COACHES: INSTITUTIONAL CAMPS AND CLINICS
The University of Kansas and Kansas Athletics permit the use of their facilities by a variety of institutional camps or clinics which are hosted by University of Kansas head coaches. All athletic camps and clinics conducted on campus (or at Kansas Athletics’ facilities off campus) are considered to be private camps or clinics permitted to operate on a contractual basis, and, as such, are subject to the rules and regulations of Kansas Athletics, the University, and the State of Kansas. In addition to Athletics, University and State rules and regulations, camps or clinics must also comply with applicable Big 12 Conference and NCAA guidelines (see 13.12 in the NCAA Manual for relevant sports camps and clinics regulations).
With approval from the Athletics Director and a signed No Fee Agreement with KU Licensing, the word “Kansas”, “KU”, and/or “Jayhawks” may be used in camp or clinic titles.
Kansas Athletics personnel who wish to offer their skills or participate in institutional camp or clinic programs utilizing residence halls, intercollegiate athletic facilities and other facilities of the University of Kansas (or if off-campus, a camp defined as a University of Kansas institutional camp by the NCAA) may do so provided that:
- The camp or clinic must be approved by the Director of Athletics and the sport supervisor.
- Only Kansas Athletics head coaches are permitted to own, operate, and manage the camp or clinic. Assistant coaches and volunteer coaches are not permitted to run, organize or conduct the camp or clinic although they are permitted to assist.
- The camp or clinic must be in compliance with all NCAA rules. The head coach or camp director is responsible for completing required documentation with the Athletics Compliance office prior to the beginning of the camp/clinic as well as at the conclusion of camp/clinic.
- Head coaches must enter into a separate agreement with Kansas Athletics in order to sponsor a camp or clinic.
- Camps or clinics operated by corporations substantially owned by a head coach will be considered to be operated by the head coach for the purposes of this policy.
- Kansas Athletics reserves the right to cancel a camp or clinic if it becomes clearly evident the camp or clinic will not be financially successful.
- It is understood that the camp or clinic director is responsible for negotiating satisfactory housing arrangements with the university. Sport Supervisors will have relevant contact information.
- Kansas Athletics vehicles may be used for camps or clinics according to guidelines and payment provisions in section 413 of this policy manual. Reservations may be made through the Kansas Athletics’ Equipment Room on a first come, first served basis. The team travel, practice, and business needs of Kansas Athletics have priority over camp usage.
- The accident insurance deductible for vehicles used by the camp will be $1000 and is the responsibility of the coach in case of an accident.
- Mailings may be sent by bulk mail but may not be made at the non-profit rate.
- Kansas Athletics shall receive a payment from each camp or clinic utilizing facilities, on or off the KU campus. The specific amount to be paid by each camp or clinic shall be determined annually and agreed to in the Coach’s camp contract with Kansas Athletics. Kansas Athletics’ payment will be used to offset expenses for the facilities and/or maintenance budget or to hire part-time staff for camp or clinic facilities support.
- The camp director shall provide the sport supervisor, the Athletics’ Compliance office and the Chief Financial Officer with a detailed financial statement of all proceeds including salary compensation payments. Reporting and facility payments shall be remitted within 90 days from the last day of camp or clinic.
- The camp director shall indemnify and hold harmless the University of Kansas, the State of Kansas and its Board of Regents and Kansas Athletics, Inc. from any claims or expenses incurred by Kansas Athletics on behalf of the camp or clinic. The camp director shall ensure that each camper sign a waiver and release form prior to participating in any camp or clinic activity.
- The coach shall be responsible for the payment of any expenses incurred by the camp or clinic for the use of University or private facilities, supplies, equipment or support personnel.
- The coach shall reimburse Kansas Athletics for the use of all Kansas Athletics’ supplies or equipment including but not limited to: long distance phone calls, postage, copies, paper, etc. Each camp director should compensate support staff (for example, communications staff who may work on a camp brochure or administrative assistants) for work done on the camp or clinic. Kansas Athletics support staff should not perform camp or clinic duties when Kansas Athletics business is pending. Camp or clinic duties may be performed after the workday or when all Kansas Athletics’ business is concluded; however, hours worked on camp or clinic matters cannot be considered overtime to Kansas Athletics.
- The Associate Director/Executive Director-External Branding must approve the solicitation of any corporate sponsors.
- Camp or clinic brochures must receive the approval of the Compliance Office.
- Camp or clinic staff shall make any equipment and apparel orders, not Kansas Athletics staff (e.g. equipment managers). All invoices shall be made out to the camp, not to Kansas Athletics.
- Only the official Athletics’ store is permitted to conduct merchandise sales at any camp location, including camp housing locations. Sales of items related to or during the camp duration bearing University trademarks will be subject to standard licensing guidelines and royalty payments by the officially licensed vendor. All items sold should also reference “Camp” as a design element to differentiate these items from items sold at Athletics’ team store.
- The coach shall provide, at camp expense, liability insurance coverage of a minimum of five million dollars ($5,000,000). In addition, Kansas Athletics recommends that camps provide Workers’ Compensation insurance for their employees.
- Vacation will not be charged for Kansas Athletics coaches working their sport specific KU camp or clinic on campus or at a Kansas Athletics’ facility off campus. Additionally, coaches will not be charged vacation for working National Sports Governing Body Development Camps or Non-Institutional Camps. Vacation leave MUST be taken for any Kansas Athletics staff member (except for trainers assigned by the Department of Sports Medicine) working camps or clinics who is financially benefiting from doing so.
- Camp directors are required to staff each camp with the recommended number of trainers as required by the Department of Sports Medicine.
- Camp directors, in their discretion, may reduce or eliminate the camp fee for the child of a Kansas Athletics’ staff member.
- All camps and clinics must follow the KU policy for Minors on Campus (http://policy.ku.edu/UEMP/minors-on-campus) as well as the KU guidelines for youth programs as set forth at http://youthprograms.ku.edu/, including providing required information to the Office of Public Affairs and conducting background checks on paid and volunteer staff.
Private Camps or Clinics
Kansas Athletics’ staff may not serve in any capacity (e.g. guest lecturer, consultant) in a privately owned camp, clinic or coaching school in which a high school, preparatory school, or two-year college athletics award winner is employed or participates. Kansas Athletics staff working permissible private camps (e.g. adult camps) or clinics will report one full day of vacation for each regular workday missed as a result of camp or clinic employment.