Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections
Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections Minutes of a Regular Meeting, June 22-23, 2004 - Digital Collections
REGENTS’ POLICY MANUALSECTION 6—ATHLETICS6.2.9—POST-SEASON ATHLETICS CONTESTSGUIDELINES FOR POST-SEASON PARTICIPATIONPURPOSEThe primary reason for participation in post-season competition shall be as a reward for the studentathletesand Athletics Department personnel at the conclusion of a successful regular season. Post-seasonparticipation is a means to further recognize and promote, through national exposure, the University andits athletics programs. Post-season participation should involve as many alumni, fans, friends andsupporters as possible. The planning, execution and follow-up of post-season activities shall beaccomplished in a manner consistent with State law, Board of Regents’ policy, Conference/NCAA rules,and prudent management.UNIVERSITY REPRESENTATION AND AUTHORIZED TRAVELThe following groups will constitute University representation for purposes of post-season travel.TEAM PARTYThis group shall include only those individuals essential to the actual participation and representationin the postseason event as listed below:Student-Athlete — This includes such student-athletes as the head coach deems necessary to conductpractices and the event, subject to the approval of the Director of Athletics. Additional players may beincluded upon recommendation of the Director of Athletics based on full and complete participationthroughout the season. Spouses and dependents (defined below) of student-athletes may be includedupon recommendation by the Head Coach with the approval of the Director of Athletics.Coaching Staff — This includes all full-time and part-time coaches. Spouses and dependents (thosechildren claimed as such on the employee’s last Federal Income Tax Return) may be included ifrecommended by the Head Coach or appropriate administrative officer and approved by the Director ofAthletics.Essential Athletic Support Staff — This includes the Director of Athletics and such athleticssupport staff as the Director of Athletics deems necessary (e.g., trainers, medical staff, managers, weighttrainers, secretarial, equipment, Sports Information, Business Office, Ticket Office) to accomplish theplanning and execution of post-season events. Spouses and dependent children (those children claimed assuch on the employee’s last Federal Income Tax Return) of essential support staff may be included uponthe approval of the Director of Athletics.Additional personnel necessary to accomplish the necessary required planning and execution of postseasoncompetition may be included as approved by the Director of Athletics. Normal inclusion would bethe Executive Associate Athletics Director, Senior Woman Administrator (SWA), Director ofDevelopment, Director of Business Services, secretarial support, and personnel necessary to service theteam practice functions. Spouses and dependent children (children claimed as such on the employee’slast Federal Income Tax Return) may be included with approval of the Director of Athletics.THE UNIVERSITY OF OKLAHOMA 291
REGENTS’ POLICY MANUALSECTION 6—ATHLETICSCosts that may be covered in full or in part for the Team Party include air transportation, lodging,meals or meal allowances, and incidental expenses as prescribed by the Director of Athletics. All costsshall be in conformity processed by the University consistent with State travel laws and Universitypolicies.OFFICIAL STUDENT SPIRIT PARTYBand — This includes members of the University Marching Band or Pep Band, as recommended bythe Band Director. Review and approval by the Director of Athletics will be based on available fundingand need for Student Spirit Party support. Band travel shall be scheduled to accommodate necessary postseasonevent activities. Group size could range from maximum to a minimal pep band to hiring on-sitebands. Expenses that may be covered in full or part include transportation, lodging, meal allowance, andnecessary event tickets.Cheerleaders/Pom Pons — This includes students and sponsors recommended by the Student SpiritParty Coordinator. Review and approval by the Director of Athletics will be based on available fundingand the need for Student Spirit Party support.Costs that may be covered in full or in part for the student spirit party include transportation, lodging,meal allowance and necessary event tickets as prescribed by the Director of Athletics. All costs shall beprocessed by the University consistent with State travel laws and University policies.Travel — Official Student Spirit Party travel shall be scheduled to accommodate necessary postseasonevent activities. Mode of travel shall be determined by the Director of Athletics.UNIVERSITY DELEGATIONThe University Delegation shall include those University officials deemed necessary for officialrepresentation of the University at post-season events as follows:• Current members of the Board of Regents, the Executive Secretary of the Board of Regentsand Vice President for University Governance, to coordinate activities, their spouses and theirdependent children (children claimed as such on their last Federal Income Tax Return).• The President, the President’s designee for coordinating University Delegation arrangements,administration liaison, the Conference Faculty Representative, their spouses, and theirdependent children (children claimed as such on the employee’s last Federal Income TaxReturn).• The Executive Officers and a spouse or guest may be included in the University Delegation iftheir participation is deemed necessary by the President. Required funding for theseExecutive Officers must be identified. Required funds that are not provided within theestablished University Delegation budget from the travel allowance must be identified andprovided from sources outside of the travel allowance and/or Athletics Department budget.Costs to be covered for the Executive Officers include transportation, lodging and appropriateevent tickets.THE UNIVERSITY OF OKLAHOMA 292
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REGENTS’ POLICY MANUALSECTION 6—ATHLETICSCosts that may be covered in full or in part for the Team Party include air transportation, lodging,meals or meal allowances, and incidental expenses as prescribed by the Director <strong>of</strong> Athletics. All costsshall be in conformity processed by the University consistent with State travel laws and Universitypolicies.OFFICIAL STUDENT SPIRIT PARTYBand — This includes members <strong>of</strong> the University Marching Band or Pep Band, as recommended bythe Band Director. Review and approval by the Director <strong>of</strong> Athletics will be based on available fundingand need for Student Spirit Party support. Band travel shall be scheduled to accommodate necessary postseasonevent activities. Group size could range from maximum to a minimal pep band to hiring on-sitebands. Expenses that may be covered in full or part include transportation, lodging, meal allowance, andnecessary event tickets.Cheerleaders/Pom Pons — This includes students and sponsors recommended by the Student SpiritParty Coordinator. Review and approval by the Director <strong>of</strong> Athletics will be based on available fundingand the need for Student Spirit Party support.Costs that may be covered in full or in part for the student spirit party include transportation, lodging,meal allowance and necessary event tickets as prescribed by the Director <strong>of</strong> Athletics. All costs shall beprocessed by the University consistent with State travel laws and University policies.Travel — Official Student Spirit Party travel shall be scheduled to accommodate necessary postseasonevent activities. Mode <strong>of</strong> travel shall be determined by the Director <strong>of</strong> Athletics.UNIVERSITY DELEGATIONThe University Delegation shall include those University <strong>of</strong>ficials deemed necessary for <strong>of</strong>ficialrepresentation <strong>of</strong> the University at post-season events as follows:• Current members <strong>of</strong> the Board <strong>of</strong> Regents, the Executive Secretary <strong>of</strong> the Board <strong>of</strong> Regentsand Vice President for University Governance, to coordinate activities, their spouses and theirdependent children (children claimed as such on their last Federal Income Tax Return).• The President, the President’s designee for coordinating University Delegation arrangements,administration liaison, the Conference Faculty Representative, their spouses, and theirdependent children (children claimed as such on the employee’s last Federal Income TaxReturn).• The Executive Officers and a spouse or guest may be included in the University Delegation iftheir participation is deemed necessary by the President. Required funding for theseExecutive Officers must be identified. Required funds that are not provided within theestablished University Delegation budget from the travel allowance must be identified andprovided from sources outside <strong>of</strong> the travel allowance and/or Athletics Department budget.Costs to be covered for the Executive Officers include transportation, lodging and appropriateevent tickets.THE UNIVERSITY OF OKLAHOMA 292