TNU Athletics Compliance Manual - tnutrojans.com · Trevecca Nazarene University ... The compliance...
Transcript of TNU Athletics Compliance Manual - tnutrojans.com · Trevecca Nazarene University ... The compliance...
1
2017-2018
COMPLIANCE MANUAL
Trevecca Nazarene University 333 Murfreesboro Road
Nashville, TN 37210 December 13, 2017
S T A 2
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
17
18
19
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
S T A 3
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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
51
53
53
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
S T A 4
Appendix A – NCAA Guide for Boosters, Alumni, and Friends of Athletics. . . . . . . . . . . . . . 68
S T A 6
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
S T A 7
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.
S T A 8
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:
S T A 9
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
S T A 10
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.
S T A 11
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.
S T A 12
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
S T A 13
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.
S T A 14
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.
S T A 15
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.
S T A 17
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
1. In accordance with applicable NCAA Bylaws, it is the head coach’s responsibility to abide by all
permissible recruiting rules and regulations for transfer student-athletes, including obtaining
permission to contact and necessary releases, before beginning the recruiting process.
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 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.
11. The compliance coordinator is responsible for entering the prospective student-athlete’s
information into Compliance Assistant (CA).
Procedure for Admitting International Students
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. 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.
9. The compliance coordinator is responsible for entering the prospective student-athlete’s
information into Compliance Assistant (CA).
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.
S T A 30
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.
S T A 31
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.
S T A 32
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.
S T A 33
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.
S T A 34
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.
S T A 35
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:
S T A 36
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.
S T A 37
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
S T A 38
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.
S T A 43
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
S T A 45
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.
S T A 46
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.
S T A 48
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.
S T A 50
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.
S T A 53
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.
S T A 56
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”.
S T A 57
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.
S T A 58
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:
S T A 59
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).
S T A 60
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)
S T A 61
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.
S T A 62
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
S T A 63
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.
S T A 64
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.
S T A 65
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.
S T A 66
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.
S T A 67
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.
S T A 68
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.
S T A 69
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.
S T A 70
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:
S T A 71
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.
S T A 72
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,
S T A 73
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.