Athletic Policies and Procedures Manual

VIRGINIA MILITARY INSTITUTE
ATHLETIC STAFF
POLICIES & PROCEDURES
MANUAL
Updated January 2006

Section 1 .....................................................................................................................................5
Department Of Intercollegiate Athletics ..................................................................................5
Athletic Department Mission Statement...........................................................................5
Athletic Department Philosophy.......................................................................................5
Athletic Director’s Statement On Intercollegiate Athletics .............................................5
The Role Of Intercollegiate Athletics At VMI..................................................................6
Section 2 .....................................................................................................................................7
Personnel ................................................................................................................................7
Appointment Status...........................................................................................................7
Athletic Related Income ....................................................................................................7
Evaluation..........................................................................................................................8
Part-Time Positions...........................................................................................................8
Resignation ........................................................................................................................8
Termination From Employment.......................................................................................8
Hours Of Operation, Vacation, Holidays, Etc..................................................................9
Equal Employment Opportunities And Diversity............................................................9
Section 3 ...................................................................................................................................10
Compliance Policies & Procedures........................................................................................10
Oversight..........................................................................................................................10
Operating Principles .......................................................................................................10
Cadet-Athlete Admissions...............................................................................................10
Certification Of Eligibility ..............................................................................................11
Continuing Eligibility......................................................................................................11
Term-By-Term GPA Certification .................................................................................11
Summer Credit Hours.....................................................................................................11
Transfers..........................................................................................................................11
General Certification.......................................................................................................12
Cadet-Athlete General Competition Eligibility..............................................................12
Section 4 ...................................................................................................................................14
Recruiting .............................................................................................................................14
Statement Of Recruiting Philosophy ..............................................................................14
Description Of Method Used To Develop Policies..........................................................14
Description Of The Educational Component Of Recruiting Visits ...............................14
Statement Of The Responsibilities Of Hosts...................................................................14
Pre-Communication With Prospects And Parents.........................................................15
Forms And Receipt Policies Used For Prospects And Student Hosts............................15
Participation Of Head Coaches In Communicating Standards.....................................15
Official Visit Recruiting And Entertainment Activities.................................................15
Curfew .............................................................................................................................16
Applicable Sanctions And Reporting Of Violations.......................................................16
Additional Information Regarding Official Visits .........................................................16
Unofficial Visits ...............................................................................................................17
Scholarship Grant-In-Aid Awards .................................................................................17
Transfer Releases ............................................................................................................18
Transfer Release Procedure For Athletic Appeals.........................................................18
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Recruiting Off-Campus...................................................................................................18
Exit Interviews.................................................................................................................19
Section 5 ...................................................................................................................................20
Cadet-Athlete Awards ...........................................................................................................20
Big South Conference Awards ........................................................................................20
Conference Championships ............................................................................................20
VMI Monogram Awards.................................................................................................20
General Criteria For Monogram Award........................................................................21
Specific Criteria For Monogram Award ........................................................................21
Other Eligible Award Recipients ....................................................................................23
Nominating Instructions .................................................................................................23
Other Awards ..................................................................................................................23
Section 6 ...................................................................................................................................24
Budget...................................................................................................................................24
Annual Budget.................................................................................................................24
All Programs Must Operate Within The Approved Budget..........................................24
Gifts And Departmental Deposits...................................................................................25
Section 7 ...................................................................................................................................26
Team Travel..........................................................................................................................26
General.............................................................................................................................26
Travel Advances ..............................................................................................................26
Lodging And Team Expenses..........................................................................................26
Meal Allotments...............................................................................................................26
Entertainment Expenses..................................................................................................27
Required Receipts............................................................................................................27
Expense Form ..................................................................................................................27
VMI Driver Qualification And Vehicle Use Policy ........................................................28
Policy For Reserving Lease Vehicles Through B&G .....................................................35
Section 8 ...................................................................................................................................37
Scheduling Policies And Procedures......................................................................................37
General.............................................................................................................................37
Responsibility And Approval..........................................................................................37
Factors To Be Considered In Scheduling Practices & Contests ....................................37
Home Contest Change.....................................................................................................38
Declaration Of Playing Season........................................................................................38
Sports Scheduling Procedure..........................................................................................39
Section 9 ...................................................................................................................................40
Sports Medicine Policies And Procedures..............................................................................40
Eligibility..........................................................................................................................40
Medical Treatment ..........................................................................................................40
Referrals ..........................................................................................................................41
Specific Medical Concerns ..............................................................................................41
Medical Payments............................................................................................................42
Section 10 .................................................................................................................................43
Summer Camps.....................................................................................................................43
General.............................................................................................................................43
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Institutional Sports Camps And Clinics .........................................................................43
Section 11 .................................................................................................................................44
Strength And Conditioning....................................................................................................44
General.............................................................................................................................44
Rules And Regulations ....................................................................................................44
Schedule 1 ................................................................................................................................45
Director Of Intercollegiate Athletics......................................................................................45
Assistant Athletic Director For Administration......................................................................46
Assistant Athletic Director For Operations ............................................................................47
Assistant Athletic Director For Sports Medicine....................................................................48
Senior Woman Administrator................................................................................................49
Compliance Director .............................................................................................................50
Athletic Academic Advisor ...................................................................................................51
Head Coach...........................................................................................................................52
Assistant Coach.....................................................................................................................53
Strength And Conditioning Coordinator, ...............................................................................54
Assistant Coordinator, And Coaches .....................................................................................54
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SECTION 1
DEPARTMENT OF INTERCOLLEGIATE ATHLETICS
ATHLETIC DEPARTMENT MISSION STATEMENT
The mission of the Virginia Military Institute's Athletic Department is to maintain an

intercollegiate athletic program of the highest possible quality, keeping with the excellence of its
academic and military programs, and dedicated to providing fair and equitable treatment of both
men and women.
ATHLETIC DEPARTMENT PHILOSOPHY
The VMI Athletic Department is committed first and foremost to the health and well being of all
its cadet-athletes. The academic progress of each cadet-athlete is the focal point of the coaches
and administrators, with the ultimate goal that all cadet-athletes earn their VMI undergraduate
degree.
Personal growth of all cadet-athletes is also a priority of the department and the Institute. The
VMI Athletic Department strives to develop character, integrity, and leadership skills in its
cadet-athletes with an emphasis on integration into the VMI Corps of Cadets. Great value is
placed on developing good sportsmanship that will aid in producing citizen-soldiers.
VMI strives to give every cadet-athlete the opportunity to play for a championship during their
collegiate athletic career. The Institute provides excellent coaching, resources, facilities and
conference affiliation in order to provide all cadet-athletes the opportunity each year to compete
for a conference championship and the chance for participation in a NCAA national
championship event.
ATHLETIC DIRECTOR’S STATEMENT ON INTERCOLLEGIATE ATHLETICS
The traditions of Virginia Military Institute have produced a history of athletic excellence for
over 100 years. It is important that we do not lose sight of the elements that have distinguished
VMI athletics and made a difference in the lives of countless men and women.
By nature, we are a competitive people who want to win and competing for championships is
very important to the mission of VMI. But, we never want to compromise the integrity of the
Institute or the principles of sportsmanship in order to win. The development of character and
strong ethical values and habits in the VMI cadet-athlete is the most important aspect of the
athletic experience. The college athletic experience at VMI is also based on a sound concept of
cadet-athlete with the academic performance of all athletes the top priority.
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THE ROLE OF INTERCOLLEGIATE ATHLETICS AT VMI
VMI’s intercollegiate athletic program is an integral part of the Institute’s military and education
program. A well-rounded and properly managed athletic program is an enriching aspect of a
cadet’s life on Post and enhances their preparation for life after college.
The athletic program will not detract from the Institute’s primary mission. The Intercollegiate
athletic program will complement the academic and military program and will be in harmony
with the Institute’s mission.
All cadets who participate in the intercollegiate athletic program at VMI will comply with all
policies which apply to all students in admission, curriculum, degree requirements, class
attendance, personal conduct, and other matters.
The athletic contests, practices, and related activities will be conducted in compliance with the
principles of fair play and amateur athletic competition as defined by the NCAA. All rules of the
Institute, the Big South Conference, additional conferences, and the NCAA will be strictly
observed and enforced.
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SECTION 2
PERSONNEL
APPOINTMENT STATUS
The Board of Visitors has delegated to the Superintendent the authority to appoint individuals to
Administrative and Professional positions. The Superintendent has delegated authority for
certain Administrative and Professional Faculty appointments to the Cabinet Officers, the Chief
of Staff, the Dean of Faculty, the Deputy Superintendent for Finance and Administration, the
Commandant, and the Director of Athletics. Appointments and re-appointments shall at all times
be contingent upon availability of appropriated positions and funds and the internal allocation of
positions and funds.
The Institute classifies all employees by a particular appointment status. The most common for
athletic personnel is an administrative professional appointment. These are full-time positions for
coaches and staff with full state benefits with a fixed term. An Administrative and Professional
Faculty member’s contract of employment may be renewed, not renewed, or terminated during
its term in accordance with the provisions of the VMI Professional and Faculty Handbook. To
the extent that the terms of the letter or employment agreement conflict with the handbook, the
letter or employment agreement shall control.
The Director of Athletics may renew coach or staff appointments. The Director of Athletics will
provide written notification of renewal. Non-renewal means that the coach or staff member’s
appointment shall end with the expiration of the term of the employment agreement.
ATHLETIC RELATED INCOME
Contractual agreements, including letters of appointment, between a full-time or part-time

athletics department staff member (excluding secretarial or clerical personnel) and VMI shall
include the stipulation that the staff member is required to provide a written detailed account
annually to the Superintendent for all athletically related income and benefits from sources
outside VMI.
In addition, the approval of all athletically related income and benefits shall be consistent with
VMI’s policy related to outside income and benefits applicable to all full-time or part-time
employees.
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Sources of such income shall include, but are not limited to, the following:
Income from annuities

