Department of Athletics Compliance Manual

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1 Department of Athletics Compliance Manual Georgetown College 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 College.

2 TABLE OF CONTENTS Institutional Control... 3 Certificate of Compliance... 3 Shared Responsibility... 3 Rules Compliance Responsibilities... 3 President... 3 Director of Athletics... 4 Assistant Director of Athletics for Compliance... 5 Senior Woman Administrator... 6 Faculty Athletics Representative... 6 Head/Assistant Coaches... 7 Sports Medicine/Athletic Training... 7 Office of Financial Planning... 8 Office of the Registrar... 8 Office of Undergraduate Admission... 8 Rules Education... 9 Head/Assistant Coaches... 9 Department of Athletics Staff... 9 Compliance Committee Student-Athletes Faculty, Staff, Alumni, Boosters and Fans Prospective Student-Athletes Rules Interpretations Reporting and Investigating Potential Rules Violations Investigating Possible Rules Violations Self-Reporting Major Violations Self-Reporting Secondary Violations Reporting Violations at Other Institutions Admissions Freshmen/Transfers/International Students Initial Eligibility Certification Freshmen Amateurism Certification International Student-Athletes Transfer Procedures Two-Year/Four Year College Prospects Transferring Out/Transfer Request Process Transfer Out Appeals Process Continuing Eligibility Certification Full-Time Enrollment Six-Hour Rule/24-Hour Rule /25 Rule Designation of Degree Program Progress-Toward-Degree Requirements Exceptions Georgetown College Athletics Compliance Manual 1

3 Academic Policies and Procedures Classification of Students/Good Academic Standing Monitoring Academics Final Certification Prior to Practice and Competition Practice/Competition Eligibility/Squad Lists 26 Revision to Team Roster Summer Session Procedures Playing and Practice Seasons Declaration of Playing Season Weekly Practice Reports (CARA/Non-CARA) Missed Class Time Policy Outside Competition / Unattached Competition Sports Other Than Basketball Basketball Procedure for Approving Outside Competition Recruiting Coaches Certification Test Recruiting Off-Campus Telephone Calls Official and Unofficial Visits/Student Hosts Tryouts Procedures to Audit Recruiting Activity Financial Aid Responsibilities for Grant-In-Aid Process for Grant-in-Aid for New Student-Athletes Process for Renewal of Grant-in-Aid Scholarships to Returning Students Process for Non-Renewal/Reduction of Grant-in-Aid Scholarships for Returning Students Regulations for Increasing, Decreasing or Not Renewing Grants-In-Aid Process for Non-Renewal/Reduction during Period of Award Process for Athletic Scholarship Appeals Hearings Non-Institutional Outside Financial Aid Grant-In-Aid Contributions by Donors Aid to Professional Athletes Student-Athlete Well-Being Gambling Use of Tobacco Products Sickle Cell Testing NCAA Drug Testing Georgetown College Drug Testing.40 Awards and Benefits Equipment and Apparel Camps and Clinics Student-Athlete Employment Volunteer Coaches Outside Employment and Promotional Activities Fundraising Georgetown College Athletics Compliance Manual 2

4 INSTITUTIONAL CONTROL It is the responsibility of each member institution to control its intercollegiate athletics program in complete compliance with the rules and regulations of the NCAA. This includes monitoring its programs to ensure compliance, identifying and reporting any instances in which compliance has not been achieved, and taking appropriate corrective actions. The College 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 College. Certificate of Compliance On an annual basis, the President must certify to the NCAA in writing that the policies, procedures, and practices of the College and its staff are in compliance with all NCAA regulations. All Department of Athletics staff members must also certify in writing, on an annual basis, that they have reported through the appropriate individuals on campus any knowledge of violations of NCAA legislation involving the College or its representatives. An NCAA member institution is not eligible to enter any team or individual in an NCAA Championship unless these certification requirements have been met. Shared Responsibility Operating the intercollegiate athletics program in compliance with the rules and regulations of the NCAA is a shared responsibility among everyone at the College. The College s President is responsible for the administration of all aspects of the athletics program, including approval of the budget and audit of all expenditures. The Director of Athletics has authority and responsibility for the daily operations of the Department of Athletics and its staff. The Assistant Director of Athletics for Compliance has responsibility for those aspects of the athletics program that are most directly regulated by NCAA rules, establishing and continuing rules education, and monitoring of these regulations. A head coach has the responsibility for compliance of her/his entire program, including assistant coaches, other staff, and student-athletes. All of these responsibilities are not only shared within the Department of Athletics but also throughout the entire Georgetown College community, including College administration, faculty, and staff. The Assistant Director of Athletics for Compliance will interact with all of these individuals and offices regularly to inform and educate everyone about the rules and regulations of the NCAA. RULES COMPLIANCE RESPONSIBILITIES President 1) The President asserts institutional control over Department of Athletics through his commitment, oversight and involvement in the intercollegiate athletics program. Specific responsibilities include: Regularly meet with appropriate staff and review roles and responsibilities; Approves the overall budget for the Department of Athletics; Develops goals and strategic plan for the Department of Athletics including gender equity and diversity; Appoints and oversees the role of the Faculty Athletics Representative (FAR); Ensures steps are taken by the College to comply with NCAA and Conference rules; and Monitors graduation rates for student-athletes and issues with missed-class time and academic support. Georgetown College Athletics Compliance Manual 3

