UIS Athletic
Compliance Manual
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Compliance Manual
Table of Contents
COMPLIANCE PROGRAM ... 5
Introduction ... 6
Overview of the Athletics Compliance Program ... 7
Institutional Control ... 7
NCAA Compliance Statement ... 8
10.1 Unethical Conduct ... 8
Reporting Structure ... 9
Compliance Responsibilities ... 9
Disciplinary Actions for Violations ... 10
Responsibilities for Rules Compliance ... 11
Compliance Committee... 11
RULES EDUCATION PROGRAM ... 12
Coaches and Administrators ... 13
All Athletic Department Staff ... 13
Student-Athletes ... 14
Academic Services, Registrar, Faculty, Financial Aid Office and Admissions ... 14
Boosters and External ... 14
REQUESTING RULES INTERPRETATIONS ... 15
Rules Interpretation Requests ... 16
REPORTING POTENTIAL VIOLATIONS ... 17
What is a Secondary or Major Violation?... 18
Reporting a Violation ... 18
To Whom Shall an Alleged Violation be Reported? ... 18
Alleged Violations Involving Other NCAA Institutions ... 19
Processing Rules Violations ... 19
RECRUITING... 22
Established Recruiting Policies ... 23
Recruiting Terminology ... 25
Social Networking Sites ... 28
Contactable Student-Athletes ... 29
Contacts and Evaluations ... 30
Off-Campus Recruiting ... 30
Telephone Calls/Text Messages ... 33
Compliance Assistant (CA) ... 33
Official Visits ... 33
Unofficial Visits ... 36
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NCAA ELIGIBILITY CENTER ... 40
Initial Eligibility/Amateurism Requests ... 41
Sport IRL Management... 41
FINANCIAL AID ... 43
Athletics Scholarship and NLI Awarding Process ... 44
Renewal of Athletics Aid ... 48
Cancellation, Non-Renewal or Reduction of Athletics Aid ... 49
Appeals Process ... 50
ELIGIBILITY CERTIFICATION ... 51
Initial Eligibility Certification ... 52
Transfer Eligibility Certification ... 53
Continuing Eligibility Certification... 55
ROSTER MAINTENANCE ... 57
Roster Change ... 58
TRANSFER POLICY ... 59
Recruiting Four-Year Transfers ... 60
Granting Permission to Contact ... 60
General Transfer Rule ... 61
Transfer Waivers... 61
UIS Transfer Appeals Process ... 61
Great Lakes Valley Conference Intra-Conference Transfer Rule ... 62
Great Lakes Valley Conference Appeals Process ... 62
PLAYING AND PRACTICE SEASONS ... 63
Countable Athletic Activities ... 64
Championship/Non-Championship Segments ... 65
Out-of-Season Activities ... 65
Individual Skill Instruction ... 65
Procedures for Monitoring Countable Athletically Related Activities... 76
Playing and Practice Season Procedures ... 76
Scheduling Procedure and Policy ... 79
Procedures for Cancellations/Schedule Changes ... 70
Parameters for Rescheduling Games ... 70
Guidelines Regarding a Student-Athlete’s Season of Competition ... 71
GAMBLING AND SPORTS WAGERING ... 72
Bylaw 10.3 Sports Wagering Activities ... 73
Bylaw 10.4 Disciplinary Action ... 73
COACH INVOLVEMENT WITH OUTSIDE TEAMS/LEAGUES/TOURNAMENTS 74 INSTITUTIONAL AND NON-INSTITUTIONAL SPORTS CAMPS & CLINICS .. 76
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Institutional Sports Camps & Clinics ... 77
Non-Institutional Sports Camps & Clinics ... 77
EXTRA BENEFITS ... 79
General Rule – Extra Benefits ... 80
Permissible Benefits ... 80
Non-Permissible Benefits ... 85
EQUIPMENT AND APPAREL ... 88
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INTRODUCTION
Compliance with NCAA and GLVC rules is a shared responsibility requiring the support of numerous constituencies both on and off campus. Directing this cooperative effort, the University of Illinois Springfield (UIS) Athletics Compliance Office staff:
1. educates key groups and stakeholders about relevant NCAA and GLVC regulations; 2. coordinates policies and procedures to effectively meet these regulations; and, 3. implements systems to monitor the effectiveness of these policies and procedures. NCAA rules dictate that UIS is responsible for the actions of its coaches, administrators, staff, student-athletes, alumni, fans, and friends. Even inadvertent violations can result in penalties for our student-athletes and the University. So please, ask before you act.
The information contained in this Manual is an overview of Division II intercollegiate athletics compliance and UIS policies and procedures; it is not comprehensive. If you have any questions about any NCAA, GLVC, or University of Illinois Springfield regulations, please contact the compliance office for assistance.
Name Office Phone E-mail Cell Phone
Kim Pate, Athletic Director 217-206-7592 [email protected] 828-553-6111 Hayley Ross-Treadway, Assistant
Athletic Director for Compliance
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OVERVIEW OF THE ATHLETICS COMPLIANCE PROGRAM
In an effort to maintain full compliance with NCAA and GLVC legislation, as well as meet its obligation to the principle of Institutional Control, UIS has developed the following blueprint for its Athletics Compliance Program:
1. Develop and implement operating systems designed to meet applicable NCAA regulations. 2. Clearly articulate the policies and procedures, which comprise these systems.
3. Delineate the responsibilities of those individuals impacted by these systems. 4. Educate the involved constituencies regarding relevant regulations.
5. Monitor the performance and success of the compliance systems to ensure that the goal of full compliance is constantly pursued.
6. Prioritize, enhance, and fine-tune systems, policies, and procedures whenever necessary, to maximize effectiveness and efficiency.
7. To help ensure the proper level of Institutional Control, we have established partnerships with key University offices external to the athletics department, including the:
Academic Advising (Liaisons: Mae Noll Ext. 67473) Registrar’s Office (Liaisons: Aleta Carlberg Ext. 68295)
Office of Financial Aid (Liaisons: Carolyn Schloemann Ext. 67964) Office of Admissions (Liaisons: Lori Giordano, Ext 67284)
Each of these partnerships relies on the work of designated liaisons, which are educated regarding those NCAA rules and regulations which are relevant to their area of responsibility.
INSTITUTIONAL CONTROL
The University of Illinois Springfield is solidly committed to maintaining the integrity of its intercollegiate athletics program, sports teams, coaches, administrative staff and student-athletes. This commitment and obligation extends to the operation of the athletics department in adherence to the principle of Institutional Control, consistent with the spirit of NCAA, GLVC, and UIS rules and regulations. Proper control of the athletics program is maintained through:
1. Responsible actions by athletics department staff members, administrators, faculty, and other
University entities.
