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Monthly Update (June 2014)

June 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 to include an item or share comments, and remember to log in to the Division III governance  homepage for the latest news and information.


ADR WORKING GROUPIn December 2013, the Athletics Direct Report (ADR) Working Group was created to examine the current and potential engagement and role of ADRs at the institutional, conference and national levels.  In an effort to better understand the Division III ADR’s current role and engagement levels, in February 2014, the working group developed and distributed a survey to all Division III ADRs.  Click  here for an Executive Summary of the survey results.  Currently, the working group is analyzing the results and anticipates developing a best practices document and future professional development opportunities.

SCT RESOURCEA few weeks ago, a Sickle Cell Trait (SCT) Resource was sent to all head athletic trainers.  The Sport Science Institute believes the resource will be beneficial for institutions and their student-athletes.  The resource outlines the requirements; test payment options if student-athletes want to receive a SCT test; insurance information to possibly off-set the testing costs; and education requirements.

NEW ASSOCIATE DIRECTOR OF DIVISION III.   Jay Jones has been recently appointed as the new Associate Director of Division III governance, effective June 9.  Jay most recently served as commissioner of the Division II Sunshine State Conference.  However, he is no stranger to Division III, having served as Director of Academic and Membership Affairs for Division III from 2006 until 2009, and as Associate Director and Assistant Director of Membership Services immediately prior.  Jay also has extensive athletics administrative experience at the campus level, including stints at St. Louis University, The University of South Florida and The University of Tennessee, Knoxville.  He holds a B.A. from Tennessee and J.D. and M.B.A. degrees from Stetson University.

SPORT SPONSORSHIP AND DEMOGRAPHICS.   The NCAA Institution Sports Sponsorship and Demographic Forms shall be submitted electronically for the 2014-15 academic year, and the submission date is August 15, 2014.  The forms are available only through the Single-Source Sign-On System.  The single-source sign-on administrator for your institution needs to provide appropriate users access to the form by adding it to their list of assigned applications via the Applications Account Maintenance Tool.  Eligibility for postseason events (i.e., championships) may be compromised if you fail to submit the required information.  Please contact Maria DeJulio at 913/397-7668 or if you have questions regarding the form or its submission.

PURCHASING WEBSITE.   Three months remain to use the 2013-14 $500 credit provided to current active and provisional member schools and conferences for use on the Division III Purchasing Website.  The site offers materials like co-branded banners, backdrops, unique signage, T-shirts and other products for use in promoting member institutions’ affiliation with Division III, as well as items for use in activating the partnership with Special Olympics.  Schools and conferences can use the credit before the end of August to buy anything on the purchasing website.  The link is (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).  Approximately two-thirds of Division III schools have not yet used this year’s credit, but the summer months are a great time to place orders.  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.


DIVERSITY SPOTLIGHT.  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 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 towards the institution or conference’s next diversity initiative.  Nominations for the first Spotlight will be solicited in early August.

INSTITUTE FOR ADMINISTRATIVE ADVANCEMENT.   During the recent Regional Rules Seminar held in Atlanta, Division III in coordination with the Office of Inclusion and the Minority Opportunities Athletic Association (MOAA) successfully held the second annual Institute for Administrative Advancement.  The Institute provided a day and half of professional development programming for 30 Division III mid-level administrators of color.  The participants heard from current directors of athletics on topics such as developing leadership skills, mentoring, fundraising, budgeting, and preparing for the next career move.  Next year’s Institute will be held in conjunction with the Indianapolis Regional Rules Seminar.

AWARD FOR DIVERSITY AND INCLUSION.  Nominations for the 2015 Award for Diversity and Inclusion will be available on-line beginning July 15 .  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.

NCAA member institutions, athletics departments and conference offices are eligible to receive the award.  Key characteristics of award winners may include:

  • Focusing on the importance and the benefits of managing diversity, equality and promoting a culture of  inclusion.
  • Raising and deepening awareness of equality and diversity issues, from both an employment and service provision point of view.
  • Providing mentoring opportunities and/or programming internally or externally.
  • Supporting inclusive and/or diversity related educational/professional development opportunities.
  • Implementing creative and inclusive work policies to support the needs of a diverse staff.
  • Fostering an environment that celebrates differences.
  • Contributions in the last year for innovative initiatives that affect the organization internally or externally.

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, 440/788-7474, or Chris Ruckdaschel at , 317/917-6975 with any questions.


A hallmark of Division III campuses is, generally, the smaller size of the schools and the more personal contact the students have with their faculty.  For Division III Faculty Athletic Representatives (FARs), it can be quite a daunting challenge to provide that same level of personal contact when the student-athlete population ranges well into the hundreds and can include upwards of one quarter of the entire student-body.  To help ensure that personal contact, many schools have developed faculty mentor programs, where faculty volunteer to work with a specific team or group of teams to help support their academic, athletic and social endeavors. 

Typically, these programs involve volunteer faculty who meet regularly with the student-athletes, attend practices, occasionally travel with the teams, and even sit on the benches during games.  The goal of these efforts is to build relationships between the faculty and the student-athletes; provide an additional point of contact for advice and support; and, for the faculty member, develop a better understanding of the student-athlete experience.  FARs are typically involved in developing and coordinating the programs and helping to recruit the volunteer faculty. 

A lively exchange last year on the Faculty Athletics Representatives Association Division III listserv resulted in a list of recommendations from FARs who have worked with faculty mentor programs in the past, and a set of descriptions from a trio of Division III institutions with active and successful programs.  These resources can be found on the FARA website:

For further information on the mentor programs please contact Michael Miranda at


FINANCIAL AID RESOURCE.  The Academic and Membership Affairs staff has created a resource that is intended to facilitate communication across all campus constituencies (e.g., director of athletics, director of financial aid, development office, admissions office and athletics compliance) with a role in the institution’s financial aid awarding process.  The NCAA Division III Financial Aid Committee recommends that Division III institutions engage in these conversations regularly to help ensure compliance with Bylaw 15.  Member institutions and conferences may access the Financial Aid – Consistent Financial Aid Resource here.

FINANCIAL AID REPORTING PROGRAM FINDINGS.    Division III and NCAA research is pleased to announce the release of three reports that capture nine years of findings and review results from the NCAA Division III Financial Aid Reporting Program. These reports summarize the work of the NCAA Division III Financial Aid Committee through the nine reporting cycles and provide an analysis of the criteria the committee has employed to select institutions for review. They will allow institutions to monitor trends across the division and at your institution while serving as a key compliance tool.  Click  here for the findings.


SPOTLIGHT POLLThe NCAA Division III Special Olympics Spotlight Poll is a story-telling initiative located on  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

May WINNERAfter 866 total votes,  Heidelberg’s SAAC assists with statewide basketball tournament won the May Special Olympics Spotlight poll with 58% (515) of the votes! Johnson & Wales University  came in second with 33% (290) of the votes. Heidelberg University will receive $500 to use for its next Special Olympics event!

June Nominees:

Calvin College Hosts Southwest Michigan Spring Games

NACC SAAC Honors Olympians at Conference Tourney

Randolph Raises Funds for Special Olympics Virginia

Click here to vote starting Monday, June 2.   The winner will be announced on June 27, 2014.

SOCIAL MEDIA   During a yearlong celebration of Division III's 40th anniversary, is publishing weekly profiles of student-athletes who attended Division III member institutions during the past 40 years. The stories will continue to post each Wednesday through June 25, 2014. 

SOCIAL MEDIAWe held 11 NCAA Championship events during the month of May. Check our  Facebook page to learn who was crowned the 2014 national champions! Follow the conversation on Twitter  for all Division III news and updates.


RULE OF THE MONTHWhile NCAA Bylaw 13.9 precludes member institutions from using any type of letter of intent or similar commitment to participate in athletics, prospective student-athletes (PSAs) may still participate in celebratory signing activities.  These types of celebratory signing events are a way for prospective student-athletes, with their families and friends, to be recognized in their local community and by their high school.  How can a Division III prospective student-athlete take part in these signing day events?

  1. PSA may sign an institution's regular acceptance offer letter for all students.
  2. If the institution does not have a regular acceptance offer letter, PSA may sign a blank piece of paper. 

Here are a few additional reminders:

  1. An institution would be precluded from “creating” an athletics offer or commitment letter.
  2. An institution’s coach may not be present at celebratory signings if the media is present. (Bylaw


NCAA CAREER IN SPORTS FORUM (CSF). 200 participants (including 57 from Division III ) were selected among more than 1,100 nominated applicants to attend the 2014 NCAA Career in Sports Forum (CSF), which will take place June 5-8 in Indianapolis. Hosted annually by the NCAA, the four-day event brings together selected student-athletes and NCAA scholarship recipients to learn about careers in sports business, with a focus on intercollegiate athletics. Participants will also have the opportunity to engage with and learn from successful professionals within the sports business field. For more information on the CSF, please visit the NCAA Leadership Development website.

DIVISION III ETHNIC MINORITY AND WOMEN’S INTERNSHIP GRANT. Recipients of the Division III Ethnic Minority and Women’s Internship Grant for the 2014-16 grant cycle have been announced. Of the 73 applicants, 16 schools and two conference offices were selected to receive the two-year grant. During each of the two years of grant funding, the NCAA provides $20,100 to support the salary and benefits of the hired intern, as well as $3,000 in professional development funds. For more details regarding the program and eligibility, visit the grant website. Proposals for the 2015-17 grant cycle can be submitted starting Monday, September 15, 2014, via the NCAA Program Hub. The deadline to submit a proposal will be Friday, January 30, 2015. Please contact Sarah Sadowski at 317/917-6714 or if you have any questions regarding the grant.

DIVISION III STRATEGIC ALLIANCE MATCHING GRANT. Recipients of the Division III Strategic Alliance Matching Grant for the 2014-17 grant cycle have been announced. Of the 32 applicants, four schools and three conference offices were selected to receive the grant. Recipients are required to make a five-year commitment in order to receive grant funding. The NCAA provides funding for the first three years of the grant (75 percent of the proposed salary and benefits for the first year, 50 percent for the second and 25 percent for the third) and the school or conference office must propose how they intend to provide the additional funding requirements, for not only the first three years of the grant but also how they plan to fund the position fully for the additional two years. During the first three years of the grant, the NCAA will also reimburse recipients for $1,500 in professional development funds for each year and $1,000 in technology funds for the first year. For more details regarding the program and eligibility, visit the grant website. Proposals for the 2015-18 grant cycle can be submitted starting Monday, September 15, 2014, via the NCAA Program Hub. The deadline to submit a proposal will be Friday, January 30, 2015. Please contact Sarah Sadowski at 317/917-6714 or if you have any questions regarding the grant.


CHAMPS BUDGET SURVEY. Recently the Strategic Planning and Finance Committee (SPFC) sought input from a membership “focus group” as well as all current Division III sport committee members regarding the Division III budget and specific championships budget saving initiatives.  Respondents were asked for their opinion on key championships policies in light of current projected championships travel overages and the need for long-term cost-saving initiatives.  Click  here for an Executive Summary of the survey results.  Both the Championships Committee and SPFC are using the survey results as a basis for conversation as they develop and propose budget recommendations to the Councils.


Two committees conducted in-person meetings in May.

Recruiting Working Group, May 28

Championships Committee, May 28-30








June 3-6

Regional Rules Seminar

San Diego, California

June 11-12

Membership Committee Meeting

Indianapolis, Indiana

July 17-19

Postgraduate Scholarship Committee Meeting

Indianapolis, Indiana

July 18-20

National SAAC Meeting

Indianapolis, Indiana

July 21-22

Management Council Meeting

Indianapolis, Indiana

August 6

Presidents Advisory Group Meeting

Indianapolis, Indiana