UIS Athletic Compliance Manual

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1 UIS Athletic Compliance Manual

2 Compliance Manual Table of Contents COMPLIANCE PROGRAM... 5 Introduction... 6 Overview of the Athletics Compliance Program... 7 Institutional Control... 7 NCAA Compliance Statement Unethical Conduct... 8 Reporting Structure... 9 Compliance Responsibilities... 9 Disciplinary Actions for Violations Responsibilities for Rules Compliance Compliance Committee RULES EDUCATION PROGRAM Coaches and Administrators All Athletic Department Staff Student-Athletes Academic Services, Registrar, Faculty, Financial Aid Office and Admissions Boosters and External REQUESTING RULES INTERPRETATIONS Rules Interpretation Requests REPORTING POTENTIAL VIOLATIONS What is a Secondary or Major Violation? Reporting a Violation To Whom Shall an Alleged Violation be Reported? Alleged Violations Involving Other NCAA Institutions Processing Rules Violations RECRUITING Established Recruiting Policies Recruiting Terminology Social Networking Sites Contactable Student-Athletes Contacts and Evaluations Off-Campus Recruiting Telephone Calls/Text Messages Compliance Assistant (CA) Official Visits Unofficial Visits Try-Outs

3 NCAA ELIGIBILITY CENTER Initial Eligibility/Amateurism Requests Sport IRL Management FINANCIAL AID Athletics Scholarship and NLI Awarding Process Renewal of Athletics Aid Cancellation, Non-Renewal or Reduction of Athletics Aid Appeals Process ELIGIBILITY CERTIFICATION Initial Eligibility Certification Transfer Eligibility Certification Continuing Eligibility Certification ROSTER MAINTENANCE Roster Change TRANSFER POLICY Recruiting Four-Year Transfers Granting Permission to Contact General Transfer Rule Transfer Waivers UIS Transfer Appeals Process Great Lakes Valley Conference Intra-Conference Transfer Rule Great Lakes Valley Conference Appeals Process PLAYING AND PRACTICE SEASONS Countable Athletic Activities Championship/Non-Championship Segments Out-of-Season Activities Individual Skill Instruction Procedures for Monitoring Countable Athletically Related Activities Playing and Practice Season Procedures Scheduling Procedure and Policy Procedures for Cancellations/Schedule Changes Parameters for Rescheduling Games Guidelines Regarding a Student-Athlete s Season of Competition GAMBLING AND SPORTS WAGERING Bylaw 10.3 Sports Wagering Activities Bylaw 10.4 Disciplinary Action COACH INVOLVEMENT WITH OUTSIDE TEAMS/LEAGUES/TOURNAMENTS 74 INSTITUTIONAL AND NON-INSTITUTIONAL SPORTS CAMPS & CLINICS

4 Institutional Sports Camps & Clinics Non-Institutional Sports Camps & Clinics EXTRA BENEFITS General Rule Extra Benefits Permissible Benefits Non-Permissible Benefits EQUIPMENT AND APPAREL Equipment & Apparel Issue and Retrieval

5 COMPLIANCE PROGRAM 5

6 INTRODUCTION Compliance with NCAA and GLVC rules is a shared responsibility requiring the support of numerous constituencies both on and off campus. Directing this cooperative effort, the University of Illinois Springfield (UIS) Athletics Compliance Office staff: 1. educates key groups and stakeholders about relevant NCAA and GLVC regulations; 2. coordinates policies and procedures to effectively meet these regulations; and, 3. implements systems to monitor the effectiveness of these policies and procedures. NCAA rules dictate that UIS is responsible for the actions of its coaches, administrators, staff, student-athletes, alumni, fans, and friends. Even inadvertent violations can result in penalties for our student-athletes and the University. So please, ask before you act. The information contained in this Manual is an overview of Division II intercollegiate athletics compliance and UIS policies and procedures; it is not comprehensive. If you have any questions about any NCAA, GLVC, or University of Illinois Springfield regulations, please contact the compliance office for assistance. Name Office Phone Cell Phone Kim Pate, Athletic Director Hayley Ross-Treadway, Assistant Athletic Director for Compliance

