Governance and Commitment to Rules Compliance
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- Assistant Director of Athletics for Compliance
- Admissions Official
- Committees Working with
- Refusal of Transfer Release Appeals Committee
- Financial Aid Appeals Committee
Student-AthleteSubmits application materials to the university. Submits official test scores to Office of Admissions. Learns recruiting regulations. Makes official/unofficial visit. Signs letter of intent/financial aid agreement. Registers with Clearinghouse. Assistant Director of Athletics for ComplianceMaintains official visit records. Administers documentation for official visit. Reviews permissible recruiting materials. Monitors recruiting activities. Conducts rules education sessions for participants in the recruiting process. Monitors on- and off-campus recruiting records. Acts as primary contact for Clearinghouse. Provides legislative interpretations. Performs initial review of prospect’s academic credentials. Confirms prospect’s submission of official application and eligibility materials to appropriate academic authority. Reviews coaches’ recruiting records periodically. Coordinates education of all persons involved in recruiting process. Reviews recruiting practices and procedures. Admissions OfficialAssists in initial review of prospect’s academic credentials. Reviews prospect's application. Makes admissions decision. CoachMaintains copies of recruiting records. Maintains list of recruited prospects. Maintains off-campus recruiting records. Maintains official and unofficial visit records. Obtains academic credentials. Educates prospect and parents on admissions requirements. Secures prospect’s letter of intent/financial aid agreement. Cooperates in periodic review of recruiting records (e.g. contacts, evaluations, expense statements). List of Sources for Narrative: 1. Lipscomb Athletics Policies & Procedures Manual, 2003, pp.22-29. 16. Please describe the policies and step-by-step procedures that include assignment of specific responsibilities pertaining to rules compliance in the area of camps and clinics. All of Lipscomb’s athletic camps and clinics are institutionally owned and operated. All employees who want to sponsor athletic camps follow the policies and procedures below. A. Letters of application are filed with the Athletics Director. Final approval must be received no later than three months prior to the anticipated start date of the camp/clinic. B. The camp director must sign a statement that he/she understands all NCAA and Lipscomb University camp/clinic rules. C. An income statement of post-camp actual revenues and expenditures must be submitted to the Athletics Director. A complete listing of all camp/clinic employees must be submitted including duties and salaries. D. Advertisements for the camp must be pre-approved by the Assistant Athletics Director for Compliance. E. Any student-athletes that wish to be employed at camp must sign an employment form and be pre-approved for employment by the Athletics Director. F. Prospects who are high school athletics award winners cannot be employed in a camp or clinic. List of Sources for Narrative: 1. Lipscomb Athletics Policies & Procedures Manual, 2003, p. 102. 17. Please describe the policies and step-by-step procedures that include assignment of specific responsibilities pertaining to rules compliance in other areas (if applicable). A. Each coach will turn in the playing season dates form to the Compliance Coordinator (1, p. 7, 33). This will document the proper first day of practice and the two segments of the season. (Appendix, Lipscomb Athletics Policies and Procedures Manual). B. Once the schedule of games is approved by the Athletic Director, the Compliance Coordinator will monitor it to see that NCAA sports sponsorship requirements and conference regulations are maintained. C. A Countable Hour Practice Sheet will be completed reflecting the amount of hours the team or individual has spent during the week in activities that constitute “countable practice hours.” This sheet will be turned in each week on the day of the weekly head coaches meeting. The head coach and a student athlete will verify the hours (1, p. 7, 33; Appendix, Lipscomb Athletics Policies and Procedures Manual). List of Sources for Narrative: Lipscomb Athletics Policies & Procedures Manual, 2003, pp 7, 33. Lipscomb Athletics Policies & Procedures Manual, 2003, Appendix. 18. Indicate the dates of the institution’s rules-compliance program evaluation conducted by an authority outside of athletics at least once every four years. The dates of the rules-compliance evaluations were; January 25th, 2002; March 31st-April 1st, 2003; December 2nd-3rd, 2003, March 3, 2004 Steve Sturek, Associate Commissioner in Charge of Compliance for the Atlantic Sun Conference, conducted the evaluation. List of Sources for Narrative: 1. Report filed in office of Assistant Director of Athletics for Compliance. 