THE UNIVERSITY OF TENNESSEE AT MARTIN

DEPARTMENT OF INTERCOLLEGIATE ATHLETICS

 

MISSION STATEMENT

The goal of the Department of Intercollegiate Athletics is to develop student-athletes to their highest potential within the framework of an educational institution.

Intercollegiate Athletics is an integral part of the institution and seeks to maintain a high degree of recognition and respect for the institution among students, administration, alumni, and the community. A high degree of professionalism is required to enhance the relationship between the institution and the student-athlete.

The Department strives to conduct its activities with integrity and a total commitment to NCAA Rules Compliance.

Intercollegiate Athletics is committed to diversity and equal opportunity for all student-athletes with a strong emphasis on women and minorities. The Department is committed to providing assistance to student-athletes in their academic and athletic endeavors.

 

STATEMENT OF COMPLIANCE

The University of Tennessee at Martin is fully committed to total compliance of all University, Ohio Valley Conference, and NCAA rules and regulations.

All Department of Intercollegiate Athletics personnel will conduct themselves with a high degree of professionalism and absolute integrity at all times.

Student-athletes participating in this program will be expected to conduct themselves in a proper manner and display good sportsmanship at all times.

 

PURPOSE

To establish the necessary inter-campus controls whereby The University of Tennessee at Martin can operate its Department of Intercollegiate Athletic program in compliance with published NCAA, OVC and University regulations and directives

COORDINATING AGENCIES AND DEPARTMENTS:

The following provides a summary of the institutional operating procedure for the listed areas.

Administration

Certification of Compliance-By September 15 each year, the Chancellor and the members of the Athletic Department staff must certify compliance of all aspects of the departments operation. Responsibility-- Chancellor, Director of Athletics

Student-Athlete Statement-At the beginning of each school year, each student-athlete must affirm that to the best of his/her knowledge the athletic program as well as his/her own actions are in compliance with appropriate NCAA, conference, and University regulations. The student-athlete statement is administered by the Director of Athletics or his designee, prior to athletic competition.

Squad List-Prior to the first day of competition, each sport must have a completed player/squad list which provides appropriate information regarding recruitment, grant-in-aid, other aid, and sport scholarship totals. The squad list must be up-dated throughout the school year as players are added or deleted from the individual athletic teams. Responsibility--Athletic Director in coordination with Director of Financial Aid, Director of Admissions, and Faculty Athletics Representative.

Financial Audit-Each year in Division I and every three years in Division II, an external audit must be completed of all expenditures on behalf of an institutions athletic program, including those by outside entities. State or University auditors are considered independent auditors to perform this task. Responsibility--Vice Chancellor for Business and Finance in coordination with appropriate campus units and athletic department.

Recruiting

NCAA Manual-The rules and regulations in the NCAA manual, supplemented by more restrictive conference rules, serve as the basis for the UTM Athletic Department recruiting procedures. Additional information affecting this activity is provided in the legislative assistance section of the weekly NCAA News. Interpretations regarding NCAA By-law 13 recruiting rules are available by members of the NCAA Legislative Services Department.

Recruiting Calendar-Attachments 1 and 2 provide the recruiting calendar for Division I basketball and football.

Off-Campus Recruiters-Attachment 3 provides a listing of the designated individuals to conduct off-campus contacts and evaluations in the sports of basketball and football. Responsibility--Director of Athletics.

Student-Athlete Recruitment Status-A master list must be maintained by each sport of those individuals who fall under the definition of recruited athlete. Telephone and contact logs (attachment 4) are essential to verify an individual's recruitment status. Copies of the types of recruited athlete. Telephone and contact logs (attachment 4) are essential to verify an individual's recruitment status. Copies of the types of correspondence sent to prospective student athletes (attachments 5 and 6) are important to the recruitment/non-recruitment decision. Attachment 7 provides general guidance and assistance to determine a prospect's recruitment status. Responsibility-Director of athletics.