2. The education of coaches, staff members, student-athletes, and other individuals involved with the
operation of the athletics program.
3. The development of clear and effective operating systems within the athletics department and the
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within the scope and intent of applicable regulations.
Each individual involved in the operation of the athletics program is obligated to maintain competency in knowledge of the rules; to act within his or her area of responsibility in full compliance with the governing legislation; and to report any violation of NCAA, GLVC, or UIS rules that he or she is aware of.
NCAA COMPLIANCE STATEMENT
The University of Illinois Springfield is committed to operating within all guidelines and regulations established by the National Collegiate Athletic Association, specifically including, but not limited to, Bylaw 10 (Ethical Conduct); Bylaw 11 (Conduct and Employment of Athletics Personnel); and Bylaw 13 (Recruiting). Any staff member who is found in violation of NCAA regulations shall be subject to disciplinary or corrective action as set forth in the provisions of the NCAA enforcement procedures, including suspension without pay or termination of employment for significant or repetitive violations (Bylaw 11.2.1). All athletics personnel are required to immediately self-report possible NCAA (and conference, if applicable) rules violations to the Director of Athletics or Assistant Athletic Director for Compliance.
10.1 UNETHICAL CONDUCT
Unethical conduct by a prospective or enrolled student-athlete or a current or former institutionalstaff member (e.g., coach, professor, tutor, teaching assistant, student manager, student trainer) may include, but is not limited to, the following:
1. Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or the individual's institution;
2. Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete;
3. Knowing involvement in offering or providing a prospective or an enrolled student-athlete an improper inducement or extra benefit or improper financial aid;
4. Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual's institution false or misleading information concerning the individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation;
5. Receipt of benefits by an institutional staff member for facilitating or arranging a meeting between a student-athlete and an agent, financial advisor or a representative of an agent or advisor (e.g., "runner");
6. Knowingly providing a student-athlete with a banned substance, impermissible supplement, or medications contrary to medical licensure, commonly accepted standards of care in sports medicine practice, or state or federal law. This provision shall not apply to banned substances for which the student-athlete has received a medical exception per Bylaw 31.2.3.5; however, the
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substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law;
7. Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or institution's admissions office regarding an individual's academic record (e.g., schools attended, completion of coursework, grades, test scores);
8. Fraudulence or misconduct in connection with entrance or placement examinations; 9. Engaging in any athletics competition under an assumed name or with intent otherwise to
deceive; or
10. Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or the institution's athletic department regarding an individual's amateur status.
REPORTING STRUCTURE
The Chancellor serves as chief executive officer and is authorized by the Board of Trustees for finalizing all employment contracts and compensation agreements. The Athletic Director is responsible for general supervision of the intercollegiate athletics program and reports directly to the Chancellor with a dotted line report to the Vice Chancellor for Student Affairs of the University. The Athletic Director meets bi-monthly with the Vice Chancellor and provides regular updates on all aspects of the intercollegiate athletics program. The Athletic Director meets with the Chancellor on an as needed basis. General policies and procedures for athletics staff are the same as for all institutional staff employees and are detailed in the Staff Employee Handbook. Specific policies and procedures related to intercollegiate athletics may be established by the Athletics Director and are contained in the Athletics Policies and Procedures Manual. The Faculty Athletic Representative meets once a semester with the Chancellor and reports directly to the Chancellor. The Assistant Athletic Director for Compliance has direct access to the Chancellor and works closely with the Faculty Athletics Representative. The Institutional Athletics Committee (IAC) chair is kept informed of all matters related to athletics and meets once a year with the Chancellor.
COMPLIANCE RESPONSIBILITIES
University of Illinois Springfield is committed to the NCAA principle of institutional control, and considers CEO oversight to be fundamental in ensuring that the program is operated in a manner consistent with the education mission of the university. The institution is obligated to apply and enforce NCAA and conference legislation in all areas related to the operation of its intercollegiate athletics program, including admissions, financial aid, eligibility, academic integrity and recruiting. To comply with the principle of institutional control, it is necessary that policies and procedures be established that enhance rules compliance and minimize violations. It is equally important that compliance responsibilities be delegated to a number of individuals, both inside and outside the Department of Athletics, who have responsibility and are accountable for compliance with NCAA and conference rules.
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Institutional control is a priority of the Chancellor of the university that has been formally delegated to the Director of Athletics and Faculty Athletics Representative. Specific day-to-day responsibilities for NCAA rules compliance have been assigned to the Assistant Athletic Director for Compliance, who serves as the primary point of contact for rules and compliance issues. The registrar has been assigned responsibility for certifying the accuracy of initial, continuing, and transfer eligibility. The Director of Financial Aid has been assigned responsibility for maintaining accurate financial aid data reflected on squad lists and for ensuring rules comply with Bylaw 15. All institutional staff members and all representatives of the intercollegiate athletics program are expected to operate in compliance with NCAA rules and regulations.
The job performance criteria by which all athletics personnel are evaluated includes consideration of their adherence with established rules compliance policies and procedures as well as standards of ethical behavior. Employment agreements for all athletics personnel stipulate that the violation of NCAA and conference rules is prohibited and may result in disciplinary action up to and including termination of employment. Athletics personnel participate in continuing education programs regarding NCAA and conference legislation and annually sign the NCAA Certification of Compliance for Staff Members of Athletics Departments form affirming that they have reported any known rules violations.
DISCIPLINARY ACTION FOR VIOLATIONS
In support of the University’s commitment to NCAA rules compliance and in accordance with the University’s Human Resource policies related to administering progressive, consistent, and fair
discipline, the following disciplinary actions will be applied to all athletics staff involved with an NCAA rules violation.
Verbal Warning
In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has never committed a previous NCAA rules violation or has not committed a recent rules violation (in the past two years), or when the staff member immediately self-reports an unintentional inadvertent
violation (assuming it is not a repeat violation) the staff member would receive a verbal warning. Letter of Admonishment
In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has committed a previous similar violation of specific legislation or who has committed a second violation within a recent time period (less than two years), the staff member would receive a letter of admonishment in their personnel file.
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Letter of Reprimand
In the case of an unintentional, inadvertent secondary rules violation involving a staff member who has committed multiple previous similar violations of specific legislation or who has committed multiple violation within a recent time period (e.g.; 4 violations in less than two years), the staff member would receive a letter of reprimand in their personnel file and may be subject to suspension without pay or restricted duties.
Termination or Notice of Non-Renewal
In the case of an intentional rules violation, a documented history of repeated secondary violations or knowingly withholding or providing misleading information in regard to an investigation of NCAA rules violation(s) the staff member would be subject to possible suspension without pay, termination, or issue of notice of non-renewal (in accordance with University notice requirements).
