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2017-2018

COMPLIANCE MANUAL

Trevecca Nazarene University 333 Murfreesboro Road

Nashville, TN 37210 December 13, 2017

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Trevecca Nazarene University – Athletic Department Compliance Manual - Table of Contents

Trevecca Nazarene University Compliance Roster . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

NCAA Principle of Institutional Control. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Responsibilities of the Compliance Review Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

NCAA Rules Education. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Procedure for NCAA Rules Interpretation Procedures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Procedure for Reporting and Investigating Potential NCAA Rules Violations. . . . . . . . . . . . 13

Eligibility (NCAA Bylaw 14) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Procedure for Admitting Freshman. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Procedure for Admitting Transfers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Procedure for Admitting International Students . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Procedure for Certifying Initial Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Procedure for Certifying Continuing Eligibility. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Designation of Degree Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Progress-Toward-Degree. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Procedure for Summer School . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Procedure for Transferring In. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Procedure for Transferring Out. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Recruiting (NCAA Bylaw 13) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Procedure for Administration of Coaches Certification Test. . . . . . . . . . . . . . . . . . . . . . . . . . 32

Procedure for Recruiting Off-Campus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Procedure for Contacts and Evaluations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Procedure for Telephone Calls/Electronic Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34

Procedure for Official Visits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Procedure for Unofficial Visits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

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Procedure for Campus Visits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37

Procedure for Tryouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38

Procedure for Walk-On Clearance. . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Participation in Organized Competition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Procedures to Audit Recruiting Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Playing and Practice Seasons (NCAA Bylaw 17) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Procedure for Declaring & Auditing Playing and Practice Seasons . . . . . . . . . . . . . . . . . . . . 43

Countable/Non-Countable Athletically Related Activities. . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Weekly Limits. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Weekly Playing and Practice Report Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Procedure for Missed Class Time Policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45

Procedure for Male Practice Players. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Financial Aid (NCAA Bylaw 15). . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Procedure for Initial Grant-in-Aid to New Students. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Procedure for Renewal of Grant-in-Aid to Returning Students. . . . . . . . . . . . . . . . . . . . . . .

Scholarship Changes During Period of Award . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Procedure for Increase During Period of Award. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

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Procedure for Cancellation/Reduction During Period of Award . . . . . . . . . . . . . . . . . . . . . . 53

Procedure for Athletic Scholarship Appeals Hearing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Awards and Benefits (NCAA Bylaw 16). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

Procedure for Equipment and Apparel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Camps and Clinics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Employment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Student-Athletes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64

Coaches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Fundraising. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

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Appendix A – NCAA Guide for Boosters, Alumni, and Friends of Athletics. . . . . . . . . . . . . . 68

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Trevecca Nazarene University Compliance Roster

Trevecca Nazarene University must abide by NCAA rules and regulations as they relate to all aspects of

its athletic program. In addition to ensuring that all of its coaches, administrators, University faculty and

staff, and student-athletes are aware of and following NCAA rules, Trevecca Nazarene University is also

responsible for educating individuals who are representatives of athletic interests. Compliance with

NCAA rules requires the effort of everyone associated with an institution’s athletic program and requires

a shared responsibility for the education of and compliance with NCAA, conference and University

policies and procedures.

Compliance Office

Compliance Coordinator John Paul Nyadaro 615-248-1639

Compliance Review Committee

Faculty Athletics Representative (Chairperson) Greg Runyan 615-248-1207

Compliance Coordinator John Paul Nyadaro 615-248-1639

Director of Financial Aid Eddie White 615-248-1242

Registrar Katrina Chapman 615-248-1268

Associate Provost and Dean of Enrollment Management Holly Whitby 615-248-1322

Director of Athletics Mark Elliott 615-248-1275

Head Coach Representative Ryan Schmalz 615-248-1276

Senior Woman Administrator Jayme Crowley 615-248-1271

Associate Provost and Dean of Student Development Steve Harris 615-248-1245

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NCAA Principle of Institutional Control

It is the responsibility of each member institution to control its intercollegiate athletics program in

compliance with the rules and regulations of the NCAA. The institution’s president is responsible for

the administration of all aspects of the athletics program, including approval of the budget and audit of

all expenditures.

The institution’s responsibility for the conduct of its intercollegiate athletics program includes

responsibility for the actions of its staff members and for the actions of any other individual or

organization engaged in activities promoting the athletics interests of the institution.

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Responsibilities of the Compliance Review Committee

The Compliance Review Committee includes individuals with hands-on compliance responsibilities from

the registrar’s, admissions, financial aid and advising offices as well as the compliance coordinator and

the faculty athletics representative. The group meets (monthly) to ensure that those offices involved in

the compliance process and those individuals who have to carry-out the various processes have a resource

for reference, to provide for a means of review and analysis of the effectiveness and efficiency of the

systems in place, to transfer information when personnel change, and to demonstrate and document the

steps in each process for outside entities that may review or audit the institution’s athletic compliance

program. The regular monthly meetings will facilitate sharing NCAA rules education and updates, as

well as revision and refinements of compliance policies and procedures. The compliance coordinator is

responsible for educating and updating the members of the Compliance Review Committee about NCAA

and conference rules.

The key responsibilities of the Compliance Review Committee are:

1. The Compliance Review Committee will meet monthly to discuss NCAA rules and compliance

policies and procedures for Trevecca Nazarene University.

2. The Compliance Review Committee will annually evaluate the compliance program and make

changes as necessary so they can be implemented as soon as possible.

3. The Compliance Review Committee is ultimately responsible for the effectiveness and efficiency

of the overall compliance program.

NCAA Rules Education

Rules education is a critical part of the rules compliance program. Attendance at regular weekly/monthly

rules education sessions conducted by the compliance coordinator or other University staff is mandatory

and attendance will be recorded. All coaches and staff (including University support staff also responsible

for compliance with NCAA rules and regulations) are expected to attend. Education and knowledge of

institutional, conference, and NCAA rules is the first step in maintaining compliance and upholding the

integrity of the University. Although coaches and staff are not expected to know every NCAA rule, they

are expected to know the basic rules, to use the NCAA Division II Manual as a reference point, and to

ask for interpretations before acting when a rule or situation seems unclear. The rules education program

prepares 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 (including University support

staff also responsible for compliance with NCAA rules and regulations) of legislative proposals and

changes to NCAA rules throughout the legislative process. In addition, the compliance coordinator will

seek input from coaches, staff and the Student-Athlete Advisory Committee (SAAC) members regarding

legislation that relates to their specific sport or area.

The compliance coordinator is responsible for providing rules education to the groups identified below,

in the manner outlined:

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Head Coaches, Assistant Coaches and Volunteer Coaches

1. The compliance coordinator will schedule and conduct rules education meetings and other educational efforts throughout the year as follows:

a. Team compliance meetings are held at the beginning of the academic year to review NCAA

rules, regulations and procedures for the upcoming year and to review and have signed by

student-athletes, all required NCAA, conference and institutional forms. Coaches are

expected to attend and participate in these meetings. Such meetings will be scheduled so

that all required NCAA forms can be signed by student-athletes before practice or

competition begins.

b. Weekly and/or monthly (as required) rules education meetings are held to discuss

important information relevant to the time of year, as well as new information or rules

interpretations that have just been issued. All coaches are required to attend the meetings.

Absences will only be accepted for approved off-campus competition or recruiting that was

scheduled prior to the meeting and/or emergency situations. When a head coach is unable

to attend, the head coach is responsible for scheduling a review with the compliance

coordinator or report by email to the compliance coordinator that he/she has viewed the

recorded video or applicable hand-outs from a missed session if the session has been

recorded. When an assistant or volunteer coach is unable to attend, it is the responsibility

of the head coach to educate his/her assistant/volunteer coach by passing on any materials

from the education session, or report by email to the compliance coordinator that he/she

has viewed the recorded video or applicable hand-outs from a missed session if the session

has been recorded.

c. The compliance coordinator sends by email to head coaches, assistant and volunteer

coaches a “Daily Compliance Tidbit” with a compliance question or case study designed to

educate on NCAA rules and regulations.

d. Interpretations of legislation and “hot topics” as defined by the NCAA will be discussed in

rules education sessions and distributed via email to coaches, as necessary.

e. The compliance coordinator is primarily responsible for the education of new staff as soon

as an individual has accepted a position at Trevecca Nazarene University even though the

person may not “officially” start work immediately. This will ensure the new employee

does not engage in activities that are not permissible. PLEASE NOTE: Once an individual

accepts employment, that person becomes an agent of Trevecca Nazarene University.

f. Rules education for all coaches, including assistants and volunteers, from time to time may

be supplemented with an online rules education program purchased from and supplied by

Athletic Advantage. This supplemental training program provides coaches with basic and

necessary rules education broken into 12 modules, 13 to 40 minutes in length, which

coaches are required to view on their own time. The compliance coordinator receives a

weekly report as part of the program which tracks completion of each module and coaches

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must complete all 12 modules annually. Coaches view a module and are tested at the end

when all modules have been viewed. If a coach misses a question, he or she is taken back

to the point in the module where the subject of the question was discussed and is then

retested until the module is passed. Importantly, this supplemental training program is not

designed to replace regular, live training sessions for coaches, but athletic department staff

believes that it is a beneficial way to reach some of the assistant and volunteer coaches who

are not able to attend every rules session.

g. At the beginning of the year and as often as needed, coaches will be given the following:

Trevecca Nazarene University Athletics Compliance Manual

NCAA Division II Manual (online version for assistants and volunteers)

Trevecca Nazarene University Student-Athlete Handbook

TNU Policy and Procedures Guide

Coaches are encouraged to regularly refer to the NCAA website (NCAA.org) for updates on rules and

pending legislation. During the first week of employment, each coach will be given a user name and

password so he/she can access the website.

New Coaches

Special emphasis and training by the compliance coordinator will be given to new coaches when they

join the Trevecca Nazarene University coaching staff. As soon after beginning employment as possible,

an initial orientation session(s) with new coaching staff members is to be undertaken. This session(s) is

focused on institutional policies, monitoring forms, etc. Additionally, as soon as possible, every new

coach will be required to view all 12 modules of the Athletic Advantage online training program. The

purpose of this emphasis is to accelerate their training and bring them to a satisfactory level of knowledge

of NCAA Legislation and Bylaws, in addition to Trevecca Nazarene University expectations and

requirements.

Department of Athletics Staff Members

1. Staff members are required to attend the compliance/rules education meetings scheduled at the

beginning of each academic year. Among other things, the meetings will be used to review current

legislation and newly adopted legislation for the upcoming year.

2. Bi-Weekly rules education meetings will be held to discuss important information relevant to the

time of year, as well as new information or rules interpretations that have just been issued.

Athletics staff members will be notified by the compliance coordinator when their attendance at

weekly rules education meetings is required. In all instances when an athletics staff member is

unable to attend, the athletics staff member is responsible for scheduling a review with the

compliance coordinator or report by email to the compliance coordinator that he/she has viewed

the recorded video of a missed session if the session has been recorded.

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3. The compliance coordinator is responsible for distributing educational materials to staff

members, as needed.

4. The compliance coordinator will provide a Trevecca Nazarene University Athletics Compliance Manual

and a NCAA Division II Manual to all staff members with NCAA compliance responsibilities

and others as appropriate.

Student-Athletes

1. The compliance coordinator and head coaches share responsibility for educating student-athletes

regarding NCAA rules.

2. The compliance coordinator will conduct team compliance/rules education meetings at the

beginning of the academic year. These meetings will review NCAA and Trevecca Nazarene

University regulations, including the Summary of NCAA Regulations, academic eligibility rules,

financial aid, conference code of conduct, amateurism guidelines, student-athlete employment,

playing and practice seasons, and other topics deemed appropriate. This meeting will also cover

the administration of NCAA and Trevecca Nazarene University eligibility paperwork, NCAA

and Trevecca Nazarene University Drug-Testing Consent forms, HIPAA forms and the other documents

necessary for the upcoming athletic season.

3. Rules education for all student-athletes will be supplemented with an online rules education

program purchased from and supplied by Athletic Advantage. This supplemental training

program will provide student-athletes with basic and necessary rules education broken into 11

modules, 13 to 40 minutes in length, which student-athletes will be required to view on their own

time. The compliance coordinator receives a daily report as part of the program which tracks

completion of each module and student-athletes must complete all 11 modules annually. Student-

athletes view a module and are tested at the end when a module has been viewed. If a student-

athlete misses a question, he or she is taken back to the point in the module where the subject of

the question was discussed and is then retested until the module is passed. Importantly, this

supplemental training program is not designed to replace regular, live training sessions for

student-athletes, but athletic department staff believes that it is a beneficial way to reach all

student-athletes with important rules and compliance information.

4. The Senior Woman Administrator serves as liaison to the Student-Athlete Advisory Committee

(SAAC) and is responsible for providing rules education materials taken from coaches and/or

staff rules education sessions to SAAC members and requiring SAAC members to make

arrangements with head coaches to discuss appropriate information with their applicable team.

Boosters, Faculty, Staff, Alumni and Fans

1. Information appropriate and necessary for boosters, faculty, staff, alumni, fans and friends of the

University (including donors) is published on the institution’s athletics website, is distributed

annually to these groups and is available in hard copy format. See Appendix A.

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2. The compliance coordinator meets annually with T-Club officers and also communicates

periodically with boosters via letter or email to discuss relevant legislation and their involvement

with athletics. The compliance coordinator participates in an annual meeting/dinner open to all

T-Club members in which the compliance coordinator makes a presentation on NCAA guidelines

for boosters, alumni, and friends of athletics.

Prospective Student-Athletes

1. The compliance coordinator and coaches share responsibility for prospective student-athlete’s

rules education and will provide relevant rules information to prospective student-athletes and

their families within a reasonable amount of time prior to the first arranged contact with a

Trevecca Nazarene University coaching staff member.

2. The head coach and compliance coordinator are responsible for providing all prospective

student-athletes with initial eligibility and NCAA Eligibility Center information.

3. The head coach is responsible for communicating with each prospective student-athlete regarding

his/her initial eligibility status when provided updated information from the compliance

coordinator.

Procedure for NCAA Rules Interpretation

The interpretation process is essential for compliance with NCAA legislation. In many cases, the NCAA

Division II Manual does not provide a definitive answer to questions and an interpretation is required.

It is the responsibility of all coaches and staff to seek an accurate interpretation before acting. The

procedures for interpretation of NCAA rules are designed to provide accurate and timely answers to

questions as they arise for all those involved with athletics. Procedures for requesting rules interpretations

are below:

1. All coaches and staff members must direct all rules interpretation questions to the compliance

coordinator in writing, or in the compliance coordinator’s absence, to the assistant compliance

coordinator in writing with a copy to the compliance coordinator.

2. Coaches can submit their interpretation requests through a Rules Interpretation Request form or via

email, preferably by email. If timing necessitates a question is discussed verbally, the compliance

coordinator will ask the coach to follow up the discussion with an email or completion of the

Rules Interpretation Request form.

3. If the compliance coordinator cannot provide a definitive interpretation, the question will be

forwarded, in writing, to the G-MAC conference compliance administrator or by telephone call

or use of the Requests/Self-Reports Online (RSRO) system to the NCAA Academic and

Membership Services staff for an interpretation. The institution’s compliance coordinator is

required to follow procedures set by the G-MAC conferenc0 office for interpretations.

4. Once an official interpretation has been received, the compliance coordinator will contact the

individual who requested the interpretation and send a written response. If relevant, the

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interpretation will be disseminated to all coaches, compliance review committee members and

recruit list recipients as well as to the athletic department administrative `staff.

A copy of the Rules Interpretation Request form or the follow-up e-mail outlining the question, along with

the response, will be filed by Bylaw by the compliance coordinator in the rules interpretation file folder

in the compliance coordinator’s Outlook.

Procedure for Reporting & Investigating Potential NCAA Rules Violations

Each athletics staff member and all other institutional personnel with NCAA compliance responsibilities

must be committed to building a successful athletic program within NCAA, conference and Trevecca

Nazarene University guidelines. Any potential or self-discovered NCAA rules violation by an athletics

staff member or any other institutional personnel with NCAA compliance responsibilities are to be

reported in writing immediately to the compliance coordinator. Failure to report such information could

result in employment action against the individual. The report should include:

1. The date and location of the alleged violation

2. A description of the alleged violation, including the rule that was violated

3. The identity of the coach or coaches, prospective and/or enrolled student-athlete(s)

and/or any other individuals involved in the alleged violation

4. The means by which the person alleging became aware of the violation

The compliance coordinator will inform the athletic director and the faculty athletics representative of

the potential violation and will initiate a preliminary investigation to determine the facts by interviewing

all the parties involved in the alleged violation. Additionally, the institution’s president must sign an

NCAA Certification of Compliance – For Institutions form, and all athletic department staff members

(including part-time staff members, graduate assistants, and clerical staff) must sign an NCAA Certification

of Compliance – For Staff Members form each year before September 15th, attesting that the individual has

reported any knowledge of involvement in any NCAA violation(s) involving the institution. The

following investigative procedures will be followed:

1. The compliance coordinator is the first person to whom information regarding allegations of

rules violations must be reported.

