INCIDENTAL EXPENSE WAIVER FORM NCAA Bylaw

Transcription

1 INCIDENTAL EXPENSE WAIVER FORM NCAA Bylaw NCAA Bylaw : Specific incidental expenses that have been previously approved may be processed by an institution or conference. Documentation of each approval shall be kept on file at the conference office. Process Overview: Incidental Expense Waivers (IEXs) that are listed on this form or in the NCAA Legislative Services Interpretations Database (LSDBi) may be processed by the institution. Institutions shall subsequently submit this completed form to the Conference office on a once per semester / every other quarter basis identifying all waivers utilized during that term. If a specific waiver does not appear on this form or in LSDBi, it will be necessary for the institution to submit a waiver request to the NCAA for review by a designated committee. [NOTE: IEX s are only available for student-athletes and do not apply to prospective student-athletes.] Guidelines for Completing the Form: Section I: Complete background information. Section II: Review IEX list. Please indicate how many times each IEX was used during the applicable period. Section III: If any IEXs were approved, please attach a brief memorandum explaining said usage for each approved IEX. For IEXs involving multiple student-athletes, only one memo is necessary. Section IV: Institutional Approval. SECTION I: Background Information Institution Academic Term (circle or highlight) Summer 2013 Fall 2013 Spring 2014 SECTION II: Previously Approved Waiver [Please indicate how many times each IEX was used during the applicable academic term] TRANSPORTATION EXPENSES # Used 1. For a student-athlete to attend the Apple Conference. (2/11/99) 2. For the parents or legal guardians of an exhausted-eligibility student-athlete who is a finalist to attend the NCAA Woman of the Year dinner. (10/2/97) 3. For the spouse of a student-athlete who is a nominee to attend the NCAA Woman of the Year dinner. (11/9/05) 4. For tolls and mileage for student-athlete who is on the search committee for a new head coach. (8/20/98) For a student-athlete to travel to another institution to provide insight and assist in the implementation of a sexual assault 5. and crime victims program. (11/29/01) For a student-athlete to get fitted for abnormally sized shoes if such expenses are not available through the NCAA 6. Special Assistance Fund. (2/14/03) For a student-athlete to serve as a witness in a lawsuit filed by a former student-athlete against the institution and/or coaching staff member. (3/25/99) (3/1/12 Ed Column) For an international student-athlete to take a citizenship examination in conjunction with the student-athlete s travel to 8. an away-from-home contest. (11/5/98) 9. For a student-athlete to return to campus after traveling home. (3/5/97) For airline change fees when a student-athlete purchases a ticket home, but the institution is subsequently invited to 10. participate in a particular contest/tournament (e.g. NIT) or postseason event (e.g. NCAA Championship), and the student-athlete is then required to remain at the institution. (11/22/99) (5/20/99) (5/18/00) (6/29/00) For airline change fees for a student-athlete when the institution changes the date of its first practice after the studentathlete had already purchased a ticket. (6/25/98) For airline fees (change fee, cost difference) and taxes for a student-athlete to change his or her ticket home on a later date when the student-athlete purchases a ticket to fly home after the team s conference championship, but remains on campus, as requested by the coach to make another attempt to qualify for the national championship. (5/23/03) For airline fees (change fee, cost difference) to a senior student-athlete assessed for changing a flight so the student-athlete could join the team for a home competition after attending an interview for admission to graduate school, noting that the student-athlete was unaware of the scheduled competition when the flight arrangements were made and the graduate school will not pay for the penalty fees. (4/9/04) To reimburse a student-athlete for the first plane ticket purchased to go home when the student-athlete is selected for NCAA mandatory drug testing the day after the student-athlete is scheduled to depart, the airline would not allow the 7/1/13

