South Carolina State University Athletics
South Carolina State University Athletics
Compliance Manual
South Carolina State University Office of Athletics Compliance
Table of Contents
INTRODUCTION SC State Mission Statement………………………………………………………..4 Athletics Department Mission Statement…………………………………………..5 MEAC Mission Statement………………………………………………………….6 Principles of Institutional Control…………………………………………………. 7-13 Protocol for Investigating/Reporting Violations…………………………………... 14-15 Rules Reminder………………………………………………………………….… 16 Rules Education Program……………………………………………………….…. 17 Policy and Procedure Introduction……………………………………………….... 18 BYLAW 11 Athletically Related Income……………………………………………………..… 19 Designation of Coaches……………………………………………………………. 20 BYLAW 12 Agents/Financial Advisors…………………………………………………………. 21-22 Employment………………………………………………………………………..23 Donated Items……….…………………………………………………………….. 24 Student-Athlete Appearance……………………………………………………….. 25 BYLAW 13 Camps & Clinics…………………………………………………………………… 26-27 Official Visits……………………………………………………………………… 28-29 Unofficial Visits……………………………………………………………………30 Issuing of NLI…………………………………………………………………….. 31-32 Telephone Logs………………...…………………………………………………. 33 Contacts/Evaluation………………………………………………………………. 34 Transfer Tracers (from SC State)……………………………………………….... 35 Transfer Tracers (to SC State)……………………………………………………. 36 Transfer Checklists……………………………………………………………….. .37 BYLAW 15 Awarding Grants-in-Aid (Academic Year)………………………………………...38 Awarding Summer Aid…………………………………………………………….. 39 SAOF/SAF………………………………………………………………………… 40
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BYLAW 16 Awards…………………………………………………………………………….. 41 Banquets……………………………………………………………………….….. 42 Occasional Meals………………………………………………………………….. 43 BYLAW 17 Declaration of Playing & Practice Seasons……………………………………..… 44 Practice Logs……………………………………………………………………… 45 Outside Competition……………………………………………………………… 46 BYLAW 30 Certification of Compliance………………………………………………………. 47 Change In Status……………………………………………………………..…… 48 Walk-Ons………………………………………………………………………… 49
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South Carolina State University Office of Athletics Compliance
SC State Mission Statement
South Carolina State University (SC State) is a historically Black public 1890 land-grant senior comprehensive institution of approximately 4,500-6,000 students. Located in Orangeburg, South Carolina, SC State University is committed to providing affordable and accessible quality baccalaureate programs in the areas of business, applied professional sciences, mathematics, natural sciences, engineering, engineering technology, education, arts, and humanities. A number of programs are offered at the master’s level in teaching, human services and agribusiness, and the educational specialist and doctorate programs are offered in educational administration. SC State University prepares highly skilled, competent and socially aware graduates to enable them to work and live productively in a dynamic, global society. Through technology and traditional methods of teaching and learning, research and service, the University enhances the quality of life of citizens and contributes to the economic development of the state and nation. (This mission statement was approved by the S.C. State University Board of Trustees on March 30, 2010 and by the South Carolina Commission on Higher Education May 6, 2010.)
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South Carolina State University Office of Athletics Compliance
Athletics Department Mission Statement
The Department of Athletics fully embraces the University’s mission and enacts its policies, procedures and initiatives with both the letter and the spirit of that purpose. The administration and staff of the Department of Athletics espouse a student-oriented philosophy, which ranks academic achievement as the number one priority for its student-athletes. Towards this end, the Department is committed to providing a comprehensive intercollegiate athletics program for men and women, which promotes the academic, physical, social, psychological and total development of the student-athlete. Further, the Department is committed to working collaboratively with other constituents of the University to ensure the production of competent, contributing graduates who are capable of making the transition from university life to the workplace and in to today’s multicultural society. Embodied within this mission statement is the concept of an effective athletics program which values success in competition, success in academic and personal development of student-athletes, and success in maintaining full compliance with the rules of the University, the National Collegiate Athletic Association, the Mid-Eastern Athletic Conference and Title IX. In addition, the Athletics Department embraces the NCAA’s Principle of Sportsmanship and Ethical Conduct. Coaches, student-athletes, cheerleaders, boosters, faculty, staff and all who support intercollegiate athletics are committed to the fundamental value of respect, fairness, civility, honesty and responsibility. Strict adherence to this principle promotes character development.
GOALS OF THE DEPARTMENT OF ATHLETICS Graduate student-athletes in a timely manner; Build self-disciplined and competitive teams; Meet academic and operation standards as set by the Mid-Eastern Athletics Conference (MEAC), the National Collegiate Athletic Association (NCAA), and South Carolina State University (SC STATE); Serve as ambassadors for the university through athletics; Promote life after athletics and a life-long relationship with the university after graduation via involvement in an alumni chapter; Solicit corporate sponsors to enhance varsity, non-revenue producing sports; Devise marketing and advertising campaigns which encourage attendance at athletic events; Enhance the professional development of the Department’s coaching staff; Improve the physical facilities for identified sports; Administer a scholarship program for athletes; and, Adhere to the University standards of sportsmanship, ethical conduct and fair play. 5
South Carolina State University Office of Athletics Compliance
MEAC Mission Statement
Within the context of its stated purpose, the mission of the MEAC is, by the end of this decade:
A. To collaborate with other conferences in formulating and implementing an improved model for the conduct of intercollegiate athletics, which is consistent with the Conference’s values. B. To sustain athletic excellence while significantly increasing student-athlete academic performance levels and graduation rates; and C. To assure each member institution’s commitment to the Conference’s values, and in so doing, to improve relationships among members and to manage the tensions that frequently surface in a competitive environment.
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South Carolina State University Office of Athletics Compliance
Institutional Control
PRINCIPLES OF INSTITUTIONAL CONTROL AS PREPARED BY THE NCAA COMMITTEE ON INFRACTIONS
A.
“CONTROL” IS DEFINED IN COMMON-SENSE TERMS In determining whether there has been a lack of institutional control when a violation of NCAA rules has been found it is necessary to ascertain what formal institutional policies and procedures were in place at the time the violation of NCAA rules occurred and whether those policies and procedures, if adequate, were being monitored and enforced. It is important that policies and procedures be established so as to deter violations and not merely to discover their existence after they have taken place. In a case where proper procedures exist and are appropriately enforced, especially when they result in the prompt detection, investigation and reporting of the violations in questions, there may be no lack of institutional control although the individual or individuals directly involved may be held responsible. In a situation in which adequate institutional procedures exist, at least on paper, a practical, common-sense approach is appropriate in determining whether they are adequately monitored and enforced by a person in “control.” Obviously, general institutional control is exercised by the chief executive officer of a member institution. However, it is rare that the chief executive officer will make decisions specifically affecting the operations of the institution’s athletics program. Instead, the day-to-day duties of operation, including compliance with NCAA rules, will have been delegated to subordinates either by specific action or by the creation of appropriate job descriptions. Moreover, it is usually left to senior subordinates, such as the director of athletics, further to delegate various duties regarding compliance with NCAA rules. In most institutions, especially those with large and varied athletics programs, such delegations are made to a number of individuals who are expected to exercise control over compliance with regard to specific aspects of the program. The specific obligations of such individuals should be in writing, and not merely an understanding among the senior officials of the university and the athletics department. Not only the director of athletics, but other officials in the athletics department, the faculty athletics representative, the head coaches and the other institutional administrators outside of the athletics department responsible for such matters as the certification of athletics for financial aid, practice and competition, are expected to assume a primary role in ensuring compliance. Even though specific action has been taken to place responsibility elsewhere, these individuals will be assumed to be operating on behalf of the institution with 7
respect to those responsibilities that are logically within the scope of their positions. Their failure to control those matters so as to prevent violations of NCAA rules will be considered the result of lack of institutional control.
B. VIOLATIONS THAT DO NOT RESULT FROM A LACK OF INSTITUIONAL CONTROL An institution cannot be expected to control actions of every individual who is in some way connected with its athletics program. The deliberate or inadvertent violations of a rule by an individual who is not in charge of compliance with rules that are violated will not be considered to be due to lack of institutional control:
if adequate compliance measures exist; if they are appropriately conveyed to those who need to be aware of them; if they are monitored to ensure that such measures are being followed; and if, on learning that a violation has occurred, the institution takes swift action.
C. ACTS THAT ARE LIKELY TO DEMONSTRATE A LACK OF INSTITUTIONAL CONTROL The following examples of a lack of institutional control are not exclusive, but they should provide important guidelines to institutions as to proper control of their NCAA compliance affairs. 1. A person with compliance responsibilities fails to establish a proper system for compliance or fails to monitor the operations of a compliance system appropriately. When an individual is responsible for ensuring that a particular rule or set of rules is not violated, that person will be considered to be exercising institutional control. That individual must not only ensure that the rules are known by all who need to know them but most also make proper checks to insure that the rules are being followed. It is important for institutions to understand that the mere compilation and distribution of rules and regulations, along with the written compliance procedures, is not sufficient if no one regularly checks on the actual operation of the system. 2. A person with compliance responsibilities does not take steps to alter the system of compliance when there are indications the system is not working. If a system of control is in place, a single deviation by a member of the athletics staff or representative of the institution’s athletics interests will not be considered a lack of institutional control. However, if there are a number of violations, even if they are all 8
minor, indicating that the compliance system is not operating effectively, the person(s) responsible cannot ignore the situation, but must take steps to correct the compliance system. 3. A supervisor with overall responsibility for compliance, in assigning duties to subordinates, so divides responsibilities that, as a particular matter, no one is, or appears to be directly in charge. The failure to designate who is responsible for ensuring compliance with NCAA rules is a serious breach of the obligations of a university athletics administrator. Individuals are unable to operate appropriately if they are uncertain of their duties and obligations. Moreover, those subordinates who are not in charge must know who is. They need to know the person or persons to whom they can turn for advice before taking action that may be questionable. They also need to know to whom and how to report violations that come to their attention. 4. Compliance duties are assigned to a subordinate who lacks sufficient authority to have the confidence or respect of others. A supervisor may be acting in good faith when assigning responsibility for compliance to an athletics department secretary, or student intern, or to someone who does not have statute in the organization. Nevertheless, that very action often makes it appear that the institution is not serious about compliance. If coaches, alumni, boosters and other do not respect the person responsible, they may well ignore that individual. Violations that occur may then be considered the result of lack of institutional control. 5. The institution fails to make clear, by its words and its actions, that those personnel who willfully violate NCAA rules, or who are grossly negligent in applying those rules, will be disciplined and made subject to discharge. Any operating compliance system may be thwarted by an individual who acts secretly in violation of the rules or who fails to ascertain whether a questionable action is or is not permissible. If an institution does not make clear that individual violations of NCAA rules will result in disciplinary action against the involved individual, and if it does not actually discipline those who are found to have violated such rules, it has opened the door to permitting further violations. In such a case, future violations of an individual nature will constitute failures of institutional control. 6. The institution fails to make clear that any individual involved in its intercollegiate athletics program has a duty to report any perceived violations of NCAA rules and can do so without fear of reprisals of any kind.
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Compliance is everyone’s obligation. Loyalty to one’s co-workers, student-athletes, or athletics boosters cannot precedence over loyalty to the institution and its commitment to comply with NCAA rules. There is a lack of institutional control if individuals are afraid to report violations because they have reason to fear that if they make such a report there will be negative consequences. 7. A director of athletics or any individual with compliance responsibilities fails to investigate or direct an investigation of a possible significant violation of NCAA rules or fails to report a violation properly. When a director of athletics or any other individual with compliance responsibilities has been informed of, or learns that there exists a possible significant violation of NCAA rules, and then fails to ensure that the matter is properly investigated, there is a lack of institutional control. Similarly, if an actual violation of NCAA rules comes to the attention of the director of athletics or a person with compliance responsibilities and there is a failure to report the violation through appropriate institutional channels to a conference to which the institution belongs and to the NCAA, such failure constitutes a lack of institutional control. 8. A head coach fails to create and maintain an atmosphere for compliance within the program the coach supervises or fails to monitor the activities of assistant coaches regarding compliance. A head coach has special obligations to establish a spirit of compliance among the entire team, including assistant coaches, other staff and student-athletes. The head coach must generally observe the activities of assistant coaches and staff to determine if they are acting in compliance with NCAA rules. Too often, when assistant coaches are involved in web of serious violations, head coaches profess ignorance, saying that they were too busy to know what was occurring and that they trusted their assistants. Such a failure by head coaches to control their teams, alone or with the assistance of a staff member with compliance responsibilities, is a lack of institutional control. This is not to imply that every violation by an assistant coach involves a lack of institutional control. If the head coach sets a proper tone of compliance and monitors the activities of all assistant coaches in the sport, the head coach cannot be charged with the secretive activities of an assistant bent on violating NCAA rules. D.
