Camp Manual Part IV

 

 

 

 

CAMP AND CLINIC POLICY

 

For Profit Camps and Clinics

The summer sports camp program is designed to not only promote the individual programs at UMass, but also provide opportunities for the coaching staff to earn additional income. Summer camps can be offered by any sport.  Summer camps are individual enterprises that are administered by individual coaches (i.e., Camp Directors). Additionally, the Associate Athletic Director for Compliance oversees all Summer Sports Camps held on the UMass Campus. The Associate Athletic Director for Facilities coordinates the summer camp schedule for the Department. However, all inquiries for summer camps should be referred to the Camp Director of each camp.

 

Purpose of all Camps and Clinics Shall Be:

o   To place special emphasis on a particular sport or sports and to provide specialized instruction or practice and may include competition;

o   To involve activities designed to improve overall skills and general knowledge in the sport; or

o   To offer a diversified experience without emphasis on instruction, practice or competition in any particular sport

 

The Department has established the following guidelines for summer camps at UMass:

o   Each Camp Director must ensure compliance with all University, State, conference and NCAA rules and regulations governing the conduct of summer camps (see bylaw 13.12).

o   Camp Directors must ensure that all camps/clinics provide specialized instruction, particularly at team camps, in order to comply with bylaw 13.12.1.1.2.

o   The fee for using the University's athletic facilities for summer camps is 3% of the total profit. At the conclusion of each camp, the Camp Director must submit the fee within two (2) weeks of the completion of the camp.

o   The Camp Director is responsible for making all arrangements for the use of dormitory rooms and dining facilities. Related fees are paid directly to the University at the prevailing student rates as negotiated by each Camp Director with the University's Residence Life and Dining Services Offices or the Department of Athletics.

o   Administrative services for summer camps are the sole responsibility of each Camp Director. The use of the Department's mail permits, post office box numbers, mailing machines, Xerox machines, University vehicles, etc. is prohibited.

o   Each Camp Director is responsible for procuring adequate liability insurance, Workman's Compensation and medical insurance for campers. Each coach should carry personal liability insurance.

o   Summer camps must be titled to reflect the name of the sponsoring individual and the person conducting the camp (e.g., The Mike Stone Baseball Camp). Camps may not be advertised as The UMass Football (or Basketball, Track, etc.) Camp.

o   Each Camp Director is responsible for securing advertising, promotion and sponsorship of the camp, including the production of any printed materials. However, it is strongly recommended that the Department's Marketing and Sales Office be consulted as to advertising and sponsorship plans. Additionally, the Director of Athletics' approval must be obtained if a corporate sponsor(s) is to be used. The use of University logos is prohibited. The Camp Director is responsible for any violation of licensed University trademarks.

o   Each Camp Director is responsible for maintaining adequate standards of control, supervision and discipline, to the degree necessary in order to maintain the personal safety and well-being of all personnel in camp, as well as to avoid unfavorable criticism of or embarrassment to the University.

o   All Departmental staff members who work for summer camps must do so on their own time. More specifically, staff members who are 12 month employees must use accrued vacation leave to do so, and nine (9) or ten (10) month employees may only work for summer camps during the time they are not employed by the University.

 

Standard Policies:

q  All coaches must submit a website/brochure approval request to the compliance office form for camps/clinics prior to advertising the event

q  All coaches must reserve facility space through the Athletic Facility Office as soon as possible

q  The camps/clinics policies are only reserved for head coaches.  Assistant coaches’ camps/clinics follow the policies and guidelines for outside vendors (see Athletic Facility Office).

q  All camps/clinics (that are not program fundraisers) shall operate as a proprietary venture but shall be subject to all rules and regulations, which govern outside vendors who conduct proprietary operations on University property.

q  All camps/clinics shall maintain public liability insurance with a three million dollar ($3,000,000) aggregate limit at all times during the operation of the camps/clinics and shall furnish a certificate of insurance evidencing said insurance naming as insured, the University, its Trustees, officers and employees (a copy must be given to the Athletic Facility Office).     

q  University and Department name, logos, marks, and addresses cannot be used for promoting any private camps/clinics. 

q  University office supplies and equipment including but not limited to letterhead, paper, office supplies, copy and fax machines, postage accounts - shall not be used for camps/clinics

q  All athletic staff must report time and attendance used for camps/clinics to the Business Office (i.e. personal or vacation time must be reported during the hours camps/clinics are conducted or hours that are spent working on camps/clinics projects).

