are to be coordinated through the Seahawk Sports Marketing
Office. Staff members are not to contact a sponsor for any UNCW athletic team’s
tournament or event without consulting the Seahawk Sports Marketing Office, which
will coordinate the plan of action for securing the sponsorship.
D. Media Contact
The Seahawk Sports Marketing Office will be in contact with the media only for
promotional/advertising purposes.
E. Promotional and Public Relations Materials
All distribution of promotional materials will be done by the Seahawk Sports
Marketing Office. Distribution through mailing lists of promotional paraphernalia is
to be done only through the Seahawk Sports Marketing Office. Distribution or
posting, on or off campus, of materials promoting/advertising the Department of
Athletics, its events, its promotions, its teams and its support organizations is not to
be done without approval from the Seahawk Sports Marketing Office.
78

Distribution of programs through sales is to be coordinated by the Seahawk Sports
Marketing Office.
The general policy pertaining to coupons and promotional materials at UNCW
athletic events as follows;
“Businesses and/or organizations outside the UNCW Department of Athletics are not
permitted to issue (i.e. Distribute or hand-out) coupons or promotional material at
UNCW athletic events.”
The UNCW Department of Athletics, through the Director of Athletics only, may
grant exception to this policy under special circumstances surrounding a major
sponsorship
If anyone is issuing materials at an athletic event without proper authorization, their
material will be confiscated and they will be asked to leave the grounds.
F. Soliciting Businesses/Organizations/Media
Coaches should not contact businesses, organizations, or media in efforts to solicit
sponsorships or advertising. In most instances the Seahawk Sports Marketing Office
will do the contacting for you or will coordinate with you the proper approach to try
to receive optimum benefit. If a coach is approached by someone, the coach should
promptly alert the Seahawk Sports Marketing Office and have the contacting person
get in touch with the Seahawk Sports Marketing Office.
Coaches’ camps and clinics are not a responsibility of the Seahawk Sports Marketing
Office. If asked, the Seahawk Sports Marketing Office will be willing to cooperate in
any way possible with leads, ideas, and suggestions, but would not do any open
solicitation in this area.
G. Seahawk Shop
The Seahawk Sports Marketing Office is responsible for ordering and maintaining inventory,
conducting sales at athletic events, in The Seahawk Shop and online at
www.UNCWsports.com. The Seahawk Sports Marketing Office is also responsible for the
reconciliation of all sales.
H. Team Teal
The Seahawk Sports Marketing Office is responsible for the fan rewards program,
Team Teal. The Seahawk Sports Marketing Office orders prizes, operates scan
locations at home athletic events, maintains Team Teal database and Team Teal
website (www.UNCWTeamTeal.com). The Seahawk Sports Marketing Office also
coordinates grand prize drawing at end of the year.
SPECIAL EVENTS
The planning and coordination of Special Events is a function of the Department of Athletics,
79

Seahawk Sports Marketing Office. Any Special Event planning will be coordinated with
Seahawk Sports Marketing Office, the Athletic Development Office and Seahawk Club, to
maximize opportunities to produce revenue and a positive image for this Department of
Athletics.
GAME DAY FUNCTIONS
1. Information relating to P.A. announcements at UNCW athletic events is obtained
through the Seahawk Sports Marketing Office and implemented through the same
office.
2. Pre-game and half-time events for UNCW athletic events are developed in
accordance with NCAA and conference rules and regulations in the Seahawk Sports
Marketing Office. Schedules will be coordinated with individual coaches to honor
special requests, and to make sure the pre-game warm-up times fit the team’s needs.
3. Any special presentation requests are to be submitted to the Seahawk Sports
Marketing at least one week in advance of the athletic event. Every effort will be
made to honor all feasible and creditable requests. However, Seahawk Sports
Marketing will make final decisions regarding format.
4. All pre-game and half-time entertainment and promotions are to be coordinated
through the Seahawk Sports Marketing Office.
5. Coordination of cheerleaders, pep band, dance team and mascot at game day
functions is implemented through Seahawk Sports Marketing.
SPECIAL EVENTS COORDINATION
AUXILIARY GROUPS
A. Cheerleaders
Because of their vital role in spectator enthusiasm, support, and control, the
cheerleaders are considered to be a valuable asset to the athletic program. In order to
have a squad exemplify the highest of standards, annual try-outs will be held each fall
and spring semester to choose the squad for the following year. A coach will be
approved on an annual basis, by Seahawk Sports Marketing, and will be responsible
for the training the discipline of the squad. The coach reports through Seahawk
Sports Marketing. The coach will adhere to the policies adopted by UNCW as well
as NCAA and conference guidelines. All cheerleader policies and guidelines must
conform with University philosophy and be reviewed and approved by the Marketing
Assistant and/or the Director of Athletics.
B. Dance Team
Because of their vital role in spectator enthusiasm, support and control, the dance
80

team is considered to be a valuable asset to the athletic program. In order to have a
squad exemplify the highest of standards, annual try-outs will be held each fall and
spring semester to choose the squad for the following year. A coach will be approved
on an annual basis, by Seahawk Sports Marketing, and will be responsible for the
training and discipline of the squad. The coach reports through Seahawk Sports
Marketing. The coach will adhere to the policies adopted by UNCW as well as
NCAA and conference guidelines. All cheerleader policies and guidelines must
conform with University philosophy and be reviewed and approved by the Marketing
Assistant and/or the Director of Athletics.
C. Seahawk Mascot
The Seahawk Mascot plays a key role in presenting a positive image for UNCW. The
mascot is to project and display the proper attitude and image of the University on
and off the field as well as creating enthusiasm, spirit and awareness for UNCW.
Try-outs for the mascot’s position will be held annually in conjunction with
cheerleader try-outs. Because of the demands, i.e., games, parades, community
events, special appearances, etc., placed on the Seahawk it is recommended that at
least two people be chosen to be the mascot. The mascot will also work with the
Director of Seahawk Sports Marketing in coordinating most special events.
D. Pep Band & Drumline
The UNCW pep band plays an intricate role in creating enthusiasm and spirit at
Seahawk home men’s and women’s basketball games. The pep band will be
organized by the Pep Band Director, in close coordination with the Department of
Athletics, and is expected to perform at home basketball games while school is in
session and attend the conference basketball tournament. The Pep Band Director will
interact with the Seahawk Sports Marketing Office.
ATHLETIC LOGO USE
The University of North Carolina Wilmington licensed logos, seals, mascot, etc., are the
official trademarks of the University. The Department of Athletics will use no other logo or
mascot except those officially licensed logos by the University. With approval, the logos can
be adapted to fit a particular sport and other special needs.
GENERAL STATEMENT
ATHLETICS TICKET OFFICE
The Athletic Ticket Office (ATO) provides athletic event ticketing services for the students,
faculty, staff, alumni, friends, and community of UNCW. We provide excellent and
accessible customer service that consistently satisfies patrons that promotes a positive image
of UNCW and UNCW Athletics. The ATO collaborates with the Seahawk Club and
81

Seahawk Sports Marketing to maximize revenue opportunities for UNCW Athletics through
ticket sales, fundraising, and sponsorship while increasing attendance at events and national
recognition. Internally, the ATO follows financial procedures in accordance with State and
University policy to deposit and reconcile ticket revenues and provide an accurate and
reliable audit trail. All ticket procedures and processes will be in accordance with NCAA,
CAA and institutional guidelines.
SEASON TICKETS
The ATO sells season tickets for all revenue producing sports. For more information on
prices and purchasing Season Tickets, visit the UNCW Athletics website at
www.uncwsports.com.
SINGLE GAME TICKETS
For all revenue producing sports, the ticket office will facilitate day of game ticket sales prior
to the event and at the event venue. Unless the event has sold out prior to the game, the
ticket office will sell tickets for targeted seating areas as determined by the athletics
administration. Game day sales are to be performed in a structured, routine method
providing consistency and reliability, in order to provide a high level of customer service and
maintain auditable records. Game day selling procedures regarding selling times and
durations as well as ticket prices are determined seasonally by athletic administration. These
season specific policies will be issued to the ATO Manager and student workers prior to each
season and are on record in the ticket office. For more information on prices and purchasing
single game tickets, visit the UNCW Athletics website at www.uncwsports.com.
WILL CALL TICKETS
All tickets placed in the will call window will be prepaid. Payment is final whether tickets
are used or not.
UNCW STUDENT TICKETS
All UNCW students are entitled to one (1) complimentary ticket to all sporting events that
charge admission (while tickets are available). Student must have a valid, active UNCW
student ID card to receive tickets and/or admission to athletic events.
Men’s Basketball – The student gate is located at the northeast entrance of Trask
Coliseum. Tickets will be available at the Fisher Student Center information desk 10
days prior to each game until the day of the game. Any tickets that are left will be
available at the student gate.
Men’s and Women’s Soccer, Women’s Basketball and Baseball – Students will show
student ID to receive their ticket.
Only those students who have paid an athletic fee (students registered for 6 hours or more
or any other students who have paid an athletic fee) will be admitted on current UNCW
ID.
Student gate opens one hour prior to events.
82

Alcoholic beverages, outside food and drink, and artificial noise makers are prohibited in
Trask Coliseum and all other athletic facilities.
Student seating for Men’s Basketball games are in the north, east and west bleachers.
Men’s and Women’s Soccer, Women’s Basketball and Baseball are all general admission
seating.
COMPLIMENTARY ADMISSIONS FOR RECRUITING PURPOSES
During the recruiting process, coaches may request complimentary tickets for prospective
athletes visiting campus on an official or unofficial visit. In the Official Visit and Unofficial
Visit packets, the complimentary admissions ticket form is provided. Head coaches must
complete the form and turn it in to the Compliance Office for approval. Once the form is
approved, it is then provided to the Director of Ticket Operations for processing. The tickets
must be picked up at the Team Pass Gate beginning one hour prior to the event. The NCAA
allows up to three (3) tickets per prospect for home games. It is not permissible to purchase
the complimentary tickets given to student-athletes.
Recruits—The Head Coach will complete the Complimentary Admissions form and
submit to the Compliance Office. Tickets will be available at the Will Call Window
or Ticket Booth prior to game and will be distributed after showing an I.D.
MEDIA CREDENTIALS
Media Pass issuance and control is the responsibility of the Senior Associate Athletic
Director for Communications.
GROUP ADMISSIONS
This is a special request type of admission that is in effect for designated home events and is
limited to groups of twenty or more. Group tickets must be purchased in advance of the
scheduled event. Seating will be as designated by the Ticket Office. For more information
on group sales, contact the Athletic Ticket Office.
PROMOTIONAL TICKET DONATION
UNCW promotional ticket donations are consistently requested from charitable, non-profit,
community, and campus groups. These groups use the donated ticket as items for auctions,
raffles, door prizes, incentives, etc in order to benefit the organization. To fulfill these
requests in a fair and equitable manner while not devaluing tickets to UNCW Athletic events
the following policy and procedures will apply.
All requests for promotional ticket donations must be reviewed and approved by
the Assistant Athletic Director for Seahawk Sports Marketing, Assistant Athletic
Director for Compliance, Director of Ticket Operations and Director of Athletics
or designee.
83

Upon approval an organization will receive a gift certificate for a package of no
more than 4 (four) tickets.
Upon the exhaustion of allotted ticket supplies UNCW Athletics may not be able
to fulfill requests.
Donation requests (certificates) will be provided (upon approval) within 15
business days – requests should be submitted one month prior to the requesting
groups’ specific fundraising activity.
UNCW Athletics reserves the right to determine the type and quantity of tickets
donated.
Requests must be submitted for approval via email, mail, or fax and include the
following information:
• Organization Name and description/mission.
• Contact Name, Address, & Phone Number.
• Description of how the tickets will be used.
• When the certificate is needed.
Once completed, certificates will be reviewed and approved by Athletics Administration
then made available to the organization by either mail or to pick up.
For a Ticket donation form, contact the UNCW Ticket Office.
TICKET REFUNDS
There will be no refunds for tickets for any reason.
TICKET OFFICE-PHYSICAL ACCESS/OFFICE HOURS
The ticket office is located in Trask Coliseum in the Northwest corner of the arena. The
physical address is:
601 South College Road
Trask Office 105
Wilmington, NC 28403-5913
Hours of Operation:
Monday-Friday – 9:00am-5:00pm
Contact Information:
Phone – 910-962-3233 or 800-808-UNCW
Fax – 910-962-3002
Email: sportstix@uncw.edu
Website: www.uncwsports.com/tickets
84

XII. ATHLETIC ACADEMIC SUPPORT SERVICES
Student-athletes have access to many support services that assist them with their academic
and personal goals. The services that are provided are designed to meet the student-athletes’
needs while complying with university, CAA, and NCAA rules and regulations. The
Assistant Athletic Director for Academics supervises student-athletes’ academic progress and
consults with the Deputy Athletic Director and the Assistant Athletic Director for
Compliance. The Athletic Academic Support Services is a comprehensive program involving
many members of the athletic and university staff.
The services offered include the following:
Orientation
All student-athletes must attend an orientation session prior to attending classes at UNCW.
Once admitted, student-athletes will receive information on how to reserve an orientation
spot. All student-athletes that choose to attend summer school prior to their first fall
semester, must attend an orientation session in order to register for summer classes at
UNCW. All teams have team meetings during the first week of classes to review all
compliance and academic information. Freshman also will have an individual meeting with
academic support staff during the first week of classes.
Academic Advising Services
All student-athletes entering the university meet with the Assistant Athletic Director for
Academics during their orientation to campus. During this meeting, the student-athlete
makes course selections for the first semester. Student-athletes continue to work with the
Assistant Athletic Director for Academics in subsequent semesters until they declare a major.
Mandatory academic advising ensures that student-athletes have a class schedule that fulfills
the requirements of their chosen degree program. Student-athletes must declare a major by
their fifth semester. Academic advising is then provided within the department of the chosen
major with continued monitoring by the Assistant Athletic Director for Academics.
All student-athletes receive priority registration, as do honor students and students with
disabilities. The Assistant Athletic Director for Academics as a precautionary measure,
monitors course changes for student-athletes during the drop/add period and withdrawal
period to ensure full-time enrollment, progress towards a degree and continued NCAA
compliance. All student-athletes must be in contact with the Assistant Athletic Director for
Academics for any changes to their class schedules.
Academic Progress Monitoring and Reporting
The Assistant Athletic Director for Academics, in consultation with the Certification of
Eligibility Committee (Assistant Athletic Director for Compliance, Assistant Athletic
Director for Academics, FAR, Associate Registrar and Internal Audit), monitors studentathletes’
academic progress for university and NCAA eligibility; however, student-athletes
must assume final responsibility for meeting and satisfying eligibility and graduation
85

equirements.
The Assistant Athletic Director for Academics distributes progress reports twice a semester
to course instructors requesting current academic reports on student-athletes. These reports
request class attendance, current grade, and any other information about the student-athletes’
academic performances. If a coach requests the Assistant Athletic Director for Academics to
submit additional progress reports to instructors, these are conducted on an individual basis.
Any student-athlete who has less than a 2.00gpa or is considered academically at-risk must
meet weekly with the Assistant Athletic Director for Academics or an Academic Coordinator
within the staff. All grades, class attendance, and assignments are recorded and study
strategies and skills are discussed. The coaches receive weekly academic status reports on
each individual.
Declaration of Major
The NCAA requires a student-athlete to declare a major, or to be taking major courses that
lead toward a degree, as certified by the Dean or an appropriate academic advisor, by the
beginning of his/her third year of enrollment. When student-athletes are ready to declare a
major, they should make an appointment with the Assistant Athletic Director for Academics.
The Assistant Athletic Director for Academics will counsel them as to the proper procedures
to follow, and direct them to the appropriate academic department.
Academic Eligibility
Student‐athletes need to be aware of the academic requirements instituted by the university
and NCAA for academic eligibility. As a student‐athlete, you must be in good academic
standing and meet the academic requirements set by the university as outlined in the UNCW
Undergraduate Catalogue. It is your responsibility to be familiar with and in compliance with
these requirements in addition to the NCAA academic requirements.
The NCAA has mandated academic requirements for student‐athletes to be eligible to
represent the university in athletic competition. A synopsis of the requirements is listed
below:
(this is not inclusive of all NCAA requirements, and the Department of Athletics should be
consulted for a thorough review):
University Admission Requirement
Prospective student‐athletes must be admitted to the university in accordance with the
regular entrance requirements of the institution. Once admitted, student‐athletes must meet
academic eligibility guidelines for eligibility certification.
Freshman Academic Requirements
A freshman student‐athlete (first, full‐time entering student) must be registered with and
receive certification by the NCAA Eligibility Center to be eligible for practice, competition,
86

and an athletic scholarship during the first academic year in residence. Freshman
student‐athletes must receive a “qualifier” certification or a “partial qualifier” certification to
be a UNCW student‐athlete. Qualifiers are eligible for practice, competition and an athletic
scholarship as freshmen and have the opportunity for four seasons of athletic eligibility
within five years. A partial qualifier is eligible to practice only at the university and to
receive an athletic scholarship during the first academic year in residence. Partial qualifiers
cannot compete the first year and are granted three years of competitive eligibility; however,
the fourth season of eligibility may be granted if a student‐athlete receives a baccalaureate
degree by the beginning of the fifth academic year and can be eligible for an athletic
scholarship. Per CAA policy, if a student‐athlete receives “nonqualifer” certification, he/she
is never eligible for practice, competition or an athletic scholarship at UNCW.
If a recruited student‐athlete reports for athletics participation prior to receiving
initial‐eligibility certification, the student‐athlete may practice, but not compete, for a
maximum of two weeks. A certification decision must be received in order to practice or
compete beyond the two‐week period.
If a non-recruited student‐athlete reports for athletics participation prior to receiving
initial‐eligibility certification, the student‐athlete may practice, but not compete, for a
maximum of 45 days. A certification decision must be received in order to practice or
compete beyond the 45‐day period.
Continuing Student Athletes’ Academic Requirements-Subsequent to a student‐athlete’s
first academic year in residence or after the student‐athlete has utilized one season of
eligibility in any sport, academic requirements must be met in order to certify a
student‐athlete eligible for practice, competition and an athletic scholarship.
Student‐athletes must always be registered as full‐time students before their
certification of eligibility is approved for practice, competition or an athletic
scholarship. If a student‐athlete is academically ineligible to compete, the opportunity to
practice or receive an athletic scholarship may be rescinded by the Department of Athletics.
Progress‐toward‐degree requirements for continuing eligibility for competition are
summarized below but may not be inclusive of all NCAA regulations:
enroll as a full time student (12 hours)
successfully earn at least 6 semester hours in the previous regular academic term of
full‐time enrollment to be eligible to compete in the next regular academic term.
earn at least 18 semester hours during the academic year (fall and spring combined) to be
eligible to compete in the next regular academic term. Student‐athletes entering
their second year of enrollment must earn 24 semester hours prior to the start of
their third semester.
designate a program of studies leading toward a specific baccalaureate degree by the
beginning of the third year of enrollment (fifth semester) and thereafter make satisfactory
progress toward that specific degree.
87

