Linfield University Athletics

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HOURS OF OPERATION

General Policy

1. The Complex and other HHPA facilities are to receive optimal use within available time and resources.
2. The approved programs for academic instruction, intercollegiate athletics, intramural sports, and recreational use by students, faculty, staff, and conferences are to be given every opportunity to develop unhindered by non-College use.
3. Approved special event usage of benefit to the College will be permitted.
4. This policy will be reviewed at least annually to make such adjustments as may be dictated by experience and additional information.
5. Use of the HHPA facility will be done so in accordance with the NCAA compliance rules and regulations for all prospective student-athletes, student-athletes, Coaches, and institutional employees.

Priority Usage
Usage of the Complex and Facilities are listed in order of priority which are dependent on reservations and/or events scheduled by the Director of Facilities and coordinated with the Director of Auxiliary Services, and the Director of Athletics.

1. Special campus wide events.
2. Day Use (8:00 a.m. to 3:00 p.m.) - classes, open recreation.
3. Afternoon Use/Night Use (3:00 p.m. to 9:00 p.m.) - intercollegiate athletic competition, classes, intercollegiate practice, intramural, club sports, open recreation.
4. Closed hour usage- Complex and Facility usage during closed hours must be approved by Athletic Director, and/or Facility Director and usage must be supervised by an administrator or hhpa staff member.Administrators using the hhpa during closed hours assume full responsibility and liability in any injury or damage incurred.

In all instances priority for usage will be given to Linfield students, faculty and staff.   Members of the Linfield community entitled to use the Complex or facilities will be issued an identification card, which is to be in his/her possession during the time when he/she is using the Complex or facilities or to check out equipment.  Family members of Linfield employees are permitted to use the Complex or facilities at appropriate times but will also be required to carry a Linfield identification card.  Family members may not bring a guest. Guests (one) are permitted use of the facilities only when in the company of an authorized Linfield community member

It may be desirable to authorize use of the Complex and HHPA facilities by community members who contribute or whose employer contributes significantly to Linfield University.  Individuals to whom this privilege has been extended will be required to carry the appropriate identification card issued by Linfield University.  These cards can be requested from Linfield Public Safety and must be approved by the Athletic Director. In requesting a card, the user agrees to comply with the priorities and rules for usage.  HHPA faculty and staff have an obligation to remove any persons who are not authorized to use the Complex and HHPA facilities.


Supervision and Assignment of Responsibilities

1. Supervision of the Complex and HHPA facilities for instructional purposes is the responsibility of the HHPA Facilities Director.Supervision during athletic contests is the responsibility of the Director of Athletics.

2. The Director of Facilities and the Aquatics Director will have designated     responsibilities for the administration and the supervision of events depending on times of usage and the areas being used. Both Directors will report to the Director of Athletics.
a) Director of Facilities - Coordinate Athletic Events set up/breakdown, security, clean-up, manage and supervise HHPA work-study monitors at the field house, control desk, equipment room, weight room, maintenance, and HHPA facility maintenance projects.
b) Aquatics Director - Supervision of lifeguards and pool maintenance.
 
3.  Complex and HHPA facility administration is the direct responsibility of the Director of Facilities. The Director of Facilities will report to the HHPADepartment Chair on instructional related matters. All athletic related matters will be reported to the Director of Athletics.
 
4.  Departmental concerns related to indoor and outdoor HHPA facilities, with the exception of the pool, are to be directed to the Director of Facilities, including requests for repair, maintenance, and capital improvements.  All pool related concerns would be referred to the Aquatics Director who will work in coordination with the Director of Facilities and the Director of Athletics.

5.  Incident reports should be made whenever there is any damage to the building.  Accident reports should be filled out whenever there is an injury requiring medical attention.  These should go through the Facilities Director.  The HHPA emergency plan protocol and procedures as well as incident and accident forms are located at every work-study location.  The emergency plan will include roles, contacts, and the directions in case of an emergency.
 