5 2) Periodically meet with appropriate staff and review: The role of the College s Board of Trustees with the Department of Athletics operations; Key issues for the athletics program, Conference, and NCAA Division II; Hiring practices for the Department of Athletics; The role of the Senior Woman Administrator (SWA); The role of coaches; Health and safety issues, including the emergency medical plan for Department of Athletics; Key programs for student-athletes and opportunities for student-athletes to participate in nonathletics campus activities and organizations; and The Department of Athletics efforts to enhance the overall student-athlete experience. 3) Meet regularly with the FAR, Director of Athletics, and Student Success Committee to reinforce the role athletics plays at the College and to gain their insights regarding the state of the athletics program. 4) Meet at least annually with the departmental and coaching staff to reiterate the College s commitment to rules compliance. 5) Meet at least annually with the Student-Athlete Advisory Committee (SAAC) to obtain direct input regarding their student-athlete experience. 6) Annually certify to the NCAA in writing that the policies, procedures, and practices of the College and its staff are in compliance with all NCAA regulations. Director of Athletics The Director of Athletics ensures full compliance with NCAA, Conference, and College rules and regulations and is responsible for the integrity of the athletics program. Specific responsibilities include: 1) Establishes and communicates the College s commitment to rules compliance. 2) Establishes organizational lines of authority to emphasize oversight and accountability. 3) Maintains ongoing evaluation of staff members commitment to and documentation of compliance. 4) Arranges for periodic self-studies of the Department of Athletics. 5) Includes NCAA rules in Department of Athletics publications. 6) Explains Certification of Compliance Form at fall staff meeting. 7) Meets with officers of booster organizations for the Assistant Director of Athletics for Compliance to review NCAA rules. 8) Reviews contest schedules in concert with the Assistant Director of Athletics for Compliance ensure schedules meet Conference and NCAA requirements. 9) Evaluates potential NCAA rules violations and notifies the President of violations. 10) Declares student-athletes who violate NCAA rules ineligible. 11) Works with FAR on reinstatement requests for student-athletes in accordance with NCAA bylaws. 12) Provide support and leadership for coaches and athletics staff which includes providing professional growth opportunities for Department of Athletics coaches and staff 13) Be accountable for the compliance and fiscal responsibility of the department, including the planning and implementation of Department budgets 14) Be the lead administrator and person responsible for the institution s Department of Athletics strategic plan and compliance with Title IX 15) Monitor student-athlete eligibility and adherence to institutional, conference and national governing body rules, regulations, policies and procedures by coaches and staff 16) Plan, coordinate and oversee athletics fundraising efforts 17) Oversee media and promote the effective communication among the institution s President, staff, faculty, student-athletes, media and public Georgetown College Athletics Compliance Manual 4

6 18) Maintain active role in conference and applicable national associations which includes attending meetings, events, seminars, conferences, etc. in support of departmental and institutional goals and take an active role in conference and national affairs 19) Maintain communication with outside organization, including but not limited to the NCAA, NACDA, NACWAA, CoSida, and the NAIA 20) Establish and coordinate Departmental goals that are aligned with the Division II Strategic Positioning Platform, including the role athletics can play in strengthening the connection between the institution and the community Assistant Director of Athletics for Compliance The Assistant Director of Athletics for Compliance is responsible for the overall development, implementation, and review of the College s compliance program. The Assistant Director of Athletics for Compliance is also responsible for the daily operation of the compliance program including rules education, rules interpretations, and coordinating rules compliance efforts. The Assistant Director of Athletics for Compliance is responsible for the following: 1) Reviews head coaches declaration of playing and practice seasons and schedule of contests. 2) Conducts student-athlete orientation and rules education meetings each fall with individual teams. 3) Assists with the compilation and reporting of the NCAA Equity in Disclosure Act annually. 4) Coordinates the education of prospective student-athletes (PSAs), enrolled student-athletes, coaches, College personnel and representatives of athletics interest with regard to NCAA, Conference, and College rules and regulations and provides interpretations when necessary. 5) Coordinates, prepares, and maintains NCAA squad lists in conjunction with the Office of Financial Planning and provides them to the Conference. 6) Monitors financial aid limits offered based on team budgets and NCAA DII equivalency limits. 7) Serves as department liaison with the NCAA Eligibility Center; develops and submits Institutional Request Lists (IRLs) for each sport. 8) Receives final Eligibility Center decisions, places the decisions in the student-athlete s files, and notifies the appropriate head coach when a final decision is rendered. 9) Coordinates student-athlete initial and continuing eligibility certification with the FAR and the Representative from the Office of the Registrar. Shares status with head coaches and provides required eligibility forms to the Conference. 10) Monitors official and unofficial visits, and all other recruiting activities. 11) Monitors permissible recruiting materials in accordance with NCAA Bylaws. 12) Secures the release for potential transfer students and facilitates the release of student-athletes seeking to transfer from the College in consultation with the head coach and Director of Athletics. 13) Reviews, audits, and files weekly practice/competition logs. 14) Maintains participation records/determines seasons of competition utilized by the student-athletes. 15) Identifies potential rules violations and reports them to the Director of Athletics and FAR. 16) Conducts investigations of NCAA rules violations. 17) Reviews summer regulations regarding athletics participation, sports camps and clinics, and employment for coaches and student-athletes. 18) Coordinates the College s Letter of Intent program for student-athletes. 19) Monitors outside scholarships with the Office of Financial Planning. 20) Coordinates the process of initial awarding and annual renewal, reduction, cancellation, or nonrenewal of athletics scholarships with the Office of Financial Planning. 21) Serves as Department of Athletics liaison to the Office of Undergraduate Admission, Office of Financial Planning, Office of the Registrar, and to the FAR. 22) Coordinates all NCAA and Conference appeals and waivers. Georgetown College Athletics Compliance Manual 5

