Policies and Procedures
I. Responsibilities and Function
A. Institutional Control
At Clemson University institutional control of intercollegiate athletics rests with and is exercised by the President of the University. In this capacity the President is ultimately responsible for insuring that Clemson’s athletic policies and programs are in compliance with the rules and regulations of the National Collegiate Athletic Association (NCAA) and the Atlantic Coast Conference (ACC).
B. Director of Athletics
Authority for the administration and management of intercollegiate athletic programs is exercised by the Director of Athletics who is accountable to the President of the University.
C. Athletic Council
The principal function of the Athletic Council is to advise the Clemson University Administration on all major decisions affecting the administration of the Athletic Department. The Athletic Council shall recommend policy on intercollegiate athletics to the Director of Athletics, and when appropriate to the President of the University. Specific duties of the Athletic Council include:
- Monitoring the recruitment, scholastic eligibility, admissions and academic progress of student-athletes by receiving regular reports and responses to requests for information from the Council on these activities from the Athletic Department, and any other university division as appropriate.
- Reviewing athletic schedules and ticket prices.
- Advising the University’s faculty representative to the NCAA and ACC on matter of pending legislation.
- Evaluating athletic policies and programs to ensure their compatibility with overall aims and mission of the University.
- Participation in the screening and selection of applicants for the position of Director of Athletics.
- Participation in the nomination of candidates for the position of Faculty Representative to the NCAA/ACC and for recommending the endorsement of a one time renewal of the Representative’s term upon request of the President.
- Performing other functions as requested by the President of the University and/or the Director of Athletics.
II. Athletic Council Membership
The Athletic Council is composed of 24 voting members chosen or appointed as follows:
- Eleven regular, full-time members, two elected by the faculties of each of the five colleges and one by the library faculty. In addition, the colleges and library each shall elect one alternate who shall have voting rights and shall serve on the Council in the absence of an elected representative. Faculty representatives serve staggered three-year terms. Consecutive terms are permissible.
- Three full-time enrolled members of the student body, one each appointed by the President of the Student Body, the President of the Student Senate, and the President of the Graduate Student Association..,
- Two-full-time enrolled student-athletes, one representing revenue producing sports and one from Olympic sports appointed by the Director of Athletics.
- 4. One representative of the Clemson Alumni Association appointed by the Alumni Board of Directors.
- One member of IPTAY who may be the President of IPTAY or the President’s designate.
- One member of the Faculty Senate appointed by the Advisory Committee of the Faculty Senate.
- One representative (unclassified filed staff) to be appointed by the Extension Senate.
- One member of the Staff Senate to be appointed by the President of the Commission.
- Three-at-large appointees of the President of the University, one of whom shall be from Student Affairs.
Terms of Voting Members
Student members of the Athletic Council serve one-year terms consecutive up to two years. Presidential appointees serve two-year terms consecutive up to four years. Except for the faculty representatives of the five colleges and the library, whose terms are described in II.-A.-1, all other voting members of the Athletic Council serve one-year terms consecutive up to three years. The term of membership begins on May 16th of each year and ends on May 15th of the subsequent year.
Ex-Officio Non-Voting Members
- The University’s NCAA/ACC representative.
- The Director of Athletics.
- An Associate Director of Athletics designated by the Director of Athletics.
- Director of Institutional Compliance
- Senior Women’s Administrator.
III. Chair of the Athletic Council
A. Election and Term of Office
At the biennial March meeting of the Athletic Council the voting members elect from the regular, full-time faculty representative of the colleges and library a Chair whose two-year term commences at the first Athletic Council meeting after May 15th of that year. All regular, full-time faculty Athletic Council representatives of the colleges and library are eligible for election to the office of the Chair of the Athletic Council regardless of the length of time remaining on their terms of office; if the member elected to this position has less than two years of the term of office on the Council remaining, the member’s terms and the term of the member’s alternate are automatically extended to the end of the member’s term of office as Chair. No Chair shall serve more than six consecutive years. If the Chair is unable to serve out the full term of office, the Vice Chair will serve as Chair for the remainder of the Chair’s unexpired term.
The principal duties of the Chair of the Athletic Council include the following:
- Presiding over the meetings of the Athletic Council and, in consultation with the Director of Athletics, establishing the agenda of Athletic Council meetings.
- Keeping the Athletic Council informed of NCAA and ACC regulations.
