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SECTION 2.0

PERSONNEL

2.01 Conduct and Ethics

2.01.1 Business Ethics

2.01.2 Personal Conduct and Responsibility

2.01.3 Guidelines for Contacts between Athletics Department Staff and Faculty

Regarding Student-Athlete Academic Performance

2.01.4 Mandatory Reporting requirements

2.01.4.1 – Sexual Discrimination, Sexual Assault, Harassment or Sexual

Violence

2.01.4.2 – Suspected Child or Elder Abuse

2.01.4.3 - Clery Act

2.02 Employment: State vs. Foundation

2.03 State Employment

2.03.1 Recruitment

2.03.2 Appointments

2.03.3 New Employee Orientation for Staff

2.03.4 Performance Evaluations

2.03.5 Staff Employment Classification Exempt vs. Non Exempt

2.03.6 Time Reporting

2.03.7 Student Assistant/Work Study Assistant

2.03.8 Volunteer Employees

2.03.9 Additional Employment

2.03.10 Injury on the Job

2.04 Foundation Employment

2.04.1 Recruitment and Selection

2.04.2 Appointments

2.04.3 Independent Contractor

2.05 All Employees

2.05.1 Employee Required Training

Conflict of Interest Training

Supervisory Sexual Harassment Prevention Training:

Non Supervisory Discrimination/Harassment/Retaliation Training

CPR/First Aid/AED Certification

Data Security Online Training

Youth Activities Training

Defensive Driving Class

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2.05.2 Mandatory Meetings

2.05.3 Courtesy Cars

2.05.4 Shoe/Apparel/Equipment Contracts

2.05.5 Gambling

2.05.6 Sport Supervisor Responsibilities

2.05.7 Syllabi for Coaches Teaching ATHL Class

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2.01 CONDUCT AND ETHICS

The Long Beach State Athletics Department requires all individuals associated with the

athletics program to conduct themselves in an honest, professional and sportsmanlike manner

that reflects positively upon the people, values, and traditions representative of California State

University, Long Beach, the Department of Athletics, Big West, Golden Coast and MPSF

conferences and the NCAA.

Standards of ethical conduct for staff members of the Department of Athletics are established

and enforced by the Department of Athletics, the University, the Conferences [Big West and

Mountain Pacific Sports Federation (MPSF), Golden Coast] and the NCAA. All departmental

staff are:

Subject to the same rules of conduct that are outlined in the University Policies and

Procedures Manual and related Administrative Policy publications;

Subject to the same rules and regulations established by the NCAA, Big West, Golden

Coast and MPSF regarding ethical conduct and sportsmanship;

Responsible for promoting a culture of compliance. As of October 30, 2012, NCAA

Division I Bylaw 11.1.2.1 states that an institution's head coach is presumed to be

responsible for the actions of all assistant coaches and administrators who report,

directly or indirectly, to the head coach. A head coach shall promote an atmosphere of

compliance within his or her program and shall monitor the activities of all assistant

coaches and administrators involved with the program who report, directly or indirectly, to

the coach and;

Expected to comply with the general conduct and ethical behavior that is outlined in

this manual. Departmental staff is encouraged to contact the Associate Director of

Athletics for Compliance, for Clarification of NCAA rules or reporting of infractions.

The Associate Athletic Director for Compliance may consult the Big West Conference

and the NCAA for verification of rules and regulations. Long Beach State is committed

to adhering to the letter and spirit of the NCAA, Big West Conference, Golden Coast

Conference, MPSF Conference and University rules and regulations.

2.01.1 Business Ethics

It is the policy of the Department of Athletics to conduct its business in an ethical

manner, which includes compliance with rules and regulations associated with the

University, the NCAA, and the Big West Conference.

In order to achieve this goal, all staff should have a working knowledge and basic

understanding of these regulations and how it affects their area of responsibility.

Supervisors must educate their employees concerning these regulations and inform

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them of possible behavior that may lead to infractions or violations. Any staff member

that acquires knowledge of a violation must report it to his/her supervisor, the Director

of Athletics, or the Associate Athletic Director for Compliance.

Employees are expected to take care and responsibility in the use of property, capital

equipment and supplies, or funds entrusted to them. Departmental time, facilities, or

property should only be used for official University business. Tickets, favors or

entertainment provided by the Department of Athletics must be acceptable under the

rules and regulations of both the NCAA and the University.

Lastly, employees are to conduct their personal business so as not to bring attention or

discredit to themselves, the University or to the Department.

2.01.2 Personal Conduct and Responsibility

Department staff, coaches, and administrators have a direct and crucial impact and

influence on the personal development and behavior of all students, including student-

athletes. The primary efforts of all employees should be directed toward assisting in

the achievement of the goals, interests, and well-being of the student-athlete.

Staff members are expected to represent themselves, the Department and the University

in a professional and favorable manner. Following are some general guidelines to help

clarify this expectation. Staff, Coaches, Administrators and Student-athletes are

expected to:

Demonstrate professional judgment, discretion, and integrity both on and off the

job;

Represent the University and the Department of Athletics with dedication,

enthusiasm, and loyalty;

Treat all individuals with respect and courtesy;

Not discriminate against any individual on the basis of race, color, national

origin, ancestry, religious creed, sex, gender identification, sexual orientation,

marital status, disability, medical condition, age, Vietnam era veteran status, or

any other veteran's status; and

Promote an atmosphere of NCAA Compliance.

