Facilities & Events
 Scheduling
Procedures
Game
Contract Procedures
Work
Order Procedures
Sports
Camps Procedures
Locker
Rooms
Security
Of The Soccer Support Building
Missed
Class Time
Scheduling Procedures
All Department of Intercollegiate Athletics events and activities
must be scheduled and conducted in accordance with University, NCAA,
and Conference policies, rules, regulations, and procedures. The
Director of Intercollegiate Athletics or his/her designee will resolve
all conflicts. All Department of Intercollegiate Athletics coaches
and staff members who plan to schedule a competitive event, practice,
camp, clinic, fundraising activity, or special event in or on University
property must adhere to the following procedures for scheduling:
- Competitive schedules must be approved by the sport supervisor
for each sport for compliance and budgetary considerations. All
scheduling should be completed as far in advance as possible.
Effective deadline dates are expected to be followed.
- Events scheduled by the Big West Conference will be considered
final unless the sport coach contacts the conference scheduler
and requests a change in date, which has to have been mutually
agreed upon by both coaches. Prior to changing the event, the
sport coach must ensure that the facility is at the new date and
time (see H).
- The Sports Facilities Scheduler will be the point person to
contact for all scheduling of sports facilities. Before contracts
are requested to be sent out, the event date and time must be
cleared with him/her.
- Practice and playing schedules must be sent to the office of
the Director of Compliance for review and approval. Coaches shall
refrain from scheduling games during final-examination periods.
Priority for facilities use is given to the academic classes of
the University, particularly the Department of Kinesiology and
Health Promotion; therefore, Athletics’ practices and games
must be scheduled in the afternoon and/or evening to avoid scheduling
conflicts and interruptions in class attendance.
- Contracts will be processed by the athletics department secretary
upon the approval of the sport coach and his/her supervisor. Completed
contracts will be kept in the Department of Athletics office,
with copies sent to the coach involved.
- It is the responsibility of the coaches to contact visiting
teams regarding practice times and request such times from the
Sports Facilities Scheduler. Coaches must check with the scheduler
as to availability of the facility before contacting visitors.
A coach from the sport also is required to act as host for visitors’
practices.
- If scheduled time in the facility is not being used, the Sports
Facilities Scheduler must be notified as soon as possible so others
may use that time.
- The University has obligations with outside clients for use
of University facilities; therefore, it is imperative that all
coaches and staff members check with the Sports Facilities Scheduler
before making any changes in schedules.
- Titan gymnasium is scheduled very tightly, so coaches should
be considerate of others and start and finish their practices
on time. Others are waiting to use the facility.
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Game Contract Procedures
- After coaches reserve game dates with the sports complex, and
set their schedules, the schedules must be approved by the Director
of Athletics/Associate Director of Athletics.
- Then coaches should pick up a Contract
Request Form from the athletics department secretary and fill
them out completely. All forms must be returned to the athletics
office.
- The department secretary types up the Events
Contract Form after checking against schedules to make sure
dates are correct.
- The contracts are then given to the Associate Director of Athletics
for signature approval and mailed to the opposing schools.
- When the contracts are returned, signed, from the opposing school,
a copy is given to the coach.
- It is each coach's responsibility to submit requests each time
game dates are changed or added to his/her schedule.
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Work Order Procedures
To monitor and streamline Athletics’ costs related to work
performed by the Physical Plant, all athletics department Work
Order Form will be initiated and processed through the Sports
Complex. Anyone wishing to receive an estimate for a work order
from the Physical Plant should contact the Sports complex Resource
Manager who will complete and sign the necessary paperwork and forward
the estimates received from the Physical Plant to the athletics
business office. If a sport budget is to be charged for the work
requested, the athletics business office will contact the coach
for approval before authorizing the expenditure.
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Sports and Clinics Procedures
All sports camps and clinics must be conducted according to university
and NCAA policies and regulations. Any department of athletics staff
member who plans to hold a sports camp or clinic on or off the CSUF
campus, whether it is an incorporated enterprise or an athletic
fundraising activity run directly through the university or foundation,
must adhere to the guidelines set forth by Cal State Fullerton.
A. Prior Approval of Camps and Clinics
Department of athletics staff members owning or operating an institutional
sports camp or clinic, must submit a request for prior approval
to hold the camp or clinic from the director of athletics. This
request must include:
a. Purpose of the camp or clinic
b. Type of camp or clinic (i.e., specialized, diversified or
developmental) as defined by NCAA legislation, including the sport(s)
to be covered
c. Any partnership agreements with individuals not associated
with the institution
d. Facilities and equipment to be utilized
e. Inclusive dates requested
f. Characteristics of the campers (i.e. age, sex, prospects)
g. Room and board arrangements for participants and employees
h. Any awards and/or merchandise provided for camp or clinic
attendees.
i. Concession arrangements (e.g., types of merchandise, expected
revenues, concession employees, inventory control)
j. Equipment inventory arrangements
k. Provision for adequate medical and training staff
i. Medical insurance policy coverage
Neither camps nor clinics may be held unless all relevant contracts
with all required signatures have been executed.
