Wichita State University Intercollegiate Athletic Association Mission Statement
Wichita State University Intercollegiate Athletic Association, Inc. (“ICAA” or “Athletic
Department”) offers its student-athletes an opportunity to compete at the highest
level in The American Conference and nationally. ICAA brings positive recognition
to Wichita State University (“WSU” or “University”), develops pride in the community,
and bonds alumni and friends while complimenting the University’s mission.
ICAA is committed to providing an environment where student-athletes are able to become
champions athletically, academically and socially. ICAA subscribes to the rules and
regulations of the National Collegiate Athletic Association (“NCAA”) and is committed
to providing equal opportunities for all of its student-athletes and staff while maintaining
a pinnacle standard of integrity. More information on student-athletes can be found
in theStudent-Athlete Handbook.
Athletic Department Vision Statement
ICAA will be a national leader within intercollegiate athletics with all sports annually
competing in NCAA postseason play and positioned as the premier program in its conference,
while perennially being recognized among the nation’s elite in academic performance
and graduation rates, experiencing widespread growth of its support base, providing
fans with the highest entertainment value and promoting integrity and sportsmanship
to unprecedented levels of excellence.
Applicability of ICAA Policies & Procedures Manual
This ICAA Policies & Procedures Manual (“ICAA Manual”) is a compilation of departmental
policies and expectations that apply to all employees performing work for ICAA, whether
officially employed by ICAA or by WSU (hereinafter collectively referred to as “employees,”
“staff,” or “Athletic Department employees”).Where no policy exists within this ICAA Manual,WSU Policies and Proceduresshall apply.In circumstances where a subject matter is addressed in both this ICAA Manual and
WSU Policies and Procedures, the provisions of this ICAA Manual shall be read in conjunction
with, and not in lieu of, the applicable WSU Policies and Procedures. In the event
of any inconsistency or where the WSU Policies and Procedures provide greater detail,
specificity, or coverage, the WSU Policies and Procedures shall govern.
The Shocker Way
Student-Athlete Development
Developing leaders of character, competence and consequence for athletics and life.
Student + Person + Player = Professional
Core Values
Character
Integrity
Knowledge
Stewardship
Raise the Wheat
Competitive Excellence
Maximizing results by matching resources to expectations. Comprehensive, broad-based
athletics program.
Conference championships to Conference Commissioner’s Cup
NCAA post-season play to Directors’ Cup
1. ATHLETICS OVERVIEW
1.1. Athletic Facilities
Select the WuShocks at each location to view information on the athletic facilities.
1.3.1. Presidential Authority.As Chief Executive Officer of the institution, the President of the University (“President”)
has the ultimate authority for the conduct of the intercollegiate athletics program.
Responsibility for day-to-day operation of ICAA rests with the Director of Athletics
who reports directly to the President.
1.3.2. Faculty Athletics Representative. The President will appoint a faculty athletics representative (“FAR”), who will serve
at the pleasure of the President. The responsibilities of the FAR include the following:
a) Represent the University to The American Conference and the NCAA.
b) Certify, after consultation with and certification by the Office of the Registrar,
the athletic eligibility of all student-athletes.
c) Serve as a member on the ICAA Board of Directors.
d) Serve as faculty liaison to the Student-Athlete Advisory Committee.
e) Assist with matters related to rules compliance including the investigation of
possible rules violations.
1.3.3. ICAA Board of Directors. The ICAA Board of Directors (“ICAA Board”) shall serve in an advisory capacity to
the President and the Director of Athletics. The ICAA Board shall consist of nineteen
members, three of whom are ex-officio members, who shall be appointed by the president
from the following constituencies:
a) Twelve Athletic Board positions shall include the following University personnel
members (nine voting, three non-voting):
1) Six (6) members of the teaching faculty, one of whom will be appointed by the University
President to serve as chair.
2) Faculty Athletic Representative
3) Vice-President for Administration and Finance (or designee)
4) Vice-President for Student Affairs (or designee)
3) President/CEO of the WSU Foundation and Alumni Engagement (or designee)
4) Vice President/President of Alumni, within the WSU Foundation and Alumni Engagement
(or designee)
1.3.4. Shocker Athletic Scholarship Organization Board of Directors. The Shocker Athletic Scholarship Organization (“SASO”) Board of Directors, headed
by the SASO President, is composed of a minimum of fifteen (15) members representing
various SASO membership levels and community interests.
The SASO Board of Directors shall also contain ex-officio, non-voting, members including
the Director of Athletics, ICAA’s Lead Development Officer (or one who occupies a
comparable position), and any other ICAA staff member(s), as designated by the Director
of Athletics.
