Colby College

All students who meet eligibility requirements set by Colby College, the NESCAC, and the NCAA will be given a fair opportunity to try out and be considered for selection to any Colby College team. Coaches must communicate team membership criteria and expectations to students in a clear and transparent manner. 

Final roster decisions rest with the team’s coaching staff.

• There is an expectation that all cuts should be done in-person.  This process will not take place during a time when our Counseling Center is not available (Friday night, Saturday, Sunday or on a holiday).  The students will be notified of the support systems that are in place for them, if they would like to utilize them.
• A complete list of names of students that are cut from rosters will be provided to the Associate Director for Compliance, who will then provide an overall complete list to the Athletic Director, the Sports Administrator and the Dean of Students Office.

*Due to the current situation with the mandate of the NCAA’s Resocialization of Collegiate Sport: Developing Standards for Practice and Competition, we are asking each coach to clarify what their evaluation process will look like in terms of activities and timelines to finalize their teams.  This will be turned into Peak Performance prior to their first day of practice, included in the Acclimatization Policy. 

(see Colby Athletics Policies & Procedures)

These locker rooms and team rooms are for the private use of Colby College student-athletes. Any visiting guest or team must receive formal usage approval from the Colby College Department of Athletics prior to accessing these spaces. 

In addition, please help us keep these spaces in serviceable condition by following the below guidelines:

1. The quality and cleanliness of these rooms is heavily dependent upon how they are used. All Colby College student-athletes are expected to take proper care of these spaces and protect them from unnecessary wear and tear. 
2. Before team or personal decorations are added to the space, please see Colby Athletics Department staff to review what can adorn the room or what alterations can be made. 
3. Any damage or vandalism discovered after use by a Colby program, must be reported to the Athletic Department. Should the damage be deemed the responsibility of the user, that program (or individuals) may lose the opportunity to utilize such space in the future and will be responsible for all applicable damages. 
4. Food may not be left in the locker and team rooms overnight. In addition, gum and sunflower seeds are prohibited at all times. 
5. Teams shall confine their activities to the single locker or team room that they have been assigned to. 
6. Any action that may inflict damage on the lockers (or any other room related piece of equipment) may result in the loss of room usage privileges. 
7. The College is not responsible for the loss of or damage to valuables left in the locker or team rooms. 
8. Personal and/or team issued items may not be left on the floor as it interrupts facilities ability to properly clean and sanitize the space.
9. For locker rooms or team spaces that are shared, teams will have a period of 5 days to move out and clean their lockers in preparation for the next season. 
10. If anything is left in a locker room or team room at the end of the school year, it will either be donated or thrown away. 
11. Locker rooms or team rooms are not to be used for storage of personal items over the summer (i.e. dorm room furniture)
12. Colby student-athletes, under no circumstances, should share their locker room or team room door codes with any non-team members. 
13. Colby College Department of Security, local law enforcement, and/or Colby Administrators reserve the right to open any locker in order to protect the facility and safety of those who utilize it. 

(see Colby Athletics Policies & Procedures)

The equipment and laundry rooms provide basic services to department members and in-season athletes. Equipment room services include ordering equipment and gear for varsity teams, issuing and collecting uniforms, monitoring the condition of goods, and storage for game day issued gear. For teams with heavy equipment needs, designated coaches within those teams will be responsible to help facilitate this process. Laundry services include the washing and drying of team issued gear and practice clothes for in-season participants.

Student Athlete Responsibilities for College Issued Uniforms & Equipment

1. Intercollegiate athletes are responsible for all issued uniforms, athletic clothing, supplies, and equipment they receive at the beginning of the season.  Items are numbered and documented and should not be transferred between athletes unless the head equipment manager is notified ahead of time.
2. Athletes must return all issued equipment on designated return day directly to the equipment room (DO NOT leave in the locker room, outside the equipment room door, with coaches, with teammates, in chute, etc.)
3. Athletes will then be notified via email listing each missing item and the replacement cost. Students have 5 days to return these items or the student will be billed for the missing items.
4. Replacement charges are two times the cost of the item when originally ordered.  This charge is based upon the cost to reorder an individual item, instead of receiving a reduced rate for ordering items in bulk.
5. Issued equipment will not to be sold to athletes.  Athletes who are interested in purchasing items should consult their coaches at the beginning of their season to do a separate order for the item(s) if available.
6. Athletes are responsible to place items they need laundered on their loop and place the loop in the laundry chute. Only items worn in competition or practices will be laundered. No personal items are allowed.
7. Sweats should not be attached to loops.
8. Uniforms should never be attached to loops.
9. Towels should not be attached to loops. The issued numbered towel can be placed in the chute and it will be laundered and returned.
10. Loops or towels left in locker rooms will not be laundered.
11. All athletes are responsible for turning in their game clothing as follows:

• Home Contest:  All players are required to place uniforms into the chute located next to the laundry room within 1 hour following the completion of their contest. 
• Away Contest:  All players are required to place uniforms into the chute located next to the laundry room after disembarking from your team vehicles upon returning to campus.  
• Any items needed for practice (towels, socks, etc) should be placed on the individual’s laundry loop and placed in the chute.   
• Athletic Equipment not returned on time will not be washed.
• It is the athlete’s responsibility to place all things to be laundered into the laundry chute.
• Colby is not responsible for missing or lost items.
• There is a lost and found in the laundry room, please check there for missing items.

General Information

Hours of Operation:  The equipment room is open from 9:00am to 4:30pm Monday through Friday. Variations to the schedule will be posted on the equipment room door. Weekend support for home contests will vary depending on needs. Typically, the equipment room will be staffed 90 minutes prior to a home contests until the start time of the contest. The equipment room is not open on weekends when there are no home contests.

During approved College holidays when the College is closed, the equipment room will not operate at the normal schedule. The head equipment manager will communicate office hours with relevant in-season teams and arrange for alternate plans to support team needs. 

Ordering Gear and Equipment:  The head equipment manager must approve all uniform orders. Coaches should not place orders for uniforms without the head equipment manager’s approval. Uniforms must fit the style guide specifications relating to color, font and number placement. 

The head equipment manager is available to help place orders for all team issued gear and equipment. Orders should be placed well in advance to the start of seasons. Due to delays in manufacturing and inventory levels, items may take longer to arrive. The head equipment manager will relay shipping estimates and any delays to the head coach.

The head manager is also available to facilitate the creation of team stores. Team stores are created and managed by an outside vendor. Coaches should work with the head equipment manager and sales representative to arrange for desired items and a time line for the store posting.  Team store goods are not inventoried by the equipment room.

Issuing Equipment and Gear for Season Use:  At the start of the season the equipment manager will issue practice gear and equipment to each athlete in consultation with coaches. These items are issued at the start of the season and collected and inventoried at the end of each season. The only items that are inventoried multiple times during the season are uniforms. If coaches would like items issued and collected throughout the season (sweats, travel suits, travel bags, jackets, etc.) that responsibility will be on the coaches of that team. 

Coaches should coordinate with the head equipment manager to set a date and time for team gear pick up and a date and time for team gear return. Items should not be left in locker rooms or left unattended outside the equipment room. 

• Equipment will be issued at the beginning of each season
• Issued items are numbered and are athlete specific and should not be exchanged with other teammates without informing the head equipment manager
• After the final competition of the season, teams have 5 days to arrange an equipment return date with the head equipment manager
• An equipment/gear turn-in date should be arranged with the head coach and the head equipment manager
• Athletes who do not return items on the return day will receive an email of noncompliance.
• After 5 days, the athlete will be billed for missing equipment at a rate of 2 times the cost of the item(s).
• Athletes then have 10 days to return the items and the cost will be removed from their bill.
• After the 10 days, orders will be placed for the missing items so no refund will be given.

Issuing Game Day Uniforms:  Travel and/or competition rosters should be communicated by a coach to the head equipment manager 36 hours in advance of departure for an away contest or 36 hours before the start of a home competition. A late notification may require the support of a coach to help pull and match uniforms for the contest. Uniforms will be issued by identified numbers to specific athletes and will be checked out prior to each competition and inventoried after each competition. Missing pieces will be communicated to the athlete and to the coach as soon as possible. The equipment room staff is not responsible to track missing gear after the initial email. Athletes and coaches must ensure that missing pieces are returned to the equipment room so they can be laundered prior to the next competition.

