Compliance Manual

Transcription

1 OKLAHOMA BAPTIST UNIVERSITY Compliance Manual

2 TABLE OF CONTENTS Compliance Manual Introduction... 3 OBU Philosophy of Athletics... 3 Principle of Institutional Control... 3 NCAA Principles for Conduct of Intercollegiate Athletics... 4 General Overview... 4 The Principles for Conduct of Intercollegiate Athletics The Principle of Institutional Control and Responsibility The Principle of Student-Athlete Well-Being... 4 The Principle of Gender Equity The Principle of Sportsmanship and Ethical Conduct The Principle of Sound Academic Standards The Principle of Diversity within Governance Structures The Principle of Rules Compliance Compliance Mission Statement... 7 OBU Compliance Office Directory... 7 Compliance Committee Responsibilities and Duties Roles and Responsibilities for those Involved in Compliance at Oklahoma Baptist University... 8 Admissions and Eligibility How to Apply to OBU Procedures for Certifying Initial and Continuing Eligibility Freshman Procedures...15 International Student Procedures...16 Transfer Student-Athlete Procedures...17 Amateurism Rules Education Head, Assistant Coaches, Graduate Assistants and Volunteer Assistants:...26 Department of Athletics Coaches and Staff Members Compliance Committee Student-Athletes Prospective Student-Athletes OBU Department Representatives of OBU Athletic Interests Rules Interpretations and Infractions Procedures for reporting and investigating rules violations Recruiting Procedures Coaches Certification Test: Annual Certification Procedures High School Prospective Student-Athletes Four-Year College Prospective Student-Athletes Off-Campus Recruiters Procedures and Documentation for Recruiting Procedures for documenting contacts and off campus recruiting Official visit guidelines Procedures for unofficial visit documentation. 35 Student host policy for official visits: Telephone calls Tryouts Tryout procedures for currently enrolled students (Non-Recruited Walk-On) Procedures for prospective student-athlete tryouts Institutional Financial Aid Policy Financial aid policy Procedures before Athletic Grant-in-Aid can be drafted and approved Procedure for awarding initial athletic Grant-in- Aid to new student-athletes Procedures for renewal of Grant-In-Aid Scholarships to returning student-athletes41

3 Revisions to Grant-in-Aid awards Policy On Student NCAA Financial Aid Appeals Procedures for declaring non-institutional outside financial aid Procedures for student-athlete summer and J-term semester financial aid National Letter of Intent NLI Playing and Practice Seasons Frequency of play and scheduling Declaration of playing season Monitoring playing and practice seasons Time limits for athletically-related activities Individual skill/team instruction: applicable rule Monthly practice reports Procedures for CARA log auditing Procedures for male practice players Miscellaneous policies and Procedures Awards and Benefits Student-Athlete Awards and Benefits Extra benefit defined General Benefit Limitations Benefits Considered Incidental to Participation52 Occasional Meals Policy Missed Class Time Policy Sports Wagering Student Employment Substance Abuse Policy Camps and Clinics Lists Academic Center Athletic Compliance Calendar Compliance Calendar

4 COMPLIANCE MANUAL INTRODUCTION Oklahoma Baptist University athletics is committed to NCAA, Great American Conference and institutional policies and procedures as they relate to all aspects of its athletic program. To assist our coaches, athletics staff and those outside of athletics with compliance responsibilities, the compliance office has compiled this manual as a guide. As a member of the OBU s coaching staff, you are responsible for completing compliance tasks in an efficient, effective and timely manner. OBU PHILOSOPHY OF ATHLETICS To provide programs of intercollegiate athletic competitions that will be consistent with and supportive of the purposes of the university. To provide a forum by which the athletically gifted student may develop his/her talent to the fullest while representing the University against outside competition in a wholesome, Christian manner. To provide an environment which will stimulate the academic growth of a student-athlete which will be beyond minimal conference / national standards and which will lead to graduation of the student-athletes. To encourage student-athlete to grow as Christians and as campus citizens by becoming involved in and assuming leadership roles in all aspects of campus life and by maintaining active chapters of organizations such as Fellowship of Christian Athletes and Athletes in Action. To enhance the public image of the University to students (spectators and players), to prospective students (athletes and non-athletes), alumni, other schools and other segments of the public. To serve as a means of aiding the participant, through team participation and cooperation. To define, organize and clarify a system of values, which is in harmony with a code of Christian ethics and which helps to establish a direction of personal, professional and societal behavior. PRINCIPLE OF INSTITUTIONAL CONTROL As OBU transitions to full membership in NCAA Division II, the principle governing our compliance efforts is the NCAA s Principle of Institutional Control as follows: It is the responsibility of each member institution to control its intercollegiate athletics program in compliance with the rules and regulations of the NCAA Division II. The institutions chief executive office is responsible for the administration of all aspects of the athletics program, including approval of the budget and audit of all expenditures. The institution s responsibility for the conduct of its intercollegiate athletics program includes responsibility for the actions of its staff members and for the actions of any other individual or organization engaged in activities promoting the athletics and promoting the athletics interests of the institution. 3