1.3.5. WSU Foundation and Alumni Engagement Board of Directors. The Wichita State University Foundation and Alumni Engagement (“Foundation”) is the
custodian for various financial accounts representing funds raised from private individuals
and corporations. The Director of Athletics frequently briefs the Foundation Board
of Governors on the affairs of the ICAA and its financial state of affairs. The expending
of Foundation funds follows the same procedures as other ICAA funds and is subject
to the approval of the President of the University.
1.3.6. ICAA Staff
a) Executive Team.The Executive Team is composed of senior leaders who oversee the strategic direction
and daily operations of ICAA. This team includes the Director of Athletics and designated
administrators including but not limited to: Deputy, Senior Associate, and Associate
Athletics Director. The Executive Team ensures the athletic program aligns with the
University's mission and compliance standards.
b) Sport Administrators.Sport Administrators are responsible for supporting the mission and core values of
the department of athletics and ensuring program alignment while assisting the Director
of Athletics with day-to-day sport oversight responsibilities. Sport administrators
are responsible for efficiently and effectively managing and measuring all facets
of their assigned/respective sports program. In tandem, Sports Administrators, Head
Coaches, and the Director of Athletics maintain accountability for every aspect of
program administration, and all outcomes. Sports Administrators must carry out their
responsibilities and duties in accordance with the ICAA Sport Administrator Resource Manual.
c) Head Coaches. Head Coaches are responsible for the overall leadership and management of their sport
programs. This includes head coach control, meaning they are accountable for all aspects
of program operations, such as coaching, recruiting, compliance, student-athlete conduct,
budget oversight, and staff supervision. They are expected to foster a positive team
culture aligned with ICAA and university values.
d) Assistant Coaches/Administrative Staff. Assistant Coaches and Administrative Staff must have clearly defined roles and responsibilities
as assigned by the Head Coach and/or direct supervisor. They are expected to represent ICAA in a first-class manner and uphold
all ICAA and University policies. Professionalism, integrity, and support for student-athlete
success are essential in all aspects of their work.
1.3.7.Student-Athlete Advisory Board. The Student-Athlete Advisory Board is comprised of student-athlete representatives
from each of the varsity sports teams. The group meets with the Director of Athletics,
Senior Woman Administrator, and the FAR approximately once per month during the academic
year. Each respective Head Coach recommends representatives. The primary purpose of
the committee is to serve as a direct means of communication between student-athletes
and the ICAA executive team in the effort to effectively address issues of concern,
generate ideas for the continued development of the entire athletic program, as well
as promote The American Conference and ICAA initiatives.
2. REPORT IT
This section is a hub for anything an employee may need to report. You can also find
information on the University’sReport It webpage(wichita.edu/reportit). If you see something or are made aware of something that gives you cause for concern,
please submit any information you have through the appropriate form and/or seek additional
assistance from your supervisor or ICAA Human Resources.
2.1. Emergencies
If you need to report an emergency, call the Wichita State University Police Department
at 316-978-3450 or dial 911.
2.2. CARE Team
The Care Team accepts referrals and incident reports from any person who is concerned
about the health or safety of a WSU student, employee, visitor, or the campus community
at large. Referrals and incident reports may be submitted to the Care Team on the
Concerning Behavior Submission Form, which can be located on the CARE Team webpage (https://www.wichita.edu/services/careteam/)
2.3. Athletics Compliance
2.3.1. Policy Statement
Athletics compliance is a shared responsibility. All individuals associated with ICAA
are expected to uphold NCAA, Conference, ICAA, and University rules and regulations.
Every member of the ICAA community serves as a compliance officer and must promptly
report any suspected or known violation.
Reports may include, but are not limited to:
a) Extra benefits or impermissible gifts
b) Academic misconduct
c) Recruiting violations
d) Eligibility concerns
e) Employment or compensation issues
Failure to report a known or suspected violation may itself constitute a violation
of NCAA, Conference, ICAA, and/or WSU policy.
2.3.2.Procedures for Reporting
Any employee who becomes aware of a potential or actual NCAA, Conference, ICAA, and/or
WSU violation must report the information to the ICAA Compliance Office as soon as
practicable, but not later than 3 days from discovery. Reports may be submitted in
person at the Compliance Office in the Student-Athlete Center or by emailing the Associate
Athletic Director for Compliance directly atktorgerson@goshockers.com.
2.3.3. Confidentiality and Retaliation
Confidentiality will be maintained to the highest extent possible. Retaliation against
any individual who, in good faith, reports a concern or violation is strictly prohibited
and may result in disciplinary action, up to and including termination.