Head Coach Responsibility: As of October 30, 2012, NCAA Division I

Bylaw 11.1.2.1 states that an institution's head coach is presumed to be

responsible for the actions of all assistant coaches and administrators

who report, directly or indirectly, to the head coach. A head coach shall

promote an atmosphere of compliance within his or her program and shall

monitor the activities of all assistant coaches and administrators involved

with the program who report, directly or indirectly, to the coach.

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Both coaches and departmental staff and administrators have a direct and crucial impact

and influence on the personal development and behavior of the University student body

as well as student-athletes. The primary efforts of all employees should be directed

toward assisting in the achievement of the goals, interests, and well-being of the

student-athlete.

2.01.3 Guidelines for contacts between Athletics Department Staff and Faculty Regarding

Student-Athlete Academic Performance

The Bickerstaff Academic Center for Student-Athletes (BAC) professional staff and the

Faculty Athletic Represenative (FAR) are responsible for communication with faculty

regarding student-athlete academics. The purpose of this is to maintain academic

integrity and to prevent Athletics Department staff and coaches from influencing faculty

members. The following guidelines have been established:

1. Coaches must direct all communication regarding student-athlete class behavior,

academic performance, and progress to their team’s BAC academic advisor, the

BAC Academic Specialist, the Director of the BAC or FAR.

o Department of Athletics sport specfic staff and coaches are prohibited from

initiating contact with a faculty member regarding the academic

performance of a student-athlete.

o Department of Athletics sport specific staff and coaches are prohibited from

communicating directly with tutors or mentors.

o If a faculty member, tutor, or mentor initiates contact with the coaching staff

or sport specific staff, the staff member must immediately notify their BAC

academic advisor, the Director of the BAC before any response can be

provided.

2. A joint meeting with parties involved (e.g., faculty member, BAC advisor, FAR,

and student-athlete) may be arranged in special situations.

2.01.4 Guidelines for Coaches Contact with Campus Support Areas

Coaches are not to directly communicate with individuals outside the Athletic

Department regarding admissions, financial aid, residential life, academic support, and

students with disabilities. Coaches and staff should work with the appropriate liaison

(Athletic Department or BAC) for each of these areas.

2.01.4 Mandatory Reporting requirements

2.01.4.01 As a University Employee, you are required in your

professional capacity or within the scope of your employment, to

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promptly report any complaints or instances of discrimination,

harassment, or retaliation to the Office of Equity & Diversity at

562-985-8256 or larisa.hamada@csulb.edu.

All complaints/incidents related to sex discrimination, sexual

harassment or sexual misconduct must be reported immediately to the

University’s Title IX Coordinator at TitleIXCoordinator@csulb.edu or

call 562-985-5587.

2.01.4.02 Suspected Child or Elder Abuse

As a designated Mandated Reporter, you are required, in your

professional capacity or within the scope of your employment, to report

suspected child abuse or neglect anytime in which you observe or have

knowledge of a person, under the age of 18 years, whom you know or

reasonably suspect has been the victim of child abuse/elder abuse or

neglect. As an employee, you must report suspected child/elder abuse or

neglect immediately by contacting the University Police Department

(562-985-4101). The Police emergency number is 911. Employees

must also file a report Form SS 8572, Suspected Child Abuse Report

with University Police within 36 hours of receiving the information

concerning the incident of child abuse.

2.01.4.03 Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and

Campus Crime Statistics Act (“Clery Act”). The Clery Act requires all colleges and universities that participate in

federal financial aid programs to keep and disclose information about

crime on and near their respective campuses. Compliance is monitored

by the United States Department of Education, which can impose civil

penalties against institutions for each infraction and can suspend

institutions from participating in federal student financial aid programs.

Coaches are considered Campus Security Authorities and must report

crimes immediately using the University Clery Incident Report. The

Clery Report Form should be completed and submitted to

clery@csulb.edu as Clery incidents are reported to you. Additionally an

email will be sent out by the Deputy Athletic Director/SWA requiring

you to certify you have reported all known Clery crimes during that

reporting period (Jan-Dec).

Executive Order 1083 updated 2017 outlines how CANRA is to be

handled on campus. Click here for link to EO1083

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The following are considered reportable Clery crimes include:

murder/non-negligent manslaughter,

negligent manslaughter,

sex offenses (rape and sexual battery),

robbery,

aggravated assault,

burglary,

motor vehicle theft,

domestic violence,

dating violence,

stalking,

hate crimes,

arson,

student referrals or arrests for liquor law violations, drug

violations and/or illegal weapons possession.

We are also required to report statistics for hate (bias) related crimes for the following

classifications:

murder/non-negligent manslaughter,

negligent manslaughter,

sex offenses (forcible and non-forcible),

robbery,

aggravated assault ,

burglary,

motor vehicle theft,

arson,

larceny,

vandalism,

intimidation,

simple assault.

