DIVISION III

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DIVISION III COMPLIANCE FOUNDATIONS
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Overview

• Introduction.
• Compliance 101 Responsibilities.
• Eligibility.
• Break (20 minutes).
• Recruiting.
• Financial Aid.
• Playing and Practices Seasons.

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Compliance 101 Responsibilities

• Azure Davey and Jay Jones

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Overview

• What needs to be done?
• When does it need to be done?
• The theme Ongoing responsibility.
• Resources to get it done.
• How to use those resources.

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Establish the Checklist

• Establish a master checklist.
• What is done once a year?
• What is done more than once a year?
• Who is involved in accomplishing task?
• What time of year to tackle the task?

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• Master Checklist Includes

• Student-athlete compliance paperwork.
• Eligibility checks.
• Coaches test administration.

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Look Familiar?
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• Master Checklist Includes

• Annual forms signatures.
• Staff education and training.
• What else?

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When Are The Tasks Completed?

• Confirm SA Eligibility Status

• January

• SA Full-Time Enrollment

• August/September

• Coaches Test

• August/January

• Monitor Playing and Practice Seasons

• August/Ongoing

• Education Adopted Rules

• Ongoing

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Staff Education.

• August Recruiting activities.
• September Extra benefits and awards.
• October Continuing eligibility.
• November Fiscal practices.
• December Proposed legislation.

• January Adopted legislation.
• February Promotional activities.
• March Transfer regulations.
• April Camps and clinics.
• May Playing and practice seasons.

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Wading Through NCAA Rules Questions
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• Gather all of the facts.
• 2. Start with the NCAA Division III Manual.

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It is more intuitive than you might think. The
main section headings are chronological.
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Most day-to-day issues "live" in NCAA Division
III Bylaws 11 17. Lets walk through those
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You need a staffand they will have
issues. Bylaw 11 Personnel. I saw a kid at
the park Is that great athlete not a
pro? Bylaw 12 Amateurism.
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I want to recruit him. Bylaw 13
Recruiting. Is he eligible? Bylaw 14
Eligibility.
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Can I give him financial aid? Can his
mom? Bylaw 15 Financial Aid. What can we
give him? Bylaw 16 Awards and Benefits.
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When can we practice and play? Bylaw 17
Playing and Practice Seasons.
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I am still lost
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Seeking Interpretive Assistance

• Has the question been answered?
• Search LSDBi.
• Does your conference have a preferred
  interpretations process?

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Seeking Interpretive Assistance

• NCAA Division III conference contact program.
• Who it is intended for.
• How it works.

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Seeking Interpretive Assistance

• Interpretations hotline
• Member institutions - 317/9176003.
• Open 9 a.m. to 5 p.m. Eastern time
• Monday through Friday.
• Available to institution's "top six." Need
  institutional code.
• Not available to NCAA coaches.

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Seeking Interpretive Assistance

• Tips when calling
• Identify yourself and position.
• Be clear and complete in facts one word can
  change administrator's thought process or answer.
• Always write down administrator's name and case
  number.
• Internal tracking system will now help reference
  old calls.
• Know best times to call.

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Seeking Interpretive Assistance

• Interpretations hotline
• General Public - 317/9176222.
• Open Noon to 4 p.m. Eastern time
• Monday through Friday.
• Available to parents, high schools, students and
  others.
• Not available to NCAA coaches.

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Seeking Interpretive Assistance

• Who does a coach call?
• Someone on your campus is starting point.
• Institutional involvement is key.
• "Institutional Control. "

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Eligibility

• Jeff Myers

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Overview

• General academic requirements.
• Seasons of participation.
• Transfers.

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General Academic Requirements

• Full-time enrollment.
• Good academic standing.
• Satisfactory progress.

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Required Forms

• Student-athlete statement.
• Drug-testing consent form.
• International student-athlete form.
• Student-Athlete Health Insurance Portability and
  Accountability Act (HIPAA) Authorization/Buckley
  Amendment.

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Full-Time Enrollment
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The Basics

• Practice

• Competition

• Fulltime.
• Defined by certifying institution.
• Exception First five days of class.

• Fulltime.
• Defined by certifying institution AND at least
• 12 semesters or quarter hours.
• Exception Graduate
• student-athlete.
• Fulltime as defined by certifying institution.

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Official Vacation Period

• Practice/competition during official vacation
  period
• Initial enrollee - accepted for enrollment in a
  regular full-time program of studies.
• Transfer student - no longer enrolled at previous
  institution and accepted for enrollment.
• Continuing student - registered full time.
• All - must be otherwise eligible.

