Intercollegiate Athletics Policy Manual
5.00 Compliance
5.14.1 Bylaw 14 - Eligibility
Meetings with Registrar
1.0 PURPOSE
This procedure establishes guidelines for ensuring continuous communication on the certification process as it relates to NCAA regulations.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing eligibility and monitor the correct application of the provisions of Bylaw14 (Eligibility).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Senior Administrative Associate for Athletics Certification
Associate Registrar
Director of Compliance
Administrative Associate for Athletics Compliance for Compliance
INDIVIDUAL(S) AFFECTED
Assistant Athletics Director for Academic Services
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
Senior Associate Athletics Director for Student Affairs
Shelby Stanfield, Registrar
Faculty Athletics Representative
Vice Provost and Director of Admissions
Senior Associate Athletics Director
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Continuing Eligibility Meeting Agenda Template
4.2 Continuing Eligibility Meeting Minutes Template
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/8/06 |
1.0 |
New procedure |
Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The DOC maintains open communication with the SAAAC and provides support as the athletics compliance liaison to the Registrar's Office.
6.2 The DOC meets bi-weekly with the SAAAC and the Associate Registrar (AR).
6.2.1 The Senior Associate Athletics Director for Student Affairs (SAADSA) and Assistant Athletics Director for Academic Services (AADAS) are invited, but not required to attend.
6.3 The DOC and SAAAC provide agenda items to the Administrative Associate for Compliance (AAC) via e-mail as they arise, but no later than the Wednesday prior to the meeting.
6.3.1 The AAC creates a continuing eligibility (CE) meeting agenda and distributes to the DOC for review the Thursday prior to the meeting.
6.3.2 The DOC reviews and revises the CE meeting agenda and notifies the AAC when complete.
6.3.3 The AAC e-mails the agenda to the meeting attendees by the end of the day on Thursday prior to the meeting.
6.4 The AAC makes copies of the CE meeting agenda and provides to the DOC Friday morning prior to the meeting.
6.5 The DOC and SAAAC alternate meetings to prepare meeting minutes at the conclusion of each meeting using the CE Meeting Minutes Template.
6.5.1 The DOC or the SAAAC email the draft CE meeting minutes to all attendees within two business days of the meeting to review and provide feedback.
6.5.2 The DOC or SAAAC revise the CE meeting minutes as needed based on the feedback.
6.5.3 The DOC provides the final draft of the CE meeting minutes to the Associate Athletics Director for Compliance (AADC) for review.
6.5.4 The DOC revises the CE meeting minutes as needed based on the feedback from the AADC.
6.5.5 The DOC notifies the AAC once the CE meeting minutes are final.
6.5.6 The AAC e-mails the CE meeting minutes to all individuals listed in the cc: of the template.
Walk-Ons
1.0 PURPOSE
This procedure establishes guidelines for ensuring accurate team rosters.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing eligibility, to ensure all necessary departments are provided an accurate list of all current student-athletes, and to monitor the correct application of the provisions of Bylaws 12 (Agents and Amateurism), 14 (Eligibility), 15 (Financial Aid), 16 (Awards and Benefits), and 17 (Playing Seasons) for student-athletes included on the rosters.
3.0 INDIVIDUAL(S) RESPONSIBLE
Director of Compliance
INDIVIDUAL(S) AFFECTED
Compliance Assistant
Senior Administrative Associate for Athletics Certification
Administrative Associate for Initial Eligibility
Equipment Staff
Associate Athletics Director for Compliance
Head Coach
Assistant Athletics Director for Academic Services
Compliance Coordinator
Financial Aid Coordinator
Associate Registrar
Senior Associate Athletics Director for Student Affairs
Sports Medicine Staff
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Roster Template
4.2 Participation Reports
4.3 NLI Checklist
4.4 Student-Services List
4.5 Big 12 Eligibility Report
4.6 SAS Certification Checklists
4.7 Bylaw 30 Administrative Regulations Policy and Procedure
4.8 Squad List
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
1/12/07 |
1.0 |
New Procedure | Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 In May, the Director of Compliance (DOC) prepares sport rosters for the subsequent academic year by removing the student-athletes that are not returning (e.g., exhausted eligibility, quit, cut, go professional, transfer, etc.) and add incoming student-athletes (e.g., NLI or ASA signees, incoming transfers, invited walk-ons).
6.1.1 The DOC ensures the legal names of all student-athletes are listed in the sport rosters and any nicknames are identified in quotations.
6.1.2 The DOC determines the exhausted eligibility student-athletes by reviewing the seasons used on the participation reports and five-year clock expiration date, which is based on the first full-time semester of
collegiate enrollment.
6.1.3 The DOC removes student-athletes completing four seasons of competition and/or exhausting their five-year clock from the sport rosters.
6.1.4 The DOC adds all signees on the NLI Checklist that returned signed NLI's and/or ASA's to the institution.
6.2 The DOC emails the sport roster to each head coach and requests he/she review and make any necessary changes by a specified deadline.
6.2.1 The head coach returns the sport roster to the DOC with any necessary updates.
6.2.2 The DOC updates the final version of the sport roster, if necessary.
6.3 The DOC compares the sport roster with the Student-Services List provided by the Senior Associate Athletics Director for Student-Affairs (SAADSA).
