Integrated CSU Administrative Manual

CSU POLICY

Section:  GENERAL

Section 1000 Policies

Policy Number:  1201.00

Policy Title: Intercollegiate Athletics Administration

Policy Effective Date: July, 1, 2012

Last Revision Date: July, 1, 2012


(see revision history)

POLICY OBJECTIVE

Intercollegiate athletic programs will follow the policies and procedures established by the California State University for budget, grants-in-aid, equal opportunity reporting, funds used for game expenses, cash management, inventory, personnel and payroll, purchasing/contracting, risk management programs, trade usage and travel.

 

POLICY STATEMENT

Intercollegiate athletic programs at the California State University (CSU), like all other academic programs, are a formally approved curricular activity. They provide opportunities and support for student-athletes to achieve academically and compete athletically. Athletic programs serve as a focal point for school identity and spirit, while complementing the academic, cultural, and social facets of university life for the general student body, faculty, staff and alumni.

100  Authority and Responsibilities

The Board of Trustees has the authority for the California State University (CSU) to enter into athletic operations and competition. The Chancellor has been delegated authority from the Trustees to enter into athletic operations and establish such policies necessary for operation. The Standing Orders and resolutions of the Board of Trustees, specific Trustee policy issued via Chancellor’s Executive Orders and administrative policy memoranda provides oversight and broad policy formulation for all campuses within the California State University.

Each campus president is responsible for ensuring athletic programs comply with all laws, policies, procedures, rules and regulations intended to govern intercollegiate athletic programs, including the standards and procedures established by itsí national governing organization. The president shall establish an athletics council that will include the president, or designee, and a faculty representative. The president will determine the roles and responsibilities of the athletic council, the athletic director and other campus executives regarding management of the intercollegiate athletic program.

Within the Office of the Chancellor programmatic responsibility for the administration of intercollegiate athletic policies and procedures is shared between the Executive Vice Chancellor and Chief Academic Officer and the Executive Vice Chancellor and Chief Financial Officer.

200  Budget Administration and Supervision

  1. Any expenditure which is appropriate to an instructional program is also appropriate to the athletics program, as it is an instructional program of the campus.
  2. A comprehensive budget should be prepared annually using realistic assumptions regarding all sources and uses of funds.
    1. The roles and responsibilities of the athletic council, athletic director and chief financial officer regarding budget development and monitoring should be determined by the campus president.
  3. The budget is submitted to the campus president for approval.
  4. At the end of the fiscal year the athletic program should have a positive fund balance. Negative balances should be reported by a president to the Chancellor, and a plan to remedy this should be in place.

300  Athletic Grants-in-Aid

Campus-based fees may be used for athletic grants-in-aid. However, it is not permissible to use state operating funds for athletic grants-in-aid.

SECTION DELETED: 400  Voluntary Self-Monitoring of Equal Opportunity in Athletics

In order to self-monitor progress in participation, expenditures and grants-in-aid for student athletes, each campus with an athletics program must submit copies of the following.

  1. Each NCAA-member campus must submit a copy of its NCAA/EADA report to the Office of the Chancellor annually by January 15th.
  2. Each campus participating in an intercollegiate athletic association other than the NCAA must submit a copy of its Equity in Athletics Disclosure Act (EADA) report to the Office of the Chancellor annually by January 15th.

500 Game Expenses

The following game expenses should not use Operating Funds:

  • Security services beyond those provided for normal campus services;
  • Game advertising;
  • Game guarantees or entry fee;
  • Game officials; and
  • Game programs.

600  Cashiering

Athletic programs collect cash and cash equivalents in association with sporting events, which requires a strong system of internal controls over that revenue, including ticket stock.

Policies and procedures related to handling and processing cash and cash equivalents have been established to ensure these important assets are protected, accurately processed and properly reported. These policies and procedures can be found at Cash Management.

700  Health Care Facilities and Personnel

A campus may provide health services for its athletic program within the requirements of Executive Order No. 943 - Policy on University Health Services.