Laundry:  All in-season athletes and department staff are eligible to use laundry services. Each eligible member will receive a colored, numbered loop that is assigned to them specifically.  Athletes/department members should attach items to be laundered onto the loop and place in the laundry chute. Towels are issued by number to each athlete. Towels should not be tied to loops. Towels may be placed loosely in the laundry chute for cleaning. Equipment room staff do not check locker rooms for loops or towels. It is the responsibility of the user to place the loop and towel into the laundry chute for cleaning. 

The department uses a cubby system to distribute loops and towels. Because of limited cubby numbers, some teams may have laundry delivered directly to their locker rooms. This choice is communicated each season between the head equipment manager and the head coach of each team. 

As items are washed and dried they will be returned to the cubbies or to the appropriate bin or hanging rack in the locker room. There is a 24-hour turnaround time for loops to be returned to the cubbies or locker rooms. 

Practice and competition schedules should be submitted to the head equipment manager so she can plan appropriate coverage. Changes to schedules may prohibit a team’s ability to have clean laundry in time for the next practice or contest. Contact the head equipment manager directly with any changes to practice or competition schedules as soon as the change is known.

*Coaches are reminded that if they have a late evening practice followed by an early morning practice there might not be ample time for the laundry room staff to prepare the team’s gear.  Please make special arrangements directly with the Equipment Manager.

(see Colby Athletics Policies & Procedures)

It is department policy that athletes travel together as a team to and from competition sites. There are times when an athlete needs to coordinate different travel plans.  If an athlete needs to travel independently for an extenuating circumstance, the head coach may give an approval for the independent travel. 

• The athlete must complete an independent travel form prior to the departure date.
• This form should be completed by the athlete and given to the head coach for signature.
• The head coach should obtain the signature of the sport administration and keep the completed form on file for a period of seven years per the College’s record retention policy.

The independent travel form can be found here:

https://docs.google.com/document/d/1SDUYu3_jYKBmgH_5QyEXufnNLyyCWWx0/edit

I. Policy Statement

Effective July 1, 2021, the NCAA issued guidance allowing student-athletes to use their name, image, and/or likeness (“NIL”) for commercial or promotional purposes.  As NIL activity is uncharted territory for Colby students-athletes, the College has established this policy to set forth the framework under which Colby student-athletes can engage in NIL activity.

The policy takes into consideration a number of factors:

• The rules established by the NCAA on NIL activity by student-athletes;
• The College’s long established interest in preserving its intellectual property rights, including use of the Colby name, logos, and facilities;
• The College’s interest in protecting its reputation in the community, as well as locally, nationally and internationally;
• The significant visibility of Colby’s student-athletes as high profile representatives of the College;
• The potential attention generated by student-athlete NIL activity among the Colby community, as well as the public in general; and
• The unique privileges and benefits enjoyed by Colby student-athletes, together with the responsibilities that are attendant to those privileges and benefits.

The policy also describes a process for the review of any proposed NIL activity by student-athletes. Finally, it sets forth a set of considerations that go beyond the review process for student-athletes to consider if they are approached by a party, including an agent, seeking to use their name, image or likeness.

II.       NIL Activity

There are two independent grounds that define permissible NIL activity.  The first is the NCAA’s NIL Rule. The second is a set of limits based on the College’s existing policies, protection of its intellectual property rights, as well as its recognition of the status of Colby student-athletes.

a. NCAA NIL Rule, Eligibility, and Prohibited Conduct

The NCAA allows students to engage in NIL activity without impacting their eligibility, effective July 1, 2021.  However, NIL activity may not be used as a recruiting inducement or as a way to avoid “pay-for-play” prohibitions.  This means NIL compensation cannot be made contingent on enrollment or recruitment at Colby and cannot be based on athletic participation or achievements (e.g., “pay-for-play” or compensation based on points scored or other milestones). Compensation must be structured so that it is truly provided in exchange for services, activities, appearances or other value that does not include actual athletic performance.

More information about the NCAA policy can be found here.

b. Limits on NIL Activity by Colby Student-Athletes

This section outlines limits on NIL activities and relationships by Colby student-athletes under this policy.

