UNIVERSITY OF HAWAII ATHLETICS DEPARTMENT
UNIVERSITY OF HAWAII ATHLETICS DEPARTMENT
Coaches Handbook
Revised January, 2015
INTRODUCTION This guide is a short cut for all coaches that will address some of the basic rules, policies, and procedures of the University of Hawaii Athletics Department’s (UHAD) area of Compliance. Although this is a short cut, particularly for rules, it is imperative that you consult with your NCAA Manual and/or check with the Compliance Office if you have any questions or concerns. It is highly recommended that each coach go through the NCAA Manual at the beginning of every academic year and read the grey boxes as this indicates a new rule in effect for that year or years to follow. Please also utilize the Compliance website as a helpful tool for recruiting calendars, coaches exam, forms, National Letter of Intent (NLI) information and more. This packet will be continually changing and evolving as rules and/or policies change. Like the NCAA Manual, changes will be highlighted in a grey box. As always, please consult with the Compliance Office if you have any questions or if you have an idea that we can help you with to make your job easier.
COACHES REPORTING FORMS Coaches are required to complete weekly, monthly and yearly compliance reporting forms. These forms include, but are not limited to, playing and practice seasons, phone logs, contact and evaluation logs, and practice hour limitations. The primary purpose of recruitment monitoring/recordkeeping is to be able to accurately reconstruct the activity from the documentation on file. In addition, it is important to revise travel records when plans change en route so that receipts and records match. We are trying to make things as easy as possible for form submission via email. Please continue to utilize all forms directly from the website, rather than printing forms for future use, as they will continue to change as we improve our processes.
MONITORING The UHAD utilizes software provided by the JumpForward to monitor recruiting. Data is entered into JumpForward by a designated staff member to reflect telephone calls, contacts and evaluations, official and unofficial visits, and weekly time logs. All phone calls, contacts, evaluations and time demands are to be entered on a weekly basis. Your cell phone logs will be requested on a monthly basis and will be compared to your phone call log on JumpForward. Please be sure to keep your logs accurately updated.
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Policies and Procedures AGENTS (12.3) NCAA Bylaws specifically prohibits eligible student-athletes (SAs) from entering into written or oral agreements with agents for the purpose of marketing athletic ability or reputation in any sport. The penalty is immediate ineligibility and, if not reported, possible forfeiture of athletic contests in which the involved SA performed. Administrators and coaches should regularly remind all SAs of this regulation, especially those who potentially may be targeted by agents. They could be a certified sports agent, a local business, family friend, lawyer, or a loyal athletics supporter. Communication in this area is vital. If an SA wishes to explore his/her options in a sportsrelated career, he/she needs to set up a meeting with the Athletics Director, or his designee, to discuss the matter. Contacts with agents must be monitored closely for the sake of the SA and the program. No SA should enter into extended conversation or contact with a person representing him or herself as an agent or runner for an agent until reporting the name of the individual to the Director of Compliance and receiving clearance to converse with that person. The extent of the initial contact with an agent should be to request a business card and a list of other athletes that the agent represents. The SA should ask the agent if he/she has been in contact with the Director of Compliance and if they are registered with the State of Hawaii under the United Athletes Agents Act (UAAA). Regardless of the answer, the SA should tell the individual that they need to report the contact with school officials and under no circumstances should the SA sign anything, let them know that they will sign in the future, or accept anything else from the agent (even a meal, a soda, etc.). The contact should be immediately reported to the Director of Compliance. Procedure: All agents need to be registered with the State of Hawaii and abide by all rules under the UAAA. Agents also need to need to register with the UH Athletic Department.
AMATEURISM Incoming SAs must be certified an amateur to compete in intercollegiate athletics and are required to answer an amateur questionnaire when they register with the NCAA Eligibility Center (EC). It is the coaches’ responsibility to educate the PSA on how to register. Coaches need to work with the PSA during the process of registering by providing the PSA with the New Student Athlete Checklist. Once the Prospective Student-Athlete (PSA) has submitted his/her answers, the NCAA EC will provide a certification. UH is responsible for ensuring that incoming SAs do not jeopardize their amateur status between this certification and the time the SA enrolls for classes. Coaches are instructed to educate their incoming SAs with regard to amateur rules and to ensure they are followed. SAs are expected to answer all amateur questions truthfully to both the EC and also once they arrive on campus. Coaches recruiting international SAs must also be aware of all amateurism issues. Every international student is required to fill out the General Eligibility Form for International Student-
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Athletes prior to his or her first competition. An international SA is an individual who 1) is not a U.S. citizen, or 2) has participated in foreign athletics activities or was associated as an athlete with a foreign athletics organization. Furthermore, any prospective international SA should complete a preliminary International Student-Athlete Questionnaire prior to admission so that potential problems can be addressed before admission. In addition to International Students needing to complete the General Eligibility Form, all incoming and returning men’s and women’s tennis SAs will also be required to complete the form prior to being declared eligible to compete [Revised 10/2012].
CAMPS CLINICS (Bylaw 13.12) All camps/clinics operated by UH coaches are considered UH camps/clinics. All camps/clinics must be conducted in accordance with all NCAA regulations. Camps/clinics must be well organized and well documented. All camps/clinics must be reported to and reviewed by the various constituents within the Athletics Department before the camp/clinic takes place. For coaches and/or SAs to attend a non-institutional camp/clinic all NCAA rules that are applicable to institutional camps/clinics must be in place and adhered to. Procedure: Before a coach advertises or promotes a camp, he or she must complete the camp and clinic questionnaire that is located on the UHAD Compliance website. The packet will include all forms necessary for camp/clinic approval and documentation. Each sports camp/clinic director is responsible for promoting his/her respective sports camp/clinic. Any employment of SAs, prospects, high school or 2 year college coaches, or any publicity surrounding the camps/clinics, including advertisements, brochures and handouts for each camp must have prior approval. The coach will submit all financial records for the camp/clinic to the Athletics Business Office for review and approval. The Compliance Office will work with the Athletics Business Office to ensure that all regulations have been kept. The completed packet will be placed in the Camp/Clinic Binder in the Business Office [Revised 10/2013].
