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Overview Athletic Compliance is the responsibility of the entire university, included but not limited to the following: coaches, athletic support staff, volunteers, boosters, university faculty and university staff. This manual will serve as a guide for the monitoring of NCAA Compliance. The NCAA manual will be the official set of policy and procedures followed by Prairie View A&M University. Rules Education Prairie View A&M University Compliance Office will provide rules education on a monthly basis at a minimum. Attendance at Rules Education sessions is mandatory for all head and assistant coaches. All excuses need to be documented via e-mail with the compliance office. Head coaches are responsible for ensuring that each member of their coaching staff has completed compliance orientation and attends rules education prior to beginning activity with the program. Volunteer coaches and graduate assistants will be trained throughout the academic year as these individuals are identified by each head coach. Rules Education- Student-Athletes The Compliance office will meet with student-athletes at least once a year to educate them on NCAA policies and procedures that could potentially impact their eligibility. Director of Athletics is responsible for holding a meeting of all student-athletes once a semester to discuss compliance and other athletic issues. Head coaches are encouraged to conduct rules-education meetings with student-athletes each semester. The Compliance Office is available upon invitation by the coach. Rules Education- Boosters The Director of Athletics is responsible for developing a rules-education program for official booster groups. The Director of Athletics will send at least two mailings per year, reminding booster groups and other athletics supporters of compliance issues. A copy will be sent to the Athletic Compliance Office for documentation. Athletic Compliance Office will provide education for boosters through a monthly newsletter. The Athletic Compliance Office will work to educate coaches and boosters about sideline access to games. No Boosters will be allowed access to sidelines or bench area. Rules Education- Athletic Council Athletic Council will have training conducted by the Athletics Compliance Officer on a yearly basis. Continuing membership on the Council will be dependent upon satisfactory completion of the training. Rules Education- Financial Aid Appeals Committee Each year, the Athletic Compliance Office reviews the financial aid appeals procedures with the committee prior to any appeals being conducted. The Athletic Compliance Office acts as a resource person to the committee. Any student who receives a non-renewal or reduction of scholarship letter is entitled to appeal the status of their scholarship to the committee. The Athletic Compliance Office will provide training to other groups as required or requested. 2
Recruiting Recruiting within the guidelines of NCAA Bylaw 13 is the responsibility of each head coach (per Bylaw 11: Head Coach Responsibility). Each coach must pass the NCAA Coaches Recruiting Test on an annual basis. The test will be administered online and proctored by the Faculty Athletic Representative or the Compliance Office in accordance with NCAA procedures. Recruiting-Logging Activity All recruiting activity must be recorded via the ACS System, this includes: Official Visits, Unofficial Visits, Contacts, Evaluations, Phone Calls, and Text Messages (for those sports that are allowed to text message PSAs). Failure to record recruiting activity in a timely manner will result in a loss of recruiting privileges, written warnings, and ultimately suspension without pay. Recruiting-Requesting Official Visit All Official Visit request forms can be found in the ACS System. The following are necessary for an official visit to be approved: 1. Create a prospect profile in ACS 2. Fill out the Official Visit Pre-Approval Form In order for the Compliance Office to approve the visit the following must be completed: 1. PSA must be listed on the IRL 2. Institution must have valid test score from testing agency or on high school transcript (we cannot accept screenshots, emails of scores, or other unofficial method) [FRESHMAN ONLY] 3. Institution must have all transcripts for any schools attended 4. A preliminary academic evaluation must be completed. NOTE: In extenuating circumstances the Compliance Office will approve a visit prior to an evaluation being completed. However, the Head Coach or designee is responsible for requesting an evaluation post-visit if they want to continue recruiting the PSA. Extenuating circumstanced do not include a failure to plan and must be documented with the compliance office. 5. After the visit has completed a post-visit approval form must be completed within the ACS System. This form can be found within the prospects profile. Coaches must document any changes to the original approval on this form (ex. Arrival Time, Departure Time, date change, etc.) 6. Post-official paperwork must be completed within 5 days of the visit. Failure to complete official paperwork can result in non-approval of future visits. Recruiting On Campus Evaluations Tryouts and evaluations are not permissible during official visits. Only Men s Basketball and Women s Basketball can conduct on campus evaluations are a part of the recruiting process. The On Campus Evaluation form must be completed in its entirety Recruiting-Requesting Unofficial Visit Unofficial visits must be logged via a prospects ACS System profile. The compliance office encourages an evaluation to be conducted for prospective student-athletes on unofficial visits. 3
