2016 Basketball Committee Policy

2016-2017 Basketball Committee Policy

This policy will guide the 2016-2017 Basketball Committee (hereinafter “the Committee”) and will govern Campout 2015 and all of its participants. In accordance with Article XI, paragraph B of the GPSC By-laws, this policy was drafted by the Committee on April 5th, 2016 and was approved by the GPSC General Assembly on April 5th, 2016. Changes may be made to this policy before the date of Campout at any full meeting of the GPSC General Assembly according to Article IV, paragraph C of the GPSC By-laws.  The Committee and the GPSC General Assembly must be notified of proposed changes one week in advance of the vote. This policy is effective for Campout 2016 and no policies outlined herein guarantee privileges for subsequent Campouts.

Date of Campout: September 16th, 17th, 18th, 2016

Location of Campout: Blue Zone Lots B3, B5, B7

These policies will govern Campout no matter when or where it is held.

 2016 Campout Policy

1.       Ticket cards are one form of admission to men’s basketball games. All individuals who use a ticket card must adhere to the 2016 ticket card policy, which can be found at http://sites.google.com/site/gpscbasketball/

 

2.       Eligibility

Only full-time Duke University graduate and professional students as defined by the Duke University Registrar or Duke University graduate and professional students who have paid student activity fees as of September 1, 2016 by 5:00 PM, (hereinafter “students”) are eligible to participate in Campout and the ticket card lottery.

 

3.       Registration: 

All students (as defined in Paragraph 2) wishing to have the opportunity to purchase men’s basketball season ticket cards must register for Campout. 

1)      Registration will open Wednesday, August 24th at Noon and close on Friday, September 9th at 11:59 PM. Registration must be completed online during this time period at (insert registration link). NO ONE WILL BE ABLE TO REGISTER AFTER Friday, September 9th at 11:59 PM.


     2)      During registration, students must elect to be either an attending camper or a non-attending camper. Attending campers physically attend part or all of Campout and earn lottery entries based on checks made (see Paragraph 9, Lottery Entries). A non-attending camper does not physically attend campout and does not earn lottery entries based on checks. Attending and non-attending campers have different chances of winning the opportunity to purchase ticket cards as indicated in Paragraph 9, Lottery Entries and Paragraph 12, Ticket Card Allocation. Any student who must miss any part of Campout should refer to Paragraph 4, Exemptions and Absence from Campout before selecting attending or non-attending status during registration.


     3)      Students may switch between the attending and non-attending groups up to 96 hours (four days) prior to the start of Campout by contacting the Registration chairs. The deadline is Monday, September 12th at 5 PM.

 

4.       Exemptions and Absence from Campout: 

Students who must miss part of or all of Campout should act according to the following categories:

     1)      Students who will be unable to attend the minimum amount of Campout to retain starting lottery entries as defined in Paragraph 9, Lottery Entries (equal to making 80% of checks called or missing no more than approximately 5 hours) should register as non-attending campers to enter into the secondary lottery. Students do not need to file for an exemption to miss a portion of Campout.


     2)      All other students should register as attending campers and retain their starting primary lottery entries by making 80% of checks called (see Paragraph 9, Lottery Entries), as well as earn additional lottery entries (see Paragraph 9, subparagraph 4) by making additional checks.


     3)      Students who register as attending campers and learn that they cannot attend Campout prior to Monday, September 12th at 5 PM should switch from attending status to non-attending status by contacting the Registration chairs.

4)      Students who register as attending campers and experience an emergency preventing their participation in Campout after the deadline to switch to non-attending status (see subparagraph 3 above) may apply for an emergency exemption by completing an Emergency Exemption Application and sending it to the Exemptions Chairs. Emergency Exemption application can be found on the Campout website [insert link]. Only situations outside the student’s ability to control or plan for will be granted emergency exemptions. All exemption applications with medical information will only be evaluated by a representative from Duke Student Health. Exempt lottery winners must provide a proxy per the requirements outlined in Paragraph 14, Proxy Policy.

