1. GENERAL
a. Athletics facilities include the Bob Carpenter Center, Carpenter Sports Building and Delaware Field House. Sport programs are primarily located as follows:1) Bob Carpenter Center
- Men's Basketball
- Women's Basketball
- Football
2) Carpenter Sports Building
- Men's Swimming and Diving
- Women's Swimming and Diving
- Women's Volleyball
3) Delaware Field House
- Baseball
- Men's Cross Country (White Clay Creek State Park)
- Women's Cross Country (White Clay Creek State Park)
- Field Hockey
- Golf (Newark Country Club)
- Men's Lacrosse
- Women's Lacrosse
- Women's Rowing (WYRA Boathouse)
- Men's Soccer
- Women's Soccer
- Women's Softball
- Men's Tennis
- Women's Tennis
- Men's Track and Field
- Women's Track and Field
b. Further information relating to facilities and operations, including facility scheduling, field assignments, specific policies for facility use, travel procedures, etc. is in Athletics Operations Handbook on the web. (UD Homepage, Athletics) Questions should be directed to the Associate Director of Athletics, Internal Affairs & SWA.
c. A specific policy has been developed for reservation of Bob Carpenter Center space during men's and women's home basketball games. It follows:
STATEMENTBecause many units on campus wish to entertain or cultivate friends of the University during men's and women's home basketball games; and because space for group gatherings is limited, it was necessary to develop the following room reservation policy.
POLICY
1) The Intercollegiate Athletics Program will reserve rooms 103, 104, auditorium and concourse areas for pre/post game receptions for home men and women's basketball game dates, via the Associate Director, Recreation Services and Athletics. Room 103 will be available for pre- game functions only, since it is used as a press room after half-time. The Associate Director will confirm use of these areas with BCC Administration.
2) Rooms in the Bob Carpenter Center will be offered to other campus units for their use. Units that have purchased season basketball tickets will be given preferential priority to reserve a maximum of four (4) dates. Units shall reserve these rooms with the Associate Director by September 30th.
3) After September 30th, rooms will be available on a "first- come, first-serve" basis to both off-campus groups, i. e. , Basketball Club, and on-campus units that wish to have more than four functions. Reservations are to be booked with the Associate Director.
4) All groups will be charged the applicable University or non-University rate for the use of rooms by BCC Administration.
5) All catering arrangements shall be the responsibility of the renting group and shall be made with University Dining Services through BCC Administration.
d. Lockerroom assignments for home and visiting teams are made by the Assistant Director, Operations. Head coaches are informed of these assignments well in advance. The Supervisor, Events coordinates directing visiting teams to their assigned lockerroom and ensuring that appropriate security procedures are followed.
e. Practice sessions for visiting teams need to be arranged through the Assistant Director, Operations.
f. The Delaware Field House arena is for use of UD student athletes only. During assigned team practices no other individuals may use the arena (running, stretching, throwing, etc. ).
Student-athletes wanting to work on skills (running on track, throwing and catching with a teammate, stick work, etc. ), on a voluntary basis, may do so during the hours of 12:00 Noon to 1:30 p. m. (Monday-Friday) or during building hours (8:00 a. m. to 5:00 p. m. , Monday-Friday) when the arena is not scheduled with an event, as long as it does not create an unsafe environment for any participants.
g. Student-athletes are not to throw or bat any balls against walls, inside or outside.
h. Security of Athletics facilities is a shared responsibility. Lights need to be turned off and doors secured following facility use. It is imperative that outside access doors never be propped open at times the building has been locked.
i. Cleats are not permitted to be worn inside any Athletics facility.
j. Animals and bikes are prohibited inside Athletics facilities.
k. Proper attire and conduct of student-athletes is expected at all times in the public areas of Athletics facilities.
l. The Director of Athletics is responsible to the President for all construction and maintenance related to the intercollegiate athletics program and no projects will be negotiated or undertaken without the approval of the Director who will prioritize the scheduling of all projects.
The Associate Director, Recreation Services & Athletics has responsibility for direct supervision of construction projects. The Associate Director of Athletics, Internal Affairs & SWA, has responsibility for Athletics maintenance projects.
m. Safety is a primary concern related to all Athletics facility use. Staff members utilizing facilities need to reflect safety- consciousness in all their actions as well as communicating to those under their supervision instructions that result in safe practices.
Specific safety procedures exist for access to the Delaware Field House curtained area of the arena. Coaches need to be thoroughly familiar with these and clearly communicate them to student-athletes. (Information available from Associate Director of Athletics, Business & External Affairs).
