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Instructions for Committee Members

Section 1. Eligibility for Committee Membership.

  1. Division I. Refer to Bylaw 21.6.1 of the 2001-02 NCAA Division I Manual.
     
  2. Division II. Refer to Bylaw 21.6.1 of the 2001-02 NCAA Division II Manual.
     
  3. Division III. Refer to Bylaw 21.9.1 of the 2006-07 NCAA Division III Manual.

Section 2. Qualifications of Committee Members.

All members of an NCAA committee should have:

  1. A vital interest in, and current knowledge of, the sport or area of responsibility concerned;
     
  2. The reputation and character to indicate clearly that they will use committee membership to serve the general welfare and not the self-interest of themselves, their institutions, or their particular conferences or areas;
     
  3. The respect of others engaged in intercollegiate athletics; and
     
  4. The time, desire and ability to perform the duties involved.

Section 3. Duties of Committee Members.

All committee members should:

  1. Familiarize themselves with the NCAA constitution and bylaws as they apply to the committee's assignments;
     
  2. Become familiar with the general subject of the committee's assignment (and the particular sport that may be involved) as it pertains to the overall area they represent;
     
  3. Become aware of the best qualified people in their areas or divisions who could be of assistance to the program; and
     
  4. Attend committee meetings fully prepared to represent their areas or divisions honestly and fairly.

Section 4. Removal from Committee.

  1. Division I: Refer to Bylaw 21.6.3 of the 2001-02 NCAA Division I Manual.
     
  2. Division II: Refer to Bylaw 21.6.3 of the 2001-02 NCAA Division II Manual.
     
  3. Division III: Refer to Bylaw 21.9.3 of the 2006-07 NCAA Division III Manual.

Section 5. Duties of Committee Chairs.

All committee chairs shall:

  1. Familiarize themselves with the NCAA constitution and bylaws as they apply to the committee's responsibilities;
     
  2. In cooperation with the NCAA staff liaison, inform the members of the committee of the importance of the duties to be performed by the committee;
     
  3. Consult with the staff liaison about arrangements for committee meetings. The staff liaison will notify committee members about the arrangements;
     
  4. In cooperation with the staff liaison, request approval before entering into the development of common playing rules with other national organizations;
     
  5. Request, through the staff liaison, the appointment of advisory committees only if essential; (Note: It is understood that advisory committees and consultants are present for that purpose; and once they have contributed to the information of the committee, they should be excused.)
     
  6. Preside at all meetings fairly and impartially; conduct all sessions with dispatch and in conformity with Robert's Rules of Order, Newly Revised; (Note: No committee may require a parliamentary procedure necessitating more than a two-thirds vote, including those motions pertaining to the rules themselves.)
     
  7. Provide for the approval of any records in those sports in which national records are maintained; (Note: If the committee authorizes a subcommittee or another committee to handle this responsibility, approval first should be obtained from the Executive Committee.)
     
  8. In cooperation with the staff liaison, provide each committee member and the NCAA national office with a copy of the minutes of all meetings held by the committee or subcommittees thereof;
     
  9. In cooperation with the staff liaison, prepare, before implementation, all committee recommendations (with appropriate explanations) requiring approval of the presidential bodies, Management Councils or Executive Committee;
     
  10. Approve expense statements for committee members attending authorized committee meetings as provided under the regulations of the Association (Note: Such regulations are described in a subsequent section, "Committee Expense Allowance."); and
     
  11. In cooperation with the staff liaison, keep the NCAA national office informed at all times of the activities of the committee.

Section 6. Duties of Rules Editors.

All rules editors shall:

  1. Record rules changes adopted by the committee and update the rules manuscript accordingly;
     
  2. Adhere to publishing deadlines in submitting updated or new material for publications;
     
  3. Ensure the technical accuracy of the rules in submitting them for publication and in proofreading the corrected version;
     
  4. Provide finished artwork of diagrams or equipment that the committee wishes to include in the published rules, or notify the national office well in advance of publishing deadlines of the need to have such artwork produced;
     
  5. Act as the official interpreter of the rules between meetings of the committee; and
     
  6. Perform such other duties as the committee chair may direct.

Section 7. Committee and Delegate Finances.