Recruiting-Requesting Off-Campus Recruiting In order to recruit off campus an Authorization Request must be completed via Concur. The Authorization Request should be routed to the Compliance Office for approval prior to your trip. The compliance office will not accept recruiting request after a trip has been completed. If an emergency arises please contact your compliance officer via phone or e-mail. Complimentary Tickets All complimentary tickets for student-athletes and prospective student-athletes (official and unofficial) must be entered through the ACS System and approved by compliance by the prescribed deadline. Squad List Procedures (NCAA Bylaw 14.10.1, 30.14) Squad list must be completed and signed at the beginning of each academic year prior the sports first competition and or first day of class. Changes to the squad list will be documented with the compliance office by receiving a roster addition or roster deletion form. The squad list will be kept updated using the NCAA Compliance Assistant (CAi) software provided by the NCAA. ACS System-Monitoring Eligibility The ACS system will always reflect the eligibility of each student-athlete on your roster. It is imperative that coaches, strength and conditioning, equipment managers review the eligibility in ACS prior to issuing equipment, or having student-athletes participate in Countable Athletic Related Activity. ACS System- Roster Additions/Deletions The ACS system will be used to help ensure accuracy in the squad list. Head Coaches are required to report any changes in their squad immediately to the compliance office. A studentathletes will not be able to receive a physical from the Sports Medicine Department until they have been added to your roster in ACS via the Roster Forms. ACS System- Practice and Participation Logs The practice log is designed to document the actual practice times for individual students. NCAA Bylaw 17.1.5.3.4 on Hour-Limitation Record requires that countable hours be recorded on a daily basis for each student-athlete regardless of whether the student-athlete is participating in an individual or team sport. Competition days count as three hours no matter how regardless of the actual duration of the activities. The practice log must be completed on a weekly basis by the head coach (or his/her designee) for all sports in-season and out-of-season. Practice times for each student-athlete must be recorded individually. The head coach or designee will submit the the log is complete on a weekly basis and forward it to the Athletic Compliance Office for review. The Athletic Compliance Office will review the log for accuracy, completeness, and compliance with NCAA rules. If there are discrepancies, they will be resolved between the coach and compliance officer, otherwise, the log will be filed. The Athletic Compliance Office will report to the Director of Athletics on the status of practice logs. Failure to record recruiting activity in a timely manner will result in a loss of recruiting privileges, written warnings, and ultimately suspension without pay. 4
Athletic Academic Advising- Monitoring Academic Progress Academic records are housed in the Office of Registrar s Student Information System (SIS BANNER). The Athletic Compliance and Academic Advising Office have read only access to records. Athletic Academic Advising Office reviews student s schedule to insure that all classes taken are on the student-athlete s degree plan. Satisfactory academic progress will be monitored by the Athletic Academic Advising Office and communicated with Academic Enhancement, coaches, and athletic administrators, as needed. Athletic Academic Advising- Academic Updates At the conclusion of the each semester, the Athletic Academic Advisor assesses the academic records and reviews the academic standing of each student-athlete included by the coach on his roster. Academic deficiencies are reported to the head coach. Head coach notifies student who must attend summer school for continued eligibility. Athletic Academic Advising- Student-Athlete Registration Student-athlete should meet with academic advisor for course registration. A hold will be placed on every student-athletes account preventing them from registering prior to getting advisement from their academic advisor. AWARDING, PROCESSING, AND MONITORING OF ATHLETIC FINANCIAL AID Awarding Athletically-Related Financial Aid General Policy Statement The Director of Athletic Compliance and the Director of Student Financial Aid and Scholarships share the responsibility for monitoring the compliance of NCAA financial aid regulations. All athletic aid will be awarded in accordance with NCAA, Southwestern Athletic Conference (SWAC), and Prairie View A&M University rules and regulations. No aid for any student-athlete will be awarded, paid, cancelled, or altered without approval from the Director of Student Financial Aid and Scholarships and the Department of Athletics, or designee. Approval of athletic aid will be contingent upon the submission of all appropriate forms by the Department of Athletics, the student-athlete, and/or other agencies as appropriate. Any merit, private scholarships, or other financial aid awards received by a student-athlete must conform to NCAA regulations. Approval of athletic aid also will be contingent upon the academic eligibility of the student-athlete. Determining the Amount of a Full Grant-in-Aid The athletic grant-in-aid (scholarship) is determined in accordance with NCAA regulations, as well as, charges for room and board, tuition, and fees for all students at Prairie View A&M University. Tuition and fees are determined by the Board of Regents, with fees calculated at the average credit load of a full-time undergraduate student at Prairie View A&M University. The value for books is established by Bylaw 15.5.3.2. The athletic grand-in-aid is reviewed in October of each year prior to the National Letter of Intent Early Signing Period. Projections are made for potential increases in any element, which may result from actions taken by the Board of Regents. After increases have been approved by the Board of Regents, traditionally during the Spring semester, the grant-in-aid amount is finalized in cooperation with the Director of Student Financial Aid and Scholarships or designee. 5
