The NCAA Membership and Student-Athlete Affairs staff is also available to attend conference meetings. When reviewing requests submitted by a conference office for a NCAA Membership and Student-Athlete Affairs staff member to attend a conference meeting, the following will be considered: 1) The division of which the conference is a member (I, II, III); 2) the topics the conference office requests to be covered; and 3) the time of year the request is made. In addition, the following guidelines have been established in order to provide the maximum level of service to conference offices requesting attendance of Membership and Student-Athlete Affairs staff at conference meetings:
a. For each conference, membership services may approve the attendance of staff members at one conference meeting each fiscal year. Attendance by a Membership and Student-Athlete Affairs staff member at additional conference meetings will be considered on a case-by-case basis.
b. A Membership and Student-Athlete Affairs administrator attending a conference meeting will provide assistance, support and present individually on topics requested by the conference office. As a result, the conference office should include the requested topics on the speaking engagement request form to be received in the national office at least four (4) weeks prior to the date of the meeting. This advance notice is requested in order for the Membership and Student-Athlete Affairs administrator to have adequate time to prepare and to present information in the most beneficial manner to the membership.
2. The Request.
a. From conference commissioner (or his or her designee).
b. To Brad Hostetter, NCAA director of Membership and Student-Athlete Affairs (preferably by electronic mail).
c. Content: The request should include the date, time and location of the meeting, and should also include the specific topics to be covered. Further, the conference should identify who will be the main presenter on each topic (e.g., conference personnel, Membership and Student-Athlete Affairs staff member). This request should be sent as soon as possible but not later than four (4) weeks prior to the meeting, so that an administrator may be assigned well in advance of the meeting and have adequate time to prepare the presentation(s).
3. The Administrator.
a. Membership and Student-Athlete Affairs administrators will be assigned based on requested topics and availability. Often, the Membership and Student-Athlete Affairs conference contact will be assigned to attend the meeting; however, it may be necessary to assign another administrator with a greater level of experience or expertise in the requested topic(s).
b. Membership and Student-Athlete Affairs administrators are to serve as support for the conference meeting, and are not in attendance to conduct such meetings.
There are certain times during the year when the Membership and Student-Athlete Affairs staff is unavailable to attend conference meetings due to other staff-wide involvement. Those times are as follows:
a. NCAA Regional Rules Seminar Dates.
b. NCAA Annual Convention Dates.
During other times of the year [e.g., mid-August through September (waiver season)], Membership and Student-Athlete Affairs availability may be reduced and such requests will be considered on a case-by-case basis.
5. Other Guidelines.
a. Conferences are requested to provide a complete agenda not later than two (2) weeks prior to the meeting. Membership and Student-Athlete Affairs will attempt to honor all requests; however, last minute additions to the agenda cannot be guaranteed due to time constraints.
b. Please include any resources (e.g. power point, laptop, projector) that will be made available and a list of any resources or materials the administrator will be expected to provide.
This documents is intended as a guide for conference office administrators in order to assist in planning conference meetings. If your conference has a special request or other needs, please don't hesitate to contact membership services at 317/917-6222.