Transcript Slide 1

“Compliance Road
Show”
2008 Compliance Workshop
Grand Hyatt Hotel
San Antonio, Texas
June 2, 2008
MEAC
COMPLIANCE
OVERVIEW
Compliance Overview & Forms
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Dates to Remember
Recruiting
Eligibility
Legislation
Finances
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Violations
Championship Forms
Medical Hardship
Waivers
Additional
Information & Forms
Dates to Remember
Dates to Remember
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2008-09 Compliance Calendar
2008-09 Compliance Deadlines
Compliance Planner
2008-09 MEAC Calendar of Events
2008-09 MEAC Championship Entry
Forms Due Dates
2008-09 MEAC Schedule Submission
Deadlines
NCAA Deadline Information
MEETING DEADLINES
Need to disseminate calendar/deadlines to
involved individuals, i.e. coaches,
administrators, registrars, etc. to include
FAR.
 Need to set internal departmental deadlines
to meet MEAC/NCAA deadlines. Take into
account time of year (registration) and
allow at least 3-5 days lead way to meet
deadlines.
 Send reminders to coaches regarding
deadlines and penalties for not meeting
deadlines.
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MEETING DEADLINES
You, the Compliance Coordinator, are
responsible for submitting information
unless otherwise noted. So check the
calendar on a regular basis.
 There are no surprise deadlines when you
have a calendar.
 Double check recruiting calendars before
you sign off for recruiting visits. Ask coach
to submit a copy of the calendar with
paperwork.
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Recruiting
Recruiting
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Coaches Exam Administrator's Form
Recruiting Proposals
MEAC Recruiting Policy
Recruiting Calendars
2009-10 National Letter of Intent Signing Dates
Transfer Student-Athlete Basic Policy
MEAC Policy on Intra-Conference Transfer Rule
Coaches Exam Request
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Submit NCAA Coaches Administrator’s Form via
fax. This form will let me know which coaches are
taking the exam. Therefore, it will let the
conference office know to pull the results of the
exam.
Encourage coaches to take test online.
If you give the hard copy of the test, you must print
out a new test for each individual coach. (You
CANNOT duplicate the same test!) – MEAC
If you give the hard copy of test, you must put the
results online.
Coaches Exam Request
My coach failed? Review with him/her the
bylaws missed from the results. The results
may not leave with the coach.
 The coach cannot take the test no earlier
than 30 days after taking the first test.
 The 07-08 test is good until July 31st.
 However, if a coach takes the 08-09 test
and fails, they will not be able to recruit
under the 07-08 exam.
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Recruiting
Please review Recruiting Proposals with
your coaches before they go out recruiting if
you haven’t already done so.
 Make sure you give them this information
when they are taking the Coaches Exam.
 Review Recruiting Visit Policies with
PSAs.
 Recruiting Calendars – check before
signing off on recruiting visits.
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National Letters of Intent
Make sure they are submitted to
conference office within 21 days
 Recommend Compliance Coordinator
submit NLIs
 Check to make sure form is filled out
completely (i.e. date issued, sport,
institution, birth date)
 Only need to submit last page of NLI
and Grant-in-aid form
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INTRA-CONFERENCE
TRANSFER RULE
General Rule – Sit two years in residence and
lose two years of eligibility in all sports
 If recruited and received athletic and/or
institutional aid and has competed and/or
practiced at a MEAC Institution;
 Or if non-recruited and receives athletic aid
and competed and/or practiced
Eligibility
Academic Requirements
1st Full Time 07
1st Full Time 06
1st Full Time 05
1st Full Time 04
Entering Second Year
of Collegiate
Enrollment
Entering Third Year
of Collegiate
Enrollment
Entering Fourth
Year
of Collegiate
Enrollment4
Entering Fifth Year
of Collegiate
Enrollment
 24 semester/36
quarter credits
 18/27 credits
earned during
academic year
 90% of GPA for
graduation#
 Six credits/term
 A maximum of six
semester/nine quarter
hours of remedial
courses may be used
in the first year
 40% of degree
requirements
 18/27 credits
earned during
academic year
 95% of GPA for
graduation#
 Six credits/term
 Declaration of
degree program
 60% of degree
requirements
 Completion of
24/36 hours or
average 12 per term
 Hours earned
during regular
academic year
(75/25)
 95% of GPA for
graduation#
 Six credits/term
 75% of degree
requirements
 Completion of
24/36 hours or
average 12 per term
 Hours earned
during regular
academic year
(75/25)
 95% of GPA for
graduation#
 Six credits/term
Academic Requirements
ACADEMIC REQUIREMENTS
QUESTION AND ANSWERS
DOCUMENT
 A USEFUL TOOL
 CHECK HERE FIRST
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Eligibility Certification Form
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Use CAi Eligibility Report
SUBMIT YOUR FORMS IN ON TIME!