2. The compliance coordinator, in consultation with the athletic director and the faculty athletics

representative, is responsible for determining what types of inquiries or investigations are

warranted and establishing a timeline for conducting the investigation.

3. As soon as possible after a rules violation is reported to the compliance coordinator and the

compliance coordinator, athletic director and the faculty athletics director have determined the

type of investigation and a timeline, the compliance coordinator, athletic director, and the faculty

athletics representative will meet to develop an interview guide, specific to the case. The guide

will be used to ensure the same questions are asked of each party, and, that if different questions

are appropriate, those are addressed adequately. Follow-up questions may be added as the

investigation proceeds and will be documented in each interview.

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4. The compliance coordinator, athletic director and the faculty athletics representative will jointly

interview all involved parties. If one member of the investigative team cannot take part in an

interview (for example a phone call returned to one member when the others cannot be present),

every effort must be made to document the interview and share its content with all members. In

some cases, one or more members of the investigative team may participate on a conference call

during an interview, but this should generally be avoided.

5. The compliance coordinator, the athletic director and the faculty athletics representative are

responsible for determining whether a violation occurred.

Major Violations

NCAA Bylaw 19.02.2.2 Violation, Major. All violations other than secondary violations are major violations, specifically including those that provide an extensive recruiting or competitive advantage.

1. If, based on the facts, there is a possible major violation the compliance coordinator must

immediately report the incident, in writing, to the president, provost, associate provost and dean

of student development, faculty athletics representative, and athletic director. If another

individual in the athletic department is notified, it is the responsibility of that individual to notify

all individuals identified above.

2. The president, provost, associate provost and dean of student development, faculty athletics

representative and athletic director, in consultation with pertinent administrative staff, determine

all necessary and immediate actions, including whether outside counsel is warranted. The

compliance coordinator and the athletic director should also notify the director of university

relations regarding appropriate responses to inquiries while the investigation is being conducted.

Note: The official spokesperson for the University is the director of university relations.

3. For violations that may involve the athletic director and/or the compliance coordinator, the

faculty athletics representative will work in conjunction with the president, provost, and associate

provost and dean of student development, to ensure that the investigative process meets

standards required to adhere to the NCAA Principle of Institutional Control. The faculty

athletics representative should also notify the director of university relations regarding

appropriate responses to inquiries while the investigation is being conducted. Note: The official

spokesperson for the University is the director of university relations.

Secondary Violations

NCAA Bylaw 19.02.2.1 Violation, Secondary. A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit. Multiple secondary violations by a member institution may be collectively considered as a major violation.

All secondary violations should be reported by the compliance coordinator to the NCAA enforcement staff using the Requests/Self-Reporting Online (RSRO) application found on the NCAA.org membership site under “My Applications” as they occur and are discovered. If, based on the facts, there is a secondary violation, the compliance coordinator must notify the athletic director and the faculty athletics representative and proceed with the self-reporting instructions.

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Self- Reporting Major Violations

1. After all pertinent information has been gathered, if it has been determined by the compliance

coordinator, the athletic director and the faculty athletics representative that a Major or Secondary

Violation has occurred, a written self-report will be prepared by the compliance coordinator and

faculty athletics representative. The athletic director and the associate provost and dean of student

development will be notified. The report must be sent to the NCAA. The report shall include

the following information:

5. The date and location of the violation

6. A description of the violation, including the rule that was violated

7. The identity of the coach or coaches, prospective and/or enrolled student-athlete(s)

and/or any other individuals involved in the violation

8. The reason(s) the violation occurred

9. The means by which Trevecca Nazarene University became aware of the violation

10. All investigative actions Trevecca Nazarene University completed

11. A list of corrective and disciplinary actions taken by Trevecca Nazarene University (self-

imposed) and conference (if any)

12. An acknowledgement that a violation occurred and Trevecca Nazarene University's

position regarding whether the violation is major/secondary

13. A statement indicating whether any eligibility issues need to be resolved and, if so, whether

Trevecca Nazarene University is requesting restoration of eligibility for any prospective

or enrolled student-athletes

14. Any other information that should be considered in reviewing the case

15. Date of the self-report

2. The compliance coordinator will research the Legislative Services Database Internet (LSDBi) and

correspond with the NCAA enforcement staff to find case precedents. After review, the

compliance coordinator will submit proposed penalties for the approval of the faculty athletics

representative and the athletic director.

3. Self-imposed sanctions of individuals and/or programs involved in any confirmed rules violation

may include letters of admonishment and/or reprimand, when appropriate, for institutional and

non-institutional employees.

4. The president, provost, associate provost and dean of student development, athletic director,

faculty athletics representative, and senior woman administrator will receive copies of the self-

report. In the event of a major violation, Trevecca Nazarene University’s attorney will be

included as a recipient of the report.

5. A summary of violation reports and NCAA responses will be presented to the Intercollegiate

Athletic Committee and the Compliance Review Committee at their next scheduled meetings.

Self-Reporting Secondary Violations

S T A 16

1. If it is determined by the compliance coordinator, the athletic director and the faculty athletics

director that a secondary violation occurred, Trevecca Nazarene University is required to impose

prescribed penalties, report the violation on the Requests/Self-Reporting Online (RSRO) system

and forward the 'running list' of violations to the NCAA enforcement staff on a quarterly basis

via the conference office.

2. If Trevecca Nazarene University believes that the circumstances are such that the prescribed

penalty is not appropriate, it may submit the violation to the NCAA enforcement staff for

processing with an explanation as to why relief from the prescribed penalty should be provided.

3. If there are no prescribed penalties required per NCAA legislation, Trevecca Nazarene University

will consult with the Enforcement Staff and take appropriate, agreed upon, corrective measures

to address the issue and take the appropriate actions internally to prevent a repeated violation in

the future.

4. Copies of quarterly violation reports will be sent to the president, provost, associate provost and

dean of student development, athletic director, faculty athletics representative, senior woman

administrator, and Compliance Review Committee, with a copy kept on file in the compliance

office.

Alleged Violations Involving Other NCAA Institutions

1. If an individual has knowledge of an alleged violation that involves another NCAA member

institution and which impacts the institution, he/she must report the alleged violation(s) to the

compliance coordinator and/or the athletic director.

2. The athletic director, compliance coordinator, and faculty athletics representative will discuss the

alleged violation to establish Trevecca Nazarene University’s response. The individual(s) who

presented the accusation may also be consulted.

3. Options for dealing with an alleged violation at another NCAA institution may include:

The athletic director or a designee may contact the athletic director at the other member

institution in an attempt to persuade the parties to refrain from further wrongdoing and self-

report. It is assumed the other member institution will address the alleged violation, rectify

the issue and self-report to the NCAA and other required entities (e.g. conference office).

If the other member institution does not address the issue, the athletic director may contact

the Great Midwest Athletic Conference (GMAC) commissioner in an attempt to have the

conference deal with the alleged violation.

If the GMAC commissioner does not take action, the athletic director may contact the NCAA

to inform the enforcement staff of alleged violations of NCAA rules.

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Eligibility (NCAA Bylaw 14)

The admissions office is responsible for ensuring that all prospective student-athletes are admitted under

the same standards as the general student applicant. The compliance coordinator is responsible for

monitoring admissions status, and serving as liaison between the department of athletics and the

admissions office. Typically, the compliance coordinator will communicate first directly with the

admissions department’s assigned athletic department liaison person.

Procedure for Admitting Freshman

1. In accordance with applicable NCAA Bylaws, it is the head coach’s responsibility to abide by all

permissible recruiting rules and regulations for prospective student-athletes, including advisement

on participation in organized competition.

2. Once the head coach determines a prospective student-athlete is a serious recruit and the PSA

has registered with the NCAA Eligibility Center, the head coach must provide the compliance

coordinator with the student-athletes 10-digit NCAA ID # and request the compliance

coordinator add him/her to the sport’s Institutional Request List (IRL).

3. During the recruiting process, the head coach is responsible for informing the prospective

student-athlete to register with the NCAA Eligibility Center, and to advise the PSA to complete

all open tasks identified on the PSA’s Eligibility Center account, including submission of ACT or

SAT scores and all high school transcripts to the Eligibility Center and requesting amateurism

certification.

4. The prospective student-athlete is responsible for submitting to the admissions office a

completed Application for Admission to Trevecca Nazarene University, including official high

school transcripts and official standardized ACT or SAT test scores. The $200 enrollment

deposit (non-refundable) is due by May 1st for fall semester and December 15th for spring

semester (note that the athletic department cannot pay any portion of the enrollment

deposit).

5. The head coach is responsible for reminding the student-athlete to note whether or not he/she

is being recruited to participate in intercollegiate athletics, and if so, to include his/her sport on

the application.

6. The compliance coordinator maintains a Recruit List designating whether a PSA has signed an

Agreement (S), been offered an Agreement but has not signed (O); been verbally offered but has

not signed (VO); is still being recruited but has not signed; or is a potential “walk-on” (W). If

the prospective student-athlete has been offered or signed, the amount of athletic aid is posted

by the compliance coordinator. The Recruit List is distributed daily/weekly (as required by the

time of the year) to the admissions staff, the athletics staff, sports information, head coaches, the

FAR, the international student advisor and to members of the compliance review committee.

Upon receipt, the admissions staff adds the amount of academic and other federal, state and

institutional aid, if it has been awarded, and updates the admissions status using a color code

S T A 18

system. Once returned to the compliance coordinator by admissions, the list is distributed to

appropriate admissions, financial aid, academic records, coaching and athletics staff.

7. Once admitted and signed, the compliance coordinator will request the student-athlete complete

a Student-Athlete Information form.

8. The compliance coordinator is responsible for entering the prospective student-athlete’s

information into Compliance Assistant (CA).

Procedure for Admitting Transfers


permissible recruiting rules and regulations for transfer student-athletes, including obtaining

permission to contact and necessary releases, before beginning the recruiting process.





3. During the recruiting process, the head coach is responsible for determining if the transfer

student-athlete is registered with the NCAA Eligibility Center and to obtain his/her NCAA

Eligibility Center 10-digit ID number. If admitted, the transfer student-athlete must be

academically certified by Trevecca’s registrar but must still have his/her amateurism certified by

the NCAA Eligibility Center.

4. The head coach is responsible for providing compliance with the transfer student-athletes

NCAA’s 10-digit ID number and for requesting via email that compliance add the student-athlete

to the sport’s Institutional Request List (IRL).

5. The transfer student-athlete is responsible for submitting to the admissions office a completed

Application for Admission to Trevecca Nazarene University, including official college transcripts,

official standardized ACT or SAT test scores. The $200 enrollment deposit (non-refundable) is

due by May 1st for fall semester and December 15th for spring semester (note that the athletic

department cannot pay any portion of the enrollment deposit).

6. The head coach is responsible for reminding the transfer student-athlete to note whether or not

he/she is being recruited to participate in intercollegiate athletics, and if so, to include his/her

sport on the application.

7. The compliance coordinator maintains a Recruit List designating whether a PSA has signed an

Agreement (S), been offered an Agreement but has not signed (O); been verbally offered but has

not signed (VO); or is a potential “walk-on” (W). If the prospective student-athlete has been

offered or signed, the amount of athletic aid is posted by the compliance coordinator. The Recruit

List is distributed daily/weekly (as required by the time of the year) to the admissions staff, the

S T A 19

athletics staff, sports information, head coaches, the FAR, the international student advisor and

to members of the compliance review committee. Upon receipt, the admissions staff adds the

amount of academic aid, if it has been awarded, and updates the admissions status using a color

code system. Once returned to the compliance coordinator by admissions, the list is distributed

to appropriate admissions, financial aid, academic records, coaching and athletics staff.

8. The director of transfer admissions as a part of transcript evaluation for admission will carefully

monitor all transcripts to determine that all colleges previously attended have been identified and

will send a copy of the transcript evaluation to the compliance coordinator when completed.

9. The admissions office will make all official transcripts available to the registrar’s office as needed

to evaluate transferable credit and determine grade point average (according to NCAA

regulations).

10. Once admitted, the compliance coordinator will request the transfer student-athlete complete a

Student-Athlete Information form.



Procedure for Admitting International Students


permissible recruiting rules and regulations for prospective student-athletes, including advisement

on participation in organized competition.





3. During the recruiting process, the head coach is responsible for informing the prospective

student-athlete to register with the NCAA Eligibility Center, and to advise the PSA to complete

all open tasks identified on the PSA’s Eligibility Center account, including submission of ACT or

SAT scores and all high school transcripts to the Eligibility Center and requesting amateurism

certification.

4. Freshman international students must submit a completed Application for Admission to Trevecca

Nazarene University, ACT or SAT score, and official TOEFL test scores (if applicable). Official

transcripts from all high schools attended must be submitted to WES (World Education Services)

for official evaluation. These documents will be forwarded to the TNU office of admissions

when evaluation is complete.

5. International transfers are responsible for submitting a completed Application for Admission to

Trevecca Nazarene University, and official TOEFL test scores (if applicable). Official transcripts

S T A 20

from all international colleges or universities attended must be submitted to WES (World

Education Services) for official evaluation. These documents will be forwarded to the TNU

office of admissions when evaluation is complete. Any official transcripts from US colleges or

universities attended must be submitted directly to the Trevecca office of admissions.

6. As a part of the application process, an international student must submit to Admissions an

International Student Certification of Financial Support form, which may include any athletic scholarship

that the sport is awarding to the prospective student-athlete or any academic aid awarded through

the application process accompanied by supporting documentation.

7. The head coach is responsible for reminding the student-athlete to note whether or not he/she

is being recruited to participate in intercollegiate athletics, and if so, to include his/her sport on

the application.

8. Once admitted and signed, the compliance coordinator will request the student-athlete complete

a Student-Athlete Information form.



Procedure for Certifying Initial Eligibility

Monitoring the initial-eligibility status of prospective student-athletes (PSA) is the responsibility of the

compliance coordinator. Once a prospective student-athlete’s name and 10-digit NCAA ID # is

submitted by the head coach to the compliance coordinator, the prospective student-athlete is placed on

an Institutional Request List (IRL).

Preliminary status reports (IRL’s) from the NCAA Eligibility Center will be distributed to head coaches

by the Compliance Coordinator on a daily/weekly basis depending on the time of year. It will be the

responsibility of the head coach to review the IRL and communicate with the prospective student-

athletes. All prospective student-athletes must be certified for both academics and for amateurism.

When a final certification is rendered from the NCAA Eligibility Center, it will declare the prospective

student-athlete academically certified as either a “Final Qualifier”, a “Final Partial Qualifier” or a “Final

Non-Qualifier”. His or her amateurism will indicate “Final Certified” when amateurism has been

certified. This IRL status will be communicated from the compliance coordinator to the head coach with

a copy retained in the compliance office. If the student-athlete is declared “Not Certified” by the NCAA

Eligibility Center, the student-athlete will receive a detailed letter from the NCAA Eligibility Center

indicating the reason not certified, and including any missing documentation that could help the student-

athlete obtain a “Certified” status.

Freshman

Refer to Bylaw 14.3 in the NCAA Division II Manual for regulations governing freshman academic

requirements. The procedures for initial eligibility of all freshman student-athletes are the following:

The head coach is responsible for:

S T A 21

Educating prospective student-athletes of their responsibility to register with the Eligibility

Center

Submitting names and NCAA ID #’s of prospective student-athletes to the compliance

coordinator for addition to the Institutional Request List (IRL).

Deleting PSA’s the coach is no longer recruiting.

Head coaches have two responsibilities after they receive preliminary Eligibility Center reports (IRL’s).

First, each head coach is required to communicate with prospective student-athletes regarding any

documentation needed by the Eligibility Center. Second, each head coach is required to add to his/her

Institutional Request List (IRL) by submitting names and NCAA ID #’s of prospective student-athletes for

addition to the IRL, or to delete prospective student-athletes the coach is no longer recruiting, and then

returning it to the compliance coordinator. This must be done by email from the head coach to the

compliance coordinator.

The compliance coordinator is responsible for:

Entering the prospective student-athlete on the Institutional Request List (IRL).

Monitoring (printing) each sport’s Institutional Request List (IRL) on a weekly and/or daily basis

(depending on the time of the year) to determine initial academic and amateur eligibility for all

prospective student-athletes on the IRL.

Updating each sport’s IRL based on the information provided by each head coach.

Communicating with the head coach via e-mail or copy of the Eligibility Checklist regarding the

final certification of each freshman student-athlete.

Once the prospective student-athlete receives a “Certified” decision the compliance coordinator updates

Compliance Assistant by clicking on the “Initial” tab and refreshing Eligibility Center data/status.

Prospective student-athletes are responsible for:

Submitting all documentation to the Eligibility Center at the earliest possible date to avoid delays

in certification and participation.

Partial Qualifier/Non-qualifier Procedure

A prospective student-athlete’s Partial Qualifier or Non-qualifier status is displayed on the Prospective

Student-Athlete Details Report and on the Institutional Request List (IRL).