Scheduling/Reservations

1. Scheduling and reservations of the Complex and HHPA facilities for special events and/or ASLU approved student activities will be handled according to regular University procedures, i.e., through the “25Live” Reservation system, Director of Conference and Events. The Director of Conference and Events will work with the Director of Facilities and the Director of Student Activities in scheduling types of usage of the Complex and HHPA facilities and in setting dates, set-up and clean-up, and hours for such usage. No reservations are made for recreational use.
2. Within the general schedules as outlined in (1), the HHPA Department through the Director of Facilities will have responsibility for making specific usage assignments for such areas as the playing fields, weight room, field house, and gyms.The HHPA Facility classrooms, conference room, and multipurpose room reservations are organized by Conference and Events and coordinated with the Director of Facilities.
3. Athletic game fields are closed for recreational use except for the football stadium and soccer stadium when not being used by the athletic programs. Reservations and/or usage requests are to be sent to the Director of Facilities and/or to the Director of Athletics. Director of Facilities will manage and coordinate HHPA building and Athletic field venue reservations and usage.
4. Open recreational usage requests are to be sent to the Director of Facilities from the Student-Athletes. Coaches out of season may not negotiate, plan, or organize open recreational usage.

 
***Linfield and McMinnville School District will have a reciprocal deal with Linfield that we will not charge them, and they will not charge us for Facility usage.  If the event calls for set-up and clean up the School District will then pay for the expense.  Proposed usage of the Complex and HHPA facilities by non-Linfield persons or organizations is a policy question.  Questions related to such usage are referred to the Director of Conference and Events who will obtain the appropriate policy clearance and Linfield University’s NCAA Athletic Compliance Officer on the NCAA guidelines and policies on approved practices on usage and facility charges.  In deciding on such usage, the University will be guided by its commitment to compete with local government programs or business and not liability issues.
 
Administration

Key Control - Key requests are done by completing key a request form (see appendix A). The key request form must be completed and turned into the Director of Facilities. The Director of Facilities, Athletic Director, HHP Department Chair and the Head Athletic Trainer has keys needed to access any area or lock controlled by HHPA. Keys issued to faculty and staff by Facility Services to access HHPA facilities and/or Athletic Facilities are not to be loaned out.  Those loaning keys with resulting misuse of campus facilities may be liable for any damage that occurs.  Faculty and Staff are responsible for their keys and for any cost to replace lost keys and to re-core locks. Head coaches for athletics and HHP Chair are responsible to have keys returned to Facility Services upon departure of assistance coaches or staff.
 
Signs, posters, and messages must be posted only on bulletin boards with approval from Director of Facilities. Unauthorized areas (doors, windows, etc) for posting information must be approved and granted permission. Poster putty is required in attaching materials. No tape of any kind is permitted for posting materials. No signs may be posted on doors, walls, or windows without authorization of the Facility Director.
 
Hardwood Floors - To preserve the life and beauty of the hardwood floors, all shoes worn on areas that have wood floors are to be appropriately soled for hardwood floors and shall be clean and free of dirt.  Shoes that leave marks are not permitted.  Spiked or cleated shoes are not to be worn in any HHPA buildings.  Non-adhesive floor tape must be used when marking the wood floors.  No masking, duct tape or scotch tape maybe used. Special events using the upper or lower gym will be required to tarp the floors.

HHPA Access- HHPA access request for the team rooms, treatment center, and/or building are to be sent to the Director of Facilities, the Director of Athletics, and/or the HHP Department Chair with names (first and last) and Linfield ID numbers. Director of Facility, Director of Athletics, and/or the HHP Department Chair will send access requests to Campus Security.
 