Off-Campus Contacts and Evaluations-Coaches must maintain detailed contact and evaluation logs regarding each prospect. All visits to the prospects educational institution must reflect written approval of the Chief Executive officer of the visited institution. By-law 13 of the NCAA manual contains all the details regarding prospect contact and evaluation. Responsibility - Director of Athletics.

Prospect visits (Official/Unofficial)- Recruiting coordinators in each sport must maintain appropriate documents to verify each prospects official and/or unofficial visit to the University of Tennessee at Martin. Prior to official visits prospects must be notified in writing of the five visit and 48 hour visit limit imposed by NCAA regulation (attachment 8). Visit records must reflect all expenses (travel, lodging, food, entertainment, complimentary tickets, etc.) incurred by the prospect visit. Prospects must complete the official visit verification form during the course of the institutional visit. Attachments 9 through 18 are provided to validate and document each prospects official or unofficial visit. Responsibility - Director of Athletics.

National Letter of Intent - The University of Tennessee is a participant in the National Letter of Intent for prospective student athlete sinnings. The letter is administered by the College Commissioners Association with offices co-located with the Commissioner (Mr. Roy Kramer) of the Southeastern Conference in Birmingham, Alabama. All controls associated with this program are established by the NCAA. Attachments 19 through 21 are examples of the correspondence necessary to complete the recognized signing of prospective student athletes. Responsibility -Director of Athletics.

Recruiting Checklist - The University of Tennessee at Martin Recruiting Procedures Checklist is contained at Attachment 43.

Freshman Eligibility

The NCAA Manual- The basis for determining eligibility of entering freshman is contained in By-law 14 for the NCAA manual.

Proposition 48- The commonly used term "Proposition 48" serves as the test for freshman eligibility. A combination of college test score (ACT or SAT) and high school grade point average are the criteria for the eligibility determination. NCAA form 48 H is the document completed by the prospects high school to certify the schools curriculum content. This along with the prospects high school transcript and official test score (ACT or SAT) from the appropriate testing center, provide the NCAA Clearinghouse with the necessary documents to obtain the prospects high school curriculum information. Responsibility - The Registrar in coordination with the Admissions Office and Athletic Department.

Freshman Ineligibility- Individuals who do not meet the criteria of "Proposition 48" are prohibited from:

Note: Partial Qualifier did not achieve proper test score nor core course GPA but did achieve an overall high school GPA of 2.00.

(Non-Qualifier - recruited) receiving institutional financial aid from any source.

Note: Non-qualifier did not achieve proper test score, core curriculum GPA, and did not have overall high school GPA of 2.00.

Note: Attachments 24 and 25 provide an eligibility flow chart and the opportunities for eligible and ineligible freshman.

Eligibility Decision Timetable- Recruited freshman must have their eligibility status determined within fourteen days following the first day of practice. Non-recruited (walk-on) freshman must have their eligibility status determined within 45 days following the first day of practice. In both instances practice is prohibited when the time periods are not met. Responsibility - Director of Athletics in coordination with the Registrar, Director of Admissions and Faculty Athletics Representatives.

Test Score Validity- Should the student athletes test score come into question or be invalidated by the testing center, the individual would immediately be withheld from practice and competition. If the sport season has begins, the athletic director will immediately notify the appropriate University, Conference and NCAA officials. Further practice and/or competition would not be permitted until a favorable decision has been rendered. Responsibility - Registrar in coordination with Director of Admissions, Faculty Athletics Representative, and Director of Athletics.

Freshman Eligibility Checklist- The Freshman Eligibility Procedures Checklist is contained at Attachment 44.

Transfer Eligibility

NCAA manual- By-law 14 of the NCAA manual serves as the basis for all transfer eligibility decisions.

Previous Institutional History- Prior to determining eligibility, information regarding an individuals previous institution or institutions sport participation is required. Completion of eligibility rosters and squad list cannot be properly completed without this data. Attachment 26 provides athletic department forms; for requesting transfer athletic participation information. Responsibility - Director of Athletics.