Sports camps
Housing benefits
Country club memberships
Complimentary ticket sales
Television and radio programs
Endorsement or consultation contracts with athletics shoe, apparel, or equipment
manufacturers
EVALUATION
The VMI Athletic Department conducts regular evaluations of performance to clarify

responsibilities and expectations, provide regular feedback and motivation and encourage the
achievement of departmental and Institute goals.
PART-TIME POSITIONS
The Athletic Department uses several part-time appointments to compensate for professional
services needed. The term of appointment will be 12 months or less. The appointment may be
renewed. These positions do not receive state benefits.
RESIGNATION
A coach or staff member who intends to resign should give notice at least thirty calendar days in
advance of the date of resignation. Notice should be in writing to the immediate supervisor.
TERMINATION FROM EMPLOYMENT
Termination means the immediate dismissal of any administrative or professional appointment

during the term of such individual’s current contract of employment. Administrative and
professional staff may be dismissed for any of the following reasons:
Neglect, inability, or failure to perform assigned duties and responsibilities at a satisfactory
level as documented in the performance review and evaluation process;
Violation of applicable Federal, State, or local laws, and/or Institute policies and NCAA
procedures and regulations;
Violation of applicable administrative and professional ethics;
Conviction of a felony or a misdemeanor involving moral turpitude;
Dismissal upon other grounds, such as, “cause,” for example, lack of collegiality.
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HOURS OF OPERATION, VACATION, HOLIDAYS, ETC.
The VMI Athletic Department office hours are 8:00AM to 5:00PM, Monday through Friday,
with one hour allowed for lunch. The Athletic Department holiday schedule will follow the
Institute and state calendar for all holidays and closings. Vacation leave will be determined by
contract for all non-classified coaches and staff with all classified employees following the state
guidelines for vacation time. Office attire for all coaches and staff should be dress pants, collared
shirt, or shirt w/tie for men and skirts, slacks and blouse for women. Workout and coaching gear
should not be worn during operating hours in athletic offices.
EQUAL EMPLOYMENT OPPORTUNITIES AND DIVERSITY
The VMI Athletic Department is committed to offering equal employment opportunities to all
qualified persons and does not discriminate on the basis of race, color, religion, sex, marital
status, age, national origin, physical or mental disability, veteran’s status, or any other
considerations made unlawful by federal, state, or local law. VMI will make an effort to
interview minority candidates for all senior administrative and coaching vacancies.
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SECTION 3
COMPLIANCE POLICIES & PROCEDURES
OVERSIGHT
The Director of Athletics and Assistant Athletic Director (Administration) are responsible for
administering a compliance program in accordance with NCAA guidelines. This includes
assisting in the initial eligibility process for incoming cadet-athletes, administering the financial
aid program for the athletic department, assisting staff members in rules education, and
administering submission of NCAA, Big South Conference, and other conference documents
related to compliance.
OPERATING PRINCIPLES
An intercollegiate athletics program shall be designed to be a vital part of the Institute’s

education system, and cadet-athletes shall be considered an integral part of the student body.
The Institute shall admit only cadet-athletes who have reasonable expectations of achieving an
academic degree. If the graduation rate of cadet-athletes is significantly lower than that of the
rest of the student body, this disparity will be analyzed, explained, and addressed (through
specific plans for improvement) by appropriate Institute authorities under clearly established and
approved policies.
The responsibility for admission, certification of academic standing and evaluations of academic
performance of cadet-athletes shall be vested in the same agencies that have authority in these
matters for the general student body.
CADET-ATHLETE ADMISSIONS
The admissions process for athletes is identical to the admission process for regular students. The
Assistant Athletic Director (Administration) and coaching staff, on occasion, will receive
transcripts from prospective student athletes, which are delivered immediately to the VMI
Admissions Office. The Assistant Athletic Director (Administration) and coaching staff shall
notify the sender of the NCAA Clearinghouse procedures. The VMI Admissions Office will
evaluate and certify if a prospect is admissible.
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CERTIFICATION OF ELIGIBILITY
The NCAA Initial-Eligibility Clearinghouse bases all incoming athletes’ initial eligibility on the
certification. The Assistant Athletic Director (Administration) and VMI Registrar serves as the
primary contact to the Clearinghouse and provides information in order to have the cadet-
athlete’s eligibility validated.
CONTINUING ELIGIBILITY
NCAA rules and requirements for continuing eligibility are detailed in the VMI Compliance
Manual. Cadet-athletes must be enrolled as a full-time student in a minimum of 12 hours during
each semester to practice and/or compete in intercollegiate competition.
TERM-by-TERM GPA CERTIFICATION
Unlike the 40/60/80% degree program requirements, which are certified every fall, the GPA
requirement is certified after every term. A cadet-athlete's cumulative GPA will be determined
on the basis of his or her academic record in existence by the first date of class of each regular
term of an academic year beginning with that cadet's second or subsequent academic year (i.e.,
third semester) of full-time enrollment.
If the cadet-athlete is ineligible under the provisions of the satisfactory-progress legislation at the
beginning of that term, eligibility may be reinstated at the beginning of any other regular term of
that cadet's specific academic year, based upon the cadet's subsequent fulfillment of the
minimum grade-point average requirement.
SUMMER CREDIT HOURS
Summer credit hours may be used to satisfy the 24 credit-hour requirement when certifying a
cadet-athlete entering his or her 3rd Class year of collegiate enrollment. Summer hours may also
be used to meet the 40/60/80% of degree requirements.
TRANSFERS
Transfer students are able to use only transferable degree credits to satisfy eligibility
requirements.
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GENERAL CERTIFICATION
All VMI athletic staff members must complete a Certification of Compliance form by September
15 of each academic year. This form certifies that each staff member has reported through the
appropriate channels to the Superintendent any knowledge of violations of NCAA legislation
involving the Institute. This report is completed and kept on file in the Director of Athletics’
office.
The NCAA requires all coaching staff members who wish to recruit off-campus to complete an
annual certification. This includes a standardized national test that covers NCAA legislation that
relates to the recruitment of prospective cadet-athletes.
VMI’s compliance policies and procedures have been developed for athletic department staff and
representatives of athletic interests to educate and prevent violations before they occur. In the
event a possible secondary or major violation is discovered, immediately notify the compliance
office or Director of Athletics with the following information:
The date, time, and location of the violation;
A description of the violation, including the affected rule;
The identity of the coaches, prospective and/or enrolled cadet-athletes and other individuals
involved in the violation;
How you became aware of the violation;
Additional information deemed pertinent.
CADET-ATHLETE GENERAL COMPETITION ELIGIBILITY
A cadet-athlete Affirmation of Eligibility and Drug-Testing Consent Form must be completed

