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Monthly Update (Aug. 2014)

Issue No. 109 - August 2014

This update is a tool to enhance communication between the NCAA national office and the NCAA Division III membership, with distribution to directors of athletics, senior woman administrators, faculty athletics representatives, presidents, national SAAC, conference commissioners and the NADIIIAA list serve. We encourage directors of athletics to share this communication with their athletics department staff. Please contact Louise McCleary at lmccleary@ncaa.org to include an item or share comments, and remember to check out the Division III governance homepage for the latest news and information.

Hot topics

Diversity spotlight initative. In coordination with the NCAA Office of Inclusion and the Division III Commissioners Association, and specifically the Diversity and Well-Being Subcommittee, Division III is pleased to announce a new initiative. The Diversity Spotlight Initiative will recognize and promote outstanding diversity development related projects, programming and initiatives that are occurring on Division III campuses and conference offices. Beginning in September, an institution or conference will be recognized each month regarding a diversity related event, programming or initiative effort. The recognition will include a story in the monthly update as well as recognition on the Division III website and social media in addition to $500 toward the institution or conference’s next diversity initiative. Nominations should describe the initiative, project, or program’s impact on diversity at the institution, conference office or community. This includes the philosophy behind it, who it affects, and why it came into existence. Nominations for each month’s Diversity Spotlight will open on the first of every month starting Friday, August 1, 2014, and the deadline is the 20 th of each month. The recognized school or conference will be announced at the beginning of every month. To submit for consideration for the September Diversity Spotlight, please email Mandy Pulido, with a brief statement (no more than 500 words) as to why your institution or conference office deserves to be the spotlight winner. Attach a photo if applicable.

Sport sponsorship and demographic form. The Sport Sponsorship and Demographic Form is currently available to the membership. Completing the form is a membership requirement and must be submitted not later than August 15. Access to the site is through the NCAA single-source sign-on; the instructions and frequently asked questions documents found within the site will guide the user through each area of the form. If you have additional questions please contact Maria DeJulio.

Updating your contact information. Is your institution’s contact information up to date? For all personnel changes, go to ncaa.org and hover over the “Division III” link on the top right of the page. Select “NCAA On-line Directory”, click on the active membership link and then go to your institution’s page. In the upper right corner of the page is the submit change link.

Budget update. At its July in-person meeting, the Division III Management Council voted in favor of five proposals from the Division III Strategic Planning and Finance Committee which will eliminate an estimated $2.17 million from the championships budget in the 2014-15 academic year. Click here for the full story.

NCAA required forms timetable. Please click here for a chart that provides the website links and submission dates for key NCAA Division III required forms.

40th anniversary wrap up. Division III has concluded its 40th Anniversary celebration by finishing its 40-in-40 series of online profiles of former student-athletes. The series showed how individuals ranging from the current White House chief of staff to an Oscar-winning film producer to three prominent female broadcasters who followed their passions and discovered their potential while on Division III campuses. While those 40 stories included in the series were noteworthy, the featured individuals provide only a small sampling of the achievements of former Division III student-athletes, in a wide variety of professions and avocations. Last summer, Division III conferences and schools suggested nearly 120 individuals worthy of inclusion in the series. As a final salute to the many former student-athletes who have competed since 1973 at Division III schools, brief profiles of individuals who were nominated for but not included in the 40-in-40 series recently were posted at NCAA.org. Following kickoff activities last summer, the 40th Anniversary also was celebrated throughout the year at Division III championships, where approximately 7,000 participants in finals were provided with either a 40th Anniversary uniform patch or helmet decal. Signage dedicated to the 40th Anniversary also was displayed at finals sites.

Purchasing website. Division III again will offer a $500 credit during 2014-15 for the purchase of materials like co-branded banners, backdrops, unique signage, T-shirts and other products, for use in promoting member institutions’ affiliation with Division III. The site also will continue to offer items for use in activating Division III’s partnership with Special Olympics. The site is expected to offer a few new items beginning in September. Meanwhile, schools and conferences that have not used the 2013-14 credit have until August 29 to buy anything currently available on the purchasing website (a few items, including all 40th Anniversary materials, no longer will be available after that date). The link for the purchasing website is ncaa.sourceoneordering.com (no "www" or "http" needed). Access the site by entering the email address of your institution's director of athletics (or for conferences, the commissioner's email address) as the username, and then enter the password you created the first time you logged into the site (those logging in for the first time can create any password). Assistance with logging in to the site, updating records to reflect a new director of athletics’ email address, delegating log-in access to another staff member, resetting passwords and placing orders is available from Amy Byrnes at Source One Digital.

