ASC Cross Country Administration Guide

Posted OCTOBER 1, 2015
ADMINISTRATION GUIDE
American Southwest Conference
Men's & Women's
Cross Country Championships
Celebrating the 20th Championship Season
ASC Men's & Women's Cross Country

2015-16 ASC CHAMPIONSHIP ADMINISTRATION Cross Country (2)
AMERICAN SOUTHWEST CONFERENCE
MEN'S & WOMEN'S CROSS COUNTRY CHAMPIONSHIPS
CHAMPIONSHIP ADMINISTRATION, 2015-16
OCTOBER 31, 2015
ASC Men's & Women's Cross Country Championships
Tyler, Texas | Hosted by the University of Texas at Tyler | Course on UT Tyler Main Campus
Course Opens for Warm-Up at 7:00 a.m.
Men's 8000m Race at 8:15 a.m.
Women's 6000m Race following men's race (approx. 9:00 a.m.)
MANDATORY MEETINGS – HEAD COACHES
Pre-Championships – Friday, October 30 at 5:00 p.m.
Please plan travel accordingly to be in attendance at the meeting. Meet in the Patriot Center Lobby.
The host site administrator will distribute team entry lists with race bibs and timing items for final
check by each head coach. Missing entries and/or items are to be reported to the host administrator
for correction by the course opening on championship day. The draw for starting boxes will be
conducted along with voting for Sportsmanship Athletes of the Year. Each coach should be prepared
to speak about his/her male and female sportsmanship nominee.
Post-Championships – Saturday, October 31 immediately following women's race
Meet in the lower lobby of the HPC (adjacent to the pool) for review of all results and determination
of individual men's and women's awards.
MANDATORY ACTIVITIES – PARTICIPANTS & COACHES
ASC Awards Ceremony: The awards ceremony will take place at the Patriot Center pool beginning
approximately 25 minutes after conclusion of the women's race (about 10:15 a.m.). Competitors must
wear the proper uniform of the institution (warm-ups included) for the awards presentations.
ENTRIES
Entries will be made through DirectAthletics beginning Monday, Oct. 19 and closing on Monday, Oct. 26.
ASC Championships meet entry.

SPORTSMANSHIP ATHLETE OF THE YEAR NOMINATIONS
The link to the online nomination opens on Monday, Oct. 19 and closes at Noon on Thursday, Oct. 29.
Coaches should be prepared to speak about their nominees (men, women) at the Oct. 30 meeting. Take
note of opponent's sportsmanship throughout the season.
COURSE PREVIEW
The championships courses will be available for preview Friday, Oct. 30 at 3:00 p.m. Course maps will be
in a manila envelope at the front desk of the Herrington Patriot Center. Course maps, meet information
and results will also be posted online at uttylerpatriots.com/asc UT Tyler may limit course availability in
the event of severe weather or unsafe running conditions.
• Teams shall inform UT Tyler / Bob Hepler (E: bhepler@uttyler.edu) of their intent to run the course
for practice. If a team later chooses not to practice, Coach Hepler shall be notified by email no later
than 24 hours prior to the course opening for practice (i.e., by 5:00 p.m. on Thursday, October 30).
ATHLETIC TRAINING
The University of Texas at Tyler athletic training staff will be available for the Friday course preview and
the Saturday championships. The athletic training room is located on the lower level of the Patriot
Center.
• Friday: On-call.
• Saturday: Athletic trainers will be on-site beginning at 7:00 a.m. in the lower level of the Patriot
Center. Athletic trainers will be available after the race at the finish line and on the pool deck.
The UT Tyler staff will communicate directly with the athletic training staffs of competing teams
regarding the Cross Country Championships. Athletic Trainers should direct requests and questions to:
Head Athletic Trainer: Andrew Cage | O: 903-565-5545 | E: scage@uttyler.edu
Primary/Cross Country Contact Alana Ranucci | O: 903-565-5545 | E: Alana.ranucci@tmfhc.org
In accordance with ASC Athletic Training Operating Code,
• If your team is traveling without a certified or licensed athletic trainer, your athletic trainer will
need to contact Alana Ranucci by Wednesday, Oct. 28. Athletic trainers will only have hot packs
available to them up to one hour prior to the contest.
• If your team is traveling with a certified or licensed athletic trainer, all of the UT Tyler therapeutic
modalities will be available for your use. UT Tyler welcomes all athletic trainers accompanying their
teams during their visit to our campus and we are happy to provide full access to our facility for
your use.
SPORTS INFORMATION
UT Tyler sports information staff will utilize an "ASC Championships Central" webpage to post pre-meet
information and course map; results of the championship races, award recipients, photographs and
other information for fans and campus athletics media. Wes Bloomquist, sports information director,
will communicate directly with the participating team SIDs for pre- and post-championships needs.