Additional Reporting Requirements: Clery requires us to submit information on hotel stays for team travel (3 nights or 2 consecutive

years at the same hotel one or more nights) and Off campus practice and competition sites when

we have control and exclusive use (batting cages, golf courses, playing facilities etc.). We are

tracking this information using the JumpForward Itineraries and team CARA logs. It is important

that you list your hotel with name, address and phone number on each itenarary. If you are

changing hotels during the trip, list the specific nights at each hotel. For CARA logs it is

important you accurately list the facility for practices and competitions.

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2.02 EMPLOYMENT: STATE vs. FOUNDATION

The Long Beach State Athletics Department hires are designed as State employees or as

Foundation employees. The following positions are generally designated as:

Coach State Employee

Assistant Coach State Employee

Full-time Staff State Employee

Long-term, Part-time Staff State Employee

Student Assistant State Employee

Casual Worker State Employee

Independent contractor Foundation/State Employee

Temporary Staff Foundation Employee

The final decision regarding the designation of positions is typically based on the source of

funding used to pay for the position. Consult with the appropriate administrator and the

Athletic Business Office prior to initiating an employment search. The appropriate

administrator initiating an employment search on the Foundation side must present a job

description and salary to individual in the Business Office who will process and administer all

Foundation Human Resource activity within the department of Athletics. Also, the employees

assigned to a particular sport overseeing Foundation summer camps must work with the head

coaches to complete yearly job description updates.

The procedures and forms required to hire a state employee differ significantly from that

required to hire a Foundation employee. The appropriate process must be followed for all new

employment searches.

2.03 STATE EMPLOYMENT

It is the policy of the California State University system to ensure equal opportunity in all

aspects of employment without regard to race, color, national origin, ancestry, religious creed,

sex, gender identification, sexual orientation, marital status, disability, medical condition, age,

Vietnam era veteran status, or any other veteran's status. Full support is given to affirmative

action programs that correct discriminatory hiring and employment practices and contribute to

efforts to overcome the under-representation and underutilization of ethnic minorities and

women in the work force.

In addition to meeting fully its obligations of nondiscrimination under federal and state law,

CSULB is committed to creating a community in which a diverse population can live, learn,

and work in an atmosphere of tolerance, civility, and respect for the rights and sensibilities of

each individual, without regard to economic status, ethnic background, political views, or any

other personal characteristics or beliefs. CSULB is an Equal Opportunity/Title IX Employer.

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2.03.1 Recruitment

The athletic department will follow the University Human Resources guidelines and

procedures for the hiring of all athletic employees. The athletic department has

individual(s) who process and administer all Human Resource activity within the

department.

For information on hiring Staff/Management positions within the University please

visit: http://daf.csulb.edu/offices/bhr/staffpersonnel/jobs/index.html

2.03.2 Appointments

Once a candidate has been offered and accepted a position, the appointment is not

official until the following happens:

The candidate must clear satisfactorily a criminal and employment

background check. The candidate cannot be officially employed until this

has been completed and confirmed by Staff HR.

The prospective employee has signed and returned the Appointment Letter

to the department (for coaching appointments).

The prospective employee has signed in with Payroll.

The candidate has submitted Official Transcripts to the appropriate

Academic or Staff HR personnel, when applicable.

2.03.3 New Employee Orientation for Staff & Faculty appointments

New employee orientation helps establish the foundation for the relationship between

the employee and the University. The New Employee Orientation provides the

University the opportunity to share important information regarding safety, payroll,

benefits, working conditions, and conditions of employment and gives new employees

an opportunity to ask questions about their rights and obligations as an employee.

2.03.4 Performance Evaluations

Performance Evaluations for Staff and Administrative Employees

Performance evaluation is an ongoing interactive communication process between an

employee and his/her supervisor. Performance evaluations review the employee’s

suitability for continued employment based on work results and adherence to

University policies, procedures and practices as well as outlining opportunities for the

employee’s performance improvement, growth, training and development. Performance

evaluations are documented on the Employee Planning and Performance Review Form.

Performance Appraisals may also be used as documentation for personnel actions

including, but not limited to, permanent status, merit salary adjustments, disciplinary

action, and layoff during probation, training, and promotion.

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Performance evaluations are reviewed on an annual basis. Performance evaluations

typically evaluate performance during the entire performance review period, taking into

consideration the value and impact of the employee’s total contribution and impact on

the success of the Department and the University rather than focusing on single and/or

recent accomplishment or failure.

Responsibility

The performance appraisal program rests with the following people:

Head Coaches are evaluated by the appropriate Sports Supervisor in

consultation with the Athletic Director.

Assistant Coaches are evaluated by the appropriate Head Coach in consultation

with the Sport Supervisor/Athletic Director.

Staff are evaluated by their immediate supervisor in consultation with the

appropriate Administrator and the Department Administrative Services Manager

(ASM).

Performance Evaluation Record

All written performance evaluations must be reviewed by the appropriate Supervisor

(i.e. Assistant Coach Evaluation reviewed by Sports Supervisor, Head Coach

Evaluation reviewed by the Athletic Director, Staff evaluations reviewed by the

managers) prior to being provided to an employee.

The appropriate evaluation form, based on an individual’s classification, will be

distributed by the Director of Administrative Operations as needed.

Following approval and required signatures of the Performance Evaluation a copy will

be placed in the Employees personnel file.

