“A Compliance
Paradise”
2009 Compliance Workshop
Westin Hotel
Virginia Beach, Virginia
July 14, 2009
MEAC
COMPLIANCE
OVERVIEW
Compliance Overview & Forms
•
•
•
•
Dates to Remember
Recruiting
Eligibility
Finances
• Violations
• Championship Forms
• Medical Hardship
•
Waivers
Additional
Information & Forms
Dates to Remember
Dates to Remember
• 2009-10 Compliance Calendar
• 2009-10 Compliance Deadlines
• Compliance Planner
• 2009-10 MEAC Calendar of Events
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.
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.
• WILL STRICTLY ENFORCE FINES!
Recruiting
Recruiting
• Coaches Exam Administrator's Form
• Recruiting Calendars
• National Letters of Intent
Coaches Exam Request
• Must submit NCAA Coaches Administrator’s Form
•
•
•
via fax. (Required NCAA Policy)
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 08-09 test is good until July 31st.
• However, if a coach takes the 09-10 test and
fails, they will not be able to recruit under
the 08-09 exam.
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. Check
NCAA Website for any changes to the
calendar.
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
Eligibility
Eligibility Certification Form
• 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
• 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)
CERTIFICATION
• 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 studentathletes file with transcripts.
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.
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.
SPOT CHECKS
• The Conference Office DOES NOT
certify eligibility.
• Eligibility Certification are reviewed
for errors and filed.
• Fall 2009, the Conference Office will
be performing random spot checks on
student-athletes files
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
Squad Lists
• 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, 2010
• Need to use the Compliance Assistance
Internet
• Remember this is a working document.
• Failure to submit = $100
Special Assistance Fund
• $850 limit per student-athlete per year
• $500 limit for travel
• Expenses or actual economy airfare for
family emergencies
• Keep within your budget
• Unused monies will be rolled-over to the
following year
SPECIAL ASSISTANCE
FUND
• 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.
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
• Keep all receipts on file
• What if they do not return the
receipts? Apply debt to studentathletes account.
Student-Athlete
Opportunity
Fund
Student Athlete Opportunity
Fund
• Complete SAOF Institutional Form via
NCAA Website by June 15, 2010.
• Do not include the SAF portion of the
fund in the report. The Conference
Office will complete that information.
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, 2010
• Brief summary describing what the
money will be used for must
accompany the application
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
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.
SELF REPORT
• Institutional Response-What is your
self imposed penalty? What measures
did you put in place to prevent it from
happening again.
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.
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.
CHAMPIONSHIP
FORMS
CHAMPIONSHIP FORMS
• Championship Forms are always due
with entry forms.
• 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
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
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
FAILURE TO SUBMIT
ENTRY FORMS = $200
EVENT ENTRY FORMS = $100
CHAMPIONSHIP FORMS = $50
MEDICAL HARDSHIP
WAIVERS
Medical Hardship Waivers
• 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
Medical Hardship Waiver
• 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
• Medical Hardship waivers does not
extend the five year clock
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
ADDITIONAL
INFORMATION
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
• 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
Interpretation Request
Interpretation Request
• 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?)
• NCAA interpretations need to be filter
through the conference Office to
Conference Contact.
COMPLIANCE PARADISE
LIFE SAVERS
BEST PRACTICES
SOMETIMES AS A
COMPLIANCE
COORDINATOR, YOU
FEEL LIKE YOU ARE…
ON AN ISLAND ALL BY
YOURSELF!
Why???
WHAT ARE THE WAYS TO
ENSURE THAT YOU DO
NOT REMAIN ON AN
ISLAND BY YOURSELF?