Compliance Manual - Education
 General
Policy
Coaches
Education Program
Department
Staff Education Program
Campus
Offices Education Program
Boosters
and Athletics Representatives Education Program
Prospective
Student-Athletes and Families Education Program
Enrolled
Student-Athletes Education Program
Chapter
Related NCAA-Required Forms
California
State University, Fullerton
Department of Intercollegiate Athletics
Compliance Education Program
General Policy
A comprehensive rules education program has been implemented
to provide all coaches, student-athletes, department of athletics
staff members and other representatives of the university with a
working knowledge of NCAA, Big West Conference and California State
University, Fullerton rules, regulations, policies and procedures.
Education is the foundation of the compliance program and
all individuals who are in anyway related to the department of athletics
and its members must be kept up to date and continue to be updated
on current regulations of all the relate governing organizations.
With this in mind, a regular progressive program of compliance
education is considered to be an integral and required part of the
Department of Intercollegiate Athletics.
Who:
Coaches (head, assistant, part-time, volunteer, strength
and conditioning)
Why:
As an aspect of California State University, Fullerton’s
philosophy, coaches are held accountable for their own behavior
and the behavior of those who they supervise.
Providing proper education and knowledge of rules to the
coaches is essential to this philosophy.
NCAA rules are complex and change often, therefore, rules
education is necessary for the coaches.
Knowledge of these current rules will help prevent inadvertent
violations. Coaches also have opportunity to educate parents of their student-athletes
or prospective student-athletes; media and other community individuals
and they must be educated in rules that affect these various groups
of people.
What:
Printed reference materials
1.
NCAA Manuals
2.
The NCAA Weekly News
3.
California State University, Fullerton Athletics Compliance
Manual
4.
Big West interpretations
5.
NCAA Memoranda of clarifications or updates
6.
NCAA recruiting guides
7.
Clearinghouse memos and updates
8.
The Department of Intercollegiate Athletics Policies and
Procedures Manual
9.
Big West Manual and Personnel Directory
10.
The National Directory of College Athletics
11.
National Directory of High School Coaches
12.
California State University, Fullerton Catalog
13.
Official notice of adopted NCAA legislation
14.
Required NCAA compliance forms
15.
NCAA Guide for the College-Bound Athlete
16.
NCAA Pamphlet, Wanna Play?
17.
NCAA specific sports Rule Guides
18.
California State University, Fullerton Faculty Handbook
How:
As soon as these materials are received from the NCAA or
the Big West Conference office, they are distributed to the appropriate
personnel. In-house
materials are given in an orientation meeting to newly hired coaches.
What:
All newly hired coaches are required to attend a rules orientation
meeting.
How:
This extensive meeting if organized and conducted by
the Assistant Director of Athletics, Compliance and covers a variety
of topics, which are important to the smooth operation of the department
of athletics. These
topics include such items as tickets, recruiting, financial aid,
academics, and other compliance related required forms.
What:
Regional NCAA Officiating meetings are required for Men’s
and Women’s Basketball coaches each year.
How: The Assistant Director of Athletics, Compliance verifies
the attendance of coaches at these meetings.
What:
Quarterly meetings are held for coaches on selected topics.
How: The Assistant Director of athletics, Compliance organizes
or conducts these meetings on current selected topics such as financial
aid, or recruiting.
What:
Coaches are required to pass the annual NCAA recruiting
certification test before they are allowed to recruit off-campus.
How: The
Faculty Athletics Representative orders exams from the Big West
Conference office, proctors and corrects each individual exam and
certifies pass or failure of each coach to recruit off-campus.
What:
Required biannual rules seminars.
How: The Best West Conference Director of Compliance provides
these seminars for conference school personnel on the individual
campuses. Topics such
as playing and practice seasons, initial eligibility academic requirements,
promotional activities, recruiting, etc., are covered.
What:
Monthly meetings for coaches of all sports.
How: These meetings are organized by the Director of Athletics
or by the Sr. Associate Director of Athletics.
The Assistant Director of Athletics, Compliance is given
an opportunity at these meetings to present any topic relevant to
the coaches. Individuals
from Academic Counseling, Admissions and Records or Financial Aid
are also brought in to present material to the coaches.
What:
Written clarifications of policies and procedures, updated
NCAA legislation or rule interpretations.
