White Paper on NAIA Conferences Revised March 2013 During the past two years, the Council of Presidents (COP), Conference Commissioners Association (CCA), and other constituent groups have stressed the importance of strong conferences within the NAIA structure. The basic requirements for an NAIA affiliated conference have been elevated, and the NAIA strategic plan relies on conferences for the implementation of various initiatives in the plan. In addition, a Conference Development Committee was formed to take a leadership role in strengthening NAIA conferences in key areas. This committee identified key areas of focus for strengthening conferences, and developed a conference self-study guide, which conferences completed in August 2011. Many conferences have responded to the increased standards by making the financial investment to hire a full-time conference commissioner, typically through a conference dues increase, and all indications are that additional conferences will follow suit. In September 2011, the COP recommended a de-emphasis on the discussion surrounding full-time or part-time commissioners. Rather, the council is interested in clearly stating the requirements of NAIA conferences, which would allow each conference council of presidents to determine how to best meet the needs. This document was developed to summarize the minimum requirements for NAIA affiliated conferences. Resources include: The conference self-study guide conducted in the summer of 2011 CCA breakout sessions during the September 2011 meetings to review and discuss results of the self-study Annual conference surveys on finances and conference operations Phone calls with conference COP representatives and conference commissioners Feedback from COP and CCA members during the 2012 NAIA Convention Conference Operations Benefits of increased investment Through telephone conference calls with conference COP representatives, the following were identified as benefits of increasing the financial investment in the conference: Increased focus on conference administration Development of strategic plan Financial stability Improved outreach to current and prospective members Ability to keep pace with increasing conference workload Ability to react and troubleshoot quickly to school and conference needs Objectivity in decision-making Improved unity within conference 1. Pursuant to NAIA regulations, each NAIA conference shall employ a commissioner to provide effective leadership and administrative support to the conference, and may employ other professional staff determined by the conference necessary to ensure adherence to NAIA standards. 2. Each NAIA conference shall have a constitution or charter with a president/commissioner, eligibility chair, faculty athletics representative, registrar, information director, and a designate(s) for supervisor of officials. 3. NAIA conferences shall develop and maintain a conference strategic plan to guide the conference COP and the conference office. NAIA National Office 1200 Grand Blvd., Kansas City, MO 64106 816.595.8000 www.naia.org White Paper on NAIA Conferences / March 2013 / page 1
4. NAIA conferences shall conduct an annual review of the conference governing documents. 5. All NAIA conferences shall analyze the conference s risk exposure to determine the appropriate types of insurance needed for the conference. Presidential Leadership Benefits of active presidential leadership The following benefits of strong presidential leadership have been identified: Commitment to conference strategic planning Increased financial commitment to conference operations and staffing A formal membership application process Membership stability 1. Pursuant to NAIA bylaws, final authority for the operations of the conference resides with a formal body composed of institutional chief executive officers within the conference. The presidents must meet at least one time annually, and they must retain final authority for governing documents, budget, staffing, membership, and strategic planning. 2. NAIA conferences shall promote effective communication between conference leaders and their constituent groups. In particular, the conference representative on the NAIA COP (and the conference COP chair, if different), shall be in consistent contact with conference presidents and the conference commissioner. 3. The commissioner shall be involved in all meetings of the conference COP, except for executive sessions as determined by the conference COP. Champions of Character/Conduct in Competition Improved nationwide commitment to character-driven intercollegiate athletics NAIA contests look different because of improved on-the-field conduct and game management Decrease in the number of players and coaches ejected from contests Improved recognition by coaches and student-athletes that the NAIA is serious about Champions of Character and the conduct of participants 1. Each conference shall establish a Champions of Character Conference Committee, composed primarily of Champions of Character campus liaisons. The committee shall be charged with development and oversight of conference character education and activities. 2. NAIA conferences are expected to take a proactive approach to provide character education, hospitality and game management, share the character message, promote and recognize character, and oversight and assessment. 3. Each conference shall develop and conduct at least one student-led, servant leadership Champions of Character outreach activity annually. NAIA National Office 1200 Grand Blvd., Kansas City, MO 64106 816.595.8000 www.naia.org White Paper on NAIA Conferences / March 2013 / page 2
Membership Recruitment and Retention Membership stability Improved revenue opportunities (dues and non-dues) Stability in automatic berth opportunities Reduced need for unaffiliated groupings 1. NAIA bylaws require each conference to have governing documents with a clearly defined application and approval process for conference membership. Specifically, all conferences shall maintain an official membership application form and shall conduct a campus visit as part of the membership evaluation process. 2. In all NAIA conferences, the commissioner and school presidents shall to take an active leadership role in recruitment and retention of member institutions, preferably through a membership committee with representation from presidents, athletics directors, and faculty athletics representatives. 3. Each conference shall develop policies and procedures for potential changes in the status of member schools, such as schools wishing to drop conference membership, changes in not-for-profit status, or changes in accreditation. Marketing, Communications, and Sports Information Media exposure for conference and schools Improved awareness and perception by coaches, staff, student-athletes in the NAIA and prospective student-athletes Improved recruiting potential for NAIA schools 1. NAIA conferences are expected to develop a proactive marketing and communications plan that: Complements schools marketing and communications activities and is consistent with plan and messaging from the NAIA National Office. Includes active promotion of the NAIA and the NAIA Eligibility Center Is deliberately executed by conference staff with experience in marketing/communications. Includes a crisis communications plan and how to handle media issues at the conference level Develops new and existing relationships with local and regional media representatives to enhance exposure of the conference and conference schools. Actively promotes conference championships. Outlines the use and management of social media Includes a broadcasting plan, whether radio, TV, or web-based. 2. Each conference shall host a meeting of all sports information directors at least one time annually. NAIA National Office 1200 Grand Blvd., Kansas City, MO 64106 816.595.8000 www.naia.org White Paper on NAIA Conferences / March 2013 / page 3
