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Intercollegiate Athletic Department

Guide

2016-2017 Academic Year

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Keiser University Athletics – 2600 N. Military Trail, West Palm Beach, FL 33409 Modified 02/01/17

Table of Contents

I. Welcome to Keiser Athletics

a. New Hire Information/email/phone PG 3

b. Credit Card Information PG 4

c. Credit Card Request – Form PG 5

d. GL Coding Cheat sheet PG 6

e. Prospective Student-Athlete Checklist PG 7

f. Weight Room Schedule and Rules PG 9

g. Volunteer/Graduate Assistant/Student Assistant Guidelines PG 10

h. Quick Contact Reference Guide PG 11

i. Incident Report Form PG 12

II. Forms and Requests – SA and Coach

a. Roster Change Form PG 16

b. Voluntary Withdrawal from Team Form PG 18

c. Recruiting Visit Form – On-Campus PG 20

d. Suspicion of Drug Use Form PG 22

e. Travel Advance PG 24

f. Recruiting/Travel Off-Campus Form PG 26

g. Release of Liability from Team Travel PG 28

h. Team Travel Guidelines PG 30

i. Scheduling Guidelines PG 31

j. Athletic Game Contract Form PG 32

k. Drug Testing Discipline Form PG 34

l. Scholarship Tracking Form Spreadsheet PG 36

m. Athletic Scholarship Letter of Commitment – Form PG 38

n. NAIA Unattached Competition Worksheet PG 40

o. Rooming List PG 42

p. Purchase Requisition Form PG 44

q. Check Requests Form PG 46

III. Attachments

a. BBVA Cardholder Setting Up Account

b. BBVA Spend Net Navigator – Credit Card Transactions Guide

c. Company Credit Card Policy

d. NAIA Conduct – Suspension Rubric

e. Seahawk Visitor Guide

f. Student-Athlete Handbook

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New Hire Information Remote Access to Email Instructions for entering your Keiser email are as follows: Multi-factor authentication (MFA) is a security system that requires more than one method

of authentication to verify a user’s identity for logging into your email account via the web

(https://login.microsoftonline.com) or logging into the website to change your Windows password

(https://myapps.microsoft.com). The second part to multi-factor authentication is that for any

program\app that uses your email address as a login, you will now be required to create an app

password for each program\app (i.e. Outlook, Skype, mobile devices). Instructions have been attached

in order to configure this. If you are experiencing an issue after you have gone through the instructions,

please submit a work order and choose the category “Multi-factor Authentication”, and we will assist

you as soon as possible.

Cell Phone Activation Once your device has arrived, you will need to login to the Company Portal app on your phone to enroll

your device in order to receive emails. Once enrolled, you can tap on the mail icon and setup your email

account. Since multi-factor authentication has been setup for each of you, you will not use your login

password when entering your credentials, rather, you will need to open up a browser on your computer,

navigate to https://myapps.microsoft.com and create an app password for your device. To do so, after

signing into the myapps.microsoft.com, click on your profile (top right hand corner) and click the blue

“create password” button. Enter the description (iPhone, etc) and it will display a long character

password. Go to your phone, add an exchange email and enter the long character password. Please get

with campus IT department should you have any issues setting up your email accounts.

Remote IClock – iemployee.com When on the road recruiting, you can punch the time clock by utilizing the iemployee.com website. The

same instructions work for punching in or punching out.

Login to iemployee.com

Top of the page, click on Timesheets

On the left hand side of the page, you’ll click on Timeclock

The green punch in circle or the red punch out circle will be present, click it to punch in or out

https://login.microsoftonline.com/

https://myapps.microsoft.com/

https://myapps.microsoft.com/

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Credit Card Information

CRITICAL INFORMATION:

The credit card request form is to be filled out by the

employee when they start and turned into the Athletic

Director.

Utilize the Spend Net Navigator to review transactions,

reports and statements. The guide is in the attachment

section of this guide.

All employees that have a company credit card must read

and be familiar with the Credit Card Company Policy,

which is also in the attachment section of this guide.

Download the BBVA Compass app on your iPhone to scan

receipts instantly.