5 NCAA PRINCIPLES FOR CONDUCT OF INTERCOLLEGIATE ATHLETICS General Overview The NCAA has many rules. Each rule is developed to advance one of the NCAA s 16 basic guiding principles: It is Oklahoma Baptist University s position to abide by and strive to maintain each of the 16 NCAA guiding Principles of Conduct. The Principles for Conduct of Intercollegiate Athletics. Commitment to the Principle Governing of Institutional Control and Responsibility Commitment to the Principle Governing of Student-Athlete Well-being Commitment to the Principle Governing of Gender Equity Commitment to the Principle Governing of Diversity and Inclusion Commitment to the Principle Governing of Sportsmanship and Ethical Conduct Commitment to the Principle Governing of Sound Academic Standards Commitment to the Principle Governing of Nondiscrimination Commitment to the Principle Governing of Rules Compliance Commitment to the Principle Governing of Amateurism Commitment to the Principle Governing of Competitive Equity Commitment to the Principle Governing of Responsible Recruiting Standards Commitment to the Principle Governing of Eligibility Commitment to the Principle Governing of Financial Aide Commitment to the Principle Governing of Economy of Athletics Program Operation Commitment to the Principle Governing of Practice and Playing Seasons Commitment to the Principle Governing of Postseason Competition and Contests Sponsored by Noncollegiate Organizations The Principle of Institutional Control and Responsibility. 1. Responsibility for Control. It is the responsibility of each member institution to control its intercollegiate athletics program in compliance with the rules and regulations of the Association. The institution s president or chancellor is responsible for the administration of all aspects of the athletics program, including approval of the budget and audit of all expenditures. 2. Scope of Responsibility. The institution s responsibility for the conduct of its intercollegiate athletics program includes responsibility for the actions of its staff members and for the actions of any other individual or organization engaged in activities promoting the athletics interests of the institution. The Principle of Student-Athlete Well-Being. Intercollegiate athletics programs shall be conducted in a manner designed to protect and enhance the physical and educational well-being of student-athletes. 1. Overall Educational Experience. It is the responsibility of each member institution to establish and maintain an environment in which a student-athlete s activities are conducted as an integral part of the studentathlete s educational experience. 2. Cultural Diversity and Gender Equity. It is the responsibility of each member institution to establish and maintain an environment that values cultural diversity and gender equity among its student-athletes and intercollegiate athletics department staff. 3. Health and Safety. It is the responsibility of each member institution to protect the health of, and provide a safe environment for, each of its participating student-athletes. 4

6 4. Student-Athlete/Coach Relationship. It is the responsibility of each member institution to establish and maintain an environment that fosters a positive relationship between the student-athlete and coach. 5. Fairness, Openness and Honesty. It is the responsibility of each member institution to ensure that coaches and administrators exhibit fairness, openness and honesty in their relationships with student-athletes. 6. Student-Athlete Involvement. It is the responsibility of each member institution to involve student-athletes in matters that affect their lives. The Principle of Gender Equity. 1. Compliance with Federal and State Legislation. It is the responsibility of each member institution to comply with federal and state laws regarding gender equity. 2. NCAA Legislation. The Association should not adopt legislation that would prevent member institutions from complying with applicable gender-equity laws, and should adopt legislation to enhance member institutions compliance with applicable gender-equity laws. 3. Gender Bias. The activities of the Association should be conducted in a manner free of gender bias. The Principle of Sportsmanship and Ethical Conduct. For intercollegiate athletics to promote the character development of participants, to enhance the integrity of higher education and to promote civility in society, student-athletes, coaches, and all others associated with these athletics programs and events should adhere to such fundamental values as respect, fairness, civility, honesty and responsibility. These values should be manifest not only in athletics participation, but also in the broad spectrum of activities affecting the athletics program. It is the responsibility of each institution to: 1. Establish policies for sportsmanship and ethical conduct in intercollegiate athletics consistent with the educational mission and goals of the institution; and 2. Educate, on a continuing basis, all constituencies about the policies in Constitution 2.4-(a). The Principle of Sound Academic Standards. Intercollegiate athletics programs shall be maintained as a vital component of the educational program, and studentathletes shall be an integral part of the student body. The admission, academic standing and academic progress of student-athletes shall be consistent with the policies and standards adopted by the institution for the student body in general. The Principle of Nondiscrimination. The Association shall promote an atmosphere of respect for and sensitivity to the dignity of every person. It is the policy of the Association to refrain from discrimination with respect to its governance policies, educational programs, activities and employment policies, including on the basis of age, color, disability, gender, national origin, race, religion, creed or sexual orientation. It is the responsibility of each member institution to determine independently its own policy regarding nondiscrimination. The Principle of Diversity within Governance Structures. The Association shall promote diversity of representation within its various divisional governance structures and substructures. Each divisional governing body must assure gender and ethnic diversity among the membership of the bodies in the division s administrative structure. 5