6.3.1 The DOC notifies the Senior Administrative Associate for Athletics Certification (SAAAC), the compliance staff, the Financial Aid Coordinator (FAC), and the Administrative Associate for Initial Eligibility (AAIE) of the availability of the sport rosters no later than mid-June.
6.4 The SAAAC prepares the Big 12 Eligibility Reports for the following academic year using the sport rosters as a guide.
6.5 The Compliance Coordinator (CC) prepares the SAS Certification Checklists for the following academic year using the sport rosters as a guide.
6.5.1 The CC adheres to the Bylaw 30 Administrative Regulations Policy and Procedure in notifying the necessary staffs of student-athletes clearance to practice and compete.
6.6 The FAC prepares the Squad List for the following academic year using the sport rosters as a guide.
6.7 The head coach or his/her designee communicates changes in the sport roster throughout the academic year.
6.8 The DOC updates the sport roster as needed throughout the year and communicates the changes to the individuals listed in 6.3.1.
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1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14 for monitoring the walk-on process.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing eligibility and monitor the correct application of the provisions of Bylaw 14 (Eligibility).
3.0 INDIVIDUAL(S) RESPONSIBLE
Senior Administrative Associate for Athletics Certification
Administrative Associate for Initial Eligibility
Coaching Staff
Director of Compliance
Student-Athlete
INDIVIDUAL(S) AFFECTED
Compliance Staff
Sport Administrative Assistants/Associates
Academic Counselor
Assistant Athletics Director for Academic Services (football only)
Equipment Staff
Director of Operations (if applicable)
Sports Medicine Administrative Assistant
Sports Medicine Administrative Associate
Financial Aid Coordinator
Academic Counselor
Senior Associate Athletics Director for Student Affairs
Sports Medicine Administrative Assistant
Strength and Conditioning Staff
Sport Specific Trainer
Associate Athletics Director for Event Operations
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
All forms are located at: P:\Compliance Forms\Walk-ons
4.1 Walk-on Pending Roster
4.2Walk-on Clearance Process
4.3 Pre-Participation Medical Screening Forms
4.4 SAS login process
4.5 NCAA Clearinghouse Instructions
4.6 Walk-on Clearance Form
4.7 Walk-on Clearance Email Template
4.8Registrar Policy and Procedures
4.9 Admissions Policy and Procedures
4.10 Compliance Office Policy and Procedures
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
9/03 |
1.0 |
New procedure and forms developed |
Not Applicable |
8/22/06 |
1.1 |
Policy and procedure codified |
Policy and Procedure |
12/20/06 |
1.2 |
Policy and Procedure codified |
Policy and Procedure |
6.0 PROCEDURE
6.1 Coaches or his/her designee notifies the Director of
Compliance (DOC) of walk-on try-out dates.
6.2 Coaches identify walk-ons and obtain the student's full name, birth date, and UTEID.
6.2.1 The coach or his/her designee enters the student's full name, birth date, and UTEID on the Walk-on Pending Roster which is available at P:\Compliance Forms\Walk-ons.
6.2.2 The coach or his/her designee provides this information to the DOC at the earliest opportunity to enable the walk-ons to be entered into the Student-Athlete System (SAS).
6.3 The DOC enters the walk-on student-athletes as new users in SAS.
6.3.1 Exception: The Novice Rowing Coach enters the novice rowing students into SAS.
6.4 The coach or his/her designee provides each student with the following documents:
• Walk-on Clearance Process
• Pre-Participation Medical Screening Forms, which are available for pick up in the compliance office by each sport
• SAS login process
• NCAA Clearinghouse Instructions
• Walk-on Clearance Form
6.5 The student follows the instructions noted in the walk-on clearance process completes the Pre-Participation Medical Screening Forms, and the SAS forms online.
6.5.1 Once the student completes the forms, he/she obtains the required signatures from the designated sports medicine staff on the Walk-on Clearance Form.
6.5.2 Once the student obtains approval from the designated sports medicine staff on the Walk-on Clearance Form, he/she brings the Walk-on Clearance Form to the DOC.
6.6 The DOC scans and sends the form electronically to the Administrative Associate for Initial Eligibility (AAIE).
6.7 The AAIE completes the Preliminary Eligibility/NCAA Clearinghouse section on the Walk-on Clearance Form.
6.7.1 The AAIE codes the student with the appropriate athletics code in the institution's mainframe.
6.7.2 The AAIE lists the student on the NCAA Clearinghouse
IRL and notes CH status of walk-on on the pending roster.
6.7.3 The AAIE updates the Walk-on Pending Roster available at P:\Compliance\2007-2008\Bylaw 14 - Eligibility\Walk-ons by completing the following columns:
• Enrolled Full-Time
• IC Code
• CH Certification Date
• Transfer
6.7.4 The AAIE faxes the walk-on clearance form to the DOC.
6.8 The DOC reviews the student and determines his/her eligibility for participation in practice pursuant to Bylaw 14 regulations.
6.8.1 The DOC completes the Athletics Compliance section of the walk-on clearance form and clears or denies the walk-on to practice.
6.8.2 The DOC e-mails the walk-on pending roster to the following individuals using the Walk-on Clearance Email Template to notify of the eligibility or ineligibility of the student(s) to practice.