7 OVERVIEW OF THE ATHLETICS COMPLIANCE PROGRAM In an effort to maintain full compliance with NCAA and GLVC legislation, as well as meet its obligation to the principle of Institutional Control, UIS has developed the following blueprint for its Athletics Compliance Program: 1. Develop and implement operating systems designed to meet applicable NCAA regulations. 2. Clearly articulate the policies and procedures, which comprise these systems. 3. Delineate the responsibilities of those individuals impacted by these systems. 4. Educate the involved constituencies regarding relevant regulations. 5. Monitor the performance and success of the compliance systems to ensure that the goal of full compliance is constantly pursued. 6. Prioritize, enhance, and fine-tune systems, policies, and procedures whenever necessary, to maximize effectiveness and efficiency. 7. To help ensure the proper level of Institutional Control, we have established partnerships with key University offices external to the athletics department, including the: Academic Advising (Liaisons: Mae Noll Ext ) Registrar s Office (Liaisons: Aleta Carlberg Ext ) Office of Financial Aid (Liaisons: Carolyn Schloemann Ext ) Office of Admissions (Liaisons: Lori Giordano, Ext 67284) Each of these partnerships relies on the work of designated liaisons, which are educated regarding those NCAA rules and regulations which are relevant to their area of responsibility. INSTITUTIONAL CONTROL The University of Illinois Springfield is solidly committed to maintaining the integrity of its intercollegiate athletics program, sports teams, coaches, administrative staff and student-athletes. This commitment and obligation extends to the operation of the athletics department in adherence to the principle of Institutional Control, consistent with the spirit of NCAA, GLVC, and UIS rules and regulations. Proper control of the athletics program is maintained through: 1. Responsible actions by athletics department staff members, administrators, faculty, and other University entities. 2. The education of coaches, staff members, student-athletes, and other individuals involved with the operation of the athletics program. 3. The development of clear and effective operating systems within the athletics department and the University that provide guidance in how to successfully work within existing rules. 7

8 4. The monitoring of these systems to ensure that all athletically-related functions are carried out within the scope and intent of applicable regulations. Each individual involved in the operation of the athletics program is obligated to maintain competency in knowledge of the rules; to act within his or her area of responsibility in full compliance with the governing legislation; and to report any violation of NCAA, GLVC, or UIS rules that he or she is aware of. NCAA COMPLIANCE STATEMENT The University of Illinois Springfield is committed to operating within all guidelines and regulations established by the National Collegiate Athletic Association, specifically including, but not limited to, Bylaw 10 (Ethical Conduct); Bylaw 11 (Conduct and Employment of Athletics Personnel); and Bylaw 13 (Recruiting). Any staff member who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations (Bylaw ). All athletics personnel are required to immediately self-report possible NCAA (and conference, if applicable) rules violations to the Director of Athletics or Assistant Athletic Director for Compliance UNETHICAL CONDUCT Unethical conduct by a prospective or enrolled student-athlete or a current or former institutional staff member (e.g., coach, professor, tutor, teaching assistant, student manager, student trainer) may include, but is not limited to, the following: 1. Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or the individual's institution; 2. Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; 3. Knowing involvement in offering or providing a prospective or an enrolled student-athlete an improper inducement or extra benefit or improper financial aid; 4. Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual's institution false or misleading information concerning the individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation; 5. Receipt of benefits by an institutional staff member for facilitating or arranging a meeting between a student-athlete and an agent, financial advisor or a representative of an agent or advisor (e.g., "runner"); 6. Knowingly providing a student-athlete with a banned substance, impermissible supplement, or medications contrary to medical licensure, commonly accepted standards of care in sports medicine practice, or state or federal law. This provision shall not apply to banned substances for which the student-athlete has received a medical exception per Bylaw ; however, the 8

