Athletic Camps and Clinics (AP-01-104)

UW-River Falls Administrative Policy
Policy ID: AP-01-104
Effective: November 2, 1998
Last Revision: July 2014
Review: 3 years

Athletic Camps and Clinics

Maintained by: Chancellor/Athletics
Approved by: Chancellor
Next Review Date: July 2017


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Policy

To attract athletic camps to the University of Wisconsin-River Falls campus to provide revenue for the Athletic Department, Recreation and Sport Facilities, Residence Life and Dining Services; recruit new students, and increase public relations with the community.

Authority

The UW-River Falls Chancellor issues this policy in accordance with the Administrative Policy process.
The ACBF is responsible for the administration of this policy. Request an exception to this policy by writing to administrative-policy@uwrf.edumail.

Sanctions and Appeals Process

Failure to adhere to the provisions of this policy may result in appropriate disciplinary action as provided under existing procedures applicable to students, faculty, and staff, and/or civil or criminal prosecution.

Procedure

  1. The policy for determining salary needs will be based upon:
    a. Revenue generated by the camp or clinic.
    b. The amount of hours spent during the camp’s operations and in preparation time.
  2. Coaches cannot receive more than full summer university salary.
  3. Camps and clinics with limited enrollment will be negotiated based upon the revenue generated.
  4. Camps and clinics will be conducted in accordance with the Letters of Agreement between Athletics and Recreation and Sport Facilities related to the Knowles Center, Hunt Arena, Ramer Field, and the Intramural Complex.
  5. An annual review of all camps and clinics will be conducted by the Director of Athletics.

Athletic Department Responsibilities

The Director of Athletics (or designee) is responsible for the following:

  1. Approve camps and clinics.
  2. Coordinate with the Conference and Contract Services Manager for dining, housing, and facility requests.
  3. Approve payroll for the Camp Directors and Coaches.
  4. Establish policies for the collection of registration fees.
  5. Approve camp and clinic brochures.
  6. Communicate the current administrative fee structure with the Camp Director.
  7. Ensure camps and clinics are conducted in accordance with NCAA and WIAA rules and regulations.
  8. Distribute camp revenue to the proper units.
  9. Work with the Financial Specialist for the payment of camp related expenses.

Conference and Event Services Responsibilities

The Conference and Contract Services Manager (or designee) is responsible for the following:

  1. Coordinate with the Camp Directors for dining, housing and facility requests.
  2. Assist with the check-in of campers related to dining and housing.
  3. Invoice individual camps and clinics for dining, housing and facility use.

Camp Directors Responsibilities

The Camp Directors (or designee) are responsible for the following:

  1. Communicate camp and clinic dates with the Conference and Contract Services Manager.
  2. Develop, market, and distribute camp/clinic brochures.
  3. Coordinate the designs, orders and sales of camp T-shirts.
  4. Coordinate camp and clinic registrations and refunds.
  5. Hire camp/clinic coaches.
  6. Maintain camp and clinic databases, mailings, etc.

Recreation and Sport Facilities Responsibilities

Recreation and Sports Facilities staff are responsible for the following:

  1. Monitor camps and clinics to ensure the satisfaction of facilities and staff with each individual camp coordinator.
  2. Hire and staff facilities for camp/clinic dates that have been pre-approved by the Camp Director.

Background

University-sponsored athletic camps have either been run independently, through Conference and Event Services, or through Outreach.  As independents, coaches were responsible for the insurance, marketing, promotions, mailings, registrations, and the renting of University facilities, and could make personal profits from the camp.  Through Conference and Event Services and Outreach, the insurance and above services were provided by the University.  In the 1996-97 academic year, camps and clinics became the responsibility of the Athletic Department, under the supervision of the Director of Athletics or designee. The Athletic Department will administer all aspects of athletic camps and clinics operated by university athletic personnel.

Contact

Please direct questions about this policy to administrative-policy@uwrf.edumail.