complete successfully at least 40% (50 semester hours) of the course requirements in
thespecific degree program by the third year, 60% (75 semester hours) by the fourth year, and
80% (100 semester hours) by the fifth year of enrollment.
maintain a grade‐point average that places the student‐athlete in good academic standing by
the university and present and NCAA required cumulative minimum grade‐point average
(based on a 4.00 scale) at the beginning of each semester of the second year of enrollment
that equals at least 90% of the overall cumulative grade‐point average required for
graduation‐1.8 GPA:and at the beginning of each semester of the third year of enrollment
that equals at least 95% of the overall cumulative grade‐point average required for
graduation‐1.9 GPA: and at the beginning of each semester of the fourth and fifth year of
enrollment that equals at least 100% of the overall cumulative grade‐point average required
for graduation‐2.0 GPA.
New Transfer Student-Athletes
Two‐year or four‐year transfer student‐athletes must meet the same progress‐toward degree
requirements of continuing student‐athletes. Additional NCAA and CAA regulations do
apply with all transfer student‐athletes. If a student‐athlete is transferring from a non‐CAA
member institution, two year and four‐year academic requirements, as well as athletic
requirements, must be met and satisfied prior to certifying eligibility for practice,
competition, and an athletic scholarship. The Department of Athletics should be consulted to
review these regulations.
CAA Intraconference Transfer Rule
A student‐athlete in a conference sport that has ever been the recipient of athletically related
financial aid at a CAA institution who decides to transfer within the conference must fulfill
two academic years of residence (per NCAA Bylaw 14.5.1.1) prior to being certified eligible
for competition. The CAA Intraconference Transfer Rule also applies to an incoming
student‐athlete that has signed a valid National Letter of Intent with a CAA institution.
Likewise, by general agreement, the original institution will have no objection to a waiver of
the transfer residence requirement for the intraconference transfer of a student that has never
received athletically related financial aid at the first CAA institution.
Continuing Student who is a First-Time Student-Athlete
If a continuing student is interested in first‐time athletic participation and was never
recruited, the student‐athlete must receive initial‐eligibility certification from the NCAA
Eligibility Center to practice with the team. To have the opportunity for competition and an
athletic scholarship, he or she must be certified and meet all progress‐toward‐degree
requirements and NCAA regulations.
Student-Athlete Missed Class Policy
The UNCW Department of Athletics is committed to the academic success of its student-
88

athletes. To support student-athlete academic responsibilities and obligations, the
Department of Athletics monitors class attendance and the degree progress of its studentathletes.
As established by Athletic Council, student-athletes will not have more than five
absences per class in a given semester for athletic travel and competition. Exceptions to this
policy will be reviewed and approved by Athletic Council for reasons related to conference
scheduling, sport competition scheduling, post-season competition and other extenuating
circumstances. No class time will be missed for team practices. Additionally, there will be
no athletic events scheduled during the final exam period without prior approval from the
Chancellor's Office. Such approval is granted only under exceptional circumstances.
However, an athletic event may be scheduled on a Saturday or Sunday during the exam
period.
Student-athletes are encouraged to pre-register for classes as well as schedule classes early in
the day. Coaches, Assistant Athletic Director for Academics and Sport Supervisors review
class schedules and recommend changes to prevent excessive and unnecessary absences.
The Department of Athletics prepares missed class forms to notify instructors of class dates
that student-athletes will miss due to athletic travel and competition. Instructors sign the
missed class forms indicating awareness and approval of the missed class. If instructors
indicate a conflict with the missed class, the student-athlete will attend class if other
arrangements cannot be agreed upon. It is the responsibility of the student-athlete to
satisfactorily complete any class work missed or assigned by the instructor.
Department of Athletics Scheduling Policy
The Department of Athletics develops team schedules to minimize conflict with the academic
responsibilities of student-athletes. The Chancellor approved priority registration for
student-athletes to also help minimize conflicts between classes and athletic obligations.
Most student-athletes are able to schedule required courses during morning hours and during
the off-season to significantly reduce potential conflicts between classes and athletic
schedules.
The Department of Athletics adheres to the NCAA policy for not missing classes due to
practices and every effort is made to schedule competition with the least amount of class time
missed. Through the Student-Athlete Advising Center, missed class letters are prepared and
forwarded to faculty, who have student-athletes enrolled in their classes, of dates when
student-athletes will miss class due to scheduled competition. Should there be a conflict
between an instructor's expectations and athletic competition; the student-athlete will adhere
to class demands.
In the preparation of competition schedules, coaches make a good faith effort to prepare
schedules that provide an optimal balance between missed class time and competition.
Scheduling flexibility is somewhat limited at times due to conference schedule obligations.
Coaches complete a "Proposed Declaration of Playing & Practice Season" form that is
reviewed by the Director of Compliance, Associate Athletic Director for Business, the Sport
Supervisor, and the Deputy Athletic Director/SWA. An important focus of this review is the
number of missed classes associated with competition. Competition schedules are revised, as
necessary, when there is an excessive number of absences. Additionally, the Athletic
Council reviews the number of missed classes per semester and approves schedules
89

according to the Student-Athlete Missed Class Policy.
Student-athletes will be given Missed Class Forms to present to their instructors during the
first week of class to notify of upcoming class days that may be missed.
Study Hall
The study program is designed to assist student-athletes in developing their study habits
essential to academic success. The program consists of day and evening study sessions and
tutoring sessions. All first-year student-athletes (transfer students included) and studentathletes
earning an overall GPA below 2.25 or below are required to participate in study hall.
Student-athletes that have earned above a 2.25 GPA may be required to participate in this
support program based on the team academic rules. Those required to participate in study
hall, must be present for at least 10 hours per week in structured study hall.
Attendance is reported daily to the coaching staff. Study hall is open Sunday through
Thursday 6:00 PM – 10:00 PM and Monday through Friday 10:00 AM - 2:00 PM in Randall
Library. Study hall is open in the Golden Hawk Room in Trask Coliseum Sunday 4pm-9pm,
Monday-Thursday 10am-10pm and Friday 10am-2pm. Additionally, coaches may monitor
their student-athletes’ study hall sessions while traveling to overnight competitions. This is
the only time that coaches can be responsible for study hall. If a student-athlete violates
study hall requirements, he or she will become ineligible for practice and competition until
the academic deficiency is satisfied. If the student-athlete is in violation, the following
penalties are assessed:
1 st violation: Warning. Must make up hours if deficient.
2 nd violation: Suspended from all team activities for ONE WEEK. Make up
hours if deficient.
3 rd violation: Suspended from all team activities for the remainder of the
semester.
90

Repeat Policy
Students who receive a grade of "C" or better in a course may not repeat the course but may
audit without credit. Students who repeat a course in which they have earned credit or for
which transfer credit has been awarded will have the status changed to an audit during the
term the course is repeated.
Students who receive a grade of "C-" (including “D”or "D+" or "D-") or "F" in a course
taken at UNCW may repeat the course at UNCW. Only the first five course repeats may be
used to substitute for a previous course grade. Repeats beyond five will not substitute for a
previous grade but will be averaged into the grade-point average. The repeating of a course
passed (“D-” or better) will not increase hours towards graduation or for NCAA eligibility.
All grades, including grades prior to repeats, remain on the student's transcript.
Tutor Program
Individual tutoring is available for all basic studies courses through the Learning Center.
Tutoring may be requested for courses outside of the basic studies curriculum and are granted
when available. Student-athletes requesting a tutor must complete a “Tutor Request” form in
the Learning Center or online at www.uncw.edu/ulc. For those obtaining first time tutoring,
student-athletes must review responsibilities and procedures for having an assigned tutor
prior to attending the first tutoring session.
Tutors are undergraduate and graduate students who are chosen for their expertise in their
particular subject areas. The Department of Athletics will pay for all tutoring expenses for
student-athletes, as funds permit.
Tutoring for math and statistics courses is available through the Math Lab. The Math Lab
offers drop-in tutoring, as well as assigned tutors for one-on-one or small group assistance.
The Writing Center offers one-on-one tutoring to all students for any academic paper across
the curriculum. The center also focuses on reading for increased comprehension and
retention of academic text material. The trained staff consists of graduate students,
undergraduate interns, community consultants and volunteers.
Success Skills
Success skills workshops are offered free of charge to all students. These workshops focus on
the areas of study skills, preparing for tests, time management, learning styles and effective
note taking.
The UNI 101 course, which all freshmen student-athletes must enroll in, focuses on academic
success skills. This course is intended to improve college level study skills, awareness of
university resources and addresses other aspects of college life and assists in the collegiate
transition.
The university participates in the NCAA CHAMPS/Life Skills Program for student-athletes.
This program supports the total development of student-athletes through educational
91

programs and other resources. The five areas of development are academics, athletics,
personal development, career development, and community service.
Book Scholarships
Student‐athletes who are awarded books as part of their athletic scholarship are entitled to
have required course‐related books made available to them by the Department of Athletics.
The university bookstore receives a copy of each student‐athlete’s class schedule during the
first week of classes. The bookstore will package all course related textbooks for the
student‐athlete to pick up. The student-athlete must present a picture ID to the bookstore to
pick up their appropriate course related textbooks. All textbooks are returned to the office of
Student-Athlete Academic Support at the end of the semester. If books are not returned
properly or in good condition, the student‐athlete will be assessed the cost of the books and
the charges will be posted to his or her student account and/or will not be eligible for books
for the ensuing academic semester. If a student‐athlete purchases books outside of the
Department of Athletics’ book system, the student‐athlete will personally be responsible for
the cost of the books and will not be reimbursed. If a student‐athlete loses his or her books,
the Department of Athletics will not replace the books and the student‐athlete is still
responsible for the value of the books.
If required course‐related books or reading materials are not available on‐campus, the
student‐athlete may purchase the books off‐campus, with prior approval, and be reimbursed
for the cost of the books. Books purchased under this program are not to be sold by the
student‐athlete, which may constitute a NCAA violation and result in loss of eligibility.
Books may not be purchased for anyone other than the student‐athlete who has books
included in his or her scholarship award.
Student‐athletes who fail to return books after they graduate or have left the institution are
still responsible for the books. Outstanding debts will be forwarded to Student Accounts for
collection. If the student‐athlete does not respond to Student Accounts’ attempt to collect on
the outstanding balance, the debt will be reported to a collection agency.
.
Fifth-Year Scholarship
Department of Athletics does not automatically grant fifth‐year athletic scholarships.
Whether a student‐athlete is still completing their undergraduate degree, completing a second
major, has eligibility remaining or has athletic scholarship eligibility remaining should not be
presumed reasons by the student‐athlete that a fifth‐year scholarship will be granted. The
Department of Athletics will review requests for consideration of a fifth‐year athletic
scholarship by the student‐athlete. The student-athlete must complete the application for a
“Fifth‐Year Scholarship Request” form with all attachments and signatures affixed to be
turned in to the Director of Compliance by April 1 of that academic year
.
To be eligible for consideration, the student‐athlete must:
meet the criteria for fifth‐year assistance per NCAA regulations;
present valid reasoning for the fifth‐year assistance request;
92

have supporting documentation from the head coach for the request; and
have evidence of academic progress made the academic year(s);
Fifth‐year assistance is awarded based on funds available. The Director of Athletics will have
the discretion to waive the criteria for fifth‐year assistance, due to mitigating circumstances
and will have final authority for approving all fifth‐year assistance requests pending the
Office of Financial Aid’s approval.
Summer School Scholarship
Student‐athletes who received athletic scholarships during the previous academic year may
request summer school assistance by completing the “Summer School Assistance
Application Request” form with all attachments and signatures affixed to be turned in to the
Director of Compliance by April 1 of that academic year.
To be eligible for consideration, the student‐athlete must:
meet the criteria for summer school assistance per NCAA regulations;
present valid reasoning for the summer school assistance request;
have supporting documentation from the head coach for the request; and
present evidence of academic progress made during that academic year
Summer school financial assistance is awarded based on funds available. The Director of
Athletics will have the discretion to waive the criteria for summer school assistance, due to
mitigating circumstances and will have final authority for approving all summer school
assistance requests, pending the Office of Financial Aid’s approval.
Academic Recognition
There are many opportunities for student-athlete academic recognition. The CAA presents
the Commissioner’s Award and recognizes student-athletes who achieve a minimum 3.2gpa
for the year or cumulatively while lettering in a CAA sponsored sport. The Department of
Athletics annually recognizes student-athletes with a minimum 3.25gpa with the Golden
Seahawk Award and student-athletes with a minimum 3.0gpa with the Seahawk Award.
There are several other opportunities for academic recognition within coach’s organizations,
and the department uses every opportunity to showcase these honors.
The Department of Athletics is committed to providing comprehensive academic support for
all students-athletes. The following university resources are available and free of charge to
any student:
Computer Labs
Computers and printers are located throughout the University for student usage. A valid
student I.D. must be presented to access these labs. There is a computer lab open to studentathletes
in the Almquist-Nixon Sports Medicine building during regular office hours, 8am-
93

5pm.
Disabilities Services
The University provides support services for students with disabilities (including learning
disabilities if the student has official documentation). Disability services is located in
Westside Hall.
Counseling Services
Professional counselors are available to help students meet the challenges of college life. The
services are confidential and can assist students with personal issues. The counseling center
is located in Westside Hall.
Career Services
This center assists students in their preparation and search for meaningful and satisfying
careers. They maintain current lists of employment possibilities, invite recruiters on campus,
and sponsor job fairs.
RESOURCE SHARING FOR CAA TRAVELING TEAMS
As part of our commitment to academic excellence, the Colonial Academic Alliance, in
conjunction with the Colonial Athletic Association, has developed a resource sharing
program to assist traveling teams. When you travel to another CAA campus, and your student
athletes need academic resources, such as:
A dedicated room for study hall
Proctors for tests or exams
Tutoring assistance
Computer access
A common password for wireless access
Access to library or other academic resources
The Colonial Academic Alliance develops, promotes, and facilitates collaborative programs
and resource sharing to enhance academic quality and institutional effectiveness throughout
our member institutions.
Our programs focus on six strategic areas:
International Programs
Undergraduate Research
Assessment Initiatives
University Life
Alumni Relations/Advancement
94

NCAA CHAMPS/Life Skills Program
The Life Skills Program provides a comprehensive approach to the overall academic and
personal development of student‐athletes. With student‐athlete well‐being in mind, the
Department of Athletics initiated WingTIPS—“Student‐Athletes Gliding to Success” and
through a collaborative university effort, offers educational and support services for
student‐athletes in the following areas:
The Academic Commitment
academic, major choice and career counseling
academic advising—class scheduling and eligibility review
supervised study sessions
tutoring services
academic advising center for student‐athletes
UNI 101—University/Orientation class
satisfactory progress reports during each semester
complementary campus academic programs
missed class forms to instructors for athletic travel/competition
intervention—illness, injuries, etc. reported to faculty
The Athletic Commitment
annual team meetings to discuss the Department of Athletics’ philosophy, expectations,
policies
and sportsmanship conduct
annual student‐athlete orientation meeting to introduce athletic department and support
staff
presentations to UNI 101 classes by the Director of Athletics and Deputy Director of
Athletics
meetings with the Student‐Athlete Advisory Committee for student‐athlete welfare
discussions
dissemination of athletic support program information
The Personal Development Commitment
educational programs on the topics of diversity, personal health, alcohol and drug
education,
stress management, media relations, etc.
The Service Commitment
campus/community service projects
Team Leadership Award
95

Outstanding Student‐Athlete Leadership Award
The Career Development Commitment
networking and referral provided in cooperation with Career Services
educational programming and career counseling
interview, cover letter and resume workshops
etiquette workshop
XVI. STUDENT-ATHLETE ADVISORY COMMITTEE (SAAC)
The Student-Athlete Advisory Committee is an organization for and by the student-athletes.
SAAC provides a communication link between student-athletes and the Department of
Athletics in the development of all policy affecting student-athletes. Two student-athlete
representatives from each team serve on the committee and an executive board is voted in
annually for the offices of president, vice president, secretary, treasurer, and parliamentarian.
Any student-athlete is welcome to attend the committee meetings.
SAAC holds meetings approximately two to three times a month to address student-athlete
concerns and well-being issues, plan charitable and community service projects, set fund
raising events, schedule student-athlete events and activities to encourage communication
and unity between and among teams, promotes and support athletic events, and acts an
intermediary for information sharing to and on behalf of the athletic teams.
SAAC coordinates communication among all student-athletes via their website
http://www.uncwsports.com/ViewArticle.dbml?DB_OEM_ID=19800&ATCLID=1589297,
which includes committee minutes and student-athlete information sharing. An Academic
Coordinator from the Office of Student-Athlete Academic Support serves as the advisor and
attends the meetings. The Director of Athletics, Faculty Athletic Representative, Athletic
Council, Deputy Athletic Director/SWA, and Assistant Athletic Director for Compliance and
other athletic departmental staff schedule meetings with SAAC and attend the meetings as
requested. SAAC is an officially recognized and registered university student-athlete
organization.
SAAC Constitution & By-laws
Mission:
To make our athletic programs better by serving as a liaison between the athletic
teams and the Department of Athletics in the development of support services and
enrichment programs for student-athletes.
Assist in the implementation of activities and events for all athletic programs in the
community that will promote a positive image of intercollegiate athletics.
Emphasize academic opportunities and responsibilities of student-athletes in their
college experience.
96

Encourage student-athletes to enrich the experience of being a student-athlete by
applying what is learned in athletics to their course of study and ultimately, to their
career development.
Encourage the development of leadership skills for student-athletes.
Promote the opportunity for student-athletes to express their concerns with the
Director of Athletics, Athletic Council, Faculty Athletic Representative, and other
athletic department staff.
Encourage the student-athletes to increase public relations and work with the
Seahawk Club in their endeavors to increase community support.
Emphasize the need of support from faculty and staff for all athletic programs.
Article I:
This organization shall be known as the Student-Athlete Advisory Committee.
Article II:
All committee members must be NCAA, CAA, and institutionally eligible, both
academically and athletically and maintain a 2.0gpa. Additionally, representatives
must be participating student-athletes in their respective sport.
All committee members will be elected by their team, one upperclassman and one
lower classman from each team, with no less than two (2) representatives, from each
team serving each academic year.
Article III:
Section 1 – The executive board of the Student-Athlete Advisory Committee shall
consist of a president, a vice president, a secretary, treasurer, and a parliamentarian.
These elected officials will be known as the executive board.
A majority vote by the upperclassman committee members will be used as the
selection process for officers.
Election of the president will be held at the last committee meeting of the
academic year, the other officers will be elected at the first meeting of the fall
semester.
Section 2 – The Student-Athlete Advisory Committee will elect new officers to fill
any vacant position if the elected officer is unable to carry out his/her obligation. The
only exception applies to the office of president, in which case the vice president will
assume the responsibility.
President: Shall preside over all committee meetings.
Vice President: Shall act in the absence of the President and shall chair the
97

Constitution and By-laws committees.
Secretary: Shall be responsible for taking active minutes at each meeting and
responsible for organizing committees.
Treasurer: Shall be responsible for SAAC fiscal budget providing report of
revenue and expenses.
Parliamentarian: Shall be responsible for parliamentary procedure for all
advisory meetings and shall supervise election of officers.
Section 3 – Meetings will be scheduled for at least once a month, date and time will
be selected at previous meeting, exception will be the month of December, if
necessary.
Attendance is mandatory, if an absence is necessary, the secretary must be
notified. Two absences with no excuses, and officers will request a new team
representative.
The president may appoint an interim secretary who will be responsible for
filling the position of the secretary if the secretary is not present at a meeting.
Section 4 – The procedure for voting will be a majority of the committee members
present at a meeting. The president has no voting power, except in the case of a tie;
the president will cast the deciding vote.
Members of the Student-Athlete Advisory Committee will vote on the Bylaws
of the Constitution. Ratification will be a majority vote of the committee
members present.
Article IV:
A quorum shall occur if half of the committee members are present at the meeting.
Regularly scheduled Student-Athlete Advisory Committee meetings will be "open"
meetings, unless otherwise stated with appropriate notice and reason.
The executive board (the elected officers of the Student-Athlete Advisory
Committee) has the power to rule on behalf of the committee when necessary.
The meetings of the executive board will be "closed" meetings. The executive board
may open the meeting by invitation.
Article V:
Any and all fund-raising activities will follow athletic fund-raising procedures and
must be granted written approval by the committee’s advisor.
No expenses shall be made without approval of the committee’s advisor and the
treasurer.
98