1. When Partial Qualifier status is the certification decision, the compliance coordinator may add

the student-athlete, as a Partial Qualifier, on the registrar’s Eligibility Checklist. These student-

athletes can practice and receive financial aid, but cannot compete or receive benefits incidental

to participation. (see #4 below)

2. Non-qualifiers are not permitted to receive athletic financial aid, practice or compete during their

first year of enrollment and are not placed on the Financial Aid Form Summary.

S T A 22

3. The athletic director, SWA, head coach, registrar, and director of financial aid are notified by the

compliance coordinator of the status of all Partial Qualifiers and Non-qualifiers.

4. The head coach is responsible for ensuring Partial Qualifiers only participate to the degree

allowed and Non-qualifiers do not practice or engage in countable athletically related activities.

Procedure for Certifying Continuing Eligibility

Please refer to Bylaw 14 in the NCAA Division II Manual for regulations governing continuing eligibility.

As a general rule, Trevecca Nazarene University places responsibility for certifying continuing eligibility

on the registrar. The faculty athletics representative, compliance coordinator and the registrar collaborate

regularly throughout the academic year in order to ensure compliance with NCAA rules when certifying

continuing eligibility for all returning student-athletes.

Full-Time Enrollment

Student-athletes are required to be enrolled full-time in 12 semester hours in order to practice or compete.

When a student-athlete drops below 12 semester hours, at any time, he/she is not eligible to practice or

compete. If the student-athlete competes in intercollegiate competition the team will have to forfeit the

competition(s) and the student-athlete will need to be reinstated by the NCAA if the student-athlete

becomes re-enrolled in 12 semester hours. The student-athlete, through the drop/add procedure, must

communicate all schedule changes after the start of the semester, especially if a change drops the student-

athlete below 12 hours, first with their head coach, then with their advisor and finally with academic

records who will notify the compliance coordinator and the faculty athletics representative of the change.

The steps for processing a drop or withdrawal from a class for a student-athlete are:

1. The office of academic records (registrar) has placed a “hard hold” which prohibits student-

athletes from dropping below a full-time program of study.

2. When an add/drop form is received by academic records for a student-athlete, it is to be given

to the records assistant.

3. If the student-athlete is withdrawing from a class and the student-athlete remains in full-time

status, the compliance coordinator is advised and either concurs or not. If compliance concurs,

then the records assistant will make a change.

4. Before any withdrawal(s) is/are made, causing the student-athlete to drop below full-time status

or fail to meet the 24-hour rule, the records assistant will notify the compliance coordinator by

email indicating the request is being made.

5. The compliance coordinator will email the head coach to be sure the head coach concurs with

the drop.

6. The compliance coordinator will respond to the records assistant to let her know if it is okay to

process the withdrawal. Similarly, the records assistant will notify the compliance coordinator

when a repeated class might affect the student-athlete’s full-time status or failure to meet the 24-

S T A 23

hour rule. In this way, the compliance coordinator will know if a student-athlete is dropping

below full-time status or fails to meet the 24-hour rule before the change is made.

7. The records assistant reports any student-athletes who have dropped below full-time status to

the compliance coordinator. The head coach and the student-athlete are also immediately

notified by the compliance coordinator that he/she has been declared ineligible and must cease

participating in practice and competition. This student-athlete cannot receive benefits incidental

to participation (e.g. travel with the team, training table meals).

8. It is the head coach’s responsibility to make certain that the student-athlete does not receive

benefits incidental to participation until notified in writing by the compliance coordinator that

the student-athlete has re-enrolled as a full-time student and has been reinstated by the NCAA

(if necessary).

Good Academic Standing & GPA Requirements

To encourage good academic standing and ensure satisfactory progress toward a degree, the office of academic records administers the following system of probation and suspension, as published in the TNU Academic Catalog. Notably, it is driven by Hours Attempted that impact grade-point average. As a student advances in class, the minimum academic level increases according to the following scale to assure that the 2.0 minimum grade point average requirement is met for graduation. Probation limits by student classification are as follows:

All students’ records will be evaluated at the end of fall and spring semesters. Probation and suspension will be based on the cumulative grade point averages of each of these semesters. Transfer students with grade point averages below minimum standards will be entered on probation.

A student’s status is designated as on Probation after a semester in which the student fails to achieve the minimum cumulative GPA for his or her class standing. Students on probation are required to have counseling and class schedule approval by a Center for Leadership, Calling, and Service counselor before they are allowed to register for the next semester and are required to maintain a 2.0 average for courses taken during the semester of probation to avoid suspension the following term. Students must complete INT 1150 Engaging Academic Success in the first semester of academic probation. Students who continue for more than one semester on academic probation are required to continue the class as INT 1155 Engaging Academic Success.

One-Semester Suspension: designation after a semester in which a student fails to maintain a 2.0 for the courses taken during a semester of probation.

Classification Hours Attempted Probation Level

Freshman 0-29 Hours less than 1.60 GPA

Sophomore 30-59 Credits less than 1.80 GPA

Junior 60-89 Credits less than 1.95 GPA

Senior 90 - Completion less than 2.00 GPA

S T A 24

Two-Semester Suspension: designation the second time a student fails to maintain a 2.0 for courses taken during a semester of probation.

Right to Appeal Academic Suspension

If there were extenuating circumstances (illness or family emergency) during a semester previous to suspension, a student may appeal in writing to the Admissions Committee for waiver of suspension. The extenuating circumstances and their probable solution should be documented in writing by someone such as a doctor, parent, pastor, or appropriate school official. If a waiver is granted, failure to maintain a 2.0 for the term GPA in the semester in which the waiver is granted or any subsequent semester prior to being removed from probation automatically moves the student to the next suspension designation.

No student on academic or social probation will be allowed to fill any major office. * Students must have a 2.5 average to be approved for election to major offices. ** Students serving the University as official representatives in any capacity, such as SGA officers, intercollegiate athletics, and non-academic musical groups, must not be on academic or social probation.

*All SGA members, class and club presidents, business managers of publications.

**If new freshmen, student must have an ACT Composite of 19 or above or an SAT total of 910 or above. Freshmen officers cannot be in developmental education.

Determination of NCAA Eligibility

In order for a student-athlete to be eligible to play NCAA sports, student-athletes cumulative Earned

Credits and GPA are evaluated by the registrar ONLY prior to the fall term each year. The NCAA

standard states that “To be eligible to represent an institution in intercollegiate athletics competition, a

student-athlete must achieve a minimum cumulative grade-point average of 2.000 prior to the beginning

of each fall term. The eligibility of a student-athlete who does not satisfy the grade-point average

requirement prior to the fall term may be recertified prior to the next regular academic term.” ALL

STUDENT –ATHLETES MUST MEET BOTH NCAA AND TREVECCA ACADEMIC

STANDARDS TO BE ELIGIBLE TO COMPETE.

Procedure for Certifying GPA

1. The registrar certifies cumulative GPA prior to the beginning of fall semester. It is calculated

based on the same method used by the institution for all students and includes all coursework

normally counted by the institution in calculating cumulative GPA. At Trevecca Nazarene

University, transfer coursework that is accepted by the institution is included in a student’s

cumulative GPA.

2. For each student-athlete being certified, the registrar enters hours attempted and earned and

degree applicable hours; GPA for the semester just completed and cumulative GPA; and then

notes Good Academic Standing or academic ineligibility in the “Degree Progress” tab of

Compliance Assistant (CA).

S T A 25

3. In the “General” tab of Compliance Assistant (CA), the registrar checks that the student-athlete

is or is not enrolled full-time and for each sport, checks yes or no whether the student-athlete is

or is not eligible following the just completed term for the next term and affirms eligibility or lack

thereof by checking yes or no.

4. The registrar completes data entry into Compliance Assistant and notifies the compliance

coordinator that the Eligibility Checklist is ready to be printed for signatures.

5. As required by the G-MAC conference office, the Eligibility Checklist must be signed by the

registrar as the certifying official indicating that it was completed. It must also be signed by the

compliance coordinator as completed and by the athletic director and the head coach indicating

they have both reviewed the document.

6. The compliance coordinator notifies the head coach of the student-athlete’s status by reviewing

the Eligibility Checklist with the coach and obtaining the head coach’s signature on the form.

It is the head coach’s responsibility to make certain that the student-athlete does not compete if the

eligibility standards has not been met.

Nine-Hour Rule

All student-athletes, including transfers, are required to earn a minimum of 9 credit hours in the previous

full-time term of attendance to be eligible for competition in the next semester.

This rule does not apply to graduate students or a student seeking a second bachelor’s degree. If a student

is in the final year of his/her degree program, the 9 hours may be acceptable toward any of Trevecca

Nazarene University’s degree programs as long as the student is carrying the necessary hours to complete

the degree at the end of the next two semesters. The procedure for certifying the nine-hour requirement

is as follows:

1. The registrar checks the hours earned and GPA for all student-athletes at the end of each term.

2. The registrar checks the official transcript of transfers to determine if the nine-hour rule has been

met at the previous institution.

3. The registrar updates the nine-hour rule section in Compliance Assistant (CA).

4. The compliance coordinator notifies the head coach and the student-athlete if the nine-hour

minimum has not been met.

5. It is the head coach’s responsibility, after being notified by the compliance coordinator, to notify

and make certain that the student-athlete does not compete if the eligibility standard has not been

met.

S T A 26

24-Hour Rule

Once a year, a student-athlete will be certified as either passing 24 credit hours in the last 2 full-time

semesters or an average of 12 credit hours per term of attendance in college. After the 4th semester, these

credits will need to count toward the student-athlete’s designated degree program. The procedure for

certifying the 24-Hour Requirement is as follows:

1. The registrar checks the hours earned and GPA for all student-athletes at the end of each

academic year, and again at the beginning of second semester for those found ineligible in the

fall.

2. The registrar updates the 24-hour rule section in Compliance Assistant (CA).

3. It is the head coach’s responsibility, after being notified by the compliance coordinator, to notify

the student-athlete and make certain the student-athlete does not practice or compete if the

eligibility standard has not been met.

4. A student-athlete not meeting this requirement may be able to become eligible the following

semester.

75-25 Rule

At least 75 percent, or 18 credit hours, of the 24 credit hours required for eligibility certification MUST

be earned within the regular academic year (fall-spring). Therefore, a maximum of 6 credit hours (25

percent) can be taken in the summer and be applied for eligibility purposes. However, there is a

“banking” of 25% that can be utilized for a student-athlete that has not previously utilized summer hours.

1. The registrar checks the hours earned for all student-athletes at the end of each term and enters

the hours earned into CA.

2. It is the head coach’s responsibility to make certain that the student-athlete understands his/her

at-risk status.

As a preventative measure, student-athletes who are determined to be “at risk” based on spring

mid-term grade reports will be contacted by the registrar and faculty athletics representative to

schedule a meeting to discuss potential summer school.

The registrar and faculty athletics representative are responsible for approving summer and/or mini-term

courses before student-athletes enroll.

Designation of Degree Program

During the first 2 years of enrollment, a student-athlete can use credits acceptable toward ANY degree program. A student-athlete shall designate a program of studies leading toward a specific baccalaureate degree at the certifying institution by the beginning of the third year of enrollment (fifth semester) and thereafter shall make progress toward that specific degree. (Bylaw 14.4.3.1.5) The designation of degree is documented on the Student-Athlete Designation of Degree Program form via the registrar.

S T A 27

1. It is the student-athlete’s responsibility to declare a major no later than the completion of the

fourth semester of full time enrollment.

2. After the major is declared, ALL courses attempted during the 5th, 6th, and subsequent semesters

of full-time enrollment MUST count toward that student-athlete’s degree program for

determining eligibility.

3. The registrar’s office must approve and document all change of degree program decisions.

4. The registrar checks to verify any student-athletes who have completed their 4th semester and

have yet to declare a major.

Progress-Toward-Degree

Trevecca Nazarene University places responsibility for Progress-Toward-Degree on the registrar.

1. No later than October 1 and February 28 (these dates were chosen to give us time to communicate before pre-registration for the following semester) of each year, the registrar will run a report to identify all student-athletes in their 4th semester as a full-time student. The faculty athletics representative will email each student-athlete (coaches and advisors to be copied) stressing the requirement to have a degree program declared before the beginning of their junior year or 5th semester. The student-athlete, the coach and the advisor will be asked to make certain that the office of academic records has the correct degree program listed in the system.

2. In addition to sending the above email to all rising juniors, an email will be sent to all student-athletes with a reminder about the requirement to have a designated degree before the beginning of their 5th semester and that all classes must count toward this declared degree. In this same communication they will be encouraged to be certain the system has the correct degree program listed. If it does not, the student-athlete will be asked to contact the registrar with the proper degree program. (Coaches and advisors will be copied on these as well.)

3. Before the beginning of each semester, the faculty athletics representative will review all schedules for the next semester for all athletes that will be entering at least their 5th semester. Each student-athlete that not meeting the progress-toward- degree requirement will be contacted and requested to meet with their advisor to adjust their schedule. (Coaches and advisors will be copied on all communication.)

Exceptions

The responsibility to determine if a student-athlete meets any of the exceptions listed below resides with

the registrar, compliance coordinator, and faculty athletics representative. Exceptions may include:

Missed-Term Exception

Mid-Year Enrollee Exception

Non-recruited, Nonparticipant Exception

Graduate Student Exception

2-Year Nonparticipation Exception

S T A 28

Medical Absence Waiver

International Competition

Final Continuing Eligibility Certification Prior to Practice and Competition.

The process for final certification prior to practice and competition is as follows:

1. The compliance coordinator completes an Eligibility Checklist according to the schedule

determined by the G-MAC conference office for all sports and communicates the schedule for

completion to the registrar in academic records. This checklist includes every current student-

athlete on a given sport’s roster (including transfers and walk-ons) and shows how many seasons

each student-athlete has utilized.

2. The registrar reviews each transfer and renewal student’s eligibility and enters the information into the “Degree Progress” tab in Compliance Assistant (CA). Information entered into CA by the registrar will provide a specific historical academic record for eligibility purposes for each student-athlete.

3. The registrar will certify all aspects of the student-athlete’s eligibility criteria (e.g. 9-hour requirement, 24-hour requirement and progress toward degree) for all transfers and returning students.

4. The registrar will certify all aspects of transfer eligibility criteria (e.g. average of 12 transferable credits per term at 2-year college, 2-year college transfer GPA).

5. During the summer, prior to student-athletes returning for fall classes, and during the period

between the end of the fall semester and the start of classes for the spring semester, it is the

responsibility of the faculty athletics representative to obtain the academic records for all

continuing student-athletes in order to be a “second set of eyes” outside the registrar’s office to

review continuing eligibility. The extent of the number of student-athlete records reviewed by

the faculty athletics representative should be in the area of 15-20 percent of records.

Once each sport’s individual student-athlete’s eligibility has been determined and entered into

Compliance Assistant, the data can be accessed in Compliance Assistant and the compliance coordinator

will create the final Eligibility Checklist report for submission to the conference office (according to the G-

MAC schedule, checklists are due 24 hours prior to a team’s first date of competition against outside

competition) after obtaining signatures of the athletic director, head coach, registrar and compliance

coordinator. This form tracks the number of seasons used, semester of initial collegiate enrollment, total

semesters of full time enrollment at the institution, eligibility status, the number of full time semesters at

all institutions, hours enrolled, transfer eligibility information, continuing eligibility information, the 9-

hour rule, overall cumulative GPA and degree program designation.

Procedure for Summer School

Student-athletes may NOT use more than 6 semester hours of summer school courses towards the annual

requirement of 24 semester hours needed to be eligible for intercollegiate competition from one year to

S T A 29

the next. Student-athletes may utilize credits beyond the 6 for eligibility if the student-athlete needs the

additional credits to fulfill the degree or grade point average requirements.

Grades achieved for courses taken at another institution may be utilized for improving the student-

athletes grade point average. Credits achieved at other institutions may be used at the certifying

institution. In addition, for summer courses taken at another institution, all transferable courses will be

transferred back to the certifying institution.

1. The office of academic records (registrar) begins gathering information from student-athlete files

to begin the certification process soon after the spring semester is concluded. At this time, it is

the registrar’s responsibility to identify that a student-athlete may need a few additional hours in

order to meet the hours toward degree requirement.

2. The student-athlete must complete a Summer School Request form and the Transient form (if applicable) prior to the start of classes.

3. The completed form(s) must be submitted to the compliance coordinator first, no later than April

1st.

4. The compliance coordinator, in consultation with the registrar and the faculty athletics

representative determines whether the courses included on the request will satisfy continuing

eligibility requirements.

5. When the summer school request is approved or denied, the compliance coordinator notifies the

head coach and the student-athlete regarding the approval/denial.

Procedure for Transferring In

2-year College Prospects—Transfer Procedures

Refer to Bylaw 14.5 in the NCAA Division II Manual for the regulations governing 2-year college

transfers. Trevecca Nazarene University places responsibility for transfer regulations on the registrar.

The procedures for gathering information during recruitment of 2-year college transfers are the following:

1. At the earliest opportunity, the head coach is responsible for e-mailing the compliance

coordinator the name of the prospective student-athlete and the institution the prospective

student-athlete currently attends.