2.03.5 Staff Employment Classification Exempt vs. Non Exempt

The Athletics Department is committed to following and adhering to the CSUEU

Collective Bargaining Agreement Per Article 19. If you are scheduled and authorized*

to work more than 40 hours in a work week and you are hired in a nonexempt

classification, you are entitled to compensatory time off (CTO). Given the nature of

intercollegiate athletics, this will happen from time to time depending on schedules and

events. Many staff schedules are from 8am-5pm Monday through Friday, however;

due to the nature of your work, please be sure to check with your supervisor as your

schedule may change intermittently. If you have any questions regarding overtime,

reporting procedures or any other work related matters, please see the Athletic

Department ASM.

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*Per CSUEU Article 19.4 Overtime shall be authorized and assigned by the

appropriate administrator. Be sure that your overtime is approved in advance by

your supervisor.

2.03.6 Time Reporting

Salaried employees are required to fill out a monthly Absence and Additional Time

Worked Report (Timesheet) documenting any non-worked hours or approved

additional hours earned. These may include but are not limited to sick leave, vacation,

personal holiday, CTO, Approved Compensatory Time earned (CTPR), Jury Duty,

Family Leave, etc. If no time was taken during the pay period, staff are still required to

submit a Timesheet to acknowledge that fact.

Some absences require additional documentation such as vacation requests to your

supervisor (via email), sick leave in excess of three business days requires a doctor’s

note, jury service documentation or subpoenaed witness records. If you do not know,

please see the Athletic Department Timekeeper.

Intermittent hourly employees are required to fill out a monthly Intermittent Voucher.

These employee works on an "as-needed" basis and the number of hours worked per

week is not consistent.

2.03.7 Student Assistant/Work Study Assistant

The student must be currently enrolled in at least six undergraduate units (or three

graduate units), including Extended Education, during a regular semester and be in

good academic standing (a minimum grade point average of 2.0). Student assistants

may work during the January intersession if enrolled during the prior regular semester.

They may work during summer session if they were enrolled for the prior spring

semester.

International students holding F-1 visas must secure approval from the Center for

International Education, BH-201, in order to become employed in the student

employment program. Duties assigned are normally routine clerical or technical tasks,

such as typing, research, tutoring, etc., under direct supervision of a faculty or staff

member.

Student Assistants/Work Study students may work up to 20 hours per week during

regular academic periods, and up to 40 hours weekly during academic vacation periods

when approved by the appropriate supervisor. A student may not work more than 8

hours in any given day. The beginning of the June pay period is the first day student

assistants may work a 40-hour week, if the student does not attend summer session.

Other guidelines apply for student workers depending upon which session is attended.

Work Study student’s employment ends for the year at the completion of finals week.

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Work Study students will need to be hired as student assistants in order to work past

this date.

Students are paid only for time worked. They do not earn vacation, sick leave, holiday

credit, or permanent status. Students are not eligible for overtime payment and,

therefore, must never exceed 40 hours per week. No exceptions. Student Assistants are

not eligible for CSULB employee parking privileges.

For each consecutive 4-hour period worked the employee is entitled to a 15 minute

break with pay. If an employee works more than 6 hours they are entitled to no less

than a 30 minute lunch break without pay. Paid breaks are not to be taken at the

beginning or end of the work period and are not cumulative.

2.03.8 Volunteer Employees

Volunteers are those persons who perform work or provide services to the department

without financial gain. Volunteer Paperwork is intiated by the Business office.

A volunteer who will be assisting an intercollegiate team will be required to do the

following before they can begin working:

1) The Head Coach or designee must add the individual to the teams Coaching

Declaration Form available as a power form through docusign and be approved by

the Associate Athletic Director for Compliance, Associate Athletic Director for

Business and the Sport Supervisor.

2) Supervisor and potential volunteer must complete the volunteer paperwork via

docusign

3) Complete a background check (if applicable)

A volunteer may not begin working until all paperwork has been completed and

approved, an Employee ID number is issued, the background check comes back as

cleared, and an email is sent out by the business office informing the indivudal and

supervisor they may begin work. Completed Volunteer Assignment forms are to be

retained in the department.

A volunteer is eligible for keys, library book check out, etc. Upon completion of their

volunteer status all keys and University ID card must be returned to the Director of

Administrative Operations. The responsibility for key return is the responsibility of the

specific sport/area the volunteer works for. If the volunteer fails to return their keys,

the sport/area will be responsible for the charge associated with failure to return keys.

2.03.9 Additional Employment

“Additional Employment” is the term used to describe a compensated work assignment

in addition to the regular work assignment for which the individual is employed. An

additional assignment may be either of a different nature, or compensated from a

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different source, than the regular assignment. This policy shall be followed when

assigning additional employment through either the appointment process or the

personal services contracting process. This policy also applies to additional

assignments in any campus auxiliary organization as well as in the University itself.

The maximum allowable additional employment, or overload, in the CSU is 25% above

a full-time appointment. This means that the permissible total of all employment (state

funded and non-state funded, and including auxiliaries), at one or more campuses or the

Chancellor’s Office, is a time base of 1.25 where 1.0 represents full-time employment.

Every full-time position has an appropriate measure of workload. The allowable 25%

shall be calculated using the same measures or equivalents.

Please refer to the full text of the University Additional Employment Policy.

