REPORT OF THE NCAA DIVISION II MEMBERSHIP COMMITTEE SEPTEMBER 17, 2014, TELECONFERENCE ACTION ITEMS. 1. Legislative Items. None. 2. Nonlegislative Items. None. INFORMATIONAL ITEMS. 1. Update on the Status of Appeals from the July 2014 NCAA Division II Membership Committee Decisions. The committee received an update on the status of appeals to the NCAA Division II Management Council Subcommittee, including notification that Westminster College and Holy Names University (Attachment) had withdrawn their appeals. It was noted that the subcommittee made the following decisions on a September 2, 2014, teleconference: a. Fresno Pacific University. The subcommittee upheld the decision of the committee to require Fresno Pacific to complete another year in the provisional period of the membership process with conditions. b. Georgetown College. The subcommittee upheld the committee's decision to deny Georgetown's acceptance to the membership process. The committee was also advised that the subcommittee made the following decisions on a September 9, 2014, teleconference: Cumberland University. The subcommittee upheld the committee's decision to deny Cumberland's acceptance to the membership process. 2. Review of Results of Random Sports-Sponsorship Audits and Financial Aid Audits for the 2013-14 Academic Year. Staff shared the results of the random audits for financial aid and sports-sponsorship for the 2013-14 academic year. Staff advised the committee that staff audited nine institutions in the area of financial aid and that all nine met minimum financial aid requirements. Staff further advised the committee that staff audited six institutions in the area of sports sponsorship and that all six institutions met the minimum sports-sponsorship requirements.
Page No. 2 3. Review of Results of Random NCAA Division II Institutional Self-Study Guide (ISSG) Audits from ISSG Class 4 Due by June 2, 2014. Staff shared the results of the random audits of six institutions from ISSG Class 4. Staff advised that all six institutions met the requirements of completing the ISSG in its entirety by the due date and creating action plans when requested. 4. Review of Proposals and Selection of Vendor for the Membership Process Beginning in 2015-16. The committee reviewed the bid analysis summary and discussed the selection of a new vendor or vendors to conduct the campus visits for the membership process starting with the 2015 application class and to continue conducting campus visits for the class during each year of the process. The committee first agreed that one vendor should be used for the membership process. The committee then selected Double L Consulting to serve as the vendor. 5. Discuss 2015 NCAA Application for NCAA Division II Membership. The committee discussed the 2015 Application for Division II Membership and agreed to the updates suggested by the staff. The committee recommended adding language regarding the Division II white paper on strategic membership growth to ensure institutions are aware of the division's philosophy and the role of the committee in the decision-making process. 6. Discuss 2014-15 Candidacy and Provisional Annual Reports. The committee discussed revisions to the 2014-15 candidacy and provisional annual reports and agreed to review the annual reports as updated by staff at the November meeting. 7. Review of Legislative Proposals for 2015 NCAA Convention. The committee reviewed the legislative proposals sponsored by the committee that will be voted on at the 2015 Convention. The proposals require that institutions certify annually that the institutions employ a full-time director of athletics and full-time compliance administrator with no coaching responsibilities. 8. Review 2015 NCAA Convention Membership Sessions. The committee reviewed the agendas for the 2015 Convention membership sessions with candidacy and provisional institutions. The committee provided feedback on the agendas and the programming that should be conducted for the presidents in attendance. The committee also received an update on the Institutional Performance Program/Institutional Self-Study Guide session planned for the membership at the 2015 Convention.