Article VI:
All amendments must be passed by two-thirds vote of the advisory committee.
An Academic Coordinator from the Office of Student-Athlete Academic Support will
be the advisor to the Student-Athlete Advisory Committee
XIII. FINANCIAL AID AND SCHOLARSHIPS
The student-athlete, his/her parent(s) or legal guardian(s), are responsible for the financial
expenses of a college education. Student-athletes may receive scholarships or educational
grants-in-aid administered by the institution that are permissible with NCAA regulations and
may receive financial aid not administered by the institution if approved by the NCAA. It is
imperative that all student-athletes notify and report any outside financial aid to the
Department of Athletics and the Financial Aid Office for approval and administration
in order to not jeopardize athletic eligibility.
The Financial Aid Office, in consultation with the Department of Athletics, is responsible for
reviewing each student-athlete’s financial aid award to determine that the financial aid award
is permissible and within the limitations set by the NCAA.
The Department of Athletics encourages each student-athlete to complete the Free
Application for Student Financial Aid (FAFSA), which determines if a student-athlete
qualifies for financial assistance. The Financial Aid Office is responsible for reviewing each
student-athlete’s financial aid award and to ensure that NCAA limitations are not exceeded.
A student-athlete shall not be eligible to participate in intercollegiate athletics if he or she
receives financial aid that exceeds the value of a full scholarship or grant-in-aid. A full
athletic scholarship can only cover tuition and fees, room and board, and required
course-related books. There are additional financial aid awards that are permissible by
NCAA regulations that are not countable in the student-athlete’s limitations and can be
received if the university’s cost-of-attendance is not exceeded. The Financial Aid Office will
determine which awards are allowable and do not exceed individual and team limits.
Examples of countable and exempt financial aid are provided below but may not be inclusive
of all types of aid—any financial assistance must be reported to the Financial Aid Office
regardless if it is institutional or non institutional aid:
Countable Aid within Limitations:
1. all funds administered by the institution, which include but are not limited to the
99

following:
a. scholarships;
b. grants;
c. tuition waivers;
d. employee dependent tuition benefits, unless parent of student-athlete has been
employed as a full-tine faculty/staff member for a minimum of five years;
e. loans;
f. during the initial academic year in residence, on-campus employment in the
athletics department and on-campus employment outside the athletics
department for which the department intercedes on behalf of the studentathlete;
2. aid from government or private sources for which the institution is responsible for
selecting the recipient or determining the amount of aid, or providing matching or
supplementary funds for a previously determined recipient;
3. during the initial academic year in residence, off-campus employment earnings
for which the athletics interest of the institution intercede on behalf of the
recipient;
4. for the student-athlete recruited by the institution, financial aid awarded through
an established and continuing outside program for the recognition of outstanding
high-school graduates in which athletics participation may be a major criterion.
Other Permissible Financial Aid:
1. financial aid received from anyone upon whom the student-athlete is naturally or
legal dependent;
2. financial aid awarded solely on basis having no relationship to athletics ability;
3. financial aid awarded through an established and continuing outside program in
which athletics participation is not the major criterion
4. for a student-athlete not recruited, financial aid awarded through an established
and continuing outside program in which athletics participation may be a major
criterion
100

5. educational expenses awarded by the U.S. Olympic Committee
Exempted Financial Aid:
1. an honorary award for outstanding academic achievement or an established
institutional research grant
2. legitimate loans, based upon a regular repayment schedule, available to all
students and administered on the same basis for all students;
3. employment during official vacation periods;
4. employment subsequent to a student-athlete’s first academic year
5. a postgraduate scholarship awarded by the institution
6. government grants (i.e. AmeriCorps Program, Disabled Veterans, Military
Reserve Training Programs, Montgomery G.I. Bill, Pell Grants, Special U.S.
Government Entitlement Programs, etc.)
I Athletic Scholarships i
A student-athlete may be awarded an athletic scholarship for any term during which the
student-athlete is in regular attendance as an undergraduate with eligibility remaining or
within six years after initial enrollment in a collegiate institution (provided the student does
not receive such aid for more than five years during that period), or may receive and athletic
scholarship as a graduate student if NCAA regulations are satisfied and eligibility remains.
A student-athlete must meet applicable institutional, conference, and NCAA regulations to be
eligible for institutional financial aid.
A full athletic scholarship can cover the maximum expenses of tuition and fees, room and
board, and required course-related books and a partial athletic scholarship may be in any
101

amount less than a full athletic scholarship.
Athletic scholarships shall not be awarded in excess of one academic year and must be
reissued each academic year if approved for renewal.
It is permissible for a staff member to inform a prospect that the athletics department may
recommend to the financial aid authority that the prospect’s financial aid be renewed each
year for a period of four years. However, the prospect must be aware that the renewal is not
automatic and must be renewed on an annual basis if approved. Additionally, it is not
permissible for an institution to assure the prospect that it automatically will continue a grantin-aid
past the one-year period if the recipient sustains an injury that prevents him or her
from competing in intercollegiate athletics, but may inform the prospect that a
recommendation for renewal may be approved past the one-year period and must be renewed
annually if approved.
An athletic scholarship may be reduced or canceled during the period of the award if the
recipient:
1. renders himself or herself ineligible for intercollegiate competition; or
2. fraudulently misrepresents any information on an application, letter of intent or
financial aid agreement; or
3. engages in serious misconduct warranting substantial disciplinary penalty; or
4. voluntarily withdraws from a sport at any time for personal reasons
The student-athlete must be notified in writing of an opportunity for a hearing if his or her
aid is reduced or cancelled during the period of the award.
An athletic scholarship may not be increased, decreased, or canceled during the period of the
award:
1. on the basis of a student’s athletics ability, performance or contribution to a
team’s success; or
2. because of an injury that prevents the recipient from participating in athletics; or
102

3. for any other athletics reason
An athletic scholarship may be increased as follows:
1. between the period of time when the student-athlete signs the financial aid award
letter and the beginning of the period of the award; and
2. subsequent to the date on which the student-athlete receives any benefits as part
of the student’s financial aid grants (which is determined on the first day of
classes for a particular academic term or the first day of practice, whichever is
earlier), an institution may increase the student-athlete’s financial aid if the
institution can demonstrate that such an increase is unrelated in any manner to an
athletics reason
The Department of Athletics will make all athletic scholarship recommendations to the
Financial Aid Office for approval. The Department of Athletics reserves the right to make
recommendations for athletic scholarship awards or for athletic scholarship changes, within
NCAA guidelines.
Any reduction or cancellation of aid during the period of award is permissible only if such
action is taken for proper cause by the regular disciplinary or financial aid authorities of the
institution and the student-athlete has been provided written notice of an opportunity for a
hearing.
I Renewals and Non-renewals of Athletic Scholarship i
The renewal of institutional financial aid based in any degree on athletics ability shall be
made on or before July 1 prior to the academic year in which it is to be effective. The
institution shall promptly notify in writing each student-athlete who received an award the
previous academic year and who has eligibility remaining in the sport in which financial aid
was awarded the previous year whether the grant has been renewed or not renewed for the
ensuing academic year. Notification of financial aid renewals and nonrenewals are approved
and prepared by the Financial Aid Office.
Hearing Opportunity Required:
If the institution decides not to renew or decides to reduce financial aid for the ensuring
academic year, the institution shall inform the student-athlete in writing that he or she, upon
request, shall be provided a hearing before the Financial Aid Appeals Committee. The
103

decision to renew or not renew the financial aid is left to the discretion of the Financial Aid
Committee, to be determined in accordance with its normal practices for students generally.
I Reconsideration of Non-renewal i
It is permissible for the institution that has notified a student-athlete that he or she will not be
provided institutional financial aid for the next academic year subsequently to award
financial aid to that student-athlete.
I Fifth-Year Scholarships i
Fifth-Year Scholarship
Department of Athletics does not automatically grant fifth-year athletic scholarships.
Whether a student-athlete is still completing their undergraduate degree, completing a second
major, has eligibility remaining, or has athletic scholarship eligibility remaining should not
be presumed reasons by the student-athlete that a fifth-year scholarship will be granted. The
Department of Athletics will review requests for consideration of a fifth-year athletic
scholarship by the student-athlete. The student-athlete must complete the application for a
“Fifth-Year Scholarship Request” form with all attachments and signatures affixed to be
turned in to the Assistant Athletic Director for Compliance by April 1 of that academic year.
To be eligible for consideration, the student-athlete must:
1. meet the criteria for fifth-year assistance per NCAA regulations;
2. present valid reasoning for the fifth-year assistance request;
3. have supporting documentation from the head coach for the request; and
4. have evidence of academic progress made the academic year(s);
Fifth-year assistance is awarded based on funds available. The Director of Athletics will
have the discretion to waive the criteria for fifth-year assistance, due to mitigating
circumstances and will have final authority for approving all fifth-year assistance requests
pending the Office of Financial Aid’s approval.
104

I Summer School Scholarships i
Student-athletes who received athletic scholarships during the previous academic year may
request summer school assistance by completing the “Summer School Assistance
Application Request” form with all attachments and signatures affixed to be turned in to the
Assistant Athletic Director for Compliance by April l of that academic year.
To be eligible for consideration, the student-athlete must:
1. meet the criteria for summer school assistance per NCAA regulations;
2. present valid reasoning for the summer school assistance request;
3. have supporting documentation from the head coach for the request; and
4. present evidence of academic progress made during that academic year.
Summer school financial assistance is awarded based on funds available. The Director of
Athletics will have the discretion to waive the criteria for summer school assistance, due to
mitigating circumstances and will have final authority for approving all summer school
assistance requests, pending the Office of Financial Aid’s approval.
Summer School Scholarship Request for Academically Ineligible Student-Athletes
At the conclusion of the spring semester, student-athletes who academically ineligible per
NCAA and/or institutional requirements have the opportunity to apply for summer school
scholarship to regain eligibility for the Fall semester if they meet the criteria stated above.
Summer school applications must be submitted to the compliance office within 48 hours of
final grades being posted. Requests will be reviewed by the Athletic Department’s summer
school scholarship committee (Asst AD for Compliance, Asst AD for Academics, Associate
AD for Business and Deputy Athletic Director) with the Director of Athletic having final
authority for approving summer school requests, pending the Office of Financial Aid’s
approval.
I Book Purchasing Program i
Student-athletes who are awarded books as part of their athletic scholarship are entitled to
have required course-related books made available to them by the Department of Athletics.
The university bookstore receives a copy of each student-athlete’s class schedule during the
105

first week of classes. The bookstore will package all course related textbooks for the studentathlete
to pick up. The student-athlete must present a picture ID to the bookstore to pick up
their appropriate course related textbooks. All textbooks are returned to the Director of
Student-Athlete Advising at the end of the semester. If books are not returned properly or in
good condition, the student-athlete will be assessed the cost of the books and the charges will
be posted to his or her student account and/or will not be eligible for books for the ensuing
academic semester. If a student-athlete purchases books outside of the Department of
Athletics’ book system, the student-athlete will personally be responsible for the cost of the
books and will not be reimbursed. If a student-athlete loses his or her books, the Department
of Athletics will not replace the books and the student-athlete is still responsible for the value
of the books. If required course-related books or reading materials are not available oncampus,
the student-athlete may purchase the books off-campus, with prior approval, and be
reimbursed for the cost of the books.
Books purchased under this program are not to be sold by the student-athlete, which may
constitute a NCAA violation and result in loss of eligibility. Books may not be purchased for
anyone other than the student-athlete who has books included in his or her scholarship award.
Student-athletes who fail to return books after they graduate or have left the institution are
still responsible for the books. Outstanding debts will be forwarded to Student Accounts for
collection. If the student-athlete does not respond to Student Accounts’ attempt to collect on
the outstanding balance, the debt will be reported to a collection agency.
iOff-Campus Room and Board Allowance
i
Student-athletes who receive full athletic scholarships and live off-campus will receive a
room and board allowance check monthly for meals and housing. The housing allowance
will be equivalent to the institution’s room rates on-campus and will be a weighted average.
The board allowance will be equivalent to the highest meal plan cost. The allowance checks
will be made available at the first of each month (September-April) but in no case, will be
available until after the institution’s drop/add period. The January check will be delayed
until the institution has reopened after the holiday and the drop/add period has ended.
I NCAA Student Assistance Fund i
There is an established fund by the NCAA allowing member institutions to utilize funds to
assist student-athletes who have financial need and these funds are not countable in the
maximum individual limits nor do they have to be paid back. Some permissible uses of the
fund are:
106

-medical expenses (except those covered by another insurance program);
-dental expenses
-hearing aids
-vision therapy (e.g. contact lenses, eyeglasses)
-off-campus counseling
-expendable academic course supplies; and
-essential items
-family emergencies
The Department of Athletics has the authority to approve or not approve any requests for use
of this fund and student-athletes should make only valid requests. There is a limited amount
of funds available and student-athletes should make prompt requests to the Department of
Athletics. The Financial Aid Office will be notified of the student-athletes’ request for
assistance and will be the final authority for approving or not approving the request based on
the student-athlete’s financial need and the current amount of financial aid awarded.
XIV. DRUG EDUCATION, TESTING & COUNSELING PROGRAMS
The Department of Athletics does not condone any use of illegal or improper substances by
its student-athletes and staff, and student-athletes are expected to refrain from using any,
including those listed as NCAA banned substances. “The UNCW Drug Education, Screening
and Counseling Program for Student-Athlete” is a departmental policy and is included in the
appendix.
As mandated by the University of North Carolina General Administration, student-athletes
are required to attend drug education programs, participate in drug testing, and have access to
counseling services. The “UNCW Drug Education, Screening and Counseling Program for
Student-Athletes” document is reviewed and distributed to each student-athlete for signature
consenting to the program. To be a student-athlete, voluntary willingness to participate in the
drug education, testing, and counseling program is required. A current listing of NCAA
banned substances is included in the document and student-athletes must be knowledgeable
of the consequences for a positive drug test result either by the university or the NCAA.
Ignorance is not an excuse!
If a student-athlete does not attend drug education programs or does not cooperate with drug
testing, eligibility will be jeopardized. The consequences for noncompliance with the
program or a positive drug test result are provided in the document. If a student-athlete is
suspended or removed from the athletic program for failure to comply with the policy, a
notification letter will be sent to the student-athlete. An opportunity for a hearing will be
granted, if requested.
107

If team rules and policies state more stringent consequences than the departmental policy,
these may apply. If a student-athlete does not comply with the policy, the Director of
Athletics will make the decision concerning a student-athlete’s athletic participation. Each
situation is reviewed individually and a decision will be rendered. Same consequences may
not apply in every situation. The Director of Athletics will have final authority to make
participation decisions except in cases when the student-athlete requests a hearing. In an
appeal case, the hearing committee will have the final decision.
I Use of Tobacco Products i
Per NCAA regulations, the use of tobacco products is prohibited by all game personnel (e.g.,
coaches, trainers, managers and game officials) in all sports during practice and competition.
Athletic staff must comply with this policy as noncompliance may result in suspension or
employment termination. A student-athlete who uses tobacco products during a practice or
competition shall be disqualified for the remainder of that practice or competition.
XV. STRENGTH TRAINING FACILITY
Hours of Operation
Schedules of strength training facility use will be posted at the beginning of each
semester/summer session on the facility doors. The schedule will be organized on an
equitable basis for each team by the Head Strength and Conditioning Coach and approved by
the Assistant Athletic Director for Facilities. Each athletic team has a reserved time allocated
for its use only. During this time a member of the strength and conditioning staff will
supervise the workout. Also, hours are posted for physical education classes and “open”
hours for faculty/staff use. Student-athletes must adhere to the schedule to maintain proper
use of the facility. Any student-athlete who uses the facility during “open” hours will be
supervised by a member of the strength and conditioning staff.
Facility Rules
All student-athletes, faculty, or staff that uses the strength training facility (weight room)
must adhere to the following guidelines:
• Shirts must be worn at all times. No sports bras. Cut-off and sleeveless shirts are
permissible.
• Shoes must be worn at all times. No flip-flops, sandals, or open toed shoes allowed.
108

• No apparel with another university’s emblem is allowed. Any apparel with another
university’s emblem must be turned inside out or be removed.
• Personal items must be left outside of the strength training facility (weight room) in
the storage boxes. No bags, keys, etc. are allowed inside.
• Weights must be replaced after use. This includes plate weights being returned to the
weight trees and dumbbells being returned to the dumbbell racks.
• Do not lean any weights against the walls.
• Do not drop or throw any weights, with the exception in the bumper plates used on
the Olympic platforms.
• The cardiovascular equipment must be wiped down after use with a towel.
• All equipment and/or weights used must be put away at the end of the team’s
assigned time. The facility should be in order prior to the next team’s use.
Maintenance
The strength and conditioning staff will perform any necessary maintenance to the
equipment/facility as needed. If a student-athlete recognizes a problem with a piece of
equipment he/she should notify a member of the strength/conditioning staff immediately.
Any maintenance that cannot be performed by a member of the strength and conditioning
staff should be brought to the attention of the Assistant Athletic Director in charge of
facilities.
Safety
A member of the strength and conditioning staff or a member of the athletic team’s coaching
staff will be designated the “first responder” in case of emergency. If a student-athlete is
seriously injured while using the strength-training facility, the “first responder” will follow
the athletic department’s procedures for the situation. A courtesy telephone is located
outside of the facility’s main entrance in case of emergency.
XVII. PROFESSIONAL SPORTS COUNSELING PANEL
Student-athletes who are interested in a professional sports career need to be knowledgeable
of NCAA regulations as it relates to amateur status. The university offers a Professional
Sports Counseling Panel to guide and counselor student-athletes. It is the responsibility of
the student-athlete to notify the Department of Athletics if he or she is pursuing or is
approached about a professional sports career.
109

Provided below is a summary of NCAA regulations concerning involvement with
professional teams and additional information can be provided by the Department of
Athletics, at the request of the student-athlete:
A student-athlete may seek the assistance of the university’s Professional Sports Counseling
Panel to:
1. advise a student-athlete about a professional career;
2. provide direction on securing a loan for the purpose of purchasing insurance
against a disabling injury;
3. review a proposed professional sports contract;
4. meet with the student-athlete and representatives of professional teams;
5. communicate directly (e.g., in-person, by mail or telephone) with
representatives of a professional athletics team to assist in securing a tryout
with that team for a student-athlete;
6. assist the student-athlete in the selection of an agent by participating with the
student-athlete in interviews of agents, by reviewing written information
player agents send to the student-athlete and by having direct communication
with those individuals who can comment about the abilities of an agent (e.g.,
other agents, a professional league’s players’ association); and
7. visit with player agents or representatives of professional athletics teams to
assist the student-athlete in determining his or her market value (e.g., potential
salary, draft status).
The Professional Sports Counseling Panel consists of the Director of Athletics, university
attorney, Faculty Athletics Representative, and may include additional university
representatives (outside of the Department of Athletics) as necessary. In accordance with
NCAA regulations, the Professional Sports Counseling Panel or a head coach in a sport may
contact agents, professional sports organizations on behalf of a student-athlete, provided no
compensation is received for such services.
110