19. Indicate the individual or individuals responsible for conducting the institution’s rules-compliance evaluation. Further, describe the process used in selecting this authority outside of athletics to ensure the individual or individuals do not have day-to-day compliance responsibilities for the institution’s athletics department and are knowledgeable in NCAA legislation and rules-compliance practices. Steve Sturek, Associate Commissioner in Charge of Compliance for the Atlantic Sun Conference, conducted the evaluation. Sturek was chosen when Lipscomb accepted membership in the Atlantic Sun Conference. 20. The rules-compliance evaluation must consist of a review to determine that the compliance practices are engaged and functioning and must include, at minimum, specific areas. Please indicate by clicking “yes” or “no” which areas were included in the rules-compliance evaluation . Yes No Initial-eligibility certification X Continuing-eligibility certification X Transfer-eligibility certification X Financial aid administration, including X Individual and team limits X Recruiting (e.g., official visit, etc.) X Camps and clinics X Investigations and self-reporting X Rules violations X Rules Education X Extra benefits X Playing and practice seasons X Student-athlete employment X Plan of Action: Issues in the Self Study: Rules education and student-athlete employment have not been examined in the rules compliance evaluation Measurable Goals: Evaluate and implement education regarding rules education and student-athlete employment Steps to Achieve Goals: Visit from the Associate Commissioner in Charge of Compliance for the Atlantic Sun Conference for purposes of evaluation Individual/Officers Responsible for Implementation: Lipscomb Compliance Officer and the Associate Commissioner in Charge of Compliance for the Atlantic Sun Conference
for Completing the Work: During 2004-05 year
List of athletics booster organizations and their officers. There are no officers. Description of athletics booster group policies and procedures. There are no policies or procedures because the booster club is handled internally. Information regarding this can be obtained from the Director of Athletics. Documentation required by the institution to maintain compliance with NCAA rules can be found in the office of the Assistant Director of Athletics for Compliance. Documentation generated as a result of conference involvement with the institution in reviewing compliance efforts can be found in the office of the Assistant Director of Athletics for Compliance. Documentation related to secondary rules violations for the last three years and the institutional response to those violations can be found in the office of the Assistant Director of Athletics for Compliance. The Conference Manual can be found in the office of the Assistant Director of Athletics for Compliance. Planning documents related to athletics can be obtained from the Director of Athletics. Job descriptions for individuals inside the athletics department and individuals outside the athletics department who are involved in rules-compliance activities can be found: Inside the athletics department: in the Office of the Director of Athletics Outside the athletics department: each respective office (Registrar, Admissions, Financial Aid, Faculty Athletics Representative). 9. Contracts or letters of appointment for individuals inside the athletics department and individuals outside the athletics department who are involved in rules-compliance activities can be found: Inside the athletics department: in the Office of the Director of Athletics Outside the athletics department: each respective office (Registrar, Admissions, Financial Aid, Faculty Athletics Representative). 10. Personnel evaluation criteria for individuals inside the athletics department and individuals outside the athletics department who are involved in rules-compliance activities can be found: Inside the athletics department: in the Office of the Director of Athletics Outside the athletics department: each respective office (Registrar, Admissions, Financial Aid, Faculty Athletics Representative). Statements of the Athletics Department’s philosophy and the responsibilities of individuals involved in rules compliance activities, both inside and outside the Athletics Department, are outlined in the Athletics Department policy manual found in the Office of the Director of Athletics and on the university’s athletics website. Documentation related to the evaluation of the institution’s rules-compliance program by an authority outside of athletics at least once every four years can by found in the Office of the Assistant Director of Athletics for Compliance. Evaluation and Plan for Improvement Given the responses to the self-study items on the previous page, complete the responses below to: (1) indicate (with a yes or no) whether each part of the operating principle exists in the athletics program, and (2) evaluate whether the activities of the athletics program are in substantial conformity with the operating principle as a whole. [Note: In completing this assessment, make sure that all relevant information from the other certification areas is considered, given that some overlap does exist.] Where the institution concludes in its evaluation that it does not conform to the operating principle as a whole or to any particular element(s) of the operating principle [as indicated by a “Currently No” response to the element(s)] or that problems or deficiencies exist in this area, outline the institution’s specific plans for improvement, which should include/meet the following required elements: (a) stand-alone and in writing, (b) developed through broad-based participation, (c) issues/problems identified in the self-study, (d) measurable goals the institution intends to attain to address the issues/problems, (e) step(s) to achieve the goals, (f) the specific timetable for completing the work, (g) individuals/offices responsible for carrying out the actions, and (h) institutional approval. [Note: Please see Appendix A, Page 43 for an example format outlining all required elements of plans.] 