Determination of Counter Status and Countable Aid The Director of Student Financial Aid and Scholarships will work in concert with the Director of Athletic Compliance to determine whether each student-athlete is to be classified as a counter according to NCAA Bylaw 15.5.1. For those student-athletes receiving institutional aid but no athletically-related aid, they are therefore exempted from counter status per Bylaw 15.5.1.1, 15.5.1.2 or 15.5.1.2.2. The Director of Student Financial Aid and Scholarships or designee and the Director of Athletic Compliance, or designee, will identify all financial aid being received by student-athletes as countable or non-countable, according to NCAA Bylaws 15.02 and 15.5.; substantiating documentation, when necessary, for non-countable aid and originals will be maintained in the Office of Financial Aid and Scholarships, with copies provided to the Athletic Compliance Office. To stay within the maximum amount of financial aid allowed for each sport each year, it is necessary to keep a count of the number of student-athletes, who receive financial aid of any type. For each student-athlete that is receiving financial aid, it must be determined whether the aid that the student is receiving applies to the individual s limits. Once that aid has been identified, it can be determined which student-athletes are counters as determined by the Athletic Compliance Office. A counter is a student-athlete, who must be included against the institution's maximum financial aid limits in a particular sport. A counter fits one of the following descriptions: The student-athlete receives financial aid based in any way on athletic ability. The student-athlete was recruited, receives institutional aid not based on athletic ability, and participates in varsity intercollegiate competition in men's or women's basketball. A noncounter is a student-athlete, who does not have to be included against the institution's maximum financial aid limits. A noncounter fits one of the following descriptions: The student-athlete does not receive any institutional financial aid. The student-athlete was not recruited and receives financial aid that is not based in any way on athletic ability. Unrelated financial aid must be certified by the Faculty Athletic Representative (FAR) and the Director of Student Financial Aid and Scholarships or designee. The student-athlete was recruited but receives financial aid that is not based in any way on athletic ability, in sports other than men's and women's basketball. Maximum Institutional Financial Aid Limitations by Sport Head-Count Sports: Each counter is tallied as one, regardless of the amount of aid they receive. The total numbers of counters allowed in one academic year are: Men s Sports: Men's Basketball-13 Women s Sports: Women's Basketball-15 Women's Tennis-8 Women's Volleyball-12 Equivalency Sports: One full grant-in-aid scholarship can be divided among two or more student- 6
athletes. To measure aid against the limits, the grant percentages for all counters in the sport are added, not the number of "heads" or individual recipients. The equivalency limits allowed in one academic year are: Men s Sports: Men s Cross Country/Track and Field-12.6 Men s Golf-4.5 Men s Tennis-4.5 Baseball-There shall be an annual limit of 11.7 on the value of financial aid awards (equivalences) to counters and an annual limit of 27 on the total number of counters. Football-There shall be an annual limit of 30 on the number of initial counters, an annual limit of 63 on the value of financial aid awards (equivalences) to counters, and an annual limit of 85 on the total number of counters (including initial counters). Women s Sports: Women's Cross Country/Track and Field-18.0 Women's Golf-6.0 Women's Bowling-5.0 Women's Soccer-14.0 Women's Softball-12.0 *The number of counters and equivalences are based on NCAA Bylaw 15 and does not reflect any NCAA sanctions or reductions. Terms of Athletics Financial Aid PVAMU athletic financial aid may be awarded for a maximum period of one year. A coach may inform a prospective student-athlete that he or she has the intention of renewing the financial aid for a four year period; however, the prospective student-athlete must be informed that the renewal is not automatic. Athletics financial aid is determined at the head coach s discretion. Processing Athletically-Related Financial Aid General Regulations and Procedures Athletic financial aid will be entered onto all student-athlete's account who will be receiving athletic aid for the next academic year only after he/she has returned the signed Financial Aid Agreement, indicating that the award has been accepted. The approved Financial Aid Agreement will be used to enter the athletic aid onto the student-athlete's financial records, including any necessary adjustments for books, tuition and/or fees, and room and board, based upon the university s decisions. If changes are made in the amount of athletic aid a student-athlete is to receive, the Department of Athletics will notify the Office of Student Financial Aid and Scholarships in writing, detailing reasons for the change (e.g., on-campus student receives permission to move off-campus). The amount of athletic aid for a student-athlete can be increased between the period when the studentathlete signs the Financial Aid Agreement and the beginning period of the award (the first day of practice or the first day of class for a particular academic term, whichever comes first). Any increase subsequent to that date must be demonstrated as being unrelated to athletic ability. If a student-athlete is awarded athletic aid subsequent to the first day of class in any given academic term, the amount of 7
the award can be no more than the percentage of a full scholarship to the length of a term (i.e., full scholarship divided by weeks in the academic term and multiplied by weeks remaining equals the maximum amount of scholarship). Initial Award In preparation for sending a National Letter of Intent (NLI) to a prospective student-athlete, an Offer of Athletic Grant-in-Aid is typed in the office of the Assistant Director of Athletics, based on information submitted by the respective Head Coach. This form is then forwarded to Office of Student Financial Aid and Scholarships for fund availability and the Director of Athletic Compliance or designee for review. Once initialed at both places, the forms are reviewed and initialed by the Director of Athletics (or designee) for final approval. The approved Offer of Athletic Grant-in-Aid is then taken by the Assistant Director of Athletics, or designee, to the Office of Student Financial Aid and Scholarships, or designee, where it is signed by the Director of Student Financial Aid and Scholarships. At this