CALIFORNIA STATE UNIVERSITY, FRESNO ATHLETICS DEPARTMENT

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1 X. OPERATIONS KEY POLICY CALIFORNIA STATE UNIVERSITY, FRESNO Policy Number: Key Distribution Employees of Fresno State Athletics have the need for keys to various buildings and offices in order to complete their work assignments. The following may be issued state keys to areas in their scope of responsibility: Athletic full-time personnel who are on contract or regular status as employees of Fresno State Athletics Athletics part-time personnel who are on contract or regular status as employees of Fresno State Athletics Those who may only be issued keys with appropriate justification and approval of the Director of Athletics or designee: Graduate Assistants Student assistant workers Volunteers Interns At no time may keys to any campus building, room or facility, including athletic facilities, be loaned or provided to student-athletes. Any student-athlete given access to rooms, buildings or facilities must be accompanied by a regular status employee of Fresno State Athletics. Violators who provide keys to student-athletes will be subject to disciplinary action as outlined in the employee handbook. Violations which result in noncompliance with NCAA rule may be subject to additional sanctions by the NCAA. Key Request Key requests must be submitted to the Facilities Manager with the appropriate authorization from his/her department manager/head coach for final approval by the Director of Athletics or designee. The facilities manager will then submit the request to University Key Control. When submitting a request for keys, the following information must be provided:

2 Name of individual to be issued keys Classification and work area of the individual List of keys needed o Name of building o Room or office number o Key number, if available Allow a minimum of five (5) business days before keys will be ready. Requests for master or sub-master keys, key for students, or duplicate keys to replace those lost or stolen must be accompanied by a written explanation of need, with signature of the supervisor and Director of Athletics. Justifications lacking sufficient detail will be denied by University Key Control and returned for additional information. Lost or stolen keys must be reported to the University Police. In order to obtain a replacement, the police report number must be included in the written explanation. When keys are ready, the individual must pick up the keys in person at University Key Control within 10 days of notification. The individual must present photo identification and sign for the keys when they are picked up. Upon separation from the university or Athletic Corporation, individuals with keys must return the keys to University Key Control Office and sign them back in before a final paycheck will be issued.

3 CALIFORNIA STATE UNIVERSITY, FRESNO PARKING FOR PERSONS WITH DISABILITIES Policy Number: Each athletic facility has designated spaces for those with disabilities. All spaces for handicapped persons are on a first-come, first-serve basis. Fans should inform attendants at the gate that they are disabled or have disabled passengers. If the person is unable to walk from the designated parking area, they may be driven directly to the main facility entrance for easy access to all areas. Motorized vehicles are available to transport fans from parking area to their seat location.

4 CALIFORNIA STATE UNIVERSITY, FRESNO SPECIAL PERMIT PARKING - LOT H Policy Number: Lot H is a special permit lot at the west side of the North Gym. There are a limited number of spaces which have been assigned at the direction of the Director of Athletics. Those persons authorized to park in Lot H are issued special permits which must be accompanied by a valid university PR permit. No person is allowed to park in Lot H without this special permit assignment. Any vehicles illegally parked I Lot H will be ticketed and/or towed. No person authorized to park in Lot H may allow any other individual to park in his/her assigned space. Coaches are directed to instruct student-athletes that parking in Lot H is prohibited and the student-athlete s car is subject to ticket and/or towing. The university has implemented an additional fee which must be paid monthly to access the assigned space in Lot. Any employee not wishing to pay the additional fee will abandon his/her right to the space which will be reassigned by the Director of Athletics.

5 TELEPHONE USE CALIFORNIA STATE UNIVERSITY, FRESNO Policy Number: Office telephones Employees are discouraged from using office telephones for personal longdistance or local toll calls and may do so only if such calls are reimbursed to the department. The Athletic Business Office generates a monthly billing statement for each telephone that must be reviewed and signed by the employee. On this statement, employees must indicate which, if any, of the calls were of a nonbusiness nature. It is prohibited to allow student-athletes the use of office telephones. A department employee may place a call when requested by a student-athlete if, in the employee s best judgment the call is warranted as an emergency, or in the performance of department business; e.g. to inquire about a student-athlete s admission status. Cellular telephones Most employees of the Athletic Department are issued department cell phones. Due to budgetary concerns and increasing costs, the following changes to our department provided cell phone plans will go into effect on August 25, 2008: Senior Staff, Head Coaches, and Assistant Coaches will have the text and data plan. All other departmental cell phone users will have text plan only. The following items are considered overage charges and the cell phone should not be used for: Directory Assistance Calls Downloads, including ringtones, of any kind Picture/Video messaging i.e. sending a text message with a picture or Video attached International Calls/Text (These can be made with a calling card that can be obtained from the Business Office) Overage charges such as directory assistance, downloads, unauthorized data usage, or picture messaging will be billed back to the user on a monthly basis.

