SWAC

NJCAA REGION XVIII
BASEBALL
STANDARD OPERATING PROCEDURES


AUGUST 2015 - PDF VERSION
 

1. Members

1. Colleges must be members of NJCAA.
2. Colleges must be members of Region XVIII Men’s Division.
3. NJCAA rules shall govern all participating member colleges.
4. League name shall be Scenic West Athletic Conference.

 

2. Tournament Site Selection

1. The location of the Region XVIII Championship Tournament will be hosted by the SWAC Champions.
2. The area selected to host the Region XVIII Baseball Championship, shall be confirmed at the annual Region XVIII Spring meeting.

 

3. Tournament Dates

1. The Region XVIII Championship will be a six team double elimination tournament.  played on one weekend.
2. Conference Tournament date(s) should be determined at the annual spring Region XVIII meetings.

 

4. Sponsor's Tournament Responsibilities.

1. Pre-tournament responsibilities

1. Secure the tournament site, be responsible for promotion, advertising, and ticket sales, and make arrangements for handling of spectators.
2. Notify the qualifying teams and Men's Regional Director of the time schedule and other pertinent tournament information.
3. Provide courtesy maps, restaurant, and motel information to any prospective teams attending the Region XVIII Tournament.
4. Provide a tournament schedule for all teams as soon as the last team has qualified.  In most cases, it will be necessary for the initial confirmation of the schedule to be accomplished by phone.
5. Schedule tournament officials, subject to the regional director’s approval.
6. Provide fields for batting practice and provide each participating team one hour on the tournament field. (Exception:  When tournament begins on Wednesdays, no practice shall be provided on the tournament field/facilities at all).  Penalty, if violated, the team(s) will forfeit their first game in the tournament.
7. Schedule a coaches' and officials' meeting the evening prior to the tournament.

2. Post-tournament Responsibilities

1. Prepare a press release for immediate distribution to the news media to include the following information:

1. First and second place teams
2. All-region team and honorable mention team.

2. Within two weeks of the conclusion of the tournament, send the above information as well as complete tournament results to the following people:

1. Regional Director
2. Sport Advisor
3. Region XVIII Athletic Directors. 

3. Prepare a financial report of the meet to be sent prior to the annual meeting to the following people:

1. Regional Director
2. Sport Advisor
3. Members of the Executive Committee

Copies of the report shall be distributed to all regional members at the meeting by the sport advisor.
 

5. Qualification Of Teams For Competition

1. No team shall be permitted to enter the Region XVIII Championship Tournament unless it is accompanied by a coach, a faculty member of the college, or a designated proxy coach.
2. All six SWAC teams will qualify for the Region 18 Tournament.  The six teams will be seeded based on their win-loss percentage from SWAC league games.  The top seeded team will host the tournament.  The men’s Region Director will work with Sports Advisor for baseball to confirm times as per seeds for tournament games, etc.
3. Ties (follow in order):

1. If  ties exist between 2 teams, then head-to-head competition will be the main criteria for seeding, hosting, and tournament qualification.  If more than two teams are tied, then head-to-head competition between those schools will be the first criteria used (total aggregate win-loss record between the schools involved).
2. If this doesn’t resolve the ties, then head-to-head competition versus the top place position will be the next criteria.  The next step would be head-to-head competition with the next lower position, and so on down the line.
3. If a tie still exists and involves hosting privileges for a tournament, a tie would be broken by:

1. The team that has not hosted most recently.
2. The hosting team will move to the lower seed position in the first round of regional play (only when the tie cannot be broken by #1 above).

4. If a tie still exists after the above principles are applied, and qualifying for regional tournaments is at stake, then the teams should agree on a tie-breaker game to be set-up in compliance with #3 above.  If a drawing for a first round bye or pairing is necessary, it will be conducted by the regional director.  The AD’s of the tied institutions shall arrange for a neutral site, date, officials, game management, and share expenses/revenue.  If the teams cannot agree, then the playoff game will be held at the site of the regional tournament the night before the regional tournament begins.  The two teams involved share the expense/revenue.  In the event the playoff game is at the site of the regional tournament, the host school will be responsible for match management, and the regional director will assign officials.  The expenses and net revenues shall be shared by the two participating schools.
5. Ties which still exist after the above principles have been applied and don’t involve qualifying or hosting will be broken by a coin flip under the direction of the Region Director.

