Compliance Policy & Procedures Manual
CLAYTON STATE UNIVERSITY
Department of Intercollegiate Athletics
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Manual Overview
This manual is to serve as a rules compliance guide for employees of the Clayton State University (CSU) Athletics Department. Additionally, other non-athletic department employees of Clayton State University and any representative of the institution’s athletics interests (boosters) may find portions of the manual useful. Specifically, it is to assist these individuals in achieving compliance with National Collegiate Athletic Association (NCAA), Peach Belt Conference (PBC), and Clayton State University (CSU) regulations. Not only does the manual describe policies and procedures, it also identifies the supporting documentation that must be maintained related to these compliance efforts.
This manual is intended to be used only as a supplement to the NCAA Manual, the CSU Manual and official institutional publications. It should not be used as a replacement for these publications. There is no attempt to cover every regulation by these authorities in this manual, only to provide a summary of important selected items. Should you have questions regarding information in this manual, or concerning the official rule publications, please contact the Compliance Office. In that regard, the operating policy is to always ask before acting should there be any uncertainty regarding application of the rules.
This manual is to serve as an orientation tool and reference guide for new employees, however, all CSU employees and athletic department liaisons from other campus offices are accountable for complete knowledge with its content.
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Table of Contents
Manual Overview ...... 3
Table of Contents ...... 5-7
CSU Compliance Policy Statement ...... 9
Institutional Control…….……………………………………………………………………...10
Individual Compliance Responsibilities……………………………………….…………..10-16
Resources ...... 17
Recruiting Information ...... 19-36 1. Recruiting ...... 21-31 a. Clayton State University Recruiting Philosophy b. Off-Campus Recruiting Certification c. Official /Unofficial Visits Official Visit Forms d. Complimentary Admissions a) Prospects b) High School / College-Prep School/Two-Year College Coaches e. Tryout Prospective Student-Athlete 2. Recruiting Activities Logs ...... 32 3. National Letter of Intent ...... 33 a. Signing Periods b. Issuing a National Letter of Intent
Personnel Information ...... 37-43 1. Declaration of Personnel ...... 39
Playing & Practice Season Information ...... 45-49 1. Declaration of Playing & Practice Season ...... 47 2. Playing & Practice Activities Logs ...... 47-49 a. Playing Season Activities b. Out of Season Activities
Team Competition Scheduling ...... 51-53
Eligibility Information ...... 55-67 1. Rosters ...... 57 a. Adds & Drops 2. Freshman Eligibility ...... 57-58 a. Clearinghouse Certification b. Recruited Freshmen c. Non-Recruited Freshmen / Walk-ons d. PBC Regulations 3. Transfer Eligibility ...... 58-61 a. Four-Year Transfer Permission to Contact Academic Information/Transfer Credits Year of residency/One-Time Transfer Exception PBC Intra-Conference Transfer Regulations b. Two-Year Transfer Non-Qualifiers
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Qualifiers 4. Continuing Eligibility ...... 62-63 a. Seasons of Competition & Seasons Remaining b. Academic Progress c. Majors d. 75/25, 18/24 & 90/95/100 e. Medical Hardships 5. Eligibility Certification ...... 63-65 a. 12-Unit Enrollment b. Dress Policy c. Student-Athlete Eligibility Meeting d. Walk-on/Try-out Process (Currently Enrolled Student-Athletes) e. International Student-Athlete Form f. Eligibility Reports/ Squad Lists g. Noncollegiate, Amateur Competition During the Academic Year 6. Summer League ...... 65 a. Basketball Summer Leagues
Camps /Clinics ...... 69-73
Admissions & Housing Information ...... 75-81 1. Admissions Application Requirements ...... 77-81 a. Freshmen b. Transfer c. International Freshmen d. International Transfer e. Admissions Index f. Application Materials
Financial Aid Information ...... 83-91 1. Renewals/Non-Renewals ...... 85-90 2. Work Opportunities ...... 91 a. Academic Year
Awards and Benefits ...... 93-100 1. Equipment and Apparel…………………………………………………………99‐100
Amateurism Information ...... 101-106 1. Student-Athlete Promotional Activities ...... 103 2. Amateur Competition ...... 103-106 a. Collegiate Player b. Prior to Initial Full-Time Collegiate Enrollment
Ethical Conduct ...... 107-110 1. Unethical Conduct ...... 109 2. Knowledge of Use of Banned Drugs ...... 109 3. Gambling Activities ...... 110
Procedures for Requesting a Rules Interpretation& Reporting Rule Violations ...... 111-116
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CSU Compliance Policy Statement
Clayton State University is committed and obligated to the principle of institutional control in operating its’ athletic program in a manner that is consistent with the letter and spirit of NCAA, PBC and CSU rules and regulations.
The commitment and obligation to operate the intercollegiate athletic program in adherence to the principle of institutional control is both institutional and individual. The University’s commitment to maintain control of its’ athletic programs is manifested in the following ways: to charge responsible administrators, faculty, and institutional bodies with oversight; to educate coaches, staff, student-athletes and other individuals involved with the athletics program in their institutional responsibilities under the rules; to develop operating systems within athletic department and the University that provide guidance in how to work within the rules; and to discover and report any violations of rules that occur. Each individual involved in intercollegiate athletics is obligated to maintain competency in knowledge of the rules; to act within his or her realm of responsibility in full compliance with the governing legislation; and to report any violations of NCAA, conference and/or institutional rules of which he or she is aware.
It is the University’s policy that no violation is so minor it need not be reported. In responding to rule violations, the University will look at such factors as whether the violation was intentional, whether any advantage is gained (e.g., recruiting, competitive or for the student-athlete involved), whether a student- athlete’s eligibility is affected and whether violations are recurring. The University’s goals in responding will be to encourage communication, to seek consistency and accountability and, above all, to send a strong message that the University is unequivocally committed to rules compliance.
Information concerning violations will be forwarded to the Assistant Athletic Director for Compliance & Student Services who will examine the situation with the Athletic Director and Faculty Athletics Representative. When it is determined by the Assistant Athletic Director for Compliance & Student Services that a violation of the rules has occurred, the University will report the violation and address through corrective measures, the situation that led to the problem. Rule violations will be reported to the appropriate athletics governing body (NCAA and/or PBC conference), as well as the appropriate CSU officials.
NCAA COMPLIANCE COMMITTEE
Membership The NCAA Compliance Committee shall consist of the Clayton State University Director of Compliance, Chair; a representative from the Office of Admissions; a representative from the Office of Financial Aid; a representative from the Office of Housing; a representative from the Office of Bursars; a representative from the Office of the Registrar; the Faculty Athletic Representative; the Senior Woman Administrator; and the Director of Athletics.
Function The committee exists to ensure the institution’s compliance with all rules, regulations, and guidelines of Clayton State University, Peach Belt Conference and National Collegiate Athletic Association (NCAA). The committee is responsible for determining that all applicable rules and regulations of the Association are followed in the institution’s conduct of its intercollegiate athletics program. It will monitor all programs to assure compliance and to identify and report to the NCAA instances in which compliance has not been achieved. The committee is responsible to determine compliance on the part of institutional staff, student-athletes, and other individuals and groups which represent the institution’s athletics interest ensuring compliance with all applicable NCAA rules.
Procedures The committee meets once per semester at the call of its chair to perform its function as stated above.
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Institutional Control
It is the responsibility, commitment, and obligation to operate the intercollegiate athletic programs accordingly with the rules and regulations of the NCAA Division II. The institution is responsible for the conduct of its staff members and for the actions of any other individual or organization engaged in activity of athletic interest of the institution.
The institution shall comply with all applicable rules and regulations of the NCAA. It shall monitor its programs to assure compliance and to identify and report to the NCAA when compliance has not been achieved. In any such instance, the institution shall cooperate fully with the investing process and take appropriate corrective actions. Members of the institution’s staff, student-athletes, and other individuals representing the athletic interests of the institution shall be responsible for such compliance.
It shall be the university’s commitment to maintain control of its athletic programs through responsible administrators, faculty and institutional bodies: to educate coaches, staff, student-athletes, and those individuals involved with athletic interests. It is the responsibility of the institution to develop operating systems within the department to promote work with the rules, to discover and report any violations of the rules and maintain competency within the knowledge of the rules.
Individual Compliance Responsibilities
It is an individual’s responsibility to act within his or her realm of full compliance and governing of the legislation. The individual shall report any violation of NCAA or conference rules that he or she is aware. It is the NCAA policy that no violation is so minor that it need not be reported.
Director of Athletics: This individual ensures full compliance with NCAA and the Clayton State University regulations and is responsible for the integrity of the athletics program.
The Director of Compliance: is responsible for the overall development, implementation and review of the CSU Compliance Program. The Director of Compliance is responsible for the daily operation of the compliance program including rules education, interpretation and monitoring of compliance areas. However, each individual associated with CSU is responsible for being aware of institutional and NCAA legislation as it applies to their individual responsibilities.
The specific responsibilities for the Director of Compliance are: 1. Reviewing declaration of playing and practice season and schedule of contests submitted by coaches 2. Conducting team orientation before each sport's playing season 3. Reviewing all student-athlete NCAA compliance forms (Drug Testing Consent Form and Student- Athlete Statement) 4. Assisting with compilation and publication of the NCAA Equity Athletics Disclosure Act each year 5. Coordinating the education of student-athletes, coaches, and college personnel with regard to NCAA, conference, and institutional rules 6. Coordinates, prepares and maintains NCAA squad lists in conjunction with the Office of Financial Aid 7. Acting as department liaison with the NCAA (Initial) Eligibility Center 8. Overseeing student-athlete initial and continuing eligibility and communicates status to coaches 9. Coordinating institutional effort to determine student-athlete continuing eligibility 10. Reviewing and auditing off-campus contact and evaluation requests 11. Reviewing academic transcripts and test scores to approve official visit requests 12. Monitoring the number of official visits provided in all sports 13. Interpreting NCAA rules for coaches and staff 14. Monitoring permissible recruiting material with Bylaw 13.4.1
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15. Securing release for potential transfer students and facilitating release of student-athletes seeking a transfer (in consultation with head coach and Director of Athletics) 16. Reviewing and filing monthly practice/competition logs and recruiting phone logs 17. Maintaining participation records and determining seasons of competition utilized by student-athletes 18. Identifying potential NCAA rules violations and reporting them to the Director of Athletics and Faculty Athletic Representative (FAR) 19. Assisting in investigations of reported secondary NCAA rule violations 20. Providing review of appropriate summer regulations for coaches and student-athletes 21. Coordinating the National Letter of Intent program for athletes 22. Coordinating the release of National Letter of Intent signees (with athletic communications, financial aid, admissions and the PBC) 23. Monitoring outside scholarships with Financial Aid 24. Coordinating process of initial and annual renewal / non-renewal of athletic grants-in-aid with Financial Aid 25. Acting as Department liaison with Admissions, Financial Aid, Registrar and FAR 26. Coordinating all PBC and NCAA appeals
Admissions: The individual(s) assigned the duty of processing admission’s recommendations for student- athletes is/are responsible for admitting student-athletes within the university’s and NCAA rules and regulations.
Specifically the Admissions Office liaison must assume the following responsibilities: 1) Facilitating the admissions process for prospective student-athletes 2) Meeting with all prospective student-athletes and transfer student-athletes who visit officially and unofficially upon coaches requests 3) Assisting with educating prospective student-athletes and members of the Admissions Office staff about the NCAA Eligibility Center 4) Receiving final initial eligibility decisions, placing the decisions in students’ admission’s files and notifying the athletics department when a final decision is rendered
Sports Medicine: These individuals are responsible for awareness of the NCAA drug testing program and medical and rehabilitation services, as well as contributing to educating student-athletes in these areas.
The Sports Medicine staff is responsible for the following: 1) Monitoring compliance with Bylaw 14.2.5 regarding documentation for medical hardship waivers 2) Responsible for student-athlete and coaches’ rules education regarding use of banned substances and drug testing 3) Responsible for student-athlete and coaches’ rules education regarding NCAA and institutional insurance programs 4) Supervising and monitoring ineligibility for the use of banned drugs with Bylaw 31.2.3-31.2.3.5 5) Assisting in compliance with Bylaw 17.1.6.1 and 17.1.6.2-17.1.6.2.1.1 regarding daily and weekly hour limitations 6) Reporting any revisions, additions or cancellations of practices and/or games
Faculty Athletic Representative (FAR): This individual is responsible for serving as liaison between the CSU Athletic Department and the faculty and administration.
The FAR is one of five individuals authorized to make contact with the NCAA membership services staff, in accordance with NCAA Constitution 5.4.1.2.1.2. The FAR has a number of legislated responsibilities: 1) The FAR or President is required to sign requests for waivers of initial-eligibility requirements, (NCAA Bylaw 14.3.1.7) 2) Any appeal to restore the eligibility of a student-athlete must be submitted in the name of the institution by the FAR, president or AD, (NCAA Bylaw 14.12.2.) 11 | Page
3) The FAR, President and AD must sign institutional appeals to the Committee for Legislative Relief (formerly known as ARS). In addition, the FAR must be part of any telephone conference regarding the Committee for Legislative Relief (NCAA Bylaw 21.3.3.2.) 4) The FAR must be made aware of any institutional request for a waiver of division membership requirements (NCAA Bylaws 20.10.) 5) The FAR, President, AD or Senior Woman Administrator must appear before the membership of Division II to defend a request for a waiver of division membership criteria (NCAA Bylaw 20.2.5.2.1.1.) 6) The FAR is included in notifications from the NCAA that an official inquiry is being initiated to determine whether rules violations have occurred, (NCAA Bylaw 32.5.1.)
Beyond the responsibilities noted above, NCAA does not legislate the role of the FAR. The NCAA does provide a series of recommendations in its publication, ROLE OF THE FACULTY ATHLETIC REPRESENTATIVE. In that document, recommended FAR functions include involvement in: 1) Enforcement and Appeals Process 2) Athletics Certification – Institutional Self-Study 3) Oversight for Athletic Program 4) Upholding academic integrity and student-athlete welfare 5) Monitoring prospects’ academic credentials, academic progress of continuing students and graduation rates for student-athletes 6) Ensuring that academic services are available to student-athletes 7) Active involvement with institutional student-athlete advisory committees
Other duties often assigned to the FAR include: 1) Involvement in all NCAA Waivers and secondary NCAA violations 2) Assisting in the education for athletics for student-athletes, coaches and staff 3) Overseeing NCAA Coaches Certification
Financial Aid: The individual(s) assigned the duty of awarding athletically related financial aid is/are responsible for monitoring all athletic aid, institutional aid and outside aid awarded.
The Financial Aid Office liaison must assume the following responsibilities: 1) Determining the institution’s cost-of-attendance 2) Determining other countable financial aid, per NCAA regulations 3) Providing financial information to Director of Compliance for the NCAA squad lists 4) Assisting in monitoring for compliance with NCAA rules equivalency financial aid limits 5) Assisting in processing the initial and annual renewal / non-renewal of athletic grants-in-aid 6) Awarding all financial aid for the institution, including athletic grants-in-aid, institutional grants, and all other aid 7) Assisting coaches with packaging financial aid for prospective student-athletes and transfer student- athletes. Completing financial aid estimator packages upon request of coaches 8) Assisting in the identification of student-athletes eligible for the use of the NCAA special assistance fund 9) Assisting and monitoring NCAA Bylaws 15.5.1.(a) (b) regarding certification of non-counters
Head/Assistant Coaches: These individuals are responsible for knowledge and implementation of NCAA rules and regulations, in the areas of amateurism, eligibility, recruiting, financial aid, playing and practice seasons, and awards and benefits. Coaches are expected to fully cooperate and participate in compliance related policies and procedures, within CSU, PBC and NCAA guidelines.
Coaches’ responsibilities include: 1) Attend and participate in monthly compliance meetings
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2) Review NCAA rules with student-athletes when necessary and reinforce the importance of compliance 3) Facilitate the provision of all information necessary to determine prospective student-athlete eligibility 4) Provide complete off-campus contact and evaluation request forms 5) Monitor the permissible number of contacts and evaluations utilized 6) Complete and report your expense reports accurately 7) Provide Graduation-Rate Report to prospective student-athletes and parents 8) Provide complete and accurate required information for all official visits 9) Declare playing and practice season to the Director of Compliance for review and approval 10) Ensure sport's compliance with NCAA rules related to playing and practice seasons including monthly countable athletically related activity and recruiting logs 11) Responsible for the actions of all assistant coaches and staff and the sport's compliance with PBC and NCAA rules 12) Adhere to the scheduling process, verify that the schedule meets NCAA and PBC scheduling requirements 13) Educate student-athletes of NCAA regulations regarding reporting of employment earnings 14) Pass the annual NCAA Recruiting Exam 15) Initiate the renewal and non-renewal of athletically related financial aid process 16) Annually declare and receive approval from the Director of Athletics and President for athletically related income 17) Ensure compliance with Bylaw 12.5.4 regarding uniform logos 18) Ensure compliance with Bylaws 13.6.6.2, 13.7.2.1 and 16.2 regarding complimentary tickets 19) Ensure compliance with Bylaw 13.12 regarding summer camps
Certifying Officer: The Assistant Registrar is assigned the duty of certifying the academic and overall eligibility of each student-athlete is responsible for monitoring the six credit hour requirement, progress towards degree, GPA requirements, full-time status, declaration of major and preparing the overall eligibility rosters for all teams. The Assistant Registrar is also responsible for inputting all degree progress information into Compliance Assistant Internet.
The Assistant Registrar must assume responsibilities for the following: 1) Determining continuing eligibility for returning student-athletes 2) Monitoring designation of academic degrees 3) Monitoring satisfactory progress and good academic standing 4) Evaluating and determining all transfer credits accepted by the institution
Rules Education:
Rules education is a critical part of the Compliance Program at the University. Education and knowledge of University, PBC and NCAA rules is the first step in maintaining compliance and upholding the integrity of CSU. Although coaches and staff are not expected to know every NCAA rule, they are expected to know the basic rules, how to use the NCAA Manual as a reference point and to ask for interpretations before acting when the rules or situation seems unclear. The rules education program is intended to prepare coaches and staff to identify areas where compliance problems may exist and to identify infractions, should they occur.
The rules education program is also intended to inform coaches and staff of proposals and changes to NCAA rules throughout the legislative process. In addition, the Director of Compliance will seek input from coaches and staff regarding legislation throughout the process that relates to a specific sport or area.
