UNIVERSITY OF WYOMING ATHLETIC DEPARTMENT COMPLIANCE EDUCATION PROGRAM Updated 9/23/13 SECTION I Rules education is an essential part of the compliance program at UW. Although coaches and department staff members are not expected to know every NCAA rule, they are expected to know the basic rules, be familiar with the NCAA Manual and be able to identify problem areas within their sport programs and request the necessary interpretations before acting. The compliance education program is designed to assist coaches and staff members in identifying potential infractions as well. The Athletic Department has developed educational programs for coaches, staff, PSAs, enrolled student-athletes and alumni and support groups. New incoming coaches and staff must meet with the Compliance Office to discuss pertinent compliance-related issues including watching a compliance-oriented power point presentation. In addition, the Compliance Office provides a brief overview of the Athletic Department Compliance Notebook (available online). COACHES & STAFF: All-Staff Meetings: All athletic department personnel are required to attend All-Staff meetings. At minimum, there will be one All-Staff meeting each semester. The first All-Staff meeting will be conducted during either August or the first week of classes each fall semester. During this meeting the CEO/Designee, Faculty Athletics Representative (if available) and the Director of Athletics/Designee/s will review compliance responsibilities, expectations, and accountability. In addition, during this meeting (or prior to) the CEO will sign NCAA Form 1 (Certification of Compliance for Institutions) and all coaches and staff will sign NCAA Form 2 (Certification of Compliance for Staff Members of Athletics Department). At all All-Staff meetings the Compliance Office will discuss/review pertinent compliance-related materials. New Coach Compliance Orientation Presentation: All newly hired coaches are required to review a Compliance Orientation Presentation with the Compliance Office within the first month of their employment. This orientation covers general NCAA rules topics as well as select Athletic Department policies and procedures. Head Coach Responsibility Education Program: At least twice per semester, each sport head coach is required to meet with the Compliance Office and their staff to review specific rules education topics. These sessions will be led by the head coach (meeting materials are provided by the Compliance Office) and include an open forum for each coaching staff to ask sport specific compliance questions. Annual Regional NCAA Compliance Seminar: At least one institutional representative responsible for compliance and/or eligibility certification will attend annually one of the two NCAA Regional Seminars. Monthly Compliance Education Meetings: Coaches and office associates (clerical/support staff) with sport supervision will be required to attend monthly compliance education meetings conducted by the Compliance Office. These meetings will be held every month except June and July. Current and proposed legislation will be reviewed as well as documentation of responsibilities.
Attendance at all rules education meetings is mandatory. If an individual will not be able to attend a meeting the Compliance Office must be notified prior to the meeting. It is expected that you will review all material forwarded to you and contact the Compliance Office with any questions that you may have regarding the topics discussed. Absences will be approved for the following reasons with exceptions being approved via the Director of Athletics/Designee: 1. Meeting occurs within two hours before a home game; 2. Team travel; 3. Recruiting trip, or 4. Personal emergencies The Compliance Office will keep an attendance report for each meeting on file. A copy of the agenda, including any documents that were disseminated at the meeting, will be sent to each coach not in attendance. The Compliance Office is responsible for providing coaches with written educational materials, as appropriate. These materials will be generated from the institutional Compliance Office, the MWC and the NCAA. All coaching staffs will be provided access to the following materials: a. UW Athletic Department Compliance Notebook (available online) b. UW Athletic Department Student-Athlete Handbook (available online); c. UW Athletic Department Guide for Boosters (available online); d. UW Athletic Department Newsletter e. MWC Handbook (available online); f. NCAA Manual; g. NCAA Guide to Recruiting (available online); h. NCAA Guide for the College-Bound Student-Athlete (available online);and i. NCAA Transfer Guide (available online); j. UW Compliance Twitter updates with rules tips and education topics NCAA Recruiting Test: All coaches are required to take the NCAA Coaches Recruiting Certification Test administered as required by NCAA Bylaw 13. All coaches must successfully complete this annual open book examination in order to participate in off campus recruiting activities. Football Graduate Assistants (GA s) must successfully complete this exam in order to contact prospective student-athletes by phone. The Compliance Office strongly encourages additional sport-specific support staff (e.g., Director of Operations, Director of Player Personnel, etc) to take the NCAA Coaches Recruiting Test even though it is not required. The Compliance Office will verify incoming staff members as to whether they have been previously certified by a prior institution. ENROLLED STUDENT-ATHLETES: Annual Compliance Orientation: All student-athletes (newcomers and returnees) are required to attend a compliance orientation meeting at the beginning of each academic year (or immediately upon enrollment if a mid-year transfer, etc). These meetings will be scheduled by team. The NCAA Student-Athlete Statement and NCAA Drug Testing form as well as MWC and institutional compliance forms relating to academic progress requirements, amateurism, awards, benefits, financial aid limits, will be reviewed and signed where required.