COMPLIANCE MEASURES IN PLACE AT THE TIME OF VIOLATION AS A FACTOR IN DETERMINING WHETHER OR NOT THERE HAS BEEN A LACK OF INSTITUTIONAL CONTROL Institutions are eager to learn what measures can be taken to reduce the likelihood that in the event a violation does occur, it will result in a finding of a lack of institutional control. The 10
following are some of the steps that assist an institution in avoiding such a finding. It must be emphasized, however, that the presence of such measures are not a guarantee against such a finding. The way in which the measures are carried out and the attitude toward compliance within the institution are vital factors. 1. The NCAA rules applicable to each operation are readily available to those persons involved in that operation. Those individuals in recruiting activities should have ready access to the recruiting rules, and those university staff members engaged in determining eligibility for financial aid, practice and competition should have ready access to the NCAA rules governing those matters. 2. Appropriate forms are provided to persons involved in specific operations to ensure that they will properly follow NCAA rules. With respect to certain operations, specific forms or checklists can be of great help in assuring compliance with NCAA rules. Clerical employees may find the rules themselves daunting. But if they can follow a form, many problems can be obviated. This is certainly true with regard to such matters as ensuring that student-athletes do not receive excessive financial aid individually or by sport, that initial eligibility standards are met, and that continuing eligibility standards are properly enforced. 3. A procedure is established for timely communication among various university offices regarding determinations that affect compliance with NCAA rules. For example, there should be a method of direct communication between the registrar and the department of athletics so that the latter learns at once if an enrolled student-athlete drops a course that brings that student-athlete below the required number of units for eligibility to participate. 4. Meaningful compliance education programs are provided for personnel engaged in athletically related operations. It is important that new personnel, both coaches and administrative staff members, receive training regarding NCAA rules that are relevant to their positions shortly after beginning employment. The institution should also continue to educate its staff by conducting compliance sessions on a regular basis for all involved personnel as refresher courses, with an emphasis on changes in NCAA rules. Not infrequently, persons who have been involved in intercollegiate athletics for many years and who violate longstanding rules attempt to excuse their actions on the grounds they were unaware that their activities constituted a violation. On occasion such personnel rely on long outdated
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interpretations of legislation that have been eliminated or dramatically altered for a number of years. Obviously the nature and strength of the compliance education program is of significance. Educational programs run by the NCAA and by various conference offices may, because of the expertise of those involved, be superior to training by in-house personnel. 5. Informational and educational programs are established to inform athletics boosters of the limitations on their activities under NCAA rules and of the penalties that can arise if they are responsible for rule violations. Distribution of rules education materials (e.g. brochures and articles) to season ticket holders is significant as are special programs for booster organizations. 6. Informational and educational programs are established for student-athletes regarding the rules that they must follow. All institutions conduct information sessions for student-athletes and obtain the required signed statement from each. However, the extent to which these are truly informative and are taken seriously varies. The extent to which these sessions are made important by the institution is a significant factor. 7. An internal monitoring system is in place to ensure compliance with NCAA rules. It is of significance if, on a regular basis, a person (or persons) charged with monitoring compliance frequently checks operations throughout the athletics department and related departments of the university. Such a person should make certain that required forms are being utilized properly. A compliance person should speak with all coaches frequently and regularly to find out if they have concerns or questions about what they can or cannot do or what they have already done. A compliance person should be aware of what actions have been taken with regard to a variety of areas, including recruitment, awarding of financial aid, practice requirements and travel arrangements. From time to time the compliance person should meet with student-athletes in the various sports to see if any problems exist. All potential violations must be reported and an investigation must ensure in accordance with appropriate institutional procedures. Other internal monitoring measures are also of significance, including one-on-one meetings between coaches and the athletics director, and meeting of university committee on athletics in which student-athletes and others are involved. 8. An external audit of athletics compliance is undertaken at reasonable intervals.
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An important control exists if an independent university or outside unit undertakes audits of the athletics enterprise to determine if they have been violations of NCAA rules and to suggest changes in operating methods and procedures wherever such action could eliminate the danger of future violations. 9. The chief executive officer and other senior administrators make clear that they demand compliance with NCAA rules and that they will not tolerate those who deliberately violate the rules or do so through gross negligence. It is an important factor when the senior administrators in an institution by word and, when necessary, by action make clear that compliance is vital. The pressure to run a winning program must not overcome the dedication of the institution to ethical conduct in all aspects of its athletics program and to compliance with NCAA regulations. 10. The institution and its staff members have a long history of self-detecting, selfreporting and self-investigating all potential violations.
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South Carolina State University Office of Athletics Compliance
Reporting Violations
Protocol for Investigating and Reporting Secondary and/or Major Violations South Carolina State University has adopted the following protocol for self-reporting violations of National Collegiate Athletic Association (NCAA) legislation and Mid-Eastern Athletic Conference (MEAC) regulations: Reporting Possible Violations: 1.
The Compliance Office will be the fundamental source of information when a violation has been alleged or is alleged to have occurred. Therefore, all potential violations shall be reported to the Compliance Office immediately upon notice or discovery.
2.
Any employee, student-athlete or other individual associated with the University must notify the Compliance Office immediately of any possible or potential violation of University, MEAC or NCAA rules. Notification may take place by calling the Assistant Athletics Director for Compliance, Compliance Assistant, Assistant Athletics Director for Student-Athlete Development/SWA or the Athletics Director.
3.
If a coach, employee or student-athlete is self-reporting a violation, they will be asked to put the report in writing, explaining exactly what occurred.
Investigating Possible Violations: Upon being informed of an alleged or suspected violation, the Assistant Athletics Director for Compliance, or a designee, shall conduct a preliminary investigation to discover the general facts surrounding the incident. The parties known to be involved in the incident will be interviewed. The Assistant Athletics Director for Compliance, in conjunction with the Faculty Athletics Representative (FAR) shall have initial responsibility for determining whether the information indicates a possible secondary or major infraction. (See NCAA Bylaw 19.02.2 for distinction between a secondary and major infraction). Secondary: 1.
If the information indicates a possible secondary violation, the Assistant Athletics Director for Compliance, or a designee, shall have the responsibility for fully investigating and determining the facts, applying the facts to the governing rules and/or obtaining a rules interpretation from the MEAC or the NCAA staff, and drawing a conclusion as to whether or not a violation has occurred. 14
2.
If it is determined that a secondary violation has occurred, a determination regarding eligibility will also be made if the violation involves student-athletes or prospective student-athletes. The Assistant Athletics Director for Compliance will complete a NCAA Self-Report Form for the MEAC and a request for eligibility restoration, if applicable, for the NCAA. The report will describe the facts leading up to the violation, the actual violation, corrective action(s) taken and any punitive and/or remedial action(s) to be taken by the institution. The eligibility restoration request with also include the details of the violation and request for restoration of those involved. Once finalized, copies of the report and restoration request will be forwarded to the President of the University, the General Counsel (GC), the Athletics Director, the MEAC, the FAR, the Sport Administrator and the Head Coach.
Major: 1.
If the information reported indicates a possible major violation, the Assistant Athletics Director for Compliance shall forward the information to the General Counsel (GC), and that office shall be responsible for directing the investigation. The GC, in consultation with the FAR, and the Assistant Athletics Director for Compliance, will conclude whether or not a violation has occurred.
2.
If it is determined that a major violation has occurred, the GC shall be responsible for the preparation of the written report of the investigation and finding(s), including any eligibility ramifications. The actual report preparation may be delegated, at the discretion of the GC, but the GC must review and approve the final draft before it is submitted to the NCAA. Copies of a major violation report will be forwarded to the President, the Athletics Director, the MEAC, the Intercollegiate Athletic Council (IAC), the Assistant Athletics Director for Compliance, the Assistant Athletics Director for Student-Athlete Development/SWA, the Sport Administrator and the Head Coach.
Internal Reporting The Assistant Athletics Director for Compliance will meet monthly to submit a report to the President. Twice a year, the Assistant Athletics Director for Compliance will keep the IAC informed of all events surrounding the investigation and self-reporting of secondary and/or major violations. Once a year, the Athletic Director will present a formal report to the IAC on all selfreported NCAA and MEAC violations.
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South Carolina State University Office of Athletics Compliance
Rules Reminder
CONTACTING THE NCAA/MEAC AND NCAA ELIGIBILITY CENTER In accordance with NCAA guidelines, the following individuals from South Carolina State University should contact The National Collegiate Athletic Association (NCAA) and Mid-Eastern Athletic Conference (MEAC) with regard to rules interpretations and/or investigations President Thomas J. Elzey Dr. Ethel Jones Paul Bryant Abiola Wilson-Brigmon Eric Seifarth Apryl Mitchell-Haigler In addition, only the following individuals have permission to contact the NCAA Eligibility Center Justin Pearson, Director of Admissions Eric Seifarth Apryl Mitchell-Haigler
Additionally, coaches and administrative assistants are not to contact the Office of Admissions or the Registrar’s Office with regard to student-athletes being admitted and their eligibility. Any questions regarding these matters need to go through the Compliance Office. This will ensure clear channels of communication and reduces the chances of misunderstanding and miscommunication.
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South Carolina State University Office of Athletics Compliance
Rules Education
The South Carolina State University Compliance staff is responsible for educating student-athletes, Athletics Department coaches & staff, institutional personnel, alumni and boosters regarding NCAA and MEAC rules. Student-Athletes: At the beginning of each sports season, a Compliance staff member will meet with each team. Student-athletes are given an overview of the NCAA legislation that pertains to them. Athletic Department Coaches & Staff: Department coaching and administrative staff members annually receive a copy of the NCAA manual and the SC State Compliance Handbook. All Coaches, Directors of Operations, Graduate Assistants and Volunteer Coaches are required to attend monthly educational sessions. In addition, educational sessions are conducted with individual support areas on an annual or biannual basis. The Compliance staff provides information regarding rules changes, interpretations and other relative matters to the coaches and staff as appropriate. All staff members are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA or MEAC rules. Institutional Personnel (Financial Aid, Bursar, and Admissions): The appropriate campus constituents receive a copy of the NCAA manual and the SC State Compliance Handbook. Rules education sessions are held annually for each department. In addition, the Compliance Committee exists to ensure that open lines of communication exist between the campus personnel and the Compliance staff. The Compliance staff provides information regarding rules changes, interpretations and other relative matters to the coaches and staff as appropriate. All staff members are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA or MEAC rules. Alumni & Boosters: A guide will be available for all boosters and alumni throughout the year. Compliance staff members and student-athletes will attend booster group meetings and alumni events in various counties to speak about pertinent rules during the academic year. Alumni and boosters are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA rules.
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South Carolina State University Office of Athletics Compliance
Campus Contact Policy
Admissions It will be the policy of the Athletics Department that any inquiry into the admission status of a prospective student-athlete be directed to the Assistant Athletics Director for Compliance, Assistant Athletics Director for Student-Athlete Support Services or the Compliance Assistant. These offices will interact and receive direction from the Director of Admissions or their designee. A written report will be given on the status of the prospective student-athletes. Housing It will be the policy of the Athletics Department that any inquiry into the housing status of a prospective student-athlete be directed to the Assistant Athletics Director for Student-Athlete Development/SWA or or the athletics department’s designee. This office will interact and receive direction from the Director of Housing or their designee. All coaches are asked to submit a request for housing prior to July 1 for assignment requests. It is the responsibility of all student-athletes to submit a housing application by the university specified deadline. A reminder of this will be sent to each head coach by e-mail. A report of student-athlete housing assignments will be sent prior to August 1st. Any student-athlete receiving aid through the honors program will be assigned to the dorms designated by the college without exception. Scholarships & Financial Aid It will be the policy of the Athletics Department that any inquiry into the financial aid status of a prospective student-athlete be directed to the Assistant Athletics Director for Compliance, Athletics Business Manager or the athletics department’s designee. This office will interact and receive direction from the Director Financial Aid or heir designee. It is the responsibility of all student-athletes (exception for international students) to submit a FAFSA (Free Application for Federal Student Aid)application by the university specified deadlines. A reminder of this will be sent to each head coach by e-mail. Academics-Faculty & Registrar’s Office Prior to the beginning of each semester, student-athletes experiencing academic difficulties are identified based upon their past academic performance. The SASS staff arranges meetings with these student-athletes to assist them in correcting deficiencies. Coaches are informed of such meetings and updated on the student-athlete's progress and attendance at the meetings. Coaches requiring information on the academic status of a student-athlete are to do so through the academic enhancement staff rather than making a direct inquiry. All requests, including progress reports should be sent from the SASS office through the academic enhancement coordinators. Academic reports will be distributed to each team at the conclusion of the academic term. Any questions regarding grades, probations, suspensions and eligibility should be directed to the Assistant Athletics Director for StudentAthlete Development or the Assistant Athletics Director for Compliance rather than making direct 18
inquiry to the Registrar’s Office. These offices will work collectively to answer any questions that coaches may have regarding their student-athletes.