2 Page 2 of 5 student-athlete to pay a change fee, and the student-athlete had to buy a second ticket. (8/9/00) (11/21/00) For a student-athlete who purchases a non-refundable plane ticket home for Christmas break, but is required to stay on campus for surgery in order to complete rehabilitation before spring practice. (1/22/98) 16. For a student-athlete s child to ride on the team bus from a competition to the institution. (9/28/01) For a student-athlete s spouse and child to fly home from the student-athlete s postseason competition when the child 1 was left at the competition site with the student-athlete s parents because the flight was full, and the expense occurred when the spouse of the student-athlete had to fly to pick up their child and return home. (1/31/02) 18. For a student-athlete to return home for the birth of his or her baby. (3/5/97) 19. For a student-athlete to be evaluated by a cardiac specialist. (2/13/03) For gas expenses incurred by a student-athlete s parents when they accompanied the student-athlete to see a medical specialist. (8/4/04) For a student-athlete to attend a ceremony to mark the one-year anniversary of the student-athlete s mother s death, 21. noting the ceremony is a custom in the student-athlete s culture and such expenses could be provided through SAOF. (3/11/04) For a student-athlete (on one occasion) to visit a close ailing family member (e.g., parents, siblings, grandparents, aunt 22. or uncle who helped raise the student-athlete, cousin who lived in the same household as the student-athlete). (3/1/12 Ed Column) For a student-athlete s immediate family members to visit the hospitalized or recuperating student-athlete when the 23. student-athlete is injured. (4/30/98) (12/6/00) For a student-athlete to attend a memorial service of a student-athlete from another institution within the conference. 24. (9/28/01) For a student-athlete to attend the funeral of: the student-athlete s coach, the student-athlete s former coach, the 25. immediate family member of the student-athlete s former coach, the senior woman administrator s father, the studentathlete s former teammate. (3/5/97) (7/23/97) (5/4/00) (4/14/97) (3/1/12 Ed Column) For a student-athlete to attend the funeral of a member of a teammate s immediate family outside of a 100-mile radius of 26. the institution. The student-athlete must have an established relationship with the deceased and the teammate. (3/1/12 Ed Column) For a student-athlete to attend a benefit in honor of a teammate who is seriously injured in an automobile accident. (9/23/99) For a student-athlete to visit a former student-athlete who is severely injured and partially paralyzed in an automobile 28. accident. (2/5/98) For a student-athlete to drive another student-athlete home to attend the funeral of his or her immediate family member father. (9/21/00) (3/1/12 Ed Column) For a student-athlete to travel to his home country following the semester because the student-athlete had been unable to 30. attend the funeral for his father in early November due to the short time frame between the funeral and the vacation period. (12/16/98) For a student-athlete to return to campus who drove a teammate s car from campus to the teammate s home since the teammate suffered cardiac arrest. (2/5/98) 32. For a student-athlete to attend a banquet at which a student-athlete is being honored. (3/1/12 Ed Column) MISFORTUNATE EXPENSES For assisted living expenses for the student-athlete for the remainder of the year in which a student-athlete suffers 1. complications following athletically-related surgery. (3/25/99) For surgical expenses for a student-athlete who sustained the same injury on two occasions: once after he signed his 2. National Letter of Intent but prior to his enrollment at the institution and once during preseason practice subsequent to his enrollment at the institution. (11/20/97) 3. For a temporary handicapped parking pass for an injured student-athlete. (8/26/99) 4. For typing expenses for an injured student-athlete. (4/14/97) (2/24/00) 5. For a software program that assists a student-athlete that needs assistance typing because of an athletically-related injury. (10/15/98) 6. For lodging expenses for the remainder of the semester after the student-athlete withdrew because of her father s death. (11/29/01) For housing expenses (e.g., rent costs, utility bills) for the rest of the semester for a student-athlete when his or her roommate dies. (3/19/98) 8. For an outstanding payment by a student-athlete s mother who bought banquet tickets and subsequently passed away. (8/9/00) 9. For grief counseling for student-athletes who are in connection with a tragic team accident. (4/24/01) 10. For the institution to transport the body of a deceased student-athlete to their hometown. (3/1/02)