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Final Semester/Quarter

• Practice/competition in final semester/quarter.
• Enrolled in the courses necessary to complete the
  degree requirements.
• Eligible to receive a diploma at next
  degree-granting date.

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Case Study

• A student-athlete is enrolled in 11 credits at a
  Division III institution that requires students
  to be enrolled in at least 10 credits to be a
  full-time student. The student-athlete is
  permitted to participate in which of the
  following activities
• Practice.
• Competition.
• Both a and b.
• None of the above.

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• A.
• Bylaws 14.1.8.1 and 14.1.8.2

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Case Study

• A student-athlete is enrolled in less than a
  minimum full-time program of studies in his or
  her final semester or quarter.
• The institution has certified that the student is
  carrying the credits necessary to complete the
  degree requirements.
• Can the student-athlete compete?

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• Yes.
• Bylaw 14.1.8.1.3

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Good Academic Standing andSatisfactory Progress
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General Rule

• "Good academic standing" and "satisfactory
  progress" are to be interpreted at each
  institution by the academic authorities who
  determine the meaning of such phrases for all
  students.

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Good Academic Standing

• The standard should be at least as demanding as
  the minimum standard applied to all students for
  participation in extracurricular activities.

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Courses Accepted

• Correspondence, extension, credit-by-examination
  and online courses
• Institutional discretion.
• Regardless of where courses are taken.

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Courses Accepted

• Summer courses at other institutions
• Prior approval by appropriate academic officials
  of the certifying institution is required for the
  courses to be used in determining the
  student-athlete's academic status.

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Seasons of Participation
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Seasons of Participation

• 10 semesters to get four seasons of
  participation.
• What constitutes a semester?
• Attends class when registered full time in a
  four-year school.

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Seasons of Participation

• What constitutes participation?
• Practices or competes during or after first
  contest in traditional segment following
  student-athletes initial participation.

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Seasons of Participation

• Nontraditional segment?
• Currently competition triggers.
• NCAA Division III Proposal No. 2009-6.
• Effective 2009-10 academic year.
• Sports that are limited to one date of
  competition.
• Participation in that one date of competition
  would not constitute a season of participation.

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Seasons of Participation

• Student managers.
• If practices and not eligible violation.
• If practices during period in which would trigger
  a season a season of participation.
• Must be limited to managerial duties.

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Seasons of Participation

• Hardship waivers.
• Processed by conference or NCAA, if independent.
• Season-ending injury.
• First half of traditional segment.
• Three contests or one-third.

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Transfers
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Transfers

• Year in residence unless an exception applies.
• Exceptions for.
• Four-year transfer.
• Never participated or
• Academically and athletically eligible at
  previous institution (progress toward degree).

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Transfers

• Two-year transfer.
• Never participated.
• Academically and athletically eligible.
• Four-two-four.
• Academically and athletically eligible at the
  four year or
• 24 transferable hours and at least two semesters.

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Affect of other rules

• Violations in the following areas carry possible
  loss of eligibility for the student-athlete
• Bylaw 10
• Bylaw 12
• Bylaw 13
• Bylaw 15 and
• Bylaw 16.

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Recruiting Fundamentals

• Alex Smith

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Recruiting - Overview

• Contacts.
• Telephone Calls.
• Electronic Transmissions.
• Recruiting Materials.
• Case Studies.

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Recruiting Contacts

• Contact Defined
• Any face-to-face encounter in excess of a
  greeting
• OR
• Prearranged face-to-face encounter at prospective
  student-athlete's educational, competition or
  practice site regardless of conversation.
• .that occurs between a prospective
  student-athlete, relative or guardian AND an
  athletics department staff member or athletics
  representative.

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Recruiting Contacts

• Permissible High School PSA Contact
• In-person, off-campus contacts after the high
  school prospective student-athlete has completed
  his or her junior year.
• Contact on your institution's campus, regardless
  of class year.

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Recruiting Contacts

• Permissible Four-Year College PSA Contact
• Need permission to contact prospective
  student-athlete at NCAA or NAIA institution.
• Option 1 Release from first institution's
  athletics director or designee or
• Option 2 Self-release for Division III to
  Division III transfers only.

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Recruiting Contacts

• Permission to contact not needed
• Prospective student-athlete attending an
  institution that is not NCAA or NAIA.
• Four-year prospective student-athlete who has
  officially withdrawn from previous NCAA or NAIA
  institution.
• Two-year college prospective student-athlete.