RESPONSIBILITIES FOR RULES COMPLIANCE
The Chancellor of the University of Illinois Springfield exercises general institutional control over the intercollegiate athletics program and ensures that the program operates in a manner that is consistent with the educational mission of the institution. Oversight of NCAA rules compliance has been formally delegated by the Chancellor of the University to the Director of Athletics, Faculty Athletics Representative, Registrar, Director of Financial Aid, and Assistant Athletic Director for Compliance.
COMPLIANCE COMMITTEE
The Compliance Committee is charged with assessing the compliance efforts of the institution’s compliance program. The Compliance Committee is chaired by the Assistant Athletic Director for Compliance and is made up by the following members: Director of Athletics, Director of Financial Aid or their designee, Certifying Officer, Registrar, FAR, Director of Admissions or their designees, and Assistant Athletic Director for Compliance. The committee meets a minimum of two times per year and is responsible for conducting random audits of recruiting and practice logs. The committee is also responsible for reviewing key compliance systems including the certification of eligibility, rules education program, and monitoring of recruiting.
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UIS recognizes rules education as a pivotal component of the institutional rules compliance program in an effort to decrease the likelihood of inadvertent unintentional violations. Under the direction of the Assistant Athletic Director for Compliance, intentional educational opportunities are directed toward coaches, athletics administrators & staff, student-athletes, faculty, financial aid, admissions, registrar, student academic support services, and external representatives of athletics (boosters, trustees, alumni).
COACHES AND ADMINISTRATORS
Coaches will be evaluated in their annual performance review based on attendance of rules education sessions. Coaches who fail to attend scheduled rules education sessions are required to attend a make-up rules education meeting with the Assistant Athletic Director for Compliance to review the pertinent compliance topics and receive corresponding handouts.
• Required rules-education seminars are conducted at the beginning of each academic year and are required for all members of the athletic staff.
• A series of rules-ed presentations/discussions covering key topics in athletics compliance are conducted each month during the “All Staff” meetings. These are designed for coaches and administrators, but open to the entire department.
• A new legislation rules education session is provided following the NCAA Convention. • E-mail reminders and bulletins are used to communicate important information concerning
breaking issues and timely topics. These are sent by the Compliance Office to all affected athletics department staff members.
• A compliance orientation regarding NCAA and GLVC regulations, UIS policies and procedures, and expectations regarding rules compliance, is provided to all new and incoming coaches by the Assistant Athletic Director for Compliance.
• A coaches certification review sessions is provided as a review session for the annual Coaches Certification Test.
• Coaches are required to pass the Coaches Certification Test prior to being permitted to recruit off-campus. Coaches Certification Tests are conducted by the Faculty Athletic Representative.
ALL ATHLETIC DEPARTMENT STAFF
• An August athletics orientation session is conducted with all staff confirming a commitment to NCAA rules compliance, which is led by the Athletic Director and Assistant Athletic Director for Compliance. The Chancellor also attends the session to reinforce and affirm the
commitment to NCAA rules compliance.
• The department also holds monthly staff meetings by which the Assistant Athletic Director for Compliance presents a rules education segment for all staff.
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STUDENT-ATHLETES
• All Student-Athletes are required to attend a compliance meeting prior to participation in countable athletic activities by which mandatory forms are reviewed and completed: NCAA Drug Test Consent Forms, Student-Athlete Statement. In addition, preseason presentations are made applicable to each sport.
• The Assistant Athletic Director for Compliance/Senior Woman Administrator routinely attends the Student-Athlete Advisory Committee meetings. Two presentations are made to this group each academic year.
• End of year session to cover issues related to amateurism, summer participation, camps, employment, and athletic training forms.
ACADEMIC SERVICES, REGISTRAR, FACULTY, FINANCIAL AID
OFFICE AND ADMISSIONS
Seminars/discussions are held twice per academic year with specific internal stakeholders relative to NCAA rules compliance for there specific areas. Memos are circulated several times through the course of the academic year. Meetings are conducted as needed.
BOOSTERS AND EXTERNAL
• A compliance webpage provides links to educational information as well as other relevant compliance information.
• The monthly e-newsletter includes a compliance tip of the month within the report sent out to all boosters on the mailing list.
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RULES INTERPRETATION REQUESTS
Any individual may request a rule interpretation. This would include coaches, athletics department staff members, student-athletes, university employees, representatives of UIS’s athletic interests (boosters), etc. Interpretation requests may occur verbally or in writing, via e-mail, phone call, or in-person. Written requests, using either the “interpretation request form” found in the appendix or via email, are strongly recommended whenever complicated situations are involved, in order to
minimize the chance for potential misunderstandings of the question or answer.
All requests for NCAA rules interpretations should be handled through the UIS Athletic Compliance Office. The Assistant Athletic Director for Compliance is the primary contact for a rules interpretation. The Faculty Athletics Representative and Director of Athletics are also available to assist with processing a rules interpretation request.
Whenever possible, the compliance office should request that a rules interpretation from the Great Lakes Valley Conference office and NCAA staff be provided in writing. Whenever possible, a request for an interpretation of NCAA rules should initiate to the conference office contact rather than bypassing the contact and going directly to the NCAA. Once an interpretation has been confirmed, the compliance office will share the official interpretation with the individual who requested the interpretation, the FAR, the AD, and all relevant coaches who would benefit from the interpretation. The compliance office works diligently to maintain a written record of all requested interpretations.
Coaches are reminded that the UIS Athletics Department policy does not permit coaching staff members to contact either the NCAA Office or the GLVC Office directly to request a rules interpretation. Coaches are encouraged to contact the UIS Office of Compliance for an official interpretation rather than seeking out an interpretation from another coach or institution.
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In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules, whether they are secondary or major, shall be investigated. At no time shall any rules violation (secondary or major) go unreported to the Director of Athletics and Assistant Athletic Director for Compliance. If it is determined that a violation has occurred, the violation must be reported to the Chancellor, appropriate conference officials, and the NCAA national office. All athletic department staff members (including part-time staff members and clerical staff) must sign the Certification of Compliance for Staff Members of Athletics Departments form each year, affirming that they have reported all knowledge of any violations.
WHAT IS A SECONDARY OR MAJOR VIOLATION?
A secondary violation is a violation that is isolated or inadvertent in nature, provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit (including, but not limited to, extra benefit, recruiting inducement, preferential treatment, financial aid) (Bylaw 19.02.2.1).
A major violation is any other violation, specifically those that provide an extensive recruiting or competitive advantage. Multiple secondary violations may collectively be considered as a major violation (Bylaw 19.02.2.2).