I Draft and Inquiry i
A student-athlete may inquire of a professional sports organization about eligibility for a
professional-league player draft or request information about the individual’s market value
without affecting his/her amateur status.
Subsequent to initial full-time collegiate enrollment, a student-athlete loses amateur status in
a particular sport when the student-athlete asks to be placed on the draft list or supplemental
draft of a professional league in that sport, even though:
1. student-athlete asks that his or her name be withdrawn from the draft list prior to
the actual draft;
2. student-athlete’s name remains on the list but he or she is not drafted; and
3. student-athlete is drafted but does not sign an agreement with any professional
athletics team.
Exception-Professional Basketball Draft
An enrolled student-athlete in the sport of basketball may enter a professional league’s draft
one time during his or her collegiate career without jeopardizing eligibility in that sport,
provided the student-athlete is not drafted by any team in that league and the student-athlete
declares his or her intention to resume intercollegiate participation within 30 days after the
draft. The student-athlete’s declaration of intent shall be in writing to the Director of
Athletics.
I Negotiations i
A student-athlete may request information about professional market value without affecting
his or her amateur status. Further, the student-athlete, his or her legal guardians or the
professional sports counseling panel may enter into negotiations with a professional sports
organization without the loss of the student-athlete’s amateur status. A student-athlete who
retains an agent shall lose amateur status.
111

I Contracts and Compensation i
A student-athlete shall in ineligible for participation on an intercollegiate sport if he or she
has entered into any kind of agreement to compete in professional athletics, either orally or in
writing, regardless of the legal enforceability of that agreement.
I Agents i
A student-athlete shall be ineligible for participation in an intercollegiate sport if he or she
ever has agreed (orally or in writing) to be represented by an agent for the purposes of
marking his or her athletics ability or reputation in that sport. If the contract does not specify
any specific sport, the student-athlete is ineligible in all sports. A verbal or written agreement
with an agent for representation in future professional sports negotiations that are to take
place after the student-athlete has completed his or her eligibility in that sport will render a
student-athlete ineligible.
A student-athlete shall be ineligible if he or she (or his or her relatives or friends) accepts
transportation or other benefits from:
1. any person who represents a student-athlete in the marketing of his or her athletics
ability; and
2. an agent, even if the agent has indicated that he or she has no interest in
representing the student-athlete in the marketing of his or her athletics ability or
reputation and does not represent individuals in the student-athlete’s sport.
Student-athletes who are approached by professional organizations or agents must report
these contacts to the Department of Athletics in order to not jeopardize NCAA athletic
amateurism regulations.
XVIII. REPORTING OF NCAA VIOLATIONS
112

UNCW is committed to operating its athletic programs in a manner which is consistent with
the NCAA, CAA, and university rules and regulations. Toward that end, the UNCW
Department of Athletics has instituted a compliance program which will combine the training
and education of coaches, student-athletes, and “athletic representatives”; the review and
monitoring of the department and university operating procedures to ensure compliance with
those rules; and prompt institutional response when rule violations do occur.
Our goals are to educate coaches, student-athletes, and athletic representatives of their
responsibilities under the rules, to develop operating systems within the Department of
Athletics and university which guide our efforts to work within the rules, and to respond to
each rule violation so that we can correct the situation and be in compliance with all
applicable rules.
We affirm that coaches, student-athletes, and athletic representatives at UNCW have an
obligation to report any violations or potential violations of NCAA or CAA rules in which
they are aware. The information will be forwarded to the Assistant Athletic Director for
Compliance who will examine the situation and communicate the results with the Director of
Athletics. The Director of Athletics, in consultation with the Chancellor and Faculty
Athletics Representative, may request formation of a committee to conduct or assist in an
investigation of an actual or alleged violation. Actual rule violations will be submitted to the
Director of Athletics, the Faculty Athletic Representative, and to the Chancellor and reported
to the CAA and NCAA.
It is our position that no rule violation is so minor that it need not be reported. In responding
to rule violations, an assessment of the factors will be viewed such as whether the violation is
intentional, whether any advantage is gained (e.g., recruiting, competitive, or for the studentathletes
involved), whether a student-athlete’s eligibility is affected, and whether violations
are recurring. Our goals in responding to an alleged violation will be to encourage
communication; to seek consistency and accountability; and above all to reinforce UNCW’s
commitment to rules compliance.
UNCW’S Procedure For Reporting Rule Violations
i
In accordance with CAA and NCAA regulations, all suspected rule violations shall be
investigated. If the Assistant Athletic Director for Compliance, in consultation with the
Director of Athletics, Faculty Athletics Representative and Chancellor as needed, determines
that a violation has occurred, the rule violation will be reported to the CAA and NCAA.
A. Who May Report A Rule Violation
113

1. Any individual (e.g., athletic department staff member, student-athlete, university
employee, athletic representative) may report an alleged, rumored, or suspected
violation.
2. The individual may report the alleged, rumored, or suspected violation verbally,
in writing, or anonymously.
B. To Whom Shall An Alleged Violation Be Reported
1. If an alleged or rumored violation is conveyed to any athletic department staff
member, the Assistant Athletic Director for Compliance is required to notify the
Director of Athletics of the possible violation immediately.
2. Individuals other than athletic department staff members may report an alleged
violation to any or all of the following persons:
a. Director of Athletics
b. Assistant Athletic Director for Compliance
c. Faculty Athletics Representative
C. Conducting An Investigation Of A Violation
1. The Director of Athletics is responsible for the conduct of all investigations. The
Director of Athletics, in connection with the Chancellor and Faculty Athletics
Representative, may request formation of a committee to conduct or assist an
investigation of an actual or alleged violation.
2. The Director of Athletics shall maintain a written record of all alleged violations.
The record shall consist of the following:
a. Date that the alleged violation was reported to the Director of Athletics or
Assistant Athletic Director for Compliance and by whom the violation was
reported, if not by an anonymous source.
b. Detailed summary of the nature of the alleged violation, including the names
of all persons involved in the alleged violation.
c. Chronology of actions taken by the Director of Athletics in the investigation.
d. Rationale for concluding whether the allegation was or was not a violation of
NCAA regulations.
e. If a violation has occurred, the Director of Athletics will keep on file a copy of
the report of the violation and subsequent correspondence with the NCAA
114

Office. Copies of the report will be sent to the Chancellor, the Faculty
Athletics Representative, and the CAA.
D. Information To Be Included In The Self-Report
The NCAA Enforcement Division recommends that the following information be
included in the report of a violation:
1. The date and location of the violation.
2. The identities of involved student-athletes, coaching staff members, etc.
3. The means by which the institution became aware of this information. (If a
newspaper alerted the institution, a copy of the article should be included.)
4. The reasons the violation occurred, e.g., lack of knowledge, poor monitoring, etc.,
and the justification for these reasons.
5. A list of corrective or punitive actions taken by the institution. This is the most
important item for the institution to report.
6. The institution’s position. The institution should indicate whether it believes a
violation occurred and the specific legislation it believes has been violated.
E. Alleged Violations At Other NCAA Member Institutions
1. If an individual has knowledge of an alleged violation that has occurred at another
NCAA member institution, he/she can report the alleged violation to the Director
of Athletics or Assistant Athletic Director for Compliance.
2. The Director of Athletics or Assistant Athletic Director for Compliance should
discuss the violation with the accuser and may then contact the Director of Athletics
or Assistant Athletic Director for Compliance at the accused member institution to
request that the alleged violation be investigated. The Director of Athletics or
Assistant Athletic Director for Compliance may contact the CAA and request that the
conference contact the accused institution or that institution’s conference.
115

XIV. SENIOR EXIT INTERVIEWS
The senior exit interview is a resource and survey for the Department of Athletics to gain
insight and knowledge into the student-athletes’ athletic experience at UNCW. Additionally,
it is an avenue for the student-athlete to voluntarily share information about their personal
athletic experience both orally and in writing. Student-athletes, who have exhausted
eligibility or are graduating, complete a written senior exit interview by evaluating their
sports program, the Department of Athletics, and their overall experience. The Faculty
Athletics Representative, the Director of Athletics, and the Deputy Athletic Director/SWA
conduct separate oral interviews with the student-athletes. The FAR always interviews a
minimum of one student-athlete per team, if applicable. The results are summarized and
shared in a meeting between the Director of Athletics, Faculty Athletics Representative, and
the Deputy Athletic Director/SWA. This information assists the Department of Athletics in
learning about the student-athletes’ experiences, evaluating the athletic programs, and in
making decisions or taking corrective actions for future athletic improvements.
XX. AWARDS AND RECOGNITION
Because of outstanding contributions to UNCW, whether academic, athletic, or both, studentathletes
may be recipients of public recognition and awards. Their visibility as a successful
student-athlete may lead to requests from the news media for interviews or statements. If this
should occur, the student-athletes should be aware that they are representing not only
themselves, but also their team, the Department of Athletics, and the university. Public
appearances and interviews should be made in a courteous and responsible manner.
The coach, the Department of Athletics and the university may recommend student-athletes
for award nominations. Consideration is given to their athletic performance, academic
record, sportsmanship, observance of rules, as well as other criteria. All awards are provided
in compliance with NCAA regulations regarding the type and number of awards permitted.
Each sport honors its top student-athletes at the annual UNCW Athletic Awards Banquet
near the conclusion of the spring semester. The Department of Athletics recognizes
individual student-athletes as well as presents team awards. Seniors from each team and
athletic support groups receive a senior award.
Additionally, the Assistant Athletic Director for Academics is responsible for recommending
student-athletes for CAA and NCAA awards with the assistance of head coaches and the
Sports Information Office. The Assistant Athletic Director for Academics circulates award
116

and nomination information to coaches, sport supervisors and student-athletes. Every effort is
made to make nominations for awards as appropriate.
I Awards and Scholarships i
Athletic Award – an athletic grant-in-aid may be awarded to a prospective student-athlete or
a continuing student-athlete in accordance with NCAA rules and regulations.
Chancellor’s Cup – The Chancellor’s Cup is presented to a male and/or female studentathlete
who best represents UNCW in the classroom and in the athletic arena. The
recipient(s) must have a minimum 3.0 gpa and be a graduating student-athlete during the
term of its presentation. The Chancellor’s Cup is presented at the annual Athletic Awards
Banquet.
Thomas V. Moseley Outstanding Student-Athlete Award – This award is presented at the
annual Athletic Awards Banquet to one student-athlete who has achieved athletic excellence
and has brought local, regional, and/or national recognition to the university.
Colonial Athletic Association Commissioner’s Academic Award – This award, sponsored
by the CAA, is given annually to student-athletes who have distinguished themselves in both
the classroom and in the athletic arena. Recipients must have earned a varsity letter in their
respective CAA sponsored sport and must have achieved either an overall or current
academic year grade-point average of 3.2 or better.
Seahawk Award – This award is given annually by the Department of Athletics to studentathletes
who have earned a 3.0 or better grade-point average for the academic year.
Golden Seahawk Award – This award is given annually by the Department of Athletics to
student-athletes who have earned a 3.25 or better grade-point average for the academic year.
Team Leadership Award – This annual award is presented to the athletic team who has
demonstrated a commitment to leadership through community service projects, charitable
activities, and the promotion of the UNCW Department of Athletics. The award is presented
at the Athletic Awards Banquet.
Outstanding Student-Athlete Leadership Award – This award, sponsored by the Student-
Athlete Advisory Committee, is presented annually to a student-athlete for outstanding
leadership. The award is presented at the Athletic Awards Banquet.
Soaring Seahawk Award – This award is giving to one male and one female student-
117

athlete who
The NCAA offers several scholarships programs (eg., NCAA Post-Graduate Scholarship
Program, NCAA Degree Completion Program, NCAA Women’s Enhancement Program,
NCAA Ethnic Minority Enhancement Program, etc.) offering financial assistance to studentathletes
completing their degree program as well as opportunities to consider a future in the
athletic field. The Department of Athletics provides annual information about these
programs to all head coaches to share with their student-athletes. It is recommended that
student-athletes visit the NCAA website for further information or inquire with the UNCW
Department of Athletics about these programs. The Assistant Athletic Director for
Academics facilitates nominations for these awards.
Any awards or scholarships that student-athletes may qualify for (eg., Academic All-
American, etc.) will be recommended to the student-athlete by the coach, the Department of
Athletics, and the university. Student-athletes will be contacted to apply for the award or
scholarship and encouraged to inquire about scholarships as well.
XXI. GRIEVANCE PROCEDURES
If a student-athlete believes he or she has been unfairly treated or would like to express any
grievances or concerns in the areas of athletic scholarships, transfer releases, harassment,
hazing, abusive behavior, discrimination or any other issues regarding his/her athletic
experience, opportunities are available to voice these concerns. Student-athletes are
encouraged to deal with your coach whenever possible or to personally see your sport
supervisor, the Deputy Athletic Director/SWA or the Director of Athletics. Another avenue
to express concerns is through a meeting with the Student-Athlete Advisory Committee that
considers matters of general concern for all student-athletes or by contacting your team
SAAC representative or any SAAC officer. Additionally, the Faculty Athletics
Representative, the Athletic Council, and the Office of the Dean of Students, in addition to
the Assistant Athletic Director for Academics, are available to hear any concerns as well.
Any grievance matters regarding financial aid (i.e. athletic scholarship reductions or
cancellations) are handled by the Financial Aid Appeals Committee. If a student-athlete
desires to appeal an athletic scholarship reduction or cancellation, the Financial Aid Office
will provide this hearing opportunity. The student-athlete has 14 days to request the hearing
opportunity upon receiving the written notification from the Financial Aid Office that the
athletic scholarship has been reduced or cancelled. The Financial Aid Office has established
procedures for hearing opportunities and these procedures are outlined in the letter the
student-athlete receives.
Any grievance matters regarding transfer releases (i.e. transfer release appeals) are handled
118

y a subcommittee from the Athletics Council, composed of the Faculty Athletics
Representative and nonathletics faculty/staff members with the addition of two studentathletes
from SAAC. If a student-athlete is denied a request for a transfer release, the
Department of Athletics will provide a written letter to the student-athlete that, upon written
request, he or she will be provided a hearing opportunity. The subcommittee from the
Athletics Council conducts the hearing. The hearing and written results of the hearing are
provided to the student-athlete within 15 business days of the student-athlete’s written
request for a hearing. If the subcommittee fails to conduct the hearing or provide the written
results to the student-athlete within 15 business days, the release shall be granted by default
and a written release will be provided to the student-athlete.
Other grievance matters regarding harassment, hazing, abusive behavior, or discrimination
are handled by a subcommittee from the Athletics Council, composed of the Faculty
Athletics Representative and nonathletics faculty/staff with the addition of two studentathletes
from SAAC. The subcommittee will investigate the grievance matter, conduct a
hearing, as necessary, and provide written the results of the hearing to the student-athlete
and to university personnel. Findings of the subcommittee are directed to the Director of
Athletics and Chancellor for final resolution.
The information provided below is a reference guide on available resources for
communicating any grievances.
Department of Athletics Contact Person
Contact Number
Kelly Mehrtens, Director of Athletics 962-3571
Pat Howey, Deputy Athletic Director/SWA 962-3767
Joe Browning, Sr. Assoc. AD for Communications 962-3236
Randy Magill, Assoc. AD for Business 962-3580
Coaches of Respective Program
TBD
Sports Supervisors
Contact Number
Kelly Mehrtens (Basketball) 962-3571
Pat Howey (Baseball, Softball, Tennis, Golf, Swim& Dive, Volleyball) 962-3767
Joe Browning (Soccer) 962-3236
Randy Magill (Track/Cross Country) 962-3580
Athletic Council Contact Person
Contact Number
Dr. Robert Burrus, Economics & Finance 962-3226
Dr. Steve Elliott, Health & Applied Human Science 962-2115
Dr. Mika Elovaara, Asst. Dir., Graduate Liberal Studies 962-2427
119

Dr. Daniel Guo, Mathematics & Statistics 962-3671
Dr. Randall Hanson, Accountancy & Business Law 962-3801
Dr. Jennifer Horan, Public & International Affairs 962-7929
Dr. Tammy Hunt, Management 962-3684
Dr. John Huntsman, Earth Sciences 962-3499
Dr. Amelia Moody, EYC & Sped, Watson School 962-2580
Dr. John Morrison, Physics & Physical Oceanography 962-7720
Dr. Thomas Porter, Marketing 962-7466
Dr. Stephanie Richardson, English 962-3552
Dr. Scott Simmons, Anthropology 962-3429
Dr. Sue Combs, Faculty Athletic Representative 962-3262
Office of Dean of Students’ Contact Person
Contact Number
Ben Ojala, Assistant Dean of Students 962-3119
Jennie McNeilly, Associate Dean of Students 962-3119
Mike Walker, Dean of Students 962-3119
Athletic Academic Support Program Contact Person
Contact Number
Sandy Morrison, Assistant Athletic Director for Academics 962-7095
Student Athlete Advisory Committee Contact Person
John Dillashaw, President
jed2234
i
XXII. COMPLIANCE
COMPLIANCE
The compliance section is prepared to assist Athletics Department personnel in adhering to
institutional, CAA, and NCAA rules and regulations. It is the responsibility of all staff
members to be familiar with all guidelines and appropriate forms to maintain compliance
expectations as part of your employment at UNCW. If you have any questions, please
consult the Director of Compliance. “PLEASE ASK BEFORE YOU ACT.”
INDIVIDUAL COMPLIANCE RESPONSIBILITIES
DIRECTOR OF ATHLETICS
120

The Director of Athletics, through the Director of Compliance, is responsible for the
overall development, implementation, and review of the department’s procedures to
comply with NCAA, CAA and institutional rules and regulations.
DEPUTY DIRECTOR OF ATHLETICS/SENIOR WOMAN ADMINISTRATOR
The Deputy Director of Athletics is involved in the planning, direction and conduct of the
University’s athletics program within NCAA, CAA and institutional rules and
regulations.
ASSISTANT ATHLETIC DIRECTOR FOR COMPLIANCE
The Director of Compliance is responsible for educating, enforcing and monitoring the
compliance efforts of all coaches, athletics department personnel and student-athletes
pertaining to NCAA, CAA and institutional rules and regulations and serves as a liaison
to outside departments involved in the compliance procedures.
In implementing all compliance matters, the Director of Compliance works closely with
the following individuals to ascertain compliance in their specific areas of responsibility:
SENIOR ASSOCIATE DIRECTOR OF ATHLETICS FOR COMMUNICATIONS
The Senior Associate Athletic Director for Communications is responsible for ensuring
the departmental publications and publicity of all athletics programs comply with NCAA,
CAA and institutional rules and regulations.
ASSOCIATE DIRECTOR OF ATHLETICS FOR BUSINESS
The Associate Athletic Director for Business is responsible for ensuring the financial
procedures of the athletics department and other business-related matters such as team
travel, recruiting travel, official visits and student host expenses, reimbursements, etc.
comply with NCAA, CAA and institutional rules and regulations.
ASSOCIATE DIRECTOR OF ATHLETICS FOR DEVELOPMENT/EXECUTIVE
DIRECTOR OF THE STUDENT AID ASSOCIATION (SEAHAWK CLUB)
The Associate Athletic Director for Development/Executive Director is responsible for
coordinating fundraising events within NCAA, CAA and institutional rules and
regulations, overseeing the Ticket Office, and Marketing and Promotions.
ASSISTANT DIRECTOR OF ATHLETICS FOR FACILITIES AND EVENT
MANAGEMENT
The Assistant Athletic Director for Facilities and Event Management is responsible for
supervising and monitoring the use of athletics facilities and coordinating game
operations of athletics events within NCAA, CAA and institutional rules and regulations.
121