q  All coaches must work directly with Conference Services for coordinating hotel, meal, and parking accommodations.

q  If you request the assistance any UMass employee such as Media Relations Office for any design and creation of advertisement related to your camp/clinics (brochures, websites, etc.); applicable clerical support help with various aspects of the camp; etc. it must be coordinated outside the scope of the employee’s responsibilities.  Therefore, in the example of the media staff or clerical support staff they must be hired and compensated for their work by your private camp/clinic company and the work must be completed outside of University time. 

Beginning September 2005:

q  Head coaches running any camp/clinic shall pay the University 3% of gross revenue from their camps/clinics:

o   This fee shall cover the following:

§  The coordination of hiring lifeguards and trainers and facility usage and preparation

§  The position of summer camps athletic trainer coordinator

§  Cost of reasonable facility preparation (line paint, mowing lawns, etc.)

§  Medical supplies of tape, gloves, and drinking cups

o   This fee does not cover the following:

§  Actual costs of the lifeguards and trainers (to be paid directly by the camp/clinic business and therefore not processed through University payroll; the camp/clinic business is responsible for all tax implications and state and federal hiring guidelines)

§  Actual costs of building and/or field supervisor*

§  Actual costs of overtime for facility preparation (applies to weekend preparation)*

§  Gas for usage of vans (vans can only be used for on campus transportation)

§  Custodial/waste management

§  Conference Service costs

 

*These expenses will be billed through the Athletic Facilities Office directly to the camp/clinic

Reminder: the policies listed above are regardless of the size of the camp and/or clinic…

a good rule of thumb is that if anyone is being compensated for their work with the camp or clinic then it is not a fundraiser and these policies apply regardless if you decided to donate a portion of the proceeds to your program’s alumni account.

Athletic Training Coverage for Head Coaches Camps and Clinics

As a part of being authorized to be able to hold head coaches’ camps and clinics at the University of Massachusetts, it is important to maintain a minimum standard of liability coverage in conjunction with these events.  In addition, to the $3,000,000 liability certificate of insurance (which must be given to the Facilities Office prior to any camp/clinic being held regardless of the size of the event), a trainer must be hired by the camp/clinic under the following guidelines:

  • Mandatory – if the following is not followed the camp/clinic will not be authorized to occur at the University of Massachusetts:
    • All trainers hired must be approved by the Associate AD for Sports Medicine.  With the Associate AD’s approval, the camp/clinic trainers will be granted access to use the Athletic Department training room facilities and supplies.  The basic medical supplies will be provided by the Athletic Department through the administrative fee (3%) charged to all camps/clinics. 
    • Medical coverage will be one athletic trainer present per 75 participants (i.e. 0-75 participants 1 athletic trainer required; 76-150 participants 2 athletic trainers required, etc.).
    • Trainers must be hired and paid directly by the individual camps/clinics business.  The trainers will no longer be hired as University of Massachusetts employees.  Therefore, it is important that each camp/clinic business follows all state and federal guidelines for hiring as well as tax implications and forms. 
    • See the Associate AD for Sports Medicine for the current market rate for athletic trainers that are recommended to be followed.
    • The Athletic Department will provide a summer camp athletic trainer coordinator for all camps and clinics run during the summer sessions.  The coordinator will aid in the supervision of coverage of all camps going on during the week by floating from one camp/clinic to another. The coordinator will also make sure all coverage is in place, supplies are provided, and will aid in the transport of campers to Health Services when necessary.  In addition, this position will assist with the verification of participants insurance and health forms.  The compensation for the coordinator position will be covered through the administrative fee (3%) charged to all camps/clinics. 

Fundraisers

Sports camps and clinics may also be held as a means of additional funding for sports programs. For a camp or clinic to be considered a “fundraiser”, 100% of all profits must go directly to the sports program.  For these camps and clinics, it is permissible to use UMass logos and the camp may include UMass in its title. All paperwork is the same. In addition, each camp participant must complete a liability waiver.

Forms

All sport camps and clinics must be registered with the athletics compliance office prior to advertisement or promotion of the camp. The steps listed below must be followed:

1.      Each sport intending to conduct a camp/clinic must designate an individual (head/assistant coach, operations director) to serve as camp director. The director is responsible for ensuring that proper policies and procedures are followed.