Junior/Community College Transfers- By-law 14..provides the necessary guidance to determine eligibility of two year college transfers. This paragraph addresses the status of high school qualifiers, partial qualifiers, and non-qualifiers. Attachment 27 provides a flow chart to assist in eligibility decisions and their opportunities regarding eligibility or ineligibility. Responsibility - Registrar in coordination with the Director of admissions, Faculty Athletics Representative and Director of Athletics.

Four Year College Transfers - By-law 14.5 provides the necessary guidance to determine the eligibility of four year college transfers. This paragraph contains all the exceptions to the residence requirement for this category of transfer. (See attachment 28) Responsibility - Registrar in coordination with the Director of Admissions, Faculty Athletics Representative, and Director of Athletics.

4-2-4 College Transfers- By-law 14.5 provides the necessary guidance in determining eligibility of student-athletes who attended a four-year college transferred to a two-year college and then transfers to a four-year college. (See attachment 29). Responsibility - Registrar in coordination with the Director of Admissions, Faculty Athletics Representative, and Director of Athletics.

Temporary Certification- Recruited two-year college transfers must have their eligibility status determined within 14 days of the first day of practice. Non-recruited two-year college transfers must have their eligibility status determined within 45 days of the first day of practice. In both cases above, practice must be discontinued if the eligibility decision is not made within the grace periods. Temporary certification does not at any time permit athletic competition. Responsibility - Registrar in coordination with the Director of Admissions, Faculty Athletics representative, and Director of Athletics.

Transfer Eligibility Checklist- The Transfer Eligibility Procedures Checklist is contained at Attachment 45.

Continuing Eligibility

NCAA Manual-By-law 14.4 provides the necessary guidance to determine continuing eligibility of enrolled student-athletes.

Seasons of Competition-By-law 14.2 provides the necessary guidance to determine each student-athlete's eligibility under the five year rule. Exceptions are provided within this by-law. Responsibility--Director of Athletics in coordination with the Registrar and Faculty Athletics Representative.

Full-Time Enrollment Status-Each student-athlete must be enrolled in a full-time program of studies in order to represent The University of Tennessee at Martin. The only exception is if the student-athlete is in his or her last semester prior to graduation and needs less than 12 semester hours to graduate. Responsibility--Athletic Director in coordination with the Registrar.

Degree Designation-Each student-athlete prior to beginning the fifth semester as a full-time student must designate a program of studies leading to a specific baccalaureate degree. Responsibility--The Registrar and the Director of Athletics.

Satisfactory Progress-Each student-athlete to be certified under continuing eligibility must meet satisfactory progress requirements, and when appropriate percent of degree completion requirements. See NCAA By-law 14.4 for appropriate guidance. Responsibility--The Registrar in coordination with the Faculty Athletics Representative, and the Director of Athletics. Note: Determination of eligibility under this procedure provides a triple check of the athletes eligibility status.

Good Academic Standing-Each student-athlete at the time of certification of eligibility must be in good academic standing as defined by the officials of the certifying institution. In case of The University of Tennessee at Martin represents a 2.00 cumulative grade point average in all course work. Responsibility--The Registrar in coordination with the Faculty Athletics Representative and the Director of Athletics. Note: The OVC handbook defines good academic standing within OVC schools as that standing that precludes students from participating in extracurricular activities, not just athletics.

Summer School-Each student athlete who will have his eligibility determined by attending summer school away from The University of Tennessee at Martin must have his proposed course work approved by the Registrar as work that provides progress toward graduation. Attachment 30 provides the athletic department form used to obtain summer school approval. Responsibility--The Registrar in coordination with the Director of Athletics.

Timing of Certification-The University of Tennessee at Martin certifies athletes in all sports at the beginning of each school year. Eligibility can be established at mid-year for those individuals that fail at the beginning of the school year. Responsibility--The Registrar in coordination with the Faculty Athletics Representative and the Director of Athletics.