6 These expenses will not be permitted to be taken out of the budget. These changes will allow us to operate in a more cost efficient and equitable manner. It is prohibited to allow student-athletes the use of an employee s personal or department-issued cell phone. Violations of the telephone usage policy are subject to disciplinary action as outlined in the employee handbook and university policy. Violations which result in non-compliance with NCAA rules may be subject to additional sanctions by the NCAA. Cell Phone Unit Problems If the cell phone is damaged or malfunctioning, please follow the procedures below: Broken Screen or Water Damage Bring the phone to the Events/Facilities Manager and the damaged unit will be submitted to insurance. A replacement unit can be issued within one three days. Malfunctioning The user should take the phone to the Sprint location at the corner of Shaw and Blackstone. Ask for Armando as he is our designated service repair technician. If he is not working, please make sure they know that your phone is part of the Fresno State account. They will record the problem and most likely keep you phone for about 90 minutes while they try to repair it. When you return to the store, they will either return your repaired unit or issue you a new unit. In either case, please send an that your phone is not working and the Sprint receipt to the Event/Facilities Manager for recording purposes as it pertains to the monthly Sprint bill. Back-Up To avoid lost contacts and data, please regularly sync your phone to your computer. If you need assistance with Sprint, please contact the Events/Facilities Manager.

7 CALIFORNIA STATE UNIVERSITY, FRESNO USE OF ATHLETIC DEPARTMENT RESOURCES Policy Number: Department supplies and equipment: computers, copy machines, fax machines, letterhead, envelopes, etc. are for business use only and may not be used by student-athletes or by employees for personal purposes. Employees are prohibited from using department resources, including those items above, department logos and support staff time during the regular workday for self promotions or personal purposes. The only exception is use of department logo and affiliation as outlined in coaches contracts. Additionally, department employees, coaches, team managers, interns, studentassistants and volunteers shall not perform work of a personal or academic nature for student-athletes utilizing department equipment and resources, nor in conflict with other policies regarding academic-related assistance to studentathletes. Violations of this policy are subject to the disciplinary action outlined by the employee handbook and university policy. Violations which result in noncompliance with NCAA rules may be subject to additional sanctions by the NCAA.

8 USE OF DEPARTMENT VANS CALIFORNIA STATE UNIVERSITY, FRESNO Policy Number: The department has three (3) 12-passenger vans available for official Fresno State Athletics use only. No special license is required when driving a van of 12 people or less, but the driver must complete the Defensive Driving Course (see below) offered by the Risk Safety Department before driving a department van. Passing the class certifies the driver for four years, after which time the driver must take a refresher class to be re-certified. Under no circumstances will more than 12 people, including the driver, be allowed in university and department vans. Please do not use vans for hauling heavy cargo. These vans are for in town use only. Reservations for a van need to be made with the Facilities Manager. It is the responsibility of the driver to survey the van for any damage prior to taking responsibility for the van. It is also the responsibility of the driver to park and secure the van in Lot S (Lexus Lot) and return the keys to the appropriate person the same day if travel takes place during business hours or the next morning if after business hours. Please report any irregularities in handling or damage to the van in writing at that time. It is the responsibility of the Facilities Manager to maintain a record of maintenance to these vans and schedule necessary service as needed. Defensive Driving Course The Environmental Health & Safety/Risk Management office has issued a request that all employees driving on State business (including anyone who drives a Fresno State vehicle, including golf carts, and those who are part of the courtesy car program) to do the following: 1. Take the defensive driving class To request the defensive driving on-line course, please send an to Jeri Willis at jeriw@csufresno.edu or Ron Harris at roharris@csufresno.edu from the Environmental Health & Safety/Risk Management office with the following information: NAME STATUS (Faculty/Staff/Student Assistant)

