2009 compliance workshop westin hotel virginia beach, virginia july 14, 2009 “a compliance...

2009 Compliance 2009 Compliance WorkshopWorkshop

Westin HotelWestin Hotel

Virginia Beach, VirginiaVirginia Beach, Virginia

July 14, 2009July 14, 2009

““A Compliance A Compliance Paradise”Paradise”

MEAC MEAC COMPLIANCECOMPLIANCE

OVERVIEWOVERVIEW

Compliance Overview & Compliance Overview & FormsForms

• Dates to RememberDates to Remember

• RecruitingRecruiting

• EligibilityEligibility

• FinancesFinances

• ViolationsViolations

• Championship FormsChampionship Forms

• Medical Hardship Medical Hardship WaiversWaivers

• Additional Additional Information & FormsInformation & Forms

Dates to Dates to RememberRemember

Dates to RememberDates to Remember

• 2009-10 Compliance Calendar2009-10 Compliance Calendar

• 2009-10 Compliance Deadlines2009-10 Compliance Deadlines

• Compliance Planner Compliance Planner

• 2009-10 MEAC Calendar of Events2009-10 MEAC Calendar of Events

MEETING DEADLINESMEETING DEADLINES• Need to disseminate calendar/deadlines to Need to disseminate calendar/deadlines to

involved individuals, i.e. coaches, involved individuals, i.e. coaches, administrators, registrars, etc. to include administrators, registrars, etc. to include FAR.FAR.

• Need to set internal departmental Need to set internal departmental deadlines to meet MEAC/NCAA deadlines. deadlines to meet MEAC/NCAA deadlines. Take into account time of year Take into account time of year (registration) and allow at least 3-5 days (registration) and allow at least 3-5 days lead way to meet deadlines.lead way to meet deadlines.

• Send reminders to coaches regarding Send reminders to coaches regarding deadlines and penalties for not meeting deadlines and penalties for not meeting deadlines.deadlines.

MEETING DEADLINESMEETING DEADLINES• You, the Compliance Coordinator, are You, the Compliance Coordinator, are

responsible for submitting information responsible for submitting information unless otherwise noted. So check the unless otherwise noted. So check the calendar on a regular basis.calendar on a regular basis.

• There are no surprise deadlines when you There are no surprise deadlines when you have a calendar.have a calendar.

• Double check recruiting calendars before Double check recruiting calendars before you sign off for recruiting visits. Ask you sign off for recruiting visits. Ask coach to submit a copy of the calendar coach to submit a copy of the calendar with paperwork.with paperwork.

• WILL STRICTLY ENFORCE FINES!WILL STRICTLY ENFORCE FINES!

RecruitingRecruiting

RecruitingRecruiting

• Coaches Exam Administrator's Coaches Exam Administrator's FormForm

• Recruiting CalendarsRecruiting Calendars

• National Letters of IntentNational Letters of Intent

Coaches Exam RequestCoaches Exam Request

• MustMust submit NCAA Coaches Administrator’s submit NCAA Coaches Administrator’s Form via fax. (Required NCAA Policy)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 If you give the hard copy of the test, you must

print out a new test for each individual coach. print out a new test for each individual coach. (You CANNOT duplicate the same test!) – MEAC(You CANNOT duplicate the same test!) – MEAC

• If you give the hard copy of test, you must put If you give the hard copy of test, you must put the results online.the results online.

Coaches Exam RequestCoaches Exam Request

• My coach failed? Review with him/her the My coach failed? Review with him/her the bylaws missed from the results. The bylaws missed from the results. The results may not leave with the coach.results may not leave with the coach.

• The coach cannot take the test no earlier The coach cannot take the test no earlier than 30 days after taking the first test. than 30 days after taking the first test.

• The 08-09 test is good until July 31The 08-09 test is good until July 31stst. .

• However, if a coach takes the 09-10 test However, if a coach takes the 09-10 test and fails, they will not be able to recruit and fails, they will not be able to recruit under the 08-09 exam. under the 08-09 exam.

RecruitingRecruiting • Please review Recruiting Proposals with Please review Recruiting Proposals with

your coaches before they go out recruiting your coaches before they go out recruiting if you haven’t already done so.if you haven’t already done so.