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South Carolina State University Office of Athletics Compliance
Compliance Program
The South Carolina State University Athletic Department Compliance Program is a resource for many NCAA, MEAC, and South Carolina State University policies and procedures. For compliance monitoring purposes, the forms included in this section MUST be used by ALL coaches and support staff. Each form is provided in the appendix section of this manual.
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South Carolina State University Office of Athletics Compliance
Athletically Related Income
Due Date:
August 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 11.2.2
Purpose:
To monitor athletically related income received by athletics staff not included in their contract.
Form:
Outside Income Letter Outside Income Declaration Form
Procedure: 1. The Assistant Athletic Director for Compliance will email all athletics staff members the letter and the Outside Income Declaration Form requesting them to complete and return to the compliance office. If no outside income is received in the past year, staff members must still submit the form with his/her signature. 2. The Assistant Athletic Director for Compliance will review and submit forms to Athletics Director. 3. The Athletics Director will approve and sign forms and submit to the President for approval and signature. 4. The Compliance Office will keep forms on file.
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South Carolina State University Office of Athletics Compliance
Designation of Coaches
Due Date:
July 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 11.7
Purpose:
Each head coach is required to designate countable coaches, mangers, volunteer coaches, director of operations, student assistants, and graduate assistants for their sport
Form:
Designation of Coaches and Staff Form Volunteer Coach Agreement Student Assistant Agreement Student Manager Agreement
Procedure: 1. The head coach will complete the Designation of Coaches and Staff from each academic year, designating who are countable and noncountable coaches. 2. Compliance will review and verify each sport is not exceeding its coaching limitations. 3. Compliance will send Volunteer Coach, Student Assistant, Graduate/Administrative Assistant, and Student Manager Agreement Forms to each sport. The appropriate form must be signed by the head coach and volunteer/student assistant/student manager and returned to their compliance designee. 4. Compliance will update Compliance Assistant (CA) with coaching personnel. 5. Changes to coaching personnel must be submitted to the compliance office in writing when they occur.
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South Carolina State University Office of Athletics Compliance
Agents/Financial Advisors
Date Due:
Ongoing
Destination:
Compliance
Reference:
NCAA Bylaw 12.3
Purpose:
To maintain compliance with NCAA & South Carolina Department of Consumer Affairs (SCDCA) rules & regulations
Signatures Required:
Compliance Designee Agent/Financial Advisor
Form:
Sports Agent Registration Application Approval/Denial Letter
Procedure: 1. Any sports agent or financial advisor interested in representing a SC State student-athlete must be registered with the institution and the Department of Consumer Affairs prior to initiating contact with a current student-athlete. If a student-athlete is contacted directly by an agent/advisor, he/she should instruct the agent/advisor to contact the Compliance Office or the Head Coach. 2. Compliance will distribute the Sports Agent Registration Application upon request from an agent/advisor. 3. When an application is received, Compliance will review the information submitted and verify the agent/advisor is registered with the Department of Consumer Affairs. 4. Compliance will either approve or deny the application and send an Approval/ Denial letter to the agent/advisor indicating the application’s status. A database of applicant agents/advisors will be maintained by Compliance.
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5. If the application is approved, the agent/financial advisor may begin to send correspondence to SC State student-athletes through Compliance. All correspondence must be sent to: Compliance Office Attn: Eric Seifarth Department of Athletics South Carolina State University 300 College St., NE Orangeburg, SC 29117-001 6. Compliance will review the correspondence and keep a copy on file. Compliance will forward the correspondence to the student-athlete via the Head Coach or designee. 7. If a student-athlete would like to meet with an agent/advisor, an appointment may be arranged through Compliance or the Head Coach. Student-athletes with eligibility remaining may not arrange any meeting with an agent/ advisor without a member of the Compliance or coaching staffs present.
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South Carolina State University Office of Athletics Compliance
Employment
Date Due:
Immediate
Destination:
Compliance Designee
Reference:
NCAA Bylaws 12.4
Purpose:
Certifies student athletes for practice and competition
Signatures Required:
Student and Compliance
Form:
Student-Athlete Employment Form Fee-For-Lesson Form
Procedure: 1. The student must obtain the Student-Athlete Employment Form or Fee-For-Lesson Form from the Compliance Office prior to working at the site of employment. 2. The student is responsible for completing the form and meeting with Compliance. 3. Compliance will discuss with the student the rules and regulations imperative to their employment.
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South Carolina State University Office of Athletics Compliance
Donated Items
Date Due:
Upon request
Destination:
Compliance
Reference:
NCAA Bylaw 12.5.1.1
Purpose:
To ensure autographed/donated items are provided within the limitations of NCAA legislation.
Signatures Required:
Individual requesting item, Compliance/Designee
Form:
Donation request form
Procedure: 1. Completed donation request form is submitted to Compliance/Designee. 2. Donation request is approved or denied by Compliance/Designee, scanned and emailed to Marketing.
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South Carolina State University Office of Athletics Compliance
Student-Athlete Appearances
Date Due:
One week prior to scheduled appearance
Destination:
Compliance
Reference:
NCAA Bylaw 12.5.1.1
Purpose:
To protect the student-athlete’s eligibility
Signature(s) Required:
Student-Athlete, Organization’s Contact, and Compliance
Form:
Student-Athlete Appearance Form
Procedure: 1. The institution or charitable organization contacts Compliance or the Life Skills Coordinator. 2. Compliance or the Life Skills Coordinator distributes the Student-athlete Appearance Form to be completed by the organization. 3. The student-athlete(s) taking part in the event must sign the Student-Athlete Appearance Form. 4. The completed Student-athlete Appearance Form is sent to Compliance and will be approved or denied.
5. Compliance will notify the Life Skills Coordinator of approved appearances.
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South Carolina State University Office of Athletics Compliance
Camps & Clinics
Due Date:
Audits must be submitted two weeks following completion of camp
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.12
Monitoring:
The compliance office will verify each camp is in compliance with all NCAA, MEAC, and SC State regulations. The Camp Audit Form will be used to determine all activities that take place during a camp/clinic are permissible.
Form:
Camp Advertisement Form Camp Brochure Approval Form Fee or Reduced Admission Form Camp Audit Form
Procedure: Prior to Camp/Clinic 1. Coach/Camp Director must submit Camp Brochure Approval form to their compliance designee prior to camp/clinic. 2. Compliance designee will review brochure for any impermissible information and send an email to the Senior Associate Athletics Director and coach/camp director approving or denying brochure. 3. When the brochure is approved, the Senior Associate Athletics Director may then schedule facilities for the camp. 4. Coach/Camp Director must submit the Camp Advertisement Approval form to their compliance designee prior to advertising any camp/clinic. 5. Compliance designee will review the advertisement to ensure it is permissible. 6. When advertisement is approved, compliance will send an email to the coach/camp director approving the advertisement. Procedure: Camp/Clinic Audit 1. When the camp/clinic is completed, the coach/camp director must submit the Camp Audit Form with all supporting material within two weeks to the appropriate compliance designee. 2. When compliance designee receives camp audit with all supporting materials, they will review and verify no impermissible activity took place during the camp. Camp Audit will not be approved until all material is completed. a. Camp Information b. Ads and Brochures c. Camper Information 28
d. Camp Employee Information e. Benefits/Awards f. Outside Sponsorship g. Camp Refund List h. Insufficient Funds i. Educational Session: Men’s and Women’s Basketball Only 3. Compliance designee will approve and sign camp audit. A signed copy of the camp audit will be sent to Facility Administrator to allow camp/clinic to be scheduled for the next camp. The camp audit and supporting material will be copied and the original will be sent back to the coach/camp director for their files.
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South Carolina State University Office of Athletics Compliance
Official Visit Procedure
Due Date:
Official visit approval from must be submitted 5 days prior to the prospects visit. Official visit reimbursements must be submitted at the conclusion of the official visit.
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.6
Action:
Each coach coordinating the official visit should submit all information to the appropriate party.
Monitoring:
The compliance office will maintain a record of prospective studentathletes and monitor the activities and expenses during their official visits.
Form:
Official Visit Approval Form Official Visit Letter Official Visit Checklist Student Host Form
Procedure BEFORE an official visit can occur: 1. The Compliance Designee must receive a copy (official or unofficial) of prospective student-athlete’s transcript (high school or college), the prospect’s ACT/SAT scores. The prospective student-athlete must also be registered with the NCAA Clearinghouse and be placed on SC State’s institutional request list (IRL). The prospective student-athlete must also complete the Amateurism Questionnaire section of the Eligibility Center prior to taking a visit. The deadline for this information to be submitted is 5 days prior to the prospect’s visit. If the information is not submitted in its entirety, the visit will be denied-NO EXCEPTIONS. 2. When all information is received, the Compliance Designee will approve or deny the Official Visit and update the Official Visit Master Grid. 3. The coach or his/her designee must provide the prospect with the official visit letter prior the prospect’s visit to campus.
30
4. The coach and the student host should both read and understand the restrictions regarding how host money can be spent. A signed copy of the host form should be submitted with reimbursement paperwork. 5. Men’s Basketball, Women’s Basketball, and Football must keep an official visit list so they do not exceed the total number of visits allowed on an annual basis. 6. The Compliance Designee will maintain a complete list of all official visits for their respective sport. Please note: An official visit may not be taken during a dead period. Procedure AFTER an official visit occurs: 1. After the official visit is over, the coach must submit the official visit checklist with the following information to their compliance contact: a. Student Host Form b. Official Visit Approval Form c. Official Visit Letter d. Official Visit Itinerary e. All receipts 2. When the Compliance Designee has received ALL information and approved all expenses, they will keep a copy on file.
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South Carolina State University Office of Athletics Compliance
Unofficial Visit Procedure
Due Date:
Unofficial Visit Form must be submitted at the conclusion of an unofficial visit.
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.7
Action:
Each coach is required to submit an Unofficial Visit Form at the conclusion of an unofficial visit.
Monitoring:
The compliance office will verify that permissible activities took place during the unofficial visit and keep on file.
Form:
South Carolina State University Unofficial Visit Form
Procedure: 1. At the conclusion of an unofficial visit, the coach must submit the Unofficial Visit Form to their compliance designee. The form must be signed by the prospect and the coach/athletic department staff member. 2. The compliance designee will review and verify no impermissible activity took place during the visit. 3. The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
NLI/Financial Aid Agreement
Date Due:
Prior to the signing period
Destination:
Head Coach for approval and then Prospective Student –Athlete. Once returned to SC State, it will be sent to the MEAC.
Reference:
NCAA Bylaw 13.02.11
Signatures Required:
NLI: Director of Athletics, PSA, PSA’s parent or legal guardian SC State Financial Aid Agreement: Director of Athletics, Student Financial Aid Director, PSA, Parent of PSA, Sport Administrator, and Compliance Office
Form:
National Letter of Intent (for each sport) SC State Financial Aid Agreement
Procedure: 1. The Compliance Designee will prepare NLI and SC State Financial Aid Agreement. 2. Compliance Designee will collect appropriate signatures 3. The NLI packet is sent to the prospective student-athlete. The documents are mailed to the student-athlete with specific instructions. The PSA will sign and keep one copy of each document for his/her file. The other copy is signed and returned to the head coach. The packet may be sent to the prospective student-athlete at any time before the signing dates but must be signed by the prospect and the parents within the designated time period as specified on the NLI. The packet will include the following documents along with the indicated signatures: a. Two NLI’s must be signed by the sport administrator and the head coach. b. Two SC State Financial Aid Agreements must be signed by the sport administrator. 4. Compliance office will approve NLI and SC State Agreement. Compliance will notify Sports Information that it is permissible to release names of the prospects that 33
have signed NLIs. Compliance will scan and file all documents. 5. Two financial aid agreements will be mailed to the PSA for signatures. The PSA will keep one copy and return one copy to Compliance. 6. Compliance will scan and file the SC State aid agreement.
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South Carolina State University Office of Athletics Compliance
Telephone Logs
Due Date:
The 1st of each month
Destination:
Logs are to be submitted to the Compliance Assistant.
Reference:
NCAA Bylaw 13.1.3
Action:
Each coach that who may have telephone contact with prospects must enter all calls made to prospects into the Telephone Log form and must be submitted to the Compliance Assistant each month.
Monitoring:
Each log will be reviewed to see if each call was permissible.