2.3.4.Education and Annual Attestation
Each year, all ICAA staff must complete annual compliance education and sign a compliance
attestation affirming their understanding of, and commitment to, NCAA, Conference,
ICAA, and WSU rules.
2.3.5.Enforcement and Accountability
Violation of this policy may result in corrective or disciplinary action in accordance
with NCAA, Conference, ICAA, and/or WSU policies and processes, up to and including
termination.
TheClery Crime Report Formmust be used by individuals who have been designated by Wichita State University as
a Campus Security Authority (CSA) to report crime incidents as required under the
Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act
(Clery Act). To learn more about the Clery Act, please visit WSU’sClery Home webpage(https://www.wichita.edu/about/clery/).
Diana Austin – Human Resources Business Partner 316-978-6149
3. BUSINESS AND TRAVEL
3.1. Budget Process
3.1.1 Budgeting.All budget processes shall be handled in accordance with the ICAA Business Operations
Manual.
3.2. Purchases
3.2.1.General Purchases. ICAA Purchases must maximize value and require prior approval of the respective budget
manager and Business Office administration. Documentation of all purchases, including
an item description, cost per item and total cost, vendor, discounts, and transaction
date, must be submitted to the Business Office.
3.2.2. Emergency Purchases.Emergency Purchase must be approved by the Athletic Director. Unauthorized emergency
purchases may not be reimbursed and could become the personal responsibility of the
purchaser.
3.2.3 Unauthorized Purchases.Any purchase made without prior approval from the Business Office will be the personal
responsibility of the purchaser. Sales tax must be charged for personal-use items
purchased from ICAA inventories.
3.2.4 Reimbursement Approval.All reimbursement requests must be approved by a superior of the requestor to avoid
any possibility of inappropriate influence or perception of inappropriate influence
in the approval process. For instance, reimbursement requests for Director of Athletics
should be approved by University President or his/her designee.
3.3. Credit Cards
3.3.1. Issuance.Each sport program and designated division manager may be issued a ICAA departmental
credit card for official business use. These cards are intended to streamline operations,
reduce the need for cash advances, and improve receipt tracking and reconciliation.
3.3.2.Requirements for Use.Use of a departmental credit card must comply with the following:
a) Cardholder Responsibility.One individual per program or division must be designated as the sole cardholder.
The designated cardholder is responsible for the card, but may authorize other employees
within their division/program to use the card. The designated cardholder must ensure
that the card is used in compliance with all applicable policies and procedures. Cards
shall not be used by student-athletes.
b) Monthly Limits. Each card will initially carry a $25,000 monthly limit. This limit may be adjusted
based on usage and departmental needs.
c) Receipt Submission.All receipts must be submitted to the ICAA Business Office as soon as possible after
purchases are made to ensure timely reconciliation.
d) Pre-Approval for Large Purchases.Any expense over $2,500 must receive prior approval from the assigned Sport Administrator
or Senior Associate/Deputy Athletic Director. A request form is available at the Business
Office for this purpose.
e) Restricted Purchases.Cards may not be used for alcohol, tobacco, or gaming-related expenses. Usage must
comply with all applicable university and departmental policies.
f) Tax Exempt Status.ICAA is tax-exempt in Kansas, Texas, and Florida. Cardholders are expected to utilize
tax exemption when possible. Relevant documentation can be provided by the Business
Office.
3.3.3.Misuse. Use of a departmental credit card is a privilege and must align with allocated budgets
and the ICAA’s core value of stewardship. Misuse may result in revocation of privileges
and/or disciplinary action, up to and including involuntary separation from employment.
3.4. Official Hospitality Expenditures
3.4.1. Business Practices for Official Hospitality.Coaches and staff members of the Athletic Department often conduct business where
it becomes necessary to provide official hospitality of food and drink for outside
guests. Fiduciary responsibility must be exercised in all expenditures for official
hospitality and shall be limited to those instances in which the department can reasonably
expect that the expenditure will assist in fulfilling an objective or goal bearing
a valid relationship to its Strategic Plan. In no situation will reimbursement be
allowed for any gathering which does not have a clear business purpose.
3.4.2. Documentation.All expenditures for official hospitality and departmental business shall be documented
with the following information:
a) The name or a description of the group and the number of official guests. When
practical, include a list of attendees.
b) The objective, goal, or business purpose of the expenditure.
c) A receipt of expenses is required. It is recommended to include detailed receipts.
3.4.3. Review.The Business Office may refer expenditure requests deemed to be questionable or beyond
authorization of this policy to the appropriate senior staff supervisor for review
and approval.
