Policy & Procedure Manual

1. PURPOSE

The purpose of the University of Guelph, Department of Athletics Sports Hall of Fame is to recognize those individuals and teams who have made a significant contribution to the athletic programs at the University of Guelph, and who, as a result of their contribution, have enhanced the image and reputation of the institution.

2. ADMINISTRATION

Board of Directors – The Hall of Fame is administered by a Board of Directors, to whom the Selection Advisory Committee of the hall makes its recommendations. The Board of Directors will be comprised of:

i) Three full-time staff members from University of Guelph Department of Athletics

ii) One representative from University of Guelph Alumni Affairs & Development 

iii) One representative from the Gryphon Hall of Fame (ie - a previously inducted athlete or builder)

iv) One young alumni (ie - an individual who competed at the varsity level with the Gryphons and who has graduated within 10 years of the upcoming Hall of Fame induction)

The mandate of the Board of Directors is as follows:

· to appoint members of the Selection Advisory Committee;
· to appoint members to the Board of Directors as needed;
· to receive nominations for current induction;
· to receive recommendations from the Selection Advisory Committee;
· to procure university athletic memorabilia;
· to ensure that memorabilia is properly registered, catalogued, conserved, stored and displayed;
· to oversee the continual growth and enhancement of the Hall of Fame Wall and future Hall of Fame facility;
· to organize all aspects of the induction reception/dinner;
· to organize all aspects of the induction ceremony; and
· To develop a marketing strategy to highlight the importance and significance of the Hall of Fame throughout the year and secure subsequent sponsorship for it.

The Board of Directors will meet not less than twice a year. At their initial meeting each year, the board will identify and review potential candidates to fill vacancies on the Board of Directors and the Selection Advisory Committee. The Policy & Procedure Manual for the Hall of Fame will be reviewed at this meeting. A quorum of fifty (50%) percent plus one is needed to conduct a meeting.

Selection Advisory Committee – The Selection Advisory Committee will review nominations and make recommendations for induction to the Board of Directors.

The Selection Advisory Committee will be composed of seven members:
i) A Department of Athletics representative will be the Chair
ii) Six Hall of Fame members (made up of three men and three women, when possible)

The Selection Advisory Committee will convene via a conference call as required.
The term of a representative on the Selection Advisory Committee is a maximum of two induction cycles. Consecutive terms may be permitted by consensus of the Board of Directors. Normally, a term will consist of 2 induction cycles (4 years) with 3 members to be replaced every cycle.
 

3. FUNDING

Provided by the University of Guelph through the Department of Athletics.
 

4. INDUCTION SCHEDULE

The Hall of Fame will be held semi-annually in even numbered years in conjunction with the University of Guelph's Alumni Weekend in June.
 

5. INDUCTION CATEGORIES

a) Athletes – Must have represented the University of Guelph as a student-athlete, within a varsity program, normally for a minimum of three years and have graduated.

b) Builders – Must have made a significant contribution to athletics at the University of Guelph other than as a student-athlete.

c) Teams – Must be a varsity program that has competed with distinction at provincial and/or national athletic competitions.
 

6. SELECTION CRITERIA / ELIGIBILITY

 

a) Athletes

(i) Selection is based on the athlete’s contribution to the University of Guelph’s varsity athletic program for a minimum of three years. Exceptions can be made for a transfer student who comes to the University of Guelph for two years, graduates and achieves results at the highest level in both years.

(ii) Other factors which will be considered for selection include: the athlete’s achievements in provincial and/or national competitions while representing the University of Guelph; character; leadership; sportsmanship; service to the University community; graduated; and post-graduate achievements.

(iii) Normally, consideration for selection will be given to an athlete following a minimum of a five year absence from the varsity program prior to nomination.
 

b) Builders

(i) Consideration will be given to any individual who has made significant contribution to athletics at the University of Guelph (other than as a student-athlete) normally for a minimum of five years. While contribution to a varsity program is the major factor, contributions to other athletic areas/programs may also be considered.

(ii) Normally, consideration for selection as a builder will not be given to an individual until five years after their initial involvement/appointment.
 

c) Teams

(i) Varsity championship status at the provincial and/or national level of competition.
(ii) The Board of Directors will automatically consider a team for selection following a 10-year period of achieving their championship status
 

7. SELECTION METHODOLOGY

a) Nominations

(i) The Board of Directors is responsible for calling for nominations from former Hall of Fame members through department communications the year prior to the induction year (odd numbered years).
(ii) Any individual with an interest in the University of Guelph athletics (e.g. faculty, staff, administration, alumni, athletes, students, the media and the general public) may put forth a nomination in any of the three categories – Athlete, Builder or Team. Nomination forms can be found on the gryphons.ca website by selecting Alumni, then Hall of Fame, then Selection Criteria.
(iii) The deadline for receipt of all completed nominations for an induction class is January of the induction year (even numbered years).

(iv) Any nomination that is not successful will remain active for reconsideration for the next two subsequent inductions. If still unsuccessful, the nomination may be resubmitted.
(v) All nomination packages must include the following:
· A completed Hall of Fame Nomination Form
· A cover letter from the nominator
· A résumé, curriculum vitae or biographical sketch (ie. press releases, newspaper articles, statistical information) documenting the nominee's merits in relation to the selection criteria for the award sought

(vi) Nominators must supply sufficient supportive detail with nominations to allow the Selection Advisory Committee to make a recommendation. Insufficient supportive detail will lead to the nominator being notified and having to resubmit the nomination with the needed supportive detail. The Board of Directors may determine whether nomination supportive detail is sufficient.

(vii) The Board of Directors is responsible for validating all of the information submitted on each nomination. It is not, however, responsible for undertaking the initial research.

(viii) The Board of Directors will mail all of the validated nominations with supporting letters, resumes and documentation to each member of the Selection Advisory Committee.

b) Selection

(i) The Selection Advisory Committee will review the nominations and make recommendations for induction to the Board of Directors. A minimum of four Selection Advisory Committee members’ votes are required for a recommendation to be forwarded to the Board of Directors. The Chair of the Selection Advisory Committee will notify the Chair of the Board of Directors of the recommendations for induction into the hall. The Chair of the Selection Advisory Committee will follow up verbal notification with a letter of confirmation to the Chair of the Board of Directors.

c) Selection Quotas

(i) A maximum of four inductees may be selected in any one year. Special or unusual circumstances will allow the Board of Directors to consider more than four being inducted. If no nominations are successful, no induction ceremony will take place in that particular cycle.

(ii) Normally, a maximum of one inductee only may be honoured posthumously in any one cycle.

8. PRESENTATION & FORMAT

a) Hall of Fame Banquet / Induction Reception

(i) The University of Guelph’s Department of Athletics Hall of Fame Banquet & Reception will normally be held semi-annually on the Friday evening of Homecoming weekend. The Chair of the Board of Directors or his/her designate will preside over the induction ceremony. The suggested evening agenda is Awards 6:00-7:00 p.m., Dinner 7:00-8:30 p.m. and Awards again from 8:30-9:30 p.m.

(ii) Inductees will receive a Hall of Fame Pin and plaque. Teams will receive a framed picture.

b) Plaques

(i) The Hall of Fame Hallway is on the second floor of the Guelph Gryphons Athletics Centre. Plaques prominently displaying the names of all inductees will be displayed here.