LODGING / DINING
Hotels:
• Ramada Inn (903) 593-3600
• Wingate Inn (903) 566-0600
• Holiday Inn Express Hotel & Suites Tyler South (903) 566-0600 / 2421 S SE Loop 323, Tyler, TX 1.1
mi W
• Hampton Inn Tyler (903) 596-7752 / 3130 Troup Hwy, Tyler, TX 1.4 mi W
• Staybridge Suites - Tyler University Area (903) 566-1100 / 2759 McDonald Rd, Tyler, TX 0.8 mi W
• Magnuson Hotel & Conference Center Tyler (903) 593-3600 / 3310 Troup Hwy, Tyler, TX 1.3 mi W
Restaurants: Nearly every chain restaurant in the history of the world is located on South Broadway
Blvd. in Tyler.
SOUVENIR CHAMPIONSHIPS SHIRTS
Souvenir ASC Championships shirts may be pre-ordered to guarantee availability. Use the order form
included in this packet. ALL ORDERS ARE DUE BY NOON ON FRIDAY, OCTOBER 16!
TEAM INFORMATION
Please complete the Team Information sheet included in this packet. This will provide the host
institution with your contact information and hotel location, in case of emergency. You are requested to
respond BY NOON ON FRIDAY, OCTOBER 16!
POST-CHAMPIONSHIP ACTIVITIES (Optional)
Showers/Swimming will be available at the Patriot Center. Bring your own towels!
2015 ASC CROSS COUNTRY CHAMPIONSHIPS STAFF
Championships Director: Bob Hepler, UT Tyler Cross Country Head Coach
E / bhepler@uttyler.edu...................................O/ 903-565-5571................................C/903-780-0772
Championships Administrator: Jeff Williford, UT Tyler Athletics Operations
E / jwilliford@uttyler.edu .................................O/903-565-5816 ................................C/ 903-258-1303
ASC Cross Country Coaches:
Chair: James Wallace, LeTourneau.............................E / jameswallace@letu.edu ..............O/ 903-233-3738
Vice Chair: Antuan Washington, Sul Ross State .........E / awashington@sulross.edu ...........O/ 432-837-8782
Conference Office: Amy Carlton, Commissioner........E / acarlton@ascsports.org................O/ 972-234-0033 x104; C / 214-675-8213
UT Tyler Athletics
Dr. Howard Patterson, Director of Athletics ..............E / hpatterson@uttyler.edu ..............O/ 903-566-7350
Andrew Cage, Head Athletic Trainer..........................E / scage@uttyler.edu .......................O/ 903-565-5545
Alana Ranucci, Cross Country Athletic Trainer ..........E / Alana.ranucci@tmfhc.org ............O/ 903-566-7152
Wes Bloomquist, Sports Information Coordinator.....E / jbloomquist@uttyler.edu .............O/ 903-566-7281

DIRECTIONS TO COURSE, PARKING
From the 323 Loop, take University Blvd (Spur 248) to Old Omen Road (gas station on one corner). Turn
left at Old Omen Road. Drive to the main entrance to the UT Tyler campus and turn left.
• Parking for Team Vehicles: Herrington Patriot Center lots, main entrance or lower level
• Parking for Fan Vehicles: Visitor parking will be available in front of the Herrington Patriot Center.