2. The head coach is responsible for requesting (either by fax or e-mail) Permission to Contact

form/letter from the prospective student-athlete’s institution within 24 hours of the coach’s

initial e-mail.

3. The compliance coordinator is responsible for communicating with the head coach upon receipt

of a tracer form.

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4-year College Prospects—Transfer Procedures

Refer to Bylaw 14.5 in the NCAA Division II Manual for the regulations governing 4-year college

transfers. The procedures for recruiting 4-year college transfers are as follows:

1. The head coach must notify the compliance coordinator, via e-mail, of any student-athlete who

seeks a transfer to Trevecca Nazarene University. The coach must receive written permission to

contact a 4-year college prospect prior to their discussing the possibility of transferring with the

prospective student-athlete.

2. The compliance coordinator is responsible for requesting (either by fax or e-mail) permission to

contact via a Transfer Tracer – Four Year College form or email from the prospective student-athlete’s

institution within 24 hours of the coach’s initial e-mail.

3. The compliance coordinator provides the head coach with a copy of the response from the

student-athlete’s current institution. Once given written permission from the previous

institution, the coach can contact the prospective student-athlete as the recruiting rules allow.

For All Transfer Student-Athletes (2 and 4-Year)

1. The head coach is responsible for informing transfer student-athletes that they must submit:

a. Application for Admission to Trevecca Nazarene University

b. Transfer Recommendation form

c. Official college transcripts(s) from all schools attended

d. Official standardized test scores and official high school transcript (if applicable)

e. Application fee to the Admissions Office

f. Student-Athlete Information Form

g. For those who have not already done so, they must register with the NCAA Eligibility

Center to have their amateurism certified.

2. Upon application to Trevecca Nazarene University and receipt of a tuition deposit, a transfer

evaluation will be performed by the registrar. The registrar’s office will then provide a copy of

the transfer of credit evaluation, according to Trevecca Nazarene University’s policy, to the

compliance coordinator. The registrar will evaluate transferable degree credits and calculate the

transferable GPA in accordance with NCAA rules for 2-year transfers. A student may not be

certified as eligible until final official transcripts have been received.

3. The registrar will determine whether the transfer student-athlete is eligible or not. The faculty

athletics representative and the compliance coordinator will confirm the eligibility and send e-

mail confirmation to the head coach.

4. For transfer student-athletes who are transferring from a DI or DII NCAA institution for the

first time, the compliance coordinator reviews preliminary NCAA Eligibility Center certifications

using the same protocol used for freshman initial eligibility.

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5. For transfers that are beginning their 5th full time term, the registrar must ensure that the student-

athlete has declared a major and is enrolled in courses that will count toward the designated

degree program.

Procedure for Transferring Out

Request and Appeal Process

1. A student-athlete who wishes to discuss the possibility of transfer with another NCAA member

institution must contact the head coach who will inform the athletic director and the compliance

coordinator.

2. If the head coach, athletic director and the compliance coordinator approve the request, the

paperwork is processed.

3. The compliance coordinator provides a release letter to a requesting institution for the student-

athlete. A copy of the release is kept on file in the compliance office.

4. If the request is denied, the student-athlete and head coach meet with the athletic director to

discuss the reason for the transfer request and the rationale for denying it.

5. If the request is denied at this level, the student-athlete is referred to the faculty athletics

representative to determine if the student-athlete wants to appeal the denial. If the student-athlete

wants to appeal, the faculty athletics representative makes the appropriate arrangements for the

Athletic Appeals Committee to hear the case.

6. The Athletic Appeals Committee shall be chaired by the faculty athletics representative. The

chairperson shall, at his/her discretion, name the other committee members, which shall be any

university employee (except athletics department employees). The committee shall not be

restricted in its size. Each committee member shall be familiar with NCAA Bylaws governing the

appeal. The committee shall give each side involved in each case the opportunity to be heard (the

student-athlete and/or his/her parents or guardians, in addition to the athletic director and head

coach of the sport involved).

7. The committee, at its discretion, may hear the appeal in a variety of communication forms (in

writing, in person, by telephone, by videoconference, etc.). However, once the method of

communication has been established for that particular case, that method shall be used to hear

both sides.

8. Once a decision for a particular case has been reached, the committee chair (FAR) shall inform

each side involved in writing.

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Recruiting (NCAA Bylaw 13)

Monitoring the recruitment of prospective student-athletes is the responsibility of each head coach and

the compliance coordinator. The compliance coordinator will conduct random but at least monthly

checks of recruiting documentation. Such documentation will be kept on file for seven years.

Additionally, the compliance coordinator is responsible for periodically (at least once a year) monitoring

compliance with recruiting policies and procedures including a review of a sample of all recruitment-

monitoring documents.

Please refer to Bylaw 13.02 in the NCAA Division II Manual for the definition and applications of

recruiting rules and representatives of athletics interests. NCAA rules regarding acceptable and prohibited

recruiting practices are explained at least annually to all recognized booster organizations by the

compliance coordinator.

Procedure for Administration of Coaches Certification Test

According to NCAA rules, all head and assistant coaches are required to pass the Coaches’ Certification

Test for the upcoming year before engaging in any off-campus recruiting activities. Any coach recruiting

on behalf of the athletic program must pass the Coaches Certification Test in order to recruit off-campus.

It is the responsibility of the compliance coordinator to regularly monitor the status of members of the

coaching staff who are permitted to recruit off campus by virtue of passing the Coaches Certification

Test to ensure compliance with NCAA Bylaw 11.5 (certification to recruit off campus), and prohibit

contact or evaluation of prospective student-athletes off-campus if necessary.

The Coaches Certification Test procedures are as follows:

1. Dates for the coaches’ certification test will be announced by the faculty athletics representative

as early as the Coaches Certification Test is available (usually April). Two or more alternative test

dates will be announced by the faculty athletics representative, but make-up dates will be

scheduled as necessary by the FAR.

2. The faculty athletics representative will proctor all tests.

3. The tests will be administered in accordance with the Coaches Certification Test administrator

instructions and procedures as provided by the conference responsible for Trevecca Nazarene

University’s testing as required by the NCAA.

4. Any coach not receiving a passing grade of 80% cannot recruit off-campus until a passing grade

is achieved. The individual(s) not receiving a passing grade cannot retake the test for 14 days.

The coach will be informed of the next earliest test date and will be allowed, if so desired, to

review their previous test in the presence of the faculty athletics representative prior to retaking

the test.

5. Test scores will automatically be transmitted to the sponsoring conference.

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Procedure for Recruiting Off-Campus

Off-campus recruiting is not permitted by a member of the coaching staff unless the Coaches

Certification Test has been taken, a passing score has been achieved and the coach is certified to recruit

off-campus.

Before engaging in any kind of recruiting activities off-campus, the coach is required to abide by the

following procedures:

1. All coaches must pre-approve recruiting trips with the athletic director before proceeding on the

trip.

2. The head coach is responsible for submitting all receipts for the trip within 30 working days to

the athletic director along with a completed Expense Report.

3. Upon request by the compliance coordinator, the athletic director provides a copy of all Expense

Reports (that have recruiting expenses noted with Account # 4801) to the compliance coordinator

along with receipt copies.

4. The compliance coordinator randomly compares the Expense Reports and receipts to the approved

Notification of Off-Campus Recruiting form.

5. The compliance coordinator files copies of all receipts with the original request for recruiting.

At the beginning of the recruiting process, it is the responsibility of the head coach to inform all

prospective student-athletes (their parents, legal guardians and high-school coaches, if possible) by

email about:

1. NCAA and conference recruiting rules and the penalties for violation of those rules, and

2. The rules (Bylaw 14.2.4.2) pertaining to participation in organized competition before initial

college enrollment (see paragraph below regarding participation in organized competition).

In addition, the head coach must provide a copy of the NCAA Guide for the College Bound Student-Athlete.

When visiting a high school coach, coaches should take copies of the Guide to share and should tell their

prospects to share the information with their parents/guardians. Additionally, once a recruit is signed

(and is issued an Athletic Scholarship Agreement or is signed to a National Letter of Intent), the

compliance coordinator will notify the student-athlete in writing that the recruiting rules (and the

penalties for violation of those rules), and information about participation in organized competition

before initial college enrollment, are posted on the University’s athletic website.

Procedure for Contacts and Evaluations

Procedures for contacts and evaluations are as follows:

1. All coaches are responsible for knowing the specifics of their respective sports’ recruiting

calendars and abiding by the recruiting calendar in all recruiting activities.

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2. In-person, off-campus recruiting contacts shall not be made with a prospective student-athlete

or a prospective student-athlete’s relatives or legal guardians before June 15 immediately

preceding the prospective student-athlete’s junior year in high school. (Bylaw 13.1.1)

3. There is no limitation on the number or frequency of in-person, off-campus recruiting contacts

per prospective student-athlete. (Bylaw 13.1.6)

4. All coaches are responsible for contacting the compliance coordinator with questions regarding

a particular recruiting calendar. Off-campus recruiting contacts cannot occur during dead periods

in all sports, EXCEPT basketball. In basketball only, off-campus recruiting contacts shall only

occur during a contact period.

5. The head coach is responsible for monitoring all recruiting activities involving off-campus

evaluations and contacts by all coaches certified to recruit off-campus for that sport.

6. The head coach is required to maintain a Recruiting Contacts & Evaluations Log documenting which

prospective student-athletes (PSA) the coaching staff evaluates, observes, or meets with during

off-campus recruiting activities. Coaches are to log/track the very first recruiting off campus

visit to ensure the prospective student-athlete is within the appropriate age.

7. All contacts with a prospective student-athlete (PSA) involving a verbal offer of financial aid

should be noted on the Recruiting Contacts & Evaluations Log.

8. Recruiting Contacts & Evaluations Logs are to be turned into the compliance office on the 5th working

day following the end of a month.

9. The compliance coordinator is responsible for forwarding to the athletic director monthly, the

name of any head coach who is not compliant with the contact guidelines.

Procedure for Telephone Calls/Electronic Messages

Procedures for telephone recruiting calls and electronic messages are as follows:

1. All coaches are responsible for knowing the specifics of their respective sports’ recruiting

calendars and abiding by the recruiting calendar in all recruiting activities.

2. Telephone calls and electronic messages to a prospective student-athlete or the prospective

student-athlete’s relatives or legal guardians shall not be made before June 15 immediately

preceding the prospective student-athlete’s junior year in high school; thereafter, there is no limit

on the number of telephone calls and electronic messages made by institutional staff members to

a prospective student-athlete or the prospective student-athlete’s relatives or legal guardians.

(Bylaw 13.1.3.1)

3. All coaches are required to maintain a Recruiting Phone Log. Coaches are to log/track the very first

telephone or electronic message to ensure the prospective student-athlete is within the

appropriate age.

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4. All phone calls and electronic messages involving a verbal offer of financial aid should be noted

on the Recruiting Phone Log.

5. On the first phone call or electronic message, a coach must 1) ask the prospective student-athlete

when he/she graduates, 2) advise the PSA regarding NCAA and conference recruiting rules and

the penalties for violation of those rules and 3) advise the PSA regarding the rules (Bylaw 14.2.4.2)

pertaining to participation in organized competition before initial college enrollment (see

paragraph below regarding participation in organized competition).

6. Coaches should establish open lines of communication on the first telephone call or electronic

message to discuss the prospective student-athlete’s preferred form of communication and

appropriate time of the day to be contacted by phone.

7. All coaches should make recruiting calls from Trevecca Nazarene University provided cell phones

or from their office phone. Calls made from personal cell phones and home telephones may be

made only if they agree to provide Trevecca Nazarene University with their personal phone

records each month upon request. Coaches are not permitted to make recruiting calls from any

phone if corresponding long distance phone records are not provided upon request. Coaches

are required to provide long distance phone records for any phones used for recruiting, other

than their campus office phones, no later than the 15th day of each month.

8. Each coach must record all telephone calls or electronic messages when someone answers or a

message is left. It will be the responsibility of each coach to verify if it was or was not a

“countable” call or message.

9. The compliance coordinator is responsible for randomly verifying the phone records.

10. Recruiting Phone Logs are to be turned into the compliance office on the 5th working day following

the end of a month.

11. The compliance coordinator is responsible for forwarding to the athletic director, the name of

any head coach who is not compliant with the telephone call guidelines.

Procedure for Official Visits

Procedures for official visits are as follows:

1. The head coach identifies a prospective student-athlete (PSA) he/she would like to bring to

campus for an official visit.

2. Prior to requesting an official visit, the head coach must:

o Request copies of transcripts and test scores from PSA and attach these to the Official

Visit Request form.

o Verify with the PSA that he/she is registered with the NCAA Eligibility Center. If the

student is not on the Institutional Request List (IRL), the head coach must:

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Send an email with the PSA’s Eligibility Center ID# to the compliance

coordinator to place the PSA on the IRL.

If the PSA is not registered with the Eligibility Center the head coach must

contact the PSA to register with the Eligibility Center.

The Official Visit cannot occur until the PSA is registered with the Eligibility

Center and placed on the IRL by the compliance coordinator.

3. The head coach completes the Official Visit Request form. This should be done at least one week

prior to the visit.

4. If the PSA is staying with or is being entertained by a student host, the head coach must meet

with the student host. After review of the student host instructions, the Student Host Contract is

signed. This must occur before the PSA arrives on campus and must be approved by the

compliance coordinator before any funds are distributed to the student host for entertainment

purposes. No later than one week after the official visit, the student host must turn in to the

compliance coordinator a completed Student Host Expense Report with receipts attached.

5. When the PSA arrives on campus, the 48-hour time limit begins. At the conclusion of the visit,

the PSA must meet with the compliance coordinator, unless otherwise notified by the compliance

coordinator, to sign the Official Visit Prospect Signature form.

6. Once an Official Visit Request form is received by the compliance office, and it is properly

completed and accompanied by an Official Visit Checklist for PSA and all required documentation

including the itinerary, appropriate tryout forms if a tryout is to be a part of the official visit and

the visit conforms to all applicable NCAA rules, applicable student host forms, and the signed

Official Visit Prospect Signature form, all forms and documentation will be reviewed by the

compliance coordinator who will either approve or deny the visit by completing the bottom

portion of the Official Visit Request form.

7. The head coach must work in conjunction with the admissions office for all official visits. A

tentative itinerary must be attached to the Official Visit Request form. An admissions visit will

include a meeting with an admissions counselor, a campus tour, and a meeting with the new

student financial aid counselor.

8. If the PSA has been invited to attend an athletic event, the coach adds the PSA’s name to the

complimentary admissions pass list which is submitted to the Athletic Department’s

Administrative Assistant by the established deadline. After the event, the signed pass lists will be

given to the compliance coordinator for review and filing in the compliance office.

9. If a tryout is to be conducted, this should be scheduled prior to the visit, allowing enough time

to for the PSA to complete or verify a physical exam. Coaches are prohibited from trying out a

PSA or having a PSA stay over-night in campus housing unless such tryout documentation was

attached to the initial Official Visit Request form. See tryout procedures if the PSA is going to have

a tryout during an official visit. Remember that the PSA must have had a physical at least six

months prior to the visit.

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10. The PSA concludes the official visit within 48-hour limit and leaves campus.

Procedure for Unofficial Visits

Procedures for unofficial visits are as follows:

1. The head coach contacts the admissions office to set up a visit with a prospective student-athlete

(PSA). In some cases, the admissions office may notify the head coach of a PSA who wishes to

visit campus and meet with a coach.

2. Once the head coach is aware that an unofficial visit will be made, the head coach should advise

the compliance coordinator via email or phone call the name(s) of the prospective student-athlete(s)

and the date of the impending visit.

3. If a tryout is to be conducted in conjunction with the unofficial visit, the head coach completes an

Unofficial Visit form and submits it to the compliance coordinator prior to the date/time the visit

is scheduled in order to allow enough time for the PSA to complete or verify a physical exam.

Remember that the PSA must have had a physical at least six months prior to the visit.

4. If no tryout is scheduled the Unofficial Visit form should be submitted on the day of the visit.

5. If the PSA is planning to attend an athletic event, the head coach adds the PSA’s name to the

complimentary admissions pass list which is submitted to the Athletic Department’s Administrative

Assistant by the established deadline. After the event, the signed pass lists will be given to the

compliance coordinator for review.

6. When the PSA comes on the unofficial visit, the institution is allowed to provide one meal in the

cafeteria to the student and the parents or guardians (or elsewhere if closed) and three

complementary admissions to watch an on-campus athletic event.

7. The compliance coordinator files the Unofficial Visit form in the compliance office within 48 hours

of the visit.

Procedure for Campus Visits:

Campus visits by prospective student-athlete are extremely important to the life of the University and to

the success of the athletic department and its coaches. Such visits are an absolute necessity amid the

process student-athletes go through in making their decision as to where they want to attend college and

where they want to play college athletics.

The procedure for scheduling a campus visit as part of an Official or Unofficial Visit is as follows:

1. Campus visit requests should be submitted online by the prospective student: www.trevecca.edu/admissions/visit. This not only helps expedite the visit coordination, it also allows admissions to conduct adequate follow up with prospective students.