1.1 Institutional Control, Presidential Authority and Shared Responsibilities. If Currently No, If Deficiencies Exist, or If an Enhancement has been Identified, Indicate Plan For Improvement Number Currently Found On Currently Yes Page(s) No Does the institution demonstrate that: a. The institution’s governing board provides oversight and broad policy formulation for intercollegiate athletics in a manner consistent with other units of the institution? X
assigned ultimate responsibility and authority for the operation and personnel of the athletics program? X If Currently No, If Deficiencies Exist, or If an Enhancement has been Identified, Indicate Plan For Improvement Number Currently Found On Currently Yes Page(s) No c. Appropriate campus constituencies have the opportunity, under the purview of the chief executive officer, to provide input into the formulation of policies relating to the conduct of the athletics program and to review periodically the implementation of such policies? X See plan.
___X____ ________ [Note: The institution should not indicate “yes” regarding conformity with the operating principle as a whole unless it has indicated “Currently Yes” for each element of the operating principle or has a plan to address any “Currently No” response to any element(s) of the operating principle.] 1.2 Rules Compliance. If Currently No, If Deficiencies Exist, or If an Enhancement has been Identified, Indicate Plan For Currently Found On Currently Improvement Yes Page(s) No Number Does the institution demonstrate that: a. It has in place a set of written policies and procedures that assign specific responsibilities in the areas of rules compliance, including assignment of direct accountability for rules compliance to the individual the chief executive officer assigns overall responsibility for the athletics program? X See plan for
institutional compliance procedures provide for the regular participation of persons outside of the athletics department? X
of an ongoing educational effort? X
mitment to rules compliance is a central element in all personnel matters for individuals involved in the intercollegiate athletics program? X See plan. e. At least once every four years, its rules-compliance program is the subject of evaluation by an authority outside of the athletics department? X See plan for
__X_____ ________ [Note: The institution should not indicate “yes” regarding conformity with the operating principle as a whole unless it has indicated “Currently Yes” for each element of the operating principle or has a plan to address any “Currently No” response to any element(s) of the operating principle.] Appendix A Committees Working withAthletics and AthletesStudent-Athlete Advisory Committee This committee has two representatives from each varsity team who meet once a month to discuss and review policies and issues pertinent to the student-athlete of Lipscomb University. The members also plan activities to encourage support of all the teams and to benefit the Lipscomb community outside athletics and the Nashville community. The committee: 1. Acts as a liaison between the Athletic Department and the student-athletes. It serves as a forum to address the concerns and needs of student-athletes and facilitates communication regarding rules changes, deadlines and programs. 2. Publishes a newsletter during the school year to keep student-athletes informed about current issues and events and rules changes, to honor special achievements and to feature special educational articles. 3. Organizes and promotes social activities and service projects to build camaraderie among all the athletes. 4. Helps facilitate each team’s community service efforts and organizes service of its own to both the Lipscomb community and Nashville. (Lipscomb University Athletics Policies & Procedures Manual, 2003-04, p. 78)
1. The Dean of Campus Life is chair of this committee designed to hear the appeal of a student-athlete who has been denied a release to speak to another four-year institution regarding transferring there for athletic competition. 2. The committee reviews the student-athlete’s reasons for requesting the release and decides whether or not the Athletic Department’s decision to deny the release should be upheld. 3. Committee members from outside the Athletics Department are appointed by the chair and summoned on an as needed basis. (Policies and Procedures Manual p.65) Financial Aid Appeals Committee1. The Director of Financial Aid chairs the Financial Aid Appeals Committee, which hears the appeal of any student-athlete who is contesting having his or her athletic aid withdrawn or reduced.
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