• Coaching Staff
• Compliance Staff
• Sport Administrative Assistants/Associates
• Lara Conrady, Academic Counselor
• Assistant Athletics Director for Academic Services (football only)
• Equipment Staff
• Director of Operations (if applicable)
• Charlene Flora, Sports Medicine Administrative Assistant
• Vanessa Galarza, Sports Medicine Administrative Associate (men)
• Kat Ritcher, Academic Counselor
• Senior Associate Athletics Director for Student Affairs
• Lisa Sova, Sports Medicine Administrative Assistant (women)
• Strength and Conditioning Staff
• Sport Specific Trainer
• Senior Administrative Associate for Athletics Certification (SAAAC)
• Administrative Associate for Initial Eligibility
• Financial Aid Coordinator
• Associate Athletics Director for Event Operations
6.9 The students cleared to practice participate in athletically related activities with the sport program.
6.9.1 The walk-on is not permitted to participate in any practice activities until the coach receives notification from the compliance office.
6.10 The coach or his/her designee notifies the DOC once a decision is rendered to keep or cut the student as a member of the sport program.
6.11 The DOC updates the Walk-on Pending Sheet and e-mails the individuals listed in policy 6.8.2 above to notify them of the student's status with the team.
6.12 The DOC adds the walk-on to the sport's roster and the SAS checklist and notifies the compliance staff to review the walk-on's SAS forms.
6.13 The student registers with the NCAA Clearinghouse (CH), if not already done so, in order to continue practicing with the team after the permissible grace period based on their recruited status.
6.14 The AAIE monitors daily the 14/45 day grace period for each walk-on not given a qualifier status.
6.14.1 If not cleared by the CH after 14/45 days, the AAIE notifies the DOC.
6.15 The DOC e-mails the individuals listed in 6.8.2 above to notify them of the walk-ons ineligibility status for practice.
6.16 The coach immediately pulls the walk-on from practice and any other athletically related activities until the coach is informed otherwise.
6.17 The SAAAC, AAIE, and compliance staff begin the certification for competition process in accordance with the Registrar, Admissions, and Compliance Office policies and procedures for certifying eligibility.
6.18 The SAAAC certifies the walk-on for competition.
6.18.1 The DOC notifies the coaching staff once the walk-on is certified for competition. The walk-on is not permitted to compete for the institution until notified by Compliance.
Student-Athlete Statement
1.0 PURPOSE
This policy establishes guidelines pursuant to NCAA Bylaws 14.1.3, 14.1.4, 14.1.5, 14.1.6, 30.12, 30.13, 30.14 to ensure completion of NCAA required forms by the student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of Bylaws 14.1.3 (Student-Athlete Statement), 14.1.4 (Drug-Testing Consent Form), 14.1.5 (Eligibility Form - International Student-Athlete), and 14.1.6 (Student-Athlete Health Insurance Portability and Accountability Act (HIPPA) Authorization/Buckley Amendment Consent Form - Disclosure of Protected Health Information).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Coordinator
Director of Compliance
INDIVIDUAL(S) AFFECTED
Senior Administrative Associate for Athletics Certification
Men's Athletic Director
Associate Athletics Director for Compliance
Head Coach
Women's Athletics Director
Student-Athlete
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Bylaw 30 Administrative Regulations Policy and Procedure
4.2 NCAA Student-Athlete Statement Form - Form 06-3a
4.3 NCAA Drug Testing Consent Form - Form 06-3d
4.4 NCAA International Eligibility Form - Form 06-10a
4.5 NCAA HIPPA Form
4.6 Compliance Assistant Internet (CAi) - https://web1.ncaa.org/compliance/
4.7 Registrar's Policies and Procedures
4.8 NCAA Affirmation of Eligibility Form - Form 00-4a
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
January 11, 2007 |
1.0 |
New Procedure | Not Applicable |
6.0 PROCEDURE
6.1 The Director of Compliance (DOC) refers to the Bylaw 30 Administrative Regulations policy and procedure regarding the steps for reviewing all student-athlete forms including the NCAA Student-Athlete Statement, NCAA Drug-Testing Consent, NCAA International Eligibility Form, and the NCAA HIPPA Form.
6.2 The DOC accesses the Compliance Assistant Internet (CAi) at https://web1.ncaa.org/compliance/.
6.2.1 The DOC enters the institution ID and password.
6.2.2 The DOC enters the established personal username and password.
6.2.3 The DOC clicks on the applicable academic year.
6.2.4 The DOC clicks on "student-athletes" under "Account Links".
6.2.5 The DOC conducts a search by sport to bring up a list of all student-athletes in that particular sport rather
than all student-athletes entered in CAi.
6.2.6 The DOC clicks on the appropriate student-athlete's name.
6.2.7 The DOC clicks on the "General" Tab for that student-athlete's file.
6.2.7.1 In the forms completed section, the DOC checks the boxes by "Student-Athlete Statement" and "Drug Testing consent" after verifying the student-athlete completed and agreed to the provisions outlined in the NCAA Student-Athlete Statement and NCAA Drug Testing Consent Forms located in the Student-Athlete System (SAS).
6.2.7.2 In the "Eligibility by sport - Affirmation of Eligibility" section, the DOC clicks the drop-down box and selects "yes" to include the student-athlete on the Affirmation of Eligibility Report.