Continuing Eligibility Checklist-The Continuing Eligibility Procedures Checklist is contained in Attachment 46.

Financial Aid

NCAA Manual-NCAA By-law 15 provides the necessary guidance to make all financial aid decisions regarding student-athletes. Additionally, the NCAA Guide to Financial Aid expands on the data contained in By-law 15 of the NCAA Manual.

Grant-In-Aid: Initial Award-A part of the national letter of intent signing process is to provide a written statement of the amount of athletic aid involved in the signing agreement. A conference grant-in-aid form is utilized to transmit The University of Tennessee at Martin's Grant-In-Aid commitment to the prospective student-athlete (signee). Attachment 31 provides a copy of the conference grant-in-aid form. Responsibility--Director of Financial Aid in coordination with the Faculty Athletics Representative and the Director of Athletics.

Renewal of Grant-In-Aid-By July 1 of each year all student-athletes receiving athletics grant-in-aid for the previous school year must be advised by written correspondence regarding the status of their grant-in-aid for the upcoming school year. The aid may be renewed at the same level, it may be increased or decreased, or it may be canceled or not renewed. The Director of Financial Aid will serve as the contact for appeals from student-athlete who had their aid reduced or canceled. Attachments 32 through 35 provide examples of renewal, adjustment, and non-renewal of grant-in-aid letters. Additionally, a recommended appeals hearing process is included (Attachment 36). Responsibility--Director of Financial Aid in coordination with the Faculty Athletics Representative and Director of Athletics.

Aid other than Grant-In-Aid-All aid that a student-athlete receives must be identified to determine if it is countable aid for either total cost of education limitations or NCAA team sport grant-in-aid limits. Attachment 36 provides a synopsis of financial aid available other than athletic grant-in-aid. Responsibility--Director of Financial Aid in coordination with the Director of Admissions, Faculty Athletics Representative, and the Director of Athletics.

Counter/Non-Counters-In Division I Athletics, and specifically the head count sports of football and basketball, the preparation of individual sport squad lists requires that student-athletes be identified as counters or non-counters. By-law 15 defines counters and non-counters and how they will be accounted for on the appropriate squad list. Attachment 38 provides a flow chart to assist in the determination of counters and non-counters. Attachments 39 through 41 provide forms to document athletes as counters and non-counters. Responsibility-Director of Financial Aid in coordination with the Director of Admissions, the Faculty Athletics Representative, and the Director of Athletics.

Pell Grants/TSAC-Government grants, not administered by the institution in terms of who is the recipient, the amount of the grand, and in which no institutional matching funds are provided, are not countable aid in regards to the appropriate sport scholarship limitation. The above category of government grants do apply to the total amount of financial aid a student-athlete is permitted to receive. A student-athlete, who is the recipient of a full grant-in-aid scholarship, can only receive a predetermined amount of the government grant as specified by the NCAA or affiliated conference. The more restrictive amount would be applied by the University. All other outside or institutional aid would be prohibited. Student-athletes on partial grant-in-aid scholarships must have their total aid package reviewed in order to adhere to allowable aid levels. Responsibility--Director of Financial Aid in coordination with the Bursar and the Director of Athletics.

Athletic Grant-In-Aid Limitation-Athletic grant-in-aid is limited in that a student-athlete can only receive this type of aid for a period of five years within six years from the date of initial enrollment as a full-time student in a collegiate institution. Athletic grant-in-aid scholarships are awarded for a maximum of one academic year, but can be for a lesser period. They may or may not be renewed at the discretion of the Director of Athletics after discussions with the appropriate sport head coach. Responsibility--Director of Financial Aid in coordination with the Faculty Athletics Representative and the Director of Athletics.

Financial Aid Checklist-The Financial Aid Procedures Checklist is contained in Attachment 47.