4. Each Region XVIII institution must submit to the Region SID, ONE 5x7” team photograph with players’ numbers visible (persons in photograph identified) and one team roster on the National Roster Form, all of which must be submitted at the beginning of the season.  Also, submit a team picture and roster to the NJCAA Tournament host or designee by the beginning of the season.  Pictures and rosters of all men’s conference teams will be included in the tournament program.

 

6. Tournament Procedures

1. Teams participating in the regional tournament are limited to twenty-six (26) players.
2. The tournament will be double-elimination according to the format attached.

1. The teams will be seeded according to their SWAC standings.
2. Top of the bracket is home team, except in game 3 & 5, and then the higher seed is home team.  Home team in game 9 (if game) will be determined by the flip of the coin.
3. All games will be 9 innings (ten run rule after 5 innings, eight run rule after 7 innings except in the championship games). If no lights are available, no game will start after 5:00 pm.
4. No games shall be played on high school fields.  If inclement weather occurs, extra innings, etc. which cause a schedule change, games the next day will not start prior to 9:00 a.m. and every effort will be made to complete the tournament on Saturday.  Sunday play if only absolutely necessary. 
5. Halted games will be started at 9:00 a.m. the next day.

3. 3 umpire crews on each game. (Region and District tournaments)
4. Walk-up music will not be played at all during Region/District Tournament.

 

7. Rules

1. NCAA and NJCAA Baseball Rules shall be used in all tournament games.
2. All games will be nine inning games.
3. The 10 - run rule will be used after five innings, eight run rule after seven innings, except in the championship(s). (Wording?)
4. The Region Director or his designee and the championship committee (tournament host administrator, coordinator of officials, assistant director and sports advisor) can make necessary changes in the tournament format and in the championship game(s) to insure the tournament can be completed.
5. The game ball for both SWAC and Region Tournament play will be the Diamond ball. The NJCAA ball (Spalding) will be used at District and JUCO Tournaments.
6. Dress decorum:  For all players, bench personnel and coaches during SWAC and Region play.  All players and official team personnel must be in full uniform when entering the playing field.  All team personnel must wear dress-casual when attending tournament functions.
7. If the tournament is delayed, due to weather or other extenuating circumstances, the following procedure will be used:

1. The Region Director or their designee and the championship committee (tournament host administrator, assistant director and sports advisor) will make necessary changes in the tournament format and in the championship game(s) to insure the tournament completion.
2.  If the tournament cannot be completed, the SWAC champion will represent Region 18 to the National tournament.

 
 
 
 
 
 

8. Officials

1. The Regional Director(s), Assistant Region Director, Sport Advisor, and SWAC Umpire Coordinator shall be responsible to secure and assign all Region 18 tournament officials in conjunction with the tournament director. 
2. The host school will have the coordinator of officials complete a Region Official Voucher and will pay game fees, per diem, and transportation fees for the officials.
3. Four umpires will be used for each game of the Region 18 and District Tournament with option to have six on championship game at no extra pay.
4. The Region Director, Assistant Region Director, Sport Advisor and Umpire Coordinator will evaluate the   umpire’s performance throughout the tournament, and will inform the umpires the night before the finals, who will be working the final game(s) and in what position.
5. When the Region Coordinator of Officials (UIC, BSB) attends the Region Championship Tournament, he/she will be reimbursed by the host of the tournament for travel (Conference Mileage Chart) and per diem or meals at hotel and tournament hospitality area.  The tournament host will provide hotel room.  If the Coordinator/UIC is officiating, he/she will receive the pay same as any other official. 
6. The cost of the officials will be paid by the host institution.  Officials fee structure is as follows:
   1. $107/game/umpire for 2016 and $111 for 2017 (includes a 3% increase) to be revised in 2017.
   2. Mileage paid for driver only according to SWAC mileage chart or airfare, whichever is less.  If officials driving, someone from host institution or officials coordinator officials coming from the same area or same direction shall travel together.
   3. $35 per diem will be paid each day the officials’ works or is officially at the tournament.  (Exception: if travel requires an official to travel the day prior to the tournament, appropriate per diem will be given.)  If officials eat all their meals at the tournament hospitality and/or the complimentary hotel breakfast, the per-diem could be adjusted or eliminated.
   4. No other expenses will be paid such as airport parking, mileage to/from airport, etc.
   5. The host will provide appropriate amenities to include but not limited to drinks at the end of game, water during the event.
7. The host will provide reasonable amenities such as drinks at the end of games and water for umpires on the field during the game.

