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2008 Compliance Workshop Grand Hyatt Hotel San Antonio, Texas June 2, 2008 Compliance Road Show.

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Presentation on theme: "2008 Compliance Workshop Grand Hyatt Hotel San Antonio, Texas June 2, 2008 Compliance Road Show."— Presentation transcript:

1

2 2008 Compliance Workshop Grand Hyatt Hotel San Antonio, Texas June 2, 2008 Compliance Road Show

3 MEAC COMPLIANCE OVERVIEW

4 Compliance Overview & Forms Dates to Remember Dates to Remember Recruiting Recruiting Eligibility Eligibility Legislation Legislation Finances Finances Violations Violations Championship Forms Championship Forms Medical Hardship Waivers Medical Hardship Waivers Additional Information & Forms Additional Information & Forms

5 Dates to Remember

6 Compliance Calendar Compliance Calendar Compliance Deadlines Compliance Deadlines Compliance Planner Compliance Planner MEAC Calendar of Events MEAC Calendar of Events MEAC Championship Entry Forms Due Dates MEAC Championship Entry Forms Due Dates MEAC Schedule Submission Deadlines MEAC Schedule Submission Deadlines NCAA Deadline Information NCAA Deadline Information

7 MEETING DEADLINES Need to disseminate calendar/deadlines to involved individuals, i.e. coaches, administrators, registrars, etc. to include FAR. 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. 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. Send reminders to coaches regarding deadlines and penalties for not meeting deadlines.

8 MEETING DEADLINES You, the Compliance Coordinator, are responsible for submitting information unless otherwise noted. So check the calendar on a regular basis. 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. 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. Double check recruiting calendars before you sign off for recruiting visits. Ask coach to submit a copy of the calendar with paperwork.

9 Recruiting

10 Recruiting Coaches Exam Administrator's Form Coaches Exam Administrator's Form Recruiting Proposals Recruiting Proposals MEAC Recruiting Policy MEAC Recruiting Policy Recruiting Calendars Recruiting Calendars National Letter of Intent Signing Dates National Letter of Intent Signing Dates Transfer Student-Athlete Basic Policy Transfer Student-Athlete Basic Policy MEAC Policy on Intra-Conference Transfer Rule MEAC Policy on Intra-Conference Transfer Rule

11 Coaches Exam Request Submit NCAA Coaches Administrators 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. Submit NCAA Coaches Administrators 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. 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 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. If you give the hard copy of test, you must put the results online.

12 Coaches Exam Request My coach failed? Review with him/her the bylaws missed from the results. The results may not leave with the coach. 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 coach cannot take the test no earlier than 30 days after taking the first test. The test is good until July 31 st. The test is good until July 31 st. However, if a coach takes the test and fails, they will not be able to recruit under the exam. However, if a coach takes the test and fails, they will not be able to recruit under the exam.

13 Recruiting Please review Recruiting Proposals with your coaches before they go out recruiting if you havent already done so. Please review Recruiting Proposals with your coaches before they go out recruiting if you havent already done so. Make sure you give them this information when they are taking the Coaches Exam. Make sure you give them this information when they are taking the Coaches Exam. Review Recruiting Visit Policies with PSAs. Review Recruiting Visit Policies with PSAs. Recruiting Calendars – check before signing off on recruiting visits. Recruiting Calendars – check before signing off on recruiting visits.

14 National Letters of Intent Make sure they are submitted to conference office within 21 days Make sure they are submitted to conference office within 21 days Recommend Compliance Coordinator submit NLIs Recommend Compliance Coordinator submit NLIs Check to make sure form is filled out completely (i.e. date issued, sport, institution, birth date) 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 Only need to submit last page of NLI and Grant-in-aid form

15 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; 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 Or if non-recruited and receives athletic aid and competed and/or practiced

