WHY ARE WE REQUIRED TO SUBMIT A WHY ARE WE REQUIRED TO SUBMIT A PARTICIPATION/COMPETITION RECORD FORM PARTICIPATION/COMPETITION RECORD FORM

AT THE CONCLUSION OF THE SEASON?AT THE CONCLUSION OF THE SEASON?

For a variety of reasons it is important to For a variety of reasons it is important to have a have a recordrecord of a student-athlete’s of a student-athlete’s participation in outside competition.participation in outside competition.

Good Roster ManagementGood Roster ManagementMedical Hardship Waiver CriteriaMedical Hardship Waiver CriteriaMinimum NCAA Sport Sponsorship Criteria Minimum NCAA Sport Sponsorship Criteria NCAA Contest LimitsNCAA Contest LimitsSatisfaction of Letter Winner CriteriaSatisfaction of Letter Winner CriteriaSeason of Competition TriggeredSeason of Competition TriggeredSquad List/Financial Aid CalculationsSquad List/Financial Aid Calculations

The FormThe FormThe form is created using Microsoft excel. Thus, the file is easily transmittable The form is created using Microsoft excel. Thus, the file is easily transmittable electronically between the compliance and coaching staffs as an email attachment.electronically between the compliance and coaching staffs as an email attachment.

The form is usually created during the later portion of the season (so as to record The form is usually created during the later portion of the season (so as to record roster and or schedule changes.roster and or schedule changes.

Form instructions are printed on the top of the form.Form instructions are printed on the top of the form.

The team roster (noting status changes) and all scheduled contests are placed on the The team roster (noting status changes) and all scheduled contests are placed on the form by the compliance staff prior to being sent to head coach (or designee) to form by the compliance staff prior to being sent to head coach (or designee) to provide contest participation data and other requested information. Coaching staff is provide contest participation data and other requested information. Coaching staff is required to add new squad members or unlisted competitions to form before required to add new squad members or unlisted competitions to form before submission to Compliance staff.submission to Compliance staff.

Coaching staff is responsible for indicating a student-athlete’s participation by Coaching staff is responsible for indicating a student-athlete’s participation by populating the corresponding competition box with the number 1. The completed populating the corresponding competition box with the number 1. The completed form is then saved and an electronic copy submitted to compliance.form is then saved and an electronic copy submitted to compliance.

Compliance reviews the completed form for satisfaction with NCAA legislation Compliance reviews the completed form for satisfaction with NCAA legislation regarding contest participation limits, sport sponsorship minimums, and possible non-regarding contest participation limits, sport sponsorship minimums, and possible non-participation and medical hardship candidates.participation and medical hardship candidates.

InstructionsInstructionsPROVIDE THE INFORMATION ON THE LEFT SIDE PROVIDE THE INFORMATION ON THE LEFT SIDE OF THE PAGEOF THE PAGE

Date – First Contest (including Date – First Contest (including scrimmages/exhibitions)scrimmages/exhibitions)

Date – Last Regular Season ContestDate – Last Regular Season Contest Date Final Post Season CompetitionDate Final Post Season Competition Name - Head Coach’s Name - Head Coach’s Name - Captain(s) Name - Captain(s)

The data above is collected to document that we were The data above is collected to document that we were compliant with Ivy and NCAA legislation regarding compliant with Ivy and NCAA legislation regarding scrimmage and contest start dates; practice and scrimmage and contest start dates; practice and playing season; medical hardship half season playing season; medical hardship half season calculation, and to ensure we capture a record of our calculation, and to ensure we capture a record of our team captains.team captains.

InstructionsInstructions continued continued

STUDENT-ATHLETE LIST.STUDENT-ATHLETE LIST. Review list prior to providing participation data.Review list prior to providing participation data. This list is to include the names of all This list is to include the names of all student-athletes who were on the squad on the date of the first practice of the academic year, as well as those of any student-athletes who were on the squad on the date of the first practice of the academic year, as well as those of any student-athlete who joins the squad after the first practice. Any missing names are to be typed in at the bottom of the student-athlete who joins the squad after the first practice. Any missing names are to be typed in at the bottom of the list.list.

RECORD NAME OF OPPONENT OR EVENT AND DATE OF COMPETITION.RECORD NAME OF OPPONENT OR EVENT AND DATE OF COMPETITION. List all contests (games, scrimmages and List all contests (games, scrimmages and exhibitions) in chronological order with the name of the opponent or event above the date. Every contest in which a exhibitions) in chronological order with the name of the opponent or event above the date. Every contest in which a squad member represents Penn is to listed. Use one column for each date of competition.squad member represents Penn is to listed. Use one column for each date of competition.