7 23) Monitors employment of student-athletes according to NCAA Bylaws. 24) Monitors compliance with NCAA Bylaws regarding complimentary admission to athletics events. 25) Prepares handouts and presentations used in rules education for student-athletes, coaches, Department of Athletics staff, faculty, and representatives of athletics interest. 26) Serves as co-chair of the Compliance Committee. 27) Serves as a member of the Grievance Committee and the Athletic Academic Work Group. 28) Processes Rules Interpretation Forms. 29) Enters PSAs on the IRL for each sport. Communicates on a weekly basis to coaches the status of PSAs and requires each coach to contact their PSA concerning missing information. 30) Enters the PSA in Front Rush/Compliance Assistant (CA). 31) Reviews all student-athlete, NCAA, Conference, and College compliance forms, including Drug Testing Consent Forms. 32) Prepares a file for each PSA containing the decision of the NCAA Eligibility Center, the National Letter of Intent (NLI), Conference Financial Aid form, and the current academic schedule. 33) Maintains a file from the Office of the Registrar containing a list of student-athletes eligible in each sport and provides the list to each head coach. 34) Facilitates the preparation of squad lists which are filed with the Conference 35) Collects weekly Countable Athletically Related Activities (CARA) forms from each sport. Senior Woman Administrator The SWA is responsible for working closely with student-athletes to ensure they have an active voice in Georgetown College athletics, particularly in areas involving female student-athletes. Her responsibilities include: 1) Participates in the Gender Equity & Title IX Committee. 2) Coordinates with the Director of Athletics to ensure conformity with gender equity and Title IX guidelines, and monitors areas of gender/diversity issues and student-athlete well-being. 3) Assists in reviewing and editing the Student-Athlete Handbook. 4) Serves on the Compliance Committee and Athletic Academic Work Group. 5) Represents the College at NCAA Convention, Conference meetings and regional rules seminars. Faculty Athletics Representative The FAR is responsible for serving as the liaison between the Department of Athletics and the College s faculty and administration. The FAR is appointed by the President and reports directly to the President. The FAR is one of five individuals authorized to make contact with the NCAA Academic and Membership Affairs staff for rule interpretations. The FAR has a number of legislated and assigned responsibilities including: 1) Represents the College at the annual NCAA Convention, FARA Fall Forum, Conference meetings and Regional Rules Compliance Seminars. 2) Certifies the academic and overall eligibility of each student-athlete each semester in coordination with the Office of Athletics Compliance and Office of the Registrar. 3) Assists with required Institutional Self-Studies. 4) Administers the NCAA Coaches Certification examination annually. 5) Serves as a member of the Athletics Scholarship Appeals Committee and the Compliance Committee and Grievance Committee. 6) Assists with compliance education for student-athletes, coaches, and staff. 7) Assists with the submission of student-athlete reinstatement cases. Reinstatement requests must be submitted to the NCAA in the name of the College by the FAR, President, or Director of Athletics in accordance with NCAA Bylaws. Georgetown College Athletics Compliance Manual 6

