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

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