3 Page 3 of 5 To replace lost or stolen items (e.g., jewelry, clothing, money) that were stolen while the student was participating in intercollegiate athletics (police report required). (4/9/97) To replace stolen essential items (e.g., dorm or apartment key, identification cards, textbooks), regardless of athletics participation (police report required). (2/5/98) To replace meal tickets stolen from a student-athlete s vehicle, as long as insurance does not cover the theft and the student-athlete does not receive duplicate benefits if the lost tickets are located. (10/2/00) To reimburse a student-athlete who loses his or her institutionally issued meal money while on a road trip for an awayfrom-home competition. (3/1/12 Ed Column) To replace a student-athlete s identification card which was previously lost, noting that the card is required for the student-athlete to participate in the meal plan and to gain access to the dorms. (11/5/03) 16. To replace items belonging to a student-athlete that are lost in a disaster (e.g., fire, hurricane). (11/2/01 Ed Column) 1 To provide lodging for student-athletes who are displaced by a disaster (e.g., fire, hurricane). (10/7/99) 18. To replace missing luggage and its contents on a team trip. (4/9/97) 19. To replace items that are stolen during an away-from-home trip. (3/5/97). For the value of water-damaged books that are damaged by rain as the teams luggage was transported from one flight to another. (3/4/08) 21. For an institution to donate to a fundraiser conducted by a charitable organization for a student-athlete s ailing family member. (8/14/97) 22. For an institution to donate money to a fund to assist a former student-athlete who sustained a loss in the former studentathlete s home. (3/1/12 Ed Column) 23. To provide flowers to an injured student-athlete. (3/1/12 Ed Column) 24. To provide flowers to an ailing or deceased family member of a student-athlete s immediate family. (3/1/12 Ed Column) 25. To provide flowers to families of those involved in funerals. (6/23/97) 26. For an institution to donate to a charity not in excess of $50 in lieu of sending flowers in recognition of an ailing or deceased member of a student-athlete s immediate family when requested by the student-athlete s family. (3/11/04) To provide actual and necessary expenses for a student-athlete s family members to care for an ailing student-athlete. (11/2/01 Ed Column) 28. To provide a fruit basket (restricted to $50 or less) to a student-athlete s family whose house burned down. (9/18/97) For the cost of repairs to a student-athlete s automobile damaged by an institutional vehicle, institutional employee or student manager. (2/17/97) (3/1/12 Ed Column) 30. To repair a student-athlete s automobile that is vandalized during an away-from-home contest when the automobile is parked in a lot used by student-athletes when they travel. (4/20/00) To retrieve a student-athlete s car for tickets and towing charges incurred while the student-athlete is at an away-fromhome competition. (7/9/98) (12/5/03) 32. Provide student-athletes with an inexpensive memento (e.g., stickpin) in memory of a teammate who passed away. (9/23/99) 33. To provide lodging to a student-athlete s family friend while the individual is monitoring the student-athlete s medical condition after a car accident since the student-athlete s parents are unable to arrive to the hospital yet. (12/5/03) 34. For a student-athlete s siblings to be at the bedside of the student-athlete who is experiencing a life-threatening injury. (11/5/03) 35. To reimburse the parent of a student-athlete for expenses incurred by the parent to be present at pre-surgical and postoperative evaluations for his daughter. (11/7/02) 36. For the parent of a student-athlete to be present during the student-athlete s surgery which stemmed from an altercation while the student-athlete was involved in a required team activity. (11/18/04) CELABRATORY EXPENSES 1. For a student-athlete to attend an awards ceremony where he or she is being honored. (2/19/98) 2. For a student-athlete who is not on a meal plan to attend a retirement dinner of a departmental secretary. (2/1/01) 3. To provide a student-athlete with a meal in conjunction with individual award ceremonies since the ceremony paid for transportation, lodging and a banquet ticket but not for the student-athlete s meals. (12/20/01) 4. For a student-athlete to attend a professional baseball game in which the student-athlete is being honored for their achievements by throwing the first pitch. (5/23/02) 5. For a team to attend a banquet honoring the institution s past athletics accomplishments. (2/1/01) 6. To provide a student-athlete with automobile and meal expenses to attend a banquet honoring their coach. (10/18/00) For a student-athlete to attend a banquet honoring a retiring coach. (3/1/12) 8. To provide automobile and meal expenses for student-athletes to attend a banquet honoring their coach (3/1/12)