Page No. 3 9. Discuss Referral from NCAA Division II Management Council Regarding Automatic Qualification and Institutions in the Membership Process. The committee discussed the referral from the Management Council regarding application of the automatic qualification legislation and received an update on the position of the NCAA Division II Championships Committee. The committee agreed to discuss the issue in more detail at the November in-person meeting. 10. Update on the NCAA Division II Compliance Blueprint Program. The committee received an update on the compliance blueprint program. Staff advised the committee that 14 of the 16 openings for the compliance blueprint program have been filled for the 2014-15 academic year. Staff further advised the committee that staff will develop an online request form in which institutions taking part in the compliance blueprint program can request times for the vendor to complete the compliance blueprint visit and that program hub will be used to facilitate the compliance blueprint program. 11. Update from NCAA Executive Committee on for-profit institutions. The committee reviewed the actions by the Executive Committee regarding for-profit institutions. 12. Update from the September 3 Candidacy Year One Meeting. The committee received an update from the committee's chair and vice chair on the candidacy year one orientation meeting. The committee noted the positive feedback from the candidacy year one institutions taking part in the meeting. 13. Approval of the July 2014 Report to the Management Council. The committee reviewed and approved the July 2014 in-person meeting report as presented. Committee Chair: Debbie Chin, University of New Haven Staff Liaisons: Katie Willett, Academic and Membership Affairs Kenneth Kleppel, Academic and Membership Affairs Courtney Lovely, Academic and Membership Affairs
Page No. 4 November 17, 2014 Attendees Absentees Deborah Chin, University of New Haven Kevin Schriver, Southwest Baptist University Dixie Cirillo, Colorado School of Mines Tonia Walker, Winston-Salem State University Kaye Crook, Coker College Tom Daeger, Great Midwest Athletic Conference Jeff Eisen, University of Mount Olive Bob Hogue, Pacific West Conference Arthur F. Kirk, Jr., Saint Leo University Tim Selgo, Grand Valley State University Dustin Smith, University of Arkansas, Fort Smith Roger Thomas, University of Mary Sue Willey, University of Indianapolis NCAA Participants Maritza Jones, Ken Kleppel, Courtney Lovely, Stephanie Quigg Smith and Katie Willett http://documentcenter.ncaa.org/msaa/ama/all Administrators/Kleppel, Ken/2014-0917 Memb_Comm_Teleconf_Report_KK_sr_100214
ATTACHMENT From: Hynes, William [mailto:hynes@hnu.edu] Sent: Monday, September 8, 2014 8:17 PM To: Willett, Katie Cc: Cardenas, Cesar; Dan Mara; Chin, Deborah; Dustin Smith; Kleppel, Kenneth; Lovely, Courtney; Quigg, Stephanie; Steeb, Terri; Jones, Maritza S.; Waddell, Jill; Reinhardt, Ruth; Bob Hogue Subject: RE: Committee Response & Teleconference Dear Katie, We would like to thank the NCAA Division II Membership Committee, Division II Management Council, and the Division II Presidents Council for all their assistance this past year regarding Holy Names candidacy for NCAA Division II membership. We have learned a great deal in this process and fully intend to use this knowledge to improve the status of HNU Athletics. At the same time, in recent months we have felt that we were unwittingly caught between two contradictory sets of instructions about the nature of our second year of candidacy. The initial set of instructions and expectations communication to us led us to believe that this second year was for Holy Names to test the policies and procedures we have put in place to comply with NCAA Division II rules and regulations. We were instructed on numerous occasions that we should not expect to be perfect in all things. Indeed, we should expect to find some things that have not been fully improved. HNU understood that the process was meant to surface these imperfections so that they can be addressed so that we could be in full compliance during the provisional Year. The second, more recent, set of directions, stemming from the White Paper on Strategic Membership Growth, provided to us only after we were denied the opportunity to advance in the membership process seems to suggest that we must address all imperfections immediately and fully to successfully complete the second year of candidacy and avoid having to repeat this year. While this approach appears to be consistent with Division II legislation regarding membership adopted for future candidates for membership, it was previously not clear that it was also being applied to those of us all ready in the process. The ancient axiom is that one person cannot serve two masters. Accordingly, we think it is wise for us to accept that the operative standards have now shifted and we completely intend to use this repeat year to fully comply with the new operative standards. We appreciate the level of detail that was provided in the Membership Committee s response to the appeal we submitted. It would have been our preference to have had this level of detail much earlier in the process - as opposed to the very general comments about Holy Names lack of progress that were included with the Membership s Committee s letter to which we were responding in our appeal. Going forward and putting all this behind us, we request only that we always be fully informed, in writing, of the complete standards by which we will be judged and the deadlines by when we need to be in complete compliance with each of the standards. In light of this analysis, we respectfully withdraw our appeal and ask that our scheduled teleconference with the Division II Membership Committee and the Management Council Subcommittee not be held. Thanks again to everyone, William J. Hynes President Holy Names University