For each transaction, change the description by utilizing the drop down menu and choosing the

correct GL Code (see GL Cheat Sheet).

VERIFICATION / APPROVAL BY:

Director of Athletics

SUBMITTED TO / TIME FRAME:

Credit Card receipts are due monthly on BBVA and the charges must be reviewed by the first of

the month.

Scan a copy of your driver’s license and credit card – due to the Athletics Administration

Assistant

All credit card holders must go on the BBVA Compass website, review and put in description of

each charge. You can also upload receipts here (as well as the app). This must be done by the 5th

of every month.

IMPORTANT! Billing Address:

1900 West Commercial Blvd

Suite 100

Fort Lauderdale, FL 33309

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GL Coding – Credit Cards/Invoicing

GL code description

34-5225-49 Accreditation expenses-Athletics

34-5355-49 Athletic Equipment

34-5354-49 Athletic Uniforms

34-5102-49 Casual labor (1099)-Athletics

34-5651-49 Cellphone

34-5555-49 Classroom Equipment-Athletics

34-5449-49 Dues and subscriptions

34-5200-49 eCollege fees-Athletics

34-5117-49 Employee relations

34-5901-49 Laptop/cnap usage-Athletics

34-5525-49 Licenses and fees

34-5535-49 Meals-employees-Athletics

34-5536-49 Meals-Meetings-Athletics

34-5539-49 Meals-Miscellaneous-Athletics

34-5350-49 Meals-Student events, team travel

34-5307-49 Meals-student recruitment

34-5658-49 Mileage

34-5203-49 Online services-Athletics

34-5110-49 Payroll taxes and benefits

34-5304-49 Printing expense

34-5116-49 Professional Development-Athletics

34-5578-49 Professional fees

34-5100-49 Salaries and wages

34-5602-49 Seminars and conventions

34-5260-49 Software expense

34-5152-49 Supplies-allied health-Athletics

34-5153-49 Supplies-business

34-5150-49 Supplies-classroom

34-5151-49 Supplies-computer and tech-Athletics

34-5155-49 Supplies-culinary-Athletics

34-5154-49 Supplies-gen ed-Athletics

34-5160-49 Supplies-office

34-5650-49 Telephone-Athletics

34-5103-49 Temp employment service-Athletics

34-5656-49 Travel

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Student-Athlete Application Checklist


The student-athlete checklist is a step-by-step guide to help walk a potential student-athlete

from application to the NAIA Clearinghouse.

Important numbers exist on this document! SAT, ACT, FAFSA codes, etc.


N/A


No timeframe to submit, student-athletes will go through the process prior to arriving to

campus. The earlier the better.

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Keiser University Weight Room Schedule and Rules

With the addition of staff and sports we need to be very organized with our use of facilities, gym space,

fields, etc. this year. Everyone will need to stick to their assigned time in the weight room. If you miss a

time that is okay, but you will miss it for the day and will not be able to “slide” into another spot.

Obviously your SA’s can work out independently, but that is only during the hours that the weight room

is open to the general student body.

Below are a few other policies that everyone will need to follow:

1. Volunteer coaches will need to submit a resume, completed background check form, and

receive approval from the Director of Athletics before they can start working with any team.

This applies for paid and not paid position, and if approval is not received then the

individual/group will not get paid and they will not be able to work with your team. This is to

ensure we are monitoring all individuals/groups that are working with our students and on our

campus.

2. Volunteer coaches are only permitted to work with the team they are assigned to during the

assigned times. Please make sure you are monitoring their schedule, as they are an extension of

your staff. This would mean that a coach/staff member should be present for the sessions to

ensure that the team gets proper access to the equipment/weight room and all gear/equipment

is put away and cleaned properly.

3. All fitness center/weight room polices must be followed by our student athletes, coaches, staff,

and volunteers/independent contractors.