2. HOSTING TOURNAMENTS
a. The following policies apply to the hosting of tournaments during sport's championship season.1) A tournament cannot displace another UD team's games or practices.2) Practices by teams competing in the tournament will be assigned by the Event Manager, in consultation with the Assistant Director, Operations. Use of the game field, other than pregame, will be weather and field condition dependent.
3) Athletic Trainers/facilities coverage will be determined by the Head Athletic Trainer. (Ice and water will be provided for all games and practices. )
4) Athletics Media Relations coverage of games will be determined by UD Athletics Media Relations Office.
5) In conjunction with appropriate facilities personnel and senior management staff (SMS), final approval of the tournament and dates will be given, in writing, by the Associate Director to the Head Coach. No confirmation of dates or competing teams should ge given until this approval is received. (Approval will not be granted for any "big" weekends - e. g. , Homecoming, Parent's Day, conference championships, three or more home UD events, etc.)
6) An Event Manager will be assigned as soon as the dates are confirmed. The Event Manager will work directly with the Head Coach to insure proper staffing of games, access to facilities, securing of officials, practice times and locations, etc.
7) All associated tournament costs (officials for all contests, event staff, Grounds, Facility Supervisor for all contests, etc. ) will come from the involved sport team's budgets. There will be no additional funding allocated for tournaments.
8) Admission fees will be considered for all tournaments to assist in defraying tournament expenses.
9) Any sponsorship or marketing of the event must be done in conjunction with and with the approval of the Assistant Director, Marketing.
10) Laundry services will not be available for visiting teams.
11) Guarantees (cash, motel rooms, etc. ) must be approved by the Director of Athletics.
12) With the exception of the preexisting Volleyball, Diving, Cross Country and Track and Field Invitationals, the following will apply:
a) Tier 1 programs: every other year consideration
b) Tier II program: once every three years consideration
c)All others: handled on a case by case basis (based on proposed dates, number of other tournaments hosted in that year, etc. )
13) Head Coach in conjunction with Event Manager, is responsible for providing an Information Sheet which includes all tournament information to the Associate Director to be sent out with the tournament contracts.
14) Requests to host a tournament should be submitted to the Associate Director, Recreation Services & Athletes, preferably, two years out but no later than one year prior to the dates of the tournament.
b. The following policies apply to the hosting of tournaments during a sport's non-championship season.
1) Coaches may request to host non-championship season tournaments. Due to other scheduled events, field conditions, facility conditions, etc. not all requests may be granted. (Approved by AGB, 5/19/05)
2) Non-championship season scheduling requests (see Section MM for procedure) to go to the Assistant Director, Operations, no later than one month in advance. The Assistant Director, Operations will check facility availability, etc. before confirming the request. Final confirmation rests with the Associate Director, Athletics and Recreation Services. (Approved by AGB, 5/19/05)
3) Field sport coaches should make every effort to limit this tournament to one field (preferably, Rullo, if available) due to championship season activity, rehabilitation and lining needs, etc.
4) There will be no Operations support for a non- championship season tournament. It will be the coach's responsibility to move cages, setup/operate/tear down, operate scoreboards, secure officials, etc. If Grounds support is needed (e. g., mowing, lining, field setup, etc. ), these requests need to go to the Assistant Director, Operations. Grounds support is not a given due to their responsibilities with championship season programs.
5) Locker rooms will not be available.
6) Participating schools must be identified to the Assistant Director, Operations, as quickly as possible following approval of tournament dates, so that the Associate Director can initiate contracts. (Signed contracts must be on file with the Associate Director prior to the tournament.) (Approved by AGB, 5/19/05)
7) There will be no Athletics Media Relations or Marketing support for these tournaments.
8) Athletics Training support needs to be requested through the Head Athletics Trainer. It should not be assumed that athletics trainers will be willing/able to cover these tournaments.
9) It is the coach's responsibility to make sure that all equipment is put away and trash is picked up and disposed of at the conclusion of the tournament.
10) If a grass field is being used, it must be understood that the tournament may be cancelled due to inclement weather or field conditions. The Operations Associate will make this decision.