2.03.10 Injury on the Job

If a State (paid or volunteer) or a Foundation employee is injured at work the following

procedures must be followed:

EMERGENCIES - For emergency assistance call 911

If the injury does not require emergency assistance but does require medical attention

do the following:

1. Provide the employee with Employee's Claim for Workers' Compensation

Benefits Form. You may pick up this form from the Workers’ Compensation

Coordinato in person if you wish. Upon completion of the claim form provide

the employee with the Temporary Receipt copy. Directions for the completion

of this form may be found below.

Provide the employee with an Authorization for Medical Treatment Form for

the appropriate facility. The claim form must be completed and returned to

Leah Williams-Daniels as soon as possible to meet the requirement that it be

submitted to the Worker’s Compensation Manager within 24 hours of the

injury. If an injury occurs after 5 p.m. Monday through Friday or on a weekend,

please call your supervisor’s cell phone to advice of the injury and seek medical

attention if needed.

If paperwork is not available, the employee may go to one of the facilities listed

above and tell them they work for California State University, Long Beach (they

will not know Long Beach State). The Insurance carrier is Sedgwick CMS, PO

Box 14629, Lexington, KY 40512-4629.

It is recommended that this information is put into your cell phone as a contact

so when you need the information it is readily available.

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Athletic Trainers are not allowed to provide treatment for a potential Workers’

Compensation injury. They may only stabilize while medical help is on its way.

The employee must go to one of the facilities listed above.

2. Send or take the injured employee to one of the designated medical facilities. If

the employee is incapable of driving him or herself to the medical facility for

any reason the Appropriate Administrator shall arrange transportation. If

necessary someone should accompany the injured worker to the medical

facility. Employees injured during weekday hours should receive medical care

at Memorial Occupational Medical Services of Long Beach, during times when

Memorial Occupational Medical Services Health Care are closed, injured

employees should receive medical care at Los Alamitos Medical Center

Emergency Room.

During work hours:

Memorial Occupational Medical Services

3828 Schaufele Ave., Suite 200

Long Beach, CA 90808

657-241-9370

Hours: 7am-6pm M-F

Authorization for medical treatment forms click here

Emergency or after hours:

Los Alamitos Medical Center

Emergency Department

3751 Katella Ave

Los Alamitos, CA 90720

562/799-3213

Authorization for medical treatment forms click here

3. Leah Williams-Daniels must be notified immediately if an employee is

injured at work. If the injury occurs during the weekend or nights please notify

your supervisor immediately and call (562) 985-5722 and leave a message so

she will be notified first thing when she gets in.

4. Supervisors will need to complete and submit a Supervisors Review Form,

providing details of the injury to Leah Williams-Daniels within 24 hours.

5. If the employee does not wish to file a claim or feel they do not need

medical attention, you will need to provide them with an Accident Investigation

Report that must be submitted within 24 hours of the incident. The employee

will have one year from the date of injury to file a Workers’ Compensation

Claim Form should they need to.

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An employee may choose to be treated by their personal physician rather than

the industrial carriers provided by the university. In order to do this, you must

file a Predestination of Personal Physician Form with the Workers’

Compensation Manager prior to any illness or injury.

All injuries must be reported either via the Workers’ Compensation Claim Form

or the Accident Investigation Report.

For further detailed information on workers compensation click the link below.

http://daf.csulb.edu/offices/bhr/workers_comp/

2.04 FOUNDATION EMPLOYMENT

In addition to State employment, there are opportunities for employment and or compensation

through the CSULB Research Foundation. These may include, but are not limited to: camp

employees, event management staff, and other additional misc. workers within the athletic

department support areas.

The Foundation Office requires that an application be filled out for anyone seeking

employment/compensation from the Foundation. This must be done regardless if you have

already filled out an application packet through the University.

It is common for athletic staff members to receive additional compensation through the

Foundation.

The athletic department will follow the CSULB Research Foundation Human Resources

(HRD) guidelines and procedures for the hiring of all athletic employees. The athletic

department has an individual in the Business Office who will process and administer all

Foundation Human Resource activity within the department. You should see Aundrea

Stallworth for all forms and information prior to any contact directly with the Foundation.

2.04.1 Recruitment and Selection

An Employee Postion Description form is required for classification purposes and

typically includes a detailed breakdown of all duties/responsibilities/salary for the

position. Most position classifications within the Athletics department fall under

“Temporary” employment. Each temporary position assignment in the Athletics

department must accompany a position description which is usually prepared by the

hiring supervisor. Please note that Foundation will not process an application without a

position description.

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These forms must be completed, signed by the account signatory and approved by the

Foundation HRD prior to the start of any recruitment proceedings. These forms are

available in the athletic business office and at the Foundation HRD.

The Foundation HRD will review the Supervisors recommendations to ensure

compliance with appropriate procedures. The supervisor may, upon approval by the

Foundation HRD, notify the individual(s) to be hired. The Foundation will notify the

successful and all unsuccessful candidates by letter.

2.04.2 Appointments

To appoint Foundation employees, the supervisor should first contact the Athletic

Business Office. Unless advised otherwise, the Business Office will forward to the

Foundation HRD an Employment Application, an Employee Confidential Data Sheet, a

Drug-Free Workplace Policy memorandum, a current year W-4 Withholding

Allowance Form, an Employee Eligibility Verification Form (I-9) with required

documents from list “A” or list “B” and “C” (all of which are to be completed and

signed by the employee), and a completed Employee Status Form. These forms can

be found here and must be received by the Foundation HRD 5 days prior to the

employee’s first day of employment.