• Make sure you give them this information Make sure you give them this information when they are taking the Coaches Exam.when they are taking the Coaches Exam.

• Review Recruiting Visit Policies with PSAs.Review Recruiting Visit Policies with PSAs.

• Recruiting Calendars – check before Recruiting Calendars – check before signing off on recruiting visits. Check NCAA signing off on recruiting visits. Check NCAA Website for any changes to the calendar.Website for any changes to the calendar.

National Letters of IntentNational Letters of Intent

• Make sure they are submitted to Make sure they are submitted to conference office within 21 daysconference office within 21 days

• Recommend Compliance Coordinator Recommend Compliance Coordinator submit NLIssubmit NLIs

• Check to make sure form is filled out Check to make sure form is filled out completely (i.e. date issued, sport, completely (i.e. date issued, sport, institution, birth date)institution, birth date)

• Only need to submit last page of NLI Only need to submit last page of NLI and Grant-in-aid formand Grant-in-aid form

Eligibility Eligibility

Eligibility Certification Eligibility Certification FormForm

• Use CAi Eligibility ReportUse CAi Eligibility Report

• SUBMIT YOUR FORMS IN ON TIME!SUBMIT YOUR FORMS IN ON TIME!

• Plan ahead when submitting addendumsPlan ahead when submitting addendums

• Use student-athletes given name- No Use student-athletes given name- No nicknames or middle namesnicknames or middle names

• Do not submit form without all signatures.Do not submit form without all signatures.

• Failure to Submit = $150 per sportFailure to Submit = $150 per sport

CAi Certification FormCAi Certification Form

• Signatures must be as follows:Signatures must be as follows:

1. Registrar1. Registrar

2. Faculty Athletics Representative2. Faculty Athletics Representative

3. Director of Athletics3. Director of Athletics

4. Compliance Coordinator 4. Compliance Coordinator (Place (Place signature and date at the top right of signature and date at the top right of page)page)

CERTIFICATIONCERTIFICATION

• Certification procedures must be in Certification procedures must be in writing to include all individuals writing to include all individuals involved.involved.

• Show your work. How did you Show your work. How did you determine eligibility status. Keep determine eligibility status. Keep satisfactory progress forms on file in satisfactory progress forms on file in each student-athletes file with each student-athletes file with transcripts.transcripts.

Mid-Year CertificationMid-Year Certification

• Submit Mid-Year Certification prior Submit Mid-Year Certification prior to the first day of classes.to the first day of classes.

• Must be submitted before the first Must be submitted before the first date of competition in the new date of competition in the new academic year.academic year.

• Plan ahead to submit after grades Plan ahead to submit after grades are submitted in the Fall Semester.are submitted in the Fall Semester.

What happens when What happens when someone is out of the someone is out of the office?office?• Did you plan ahead? Do you review Did you plan ahead? Do you review

the due dates with all involved to the due dates with all involved to make a plan?make a plan?

• Who is authorized to sign when that Who is authorized to sign when that person is out of the office? person is out of the office?

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

SPOT CHECKSSPOT CHECKS

• The Conference Office The Conference Office DOES NOTDOES NOT certify eligibility. certify eligibility.

• Eligibility Certification are reviewed Eligibility Certification are reviewed for errors and filed.for errors and filed.

• Fall 2009, the Conference Office will Fall 2009, the Conference Office will be performing random spot checks be performing random spot checks on student-athletes fileson student-athletes files

FINANCESFINANCES

Squad ListsSquad Lists

• Must submit squad lists with Must submit squad lists with signatures on the squad lists from signatures on the squad lists from the Athletic Director, Head Coach the Athletic Director, Head Coach and Compliance Coordinator and Compliance Coordinator

• Financial Aid Director must sign off Financial Aid Director must sign off on the final squad list that is on the final squad list that is submitted in submitted in June 15June 15

Squad ListsSquad Lists

• SUBMIT FORMS ON TIME!SUBMIT FORMS ON TIME!• Submit according to Compliance Submit according to Compliance