6.3 The Senior Administrative Associate for Athletics Certification (SAAAC) checks "yes" or "no" in the "Eligibility by sport - Eligible" section for each student-athlete documenting their certification status for competition in accordance with the Registrar's Policies and Procedures for athletics certification.
6.4 Student-athletes checked "no" for both questions in the "Eligibility by sport" section will not appear on the Affirmation of Eligibility Report.
6.5 Prior to each sport competing, the DOC accesses the reporting module in CAi by clicking on "Reporting" and "Standard Reports" under "Account Links" to create the Affirmation of Eligibility Form for each sport.
6.5.1 The DOC clicks on "Affirmation of Eligibility" under the "Eligibility" section.
6.5.2 The DOC selects the applicable year, sport, PDF format, and clicks "Run Report".
6.5.3 The DOC prints the Affirmation of Eligibility Form.
6.6 The DOC compares the student-athletes listed on the Affirmation of Eligibility Report with the appropriate sport's roster to ensure all student-athletes are included.
6.7 Prior to each sport competing, the DOC obtains the head coach's and appropriate athletics director's signature.
6.8 The DOC scans and saves the NCAA Affirmation of Eligibility Form at P:\Compliance\applicable year\Bylaw 14 - Eligibility\Bylaw 14.1.3\applicable sport folder.
6.9 The procedures above are followed for all new student-athletes (e.g., walk-ons, mid-year enrollees) prior to them competing.
Full-Time Enrollment
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.1.8 for monitoring full-time enrollment by student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing eligibility and monitor the correct application of the provisions of Bylaw14.1.8 (Full-Time Enrollment).
3.0 INDIVIDUAL(S) RESPONSIBLE
Senior Administrative Associate for Athletics Certification
Director of Compliance
INDIVIDUAL(S) AFFECTED
Assistant Athletics Director for Academic Services
Associate Athletics Director for Compliance
Head Coach
Associate Registrar
Senior Associate Athletics Director for Student Affairs
Student-Athlete
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Waivers Spreadsheet
4.2 Exceptions to Full-Time Enrollment Memo
4.3 IAM/IAW Below 12 Hour Memo
4.4 IAM/IAW Re-enroll Memo
4.5 Full-Time Enrollment Tracking Spreadsheet
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
9/03 |
1.0 |
New procedure and forms developed |
Not Applicable |
1/20/04 |
1.1 |
Compliance Policy and procedure codified |
Compliance Policy and Procedure |
12/1/06 |
1.3 |
Registrar Policy and Procedure codified |
Registrar Policy and Procedure |
12/18/06 |
1.4 |
Compliance Policy and procedure codified |
Compliance Policy and Procedure |
6.0 PROCEDURE
6.1 The Director of Compliance (DOC) provides the Senior Administrative Associate for Athletics Certification (SAAAC) access to the waivers spreadsheet which includes a list of all SAs that qualify for an exception to the full-time enrollment provisions of Bylaw 14.1.8.
6.1.1 The SAAAC verifies these exceptions meet NCAA legislation at all times for practice and competition.
6.2 The SAAAC prepares and distributes the Exceptions to Full-Time Enrollment Memo
6.3 The SAAAC runs the "IE" report in NRRECS of the mainframe every morning and compares it with the beginning of semester exceptions list.
6.3.1 The SAAAC compares only those SAs coded with a sport. Managers and trainers are not included in the SAAAC's reports of below full-time enrollment.
6.4 If new names appear that have not met an exception or waiver, the SAAAC creates a memo using the IAM or IAW Below 12-Hour Memo Template.
6.4.1 The SAAAC saves the memo in that folder as IAM or IAW Below 12 Hour_S-A's last name_date.
6.4.2 The SAAAC e-mails the memo to the Head Coach (HC) and carbon copies the Directors of Operations (if applicable-fb, mbb, wbb), Assistant Coaches, the Senior Associate Athletic Director for Student Services in sports other than football (SAADSA) or the Assistant Athletic Director for Academic Services in football only (AADAS), the appropriate Athletics Director, and the Compliance Office.
6.5 If a SA reenrolls in at least 12 hours, the SAAAC prepares a memo using the IAM or IAW Re-enroll Memo.
6.5.1 The SAAC e-mails the memo to all staff previously copied on the below 12-hour memo to notify of the permissibility for the SA to return to practice activities.
6.6 The SAAAC tracks all activity on the Full-Time Enrollment Tracking Spreadsheet
Seasons of Competition
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.2 for monitoring the number of seasons of competitions utilized by student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of Principle 2.12 and Bylaw 14.2 (Seasons of Competition).
3.0 INDIVIDUAL(S) RESPONSIBLE
Director of Compliance
Administrative Associate for Initial Eligibility
INDIVIDUAL(S) AFFECTED
Senior Administrative Associate for Athletics Certification
Associate Athletics Director for Compliance
Head Coach
Financial Aid Coordinator
Media Relations Director
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Admissions Policies and Procedures
4.2 Big 12 Eligibility Report
4.3 Participation Report
4.4 Big 12 Competition Report
4.5 Transfer Information Form
4.6 Sport Rosters
4.7 Compliance Assistant for the Internet (CAi)
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
1/11/07 |
1.0 |
New Procedure | Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The Administrative Associate for Initial Eligibility (AAIE) determines the start of the five-year period for each student-athlete in accordance with Bylaw 14.2.1 and the Admissions Policies and Procedures.