All student-athletes will also be required to attend a compliance meeting at the end of each academic year. Similar to the compliance orientation, these meetings will also be scheduled by team. Although these meetings will emphasize compliance matters/policies related to summer (e.g., employment, participation in summer camps/summer leagues, etc), the Compliance Office will review other relevant compliance-related information and the summer Drug Free Sport program. PROSPECTIVE STUDENT-ATHLETES: Campus Visits: Prospective student-athletes (PSAs) who make official (expense paid) visits to campus are encouraged to visit with an Academic Coordinator in the Office of Academic Support to review NCAA eligibility requirements and institutional academic programs. Coaches are also encouraged to arrange special compliance orientations by the Compliance Office when large groups of PSAs are making either official or unofficial visits on campus. At the conclusion of the visit or prior to leaving campus, the PSA will sign applicable compliance paperwork including, but not limited to, the Prospective Student-Athlete Declaration Form and the Mileage Reimbursement Form (if applicable). Basketball (Men and Women) Summer Sports Camps: Prospective student-athletes attending a UW Basketball (Men and Women) summer sports camps must be presented an educational session (either in person or in a video format) explaining NCAA initial eligibility standards and regulations related to gambling, agents and drug use. Correspondence: Coaches are encouraged to include compliance education messages in the correspondence mailed to prospective student-athletes. Topics should include ACT/SAT test dates, initial eligibility requirements, official and unofficial visits, guidelines on telephone calls, off campus contacts, etc. STAFF MEMBERS: The Compliance Office shall have primary responsibility for the education of staff members. The Compliance Office shall schedule meetings with individual staffs as appropriate (e.g., admissions, athletic office associates, equipment room, financial aid, fundraising, marketing, media and public relations, sports medicine, the ticket office, etc). Staff members are expected to attend Compliance Meetings held throughout the year, which are applicable to their area of responsibility. The Compliance Office will be responsible for providing written educational materials and interpretations to the appropriate staff members as needed. All athletic department staff offices will be provided access to a NCAA Manual and the UW Athletic Department Compliance Notebook. New Staff Compliance Orientation Presentation: All newly hired staff are required to review a Compliance Orientation Presentation with the Compliance Office within the first month of their employment. This orientation covers general NCAA rules topics as well as select Athletic Department policies and procedures. Annual Sport Specific Support Staff and Student Compliance Education Meeting: All sport specific support staff (i.e. Directors of Operations, Directors of Recruiting, etc ) are required to attend a mandatory compliance presentation in September of each academic year. This meeting covers NCAA regulations regarding their position (e.g., their role at practices,
permitted interaction with student-athletes and their inability to serve as coaches) as well as select Athletic Department policies and procedures. ALUMNI AND SUPPORT GROUPS: Student Support Groups: Only full-time students are permitted to be members of campus support groups which host prospective student-athletes on campus. Head coaches are responsible for ensuring that students in their sports campus support group receive an orientation on NCAA rules for hosting prospective student-athletes. Please note that the use of student support groups is not a common (or encouraged) practice. Use of any Student Support Groups must have the prior approval of the Compliance Office. Off Campus Support Groups: Head coaches are responsible for providing guidance to off campus booster clubs formed for the purpose of supporting a particular sport or all athletic