8 8) Assists with all NCAA waiver requests. 9) Assists with all NCAA violation reports and investigations. The FAR is included in the notifications from the NCAA that an official inquiry is being initiated to determine whether rules violations have occurred. 10) Reviews competitive schedules with missed class time as the focus. 11) Works with campus Academic Advisors in to ensure third term student-athletes have a declared major and to evaluate their academic progress. 12) Reviews competitive schedules with missed class time as the focus. 13) Works with campus academic advisors in to ensure third term student-athletes have a declared major and to evaluate their academic progress. 14) Monitors the activities of the athletic programs and ensure a proper balance between the athletic programs and the College. 15) Serves as a liaison to the faculty and ensure the views of the faculty are heard. 16) Ensures faculty influence regarding the College s athletics programs are channeled through FAR. Head/Assistant Coaches All coaches are responsible for knowledge and implementation of, as well as compliance with, NCAA, Conference and College 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, Conference and College guidelines. Coaches responsibilities include: 1) Attend and participate in rules education meetings. 2) Review NCAA rules with student-athletes as necessary and reinforce importance of compliance. 3) Facilitate acquiring all information necessary to determine PSA eligibility. 4) Provide complete and accurate expense reports and all official visits. 5) Declare playing and practice seasons and submit to the Office of Athletics Compliance for review and approval. 6) Ensure team s compliance with NCAA rules related to playing and practice seasons including weekly CARA forms. 7) In cooperation with the Director of Athletics, monitor the scheduling process to verify the schedule meets NCAA and Conference scheduling requirements and missed class time policies. 8) Educate student-athletes regarding NCAA regulations governing employment. 9) Attend NCAA rules seminars and annually passes the Coaches Certification Exam. 10) Follow the established process for renewal/non-renewal for athletically related financial aid. 11) Annually declare and requests approval from the Director of Athletics and President for outside athletically related income. 12) Ensure compliance with NCAA Bylaws regarding uniform logos, complimentary tickets and summer camps. Sports Medicine/Athletic Training Athletic trainers are responsible for assisting with the NCAA drug testing program on campus, conducting the College s drug testing program, providing athletic training and rehabilitation services in accordance with College and Conference policy, as well as contributing to the education of studentathletes in these areas. The sports medicine staff is responsible for the following: 1) Monitors compliance with NCAA Bylaws regarding medical hardship waivers including documentation. Georgetown College Athletics Compliance Manual 7

9 2) Provides student-athletes and coaches with rules education regarding NCAA and the College s insurance program. 3) Supervises and monitors ineligibility for the use of banned drugs consistent with NCAA Bylaws. 4) Advises student-athletes and coaches on permissible and non-permissible nutritional substances. 5) Assists in compliance with NCAA Bylaws regarding daily and weekly hour limitations. Office of Financial Planning The Director of Financial Planning, or designated financial planning staff, and the Assistant Director of Athletics for Compliance are assigned the duty of awarding athletically-related financial aid and are responsible for monitoring all countable aid and outside aid awarded. The Office of Financial Planning inputs all financial data into CA. The Office of Financial Planning is responsible for the following: 1) Determines the College s cost-of-attendance. 2) Determines countable financial aid per NCAA regulations. 3) Provides financial information to the Assistant Director of Athletics for Compliance for NCAA squad lists. 4) Assists the Assistant Director of Athletics for Compliance in monitoring NCAA financial aid limits for individual student-athletes and team equivalencies. 5) Processes initial awarding and annual renewal/non-renewal of athletic grants-in-aid as received from and approved by Director of Athletics, FAR and head coach. 6) Awards all financial aid for the College, including athletics scholarships, institutional grants and all other aid. 7) Monitors, with the Assistant Director of Athletics for Compliance, all student-athletes defined as Counters in accordance with NCAA Bylaws. 8) Monitors the College s communication and correspondence regarding athletically related financial aid and other institutional aid. 9) Conducts hearings for those student-athletes who have their aid reduced, cancelled, or not renewed and who requests an appeal process. 10) The Director of Financial Planning serves as an active member of the Compliance Committee. Office of the Registrar The Representative from the Office of the Registrar is responsible for verifying the rule requirements for the 24-Hour, Six-Hour, 75/25, GPA, and Progress-Toward-Degree requirements, full-time status, and declaration of major, and for reviewing overall academic eligibility rosters for all teams. The Representative is responsible for the following: 1) Determines continuing eligibility for returning student-athletes. 2) Monitors and certifies full-time enrollment. 3) Monitors designation of academic degrees. 4) Determines satisfactory Progress-Toward-Degree and good academic standing for student-athletes. 5) Certifies all transfer credits by the College and calculates the 2-year college transfer GPA. 6) Serves as an active member of the Compliance Committee. Office of Undergraduate Admission The Vice President for Enrollment Management and the Admissions Counselor(s) assigned to incoming students process admission recommendations for student-athletes and are responsible for admitting the student-athletes within the College s and NCAA rules and regulations. The Vice President for Enrollment Management serves as an active member of the Compliance Committee. Specifically, the compliance responsibilities include the following: Georgetown College Athletics Compliance Manual 8