2. Please submit the online campus visit request form at least 2 business days before the scheduled visit. This allows admissions enough time to schedule the necessary personnel, prep for the visit, and coordinate any special requests (such as meetings with faculty).

3. If inside the 2-day window, coach should call Pamela Hudson at x7713

http://www.trevecca.edu/admissions/visit

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4. Admissions offers campus visits twice daily: 9 a.m. and 1 p.m., Monday – Friday.

For further information and coordination of campus visits, please contact Pamela Hudson in admissions (x7713).

Procedure for Tryouts

The tryout must occur at the institution’s regular competition or practice facilities. Competition against

team members is permissible during the academic year. A tryout cannot last more than two hours on a

given day. Current student-athletes can participate so long as the time is counted within weekly hour

limitations. No coaching activities may occur with enrolled student-athletes participating in the tryout.

Prospective Student-Athlete

The following procedures apply to tryouts for a prospective student-athlete (PSA):

1. PSA’s are allowed to tryout in accordance with NCAA Bylaw 13 specific to the respective sport.

2. High school students-athletes can only try out in a term other than the term in which their traditional season in the sport occurs or after their eligibility has been exhausted. See Bylaw 13 for details.

3. 2-year transfer students-athletes can tryout at the conclusion of that sports season or any time after they have exhausted their eligibility in that sport.

4. 4-year transfer student-athletes may try out at the conclusion of that sport’s season with permission from their current institution’s athletic director.

5. The coach identifies PSA’s who are going to be invited for a tryout.

6. The PSA must bring the following required forms and signatures to campus when the tryout is to be conducted. If the coach does not have all required forms and signatures prior to the tryout, the PSA will not be permitted to tryout.

Try-Out Waiver Form

Try-Out Legislation Form

Try-Out Pre-Participation Physical Examination Form (signed by physician) or

Actual Physician’s Physical Form

Try-out TNU Sickle Cell Testing Waiver Form

Enrolled Student

The following procedures govern tryouts for enrolled students:

1. The head coach is responsible for informing the student that he/she needs to contact the compliance coordinator to schedule a meeting before the tryout can be conducted. The coach is also responsible for informing the student that he/she must bring proof of a physical examination and proof of insurance to this meeting.

S T A 39

2. The compliance coordinator must determine the student’s academic eligibility (from the registrar), complete compliance paperwork, obtain the student’s signature on a try-out waiver, and review/verify proof of medical physical and insurance. The compliance coordinator will share medical and insurance information with the athletic trainer to ensure there are not any medical issues. This may take up to three days.

3. The compliance coordinator will contact the coach granting approval for the student to tryout.

4. The tryout 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.

5. If the student trying out is kept on the team as a participant or walk-on, the coach must advise

the compliance coordinator of the addition to the roster as soon as this decision is made but the

enrolled student may not participate in a practice or competition until the compliance coordinator

has confirmed that this student has completed the following forms:

Student-Athlete Information Form

NCAA Student-Athlete Statement

NCAA Drug Testing Consent Form

TNU Drug Testing Consent Form

Athletic Participation Agreement or Athletic Scholarship Agreement

G-MAC Sportsmanship Statement

NCAA General Amateurism & Eligibility Form

HIPPA Form

6. The student-athlete must meet with the athletic training staff in order to be cleared for

additional participation. Due to timing, this may result in non-participation by the student-

athlete for a day or two.

7. The compliance coordinator is responsible for notifying respective institutional staff members

(e.g. athletic director, registrar, financial aid, faculty athletics representative, sports information

director) when a student-athlete is added to a team’s roster.

8. The compliance coordinator will add the student-athlete to the team’s roster in Compliance

Assistant (CA) and have an official academic eligibility certification performed by the registrar

and amateurism certification completed by the NCAA Eligibility Center before the student is

permitted to practice or compete.

10. The athletic director, head coach, compliance coordinator, and registrar will review and sign the

updated Eligibility Checklist to acknowledge academic eligibility.

Procedure for Walk-On Clearance

A walk-on can be: 1) any in-coming non-recruited freshman or transfer student who initially enrolls at

Trevecca Nazarene University and decides to try out for one of the University’s athletic teams; or 2) any

currently enrolled non-recruited Trevecca Nazarene University student who enrolled as a general student

S T A 40

and later decides to try out for one of Trevecca Nazarene University’s athletic teams. In either case, the

non-recruited walk-on student-athlete does so with the understanding that he/she will not receive any

athletic financial aid in consideration of his/her participation with the team and while participating as a

walk-on is fully responsible for all financial needs of tuition, room, board, fees and books. It is possible

for a walk-on student-athlete to later “earn” an athletic scholarship determined at the discretion of the

head coach and approved by the athletic director.

It is the responsibility of the walk-on student-athlete and his/her head coach to complete the Walk-On Clearance form and obtain the required signatures on the form prior to any CARA activities (practice, competition, team activities, etc.).

1. The walk-on student-athlete will complete Step 1 of the Walk-On Clearance form.

2. The head coach must confirm that he/she has spoken with the walk-on student-athlete and is willing to provide an opportunity for him/her to be a part of the program, if eligible, and that the student-athlete was not recruited per Bylaw 13.01.10.1 (Step 2 of the Walk on Clearance form). This Bylaw identifies the following actions by staff members or athletics representatives that cause a prospective student-athlete to become a recruited prospective student-athlete:

Providing the prospective student-athlete with an official visit;

Having an arranged, in-person, off-campus encounter with the prospective student-athlete or the prospective student-athlete’s relatives or legal guardian(s);

Initiating or arranging a telephone contact with the prospective student-athlete, the prospective student-athlete’s relatives or legal guardian(s) on more than one occasion for the purpose of recruitment; or

Issuing a National Letter of Intent or the institution’s written offer of athletically related financial aid to a prospective student-athlete.

3. The walk-on student-athlete will meet with the head athletic trainer and fill out the following documents (Step 3 of the Walk on Clearance form)

HIPPA Medical Release – Signed, Witnessed and Dated

Athletic Health Insurance Information – Signed and Dated

Copy of Front and Back of Insurance Card

Athletic Care Policy – Signed and Dated

4. The training room staff must confirm, by sending an email to the compliance coordinator, that the walk-on student-athlete has a current Pre-Participation Physical Examination form and Proof of Insurance form on file in the training room.

5. The compliance coordinator must confirm with the registrar’s office that the walk-on student-athlete is enrolled as a full-time student in the current semester and the practice eligibility status of the walk-on student-athlete has been certified.

6. The compliance coordinator must also confirm that this student-athlete has completed the following forms:

S T A 41

Student-Athlete Information Form

NCAA Student-Athlete Statement

NCAA Drug Testing Consent Form

TNU Drug Testing Consent Form

Athletic Participation Agreement

G-MAC Sportsmanship Statement

NCAA General Amateurism & Eligibility Form

HIPPA Form

7. The compliance coordinator is responsible for tracking the walk-on through the NCAA Eligibility Center and adding the walk-on to Compliance Assistant and the squad list.

Participation in Organized Competition.

At the beginning of the recruiting process, it is the responsibility of the coach to inform all prospective

student-athletes (and their parents or legal guardians and high-school coaches, if possible) by email

regarding NCAA rules governing participation in organized competition prior to initial collegiate

enrollment per Bylaw 14.2.4.2. Additionally, once a recruit is signed (and is issued an Athletic Scholarship

Agreement or is signed to a National Letter of Intent), the compliance coordinator will notify the student-

athlete, in writing of his/her responsibility to read the rules pertaining to same which are posted on the

Trevecca Nazarene University Athletics website.

Procedures to Audit Recruiting Activity

The compliance coordinator is responsible for regularly auditing the following recruiting activities:

Telephone Calls

Contacts & Evaluations

Official Visits

Unofficial Visits

Try-Outs

CARA (Countable Athletically Related Activities) or Playing & Practice Logs

The procedures for auditing the above are as follows:

1. All coaches are required to submit manual Recruiting Phone Logs and Recruiting Contacts and

Evaluations Logs to the compliance office by the fifth working day of each month. A log book is

maintained in the compliance office. The compliance coordinator monitors each sport’s

recruiting records by randomly selecting a telephone call or contact/evaluation and comparing it

to available phone records to ensure coaches are maintaining current recruiting records.

Recruiting Logs are also randomly cross referenced with coaches’ Expense Reports by the

compliance coordinator and the athletics director. Absent records, the compliance coordinator

verifies the contacts with the athletic director.

2. All coaches are required to submit Official Visit documents five days in advance of the visit to

the compliance coordinator. A log book is maintained in the compliance office of all official

S T A 42

visits and corresponding tryouts (if applicable). To ensure accountability in the process, the

compliance coordinator must be on the itinerary during the official visit to visit with the

prospective student-athlete. The compliance coordinator reviews and ensures the prospective

student-athlete (PSA) signs the Official Visit Prospect Signature form before departing. Official visits

are monitored by sport to ensure all required paperwork (including a recent physical) were

properly submitted and that the visit does not exceed the permissible 48 hours.

3. All coaches are required to submit CARA Logs on Wednesday of each week for countable

athletically related activities for the prior week. A log book is maintained in the compliance office.

The compliance coordinator regularly spot checks the completed CARA Log by asking a student-

athlete who has initialed the log to verify that the CARA activity they participated in occurred as

logged.

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Playing and Practice Seasons (NCAA Bylaw 17) The compliance coordinator is responsible for monitoring the playing and practice seasons for all sports.

This includes monitoring playing season declarations, athletically-related activities, practice hours in-

season and out-of-season and number of contests.

Procedures for Declaring & Auditing Playing and Practice Seasons

The compliance coordinator is responsible for regularly monitoring and auditing each sport’s playing and

practice season, including the initial declaration of a playing season, practice and competition within the

declared season, and completion of the declared season on time as noted on the athletic department’s

Declaration of Playing Season form.

The procedures for monitoring and auditing the playing and practice seasons are as follows:

1. Prior to the beginning of each playing and practice season, head coaches are required to meet

with the compliance coordinator and the athletic director to calculate the first day of practice and

competition for the new season.

2. The head coach is responsible for completing and submitting the Declaration of Playing Season form

to the compliance coordinator prior to the first scheduled meeting for his/her sport, but no later

than August 1 each year.

3. Once completed and agreed upon, the head coach, athletic director, faculty athletics director and

the compliance coordinator sign the Declaration of Playing Season form and the form is kept on file

in the compliance office.

4. The head coach is responsible for ensuring that practice and competition do not start before the

declared beginning of the new season and that practice and competition cease on or before the

declared end of the season.

5. The compliance coordinator is responsible for regularly monitoring the sport’s calendars and

submitted CARA logs for compliance with the start and end of playing seasons.

6. An additional audit check is provided when the athletic director, the faculty athletics

representative and the compliance coordinator meet after all sport’s declared seasons have ended

(late May or early June) to compare each sport’s Declaration of Playing Season form to the actual

beginning and end of a declared season. If any discrepancies are found, a secondary violation

will be submitted as necessary.

Countable/Non-Countable Athletically Related Activities

The head coach is responsible for submitting a weekly Countable Athletically Related Activities (CARA) Log

to the compliance office for activities occurring during the previous week. The report is due on

Wednesday of each week reporting activities for the preceding week (Monday-Saturday). The compliance

coordinator reviews the CARA log for accuracy, making sure at least two team members initial them

before filing them in the CARA log book which is maintained in the compliance office. The following

S T A 44

activities are considered countable athletically related activities for the purpose of practice hour

limitations.

Practice (no more than four hours per day)

Athletic meetings with a coach that are initiated or required by the coach

Competition (counts as 3 hours regardless of actual length)

Field, floor, or on-court activities

Setting up offensive and defensive alignments

On-court or on-field activities called by any member of the team and confined to

members of the team

Required weight training and conditioning activities

Required participation in camps/clinics

Visiting the competition site in golf or cross country

Participation outside the regular season in individual skill-related instructional activities with

a member of the coaching staff

Discussion or review of film

Participation in a physical activity class for student-athletes only and taught by athletics staff

Participation in clinics in which student-athletes and coaches are both present

The following activities are not considered countable athletically related activities for the purpose of

practice hour limitations.

Compliance meetings

Meetings with a coach that are initiated by the student-athlete

Drug/alcohol educational meetings or CHAMPS/Life Skills meetings

Study hall, tutoring, or academic meetings

Student-Athlete Advisory Committee (SAAC) meetings

Voluntary weight training not conducted by a coach

Voluntary sport-related activities, no attendance taken, no coach present

Traveling to/from the site of competition

Training room activities

Recruiting activities (e.g., student host)

Training table meals

Attending banquets

Fund-raising activities or public relations/promotional activities or community service

project

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Weekly Limits

Daily and Weekly Hour Limitations—Playing Season. A student-athlete’s participation in countable athletically related activities shall be limited to a maximum of four hours per day and twenty (20) hours per week. (NCAA Bylaw 17.1.6.1)

Weekly Hour Limitations—Outside of Playing Season. Outside of the playing season during the academic year, only a student-athlete’s participation in weight-training, conditioning, individual skill instruction and, in football, review of game film shall be permitted. A student-athlete’s participation in such activities 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 individual skill workouts. All countable athletically related activities outside the playing season are prohibited one week prior to the beginning of the final examination period through the conclusion of the institution’s final examinations. Participation in voluntary individual workouts monitored by strength and conditioning personnel for safety purposes shall not count against the weekly hour limitation. (NCAA Bylaw 17.1.6.2)

Weekly Playing & Practice Report Procedures

1. The head coach is responsible for submitting the Countable Athletically Related Activities Log (CARA

Log) each Wednesday for the previous week.

2. The Trevecca Nazarene University practice week is defined as Monday through Saturday.

3. For each day, the head coach is responsible for indicating the date and the length (in hours) of

all team activity in practice, competition, team meetings, conditioning, weight training and film

review and for totaling the hours of CARA activity.

4. At least two current members of the team must initial the form verifying its accuracy.

5. A CARA log must still be submitted when the team has no CARA activity during a week, and

“NO ACTIVITY” must be written across the form. Coaches should still have student-athletes

initial the log confirming there was no activity.

6. Log submissions are received, reviewed and initialed by the compliance coordinator passed on to

the assistant compliance coordinator who reviews, date stamps, and maintains the CARA Log

Book.

7. The athletic director is notified periodically of any missing or late forms.

Procedure for Missed Class Time Policy

1. It is the head coach’s responsibility to ensure that practice is scheduled at times that will not

conflict with student-athletes’ scheduled classes. If schedules conflict with a student-athlete’s

class, the student-athlete cannot miss the class for practice.

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2. It is the compliance coordinator’s responsibility to ensure student-athletes know NCAA

regulations regarding missed class time for practice and non-championship segment competition.

The compliance coordinator must communicate these regulations to student-athletes during the

annual fall compliance meetings, and individually for late additions to rosters.

3. It is the head coach’s responsibility to ensure that scheduled athletic events are minimally

disruptive to academic pursuits. Each coach is required to submit his/her proposed schedule to

the athletic director for approval by the Intercollegiate Athletic Committee (IAC). The IAC

carefully reviews the schedules against the missed class time policy. (Note: The faculty athletics

representative is an active member of the IAC.)

4. It is the student-athlete’s responsibility to contact his/her instructors for missed class

work/assignments at least 3 class periods prior to an absence. Classes can only be missed for

competition during a championship segment.

5. Student-athletes should not miss a class that has not been discussed with the instructor.

6. If an instructor will not make arrangements for missing an assignment (e.g. presentation, test), or

the student-athlete otherwise believes an instructor is not following institutional policy in regards

to missed class time, the student-athlete should contact the faculty athletics representative who

will determine whether or not it is appropriate to intervene on behalf of the student-athlete.

Coaches should never intervene in these instances.

7. Student-athletes should not miss a class in which an instructor advises against it and/or will not

permit the student-athlete to make up an assignment or test.

Procedure for Male Practice Players

Guidelines for utilizing male practice players for women’s sports are as follows:

Each male practice player may only practice up to 2 days per week with a women’s team.

Male practice players must be included in the practice logs (they are required to fill it out and sign

practice logs on the days they practice with a women’s team).

The maximum number of male practice players practicing at the same time with a women’s team

shall be determined upon the number of players needed to scrimmage for each sport. The

maximum numbers are the following:

o Women’s basketball – 3 male practice players

o Women’s soccer – 6 male practice players

o Women’s softball – 5 male practice players

o Women’s volleyball – 3 male practice players

The procedures for certifying eligibility of male practice players for female sports are the following:

1. The head coach is responsible for notifying the compliance coordinator via e-mail of the names

and phone numbers of any male students who they recommend to serve as male practice players.

S T A 47

2. The compliance coordinator is responsible for setting up an eligibility meeting for those male-

practice players recommended by the head coach and for notifying the head coach of the date

and time.