The Association's rules, as set forth in Bylaw 31.7.2, provide for the payment of expenses as follows:

  1. Allowable Expenses, Committee Members. Any member of an NCAA committee who is entitled under the following regulations to reimbursement of expenses for attendance at a committee meeting shall not receive such payment if the member fails to remain in actual attendance at the meeting for its entire duration as announced in advance. However, in any special case where a committee member for valid reasons is granted permission by the chair for late arrival or early departure, the member shall receive reimbursement in full.
    1. Transportation Allowances. A committee member may be reimbursed for the following transportation expenses:
      1. Commercial Airline. The NCAA will pay the cost of the lowest available class of inventory for committee members. They must pay the difference if they wish to fly in a higher class of inventory, have a refundable ticket or fly first class (e.g., a committee member receives a quote from Worldtek for a meeting that is $275. If that committee member would like to be issued an upgradeable ticket, which costs $425, the committee member would have to pay the difference between the two tickets - $150.)

        Committee members are strongly encouraged to book airfares at least 30 days in advance of travel to take advantage of zone and other discounted airfares contracted through the airlines. Early bookings allow the NCAA to save money by booking in lower inventories than are available closer to the flight date. This should be possible since staff liaisons are being encouraged to plan meetings up to a year in advance, allowing for committee members to make their arrangements in a timely manner. 

        All travel arrangements must be made with Worldtek Travel. By making all of the Association's travel arrangements with Worldtek, the NCAA is able to obtain discounts through the airlines that are based on volume of business. If committee members feel that they cannot use Worldtek for their arrangements, please call the travel and insurance manager to discuss the situation and ask for an exception to the policy. 

        The NCAA will cover fees associated with ticket changes (normally $75 -$100). If reticketing results in additional airfare, then reasonable costs and scheduling changes will be accommodated. In an effort to accommodate committee members, the NCAA will cover the change fees associated with changing flight arrangements due to unforeseen circumstances or if a meeting ends early. The Association feels that by issuing nonrefundable tickets to committee members, the change fees that will be issued will still be considerably less than the cost of refundable tickets. 

        Worldtek is able to book reservations for back-to-back meetings with an organization other than the NCAA. If combining Association business with personal or other business travel, Worldtek can split the bill between the two parties. The NCAA will reimburse for all legs of the trip that are Association business. The committee member will be responsible for the other legs (e.g., a member of the Management Council has an NCAA meeting in Dallas and must leave directly to go to a conference meeting in San Diego. The NCAA will pay the quote of the committee member's flight from campus to Dallas and return. The committee member is then responsible for the balance of the ticket to get to the conference meeting.) Please contact the travel and insurance manager in advance to discuss any situations in which you do no depart from or return to campus directly before or after a meeting. 

      2. Automobile. Mileage reimbursement and parking at the meeting site may not exceed the cost of a nonrefundable airline ticket for committee members. If a committee member wishes to drive to a meeting site, that member may contact the travel and insurance manager before the meeting to obtain mileage. The NCAA will reimburse up to the cost of the lowest available nonrefundable ticket from the committee member's campus to the meeting site and return.
         
      3. Travel to Meeting Site. The NCAA will not reimburse for rental cars for committee members at annual meetings. If a committee member wishes to rent a car, the car must be paid for out of the committee member's per diem. If the mileage from the airport to the meeting site is over 50 round-trip miles, the mileage will be paid at the rate of 32 cents per mile. If the round-trip mileage between the committee member's campus and airport is over 50 round-trip miles, mileage will be paid at the rate of 32 cents per mile.
         
    2. Per Diem. A per diem of $75 may be claimed for each day or part thereof away from home, except that no more than one day's travel each way may be claimed. The Association shall pay single-room and tax charges for committee members attending scheduled committee meetings or on Association business; incidental charges shall be the responsibility of the committee member.
       
    3. Actual Expenses. The Executive Committee may authorize reimbursement of actual expenses if circumstances warrant.
       
    4. Recreational Activities. Committees shall not permit recreational activities to interfere with the timely conduct of the committee's business.
       
    5. Authorized Committee Administrative Expense. Payment of administrative expenses of NCAA committees may be made in accordance with the following conditions:
       
    6. Committee members may claim reimbursement of out-of-pocket expenses connected with committee business (e.g., telephone calls, rental of meeting room). Itemized statements should be submitted to an NCAA accounting manager for payment.
       
    7. Reimbursement may not be claimed by a committee member for "entertainment" of committee members (e.g., coffee breaks, meals). When a national office staff member attends a committee meeting, reasonable entertainment expenses (e.g., continental breakfast or lunch) may be provided by the staff member and charged to the committee's expense account. When a national office staff member is not in attendance at a committee meeting, the chair, with advance approval from the NCAA travel and insurance manager, may arrange continental breakfasts, luncheons and soft-drink or coffee breaks for the committee. Such expenditures shall be charged to the committee's expense account. The Association shall not provide meals or entertainment at meetings for persons other than the members of the NCAA committee and other individuals taking part in the meeting.
       