7 The Principle of Rules Compliance. 1. Responsibility of Institution. Each institution shall comply with all applicable rules and regulations of the Association in the conduct of its intercollegiate athletics programs. It shall monitor its programs to assure compliance and to identify and report to the Association instances in which compliance has not been achieved. In any such instance, the institution shall cooperate fully with the Association and shall take appropriate corrective actions. Members of an institution s staff, student-athletes, and other individuals and groups representing the institution s athletics interests shall comply with the applicable Association rules, and the member institution shall be responsible for such compliance. 2. Responsibility of Association. The Association shall assist the institution in its efforts to achieve full compliance with all rules and regulations and shall afford the institution, its staff and student-athletes fair procedures in the consideration of an identified or alleged failure in compliance. 3. Penalty for Noncompliance. An institution found to have violated the Association s rules shall be subject to such disciplinary and corrective actions as may be determined by the Association. The Principle of Amateurism. Student-athletes shall be amateurs in an intercollegiate sport, and their participation should be motivated primarily by education and by the physical, mental and social benefits to be derived. Student participation in intercollegiate athletics is an avocation, and student-athletes should be protected from exploitation by professional and commercial enterprises The Principle of Competitive Equity. The structure and programs of the Association and the activities of its members shall promote opportunity for equity in competition to assure that individual student-athletes and institutions will not be prevented unfairly from achieving the benefits inherent in participation in intercollegiate athletics. The Principle Governing Recruiting. The recruiting process involves a balancing of the interests of prospective student-athletes, their educational institutions and the Association s member institutions. Recruiting regulations shall be designed to promote equity 2 Principles 5 among member institutions in their recruiting of prospective student-athletes and to shield them from undue pressures that may interfere with the scholastic or athletics interests of the prospective student-athletes or their educational institutions. The Principle Governing Eligibility. Eligibility requirements shall be designed to assure proper emphasis on educational objectives, to promote competitive equity among institutions and to prevent exploitation of student-athletes. The Principle Governing Financial Aid. A student-athlete may receive athletically related financial aid administered by the institution without violating the principle of amateurism, provided the amount does not exceed the cost of education authorized by the Association; however, such aid as defined by the Association shall not exceed the cost of attendance as published by each institution. Any other financial assistance, except that received from one upon whom the student-athlete is naturally or legally dependent, shall be prohibited unless specifically authorized by the Association. 6

8 The Principle Governing Playing and Practice Seasons. The time required of student-athletes for participation in intercollegiate athletics shall be regulated to minimize interference with their opportunities for acquiring a quality education in a manner consistent with that afforded the general student body. The Principle Governing Postseason Competition and Contests Sponsored by Noncollegiate Organizations. The conditions under which postseason competition occurs shall be controlled to assure that the benefits inherent in such competition flow fairly to all participants, to prevent unjustified intrusion on the time student-athletes devote to their academic programs, and to protect student-athletes from exploitation by professional and commercial enterprises. The Principle Governing the Economy of Athletics Program Operation. Intercollegiate athletics programs shall be administered in keeping with prudent management and fiscal practices to assure the financial stability necessary for providing student-athletes with adequate opportunities for athletics competition as an integral part of a quality educational experience. COMPLIANCE MISSION STATEMENT Rules Compliance is of the highest priority for our athletics program and institution. Oklahoma Baptist University is responsible for the actions of its coaches, student-athletes, faculty, staff, fans and representatives of OBU athletic interests. We are committed to the principle of institutional control and operating our athletics program in a manner consistent with the letter and spirit of the regulations governing the NCAA Division II, the Great American Conference and Oklahoma Baptist University. OBU Compliance Office Directory Associate Director of Athletics for Compliance Mr. Steve Fluke Faculty Athletic Representative Dr. Carol Humphrey Compliance Support Personnel Registrar Ms. Marcia McQuerry Assistant Registrar Ms. Teri Walker Director of Student Financial Services Ms. Jonna Raney Financial Aid NCAA Liaison To Athletics Ms. Tara Colvin V. P. for Enrollment Management Mr. Bruce Perkins Director of Athletics Mr. Robert Davenport Compliance Officer Mr. Mike Manlapig Compliance Intern Graduate Assistant Ms. Kaitlyn Lucy Compliance Committee Co -Faculty Athletic Representative Dr. Carol Humphrey Co - Faculty Athletic Representative Dr. Norris Russell Director of Compliance Mr. Steve Fluke Registrar Ms. Marcia McQuerry Director of Financial Aid Ms. Jonna Raney Financial Aid NCAA Liaison To Athletics Ms. Tara Colvin V. P. for Enrollment Management Mr. Bruce Perkins Director of Admissions Mr. Will Brantley

