Intercollegiate Athletics Policy Manual
5.00 Compliance
5.16.1 Bylaw 16 - Extra Benefits
Awards
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.1 for ensuring that the awards limitations are observed.
2.0 POLICY
The policy of The University of Texas is to permit student-athletes to receive awards for their participation and achievement in intercollegiate athletics within applicable limits established by the NCAA and the institution.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Coaches
Administrative Staff
Associate Athletics Director for Compliance
Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Awards Approval form
4.2 Student-Athlete System General Information Form
4.3 Student-Athlete Awards Spreadsheet
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
1/06 |
1.0 |
New Procedure | Not Applicable |
|---|---|---|---|
10/16/07 |
1.1 |
Revised format and updated titles |
All |
12/11/07 |
1.2 |
Revised to correct format |
6.0 |
6/13/08 |
1.3 |
Revised verbiage |
6.5 |
6.0 PROCEDURE
6.1 At the beginning of each academic year each student-athlete must acknowledge are responsible for any federal taxes which may be owed as a result of their acceptance of any awards for athletics participation
6.1.1 The Compliance Coordinator (CC) verifies that each student-athlete participating in intercollegiate athletics at the University of Texas at Austin has signed this acknowledgment.
6.2 The sport or individual wishing to provide an award to a student-athlete must complete the student-athlete awards approval form prior to dispensing any awards to student-athletes.
6.3 The form must be completed by the requestor, signed by the head coach of the sport or the administrator of the department requesting permission to dispense the award(s), and submitted to the compliance office for review and approval.
6.4 To be considered complete, the form must be accompanied by a bid, quote or other written verification of the price of the item to be provided as an award.
6.4.1 If a request is made to present an item as an award, which must be put out to bid in accordance with state law, the award request may be approved absent written price verification, contingent upon receipt from the business office of an acceptable bid prior to the award being presented to the student-athletes.
6.5 The Compliance Assistant (CA) reviews the request within 48 hours of submission of the form to the Compliance Department and determines if the award(s) meets the definition of an appropriate award pursuant NCAA legislation. The CA ensures student-athletes have met all NCAA eligibility requirements before they receive an institutional award.
6.6 If the request does not meet the legislation, the CA checks the corresponding box on the form signs the form and sends a copy to the requestor of the award and the appropriate athletics business office.
6.7 If the CA determines it does meet the legislation, the corresponding box is checked on the form and the Compliance Assistant signs the form and forwards it to the appropriate Athletics Director or their designee for his/her approval.
6.8 The Athletics Director or his or her designee checks the box on the form to approve or deny the request and returns the form to the compliance office.
6.9 Within 48 hours after receipt of the form from the Athletics Director, the CA scans the approved awards form and saves it in the Bylaw 16.1 folder for the appropriate sport. The CA sends a copy of the approved awards form by email to the requestor of the award, the head coach of the applicable sport (if different from the requestor of the award) and the appropriate athletics business office.
6.10 The CA enters all data from the awards approval forms on the Student-Athlete Awards Spreadsheet.
Complimentary Admissions
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.2 for ensuring that the institution adheres to the appropriate limits on complimentary admissions and ticket benefits.
2.0 POLICY
The policy of The University of Texas is that student-athletes should be permitted to support their fellow student-athletes on other teams and to share their athletics experience with their family and friends in accordance with NCAA rules.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Coordinator
Compliance Assistant
Ticket Manager
INDIVIDUAL(S) AFFECTED
Coaches
Associate Athletics Director for Compliance
Student-Athletes
Student-Athlete's Friends and Family
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Student-Athlete Ticket Sign-up Sheet
4.2 Ticket Office Policies and Procedures
4.3 Secretary of State's Registered Agent List
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
10/16/07 |
1.1 |
Revision |
All |
12/11/07 |
1.2 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The ticket office oversees issuing complimentary tickets to student-athletes.
6.2 Compliance incorporates by reference the ticket office's policies and procedures regarding the issuance of complimentary admissions to student-athletes and their guests.
6.3 The Compliance Coordinator meets annually with the ticket office staff to review the applicable policies and procedures and to recommend revisions where appropriate.
6.4 Compliance handles any interpretative issues related to tickets through use of its interpretation form.
6.5 The Ticket office staff reviews complimentary admissions lists of the guests of football, and men's and women's basketball student-athletes at their home athletics events to ensure that none of the individuals granted complimentary admissions are registered agents.