6.2 The AAIE documents the start of the five-year period on the Big 12 Eligibility Report in the column listing the initial collegiate enrollment.
6.2.1 The AAIE documents any exceptions to the five-year rule a student-athlete may meet on the Big 12 Eligibility Report by asterisking the initial full-time term and noting the Bylaw applicable to the student-athlete in the comments section.
6.3 The DOC determines the seasons of competition for each incoming initial and transfer student-athlete in accordance with Bylaw 14.2.3.
6.4 The Director of Compliance (DOC) creates participation reports for each sport once rosters and competition schedules are final in the fall.
6.4.1 The DOC inputs all dates of competition from the competition schedule and all student-athletes on the roster on the participation report for each applicable
sport.
6.5 The DOC periodically updates the participation reports during the fall term using the statistics posted on www.texassports.com.
6.5.1 In football, the Administrative Associate for the Head Coach provides the snaps subsequent to each contest.
6.6 The DOC places an "X" in the appropriate row and column to document a student-athlete participate in the contest.
6.7 The DOC emails the completed participation report to the head coach and appropriate Sports Information Director (SID) at the conclusion of each semester for their review to ensure accuracy.
6.8 The head coach and the SID return the participation report to the DOC noting any changes to the data, if necessary.
6.9 The DOC updates the participation report, if necessary.
6.10 At the conclusion of each sport season and after the head coach and SID have approved the final participation report, the DOC prepares the Big 12 Competition Report using the participation reports as a guide.
6.11 For transfers, the DOC references the Transfer Information Form provided by the student-athletes previous institution(s) to document previous competition on the Big 12 Competition Report.
6.12 The DOC inputs the number of seasons used on the following year's sport roster for those student-athletes with seasons of competition remaining that will return to UT.
6.13 The DOC updates the "sport" tab in CAi prior to the Financial Aid Coordinator (FAC) rolling over CAi for the next academic year.
Hardship Waivers
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.2.4 for the submission of hardship waivers on behalf of a student-athlete.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of Bylaw 14.2.4 (Hardship Waiver) in accordance with the Big 12 Conference Policies and Procedures for Conference Administered Waivers.
3.0 INDIVIDUAL(S) RESPONSIBLE
Director of Compliance
INDIVIDUAL(S) AFFECTED
Athletic Trainer
Men's Athletic Director
Big 12 Conference, Director of Compliance
Associate Athletics Director for Compliance
Head Coach
Compliance Coordinator
Women's Athletics Director
Student-Athlete
Team Physician
Faculty Athletics Representative
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Waivers Tracking Spreadsheet - P:\Compliance\applicable year\Waivers
4.2 Big 12 Conference Policies and Procedures for Conference Administered Waivers
4.3 Conference Administered Waiver Request Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
9/21/05 |
1.0 |
Big 12 Conference revised procedure |
4.0 |
10/17/05 |
1.1 |
Big 12 Conference revised form |
4.0 |
1/11/06 |
1.2 |
New UT policy and procedure |
Not Applicable |
6.0 PROCEDURE
6.1 The head coach notifies the Director of Compliance (DOC) of student-athletes he or she believes meets the criteria for a medical hardship waiver.
6.2 The DOC adds the student-athlete's name to the applicable year waivers tracking spreadsheet.
6.3 The DOC verifies the student-athlete meets all provisions of Bylaw 14.2.4 prior to initiating the below procedures.
6.4 At least one month in advance of the July 15 deadline to submit hardship waivers to the Big 12 Conference, the DOC prepares the Conference Administered Waiver Request.
6.5 The DOC requests the contemporaneous medical documentation and the Physician's Confirmation Form from the applicable sport athletic trainer in accordance with the Big 12 Conference Policies and Procedures for Conference Administered Waivers.
6.6 The DOC prints the applicable sport competition schedule from www.texassports.com and documents on the schedule all competitions the student-athlete competed and the student-athlete's last date of competition.
6.7 The DOC obtains all required signatures on the Signature Sheet after receiving all required documentation.
6.8 The DOC scans and saves the hardship waiver and all corresponding documentation at P:\Compliance\2006-2007\Waivers\Big 12 Waivers\Medical Hardship in the appropriate student-athlete folder.
6.9 The DOC e-mails the waiver to the Director of Compliance at the Big 12 Conference and carbon copies the appropriate athletics director, the Faculty Athletics Representative, the coaching staff, the athletics trainer, the team physician, and the compliance office by July 15 following the academic year the injury occurred.
6.10 The Big 12 Director of Compliance notifies the DOC of the decision on the waiver.
6.11 The DOC e-mails the individuals listed in procedure 6.9 to notify them of the decision on the waiver.
6.12 The DOC updates the waiver tracking spreadsheet with the decision.
6.13 If granted, the DOC updates the participation report denoting a hardship waiver was granted excluding the applicable season from the student-athletes four-seasons of competition.
6.14 The DOC saves the decision letter from the Big 12 at P:\Compliance\2006-2007\Waivers\Big 12 Waivers\Medical Hardship in the appropriate student-athlete folder.