REPORTING A VIOLATION
Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of the University’s athletics interests, member of the community) may report an alleged, rumored, or suspected violation. The individual may report the alleged, rumored, or suspected violation verbally or in writing. The report may be made anonymously by calling the UIS Compliance office at 217-206-8467.
TO WHOM SHALL AN ALLEGED VIOLATION BE REPORTED?
If an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the Assistant Athletic Director for Compliance of the violation in a timely manner. All staff members are expected to be committed to this policy and are to immediately report any alleged or suspected situation or activities that may represent violations of any NCAA, conference or institutional rules. Individuals, other than athletic department staff members, may report an alleged violation to any or all of the following persons:
Kim Pate, Director of Athletics
Hayley Ross, Assistant Athletic Director for Compliance Marcel Yoder, Faculty Athletics Representative
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ALLEGED VIOLATIONS INVOLVING OTHER NCAA INSTITUTIONS
If an individual (i.e., athletic department staff member, student-athlete, university employee, representative of UIS athletics interests, member of the community) has knowledge of an alleged violation(s) that involves another NCAA member institution and impacts the University of Illinois Springfield, this individual shall report the alleged violation(s) to the Assistant Athletic Director for Compliance. The Assistant Athletic Director for Compliance will discuss the violation and desired plan of action to address the situation with the Director of Athletics and/or the Faculty Athletics Representative. The Director of Athletics may then contact the NCAA and/or Conference Office to request that the alleged violation be investigated.Processing Rules Violations
(The following procedures have been adapted from the NCAA Division II Best Practices.) Step 1
The Assistant Athletic Director for Compliance is notified immediately of a possible violation. The matter is documented and the Director of Athletics and Faculty Athletics Representative are notified of the possible violation.
Step 2
The Assistant Athletic Director for Compliance, the Director of Athletics, and the Faculty Athletics Representative form the Investigations Committee responsible for reviewing the facts of the situation and determining if a violation has occurred. The Assistant Athletic Director for Compliance will gather facts and complete an initial investigation form to share with the AD and FAR that will contain the pertinent information of the investigation and any statements relative to the reporting. If the violation involves any members of the investigation committee, the Chancellor of the University must be immediately notified by an uninvolved committee member. The alleged party cannot participate in the investigation and must cooperate in providing facts and a statement regarding the incident. The Chancellor of the University may designate a third party to serve on the investigation committee if a possible major or intentional violation is alleged related to either the Athletic Director or Assistant Athletic Director for Compliance.
IfNo Violation was Found to Have Occurred - No further action is necessary (an investigation report must be completed indicating the facts of the case, and rationale and interpretation for why no violation occurred).
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Step 3
The Investigations Committee makes the determination if the violation is major or secondary in nature, or intentional versus inadvertent.
Major Violation
If, based on the facts, there is a possible major violation; the Assistant Athletic Director for Compliance must immediately report the incident to the Chancellor. The Investigations Committee will develop a detailed action plan, including a plan for public response. The Director of Athletics will notify the Sports Information Director regarding appropriate responses to inquiries while the investigation is being conducted.
Secondary Violation
If, based on the facts, there is a possible secondary violation; the Assistant Athletic Director for Compliance should proceed with the NCAA Secondary Violation Self-Reporting Instructions. The Investigations Committee will determine if the secondary violation is a Level I or Level II violation. If determined to be a Level I violation, go to Step 4. If a Level II, the Assistant Athletic Director for Compliance will make a recommendation to the AD and FAR who then impose sanctions on the individual(s) involved in the violation.
Step 4
For a possible major or secondary Level I violations, the Director of Athletics will supervise the investigation process. The Assistant Athletic Director for Compliance will assist in gathering the necessary information and in arranging the appropriate interviews. The investigation should proceed in a timely manner.
Step 5
If it is determined that a Secondary Level II violation occurred, the Assistant Athletic Director for Compliance must impose prescribed penalties, report the violation on the Level II Violation Report Form and forward the violation to the conference office on a quarterly basis. The conference office will then report the Level II violations directly to NCAA Enforcement staff. If there are no prescribed penalties required per NCAA legislation, the Director of Athletics should take appropriate corrective measures to address the issue. A quarterly report of violations should be sent to the Chancellor, the AD, the FAR, and the Intercollegiate Athletics Council, with a copy kept on file in the athletics compliance office. NOTE: Violations designated as Level II secondary violations could be considered major under certain circumstances. Multiple Level II violations could be taken together and considered major.
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Step 6
If a secondary Level I violation or a major violation has occurred, the Assistant Athletic Director for Compliance should issue, in writing, a detailed report of the incident(s). At its earliest convenience, the Investigations Committee should meet and interview separately all involved parties. An interview guide should be developed and used to ensure the same questions are asked of each party, and that if different questions are applicable, those are addressed adequately. Follow-up questions should be documented in each interview.
Step 7
Once all pertinent information has been gathered and reviewed and it has been determined that a Major or Secondary Level I violation has occurred, a self-report should be summarized by the Assistant Athletic Director for Compliance and the AD. The report must be sent to the NCAA and the conference office. The report shall include the following information:
• The date and location of the violation & date of the self-report. • A description of the violation, including the rule that was violated.
• The identity of the coaches, prospective and enrolled student-athletes, and other individuals
involved in the violation.
• The means by which the institution became aware of the violation. • All investigative actions the institution completed.
• A list of corrective and disciplinary actions by the institution (self-imposed) and conference. • An acknowledgement that a violation occurred and the institution's position regarding
whether the violation is major/secondary.
• A student-athlete reinstatement waiver must be completed if the institution is requesting
restoration of eligibility for any prospective or enrolled student-athletes.
Copies of complete report(s) should be forwarded to the Chancellor, the AD, the FAR, the Campus Athletics Committee, and all involved staff members/student-athletes. A copy of the report should remain on file in the compliance office.
Step 8
The institution may issue letters of admonishment and/or reprimand, when appropriate, for institutional and non-institutional employees.
Step 9
The institution should strengthen rules education and preventive measures in the compliance area of which the violation occurred. Further evaluation should occur of the involved staff member(s) responsible for oversight.
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ESTABLISHED RECRUITING POLICIES
1. The head coach of each sport is responsible for the recruitment of academically qualified and athletically talented student-athletes.
a. The Director of Athletics in consultation with the head coach will establish target recruitment and participation numbers for each sport (in consideration of title IX). b. Coaches are expected to provide information pertaining to walk-on and tryout
procedures for distribution to prospective and enrolled students. In addition, coaches are expected to coordinate with the Admissions Office in visitation and orientation activities geared toward the recruitment of students in general.