Plan ahead when submitting addendums
Use student-athletes given name- No
nicknames or middle names
Do not submit form without all signatures.
Failure to Submit = $150 per sport
CAi Certification Form
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Signatures must be as follows:
1. Registrar
2. Faculty Athletics Representative
3. Director of Athletics
4. Compliance Coordinator (Place
signature and date at the top right of page)
Mid-Year Certification
Submit Mid-Year Certification prior
to the first day of classes.
 Must be submitted before the first
date of competition in the new
academic year.
 Plan ahead to submit after grades are
submitted in the Fall Semester.
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What happens when someone
is out of the office?
Did you plan ahead? Do you review
the due dates with all involved to make
a plan?
 Who is authorized to sign when that
person is out of the office?
 Send a letter to the Commissioner
stating who will be authorized to sign
in their absence.
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NCAA Bylaw 14.01.1
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Institutional Responsibility – An
institution shall not permit a studentathlete to represent it in
intercollegiate athletics competition
unless the student-athlete meets all
applicable eligibility requirements,
and the institution has certified the
student-athlete’s eligibility.
Therefore,
The Conference Office DOES NOT
certify eligibility.
 Eligibility Certification will be
reviewed for errors and filed.
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LEGISLATION
Legislation
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NCAA Legislation Adopted by the
Board of Directors that are effective
in 2008.
FINANCES
Squad Lists
Must submit squad lists with
signatures on the squad lists from the
Athletic Director, Head Coach and
Compliance Coordinator
 Financial Aid Director must sign off
on the final squad list that is
submitted in June 15
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Squad Lists
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SUBMIT FORMS ON TIME!
Submit according to Compliance Calendar;
due the same day as eligibility certificates
unless otherwise indicated
Submit updates with eligibility certification
addendums (with signatures)
Send final squad list by June 15, 2008
Need to use the Compliance Assistance
Internet
Remember this is a working document.
Failure to submit = $100
Special Assistance Fund
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Read the reasons for request-are they
appropriate?
$850 limit per student-athlete per year
$500 limit for travel
Expenses or actual economy airfare for
family emergencies
Keep within your budget- 08-09
Unused monies will be rolled-over to the
following year
SPECIAL ASSISTANCE
FUND
Please review itemization sheet.
 PLEASE MAKE SURE ITEMS
THAT REQUIRE RECIEPTS ARE
INCLUDED (I.E. MEDICAL,
EMERGENCY AND COURSE
SUPPLIES.
 Make sure all signatures are on form
 Make sure the form is complete.
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SPECIAL ASSISTANCE
FUND
NO SPORTS SPECIFIC ITEMS i.e., running tights, spikes, golf shirts,
golf gloves, practice clothes, etc.
CLOTHING & SHOES ONLY No groceries or supplies
SPECIAL ASSISTANCE
FUND
Travel for Emergency – Reimburse
after travel with receipts
 For mileage, use your institutional
policy for mileage (i.e. $.30 a mile)
 Keep all receipts on file
 What if they do not return the
receipts? Apply debt to studentathletes account.