and signed by each cadet-athlete during an annual meeting with the VMI Compliance Director at
the beginning of each academic year.
The head coach will complete the Affirmation of Eligibility listing each student on the list and
submitting the list to the compliance office. These forms remain on file in the compliance office
and must be completed before the cadet-athlete’s participation in intercollegiate athletics
competition. Any cadet-athlete added to the list during the academic year must complete these
forms prior to eligibility.
A Squad List must be completed prior to the start of first competition in each sport. A list
including each cadet-athlete that may participate in practice or scheduled events must be
submitted to the compliance office by the head coach. Any cadet-athlete added to the squad list
at any time during the season must also complete the certification of eligibility and drug testing
consent forms before practicing or competing with the team. Any changes to the squad list
should be reported immediately to the compliance office.
A General Eligibility Form for International Cadet-athletes must be completed for each
international student and kept on file in the compliance office.
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An Eligibility List must be completed and sent to the Assistant Commissioner for Compliance
prior to the first date of competition. Information for completing the form is submitted to the
compliance office by the head coach of each sport.
A Participation Worksheet is completed at the conclusion of each sport’s season and sent to the
Assistant Commissioner for Compliance to verify eligibility of each cadet-athlete who competed
during the academic year.
As required by the NCAA, a 20-hour weekly practice report must be filed with the compliance
office and kept on file.
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SECTION 4
RECRUITING
STATEMENT OF RECRUITING PHILOSOPHY
The recruiting of cadet-athletes to the Institute is an honorable process. The coaches and staff are
dedicated to providing prospective cadet-athletes with an experience that focuses on real life at
VMI. Meetings with cadets, faculty, ROTC staff members, and athletic department personnel
during the recruiting visit provide an insight into the unique VMI system and the life of a
military college cadet-athlete. Institute staff members have the responsibility of sharing accurate
information so that prospective cadet-athletes can make informed decisions. Enrolled cadet-
athletes have the responsibility of upholding the high standards of VMI by being positive role
models during the recruiting visits.
DESCRIPTION OF METHOD USED TO DEVELOP POLICIES
In response to legislation recommended by the NCAA Task Force on Recruiting and approved
by the NCAA Board of Directors, the Director of Athletics, the Assistant Athletic Director
(Administration), and VMI coaches worked to develop Official Visit Recruiting Policies. These
policies were reviewed and approved by the VMI Superintendent.
DESCRIPTION OF THE EDUCATIONAL COMPONENT OF RECRUITING VISITS
During official visits, the coaching staff will schedule appointments for prospective cadet-
athletes to meet with a member of the faculty and the Academic Advisor for Athletics. If time
permits, the prospect may also meet the Director of Athletics, the Commandant of Cadets, and
the VMI Superintendent. The purpose of each meeting will be to educate the cadet-athlete on the
academic and leadership requirements of VMI.
STATEMENT OF THE RESPONSIBILITIES OF HOSTS
Each cadet-host will be briefed on the expectations and policies regarding official visits by their
respective coaches. Cadet-hosts will be responsible for upholding the Official Visit Policies,
representing VMI and the athletic department in a professional manner, and avoiding
improprieties during the official visits.
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PRE-COMMUNICATION WITH PROSPECTS AND PARENTS
Coaching staffs will be responsible for communicating the Official Visit Policy and expectations
with each prospective cadet-athlete and his or her parents or legal guardians prior to an official
visit. If the prospective cadet-athlete and/or his or her parents or legal guardians request a copy
of the Official Visit Policy, it will be forwarded to them immediately.
FORMS AND RECEIPT POLICIES USED FOR PROSPECTS AND STUDENT HOSTS
Coaching staffs must complete the Official Visit Form, provide the Institute with a copy of a
current high school transcript and test scores and then receive written approval from the
compliance office prior to a prospective cadet-athlete making an official visit. If host money is
provided to a cadet-host, then the cadet-host will sign the Official Visit Form indicating he has
received entertainment money and that he understands how the entertainment money can be
spent during the official visit.
Once the official visit is completed, each coaching staff will submit the Official Visit Form back
to the compliance office with detailed reports of entertainment, travel, housing, and food
expenses. The coaching staff will include copies of all receipts along with the VMI expense
voucher form that is to be reviewed by the compliance office.
PARTICIPATION OF HEAD COACHES IN COMMUNICATING STANDARDS
The head coach is responsible for his program, including recruiting and activities associated with
official visits. It is the responsibility of each head coach to communicate the Official Visit Policy
with his staff, each cadet-host and each prospective cadet-athlete and his parents or legal
guardians, making sure all involved understand the policy.
OFFICIAL VISIT RECRUITING AND ENTERTAINMENT ACTIVITIES
All official visit recruiting and entertainment activities shall be in full compliance with the VMI
Official Visit Policy and all laws and ordinances in the City of Lexington and Rockbridge
County. The use of alcoholic beverages, underage drinking, illegal substances, and/or sexual
misconduct is "strictly prohibited.” In addition, gambling and gaming activities and the use of
"adult establishments" (such as clubs and bars) are strictly banned from official visit recruiting
and entertainment activities. Examples of accepted on- and off-Post entertainment include the
VMI Post Exchange, VMI dances and concerts, VMI athletic events, approved VMI functions,
the Lexington movie theater and restaurants within a 30-mile radius of the VMI Post.
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CURFEW
Curfew for cadet-hosts and prospective cadet-athletes during an official visit is VMI Taps. VMI
Taps signifies lights out in the barracks and occurs prior to midnight on Sunday through
Thursday, midnight on Friday, and 1 hour past midnight on Saturday night.
APPLICABLE SANCTIONS AND REPORTING OF VIOLATIONS
If a member of the coaching staff, cadet-host, and/or prospective cadet-athlete violates the
Official Visit Policy, the VMI Athletic Director and the compliance office will perform an
investigation and determine the corrective action necessary. The athletic department shall report
any secondary violations of official visit recruiting policies to the Big South Conference office.
ADDITIONAL INFORMATION REGARDING OFFICIAL VISITS
The Compliance Office and/or Admissions Office must be presented with a copy of the
prospects’ high school (or college) transcript and test scores prior to each prospective cadet-
athletes official visit.
Coaching staff members and cadet-hosts will be expected to adhere to all recruiting rules and
regulations as outlined in NCAA Bylaw 13.7 for official visits.
Cadet-hosts must be current cadet-athletes or cadets who conduct visits or tours as part of the
admissions process.
Coaching staff members must use commercial air travel at coach-class fares if airline
transportation is necessary for transporting a prospective cadet-athlete to Post. The use of private
or chartered airplanes when transporting prospective cadet-athletes is prohibited.
Coaching staff members must use standard vehicles to transport prospective cadet-athletes and
those accompanying them around Post on official visits.
Prospective cadet-athletes and their parents or legal guardians must be housed in standard
lodging and offered standard meals similar to those offered on Post.
Coaching staff members cannot use personalized recruiting aides (such as jerseys or scoreboard
presentations) or game-day simulations during official visits. Prospective cadet-athletes can visit
the locker room before or after a game and stand on the sidelines during pre-game activities
under this guideline.
The allowable expenses for a prospect on an Official Visit are: meals consumed on Post,
reimbursement for mileage to and from VMI, airfare to the closest airport and lodging while on
the visit.
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UNOFFICIAL VISITS
Prior approval for an Unofficial Visit is necessary only when the prospect will be receiving
complimentary admission to a sporting event. This request must be submitted to the compliance
office as well as to the Athletic Ticket Manager. The prospect is limited to one ticket for himself
and two tickets for guests. The tickets must be picked up and signed for at the Will Call window
from the Prospect Pass List at the facility where the event will be held.
SCHOLARSHIP GRANT-IN-AID AWARDS
The Head Coach must work with the compliance office to insure the prospective cadet-athlete is
registered and determined to be a final qualifier with the NCAA Clearinghouse before the Grant-
in-Aid can be awarded.
Any cadet-athlete receiving athletic scholarship aid may receive aid that consists of tuition and
fees, room and board, and required course-related books but must be informed that the renewal
of such aid is not automatic. Cadet-athletes receiving athletic aid shall not be awarded aid in
excess of one academic year but may be informed by a staff member that the athletic department
will recommend to the financial aid authority that the athletic scholarship aid be renewed each
year for a period of four years.
Per NCAA Bylaw 15.3.4.1 athletic scholarship aid may be reduced or cancelled during the
period of award if the recipient (a) renders himself ineligible for intercollegiate competition; (b)
fraudulently misrepresents any information on an application, letter of intent or financial aid
agreement; (c) engages in serious misconduct warranting substantial disciplinary penalty or (d)
voluntarily withdraws from a sport at anytime for personal reasons.
Per NCAA Bylaw 15.3.4.3 athletic scholarship aid may not be increased, decreased or cancelled
during the period of its award (a) on the basis of a cadet-athletes athletics ability, performance or
contribution to a team’s success; (b) because of an injury that prevents the recipient from
participating in athletics or (c) for any other athletics reason.
The Institute’s Financial Aid Office must notify a cadet-athlete receiving athletic scholarship aid
in writing no later than July 1 prior to the following academic year in which it is to be effective if
the aid has been renewed, reduced, or cancelled. In the event the aid has been reduced, cancelled
or not renewed the Institute must notify the cadet-athlete in writing that he or she has a right to a
hearing and may appeal the decision. If such a hearing is requested, the VMI Financial Aid
Office will conduct the appeal.
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TRANSFER RELEASES
If a cadet-athlete wishes to transfer to another 4-year collegiate institution, the VMI Director of
Athletics must grant permission and issue a transfer release form prior to the cadet-athlete
making contact with another collegiate institution. If the Athletic Director does not grant a
release, the cadet-athlete has the right to a hearing under NCAA Bylaw 13.1.1.3.1.
TRANSFER RELEASE PROCEDURE for ATHLETIC APPEALS
If a cadet-athlete wishes to appeal the decision of the Athletic Director in the area involving
transferring to another collegiate institution, the appeals procedure is as follows:
A written appeal must be submitted by the cadet-athlete to the Faculty Athletic Representative
(FAR) within 15 business days of receiving written notification from the Athletic Director on the
transfer issue.
Each year the Chief of Staff will select a standing committee of five faculty and staff members
who are not on the Athletic Council or members of the athletic department. From the five, the
Chief of Staff will select three to hear an appeal within three business days of the FAR’s receipt
of the appeal. The FAR will conduct the meetings, but does not have a vote in the decision.
The Athletic Appeals committee will receive an educational briefing by the compliance office
prior to conducting a hearing.
The committee will convene and hold a hearing within ten business days. It will permit the
Athletic Director and the cadet-athlete to appear in person before the committee. The committee
will consider any written submissions that the Athletic Director and the cadet-athlete might offer.
In addition, the committee may call any person it believes has information or knowledge that
could assist with its consideration of the appeal.
After the hearing, the committee will reach a decision by a majority vote. The committee’s
decision shall be communicated in writing to the cadet-athlete within ten business days of the
hearing.
Decisions resulting from these hearings may be appealed to the Superintendent, whose
decision is final.
RECRUITING OFF-CAMPUS
All employees must have authorization for travel representing the Institute. Your travel request
requires approval by a departmental authority, i.e., Director of Athletics, Associate AD for
Administration and the VMI Business Office. Travel authorization forms can be accessed from
the VMI Business Office WEB page or obtained from an Administrative Assistant in the Athletic
Department.
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EXIT INTERVIEWS
Per NCAA requirements the VMI Athletic Department administrative personnel, excluding
coaching staff members, shall conduct annual exit interviews for each intercollegiate sport with a
sample of cadet-athletes whose eligibility has expired. Exit interviews will include questions
regarding the value of the cadet-athletes’ athletics experiences, time demands encountered by the
cadet-athletes, proposed changes in the athletic department and concerns related to the
administration of the cadet-athletes’ sports. The VMI Athletic Department reserves the right to
conduct exit interviews with cadet-athletes that have eligibility remaining in their respective
sport as well if so desired.
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SECTION 5
CADET-ATHLETE AWARDS
BIG SOUTH CONFERENCE AWARDS
Each year the Big South Conference honors all male and female athletes who accumulate a grade
point average of 3.0 or better (on a 4.0 scale) during the academic year. These students are
awarded certificates as members of “The Big South Conference Presidential Honor Roll.” These
awards are presented to cadet-athletes from institutions who are full members of the Conference.
The Big South Conference presents the George A. Christenberry Award for Academic
Excellence each year to a male and female cadet-athlete who attains the highest grade point
average during their college career and graduates from a member institution.
The sports information directors of each member institution select a Big South Conference
Scholar Athlete of the Year for each conference sport. The minimum GPA is 3.0 and each athlete
must have attained sophomore status (academically and athletically) to be eligible. Each school
can nominate one (1) athlete per sport. Each nominee must have participated in 50% of the
team’s contests, except in baseball and softball where nominees should be starters or important
reserves. Dates for nominations and announcements are distributed each year the sports
information director.
CONFERENCE CHAMPIONSHIPS
Members of the team who qualify for the participation as listed above and who are members of a
conference championship team are eligible for an award from Virginia Military Institute. Upon
winning a conference championship or tournament, the Director of Athletics will coordinate the
purchase of awards with the winning team’s head coach.
VMI MONOGRAM AWARDS
VMI Monogram Awards are sponsored by the Athletic Department to recognize each individual
cadet-athlete in their respective sport for their contributions to the program as an active,
competing team member.
20
GENERAL CRITERIA FOR MONOGRAM AWARD
Be member of the student body at the time the award is made unless he has graduated.
Meet the participation requirements outlined in the criteria for athletic awards.
Be recommended for the award by the coach of the sport in which he participates and be
approved by the Director of Athletics.
Nominations must be submitted to the Athletic Council for final approval prior to receipt of the
award.
After a cadet-athlete meets the general requirements and specific requirements for his sport, and
eligibility requirements listed below, he may be eligible for one of the following awards:
First Year Award