2.04.3 Independent Contractor

Occasionally there will be need for short-term professional services that cannot be

performed by existing employees. The use of an independent contractor may satisfy

this need in some qualified situations.

Independent Contractor - An independent contractor is an individual or organization,

not affiliated with the University or Foundation, providing primarily professional or

technical advice or services under a written agreement or engagement letter. These

individuals are usually specialists in their field of service, and must qualify as an

independent contractor with IRS.

2.05 All Employees

2.05.1 University Employee Mandatory Training

Conflict of Interest 700 Form and Ethics Training:

Those designated in “Conflict of Interest” filing position or individuals who have

been issued a “One Card” will be required to file “Conflict of Interest Form 700:

Statement of Economic Interest” on an annual basis, complete ethics training within 6

months of appointment, and complete this training every other year thereafter.

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Specified employees are required to comply with the conflict of interest laws that

govern the CSU. The purpose of these laws is to prohibit public employees from

personally benefitting at the expense of the public interest. The Political Reform Act

of 1974 is often regarded as the principle conflict of interest law, and is the authority

for CSU employees, including coaches. All CSU coaches, including those in the

MPP, are legally required to understand and comply with the Conflict of Interest laws

that govern the CSU including but not limited to CSU’s Conflict of Interest Code and

the Public Contract Code. These laws are summarized in the Office of General

Counsel’s Conflict of Interest manual which can be found on the web at

http://www.Calstate.edu/gc/OGC_Manuals_on_Legal_Issues.shtml

Supervisory Sexual Harassment Prevention Online Training:

All coaches and specified staff are required to complete 2 hours of sexual harassment

online training once every 2 years which is required by law. It is imperative that

when you receive the email to start the training you complete the training within the

allotted time. Failure to do so could have employment ramifications. This training

will now include your sexual misconduct prevention and awareness training.

Non Supervisory Discrimination/Harassment/Retaliation Online Training

All non supervisory staff are required to complete this training on an annual basis.

It is imperative that when you receive the email to start the training you complete the

training within the allotted time. Failure to do so could have employment

ramifications. This training is required by University policy. In addition, this training

will now include the required sexual misconduct prevention and awareness training.

CPR/First Aid/AED Certification

All coaches employed (State, Foundation, or Volunteer) by the Long Beach State

Athletic Department are required to maintain current CPR/AED and First-Aid

certification.

New coaches are required to obtain their CPR/AED and First Aid Certification during

an in-person training (online only training is not acceptable) within 45 days of their

start date. The NCAA requires a CPR/AED/First Aid certified coach must be present

during any CARA practice.

In the event that an athletic trainer is not physically present at the time of an injury, the

senior coach attending the practice or conditioning session is ultimately responsible for

the care of that athlete until further medical attention becomes available. Coaches

should also be familiar with the emergency action plan for the venue(s) in which they

utilize.

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Sports Medicine will offer a predetermined number of on-campus free classes during

the summer to assist in meeting these requirements. If a coach does not attend one of

the free on-campus classes offered, it is then the coach’s responsibility to find

a class offered outside the department at their own expense. Each indivuddal must

turn in proof of completion/certification to the Athletic Training Room prior to

working with a student-athlete or for new employees, no more than 45 days after their

start date. Coaches who do not meet this requirement, by the deadline, will be in

violation of Big West conference policy and possibly NCAA violation under certain

circumstances.

The Sports Medicine staff is responsible for tracking CPR/AED and First Aid

Certification compliance; however, it is the coach’s responsibility to keep current

certification up to date or make sure they have completed their certification prior to the

deadlines and have provided proof of in person certification.

CSU Data Security and Privacy Online Training

Each employee that has access to level 1 or 2 data is required to complete the CSU

data security and Privacy training. The course is designed to provide guidance on

securing university information assets. This course will also help you safeguard your

personal information and will cover the following topics:

why data security is important at our campus

what is private information

tips to safeguard physical and virtual information

how to respond to requests for private information

document destruction procedures

what to do if you suspect a security breach

This training is offered by the Chancellor’s Office through their third-party and can

be accessed through your single sign on (SSO) This on-line training is required every

3 years and can be completed from any computer connected to the Internet. The total

time for this training is approximately 30 minutes. You may leave the course at any

time, and when you return, the course will open to the last page visited. When you're

done, you can print the “Certificate of Completion” for your records.

Youth Activities Training

Any coach or staff member who works with minors (camps, clinics, etc.) is required

to complete the Youth Activities Online Training which is valid Sept 1- August 30th

of each year. Camp Directors for the camp will receive a notification from indicating

those who have and have not completed their online training prior to the camp

starting.

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Defensive Driving Class

Any staff member who will or could be driving on university business (personal car,

rental, cart, or vans) must attend the University Defensive Driving class before they

are permitted to drive on University business. Signups for the training go through the

Administaive Operations Coordintor, Athletic Business office. The employee must

bring a valid California driver's license to attend the training. Once the training is

complete, a copy of your blue proof of attendance card must be turned in to Paige

Mackowiak, Administrative Operations Coordinator. Defensive driving classes must

be renewed every four years.

