SECTION 9.0 SCHEDULING PROCEDURES

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1 SECTION 9.0 SCHEDULING PROCEDURES 9.01 Scheduling Scheduling Philosophy (Home and Away) Schedule Approval Process and Requirements Schedule Conflicts (Practice and Competition) 9.02 Practices 9.03 Game Contracts Contracts for Home Games Contracts for Away Games 9.04 Sport Camps Section 9 Scheduling Procedures Page 1

2 9.01 SCHEDULING Scheduling Philosophy (Home and Away) All competitive schedules must be scheduled and conducted in accordance with NCAA, Conference, and University policies, rules, and regulations. Each coach is responsible for developing a tentative schedule each year that takes academics and competitive excellence into consideration. The following guidelines are to be used when developing a schedule: Encourage and promote, whenever possible, the development of academic success for our student athletes. Team Travel and scheduling should minimize class absenteeism. Class time should be minimized as much as possible.. Missing an entire week of class should be avoided whenever possible. When possible, departure times should allow for class attendance. Competition should be avoided during the week of final exams whenever possible. Each team should maximize the number of games scheduled to further the team s ability to be competitive for conference and NCAA post season. The welfare of student athletes must be of primary concern and the schedule should give consideration to time between road trips and back to back contests. When determining game times for home games several factors should be taken into account: the time that will allow for the largest crowd possible, competitive advantage/disadvantage, ability for student athletes to attend classes, Conference game time policies, and equity between men s and women s game times (especially in the situation of a double header). The hosting of a tournament must also be carefully scheduled and planned. In addition to the above, consideration must also be given to hotel room availability, impact on support staff, facilities, officials and budgets. The Sport Supervisor must be involved with tournament planning from beginning to end. The schedule must be approved by the Sports Supervisor, Associate Athletic Director for Compliance, and Scheduling Office prior to being considered final. (see process below) Schedule approval Prior to a competitive scheduling being considered approved for traditional and nontraditional segments, contracts being processed and the schedule being posted on the Long Beach State website the following procedures must be followed through JumpForward: Section 9 Scheduling Procedures Page 2

3 Each schedule is to be submitted though through JumpForward to begin the approval process. The submitted schedule must include any alumni games, exhibition games, scrimmages, closed practices against another institution (basketball), regular season games, and potential post season competition dates. When hosting a tournament or multiple games make sure to list all competition even those that don t include your team. The schedule will be approved for NCAA compliance (start date, minimum and maximum number of contests scheduled), meeting any opponent restrictions, facility availability, staffing requirements, and budgetary consideration. The document will be routed to the compliance office, scheduling office and sport supervisor for approvals. The FAR must also approve the schedule for Men s Basketball. Jump Forward Flow for Schedule Approval Coach Compliance Scheduling Office FAR (for MBB only) Sports Supervisor Once the schedule has been approved by all appropriate individuals the Sr. Associate Athletic Director/SWA will send out the approved schedule to Marketing, Sports Information, Development, Athletic Scheduling office, Head Athletic Trainer, and Department Coordinator in order to have contracts drafted and schedule uploaded to the website. Prior to drafting a contract and initiating the JumpForward scheduling process coaches, should put tentative holds on the calendar by calling the Athletic Scheduling Office at x Advance holds may be placed at any time, even if the date is not confirmed or pending. Please notify the scheduling office as soon as possible when holds are to be released. Changes to Approved Schedules: If there is a change in a schedule the Head Coach should update the schedule on JumpForward and then send the schedule through the approval process again. As a updated schedule is being submitted there is a comment section on the far left corner of the page. In the comment Section 9 Scheduling Procedures Page 3