CHAMPIONSHIPS ADMINISTRATION
Sportsmanship/Fair Play: Coaches and athletes will exhibit the highest standards of sportsmanship and
fair play at all times. Unsportsmanlike conduct will not be tolerated. See ASC Bylaw 5: Sportsmanship.
Expenses: Each competing institution will pay for all of its travel expenses and is responsible for securing
its own accommodations. The host institution is responsible for all championship meet expenses
excluding the cost of the electronic timing system which will be shared by all participating institutions
with the cost not to exceed $100 per institution. At the conclusion of the event, the Conference will
invoice each participating institution for its share of the electronic scoring system with payment due no
later than December 1.
Squad Size: Participating teams at the ASC Championships are allowed unlimited entries. Institutions
must have at least five runners to compete as a team. Institutions with one to four runners will compete
as individuals.
Eligibility: The student-athlete must enter and complete a minimum of one (1) collegiate cross country
meet prior to the ASC Championships. Only institutions who declare with the NCAA its sponsorship of
men's and/or women's cross country as a varsity sport are permitted team and/or individuals entry to
the ASC Cross Country Championships.
Box Draw: The draw for starting line boxes will be conducted by the chair of the Cross Country Coaches
and the host site director at the mandatory coaches meeting the day prior to the Championship.
Scoring: The first seven (7) athletes finishing for each scoring institution will be counted as scored
runners. The first five finishers for each scoring team will count in the team standings with the other two
runners placing in the standings. Only the top seven runners from each scoring team are eligible for All-
Conference honors.
Protests (See NCAA Cross Country Rule 4-7 Protests): The protest period does not begin until the results
of the last race have been posted. Protest information and forms will be located in proximity to the
Finish line and with the timing/results operations staff. Forms will be available for a head coach to
provide information about the alleged incident or problem, citing the applicable NCAA Cross Country
rule. The meet referee will review and render a decision in regard to the protest
Appeals (See NCAA Cross Country Rule 4-8 Appeals): All protests shall be submitted within 30 minutes of
completion of the last race. The decision of the meet referee in regard to a filed protest may be
appealed to an appointed three-member jury of appeal who shall not include the coach(es) of involved
institutions. It is suggested the jury of appeal include members of the ASC Cross Country Executive
Committee. The committee’s ruling and explanation will be posted along with the results of the race.
Inclement Weather Policy, ASC Cross Country Championships: For the safety of all general
public/spectators, student-athletes, officials and coaches the following will be used in case of severe
weather (e.g., cold temperatures, heavy rain and/ or snow, unsafe course conditions): (8/1/2013)
1. The meet director and ASC Cross Country Executive Committee will monitor the weather during the
week and morning of the championship.

2. If there are expected delays due to weather at the championships, at packet pickup and/or the coaches
meeting on Friday the coaches will be provided a central information location and/or phone number to
call for delays and/or postponement of the championship meet schedule and events. The host can leave
a message at that central site alerting coaches of different start times or a delay in course inspection
times due to inclement weather or frost. This number should be placed in the information with the
coaches’ packets and on the meet website.
3. The conference coaches will determine whether the start of the meet should be delayed or if the meet
should be postponed until the following day.
4. If the race has already begun and would have to be suspended in the middle of the competition, the
following guidelines will be followed:
Women’s 6,000 meter-if competition is suspended before the 2,000 meters mark, the race may run the
same day with a two hour delay. If competition is suspended after 2,000 meters, the race will be
postponed until the next day.
Men’s 8,000 meter-if competition is suspended before the 3,000 meters mark, the race may run the
Inclement Weather Policy, ASC Cross Country Championships: For the safety of all general
public/spectators, student-athletes, officials and coaches the following will be used in case of severe
weather (e.g., cold temperatures, heavy rain and/ or snow, unsafe course conditions): (8/1/2013)
1. The meet director and ASC Cross Country Executive Committee will monitor the weather during the
week and morning of the championship.
2. If there are expected delays due to weather at the championships, at packet pickup and/or the coaches
meeting on Friday the coaches will be provided a central information location and/or phone number to
call for delays and/or postponement of the championship meet schedule and events. The host can leave
a message at that central site alerting coaches of different start times or a delay in course inspection
times due to inclement weather or frost. This number should be placed in the information with the
coaches’ packets and on the meet website.
3. The conference coaches will determine whether the start of the meet should be delayed or if the meet
should be postponed until the following day.
4. If the race has already begun and would have to be suspended in the middle of the competition, the
following guidelines will be followed:
Women’s 6,000 meter-if competition is suspended before the 2,000 meters mark, the race may run the
Men’s 8,000 meter-if competition is suspended before the 3,000 meters mark, the race may run the