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Recruiting Contacts

• Permissible Recruiters
• Institutions may not pay for athletics talent
  scout or representative of athletics interests to
  study and/or recruit prospective
  student-athletes.

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Recruiting Contacts

• Contact Restrictions
• No recruiting contact before prospective
  student-athlete's athletics competition.
• No contact from the time prospective
  student-athlete reports on call until released
  from dressing/meeting facility.
• Competition longer than a day (e.g., tournaments)
  equals no contact until after prospective
  student-athlete's final contest.
• If at educational institution during class day,
  need principal's approval.

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Recruiting Telephone Calls

• Telephone Call Definition
• Electronically transmitted human voice exchange.
  
• Electronically transmitted correspondence is NOT
  considered a phone call.

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Recruiting Telephone Calls

• No restrictions on time period.
• No limit on number of calls.
• Recruiting calls by enrolled student-athletes,
  staff members and representatives of athletics
  interests with knowledge of athletics department.
• Reminder Need permission to speak with
  prospective student-athletes at NCAA and NAIA
  institutions prior to calling.

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Recruiting Electronic Transmissions

• Limited to e-mail and fax.
• All other forms (e.g., instant messenger, text
  messaging and social networking sites)
  prohibited. Interacting with prospective
  student-athletes through recruiting sites also
  prohibited.
• Applies to those in athletics department or
  acting on behalf.

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Recruiting Materials

• May provide to prospective student-athletes,
  relatives or guardians, or coaches
• Official academic, admissions, athletics and
  student-services publications or videotapes.
• Published or produced by the institution.
• Other information of a general nature available
  to all students.
• No limits on size, content, or when may be
  provided.

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Case Studies
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Recruiting - Case Study No. 1

• Prospective student-athlete, Karay, has returned
  home from his official visit and is excited by
  all of the students, faculty, and staff he met.
• While surfing his social networking site, Karay
  notices several of the people he met have pages,
  including the coach and several of the athletes
  on the team.
• Karay links up to their pages and leaves them a
  note.
• May the coach and/or the members of the team
  respond?

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Recruiting - Case Study No. 1

• Answer
• Athletics department staff are only allowed to
  e-mail and fax recruits.
• Electronically transmitted correspondence and
  interaction through social networking sites is
  prohibited.
• Nonsocial networking Web pages without
  interaction are permissible.
• Student-athletes may interact with prospective
  student-athletes if not directed in any way by
  athletics department staff.

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Recruiting - Case Study No. 2

• Coach Cross is the head women's soccer coach and
  is also an admissions representative.
• While serving the admissions office, coach Cross
  is instructed to send an instant message to all
  prospective students (including prospective
  student-athletes) by the director of admissions.
• May coach Cross send the instant message?

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Recruiting - Case Study No. 2

• Answer
• Yes.
• Coach Cross may send the instant message because
  she is acting as an admissions employee and not
  on behalf of athletics.

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Recruiting - Case Study No. 3

• Coach H. Two-Oh has travelled to the BP sectional
  championships at the natatorium to watch
  prospective student-athlete swimmers and some
  record breaking performances using the latest
  suit technology.
• During the three day event, coach Two-Oh does the
  following

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Recruiting - Case Study No. 3

• Has a conversation in the stands with several
  parents of the SC swim club relay. All four
  relay members are high school juniors.
• Receives an update from one of his top senior
  recruits and her coach after her preliminary
  swim.
• Chats with an international prospective
  student-athlete just prior to the prospective
  student-athlete driving himself home. The
  prospective student-athlete is a member of a
  Quebec swim club and attends a two-year Canadian
  institution with no swim program.
• Any or all permissible?

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Recruiting - Case Study No. 3

• Answer
• Coach H. Two-Oh may not talk to the SC swim club
  parents.
• No in-person, off-campus contact until after
  junior year in high school.
• Prohibition extends to parents and or guardians
  of prospective student-athletes.

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Recruiting Case Study No. 3

• Answer continued
• Coach may not speak with top senior prospect.
• Prospective student-athletes competition has not
  concluded and she has not been released by the
  coach.

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Recruiting Case Study No. 3

• Answer continued
• Coach H. Two-Oh may speak with the international
  prospective student-athlete.
• A non-NAIA or NCAA college prospective
  student-athlete does not need permission to
  contact.
• Practice/competition site restriction not
  applicable.
• Meet concluded and prospective student-athlete
  released by the coach.