Calendar; due the same day as eligibility Calendar; due the same day as eligibility certificates unless otherwise indicatedcertificates unless otherwise indicated

• Submit updates with eligibility Submit updates with eligibility certification addendums (with signatures)certification addendums (with signatures)

• Send final squad list by June 15, 2010Send final squad list by June 15, 2010• Need to use the Compliance Assistance Need to use the Compliance Assistance

Internet Internet • Remember this is a working document.Remember this is a working document.• Failure to submit = $100Failure to submit = $100

Special Assistance FundSpecial 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 Expenses or actual economy airfare for family emergenciesfamily emergencies

• Keep within your budgetKeep within your budget

• Unused monies will be rolled-over to the Unused monies will be rolled-over to the following yearfollowing year

SPECIAL ASSISTANCE SPECIAL ASSISTANCE FUNDFUND

• PLEASE MAKE SURE ITEMS THAT PLEASE MAKE SURE ITEMS THAT REQUIRE RECIEPTS ARE REQUIRE RECIEPTS ARE INCLUDED (I.E. MEDICAL, INCLUDED (I.E. MEDICAL, EMERGENCY AND COURSE EMERGENCY AND COURSE SUPPLIES).SUPPLIES).

• Make sure all signatures are on Make sure all signatures are on form.form.

• Make sure the form is complete.Make sure the form is complete.


NO SPORTS SPECIFIC ITEMS -NO SPORTS SPECIFIC ITEMS -

i.e., running tights, spikes, golf shirts, i.e., running tights, spikes, golf shirts, golf gloves, practice clothes, etc.golf gloves, practice clothes, etc.

CLOTHING & SHOES ONLY -CLOTHING & SHOES ONLY -

No groceries or suppliesNo groceries or supplies


• Keep all receipts on fileKeep all receipts on file

• What if they do not return the What if they do not return the receipts? Apply debt to student-receipts? Apply debt to student-athletes account. athletes account.

Student-Athlete Student-Athlete Opportunity Opportunity FundFund

Student Athlete Student Athlete Opportunity FundOpportunity Fund

• Complete SAOF Institutional Form via Complete SAOF Institutional Form via NCAA Website by NCAA Website by June 15, 2010June 15, 2010..

• Do not include the SAF portion of the Do not include the SAF portion of the fund in the report. The Conference fund in the report. The Conference Office will complete that information.Office will complete that information.

MEAC Drug MEAC Drug Education Education Sub-GrantSub-Grant

MEAC Drug Education MEAC Drug Education Sub-GrantSub-Grant

• $1000 per year is available to each $1000 per year is available to each institutioninstitution

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

• Brief summary describing what the Brief summary describing what the money will be used for must money will be used for must accompany the applicationaccompany the application

VIOLATIONSVIOLATIONS

SELF REPORTSELF REPORT

• Level I must be submitted directly to Level I must be submitted directly to NCAA and copy to conference officeNCAA and copy to conference office

• Level II must be submitted directly Level II must be submitted directly to the conference officeto the conference office

• Please use NCAA Self-Report FormPlease use NCAA Self-Report Form


• Refer to the Level II Secondary Refer to the Level II Secondary Penalty Schedule Penalty Schedule

• You must use the minimum penalty.You must use the minimum penalty.

• Letter of Reprimand or Letter of Reprimand or Admonishment – You must submit a Admonishment – You must submit a copy of the letters to the conference copy of the letters to the conference office.office.


• Institutional Response-What is your Institutional Response-What is your self imposed penalty? What self imposed penalty? What measures did you put in place to measures did you put in place to prevent it from happening again.prevent it from happening again.

VIOLATIONS OF MEAC VIOLATIONS OF MEAC POLICYPOLICY

• Participation of an ineligible playerParticipation of an ineligible player

• Submit to the Conference Office the Submit to the Conference Office the contests in which the student-contests in which the student-athlete(s) participated in. athlete(s) participated in.

• Indicate whether the MEAC contest Indicate whether the MEAC contest was a win/loss.was a win/loss.