 

9. Awards

1. The first and second place teams shall receive Region XVIII plaques, provided by the region and paid for by the sponsor school.
2. Twenty-six Region XVIII medals, supplied by the region, shall be awarded to individuals on the first place team and paid for by the Region.
3. Twenty-six Region XVIII medals, supplied by the region, shall be awarded to individuals on the second place team and paid for by the Region.
4. “Coach-of-the-Year” will be selected by a vote of the head coaches in the annual coaches meeting.  Coaches can’t vote for themselves.  They shall receive the Region XVIII plaque, provided by the Region and paid for by the tournament sponsor school.
5. The most valuable player of the tournament shall receive a Region XVIII MVP award, provided by the region and paid for by the sponsor school.

1. Coaches at the end of each Region Tournament game, will turn in a form selecting a player either from their own team or the opposing team that should be considered for the Tournament MVP.
2. An MVP Selection Committee will turn in their MVP choice to the appropriate Region Director.  The Committee will consist of appropriate Region Director, Assist Region Director and Sports Chair (or their designee), stats person, and any other onsite person(s) that may be selected such as tournament director, etc.

6. All-Region and Honorable Mention teams will receive Region XVIII certificates.

1. The All-Region first team shall receive one Region XVIII certificate.
2. The All-Region second team players shall each receive one Region XVIII certificate.
3. The process for selection is as follows:

1. Selection of the All-Region team will occur at the coaches' meeting scheduled prior to the tournament by a vote of the head coaches present. Coaches will base their decisions on stats for the total season for the all-region nominees.
2. All-Region first team shall consist of fourteen (14) players.  (4 infielders, three outfielders, four pitchers, one relief pitcher, one catcher, and one designated hitter.  The All-Region second team shall also consist of fourteen players, with the same composition as the first team.  Remaining vote-getters will be Honorable Mention.  The top player chosen on the All Region first team will be the “Player of the Year.”  The highest ranking pitcher on the All Region First team will be the “Pitcher of the Year.”  Both of these selections will be awarded a plaque, paid for by the region.  The Relief Pitcher on the first team will be designated as “Relief Pitcher of the Year”.
3. Coaches will select a “Defensive Player of the Year”, who will be a candidate for the Rawlings Gold Glove Award.  The Relief Pitcher of the Year and the Defensive Player of the Year will be noted on All-Region Certificates only.
4. The coaches, under the direction of the administrator, shall rank order the top 6 members of the All Region First Team for All District/All American recognition. The Player of the Year and Pitcher of the Year shall occupy the 1-2 slots in the rankings.
5. Coaches will bring a complete All-American form, 2 appropriate photos, and a copy of NJCAA stats for each All-Region player nominated.  If a player is selected to be an All-American nominee, the coach will give the Region Director the players’ All-American information at the coaches meeting.
6. Coaches in the Region will select an All-Defensive team by position.  One player will be selected at each position, including pitcher, based upon defensive statistics. All Defensive team selections will be forwarded to the Region Director for consideration for the All-District All-Defensive team.  Nominees for the national Rawlings All-Defensive team will be selected from the All-District team.  Pictures and statistical information for All-Defensive team selections must be given to the Region Director directly after or at the Region Coaches meeting.  Lack of follow through in this area may negate the nominee from being considered for this award.
7. The Region Director or designee at the tournament shall coordinate the All-Region, All-American selection and nominations for Rawlings All-Defensive team certificate. 

