skip navigation
Gallaudet

Logistics

The following is information that will cover the logistics (travel, meetings, adding/dropping players) along with office responsibilities (purchase card, supplies, hiring staff/students, team awards) you oversee for your team. If you have any questions or comments about the following please contact:

Anna Hall
Coordinator of Athletic Operations
202-651-5603
anna.hall@gallaudet.edu

Office Supplies

To order office supplies such as binders, mailing labels, papers, pens etc., please email along with quantities and items numbers your requests to Coordinator of Athletic Operation. Go to www.staples.com to get the item numbers. You cannot use your Gallaudet Purchasing card to purchase office supplies.

If it exceeds $100.00, you must obtain the Athletic Director's approval. If you need to order large items such as printer, furniture, etc., approval from the Athletic Director is required. Work with the Coordinator of Athletics of Operation so that a requisition could be generated.


Recruiting Trip

The Athletic Director must approve all recruiting trips prior to making any travel arrangements.  Use the recruiting form on the S Drive. Coaches must provide ACT or SAT scores for each prospective student; otherwise the Athletic Director will not approve your trip. Once approved, proceed by filling out the travel advance/reimbursement form (see below). Do not use this form for conventions, clinics or seminars.

Travel Approval

Approval for travel must be obtained from the Athletic Director prior to purchasing tickets or requesting a travel expense advance. The Travel Advance/Reimbursement Form should be completed and signed by the Athletic Director and Dean of Student Affairs, prior to travel and upon return. A copy of the signed Travel Advance/Reimbursement Form must be given to the Finance Office prior to the start of the trip. Failure to do so will result in non-reimbursement of travel expenses upon return.

An expense advance may be provided to the traveler based on the estimated cost of non-ticketed expenses. Upon return, coaches and staff must submit an accounting of expenses to the Coordinator of Athletic Operations within five business days. Authorized expenses exceeding the advance will be reimbursed.

Failure to comply with this policy and with the TRAVEL AND ENTERTAINMENT GUIDELINES may be cause for delay or non-reimbursement. Additionally, coaches and staff with outstanding travel advances may be subject to payroll deductions.

Travel Reservations

Gallaudet requires that coaches and staff use the online Deem @ Work reservation system or contact Travel-On (travelon@tvlon.com) to arrange travel requiring the use of scheduled carriers, overnight lodging, and/or car rentals. GSA fares are available only by contacting Travel-On. Travel-On bill the University directly for scheduled air and rail transportation charges. Travel-On charges a fee for its services. A reduced fee is charged for reservations made online through Deem. The traveler’s University credit card or personal credit card cannot be used to purchase air or train tickets.

After Hours & Emergency Assistance: Call 1.800.787.6674. State user code: A1F7F when prompted.

Team Travel

  • Coaches are required to submit their full and completed away travel schedule to the Coordinator of Athletic Operations at least several months in advance so travel arrangement can be made through the charter bus company. It should consist of dates of travel, school names, addresses, departure and return times and bus sizes. If changes are necessary such as cancellation or time changes, please alert the Coordinator of Athletic Operations as soon as possible to avoid cancellation fees
  • Coaches are requested to submit a travel roster (people on the bus) before you leave campus for every away game. Rosters should be turned into the Coordinator of Athletic Operations.
  • Student-athletes look forward to team trips. They are often the highlight of the season. Therefore, they should be planned with the utmost care and attention. Always keep in mind that the safety and welfare of our student-athletes should be our No. 1 priority.
  • Only student-athletes and staff are permitted to travel with the team. Exceptions to the rule must be obtained in writing from the athletics director
  • For any overnight travels, the head coaches must submit/email an itinerary to the charter bus company directly at least 48 hours in advance and "CC" the Coordinator of Athletic Operations on the email
  • An itinerary of the trip should be given to all team participants so that they are aware of all the arrangements and can properly prepare for the trip
  • Coaches will travel with the teams to contests and return with the team(s) to the University
  • Coaches will use their Gallaudet Purchasing Card for all team meals, baggage fees and hotel only. The costs of meals for each student-athlete are $7 for breakfast, $10 for lunch and $13 for dinner
  • The Athletic Director will send out an excuse of absence to each instructor through Starfish prior to the start of the season. Each student-athlete is responsible to sign a contract with their instructor for any class missed. The contract will be signed before athletic competitions begin and will have an agreement of any missed assignments.
  • Student-athletes' and coaches' dress and behavior should reflect positively on the program and University
  • Coaches are responsible in planning overnight accommodations. Telephone numbers of hotels/motels, travel rosters, destination, competition times, etc., should be given to the Coordinator of Athletics Operation several days prior to the trip
  • The coach is responsible for making sure no one is left behind
  • When returning from a contest, no student-athlete will be discharged except at the final destination