Athletic Certificate, small Monogram for duty jacket, and an Athletic Sweater which includes
a large VMI Monogram which is sewn to the sweater
Second Year Award

Athletic Certificate
Third Year Award

Athletic Certificate
Fourth Year Award

Athletic Certificate and an Award Clock The athlete must be a graduating senior from VMI.
SPECIFIC CRITERIA FOR MONOGRAM AWARD
Baseball
Infielder/outfielder: Must have participated in at least one-half of the total number of innings
played during the regularly scheduled games for that season.
Pitcher: Must have participated in at least one-tenth of the total number of innings played during
the regularly scheduled games for that season.
Designated hitter/relief pitcher: Do not have to meet specified requirements. However, they must
be recommended by the head coach on basis of the various circumstances involved with the need
for these specialists. The player must have participated in at least one-tenth of the total number
of innings played during the regularly scheduled games for that season.
Basketball
Each player must have participated in at least one-half of the total number of halves played
during the regularly scheduled games for that season.
21
Cross Country
Each runner must place among the top five representing VMI in at least one regularly scheduled
meet. The athlete must be a member of the team the entire season, the only exception being in
case of injury.
Football
Each player must have participated in at least one-half of the total number of halves played
during the regularly scheduled games for that season.
Kicking specialists/holders: Do not have to meet specified requirements. However, they must be
recommended by the head coach on a basis of the various circumstances involved with the need
for these specialists.
Rifle
Each team member must have participated in at least eight qualifying rife matches.
Lacrosse
Each player must have participated in one half of the total number of halves played during the
regularly scheduled games for that season.
Soccer
Each player must have participated in one half of the total number of halves played during the
regularly scheduled games for that season.
Swimming
Each swimmer must qualify for the conference championship meet in order to receive a VMI
monogram.
Track & Field (indoor & outdoor)

A track athlete must win at least one point in the conference championship meet or win a total of
twelve points in regularly scheduled meets.
Wrestling
A wrestler must compete in 60% of all competitions in order to receive a VMI monogram.
22
OTHER ELIGIBLE AWARD RECIPIENTS
Managers
Must be recommended for the award by the head coach of that particular sport.
Award given is same as listed above.
Cadet Trainers
Must be recommended for the award by the Director of Sports Medicine. Award given is same as
listed above.
NOMINATING INSTRUCTIONS
Each coach submits a list of award recipients to the athletic director’s office immediately
following completion of the sport’s season.
OTHER AWARDS
The following awards are presented to graduating seniors. Nominations are from each head
coach to the Director of Athletics. Ballots are prepared for the April VMI Athletic Council, who
in-turn vote on the recipient. The award is presented in May at the Cadet Award Convocation.
The Intercollegiate Athletic Awards (2 identical Virginia Cups)

One to the outstanding athlete among football, basketball, baseball, and track teams
One to the outstanding athlete among all other teams
The Frank Summers Team Leadership Award (Plaque)

To a first classman chosen as the outstanding team leader
The Almond Award (Tray)

To the graduating cadet who has, throughout his career, demonstrated outstanding contributions
to intercollegiate athletics while distinguishing himself through academic achievement and
soldierly bearing and aptitude
The Henry Johnson Award (Jefferson cup & $250 cash award)
To the outstanding team manager
23
SECTION 6
BUDGET
ANNUAL BUDGET
The departmental budget is a composite of approximately 50 individual budgets which are made
up of local funds and restricted funds (discretionary accounts). These include each individual
sport and each service or administrative area (sports information, administration, sports
medicine, etc). The individual coach or area administrator is responsible for these individual
budgets.
Each spring the Director of Athletics will issue to each coach or administrator a request for
budget proposals for the upcoming year. The budget requests are considered by the Director of
Athletics and Senior Administrative Staff with the goal of trying to meet the needs of the coach
and the support areas. These totals are allocated to appropriate line items in order to fund the
programs total operation. Consultations may be scheduled with the Director of Athletics or
Associate AD for each sport if additional planning is needed.
After the individual budget is formulated, the Director of Athletics meets with the Assistant
Director of Business and Finance to match these athletic department requests with the projected
revenues. A preliminary athletic budget is presented to the Deputy Superintendent for Finance
and Administration for approval. After approval by the VMI business office, the final version is
presented to the VMI Board of Visitors for approval at the annual May board meeting.
The approved budget is submitted to the VMI accounting department for entry into the Colleague
business accounting system. All coaches and administrators receive copies of monthly reports on
the status of their particular budget.
ALL PROGRAMS MUST OPERATE WITHIN THE APPROVED BUDGET
You will be given a copy of your budget and monthly statements as the VMI Business office
furnishes them. There are certain budget items over which you have little or no control; but in
those areas that you do control, you may find it beneficial to set up an accounting system of your
own in order to track your budget over the course of the year. The VMI business office can be
contacted to confirm budget totals whenever this information is needed.
When budgets are exhausted, purchase orders are not to be processed, advances for travel and
recruiting will stop, and expenses incurred without authorization are to become the responsibility
of the person who incurs the expense.
24
GIFTS AND DEPARTMENTAL DEPOSITS
All deposits must be made through the VMI Athletic Business Office. Any monies received by
coaches or staff should be deposited with the VMI Business Office immediately upon receipt of
funds. All cash or checks received as a gift, or for equipment, etc should be processed by the
Athletic Department Administrative Assistant and deposited into the proper account. All ticket
office funds are directly deposited with the bank.
25
SECTION 7
TEAM TRAVEL
GENERAL
The Director of Athletics will determine the individuals who will travel and provide expenses for
regular season contests. This authority is delegated to the head coaches in each sport with the
following direction: cadet-athletes, head coaches, assistant coaches, managers, sports medicine
staff, athletic department staff personnel, Institute staff and academic staff have blanket authority
to travel. The Director of Athletics and Senior Administrative Staff may approve other
individuals. In special circumstances, spouses and family members may be allowed to travel at
the discretion of the Director of Athletics.
TRAVEL ADVANCES
Cash advances for team travel and on-Post recruiting should be requested on the Travel
Authorization form and submitted to the Associate Athletic Director for Administration for
approval. This should be done at least three weeks prior to the trip or recruiting visit.
Upon completion of the team trip or recruiting visit, your expense report should be submitted to
the Associate AD for Administration for settlement. All advance settlements must be completed
within 30 days of the trip for processing. Delays beyond 30 days will result in future advance
checks requests being terminated.
LODGING AND TEAM EXPENSES
All coaches are encouraged to have lodging expenses directly billed to each sport or to use the
American Express card. This reduces the cash advance needed and the chance of burglary, loss
of funds, etc. All personal expenses, personal phone calls, individual charges are to be paid prior
to check-out; if not, these must be reimbursed to the athletic department.
MEAL ALLOTMENTS
All athletes receiving cash for a meal allotment must sign a meal sheet indicating they received
the designated amount of money. The meal sheet should be attached to the expenses report.
Signatures are also required for any managers, trainers, or coaches receiving meal allotments.
The recommended maximum daily meal allotment is $25.00 based on $6.00 for breakfast; $6.00
for lunch and $13.00 for dinner. A daily meal allotment which exceeds $25.00 requires approval
from the Director of Athletics or Associate Athletic Director.
26
ENTERTAINMENT EXPENSES
The Athletic Department will not pay for personal expenses incurred while traveling unless it is
directly related to the business conducted for the Athletic Department. Examples of non-
reimbursable expenses would be in-room hotel movies, personal phone calls, clothing items, etc.
Team entertainment is allowable. All personal allotments must be signed for on meal allotment
sheets and submitted with expense reimbursement reports.
Payment for spouse travel and related expenses is not permitted from Athletic Department funds.
REQUIRED RECEIPTS
Receipts must be turned in for all expenditures for team travel. Specific items would be:
Hotel expenses
Airline tickets
Gasoline receipts
Team meal receipts
Cash payment expenses, taxi, luggage handler, etc
Laundry
Entry Fees
EXPENSE FORM
The Expense Reimbursement form used for all team travel and recruiting can be accessed
through the VMI WEB page under Business Administration.
27
VIRGINIA MILTARY INSTITUTE
Lexington, Virginia
GENERAL ORDER)
NUMBER 3) 20 July 2005
VMI Driver Qualification and Vehicle Use Policy
1. PURPOSE: This document establishes the policies and procedures for faculty, staff, and
cadets to apply for the privilege of operating VMI owned, leased (from the Commonwealth of
Virginia), and rented (from a commercial source) vehicles (hereafter called VMI vehicles). It
also provides guidelines for driver training and testing and guidance on the use of VMI vehicles.
2. BACKGROUND: Vehicle operation and transportation are critical parts of everyone’s life.
Failure to follow standard operation procedures by a driver can result in disruption of lives, and
possible monetary loss. Each vehicle in the VMI vehicle pool has unique driving characteristics.
All take some “getting used to” when driving them for the first time. Some types of vehicles
typically used at VMI (particularly large vans), can be a radical change from what the driver is
ordinarily accustomed to driving. Use of VMI vehicles must follow laws developed by
regulatory agencies, guidelines suggested by insurance carriers and policies issued by VMI.
These policies are designed to facilitate the safe operation of VMI vehicles.
3. AUTHORITY: The Director of Auxiliary Services, in his roles as the VMI Risk Manager
and Transportation Officer, has the authority to determine who shall be placed on the VMI list of
persons authorized to operate a VMI vehicle.
4. DRIVER TRAINING AND AUTHORIZATION TO OPERATE POLICY: All operators