7. The tournament director must work with the Men's Regional Director to insure that all awards, plaques, and certificates are prepared and ready for presentation at the completion of the Region XVIII Championship Tournament.
   1. The SWAC Championship plaque award and All-Region Teams , Player of the Year, Pitcher of the Year, Relief Pitcher of the Year, and Defensive Player of the Year and Coach of the Year will be presented/announced between game (2) two and (3) three of the Region Tournament.
   2. Tournament 1^st and 2^nd place awards and MVP will be presented at the end of the championship game.
      1. First presentation:  2^nd place team
      2. Second presentation:  MVP
      3. Third presentation:  1^st place team

 

10. Finances

1. The sponsor school(s) shall be responsible for all tournament costs, including tournament officials, tournament coordinators, and game management staff.
2. The sponsor school shall be responsible for the cost of the following awards provided by the region but billed to the school:

1. 1st and 2nd place team plaques
2. Most Valuable Player award
3. Coach-of-the-Year award

3. The sponsor school shall not be responsible for the cost of the following awards supplied by the region:

1. Twenty-six (26) medals for first place team
2. Twenty-six (26) medals for second place team
3. Thirty-three (33) All-region honorable mention team certificates.
4. SWAC Championship plaque
5. Player of the Year plaque (and noted on All-Region certificate)
6. Pitcher of the Year plaques (and noted on All-Region certificates)

Note:  Relief Pitcher of the Year – noted on All Region certificates only.
            Defensive Player of the Year - noted on All-Region certificates only

4. The region shall be responsible for the expenses incurred by the Regional Director and Baseball Chairperson or representative in attending the tournament.
5. Any profits made at Region Tournament(s) will be remitted back to the conference

 

11. Region XVIII Baseball Coaches' Association

1. The Baseball Coaches' Association shall conduct a business meeting at the site of the Region XVIII Championship Tournament.  The sports advisor or designee must be in attendance.
   1. The respective Region Director (or designee) will welcome everyone to the respective sport Region 18 Championship Tournament.  Do any introductions if applicable.  Handle any Region Tournament business if applicable.
   2. Tournament Host will go over tournament materials and procedures.
   3. Officials Coordinator will present the tournament crew and will talk with coaches about officials, systems, etc.
   4. The meeting will then be turned over to the sport coach’s president to conduct the coaches meeting.
2. The sponsor school of the tournament will make arrangements for the meeting.
3. The sponsor school of the tournament will provide a secretary for the coaches’ meeting.
4. A coach’s president shall be elected in odd-numbered years for a two-year period.  This position will have the following responsibilities:

1. Schedule a yearly meeting at the site of the Region XVIII Baseball Tournament.
2. Chair the yearly meeting, consult with the Sport Advisor in developing the agenda, and assist in updating the Region’s Standard Operating Procedures for Baseball.
3. Coordinate the mailing of minutes and other pertinent materials to members.
4. Assist the Sport Advisor in performing his/her function

 

12. Scenic West Athletic Conference League Schedule

1. The SWAC conference schedule shall determine the seeding for all five teams for the Region 18 Tournament:

1. Games will be played Friday (DH – 7 innings/9 innings) and Saturday (DH – 7 innings and 9 innings). Weekday games start at 1:00PM.  Saturday games start at 12:00PM.
2. If the 7 inning game either goes extra innings or has weather issues that delays it, the 9 inning game will be a 7 inning game that day.

1. If a game is suspended because of weather conditions or darkness with less than 4-1/2 (Home ahead) or 5(Visitor ahead) innings, the game will resume on the following allowable day.  If 5 innings have been played, the game will count as completed.  SWAC Official Weather Site to be used is www.noaa.gov
2. The host team should make every effort to play the games.  The host institution’s AD determines when a field is playable and when a game should be canceled or postponed. If a coach feels the weather conditions are unplayable, the umpire will make the final decision. If the home field is unplayable and there are no other options, and the visiting team’s field is playable, the game site may be switched if agreeable by both institutions.
3. 2^nd half of SWAC schedule games must be played either at the host institution or within the host institution’s vicinity.

3. If the game(s) are weathered out, games can be rescheduled within a two day window (Thursday-Friday, Friday-Saturday or Saturday-Sunday).  A third day can be utilized for play that weekend if it can be done without adding extra days of stay and upon mutual consent of both teams AD’s.  Games on Sunday are (Saturday for Thursday/Friday rescheduled games due to inclement weather) possible if inclement weather occurs on Friday and/or Saturday, if it doesn’t require an extra night stay, and/or both teams AD’s agree.   A maximum of three games can be played in one day. Extra games (3 maximum) could be played in a day.
4. A 10 - run rule will be used in the 5th inning of seven (7) and nine (9) inning games and the 8 run rule will also be used in the 7th inning for nine (9) inning games.