If a new employee is unable to make the next available Defensive Driving course and

must drive for University work, it is the employee’s responsibility to bring a copy of

their DMV driving record to the campus Police Department to obtain a temporary

Defensive Driving card. The temporary card should then be brought to the

Administrative Operations Coordinator for documentation. The temporary card lasts

for 30 days, and the employee is required to take the next available Defensive Driving

course before their 30 days are up.

2.05.2 Mandatory Meetings (Coaches, Staff and Student-Athletes)

All coaches (paid, volunteer, undergraduate), support staff (Directors of Operations,

etc.) are required to attend the compliance education meetings with our compliance

staff. If you have an unavoidable conflict, you must request to miss the meeting from

the Deputy Athletic Director/SWA immediately. A makeup session will be scheduled

that will require the individual to adjust their schedule to make the meeting.

Meeting attendance will be taken into account in performance evaluations. Along

with other forms of discipline may occur for noncompliance.

All coaches shall meet with the Athletic Director, Senior Staff and various

Administrative Staff as meetings are determined necessary for the purpose of

reviewing administrative, financial, compliance, academic and coaching or program

information. Meeting attendance is mandatory. If you have an unavoidable conflict,

you must advise the Deputy Athletic Director/SWA immediately. Meeting attendance

will be taken into account in performance evaluations.

Other meetings coaches are required to attend would include but not limited to: All

Department meetings, Head Coaches meetings, academic meeting with the BAC staff

at the beginning of the year, team meetings with the BAC and FAR, and other

meetings deemed appropriate by the Athletic Director of the Director of the BAC.

Coaches will be held accountable for their respective student-athletes’ attendance at

required meetings. Excused absences are restricted to attending class or if the team

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has already left on a road trip. Monitoring attendance of their student-athletes is

considered a part of the coaches’ responsibility. Examples of these meeting include

but not limited to: Beginning of the year student-athlete meeting. Educational

meetings, Compliance meetings, All Department functions, Academic Meetings, etc.

Consequences for lack of attendance by coaches, staff or student-athletes at these

meetings may include:

Meeting with sports supervisor on the importance of attendance at mandatory

meeting.

Loss of practice time for student-athletes and/or coaches

Letter of reprimand in the personnel file of the employee

2.05.3 Courtesy Cars

Agreement: In order for an employee to receive a courtesy car from the department it

must be outlined in their employment agreement.

The following items must be taken care of once the courtesy car is received:

Employee Check list: The Employee must submit the Employee Checklist with all

supporting documentation to the Tax Analyst within 5 days of employee receiving the

car.

Insurance: Automobile liability and automobile physical damage insurance coverage

on the vehicle must be maintained with limits and deductibles as required by the State

of California and the vehicle’s dealer or dealer designee.

Insurance must be purchased by the employee and a copy supplied to the University

and the company supplying the vehicle.

When the vehicle is used in the course of University business, CSULB self-insurance

automobile liability program through the State of California shall serve as secondary

insurance once the primary source of insurance has been exhausted. All deductibles

must be paid as outlined by the employee’s appointment letter and/ or approved

supplemental compensation request. Proof of coverage will be maintained by the Office

of Financial and Tax Services.

FRINGE BENEFIT REPORTING

Vehicles provided by a third party are a taxable fringe benefit. When reporting the

taxable fringe benefit of the vehicle provided, the University utilizes the Annual Lease

Value Method. The University will allow a reduction to the lease value amount by the

business use if an adequate record of business use is maintained. The monthly reporting

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requirements for reducing taxation can be reviewed in the Taxable Fringe Benefits –

Information for Employees guideline.

If acceptable documentation is not obtained, the total monthly amount based on IRS

lease value will be included in wages.

BUSINESS MILEAGE RATE REIMBURSEMENT

Business related mileage may be reimbursed at the applicable mileage reimbursement

rate as determined by the University, subject to CSU Chancellor’s Office directives and

IRS substantial authority.

Business related mileage is mileage driven for employment related duties, and does not

include commuting between an individual’s residence and work; commuting is

considered personal use.

Business Mileage Log must be turned into AP-Tax@csulb.edu by the end of each

month or the employee will be taxed at the entire monthly value of the car. The same

form must also be turned into the Athletic Business office to be reimbursed for mileage.

2.05.4 Shoe/Apparel/Equipment Contracts

Employees are prohibited from incurring any indebtedness or entering into or signing

any contracts for or on behalf of the University or the CSULB Research Foundation.

All contracts for shoes, apparel, equipment and related items must be processed,

approved and signed by purchasing prior to implementation.

Employee may not enter into any contracts with shoe, apparel, sports-related equipment

or supplies vendors, including manufacturers, distributors or sellers or any party who

have an exclusive use agreement with Long Beach State or the CSULB Research

Foundation or which would be in conflict with a contract, corporate sponsorship, or

endorsement of the University or CSULB Research Foundation. Prior written approval

by the Athletic Director and compliance with related university policies and procedures

is required for any contracts not precluded.

2.05.5 Gambling

The following individuals shall not knowingly participate in sports wagering activities

or provide information to individuals involved in or associated with any type of sports

wagering activities concerning intercollegiate, amateur or professional athletics

competition:

a) Staff members of an institution's athletics department;

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b) Non-athletics department staff members who have responsibilities within or

over the athletics department (e.g., chancellor or president, faculty athletics

representative, individual to whom athletics reports);

c) Staff members of a conference office; and

d) Student-athletes.