9 substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law; 7. Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or institution's admissions office regarding an individual's academic record (e.g., schools attended, completion of coursework, grades, test scores); 8. Fraudulence or misconduct in connection with entrance or placement examinations; 9. Engaging in any athletics competition under an assumed name or with intent otherwise to deceive; or 10. Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or the institution's athletic department regarding an individual's amateur status. REPORTING STRUCTURE The Chancellor serves as chief executive officer and is authorized by the Board of Trustees for finalizing all employment contracts and compensation agreements. The Athletic Director is responsible for general supervision of the intercollegiate athletics program and reports directly to the Chancellor with a dotted line report to the Vice Chancellor for Student Affairs of the University. The Athletic Director meets bi-monthly with the Vice Chancellor and provides regular updates on all aspects of the intercollegiate athletics program. The Athletic Director meets with the Chancellor on an as needed basis. General policies and procedures for athletics staff are the same as for all institutional staff employees and are detailed in the Staff Employee Handbook. Specific policies and procedures related to intercollegiate athletics may be established by the Athletics Director and are contained in the Athletics Policies and Procedures Manual. The Faculty Athletic Representative meets once a semester with the Chancellor and reports directly to the Chancellor. The Assistant Athletic Director for Compliance has direct access to the Chancellor and works closely with the Faculty Athletics Representative. The Institutional Athletics Committee (IAC) chair is kept informed of all matters related to athletics and meets once a year with the Chancellor. COMPLIANCE RESPONSIBILITIES University of Illinois Springfield is committed to the NCAA principle of institutional control, and considers CEO oversight to be fundamental in ensuring that the program is operated in a manner consistent with the education mission of the university. The institution is obligated to apply and enforce NCAA and conference legislation in all areas related to the operation of its intercollegiate athletics program, including admissions, financial aid, eligibility, academic integrity and recruiting. To comply with the principle of institutional control, it is necessary that policies and procedures be established that enhance rules compliance and minimize violations. It is equally important that compliance responsibilities be delegated to a number of individuals, both inside and outside the Department of Athletics, who have responsibility and are accountable for compliance with NCAA and conference rules. 9

10 Institutional control is a priority of the Chancellor of the university that has been formally delegated to the Director of Athletics and Faculty Athletics Representative. Specific day-to-day responsibilities for NCAA rules compliance have been assigned to the Assistant Athletic Director for Compliance, who serves as the primary point of contact for rules and compliance issues. The registrar has been assigned responsibility for certifying the accuracy of initial, continuing, and transfer eligibility. The Director of Financial Aid has been assigned responsibility for maintaining accurate financial aid data reflected on squad lists and for ensuring rules comply with Bylaw 15. All institutional staff members and all representatives of the intercollegiate athletics program are expected to operate in compliance with NCAA rules and regulations. The job performance criteria by which all athletics personnel are evaluated includes consideration of their adherence with established rules compliance policies and procedures as well as standards of ethical behavior. Employment agreements for all athletics personnel stipulate that the violation of NCAA and conference rules is prohibited and may result in disciplinary action up to and including termination of employment. Athletics personnel participate in continuing education programs regarding NCAA and conference legislation and annually sign the NCAA Certification of Compliance for Staff Members of Athletics Departments form affirming that they have reported any known rules violations. DISCIPLINARY ACTION FOR VIOLATIONS In support of the University s commitment to NCAA rules compliance and in accordance with the University s Human Resource policies related to administering progressive, consistent, and fair discipline, the following disciplinary actions will be applied to all athletics staff involved with an NCAA rules violation. Verbal Warning In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has never committed a previous NCAA rules violation or has not committed a recent rules violation (in the past two years), or when the staff member immediately self-reports an unintentional inadvertent violation (assuming it is not a repeat violation) the staff member would receive a verbal warning. Letter of Admonishment In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has committed a previous similar violation of specific legislation or who has committed a second violation within a recent time period (less than two years), the staff member would receive a letter of admonishment in their personnel file. 10