4 section list all changes that have been made to the schedule. Once the information has been typed into the comment section click add comment and this will save the information input into this area. After the approvals have been received the Sr. Associate Athletic Director/SWA will send the revised approved schedule to the approved schedule list of individuals and the changes can then be made on the website, marketing material etc. Note: It is the responsibility of the coach or a member of their staff to contact the Scheduling Office (x55531) to obtain the practice time availability of the facility and contact the visiting team. A coach/manager from the sport is required to meet the visiting team for practice and act as host. Please notify the scheduling office as soon as possible on visiting team practice requests. No visiting team practice will be closed to regular arena operational activity unless specifically requested and agreed upon by Pyramid Management Schedule Conflicts (Practice and Competition) 9.02 PRACTICES The Sr. Associate Athletics Director - Capital Enhancements, Facilities, Operations and Event Management will attempt to resolve any facility scheduling conflicts that arise for both practice times and game times. If the conflict can t be resolved then the Athletic Director or his designee will resolve the conflicts. The decision will be final. All conflicts will be resolved in a fair and equitable manner. The following procedures will be used to solve practice scheduling issues when a facility is used by multiple teams: Priority will be given to the team in traditional season. Look at who might not be using a practice time assigned (i.e. travel or day off) Consider the viability of alternate practice space for any of the affected teams. Look at the possibility of that day being a day off for an affected team if it does not disadvantage the team. Look at teams who only practice Monday Friday (they may need to take a day off during the week to help with a conflict and practice on a weekend to make up that day). Take the time available and split evenly. Shared court space, if applicable Scheduling practice times: All practice times are to be reserved through the Scheduling office at extension (x55531). No alteration to the schedule should be made without notification/permission of the Scheduling Office. Section 9 Scheduling Procedures Page 4

5 Practice times will be evaluated each year by the Senior Administrative staff for equitable treatment of all teams. It may become necessary to split practice times when a facility is shared by two or more teams Changing Practice Times. After practices times are scheduled, the coaching staff is responsible for requesting changes. Changing a scheduled practice time should be done only under extenuating circumstances. No change may be made if sports medicine coverage cannot be accommodated if required or if the scheduling office cannot support the change. In addition, student athletes may not be penalized for missing a practice that was changed without ample notice. The facilities schedules are managed in real time in the Event Management System (EMS). Coaching staffs should review this schedule for accuracy and consult schedule prior to requesting changes. The schedule can be found here: Master Calendar No Missed Class time for practice. Student-athletes may not miss a class for a practice session or any other non-competition team-related activity Shared facilities: For sports that share facilities with other sports or KIN classes coaches are expected to work collaboratively during this process. If a dispute arises that the coaches cannot resolve, the Senior Associate Athletics Director Capital Enhancements, Facilities, Operations and Event Management must be notified, and he will work to find a solution. If there is still no resolution the Athletic Director will make the final decision. Effective Winter 2017, the following schedule rotation has been established for the 4 sports who share the indoor facilities. Basketball, Men s Basketball, Women s Volleyball, Men s Volleyball, Women s Fall Winter Spring 7 am 10 am 11 am 2 pm 8 am 11 am 1 pm 4 pm 2 pm 5 pm 1:30 pm 4:30 pm 1 pm 4 pm 8 am 11 am 11 am 1:30 pm (West Gym) 10 am 1 pm NA 1 pm 4 pm (West Gym) The times indicated above are used for scheduling purposes (academics and facility). There are times when the other facilities may be available for an earlier practice and you Section 9 Scheduling Procedures Page 5

6 may schedule that time. If bumping occurs it will be based on your assigned times above not other times you may have arranged outside of this designated schedule. If we have a conflict with practice times during the year the following procedure will be used: Priority will be given to the team in traditional season. The following process will guide facility conflicts. 1) Look at which team might not be using a practice time assigned (i.e. travel or day off) 2) Look at the possibility of one of the affected teams taking the day off 3) Consider the viability of alternate practice space for any of the affected teams. 4) Look at teams who only practice Monday Friday (they may need to take a day off during the week to help with a conflict and practice on a weekend to make up that day). 5) Take the time available and split evenly amongst the teams practicing. 6) Shared court space, if applicable. When determining the option available to solve a conflict every effort must be taken to keep the team being disadvantages equitable. All other sports: Softball, Tennis, Track & Field, Water Polo, Soccer, and Baseball need to work with the Athletics Scheduling Office (x55531) to determine the optimal time to practice due to student athlete academic schedules and Kinesiology classes. A practice may not alter a KIN class. Individual workouts are to be done during your scheduled practice time each semester or if other times are requested they will be scheduled based on the availability of a facility. Kinesiology classes cannot be affected by an individual workout. Since the facilities are used by a number of other entities on and off campus, it is imperative that all coaches and staff members notify the Athletic Scheduling Office when they are canceling a practice or before making any changes to the existing practice schedules GAME CONTRACTS The administration of all game contracts requires close coordination between the coaches, Sports Supervisors, Athletic Department Coordinator and the Athletics Business Office Contracts for Home Games The Sr. Associate Athletic Director/SWA will send out an notifying all appropriate individuals when a schedule is approved.. Once the schedule has been approved the administrative assistant will type up the non-conference game Section 9 Scheduling Procedures Page 6