3. The head coach notifies prospective male-practice players about date and time of meeting.

4. All male practice players are required to complete NCAA paperwork and attend a compliance

eligibility meeting with the compliance coordinator prior to engaging in practice sessions with a

women’s team. During the compliance meeting, male practice players fill out the Male Practice

Player Certification form & the Male Practice Player Waiver and Approval form.

5. Once the compliance coordinator certifies male practice players for practice via the Male Practice

Player Certification Checklist, the compliance coordinator is responsible for adding them to the squad

list and sending an e-mail confirmation to the head coach.

6. The head coach is responsible for ensuring that male practice players practice no more than 2

days per week with the women’s team.

7. The head coach is responsible for including male practice players on the Countable Athletically

Related Activities Log (CARA Log) and ensuring that they fill out and sign the reports on the days

they practice with the women’s team.

Female sports are permitted to use male practice players who meet all of the following qualifications:

The male student must be listed on the institution’s women’s team squad list.

The male student must be a non-scholarship student.

The male student must be enrolled in a minimum full-time program of studies leading to a baccalaureate or equivalent degree (not less than 12 semester hours) during the term that he practices with a women’s team.

The male student must have eligibility under the 10 semester rule.

The male student must sign the drug-testing consent form and other NCAA and institutionally required forms that student-athletes also sign.

The male student must show certified insurance coverage for medical expenses.

The male student must be academically certified (freshman only) as a qualifier or partial qualifier as confirmed by the NCAA Eligibility Center and may not be serving an academic year in residence as a non-qualifier to participate in practice sessions with an institution’s women’s team(s).

The male student must have final amateurism confirmed by the NCAA Eligibility Center. This is required for all male students and male student-athletes who have never previously attended a Division I or II institution.

The male student must undergo continual monitoring of all applicable playing and practice season regulations (e.g., maximum of 20 hours per week during the playing season, maximum of eight hours per week outside the playing season) as noted on the institution’s CARA log.

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Financial Aid (NCAA Bylaw 15)

Responsibility of the Financial Aid Office

The financial aid office is responsible for awarding athletically relate financial aid and for monitoring all

athletics aid, institutional aid and outside aid awarded. The financial aid office also inputs all financial aid

data into Compliance Assistant (CA).The director of financial aid must assume the following

responsibilities:

1. Determining the institution’s cost of attendance and cost of a grant-in-aid.

2. Awarding all athletic grants-in-aid, institutional grants and all other aid to student-athletes.

3. Determining countable financial aid per NCAA regulations.

4. Providing institutional financial aid information to the compliance coordinator for the NCAA

Financial Aid Form Summary.

5. Assisting the compliance coordinator in monitoring equivalency financial aid limits for

compliance with NCAA rules.

6. Verifying non-counters on form produced by CA, obtaining the signature of the FAR (Bylaw

15.5.1(b), and forwarding to the athletic director.

7. Assisting the coaches and the compliance coordinator in processing the initial and annual

renewal/non-renewal of athletic grants-in-aid.

8. Assisting coaches with packaging financial aid for prospective student-athletes and transfer

student-athletes.

9. Assisting the compliance coordinator in monitoring NCAA Bylaw 15.

Financial Aid Policy

Monitoring individual and team limits is the responsibility of the athletic director, director of financial

aid and the compliance coordinator. Student-athletes at Trevecca Nazarene University may not receive

athletically related financial aid in excess of a full grant-in-aid as defined by NCAA Division II (which

includes tuition, required fees, room, board and books). A student-athlete may receive other non-

countable financial aid unrelated to athletic ability (i.e. academic or honors Scholarships) up to the full

cost of attendance or the value of a full grant-in-aid plus aid that is permissible by federal regulations.

Federal entitlement grants, loans and work are NOT countable in financial aid limits under NCAA

regulations (NCAA Bylaw 15.2.4).

Procedure for Initial Grant-in-Aid to New Students

1. The head coach of each sport is responsible for verifying, with the athletic director and the

compliance coordinator, that sufficient funds are available for awards and is also responsible for

monitoring the permissible number of equivalencies in his or her sport prior to making a

S T A 49

commitment to a prospective student-athlete. The compliance coordinator, the athletic director

and the director of financial aid will monitor financial aid limits offered based on team budgets.

2. On or around October 15th of each academic year (actual date to be determined by the compliance

coordinator) the compliance coordinator will initiate the grant-in-aid process by providing each

head coach with an Athletic Scholarship Plan form which must be completed by the head coach and

submitted back to the compliance coordinator detailing how the head coach projects to fund all

student-athletes on his/her team for the year (includes both initial and renewal offers within

budgets provided by the athletic director). This is done in order to monitor that each team

equivalency is not exceeding the maximum allowed under NCAA regulations and to show how

the coach plans to meet his/her target roster numbers. The Athletic Scholarship Plan form will be

updated and maintained current by the compliance coordinator with regular email

communication between the compliance coordinator and the head coach and a copy will be

provided to the athletic director, the director of financial aid and director of admissions at least

weekly or as necessary.

3. Once the head coach determines he/she is going to offer a prospective student-athlete an athletic

scholarship, the coach must advise the compliance coordinator by email of the amount and term

of the aid, ensuring that the amount is within the parameters of his/her sport’s athletic

scholarship budget as shown on the Athletic Scholarship Plan form. The compliance coordinator

will prepare an Athletic Scholarship Agreement and, if appropriate a National Letter of Intent (NLI) to

be issued to the prospective student-athlete according to the Division II Signing Dates listed

below:

Division II Signing Dates for 2018-19 Enrollments:

Baseball (Early Period) – November 8, 2017 to November 15, 2017 Baseball (Regular Period) – April 11, 2018 to August 1, 2018 Basketball (Early Period) – November 8, 2017 to November 15, 2017 Basketball (Regular Period) – April 11, 2018 to August 1, 2018 Cross Country (Early Period) – November 8, 2017 to November 15, 2017 Cross Country (Regular Period) – April 11, 2018 to August 1, 2018 Golf (Early Period) – November 8, 2017 to November 15, 2017 Golf (Regular Period) – April 11, 2018 to August 1, 2018 Soccer – February 7, 2018 to August 1, 2018 Softball (Early Period) – November 8, 2017 to November 15, 2017 Softball (Regular Period) – April 11, 2018 to August 1, 2018 Track & Field (Early Period) – November 8, 2017 to November 15, 2017 Track & Field (Regular Period) – April 11, 2018 to August 1, 2018 Volleyball (Early Period) – November 8, 2017 to November 15, 2017 Volleyball (Regular Period) – April 11, 2018 to August 1, 2018

4. Any financial aid offered to a student based on athletic ability may not be awarded in excess of

one academic year.

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5. The compliance coordinator records the scholarship offer on the Athletic Scholarship Plan form,

which also shows all known financial aid amounts for new and renewal student-athletes including

federal, state, athletic, academic and other institutional grant-in-aid listed as either countable or

non-countable aid.

6. The compliance coordinator records the scholarship offer on the Recruit List indicating that an

athletic scholarship has been offered.

7. For any prospective student-athlete a coach is recommending for an athletic scholarship, a Free

Application for Federal Student-Aid (FASFA) must be filed prior to February 1st each year. It should

list Trevecca Nazarene University as the institution to receive the results.

8. The compliance coordinator prepares an Athletic Scholarship Agreement for each student-athlete

being awarded ensuring that the student-athlete’s legal name, nickname (if known), address,

NCAA Eligibility Center ID #, sport the award is for, amount of the athletic award, and the

period the award covers is included on the agreement. A box will be checked indicating the award

is either the initial award at this institution, or for renewal.

9. The compliance coordinator obtains the signature of the director of financial aid, the athletic

director and the head coach. The Athletic Scholarship Agreement is given to the head coach who will

send it to the prospective student-athlete according to NCAA regulations.

10. The prospective student-athlete and parents (only if the prospective student-athlete is under 18)

must sign the agreement, being careful not to sign prior to or after the signing dates permitted by

the National Letter of Intent (NLI) program, and return an original to the institution’s head coach

of his/her sport office, as noted on the Athletic Scholarship Agreement, no later than five days from

the date signed. A faxed copy of the signature page, followed by mailing the originals, is

acceptable.

11. Once returned to the head coach, the signed original Athletic Scholarship Agreement and National

Letter of Intent (NLI) will be forwarded to the G-MAC conference office for validation.

12. Once validated by the G-MAC conference office, the compliance coordinator advises the sports

information director and the head coach and the agreement and NLI will be placed in the student-

athlete’s Compliance file in the compliance office.

13. It is important that no announcement be released to the media by a Trevecca Nazarene University

coach, the sports information director or any staff member prior to the signing of the National

Letter of Intent (NLI) or the Athletic Scholarship Agreement or prior to validation by the G-MAC

conference office.

14. The financial aid office mails an “Award” Letter, no later than July 1 each year, to each student-

athlete showing the source of all financial aid awarded including athletic aid.

S T A 51

15. All grant-in-aid funds are posted to the student’s billing account by the student accounts office

prior to the beginning of each semester at a point in time consistent with all financial aid awards

after NCAA eligibility is confirmed.

Procedure for Renewal of Grant-in-Aid to Returning Students

All returning student-athletes must be sent an “Award” Letter from the director of financial aid regarding

their grant-in-aid for the subsequent year on or before July 1st. This letter will confirm the head coach’s

decision relative to each returning student-athlete as to whether his/her aid will be renewed at the same

rate/cancelled/increased or decreased. Every student-athlete whose aid has been reduced or cancelled

has the opportunity, under NCAA rules, to appeal this decision to the Athletic Scholarship Appeals Panel.

(See Athletic Scholarship Appeals Hearings section within this Athletic Compliance Manual.)

1. On or around October 15th of each academic year (actual date to be determined by the compliance

coordinator) the compliance coordinator will initiate the grant-in-aid process by providing each

head coach with an Athletic Scholarship Plan form which must be completed by the head coach and

submitted back to the compliance coordinator detailing how the head coach projects to fund all

student-athletes on his/her team for the year (includes both initial and renewal offers within

budgets provided by the athletic director). This is done in order to monitor that each team

equivalency is not exceeding the maximum allowed under NCAA regulations and to show how

the coach plans to meet his/her target roster numbers. The Athletic Scholarship Plan form will be

updated and maintained current by the compliance coordinator with regular email

communication between the compliance coordinator and the head coach and a copy will be

provided to the athletic director, the director of financial aid and director of admissions at least

weekly or as necessary.

2. The Athletic Scholarship Plan form shows all known financial aid amounts for new and renewal

student-athletes including federal, state, athletic and academic and other institutional grant-in-aid

listed as either countable or non-countable aid.

3. For any currently enrolled student-athlete a coach is recommending renewal of an athletic

scholarship, a FASFA must be filed prior to February 1 each year. It should list Trevecca

Nazarene University as the institution to receive the results.

4. After verification of the information, the office of financial aid will match the information with

the FASFA results. The compliance coordinator regularly updates the Athletic Scholarship Plan

form showing each student-athlete’s various institutional, academic, federal, and state

governments and any other financial aid awards as well as the director of financial aid’s

determination of what aid is countable or non-countable. The compliance coordinator regularly

(at least two times a week or more often if needed) forwards the report to the director of financial

aid, athletic director and head coaches after entering those awards into Compliance Assistant

under the Financial Aid tab so that the funds are considered “spent”.

5. According to the schedule below, the head coach will recommend renewals for the following

academic year by ensuring all renewal student-athletes have been added to the Athletic Scholarship

S T A 52

Plan form, a process begun back in October. Head coaches will regularly review their completed

Athletic Scholarship Plan form, showing both new and renewal student-athletes, and email the

compliance coordinator, according to the schedule below. The compliance coordinator, the

athletic director and the director of financial aid will review the coach’s plan and will determine

final approval. For any returning student-athlete who is not being renewed or whose athletic aid

is being reduced, the head coach must meet with the student-athlete to advise him/her they will

not be renewed or that their athletic aid will be reduced and the reason for the reduction. Further,

the head coach must advise them of their right to appeal that decision in a subsequent hearing.

Once notified by the head coach of any reduction or cancellation, the director of financial aid

must notify the affected student-athlete of his/her right to appeal within 14 consecutive calendar

days and at the same time provide a copy of the appeal process. When the Athletic Scholarship Plan

is approved and ready to award, the compliance coordinator will advise the office of financial aid

secretary by email and then forward the forms to the office of financial aid for awarding of aid.

The renewal schedule for individual sports is as follows, with a goal of completing all renewals

prior to student-athletes leaving campus for the summer:

a. Fall sports and Winter sports (Volleyball, Men’s & Women’s Cross Country and Track,

Men’s & Women’s Soccer and Men’s and Women’s Basketball) forms are due from head

coaches no later than April 15th each year.

b. Spring sports (Baseball, Softball, and Men’s & Women’s Golf) renewal forms are due

from head coaches no later than May 15th each year.

6. The director of financial aid is responsible for sending each renewed student-athlete an “Award”

Letter by July 1 each year. A copy of the award letters will be kept on file in the financial aid

office.

7. All grant-in-aid funds will be posted to the student’s billing account by the student accounts office

prior to the beginning of each semester at a point in time consistent with all financial aid awards

after NCAA eligibility is confirmed.

8. The compliance coordinator prepares an Athletic Scholarship Agreement for each returning student-

athlete being awarded ensuring that the student-athlete’s legal name, nickname (if known),

address, NCAA Eligibility Center ID #, sport the award is for, the amount of the athletic award,

and the period the award covers. A box will be checked indicating the award is for renewal.

9. The compliance coordinator obtains the signature of the director of financial aid, the athletic

director and the head coach. A copy of the Athletic Scholarship Agreement is sent to the student-

athlete being renewed by the head coach. If the compliance coordinator sends the agreement,

the compliance coordinator notifies the head coach when the agreements are sent.

10. Any financial aid offered to a student-athlete based on athletic ability may not be awarded in

excess of one academic year.

11. Once received by the head coach, the signed original Athletic Scholarship Agreement will remain on

file in the compliance office.

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Scholarship Changes During Period of Award Increases: Per NCAA Bylaws 15.6.4.2, once an award period 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 (and the team is at its institutional target number, an institutional policy). Institutional

financial aid may be increased prior to commencement of the period of the award (first day of classes)

for any reason.

Procedure for Increase During Period of Award In rare instances and only with compelling reasons, institutional athletic grant-in-aid may be increased during the period of award and the following steps must be followed to process the increase:

1. The head coach, without any discussion with the student-athlete, will recommend an increase to the existing athletic financial aid package by completing and submitting to the compliance coordinator a Scholarship Increase During Period of Award form.

2. The compliance coordinator and the athletic director will review the coach’s recommendation (presented in writing) and, if approved, sign the Scholarship Increase During Period of Award form. Supporting documentation for increases due to financial hardship must include a statement from the parent/guardian and a statement from a person outside the student-athlete’s family (e.g. family financial advisor or other person familiar with the finances of the student-athlete’s financial support source). If the increase is denied, the aid will continue at the same rate as previously approved. The head coach will be notified by the compliance coordinator of the decision and the form will be updated and submitted to the director of financial aid.

3. In cases of administrative agreement with the coach’s recommendation, the compliance coordinator will notify the head coach of the decision, directing the head coach to meet with the student-athlete to inform him/her of the decision to increase and the reason for the increase. The form will be updated and the increase will be communicated to the director of financial aid.

Reductions/Cancellations: Per NCAA Bylaws 15.6.4.3, once an award period begins, institutional

financial aid may not be reduced/cancelled based in any degree on athletic ability such as a) on the basis

of a student’s athletic ability, performance or contribution to the team, b) because of an injury, illness,

physical or mental medical condition, or c) for any other athletics reason.

Procedure for Cancellation/Reduction During Period of Award Institutional athletic grant-in-aid may be reduced or canceled during the period of the award if the

student-athlete recipient:

1. Renders himself or herself ineligible for intercollegiate competition; or

2. Fraudulently misrepresents any information on an application, letter of intent or financial aid

agreement; or

3. Engages in serious misconduct warranting substantial disciplinary penalty by Trevecca Nazarene

University; or

4. Voluntarily withdraws from a sport at any time for personal reasons; or

5. Violates any other conditions in the Athletic Scholarship Agreement.

S T A 54

The following steps must be followed for reduction/cancellation during the period of the award to be

considered:

1. The head coach prepares and signs the Scholarship Reduction/Cancellation During Award Period form

within 48 hours of the coach’s decision to reduce or cancel a scholarship award and submits it to

the compliance coordinator.

2. The compliance coordinator and the athletic director will review the head coach’s

recommendation. The decision to approve or deny the coach’s recommendation based on the

written documentation provided by the coach will be based upon whether the request complies

with NCAA regulations. If the recommendation for reduction/cancellation is denied, the

student-athlete’s athletic financial aid will not be changed.

3. If the recommendation is approved and signed by the athletic director and the compliance

coordinator, the compliance coordinator will record the revision into Compliance Assistant (CA)

and return the Scholarship Reduction/Cancellation During Award Period form to the head coach. The

compliance coordinator will advise the director of financial aid by email to make changes to the

student-athlete’s scholarship.