teams. As a minimum, the officers of each organization are to be provided with the website address for the Guide for Boosters (A summary of NCAA Rules and Regulations). When speaking to alumni groups, Athletics Department representatives are encouraged to briefly review recruiting restrictions. A compliance message should be included in at least one of the alumni publications annually. Use of any Off Campus Support Groups must have the prior approval of the Compliance Office. SECTION II* *This section includes additional educational opportunities to the information outlined in Section I above. It should be noted that although this section outlines various educational opportunities not all of these opportunities may be implemented on an annual basis. Part I: Education of Student-Athletes 1. Cowboy/Cowgirl Compliance Q&A a. Overview: Disseminate relevant compliance question/s to S/As (such as a gamblingrelated question near March Madness) using various means (see below). Questions should be changed at least once every 2 weeks. b. Means: (not all may be utilized): OAS TV, student-athlete email accounts c. Contact: 2. NCAA Eligibility Standards/UW Academic Standards a. Overview: Educate students on NCAA eligibility standards and UW academic standards (e.g., academic probation policy, academic suspension policy, etc) b. Means: (not all may be utilized): OAS TV, posters, Team Compliance Meetings, CNSL 1000 3. Team Compliance Meetings* *In addition to team meetings held at the beginning and end of year a. Overview: Educate student-athletes on hot topics, common questions/problem areas (e.g., CARA, Missed Class Time, Extra Benefits, Social Media) b. Means: Team Compliance Meetings 4. Entertaining Compliance Educational Videos
a. Overview: Educate student-athletes on hot topics, common questions/problem areas (e.g., 20/8 rule, etc) b. Means: (not all may be utilized): Compliance website, emails (w/ links to video), OAS TV, video boards at various athletic competitions c. Contact: Director of Compliance and/or Compliance Team* (Student-Athlete) Meeting Schedule *These meetings will be required for student-athletes but coaches and support staff (e.g., Director of Ops, strength coaches, etc) will also be encouraged to attend thus expanding the educational opportunities for these groups. FALL August - September- October- November- December- January- February- March- April- Team Meetings (all sports) Men s Basketball; Women s Basketball; Swimming and Diving Men s Golf; Women s Golf; Wrestling Volleyball; Soccer; Track Football; Tennis SPRING Men s Golf; Women s Golf; Volleyball Football; Soccer; Track; Tennis Men s Basketball; Women s Basketball; Swimming and Diving; Wrestling Team Meetings (all sports) Part II: Education of Coaches/Staff* *Staff includes all athletic department members who work directly with program (e.g., Director of Ops, strength coaches, sports medicine staff, administrative assistants, etc). 1. Cowboy/Cowgirl Q&A a. Overview: Disseminate relevant compliance question/s to coaches/staff (such as a gambling-related question near March Madness) using various means (see below). Questions should be changed at least once every 2 weeks. b. Means: (not all may be utilized): Emails Compliance website, etc c. Contact: 2. NCAA Eligibility Standards/UW Academic Standards a. Overview: Educate coaches/staff on NCAA eligibility standards and UW academic standards (e.g., academic probation policy, academic suspension policy, etc) b. Means: (not all may be utilized): Emails, Compliance website, handouts, posters, Athletic Department Compliance Newsletter, Coaches Meetings, All-Staff Meetings 3. Entertaining Compliance Educational Videos a. Overview: Educate coaches/staff on hot topics, common questions/problem areas (e.g., 20/8 rule, etc) b. Means: (not all may be utilized): Compliance website, emails (w/ links to video), video boards at various athletic competitions c. Contact: 4. Compliance Department Meeting Schedule (below) a. Overview: Educate coaches/staff on relevant issues especially those pertaining to their department/area