6.5 The selected complimentary admissions lists will be compared to the list of registered agents on file with the Texas Secretary of State.
Academic and Other Support Services
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.3 for providing all permissible resources needed to enable student-athletes to realize academic success.
2.0 POLICY
The policy of The University of Texas is to provide general academic counseling and tutoring services to all student-athletes. Such counseling and tutoring services are available through the Departments of Athletics' Student Affairs department and are overseen by the Senior Associate Athletics Director for Academic Services.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Assistant Athletics Director
Compliance Coordinator
Senior Associate Athletics Director for Academic Services
INDIVIDUAL(S) AFFECTED
Coaches
Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Procedure | Not Applicable |
11/9/06 |
1.1 |
Revision |
Format revised and policy statement expanded |
10/16/07 |
1.2 |
Revision |
New Format |
6.0 PROCEDURE
6.1 The Departments of Athletics' Student Affairs department provides permissible academic and other support services to the student-athletes.
6.2 The Compliance Coordinator (CC) advises the Athletics Student Affairs staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to academic and other support services.
Medical Expenses
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.4 for providing all permissible resources needed to ensure the health and safety of its student-athletes.
2.0 POLICY
The policy of The University of Texas is to provide appropriate medical expenses and care to all student-athletes. Such services are available through the Sports Medicine/Athletics Training department and are overseen by the Co-Directors of Sports Medicine/Athletics Training.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Co-Director of Sports Medicine/Athletics Training
Co-Director of Sports Medicine/Athletics Training
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Coaches
Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Sports Medicine/Athletics Training Manual of Policies and Procedures
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Procedure | Not Applicable |
1/3/07 |
1.1 |
Revision |
Format revised and policy statement expanded |
10/16/07 |
1.2 |
Revision |
Format Revised |
6.0 PROCEDURE
6.1 The Sports Medicine/Athletics Training department provides permissible medical services to student-athletes.
6.1.1 The Sports Medicine/Athletics Training department is charged with the responsibility of providing permissible medical services to student-athletes.
6.2 The Compliance Coordinator advises the Sports Medicine/Athletics Training staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to medical expenses and services.
Housing
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.5 for providing permissible housing to student-athletes.
2.0 POLICY
The policy of The University of Texas is to apply the same housing policies to student-athletes that it applies to the student body in general. Student-athletes living in institutionally-owned housing will not be housed in athletics dormitories or athletics blocks on those days when institutional dormitories are open to the general student body.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Assistant Athletics Director
Associate Athletics Director for Business
Compliance Coordinator
Director of Housing and Food Service
Randa Ryan, Senior Associate Athletics Director for Academic Services
INDIVIDUAL(S) AFFECTED
Coaches
Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
11/9/06 |
1.0 |
New Procedure | Not Applicable |
10/16/07 |
2.0 |
Revision |
New Format |
6.0 PROCEDURE
6.1 The Division of Housing and Food Service provides permissible housing to student-athletes living in institutionally-owned housing.
6.1.1 The Division of Housing and Food Service identifies available housing for student-athletes which complies with the restrictions against athletics dormitories or blocks.
6.1.2 The Student Services department assigns student-athletes to rooms within the available housing provided by the Division of Housing and Food Service.
6.1.3 The Athletics Business Office ensures that the housing is paid for at the same rates charged to all students.
6.2 The Compliance Coordinator (CC) advises the Housing and Food Service Staff, the Student Services staff and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to student-athlete housing.
Meals
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.5.2 for the monitoring of training table meals.
2.0 POLICY
The policy of The University of Texas at Austin is to meet the nutritional needs of its student-athletes in accordance with NCAA rules.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Associate Athletics Director for Business
Compliance Coordinator
Director of Housing and Food Service
INDIVIDUAL(S) AFFECTED
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
4.0 ASSOCIATED FORMS
4.1 Interpretation Request Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
11/9/06 |
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 |
12/13/07 |
1.3 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 The Division of Housing and Food Service provides permissible meals to student-athletes.
6.2 The Business Office ensures the training table process is operates within the provisions of NCAA regulations.
6.2.1 Compliance handles any interpretative issues related to training table meals through use of its interp form.
6.3 The Compliance Coordinator advises the Housing and Food Service Staff, the Student Services staff, and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.4 The CC responds to any requests for interpretation of NCAA Bylaws related to student-athlete meals, including without limitation training table meals, meals incidental to participation, meals related to institutional committee service, and nutritional supplements.