1.       Conduct

• A.  Student-athletes may not use Colby’s name, logos, marks, facilities, and equipment in NIL advertisements or endorsements without the written consent of the College. This is consistent with the College’s protections of its brand, as set forth in other College policies.  Student-athletes engaging in NIL activity may state that they play a certain sport at Colby or are a member of certain team at Colby. Questions about obtaining consent should be directed to the Director of Athletics and the Office of General Counsel.
• B.  Student-athletes may not engage in NIL activity during games, practices, and other official Colby activities, including classes.
• C.  Student-athletes may not sell team-issued apparel or equipment as part of their NIL activity.
• D.  Student-athletes may not involve or identify other students in their NIL activities without their consent. NIL activity that involves audio or video recordings must comply with the College’s Recording Policy.

2.       Commercial Relationships 

Student-athletes may not engage in NIL activity with certain types of businesses given the visibility of Colby’s student-athletes as high profile representatives of the College, the unique privileges, benefits and responsibilities enjoyed by Colby student-athletes, as well as Colby’s interest in protecting its reputation in the community and living up to its mission and values, as embodied in its policies. These include:

• A.  Vendors or providers of substances or activities prohibited by the NCAA.
• B.  Any illegal or unlawful businesses or vendors
• C.  NIL activity that conflicts with pre-existing Colby relationships or contracts, such as game equipment providers.

Violations of this policy can result in sanctions from the NCAA, NESCAC, and from the Colby Athletic Department. Violations of the policy are also a violation of the Student Code of Conduct.

III.      Colby Athletic Director Review

At least seven days before commencing any NIL activity, Colby student-athletes must present their proposed NIL arrangement to the Colby Athletic Director for review. As part of this process, the student-athlete should present all relevant documentation to the Athletic Director, including the proposed agreement and other supporting materials (flyers, brochures, advertisements, etc.)  The Athletic Director will require a meeting with the student-athlete.  If the Athletic Director believes the proposed arrangement violates this policy, the student-athlete will be informed of the basis of the violation and will be given an opportunity to revise the arrangement to comply with this policy.

The Athletic Director’s review will be limited only to determining compliance with this policy. Colby student-athletes undertake NIL activity at their own risk and Colby has no responsibility for any claims, injuries, or damages that result from a student-athlete’s NIL activity.  Although Colby may monitor NIL activity, it is not required to do so, and is not responsible for ensuring equity in NIL opportunities among student-athletes.

Moreover, students engaging in NIL activity on campus may be considered to be operating a “student business” as governed by the Student Handbook.  If the Athletic Director believes that the NIL activity could constitute an on-campus student business, the student-athlete will be referred to the director of campus life and director of risk management for a review pursuant to the terms of the Student Handbook.

IV.      Prohibited NIL Activity by Colby Faculty and Staff

Because of the potential for conflicts of interest, Colby, as an institution, and its coaches, faculty, and staff, may not engage in the following: 

• a. Involvement in the development, operation, or promotion of a student-athlete’s NIL activity.
• b. Purchase of, or profit from, a student-athlete’s NIL work product or service.  This includes paying for a service or good through a student-athlete engaging in NIL activity, or purchasing a service or good in a manner that will financially benefit the student-athlete (e.g., purchases that will trigger commissions or profit-sharing for the student-athlete). Likewise, faculty or staff should not engage in a manner where they themselves profit from a student-athlete’s NIL activity.
• c. Using the promise or potential of NIL activity as an inducement to attend Colby.
• d. Using a student-athlete to promote a Colby employee’s non-Colby business ventures.

Guidance for Colby Student-Athletes Considering NIL Arrangements

Colby cannot represent student-athletes in negotiations or legal review of agreements with NIL companies. However, Colby strongly recommends that student-athletes consider the following principles and questions before signing any agreements or otherwise entering into an arrangement. If you need assistance locating an attorney to assist you, please contact Colby’s Office of General Counsel, which may be able to arrange for a referral:

1. Review the proposed agreement carefully and completely.  Make sure you understand all of the terms of the arrangement.  You are required to share the agreement with the Athletic Director, but we also encourage you to share it with a parent/guardian or other trusted advisor before signing.
2. Review the provisions of the agreement to determine your level of commitment. Can you sustain the commitment, along with all of the other commitments and plans you’ve made as a Colby student?  If the commitment is unclear/not defined, be sure you have it clearly defined.
3. Review your ability to terminate the agreement and the consequences if you terminate (or the company seeking your assistance terminates).   For example, if you no longer want to participate in the engagement, can you immediately walk away, or are you committed for a long term?  Is there a penalty or other adverse consequence against you for termination?
4. Have you conducted a thorough review of the company?  What’s the reputation of this company?  Have you spoken with other student-athletes who are engaging in the work you will be doing? Can you find NIL pieces produced by others on behalf of the company?
5. Does the arrangement violate any laws or rules governing your status as a Colby student? Does the arrangement violate any rules or policies, including the NCAA NIL rule, which jeopardize your eligibility as an athlete?
6. Does the arrangement require you to make statements that may be untrue?  If so, there may be personal liability and risk to you. Will the company protect you if you relied on the company to make these statements? What other protections will the company provide you?
7. Does the company have an unlimited, irrevocable ability to use your NIL – whether now or in the future and with anything it may come to “do” in the future?  Are you comfortable with the company’s rights to use your NIL?
8. Do you fully understand how you will be paid/compensated?  Is there any financial risk to you in this arrangement?
9. How does such compensation impact your tax situation (or your family’s tax situation if you are claimed as a dependent)? Have you considered asking the Office of Financial Services about the possible impact of NIL compensation on your financial aid? Does the arrangement violate any federal or state laws?
10. If you are in the United States on a visa, will the arrangements in the agreement violate the terms of your visa?

Harassment consists of verbal or physical conduct, or conduct using technology, that targets one or more members of the groups which are protected from discrimination by federal, state or local law, or Colby policy, in a manner that promotes or incites hatred or contempt that creates a threatening, intimidating, or hostile environment at the College for that person or group. 

Harassment by one's peers, by any student, or by any employee of the College will not be tolerated. Behavior or expression which rises to the level of harassment is subject to sanction by the College under the Student Code of Conduct, or under the relevant sections addressing discipline and policy violations in the faculty and staff handbooks. Possible penalties for those found responsible of harassment include probation, suspension, expulsion, termination of employment, and civil or criminal lawsuits. 

(see Student Handbook, p. 9-10)

Hazing is prohibited even if a student who is the subject of hazing consents or is a willing participant. Colby’s definition of hazing also includes any action taken or situation created, whether on or off campus, to produce mental or physical discomfort, embarrassment, harassment or ridicule of a student or students. Hazing is illegal under Maine law (20 M.R.S.A. Section 10004). The law defines hazing as “any action or situation, including harassing behavior, which recklessly or intentionally endangers the mental or physical health of a student enrolled at an institution in this State or any activity expected of a student as a condition of joining or maintaining membership in a group that humiliates, degrades, abuses or endangers the student, regardless of the student’s willingness to participate in the activity” committed by any student, administrator, faculty member or organization affiliated with the institution. 

Any student who violates this policy is subject to disciplinary action, up to and including expulsion. Any administrator or faculty member who violates this policy is subject to disciplinary action, up to and including termination. Any organization affiliated with the College that violates this policy will be disbanded. In addition, violations may result in civil and/or criminal penalties. (see Student Handbook, p. 33-34)

Examples of hazing activities by individuals, groups or organizations in connection with recruiting, initiating and/or membership activities may include but are not limited to the following: 

• Any physical act of violence expected or, or inflicted upon another person; 
• Causing excessive fatigue or sleep deprivation; 
• Any physical activity expected of, or inflicted upon, another person by a student or students; 
• Pressure or coercion, whether explicit or implicit, to consume any legal or illegal substance; 
• Making available illegal substances to students; 
• Pressure or coercion, whether explicit or implicit, to join or participate in an activity or group involving students and/or alumni that has not been sanctioned by the College and/or that has been banned; 
• Kidnapping, road quests, road trips, and/or abandonment; 
• Engaging in public stunts, humiliating or degrading tasks or activities; 
• Servitude (expecting a new member to do tasks for an experienced member); 
• Costuming or alteration of appearance; 
• Line-ups or berating behavior; 
• Coerced lewd activity; 
• Interference with academic activities; 
• Requiring students to keep prohibited activities a secret 

(see Student Handbook, p. 41-42)