11 Letter of Reprimand In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has committed multiple previous similar violations of specific legislation or who has committed multiple violation within a recent time period (e.g.; 4 violations in less than two years), the staff member would receive a letter of reprimand in their personnel file and may be subject to suspension without pay or restricted duties. Termination or Notice of Non-Renewal In the case of an intentional rules violation, a documented history of repeated secondary violations or knowingly withholding or providing misleading information in regard to an investigation of NCAA rules violation(s) the staff member would be subject to possible suspension without pay, termination, or issue of notice of non-renewal (in accordance with University notice requirements). RESPONSIBILITIES FOR RULES COMPLIANCE The Chancellor of the University of Illinois Springfield exercises general institutional control over the intercollegiate athletics program and ensures that the program operates in a manner that is consistent with the educational mission of the institution. Oversight of NCAA rules compliance has been formally delegated by the Chancellor of the University to the Director of Athletics, Faculty Athletics Representative, Registrar, Director of Financial Aid, and Assistant Athletic Director for Compliance. COMPLIANCE COMMITTEE The Compliance Committee is charged with assessing the compliance efforts of the institution s compliance program. The Compliance Committee is chaired by the Assistant Athletic Director for Compliance and is made up by the following members: Director of Athletics, Director of Financial Aid or their designee, Certifying Officer, Registrar, FAR, Director of Admissions or their designees, and Assistant Athletic Director for Compliance. The committee meets a minimum of two times per year and is responsible for conducting random audits of recruiting and practice logs. The committee is also responsible for reviewing key compliance systems including the certification of eligibility, rules education program, and monitoring of recruiting. 11

12 RULES EDUCATION PROGRAM 12

13 UIS recognizes rules education as a pivotal component of the institutional rules compliance program in an effort to decrease the likelihood of inadvertent unintentional violations. Under the direction of the Assistant Athletic Director for Compliance, intentional educational opportunities are directed toward coaches, athletics administrators & staff, student-athletes, faculty, financial aid, admissions, registrar, student academic support services, and external representatives of athletics (boosters, trustees, alumni). COACHES AND ADMINISTRATORS Coaches will be evaluated in their annual performance review based on attendance of rules education sessions. Coaches who fail to attend scheduled rules education sessions are required to attend a make-up rules education meeting with the Assistant Athletic Director for Compliance to review the pertinent compliance topics and receive corresponding handouts. Required rules-education seminars are conducted at the beginning of each academic year and are required for all members of the athletic staff. A series of rules-ed presentations/discussions covering key topics in athletics compliance are conducted each month during the All Staff meetings. These are designed for coaches and administrators, but open to the entire department. A new legislation rules education session is provided following the NCAA Convention. reminders and bulletins are used to communicate important information concerning breaking issues and timely topics. These are sent by the Compliance Office to all affected athletics department staff members. A compliance orientation regarding NCAA and GLVC regulations, UIS policies and procedures, and expectations regarding rules compliance, is provided to all new and incoming coaches by the Assistant Athletic Director for Compliance. A coaches certification review sessions is provided as a review session for the annual Coaches Certification Test. Coaches are required to pass the Coaches Certification Test prior to being permitted to recruit off-campus. Coaches Certification Tests are conducted by the Faculty Athletic Representative. ALL ATHLETIC DEPARTMENT STAFF An August athletics orientation session is conducted with all staff confirming a commitment to NCAA rules compliance, which is led by the Athletic Director and Assistant Athletic Director for Compliance. The Chancellor also attends the session to reinforce and affirm the commitment to NCAA rules compliance. The department also holds monthly staff meetings by which the Assistant Athletic Director for Compliance presents a rules education segment for all staff. 13