Vacation-Period Expenses
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.5.2(e) for the monitoring of vacation-period expenses.
2.0 POLICY
The policy of The University of Texas is to provide room and board expenses for student-athletes required to remain on campus during institutional vacation periods for organized practice or competition activities in accordance with NCAA rules.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Associate Athletics Director for Business
Compliance Coordinator
Business Manager
Business Manager
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Financial Aid Coordinators
4.0 ASSOCIATED FORM(S)
4.1 Interpretation Request Form
4.2 Vacation Expense Spreadsheets
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Procedure | Not Applicable |
11/9/06 |
1.1 |
Revised |
All |
12/12/07 |
1.2 |
Revised to correct format |
All |
12/13/07 |
1.3 |
Revised to correct format |
All |
6.0 PROCEDURES
6.1 For sports required to report to campus or remain on campus prior to the start of the fall semester, during an institutional vacation period or after the conclusion of the academic year, the following information shall be collected:
6.1.1 For student-athletes reporting prior to the start of the fall semester:
• First date of pre-season practice from playing season declaration
• First date the scholarship checks begin
• First day of classes
• Competition dates
• Travel dates for competition
• Confirm with the business office that the breakfast, lunch and dinner amounts have not changed
• Confirm there have not been any legislative changes
6.1.2 For student-athletes remaining on campus during an institutional vacation period:
• List of sports whose playing season declarations indicate practice and/or competition is required during the vacation period
• Dates that the vacation period begins and ends
• Competition dates
• Travel dates for competition
• Confirm with the business office that the dorms will not close and the lodging has been accounted for in their scholarship checks
• Confirm with the business office that the breakfast, lunch and dinner amounts have not changed
• Confirm there have not been any legislative changes
6.1.3 For student-athletes remaining on campus after the conclusion of the academic year
• List of sports whose playing season declarations indicate practice and/or competition is required after the conclusion of the academic year
• Date that the academic year concludes
• Date that the dorms and dining halls close
• Final date covered by academic year scholarship check
• Date that room and board scholarship begins for summer session
• Competition dates
• Travel dates for competition
• Confirm with the business office that the breakfast, lunch and dinner amounts have not changed
• Confirm there have not been any legislative changes
6.2 The Compliance Coordinator (CC) creates a spreadsheet to track allowable expenses for student-athletes who qualify during these vacation periods:
6.2.1 The CC creates a spreadsheet to track allowable expenses for student-athletes who qualify during these vacation periods:
6.2.1.1 The excel sheet for each team will include the following headings across the top: Day of Week, Date, Time, Game, Home/Away, Allowable Meals, Lodging and Notes.
6.2.1.2 Beginning with the first permissible date of pre-season practice or the first date of the institutional vacation period, complete the "Day of Week" and "Date" columns (one day per row) until the next class day is reached.
6.2.1.3 For student-athletes remaining on campus after the end of the academic year, the final day for room and board expenses will be the final day of competition or the day the student-athlete begins to receive a room and board scholarship for the summer session.
6.2.2 For student-athletes remaining on campus after the end of the academic year, the final day for room and board expenses will be the final day of competition or the day the student-athlete begins to receive a room and board scholarship for the summer session.
6.2.2.1 Complete the "Time", "Game" and "Home/Away" columns for each of the days that the team will be competing.
6.2.2.2 In the "Notes" column indicate what day the residence halls open.
6.2.2.3 If the team will be traveling the day or two before or after any dates of competition, note the travel dates in the "Notes" and mark "No lodging-Team Hotel" in the "Lodging" column.
6.2.2.4 For all dates listed, add the following designation: B, L, D* and highlight the designation in green.
6.2.2.5 Add the following footnote highlighted in green at the bottom of the page: *Cash allowance is permitted in lieu of meal not to exceed the amount provided by the institution to institutional staff members on away from campus trips (i.e. breakfast $9, lunch $12, dinner $20). (Bylaw 16.5.2 (e)).
6.2.2.6 In the "Lodging" column, for all dates not designated as "No lodging-Team Hotel", add the following designation to each date until the first day the dorms open: "Off-Campus $35 Lodging" and highlight the designation in blue.
6.2.2.7 Add the following footnote highlighted in blue at the bottom of the page: Note: Please note room and board expenses not permitted if the student-athlete lives at parent's home during the vacation period. Please contact compliance office if a student-athlete is residing at home during holiday break to ensure maximum benefit.