Form:
Telephone Log Form
Procedure: 1. A reminder will be sent out to all coaches on the 1st of every month to remind coaches they need to enter all calls made to prospects into the Telephone Log Form and submit the form to the Compliance Assistant. 2. Each coach is required to enter all calls made to prospects into the Telephone Log Form. If no calls were made, the coach is required to send an email to the Compliance Assistant stating no calls were made 3. On the 10th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in entering calls to prospects in submitting the Telephone Log Form. 4. On the 20th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in submitting the Telephone Log Form. 5. On the 30th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in submitting the Telephone Log Form. 6. When the Compliance Assistant verifies that the Telephone Log Form is correct, he/she will update the master grid that keeps track of all Telephone Logs submitted.
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South Carolina State University Office of Athletics Compliance
Contacts/Evaluations
Due Date:
At the conclusion of any contact or evaluation
Destination:
Contact/Evaluation logs will be submitted at the end of each recruiting trip to the Compliance Assistant.
Reference:
NCAA Bylaw 13.1
Action:
Each coach is required to submit a Contact/Evaluation Log at the conclusion of a contact and/or evaluation of a prospective student-athlete.
Monitoring:
The compliance office will verify each contact and/or evaluation is held on a permissible recruiting period and the permissible number of coaches were off-campus.
Form:
Contact/Evaluation Log
Procedure: 1. Each coach will submit his/her Contact/Evaluation Log at the conclusion of each contact and/or evaluation to the Compliance Assistant. 2. Once the Compliance Assistant receives the Contact/Evaluation Log, the following will occur. a. Verify the period of time of off-campus recruiting is during a permissible recruiting period b. Verify the appropriate number of coaches off-campus is not exceeded. c. Log evaluation days onto calendar (Men’s Basketball, Women’s Basketball, Football, Softball) d. Verify contacts/evaluations.
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South Carolina State University Office of Athletics Compliance
Transfer Tracers (Transfer from SC State)
Date Due:
One week after receiving request.
Destination:
Compliance office and institution initiating request
Reference:
Bylaw 13.1.1.3 and 14.5.5.2.10
Signatures Required:
Signature of Compliance staff member.
Procedure: 1. Upon receiving fax from the inquiring University, the Compliance Designee will check Compliance Assistant for applicable Progress Towards Degree and Eligibility information. 2. The completed form will be faxed back to the inquiring university. 3. The form will then be kept in a binder for students transferring from SCSU.
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South Carolina State University Office of Athletics Compliance
Transfer Tracers (Transfer to SC State)
Date Due:
Prior to student-athlete transferring to SC State.
Destination:
Compliance Office
Reference:
NCAA Bylaws 14.5.5.1 and 14.5.5.2.10
Purpose:
To gather transfer information to establish eligibility.
Signature(s) Required:
Compliance Office
Form(s):
4-Year College Transfer Eligibility Form 2-Year College Transfer Eligibility Form
Procedure: 1.
The Head Coach, or his/her designee, should contact the compliance office and request that the Permission to Contact form be sent to the appropriate institution.
2.
When the response is received from the institution, the compliance office will inform the Head Coach and sends a copy of the letter for his/her files. A copy is will be saved in the Compliance Office.
3.
Once recruitment has started, the coach should request the prospect’s transcript, which will be given to the Compliance Designee for evaluation. At that time, a 4year or 2-year College Transfer Eligibility Form is sent to the institution to verify eligibility.
4.
As squad lists are generated, transfer eligibility forms should be updated as necessary.
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South Carolina State University Office of Athletics Compliance
Date Due:
Two weeks after receiving request.
Destination:
Academics for Review and Coach for Status
Reference:
NCAA Bylaws 14
Signatures Required:
None
Form:
4-4 Qualifier Checklist 4-4 Non Qualifier Checklist 2-4 Qualifier Checklist 2-4 Non Qualifier Checklist 4-2-4 Qualifier Checklist 4-2-4 Non Qualifier Checklist
Transfer Checklists
Procedure: 1. The compliance office and academic counselor will complete the appropriate checklist in their area. 2. A completed checklist and transcript evaluation will be sent back to the coach requesting the evaluation. 3. This process will continue once the PSA signs a National Letter of Intent and each new/updated transcript is submitted. 4. Each time the checklist is updated the document should be saved with the current date in the file name.
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South Carolina State University Office of Athletics Compliance
Due Date:
June 1 of each year
Destination:
N/A
Reference:
NCAA Bylaw 15
Awarding Grants-in-Aid
Procedure: 1. Compliance will distribute the Squad List Packets to the Head Coaches prior to May 1st. 2. Compliance will generate a Financial Aid Award Letter or a Notice of Reduction/NonRenewal for each student-athlete. This correspondence will be forwarded to the Director of Financial Aid for signature. 3. Signed letters will be sent to each student-athlete. Letters must be postmarked prior to July 1st. 4. Excel grids are created for each sport detailing the breakdown of athletically-related financial aid for each student-athlete. The grids are then provided to the Office of Financial Aid and Scholarships. 5. Copies of the squad lists and all aid notification letters will be provided to the Head Coach & Sport Administrator. 6. Compliance will provide the Bursar’s Office a list of student-athletes who should receive the Athletic Fee Reduction. 7. Compliance will provide the Bookstore with a list of all student-athletes receiving books as part of their scholarship.
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South Carolina State University Office of Athletics Compliance
Opportunity Fund/Special Assistance Fund
Due Date:
Ongoing
Destination:
Compliance Office
Reference:
NCAA Bylaw 15.01.6.1 and 15.01.6.2
Purpose:
To distribute monies from the Student-Athlete Opportunity Fund (SAOF) and the Special Assistance Fund (SAF) to benefit student-athletes who qualify for the fund (s).
Procedure:
1. Student-Athlete will fill out the provided form. 2. Athletics department will send to the MEAC conference.
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South Carolina State University Office of Athletics Compliance
Awards
Due Date:
Prior to ordering the award
Destination:
Awards forms must be submitted to the appropriate compliance designee, approved and forwarded to appropriate individual for ordering
Reference:
NCAA Bylaw 16.1
Action:
Each staff member is required to submit the appropriate awards form to compliance designee.
Monitoring:
The compliance office will file and verify that award provided to studentathlete is permissible.
Form:
Championship Award Form Letter Award Form Participation Award Form Special Achievement Award Form
Procedure: 1. Prior to ordering awards to distribute to student-athlete, coaches and staff members must receive approval from compliance. 2. The compliance designee will review and verify the permissibility of each award for student-athletes to ensure the NCAA limits are not exceeded. 3. The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
Banquets
Due Date:
Prior to the banquet.
Destination:
Banquet Attendee forms must be submitted to the appropriate compliance designee following the banquet.
Reference:
NCAA Bylaw 16.1.6
Action:
Each staff member is required to submit the appropriate banquet to compliance designee.
Monitoring:
The compliance office will file and verify that permissible award is provided to student-athlete.
Form:
Banquet Attendees Form
Procedure: 1. Prior to the banquet, coaches and staff members should complete the Banquet Attendees Form and submit it to compliance for review. 2. The compliance designee will review the list of attendees. 3. The form will be kept on file in the Compliance Office. 4. The coach should submit the Banquet Attendees form and all payments to the Business Manager.
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South Carolina State University Office of Athletics Compliance
Occasional Meals
Due Date:
Prior to the occasional meal
Destination:
Compliance Office
Reference:
NCAA Bylaw 16.11.1.5
Purpose:
To monitor the number of occasional meals provided to student-athletes is infrequent and provided on special occasions.
Form:
Occasional Meal Form
Procedure: 1.
Prior to the occasional meal, the coach must complete the Occasional Meal Request Form.
2.
The Sport Supervisor and Compliance Designee must approve or deny the meal.
3.
When all signatures are complete, the form should be scanned and emailed to the coach for approval or denial.
4.
The form will be kept on file in the Compliance Office.
NOTE: Occasional meals may be provided on infrequent, special occasions. The sport supervisor and/or compliance designee may approve or deny requests based on the number of meals previously provided during that academic year.
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South Carolina State University Office of Athletics Compliance
Declaration of Playing Season
Due Date:
Fall Sports: July 1 All Other Sports: August 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 17.1.3
Purpose:
Each coach or his/her designee is required to declare their playing and practice season dates for each academic year.
Form:
Declaration of Playing and Practice Season Form (MEAC Form) Playing and Practice Season Calendar
Procedure: 1. Each coach will schedule dates and number of competitions. 2. Each coach or his/her designee will complete the MEAC Declaration of Playing and Practice Season form and Calendar indicating number of practice dates, days off, and contests. 3. A copy of the form should be submitted to the compliance office by July 1st for Fall sports and August 1st for all other sports. 4. The compliance designee will approve and verify playing season and dates of competition are in compliance with NCAA regulations. 5. A copy of the Declaration of Playing and Practice Season form and Calendar is sent to the MEAC office. A copy is also kept on file in the Compliance Office. 6. Compliance will enter the playing and practice season information into Compliance Assistant (CA). 7. Any changes that are made to the playing and practice season must be submitted to the compliance office in writing as soon as they occur.
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South Carolina State University Office of Athletics Compliance
Practice Logs
Due Date:
Weekly
Destination:
Practice logs are to be submitted to the Compliance Assistant
Reference:
NCAA Bylaw 17.02
Action:
Each sport is required to turn in team/individual practice logs to their compliance designee on a monthly basis.
Monitoring:
The Practice Log form will be signed by each student-athlete. In addition, random spot checks will occur throughout the season.
Form:
Practice Log
Procedure: 1. A reminder will be sent to each coach on the 1st of each month that practice logs are due to the Compliance Assistant. 2. A designated coach for each sport will be required to record and complete practice hours each week and turn into the Compliance Assistant on a weekly basis. 3. The Compliance Assistant will email the coaches and sport administrator of each sport that are delinquent in turning in their practice logs. 4. When the Compliance Assistant receives practice logs they will file to the in the Compliance Office and update the master grid.
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South Carolina State University Office of Athletics Compliance
Outside Competition
Due Date:
Prior to student-athletes participating on an outside team
Destination:
Compliance Office
Reference:
NCAA Bylaw 17.02.9
Purpose:
To monitor the number of student-athletes participating on outside teams during the academic year and during the summer.
Form:
Outside Competition Form
Procedure: 1.
Prior to a student-athlete competing on an outside team, the coach must complete the Outside Competition Form.
2.
The form should be approved by Compliance.
3.
The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
Certification of Compliance
Date Due:
September 15 of each year
Destination:
Compliance Office
Reference:
NCAA Bylaw18.4.2
Purpose:
To ensure all Athletic Department Staff have reported any possible violations to the compliance office.
Signatures Required:
All Athletic Department staff and the President of the University.
Form:
Certification of Compliance for Staff Members of Athletics Departments Certification of Compliance for Institutions (NCAA Form)
Procedure: 1. Identify all Athletic Department Staff members. 2. Compliance will have all athletics staff members sign and date the Certification of Compliance for Staff Members of Athletics Departments form stating they have reported any violations in the past year. 3. The signed forms will be taken to the President’s office for review. Upon reviewing the forms the President will sign and date the Certification of Compliance for Institutions and return to the compliance office. 4. When signed forms are returned to the compliance office, the Certification of Compliance for Institutions will be kept on file in the compliance office.
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South Carolina State University Office of Athletics Compliance
Date Due:
Immediate
Destination:
Compliance
Reference:
N/A
Purpose:
Inform Compliance of squad list changes
Signatures Required:
N/A
Form:
N/A
Change in Status
Procedure: 1. Any additions or deletions to the squad list must be e-mailed to Compliance by the head coach/designee. 2. Compliance will notify the following offices via email of any changes to the squad list: athletic training, strength, sports information, equipment room, financial aid, academics, and the sport administrator.
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South Carolina State University Office of Athletics Compliance
Walk-on Procedure
Date Due:
Immediate
Destination:
Compliance Designee
Reference:
NCAA Bylaw 14
Purpose:
Certifies student athletes for practice and competition
Signatures Required:
Student, Coach, Sports Medicine, Compliance, Academics
Form:
Walk-On Clearance Form Walk-On Tracking Grid
Procedure: 1. The student must obtain the Walk-On Clearance Form from the Assistant Athletics Director for Compliance. 2. The student is responsible for meeting with the following areas: Academics, Sports Medicine, coach/designee and Compliance. 3. The student must return the Walk-On Clearance Form to Compliance upon completion. 4. Compliance will send the Walk-On Tracking Grid to coaches, the Equipment staff and Sports Medicine indicating approval for the tryout. 5. The head coach/designee must send an e-mail to Compliance indicating the student’s status (i.e. added to the roster, did not make team) at the conclusion of the tryout or 14-day period, whichever is earlier. 6. Once the student is added to the roster, all required NCAA paperwork must be completed. 7. As updates are available, the Walk-On Tracking Grid will be distributed.