 

5.       Inclement weather: 

The Duke Event Management staff and Co-chairs will monitor the weather leading up to and during campout. If severe weather impacts the ability to run Campout as scheduled, the Co-Chairs, in collaboration with the Duke Event Management staff, will adhere to the severe weather plan found here: http://sites.google.com/site/gpscbasketball.

 

6.        Rolling Check In: 

All students who registered for Campout as attending campers in accordance with Paragraph 3 must report to Blue Zone Lot B5 during the Rolling Check In Period on Friday, September 16th between 11 AM to 7 PM. Each camper should bring at least two canned goods to Rolling Check In for donation to a local charity or food bank. Each camper will receive a numbered wristband that confirms Campout attendance. Failure to check in during Rolling Check In will result in the student being dropped from the lottery. No one may check in for another student. Any camper who cannot check in during Rolling Check In must contact the Registration Chairs via email no later than 5 PM on Thursday, September 15th. Failure to do so will result in the student being dropped from the lottery.  

 

7.       Random Check Policy: 

Random checks, signaled by Committee representatives, will be conducted during the Campout period. When a random check occurs, students will have a 10 minute window to check in. Any student not in line within 10 minutes of the start of the check will be deemed to have missed the check. At each check, students must show their Campout wristband and Duke ID to the designated Committee representative and have a second picture ID available upon request. Failure to respond to or hear the signal does not exempt a student from the check. No one may check in for another student. Basketball Committee members or Campout volunteers are not required to share check in information with any camper at any time during the Campout period.

 

8.       Disqualification: 

Students may be disqualified from the 2016 lottery and/or removed from the Campout at the discretion of the Co-Chairs or their designated representatives. All decisions of the Committee are final. Reasons for disqualification include but are not limited to:

    1)      Excessive alcohol consumption that threatens the safety of the student or others.

    2)      Possession of fireworks, alcohol kegs, glass containers, or illegal drugs.

    3)      Possession of whistles, megaphones, or any noise makers resembling the check signal.

    4)      Violation of Sound/DJ Policy as outlined in paragraph 16.

    5)      Use of grills that are not in accordance with the Fire Marshal’s instructions.

    6)      Advertisements of sponsors through the use of any type of banner or large marquee.

    7)      Any tampering or removal of barricades or borders set by Duke Athletics and the committee.

    8)      Any conduct or activities that are deemed to endanger any persons at the campsite.

    9)      Deliberate misrepresentation of activities occurring at Campout to members of the Committee.

    10)   Bringing pets or animals of any kind to the Campout site at any time (with the exception of service animals). Visitors are also prohibited from bringing pets.

    11)   Destruction or Tampering with University property.

    12)   Trespassing on unauthorized University grounds, including but not limited to varsity athletic fields, Sand volleyball facilities, and the property of the University President.

    13)   Recommendation by a uniformed officer.

 

9.       Lottery Entries: 

The lottery will be conducted in two parts: a primary lottery for students who register for Campout as attending campers and a secondary lottery for students who register for Campout as non-attending campers.

1)      A student who registers for 2016 Campout as an attending camper will start with ONE entry in the 2016 primary lottery unless they meet the qualifications for additional starting entries outlined in subparagraph 3 (below).


2)     A student who registers for 2016 Campout as a non-attending camper starts with ONE entry in the 2016 secondary lottery unless they meet the qualifications for additional starting entries outlined in subparagraph 3 (below).

    

3)     For each immediately prior consecutive year in which a student registered as an attending camper, made at least 80% of the checks called, and was not selected to purchase a ticket card, that student will start with two additional entries in either the primary or secondary lottery. No student may win the right to purchase more than one ticket card.


4)      A student who registers for 2016 Campout as an attending camper will forfeit, retain or add to their starting lottery entries in the primary lottery (see subparagraphs 1 and 3 above) based on the percentage of checks they have made by the completion of Campout. The additional entry tiers are as follows:

  1. 0-79% of checks: forfeiture of starting lottery entries.

  2. 80-89% of checks: retention of starting entries.

  3. 90-94% of checks: starting entries plus 1 additional entry.

  4. 95-99% of checks: starting entries plus 2 additional entries.