14 STUDENT-ATHLETES All Student-Athletes are required to attend a compliance meeting prior to participation in countable athletic activities by which mandatory forms are reviewed and completed: NCAA Drug Test Consent Forms, Student-Athlete Statement. In addition, preseason presentations are made applicable to each sport. The Assistant Athletic Director for Compliance/Senior Woman Administrator routinely attends the Student-Athlete Advisory Committee meetings. Two presentations are made to this group each academic year. End of year session to cover issues related to amateurism, summer participation, camps, employment, and athletic training forms. ACADEMIC SERVICES, REGISTRAR, FACULTY, FINANCIAL AID OFFICE AND ADMISSIONS Seminars/discussions are held twice per academic year with specific internal stakeholders relative to NCAA rules compliance for there specific areas. Memos are circulated several times through the course of the academic year. Meetings are conducted as needed. BOOSTERS AND EXTERNAL A compliance webpage provides links to educational information as well as other relevant compliance information. The monthly e-newsletter includes a compliance tip of the month within the report sent out to all boosters on the mailing list. Boosters will receive a printout once a year with the summary of rules education for boosters. 14

15 REQUESTING RULES INTERPRETATIONS 15

16 RULES INTERPRETATION REQUESTS Any individual may request a rule interpretation. This would include coaches, athletics department staff members, student-athletes, university employees, representatives of UIS s athletic interests (boosters), etc. Interpretation requests may occur verbally or in writing, via , phone call, or inperson. Written requests, using either the interpretation request form found in the appendix or via , are strongly recommended whenever complicated situations are involved, in order to minimize the chance for potential misunderstandings of the question or answer. All requests for NCAA rules interpretations should be handled through the UIS Athletic Compliance Office. The Assistant Athletic Director for Compliance is the primary contact for a rules interpretation. The Faculty Athletics Representative and Director of Athletics are also available to assist with processing a rules interpretation request. Whenever possible, the compliance office should request that a rules interpretation from the Great Lakes Valley Conference office and NCAA staff be provided in writing. Whenever possible, a request for an interpretation of NCAA rules should initiate to the conference office contact rather than bypassing the contact and going directly to the NCAA. Once an interpretation has been confirmed, the compliance office will share the official interpretation with the individual who requested the interpretation, the FAR, the AD, and all relevant coaches who would benefit from the interpretation. The compliance office works diligently to maintain a written record of all requested interpretations. Coaches are reminded that the UIS Athletics Department policy does not permit coaching staff members to contact either the NCAA Office or the GLVC Office directly to request a rules interpretation. Coaches are encouraged to contact the UIS Office of Compliance for an official interpretation rather than seeking out an interpretation from another coach or institution. 16

17 REPORTING POTENTIAL VIOLATIONS 17

18 In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules, whether they are secondary or major, shall be investigated. At no time shall any rules violation (secondary or major) go unreported to the Director of Athletics and Assistant Athletic Director for Compliance. If it is determined that a violation has occurred, the violation must be reported to the Chancellor, appropriate conference officials, and the NCAA national office. All athletic department staff members (including part-time staff members and clerical staff) must sign the Certification of Compliance for Staff Members of Athletics Departments form each year, affirming that they have reported all knowledge of any violations. WHAT IS A SECONDARY OR MAJOR VIOLATION? 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, extra benefit, recruiting inducement, preferential treatment, financial aid) (Bylaw ). A major violation is any other violation, specifically those that provide an extensive recruiting or competitive advantage. Multiple secondary violations may collectively be considered as a major violation (Bylaw ). REPORTING A VIOLATION Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of the University s athletics interests, member of the community) may report an alleged, rumored, or suspected violation. The individual may report the alleged, rumored, or suspected violation verbally or in writing. The report may be made anonymously by calling the UIS Compliance office at TO WHOM SHALL AN ALLEGED VIOLATION BE REPORTED? If an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the Assistant Athletic Director for Compliance of the violation in a timely manner. All staff members are expected to be committed to this policy and are to immediately report any alleged or suspected situation or activities that may represent violations of any NCAA, conference or institutional rules. Individuals, other than athletic department staff members, may report an alleged violation to any or all of the following persons: Kim Pate, Director of Athletics Hayley Ross, Assistant Athletic Director for Compliance Marcel Yoder, Faculty Athletics Representative 18