Arrival at the Game Site

  • Coaches and other athletic department staff members should make necessary arrangements to arrive at least one hour, or earlier, before home and away contests. This should allow for proper warm-up and pre-contest preparation. For certain sports please have a copy of your roster available for the away scorekeeper and please submit starters in a timely fashion.

Air Travel for Teams

  • Athletic teams can travel by air to approved athletic contests. Money for team air travel must be presented one year in advance for approval by the Athletic Director. Money for air travel for teams must be given to the Coordinator of Athletic Operations for deposit. Your team budget or donation funds will cover transportation from Gallaudet to airport and back.

Hiring Staff (Assistant Coaches, Graduate Assistants)

  • When hiring a new assistant coach or graduate assistant, he or she needs to see the Coordinator of Athletic Operations to fill out several forms; I9, State and Federal tax forms, and a copy of two IDs such as driver’s license and social security card or passport must be submitted. The Coordinator of Athletic Operations will then proceed with the necessary paperwork to hire the person. This will take 10-15 business days to process the paperwork, please plan accordingly. Once hired, he or she needs to stop by Department of Public Safety (DPS) to get a temporary ID and parking pass. There is a minimal parking fee. The new hire would also need to see the Facility/Equipment Coordinator to fill out the key request form to access to the Field House and necessary apparels to represent the Gallaudet Athletics Department. 
  • If a part-time coach or staff is terminated, alert the Coordinator of Athletic Operations so that the appropriate paperwork can be processed to stop future paychecks. Retrieve the key, ID and any related items from the assistant coach or graduate assistant and submit them to the Coordinator of Athletics Operations. 

Game cancellation or schedule changes

The Head Coach is responsible to notify the following personnel in case of cancellation due to inclement weather or other valid reasons: 

For Home Contest Contact:

  1. Call Opponent - Athletic Director or Head Coach
  2. Call Official Assignor
  3. Email or text group:
    • Kris Gould, Facility & Equipment Coordinator
    • Mariko Kobanawa, Head Athletic Trainer
    • Sam Atkinson, Assistant Athletic Director for Communications
    • Anna Hall, Coordinator of Athletic Operations
    • Michael Weinstock, Athletic Director

For Away Contest Contact:

  1. Anna Hall, Coordinator of Athletic Operations or contact Academy Bus directly if Anna is not available. Call Academy Bus dispatcher at 800-442-7272 ext. 2253. Must provide contract number.
  2. Email or text group:
    • Kris Gould, Facility & Equipment Coordinator
    • Mariko Kobanawa, Head Athletic Trainer
    • Sam Atkinson, Assistant Athletic Director for Communications
    • Michael Weinstock, Athletic Director

For Rescheduling Contest Contact:

For Home Contest:

  1. Michael Weinstock, Athletic Director
  2. Once approved, email or text group:
    • Kris Gould, Facility & Equipment Coordinator
    • Mariko Kobanawa, Head Athletic Trainer
    • Sam Atkinson, Assistant Athletic Director for Communications

For Away Contest:

  1. Michael Weinstock, Athletic Director
  2. Anna Hall, Coordinator of Athletic Operations to contact Academy Bus

Once approved, email or text group:

  • Kris Gould, Facility & Equipment Coordinator
  • Mariko Kobanawa, Head Athletic Trainer
  • Sam Atkinson, Assistant Athletic Director for Communications

For Rescheduling NEAC Contest Contact:

For Home Contest:

  1. Coach contact opponent coach to reschedule
  2. Obtain approval from both school Athletic Directors
  3. Michael Weinstock, Athletic Director contact NEAC commissioner for approval

Once approved, email or text group:

  • Coach
  • Kris Gould, Facility & Equipment Coordinator
  • Mariko Kobanawa, Head Athletic Trainer
  • Sam Atkinson, Assistant Athletic Director for Communications

For Away Contest:

  1. Opponent coach contact coach to reschedule
  2. Obtain approval from both school Athletic Directors
  3. Opponent Athletic Director contact NEAC commissioner for approval

Once approved, email or text group:

  • Anna Hall, Coordinator of Athletic Operations to contact Academy Bus
  • Kris Gould, Facility & Equipment Coordinator
  • Mariko Kobanawa, Head Athletic Trainer
  • Sam Atkinson, Assistant Athletic Director for Communications

Game setup

  • Each head coach needs to work with the Facility and Equipment Coordinator and Sports Information Director to make sure your field of play is setup properly prior to each home game/contest and that the proper student workers are in place for your game/contest to run smoothly.