Championships Benefits of strong focus on conference championships Improve the conference s profile Create a positive tournament experience for student-athletes Generate economic impact for host cities Provide opportunity to generate revenue for the conference through sponsorships Improved perception by coaches, staff, and student-athletes Improved ability to activate social programs and partnerships NAIA conferences shall actively collaborate with member schools in development and enhancement of conference championships for all sponsored sports, including: Assessing the conference s postseason tournaments to identify the most suitable format in each sport higher-seed hosts each round, highest seed hosts entire tournament, neutral site, host bid process, etc. Employ tactics and guidelines from the NAIA Host Manual whenever possible during conference postseason tournaments. Conference shall coordinate sufficient on-site medical and athletic training personnel for the duration of the tournament. Consistently execute and maximize NAIA Championship Branding guidelines and marketing assets throughout the competition venue, host hotels and strategic locations during the postseason tournament. Unless there is a conflict with a conference sponsor, conferences shall utilize the official NAIA championship ball for conference tournaments in the following sports: football, soccer, volleyball, basketball, softball, baseball, and tennis. Use of the official NAIA championship ball is also recommended for all regular season play. Implementing NAIA and Champions of Character messaging through signage, public address announcements, website presence, and media broadcasts. Providing a formal opportunity for coaches to provide feedback on the conference tournaments. Rules Education Benefits of strong focus on rules education Consistent application of NAIA and conference rules across affiliated conference members. Decreases institutional and conference time spent on violation reports and exception requests. Enables better decision making for allocation of recruiting and scholarship funds. NAIA Bylaws require each conference to facilitate rules education activities for the conference/association, with specific attention to the rules education of newly appointed faculty athletics representatives, athletics directors and coaches. NAIA conferences shall: 1. Conduct at least one annual meeting or conference call amongst conference FARs for the purpose of rules education. 2. Track rules violations to address greatest areas of question, and tailor rules education activities to these topics. 3. Create open lines of communication between FARs/ADs and the Conference Eligibility Chair. 57 percent of FARs consult first with the conference eligibility chair when they have a question. 4. Foster an engaged and active conference eligibility committee. NAIA National Office 1200 Grand Blvd., Kansas City, MO 64106 816.595.8000 www.naia.org White Paper on NAIA Conferences / March 2013 / page 4
Sponsorships and Revenue Generation Benefits of increased focus on revenue generation Improved financial position of the conference through non-dues revenue streams. Additional revenues can be used to cover personnel expenses, conference tournament expenses, or expenses for conference initiatives. Increased confidence by schools regarding the value of the conference and the member schools. 1. Conferences shall analyze the local and regional markets to assess the potential for revenue streams and develop a plan to utilize those revenue opportunities. 2. Conferences shall make best efforts to give NAIA national sponsors access to member institutions during appropriate conference meetings, unless there is a direct conflict with a conference sponsor. Accountability The CCA Executive Committee, in its review of this document, spent considerable time on accountability, specifically, the review mechanism, who is responsible, and how often should the review take place. The CCA Executive Committee recommended implementation of a Conference Self-Evaluation Checklist as the mechanism for reviewing conferences. This annual submission of information would assist conference leaders and the appropriate review committee in assessing the progress of conferences and guiding them in their efforts to meet conference requirements. The recommended timeline for implementation of the Self-Evaluation is as follows: Nov. 2012 Distribution of new conference requirements in the form of the Self-Evaluation Checklist. Dec. 2012 June 2013 Conferences begin to prepare self-evaluation checklist documents and develop plans for how to meet conference requirements in future years. July 2013 Conferences submit self-evaluation checklist documents. Aug.-Sept. 2013 Committee review and response to each conference: recognize positives, provide suggestions for improvement, offer commentary and resources on future plans, and identify areas where bylaws requirements have not been met. The CCA Executive Committee favored a review that is positive and proactive, rather than punitive, particularly during the first year or two of implementation. The intent of strengthening conference requirements has been first to engage in discussions about how best to assist those conferences that are not currently active in target areas, through education, mentoring and sharing best practices. Currently, the duties of the NAC include conducting periodic reviews of affiliated conference operations. The CCA Executive Committee recommended shifting those duties from the NAC to the COP through the proper legislative amendments and policy revisions at Convention in April 2013. The rationale for this change is that presidents now lead all NAIA conferences and have final authority for governing documents, staffing, budget, membership and strategic planning. Therefore, authority on conference requirements should reside with the COP. In addition, although NAC decisions on conference and national competition have impact on conferences in various ways, most of the conference requirements in this document are specific to conference operations and are not related to national competition. This recommendation does not alter the process through which the CCA makes recommendations to the NAC on national competition and NAC policy. NAIA National Office 1200 Grand Blvd., Kansas City, MO 64106 816.595.8000 www.naia.org White Paper on NAIA Conferences / March 2013 / page 5