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Compliance Manual
South Carolina State University Office of Athletics Compliance
Table of Contents
INTRODUCTION SC State Mission Statement………………………………………………………..4 Athletics Department Mission Statement…………………………………………..5 MEAC Mission Statement………………………………………………………….6 Principles of Institutional Control…………………………………………………. 7-13 Protocol for Investigating/Reporting Violations…………………………………... 14-15 Rules Reminder………………………………………………………………….… 16 Rules Education Program……………………………………………………….…. 17 Policy and Procedure Introduction……………………………………………….... 18 BYLAW 11 Athletically Related Income……………………………………………………..… 19 Designation of Coaches……………………………………………………………. 20 BYLAW 12 Agents/Financial Advisors…………………………………………………………. 21-22 Employment………………………………………………………………………..23 Donated Items……….…………………………………………………………….. 24 Student-Athlete Appearance……………………………………………………….. 25 BYLAW 13 Camps & Clinics…………………………………………………………………… 26-27 Official Visits……………………………………………………………………… 28-29 Unofficial Visits……………………………………………………………………30 Issuing of NLI…………………………………………………………………….. 31-32 Telephone Logs………………...…………………………………………………. 33 Contacts/Evaluation………………………………………………………………. 34 Transfer Tracers (from SC State)……………………………………………….... 35 Transfer Tracers (to SC State)……………………………………………………. 36 Transfer Checklists……………………………………………………………….. .37 BYLAW 15 Awarding Grants-in-Aid (Academic Year)………………………………………...38 Awarding Summer Aid…………………………………………………………….. 39 SAOF/SAF………………………………………………………………………… 40
2
BYLAW 16 Awards…………………………………………………………………………….. 41 Banquets……………………………………………………………………….….. 42 Occasional Meals………………………………………………………………….. 43 BYLAW 17 Declaration of Playing & Practice Seasons……………………………………..… 44 Practice Logs……………………………………………………………………… 45 Outside Competition……………………………………………………………… 46 BYLAW 30 Certification of Compliance………………………………………………………. 47 Change In Status……………………………………………………………..…… 48 Walk-Ons………………………………………………………………………… 49
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South Carolina State University Office of Athletics Compliance
SC State Mission Statement
South Carolina State University (SC State) is a historically Black public 1890 land-grant senior comprehensive institution of approximately 4,500-6,000 students. Located in Orangeburg, South Carolina, SC State University is committed to providing affordable and accessible quality baccalaureate programs in the areas of business, applied professional sciences, mathematics, natural sciences, engineering, engineering technology, education, arts, and humanities. A number of programs are offered at the master’s level in teaching, human services and agribusiness, and the educational specialist and doctorate programs are offered in educational administration. SC State University prepares highly skilled, competent and socially aware graduates to enable them to work and live productively in a dynamic, global society. Through technology and traditional methods of teaching and learning, research and service, the University enhances the quality of life of citizens and contributes to the economic development of the state and nation. (This mission statement was approved by the S.C. State University Board of Trustees on March 30, 2010 and by the South Carolina Commission on Higher Education May 6, 2010.)
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South Carolina State University Office of Athletics Compliance
Athletics Department Mission Statement
The Department of Athletics fully embraces the University’s mission and enacts its policies, procedures and initiatives with both the letter and the spirit of that purpose. The administration and staff of the Department of Athletics espouse a student-oriented philosophy, which ranks academic achievement as the number one priority for its student-athletes. Towards this end, the Department is committed to providing a comprehensive intercollegiate athletics program for men and women, which promotes the academic, physical, social, psychological and total development of the student-athlete. Further, the Department is committed to working collaboratively with other constituents of the University to ensure the production of competent, contributing graduates who are capable of making the transition from university life to the workplace and in to today’s multicultural society. Embodied within this mission statement is the concept of an effective athletics program which values success in competition, success in academic and personal development of student-athletes, and success in maintaining full compliance with the rules of the University, the National Collegiate Athletic Association, the Mid-Eastern Athletic Conference and Title IX. In addition, the Athletics Department embraces the NCAA’s Principle of Sportsmanship and Ethical Conduct. Coaches, student-athletes, cheerleaders, boosters, faculty, staff and all who support intercollegiate athletics are committed to the fundamental value of respect, fairness, civility, honesty and responsibility. Strict adherence to this principle promotes character development.
GOALS OF THE DEPARTMENT OF ATHLETICS Graduate student-athletes in a timely manner; Build self-disciplined and competitive teams; Meet academic and operation standards as set by the Mid-Eastern Athletics Conference (MEAC), the National Collegiate Athletic Association (NCAA), and South Carolina State University (SC STATE); Serve as ambassadors for the university through athletics; Promote life after athletics and a life-long relationship with the university after graduation via involvement in an alumni chapter; Solicit corporate sponsors to enhance varsity, non-revenue producing sports; Devise marketing and advertising campaigns which encourage attendance at athletic events; Enhance the professional development of the Department’s coaching staff; Improve the physical facilities for identified sports; Administer a scholarship program for athletes; and, Adhere to the University standards of sportsmanship, ethical conduct and fair play. 5
South Carolina State University Office of Athletics Compliance
MEAC Mission Statement
Within the context of its stated purpose, the mission of the MEAC is, by the end of this decade:
A. To collaborate with other conferences in formulating and implementing an improved model for the conduct of intercollegiate athletics, which is consistent with the Conference’s values. B. To sustain athletic excellence while significantly increasing student-athlete academic performance levels and graduation rates; and C. To assure each member institution’s commitment to the Conference’s values, and in so doing, to improve relationships among members and to manage the tensions that frequently surface in a competitive environment.
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South Carolina State University Office of Athletics Compliance
Institutional Control
PRINCIPLES OF INSTITUTIONAL CONTROL AS PREPARED BY THE NCAA COMMITTEE ON INFRACTIONS
A.
“CONTROL” IS DEFINED IN COMMON-SENSE TERMS In determining whether there has been a lack of institutional control when a violation of NCAA rules has been found it is necessary to ascertain what formal institutional policies and procedures were in place at the time the violation of NCAA rules occurred and whether those policies and procedures, if adequate, were being monitored and enforced. It is important that policies and procedures be established so as to deter violations and not merely to discover their existence after they have taken place. In a case where proper procedures exist and are appropriately enforced, especially when they result in the prompt detection, investigation and reporting of the violations in questions, there may be no lack of institutional control although the individual or individuals directly involved may be held responsible. In a situation in which adequate institutional procedures exist, at least on paper, a practical, common-sense approach is appropriate in determining whether they are adequately monitored and enforced by a person in “control.” Obviously, general institutional control is exercised by the chief executive officer of a member institution. However, it is rare that the chief executive officer will make decisions specifically affecting the operations of the institution’s athletics program. Instead, the day-to-day duties of operation, including compliance with NCAA rules, will have been delegated to subordinates either by specific action or by the creation of appropriate job descriptions. Moreover, it is usually left to senior subordinates, such as the director of athletics, further to delegate various duties regarding compliance with NCAA rules. In most institutions, especially those with large and varied athletics programs, such delegations are made to a number of individuals who are expected to exercise control over compliance with regard to specific aspects of the program. The specific obligations of such individuals should be in writing, and not merely an understanding among the senior officials of the university and the athletics department. Not only the director of athletics, but other officials in the athletics department, the faculty athletics representative, the head coaches and the other institutional administrators outside of the athletics department responsible for such matters as the certification of athletics for financial aid, practice and competition, are expected to assume a primary role in ensuring compliance. Even though specific action has been taken to place responsibility elsewhere, these individuals will be assumed to be operating on behalf of the institution with 7
respect to those responsibilities that are logically within the scope of their positions. Their failure to control those matters so as to prevent violations of NCAA rules will be considered the result of lack of institutional control.
B. VIOLATIONS THAT DO NOT RESULT FROM A LACK OF INSTITUIONAL CONTROL An institution cannot be expected to control actions of every individual who is in some way connected with its athletics program. The deliberate or inadvertent violations of a rule by an individual who is not in charge of compliance with rules that are violated will not be considered to be due to lack of institutional control:
if adequate compliance measures exist; if they are appropriately conveyed to those who need to be aware of them; if they are monitored to ensure that such measures are being followed; and if, on learning that a violation has occurred, the institution takes swift action.
C. ACTS THAT ARE LIKELY TO DEMONSTRATE A LACK OF INSTITUTIONAL CONTROL The following examples of a lack of institutional control are not exclusive, but they should provide important guidelines to institutions as to proper control of their NCAA compliance affairs. 1. A person with compliance responsibilities fails to establish a proper system for compliance or fails to monitor the operations of a compliance system appropriately. When an individual is responsible for ensuring that a particular rule or set of rules is not violated, that person will be considered to be exercising institutional control. That individual must not only ensure that the rules are known by all who need to know them but most also make proper checks to insure that the rules are being followed. It is important for institutions to understand that the mere compilation and distribution of rules and regulations, along with the written compliance procedures, is not sufficient if no one regularly checks on the actual operation of the system. 2. A person with compliance responsibilities does not take steps to alter the system of compliance when there are indications the system is not working. If a system of control is in place, a single deviation by a member of the athletics staff or representative of the institution’s athletics interests will not be considered a lack of institutional control. However, if there are a number of violations, even if they are all 8
minor, indicating that the compliance system is not operating effectively, the person(s) responsible cannot ignore the situation, but must take steps to correct the compliance system. 3. A supervisor with overall responsibility for compliance, in assigning duties to subordinates, so divides responsibilities that, as a particular matter, no one is, or appears to be directly in charge. The failure to designate who is responsible for ensuring compliance with NCAA rules is a serious breach of the obligations of a university athletics administrator. Individuals are unable to operate appropriately if they are uncertain of their duties and obligations. Moreover, those subordinates who are not in charge must know who is. They need to know the person or persons to whom they can turn for advice before taking action that may be questionable. They also need to know to whom and how to report violations that come to their attention. 4. Compliance duties are assigned to a subordinate who lacks sufficient authority to have the confidence or respect of others. A supervisor may be acting in good faith when assigning responsibility for compliance to an athletics department secretary, or student intern, or to someone who does not have statute in the organization. Nevertheless, that very action often makes it appear that the institution is not serious about compliance. If coaches, alumni, boosters and other do not respect the person responsible, they may well ignore that individual. Violations that occur may then be considered the result of lack of institutional control. 5. The institution fails to make clear, by its words and its actions, that those personnel who willfully violate NCAA rules, or who are grossly negligent in applying those rules, will be disciplined and made subject to discharge. Any operating compliance system may be thwarted by an individual who acts secretly in violation of the rules or who fails to ascertain whether a questionable action is or is not permissible. If an institution does not make clear that individual violations of NCAA rules will result in disciplinary action against the involved individual, and if it does not actually discipline those who are found to have violated such rules, it has opened the door to permitting further violations. In such a case, future violations of an individual nature will constitute failures of institutional control. 6. The institution fails to make clear that any individual involved in its intercollegiate athletics program has a duty to report any perceived violations of NCAA rules and can do so without fear of reprisals of any kind.
9
Compliance is everyone’s obligation. Loyalty to one’s co-workers, student-athletes, or athletics boosters cannot precedence over loyalty to the institution and its commitment to comply with NCAA rules. There is a lack of institutional control if individuals are afraid to report violations because they have reason to fear that if they make such a report there will be negative consequences. 7. A director of athletics or any individual with compliance responsibilities fails to investigate or direct an investigation of a possible significant violation of NCAA rules or fails to report a violation properly. When a director of athletics or any other individual with compliance responsibilities has been informed of, or learns that there exists a possible significant violation of NCAA rules, and then fails to ensure that the matter is properly investigated, there is a lack of institutional control. Similarly, if an actual violation of NCAA rules comes to the attention of the director of athletics or a person with compliance responsibilities and there is a failure to report the violation through appropriate institutional channels to a conference to which the institution belongs and to the NCAA, such failure constitutes a lack of institutional control. 8. A head coach fails to create and maintain an atmosphere for compliance within the program the coach supervises or fails to monitor the activities of assistant coaches regarding compliance. A head coach has special obligations to establish a spirit of compliance among the entire team, including assistant coaches, other staff and student-athletes. The head coach must generally observe the activities of assistant coaches and staff to determine if they are acting in compliance with NCAA rules. Too often, when assistant coaches are involved in web of serious violations, head coaches profess ignorance, saying that they were too busy to know what was occurring and that they trusted their assistants. Such a failure by head coaches to control their teams, alone or with the assistance of a staff member with compliance responsibilities, is a lack of institutional control. This is not to imply that every violation by an assistant coach involves a lack of institutional control. If the head coach sets a proper tone of compliance and monitors the activities of all assistant coaches in the sport, the head coach cannot be charged with the secretive activities of an assistant bent on violating NCAA rules. D.