3.5. Tax Exemption Status/Certification
3.5.1 ICAA Tax Exempt. ICAA is a tax-exempt entity for all purchases of tangible personal property and services in Kansas except purchases of goods for human habitation and indirect
purchases by a contractor for a real property project. A signed tax exemption certificate
must be provided to the retailer and can be obtained through the ICAA Business Office.
Please note that only direct purchases are exempt, meaning employees cannot purchase
items themselves and claim tax exemption on behalf of ICAA.
3.5.2. Form of Payment.All invoices must be paid directly by ICAA’s checking account or departmental credit
card in order to qualify for exemption from sales tax. An employee must pay tax on
all items for which they use personal funds, even if the department will be later
reimbursing them for these items. ICAA is also tax-exempt in Texas and Florida. Cardholders
are expected to utilize tax exemption when possible. Relevant documentation can be
provided by the Business Office.
3.6. Reimbursable Moving Expenses
3.6.1 Eligibility. ICAA may reimburse for moving expenses for purposes of recruitment. All moving expenses
should be clearly stated in the candidate’s offer letter. Actual expenses deemed relevant
and reasonable are generally authorized for up to 7% of the new employee’s annual
salary. Any moving expenses exceeding this 7% threshold must be specifically authorized
by the Athletics Director and explicitly stated in the offer letter. Amounts reimbursed
for moving expenses constitute taxable income.
Questions regarding moving expenses should be directed to the Business Office.
3.6.2. Allowable Expenses. Reimbursable moving expenses include the following:
a) Packing, shipping, and storage of household goods and personal effects.
b) Costs of commercial movers, rental trucks/vans, fuel, and labor/materials for packing/unpacking.
c) Insurance charges for moving and rental companies.
d) Travel directly associated with the move, including mileage for personal vehicles
and enroute lodging for the employee and immediate family members.
3.6.3. Special Items.Expenses for large or unusual items (e.g., automobiles, antiques, pianos, boats, works
of art) are not generally reimbursable unless specifically approved by the Athletics
Director in advance.
3.6.4. Reimbursement.Reimbursement for moving expenses shall be subject to the following requirements:
a) Reimbursement will only be made after the employee’s official hire date;
b) Reimbursement will be made only upon submission of receipts and/or other documentation
of actual expenses; and
c) Under no circumstances will reimbursement exceed the actual amount paid by the
employee.
3.7. Travel Policies
3.7.1.Travel Schedules. Head Coaches are responsible for developing competitive schedules for their respective
sports. Scheduling should be done to maximize competition opportunities while keeping
travel as economical as possible. Schedules should be made so that as few class days
as possible are missed. All sports schedules should be coordinated with ICAA Administration,
as needed, and the American Conference to ensure that ICAA, conference, and the NCAA
requirements are met.
All schedules must be approved in advance by the Director of Athletics or their designee.
All sports contracts are prepared and signed by the Athletic Director's office. Any
financial arrangements in a contract must be approved in advance by the Director of
Athletics or their designee.
3.7.2. Travel Approval and Costs.Before traveling, a staff member must submit a request including full travel details
to their direct supervisor. All travel must be approved in advance. Advances will
be made for meals (up to the maximum daily meal allowance) only. Credit cards should
be used for hotels, rental vehicles, gasoline, and other expenses. Receipts shall
be turned in for reimbursement with a completed travel form upon returning from a
trip. Failure to comply with travel policies will result in future travel advances
being withheld and/or a delay in the processing of other purchase requisitions for
the budget area. For any international travel, employees must also comply withWSU Policy 13.20 / Out-Of-State And International Travel; provided that ICAA employees are not subject to the Wichita State University Travel
Handbook.
3.7.3. Travel Allowances. ICAA payment for travel expenditures shall be made in accordance with the following:
a) Lodging:
1) Accommodations must be substantially equitable across all sports.
2) Head Coaches may have single rooms; all others are double occupancy unless gender
prohibits.
3) For odd-numbered teams, the Head Coach decides between one single room or one triple.
4) No spending cap, but staff should be conservative in making reservations.
b) Meals:
1) $46 shall be the dailyallowancefor the following cities: New York, San Francisco, San Diego, San Jose, Boston, Washington
DC, Miami, Los Angeles, Seattle, Denver, Chicago, Portland, Atlanta, Austin, Dallas,
Tampa, Orlando, Philadelphia, Phoenix, Boise.
2) $40 shall be the daily allowance for all other cities.
3) When distributing meal money to student-athletes, the same amount must be given
to each athlete and funds should be distributed on a daily basis.