- Maintaining communications between the Athletic Council and those who exercise institutional control and responsibility for intercollegiate athletics (see I.A.).
- Receive information through the Office of he Compliance Coordinator on all matters related to NCAA or ACC rules infractions and participate in any investigation(s) stemming from these infractions.
- Directing information and assigning tasks to the standing committee of the Athletic Council (see below).
IV. Vice Chair of the Athletic Council
A. Election and Term of Office
At the biennial March meeting of the Athletic Council the voting members elect from the regular, full-time faculty representatives of the colleges and library a Vice Chair whose two-year term commences at the first Athletic Council meeting after May 15th of that year. All regular, full-time faculty Athletic Council representatives of the colleges and library are eligible for election to the office of Vice Chair of the Athletic Council regardless of the length of time remaining on their terms of office; if the member elected to this position has less than two years of the term of office on the Council remaining, the member’s term and the term of the member’s alternate are automatically extended to the end of the member’s term of office as Vice Chair. No Vice Chair shall serve more than six consecutive years. If the Vice Chair is unable to serve out the full term of office, the Council shall elect a new Vice Chair to serve out the remainder of he unexpired term.
The principal duties of the Vice Chair of the Athletic Council include the following:
- Presiding over meetings of the Athletic Council in the absence of the Chair.
- Succeeding as Chair of the Athletic Council when a Council Chair is unable to serve the full term as Chair.
- Keeping all records generated by Council and its committees.
- Enforcing the Council’s record-keeping policy (see below)
- Overseeing the production and distribution of the minutes of called meetings of the Council and other related material to the Council’s membership.
- Acting as the liaison to the University Archivist and the University Records Manager for the Council regarding final disposition of its record.
V. Athletic Council Committees
- Governance and Rules of Compliance
This committee ensures that the mission of the athletics program supports the mission and goals of the institution, reviews matters of institutional policy and control, and monitors compliance with rules and regulations.
- Academic Standards and Integrity
This committee considers issues related to admissions, academic standards, academic support services and academic program scheduling.
- Fiscal Integrity and Facility Planning
This committee is responsible for monitoring financial practices, overseeing fiscal and facility management, planning, and reviewing fiscal policies and procedures.
- Equity, Welfare and Sportsmanship
This committee assures the fair and equitable treatment of women and other minorities, protects the physical and educational welfare of student athletes, and assures that all associated with athletics are committed to the fundamental values of sportsmanship and ethical conduct.
- Campus and Community Relations
This committee monitors University and community perceptions of athletic program issues and reviews and proposes athletic initiatives to improve campus and community relations.
Standing Committee Liaisons
In order to facilitate communication, each of the standing committees of the Athletic Council will have liaisons in the athletic administration who will facilitate the transfer of information to and from the Athletic Department related to the committee’s purpose. These liaisons will be appointed by the Athletic Director in cooperation with the Chair of the Athletic Council.
The Executive Committee consists of the Chair, Vice Chair, and the chairs of the standing committees of the Council. The duties of the Executive Committee include but are not limited to the following:
- Setting the agenda for Council meetings.
- With the addition of the Faculty Senate representative to Council, acting as the nominating committee for the position of NCAA/ACC Faculty Representative.
- Recommending a one-time renewal of the term of the Faculty Representative upon request of the President.
Ad Hoc and Special Committees
The Chair of the Athletic Council may appoint Ad Hoc and other special committees that serve the needs of the Athletic Council.
VI. Athletic Council Meetings and Agenda
The Athletic Council meets once per month.
- Special Meetings
The Athletic Council may meet in special meetings at dates and times set by the Athletic Council, or called by the Chair of the Athletic Council.
The Chair of the Athletic Council shall prepare the agenda for all Athletic Council meetings, with the assistance of the Executive Committee.
VII. Record-Keeping Policy
- All records generated or received by the Council and its committees are University records and should be retained.
- Each committee of the Council should keep its own set of files of correspondence, memos, reports and other material created or received by the committee. These files should be kept by the chair or secretary of that committee; these will be given to the Council Vice Chair at the end of the year.
- Minutes should be produced for all called meetings of the Council and its committees. When Council goes into executive session, a separate set of minutes should be kept. Minutes should be as complete as possible, without going into a great amount of detail. They should include the date, time and place of the meeting; the members of the Council/committee recorded as present or absent; the substance of all matters proposed, discussed or decided by the Council or its committees and, at the request of any member, a record, by individual member, or any votes taken; a brief summary of reports given to the Council or committee; and any other information that any member requests be included or reflected in the minutes.