INVESTIGATING INVESTIGATING VIOLATIONSVIOLATIONS

• You should notify the conference office You should notify the conference office if you have determined that there is a if you have determined that there is a possible violation in writing and that possible violation in writing and that you are investigating it. Once your you are investigating it. Once your investigation is completed either investigation is completed either submit a self-report or send a letter submit a self-report or send a letter stating that it was determined that stating that it was determined that there was no violation.there was no violation.

CHAMPIONSHIP CHAMPIONSHIP FORMSFORMS

CHAMPIONSHIP FORMSCHAMPIONSHIP FORMS

• Championship Forms are always due Championship Forms are always due with entry forms. with entry forms.

• Forms will include seniors and Forms will include seniors and Academic recognition (3.0 GPA)Academic recognition (3.0 GPA)

• please review form with coach to please review form with coach to make sure everyone that should be make sure everyone that should be included for the academic and senior included for the academic and senior recognition is on the formrecognition is on the form

Entry FormsEntry Forms

• Check forms to make sure consistent Check forms to make sure consistent with eligibility certification. If different with eligibility certification. If different send in form with corrections.send in form with corrections.

• If your coaches complete the form, ask If your coaches complete the form, ask them to leave seasons of competition them to leave seasons of competition blank for you to completeblank for you to complete

• Check the forms before they leave your Check the forms before they leave your campuscampus

Entry & Event Entry Entry & Event Entry FormsForms• Five (5) business days from due Five (5) business days from due

date, forms are submitted to date, forms are submitted to ChampionshipsChampionships

• All forms that are not rectified will All forms that are not rectified will not be submitted-forms with not be submitted-forms with inconsistencies will not be submittedinconsistencies will not be submitted

• FORMS ARE NOT OFFICIAL FORMS ARE NOT OFFICIAL UNLESS THEY ARE SENT BY UNLESS THEY ARE SENT BY COMPLIANCE COORDINATORCOMPLIANCE COORDINATOR

FAILURE TO SUBMITFAILURE TO SUBMIT

ENTRY FORMS = $200ENTRY FORMS = $200EVENT ENTRY FORMS = $100EVENT ENTRY FORMS = $100 CHAMPIONSHIP FORMS = $50 CHAMPIONSHIP FORMS = $50

MEDICAL HARDSHIP MEDICAL HARDSHIP WAIVERSWAIVERS

Medical Hardship Medical Hardship WaiversWaivers• You may submit forms at anytime- You You may submit forms at anytime- You

don’t have to waitdon’t have to wait• Include all final statistics for the student-Include all final statistics for the student-

athlete; individual & team athlete; individual & team • Weekly Participation Forms are Weekly Participation Forms are notnot

acceptableacceptable• The conference office will only accept The conference office will only accept

official statsofficial stats• Check the statistics- Does it reflect what Check the statistics- Does it reflect what

you knowyou know

Medical Hardship WaiverMedical Hardship Waiver • Doctor’s letter stating Doctor’s letter stating

“incapacitating” injury“incapacitating” injury

• Need trainers notes and any Need trainers notes and any pertinent medical documentation pertinent medical documentation

• Incomplete applications will be sent Incomplete applications will be sent back to the institution back to the institution

Medical Hardship WaiverMedical Hardship Waiver

• Do not submit waivers for student-Do not submit waivers for student-athletes who have not participatedathletes who have not participated

• If you wish to appeal a denied If you wish to appeal a denied waiver, submit a written request and waiver, submit a written request and it will be brought before the FARA it will be brought before the FARA for a decisionfor a decision

• Medical Hardship waivers does not Medical Hardship waivers does not extend the five year clock extend the five year clock

Appeal ProcessAppeal Process

• The Conference Office does not have The Conference Office does not have the ability to step outside of the the ability to step outside of the legislationlegislation

• Appeals can be made to the NCAA Appeals can be made to the NCAA Student-Athlete Reinstatement staff Student-Athlete Reinstatement staff and NCAA SAR Committeeand NCAA SAR Committee

• Appeals need to have an Appeals need to have an extraordinary circumstances that extraordinary circumstances that warrant granting an appealwarrant granting an appeal