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SPECIAL ASSISTANCE
FUND
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INTERNATIONAL STUDENTATHLETES – You must keep on file a
written verification from the official
foreign student entity of the
institution outside of the department
of athletics certifying demonstrated
financial need.
Student-Athlete
Opportunity Fund
Student Athlete Opportunity
Fund
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Submit SAOF Institutional Form to
conference office by June 15, 2008.
MEAC Drug
Education
Sub-Grant
MEAC Drug Education
Sub-Grant
$1000 per year is available to each
institution
 Can submit the application
throughout the academic year until
April 15, 2008
 Brief summary describing what the
money will be used for must
accompany the application
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VIOLATIONS
SELF REPORT
Level I must be submitted directly to
NCAA and copy to conference office
 Level II must be submitted directly to
the conference office
 Please use NCAA Self-Report Form
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SELF REPORT
Refer to the Level II Secondary
Penalty Schedule
 You must use the minimum penalty.
 Letter of Reprimand or
Admonishment – You must submit a
copy of the letters to the conference
office.
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SELF REPORT
Institutional Response-What is your
self imposed penalty? What measures
did you put in place to prevent it from
happening again.
 Institutional control – Are you
following the policies that you have
put in place when you have an alleged
violation.
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VIOLATIONS OF MEAC
POLICY
Participation of an ineligible player
 Submit to the Conference Office the
contests in which the studentathlete(s) participated in.
 Indicate whether the MEAC contest
was a win/loss.
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INVESTIGATING
VIOLATIONS
Document all investigations no matter
how minor
 Do you need to review/update your
investigative policy for your institution
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INVESTIGATING
VIOLATIONS
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You should notify the conference office
if you have determined that there is a
possible violation in writing and that
you are investigating it. Once your
investigation is completed either
submit a self-report or send a letter
stating that it was determined that
there was no violation.
CHAMPIONSHIP
FORMS
BANQUET FORMS
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Check form to make sure travel/squad size is
within limits
Banquet Form is always due with entry forms.
Please check to make sure that everyone is
included (i.e. all coaches, trainers, administrators,
etc.) while staying within the travel party
Event Entry forms are due the Friday before the
Championships
Track & Field Event Entry Forms are done online
and must be signed by the Compliance Coordinator
BANQUET FORMS
Before you submit the form and/or
before your coach leaves campus,
please review form with coach to make
sure everyone that should be included
for the academic and senior
recognition is on the form
 We will not make last minute
recognitions without the approval of
the Compliance Coordinator
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Entry Forms
Check forms to make sure consistent
with eligibility certification. If
different send in form with
corrections.
 If your coaches complete the form, ask
them to leave seasons of competition
blank for you to complete
 Check the forms before they leave
your campus
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Entry & Event Entry Forms
Five (5) business days from due date,
forms are submitted to
Championships
 All forms that are not rectified will not
be submitted-forms with
inconsistencies will not be submitted
 FORMS ARE NOT OFFICIAL
UNLESS THEY ARE SENT BY
COMPLIANCE COORDINATOR
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FAILURE TO SUBMIT
ENTRY FORMS = $200
EVENT ENTRY FORMS = $100
BANQUET FORMS = $50
WAIVERS
MEDICAL HARDSHIP
WAIVERS
Medical Hardship Waivers
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You may submit forms at anytime- You don’t
have to wait
Include all final statistics for the studentathlete; individual & team
Weekly Participation Forms are not
acceptable
The conference office will only accept
official stats
Check the statistics- Does it reflect what
you know
Medical Hardship Waiver
Doctor’s letter stating
“incapacitating” injury
 Need trainers notes and any pertinent
medical documentation
 Incomplete applications will be sent
back to the institution
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Medical Hardship Waiver
Do not submit waivers for studentathletes who have not participated
 If you wish to appeal a denied waiver,
submit a written request and it will be
brought before the FARA for a
decision
 Medical Hardship waivers does not
extend the five year clock
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Medical Hardship Waiver
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DOCUMENTATION STANDARDS
1. Contemporaneous diagnosis of
injury
2. Acknowledgement that the injury is
incapacitating
3. Length of incapacitation
1. Contemporaneous Diagnosis of
Injury
The legislation requires documentation
from the time of the injury or illness
 Documentation that validates when
the injury illness occurred
 Documentation that verifies initial
severity of injury or illness
 Original physician visit, surgery
reports, emergency room records, etc.