6.2.2.8 For all dates listed in which the student-athletes are required to remain on-campus and are not engaged in travel or away-from-home competition, add the following designation: "Additional Meal^" and highlight the designation in red.
6.2.2.9 Add the following footnote highlighted in red at the bottom of the page: ^Additional meal permitted to meet nutritional needs as determined by the institution provided that the student-athletes are required to remain on-campus; cash allowance (value of which may not exceed breakfast $9, lunch $12 or dinner $20) permitted.
6.2.2.10 On the day of each contest (home or away), add the following designation: "Pre-game meal#" and highlight the designation in purple.
6.2.2.11 On the day of each contest (home or away), add the following designation: "Post-game meal#" and highlight the designation in purple.
6.2.2.12 Add the following footnote highlighted in purple at the bottom of the page: #$10 cash allowance is permitted in lieu of post-game meal. (Bylaw 16.5.2 (d)).
6.2.2.13 On the day before each contest (home or away), add the following designation: "Snack Night Before%" and highlight the designation in orange.
6.2.2.14 Add the following footnote highlighted in orange at the bottom of the page: %Snack night before a contest is permitted. (Nov 17, 1993 interp).
6.3 The Compliance Coordinator (CC) advises the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.4 The CC responds to any requests for interpretation of NCAA Bylaws related to vacation expenses.
Expenses for Friends and Relatives of Student Athletes
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.6. for ensuring permissible expenses are extended to friends and relatives of student-athletes.
2.0 POLICY
The policy of The University of Texas is to ensure that the institution does not provide impermissible expenses to the friends and relatives of student-athletes.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Coaching Staffs
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Reasonable Refreshments/Occasional Meal Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Policy and Procedure |
|
11/9/06 |
1.1 |
Format revised and policy statement revised |
All |
12/12/07 |
1.2 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 Each sport is charged with monitoring the expenses that are being received by the student-athlete's friends and relatives.
6.2 The Director of Football Operations oversees monitoring the expenses that are being received by the student-athlete's friends and relatives related to postseason football games.
6.3 The Coaching Staffs oversee monitoring the expenses that are being received by the student-athletes' friends and relatives related to NCAA Championship travel.
6.4 Reasonable Refreshments for Parents of Student-Athletes
6.4.1 The institutional staff member wishing to provide reasonable refreshments to the parents or legal guardians of a student-athlete completes a Reasonable Refreshments/Occasional Home Meal form.
6.4.2 The institutional staff member submits the Reasonable Refreshments/Occasional Home Meal form to Compliance for approval.
6.4.3 The Compliance Assistant (CA) reviews the form and checks the following:
• Whether the host is permissible
• That reasonable refreshments will not be provided to the parents or legal guardians of a student-athlete on more than three occasions during a semester
• Whether all attendees at the event at which reasonable refreshments are to be provided are permissible.
• Whether the food and beverage to be provided should be considered reasonable refreshments.
6.4.4 If approved, the compliance office signs the form and carbon copies the host and Business Office to notify that the reasonable refreshments have been approved.
6.4.5 If the host is an institutional staff member, they submit a copy of the form with meal receipts to the Business Office for reimbursement. The Business Office will not reimburse the meal if a form approved by Compliance has not been submitted with the receipts or if the Business Office did not receive a copy of the form from compliance.
6.4.6 The CA enters the sport, date refreshments were provided, host, attendees and location of the event on a spreadsheet.
6.5 The CA tracks the number of occasions on which reasonable refreshments have been provided to the parents or legal guardians of student-athletes for each sport to ensure that they are on an "occasional" basis. (Generally "occasional" constitutes 2-3 times per semester per student-athlete.)
6.6 The CA scans and saves all Reasonable Refreshment/Occasional Meal Forms.
6.7 The CA advises the Coaching Staffs and Business office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.8 The Compliance Coordinator responds to any requests for interpretation of NCAA Bylaws related to expenses for a student-athlete's friends and relatives.
Team Entertainment
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.10 for monitoring permissible expenses received by student-athletes from individuals and other organizations.
2.0 POLICY
The policy of The University of Texas is to ensure that the student-athletes do not receive impermissible expenses from individuals or organizations other than the institution.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Student-Athlete Appearance Form
4.3 Outside Competition Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Policy |
|
11/9/06 |
1.1 |
Format revised and policy statement revised |
All |
6/27/07 |
1.3 |
Revised |
4.0 and 6.3 |
6.0 PROCEDURE
6.1 Each sport oversees monitoring the expenses that are being received by the student-athletes from individuals or organizations other than the institution.