COACHES’ NO CONTACT POLICY Coaches may not contact faculty or upper-campus administrators/staff regarding any individual student-athlete. Any issues concerning a student-athlete’s status in a particular class or registration for classes must be directed to the team's academic advisor in Student-Athlete Academic Services. Any issues concerning student-athlete's admissions, housing, registration, or international student status, Outreach College, ELI, and financial aid must be directed to the Athletics Department’s Office of Student Affairs. The purpose of this policy is to ensure compliance with NCAA policies regarding special benefits/treatment for student-athletes and to make sure that the Athletics Department staff members who are responsible in each of these areas are aware of all communication with upper campus. [Revised 09/2014]
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Countable Athletically Related Activities (CARA) Logs (Bylaw 17.1.6.4, 17.1.6.5) All athletically related activities must be recorded on a weekly basis throughout the entire academic year (first week of school through the last week of finals week even if you are not practicing) on JumpForward. During the in-season segment each SA may be involved in only 20 hours of CARA and are required to have one (1) day off during your declared week. Out of season workouts during the academic year, a SA is only allowed to be involved in eight (8) hours of CARA (see 17.1.6.2 for rules for specific sports relating to out of season skill instruction) and must have two (2) days off during your declared week. Coaches are required to keep and submit a record of all athletically related activities for each SA on a weekly basis. Procedure: The coach will keep a daily record of athletically related activities and will place amount of hours spent doing each particular activity on JumpForward, completing how many hours each SA spent on a particular required activity. Each SA has the capability to approve or not approve the recorded hours via JumpForward. It is the coaches responsibility to keep logs up to date and logs can be no more than two weeks late. This gives SAs a chance to remember what they did for every week of CARA [Revised 10/2012].
COMMUNITY SERVICE (Bylaw 12.5.1) The UHAD encourages its coaches and SAs to participate in community service. All community service performed by SAs needs to be approved PRIOR to participation to ensure no violations are committed. We are able to approve community service requests for institutional, non-profit, education, or charitable entities.
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Procedure: Any request for community service events needs to be submitted in writing, either on letterhead or via email, to the Director of Student-Athlete Development. Per 12.5.1.1.6, it is an institutional violation if our SAs do not obtain permission to perform community service before the event.
COMPLIMENTARY ADMISSIONS Official/Unofficial Visit Prospects are allowed three (3) complimentary admissions to get into sporting events that are sponsored by our institution, one for themselves and two for their guests/parents. No hard tickets are to be issued to any prospect at any time. Student-Athletes SAs in sports that have admissions are allowed to sign up for four (4) tickets for parents/friends. During post season competition SAs are allowed up to six (6) tickets. If you are traveling please keep this in mind and be sure that students sign up for no more than the maximum number of tickets allowed. High School Coaches/Athletic Directors/Counselors Per Bylaw 13.8, anyone associated with prospects are allowed to have two (2) complimentary admissions for our sporting events. As with student tickets, these complimentary admissions are only allowed to be issued via the passgate. Procedure: All complimentary admission signups are http://uhad.hawaii.edu/login.html. If you do not have a login please check Department IT staff. The deadline for submitting names is noon of the day Official and unofficial visit paperwork needs to be completed on JumpForward will be approved.
online at with Athletics of the game. before tickets
Anyone obtaining their complimentary admissions at the passgate will be expected to present photo ID. If photo ID is not presented, admission will be denied [Revised 09/2014]. If you would like your prospects who are on an Official Visit to go onto the football field prior to kickoff, please email Facilities the names of PSAs, coaches and student hosts no later than noon on the Wednesday prior to the game. Please note that coaches HAVE to accompany PSAs, and only one student host per PSA is allowed to accompany the prospect. PSAs, coaches and hosts need to be off the field prior to kickoff or privilege will be revoked [Revised 10/2013].
DRUG TESTING (Institutional) The University of Hawai‘i contracts the National Center for Drug Free Sport (NCDFS) for its institutional drug testing. Although there is an element of suspicion testing, most testing will be performed via random selected by NCDFS. Street drugs and stimulants will be tested, as will Performance Enhancing Drugs (PED). Procedure: SAs will be required to sign the consent form, if consent form is not signed, SA will not be cleared for practice or competition. Once a month, Compliance will send squad lists
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for all sports to NCDFS for random selection of SAs. Tests will be held in a location that will be announced and all SAs selected will be expected to arrive at their designated testing time [Revised 10/2014].
ELIGIBILITY (Bylaw 14) Prior to participation in practice, every SA needs to attend the mandatory NCAA meeting. In addition, each SA has to complete the NCAA meeting forms that are located on JumpForward. If these forms are not completed the SA will be ineligible to participate. INITIAL • If your prospect is a freshman, is on scholarship and is not cleared by the EC, we are not allowed to give any athletic financial aid until they are deemed a final qualifier. • Any recruited or non-recruited SA has 45 days to practice without final qualification status with the EC. After the 45 day period, they will be pulled out of all mandatory practice [Revised Fall 2013]. • All SAs need to complete the ECs amateurism questionnaire. If, after 45 days, they are not cleared as final certified, they will be taken out of practice. • A non-qualifier will continue to have the opportunity to earn a fourth season of eligibility if he or she has at least 80% of their degree completed by the beginning of his or her fifth year of collegiate enrollment. If your student has not received the 80% by the start of the fifth year they will be deemed to have run out of eligibility and will not be eligible to practice or compete. TRANSFER – INCOMING/ADMISSIONS • Transfers need to have all transcripts sent to the Admissions office, including part-time semesters and summer classes taken. • All Junior College (JC) transfers need to complete the EC initial eligibility process. Be sure to have them send in all high school transcripts, proof of graduation and test scores. • Amateurism must be certified before a student is eligible to compete. Be sure the enrollment period reflects the first semester and year that your prospect enrolled at a 4-year institution. • If a student needs their AA degree please make sure they petition for graduation at their JC. A student will not be eligible if they simply complete their requirements and not actually graduate. • Be sure to have all transcripts evaluated early to ensure eligibility. Depending on how many semesters the student has done at their previous institution(s), they may need more transferable credits than they have. Procedure: Compliance will ask for initial squad lists during the summer. It is imperative for football, women’s volleyball, soccer and cross-country to have their lists completed as early as possible so eligibility for practice and competition early in the semester can be determined. Please be sure to add all applicable information as it will be important in determining eligibility, including if you recruited your prospect. Please note that a recruited SA is one that received more than one (1) phone call from one of your countable coaches or if they received an NLI and/or Athletic Award Agreement. All SAs who will be initially enrolling to UH need to be placed on your Institutional Request List (IRL) to determine their qualifier and amateurism status. Please provide, at a minimum, the name and date of birth or EC number to activate your PSA. If you are adding students to your roster before the beginning of the academic year,
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please add those students on the bottom of your initial roster with all applicable information. If you are adding students after the beginning of the academic year, please use the “Add Slip” located on the Compliance website.
ETHICAL CONDUCT The general principle outlined by the NCAA is that all individuals employed or associated with a member institution intercollegiate athletics program shall represent honor and sportsmanship. The University of Hawaii expects PSAs, SAs, current and former staff members to act in an honest and ethical manner. In accordance with NCAA Bylaw 10.1, unethical conduct includes, but is not limited to:
Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or the individual’s institution; Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual's institution false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation; Receipt of benefits by an institutional staff member for facilitating or arranging a meeting between a student-athlete and an agent, financial advisor or a representative of an agent or advisor (e.g., "runner"); Knowing involvement in providing a banned substance or impermissible supplement to student-athletes, or knowingly providing medications to studentathletes contrary to medical licensure, commonly accepted standards of care in sports medicine practice, or state and federal law. This provision shall not apply to banned substances for which the student-athlete has received a medical exception per Bylaw 31.2.3.5; however, the substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law; Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or an institution's admissions office regarding an individual's academic record (e.g., schools attended, completion of coursework, grades and test scores); Fraudulence or misconduct in connection with entrance or placement examinations; Engaging in any athletics competition under an assumed name or with intent to otherwise deceive; or Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or the institution's athletics department regarding an individual's amateur status. [Revised April 2014]
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INTERPRETATION REQUESTS Procedure: Whenever possible, all requests for interpretation of NCAA rules need to come to the Director of Compliance via email. Compliance has a 24 hour rule – if you do not have an answer within 24 hours, please ask again.
NATIONAL LETTER OF INTENT (NLI) NLI signing dates are posted in the coaches section of the Compliance website and the NLI/Scholarship Agreement is also located in the forms section of the same webpage. Procedure: All transcripts, test scores, evaluations are to be uploaded onto JumpForward under the students’ profile. If your prospect is a 4-year transfer please be sure to upload the release/permission to speak as well. The NLI request form can be found on the Compliance website, it needs to be completed fully and emailed. Student Affairs will work out the equivalency of the scholarship to be awarded and to make sure the sport is within its limits. Academics will review the transcript before handing it to Compliance who will create the NLI document for an administrator’s signature. Please leave at least two business days for processing, and longer if your transcript has not yet been evaluated.
OCCASIONAL MEALS (16.11.1.5) Your team and/or individuals of your team, are allowed no more than 2 occasional meals per semester. If the meal is provided by an institutional staff member, it needs to remain in the locale of the institution. If the meal is provided by a booster it can be either at their home, catered or homecooked, or at a facility that is regularly used for home competition. If it is at a home facility and a restaurant is located on that facility, the occasional meal may be provided in the restaurant. Procedure: An “Occasional Meal Request Form” needs to be completed and submitted to Compliance PRIOR to the meal occurring. Please submit at least one business day before the meal.
OFF-CAMPUS RECRUITING Procedure: If you will be recruiting at an event, please submit the “Off Campus Recruiting Summary” via JumpFoward, your administrator’s and compliance’s approval in written form (email or note/memo) to the Business Office, allow with flight information. All off-campus recruiting needs to be submitted on JumpForward PRIOR to leaving, this will ensure there are no inadvertent recruiting calendar violations [Revised Spring 2015]
OFFICIAL VISITS (Bylaw 13.6) - Workflow 1. If the prospect will be coming in via air transportation, a flight needs to be secured through Panda Travel. If a prospect wants to extend their visit past the 48 hour period they must purchase a one way ticket home. 2. Coaches must initiate all Official Visit paperwork through JumpForward. Most of the information will be pre-populated from the information that has already been input into your PSAs profile. You need to populate the EC number, please do not submit SSN.
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3. Transcripts, transcript evaluation (if completed), an initial itinerary, the flight itinerary (if applicable), and test scores (for incoming freshmen only) need to be uploaded on to JumpForward. Please be sure to upload the latest transcripts and test scores that you have. If your PSA has attended multiple institutions please upload transcripts from each individual institution [Revised April 2014] 4. The PSA Pledge needs to be given to the prospect before they arrive so their parents can sign. Both the Pledge and the Student Host Receipt need to be completed and present on JumpForward. 5. Compliance will approve if all attachments are present, legible, and readable, and the visit is within its 48 hour time limit (please note that the 48 hour limit will be as strictly enforced as possible). 6. Compliance will send an email to the Business Office and sport notifying that the Official Visit has been approved. The Business Office will then ticket, if necessary. 7. If you want to request host money, please visit the Compliance website and complete the “Entertainment Expense Allowance Report” which should be attached to the requisition and turned into the Business Office. 8. Please complete your Summary as soon as possible after the visit. Original copies of all receipts (including hotel folio(s), student host money, and meals) must be given to Compliance for approval. The signed PSA pledge should be uploaded onto the PSAs profile on JumpForward. Important things to remember about Official Visits per the Recruiting Practices Document (RPD) Official Visits are 48 hours that begins from The time your prospect arrives on campus; You sit down to have a meal with them; OR Drop them off at an on- or off-campus apartment with a current SA. Your PSAs need to meet with the following constituents during their visit UHAD Administrator; A professor within the prospect’s desired major; and Academic Advisor. Hotel room can only be a standard room, prospects can only be upgraded as a regular guest would. No Suites or Junior Suites are allowed. Please include curfew times on all itineraries as well as all approved activities per the RPD. Meals are to be comparable to what other SAs would eat. Hotel receipts/folios must be attached to the Official Visit Summary. If your PSAs hotel room was from trade allocation your PSA must check out of the room and ask for a receipt/folio for their stay [Revised May 2014].
UNOFFICIAL VISITS (Bylaw 13.7) Unofficial Visits are allowed at the prospects own expense an unlimited number of times with the following exceptions: During a Dead Period; Men’s Basketball – during the month of July; Women’s Basketball – during July evaluation periods.
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Procedure: Forms for Unofficial Visits are located on JumpForward. Please complete either before the visit or within two (2) days after the visit is completed. You are not allowed to pay for anything for a prospect or his/her parents during an Unofficial Visit but they are allowed to receive up to 3 tickets to a UH sporting event.
PLAYING AND PRACTICE SEASON (Bylaw 17) Sports other than basketball need to declare their in and out of season playing periods to Compliance. These periods will dictate how many hours you can mandate your students’ to practice. Football will only need to submit their spring schedule. Procedure: Playing and Practice Season Declaration forms are found on the Compliance website. Coaches are to submit their forms to Compliance by the beginning of August each year. Dates will be entered into JumpForward by Compliance and coaches will need to approve these dates. Once these dates have been determined this will determine in/out of season dates and will be visible for CARA log recording. Coaches will notify Compliance if there are any changes in their schedules so they can be approved. At the end of the season, coaches will be provided a Post Season Report in which they will need to indicate whether a student has practiced, competed, utilized a redshirt season, will be applying for a hardship, and lettered in that sport. If a student redshirted the season they will be provided an additional form that will be signed by the student, head coach, Media Relations and Compliance.
RECRUITING AND SCOUTING SERVICES (13.14.3) The sports of Football and Basketball are required to subscribe to NCAA approved scouting services only. Please see Compliance prior to purchasing a scouting service. Procedure: Football and Basketball only - the Recruiting Scouting Services Certification Form is located on the Compliance website. Please either see Compliance prior to purchasing the service then submit the form, or complete and submit the form and wait until you receive approval. All other sports, please ask Compliance prior to purchasing a subscription as there are benchmarks that need to be adhered to, such as same fee for all subscribers, service must provide information to all subscribers. [April 2014]
TRANSFERS TO UH (Bylaw 14.5) To avoid a violation, it is important that a coach’s first question to a prospect is if they are presently attending a 4-year institution. Procedure: If you are approached by a student at another institution, it is the coach’s duty to ask Compliance for a release from the student’s current institution. If a student is transferring to UH, Compliance will forward the notice of permission to speak, or the denial of permission to speak, to all coaches of that sport. It is extremely important that you ask a prospect if they are attending a 4-year institution as one of your first questions so as to avoid a violation. If a prospect is attending a JC and they are in their first year of full-time enrollment, they must be a qualifier for you to recruit them.
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TRANSFERS FROM UH Procedure: Students who are looking to transfer from UH to another institution need to see Compliance to complete a form. The form indicates whether the coach gives permission to speak and/or a one-time release waiver (if applicable), head coach needs to initial whether the one-time transfer is approved and/or permission to contact has been approved. The student must see an administrator to briefly talk about the transfer, then they must see Compliance to speak about their options. The student signs the form which gives the Compliance department permission to release their academic records to the new school. The institution has seven (7) business days from its receipt of the transfer request to grant or deny a student’s the request for both permission to contact and the one-time transfer waiver. If coach denies permission to speak, a hearing must take place within 15 business days from receipt of initial request.
TRAVEL POLICY NCAA policies only permit those who are cleared to participate to receive benefits of offcampus travel, this travel also consists of on-island travel during both championship and nonchampionship segments. Procedure: At the beginning of each semester you will receive your eligibility spreadsheet which will indicate those who are eligible to compete. If a player is ineligible to compete they will be highlighted and an explanation will be given as to why they are ineligible. Those highlighted will not be cleared to travel. The eligibility spreadsheet can and will be updated and coaches will receive an updated copy once a SA becomes eligible.
TRYOUT POLICY Students who are enrolled full-time at UH Manoa (UHM) are permitted to tryout for one of our intercollegiate teams. Please be sure to obtain as much information as possible before the student tries out to ensure they have a chance to be eligible for practice and competition. If there are any eligibility questions or concerns please ask Compliance. Students have a maximum of 14 days to tryout. Procedure: Prior to the tryout, the student will need to see their own physician who will perform a physical form, located on the Compliance website, to sign off stating the student is healthy for intercollegiate competition. Please do not send them to our athletic trainers. The form also has an Assumption of Risk and Release that they are required to complete. This form needs to be on file in the Compliance Office prior to the tryout. If a student makes the team, they will need to see our trainers and doctors for a full medical examination before being permitted to practice as a member of the team. Coaches, please indicate the first date of tryout prior to giving the form back to Compliance.
VIOLATIONS/INVESTIGATIONS Effective and regular communication among key UH staff is essential throughout an investigation. All SAs and employees of the athletics department are obligated to report any violations or possible violations to the Athletics Director or Director of Compliance. The spirit
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of the investigative process is one of cooperation and trust among all involved University staff and regular communication with the NCAA and Conference office. Procedure: The Director of Compliance will immediately share preliminary information concerning a reported possible violation with the Athletics Director and the Faculty Athletics Representative (FAR). Based on the seriousness of the allegation or incident, the Director of Compliance, Athletic Director and FAR will make an initial determination of whether the President, NCAA and Conference office should be notified and whether additional University staff should be included in the deliberations (e.g., the General Counsel or her designee and a University spokesperson). Internal Investigations Initial investigative work will be conducted by the Director of Compliance and FAR, and findings will be reported to the Athletics Director, Chancellor and other appropriate University staff. In all cases, the Director of Compliance and FAR, in consultation with other staff, should immediately determine what steps must be taken to reduce the risk of a continuing or recurring violation (e.g., treatment of all eligibility matters before further competition and eliminate the potential for a reoccurrence of similar violations). If the initial investigation by the Director of Compliance reveals no violation of NCAA or Conference regulations, the findings will be documented and shared with the Athletics Director and, if necessary, the Chancellor. Self-Imposed Penalties Self-imposed penalties for secondary violations will be determined by the Director or Compliance, Athletics Director and FAR. Self-imposed penalties for major violations will be determined by the Chancellor, the AD and the FAR, in consultation with the General Counsel, the Director of Compliance, Conference office, and NCAA. The Director of Compliance, FAR, and Athletics Director will assure the implementation of any self-imposed penalties on any University staff members, representatives of the University’s athletic interests, or SAs.
VOLUNTARY WORKOUTS (Bylaw 17.02.13) For any athletically related activity to be considered “voluntary,” all of the following conditions must be met: • The SA must not be required to report back to a coach or other athletics department staff member (e.g., strength coach, trainer, manager) any information related to the activity. In addition, no athletics department staff member who observes the activity (e.g., strength coach, trainer, manager) may report back to the SA’s coach any information related to the activity. • The activity must be initiated and requested solely by the SA. Neither the institution nor department staff member may require the SA to participate in the activity at any time. However, it is permissible for an athletics department staff member to provide information to SA related to available opportunities for participating in voluntary activities (e.g., times when the strength and conditioning coach will be on duty in the weight room or on the track). In addition, for SAs who have initiated a request to engage in voluntary activities, the institution may assign specific times for SAs to use institutional facilities for such purposes and inform the SAs of the times in advance. • The SA’s attendance and participation in the activity (or lack thereof) may not be recorded for the purpose of reporting such information to coaching staff members or other SAs.
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• The SA may not be subject to penalty if he or she elects not to participate in the activity. In addition, neither the institution nor any athletics department staff member may provide recognition or incentives (e.g., awards) to a SA based on his or her attendance or performance in the activity. • The exception to this rule are safety sports. At UHM, safety sports include swimming, field events, and water polo. In these sports, the coach can be present during voluntary workouts only if: the student initiates the workout; and they do not conduct the workout. Coach is there simply to observe. Procedure: If you have scheduled a time and venue for your SAs to participate in voluntary activities, please submit a calendar to Compliance. It is important for monitoring, and for the welfare of the SAs, that you stick to your designated dates and times [November, 2013].
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Coaches Handbook
Revised January, 2015
INTRODUCTION This guide is a short cut for all coaches that will address some of the basic rules, policies, and procedures of the University of Hawaii Athletics Department’s (UHAD) area of Compliance. Although this is a short cut, particularly for rules, it is imperative that you consult with your NCAA Manual and/or check with the Compliance Office if you have any questions or concerns. It is highly recommended that each coach go through the NCAA Manual at the beginning of every academic year and read the grey boxes as this indicates a new rule in effect for that year or years to follow. Please also utilize the Compliance website as a helpful tool for recruiting calendars, coaches exam, forms, National Letter of Intent (NLI) information and more. This packet will be continually changing and evolving as rules and/or policies change. Like the NCAA Manual, changes will be highlighted in a grey box. As always, please consult with the Compliance Office if you have any questions or if you have an idea that we can help you with to make your job easier.
COACHES REPORTING FORMS Coaches are required to complete weekly, monthly and yearly compliance reporting forms. These forms include, but are not limited to, playing and practice seasons, phone logs, contact and evaluation logs, and practice hour limitations. The primary purpose of recruitment monitoring/recordkeeping is to be able to accurately reconstruct the activity from the documentation on file. In addition, it is important to revise travel records when plans change en route so that receipts and records match. We are trying to make things as easy as possible for form submission via email. Please continue to utilize all forms directly from the website, rather than printing forms for future use, as they will continue to change as we improve our processes.
MONITORING The UHAD utilizes software provided by the JumpForward to monitor recruiting. Data is entered into JumpForward by a designated staff member to reflect telephone calls, contacts and evaluations, official and unofficial visits, and weekly time logs. All phone calls, contacts, evaluations and time demands are to be entered on a weekly basis. Your cell phone logs will be requested on a monthly basis and will be compared to your phone call log on JumpForward. Please be sure to keep your logs accurately updated.
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Policies and Procedures AGENTS (12.3) NCAA Bylaws specifically prohibits eligible student-athletes (SAs) from entering into written or oral agreements with agents for the purpose of marketing athletic ability or reputation in any sport. The penalty is immediate ineligibility and, if not reported, possible forfeiture of athletic contests in which the involved SA performed. Administrators and coaches should regularly remind all SAs of this regulation, especially those who potentially may be targeted by agents. They could be a certified sports agent, a local business, family friend, lawyer, or a loyal athletics supporter. Communication in this area is vital. If an SA wishes to explore his/her options in a sportsrelated career, he/she needs to set up a meeting with the Athletics Director, or his designee, to discuss the matter. Contacts with agents must be monitored closely for the sake of the SA and the program. No SA should enter into extended conversation or contact with a person representing him or herself as an agent or runner for an agent until reporting the name of the individual to the Director of Compliance and receiving clearance to converse with that person. The extent of the initial contact with an agent should be to request a business card and a list of other athletes that the agent represents. The SA should ask the agent if he/she has been in contact with the Director of Compliance and if they are registered with the State of Hawaii under the United Athletes Agents Act (UAAA). Regardless of the answer, the SA should tell the individual that they need to report the contact with school officials and under no circumstances should the SA sign anything, let them know that they will sign in the future, or accept anything else from the agent (even a meal, a soda, etc.). The contact should be immediately reported to the Director of Compliance. Procedure: All agents need to be registered with the State of Hawaii and abide by all rules under the UAAA. Agents also need to need to register with the UH Athletic Department.
AMATEURISM Incoming SAs must be certified an amateur to compete in intercollegiate athletics and are required to answer an amateur questionnaire when they register with the NCAA Eligibility Center (EC). It is the coaches’ responsibility to educate the PSA on how to register. Coaches need to work with the PSA during the process of registering by providing the PSA with the New Student Athlete Checklist. Once the Prospective Student-Athlete (PSA) has submitted his/her answers, the NCAA EC will provide a certification. UH is responsible for ensuring that incoming SAs do not jeopardize their amateur status between this certification and the time the SA enrolls for classes. Coaches are instructed to educate their incoming SAs with regard to amateur rules and to ensure they are followed. SAs are expected to answer all amateur questions truthfully to both the EC and also once they arrive on campus. Coaches recruiting international SAs must also be aware of all amateurism issues. Every international student is required to fill out the General Eligibility Form for International Student-
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Athletes prior to his or her first competition. An international SA is an individual who 1) is not a U.S. citizen, or 2) has participated in foreign athletics activities or was associated as an athlete with a foreign athletics organization. Furthermore, any prospective international SA should complete a preliminary International Student-Athlete Questionnaire prior to admission so that potential problems can be addressed before admission. In addition to International Students needing to complete the General Eligibility Form, all incoming and returning men’s and women’s tennis SAs will also be required to complete the form prior to being declared eligible to compete [Revised 10/2012].
CAMPS CLINICS (Bylaw 13.12) All camps/clinics operated by UH coaches are considered UH camps/clinics. All camps/clinics must be conducted in accordance with all NCAA regulations. Camps/clinics must be well organized and well documented. All camps/clinics must be reported to and reviewed by the various constituents within the Athletics Department before the camp/clinic takes place. For coaches and/or SAs to attend a non-institutional camp/clinic all NCAA rules that are applicable to institutional camps/clinics must be in place and adhered to. Procedure: Before a coach advertises or promotes a camp, he or she must complete the camp and clinic questionnaire that is located on the UHAD Compliance website. The packet will include all forms necessary for camp/clinic approval and documentation. Each sports camp/clinic director is responsible for promoting his/her respective sports camp/clinic. Any employment of SAs, prospects, high school or 2 year college coaches, or any publicity surrounding the camps/clinics, including advertisements, brochures and handouts for each camp must have prior approval. The coach will submit all financial records for the camp/clinic to the Athletics Business Office for review and approval. The Compliance Office will work with the Athletics Business Office to ensure that all regulations have been kept. The completed packet will be placed in the Camp/Clinic Binder in the Business Office [Revised 10/2013].
COACHES’ NO CONTACT POLICY Coaches may not contact faculty or upper-campus administrators/staff regarding any individual student-athlete. Any issues concerning a student-athlete’s status in a particular class or registration for classes must be directed to the team's academic advisor in Student-Athlete Academic Services. Any issues concerning student-athlete's admissions, housing, registration, or international student status, Outreach College, ELI, and financial aid must be directed to the Athletics Department’s Office of Student Affairs. The purpose of this policy is to ensure compliance with NCAA policies regarding special benefits/treatment for student-athletes and to make sure that the Athletics Department staff members who are responsible in each of these areas are aware of all communication with upper campus. [Revised 09/2014]
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Countable Athletically Related Activities (CARA) Logs (Bylaw 17.1.6.4, 17.1.6.5) All athletically related activities must be recorded on a weekly basis throughout the entire academic year (first week of school through the last week of finals week even if you are not practicing) on JumpForward. During the in-season segment each SA may be involved in only 20 hours of CARA and are required to have one (1) day off during your declared week. Out of season workouts during the academic year, a SA is only allowed to be involved in eight (8) hours of CARA (see 17.1.6.2 for rules for specific sports relating to out of season skill instruction) and must have two (2) days off during your declared week. Coaches are required to keep and submit a record of all athletically related activities for each SA on a weekly basis. Procedure: The coach will keep a daily record of athletically related activities and will place amount of hours spent doing each particular activity on JumpForward, completing how many hours each SA spent on a particular required activity. Each SA has the capability to approve or not approve the recorded hours via JumpForward. It is the coaches responsibility to keep logs up to date and logs can be no more than two weeks late. This gives SAs a chance to remember what they did for every week of CARA [Revised 10/2012].
COMMUNITY SERVICE (Bylaw 12.5.1) The UHAD encourages its coaches and SAs to participate in community service. All community service performed by SAs needs to be approved PRIOR to participation to ensure no violations are committed. We are able to approve community service requests for institutional, non-profit, education, or charitable entities.
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Procedure: Any request for community service events needs to be submitted in writing, either on letterhead or via email, to the Director of Student-Athlete Development. Per 12.5.1.1.6, it is an institutional violation if our SAs do not obtain permission to perform community service before the event.
COMPLIMENTARY ADMISSIONS Official/Unofficial Visit Prospects are allowed three (3) complimentary admissions to get into sporting events that are sponsored by our institution, one for themselves and two for their guests/parents. No hard tickets are to be issued to any prospect at any time. Student-Athletes SAs in sports that have admissions are allowed to sign up for four (4) tickets for parents/friends. During post season competition SAs are allowed up to six (6) tickets. If you are traveling please keep this in mind and be sure that students sign up for no more than the maximum number of tickets allowed. High School Coaches/Athletic Directors/Counselors Per Bylaw 13.8, anyone associated with prospects are allowed to have two (2) complimentary admissions for our sporting events. As with student tickets, these complimentary admissions are only allowed to be issued via the passgate. Procedure: All complimentary admission signups are http://uhad.hawaii.edu/login.html. If you do not have a login please check Department IT staff. The deadline for submitting names is noon of the day Official and unofficial visit paperwork needs to be completed on JumpForward will be approved.
online at with Athletics of the game. before tickets
Anyone obtaining their complimentary admissions at the passgate will be expected to present photo ID. If photo ID is not presented, admission will be denied [Revised 09/2014]. If you would like your prospects who are on an Official Visit to go onto the football field prior to kickoff, please email Facilities the names of PSAs, coaches and student hosts no later than noon on the Wednesday prior to the game. Please note that coaches HAVE to accompany PSAs, and only one student host per PSA is allowed to accompany the prospect. PSAs, coaches and hosts need to be off the field prior to kickoff or privilege will be revoked [Revised 10/2013].
DRUG TESTING (Institutional) The University of Hawai‘i contracts the National Center for Drug Free Sport (NCDFS) for its institutional drug testing. Although there is an element of suspicion testing, most testing will be performed via random selected by NCDFS. Street drugs and stimulants will be tested, as will Performance Enhancing Drugs (PED). Procedure: SAs will be required to sign the consent form, if consent form is not signed, SA will not be cleared for practice or competition. Once a month, Compliance will send squad lists
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for all sports to NCDFS for random selection of SAs. Tests will be held in a location that will be announced and all SAs selected will be expected to arrive at their designated testing time [Revised 10/2014].
ELIGIBILITY (Bylaw 14) Prior to participation in practice, every SA needs to attend the mandatory NCAA meeting. In addition, each SA has to complete the NCAA meeting forms that are located on JumpForward. If these forms are not completed the SA will be ineligible to participate. INITIAL • If your prospect is a freshman, is on scholarship and is not cleared by the EC, we are not allowed to give any athletic financial aid until they are deemed a final qualifier. • Any recruited or non-recruited SA has 45 days to practice without final qualification status with the EC. After the 45 day period, they will be pulled out of all mandatory practice [Revised Fall 2013]. • All SAs need to complete the ECs amateurism questionnaire. If, after 45 days, they are not cleared as final certified, they will be taken out of practice. • A non-qualifier will continue to have the opportunity to earn a fourth season of eligibility if he or she has at least 80% of their degree completed by the beginning of his or her fifth year of collegiate enrollment. If your student has not received the 80% by the start of the fifth year they will be deemed to have run out of eligibility and will not be eligible to practice or compete. TRANSFER – INCOMING/ADMISSIONS • Transfers need to have all transcripts sent to the Admissions office, including part-time semesters and summer classes taken. • All Junior College (JC) transfers need to complete the EC initial eligibility process. Be sure to have them send in all high school transcripts, proof of graduation and test scores. • Amateurism must be certified before a student is eligible to compete. Be sure the enrollment period reflects the first semester and year that your prospect enrolled at a 4-year institution. • If a student needs their AA degree please make sure they petition for graduation at their JC. A student will not be eligible if they simply complete their requirements and not actually graduate. • Be sure to have all transcripts evaluated early to ensure eligibility. Depending on how many semesters the student has done at their previous institution(s), they may need more transferable credits than they have. Procedure: Compliance will ask for initial squad lists during the summer. It is imperative for football, women’s volleyball, soccer and cross-country to have their lists completed as early as possible so eligibility for practice and competition early in the semester can be determined. Please be sure to add all applicable information as it will be important in determining eligibility, including if you recruited your prospect. Please note that a recruited SA is one that received more than one (1) phone call from one of your countable coaches or if they received an NLI and/or Athletic Award Agreement. All SAs who will be initially enrolling to UH need to be placed on your Institutional Request List (IRL) to determine their qualifier and amateurism status. Please provide, at a minimum, the name and date of birth or EC number to activate your PSA. If you are adding students to your roster before the beginning of the academic year,
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please add those students on the bottom of your initial roster with all applicable information. If you are adding students after the beginning of the academic year, please use the “Add Slip” located on the Compliance website.
ETHICAL CONDUCT The general principle outlined by the NCAA is that all individuals employed or associated with a member institution intercollegiate athletics program shall represent honor and sportsmanship. The University of Hawaii expects PSAs, SAs, current and former staff members to act in an honest and ethical manner. In accordance with NCAA Bylaw 10.1, unethical conduct includes, but is not limited to:
Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or the individual’s institution; Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual's institution false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation; Receipt of benefits by an institutional staff member for facilitating or arranging a meeting between a student-athlete and an agent, financial advisor or a representative of an agent or advisor (e.g., "runner"); Knowing involvement in providing a banned substance or impermissible supplement to student-athletes, or knowingly providing medications to studentathletes contrary to medical licensure, commonly accepted standards of care in sports medicine practice, or state and federal law. This provision shall not apply to banned substances for which the student-athlete has received a medical exception per Bylaw 31.2.3.5; however, the substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law; Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or an institution's admissions office regarding an individual's academic record (e.g., schools attended, completion of coursework, grades and test scores); Fraudulence or misconduct in connection with entrance or placement examinations; Engaging in any athletics competition under an assumed name or with intent to otherwise deceive; or Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or the institution's athletics department regarding an individual's amateur status. [Revised April 2014]
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INTERPRETATION REQUESTS Procedure: Whenever possible, all requests for interpretation of NCAA rules need to come to the Director of Compliance via email. Compliance has a 24 hour rule – if you do not have an answer within 24 hours, please ask again.
NATIONAL LETTER OF INTENT (NLI) NLI signing dates are posted in the coaches section of the Compliance website and the NLI/Scholarship Agreement is also located in the forms section of the same webpage. Procedure: All transcripts, test scores, evaluations are to be uploaded onto JumpForward under the students’ profile. If your prospect is a 4-year transfer please be sure to upload the release/permission to speak as well. The NLI request form can be found on the Compliance website, it needs to be completed fully and emailed. Student Affairs will work out the equivalency of the scholarship to be awarded and to make sure the sport is within its limits. Academics will review the transcript before handing it to Compliance who will create the NLI document for an administrator’s signature. Please leave at least two business days for processing, and longer if your transcript has not yet been evaluated.
OCCASIONAL MEALS (16.11.1.5) Your team and/or individuals of your team, are allowed no more than 2 occasional meals per semester. If the meal is provided by an institutional staff member, it needs to remain in the locale of the institution. If the meal is provided by a booster it can be either at their home, catered or homecooked, or at a facility that is regularly used for home competition. If it is at a home facility and a restaurant is located on that facility, the occasional meal may be provided in the restaurant. Procedure: An “Occasional Meal Request Form” needs to be completed and submitted to Compliance PRIOR to the meal occurring. Please submit at least one business day before the meal.
OFF-CAMPUS RECRUITING Procedure: If you will be recruiting at an event, please submit the “Off Campus Recruiting Summary” via JumpFoward, your administrator’s and compliance’s approval in written form (email or note/memo) to the Business Office, allow with flight information. All off-campus recruiting needs to be submitted on JumpForward PRIOR to leaving, this will ensure there are no inadvertent recruiting calendar violations [Revised Spring 2015]
OFFICIAL VISITS (Bylaw 13.6) - Workflow 1. If the prospect will be coming in via air transportation, a flight needs to be secured through Panda Travel. If a prospect wants to extend their visit past the 48 hour period they must purchase a one way ticket home. 2. Coaches must initiate all Official Visit paperwork through JumpForward. Most of the information will be pre-populated from the information that has already been input into your PSAs profile. You need to populate the EC number, please do not submit SSN.
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3. Transcripts, transcript evaluation (if completed), an initial itinerary, the flight itinerary (if applicable), and test scores (for incoming freshmen only) need to be uploaded on to JumpForward. Please be sure to upload the latest transcripts and test scores that you have. If your PSA has attended multiple institutions please upload transcripts from each individual institution [Revised April 2014] 4. The PSA Pledge needs to be given to the prospect before they arrive so their parents can sign. Both the Pledge and the Student Host Receipt need to be completed and present on JumpForward. 5. Compliance will approve if all attachments are present, legible, and readable, and the visit is within its 48 hour time limit (please note that the 48 hour limit will be as strictly enforced as possible). 6. Compliance will send an email to the Business Office and sport notifying that the Official Visit has been approved. The Business Office will then ticket, if necessary. 7. If you want to request host money, please visit the Compliance website and complete the “Entertainment Expense Allowance Report” which should be attached to the requisition and turned into the Business Office. 8. Please complete your Summary as soon as possible after the visit. Original copies of all receipts (including hotel folio(s), student host money, and meals) must be given to Compliance for approval. The signed PSA pledge should be uploaded onto the PSAs profile on JumpForward. Important things to remember about Official Visits per the Recruiting Practices Document (RPD) Official Visits are 48 hours that begins from The time your prospect arrives on campus; You sit down to have a meal with them; OR Drop them off at an on- or off-campus apartment with a current SA. Your PSAs need to meet with the following constituents during their visit UHAD Administrator; A professor within the prospect’s desired major; and Academic Advisor. Hotel room can only be a standard room, prospects can only be upgraded as a regular guest would. No Suites or Junior Suites are allowed. Please include curfew times on all itineraries as well as all approved activities per the RPD. Meals are to be comparable to what other SAs would eat. Hotel receipts/folios must be attached to the Official Visit Summary. If your PSAs hotel room was from trade allocation your PSA must check out of the room and ask for a receipt/folio for their stay [Revised May 2014].
UNOFFICIAL VISITS (Bylaw 13.7) Unofficial Visits are allowed at the prospects own expense an unlimited number of times with the following exceptions: During a Dead Period; Men’s Basketball – during the month of July; Women’s Basketball – during July evaluation periods.
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Procedure: Forms for Unofficial Visits are located on JumpForward. Please complete either before the visit or within two (2) days after the visit is completed. You are not allowed to pay for anything for a prospect or his/her parents during an Unofficial Visit but they are allowed to receive up to 3 tickets to a UH sporting event.
PLAYING AND PRACTICE SEASON (Bylaw 17) Sports other than basketball need to declare their in and out of season playing periods to Compliance. These periods will dictate how many hours you can mandate your students’ to practice. Football will only need to submit their spring schedule. Procedure: Playing and Practice Season Declaration forms are found on the Compliance website. Coaches are to submit their forms to Compliance by the beginning of August each year. Dates will be entered into JumpForward by Compliance and coaches will need to approve these dates. Once these dates have been determined this will determine in/out of season dates and will be visible for CARA log recording. Coaches will notify Compliance if there are any changes in their schedules so they can be approved. At the end of the season, coaches will be provided a Post Season Report in which they will need to indicate whether a student has practiced, competed, utilized a redshirt season, will be applying for a hardship, and lettered in that sport. If a student redshirted the season they will be provided an additional form that will be signed by the student, head coach, Media Relations and Compliance.
RECRUITING AND SCOUTING SERVICES (13.14.3) The sports of Football and Basketball are required to subscribe to NCAA approved scouting services only. Please see Compliance prior to purchasing a scouting service. Procedure: Football and Basketball only - the Recruiting Scouting Services Certification Form is located on the Compliance website. Please either see Compliance prior to purchasing the service then submit the form, or complete and submit the form and wait until you receive approval. All other sports, please ask Compliance prior to purchasing a subscription as there are benchmarks that need to be adhered to, such as same fee for all subscribers, service must provide information to all subscribers. [April 2014]
TRANSFERS TO UH (Bylaw 14.5) To avoid a violation, it is important that a coach’s first question to a prospect is if they are presently attending a 4-year institution. Procedure: If you are approached by a student at another institution, it is the coach’s duty to ask Compliance for a release from the student’s current institution. If a student is transferring to UH, Compliance will forward the notice of permission to speak, or the denial of permission to speak, to all coaches of that sport. It is extremely important that you ask a prospect if they are attending a 4-year institution as one of your first questions so as to avoid a violation. If a prospect is attending a JC and they are in their first year of full-time enrollment, they must be a qualifier for you to recruit them.
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TRANSFERS FROM UH Procedure: Students who are looking to transfer from UH to another institution need to see Compliance to complete a form. The form indicates whether the coach gives permission to speak and/or a one-time release waiver (if applicable), head coach needs to initial whether the one-time transfer is approved and/or permission to contact has been approved. The student must see an administrator to briefly talk about the transfer, then they must see Compliance to speak about their options. The student signs the form which gives the Compliance department permission to release their academic records to the new school. The institution has seven (7) business days from its receipt of the transfer request to grant or deny a student’s the request for both permission to contact and the one-time transfer waiver. If coach denies permission to speak, a hearing must take place within 15 business days from receipt of initial request.
TRAVEL POLICY NCAA policies only permit those who are cleared to participate to receive benefits of offcampus travel, this travel also consists of on-island travel during both championship and nonchampionship segments. Procedure: At the beginning of each semester you will receive your eligibility spreadsheet which will indicate those who are eligible to compete. If a player is ineligible to compete they will be highlighted and an explanation will be given as to why they are ineligible. Those highlighted will not be cleared to travel. The eligibility spreadsheet can and will be updated and coaches will receive an updated copy once a SA becomes eligible.
TRYOUT POLICY Students who are enrolled full-time at UH Manoa (UHM) are permitted to tryout for one of our intercollegiate teams. Please be sure to obtain as much information as possible before the student tries out to ensure they have a chance to be eligible for practice and competition. If there are any eligibility questions or concerns please ask Compliance. Students have a maximum of 14 days to tryout. Procedure: Prior to the tryout, the student will need to see their own physician who will perform a physical form, located on the Compliance website, to sign off stating the student is healthy for intercollegiate competition. Please do not send them to our athletic trainers. The form also has an Assumption of Risk and Release that they are required to complete. This form needs to be on file in the Compliance Office prior to the tryout. If a student makes the team, they will need to see our trainers and doctors for a full medical examination before being permitted to practice as a member of the team. Coaches, please indicate the first date of tryout prior to giving the form back to Compliance.
VIOLATIONS/INVESTIGATIONS Effective and regular communication among key UH staff is essential throughout an investigation. All SAs and employees of the athletics department are obligated to report any violations or possible violations to the Athletics Director or Director of Compliance. The spirit
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of the investigative process is one of cooperation and trust among all involved University staff and regular communication with the NCAA and Conference office. Procedure: The Director of Compliance will immediately share preliminary information concerning a reported possible violation with the Athletics Director and the Faculty Athletics Representative (FAR). Based on the seriousness of the allegation or incident, the Director of Compliance, Athletic Director and FAR will make an initial determination of whether the President, NCAA and Conference office should be notified and whether additional University staff should be included in the deliberations (e.g., the General Counsel or her designee and a University spokesperson). Internal Investigations Initial investigative work will be conducted by the Director of Compliance and FAR, and findings will be reported to the Athletics Director, Chancellor and other appropriate University staff. In all cases, the Director of Compliance and FAR, in consultation with other staff, should immediately determine what steps must be taken to reduce the risk of a continuing or recurring violation (e.g., treatment of all eligibility matters before further competition and eliminate the potential for a reoccurrence of similar violations). If the initial investigation by the Director of Compliance reveals no violation of NCAA or Conference regulations, the findings will be documented and shared with the Athletics Director and, if necessary, the Chancellor. Self-Imposed Penalties Self-imposed penalties for secondary violations will be determined by the Director or Compliance, Athletics Director and FAR. Self-imposed penalties for major violations will be determined by the Chancellor, the AD and the FAR, in consultation with the General Counsel, the Director of Compliance, Conference office, and NCAA. The Director of Compliance, FAR, and Athletics Director will assure the implementation of any self-imposed penalties on any University staff members, representatives of the University’s athletic interests, or SAs.
VOLUNTARY WORKOUTS (Bylaw 17.02.13) For any athletically related activity to be considered “voluntary,” all of the following conditions must be met: • The SA must not be required to report back to a coach or other athletics department staff member (e.g., strength coach, trainer, manager) any information related to the activity. In addition, no athletics department staff member who observes the activity (e.g., strength coach, trainer, manager) may report back to the SA’s coach any information related to the activity. • The activity must be initiated and requested solely by the SA. Neither the institution nor department staff member may require the SA to participate in the activity at any time. However, it is permissible for an athletics department staff member to provide information to SA related to available opportunities for participating in voluntary activities (e.g., times when the strength and conditioning coach will be on duty in the weight room or on the track). In addition, for SAs who have initiated a request to engage in voluntary activities, the institution may assign specific times for SAs to use institutional facilities for such purposes and inform the SAs of the times in advance. • The SA’s attendance and participation in the activity (or lack thereof) may not be recorded for the purpose of reporting such information to coaching staff members or other SAs.
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• The SA may not be subject to penalty if he or she elects not to participate in the activity. In addition, neither the institution nor any athletics department staff member may provide recognition or incentives (e.g., awards) to a SA based on his or her attendance or performance in the activity. • The exception to this rule are safety sports. At UHM, safety sports include swimming, field events, and water polo. In these sports, the coach can be present during voluntary workouts only if: the student initiates the workout; and they do not conduct the workout. Coach is there simply to observe. Procedure: If you have scheduled a time and venue for your SAs to participate in voluntary activities, please submit a calendar to Compliance. It is important for monitoring, and for the welfare of the SAs, that you stick to your designated dates and times [November, 2013].
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