of VMI vehicles must have a valid state driver’s license.
A. To be placed on the list of authorized VMI drivers, an individual (faculty, staff and
cadets) must apply to be a VMI Driver (see Attachment A). For cadets, the application must be
signed by the sponsoring VMI agency. The application requires the individual to list past traffic
violations and attach a photocopy of his/her driver’s license. VMI Post Police will review the
application and forward the application the Office of Auxiliary Services for review and
disposition.
B. Anyone wishing to drive a state van (12 passenger or larger) must take and pass a
Driver Road Qualification course. The test will be conducted by the VMI Post Police
Department at scheduled times throughout the year. The Office of Auxiliary Services will
maintain and publish the approved drivers list. The approved list will be broken down to indicate
those drivers approved to drive automobiles / mini-vans (less than 12 passengers) and those road
tested and approved to drive vans of 12 passengers or larger.
28
GENERAL ORDER NUMBER 3, 20 July 2005, Page Two
C. To remain on the list, the driver must complete a new application annually indicating
changes to his or her driving record. The driver’s road-testing program does not have to be
repeated annually. Individuals with driving record changes may be required to take a “Coaching
the Driver I “classroom training course and the road test as refresher training on a case by case
basis.
D. Rats will not be authorized to drive state vehicles until the end of the rat line.
5. VEHICLE OPERATION POLICIES:
A. Only drivers on the authorized drivers list will be allowed to drive VMI vehicles. VMI
faculty and staff will ensure that they only approve requests to use VMI vehicles from authorized
cadet drivers.
B. At the time a VMI vehicle is checked out from the Motor Pool or a commercial vendor
by an authorized driver, the Pre-Trip Vehicle Inspection Checklist (PT Form 32, see Attachment
B) will be completed. The driver will document any deficiencies on the form. The attendant
signing out the vehicle will familiarize the driver with the location of the controls and switches.
The attendant will also demonstrate how to adjust the seat and mirrors and observe the driver
making the necessary adjustments. The driver will complete the Form. The attendant (or the
driver in the case of rented vehicles) will then sign the form and leave it with the attendant in the
Motor Pool.
C. Legal Responsibilities: Drivers of state-owned vehicles are responsible for the

following:
(1). Operate the vehicle in compliance with applicable Motor Vehicle Laws and in a
manner that will not bring discredit upon the Institute.
(2). Use the vehicle only for the time requested or, notify the dispatcher of any
changes.
(3). Operate the vehicle in a safe manner and secure the vehicle until it is returned to
the Motor Pool. Damage to the vehicle from negligence or abuse is the responsibility
of the operator and costs for the repairs will be assigned to the operator. Cleanliness of
the interior and exterior of the vehicle is the responsibility of the operator.
(4). Limit passengers to those authorized to be transported in Motor Pool vehicles. In

general, authorized passengers are those affiliated with the Institute or are involved
with the purpose for which the vehicle has been requested (official business of the
Institute – vehicles may not be used for personal business or to transport “civilians”).
(5). Do not pick up hitchhikers nor permit anyone but authorized drivers to operate the
vehicles.
29
GENERAL ORDER NUMBER 3, 20 July 2005, Page Three
(6). Report any difficulties or vehicle defects to the Motor Pool on the trip ticket.
(7). Return the vehicle to the Motor Pool as soon as possible upon completion of the
trip.
D. Accident Procedures and Reports:
In the event of an accident with a state vehicle, regardless of the extent of the damages,
the Virginia State Police if in the State of Virginia must be called to investigate the
accident. If out-of-state, call the nearest Virginia State Police Office for instructions (in
addition to local authorities having jurisdiction). If involved in an accident and able to
do so, accomplish the following:
(1). Call emergency aid in the event of an injury.
(2). Render all possible aid to those injured.
(3). Do not move vehicle unless it is in a hazardous position or to release an injured

person.
(4). Have assistants direct traffic to prevent other accidents.
(5). Obtain the license number, name, and operator’s license number of any other
drivers involved in the accident; the names and addresses of any eyewitnesses.
(6). Do not give any statement other than name and license number, or data required
for the police report.
(7). Render all possible assistance to police investigators. Leave the scene of the
accident only after State Police permission has been given.
(8). Ascertain from the State Police the location of your vehicle if it is towed away.
Determine the extent of damage and include this information in your report of the
accident to the VMI Post Police.
(9). Report immediately to the VMI Post Police upon your return to VMI for
assistance in completing proper Division of Motor Vehicle forms.
E. Injuries to Cadets:
In the event that cadets are involved in the accident and have been evacuated to a
hospital, the person in charge will proceed to the hospital and ascertain the extent of
their injuries. Call the VMI Guard Room collect (540/ 464-7294). Inform the cadet
who answers that this is an emergency and to inform the Officer-In-Charge or the
30
GENERAL ORDER NUMBER 3, 20 July 2005, Page Four
Commandant’s Office immediately. Give all available details of the accident—names

of persons involved, extent of known injuries, name and location of the hospital and
telephone numbers where you can be reached. Remain at the hospital until it has been
determined that all possible assistance has been rendered to the injured cadets, the
hospital staff, and the police authorities. Inform the guardroom when you leave the
hospital.
F. Procedures for Reserving and Picking Up Vehicles:
Reservations for the assignment of motor vehicles shall be made directly to the
Department of Buildings and Grounds and as far in advance as possible (at least 48
hours) to permit efficient management of the vehicles. The official request for vehicle
use shall be part of the Authorization for Institute Travel. Vehicles, keys, and courtesy
cards are obtained from the motor pool during normal working hours. Vehicles needed
for early morning departure will be dispatched or keys given to the operator prior to
1600 hours (4:00 p.m.) on the preceding workday. Trip tickets will be given to the
operator.
G. Procedures for Returning a Vehicle:
Operators must return the vehicle, keys, courtesy cards, trip ticket, and gas slips to the
motor pool immediately upon returning to Lexington. If the vehicle is returned after
normal working hours, it should be parked and secured at the motor pool. The above-
mentioned items shall be deposited in the night box located outside the motor pool
door. The vehicle should be returned clean inside and out with the gas tank topped off.
H. Vehicle Maintenance:
The operator is provided with a courtesy card to purchase gasoline, oil, tires, and parts
at Virginia Department of Highways Shops as well as commercial credit card. A
highway shop directory will be found in the glove compartment of each vehicle.
Gasoline, oil, tires, and batteries may be purchased from commercial stations with the
commercial credit card, if the vehicle cannot be serviced at VMI or at the Department
of Highway Shops and if an emergency exists.
When purchasing gasoline, the oil, radiator, battery, and tires should be checked at the
same time.
If serious mechanical problems exist with the vehicle, contact the VMI Motor Pool for
instructions (540/464-7357).
31
GENERAL ORDER NUMBER 3, 20 July 2005, Page Five
I. Traffic and Parking Violations:
The operator of a motor pool vehicle is personally responsible for all traffic and
parking violations while the car is assigned to him. The Institute will not assume the
responsibility or make reimbursements for violations, fines, or penalties.
J. Cadet Use of Vehicles:
(1). Cadets may not operate a motor pool vehicle without a faculty or staff
representative present unless specifically authorized by permit and a properly
approved travel voucher is on hand. Permits must have endorsement of the department
responsible for the group. Cadets driving vehicles outside the local Lexington area must
be accompanied by a faculty or staff member. If traveling in a number of vehicles, they
must travel in a convoy with at least one faculty or staff member in the last vehicle.
Exceptions to this policy must be submitted to Director, Auxiliary Services for
recommendation and will be approved by the Deputy Superintendent (Finance,
Administration, & Support).
(2). The duties of faculty or staff representatives accompanying cadet groups are;
a. Complete and furnish all documentation for approval to utilize Motor Pool
or rental vehicles.
b. Ascertain that all cadet drivers and alternates are on the approved drivers
list, and that eligible drivers possess a valid operator’s license.
c. Accompany cadets en route to and from destination when appropriate.
d. Ensure that when traveling in more than one vehicle, cadets driving other
vehicles will travel in convoy fashion. If one vehicle stops, all vehicles stop
as soon as conditions are safe to do so.
e. Determine that the vehicle load will not exceed the load prescribed by law.
f. Designate points outside of town or city as re-assembly areas in the event
that vehicles are separated by traffic.
g. Drivers must stop and rest when reaching the end of an eight hour duty day.
There will be a ten hour rest period between driving duty.
FOR THE SUPERINTENDENT:
Walter L. Chalkley
Colonel, U.S. Army (Retired)
Chief of Staff
DIST: E, Cadets
32
LEXINGTON, VIRGINIA
AUTHORIZATION FORM FOR FACULTY / STAFF AND CADETS TO OPERATE STATE