New Additional Bison Tracking Form

  • The student-athlete must fill out this form when he or she wants to join a team after the first practice. The student-athlete must go to each person on the form in the order that is listed. He or she cannot participate in practices until all the necessary signatures are signed off  along with the Athletics Director's signature being the last one obtained. An official email from the Athletic Director will then allow the student-athlete to participate. Failure to do so will delay the student-athlete in joining the team.

Dead Bison Form

  • The head coach must immediately fill out this form within 72 hours when a student-athlete quits, is cut from the team, or is placed on academic probation. Submit the form to the Coordinator of Athletic Operations.

Purchasing Card

  • Only regular status employees are eligible to receive a purchasing card. However, athletic coaches hired on a seasonal basis may be issued a card for team travel expenses.
  • Seasonal coaches will be issued a card at the beginning of the season and must return the card to the Contracts and Purchasing Department on or before the coaches end date.

Restricted Purchases

  • The purchasing card may not be used for personal purchases or for personal identification. All purchases must be University business related. Restricted purchases include the following items:
    • Food and Beverages. Cards may not be used to purchase food and beverages from all sources including catering, restaurants, grocery stores, wholesale clubs etc. Exempted from this policy is pre-authorized athletic coaching staff that need a card to purchase team meals, and the University Booster Club purchasing food for resale at athletic event. 
    • In all other situations requiring coaches or staff to purchase food for an event, the employee may use their personal funds or personal charge card on a reimbursable basis, obtain a Petty Cash Advance, or if traveling, obtain funds using a Travel Advance. All requests for reimbursement of funds must be accompanied by a completed Meeting Expense Form signed by their supervisor.
  • For detailed restricted purchases click here

Submitting Monthly Statements and Receipts

  • At the end of each month, cardholder’s receive a printed statement from JPMorganChase detailing all purchases for the previous month. The statement, with all original, detailed receipts attached, and copies of the receipts and statements must be sent to the Coordinator of Athletics Operations before the 15th of each month.
  • If the statement is not received with all receipts by the 15th of each month, the finance office will send a reminder to the card holder. Failure to send the statement and receipts may result in a temporary suspension of the card. In addition, purchasing card privileges may be revoked if the cardholder consistently fails to retain receipts or fails to submit statements and receipts per Gallaudet Policy.

Staff and Individual Meetings

Bi-weekly or as needed staff meetings will be held for all full-time staff and coaches. Individual meetings with the Athletic Director will occur during the season bi-weekly and monthly during off season. 

Awards

At the end of the sporting season, student-athletes will be honored at a special reception. The banquet will be held the first Tuesday of May in the afternoon.

Varsity awards will be presented to student-athletes who have met the necessary requirements. During a spring staff meeting coaches and staff will discuss and confirm award winners. Attendance is strongly encouraged of all players, coaches, team managers, and athletics staff at the reception.

Team Awards

Teams may honor three student-athletes per season. The criteria for choosing those honored are left to the discretion of the coach, awards include most outstanding player, most improved player and coaches' award. At the end of each season, the coaches are required to submit their awards to the Coordinator of Athletic Operations at least 15 days after the season ends. Award winners will be recognized at their team banquet.  

Coaches' Award

  • Demonstrates leadership, sportsmanship, teams spirit & skill throughout the season
  • Demonstrates positive attitude and inspire everyone to perform better

Most Improved Player

  • Has shown the greatest improvement over the course of the season.

Most Outstanding Player

  • Who has made the most outstanding contribution to the team and demonstrates high level of athletic ability and leadership.

Team Banquet

Coaches must obtain the Athletic Director's approval if you wish to host end of season banquet.  The cost incurred will come from the team's fundraising or donations, not from your team budget.

>>Back to GU Coaches Handbook