2. The host institution will provide the official scorekeeper who will be located in the press box, bleachers, etc.  (Not in dugout). 

1. The host institution will provide both coaches with a copy of the stats at the end of each game. (Stats crew is the official baseball stats program for SWAC.)
2. For all SWAC games, the host institution will submit stat files (upload the XML file) for both teams either immediately following the game(s) or Monday morning to :

For SWAC, upload to SWAC web/statistician; for NJCAA, upload on Presto.   These become the official stats for the game(s) and are the stats that both teams post to their websites.  Institutions cannot change their stats and post the changed stats on their website.  Institution’s stats on their website should be the same as the stats on the SWAC site. 

1. Correction of stats.  If the visiting coach sees concerns with stats, they need to speak to the host about the stats issues so they are corrected by them.   If there are still concerns, then when calling in scores, let Jeff Cluff the Sport Statistician know there are issues.  If a coach feels there is an error on the stats such as a player playing that didn’t play, etc. e-mail or call the SWAC statistician and discuss it with them.  If the stats are changed, the SWAC statistician will change them and send a copy of the changed stats to the institution.

3.  For Non-Conference Contest Stats:
   1. If both teams use the manual stat-entry.
      1. Both teams are responsible for tracking and entering stats into the NJCAA Stat System using the manual stat-entry component.
      2. In no case shall an XML file (box score from another stat program) be uploaded.
   2.  XML uploads (uploading a box score from another stats program, like StatCrew or DakStats)
      1. Representatives from both teams must sign the “NJCAA Stat-Entry Agreement Form” prior to the start of the game.  The form will designate which team is responsible for keeping and entering stats.
      2. If the form is not signed by the representatives of both teams prior to the start of the game, manual stat entry is to be used. 
      3. Whichever team is responsible for entering stats will be responsible for having a copy of the form on file.  In the case of a dispute, a copy of this form will be needed.  If the copy is not on file, both colleges are to enter their own stats manually.
      4. In no case shall the uploaded stats be deleted.  In the case of a dispute over stats, the team who did not keep stats is to contact the Athletic Director of the team that did enter stats about editing the original XML file (Box score).

 

3. The host institution will call the SWAC statistician immediately following the game(s) with both teams’ results/score box.
4. Host institution is recommended to have a trainer and AED at all home events.
5. Host is required to have a game management administrator/AD at all home event.
6. The SWAC Umpire Coordinator will work to establish a SWAC list of officials, have training clinics, etc.  See attached Umpire Coordinator Job Description.  The Coordinator will receive the sum of $2000.00 from The Conference to coordinate and assign all SWAC institutions’ baseball games.

1. Three umpire crew for all SWAC league games.
2. There will be a 3% increase in SWAC umpire fees for 2015-2016 ($80 for seven innings, $104 for nine innings).  For 2016-2017 ($83 for seven innings, $107 for nine innings) The Athletic Directors will review the pay increase after 2017.
3. Coordinator of officials for baseball will receive 11% of game fees to pay officials travel costs:

1. The driver only, when applicable, will receive travel fees based on the SWAC Official Travel Chart.  The coordinator will have 11% of game fees for officials travel.  With a maximum of $5,085 that could be used for officials travel.
2. Coordinators are to assign baseball officials so that travel costs are minimized. as much as possible.  This would include, but not be exclusive to:

1. All local officials (when available) for non-conference contests.
2. Crews that can travel together.
3. Local officials as much as possible for conference games.

This procedure should not be interpreted that there is unlimited travel possibilities. 
* The conference will review this procedure and future possibilities next year.

4. Officials will be given game fees (for both days on weekends) for contests that result in “no contests” and/or non fulfillment of contractual contest agreements.  They will also be given game fees (for both days on weekends) when they arrive at an institution where a date and/or time change occurred and officials were not notified.  Officials should also be given game fees (for both days on weekends) if they arrive at the game site and games are weather delayed, weathered out, they wait around, are held over, etc.)