2. Student-athlete recruitment at University of Illinois Springfield shall be conducted in full compliance with all NCAA and GLVC recruiting regulations.
a. In-person, off-campus recruitment activities are limited to authorized athletics department staff members, specifically those coaches that have received annual certification administered by the F.A.R.
b. Representatives of an institution’s athletics interest (boosters) are strictly prohibited from making in-person, off-campus recruiting contacts or telephone calls with a prospective student-athlete or the prospective student-athlete’s relatives or legal guardians.
c. Current UIS student-athletes should not to be directed by a coach, to contact any prospective student-athlete, not off-campus in-person, by e-mail, or telephone. d. Coaches are responsible for maintaining accurate recruiting records, including
records of unofficial visits, try-outs, & off-campus recruiting logs. Once recruitment is triggered, or one phone call is initiated, coaches are responsible for maintaining current data in Compliance Assistant (CA) for all recruited student-athletes.
e. Contact periods- Coaches are responsible for knowing permissible contact periods. 3. Formal collaboration between the athletics department, the admissions office, and the
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a. The Assistant Athletic Director for Compliance will serve as the liaison for all interdepartmental records pertaining to the recruitment of student-athletes, such as CA and Banner.
b. Prospective student-athletes are recruited, admitted, and awarded financial aid using the same criteria and procedures as established for students in general. All decisions regarding admission, certification of academic standing, and evaluation of academic performance are made by institutional personnel who have authority for these matters in general and who are not affiliated with the athletics program.
c. Athletic Aid is authorized by the Director of Athletics and the Director of Financial Aid. All other decisions regarding the packaging of financial aid for student-athletes are made by institutional personnel who are not affiliated with the athletics program. Coaches are directed to work with the designated athletic administrative staff for determining financial aid packages and are not permitted to negotiate award packages with financial aid staff.
4. All institutional personnel who may be involved in the recruitment of prospective student-athletes shall participate in regular and on-going continuing education programs regarding recruiting rules and the intent of those rules.
a. The Assistant Athletic Director for Compliance and select institutional staff members shall attend the annual NCAA Regional Compliance Seminar.
b. Rules education materials, including recruiting regulations, will be distributed annually to boosters, trustees, prospective student-athletes, and other key constituents.
c. A compliance and rules education program will be a formal part of monthly staff meetings.
5. All expenditures pertaining to the recruitment of prospective student-athletes, including travel and entertainment on official visits and unofficial visits, must be processed using the established fiscal policies and procedures of UIS and subject to audit and institutional review. All travel expenses associated with an official visit must be approved in advance by the Assistant AD for Compliance and Business Administrative Assistant.
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6. Required forms are referred to throughout this document, in the sections where they are applicable. They are signified by being bolded and underlined. All forms can be located on the Athletics General shared drive, and are labeled by the same name that they are referenced in this document. Examples are also attached in the appendix of this manual.
RECRUITING TERMINOLOGY
The following technical terms associated with the recruiting process have precise meanings as defined by NCAA legislation. Please refer to the NCAA Manual for detailed definitions and applications of these terms.
Contact
A contact is any fact-to-face encounter between a prospective student-athlete (PSA) or the prospective student-athlete’s relatives or legal guardians and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange of a greeting. (Bylaw 13.02.3)
Evaluation
An Evaluation is any off-campus activity designed to assess the academic qualifications or athletics ability of a prospective student-athlete (PSA), including
any visit to a PSA’s educational institution or the observation of any practice or competition at which the PSA participates. (Bylaw 13.02.6)
An institution may evaluate a prospective student-athlete at any time during a prospective student-athlete’s career, provided the evaluation occurs within the permissible evaluation period(s) (Bylaw 13.1.4).
There are no limitations on the number of evaluations an institution is allowed per prospective student-athlete per academic year (Bylaw 13.1.8).
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Official Visit
An official visit to a member institution by a prospective student-athlete is a visit financed in whole or in part by the member institution (Bylaw 13.6).
A member institution may finance only one visit to its campus for a prospective student-athlete. An expense-paid visit may not be provided earlier than the opening day of classes of the prospective student-athlete’s senior year in high school (Bylaw 13.6.1).
Permissible Recruiters
In-person, off campus recruiting contacts shall be made only by authorized athletics department staff members. Off-campus contact by representatives of an institution’s athletics interest is prohibited. Institutional staff members must be certified on an annual basis as to knowledge of applicable recruiting rules (Bylaw 13.1.2).
Prospective Student Athlete (PSA or Prospect)
A student who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a prospect if the institution provides such an individual (or his/her relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective students generally. An individual remains a prospective student-athlete until the individual enrolls in a minimum full-time program of studies and attends classes in any term at a four-year institution’s regular academic year or participates in a practice or competition at a four-year institution (Bylaw 13.02.9)
Recruiting
Recruiting is any solicitation of a prospect or a prospect’s relatives for the purpose of securing the prospects enrollment and ultimate participation in the athletics program. (Bylaw 13.02.10)
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Recruited Prospective Student-Athlete (Recruit)
The following actions by staff members or athletics representatives cause a prospect to become a “recruited student-athlete:”
a) Providing the prospect with an official visit;
b) Having an arranged, in-person, off-campus encounter with the prospect or the prospect’s parents, relatives or legal guardians;
c) Initiating or arranging a telephone contact with the prospect, the prospect’s relatives or legal guardian on more than one occasion for the purpose of recruitment; or
d) Issuing a National Letter of Intent or a written offer of athletically related financial aid (Bylaw 13.02.10.1).
Telephone Contact
Telephone calls to a PSA may not be made before June 15 immediately preceding the prospect’s junior year in high school; thereafter, there shall be no limit on the number of telephone call made by institutional staff members to a PSA (Bylaw 13.1.3). Text Messaging is also now permissible under the same consideration of phone calls and is only permissible immediately preceding the prospect’s junior year in high school.
Institutional staff members may receive telephone calls placed by a prospective student-athlete at the prospective student-athlete’s own expense at any time (Bylaw 13.1.3.2.2).
It is not permissible for an institution’s staff members to telephone a prospective student-athlete or prospective student-athlete’s parents or legal guardian(s) during any of the institution’s athletics contests in that sport (Bylaw 13.1.3.2.1). Unofficial Visit
An unofficial visit is a visit made at the prospective student-athlete’s own expense. A prospective student-athlete may make unlimited unofficial visits to
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campus and these visits may occur at any time, including before the prospective student-athlete's junior year of high school (Bylaw 13.7.1).
Electronic Transmissions
Electronically transmitted correspondence that may be sent to a prospective student-athlete (or his or her parents, legal guardian or coaches) is limited to electronic mail and facsimiles, and instant messaging. All correspondence shall be sent directly to the student-athlete, and shall be private (no message boards, chat rooms, public Facebook, etc.).