6.2 Charitable, Educational and Nonprofit Activities
6.2.1 Student-athletes participating in charitable, educational and nonprofit activities must complete a Student-Athlete Appearance form as set forth in the policies and procedures for Bylaw 12.5.1 et seq.
6.2.2 Student-athletes may accept expenses for participating in such events if approved on the Student-Athlete Appearance form.
6.3 National Team or Olympic Team Participation
6.3.1 Student-athletes participating on national or Olympic teams must complete an outside competition form as set forth in the policies and procedures for Bylaw 14.7 et seq.
6.3.2 Student-athletes may accept expenses for participating on such teams if approved on the Outside Competition form.
6.4 The Compliance Coordinator (CC) advises the Coaching Staffs, Sport Administrators and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA
6.5 The CC responds to any requests for interpretation of NCAA Bylaws related to expenses from individuals or organizations other than the institution.
Expenses Provided by Institution for Practice and Competition
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.8.1 for monitoring the expenses provided to student-athletes for practice or competition.
2.0 POLICY
The policy of The University of Texas is to ensure that student-athletes are provided all appropriate and permissible practice and competition expenses.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Graduate Assistant
Business Office
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Coaches
Men's Athletic Director
Associate Athletics Director for Compliance
Women's Athletics Director
Student-Athletes
Senior Associate Athletics Director for Sports Programs
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Travel/Missed Class Form.
4.2 Liability Release Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Procedure | Not Applicable |
11/9/06 |
1.1 |
Revised |
2.0 |
10/31/07 |
1.2 |
Revisions to format |
All |
6.0 PROCEDURE
6.1 General Monitoring Responsibility
6.1.1 Each sport is charged with monitoring the expenses that are being received by the student-athletes related to practice and competition.
6.2 Legislative Changes and Interpretive Issues
6.2.1 The Compliance Coordinator (CC) advises the Coaching Staffs and Business office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.2.2 The CC responds to any requests for interpretation of NCAA Bylaws related to the provision of practice and competition expenses.
6.3 Missed Class Reports
6.3.1 Prior to each competition, each sport must submit a list of individuals traveling to both the compliance and academic services office.
6.3.2 The Compliance Graduate Assistant (CGA) reviews the list to ensure that all student-athletes listed are eligible for competition.
6.3.3 If any of the student-athletes listed are not eligible for competition, the CGA notifies the appropriate coaching staff and sport administrator by email and carbon copy the Director of Compliance and the Compliance Coordinator.
6.3.4 The CGA scans and saves the form.
6.4 Liability Release Form
6.4.1 Should a student-athlete, while traveling with the team to represent the institution in practice or competition, wish to forego some or all or the team transportation offered in order to travel on their own or with family, the student-athlete shall complete and submit a Liability Release Form to the compliance office prior to the trip.
6.4.2 The Compliance Assistant (CA) reviews the form to verify that any proposed alternate transportation would not violate NCAA rules.
6.4.3 If approved by the CA, the CA forwards the Liability Release form to the appropriate sport supervisor for their approval.
6.4.4 If denied by the CA, the CA notifies the student-athlete of the reasons for the denial by email with a copy to the appropriate head coach and the Compliance Coordinator (CC).
6.4.5 If approved by the sport supervisor, the CC e-mails copy of the approved form to the student-athlete, with a copy to the appropriate head coach and the CC, notifying them of the approval.
6.4.6 If denied by the sport supervisor, the CA notifies the student-athlete of the reasons for the denial by email with a copy to the appropriate head coach and the CC.
Transportation to NCAA Championship or Post-Season Bowl Game
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.8.1.5 for monitoring expenses associated with travel to NCAA Championships or Post Season Bowl Games during an institutional vacation period.
2.0 POLICY
The policy of The University of Texas is to permit, where appropriate, a student-athlete to travel from home to an NCAA Championship or Post Season Bowl Game during and institutional vacation period in order to allow a student-athlete to maximize both his or her personal time with family and athletics participation opportunities.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Student-Athletes and Families
Coaches
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Travel Affidavit
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Procedure | Not Applicable |
11/9/06 |
1.1 |
Revised |
All |
10/31/07 |
1.2 |
Format Revised |
All |
6.0 PROCEDURE
6.1 For each student-athlete traveling to a NCAA Championship or Postseason Bowl Game who is not using team transportation, the student-athlete must complete a travel affidavit certifying their nearest airport to their home.