10 1) Reviews PSAs admission materials and advises the Department regarding admission status. 2) Ensures PSAs are admitted under the same standards as all other prospective students. 3) Facilitates the admissions process for PSAs. 4) Meets with all PSAs and transfer student-athletes. 5) Assists with educating PSAs about the NCAA Eligibility Center and refers PSAs to the Assistant Director of Athletics for Compliance regarding any eligibility questions. 6) Provides coaches with information about admissions events on an annual basis. RULES EDUCATION Rules education is a critical part of the compliance program at Georgetown College. Education and knowledge of NCAA, Conference, and College rules are the first steps in maintaining rules compliance and upholding the integrity of the College. Coaches and staff must comply with all NCAA, Conference, and College rules and regulations. They are expected to know the basic rules, use the NCAA Division II Manual as a reference point, and to ask for interpretations before acting when the rules or situation seems unclear. The rules education program is designed to prepare coaches and staff to identify areas where compliance problems may exist and to identify infractions, should they occur. The rules education program is also designed to inform coaches and staff of proposals and changes to NCAA rules throughout the legislative process. The Assistant Director of Athletics for Compliance is responsible for providing rules education to the groups identified in the manner outlined below. Head/Assistant Coaches The Assistant Director of Athletics for Compliance will schedule and conduct rules education meetings during the year as follows: 1) The Department of Athletics will hold monthly staff meetings. A segment of each of these will be dedicated specifically to rules education. During the meeting NCAA, Conference, and College rules, regulations and procedures will be discussed. Coaches are required to attend the meetings. 2) Attendance is recorded and staff members missing are notified by the Assistant Director of Athletics for Compliance to schedule make-up sessions. 3) The Assistant Director of Athletics for Compliance distributes any new legislative interpretations to coaches when applicable. Coaches requesting rule interpretations will submit a Rules Interpretation Form by to the Assistant Director of Athletics for Compliance. 4) All coaches are provided with the Georgetown College Compliance Manual, Student-Athlete Handbook, and NCAA Division II Manual. Department of Athletics Staff The Assistant Director of Athletics for Compliance is primarily responsible for the education of all Department of Athletics staff. New staff will begin education as soon as an individual has accepted a position at the College even if the person may not officially start work immediately. This pro-active education will help ensure the new employee does not engage in any activities that are not permissible. Please note: Once an individual accepts employment, that person becomes an agent of the College. 1) Department of Athletics staff members are required to attend the monthly staff meetings. These meetings will review NCAA rules and regulations, proposed and/or newly adopted legislation, and relevant interpretations. 2) Department of Athletics staff members requesting rule interpretations will submit a Rules Interpretation Form by to the Assistant Director of Athletics for Compliance. The Assistant Georgetown College Athletics Compliance Manual 9

11 Director of Athletics for Compliance will contact the Conference and/or NCAA staff for interpretation and report interpretation back to Department of Athletics staff member(s) via . 3) The Assistant Director of Athletics for Compliance is responsible for distributing educational materials to staff members as needed. 4) The Assistant Director of Athletics for Compliance will provide access to the Georgetown College Compliance Manual, Student-Athlete Handbook, and NCAA Division II Manual to all staff members with NCAA compliance responsibilities and others as appropriate. Compliance Committee The Compliance Committee consists of the Assistant Director of Athletics for Compliance/SWA, FAR, Director of Financial Planning, Vice President for Enrollment Management, Dean of Students, and the Representative from the Office of the Registrar. The Assistant Director of Athletics for Compliance and FAR serve as co-chairmen of the Compliance Committee. 1) The Assistant Director of Athletics for Compliance is responsible for educating members of the Compliance Committee on NCAA and Conference legislative requirements in each of their areas. 2) The Compliance Committee will meet once per month, at minimum, to discuss NCAA and Conference rules as well as the College s compliance policies and procedures. 3) The Compliance Committee will annually evaluate the compliance program, including the Compliance Manual, and make changes as necessary to be implemented as soon as possible. 4) The Co-Chairmen of the Compliance Committee will report annually and as necessary to the Director of Athletics and the President on the status of compliance. They will receive feedback and/or areas of concerns from the Director of Athletics and President on compliance issues. 5) Members of the Compliance Committee are expected to attend an NCAA Regional Rules seminar once every three years. The Assistant Director of Athletics for Compliance will attend each year. 6) All committee members are provided with the Georgetown College Athletics Compliance Manual and NCAA Division II Manual. 7) The Assistant Director of Athletics of Compliance and/or the Committee will keep the President and Director of Athletics aware of athletics compliance risks, activities, and findings. 8) The Committee will receive and act on any relevant athletics compliance issues brought to their attention (i.e., waiver requests, secondary violations, transfer cases, etc.) 9) The Committee will make recommendations to ensure compliance with the bylaws, rules and regulations of the NCAA and the Conference; and resolve conflict that may arise with College policies, Conference rules, and NCAA bylaws. Student-Athletes 1) The Assistant Director of Athletics for Compliance and head coaches are responsible for educating student-athletes on compliance with NCAA, Conference, and College rules and regulations. 2) The Assistant Director of Athletics for Compliance will conduct a rules education meeting at the beginning of the fall semester with each team. This meeting will review important NCAA, Conference and College regulations, including the Summary of NCAA Regulations, academic eligibility rules, financial aid, amateurism guidelines, gambling, student-athlete employment, and playing and practice seasons. This meeting will also cover the administration of NCAA and Georgetown College eligibility paperwork, NCAA and Georgetown College Drug Testing Consent Forms, Student-Athlete Statement, Historical Questionnaire form, and HIPAA Forms. 3) The Associate Director of Athletics serves as the liaison to the Student Athlete Advisory Committee (SAAC). In concert with the Assistant Director of Athletics for Compliance, rules education materials are to be provided for each meeting to be distributed to each team by the Georgetown College Athletics Compliance Manual 10