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A. Head Coaches & Full-Time Assistant Coaches
1. The Director of Compliance primary responsibility is to educate coaches.
2. The Director of Compliance will schedule and conduct rules education meetings throughout the year as follows:
a. A group compliance meeting will be held at the beginning of the academic year to cover new legislation and procedures for the upcoming year. b. Monthly department meetings will be held to discuss important information relevant to the time of year, as well as new information or rule interpretations that have just developed. c. During the academic year, the Director of Compliance will conduct monthly rules education sessions. All coaches are required to attend each meeting. Absences will only be due to approved off-campus recruiting prior to the scheduled meeting and emergency situations. If unable to attend, the coach is responsible for scheduling a review with the Compliance Coordinator. d. Interpretations of legislation and “hot topics” as defined by the NCAA will be distributed via email to coaches, as necessary. e. All coaches will be given the following: a. Compliance Manual; b. NCAA Manual (http://www.ncaa.org/library/membership/division_ii_manual/index.ht ml); B. Other Coaches
1. Head Coaches are responsible for the education of their staff.
2. The Director of Compliance is responsible for providing written educational materials, as needed.
3. All coaches and support staff should attend the monthly coaches meetings to keep updated on rules education.
4. All assistant coaches will be provided with a Compliance Manual and NCAA Manual, as appropriate.
5. All coaches are required to pass the Division II Coaches Certification Test.
C. Staff Members
1. The Director of Compliance is responsible for educating of staff members.
2. Staff members are required to attend the departmental compliance meeting to be scheduled at the beginning of each academic year. This meeting will review appropriate legislation and newly adopted legislation for the upcoming year.
3. The Director of Compliance is responsible for distributing educational materials to staff members, as needed.
4. The Director of Compliance will access to a Compliance Manual and a NCAA Manual via Compliance website on the CSU website 14 | Page
D. Athletics Committee for Compliance
1. The Director of Compliance is responsible for educating the members of the Athletics Committee for Compliance.
2. The Athletics Committee for Compliance will meet once per semester to discuss NCAA rules, program progress, compliance policies and procedures for CSU.
E. Student-Athletes
1. The Director of Compliance and Head Coaches are responsible for educating student- athletes.
2. The Director of Compliance will conduct a rules education meeting at the beginning of the academic year with each team. This meeting will review important NCAA and CSU regulations, including the Summary of NCAA Regulations, Academic Eligibility Rules, Financial Aid, Code of Conduct, Amateurism Guidelines and Playing and Practice Seasons. This meeting will also cover the administration of NCAA and CSU Eligibility Paperwork, NCAA Drug Consent Forms, Buckley Amendment Forms, HIPAA Forms and the Student-Athlete Statement.
3. The Assistant Athletics Director/SWA serves as liaison to the Student-Athlete Advisory Committee and will attend each SAAC meeting, scheduled for once every month. The Assistant AD is responsible for providing a rules educations segment for each meeting to be distributed to each team by the SAAC members.
4. The Head Coach and the Director of Compliance are responsible for providing student-athletes with written materials regarding relevant rules and interpretations.
F. Boosters
1. The Director of Compliance is primarily responsible for educating boosters.
2. Information for faculty, staff, boosters, alumni and fans will be published on the CSU Athletics website and available hardcopy if needed.
3. The Director of Compliance will meet periodically with the booster club to discuss relevant legislation and their involvement with CSU Athletics.
G. Prospective Student-Athletes
1. The Compliance Office will work to ensure that prospective student-athletes (PSA’s) recruited by Clayton State University have the highest possible awareness of NCAA rules and regulations.
2. As a regular part of the continuing rules education process, the Compliance Office will review all pertinent recruiting legislation with coaches. Coaches will be reminded of the need to ensure their PSAs understand and comply with recruiting regulations.
H. President’s Office 1. The Director of Compliance and Director of Athletics will meet annually with the University President and/or the President’s representative to assure compliance with 15 | Page
the mandatory functions of the President in NCAA regulations. The President will also communicate in person and/or in writing with the athletics staff, reaffirming the institution’s commitment to both intercollegiate athletic and the rules and principles of the NCAA. The president will be apprised of all alleged NCAA rules violations.
I. Faculty Athletic Representative 1. The Director of Compliance will maintain regular contact with the Faculty Athletic Representative (FAR) to assure this individual is fully appraised of all relevant aspects of Athletic Department programs. The FAR will receive all rules updates, rules interpretations, and distribution of various Conference materials.
2. The FAR will be apprised of all alleged NCAA rule violations. The FAR will oversee the recruiting examinations of all coaching staff eligible to recruit off campus and student-athlete certification.
J. Registrar, Admissions and Financial Aid Officials 1. The Director of Compliance will meet at least once a semester with these officials to discuss rule applications, changes, new interpretations and problem areas that have recently developed. Maintaining smooth, open communication between these offices and the Athletic Department is essential. Each year these offices will be asked to present information and materials regarding relevant topics to the coaches and staff.
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Resources
Compliance Staff Members Telephone # Tim Duncan (678) 466-4672 Director of Athletics
Merlene Aitken (678) 466-4686 Assistant Athletic Director for Compliance & Student Services/ SWA
Dr. R.B. Rosenburg (678) 466-4808 Faculty Athletic Representative
Registrar (678) 466-4145
Bursar (678) 466-4295
CSU Financial Aid Office (678) 466-4185
Free Application for Federal Student Aid www.fafsa.ed.gov (800) 433-3243
Housing
CSU Athletics Housing (678) 466-4663
Admissions
CSU Admission (678) 466-4115
Other Resources
NCAA Office www.ncaa.org (317) 917-6222 ACT (319) 337-1270 SAT (The College Board) (212) 713-8000 PBC Conference (706) 860-8499
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Recruiting Information
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Clayton State University Recruiting Philosophy
Clayton State University is committed to seeking talented student-athletes to represent the university by playing on its intercollegiate sports teams. The talent shall have been demonstrated in the realms of character development, academic achievement and athletic performance. The prospective student-athlete is expected to be able to meet University standards in the classroom and on the field.
Intercollegiate sports are highly valued by the university and the community. Division II athletics afford student-athletes with a wonderful opportunity to realize the ideals of sports. The aspirations include such noble aims as: pursuing excellence, being competitive, setting goals, working hard, cultivating talent, developing stamina, finding courage, gaining maturity, building character, learning self-discipline, playing fair, appreciating teamwork, becoming selfless, respecting others, demonstrating sportsmanship and exhibiting leadership as well as winning magnanimously and losing graciously.
Clayton State Athletic Department personnel are expected to provide an educational experience in an environment that conforms to University, PBC and NCAA policies and missions. Student-athlete hosts are expected to adhere to these policies, as well as to provide all prospective student-athletes with safe and insightful student experiences at Clayton State University. Finally, prospective student-athletes should behave in a manner consistent with the expectations of all Clayton State University student-athletes, adhering to all PBC and NCAA regulations, as well as all state and federal laws.
Student-athletes and prospective student-athletes are expected to act in a manner that places them in the best possible light, to refrain from committing offensive acts and to avoid responding to the offensive behavior of others. Clayton State University expects student-athletes and prospective student-athletes to adhere to all state and federal laws related to alcohol and drug use. Furthermore, during a hosted event, under no circumstances should a student-host or prospective student-athlete engage in drinking alcoholic beverages regardless of whether or not he or she is of legal age. This includes any student-athlete who transports recruits. In addition, “adult entertainment” and gambling venues are off-limits during recruiting visits. This extends to arranging adult entertainment or gambling activities on campus. It is critical that student-athletes and prospective student-athletes avoid any situation where risky behavior may occur.
Clayton State University believes that the conduct of its student-athletes who have the privilege to wear the Laker uniform reflects upon the entire University community, on and off the fields of play. Furthermore, wearing the Clayton State University uniform is a privilege and not a right. Consequently, the involvement of student-athletes or prospective student-athletes in incidents that are contrary to this philosophy may result in a decision by the University to decline to admit or grant financial aid to a prospective student-athlete and may result in dismissal from a team for current student-athletes. Furthermore, such conduct could also result in proceedings being commenced by other authorities.
The powerful effect of sports on student-athletes and the substantial influence of athletic role models on others should never be underestimated. Therefore, the Athletic Department seeks prospective student-athletes who are dedicated to achieving these sports ideals and to taking full advantage of the privilege afforded them by the University.
Violations of the guidelines will be reported to the Director of Athletics. All suspected violations will be investigated thoroughly and dealt with seriously. Any infraction(s) found to be in violation of any of the guidelines will be reported to the FAR, CSU President, PBC and NCAA.
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Recruiting
Off-Campus Recruiting Certification General Information Only those coaches who have been certified may contact or evaluate prospective student-athletes off-campus. (See NCAA Bylaw 13.1.2.1.1) The NCAA requires that all coaches who recruit off-campus be certified on an annual basis. The off-campus recruiting certification exam will be given every year in approximately late June and August. Certification of a coach is valid until July 31. Volunteer coaches are required to take the NCAA recruiting certification exam. The exam is administered by the Clayton State University Testing Center.
Tips Coaches may contact the Compliance Office for practice tests. The exam is open book.
Unofficial Campus Visits
Prospective student-athletes are welcome to visit the university at their own expense (except during "dead periods", See NCAA Bylaw 13.02.4.4). On such unofficial visits to the campus, prospective student-athletes may be provided with complimentary admissions to Clayton State University home athletic events and one meal in the institution’s dining facility, however if all dining facilities are closed a coach may provide a meal in an off-campus dining facility as permitted by the NCAA. In addition, the sport's designated recruiting coach may arrange for the prospect to meet with faculty, student-athletes, athletic administrators and other appropriate individuals in order to help the prospect gain pertinent information.
However, extreme care must be taken to ensure that prospects are not involved in any on-campus activity that might be construed as entertainment or given financial assistance with travel, or lodging while making an unofficial visit to the campus. Additionally, prospects are not allowed to receive special (i.e. VIP) seating at on-campus athletic events.
Official Visit Guidelines for Athletics Departmental Staff
The goal of campus recruiting visits is to provide prospective student-athletes with the opportunity to make an informed decision about their future academic and athletic careers at the collegiate level. These guidelines are intended to provide institutional staff members with the information necessary to provide these opportunities in a manner consistent with the regulations set forth by the NCAA.
Recruiting is a vital component for the success of our athletic program. Our goal is to attract not only great student-athletes, but also great people who will enhance the overall university community in a positive fashion. It is our responsibility to make sure all prospective student-athletes have a positive and safe visit.
1. In preparation for the official visit, coaches should send a letter to prospective student-athletes, outlining expectations and describing available opportunities for the visit.
2. If air transportation is provided to prospective student-athletes to and from an official campus visit, the flights must be via a commercial airline at coach class airfare with no upgrades. Prospective student-athletes may be picked up at the airport by any institutional staff member of the athletic department.
3. If prospective student-athlete drives him/herself to campus or rents a car, mileage reimbursement may be provided at the rate used by CSU institutional staff members. It is not permissible to cover the cost of prospective student-athletes’ rental car. Coaches must complete the Non-Employee- Travel Reimbursement Form accompanied by Map Quest verification. This form must be signed
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by the prospect. However, if a prospect prefers gas reimbursement, the prospect must provide the coaching staff member with a gas receipt.
4. The “Authorization of Official Visit” form must be completed six (6) days prior to visit.
5. Student-athlete hosts must be either current student-athletes or students who are part of the institutional regular campus tours program for all prospective students.
6. Head Coaches (or their representatives) will meet with the student hosts and prospective student- athlete to discuss behavioral expectations and NCAA and Institutional guidelines and forms.
7. Student hosts and prospective student-athletes must abide by all local, state and federal laws, along with CSU, PBC, and NCAA regulations. Upon arrival, prospective student-athletes and their student hosts must sign (CSU Student Host Form) indicating that they will not engage in inappropriate behavior (e.g., drinking use of drugs, gambling). By signing these forms, prospective student-athletes and student hosts will affirm their understanding of the guidelines
8. When transporting prospective student-athletes around campus during official visits, coaches must use their personal vehicles or institutional vehicles generally used by personnel to transport prospective students on campus tours. Student hosts may also use their personal vehicles. Prospective student-athletes may not be provided with cars to use during their visit. However, Clayton State University may arrange special on-campus parking for prospective student-athletes during an official visit. (13.6.6.3)
9. Entertainment and lodging during prospective student’s official visit is limited to the prospective student, the prospective student-athlete’s parents or legal guardian(s) and spouse.
10. Prospective student-athletes (and their parents or legal guardians) must be housed either on campus with student hosts or in standard lodging. Specifically, rooms may not be suites or include special accessories, such as jacuzzis, unless those amenities are available to all rooms of lodging, regardless of their location (e.g. hotel, dormitory, etc.).
11. High school and college coaches or individuals involved in the coaching activities of prospective student-athletes shall only receive two (2) complimentary admission to an athletic contest through a pass list to home events at any facility in which the intercollegiate team regularly practices and competes. CSU staff members are prohibited from spending funds to entertain the prospective student-athlete’s coach on and off CSU’s campus.
12. The meals provided to prospective student-athletes and their parents or legal guardians on official visits should be comparable to those meals given to student-athletes during the academic year. Each day, the institution may provide 3 meals and a reasonable snack (e.g. pizza, hamburger).
13. Personalized recruiting aids (e.g. personalized jerseys, lockers, audio/video scoreboard presentations) and simulated game-day activities during prospective student-athletes’ visits are prohibited. Prospective student-athletes may be present in the locker room before or after a competition. During the competition, however, prospective student-athletes must be seated in the regular seating areas. It is not permissible to publicize prospective student-athletes’ visits in any way.
14. Prospective student-athletes, student hosts, and coaches are prohibited from participating in activities involving the consumption of alcohol, drug use, or any violations of criminal law during campus visits.
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15. Gambling, of any type, is prohibited during visits.
16. Harassment, of any type is impermissible. This includes, but is not limited to, racial, sexual, or religious harassment. Providing or purchasing sexual favors, purchasing or viewing pornography, or any other involvement with sexually-explicit material is inappropriate and strictly prohibited.
17. Campus visits should include meetings with an academic advisor, along with other campus personnel, if possible (e.g. meeting with faculty, admissions personnel, financial aid officer). At a minimum, the coach should review the academic requirements with the prospective student- athletes.
18. During official and unofficial visits, three (3) complimentary admissions to campus athletics contests may be provided to prospective student-athletes and anyone accompanying them on the visit. The names of the prospective student-athletes and their relatives or friends must be placed on a pass list. Prospective student-athletes and their relatives or friends must sign the pass list and show identification to be admitted. No hard tickets may be issued.
19. Application of these guidelines will be monitored by the Compliance Office and designated coaches.
Your compliance with these guidelines is absolutely necessary and greatly appreciated. Appropriate disciplinary actions will be in accordance with university policy.
Planning Activities for the Official Visit
In order to have a productive official visit, particular objectives must be met when planning activities. The objectives should include providing a safe, informative visit for each prospect and his/her parents, guardians or spouse, with an appropriate amount of enthusiasm demonstrated toward the prospect's chances of attaining a place at the university. After visiting the campus, a prospect should be able to adequately assess whether the Clayton State University campus environment, as well as its academic and athletic programs, are best suited to his/her needs. During the visit the prospect should also be made fully aware of all procedures associated with admission and his/her obligations to the University and the Department of Athletics.
Each visit should be individually tailored to the prospect's needs, focusing upon his/her individual academic interests or specialties. The recruiting coach arranges for meetings with, student-athletes, students, coaches, trainers and the Director of Athletics, as appropriate. Coaches should also consider enlisting the aid of the CSU Admission’s Office for a tour of campus, Financial Aid, Academic Advisor through the Assistant Athletic Director for Compliance and Student Services.
The Head Coach or his/her designee who plans the official visit must remember that the NCAA prohibits personalized recruiting aides (such as jerseys or scoreboard presentations) or game-day simulations during campus visits. Prospects can visit the locker room before or after a game or stand on the sidelines during pre- game activities under this measure. A prospective student-athlete may attend athletic events while on his/her one official visit. The head coach or his/her designee arranges for complimentary admissions with the Compliance Office, ensuring compliance with NCAA rules and regulations.
Those involved in planning the official visit should be aware and take advantage of any on-campus social events, such as faculty gatherings, student organization functions, fraternity parties, etc., that introduce the university's student life to the prospect. However, care should be exercised so as not to violate any NCAA rules and regulations.
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Scheduling Appointments with Academic Advisor Coaches should contact Assistant AD for Compliance and Student Services to assist with the scheduling of a meeting with an Academic Advisor. When scheduling a prospect’s meeting with an Academic Advisor, please give the advisor at least a week notice prior to meeting.
Recruit Housing Prospects visiting CSU on an Official Visit may be housed in a local hotel, but at a scale comparable to that of normal student life and only within a 30-mile radius of campus.
CSU cannot pay for any phone calls, pay per view movies, room service, or in-room refreshment centers, etc. Coaches need to ensure that the hotels are aware of these rules. Arrangements to limit access to these services by prospects and/or their host should be made in advance. The student host and prospect may purchase hotel movies with “Host Entertainment Money” but the charge may not be billed to the room. (Note: Room Service may be used only if done to prevent the 48-hour visit clock from starting – CHECK WITH COMPLIANCE)
It is advised that coaches make arrangements with the hotel in advance to “block” the telephone and pay per view movies, etc. and inform the hotel that if they allow such charges to be made, it is up to them to collect it. It is CSU Policy that a coach is present when a prospect checks-out to ensure that unauthorized expenses are taken care of by the prospect/parent at that time of check out.
Unapproved charges are the responsibility of the prospect (or visiting parents(s) or spouse) and must be cleared during check-out. It is a violation for an institution to pay for such cost. If it is not cleared, the prospect will be billed for the unapproved charges. The Business Manager and Compliance Offices will notify the coaches of any unauthorized charges that appear on the hotel bill.
Please keep in mind that, if a violation occurs, it will affect the eligibility of the prospect involved.
Complimentary Admissions
Prospects on Official and Unofficial Visits General Information 1. Prospects are allotted three (3) complimentary admissions to athletic events during both an official and unofficial visit to CSU; 2. Prospects are required to show ID and sign the pass list in order to be granted admission to a CSU athletics event; 3. The complimentary admissions pass list forms are located in the Compliance Office or with designated coaching staff.
Please keep in mind that providing complimentary admissions to a prospective student-athlete during a dead period is prohibited.
Prospective Student-Athlete Tryout General Information Tryouts. 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 beginning June 15 immediately preceding the prospective student-athlete’s junior year in high school and only under the following conditions (see Bylaw 17.02.14 for tryouts of currently enrolled students):
(a) Not more than one (1) tryout per prospective student-athlete per institution per sport shall be permitted;
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(b) The tryout may be conducted only for a high school or preparatory school prospective student-athlete outside his or her high school’s or preparatory school’s traditional season in the sport (which shall begin with the first official team practice and conclude with the team’s final competition); 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 examina- tion 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; (Revised: 7/24/07 effective 8/1/07, 10/18/11, 1/14/12 effective 8/1/12, 1/16/13 effective 6/15/13; for any prospective student-athlete entering his or her junior year in high school 6/15/13 and thereafter, 7/22/14)
Exception. A medical examination conducted or supervised by a physician within six months of the prospective student-athlete’s participation in practice, competition or out-of-season conditioning activities at his or her high school, prep school or collegiate institution may be used to satisfy the medical examination requirement provided it was accepted by the prospective student-athlete’s high school, prep school or collegiate institution for his or her participation in athletics during the academic year in which the tryout is conducted.
