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University of Louisiana at Lafayette


August Rules Education - Compliance Manual - University of Louisiana at Lafayette Rules Education Meeting August 19, 2009 Overview Announcements/Updates Review of ... – PowerPoint PPT presentation

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Title: University of Louisiana at Lafayette

August Rules Education - Compliance Manual -
  • University of Louisiana at Lafayette
  • Rules Education Meeting
  • August 19, 2009

  • Announcements/Updates
  • Review of Compliance Manual
  • Trivia Questions

  • Team Orientations (times/dates on calendar)
  • LSDBi Hot Topics
  • Off-Campus Checks
  • Team Managers criteria
  • Volunteer Coaches schedule appointment with
    compliance office

Compliance Manual
Rules Education (p. 8)
  • Athletic Staff Members
  • Mandatory to attend Rules Education Meeting every
  • 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 NCAAs summary of regulations are reviewed,
    Student-Athlete 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 universitys 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 (p. 9)
  • Responsibility of head coach, recruiting coach,
  • 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
  • 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 wont be approved until
    contact/evaluation data is entered online.

Official Visit Procedure Step 1 (p.9)
  • 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 institutions 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 NCAAs
    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

Official Visit Procedure Step 3 (p.10)
  • Coach reviews the Student Host
    Receipt/Instructions with the student-athlete
  • 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)
  • 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-athletes file.

Student Hosts (p. 10)
  • It is the head coachs 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 institutions campus for recruiting
  • 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)
  • 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
  • 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)
  • Check website at for
    current signing periods
  • Letters are prepared by secretaries in each
  • 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
  • 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
  • Rules governing publicity regarding a prospect
  • The One-time Exception-Announcement of all
  • Booster Functions
  • Tryout Rules
  • Amateurism, and
  • Instructions for PSAs to finalize the NCAA
    Amateurism Questionnaire.

Eligibility (p. 14-15)
  • Athletes may not practice or be issued equipment
    once they have been declared ineligible.
  • Compliance Office must certify incoming
    freshmens 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)
  • 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)
  • Once a junior college prospect is identified, it
    is the coachs 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)
  • If a student-athlete is interested in
    transferring from a 4-year institution and
    contacts a UL coach, the coach must immediately
    inform the Assistant Athletic Director/Compliance.
  • The Compliance Office will then send a
    Permission to Contact/One-Time Transfer
    Exception form to the institution of the
  • If permission is granted, the Compliance Officer
    will notify the head coach that contact can be
  • If the student decides to attend UL Lafayette,
    the coach must submit an Eligibility Request
  • 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
    students 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
  • The form must be turned in to the Compliance
    Office by June 15th.

Financial Aid (p. 26)
  • Nonrenewals
  • Each Coach must complete a Non-Renewal/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
  • Athletes have the right to appeal to the
    Financial Aid Committee.

Financial Aid (p. 26-27)
  • Cancellation or additions of scholarships must be
    indicated in a Student Update form and
    submitted to the Compliance Office.
  • Please see Bylaw 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
  • 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

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

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 womens 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, mens basketball, and womens
    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 PSAs 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)
  • 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
  • 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)
  • Please note the Sr. Associate Athletic Director
    is able to sign in the place of the Assistant
    Athletic Director/Compliance to approve travel
  • The Athletic Departments Class Absence/Travel
    Policy states
  • No student-athlete shall miss more than a total
    of seven MWF and five TR classes in a semester as
    a result of team travel for competition.
    Exceptions to this policy must be approved by the
    Athletic Director in consultation with the
    University Athletics Committee. This policy
    excludes conference tournaments and NCAA
    post-season competitions.

Sports Camps/Clinics (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
  • You must use the correct account number.
  • It is the coachs 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)
  • All university staff members, administrators,
    student-athletes, and boosters are required to
    report a violation to the Compliance Office
  • Once the Assistant Athletic Director/Compliance
    reviews the allegations, a preliminary inquiry is
    conducted to determine the degree of the
  • 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
  • Appearance requests
  • The Student-Athlete Advisory Committee
  • The Student-Athlete Opportunity Fund and
  • CHAMPS Life Skills

Benefits to Students (p. 44)
  • 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 someones home. These may not
    take place at a restaurant. An Occasional Meal
    form must be completed and approved by the
    Compliance Office prior to the meal being
    provided to student-athletes.
  • Exit Interviews A member of the Exit Interview
    Committee will administer exit interviews to all
    student-athletes leaving the university, whether
    for eligibility or transfer purposes.

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

Pregnancy Policy (p. 50-51)
  • Student-athletes have been made aware of the
    Athletic Departments 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
  • Go to Departments, Staff Documents
  • Click on Compliance Forms
  • Username bulldog
  • Password cayenne

  • 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

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
  • 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?
  • Local Travel Request
  • Occasional Meal
  • SA General Information
  • New SA/Walk-on Practice/Eligibility Certification