ASSISTANT DIRECTOR OF ATHLETICS FOR MARKETING AND
DEVELOPMENT
The Assistant Athletic Director for Marketing and Development is responsible for
marketing and fundraising for the athletics program within NCAA, CAA and institutional
rules and regulations.
ASSISTANT DIRECTOR OF ATHLETICS FOR ACADEMICS
The Assistant Athletic Director for Academics is responsible for advising studentathletes,
coordinating tutorial assistance for student-athletes and monitoring and reporting
academic progress according to the NCAA, CAA and institutional rules and regulations.
DIRECTOR OF ATHLETIC TRAINING
The Director of Athletic Training is responsible for ensuring the medical and
rehabilitation services of all student-athletes, their medical reports and the permissible
medical expenses and treatment procedures comply with NCAA, CAA and institutional
rules and regulations.
ATHLETICS DEPARTMENT PERSONNEL
All Athletics Department personnel are responsible for the knowledge of and adherence
to NCAA, CAA and institutional rules and regulations as they pertain to their specific
areas of responsibilities. Each individual is held accountable for their actions. It is
imperative that individuals submit appropriate reports, forms, and documents to the
Director of Compliance as required on a timely basis. All Athletic Department Staff
members are required to pass the NCAA Recruiting Exam..
Athletics Department personnel must comply with all applicable rules and regulations,
assist in monitoring the program to assure compliance, identify and report any instances
in which compliance may have been jeoparidized and assist in taking appropriate
corrective actions. Failure to comply with NCAA, CAA and institutional rules and
regulations may result in termination of an employment contract.
Per NCAA Bylaw 11, athletics coaching staff members must be knowledgeable of the
conduct and employment of athletics personnel. It is imperative that coaches who are
identified as the head or assistant coach, graduate assistant coach, undergraduate assistant
coach and/or volunteer coach in a particular sport be knowledgeable of their position’s
definition and the guidelines within which they are employed and permitted to be
compensated or remunerated and able to receive benefit or incur expenses.
FACULTY ATHLETICS REPRESENTATIVE
The Faculty Athletics Representative is responsible for adhering to NCAA, CAA and
institutional rules and regulations. This individual serves the academic interests of
student-athletes and is a contributing member on the academic certification team. The
FAR is involved in and contributes to many areas in the Athletic Department, such as
reviewing student-athletes’ academic progress, approving the NCAA Squad List,
122

collaborating in the senior exit interview process, meeting with SAAC, completing
waivers and appeals, conducting rules investigations, etc.
ATHLETICS COUNCIL
The Athletics Council, as appointed by the Chancellor, serves in an advisory capacity on
athletics matters and concerns and makes recommendations to the Chancellor involving
the administration of the athletics program within NCAA, CAA and institutional rules
and regulations. The Council also reviews the academic interests and progress of
student-athletes.
STUDENT-ATHLETE ADVISORY COMMITTEE
The Student-Athlete Advisory Committee is comprised of student-athlete representation
from each athletic team. The Student-Athlete Advisory Committee brings athletics
concerns and issues to the Director of Athletics and Deputy Athletic Director/Senior
Woman Administrator and makes recommendations to the Athletics Department
involving the athletics programs.
Compliance Responsibility Flow Chart
Athletics Department personnel are responsible for compliance with NCAA, CAA and
institutional rules and regulations. Specific compliance responsibilities and reporting
relationships of the Faculty Athletics Representative, the Assistant Athletic Director for
Compliance and other key individuals inside and outside of the Athletics Department are
illustrated below:
1. Director of Compliance
a. Monitor compliance with NCAA rules and regulations
b. Prepare and complete NCAA reports
c. Serve as liaison for Department of Athletics with internal and external offices
d. Certify student-athlete eligibility
e. Attend CAA compliance seminars
2. Admissions Office
a. Receive and evaluate admission applications
b. Preliminarily evaluates transcripts prior to official visits and during
recruitment process
c. Attend CAA compliance seminars
3. Financial Aid Office
a. Approve and sign athletics grant-in-aids
b. Monitor student-athlete financial aid per NCAA regulations
c. Complete and update NCAA Squad List annually
123

d. Generate Financial Aid Award Notice
e. Complete NCAA reports
f. Attend CAA compliance seminars
4. Assistant Athletic Director for Academics
a. Advise student-athletes and assist in registration process
b. Monitor student-athlete academic progress
c. Monitor tutorial program
d. Serve as liaison for academics
e. Attend CAA compliance seminars
f. Coordinate CHAMPS/Life Skills programming
5. Registrar’s Office
a. Certify student-athlete eligibility
b. Prepare NCAA certification of eligibility forms for signature approval by
Assistant Athletic Director for Compliance, Assistant Athletic Director for
Academics, Associate Registrar, Faculty Athletics Representative, Head
Coach and Director of Athletics
c. Assist in monitoring student-athlete academic progress
d. Attend CAA compliance seminars
6. Faculty Athletics Representative
a. Monitor student-athlete academic progress
b. Certify student-athlete eligibility
c. Review and approve NCAA Squad List
d. Assist with Senior Exit Interviews
e. Serves as liaison for academics
f. Attend CAA seminars and NCAA meetings
7. Internal Audit
a. Annually review compliance records
b. Offer recommendations for improvement in compliance efforts
INSTITUTIONAL CONTROL
The Athletics Department is responsible to and under the control of the Chancellor for the
conduct of the athletics program.
ETHICAL CONDUCT
Athletics Department personnel shall represent themselves with honesty and sportsmanship
124

at all times. Additionally, the Athletics Department does not condone unethical conduct,
gambling activities or deliberate violations of NCAA, CAA and institutional rules and
regulations. All Athletics Department personnel are required to abide by and sign the Ethical
Conduct and Sportsmanship Policy for Athletics Department Staff. It is the responsibility of
all staff members to be good role models for student-athletes and conduct themselves in a
professional manner. If it is determined that a staff member is responsible for unethical or
un-sportsmanlike conduct, appropriate sanctions will be levied, which may include
termination of employment. It is the responsibility of each coach to be familiar with the
Ethical Conduct and Sportsmanship Policy for Student-Athletes and is also your
responsibility to assure that your student-athletes abide by the Ethical Conduct and
Sportsmanship Policy for Student-Athletes.
RULES EDUCATION
It is required of all coaches to attend a monthly Rules Education Meetings on the second
Monday of each month. A required Full Staff Meeting is held the last Monday of each
month. Attendance is monitored at these meetings and forwarded to the Director of Athletics
for staff evaluation purposes. Excused absences from these meetings may be granted by the
Deputy Athletic Director/SWA, Assistant Athletic Director for Compliance and/or Director
of Athletics. All staff members are responsible for securing any information that is covered
during the meetings.
Additionally, the Athletics Department provides all staff members and appropriate
departmental offices with a current NCAA Manual, a bi-monthly compliance newsletter,
Hawk’s Bill, weekly interpretations, and current compliance issues to assist in rules
education. All staff members are encouraged to utilize these resources to strengthen their
understanding and compliance of rules and regulations. All questions should be directed to
the compliance staff.
Finally, education is also provided to representatives of the institution’s athletics interests
through a brochure as well as in-person educational meetings. University constituents who
have Athletics Department related duties are also educated on NCAA, CAA and institutional
rules throughout the year by the AssistDirector of Compliance.
RULES VIOLATIONS
All violations of NCAA and CAA rules and regulations shall be reported to the CAA and the
NCAA. If you have committed, or are aware of, a violation of rules and regulations, you are
required to report this information to the Assistant Athletic Director for Compliance, Deputy
Athletic Direcgtor/SWA, FAR and/or Director of Athletics. Secondary violations shall be
reported to the NCAA and the CAA with Level I violations being reported directly to the
NCAA, and Level II violations being reported to the CAA.
REPORTING OF NCAA RULES VIOLATIONS
UNCW is committed to operating its athletic programs in a manner which is consistent with
the NCAA, CAA and university rules and regulations. Toward that end, the UNCW
125

Department of Athletics has instituted a compliance program which will combine the training
and education of coaches, student-athletes and “athletic representatives”; the review and
modification of the department and university operating procedures to ensure compliance
with those rules; and prompt institutional response when rule violations do occur. Our goals
are to educate coaches, student‐athletes and athletic representatives of their responsibilities
under the rules, to develop operating systems within the Department of Athletics and
university which guide our efforts to work within the rules, and to respond to each rule
violation so that we can correct the situation and be in compliance with all applicable rules.
We affirm that coaches, student‐athletes and athletic representatives at UNCW have an
obligation to report any violations or potential violations of NCAA or CAA rules of which
they are aware. The information will be forwarded to the Assistant Athletic Director for
Compliance who will examine the situation and communicate the results with the Director of
Athletics. The Director of Athletics, in consultation with the Chancellor, and Faculty
Athletics Representative, may request the formation of a committee to conduct or assist in an
investigation of an actual or alleged violation. Actual rule violations will be submitted to the
Director of Athletics, the Faculty Athletic Representative and the Chancellor and reported to
the CAA and NCAA. It is our position that no rule violation is so minor that it need not be
reported. In responding to rule violations, an assessment of the factors will be viewed such as
whether the whether any advantage is gained (e.g., recruiting, competitive, or for the
student‐athletes involved), whether a student‐athlete’s eligibility is affected and whether
violations are recurring. Our goals in responding to an alleged violation will be to encourage
communication; to seek consistency and accountability; and above all to reinforce UNCW’s
commitment to rules compliance.
UNCW’S PROCEDURE FOR REPORTING RULE VIOLATIONS
In accordance with CAA and NCAA regulations, all suspected rule violations shall be
investigated. If the Director of Athletics determines that a violation has occurred, the rule
violation will be reported to the CAA and NCAA.
WHO MAY REPORT A RULE VIOLATION
o Any individual (e.g., athletic department staff member, student‐athlete, university
employee, athletic representative) may report an alleged, rumored or suspected violation.
o The individual may report the alleged, rumored or suspected violation verbally, in writing
or anonymously.
TO WHOM SHALL AN ALLEGED VIOLATION BE REPORTED
o If an alleged or rumored violation is conveyed to any athletic department staff member, the
Assistant Athletic Director for Compliance is required to notify the Director of Athletics of
the possible violation
126

immediately.
o Individuals other than athletic department staff members may report an alleged violation to
any or all of the following persons:
Director of Athletics
Deputy Athletic Director
Assistant Athletic Director for Compliance
Faculty Athletics Representative
CONDUCTING AN INVESTIGATION OF A VIOLATION
o The Director of Athletics is responsible for the conduct of all investigations. The Director
of Athletics, in connection with the Chancellor and Faculty Athletics Representative, may
request the formation of a committee to conduct or assist an investigation of an actual or
alleged violation.
o The Director of Athletics shall maintain a written record of all alleged violations. The
record shall consist of the following:
Date that the alleged violation was reported to the Director of Athletics or Assistant
Athletic Director for Compliance and by whom the violation was reported, if not by
an anonymous source.
Detailed summary of the nature of the alleged violation, including the names of all
persons involved in the alleged violation.
Chronology of actions taken by the Director of Athletics in the investigation.
Rationale for concluding whether the allegation was or was not a violation of
NCAA regulations.
If a violation has occurred, the Director of Athletics will keep on file a copy of the
report of the violation and subsequent correspondence with the NCAA Office. Copies
of the report will be sent to the Chancellor, the Faculty Athletics Representative and
the CAA.
INFORMATION TO BE INCLUDED IN THE SELF‐REPORT
The NCAA Enforcement Division recommends that the following information be included in
127

the report of a violation:
o The date and location of the violation.
o The identities of involved student‐athletes, coaching staff members, etc.
o The means by which the institution became aware of this information. (If a newspaper
alerted the institution, a copy of the article should be included.)
o The reasons the violation occurred, e.g., lack of knowledge, poor monitoring, etc., and the
justification for these reasons.
o A list of corrective or punitive actions taken by the institution. This is the most important
item for the institution to report.
o The institution’s position. The institution should indicate whether it believes a violation
occurred and the specific legislation it believes has been violated.
ALLEGED VIOLATIONS AT OTHER NCAA MEMBER INSTITUTIONS
o If an individual has knowledge of an alleged violation that has occurred at another NCAA
member institution, he/she can report the alleged violation to the Director of Athletics or
Assistant Athletic Director for Compliance.
o The Director of Athletics or Assistant Athletic Director for Compliance should discuss the
violation with the accuser and may then contact the Director of Athletics or Assistant
Athletic Director for Compliance at the accused member institution to request that the
alleged violation be investigated. The Director of Athletics or Assistant Athletic Director for
Compliance may contact the CAA and request that the conference contact the accused
institution or that institution’s conference.
FINANCIAL AID
ATHLETICALLY-RELATED INCOME
Annually, all Athletics Department personnel, excluding secretarial support, must complete
the Athletically-Related Income form. All income received for participation in athleticallyrelated
activity, minus salary, must be included.
FINANCIAL AUDIT
Expenditures for or on the behalf of the Athletics Department must be within NCAA and
institutional rules and regulations and are subject to an annual financial audit by a qualified
auditor not employed by the University. The Athletics Department’s annual budget is
approved by the Chancellor through the Business Affairs Office.
128

The Athletics Department has established various reviews and documents to ensure
expenditures are handled in accordance with NCAA rules. Designated individuals, the
Associate Athletic Director for Business and the Director of Compliance, are responsible to
ensure that funds are expended in a manner consistent with NCAA rules and regulations.
All expenditures, governed by NCAA rules and regulations, are approved by the Associate
Athletic Director for Business through close communication with the Assistant Athletic
Director for Compliance. All approved expenditures are then forwarded to the University’s
Accounting Department for processing.
STUDENT AID ASSOCIATION (SEAHAWK CLUB)
The UNCW Student Aid Association, Inc., a non-profit corporation founded in 1988,
performs charitable and educational services for the University and its members. This
corporation is an outgrowth of the Wilmington College Student Aid Association founded in
December 1966. The charter requires compliance with the rules and regulations of the
NCAA, CAA and the Athletics Department. The Chancellor has final authority regarding the
operation of the Student Aid Association. All decisions are subject to the Chancellor’s
approval or to that of her designee. All rules and bylaws are found in the “Bylaws of UNCW
Student Aid Association, Inc.” are registered under section 501 (c)(3) of the Internal Revenue
Codes of 1954.
ATHLETIC SCHOLARSHIPS
A student‐athlete may be awarded an athletic scholarship for any term during which the
student‐athlete is in regular attendance as an undergraduate with eligibility remaining or
within six years after initial enrollment in a collegiate institution (provided the student does
not receive such aid for more than five years during that period), or may receive an athletic
scholarship as a graduate student if NCAA regulations are satisfied and eligibility remains.
A student‐athlete must meet applicable institutional, conference, and NCAA regulations to be
eligible for institutional financial aid.
A full athletic scholarship can cover the maximum expenses of tuition and fees, room and
board, and required course‐related books and a partial athletic scholarship may be in any
amount less than a full athletic scholarship.
Athletic scholarships shall not be awarded in excess of one academic year and must be
reissued each academic year if approved for renewal.
It is permissible for a staff member to inform a prospect that the athletics department may
recommend to the financial aid authority that the prospect’s financial aid be renewed each
year for a period of four years. However, the prospect must be aware that the renewal is not
automatic and must be renewed on an annual basis if approved. Additionally, it is not
permissible for an institution to assure the prospect that it automatically will continue a
129

grant‐in‐aid past the one‐year period if the recipient sustains an injury that prevents him or
her from competing in intercollegiate athletics, but may inform the prospect that a
recommendation for renewal may be approved past the one‐year period and must be renewed
annually if approved.
An athletic scholarship may be reduced or canceled during the period of the award if the
recipient:
renders himself or herself ineligible for intercollegiate competition;
fraudulently misrepresents any information on an application, letter of intent or
financial aid agreement;
engages in serious misconduct warranting substantial disciplinary penalty; or
voluntarily withdraws from a sport at any time for personal reasons
The student‐athlete must be notified in writing of an opportunity for a hearing if his or her
aid is reduced or cancelled during the period of the award.
An athletic scholarship may not be increased, decreased or canceled during the period of the
award:
on the basis of a student’s athletics ability, performance or contribution to a team’s
success;
because of an injury that prevents the recipient from participating in athletics; or
for any other athletics reason
An athletic scholarship may be increased as follows:
between the period of time when the student‐athlete signs the financial aid award
letter and
the beginning of the period of the award; and
subsequent to the date on which the student‐athlete receives any benefits as part of the
student’s financial aid grants (which is determined on the first day of classes for a
particular
academic term or the first day of practice, whichever is earlier), an institution may
increase the student‐athlete’s financial aid if the institution can demonstrate that such
an increase is unrelated in any manner to an athletics reason
The Department of Athletics will make all athletic scholarship recommendations to the
Financial Aid Office for approval. The Department of Athletics reserves the right to make
recommendations for athletic scholarship awards or for athletic scholarship changes, within
NCAA guidelines.
130

Any reduction or cancellation of aid during the period of award is permissible only if such
action is taken for proper cause by the regular disciplinary or financial aid authorities of the
institution and the student-athlete has been provided written notice of an opportunity for a
hearing.
Renewals and Nonrenewals of Athletic Scholarships
The renewal of institutional financial aid based in any degree on athletics ability shall be
made on or before July 1 prior to the academic year in which it is to be effective. The
institution shall promptly notify in writing each student‐athlete who received an award the
previous academic year and who has eligibility remaining in the sport in which financial aid
was awarded the previous year whether the grant has been renewed or not renewed for the
ensuing academic year. Notification of financial aid renewals and nonrenewals are approved
and prepared by the Financial Aid Office.
Hearing Opportunity Required:
If the institution decides not to renew or decides to reduce financial aid for the ensuring
academic year, the institution shall inform the student‐athlete in writing that he or she, upon
request, shall be provided a hearing before the Financial Aid Appeals Committee. The
decision to renew or not renew the financial aid is left to the discretion of the Financial Aid
Committee, to be determined in accordance with its normal practices for students generally.
Reconsideration of Nonrenewal
It is permissible for the institution that has notified a student‐athlete that he or she will not be
provided institutional financial aid for the next academic year subsequently to award
financial aid to that student-athlete.
Fifth-Year Scholarships
Department of Athletics does not automatically grant fifth‐year athletic scholarships.
Whether a student‐athlete is still completing their undergraduate degree, completing a second
major, has eligibility remaining or has athletic scholarship eligibility remaining should not be
presumed reasons by the student‐athlete that a fifth‐year scholarship will be granted. The
Department of Athletics will review requests for consideration of a fifth‐year athletic
scholarship by the student‐athlete. The student-athlete must complete the application for a
“Fifth‐Year Scholarship Request” form with all attachments and signatures affixed to be
turned in to the Director of Compliance by April 1 of that academic year.
To be eligible for consideration, the student‐athlete must:
meet the criteria for fifth‐year assistance per NCAA regulations;
present valid reasoning for the fifth‐year assistance request;
have supporting documentation from the head coach for the request; and
have evidence of academic progress made the academic year(s)
131

Fifth‐year assistance is awarded based on funds available. The Director of Athletics will have
the discretion to waive the criteria for fifth‐year assistance, due to mitigating circumstances
and will have final authority for approving all fifth‐year assistance requests pending the
Office of Financial Aid’s approval.
Summer School Scholarships
Student‐athletes who received athletic scholarships during the previous academic year may
request summer school assistance by completing the “Summer School Assistance
Application Request” form with all attachments and signatures affixed to be turned in to the
Director of Compliance by April 1 of that academic year.
To be eligible for consideration, the student‐athlete must:
meet the criteria for summer school assistance per NCAA regulations;
present valid reasoning for the summer school assistance request;
have supporting documentation from the head coach for the request; and
present evidence of academic progress made during that academic year.
Summer school financial assistance is awarded based on funds available. The Director of
Athletics will have the discretion to waive the criteria for summer school assistance, due to
mitigating circumstances and will have final authority for approving all summer school
assistance requests, pending the Office of Financial Aid’s approval.
Summer School Scholarship Request for Academically Ineligible Student‐Athletes
At the conclusion of the spring semester, student‐athletes who academically ineligible per
NCAA and/or institutional requirements have the opportunity to apply for summer school
scholarship to regain eligibility for the fall semester if they meet the criteria stated above.
Summer school applications must be submitted to the compliance office within 48 hours of
final grades being posted. Requests will be reviewed by the Athletic Department’s summer
school scholarship committee (Asst AD for Compliance, Asst AD for Academics, Associate
AD for Business and Deputy Athletic Director) with the Director of Athletic having final
authority for approving summer school requests, pending the Office of Financial Aid’s
approval.
SCHOLARSHIP PROCEDURES
Coaches will submit their request for the preparation of an athletic scholarship/National
Letter-of-Intent for a prospective or returning student-athlete. The requests are reviewed by
the Director of Compliance, the Sport Supervisor and the Associate Athletic Director for
Business and recommended to the Financial Aid Office for final approval. All scholarship
requests must be within the financial parameters of each respective sport’s budget. The
132