9 Athletic Accounting Coordinator Diane Mimnaugh Executive Director of The Milburn Success Center Ms Carrie Myles Senior Women Administrator Ms Anna Howle Dean of Students (Interim) Mr. Odus Compton COMPLIANCE COMMITTEE RESPONSIBILITIES AND DUTIES 1. Conduct periodic reviews of the compliance program; submit findings and recommendations to the President 2. Review and make recommendations about policies and procedures pertaining to all aspects of compliance including but not limited to recruitment; certification of initial and continuing eligibility; financial aid, completion and maintenance of squad lists; hearings and appeals; amateurism; student-athletes employment; camps and clinics, monitoring playing and practices 3. Review financial aid awards received from outside resources 4. Participate in rules education sessions provided for coaches and student-athletes 5. Participate in investigations and reporting of all allegations of major rules infractions according to established institution guidelines 6. Where appropriate, recommend action regarding rules violations to the director of athletics and President 7. Review all reports of secondary and major infraction 8

10 ROLES AND RESPONSIBILITIES FOR THOSE INVOLVED IN COMPLIANCE AT OKLAHOMA BAPTIST UNIVERSITY Individuals within the athletic department work with staff members from other offices within the university to ensure adherence to national, conference and institutional rules and regulations in regards to athletic compliance. In this section, individual responsibilities of each person working with compliance are listed. President Responsible for institutional control of the Athletic Department as it relates to OBU s national and conference affiliations. Specific responsibilities include but not limited to: 1. Regular meetings with the Faculty Athletic Representative (FAR) and Director of Athletics to discuss compliance matters 2. Has knowledge of rules and violations 3. Attends required meetings and provides leadership on overarching issues related to athletics 4. Reviews and signs all appropriate documents required under NCAA Division II and Great American Conference regulations Director of Athletics- The director of athletics will ensure full compliance with NCAA Division II, and Great American Conference and Oklahoma Baptist University regulations and is responsible for the integrity of the athletics program. Specific responsibilities include: 1. Provides letter addressing rules to Letter of Intent signees 2. Presents rules in athletic department publications 3. Reviews contest schedules where applicable 4. Selects administrators and coaches with integrity and history of rules compliance 5. Evaluates potential rule violations 6. Declares student-athletes who violate rules ineligible when applicable 7. Establishes commitment to rules compliance 8. Manifests commitment to student-athletes 9. Establishes organizational lines of authority with oversight and accountability 10. Maintains ongoing evaluation of staff members commitments to compliance 11. Supports a comprehensive rules education program 12. Generates and promotes legislative proposals 13. Arranges for periodic self-studies of athletics department 14. Approve team rosters Associate Athletic Director for Compliance- The Associate Athletic Director for Compliance is responsible for the overall development, implementation and review of the Oklahoma Baptist University Compliance Program. The Associate Athletic Director for Compliance is responsible for the daily operation of the compliance department. However, each individual associated with Oklahoma Baptist University is responsible for being aware rules that apply to their individual responsibilities. The specific responsibilities for the Associate Athletic Director for Compliance are to: 1. Review declaration of playing and practice season and schedule of contests with coaches 2. Conduct team orientation before each sport s playing season 3. Review all student-athlete compliance forms 4. Compilation and publication of the Financial Accounting Report and Federal Equity in Athletics Disclosure Act each year 9

11 5. Conduct educational sessions for student-athletes, coaches, and college personnel with regard to NCAA Division II and conference rules 6. Coordinate, prepare and maintain Financial Aid Forms in conjunction with the financial aid office 7. Act as department liaison with the NCAA Eligibility Center 8. Coordinate institutional efforts to determine student-athlete initial and continuing eligibility and communicate status to coaches 9. Assist in the certification of transfer student eligibility 10. Review and audit off-campus contact and evaluation requests 11. Review academic transcripts to approve official visit requests 12. Monitor the number of official visits provided in all sports 13. Interpret NCAA Division II rules for coaches, staff, players and representatives of OBU s athletic interests 14. Monitor permissible recruiting material. 15. Secure release for potential transfer students and facilitates release of student-athletes seeking a transfer (in consultation with head coach and director of athletics) 16. Review and file monthly practice/competition logs and recruiting logs 17. Maintain participation records and determine seasons of competition utilized by student-athletes 18. Identify potential rules violations and report them to the Director of Athletics, FAR and Provost 19. Assist in investigations of reported rule violations 20. Provide review of appropriate summer regulations for coaches and student-athletes; 21. Coordinate the National Letter of Intent program (not until Fall of 2017) 22. Coordinate the release of National Letter of Intent signees (with athletic communications, financial aid, admissions and the conference) Not until fall of Monitor outside scholarships with Financial Aid 24. Coordinate process of initial and annual renewal/non-renewal of athletic Grants-in- Aid with Financial Aid 25. Act as Department liaison with Admissions, Academic Advising, Financial Aid, Registrar, and FAR 26. Coordinate all appeals in conjunction with the Chair of each appeals committee. 27. Monitor employment of student-athletes 28. Assist with financial aid in the eligibility status of student-athletes for the Special Assistance Fund 29. Oversee compliance regarding summer camps 30. Review final Certification Status Reports 31. Serve on the Compliance Committee Admissions- The individual assigned the duty of processing admissions applications for student-athletes is responsible for admitting student-athletes within the college s and NCAA rules and regulations. Specifically the Admissions Office liaison must assume the following responsibilities: 1. Facilitate the admissions process for prospective student-athletes 2. Meet with all prospective student-athletes and transfer student-athletes who visit officially and unofficially upon a coach s requests 3. Provide prospective student-athletes with the Information for Prospective Student-athletes brochure at the earliest time possible 4. Approve prospective student-athlete admission information prior to the development of a National Letter of Intent or initial athletics scholarship offer 5. Assist with educating prospective student-athletes and members of the Admissions office staff about the NCAA Eligibility Center 6. Serve on the Compliance Committee 1