19 ALLEGED VIOLATIONS INVOLVING OTHER NCAA INSTITUTIONS If an individual (i.e., athletic department staff member, student-athlete, university employee, representative of UIS athletics interests, member of the community) has knowledge of an alleged violation(s) that involves another NCAA member institution and impacts the University of Illinois Springfield, this individual shall report the alleged violation(s) to the Assistant Athletic Director for Compliance. The Assistant Athletic Director for Compliance will discuss the violation and desired plan of action to address the situation with the Director of Athletics and/or the Faculty Athletics Representative. The Director of Athletics may then contact the NCAA and/or Conference Office to request that the alleged violation be investigated. Processing Rules Violations (The following procedures have been adapted from the NCAA Division II Best Practices.) Step 1 The Assistant Athletic Director for Compliance is notified immediately of a possible violation. The matter is documented and the Director of Athletics and Faculty Athletics Representative are notified of the possible violation. Step 2 The Assistant Athletic Director for Compliance, the Director of Athletics, and the Faculty Athletics Representative form the Investigations Committee responsible for reviewing the facts of the situation and determining if a violation has occurred. The Assistant Athletic Director for Compliance will gather facts and complete an initial investigation form to share with the AD and FAR that will contain the pertinent information of the investigation and any statements relative to the reporting. If the violation involves any members of the investigation committee, the Chancellor of the University must be immediately notified by an uninvolved committee member. The alleged party cannot participate in the investigation and must cooperate in providing facts and a statement regarding the incident. The Chancellor of the University may designate a third party to serve on the investigation committee if a possible major or intentional violation is alleged related to either the Athletic Director or Assistant Athletic Director for Compliance. If No Violation was Found to Have Occurred - No further action is necessary (an investigation report must be completed indicating the facts of the case, and rationale and interpretation for why no violation occurred). If a Violation was Found to Have Occurred - Move on to Step 3. 19

20 Step 3 The Investigations Committee makes the determination if the violation is major or secondary in nature, or intentional versus inadvertent. Major Violation If, based on the facts, there is a possible major violation; the Assistant Athletic Director for Compliance must immediately report the incident to the Chancellor. The Investigations Committee will develop a detailed action plan, including a plan for public response. The Director of Athletics will notify the Sports Information Director regarding appropriate responses to inquiries while the investigation is being conducted. Secondary Violation If, based on the facts, there is a possible secondary violation; the Assistant Athletic Director for Compliance should proceed with the NCAA Secondary Violation Self-Reporting Instructions. The Investigations Committee will determine if the secondary violation is a Level I or Level II violation. If determined to be a Level I violation, go to Step 4. If a Level II, the Assistant Athletic Director for Compliance will make a recommendation to the AD and FAR who then impose sanctions on the individual(s) involved in the violation. Step 4 For a possible major or secondary Level I violations, the Director of Athletics will supervise the investigation process. The Assistant Athletic Director for Compliance will assist in gathering the necessary information and in arranging the appropriate interviews. The investigation should proceed in a timely manner. Step 5 If it is determined that a Secondary Level II violation occurred, the Assistant Athletic Director for Compliance must impose prescribed penalties, report the violation on the Level II Violation Report Form and forward the violation to the conference office on a quarterly basis. The conference office will then report the Level II violations directly to NCAA Enforcement staff. If there are no prescribed penalties required per NCAA legislation, the Director of Athletics should take appropriate corrective measures to address the issue. A quarterly report of violations should be sent to the Chancellor, the AD, the FAR, and the Intercollegiate Athletics Council, with a copy kept on file in the athletics compliance office. NOTE: Violations designated as Level II secondary violations could be considered major under certain circumstances. Multiple Level II violations could be taken together and considered major. 20

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