800  Injury Prevention

Campus athletic departments are required to have an Athletic Injury Prevention program (AIP) which entails a baseline of key elements that should be part of the AIP. The following link to coded memorandum: Athletics 2010-01 provides guidance: AIP Programs

Cheerleading represents an activity associated with athletics that poses significant risk to the institution. The CSU has developed rules and restrictions around cheerleading that can be found in ICSUAM 1204.00.

900  Inventory

Inventory control is important for both equipment and athletic gear that would not normally meet the dollar thresholds requiring capitalization.
Policies and procedures related to equipment inventory are found at:
Inventory Control of Athletic Equipment, Apparel and Gear
Administration of University Property
Equipment

1000   Personnel/Payroll

Athletic program personnel are subject to all employment-related policies and procedures, which include policy regarding supplemental compensation in employment contracts, conflict of interest, and taxable fringe benefits including vehicles, as examples. For employees in the Management Personnel Plan the policies and programs can be found at MPP Supplemental Compensation.

In addition to regular athletic personnel, background checks for staff at sport camps/clinics are required: Background Checks for Sports Camps and Clinics delineates the specific requirements for personnel associated with such camps/clinics.

1100   Purchasing and Contracting

The authority to enter into agreements or procure goods or services on behalf of the university rests within the campus contracting and procurement officers, having been delegated such authority from the president through the business/finance vice president. The contracting and procurement officers have the established infrastructure and expertise to conduct and maintain such transactions. This includes “trade” or “trade-out” arrangements. Further policies, rules and guidelines can be found in the CSU Policy Manual for Contracting & Procurement.

1200   Trade Usage (or Trade-Out)

It is a fairly common practice in athletic programs to trade game tickets, media time and advertising, and other services and intangible benefits for cars, golf, airline tickets, hotel rooms, restaurant meals and other tangible benefits. This type of bartering is considered “trade usage” (or “trade out”) and should be carefully monitored and recorded.

Specific policy rules on trade usage can be found at 1202.00 - Athletics Trade Usage (Trade Out).

1300   Travel

Travel associated with an athletic program presents some unique and complicated situations, which can include athletes, employees and non-employees. The national intercollegiate athletic association offers a number of rules that are supplemented with CSU rules on travel and risk management. The following links provide guidance on travel:
Travel Policy
Group Travel
EO 1041 Student Travel
EO 1051 Waiver of Liability


Benjamin F. Quillian
Executive Vice-Chancellor/Chief Financial Officer

Approved: March 22, 2012

 

Ephraim P. Smith
Executive Vice-Chancellor/Chief Academic Officer

Approved: March 22, 2012

APPLICABILITY AND AREAS OF RESPONSIBILITY

  • General questions: Ray Murillo, Student Academic Support
  • Cashiering, inventory, purchasing and trade usage: George Ashkar, Financial Services
  • Personnel, payroll, background checks, sports campus: Evelyn Nazario, Human Resources
  • Travel, injury prevention and risk management: Charlene Minnick, Risk Management and Public Safety

REVISION HISTORY

This policy supersedes coded memo AA 2009-10

RESOURCES AND REFERENCE MATERIALS

Useful Guidelines:

 

Related Principles:

Sound Business Practices:

  • Education Code 89240-89241

Laws, State Codes, Regulations and Mandates:

 

COGNIZANT OFFICE(S)

CO Manager:

Mr. Ray Murillo
Associate Director, Student Programs
CSU Office of the Chancellor
rmurillo@calstate.edu


Subject Expert:

Cashiering, Inventory, Purchasing, Trade Usage

Mr. George Ashkar
Assistant Vice Chancellor/Controller, Financial Services
CSU Office of the Chancellor
gashkar@calstate.edu

 

Personnel/Payroll

Ms. Evelyn Nazario
Assistant Vice Chancellor, Human Resources Management
CSU Office of the Chancellor
enazario@calstate.edu

 

Travel and Injury Prevention

Ms. Charlene Minnick
Assistant Vice Chancellor, Risk Management and Public Safety
CSU Office of the Chancellor
cminnick@calstate.edu

 

Affinity Group:

 

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