12 Academic Advising- Below are the duties assigned to the Academic Advisor as it relates to student-athletes. The Academic Advising Liaison has the following responsibilities: 1. Will start the process for student-athletes who want to change their major 2. Assist student-athletes in undeclared major s with enrollment Registrar s Office/ Certifying Officer- The individual(s) assigned the duty of certifying the academic and overall eligibility of each student-athlete is/are responsible for monitoring the six credit hour requirement, progress towards degree, GPA requirements, full-time status, and certifying the overall eligibility rosters for all teams. The Registrar s Office liaison must assume the responsibilities for the following: 1. Certifies continuing eligibility for returning student-athletes 2. Monitor the 9 credit hour requirement after the completion of Fall and Spring Semesters 3. Monitors satisfactory progress and good academic standing after completion of each semester 4. Serve on the Compliance Committee 5. Process Prepare and review Degree Audit in DegreeWorks for all student-athletes who have completed a minimum of five full time semesters to ensure progress toward degree and to verify a major has been declared. 6. Determine number of credits two-year transfer student-athletes that will transfer into institution to determine eligibility 7. Calculate two-year transfer student-athlete GPA s 8. Assist with student-athletes in course selection when necessary. 9. Monitors full-time enrollment and notify the Associate Athletic Director for Compliance if an athlete wishes to drop below full time status 10. Monitor student-athlete compliance with Assistant Athletic Director for Academic Services 11. Certify all 2 year and 4 year transfer student-athletes 12. Evaluate and determine all transfer credits accepted by the institution 13. Determine the transfer GPA and provide GPA s to the Associate Athletic Director for Compliance 14. Enter transfer credits for all student athletes in Compliance Assistant and BANNER 15. Enter change of major for all student-athletes in Compliance Assistant and BANNER 16. For each semester, enter sport codes, 12. Hour minimum for each term, and add Athletic hold for all student-athletes in BANNER and conjunction with IT. Financial Aid- The individual(s) assigned the duty of awarding athletically related financial aid is/are responsible for monitoring all athletics aid, institutional aid and outside aid awarded. The Financial Aid Office liaison must assume the following responsibilities: 1. Determine the institution s cost-of-attendance 2. Determine other countable financial aid per Great American Conference and NCAA regulations 3. Assist in monitoring compliance with equivalency and financial aid limits 4. Assist in processing the initial and annual renewal/non-renewal of athletic grant-in-aid 5. Award all financial aid for the institution, including athletic grants-in-aid, intuitional grants, and all other aid 6. Assist coaches with packaging financial aid for prospective student-athletes and transfer student-athletes 7. Serve on the Compliance Committee Sports Medicine/ Athletic Training- These individuals are responsible for awareness of the drug testing program and medical rehabilitation services, as well as contributing to educating student-athletes in these areas. The sports medicine staff is responsible for the following: 10

13 1. Monitoring compliance regarding documentation for medical hardship waivers 2. Educating student-athletes and coaches regarding use of banned substances and drug testing 3. Educating student-athletes and coaches regarding institutional insurance programs 4. Supervising and monitoring ineligibility for the use of banned drugs 5. Coordinate and monitor all student-athlete medical paperwork required by the NCAA and the university 6. Monitor paperwork for tryouts 7. Educate Student-athletes and coaches in concussion awareness Co- Faculty Athletics Representative 1- This individual is responsible for serving as liaison between the Oklahoma Baptist University Athletic Department and the faculty and administration. Following are the specific responsibilities of the FAR, some of which are legislated. 1. The FAR is required to sign requests for waivers of initial eligibility requirements 2. Any appeal to restore the eligibility of a student-athlete must be submitted in the name of the institution by the FAR, president, or Director of Athletics 3. The FAR and Director of Athletics must sign institutional appeals 4. The FAR meets with the President on a regular basis to discuss compliance issues 5. The FAR is included in notifications that an official inquiry is being initiated to determine whether rules violations have occurred 6. Ensure that the institution has in place effective mechanisms (i.e., policies and procedures) to determine the academic eligibility of student-athletes 7. Receive and review eligibility checklists provided by the Associate Athletic Director for Compliance 8. Assist the Director of Athletics and the Associate Athletic Director for Compliance in ensuring compliance with all NCAA and Great American Conference regulations 9. Chair the Compliance Committee 10. Review the academic performance of student-athletes and serve on the committee to hear appeals of students on academic probation who seek to have their eligibility restored 11. Review appropriate records, policies, and procedures to ensure that student-athletes are treated in a manner consistent with the academic mission and standards of the university 12. Serve as an advisor, support resource and advocate for student-athletes who may be experiencing problems or having concerns 13. Work with Academic Advising and the Assistant Athletic Director of Academic Services to develop and implement an intervention program for academically at-risk student-athletes 14. Develop and administer exit interviews with student-athletes who quit programs or exhaust eligibility 15. Serve as an advisor to the President with respect to the academic preparation and performance of student-athletes 16. Meet regularly with the Director of Athletics 17. Represent the athletics department at Faculty/Administration Meetings and communicate issues/concerns to the Faculty Council. 18. Update the Director of Athletics on issues/agendas of the academic community 19. Serve as a resource to the Student-Athlete Advisory Committee 20. Present the academic awards at various athletic ceremonies 21. Attend appropriate Conventions, FARA conventions, regional compliance seminars and conference meetings 22. Help where needed to prepare self-study reports 23. Understand compliance rules, especially those concerning Recruiting, Eligibility and Financial Aid. 11

