Employee Guidelines: NCAA Compliance Education and Monitoring
Employee guidelines for NCAA compliance education, monitoring, and reporting violations. Topics covered include implementing, educating, and monitoring, with a focus on asking before acting. Rules and regulations regarding extra benefits, hypothetical situations, and responses are also discussed. Images and hypothetical scenarios help illustrate key points.
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RULES EDUCATION MEETING Implement Educate Monitor Ask Before You Act! August 2010
Ask Before You Act DEPARTMENT-WIDE INFO
CERTIFICATION OF COMPLIANCE All Department of Athletics employees are required to certify that you have reported any knowledge of violations of NCAA legislation involving Weber State. Ask Before You Act
EXTRA BENEFITS Definition Any special arrangement by an institutional employee or a representative of the institution s athletics interests to provide a benefit not expressly authorized by NCAA legislation Applies to student-athletes and their families and friends. Not an extra benefit if the same benefit is generally available to the institution s students or their relatives or friends or to a particular segment of the student body determined on a basis unrelated to athletics ability. Examples Use of department equipment (copy machines, fax, etc.) for non-academic or team purposes Non-local or non-occasional transportation Lodging Retention of athletics apparel when not deemed non- reusable Ask Before You Act
EXTRA BENEFITS HYPOTHETICAL You are at a local fast food restaurant buying a meal for your family. You see a student-athlete in line who does not have enough money to pay for the cost of her dinner. Can you pay for the meal? What do you need to do? Answer: Ask Before You Act Staff members can pay for meals on an infrequent, special occasion You would need to fill out an Occasional Meal Form to document.
EXTRA BENEFITS HYPOTHETICAL After paying for the meal, the student-athlete mentions that she doesn t have a ride home. Can you take the student-athlete home? Answer: Ask Before You Act Maybe. Institutional staff members may provide occasional, local transportation to institutional staff members Local = 50 miles (25 miles out, 25 miles back) Occasional = infrequent, special occasions
EXTRA BENEFITS HYPOTHETICAL A student-athlete asks you to make a copy of his driver s license. Can you make a copy? What should you ask him? Ask Before You Act Questions you should ask: What is the copy for? If it is for academic/travel purposes, then you can make a copy. If it is to make a copy to send to the student- athlete s parents to pay for a speeding ticket in Missouri, you can t pay for it.
OCCASIONAL MEALS Institutional employees and boosters may provides meals to a student-athlete or an entire team on an occasional basis Employees: anywhere in the locale of WSU Boosters: may be provided at the booster s home; on campus; or at an institution regularly used for home competition Ask Before You Act
CHARITABLE APPEARANCES A student-athlete can be used for charitable or educational purposes as long as: The student-athlete receives permission from the director of athletics/designee; The event does not involve cosponsorship, advertisement or promotion by a commercial agency; The student-athlete does not miss class; Moneys derived from the activity or project go directly to the member institution, member conference, or the charitable, educational or nonprofit agency; The student-athlete s name, picture, or appearance is not used to promote the commercial ventures of any nonprofit agency; The student-athlete and an authorized representative of the charitable, educational, or nonprofit agency sign a release statement ensuring that the student-athlete s name, image, or appearance is used in a manner consistent with the requirements of this section. 1. Ask Before You Act 2. 3. 4. 5. 6. A student-athlete may accept actual and necessary expenses from the member institution, member conference, or the charitable, educational or nonprofit agency related to participation in such activity.
Ask Before You Act COACHES ONLY INFO
COUNTABLE ATHLETICALLY-RELATED ACTIVITIES Ask Before You Act
AUDIT RESULTS Biggest issue = failure to turn in paperwork on time or at all Remember, you have to turn logs in whether you make phone calls or conduct contact/evaluations or not New Requirements for Official Visits Projected, detailed itinerary attached with official visit application Final, detailed itinerary must be attached at end before reimbursement may occur Statement from student host (when applicable) on what host money was spent on All student-athletes will have to go through training prior to serving as a student host on an official visit Declaration from coaches on the materials provided to the PSA (same true for unofficial visits) ALL STUDENT-ATHLETES ON OFFICIAL VISITS MUST MEET WITH COMPLIANCE TO DISCUSS ELIGIBILITY REQUIREMENTS Still can talk with them on unofficial visits Ask Before You Act
CLEARANCE FOR PRACTICE/WORKOUTS All new student-athletes must go through following steps to be eligible for practice/workouts: Signature from coach stating that you want him/her on the team Signature from an athletic trainer stating that he/she received a physical & met requirements of sickle-cell anemia testing Signature from Kerri stating that they have valid, primary insurance Signature from Amy/Will for gender equity in male sports Signature from compliance to make sure all other requirements are met Eligibility Center Status Enrolled full-time 1. Ask Before You Act 2. 3. 4. 5.
IMPORTANCE OF USING NEWEST FORMS Most, if not all, of the forms we use have been revised in the last year PLEASE use the most up-to-date versions, which should be available on the website and in our office DO NOT USE COPIES OF COPIES OF COPIES FROM 3 YEARS AGO!
MEDICAL HARDSHIPS Fall applications are due September 8 We need to know student-athletes who are candidates for medical hardships Ask Before You Act
COMPLIANCE LOGS REMINDER All logs due at end of the month If you didn t have any activity, please indicate that on a log