4) The breakdown for meals should be:
$40 rate → $8 breakfast / $12 lunch / $20 dinner
$46 rate → $9 breakfast / $14 lunch / $23 dinner
5) Teams are encouraged to eat together when appropriate, and team meals must align
with the above limits unless prior approval is granted.
6) Teams traveling by bus may purchase drinks and reasonable snacks (e.g., fruit).
c) Mileage:
1) $0.35/mile reimbursement for staff-owned vehicles.
2) Actual gas expenses for courtesy vehicles.
d) Airfare:
1) All tickets must be coach class.
2) Trips should be booked well in advance using discount fares when possible.
3) Charter flights, if required, must be arranged through Anthony Travel.
3.7.4. Funding for Spouse, Dependents, or Other Family Travel
a) Generally Prohibited.In order to ensure compliance with Internal Revenue Service (IRS) regulations, ICAA
generally prohibits the funding of travel expenses for spouses, dependents, or other
family members when accompanying staff members who are traveling on ICAA business.
Unless otherwise memorialized in a contract with the employee, any exceptions to this
policy must be specifically approved by the Director of Athletics or his/her designee.
An example of this type of exception is spouse, dependents, or other family members’
participation in selected regular season, holiday, or post-season travel.
b) Taxable Income.ICAA is required to include in employees’ taxable income the costs incurred from spouse,
dependent, or other family members’ travel to athletic events (e.g., holiday trips,
post-season championships, etc.). The amount calculated as taxable income will be
included on bi-weekly payrolls. Additional income taxes are withheld on those amounts.
c) Reduction and Taxable Items. The resulting reduction in the net pay attributable to spouse, dependents, and other
family members’ travel taxable income will depend on the income level and the number
of exemptions employee has claimed for tax withholding. In general, the taxable items
include the following:
1) Airfare for spouses, dependents, and other family members, except for charter flights
where greater than 50% of the plane is occupied by working personnel and student athletes.
2) 100% of meal money or meal costs for spouses, dependents, or other family members.
3) The cost of additional hotel rooms attributable to dependents or other family members.
4) The cost of game tickets and any other entertainment provided to spouses, dependents,
or other family members.
3.7.5. Regular Season Travel
a) Budget.Every sport is expected to operate within their annual operating budget. Team travel
is a component of the sport’s operating budget. Departure times from campus to the
competition site and from the competition site to return to campus shall be in accordance
with NCAA Bylaws and shall minimize time away from campus.
b) Travel Party.Team travel parties shall not be excessive and shall be limited to those individuals
who have a role to serve on the trip. The Head Coach may limit the team’s travel party
at his/her discretion, subject to the parameters listed below. All travel parties
shall be approved in advance by the Sport Administrator to ensure appropriate support
of WSU student-athletes and coaches while providing sound fiscal management of event.
Routine members of the travel party will normally be limited to the following:
1) Coaches, including NCAA permissible graduate assistant coaches and volunteer coaches;
2) Eligible student-athletes;
3) Director of Operations (where applicable and approved by Sport Administrator);
4) Primary athletic trainer);
5) Communications staff member (when necessary and with approval of Associate AD for
Strategic Communications);
6) Managers shall be limited in number as approved by the Sport Administrator and
have defined responsibilities;
7) Strength & Conditioning Coach (when needed and approved by Sport Administrator);
and
8) Video/Creative staff member (when needed and approved by Sport Administrator).
Recognizing the role the families of coaches, staff and others affiliated with the
University and ICAA have played in the team’s success but cognizant of maintaining
fiscal integrity, ICAA will provide to additional members of the travel party specifically
listed below, $1000 or actual transportation cost (whichever is less) to and from
the competition site and one hotel room unless otherwise noted. Any per-diem, additional
lodging or other costs will be the responsibility of that employee. These costs provided
by ICAA are subject to taxable benefits under IRS regulations.
Additional members of the travel party if approved by Director of Athletics:
1) University President and spouse;
2) Director of Athletics;
3) Sport Administrator;
4) Support Staff (e.g., Academic Advisor, Administrative Assistant, Compliance Personnel,
Team Physician, etc.) – Support staff may be invited on a trip by the Head Coach,
with approval of the Sport Administrator. Cost of travel will be considered when selecting
trips for additional support staff, and preference will be given to ground transportation
trips. Those approved will be the exception and not the rule;
5) Guests – on a limited basis, the Head Coach may invite guests who are not Athletic
Department employees provided there is a legitimate reason (e.g., development opportunities,
etc.) for extending the invitation and the request is approved in advance by the Sport
Administrator, Director of Athletics and Associate AD for Compliance. Potential donors
should be accompanied on team trips by a member of the Development staff whenever
possible;
6) Spouse of Head and Assistant Coaches – A coach’s spouse may travel with approval
of the Sport Administrator and Director of Athletics. The coach must pay for the spouse’s
meals, any transportation cost above $1000, game tickets and any additional hotel
rooms; and
7) Spouses or children of Athletic Department staff – the spouses and children of
staff may travel only with approval of the Director of Athletics. The staff member
must pay for the child’s transportation, meals, game tickets and additional hotel
rooms.