4 Page 4 of 5 9. To provide a meal in conjunction with a team or institutional celebration (e.g., new athletics facility or ceremony honoring 25 years of athletics). (8/6/98) (8/20/98) (4/30/98) (09/04/97) 10. For a student-athlete to participate in summer commencement since the student-athlete could not make the spring commencement due to his or her participation in athletics. (4/9/04) To provide formal wear (e.g., tuxedo, evening gown) rental expenses for a student-athlete who is working at institutional promotional events or are being honored at an awards event. (1/18/06) 4/30/98) (1/22/98) To reimburse a student-athlete for the cost of a tuxedo which was worn to two black tie regional/national awards ceremonies in which the student-athlete was honored, noting the student-athlete was unaware the institution could have paid the tuxedo rental cost, the cost to rent a tuxedo was more than the cost to buy one and it would have been permissible to use SAOF had such use not been in conflict with institutional rules. (1/18/06) To provide a reception for members of a team and their parents following the final home competition where the studentathletes will be honored. (3/5/97) For the cost of admission to the banquet for a student-athlete s immediate family members to attend the banquet honoring the student-athlete. (12/9/05) To provide meal expenses for a student-athlete s parent who is attending an awards ceremony honoring the student-athlete as members of the university s All-Century Basketball Team since the student-athlete is unable to attend the ceremony due to an away-from-home basketball contest. (3/23/00) 16. To provide flowers or other similar mementos to the parents or individuals representing the student-athlete s parents during senior day or night. (11/2/01 Ed Column) 1 To provide admission expenses to immediate family members of a student-athlete (i.e., parents, grandparents, siblings, children, spouse) to a home competition during which the student-athlete will be recognized at half-time. (12/9/05) 18. To provide complimentary admissions to the family members of a student-athlete to attend a home athletics contest that follows a celebratory event (e.g., awards dinner or brunch for scholar student-athletes). (2/19/98) 19. To reimburse the institution for the cost of a meal valued at $35 per person for the sibling of a current student-athlete who attended a banquet where the student-athlete was being honored for receiving newly endowed scholarships. (1/18/06) For an institution to purchase a baby gift under $25 for a pregnant team member or a current student-athlete s mother. (11/13/00) (9/30/04) 21. For an institution to contribute funds to purchase a baby gift for a student-athlete s wife, noting the total value of the gift does not exceed $35. (11/5/03) MISCELLANEOUS EXPENSES 1. For medical tests that are required by the institution for all international students. (4/2/98) 2. For a student-athlete s membership in a Reading for the Blind and Dyslexic class. (1/31/02) 3. For audio tapes and cassette players that assists a student-athlete with reading disabilities. (10/1/98) 4. For a student-athlete to receive off-campus speech therapy for a speech impediment when an institution does not offer oncampus speech therapy services. (1/31/02) 5. For a hearing aid for a student-athlete. (2/24/00) 6. For lodging expenses during the summer for a student-athlete who needs to rehabilitate an injury. (11/4/99) For a student-athlete to attend a meeting in the summer with the athletics director to discuss the future of a coach, when the original meeting was postponed due to a death in the athletics director s family. (6/20/01) 8. For a student-athlete and spouse to stay in a hotel because their apartment was not ready when they arrived on campus. (9/6/00) 9. For an international student-athlete s parents to stay with a retired professor when they visit the institution. (11/6/97) 10. For meals and lodging for an international student-athlete to stay in a hotel or at a staff member s home during a holiday break. (11/21/00) For a representative of the institution s athletics interests to provide housing to an international student-athlete in conjunction with the Thanksgiving holiday, as long