(VA) VEHICLES
PLEASE FILL IN THE FOLLOWING INFORMATION:
Name________________________________ _________________________
(Please print clearly) Date
Date of Birth _____________________________________________________
Drivers License Number ________________________ State_____________
Sponsor/Dept. (Cadet Life, Commandant, Protocol, P.E., etc.,) ___________________
I request qualification / approval to drive vans with 12 or more passenger capacity.

Yes_____ No_____
Are you presently scheduled to go to court for violations of the traffic code?
Yes_____ No_____
Have you ever been convicted of a traffic offense? Yes_____ No_____ If yes, please give
details for each conviction below. Include time, date, location, and type of violation.
______________________________________________________________________________
______________________________________________________________________________
The above information is current and correct. If information changes – another form must
be submitted before driving again.
Signature______________________
Please mail or fax this form to the VMI Post Police. Fax #: 540-464-7756_
Post Test
Driving Test (van authorization) Pass Fail
For Official Use Only
___ Approve Approval Period________________________________ Disapprove
A photocopy of the individual state driver’s license must be attached to this form.
33
Pre-Trip Vehicle Inspection Checklist
This form must be completed by the responsible driver prior to each trip and submitted to
Dispatch Office Buildings and Grounds Department.
Team/Department: _______________________________________________________
Date: _________________________________________________________________
Driver: ________________________________________________________________
Vehicle License Number: _________________________________________________
Item: Pass Fail Item: Pass Fail
Headlights Mirrors
Turn signals Heater/Defroster
Taillights Seat Belts
Stoplights Spare Tire/Jack
Horn Wipers/washers
Brakes Steering Play
Tires
Comments:__________________________________________________________
___________________________________________________________________
Signed:___________________________________ Date:______________
PT Form 32
34
Lexington, Virginia
GENERAL ORDER)
NUMBER 18) 12 August 2005
Policy for Reserving Lease Vehicles through Buildings and Grounds (B&G)
The following guidelines are established in order to provide the highest quality service to the
VMI community for reserving VMI vehicles for official travel. This policy will go into effect on
15 August 2005 and remain in effect until further notice based on ongoing construction in and
around the B&G facility.
1. Process for Reserving a Lease Vehicle

a. Fill out the standard request form and submit to B&G (540-464-7116). They will
coordinate all aspects of the reservation and ensure your vehicle is reserved. If no
vehicles are available, you will be informed to reserve transportation through
other means.
2. Picking Up Keys and Paperwork
a. All paperwork and keys will be picked up at the B&G Motor Pool Office on the
date requested. The Motor Pool is open from 0730 to 1600 hrs daily (540-464-
7125).
3. Picking Up and Dropping Off Vehicles
a. Because of the limited access to the B&G facility, the pool of lease vehicles will
be located behind the BOQ and Letcher Avenue facilities (Attachment 1). This is
where the vehicle will be picked up prior to and dropped off after every trip.
b. A member of the Motor Pool staff will accompany you to this location and
perform a walk around of the vehicle and note any visible damage on the trip
sheet.
c. When the trip is complete, the vehicle will be returned to the reserved space, end
of trip paperwork filled out [include odometer reading], and keys and paperwork
deposited in the drop box located beside the door to the Post Police Office
(Attachment1). Ensure the vehicle is secured and all garbage cleaned out.
d. The Motor Pool staff will pick up the keys and paperwork, inspect, and clean the
vehicle. If the Motor Pool staff determines that the vehicle was returned in a state
above normal use, you will be charged a service charge based on man-hours and
materials needed to properly clean and restore.
FOR THE SUPERINTENDENT:
Walter L. Chalkley
Colonel, U. S. Army (Retired)
Chief of Staff
Attachment - Location Map for Vehicle Pick Up and Key Drop

DIST: E, Cadets
35
Map of Area
Drop Box Location
Lease Vehicle Parking
Attachment
36
SECTION 8
SCHEDULING POLICIES AND PROCEDURES
GENERAL
In constructing schedules, the primary aim is to arrange schedules for each sport, which will
provide the most equitable competition possible within the framework of respective sports
budgets and consistent with the objectives of each sports program, and applicable VMI, NCAA,
Big South, and other affiliated conferences.
RESPONSIBILITY AND APPROVAL
It is the responsibility of the head coach of each sport to prepare a tentative schedule for the
approval of the Director of Athletics and Associate Athletic Director in charge of your particular
sport. Request for competition outside the geographic footprint of the conference must be
submitted to the Director of Athletics for approval. Included should be rationale for the trip,
number of class days missed, and the funding source. Schedules in football are the responsibility
of the Director of Athletics. Final approval on all schedules rests with the Director of Athletics
and in special circumstances, the VMI Superintendent.
FACTORS TO BE CONSIDERED IN SCHEDULING PRACTICES AND CONTESTS
Practice sessions should not interfere with the classes of any cadet-athlete.
Scheduling will be done to ensure cadet-athletes are able to attend at least 75% of the meetings
for each of their courses.
Balance between the number of home and away contests.
Provide a proper spacing of home and away contests.
Income and expense involved for each contest. All schedules must fit within each sports budget.
Class absences required for each contest, both home as well as away. A list of squad members
should be prepared and submitted to the Commandant and Dean’s office prior to each trip.
Balance between outstanding, average, and weak opponents.
Facility availability.
Avoiding conflicts with other athletic and Institute events.
37
When possible arrange for trips with multiple contests, resulting in saving both time and money.
Limitations on seasons and number of contests as specified by the NCAA.
Dates for conference and NCAA championship tournaments.
Home contests cannot be scheduled before Noon on Saturdays, 1:00PM on Sundays, and
3:00PM on academic class days without permission from Director of Athletics.
Off-season contests shall not interfere with the classes of any cadet-athlete.
Coaches should plan all trips to away contests to allow cadet-athletes to attend as many classes
as possible before departing. The athletic regulations regarding All-Duty and Limited Duty
should be adhered to.
No athletic contests may be scheduled during exams or the day prior to exams without approval
of the Director of Athletics and Dean of the Faculty.
HOME CONTEST CHANGE
Should it become necessary to change the date or time of a previously scheduled home contest, it
is the responsibility of the head coach to notify the following people at least one week prior to
the event:
Associate Athletic Director in charge of your sport