16 Eligibility

17 Academic Requirements 1 st Full Time 07 1 st Full Time 06 1 st Full Time 05 1 st Full Time 04 Entering Second Year of Collegiate Enrollment Entering Third Year of Collegiate Enrollment Entering Fourth Year of Collegiate Enrollment 4 Entering Fifth Year of Collegiate Enrollment 24 semester/36 quarter credits 24 semester/36 quarter credits 18/27 credits earned during academic year 18/27 credits earned during academic year 90% of GPA for graduation# 90% of GPA for graduation# Six credits/term Six credits/term A maximum of six semester/nine quarter hours of remedial courses may be used in the first year A maximum of six semester/nine quarter hours of remedial courses may be used in the first year 40% of degree requirements 40% of degree requirements 18/27 credits earned during academic year 18/27 credits earned during academic year 95% of GPA for graduation# 95% of GPA for graduation# Six credits/term Six credits/term Declaration of degree program Declaration of degree program 60% of degree requirements 60% of degree requirements Completion of 24/36 hours or average 12 per term Completion of 24/36 hours or average 12 per term Hours earned during regular academic year (75/25) Hours earned during regular academic year (75/25) 95% of GPA for graduation# 95% of GPA for graduation# Six credits/term Six credits/term 75% of degree requirements 75% of degree requirements Completion of 24/36 hours or average 12 per term Completion of 24/36 hours or average 12 per term Hours earned during regular academic year (75/25) Hours earned during regular academic year (75/25) 95% of GPA for graduation# 95% of GPA for graduation# Six credits/term Six credits/term

18 Academic Requirements ACADEMIC REQUIREMENTS QUESTION AND ANSWERS DOCUMENT ACADEMIC REQUIREMENTS QUESTION AND ANSWERS DOCUMENT A USEFUL TOOL A USEFUL TOOL CHECK HERE FIRST CHECK HERE FIRST

19 Eligibility Certification Form Use CAi Eligibility Report Use CAi Eligibility Report SUBMIT YOUR FORMS IN ON TIME! SUBMIT YOUR FORMS IN ON TIME! Plan ahead when submitting addendums Plan ahead when submitting addendums Use student-athletes given name- No nicknames or middle names Use student-athletes given name- No nicknames or middle names Do not submit form without all signatures. Do not submit form without all signatures. Failure to Submit = $150 per sport Failure to Submit = $150 per sport

20 CAi Certification Form Signatures must be as follows: Signatures must be as follows: 1. Registrar 1. Registrar 2. Faculty Athletics Representative 2. Faculty Athletics Representative 3. Director of Athletics 3. Director of Athletics 4. Compliance Coordinator (Place signature and date at the top right of page) 4. Compliance Coordinator (Place signature and date at the top right of page)

21 Mid-Year Certification Submit Mid-Year Certification prior to the first day of classes. 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. 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. Plan ahead to submit after grades are submitted in the Fall Semester.

22 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? 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? 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. Send a letter to the Commissioner stating who will be authorized to sign in their absence.

23 NCAA Bylaw Institutional Responsibility – An institution shall not permit a student- athlete to represent it in intercollegiate athletics competition unless the student-athlete meets all applicable eligibility requirements, and the institution has certified the student-athletes eligibility. Institutional Responsibility – An institution shall not permit a student- athlete to represent it in intercollegiate athletics competition unless the student-athlete meets all applicable eligibility requirements, and the institution has certified the student-athletes eligibility.

24 Therefore, The Conference Office DOES NOT certify eligibility. The Conference Office DOES NOT certify eligibility. Eligibility Certification will be reviewed for errors and filed. Eligibility Certification will be reviewed for errors and filed.

25 LEGISLATION

26 Legislation NCAA Legislation Adopted by the Board of Directors that are effective in NCAA Legislation Adopted by the Board of Directors that are effective in 2008.

27 FINANCES

28 Squad Lists Must submit squad lists with signatures on the squad lists from the Athletic Director, Head Coach and Compliance Coordinator 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 Financial Aid Director must sign off on the final squad list that is submitted in June 15

29 Squad Lists SUBMIT FORMS ON TIME! SUBMIT FORMS ON TIME! Submit according to Compliance Calendar; due the same day as eligibility certificates unless otherwise indicated Submit according to Compliance Calendar; due the same day as eligibility certificates unless otherwise indicated Submit updates with eligibility certification addendums (with signatures) Submit updates with eligibility certification addendums (with signatures) Send final squad list by June 15, 2008 Send final squad list by June 15, 2008 Need to use the Compliance Assistance Internet Need to use the Compliance Assistance Internet Remember this is a working document. Remember this is a working document. Failure to submit = $100 Failure to submit = $100

30 Special Assistance Fund Read the reasons for request-are they appropriate? Read the reasons for request-are they appropriate? $850 limit per student-athlete per year $850 limit per student-athlete per year $500 limit for travel $500 limit for travel Expenses or actual economy airfare for family emergencies Expenses or actual economy airfare for family emergencies Keep within your budget Keep within your budget Unused monies will be rolled-over to the following year Unused monies will be rolled-over to the following year

31 SPECIAL ASSISTANCE FUND Please review itemization sheet. Please review itemization sheet. PLEASE MAKE SURE ITEMS THAT REQUIRE RECIEPTS ARE INCLUDED (I.E. MEDICAL, EMERGENCY AND COURSE SUPPLIES. 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 all signatures are on form Make sure the form is complete. Make sure the form is complete.