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Volunteer/Student Assistant/Graduate Assistant Guidelines

Any individual that works with or is a part of the staff must either be an employee of Keiser University,

or complete the following steps to be an official volunteer, graduate assistant or student assistant for

Keiser University:

1. Submit a resume

2. Get a background check completed by Oasis (this includes a criminal and education verification)

**background checks for all volunteers will be completed and resubmitted each year**

3. Be approved by the Director of Athletics

All of these steps must be completed prior to the requested individual working with any student athlete

at Keiser University. Once they have been approved they must complete the NAIA Coach of Character

Test.

As a volunteer, graduate assistant or student assistant, an individual can assist the Keiser University

athletic department staff, but they are limited in their scope of responsibility. Below are some

guidelines that must be followed:

1. Volunteers/Graduate Assistants/Students cannot drive university vehicles or transport

teams/student athletes in a vehicle that they rent

2. Volunteers/Graduate Assistants/Students will not have a corporate credit card or cell phone,

and should not purchase items/food for any student athlete or student athlete’s family

3. Volunteers/Graduate Assistants/Students must get yearly background checks before they can

work with any staff

4. Volunteers/Graduate Assistants/Students must be accompanied by an employee of Keiser

University when working with student athletes

5. Volunteers/Graduate Assistants/Students cannot hold/conduct practice activities on their own,

coach on their own, or act as an independent coach/staff member at any time

6. Volunteers/Graduate Assistants/Students must follow and adhere to all Keiser University and

Keiser Athletic Department rules, policies, and procedures

7. If a volunteer/Graduate Assistant/Student is serving as a strength coach then they will also need

to submit a copy of their LLC, trainer’s certification, and proof of insurance

Volunteers/Graduate Assistants/Students that that fail to complete or follow any of the guidelines

above will not be allowed to assist/volunteer with any Keiser University Athletic team or student

athlete.

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Quick Contact Reference Guide

Keiser University Security 561-386-3299

Keiser University Flagship Financial Aid Office 85590

Keiser University Flagship Business Office 85515

Keiser University Flagship Registrar’s Office 85521

Keiser University Flagship Front Desk 87927

Student-Athlete Insurance Hotline 800-356-1235

Oasis Benefits Hotline 866-709-9401

Referral Services Hotline 2-1-1 1-877-3-Keiser (534737)

Sexual Assault Hotline 833-7273

Palm Beach County Victim Services 561-996-1647

PB County Clerk of Court (Restraining Orders) 561-355-2277

SHE (Sharing, Healing, Education) 561-744-8834

Abusive Relationships 561-626-0174

Waves – Women Against Violence 561-355-2418

Forest Hill Counseling Center 561-967-1887

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Incident Report Form


Any incident on campus or in conjunction with an institutional function that occurs, this form

must be filled out by the highest ranking school official that witnessed the incident.




A phone call directly to your supervisor after the incident.

This form must be submitted to the Director of Athletics within 24 hours of the incident

happening.

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Incident Report Form

School: Location of Campus: ____________

Name of Party/Parties Involved including Contact information:

Classification of Participant: ☐ Student ☐ Employee ☐ Visitor ☐ Other

Type of Incident: ☐ Accident/injury (Please also complete a Workman’s Comp Report for Employee Only)

☐ Altercation

☐ Theft

☐ Other

Date & Time of Incident: Date & Time Reported:

Location of Incident:

Prior to Incident, Participant was: ☐ Confused ☐ Oriented ☐ Disoriented ☐ In Class

☐ In Building ☐ In Office ☐ Off Campus

☐ On Campus ☐ Other

Other Persons Involved including contact information & classification:

Witnesses, including contact information:

If Accident/Injury, Notified: ☐ Doctor ☐ Hospital ☐ Relative ☐ Police/Emergency ☐ Other

Description of Incident:

Injuries as observed and noted: ☐ No ☐ Yes (If “Yes”, please describe specific injuries below & complete a

Workman’s Comp Report if Employee)

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Did involved party refuse medical treatment? ☐No ☐ Yes (if “Yes”, party involved signature required):

Party involved signature indicating refusal of medical treatment: _______________________________ Date: ____________

Property Damage? ☐No ☐ Yes (if “Yes”, please describe):

Action Taken:

First Reported to:

Supervisor: Date & Time:

Dept. Head: Date & Time:

Person Reporting: Date & Time:

Supervisors Recommendations/Comments:

_______ ________

Last day Employee Worked or Student was in Class:

Supervisor’s Signature:

If applicable: Information added to the Crime Awareness and Campus Security – Cleary Act Form ☐ No ☐ Yes

Additional Directions to complete the Incident Report Form:

Any on-duty personnel involved in an employee or student incident/accident will call his/her Supervisor as soon as possible and complete

the written report within twenty-four (24) hours.