Transfer Student-Athletes Incoming
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.5 for monitoring transfer student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and eligibility and monitor the correct application of the provisions of Bylaws 13.1.1.3 (Four-Year College Prospective Student-Athletes) and 14.5 (Transfer Regulations).
3.0 INDIVIDUAL(S) RESPONSIBLE
Senior Administrative Associate for Athletics Certification
Administrative Associate for Initial Eligibility
Coaching Staff
Assistant Athletics Director for Academic Services (football only)
Women's Athletics Director
Academic Counselor
Director of Compliance
Administrative Associate for Athletics Compliance for Compliance
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Senior Associate Athletics Director for Student Affairs
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Permission to Speak Request Template
P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming
4.2 The below forms are located at: P:\Compliance
4.3 -Academics\Transfer Evals
4.4 Incoming Transfer Tracking Spreadsheet
4.5 Notification of PTS Email Template
4.6 2-4 Transfer Evaluation Template
4.7 4-4 Transfer Evaluation Template
4.8 4-2-4 Transfer Evaluation Template
4.9 Transfer Evaluation Request Email Template
4.10 Transfer Information Form P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
8/03 |
1.0 |
New procedure and forms developed |
Not Applicable |
1/20/04 |
1.1 |
Policy and procedure codified |
All |
4/05 |
1.2 |
Revised transfer information form and tracking spreadsheet |
4.0 |
9/06 |
1.3 |
Revised |
4.0 |
12/17/06 |
1.4 |
Codified Policy and Procedure |
All |
6.0 PROCEDURE
6.1 For four-year prospect's only (all other incoming transfers procedure begins with 6.8), the Coach contacts the Director of Compliance (DOC) to request permission to speak (PTS) to any four-year prospect or the OR the four-year prospect's institutions sends the PTS to the DOC.
6.1.1 If a women's sport, the DOC notifies and obtains approval from the Women's AD prior to requesting PTS.
6.2 The DOC prepares the PTS Request Template by inserting the PSA's information into the templates.
6.3 The DOC creates a new folder for the PSA in the compliance server located at P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming and labels it as follows: Last name, First Name (sport)
6.3.1 The DOC saves the PTS Request Template in the folder.
6.3.2 The DOC e-mails or faxes the PTS Request Template to the PSA's four-year institution, if applicable.
6.4 The DOC enters the request on the appropriate sport tab in the Incoming Transfer Tracking Spreadsheet.
6.5 The other four-year institution completes the PTS Request Template by checking the appropriate box next to the type of release granted to the student-athlete and returns it to the DOC.
6.5.1 The DOC scans and saves the completed PTS Request Template at P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming in the appropriate SA folder as PTS from [institution]_date.
6.6 The DOC e-mails the returned PTS Request Form to the appropriate sport coaching staff using the Notification of PTS Email Template and copies the compliance staff.
6.7 The DOC updates the Incoming Transfer Tracking Spreadsheet.
6.8 The coaching staff provides the compliance office with a copy of the PSA's transcripts.
6.9 The Administrative Associate for Compliance (AAC) scans and saves the transcript at P:\Compliance-Academics\Transfer Evals\[applicable sport]\[psa's last name, first name].
6.9.1 The AAC e-mails the DOC, the Senior Administrative Associate for Athletics Certification (SAAAC), the Administrative Associate for Initial Eligibility (AAIE), the Academic Counselor (AC) or the Assistant Athletics Director for Academic Services in football only (AADAS), and carbon copies the Senior Associate Athletics Director for Student Affairs (SADSA) in sports other than football to inform them that the transfer PSA's transcript is available at P:\Compliance-Academics\Transfer Evals\[applicable sport]\[psa's last name, first name].
6.10 The DOC reviews the transcript to identify the type of transfer the PSA is: 2-4, 4-4, or 4-2-4.
6.10.1 The DOC prepares the appropriate Transfer Evaluation Template by inserting the PSA's information.
6.10.2 The DOC saves the Transfer Evaluation Form at P:\Compliance-Academics\Transfer Evals\applicable sport\PSA folder as [4-4, 2-4, or 4-2-4] Eval_[psa name].
6.10.3 The DOC e-mails the AAIE, AC in sports other than football, AADAS in football, the SAAAC, and carbon copies the SADSA using the Transfer Evaluation Request E-mail Template.
6.11 The DOC prepares a Transfer Information Form.
6.10.1 The DOC scans and saves the Transfer Information Form at P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming in the appropriate SA folder as TRF Info to [institution]_date.
6.10.2 The DOC e-mails the transfer information form to the PSA's institution if an email address is available online.
6.10.2.1 If an email address is unavailable, the DOC faxes the form to the institution.
6.12 The DOC updates the Incoming Transfer Tracking Spreadsheet.
6.13 Upon receipt of the transfer information form from the PSA's institution the DOC scans and saves the Transfer Information Form at P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming in the appropriate SA folder as TRF Info from [institution]_date.
6.13.1 The DOC e-mails the SAAAC to notify of the availability of the transfer information form to assist in completing the PSA's transfer evaluation.