2. Acknowledgement that Injury or
Illness is Incapacitating
Documentation from a physician
demonstrating that injury/illness is
incapacitating
*Contemporaneous documentation
from treating physician indicating
injury/illness is incapacitating
OR
2. Acknowledgement that Injury or
Illness is Incapacitating
Non-contemporaneous documents from
treating physician explaining injury as
incapacitating.
 Must be supplemented with
contemporaneous documentation
form same physician
 Treatment logs, doctors visits, rehab
records, training room records.
3. Length of Incapacitation
Estimated length of incapacitation or
recovery-time range noted within
contemporaneous documentation;
 AND
 Contemporaneous documentation of
follow-up physician visits/documentation of “not-cleared”
 Treatment logs, trainers notes, rehab
records, etc.
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Appeal Process
The Conference Office does not have
the ability to step outside of the
legislation
 Appeals can be made to the NCAA
Student-Athlete Reinstatement staff
and NCAA SAR Committee
 Appeals need to have an extraordinary
circumstances that warrant granting
an appeal
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NCAA WAIVERS
Do your research regarding precedent
(LSDBi); if similar case were denied,
do not submit unless there are some
extraordinary circumstances that
would warrant the waiver to be
approved
 Always include the Buckley Form.
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ADDITIONAL
INFORMATION
Commissioner’s AllAcademic Award
Commissioner’s All-Academic
Award
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Due January 31
Men’s and Women’s Form
Include total number of student-athletes
Only include Sophomores to Seniors
Only include Transfers if they have been in
residence at your institution for a year
MEAC TICKET
POLICY
MEAC TICKET POLICY
PERMISSIBLE AMOUNT OF PASSES
- 240 Football
- 60 Men’s Basketball
- 60 Women’s Basketball
DIRECTORS OF ATHLETICS TICKETS
- 60 Tickets for Football
- 30 Tickets for Men’s & Women’s
Basketball
combined
MEAC TICKET POLICY
Discuss the
policy with your
coaches and
ticket personnel.
MEAC TICKET POLICY
THIS IS A
PLAYER’S
GUEST LIST
ONLY!
Coaches, equipment managers, trainers, etc. guests
may not be listed on the players ticket list.
MEAC TICKET POLICY
List needs to be on
campus by 9:00am
the day of the contest.
MEAC TICKET POLICY
It must be signed by the
Compliance Coordinator
and faxed to the hosting
Compliance Coordinator.
It should not be
submitted by the coach.
MEAC TICKET POLICY
Remember to send
the ticket list back
to the institution
within 72 hours of
the contest
NCAA POLICY
Complimentary
admissions shall be
provided only through a
pass list for individuals
designated by the studentathlete. "Hard tickets"
shall not be issued.
NCAA Bylaw 16.2.1.2.1
Issuance Procedures
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The individual utilizing the
complimentary admission must
present identification to the person
supervising the use of the pass list at
the admission gate. The individual
then shall be provided a ticket stub or
other identification of a specified
reserved seat or seating area or
treated as a general-admission ticket
holder.
Weekly Participation
Form
Weekly Participation Form
Must be submitted by Tuesday
following the contest for football
 Submitted at the end of the month for
all other sports on the dates indicated
 Fill the form out completely (sport)
 REMEMBER: You are responsible
for submitting the forms, not your
coach
 Failure to Submit = $100 per Contest
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Interpretation Request Form
Interpretation Request Form
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Phone calls and face to face are not
official interpretations
Interpretations must be made in writingaccurate information can be expressed
You may use email (Prefer)
All interpretations must come through
Compliance Coordinator (Do you know
what’s going on?)
Please forward NCAA interpretations
need to be filter through the conference
Office to Conference Contact.