 

2.      Submit proper documentation from the UMASS Camp / Clinic Form to the athletic compliance office with any necessary attachments [i.e., brochures, website materials, advertisement, etc.] in advance of printing brochures or advertisements.

Each camp director must complete the following forms in their entirety. The post-camp reports must be made available upon request by the Associate Athletics Director for Compliance within 60 days following the completion of all camp/clinic sessions:

·          UMASS Sports Camp / Clinic Financial Report / Accounting Form (which combines all sessions of camp)

·          UMASS Sports Camp / Clinic Final Registration Form (one submitted for each session of camp)

·          Copies of completed camp/clinic applications, credit card receipts, cash receipts, money orders or checks should be maintained with the payment ledger/registration list.

·          Camp Director may submit this information in any matter; does not have to appear on this specific form.

·          UMASS Sports Camp / Clinic Refund List (one submitted for each session of camp).

·          FINAL UMASS Camp / Clinic Student-Athlete & Staff Compensation Form (one submitted for each session of camp).

Other General Camp and Clinic Policies and Procedures

All athletics staff members employed in or attending (i.e., coaches evaluating prospects) sports camps and clinics (i.e., private or other institution’s camp or clinic) must provide information concerning the camp or clinic on the UMASS Camp/Clinic Approval Form. The Camp/Clinic Administrator must fill out all parts and sign.

Governing Rules:

Regulations Governing Camp Participants & Prospect Involvement

1.   All camp participants must be listed, along with requested information, on the UMASS Camp/Clinic Final Registration List for each session of camp. The registration list must be filed with the other Post-Camp Reports within 60 days following completion of the all camp/clinic sessions.  Any sports camp/clinic conducted by a UMASS coach must be open to any and all entrants limited only by number, age, grade level and/or gender of participants.

2.  The University of Massachusetts, UMASS staff members or representatives of UMASS athletics interests shall not employ (either on a salaried or volunteer basis) or give free or reduced admission privileges to a prospect who is an athletics award winner. This rule does not apply to a PSA that neither is a high school athletics award winner nor has been recruited by UMASS, regardless of the fact that he/she has started classes for the 9th grade. Also, a prospect that has committed to UMass by signing an NLI or written offer of financial aid may be employed.

4. Representatives of UMASS athletics interests and UMASS staff members may not pay a prospect’s expenses (i.e., transportation, lodging, fee, etc.) or offer reduced enrollment to attend a UMASS sports camp or clinic.

5. UMASS may not permit or arrange for a prospect, at the prospect’s own expense, to operate a concession to sell items related to or associated with UMASS camp.

6. Any men’s or women’s basketball camp or clinic must include an educational session detailing NCAA initial-eligibility standards, including regulations related to gambling, agents and drug use to all camp/clinic participants.

Rules Governing Coaches’ and other UMass Athletics Staff Involvement

1. No UMASS staff member may be employed (either on a salaried or volunteer basis) by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services.

2. A football camp, clinic or coaching school which is owned or operated by a UMASS coach and in which prospects participate, may take place only during two periods of 15 consecutive days in the months of June and July or any calendar week that includes days in those months (e.g. May28-June3).

3. NCAA recruiting calendar rules do not apply to collegiate coaches who are employed in a UMASS camp. However, other coaches attending a camp, conducted by UMASS coaches on the UMASS campus, as observers are subject to recruiting contact and evaluation restrictions. The same is true for any UMASS coaches attending another institution’s camp as an observer.

4. A sports camp or clinic conducted by UMASS coaches in which prospects participate may not be held during a dead period for that coach’s sport.

5. UMASS coaches are responsible for ensuring that the camp and/or clinic event they attend is on the list of certified events prior to departing campus for such event.

6. UMASS coaching staff may serve in any capacity (either on a salaried or volunteer basis) at a non-institutional (e.g., privately owned) camp, clinic or coaching school provided the camp or clinic is operated in accordance with restrictions applicable to institutional camps.

7. Non-coaching UMass athletics staff members with department-wide responsibilities may present an educational session at a non-institutional, privately owned camp/clinic that is not operated under the restrictions applicable to institutional camps/clinics, provided this staff member does not make a recruiting presentation.