6.14 The DOC updates the Incoming Transfer Tracking Spreadsheet.
6.15 The AAIE, SAAAC, and AC or AADAC e-mails the DOC upon completion of their portion of the PSA's transfer evaluation.
6.16 The DOC completes the compliance section of the PSA's transfer evaluation sheet.
6.17 Upon completion of all sections of the PSA's transfer evaluation, the DOC e-mails the coaching staff and carbon copies the Sport Administrative Assistant/Associate, the AAIE, SAAAC, AC or AADAC, the SAADSA, the Associate AD for Compliance (AADC) to inform them that the evaluation is available for their review at P:\Compliance\applicable year\Bylaw 14 - Eligibility\14.5 - Transfers\Incoming in the appropriate SA folder as TRF Info from [institution]_date.
Transfer Student-Athletes Outgoing1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.5 for monitoring transfer student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and eligibility and monitor the correct application of the provisions of Bylaws 13.1.1.3 (Four-Year College Prospective Student-Athletes) and 14.5 (Transfer Regulations).
3.0 INDIVIDUAL(S) RESPONSIBLE
Men's Athletic Director
Head Coach
Women's Athletics Director
Director of Compliance
Student-Athlete
INDIVIDUAL(S) AFFECTED
Director of Operations
Associate Athletics Director for Compliance
Sport Administrative Assistant/Associate
Senior Associate Athletics Director for Sport Programs
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Outgoing Transfer Tracking Spreadsheet
P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing
The below forms are located at: P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing\TEMPLATES
4.2 Coach/AD Approval Form
4.3 C.R. 6.5 Form
4.4 Permission to Speak - General Release
4.5 Permission to Speak - Limited Release
4.6 Permission to Speak - Notification to School
4.7 Transfer Information Email Template
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
8/03 |
1.0 |
New procedure and forms developed |
Not Applicable |
1/20/04 |
1.1 |
Policy and procedure codified |
Policy and Procedure |
4/04 |
1.2 |
Revised permission to speak templates |
Forms 4.3 & 4.4 |
4/05 |
1.3 |
Revised |
4.0 |
10/17/05 |
1.4 |
Development of C.R. 6.5 Form and Policy |
54/0 |
10/06 |
1.5 |
Revised transfer information template and created transfer information email template |
4.0 |
12/15/07S |
1.6 |
Codified Policy and Procedure |
Policy and Procedure |
6.0 PROCEDURE
6.1 The student-athlete (SA) is encouraged to discuss the permission to speak (PTS) to other institutions with his/her HC (HC) prior to contacting the Director of Compliance (DOC).
6.1.1 The SA, the HC (or his/her designee), or another four-year institution contacts the DOC to request PTS.
6.2 The DOC enters the request on the appropriate sport tab in the Outgoing Transfer Tracking Spreadsheet.
6.3 The DOC prepares the Coach/AD Approval Form and the C.R. 6.5 Form by inserting the SA's information into the templates.
6.3.1 The DOC creates a new folder for the SA in the compliance server located at P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing and labels it as follows:
• Last name, First Name (sport)
6.3.1.1 The DOC saves the Coach/AD Approval Form and C.R. 6.5 Form in the folder.
6.3.2 The DOC sends the forms to the HC and the Sport Administrative Assistant/Associate (AA) or Director of Operations (if applicable) through email or hand-delivers a hard copy.
6.4 The HC completes the Coach/AD Approval Form by checking the appropriate box next to the type of release granted to the student-athlete.
6.4.1 If the HC is limiting the SA from being released to specific institutions, the HC must write in the names of all institutions where applicable on the form.
6.4.2 The HC returns the forms to the DOC.
6.5 The DOC forwards the returned Coach/AD Approval Form to the appropriate AD for signature.
6.5.1 The AD signs and dates the Coach/AD Approval Form and returns it to the DOC.
6.6 The DOC sends the C.R. 6.5 Form signed by the HC to the SA for the SA to review and sign.
6.6.1 The SA returns the signed C.R. 6.5 Form to the DOC and the DOC signs and dates the form.
6.7 The DOC scans and saves the signed Coach/AD Approval Form and the C.R. 6.5 at P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing in the appropriate SA folder.
6.8 The DOC prepares the appropriate PTS letter based on the type of release the HC documented on the Coach/AD Approval Form or whether the request came from the SA or another institution.
6.8.1 If the HC places no limit on the PTS and the request came from the HC or SA, the DOC prepares the PTS - General Release.
6.8.2 If the HC places limits on the PTS and the request came from the HC or SA, the DOC prepares the PTS - Limited Release.
6.8.3 If another institution initiated the request, the DOC prepares the PTS - Notification to School.
6.8.4 The DOC prints and signs the letter and scans and saves it at P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing in the appropriate SA folder.
6.8.5 The DOC provides the letter to the SA and/or the requesting institution through email, fax, or hard copy.and carbon copies the HC, appropriate AD, the Senior Associate Athletics Director for Sport Programs (men's sports only), and the Compliance Staff (compliance@athletics.utexas.edu).
6.9 The DOC updates the Outgoing Transfer Tracking Spreadsheet.
6.10 Upon receipt of a transfer information form from another institution regarding a UT SA, the DOC emails the Transfer Information Email Template to the Senior Administrative Associate for Athletics Certification (SAAAC), the Administrative Associate for Initial Eligibility (AAIE), and the Financial Aid Coordinator (FAC).