point, the Athletic Compliance Office will return the form to the respective Head Coach, who is then responsible for seeing that it is mailed out to the prospect, accompanied by the authorized NLI. After approval by the Director of Student Financial Aid and Scholarships or designee, two copies of the official letter awarding the athletic aid, along with NCAA, university, and financial aid eligibility statements, will be sent to the student-athlete. The student-athlete will be requested to sign and to return one copy to the Office of Scholarships and Financial Aid, within two weeks from the date of the letter. The second letter is for the student-athlete's personal records. A copy of the award letter will be sent to the Head Coach, Assistant Director of Athletics, and Athletic Compliance Office after it has been signed and returned by the student-athlete. The Office of Student Financial Aid and Scholarships will maintain a master list of all letters sent out to student-athletes, when each letter was sent to the student-athlete, and when each signed letter was returned by the student-athlete. The master list will be checked periodically for student-athletes, who have not returned the Financial Aid Agreement to the Office of Student Financial Aid and Scholarships. Copies of the list will be sent to the Director of Athletic Compliance and the Assistant Director of Athletics. The Assistant Director of Athletics will be responsible for contacting the Head Coaches to notify the student-athletes on the list and to ask that they complete the necessary paperwork. If the student-athlete has taken no action at the end of four weeks from the date of the issuance of the NLI and Financial Aid Agreement, the grant-in-aid scholarship will be cancelled. 8
Renewal and Non-Renewal Prior to the conclusion of the Spring semester, the Office of Student Financial Aid and Scholarships, in conjunction with the Athletic Compliance Office, will compile information including the studentathlete s name, Panther ID number, and sport of each student-athlete receiving athletics aid. Those student-athletes whose eligibility for athletics aid will expire at the conclusion of the Spring semester, as well as, those who have less than one academic year of athletic aid eligibility remaining, will be designated accordingly. A sport-specific list/roster containing this information is then sent from the Office of Student Financial Aid and Scholarships to each respective Head Coach for his/her review. Using this list/roster, the Head Coach will identify any other student-athlete whose aid will not be renewed for the upcoming academic year and will return the list to the Director of Student Financial Aid and Scholarships. Lists/Rosters for Fall and Winter sports are due no later than April 1. Those for Spring sports are due no later than May 1. The Head Coach will also use this list/roster to prepare a renewal/nonrenewal list for each returning student-athlete that will be recommended for an athletic grant-in-aid (portion or full) for the upcoming academic year. After approval by the Office of Student Financial Aid and Scholarships, the official letter awarding the athletic aid will be sent in time for the student-athlete to receive it before July 1, per Bylaw 15.3.5.1. A copy of all student-athletes approved for aid will be given to the Athletic Compliance Office. Non-Renewal, Reduction, or Cancellation of Aid-General Regulations and Procedures At any time prior to the beginning of the receipt of an athletic aid award (defined as the first day of class or the first provision of room or board during preseason practice, whichever is earlier), the aid may be reduced or cancelled at the discretion of the Head Coach, with the approval of the Director of Athletics or designee. Per NCAA Bylaw 15.3.4, athletically-related financial aid shall not be increased, reduced, or canceled during the period of an award: On the basis of the student-athlete's athletic ability or contribution to a team's success; or Due to an injury that prevents the student-athlete from participating in athletics. For any athletically-related reason, athletic aid may be reduced or cancelled immediately if the student-athlete: Becomes ineligible for intercollegiate competition; Fraudulently misrepresents any information on an application, letter of intent, or official university records, etc.; Engages in serious misconduct warranting substantial disciplinary penalty; or, Voluntarily withdraws from a sport for personal reasons. For all cases involving a non-renewal, reduction, or cancellation, the Director of Student Financial Aid and Scholarships, or designee, will send the student-athlete a letter informing him/her of the 9
pending change, as well as, their right to appeal under NCAA rules. In those cases where a studentathlete voluntarily withdraws from a sport, his/her aid may not be re-awarded to another studentathlete on the team during that term. Appeal Procedures A student-athlete wishing to appeal a non-renewal, reduction, or cancellation of athletically-related financial aid must submit an appeal in writing to the Director of Student Financial Aid and Scholarships, or designee, within 14 business days of the date of the letter which informed them of the non-renewal, reduction, or cancellation. Upon receipt of an appeal request, the Director of Student Financial Aid and Scholarships, or designee, will immediately notify the Head Coach, Director of Athletic Compliance, and Director of Athletics, or designee. The Department of Athletics, or designee, will then be responsible for submitting documentation to the Director of Student Financial Aid and Scholarships within 14 business days. After reviewing all materials, he/she will provide the student-athlete and the Department of Athletics written notification of the decision within 5 business days. Monitoring Student-Athlete Financial Aid Recording of Athletically-Related Aid As each Offer of Athletic Grant-in-Aid is processed in the Office of Student Financial Aid and Scholarships, data regarding each grant-in aid is entered into a spreadsheet developed specifically to track the financial aid of student-athletes. These spreadsheets are sorted by sport and are updated as needed, providing an accurate, timely