(d) The tryout may include tests to evaluate the prospective student-athlete’s strength, speed, agility and sport skills. Except in the sports of football, ice hockey, lacrosse and wrestling, the tryout may include competi- tion. In the sport of football, the prospective student-athletes shall not wear helmets or pads;
(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;
(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. Process Prior to Try-Out Activity Coach must complete the Tryout Request Form with the prospects’ information. Compliance and Sports Medicine must complete their respective portions of the Try-Out Form. Thereby indicating that the required actions on the form have been completed. o Once a department has completed their portion of the try-out form, the form must be submitted to the Compliance Office. CSU Sports Programs must inform the prospect(s) of actions they must complete in order to participate in the try-out. Those actions include: o Provide proof of health insurance to the Athletic Training Department/liability waiver; o Obtain a sickle cell test and provide results to the Athletic Training Department or present the sickle cell testing waiver; and o Obtain or provide documentation of a current physical examination to the Athletic Training Department (last (6) six months).
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High-School/Prep School/College Coaches: Entertainment of high-school, college-preparatory school or two year college coach or any other individual responsible for teaching or directing an activity in which a prospect is involved, is limited to providing two (2) complimentary admissions to a home athletics event. Entertainment such as food and refreshments, room expenses, or the cost of transportation to and from campus for prospect coaches is prohibited.
General Information 1. High-School/Prep School/College Coaches are allotted two (2) complimentary admissions (issued through pass list) to a home athletics contest. 2. Coaches are required to show ID and sign the pass list in order to be granted admission; 3. Admissions must be issued on an individual game basis.
Process 1. The Complimentary Admissions for Recruits Forms are located in the Compliance Office. 2. Names must be submitted on a pass list to the Compliance Office prior to the game.
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Prospective Student-Athlete Tryout Grid
Prospects
Number of Tryouts • One per prospect, per institution, per sport
• High school or preparatory school prospective student-athlete outside his or her high school’s or preparatory school’s traditional season in the sport (which shall begin with the first official team practice and Who conclude with the team’s final competition) • 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 • Four-year college student, after the conclusion of the sport season, provided written permission to contact the prospective student- athlete.
• Must have documented medical examination within six months prior to tryout by a physician. Medical Requirements 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.
• May include test to evaluate strength, speed, agility and sport skills. Skill Assessment
Competition • Permissible against institution’s team so long as it is during the academic year and a countable athletically related activity.
• No more than three dates
Time • Limited to normal practice period but no more than two (2) hours.
Equipment • During the period of the tryout and on an issuance and retrieval basis.
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Policy and Procedures Regarding Official Visits By Prospective Student-Athletes
1. Generally, funds for Official Visits will come from the Athletics Budget. A maximum of $30 for a host, and a travel reimbursement of no more than the cost incurred for travel by car, train, bus or any airplane travel and food costs, must be paid by the Athletics Budget. Meal cost for off-campus restaurants (used for an official visit only, or when on-campus dining facilities are closed) and hotel costs for parents and for the prospective student-athlete must also come from the sport’s budget account.
2. In order for high school, two-year and four-year prospects to make an official visit, Head Coaches or their designees must enter the prospect’s name on the NCAA Institution Request List. Additionally, prior to the visit, the Assistant Athletic Director for Compliance and Student Services must receive the following documentation:
a. The Official Visit Request Form; b. Current high school or college-preparatory school transcript (official or unofficial) c. Registered with the NCAA Eligibility Center d. Is placed on Clayton State University institutional request list (IRL) with the NCAA Eligibility Center.
All Student Hosts must be educated by the coach (and sign the Student-Athlete Host form) about his/her role and expectations. This orientation should include specific instructions that relate to restrictions for official visits and policies relating to alcohol.
All on-campus housing requests, complimentary tickets to home events, and hotel rooms for parents must be handled through normal procedures with a preferred lead time of five (5) days and a minimum 24-hour notice.
The “Authorization of Official Visit” form must be completed six (6) days prior to visit.
1. Georgia law prohibits the consumption of alcoholic beverages by individuals under the age of 21. Clayton State University does not, and shall not, promote or condone the use of alcohol or other inappropriate activities as recruitment strategies designed to entice potential student-athletes to attend Clayton State University. Further, Clayton State University policies prohibit general misconduct, including, but not limited to, sexual harassment, hazing and hate crimes.
The purpose of this policy is threefold: 1) to ensure that student athletes have every opportunity to fully participate in the intercollegiate athletic program by creating an environment free of illegal and inappropriate use of alcohol and other controlled substances, 2) to create an environment that provides an equitable opportunity to all students and one which is free from the threat of harassment of any type, 3) to ensure the ongoing standard of excellence associated with the athletic program at Clayton State University.
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Recruiting Activity Logs
Monthly Deadline Recruiting logs are due in the Compliance Office the first Monday of every month and no later than the second
Monday. Head coaches will be notified if recruiting logs have not been reviewed by the Compliance Office. General Information Recruiting Activity Forms are located in the Compliance Office. The documentation of all recruiting activities is an essential part of NCAA compliance.
A Prospective Student-Athlete is an individual who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a prospective student-athlete if the institution provides such an individual (or individual’s 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 one of the following occurs: i. The individual officially registers and enrolls in a minimum full-time program of students and attends classes in any term of a four-year collegiate institution’s regular academic year (excluding summer); ii. The individual participates in a regular squad practice or competition at a four-year collegiate institution.
Recruited Prospective Student-Athlete. Actions by staff members or athletics representative that cause a prospective student-athlete to become a recruited prospective student-athlete at that institution are: i. Providing the prospect with an official visit; ii. Having an arranged, in-person, off-campus encounter with the prospective student-athlete or the prospective student-athlete’s relatives or legal guardian(s); iii. Initiating or arranging a telephone contact with a prospect, the prospect’s relatives or legal guardian(s) on more than one (1) occasion for the purpose of recruitment or iv. Issuing a National Letter of Intent or the institution's written offer of athletically related financial aid to the prospective student-athlete.
The following Information must be included in recruiting logs: 1. Prospect’s name; 2. Prospect’s classification; 3. Prospect’s school; 4. Date of contact; 5. Location of contact; 6. Nature of contact (telephone call, evaluation, face-to-face contact, etc.); 7. Outcome of phone call 8. For evaluations, records of other prospective student-athletes evaluated should be maintained.
Process 1. At the end of the month, coaches should complete and sign logs. 2. Logs are reviewed by the Compliance Office monthly. 3. Copies of recruiting activities must be retained for five (5) years.
Telephone Calls: All electronically transmitted human voice exchange (including videoconferencing and videophones) shall be considered telephone calls. Any other form of electronically transmitted correspondence (e.g., electronic mail, facsimiles) shall not be considered telephone calls.
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National Letter of Intent
General Information NLI’s should be requested two (2) weeks prior to signing date from the Compliance Officer. The NLI Information form should be submitted to the Compliance Officer with the following information: 1. Prospect’s legal name; 2. Date of Birth; 3. Junior College or High School; 4. Parent(s) name(s) and telephone; 5. Home address; 6. Date; 7. NCAA EC ID#; and 8. Scholarship amount.
Process 1. Once all signatures have been obtained from the Athletic Director Compliance Officer and the University Financial Aid Officer, the NLI and Athletics Award Letter will be sent to prospect from the Compliance Office for the prospect’s signature. 2. If the prospect is under the age of 18, his/her parents or legal guardians’ signatures are required. 3. The NLI must be signed by the prospect within seven (7) days of issuance to the NLI prospect. 4. The prospect may fax or email the NLI back to the Compliance Office for reporting purposes. 5. The NLI will be kept on file with the Athletic Department and a copy must be sent to the PBC within 14 days from the NLI prospect signature and date. 6. The Sports Information Director will be provided notice of the receipt of the NLI and Award Letter once it has been received by the Athletic Department.
A National Letter of Intent cannot be issued to a prospect without an Athletic Award Letter. Athletic Award Letters can be issued without NLIs, this usually happens with transfers or student-athletes who did not receive athletic aid during their freshmen year but will as sophomores. CSU must have a copy of a signed NLI (a faxed or email copy is sufficient) prior to publicizing the prospect’s commitment.
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Basic Recruiting Regulations – Current Legislation
Telephone Calls • Beginning June 15 immediately preceding the prospective student- athlete’s junior year in high school; thereafter, there shall be no limit on the number of telephone calls made to the prospect.
Contacts • Beginning June 15 immediately preceding the prospective student- athlete’s junior year in high school; thereafter, there shall be no limit on the number contacts made to the prospect. • Off-campus contacts must be made during the designated contact period. • On-campus contacts must be made during the designated quiet period. Evaluations • There are no limitations on the number of evaluations allowed per prospect, per academic year. • Evaluations must be made during the designated evaluation period. Printed Recruiting • Athletically related materials may be sent to a Materials prospect/parent/guardian June 15 immediately preceding the prospect’s junior year in high school. • NCAA educational material, camp brochures, questionnaires and non- athletically related materials may be sent at any time.
Electronic Media • Athletically related electronic media may be sent to a prospect/parent/guardian June 15 immediately preceding the prospect’s junior year in high school.
Electronic • Athletically related electronic transmissions (instant messaging, text Transmission messaging) may be sent to a prospect/parent/guardian June 15 immediately preceding the prospect’s junior year in high school. • All electronic transmitted correspondence shall be sent directly to the prospective student-athlete [or the prospective student-athlete’s relatives or legal guardian(s) and coaches] and shall be private between only the sender and recipient (e.g., no use of chat rooms, message boards, posts to “walls”). There shall be no limit on the number of electronic transmissions sent by institutional staff members to a prospective student-athlete [or the prospective student-athlete’s relatives or legal guardian(s).
Required Materials • The NCAA Eligibility Center shall provide information regarding graduation rates, banned substances and initial eligibility information to the prospect upon registration with the NCAA Eligibility Center.
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Official Visit/Unofficial Visit Grid
Official (Paid) Visit Unofficial (Unpaid) Visit
Responsibility for Expenses • Institution • Prospect/family
• June 15 preceding the prospective • Anytime but dead student-athlete’s junior year in period When high school • Not during dead period
• One per institution • Unlimited Number of Visits • Five (5) total (DI & DII) for prospect
• Presentation to institution with a • None current high school or college-
preparatory school transcript (official or unofficial) Requirements PRIOR to Visit • Registration with Eligibility Center Place prospect on IRL
Length of Visit • 48 hours • No limit • Via automobile or commercial • To view practice,
means competition and Transportation institutional facilities only
• May provide hotel room for • May stay in prospect dormitory if
prospect pays Lodging institutional room rate
• Comparable to regular students • One meal on or off Meals campus in the locale of the institution.
Entertainment • On campus • None
• May provide host • None $30 per day to entertain, but may Hosts not buy mementos or tangible items with funds
Complimentary Admissions • Three (3) • Three (3)
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Local Sports Clubs General Information In sports other than basketball, an institution’s coach may be involved as a participant or in instructional or coaching activities in the same sport for a local sports club or organization located in the institution’s home community, provided all prospective student-athletes participating in said activities are legal residents of the area (within a 100-mile radius of the institution). Further, in club teams involving multiple teams or multiple sports, the 100-mile radius is applicable only to the team with which the institution’s coach is involved; however, it is not permissible for the coach to assign a prospective student-athlete who lives outside the 100- mile area to another coach of the club. A coach may be involved with a local sports club located in the institution’s home community that includes prospective student-athletes participating in a sport other than the coach’s sport, regardless of where such prospective student-athletes reside. A coach also may be involved in activities with individuals who are not of prospective student-athlete age (i.e., before the ninth grade), regard- less of where such individuals reside.
Legal Resident.
A prospective student-athlete who relocates to an area within a 50-mile radius of the institution on a temporary basis (e.g., to participate on a club team or attend and institution while maintaining a permanent residence outside of the 100-mile radius) is not a legal resident of the area regardless of whether the prospective student-athlete meets legal standards of state or local residency for governmental purposes.
Coaching Staff Member's Involvement with a Local Sports Club that Includes Prospects Who Reside Outside of a 100-mile Radius of the Institution (II)
Date Published: December 18, 2009 Item Ref: d
Interpretation:
The academic and membership affairs staff confirmed that an institution's coaching staff member may not be involved in any capacity (e.g., coach, participant, and administrator) with a sports club in which the coach will be involved with prospects participating in the coach's sport who live outside of a 100-mile radius of the member institution's campus. An institution's coaching staff member may not serve as an administrator over an entire club, or part of a club (e.g., administrator for all soccer teams in a multisport club), if it includes teams that have prospects in the coach's sport who reside outside of a 100-mile radius of the member institution's campus. The staff noted that if a coaching staff member serves as an administrator of a single team in a club that involves multiple teams or sports, the 100-mile radius is applicable only to the team with which the institution's coach is involved and the coach's sport.
Institutional Sponsorship of Local Sports Club.
Neither an institution's athletics department nor an institution's athletics booster group may sponsor a local sports club that includes prospective student-athletes. It is permissible for a department of the institution that operates independent of the athletics department (e.g., physical education department, recreation department) to sponsor a local sports club that includes prospective student-athletes, provided no athletics department staff member is involved with the club team.
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Personnel Information
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Declaration of Personnel
Deadlines The Assistant Athletic Director for Compliance and Student Services will provide Declaration of Personnel Forms to all Head Coaches in July. Additional forms are located in the Compliance Office. Head Coaches are required to turn in their personnel staff declaration form prior to the beginning of the academic year.
Declaration of Staff Please refer to the NCAA Manual Bylaw 11 for the Conduct of Personnel. Each head coach must declare in writing the names and positions of their coaching staff members. If any coaching changes occur, you must inform the Compliance Office so we may update our records, this includes volunteers, managers and student coaches.
Certification to Recruit Off-Campus Only those coaches who have been certified (successfully passed the NCAA Coaches’ Certification Exam) may contact or evaluate any prospective student-athlete off-campus. Certification must occur on an annual basis. Clayton State University Testing Center will administer the coaching exam; and the Compliance Office will monitor the certification of all CSU coaches.
Conduct of Athletic Personnel
Responsibility for Violations of NCAA Regulations. Institutional staff members 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, whether such violations occurred at the certifying institution or during the individual’s previous employment at another member institution.
Responsibility of Head Coach. It shall be the responsibility of an institution’s head coach to promote an atmosphere for compliance within the program supervised by the coach and to monitor the activities regarding compliance of all assistant coaches and other administrators involved with the program who report directly or indirectly to the coach.
Outside Income
208 OUTSIDE ACTIVITIES AND ON-CAMPUS EXTRA COMPENSATION
208.01 Conflict of Interest: Policy
Board of Regents Policy 802.16 Outside Activities: An employee of the University System of Georgia should avoid actual or apparent conflict of interest between his or her college or university obligations and his or her outside activities.
A conflict of interest is defined as a conflict between the private interests and the official responsibilities of a person in a position of public trust. The first obligation of a University employee is always to Clayton State. No University employee shall engage in any outside activity that competes or appears to compete with the interests of the University, and/or to inhibit the successful pursuit of University objectives, and/or to bring discredit upon the University. Such outside activities are, by definition, a conflict of interest and will not be approved.
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208.02 Occupational Activity and Consulting 208.02.1 Definitions
1. An outside activity is considered “occupational” if the employee must commit more than one full business day per week to the pursuit of the activity. Absences to engage in occupational activity must be requested using an “Employee Occupational and On- Campus Activities Approval Form.”
2. “Ongoing occupational activities” are occupational activities that require the attention/time of an employee more than once in an academic year.
3. Single Occasion Occupational Activities are those activities involving only a few hours (generally fewer than 8) of faculty time and not recurring on a regular basis as part of an established pattern of consulting speaking or performing.
4. Extra compensation is defined as activities performed outside the frame work of the employee’s normal workload in which the employee is compensated through the University System of Georgia payroll system.
5. Consulting
Board of Regents Policy 802.1602 Consulting: Recognizing that teaching, research, and public service are the primary responsibilities of faculty members in the University System of Georgia, it shall be considered reasonable and desirable for faculty members to engage in consulting activities, which are defined for purposes of this policy as any additional activity beyond duties assigned by the institution, professional in nature and based in the appropriate discipline for which the individual receives additional compensation during the contract year…
Board of Regents Academic Affairs Handbook Section 4.09.02 Consulting: The following disclaimer should be included in any written reports prepared by faculty members of the University System of Georgia for clients for whom they perform consultation services:
“This report represents the opinions of the author(s). It carries no official endorsement by [Clayton State].” 208.02.2 Policy
Board of Regents Policy 802.1601 Occupational:
A. An employee of the University System shall not engage in any occupation, pursuit, or endeavor, which will interfere with the regular and punctual discharge of official duties. The Board may from time to time adopt additional restrictions and limitations on outside activities of employees as set forth in this Policy Handbook. B. All full-time faculty, administrators, and other professional staff members employed by an institution of the University System are expected to give full professional effort to their assignments of teaching, research, and service. C. Professional employees are encouraged to participate in professional activity that does not interfere with the regular and punctual discharge of official duties provided the activity meets one of the following criteria: (1) is a means of personal professional development; (2) serves the community, state or nation; or (3) is consistent with the objectives of the institution.
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D. For all activities, except single-occasion activities, the employee shall report in writing through official channels the proposed arrangements and secure the approval of the president or his/her designee prior to engaging in the activities. Such activities include consulting, teaching, speaking, and participating in business or service enterprises.
1. The use of University funds, facilities, materials, equipment, or supplies, in connection with outside occupational activities or consulting is strictly prohibited unless prior arrangements have been approved for reimbursing the University at the normal rates charged to outside users of University facilities.
2. Missing class or other assigned duties to engage in approved outside occupational activities or consulting is strongly discouraged, and general approval of an activity does not convey specific permission to be absent. If special circumstances appear to warrant absence (e.g., out-of-town consulting), the faculty member must secure prior written authorization. The faculty member must specify what arrangements have been made to make sure that the absence will not interfere with the discharge of official duties. In no case may class absence for occupational activity or consulting exceed 10 percent of the lecture/lab time for a semester.