6.2 The business office receives these affidavits, verifies the airport location, and prepares and disburses expense checks based on the cost of flights seven days from the competition.
6.3 The Compliance Coordinator responds to any requests for interpretation of NCAA Bylaws related to travel to NCAA Championships or Post Season Bowl Games during an institutional vacation period.
Provision of Expense by Individuals or Organizations
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.9 for monitoring permissible travel expenses provided by the institution to the student-athlete.
2.0 POLICY
The policy of The University of Texas at Austin is to provide student-athletes, where appropriate and permissible, travel expenses for other travel in service of the institution.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Coaching Staffs and Sport Administrators
Communications staff
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Student-Athlete Appearance Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Policy |
|
11/9/06 |
1.1 |
Revised Format and Policy Statement |
|
6/27/07 |
1.2 |
Added Forms |
3.0 and 4.0 |
12/13/07 |
1/3 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 Each sport oversees the student-athletes related to travel other than practice and competition.
6.2 The Compliance Coordinator (CC) advises the Coaching Staffs, Sport Administrators, Communications staff and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to travel for purposes other than practice and competition.
Athletic Student Support Groups
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.11 for monitoring benefits, gifts, and services received by student-athletes.
2.0 POLICY
The policy of The University of Texas ensures that the student-athletes do not receive impermissible benefits, gifts or services while maximizing the student-athletes' opportunities to receive permissible benefits.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Student-Athlete System Forms
4.3 Student-Athlete Leases
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.00 |
New Policy and Procedure |
|
11/9/06 |
1.1 |
Revised format and policy statements |
All |
12/13/07 |
1.2 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 Each sport monitors the benefits, gifts and services that are being received by student-athletes.
6.2 The Compliance Coordinator (CC) the Coaching Staffs, Sport Administrators and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.3 The CC, on behalf of Compliance, responds to any requests for interpretation of NCAA Bylaws related to benefits, gifts and services.
6.4 Review of Student-Athlete System Forms
6.4.1 Automobile Forms
6.4.1.1 The Cc and Compliance Assistant (CA) are reviews the Automobile form completed by each student-athlete annually prior to the student-athlete's first date of competition and verifies that the student-athlete's responses do not reflect any impermissible benefits, gift or services.
6.4.1.2 In the event that the student-athlete's responses raise any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the Assistant Compliance Coordinator is responsible for following up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
6.4.2 Housing Forms and Leases
6.4.2.1 The CC and CA are responsible reviews the Housing form completed by each student-athlete annually prior to the student-athlete's first date of competition to verify that the student-athlete's responses do not reflect any impermissible benefits, gift or services.
6.4.2.2 In the event that the student-athlete's responses raise any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the Assistant Compliance Coordinator is responsible for following up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
6.4.2.3 The CA ensures that every student-athlete living in non-institutionally owned housing has submitted a copy of their lease prior to their first date of competition.
6.4.2.4 The CA reviews each lease prior to the student-athlete's first date of competition to verify that the student-athlete's lease does not reflect any impermissible benefits, gift or services.
6.4.2.5 In the event that the student-athlete's lease raises any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the CA follows up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
Occasional Meals
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.11 for monitoring benefits, gifts, and services received by student-athletes.
2.0 POLICY
The policy of The University of Texas ensures that the student-athletes do not receive impermissible benefits, gifts or services while maximizing the student-athletes' opportunities to receive permissible benefits.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Student-Athlete System Forms
4.3 Student-Athlete Leases
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.00 |
New Policy and Procedure |
|
11/9/06 |
1.1 |
Revised format and policy statements |
All |
12/13/07 |
1.2 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 Each sport monitors the benefits, gifts and services that are being received by student-athletes.
6.2 The Compliance Coordinator (CC) the Coaching Staffs, Sport Administrators and the Business Office staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA.
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to benefits, gifts and services.
6.4 Review of Student-Athlete System Forms
6.4.1 Automobile Forms
6.4.1.1 The CC and Compliance Assistant (CA) are reviews the Automobile form completed by each student-athlete annually prior to the student-athlete's first date of competition and verifies that the student-athlete's responses do not reflect any impermissible benefits, gift or services.
6.4.1.2 In the event that the student-athlete's responses raise any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the CC follows up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
6.4.2 Housing Forms and Leases
6.4.2.1 The CC and CA reviews Housing form completed by each student-athlete annually prior to the student-athlete's first date of competition this ensures that the student-athlete's responses do not reflect any impermissible benefits, gift or services.