Rules Education

NCAA Manual-The NCAA manual with Convention approved changes serves as the basis for the rules education program for The University of Tennessee at Martin. Responsibility--Director of Athletics.

Communication-The task of educating those individuals at The University of Tennessee at Martin with a need to know pertaining to NCAA rules and regulations will be accomplished by inter-department seminars, memorandums to provide NCAA staff interpretations, NCAA manuals or guides provided to the University staff with specific areas of responsibility and a basic attitude of, if in doubt, ask in order to be correct. Responsibility--Director of Athletics in coordination with all affected University units.

Athletic Boosters-Through the medium of athletic department correspondence, newsletters, etc. this element of the athletic community can be educated as to the do's and dont's regarding NCAA rules and regulation. Responsibility-- Director of Athletics.

Rules Education Checklist-The Rules Education Procedures Checklist is contained in Attachment 48.

Violations

General-The University of Tennessee at Martin's Department of Intercollegiate Athletics program is committed to conducting all aspects of its operation by NCAA rules and regulations, and when appropriate, more restrictive conference rules. Responsibility--The Chancellor of The University of Tennessee at Martin with the assistance of all affected units of the University.

Self-Reporting-Violations discovered internally to the University will be reported immediately (telephonically) to the NCAA. At the advice of the NCAA, the necessary written correspondence will be forwarded to NCAA headquarters providing the full details of the violation.

The units to be advised that a violation has occurred are as follows (not in specific order):

Note: The Conference Commissioner will be notified in the same time frame as the NCAA. Responsibility--Director of Athletics

An internal investigation will be conducted to obtain all the facts surrounding the violation. Appropriate statements from individuals involved will be obtained in order to validate or invalidate the violation. The conduct of the investigation will remain internal to the University until the NCAA has had the opportunity to review the facts of the matter and render a decision. Following a decision by the NCAA as to the validity of the violation and any associated penalties directed to the University and any members of the athletic department staff or others, the Chancellor's Office in coordination with the Director of University Relations will disseminate information as appropriate to the normal media outlets. Responsibility--Office of the Chancellor in coordination with all affected units of the University. The Director of Athletics will coordinate the internal investigation.

Violations Reported From Outside The University-An alleged violation reported to the NCAA from any source outside the University will be processed under the provisions of NCAA By-law 32 of the NCAA Manual. The NCAA enforcement staff will conduct a preliminary review of the allegation and advise the University of its intentions of future actions. Depending on the preliminary review, the NCAA Enforcement Staff will place the matter in either the major or minor infractions category. Attachment 42 provides a flow chart of the NCAA process for disposing of infraction cases. The University response and/or cooperation will be provided by the appropriate units and affected student-athletes. Following final action by the NCAA, the Chancellor's Office will direct all internal actions to be accomplished within the University staff. The OVC Commissioner's Office will be kept completely abreast of all communications between the University and the NCAA Enforcement staff. Any media releases by the Office of University Relations would be in coordination with the OVC Commissioner's Office. Responsibility--Office of the Chancellor in coordination with all affected units. The Director of Athletics and the Chancellor's designee will coordinate the action with the NCAA Enforcement staff.

Sports Camps and Clinics

NCAA Manual-NCAA By-law 13 provides the basic guidance for The University of Tennessee at Martin's conduct of sports camps and clinics.

Responsible Agencies-The Department of Intercollegiate Athletics and the Office of Camps and Special Programs are the responsible agencies for the scheduling and conduct of athletic sport camps and clinics initiated by the Department of Intercollegiate Athletics. The Office of Camps and Special Programs has the primary responsibility of coordinating all camps conducted at The University of Tennessee at Martin, and the accountability of all funds associated with camps.

Sport Camps and Clinic Checklist-The Sport Camps and Clinics Procedures checklist is contained in Attachment 49.

 

If you would like more information about UT Martin Compliance, please contact Col. William Kaler, Assistant Athletic Director in charge of compliance: bkaler@utm.edu