6.10.1 The SAAAC, AAIE, and the FAC e-mail their responses to the DOC within 24 business hours.
6.10.2 The DOC completes the transfer information form based on the responses provided by the SAAAC, AAIE, and the FAC.
6.10.3 The DOC scans and saves the transfer information form at P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.5 - Transfers\Outgoing in the appropriate SA folder as TRF Info to [institution]_date.
6.10.4 The DOC e-mails the transfer information form to the requesting institution if an email address is available online.
6.10.4.1 If an e-mail address is unavailable, the DOC returns the form to the institution as noted on the form.
6.11 The DOC updates the Outgoing Transfer Tracking Spreadsheet and shreds the form.
All-Star Contests
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA 14.6 for monitoring participation of student-athletes in all-star contests.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of Principle 2.12 and Bylaw 14.6 (High School All-Star Games, Effects on Eligibility).
3.0 INDIVIDUAL(S) RESPONSIBLE
Director of Compliance
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Compliance Coordinator
Student-Athlete
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Student-Athlete General Information Form
4.2 Bylaw 30 Administrative Regulations Policy and Procedure
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
1/11/07 |
1.0 |
New Procedure | Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The student-athlete completes the Student-Athlete General Information Form on the Student-Athlete Statement (SAS) in accordance with the Bylaw 30 Administrative Regulations Policy and Procedure.
6.2 The DOC runs the All-Star contest exception report on SAS for the sports of football and basketball only and reviews in accordance with the provisions of Bylaws 14.6 and 30.2.1.1.
6.3 If discovered that the student-athlete competed in more than two all-star football or basketball following the completion of high school eligibility in the sport and prior to the student-athletes high school graduation, the DOC contacts the student-athlete to verify the accuracy of the information.
6.3.1 If accurate, the DOC immediately notifies the Associate Athletics Director for Compliance (AADC).
6.4 The AADC notifies the head coach that the student-athlete is denied the first year of intercollegiate athletics competition.
Outside Competition
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.7, 16, 30.8, 30.15 for monitoring outside competition for student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of Principle 2.12 and Bylaws 14.7 (Outside Competition), 12 (Amateurism), 16 (Awards and Benefits), and 30.8 (Outside Competition, National Team), and 30.15 (Summer Basketball Leagues).
3.0 INDIVIDUAL(S) RESPONSIBLE
Director of Compliance
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Head Coach
Compliance Coordinator
Student-Athlete
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Student-Athlete Approval for Outside Competition
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
1/11/07 |
1.0 |
New Procedure | Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The student-athlete completes an Approval for Outside Competition at least five business days prior to departing and/or participating in any outside competition and submits the form to the Director of Compliance (DOC).
6.2 The DOC reviews the outside competition in accordance with the provisions of the bylaws references in policy 2.0 above.
6.2.1 The DOC e-mails the student-athletes and/or head coach with any questions to verify the competition is permissible.
6.2.2 The DOC approves or denies the student-athlete's participation in the outside competition, signs, and dates the form.
6.3 The DOC scans and saves the form at P:\Compliance\2006-2007\Bylaw 14 - Eligibility\14.7-Outside Competition\applicable student-athlete folder.
6.4 The DOC e-mails the form to the student-athlete and carbon copies the coaching staff and compliance office staff.
6.4.1 If legislation permits the institution to provide the student-athlete with actual and necessary expenses to participate in the competition pursuant to Bylaws 16.8.1.3 the DOC also copies the applicable business office.
Certification of Eligibility
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 14.10 for certifying the eligibility of student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing eligibility and monitor the correct application of the provisions of Bylaw 14.10 (Certification of Eligibility).
3.0 INDIVIDUAL(S) RESPONSIBLE
Senior Administrative Associate for Athletics Certification
Financial Aid Coordinator
Associate Registrar
President
INDIVIDUAL(S) AFFECTED
Administrative Associate for Initial Eligibility
Assistant Athletics Director for Academic Services
Men's Athletic Director
Associate Athletics Director for Compliance
Head Coach
Women's Athletics Director
Senior Associate Athletics Director for Student Affairs
Director of Compliance
Registrar
Student-Athlete
Faculty Athletics Representative
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Registrar's Office Policy and Procedure Manual
4.2 Financial Aid Policy and Procedure Manual - Squad Lists
4.3 Compliance Office Policy and Procedure Manual - Bylaw 14
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/20/06 |
1.0 |
New Procedure | Not Applicable |
12/12/07 |
1.1 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The president reviews no later than September 1 each year the Registrar's policy and procedure manual and approves the procedure for certifying the eligibility of the institution's student-athletes pursuant NCAA legislation.
6.1.1 The Registrar's Office, specifically the Senior Administrative Associate for Athletics Certification and the Associate Registrar, are the President's designees to determine and administer proper NCAA certification of eligibility for all student-athletes.
6.2 The Financial Aid Coordinator (FAC) compiles the institution's squad list on the approved Management Council form in accordance with Bylaw 14.10.2.
6.2.1 The completed squad list is signed by the head coach and athletics director is faxed to the Big 12 Conference prior to each sport's or student-athlete's first competition.
last updated: February 11, 2009