SOCIAL NETWORKING WEB SITES
Any coaches or staff members establishing a social network page (institutionally) with the intent of using it to communicate with prospective student athletes must follow NCAA regulations and in the case where establishing it as a UIS sport related page, must include the Assistant Athletic Director for Compliance and the Associate AD for Sports information as Administrators on the account. Coaches are encouraged to not establish communication within their personal accounts on social networks where they have the potential to violate NCAA regulations pursuant to the following: Pursuant to NCAA Bylaws 13.4.1 and 13.4.5, an institution may send electronically transmitted correspondence to a prospective student-athlete beginning June 15 preceding the prospective student-athlete's junior year in high school. Further, electronically transmitted correspondence that may be sent to a prospective student-athlete is limited to electronic mail (e-mail, private Facebook messages) and facsimiles, as well as instant messages, until after the calendar day on which a prospective student-athlete signs a National Letter of Intent. All public forms of electronically transmitted correspondence (e.g., chat rooms/message boards, Twitter, Facebook wall posts) are prohibited.
Institutions should note that e-mail is not limited to a traditional e-mail service provided by an institution, Web site or Internet service provider. Therefore, it is permissible for an athletics department staff member to send electronically transmitted correspondence to a prospective student-athlete using a social networking website's (e.g., MySpace, Facebook) e-mail feature. All other public electronically transmitted correspondence including, but not limited to, chat rooms or message boards (e.g., a user's wall) within a social networking website or through other services or applications remain impermissible.
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Accordingly, it is permissible for a prospective student-athlete's name and/or picture to appear on an athletics department staff member's profile page of a social networking Web site to identify the prospective student-athlete as a "friend" of the athletics department staff member. Institutions should note that the identification of the prospective student-athlete as a "friend" on an athletics staff members profile page confirms only the institution's potential recruitment of that individual. However, institutions are reminded they may not make any public comments about the prospective student-athlete's ability, the contribution that the prospective student-athlete might make to the institution's team, or the likelihood of the prospective student-athlete's signing with that institution.
CONTACTABLE STUDENT-ATHLETES
High School Juniors and Seniors
No in-person off-campus contact shall be made with a prospective student-athlete or their relatives prior to June 15th immediately preceding their junior year in high school.
Two-year Transfers
Written permission to contact is not required for Junior college transfers, as long as they have never attended a 4 year institution.
NAIA/NCAA Four-Year Transfers
Written permission from the transfer institution’s Athletic Director (or designee) must be on file in the compliance office, prior to contacting prospective four-year college transfers, NAIA or NCAA. Coaches are required to request permission to contact for all four-year transfer recruits regardless of the perceived participation, or recent withdrawal from the institution (unless the institution does not sponsor the sport). The procedure for requesting permission to contact is as follows:
• Coaches submit via email a request for permission to contact to the Assistant Athletic Director for Compliance including the name of the prospect, the name of the transfer institution, and the sport in reference.
• The Assistant Athletic Director for Compliance processes the request on behalf of the Athletic Director.
• The Assistant Athletic Director for Compliance informs the coach upon receipt of the written request; a copy for file is sent to the coach.
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CONTACTS & EVALUATIONS
All off-campus contacts and evaluations must be recorded on the respective Off-Campus Recruiting Form and logged into Compliance Assistant.
1. Telephone calls, text messages, or in-person, off-campus recruiting contacts shall not be made with a prospective student-athlete or prospective student-athlete’s relatives or legal guardian(s) before June 15 immediately preceding the prospective student-athlete’s junior year of high school (Bylaw 13.1.1.1).
2. There is no limitation on the number of in-person, off-campus recruiting contacts per prospective student-athlete.
3. Coaches must receive permission from the principal/executive director prior to visiting prospects at their high school during regular class session.
4. There is no limit or restriction to the number of evaluations a coach can conduct on a prospect.
5. Before a coach can have contact with a four-year transfer, permission to contact (PTC) must be on file in the Office of Compliance. If a four-year college prospect contacts you, politely explain that you need PTC granted by their current institution before corresponding further. The Assistant Athletic Director for Compliance will send requests for PTC to the PSA’s institution, at the direction of a coach.
OFF-CAMPUS RECRUITING
Important RulesRecruiting contacts may not be made with a prospective student-athlete before any athletics competition in which the prospective student-athlete is a participant during the day or days of competition, even if the prospective student-athlete is on an official or unofficial visit (Bylaw 13.1.7.2).
Visits to a prospective student-athlete’s educational institution during the day when classes are being conducted must receive approval of the executive officer (or designee) of the prospective student-athlete’s school (Bylaw 13.1.5).
Procedures for Off-Campus Recruiting Travel
1. You must be certified as an off-campus recruiter and be within the recruiting period of your sport. Make sure all actions involved in the recruiting process conform to NCAA Rules and Regulations. Confirm Recruiting Calendar Dates.
2. The Off-Campus Recruiting Authorization (OCRA) must be turned into the Assistant AD for Compliance at least 24 hours prior to traveling. Once your request has been approved by Compliance, the form will be given to the Business Associate for budgetary approval. The Business Associate will notify you by e-mail once your OCRA has been approved. (See flow chart on next page)
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3. If you plan on using a university vehicle please call Cindy Ervin at the Motor Pool in advance to reserve it. (Ext. 66531)
4. During recruitment activities collect all necessary receipts and documentation.
5. If you are requesting a travel reimbursement, submit all food, toll, and lodging receipts and mileage/rental records to the Business Associate within 3 days of return.
6. The journal should be used to record all off-campus recruiting activities (including contacts and evaluations) by athletics department staff members. Upon return to campus, the Off-Campus Recruiting Authorization may be updated to reflect any unplanned contact. Current records of all recruiting activities for recruited student-athletes must also be maintained using the Compliance Assistant (CA) software. Any arranged, in-person encounter (contact) with the prospect, or the prospect’s relatives or legal guardian triggers “recruitment” status.
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TELEPHONE CALLS/TEXT MESSAGING
1. Coaches may begin to call and text prospects beginning June 15th preceding their junior year in high school. Always ask the prospect their preferred method of communication, and make sure that they have unlimited data plans if you plan to text them.
2. Per NCAA recruiting rules, enrolled student-athletes are not permitted to telephone or text prospects at the direction of the coach.
3. It is not permissible to make calls or texts to prospects during the conduct of any of the institution’s athletics contests.
4. Institutional staff members may receive telephone calls placed by prospective student-athletes at the prospect’s expense at any time.
5. It is permissible for an institution to utilize a toll free call (e.g., 1-800) number to receive telephone calls from prospective student-athletes provided the calls are placed no earlier than June 15th, immediately before the prospect’s junior year in high school.
6. Institutional staff members may accept collect telephone calls placed by prospective student-athletes provided the calls are placed no earlier than June 15th, immediately before the prospect’s junior year in high school.