How: Whether requested by a coach or deemed necessary by the
administration or Assistant Director of athletics, Compliance, coaches
receive clarification of current items.
These are distributed to their mailboxes, answered in person,
answered on the phone or sent via e-mail.
When individual questions pertaining to a specific item or
sport are answered, the interpretation is also sent to he sport
supervisor as well as to the individual who asked for the interpretations.
If it is a general question in nature, the question and answer
is also sent to all coaches.
What:
Weekly “compliance questions and answers of the week”
How: The Assistant Director of Athletics, Compliance initiates
weekly questions, which are e-mailed to all coaches and staff.
The answers are provided only with the by-law reference unless
the coaches request the actual answer or ask for clarification of
the by-law. This program
is increased when it comes closer to the time of the coaches recruiting
exam.
What:
One-on-one rules interpretations.
How: Coaches initiate questions they have with regard to rules
or regulations. The
Assistant Director of Athletics, Compliance discusses rules with
individual coaches, makes interpretations or if necessary confers
with the FAR, Compliance Director of the Big West Conference or
the NCAA liaison for the institution.
Every question if investigated completely until a correct
answer is found. A
file is kept on all interpretations made for the year and kept for
future reference.
What:
NCAA regional compliance seminars,
How: The NCAA sponsors these meetings for all member schools.
They are given at various regional locations throughout the
country for the benefit of Division I and Division II institutions.
Coaches are not required to attend these meetings (except
in special cases), but are encouraged to take advantage of the seminars
presented in the local area.
However, all compliance personnel attend these seminars.
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Who:
Department of Athletics Staff Members
Why: The staff of the department of athletics is considered
an integral part of the department of athletics.
It is vital that each one knows the rules that govern his
or her area, as many on the sport decisions need to be made by these
staff members. Any
rules, which are broken by these individuals or by their staff are
considered violations and will be reported to the NCAA.
Education for these key workers is there fore vital.
What:
Department of Athletics weekly staff meetings
How: The Director of Athletics or the Sr. Associate Director
of Athletics conducts weekly meetings during the academic year for
all departments of athletics staff members.
These include, but are not limited to, the financial officer,
ticket manager, director of academic services, head athletics trainer,
sports information director, director athletics eligibility and
admissions, director of promotions, director of publicity, direct
of equipment, facility director and the assistant director of athletics,
compliance. Other assistants, interns and related personnel attend these
meetings on any given week.
Discussions and reports on all current pertinent information
is given at this meeting and used as an educational opportunity
for the staff.
What:
All newly hired staff members are required to attend
a rules orientation meeting.
How: This meeting is organized and conducted by the Assistant
Director of Athletics, Compliance and the topics covered are those
important to the smooth operation of the specific area of the staff
as well as other key areas of the department of athletics.
What:
Printed reference materials
How: At the required orientation meeting for new staff, the
following materials are provided for them:
1.
NCAA Manual
2.
California State University, Fullerton Department of Athletics
Policies and Procedures Manual (website address)
3.
California State University, Fullerton Department of Athletics
Compliance Manual (website address)
What: Other printed reference materials
How: Athletics staff members also receive the NCAA Weekly News
in their mailboxes whenever they are received from the NCAA.
What:
Weekly “compliance questions and answers of the week”
How: The Assistant Director of Athletics, Compliance initiates
weekly questions, which are e-mailed to all coaches and staff.
The answers are provided only with the by-law reference unless
the coaches or staff requests the actual answer or if they ask for
clarification of the by-law.
What:
One-on-one rules interpretations
How: The Assistant Director of Athletics, Compliance gives staff
members the same consideration as coaches in addressing their individual
rules questions. These
may be received in person, written, by phone or e-mail and are answered
in like kind.
What:
Memos on questions from staff members
How: As issues arise in the daily working of the Department
of Athletics, concise statements are sent to staff members to aid
them in the interpretation of specific rules.
These usually are addressed in person by the Assistant Director
of Athletics, Compliance and followed up with a memo.
Copies of these memos are sent to the supervisor of the staff
member and kept in a file for future use.
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Who:
Other Campus Offices
(Admissions & Records, Financial Aid, the University Business
Office and Office of the Registrar)
Why:
Although, NCAA rules and regulations are not the primary
base knowledge of these individuals, a good working knowledge of
NCAA rules is vital. It
is important for the department of athletics to take the big responsibility
in keeping these people knowing their role in the life of student-athletes,
and keeping them up to date on all NCAA rules which govern their
areas.