7 contracts to move through the approval process. The Head Coach is to supply the number of complimentary tickets if applicable, and any special arrangements or game guarantees that should be included in the contract for home games when they submit their schedules. For conference games a Big West Confirmation of Arrangements form will be sent at least 30 days prior to the match. The game contract for each home game will be prepared by the Athletics Department Administrative Assistant and receive the following approvals and signatures: Head Coaches approval and signature Sport Supervisor s approval and signature Assistant Athletics Director, Facilities, Operations, and Event Management when a contract is needed prior to full schedule approval. A copy of theapproved contract will be sent to the Athletic Scheduling Office for central scheduling purposes, Business office for financial consideration, individual in charge of booking hotel rooms if hotels are needed, and to the Ticket Manager for complimentary ticket information. The contract will be mail/ to the opponent for their approval and signature. The original, fully executed game contract will be kept on file with the Athletic Department and uploaded onto JumpForward The coach should be update if non-conference home contracts are not returned in a timely manner. The Head Coach and Athletic Department Administrative Assistant should then follow up with the opponent. Guarantees. Contracts involving guarantees (cash, room, or transportation provided by our institution to a visiting opponent) require the prior approval of your sports supervisor. All game guarantees offered must be budgeted into the sports teams overall budget. A committee has been established that will discuss all hotel trade-out needs and determine, based on availability, if and how hotel rooms will be used for game guarantees Game Contracts for Away Games The Athletics Department Administrative Assistant will coordinate the administration of contracts for away games. Upon receipt of a game contract from an opponent, the contract will be reviewed and checked against the approved schedule.. The contracts will be forwarded to the head coach for approval and signature. The head coach is responsible for forwarding the contract to his or her Section 9 Scheduling Procedures Page 7

8 Sports Supervisor for final authorization. The contract should then be returned to the Athletic Department Administrative Assistant.. When a revision to a game contract is needed the approval process will be followed though again. The Athletics Department Administrative Assistant will mail or the fully executed contract back to the opponent. A copy of the fully executed contract will be kept on file with the Athletics Department Adminstrative Assistant. Distribution of Copies of Executed Contracts. After contracts are returned, the head coach and Assistant Athletic Director for Ticketing shall receive a copy and a copy shall be retained in department files SPORTS CAMPS Facility Scheduling Contact the Athletic Department Scheduling office to reserve the facilities needed for your camp (x55531). Foundation camps - For those camps run through the Foundation, a contract will not be issued because it is considered a LBSU camp. Foundation Camps include: Tennis, WBB, MBB, Track, Throws, MVB, 49er Camp, Academic Camp 3 rd Party Camps - For camps run by our coaches but monies are deposited outside the department as an independent camp a contract must be issued. 3 rd Party Camps include: Baseball, Softball, MVB, Soccer, WVB *Foundation and 3 rd Party sports subject to change depending on how the coaches decide to run the camp Sam Dores, Assistant Athletics Director, Facilities, Operations, and Event Management will enter the camp into the Event Management System (EMS). EMS notifies support services on campus such as Parking, Police, Risk and Facilities Management on the details of each camp. For more information on Camps and Clinics please see the camps/clinics manual. Section 9 Scheduling Procedures Page 8