COMPLIANCE ASSISTANT (CA)
Coaches are responsible for maintaining current records using the Compliance Assistant (CA) software. It is critical that CA contain accurate contact information, full legal name, phone numbers (that coaches call), and email addresses. You are required to record the date and method of first contact with each prospect in the text box at the bottom of the details screen. The CA software is used by the Assistant Athletic Director for Compliance as a tool for routine monitoring of the recruiting process. In addition, CA serves as a resource for the Registrar and Financial Aid offices as they track their processes for prospective students. It is also suggested that you track off-campus recruiting activities (contacts and evaluations), telephone calls, and correspondence with all recruited student-athletes in CA.
OFFICIAL VISITS
Official visits can only be provided to prospective students enrolled in their senior year of high school during a contact period. Four-year transfers must have permission to contact on file in the Office of Compliance before an official visit can be conducted. All Official Visit Request Forms
must be submitted 5 business days prior to the visit, to the Assistant AD for Compliance. Once approved, the Assistant AD for Compliance will return a copy of the approved paperwork to the head coach.
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Official Visit Procedure Important Rules
A member institution may finance only one visit to its campus for a prospective student-athlete. An expense-paid visit may not be provided earlier than the opening day of classes of the prospective student-athlete’s senior year in high school (Bylaw 13.6.1).
An institution may provide transportation to a prospective student-athlete on an official (paid) visit as specified in Bylaw 13.5.2
An official visit may not exceed 48 hours from the time of the prospective student-athlete’s arrival on campus or from the time entertainment is provided, whichever occurs first (Bylaw 13.6.3).
1. Official Visit Request Form
All official visits must receive prior approval by the Assistant AD for Compliance. All requests must be submitted at least 5 business days of the official visit date providing the Assistant AD for Compliance sufficient time to ensure all required documentation is on file. Note: a purchase request (PR) must be completed beforehand when requesting an advance or when using a credit card to charge any hotel accommodations or meals for PSA (or parent/legal guardian).
2. Academic Requirements.
The sponsoring sport coach is responsible for attaching to the Official Visit Approval Form the appropriate academic documents and submitting it to the Compliance Office. Academic requirements for an Official Visit are as follows:
a. High school or secondary/preparatory school prospects: All high school academic transcripts, AND PSAT, SAT, PLAN or ACT scores.
b. Prospects from a 2-year college or four-year college or university: an academic transcript from the college or university attended including current enrollment, and permission to contact information if attending a four-year college or university. Non-qualifiers must fulfill a 1-year residency requirement before making an official visit.
3. NCAA Eligibility Center Registration
The prospective student-athlete must be registered with the NCAA Eligibility Center and be listed on the sport IRL before receiving approval for an official visit. The Assistant AD for Compliance is responsible for adding a prospective student-athlete to the team’s IRL once the Official Visit Approval Form is submitted by a coaching staff member.
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4. Tryouts
If a tryout is to be conducted in conjunction with an official visit, coaches are required to submit a Tryout Approval Form with a valid physical dated within 6 months of the projected tryout date (or start of HS/JuCo season) for approval to be validated and signed by an Athletic Training Room Representative and approved by the Assistant AD for Compliance. Results of a Sickle Cell Solubility test/ or a waiver of such are also required prior to all tryouts.
5. Complementary Admission Request
If complementary admission tickets are needed during the visit, coaches are required to contact the Events Administrator (and copy the Assistant AD for Compliance) via e-mail at least 24 hours prior to the contest. Recruits and their guests will be added to the pass list for the specific contest. Reminder: Official Visits can get up to 3 tickets per prospect.
6. Request to purchase Off-Campus meals
A Purchase Request is required to be filled out in order to purchase any off-campus meals for a visiting prospective student-athlete and parents.
7. Student Host Guidelines/Instructions
During campus visits, only student-athletes from your sport with eligibility remaining shall be used as a host. The student host must be identified in advance by the head coach, on the
Official Visit Request Form. Prior to each recruiting visit, each student-athlete host shall be reminded of the rules and regulations as per the information on the Student-Athlete Host Form. A maximum of $30/day is permissible to cover actual costs of entertaining the prospect and the prospect's parents or legal guardians and the entertainment of the student host(s). It is permissible to provide the student host with an additional $15 per day for each additional prospect the host entertains.
8. At the completion of the official visit, coaches are responsible for securing all signatures on the following required forms;
- PSA Acknowledgement of the rules Pre-visit
- Student- Athlete Host Form
- Official Visit Log
- PSA Acknowledgement of the rules Post-visit
The forms shall be submitted to the Assistant AD for Compliance within 72 hours, including receipts for meals and entertainment (if host was provided with entertainment money). During campus visits, prospective student-athletes shall be prohibited from involvement in
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the following activities:
1. Being supplied with or partaking of alcohol or an illegal substance.
2. Involvement in a situation that could constitute inappropriate sexual conduct, assault or harassment.
3. Excessive Meals and Transportation, including transportation outside a 30-mile radius.
4. Activities or events at any location that may cause a perception of impropriety. 5. Avoid interaction with representatives of athletics interest/boosters in order to
prevent a potential rules violation due to impermissible off-campus contact or an extra benefit.
6. In addition, to create a positive visit, the student-athlete host shall assure the following:
a) Treat the prospective student-athlete as you would want to be treated in an unfamiliar environment
b) Be certain that the prospect always knows how and where to reach you should you become separated.
c) Obligated to make sure that the prospect spends the night in the assigned location.
d) If a curfew is specified, assure it is adhered to.
e) Ensure that a booster member does not meet with the PSA off campus that is beyond an incidental contact (say “hello”).
UNOFFICIAL VISITS
1. All unofficial visits initiated by the coach, or a previously designated PSA, must be recorded on the Unofficial Visit Form, signed by the PSA, & inputted into Compliance Assistant (CA) internet. This does not include visits initiated by admissions, or “drop ins” where the coach has no interest in recruiting the athlete.
2. A copy of the Unofficial Visit Form must be submitted to the Assistant AD for Compliance within 72 hours of the visit occurring.
3. Coaches wishing to provide recruits with one free meal must do so in the campus dining facility. If campus dining is closed, coaches may provide an off campus meal within the locale of the institution. You may use your school credit card which requires an itemized receipt must be submitted to the Business Associate for reconciliation and requires prior authorization. During unofficial visits, a PSA & respective parent/legal guardian may be issued one complimentary meal per visit. Coaches are permitted to pay for the meals of current student athlete’s during an unofficial visit only under “occasional meal” legislation.
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4. Transportation on an unofficial visit is expressly prohibited, except in the situations outlined in bylaw 13.6.2, i.e. transportation to view off-campus facilities, transportation to home athletic contests.