Financial Aid Office will approve, by signature, all athletic scholarships.
The NCAA Squad List is prepared annually and updated frequently during the academic
year. The Director of Compliance initiates the forms being completed, and, in concert with
the Financial Aid Office, records the data to formulate the equivalencies. A copy of the
NCAA Squad List is kept in the Financial Aid Office as well as the Athletic Department.
ATHLETIC SCHOLARSHIP/NLI APPROVAL
1. Head Coach completes the Request for Athletic Scholarship/National Letter of Intent
form form.
2. The request is reviewed by the Sport Supervisor, Director of Compliance, Associate
Athletic Director for Business and the Deputy Director of Athletics.
3. After approval, the athletic scholarship/NLI is prepared by the Compliance
Coordinator.
4. The prepared NLI is given to the Director of Compliance for review and preparation
of the scholarship letter.
5. Director of Compliance provides athletic scholarship and budget document to the
Financial Aid Office for approval and signature from the Director of Financial Aid.
6. Compliance or coach mails athletic scholarship/NLI for signature by prospective
student-athlete.
7. Compliance Coordinator reviews signed athletic scholarship/NLI for accuracy and
validity.
8. Compliance Coordinator forwards the valid athletic scholarship/NLI to the
conference office.
9. Director of Compliance and Compliance Coordinator review and confirm valid NLI
list received from the conference office.
10. Completed athletic scholarship letters are forwarded to the Financial Aid Office for
processing.
ATHLETIC SCHOLARSHIP RENEWAL
1. Head Coach completes Athletic Scholarship form requesting athletic scholarship
renewals after the completion of the playing season.
2. Scholarship renewal requests are reviewed and approved by the Sport Supervisor,
Director of Compliance, Associate Athletic Director for Business and the Deputy
Athletic Director.
3. Director of Compliance provides athletic scholarship and budget document to the
Financial Aid Office for approval and signature from the Director of Financial Aid.
4. If possible during the academic year, compliance or coach provides renewal letters to
student-athletes in person. If after the academic year, compliance or coach mails
renewal letters to student-athletes by July 1
5. Director of Compliance reviews and tracks returned athletic scholarship letters.
6. Completed athletic scholarship letters are forwarded to the Financial Aid Office for
processing.
ATHLETIC SCHOLARSHIP REDUCTIONS OR NONRENEWALS
133

1. Head Coach completes Athletic Scholarship form requesting athletic scholarship
reduction or nonrenewal after the completion of the playing season or during the
period of the scholarship award for NCAA permissible reasons.
2. Scholarship reductions or nonrenewal requests are reviewed by the Sport Supervisor,
Director of Compliance, and the Deputy Athletic Director, with final review from the
Director of Athletics. The Director of Athletics is informed of all reduction and
cancellation requests.
7. If the reduction or cancellation requests are denied, a scholarship renewal will be
prepared.
8. If the reduction or cancellation requests are internally approved by the Department of
Athletics, the Athletic Scholarship Reduction of Nonrenewal form is forwarded to
the Financial Aid Office for approval and signature.
3. All reduction or nonrenewals scholarship letters are prepared by the Financial Aid
Office and includes the reason for the reduction or nonrenewal and the procedures to
appeal the decision and request a hearing.
4. Reduction or nonrenewal scholarship letters are provided to the student-athlete no
later than July 1 st unless NCAA regulations permit differently.
NCAA Special Assistance Fund
There is an established fund by the NCAA allowing member institutions to utilize funds to
assist student-athletes who have unmet financial needs. Student‐athletes’ unmet financial
need be verified by the Financial Aid Office and/or Office of International Programs
(international student-athletes). Some permissible uses of the fund are:
medical expenses (except those covered by another insurance program);
dental expenses
hearing aids
vision therapy (e.g. contact lenses, eyeglasses)
off‐campus counseling
expendable academic course supplies
essential items, up to $500 per year
family emergencies
The Department of Athletics has the authority to approve or not approve any requests for this
fund, and student‐athletes should make only valid requests. There is a limited amount of
funds available and student‐athletes should make prompt requests to the Department of
Athletics. The Financial Aid Office will be notified of the student‐athletes’ request for
assistance and will be the final authority for approving or not approving the request based on
the student‐athlete’s financial need and the current amount of financial aid awarded.
ACADEMICS
ADMISSIONS
134

Student-athletes are admitted to the University following the same procedures established for
admitting students in general. Student-athletes must meet admissions criteria and minimum
freshmen requirements as stated in the University catalogue. If a prospective studentathlete’s
admissions application necessitates further review for admissability, a coach may
request consideration for this review to the Deputy Athletic Director who will evaluate the
merits of the request with the Director of Athletics. If the request is not supported, no further
action is taken. However, if the Director of Athletics supports the request, the Deputy
Athletic Director presents the request to the Associate Provost/Enrollment Manager in the
Division of Academic Affairs, who then makes the final admissions decision. If the request
is supported, admissions will be granted.
SPECIAL ADMISSIONS
If a student-athlete has a minimum course requirement deficiency upon graduation from high
school, a coach may request consideration for special admissions to the Deputy Athletic
Director. The General Administration of the UNC system has defined special admissions as
an MCR course deficiency only. The Deputy Athletic Director consults with the Director of
Athletics on special admissions cases. If it is decided that the case has merit, the Director of
Athletics meets first with the Associate Provost/Enrollment Manager to seek support prior to
appealing to the Chancellor, who has final approval for special admission decisions. If the
appeal is supported by the Chancellor, admissions will be granted.
Eligibility Certification Committee
The process for eligibility certification involves an Eligibility Committee that consists of the
Registrar, the Faculty Athletics Representative, the Assistant Athletic Director for
Academics, the Assistant Athletic Director for Compliance and an Internal Auditor. The
committee meets several times a year to review the academic progress of all student-athletes.
At the beginning of each academic term, the committee meets to review in detail all studentathletes
for the necessary academic requirements. All members of the committee review and
approve each student-athlete for declared eligible for the term.
Prior to the first game of each team’s season, the Registrar prepares the eligibility report for
signature by the committee and a final signature from the Director of Athletics. Each team’s
roster is verified by the Assistant Athletic Director for Compliance and the Assistant Athletic
Director for Academics with the assistance of each head coach to ensure that all studentathletes
are included on the eligibility report.
FRESHMEN: NCAA ELIGIBILITY CENTER
All freshmen and upperclassmen that may be new to the roster are required to register with
the NCAA Eligibility Center. The compliance staff tracks the registration status of the
freshmen during their senior year of high school. The high school students are required to
send their final high school transcripts and test scores to the NCAA EC. The NCAA EC staff
reviews the academic records and certifies that the students are eligible for intercollegiate
competition upon their enrollment at a Division I institution. These initial-eligibility
standards can be found in detail in the NCAA manual.
135

TRANSFERS: TRANSFER RELEASE
The certification of transfer student-athletes is initiated by a transfer release request sent to
the individual’s previous institution. This request allows the Compliance staff to verify the
student-athlete’s academic and athletic history at the previous institution. The academic
history is shared with the Eligibility Committee as part of the certification process.
COMPLIANCE FORMS
Each student-athlete is required to complete compliance forms prior to practicing and
competing each year. Each team attends a compliance meeting with the Director of
Compliance who reviews the compliance forms and the Student-Athlete Handbook, answers
any questions and directs the student-athletes to complete the forms. The rosters are
reviewed to ensure that everyone has completed the forms prior to the start of practice. No
student-athlete is cleared for practice until each form is signed completely and accurately.
THE ELIGIBILITY CENTER CERTIFICATION
The NCAA Eligibility Center certifies the academic and amateur status of all college-bound
student-athletes who wish to compete at NCAA Division I institutions. For academic
certification, a prospective student-athlete must register with the Eligibility Center and
submit ACT and/or SAT scores and official and final high school transcripts from all high
schools attended. For amateurism certification a prospective student-athlete must complete
an amateurism questionnaire and be certified as an amateur by the NCAA Eligibility Center.
ELIGIBILITY CENTER PROCEDURE
1. One designated coach from each team submits a prospect’s information to have
him/her added to the Institutional Request List (IRL). The following information is
needed: name, date of birth, high school, address and graduation date.
2. The Compliance Coordinator adds the prospect(s) to the UNCW IRL.
3. The Compliance Coordinator sends a weekly report to each coaching staff that
reflects their prospects’ initial-eligibility status. The report is generated from the
NCAA Eligibility Center and shows each prospects’ status on the following items:
a. Eligibility Center ID
b. Grade Point Average
c. ACT/SAT Scores
d. Submission of Transcript(s)
e. Submission of NLI and Date signed
f. Academic Status
g. Amateur Status
Initial Eligibility Certification Process
A. The NCAA Eligibility Center certifies the academic and amateurism status of
freshmen and transfer student-athletes. On campus, the Eligibility Committee
is responsible for verifying the eligibility for all student-athletes. The
136

committee is comprised of the Associate Registrar, FAR, Assistant Director of
Athletics for Academics, Director of Compliance, and Internal Auditor.
Interviews with selected individuals involved in the process affirmed that the
current certification process is comprehensive and that the individuals
involved are knowledgeable about NCAA requirements. The system for
certifying academic and amateurism eligibility is as follows:
1. Coaches submit names and Eligibility Center identification numbers of
prospective student-athletes to the Director of Compliance so they can
be added to the Eligibility Center Institutional Request List (IRL).
2. The Director of Compliance serves as the liaison between the
Admissions Office and the coaches for all matters pertaining to the
admission status of incoming student-athletes.
3. The Director of Compliance sends a weekly Eligibility Center web
status report to each head coach that reflects their prospects’ current
academic and amateurism status.
4. Coaches are responsible for informing prospective student-athletes of
the Eligibility Center requirements and process for completing the
Student Release Form and submitting the Amateurism Questionnaire,
and keeping prospects informed of any Eligibility Center
issues/deficiencies.
5. When the Eligibility Center posts the prospects’ final academic and
amateurism status online, the Eligibility Committee verifies the
information via the Eligibility Center status report. The Director of
Compliance maintains copies of the NCAA Forms 48-C in the
Compliance Office.
6. The Associate Registrar prepares an Eligibility Certification
spreadsheet for each sport that includes multiple columns of academic
and eligibility information. The spreadsheets include a column to
indicate whether or not the incoming student-athlete is a “Qualifier”.
It was unclear as to whether or not this column also reflected
Amateurism certification.
7. The Eligibility Certification spreadsheets are certified and signed by
the Registrar, FAR, Director of Compliance, Assistant Director of
Athletics for Academics, Head Coach, and Director of Athletics.
8. The Director of Compliance provides head coaches with written
verification (e.g., copy of Eligibility Certification spreadsheet, memo)
each term to list all freshmen and transfer student-athletes and whether
or not they are eligible or ineligible for competition and/or practice
with updates provided as changes occur.
Continuing Eligibility Process
A. Eligibility Certification. The Eligibility Committee is responsible for
verifying and certifying the eligibility of all continuing student-athletes. The
committee is comprised of the Associate Registrar, FAR, Assistant Director of
Athletics for Academics, Director of Compliance, and Internal Auditor.
Interviews with selected individuals involved in the process, and a review of
137

andomly selected Eligibility Certification spreadsheets, transcripts, and
Degree Audit Reports affirmed that the current certification process is
comprehensive and that the individuals involved are knowledgeable about
NCAA requirements. The system for certifying continuing eligibility is as
follows:
1. At the conclusion of the spring term head coaches are required to
provide the Director of Compliance with an official roster that lists
individuals that will return to the team for the subsequent fall term.
2. Once spring term grades are posted online the head coach meets with
the Assistant Director of Athletics for Academics and the Director of
Compliance to review grades and progress toward degree requirements
for each returning student-athlete. The Assistant Director of Athletics
for Academics maintains academic eligibility information on a termby-term
basis for all student-athletes that includes a current transcript
and Degree Audit Report (DAR) to track and verify that studentathletes
meet progress towards degree requirements (i.e., total credits
required, number of credits earned towards degree program, GPA
requirements, 18/24 hour rule, six hour rule, degree program declared).
Coaches are informed of any deficiencies at this time.
3. The Assistant Director of Athletics for Academics and staff assist with
identifying at-risk student-athletes and issues affecting their eligibility
status and inform the Director of Compliance. Student-athletes that
have deficiencies or concerns relative to continuing eligibility
requirements are notified in writing by the Assistant Director of
Athletics for Academics with copies provided to the head coach.
Information provided includes the deficiency and action the studentathlete
must take to regain eligibility (e.g., attend summer school,
declare a degree program).
4. Prior to the each team’s first game the Associate Registrar runs a
report from Banner and prepares the Eligibility Certification
spreadsheet for each sport.
5. The Eligibility Committee meets and the spreadsheet is displayed on a
projector. Each student-athletes’ academic information is reviewed,
column by column, and verified to ensure that all NCAA and
institutional eligibility requirements are met.
6. Once approved by all members of the Eligibility Committee, the
Eligibility Certification spreadsheets are signed by the Associate
Registrar, FAR, Director of Compliance, Assistant Director of
Athletics for Academics, Head Coach, and Director of Athletics.
7. The Director of Compliance provides a copy of the completed
Eligibility Certification spreadsheet to the head coach that indicates
each student-athlete’s eligibility status in addition to other academic
eligibility information. Revised spreadsheets are provided to the head
coach as changes in eligibility status occur, and/or student-athletes are
added to the roster. The Eligibility Certification spreadsheets are filed
in the Compliance Office.
138

Mid-Year Certification Process
A. The Eligibility Committee is responsible for verifying and certifying the Mid-
Year Eligibility for all student-athletes. The process used to certify fall
eligibility as follows:
1. After fall grades are posted the Associate Registrar runs a report from
Banner and prepares the Eligibility Certification spreadsheet for each
sport that lists all coded student-athletes.
2. The Eligibility Committee meets and the spreadsheet is displayed on a
projector and each student-athletes’ academic information is discussed
and verified to ensure that all academic requirements are met (i.e.,
number of hours passed in previous term, cumulative GPA, and
current hours registered for spring term). The committee verifies
whether or not at least six hours passed during the previous term apply
to the designated degree program.
3. The Mid-Year Team Eligibility Certification spreadsheets are signed
by the Associate Registrar, Faculty Athletic Representative, Director
of Compliance, Assistant Director of Athletics for Academics, Head
Coach, and Director of Athletics and maintained in the Compliance
Office.
4. The Director of Compliance provides a copy of the completed Mid-
Year Eligibility Certification spreadsheet to the head coach that
indicates each student-athlete’s eligibility status for competition in
addition to other academic eligibility information. Revised
spreadsheets are provided to the head coach as changes in eligibility
status occur, and/or student-athletes are added to roster.
Monitoring Full-Time Enrollment Process
A. The Director of Compliance is responsible for ensuring that student-athletes
maintain full-time enrollment each term in order to practice and compete.
1. In early summer the Assistant Director of Athletics for Academics
receives team rosters from the Director of Compliance and assigns
sport codes in Banner and CAi for all new and returning studentathletes.
2. The Registrar’s Office emails a report twice each day to the Director
of Compliance, Assistant Director of Athletics for Academics, Deputy
Director of Athletics, and FAR that lists all coded student-athletes
registered for fewer than twelve hours for the current term.
The Registrar’s Office puts a “freeze” on the account of all coded
student-athletes that prohibits them from making changes to their
course schedules if it puts them below full-time status. To make
changes to their schedules student-athletes must receive approval from
an academic advisor.
Student-athletes registered for fewer than twelve hours without prior
approval are required to stop practicing and competing. When a
139

student-athlete drops below full-time status the Director of
Compliance immediately notifies the student-athlete, coach, and sport
administrator, both verbally and via email, and ensures that the
student-athlete discontinues all practice activities and competition until
full-time enrollment is resumed.
Student-athletes that have permission to be registered for fewer than
twelve hours are required to provide the Registrar’s Office with a letter
from the Dean verifying that the student is enrolled in the final
semester of the baccalaureate program and is carrying (for credit) the
courses necessary to complete the degree requirements.
Transfer Eligibility Process
A. The Eligibility Committee is responsible for verifying the eligibility of all
transfer student-athletes. The committee is comprised of the Associate
Registrar, FAR, Assistant Director of Athletics for Academics, Director of
Compliance, and Internal Auditor. Interviews with selected individuals
involved in the process, and a review of randomly selected CAA Transfer
forms, transcripts, Degree Audit Reports, and Permission to Contact and
Transfer forms affirmed that the current certification process is
comprehensive and that the individuals involved are knowledgeable about
NCAA requirements. The system for certifying transfer eligibility is as
follows:
1. Four-Year Transfer. The head coach provides the prospect’s name to
the Director of Compliance and the previous institution is contacted to
request Permission to Contact and determine NCAA eligibility status.
The Director of Compliance provides a copy of the Permission to
Contact and Transfer forms to the head coach. Information on the
release includes:
• Permission to Contact..
• Initial Eligibility Status.
• Dates of Attendance.
• Recruited or Nonrecruited.
• National Letter of Intent status.
• Eligibility for the One-Time Transfer or other exception.
• Number of seasons of competition used.
• Number of years received athletics aid.
2. Two-Year Transfer. The Director of Compliance contacts two-year
institutions to request written verification regarding the number of
years of competition used and athletic aid received. If confirmation is
not received then it is assumed that the student-athlete competed and
received athletic aid during each year of attendance at the two-year
college and this information is included on the NCAA Squad List.
3. The Associate Registrar evaluates the transcript to determine the
140

number of transferable credits, and completes a CAA Transfer form.
4. The Director of Compliance, Assistant Director of Athletics for
Academics, and Associate Registrar evaluate the transcript and CAA
Transfer form to determine whether or not the NCAA progress toward
degree and grade point average requirements are met, and if an NCAA
transfer exception applies. The student-athlete’s information is added
to the Eligibility Certification spreadsheet.
5. The Eligibility Committee is responsible for certifying transfer
eligibility (e.g., six hour rule, percentage of degree, GPA, enrollment
status, declared major, NCAA transfer exception and approved release,
etc.)
6. The Director of Compliance provides head coaches with written
verification (e.g., copy of Eligibility Certification spreadsheet) each
term to list all transfer student-athletes and whether or not they are
eligible or ineligible for competition and/or practice with updates
provided as changes occur.
Academic Performance Program Process
A. The Director of Compliance, Assistant Director of Athletics for Academics,
Deputy Director of Athletics, and Associate Registrar are responsible for
completing the Academic Performance Program Report (APP). The process
is as follows:
1. After each term, all academic information (degree applicable hours
earned, cumulative GPA, etc.) is entered into Compliance Assistant for
the Internet (CAi) by the Director of Compliance. The data is obtained
from the Banner system.
2. The individual student-athletes’ academic eligibility and retention
information is reviewed, verified and signed by the Eligibility
Committee in the same verification process that is used prior to the
start of each sport’s playing season to certify continuing eligibility.
3. The Director of Compliance inputs the additional athletic and financial
aid information (i.e., sports played, seasons of competition used, and
total amount of aid for each sport each year) in CAi and uploads it to
APP. The Deputy Director of Athletics and the Assistant Director of
Athletics for Academics review the report and compare it with the
team rosters to ensure the appropriate student-athletes are included in
each year’s cohort.
4. The final APR data is reviewed by the Associate Registrar to provide
external oversight prior to submission to the NCAA. In addition the
institutional auditor reviews this information throughout each semester
as part of the Eligibility Committee’s eligibility certification review.
When approved by the Associate Registrar, the APP report is
submitted electronically to the NCAA by the Director of Compliance,
and copies or the report are provided to the Chancellor, Athletics
Council, athletics staff and coaches.
141