    8. Chairs of sports committees may claim committee-related expenses (e.g., telephone expenses) by submitting an itemized statement to the NCAA.
       
    9. A secretary-rules editor is appointed for each sports committee responsible for formulating the playing rules for its sport. Expenses may be claimed by submitting an itemized statement to the NCAA.
       
  2. Meeting Frequency. If a committee wishes to hold more than two meetings per year, approval must be received through the governance structure. This applies to all committees, subcommittees, special committees or project teams (Bylaw 31.7.2.1.4). Annually each April, staff liaisons must submit their future year meeting schedule and any requests for exceptions that they may have to the governance staff.

    Committees are encouraged to book their meetings at least 12 to 18 months in advance, depending on the size of the committee. As stated earlier, NCAA staff liaisons will work with their respecitve committee members to plan future committee meetings 12 to 18 months in advance. This will allow for committee members to make their arrangements at least 30 days in advance. 

    The maximum hotel room rate is $170 per night and will be reviewed annually to adjust for inflation. This will give the national office staff and committee members more flexibility and options in selecting meeting sites. 

    With the increase in committees throughout the Association, subcommittees have also been introduced into the structure. Subcommittees are treated the same as committees. They are to follow the same committee travel policies. 

  3. Meeting Site. Committees must conduct at least 50 percent of the meetings each year in the Indianapolis metropolitan area. Committees that meet only once per year are required to meet in Indianapolis in alternate years. If a committee meets an odd number of times a year, the number of meetings held in Indianapolis must be equivalent to the average number of meetings held over two years. Meeting held at the NCAA Convention do not count as meetings held in Indianapolis. Sports committees must conduct one of their two meetings at the championship site and one at a location of their choice (with this meeting being held every other year in Indianapolis). The headquarters facilities were designed to include additional meeting facilities and conference center space so more meetings can be accommodated at the national office. The headquarters allows the opportunity for the committee members to meet at the national office and see what encompasses the daily functions of the national office staff.
     
  4. Once a contract for a meeting has been signed, all contract cancellations must be approved by the travel and insurance manager.
     
  5. All meetings of NCAA committees shall be held within the 48 contiguous states.
     
  6. Other than the Division I Men's Basketball Committee and the Men's Basketball Rules Committee, no other NCAA committee shall be permitted to meet in conjunction with the Final Four.
     
  7. Special Committees. The expense allowance for any special committees or for individuals engaged in official Association business shall be determined by the Executive Committee.
     
  8. Sports Committees. Meetings of sports committees shall be held at places and times other than those authorized for the championships of their respective sports and shall be limited to two days (plus travel time) for purposes of the NCAA per diem, unless other arrangements have been approved by the Executive Committee.
     
  9. Expense Allowance for Conventions. An expense allowance shall not be granted for committee meetings held in connection with a Convention of the Association, except that the standing committees that regularly meet before or after an Association Convention shall be entitled to one day's per diem for each day or part thereof on Association business, subject to the approval of the Executive Committee.
     
  10. All items on the statement of expense will be considered taxable by the NCAA. This includes actual expenses as well as honorariums, per diems and allowances. This is permissible by the federal government and will increase the efficiency of the NCAA accounting department. If your annual taxable income from the NCAA exceeds $600, a 1099-MISC will be issued to you. This amount should be included on your annual income tax return. It is the responsibility of the recipient to keep track of actual expenses incurred in order to reduce the tax liability. It is recommended that you keep the actual receipts. If actual receipts are presented to the NCAA as backup to your statement of expense, a copy will be made for NCAA files and the actual receipts will be returned with your reimbursement check.
     
  11. Committee members may have their reimbursement checks made payable to the university or conference. If this is desired, it must be noted on each statement of expense that is submitted. Payments made to the university will not be considered taxable income.
     
  12. Approval of Payments. All expense payments shall be approved in writing by the staff liaison.
     
  13. Waivers. Contact the travel and insurance manager for interpretations and exceptions to the travel policies.

Section 8. Allowable Delegate Expenses.

  1. Meetings of Other Organizations. Delegates of the Association attending meetings of other organizations (e.g., various sports federations) shall be entitled to the same expense allowances as those outlined for committee members in the NCAA Manual (see Section 7).
     
  2. Games Committees for International Competition. NCAA delegates to games committees appointed to supervise international competition may not receive expenses to more than one meeting during each academic year.
     
  3. Governing Boards of Other Organizations. NCAA delegates to the governing boards of other organizations may claim an expense allowance for each regular or special meeting of the particular board.