14 24. Along with the Director of Athletics and the Associate Athletic Director for Compliance, make inquiries into alleged or suspected rules violations 25. Participate in discussions about governing legislation and have input into the institution s voting position 26. Perform other duties and special projects as assigned Co -Faculty Athletics Representative- 2 This individual is responsible for serving as liaison between the Oklahoma Baptist University Athletic Department and the faculty and administration. Following are the specific responsibilities of the FAR, some of which are legislated. 1. The FAR is required to sign requests for waivers of initial eligibility requirements 2. Any appeal to restore the eligibility of a student-athlete must be submitted in the name of the institution by the FAR, president, or Director of Athletics 3. The FAR and Director of Athletics must sign institutional appeals 4. The FAR meets with the President on a regular basis to discuss compliance issues 5. The FAR is included in notifications that an official inquiry is being initiated to determine whether rules violations have occurred 6. Ensure that the institution has in place effective mechanisms (i.e., policies and procedures) to determine the academic eligibility of student-athletes 7. Receive and review eligibility checklists provided by the Associate Athletic Director for Compliance 8. Assist the Director of Athletics and the Associate Athletic Director for Compliance in ensuring compliance with all NCAA and Great American Conference regulations 9. Chair the Compliance Committee 10. Review the academic performance of student-athletes and serve on the committee to hear appeals of students on academic probation who seek to have their eligibility restored 11. Review appropriate records, policies, and procedures to ensure that student-athletes are treated in a manner consistent with the academic mission and standards of the university 12. Serve as an advisor, support resource and advocate for student-athletes who may be experiencing problems or having concerns 13. Work with Academic Advising and the Assistant Athletic Director of Academic Services to develop and implement an intervention program for academically at-risk student-athletes 14. Develop and administer exit interviews with student-athletes who quit programs or exhaust eligibility 15. Serve as an advisor to the President with respect to the academic preparation and performance of student-athletes 16. Meet regularly with the Director of Athletics 17. Represent the athletics department at Faculty/Administration Meetings and communicate issues/concerns to the Faculty Council. 18. Update the Director of Athletics on issues/agendas of the academic community 19. Serve as a resource to the Student-Athlete Advisory Committee 20. Present the academic awards at various athletic ceremonies 21. Attend appropriate Conventions, FARA conventions, regional compliance seminars and conference meetings 22. Help where needed to prepare self-study reports 23. Understand compliance rules, especially those concerning Recruiting, Eligibility and Financial Aid. 11

15 24. Along with the Director of Athletics and the Associate Athletic Director for Compliance, make inquiries into alleged or suspected rules violations 25. Participate in discussions about governing legislation and have input into the institution s voting position 26. Perform other duties and special projects as assigned Head/ Assistant Coaches- These individuals are responsible for knowledge and implementation of compliance rules and regulations in the areas of amateurism, eligibility, recruiting, financial aid, playing and practice seasons, and awards and benefits. Coaches are expected to fully cooperate and participate in compliance related policies and procedures, within NCAA Division II, Great American Conference and OBU s. Coach s responsibilities include: 1. Attend and participate in institutional rules education meeting to discuss NCAA Division II, conference and institutional rules. 2. Review rules with student-athletes when necessary and reinforce the importance of compliance 3. Facilitate the provision of all information necessary to determine prospective student-athlete eligibility 4. Provide complete off-campus contact and evaluation request forms in a timely manner 5. Monitor the permissible number of contacts and evaluations utilized 6. Provide complete and accurate expense reports in a timely manner 7. Provide Graduation-Rate Report to prospective student-athletes and parents 8. Provide complete and accurate required information for all official visits in a timely manner 9. Ensure sport s compliance with NCAA Division II and conference rules related to playing and practice limits 10. Be responsible for the actions of all assistant coaches and staff and the sport s compliance with all rules and regulations 11. In cooperation with the Associate Athletic Director of Athletics, monitor the scheduling process and verify that the schedules meet NCAA Division II and conference scheduling requirements 12. Educate student-athletes on regulations regarding reporting of employment earnings 13. Comply with NCAA Division II and conference recruiting rules 14. Initiate the renewal and non-renewal of athletically related financial aid process 15. Annually declare and receive approval from the director of athletics and president for athletically related income 16. Ensure compliance regarding summer camps Admissions Admissions and Eligibility Oklahoma Baptist University Admission Requirements Regular Admission Must have an ACT composite of at least 20 or a re-centered SAT of at least 950 and: 1. Weighted high school GPA of at least 3.00 or 2. Class rank in the upper half. Conditional Admission *Applicants may be considered for conditional admission if they do not meet the regular admission requirements 12