Financial Aid Administration Process
A. NCAA Squad Lists – Renewals & Non-Renewals. The procedure for
completing NCAA Squad Lists and monitoring changes in individual financial
aid packages are as follows:
1. After the completion of the playing season the Deputy Director of
Athletics provides each head coach with scholarship costs and a
scholarship budget for the upcoming year. Coaches determine Grant-
In-Aid (GIA) for the returning members of their team and submit
completed GIA renewal and non-renewal forms (including reason for
non-renewal or reduction of aid) to the Director of Compliance. Head
coaches meet with the Associate Director of Athletics for Business
prior to the fall term and again at mid-year to review their budgets.
Renewal and non-renewal requests must be approved by the Sport
Supervisor, Associate Director of Athletics for Business, and Deputy
Director of Athletics.
2. Approved GIA renewal and non-renewal letters are sent to the
Financial Aid liaison to check the athletic budgets and sign the forms.
Forms are then returned to the Director of Compliance to mail to
student-athletes by July 1. All non-renewal letters state the reason for
the non-renewal or reduction and instructions for the student-athlete to
request an appeal.
3. Student-athletes sign the GIA and return a copy to the Director of
Compliance, who provides copies to the Financial Aid liaison.
4. The Financial Aid liaison is responsible for entering the athletic GIA
information, and all other aid in the Financial Aid Payment System in
Banner.
5. The Financial Aid liaison is responsible for entering all non-athletic
countable aid (e.g., loans, grants) on CAi. The Director of Compliance
is responsible for entering the athletic GIA, number of years competed
and received aid, and recruited status on CAi.
6. The Director of Compliance has read-only access to the studentathletes’
financial aid screens in Banner and the ability to run financial
aid reports as needed to monitor changes in aid packages.
7. The Director of Compliance prints the NCAA Squad Lists and
provides them to the Financial Aid liaison to verify and provide
signature approval of all data, and to certify that NCAA individual and
team limits are not exceeded.
8. The Director of Compliance signs the Squad Lists and obtains
signatures from the head coach prior to the first competition. Copies
of Squad Lists are provided to the head coaches for each sport and
filed in the Compliance Office and the Office of Financial Aid.
142

9. The year-end, final version of the NCAA Squad List is verified and
certified by the Financial Aid liaison in June.
B. Squad List Changes/Updates. The coach is responsible for informing the
Director of Compliance when a student-athlete is added or removed from the
team roster. The Financial Aid liaison is responsible for monitoring the Squad
Lists by regularly reviewing student-athletes’ financial aid packages in Banner
and notifying the Director of Compliance regarding changes. The Squad Lists
are updated several times throughout the year and changes are reviewed with
the head coach. Copies are verified and signed by the Financial Aid liaison
with copies provided to the Director of Compliance and Head Coach.
C. Financial Aid Appeal. In the event that a student-athlete’s athletic
scholarship is reduced or not renewed, the student-athlete has the right to
appeal. The appeal process is as follows:
1. The student-athlete is notified in writing by the Director of Financial
Aid of the reduction or cancellation of athletic financial aid and
informed of the hearing opportunity and process for requesting an
appeal.
2. To request a hearing, the student-athlete must submit a written request
for an appeal meeting to the Director of Financial Aid within 14 days.
3. Upon receiving a request for an appeal meeting, the Director of
Financial Aid convenes a committee comprised of four persons from
the university community. This committee includes the Director of
Financial Aid, the FAR, and two other faculty or staff, chosen as
needed. The Deputy Director of Athletics serves as an Ex Officio
member.
4. The appeal meeting is convened within seven days after it is requested.
a. The appeal meeting is closed to the public.
b. The student may be accompanied by a person of their choice,
although the student-athlete is the only individual who may
speak during the hearing.
c. The coach, or designee, may present pertinent information
regarding the appeal.
d. The student-athlete presents his/her appeal regarding the
reduction or cancellation of athletic financial aid.
e. At the conclusion of the evidence, the committee excuses all
parties and witnesses and deliberates to determine the outcome
of the appeal.
f. Within three days after the conclusion of the hearing the
committee notifies the student-athlete and athletic department
143

of its decision.
D. Outside Scholarships. The Director of Compliance and Financial Aid liaison
are responsible for monitoring outside financial aid for student-athletes to
ensure that team and individual scholarship limits are not exceeded.
1. Outside scholarships are processed by the University Business Office
and entered on the student’s financial aid payment account in Banner.
2. The Financial Aid liaison monitors the student-athlete accounts. When
a student-athlete receives outside aid the Financial Aid liaison informs
the Director of Compliance. The Director of Compliance may request
information about the source and criteria of the outside aid from the
student-athlete and/or donor to determine whether or not it is countable
in the individual and/or team aid limit. If documentation is not
received then the aid is considered countable in the individual and
team limits and is added to the NCAA Squad List.
3. During preseason team meetings, the Director of Compliance reviews
the NCAA financial aid rules and instructs student-athletes to notify
the Compliance staff if they receive aid.
4. Outside aid is monitored by the Director of Compliance using information
received from student-athletes, by notification from the Financial Aid liaison,
and by running Financial Aid reports regularly throughout the year to capture
ELIGIBILITY REQUIREMENTS
First Year of Enrollment
Term 1:
Be certified as Qualifier by NCAA Eligibility Center
CAA does not allow nonqualifiers to represent member institutions if
enrolling as a recruited first-time freshman. CAA does allow for
exceptions for transfers and non-recruited freshman.
Term 2:
Pass six hours during term 1
Second Year of Enrollment
Term 3:
Pass six hours during term 2
Pas 18 hours during terms 1 and 2 combined
Pass 24 hours during previous academic year
Have 90% (1.80 @ UNCW) of GPA needed for graduation
Term 4:
144

Pass six hours during term 3
Maintain 90% (1.80 @ UNCW) of GPA needed for graduation
Third Year of Enrollment
Term 5:
Pass six hours during term 4
Pass 18 hours during terms 3 and 4 combined
Complete 40% (50 credits @ UNCW) of degree program requirements
Have 95% (1.90 @ UNCW) of GPA needed for graduation
Declare a major
Term 6:
Pass six hours during term 5
Maintain 95% (1.90 @ UNCW) of GPA needed for graduation
Fourth Year of Enrollment
Term 7:
Pass six hours during term 6
Pass 18 hours during terms 5 and 6 combined
Complete 60% (75 credits @ UNCW) of degree program requirements
Have 100% (2.00 @ UNCW) of GPA needed for graduation
Term 8:
Pass six hours during term 7
Maintain 100% (2.00 @ UNCW) of GPA needed for graduation
Fifth year of Enrollment
Term 9:
Pass six hours during term 8
Pass 18 hours during terms 7 and 8 combined
Complete 80% (100 credits @ UNCW) of degree program requirements
Have 100% (2.00 @ UNCW) of GPA needed for graduation
Term 10:
Pass six hours during term 9
Maintain 100% (2.00 @ UNCW) of GPA needed for graduation
*Requirements listed above are subject to change based upon NCAA legislative changes.
This document will be reviewed and updated annually for any changes.
145

RESOURCES EXTERNAL TO THE UNIVERSITY
1. Colonial Athletic Association (CAA)
c. Kathleen Batterson, Senior Associate Commissioner
d. kbatterson@caasports.com
e. (804) 754-1616 ext. 13
2. National Collegiate Athletic Association (NCAA)
a. Conference Contact: Frank Arredondo
b. farredondo@ncaa.org
c. (317) 917-6652 (Frank’s Direct Line)
d. (317) 917-6222 (Main NCAA Number)
3. NCAA Eligibility Center (NCAA EC)
a. Conference Contact: Alex Hammond (must go through CAA staff to contact)
b. 1-800-544-2950 (Main NCAA EC Number)
TEXTBOOKS
Student-athletes who receive athletic scholarships including textbooks will have their
required textbooks provided by the Athletics Department. Per NCAA guidelines, optional
textbooks or materials will not be provided as part of student-athletes’ athletics scholarships.
1. Director of Compliance provides the Assistant Athletic Director for Academics with
a list of textbook scholarship recipients.
2. Director of Compliance and the Assistant Athletic Director for Academics meet and
conduct an NCAA educational session with University Bookstore employees
regarding textbook procedures.
3. Assistant Athletic Director for Academics sends a textbook scholarship recipient list
to the University Bookstore a few weeks before the semester begins with a copy of
student-athletes’ schedules. The University Bookstore packages the required
textbooks based on the schedules. If student-athletes make changes to their
schedules, the Assistant Athletic Director for Academics forwards update schedules
to the University Bookstore for the necessary textbook changes.
4. Student-athletes returs textbooks from changed courses to the Assistant Athletic
Director for Academics, who returns the textbooks to the University Bookstore.
5. Student-athletes pick up their textbooks at the University Bookstore during the first
few days of the semester with their university ID.
6. The University Bookstore sends textbook receipts to the Athletics Department.
7. Associate Athletic Director for Business, in consultation with Director of Compliance
and the Assistant Athletic Director for Academics, reviews the receipts for accuracy.
8. At the conclusion of the semester, textbooks are returned to the Student-Athlete
Academic Support office.
9. Assistant Athletic Director for Academics will track all books returned by studentathletes.
Any books not returned by last day of final exams will result in a charge to
the student-athlete’s account for the value of the unreturned books. Individual
146

student-athletes may request to keep their books for future academic pursuits. These
requests must be in writing and will be reviewed on a case-by-case basis.
10. The University Bookstore purchases back the textbooks if they can be reused;
otherwise, the textbooks are donated or recycled.
MISSED CLASS POLICY
The UNCW Department of Athletics is committed to the academic success of its
student‐athletes. To support student‐athlete academic responsibilities and obligations,
theDepartment of Athletics monitors class attendance and the degree progress of its
student‐athletes. As established by Athletic Council, student‐athletes will not have more than
five absences per class in a given semester for athletic travel and competition. Exceptions to
this policy will be reviewed and approved by Athletic Council for reasons related to
conference scheduling, sport competition scheduling, post‐season competition and other
extenuating circumstances. No class time will be missed for team practices. Additionally,
there will be no athletic events scheduled during the final exam periodwithout prior approval
from the Chancellor’s Office. Such approval is granted only under exceptional
circumstances. However, an athletic event may be scheduled on a Saturday or Sunday during
the exam period.
Student‐athletes are encouraged to pre‐register for classes as well as schedule classes early in
the day.Coaches, Assistant Athletic Director for Academics and Sport Supervisors review
class schedules and recommend changes to prevent excessive and unnecessary absences. The
Department of Athletics prepares missed class forms to notify instructors of class dates that
student‐athletes will miss due to athletic travel and competition. Instructors sign the missed
class forms indicating awareness and approval of the missed class. If instructors indicate a
conflict with the missed class, the student‐athlete will attend class if other arrangements
cannot be agreed upon. It is the responsibility of the student-athlete to satisfactorily complete
any class work missed or assigned by the instructor.
DEPARTMENT OF ATHLETICS SCHEDULING POLICY
The Department of Athletics develops team schedules to minimize conflict with the academic
responsibilities of student-athletes. The Chancellor approved priority registration for
student-athletes to also help minimize conflicts between classes and athletic obligations.
Most student-athletes are able to schedule required courses during morning hours and during
the off-season to significantly reduce potential conflicts between classes and athletic
schedules.
The Department of Athletics adheres to the NCAA policy for not missing classes due to
practices and every effort is made to schedule competition with the least amount of class time
missed. Through the Student-Athlete Advising Center, missed class letters are prepared and
forwarded to faculty, who have student-athletes enrolled in their classes, of dates when
student-athletes will miss class due to scheduled competition. Should there be a conflict
between an instructor’s expectations and athletic competition, the student-athlete will adhere
to class demands.
147

In the preparation of competition schedules, coaches make a good faith effort to prepare
schedules that provide an optimal balance between missed class time and competition.
Scheduling flexibility is somewhat limited at times due to conference schedule obligations.
Coaches complete a “Proposed Declaration of Playing & Practice Season” form that is
reviewed by the Director of Compliance, Associate Athletic Director for Business, the Sport
Supervisor, and the Deputy Athletic Director/SWA. An important focus of this review is the
number of missed classes associated with competition. Competition schedules are revised, as
necessary, when there is an excessive number of absences. Additionally, the Athletic
Council reviews the number of missed classes per semester and approves schedules
according to the Student-Athlete Missed Class Policy.
STUDENT-ATHLETE WITHDRAWAL FROM A SPORT
Every effort will be made to contact and schedule a meeting with a student-athlete who
withdraws from a sport. The student-athlete will meet with either the Director of Athletics,
Deputy Athletic Director or Sport Supervisor to discuss the decision. An oral and written
exit interview will be conducted with the student-athlete is he/she agrees to participate and
the documents will be filed in the student-athlete’s folder in the Athletic Department.
RECRUITING
Only coaches who have passed the NCAA Coaches’ Recruiting Test will be permitted to
recruit off campus. All Athletics Department personnel, including support staff, will take the
test annually. Additionally, each head coach will submit a list of the names and duties of
his/her coaching staff at the beginning of the year for approval. There will be no additions to
the coaching staff without approval by the Director of Athletics or designee. Each head
coach must be knowledgeable of the number and limitations of coaches and their duties
within NCAA guidelines.
TRAVEL APPROVAL
All travel, both recruiting and non-recruiting, must be approved by Compliance prior to the
travel occurring. Without the compliance approval coaches may not be reimbursed for the
travel.
RECRUITING AND NON-RECRUITING TRAVEL
1. Coach completes the Request to Travel document (two forms are available: one for
recruiting travel and one for non-recruiting travel) and submits to Compliance.
2. Compliance reviews request for any recruiting bylaw issues.
3. Compliance approves travel and notifies coach of approval.
4. Compliance tracks approvals for ease of later review by Associate Athletic Directgor
for Business for reimbursement of travel expenses.
5. After travel, Coach requests reimbursement for travel expenses.
148

6. Reimbursement request is reviewed and approved by Associate Athletic Director for
Business.
UNOFFICIAL VISITS
Prospective student-athletes have the opportunity to visit an institution’s campus at their own
expense an unlimited number of times as long as the visit is not during a recruiting dead
period. During an unofficial visit, the Athletics Department cannot pay any expenses or
arrange for parking for the prospective student-athlete.
During an unofficial visit, the institution may provide a maximum of three complimentary
admissions to a home contest. In addition, a prospective student-athlete may stay in an
enrolled student-athlete’s dormitory room without cost because the University does not
change any guest for staying in the dormitories.
For documentation of an unofficial visit, the coaching staff submits the Unofficial Visit
Request form to the Compliance Staff. If complimentary tickets are requested in conjunction
with the unofficial visit, that request is forwarded to the Ticket Manager.
OFFICIAL VISITS
Prospective student-athletes have the opportunity to visit an institution’s campus at the
expense of the institution for a 48-hour period. An institution is only permitted to provide
one official visit per prospective student-athlete. To obtain approval for the official a
member of the coaching staff must submit the Official Visit Request packet to Compliance.
The following are required along with the official visit packet for the official visit to be
approved:
The prospective student-athlete must register with the NCAA Eligibility Center. The
prospective student-athlete’s NCAA ID number should be included in the official
visit request.
The prospective student-athlete's transcript (high school, two-year or four-year
institution) must be received by the institution.
The prospective student-athlete's PSAT, SAT, or ACT test scores (high school
prospects only) must be received by the institution.
A letter to the prospective student-athlete sent by the coaching staff notifying him/her
of the official visit regulations as well as the NCAA Banned Drug list, the Graduation
Rate Report, the Graduation Success Rate, APR Report, Initial-Eligibility Standards
and Nutritional Supplements list.
The student host form must be signed by the head coach and the student host. The
signature on the form affirms that the student host understands the rules associated
with being a student host and agrees to abide by them.
Itinerary for the campus visit with identification that the itinerary was sent to the
prospective student-athlete prior to the visit. The visit cannot exceed 48 hours and
must include a meeting with the sport’s academic advisor.
Transfer release (if applicable)
The step-by-step official visit process is as follows:
149

1. Coaching staff submits official visit packet and all required documentation.
2. The Compliance Coordinator reviews packet and documentation to approve the visit.
3. Prior to the official visit, the Compliance Coordinator returns the official visit packet
along with any student host money to the coaching staff.
4. After the official visit, the coaching staff returns the official visit packet with the
necessary post official visit documentation.
5. The Compliance Coordinator reviews the official visit packet for any compliance
issues.
TELEPHONE LOGS
Coaches record all telephone calls to prospective student-athletes and submit the telephone
logs to the Compliance Coordinator on a weekly basis. The Compliance Coordinator reviews
the telephone log for NCAA rules. Every two months, the Compliance Staff receives the
office telephone records for all the coaching staff members and reviews those records in
conjunction with the telephone logs. In addition, the Compliance Staff receives the cellular
telephone records for all the coaching staff members who receive Athletics Department cell
phones and reviews those records as well.
CAMPS AND CLINICS PROCEDURE
Institutional and privately owned camps and clinics must abide by all NCAA, CAA and
UNCW regulations. These regulations include not only the camp itself, but also the
promotion of the camp.
1. Coach completes Camp Brochure form prior to any promotion or release of
information regarding camp. For privately owned camps, coaches will be responsible
for completing the UNCW Sports Camp Contract and fulfilling all requirements in
the contract prior to the camp. All requirements of the Facilities policy must also be
met.
2. Coach completes Camp/Clinic Description in the Camp/Clinic Review Packet and
submits to Director of Compliance for approval.
3. Coach will complete Camp Brochure Approval form and submit to Director of
Compliance for approval of any items being used to promote the camp. In addition to
the Director of Compliance, the Senior Associate Athletic Director for
Communications, Assistant Athletic Director for Facilities, and the Deputy Athletic
Director also review and approve the camp brochure.
4. After all approvals are granted, the Director of Compliance will notify Senior
Associate Director of Athletics for Communications that the camp has been approved.
Information regarding the camp may only be posted on the institutional Web site after
this confirmation.
5. After the camp, coaches complete the remainder of the Camp/Clinic Review Packet
which includes a payment ledger, a refund list, a list of any group or individual
discounts, a list of camp employees and their compensation as well as a list of all high
school or two-year college coaches.
150

6. Coaches will submit the facilities rental fee of $4.00 per camper to the Associate
Athletic Director for Business.
7. The post camp review will be completed by the athletics compliance and business
offices.
151

PLAYING SEASON
DECLARATION OF PLAYING AND PRACTICE SEASAON
1. Head Coach establishes a proposed competition schedule and completes a Declaration
of Playing & Practice Season Form and submits a typed proposed competition
schedule with the form to the following individuals for signature approval:
a. Sport Supervisor (first approval)
b. Director of Compliance
c. Associate Athletic Director for Business
d. Deputy Director of Athletics (final approval)
2. Head Coach submits a copy of the approved competition schedule to Senior Associate
Athletic Director for Communications.
3. Senior Associate Athletic Director for Communications prepares dated draft of
competition schedule and returns to Head Coach for final review.
4. Head Coach approves the final schedule draft, returns to Senior Associate Athletic
Director and provides a copy to the Director of Compliance for contract preparation
(See Contract Procedure).
5. Senior Associate Athletic Director for Communications submits a copy of the final
approved schedule draft to:
a. Director of Athletics
b. Deputy Athletic Director
c. Associate Athletic Direcdtor for Business
d. Associate Athletic Director for Development
e. Assistant Athletic Director for Facilities
f. Assistant Athletic Director for Marketing
g. Director of Compliance
h. Director of Sports Medicine
i. Director of Ticket Office
j. University Police
k. Telecommunications
l. ARAMark
m. Media
n. Respective Head Coach
6. Director of Compliance prepares contracts for home competitions and submits to
Head Coach for review and signature approval.
152