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Recruiting Case Study No. 4

• The Dialed University coaching staff has
  recruiting call blitzes Mondays and Wednesdays
  for high school freshmen and sophomores.
• Members of the athletics department staff,
  student-athletes and members of the athletics
  booster clubs are directed to assist in making
  recruiting calls on those days.
• Is this permissible?

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Recruiting Case Study No. 4

• Answer
• Coaches, staff members, student-athletes, and
  representatives of athletics interests may make
  the recruiting calls to the freshmen and
  sophomores.

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Financial Aid

• Eric Hartung and Jeff Myers

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Key Points

• Interaction between the financial aid department
  and athletics.
• Financial aid reporting program.
• New roles per the financial aid reporting program.

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Athletics Department Interactions with Financial
Aid

• Guiding Principle
• Athletics department personnel should not
  influence, directly or indirectly, a
  student-athletes financial aid package.

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Athletics Department Interactions with Financial
Aid

• Scholarship committee PROHIBITED.
• Recruiting process - coach as a conduit to the
  financial aid office.
• Financial aid appeals process coach as an
  advocate.

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Athletics Department Interactions with Financial
Aid

• Athletics Department and the Admissions Office
• Individuals with dual roles.
• "Tip Sheets" how is the information used and
  the role admissions plays in non-need-based
  financial aid packaging.

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Reporting Program Background and Communication

• A process for member institutions to perform a
  self-analysis.
• A process for the NCAA to assess compliance.
• Each institution receives an annual report.
• All correspondence includes "top six."

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Athletics Department Role in Reporting Program

• Identify student-athletes for the cohort.
• The cohort ALL full-time, first-time students
  that entered YOUR institution in the requested
  academic year (freshmen, transfers and mid-year
  enrollees, and international students).
• A student-athlete listed on the institutions
  official squad list on or after the first
  scheduled contest or date of competition in the
  traditional segment.

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Athletics Department Role in Reporting Program

• Which sports to include
• Association conducts a championship or
• Waiver for sports sponsorship or
• Emerging sport for women AND
• Varsity sport AND
• Administered by athletics department.

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Bylaw 17 Playing Seasons

• Azure Davey and Jeff Myers

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Overview

• Organization - Bylaw 17.
• Seasons lengths, starts and stops.
• Year in review.
• Out of season.
• Facilities.

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Bylaw 17 - Organization

• Definitions and general principles.
• Unique sport rules.
• Foreign tours.

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So, how do I figure out seasons for each sport?
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Figuring Out the Season

• How many weeks does the sport get?
• How many contests does the sport get?
• When is the sport allowed to first practice?

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Figuring Out the Season

• When is the sport allowed to first compete?
• What date must the sport season end?
• Exemptions?

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Establish Your Window
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How Many Contests and When?

• Figure out in conjunction with "window."
• Do they all occur within window?
• Are any exempt?
• Double-check maximum number.
• What about minimum?

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When Does the Team Begin Practice?

• Which sport?
• What is the first permissible date?
• When is the first contest?
• How many weeks used?

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Establishing Seasons - Timeline

• Communication with coaches early academic year.
• Educate coaches early academic year.
• Turn in schedule date and/or deadline
  mid-academic year.
• Review "first drafts" mid-academic year/second
  semester.

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Establishing Seasons - Timeline

• Point out issues/concerns. Have championships
  been reflected on schedule? Early second
  semester.
• Second draft/final early second semester/second
  semester.
• Contracts.
• Practice schedule second semester.

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Out of Season

• Education, Education, Education
• Coaches.
• Student-athletes.
• The Division III model.

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Out of Season

• Key points
• Providing workouts.
• Monitoring workouts.
• Facilities.

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Providing workouts

• Proposal No. 2009-2 Specific Workout Programs.
• Individual specific workout programs.
• Athletics staff cannot conduct.
• Must be voluntary.

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Monitoring workouts

• Strength and conditioning coach MAY
• monitor for safety purposes, but
• MAY NOT conduct the workout.
• Bylaw 17.02.1.1(k)

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Monitoring workouts

• Monitoring defined
• observing and watching closely to ensure that
  student-athletes are provided a safe and
  controlled environment.  Such personnel may
  demonstrate proper technique and give advice to
  ensure that the workout is taking place in a safe
  fashion. 

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Facilities

• Recreation classes.
• Facilities monitoring.
• Blanket waiver until January 16, 2010.
• Convention vote.