COMPLIANCE MEASURES IN PLACE AT THE TIME OF VIOLATION AS A FACTOR IN DETERMINING WHETHER OR NOT THERE HAS BEEN A LACK OF INSTITUTIONAL CONTROL Institutions are eager to learn what measures can be taken to reduce the likelihood that in the event a violation does occur, it will result in a finding of a lack of institutional control. The 10
following are some of the steps that assist an institution in avoiding such a finding. It must be emphasized, however, that the presence of such measures are not a guarantee against such a finding. The way in which the measures are carried out and the attitude toward compliance within the institution are vital factors. 1. The NCAA rules applicable to each operation are readily available to those persons involved in that operation. Those individuals in recruiting activities should have ready access to the recruiting rules, and those university staff members engaged in determining eligibility for financial aid, practice and competition should have ready access to the NCAA rules governing those matters. 2. Appropriate forms are provided to persons involved in specific operations to ensure that they will properly follow NCAA rules. With respect to certain operations, specific forms or checklists can be of great help in assuring compliance with NCAA rules. Clerical employees may find the rules themselves daunting. But if they can follow a form, many problems can be obviated. This is certainly true with regard to such matters as ensuring that student-athletes do not receive excessive financial aid individually or by sport, that initial eligibility standards are met, and that continuing eligibility standards are properly enforced. 3. A procedure is established for timely communication among various university offices regarding determinations that affect compliance with NCAA rules. For example, there should be a method of direct communication between the registrar and the department of athletics so that the latter learns at once if an enrolled student-athlete drops a course that brings that student-athlete below the required number of units for eligibility to participate. 4. Meaningful compliance education programs are provided for personnel engaged in athletically related operations. It is important that new personnel, both coaches and administrative staff members, receive training regarding NCAA rules that are relevant to their positions shortly after beginning employment. The institution should also continue to educate its staff by conducting compliance sessions on a regular basis for all involved personnel as refresher courses, with an emphasis on changes in NCAA rules. Not infrequently, persons who have been involved in intercollegiate athletics for many years and who violate longstanding rules attempt to excuse their actions on the grounds they were unaware that their activities constituted a violation. On occasion such personnel rely on long outdated
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interpretations of legislation that have been eliminated or dramatically altered for a number of years. Obviously the nature and strength of the compliance education program is of significance. Educational programs run by the NCAA and by various conference offices may, because of the expertise of those involved, be superior to training by in-house personnel. 5. Informational and educational programs are established to inform athletics boosters of the limitations on their activities under NCAA rules and of the penalties that can arise if they are responsible for rule violations. Distribution of rules education materials (e.g. brochures and articles) to season ticket holders is significant as are special programs for booster organizations. 6. Informational and educational programs are established for student-athletes regarding the rules that they must follow. All institutions conduct information sessions for student-athletes and obtain the required signed statement from each. However, the extent to which these are truly informative and are taken seriously varies. The extent to which these sessions are made important by the institution is a significant factor. 7. An internal monitoring system is in place to ensure compliance with NCAA rules. It is of significance if, on a regular basis, a person (or persons) charged with monitoring compliance frequently checks operations throughout the athletics department and related departments of the university. Such a person should make certain that required forms are being utilized properly. A compliance person should speak with all coaches frequently and regularly to find out if they have concerns or questions about what they can or cannot do or what they have already done. A compliance person should be aware of what actions have been taken with regard to a variety of areas, including recruitment, awarding of financial aid, practice requirements and travel arrangements. From time to time the compliance person should meet with student-athletes in the various sports to see if any problems exist. All potential violations must be reported and an investigation must ensure in accordance with appropriate institutional procedures. Other internal monitoring measures are also of significance, including one-on-one meetings between coaches and the athletics director, and meeting of university committee on athletics in which student-athletes and others are involved. 8. An external audit of athletics compliance is undertaken at reasonable intervals.
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An important control exists if an independent university or outside unit undertakes audits of the athletics enterprise to determine if they have been violations of NCAA rules and to suggest changes in operating methods and procedures wherever such action could eliminate the danger of future violations. 9. The chief executive officer and other senior administrators make clear that they demand compliance with NCAA rules and that they will not tolerate those who deliberately violate the rules or do so through gross negligence. It is an important factor when the senior administrators in an institution by word and, when necessary, by action make clear that compliance is vital. The pressure to run a winning program must not overcome the dedication of the institution to ethical conduct in all aspects of its athletics program and to compliance with NCAA regulations. 10. The institution and its staff members have a long history of self-detecting, selfreporting and self-investigating all potential violations.
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South Carolina State University Office of Athletics Compliance
Reporting Violations
Protocol for Investigating and Reporting Secondary and/or Major Violations South Carolina State University has adopted the following protocol for self-reporting violations of National Collegiate Athletic Association (NCAA) legislation and Mid-Eastern Athletic Conference (MEAC) regulations: Reporting Possible Violations: 1.
The Compliance Office will be the fundamental source of information when a violation has been alleged or is alleged to have occurred. Therefore, all potential violations shall be reported to the Compliance Office immediately upon notice or discovery.
2.
Any employee, student-athlete or other individual associated with the University must notify the Compliance Office immediately of any possible or potential violation of University, MEAC or NCAA rules. Notification may take place by calling the Assistant Athletics Director for Compliance, Compliance Assistant, Assistant Athletics Director for Student-Athlete Development/SWA or the Athletics Director.
3.
If a coach, employee or student-athlete is self-reporting a violation, they will be asked to put the report in writing, explaining exactly what occurred.
Investigating Possible Violations: Upon being informed of an alleged or suspected violation, the Assistant Athletics Director for Compliance, or a designee, shall conduct a preliminary investigation to discover the general facts surrounding the incident. The parties known to be involved in the incident will be interviewed. The Assistant Athletics Director for Compliance, in conjunction with the Faculty Athletics Representative (FAR) shall have initial responsibility for determining whether the information indicates a possible secondary or major infraction. (See NCAA Bylaw 19.02.2 for distinction between a secondary and major infraction). Secondary: 1.
If the information indicates a possible secondary violation, the Assistant Athletics Director for Compliance, or a designee, shall have the responsibility for fully investigating and determining the facts, applying the facts to the governing rules and/or obtaining a rules interpretation from the MEAC or the NCAA staff, and drawing a conclusion as to whether or not a violation has occurred. 14
2.
If it is determined that a secondary violation has occurred, a determination regarding eligibility will also be made if the violation involves student-athletes or prospective student-athletes. The Assistant Athletics Director for Compliance will complete a NCAA Self-Report Form for the MEAC and a request for eligibility restoration, if applicable, for the NCAA. The report will describe the facts leading up to the violation, the actual violation, corrective action(s) taken and any punitive and/or remedial action(s) to be taken by the institution. The eligibility restoration request with also include the details of the violation and request for restoration of those involved. Once finalized, copies of the report and restoration request will be forwarded to the President of the University, the General Counsel (GC), the Athletics Director, the MEAC, the FAR, the Sport Administrator and the Head Coach.
Major: 1.
If the information reported indicates a possible major violation, the Assistant Athletics Director for Compliance shall forward the information to the General Counsel (GC), and that office shall be responsible for directing the investigation. The GC, in consultation with the FAR, and the Assistant Athletics Director for Compliance, will conclude whether or not a violation has occurred.
2.
If it is determined that a major violation has occurred, the GC shall be responsible for the preparation of the written report of the investigation and finding(s), including any eligibility ramifications. The actual report preparation may be delegated, at the discretion of the GC, but the GC must review and approve the final draft before it is submitted to the NCAA. Copies of a major violation report will be forwarded to the President, the Athletics Director, the MEAC, the Intercollegiate Athletic Council (IAC), the Assistant Athletics Director for Compliance, the Assistant Athletics Director for Student-Athlete Development/SWA, the Sport Administrator and the Head Coach.
Internal Reporting The Assistant Athletics Director for Compliance will meet monthly to submit a report to the President. Twice a year, the Assistant Athletics Director for Compliance will keep the IAC informed of all events surrounding the investigation and self-reporting of secondary and/or major violations. Once a year, the Athletic Director will present a formal report to the IAC on all selfreported NCAA and MEAC violations.
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South Carolina State University Office of Athletics Compliance
Rules Reminder
CONTACTING THE NCAA/MEAC AND NCAA ELIGIBILITY CENTER In accordance with NCAA guidelines, the following individuals from South Carolina State University should contact The National Collegiate Athletic Association (NCAA) and Mid-Eastern Athletic Conference (MEAC) with regard to rules interpretations and/or investigations President Thomas J. Elzey Dr. Ethel Jones Paul Bryant Abiola Wilson-Brigmon Eric Seifarth Apryl Mitchell-Haigler In addition, only the following individuals have permission to contact the NCAA Eligibility Center Justin Pearson, Director of Admissions Eric Seifarth Apryl Mitchell-Haigler
Additionally, coaches and administrative assistants are not to contact the Office of Admissions or the Registrar’s Office with regard to student-athletes being admitted and their eligibility. Any questions regarding these matters need to go through the Compliance Office. This will ensure clear channels of communication and reduces the chances of misunderstanding and miscommunication.
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South Carolina State University Office of Athletics Compliance
Rules Education
The South Carolina State University Compliance staff is responsible for educating student-athletes, Athletics Department coaches & staff, institutional personnel, alumni and boosters regarding NCAA and MEAC rules. Student-Athletes: At the beginning of each sports season, a Compliance staff member will meet with each team. Student-athletes are given an overview of the NCAA legislation that pertains to them. Athletic Department Coaches & Staff: Department coaching and administrative staff members annually receive a copy of the NCAA manual and the SC State Compliance Handbook. All Coaches, Directors of Operations, Graduate Assistants and Volunteer Coaches are required to attend monthly educational sessions. In addition, educational sessions are conducted with individual support areas on an annual or biannual basis. The Compliance staff provides information regarding rules changes, interpretations and other relative matters to the coaches and staff as appropriate. All staff members are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA or MEAC rules. Institutional Personnel (Financial Aid, Bursar, and Admissions): The appropriate campus constituents receive a copy of the NCAA manual and the SC State Compliance Handbook. Rules education sessions are held annually for each department. In addition, the Compliance Committee exists to ensure that open lines of communication exist between the campus personnel and the Compliance staff. The Compliance staff provides information regarding rules changes, interpretations and other relative matters to the coaches and staff as appropriate. All staff members are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA or MEAC rules. Alumni & Boosters: A guide will be available for all boosters and alumni throughout the year. Compliance staff members and student-athletes will attend booster group meetings and alumni events in various counties to speak about pertinent rules during the academic year. Alumni and boosters are encouraged to talk with the Compliance staff at any time if questions or situations arise concerning NCAA rules.
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South Carolina State University Office of Athletics Compliance
Campus Contact Policy
Admissions It will be the policy of the Athletics Department that any inquiry into the admission status of a prospective student-athlete be directed to the Assistant Athletics Director for Compliance, Assistant Athletics Director for Student-Athlete Support Services or the Compliance Assistant. These offices will interact and receive direction from the Director of Admissions or their designee. A written report will be given on the status of the prospective student-athletes. Housing It will be the policy of the Athletics Department that any inquiry into the housing status of a prospective student-athlete be directed to the Assistant Athletics Director for Student-Athlete Development/SWA or or the athletics department’s designee. This office will interact and receive direction from the Director of Housing or their designee. All coaches are asked to submit a request for housing prior to July 1 for assignment requests. It is the responsibility of all student-athletes to submit a housing application by the university specified deadline. A reminder of this will be sent to each head coach by e-mail. A report of student-athlete housing assignments will be sent prior to August 1st. Any student-athlete receiving aid through the honors program will be assigned to the dorms designated by the college without exception. Scholarships & Financial Aid It will be the policy of the Athletics Department that any inquiry into the financial aid status of a prospective student-athlete be directed to the Assistant Athletics Director for Compliance, Athletics Business Manager or the athletics department’s designee. This office will interact and receive direction from the Director Financial Aid or heir designee. It is the responsibility of all student-athletes (exception for international students) to submit a FAFSA (Free Application for Federal Student Aid)application by the university specified deadlines. A reminder of this will be sent to each head coach by e-mail. Academics-Faculty & Registrar’s Office Prior to the beginning of each semester, student-athletes experiencing academic difficulties are identified based upon their past academic performance. The SASS staff arranges meetings with these student-athletes to assist them in correcting deficiencies. Coaches are informed of such meetings and updated on the student-athlete's progress and attendance at the meetings. Coaches requiring information on the academic status of a student-athlete are to do so through the academic enhancement staff rather than making a direct inquiry. All requests, including progress reports should be sent from the SASS office through the academic enhancement coordinators. Academic reports will be distributed to each team at the conclusion of the academic term. Any questions regarding grades, probations, suspensions and eligibility should be directed to the Assistant Athletics Director for StudentAthlete Development or the Assistant Athletics Director for Compliance rather than making direct 18
inquiry to the Registrar’s Office. These offices will work collectively to answer any questions that coaches may have regarding their student-athletes.