208.02.3 Procedure for Obtaining Approval of Occupational Activity or Consulting
Before accepting outside occupational activity or consulting during the term of his or her contract or during summer if receiving compensation from the University, the faculty member must do the following:
1. A faculty member wishing to engage in outside occupational activity or consulting must first discuss the employment with his or her department head/associate dean or supervisor to determine if the employment is consistent with the University and Board of Regents’ policy.
2. If this informal consultation indicates that the activity appears likely to be approved, then the faculty member should submit a completed Employee Occupational and On- Campus Activities Approval Form to the department head/associate dean or supervisor, who will forward it through the administrative chain of command for approval.
Employees who wish to engage in on-going occupational activities or on-going consulting must submit a form at the start of each academic year. Approval during one academic year does not necessarily ensure approval in subsequent years. It is the employee’s obligation to report and request approval of any substantive change in the nature or extent of duties or obligations involved in outside occupational activities or consulting approved for the year.
Employees who engage in outside occupational activities or consulting on an occasional basis that is not amenable to long-term planning must submit an approval form for each occasion, and must not engage in the activity or activities until written approval is received.
208.02.4 Occupational Activities Resulting in Extra Compensation
The following guidelines must be met for outside activities that result in extra compensation:
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1. Compensation made through the college payroll system will be subject to the following limitations: a. The compensation will not exceed the fair market value for the work performed. b. During that part of the year when a faculty member is under contract as a full-time employee of the college, the compensation will not exceed 20% of the faculty member’s base pay as indicated in the contract. (1) Faculty members on a fiscal year contract may be compensated up to an additional 20% of their base pay during the fiscal year. (2) Faculty members on an academic year contract may be compensated up to an additional 20% of their base pay during the academic year contract period. They may be compensated for an additional 33.3% of their academic year base pay during the period following the academic year contract period. If a project resulting in extra compensation generates funds in excess of this limit, the funds will be used to “buy” a portion of the faculty member’s time; the faculty member will be released from an appropriate portion of his or her responsibilities as a full- time faculty member.
2. Any faculty member receiving compensation from a corporation that has a contract with the University must disclose and receive prior approval from the President or his designee for that compensation.
3. A faculty member who participates in an outside activity during the summer semester is not subject to a compensation limit provided that the faculty member is not under contract during the summer semester.
4. If a faculty member, while under contract for the summer semester, wishes to participate in an outside activity, the approval process as outlined in section 208.02.3 must be followed.
208.02.5 Approval Procedures for Outside Activity Involving Georgia State Agencies (including other institutions of the University System of Georgia)
The following steps must be completed for outside activities involving Georgia state agencies:
1. Employees of Clayton State who desire to perform paid services for another state agency should arrange an informal consultation with their department head/ associate dean, director, or dean, and vice president, as applicable, and discuss the proposed arrangements in detail. No commitment of any kind to another state agency should be made by a Clayton State employee until and unless informal approval is obtained in Step 1.
2. The chief executive officer of the department or agency desiring the services of a person at this University who falls in one of the eligibility categories mentioned above should address a letter to the President of the University, certifying the need for the Clayton State employee’s services and explaining why the best interests of the state will be served by obtaining the part-time services of a Clayton State employee, rather than obtaining the same services from a person(s) not presently employed by the State of Georgia.
3. The President of the University may approve or disapprove the request. In order to approve the other agency’s request for a Clayton State employee’s services, the President must certify in writing, to the requesting state agency or department, each of the following: (1) The person whose services are desired is available to perform such services.
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(2) The performance of the requested services will not detract from, or have a detrimental effect on the Clayton State employee’s performance of obligations to the University. (3) The part-time employment of the employee will be in the best interests of the State.
4. The two departments or agencies involved must then reach an agreement about the procedures under which the Clayton State employee shall perform the additional services. The agreement shall specify the means of employment (whether as a part-time employee or as a consultant), the compensation involved, and other pertinent details and conditions. The agreement may be terminated at any time by either party.
208.02.6 Professional Liability Insurance
Employees should be aware that they are not covered by The Board of Regents Professional Liability Insurance Plan when engaged in outside occupational activity or consulting. Liability coverage for such activities was specifically excluded by the Board of Regents in 1987. This exclusion specifically extends to “Participation in consultation practice in the employee’s discipline or related subject areas, when such consultation is for the employee’s personal gain and where the contract for the service is between the employee and the third party benefiting from the consultation.” (Board of Regents action Jan. 14, 1987)
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Playing & Practice Season Information
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Declaration of Playing & Practice Season
Deadlines The Assistant Athletic Director for Compliance will provide Declaration of Playing & Practice Season Forms to all head coaches in July. Additional forms are located in the Compliance Office. Coaches are required to turn in their Declaration for Playing & Practice Season Form prior to the start of the teams’ playing and practice season. Changes made to the declared playing & practice season must updated on the team’s Declaration of Playing & Practice Season Form and provided and reviewed for approval through the Compliance Office prior to the effective date of the change.
Tip Please refer to the NCAA Manual Bylaw 17 and review your sport’s section for details regarding the length of playing season and first possible practice date. An academic calendar will be attached to the declaration form for your assistance. Please return both the calendar and the declaration to compliance for review.
Note: All teams’ schedules must be vetted with the Director of Athletics and Compliance Officer, prior to the schedule being enforceable.
Playing & Practice Activity Logs
Monthly Deadline Practice activities logs are due in the Compliance Office on the first Monday of every month and no later than the second Monday. Head coaches are notified if practice logs have not been turned in to the Compliance Office. Practice logs must be completed for each week of the academic year, beginning with either the first day of class or competition (whichever come first). The practice logs should reflect all the countable athletically related activities of all participating student-athletes for that given week.
General Information
Coaches please know that prior to participation in any practice, competition or out-of-season conditioning activities (or in Division I, permissible voluntary summer conditioning in basketball and football or voluntary individual workouts pursuant to the safety exception), student-athletes who are beginning their initial season of eligibility shall be required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation must be administered within six months prior to participation in any practice, competition or out-of-season conditioning activities. In following years, an updated history of the student-athlete's medical condition shall be administered by an institutional medical staff member (e.g., sports medicine staff, team physician) to determine if additional examinations (e.g., physical, cardiovascular, neurological) are required. The updated history must be administered within six months prior to the student-athlete's participation in any practice, competition or out- of-season conditioning activities for the applicable academic year.
Sickle Cell Solubility Test. The examination or evaluation of student-athletes who are beginning their initial season of eligibility and students who are trying out for a team shall include a sickle cell solubility test (SST), unless documented results of a prior test are provided to the institution or the student-athlete declines the test and signs a written release.
According to NCAA regulations, student-athletes are allowed to practice or compete during the: Playing season maximum of 20 hours per week, with each day of competition counting as three (3) hours; maximum of four (4) hours per day; and One (1) day off required per week. See Bylaw 17 47 | Page
Out of Season Playing Season maximum of eight (8) hours per week; strength and conditioning; and of the eight (8) hours, not more than two (2) hours per week may be spent on individual skills instruction (all sports except football). Two days off required per week See Bylaw 17 Sports Other Than Football. In sports other than football, outside of the playing season during the academic year, only a student-athlete’s participation in weight training, conditioning, team activities and/or skill instruction shall be permitted, as follows: (a) In winter championship sports, a student-athlete’s participation in weight training, conditioning, team activities and/or skill instruction shall be limited to a maximum of eight (8) hours per week, of which not more than two hours per week may be spent on team activities and/or skill instruction, as follows: (1) In basketball, from September 7 or the institution’s fourth day of classes for the fall term, whichever is earlier, through the day before October 15. (2) In track and field, from September 7 or the institution’s fourth day of classes for the fall term, whichever is earlier, through the institution’s declared start date of practice. (b) In spring championship sports, from September 7 or the institution’s fourth day of classes for the fall term, whichever is earlier, through the day before the institution’s declared start date of the nonchampionship segment, a student-athlete’s participation in weight training, conditioning, team activities and/or skill instruction shall be limited to a maximum of eight (8) hours per week, of which not more than two (2) hours per week may be spent on team activities and/or skill instruction; (c) In fall championship sports, from the beginning of the institution’s second term of the academic year (e.g., winter quarter, spring semester) through the day before February 15, a student-athlete’s participation in weight training, conditioning, team activities and/or skill instruction shall be limited to a maximum of eight (8) hours per week, of which not more than two (2) hours per week may be spent on team activities and/or skill instruction; (d) In National Collegiate Championships sports, from the beginning of the institution’s academic year through the day before the institution’s declared start date of practice, a student-athlete’s participation in weight training, conditioning, team activities and skill instruction shall be limited to a maximum of eight (8) hours per week, of which not more than two (2) hour may be spent on team activities and/or skill instruction; and (e) Following the institution’s final contest or date of competition in the segment that concludes with the NCAA championship, a student-athlete is prohibited from engaging in countable athletically related activities for a 14-consecutive-calendar-day period. Between the end of the 14- consecutive-calendar-day break period or the end of the non-championship segment, and one (1) week prior to the beginning of the institution’s final examination period, a student-athlete’s participation in weight training, conditioning and skill instruction shall be limited to a maximum of eight (8) hours per week, of which not more than two (2) hours per week may be spent on skill instruction set forth in Bylaw 17.1.6.2.2. During this period, team activities shall not be permitted.
For the first permissible date of activities outside of the playing season, refer to the sport-specific legislation.
Skill Instruction. In sports other than football, participation by student-athletes in individual skill- related instruction is permitted outside the institution’s declared playing season. More than one (1) group of student-athletes from the same team may participate in skill instruction with their same
48 | Page coach(es) in the same facility or in different facilities at the same time, provided there is no co- mingling between the groups. Each group of student-athletes must have a separate coach. Groups of Student-Athletes. In sports other than football, the following number of student- athletes is permitted in each group for skill instruction. (a) Individual Sports. Not more than four student-athletes from the same individual sport shall be a part of a group of student-athletes working with a coach at one time. (b) Team Sports With Starting Squad Size of Six (6) or Fewer. Not more than four (4) student- athletes from the same team shall be a part of a group of student-athletes working with a coach at one time. (c) Team Sports With Starting Squad Size of Seven (7) or More. Not more than six (6) student-athletes from the same team shall be part of a group of student-athletes working with a coach at one time.
CSU Vacation Period, between Terms and Final Exams
Vacation Periods and between Terms. Daily and weekly hour limitations do not apply to countable athletically related activities occurring during an institution’s official vacation period, as listed in the institution’s official calendar, and during the academic year between terms when classes are not in session. If such vacation periods occur during any part of a week in which classes are in session, the institution is subject to the daily and weekly hour limitations during the portion of the week when classes are in session and must provide the student-athletes with a day off (see Bylaw 17.1.6.4), which may be a vacation day.
Final-Examination Periods. Daily and weekly hour limitations apply to countable athletically related activities during final-examination periods and to all official preparatory periods leading to final-examination periods.
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Team Competition Scheduling
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Team Competition Scheduling
Deadlines Schedules Before the season begins
General Information All sports must submit a schedule to the Assistant Athletic Director for Compliance and Director of Athletics prior to the start of the season.
The Compliance Office along with the Director of Athletics will review all game schedules for compliance with scheduling limitations per NCAA Bylaw 17, division membership requirements per Bylaw 20 and for budgeting purposes. All game contracts must be vetted through the Director of Athletes and Vice President of Business and Finance for prior approval.
Upon the completion of your schedule, copies must be provided to the following areas and individuals:
Athletic Director Compliance Office/SWA Facilities Sports Information Training Room
PBC Policy: Prior to cancelling or rescheduling a PBC scheduled competition, coaches must 1) notify the Director of Athletics and 2) complete a PBC change in contest form.
Once the change has been approved, it is the responsibility of the host/home team to inform officials of the change.
Note: When scheduling your team competition, please take into consideration the following: Minimizing the number of miss classes When Clayton State University is closed for Holidays and Vacation periods
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Eligibility Information
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Rosters
General Information The team rosters on file with the Compliance Office should always accurately reflect the student-athletes participating on the team. (This roster will indicate the student-athlete’s present eligibility status.) The Compliance Office will utilize this roster for game day pass lists, student-athlete guest lists and eligibility reports. Rosters will be distributed throughout the athletic department on a monthly basis. This process will ensure that the Clayton State University Athletic Department is on one accord in regards to the student athlete population
Rosters Preliminary rosters are developed in July for the following academic year. All student-athletes who did not sign an NLI or who enroll mid-year must use the Change in Status Form (addition-deletion) to be added to the team roster.
Eligibility Determination Process Forms Add/Drop Form: The Change in Status Form (addition-deletion) to team roster must be provided by the team’s coach and then routed to the Compliance Office. The Compliance Office will send copies of the form to the Sports Medicine, Sports Information, Financial Aid Office and Registrar’s Office via email. The Change in Status Form (addition-deletion) to Team Roster form is available in the Compliance Office.
Prior to adding an individual to an athletic team, the team’s coach must send the student-athlete to the Compliance Office to complete the CSU, Peach Belt Conference and NCAA Forms. The Compliance Office will work with the Sports Medicine, Registrar and the NCAA Eligibility Center (if applicable) in determining the eligibility status of the student-athlete. Once the student-athlete’s eligibility status has been determined, this information will be provided to the head coach, Sports Medicine and Sports Information Director. This process will ensure that all participating student-athletes are either eligible to practice and/or compete.
Freshmen Eligibility
Eligibility Center Certification All freshmen must be cleared by the NCAA Initial Eligibility Clearinghouse prior to competition.
Pre-Certification Practice Period General Information
The temporary certification period begins with the first countable athletically related activity the new student-athlete is involved in and must be consecutive days.
Procedure:
1. The Compliance Office will review the recruited status indicated on the Compliance Eligibility Forms to determine whether the student-athlete was recruited or not. 2. The Compliance Office will log the student-athlete’s recruited status into Compliance Assistant and their initial date of athletically related activity. 3. The Compliance Office will notify the coach, informing them on the student-athletes last permissible date prior to certification clearance.
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Recruited and Non-Recruited Student-Athlete
A recruited and non-recruited student-athlete may practice for 45 days before being certified by the NCAA Eligibility Center. Once the 45 days have elapsed, and the student-athlete has not been cleared, they can no longer practice with the team or receive athletic aid during the academic year.
General Information
Initial NCAA Eligibility Index: 1. Must Graduate from High School or GED This is the new Standard 2. Pass 16 core courses with a minimum GPA: 2.00 English 3 years Math 2 years Science 2 years Additional one of the above 3 year Social Science 2 years Additional academic courses 4 years 3. Must meet SAT (820)/ACT(68)
Non-Qualifiers Non-qualifiers are not eligible for practice, competition and athletic aid. However, non-qualifiers are allowed to receive academic and tutoring services at the direction and support of the athletic department.
Transfer Eligibility
Transfer credits must be processed by CSU Registrar’s Office prior to first competition. Transfer Release Form (Transfer Release Form) must be requested by the Compliance Office. The Compliance Office will send a transfer release form to the prospect’s previous institution(s) to gather all the necessary information to determine the student-athlete’s eligibility.
General Information
NCAA Four-Year Transfers
Permission to Contact Written permission to contact from the four-year institution that the prospect is transferring from must be on file prior to contacting (directly or indirectly) him or her. Make sure a copy of the permission to contact letter is filed with the Compliance Office before you communicate with a potential transfer student. If permission is not granted, the second institution shall not encourage the transfer and shall not provide athletically related financial assistance to the student-athlete until the student-athlete has attended the second institution for one academic year. If permission is granted to contact the student-athlete, all applicable NCAA recruiting rules apply.
Permission to Contact/Release. The compliance team (which consist of Assistant Athletic Director for Compliance, FAR, Director of Athletics, SAAC President and Coach shall hear the student-athlete’s transfer release denial appeal. Committee members for a total of five (5). This committee exists solely on an “as needed” basis to hear cases from students who have been denied permission to speak to another institution regarding transferring to that institution or students who have been denied an exception to the transfer residence requirement in a particular sport (see 13.1.1.2.1)
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Student Responsibilities: A student-athlete wishing to appeal the athletic department’s decision to deny permission to contact must do so in writing. The written request shall be submitted to the Compliance Committee Chair and shall include: (a) The student-athlete's name, student number, year in school, sport; (b) Type and amount of current or previous financial aid; (c) Reasons for believing that the decision was unfair, including names of institutional staff members (e.g., coaches, financial aid officer) with whom the student-athlete has discussed the release; (d) Student-athlete understands of NCAA and athletics department rules; (e) Copies of any relevant documents (e.g., student’s letter regarding initial award of athletics grant, signed financial aid agreement, team rules). (f) The student-athlete must submit these materials to the Assistant AD for Compliance within fourteen (14) days of dated written notification of the action to deny permission to contact.
Staff and PTC Responsibilities: The Compliance Committee Chair shall notify each member of the PTC in writing 48 hours of receipt of the student's written appeal. The PTC shall conduct a hearing within (30) calendar days of receiving the Compliance Committee Chair's written request for such a hearing, unless all parties (PTC, Student-Athlete & Athletics) agree to a delay. No less than 48 hours prior to the conduct of the hearing, the Compliance Committee Chair shall provide to the PTC the following: (a) Pertinent NCAA Rules Aid. (b) Written material submitted by Student-Athlete (c) Written material submitted by Athletic Department/Coach
Hearing Presentation. During the hearing, the student-athlete may have a five (5) minute opportunity to present his or her case. Thereafter, an athletics department representative shall have a five (5) minute opportunity to present its perspective. After both parties have provided perspective, the PTC shall review the received information and arrive at a majority decision; at the conclusion of the hearing, the chair of the PTC shall in writing: (1). Request additional information, to be considered at a future hearing, or (2) Find that there is insufficient cause to rescind the decision to deny permission to contact/release, or (3) Find that there is sufficient cause to modify or overrule the decision to deny permission to contact. In the latter, the written permission to contact shall be authorized as soon as possible within 48 hours of the conclusion of the hearing. The committee's recommendation to object, modify, or support the athletics department's decision is left to a majority decision of the committee and the decision is final.
PBC Intra-Conference Transfer Policy
A student-athlete who has been included on a squad list of a member institution and transfers to a second member institution, shall not be eligible for intercollegiate competition at the second member institution in the same sport until the student-athlete has fulfilled a residence requirement of one full academic year, as defined by NCAA regulations, at the second member institution. The student-athlete may receive athletically related aid and practice at the institution if otherwise eligible for financial aid and practice.
WAIVERS: In addition to extraordinary circumstances (e.g. death of a parent/spouse, exceptional health needs), waivers will be considered for the following: a. Discontinued academic program (as verified by official transcript and note from registrar’s office) b. Discontinued/non-sponsored sport c. Return to original institution without participation d. Educational exchange
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This policy shall apply only to the transfer of student-athletes in sports which the conference conducts regular season and /or postseason competition or championships. This policy shall not apply to a transfer student who received no athletically-related financial aid at the previous member institution at any time. This policy shall not apply to a transfer student who transfers and enrolls in a graduate program, professional school or second baccalaureate or equivalent degree program, provided the student has eligibility remaining.