b. Means: Meetings See Compliance Department Meeting Schedule 5. Recruiting Rules Reminders a. Overview: Educate coaches/staff on permissible and non-permissible activities during on-campus and off-campus recruiting activities. b. Means: (not all may be utilized): Emails, Compliance website, handouts, posters, Athletic Department Compliance Newsletter, Coaches Meetings, All-Staff Meetings, laminated business cards ( Do s and Don ts ) c. Contact: Compliance Department Meeting Schedule* *Includes areas within the Athletic Department (e.g., Media and Public Relations, Ticket Office, etc) and other non-athletic Department entities (e.g., Admissions, Office of Registrar, etc). January February March April May June July August Media and Public Relations (discuss National Letter of Intent press releases, etc.) Sports Medicine (discuss reporting hardship waivers, etc.) Admissions (discuss the NCAA standards and changes in legislation, etc.) Senior Staff Presentation (discuss selected Compliance topic, etc) Marketing & Branding (discuss use of student-athlete name/likeness, etc.) Cowboy Joe Club Board (discuss boosters, improper benefits/inducements, etc) Strength and Conditioning (review discretionary periods, summer work outs, etc.) Office of Academic Support (discuss PTD, Eligibility, Book process, etc.) OFF Sports Medicine (discuss NCAA Hardship waivers, medical documentation, etc) Ticket Office (discuss complimentary ticket process, etc.) UW Bookstore (discuss Book process) September Cowboy Joe Club (discuss boosters, improper benefits/inducements, etc.) Marketing (discuss use of student-athlete name/likeness, etc.) Directors of Operations and Sport Specific Support Staff (discuss permissible/impermissible activities at practice) Managers (discuss permissible/impermissible activities at practice) October November December Office of the Registrar (discuss NCAA PTD, certification process, etc.) Office of Financial Aid (discuss scholarships, relevant NCAA rules, etc.) Strength and Conditioning (discuss discretionary periods, summer work outs, etc) Office of Academic Support (discuss PTD, Eligibility, Book process, etc.) Part III: Education of Athletic Department Staff who do not work directly with sports, boosters, fans, etc. 1. Compliance Department Meeting Schedule (above) a. Overview: Educate other Athletic Department personnel on relevant issues especially those pertaining to their department/area b. Means: All-Staff Meetings, Compliance Department Meetings 2. Steamboat Sound a. Overview: Educate UW fans/boosters/etc on NCAA rules and answer common questions
b. Means: Weekly email from Athletic Department (currently Senior Associate AD for External Operations) c. Contact: 3. Cowboy/Cowgirl Q&A a. Overview: Disseminate relevant compliance question/s to coaches/staff (such as a gambling-related question near March Madness) using various means (see below). Questions should be changed at least once every 2 weeks. b. Means: (not all may be utilized): Emails Compliance website, etc c. Contact: Part IV: Education of Non-Athletic Department Staff 1. Compliance Outreach d. Overview: Educate high school coaches, parents, guidance counselors and prospective student-athletes on initial eligibility and additional compliance issues. e. Means: (not all may be utilized): Compliance website, emails (with links to websites, in-person presentations f. Contact: 2. Steamboat Sound a. Overview: Educate UW fans/boosters/etc on NCAA rules and answer common questions b. Means: Weekly email from Athletic Department (currently Senior Associate AD for External Operations) c. Contact: 4. Compliance Department Meeting Schedule (above) a. Overview: Educate campus personnel that work with the Athletic Department on relevant issues especially those pertaining to their department/area b. Means: All-Staff Meetings, Department Meetings 5. Local Businesses a. Overview: Educate local businesses frequented by our student-athletes with regards to extra benefits, employment policies/procedures and other relevant rules/regulations. b. Means: Letter disseminated to select local businesses at the beginning of each academic year.