4. EMPLOYMENT
4.1. Hiring
4.1.1. Commitment to Excellence. ICAA is committed to employing the most qualified individuals for all staff positions
with the goal of achieving excellence throughout ICAA. As vacancies occur, every effort
will be made to identify a strong pool of qualified candidates. In addition to using
the University’s standard advertising methods, ICAA may also use additional advertising
methods to reach a broader range of talent through appropriate organizations, professional
associations, and targeted advertising mediums.
4.1.2. Process. All hiring must be consistent with WSU Policy 3.20 / Recruitment, Hiring and Onboarding and comply with Equal Employment Opportunity requirements. The University’s Human
Resources (HR) office oversees recruitment, hiring, and onboarding for the University
and must be consulted during each step of the hiring process.
4.1.3. Background Checks
a) Employees. To ensure a safe environment for student-athletes and participants in camps, clinics,
and other activities involving minors, background checks are required of all employees
as a condition of employment. For Assistant and Head Coaches, background checks must
include review of NCAA records for investigations and violations.
4.2.1. Timekeeping.ICAA employees must follow the WSU policies and procedures for timekeeping, which
can be found on theWSU Timekeeping webpage.
a) Full-Time Non-Exempt.Full-time non-exempt employees must report time and leave through the online Time
Sheet located in the myWSU portal. For more information on submitting the online Time
Sheet, visit theLeave Report & Web Time Entry webpage.
b) Full-Time Exempt.Full-time exempt employees must report leave through the online Leave Report located
in the myWSU portal. For more information on submitting the online Leave Report, visit
theLeave Report & Web Time Entry webpage. Full-time exempt employees do not submit a timesheet.
c) Part-Time and Temporary.Unless directed otherwise by the Business Office, the time worked and pay rate for
part-time and temporary employees must be submitted by the employee’s supervisor to
the Business Office on the ICAA Timesheet. The Business Office will enter the hours
submitted for part-time and temporary employees into the Banner payroll system.
4.2.2 Approval for Overtime.Overtime hours for non-exempt employees must be approved in advance by the supervisor
AND the Athletic Director or Sr. Associate Athletic Director Business Operations.
4.3. Leave
There are several types of leave available to eligible employees. For information
on the types of leave, eligibility requirements, and the procedures for using leave,
please visit the Leave Administration webpage and/or contact the designated Human Resources Business Partner for the Athletics Department or the HR Total Rewards Team.
4.4. Performance Development
4.4.1. Development Process.ICAA is committed to fostering a culture of accountability, growth, and excellence.
Performance development ensures that every staff member sets meaningful goals, receives
consistent feedback, and has opportunities for professional development. The process
provides clarity of expectations, aligns individual performance with departmental
goals, and supports career progression.
4.4.2. Annual Expectation.All staff must have documented goals, accountability measures, and a development plan
each year.
4.4.3 Leadership Reviews
a) Head Coaches complete an annual review process with their Sport Administrator and
the Director of Athletics.
b) Head Coaches are responsible for the performance development of their Assistant
Coaches.
c) Department Heads/Managers facilitate the process for administrative staff and other
unit members.
4.4.4. Ongoing Conversations. Supervisors are expected to engage in monthly “4x12” conversations with staff, covering
accomplishments, priorities, obstacles, and support needs.
4.4.5 Performance Review Process
a) Planning. Supervisors and staff establish competencies and goals for the review
cycle.
b) On-Going. Supervisors track progress through the year with check-ins and documented
feedback.
c) Results. End-of-cycle evaluations focus on competency ratings tied directly to
job duties and the collaboratively identified goals at the beginning of the cycle.
4.4.6 Accountability and Alignment. Performance reviews are designed to provide recognition, constructive feedback, and
guidance for training, promotions, compensation, and career growth.
4.4.7 Communication.Timelines, process updates, and required approvals are communicated and reinforced
annually by Athletics administration.
4.5. Separation from Employment
4.5.1. ICAA is an "at-will" employer, meaning either the Employee or ICAA may end the employment
relationship at any time for any lawful reason, with or without notice or cause, subject
to applicable ICAA or University policies, includingWSU 3.41 / Separation of Employment, or agreements.