AWARDS
At all events and awards ceremonies, competitors must wear the proper uniform (warm-ups included) of
the institution they represent in the championships (ASC Cross Country 3.12).
Trophies: The ASC Championship trophy is awarded to the team winning the ASC Cross Country
Championship. The ASC runner-up trophy is awarded to the second-place team at the ASC
Championship.
All-Conference Team: Selection will take place as outlined in ASC Bylaw 7.x. Only the top seven runners
from each scoring team qualify for All-Conference honors. The All-Conference First Team shall consist of
runners placing one through seven while runners placing eight through 14 will be Second Team. First
Team members receive gold medals and certificates. Second Team members receive certificates.
Individual Awards: Individual awards include Medalist, Freshman of the Year (top-placing true freshman
among top 25 finishers at ASC Championship), Newcomer of the Year (top-placing newcomer among top
25 finishers at ASC Championship), Sportsmanship Athlete of the Year and Coach of the Year. Individual
award recipients will receive plaques.
• The Coach of the Year and Sportsmanship Athlete of the Year are determined by balloting at the
Conference Championships.
• Freshman is defined as a "true" freshman student-athlete (first college academic term/year at any
collegiate institution, two-year or four-year, following high school graduation).
• Newcomer is defined as a transfer student-athlete from a two-year or four-year institution
competing in cross country for the first time at any ASC institution. (ASC Bylaw 7.1.1.4)
Awards Presentations: Order of presentation at the 2015 Championships will be men's awards followed
by women's awards. Award order will be All-Conference Second Team, All-Conference First Team,
Individual awards (Freshman of the Year, Newcomer of the Year, Sportsmanship Athlete of the Year,
Coach of the Year), Team Runner-up and Team Champion. A script will be provided the host site for the
presentation ceremonies.

CONFERENCE CHAMPIONSHIPS CHECKLIST
□ COACHES –
Make hotel arrangements.
□
COACHES –
Email ASC Team Information Form and T-shirt pre-order form to Jeff Williford
(jwilliford@uttyler.edu) by Noon on FRIDAY, OCTOBER 16.
□
COACHES –
Submit your team nominee for men's and women's ASC Sportsmanship Athlete
of the Year. Link to nomination form sent from the Conference Office by October
22 and due by October 29!
□
COACHES –
Review all information in this packet and the ASC Cross Country Operating Code.
□
SPORTS INFORMATION DIRECTORS –
Wes Bloomquist, UT Tyler Sports Information Coordinator, will communicate
pre- and post-championships needs and materials to each staff. Please provide
requested information by the requested deadlines.
□
ATHLETIC TRAINERS –
Communicate with Alana Ranucci, UT Tyler Cross Country Athletic Trainer, as
outlined under Athletic Training on page 3.
o If you ARE NOT traveling a certified or licensed athletic trainer, pay
attention to the information provided and October 28 date.

ASC Cross Country Championships October 31, 2015
The University of Texas at Tyler
TEAM INFORMATION
DUE to Jeff Williford, Events Administrator, no later than OCTOBER 16!
E: jwilliford@uttyler.edu
TEAM:
HOTEL NAME AND ARRIVAL TIME:
Please Complete Name Email Cell Phone #
Head Coach
Assistant Coach
Assistant Coach
Please Complete Name Email Cell Phone #
Traveling
with Team?
Athletic Trainer
Sports Information
Administrator

ASC Cross Country Championships October 31, 2015
The University of Texas at Tyler
2015 ASC Cross Country Championship T-Shirt Pre-Order Form
DUE to Jeff Williford, Events Administrator, no later than OCTOBER 16!!
E: jwilliford@uttyler.edu
This order form is for use by teams only to order championship souvenir shirts for student-athletes,
coaching staff and team administrators – No Fans, please. Shirts will be available on-site.
School: Team: (circle) MEN WOMEN BOTH
Size Quantity Price Total
SMALL $10.00
MEDIUM $10.00
LARGE $10.00
X-LARGE $10.00
XX-LARGE $10.00
TOTAL: $10.00
PAYMENT OPTIONS
Check payable UNIVERSITY OF TEXAS AT TYLER ATHLETICS. Unless you have arranged in advance with Jeff
Williford, check payment is due when you pick-up team shirts.
=======
Credit Card (circle one): Visa Master Card AMEX Discover
Name on Card: ____________________________________________________________
Card Number: ____________________________________________________________
Expiration: _______________________ CVV Security No.: _____________________
Billing Address: ____________________________________________________________
City/State/Zip: ____________________________________________________________

ASC Cross Country Administration Guide

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