B. Budget
A budget must be submitted before the start of camp including:
a. Method, source and amount of payment for employees (e.g.,
stipend, honoraria, travel expenses, housing, meals, cash advances,
institutional payroll)
b. Registration fees (including deposits, refund policies and
any consideration for free and/or reduced admissions, scholarships,
group rates and discounts)
c. Levels of compensation and method of payments to personnel
d. List of expenditures related to facility usage, use/purchase
of equipment, facility/field preparation, and maintenance and
clean up
All camp or clinic directors must submit a financial report/summary
after the completion of the camp detailing all camp or clinic revenue
and expenditures.
All institutional camps and clinics will be subject to an annual
financial audit.
No camps or clinics will be approved unless all outstanding bills
from prior camps or clinics have been paid.
C. Personnel
Department of athletics staff members involved in the conduct of
camps or clinics who derive personal income from such camps or clinics
must declare vacation from university employment during the period
in which the camp or clinic is conducted.
Department of athletics staff members must request permission,
in writing, each year from the CEO of the university to earn outside
income from all camps and clinics. This request must be processed
through the athletics department.
A CSUF camp personnel form must be completed and approved by the
director of athletics for each session stating names, responsibilities
and current positions of the employees (e.g., instructing, supervising,
officiating, lecturing etc.).
Any student-athletes seeking employment at the camp or clinic must
make a written request for employment from the director of athletics.
D. Advertisements
All forms of advertising (brochures, fliers, etc) must be reviewed
by the compliance coordinator, and the director of athletics, and
must be edited by the director or assistant director of sports information
prior to their being printed.
Postage, mailings and use of university Xerox machines may not
be used for camp advertising. All such expenditures must be budgeted
as an expense of the camp or clinic.
It is each camp director’s responsibility to follow the above
policies and procedures. Failure to do so will result in the loss
of camp privileges as per university and CSU system regulations.
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Locker Rooms
Locker rooms are to be used and accessed by student athletes only.
This use should be during normal hours of the day and members of
the opposite gender are not permitted in the respective locker rooms.
Whenever there are visiting teams using locker rooms, signs will
be posted indicating this. All student athletes should be advised
by their coaches that they are to respect this use and not to enter
the locker room(s) without authorization by a coach or staff member.
Locker rooms that are accessed by code combination locks are to
be used ONLY by those student athletes whose team is assigned to
that particular locker room. Combinations are not to be given to
any other person other than the student athletes/coaches authorized
to use the locker room. All coaches are expected to inform student
athletes of this policy and further, to enforce it.
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Security of The Soccer Support Building
- No sports team (baseball, softball or soccer) will take occupancy
of the locker rooms in the Soccer Support Building until all locks,
outlined below are installed.
- A combination lock and a dead bolt lock will be installed on
each of the 4 exterior doors of each locker room.
- Each coach (baseball, softball, soccer) shall be responsible
for opening the locker room (dead bolt) for their respective teams
in the morning; and they shall also be responsible for the rooms
being locked (deadbolt) at night after their teams are finished
using the rooms.
- Student athletes and coaches shall be given the combination
only of their respective locker room. Each locker room can be
accessed during the day by use of these combinations. Prior to
the unlocking of the dead bolt in the morning by the coach and
after locking the dead bolt at night, access by use of the combination
will not be possible.
- A one way security "peep hole" shall be installed
in each of the exterior doors of each locker room as well as security
phones and campus phones.
- Teams shall be informed that none other than legitimate team
members shall be permitted in the locker rooms. Athletes are not
permitted to bring friends etc. into the locker room.
- Visiting coaches shall be given the key to the dead bolt of
the locker room they are using for games or matches. They shall
use this key for their team’s access into the locker room
both prior to and at half time of the game or match. The key shall
be returned at the end of the contest.
- When it is necessary for the visiting teams to occupy any of
the locker rooms for a match or game, all CSUF teams affected
shall be given ample notice so that visiting teams will not impact
practice of CSUF teams.
- Public Safety will be asked to check the support building nightly
to make sure it is locked and secured.
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Missed Class Time
General Principle:
Cal State Fullerton shall limit its organized practice activities,
the length of its playing seasons, and the number of its regular-season
contests and/or dates of competition in all sports, as well as the
extent of its participation in noncollegiate-sponsored athletics
activities, to minimize interference with the academic programs
of its student-athletes.
Specific Policies:
- No class time shall be missed for practice activities except
when a team is traveling to an away-from-home contest and the
practice is in conjunction with the contest.
- No intercollegiate events may be scheduled during finals week,
with the exception of NCAA/Big West Conference events, which occasionally
coincide with finals.
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