7. The visiting SWAC teams may only dress twenty-six (26) players for SWAC league games.  Home team will wear white/light uniforms and visiting team will wear dark/contrasting uniform colors.
8. If a player is ejected from a contest, the host AD should contact the Region Director, who in turn will contact the assigner of officials (to let officials on next contest know), host institution of ejected players next opponent and of the coach ejected.
9. Game Management procedures for SWAC and Region/District Tournament games.
   1. Pre-event announcements will include:

1. SWAC SPORTSMANSHIP ANNOUNCEMENT

 
_____________ (Host College) would like to welcome you to tonight’s (today’s) game between _________  (visiting team) and __________ (home team).  The competitors tonight (today) have worked hard to reach their peak performance level.  The National Junior College Athletic Association, Scenic West Athletic Conference and ________ (host institution) promote good sportsmanship by student-athletes, coaches, and spectators.  In order to maintain the integrity and spirit of intercollegiate athletics, the Scenic West Athletic Conference and __________ (host institution) would ask that you as spectators respect their efforts with a positive display of good sportsmanship. Negative comments, profanity, racist, sexist or actions directed at officials, student-athletes, coaches, or team representatives will not be tolerated and are grounds for removal from the facility.
 
During the game (match) tonight (today), please be supportive and show your appreciation for the efforts of both teams. _________ (host institution) thanks you for your support and cooperation.
 
Thank you
 
                     b.  Players and coaches announcement to follow this format:

1. Home team line-up
2. Coaches for home team
3. Visiting team line-up
4. Coaches for visiting team

 
2. National anthem will be played prior to the first game of each day of play.
3. Host institution, if facilities are available, will provide a place to dress and shower and towels.
 

10. Player Of The Week Procedures

1. Coaches will email a player’s name and reason for player to be considered for “Player of the Week” no later than

11:00 AM (MST) on the Monday following the week of play the player is to be recognized for outstanding play.

2. Email (only) the submission to Sport Chair Advisor.
3. Sport Chair Advisor will review all applicants and designate The Player of The Week.  Sport Chair Advisor will consult appropriate Region Director with any questions or “tough” calls.
4. The sport chair Rob will inform the institution whose player is selected as the Player of the Week, and send information to the webmaster, Jeff Cluff, to be posted on the SWAC website.
5. Institution whose player is selected for Player of the Week will complete the NJCAA Player of the Week Nomination Form with Photo attached and submit to the NJCAA office by 3:00 PM on Monday.   
6. The institution with the Player of the Week can then complete the SWAC Player of The Week Certificate and award it to the Player.

 

13. Fall Baseball Scrimmage/Game Schedule

1. Twenty (20) games/scrimmage (7 or 9 innings) maximum schedule and it is recommended they are   played on Saturdays, week day games can occur with local opponents, as long as players are not taken out of class.
2. Players are not to be taken out of class for fall baseball games/scrimmages.

C.    Sophomore Showcase All-Star Game(s)

1. Sophomore Showcase All-Star Game(s) will be held the second weekend in September each year
2. Player(s) expenses

1. Player(s) will pay their own travel, meals and hotel expenses with the option of institutions paying expenses.

3.    Participating players will be selected by Aug. 1^st.  The host and the SWAC Baseball Coaches’
       President will make the selection.
         a.   Enough Pitchers will be selected so a pitcher doesn’t throw more than 2 innings
         b.   Enough position players will be selected so they play a full 9 inning game.
         c.   Alternates need to be selected in case of no shows or injuries.
4.  Event Expenses
a. The host institution will take care of all expenses for the Showcase All-Star Game(s) (ie. Umpires, player information packets, etc.)
          b. Expenses can be offset with gate, selling the information packets, etc.
         

14. Exchanging video/DVD and/or scouting reports with institutions outside of the region is prohibited.

1. Exchanging tapes/DVDs and/or scouting reports with institutions outside of the region is prohibited.  Institutions cannot film any game they are not playing in.
2. If it is proven that a SWAC coach or personnel gives film/DVD(s) and/or scouting report(s) to teams outside of the SWAC, will be seeded in last place in the Region 18 Tournament following such violation of this policy. (Would be enforced in the present year or next year if necessary.)