Intercollegiate Athletics Policy Manual

5.00 Compliance

5.11.1 Bylaw 11 - Personnel

Outside Income

1.0 PURPOSE

This procedure establishes guidelines pursuant to NCAA Bylaw 11.2.2 for monitoring permissible athletically-related income for athletics departments staff.

2.0 POLICY

The policy of The University of Texas is to ensure all athletically related income is permissible in accordance with institutional, Big 12 Conference, and NCAA.

3.0 INDIVIDUAL(S) RESPONSIBLE

Athletics Staff
Compliance Assistant
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
Director of Compliance
Senior Associate Athletics Director for Sport Programs

INDIVIDUAL(S) AFFECTED

Associate Athletics Director for Compliance

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.1 Handbook of Operating Procedures - Sec. 3.19. Faculty Consulting and Other Professional Activities, Including Outside Employment. http://www.utexas.edu/policies/hoppm/h0319.html

4.2 Rules and Regulations of the Board of Regents Series: 30103 - Standards of Conduct

4.3 Rules and Regulations of the Board of Regents Series: 30104 - Conflict of Interest

4.4 The University of Texas at Austin- Office of the President-Policy Memorandum 7.205
Penal Code, Title 8. Offenses Against Public Administration, Chapter 36.Bribery and Corrupt Influence.

4.5 The Texas Ethics Commission - A Guide to Ethics Laws for State Officers and Employees

4.6 The Texas Ethics Commission - Can I Take It? Pamphlet

4.7 The Texas Ethics Commission - Can I Take This Trip? Pamphlet

4.8 Outside Income Memo

4.9 Outside Athletically Related Income Approval Form - Predicted Income

4.10 Outside Athletically Related Income Approval Form - Actual Income

4.11 Outside Income Spreadsheet

4.12 Outside Income Memo - New Employees

4.13 Outside Employment Approval Form

4.14 Coaches Appearance Form

4.15 Compliance Office Coach Appearance Approval Policy and Procedure

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

9/03

1.0

New Procedure

Not Applicable

9/1/05

1.1

Codified Policy and Procedure

All

10/2/06

1.2

Codified Policy and Procedure

All

10/1/06

1.3

Codified Policy and Procedure

All

12/11/07

1.4

Codified Policy and Procedure

All

6.0 PROCEDURE

6.1 Predicted and Actual Athletically Related Outside Income

6.1.1 The Director of Compliance e-mails the Outside Income Memo to all athletics staff excluding clerical and secretarial staff the first week in October.

6.1.2 All athletics staff excluding clerical and secretarial staff reports outside athletically related income that he or she received that academic year (i.e., September 1 through August 31) on the Outside Athletically Related Income Report Form.

6.1.3 All athletics staff excluding clerical and secretarial staff signs, dates, and returns both forms referenced above to the Compliance Office by the requested deadline stated in the memo provided.

6.1.4 The Director of Compliance e-mails all athletics staff that did not submit the requested forms within two calendar days following the original deadline to remind them of the reporting requirements.

6.1.4.1 The deadline for the second request for submission of the required outside income forms is one week from the date of the e-mail reminder.

6.1.4.2 The Director of Compliance copies the direct supervisor of the athletics staff on the e-mail reminder.

6.1.5 The Director of Compliance e-mails the direct supervisor of the athletics staff that did not submit the requested forms within two calendar days following the second request deadline.

6.1.5.1 The Director of Compliance requests the supervisors assistance in obtaining the required outside income forms from the athletics staff member(s).
6.1.5.2 The direct supervisor requests the athletics staff submit the required outside income forms to the Compliance Office within two business days following the direct supervisors' notification.

6.1.6 The Director of Compliance receives all required outside income forms, predicted and actual, from all athletics staff excluding clerical and secretarial personnel.

6.1.7 The Director of Compliance enters the data from the forms on the Outside Income Spreadsheet upon receipt of the forms.

