CAMP AND CLINIC POLICY and procedures for All sports
Bylaw 13.12 - All Camp and Clinic Policy and Procedures comply with NAAC standards, established 10-4-2012.
*Additional policy and procedure for Men’s Basketball to follow
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:
To place special emphasis on a particular sport or sports and to provide specialized instruction or practice and may include competition;
To involve activities designed to improve overall skills and general knowledge in the sport; or
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:
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).
Camp Directors must ensure that all camps/clinics provide specialized instruction, particularly at team camps, in order to comply with bylaw 184.108.40.206.2.
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.
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.
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.
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.
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.
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.
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.
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.
All coaches must complete the compliance office form for camps/clinics prior to advertising the event
All coaches must reserve facility space through the Athletic Facility Office as soon as possible
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).
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.
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).
University and Department name, logos, marks, and addresses cannot be used for promoting any camps/clinics.
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.
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).
All coaches must work directly with Conference Services for coordinating hotel, meal, and parking accommodations.
If you request the assistance of 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.
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.
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 UMASS Outside Income Agreement for Athletics Department Staff Members form in December. All athletic staff members must receive prior annual written approval from the President (See NCAA Bylaw 11.2.2).
3. 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. Submit a Job Description for UMASS Camp/Clinic Employees.
Each camp director must complete the following forms in their entirety. The post-camp reports must be submitted to the Associate Athletics Director for Compliance within 60 days following the completion of all camp/clinic sessions. Subsequent to the camp or clinic the following forms must be submitted to the athletics compliance office:
· 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.