Usage during Closed Hours- Linfield staff and administration using the HHPA facilities during closed hours assume all risk and liability while in the HHPA. In addition, he or she will be responsible for any person(s) they allow access into the HHPA or any of its venues. All HHPA facility and athletic venue usage must be approved by the Director of Facilities and/or the Director of Athletics including outside organizations. Regarding NCAA compliance on allowable practices, Student Athletes are not allowed access to the HHPA building or venues that are closed for usage.
 

Facility and Equipment

 
1.  Equipment Check Out -    

• At or before the beginning of class, HHPA faculty will check out neededinstructional equipment from the equipment room monitor.The monitor will assist the instructor either by issuing items to each student or to the instructor for the entire class.If items are to be issued individually, the student must leave her/his Linfield ID card with the supervisor.The card will be returned when the equipment is checked back in.The instructor is responsible for the return of the equipment that he/she has checked out.The equipment room monitor must document all equipment checked out to instructors and students

• Equipment may be checked out for recreational purposes to those with a Linfield ID card (students, faculty, staff, dependents, friends of the University).The equipment room monitor will retain the card until return of the equipment.Guests checking out equipment will be required to leave their sponsor’s ID card with the equipment room monitor until the equipment is returned.

 
2.  Usage/Reservation Schedules-

• Usage/Reservation schedules will be posted at each venue for the gyms, treatment center, weight room, field house and pool.These schedules will reflect instructional, athletic, and recreational use as well as budgetary considerations. HHPA recreational usage hours are posted at the entrances and at the equipment room.

 
3. Locker Check Out -

• The Facility Director or his/her designee will check out and assign lockers.Faculty and staff may check out lockers on a permanent basis with dependents expected to use the locker of the employee where possible.Students registered for a physical activity class may check out a locker for the semester in which they are registered.Open lockers also will be available, on a space available basis, for recreational users with an ID card or a guest pass.These open lockers will be in the general sections of the men’s and women’s locker rooms

• Teams will be assigned to the Team Room Locker rooms by the Facilities Director based on the number of participants and length of season of each sport.The head coach will assign individual lockers within the team room. Coaches assigned electronic card access to team rooms will send an email list of the people to access the team rooms to the Director of Facilities who will then send the approved list of names to Campus Security Staff

 
4.  Weight Room and Fitness Center-

• The weight room and fitness center are for use by members of the Linfield Community, their dependents, guests accompanied by their Linfield hosts, and friends of the University who have been issued an ID card or a guest pass.No children under the age of 13 are permitted to use the weight room.Children ages 13 to 16 are permitted to use the weight room with accompanied adult supervision present

• The weight room and fitness center will have regular open hours for use.Faculty and staff who open the weight room and/or fitness center during closed hours are responsible for supervision of the weight room and/or fitness room, all persons in the weight room and/or fitness room and following the emergency action plan protocol.NOTE:All persons who use weight room and fitness equipment should be instructed in its proper use by weight room supervisors.Rules for use of the weight room and fitness center are be posted and strictly enforced.

 
5.  Gyms -

• Hours for upper and lower gymnasium use will be posted on the upper and lower gym entrances.Operation of the divider curtain in the main gymnasium, wall baskets, public address system, scoreboards, gymnasium lights, spectator stands, and portable baskets are to be operated only by designated HHPA faculty and staff or other authorized personnel trained in their usage.To help preserve hardwood floors, gym doors (upper and lower gyms) that exit outdoors are to be used only as emergency exits.
• Food and drink will only be permitted during athletic contests and special events when the concession stand is in operation.
• Video platforms are off limits except for official use by authorized personnel.
• Upper and lower storage rooms will be available for storage of physical education and athletic equipment with space assigned by the Facilities Director.All students accessing these areas are to be accompanied by an HHPA faculty or staff member.

 
6. Golf Simulator Venue – This venue is reserved for the Linfield University golf coaching staff and the golf team student-athletes.

7. Swimming Pool - The Director of Aquatics will be directly responsible for scheduling and the administration of the pool in coordination with the Director of Facilities and Director of Athletics.  Pool hours will be posted at the equipment room with usage priority to be as outlined above under Priority Usage. 