4. In cases of approval, the compliance coordinator will notify the head coach of this decision,

directing the head coach to meet with the student-athlete to inform him/her of the scholarship

reduction/cancellation decision. Upon completion of this meeting, the head coach is required to

obtain the student-athletes signature on the Scholarship Reduction/Cancellation During Award Period

form acknowledging the student-athlete has been advised of the reduction/cancellation and

understands they have a right to appeal the decision.

5. The Scholarship Reduction/Cancellation During Award Period form is returned to the compliance

coordinator who files it in the student-athletes file in the compliance office.

6. NCAA Bylaw 15.3.2.4 outlines the procedure for athletic scholarship appeals. Within fourteen

(14) consecutive calendar days of written notification by the compliance coordinator, the director

of financial aid shall send written notification to the student-athlete by certified mail and email

regarding the opportunity for an appeal.

Procedure for Athletic Scholarship Appeals Hearings

Student-athletes whose athletically-related aid is reduced, cancelled or not renewed, have a right to appeal.

Student-athletes are informed of their right to appeal in the Student-Athlete Handbook which they must

acknowledge they have read immediately following fall compliance meetings (spring semester for mid-

year enrollees) by signing the Student-Athlete Handbook Acknowledgement form. The procedure is as follows:

1. The Athletic Scholarship Appeals Committee is comprised of the director of financial aid (chair),

the associate vice-president for academic services, associate dean of students for residential life,

and the director of the Center for Leadership, Calling and Service. The Athletic Scholarship

Appeals Committee shall convene to hear student-athlete appeals relative to the reduction,

cancellation or non-renewal of athletically related financial aid.

S T A 55

2. The head coach is responsible for the awarding, cancellation, reduction or non-renewal of an

athletic grant-in-aid within the scope of their responsibilities contained within the Athletic

Scholarship Agreement. Recommendations from the head coach for the cancellation, reduction

or non-renewal of an athletic grant-in-aid are reviewed by the athletics director and compliance

coordinator prior to the coach meeting with the student-athlete. The decision to approve or deny

the coach’s recommendation, based on the written documentation provided by the coach to the

athletics director, will be based upon the specific facts and rationale and whether the request

complies with the Athletic Scholarship Agreement and NCAA regulations (NCAA Bylaw 15.3

Terms and Conditions of Awarding Institutional Financial Aid). The conditions for reducing,

cancelling or not renewing an athletic scholarship are specified in the “Athletic Scholarship

Agreement”, which includes the following statement:

NCAA Bylaws prohibit the increase, reduction or cancellation of athletically-related financial

aid based on athletics ability or performance, injury or illness, or for any athletics reason during

the period of this award. However, renewals may be based upon any or all of those criteria, as

well as others determined by the institution, as long as they are permissible within the NCAA

regulations.

The “Athletic Scholarship Agreement” also specifies reasons a scholarship may be immediately

cancelled or reduced during the academic year or term for which it was granted. That

information is below:

PERMISSIBLE REASONS FOR IMMEDIATE CANCELLATION OR

REDUCTION OF THIS AWARD DURING THE ACADEMIC YEAR OR TERM

FOR WHICH IT WAS GRANTED:

1. The student becomes ineligible for intercollegiate competition (e.g., drops below full-time enrollment as defined by the institution);

2. The student provided or provides false information on the application for admission or financial aid, National Letter of Intent (NLI) or the institutional financial aid agreement;

3. The student engages in misconduct resulting in disciplinary action from the institution; 4. The student voluntarily withdraws from participating in the sport for personal reasons prior

to the first contest against outside competition. If the student voluntarily withdraws from the team for personal reasons after the first competition, this aid may be reduced or canceled immediately, at the institution’s discretion, subject to the applicable NCAA Bylaws.

5. The student violates institutional behavioral expectations, student-athlete handbook or team code of conduct/rules.

3. Consideration of the appeal is based on whether or not the request complies with the Athletic

Scholarship Agreement and NCAA regulations (NCAA Bylaw 15.3) for a student-athlete whose athletically-related financial aid has been cancelled, reduced or not renewed. The chair of the Appeals Committee shall have the right to exclude information that is not relevant to the appeal.

4. If the coach’s recommendation is denied, the student-athlete’s financial aid will not be removed, or reduced. If a non-renewal request is denied, the aid will be renewed at the discretion of the athletics director.

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5. If the coach’s recommendation for the reduction or non-renewal of the athletic grant-in-aid is approved by the athletics director and the compliance coordinator, the compliance coordinator will notify the director of financial aid. The athletics director will notify the head coach of the decision, directing the head coach to meet with the student-athlete to inform the student-athlete of the decision.

6. Student-athletes who have received notification that their aid is being cancelled, reduced or not

renewed who wish to use the appeal procedure shall send written notice to the chair of the

Athletic Scholarship Appeals Committee of their request for a hearing within three business days

of receiving the initial notification. Notification of the desire to appeal by the student-athlete

must be received by certified mail or in person. Email or campus mail requests will not be

accepted. After submitting written notice of appeal, all supporting information and

documentation must be received from the student-athlete within ten (10) business days of the

date noted on the certified mail receipt.

7. The chair of the Athletic Scholarship Appeals Committee shall promptly schedule a meeting

within ten (10) business days after receiving written notice of an appeal, and shall send the athletic

director, the head coach, compliance coordinator and the student-athlete notice of the same.

Such notice shall include the date, time and location of the appeals meeting. NCAA regulations

require the institution to conduct the appeals meeting within thirty (30) consecutive calendar days

of receiving a student-athlete’s request for an appeal.

8. The appeal is a closed meeting. Legal representation is not allowed to participate as part of the

meeting for either party.

9. The student-athlete is required to attend the meeting and will be allowed to present his/her

rationale for the appeal first. He/she will also be allowed to present any

information/documentation to support the appeal. Members of the Athletic Scholarship Appeals

Committee may question the student-athlete to better understand the supporting

information/documentation. The presentation will be in the presence of the coach or the

department of athletics representative if the coach is unable to attend.

10. The coach or athletics department representative will present all relevant

information/documentation after the student has concluded his/her presentation. The

presentation will be in the presence of the student-athlete. Written documentation should be

available to support all statements made.

11. The role of the Athletic Scholarship Appeals Committee is to assure that the institution has

followed proper procedure according to the Athletic Scholarship Agreement and NCAA

regulations (NCAA Bylaw 15.3) for a student-athlete whose athletically-related financial aid has

been reduced or not-renewed. Proper procedure for the university is based on the information

contained in the “Athletic Scholarship Agreement”.

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12. The decision as to whether the student-athlete may be given an opportunity to compete for a

roster spot on a TNU athletic team is beyond the authority of the Athletic Scholarship Appeals

Committee and rests with the head coach and/or athletics director. The Athletic Scholarship

Appeals Committee may only render a decision about the non-renewal, removal, or reduction of

the athletic scholarship.

13. At the conclusion of the meeting, the Athletic Scholarship Appeals Committee shall have up to

5 business days to render a final decision as to the status of athletics aid. With written agreement

from both the student-athlete and the athletic department, an extension to the 5 business days

may be granted, if requested by the Appeals Committee.

14. After consultation with the members of the Athletic Scholarship Appeals Committee, the chair

shall render the decision of the Committee and this decision shall be final. Written notification

of the decision will be sent to the student-athlete, the head coach, the compliance coordinator,

and the athletics director within seven (7) business days of the hearing.

The appeal process, related emails, documentation presented, and the decision of the Appeals Committee

should be considered confidential. The student-athlete, their family members or friends, TNU coaching

and athletic department staff, and the members of the Athletic Scholarship Appeals Committee may not

disclose the outcome or opinions of the appeal through personal or institutional social media (including

but not limited to Facebook, Twitter, blogs, etc.) or media outlets (including but not limited to

newspapers, magazines, television, media websites, etc.). A violation of the confidentiality of information

as noted above by the student-athlete or their family members or friends may result in the reversal of the

Appeals Committee decision and/or loss of the athletic scholarship. A violation of the confidentiality of

information as noted above by any member of the staff representing TNU may result in disciplinary

action, up to and including termination.

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Awards & Benefits (NCAA Bylaw 16)

Awards

An extra benefit is any special arrangement by an institutional employee, booster or anyone that the

student-athlete is not legally dependent upon (see Appendix A), that provides the student-athlete, or the

student-athlete’s relative or friend, a benefit not authorized by the NCAA. Receipt by a student-athlete

of an award, benefit or expense allowance not authorized by the NCAA legislation renders the student-

athlete ineligible.

Student-athletes are permitted to receive expenses from Trevecca Nazarene University that are directly

related to travel and competition while representing Trevecca Nazarene University, as well as the

expenses included in the scholarship agreement. Receipt of any monetary or tangible benefit or award

from persons outside of the department of athletics is not permitted.

Student-Athlete Awards

1. Each sport has annual team awards that are based on criteria set by the individual sport.

2. Head coaches must obtain approval from the athletic director for any awards provided to a

student-athlete.

3. Awards by outside groups or organizations are not allowed unless approved in advance by the

compliance coordinator and the athletic director.

Championship Rings

Rings may be awarded to team members or individual student-athletes for the following achievements:

Conference team championship

NCAA championship

Individual NCAA championship

The procedure for making the awards above is as follows:

1. The head coach shall determine who is eligible to receive each award.

2. The list of names of student-athletes who are recommended to receive awards must be approved

by the athletic director.

Benefits

Complimentary Admission to Athletic Events

Complimentary admission shall be provided only by a pass list for guests designated by the student-

athlete. The student-athlete may not receive payment from any source for the complimentary admissions

and may not exchange them for any item of value. The following procedures will be adhered to by all

Trevecca Nazarene University student-athletes concerning complimentary admissions to their own sport:

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Procedures for Complimentary Admissions:

Student-athletes will not receive any payment for complimentary admissions. Any student-athlete found

receiving payment will be suspended immediately pending the results of an NCAA investigation. If the

student-athlete is found in violation of the NCAA regulations, he/she will automatically lose his/her

NCAA eligibility and privileges.

On the pass list provided by the coaching staff, designate a maximum of (4) four recipients of

complimentary admissions at least 48 hours prior to each home game.

Designate one admission per person.

Do not designate a person named by another student-athlete for the game.

No additions, changes, or substitutions to the complimentary admission list can be made at the

door.

Be aware that once admission has been signed over by the student-athlete, no name changes will

be allowed.

Alert the person receiving the admission that photo I.D. will be required at the door. Persons

without photo I.D. will not be admitted. There will be no exceptions to this rule.

Occasional Home Meal

There is a limit of one occasional meal per student-athlete per month during the academic year and a

limit of two occasional meals per student-athlete during the summer. Exceptions to the number of

occasional meals may be approved by the compliance coordinator on a case by case basis. This includes

occasional home meals with boosters. The procedure for occasional meals is as follows:

1. The head coach of the student-athlete(s) or team invited for an “occasional meal” will complete

and sign an Occasional Meal form at least three days prior to the meal.

2. The form is then forwarded to the compliance coordinator for approval.

3. If authorized, the form is copied to the head coach and the original is filed in the compliance

office. If not authorized, the compliance coordinator will notify the head coach.

Apparel or Equipment that Includes Institutional Identification

A student-athlete may use Trevecca Nazarene University equipment during outside competition only

when representing Trevecca Nazarene University. Refer to the Equipment/Apparel section of this

manual for specific procedures.

A student-athlete may purchase Trevecca Nazarene University apparel (or uniform) for use during

outside competition provided the apparel (or uniform) is no longer used by Trevecca Nazarene

University.

Retention of Equipment

A student-athlete may retain Trevecca Nazarene University athletic apparel items (not equipment) as an

“award” subsequent to the student-athlete exhausting his/her eligibility (e.g. game jersey).

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A student-athlete is allowed to use Trevecca Nazarene University equipment during vacation periods as

long as this is consistent with Trevecca Nazarene University policy.

General Benefit Limitations

A student-athlete may receive a benefit provided to students generally and it is not considered an “extra

benefit.”

A student-athlete may not receive “extra benefits” that result from a special arrangement by a Trevecca

Nazarene University employee or representative of Trevecca Nazarene University’s athletics interest.

A student-athlete may not receive “discounts,” free or reduced-cost services, use of credit cards, or the

following from a Trevecca Nazarene University employee or representative of athletics interest:

loan or consignment of a loan

guarantee bond

use of an automobile

use of a cell phone

transportation

awards or gifts with special discounts (free or reduced meals, housing)

credits on a purchase (e.g. airline ticket, clothing)

services (e.g. dry cleaning)

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Equipment & Apparel

Procedure for Equipment & Apparel

Equipment and apparel are the property of Trevecca Nazarene University and must be returned to

inventory at the conclusion of each academic year or conclusion of the playing season. Following are the

procedures for issuing equipment/apparel:

Procedures for Issuing Equipment/Apparel:

Student-athletes must be on the team roster in order to be issued equipment and/or apparel.

1. The head coach or designee is responsible for completing an inventory list for each student-

athlete. This inventory list must be accurate and current at all times and subject to an audit.

2. This list will be approved by the compliance coordinator and kept on file in the compliance office.

3. On the initial issuance the student-athlete and coach sign an inventory list indicating receipt of

the equipment and apparel.

4. If a student-athlete wishes to receive new equipment/apparel, it will be done on an exchange

basis. All transactions are recorded on the inventory list and signed by the student-athlete and the

coach.

5. 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.

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Camps & Clinics

Procedure for Monitoring and Auditing Camps & Clinics:

The athletic director is responsible for overseeing all sports camps and clinics that involve Trevecca

Nazarene University student-athletes and staff, including activities of the camp director.

The camp director’s oversight of sports camps & clinics includes:

Submission of the Athletic Camp/Clinic Request/Reconciliation form, to obtain approval to conduct

a camp or clinic

Production of camp and clinic brochures and monitoring all other information (approved by the

athletic director and the compliance coordinator)

Maintenance and monitoring of financial records, including completion of the Athletic

Camp/Clinic Request/Reconciliation form after the camp or clinic is ended

Monitoring enrollment limitations

Monitoring employment of student-athletes, in addition to all other coaches (camp/clinic

directors must submit to the athletic director and the compliance coordinator a week prior to the

camp/clinic, a list of all employees and student-athletes to be employed, in accordance with

NCAA bylaws).

Monitoring compensation of student-athletes in accordance with NCAA Bylaws

Reporting employment of high school or two-year college coaches to the athletic director and

the compliance coordinator in accordance with NCAA Bylaws

Procedures for Institutional Sports Camps and Clinics:

1. The head coach is responsible for completing and submitting the Athletic Camp/Clinic

Request/Reconciliation form to the athletic director for approval to run the camp or clinic.

2. The head coach or designee is responsible for submitting a copy of the camp/clinic brochure to

the athletic director and the compliance coordinator for approval prior to printing.

3. The camp director must report employment of high school or two-year college coaches to the

athletic director and the compliance coordinator two weeks prior to the beginning of the

camp/clinic by submitting an Outside Camp/Clinic Employment Form.

4. A Medical Release Form must be completed for each camper by his/her parent or guardian no later

than the day of registration.

5. Student-athletes may be employed at a camp/clinic provided:

a. The student-athlete performs duties of a supervisory, coaching, or officiating nature;

b. Compensation provided to the student-athlete must be commensurate with the going rate

for camp/clinic counselors of like teaching ability and camp/clinic experience and may

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not be paid on the basis of value that the student-athlete may have for the employer

because of reputation or fame the student-athlete has achieved;

c. A student-athlete who only lectures or demonstrates at a camp/clinic may not receive

compensation for his or her appearance;

d. The student-athlete cannot participate in any organized practice activities other than

during the institution’s declared playing season;

e. The institution’s athletic director must give prior approval to the student-athlete’s

employment arrangement.

6. For auditing purposes, within two weeks of the conclusion of the camp/clinic, the camp/clinic

director shall submit to the athletic director and the compliance coordinator a completed Athletic

Camp/Clinic Request/Reconciliation form along with records of the camp/clinic including a final list

of camp/clinic workers, final list of camp/clinic participants (by age), record of camp/clinic gross

receipts and camp/clinic expense breakdown.

Outside Camp/Clinic Employment (Note: Also listed in the Employment section.)

Coaches, athletics staff members and student-athletes may not be employed at an outside camp or clinic

without written permission from Trevecca Nazarene University. The procedure for requesting

permission follows:

1. In order to be employed at an outside camp or clinic, an Outside Camp/Clinic Employment form

must be completed and submitted to the compliance coordinator and the athletic director. It is

due at least two weeks prior to the beginning of the camp or clinic.

2. The compliance coordinator, in consultation with the athletic director, will review the request

and grant or deny permission.

3. The compliance coordinator is responsible for notifying the coach, athletics staff member or

student-athlete regarding the decision.

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Employment

Student-Athletes

Procedure for the Academic Year

1. The compliance coordinator will review NCAA regulations governing student-athlete

employment (NCAA Bylaw 15.2.6), and all required employment monitoring procedures to be

completed by student-athletes and coaches, during mandatory fall compliance meetings.