16 ACT composite of 17 through 19 or re-centered SAT of 800 through 940 and: 1. Weighted high school GPA of at least 3.00 or 2. Class rank in the upper half. Applicants who do not meet the criteria stated above may be admitted only by action of the Admissions Committee. Students wishing to be considered for admission by the Admissions Committee must submit the following materials: 1. A statement (approximately 250 words) expressing the student's goals and stating how attending OBU will help the student achieve those goals; 2. Two letters of reference from recent teachers who believe the student can successfully complete college work. After submitting these materials, the student must also complete a personal interview with the Dean of Admissions. The student's application for admission, transcripts, and test scores must be on file in the Admissions Office prior to consideration by the Admissions Committee. Freshmen Granted Conditional Admission 1. Will be limited to an enrollment of 13 hours the first semester. 2. May be required to enroll in all or part of an academic enrichment program as part of the 13-hour load. Applicants having gained recognition of high school equivalency by passing the GED may be admitted as a regular or conditional student according to the criteria stated above, at the discretion of the Dean of Admissions. Home- Schooled Students/ Graduates of Unaccredited High Schools Admission of home-schooled students and graduates of non-accredited high schools will be based on ACT or SAT scores and a written description or transcript of the home-school experience or the high school transcript, respectively. The standardized test composite score must be at the level OBU requires for regular admission, and sub scores must meet OBU guidelines for regular class placement. Special assessments or class placement may be required at the discretion of the dean of admissions. How to Apply to OBU Admission to all degree programs of the University requires the submission of the following documents: Application for Admission For those applying for campus housing, a housing application is available online at Once you've applied, we'll send scholarship information. High School Transcript Freshman applicants are required to submit an official transcript sent from the high school to the OBU Admissions Office. Freshman applicants may be admitted on the basis of an unofficial transcript which shows grades through at least six semesters. Upon graduation, the student should request that a final, official transcript be sent to OBU, bearing signature of the school official, graduation date and eight semester grades. In addition, it is preferable for transcripts to include class rank, standardized test scores and the school seal when possible. 13

17 College Transcripts (if applicable) Transfer students must submit an official transcript from each college attended sent directly from the institution to the OBU Admissions Office. New freshmen who have taken concurrent college work must also submit an official transcript from each institution attended. Transfers will not receive an acceptance decision until all previous college work is submitted. Transcripts issued to the student are not acceptable for admission purposes. Any student who fails to report work taken at another institution is subject to immediate expulsion from OBU. OBU may admit based on an unofficial transcript but after the first semester an official transcript must be on file at OBU Test Scores New freshmen must submit satisfactory scores on either the American College Test (ACT) or the Scholastic Aptitude Test (SAT). OBU's ACT code is 3414, and our SAT code is Transfer students with fewer than 24 semester hours are also required to submit test scores. This requirement may be waived for students over 25 years of age. Scores recorded on an official high school transcript or those reported directly from the testing agency are acceptable. Student Health Service Record Though not required for admission, the health form is sent to the applicant with the letter of acceptance and is required prior to enrollment. A transfer student may submit a previous college health form if it was completed within five years of enrollment at OBU. A student is required to have one on file at OBU before they are allowed to start classes. PROCEDURES FOR CERTIFYING INITIAL AND CONTINUING ELIGIBILITY All prospective student-athletes participating in intercollegiate athletics must be admitted to Oklahoma Baptist University under admission standards that are equal to or higher than those applied to the general student body of the institution. The Admissions Office is responsible for ensuring that all student-athletes are admitted under the same standards as the general student applicant for and entering admissions information into the campus database. Eligibility is a shared responsibility among the Head Coach, Associate Athletic Director for Compliance, the Director of Athletics, the Faculty Athletics Representative, and the Registrar s Office. Until a student-athlete has been certified as eligible, it is the responsibility of the Head Coach to ensure the student-athlete is prevented from participation in competition. The Associate Athletic Director for Compliance serves as the primary liaison to the NCAA Eligibility Center and will communicate with the head coach when the student-athlete has been approved for competition and/or practice. The Associate Athletic Director for Compliance will review preliminary certifications on a weekly basis to determine initial eligibility for all first time freshmen through the NCAA Eligibility Center. The Associate Athletic Director for Compliance is also responsible for receiving the final amateurism certifications from the NCAA Eligibility Center. The Associate Athletic Director for Compliance will notify the Admissions Office liaison of the initial eligibility certification status of all first time freshmen and transfer student-athletes. The financial aid office and admissions office have been given access to the athletic department s IRL s progress. The Associate Athletic Director for Compliance will 14