6.4.2.2 In the event that the student-athlete's responses raise any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the CC follows up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
6.4.2.3 The CA ensures that every student-athlete living in non-institutionally owned housing has submitted a copy of their lease prior to their first date of competition.
6.4.2.4 The CA reviews each lease prior to the student-athlete's first date of competition to verify that the student-athlete's lease does not reflect any impermissible benefits, gift or services.
6.4.2.5 In the event that the student-athlete's lease raises any question about whether an impermissible benefit, gift or service has been provided to the student-athlete, the CA follows up with the student-athlete as appropriate prior to the student-athlete's first date of competition to determine whether any violation has occurred.
Occasional Meals
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.11 for monitoring reasonable refreshments and occasional meals provided to student-athletes.
2.0 POLICY
The policy of The University of Texas at Austin is to ensure that any reasonable refreshments or occasional meals provided to the student-athletes are permissible.
3.0 INDIVIDUAL(S) RESPONSIBLE
Business Office
Compliance Assistant
Coaching Staffs and Sport Administrators
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interpretation Request Form
4.2 Reasonable Refreshment / Occasional Meal form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New Policy and Procedure |
|
11/9/06 |
1.1 |
Revised format and policy statements |
All |
12/13/07 |
1.2 |
Revised to correct format |
All |
6.0 PROCEDURE
6.1 Any individual (e.g., coach, booster, institutional staff) wishing to provide reasonable refreshments or an occasional meal to one or more student-athletes completes a Reasonable Refreshments/Occasional Home Meal form. This individual is referred to in this procedure as the Host.
6.2 Host submits the Reasonable Refreshments/Occasional Home Meal form to the compliance office for approval.
6.3 The Compliance Assistant (CA) reviews the form and verifies the following:
6.3.1 That the host is a coach, institutional staff member or booster
6.3.2 That if the Host is a booster, that the meal is to be held at a residence
6.3.3 The number of occasions on which reasonable refreshments or occasional meals have been provided during the semester.
6.3.4 That all attendees are permitted at the event at which reasonable refreshments or an occasional meal is to be provided.
6.3.5 If approved, the CA signs the form and carbon copies the Host and Business Office to notify them that the meal has been approved.
6.3.6 If the Host is an institutional staff member, they will submit a copy of the approved form with their receipts to the Business Office for reimbursement. The Business Office will not reimburse the expenses if a form approved by the compliance office has not been submitted with the receipts or if the Business Office did not receive a copy of the form from compliance.
6.3.7 The CA enters the sport, date of the reasonable refreshments or occasional meal, Host, meal attendees and location of the meal on a spreadsheet.
6.3.8 The CA tracks the number of occasions on which reasonable refreshments or occasional meals are provided for each sport to ensure that they are on an "occasional" basis. (Generally "occasional" constitutes 2-3 times per semester per student-athlete.)
6.3.8.1 The CA scans and saves all Occasional Meal Forms.
Athletics Apparel and Equipment
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaws 16.11.1.6 and 16.11.1.7 for monitoring permissible athletics equipment and apparel received by student-athletes.
2.0 POLICY
The policy of The University of Texas is to ensure that the student-athletes do not receive impermissible athletics equipment and apparel while ensuring that student-athletes receive any apparel and equipment necessary to ensure their health and safety.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Coaching Staffs and Sport Administrators
Compliance Coordinator
Equipment Staffs
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Interp Request Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/26/07 |
1.0 |
New Policy and Procedure |
|
6.0 PROCEDURE
6.1 The equipment staff issues appropriate and necessary equipment and apparel to eligible student-athletes in accordance with equipment department policy.
6.1.1 NCAA rules permit student-athletes to retain any apparel issued to them at the conclusion of the academic year.
6.2 The Compliance Coordinator (CC) advises the Coaching Staffs, Sport Administrators and the Equipment staff of any applicable legislative changes or interpretations within 14 days of their publication by the NCAA
6.3 The CC responds to any requests for interpretation of NCAA Bylaws related to benefits, gifts and services.
Student-Athlete Opportunity Fund
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.11.1.12 for monitoring permissible Student-Athlete Opportunity Fund disbursals to student-athletes.