12 SAAC members. The SAAC will also be expected to review and recommend positions on pending NCAA and Conference legislation to the Department of Athletics. 4) The Office of Athletics Compliance will regularly send memorandum reminders regarding pertinent issues such as sports wagering, outside competition, extra benefits, employment, and amateurism to student-athletes. 5) Student-athletes are given a Student-Athlete Handbook each year which includes compliancerelated sections. Faculty, Staff, Alumni, Boosters, Fans and Other Representatives of Athletics Interest 1) Compliance information and NCAA rules education materials are made available for faculty, staff, alumni, boosters, and fans. This information will be published on the Georgetown College Athletics website and available in hard copy format. 2) All boosters and season ticket holders will receive a compliance brochure in their booster packet. 3) The compliance brochure will also be distributed at fundraising events. Prospective Student-Athletes 1) The Assistant Director of Athletics for Compliance and coaches share responsibility for prospective student-athlete (PSA) rules education. 2) The head coach is responsible for communicating with each PSA regarding his/her initial eligibility status when provided updated information from the Assistant Director of Athletics for Compliance. RULES INTERPRETATIONS The interpretation process is essential for compliance with NCAA legislation. In many cases, the NCAA Division II Manual does not provide a definitive answer to questions and an interpretation is required. It is the responsibility of all coaches and Department of Athletics staff to seek an accurate interpretation before acting. The procedures for interpretation of NCAA rules are designed to provide accurate and timely answers to questions as they arise for all those involved with the Georgetown College Department of Athletics. Procedures for requesting rule interpretations are as follows: 1) All coaches and staff members must direct rule and interpretation questions to the Assistant Director of Athletics for Compliance by submitting a Rules Interpretation Form by . If a question is discussed verbally, the Assistant Director of Athletics for Compliance will ask the individual to follow up the discussion with an regarding the question. 2) If the Assistant Director of Athletics for Compliance cannot provide a definitive interpretation, the question will be forwarded to the Conference Office and/or the NCAA Academic and Membership Affairs staff. 3) All interpretations from the Conference and the NCAA will be received in writing and distributed to staff as appropriate. 4) Once an official interpretation has been determined, the Assistant Director of Athletics for Compliance will contact the individual who requested the interpretation via . All interpretations will be disseminated to coaches and staff in writing as appropriate. 5) All interpretations will be kept on file in the Office of Athletics Compliance. If the Assistant Director of Athletics for Compliance is not available, then the Faculty Athletics Representative will have access to the interpretation files. Georgetown College Athletics Compliance Manual 11

13 REPORTING AND INVESTIGATING POTENTIAL RULES VIOLATIONS All Department of Athletics staff members (including part-time staff members, graduate assistants, and clerical staff) must sign the NCAA Certification of Compliance Form each year, attesting that the individual has reported any knowledge of involvement in any NCAA violations involving Georgetown College. Each staff member must be committed to building a successful athletics program within Conference, NCAA, and Georgetown College guidelines. It is the responsibility of all staff members to inform the Office of Athletics Compliance of any potential violations. The Assistant Director of Athletics for Compliance will notify the Director of Athletics of events, names, and other relevant information. Any potential or self-discovered NCAA rules violations must be immediately reported in writing to the Assistant Director of Athletics for Compliance. The report must include: The date and location of the alleged violation(s); A description of the alleged violation, including the rule violated, if known; The identity of the coach or coaches, prospective and/or enrolled student-athlete(s), and/or any other individuals involved in the alleged violation; and The means by which the person alleging the violation became aware of the potential or selfdiscovered violation. Investigating Possible Rules Violations Upon receiving a rules violation report, the Assistant Director of Athletics for Compliance must notify the Director of Athletics and Faculty Athletics Representative (FAR). The following procedures must be followed: 1) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR are responsible for reviewing the report, determining what type of inquiries or investigation are warranted, and establishing a timeline for conducting the investigation, including conducting a preliminary investigation. The Director of Athletics is responsible for notifying the College s President to inform him of the initiation of investigation of a possible rules violation. The Director of Athletics, Assistant Director of Athletics for Compliance, and/or FAR may consult the Conference Office as necessary. 2) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR are responsible for developing an interview guide for the preliminary investigation specific to the case. The interview guide ensures the same questions are asked of each party involved in the preliminary investigation. Follow-up questions may be added as the investigation proceeds, but should be documented in each interview. The interview guide should identify relevant parties to be interviewed, interview questions, and an itinerary for the preliminary investigation. The preliminary investigation should begin as soon as possible. 3) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR are responsible for carrying out the preliminary investigation and jointly conducting interviews. These parties should gather any relevant evidence and conduct the appropriate interviews. All information obtained by one of these parties should be documented in detail and shared with the other parties responsible for the investigation. All interviews should be conducted by the Assistant Director of Athletics for Compliance, Director of Athletics, and FAR. If necessary, one or more members may participate by conference call during an interview, but this should be avoided. 4) Following the preliminary investigation and interviews, the Assistant Director of Athletics for Compliance, Director of Athletics, and FAR must meet to review all evidence gathered during the Georgetown College Athletics Compliance Manual 12