Sports Information
Department Secretaries
Building and Grounds
Equipment Manager
Game Officials or booking agent.
DECLARATION OF PLAYING SEASON
In accordance with NCAA regulations, the head coach of each sport must file a declaration of
playing season form with the Director of Athletics and Associate Athletic Director for
Compliance at the beginning of the fall semester. If the playing or practice dates during either the
traditional or non-traditional segment changes, the coach should submit a revised update at the
time of the change.
38
SPORTS SCHEDULING PROCEDURE
A tentative schedule should be prepared by each coach and submitted to the Director of Athletics
for approval.
The Director of Athletics must approve all trips outside the conference’s geographic “footprint.”
Any commitment to return a home contest to a visitor’s campus or offering a guarantee must be
approved by the Associate Athletic Director.
Coach confirms all dates with opponent coaches based on approval.
Each coach submits final schedule to Associate Athletic Director for issuance of contracts with a
list of guarantees, times, or special terms.
Upon return of all signed contracts, the final schedule is submitted to the Conference Office and
VMI Sports Information Office for publication.
39
SECTION 9
SPORTS MEDICINE POLICIES AND PROCEDURES
ELIGIBILITY
All candidates (scholarship and walk-ons) must pass a pre-participation physical examination
given by Virginia Military Institute. Walk-ons must show proof of medical insurance prior to the
scheduling of the physical. Annually the Director of Sports Medicine will submit to the Director
of Athletics a deadline for each sport when physicals must be complete. After this date, no
physicals will be conducted for walk-ons except in situations approved by the Director of Sports
Medicine.
No equipment will be issued nor will the candidates be allowed to participate until the physical
exam is complete and on file in the training room.
This physical exam will be in effect for the duration of the academic year.
The cadet-athlete should report any changes in physical health to a member of the athletic
training staff as soon as possible.
A history of the medical problems, previous injuries, and family medical history must be
provided during the physical exam. This information will be kept in the individual player’s
medical file.
The candidate must report any special conditions to the athletic training staff or team physician
at the time of the physical exam.
Candidates who present special medical problems may be required to be examined by a specialist
prior to being granted full participation status and passing the physical exam.
MEDICAL TREATMENT
All cadet-athletes must report injuries or illnesses to the athletic trainer as soon as possible.
The athletic trainer will evaluate all athletic injuries and provide treatment or refer the cadet-
athlete as deemed necessary. The cadet-athlete is encouraged to see medical attention at Virginia
Military Institute before going outside the Institute.
The athletic trainers will evaluate and treat non-athletic problems for the athlete. Should the
athletic trainer feel it necessary to refer the cadet-athlete to a physician they will do so. This in
no way meant to lead the cadet-athlete to believe that the Institute is assuming responsibility for
said medical costs. In the case of non-athletic injuries, the cadet-athlete will bear sole
responsibility for all costs incurred for treatment. This is an NCAA rule. The athletic trainers will
40
evaluate and treat non-athletic problems for the athlete. Should the athletic trainer feel it
necessary to refer the cadet-athlete to a physician they will do so. This in no way meant to lead
the cadet-athlete to believe that the Institute is assuming responsibility for said medical costs. In
the case of non-athletic injuries, the cadet-athlete will bear sole responsibility for all costs
incurred for treatment.
Examples of non-athletic injuries or illnesses are colds, flu, mono, allergies, tonsillitis, cavities,
dermatitis, acne, ulcers, and ear infections. Any injuries that are not a direct result of practice or
competition, and accidents not related to team travel. * These are examples only and are not
meant to be limited to the above conditions.*
The NCAA stipulates that a cadet-athlete may not receive any services above and beyond those
not offered to the general student body.
REFERRALS
Medical referral appointments will be made by athletic trainers or team physician only.
The athletic training staff will try to schedule appointments that accommodate the cadet-athlete’s
schedule. Should a conflict arise it is the cadet-athlete’s responsibility to inform the athletic
trainers and cancel the appointment.
Any cadet-athlete who wishes to seek a second opinion may do so at their own expense, unless
prior approval is given by the team physician. The team physician will have the final say as to
participation in matters involving more than one physician.
SPECIFIC MEDICAL CONCERNS
Contact Lenses/Glasses
Eye appointments must be made through the training room. These can be provided in accordance
with NCAA rules 16.4.1(f). Glasses, contact lenses, or protective eyewear (e.g. goggles) for
cadet-athletes who require visual correction in order to participate in intercollegiate athletics.
Dental Injuries
Only injuries that are a direct result of athletic participation will be covered by athletic medicine
excess insurance.
Medication
Sports medicine will only be responsible for those medications at are deemed necessary as a
direct result of an athletic injury. Any medication that is prescribed secondary to a non-athletic
injury or illness will not be covered by sports medicine.
Physician Appointments
All physician appointments must be made through the sports medicine staff.
41
MEDICAL PAYMENTS
Virginia Military Institute carries an “excess” medical insurance policy on all intercollegiate
athletes. Parent’s medical insurance will be utilized first.
The Institute policy will be used under the following provisions:
Payment on the balance left after primary insurance company has made payment
Primary insurance has denied payment and we have proof of that denial.
Parent provides information that states they do not have insurance coverage on their son or
daughter.
NOTE: using parents insurance as primary coverage will have no effect on insurance premiums
for the family. For athletic related injuries the parents will have not “out-of pocket” expenses
providing all policies are followed.
This insurance policy will only be used in the event of an athletic related injury. Should the
cadet-athlete be injured at home or not in practice or competition the total cost of medical
attention will be the cadet-athlete’s responsibility.
VMI will not be responsible for any bills as a result of a pre-existing injury (an injury prior to the
cadet-athlete’s first pre-participation physical exam).
Absolutely no charges can be made by any cadet-athlete, for medical treatment, without the prior
approval of the Director of Sports Medicine.
Sports Medicine will no longer be medically responsible for any cadet-athlete who withdraws
from the Institute, academically dismissed, quits the team, or is no longer eligible for
intercollegiate athletics. The only exception to this situation is when the cadet-athlete or parents
make arrangements with the Director of Sports Medicine prior to the execution of the above
mentioned situations.
Virginia Military Institute strongly urges all cadet-athletes and parents to carry medical insurance
on their son/daughter.
42
SECTION 10
SUMMER CAMPS
GENERAL
All summer camps must operate independent of the Athletic Department and the Institute. A
summer camp contract must be signed with the Institute which will allow use of facilities,
housing, and dining hall.
The Institute’s name cannot be used in any promotional material. The coach can use his/her title
in the name of the camp. The use of the VMI “spider” or “Keydet” carries a licensing fee. The
“Virginia Military Institute” may not be used in any material.
Each camp will have to provide proof of insurance to the Director of Auxiliary Services in order
for a contract to be issued and protect the Institute from liability.
All camps must establish their own mailing addresses and phone service, separate from the
Institute. There should also be separate bank accounts for each camp with no funds passing thru
Institute accounts and no Institute funds used to manage the camp.
All facilities are reserved through the VMI Director of Auxiliary Services with fees set by the
Institute.
Each camp should complete an annual audit of expenses and revenues. Any camp income should
be reported on the “Athletic Related Income” form that is submitted each year.
INSTITUTIONAL SPORTS CAMPS AND CLINICS
The purpose of the Institutional Sports Camp and Clinics policy is to establish a monitoring
system for all athletic department sports camps and clinic activities. According to the NCAA,
“an institution’s 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 athletic
department, either on or off its campus.” As such, the Institute is ultimately responsible for
insuring compliance with all NCAA regulations regarding employment, compensation,
recruiting, and cadet-athletes.
43
SECTION 11
STRENGTH AND CONDITIONING
GENERAL
The strength and conditioning staff currently maintain and supervise the weight training and
conditioning facility located in Cocke Hall. The Athletic Strength staff will handle all
conditioning scheduling based on training and seasonal needs. The phone number for the weight
room is 464-7557.
RULES AND REGULATIONS
Adhere to scheduled workout times.

No keys will be distributed to athletes or coaching personnel.
All athletes are required to be supervised by a strength coach.
No food or drink allowed in weight room
No tobacco products allowed.
Clean and approved VMI workout gear is mandatory.
Athletic shoes are required.
All weights and dumbbells are to be returned to proper racks.
Strength staff will monitor and control stereo system.
The Athletic strength staff will administer and supervise each workout session.
44
SCHEDULE 1
DIRECTOR OF INTERCOLLEGIATE ATHLETICS
The Director of Intercollegiate Athletics, a cabinet-level officer reporting directly to the

Superintendent, is responsible for the planning, development, administration, and evaluation of
VMI’s NCAA athletic programs. The Director of Intercollegiate Athletics manages the activities
of the department in conformity with NCAA policies and those recommended by the Athletic
Committee and approved by the Superintendent.
Directs the review of athletic programs and develops improvements related to quality and
efficiency in the department’s operations.
Reviews departmental staffing and determines the need for additional full-time and part-time
employees. Evaluates and determines the priority for department personnel and nonpersonnel
budget requests.
Oversees the administration of each office, including planning, reviewing, evaluating, and re-
designing functions and activities, programs, reporting systems and other activities as deemed
appropriate.
Meets with members of the Board of Visitors, the Alumni Board, and other groups to discuss
athletic programs and issues.
Enforces compliance with NCAA rules and regulations.
Performs other duties as assigned by the Superintendent.
45
ASSISTANT ATHLETIC DIRECTOR FOR ADMINISTRATION
The Associate Athletic Director (Administration) shall:
Administer team schedules, athletic contracts, and the general day-by-day business operation of
the department.
Ensures that the sport budgets are monitored closely and that all cost centers remain in the black.
Strive for all purchasing procedures to be strictly adhered to and insure a good working
relationship with the business office.
Works closely with DIA to operate the department in a professional manner. Work with other
departments on post to meet their requests, etc.
Responsible for the knowledge and the proper execution of VMI, Conference, and NCAA rules.
Performs other duties as assigned by the Director of Intercollegiate Athletics.
46
ASSISTANT ATHLETIC DIRECTOR FOR OPERATIONS
The Associate Athletic Director (Operations) shall:
Ensures the proper operation of the ticket office to include timely reporting of sales, prompt
handling of orders, etc.
Works closely with DIA to operate the department in a professional manner. Work with other
departments on post to meet their requests, etc.
Serves as Cameron Hall Director. Negotiates with prospective clients on building use, etc.
Coordinates and organizes the support staff for home football, basketball, and other sports
contests. Responsible for game day set-up of the facility and sideline monitoring during the
football season.
Responsible for the knowledge and the proper execution of VMI, Conference, and NCAA rules.
Performs other duties as assigned by the Director of Intercollegiate Athletics.
47
ASSISTANT ATHLETIC DIRECTOR FOR SPORTS MEDICINE
The Director of Sports Medicine shall:
Be familiar with and support VMI’s regulations and the cadet class, honor, and military
systems
Be Knowledgeable of and properly execute NCAA and conference rules and regulations
Duties shall include:
Supervises the total Sports Medicine program at VMI