- Items submitted to the Council proposing a policy (whether internal Council policies or those for the athletic program) should be in the form of a memo. The memo should clearly state whether it concerns internal Council policies or policies concerning the athletic program.
- Materials distributed at meetings should be marked as having been distributed at that meeting, such marking should include the date of the meeting. Confidential material should be marked as such.
- The records of the Council and its committees will be transmitted to the University Archives as called for by the appropriate University records schedule.
- The records of the Council will be kept in accordance to the Council’s policy on confidentiality (see VIII. Below).
- Other record-keeping procedures;
- Policies and procedures, charges to the Council/committees and related materials should be kept in (a) file(s) separate from minutes, correspondence and reference files.
- Copies of the current policies and procedures of the Council should be kept in a loose-leaf policies and procedures manual.
- When sending correspondence, a copy of the outgoing letter should be kept for the Council/committees files. Any incoming letters should also be kept.
- The chair/secretaries of the committees are responsible for the records of their committees and for following this policy; the Council Vice Chair is responsible for all records generated by Council and its committees, and for enforcing the record-keeping policy.
It should be recognized that it is the prerogative of the Council, as an advisory body, to keep certain matters, including the student records of individual athletes and drafts of reports, confidential.
Policies and Procedures
- No information concerning the student records of individual athletes will be made public, in accordance with the Family Educational Rights and Privacy Act of 1974 (FERPA); when the Council needs information on student records, such a request should be made to the Office of the Registrar.
- Confidential material should be marked as such, and should be taken up after the meeting unless there is a need for each member to retain a copy (e.g., the GPR Report): one copy should be retained for the Council’s files. As a rule, no written information should be released files. As a rule, no written information should be released in the absence of an outside request unless directed by the Council.
- Should the Council wish an extended discussion of matters which fall under FERPA (such as the student records of individual athletes), or drafts of reports, or the screening and selection of applicants for the position of Director of Athletics, a motion to go into executive session should be made. The purpose of such a session should be announced by the Chair before going into executive session, and the end of such a session should also be announced by the Chair before returning to the public session. Any information and discussion in such an executive session is confidential unless the Council votes full or partial disclosure during the public session after the executive session; members of the Council should be reminded of this before going into executive session. All formal actions must be taken in public session.
- Reports to the Council from its committees should remain confidential untl the Council votes to accept them in public session; in some cases, the decision to release a report may need to be made by the President or Director of Athletics, rather than the Council, once such a report has been transmitted to the President and/or Director of Athletics.
- In dealing with the media, the Chair of the Athletic Council should be the sole spokesperson for the Council; all other members of the Council should refer the media to the Chair, and should inform the Chair if they are contacted by an outside source concerning Council business.
- The policy concerning confidentiality should be distributed to each member of Council, and restated (in abbreviated form) when appropriate matters are discussed.
- Any Athletic Council member or committee may suggest changes to the Clemson University Athletic Council Policies and Procedures by submitting the recommended change and rationale for that change to the Chair of the Athletic Council three weeks in advance of a regular meeting.
- The Council Chair will distribute the recommended change to all Council members for informational purposes and will appoint an ad hoc committee composed of no fewer than one student representative, one faculty representative, and one staff representative to consider the recommended change.
- The ad hoc committee will submit a written report on the change and a recommendation on whether the change should be adopted. This information will be submitted in the form of a motion to the Council at its next regular meeting.
- Amendments to the Clemson University Athletic Council Policies and Procedures will require a two-thirds vote of the Council. Changes voted upon by the Council will be forwarded for final approval as follows:
- Changes amending Clemson University Athletic Council Policies and Procedures section I, II, III, IV, V, and IX will be sent to the Faculty Senate President for approval through the procedures set forth in the Faculty Manual for changes to the manual
- All other changes to the Clemson University Athletic Council Policies and Procedures will be sent to the University President for approval.
[Changes approved October 31, 1984 by President Prince]
[Changes approved December 18, 1995 by President Curris]
[Editorial change approved October 30, 1998 by President Curris]
[Editorial change approved July 26, 2001 by President Barker]
[Changes to Section IX approved February 25, 2003 by President Barker]
[Changes to Section V approved April 8, 2003 by Faculty Senate]