32 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 No groceries or supplies

33 SPECIAL ASSISTANCE FUND Travel for Emergency – Reimburse after travel with receipts Travel for Emergency – Reimburse after travel with receipts For mileage, use your institutional policy for mileage (i.e. $.30 a mile) For mileage, use your institutional policy for mileage (i.e. $.30 a mile) Keep all receipts on file Keep all receipts on file What if they do not return the receipts? Apply debt to student- athletes account. What if they do not return the receipts? Apply debt to student- athletes account.

34 SPECIAL ASSISTANCE FUND INTERNATIONAL STUDENT- ATHLETES – 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. INTERNATIONAL STUDENT- ATHLETES – 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.

35 Student-Athlete Opportunity Fund

36 Student Athlete Opportunity Fund Submit SAOF Institutional Form to conference office by June 15, Submit SAOF Institutional Form to conference office by June 15, 2008.

37 MEAC Drug Education Sub-Grant

38 $1000 per year is available to each institution $1000 per year is available to each institution Can submit the application throughout the academic year until April 15, 2008 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 Brief summary describing what the money will be used for must accompany the application

39 VIOLATIONS

40 SELF REPORT Level I must be submitted directly to NCAA and copy to conference office Level I must be submitted directly to NCAA and copy to conference office Level II must be submitted directly to the conference office Level II must be submitted directly to the conference office Please use NCAA Self-Report Form Please use NCAA Self-Report Form

41 SELF REPORT Refer to the Level II Secondary Penalty Schedule Refer to the Level II Secondary Penalty Schedule You must use the minimum penalty. You must use the minimum penalty. Letter of Reprimand or Admonishment – You must submit a copy of the letters to the conference office. Letter of Reprimand or Admonishment – You must submit a copy of the letters to the conference office.

42 SELF REPORT Institutional Response-What is your self imposed penalty? What measures did you put in place to prevent it from happening again. 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. Institutional control – Are you following the policies that you have put in place when you have an alleged violation.

43 VIOLATIONS OF MEAC POLICY Participation of an ineligible player Participation of an ineligible player Submit to the Conference Office the contests in which the student- athlete(s) participated in. Submit to the Conference Office the contests in which the student- athlete(s) participated in. Indicate whether the MEAC contest was a win/loss. Indicate whether the MEAC contest was a win/loss.

44 INVESTIGATING VIOLATIONS Document all investigations no matter how minor Document all investigations no matter how minor Do you need to review/update your investigative policy for your institution Do you need to review/update your investigative policy for your institution

45 INVESTIGATING VIOLATIONS 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. 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.

46 CHAMPIONSHIP FORMS

47 BANQUET FORMS Check form to make sure travel/squad size is within limits Check form to make sure travel/squad size is within limits Banquet Form is always due with entry forms. 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 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 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 Track & Field Event Entry Forms are done online and must be signed by the Compliance Coordinator

48 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 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 We will not make last minute recognitions without the approval of the Compliance Coordinator

49 Entry Forms Check forms to make sure consistent with eligibility certification. If different send in form with corrections. 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 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 Check the forms before they leave your campus

50 Entry & Event Entry Forms Five (5) business days from due date, forms are submitted to Championships 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 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 FORMS ARE NOT OFFICIAL UNLESS THEY ARE SENT BY COMPLIANCE COORDINATOR

51 FAILURE TO SUBMIT ENTRY FORMS = $200 EVENT ENTRY FORMS = $100 BANQUET FORMS = $50

52 WAIVERS

53 MEDICAL HARDSHIP WAIVERS

54 Medical Hardship Waivers You may submit forms at anytime- You dont have to wait You may submit forms at anytime- You dont have to wait Include all final statistics for the student- athlete; individual & team Include all final statistics for the student- athlete; individual & team Weekly Participation Forms are not acceptable Weekly Participation Forms are not acceptable The conference office will only accept official stats The conference office will only accept official stats Check the statistics- Does it reflect what you know Check the statistics- Does it reflect what you know

55 Medical Hardship Waiver Doctors letter stating incapacitating injury Doctors letter stating incapacitating injury Need trainers notes and any pertinent medical documentation Need trainers notes and any pertinent medical documentation Incomplete applications will be sent back to the institution Incomplete applications will be sent back to the institution