What:
Printed reference materials
How: The following materials (new or updated) are personally
taken to the campus offices each year by the Assistant Director
of Athletics, Compliance.
1.
NCAA Manual
2.
California State University, Fullerton Department of Athletics
Policies and Procedures Manual
3.
California State University, Fullerton Department of Athletics
Compliance Manual
What: Other printed reference materials
How: Selected individuals who deal with the department of athletics
in other campus offices also receive the NCAA Weekly News in their
campus mailboxes whenever they are received from the NCAA.
What:
NCAA regional compliance seminars
How: The NCAA sponsors these seminars for all member schools.
They are given at various regional locations throughout the
country for the benefits of Division I and Division II institutions.
Every effort if made to encourage individuals in these other
important areas to take advantage of the seminars presented in the
local area. Some have
taken advantage of these seminars and have deemed them very beneficial.
What:
Periodic personal meetings with key individuals on hot
or current issues.
How: The Assistant Director of Athletics, Compliance arranges
these meetings. This
individual also sleets the topics with input by others in the department
of athletics. If problems
arise in specific areas, they are resolved with personal meetings
with key individuals.
What:
Updates on rule changes or review of old rules
How: Whenever specific rules change or there seems to be a need
to emphasize some rules, or interpretations are necessary, the Assistant
Director of Athletics, Compliance sends memos through campus mail,
e-mails or personally calls individuals who specifically deal with
the topics in question. On
other occasions, items are sent out as a review of a certain subject
for these individuals as a reminder.
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Who:
Representatives of Athletics Interests
(Boosters)
Why: California State University, Fullerton is accountable for
the actions of these representatives and therefore needs to know
what, why and how these boosters are conducting business.
Traditionally, boosters who know the least about the rules
are the ones who want to do the most for student-athletes and they
must be educated to what they can and cannot do.
What:
Do’s and Don’t Brochure
How: This simply worded brochure tells representatives what
they can do to help the program and what they are not allowed to
do which will cause the program and individual prospects and student-athletes
serious problems. This
brochure is sent to every individual who is a member of a booster
club or has given any support to the athletics program.
This is sent out in a mailing by the department of athletics
for promotions. It
is also published in their newsletter.
What:
The Titan Pride Newsletter
How: The Titan Athletic Club publishes the Titan Pride Newsletter
periodically. A section
of this publication is set aside to inform boosters of compliance
issues related to representatives of the institution.
What:
Personal attendance at booster events by the Director
of Athletics or other athletics administrators.
How: Whenever possible, announcements are made or educational
situations are addressed by the Director of Athletics at these planned
meetings.
What:
Personal contact of key booster individuals
How: Athletic administrators and head coaches are encouraged
to get to know key individuals in the booster clubs. They are encouraged to have personal contact with them and
have as a goal to seek to educate these individuals to NCAA rules
and regulations.
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Who:
Prospective Student-Athletes
and Their Families
Why:
It is an obligation of the university to help educate
the prospective student-athletes and their families to the NCAA
rules and regulations as they pertain primarily to recruiting, financial
aid and eligibility. This
education begins as soon as an individual becomes a prospect and
never stops until he or she graduates from an institution of higher
learning. Universities
should play a key role in this education.
California State University, Fullerton takes this responsibility
very serious whether the prospect attends CSUF or eventually enrolls
someplace else.
How: The following publications are made available to prospects
and their families:
1.
NCAA Guide for College-Bound Student-Athletes
2.
Camp Brochures
3.
Pre-enrollment information
4.
Pamphlet: “Wanna Play? Know the Rules”
What: Specific Academic Information
How: When prospective student-athletes and their families make
an official visit to campus, they meet with the administrator
of athletic academic services.
As many questions as possible are answered at this meeting,
and the meeting is geared to the needs of the specific student-athlete.
What:
Clearinghouse/Initial Eligibility presentation
How: As required by the NCAA, one of the coaches at the basketball
camps holds a session with the campers on the initial eligibility
requirements for competing in NCAA institutions.
This also includes information on the Clearinghouse application,
core courses and high school GPA regulations.