2. The student-athlete must complete a Student-Athlete Information form prior to the fall compliance

meetings. If a student-athlete’s employment status changes during the academic year, it is the

head coach’s responsibility to ensure the student-athlete completes and submits to the

compliance office a Student-Athlete Employment form on which he/she must affirm his/her

understanding of the terms outlined in the Student-Athlete Employment form and his/her intent to

adhere to its provisions.

3. The compliance coordinator will review the completed Student-Athlete Information and Student-

Athlete Employment forms to ensure all three criteria of Bylaw 15.2.6 are being met.

4. When student-athlete employment is arranged by any institutional staff member, the student-

athlete and the student-athlete’s employer must complete and sign the Student-Athlete Employment

Agreement form before employment begins. By signing the Student-Athlete Employment Agreement

form, the student-athlete and the employer both certify that they will comply with NCAA Bylaws

15.26 and 12.4 which specify the following:

a) The student-athlete is to be compensated only for work actually performed; and

b) The student-athlete receives a compensation rate commensurate with the going rate of

that locality for like services; and

c) The employer shall not use the athletics reputation of a student-athlete employee to

promote the sale of the employer’s products or services.

5. If all three criteria of Bylaw 15.2.6 are not met, earnings from a student-athlete’s on or off campus

employment that occurs at any time will be included when determining a student-athlete’s full

grant-in-aid or the institution’s financial aid limitations.

6. The compliance coordinator will periodically monitor the employment of the student-athlete.

Procedures for Summer Break

Prior to summer break, all student-athletes will be asked to complete and submit a Student-Athlete End-of-

Year Information form indicating where he or she will be living over the summer, whether or not the

student-athlete intends to work over the summer, and whether or not the student-athlete has already

obtained a job. If the student-athlete has already obtained a job, the student-athlete will be asked to

complete employment information on the information form.

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The compliance coordinator will keep on file all Student-Athlete End-of-Year Information forms and maintain

a master list of student-athletes’ employment status.

Coaches

Volunteer Coach

NCAA Bylaw 11: A volunteer coach is any coach who does not receive compensation or remuneration

from the institution’s athletics department or for any promotion of the institution’s athletics program

(e.g., booster club).

Volunteer coach procedures are as follows:

1. The head coach notifies the athletic director regarding any individuals they would like to add to their coaching staff as a “volunteer coach”.

2. If coach’s selection is approved by the athletic director, then the compliance coordinator will have the volunteer coach fill out the Volunteer Coach form.

3. The compliance coordinator will review all rules and regulations associated with being a volunteer coach with the volunteer coach. The following provisions apply:

The individual is prohibited from contact and evaluation of prospective student-athletes off campus or from scouting opponents off campus and may not perform recruiting coordination functions.

The individual may receive a maximum of two complimentary tickets to home athletics contests in the coach’s sport.

The individual may receive complimentary meals incidental to organized team activities (e.g., pre-or post-game meals, occasional meals, but not training table meals) or meals provided during a prospective student-athlete’s official visit, provided the individual dines with the prospective student-athlete.

Volunteers will not begin until cleared by the athletic director and the compliance coordinator.

All volunteers are subject to NCAA enforcement and held accountable to all NCAA, conference and Trevecca Nazarene University policies and procedures.

Outside Employment

Income in Addition to Institutional Salary

A Trevecca Nazarene University staff member may earn income in addition to the institutional salary by performing services for outside groups, provided the compensation is for additional work actually performed and at a rate commensurate with the going rate in that locality for services of like character; further, such outside work must be in conformity with Trevecca Nazarene University policy and with the approval of Trevecca Nazarene University. In Divisions I and II, athletically related income requires the prior written approval of the institution's president.

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Supplemental Pay

An outside source is prohibited from paying or regularly supplementing an athletics department staff member's annual salary and from arranging to supplement that salary for an unspecified achievement. This includes donations of cash from outside sources to Trevecca Nazarene University earmarked for the staff member's salary or supplemental income.

Endorsement of Commercial Products

Athletics department staff members shall not use, directly or by implication, Trevecca Nazarene University's name or logo in the endorsement of commercial products or services for personal gain without the prior written approval of the president.

Promotional Activities

A staff member may not be compensated by an individual or commercial business outside of the institution for employment or assistance in the production, distribution or sale of items (e.g. calendars, pictures, posters, advertisements, cards) bearing the names or pictures of student-athletes. The use of the names or pictures of student-athletes on promotional items is limited to institutionally controlled activities involving the sale of official Trevecca Nazarene University publications and team or individual pictures by Trevecca Nazarene University. This restriction shall apply even if the promotional item is provided without charge to the public by an outside individual or commercial business that produces or purchases the item through the assistance of Trevecca Nazarene University's staff member.

Recruiting Service Consultants

Trevecca Nazarene University athletics department staff members may not serve as consultants or participate on advisory panels for any recruiting or scouting service.

Outside Camp/Clinic Employment

Coaches, athletics staff members and student-athletes may not be employed at an outside camp or clinic

without written permission from Trevecca Nazarene University. The procedure for requesting

permission follows:

1. In order to be employed at an outside camp or clinic, a letter of request for outside employment

must be completed and submitted to the compliance coordinator. It is due at least two weeks

prior to the camp or clinic.

2. The compliance coordinator, in consultation with the athletic director, will review the request

and grant or deny permission.

3. The compliance coordinator is responsible for notifying the coach, athletics staff member or

student-athlete regarding the decision.

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Fundraising

Procedures for Fundraising:

1. Prior to organizing any type of fundraising event, the fundraising activity must be approved by

the athletic director, a process which begins with the head coach’s submission of the Athletic

Fundraising Request/Reconciliation form.

2. If the fundraising activity requires the use of Trevecca Nazarene University facilities, they must

be reserved through the events coordinator.

3. Request for use of the funds in this restricted fund must be submitted to the athletic director.

4. Within two weeks of completion of the fundraising event, the head coach must re-submit the

Athletic Fundraising Request/Reconciliation form to the athletic director with a copy to the compliance

coordinator showing a reconciliation of income and expenses and the resulting approximate

profit (or loss) for the fundraising activity.

5. All proceeds from fundraising activities must be deposited in the appropriate university restricted

account.

Areas of Concern for Fundraising Activities:

Institutional fundraising activities that involve the use of athletic ability by student-athletes to obtain

funds (i.e., a-thon events) are permitted only if:

The money is contributed directly to Trevecca Nazarene University by the donor

The money is not raised for the direct benefit of any student-athlete (e.g. funds for the

student-athlete to make a special trip)

The student-athletes receive no compensation or prizes for their participation or based on

the amount of money raised

At no time may a student-athlete benefit as a result of their participation in a fundraising event.

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Appendix A:

NCAA Guide for Boosters, Alumni & Friends of Athletics

This document has been developed to serve as a guideline for NCAA legislation governing boosters, alumni and friends of Trevecca Nazarene University. It summarizes rules and regulations involving situations encountered by our boosters, alumni, and friends and their requests for assistance in complying with NCAA legislation.

Your efforts to follow this legislation are greatly appreciated, because violations could affect the eligibility of involved prospects or currently enrolled student-athletes. Any violation of NCAA Bylaws may result in NCAA penalties being imposed on Trevecca Nazarene University, and lead to restrictions regarding your involvement with the athletics program.

All NCAA legislation cannot be covered in a document such as this. Therefore, any additional questions should be forwarded to the compliance coordinator in the department of athletics. We appreciate your interest and ask you to contact the department of athletics, at the numbers below, should you have any questions.

Athletic Director: Mark Elliott Compliance Coordinator: Larry Knight

PHONE: 615-248-1275 PHONE: 615-248-1639

E-MAIL: [email protected] E-MAIL: [email protected]

ARE YOU A REPRESENTATIVE OF ATHLETICS INTERESTS?

You are a Representative of Athletics Interests, if you meet any of the following conditions:

1. You are a member of any organization that promotes the athletics program. 2. You have made a financial contribution to the department of athletics or its Representative of

Athletics Interests organizations. 3. You have ever assisted in the recruitment of prospects for the department of athletics. 4. You have provided benefits (e.g., summer jobs or occasional meals) to enrolled student-athletes. 5. You have ever, in any way, promoted the athletics program.

NOTE: Please remember that once you become a Representative of Athletics Interests, you retain that identity indefinitely.

WHO IS A PROSPECTIVE STUDENT-ATHLETE?

A prospective student-athlete, commonly known as a “prospect,” is any individual who has started classes for the 9th grade. In addition, student-athletes enrolled in preparatory schools or two-year colleges are considered prospects. Ultimately, a student remains a prospect until enrollment at a four-year collegiate institution.

mailto:[email protected]

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WHO CAN RECRUIT?

Only coaches who successfully complete the annual NCAA Coaches Certification Exam, which tests their knowledge of NCAA recruiting legislation, are permitted to be involved in the recruiting process.

As a Representative of Athletics Interests:

YOU MAY NOT make any recruiting contacts with prospects or their relatives. This includes telephone calls, text messages, letters, emails, and facsimiles, along with any face-to-face contact either on or off-campus.

YOU MAY NOT assist coaches by picking up transcripts, films, or any other information pertaining to a prospect’s ability from the prospect’s educational institution.

YOU MAY forward information about prospects to the appropriate coaching staff member as long as you were not asked to do so by an institutional staff member.

YOU MAY view a prospect’s athletics contest on your own initiative, provided you do not contact the prospect or his/her relatives, coach, principal, or counselor in an attempt to evaluate the academic or athletic abilities of the prospect. You are responsible for all incurred costs or fees at a contest.

YOU MAY speak to a prospect on the telephone ONLY if the prospect initiates the call. You are not permitted to have a recruiting conversation, but you may exhibit normal civility. Under such circumstances, you must refer all questions about the athletics program to the coaching staff.

NCAA RULES REGARDING REPRESENTATIVE OF ATHLETICS INTERESTS INVOLVEMENT WITH PROSPECTS

YOU MAY NOT provide benefits of any kind (e.g., clothing, special discounts, lodging, meals, transportation, tickets, loans of money) to prospects or their relatives.

YOU MAY NOT make contact with a prospective student-athlete or his/her parents when the prospect is on campus for an official or unofficial recruiting visit.

YOU MAY NOT contact a prospective student-athlete to congratulate him/her on signing a National Letter of Intent to attend this institution.

YOU MAY NOT provide transportation or arrange for payment of transportation costs for a prospect or his/her relatives or friends to visit campus.

YOU MAY NOT earmark funds for specific prospects to attend our summer camps. Instead, you must donate the funds to the high school, and the school and the students will decide which camps they will attend.

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YOU MAY NOT employ or arrange for employment of a prospect before the completion of his/her senior year in high school or official withdrawal/graduation from junior college or prep school. At this point, you may employ a prospect as long as compensation is for work actually performed and at a rate commensurate with experience and the going rate.

YOU MAY NOT provide ANYTHING to a prospect or the prospect’s family or friends without prior approval from the compliance office.

NCAA RULES REGARDING REPRESENTATIVE OF ATHLETICS INTERESTS

INVOLVEMENT WITH ENROLLED STUDENT-ATHLETES

YOU MAY NOT pay for or arrange for payment of room, board, or any type of transportation at any time for currently enrolled student-athletes, their relatives, or their friends.

YOU MAY NOT provide student-athletes with any sort of extra benefit, which refers to any special arrangement to provide a student-athlete or his/her relatives or friends with a benefit unavailable to the general student population.

YOU MAY NOT provide student-athletes with any special discounts (e.g., free or reduced meals, housing), payment arrangements (e.g., cosigning a loan), credits on a purchase (e.g., airline ticket, clothing), or services (e.g., dry cleaning, transportation, use of telephone).

YOU MAY NOT provide awards or gifts to student-athletes for any reason. This also prohibits honorariums for speaking engagements. All awards to student-athletes must meet NCAA legislation and be approved by the compliance office.

YOU MAY NOT entertain student-athletes or their family and friends. The only exception to this is that you may, on an occasional basis, provide a student-athlete or team (not family members or friends) with a meal. That meal can be catered, but it must be in your home, and you must notify the coach and receive prior approval from the compliance office.

NOTE: These rules apply throughout the student-athlete’s entire enrollment, including summer breaks.

NCAA RULES REGARDING STUDENT-ATHLETE EMPLOYMENT

PROSPECTS MAY be employed by Representatives of Athletics Interests during the summer prior to enrollment. Please note that this employment may not begin until the prospect has graduated from high school or withdrawn/graduated from junior college or prep school.

CURRENT STUDENT-ATHLETES MAY seek employment during both the academic year and summer. This employment must meet the following regulations:

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o The student-athlete’s compensation must not include any remuneration for the value or utility 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 ability;

o The student-athlete must be compensated only for work actually performed; and o The student-athlete must be compensated at a rate commensurate with the going rate for

similar services in that locale. Provided these regulations are met, there is no limit on the amount of money student-athletes can earn. Although there is no longer a limit on student-athletes’ earnings, the compliance office still must keep records verifying all student-athlete employment. If you intend to hire a student-athlete at your place of business, please be sure to remind the student-athlete that he or she should consult the compliance office regarding the employment arrangements.

RULES REGARDING PROMOTIONAL ACTIVITIES FOR STUDENT-ATHLETES

As it would affect their amateur status, student-athletes are not permitted to be involved in the advertisement, recommendation, or promotion of commercial products or services in connection with a booster or Representative of Athletic Interests. However, there are certain instances when student- athletes are permitted to be involved in charitable, educational, community engagement or nonprofit promotional activities. These events must be approved by the compliance office prior to the student-athletes’ participation. If you are interested in involving student-athletes in this sort of activity, please contact the compliance office.

NCAA RULES REGARDING THE INTERNET

The internet is considered similar to email, telephone calls, or general correspondence. Therefore, it should not be used by Representatives of Athletic Interests to contact prospects, their families, or their coaches. Participating in “chat rooms”, “instant messaging”, or social media networks (Facebook, MySpace, Twitter, etc…) with prospects is also strictly prohibited.

COMMON QUESTIONS

Q: Can a Representative of Athletic Interests be involved when a prospect is on an official or unofficial visit?

A: No, a Representative of Athletics Interests is precluded from all recruiting activities, including face-to-face contacts with a prospect or his/her relatives at any time.

Q: Can a Representative of Athletics Interests contact prospects to encourage them to attend the institution?

A: No, any such contact could result in the prospect being declared ineligible to participate in athletics at Trevecca Nazarene University.

Q: May a Representative of Athletics Interests engage in evaluation activities on behalf of the institution?

A: No, a Representative of Athletics Interests may view a prospect’s contest on his or her own initiative, provided no contact is made with the prospect or his/her family. However, this evaluation may not take place at the request or direction of an institutional staff member and a Representative of Athletics Interests is not permitted to contact anyone associated with the prospect in an effort to evaluate him/her.

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Q: May a Representative of Athletics Interests attend a public event (e.g., high school awards banquet or dinner) at which prospects are in attendance?

A: Yes, however contact with prospects or their families may not occur, and no attempt can be made to recruit the prospect.

Q: May a student-athlete’s name, picture, or appearance be used in a promotional activity?

A: It depends on the situation. Please contact the compliance office with your specific question.

WHAT CAN YOU DO?

If you know of a prospective student-athlete who might want to attend Trevecca Nazarene University, we encourage you to call the appropriate coach, as this is the only permissible recruiting activity for Representatives of Athletics Interests. Coaches’ numbers are listed below:

Baseball 615-248-1276

Men’s Basketball 615-248-1603

Women’s Basketball 615-248-1273

Men’s & Women’s Cross Country 615-945-2478

Men’s Golf 615-248-1604

Women’s Golf 615-248-7735

Softball 615-248-1277

Women’s Soccer 615-248-1724

Men’s Soccer 615-248-1440

Men’s & Women’s Indoor/Outdoor Track & Field 615-248-2478

Volleyball 615-248-1317

CONSEQUENCES FOR REPRESENTATIVES OF ATHLETICS INTERESTS WHO VIOLATE NCAA RULES

Under NCAA rules, the institution is responsible for all actions of its boosters. Therefore, it is also our responsibility to make you aware of consequences for violating the rules contained within this document. Representatives of Athletics Interests found in violation are subject to losing benefits and privileges, including season tickets. In addition, the NCAA Committee on Infractions, in some cases, has required institutions to disassociate Representatives of Athletics Interests from the institution.

TWO FINAL REMINDERS:

1. Please contact the compliance office at 615-248-1639 if you need a specific NCAA rule interpretation.

2. If in doubt, remember that in most cases,

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CONTACT WITH PROSPECTS AND/OR PROVISION OF ANY BENEFIT TO

PROSPECTS OR CURRENTLY ENROLLED STUDENT-ATHLETES IS PROHIBITED!

WINNING WITH INTEGRITY!

On behalf of all of us at Trevecca Nazarene University, thank you for your tremendous support of our entire athletics program. Our administration, coaches, and, most importantly, our student-athletes are very appreciative of the spirit with which you embrace Trevecca Nazarene University athletic programs.

TNU Athletics Compliance Manual - tnutrojans.com · Trevecca Nazarene University ... The compliance coordinator sends by email to head coaches, ... password so he/she can access the

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