Athletics: Operations – Camps and Clinics

Effective May 7^th, 2021, the St. Mary’s Athletic Department established the process for all Institutional, privately owned and operated Sports Camps and Clinics by a St. Mary’s Athletics Department employee. To continue our commitment to all NCAA, conference and University policies, the institutional process for Sports Camp and Clinic is as follows:  

For a St. Mary’s University Employee to host a LLC camp on the St. Mary’s campus the following policies and procedures must be followed:

Please note: ALL of these deliverables are non-negotiable and failure to complete or submit any forms will result in your camp being put on pause or cancelled outright.

University-employed camp directors facilitating camps that are not sponsored by St. Mary’s must utilize vacation or personal time for their respective camps. The appropriate leave request must be submitted and approved by the employee’s supervisor.

Procedures to Host an Institutional, Privately Owned Sports Camp or Clinic at St. Mary’s University

A. Prior to the Camp or Clinic: (the following must be submitted to Athletic Department’s program/camp/camp liaison) 

• Program/Camp/Clinic Declaration Form & Sports Camp/Clinic Employment Form
• Copy of Certificate of insurance (COI)
• A list of all camp staff to complete training and background check as required by the Human Resources department.  
• Facility contract agreement approved by Executive Director of Athletics. 
• The camps or clinics information form that will be posted online for the online registration
• A copy of all advertising material PRIOR to being distributed (approval must be obtained before distribution)
• Facility rental fee must be paid in full no later than 21 days post camp (fee generated based off the amount of day’s camp is running.
• A copy of the St. Mary’s University Programs, Clinics, Camps (Child-Parent) – Assumption of Risk Waiver forms & health forms must be submitted to the compliance, operations & athletic training offices for documentation purposes 

B. Following a camp or clinic: (the following lists must be submitted to the Compliance Office & Assistant Director of Athletics for Facilities and Operations)

• Complete camp attendee list of all PSA which includes the following information for each camp being conducted: Camp attendee full name, email contact information, grade level (i.e. Sophomore-HS, Junior College), amount paid for camp registration, any discounts applied and criteria for receiving discount (i.e. Early Bird). This will allow for the Athletic Department to market and promote future St. Mary’s home games and events.
• Post Camp/clinic staff roster list.

All post-camp/clinic information along with payment must be submitted within 21 days after the final day of camp.

General Camp and Clinic Information

A. Institutional camp or clinic: A sports camp or instructional clinic shall be any camp or clinic that is owned or operated by a member institution or an employee of the member institution’s athletics department, either on or off its campus, and in which prospective student-athletes participate. (13.12.1.1)

B. All camp registrations must be conducted ONLINE. Any walk ups on the mornings of camp must be signed up via an electronic method (onsite laptop or tablet). Paper signups are NO LONGER accepted.

C. Camp Costs to be paid through StMU using software to conduct financial business: 

• 1 Day Camp $200.00 (per day)* 
• 4-5 Day Camp – $8.00 (per kid) with a maximum flat fee of $1,000.00* 
  • *Payment should be submitted to the St. Mary’s University Assistant Athletics Director for Administration and Business Operations. Checks should be made payable to St. Mary’s University, with Athletics denoted in the Memo field.  
• Any individual conducting a private lesson or clinic will be charged 10% of the fee they collected. 

Payment must be submitted within 21 days after the final day of camp.  

NCAA Camps and Clinics Restrictions

A. Attendance Restriction:

• Institutional, privately owned sports camps or clinics must be open to ANY and ALL entrants, and can be limited only by number, age, grade level and or gender. (13.12.1.2)

B. Advertisement:

• Camp brochures may be provided to a prospective student-athlete at any time.
• Institutional, privately owned camps or clinics are permitted to use the name or picture of any student-athlete, employed as a counselor, to publicize or promote the camp, including the use of the athlete’s name or picture in camp brochures or other promotional material.