Supervises programs for the prevention, treatment and rehabilitation of intercollegiate athletic
injuries
Trains and supervises trainers, graduate assistants and cadet trainers
Coordinates with team physicians
Directs and assigns duties to assistant trainers, graduate assistants, and cadet assistants
assigned to the program
Refers cadets to medical specialists and other allied health professionals as needed
Coordinates communication of cadet’s medical status with athletic coaches and other Institute
staff as necessary
Directs VMI training room operations, including maintenance of the facility, usage and
documentation and record keeping
Compiles and administers operating budget within the allocated financial resources
Directs insurance procurement and oversees insurance claims processing by assistant athletic
trainers
Operates within the philosophical guidelines of the Institute with a “spirit of cooperation”
Serve as Site Coordinator for NCAA Drug Testing
Additional duties as assigned by the Director of Athletics or designee.
48
SENIOR WOMAN ADMINISTRATOR
The Senior Woman Administrator (SWA) shall be familiar with and support VMI’s regulations
and the cadet class, honor, and military systems.
The SWA shall:
Assist the Director of Intercollegiate Athletics in the administration of all phases of the
Athletic Department with particular emphasis on the Women’s Sports programs.
Attend and be involved in the Big South Conference Senior Woman Administrator meetings
and the Big South Board of Administrator meetings.
Represent the women’s sport programs in strategic planning and policy decisions as a member
of the senior management team of the athletic department.
49
COMPLIANCE DIRECTOR
The compliance director:
Is well versed in and ensures compliance with VMI, conference, and NCAA rules and
regulations
Works with the Athletic Advisor for Athletes, Registrar, Director of Admissions, Financial Aid
Director, and Faculty Athletic Representative to certify all initial, continuing, and transfer
eligibility for athletes
Acts as liaison with the Big South and other conferences as appropriate, and NCAA offices
concerning all compliance-related matters
Conducts annual Big South and NCAA eligibility meetings with all cadet-athletes
Oversees and maintains records as stipulated by NCAA by-laws including, but not limited to,
playing season logs, recruiting logs, telephone logs, squad lists, summer employment, financial
aid, and participation lists. Oversee and maintain records related to official and unofficial visits
by prospective cadet-athletes
Organizes and administers a regular rules compliance education program for all athletes,
coaches, athletic department staff, and other appropriate staff. Disseminate information on
pending and proposed legislation, as well as newly enacted rules, interpretations and other
compliance-related information as necessary
Updates and distributes annually the cadet-athlete handbook and the athletic department
compliance manual
Coordinates compliance issues and procedures for investigations into possible violations of
NCAA regulations with the VMI Compliance Committee and the DIA
Provides information to all current and prospective cadet-athletes on eligibility, financial aid, and
Big South and NCAA legislation
Administers the NCAA special assistance fund for athletes
Performs other duties as assigned by the Director of Intercollegiate Athletics
50
ATHLETIC ACADEMIC ADVISOR
The athletic academic advisor shall:
At all times have complete knowledge of NCAA and conference rules and regulations
governing intercollegiate athletics and maintain strict compliance
Ensure that all academic and co-curricular requirements pertaining to cadet-athletes are met
Maintain fair discipline while motivating cadet athletes to excellence
Duties to be preformed by the athletic academic advisor include:
Academic planning and major/career exploration

Advising and monitoring of academic progress,
Assisting with the development of decision making skills
Maintaining appropriate records and reports
Assist with recruiting
Working cooperatively with coaches and other offices on Post
51
HEAD COACH
The Head Coach shall be familiar with and support VMI’s regulations and the cadet class, honor,
and military systems.
The Head Coach is responsible for:
All aspects of the program including the administration, supervision, and development of the
program.
Hiring, training, development, and supervision of assistant coaches.
The development of a competitive sports program.
Other duties include:
Recruiting cadet-athletes to be outstanding cadets and outstanding contributors to the sports

program
Knowledge of academic rules for eligibility
Supervision of cadet-athletes’ progress towards a degree
Physical and mental preparation of cadet-athletes
Proper instruction of sound techniques and game strategies
Knowledge and proper execution of safe practice associated with coaching the sport
Knowledge and proper execution of VMI, conference, and the NCAA rules
Motivate cadet-athletes to excel on the field, in the classroom, and in the Corps
Work to improve coaching knowledge and the ability to teach skills related to the sport
Work to understand the VMI system and be and advocate for the school
Have an appreciation for VMI cadets, faculty, and the administrators
Additional duties as assigned by the Director of Athletics or designee
52
ASSISTANT COACH
The Assistant Coach shall be familiar with and support VMI’s regulations and the cadet class,
honor, and military systems.
The Assistant Coach reports to the Head Coach and is prepared to assist in the administration,
supervision, and development of the sports program.
The Assistant Coach executes the duties assigned by the Head Coach, to include, but not limited
to:
Recruiting student athletes to be outstanding cadets and outstanding contributors to the sports
program
Knowledge of academic rules for eligibility
Supervision of cadet- athletes’ progress towards a degree
Physical and mental preparation of cadet-athletes
Proper instruction of sound techniques and game strategies
Knowledge and proper execution of safe practices associated with coaching the sport
Knowledge and proper execution of VMI, conference, and NCAA rules
Motivate cadet-athletes to excel on the field, in the classroom, and in the Corps
Work to improve coaching knowledge and the ability to teach skills related to the sport
Work to understand the VMI system and be and advocate for the school
Have an appreciation for VMI cadets, faculty, and administrators
Additional duties as assigned by the Head Coach
53
STRENGTH AND CONDITIONING COORDINATOR,
ASSISTANT COORDINATOR, AND COACHES
Strength and conditioning personnel shall:
Design and supervise the year-round strength and conditioning program for all intercollegiate
sports teams
Work with the Head Coach or designee to meet the specific needs of each sport
Evaluate the effectiveness of programs and recommends and implements improvements and
changes
Design personal strength and conditioning programs to improve identified deficiencies in
individual team members.
Additional duties as assigned by the Director of Athletics or designee
54

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VIRGINIA MILITARY INSTITUTE

Updated January 2006

DEPARTMENT OF INTERCOLLEGIATE ATHLETICS

ATHLETIC DEPARTMENT MISSION STATEMENT

The mission of the Virginia Military Institute's Athletic Department is to maintain an

ATHLETIC DEPARTMENT PHILOSOPHY

ATHLETIC DIRECTOR’S STATEMENT ON INTERCOLLEGIATE ATHLETICS

ATHLETIC RELATED INCOME

Contractual agreements, including letters of appointment, between a full-time or part-time

Income from annuities

The VMI Athletic Department conducts regular evaluations of performance to clarify

TERMINATION FROM EMPLOYMENT

Termination means the immediate dismissal of any administrative or professional appointment

EQUAL EMPLOYMENT OPPORTUNITIES AND DIVERSITY

COMPLIANCE POLICIES & PROCEDURES

An intercollegiate athletics program shall be designed to be a vital part of the Institute’s

TERM-by-TERM GPA CERTIFICATION

SUMMER CREDIT HOURS

CADET-ATHLETE GENERAL COMPETITION ELIGIBILITY

A cadet-athlete Affirmation of Eligibility and Drug-Testing Consent Form must be completed

STATEMENT OF RECRUITING PHILOSOPHY

DESCRIPTION OF METHOD USED TO DEVELOP POLICIES

DESCRIPTION OF THE EDUCATIONAL COMPONENT OF RECRUITING VISITS

STATEMENT OF THE RESPONSIBILITIES OF HOSTS

PARTICIPATION OF HEAD COACHES IN COMMUNICATING STANDARDS

OFFICIAL VISIT RECRUITING AND ENTERTAINMENT ACTIVITIES

APPLICABLE SANCTIONS AND REPORTING OF VIOLATIONS

ADDITIONAL INFORMATION REGARDING OFFICIAL VISITS

SCHOLARSHIP GRANT-IN-AID AWARDS

TRANSFER RELEASE PROCEDURE for ATHLETIC APPEALS

BIG SOUTH CONFERENCE AWARDS

VMI MONOGRAM AWARDS

First Year Award

Second Year Award

Third Year Award

Fourth Year Award

SPECIFIC CRITERIA FOR MONOGRAM AWARD

Track & Field (indoor & outdoor)

The Intercollegiate Athletic Awards (2 identical Virginia Cups)

The Frank Summers Team Leadership Award (Plaque)

The Almond Award (Tray)

ALL PROGRAMS MUST OPERATE WITHIN THE APPROVED BUDGET

LODGING AND TEAM EXPENSES

VMI Driver Qualification and Vehicle Use Policy

4. DRIVER TRAINING AND AUTHORIZATION TO OPERATE POLICY: All operators

5. VEHICLE OPERATION POLICIES:

C. Legal Responsibilities: Drivers of state-owned vehicles are responsible for the

(4). Limit passengers to those authorized to be transported in Motor Pool vehicles. In

D. Accident Procedures and Reports:

(1). Call emergency aid in the event of an injury.

(2). Render all possible aid to those injured.

(3). Do not move vehicle unless it is in a hazardous position or to release an injured

(4). Have assistants direct traffic to prevent other accidents.

Commandant’s Office immediately. Give all available details of the accident—names

F. Procedures for Reserving and Picking Up Vehicles:

G. Procedures for Returning a Vehicle:

I. Traffic and Parking Violations:

J. Cadet Use of Vehicles:

FOR THE SUPERINTENDENT:

AUTHORIZATION FORM FOR FACULTY / STAFF AND CADETS TO OPERATE STATE

PLEASE FILL IN THE FOLLOWING INFORMATION:

I request qualification / approval to drive vans with 12 or more passenger capacity.

___ Approve Approval Period________________________________ Disapprove

Pre-Trip Vehicle Inspection Checklist

_ Approve Approval Period______________________________ Disapprove