Faculty athletic representative (FAR) updates

The Faculty Athletic Representatives Association (FARA) will be celebrating its 25th anniversary at this year’s Annual Meeting and Symposium, scheduled for November 13-15 in New Orleans. After twenty-five years, FARA continues to ensure that the academic mission is still at the forefront of intercollegiate athletics. Nowhere is that emphasis more obvious than in Division III where the concept that the student-athlete is just that, a student who is also an athlete, informs all that you do. The programming for the FARA Annual Meeting reflects that commitment. In addition to the Association-wide sessions, featuring a welcome address from Dr. Mark Emmert, NCAA President, there are over a dozen hours of division specific programming spread over the meeting’s two and a half days. Among the sessions planned by the Division III FARA leadership are sessions on Integrating Academics and Athletics; a review of the Division III philosophy and its role in guiding athletics; and the ever-popular “Now What Do I Do” session to wrap up the meeting and discuss real actions that can make an impact on your campus. Additional information on the sessions and registration materials will be available on the FARA website ( www.farawebsite.org) in mid-August. Faculty athletic representatives (FARs) will be notified directly when registration opens.

Special Olympics

Spotlight poll. The NCAA Division III Special Olympics Spotlight Poll is a story-telling initiative located on ncaa.org/D3SpecialOlympics. It features three new stories per month – each highlighting a Division III and Special Olympics joint activity or event. The story with the highest number of votes on the 25th day of each month is the winner. That institution or conference will be given $500 to use for its next Special Olympics event. Other perks for winning include being recognized in the Division III Monthly Update and on the Division III Special Olympics website. Both written and digital (video, photo book, etc.) submissions will be accepted. Featured stories are selected based on inclusion of the student-athlete perspective and Division III messaging. To submit a story for consideration, please email d3specialolympics@ncaa.org.

July winner. After 2,278 total votes, CSAC Student-Athletes, Administrators Volunteer at 2014 USA Gameswon the July Special Olympics Spotlight poll with 63% (1,440) of the votes! Swarthmore College came in second with 37% (838) of the votes.

August nominees. At the time of the Monthly Update publication, there were no August nominees for the Special Olympics Spotlight Poll. We encourage schools and conference offices to submit stories for consideration for the September Spotlight Poll. All submissions should be emailed to d3specialolympics@ncaa.org by September 25.

The next poll will open Monday, September 1. The winner will be announced September 28, 2014.

Social media

NCAA.org. After a redesign on NCAA.org, theDivision III home page has a new look! Check out the many features, videos, resources and 40-in-40 profiles featured on the page. A number of Division IIIstudent-athletesare also featured in theSummer of Success content package that highlights the interesting things student-athletes are doing over the summer months.

Social media. Join in the conversation this month on Twitter using the hashtag #SummerU. Share stories, photos and videos of student-athletes doing interesting things during the summer months. Be on the lookout for #SummerU-related tweets from our @NCAADIII account.

Academic and membership affairs (AMA)

Rule of the month. Certification Requirements. Per NCAA Bylaw 3.2.4.3 (Certification of Eligibility/Declaration of Ineligibility), all member institutions are required to certify the eligibility of each of their student-athletes on an annual basis. Prior to allowing a student-athlete to participate in any athletically related activities (practice or competition), a member institution is required to administer the following:

  1. Student-Athlete Health Insurance Portability and Accountability Act (HIPAA) Authorization/Buckley Amendment Consent Form [Bylaw 3.2.4.7]; while the institution must administer this form the student-athlete is not required to sign this form as a condition of eligibility.
  2. Certification of Insurance Coverage [Bylaw 3.2.4.8];
  3. Confirmation of Sickle Cell Trait Status – or Signed Waiver [Bylaw 17.1.6.4.1]; and
  4. Mandatory Medical Exam [Bylaw 17.1.6.4].

Prior to allowing a student-athlete to participate in intercollegiate athletics competition, a member institution is required to have the following information on file:

  1. Signed Student-Athlete Statement [Bylaw 3.2.4.5];and
  2. Drug-Testing Consent Form [Bylaw 3.2.4.6].

Generally, violations with respect to these bylaws due to administrative errors are institutional violations but they do not impact a student-athlete’s eligibility. If you have any additional questions, contact your institution’s conference commissioner or AMA staff.

