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Office of General Counsel Policies & Guidelines

Community College Athletics : B-041

Policy/Guideline Area

Business and Finance Guidelines

Applicable Divisions

Community Colleges


This guideline is established to provide a necessary level of control and consistency among the TBR community colleges in the administration of intercollegiate athletic programs. The provisions set forth below represent standards to ensure program accountability, while allowing for institutional discretion and promoting intercollegiate athletic competition within the limitations of campus resources.  The guideline supersedes all previous statements or agreements and is effective upon approval by the Tennessee Board of Regents.


  1. Introduction
    1. Effective July 1, 2003, each community college is authorized to spend a maximum amount (expenditure cap) from student maintenance fee allocations as described by TBR staff and communicated in the annual budget guidelines.
    2. The maximum amount will be reviewed annually by Board staff and may be adjusted based on such factors as student fee increases, inflation, and mandated salary and employee benefit increases.
    3. This cap excludes expenditures from gate receipts, concession receipts and restricted funds.
      1. Post-season competition expenses for the TJCAA state and regional tournaments as well as expenses to participate in national tournaments for which teams qualify based on success at the state and regional levels are also excluded from the expenditure cap.
      2. Additionally, out-of-state tuition waivers for performance based scholarship expenditures are excluded from the cap.
        1. The amount of out-of-state waivers for performance based scholarship expenditures, however, will be provided in a manner determined by the TBR staff.
  2. Program Authorization
    1. Each community college is authorized to participate in any of the following intercollegiate sports: Men’s basketball, baseball, tennis and golf; and women’s basketball, softball, tennis, and golf. Tennis and golf are authorized for co-educational sports.
    2. Participation in additional sports will require written justification by the president and approval by the Chancellor.
  3. Revenue
    1.  Athletic revenue may be derived from student maintenance fee allocation, gate receipts, concession receipts and restricted fees.
  4. Expenses 
    1. Athletic expenses include salaries, employee benefits, supplies, materials, travel, scholarships, communications, etc.
      1. Salaries and Employee Benefits 
        1. The salary and benefit costs for faculty members who have athletic responsibilities (athletic director, head coach, assistant coach, etc.) will be allocated in accordance with the release time given.
        2. Therefore, if a faculty member receives three hours release time per semester for assistant coach duties, the faculty member’s salary and benefit costs will be allocated between instruction and athletics as follows:
          1. (3 hours release time/15 hours full-time faculty load) x salary (or benefits) = portion allocated to athletics
        3. The salary and benefit costs for head coaches not assigned to the classroom will be allocated in accordance with the percentage of effort worked, with a minimum of 50% allocated to athletics.
        4. The salary and benefit costs for assistant coaches not assigned to the classroom will be allocated in accordance with the percentage of effort worked, with a minimum of 25% allocated to athletics.
        5. The salary and benefit costs for athletic directors not assigned to the classroom will be allocated in accordance with the percentage of effort worked, with a minimum of 20% allocated to athletics.
        6. The salary and benefit costs for other full-time and part-time employees, such as clerical support, sports information personnel, etc., will be allocated in accordance with the percentage of effort worked.
        7. The salary and benefit costs of custodial, security, and ticket office personnel are considered immaterial and will not be allocated to athletics.
      2. Operating Costs
        1. All operating costs which are charged to other units at the institution, such as telephone, postage, and motor pool expenses, are to be allocated to athletics on the same basis that the operating costs are allocated to other units.
      3. Equipment and Supplies
        1. Equipment which is purchased for both athletics and physical education is to be prorated on a 50/50 percent basis.
        2. Equipment which is specifically purchased for athletics is to be charged in total to that unit.
        3. Expenses for items that are utilized for more than one fiscal year, such as uniforms, are to be charged to the fiscal year in which the items are encumbered.
  5. Out-of-State Tuition Performance Based Scholarships
    1. A maximum of 25 out-of-state tuition performance based scholarships may be excluded from the athletic cap at any given time.
      1. For example, if the institution awards fifteen scholarships in one academic year and all fifteen students return the next academic year, the institution is limited to only ten additional scholarships.
      2. The costs of these scholarships are to be expended to a group account in the social/cultural development sub-category in the Student Services function but are not included in general fund support calculation.
  6. Post-Season Competition
    1. Post-season expenses must be charged to separately identified account(s), per sport, within the athletic budget and are not subject to the expenditure cap.
  7. Sports Governance
    1. TBR community colleges shall operate within the limitations established by the NJCAA as referenced in the association’s NJCAA Handbook and Casebook for recruiting, governance, scholarships, and all other aspects of the colleges athletic programs.
  8. Housing
    1. TBR community colleges are not authorized to lease housing for student athletes.
  9. Federal and State Regulations
    1. Consistent with Board policy, each president is responsible for ensuring institutional compliance with all pertinent federal and state regulations relative to student participation in intercollegiate athletic programs.
  10. Conference Membership
    1. This guideline is based on the understanding that each TBR community college with athletic programs shall hold memberships in the TJCCAA conference and the NJCAA conference.
  11. Exceptions
    1. Exceptions to this guideline must be approved by the Chancellor.  



T.C.A. § 49-8-203


March 20, 1981 SBR meeting.  Revised June 26, 1981 and March 18, 1983, SBR meetings; July 1, 1984; August 19, 1984; July 1, 1985; July 1, 1986; July 1, 1987; February 16, 1988; July 1, 1988; May 10, 1994; November 9, 1994; May 14, 1996; February 16, 2000; May 9, 2000; August 21, 2001; May 20, 2003; and May 17, 2005 Presidents Meeting; August 21, 2012 presidents meeting.