PROCESS: Any request for a waiver of this policy must be submitted in writing to the conference office by the institution to which the student-athlete is transferring. The conference office will consider all waiver requests; all decisions will be final. The waiver must include a statement from the student-athlete explaining why the student-athlete is transferring to the second member institution. The conference office will also contact the student-athlete’s first institution to determine whether that institution would like to submit to the conference office any written comments regarding the waiver request. Upon written application and good cause shown, the conference office shall have the authority to grant exceptions to this policy based on objective evidence that demonstrates circumstances that warrant a waiver of the normal application of this policy.
If the student-athlete is granted a waiver, he/she must also meet all applicable NCAA eligibility requirements to be eligible to compete
All permission to contact letters for another institution should be requested from the Compliance Office, Assistant Athletic Director for Compliance & Student Services/SWA
Academic Information/Transfer Credits The coaches are responsible for getting all transcripts to the Compliance Office so those documents may be forward to CSU Registrar’s Office for an evaluation.
Year of Residence/One-Time Transfer Exception Transfer students are required by the NCAA to fulfill one (1) year of residency at the institution certifying the student-athlete before being eligible for competition and receive travel expenses.
An international transfer student-athlete shall be immediately eligible for financial aid, practice and competition, provided the student-athlete meets all NCAA four-year college transfer requirements. The student must demonstrate foreign residency and attendance at the foreign institution.
Four-Year Institution The general rule for a four-year transfer is, the transfer student-athlete must serve one year in residence at CSU unless they meet one of the NCAA transfer exception. The transferring student must have been eligible for competition, had the transferring student-athlete remained at the previous institution.
Two-Year Institution
Qualifier with No Previous Attendance at a Four-Year Collegiate Institution A transfer student from a two-year college who was a qualifier (per Bylaw 14.3.1.1) and who has not previously attended a four-year collegiate institution, is eligible for competition, practice and athletic aid during the first academic year in residence at the certifying institution, provided: (a) The student-athlete has attended the two-year college as a full-time student for at least one (1) full- time semester or one full-time quarter (excluding summer sessions); (b) The student-athlete has satisfactorily completed an average of at least 12-semester or 12-quarter hours of transferable credit acceptable toward any baccalaureate degree program at the certifying institution for each full-time academic term of attendance at the two-year college; and (c) The student-athlete has presented a cumulative minimum grade-point average of 2.000
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Qualifiers. Qualifiers who do not meet the requirements set forth in Bylaw 14.5.4.1 may practice and receive athletic aid (but may not compete) at the certifying institution during their first academic year of residence, provided they are enrolled in a minimum full-time program of studies and meet applicable conference and institutional regulations.
All Other Qualifiers, Partial Qualifier and Nonqualifiers. A transfer student from a two-year college is eligible for competition, practice and athletic aid during the first academic year in residence at the certifying institution, provided: (a) The student-athlete has attended the two-year college as a full-time student for at least two (2) semesters or three quarters (excluding summer sessions); and (b) The student-athlete has satisfied one of the following provisions: (1) Graduated from the two-year college. At least 25 percent of the credit hours used to fulfill the stu- dent’s academic degree requirements must be earned at the two-year college that awards the degree per Bylaw 14.5.4.4.4; or (2) Satisfactorily completed an average of at least 12-semester or 12-quarter hours of transferable degree credit acceptable toward any baccalaureate degree program at the certifying institution for each academic term of full-time attendance with a cumulative minimum grade-point average of 2.000 (see Bylaw 14.5.4.4.3.2). Additional Transferable Degree Credit Requirements for Partial Qualifiers and Nonqualifiers. In addition to the requirements specified in Bylaw 14.5.4.2, a transfer student from a two-year college who is either a partial qualifier or non-qualifer shall have a minimum of six (6) semester or eight (8) quarter hours of transferable English credit and three (3) semester or four (4) quarter hours of transferable math credit. Remedial English and math courses may not be used to satisfy this requirement. Exception. A partial qualifier or non-qualifier who graduates from the two-year college is not required to satisfy the six (6) semester or eight (8) quarter hours of transferable English and three (3) semester or four (4) quarter hours of transferable math credit-hour requirements set forth in Bylaw 14.5.4.2.1. Previous Four-Year College Attendance. A transfer student from a two-year college who has previously attended a four-year college as a full-time student may use transferable English and math credits earned while enrolled at the four-year institution to meet the additional transferable degree credit requirements. Application. If a two-year college transfer has never attended a four-year college as a full-time student, then the full-time semester(s)/quarter(s), the transferable degree credit(s) (including part-time hours) and academic degree(s) from any two-year college(s) attended shall be considered. If the two-year college transfer has previously attended a four-year college as a full-time student during his or her academic career, then only the full-time semester(s)/quarter(s), transferable degree credit(s) (including part-time hours) and academic degree(s) earned at the two-year college(s) attended after the last full-time enrollment at a four-year college shall be considered. Qualifiers and Partial Qualifiers. Qualifiers and partial qualifiers who do not meet the requirements set forth in Bylaw 14.5.4.2, may practice and receive athletic aid (but may not compete) at the certifying institution during their first academic year of residence.
Nonqualifiers. Nonqualifiers who do not meet the requirements set forth in Bylaw 14.5.4.2, may receive non-athletic aid (but may not compete, practice or receive any athletics aid) at the certifying institution during their first academic year in residence.
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Continuing Eligibility
Deadlines After four (4) fulltime semesters of attendance, student-athletes must declare their major prior to competing for a CSU intercollegiate squad. The student-athlete should consult with their primary major advisor prior to declaring their major.
Coaches will receive a copy of the NCAA Eligibility Checklist from the Compliance Office of all student- athletes’ eligibility prior to their first competition.
General Information The academic eligibility for Division II athletics is determined by the University’s Registrar’s Office with assistance from the Compliance Office. 1. Progress towards degree is determined by the Registrar’s Office, who is responsible for compiling all the necessary information to determine the eligibility of the athletes. 2. The Eligibility Checklist reports for continuing student-athletes are compiled in the University’s Registrar’s Office and maintained by the Compliance Office and submitted to the Peach Belt Conference Office prior to competition. These reports reflect both the student-athlete’s academic and athletic progress. The academic information on the reports displays the student-athlete’s progress in relation to NCAA, PBC and University satisfactory progress rules.
Seasons of Competition & Seasons Remaining These columns represent how many years of eligibility the student-athlete has used and has remaining. If a student-athlete did not compete at all in a given season, then it does not count as a season of eligibility.
Academic Progress The cumulative terms and cumulative hours’ columns note the terms the student-athlete has been enrolled and the number of countable hours earned towards graduation at CSU. Student-athletes are certified every fall. If the student-athlete is not eligible in the fall, they can become eligible in the spring if they have passed 24 units in the previous two (2) semesters.
Majors Student-athletes going into their fifth full-time term must declare their major as certified by an academic advisor from the major department within the university system. The student-athlete will be ineligible to compete if a major has not been declared.
24 hour/75/25 and Cum GPA rules These columns reflect the credits and GPA used to meet NCAA requirement of progress toward a degree requirement. A student-athlete must either: (1)Satisfactory completion before each fall term of a cumulative total of academic semester or quarter hours equivalent to an average of at least 12-semester or quarter hours during each of the previous academic terms in academic years in which the student-athlete has been enrolled in a term or terms; or (2) Satisfactory completion of 24-semester or 36-quarter hours of academic credit since the beginning of the previous fall term or since the beginning of the certifying institution’s preceding regular two (2) semesters or three (3) quarters.
Of the 24 credits hours earned from fall to fall, 18 credit hours must be earned during the regular academic year (fall and spring).
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The student-athletes must meet the cumulative minimum grade-point average beginning of the fall or at the beginning of any other regular term of that academic year, based on the student-athlete earning: (a) 24-semester or 36-quarter hours: 1.800; (b) 48-semester or 72-quarter hours: 1.900; (c) 72-semester or 108-quarter hours: 2.000; and (d) 96-semester or 144-quarter hours: 2.000.
6-Credit hour Student-athletes are required to successfully complete six (6) semester hours of academic credit the preceding regular academic term in which the student-athlete has been enrolled at any collegiate institution.
Eligibility Certification
Deadlines Annual Certification for 12 sports prior to competition. Each summer coaches work with the Compliance Office to set rosters for the coming year.
The certification of athletic eligibility is conducted by the CSU’s Registrar’s Officer with the assistance from the Compliance Office. General Information 1. The Compliance Office will administer NCAA eligibility reports to all teams between the months of August through October. 2. All sports must complete the NCAA and University paperwork prior to participating in any athletically related activities.
Process 1. Coaches must receive written confirmation from the Compliance Office that all student-athletes are certified prior to competition. 2. The NCAA and the Compliance forms completed by all student-athletes must be reviewed and signed by the Compliance Office. 3. The Compliance Office will provide the head coach with a list of student-athletes who are eligible for competition 4. Team Eligibility Checklists are emailed to the PBC Conference Office. 5. Squad Lists are provided to the PBC Conference Office during the first week of the spring term. 6. Coaches will receive a copy of team’s Eligibility Reports and Squad List.
12-Unit Enrollment
General Information
In order to practice or compete, the student-athletes must be enrolled in 12 credits during each semester of the academic year. During the first five (5) days of the semester only, student athletes may participate in practice activities while enrolled in less than 12 credits thereby allowing them to adjust their schedules. Student-athletes must always be enrolled in 12 credits to compete. The Registrars Office with the assistance from the Compliance Office will confirm full-time enrollment prior to each competition during the first five days of classes. Notice will be provided to the coach of any student-athletes who are registered in less than 12 credits. Student-athletes competing prior to the beginning of the academic or between terms must have been enrolled in 12 credits during the previous quarter or be enrolled in 12 credits the coming term.
Once a student-athletes drops below 12 credits, they are immediately ineligible. Student-athletes will remain ineligible until they enroll in 12 credits. If the student-athlete is in their final semester before graduation, they are allowed to enroll in less than 12 credits provided documentation that they are taking their final credits for degree completion is on file in the Compliance Office 63 | Page
Dress Policy A student-athlete, who is not eligible to compete, may not dress for competition. A transfer student-athlete who is fulfilling a residence requirement may sit with the institution's team (e.g., on the bench, in the dugout, on the sidelines) during a contest in which the member institution's team participates but is not permitted to dress in uniform for the contest.
Student-Athlete Eligibility Meeting Deadlines Schedule team compliance meeting July Schedule time to complete eligibility forms prior to competition
Eligibility Meeting Timeline Fall Sports (team meetings) August/September Other Sports (team meetings) September/October
General Information Eligibility meetings are held each fall as part of the eligibility certification process. The Compliance Office will conduct a NCAA rules and regulations presentation for all the student-athletes.
All student-athletes must attend their team’s eligibility meeting. If any student-athletes have a scheduling conflict with the eligibility meeting, the coach must notify the Compliance Office to make other arrangements.
Walk-ons / Try-outs Current CSU Students Tryout process: Coaches who are interested in students trying out for their CSU intercollegiate team must have the individual complete the Tryout Form. This form must be approved by the Compliance Office prior to the try out. Therefore, sports programs must inform the Compliance Office 48 hours in advance of proposed try-outs. The Tryout Forms are available in the Compliance Office.
Tryouts are a two (2) week process; thereafter the individuals must be added to the roster through the walk- on process.
Prior to Try-Out Activity Coach must complete the Tryout Request Form with the student’s’ information. Compliance and Sports Medicine must complete their respective portions of the Try-Out Form. Thereby indicating that the required actions on the form have been completed. o Once each department has completed its portion of the try-out form, the form must be submitted to the Compliance Office for final approval. CSU Sports Programs must inform the student(s) of actions they must complete in order to participate in the try-out. Those actions include: o Complete the top portion of the try-out form; o Obtain a sickle cell test and provide results to the Sports Medicine or present the sickle cell testing waiver; and o Obtain or provide documentation of a current physical examination to the Sports Medicine (last six months). After Try-Out Activity The Compliance Office must receive notification of try-out decision through the completion of the “Current Student Try-Out Policy and Form”. Notification must occur within one week of the try-out’s completion and 48 hours prior to the student participating in Countable Athletically Related Activities. Students who make the team may not participate in Countable Athletically Related Activities until the following actions occur: 64 | Page
o The student must complete compliance forms; o The student must register with the NCAA Eligibility Center; and o The student must meet with the Compliance Officer. o Once the aforementioned actions have occurred, the Compliance Office must send approval, via email, to the appropriate athletic and non-areas. A Change-in-Status Form must be submitted for each student that makes the team.
Eligibility Reports/Squad List
Deadlines Eligibility Check list must be signed by, Registrar, Head Coach, Compliance Officer and Athletics Director prior to first competition (Submitted to PBC)
Financial Summary Form must be signed by, Head Coach, Compliance Officer and Athletic Director spring term (end of first week of classes) (Submitted to PBC)
(End of Season Reports) with number of competition student-athletes participated in end of each team’s season (Housed in the Compliance Office)
General Information As required by the NCAA, these reports must be prepared by CSU Registrar, Financial Aid and Compliance and reviewed by the Athletic Director, Compliance, Head Coach and Registrar prior to each student-athlete’s first competition. These reports are records of both the academic progress and seasons of competition for all student-athletes.
The Registrar, Athletics Director, Director of Compliance and Head Coach must sign the eligibility reports prior to the team’s first competition. Student-athletes are held to any eligibility restrictions until the coach receives written notification from the Compliance Office that the student has become eligible.
Eligibility reports are based on the team rosters, they indicate the eligibility status of each student-athlete and they are set in July. Any additions or deletions from the roster are noted in the left-hand column of the report, which should represent any and all student-athletes that participate on a team in a given year.
Tip Review the eligibility forms carefully, noting the names on your roster and the number of seasons utilized.
Non-Collegiate, Amateur Competition
During the Academic Year A student-athlete who participates during the academic year as member of any outside team in any non- collegiate, amateur competition (e.g., tournament play, exhibition games or other activity) except while representing CSU in intercollegiate competition shall be ineligible for intercollegiate competition for the remainder of the year and for the next academic year. Exceptions: 1. High-School Alumni Games; 2. Olympic Games; 3. Official Pan American Games Tryout and Competition; 4. U.S. National Teams; 5. Official World Championships, World Cup Tryouts and Competition 6. Multisport Event
Summer League
There are no restrictions on the participation of student-athletes in outside competition during the summer.
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Tryout Grid Current Student-Athletes
Enrolled Students
Number of Tryouts • One (1) per student during any academic year
• Full-time currently enrolled and in good academic standing Who
Medical Requirements 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) (within the last six (6) months. 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 student declines the test and signs a written
Skill assessment • N/A
• Permissible against institution’s team so long as it is during the Competition academic year and a countable athletically related activity.
During the 14-consecutive calendar-day period of a tryout, an Time enrolled student shall not exceed the daily and weekly hour limitations
Equipment • During the period of the tryout and on an issuance and retrieval basis.
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Camps / Clinics
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Camps & Clinics
Clayton State University sports camps or instructional clinics are any camp or clinic that is owned or operated by CSU or an employee of CSU’s athletic department, either on or off-campus, in which prospects participate. It is coaches’ responsibility to seek approval of the camps proposed changes from the Director of Athletics prior to notifying the Compliance Office. Once the camp changes have been approved by the Director of Athletics, changes must be submitted on any of the attached Camps and Clinics forms. Camps must: 1. Place special emphasis on a particular sport or sports and provide specialized instruction, practice or competition; 2. Involve activities designed to improve overall skills and general knowledge in the sport; or 3. Offer a diversified experience without emphasis on instruction, practice or competition in any particular sport.
Who May Attend Sports Camps and Clinics CSU’s sports camps and clinics shall be open to any and all entrants (limited only by number and age).
Prospective Student-Athletes Sending Invitations to Prospects. Particular prospects may be invited to a camp provided the institution legitimately advertises the camp, making it open to all entrants limited only by number and age. A coach is precluded from working exclusively with certain prospects. Reduced Admission Privileges. Prospects who are high school, preparatory school or two-year college athletic award winners may not receive free or reduced admission privileges to attend a camp or clinic, nor can a “booster” pay a prospect’s expenses to attend a camp or a clinic.
When May Camps or Clinics Be Conducted?
Sports Other Than Basketball – Any time during the calendar year except during a dead period. The interaction during sports camps and clinics between prospects and those employed by the camp or clinic is not subject to recruiting calendar restrictions. However, other coaches who wish to observe the camp must comply with the appropriate recruiting contact and evaluation periods.
Basketball Camps/Clinics – may only be conducted during Clayton State University’s summer-vacation period, unless the clinics meet the provisions specifically for developments clinics, per bylaw 13.11.3.1
Who May Be Employed at Camps and Clinics
Prospective Student-Athletes Clayton State University may employ a prospective student-athlete at institutional sports camps or clinics, if the PSA has signed a National Letter of Intent or written offer of admission and/or financial aid. The PSA may only be employed at an institutional sports camp or clinic by the institution with which he or she signed a written commitment. A prospective student-athlete who has not signed a National Letter of Intent or written offer of admission and/or financial aid may be employed at any institutional sports camp or clinic. Employment of a prospective student-athlete at institutional sports camps or clinics shall only occur under the following conditions:
a) Compensation provided to the prospective student-athlete is only for work actually performed and at a rate commensurate with the going rate in that locality for similar services; (b) The employment does not begin before the completion of the prospective student-athlete’s senior year of high school (see Bylaw 13.2.4.1) and the prospective student-athlete has completed all competition for the academic year in his or her sport; 71 | Page
(c) The prospective student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments; and (d) A prospective student-athlete who only lectures or demonstrates may not receive compensation for his or her appearance.
Student-Athletes General Rules Student-athletes may not miss class to work at an institutional camp or clinic. Student-athletes who only lecture or demonstrate at a camp may not receive compensation for their appearance at the camp. The student-athlete must perform duties that are of a general supervisory nature in addition to any coaching or officiating assignments. Student-athlete compensation must be comparable to the going rate to camp counselors of similar ability and experience, in that locale, for the type of work performed. Compensation provided to the student-athlete shall be commensurate with the going rate for camp or clinic counselors of similar teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletic reputation or fame the student-athlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletic skills of the student-athlete.
Athletic Staff Members. CSU staff members may be involved in sports camps or clinics unless otherwise prohibited in this section.
Camp/Clinic Providing Recruiting or Scouting Service. No athletic department staff member may be employed (either on a salaried or a volunteer basis) in any capacity by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services concerning prospective student-athletes. This provision does not prohibit an athletic department staff member from participating in an officiating camp where participants officiate for, but are not otherwise involved in, a scouting services camp.