7. Director of Athletics signs men’s basketball contracts and Deputy Athletic Director
signs remaining sports contracts and Director of Compliance prepares for mailing.
8. Director of Compliance files returned contracts and provides copy to Head Coach.
9. Head Coach is responsible for assuring that all contracts have been returned.
GAME CONTRACT PROCESS
All home and away contests should have contracts signed by participating institutions
agreeing to the game date, time and location. The majority of game contracts will be
provided a year in advance; however, in some instances, some sports will have contracts that
are provided on a request basis.
Home Contests
1. Director of Compliance obtains home contest dates from head coaches of each
sport.
2. Director of Compliance prepares contracts for each contest and receives required
signatures from Head Coach, Deputy Athletic Director, and Director of Athletics
(MBB contracts).
3. Director of Compliance mails contracts to opponents.
4. Director of Compliance receives complete contracts from other institutions and
logs receipt of contracts.
5. Director of Compliance makes copy of contracts for Head Coach and files
original.
Away Contests
1. Director of Compliance receives contracts from other institution and logs receipt
of contract.
2. Director of Compliance forwards contracts to Head Coach for initial review.
3. Head Coach reviews contracts for date, time and location agreement and sends
back to Director of Compliance with signature of approval or necessary revisions.
4. Director of Compliance forwards contracts to Deputy Athletic Director or
Director of Athletics (MBB contracts) for final signature.
5. Director of Compliance mails original to hosting institution and keeps a copy for
file.
PRACTICE LOGS
Team practices are monitored to ensure student-athletes are not participating in more hours
of countable athletically related activities than is permitted by the NCAA rules. To help
monitor these practices, coaches submit weekly practice logs that reflect all countable
athletically related activities for each student-athlete during that week. In addition, the
Compliance staff does frequent in-person checks of practice.
153

OVERNIGHT PARKING PASSES
Overnight parking passes are issued to student-athletes traveling to away competition who
have a valid UNCW parking permit for another lot on campus. Overnight parking is
approved for the Greene Lot only.
Procedure
1. The coaching staff submits the student-athletes’ parking decal and license plate
number to the Compliance Coordinator during the first week of classes.
2. The coaching staff provides the names of the student-athletes who need parking
passes the day before the team will depart campus for the overnight trip.
3. The Compliance Coordinator assigns each parking pass to a specific student-athlete.
4. Compliance Coordinator makes sure all overnight passes were returned in a timely
manner.
PRACTICE PARKING PASSES
Parking passes to allow student-athletes to park near their practice sites are issued to studentathletes
who have a valid permit for another lot on campus. These passes are only valid from
1:30 pm - 7 pm and are issued for various lots depending on the sport. To issue these passes
Compliance needs the following information:
Student-athlete BANNER ID number
Make and model of car
Parking decal number
License plate
Procedure
1. The coaching staff submits the required information to the Compliance Coordinator
during the first week of classes.
2. The Compliance Coordinator submits the information to the University parking
office.
3. The parking office staff prepares the practice passes and provides them to the
Compliance Coordinator.
4. Student-athletes must sign for the parking passes when receiving them.
COMPLIMENTARY ADMISSIONS
Prospective student-athlete complimentary admissions are for the exclusive use of the
prospective student-athlete and those persons accompanying the prospect on the visit. An
institution may provide a maximum of three complimentary admissions (issued only through
a pass list) to a home athletics event. An exception exists if a prospective student-athlete is a
member of a nontraditional family. The institution may provide up to two additional
complimentary admissions to the prospective student-athlete from a nontraditional family in
order to accommodate the parents accompanying the prospective student-athlete. Seating
may be provided only in the general seating area of the facility used for conducting the event.
The facility’s press box, special seating box(es) or bench area is specifically prohibited. The
institution may not provide complimentary admissions to a prospective student-athlete for a
postseason conference tournament.
154

Student-athletes may receive four complimentary admissions per home or away
intercollegiate athletics event in which the individual participates (either practices or
competes). For postseason events, six complimentary admissions are permitted.
Complimentary admissions shall be provided only through a complimentary admissions pass
list for individuals designated by the student-athlete. "Hard tickets" shall not be issued. The
individual using the complimentary admission must present identification to the person
supervising the use of the pass list at the admission gate. Complimentary admissions may be
provided to members of the institution's team for all intercollegiate athletics events in a
tournament in which the team is participating, rather than only for the games in which the
institution's team participates. However, the contests must be at the site at which the
institution's team participates. Per CAA regulations, there are contests within the conference
that no complimentary tickets are issued.
A student-athlete may not receive payment from any source for his or her complimentary
admissions and may not exchange or assign them for any item of value. Individuals
designated by the student-athlete to receive complimentary admissions are not permitted to
receive any type of payment for these admissions or to exchange or assign them for any item
of value. Receipt of payment for complimentary admissions by such designated individuals is
prohibited and considered an extra benefit.
Home Contest Complimentary Admissions
Student-athletes inform the coaching staff of the names of the individuals
receiving complimentary admissions.
The coaching staff submits the complimentary admissions form to the
Compliance Coordinator.
The Compliance Coordinator notifies the coaching staff of approval of the list and
submits it to the Ticket Manager.
The complimentary admissions pass list will be available at the pass gate two
hours prior to start of the contest (Ticket manager will keep all pass lists on file).
Any changes made to the complimentary pass list must be approved by
Compliance.
Away Contests Complimentary Admissions
Complimentary admissions pass list is provided to the opposing teams Ticket
Manager by the coaching staff upon arrival at the away contest.
Opposing team submits the pass list after contest to our Ticket Manager.
UNCW DEPARTMENT OF ATHLETICS’ ETHICAL CONDUCT
AND
SPORTSMANSHIP POLICY
The Department of Athletics requires athletic department administrators, coaches, athletic
trainers and staff to conduct themselves in a manner, which creates a positive image of the
155

university, the CAA and the NCAA. As athletic department personnel, you have a highly
visible role in representing the university, and your behavior must be exemplary on and off
the playing field. You must represent the honor and dignity of fair play and compete with
ethical conduct and sportsmanship at all times. You are responsible for your own ethical
conduct consistent with the values of sportsmanship, respect, civility, honesty, and integrity.
Additionally, you are expected to obey public laws as well as the rules and regulations of the
university, Department of Athletics, CAA, and NCAA. The Department of Athletics will take
appropriate disciplinary or remedial actions with athletic department personnel in response to
any violation of policies, rules, regulations, and laws.
Gambling and Bribery
The Department of Athletics will not tolerate any form of gambling or bribery related to any
intercollegiate or professional sports. Sports wagering undermines the integrity of sports
contests and jeopardizes the well being of student‐athletes and intercollegiate athletics.
Athletic Department personnel engaging in gambling or bribery activities will be held
accountable for their action which may result in suspension or dismissal from employment at
UNCW.
Athletic Department Conduct
UNCW employees must conform to all federal, state, and local laws, as well as university
regulations. As an athletic department staff member, you are not exempt from penalty for
misconduct. The Department of Athletics expects its staff to act with honor and integrity, to
understand that compliance with NCAA, CAA, and institutional rules and regulations is an
important element of employment and adhere to these rules and regulations, and to report
any alleged, rumored or suspected violations of rules. Additionally, as representatives of the
university, athletic department staff members must demonstrate ethical conduct and good
sportsmanship at all times.
COLONIAL ATHLETIC ASSOCIATION SPORTSMANSHIP POLICY
Effective August 2002
To affirm its commitment to good sportsmanship, the CAA Athletic Directors have approved
an
expanded sportsmanship policy to state that a player or coach who is ejected from a contest
for
unsportsmanlike conduct/behavior will automatically be suspended for the next game. The
rule
will operate in the following manner:
Amendment to CAA Constitution 7.05
Sportsmanship Rule. Any player or coach ejected from a contest for unsportsmanlike
156

conduct/behavior will automatically be suspended for the next game. Conduct subsequent to
the ejection can increase the penalty at the Commissioner’s discretion. A second ejection
within any year will result in a two game suspension. A third ejection will result in a five
game suspension. This rule does not limit the Commissioner’s authority to impose a greater
sanction based on the seriousness of the conduct (e.g. fighting) or by a playing rule. This rule
will applyautomatically, but is subject to appeal to the Commissioner.
In the sports of baseball and softball, an umpire has the authority to restrict the coach to the
dugout for the remainder of the game for conduct/behavior short of ejection.
This rule may run concurrently with the playing rules in particular sports that provide for a
next game suspension (e.g. red card in soccer).
Examples of how the rule would apply (not all inclusive):
Ejection for language/behavior. Apply.
Ejection for rough play. Apply.
Ejection for arguing an officials’ call or contact with an official. Apply.
Defaults for conduct in sports such as tennis, golf, wrestling, track. Apply.
A flagrant technical foul in basketball causing ejection. Apply.
Ejection in baseball for malicious contact. Apply.
Two yellow cards in soccer resulting in a red card and ejection. Apply, but suspension
concurrent with playing rules unless compounded.
Accumulation of several yellow cards in soccer over a number of games resulting in a
one‐game
suspension. Does not apply.
Compounded penalty:
An ejected player storms to the bench/dugout and engages in additional misconduct. One
game penalty for the ejection plus possible increased penalty for additional misconduct
determined by the Commissioner based on the seriousness of the act(s).
In basketball an ejected player starts a fight. One game for ejection plus additional sanction
for fighting.
Application.
This rule will apply to all games during the regular season (conference and non‐conference –
home or away) and will continue through the conference championship. This conference rule
and any carry over penalty will not apply to NCAA or other post‐season competition.
However, penalties prescribed by the playing rules of that sport may carry over to postseason
157

competition.
Athletic Council
The Athletic Council is involved in policy and budget decisions concerning the Department
of Athletics. The Council meets monthly to evaluate athletic competition schedules and the
number of missed classes due to travel and competition; to review student‐athletes’ grades,
academic concerns, and student-athlete well being issues; and to be consulted on the athletic
budget, athletic plans for the future and approve, if necessary, any athletic decisions.
The Athletic Council reports directly to the Chancellor in an advisory capacity on issues
involving the administration of intercollegiate athletics. The Chancellor charges the Athletic
Council to:
Represent the views of the faculty regarding intercollegiate athletics among faculty
members and other members of the community.
Maintain strict adherence to academic standards at UNCW, the CAA and the NCAA.
This responsibility includes review of the academic progress of student‐athletes.
Review annually the policies and conduct of intercollegiate athletics at UNCW to
ensure compliance with current and pending NCAA regulations involving Title IX
and issues of gender equity, women and minority opportunities, sportsmanship, and
student‐athlete welfare issues.
Be available ad hoc to address athletic issues or problems that might arise, and serve
as a hearing committee at the Chancellor’s request.
Represent the faculty on hiring committees for coaches and athletic administrators.
Review with the Director of Athletics and Faculty Athletic Representative relevant
legislative proposals.
Represent the faculty interest in matters of athletic scheduling, current facility use and
future facility plans.
Senior Exit Interviews
The senior exit interview is a resource and survey for the Department of Athletics to gain
insight and knowledge into the student‐athletes’ athletic experience at UNCW. Additionally,
it is an avenue for the student‐athlete to voluntarily share information about their personal
athletic experience both orally and in writing. Student‐athletes, who have exhausted
eligibility or are graduating, complete an online survey to evaluate their sports program, the
Department of Athletics and their overall experience. Separate oral interviews are also
conducted with the student‐athletes. The results are summarized and shared in a meeting
between the Director of Athletics, Faculty Athletics Representative and the Deputy Director
of Athletics. This information assists the Department of Athletics in learning about the
158

student‐athletes’ experiences, evaluating the athletic programs, and in making decisions or
taking corrective actions for future athletic improvements.
Use of Drugs and Tobacco Products
Per NCAA regulations, the use of tobacco products is prohibited by all game personnel (e.g.,
coaches, trainers, managers and game officials) in all sports during practice and competition.
Game personnel who use tobacco products during a practice or competition shall be subject
to disciplinary actions. Additionally, the Department of Athletics does not condone any use
of illegal or improper substances by its staff and if anyone is determined to be using these
substances, the University will take appropriate action.
Equipment and Apparel
The coaching staff of each team is responsible for issuance and retrieval of apparel and
equipment to and from student‐athletes. Coaches are responsible for maintaining a record of
apparel and equipment, requiring student-athletes to to sign for the apparel and equipment,
and tracking the issuance and retrieval of apparel and equipment.
Student‐athletes are not permitted to retain athletics equipment unless permissible per NCAA
regulations. Used equipment may be purchased by the student‐athlete on the same cost basis
as by any other individual interested in purchasing such equipment. However, a
student‐athlete may retain athletics apparel items at the end of his or her intercollegiate
participation. A student‐athlete may also retain athletics apparel items prior to the end of his
or her collegiate participation, provided such items are not reusable by other team members.
Listed below are examples of reusable and not reusable apparel and equipment.
Reusable Apparel
Game Jerseys
Game Pants
Practice apparel deemed reusable
Warm‐up suits used for competition
Warm‐Up Suits used for practice/travel
Rain Slickers
Examples of Equipment
Bats
Golf Bags
Golf Clubs
159

Tennis Rackets
Travel Bags
Helmets
Apparel not reusable
Undergarments
T‐Shirts
Under Jerseys
Socks
Practice T‐Shirts
Practice Shorts
Shoes
Knee Pads
Goggles
Spandex
Caps
Gloves
Sweats
Hats/Visors
Good Sportsmanship
One of your responsibilities as an athletic department staff member is to always display good
sportsmanship at athletic events. Sportsmanlike behavior requires effort on your part. Treat
the opposing team, fan, student-athletes, and coaches equally and with respect.
Unsportsmanlike conduct in others never justifies retaliation with unsportsmanlike conduct
on your part. Don’t make excuses, or discuss other’s shortcomings. Almost every situation
has a positive and a negative side. Emphasize the positive. Support your officials, avoid
criticizing them or blaming losses on their actions. When attending other athletic events,
remember that you are expected to demonstrate good sportsmanship behavior at these events
as well. As a role model, spectators will be watching you to see how you act. Show them
that you are proud to be a Seahawk
160

XXIII. APPENDICES
ATHLETIC DEPARTMENT
Available in the Department of Athletics
XXIII.
ATHLETIC DEPARTMENT APPENDICES
DEPARTMENTAL STAFF POLICIES
Employment Contract
Evaluation Form
Department Orientation Form
Employee Performance Work Plan
Application for Leave
Vacation/Sick Leave Record
FINANCIAL ADMINISTRATION AND CONTROL
Projected Budget
Individual Travel Request
Team Travel Request
Travel Authorization State Employees
Travel Request and Invoice for Athletic Vehicles
Athletic Vehicle and Team Travel List
Athletic Rooming List
Receipts for Meals by Athletes
Travel Expense (Work Sheet)
Travel Reimbursement
Business Entertainment Expenditures
Requisition Input (Purchase Order)
161

Request for Equipment of Supplies
Request for Printing Services
Non-State Employee Payment
Check Request
Accounting of Check
Cash Receipt
Telecommunications Service Request
Basketball Ticket Sales Report
Financial Records System/ Request for Access
PROPERTIES AND FACILITIES
Lease Agreement
Attachment A
UNCW Activities/Events
Event Check-List
Moving Services Request
Physical Plane Work Request
PROPERTIES AND FACILITIES (CONT'D)
Special Project Request
Physical Plant Digging & Excavating Request
UNCW Key Transmittal
Key Control Policy
UNCW SPORTS MEDICINE PROGRAM
Sports Medicine Staff
Pre-Participation Examination for New Athletes
UNCW Student-Athlete Insurance Information
Try Out Acceptance of Risk/Liability Waiver
UNCW Emergency Action Plan
Emergency Plans for:
Trask Coliseum – Men's Basketball
Soccer Field – Men's and Women's Soccer
Tennis Courts – Men's and Women's Tennis
162

Boseman Field – Softball
Brooks Field - Baseball
Hanover Gymnasium – Women's Volleyball
Storm Danger/Lightning Safety
Emergency Phone Numbers
UNCW Athletics Medical Crisis Management Plan
University Emergency Medical System, 911
STUDENT-ATHLETE ACADEMIC SUPPORT
Academic Support and Advising Flow Chart
Missed Class Policy
Missed Class Notification
Student-Athlete Academic Deficiency Report
The Learning Center Request for Tutor Form
COMPLIANCE FORMS
Guide to NCAA Rules and Regulations for Alumni and Friends of UNCW
UNCW Athletics Transfer Release Request
Request for Information from Two-Year Institutions for potential transfer
Request for Information from Four-Year Institutions for potential transfer
Information about the Graduation-Rates Report, Division I
Squad Lists
RECRUITING FORMS
Official Visit Policy - UNCW
UNCW Official Visit Pre-Approval and Summary Form – Out-of-State
UNCW Official Visit Pre-Approval and Summary Form – In-State
Official Visit Checklist
Official Visit Guidelines - Head Coach and Student Host Instructions
Official Visit Request for Meal Tickets
Official Visit Request for Athletic Event Tickets and Receipt Form
UNCW Athletics Request to Travel - Recruiting
RECRUITING FORMS (CONT'D)
163

In-State UNCW Athletics Contact and Evaluation Record - Basketball
Out-of-State UNCW Athletics Contact and Evaluation Record - Basketball
In-State UNCW Athletics Contact and Evaluation Record
Out-of-State UNCW Athletics Contact and Evaluation Record
Unofficial Visit Record (In-State Prospect)
Unofficial Visit Record (Out-of-State Prospect)
Unofficial Visit Ticket Request and Receipt Form
STUDENT-ATHLETE FORMS
Summary of NCAA Regulations – Division I
NCAA Drug-Testing Consent – Division
UNCW Consent to Disclose Information
UNCW Request to Release Confidential Information
UNCW Department of Athletics' Ethical Conduct and Sportsmanship Policy
UNCW Athletics Hazing Policy Statement
Authorization/Consent for Disclosure of Protected Health Information-NCAA
Colonial Athletic Association Employment and Earnings Declaration
Fifth-Year Assistance Scholarship Request Form
Summer School Assistance Scholarship Request Form
Travel Release Form – Student-Athlete Not Traveling with Team
Learning Center Request for Tutor Form
COACHES FORMS
Athletically Related Travel – Non-Recruiting Purposes
UNCW Squad List Additions or Deletions
Weekly Telephone Log
Grant-in-Aid Athletic Scholarship Request Form
Fifth-Year Scholarship Request Form
Summer School Scholarship Request Form
CAA Promotional Activities Involving Student-Athletes
CAA Weekly Practice Report – Individual Sport
CAA Weekly Practice Report – Team Sport (other than BB/FB)
164

CAA Weekly Practice Report – Men's Basketball
CAA Weekly Practice Report – Women's Basketball
UNCW Department of Athletics Reduction or Cancellation of Scholarship
NCAA Initial Eligibility Clearinghouse Institutional Request List
Learning Center for Tutor Form
CONTRACTS
State of North Carolina, New Hanover County-Sports Camp Contract
UNCW Proposed Scheduling Form
Media Guide or Camp Brochure Approval Form
Team Game Contracts (Home and Away)
165