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South Carolina State University Office of Athletics Compliance
Compliance Program
The South Carolina State University Athletic Department Compliance Program is a resource for many NCAA, MEAC, and South Carolina State University policies and procedures. For compliance monitoring purposes, the forms included in this section MUST be used by ALL coaches and support staff. Each form is provided in the appendix section of this manual.
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South Carolina State University Office of Athletics Compliance
Athletically Related Income
Due Date:
August 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 11.2.2
Purpose:
To monitor athletically related income received by athletics staff not included in their contract.
Form:
Outside Income Letter Outside Income Declaration Form
Procedure: 1. The Assistant Athletic Director for Compliance will email all athletics staff members the letter and the Outside Income Declaration Form requesting them to complete and return to the compliance office. If no outside income is received in the past year, staff members must still submit the form with his/her signature. 2. The Assistant Athletic Director for Compliance will review and submit forms to Athletics Director. 3. The Athletics Director will approve and sign forms and submit to the President for approval and signature. 4. The Compliance Office will keep forms on file.
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South Carolina State University Office of Athletics Compliance
Designation of Coaches
Due Date:
July 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 11.7
Purpose:
Each head coach is required to designate countable coaches, mangers, volunteer coaches, director of operations, student assistants, and graduate assistants for their sport
Form:
Designation of Coaches and Staff Form Volunteer Coach Agreement Student Assistant Agreement Student Manager Agreement
Procedure: 1. The head coach will complete the Designation of Coaches and Staff from each academic year, designating who are countable and noncountable coaches. 2. Compliance will review and verify each sport is not exceeding its coaching limitations. 3. Compliance will send Volunteer Coach, Student Assistant, Graduate/Administrative Assistant, and Student Manager Agreement Forms to each sport. The appropriate form must be signed by the head coach and volunteer/student assistant/student manager and returned to their compliance designee. 4. Compliance will update Compliance Assistant (CA) with coaching personnel. 5. Changes to coaching personnel must be submitted to the compliance office in writing when they occur.
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South Carolina State University Office of Athletics Compliance
Agents/Financial Advisors
Date Due:
Ongoing
Destination:
Compliance
Reference:
NCAA Bylaw 12.3
Purpose:
To maintain compliance with NCAA & South Carolina Department of Consumer Affairs (SCDCA) rules & regulations
Signatures Required:
Compliance Designee Agent/Financial Advisor
Form:
Sports Agent Registration Application Approval/Denial Letter
Procedure: 1. Any sports agent or financial advisor interested in representing a SC State student-athlete must be registered with the institution and the Department of Consumer Affairs prior to initiating contact with a current student-athlete. If a student-athlete is contacted directly by an agent/advisor, he/she should instruct the agent/advisor to contact the Compliance Office or the Head Coach. 2. Compliance will distribute the Sports Agent Registration Application upon request from an agent/advisor. 3. When an application is received, Compliance will review the information submitted and verify the agent/advisor is registered with the Department of Consumer Affairs. 4. Compliance will either approve or deny the application and send an Approval/ Denial letter to the agent/advisor indicating the application’s status. A database of applicant agents/advisors will be maintained by Compliance.
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5. If the application is approved, the agent/financial advisor may begin to send correspondence to SC State student-athletes through Compliance. All correspondence must be sent to: Compliance Office Attn: Eric Seifarth Department of Athletics South Carolina State University 300 College St., NE Orangeburg, SC 29117-001 6. Compliance will review the correspondence and keep a copy on file. Compliance will forward the correspondence to the student-athlete via the Head Coach or designee. 7. If a student-athlete would like to meet with an agent/advisor, an appointment may be arranged through Compliance or the Head Coach. Student-athletes with eligibility remaining may not arrange any meeting with an agent/ advisor without a member of the Compliance or coaching staffs present.
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South Carolina State University Office of Athletics Compliance
Employment
Date Due:
Immediate
Destination:
Compliance Designee
Reference:
NCAA Bylaws 12.4
Purpose:
Certifies student athletes for practice and competition
Signatures Required:
Student and Compliance
Form:
Student-Athlete Employment Form Fee-For-Lesson Form
Procedure: 1. The student must obtain the Student-Athlete Employment Form or Fee-For-Lesson Form from the Compliance Office prior to working at the site of employment. 2. The student is responsible for completing the form and meeting with Compliance. 3. Compliance will discuss with the student the rules and regulations imperative to their employment.
25
South Carolina State University Office of Athletics Compliance
Donated Items
Date Due:
Upon request
Destination:
Compliance
Reference:
NCAA Bylaw 12.5.1.1
Purpose:
To ensure autographed/donated items are provided within the limitations of NCAA legislation.
Signatures Required:
Individual requesting item, Compliance/Designee
Form:
Donation request form
Procedure: 1. Completed donation request form is submitted to Compliance/Designee. 2. Donation request is approved or denied by Compliance/Designee, scanned and emailed to Marketing.
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South Carolina State University Office of Athletics Compliance
Student-Athlete Appearances
Date Due:
One week prior to scheduled appearance
Destination:
Compliance
Reference:
NCAA Bylaw 12.5.1.1
Purpose:
To protect the student-athlete’s eligibility
Signature(s) Required:
Student-Athlete, Organization’s Contact, and Compliance
Form:
Student-Athlete Appearance Form
Procedure: 1. The institution or charitable organization contacts Compliance or the Life Skills Coordinator. 2. Compliance or the Life Skills Coordinator distributes the Student-athlete Appearance Form to be completed by the organization. 3. The student-athlete(s) taking part in the event must sign the Student-Athlete Appearance Form. 4. The completed Student-athlete Appearance Form is sent to Compliance and will be approved or denied.
5. Compliance will notify the Life Skills Coordinator of approved appearances.
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South Carolina State University Office of Athletics Compliance
Camps & Clinics
Due Date:
Audits must be submitted two weeks following completion of camp
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.12
Monitoring:
The compliance office will verify each camp is in compliance with all NCAA, MEAC, and SC State regulations. The Camp Audit Form will be used to determine all activities that take place during a camp/clinic are permissible.
Form:
Camp Advertisement Form Camp Brochure Approval Form Fee or Reduced Admission Form Camp Audit Form
Procedure: Prior to Camp/Clinic 1. Coach/Camp Director must submit Camp Brochure Approval form to their compliance designee prior to camp/clinic. 2. Compliance designee will review brochure for any impermissible information and send an email to the Senior Associate Athletics Director and coach/camp director approving or denying brochure. 3. When the brochure is approved, the Senior Associate Athletics Director may then schedule facilities for the camp. 4. Coach/Camp Director must submit the Camp Advertisement Approval form to their compliance designee prior to advertising any camp/clinic. 5. Compliance designee will review the advertisement to ensure it is permissible. 6. When advertisement is approved, compliance will send an email to the coach/camp director approving the advertisement. Procedure: Camp/Clinic Audit 1. When the camp/clinic is completed, the coach/camp director must submit the Camp Audit Form with all supporting material within two weeks to the appropriate compliance designee. 2. When compliance designee receives camp audit with all supporting materials, they will review and verify no impermissible activity took place during the camp. Camp Audit will not be approved until all material is completed. a. Camp Information b. Ads and Brochures c. Camper Information 28
d. Camp Employee Information e. Benefits/Awards f. Outside Sponsorship g. Camp Refund List h. Insufficient Funds i. Educational Session: Men’s and Women’s Basketball Only 3. Compliance designee will approve and sign camp audit. A signed copy of the camp audit will be sent to Facility Administrator to allow camp/clinic to be scheduled for the next camp. The camp audit and supporting material will be copied and the original will be sent back to the coach/camp director for their files.
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South Carolina State University Office of Athletics Compliance
Official Visit Procedure
Due Date:
Official visit approval from must be submitted 5 days prior to the prospects visit. Official visit reimbursements must be submitted at the conclusion of the official visit.
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.6
Action:
Each coach coordinating the official visit should submit all information to the appropriate party.
Monitoring:
The compliance office will maintain a record of prospective studentathletes and monitor the activities and expenses during their official visits.
Form:
Official Visit Approval Form Official Visit Letter Official Visit Checklist Student Host Form
Procedure BEFORE an official visit can occur: 1. The Compliance Designee must receive a copy (official or unofficial) of prospective student-athlete’s transcript (high school or college), the prospect’s ACT/SAT scores. The prospective student-athlete must also be registered with the NCAA Clearinghouse and be placed on SC State’s institutional request list (IRL). The prospective student-athlete must also complete the Amateurism Questionnaire section of the Eligibility Center prior to taking a visit. The deadline for this information to be submitted is 5 days prior to the prospect’s visit. If the information is not submitted in its entirety, the visit will be denied-NO EXCEPTIONS. 2. When all information is received, the Compliance Designee will approve or deny the Official Visit and update the Official Visit Master Grid. 3. The coach or his/her designee must provide the prospect with the official visit letter prior the prospect’s visit to campus.
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4. The coach and the student host should both read and understand the restrictions regarding how host money can be spent. A signed copy of the host form should be submitted with reimbursement paperwork. 5. Men’s Basketball, Women’s Basketball, and Football must keep an official visit list so they do not exceed the total number of visits allowed on an annual basis. 6. The Compliance Designee will maintain a complete list of all official visits for their respective sport. Please note: An official visit may not be taken during a dead period. Procedure AFTER an official visit occurs: 1. After the official visit is over, the coach must submit the official visit checklist with the following information to their compliance contact: a. Student Host Form b. Official Visit Approval Form c. Official Visit Letter d. Official Visit Itinerary e. All receipts 2. When the Compliance Designee has received ALL information and approved all expenses, they will keep a copy on file.
31
South Carolina State University Office of Athletics Compliance
Unofficial Visit Procedure
Due Date:
Unofficial Visit Form must be submitted at the conclusion of an unofficial visit.
Destination:
Compliance Designee
Reference:
NCAA Bylaw 13.7
Action:
Each coach is required to submit an Unofficial Visit Form at the conclusion of an unofficial visit.
Monitoring:
The compliance office will verify that permissible activities took place during the unofficial visit and keep on file.
Form:
South Carolina State University Unofficial Visit Form
Procedure: 1. At the conclusion of an unofficial visit, the coach must submit the Unofficial Visit Form to their compliance designee. The form must be signed by the prospect and the coach/athletic department staff member. 2. The compliance designee will review and verify no impermissible activity took place during the visit. 3. The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
NLI/Financial Aid Agreement
Date Due:
Prior to the signing period
Destination:
Head Coach for approval and then Prospective Student –Athlete. Once returned to SC State, it will be sent to the MEAC.
Reference:
NCAA Bylaw 13.02.11
Signatures Required:
NLI: Director of Athletics, PSA, PSA’s parent or legal guardian SC State Financial Aid Agreement: Director of Athletics, Student Financial Aid Director, PSA, Parent of PSA, Sport Administrator, and Compliance Office
Form:
National Letter of Intent (for each sport) SC State Financial Aid Agreement
Procedure: 1. The Compliance Designee will prepare NLI and SC State Financial Aid Agreement. 2. Compliance Designee will collect appropriate signatures 3. The NLI packet is sent to the prospective student-athlete. The documents are mailed to the student-athlete with specific instructions. The PSA will sign and keep one copy of each document for his/her file. The other copy is signed and returned to the head coach. The packet may be sent to the prospective student-athlete at any time before the signing dates but must be signed by the prospect and the parents within the designated time period as specified on the NLI. The packet will include the following documents along with the indicated signatures: a. Two NLI’s must be signed by the sport administrator and the head coach. b. Two SC State Financial Aid Agreements must be signed by the sport administrator. 4. Compliance office will approve NLI and SC State Agreement. Compliance will notify Sports Information that it is permissible to release names of the prospects that 33
have signed NLIs. Compliance will scan and file all documents. 5. Two financial aid agreements will be mailed to the PSA for signatures. The PSA will keep one copy and return one copy to Compliance. 6. Compliance will scan and file the SC State aid agreement.
34
South Carolina State University Office of Athletics Compliance
Telephone Logs
Due Date:
The 1st of each month
Destination:
Logs are to be submitted to the Compliance Assistant.
Reference:
NCAA Bylaw 13.1.3
Action:
Each coach that who may have telephone contact with prospects must enter all calls made to prospects into the Telephone Log form and must be submitted to the Compliance Assistant each month.
Monitoring:
Each log will be reviewed to see if each call was permissible.