compilation of the financial aid received by each studentathlete. Addendums are created whenever a change occurs in a student-athlete's financial aid. Copies of these spreadsheets and addendums are provided to the Athletic Compliance Office within 72 hours upon completion. Additionally, as each Offer of Athletic Grant-in-Aid is processed in the Department of Athletics, the Assistant Director of Athletics, or designee, compiles the information on lists sorted alphabetically and by team. These lists are also updated as needed, yielding information used to budget appropriately, as well as, to double-check all university athletic aid figures. The original Athletic Financial Aid Agreement and Student Scholarship Information list will be maintained in the Office of Student Financial Aid and Scholarships and copies will be provided to the Athletic Compliance Office. Completion of the NCAA Squad Lists In addition to tracking athletic aid, the spreadsheet utilized by the Office of Student Financial Aid and Scholarships provides a total picture of each student-athlete's financial aid situation, including grants, loans, and work-study information. This data is entered directly into the NCAA squad list by the Athletic Compliance Office and is updated as addendums are received. These squad lists are compiled and kept in the Athletic Compliance Office. Copies will be distributed to the Office of Student Financial Aid and Scholarships and the Head Coach of each respective sport each semester. 10
Additional Athletic Financial Aid Information Summer School Aid The decision to attend Summer school is made by each student-athlete, in conjunction with his/her academic advisors and coaches. This decision should be made as early in the Spring semester as possible. A Summer School Scholarship Application Form must be completed for each studentathlete seeking Summer athletic aid. All athletic aid for Summer school is subject to the approval of the Athletic Compliance Office Director of Athletics and Assistant Director of Athletics. A separate Financial Aid Agreement must be submitted for each Summer session to be attended. Athletic aid for each Summer term will be entered onto the student-athlete's account after the signed Financial Aid Agreement is returned to the Office of Student Financial Aid and Scholarships. A returning or enrolled student-athlete may receive athletically-related financial aid to attend Summer school only if he/she received athletic aid during the previous Fall and/or Spring semester(s). The amount of athletic aid the student-athlete may receive for Summer school will be limited to the same aid-to-cost percentage received during the previous Fall and Spring semester(s), per NCAA Bylaw 15.2.8.1.2. NCAA Special Assistance Fund The Athletic Compliance Office will provide a list to the Senior Woman Administrator and Office of Student Financial Aid and Scholarships of all competition eligible student-athletes. The Office of Student Financial Aid and Scholarships will maintain a list of student-athletes, who are Pell Grant recipients, and will provide this list to the Athletic Compliance Office and Senior Woman Administrator, updating it periodically. A student-athlete (foreign or domestic), who does not qualify for a Pell Grant, may also be eligible to participate in the program, if he/she has financial need beyond the value of a full grant-in-aid, as demonstrated by a needs analysis conducted according to Federal methodology. In order to receive reimbursement under this program, a qualifying student-athlete must: Submit paid receipts or outstanding bills to the Athletic Administrator who will provide a copy to the Athletic Compliance Office, where the Athletic Administrator will determine if the expense meets the criteria established by the NCAA for this fund; and, Complete the SWAC Conference's NCAA Special Assistance Fund Application Form, available in the Athletic Department, attaching all relevant receipts/bills. The Department of Athletics submits the form to the SWAC Conference Office, which will then issue a check to cover the student-athlete's expenses. The Fund is intended to provide direct benefits to student-athletes or their families as determined by the SWAC Conference Office. As a guiding principle, the fund shall be used to assist student-athletes in meeting financial needs that arise in conjunction with participation in intercollegiate athletics, enrollment in an academic curriculum, or activity that recognizes academic achievement. Accordingly, receipt of Special Assistance Fund monies shall not be included in determining the permissible amount of financial aid that a member institution may award to a student-athlete. 11
Eligibility for the Fund All student-athletes, including international students, are eligible to receive SAOF benefits, regardless of whether they are grant-in-aid recipients, have demonstrated financial need, or have either exhausted eligibility or no longer participate due to medical reasons. Additionally, student-athletes receiving monies from the Special Assistance Fund may also receive SAOF benefits. The responsibility for oversight and administration of the fund, including interpretations, rests solely with the SWAC Conference Office. ADOPTED 11/23/2011 INITIAL ELIGIBILITY CERTIFICATION (NCAA Bylaw 14.3) Preliminary Academic Evaluations 1. Once a prospect is actively recruited, the coach should request the PSA register with the NCAA Eligibility Center. Original transcripts and test scores from the testing agencies must be sent for evaluation by the Eligibility Center. 2. Coaches are encouraged to provide transcripts and test scores to the Athletic Compliance office as soon as recruitment begins to identify any potential issues upfront. Coaches should make the Athletic Compliance office aware of any extenuating circumstances, education impacting disabilities, or other unique situations immediately upon recruitment. 3. The Athletics Compliance Office will distribute an Institutional Request List (IRL) to coaches upon request and on a scheduled agreeded upon by each head coach and the Athletic Compliance Office. Admissions Applications 1. Coaches and/or Office of Admissions will inform prospective student-athlete to apply to the university. 