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2009 Compliance Workshop Westin Hotel Virginia Beach, Virginia July 14, 2009 “A Compliance Paradise”

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Presentation on theme: "2009 Compliance Workshop Westin Hotel Virginia Beach, Virginia July 14, 2009 “A Compliance Paradise”"— Presentation transcript:

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2 2009 Compliance Workshop Westin Hotel Virginia Beach, Virginia July 14, 2009 “A Compliance Paradise”

3 MEAC COMPLIANCE OVERVIEW

4 Compliance Overview & Forms Dates to Remember Dates to Remember Recruiting Recruiting Eligibility Eligibility 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

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. WILL STRICTLY ENFORCE FINES! WILL STRICTLY ENFORCE FINES!

9 Recruiting

10 Recruiting Coaches Exam Administrator's Form Coaches Exam Administrator's Form Recruiting Calendars Recruiting Calendars National Letters of Intent National Letters of Intent

11 Coaches Exam Request Must submit NCAA Coaches Administrator’s Form via fax. (Required NCAA Policy) Must submit NCAA Coaches Administrator’s Form via fax. (Required NCAA Policy) 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 haven’t already done so. 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. 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. Check NCAA Website for any changes to the calendar. Recruiting Calendars – check before signing off on recruiting visits. Check NCAA Website for any changes to the calendar.

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 Eligibility

16 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

17 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)

18 CERTIFICATION Certification procedures must be in writing to include all individuals involved. Certification procedures must be in writing to include all individuals involved. Show your work. How did you determine eligibility status. Keep satisfactory progress forms on file in each student- athletes file with transcripts. Show your work. How did you determine eligibility status. Keep satisfactory progress forms on file in each student- athletes file with transcripts.

19 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.

20 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.

21 SPOT CHECKS The Conference Office DOES NOT certify eligibility. The Conference Office DOES NOT certify eligibility. Eligibility Certification are reviewed for errors and filed. Eligibility Certification are reviewed for errors and filed. Fall 2009, the Conference Office will be performing random spot checks on student-athletes files Fall 2009, the Conference Office will be performing random spot checks on student-athletes files

22 FINANCES

23 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

24 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, 2010 Send final squad list by June 15, 2010 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

25 Special Assistance Fund $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

26 SPECIAL ASSISTANCE FUND 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.

27 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

28 SPECIAL ASSISTANCE FUND 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.

29 Student-Athlete Opportunity Fund

30 Student Athlete Opportunity Fund Complete SAOF Institutional Form via NCAA Website by June 15, Complete SAOF Institutional Form via NCAA Website by June 15, Do not include the SAF portion of the fund in the report. The Conference Office will complete that information. Do not include the SAF portion of the fund in the report. The Conference Office will complete that information.

31 MEAC Drug Education Sub-Grant

32 $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, 2010 Can submit the application throughout the academic year until April 15, 2010 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

33 VIOLATIONS

34 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

35 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.

36 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.

37 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.

38 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.

39 CHAMPIONSHIP FORMS

40 Championship Forms are always due with entry forms. Championship Forms are always due with entry forms. Forms will include seniors and Academic recognition (3.0 GPA) Forms will include seniors and Academic recognition (3.0 GPA) please review form with coach to make sure everyone that should be included for the academic and senior recognition is on the form please review form with coach to make sure everyone that should be included for the academic and senior recognition is on the form

41 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

42 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

43 FAILURE TO SUBMIT ENTRY FORMS = $200 EVENT ENTRY FORMS = $100 CHAMPIONSHIP FORMS = $50

44 MEDICAL HARDSHIP WAIVERS

45 Medical Hardship Waivers You may submit forms at anytime- You don’t have to wait You may submit forms at anytime- You don’t 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

46 Medical Hardship Waiver Doctor’s letter stating “incapacitating” injury Doctor’s 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

47 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

48 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

49 ADDITIONAL INFORMATION

50 MEAC TICKET POLICY

51 PERMISSIBLE AMOUNT OF PASSES PERMISSIBLE AMOUNT OF PASSES Football - 60 Men’s Basketball - 60 Men’s Basketball - 60 Women’s Basketball - 60 Women’s Basketball DIRECTORS OF ATHLETICS TICKETS - 60 Tickets for Football - 60 Tickets for Football - 30 Tickets for Men’s & Women’s Basketball - 30 Tickets for Men’s & Women’s Basketball combined combined

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

53 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.

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

55 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.

56 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

57 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.

58 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.

59 Weekly Participation Form

60 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

61 Interpretation Request

62 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 what’s going on?) All interpretations must come through Compliance Coordinator (Do you know what’s going on?) NCAA interpretations need to be filter through the conference Office to Conference Contact. NCAA interpretations need to be filter through the conference Office to Conference Contact.

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64 COMPLIANCE PARADISE LIFE SAVERS BEST PRACTICES

65 SOMETIMES AS A COMPLIANCE COORDINATOR, YOU FEEL LIKE YOU ARE…

66 ON AN ISLAND ALL BY YOURSELF!

67 Why???

68 WHAT ARE THE WAYS TO ENSURE THAT YOU DO NOT REMAIN ON AN ISLAND BY YOURSELF?


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