Sports wagering includes placing, accepting or soliciting a wager (on a staff member or

student-athlete's own behalf or on the behalf of others) of any type with any individual

or organization on any intercollegiate, amateur or professional team or

contest. Examples of sports wagering include, but are not limited to, the use of a

bookmaker or parlay card; Internet sports wagering; auctions in which bids are placed

on teams, individuals or contests; and pools or fantasy leagues in which an entry fee is

required and there is an opportunity to win a prize.

NCAA Gambling Link

Don't Bet on it Interactive Link

2.05.6 Sport Supervisor Responsibilities

A Sport Supervisor is an integral part to the overall success of a sport program. The

Sport Supervisor’s general role is to oversee and supervise every aspect of the sport

program’s operational functions, the coaching staff, and act as the liaison to all the

support areas that work with the sport program. They also interact with the student-

athletes throughout the entire year. Communication between the Sport Supervisor,

coaching staff and support areas is essential to provide the most effective and efficient

support and feedback to the overall program.

General:

Promote and support an atmosphere of compliance within your staff, coaches, and

others in the department.

Serve as the liaison between the Athletic Director and the Head Coach and ensure

that all items are communicated to both parties.

Attend all department and coaches meetings scheduled. (Compliance meetings,

rules education meetings, head coaches meetings, all department meetings, etc.)

Serve as the liaison between the Coach and all support areas within the department

(athletic training, business, strength and conditioning, academics, facilities,

fundraising, sports information, equipment, life skills, etc.) and assist in the

resolution of any issues that arise during the course of the year.

Schedule and/or participate in meetings with coaches and support areas as needed.

Attend “home” contests and functions when possible.

Ensure the coaching staff is advancing the efforts of the Department of Athletics

and the University towards diversity, inclusion and gender equity. Travel with

team when appropriate (NCAA and Conference Championships).

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Promote an atmosphere of rules compliance. Ensure sport is working with in all

rules and regulations of the Athletic Department, Conference, University, and

NCAA. Be aware of playing and practice seasons, dead periods, etc as another

“eyes and ears” in the monitoring process.

Meet with coaches on a regular basis.

Serve as the liaison to resolve parental involvement/conflicts as needed.

Personnel:

Supervise and evaluate the Head Coach on an annual basis.

Assist with discipline of coaching staff as needed.

Serve as Chair of Search Committee and provide leadership and direction in the

hiring and terminating of all staff working with a sport as needed (Head Coach,

Assistant Coaches, Operational staff, etc.) while ensuring all department and

human resource policies and procedures are followed.

Assist the Athletic Director with coaching staff contract renegotiations (terms,

salary, incentives/bonuses etc.).

Ensure that all departmental and University human resource policies and

procedures are followed during the hiring and terminating process. Ensure that the

Head Coach is evaluating his/her staff on an annual basis.

Scheduling:

Approve schedules to ensure academic and missed class policies, travel party size

and budget parameters are followed.

Resolves disputes or questions on schedules or contracts with other schools as needed.

Keeps abreast of Conference and/or NCAA policies, procedures, changes regarding

scheduling.

Academics:

Address academic issues pertaining to APR, graduation rates, student-athlete

academic discipline meetings and any other issues that arise.

Review Special Admission Requests with coach before submission to Special

Admit Committee.

Review and approve National Letter of Intent documents prior to documents being

sent to a potential student-athlete.

Approve On or Approaching Academic Plan provided by the coaching staff each

semester before the coach meets with the athlete

Review and evaluate the effectiveness of the On or Approaching Academic Plans

from the previous semester with the sports coaching staff.

Budget:

Ensure overall budget parameters, policy and procedures for personnel, operational

and scholarships are followed and in full compliance.

Collaborate with Head Coach and Development Area on fund-raising activities.

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Participate in budget meetings with coaches and Assistant Athletic

Director/Business Manager as needed.

Student-Athlete Welfare:

Ensure the treatment of student-athletes is fair and equitable.

Assist with monitoring of TMP’s including initial review as well as all changes

and revisions and participate in the annual review.

Ensure that the team is participating in Student-athlete development programs that

are scheduled by the department.

Ensure that the team is represented in the SAAC meetings and community service

projects.

Ensure that student-athletes and/or the team is recognized for outstanding athletic,

academic or community achievements.

Serve as the liaison to resolve individual athletes and/or team conflicts.

Conduct in person exit interviews with assigned student-athletes who have

exhausted their eligibility or who may not be returning to the team for a variety of

reasons.

Assist coaching staff in all aspects of disciplining members of the team as needed.

2.05.7 Syllabus Requirement for ATHL Class

In accordance with University policy, prior to each semester each head coach must submit

a syllabus for their ATHL class(es) to the Faculty Athletics Representative. The syllabus

must also be made available to each student-athlete enrolled in your ATHL class at the

beginning of each semester (i.e., sent electronically, provided in hard copy form, and/or

posted on Beachboard). A syllabus template is available from the Faculty Athletics

Representative. The syllabus must communicate your grading scale, attendance policy,

and participation expectations.