14 preliminary investigation period. At this time, the Assistant Director of Athletics for Compliance, Director of Athletics, and FAR should decide whether a violation has occurred. 5) If, based on the facts, no violation has occurred, the Assistant Director of Athletics for Compliance must document a summary of the procedures followed during the preliminary investigation and include the rationale for concluding the allegation was not a rules violation. If no rules violation has occurred, no further action is necessary. If, based on the facts, the investigating parties believe a violation has occurred, the Director of Athletics is responsible for notifying the President and the Conference. 6) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR must make a determination of whether the violation is major or secondary in nature and follow the applicable procedures. The determination should be made based on the following NCAA bylaws: All violations other than secondary violations are major violations, specifically including those that provide an extensive recruiting or competitive advantage (NCAA Bylaw Violation, Major.) A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit (including, but not limited to, an extra benefit, recruiting inducement, preferential treatment, financial aid). Multiple secondary violations by a member institution may be collectively considered a major violation (NCAA Bylaw Violation, Secondary.) 7) In the case of major violations, the Director of Athletics must report the decision to the College s President. The President and Director of Athletics determine all necessary and immediate actions, including a detailed public relations plan and whether obtaining counsel is warranted. The Assistant Director of Athletics for Compliance is responsible for advising the Sports Information Director and College Relations & Marketing regarding appropriate responses to inquiries while the formal investigation is conducted. 8) In the case of secondary violations, the Assistant Director of Athletics for Compliance should proceed with the NCAA Secondary Violations Self-Reporting Instructions (see Self-Reporting Secondary Violations procedures below). 9) For violations involving the Director of Athletics and/or Assistant Director of Athletics for Compliance, the FAR will work in conjunction with the President and the Student Success Committee to ensure the investigative process standards are in accordance to the NCAA Principles of Institutional Control. Self-Reporting Major Violations 1) In the case of major violations, the Director of Athletics, Assistant Director of Athletics for Compliance, and FAR should determine any and all parties necessary to be involved in the formal investigation, determine their responsibilities and gather all pertinent information. The Assistant Director of Athletics for Compliance and FAR should compile a detailed, written report of the incident including the following information: The date and location of the incident; A description of the incident; The identity of the coaches, prospective and enrolled student-athletes, and other individuals involved in the incident; How and why the incident occurred; The means by which the individual became aware of the possible violation; Any other information that should be considered in reviewing the case; and Georgetown College Athletics Compliance Manual 13

15 The date the report is issued. 2) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR are responsible for developing an interview guide for the formal investigation specific to the case. The interview guide should identify relevant parties to be interviewed, interview questions, and itinerary for the investigation. The interview guide ensures the same questions are asked of each party involved in the formal investigation. Follow-up questions should be documented in each interview. 3) The Assistant Director of Athletics for Compliance will research Legislative Services Database Internet (LSDBi) and correspond with the NCAA Enforcement Staff to find case precedents. After review, the Assistant Director of Athletics for Compliance will submit proposed penalties for approval by the FAR and Director of Athletics. 4) After all pertinent information has been gathered, a written self-report must be prepared by the Assistant Director of Athletics for Compliance and Director of Athletics. The report must be sent to the NCAA and Conference Office. This report shall include the following information: The date and location of the violation; A description of the violation, including the rule that was violated; The identity of the coach(es), prospective and enrolled student-athletes, and other individuals involved in the violation; The reason(s) the violation occurred; The means by which the College became aware of the violation; All investigative actions that the College completed; A list of corrective and disciplinary actions taken by the College (self-imposed) and Conference (if any); An acknowledgement that a violation occurred and the College s position regarding whether the violation is major or secondary; A statement indicating whether any eligibility issues need to be resolved and, if so, whether the College is requesting restoration of eligibility for any prospective or enrolled-student athletes; Any other information that should be considered in reviewing the case; and The date of the self-report. 5) Self-imposed sanctions on individuals and/or programs involved in any confirmed rules violation may include letters of admonishment and/or reprimand, when appropriate, for College employees. Representatives of athletics interest involved in violations may be required to disassociate from the College. 6) The President, Director of Athletics, FAR, and any other individual involved in the investigation will receive copies of the self-report. The College s attorney should also receive a copy of the self-report, if necessary. A summary of violation reports and NCAA responses will be presented each semester to the Student Success Committee and Compliance Committee, with a copy kept on file in the Office of Athletics Compliance. Self-Reporting Secondary Violations 1) The Assistant Director of Athletics for Compliance must notify the Conference of the initiation of the self-reporting process. 2) The Assistant Director of Athletics for Compliance, Director of Athletics, and FAR should determine if the violation occurred. Georgetown College Athletics Compliance Manual 14