      Guidelines for those using the pool are as follows:

• The pool is open to Linfield students, faculty and staff, dependents, guests (one) accompanied by their Linfield host and friends of the College who have been issued an ID card or a guest pass.
• There is to be no unsupervised pool use without permission. All pool use is to be coordinated with approval by the Aquatics Director.
• Certified Lifeguards will be present during open facility hours. Lifeguards are trained in and have access to the Aquatic Policy and the Emergency Action Plan.
• An adult must accompany children under the age 14.No children under the age of 2 will be allowed in the pool.
• The entrance and exit to/from the pool will be through the locker rooms.Showers are required before use.The attire will be swimsuits only (no shorts, cut-offs, T-shirts, etc.)Street clothes and/or shoes are not allowed on the pool deck.
• Behavior, which includes running, pushing, or excessive horseplay, is not permitted.There can be no diving in the shallow end of the pool and the starting blocks are off limits for recreational use.
• Eating, drinking, tobacco, chewing gum and glass containers will not be permitted.Foul or abusive language will not be permitted..

No video may be taken without permission of the Aquatic Director or the Athletic Director and must follow the published guidelines found on the athletics webpage.

8. Exercise Science and Anatomy Laboratories - Faculty members wishing to use either the exercise science or anatomy laboratory and/or equipment should coordinate their use with the lab coordinator and others who may be using the facility or equipment. Faculty member(s) should ensure that she/he is knowledgeable in the proper care and use of any equipment used and that the equipment used should be returned in good working order to its place of storage. The equipment should be maintained properly, and any damage or malfunction should be repaired and/or reported immediately to the Lab Coordinator or Professor caring for the equipment.

9. Classrooms, Multi Purpose Room, and Conference Room – Classrooms, multi purpose room, and conference room in the HHPA are scheduled through Conference and Events and/or 25 Live and coordinated with the Director of Facilities. Staff, students, coaches, and/or supervisors using the classrooms or conference room are asked to help in maintaining and securing the rooms by turning off audio or visual equipment used, arranging the desks and chairs, securing the windows, closing the blinds, picking up trash, and turning the lights off when done using the classrooms, conference room and/or multi purpose. 

10. Treatment Center - The Head Certified Athletic Trainer is responsible for staffing and management of the Treatment Center. Students referred by the Student Health Center and intercollegiate athletes will have access to services provided by the athletic training staff in the Treatment Center. Immediate first aid and emergency care will be provided for all facility users. Treatment Center hours are posted on the door.

11. Field house - The Field house is for use by members of the Linfield Community, their dependents, guests (one) accompanied by their Linfield hosts, and friends of the university who have been issued an ID card or a guest pass.  All users must sign in with the Field house monitor.  The Field house will have posted hours for use.  Classes, Intercollegiate sports practices, and competition will have priority over recreational use.  A Field house monitor will be responsible for the help and instruction of equipment set-up.  The Field house monitor will have the final decision on recreational sports based on safety and space available.

Other

• Guide dogs/Service dogs, and animals on a leash are permitted in the HHPA Complex or in the Athletic Facility Venues. No pets or animals allowed on Athletic playing fields
• Bikes, scooters, skateboards, roller blades, and/or roller skates are not permitted in the HHPA Facility or on the track

• Football, Soccer/Lacrosse, and Track Venue Usage- NO food, sugared drinks, gum, or seeds on football field, soccer/lacrosse field and/or the track. NO recreational use when programs are in season, Monday- Friday from 3:00 to 6:00pm, Saturdays, Sundays, and/or during special events

• Fire Pit Usage- Requests are sent to Director of Facilities and to Conference and Events.Users must follow guidelines and instructions given by Conference and Events.
• Linfield University ASLU Intramurals department will coordinate HHPA and Athletic Venue usage requests with the Director of Facilities.