5. Coaches wishing to provide recruits with up to three complimentary admission tickets to athletics events must submit the name of the PSA to the Events Administrator who will add their name to a recruit pass list for the game. A signature will be required for each recruit and their guest.
TRYOUTS
Important Rules Prospective Students:
A member institution may conduct a tryout of a prospective student-athlete only on its campus or at a site at which it normally conducts practice or competition and only under the following conditions (Bylaw 13.111.2.1):
(a) Not more than one tryout per prospective student-athlete per institution per sport shall be permitted;
(b) The tryout may be conducted only for high school seniors who are enrolled in a term other than the term(s) in which the prospective student-athlete's high school's traditional season in the sport occurs or who have completed high school eligibility in the sport; for a two-year college student, after the conclusion of the sport season or anytime, provided the student has exhausted his or her two-year college eligibility in the sport; and for a four-year college student, after the conclusion of the sport season, provided written permission to contact the prospective student-athlete (per Bylaw 13.1.1.2) has been obtained;
(c) Prior to participation in a tryout, a prospective student-athlete is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the prospective student-athlete declines the test and signs a written release. The examination or evaluation must be administered within six months prior to participation in the tryout. A medical examination conducted by a physician within six months prior to practice, competition or out-of-season conditioning activities during a prospective student-athlete's senior year in high school that was accepted by the prospective student-athlete's high school for his or her participation in athletics during that senior year may be used to satisfy the requirement. The medical examination or evaluation may be
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conducted by an institution's regular team physician or other designated physician as a part of the tryout;
(d) The tryout may include tests to evaluate the prospective student-athlete's strength, speed, agility, and sport skills. The tryout may include competition.
(e) Competition against the member institution's team is permissible, provided such competition occurs during the academic year and is considered a countable athletically related activity per Bylaw 17.02.1 (note, student-athlete involvement during the summer is not permissible).
(f) The time of the tryout activities (other than the physical examination) shall be limited to the length of the institution's normal practice period in the sport but in no event shall it be longer than two hours; and
(g) The institution may provide equipment and clothing on an issuance-and-retrieval basis to a prospective student-athlete during the period of the tryout.
Currently Enrolled Students:
A member institution may conduct a tryout of a full-time student currently enrolled at the institution only on its campus or at a site at which the institution normally conducts practice or competition during the regular academic year. If such a tryout occurs outside of the declared playing and practice season, the following conditions apply (Bylaw 17.02.14):
(a) Not more than one tryout per student per sport shall be permitted during any academic year (b) The student must not have been recruited (see Bylaw 13.02.10.1)
(c) The student must be in good academic standing
(d) Prior to participation in a tryout, a student is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the prospective student-athlete declines the test and signs a written release. The examination or evaluation must be administered within six months prior to participation in the tryout. The medical examination or evaluation may be conducted by an institution's regular team physician or other designated physician as a part of the tryout; (e) The time of the tryout activities (other than the physical examination) shall be limited to the length of the institution's normal practice period in the sport but in no event shall it be longer than two hours;
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(f) Competition against the member institution's team is permissible, provided such competition occurs during the academic year and is considered a countable athletically related activity per Bylaw 17.02.1
(g) The institution may provide equipment and clothing on an issuance-and-retrieval basis to a student during the period of the tryout; and
(h) Not more than three dates may be used to conduct tryouts in each sport.
UIS TRY-OUT PROCEDURE
1. Coaches must submit a completed Tryout Approval Form to the Assistant AD for Compliance along with a valid copy of a medical physical dated no later than 6 months from the tryout date, or start of the PSA’s traditional season. Results of a Sickle Cell Solubility test/ or a waiver of such are also required prior to all tryouts.
2. Prior to conducting the tryout, the coach must receive approval signatures from the Athletic Training Office and Office of Compliance. A copy of the approved Tryout Approval Form
will be maintained in the Office of Compliance. Reminder: PSA’s are not permitted to tryout at any time during the semester of their school’s regular season, until the season is over and they have exhausted their eligibility in that sport.
3. The PSA must complete a Release for Tryout Form prior to participating in the tryout.
4. Coaches should request and make copies of the PSA’s proof of medical insurance before conducting a tryout.
5. PSA must complete a Sickle Cell Solubility Testing Waiver, if they have not provided results of a test prior to the tryout.
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All first time freshmen must receive final academic and amateurism certification from the NCAA Eligibility Center prior to being certified to compete. All transfers who have not attended a Division I or Division II institution are required to be certified for amateurism by the NCAA Eligibility Center prior to being certified to compete. All first time freshmen who’ve attended less than two full-time collegiate semesters are required to be registered with the NCAA Eligibility Center prior to receiving an official visit or a letter of intent. Incoming students have 45 days from their first day of countable athletically related activities to resolve both their academic and
amateurism status. During this time, student-athletes may be temporarily certified to practice, yet must be registered with the NCAA Eligibility Center before being permitted to practice on temporary certification.
INITIAL ELIGIBILITY/AMATEURISM REQUIREMENTS
Academic Requirements1. Graduate from High School 2. Complete 16 Core Courses
3. Earn a 2.0 GPA or better (In Core Courses)
4. Earn a combined SAT score of 820 or sum ACT score of 68 Amateurism Requirements
All incoming student-athletes intending to compete at the Division I or II level must be certified by the NCAA Eligibility Center for Amateurism (Freshman & Transfer Students). It is highly recommended that if coaches are recruiting a prospect that delayed enrollment, they check potential amateurism issues with the compliance office triggered by organized competition. An individual who does not enroll in a collegiate institution as a full-time student in the regular academic term that begins immediately after a one-year period (the next opportunity to enroll after the one calendar-year period had elapsed) following his or her high school graduation date shall use one season of intercollegiate competition for each consecutive 12-month period after the one-year time period and before initial full-time collegiate enrollment in which the individual participates in organized competition per Bylaw 14.2.4.2.1. (Bylaw 14.2.4.2)
SPORT IRL MANAGEMENT
Coaches are required to contact the Assistant Athletic Director for Compliance to update the NCAA Eligibility Center IRL for their sport. The Assistant Athletic Director for Compliance will activate a PSA on the web status report once a coaching staff member notifies the Assistant Athletic Director for Compliance the recruit has triggered the following:
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2. Prior to offering an NLI and/or Scholarship. 3. Prior to initiating a UIS Letter of Commitment.
4. Once the recruit has been added to the roster worksheet.
The Assistant Athletic Director for Compliance will deactivate prospects upon request of the coach or during the master roster confirmation process. Coaches are not permitted to contact the eligibility center. Please contact the Assistant Athletic Director for Compliance for assistance regardin