2. Office of Admissions processes application from application and transfers into the Student Information System. Office of Admissions generates notification to prospective studentathlete of missing materials. 3. Office of Admissions will render admissions decision, enters information into Student Information System. Athletic Compliance Office accesses systems for admissions status. 4. Coaches and support staff are not allowed to visit the Admissions Office to inquire about the status of prospective student-athletes. 5. All prospective student athletes should send admissions materials directly to the Admission Office. NCAA Eligibility Center Coaches submit names of all Prospective student-athletes to Athletics Compliance Officer who will forward list to NCAA Eligibility Center. The Athletics Compliance Officer will review all information from the Eligibility Center and will advise all campus personnel of results. As certification decisions are made, Athletics Compliance Officer will forward updated lists to coaches. 12
Transfer Student Athletes Certification of Eligibility 1. Prospective student-athletes must send transcript to Athletic Academic Advising Office. 2. Per Admission Office Policy, a transfer student-athlete must complete an admission application before an evaluation can occur. THE PROSPECTIVE STUDENT-ATHLETE DOES NOT HAVE TO PAY THE ADMISSIONS FEE AT THIS TIME. 3. Prospective student-athlete from four-year college or university must have release sent to Athletic Compliance Office from the prior institution. 4. For eligibility, Athletics Compliance Officer must obtain transcript evaluation, release (if applicable) and NCAA Eligibility Center status. 5. Upon admittance to PVAMU, Prospective student-athlete must declare a major, so that Athletic Academic Advising Office can determine whether progress-toward-degree requirements have been fulfilled using the degree audit portion of the student information system. GENERAL ELIGIBILITY CERTIFICATION Administering Student-Athlete Statement and the Drug-Testing Consent Form 1. By team, the Athletic Compliance Office will coordinate the administration of the studentathlete statement and the drug-testing consent form. Head coaches and their staffs should attend the meeting. 2. The Athletic Compliance Office will administer the forms and answer any questions relating to the forms. The eligibility process should also be discussed. 3. Completed forms should be filed for six years. Paper versions of the form will be housed in the athletic compliance office; while electronic versions are available through the NCAA Applications website. 4. Athletics Compliance Officer prepares a list of those deemed academically eligible who have completed the forms. List is sent to Sports Medicine personnel so students can get physical examinations before they begin practicing with the team. Walk-on Certification 1. No students may practice without being deemed eligible by the Athletics Compliance Officer and then receiving a physical examination. 2. Head coach or designee must provide information on any walk-on student after the student has expressed interest. 3. The Athletics Compliance Officer will give the head coach notification of the eligibility status of student. 13
4. If eligible, name will be added to the ACS system and an notification will be sent to Sports Medicine to authorize physical examination. 5. If not eligible or if additional information is required, head coach will be notified. Transfer Student-Athlete Certification 1. Transfer Student-Athlete (TSA) notifies Head Coach of interest in transferring. 2. Coach notifies Athletic Compliance Office of transfer student athlete's interest. Athletic Compliance Office seeks release from Transfer student athlete s current institution. COACH MAY NOT COMMUNICATE FURTHER WITH TRANSFER UNTIL RELEASE IS SECURED. 3. Release is secured from institution. Athletic Compliance Office notifies coach. 4. Coach requests Transfer student-athlete to forward transcript to Admissions for evaluation of transferable credit. 5. Athletic Academic Advising Office works with Admissions Office to review transferable credit. 6. Athletic Compliance Office renders eligibility recommendation for the Transfer studentathlete and notifies head coach. It is the responsibility of the head coach or designee to communicate academic status to the prospective student-athlete. The Athletic Compliance office will not communicate with parents or prospects regarding their eligibility status. CERTIFYING CONTINUING ELIGIBILITY 1. Coaches submit names of all student-athletes for certification eligibility to the Athletic Compliance Office 2. Athletic Compliance Office will determine whether student-athlete has met eligibility requirements for financial aid, practice and competition. 3. Athletic Compliance Office and Athletic Academic Advising Office and Academic Departments will coordinate to complete degree audit and forward list to head coach. A reason will be designated for students determined to be ineligible. 4. Athletic Compliance Office will prepare the conference eligibility form and have it reviewed by the Registrar (or designee). Any corrections noted by the Registrar (or designee) are made, and a corrected copy is sent for review. 14
5. The SWAC Eligibility Form is then signed by the Registrar (or designee), Athletic Compliance Office, the head coach, Director of Athletics, and the Faculty Athletic Representative. 7. Athletic Compliance Office will send the conference eligibility form to the Southwestern Athletic Conference (SWAC) Office based on the schedule provided from the SWAC Office. 8. Athletic Compliance Office will mail all the original eligibility forms to the SWAC Office at the end of the semester. 9. Supplemental reports may be filed during the sport s playing season, as long as it is prior to the date of a student-athlete s first competition. 15