6.1.8 The Director of Compliance scans and saves the actual athletically related outside income forms as the name of the employee at P:\Compliance\2006-2007\Bylaw 11-Personnel\Outside-Income\Scanned Outside Income Forms.

6.1.9 The Director of Compliance obtains the signatures of the Men's Athletics Director, Women's Athletics Director on the Outside Income Spreadsheet once finalized, the athletics director will receive approval from the president's office.

6.1.10 The Director of Compliance scans and saves the signed Outside Income Spreadsheet as Outside Income Spreadsheet_06-07_FINAL at P:\Compliance\2006-2007\Bylaw 11 - Personnel\Outside Income.

6.1.11 The Director of Compliance e-mails the Outside Income Memo to all new full-time or part-time athletics staff excluding clerical or secretarial staff within one month of their start date.

6.2 Approval for Outside Employment or Appearances

6.2.1 All athletics department staff members must obtain prior approval for all outside employment on the Outside Employment Approval Form

6.2.1.1 The athletics staff member completes the Outside Employment Approval Form prior to engaging in any outside employment.

6.2.1.2 The athletics staff member obtains his or her direct supervisor's approval for the outside employment.

6.2.1.2.1 The direct supervisor approves or denies the request for outside employment.

6.2.1.2.2 If approved, the direct supervisor signs and dates the form and returns it to the athletics staff member.

6.2.1.3 The athletics staff member submits the form to the Director of Compliance for review and approval in accordance with NCAA and UT policies for outside employment.

6.2.1.3.1 If approved, the Director of Compliance signs, dates, and forwards the form to the appropriate athletics director for approval.

6.2.1.4 The Director of Athletics approves or denies the request for outside employment and returns the form to the Director of Compliance.

6.2.1.5 If approved by the Athletics Director, the Director of Compliance forwards the form to the Vice President for Institutional Relations and Legal Affairs.

6.2.1.6 The Vice President for Institutional Relations and Legal Affairs approves or denies the request for outside employment and returns the form to the Director of Compliance.

6.2.1.7 If approved by the Vice President for Institutional Relations and Legal Affairs, the Director of Compliance scans and saves the form as [name of individual_approved mm-dd-yy].

6.2.1.8 The Director of Compliance e-mails the approved form to the individual requesting the approval and copies all individuals involved in approving the outside employment.

6.2.2.8.1 Refer to the Compliance Office Coach Appearance Approval Policy and Procedure regarding this process.

Coaches Certifications to Recruit Off-Campus

1.0 PURPOSE

This procedure establishes guidelines pursuant to NCAA Bylaw 11.5 and Big 12 Conference Rules for the certification of off-campus recruiters on an annual basis as to their knowledge of applicable recruiting, eligibility, and financial aid rules.

2.0 POLICY

The policy of The University of Texas at Austin is to ensure the institution's adherence to and understanding of NCAA Bylaw 11.5 and the Big 12 Conference rules test procedures.

All coaches and graduate assistant coaches are required to successfully complete the NCAA and Big 12 Conference coaches' tests.

All other support staff (e.g. administrative assistants, directors of operations and volunteer coaches) are required to take the NCAA and Big 12 tests on one occasion and review the results of their test with a member of the compliance staff upon completion of the test. A passing grade is not required.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Director of Compliance
Administrative Associate for Athletics Compliance

INDIVIDUAL(S) AFFECTED

Assistant Coaches
Compliance Assistant
Directors of Operations
Compliance Coordinator
Graduate Assistant Coaches (football and rowing)
Head Coaches
Sport Administrative Assistants/Associates
Volunteer Coaches

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.16 NCAA Instructions for Accessing the Online Test http://web1.ncaa.org/coachesTest/exec/practiceexam?division=1

4.17 NCAA Recruiting Test Outline

4.18 NCAA New Legislation Summary

4.19 Big 12 Conference Practice Test and Answer Key - sports other than football and basketball

4.2 Big 12 Conference Practice Test and Answer Key - football and basketball

4.21 NCAA Exam Instructions

4.22 Big 12 Conference Exam and Answer Key - sports other than football and basketball

4.23 Big 12 Conference Exam and Answer Key - football and basketball

4.24 NCAA Test Procedures

4.25 Big 12 Conference Policies for Administering the NCAA Exam

4.26 American Football Coaches Association Code of Ethics

4.27 Big 12 Conference Rules Exam Procedures

4.28 NCAA Certifying Administrator Form

4.29 Big 12 Conference Rules Exam Results Form

4.3 Coaching Staff Limits Spreadsheet

4.31 (P:\Compliance\applicable year\Bylaw 11

4.32 Personnel\11.7_Limitations on Number and Duties of Coaches)

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

2003-2004

1.0

New Procedure Not Applicable

04/12/06

1.1

Revised

Policy and Procedure

10/25/07

1.2

Updated

Policy and Procedure and Forms

1/11/08

1.3

Revised

6.11.2

6.0 PROCEDURE

6.1 The Big 12 Conference (Big 12) e-mails the UT Compliance Office in April/May of the availability of:
• The NCAA Instructions for Accessing the Online Test
• NCAA Recruiting Test Outline
• NCAA New Legislation Summary
• Big 12 Conference Practice Exam and Answer Key - sports other than football and basketball
• Big 12 Conference Practice Exam and Answer Key - football and basketball.

6.2 Upon notification from the Big 12, the Director of Compliance (DOC) distributes the NCAA and Big 12 practice exams to the compliance staff and requests that they take the practice exam by an established deadline (e.g., 5-business days from distribution).

6.2.1 The compliance staff reports feedback on the NCAA and Big 12 practice Exams to the DOC by the requested deadline.

6.2.2 If necessary, the DOC communicates to the Big 12 and/or NCAA Membership Services contact any issues with the NCAA or Big 12 practice exams prior to distributing the practice exams to the coaching and other athletics staff required to take the exams.

6.3 The Administrative Associate (AA) schedules tentative dates and times for the following activities:

6.3.1 Optional one-hour review session of the NCAA and Big 12 practice exams in preparation for the final exams in June.

6.3.2 Testing date in June that allows for at least a three-hour window of time for coaches and staff to take the online NCAA and Big 12 exams (generally scheduled immediately after optional review session).

6.3.3 Make-up testing date(s) in July.

6.3.4 The dates and times are dependent upon availability of the Bible Academic Center (BAC) computer lab and Moncrief-Neuhaus (MNC) computer lab.

6.3.5 Permission for use of these computer labs on the specified dates and times must be granted by the Senior Associate Athletics Director for Student Services (SAADSS) for the BAC and by the Assistant Athletics Director for Student Services (AADSS) for the MNC.

6.4 The DOC distributes via e-mail the NCAA Instructions for Accessing the Online Test, the NCAA Recruiting Test Outline, and the NCAA New Legislation Summary to all coaching staff members (including volunteer coaches and graduate-assistant coaches in football and rowing) and athletics department personnel with recruiting responsibilities (e.g., directors of operation, administrative assistants/associates).

6.4.1 The DOC requests these individuals to take the practice exams prior to the designated date for the optional review.

6.4.2 The DOC encourages the coaching staff to forward any questions that arise in their completion of the practice exam to the DOC prior to taking the final exam.

6.5 The DOC saves all correspondence from the NCAA, Big 12 and DOC to the coaching and athletics staff at P:\Compliance\applicable year\Bylaw 11 - Personnel\Coaches Certification Exam (11.5).

6.6 Upon notification from the Big 12 and/or NCAA of the availability of the final exams and policies and procedures, the DOC distributes the exams to the compliance staff and requests that they take the exam by an established deadline (e.g., 5-business days from distribution).

6.6.1 Compliance reports feedback on the NCAA and Big 12 exams to the DOC by the requested deadline.

6.6.2 If necessary, the DOC communicates to the Big 12 and/or NCAA Membership Services contact any issues with the NCAA or Big 12 exams prior to distributing the exams to the coaching and other athletics staff required to take the exams.

6.7 The DOC creates a PowerPoint presentation summarizing the main points of interest in both the NCAA and Big 12 final exams.

6.8 The DOC conducts the optional review session prior to the exam dates and reviews the PowerPoint presentation developed.

6.8.3 The AA video records and creates a DVD of the review session and provides to any individual that requests a review prior to taking the final exams.

6.9 The DOC administers the on-line NCAA Coaches Certification Exam in accordance with the NCAA and Big 12 policies and procedures.

6.9.1 Coaching staffs that are within the limitations of off-campus recruiters per NCAA Bylaw 11.7.4 are not permitted to recruit off-campus starting August 1st until they have successfully completed the NCAA exam for that applicable academic year.

6.9.2 Coaching staffs within the limitations of off-campus recruiters per NCAA Bylaw 11.7.4 that do not successfully complete the NCAA exam must wait 30-days before retaking another version of the exam and are withheld from recruiting off-campus if after August 1st.

6.9.3 The DOC completes the Certifying Administrator Form after each testing date conducted.

6.9.4 The DOC saves a pdf version of the Certifying Administrator Form at P:\Compliance\applicable year\Bylaw 11 - Personnel\Coaches Certification Exam (11.5)\NCAA Coaches' Exam\Exam Results.

6.9.5 The DOC e-mails the completed Certifying Administrator Form to the Big 12.

6.10 The DOC administers the applicable hard copy Big 12 Exam to all coaches and athletics staff required to take the exam in accordance with the Big 12 policies and procedures and in conjunction with the NCAA Exam.

6.10.1 The DOC completes the Big 12 Conference Rules Exam Results Form after each testing date conducted.

6.10.2 The DOC saves a pdf version of the Certifying Administrator Form at P:\Compliance\applicable year\Bylaw 11 - Personnel\Coaches Certification Exam (11.5)\Big 12 Rules Exam\Exam Results.

6.10.3 The DOC e-mails the completed Big 12 Conference Rules Exam Results Form to the Big 12.

6.11 The DOC tracks each required individual's completion of the NCAA and Big 12 exams on the Coaching Staff Limits Spreadsheet.

6.10.1 The DOC places a "^" by all coaches who have successfully completed the NCAA exam.

6.10.2 The DOC places a "+" by all coaches who have completed the Big 12 exam.

6.10.3 The DOC highlights in yellow those individuals required to take the NCAA exam and have yet to fulfill the requirement.

6.10.4 The DOC highlights in red those individuals required to take the Big 12 exam and have yet to fulfill the requirement.

6.10.5 The DOC highlights in peach the individuals who attempted the NCAA exam and were not successful.

Volunteer Coaches

1.0 PURPOSE

This procedure establishes guidelines pursuant to NCAA Bylaw 11.01.5
for the designation and approval of volunteer coaches.

2.0 POLICY

The policy of The University of Texas is to ensure the institution's adherence to and understanding of NCAA Bylaw 11.01.5.

3.0 INDIVIDUAL(S) RESPONSIBLE

Compliance Assistant
Director of Compliance

INDIVIDUAL(S) AFFECTED

Parking Services Manager
Special Assistant to the Athletics Director
Men's Athletic Director
Women's Athletics Director
Associate Athletics Director for Compliance
Senior Associate Athletics Director for Sport Programs
Head Coaches

4.0 ASSOCIATED FORM(S)/APPENDICE(S)

4.33 Volunteer Coach Background/Designation Form

4.34 Volunteer Coach Contract

4.35 Volunteer Coach Summary Sheet

4.36 Volunteer Coach Educational Session Agenda

4.37 Coaching Staff Limits Spreadsheet

4.38 Volunteer Coach Appointment Letter

4.39 Volunteer Coach FAQ

4.40 Volunteer Coach Parking Memo

4.41 Volunteer Coach Proxy ID Memo

4.42 Volunteer Coach Quarterly Update Form

5.0 REVISION HISTORY

Date

Rev. No.

Change

Ref. Section

2002-2003

1.0

New Procedure Not Applicable

06/08/05

1.1

Revised

Policy and Procedure

10/15/07

1.2

Updated

Policy and Procedure and Forms

6.0 PROCEDURE

6.1 The head coach notifies Compliance prior to each academic year or as needed of his/her volunteer coach candidate(s) by providing to the Director of Compliance (DOC) the following forms: Volunteer Coach Background/ Designation Form and Volunteer Coach Contract .

6.2 The DOC reviews the forms submitted to ensure the candidate is permitted pursuant to NCAA rules to serve in the volunteer coach position and the sport is within their limitations on volunteer coaches.

6.3 The DOC enters the candidate's name on the Volunteer Coach Summary Sheet for the applicable academic year and notes the date received all applicable forms.

6.4 The DOC schedules an in-person rules education session with the volunteer coach candidate using the Volunteer Coach Educational Session Agenda as a guide.

6.5 At the completion of the rules education session with the volunteer coach, the DOC determines if the candidate is eligible to serve in the volunteer coach position and signs the Background/Designation Form granting approval if applicable.

6.5.1 If denied, the DOC notifies the head coach.

6.6 The DOC forwards the completed Volunteer Coach Background/ Designation and Volunteer Coach Contract to the appropriate sport administrator (IAM - Senior Associate Athletics Director for Sport Programs and IAW - Women's Athletics Director) for final approval of the candidate.

6.6.1 If the appropriate sport administrator grants approval, the DOC updates the Volunteer Coach Summary Sheet and the Coaching Staff Limits Spreadsheet

6.6.2 The DOC scans and saves the completed Volunteer Coach Background/ Designation Form and Volunteer Coach Contract at P:\Compliance\applicable year\Bylaw 11 - Personnel\Volunteer Coaches\applicable sport folder\applicable volunteer coach folder.

6.7 The DOC schedules a date and time to take the NCAA Coaches Certification Exam and Big 12 Conference Exam within one month of designation as the volunteer coach for their particular sport.

6.8 The DOC e-mails the volunteer coach the following documents:
• Appointment letter
• Volunteer coach frequently asked questions document
• Parking memo
• Proxy ID memo
• NCAA coaches practice exam information
• Big 12 coaches practice exam.

6.8.1 The DOC courtesy copies the e-mail to the applicable head coach, the Special Assistant for the Athletics Director, the Traffic and Parking Manager, the applicable Athletics Director, the applicable sport administrator, and the compliance staff.

6.8.2 The DOC e-mails the Assistant Athletics Director for Football Operations a list of all volunteer coaches and their UTEID's for access to be granted to the Moncrief-Neuhaus facilities once a proxy ID is obtained by the volunteer coach.

6.9 The volunteer coach notifies the DOC of any change in his/her volunteer coach position or outside employment.

6.10 The DOC e-mails the Volunteer Coach Quarterly Update Form a week before the following dates: October 15, January 15, April 15, and June 15.

6.10.1 The volunteer coach completes and submits to the DOC the Volunteer Coach Quarterly Update Form with the head coach's signature by the established deadline.

6.10.2 The DOC forwards the completed form to the applicable sport administrator for approval.

6.10.3 The DOC scans and saves the completed Volunteer Coach Quarterly Update Form maintains the quarterly form at P:\Compliance\applicable year\Bylaw 11 - Personnel\Volunteer Coaches\applicable sport folder\applicable volunteer coach folder.

 

 

last updated: February 11, 2009