Rules Governing Employment of UMASS Student-Athletes in Camps/Clinics

A student-athlete may be employed in any sports camp or clinic, provided compensation is provided pursuant to the criteria in Bylaw 12.4.1 (Compensation may be paid only for work actually performed and at a rate commensurate with the going rate in that locality for similar services). A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic. Student-athletes with eligibility remaining may not conduct his or her own camp or clinic.

Out-of-season playing and practice limitations may restrict the number of student-athletes from the same institution who may be employed in that institution’s camp (out of season events taking place between the start of classes in the fall and September 14th, and any events taking place one week prior to final exams).

Rules Governing Employment of High School, Prep School or JC Coaches or Other Individuals Involved with Prospective Student-Athletes

1. The University or UMASS athletic department employees may employ a high school, preparatory school or two-year college coach or any other individual responsible for teaching or directing an activity in which a prospective student-athlete is involved at a UMASS camp or clinic, provided:

·        The coach receives compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience, and the coach is not compensated or reimbursed based on the number of campers the coach sends to the camp.

·        The coach is not paid on the basis of the value the coach may have for the employer because of the coach’s reputation or contact with prospective student-athletes.

2. Scholastic coaches are permitted to accompany and coach their teams at a team camp; however they may not receive any remuneration for bringing their team to camp (i.e. reimbursement for mileage/costs incurred or compensation for performing duties).

Rules Governing Camp Brochures & Advertisements

1. The Associate Athletics Director for Compliance must approve brochures, website materials and advertising for any UMASS camp or clinic in advance of printing.

2. Camp brochures may use the name or picture of those student-athletes who will be employed as camp counselors, but only to identify the student-athlete as a camp staff member. A student-athlete’s name or picture may not be used in any other way to directly advertise or promote the camp.

3. You may provide camp brochures to all students at any time.

Additional CAMP AND CLINIC Policy and Procedure for Men’s Basketball

IAWP (Individual associated with a prospect) Definition:

Anyone who maintains or directs others to maintain contact (at any point during athletics participation) with a PSA, a PSA’s relatives or legal guardians or a PSA’s coach whose contact is directly or indirectly related to the PSA’s athletic skills or abilities or recruitment or enrollment at an NCAA institution

Rules, Policies and Procedures Governing Employment of High School, Prep School or JC Coaches or Other Individuals Involved with Prospective Student-Athletes

1. UMass and the UMass men’s basketball staff may not employ (either volunteer or paid) an individual associated with a recruited student-athlete at a UMass or men’s basketball staff camp or clinic per bylaws 13.2.1 and 13.12.2-(b).

2. The head men’s basketball coach and camp director must certify upon completing the Camp Clinic Request Form that they will verify prior to any hire for said camp/clinic that no employees are IAWRPs (individuals associated with recruited prospects).

3. The compliance office will all investigate potential camp employees to verify their eligibility to work for the camp. If an employee works for the camp that is ineligible (an IAWRP) the head men’s basketball coach and director of the camp will be held liable for the violation.

Regulations, Policies and Procedures Governing Camp/Clinic Operations

1. UMass or UMass men’s basketball staff member’s camps may not offer a different participation, registration procedure, fee structure, advertisement and/or logistical experience (e.g. lodging, meals, transportation or awards/mementos) than the other men’s/boys’ basketball camps operated by the institution of men’s basketball staff per bylaws 13.11 and 13.12.

2. All camps/clinics must be operated in a similar manner and any differences in operation will result in increased scrutiny by the NCAA Men’s Basketball Enforcement Team (formerly the BFG), especially if a recruiting advantage is derived. [Therefore men’s basketball camp/clinic directors must complete the enrollment procedure and camp schedule form 2 weeks prior to the start of the first camp.]

3. A basketball camp, clinic or coaching school which is owned or operated by a UMASS coach and in which prospects participate, may take place only during the months of June, July and August or any calendar week that includes days in those months.

4. A basketball camp, clinic or coaching school may not employ (either salaried or volunteer) a speaker who is involved in coaching prospective student-athletes or is associated with a prospective student athletes’ participation in basketball. Such an individual may be employed as a camp counselor, except if he/she is an IAWRP, but may not perform speaking duties other than those normally associated with camp counselor duties (e.g. skill instruction).

 

 

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