as the student-athlete paid for his or her transportation. (11/20/97) For a student-athlete s children to receive a present not to exceed $20 from Santa after a Christmas dinner held in conjunction with a bowl game, when the institution also purchased presents for the coaching staff s children. (12/20/01) For an additional day of meals and lodging for a student- athlete who will receive a recognition award since the additional meals and lodging is not provided by the sponsor of the event and is due to limited number of available flights. (5/23/02) For a student-athlete to receive psychological counseling. (11/2/01 Ed Column) The difference in required freshman testing fee expenses between a computerized test and regular test when the regular test is administered during competition. (11/6/97) 16. For an exam fee that was forfeited when the student-athlete could not take the exam due to competition. (4/9/97) 1 For an entrance exam fee for a student-athlete required for admittance to an institution s college or program. (11/2/01 Ed Column) 18. To fund a life-skills program involving the planning and organization of a student-athlete social. (11/13/00)

5 Page 5 of For a student-athlete to attend an on-campus leadership development/life-skills program/seminar. (3/19/98) For a light meal or snack for student-athletes attending two orientations after they reported to the institution for the academic year. (8/6/98) 21. For meals for a student-athlete who is enrolled in a life-skills program geared toward cooking and nutrition. (5/18/00) 22. For a member conference to provide a student-athlete a t-shirt as a memento for conference student-athlete advisory committee. (4/20/00) 23. For a t-shirt for a student-athlete involved in a life-skills program and seminar. (8/9/00) 24. For the meal expense for a student-athlete to attend a dinner auction for an endowment fund in memory of a student-athlete who recently died. (10/18/00) 25. For the meal expense for a student-athlete to have a meal with the winner of a kids club contest. (12/6/00) 26. For the meal expense for a student-athlete whose season has concluded but who is remaining on campus during an institutional academic year vacation period to continue training for Olympic trials. (3/11/04) For a long-distance phone call expense when a student-athlete is participating in institutional priority registration while he or she is at an away-from-home competition. (11/4/99) Reimbursement to a student-athlete for a cancellation charge for rooms reserved for the student-athlete s parents by the 28. institution, noting the student-athlete was unaware of the reservation and the error was that of the administrative staff. (6/11/07) Reimbursement to a student-athlete for a tuition refund insurance fee that is automatically charged to his or her account, noting that the registrar s office instituted a policy to automatically sign-up all students for the tuition refund reimbursement insurance but the student could have declined the insurance and have the charge removed and the need to waive the insurance fee was not well-publicized. (12/19/03) 30. For the fee for an international student-athlete to obtain an F-1 student visa. (9/4/97) For a student-athlete to travel to and attend an in-patient drug and alcohol rehabilitation program at an off-campus facility. (9/4/97) 32. For travel and fee expenses for an international student-athlete to obtain a visa provided such expenses are not available through the NCAA Special Assistance Fund. (9/3/98) (11/21/00) 33. For an undergraduate assistant coach to travel and attend a banquet that honors his former institution s head coach. (5/6/99) 34. For travel and meals for a student-athlete who serves as the color commentator for a different sport at an away-from-home contest when the student-athlete is pursuing a career in broadcasting. (11/29/01) 35. For meals and bus transportation for a team to travel to the funeral of a 10 year-old fan that was diagnosed with cancer at an early age. (3/27/02) 36. For meals and automobile transportation for a student-athlete to attend a Young Woman s Christian Association banquet honoring their coach. (10/18/00) SECTION III: If any IEXs were approved, please attach a brief memorandum explaining said usage for each approved IEX. For any IEXs involving multiple student-athletes, only one memo is necessary. SECTION IV: Institutional Approval. If no incidental expense waivers were utilized during the applicable reporting period, please check this box. Institutionally Approved By (please type name and title): Date: Submit to: