University of Louisiana at Lafayette Rules Education Meeting August 19, 2009. August Rules Education - Compliance Manual -. Overview. Announcements/Updates Review of Compliance Manual Trivia Questions. Announcements. Team Orientations (times/dates on calendar) LSDBi Hot Topics
Rules Education Meeting
August 19, 2009
Policies & Procedures
Athletics Compliance Manual
Please note the Compliance Manual addresses grievance procedures and the university’s sexual harassment policy on p. 2.
Please encourage student-athletes to report grievances to an Associate Athletic Director.
Sexual harassment issues should be reported to the Associate Dean of Students (Dana Beckurs).
Athletic Director/Compliance, & Athletic Director to monitor recruiting practices
Coach submits a “Compliance Official Visit Request” Form along with transcript, test scores if the PSA is in high school, and “Eligibility Request” Form.
The PSA is entered into the NCAA Eligibility Center and placed on our institution’s IRL.
If approved the Compliance Office mails: Official Visit Letter (notice of 5 official visits), welcome letter from Athletic Director, Graduation Rate Report, Academic Progress Rate Report, Graduation Success Rate Report, and the NCAA’s list of banned drugs to PSA.
Coach completes a “Request for Official Recruiting Visit”
Form is signed by head coach and brought to the Compliance Office for approval.
Once approved, the form is sent to the Athletics Business Manager, Athletic Director, President, Comptroller, and Vice President for Business and Finance.
Coach reviews the “Student Host Receipt/Instructions” with the student-athlete host
Student-athlete host signs the “Student Host Receipt/Instructions” form and the “Guidelines for Prospective Student-Athletes and their Student Hosts” form.
Prospective Student-Athlete visits University of Louisiana at Lafayette
The PSA signs the “Guidelines for Prospective Student-Athletes” form.
Coach completes the “Record of Official Visit” form and has the PSA sign.
Receipts are attached to an Expense Account form and turned in with the “Record of Official Visit” form to the Compliance Office for approval.
The form is then sent to the Athletics Business Manager. If approved, the form is sent to the University Business Office.
A copy of the form is returned to the Compliance Office and filed in the student-athlete’s file.
It is the head coach’s responsibility to ensure that student-athlete hosts are aware of all legislation related to hosting a prospect.
After the visit, the student host must turn in all monies not spent to the head coach.
A non-qualifier attending a 2-year college for their 1st year may not be contacted in person on or off an institution’s campus for recruiting purposes.
This means that a 2-year prospect who is a non-qualifier, or has not been certified a qualifier at the time, may not come on an official visit.
NCAA Educational Information
Pre-Enrollment Information (once accepted by UL Lafayette or after signing an NLI)
Programs (must be given to PSA in person)
Non-Athletic Publications (available to all students)
Student-Athlete Handbook (once accepted by UL Lafayette or after signing an NLI)
DVDs (available to all students)
Summer Camp Brochures
Institutional Note Cards
Check website at www.nationalletter.org for current signing periods
Letters are prepared by secretaries in each department
All NLI agreements must be accompanied by a grant-in-aid agreement
2 original NLI letters and 1 quadruplicate Grant-in-aid must be submitted to the PSA (PSA keeps 1 copy of NLI and returns the other and keeps the white (top) copy of the GIA)
PSA must sign within 14 days of the issue date
Originals are returned to the Assistant Athletic Director/Compliance.
A copy is forwarded to the Conference Office within 21 days of the issue date, and the original is kept on file in the compliance office.
Athletes may not practice or be issued equipment once they have been declared ineligible.
Compliance Office must certify incoming freshmen’s eligibility – Coaches will be notified of status
International students are encouraged to turn in applications for admissions early, as they generally take longer to process. All applications, transcripts, and TOEFL scores should be submitted to the Director of Admissions and the Assistant Athletic Director/Compliance as soon as the PSA has made a decision to attend UL.
Once a junior college prospect is identified, it is the coach’s responsibility to submit an “Eligibility Request” form and transcript to the Compliance Office.
Academic certification takes place at the SAAC
If the PSA signs an NLI, he/she will be added to the squad list.
A 2-yr. transfer must serve 1 year of residency at the certifying institution unless he/she was a qualifier, completed 2 full semesters, has a 2.0 GPA, has 24 transferable hours.
If he/she was a non-qualifier, he/she must have graduated from the 2-yr. college, completed a minimum of 48 transferable hours, attended the 2-yr. full-time for at least 3 semesters, and have a 2.0 GPA to be eligible immediately.
If a student-athlete is interested in transferring from a 4-year institution and contacts a UL coach, the coach must immediately inform the Assistant Athletic Director/Compliance.
The Compliance Office will then send a “Permission to Contact/One-Time Transfer Exception” form to the institution of the student-athlete.
If permission is granted, the Compliance Officer will notify the head coach that contact can be made.
If the student decides to attend UL Lafayette, the coach must submit an “Eligibility Request” form.
A 4-yr. transfer who attended a 4-yr. institution for at least one academic yr. shall be eligible for financial aid and practice, regardless of the student’s qualification status.
Please note that information regarding a transfer release appeal has been included in the Transfers section of the manual.
A student-athlete not granted a release for the one-time transfer exception has the right to request an appeal by contacting Cindy Perez, Director of Financial Aid.
Cancellation or additions of scholarships must be indicated in a “Student Update” form and submitted to the Compliance Office.
Please see Bylaw 18.104.22.168 for allowable reasons to reduce or cancel scholarships.
Summer school aid is allowed only to those athletes who received athletic aid in the previous year and is given in the same equivalency.
Incoming freshmen who have signed an NLI are allowed to receive summer financial aid as long as they enroll in the minimum academic-hours requirement (6).
Summer school scholarship spreadsheets must be turned in by May 15th.
Coaches must turn in the “Declaration of Playing and Practice Seasons” form along with a schedule prior to the 1st practice.
Changes may be made and submitted to the Compliance Office.
Each head coach must maintain records on “Countable Athletically Related Activities” for each athlete. These forms will be collected at the end of each month at the Rules Education Meeting.
The “Participation Log” should be turned in to the Compliance Office immediately following the completion of the season.
It should list all student-athletes and scheduled competitions.
It is the position of the Athletics Department that no male practice players will be engaged in practice sessions with women’s teams.
Coaches wishing to obtain complimentary tickets for PSA’s on unofficial visits must submit an “Unofficial Visit Complimentary Pass” form.
Each PSA on an unofficial visit may receive 3 complimentary admissions per home game (1 for the PSA and 2 for guests).
An “Unofficial Visit” form must be completed by the PSA and head coach when a PSA makes an unofficial visit.
A PSA on an Official visit may also receive 3 complimentary admissions (1 for the recruit and 2 for parents or legal guardians only).
When needed, a PSA on an official visit may receive an additional 2 complimentary admissions for step-parents per the non-traditional family exception.
Each sport must submit a “Prospective Student-Athlete Passes for Athletic Event” form.
No complimentary admissions may be provided during official or unofficial visits for post season play.
Please note the Sr. Associate Athletic Director is able to sign in the place of the Assistant Athletic Director/Compliance to approve travel reimbursements.
The Athletic Department’s Class Absence/Travel Policy states:
No student-athlete shall miss more than a total of seven MWF and five TR classes in a semester as a result of team travel for competition. Exceptions to this policy must be approved by the Athletic Director in consultation with the University Athletics Committee. This policy excludes conference tournaments and NCAA post-season competitions.
Camp coordinator must fill out the “Request and Authorization for Athletic Camps/Clinics” form which is approved by the Athletic Director, President, and Student Union Director.
A list of all people receiving payment for services during the camp/clinic should be attached to this form.
Forms and money are mailed to the Student Union along with registration forms and other camp mail outs.
You must use the correct account number.
It is the coach’s responsibility to make mailing labels and name tags.
Payments for staff cannot be submitted until after the camp is over.
All waiver requests are submitted to the Compliance Office where the Assistant Athletic Director/Compliance makes the determination if a waiver is appropriate and if so, which waiver must be completed.
All university staff members, administrators, student-athletes, and boosters are required to report a violation to the Compliance Office immediately.
Once the Assistant Athletic Director/Compliance reviews the allegations, a preliminary inquiry is conducted to determine the degree of the violation.
If it is determined that a secondary violation has occurred, an investigation will be conducted by the Assistant Athletic Director/Compliance. A final report is sent to the Sun Belt Conference and the FAR.
If a violation is determined to be major, the Athletic Director is notified and in turn notifies the President and FAR. A final report of the investigation is sent to the Sun Belt Conference and the NCAA.
Please review the Student-Athletes section of the manual to learn about:
The Student-Athlete Advisory Committee;
The Student-Athlete Opportunity Fund; and
CHAMPS Life Skills
Student-athletes are not allowed to receive benefits that are not able to be received by the general student population.
Transportation – staff members may provide reasonable local transportation to SAs on an OCCASIONAL basis.
Meals – NCAA allows OCCASIONAL meals to be provided to SAs in someone’s home. These may not take place at a restaurant. An “Occasional Meal” form must be completed and approved by the Compliance Office prior to the meal being provided to student-athletes.
Exit Interviews – A member of the Exit Interview Committee will administer exit interviews to all student-athletes leaving the university, whether for eligibility or transfer purposes.
Please review the employment section.
Note that specific information regarding student-athlete employment has been provided, including permissible pay rates, and instructions for providing fee-for-lesson instruction.
Please note that student-athletes become ineligible for one full year following a positive NCAA drug test.
The UL drug testing policy is in this section as well as the penalties for positive tests.
Appeals procedures are also outlined in the manual.
Student-athletes have been made aware of the Athletic Department’s Pregnancy Policy which is also located in the Student-Athlete Handbook.
Essentially, a pregnant student-athlete shall report their condition to the Athletic Training Staff at the earliest known date of pregnancy, to better ensure the health and welfare of the student-athlete and unborn child.
Student-athletes and athletic staff members are prohibited from engaging in intercollegiate sports gambling.
Participation in gambling can jeopardize a student-athletes eligibility.
Participation in gambling by staff members warrants disciplinary or corrective action.
Head coaches are responsible for their booster groups with respect to their activities, including NCAA Compliance.
The Assistant Athletic Director/Compliance will present the NCAA rules and regulations to any booster group upon request.
UL Lafayette athletic staff members are required to annually complete the “Disclosure of Outside Income” form and submit it to the Assistant Athletic Director/Compliance who will submit all forms to the Athletic Director.
These forms also have to be approved by the President of the University.
Please note that a compliance calendar has been included in the manual to provide a tentative schedule of topics that will be covered at monthly Rules Education Meetings as well as reminders for dates when certain forms are due.
All of the forms mentioned in this presentation can be found in the back of the manual.
Forms are also available online at www.ragincajuns.com
Go to Departments, Staff Documents
Click on “Compliance Forms”
1) What does a manager have to do in order to perform limited duties?
2) What is the username and password to access the compliance forms online?
3) Name one new form that has been added to the Compliance Manual this year?