9 DEPARTMENT MAIL STOP DATE OF BIRTH CAMPUS PHONE NUMBER An will be sent back with a PASSWORD/ID and instructions on procedures to enter the website to complete the on-line defensive driving course. 2. Submit a copy of their driving record from DMV to make sure they meet all the requirements to drive on State business This can be done by completing the attached paperwork and submitting it to Jeri Willis at M/S LS 140 as soon as possible as the turnaround time to get information from the DMV takes several weeks. To expedite this process, employees have the option of going to the DMV, paying a small fee ($5.00) to pull your DMV record and submit it to Jeri with the other forms. 3. Sign paperwork to be in the DMV pull notice program This can be done by completing the attached paperwork and submitting it to Jeri Willis at M/S LS 140 as soon as possible Once the online program is completed employees should, send an to koliver@csufresno.edu so the approval process can be tracked. Below are the Criteria for Driving on University (State) business issued by the Environmental Health & Safety/Risk Management office. CRITERIA FOR DRIVING ON UNIVERSITY (STATE) BUSINESS Driver must be a University Employee (Faculty, Staff, or Student Assistant) in a state funded pay status. All others are not authorized to drive University Vehicles. Driver must possess a valid California Drivers License. Driver must complete a CSU approved defensive driving course and have a good driving record: No more than 2 DMV points within last four years. No failures to appear. No unpaid fines. No DUI's within last four years. University Vehicles shall only be used in the conduct of University or State business. This means only when driven in the performance of, or necessary to, or in the course of, the duties of University employment. University vehicle is

10 defined as a self propelled vehicle, that is owned, leased, or rented by the University, or any state agency. A defensive driving card must be issued before you can drive on state or university business. You are now required to renew your defensive driving card every four years to be certified to drive for the university. Note: The driver must have completed the Defensive Driving Course, have a blue card from the Department of Risk Management and Sustainability, and must remain in good standing under the University s driving policy.

11 CALIFORNIA STATE UNIVERSITY, FRESNO ATHLETIC CORPORATION Policy Number: Visitor Parking If invited to campus, an office or department may provide a "coupon code" for daily parking at no charge. The request must be submitted in an to the Events/Facilities Manager at least one week prior to the visitor arriving. Please provide: The individuals/event name Location of event Date of event Start time End time and Expected number of guests Within a few days of the event, the Events/Facilities Manager will return the with the coupon code that can be forwarded to the individuals visiting campus. They will need to enter the coupon code into a parking permit dispenser located on campus to receive their complimentary parking permit. What is a "Coupon Code?" A "coupon code" is an eight (8) digit number that will allow invited visitors to receive a daily parking permit at no charge from one of the 16 parking permit dispensers located throughout the campus. What is/where are the parking permit dispensers? Parking dispensers allow people to buy one-day parking permits for $3.00, or allow visitors with a "coupon code" to obtain a one-day parking permit at no cost Parking dispensers are located in various parking lots around the campus The permit is valid in yellow or green parking lots for that day

12 CALIFORNIA STATE UNIVERSITY, FRESNO DISASTER AND EMERGENCY PREPAREDNESS PLAN Policy Number: The person responsible for the Athletics Department s Emergency Plan is: Nate Wills NG 113, In the event of an Emergency you should proceed to the nearest exit in an orderly manner. The assembly area for our department is the Gray Lot adjacent to the Softball Field. In case of FIRE, the following procedures should be followed: 1) Leave the building quickly. Do not try to fight the fire yourself. If someone is trapped, use a fire extinguisher or hose to provide an escape path ONLY if you know how to use such equipment and can do so safely. 2) Call 911 from a campus phone in an adjacent building (if you call from a cell phone, the call WILL NOT be answered by Campus Police). 3) Report to your designated assembly area and await instructions from your supervisor or emergency personnel. IN CASE OF A BOMB THREAT, etc. 1) Leave the building quickly and proceed to the designated assembly area. 2) Follow directions of your supervisor or emergency personnel IN THE EVENT OF A MEDICIAL EMERGENCY 1) Call 911 on a CAMPUS phone 2) Render assistance to the victim if you know how; otherwise, callout for assistance from others who might be in the area. FIRST AID AND/OR CPR TRAINED personnel in the department are: