Student Affairs Information

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Strategic Goals Organization and Leadership Policy Guidelines and Documents

Organization and Leadership

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Policy Guidelines and Documents

Experiential Learning Program (Graduate Assistants)

• Appointment: Positions in the Experiential Learning Program (ELP) and part-time coaches correspond to the university's budget year (July 1 through June 30) and are renewable annually.
• Appointment and Renewal Process: Individuals appointed as graduate assistants must be admitted to the graduate program at HNU. All graduate assistantships must reapply annually. Continued participation in the program is dependent on satisfactory progress towards a graduate degree and satisfactory completion of contractual obligations.
• Contractual Obligations: All positions are required to dedicate on average 20 hours per week to its three primary responsibilities: coaching, recruiting, and mentoring of student athletes. Additionally, learning contracts are required for each position. All participants in the program are required to adhere to the policies and procedures of Holy Names University.
• Compensation: Holy Names University graduate students in the Experiential Learning Program (ELP) and part-time coaches employed by HNU are eligible for tuition remission (2 courses per semester) and a room in the residence halls, subject to availability. The courses may only be HNU courses taken at HNU and offered during a particular term of attendance.

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Policy on Orientation, Convocation, and Athletics

The following information is provided as policy to guide professional staff in their planning and implementation of programs and services.

First, new student athletes who arrive on campus prior to the first day of orientation must have a general orientation that covers:

•  Policies and procedures regarding safety and security, included, but not limited to door access, ID cards, gate access, emergency phone numbers, and emergency contacts.

•  Policies and procedures regarding prohibitions on hazing.

•  Policies and procedures on alcohol and drugs.

•  Policies and procedures regarding sexual assault.

Second, new students are expected and required to attend all orientation programs. Practice schedules for the days orientation is in session must be coordinated with the orientation schedule unless the practices will not include new students. This applies to all new students, including transfers. It also applies to Convocation (All HNU staff are required to attend Convocation).

Third, under no circumstance are HNU athletic teams allowed to compete in away games and matches during orientation programs and Convocation. Home games and matches must be coordinated with the orientation schedule and must be approved by the director of athletics and recreation. Games not approved and/or games scheduled away may be subject to cancellation. Contracts will be voided and other action, as necessary and appropriate, will be pursued.

Please know these policy requirements were put into effect in September 2006 and that while the AD is responsible for enforcing this policy, all coaches and athletic administrators are responsible for its implementation and any outcomes associated with it.

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Policy on Athletic Scholarships and Eligibility Completion (5th year Seniors)

All students enrolled at HNU who receive athletic scholarships will have their eligibility to receive those scholarships reviewed for subsequent years. In other words, athletic scholarships are not automatically renewed from year to year. Instead, continued receipt of athletic-related aid is dependent on a recipient being in good academic and athletic standing.

Administrative Process: By May 1 of each year, recommendations for athletic awards for the next year will be due to the vice president for enrollment services or designate. The recommendation for each student athlete will be no less than the award that individual received for the previous year. Recommendations for increases in athletic awards must be submitted by coaches to the Director of Athletics and Recreation for initial approval.

Note: The department, in conjunction with the financial aid committee prior to April 1, 2008, will set standards for how decisions to increase awards will be made. At the very least, decisions concerning athletic scholarships will depend on athletic performance and leadership. Increases will not consider hardship. Recommendations for awards not received by the deadline will not be increased over that amount that the student athlete has already received.

In cases where student athletes have exhausted their eligibility to compete (generally referred to as a 5th year senior), there will be two options for continuing to receive athletic-related aid.

First, the student can apply for a Champions of Character Fellowship, which will be renewable each term. This fellowship will involve students working as interns for the department of athletics and recreation. Internships will revolve around coaching, events management, and facilities supervision. All internships will involve structured learning, service to the community and a set number of hours per week, all to be agreed upon through a contract with the student. All eligible students (“5th year seniors”) will need to apply for these fellowships and they are not guaranteed. One important criterion for consideration will be whether the applicant was making reasonable progress towards graduation. For example, was an applicant going to class, taking a full load of courses whenever possible, and performing well academically.

The second option will be to not continue to receive HNU aid designated as athletic.

While the policy will be overseen by the financial aid committee, the department of athletics and the financial aid department will be fully responsible for all aspects of this policy, including communications to students, decision-making, and the alignment of policy to practice (i.e., letters, contracts, review procedures, etc).

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Part-Time Coaching Provisions
California is an employment at will State making coaching contracts not absolutely necessary. Beginning this year (July 2007), staff members hired into coaching positions will no longer receive contracts.  Instead, employment will be administered through the HR department consistent with university policies and protocols. In other words, it is no longer necessary to update or issue contracts to coaches. Please know that the provisions listed in coaching contracts regarding compensation are now listed here:

• Compensation: Holy Names University graduate students in the Experiential Learning Program (ELP) and part-time coaches employed by HNU are eligible for tuition remission (2 courses per semester) and a room in the residence halls, subject to availability. The courses may only be HNU courses taken at HNU and offered during a particular term of attendance.

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Policy on Game Schedules and Contracts

Effective August 10, 2007, all athletic-related contracts (e.g., coaching, game, athletic scholarships, etc.) must be approved by the director of athletics and recreation and the vice president for student affairs prior to becoming an official HNU arrangement. Contests without said approvals may be cancelled regardless of the consequences (i.e., exit payments). Individuals responsible for violating this policy may be subject to dismissal from the university. Additionally:

• no away contests may be scheduled during orientation (this also means that teams may not leave orientation early to travel to an away game).
• no contests may be scheduled during final examination weeks.
  

While this policy is not meant to remove scheduling from the purview of coaches, it is meant to make certain that the process is better coordinated to address institutional as well as sport-specific issues. The policy is intended to provide parameters regarding travel, budget, and to make certain that the student athlete experience at HNU is outstanding.

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