August Rules Education
- Compliance Manual University of Louisiana at Lafayette
Rules Education Meeting
August 19, 2009
Overview
• Announcements/Updates
• Review of Compliance Manual
• Trivia Questions
Announcements
• Team Orientations (times/dates on
calendar)
• LSDBi Hot Topics
• Off-Campus Checks
• Team Managers criteria
• Volunteer Coaches – schedule
appointment with compliance office
Compliance Manual
Athletics Compliance Manual
Policies & Procedures
2009-2010
Rules Education (p. 8)
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Athletic Staff Members
• Mandatory to attend Rules Education Meeting every
month.
• Booster Groups receive the “Ragin’ Cajuns Guide to
NCAA Rules for Alumni, Faculty, Staff, and Friends” in
their season ticket packages; all UL faculty and staff
receive it as well.
• All teams must conduct team orientations where the
NCAA’s summary of regulations are reviewed, StudentAthlete Statements and Drug Consent Forms are
signed, International forms are signed when applicable,
as well as vehicle registration, employment information,
housing information, and outside competition forms are
completed online with ACS Athletics.
Grievance Procedures
• 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).
Recruiting
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(p. 9)
Responsibility of head coach, recruiting coach, Assistant
Athletic Director/Compliance, & Athletic Director to monitor recruiting
practices
Recruiting logs must be maintained for every PSA either evaluated
or contacted by phone or in person.
Contacts/Evaluations, phone calls, and correspondence will be
inputted by all coaches into Compliance Assistant or ACS Athletics
(Internet Database).
Records inputted into Compliance Assistant or ACS Athletics will be
evaluated monthly by the Assistant Athletic Director/Compliance.
Travel reimbursements won’t be approved until contact/evaluation
data is entered online.
Official Visit Procedure: Step 1 (p.9)
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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.
Official Visit Procedure: Step 2 (p.10)
• 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.
Official Visit Procedure: Step 3 (p.10)
• 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.
Official Visit Procedure: Step 4 (p.10)
• Prospective Student-Athlete visits
University of Louisiana at Lafayette
• The PSA signs the “Guidelines for
Prospective Student-Athletes” form.
Official Visit Procedure: Step 5 (p.10)
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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.
Student Hosts (p. 10)
• 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.
Two-Year College Prospects
• 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.
Permissible Recruiting Materials (p. 11)
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General Correspondence
Business Cards
NCAA Educational Information
Pre-Enrollment Information (once accepted by UL Lafayette or after
signing an NLI)
Programs (must be given to PSA in person)
Athletics Publications
Non-Athletic Publications (available to all students)
Questionnaire
Student-Athlete Handbook (once accepted by UL Lafayette or after
signing an NLI)
DVDs (available to all students)
Summer Camp Brochures
Institutional Note Cards
Issuing An NLI (p. 11-12)
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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.
Other Recruiting Topics
• Please review p.12-13 to cover the following
topics:
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Rules governing publicity regarding a prospect
The One-time Exception-Announcement of all Signings
Booster Functions
Tryout Rules
Amateurism, and
Instructions for PSAs to finalize the NCAA Amateurism
Questionnaire.
Eligibility (p. 14-15)
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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.
Eligibility (p. 14-15)
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Transfer students’ transcripts are sent to the
Student-Athlete Academic Center for academic
certification and to determine degree percentage and
transferable hours.
Walk-ons are allowed to join the team at the
discretion of the head coach. They are not allowed
to practice or compete until they have received
clearance from the Compliance Office and the
Training Room.
Please refer to the eligibility flow charts beginning on
p. 16 to review eligibility certification procedures.
Transfers: 2- Year (p. 24)
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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.
Transfers: 4-year (p. 24-25)
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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/OneTime 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.
Transfer Release Appeal (p. 25)
• 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.
Financial Aid (p. 26)
• Renewals:
• Coaches complete a “Scholarship Spreadsheet”
indicating those athletes who are to have their
scholarships renewed and the amounts of each
scholarship.
• The form must be turned in to the Compliance
Office by June 15th.
Financial Aid (p. 26)
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Nonrenewals:
• Each Coach must complete a “NonRenewal/Reduction of Financial Aid” form with
the names of student-athletes that will not be
renewed or will have their scholarships
reduced.
• The Compliance Office must notify athletes of
non-renewals or reductions in writing by July
1st.
• Athletes have the right to appeal to the
Financial Aid Committee.
Financial Aid (p. 26-27)
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Cancellation or additions of scholarships must be indicated in a
“Student Update” form and submitted to the Compliance Office.
Please see Bylaw 15.3.4.2 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.
Playing and Practice Seasons (p.28)
• 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.
Participation Logs (p. 30)
• 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.
Male Practice Players Policy (p. 30)
• It is the position of the Athletics Department
that no male practice players will be
engaged in practice sessions with women’s
teams.
Player Pass (p. 31)
• Student-athletes are allowed 4 complimentary
tickets for each home game. (record kept on
“Complimentary Ticket List” on ACS Athletics).
• For baseball, men’s basketball, and women’s
basketball: a total of 50 complimentary
admissions are available at all Sun Belt
Conference games.
Unofficial Visit (p. 31)
• 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.
Other Player Pass Situations (p.32)
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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.
Team Travel (p. 33)
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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:
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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.
Sports Camps/Clinics
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(p. 35-37)
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.
Waivers (p. 28)
• 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.
Self-Reporting Procedure (p. 39)
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All university staff members, administrators, studentathletes, 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.
Student-Athletes (p. 40-43)
• Please review the Student-Athletes section
of the manual to learn about:
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Appearance requests;
The Student-Athlete Advisory Committee;
The Student-Athlete Opportunity Fund; and
CHAMPS Life Skills
Benefits to Students (p. 44)
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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 studentathletes.
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.
Employment (p. 45-46)
• 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.
Drug Testing (p. 47-49)
• 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.
Pregnancy Policy (p. 50-51)
• 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.
Gambling (p. 52)
• 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.
Booster Groups (p. 53)
• 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.
Outside Income Reporting (p. 54)
• 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.
Compliance Calendar (p. 55-59)
• 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.
Compliance Forms (p. 60)
• 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”
• Username: bulldog
• Password: cayenne
Questions?
• Please ask the compliance office if
you have any questions regarding
of the information in the manual or
any of the forms that need to be
completed.
• ALWAYS ASK BEFORE YOU
ACT!
GEAUX CAJUNS!
Trivia Questions
1) What does a manager have to do in
order to perform limited duties?
 They may perform limited on-court or on-field activities during
practice, games and organized activities (e.g., ball shagging,
bounce-passing drills, throw batting practice, signaling in plays
at the direction of a coaching staff member) provided they also
perform traditional managerial functions (e.g., run clock at
practice, laundry, fill water bottles).
Trivia Questions
2) What is the username and
password to access the compliance
forms online?
• Forms are also available online at
www.ragincajuns.com
• Go to Departments, Staff Documents
• Click on “Compliance Forms”
• Username: bulldog
• Password: cayenne
Trivia Questions
3) Name one new form that has been
added to the Compliance Manual this
year?
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Local Travel Request
Occasional Meal
SA General Information
New SA/Walk-on Practice/Eligibility Certification