  5. 100% of checks: starting entries plus 3 additional entries.


5)      A student who registers as an attending camper but is then granted an emergency exemption before the start of Campout (Paragraph 4, subparagraph 4) will retain their starting lottery entries (see subparagraphs 1 and 3 above) and remain in the primary lottery.


6)      A student who registers as an attending camper, but is then granted an emergency exemption during Campout (Paragraph 4, subparagraph 4) will retain their starting lottery entries (equivalent to making 80% of checks) and any additional lottery entries earned up to the point at which the exemption was granted (see subparagraphs 1 and 3 above) and remain in the primary lottery.

 

10.   Limitation of Subsequent Lottery Entries: 

For 2016:

If a student received an exemption for the entirety of Campout 2015, the student will start Campout 2016 with ONE starting lottery entry. This rule does not apply to exemptions categorized as emergency or medical by the Exemptions committee or exemptions awarded via Committee-approved contests.


For 2017:

Starting in 2017, if a student registered for the previous year’s Campout as a non-attending Camper, the student will start with ONE entry in the lottery for the current year’s Campout. This rule does not apply to exemptions categorized as emergency or medical by the Exemptions committee or exemptions awarded via Committee-approved contests.

 

11.   Lottery Results: 

The primary ticket card lottery results will be announced immediately following the conclusion of Campout on Sunday, [date]. The possible results are: “Yes” for winning the opportunity to purchase a ticket; “No” for not winning; “Alternate” for being eligible to purchase a ticket if a winner fails to do so; and “DNQ” for making fewer than 80% of the checks and hence not qualifying for the lottery.


The secondary ticket card lottery results will be announced prior to Campout, no later than midnight on Thursday, September 15th. All students in the secondary lottery will be informed of the results via the email provided during registration. Students winning the secondary lottery must purchase the ticket card at the same time as students who win through the primary lottery (see Paragraph 13. Ticket Sales). All details regarding location and times of ticket card sales will be included in this email.

 

12.   Ticket Card Allocation: 

Season ticket cards will be allocated as follows:


   1)      Students who registered for Campout as attending Campers, fulfilled all current Campout requirements, and were selected from the primary lottery.


   2)      Students who registered for Campout as non-attending Campers and were selected from the secondary lottery. The allocation for this lottery will be such that there is one ticket card added for every 5 non-attending campers, up to a maximum amount equal to 5% of the total number of ticket cards; excluding those allocated to the Basketball Committee (see subparagraph 3, below), and GPSC President (see subparagraph 4, below).


   3)      Students who are current members of the Committee, have fulfilled all current Campout requirements and Committee responsibilities, and have been selected by the Committee Co-Chairs. A maximum of 5% of ticket cards may be allocated to this category.


   4)      Two ticket cards will be allocated to the GPSC President for use by GPSC members at his/her discretion.


 

13.   Ticket Sales: 

1) Payment and Procedures

     Ticket cards will be available for purchase immediately following the announcement of the primary lottery results. Both attending and non-attending lottery winners are required to purchase their tickets during the time frame that will be announced prior to Campout and written on the ticket card contract. Failure to meet the following requirements will result in the ticket card being forfeited by the winner and assigned to an Alternate lottery winner (see subparagraph 2):

  1. Students must present their Duke ID, a second ID, payment, and sign the Ticket Card Contract in order to purchase an awarded season ticket card. The price of the ticket card will be announced by the start of Campout Registration.

  2. Accepted payment methods include cash, personal check, money order, credit card, and debit card. Any check must be drawn on a U.S. bank, made payable to DUAA, and written for the exact amount of the ticket card.

  3. Ticket cards must be purchased at the announced time and location. Any individual camper, whether attending or non-attending, who will not be present to purchase their ticket card must designate a proxy to do so on their behalf (see Paragraph 14, Proxy Policy for Ticket Card Sales).