The Supervisor will review the report for completeness and any needed follow-up before forwarding the original and copies to the Department

Head and Campus President/Vice-President. The Campus President/Vice-President is responsible to notify the Office of the Chancellor and

provide this completed form to the Associate Vice Chancellor of Crisis Management. Note: “On Duty” means from the time you started work

or class (at the office or at school) and the time you left, and/or any other time you might be somewhere on University business.

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Intercollegiate Athletic Department

Guide

2016-2017 Forms Section

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Roster Change Form


IF adding;

o The student-athlete cannot participate in any athletically related activities until the

following departments are notified: Compliance, Athletic Trainer and Sports

Information.

o Is the student-athlete receiving athletically related aid? Please mark yes or no.

IF dropping;

o Check the removed section and indicate whether the athletic aid should be cancelled.

o Indicate the reason why the person is being dropped from the roster.

o IF THEY ARE QUITTING – THE STUDENT-ATHLETE IS REQUIRED TO FILL OUT THE

VOLUNTARY WITHDRAWAL FROM TEAM FORM.

If aid is cancelled, the aid will be prorated to the date on the roster change form.


Director of Athletics – Signature required

Head Coach – Signature required

Director of Compliance

Athletic Trainer


Assistant Athletic Director (Assistant AD will give copies to financial aid, business office, sports

information, and dean of students).

Within 24 hours of the status change. If adding a player to the team, the player cannot practice

until cleared by Compliance and Athletic Trainer.

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Voluntary Withdrawal from Team Form


Any player who is quitting during the season or term and will not be participating in countable

athletic related activities is required to fill out the form.

If a student-athlete is removed from the team (kicked off), this form isn’t to be filled out.


Student-athlete - Signature

Head Coach – Signature

Director of Compliance

Athletic Trainer


Assistant Athletic Director (Assistant AD will give copies to financial aid, business office, sports

information, and dean of students).

Submitted within 24 hours of removal from team

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Recruiting Visit Form


All travel requests must be submitted and approved on the form prior to booking travel with

MRG travel.

Any purchases for a recruit’s visit must be paid and used on the company credit card – no

exceptions.

Fill the form out entirely to the best of your knowledge.

Transcripts need turned into the Director of Compliance.

Physical (if a tryout is to occur) needs turned into the Head Athletic Trainer.

If mom or dad is coming along, make sure to include them in the space provided.



Director of Athletics - Signature



Submit one week prior to travel if booking flight or hotel

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Suspicion of Drug Use Form


Be as detailed as possible when jotting down your observations or reports from others. Attach

documents, screen shots, or print outs if needed.

Remember, the student-athlete will be informed of the reason they are being drug tested, so be

sure to be as detailed and non-biased as possible.


Person reporting issue – Signature

Director of Athletics - Signature


Submitted to the Director of Athletics within 24 hours. Director of Athletics will forward to the

Athletic Training staff to conduct testing.

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Travel Advance Form


This form is to be filled out by any staff members who are travelling and a credit card cannot be

utilized.

Be as detailed as possible when filling out the form.


Person requesting travel advance – Signature required



Submit to the Director of Athletics at least one week prior to trip.

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Recruiting Off Campus/Travel Request Form


Any athletic staff member who is travelling out of state or recruiting off campus will need to fill

this out and get approval prior to booking any reservations with MRG travel.

Do your best to be as close to exact on the cost. Do research and be confident in the amounts. It

may be the difference in the approval request.




Submit this form to the Director of Athletics at least one week prior to date of travel request.