18 maintain eligibility documentation in the student-athletes file throughout the period of participation at Oklahoma Baptist University. Freshman Procedures The NCAA Eligibility Center (EC) determines the qualification status of each first time freshman student-athlete. 1. The head coach or designee submits the prospective student-athlete s Eligibility Center ID # via to the Associate Athletic Director for Compliance to be placed the IRL (Institutional Request List) or the Head coach or designee may add the student s athlete to the IRL themselves. 2. The head coach or designee will do a transcript evaluation to determine the viability of a qualifying determination for each PSA. 3. The head coach or designee is required to inform the Associate Athletic Director for Compliance of any changes to the team IRL. 4. The Associate Athletic Director for Compliance reviews preliminary NCAA Eligibility Center certifications to determine initial and amateur eligibility for all freshman student-athletes. 5. The Associate Athletic Director for Compliance contacts the head coach regarding any freshmen studentathletes who have missing documents with the EC. 6. Each head coach is required to communicate with the prospective student-athlete regarding any documentation needed by the NCAA Eligibility Center. 7. The prospective student-athletes are responsible for submitting all documentation to the NCAA Eligibility Center at the earliest possible date to avoid delays in participation. 8. Once a prospective student-athlete has received his/her final certification from the NCAA Eligibility Center, the Associate Athletic Director for Compliance prints a copy of the status report from the NCAA Eligibility Center and places it in the student-athlete s electronic file. 9. The Associate Athletic Director for Compliance will verify non-academic information. 10. The Registrar, FAR and the Associate Athletic Director for Compliance will officially certify initial eligibility for practice and competition. 11. The Associate Athletic Director for Compliance communicates with the head coach regarding the final certification of each prospective student-athlete. 12. The Associate Athletic Director for Compliance updates Compliance Assistant by identifying studentathletes eligibility for practice and competition. 13. The Associate Athletic Director for Compliance will verify that the student-athlete is enrolled in 12 hours and confirm the required NCAA and institutional paperwork has been submitted and approved. Qualifier: A qualifier is defined as one who is a high school graduate and who presented the following minimum academic requirements: 1. Minimum Grade Point Average of 2.00 in a successfully completed core curriculum of at least16 academic courses per Bylaw (This will change to a sliding scale in Fall of 2018) English 3 years Mathematics 2 years 15

19 Natural or Physical Science 2 years Additional Courses in English, Math or science 3 years Social Science 2 Years Additional Academic Course (from above areas including foreign language, philosophy or nondoctrinal religion 4 years The record of the above courses and course grades must be certified by the NCAA Eligibility Center using official high school transcripts sent directly by the PSA s high school. 2. A minimum combined score on the SAT verbal/critical reasoning and math sections of 820 or a minimum sum score of 68 on the ACT. The SAT or ACT score must be achieved under national testing conditions on a national testing date. (This will change to a sliding scale in Fall of 2018) The test scores must be sent directly form the ACT/SAT testing center to be valid. Partial Qualifier A partial qualifier is a student who does not meet the requirements for a qualifier but who, at the time of graduation from high school, presents one of the following academic requirements (bylaw ). Partial qualifiers may receive institutional aid and may practice only on campus or at the institutions regular practice facility but may not compete during the first academic year in residence. 1. Successful completion of a required core curriculum consisting of a minimum number of courses and a specified minimum grade point average in the core curriculum; or 2. Specified minimum SAT/ACT score Non Qualifier A non-qualifier is a student who did not graduate from high school or who, at the time specified in the regulation (bylaw ), presented neither the core curriculum grade point average and SAT/ACT score required for a qualifier. A non-qualifier is not eligible to practice or may not attend any practice sessions or meetings in any capacity. They may receive financial aid not related to athletic ability. International Student Procedures All international student-athletes must meet general admissions requirements for Oklahoma Baptist University. International students must have foreign course by course credential evaluation prior to admission. Procedures for prospective international student- athletes gaining eligibility 1. The head coach or designee is responsible for informing all freshman international prospects about the NCAA Eligibility Center during recruitment. 2. First-year international student-athletes must apply to the Eligibility Center by filling out a foreign student release form and paying the appropriate fee. 3. The NCAA Eligibility Center will require additional information on academic records, including literal English translations where needed. 4. The head coach will verify that the prospective student-athlete is registered with the NCAA Eligibility Center. 16