C. Free or Reduced Admission:

• Institutional, privately owned camps or clinics may not provide or arrange free/reduced camp registration costs to any camp attendee. It is prohibited for the institution, an athletics department staff member or booster to provide or arrange for payment or free/reduced admission for any camp attendee. All discounts must be listed on the camp brochure, in addition to, notated on the camp registration list. Any discount provided for camp registration must be approved by the compliance office.

Employment

Institutional, privately owned Sports Camps and Clinics should keep the following legislation in

mind regarding employment:

A. Protecting Gods Children & Background Check:

• All personnel employed by the Institutional, privately owned camp or clinic must complete the Protecting God’s Children training program along with completing a background check. Both of these can be completed through the St. Mary’s Human Resource department. More information on background checks & protecting God’s children can be found as you read through this document.

B. Prospective Student-Athletes

An institution may employ a prospective student-athlete at institutional sports camps or clinics. A prospective student-athlete who has signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has received his or her financial deposit in response to its offer of admission may only be employed at an institutional sports camp or clinic by the institution with which he or she signed a written commitment. A prospective student-athlete who has not signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has not received his or her financial deposit in response to its offer of admission may be employed at any institutional sports camp or clinic. Employment of a prospective student-athlete at institutional sports camps or clinics shall only occur under the following conditions:

• Compensation provided to the prospective student-athlete is only for work actually performed and at a rate commensurate with the going rate in that locality for similar services;
• The employment does not begin before the completion of the prospective student-athlete’s senior year of high school and the prospective student-athlete has completed all competition for the academic year in his or her sport;
• The prospective student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments;
• A prospective student-athlete who only lectures or demonstrates may not receive compensation for his or her appearance

C. Student-Athletes:

A student-athlete who is employed in any sports camp or clinic must meet the following requirements:

• The student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignment
• Compensation provided to the student-athlete shall be commensurate with the going rate for camp or clinic counselors of similar teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletics reputation or fame the student-athlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletics skills of the student-athlete
• A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic

If the owner of the LLC Camp is going to be absent from the camp, the owner must indicate the days they are planning to be absent, along with delegating an Interim Camp Director for the period of their absence. This delegated Interim Camp Director must sign off on the agreement along with the LLC owner, before the Director of Athletics signs the agreement.

D. Employment:

Institutional, privately owned Sports Camps and Clinics should keep the following legislation in mind regarding employment:  

• Training & Background Check Requirement:  
  • All personnel employed by the Institution or privately owned camp/clinic must complete the required online training program along with completing a background check through the St. Mary’s Human Resources department or via separate vendor as approved by Human Resources/risk management. 
• Prospective Student-Athletes:
  • An institution may employ a prospective student-athlete at institutional sports camps or clinics. A prospective student-athlete who has signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has received his or her financial deposit in response to its offer of admission may only be employed at an institutional sports camp or clinic by the institution with which he or she signed a written commitment. A prospective student-athlete who has not signed a National Letter of Intent or written offer of admission and/or financial aid or the institution has not received his or her financial deposit in response to its offer of admission may be employed at any institutional sports camp or clinic. Employment of a prospective student-athlete at institutional sports camps or clinics shall only occur under the following conditions:  
    • Compensation provided to the prospective student-athlete is only for work actually performed and at a rate commensurate with the going rate in that locality for similar services; 
    • The employment does not begin before the completion of the prospective student-athlete’s senior year of high school and the prospective student-athlete has completed all competition for the academic year in his or her sport; 
    • The prospective student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments;  
    • A prospective student-athlete who only lectures or demonstrates may not receive compensation for his or her appearance.
• Student-Athletes:
  • A student-athlete who is employed in any sports camp or clinic must meet the following requirements: 
    • The student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignment 
    • Compensation provided to the student-athlete shall be commensurate with the going rate for camp or clinic counselors of similar teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletics reputation or fame the student-athlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletics skills of the student-athlete 
    • A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic 

If the owner of LLC Camp is going to be absent from the camp, the owner must indicate the days they are planning to be absent, along with delegating an Interim Camp Director for the period of their absence. This delegated Interim Camp Director must sign off on this document along with the LLC owner, before the Director of Athletics signs this agreement.