What:
Outreach through seminars
in the local community
How:
The Assistant Director of
Athletics, Compliance speaks at high school booster clubs, college
days or PTA groups whenever asked by local schools.
Such topics as the Clearinghouse requirements, core course
requirements, recruiting guidelines are covered.
An opportunity for questions is given to those in attendance.
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Who:
Enrolled
Student-Athletes
Why:
Education to enrolled student-athletes
is imperative in order to diminish inadvertent violations.
Although the institution has a great deal of accountability
toward student-athletes, the responsibility for caring for their
own lives rest with the student-athlete.
They must be educated and given the tools and the knowledge
to make wise decisions during these years.
What:
New student orientation
meeting
How:
This meeting is organized
and conducted by the Assistant Director of Athletics, Academic
Services. It is held
before the firs day of classes and is an all day seminar type
session. In a variety
of methods, it covers such topics as continuing eligibility, drug
testing, study hall procedures, student handbook, registration
procedures and academic counseling.
What:
Yearly NCAA eligibility
meeting
How:
Before the 1st
practice day of the season, a meeting is organized and conducted
by the Assistant Director of Athletics, Compliance for each individual
team and its coaches. The
meeting covers a wide variety of items.
At that time a summary of NCAA regulations is the main
topic, which covers such items as ethical conduct, amateurism,
financial aid, academic standards, eligibility, transferring,
drug testing, recruiting, publicity, tryouts, agents and employment.
The
Head Athletic Trainer also makes a presentation regarding physical
exams, insurance and athletic training room policies and procedures.
The
student-athletes attending this meeting sign required NCAA, Big
West Conference and California State University, Fullerton documents.
What:
Required student-athlete
seminars
How:
The Sr. Associate Director
of Athletics takes the lead on arranging for expert speakers to
come to campus and give presentations on topics pertinent to college
students. The meetings
are held each semester and cover such topics as drug & alcohol
abuse, date rape, HIV/AIDS, and gambling.
What:
Academic seminars
How:
Academic counselors in
the department of athletics provide periodic seminars on a variety
of academic topics that are relevant to college student.
What:
Team meetings
How:
When education opportunities
are felt necessary, team meetings are held to provide the education
to student-athletes for the smooth running of the program.
Specifically, each team receives a session ticket procedures.
What:
Exit interview and student-athlete
evaluations
How:
At the end of each academic
year, the Assistant Director of Athletics, Compliance meets with
all team members to administer the evaluation tool, which is used
by the department of athletics to evaluate coaches.
The supervisor of the sport in conjunction with the yearly
evaluation of the coaches uses the results of these student-athlete
evaluations.
The
Assistant Director of Athletics, Compliance conducts exit interview
with student-athletes who have exhausted their eligibility.
This procedure is a NCAA requirement.
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Chapter Related
NCAA-Required Forms: A summary of education-related forms required by the NCAA for
each institution.
Students:
A. Substance
& Abuse Education, Testing, and Treatment Policy:
Participation in intercollegiate athletics at CSUF is a privilege
for students; therefore,
student-athletes must participate in this education, testing, and
treatment program or they will not be eligible to represent the university
in competition. An Acknowledgement and Consent Form is signed
prior to any testing for banned substances.
B. Summary
of NCAA Regulations:
Student-athletes are given a copy of these regulations, which
are summarized for them by the Director of Compliance at the team
meeting before the first practice.
C. Student
Athlete Exit
Interview: A
sample of student-athletes from all sports, whose eligibility has
expired at CSUF, fill-out a questionnaire related to their athletic
experiences. Interviews
include questions regarding the value of the students’ athletic experiences,
the extent of athletics time demands encountered by the student-athletes,
proposed changes in intercollegiate athletics and concerns related
to the administration of the student-athletes’ specific sports. These
are administered and compiled by the Director of Compliance.
Each questionnaire is reviewed by administration, and kept
on file in the office of the Director of Athletics.
The questionnaires are used as a reference for coach’s evaluations
and reviewed by the administrators as to trends, which might occur
and be significant in specific sports programs.
D. Student
Athlete Evaluation
Boosters:
A. Booster
Letter: Each
year a letter is sent to boosters or representatives of the university
detailing activities which are permissible and/or nonpermissible
as indicated by the NCAA.
B. Do’s
and Don’ts for Representatives of the University:
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