4.6. Complimentary Athletic Tickets
4.6.1. Purpose and Use. Complimentary tickets are a tool for public relations and recruiting, and misuse of
complimentary tickets can result in lost revenue, NCAA administrative sanctions, or
loss of ticket privileges. Complimentary tickets cannot be sold, traded, bartered,
or given to prospective student-athletes. No complimentary tickets will be issued
without proper authorization.
4.6.2. Employee Season Tickets. Subject to availability, each full-time employee is authorized to receive up to four
(4) complimentary season tickets for personal use, which are eligible for seat location
renewal each year. Any additional tickets must be purchased at the faculty/staff rate.
4.6.3. Single-Game Tickets
a) Home Games.Subject to availability, employees may be authorized for additional complimentary
tickets for single games at the discretion of the Director of Athletics, in accordance
with NCAA rules.
b) Away and Neutral-Site Games.Complimentary admissions for away and neutral-site games are determined by the Director
of Athletics and Head Coach, in accordance with NCAA rules. Employees that have a
working purpose to attend an away game will either be placed on a pass list or provided
a working credential. Non-working employees may request these tickets through the
Chief Revenue Officer/Director of Operations for each sport, but tickets are not guaranteed
and will not be authorized until all internal needs are met.
4.6.4. Requests and Deadlines.Requests for complimentary season tickets must be made on an annual basis. The exact
deadlines for season ticket requests will be determined annually by the Chief Revenue
Officer and will typically be two (2) weeks before the first game of each respective
sport. Requests for complimentary tickets for a single game are due 24 hours before
the game. Requests can be made by emailingtickets1@goshockers.comor visiting the Ticket Office in person.
4.6.5. Taxable Income. An employee’s receipt of complimentary athletic tickets may constitute taxable income.
Employees shall be responsible for any taxable amounts due for receipt of complimentary
tickets for themselves or their family members. Valuation for taxable complimentary
tickets will be calculated in accordance with all local, state, and federal laws.
Any taxable amounts will be added to an employee’s paycheck or reported on a 1099
for contracted employees.
4.6.6. Parking Passes for Athletic Events.Parking passes are only provided if attendance at the athletic event is required for
work duties and will be subject to availability. No parking pass for staff is guaranteed
at any point and is subject to change yearly based on demand.
5. FACILITIES AND OPERATIONS
5.1. Telephone Policies
5.1.1. Telephone Use.Phone usage by ICAA employees must comply with the requirements of this ICAA Manual
and theWSU Policy 19.07 / Cell Phone Usage.
5.1.2. Cell Phones and Stipends. Employees within the Athletics Department, as approved, may be issued a cell phone
or cell phone stipend. These are approved based on the decision of the budget supervisor
and budgetary allowance.
a) If allocated a cell phone, the device must be returned to the Business Office,
direct supervisor, or Sport Administrator upon separation of employment. Employees
are not authorized to make any changes to their issued device, their calling, texting,
data plans, or phone service. All such changes need to be requested through the ICAA
Business Office.
b) Alternatively, employees may opt to receive a stipend, if offered, to cover their
cell phone bill instead of using a department issued device. If they choose this option,
they will receive a monthly reimbursement receipt confirming the reimbursement has
been processed.
5.1.3. Data Line.Coaches with direct contact with prospective and current student-athletes are required
to have an ICAA issued data line.
5.1.4. Student-Athlete Phone Use.Employees are not permitted to allow student-athletes to use an employee’s long-distance
access code or department issued cell phones to make a long-distance phone call.
5.2. Vehicle Use and Operation
5.2.1. ICAA Vehicles. “ICAA Vehicles” include all motorized vehicles that are owned, leased, or rented by
ICAA, and other vehicles when used for ICAA business (e.g., privately-owned vehicles
and courtesy vehicles).
a) ICAA Vehicles must be used and operated in compliance with all governing municipal,
state, and federal laws;
b) Drivers must be employees of ICAA;
c) Drivers must be at least 21 years of age to transport student athletes;
d) Drivers must have the advance written authorization of the Director of Athletics;
e) Drivers must have a current operator’s license issued in the United States. A copy
of license must be on file in Business Office. ICAA reserves the right to conduct
a driver’s license check and may withhold authorization based on information from
said check;
f) Drivers must be insurable under ICAA’s automobile policy;
g) Drivers and passengers must be engaged in official ICAA business on behalf of ICAA
and/or the University;
h) The individual who picks up an ICAA Vehicle that is owned, leased, or rented by
ICAA must be the driver of the ICAA Vehicle and may not turn the ICAA Vehicle over
to someone else;
i) Drivers will be responsible for the safe use of the ICAA Vehicle and its passengers;
j) Drivers shall not operate the Vehicle under the influence of alcohol;
k) Drivers will be personally responsible for any and all traffic or parking citations,
tickets, or fines received while operating the Vehicle;
l) All occupants must use a seat belt at all times of operation;
m) No Vehicle will be used to transport or carry more than its listed capacity (including
the driver) at any one time; and
n) Luggage shall not be stored or placed on top of Vehicles, except for privately
owned vehicles.