2) Alternate Lottery and Ticket Sales

      Immediately following the regular ticket purchasing time frame (see subparagraph 1 above), Alternates from the primary lottery will have the opportunity to purchase ticket cards not purchased by primary lottery winners. The total number (N) of Alternates assigned from the primary lottery will be at the discretion of the Co-Chairs and Lottery Chairs. Available ticket cards will be awarded to Alternates in numerical order from Alternate 1 to Alternate N. Alternates must be present to sign the ticket card contract and purchase the ticket card. Failure to be present at the time of Alternate ticket lottery (to be posted and announced during Campout) will result in forfeiture of the position as an Alternate. Any individual camper who will not be present to purchase their ticket card must designate a proxy to purchase their ticket (see paragraph 14, Proxy Policy for Ticket Card Sales).


 

14.   Proxy Policy for Ticket Card Sales: 

Any student unable to purchase a ticket card on the morning of the Sunday of Campout must designate a proxy to purchase the ticket card. The proxy must present a photocopy of both sides of the lottery-winning student’s Duke ID. In addition, the photocopy must be signed by the lottery-winning student and contain the following statement: “I agree to comply with the GPSC ticket card contract. I authorize my proxy to sign the ticket card contract on my behalf. I am solely responsible for destroyed, stolen, or lost ticket cards.”

 

15.   RV/Rental Trucks: 

The Committee reserves the right to limit the size and number of RVs/rental trucks present at Campout as outlined in the RV regulations. Regulations for use of RVs and rental trucks can be found online at http://sites.google.com/site/gpscbasketball/. The Committee also reserves the right to deny a request or entrance for a vehicle that does not comply with posted regulations.

 

16.   Sound/DJ Policy: 

All Students who participate in Campout must adhere to the guidelines of the Sound/DJ Policy, which can be found here: http://sites.google.com/site/gpscbasketball/.

 

17.   Community Service: 

All Students who participate in Community Service must adhere to the guidelines of the Community Service Policy, which can be found here: http://sites.google.com/site/gpscbasketball/.

 

18.   Student Vending and Fundraising: 

Vending of food, items or services for fund-raising purposes will be permitted on the Campout premises only with the prior approval of the Committee. Approval may be obtained by filing an “Application for Vendor Status” by 5:00 PM on the Tuesday the week before Campout.  Each application will be reviewed on a case-by-case basis. Eligible vendors will be restricted to student organizations that are officially recognized by Duke University, and are not-for-profit organizations. Deviation from the agreed upon vending arrangement will result in disqualification of the responsible parties from the lottery and removal from Campout and/or removal of the fund-raising group from Campout with loss of vending privileges at future Campouts. Vending status is subject to Committee approval, and all decisions of the Committee are final.

 

19.   Recreational Activity Rentals: 

Recreational activity rentals are ONLY permitted at Campout 2016 with express approval of the Committee. Approval may be obtained by filing a "Recreational Activity Rental Request" by 5:00 PM on the Tuesday the week before campout. Requests will be reviewed on a case-by-case basis. Deviation from the agreed upon operation of the recreational activity rental will result in disqualification of the responsible parties from the lottery and removal from Campout. Recreational activity rentals that are not approved by the Committee are cause for dismissal from Campout and disqualification from the lottery. All decisions of the Committee are final.

 

20.   Appeals: 

If a dispute arises that is not covered by a specific point in this policy, the dispute will be resolved according to Article XI, Section A of the GPSC By-laws.

 

21.   Disclaimer: 

This policy is only effective for the 2016 Campout and ticket card distribution. Times in all Committee documents refer to Eastern Daylight Time. Please note that purchase of a season ticket card does not guarantee admission after the time stated in the ticket card contract or an unobstructed view of the court at Duke home games (available at http://sites.google.com/site/gpscbasketball/).


2016 Basketball Committee Membership Guidelines


22.   Membership and Co-Chair Election Guidelines: 

Any Graduate or Professional student of Duke University may be a member of the Committee.

    1)      The Campout Cycle will be defined as the period running from the first Committee event after the conclusion of the previous Basketball season until the conclusion of the current basketball season.