INVESTIGATORY AND SELF-REPORTING PROCESS 1. All allegations of violations should be routed through the Athletic Compliance Office. 2. The Athletic Compliance Office reviews the allegation and decides what type of institutional inquiries or investigations are warranted. 3. If necessary, the Athletic Compliance Office is appointed to collect facts or conduct an investigation. 4. The results of the investigation are shared with the Athletics Director. A summary of violations submitted will be discussed with the President on a regular basis. 5. The Athletic Compliance Office decides whether the results of the investigation will be forwarded to the conference office and NCAA. 6. If necessary, the Athletic Compliance Office will send written report of violation to the conference office and to the NCAA. 7. The Athletic Compliance Office all of those principally involved in determining the institution s response and in collecting information as to the disposition of the matter. 8. The Athletic Compliance Office declares student-athlete(s) ineligible in cases where a violation effects eligibility. 9. The Athletic Compliance Office submits any written eligibility appeals to the NCAA. INVESTIGATION: Major 1. President requests legal counsel. 2. Legal counsel or designee works with the Athletic Compliance Office to conduct an investigation. 3. Legal counsel or designee meets with AD, Athletic Compliance Office, FAR, to determine strategies of investigation. May consult with conference or NCAA. 4. Legal counsel or designee reviews records and conducts interviews. 5. Legal counsel or designee reports finding to the President.
Prairie View A&M University s NCAA Student Athlete Transfer Policy General Overview Of NCAA Transfer Rules Under NCAA rules, a Prairie View A&M University student athlete is not permitted to have direct or indirect contact with a staff member of another NCAA institution without first obtaining written permission to do so from the Assistant Vice President of Athletic Compliance and Academic Advising (or his/her designee). If permission is refused, the other NCAA institution cannot have contact with the student athlete (or the student athlete s friends or relatives) or otherwise encourage the transfer. If the student athlete elects to transfer despite the refusal, the other institution may not provide the student athlete with athletically related aid, until the student athlete has attended that institution as a full time student for at least one academic year. At that point, the transfer student athlete would be eligible for competition at the other school. When a student athlete transfers to another institution, it is common for the student athlete to request permission to utilize the one time transfer exception, in order to be immediately eligible for competition upon transferring. Please note that this exception is not available in the sports of Men s Football and Men s and Women s Basketball. If permission is refused, the student athlete is not permitted to compete on behalf of the other institution until the student athlete has attended the other institution as a full time student for one academic year, unless the student athlete qualifies for another exception to the NCAA transfer rule. Transfer Policy Prairie View A&M University and the Athletics Department are committed to the fair treatment of student athletes, who are interested in discussing a possible transfer or have decided to transfer to other institutions. The decision to transfer from Prairie View A&M University requires careful consideration. Therefore, it is highly recommended that student athletes do their due diligence in researching the policy thoroughly prior to making a decision to transfer. Below is a summary of the Prairie View A&M University Athletic Department s policy, regarding student athlete(s) transferring to another institution. If a student athlete wishes to transfer from Prairie View A&M University to another institution, the student athlete must comply with certain requirements before a release is granted. A written request (e-mail or written letter) must be sent to the Compliance Office to start the official transfer release process. Verbal request and request to anyone other than the compliance office does not trigger the NCAA transfer release process. Before a student athlete will be released from Prairie View A&M University to participate at another institution, the student athlete must be in compliance with ALL of the following requirements: 1. Transfers immediately to another four year institution, 2. Provides documentation of the transfer, 3. Attends Prairie View A&M University for at least one full academic year, 4. Meets all academic eligibility requirements for the upcoming academic term, and 17
5. Has a cumulative GPA of 2.600 or higher at the time of transfer. Process To Appeal Denial If Prairie View A&M University s Athletic Department denies a student athlete either permission to contact and/or a release, the Compliance Office shall inform the student athlete of the denial. A student athlete wishing to appeal the Athletic Department s decision to not grant permission to contact and/or a release shall submit a written request to the Compliance Office, indicating their intent to have an appeals hearing with the appointed committee. The written request must include the following information: The student athlete s name, student ID number, e mail address, mailing address, year in school, and sport(s). The student athlete s reason for requesting an appeal. The student athlete s reason for believing that the Athletic Department s decision was unfair. The student athlete should also include the names of institutional staff members with whom the student athlete has discussed the transfer. The name of the institution to which the student athlete wishes to transfer. The student athlete must submit this information to the Compliance Office no later than 14 business days from the date of the letter notifying the student athlete that their permission to contact and/or release were not granted. The appeal process will be governed by the following process: 1. Prior to the committee meeting, both parties (the student athlete and the Athletic Department) may provide written information and documentation to the committee for review. 2. Both parties will be entitled to present their respective rationales in person to the committee. Each presentation will be delivered at separate times, which will be determined by the committee. However, either the student athlete or the Athletic Department may submit written documentation outlining its position on the matter, if either party is unable to attend the in person committee meeting. 