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Release of Liability from Team Travel Form


Any student-athlete that is travelling to any athletic related activities and voluntarily asks to

travel separately from the team is required to fill out and sign the form.

If a student-athlete has not filled out this form, he or she is required to travel with the team.

This form MUST be signed EACH time he or she wants to travel apart from the team, this is not a

blanket form for a season.


Requesting Student-athlete – signature required

Director of Athletics – signature required

Head Coach – signature required


Submitted to the Director of Athletics

The form will need turned in prior to leaving campus

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Team Travel Guidelines


All team travel must be booked through the MRG travel agency

Hotel cost-hotels are limited to Keiser University student athletes and coaching staff/Keiser

University staff. Any hotel rooms that include any non-Keiser staff member or student athlete

require approval prior to purchase (recruiting trips, special events, etc.)

$135 maximum when putting two people in a room

$165 maximum when putting three or four people in a room

Food cost-$40 per day using a basic guidelines of $10 breakfast, $15 lunch, $15 dinner

Food purchases must be made using Keiser University corporate credit card unless prior

approval is granted by Director of Athletics

The $40 cost is a per day cost, so if only dinner is being purchased you will need to

follow the 10/15/15 guideline. If three meals are purchased, then the max per day

would apply but meals do not need to follow the 10/15/15 guideline

Team meals are limited to student athletes and coaching staff/Keiser University staff.

Any meals that include any non-Keiser staff member or student athlete require approval

prior to purchase (recruiting trips, special events, etc.)

Chartered buses are the preferred method of travel for all trips over 4 hours, although there

may be some adjustments depending on total number in travel party, date/time of trip, total

cost of trip




Prior to leaving for a trip a member of the staff must submit a travel itinerary to the Director of

Athletics. The travel itinerary will include the following items:

1. Name of everyone traveling

2. Departure time

3. Name of hotel the travel party is staying at (if an overnight trip)

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Scheduling Guidelines


Conference scheduling must follow the mandatory sun conference grid. Any variations to the

mandatory conference schedule must follow the conference rules to requesting a schedule

change

All non-conference games, and conference games, will need to be put into the schedule request

form spreadsheet and receive approval by the Director of Athletics prior to any contracts being

signed or travel booked

The schedule request form spreadsheet (example below) must be filled out completely. Once

approved by the Director of Athletics, any changes to the schedule must be approved by the





The schedule request form spreadsheet must be submitted to the Director of Athletics five

months prior to first scheduled contest.

Once approved by the Director of Athletics, any changes must be approved by the Director of

Athletics.

Sport:

date form completed

person completing form

Approved by Director of

Athletics-sign/date $10/$15/$15 use PDF doc

$135 for 2 or $165

for 3 to 4

day date game time opponent conf or non-conf home or away

if away, how many

are traveling

number in travel

party meal cost bus cost hotel cost

total cost (this gets

populated automatically)

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

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Athletic Game Contract Form


Schedule request form spreadsheet must be approved by Director of Athletics before creating

game contracts.

All athletic events, home or away, are required to have an athletic game contract (Keiser or

opponents) that is signed by official representatives from each institution.

The form is to be filled out only by the head coach.

It is very important that the head coach double checks the date, time and place on the contract.

The contracts are scanned/emailed out by a member of the coaching staff.


Director of Athletics – Signature


Opposing Director of Athletics – Signature

Opposing Head Coach - Signature


All athletic contracts are due one month prior to the first scheduled contest.

All returned game contracts need to be submitted to the Assistant Athletic Director.

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Drug Testing Disciplinary Action Form


Any student-athlete that fails an institutional drug test must meet with their Head Coach and

Director of Athletics and will be presented with this form to sign.

Penalties of the violation are spelled out on the form, in addition to any required discipline from

the Athletic Administration.



Student-Athlete – Signature required

Head Coach – Signature required


All required signatures are to be signed during the meeting with the Head Coach, Director of

Athletics, and Student-Athlete.

A fully complete and signed form will remain with the Director of Athletics.

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Scholarship Tracking Form Spreadsheet


There are two tabs at the bottom of the page, one for your tracking form and one for a recruiting form. The tracking form is for students who are committed and/or returning. It has a few new columns added, and you will need to fill in all the information that is not highlighted in orange (orange columns will update automatically).