56 Medical Hardship Waiver Do not submit waivers for student- athletes who have not participated Do not submit waivers for student- athletes 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 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 Medical Hardship waivers does not extend the five year clock

57 Medical Hardship Waiver DOCUMENTATION STANDARDS DOCUMENTATION STANDARDS 1. Contemporaneous diagnosis of injury 2. Acknowledgement that the injury is incapacitating 2. Acknowledgement that the injury is incapacitating 3. Length of incapacitation 3. Length of incapacitation

58 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 validates when the injury illness occurred Documentation that verifies initial severity of injury or illness Documentation that verifies initial severity of injury or illness Original physician visit, surgery reports, emergency room records, etc. Original physician visit, surgery reports, emergency room records, etc.

59 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

60 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 Must be supplemented with contemporaneous documentation form same physician Treatment logs, doctors visits, rehab records, training room records. Treatment logs, doctors visits, rehab records, training room records.

61 3. Length of Incapacitation Estimated length of incapacitation or recovery-time range noted within contemporaneous documentation; Estimated length of incapacitation or recovery-time range noted within contemporaneous documentation; AND AND Contemporaneous documentation of follow-up physician visits/document- ation of not-cleared Contemporaneous documentation of follow-up physician visits/document- ation of not-cleared Treatment logs, trainers notes, rehab records, etc. Treatment logs, trainers notes, rehab records, etc.

62 Appeal Process The Conference Office does not have the ability to step outside of the legislation 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 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 Appeals need to have an extraordinary circumstances that warrant granting an appeal

63 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 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. Always include the Buckley Form.

64 ADDITIONAL INFORMATION

65 Commissioners All- Academic Award

66 Due January 31 Due January 31 Mens and Womens Form Mens and Womens Form Include total number of student-athletes Include total number of student-athletes Only include Sophomores to Seniors Only include Sophomores to Seniors Only include Transfers if they have been in residence at your institution for a year Only include Transfers if they have been in residence at your institution for a year

67 MEAC TICKET POLICY

68 PERMISSIBLE AMOUNT OF PASSES PERMISSIBLE AMOUNT OF PASSES Football - 60 Mens Basketball - 60 Mens Basketball - 60 Womens Basketball - 60 Womens Basketball DIRECTORS OF ATHLETICS TICKETS - 60 Tickets for Football - 60 Tickets for Football - 30 Tickets for Mens & Womens Basketball - 30 Tickets for Mens & Womens Basketball combined combined

69 MEAC TICKET POLICY Discuss the policy with your coaches and ticket personnel. Discuss the policy with your coaches and ticket personnel.

70 MEAC TICKET POLICY THIS IS A PLAYERS GUEST LIST ONLY! Coaches, equipment managers, trainers, etc. guests may not be listed on the players ticket list.

71 MEAC TICKET POLICY List needs to be on campus by 9:00am the day of the contest.

72 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. It must be signed by the Compliance Coordinator and faxed to the hosting Compliance Coordinator. It should not be submitted by the coach.

73 MEAC TICKET POLICY Remember to send the ticket list back to the institution within 72 hours of the contest Remember to send the ticket list back to the institution within 72 hours of the contest

74 NCAA POLICY Complimentary admissions shall be provided only through a pass list for individuals designated by the student- athlete. "Hard tickets" shall not be issued.

75 NCAA Bylaw Issuance Procedures 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. 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.

76 Weekly Participation Form

77 Must be submitted by Tuesday following the contest for football 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 Submitted at the end of the month for all other sports on the dates indicated Fill the form out completely (sport) Fill the form out completely (sport) REMEMBER: You are responsible for submitting the forms, not your coach REMEMBER: You are responsible for submitting the forms, not your coach Failure to Submit = $100 per Contest Failure to Submit = $100 per Contest

78 Interpretation Request Form

79 Phone calls and face to face are not official interpretations Phone calls and face to face are not official interpretations Interpretations must be made in writing- accurate information can be expressed Interpretations must be made in writing- accurate information can be expressed You may use (Prefer) You may use (Prefer) All interpretations must come through Compliance Coordinator (Do you know whats going on?) All interpretations must come through Compliance Coordinator (Do you know whats going on?) Please forward NCAA interpretations need to be filter through the conference Office to Conference Contact. Please forward NCAA interpretations need to be filter through the conference Office to Conference Contact.

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