3. At the committee meeting, the student athlete may be accompanied by one advisor. However, this individual will not be permitted to address the committee directly, but may advise the student athlete. 4. After hearing both parties and asking questions, the committee will deliberate in private and will render a decision on the matter. The committee may decide to uphold or to reject the athletic department s decision. 5. Once a decision is rendered, the Office of Athletic Compliance and Academic Advising will be notified of the committee s findings, and the appropriate paperwork will be completed. The Office of Athletic Compliance and Academic Advising will promptly communicate the decision to the student athlete and the Athletic Department. The committee s decision will be considered final. 6. All copies of relevant documents (e mails, medical records, etc.) related to the case will be kept on file in the Office of Athletic Compliance and Academic Advising. 18
Southwestern Athletic Conference s (SWAC) Intra Conference Transfer Policy A student athlete in the sport of Men s and Women s Basketball, Baseball, and Men s Football, who transfers from one Southwestern Athletic Conference institution to another Southwestern Athletic Conference institution, must fulfill a residency requirement of two academic years at the second Southwestern Athletic Conference institution. A student athlete in all other sports, who transfers from one Southwestern Athletic Conference institution to another Southwestern Athletic Conference institution, must fulfill a residency requirement of one academic year at the second Southwestern Athletic institution. This rule may be waived upon the affirmative vote of the Council of Presidents and Chancellors. The member institution requesting the waiver must clearly and convincingly demonstrate objective testimony and/or evidence that the reason for the waiver is not related to the actual playing of the sport by the student athlete, but rather based upon non athletically related reason(s). A non athletically related reason(s) may include, but is not limited to the following: 1. The sport was discontinued at the previous SWAC institution; 2. The student athlete s major course of study was discontinued by the previous SWAC institution; 3. The student athlete s athletically related financial aid was not renewed by the previous SWAC institution; 4. The student athlete s previous SWAC institution was placed on either NCAA or SWAC probation and deemed ineligible to compete for the SWAC championships; 5. The student athlete was not receiving any athletically related financial aid at the previous SWAC institution and would be granted such aid at the second SWAC institution; or, 6. The student athlete desires to attend another SWAC institution that is geographically closer to his/her home, because of a medical emergency situation or financial hardship involving his/her immediate family. 19
Prairie View A&M University s Student Athlete Class Attendance Policy Policy Prairie View A&M University is thoroughly committed to student athlete academic success, and class attendance plays a primary role in student athletes attaining that success. Regular class attendance is even more critical for student athletes, due to unavoidable classroom absences, resulting from participating in athletics competition. Therefore, the Office of Athletic Compliance and Academic Advising expects all student athletes to attend all classes, arrive at class on time, and complete all assignments in a timely manner. While in class, student athletes are expected to actively participate in class discussions and projects, as well as, consistently exhibit appropriate behavior in the class setting. As a result, most faculty are more willing to assist a student athlete experiencing academic difficulties, if the student athlete has demonstrated an ongoing interest in the course by attending class regularly. Student athletes are not permitted, under any circumstance, to miss class to attend practice. There are only three acceptable reasons for a student athlete to miss a class, in which they are enrolled: 1) participation in home athletic contest, 2) travel to an away athletic contest, with the requirement that the student athlete is on the travel roster for that particular trip, and 3) the team physician or sport s athletic trainer (not a coach or athletic administrator) has evaluated the student athlete and can verify a medical condition that has resulted or will result in a missed class. There may be an occurrence when a student athlete may face an emergency that causes them to miss a class. In this instance, the student athlete must contact the Office of Athletic Compliance and Academic Advising to discuss the emergency that caused them to miss an assigned class and to determine if the emergency was sufficient in causing them to miss the class. Appropriate examples of emergencies causing student athletes to miss class are death or major illness in a student athlete s immediate family, illness of a dependent family member, religious holy day, military duties, other authorized university activities (musical performances, academic competitions, etc.), mandatory admission interviews for professional or graduate school that cannot be rescheduled, legal proceedings requiring the student athlete s presence, etc. Monitoring Of Class Attendance The Office of Athletic Compliance and Academic Advising will rely upon reports from professors for the majority of the monitoring of class attendance, which may include progress reports, e mails, direct interactions, etc. However, if additional information reaches the Office of Athletic Compliance and Academic Advising, the staff will be charged with confirming that the student athlete actually missed the class. Notification Of Student Athlete The Office of Athletic Compliance and Academic Advising will attempt to notify the student athlete electronically via their Prairie View A&M University student e mail account, when there is a class attendance issue. However, failure of the staff to notify the student athlete of a class attendance issue shall not excuse the student athlete from the 20