ADDITIONAL ADDITIONAL INFORMATIONINFORMATION

MEAC TICKET POLICYMEAC TICKET POLICY


PERMISSIBLE AMOUNT OF PASSESPERMISSIBLE AMOUNT OF PASSES- 240 Football- 240 Football

- 60 Men’s Basketball- 60 Men’s Basketball - 60 Women’s Basketball- 60 Women’s Basketball

DIRECTORS OF ATHLETICS TICKETSDIRECTORS OF ATHLETICS TICKETS - 60 Tickets for Football- 60 Tickets for Football - 30 Tickets for Men’s & Women’s - 30 Tickets for Men’s & Women’s

Basketball Basketball combinedcombined


Discuss the Discuss the policy with your policy with your

coaches and coaches and ticket personnel.ticket personnel.


THIS IS A THIS IS A PLAYER’S PLAYER’S

GUEST LIST GUEST LIST ONLYONLY!!

Coaches, equipment managers, trainers, etc. Coaches, equipment managers, trainers, etc. guests guests may notmay not be listed on the players ticket list. be listed on the players ticket list.


List needs to be on List needs to be on campus by 9:00am campus by 9:00am

the day of the the day of the contest.contest.


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


Remember to send Remember to send the ticket list back the ticket list back to the institution to the institution within 72 hours of within 72 hours of the contestthe contest

NCAA POLICYNCAA POLICYComplimentary Complimentary admissions shall be admissions shall be provided only through a provided only through a pass list for individuals pass list for individuals designated by the student-designated by the student-athlete. "athlete. "HardHard ticketstickets" " shall not be issued.shall not be issued.

NCAA Bylaw 16.2.1.2.1 NCAA Bylaw 16.2.1.2.1 Issuance ProceduresIssuance Procedures

• The individual utilizing the The individual utilizing the complimentary admission must complimentary admission must present identification to the person present identification to the person supervising the use of the pass list at supervising the use of the pass list at the admission gate. The individual the admission gate. The individual then shall be provided a then shall be provided a ticket stub ticket stub or other identificationor other identification of a specified of a specified reserved seat or seating area or reserved seat or seating area or treated as a general-admission ticket treated as a general-admission ticket holder. holder.

Weekly Weekly Participation FormParticipation Form

Weekly Participation Weekly Participation FormForm• Must be submitted by Tuesday following Must be submitted by Tuesday following

the contest for football the contest for football

• Submitted at the end of the month for Submitted at the end of the month for all other sports on the dates indicatedall other sports on the dates indicated

• Fill the form out completely (sport)Fill the form out completely (sport)

• REMEMBER: You are responsible for REMEMBER: You are responsible for submitting the forms, not your coach submitting the forms, not your coach

• Failure to Submit = $100 per ContestFailure to Submit = $100 per Contest

Interpretation RequestInterpretation Request

Interpretation RequestInterpretation Request• Phone calls and face to face are not official Phone calls and face to face are not official

interpretationsinterpretations• Interpretations must be made in writing-Interpretations must be made in writing-

accurate information can be expressedaccurate information can be expressed• You may use email (Prefer)You may use email (Prefer)• All interpretations must come through All interpretations must come through

Compliance Coordinator (Do you know Compliance Coordinator (Do you know what’s going on?)what’s going on?)

• NCAA interpretations need to be filter NCAA interpretations need to be filter through the conference Office to Conference through the conference Office to Conference Contact.Contact.

COMPLIANCE PARADISECOMPLIANCE PARADISELIFE SAVERSLIFE SAVERS

BEST PRACTICESBEST PRACTICES

SOMETIMES AS A SOMETIMES AS A COMPLIANCE COMPLIANCE

COORDINATOR, COORDINATOR, YOU FEEL LIKE YOU YOU FEEL LIKE YOU

ARE…ARE…

ON AN ISLAND ALL BY YOURSELF!

Why???Why???

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

2009 compliance workshop westin hotel virginia beach, virginia july 14, 2009 “a compliance...

Documents

compliance calendar

recruiting slide

meeting deadlines

meacncaa deadlines

surprise deadlines

compliance paradise

meac compliance overview

ncaa coaches administrators