Section 9. Prohibition Against Funding Olympics.

Income from the Association's championships shall not be allocated to the Olympic fund.

Section 10. Participation in Media Interviews, Public Forums and Other Media Activities.

The Association policy regarding individuals participating in media interviews, public forums and any other type of media activity to discuss official Association and committee activities is as follows:

  1. General Policy. NCAA committees often are called upon to address high-profile and controversial issues on which individual committee members may have differing viewpoints. Therefore, as a general policy, neither the chair nor any committe member shall speak for or on behalf of the committee regarding the deliberations, actions or decisions of the committee while participating in any type of media activity without first notifying the staff liaison to the committee or the NCAA director of public relations. When participating in media activities, a chair or committee member may speak on his or her own behalf regarding personal opinions and viewpoints related to issues being discussed by the committee without first notifying the staff liaison or the NCAA director of public relations; however, in such instances, the chair or committee member shall make it clear that he or she is expressing viewpoints only and is not representing the views of the NCAA, the committee or other committee members.
     
  2. Press Announcements. Any press announcements concerning the actions taken by any NCAA committee shall be coordinated by the NCAA public relations staff. No announcement by telephone, in-person interview, printed media or any other means about the decisions or actions of any NCAA committee shall be made before the conclusion of the committee meeting.
     
  3. Press Conference at Meeting Sites. At a meeting site of any NCAA committee, the staff liaison assigned to the committee shall work with the public relations staff to administer a press conference if there is a demonstration in advance (before the meeting begins or as a result of the meeting) of interest by news media representatives or the public affairs group staff. Each member of the involved committee shall be requested not to discuss with news media representatives the deliberations or decisions of the committee until the press conference has been concluded or, if there is no press conference, actions of the committee have been released publicly by the NCAA national office.
    1. In such instances, the staff liaison shall inform the public relations staff that there has been a demonstration of interest by the media; the staff liaison shall reserve a room at the meeting site for the press conference. The public relations staff will report the time of the press conference to the interested media.
       
    2. If feasible, the press conference shall not occur until at least one hour after the meeting adjourns. The staff liaison to the involved committee and a member of the public relations staff shall review the actions of the committee with the chair during that time and may participate in the press conference as needed.
       
  4. Other Media Activities. On occasions other than at a press conference as set forth above, any chair or member of any NCAA committee who participates in a press interview, public forum or other type of media activity shall inform the staff liaison and the public relations staff before agreeing to represent the committee. If advance notice is not practical, notification shall take place as soon as possible. If previously undisclosed or controversial information about the business of the committee is discussed, the individual and/or the staff liaison immediately shall inform the NCAA director of public relations, who shall communicate that information to the vice-president for public affairs and to other individuals as appropriate.
     
  5. Any chair or member of any NCAA committee who receives a request for an interview about the business of the committee shall inform the NCAA director of public relations in advance. If advance notice is not practical, the individual shall notify the director of public relations as soon as practicable after a spontaneous interview.
     
  6. Any request for a chair or member of any NCAA committee to participate in a radio call-in show, television interview or program or other type of media activity regarding the business of the committee, shall be directed to and scheduled in advance by the NCAA director of public relations. This does not apply if the request is from media that regularly are in contact with the chair or member or if the interview is in conjunction with a championship and has been arranged by the media coordinator.
     
  7. If a chair or member of an NCAA committee desires to participate in any other type of media activity related to the activities and decisions of the committee (e.g., writing articles to appear in printed media), such chair or committee member shall inform the staff liaison or the NCAA director of public relations in advance. In the case of activities involving written materials to be published in printed media, the chair or committee member shall provide a copy of such materials to the NCAA director of public relations before publication.
     
  8. Speakers Service Summary. Representatives of any NCAA committee who attend other public forums to discuss the business of the committee shall inform the NCAA director of public relations to ensure that the NCAA's participation is recorded in the annual speakers service summary.
     
  9. NCAA Management Councils, Presidents Councils, Division I Board of Directors, Executive Committee and designated committee chairs (e.g., Division I Men's Basketball and Division I Women's Basketball, and Infractions) may be asked by the director of public relations to accept a maximum of three such assignments each year.
     
  10. The organization extending the invitation may be requested to pay expenses and an honorarium or the NCAA may pay all expenses.
  11. Speakers Selection Policy. As a general policy, when an invitation is received, the NCAA participation and speakers service shall attempt to schedule individuals representing the respective committees to participate at meetings that involve a cross section of member institutions and conferences or that involve appreciable attendance by members of other organizations closely related to intercollegiate athletics administration.