Other Non-Institutional Privately Owned Camps/Clinics. An institution’s athletics department personnel may serve in any capacity (e.g., counselor, guest lecturer, consultant) in a non-institutional, privately owned camp or clinic, provided the camp or clinic is operated in accordance with restric- tions applicable to institutional camps (e.g., open to any and all entrants, no free or reduced admission to any individual who has started classes for the ninth grade). In the sports of football and basketball, participation in such camps/clinics is limited to the institution’s summer-vacation period. Exception. An institution’s athletic department personnel may serve in any capacity at a non- institutional camp or clinic conducted under the following conditions: (a) The camp or clinic is designed to develop fundamental skills in a sport (rather than refine the abilities of skilled participants in the sport); (b) The camp or clinic is open to the general public (except for restrictions in age or number of participants); (c) The camp or clinic is conducted primarily for educational purposes and does not include mate- rial benefits for the participants (e.g., awards, prizes, merchandise, gifts); (d) Participants do not receive a recruiting presentation; and (e) All participants reside in the state in which the camp/clinic is located or within 100 miles of the camp/clinic.
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Exception—Non-Coaching Athletics Staff Members With Department-Wide Responsibilities. A non-coaching athletics staff member with department-wide responsibilities may present an educational session at a non-institutional, privately owned camp/clinic that is not operated in accordance with the restrictions applicable to institutional camps/clinics, provided the staff member does not make a recruiting presentation.
Advertisement and Promotions
Summer-Camp Advertisements. Advertisements of an institution’s summer camp or clinic in such recruiting publications are permissible if placed in a periodical (other than a high-school or two-year college game program) that includes a camp directory.
What Restrictions Apply to Camp Brochures? Camp brochures may be provided to prospective student-athletes at any time. Camp brochures may use a student-athlete’s name, picture of any student-athlete employed as a counselor or any student-athlete from the member institution to publicize or promote the camp, including the use of the student-athlete’s name or picture in camp brochures or other advertising.
IMPORTANT REMINDER!!! Adequate documentation should be kept on file with regards to campers who have received discounts or free admission. Documentation of fees paid by participants attending the camp must be maintained. A copy of the check or the registration form is acceptable. Refunds should be adequately documented. Campers making cash payments should receive a receipt. The canceled check is an adequate receipt for those campers paying by check. All CSU Camps are subject to institutional audits. Make sure you document and retain pertinent information for auditing purposes.
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Admissions Information
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Admissions Application Requirements
Applications are located in the Office of Undergraduate Admissions. The prospective student-athletes should forward their Admissions Application to the Office of Undergraduate Admissions. Please know that it is the Athletic Department policy that coaches do not contact Admissions directly.
Application Deadline
Freshman Admission and Transfer Admission Fall Semester: July 15 Spring Semester: November 15 Summer Semester: April 15
All Applications and supporting documents should be forwarded to: Clayton State Office of Recruitment and Admissions 2000 Clayton State Blvd. Morrow, Ga. 30260-0285
Traditional Freshman and Transfer Freshman Applicants
Traditional freshman and transfer freshman are applicants with less than 30 semester hours of transferable college credit who have graduated from high school within the past five years.
Applicants for this category must submit:
Application for admission ($40 nonrefundable application fee). Official transcript from your high school. Official SAT/ACT score report. Official college transcript(s) from any college previously attended.
Requirements:
Graduate from regionally accredited high school recognized by the University System of Georgia. Successful completion of the 16 CPC units and graduate with a College Prep Diploma. Satisfactory scores on the SAT or ACT. Full-standing admission requires a 830 combined critical reading and math minimum on the SAT (with minimums of 430 on the critical reading section and 400 on the mathematics section. Or minimum ACT English score of 17, and Mathematics score of 17 for full-freshman standing. Academic grade point average minimum of 2.0 as calculated by Clayton State University (on College Preparatory courses) and 2300 freshman index.
Clayton State University will not honor the GED from traditional age students who have been out of high school for less than five years from the date of scheduled graduation. Students holding the GED should attend a two-year or private college and qualify as a transfer applicant to Clayton State University. However, adult learners may submit the GED if they have been out of high school for more than five (5) years and attempt to qualify as a non-traditional applicant.
Transfer Applicants
Transfer applicants have 30 or more semester hours of transferable college credit (45 quarter hours) from an accredited institution.
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Applicants for this category must submit:
Application for admission ($40 nonrefundable application fee). Official college transcript from each college/university previously attended.
Students qualify as transfer applicants if they have earned 30 transferable semester hours (45 quarter hours). Transfers must have a minimum cumulative 2.0 GPA to be considered and be in good academic and conduct standing at the last institution from which credit was earned. The cumulative GPA is calculated on all academic work attempted from all institutions attended. Transfer credit evaluations are not done until after the transfer applicant is accepted. All transcripts must be on file for the acceptance decision and prior to evaluation. The Registrar's Office completes the evaluation and notification is sent to the student. Transfer applicant with fewer than 30 transferable hours will need to meet the admission requirement for either freshman or non-traditional student in addition to the transfer standards of good academic and conduct standing at last institution from which credit was earned and have a minimum GPA of 2.00.
Freshmen Minimum Admission Requirements
English (All graduating classes) 4 units (Grammar, Literature, Advanced Composition)
Math 2012 or later graduates: 4 Units as follows, Mathematics I (Algebra/Geometry/Statistics), Mathematics II (Geometry/Algebra II/Statistics), Mathematics III (Advanced Algebra/Statistics) and Mathematics IV (Pre-Calculus- Trigonometry/Statistics).
2011 or before graduates: 4 units (Algebra I and II, Geometry, and an additional mathematics course that has these courses as prerequisites).
Science : 2012 or later graduates: 4 total units and are encouraged to have at least one unit of biology; one unit of physical science or physics; one unit of chemistry, earth systems, or environmental science.
2011 or before graduates: 3 units (at least one laboratory course from the life sciences and one laboratory course from the physical sciences).
Social Science: All graduating classes: 3 units (must include a unit focusing on U.S. studies and a unit focusing on world studies)
Foreign Language All graduating classes: 2 units of the same foreign language (2 units of American Sign Language may also be used to satisfy this requirement)
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International Students
Required Materials for International Freshmen
In reviewing applications, the Admissions Committee is looking for students who have consistently earned strong grades in challenging high school courses (GCSE, WASC, CXC, O-levels, French Baccalaureate, West African Exam, German Arbitur, International Baccalaureate etc.). You must submit the same credentials you would submit to your home college or university for entrance. If the credentials must be translated, the original copy (or a certified copy of the original) must be submitted along with the translation. If original transcripts or academic certificates are not available certified copies must be presented. All transcripts (whether originals or copies) must be officially certified and sent directly by the educational institution or certified by the appropriate embassy. Photocopies will not be accepted.
All international applicants must provide:
Complete the Application for Admission. To apply online, click here. To download a paper application, click here. Submit the non-refundable $40.00 application fee. You will need to use a credit card to apply online Certificate of Immunization. Official transcripts with certified translation (if not in English) sent directly from each secondary school, showing courses taken and marks earned. All school documents must be originals, signed by the school official, carry the school seal, and be sent directly from the institution to the Office of Admissions in an unopened envelope with official seals. (No photocopies or faxes will be accepted.) Foreign Credential Evaluation for all course work (secondary and/or university) obtained outside of the United States by an independent credential evaluation service is required. The Office of Admission feels that the services of Josef Silny & Associates, http://www.jsilny.com/ OR WES (World Education Services) http://www.wes.org/ best meet the needs of the applicant and Clayton State. Other evaluation services accredited by National Association of Credential Evaluation Services, Inc, (NACES) may be considered on case by case bases. Students who use any evaluation services other than Josef Silny or WES MUST submit original copies of all documents to Clayton State University. Official SAT (Scholastic Aptitude Test) with a minimum of 430 Critical Reading (old verbal) and 400 Math OR ACT (American College Test) with a minimum or 17 English and 17 Math and 17 Composite. o ACT Website o SAT Website English is the medium of instruction in all courses at Clayton State University, except foreign language courses. International applicants whose primary native language is not English must document proof of proficiency in English through one of the following options:
Note: Official test scores must arrive directly from the testing source. No photocopies, faxes, scans or email attachments are accepted.
TOEFL (Test of English as a Foreign Language) The internet-based TOEFL, or “ibT”. The following TOEFL scores are acceptable: o 78-79 total on the internet-based TOEFL (ibT), or o 550+ on the paper-based TOEFL if the ibT is not available in your region The International English Language Testing System (IELTS) o 6.5 total minimum scores The applicant has earned a minimum score of 430 on the Critical Reading of the SAT or 17 ACT
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Completion of an approved intensive ESL program at one of the following USG (University System of Georgia) schools: o Georgia Perimeter College - Advanced Level ENSL 0090/0091 or ENGL 1101 o Georgia State University - English for Academic Purposes Program, level 5 (Advanced) o Georgia Tech - Upper Advanced 700 Level ESL + Certificate of Completion o Other USG ESL programs may be acceptable. Contact the Office of Recruitment and Admissions to inquire. o A more exhaustive list can be schools may be found at this website. The applicant has earned a grade of "C" or better in College English / English Composition and Rhetoric from a regionally accredited U.S. College or University. The applicant has two years of English (not ESL) taken in a U.S. high school with grades of "C" or better. Academic records should include all secondary and/or postsecondary study, subjects studied and grades earned, and must bear the official seal of the institution attended. Academic records should be sent to Clayton State University by the institution responsible for issuing such documents. Certifications must be made by the proper institutional officer, the Ministry of Education of the home country. Applicants must identify every university/postsecondary institution where enrolled and submit documents from the institution, regardless of the age of the information, academic performance, or political/bureaucratic situation in the home country. Failure to do so is cause for denial or dismissal
Required Materials for International Transfer
International transfer students are required to submit the same credentials as domestic applicants. All documents must be submitted in English. If the credentials must be translated, the original copy (or a certified copy of the original) must be submitted along with the translation. If original transcripts or academic certificates are not available certified copies must be presented. All transcripts (whether originals or copies) must be officially certified and sent directly by the educational institution or certified by the appropriate embassy. Photocopies and faxes will not be accepted.
Required Materials:
Complete the Application for Admission. To apply online, click here. To download a paper application, click here. Submit the non-refundable $40.00 application fee. You will need to use a credit card to apply online. Certificate of Immunization. Official copy of all College transcript/s with a certified translation (if not in English). Results from the SAT (Scholastic Aptitude Test, http://sat.collegeboard.com) or ACT (http://www.act.org), if you have less than 30 transferable credits from an accredited college or university, you must also submit official secondary school transcript as well. If you have 30 or more transferable credits from an accredited college or university, you must submit an official copy of all college transcripts, (if you are unsure you have the transfer credit, please submit your secondary school transcript as well) Foreign Credential Evaluation for all course work (secondary and/or university) obtained outside of the United States by an independent credential evaluation service is required. The Office of Admission feels that the services of Josef Silny & Associates, (http://www.jsilny.com/) OR WES (World Education Services, http://www.wes.org/) best meet the needs of the applicant and Clayton State. Other evaluation services accredited by National Association of Credential Evaluation Services, Inc, (NACES) may be considered on case by case bases. Students who use any evaluation services other than Josef Silny or WES MUST submit original copies of all documents to Clayton State.
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English is the medium of instruction in all courses at Clayton State University, except foreign language courses. International applicants whose primary native language is not English must document proof of proficiency in English through one of the following options:
Note: Official test scores must arrive directly from the testing source. No photocopies, faxes, scans or email attachments are accepted.
TOEFL (Test of English as a Foreign Language) The internet-based TOEFL, or “ibT”. The following TOEFL scores are acceptable: o 78-79 total on the internet-based TOEFL (ibT), or o 550+ on the paper-based TOEFL if the ibT is not available in your region The International English Language Testing System (IELTS) o 6.5 total minimum scores The applicant has earned a minimum score of 430 on the Critical Reading of the SAT or 17 ACT Completion of an approved intensive ESL program at one of the following USG (University System of Georgia) schools: o Georgia Perimeter College - Advanced Level ENSL 0090/0091 or ENGL 1101 o Georgia State University - English for Academic Purposes Program, level 5 (Advanced) o Georgia Tech - Upper Advanced 700 Level ESL + Certificate of Completion o Other USG ESL programs may be acceptable. Contact the Office of Recruitment and Admissions to inquire. o A more exhaustive list can be schools may be found at this website. The applicant has earned a grade of "C" or better in College English / English Composition and Rhetoric from a regionally accredited U.S. College or University. The applicant has two years of English (not ESL) taken in a U.S. high school with grades of "C" or better.
For students studying in the U.S. on an F-1 Visa - you must submit the Transfer Clearance Form for F-1 Visa Holders
*Academic records should include all secondary and/or postsecondary study, subjects studied and grades earned, and must bear the official seal of the institution attended. Academic records should be sent to Clayton State University by the institution responsible for issuing such documents. Certifications must be made by the proper institutional officer, the Ministry of Education of the home country or a bi-national center.
Applicants must identify every university/postsecondary institution where enrolled and submit documents from the institution, regardless of the age of the information, academic performance, or political/bureaucratic situation in the home country. Failure to do so is cause for denial or dismissal.
Admissions Appeals Process
If a student is denied admission to Clayton State University, they have an option to appeal the admission decision. An application for admission must be submitted to Clayton State BEFORE your appeal can be considered. All correspondence regarding your appeal will be sent to the address indicated below. Consult Chapter Two of the CSU Academic Catalog for admission categories and standards. (The catalog is available online at http://publications.clayton.edu/catalog/.)
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Financial Aid
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Athletic Awards
Athletic financial aid is provided to student-athletes on an annual basis. A full scholarship consists of tuition, room and board, and books. However, coaches are entitled to issue partial scholarships. Athletic aid cannot be cancelled or deceased during the period of the award unless the following occurs.
(a) The student-athlete renders himself or herself ineligible for intercollegiate competition; (b) Fraudulently misrepresents any information on an application, letter of intent of financial aid agreement (c) Engages in serious misconduct warranting substantial disciplinary penalty (d) Voluntarily withdraws from a sport at any time for personal reason; however, the recipient’s financial aid may not be awarded to another student-athlete in the academic term in which the aid was reduced or cancelled. A student-athlete’s request for written permission to contact another four-year collegiate institution regarding a possible transfer does not constitute a voluntary withdrawal. 1. If a student-athlete decides to voluntarily withdraw from the team, they must complete a voluntary termination of aid from prior to the removal of the student-athletes athletics aid.
Increase Permitted. Institutional financial aid may be increased for any reason prior to the com- mencement of the period of the award. Once the period of the award begins, institutional financial aid may only be increased if the institution can demonstrate that such an increase is unrelated in any manner to an athletics reason.
Initial Award of Athletically Related Institutional Financial Aid. A student-athlete who is receiving only institutional non-athletically related financial aid may receive an initial award of athletically related institutional financial aid at any point during the academic year. The initial award of athletically related financial aid may not be retroactive to a previous academic year.
Increase, Reduction or Cancellations are not permitted during the period of the award based on the following: (a) On the basis of a student’s athletics ability, performance or contribution to a team’s success; (b) Because of an injury, illness or physical or mental medical condition (except as permitted pursuant to Bylaw 15.3.4.1); or (c) For any other athletics reason.
Renewals/Non-renewals
Reference: This policy and procedure is written in consideration of NCAA Bylaw, Article 15, Financial Aid. Persons administering this policy, or persons who have questions about financial aid for student-athletes should familiarize themselves with the provisions of NCAA Bylaw, Article 15.
NCAA BYLAWS:
The following are some of the Bylaws that are of particular note for purposes of understanding this policy and procedure:
NCAA Bylaw 15.02.6 provides that “[an athletics grant-in-aid shall not be awarded in excess of one academic year.”
NCAA Bylaw 15.3.2.4, Hearing Opportunity, provides: “The institution’s regular financial aid authority shall notify the student-athlete in writing of the opportunity for a hearing when institutional financial aid based in any degree on athletics ability is reduced or cancelled during the period of the award, or not renewed. The institution shall have established reasonable procedures for promptly hearing such a request
85 | Page and shall not delegate the responsibility for conducting the hearing to the university’s athletics department or its faculty athletics committee.”
NCAA 15.3.3.1, One-year Limit, provides: “Where a student’s athletics ability is taken into consideration in any degree in awarding financial aid, such aid shall not be awarded in excess of one academic year.”
NCAA Bylaw 15.3.3.1.1, Financial Aid Authority Precedent, provides: “A staff member may inform a prospect that the athletics department will recommend to the financial aid authority that the prospect’s financial aid be renewed each year for a period of four years and may indicate that the authority always has followed the athletics department’s recommendations in the past. However, the prospect must be informed that the renewal will not be automatic.”
NCAA Bylaw 15.3.3.2.1, Summer Term as Additional Award, provides: “It is necessary to make an additional award for a summer term, inasmuch as a member or institution is limited to the award of financial aid for a period not in excess of one (1) academic year, however, an institution is not required to provide the recipient with a written statement of the amount, duration, conditions or terms of the award.”
NCAA Bylaw 15.3.4.3.3, Decrease Not Permitted, provides: “An institution may not decrease a prospective student-athlete’s or a student-athlete’s financial aid from the time the prospective student-athlete or student- athlete signs the financial aid award letter until the conclusion of the period set forth in the financial aid agreement, except under the conditions set forth in Bylaw 15.3.4.1.”
NCAA Bylaw 15.3.5.1, Institutional Obligation, provides: “The renewal of institutional financial aid . . . shall be made on or before July 1 prior to the academic year in which it is to be effective. The institution shall promptly notify in writing each student-athlete who received an award the previous academic year and who has eligibility remaining in the sport which financial aid was awarded the previous academic year (under Bylaw 14.2) whether the grant has been renewed or not renewed for the ensuing academic year. Notification of financial aid renewals and nonrenewal must come from the institution’s regular financial aid authority and not from the institution’s athletic department.”
NCAA Bylaw 15.3.5.2, Reconsideration of Nonrenewal, provides: “It is permissible for an institution that has notified a student-athlete that he or she will not be provided institutional financial aid for the next academic year subsequently to award financial aid to that student-athlete.