Getting in the game. It’s time to get back in the game. The 2014-15 Division III: Getting in the Game educational tool (http://ncaagetinthegame.org ) was launched August 1 . Getting in the Game is a video experience designed to provide institutions with general compliance education for athletics administrators. Many Division III administrators have found the site helpful as they guide student-athletes through the process of completing annual NCAA compliance forms. The site also provides links to the Division III homepage and other helpful resources. This year’s update marks a transition for the location of the video content. While the main Getting in the Game page will have downloadable video packages, individual videos from each section are now viewable on YouTube.

2014-15 NCAA Division III rules test. The 2014-15 NCAA Division III Rules Test was activated August 1, 2014 , and simultaneously, the 2013-14 test is no longer available. The 2014-15 test should be administered online and may be accessed by clicking on the following link: 2014-15 NCAA Division III Rules Test . Administering the test online allows users and the NCAA national office the ability to view incorrect answers and use these results to gauge membership educational needs. The 2014-15 NCAA Division III Rules Test PowerPoint also is now available and may be accessed using the same link as the rules test. The PowerPoint may be used as a resource to supplement educational needs. As a reminder, all head coaches and athletics administrators with compliance responsibilities must take the rules test annually. Institutions must file a secondary violation for failure to adhere to this annual requirement. Questions relating to the rules test should be directed to Ms. Robin Burger.

Student-athlete reinstatement update. The Division III Committee on Student-Athlete Reinstatement met during May 2014. Among other items, the committee amended the guideline specific to permitting community service in lieu of repayment of impermissible benefits received. Student-athletes may complete community service at a rate of one hour for every $20 of impermissible benefits received, not to exceed a total of 50 hours. Student-athletes have one year to complete the community service, or it must be completed prior to exhausting eligibility, whichever comes first. The committee noted culpability of the student-athlete should continue to be assessed given community service may only be used in place of repayment, not withholding from competition. Please see the updated guidelines on the Student-Athlete Reinstatement webpage and in RSRO under the “resources” tab.

NCAA Division III manuals. Institutions will be receiving the 2014-15 NCAA Division III Manuals shortly after August 1. A full version of the Manual can still be obtained online via the Legislative Services Database for the Internet and a .pdf may be downloaded at http://www.ncaapublications.com/ on August 15, 2014.

NCAA convention Division III IPOPL. The 2014 NCAA Convention Division III Initial Publication of Proposed Legislation (IPOPL) will be available through the NCAA website ( www.ncaa.org) August 15, 2014 . The IPOPL presents all proposed amendments to NCAA legislation that were properly submitted in accordance with the July 15 deadline in the NCAA legislative calendar. The IPOPL may contain proposals that are sponsored by only one member conference or 10 member institutions. If a proposal is not properly co-sponsored by September 1, 2014, the proposal will be automatically withdrawn. Sponsors of the proposals are permitted to refine and change amendments in any manner germane to the proposal as presented until September 15. Such changes may either increase or decrease the modification set forth in the original proposal. Click here for additional information. No new proposals may be submitted by the Division III membership for the 2015 Convention after the July 15 deadline has passed. Member institutions and conferences that wish to offer and suggest revisions to an amendment are encouraged to contact the designated primary contact person as listed with each proposal. Such contacts should be made as early as possible and prior to the September 15 deadline to ensure time for appropriate consideration by the sponsors.

The IPOPL is not mailed to Division III institutions. The online version of the IPOPL continues to contain all the information of the former hard-copy version and can be printed from your computer in the traditional format. The IPOPL is produced directly from the Legislative Services Database for the Internet (LSDBi ) each time it is downloaded. Therefore, the content of the publication may change each time it is accessed from the NCAA webpage. As modifications or corrections are made to proposals during the sponsor modification period, updates will be made to LSDBi and those changes will be reflected in this document.

The 2015 NCAA Convention Division III Second Publication of Proposed Legislation (SPOPL) will be made available online to the membership September 23. The 2015 NCAA Convention Division III Official Notice, which will include final versions of proposed legislation, will continue to be made available to Convention attendees in both printed and online formats. The Official Notice will be made available November 15.

Please contact Brandy Hataway (bhataway@ncaa.org) if you have any questions regarding the online versions of either the IPOPL or SPOPL.

Financial aid best practices

With the 2014-15 reporting cycle upon us, the Financial Aid Committee strongly encourages each institution to conduct a self-assessment using the reports available through the Financial Aid Data Management System (FADMS), ensure that the data being submitted is accurate, make use of the Policies and Procedures Worksheet found in the FADMS Users’ Guide, and take advantage of any educational opportunities provided by the NCAA staff and conference offices. These self-assessments should occur on a regular and periodic timetable. The use of the self-assessment tools and educational seminars can help ensure that member institutions are doing their part to uphold the Division III financial aid bylaws.

Here’s how to take action:

  1. Schedule regular and periodic meetings with the athletics director, financial aid director and admissions director to review current institutional financial aid policies and procedures in relation to athletics and NCAA bylaws.
  2. Distribute the Division III Financial Aid Educational Resource to all relevant campus constituents (e.g., financial aid, athletics, admissions, development).
  3. Participate in educational sessions via the NCAA Convention, Regional Rules Seminar or with your conference office.
  4. Utilize the reports available to you via the FADMS – school profile reports, review history and trend reports, division-wide review results, and division-wide findings.
  5. Seek answers and increase understanding by using available resources – the athletics department, the conference office and NCAA staff.

Please contact Eric Hartung (ehartung@ncaa.org ), Associate Director of NCAA Research, or Brandy Hataway (bhataway@ncaa.org), Associate Director of Academic and Membership Affairs, should you have any questions regarding the application of Division III financial aid legislation or general questions about the financial aid reporting process.

Educational information

NACWAA Division III Advancement Forum. Offered at the beginning of the NACWAA National Convention and sponsored by the NCAA Division III governance staff, this half-day workshop is specifically designed for women who are interested in becoming Division III athletics directors. This year’s forum will occur Sunday, October 12 , from 8 a.m. to 1 p.m. in Louisville, Kentucky. Topics discussed include preparing your resume and cover letter for the AD search as well as interviewing techniques and contract negotiations, managing a department budget, and discussing transitional issues as you prepare to become an AD. This year also will feature a “town hall” session with the presenters so participants can ask an array of questions. Space is limited to the first 30 qualified Division III NACWAA convention registrants who have not previously attended the NCAA Division III Advancement Forum. On the NACWAA registration site select Division III Advancement Forum to secure a spot. Attendees will also receive a registration fee waiver from the NCAA to attend the 2015 NCAA Convention. Attendees MUST register for the NACWAA National Convention in order to attend the Division III Advancement Forum.

Division III NACWAAnext. In conjunction with the 2014 NACWAA National Convention, October 12-14 in Louisville, NACWAA is inviting all Division III women athletics directors and commissioners to attend a Division III NACWAAnext planning session and networking dinner Tuesday, October 14 from 5:30 to 8 p.m. (dinner cost will be paid by attendees). NACWAAnext (network of extraordinary talent) is a platform to bring together women athletics directors and conference commissioners to discuss current issues, share best practices, gain insights and create meaningful relationships.

Award for Diversity and Inclusion. Nominations for the 2015 Award for Diversity and Inclusion are available here . The award represents a partnership formed by the NCAA and the Minority Opportunities Athletic Association (MOAA) to recognize and celebrate the initiatives, policies and practices of institutions, athletics departments, and/or conference offices that embrace diversity and inclusion across the intercollegiate athletics community. This can be through community service, professional development, hiring practices and/or programming activities that enhance opportunities for people of diverse cultures, backgrounds and experiences.

Self-nominations will be welcome and two letters of support must accompany each nomination. The winner will be recognized at the 2015 NCAA Convention and participate at the MOAA Symposium to be held in conjunction with the NACDA Convention in June 2015. Please contact Katie Newman at knewman@nacda.com, 440/788-7474, or Chris Ruckdaschel at cruckdaschel@ncaa.org , 317/917-6975 with any questions.

Committee updates

Several committees conducted in-person meetings in July.

Key dates for August through October 2014

Dates Meetings/Championships Location
August 6 Presidents Advisory Group Meeting Indianapolis, Indiana
August 7 Presidents Council Meeting Indianapolis, Indiana
September 7-8 Championships Committee Meeting Indianapolis, Indiana
September 16 Nominating Committee Meeting Indianapolis, Indiana
September 21-23 Committee on Women's Athletics Meeting Indianapolis, Indiana
September 21-23 Minority Opportunities and Interest Committee Meeting Indianapolis, Indiana
September 25-26 Interpretations and Legislation Committee Meeting Indianapolis, Indiana
October 20-21 Management Council Meeting Indianapolis, Indiana
October 29-30 Presidents Council Indianapolis, Indiana