RECORD STUDENT-ATHLETE’S PARTICIPATION IN CONTEST.RECORD STUDENT-ATHLETE’S PARTICIPATION IN CONTEST. Place the number “1” in the corresponding contest Place the number “1” in the corresponding contest column for all competitions in which a squad member has participated.column for all competitions in which a squad member has participated.

STUDENT-ATHLETE DID NOT PARTICIPATE IN ANY OUTSIDE COMPETITION.STUDENT-ATHLETE DID NOT PARTICIPATE IN ANY OUTSIDE COMPETITION. Record reason for non-participation Record reason for non-participation in the No Competition column [M=Medical, C=Cut/Dismissed, P=Practice Only, Q=Quit] Indicate “Y” if reason for no in the No Competition column [M=Medical, C=Cut/Dismissed, P=Practice Only, Q=Quit] Indicate “Y” if reason for no competition occurred on or after date of first countable competition or “N” if reason occurred prior to date of first competition occurred on or after date of first countable competition or “N” if reason occurred prior to date of first countable competitioncountable competition

RECORD LETTER WINNER INDICATOR OF “Y”.RECORD LETTER WINNER INDICATOR OF “Y”. In the letter winner column, indicate those squad members who In the letter winner column, indicate those squad members who satisfy the criteria for a varsity letter with the letter “Y”.satisfy the criteria for a varsity letter with the letter “Y”.

POSITION COLUMNPOSITION COLUMN is to be completed by the following field sport programs ONLY – Baseball, Field Hockey, Lacrosse, is to be completed by the following field sport programs ONLY – Baseball, Field Hockey, Lacrosse, Soccer and Softball.Soccer and Softball.

TOTAL TEAM COMPETITIONS COLUMN IS FOR COMPLIANCE OFFICE USE ONLY.TOTAL TEAM COMPETITIONS COLUMN IS FOR COMPLIANCE OFFICE USE ONLY. Please do not record any data in Please do not record any data in this column.this column.

SUBMITTER’S NAME AND DATE OF SUBMISSION.SUBMITTER’S NAME AND DATE OF SUBMISSION. The name of the coach completing this report and the date of The name of the coach completing this report and the date of submission are to be typed into the spaces indicated below.submission are to be typed into the spaces indicated below.

COMPLETED PARTICIPATION/COMPETITION RECORD IS TO BE SUBMITTED ELECTRONICALLYCOMPLETED PARTICIPATION/COMPETITION RECORD IS TO BE SUBMITTED ELECTRONICALLY (email (email attachment) not later than 7 days following the last date of competition. Submit to the DRIA Compliance Office attachment) not later than 7 days following the last date of competition. Submit to the DRIA Compliance Office athlcomp@pobox.upenn.eduathlcomp@pobox.upenn.edu with copy to Gail Zachary with copy to Gail Zachary gzachary@pobox.upenn.edugzachary@pobox.upenn.edu. Retain a copy for your files.. Retain a copy for your files.

Determining Medical Hardship candidates using Determining Medical Hardship candidates using

the Participation/Competition Record Formthe Participation/Competition Record Form

The excel program totals the number of competitions in which a student-The excel program totals the number of competitions in which a student-athlete has participated.athlete has participated.

The second half of the season is calculated by the Compliance staff after The second half of the season is calculated by the Compliance staff after the completed form has been submitted by the coaching staff. Then, the the completed form has been submitted by the coaching staff. Then, the first competition date of the second half of the season is highlighted on the first competition date of the second half of the season is highlighted on the Participation/Competition Record form.Participation/Competition Record form.

If a student-athlete has participated in no competitions, then he/she is If a student-athlete has participated in no competitions, then he/she is evaluated as a possible candidate for an Ivy Non-Participation Waiver.evaluated as a possible candidate for an Ivy Non-Participation Waiver.

If that number of competitions participated in is at or below the hardship If that number of competitions participated in is at or below the hardship maximum number (30%) permitted for that sport, then we look to see if maximum number (30%) permitted for that sport, then we look to see if the there is any participation in the second half of the season. If there is the there is any participation in the second half of the season. If there is no participation in competition during the second half of the season, that no participation in competition during the second half of the season, that student-athlete is evaluated as a possible candidate for hardship waiver.student-athlete is evaluated as a possible candidate for hardship waiver.