Athletics Grant-In-Aid Process I. The Cost of Attendance (COA) for all students is established by the Office of Financial Aid. a. Tuition, fees, room, and board are approved by the Georgia Board of Regents and published on the website for the applicable academic years. b. Other allowances, books, supplies, transportation, personal, and miscellaneous costs are determined by the Office of Financial Aid
II. The maximum Grant-in-Aid per student athlete is established using published amounts. a. Tuition, fees, room, and board costs are from approved amounts. b. Book allowance is from NCAA Regulations
III. All Athletic Grant-in-Aid Requests are submitted to the Office of Financial Assistance by the Assistant Athletic Director for Compliance & Student Services. a. All grant-in-aid requests will be reported to the Office of Financial Aid as actual dollar amounts or full grant-in-aid; and submitted on the Grant-In-Aid Request Form. b. Total Grant-in-Aid and Financial Aid awards are reported to the Office of Financial Aid. The request(s) is reviewed for NCAA compliance and resolved thru the Director of Athletics /Assistant Athletics Director for Compliance/SWA. 86 | Page
IV. Initial Grant In Aid Request: a. The Head Coach will fill out and submit an NLI/Athletic Aid Agreement Request Form to the Assistant Athletic Director for Compliance/SWA for each new student-athlete. b. The Grant-In-Aid will only be approved by the AADC/SWA for submission to the Office of Financial Aid, a copy of the PSA’s current transcript must be provided to the Compliance Officer for verification, verify that PSA is registered in the NCAA Eligibility Center and has been placed on the IRL. c. The Assistant Athletic Director of Athletics for Compliance/SWA will then draft an initial grant- in-aid packet for each request. d. The packet will then be signed by the Coach and the Director of Athletics e. The packet will then be submitted to the Office of Financial Aid for approval and signatures. f. The packet will then be emailed to the prospective student-athlete by the AADC/SWA. g. Offers will be cancelled if not received by the Athletic Department within 7 days of the student receiving notification of the award and/or the completion of the signing period. h. Upon receiving the returned GIA agreement, the Athletic Department will forward to the Office of Financial Aid any outside scholarships, miscellaneous scholarships, military scholarships, etc. disclosed by the student for NCAA compliance.
V. Renewal Grant-In-Aid Agreements: a. The Head Coach will submit a Renewal/Cancelation/Reduction of Aid Form to the Assistant Athletics Director for Compliance/SWA with each player from the previous year’s squad list designating the amount of each award. b. Any changes to awards will be reviewed by the AADC/SWA and AD for approval. c. This is to be submitted to the Assistant Athletic Director for Compliance/SWA by the last week in April of each year. d. The Assistant Athletic Director for Compliance/SWA will draft the Renewal, Non-renewal or Reduction of Aid letter/Grant-In-Aid Packet for each returning student. e. The letters will then be submitted to the Director of Financial Aid for approval. f. The letters will ideally be provided to the student-athlete prior to leaving campus each spring during end of year meetings with the Head Coach. In the event that the student-athlete does not receive the renewal prior to departing campus, the renewal will be delivered (via mail) to each student-athlete prior to July 1st of each year. A student-athlete has the right to appeal the reduction or non-Renewal of Aid to the Financial Aid. i. The student-athlete must submit the letter of appeal to the Director of Financial Aid within 14 days of receipt of reduction or non-renewal of aid letter. ii. The Department of Athletics will be notified of the appeal and will be asked to submit the “Reason for Reduction/Cancelation of Aid” form and any other supporting documentation to the Financial Aid Committee. iii. The Financial Aid Committee will meet to discuss the appeal and determine the next course of action (interviews with coach/student-athlete and/or decision) iv. The Financial Aid Committee will provide the student-athlete a written response to the appeal within ten business days of receiving the appeal.
VI. The Office of Financial Aid will perform periodic Review of all student-athletes’ financial aid screens in Banner. a. Conflicts will be resolved with the Athletic Director/Director of Compliance as quickly as possible.
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REDUCTION OR NONRENEWAL OF A STUDENT-ATHLET’S FINANCIAL AID
II. Appeal process:
BASIC RULE Hearing Opportunity Required
The University is obligated to provide in writing to the student-athlete the notice of opportunity for a hearing when his/her athletic grant–in-aid is canceled or reduced (Bylaw 15.3.4.1), or non-renewed (Bylaw 15.3.5).
By Law Amended 15.3.2.4 Hearing Opportunity requires a copy of the institution’s established policies and procedures for conducting the required hearing, including the deadline by which a student-athlete must request such a hearing.
FORM(S) Request for National Letter of Intent/Athletic Scholarship – Non-renewal Document Cancellation Letter, Non-renewal or Reduction Letter Professional Judgment Committee’s procedures for an appeals hearing
DATE DIST/DUE Prior to July 1 each year – notify non-renewal, reduction. Upon receipt - cancellation
WHO IS RESPONSIBLE Office of Compliance, Head Coach and Financial Aid Officer
PURPOSE/POLICY
The Head Coach completes the appropriate form and submits to the Office of Compliance.
The Office of Compliance circulates the form to appropriate authorities for signature and forwards to Office of Financial Aid (Assistant Director- Kristy Riggs).
The Financial Aid Office notifies the student-athlete in writing that his/her scholarship has been canceled/non-renewed/reduced and of the opportunity for a hearing.
If the student chooses to pursue the hearing opportunity, the Financial Aid Office via the Financial Aid Counselor will provide the student with guidelines for appeal and a hearing date will be set within a reasonable time frame.
All proceedings will be heard by the Financial Aid Appeals Committee consisting of four (4) staff members from Clayton State University. Members are selected by the Director of Financial Aid. The Financial Aid Office arranges the meeting times and locations.
Appeal Procedures
Within two (2) weeks after receiving a non-renewal or reduction letter, the student-athlete submits the Student-Athlete Appeal Petition Form to the Financial Aid Office. The Student-Athlete Appeal Petition Form includes the items listed in the policy section above. The Financial Aid Office notifies the athletic department and Appeals Committee of the request.
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Scheduling is based on the student-athlete’s request for type of appeal (written or in-person hearing). A hearing is scheduled immediately.
Following the hearing, one (1) of the two (2) actions is taken:
If the Financial Aid Appeals Committee finds that the decision to reduce, cancel, or not renew is not a violation of the rules, regulations or institutional policies and no extenuating circumstances are present, the appeal is immediately denied. If the Financial Aid Appeals Committee finds that the decision to reduce, cancel, or not renew aid is a violation of the rules, regulations and institutional policies, the appeal is immediately approved. The financial aid is then made available to the student as soon as possible.
The Financial Aid Appeal Committee’s decision is final.
Athletic Scholarship Appeal Process
Appeal Instructions:
1. The Student-Athlete Appeal Petition Form must be submitted to the Financial Aid Office. 2. You may submit supporting documentation, if appropriate, with your petition. 3. If you wish to have a hearing, please indicate at bottom of the Appeal Petition Form. 4. Upon review, additional information may be requested by the committee.
The Student-Athlete Appeal Petition Form must be returned by (two weeks subsequent to receipt of form). Return the completed appeal petition and supporting information to:
Kristy Riggs, Assistant Director Clayton State University Office of Financial Aid 2000 Clayton State Blvd. Morrow, Ga. 30260
Appeal Options (Timelines are based on when the Financial Aid Office is notified student is appealing.)
Option 1. Written Appeal
1. Your written appeal form is directed to the Chair of the Appeals Committee within two (2) weeks. A copy of your written appeal will be sent to the coach involved in your appeal. 2. The coach will also provide a written statement to the committee within two (2) weeks. A copy of this written statement will be sent to you. 3. The coach and student-athlete may send back a rebuttal statement within two (2) weeks. 4. The committee will review all documents and reach a decision within two weeks of receipt of all final documents. 5. The chair will issue the committee's response to you in writing as soon as possible.
Option 2. Formal Hearing
1. Your written appeal form is directed to the Chair of the Appeals Committee within two (2) weeks. A copy of your written appeal will be sent to the coach involved in your appeal.
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2. The coach will also provide a written statement to the committee within two (2) weeks. A copy of this written statement will be sent to you. 3. The Financial Aid Office will notify you to schedule a hearing within two weeks. Note that a teleconference hearing is an option 4. All parties will be notified of the time and place of the hearing. 5. Each side will present their information to the Appeals Committee. You must notify the Financial Aid Office in advance if you intend on having legal representation present during the appeal hearing. 6. Subsequent to the hearing, the chair will issue the committee's response to you in writing as soon as possible.
ADMINISTRATIVE NOTE: Do not remove athletic aid until after committee renders a decision or 14 days following notification if no hearing requested.
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Work Opportunities
General Information
NCAA regulations permit student-athletes to be employed on- or off-campus during the academic year. Such earnings are exempted and are not counted in determining a student-athlete’s full-grant-in-aid or in the institution’s financial aid limitations, provided: a. The student-athlete’s compensation does not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics;
b. The student-athlete is compensated only for work actually performed; and
c. The student-athlete is compensated at a rate commensurate with the going rate in that locality for similar services.
Student-athletes may work in the athletics department or in an athletic department facility, but employment must be pre-approved by the Compliance Office.
Process 1. The student-athlete must contact the Compliance Office for the employment form prior to employment.
Specific Athletically Related Employment Activities. National Team Practice and Competition. A student-athlete may receive actual and necessary expenses and reasonable benefits associated with national team practice and competition (e.g., health insurance, broken-time payments).
Fee-for-Lesson Instruction. A student-athlete may receive compensation for teaching or coaching sport skills or techniques in his or her sport on a fee-for-lesson basis, provided all compensation received by the student-athlete is consistent with the criteria governing compensation to student-athletes.
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Awards and Benefits
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Awards
An award is any item given in recognition of athletics participation or performance.
Prior to Enrollment: Awards are permissible, provided they conform to the rules of the amateur sports organization that governs the competition and do not include cash (See bylaw 14.2.4.2 regarding effects on eligibility).
Student-Athlete Representing the Institution: Student-athlete enrolled during the academic year (including vacation periods) as a regular student in a minimum full-time academic work load or while representing the institution at any time.) Such awards are permissible, provided they conform to the rules of the amateur sports organization that governs the competition and do not include cash
Student-Athlete Not Regularly Enrolled: Student-athlete not enrolled as a regular student during the academic year or during the summer while not representing the institution. Such awards are permissible, provided they conform to the regulations of the recognized amateur sports organization(s) associated with the event. At no time shall the student-athlete receive cash for this type of participation.
Subsequent to Completion of Athletic Eligibility: Restrictions continue to apply as to the awards presented to graduating seniors by the institution or its booster organization.
Uniformity of Awards: Awards presented by a member institution, conference or other approved agency must be uniform for all team members receiving the award.
Nonpermissible Awards
Extra Benefit: An extra benefit is any special arrangement by an institution employee or a representative of the institution’s athletics interest to provide a student-athlete or the student-athlete’s relative or friend with a benefit not expressly authorized by NCAA legislation.
Cash or Equivalent: An individual may not receive a cash award for athletic participation.An individual may not receive a cash-equivalent award (i.e., an item that is negotiable for cash or trade or other services, benefits or merchandise) for athletic participation.
Discounts and Credits. A student-athlete may not receive a special discount, payment arrangement or credit on a purchase (e.g., airline ticket, clothing) or a service (e.g., laundry, dry cleaning) from an institutional employee or a representative of its athletics interests
Free or Reduced-Cost Services. A representative of the institution’s athletic interests may not provide a student-athlete with professional services (for which a fee normally would be charged) without charge or at a reduced cost except as permitted elsewhere in this bylaw. Professional services provided at less than the normal rate or at no expense to a student-athlete are considered an extra benefit, unless they are available on the same basis to the general student body.
Credit Cards. It is not permissible to allow a student-athlete to use a credit card for personal reasons without charge or at a reduced cost.
Exception for Benefits Available to Other Students: The receipt of a benefit by a student-athlete or his or her relatives or friends that is not authorized by NCAA legislation is not a violation if it is demonstrated that the same benefit generally is available to the institution’s students, their relatives or friends or to a particular segment of the student body (e.g., foreign students, minority students) determined on a basis unrelated to athletic ability.
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Benefits and Services Permissible: Services that may be financed by the institution include; . tutoring expenses, (refer to Student Support Services); . drug-rehabilitation; . medical expenses; . use of computers and typewriters; . occasional home meal: a student-athlete or entire team may receive an occasional home meal from an institutional staff member or booster; . team entertainment: Actual cost for reasonable entertainment may be provided to student-athletes within 100-mile radius of where the team plays an away-from-home contest; . complimentary tickets; and . expenses for practice and competition.
Nonpermissible: Services that may not be financed by the institution include; but are not limited to the following: . typing costs; . course supplies; . use of copying machine (not related the academics) . transportation to/from student-athlete’s residence: an institution may not provide transportation (e.g., shuttle, van) to on-campus practice sites for student-athletes traveling to and from on-or off-campus residences, except in unusual situations involving danger, inclement weather or other similar extenuating circumstances; . automobile: an institution may not provide the student-athlete with an automobile, under any circumstances; . telephones and credit cards: it is not permissible to allow a student-athlete to use a telephone or credit card for personal reasons without charge or at a reduced cost; and . other prohibited benefits: an institutional employee or representative of athletic interest may not provide a student-athlete with extra benefits or services, including, but not limited to; loan of money guarantee of bond use of an automobile; and signing or co-signing a note with an outside agency to arrange a loan
Athletic Awards Limitation
Types of Awards, Awarding Agencies, Maximum Value and Numbers of Awards. Athletics awards given to individual student-athletes shall be limited to those approved or administered by the member institution, its conference or an approved agency as specified in the following subsections and shall be limited in value and number as specified in this section. Each of the following subsections is independent of the others so that it is permissible for an individual student-athlete to receive the awards described in all subsections.
Participation Awards. Awards for participation in intercollegiate athletics may be presented each year. Awards for participation in special events may be provided only to student-athletes eligible to participate in the competition.
Senior Scholar-Athlete Award. An institution may provide a maximum of two senior scholar-athlete awards each year to graduating seniors. The award may consist of a tangible item valued at not more than $150 and a postgraduate scholarship not to exceed $10,000. The postgraduate scholarship shall be used for graduate studies at the recipient’s choice of institution and shall be disbursed directly to that institution. Such a scholarship only may be awarded to a student-athlete who will complete the requirements for a baccalaureate degree within one term of the award and no funds will be distributed prior to the completion of the baccalaureate degree. A student-athlete who 96 | Page has received an institutional postgraduate scholarship as part of a senior scholar-athlete award shall no longer be eligible to participate in intercollegiate athletics, except that the student-athlete may complete the remainder of any season currently in progress at the time of the award (e.g., postseason competition in the spring sport which occurs after graduation).
Awards for Winning Conference and National Championships. Awards for winning an individual or team conference or national championship may be presented each year. Awards for winning a conference or national championship in a team sport may be provided only to student- athletes who were eligible to participate in the championship event. The total value of any single award received for a national championship may not exceed $415. The total value of any single award received for a conference championship may not to exceed $325, and each permissible awarding agency is subject to a separate $325 limit per award. Each permissible awarding agency may provide only a single award for each championship to each student-athlete. Separate awards may be presented to both the regular-season conference champion and the postseason conference champion (with a separate $325 limitation), but if the same institution wins both the regular-season and postseason conference championship, the combined value of both awards shall not exceed $325
Special Achievement Awards. Awards may be provided each year to individual student-athletes and teams to recognize special achievements, honors and distinctions, limited in value and number.
Occasional Meals A student-athlete or the entire team may receive an occasional home meal from an institutional staff member or representative of athletics interests under the following conditions: a) The meal must be provided in an individual’s home and may be catered. b) Meals must be infrequent and on special occasions (institutional policy is once per month or during holiday breaks). c) Clayton State University Staff Member/ Representative of Athletics Interests (Booster) may provide reasonable local transportation to the students to attend such meals
Process: Prior to hosting an occasional meal, coaches are required to complete an Occasional Meal Form and it must be approved by Compliance prior to the activity. The occasional meal forms are located in the Compliance Office.
Student-Athlete Complimentary Admissions to an Athletes Event
Player Pass List Process Procedure In the sports of basketball and soccer, coaches are required to submit their student-athlete’s pass list to the Compliance two (2) days prior to home and away competition.
Home Games: Student-athletes may receive a maximum of four (4) complimentary admissions per home games in the sport the individual participates in. (The complimentary admissions are provided regardless of whether or not the student-athlete participates in the competition.)
Trading tickets with your fellow teammates are allowed. If additional tickets are needed, they may be purchased.
Away Games: Per Peach Belt Rule: Visiting teams will be granted two (2) complimentary tickets per player. Please submit PBC Student-Athlete Visiting Team Ticket Request Form to the athletic director of the school you will be
97 | Page visiting no less than 24 hours before game time. This form is to be used for all events for which admission is charged.
Player Guests: Each person must present a picture ID in order to gain admission to the athletic contest. No hard tickets will be given, only stubs with the seat number. Substitutions are not accepted.
Team Competition Travel
1. Coaches are required to submit their team itinerary two (2) days prior to departure. 2. Team itineraries must be submitted via email to Assistant Athletic Director for Compliance/SWA and Business Manager by the required time established above. 3. The itinerary must include the student-athletes first and last name, the last four digits of their CSU ID and timeline of team travel, which must include departure and return times. 4. Hotel information must be included on the itinerary. 5. If team travel is over 24 hours, study hall must be included in the team’s itinerary timeline.
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Equipment and Apparel
Equipment and apparel are the property of the Clayton State University and must be returned to inventory at the conclusion of each academic year or conclusion of the playing season. If equipment and/or apparel are lost, stolen, damaged, or not returned at the end of the academic year/conclusion of playing season, the student-athlete shall be held financially responsible and will be charged. Athletic Department employees and/or student-athletes may not sell, give or loan equipment/apparel to a prospective student-athlete or any individual. If a student-athlete, prospective student-athlete or any individual wishes to purchase equipment/apparel, the items must be removed from the sports inventory and transferred to the Clayton State University Surplus and will be sold/auctioned according to the CSU policy. Equipment and clothing may be provided on an issuances and retrieval basis to a prospective student- athlete during the period of a tryout. All equipment, apparel and inventory that are provided to a sport by an outside vendor will become property of the Clayton State University and must follow the guidelines indicated in this document.
Issuing Equipment and Apparel Student-athletes must be on the squad list in order to be issued equipment and/or apparel. There must be an inventory form on file for each student-athlete. This inventory form must be accurate and current at all times and subject to an audit. On the initial issuance the student-athlete must sign an inventory form indicating receipt of the equipment and apparel. If a student-athlete wishes to receive new equipment/apparel, it will be done on an exchange basis. All transactions are recorded on the student-athlete’s inventory form and signed by the student- athlete.