Form:
Telephone Log Form
Procedure: 1. A reminder will be sent out to all coaches on the 1st of every month to remind coaches they need to enter all calls made to prospects into the Telephone Log Form and submit the form to the Compliance Assistant. 2. Each coach is required to enter all calls made to prospects into the Telephone Log Form. If no calls were made, the coach is required to send an email to the Compliance Assistant stating no calls were made 3. On the 10th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in entering calls to prospects in submitting the Telephone Log Form. 4. On the 20th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in submitting the Telephone Log Form. 5. On the 30th of each month, the Compliance Assistant will email the coach(es), head coach, and sport administrator who are delinquent in submitting the Telephone Log Form. 6. When the Compliance Assistant verifies that the Telephone Log Form is correct, he/she will update the master grid that keeps track of all Telephone Logs submitted.
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South Carolina State University Office of Athletics Compliance
Contacts/Evaluations
Due Date:
At the conclusion of any contact or evaluation
Destination:
Contact/Evaluation logs will be submitted at the end of each recruiting trip to the Compliance Assistant.
Reference:
NCAA Bylaw 13.1
Action:
Each coach is required to submit a Contact/Evaluation Log at the conclusion of a contact and/or evaluation of a prospective student-athlete.
Monitoring:
The compliance office will verify each contact and/or evaluation is held on a permissible recruiting period and the permissible number of coaches were off-campus.
Form:
Contact/Evaluation Log
Procedure: 1. Each coach will submit his/her Contact/Evaluation Log at the conclusion of each contact and/or evaluation to the Compliance Assistant. 2. Once the Compliance Assistant receives the Contact/Evaluation Log, the following will occur. a. Verify the period of time of off-campus recruiting is during a permissible recruiting period b. Verify the appropriate number of coaches off-campus is not exceeded. c. Log evaluation days onto calendar (Men’s Basketball, Women’s Basketball, Football, Softball) d. Verify contacts/evaluations.
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South Carolina State University Office of Athletics Compliance
Transfer Tracers (Transfer from SC State)
Date Due:
One week after receiving request.
Destination:
Compliance office and institution initiating request
Reference:
Bylaw 13.1.1.3 and 14.5.5.2.10
Signatures Required:
Signature of Compliance staff member.
Procedure: 1. Upon receiving fax from the inquiring University, the Compliance Designee will check Compliance Assistant for applicable Progress Towards Degree and Eligibility information. 2. The completed form will be faxed back to the inquiring university. 3. The form will then be kept in a binder for students transferring from SCSU.
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South Carolina State University Office of Athletics Compliance
Transfer Tracers (Transfer to SC State)
Date Due:
Prior to student-athlete transferring to SC State.
Destination:
Compliance Office
Reference:
NCAA Bylaws 14.5.5.1 and 14.5.5.2.10
Purpose:
To gather transfer information to establish eligibility.
Signature(s) Required:
Compliance Office
Form(s):
4-Year College Transfer Eligibility Form 2-Year College Transfer Eligibility Form
Procedure: 1.
The Head Coach, or his/her designee, should contact the compliance office and request that the Permission to Contact form be sent to the appropriate institution.
2.
When the response is received from the institution, the compliance office will inform the Head Coach and sends a copy of the letter for his/her files. A copy is will be saved in the Compliance Office.
3.
Once recruitment has started, the coach should request the prospect’s transcript, which will be given to the Compliance Designee for evaluation. At that time, a 4year or 2-year College Transfer Eligibility Form is sent to the institution to verify eligibility.
4.
As squad lists are generated, transfer eligibility forms should be updated as necessary.
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South Carolina State University Office of Athletics Compliance
Date Due:
Two weeks after receiving request.
Destination:
Academics for Review and Coach for Status
Reference:
NCAA Bylaws 14
Signatures Required:
None
Form:
4-4 Qualifier Checklist 4-4 Non Qualifier Checklist 2-4 Qualifier Checklist 2-4 Non Qualifier Checklist 4-2-4 Qualifier Checklist 4-2-4 Non Qualifier Checklist
Transfer Checklists
Procedure: 1. The compliance office and academic counselor will complete the appropriate checklist in their area. 2. A completed checklist and transcript evaluation will be sent back to the coach requesting the evaluation. 3. This process will continue once the PSA signs a National Letter of Intent and each new/updated transcript is submitted. 4. Each time the checklist is updated the document should be saved with the current date in the file name.
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South Carolina State University Office of Athletics Compliance
Due Date:
June 1 of each year
Destination:
N/A
Reference:
NCAA Bylaw 15
Awarding Grants-in-Aid
Procedure: 1. Compliance will distribute the Squad List Packets to the Head Coaches prior to May 1st. 2. Compliance will generate a Financial Aid Award Letter or a Notice of Reduction/NonRenewal for each student-athlete. This correspondence will be forwarded to the Director of Financial Aid for signature. 3. Signed letters will be sent to each student-athlete. Letters must be postmarked prior to July 1st. 4. Excel grids are created for each sport detailing the breakdown of athletically-related financial aid for each student-athlete. The grids are then provided to the Office of Financial Aid and Scholarships. 5. Copies of the squad lists and all aid notification letters will be provided to the Head Coach & Sport Administrator. 6. Compliance will provide the Bursar’s Office a list of student-athletes who should receive the Athletic Fee Reduction. 7. Compliance will provide the Bookstore with a list of all student-athletes receiving books as part of their scholarship.
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South Carolina State University Office of Athletics Compliance
Opportunity Fund/Special Assistance Fund
Due Date:
Ongoing
Destination:
Compliance Office
Reference:
NCAA Bylaw 15.01.6.1 and 15.01.6.2
Purpose:
To distribute monies from the Student-Athlete Opportunity Fund (SAOF) and the Special Assistance Fund (SAF) to benefit student-athletes who qualify for the fund (s).
Procedure:
1. Student-Athlete will fill out the provided form. 2. Athletics department will send to the MEAC conference.
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South Carolina State University Office of Athletics Compliance
Awards
Due Date:
Prior to ordering the award
Destination:
Awards forms must be submitted to the appropriate compliance designee, approved and forwarded to appropriate individual for ordering
Reference:
NCAA Bylaw 16.1
Action:
Each staff member is required to submit the appropriate awards form to compliance designee.
Monitoring:
The compliance office will file and verify that award provided to studentathlete is permissible.
Form:
Championship Award Form Letter Award Form Participation Award Form Special Achievement Award Form
Procedure: 1. Prior to ordering awards to distribute to student-athlete, coaches and staff members must receive approval from compliance. 2. The compliance designee will review and verify the permissibility of each award for student-athletes to ensure the NCAA limits are not exceeded. 3. The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
Banquets
Due Date:
Prior to the banquet.
Destination:
Banquet Attendee forms must be submitted to the appropriate compliance designee following the banquet.
Reference:
NCAA Bylaw 16.1.6
Action:
Each staff member is required to submit the appropriate banquet to compliance designee.
Monitoring:
The compliance office will file and verify that permissible award is provided to student-athlete.
Form:
Banquet Attendees Form
Procedure: 1. Prior to the banquet, coaches and staff members should complete the Banquet Attendees Form and submit it to compliance for review. 2. The compliance designee will review the list of attendees. 3. The form will be kept on file in the Compliance Office. 4. The coach should submit the Banquet Attendees form and all payments to the Business Manager.
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South Carolina State University Office of Athletics Compliance
Occasional Meals
Due Date:
Prior to the occasional meal
Destination:
Compliance Office
Reference:
NCAA Bylaw 16.11.1.5
Purpose:
To monitor the number of occasional meals provided to student-athletes is infrequent and provided on special occasions.
Form:
Occasional Meal Form
Procedure: 1.
Prior to the occasional meal, the coach must complete the Occasional Meal Request Form.
2.
The Sport Supervisor and Compliance Designee must approve or deny the meal.
3.
When all signatures are complete, the form should be scanned and emailed to the coach for approval or denial.
4.
The form will be kept on file in the Compliance Office.
NOTE: Occasional meals may be provided on infrequent, special occasions. The sport supervisor and/or compliance designee may approve or deny requests based on the number of meals previously provided during that academic year.
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South Carolina State University Office of Athletics Compliance
Declaration of Playing Season
Due Date:
Fall Sports: July 1 All Other Sports: August 1
Destination:
Compliance Office
Reference:
NCAA Bylaw 17.1.3
Purpose:
Each coach or his/her designee is required to declare their playing and practice season dates for each academic year.
Form:
Declaration of Playing and Practice Season Form (MEAC Form) Playing and Practice Season Calendar
Procedure: 1. Each coach will schedule dates and number of competitions. 2. Each coach or his/her designee will complete the MEAC Declaration of Playing and Practice Season form and Calendar indicating number of practice dates, days off, and contests. 3. A copy of the form should be submitted to the compliance office by July 1st for Fall sports and August 1st for all other sports. 4. The compliance designee will approve and verify playing season and dates of competition are in compliance with NCAA regulations. 5. A copy of the Declaration of Playing and Practice Season form and Calendar is sent to the MEAC office. A copy is also kept on file in the Compliance Office. 6. Compliance will enter the playing and practice season information into Compliance Assistant (CA). 7. Any changes that are made to the playing and practice season must be submitted to the compliance office in writing as soon as they occur.
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South Carolina State University Office of Athletics Compliance
Practice Logs
Due Date:
Weekly
Destination:
Practice logs are to be submitted to the Compliance Assistant
Reference:
NCAA Bylaw 17.02
Action:
Each sport is required to turn in team/individual practice logs to their compliance designee on a monthly basis.
Monitoring:
The Practice Log form will be signed by each student-athlete. In addition, random spot checks will occur throughout the season.
Form:
Practice Log
Procedure: 1. A reminder will be sent to each coach on the 1st of each month that practice logs are due to the Compliance Assistant. 2. A designated coach for each sport will be required to record and complete practice hours each week and turn into the Compliance Assistant on a weekly basis. 3. The Compliance Assistant will email the coaches and sport administrator of each sport that are delinquent in turning in their practice logs. 4. When the Compliance Assistant receives practice logs they will file to the in the Compliance Office and update the master grid.
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South Carolina State University Office of Athletics Compliance
Outside Competition
Due Date:
Prior to student-athletes participating on an outside team
Destination:
Compliance Office
Reference:
NCAA Bylaw 17.02.9
Purpose:
To monitor the number of student-athletes participating on outside teams during the academic year and during the summer.
Form:
Outside Competition Form
Procedure: 1.
Prior to a student-athlete competing on an outside team, the coach must complete the Outside Competition Form.
2.
The form should be approved by Compliance.
3.
The form will be kept on file in the Compliance Office.
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South Carolina State University Office of Athletics Compliance
Certification of Compliance
Date Due:
September 15 of each year
Destination:
Compliance Office
Reference:
NCAA Bylaw18.4.2
Purpose:
To ensure all Athletic Department Staff have reported any possible violations to the compliance office.
Signatures Required:
All Athletic Department staff and the President of the University.
Form:
Certification of Compliance for Staff Members of Athletics Departments Certification of Compliance for Institutions (NCAA Form)
Procedure: 1. Identify all Athletic Department Staff members. 2. Compliance will have all athletics staff members sign and date the Certification of Compliance for Staff Members of Athletics Departments form stating they have reported any violations in the past year. 3. The signed forms will be taken to the President’s office for review. Upon reviewing the forms the President will sign and date the Certification of Compliance for Institutions and return to the compliance office. 4. When signed forms are returned to the compliance office, the Certification of Compliance for Institutions will be kept on file in the compliance office.
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South Carolina State University Office of Athletics Compliance
Date Due:
Immediate
Destination:
Compliance
Reference:
N/A
Purpose:
Inform Compliance of squad list changes
Signatures Required:
N/A
Form:
N/A
Change in Status
Procedure: 1. Any additions or deletions to the squad list must be e-mailed to Compliance by the head coach/designee. 2. Compliance will notify the following offices via email of any changes to the squad list: athletic training, strength, sports information, equipment room, financial aid, academics, and the sport administrator.
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South Carolina State University Office of Athletics Compliance
Walk-on Procedure
Date Due:
Immediate
Destination:
Compliance Designee
Reference:
NCAA Bylaw 14
Purpose:
Certifies student athletes for practice and competition
Signatures Required:
Student, Coach, Sports Medicine, Compliance, Academics
Form:
Walk-On Clearance Form Walk-On Tracking Grid
Procedure: 1. The student must obtain the Walk-On Clearance Form from the Assistant Athletics Director for Compliance. 2. The student is responsible for meeting with the following areas: Academics, Sports Medicine, coach/designee and Compliance. 3. The student must return the Walk-On Clearance Form to Compliance upon completion. 4. Compliance will send the Walk-On Tracking Grid to coaches, the Equipment staff and Sports Medicine indicating approval for the tryout. 5. The head coach/designee must send an e-mail to Compliance indicating the student’s status (i.e. added to the roster, did not make team) at the conclusion of the tryout or 14-day period, whichever is earlier. 6. Once the student is added to the roster, all required NCAA paperwork must be completed. 7. As updates are available, the Walk-On Tracking Grid will be distributed.
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