The recruiting tab is just for the students you are recruiting, but are not sure if they will commit to us or not. We need to code them in our admissions process early so we can assign them to the correct admission counselor

If you need to get Pell Grant or FRAG dollar amounts you can get this information from the Compliance Director.

There are over 60 roster slots on the form, so you can delete the lines that you don’t need to make the form as some of you do not have rosters this large.

This form needs to be completely filled out will all information you have so far regarding all FALL 2017 returners and commits on your team(s).


Compliance Director




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Athletic Letter of Commitment Form


Tracking form must be submitted prior to this form.

Any Head Coach that wishes to present a student-athlete with an athletic scholarship is required

to fill out the form.

Indicate whether or not the awarded aid is for fall, spring or entire academic year.

The total scholarship cannot exceed the total cost of attendance.


Must be signed in this order:

o Director of Athletics – Signature required

o Head Coach – Signature required

o Student-Athlete – Signature required

o Director of Financial Aid – Signature required


Returners/renewals due by June 1st.

New students must have form completed and turned in to Financial Aid prior to student

practicing with team.

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NAIA Unattached Competition Worksheet


Any student-athlete that is wanting to compete in any organized competition, other than at

Keiser, while enrolled as a full-time student at Keiser University will need to complete this form

prior to competing.

Go over the form and each criteria with the student-athlete to be sure they understand each

criteria.

Any questions or concerns needs to be addressed with the Director of Compliance.


Student-Athlete – Initials

Director of Athletics/FAR – Signature

Head Coach - Initials


Student-athlete must fill out the form with the Head Coach prior to the competition

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Rooming List Form


Rooming lists need to be submitted to the hotels prior to arriving.

Rooming lists help the hotels if keys are lost, hotel emergencies, and speed up the process when

teams arrive.


Athletics Administration Assistant


Submit the form to the Athletics Administration Assistant prior to leaving campus.

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Purchase Requisition Form


Please complete the Purchase Requisition Form and then email it along with a quote for the vendor and a description of the request to the Director of Athletics for review and approval using the following procedures;

o Use the following Subject Line: Purchase_Order/Department/MMDDYY/Item Description - Example: Purchase_Order/AthleticsSoftball/ 090116/field equipment

o Please use the Purchase Requisition Order Form for supplies, products, equipment, etc.

Purchase Orders should NOT be used for services, repairs, or maintenance

o Purchase Orders should not be used for Check Requests

o Please plan ahead and consolidate any monthly supplies or reoccurring product

orders. Roll them up into monthly, quarterly, or semi-annual orders where appropriate

o Please complete the entire requisition form and plan ahead as much as possible in an

effort to include a realistic ‘Date Needed’ as your delivery date

o Please provide any Cost Benefit Analysis in the email where appropriate - anything to

assist with the analysis and approval process

Budgeted Item vs. Non-Budgeted

Justification for Purchase

Relevant Background Information




All Purchase Orders will be reviewed every Thursday for final campus approval and submission to the OOC. Please allow two weeks on average for processing from origination through order placement.

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Check Requests Form


Check requests are to be submitted for services and payments such as: independent contractors, entry fee to tournament, game guarantees, contract game employees, officials, staff, etc.

To submit a check request please email a check request form, W9 (we need this the 1st time we would use the vendor), and an invoice or receipt of services to the Director of Athletics for approval

Make sure you check the box for “requestor” at the bottom for the destination of the check. All checks will be sent to the Keiser employee requesting the check, and then you will need to mail or give the check to the payee.




The turnaround/processing time for all Check Request is 3 weeks. Request are typically sent

from the Business Office to the Accounting department once weekly on Fridays; Therefore, a

request submitted to the Business Office on Monday – Thursday, will be submitted to

Accounting on Friday of that week. The three-week processing time starts from the Friday of the

week that your request was submitted to the Business Office, not the date that you wrote on

the request. A check request of $1,000 or more requires additional approvals, please account

for more additional time.

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