    2)      To qualify as an active Committee member, an individual must participate in at least one of the following:

        a.       Co-chairs; subcommittee chairs.

        b.      Line checker.

        c.       At least 3 hours of Campout service, as defined by Co-chairs and/or subcommittee chairs.

        d.      Community Service project leader.  

        e.      Exemptions committee member.

     3)      To qualify as an elector on the Committee, an individual must have attended or been excused from at least 65% of the meetings of the previous Campout Cycle and be an active member.

     4)      Nominees for the position of Basketball Committee Chair must qualify as electors on the Committee in a previous Campout Cycle. The two Chairs must be elected individually, but two people wishing to serve together may suggest to the Committee that they be elected as a two-person ticket.

     5)      Each year, the Committee electors will nominate and elect two Chairs to head the Committee. Elections will take place within one week of the last Men’s Basketball game and at least two weeks prior to the final GPSC General Assembly meeting of the spring semester. For elections to take place a quorum of at least 15 electors or 40% of eligible electors, whichever is fewer, must be present. If quorum is not met at the scheduled election time, a new election will be scheduled within one week. If quorum is not met at the second election, the election will go to the GPSC General Assembly, where it will be decided by majority vote.


Electors will vote for two nominees, and a nominee will be elected upon receiving a vote from the majority of present electors. Elections will follow Robert’s Rules of Order with the addition of the following:


       a.       One or two nominees run for election: If one or both nominees fail to secure votes from the majority of electors present, nominations will be re-opened for an additional week at which time a second election will occur to fill the remaining open position(s).


       b.      If three nominees run and fewer than two secure a majority vote, all three nominees will be presented to the GPSC General Assembly, which will then vote to determine the winners.


       c.       If four or more nominees run and fewer than two secure a majority vote, there will be a run-off election between the top three vote-receiving nominees immediately following the initial election.


       d.      If the committee at any time fails to elect Chairs by majority votes through the above measures, the GPSC General Assembly will determine the Chairs. 

23.   The nominees selected by the Committee through the election process will be subject to approval by the GPSC General Assembly.

 

24.   The Chairs shall designate a liaison to attend Assembly meetings in the four weeks leading up to, and the two weeks after Campout in order to take questions from Council Representatives regarding Campout issues and to keep the Assembly informed of relevant Campout information and dates.

 

25.   Ushers: 

The Basketball Committee shall maintain and fund a staff of ushers  to work at Cameron Indoor Stadium during the basketball season per the Basketball Committee’s arrangement with the Duke University Athletic Department.

   1)      Head Ushers: The ushering staff will be run by two Head Ushers. The Head Ushers will be elected each year by the Committee immediately following the election of the Committee Chairs using the same procedure, except that the new Chairs will appoint new Head Ushers if the Committee does not elect them after two rounds of voting. Nominees for Head Usher must be current members of the ushering staff. Duke Athletics prefers for the Head Usher position to be a two-year commitment so one new Head Usher is elected each year if possible, and the Committee will consider this preference when holding elections. Duke Athletics retains the right to accept or reject the Committee nominations for Head Usher.


   2)      Ushering Staff: The ushering staff will be composed of active Basketball Committee members. In the event that more ushers are needed, or, there are not sufficient personnel to fill a game, the Head Ushers will select graduate or professional students who are not active members of the Basketball Committee to fill these slots.

 26.   Subcommittee Chairs: 

Subcommittee chair positions will be approved by the Basketball Committee Chairs. Subcommittee chair members are expected to attend all Basketball Committee meetings, or designate a proxy.

27.  Advisory Committee:  

The Chairs will meet with an advisory committee consisting of University Administrators, Graduate Students, and representatives of UCAE, Athletics, Parking and Transportation, and other bodies to help run Campout 2016.  This Advisory Committee will serve a similar function to the LDOC advisory committee, in ensuring Campout is a safe event that is run in accordance with the goals of Duke University and Duke Athletics.

 28.  Alterations Resulting from Location/Date:  

The location and date of Campout 2016 will be decided with the input of the advisory committee, and there are some aspects of this policy that may need to change depending on these factors.  As such, this policy may be altered at any time based on the advice of the advisory committee.  The most up-to-date policy will be posted on the Basketball Campout website.