3. FUNDRAISING EVENTS
a. Coaches wishing to utilize Athletics facilities for conduct of a fundraising activity/event need to follow procedures as indicated below. To maximize impact, efforts should be concentrated on a maximum of one to two well-done functions per sport each year. The focus should be on activities that yield a high return to the program conducting it. Events that require maximal effort/time for minimal return are discouraged.1) Regardless of the location of the event/activity, the "Application to Conduct Athletics Revenue Events/Activities" form will be utilized when revenue is involved. This will ensure the involvement of appropriate administrative staff and provide a simple communication vehicle. The form is available on the University of Delaware website (www.udel.edu).2) An administrative fee structure will be applicable. Specifics will be communicated upon approval of the "Application to Conduct Athletics Revenue Events/Activities" form.
3) The administrative fee structure will be applicable to all Athletics revenue events including, but not limited to clinics, lessons, leagues, seminars, invitational and open tournaments as well as fundraising events being conducted by/for individual sport programs. However, when all revenue is earmarked specifically for scholarships, no fee will apply. Summer Sport Camps will have a separate administrative fee structure.
The fee structure for revenue events is based on the philosophy that these events are primarily intended to raise funding for sport programs. It will include percentage of gross revenues for administrative, work/cage crew and facility usage and require that a substantial percentage of net revenue before salaries be returned to the sport program.
Athletics administrative involvement will include:
a) Approval of date(s) and all needed facilities.b) Facility preparation. (on a cost basis for events with no fee. )
c) Coordination as appropriate between involved Coach, Director of Development for Athletics, Assistant Director, Marketing, Assistant Director, Operations, and Supervisor, Events.
d) Event preparation (e. g. , custodians, security, advance collection and handling of admission, entry fees, etc.) on a cost basis.
e) On-site event management as deemed necessary (e. g. , general supervision, collection of monies, etc.).
4) Hold harmless agreements must be utilized in all cases where physical activity will be involved. These forms are available on the University of Delaware website (www.udel.edu).
b. See "Outside Group Use" for policies relating to operating an outside event for the purpose of fundraising for a sport program.
4. OUTSIDE GROUP USE
a. Outside group use of Athletics facilities will not be extensive due to the high demand by our own sport programs. All such requests are handled by the Assistant Director, Operations. Facility rental fees are charged for such use. Athletics will attempt to rent facilities to outside groups a limited number of times per year for the purpose of generating revenue. This will be coordinated with the Bob Carpenter Center and the Ice Arenas to ensure absence of conflicts.b. The following policies are applicable:
1) Scheduled athletics events or practices in Delaware Field House will not be cancelled for an outside group facility rental.2) Outside group rentals of indoor facilities in February will be limited to D.I.A.A. events and Wilmington Track Club meets, held, preferably on Sundays.
3) In addition to facility rental rates, the following reimbursables may apply:
a)Building/field monitor (one per event)b)Custodial staff (number and hours determined by Custodial Services)
c)Public Safety (if event warrants, Public Safety determines number and hours)
d)Other reimbursable charges, as applicable may include movers and haulers, facility set-up/tear- down, sound system use, rental of athletics equipment, rental of tables and chairs, etc.
4) All events will be subject to facility availability and assignment of appropriate/sufficient staff (reimbursable) to operate the event. This will be determined by the facility administrator. Each head coach may endorse events involving an external organization/outside group up to the equivalent of three full days per year (July 1 - June 30) to enable the outside group to be charged at the reduced internal facility rate. All reimbursable, scoreboard, PA system, lights, etc. will be charged at full rate.
This will be defined to include a multi-date event, one with the same title lasting up to the equivalent of three full days, or three separate events. Beyond that, full rates apply. Up to four hours will be considered a half day. Over 4 hours will be considered a full day.
a) If a coach operates the outside group event, then it can be considered as a sport program fundraiser. (I. e. , the facility rental fee will go to the program, minus administrative charge. ) This requires significant involvement in arrangements and on-site supervision. Otherwise, the above wording applies.b) These policies are not applicable to summer sport camps (independent contractor), coach-operated clinics and other internal fundraising activities.
5) Concessions may be sold at any event provided they are handled by University of Delaware Dining Services.
6) Outside groups may not charge for parking.
7) Outside groups must provide a certificate for the current applicable level of liability insurance coverage (available from Associte ) naming the University of Delaware as additionally insured. The certificate will be obtained by the Assistant Director, Operations and must be on file prior to the event.
8) Contracts for use of facilities by outside groups will include a standard hold harmless agreement and will be prepared by the Assistant Director, Operations, reviewed and signed by the Associate Director, Business & External Affairs. The agreement will be considered final when the outside group representative returns a signed copy of the fully executed agreement.