2.0 POLICY
The policy of The University of Texas at Austin is to use the Student-Athlete Opportunity Fund to assist student-athletes with expenses associated with attending the institution to the extent permissible. The primary focus will be on alleviating academic expenses and assisting those individuals who demonstrate financial need.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Head Coaches
Compliance Coordinator
Financial Aid Coordinator
Sport Administrators
Student Services Staff
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 SAOF request form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New policy and procedure |
|
11/9/06 |
1.1 |
Format revised and policy statement revised |
All |
6.0 PROCEDURE
6.1 SAOF Annual Meeting
6.1.2 Prior to the beginning of each academic year, a meeting will be held with the Faculty Athletics Representative (Dr. Vick), the Director of Intercollegiate Athletics for Men (DeLoss Dodds), the Director of Intercollegiate Athletics for Women (Chris Plonsky), the Senior Associate Athletics Director for Sport Programs (Butch Worley), the Sr. Associate Athletics Director for Student Services (Randa Ryan), the Assistant Athletics Director for student Services (Brian Davis), the Associate Athletics Director for Business Operations for Men (Ed Goble), the Associate Athletics Director for Compliance (Amy Folan), the Financial Aid Coordinator (Karen Jenke), Compliance Assistant (Blake Barlow) and the Compliance Coordinator (Elizabeth Heinrich). Others may be invited at the discretion of the individuals listed above. The purpose of the annual meeting is to identify any pre-approved expenses and discuss any SAOF concerns.
6.1.3 The Compliance Coordinator alters the SAOF form to reflect the decisions and priorities established at the Annual Meeting. A new SAOF request form will be distributed to the Student Services staff at the beginning of each academic year. (See 2007-08 SAOF Request Form).
6.2 SAOF Request Process
6.2.1 Any individual who wishes to make a request for SAOF funds will be directed to contact the Student Services staff. The Student Services staff will, when appropriate, prepare and submit the SAOF request form for the current academic year to the compliance office.
6.2.2 For all requests that are not on the list of pre-approved expenses, the requestor shall provide a detailed description of the request on the SAOF request form and attach appropriate documentation.
6.2.3 The Compliance Coordinator (CC) reviews the form and verifies that the request constitutes a permissible use of the fund. If approved, CC scans the approved request and sends copies to the Business Office, the Financial Aid Coordinator and the appropriate Student Services staff. If the request is denied, the CC notifies the appropriate Student Services staff member of the reason for the denial.
6.2.4 If either the CC or the Student Services staff feels that it is appropriate in light of the particular circumstances of a given request, they will consult the appropriate athletics director or sport supervisor for their approval of the request.
6.2.5 Upon receipt of the approved SAOF request form from the compliance office, the business office should process the request according to the payment information listed on the request form.
6.3 Monthly Reports
6.3.1 Following the conclusion of each month, the Business Office provides the CC with a report of all expenses charged to the SAOF account.
6.3.2 The CC reconciles this information against the approved requests that have been submitted to the Business Office and notifies the Business Office of any adjustments that need to be made.
6.4 The CC sends out a report detailing the expenses paid from the SAOF account in the previous month and the ending balance in the account. The CC sends the report to Compliance, the appropriate Student Services staff, the Athletics Directors, the Senior Associate Athletics Director for Sports Programs, the Financial Aid Coordinator and the appropriate Business Office Staff.
Incidental Expenses
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 16.11.1.12 for disbursing incidental expenses to student-athletes.
2.0 POLICY
The policy of The University of Texas at Austin to pay expenses incurred by a student-athlete thats are incidental to their participation in athletics, where appropriate and permissible.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Business Office
Head Coaches
Compliance Coordinator
Sport Administrators
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Incidental Expense Waiver Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/06 |
1.0 |
New policy and procedure |
|
11/9/06 |
1.1 |
Format revised and policy statement revised |
All |
7/25/07 |
1.2 |
New process |
All |
6.0 PROCEDURE
6.1 A coach or other institutional staff member requests funds to pay for expenses not permissible by NCAA legislation for a particular student-athlete.
6.2 Compliance reviews the Big 12 Conference Office's list of previously approved incidental expense waivers to determine if the expenses are a permissible incidental expense.
6.3 If the expenses are permissible, the Compliance Coordinator completes an incidental expense waiver and emails the completed waiver to the conference office and carbon copies the compliance staff, head coach, director of operations and the requestor (if not the requestor is not the head coach).
6.4 The coach makes arrangements to pay the expenses from his/her sport program's budget.
last updated: February 11, 2009