16 3) If it is determined a Secondary violation occurred, Georgetown College is required to impose prescribed penalties, report the violation on the Violations Report Form, and forward the running list of violations to the Conference Office. 4) If the Assistant Director of Athletics for Compliance, Director of Athletics, and FAR believe the circumstances are such that the prescribed penalty is not appropriate, the Assistant Director of Athletics for Compliance may submit the violation to the NCAA staff for processing with an explanation as to why relief from the prescribed penalty should be provided. 5) If there are no prescribed penalties required per NCAA legislation, Georgetown College will consult with the Conference Office and take appropriate, agreed upon, corrective measures to address the issue. 6) Copies of the quarterly violation reports must be sent to the President, FAR, Director of Athletics, Student Success Committee, and Compliance Committee, with a copy kept on file in the Office of Athletics Compliance. Alleged Violations Involving Other NCAA Institutions 1) If an individual has knowledge of an alleged violation involving another NCAA member institution which impacts Georgetown College, he/she should report the alleged violation(s) to the Assistant Director of Athletics for Compliance or Director of Athletics. 2) The Director of Athletics, Assistant Director of Athletics for Compliance, and FAR will discuss the alleged violation to establish the College s response. The individual(s) who presented the accusation may also be consulted. 3) Options for dealing with an alleged violation at another NCAA institution may include: a. The Director of Athletics or his designee may contact the athletics director at the other institution in an attempt to persuade the parties to refrain from further wrongdoing and self-report. It is assumed the other member institution will address the alleged violation, rectify the issue, and self-report to the NCAA and other required entities. b. If the other member institution does not address the issue, the Director of Athletics may contact the Conference Commissioner in an attempt to have the Conference address the alleged violation. c. If the Conference Commissioner does not take action, the Director of Athletics may contact the NCAA to inform the Enforcement Staff of alleged violations of NCAA rules. ADMISSIONS The Office of Undergraduate Admission is responsible for ensuring all student-athletes are admitted under the same standards as the general student applicant. The Assistant Director of Athletics for Compliance is responsible for monitoring the admissions status of incoming student-athletes and communicating that status to respective coaches. Freshmen 1) The Office Undergraduate Admission is responsible for informing the prospective student-athlete (PSA) that he/she must submit, to the Office of Undergraduate Admissions, official transcripts from their high school and official test scores for evaluation of admissibility. Students who have completed joint-enrollment while in high school will also need to send an official transcript from the college or university where the joint-enrollment courses were taken. 2) The head coach is responsible for entering the PSA s information into Front Rush, reminding the student-athlete that he/she must be registered with the appropriate eligibility center(s) and must provide the center with the required information. Georgetown College Athletics Compliance Manual 15

17 3) The PSA is responsible for submitting to the Office of Undergraduate Admission a completed Georgetown College Application for Undergraduate Admission, preliminary and final official high school transcripts, and official standardized test scores. The PSA is also responsible for registering with the appropriate eligibility center(s). 4) The Office of Undergraduate Admission will, on a monthly basis, update the status of admits or denials and send an update to all coaches and the Office of Athletics Compliance. 5) The Office of Undergraduate Admission will inform the PSA of his/her admission status. Transfers The head coach or designee is responsible for entering the PSA information into Front Rush and advising the PSA to have official transcripts (for all high school and post-secondary educational institutions attended) sent to the Office of Undergraduate Admission. 1) The head coach is responsible for informing transfers from NAIA, two-year colleges, or NCAA institutions to register with the appropriate eligibility center(s). 2) The prospective transfer student-athlete is responsible for submitting a completed Application for Undergraduate Admission, all documents including official high school transcripts, official college transcripts(s) from all schools attended, official standardized test scores (if applicable) and an application fee to the Office of Undergraduate Admission. 3) Once the transcript evaluation is completed, the Director of Financial Planning will check the National Student Loan Data System (NSLDS) to determine other institutions the transfer studentathlete has attended. 4) The Office of Undergraduate Admission is responsible for entering PSA information into Front Rush and advising the PSA about required documents needed for admission to Georgetown College. PSAs who have attempted more than 24 semester hours will have his/her official transcripts from all colleges and universities they have attended sent to the Office of Undergraduate Admissions. Prospective students who have attempted less than 24 semester hours will also need to send an official final high school transcript and standardized test scores. 5) The Office of Undergraduate Admission will inform the prospective student-athlete and the Office of Athletics Compliance of the PSA s admission status. 6) The Office of Undergraduate Admission will forward a copy of all transcripts to the Office of the Registrar for the evaluation of transferrable credits and GPA for two-year transfers. These same documents will be supplied to the Office of Athletics Compliance. International Students-Athletes 1) In addition to the above requirements for freshmen and transfers, the Assistant Director of Athletics for Compliance is responsible for entering the PSA s information in Front Rush. 2) Freshmen international students must submit to the Office of Undergraduate Admission a completed International Application for Admission, official transcripts, TOEFL scores (if the student s native language is not English) and an official copy of their high school or secondary transcripts to World Educational Services (WES) for an official evaluation. Freshmen international students must also submit SAT or ACT scores to both Georgetown College and the appropriate eligibility center(s). 3) Once evaluated by WES, the Office of Undergraduate Admission will notify the Assistant Director of Athletics for Compliance of the WES evaluation and/or decision. The Assistant Director of Athletics for Compliance will notify the head coach. 4) All prospective international students must submit an official Statement of Financial Support to the Office of Undergraduate Admission. Georgetown College Athletics Compliance Manual 16

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