Returns Disposable vs. Non-Disposable Each sport is to compile a list of apparel that is considered to be disposable. Typically, items in this category wear out very easily and quickly. Examples of disposable items include but are not limited to undergarments, socks, t-shirts, shorts and wrist bands. Exchanging Equipment and Apparel If the returned (non-disposable) equipment/apparel is determined to be non-reusable by the coach, then the student-athlete is reissued new equipment/apparel. This transaction is documented on the student-athlete’s inventory form and signed by the student-athlete and coach. If the returned (non-disposable) equipment/apparel is determined to be reusable by the coach, then the student-athlete is reissued new equipment/apparel and the returned items are placed into the sports inventory. This transaction is documented on the student-athlete’s inventory form and signed by the student-athlete and coach. All returned equipment/apparel, determined by the coach to be disposable, may be reissued to the student-athlete without record of the transaction on the student-athlete’s inventory form.
Student-Athlete’s Use of Personal Equipment Approval Required If a student-athlete wishes to use personal equipment the request must first be approved by the head coach to determine appropriateness and safety of the equipment. Replacement The Athletic Department will not replace personal equipment.
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Use of Apparel or Equipment that Includes Institutional Identification A student-athlete may use institutional equipment during outside competition at any time. A student-athlete may wear, retain, and use institutional athletic equipment (per the institution’s normal equipment policy) during a summer-vacation period.
Retention of Equipment A student-athlete may retain athletic apparel, not equipment, at the end of the individual’s collegiate career. Shoes are considered equipment; however, a student-athlete is permitted to retain such items if they are no longer reusable, as determined by the coach, at the end of the institution’s playing season.
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Amateurism/Agent
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Amateurism
Promotions Activity When a student-athlete’s name (autograph), photograph or personal appearance is to be used, it must be for the promotion of the university or for a non-profit or charitable organization. In these latter cases, the organization must satisfy certain conditions before the student-athlete can participate. The organization and/or agency requesting the promotional activity must provide the promotional/community activity form to the Compliance Office prior to the activity.
Student-Athlete Promotional Activities All promotional requests involving the name, image or appearance of a student-athlete shall be directed to the Assistant Athletic Director for Compliance/SWA.The forms are located in the Compliance Office.
Process Once a request is received:
1. A representative from the sponsoring agency will be provided with a Promotional/Community Activities Form to fill out and return to the coach. 2. The Compliance Office will review the information provided on the form and determine whether the activity is in compliance with the provisions of NCAA Bylaw 12.5.1.1. 3. Once approved, the coach will arrange for the involved student-athletes to review and sign the activities form. 4. A copy of the signed activities form will be kept on file in the Compliance Office and a copy will be provided to the sponsoring agency.
Amateur Status General Information An individual loses amateur status and thus will not be eligible for intercollegiate competition in a particular sport if the individual: a) Uses his or her athletics skill (directly or indirectly) for pay in any form in that sport; b) Accepts a promise of pay even if such pay is to be received following completion of intercollegiate athletic participation; c) Signs a contract or commitment of any kind to play professional athletics, regardless of its legal enforceability or any consideration received; d) Receives, directly or indirectly, a salary, reimbursement of expenses or any other form of financial assistance from a professional sports organization based upon athletics skill or participation, except as permitted by NCAA rules and regulations; e) Competes on any professional athletic team (per Bylaw 12.2.3), even if no pay or remuneration for expenses was received; f) Subsequent to initial full-time collegiate enrollment, enters into a professional draft (see also Bylaws 12.2.4.1 and 12.2.4.2.); and g) Enters into agreement with an agent.
Collegiate Player Following initial full-time collegiate enrollment, an individual’s participation in the following activities or receipt of the following benefits will jeopardize the individual’s amateur status and eligibility for intercollegiate participation in a particular sport: (a) Use of Athletic Skill for Pay. Use of athletics skills for pay in any form in that sport. (b) Acceptance of a Promise of Pay. Acceptance of a promise of pay even if such pay is to be received following completion of intercollegiate athletic participation. (c) Receipt of a Salary, Gratuity or Compensation. Receipt of any direct or indirect salary, gratuity or comparable compensation for participation in athletics. 103 | Page
(d) Receipt of Any Division or Split of Surplus. Receipt of any division or split of surplus (e.g.,bonuses, game receipts). (e) Contract to Play Professional Athletics. Signing a contract or commitment of any kind to play profes- sional athletics, regardless of its legal enforceability or any consideration received. (f) Receipt of Funds From a Professional Team. Receipt, directly or indirectly, of a salary, reimbursement of expenses or any other form of financial assistance from a professional sports organization based on athletic skill or participation, except as permitted by NCAA rules and regulations. (g) Competition on a Professional Team. Competition on any professional athletic team (per Bylaw 12.02.6), even if no pay or remuneration for expenses was received. (h) Agreement With or Benefits From an Agent. Entrance into an agreement with or receipt of benefits from an agent. (i) Educational Expenses. (1) Receipt of educational expenses not permitted by the governing legislation of the NCAA (see Bylaw 15 regarding permissible financial aid to enrolled student-athletes). (2) Receipt of educational expenses provided to an individual by an outside sports team or organization that are based in any degree on the recipient’s athletic ability [except for financial aid that is received from a team or organization that conducts a competitive sports program by an individual who is not a member of that team or organization (see Bylaw 15.2.5.3)], even if the funds are given to the institution to administer to the recipient. (j) Receipt of Cash Award for Participation. Receipt of cash, or the equivalent thereof (e.g., trust fund), as an award for participation in competition at any time, even if such an award is permitted under the rules governing an amateur, non-collegiate event in which the individual is participating. An award or a cash prize that an individual could not receive under NCAA legislation may not be forwarded in the individual’s name to a different individual or agency. (k) Expenses or Awards Not Permitted by Amateurism Rules Governing Events. Receipt of expenses Non-collegiate event in which the individual participates. (l) Expenses Above Actual and Necessary Expenses From Outside Amateur Sports Team or Organi zation. Receipt of expenses from an outside amateur sports team or organization in excess of actual and necessary travel, room and board expenses, and apparel and equipment (for individual and team use only from teams or organizations not affiliated with member institutions, including local sports clubs as set forth in Bylaw 13.11.2.4) for competition and practice held in preparation for such competition. Practice must be conducted in a continuous time period preceding the competition except for practice sessions conducted by a national team, which occasionally may be interrupted for specific periods of time before the competition. (m) Expenses From Non-Permissible Entities. Receipt of any expenses, including actual and necessary ex- penses or any other form of compensation, to participate in athletic competition (while not representing an educational institution) from a sponsor other than an individual on whom the athlete is naturally or legally dependent or the nonprofessional organization that is sponsoring the competition. (n) Unspecified or Unitemized Expenses. Payment to individual team members or individual competitors for unspecified or unitemized expenses beyond actual and necessary travel, room and board expenses for practice and competition. (o) Payment Based on Place Finish. Any payment, including actual and necessary expenses, conditioned on the individual’s or team’s place finish or performance or given on an incentive basis, or receipt of expenses in excess of the same reasonable amount for permissible expenses given to all individuals or team members involved in the competition. (p) Prize for Participation in Institutional Promotional Activity. Receipt of a prize for participation (involving the use of athletic ability) in a member institution’s promotional activity that is inconsistent with the provisions of Bylaw 12.5.
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(q) Pay for Competition Involving Use of Overall Athletics Skill. Participation for pay in competition that involves the use of overall athletic skill (e.g., “superstars” competition). (See Bylaw 12.5.2.3.3 for exception related to promotional contests.). (r) Preferential Treatment, Benefits or Services. Receipt of preferential treatment, benefits or services be- cause of the individual’s athletic reputation, skill or pay-back potential as a professional athlete, unless such treatment, benefits or services are specifically permitted under NCAA legislation. (1) Donations Credited to or Earmarked for an Individual. Donations credited to or earmarked for an individual for athletic participation (e.g., as an individual or a member of a team) from a sponsor (e.g., neighbor, business) other than the individual’s relatives or legal guardians are considered improper benefits. Tips Contact the Compliance Department to troubleshoot amateurism issues. The earlier the Compliance Office is aware of amateurism issues, the more quickly a resolution can be reached.
Prior to initial full-time collegiate enrollment An individual loses amateur status and thus shall not be eligible for intercollegiate participation in a particular sport if the individual enters into an agreement with or receives benefits from an agent.
Tips Contact the Compliance Department to troubleshoot amateurism issues. An amateurism questionnaire is available in the Compliance Office for coaches who wish to use when questioning an international prospective student-athlete regarding amateurism issues. The earlier the Compliance Office is aware of amateurism issues, the more quickly a resolution can be reached.
Agent
An individual shall be ineligible for participation in an intercollegiate sport if he or she ever has agreed (verbally or in writing) to be represented by an agent for the purpose of marketing his or her athletic ability or reputation in that sport. Further, an agency contract not specifically limited in writing to a sport or particular sports shall be deemed applicable to all sports, and the individual shall be ineligible to participate in any sport.
Representation for Future Negotiations.
An individual shall be ineligible per Bylaw 12.3.1 if he or she enters into a verbal or written agreement with an agent for representation in future professional sports negotiations that are to take place after the individual has completed his or her eligibility in that sport.
Benefits from Prospective Agents.
An individual shall be ineligible per Bylaw 12.3.1 if he or she (or his or her relatives or friends) accepts transportation or other benefits from:
(a) Any person who represents any individual in the marketing of his or her athletic ability. The receipt of such expenses constitutes compensation based on athletics skill and is an extra benefit not available to the student body in general; or
(b) An agent, even if the agent has indicated that he or she has no interest in representing the student- athlete in the marketing of his or her athletics ability or reputation and does not represent individuals in the student-athlete's sport. 105 | Page
Legal Counsel.
Securing advice from a lawyer concerning a proposed professional sports contract shall not be considered contracting for representation by an agent under this rule, unless the lawyer also represents the individual in negotiations for such a contract
Athletics Scholarship Agent.
Any individual, agency or organization that represents a prospective student-athlete for compensation in placing the prospective student-athlete in a collegiate institution as a recipient of institutional financial aid shall be considered an agent or organization marketing the individual’s athletic ability or reputation.
Professional Sports Counseling Panel.
It is permissible for an institution to have an authorized institutional professional sports counseling panel appointed and overseen by the institution’s president or chancellor (or his or her designated representative from outside the athletic department).
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Ethical Conduct/Gambling
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Bylaw 10.1 - Unethical Conduct
Unethical conduct by a prospective or enrolled student-athlete or a current or former institutional staff member, which includes any individual who performs work for the institution or the athletic department even if he or she does not receive compensation for such work, may include, but is not limited to, the following: (a) 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; (b) Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete; (c) Knowing involvement in offering or providing a prospective or an enrolled student-athlete an improper inducement or extra benefit or improper financial aid; (d) Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual’s institution false or misleading information concerning an individual’s involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation; (e) 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”); (f) Knowing involvement in providing a banned substance or impermissible supplement to student- athletes, or knowingly providing medications to student-athletes 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 31.2.3.3; however, the substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law; (g) 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); (h) Fraudulence or misconduct in connection with entrance or placement examinations; (i) Engaging in any athletic competition under an assumed name or with intent otherwise to deceive; or (j) 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.
Bylaw 10.2 – Knowledge of Use of Banned Drugs
A member institution’s athletic department staff member or others employed by the intercollegiate athletic programs who have knowledge of a student-athlete’s use at any time of a substance on the list of banned drugs, as set forth in Bylaw 31.2.3.1, shall follow institutional procedures dealing with drug abuse or shall be subject to disciplinary or corrective action as set forth in Bylaw 19.6.2.2.
Department of Athletics Alcohol Policy
The Department of Athletics’ policy regarding the use of alcohol at departmental events is as follows: a. Alcohol may not be purchased or consumed during team travel b. Alcohol may not be served or consumed during team functions c. Alcohol may not be purchased by administrators or coaches or consumption by student-athletes.
Departmental events including prospective student-athletes and enrolled student-athletes may not involve the use of alcohol. In regard to prospective student-athletes, administrators and head coaches must require that the entertainment of prospective student-athletes not involve the use of alcohol. In regard to enrolled student- athletes, alcohol may not be served at gatherings held after athletics contests.
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THIS IS THE DEPARTMENT OF ATHLETICS’ POLICY. HEAD COACHES, ADMINISTRATORS, STUDENT HOSTS, AND PROSPECTIVE STUDENT-ATHLETES ARE REQUIRED TO ABIDE BY THIS POLICY. Bylaw 10.3 Sports Wagering Activities Sports Wagering. [#] Sports wagering includes placing, accepting or soliciting a wager (on a staff member’s or student-athlete’s own behalf or on the behalf of others) of any type with any individual or organization on any intercollegiate, amateur or professional team or contest. Examples of sports wagering include, but are not limited to, the use of a bookmaker or parlay card; Internet sports wagering; auctions in which bids are placed on teams, individuals or contests; and pools or fantasy leagues in which an entry fee is required and there is an opportunity to win a prize.
Wager A wager is any agreement in which an individual or entity agrees to give up an item of value (e.g., cash, shirt, dinner) in exchange for the possibility of gaining another item of value.
Staff members of a member conference, staff members of the athletic department of a member institution and student-athletes shall not knowingly: a. Provide information to individuals involved in organized gambling activities concerning intercollegiate athletic competition; b. Solicit a bet on any intercollegiate team; c. Accept a bet on any team representing the institution; d. Solicit or accept a bet on any intercollegiate competition for any item (e.g., cash, shirt, dinner) that has tangible value; or e. Participate in any gambling activity that involves intercollegiate athletics or professional athletics, through a bookmaker, parley card or any other method employed by organized gambling.
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Requesting a Rules Interpretation & Reporting a Rules Violation
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Procedures for Requesting a Rule Interpretation
A. Requesting a Rule Interpretation.
1. Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of the University's athletic interests, member of the community) may request a rule interpretation.
2. The individual may request the interpretation in writing.
B. To Whom Shall a Rules Interpretation be Requested?
1. All requests for interpretation of NCAA regulations should be directed to the Assistant Athletic Director for Compliance.
In the event that the Assistant Athletic Director for Compliance is not available, you should contact the Director of Athletics
2. The Compliance Office shall maintain a written record of all requested interpretations. The record shall consist of the following: a. Date that the request was made and by whom. b. Detailed summary of the nature of the request. c. Detailed summary of the response.
C. Requests for Interpretive Support from the NCAA and PBC Conference Office.
1. The NCAA has designated five (5) individuals to contact the Legislative Services Office. The Assistant Athletic Director, Merlene Aitken is the designated individual to contact the PBC Conference. The designated institutional representatives to request interpretations are:
Tim Duncan- Director of Athletics Dr. Tim Hynes- President R.B. Rosenburg- Faculty Athletics Representative Merlene Aitken- Assistant Athletic Director for Compliance/Senior Woman Administrator
Other staff members shall not contact the NCAA or PBC Conference Office directly. The Compliance Office will ensure that all requests will receive a response within a 24 hours or depending on the complexity of the matter.
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Procedures for Reporting a Rules Violations
In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules shall be investigated. If the Assistant Athletic Director for Compliance determines that a violation has occurred, the Assistant Athletic Director for Compliance in conjunction with the Faculty Athletic Representative will report the violation (or possible violation) to the appropriate conference officials and the NCAA reporting system
A. Reporting a Violation.
1. Any individual (e.g., athletic department staff member, student-athlete, university employee, representative of the university's athletic interests, member of the community) may report an alleged, rumored, or suspected violation.
2. The individual may report the alleged, rumored, or suspected violation verbally or in writing. He/She may report an alleged violation anonymously.
B. To Whom Shall an Alleged Violation be Reported?
1. If an alleged or rumored violation is communicated to any athletic department staff member, the staff member has an obligation to notify the Compliance Office of the violation in a timely manner.
2. Individuals other than athletic department staff members may report an alleged violation to any or all of the following persons:
a. The Assistant Athletic Director for Compliance
b. The Director of Athletics
c. The Faculty Athletic Representative and
d. Conference Office
C. Conducting an Investigation of an Alleged Violation.
1. The Assistant Athletic Director for Compliance (in conjunction with the Faculty Athletics Representative) is responsible for conducting investigations. The Assistant Athletic Director for Compliance or Faculty Athletic Representative may request the assistance of the Director of Athletics to conduct or to assist in the conduct of an investigation into an alleged violation.
2. The Compliance Office shall maintain a written record of all alleged violations. The record shall consist of the following:
a. Date that the alleged violation was reported to the Compliance Office and by whom the violation was reported.
b. Detailed summary of the nature of the alleged violation, including the names of all persons involved in the alleged violation.
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Procedures for Reporting NCAA Violations
D. Procedure for Conducting an Investigation of an Alleged Violation.
1. Chronology of actions taken by the university in the investigation of the alleged violation.
2. Rationale for concluding whether the allegation was or was not determined to be a violation of NCAA regulations.
3. If a violation has occurred, the Compliance Office will keep on file a copy of the report of the violation and subsequent correspondence with the Conference and the NCAA staff. Copies of the self-report will be sent to the following: Director of Athletics, Faculty Athletic Representative, the Conference Office, and involved staff member(s).
4. Records and reports of confirmed violations will be maintained in the permanent files of the Compliance Office.
E. Finding a Violation Occurred.
The Assistant Athletic Director for Compliance shall determine that a violation occurred whenever the preponderance of the evidence, considered as a whole, establishes the occurrence of the violation. It shall be the responsibility of the Assistant Athletic Director for Compliance (in consultation with the Faculty Athletic Representative) to assess the evidence to determine what weight and credibility will be given to it.
F. Information to be Included in the University's Self-Report.
The NCAA Enforcement staff recommends that the following information be included in an institution's report of a violation:
1. The date and location of the violation.
2. The identities of involved student-athletes, coaches, staff members and any other individuals involved in the violation.
3. The means by which the institution became aware of this information. Note: If a newspaper article alerted the institution, a copy of the article shall be included.
4. The cause of the violation (e.g., lack of knowledge, human error, etc.), an explanation of the circumstances surrounding the violation and any mitigating circumstances that may exist.
5. A list of corrective and/or punitive actions taken by the institution in response to the violation.
6. The institution's position regarding the violation and surrounding circumstance. The institution will indicate whether it believes a violation occurred and the specific legislation it believes has been violated.
7. At the conclusion of the investigation, the President and VP of Business Operations will be notified of the violations by the Director of Athletics and Assistant Athletic Director for Compliance.
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G. Alleged Violations Involving Other NCAA Institutions.
1. If an individual has knowledge of an alleged violation that involves another NCAA member institution and impacts the university, he/she shall report the alleged violation(s) to the Assistant Athletic Director for Compliance and/or the Director of Athletics.
2. 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 the appropriate staff members who have lodged the accusation. The Compliance Office may then contact the compliance administrator or the director of athletics at the accused member institution to request that the alleged violation be investigated. The Assistant Athletic Director for Compliance may then contact the PBC Conference or the NCAA staff and request that the PBC or NCAA staff contact the accused institution or that institution's conference.
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