5.2.3. ICAA Vehicle Requests and Accidents. Requests to use an ICAA Vehicle that is owned, leased, or rented by ICAA must be submitted
to the ICAA Business Office. Any accident involving an ICAA Vehicle must be reported
in accordance with WSU Policy 20.19 / Driving State-Owned Or Leased Vehicles Or State-Operated Vehicles, as applicable; provided that accidents in ICAA Vehicles shall be reported to the
ICAA Business Office rather than the University Fleet and Property Managers.
5.2.4. Courtesy Vehicles
a) Courtesy vehicles are dealership-owned vehicles (including any replacement/loaner
vehicles) that are provided for use by ICAA employees pursuant to agreement.
b) Courtesy vehicles must be used and operated in accordance with the employee’s agreement
with ICAA, the trade agreement with the dealership providing the courtesy vehicle,
and all agreements between the employee and the dealership.
c) Courtesy vehicles may be used for personal matters, but only as authorized in writing
by the Director of Athletics.
d) Courtesy vehicle accidents must be reported to the employee’s supervisor, the Business
Office, and the dealership.
5.2.5. Forklift Training.Drivers must complete training/safety class provided through the University prior
to the operation of the forklift. To the extent that an employee is required to attend
forklift training, it will be provided through themyTrainingwebpage.
5.3. Apparel and Equipment
5.3.1. Provision of Apparel and Equipment.ICAA provides all athletic apparel and equipment necessary for sport programs and
retains ownership of these items. The equipment staff, based in Charles Koch Arena,
is responsible for ordering, receiving, issuing, inventory, storage, and maintenance
of all apparel and equipment, as well as ensuring compliance with ICAA, American Conference,
and NCAA rules. All purchases must go through the assigned equipment manager in coordination
with the Head Coach or designee, and no orders may be placed directly with vendors.
Unauthorized purchases will be the personal responsibility of the staff member making
them.
5.3.2. Partnership with Nike.ICAA has an exclusive partnership with Nike as the sole provider of athletic apparel
and footwear, and each sport is allocated a budget to order Nike products. Exceptions
to Nike apparel or footwear must be reviewed and approved on a case-by-case basis
by the Sport Administrator, in consultation with the equipment administrator.
5.3.3. Branding Standards.Any embellishments, including logos and trademarks, on apparel or equipment must follow
University branding standards and be approved by the Director of Equipment Operations.
5.3.4. ICAA Property. All apparel and equipment purchased with ICAA funds remains the property of ICAA and
must be inventoried and distributed through the Equipment Office. Any apparel or equipment
issued to staff are for official use only, and any lost or damaged items may result
in replacement charges. It is impermissible to sell, barter, or trade issued items.
Any sale or donation of equipment must be pre-approved by the Director of Athletics
and Compliance.
5.3.5. Laundry Services.Laundry services are provided by the Equipment Office for official ICAA apparel only.
The Director of Facilities and Events is responsible for the issuance of keys. The
Director of Facilities and Events will assign keys to athletic department offices
and facilities and maintain records of the keys held by all personnel as well as the
keys for each office and/or facility. Lost or stolen keys must be reported immediately.
If it is necessary to change locks and reissue keys due to lost keys, the cost of
doing so will come out of that individual’s budget. Lost key fobs will be charged
directly to the individual and will only be replaced after the fee is paid. If additional
keys are needed, requests are to be made through the Director of Facilities and Events.
All costs associated with cutting new keys will be charged to the respective department
budget. Card access to facilities will be coordinated by the Director of Facilities
and Events and run through University ITS. Physical keys to exterior locks will only
be given if necessary and no electronic device exists on the building.
5.6. Lost or Stolen Property
Any ICAA property that has been lost or stolen must be promptly reported to the University
Police Department, the Athletics Business Office, and the employee’s supervisor. The
Athletics Business Office will report any insured stolen property to the insurance
company.
5.7. Emergency Protocols
The emergency protocols have been prepared for each of the athletics facilities and
are available through the following links:
