Concordia University Irvine, California
Intercollegiate Athletic
Compliance Manual
2014-2015
INTRODUCTION
The following Draft Athletics Compliance Manual has been developed, by the Assistant Athletic Director for
Compliance, in anticipation of Concordia University-Irvine‘s acceptance to candidacy for membership in NCAA,
Division II. The policies, procedures and forms included herein are under review in a multi-level process, beginning with the Institutional Compliance Committee. After the Committee completes its review, the revised manual
will be reviewed by the Athletics staff, Athletics Advisory Committee, senior administrative officials, and finally
the President. The review and approval process, schedule for rules education based on the procedures outlined
in the manual and implementation of the policies and procedures included in this manual are documented in the
Concordia University Irvine Strategic Plan for Athletics, adopted by the University in January, 2014.
NOTE: THIS DOCUMENT IS A DRAFT
FOR REVIEW PURPOSES ONLY.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL2
CONTENTS
Statement of Compliance.................................................... 5
Institutional Control and Compliance.................................. 6
Shared Responsibility.......................................................... 6
Institutional Compliance Committee................................... 6
I. AMATEURISM
a.Procedures............................................................... 10
i. NCAA Eligibility Center..................................... 10
ii. Amateurism Verification................................. 11
b.Forms....................................................................... 12
i. Returning Student-Athlete Questionnaire........ 12
V. EQUIPMENT
a. Procedures............................................................... 42
i. Equipment and Apparel Procedures................. 42
b. Forms....................................................................... 43
i. Issue and Retrieval Form................................... 43
ii. Donation of Athletics Clothing and Gear.......... 44
II. AWARDS AND BENEFITS
a.Procedures............................................................... 13
i. Awards and Benefits Procedures...................... 13
b.Forms....................................................................... 15
i. Occasional Meals Form.................................... 15
III. CAMPS, CLINICS, FUNDRAISERS
a.Procedures............................................................... 17
i. Camps and Clinics Procedures.......................... 17
b.Forms....................................................................... 19
i. Camp Financial Report..................................... 19
ii. Camp Personnel Ledger.................................... 20
iii. Camp/ Clinic Participant Ledger....................... 21
iv. Camps and Clinics Checklist.............................. 22
v. Camps and Clinics Request to Employ.............. 23
vi. Outside Camp/ Clinic Request.......................... 24
vii. Request for Reduced Admission....................... 25
IV. ELIGIBILITY
a.Procedures............................................................... 26
i. Admissions Procedures.................................... 26
ii. Initial Eligibility Certification Procedures.......... 27
iii. Continuing Eligibility Procedures...................... 29
iv. Use of Summer Hours...................................... 34
v. Transfer Eligibility Certification Procedures...... 34
vi.Final Certification Prior to Practice
and Competition.............................................. 36
b.Forms....................................................................... 37
i. Freshman Eligibility Checklist........................... 37
ii. 2-Year Transfer Eligibility Checklist................... 38
iii. 4-Year Transfer Eligibility Checklist................... 39
iv. Designation of Degree Program Letter.............. 40
v. Team Status Change Form................................ 41
VI. FINANCIAL AID
a. Procedures............................................................... 45
i. Financial Aid Procedures.................................. 45
b. Forms....................................................................... 49
i. Athletics Grant In Aid Request Form................. 49
ii. Athletics Grant In Aid Form.............................. 50
iii. GIA Reduction/Cancellation Notification letter.... 51
iv. GIA Cancellation Letter.................................... 52
v. GIA Reduction Letter........................................ 53
vi. GIA Renewal Letter.......................................... 54
vii. Institutional Letter of Intent............................. 55
viii. Scholarship Spreadsheet................................... 58
VII. MALE PRACTICE PLAYERS
a. Procedures............................................................... 59
i. Male Practice Player Procedures...................... 59
b. Forms...........................................................................
i. Male Practice Player Certification Form............ 60
ii. Div. II Male Practice Form – 2015/16................ 61
VIII. MEDICAL HARDSHIP WAIVERS
a. Procedures............................................................... 62
i. Medical Hardship Procedures........................... 62
b. Forms....................................................................... 63
i. PacWest Conference Eligibility Petition............ 63
ii. PacWest Conference Medical Hardship
Checklist.......................................................... 64
IX. M ISSED CLASS TIME
AND GAME SCHEDULING PROCEDURES
a. Procedures............................................................... 65
i. Game Contracts............................................... 65
ii. Pacific West Conference Schedules................... 65
iii. Athletic Event Change Forms............................ 65
b. Forms....................................................................... 66
i. Schedule Request Form.................................... 66
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL3
X. OUTSIDE EMPLOYMENT
a. Procedures............................................................... 67
i. Student-Athlete Employment Procedures........ 67
ii. Team Manager Procedures............................... 67
iii. Staff Outside Employment Procedures............. 68
b. Forms....................................................................... 69
i. Student-Athlete Outside Employment Form..... 69
ii. Student-Athlete End-of-Year Information Form.... 70
iii. Sport Manager Application.............................. 71
iv. Income and Endorsement Form...................... 72
v. Private Lesson Form......................................... 73
vi. Fundraising Request Form................................ 74
vii. Local Sports Club Information Form................. 75
XI. PLAYING AND PRACTICE SEASONS
a. Procedures............................................................... 76
i. Directions for Playing and Practice Seasons...... 76
ii. Playing and Practice Season Procedures........... 77
b. Forms....................................................................... 79
i. Declaration of Playing Season Form................. 79
ii. Weekly In-Season Monitoring Form................. 80
iii. Weekly Out-of-Season Monitoring Form.......... 81
iv. Schedule Request Form.................................... 82
v. Permission Outside Competition...................... 83
XII. RECRUITING
a.Procedures............................................................... 84
i. Recruiting Procedures...................................... 84
b. Forms....................................................................... 90
i. Historical Questionnaire................................... 90
ii. Official Visit Checklist and Request Form.......... 91
iii. Official Visit Record and Reimbursement......... 92
iv. Student Host Agreement ................................. 93
v. Official Visit Prospect Signature Form.............. 94
vi. Sample Itinerary .............................................. 95
vii. Housing Approval and Medical Consent Form..... 96
viii. Unofficial Visit Report...................................... 97
ix. Off-Campus Recruiting Trip Request Form........ 98
x. High School Ticket Request Form..................... 99
xi. Recruiting Telephone Log and Directions........ 100
xii. Release Letter ............................................... 101
xiii. Transfer Tracer Form ..................................... 102
xiv. Directions...................................................... 104
xv. Best Practices Checklist.................................. 106
XIII. RULES INTERPRETATIONS-EDUCATION
a.Procedures............................................................. 107
i. Head and Assistant Coach Procedures............ 107
ii.Athletic Department Staff Members
Procedures..................................................... 108
iii.Institutional Compliance Committee
Procedures..................................................... 108
iv. Student-Athlete Procedures........................... 108
v.Boosters, Faculty, University Staff and
Fan Procedures.............................................. 109
vi. Prospective Student-Athlete Procedures........ 109
vii. Rules Interpretation Procedures..................... 109
viii. Rules Violations Procedures........................... 110
ix. Guide for Boosters......................................... 110
b.Forms............................................................ 114
ii. Rules Interpretation Request Form................. 114
XIV. TRANSFER OUT
a.Procedures............................................................. 115
i. Transferring In-Out Procedures...................... 115
ii. Appeals Procedures....................................... 115
XV. TRYOUTS
a.Procedures............................................................. 117
i. Tryout Procedures.......................................... 117
b.Forms..................................................................... 119
i. Tryout Request Form...................................... 119
ii. Official Tryout Waiver.................................... 120
XVI. VIOLATIONS
a.Procedures............................................................. 121
i. Types—Secondary, Major............................... 121
ii. Alleged Violations at Other NCAA Institutions....122
b.Forms..................................................................... 123
i. PacWest Violation Report.............................. 123
XVII. VOLUNTEER COACH
a.Procedures............................................................. 124
i. Volunteer Coach Procedures.......................... 124
b.Forms..................................................................... 125
i. Volunteer Coach Form.................................... 125
i. Volunteer Release Waiver.............................. 126
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL4
STATEMENT OF COMPLIANCE
It is Concordia University Irvine’s intention and goal to be fully compliant with the letter and spirit of NCAA,
conference, and University rules and regulations. The Athletics Department is committed to the principle
of institutional control through rules education for coaches, athletics department staff, institutional staff,
student-athletes, and boosters of the intercollegiate athletic program.
Institutional staff, as well as the athletics staff, is responsible for knowing the rules and abiding by them.
All staff follows the “rules of compliance”:
1. Each coach is responsible for knowing and adhering to all NCAA rules and regulations. WHEN IN DOUBT,
CHECK BEFORE ACTING.
2. The intercollegiate athletic program is monitored by senior-level administrators to assure compliance.
Any instance of non-compliance that is identified is reported.
3. Intercollegiate athletics personnel are required to self-report any knowledge of NCAA violations to the
Athletic Director or to the Assistant Athletic Director for Compliance.
4. Coaches, Athletic Department staff, and select institutional staff are provided print materials and are held
responsible for the content. Materials include: (a) Current NCAA Division II Manual, (b) Concordia University
Irvine Athletics Compliance Policies and Procedures Manual, and (c) The NCAA links.
5. Ongoing compliance education is provided at every staff meeting and all staff members are required to attend.
If a staff member is absent, they are required to schedule a “make-up” session with the Assistant Athletic
Director for Compliance. The Assistant Athletic Director for Compliance will track absences and notify the
Athletic Director if make-up sessions are not schedule within a reasonable amount of time.
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INSTITUTIONAL CONTROL AND COMPLIANCE
Institutional Control of an intercollegiate athletic program is a direct result of an intentional institutional
decision and achieved through explicit commitments to rules compliance. The priority an institution gives to
rules compliance is reflected in the institutional resources it is willing to commit toward that effort. The NCAA
constitution outlines the requirements that each member must meet, but does not provide a specific model for
implementing a compliance program. Although the NCAA recognizes the need for institutional autonomy, three
fundamental principles are needed for the creation and maintenance of institutional control: shared compliance
responsibilities, administrative accountability and self-study, and external review of the compliance program.
This statement outlines the shared compliance responsibilities at Concordia University Irvine.
SHARED COMPLIANCE RESPONSIBILITIES
The institution must have procedures whereby persons inside and outside the athletics department exercise
oversight responsibilities that monitor and assess the effectiveness of the compliance program. The oversight
and monitoring of the program should be ongoing rather than activated in response to allegations of wrongdoing.
In order to accomplish this goal, Concordia University Irvine has appointed various individuals to serve on
Institutional Compliance Committee, which will be chaired by the Assistant Athletic Director for Compliance and
will meet bi-weekly to assess compliance efforts. These individuals will be operating on behalf of the institution
with respect to those responsibilities that are logically within the scope of their positions. This committee will
provide ongoing self-study and administrative accountability in the area of athletic compliance.
Below is a list of individual department liaisons that currently compose the Institutional Compliance Committee
at Concordia University Irvine. The assignments for each member of the committee are in brief form and may
not be all-inclusive.
INSTITUTIONAL COMPLIANCE COMMITTEE
Assistant Athletic Director for Compliance
• Acts as the chair of the Institutional Compliance Committee, sets meeting schedule, agenda, and inform
members of news, events, and compliance issues within Athletic Department.
• Identifies responsibilities of Institutional Compliance Committee members
• Coordinates the compliance self-studies
• Develops and revises Concordia University Irvine Athletics Compliance Manual, which is distributed to all
Institutional Compliance Committee Members and Athletic Staff.
• Conducts Rules Education Seminar at the beginning of each academic year for all coaching staff, including
head coaches, assistant coaches, and graduate assistants.
• Coordinates yearly rules education including procedures and responses for all rules interpretation requests.
• Develops, updates, and distributes the Concordia University Irvine Representative of Athletics Interest Brochure to
current student-athletes, parents, staff, faculty, alumni, boosters, and all other representatives of athletic interest.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL6
• Attends an NCAA Compliance Seminar and NCAA National Convention each year and updates the
Institutional Compliance Committee and athletic staff with any new legislation and rule interpretations.
• Acts as the department liaison for all rule interpretations to the NCAA and the Conference.
• Organizes departmental rule education seminars at each weekly Intercollegiate Athletic staff meeting.
• Responsible for submitting and updating compliance education material included on Concordia University
Irvine’s website.
• Coordinates the compliance self-studies
• Coordinates yearly rules education including procedures and responses for all rules interpretation requests.
• Conducts the NCAA Team Compliance Meeting with each sport team at the beginning of each season, and as
needed throughout the year with any new additions to the squad. Distributes a Student-Athlete Handbook to
each squad member and conducts a discussion of NCAA, Conference, and Concordia University Irvine Rules
and Regulations.
• Develop, update, and distribute the NCAA Do’s and Don’ts Brochure to current student-athletes, parents,
staff, faculty, alumni, boosters, and all other representatives of athletic interest.
• Develops procedures for investigating and self-reporting violations.
• Receives and grants approval for all Transfer Waiver and Permission to Speak Requests.
• Implements procedures to establish accountability in areas of eligibility, financial aid, recruiting, etc.
• Keeps records and monitors NCAA regulations regarding practice seasons and hour limitations, student-athlete
employment, recruiting periods, contact logs, summer camp and clinics, official visit letters, and other NCAA or
Conference rule interpretations.
• Administers the completion of NCAA and Concordia University Irvine Student-Athlete Compliance forms.
Faculty Athletics Representative
• Certifies initial and continuing eligibility of student-athletes.
• Oversees the initial eligibility process for incoming freshmen student-athletes with the NCAA Eligibility Center.
• Certifies a transfer student-athlete’s eligibility by reviewing all transcripts, transferable hours, satisfactory progress
at previous institutions, and previous collegiate athletic competition.
• Certifies the academic eligibility status of all student-athletes by preparing and signing the Concordia University
Irvine eligibility forms for each sport before the first date of competition.
• Monitors the full-time status of each student-athlete.
• Certifies satisfactory progress requirements at the end of each academic year.
• Certifies that the overall Grade Point Average for each student-athlete is above the NCAA minimum.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL7
• Works with the Assistant Athletic Director for Compliance to prepare and send notification letters to
student-athletes at the end of a semester or the end of the academic year if they fail to meet the GPA
requirement or fail to meet satisfactory progress.
• Certifies the 75/25 rule at the end of each semester.
• Certifies student-athlete declaration of major by no later than his or her junior year.
• Certifies that each student-athlete is making progress toward a baccalaureate degree.
• Works with the Assistant Athletic Director for Compliance to complete all NCAA appeals and waiver
applications for student-athletes.
• Administers the coach’s certification test.
• Monitors student-athlete files; which include initial eligibility, continuing eligibility, season of competition,
and satisfactory progress information.
• Attends the NCAA Team Compliance Meeting with each sport team at the beginning of each season and
reviews NCAA, Conference and Concordia University Irvine Eligibility Rules and Regulations.
• Attends Conference meetings and Faculty Athletics Representatives meetings as needed.
• Attends NCAA Regional Rules Seminars.
• Serves as a member of the University Athletics Advisory Committee.
• Serves as a member of the Institutional Compliance Committee
• Assists in the Institutional Certification Process.
Director of Financial Aid
• Understands and applies financial aid regulations.
• Assists the Athletic Director and Assistant Athletic Director for Compliance in establishing guidelines for
awarding of financial assistance.
• Identifies all sources of financial assistance and compares with information on squad lists and in financial aid files.
• Oversees aid from sources outside the institution and verifies whether aid is countable.
• Verifies the student-athlete’s on or off-campus and in out-of-state status, to insure the maximum individual limits.
• Determines and documents whether any of the aid is countable toward team and individual financial aid limits.
• Monitors CA and enters all financial aid awarded to student-athletes.
• Signs off on all athletic grant-in-aid contracts and sends out all renewal, reduction and cancellation letters
to student-athletes.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL8
• Works with Assistant Athletic Director for Compliance to ensure timely and accurate ILI awards.
• Serves as a member of the Institutional Compliance Committee.
Director of Admissions
• Acts as liaison with Athletic Department.
• Distributes NCAA Eligibility Center Reports to admission counselor(s).
• Monitors and updates CA to ensure accurate and timely transfer of information for prospective student-athletes (PSA).
• Understands the requirements of student-athletes and applies the rules applicable to the process of admission.
• Maintains awareness of recruitment contact regulations concerning dead periods in each sport’s recruitment
calendar and time period prior to June 15 of junior year in high school.
• Assists with certification of international student-athletes with assistance of International Student-Athlete Office.
• Reviews high school transcripts of prospective student-athletes when admissibility is in question, prior to coaching
staff spending significant effort in recruiting the student-athlete.
• Acts as contact to athletic staff for relevant information/documentation (e.g. official transcripts, test scores)
used to determine admissibility prior to contacting the student-athlete.
• Advises student-athletes who indicate an interest in Division II Intercollegiate Athletics to apply to the NCAA
Eligibility Center by the end of their junior year in high school.
• Obtains academic records of applicants and verifies their authenticity.
• Determines admission status (freshman, transfer, etc.)
• Awards academic scholarships.
• Serves as a member of the Institutional Compliance Committee.
Registrar
• Enforcement of Full-Time (12 semester hours Fall; Spring – 15 suggested) enrollment of student-athletes.
• Responsible for verifying/signing the Conference Eligibility Squad Lists & Eligibility Check Lists.
• Determines transfer credits.
• Certifies initial and continuing eligibility of student-athletes.
• Certifies a transfer student-athlete’s eligibility by reviewing all transcripts, transferable hours, satisfactory
progress at previous institutions, and previous collegiate athletic competition.
• Certifies the academic eligibility status of all student-athletes by preparing and signing the Concordia University
Irvine Eligibility forms for each sport before the first date of competition.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL9
• Monitors the full-time status of each student-athlete.
• Certifies satisfactory progress requirements at the end of each academic year.
• Certifies that the overall Grade Point Average for each student-athlete is above the NCAA minimum.
• Certifies student-athlete declaration of major by no later than his or her 5th semester.
• Certifies that each student-athlete is making progress toward a baccalaureate degree.
• Monitors student-athlete files; which include initial eligibility, continuing eligibility, season of competition,
and satisfactory progress information.
• Attends NCAA Regional Rules Seminars.
• Serves as a member of the Institutional Compliance Committee.
I. AMATEURISM
(NCAA Bylaw 12)
MAINTAINING AMATEUR STATUS AND ELIGIBILITY
Student-athletes can lose amateur status and/or lose eligibility if:
• Following initial full-time collegiate enrollment, use their athletic skill (directly or indirectly) for pay in any
form in that sport;
• Following initial full-time collegiate enrollment, accept a promise of pay even if such pay is to be received
following completion of intercollegiate athletics participation;
• Following initial full-time collegiate enrollment, sign a contract or commitment of any kind to play professional
athletics, regardless of its legal enforceability or any consideration received;
• Following initial full-time collegiate enrollment, receive, directly or indirectly, a salary, reimbursement of
expenses or any other form of financial assistance from a professional sports organization based on athletic
skill or participation, except as permitted by NCAA rules and regulations;
• Following initial full-time collegiate enrollment, compete on a professional athletics team, even if no pay or
remuneration for expenses was received; or
• They enter into an agreement with an agent whether prior to or following initial full-time collegiate enrollment.
• They enter a professional draft.
NCAA rules do not prohibit student-athletes from receiving information about prospective agent or financial
advisors. Nor do they prohibit engaging in telephone or in-person meetings or discussions with an agent or
financial advisor. However, there is not anything that an agent, financial advisor or their representatives can
legally do for a student-athlete or their family prior to completion of their eligibility.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL10
OUTSIDE COMPETITION
In sports other than basketball, student-athletes may become ineligible if after enrolling they participate as
members of any outside team in any non-collegiate, amateur competition during the season in the sport. This
includes tournament play, exhibition games or other activities in their sport outside of Concordia University Irvine.
It is permissible for student-athletes to participate in outside competition during the academic year in their
sports as long as they represent only themselves in the competition and do not engage in competition as a
member of or receive expenses from an outside team.
AMATEURISM CERTIFICATION
The NCAA Eligibility Center and the Athletic Department, together, verify amateurism for all student-athletes.
• Initial Amateurism - The NCAA Eligibility Center certifies initial amateurism for all prospective student-athletes.
• Continuing Amateurism – The Assistant Athletic Director for Compliance monitors amateurism during the time
a student-athlete is enrolled at Concordia University Irvine. Each year, prior to the sports season, student-athletes
will be required to respond to a series of questions regarding amateur status and certify their amateur standing.
• Transfer Amateurism – Transfers are required to go through amateurism re-certification with the Eligibility
Center at the same time the Assistant Athletic Director for Compliance is researching the transfer’s amateurism.
• If, at any time, the coaching staff becomes aware of activity that could call a student-athlete’s amateurism in
to question, they are required to notify the Assistant Athletic Director for Compliance immediately.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL11
RETURNING STUDENT-ATHLETE QUESTIONNAIRE
Name: ________________________________University ID#_________________________________________
Sport:______________________________ Contact Phone #:_________________________________________
Address (during the school year):_______________________________________________________________
_________________________________________________________________________________________
FINANCIAL AID
• How are you financing your education? Please list all outside grants, scholarships, loans, etc.______________
________________________________________________________________________________________
• Is the scholarship awarded on athletic ability? Yes or No
• Can this scholarship be used at other institutions? Yes or No
• Is the donor or organization of the scholarship not directly connected to the University? Yes or No
AMATEURISM
• Have you ever wagered a bet on college or professional athletic(s) contest? Yes or No
________________________________________________________________________________________
• Have you ever taken part in any athletic competition for which you were provided compensation (e.g., cash,
comparable prize, merchandise or money for expenses on the basis of place/finish in the competition)?
If so, list date, amount, sport, etc:.______________________________________________________________
• Have you ever lent your name to any form of commercial advertising (e.g., newspaper, magazine, charities, radio
or television appearance, billboards or personal appearances)? If so, state names of businesses, date and sport
________________________________________________________________________________________
• Have you ever signed a professional contract, a contract with a professional agent, or been represented by a
professional sports agent in your sport? If so, state name of agent, date, sport, etc. _____________________ ________________________________________________________________________________________
• Have you competed for any athletic team (e.g., club teams, non intramural teams, city-league teams), other
than the university’s, during any academic year? If so, state sport, name of team, date, etc. _______________
________________________________________________________________________________________
I certify, upon penalty of ineligibility for intercollegiate athletics, that the above statements are complete and
accurate, to the best of my knowledge. I also understand my responsibility to comply with all NCAA and institutional requirements.
Student-Athlete’s Name (print)_________________________________________Date_____________________
Student-Athlete’s Signature____________________________________________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL12
II. AWARDS AND BENEFITS
[NCAA Bylaw 16]
An extra benefit is any special arrangement by an institutional employee, booster or anyone that the
student-athlete is not legally dependent upon, that provides the student-athlete, or the student-athlete’s
relative or friend, a benefit not authorized by the NCAA. Receipt by a student-athlete of an award, benefit
or expense allowance not authorized by the NCAA legislation renders the student-athlete ineligible.
Student-athletes are permitted to receive expenses, from the institution, that are directly related to travel and
competition while representing the institution, as well as the expenses included in the scholarship agreement.
Receipt of any monetary or tangible benefit or award from persons outside of the Athletic Department is
not permitted.
STUDENT-ATHLETE AWARDS
The Athletic Department selects deserving student-athletes to receive athletics awards as recognition
of athletic participation, academic performance, and outstanding achievement.
1. Each sport has annual awards that are based on criteria set by the individual sport. These awards are
presented at the discretion of the Athletic Department.
2. Coaches must obtain approval, from the Athletic Director, for any awards provided to the student-athlete.
3. Awards by outside groups or organizations are not allowed unless approved in advance by the Assistant
Athletic Director for Compliance and the Athletic Director.
BENEFITS
Occasional Home Meal
There is a limit of three occasional meals per student-athlete per semester during the academic year and a
limit of two occasional meals per student-athlete during the summer. This includes occasional home meals
with boosters. The procedure for occasional meals follows:
1. The Head Coach of the student-athlete(s) or team invited for an “occasional meal” will complete and
sign an Occasional Meal Form at least five days prior to the meal.
2. The form is then forwarded to the Assistant Athletic Director for Compliance for approval.
3. If authorized, the form is copied to the Head Coach and the original is filed in the Assistant Athletic Director
for Compliance. If not authorized, the Assistant Athletic Director for Compliance will notify the Head Coach.
16.11.1.4 Occasional Meals.
Staff Member: A student-athlete or the entire team in a sport may receive an occasional meal in the locale
of the institution on infrequent and special occasions from an institutional staff member. An institutional staff
member may provide reasonable local transportation to student-athletes to attend such meals.
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Representative of Athletics Interest – Booster: A student-athlete or the entire team in a sport may
receive an occasional family home meal from a representative of athletics interests provided the meal is
in the individual’s home (as opposed to a restaurant) and may be catered. The representative of athletics
interests or an institutional staff member may provide reasonable local transportation to student-athletes to
attend such meals.
Apparel or Equipment that Includes Institutional Identification
A student-athlete may use institutional equipment during outside competition only when representing the
institution. Refer to the Equipment/Apparel section of this manual for specific procedures.
A student-athlete may purchase institutional apparel (or uniform) for use during outside competition at the
going rate for such apparel, provided the apparel (or uniform) is no longer used by the institution.
Retention of Equipment
A student-athlete may retain institutional athletics apparel items (not equipment) as an “award” subsequent
to the student-athlete exhausting his/her eligibility (e.g. game jersey).
A student-athlete is allowed to use institutional equipment during vacation periods as long as this is consistent
with institutional policy.
General Benefit Limitations
A student-athlete may receive benefits provided to student-athletes generally and it is not considered an
“extra benefit.”
A student-athlete may not receive “extra benefits” that result in a special arrangement by the institutional
employee or representative of the institution’s athletics interest.
A student-athlete may not receive “discounts,” free or reduced-cost services, use of credit cards, or the following
from an institutional employees or representatives of athletics interest:
• loan
• guarantee bond
• use of an automobile
• transportation
• signing or cosigning a note.
Please review NCAA Bylaw 16 for additional information.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL14
OCCASIONAL MEALS OR REFRESHMENT BENEFITS PRIOR APPROVAL FORM
All refreshments and occasional meals provided per Bylaws 16.6.1.6, 16.11.1.4, 16.11.1.8, 16.11.1.12 must have approval from
the Sport Administrator, the Athletics Business Office (if Athletic Department funds are used) and the Assistant Athletic Director
for Compliance 5 days before the meal may be provided.
________________________________________________________________________________________________________
Refreshments: An institution may provide student-athletes with reasonable refreshments (e.g., soft drinks, snacks) for student-athlete
educational and business meetings and, on an occasional basis, for celebratory events (e.g., birthdays). An institution may also provide
the parents (or legal guardians) of a student-athlete with reasonable refreshments (e.g., soft drinks, snacks) on an occasional basis.
Occasional Meal from a Institutional Staff Member: An institution may provide a student-athlete or the entire team in a sport an
occasional meal in the locale of the institution on infrequent and special occasions from an institutional staff member. Institutional
policy requires this meal to be approved prior to occurring. An institutional staff member may provide reasonable local transportation
to student-athletes to attend these meals.]=]Occasional Meal from a Institutional Booster: A student-athlete or the entire team in a
sport may receive an occasional family home meal from a booster on infrequent and special occasions as long as the meal is provided
in the booster’s home , on campus or at a facility that is regularly used for home competition(as opposed to a restaurant). The meal
may be catered. Institutional policy requires this meal to be approved prior to occurring. The booster hosting the meal or an institutional staff member may provide reasonable local transportation to student-athletes to attend the meal.
Occasional Meal from the Parent of a Student-Athlete: An institution is permitted to arrange for an occasional meal to team members
provided by the parent of a student-athlete at any location. Institutional policy requires this meal to be approved prior to occurring.
Sport:______________________________ Date when meal/refreshment will be provided:________________________________
Reason for the Benefit: ______________________________________________________________________________________
Benefit Provided By: o Coach
o Athletics Administrator
o Booster o Other:______________________________
Location/Address where meal/refreshment will be provided:________________________________________________________
Will transportation be provided? o No
o Yes
By whom:_____________________ Type:_______________________
NOTE: After the benefit has been provided, a list of all attendees must be sent to the Athletics Assistant Athletic Director for
Compliance. The documentation will not be complete until the Assistant Athletic Director for Compliance receives the list of attendees.
AGREEMENT: I have read this Occasional Meal Request Form and agree to abide by all of the terms and conditions set forth
per NCAA rules.
Signature of Individual Submitting the Request_______________________________________
Date_______________________
DO NOT WRITE BELOW THIS LINE.
_ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _ __ _
o Approved o Not Approved
Amount Approved: ________________________________________
_____________________________________________________________________________ Compliance Signature
________________________
Date
_____________________________________________________________________________ Athletics Director Signature
________________________
Date
NOTE: Only required if Athletic Department funds are used.
List of Attendees Provided to Compliance:
o No
o Yes
Date Provided:________________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL15
INTERPRETATION - 1 INTERPRETATION
Title: Benefits Resulting from a Relationship Established Prior to Collegiate Enrollment (II)
Date Published: October 3, 2008
Type: Official Interpretation
Item Ref: 1
INTERPRETATION:
The subcommittee reviewed the application of NCAA Bylaw 12.1.2.1.6 as it relates to situations in which a
student-athlete has received benefits after initial full-time collegiate enrollment from someone other than a
family member or legal guardian. It is agreed that the following objective guidelines generally should be used
in determining whether such benefits are contrary to the preferential treatment legislation:
a. D
id the relationship between the student-athlete (or student-athlete’s parents) and the individual
providing the benefit(s) develop as a result of the student-athlete’s participation in athletics or notoriety
related thereto?
b. D
id the relationship between the student-athlete (or student-athlete’s parents) and the individual
providing the benefit(s) predate the student-athlete’s status achieved as a result of his or her athletics
ability or reputation?
c. Is the pattern of benefits provided by the individual to the student-athlete (or student-athlete’s parents)
prior to the student-athlete attaining notoriety as a skilled student-athlete similar in nature to those
provided after attaining such stature?
The subcommittee noted that the origin and duration of a relationship and the consistency of benefits
provided during the relationship are key factors in determining whether the benefits provided are contrary
to the spirit and intent of Bylaw 12.1.2.1.6.
The subcommittee also noted that the above-mentioned interpretation does not apply to individuals who
have no logical ties to the prospective student-athlete. For example, a current student-athlete who, prior to
initial collegiate enrollment, has been receiving normal and reasonable living expenses from an individual with
whom he or she has an established relationship may continue to receive occasional benefits (e.g., meals during
campus visits, reasonable entertainment) from an individual or family with whom the student-athlete has an
established relationship. However, such expenses may not include educational expenses associated with a
grant-in-aid (i.e., tuition and fees, room and board, and required course-related books).
[References: Bylaw 12.1.2.1.6 (preferential treatment, benefits or services) and an official interpretation
(9/25/00, Item No. 2) that has been archived.]
REFERENCES
Legislative References
Div. Number Title II 12.1.2.1.6 Preferential Treatment, Benefits or Services.
OTHER
References Interpretations: 1
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL16
III. CAMPS AND CLINICS
[NCAA Bylaw 13.12]
The Assistant Athletic Director for Compliance is responsible for overseeing compliance with NCAA rules for
all sports camps and clinics that involve student-athletes and/or athletics staff members.
INSTITUTIONAL CAMPS AND CLINICS
For all institutional camps, the Camp/Clinic Director is responsible for completing all required documentation
and submitting it to the Assistant Athletic Director for Compliance as instructed.
The Camp/Clinic Director’s oversight of sports camps includes:
• Produce and monitor camp and clinic brochures, invitations, advertisements, web site and other information.
• Maintain and monitor financial records.
• Monitor enrollment limitations.
• Monitor compensation of student-athletes in accordance with NCAA Bylaws and institutional requirements.
• Report employment of high school or two-year college coaches to the Assistant Athletic Director for
Compliance in accordance with NCAA Bylaws.
• Monitor compensation for coaches in accordance with NCAA Bylaws and institutional requirements.
• Arrange for housing, food service and athletics facilities in accordance with university procedures.
• Arrange for sale of clothing or other team items (if applicable) with the Assistant Athletic Director for
Compliance. Careful adherence to the cash handling procedures is expected and an audit of sale items
will be performed.
The following procedures must be followed for all institutional sports camps and clinics:
1. The Camp/Clinic Director or designee is responsible for submitting a copy of the camp brochure to the
Director of Athletic Communications prior to printing for approval.
2. The Camp/Clinic Director must complete a Sports Camps and Clinics Compliance Checklist and submit it
to the Assistant Athletic Director for Compliance at least two weeks prior to advertising the camp/clinic.
3. The Camp/Clinic Director must submit a Participant Ledger to the Assistant Athletic Director for Compliance
at least one week prior to the start of the camp/clinic.
4. If any participant will receive free or reduced admission, a Free or Reduced Admission Form must be
submitted to the Assistant Athletic Director for Compliance one week prior to the start of the camp/clinic.
5. A Medical Consent Form must be completed for each participant by her/his parent or guardian no later
than the day of registration.
6. The Camp/Clinic Director must complete a Camp Staff Member Bio form for each employee and submit
to the Assistant Athletic Director for Compliance for approval before hiring the employee.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL17
7. If student-athletes work at the camp/clinic, the Athletic Director must give prior approval to the studentathlete’s employment arrangement. The Athletic Director, Assistant Athletic Director for Compliance, and
Camp Director must sign a Request to Employ Student-Athlete Form, for each student-athlete to be employed,
at least one week prior to the start of camp. Specific procedures for student-athlete employment approval
are subject to NCAA Bylaw and include:
a) The Camp Director submits a written request for permission of named student-athletes to work summer
camp to the Assistant Athletic Director for Compliance.
b) T he Assistant Athletic Director for Compliance reviews the camp director’s request to ensure these
student-athletes are permitted to work the summer camp according to NCAA rules.
c) The Assistant Athletic Director for Compliance provides final approval and keeps a copy of the approved
request for records.
8. The Camp/Clinic Director must submit a Personnel Ledger to the Assistant Athletic Director for Compliance
at least one week prior to the start of the camp/clinic.
9. A Financial Report Form for all sports camps and clinics is due to the Assistant Athletic Director for
Compliance within two weeks after the conclusion of each camp/clinic session.
OUTSIDE CAMP/CLINIC EMPLOYMENT
Coaches, athletics staff members and student-athletes may not be employed at an outside camp or clinic without
written permission from the institution. The procedure for requesting permission is as follows:
1. In order to be employed at an outside camp or clinic, an Outside Camp/Clinic Request Form must be
completed and submitted to the Assistant Athletic Director for Compliance. It is due at least two weeks prior
to the camp or clinic.
2. The Assistant Athletic Director for Compliance, in consultation with the Athletic Director, will review the
form and grant or deny permission.
3. The Assistant Athletic Director for Compliance is responsible for notifying the Coach, athletics staff
member or student-athlete regarding the decision.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL18
SPORTS CAMP / CLINIC FINANCIAL REPORT
Camp:________________________________________________________ Camp Dates: ________________________________
Camp Director__________________________________
Total number of campers________ Total number camp staff________
REVENUE
Resident Campers
Commuting Campers
Others (please list)
Concessions
REFUNDS (PLEASE LIST)
______________ @ $ _____________ = $ _____________ ______________ @ $ _____________ = $ _____________ ______________ @ $ _____________ = $ _____________
$ _____________
Sub-total Revenue
$ _____________
_____________________________ ______________ @ $ _____________ _____________________________ ______________ @ $ _____________ _____________________________ ______________ @ $ _____________ = $ _____________
= $ _____________
= $ _____________
Total Refunds
$ _____________
TOTAL REVENUE
$_____________
EXPENDITURES
Instructional Staff
$ _____________
Athletic Trainers
$ _____________
Staff Travel
Air Fare
$ _____________ Lodging
$ _____________ Meals
$ _____________ Auto ________ miles @ $ ________ per mile
$ _____________
Other (please list)___________________________________________________ $ _____________
Total Staff Expenditures
$ _____________
Brochures
$ _____________ Xerox
$ _____________
Mail
$ _____________
Advertisement
$ _____________
Other (please list)___________________________________________________ $ _____________
Campers Housing
Campers Meals
Lost Keys Linen
Room Damages
Total Promotional Supplies
$ _____________
$ _____________
$ _____________
$ _____________
$ _____________
$ _____________
Total Promotional Supplies $ _____________
T-shirts (including staff apparel)
$ _____________
Concession Supplies $ _____________
Insurance
$ _____________
Other (please list)___________________________________________________ $ _____________
Total Other Expenditures
$ _____________
TOTAL EXPENDITURES
$_____________
The above information is true and accurate to the best of my knowledge.
Camp Director_____________________________________________________________
Date ______________________
Athletics Director___________________________________________________________
Date ______________________
Assistant Athletic Director for Compliance_______________________________________
Date ______________________
Note: Form must be submitted within two weeks after camp to the Assistant Athletic Director for Compliance.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL19
CAMP/CLINIC PERSONNEL LEDGER
Camp Name_______________________________________________________
Camp Personnel Name
Camp Position
Status
(i.e. student-athlete, HS coach etc.)
Dates ________________________________
Prior Approval
If student-athlete prior
approval received from
Athletic Director
Compensation
Comments
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL20
CAMP/CLINIC PARTICIPANT LEDGER
Camp Name_______________________________________________________
Participant’s Name
Age
Resident or
Amount
Commuter
Paid
Dates ________________________________
Amount
Owed
Admission
Free
(Coach’s Child)
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
o Yes o No
Camp Director’s Signature _________________________________________________________
Comments
Date_____________________
Use additional pages if needed. Page ______ of ______
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL21
SPORTS CAMPS AND CLINICS COMPLIANCE CHECKLIST
Camp Name________________________________________________ Proposed Date(s)________________________________
Camp/Clinic Director_________________________________________________
Phone________________________________
Please answer the following questions regarding the camps or clinic:
OWNERSHIP/OPERATION
o Yes
o Yes
o No
o No
Is the camp/clinic at least 51% owned by the Athletic Department or an employee of the Department?
Is a Athletic Department employee personally responsible for managing and operating the camp/clinic?
ESTIMATED ATTENDANCE
Resident ____________
o Yes
o No
Commuter _____________
Is this camp restricted or limited in any manner regarding campers (i.e., age, class, size)? If yes, please list
the restrictions or limitations______________________________________________________________
FACILITIES
o Yes
o Yes
o Yes
o No
o No
o No
Have sports facilities to be used for the camp/clinic been reserved?
Has housing for campers been reserved?
Has housing for employees been arranged?
o Attach a copy of the camp/clinic schedule
BROCHURE/APPLICATION
o Yes
o No
Has the camp brochure and/or application been reviewed and approved by the Assistant Athletic Director
for Compliance and Director of Athletic Communications?
PARTNERS/SPONSORS
o Please identify specific individuals and/or organizations you will have sponsor or partnership agreements with that are not
associated with institution. ________________________________________________________________________________
CAMP/CLINIC PAYMENTS
o Supply a ledger with the following prior to the camp/clinic:
• Name, age and payment of each attendee
• Note any discount and attach reduced admission approval documentation
• Note whether each attendee has paid in full or has a balance due
STAFFING
o Complete Staff Bios on each employee prior to the camp/clinic:
o Supply a ledger with the following information prior to the camp/clinic:
• Name and salary of each employee
• Identify employees who fall in each of these categories: o Institutional employee o 4-year college coach
o 2-year college coach o High school coach o Student-athlete o Student-athlete at another school
o Provide a written description of any benefits to be given to employees including travel expenses and/or transportation.
AWARDS AND MERCHANDISE
o Provide a written description of any awards to be given to participants prior to the camp/clinic.
o Provide a written description of any free merchandise to be provided to participants, and identify the source, prior to the camp/clinic.
FINANCIAL REPORT
o Complete a Camps/Clinics Financial Report and submit it to the Assistant Athletic Director for Compliance
By signing this form, I am indicating that to the best of my knowledge, the camp/clinic is in compliance with NCAA regulations and that subsequent to
this date, I will notify the Assistant Athletic Director for Compliance of any changes in the information provided or any potential problems that may arise
regarding any NCAA rules and regulations.
Camp Director_______________________________________________________________________
Athletics Director_____________________________________________________________________
Assistant Athletic Director for Compliance_________________________________________________
Date ________________________
Date ________________________
Date ________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL22
CAMPS AND CLINICS REQUEST TO EMPLOY STUDENT-ATHLETE
Note: NCAA member institutions may employ student-athletes as counselors in camps or clinics provided that:
a) The student-athlete shall not participate in organized practice activities other than during the institution’s playing and practice
season for that sport, and,
b) T he member institution’s Athletics Director must give approval to the student-athlete’s employment arrangement.
Coach_______________________________________________
Sport_______________________________________________
Camp Name_______________________________________________________
Camp Dates____________________________
I request permission to employ the following student-athlete at this camp.
Name:___________________________________________________________________________________________________
Address:__________________________________________________________________________________________________
City:________________________________________________________________ State:__________ Zip: __________________
Home Phone: (_________ )__________________________
Local Phone: ( _________ )___________________________
Camp Position/Responsibilities: _______________________________________________________________________________
__________________________________________________________________________________________________________
Camp Salary:_____________________
Method of Payment:__________________________
I confirm that the above information is true and accurate and all summer camp employment of student-athletes will comply
with NCAA Bylaw 13.12.2.1.
Camp Director_____________________________________________________________
Date ______________________
Athletics Director___________________________________________________________
Date ______________________
Assistant Athletic Director for Compliance_______________________________________
Date ______________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL23
OUTSIDE CAMP/CLINIC INFORMATION SHEET
COACH OR STUDENT-ATHLETE:
Please submit the following information prior to working the camp/clinic.
Name:_____________________________________________
Sport:_______________________________________________
Name of Camp/Clinic:_______________________________________________________________________________________
o Private
o Institutional (if so, name of school): ______________________________________________________________
Location:_________________________________________________________________________________________________
Name of Camp/Clinic Director:________________________________________________________________________________
Camp Dates:______________________________________________________________________________________________
Work to be performed at camp:_______________________________________________________________________________
Salary:___________________________
Travel Arrangements:
o Yes
o No
Camp/clinic is paying for travel to/from site
o Yes
o No
If camp/clinic is paying for transportation; this is the policy for all camp employees.
I understand the NCAA rules (Bylaw 13.12) regarding outside camps and clinics, including the following statements:
o I understand that in Division II, athletics department personnel may serve in any capacity at a privately owned camp or clinic
provided a high school, prep school or two-year college athletics award winners or any recruited prospects are not employed.
o As a student-athlete, I understand that at least 50% of the work has to be in supervisory capacity if I am to be paid.
o I understand that I may not be employed (salaried or volunteer) in any capacity by a camp or clinic that provides recruiting or
scouting services.
Signature_________________________________________________________________
Date ______________________
Athletic Director___________________________________________________________
Date ______________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL24
CAMPS AND CLINICS FREE/REDUCED ADMISSION REQUEST FORM
Camp:______________________________________________________________________ Date ________________________
Camper’s Name__________________________________________________________ Camper will enter _____ grade in the fall
Admission fee for this camper will be__________________
Reason for request of Free Admission (check one)
o Son/daughter of coach/administrator working the camp*
o Son/daughter of university faculty/staff*
NCAA POLICY STATEMENT
References: Bylaw 13.12.1.5 Employment of prospects / no free or reduced admission privileges 13.12.1.5.2 Payment of Expenses.
“A representative of an institution’s athletics interests may not pay a prospect’s expenses to attend a member institution’s sports
camp or clinic.”
Interpretation: The membership services staff confirmed that it is permissible for an institution to have an institutional policy or
athletics department policy that permits the children of institutional staff members or athletics department staff members to be
employed or receive free or reduced admission to the institution’s camps or clinics regardless of whether the staff member’s child is
a high-school, preparatory-school or two-year college athletics award winner. Further, the membership services staff confirmed that
it is permissible for an institution to provide free or reduced admission to its camp or clinic to the child of a coach who is an instructor in the camp or clinic (who is not an athletics department staff member at the institution hosting the camp or clinic), provided the
opportunity is available to children of all coaches instructing in the camp or clinic.
Interpretation: Free or Reduced Admission Privileges: The legislative services staff confirmed that it is permissible for an institution
to provide free or reduced admission to attend the institution’s camp/clinic to individuals who are not high-school, prep-school or
two-year college athletics awards winners and who are not being recruited by the institution to participate in its intercollegiate
athletic program. The staff noted that the provision of reduced-admission privileges to selected individuals who are not athletics
award winners is not considered an offer or inducement; however, such individuals, even those below the ninth grade, who receive
such privileges, would be considered prospective student-athletes.
I am aware of all NCAA rules and regulations involving camp or clinic free or reduced admission privileges addressed by NCAA
Bylaw 13.12.1.5. I certify that the camper named above falls into the category checked.
Camp Director___________________________________ Parent/Guardian____________________________________________
Approved by the Assistant Athletic Director for Compliance_____________________________________ Date________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL25
IV. ELIGIBILITY
UNIVERSITY ADMISSIONS
The Admissions Office is responsible for ensuring that all student-athletes are admitted under the same standards
as the general student-athlete applicant and entering admissions information into the CA for prospective studentathletes. The Assistant Athletic Director for Compliance is responsible for monitoring Admissions status, and
serving as liaison between the Athletic Department and the Admissions Office.
Freshmen (All freshmen student-athletes must meet the general admissions requirements for Concordia
University Irvine. First-year student-athletes will have both cumulative GPA and test scores considered).
1. The Head Coach must verify that the prospective student-athlete (PSA) is registered with the NCAA Eligibility
Center (EC). The head coach is responsible for informing the student-athlete to select a sport in the EC and
to complete the amateurism section.
2. The Head Coach or designee is responsible for entering Prospective Student-Athlete information into CA.
Weekly updates must be entered to ensure a current list is available for admissions.
3. The Head Coach is responsible for informing the prospective student-athlete that he/she must submit, to
Admissions, transcripts and test scores for evaluation of admissibility. The Head Coach is responsible for
informing the student-athlete to include her/his sport on the application.
4. The prospective student-athlete is responsible for submitting to the Admissions Office a completed
university application, official high school transcripts, official standardized test scores, and any other
required documentation.
5. The Admissions Office will monitor CA for recruiting information. Admissions will also enter pertinent
admissions information into CA as it becomes available.
Transfers (All transfer student-athletes must meet the general admissions requirements for Concordia University Irvine.
Transfer student-athletes must meet a minimum 2.0 transfer GPA in a minimum of 24 units as established by the
Admissions Office. Transfers with fewer than 24 units must also submit high school transcripts and test scores.
1. The Head Coach must verify that the prospective student-athlete (PSA) is registered with the NCAA
Eligibility Center.
2. The Head Coach is responsible for entering prospective student-athlete information into CA (Transfer) and
advising the prospective student-athlete to have a copy of all transcripts (for all institutions attended) sent
to Admissions and the FAR for evaluation of admissibility and/or athletic eligibility status. The Head Coach
will keep the recruiting tab in CA up to date in order to provide the most current information to Admissions.
The Head Coach is also responsible for informing the student-athlete to include her/his sport on the application.
3. The prospective transfer student-athlete is responsible for submitting a completed transfer application,
official high school transcripts, official college transcripts(s) from all schools attended, official standardized
test scores, and any other required documentation.
4. The Admissions Office will forward a copy of all transcripts to the Registrar’s Office to evaluate transferable
credit and 2-year college grade point average (according to NCAA regulations).
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL26
5. T he Admissions Office will send updated lists of Admissions or Denials to the Head Coach and Director
for Compliance as available and enter transfer information into CA as it becomes available.
International Student-Athletes (All international student-athletes must meet general admissions requirements
for Concordia University Irvine. International student-athletes must have foreign “course by course” credential
evaluation prior to admission).
1. The Head Coach must verify that the prospective student-athlete (PSA) is registered with the NCAA
Eligibility Center.
2. The Head Coach is responsible for entering Prospective Student-Athlete information into CA (High School
or Transfer). The Head Coach will update CA information weekly in order to provide updated information to
Admissions concerning prospective student-athlete.
3. The Head Coach is responsible for informing the prospective student-athlete that he/she must submit, to
Admissions, transcripts and test scores for evaluation of admissibility. The Head Coach is responsible for
informing the student-athlete to include her/his sport on the application.
4. International student-athletes (freshmen and transfers) must submit a completed application, copies of
all documents including English translation of official high school, university (for transfers) transcripts, and
official standardized test scores and other relevant official academic credentials. They must also submit
an International Student-Athlete Affidavit of Finances form.
5. The Admissions Office will send updated lists of Admissions or Denials to the Head Coach and Assistant
Athletic Director for Compliance as available and enter information in to the CA as it becomes available.
INITIAL ELIGIBILITY CERTIFICATION
Monitoring the eligibility of student-athletes is the responsibility of the Head Coach, Assistant Athletic Director
for Compliance, Faculty Athletics Representative and the Office of the Registrar. Once a decision is made on
whether a student-athlete is declared “certified or not certified”, the Office of the Registrar will communicate the
information to the Head Coach and Assistant Athletic Director for Compliance. Further, if the student-athlete
is determined to be “not certified” it is the obligation of the Head Coach to prohibit the student-athlete from
practicing or competing until further notice from the Assistant Athletic Director for Compliance .
Freshmen
Refer to Bylaw 14.3 in the Division II NCAA Manual for regulations governing Freshman Academic Requirements.
The procedures for initial eligibility of all freshman student-athletes are the following:
1. The Head Coach submits the prospective student-athletes Eligibility Center ID via e-mail to the Assistant
Athletic Director for Compliance to place the prospect on the Institutional Request List.
2. The Assistant Athletic Director for Compliance is responsible for adding the prospective student-athlete
to the institution’s IRL, monitoring the status and updating CA.
3. The Assistant Athletic Director for Compliance reviews preliminary NCAA Eligibility Center certifications
and provides a report to the coaches on a weekly basis to determine initial and amateur eligibility for all
freshman student-athletes.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL27
4. T he Assistant Athletic Director for Compliance distributes IRLs to each Head Coach once per week and
communicates with coaches regarding any freshmen student-athletes who may have missing documents.
5. Head Coaches have two responsibilities when they receive IRLs. First, each Head Coach is required to
communicate with prospective student-athletes regarding any documentation needed by the NCAA
Eligibility Center. Second, each Head Coach is required to update his/her IRL by submitting additional IRL
Requests or by deactivating names for a prospective student-athlete the coach is no longer recruiting.
6. The Assistant Athletic Director for Compliance updates each sport’s IRLs based on the information
provided by each Head Coach.
7. Prospective student-athletes are responsible for submitting all documentation to the NCAA Eligibility
Center at the earliest possible date to avoid delays in participation.
8. Once a prospective student-athlete has received his/her final certification from the NCAA Eligibility Center,
the Assistant Athletic Director for Compliance prints a copy of the final prospective student-athlete Details
Report from the NCAA Eligibility Center and places it in the student-athletes file in Athletics.
9. The Assistant Athletic Director for Compliance communicates with the Head Coach and Institutional
Compliance Committee via e-mail regarding the final certification of each prospective student-athlete.
10. T he Assistant Athletic Director for Compliance updates CA by identifying student-athlete eligibility for
competition on the particular date that the final prospective student-athlete Details Report was printed.
11. T he Admissions Office updates CA with student-athlete’s test scores, high school GPA and pertinent
demographic items as this information becomes available.
12. T he Assistant Athletic Director for Compliance will monitor the 45 day grace period for those who have
not cleared by the first date of practice and will notify the coach and the student-athlete of any update
in status. It is the responsibility of the coach to communicate to student-athletes on athletic scholarship
that if they are deemed a non-qualifier they will not receive their scholarship.
13. T he Head Coach will communicate to the student-athlete regarding their status and any documentation
that is needed from the NCAA Eligibility Center (EC).
14. A
t the end of the grace period, the student-athlete will not be allowed to continue to practice until a
final decision is made by the NCAA Eligibility Center. (See special instructions for partial and non-qualifiers
below). The Assistant Athletic Director for Compliance will update CA accordingly.
15. International prospective student-athletes will not be cleared to receive an I-20 from the Admissions Office
until they are certified at least a partial-qualifier from the NCAA Eligibility Center.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL28
Partial Qualifier Procedure
The NCAA Eligibility Center determines partial qualifiers and the Assistant Athletic Director for Compliance
records the information in CA. Final certification reports are maintained in the student-athletes file and the
coach is notified of the status by the Assistant Athletic Director for Compliance.
Non Qualifier Procedure
Non qualifiers are not eligible to receive an athletic scholarship or practice the first year of residency so will
not be cleared to attend Concordia University Irvine without written permission from the Athletic Director.
Non-qualifiers will not receive an I-20 from the Admissions Office unless they can certify ability to pay without
an athletic scholarship. Otherwise, no international student-athlete will be cleared to depart their country for
Concordia University Irvine until they are certified at least a partial-qualifier.
Coaches are required to save and maintain all communications concerning prospective student-athletes in
CA and e-mail folders in order to document information that was communicated to the student-athlete
regarding their eligibility and their athletic aid.
CONTINUING ELIGIBILITY
Please refer to Bylaw 14 in the Division II NCAA Manual for regulations governing continuing eligibility. As a
general rule, Concordia University Irvine places responsibility for certifying continuing eligibility to the Office
of the Registrar. The Faculty Athletics Representative, Assistant Athletic Director for Compliance and the Office
of the Registrar collaborate regularly throughout the academic year to ensure compliance with NCAA rules when
certifying continuing eligibility for all returning student-athletes. Prior to final certification, the certification team
meets to discuss the eligibility of all returning/continuing student-athletes and view the information entered in CA.
Establishing a student-athlete’s eligibility is based on a combination of NCAA, the Conference and University
regulations. The Faculty Athletics Representative serves as the certifying officer and determines continuing
eligibility based on the data the Registrar provides and the review that follows. The Conference Eligibility Forms
are reviewed and signed by the Registrar, the Director of Financial Aid, the Assistant Athletic Director for Compliance,
the Athletic Director, Head Coach and the Faculty Athletics Representative, who certify that they are accurate.
Full-Time Enrollment
Student-athletes are required to be enrolled in 12 units in order to practice or compete. When a student-athlete
drops below 12 units, at any time, he/she is not eligible to practice or compete. If the student-athlete competes
in intercollegiate competition, the team will have to forfeit the competition(s).
1. The Office of the Registrar is able to view a CA list of all student-athletes and prospective student-athletes.
Prior to certification, the Office of the Registrar clicks the “full time” status in CA to verify full time status.
2. The Athletics Department is responsible to ensure each student-athlete’s record has an intercollegiate
athletic involvement code in the institutional database so that full-time enrollment can be monitored.
The Assistant Athletic Director for Compliance updates the university database when the coach submits
a status change form to ensure that CA and the university database match.
3. Subsequent to the drop-add period, the Faculty Athletics Representative and the Office of the Registrar
monitors the full-time status of all student-athletes weekly.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL29
4. Before the start of the semester; the Office of the Registrar locks the institutional database to ensure
that student-athletes are unable to drop below full-time or make schedule changes.
If a student-athlete desires to make a change after their schedule has been locked, he or she must contact
Academic Advising or the Faculty Athletics Representative (FAR). If the request has been approved, the
requesting student-athlete’s schedule shall remain unlocked until 8:00am the following day for the sole
purpose of making the approved It is the Head Coach’s responsibility to make certain that the studentathlete does not practice or compete until notified in writing by the Assistant Athletic Director for
Compliance that the student-athlete has enrolled as a full-time student-athlete.
5. The Office of the Registrar runs a full-time status report prior to the first competition for each sport to
ensure eligibility of all student-athletes. If a student-athlete has dropped below full-time status, the Associate
Director for Compliance notifies the Head Coach, and the Head Coach immediately notifies the studentathlete that he/she has been declared ineligible and must cease participating in practice and competition.
6. It is the Head Coach’s responsibility to make certain that the student-athlete does not practice or compete
until notified in writing by the Assistant Athletic Director for Compliance that the student-athlete has
enrolled as a full-time student-athlete.
Good Academic Standing
The definition of good academic standing is used to determine a student-athlete’s eligibility for Federal, State
and Institutional financial aid. Academic standing is determined twice a year; once at the completion of fall term
and again upon completion of spring term. Academic standing is not determined at the end of a May or summer
term. A student-athlete is considered “in good academic standing” when all of the following conditions are met:
1. The student-athlete’s term GPA is 2.00 or higher
2. The student-athlete’s Concordia University Irvine cumulative GPA is 2.00 or higher.
If the student-athlete does not meet both conditions they are subject to academic probation or dismissal.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL30
Six-Hour Rule
All student-athletes, including transfers, are required to earn a minimum of 6 semester units in the previous
full-time term of attendance to be eligible for competition in the next semester.
The procedure for certifying the six-hour requirement follows:
1. The Office of the Registrar checks the units earned for all student-athletes at the end of each semester.
2. The Office of the Registrar notifies the Assistant Athletic Director for Compliance, and Faculty Athletics
Representative of each student-athlete’s eligibility status (6-hour requirement).
3. The Assistant Athletic Director for Compliance notifies the Head Coach and the student-athlete if the six-hour
minimum has not been met.
4. It is the Head Coach’s responsibility to make certain that the student-athlete does not practice or compete
if the standard has not been met.
24-Hour Rule
Once a year, a student-athlete will be certified as either passing 24 Progress Toward Degree (PTD) units in the
last 2 semesters or an average of 12 PTD units per full time semester of enrollment at Concordia University Irvine.
1. The Office of the Registrar checks the hours earned for all student-athletes at the end of each academic
year. The Office of the Registrar also checks again at the beginning of the second semester for those found
ineligible in the fall.
2. The Office of the Registrar notifies the Assistant Athletic Director for Compliance and Faculty Athletics
Representative of each student-athlete’s eligibility status.
3. The Assistant Athletic Director for Compliance notifies the Head Coach and the student-athlete if the
24-hour minimum has not been met.
4. It is the Head Coach’s responsibility to make certain that the student-athlete does not practice or compete
if the standard has not been met.
5. Student-athletes not meeting this requirement may become eligible by attending the summer semester.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL31
75-25 Rule
At least 75 percent, or 18 semester units, earned for eligibility certification MUST be earned within the regular
Academic year (Fall-Spring). Therefore, a maximum of 6 units (25 percent) can be taken in the summer and be
applied for eligibility purposes.
1. The Office of the Registrar checks the units earned for all student-athletes at the end of each semester.
2. The Office of the Registrar, The Assistant Athletic Director for Compliance and Faculty Athletics
Representative meet together at the end of the Fall semester to review the student-athletes the Office of
the Registrar has identified as being at-risk of not completing sufficient units to be eligible the following Fall.
3. The Assistant Athletic Director for Compliance meets with the student-athlete to discuss his/her eligibility
status. It is the Head Coach’s responsibility to make certain that the student-athlete understands his/her
at-risk status. As a preventative for student-athletes that are determined to be “at risk” based on spring
mid-term grade reports, Assistant Athletic Director for Compliance contacts the student-athletes to discuss
potential summer school.
GPA Requirements
In order to be eligible for competition, all student-athletes must meet the 2.0 minimum cumulative grade
point average (GPA) and 2.0 session GPA standard required by Concordia University Irvine.
1. The Office of the Registrar certifies GPA at the end of each semester. It is calculated based on the same
method used by the institution for all student-athletes and includes all coursework normally counted by
the institution in calculating the GPA.
2. The Office of the Registrar notifies the Assistant Athletic Director for Compliance and Faculty Athletics
Representative of each student-athlete’s eligibility status and updates CA with the current semester’s
session and cumulative GPA.
3. The Assistant Athletic Director for Compliance notifies the Head Coach and the student-athlete if the
minimum GPA requirement has not been met.
4. It is the Head Coach’s responsibility to make certain that the student-athlete does not practice or compete
if the standard has not been met.
Designation of Degree Program
During the first 4 semesters of full-time enrollment, a student-athlete can use units acceptable toward ANY
degree program. After a student-athlete’s fourth semester of enrollment, he or she must have declared a specific
degree program prior to the beginning of the next semester.
1. It is the student-athlete’s responsibility to declare a degree program no later than before the fifth
semester of full time enrollment.
2. After the fifth semester, only courses attempted which count toward the student-athletes designated
degree program may be used for determining eligibility.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL32
3. The Office of the Registrar documents all approved change of degree program decisions.
4. The Assistant Athletic Director for Compliance, Faculty Athletics Representative and Office of the
Registrar check to verify if any student-athlete who has completed their 4th semester has not yet
declared a degree program.
Progress-Toward-Degree
1. The Office of the Registrar identifies student-athletes who are enrolled in their 4th and 6th semesters and
determines a date, time and place to hold a meeting with them.
2. The Assistant Athletic Director for Compliance contacts all Head Coaches with the list of student-athletes
that are expected to be in attendance at the meeting.
3. The Office of the Registrar leads the meeting and provides the student-athletes with information regarding
progress toward degree requirements and the process for completing the application for graduation.
4. The Office of the Registrar completes degree audits for all student-athletes prior to each semester to verify
enrollment in progress toward degree units including the 6-hour, 24-hour, 75/25 hour rule and designated
degree program.
5. The Academic Advising Office follows up with high risk (red flag) student-athletes to make sure they are
registering for the right classes for the upcoming semesters.
6. The Athlete Academic Eligibility Certification Calendar is used to identify check point due dates. The calendar is
used by the Office of the Registrar to certify continuing eligibility for all student-athletes, identify those who have not
met progress toward degree requirements, and identify those who “got well” during the previous semester.
Exceptions
The responsibility to determine if a student-athlete meets any of the exceptions listed below, resides with
the Assistant Athletic Director for Compliance and Faculty Athletics Representative. Exceptions may include:
• Missed-Term Exception
• Mid-Year Enrollee Exception
• Non-recruited, Non-Participant Exception
• Graduate-Student-Athlete Exception
• 2 Year Non-Participation Exception
• Medical Absence Waiver
• International Competition
Once all continuing student-athletes are certified and their information is entered in CA by the appropriate individuals
from their individual departments (Financial Aid, Office of the Registrar) and the information is approved by the
Facutly Athletics Representative, the Assistant Athletic Director for Compliance enters the information on the
general tab in CA to complete the documentation of certification and print the new squad lists for the next semester.
The PacWest Conference Office is notified of the certification list via the PacWest Conference certification form.
The updated form is scanned by the Assistant Athletic Director for Compliance and e-mailed to the Assistant
Commissioner prior to the first date of competition in the new semester.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL33
USE OF SUMMER SCHOOL HOURS
Student-athletes cannot use more than six semester units of summer school coursework towards the annual 24
units needed to be eligible for intercollegiate competition from one year to the next. Grades achieved for courses
taken at another institution cannot be utilized for improving the student-athlete’s institutional GPA. Transferable
credits achieved at another institution may be used toward eligibility units as long as the coursework satisfies
Progress Toward Degree or is completed in the first two years of collegiate enrollment. Student-athletes should
meet with their major advisors and the Faculty Athletics Representative to determine articulation agreements,
course applicability/equivalency, need for petition/substitution, etc. before signing up to take classes.
TRANSFER ELIGIBILITY CERTIFICATION
4-4 Transfers:
1. After the “Permission to Contact/One-Time Transfer Exception” has been granted and the corresponding
form has been completed, the Assistant Athletic Director for Compliance notifies the Head Coach that
they may contact the transfer student-athlete and initiate the recruiting process. The Faculty Athletics
Representative, Registrar and Assistant Athletic Director for Compliance will review all documents to determine viability of transfer prospective student-athlete based on eligibility status and seasons of eligibility
used at end of last term at former institution. If the transfer prospective student-athlete is viable, then
the Assistant Athletic Director for Compliance will inform the coach of the viability of the transfer.
2. The Head Coach is responsible for informing 4-4 transfer student-athletes that they must apply to the
university, have official transcripts from each institution previously attended sent to the university, and
complete a Historical Questionnaire.
3. Those transfer student-athletes who attended an NAIA institution or Junior/Community College for at
least 2 full-time semesters, who did not apply to the NCAA Eligibility Center, must do so for Amateurism
Certification.
4. Upon receipt of a transfer student-athletes application and the submission of official transcripts to the
institution, the Registrar evaluates the transcripts, confirms transferable degree credits, verifies terms
of attendance, and calculates GPA in accordance with NCAA rules.
5. Upon receipt of a transfer student-athletes application and the submission of official transcripts to the
institution, the Assistant Athletic Director for Compliance confirms the results of information from the
NCAA Eligibility Center what other schools the transfer student-athlete has attended and compares them
with the information provided by the student-athlete on the Historical Questionnaire.
6. The Registrar e-mails the Assistant Athletic Director for Compliance and Faculty Athletics Representative
indicating the transferable degree credits for the transfer student-athlete and updates CA.
7. The Faculty Athletics Representative and Assistant Athletic Director for Compliance confirm whether
the transfer student-athlete is eligible or not, and updates CA. If the transfer student-athlete is found
to be ineligible, the Assistant Athletic Director for Compliance will inform the coach.
8. For transfers who are beginning their 5th full-time term, the Faculty Athletics Representative must
ensure that the student-athlete has declared a major and is enrolled in courses that will count toward
the designated degree program.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL34
2-4 Transfers:
1. The Head Coach is responsible for informing 2-4 transfer student-athletes that they must apply to the
university, have official transcripts from each institution previously attended sent to the university, and
complete an Historical Questionnaire.
2. The 2-4 transfer student-athletes, who attended the 2-year college for at least 2 full-time semesters,
must apply to the NCAA Eligibility Center for Amateurism Certification.
3. Upon receipt of a transfer student-athletes application and the submission of official transcripts to the
institution, the Registrar evaluates the transcripts, confirms transferable degree credits, verifies terms of
attendance, and calculates GPA in accordance with NCAA rules. Note: Specific attention needs to be paid
to the calculation of GPA for 2-year college transfers because all courses that are transferable or would
have been transferable, if the grades were higher, need to be included in the calculation of the 2-year
college transfers GPA.
4. Upon receipt of a transfer student-athletes application and the submission of official transcripts to the
institution, the Assistant Athletic Director for Compliance confirms the results of information from the
NCAA Eligibility Center what other schools the transfer student-athlete has attended and compares
them with the information provided by the student-athlete on the Historical Questionnaire.
5. The Registrar e-mails the Assistant Athletic Director for Compliance and Faculty Athletics Representative
indicating the transferable degree credits for the transfer student-athlete and updates the CA.
6. The Registrar, Faculty Athletics Representative and Assistant Athletic Director for Compliance confirm
whether the transfer student-athlete is eligible or not and updates CA.
7. For transfers who are beginning their 5th full-time term, the Office of the Registrar must ensure that the
student-athlete has declared a major and is enrolled in courses that will count toward the designated
degree program.
All transfer student-athletes are required to certify amateurism through the Eligibility Center prior to attending
Concordia University Irvine/participating in any team functions. 4-4 transfers do not have a 45 day grace period.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL35
FINAL CERTIFICATION PRIOR TO PRACTICE AND COMPETITION
1. The Head Coach is responsible for entering and maintaining all roster and prospective student-athlete
information in CA. Ten days before practice begins or approximately August 1st/ January 5th (whichever
occurs first for specific sport) the coach will confirm via e-mail, the first date of competition as stated on the
Declaration of Playing Seasons form submitted to the Assistant Athletic Director for Compliance. The Head
Coach will also double check to make sure the CA roster list is complete and accurate. This list should include
every current student-athlete on a given sport’s roster, whether eligible or ineligible (including those receiving
an athletic scholarship and not participating) and how many seasons each student-athlete has used. When a
coach wishes to ADD a student-athlete to his/her roster, he/she will add the student-athlete in the CA program
and immediately e-mail the Assistant Athletic Director for Compliance notification of the change. The Assistant
Athletic Director for Compliance will notify the Institutional Compliance Committee. Once notified, each
individual office will enter information into CA to complete their area of responsibility in preparation for printing
of new squad lists. Once completed, the Assistant Athletic Director for Compliance will print new squad lists
for distribution to obtain signatures.
2. The Office of the Registrar tracks each student-athlete’s academic eligibility by team using the NCAA CA system
and current squad lists will be kept on file in the Office of the Registrar and in the Assistant Athletic Director
for Compliance. These forms will provide a specific academic historical record for eligibility purposes for each
student-athlete.
3. The Office of the Registrar will certify all aspects of the student-athlete’s academic eligibility criteria (e.g.
6-hour requirement, 24-hour requirement, progress toward degree, 12-transferable units per term at 2-year
college, transfer GPA) for all student-athletes on the CA squad lists. Once each sport’s individual studentathlete’s academic eligibility has been determined by the Office of the Registrar, the data will be reviewed
by the Assistant Athletic Director for Compliance and Faculty Athletics Representative before marking final
certification in CA and printing squad lists for the conference office and the NCAA.
4. The signed PacWest Conference eligibility form will be e-mailed to the conference office and copied to the
Faculty Athletics Rerpresentative prior to outside competition for each sports team.
5. The NCAA CA squad list and eligibility check list will also be completed, signed and kept on file in the
Compliance Office for review at any time.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL36
FRESHMAN ELIGIBILITY CHECKLIST
2015-2016
Student-Athlete’s Name:_____________________________________________________________________________________
Sport: ___________________________________________________________________________________________________
Student E#:_______________________________________________________________________________________________
Practice: _________________________________________________ Compete________________________________________
Task/Document
PersonDate
ResponsibleCompleted
Complete historical questionnaire
PSA
Register with NCAA eligibility center
PSA
Submit final official high school transcripts after graduation
PSA
Answer amateurism questionnaire for each sport played
PSA
Electronically sign amateurism questionnaire
PSA
Check for amateurism certification
Compliance Check information on historical questionnaire, compare
Compliance Transfer SA from recruiting tab of CA to current roster on CA
Compliance
Enter non-recruited/walk-on student-athlete into current roster on CA
Compliance
E-mail registrar, financial aid to update SA’s information on CA
Compliance
Scholarship request form
Head Coach
Approve scholarship
AD/Compliance
Send signed scholarship request form to financial aid
Compliance Draft scholarship Financial Aid
Academic information updated on CA
Registrar
Financial Aid information updated on CA
Financial Aid
Print non-counter certification form Financial Aid
Sign non-counter certification form
Financial Aid
Sign non-counter certification form
FAR
File non-counter certification form in SA file
Compliance Check for full-time enrollment
Compliance Signed SA Handbook signature page
SA
Signed drug testing consent form
SA
Signed SA statement
SA
Signed scholarship
SA
Make a copy of signed scholarship. Send to Asst Athletic Director for Compliance
Financial Aid
File a copy of scholarship in SA’s file
Compliance Check final certification as qualifier, partial qualifier or non-qualifier
Compliance Check final certification as amateur
Compliance File Final Eligibility report in SA file
Compliance
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL37
2-YEAR TRANSFER ELIGIBILITY CHECKLIST
2015-2016
Student-Athlete’s Name:_____________________________________________________________________________________
Sport: ___________________________________________________________________________________________________
Student E#:_______________________________________________________________________________________________
Practice: _________________________________________________ Compete________________________________________
Task/Document
Complete amateurism questionnaire for each sport played
Complete historical questionnaire Submit HQ for scholarship approval
Send confirmation of scholarship approval to financial aid
E-mail/fax Compliance Office permission to contact/questionnaire
Submit official transcripts from Junior College to Head Coach
Make copies of all transcripts and keep in SA’s file
Send transcripts to registrar to get evaluated
E-mail/fax Athletic Director at JC eligibility questionnaire - tracer
Check information on historical questionnaire
Academic certification completed
Transfer SA from recruiting tab of CA to current roster on CA
Enter non-recruited/walk-on student-athlete into current roster on CA
E-mail registrar, financial aid to update SA’s information on CA
Scholarship request form
Approve scholarship
Send signed scholarship request form to financial aid
Draft scholarship Academic information updated on CA
Financial Aid information updated on CA Print non-counter certification form Sign non-counter certification form
Sign non-counter certification form
File non-counter certification form in SA file
Check for full-time enrollment
Signed SA Handbook signature page
Signed drug testing consent form
Signed SA statement
Signed HIPPA form
Signed scholarship
Make copy of signed scholarship and send to compliance off
File a copy of scholarship in SA’s file
Check final certification as amateur
Print final eligibility report
PersonDate
ResponsibleCompleted
PSA
PSA
Head Coach
Athletic Director
Compliance PSA
Compliance Compliance Compliance Compliance FAR
Compliance Compliance Compliance Head Coach
AD/Compliance
Compliance Financial Aid
Registrar
Financial Aid
Financial Aid
Financial Aid
FAR
Compliance/FAR
SA
SA
SA
SA
SA
Financial Aid
Compliance
Compliance Compliance
Compliance __
Additional Comments: ______________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL38
4-YEAR TRANSFER ELIGIBILITY CHECKLIST
2015-2016
Student-Athlete’s Name:_____________________________________________________________________________________
Sport: ___________________________________________________________________________________________________
Student E#:_______________________________________________________________________________________________
Practice: _________________________________________________ Compete________________________________________
Task/Document
Complete amateurism questionnaire for each sport played
Complete historical questionnaire Submit HQ for scholarship approval
Send confirmation of scholarship approval to financial aid
E-mail/fax Compliance Office permission to contact/questionnaire
Permission to contact granted
File permission to contact in SA’s file
Submit official transcripts from 4-year institution last attended to Head Coach
Submit official transcripts from other schools attended to Head Coach
Make copies of all transcripts and keep in SA’s file
Send transcripts to get evaluated
Check information on historical questionnaire, compare
Academic certification completed
Transfer SA from recruiting tab of CA to current roster on CA
Enter non-recruited/walk-on student-athlete into current roster on CA
E-mail registrar, financial aid to update SA’s information on CA
Scholarship request form
Approve scholarship
Send signed scholarship request form to financial aid
Draft scholarship Academic information updated on CA
Financial Aid information updated on CA Print non-counter certification form Sign non-counter certification form
Sign non-counter certification form
File non-counter certification form in SA file
Check for full-time enrollment
Signed SA Handbook signature page
Signed drug testing consent form
Signed SA statement
Signed HIPAA form
Signed scholarship
Make copy of signed scholarship. Send to Assistant Athletic Director for Compliance
File a copy of scholarship in SA’s file
Check final certification as amateur
Print Final eligibility report PersonDate
ResponsibleCompleted
PSA
PSA
Head Coach
Compliance Compliance Institution
Compliance PSA
PSA
Compliance Compliance Compliance FAR
Compliance Compliance Compliance Head Coach
AD/Compliance
Compliance Financial Aid
Registrar
Financial Aid
Fin Aid
Fin Aid
FAR
Compliance Compliance SA
SA
SA
SA
SA
Financial Aid
Compliance Compliance Compliance CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL39
STUDENT-ATHLETE DESIGNATION OF DEGREE PROGRAM
Student-Athlete Name: ______________________________________________________________________________________
ID Number:_______________________________________________________________________________________________
Sport: ___________________________________________________________________________________________________
Dear Registrar:
NCAA Bylaw 14.4.3.1.4 requires that all student-athletes designate a program of studies leading toward a specific baccalaureate
degree by the beginning of the third year of enrollment (fifth semester) and thereafter shall make progress toward that specific degree.
The above-named student-athlete has reached the fifth semester of enrollment, and therefore must document designation of a
degree program.
Please indicate this individual’s degree program, and the date of declaration below.
Degree Program___________________________________________________________________________________________
Date Declared_____________________________________________________________________________________________
Registrar_________________________________________________________________________________________________
If this student-athlete has not declared a major, please contact the Assistant Athletic Director for Compliance
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL40
TEAM STATUS CHANGE
Student-Athlete________________________________________ Sport________________________________________________
Student ID____________________________________________ Contact (i.e., cell) Number_______________________________
Check (“X”) one
Exhausted Eligibility
Date of Last
Practice
N/A
Period of Award (i.e., 1 sem, 1 yr)
Quit
Cut/Dismissed
AGIA Amount
Reduced to
Medical (provide docs)
Graduated
AGIA changes discussed
N/A
Discontinued Date
Release Information Discussed
Academically Ineligible
Dropped to part-time status
Participation Status (Place Date in ALL that apply
Participated in Contest
ADDITION
Eligibility Year
Medically unable to participate
Injury/Illness after initial practice (DII)
Eligibility Year
Weight (Men only)
Hometown
I understand that if I am quitting the team voluntarily my athletics grant-in-aid may be immediately reduce
or cancelled at the head coach’s discretion. Affix signature
Student-Athlete’s Signature___________________________________________________________ Date____________________
Reason (optional)__________________________________________________________________________________________
Head Coach Signature_______________________________________________________________ Date____________________
Athletic Director Signature___________________________________________________________ Date____________________
Date Completed Form Submitted to Compliance___________ __________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL41
V. EQUIPMENT AND APPAREL PROCEDURES
Equipment and apparel are the property of the institution and must be returned to inventory at the
conclusion of each academic year or conclusion of the playing season.
1. Student-athletes must be on the squad list in order to be issued equipment and/or apparel.
2. The Head Coach or designee is responsible for completing an inventory form for each student-athlete.
This inventory form must be accurate and current at all times and subject to an audit.
3. This form will be approved by the Athletics Director or designee and kept on file in the Compliance Office.
4. On the initial issuance the student-athlete and coach sign an inventory form indicating receipt of the
equipment and apparel.
5. If a student-athlete wishes to receive new equipment/apparel, it will be done on an exchange basis.
All transactions are recorded on the student-athlete’s inventory form and signed by the student-athlete
and the coach.
6. If equipment and/or apparel are lost, stolen, damaged, or not returned at the end of the academic year/
conclusion of playing season, the student-athlete shall be held financially responsible and will be charged.
7. A student-athlete may retain athletics apparel, not equipment, at the end of the individual’s collegiate
career, at the discretion of the Head Coach and with the approval of the Athletics Director.
(NCAA Bylaw 16.11.1.5)
8. A student-athlete may not accept free of charge, or purchase at a discounted or reduced price,
athletics equipment, supplies or clothing (e.g., tennis racquets, golf clubs, hockey sticks, ball, shirts) from
a manufacturer or commercial enterprise, that is not offered to the general student body. Such items may
be provided to the student-athlete’s institution to be used by the institution’s team in accordance with
accepted practices for issuance and retrieval of athletic equipment. (NCAA Bylaw 16.11.2.5)
DONATION OF EQUIPMENT POLICY
Concordia University Irvine is permitted, per NCAA Bylaw 13.15.1.6.1, to provide used athletics equipment to
a high school or a bona fide youth organization (e.g., the YMCA, YWCA, Boy Scout troops, Girl Scout troops,
a summer recreation league) that may consist of some prospective student-athletes. Donation of all equipment
must receive prior written approval by the Athletic Director.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL42
ISSUE AND RETRIEVAL FORM
Sport:____________________________________________________________________________________________________
Head Coach: ______________________________________________________________________________________________
Student-Athlete
Name (Typed)
Date Equipment
Issued
Student-Athlete
Signature
Date Equipment
Returned
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Head Coach Signature: ______________________________________________________________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL43
DONATION OF ATHLETICS CLOTHING AND GEAR
Name of Person Requesting/Arranging Donation
Title
Date of Request
Department Name
Phone Number
Department Name
Phone Number
Address of Person/Organization Receiving Donation
o Charitable or Educational Agency
o Non-Profit Organization (as distinguished from a charitable or educational organization)
o Recognized Concordia University Irvine Organization; i.e., student government, etc.
o A NCAA school, conference, or entity thereof
o High School
o Middle School
o None of the above – Please specify: _________________________________________________________________________
Purpose of the Donation_____________________________________________________________________________________
________________________________________________________________________________________________________
Description of Donated Items(s)
Athletic Department Rep Authorizing Donation
Size
Title
Quantity
Value/Cost
Date
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL44
VI. FINANCIAL AID
Monitoring of financial aid limits and requirements is the responsibility of the Director of Financial Aid.
Student-athletes may not receive athletically related financial aid over a full grant-in-aid, which includes tuition,
fees, room, board, and books. A student-athlete may receive other non-countable financial aid unrelated to
athletic ability up to the full cost of attendance or the value of a full grant-in-aid plus aid that is permissible by
federal regulations. Loans and work are NOT countable in financial aid limits under NCAA regulations. It is the
responsibility of the Head Coach and the Assistant Athletic Director for Compliance to monitor the individual
team limits for financial aid.
INITIAL GRANT-IN-AID (GIA) TO NEW STUDENT-ATHLETES
1. The Athletic Director reviews scholarship budgets for each sport for the following academic year with
each team’s Head Coach by December 1st to determine available funds for returning student-athletes
and potential available funds for new entering class.
2. The Head Coach of each sport is responsible for verifying, with the Athletic Director, that sufficient funds
are available for awards and for monitoring the permissible number of equivalencies in his or her sport.
3. An Athletic Grant-in-Aid (AGIA) Request Form must be filled out completely and signed by the Head Coach,
the Assistant Athletic Director for Compliance and the Athletic Director for each prospective student-athlete.
This form must be provided to the Assistant Athletic Director for Compliance for approval a minimum of
two weeks prior to the day which an Institutional Letter of Intent (ILI) or National Letter of Intent (NLI) and
AGIA award are to be issued to a prospective student-athlete. An excel form must also be submitted with
this form detailing how the Head Coach projects to fund all student-athletes on his or her team for the year
(renewals and initial offers) in order to verify that each team equivalency is not exceeding the maximum
allowed under NCAA regulations.
4. In order for the AGIA Request form to be approved, every prospective student-athlete MUST have had
their transcript reviewed by the admissions office to determine if the student-athlete will be accepted
based on the evaluation.
5. The Assistant Athletic Director for Compliance sends the AGIA Request Form to the Financial Aid Office
for approval and the Financial Aid office enters the information into the CA including other institutional
non-athletic financial aid. The Financial Aid Office verifies the projected institutional non-athletic financial
aid to ensure compliance.
6. The Financial Aid office prepares two copies of the AGIA award letter and returns them to the Assistant
Athletic Director for Compliance. The Assistant Athletic Director for Compliance has the Head Coach and
Athletic Director sign both the award letter and Institutional Letter of Intent (ILI), or NLI (when eligible to
participate in NLI program).
A. The Assistant Athletic Director for Compliance sends all copies of ILI/NLI agreement and AGIA award
letter to the student-athlete and his/her parents. If the Coach wants to Fed Ex the ILI/NLI or AGIA they
will be responsible for mailing the documents.
7. The prospective student-athlete and parents (if the prospective student-athlete is under 21) must sign all copies
of each agreement and return one copy of the AGIA award and one copy of the ILI/NLI to the Financial Aid
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL45
Office within 7 days of the date of issuance indicated on the ILI/NLI. A faxed copy of the signature page of
both the ILI/NLI and the AGIA award, followed by mailing the originals, is acceptable if faxed by the date indicated.
8. Once received by the Athletic Department, receipt will be documented with a date stamp and also recorded
on a shared spreadsheet between the Athletics Department and the Financial Aid Office. The signed original
ILI/NLI and one copy of the AGIA award will be filed in the Athletic Department and one copy will be filed with
the Financial Aid Office. The office to receive the original ILI/NLI will record the date received and make
copies to forward to the appropriate office.
9. The Financial Aid Office will post the scholarship award to the prospective student-athlete’s account at a
point in time consistent with all financial aid awards and enter the information in the CA. Upon verification,
the Financial Aid Office approves the AGIA Request form and e-mails the Assistant Athletic Director for
Compliance that the account is updated in the CA.
RENEWAL OF ATHLETIC SCHOLARSHIPS TO RETURNING STUDENT-ATHLETES
All returning student-athletes must be sent a letter from the Financial Aid Office regarding their Athletic Scholarship
for the subsequent year on or before July 1st. This letter will inform each returning student-athlete if their aid will
be renewed at the same rate/cancelled/increased or decreased. Every student-athlete whose aid has been reduced or
cancelled has the opportunity, under NCAA rules, to appeal this decision to the Financial Aid Appeals Committee.
1. All Head Coaches will submit to the Assistant Athletic Director for Compliance, a complete Athletic
Grant-in-Aid form for all current student-athletes on their team and who the Head Coach is planning to
renew at the same rate, reduce to another rate, cancel, or increase for the following academic year. Forms
are due by April 1st for all sports other than spring sports. Those sports’ forms are due April 25th (golf,
softball, baseball, track, men’s volleyball, women’s water polo).
2. For all reductions and cancellations, the Head Coach must provide a brief written rationale to the Assistant
Athletic Director for Compliance and the Athletic Director explaining the justification for recommending
reduction or cancellation of the student-athlete’s scholarship. Without this documentation, all requests for
reduction or cancellation will be denied. This documentation will be reviewed by the Athletic Director for
approval. If the recommendation is approved, the “Reduction/Cancellation/Non-Renewal” process below
will be initiated.
3. For all student-athletes recommended for renewal, the Head Coach must submit an Athletic Grant-in-Aid
(AGIA) request form for each current student-athlete with current address and scholarship status and amount
to the Assistant Athletic Director for Compliance. Any increases or decreases to current athletic scholarships
must be approved by the Athletic Director within one week of the April 1st or April 25th deadlines. Any
changes after the April deadlines will need to be submitted via the AGIA request form indicating any changes
and will only be approved by the Athletic Director in very rare circumstances (such as a student-athlete decides
he/she is not returning in the fall). If the Athletic Director does not approve the coach’s recommendations
for awards, then the coach may request a meeting with the Athletic Director to discuss the decision.
4. The Assistant Athletic Director for Compliance will verify that the AGIA request form has been fully
completed and submit the form to the Financial Aid Office. The Financial Aid Office will review the AGIA
request form for each student-athlete and approve the renewal of institutional non-athletic financial aid
(if applicable).
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL46
5. The Financial Aid Office will then send the reduction, non-renewal, renewal, and cancelation letters to
all student- athletes who had received an Athletic Scholarship the prior year, by the July 1 deadline. The
Financial Aid Office will send out renewal and reduction letters with two copies of the AGIA award letter.
6. The student-athlete must sign both copies of the AGIA award and return one copy to the Athletics Office
or the Financial Aid Office. A faxed copy of the signature page of the Athletic Scholarship, followed by a
mailed original, is acceptable if faxed by the date indicated.
7. Once received by the Athletics Office, one copy of the Financial Aid Award will be filed. A second copy
of the Award will be turned over to the Financial Aid Office. Once received by the Athletic Department,
the Head Coach will be notified that the student-athlete has accepted the renewal offer. A copy of the
AGIA award can be provided to the coach upon request.
8. The Assistant Athletic Director for Compliance will send the ILI/NLI to the conference office (must be
submitted by the due date on the NLI). One copy will be kept in the Financial Aid Office and one will be
kept in the student-athletes file in the Compliance Office. The Assistant Athletic Director for Compliance
will track dates (submitted to student-athlete, returned, submitted to conference office) to ensure proper
administration of the ILI/NLI.
9. The Financial Aid Office will post the scholarship award to the student-athlete’s account after the signed
copy of the AGIA has been received and will enter the information in the CA in order to process eligibility
squad lists.
A. Student-athletes with a Full scholarship or Full Less Aid scholarship will not have their athletics aid
posted to their account until after the last date to drop a class or until the student-athlete book vouchers
have been applied.
REDUCTION/CANCELLATIONS AND APPEALS PROCEDURE
It is NCAA policy that institutional aid, based in any degree on athletic ability, may not be reduced or cancelled during
the period of the award, however aid may be reduced or canceled during the period of the award if the recipient:
• Renders him or herself ineligible for intercollegiate competition; or
• Fraudulently misrepresents any information on an application, letter of intent or financial agreement; or
• Engages in serious misconduct warranting substantial disciplinary penalty; or
• Voluntarily withdraws from a sport at any time for personal reasons; or
• Violates any other conditions in the Athletic Scholarship (e.g. team rules)
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL47
Any such reduction or cancellation of aid will be approved only if such action is taken for proper cause and
written documentation is submitted to the Assistant Athletic Director for Compliance and the Athletic Director.
1. The Head Coach recommends to the Athletic Director in writing that a student-athlete’s athletic financial
aid be reduced, cancelled, or not renewed.
2. The Athletic Director will review the Head Coach’s recommendation with the Assistant Athletic Director
for Compliance. The Athletic Director will decide whether to approve or deny the coach’s recommendation
based on the specific facts and rationale and based upon whether the request complies with NCAA regulations. If the recommendation is denied, the student-athlete’s athletic financial aid will not be cancelled,
reduced, or not renewed. If a nonrenewal request is denied, the aid will be renewed at the same rate as
the previous academic year.
3. If the recommendation is approved, the Athletic Director recommends in writing to the Financial Aid Office
that a student-athlete’s athletic financial aid award be reduced, cancelled, or not renewed.
4. The Athletic Director will also notify the Head Coach of this decision, directing the Head Coach to meet
with the student-athlete to inform the student-athlete of the decision. The Head Coach will also verbally
advise the student-athlete of the appeal process (described in the student-athlete Handbook)
5. The Financial Aid Office shall send written notification to the student-athlete regarding the opportunity
for an appeal hearing. The student-athlete shall have 5 consecutive calendar days upon the date of issuance
of this letter to respond, in writing, to the Financial Aid Office and formally request a hearing.
6. A late notification, or failure to submit a written request for a hearing, shall be interpreted as a refusal
of the opportunity for a hearing. As a result, the initial determination to cancel or reduce the athletic
grant-in-aid shall be made final and binding.
7. Upon receiving a written request for the hearing, the Financial Aid Appeals Committee shall conduct
the hearing within 30 consecutive calendar days. The student-athlete and the Athletic Department shall
receive written notification as to the time, date, and location of the hearing. The Financial Aid Appeals
Committee, comprised of three members of the Financial Aid Office, shall preside over this hearing and
make the final determination.
At this hearing, the student-athlete and the Athletic Department shall be allowed an opportunity to
present their case regarding the reduction or cancellation of athletics aid. Either party is permitted to present
witnesses and/or documents to the committee that may support their position.
8. At the conclusion of the hearing, the Financial Aid Appeals Committee shall have 24 hours to render
a final decision as to the status of athletics aid. Both the Athletic Department and the student-athlete
shall be informed of this decision. This decision shall be final and not subject to appeal.
NON-INSTITUTIONAL OUTSIDE FINANCIAL AID
All student-athletes must report any outside financial aid to the Assistant Athletic Director for Compliance. If
a student-athlete is receiving any non-institutional outside financial aid, the aid will be reviewed with the Office
of Financial Aid to ensure that applicable outside aid is counted toward individual and team equivalencies.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL48
ATHLETICS GRANT-IN-AID REQUEST (AGIA)
(Initial/Renewal/Reduction/Cancellation)
*All information requested below is REQUIRED; incomplete forms will not be processed.
Name______________________________________________________________________ Issue Date_____________________
Address__________________________________________________________________________________________________
City/State/Zip_____________________________________________________________________________________________
Parent(s)_________________________________________________________________________________________________
Sport(s)______________________________________________ Head Coach:__________________________________________
Recruited?
International?
o Yes
o No
o Yes o No
ER__________________________________________________ NCAA Eligibility Center ID (if applicable)_____________________
NU Requested?
o Yes o No
*Awards are equally distributed between fall and
spring semesters unless specifically indicated.
Period of Award: Academic Year*________________________
Type of Award: o Initial
o Renewal
o Reduction
o Cancellation
o Adjustment
Athletics Grant-in-Aid Amount to be awarded $___________________________________
Reason for Reduction/Cancellation/Adjustment ___________________________________
Terms of Award (please select one)
o Full
o Full Less Aid
o Partial
o Partial Less Aid
o Partial Less Countable Aid
Head Coach Signature_______________________________________________________________ Date____________________
Athletic Director Signature___________________________________________________________ Date____________________
Assistant Athletic Director for Compliance Signature_______________________________________ Date____________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL49
ATHLETIC GRANT-IN-AID FORM
I. CONTRACT:
This is a contract between Concordia University Irvine and:
Name: _________________________________________________
Sport: _______________________________________
Student ID #: ____________________________________________
Acad. Year: _________ (Only)
Address:_______________________________________________________________________________________________
City: ____________________________________________________ State:___________
Zip:________________________
II. CONCORDIA UNIVERSITY IRVINE AGREES TO:
Credit the student-athlete’s account in the amounts indicated below during the respective sessions provided the student-athlete
has adequately fulfilled all the requirements listed under section III.
Athletic Scholarship
Comments
Fall: $ _______________
____________________________________________
Spring: $ _______________
____________________________________________
Tuition and fee awards not used in a particular semester are forfeited.
III. THE STUDENT-ATHLETE:
A. U
nderstands that this athletic grant-in-aid will not be disbursed until the student-athlete has completed all requirements set by Admissions,
the Registrar, Financial Aid, and Student Accounts by appropriate deadline. Fraudulently misrepresenting any information may result in loss
of this Grant-in-Aid.
B. Understands Federal and State Grants may replace Institutional Funds.
C. Understands and agrees to personally support the Concordia University Irvine Standard of Student Conduct, as listed in the Student-Athlete
Handbook which includes; policies against the use or possession of tobacco, alcoholic beverages, and non-prescribed drugs. Also, agrees that
behavior both on and off campus will positively reflect the philosophy and purpose of Concordia University Irvine.
D. Understands that this scholarship amount may be adjusted if the student-athlete becomes ineligible to participate due to judicial action. The
scholarship may be prorated on a weekly basis as a judicial consequence.
E. A
grees to a physical examination each school year prior to participation in the sport named in section I.
F. Will present himself/herself physically fit for the first practice and remain fit per coach’s criteria.
G. Agrees that any injury resulting from activities not related to this sport, which would prevent participation, may result in forfeiture of this contract.
H. Will maintain an academic record above probationary status. (NOTE: Student-athletes placed on academic probation will be allowed one
semester to remove probationary status. If probationary status is not removed, the athletic grant-in-aid may be revoked the following semester
and the student-athlete may be suspended.) Has met all N.C.A.A. and/or conference eligibility rules for competition.
I. Will be punctual for classes, practices, and competitions.
J. A
grees to attend all meetings required by the Athletic Director and/or Coach.
K. Agrees to participate in random drug testing and/or education program at the discretion of Concordia University Irvine.
L. Understands that self-imposed separation (i.e. quitting a team, withdrawing from and/or ceasing to attend Concordia University Irvine) from an
athletic team will result in forfeiture of Athletic grant-in-aid. The scholarship will be prorated based on the date of separation, as determined by
the Athletic Director.
M. H
as the right to appeal a change in financial aid to Athletic Director/Executive Vice President, Chief Enrollment Officer.
This contract is not binding until the Athletic Director has signed.
Signature of Student-Athlete______________________________________________________________
Date___________________________
Signature of Coach_______________________________________________________________________ Date___________________________
Signature of Athletic Director_____________________________________________________________
Date___________________________
Signature of Financial Aid Officer____________________________________________________________ Date___________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL50
ATHLETICS GRANT-IN-AID
Reduction/Cancellation Notification
During the Term
Date ____________________________
Sport: ________________________________________________________________
Student-Athlete Name_____________________________________________________ID:________________________________
Address__________________________________________________________________________________________________
City____________________________________________________________ State_____________
Zip___________________
This form is to notify the Athletics Director and Assistant Athletic Director for Compliance of an Athletics Grant-In-Aid change
request for the __________ academic year for the above named student-athlete. The change request is as follows:
New Award Amount:
Cancellation________ Reduction________
Fall $______________
Spring $________________
This decision is based upon the following factors:_________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Signature of Coach____________________________________________________________ Date________________________
Signature of Athletics Director ___________________________________________________ Date________________________
_ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _ _ __ _
Note: Financial Aid can be cancelled anytime during the academic year if the student-athlete:
1. Renders him/herself ineligible for intercollegiate competition
2. Fraudulently misrepresents any information on an application, letter of intent or financial aid agreement.
3. Engages in serious misconduct warranting substantial disciplinary penalty.
4. Voluntarily withdraws from a sport for personal reasons; however the recipient’s financial aid may not be awarded to another
student-athlete in the term in which the award was cancelled or reduced.
Athletic aid may not be cancelled from the time the student-athlete signs a financial aid agreement until the end of the period of the
award for any reason other than the above.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL51
Date
Name
Address
Dear XXXX
This letter is to advise you that upon recommendation of the Athletic Department, your Athletics Grant-in-Aid
(Athletic Scholarship) will not be renewed for the XXX term of the XXXX-XXXX academic year because (reason).
This action is in accordance with the NCAA Constitution and the conference and institutional regulations that
apply. If you feel that the cancellation of your aid is unfair or unjustified, you can request a hearing as provided
by NCAA regulations. To make this request, contact the Financial Aid Office in writing within 5 days of the date
of this letter and an appeals hearing will be scheduled for you with the Financial Aid Appeals Committee within
10 days.
If you have any questions, please contact the Financial Aid office.
Sincerely,
________________________________________________
Financial Aid Director
cc: Athletics Director
Assistant Athletic Director for Compliance
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL52
Date
Name
Address
Dear XXXX
This letter is to advise you that upon recommendation of the Athletic Department, your Athletics Grant-in-Aid has
been renewed for the XXXX-XXXX academic year; however it has been reduced as follows:
Current
Reduction
$XXXX
$XXXX
$XXXX
$XXXX
The period, terms, and conditions of the award are described in the enclosed Athletics Grant-in-Aid Agreement.
Please note that NCAA rules permit cancellation of your Athletics Grand-in-Aid at any time if you are or become
ineligible for intercollegiate competition. The Athletic Department will notify you prior to July 1 if you are currently
ineligible and thus subject to cancellation. If you feel that the reduction of your aid is unfair or unjustified, you
can request a hearing as provided by NCAA regulations. To make this request, contact the Financial Aid Office in
writing within 5 days of the date of this letter and an appeals hearing will be scheduled for you with the Financial
Aid Appeals Committee within 10 business days.
If you accept the reduction of this athletics financial aid, please sign and return one copy of the Athletics
Grant-in-Aid Agreement in the enclosed, prepaid envelope to the Athletic Department Assistant Athletic Director
for Compliance by July 1. Keep the other copy for your records. Your award does not become effective until
we receive the signed copy in this office. If you have any questions, please contact.
Congratulations on your fine efforts in the past year and best wishes for continued success.
Sincerely,
________________________________________________
Financial Aid Director
cc: Athletics Director
Assistant Athletic Director for Compliance
Enclosure
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL53
Date
Name
Address
Dear XXXX
I am pleased to notify you that upon the recommendation of the Athletic Department, your Athletics
Grant-in-Aid has been renewed for the XXXX-XXXX academic year. The period of award, amount of aid, terms,
and conditions of the award are described in the enclosed Athletics Grant-in-Aid Agreement. Please note that
NCAA rules permit cancellation of our Athletics Grant-in-Aid at any time if you are or become ineligible for
intercollegiate competition. The Athletic Department will notify you prior to July 1 if you are currently
ineligible and thus subject to cancellation.
Review the Athletics Grant-in-Aid Agreement carefully. Note that if you receive other financial aid, it may
affect your grant. The total amount of your aid cannot exceed the maximum allowed by the National Collegiate
Athletic Association (NCAA). We keep track of all aid that is given through our Financial Aid office, but if you
receive other aid, you need to notify us so that you can maintain your eligibility.
If you accept the renewal of this athletics aid, please sign both copies and return one agreement in the
enclosed envelope to the Athletic Department Assistant Athletic Director for Compliance by July 1. Keep
one copy for your records. Your award does not become effective until the signed copy is received. If you
have any questions, feel free to contact your head coach.
Congratulations on your fine efforts in the past year and best wishes for continued success.
Sincerely,
_________________________________
Financial Aid Director
cc: Athletics Director
Assistant Athletic Director for Compliance
Enclosure
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL54
INSTITUTIONAL LETTER OF INTENT (ILI)
The Assistant Athletic Director for Compliance is responsible for issuing all Institutional Letters of Intent (ILI) to prospective
student-athletes and ensuring all ILI deadlines are met.
The procedure is as follows:
1. The Head Coach is responsible for directing the prospective student-athlete to submit all high school transcripts and test
scores to the Admissions Office.
2. The Director of Admissions or designee will determine admissibility. If the prospect has been admitted or is being considered
for admission, the ILI may be issued. If the prospective student-athlete does not have a chance to be admitted to Concordia
University Irvine, an ILI will not be issued. Additionally, the Assistant Athletic Director for Compliance will review the Eligibility
Center Preliminary Certification report to ascertain the initial-eligibility status of the prospective student-athlete.
3. Once a prospective student-athlete is determined to be admissible, the Head Coach is responsible for submitting a complete
copy of the ILI request form to Assistant Athletic Director for Compliance.
4. Once all documents and procedures have been completed, the Assistant Athletic Director for Compliance will obtain
the signature of the Athletics Director, the Director of Financial Aid, and the Head Coach, and send it via regular mail. The
Institutional Letter of Intent may not be hand delivered, and a coach may not be present at the time of an off-campus signing.
5. The ILI must be signed by the prospective student-athlete and his/her parent within 7 days of the date issued.
6. Once the signed ILI and Financial Aid Agreement have been returned, the Head Coach will be notified.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL55
By signing this letter, I ____________________ commit my intention to attend Concordia University Irvine and to participate in intercollegiate
athletics under the supervision of the Athletic Department.
I agree to comply with the standards, rules, regulations, and policies of Concordia University Irvine, the NCAA, the Conference, the Athletic
Department, and the team rules/policies established by the Head Coach.
I understand that if I become academically ineligible, or I voluntarily withdraw from the team, or if I am removed from the team for a just cause, that
any Athletic Award I receive may be removed, and may not be renewed the following school year.
I understand that I must meet the NCAA and Concordia University Irvine academic standards to renew an Athletic Award. If I am prevented from
participating in my sport by virtue of illness or injury, any Athletics Award offered will not be removed.
I understand that an Athletics Award may be removed immediately if I violate any terms of this agreement, or the rules established for the conduct
of all student-athletes as detailed in Concordia University Irvine Student-Athlete Handbook.
I understand that if I have misrepresented prior records or other information requested during the admission and financial aid application process,
that I may be ineligible to participate in intercollegiate athletics, and/or attend Concordia University Irvine.
Athletics Awards are renewable under the above conditions as well as under the conditions outlined on your official Award Letter from the Financial
Aid Office. The amount of any Athletics Award offered will be included on your official Award Letter from the Financial Aid Office.
Signature of Student-Athlete________________________________________________________________ Date___________________________
Signature of Parent/Guardian (if student is under 21)____________________________________________ Date___________________________
Head Coach ____________________________________________________________________________ Date___________________________
Athletic Director_________________________________________________________________________ Date___________________________
We wish you well in your academic and athletic pursuits at Concordia University Irvine.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL56
Date
Dear :
Enclosed is your Institutional Letter of Intent (ILI) and offer of athletically related grant-in-aid from Concordia
University Irvine. I am pleased to hear that you are excited about becoming a part of the Concordia University
Irvine Athletics Department as a student-athlete. I believe that Concordia University Irvine has much to offer
you as a student and an athlete.
There are TWO copies of the ILI. Please sign both copies individually. If you are not yet 21 years of age, please
have a parent or legal guardian sign the forms as well. Retain ONE copy for your personal records and return the
other one to the University in the envelope provided.
There are TWO copies of the Concordia University Irvine Athletics Grant-In-Aid Award Letter. Please retain ONE
copy for your personal records and return the other copy along with the ILI.
If you have any questions, please don’t hesitate to contact me. Again, I look forward to your attendance at
Concordia University Irvine.
Sincerely,
_________________________________
Athletics Director
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL57
SCHOLARSHIP SPREADSHEET
Super Heroes
Scholarships Available
Name
Athletic Aid
Dollar Value
Freshmen (1)
Red Power Ranger
Mighty Mouse
Zorro
Daffy Duck
Captain America
Full
$
500.00
$
500.00
$ 1,000.00
$
500.00
$ 34,644.00
Sophomores (2)
Wonder Woman
Full less aid
Superman
$ 1,000.00
$ 34,644.00
Juniors (3)
Spider Man
$
Scholarships Available :
Scholarship $’s Available:
Scholarship $ Granted:
Scholarship $ Remaining:
Aprox 2.1 @ $34,644 Total
$ 75,484.00 (-) $75,288.00
(=) $ 196.00
SCHOLARSHIP $ BREAKDOWN BY CLASS
Class
Freshmen (1)
Sophomores (2)
Juniors (3)
Seniors (4 & 5)
Amount ($)
$37,144.00
$35,644.00
$1,500.00
$1,000.00
1,500.00
NOTES
Seniors (4&5)
Bat Man
Robin
$
$
750.00
250.00
Athletic Aid Column refers to the amount requested in each area.
Dollar Value Column refers to the value of each item.
Examples:
Athletic Aid
Tuition (13-18 hrs)
Room & board
Fees
$5,000 $5,000 less aid
Full
Full less aid
Scholarship Values:
Tuition (13-18 hrs)
Room & board
Fees
Books & Supplies
Full
Dollar Value
$22,854
$8,370
$1,800
$1,620
$34,644
Note:
Please list scholarships in dollar amounts only.
Use the above notes & examples to determine the value of the
award you wish to give.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL58
VII. MALE PRACTICE PLAYERS
Female sports are permitted to use male practice players who meet all of the following qualifications:
• The male student must be a current student currently on the women’s team squad list
• The male student must be a non-scholarship student
• The male student must be enrolled full-time during the term that he practices with a women’s team.
Additional guidelines concerning male practice players for women’s sports are the following:
• Each male practice player may only practice up to 2 days per week with a women’s team.
• Male practice players must be included in the practice logs (they are required to sign practice logs on the
days they practice with a women’s team).
• The maximum number of male practice players practicing at the same time with a women’s team shall be
determined upon the number of players needed to scrimmage for each sport. The maximum numbers are
the following:
• Women’s basketball – 3 male practice players
• Women’s soccer – 6 male practice players
• Women’s softball – 5 male practice players
• Women’s volleyball – 3 male practice players
The procedures for male practice players for female sports are the following:
1. The Head Coach is responsible for notifying the Assistant Athletic Director for Compliance and Faculty Athletics
Representative via e-mail of the names and phone numbers of any male student-athletes who they recommend
to serve as male practice players.
2. The Head Coach is responsible for coordinating an eligibility meeting for potential male-practice players
with the Assistant Athletic Director for Compliance.
3. The Head Coach notifies prospective male-practice players about date and time of meeting.
4. All male practice players are required to complete NCAA required paper work and attend a compliance
eligibility meeting with the Assistant Athletic Director for Compliance prior to engaging in practice sessions
with a women’s team. During the compliance meeting male practice players fill-out the Male Practice Player
Certification Form.
5. Once the Faculty Athletics Representative certifies Male practice players for practice, the Assistant Athletic
Director for Compliance is responsible for adding them to the squad list and sending an e-mail confirmation
to Head Coach.
6. The Head Coach is responsible for ensuring that male practice players practice no more than 2 days per
week with the women’s team.
7. The Head coach is responsible for including male practice players on the practice logs and ensuring that
they sign the logs on the days they practice with the women’s team.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL59
CERTIFICATION OF MALE PRACTICE PLAYERS WITH WOMEN’S TEAMS
Please complete the following questionnaire. Forms with unanswered questions will be returned. This form will be used to
determine a male student’s eligibility for practice with a women’s team.
Name:_______________________________________________________
Student ID:________________________________
E-mail address: _________________________________________________ Date of birth: ________________________________
Mobile Number: (________ ) _________________________
Other Number: (_________)_____________________________
Which women’s team will you practice with?_____________________________________________________________________
Are you currently a full-time student? o YES
o NO
When did you first enroll at any college or university? Please include semester and year. __________________________________
Please provide list all previously attended institutions (2- or 4-year) and whether you engaged in practice (P) or competition (C) in any sport:
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Year:__________ Institution:_______________________________________ P:________ C:________ Sport:________________________________
Are you receiving any financial assistance (which includes room and board, tuition and fees, and books) in return for practicing
with the women’s team?
o YES
o NO
Are you receiving financial aid or any compensation for serving in any position in the athletics department?
Are you a student-athlete?
o YES
o NO
o YES
o NO
Sport:______________________________________
If you answered yes to the previous question, are you receiving athletically-related financial aid?
o YES
o NO
Please be advised of the following NCAA and institutional regulations concerning male practice players practicing with women’s teams:
1. It is not permissible for an institution to provide male practice players room and board to remain on campus during a
vacation period to participate in practice sessions with a women’s team.
2. It is not permissible for a male student-athlete who is serving an academic year in residence as a nonqualifier to participate
in practice sessions with a women’s team.
3. It is not permissible for an institution to provide meals or any other extra benefit to male practice players that would
otherwise be spent on female varsity student-athletes.
4. It is permissible for an institution to provide practice apparel to male student-athletes for the purpose of practicing with a
women’s team, provided the apparel is returned to the coach at the conclusion of the participation of the male student in
practice sessions with the women’s team.
I, (print name)______________________________________ _understand that by filling out this Certification of Male Practice Players with Women’s
Teams Form am not immediately eligible for practice with a women’s team. I also understand that if certified for practice with a women’s team, I will
be notified by the Assistant Athletic Director for Compliance. Further, I understand that I must comply with all NCAA regulations detailed above and
that I will notify the Assistant Athletic Director for Compliance if I become aware of any potential violations of the above mentioned guidelines.
I agree to sign the required NCAA drug-testing consent form and to be included on the team squad list for this academic year.
Student Signature:____________________________________________________________________________ Date:______________________
Assistant Athletic Director for Compliance Signature:________________________________________________ Date:______________________
Faculty Athletics Representative Signature:________________________________________________________ Date:______________________
Athletics Director Signature:____________________________________________________________________ Date:______________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL60
ACADEMIC YEAR 2015-2016
Certification Checklist for a Male Student or Male Student-Athlete Participating in Practice with an Institution’s Women’s Team(s) – Division II
Note: This checklist should be used for each male student or male student-athlete PRIOR to participating in practice sessions with an
institution’s women’s team(s).
Name of Institution:________________________________________________________________
Women’s Team/Sport:_______________________________________________________________
Date of Certification:________________________________________________________________
Name of Male Student:______________________________________________________________
Date of Entrance:__________________________________________________________________
Checklist for a Male Student or Male Student-Athlete Participating in Practice with an Institution’s Women’s Team(s):
o Final academic certification status of qualifier or partial qualifier confirmed by the NCAA Eligibility Center (see NCAA Bylaw 14.3.1)
• Note: Required only for entering freshman.
• Note: It is not permissible for a male student or male student-athlete who is serving an academic year in residence as a
non-qualifier to participate in practice sessions with an institution’s women’s team(s).
o Final amateur certification confirmed by the NCAA Eligibility Center (see Bylaw 12.1.1.1).
• Note: Required for all male students and male student-athletes who have never previously attended a Division I or II institution.
o Enrolled in a minimum full-time program of studies leading to a baccalaureate or equivalent degree (not less than 12 semester or
quarter hours) (see Bylaw 14.1.8.1).
o Eligibility remaining under the 10 semester/15 quarter rule (see Bylaw 14.2).
o Listed on the institution’s women’s team(s) squad list (see Bylaw 15.5.5.2).
o Signed the drug-testing consent form (see Bylaw 14.1.4).
o Certified insurance coverage for medical expenses (see NCAA Constitution 3.2.4.9).
Additional Item for a Male Student-Athlete Participating in Practice with an Institution’s Women’s Team(s):
o Continual monitoring of all applicable playing and practice seasons regulations (e.g., maximum of 20 hours per week during the
playing season, maximum of eight hours per week outside the playing season, required days off during the playing season and
outside the playing season) (see Bylaw 17).
All other regulations regarding male students or male student-athletes participating in practice sessions with an institution’s
women’s team (e.g., financial aid, awards and benefits) are set forth in Bylaw 14.1.8.1.7
________________________________
Date
___________________________________________________________________
Certifying Officer (FAR) Signature
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL61
VIII. MEDICAL HARDSHIP WAIVERS
If there is reason to believe a student-athlete may be eligible for a medical hardship waiver, the Head Athletic
Trainer works with the Faculty Athletics Representative and the Assistant Athletic Director for Compliance to
assess whether the student-athlete is in fact eligible for a medical hardship waiver. If the student-athlete meets
the conditions for the waiver, the following process ensues.
PROCEDURE:
1. The Head Athletic Trainer gathers all pertinent medical documentation, including a physician’s assessment
of the student-athlete’s incapacitating injury or illness. This information, along with a draft of the PacWest
Conference Hardship Waiver form, is passed along to the Faculty Athletics Representative for review.
2. The Faculty Athletics Representative reviews the waiver and the attached documentation and contacts the
Head Athletic Trainer with any questions or concerns. Once the packet is finalized, the Faculty Athletics
Representative sends the final copy to the Assistant Athletic Director for Compliance
3. The Assistant Athletic Director for Compliance does a final review and submits to the Conference Office
prior to the deadline.
4. If the waiver is approved, the Assistant Athletic Director for Compliance receives a notification from the
Conference Office. Assistant Athletic Director for Compliance notifies the Athletics Director, Faculty Athletics
Representative, Head Athletic Trainer and Director of Athletic Communications. All will make appropriate
notes of seasons of eligibility used for the student-athlete, with the Assistant Athletic Director for Compliance
maintaining the central, department-wide participation record.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL62
ELIGIBILITY PETITION
Date of Submission of Petition:
Full name of student:
Type of waiver: Medical Hardship? Intra conference
Eligibility rule: Bylaw involved?
Academic information: Qualifier ?, Partial? Non qualifier?
Sport:
Previous intercollegiate competition: what seasons did they play and how many contests each season
Complete practice record (for injury or illness): When was SA certified to practice; when did injury occur; etc.
Financial aid: Yes or no
Letter of intent: Yes or No
Circumstances (including date student-athlete was cleared to return to competition):
Eligibility consequences of waiver: If this waiver is granted, the student-athlete will have X seasons of competition remaining in
baseball. If not, he will have X seasons left.
Signature of Compliance Director:_________________________________________________
Date:____________________
For Hardship Waiver Petition
Attachments
Hardship Waiver Petition
Check off:
Check one:
o Student-Athlete Statement
o Scheduled events
o Contemporaneous Medical documentation (signed by treating
physician and/or Athletic trainer
o Completed events
Number of contests/dates of competition
played or scheduled by team
o Signed & dated letter from treating physician
indicating whether the injury or illness was
incapacitating for the reminder of season
Number of contests/dates of competition
played by petitioning student-athlete
o _Contest/Dates of competition
Number of contest/dates competition that
equals 20% of the season
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL63
PACIFIC WEST CONFERENCE
MEDICAL HARDSHIP CHECKLIST
o Copy of final team schedule
o Copy of final stat sheet for season, showing student-athlete participation
o Signed documentation of official letterhead from treating physician, dated on or near the official time of injury/illness that establishes onset of injury/illness
o Written acknowledgment from treating physician that injury/illness was ultimately incapacitating for the remainder of the season.
Two ways to demonstrate:
A
Contemporaneous letter or diagnosis from a treating
physician identifying an injury/illness as incapacitating
B
Noncontemporaneous letter or diagnosis from a training
physician stating:
• Severity of injury/illness;
• Injury/illness was ultimately incapacitating i.e. Prevented
student/athlete from participating in more than two contests
or dates of competition, 20 percent of the institution’s
completed contests or dates of competition or 20 percent
of the maximum permissible number of contests or dates
of competition set forth in Bylaw 17 in his or her sport
AND
• Treatment logs or training room notes (indicating continuing
rehabilitation efforts)
o Length of incapacitation verified. Two ways to demonstrate:
A
• Estimated length of incapacitation or recovery time-range
contained within original contemporaneous medical documents
OR
• Contemporaneous documentation of follow-up doctors’
visits (within estimated time-range) in which student-athlete
is not cleared to play
B
• Estimated length of incapacitation or recovery time-range
contained within the original contemporaneous medical
documentation;
AND
• Treatment logs or training room notes (indicating
continuous rehabilitation efforts).
o Any other medical documents, operation report(s), surgery report(s), or emergency room document(s) that describe severity of
injury/illness and/or time of incapacitation
o Complete required signature section
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL64
IX. MISSED CLASS TIME PROCEDURES/GAME SCHEDULING PROCEDURES
Student-athletes are expected to attend class. Each instructor may determine their own class attendance policy
including the effect, if any, of missing classes on a student’s course grade. Each instructor’s attendance policy
must be stated in writing in the course syllabus and communicated to students in a clear manner at the beginning
of each academic term. Since class attendance may have an effect on a student’s financial aid eligibility and
enrollment status, instructors are required to keep records of student attendance and may be asked to present
these records at any time during the term. If a student’s class attendance is poor, instructors are strongly urged
to send an Academic Warning whether or not their class attendance policy penalizes students for missing class.
GAME CONTRACTS
Game schedules are not official until a contract is implemented. Details of game contracts should include time
of competition, location, game guarantees if applicable, and any other pertinent information. Once the schedule
is approved by the Athletic Director, the game contracts can be submitted. The game contracts are to be sent
approximately 12 weeks prior to game. The contract is to be signed by the Athletic Director at Concordia University
Irvine and sent to the Athletic Director of the opposing school and returned for our records. The original is kept
in the Athletic Office.
Contracts need to be completed well before the season begins so that the Athletics Administration can begin
preparations. A game contract does not eliminate the possibility of a forfeit, but provides information for action
if a game is canceled.
PACIFIC WEST CONFERENCE SCHEDULES
Conference schedules will be given to the coach as soon as they are approved by the Directors. Once the
schedule is approved, the coach than then add the non-conference games to the schedule and have the final
schedule approved by the Athletic Director. A form is provided to clarify exactly what information is needed
and must be filled out completely including the number of days/classes missed for each contest and the time
of team departure.
ATHLETIC EVENT CHANGE FORM
All coaches must submit this form whenever a change in the approved athletic schedule occurs. The following
is the sequence in which the form is sent for approval via e-mail:
1. Coach sends to Director of Athletic Communications (if applicable aquatic sports start with Aquatics Director)
2. Director of Athletic Communications sends to Assistant Athletic Director for Compliance
3. Assistant Athletic Director for Compliance sends to Head Athletic Trainer
4. Head Athletic Trainer sends to Athletic Secretary
5. Athletic Secretary sends to Athletic Director for approval
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL65
SCHEDULE REQUEST FORM
Home Contest: ALL CAPS
Must be typed!
Away Contest: Lower Case (at . . .)
Conference Denoted by *_________________________________
Year:_____________
CLASS
DATE
DAY
OPPONENT
LOCATION
TIME
MISSED
Total Contest Number:
4
Total Contests Allowed by NCAA Regulations: Total M/W/F Class Days Missed:
Total T/Th Class Days Missed:
TEAM
DEPARTURE
DATE/TIME
4
3
Head Coach_______________________________________________________________
Date__________________________
Athletic Director___________________________________________________________
Date__________________________
Assistant Athletic Director for Compliance_______________________________________
Date__________________________
Faculty Athletics Representative_______________________________________________
Date__________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL66
X. OUTSIDE EMPLOYMENT
STUDENT-ATHLETE EMPLOYMENT
Academic Year:
1. The Assistant Athletic Director for Compliance will review NCAA regulations governing student-athlete
employment, and all required employment monitoring procedures to be completed by student-athletes,
during the mandatory meeting each fall.
2. The student-athlete must complete a Student-Athlete Employment Form. The student-athlete must
affirm his/her understanding of the terms outlined in the Student-Athlete Employment Form and his/her
intent to adhere to its provisions.
3. The Assistant Athletic Director for Compliance will review the Student-Athlete Employment Form and
will sign the form indicating that all steps have been completed by the student-athlete.
4. The Assistant Athletic Director for Compliance will provide the student-athlete with a copy of the signed
agreement and will keep the original on file in the Assistant Athletic Director for Compliance.
5. The Assistant Athletic Director for Compliance will periodically monitor the employment of student-athlete.
Summer Break:
1. Prior to summer break, all student-athletes will be asked to fill out a Student-Athlete End-of-Year
Information Form indicating where he or she will be living over the summer, whether or not the studentathlete intends to work over the summer, and whether or not the student-athlete has already obtained
a job. If the student-athlete has already obtained a job, the student-athlete will be asked to complete
employment information on the information form.
2. The Assistant Athletic Director for Compliance will keep on file all Student-Athlete End-of-Year Information
Forms and maintain a master list of student-athletes’ employment status.
3. At the first-of-the-year squad meetings, student-athletes will be asked to complete a section within the
student packets entitled Student-Athlete Employment Form for the summer. The Assistant Athletic Director
for Compliance will compare the Student-Athlete Employment Form with the Student-Athlete End-of-Year
Information Form.
TEAM MANAGERS
Concordia University Irvine permits the use of team managers so long as they abide by institutional guidelines
and NCAA regulations. It is not permissible for a student-athlete who is ineligible for any reason to serve as a
team manager. Although it is permissible for a male student to serve as a team manager for a woman’s team, the
individual’s duties should be limited to those traditionally performed as managers. It is not permissible to place a
male student in the position of a manager for the purpose of practicing or traveling with the woman’s team (See
Male Practice Player section of the Athletics Compliance Manual for the proper procedure). Student managers at
Concordia University Irvine will be required to maintain a high level of academic performance and are expected
to positively represent Concordia University Irvine Athletics during their tenure as manager.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL67
Procedure:
1. The Head Coach is responsible for receiving sport supervisor approval of a team manager position and
notifying the Assistant Athletic Director for Compliance of the names and phone numbers of any students
they would like to use as team managers. If the team manager is receiving athletics grant-in-aid, the standard
athletics grant-in-aid procedures are followed (See Financial Aid section of the Athletics Compliance Manual).
2. The prospective team manager and all members of the respective coaching staff view the NCAA Academic
and Membership Affairs (AMA) video pertaining to student-athlete managers.
Viewers must be logged in to ncaa.org before the link will work.
http://www.ncaa.org/wps/wcm/connect/ncaa/NCAA/Legislation+and+Governance/Rules+and+Bylaws/
Lsdbi/AMA+Education+On+Demand/Division+II+Videos+2011
Scroll through the arrow buttons to “Student Managers”. Click and view.
3. After viewing the video, the prospective team manager completes the Student Manager Rules
and Guidelines Form.
4. The Head Coach signs the form as well and submits to the Assistant Athletic Director for Compliance.
The form is kept on file in the Compliance Office.
5. The Head coach is responsible for monitoring the student manager’s actions in accordance with
NCAA legislation.
COACHES AND STAFF OUTSIDE INCOME
All members of the Athletics Department are required to disclose to the Athletic Director all athletically
related income and benefits from sources outside the institution. The University reserves the right to request
information regarding outside income. This includes the following:
• Sports camps/clinics
• Club Organizations, AAU teams, ODP
• Housing benefits
• Club memberships
• Complementary tickets
• Television or radio appearances
• Endorsements or consultation contracts with athletic shoe apparel or equipment manufactures
Coaches and staff members are required to complete a disclosure form annually.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL68
STUDENT-ATHLETE OUTSIDE EMPLOYMENT FORM
Student-Athlete:______________________________________________ Sport: ________________________________________
Employer Name:___________________________________________________________________________________________
Address:__________________________________________________________________________________________________
Contact Person: ____________________________________ Employer Phone: ________________________________________
Employment title: __________________________________________________
Description of duties: _______________________________________________________________________________________
________________________________________________________________________________________________________
Dates of employment: From: ______________________________________ To: ________________________________________
Rate of pay: $______ /(hr) $_____ /(week) $______ /(project) Full time:_____ Part time:_____
My signature certifies that to the best of my knowledge, the above responses are correct. Furthermore, I understand that any
improper employment may cause myself/the above named student-athlete to become ineligible to participate in intercollegiate
athletics at Concordia University Irvine.
I understand that student-athlete employment may not be based on my athletics ability or my status as a student-athlete.
Furthermore, I understand that student-athletes must be paid the going rate for a particular job.
Student-Athlete Signature____________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL69
STUDENT-ATHLETE END-OF-YEAR INFORMATION FORM
Student-Athlete: ___________________________________________________________________________________________
Sport: ___________________________________________________________________________________________________
Summer Address: __________________________________________________________________________________________
Will you be working over the summer?
o Yes
o No
If you answered yes, have you already obtained a job?
o Yes
o No
If you answered yes, please complete the information below:
Employer Name____________________________________________________________________________________________
Address:__________________________________________________________________________________________________
Contact Person: ___________________________________________________________________________________________
Employer Phone: _____________________________
Employment title: ____________________________________________
Description of duties: _______________________________________________________________________________________
________________________________________________________________________________________________________
Dates of employment: From: _______________________
To: ____________________________
Rate of pay: $______ /(hr) $_____ /(week) $______ /(project) Full time:_____ Part time:_____
My signature certifies that to the best of my knowledge, the above responses are correct. Furthermore, I understand that any
improper employment may cause myself/the above named student-athlete to become ineligible to participate in intercollegiate
athletics at Concordia University Irvine.
I understand that student-athlete employment may not be based on my athletics ability or my status as a student-athlete.
Furthermore, I understand that student-athletes must be paid the going rate for a particular job.
Student-Athlete Signature____________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL70
SPORT MANAGER APPLICATION
Before any managerial duties may be assumed this application must be approved.
Sport ___________________________________________________________________________________________________
A. BIOGRAPHICAL INFORMATION
Name of Student-Athlete: ___________________________________________________________________________________
Last
First
Initial
Local Address: ____________________________________________________________________________________________
City
State
Zip
Phone: _______________________
Cell Phone: ________________________
E-Mail: ________________________________
Date of Birth:___________________
Age: _____________________________ SSN: __________________________________
High School: _________________________________________________________ HS Grad Date: ________________________
Name
City
State
B. PERSONAL HISTORY SINCE GRADUATION FROM HIGH SCHOOL (ACCOUNT FOR EVERY YEAR SINCE HS)
Academic Year (i.e.; 96-97, 97-98)
Institution/Employer
Status/Title (i.e.; student, employee)
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Student-Athlete Signature__________________________________________________________ Date_______________________
________________________________________________________________________
C. OFFICIAL USE ONLY
UNITS APPLICANT IS A FULL-TIME STUDENT-ATHLETE
Compliance Approval_____________________________________________________________ Date______________________
Head Coach Approval_____________________________________________________________ Date______________________
Administration Approval___________________________________________________________ Date______________________
This completed form must be sent to the Athletics Department before a contract may be signed.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL71
DEPARTMENT OF INTERCOLLEGIATE ATHLETICS
OUTSIDE INCOME AND ENDORSEMENTS
ITEMIZED INCOME FORM
Name: ________________________________________________ Title: ______________________________________________
_______ Initial here if you earned NO athletically-related outside income during the previous year and anticipate not outside
income this year. Sign the certification at the end of the form.
In accordance with NCAA and University policy, all staff members must provide a detailed accounting of all athletically-related
outside income regardless of the amount earned. Please itemize below all athletically-related income from sources other than the
university received during the last year and sign the certification at the end of the form. Any income accounted for in your University
Employment Agreement, does NOT need to be included on this list.
Category
Date(s)
Source
Compensation
Speaking engagements
Salary supplement
Endorsements or consultation contracts
Value of athletic shoes, apparel or equipment
Television/Radio appearances or commercials
Income from corporations in exchange for
charitable work
Annuities
Housing benefits
Outside Athletically-Related Income
and Endorsements
Country club or gym memberships
Sports camps and clinics
Use of an automobile
Other (attach contract, if applicable)
TOTAL OUTSIDE ATHLETICALLY-RELATED INCOME _______________
EMPLOYEE CERTIFICATION
Your signature below certifies that the information provided above is accurate and true.
Employee Signature ______________________________________________________________ Date______________________
Reviewed by:
Assistant Athletic Director for Compliance_____________________________________________ Date______________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL72
ANNUAL PRIVATE LESSON APPROVAL
For those individuals who have NOT started classes for the 9th grade
This form is to be completed prior to offering private lessons to any one that has NOT started classes for the 9th grade. Forms must
be filed with the Athletic Compliance Office.
Per NCAA Bylaw 13.11.3.7 only Golf/Tennis may provide private lessons to a prospective student-athlete
Academic Year: ___________________________
Name of prospective student-athlete: ____________________________________
Current Grade:________________________
School: _____________________________________ Location: ____________________________________________________
1. Please attached fee schedule for private lessons.
2. Location of private lessons:_____________________________________________________
3. Date(s) of private lessons:______________________________________________________
4. Times of private lessons:_______________________________________________________
Coach_____________________________________ Sport__________________________________ Date____________________
Athletics Director__________________________________________________________________ Date____________________
Assistant Athletic Director for Compliance______________________________________________ Date____________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL73
FUNDRAISING REQUEST FORM
Prior Approval: Please follow Athletic Department guidelines by completing the form below. Submit this form completed,
to the Athletics Director.
Purpose of activity: _________________________________________________________________________________________
Type of function:___________________________________________________________________________________________
Date(s) of function:_________________________________________________________________________________________
Any sponsorship agreements anticipated?
o No
o Yes
With whom?___________________________________________________________________________________________
What type?____________________________________________________________________________________________
Any awards?
o No
o Yes,
Concession arrangements:
List awards __________________________________________________________________
o No
o Yes,
Explain completely
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Medical staff required?
o No
o Yes,
What provisions are made?
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Insurance policy coverage necessary?
o No
o Yes,
Explain what is planned:
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Student-athletes will NOT miss class for this activity:
o Yes,
this is correct.
Include with this form the following items:
a. Advertising brochures, fliers, etc.
b. Budget, following guidelines
c. List of all personnel involved in the event.
d. List of student-athletes involved for permission from Athletics Director.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL74
LOCAL SPORTS CLUB INFORMATION FORM
This form is to be completed by any coach wishing to own and operate, participate, instruct or coach at a local sports club.
This form, when approved, authorizes the coach to be involved with the local sports club.
Coach’s Name: ___________________________________________________________ Date ____________________________
NCAA Bylaw: 13.11.2.4 Local Sports Club:
In sports other than basketball, an institution’s coach may be involved as a participant or in instructional or coaching activities in the
same sport for a local sports club or organization located in the institution’s home community, provided all prospects participating in
said activities are legal residents of the area (within a 100-mile radius of the institution.) Further, in club teams involving multiple
teams or multiple sports, the 100-mile radius is applicable only to the team with which the institution’s coach is involved; however,
it is not permissible for the coach to assign a prospect who lives outside the 100-mile area to another coach of the club. A coach
may be involved with a local sports club located in the institution’s home community that includes prospects participating in a sport
other than the coach’s sport, regardless of where such prospects reside. A coach may also be involved in activities with individuals
who are not of prospect age (i.e., before the ninth), regardless of where such individuals reside.
Name of Local Sports Club: __________________________________________________________________________________
Name of Owner/Operator of the Club: _________________________________________________________________________
Work Phone: ______________________________________________________________________________________________
E-mail: ___________________________________________________________ Fax: ____________________________________
Can you verify that all prospective student-athletes reside within the 100-mile radius?
o YES
o NO
I certify that I have submitted accurate information and will continue to follow NCAA rules regarding local sports clubs. If any
information on this form changes, I will promptly update the information.
Coach’s Signature: _______________________________________________________ Date: ____________________________
Athletics Director Signature ________________________________________________ Date: ____________________________
Assistant Athletic Director for Compliance Signature: ____________________________ Date: ____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL75
XI. PLAYING AND PRACTICE SEASONS PROCEDURES
The Assistant Athletic Director for Compliance is responsible for monitoring the playing and practice seasons
for all sports. This includes monitoring playing season declarations, athletically-related activities, practice hours
in-season and out-of-season, and number of contests.
The Head Coach is responsible for completing and submitting all playing and practice season documentation to
the Assistant Athletic Director for Compliance on Mondays of each week. Playing and practice season documentation
is kept on file by the Assistant Athletic Director for Compliance throughout the academic year.
DECLARATION OF PLAYING SEASON
1. The Head Coach is responsible for completing and submitting the Declaration of Playing Season to
the Assistant Athletic Director for Compliance for his/her sport. The form is due 30 days prior to first
fall semester practice.
2. Prior to the beginning of playing and practice seasons (championship and non-championship) the Head
Coaches must enter the information into the CA and notify the Assistant Athletic Director for Compliance of
the entry. If clarification is needed, the coach can meet with the Assistant Athletic Director for Compliance
to calculate the first day of practice and first competition dates prior to entry in CA.
3. The Assistant Athletic Director for Compliance will check CA and the completed paper forms prior to
first dates of practice to verify accuracy of information and notify anyone of changes needed.
WEEKLY PRACTICE REPORTS
Countable Athletically Related Activities: The following activities are considered countable athletically
related activities for the purpose of practice hour limitations.
a) Practice (no more than four hours per day)
b) Athletic meetings with a coach that are initiated or required by the coach
c) Competition (counts as 3 hours regardless of actual length)
d) Field, floor, or on-court activities
e) Setting up offensive and defensive alignments
f) On-court or on-field activities called by any member of the team and confined to members of the team
g) Required weight training and conditioning activities
h) Required participation in camps/clinics
i) Visiting the competition site in golf or cross country
j) Participation outside the regular season in individual skill-related instructional activities with a member
of the coaching staff
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL76
k) Discussion or review of film
l) Participation in a physical activity class for student-athletes only and taught by athletics staff
m) Participation in clinics in which student-athletes and coaches are both present
During the preseason practice period before the first day of classes, student-athletes shall not engage in more
than six hours of countable athletically related activities per day, only five of which may be devoted to physical
activities (e.g., practice, weight training, conditioning). In addition, any session with physical activities shall not
exceed three hours in length. Student-athletes must be provided with at least three continuous hours of recovery
time between any session occurring that day. During this time, student-athletes may not attend any meetings or
engage in other athletically related activities (e.g., weight lifting); however, time spent receiving medical treatment and eating meals may be included as part of the recovery time.
Non-countable Athletically Related Activities: The following activities are not considered countable athletically
related activities for the purpose of practice hour limitations.
a) Compliance meetings
b) Meetings with a coach that are initiated by the student-athlete
c) Drug/alcohol educational meetings or CHAMPS/Life Skills meetings
d) Study hall, tutoring, or academic meetings
e) Student-athlete advisory committee (SAAC) meetings
f) Voluntary weight training not conducted by a coach
g) Voluntary sport-related activities, no attendance taken, no coach present
h) Traveling to/from the site of competition
i) Training room activities
j) Recruiting activities (e.g., student host)
k) Training table meals
l) Attending banquets
m) Fund-raising activities or public relations/promotional activities or community service project
PLAYING AND PRACTICE LOG AUDITING PROCEDURES
The procedures for documenting weekly athletically-related activities are as follows:
1. The Head Coach is responsible for submitting the weekly practice report on Monday by 5:00 pm for the
previous week. The university practice week is defined as Monday through Sunday. For each day, the Head
Coach is responsible for indicating the date and the length of all team activity in the following areas: practice,
competition, team meeting, conditioning, weight training and film review.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL77
2. Current members of the team must sign the form to verifying its accuracy.
3. Log submissions are reviewed by the Assistant Athletic Director for Compliance and then filed.
4. The Assistant Athletic Director for Compliance will audit Playing and Practice Logs to ensure proper hours
are being maintained for each team throughout the academic year.
5. The Assistant Athletic Director for Compliance will randomly survey student-athletes to verify countable hours
forms and record the responses for review by the Athletic Director and the Faculty Athletics Representative.
6. The Assistant Athletic Director for Compliance will discuss student-athlete time commitments annually with
the SAAC and report the results to the Athletic Director and the Faculty Athletics Representative.
7. The Athletic Director is notified of any missing forms.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL78
DECLARATION OF PLAYING/PRACTICE SEASON FORM
SPORT: _____________________________________________
COACH: ____________________________________________
DIRECTIONS: This form must be completed prior to the beginning of the declared playing season. The form shall be kept on file in
the Athletic Department. Changes are permissible prior to the start of each segment. Submit a schedule and calendar with this form.
FIRST DATE OF PRACTICE:__________________________
(Championship Segment)
MAX # CONTESTS ALLOWED______________________________
FIRST DATE OF COMPETITION:_________________________
# CONTESTS SCHEDULED______________________________
FALL SPORTS: CROSS COUNTRY/SOCCER/VOLLEYBALL
Championship Segment:
Practice may begin on ____________________________________
From: _________________ to: ____________________
Non-Championship Segment:
Practice may not begin until February 15 and must end at least seven calendar days before final exams. You are allowed 24 practice/competition days within a consecutive 45-day period. (Golf 24 within 60) A calendar must be given to the Assistant Athletic Director for Compliance:
From: _______________ to: ________________ # of practice days: ________________
SPRING SPORTS: SOFTBALL/TENNIS/ BASEBALL/MEN’S VOLLEYBALL
Championship Segment:
Practice may begin on ____________________________________
From: _________________ to: ____________________
Non-Championship Segment:
Practice may not begin before first day of classes and must end by November 15. You are allowed 24 practice/competition days
within a consecutive 45-day period. A calendar must be given to the Assistant Athletic Director for Compliance:
From: _______________ to: ________________ # of practice days: ________________
Men’s Volleyball:
From: _______________ to: ______________________ (132 days)
From: _______________ to: ______________________
Men’s and Women’s Basketball:
Practice/competition may not begin until October 15
From: ________________ to: ________________
Men’s Water Polo:
21 practice opportunities before first date of competition (
), ending the last day of exams.
From: _______________ to: ________________ # of practice days: ________________
Women’s Water Polo:
Beginning September 7th or the first day of class and ending by the conclusion of the Women’s Water Polo Championship.
From: _______________ to: ________________ # of practice days: ________________
Swimming & Diving, Track & Field
Beginning September 7th or the first day of class and ending (last day of exams for swimming and wrestling) and (the championship
game for track & field).
From: _______________ to: ________________ # of practice days: ________________
Head Coach Signature______________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL79
WEEKLY IN SEASON MONITORING FORM
Week______________________________________________________________________ Team_________________________
List Name of Team Members Below
Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Total Hours
P=
0
W=
M=
C=
P=
0
W=
M=
C=
P=
0
W=
M=
C=
P=
0
W=
M=
C=
INSTRUCTIONS: Include all countable athletically related activities. Playing Season: Total weekly hours must not exceed 20.
Maximum of 4 hours/day. Must have one calendar day off each week.
COMPETITION COUNTS AS 3 HOURS.
CODES: C=competition, P = practice, W = weight training/conditioning, M = meetings, X = required day off, T = travel day,
XT = travel day being used as the day off.
Head Coach Signature_________________________________________________________ Date__________________________
Team Member Signature_______________________________________________________ Date__________________________
Print Name_________________________________________________________________
Athletic Trainer Signature______________________________________________________ Date__________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL80
WEEKLY OUT OF SEASON MONITORING FORM
Week______________________________________________________________________ Team_________________________
List Name of Team Members Below
Mon
Tues
Wed
Thurs
Fri
Sat
Sun
Total Hours
P=
0
W=
M=
C=
P=
0
W=
M=
C=
P=
0
W=
M=
C=
P=
0
W=
M=
C=
(Have each team member initial next to their name)
INSTRUCTIONS: Include all countable athletically related activities. Playing Season: Total weekly hours must not exceed 20.
Maximum of 4 hours/day. Must have one calendar day off each week.
COMPETITION COUNTS AS 3 HOURS.
CODES: C=competition, P = practice, W = weight training/conditioning, M = meetings, X = required day off, T = travel day,
XT = travel day being used as the day off.
Coaches Signature__________________________________________________ Date Submitted____________________________
Athletic Trainer Signature____________________________________________ Date Submitted____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL81
CONCORDIA UNIVERSITY IRVINE ATHLETIC DEPARTMENT
SCHEDULE REQUEST FORM
Home Contest: ALL CAPS
Away Contest: Lower Case (at . . .)
Conference Denoted by * Date
Day
Opponent
MUST BE TYPED!
Year:____________
Location
Time
Class
Missed
Team
Departure
Date/Time
(Approx)
Team
Return
Date/Time
(Approx)
Bus
Size
(37,33
39)
Total Contest Number: ____________
Total Contents Allowed by NCAA Regulations: ____________
Total Class Days Missed: ____________
Head Coach_______________________________________________________________________ Date____________________
Assistant Athletic Director for Compliance_______________________________________________ Date____________________
Athletic Director___________________________________________________________________ Date____________________
Faculty Athletics Representative_______________________________________________________ Date____________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL82
PERMISSION FOR OUTSIDE/UNATTACHED COMPETITON
Office of Athletics Compliance
Sport:________________________________________________
COACHES & STUDENT-ATHLETES: This form must be completed and approved 2 weeks prior to any student-athlete
participating in an outside or unattached competition. If there is any additional documentation regarding the studentathletes participation (e.g., National Team Letter, Meet Entry, etc.), please attach it to this permission form.
14.7.3.4 Competition as an Individual/Not Representing Institution. It is permissible for a student-athlete to participate in an outside competition
as an individual during the academic year in the student-athlete’s sport, as long as the student-athlete represents himself or herself in the
competition and does not engage in such competition as a member of or receive expenses from an outside team.
14.7.3.4.1 In wrestling, a student-athlete shall not participate in outside competition as an individual between the beginning of the institution’s
academic year and November 1.
Name of Student-Athlete(s)
Currently
Eligible
Representing
(e.g., Concordia University
Irvine, club, country)
Receiving
Expenses From
Student-Athlete’s Signature
Affirming This Entire Document has
Been Read and Understood
□ Yes □ No
□ Yes □ No
□ Yes □ No
Name of Competition:
Location of Competition:
Date(s) of Competition:
Is the competition scored for any institutions present? □ Yes □ No
I hereby certify that I have fully completed this form and informed the above named student-athletes of rules regarding outside competitions.
I affirm that I have fully complied with all NCAA and institutional rules regarding outside and unattached competitions, and provided the necessary
information to the Assistant Athletic Director for Compliance.
Signature of Head Coach_____________________________________________________________ Date____________________
Signature of Assistant Athletic Director for Compliance ____________________________________ Date____________________
Distribution_______________________________________________________________________________________________
UNATTACHED OR OUTSIDE COMPETION AND NCAA RULES
1. A student-athlete must obtain prior written approval from the Assistant Athletic Director for Compliance to compete unattached.
2.An event that is only open to collegiate competitors is considered intercollegiate competition (as opposed to an open event). Thus,
a student-athlete who is not eligible for intercollegiate competition may not participate in such an event.
3.It is a Concordia University Irvine policy that a student-athlete may NOT miss class for an outside/unattached competition.
4.A student-athlete may NOT compete in scramble, team events, member guest events, etc.
5. Concordia University Irvine gear may NOT be worn (e.g., uniforms) or utilized (e.g., golf clubs) during the competition.
6.All expenses (e.g., entry fees, housing, meals, transportation) must be paid and provided by the student-athlete; the institution may
not pay these expenses
7.Coaching may not be provided inasmuch as the NCAA has determined that a student-athlete who receives the benefit of coaching
is considered to be representing the University. Therefore, the student-athlete’s participation would not be considered “unattached”
and would trigger individual competition limits, travel squad limits, as well as the use of a season of eligibility. Also, student-athletes
ineligible for off-campus
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL83
XII. RECRUITING
Monitoring the recruitment of prospective student-athletes is the responsibility of each Head Coach and the
Assistant Athletic Director for Compliance. The Assistant Athletic Director for Compliance will conduct monthly
checks of recruiting documentation. Such documentation must be kept on file for seven years.
Please refer to Bylaw 13 in the Division II NCAA Manual for the definition and applications of recruiting rules
and Representatives of Athletics Interests.
COACHES CERTIFICATION TEST
According to NCAA rules, all coaches are required to pass the yearly Coaches’ Certification Test before engaging
in any off-campus recruiting activities. If any other athletics department staff is going to be engaged in off-campus
recruiting, those individuals must also pass the test.
The Coaches Certification Test procedures are as follows:
1. Dates for the coaches’ certification test will be announced by the Faculty Athletics Representative as early
as the Coaches’ Certification Test is available. There will be a minimum of 2 dates.
2. The Faculty Athletics Representative will proctor all tests.
3. The tests will be administered in accordance with the Coaches’ Certification Test administrator instructions
and procedures as provided by the PacWest Conference for the institution’s testing as required by the NCAA.
4. Any coach not receiving a passing grade of 80% cannot recruit off-campus until a passing grade is achieved.
The individual(s) not receiving a passing grade will be informed of the next earliest test date and will be
allowed, if so desired, to review their previous test in the presence of the Faculty Athletics Representative
prior to retaking the test.
5. Any coach receiving a “not pass” grade (less than 80% accuracy) cannot re-take the test for 30 days and
cannot recruit off-campus until a passing grade is achieved.
6. The Faculty Athletics Representative will send test results to the sponsoring conference.
RECRUIT IDENTIFICATION
The Head Coach is responsible for placing all prospective student-athletes on Compliance Assistant (CA).
The Head Coach is responsible for informing the Assistant Athletic Director for Compliance of each new prospect
so that each prospect can be entered on the Institutional Request List (IRL).
The Head Coach should e-mail the recruit a historical questionnaire to obtain important information as soon
as possible. This information will be used to enter details in CA.
TELEPHONE CALLS
Procedures for telephone recruiting calls are as follows:
1. The Head Coach is responsible for logging every phone call of significance (initial contact, scholarship offer,
roster spot, etc.) within 24 hours of the time the phone call was made, using the recruiting module of CA.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL84
RECRUITING OFF CAMPUS
Before engaging in any kind of recruiting activities off-campus, the Head Coach is required to abide by the
following procedures:
1. The Coach must complete an Off-Campus Recruiting Request Form and have the form approved by
the Assistant Athletic Director for Compliance at least 48 hours prior to visit. Emergency situations should
be the exception not the rule and will be dealt with on an individual basis. Coaches are expected to
plan ahead and avoid last minute requests.
2. The Coach must use their university issued credit card to pay for expenses. If cash is needed a requisition
for petty cash must be submitted to the athletics office. All cash purchases are subject to approval – as
any other purchase – and receipts are required. Receipts and any cash that is left from the petty cash
must be returned to the business office.
3. If the request is approved, the Assistant Athletic Director for Compliance will forward the request forms
to the Athletics Director for budgetary approval.
4. Within 3-days of returning to campus from recruiting activities, the Coach must submit to the Athletics
Director all receipts and a completed Expense Report with receipts.
5. The Coach makes copies of all receipts from charges incurred during the recruiting trip and forwards
them to the Assistant Athletic Director for Compliance and kept in the prospective student-athletes file.
6. The Assistant Athletic Director for Compliance compares the Expense Voucher and receipts to the
approved Off-Campus Recruiting Request Form to see if they match.
7. The Assistant Athletic Director for Compliance files copies of all receipts with the original request for recruiting.
CONTACTS AND EVALUATIONS
Procedures for contacts and evaluations are as follows:
1. All Coaches are responsible for knowing the specifics of their respective sports’ recruiting calendars
and abiding by the recruiting calendar in all recruiting activities.
2. Coaches are responsible for contacting the Assistant Athletic Director for Compliance with questions
regarding a particular recruiting calendar.
3. Once the Assistant Athletic Director for Compliance has approved the Off-Campus Recruiting Request
Form, the Head Coach is responsible for monitoring all recruiting activities involving off-campus contacts
by all coaches certified to recruit off-campus for that sport.
4. The Head Coach is required to maintain documentation regarding which prospective student-athletes
(PSA) the coaching staff sees during an off-campus recruiting trip.
5. The Head Coach is responsible for ensuring all information pertaining to the prospective student-athlete
and the contact is recorded on Compliance Assistant (CA) within 48 hours after returning to the institution
from the off-campus recruiting trip. Coaches are expected to complete all tabs and all fields within those
tabs relevant to the trip.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL85
6. The Head Coach is responsible for ensuring that the institution does not exceed three off-campus
contacts per prospective student-athlete. For more information in this particular regulation refer to
Bylaw 13 in the Division II NCAA Manual.
7. The Assistant Athletic Director for Compliance is responsible for forwarding to the Athletics Director
monthly, the name of any Head Coach who is not compliant with the contact guidelines.
OFFICIAL VISITS
Procedures for official visits are as follows:
1. The Head Coach identifies a prospective student-athlete he/she would like to bring to campus for
an official visit.
2. Prior to requesting an official visit, the Head Coach must:
A. The Head Coach requests copies of transcripts and test scores from prospective student-athlete.
B. Verify with the student-athlete that they are registered with the NCAA Eligibility Center. If the studentathlete is not on the Institution Request List (IRL) the coach must:
a. S ubmits an IRL Request via e-mail, with the prospective student-athletes Eligibility Center ID#, to
the Assistant Athletic Director for Compliance to place the prospect on the IRL.
C. If the prospective student-athlete is not registered with the Eligibility Center:
a. T he Head Coach must contact the prospective student-athlete to register with the Eligibility Center.
b. The Official Visit will not occur until the prospective student-athlete is registered with the Eligibility Center.
D. Once the prospective student-athlete is registered with the Eligibility Center and placed on the IRL for
the NCAA Eligibility Center, a preliminary report will be printed for review and evaluation by the Assistant
Athletic Director for Compliance at that point in time.
E. T he Assistant Athletic Director for Compliance will request a copy of the student-athlete’s test scores
from the Head Coach (or gets a copy of the student-athlete’s web status report from the NCAA Eligibility
Center) *High school students only.
F. The Assistant Athletic Director for Compliance will obtain a copy of the student-athlete’s transcript(s) and
test scores from the Head Coach, for an eligibility evaluation by the Registrar and Admissions Office.
G. The Admissions Office will review the prospective student-athletes transcript and test scores to determine
admissibility to the university.
H. Prospective student-athletes who are not admissible to the university will not be allowed to make an
official visit.
3. Coach completes the Official Visit Request Form. This should be done at least one week prior to the visit.
Per institutional policy any request turned in less then 72-hours in advance of the official visit will result in
an automatic denial.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL86
4. The Assistant Athletic Director for Compliance completes the bottom portion of the form and either
approves or denies the official visit. A copy is sent to the Head Coach.
5. The coach establishes a visit schedule that includes the Admissions Office.
6. If the prospect is staying with a student host, the coach must meet with the student host. After review of
the student host instructions, the Student Host Contract is signed. This must occur before the prospect
arrives on campus and must be approved by the Assistant Athletic Director for Compliance before any
funds are distributed to the host for entertainment purposes.
If the prospect is staying overnight in the residence hall, the coach will e-mail the Director of Housing
Services to ask permission for the overnight stay and cc the Assistant Athletic Director for Compliance.
The Assistant Athletic Director for Compliance will document the approval in the prospects file.
7. When the prospect arrives on campus, the 48-hour time limit begins. Both the coach and the prospective
student-athlete complete and sign the Official Visit Recruiting Record Form at the start of the visit and at
the conclusion of the visit. This form provides important information that indicates what is and is not
permissible during the visit and verifies what occurred during the visit.
8. If the prospective student-athlete is planning to attend an athletic event, the Coach adds the prospect’s
name to the complimentary admissions pass list which is submitted to the Associate Athletic Director to be
given to Event Management. After the event, the signed squad lists will be given to the Assistant Athletic
Director for Compliance for review and filing.
9. The prospective student-athlete concludes the official visit within the 48-hour limit and leaves campus.
10. T he coach submits a completed and signed Official Visit Recruiting Record Form to the Assistant Athletic
Director for Compliance within two days of the visit. If applicable, a Student Host Expense Report with all
receipts should be included with this submission.
11. T he coach documents the official visit in CA.
UNOFFICIAL VISITS
The procedures for unofficial visits follow:
1. The Head Coach identifies a prospective student-athlete that he/she intends to invite on an unofficial visit.
2. The Coach calls the Admissions Office to set up a visit with the prospective student-athlete.
3. If the prospective student-athlete is planning to attend an athletic event, the Coach adds the prospect’s
name to the complimentary admissions pass list which is submitted to the Associate Athletic Director to be
given to Event Management. After the event, the signed squad lists will be given to the Assistant Athletic
Director for Compliance for review and filing.
4. When the prospective student-athlete comes on the unofficial visit, the Coach is allowed to provide one
meal in the cafeteria (or elsewhere if closed) and three complimentary admissions to watch an on-campus
athletic event.
5. The Coach enters all unofficial visit information in CA within 48 hours of the visit.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL87
2-YEAR COLLEGE PROSPECTS—TRANSFER PROCEDURES
Refer to Bylaw 14.5 in the Division II NCAA Manual for the regulations governing 2-year college transfers.
The procedures for recruiting 2-year college transfers are the following:
1. At the earliest opportunity, the Head Coach is responsible for e-mailing the Assistant Athletic Director for
Compliance the name of the prospective student-athlete and the institution the prospective student-athlete
currently attends.
2. The Assistant Athletic Director for Compliance is responsible for sending (either by fax or e-mail) a tracer
form to the prospective student-athletes institution within 48 hours of the coach’s initial e-mail.
3. Assistant Athletic Director for Compliance is responsible for communicating with the Head Coach upon
receipt of the tracer being returned by the 2-year college.
4. The Assistant Athletic Director for Compliance will review the information on the questionnaire to determine
student-athlete’s status (e.g. seasons of competition, terms of attendance, GPA).
5. If the 2-year prospect is viable, the Assistant Athletic Director for Compliance notifies the Head Coach that
they may begin recruiting the prospective student-athlete.
4-YEAR COLLEGE PROSPECTS—TRANSFER PROCEDURES
Refer to Bylaw 14.5 in the Division II NCAA Manual for the regulations governing 4-year college transfers.
The procedures for recruiting 4-year college transfers are as follows:
1. The Head Coaches must notify the Assistant Athletic Director for Compliance, via e-mail, of any studentathlete who seeks a transfer to Concordia University Irvine prior to their discussing the possibility of
transferring with the prospective student-athlete.
2. The Assistant Athletic Director for Compliance is responsible for sending (either by fax or e-mail)
appropriate Permission to Contact/Transfer Tracer Form to the prospective student-athletes institution
within 48 hours of the coach’s initial e-mail.
3. The Assistant Athletic Director for Compliance provides the Head Coach with a copy of the response
(Permission to Contact/Transfer Tracer Form) from the student-athlete’s current institution.
4. If the current institution grants written permission to contact, the Assistant Athletic Director for
Compliance notifies the coach that they can contact the prospective student-athlete.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL88
PROCEDURES TO AUDIT RECRUITING ACTIVITY
The Assistant Athletic Director for Compliance is responsible for regularly auditing recruiting activities.
The process is below:
1. Coaches are required to keep recruiting records up to date.
2. The Assistant Athletic Director for Compliance monitors each sport’s recruiting records in CA, on a monthly
basis, to ensure coaches are up to date on required record keeping.
3. Each month, the Assistant Athletic Director for Compliance spot checks the institution’s phone records
and coaches’ cell phone records against calls recorded in CA.
4. Requests for recruiting travel are periodically checked against contacts and evaluations recorded in CA.
They are also cross-referenced with coaches’ requests for travel reimbursement.
5. Pass Lists are checked for compliance with NCAA and institutional policy. If there are errors or violations,
the Assistant Athletic Director for Compliance will notify the Athletic Director.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL89
CONCORDIA UNIVERSITY IRVINE HISTORICAL REPORT FORM
ACADEMIC YEAR 2014-15
SPORT: __________________________________
A. PERSONAL INFORMATION
Name of Student-Athlete (Last/first/MI): ________________________________________________________________________
Address: _________________________________________________________________________________________________
Date of Birth:____________
Age: ________
Phone: ______________________ E-mail: ________________________________
B. HIGH SCHOOL HISTORY
1. High school graduated from: _______________________________ (City/State)_______________________________________
2. High School Graduation Date (00-00-0000): ___________________________________
3. Did you attend any other High School?
o Yes
o No
If Yes, list all other High School(s), City & State on the line(s) below:
________________________________________________________________________________________________________
C. PERSONAL HISTORY AFTER HIGH SCHOOL GRADUATION
If you attended a JC, did you receive an AA/AS degree?
o Yes
o No
Institution: __________________________________________________________ Date Received: ________________________
List your previous college (J.C. or 4-year) registration and attendance up until recently. List the Junior College or College/University in which you enrolled
as a full-time student. If he or she did not attend a college, list what you did each and every year since high school graduation (i.e. military, work, etc.).
Education, Employment, Did you
Military Service since Show each Semester or
Past
Did you
Did you
Did you
receive
High School Graduation
Quarter Enrolled (PT/FT) Institution practice? compete?
sign NLI? Athletics Aid?
Were you
recruited?
Academic Year
Institution
1st Sem/Qtr 2nd Sem/Qtr 3rd Qtr Sport Y or N Y or N Y or N Y or N Y or N
Ex: 12-13
(Employer, Military, etc.)
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
D. AMATEURISM
Have you ever taken part in any athletic competition for which you were provided compensation (e.g., cash, comparable prize, merchandise or
money for expenses on the basis of place/finish in the competition)? If so, DATE:_________ AMOUNT:________ SPORT:_____________________
Have you ever lent your name to any form of commercial advertising (e.g., newspaper, magazine, charities, radio or television appearance, billboards
or personal appearances)? If so, state:
NAMES OF BUSINESSES: _______________________________________ DATE: ____________ SPORT: ____________________________________
Have you ever signed a professional contract, a contract with a professional agent, or been represented by a professional sports agent in your
sport? If so, state: NAMES OF AGENT: _______________________________________________, DATE: __________ SPORT: _________________
Have you competed for any athletic team (e.g., club teams, non-intramural teams, city-league teams), other than the university’s, during any academic
year? If so, state: SPORT: _________________________________, NAME OF TEAM: _____________________ DATE: _________________
Have you received any outside grants or scholarships upon high school graduation? If so, please provide the following information:
a. Name of the grant/scholarship_______________________________________________________________________________
b. Name of the granting organization_ __________________________________________________________________________
c. What were the criteria for you receiving the grant or scholarship?___________________________________________________
I certify that all answers given by me are correct. I understand that any false statement in this eligibility declaration will render me ineligible for further
competition. In order to determine and confirm my athletic eligibility, I, the undersign, do hereby authorize consent to the release by the University to
the appropriate conference and national organization and their officials any and all records including but not limited to my academic, attendance, and
athletic records, which pertain to me and are necessary to determine my eligibility to practice and compete in any intercollegiate athletic event sponsored
or approved by and conducted in accordance with the rules of the appropriate athletic conference or national organization.
Signature of Student-Athlete: ____________________________________________________________ Date: ________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL90
OFFICIAL VISIT CHECK LIST & REQUEST FORM
Sport:____________________________________________________________________________________________________
Name of Prospect:______________________________________________________NCAA ID#:____________________________
Address__________________________________________________________________________________________________
Phone:___________________________________________________
Date of Arrival:____________________ Time of Arrival:____________________
Date of Departure:_________________ Time of Departure:_________________
1. Letter sent to prospect including: (48 Hours Max)
a. Visit itinerary (please attach)
o Yes
o No
b. Tryout waiver (if applicable)
o Yes
o No
c. Housing Waiver (if applicable)
o Yes
o No
2. If the prospect is a four-year transfer, has permission to contact been received?
o Yes
o No
o N/A
3. If the prospect is a high school senior, does the Assistant Athletic Director for Compliance have a copy of an official test score,
and transcripts? (Please attach) o Yes o No o N/A
4. Has the prospect applied to the NCAA Eligibility Center?
o Yes
o No
5. Have you requested the prospect be placed on the institution’s IRL?
o N/A
o Yes
6. Is the visit scheduled during the proper time of the recruiting calendar?
o No
o N/A
o Yes
o No
7. Do the prospect’s arrival and departure times conform to the 48-hour limitation?
o Yes
o No
8. Are you providing lodging? (Where?)___________________________________________
o Yes
a. Have you completed the housing approval form and e-mailed res life?
9. Will you have a student host? Is host form attached?
o Yes
10. Do you plan on conducting a tryout with this prospect?
o No
o Yes
o Yes
o No
o No
o N/A
o No
11. If you answered “Yes” to number 10, attach a copy of a physical exam conducted within the last six months?
12. Have you prepared the official visit prospect form?
o Yes
o No
Comments:_______________________________________________________________________________________________
________________________________________________________________________________________________________
Approved by:
Assistant Athletic Director for Compliance_______________________________________________ Date____________________
Attach copies of all supporting documentation.
Distribution:Compliance (original)
Head Coach (copy)
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL91
OFFICIAL VISIT RECORD AND REIMBURSEMENT
Prospect Name_________________________________________ ID# _____________________________________________
Address_______________________________________________ Current Institution_________________________________
City/State/Zip__________________________________________ Student Host _____________________________________
Arrival Date _________________ Time ______________________
Departure Date ________________ Time ________________
SAT/ACT Score __________________________________________
Entertainment Expenses (Attach receipts; $30.00 per day for one recruit/$45 per day for two recruits)
List ___________________________________________________________________________________________________
(Must be within a 30-mile radius of campus)
Complimentary Admission(s)_____________________________________ (3 maximum)
Method of Travel
o Air
o Automobile
o Train
If automobile,______________ miles @ .585 per mile = $ ________________________
If air travel, Flight was out of airport in _________________________________ (city/state)
Cost of flight $ ____________
Others accompanying prospect:
Name of Person
________________________________________________
________________________________________________
________________________________________________
Relationship
________________________________________________
________________________________________________
________________________________________________
Lodging:
Where did the prospect stay overnight?
o Hotel
o Residence Hall
Name of Hotel__________________________________
Date(s) Occupied__________________ Cost $________________
Meals:
Day 1
Day 2
Day 3
Total
Breakfast
Lunch
Dinner
Totals
Grand Total $ ___________________________
NOTE: You will not, under any circumstances, be reimbursed by the university for meals or lodging purchased in conjunction with an official
visit unless this form is completed and returned to the Assistant Athletic Director for Compliance along with all corresponding receipts.
Signature of Coach_______________________________________________________
Date____________________________
Signature of Assistant Athletic Director for Compliance____________________________ Date____________________________
******************** For Athletics Department Use Only ******************
Sport:
Name of Account Charged:
Name of Employee:
Processed By (initials)
Date Processed:
Date Forwarded To Accounts
Payable (if applicable):
Total Reimbursement:
$
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL92
STUDENT HOST AGREEMENT
Student Host Name:________________________________________________________
Room/Building:____________________________________________________________
Dates:__________________________________________
Concordia University Irvine prides itself on providing prospective student-athletes with the opportunities to experience life as a
Concordia University Irvine student. Participants will take a tour of campus, enjoy evening student activities, spend the night in a
residence hall with a current Concordia University Irvine student host, attend a class, and meet with other staff members as requested.
Acting as a student-athlete host is an important service to the institution and the athletics department. Appropriate conduct is
required of you by institution, conference, and NCAA standards:
A. You must be enrolled at Concordia University Irvine. If you are a freshman, you must have been an NCAA Eligibility Center
high-school “qualifier”.
B. A maximum of $30 per day may be provided to cover the entertainment expenses of yourself (and all hosts), the prospect, and
the prospect’s parents, legal guardians and spouse. You may be provided with an additional $15 per day for each additional
prospect entertained by you.
C. No cash may be given to the visiting prospect or anyone else.
D. You may not use entertainment funds to purchase, or otherwise provide the prospect with, gifts of value (e.g., souvenirs or clothing).
E. Y ou are responsible for turning in any receipts and/or remaining cash from the funds advanced. This should be done on the
very next day or Monday after the recruiting weekend.
F. You may not use vehicles provided or arranged for by any institutional staff member or booster of the athletics interests.
G. You may not transport the prospect or anyone accompanying the prospect outside of a 10 miles radius from Concordia
University Irvine.
H. You should not allow off-campus recruiting conversations to occur between the prospect and a booster of the athletics
program. (If an unplanned meeting occurs, only an exchange of greetings is permissible.)
I. The prospect shall not be allowed to participate in any athletics activity involving or related to the sport for which the prospect
is being recruited.
J. Y ou may receive a complimentary admission (not a hard ticket) when accompanying a prospect to a campus athletics event.
K. While hosting a student-athlete, you will not participate in any campus activities that violate university policies or the laws
of the state.
I certify that I have read the above instructions and hereby acknowledge the receipt of $____________ for the purpose of hosting
the above-named prospect(s) on the dates of____________________________________________.
I understand that if I do not comply with the rules stated above or otherwise conduct myself in an irresponsible manner, the
university will impose disciplinary action.
I have read and understand the above provisions and agree to abide by them, as indicated by my signature below.
Student Host Signature______________________________________________________ Date____________________________
Head Coach Signature_______________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL93
OFFICIAL VISIT PROSPECT SIGNATURE FORM
All recruiting visit activities shall be in full compliance with NCAA and Concordia University Irvine rules and regulations, as well as
all local and state laws. All coaches and prospects are expected to follow all rules regarding official visits. NCAA Bylaw 13.6 outlines
regulations governing a prospective student-athlete’s official visit to the university. This form must be completed at the end of each
visit to document all involved activities and turned in to the Assistant Athletic Director for Compliance.
I,__________________________________________, affirm that with respect to my official (paid) visit to Concordia University Irvine
on ______________________________________ _, I have not:
• Received transportation to and from campus in excess of my actual round-trip costs on a direct route between my home
(or site of my athletics competition or educational institution) and Concordia University Irvine’s campus for an official visit;
• Any knowledge that my friends or relatives received reimbursement or cost-free transportation for travel expenses for the
visit except while accompanying me;
• Received transportation to, from, or during the campus visit in the use of a special vehicle (e.g., Hummer, Limo, vehicle
modified with TV’s or special décor, etc.) or received an automobile for use by myself or my student host;
• Received more than three meals/day, and a snack, that would be considered excessive (e.g., five-star restaurant);
• Received lodging or accommodations that would be considered excessive (e.g., suites, Jacuzzis, etc.);
• Received hard tickets to Concordia University Irvine athletic contests during the visit;
• Received complimentary or reduced-cost admissions from Concordia University Irvine for any NCAA Championship (all rounds);
• Received cash for entertainment purposes, cash for souvenirs (e.g., t-shirts or other university mementos) purchased by
a student host or other individuals entertaining me; or received at no cost, athletics gear during the official visit;
• Been entertained outside the area during the visit;
• Had in-person, off-campus contacts with athletics booster, alumni, or former student-athletes who are not currently enrolled
or employed by Concordia University Irvine;
• Been involved in activities or events at any location that would cause a perception of impropriety (e.g., use of alcohol or
drugs, sexual misconduct, adult entertainment facilities, gaming/gambling activities, etc).
Prospect’s Signature________________________________________________________ Date____________________________
Coach’s Signature__________________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL94
“SAMPLE ITINERARY”
Official Visit for
NAME
Dates
Day Date
9:30 p.m.
Arrival at NAME OF AIRPORT, AIRLINE, FLIGHT #
11:30 p.m.
Arrival at NAME OF HOTEL/RESIDENCE HALL
Day Date
8:00 a.m.
Breakfast at University Dining Hall
9:00 a.m.
Tour of campus by host student-athlete, NAME
10:00 a.m.
Meet with admissions and faculty from major department
11:00 a.m.
Meet COACH NAME and team – Questions and Answers
12:00 p.m.
Lunch
1:00 p.m.
Tour of Area
2:30 p.m.
Meet with Compliance and/or Department Staff
6:00 p.m.
Dinner and out with team
Day Date
6:30 a.m.
Pick up at hotel and depart for airport
8:30 a.m.
Arrive at airport
10:15 a.m.
Depart AIRLINE, FLIGHT #
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL95
HOUSING APPROVAL AND EMERGENCY MEDICAL CONSENT FOR OFFICIAL VISIT
Please complete form and return it to the Athletic Department.
Date(s) of Visit:_________________________________
Days of Overnight Stay:____________________________________
_________________________________________ the parent/guardian of____________________________________________
(Print Parent/Guardian Name)
(Print Student-Athlete Name)
I authorize the staff of Concordia University Irvine to assist my son/daughter with medical attention or emergency crisis assistance in my absence. Furthermore, I grant permission to my son/daughter to reside within the University Housing system for the
duration of the visit. I understand that while my son/daughter is residing at the University that he/she is subject to all rules and
regulations of the University. I also understand that the University assumes no liability for personal injury, property damage or
wrongful death either suffered by my son/daughter or caused by my son/daughter, arising out of negligence.
Parent/Guardian Signature_________________________________________________
Date____________________________
I agree to abide by all institutional and NCAA rules and regulations governing my visit.
Student-Athlete Signature__________________________________________________
Date____________________________
In the event of an emergency, please list contact phone numbers (with area codes)
Home_____________________________
Work____________________________
Cell________________________________
_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _Do
_ _Not
_ _Write
_ _ _ _Below
_ _ _ This
_ _ _Line
_____________________________
Student Host_____________________________________________________
Apt. #___________________
# of Recruits in Apt/Dorm________________
Apt. Phone #_________________________________
Athletics Request for Overnight Stay:
o Approved
Roommate Pre-approval
oY
oN
o Denied
Athletics Signature of Authorization_________________________________________
Date____________________________
Director of Housing or Designate____________________________________________
Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL96
UNOFFICIAL VISIT REPORT
Prospect Name________________________________________
Sport_____________________________________________
Date of Arrival_________________________________________
Transportation______________________________________
Date of Departure______________________________________
Lodging:
o Hotel
o Dorm
o Other
Parent/Legal Guardian_____________________________________ Accompanied By____________________________________
ENTERTAINMENT
During an unofficial visit, the institution may not pay any expenses or provide any entertainment except complimentary admissions
(maximum of 3) to a campus athletics event in which the institution’s intercollegiate team practices or competes.
Prospect was provided complimentary admissions to a campus athletic event? Yes___________________________________ No
If yes, please list (3 maximum):
Campus Athletic Event
Number of Admissions
Date
______________________________________________
________________________
_____________________
______________________________________________
________________________
_____________________
______________________________________________
________________________
_____________________
MEALS
All DII institutions may provide a prospect and the prospect’s parents or legal guardians with one (1) meal in the institution’s
on-campus facility during an unofficial visit. In addition, a DII may provide a meal in an off-campus dining facility when all on campus
dining facilities are closed.
Were prospect and/or parents provided a meal?
o Yes
o No
If yes, did prospect eat meals with other prospect(s) or current student-athletes?
o Yes
o No
TRANSPORTATION
During an unofficial visit, the institution may provide the prospect w/transportation only to view off-campus practice and competition
sites in the prospect’s sport and other institutional facilities. An institutional staff member must accompany the prospect during
such a trip. Payment of other transportation expenses shall cause the trip to become an official paid visit.
Was prospect provided transportation during the unofficial visit?
o Yes
o No
If yes, please describe the transportation____________________________and list driver________________________________
LODGING
Did prospect stay in residence hall/campus apartment with a current student-athlete?
If yes, did prospect pay for his/her room?
o Yes
o Yes
o No
o No
Prospect’s Signature_______________________________________________________ Date____________________________
Head Coach’s Signature_____________________________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL97
OFF-CAMPUS RECRUITING TRIP RECORD REQUEST
Please refer to Bylaw 13 for recruiting information.
NOTE: This form must be submitted to and approved by the Assistant Athletic Director for Compliance prior to leaving campus.
Sport:________________________________________________
Coach:_____________________________________________
Date/Time of Departure:_________________________________
Date/Time of Return:_________________________________
Destination:___________________________________________
Transportation Used:_________________________________
Name of School(s) /Prospect(s):
________________________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
Purpose of Trip:
o Evaluation
o Home Visit
o Pickup at Airport
o Contact
Please complete the following if you are requesting to stay overnight:
Location/Hotel_______________________________
Phone Number_____________________
Date(s)___________________
Signature of Coach________________________________________________________ Date_____________________________
Approved by:
Assistant Athletic Director for Compliance_______________________________________ Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL98
HIGH SCHOOL, PREP SCHOOL AND JUNIOR COLLEGE COACH
TICKET REQUEST FORM
Concordia University Irvine Coach Requesting Comp Admission: _____________________________________________________
Event:__________________________________________________________
Date: ________________________________
1. Coach’s Name:________________________________________________________________________________
School: _____________________________________________________________________________________
2. Coach’s Name:________________________________________________________________________________
School: _____________________________________________________________________________________
3. Coach’s Name:________________________________________________________________________________
School: _____________________________________________________________________________________
4. Coach’s Name:________________________________________________________________________________
School: _____________________________________________________________________________________
I understand:
NCAA Bylaw 13.8.1
Entertainment of high-school, preparatory school, or two-year college coach or any other individual responsible for teaching or directing an activity
in which a prospect is involved shall be limited to providing a maximum of two complimentary admissions (issued only though a pass list) to home
intercollegiate athletics events at any facility within a 30-mile radius of the institution’s main campus which must be issued on an individual game
basis. Such entertainment shall not include food and refreshments, room expenses, or the cost of transportation to and from campus or the athletic
event. It is not permissible to provide complimentary admissions to any postseason competition (e.g. NCAA championship, conference tournament,
bowl game). An institutional coaching staff member is expressly prohibited from spending funds to entertain the prospect’s coach on or off the
member institution’s campus.
Signature of Coach_______________________________________________________
Date____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL99
RECRUITING TELEPHONE LOG
Sport: _____________________________________ Coach: ________________________________ Week of: ________________
Date
Prospect
Prospect’s Phone #
Phone Used:
Home (H)
Cell (C)
Work (W)
Call Completed? Yes or No
Notes
I certify that the telephone calls listed above to the prospective student-athletes were in compliance with NCAA, Conference,
and Concordia University Irvine rules and regulations. No telephone calls were made to a prospect prior to June 15 immediately
proceeding the prospect’s senior year in high school.
Coach Signature____________________________________________________________
Date__________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL100
Date
Name
Address
Address
Dear
Pursuant to NCAA Bylaw 13.1.1.2, Concordia University Irvine hereby grants permission for your coaching staff
(outside the Pacific West Conference) to contact student-athlete’s name, student-athlete’s sport, regarding possible
transfer to your institution.
Inquiries pertaining to this transfer should be directed to Concordia University Irvine’s Compliance Office at
949-214-3212.
Sincerely,
Name
Position
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL101
TRANSFER TRACER FORM
Student-Athlete:_________________________ Institution:____________________________ Sport: ________________________
The above named student-athlete has contacted our institution regarding the possibility of transferring to Concordia University Irvine.
Please complete and return the below information.
In accordance with NCAA regulations, do we have your permission to contact this student-athlete?
o Yes
o No
If yes, please certify the following:
Entry date (term/year) at your institution:________ ∕_________
Has this student-athlete attended any other institution?
Last term/year attended________ ∕_________
o Yes
o No
School:__________________________________________________________
Four Year_________
J.C.____________
Enrollment:______ Sem/______ Yr to ______ Sem/_____ _Yr Did the student-athlete compete at this institution: o Yes o No
School:__________________________________________________________
Four Year_________
J.C.____________
Enrollment:______ Sem/______ Yr to ______ Sem/_____ _Yr Did the student-athlete compete at this institution: o Yes o No
o This student-athlete was not a student-athlete at this institution
Was the student-athlete recruited by your institution?
o Yes
o No
Did the student-athlete sign a National Letter of Intent with your institution?
Did this student-athlete receive countable athletic aid at your institution?
o Yes
o Yes
o No
o No
If yes, how many terms did this student-athlete receive athletically-related aid? ______________
Was this student-athlete an NCAA qualifier from high school?
o Yes
o No
Was/will this student-athlete be considered in “good academic standing” upon withdrawal?
o Yes
o No
Has/had this student-athlete fulfilled the “progress toward a degree” (satisfactory progress) requirement?
o Yes
o No
If no, please comment: (Bylaw 14.5)_________________________________________________________
Did this student-athlete pass 18 semester or 27 quarter hours his/her last academic year?
Did this student-athlete pass 6 hours his/her last academic term?
o Yes
o Yes
o No
o No
Would this student-athlete be eligible if he/she were to remain at your institution?
o Yes
Has this student-athlete’s sport been dropped from your program? o Yes
If yes, date___________
o No
If applicable, do you grant a one-time exception to the transfer residence requirement?
o No
o Yes
o No
If no, why?_____________________________________________________________________________
Did this student-athlete receive a “Hardship Waiver” at your institution?
Has this student-athlete used the one time transfer waiver?
o Yes
Is this student-athlete on disciplinary suspension from your institution?
Number of semesters/quarters attended:_
Did this student-athlete earn a degree:
o Yes
o No
o No
o Yes
o No
Full-time semesters/quarters:_________
o Yes
Part-time semesters/quarters________
o No
If yes, what degree:________________________________________________ Date degree conferred____________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL102
Participation Record at YOUR Institution
Sport
Term/Year
Participation (Circle all that apply)
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Practiced
Competed
Redshirt Hardship
Did Not Participate
Person Completing Form:
________________________________________________
____________________________________________________
Print Name
Signature
___________________________________________
Title
_________________________
Date
____________________________
Phone
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL103
DIRECTIONS FOR WEEKLY SUMMARY OF CONTACTS, EVALUATIONS,
TELEPHONE CALLS/INDIVIDUAL RECRUITMENT RECORD
• An Individual Recruitment Record (IRR) should be started for all contacts. Coaching staff needs to keep records
for all recruiting contacts including, phone calls, and/or a contact, evaluation, unofficial or official visits. [An IRR
should also be started if the first contact the coaching staff has with the prospective student-athlete is a contact
or an evaluation.]
• From then on, the coaching staff should keep track of all contacts, evaluations, and telephone calls in CA (for the
appropriate week), and all contacts and evaluations must be listed in CA, for that week. Official and unofficial
visits must be kept track of in CA under the recruiting tab.
Periodic audits will be made to double-check that the phone calls, contacts and evaluations are being entered
in CA.
RECRUITING DEFINITIONS
Contact
A contact is any face-to-face encounter between a prospect or the prospect’s relatives or legal guardian(s) and an
institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange
of a greeting. Any such face-to-face encounter that is prearranged (e.g., positions himself/herself in a location
where contact is possible) or that takes place on the grounds of the prospect’s educational institution or at
the site of organized competition or practice involving the prospect or the prospect’s high school, preparatory
school, two-year college or all-star team shall be considered a contact, regardless of whether any conversation
occurs. However, an institutional staff member or athletics representative who is approached by a prospect or
the prospect’s relatives or legal guardian(s) at any location shall not use a contact, provided the encounter was
not prearranged and the staff member or athletics representative does not engage in any dialogue in excess of a
greeting and takes appropriate steps to immediately terminate the encounter.
Evaluation
Evaluation is any off-campus activity designed to assess the academic qualifications or athletics ability of a
prospect, including any visit to a prospect’s educational institution (during which no contact occurs) or the
observation of a prospect participating in any practice or competition at any site.
Prospective Student-Athlete
A prospective student-athlete is a student who has started classes for the ninth grade. In addition, a student who
has not started classes for the ninth grade becomes a prospective student-athlete, if the institution provides such
an individual (or the individual’s relatives or friends) any financial assistance or other benefits that the institution
does not provide to prospective student-athletes generally. An individual remains a prospective student-athlete
until one of the following occurs (whichever occurs earlier):
a. T he individual officially registers and enrolls in a minimum full-time program of studies and attends classes
in any term of a four-year collegiate institution’s regular academic year (excluding summer); or
b. The individual participates in a regular-squad practice or competition at a four-year collegiate institution.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL104
Recruited Prospective Student-Athlete
Actions by staff members or athletics representatives that cause a prospect to become a recruited
prospect at that institution are:
a. Providing the prospect with an official visit;
b. H
aving an arranged, in-person, off-campus encounter with the prospect or the prospect’s relatives or
legal guardian(s);
c. Initiating or arranging a telephone contact with the prospect, the prospect’s relatives or legal guardian(s)
on more than one occasion for the purpose of recruitment; or
d. Issuing a National Letter of Intent or the institution’s written offer of athletically related financial aid to
the prospect.
Telephone Calls
All electronically transmitted human voice exchange (including video conferencing and video phones) shall
be considered telephone calls
Contacts, Evaluations and Telephone Calls
Off-Campus Recruiters
An institutional staff member is not permitted to recruit off campus until he or she has been certified on an
annual basis as to knowledge of applicable recruiting rules.
Telephone Calls During Conduct of Athletics Contest
Telephone calls to a prospect [or the prospect’s relatives or legal guardian(s)] may not be made during the
conduct of any of the institution’s intercollegiate athletics contests in that sport until the competition has
concluded and the team has been dismissed by the coach.
Visits to a Prospect’s Educational Institution
Visits to a prospect’s educational institution that will occur during that portion of the day when classes are
being conducted for all student-athletes must receive the approval of the executive officer (or the executive
officer’s designated representative) of the prospect’s educational institution.
Practice or Competition Site
Recruiting contact may not be made with a prospect prior to any athletics competition in which the prospect
is a participant during the day or days of competition, even if the prospect is on an official or unofficial visit.
Contact includes the passing of notes to a prospective by a third party on behalf of an institutional staff member.
Contact shall not be made with the prospect as follows:
a. At any site prior to the contest on the day or days of competition;
b. F rom the time the prospect reports on call and becomes involved in competition-related activity to the
end of the competition; and
c. After the competition, including competition that requires more than one day of participation (e.g., a
tournament), until the prospect is released by the appropriate institutional authority and departs the
dressing and meeting facility.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL105
BEST PRACTICES FOR RECRUITING
CHECKLIST
Freshmen:
1. Copies of all transcripts and test scores.
2. Register with NCAA Eligibility Center.
3. Submit NCAA ID to Assistant Athletic Director for Compliance.
4. Contact high school counselor to confirm prospect is on track for NCAA Certification.
5. Continue to monitor that prospect has all documents into NCAA.
Two-Year Transfer:
1. Copies of all transcripts and test scores.
2. Request in writing that Assistant Athletic Director for Compliance send tracer report request to JC.
3. Register with NCAA Eligibility Center.
4. Submit NCAA ID to Assistant Athletic Director for Compliance.
5. Always ask if student-athlete is going to receive AA degree, if not ask if they were a “Qualifier”
out of high school.
6. Continue to monitor that prospect has all documents into NCAA.
Four-Year Transfer:
1. Request “Permission to Contact” from Assistant Athletic Director for Compliance prior to speaking further
with prospect.
2. Submit any “Release” that is sent to you from prospect to Assistant Athletic Director for Compliance.
3. Once “Permission to Contact” is granted, you may begin recruiting process with prospect.
4. Register with NCAA Eligibility Center (if transferring from a non-NCAA institution or prospect has never
participated in intercollegiate athletics at a DI or DII institution).
5. Submit NCAA ID to Assistant Athletic Director for Compliance.
6. Continue to monitor that prospect has all documents into NCAA. CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL106
XIII. RULES INTERPRETATIONS-EDUCATION
Rules education is a critical component of the compliance program. Education and knowledge of institutional, conference, and NCAA rules are the first steps in maintaining compliance and upholding the integrity of
Concordia University Irvine. Coaches and staff are expected to know and keep current on NCAA rules, to use the
NCAA Manual as a reference point, and to ask for interpretations before acting when the rules or situation seems
unclear. The rules education program is intended to prepare coaches and staff to identify areas where compliance
problems may exist and to identify infractions, should they occur.
The rules education program is also intended to inform coaches and staff of proposals and changes to NCAA rules
throughout the legislative process. In addition, the Assistant Athletic Director for Compliance will seek input from
coaches, staff and SAAC regarding legislation that relates to their specific sport or area.
All rules interpretations are submitted in writing and may be submitted using the form provided.
The Assistant Athletic Director for Compliance is responsible for providing rules education to the groups identified
below, in the manner outlined:
HEAD AND ASSISTANT COACHES
1. The Assistant Athletic Director for Compliance will schedule and conduct rules education meetings
throughout the year as follows:
a. A
group compliance meeting will be held at the beginning of the academic year to review NCAA rules,
regulations and procedures for the upcoming year. Head coaches are required to attend.
egular department meetings will be held to discuss important information relevant to the time of
b. R
year, as well as new information or rules interpretations that have just developed. All coaches are required
to attend the meetings. Absences will only be due to approved off-campus competition or recruiting that
was scheduled prior to the meeting and/or emergency situations. In all instances, when a coach is unable
to attend, the coach is responsible for scheduling a review with the Assistant Athletic Director
for Compliance.
c. Head coaches are responsible to promote an atmosphere of compliance within their program and to
monitor the activities regarding compliance of all assistants and other staff members involved with their
program who report directly or indirectly to the coach.
d. Interpretations of legislation and “hot topics,” as defined by the NCAA, will be distributed via e-mail to
coaches, as necessary.
e. All coaches will be given the following:
• Athletics Compliance Manual (electronic version and hard copy)
• NCAA Manual
• The Student-Athlete Handbook (electronic version and hard copy)
• Policies and Procedures Manual (electronic version and hard copy)
f. C
oaches are encouraged to regularly refer to the NCAA website (NCAA.org) for updates on rules and
pending legislation.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL107
2. T he Assistant Athletic Director for Compliance is primarily responsible for the education of new staff as soon
as an individual has accepted a position at this institution even though the person may not “officially” start
work immediately. This will ensure the new employee does not engage in activities that are not permissible.
PLEASE NOTE: Once an individual accepts employment, that person becomes an agent of the institution.
ATHLETICS DEPARTMENT STAFF MEMBERS
1. Staff members are required to attend the departmental compliance meeting to be scheduled at the
beginning of each academic year. This meeting will review appropriate legislation and newly adopted
legislation for the upcoming year.
2. The Assistant Athletic Director for Compliance is responsible for distributing educational materials to
staff members, as needed.
3. The Assistant Athletic Director for Compliance will provide a Athletics Compliance Manual and a NCAA
Manual to all staff members with NCAA compliance responsibilities and others as appropriate.
INSTITUTIONAL COMPLIANCE COMMITTEE
1. The Assistant Athletic Director for Compliance is responsible for educating the members of the
Institutional Compliance Committee.
2. The Institutional Compliance Committee will meet regularly as needed to discuss NCAA rules and
compliance policies and procedures for the institution.
3. The Institutional Compliance Committee will annually evaluate the comprehensive program and make
changes as necessary so they can be implemented as soon as possible.
4. The Institutional Compliance Committee is ultimately responsible for the effectiveness and efficiency
of the overall compliance program.
Student-Athletes
1. The Assistant Athletic Director for Compliance and Head Coaches share responsibility for educating
student-athletes.
2. The Assistant Athletic Director for Compliance will conduct a rules education meeting at the beginning
of the academic year with each sports team. This meeting will review important NCAA and institutional
regulations, including the Summary of NCAA Regulations, academic eligibility rules, financial aid, Code of
Conduct, amateurism guidelines, student-athlete employment and playing and practice seasons (signature
requirements). This meeting will also cover the administration of NCAA and institutional eligibility paperwork, NCAA Drug Consent Forms, Buckley Amendment Forms and the Student-Athlete Statement.
3. Additional compliance meetings will be held at the beginning of the spring semester to issue reminders
and any additional information the administrative staff deems necessary and the end of the spring summer
to collect summer contact information.
4. The Assistant Athletic Director for Compliance is responsible for providing rules education materials to
the SAAC liaison which is to be distributed to each team by the SAAC members at the initial SAAC meeting
of the year.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL108
5. The Head Coach and Assistant Athletic Director for Compliance are responsible for providing
student-athletes with written materials regarding relevant rules and interpretations.
Boosters, Faculty, Staff, Alumni and Fans
1. Information for faculty, staff, boosters, alumni, and fans will be published on the institution’s Athletics
website, distributed to boosters, and available in hard copy format.
2. The Assistant Athletic Director for Compliance will meet periodically with staff (including staff from
departments on campus outside student-athletes) to inform and educate on NCAA rules and bylaws.
3. The Assistant Athletic Director for Compliance will communicate periodically with boosters to discuss
relevant legislation and their involvement with athletics.
Prospective Student-Athletes
1. The Assistant Athletic Director for Compliance and coaches share responsibility for prospective
student-athlete rules education.
2. The Head Coach is responsible for providing the NCAA Graduation Rates Report, Initial Eligibility
Standards and Banned Substances and Nutritional Substances List to prospective student-athletes at
the first available opportunity, but no later than an official visit.
3. The Assistant Athletic Director for Compliance will provide relevant rules information to prospective
student-athletes and their families on or before the student-athlete’s official visit to the institution as needed.
4. The Head Coach will provide all prospective student-athletes with initial eligibility and Eligibility
Center information.
5. The Head coach will be responsible for communicating with each prospective student-athlete regarding
his/her initial eligibility status when provided updated information from the Assistant Athletic Director
for Compliance.
RULES INTERPRETATIONS
The interpretation process is essential for compliance with NCAA legislation. In many cases, the NCAA Manual
does not provide a definitive answer to questions, and an interpretation is required. It is the responsibility of all
coaches and staff to seek an accurate interpretation before acting. The procedures for interpretation of NCAA
rules are designed to provide accurate and timely answers to questions as they arise for all those involved with
athletics. Procedures for requesting rules interpretations are below:
1. All coaches and staff members must direct rule and interpretation questions to the Assistant Athletic
Director for Compliance
2. Coaches can submit their requests through a Rules Interpretation Request Form or via e-mail. If a question is
discussed verbally, the Assistant Athletic Director for Compliance will ask the coach to follow up the discussion
with an e-mail or completion of the Rules Interpretation Request Form regarding the question.
3. If the Assistant Athletic Director for Compliance cannot provide a definitive interpretation, the question
will be forwarded, in writing, to the conference office or NCAA staff.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL109
4. Once an official interpretation has been received, the Assistant Athletic Director for Compliance will
contact the individual who requested the interpretation and/or send a written response. If relevant, the
interpretation will be disseminated to all coaches and staff.
5. A copy of the Rules Interpretation Request Form or the follow-up e-mail outlining the question, along
with the response, will be filed by the Assistant Athletic Director for Compliance under the pertinent
bylaw(s) involved in the question.
BOOSTERS
NCAA QUICK TIPS – DO’S & DON’TS
Representative of Athletics Interest (NCAA Bylaw 13.02.11)
A Representative of Athletics Interest (booster) is anyone who is known (or should be known) by a member
of the institution’s executive or athletic administration to:
• Participate in or have been a member of a sport support group or booster club.
• Provide or have helped arrange employment for student-athletes or provided benefits to enrolled
student-athletes.
• Have been involved in the promotion of Concordia University Irvine’s intercollegiate athletic program.
• Participated as a varsity student-athlete at Concordia University Irvine.
• Make or have made a donation to the Concordia University Irvine Athletics Booster Club.
Note: Once an individual is identified as a Representative of the Institution’s Athletics Interest, the person
retains that identity forever.
Institutional Control and Compliance (NCA Bylaw 6.01)
Institutional Control of athletics is a fundamental requirement of NCAA Legislation. Specifically, the NCAA
Constitution provides that each institution shall be responsible for:
• Controlling its intercollegiate athletic program in compliance with the rules and regulations of the NCAA.
• Monitoring its program to insure compliance, identifying and reporting to the NCAA any instances in which
compliance has not been achieved and taking appropriate corrective actions.
• Insuring that members of the institution’s staff, student-athletes and other individuals or groups
representing the institutions athletics interests comply with NCAA rules.
Rules Governing Recruitment of Prospective Student-Athletes (PSA’s) (NCAA Bylaw 13)
• A prospective student-athlete is defined by the NCAA as any person who has begun classes in the ninth grade.
• A prospective student-athlete remains a prospect even after he or she has signed an Institutional or
National Letter of Intent or accepts an offer of financial aid to attend Concordia University Irvine.
• The prospect remains a prospect until they report for the first day of classes for a regular term (fall or spring).
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL110
•O
nly coaches and Athletic Department staff members can be involved in the recruiting process off campus.
A contact is defined as any face-to-face encounter between a prospect or the prospect’s parent or legal
guardians during which time any dialogue in excess of an exchange of a greeting occurs.
• In general, all representatives of the institution’s athletics interest who are not employed by Concordia
University Irvine are prohibited from contacting off campus a prospect or prospect’s family to encourage the
prospect to participate in intercollegiate athletics at Concordia University Irvine.
You are prohibited from: (NCAA Bylaw 13)
• Contacting a prospect in person on or off our campus.
• Writing or telephoning a prospect or a member of the prospect’s family.
• Making arrangements for a prospect or the prospect’s relatives or friends, to receive money or
financial aid of any kind.
• Providing transportation for a prospect or the prospect’s relatives or friends to visit our campus.
• Providing free tickets or tickets at a reduced cost for prospects or the prospects relatives or friends
to attend an athletic event.
• Entertaining high school, prep school or community college coaches.
As a representative of the institution’s athletic interest, you are permitted to: (NCAA Bylaw 1.2.3)
• Notify our coaches about prospects in your area that may be strong additions to our teams.
• Attend high school or two-year college athletic contests or other events where prospects may compete;
however, you may not contact the prospect or the prospect’s relatives.
• Continue existing friendships with families of prospects, but you may not attempt to recruit the prospect.
Rules Governing Contacts and Benefits for Student-Athletes (NCAA Bylaw 16)
In addition to regulating contact of our representative of athletics interest with prospects, the NCAA also
regulates contact with current Concordia University Irvine student-athletes, as well as their relatives and friends.
An extra benefit is any special arrangement by an institutional employee or a representatives of athletics
interest to provide a student-athlete, prospect, or their relatives or friends a benefit not expressly authorized
by NCAA legislation.
In general, you may not provide a benefit that is not authorized by NCAA legislation or make special
arrangements for student-athletes and prospective student-athletes that are not available to the general
student population.
Examples of prohibited extra benefit not allowed by NCAA rules, but are not limited to, are as follows:
(NCAA Bylaw 16)
• Providing cash or loans in any amount, or signing or co-signing for a loan.
• Providing gifts of any kind, including birthday cards and holiday gifts.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL111
• Providing special discounts for goods and services (e.g. car repairs, legal services, meals).
• Providing free rent or reduced rent-housing.
• Purchasing complimentary admissions from a student-athlete.
• Providing an honorarium to a student-athlete for a speaking engagement.
As a representative of the institution’s athletics interest, you are permitted to: (NCAA Bylaw 16)
• Invite a student-athlete into your home for an occasional meal, but please coordinate such activity with
the Athletic Director and the Assistant Athletic Director for Compliance.
• Provide summer employment for enrolled student-athletes
Consequences to Boosters for NCAA violations:
Institutions are required by the NCAA to notify boosters of consequences regarding rules violations. Boosters
found in violation of NCAA rules are subject to losing benefits and privileges, including season tickets.
The NCAA Committee on Infractions has processed cases in which penalties have included both the disassociation
of boosters with the institution and the loss of season ticket privileges.
Rules Governing Student-Athlete Employment
Student-athletes receiving grant-in-aid will be eligible for employment during the regular academic year as
well as during the university’s official vacation periods (winter and spring break) and the summer.
The following rules are applicable to student-athlete employment:
• The student-athlete is compensated only for work actually performed
• The student-athlete is compensated only at the “going rate” for the work performed
• The student-athlete has not been hired based on his or her athletic ability
Rules Governing Promotional Activities for Student-Athletes:
All charitable, educational, and nonprofit promotional activities involving student-athletes must have prior
approval from the Athletic Director.
Student-athletes are not permitted to be involved in the advertisement, recommendation or promotion of
sales or use of a commercial product or service of any kind.
Rules Governing Agents and Amateurism (NCAA Bylaw 12)
A student-athlete who loses his or her amateur status shall not be eligible for intercollegiate competition in
a particular sport if:
• The student-athlete or family member negotiate, sign or enter into any written or oral agreement
with an agent.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL112
• The student-athlete or family member accepts or receives any extra benefits from an agent or anyone
who wishes to represent the student-athlete.
• The student-athlete competes with a professional sports team or competes as a professional in any
individual sport and receives any compensation for participation.
• The student-athlete uses his or her skills for pay or promise of pay.
Rules Governing Gambling (NCAA Bylaw 10.3)
A student-athlete, coach and/or employee of the Concordia University Irvine Athletic Department may not
provide information to individuals involved in any type of organized gambling concerning sporting events. In
addition, student-athletes, coaches and staff of the Concordia University Irvine Athletics Department may not
solicit or accept any wager on any intercollegiate or professional athletics contest.
FREQUENTLY ASKED QUESTIONS
Q: Can an Athletics Representative be involved in any way when a prospect is on an official or unofficial visit?
A: Yes. However, the Athletics Representative may have contact only on campus during the student-athletes
official or unofficial visit. Off campus contact is prohibited.
Q: Is it permissible for an Athletics Representative to provide summer employment for student-athletes?
A: Yes. Please remember that compensation must be paid only for work actually performed and at a rate
commensurate with the going rate in that locality for services of like character.
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RULES INTERPRETATION REQUEST
NAME:__________________________________________________________________ DATE:_____________________________
SUBJECT: _________________________________________________________________________________________________
QUESTION:_______________________________________________________________________________________________
________________________________________________________________________________________________________
________________________________________________________________________________________________________
OFFICIAL INTERPRETATION
NCAA Manual Reference(s):__________________________________________________________________________________
Answer Source:____________________________________________________________________________________________
Assistant Athletic Director for Compliance_____________________________________________
Date_____________________
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XIV. TRANSFERRING OUT
Student-athletes, who wish to transfer from Concordia University Irvine, are not permitted to contact another
4-year institution about the possibility of transferring into their program without first obtaining a release from
Concordia University Irvine. Conversely, other institutions are not permitted to contact Concordia University
Irvine student-athletes without first getting permission to speak.
TRANSFER PROCEDURES:
1. Student-athlete meets with the head coach to discuss their desire to transfer.
2. Head Coach contacts the Assistant Athletic Director for Compliance:
a. If the head coach wishes to grant a full release, the head coach contacts the Assistant Athletic Director
for Compliance to request a full release be sent to the student-athlete.
b. If the head coach wishes to not release, or release with limitations, head coach must receive approval
from the Athletic Director before contacting the Assistant Athletic Director for Compliance.
3. The Assistant Athletic Director for Compliance will create the release and e-mail to the student-athlete,
copying the coaching staff, Athletic Director and sport supervisor.
4. If the request is not granted, the Athletic Director or designee will send e-mail notification to the
student-athlete regarding the opportunity for an appeals hearing.
APPEALS PROCESS FOR DENIAL OF RELEASE
The procedures for requesting an appeal hearing are the following:
1. The student-athlete will have 14 consecutive calendar days upon the date of issuance of the e-mail to
respond, in writing, to Athletic Director or designee and formally request a hearing conducted by the
Student-Athlete Appeals Committee.
2. Failure by the student-athlete to submit a written request for a hearing within 14 consecutive calendar
days shall be interpreted as a refusal of the opportunity for a hearing.
3. If the student-athlete notifies the Athletic Director or designee, in writing, of their intent to appeal within
the required time limit, the Athletic Director or designee will notify the Faculty Athletics Representative.
4. The Faculty Athletics Representative or designee will chair the Student-Athlete Appeals Committee.
5. The Student-Athlete Athletic Appeals Committee, comprised of the Faculty Athletics Representative or
designee, at least one member of Institutional Compliance Committee (not employed by the Athletic
Department), and a representative of the Student Development staff shall preside over this hearing and
make the final determination.
6. The Student-Athlete Appeals Committee shall conduct the hearing within 30 consecutive calendar days of
receiving notification from the Faculty Athletics Representative or designee. The Student-Athlete Appeals
Committee will notify the student-athlete and the Athletic Department of the time, date, and location of
their respective hearings via e-mail.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL115
7. The student-athlete and Head Coach and/or Athletic Director must come to their respective hearing
with three (3) copies of any documents that will be presented, one for each of the Appeals Committee
members. The Committee will already have copies of any e-mail communications received regarding
the request for appeal.
8. At this hearing, the student-athlete and the Athletic Department shall be allowed an opportunity to present
their case separately. Either party is permitted to present witnesses and/or documents to the committee
that may support their position. Both the Athletic Department and student-athlete will each be given a
maximum of 45 minutes to present their documentation and/or testimony from witnesses.
9. A student-athlete may be accompanied during an appeal by an adviser. The adviser is generally a fellow
student, faculty member, mentor, friend, or parent. The student-athlete may not be accompanied by legal
counsel. On occasion, a student-athlete has been accompanied by a mentor, who is trained as a lawyer. In
this event, the mentor serves strictly as an adviser and does not serve as legal counsel. The university will
provide an Ombudsperson to assist the student-athlete, if requested.
10. A
t the conclusion of the hearing, the Student-Athlete Appeals Committee shall have up to 5 business
days to render a final decision. With written agreement from both the student-athlete and the Athletic
Department, an extension to the 5 business days may be granted, if requested by the Appeals Committee.
11. T he Faculty Athletics Representative or designee will notify the Athletic Director, Institutional Compliance
Committee and the student-athlete of the committee’s decision in writing. This decision shall be final and
not subject to appeal.
12. T he appeal process, related e-mails, documentation presented, and decision of the Student-Athlete
Appeals Committee should be considered confidential. The student-athlete, their family members or
friends, coaching and Athletic Department staff, and Student-Athlete Appeals Committee members may not
disclose the outcome or opinions of the appeal through personal or institutional social media (including
but not limited to Facebook, Twitter, blogs, etc.) or media outlets (including but not limited to newspapers,
magazines, television, media websites, etc.) A violation of the confidentiality of information as noted
above by the student-athlete or their family members or friends may result in the reversal of the Appeals
Committee decision. A violation of the confidentiality of information as noted above by any member of
the staff representing Concordia University Irvine may result in disciplinary action, up to and including
termination.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL116
XVI. TRYOUTS
The tryout must occur at the regular university competition or practice facilities. Competition against team
members is permissible during the academic year. A tryout cannot last more than two hours on a given day.
Current student-athletes can participate so long as the time is counted within weekly hour limitations. No
coaching activities may occur with enrolled student-athletes participating in the tryout.
• Currently enrolled students are allowed to tryout in accordance with NCAA Bylaw 17 specific to the
respective sport.
• High school students can only try out in a term other than the term in which their traditional season in the
sport occurs or their eligibility has been exhausted. See Bylaw 13 for details.
• 2-year transfer student-athletes can tryout at the conclusion of that sports season or anytime after they
have exhausted their eligibility in that sport.
• 4-year transfer student-athletes may try out at the conclusion of that sport’s season with permission from
their current institution’s Athletics Director.
ENROLLED STUDENT-ATHLETES:
The following procedures govern tryouts for enrolled student-athletes:
1. The student must meet with the coach and receive the coach’s approval to tryout. The coach is also
responsible for informing the student that she/he must bring proof of a physical examination, sickle cell
test results and proof of insurance to the Athletic Trainer and fill out necessary paperwork with the
Athletic Trainer before a tryout may occur.
2. The Faculty Athletics Representative must determine the student’s academic eligibility. The Coach has the
student complete tryout paperwork, obtain the student-athlete’s signature on a try-out medical waiver and
submit tryout request to compliance for review to verify proof of physical exam and insurance. This may
take up to three days. The student must also complete the Tryout Request Form.
3. The Assistant Athletic Director for Compliance will contact the coach granting approval for the student to
tryout within a three day window.
4. If the student trying out is kept on the team as a participant, the coach must enter the student information
on CA and e-mail the Assistant Athletic Director for Compliance immediately.
5. The student must meet with the Athletic Trainer in order to be cleared for additional participation. Due
to timing, this may result in non-participation by the student-athlete until additional paperwork, a physical
examination and clearance is granted by the Athletic Trainer. Once clearance is granted, the Athletic Trainer
will notify the Assistant Athletic Director for Compliance and Head Coach.
6. The Assistant Athletic Director for Compliance is responsible for notifying respective institutional staff
members (e.g. Athletic Director, Registrar, Financial Aid, Faculty Athletics Representative, Director of Athletic
Communications) when a student-athlete is added to a team’s roster.
7. The Assistant Athletic Director for Compliance will have an official eligibility certification performed by
the Registrar and print new Squad List.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL117
8. T he Assistant Athletic Director for Compliance, Faculty Athletics Representative, Registrar and Financial Aid
Office will review the updated Squad List to ensure eligibility and financial aid limits are acceptable.
9. The Assistant Athletic Director for Compliance will send an updated Squad List to the conference office.
PROSPECTIVE STUDENT-ATHLETES:
The following procedures apply to tryouts for prospective student-athletes:
1. The coach identifies prospective student-athletes who are going to be invited for a tryout.
2. The coach must verify, with each prospective student-athlete, that he/she has exhausted eligibility and/or
the prospective student-athlete is not in the traditional season of the sport and notify the Assistant Athletic
Director for Compliance the prospective student-athlete is eligible for a tryout.
3. The coach completes the prospective student-athlete Tryout Form and submits it to the Assistant Athletic
Director for Compliance.
4. The Head Coach sends information to each prospective student-athlete specifying the requirements
for a tryout, including proof of insurance, a recent physical exam (last six months), sickle cell results and a
medical/tryout waiver.
5. The prospective student-athlete must bring the required forms and signatures to campus when the tryout
is to be conducted. If the prospective student-athlete does not bring all required forms and signatures the
prospective student-athlete will not be permitted to tryout.
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TRYOUT REQUEST FORM
Sport: ___________________________________________________________________
Date of Tryout: ____________________________________________________________
Name of Participant: _______________________________________________________
The student-athlete named above is NOT eligible to participate in a tryout until the Assistant Athletic Director for Compliance
has granted authorization. Before authorization can be granted, this form must be completed and returned to the Assistant
Athletic Director for Compliance.
Please complete Eligibility Check list. Check all that apply. (Bylaw 13.11.2.1)
o High School Senior; enrolled in a term other than that in which the prospective student-athlete’s high school’s traditional
season in the sport occurs or who has completed high schools eligibility in the sport.
o Two-Year College Student-Athlete; after the conclusion of the sport season or anytime, provided the student has exhausted his
or her two-year college eligibility in the sport.
o Four-Year College Student-Athlete; after the conclusion of the sport season, provided written permission to contact the
prospective student-athlete has been obtained.
o Traditional Student; enrolled at Concordia University Irvine, who has not been recruited and is in good academic standing.
o This is the first tryout that the student-athlete has participated in at Concordia University Irvine in this specified sport.
o Student has had a physical in the past 6 months supervised by a physician. (Attach a copy)
Please note all tryouts conducted during the academic year are considered a countable athletically related activity. The length of the
tryout shall be limited to the length of the institution’s normal practice period in the sport, but in no event shall exceed 2 hours.
Request submitted by:________________________________________________________
Date:________________________
Assistant Athletic Director for Compliance:_________________________________________
Date: ________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL119
ATHLETIC PARTICIPATION/TRYOUT WAIVER
WAIVER OF LIABILITY, COVENANT NOT TO SUE, ASSUMPTION OF RISK
I, the undersigned, hereby acknowledge that participation in athletic activities involves an inherent risk of physical injury. The
undersigned hereby agrees that for the sole consideration of Concordia University Irvine allowing the undersigned to participate
in athletic activities for which or in connection with which the university sponsored or made available any equipment, facilities,
grounds, or personnel for such activities or to the undersigned while participating in any such programs or activities, the undersigned does hereby release and forever discharge the University, its members officially and individually, and its officers, agents,
and employees of any and all claims, demands, rights, and causes of action of whatever kind or nature, arising from any injuries,
damage to property, and the consequences thereof, including death, resulting from my participation in any way connected with
such athletic activities.
NOTICE TO ALL PERSONS PARTICIPATING IN ATHLETIC ACTIVITIES
Many athletic activities involve substantial risks of bodily injury, property damage, and other dangers associated with participation.
Dangers peculiar to such activities include, but are not limited to: hypothermia, broken bones, strains, sprains, bruises, drowning,
concussion, heart attack, and heat exhaustion. Each participant in such activities should realize that there are risks, hazards, and dangers
inherent in such activities and in the training, preparation for, and travel to and from such activities. It is the responsibility of each
participant to participate only in those activities for which they have the prerequisite skills, qualifications, preparations, and training.
I fully understand all of the above. I accept and assume all risk involved in any such activities in which I participate as either part
of a voluntary or involuntary intercollegiate activity. I assume all medical expense responsibility for any injuries sustained in either
voluntary or involuntary intercollegiate activity.
Date:________________________________________________
Student-Athlete:_______________________________________
Print Name
Parent/Guardian:_______________________________________
Print Name
_______________________________________________
Signature
________________________________________________
Signature
Phone Number: _______________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL120
XV. VIOLATIONS INVESTIGATING AND REPORTING
It is the policy of Concordia University Irvine to self-report to the Pac West and the NCAA any instances where
athletic compliance has not been achieved. By signing the NCAA Certification of Compliance for Staff Members
Athletic Departments, staff members have certified that they have reported any knowledge of violations of NCAA
legislation involving Concordia University Irvine.
TYPES OF VIOLATIONS:
Secondary: A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to
provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting
inducement or extra benefit. Multiple secondary violations by a member institution may be collectively considered
as a major violation.
Major: All violations other than secondary violations are major violations, specifically including those that provide
an extensive recruiting or competitive advantage.
The following procedures outline the process for reporting and investigating secondary and major violations:
1. Any coach or staff member who becomes aware of behavior or actions that might lead to a violation or any
alleged violation shall immediately report the information to the Assistant Athletic Director for Compliance.
2. The Assistant Athletic Director for Compliance shall make a complete record of what is reported including
dates, times, circumstances, events, names and any other relevant information. A preliminary inquiry will
be conducted to obtain complete information regarding the alleged violation.
3. The Assistant Athletic Director for Compliance will meet with the Faculty Athletics Representative and
the Athletic Director to discuss the issue and determine if a violation has occurred.
4. If it is determined that no violation has occurred, no further action will be taken.
5. If it is determined that a violation has occurred, the Assistant Athletic Director for Compliance will discuss
corrective and disciplinary actions with the Faculty Athletics Representative and Athletic Director.
6. Major violations will be submitted to the NCAA office and copied to the Pac West Conference while
secondary violation s will only be submitted to the Pac West Conference. The Assistant Athletic Director
for Compliance will also follow-up any cases involving restoration of eligibility with the NCAA.
7. In the case of a major violation, the Faculty Athletics Representative and Athletic Director will inform
the President prior to submitting the violation to the NCAA.
8. All secondary violations will be reported to the President, Executive Vice President, Chief Enrollment
Officer, Faculty Athletics Representative and Athletic Director. The entire coaching staff will be made aware
of the violation by using the violation as a training opportunity in compliance/rules education meetings.
9. A copy of the violation is part of the coach’s performance evaluation and the reports are kept on file in the
Assistant Athletic Director for Compliance.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL121
10. A
ll secondary violations are faxed to the NCAA Director of Enforcement and the Pac West Conference
on a quarterly basis. During the NCAA DII membership candidacy phase, all violations will be included
in the NCAA Annual Report.
11. If a possible violation is reported against any athletic administrator, the President’s Office will appoint
an Executive Vice President or legal counsel to investigate the allegations. They will follow the process for
investigation an NCAA violation and present finding to the President. The President’s Office will work with
the Assistant Athletic Director for Compliance to prepare the proper paperwork for the NCAA and make
contact with the NCAA Director of Enforcement for recommendations, sanctions and/or fines.
ALLEGED VIOLATIONS INVOLVING OTHER NCAA INSTITUTIONS
1. If an individual has knowledge of an alleged violation that involves another NCAA member institution and
impacts our institution, he/she must report the alleged violation(s) to the Assistant Athletic Director for
Compliance and/or the Athletic Director.
2. Options for dealing with an alleged violation at another NCAA institution may include:
• The Athletic Director may contact the Athletic Director at the other member institution in an attempt to
persuade the parties to refrain from further wrongdoing and self-report. It is assumed the other member
institution will address the alleged violation so that they can rectify the matter.
• If the other member institution does not address the issue, the Athletic Director may contact the conference
office in an attempt to have the conference deal with the alleged violation.
• If the conference office does not take action, the Athletic Director may contact the NCAA to inform the
enforcement staff of alleged violations of NCAA rules.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL122
VIOLATION REPORT
Date:
SPORT/OFFICE INVOLVED:
BYLAW CITATION (S):
DATE OF VIOLATION:
NAMES OF INVOLVED:
SECONDARY VIOLATION LEVEL:
DISCOVERY:
FACTS:
ELIGIBILITY RAMIFICATIONS:
PENALTIES/CORRECTIVE ACTIONS:
RELEVANT CASE PRECEDENT (Please provide the case number that is relevant to this violation):
INSTITUTION:
ADMINISTRATOR FILLING OUT FORM (NAME AND TITLE):
DATE SUBMITTED TO CONFERENCE OFFICE:
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL123
XVII. VOLUNTEER COACH
PROCEDURES
1. The Head Coach notifies the Athletics Director regarding any individuals they would like to add to their
coaching staff as a “Volunteer Coach”.
2. If coach’s selection is approved by the Athletics Director, then the Assistant Athletic Director for Compliance
will have the Volunteer Coach fill out the Volunteer Coach Form.
3. The Assistant Athletic Director for Compliance will review all rules and regulations associated with being
a volunteer coach with the new volunteer. The following provisions apply:
• The individual is prohibited from contacting and evaluating prospective student-athletes off campus or
from scouting opponents off campus and may not perform recruiting coordination functions (see Bylaw
11.5.1.1).
• The individual may receive a maximum of two complimentary tickets to home athletics contests in the
coach’s sport.
• The individual may receive complimentary meals incidental to organized team activities (e.g., preor post game meals, occasional meals, but not training table meals) or meals provided during a prospective
student-athlete’s official visit, provided the individual dines with the prospective student-athlete.
• Volunteers will not begin until cleared by the Athletic Director and Compliance.
• All volunteers are subject to NCAA enforcement and held accountable to all NCAA, Pacific West
Conference and Concordia University Irvine policies and procedures.
4. The Volunteer will complete a background check as well as the Concordia University Irvine Human
Resources Volunteer Release, Waiver and Indemnity Agreement and the Assistant Athletic Director for
Compliance will forward the completed form to HR.
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL124
VOLUNTEER COACH
This form is to be completed and signed by the volunteer coach and details your agreement to be a volunteer coach at this institution.
A volunteer coach is any coach who does not receive compensation or remuneration from the institution’s athletics department
or any promotion of the institution’s intercollegiate athletic program (e.g., booster club, athletics foundation association). The
following provisions shall apply:
• The individual is prohibited from contacting and evaluation prospective student-athletes off campus or from scouting
opponents off campus and may not perform recruiting coordination functions (see Bylaw 11.5.1.).
• The individual may receive a maximum of two complimentary tickets to home athletics contests in the coach’s sport.
• The individual may receive complimentary meals incidental to organized team activities (e.g., pre-or post game meals,
occasional meals) or meals provided during a prospective student-athlete’s official visit, provided the individual dines with
the prospective student-athlete.
Name of Volunteer Coach:______________________________________ Sport________________________________________
Home Address: ____________________________________________________________________________________________
Phone: _____________________________
Term serving as volunteer coach:
Fall ________
Spring ________
My signature below indicates the following:
I agree that the head coach or appropriate administrator shall determine the duties and responsibilities of this position.
I agree to abide by all the rules and regulations of this institution, conference and the NCAA.
I understand that under NCAA Bylaws, I am prohibited from:
1. contacting and evaluation of prospective student-athletes off-campus (unless certified).
2. scouting opponents off-campus (unless certified).
3. receiving more than two complimentary tickets to home athletics contests (in my sport only).
4. receiving any compensation other than what is approved by the Athletic Director and according to contract.
AGREED:
Volunteer Coach: ________________________________________________________ Date: ____________________________
Head Coach: ____________________________________________________________ Date: ____________________________
APPROVAL:
Athletic Director: ________________________________________________________ Date: ____________________________
Assistant Athletic Director for Compliance: ____________________________________ Date: ____________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL125
VOLUNTEER
RELEASE, WAIVER AND INDEMNITY AGREEMENT
I request to volunteer my services to Concordia University Irvine as part of their [____________] Program (“Program”). I hereby acknowledge,
understand and agree that by participating in the Program, including entering premises and facilities, I may be exposed to risks of damage to my
person or property, including but not limited to, illness, injury to my person or personal property, accident or death. I understand, acknowledge and
agree that such damage may be caused, either directly or indirectly, in whole or in part, by my participation in the Program.
I HEREBY AGREE that I am fully aware of the risks and hazards inherent in participating in the Program, and I agree to accept and assume full responsibility
for any and all risks of damage, injury, illness or death resulting to me or my property while participating in the Program. ______ (Initial)
I HEREBY AGREE, in consideration for Concordia University Irvine allowing me to participate in the Program, that I, my personal representatives,
heirs, next of kin and assigns (collectively the “Releasors”) hereby release, waive, discharge and covenant not to sue Concordia University Irvine
and their officials, officers, employees, volunteers and agents from and for any and all liability for any loss or damage to me or the other Releasors,
and from and for any claim or demands therefore on account of injury to the person or property of me or the other Releasors, including illness and
death, whether caused by the negligence of me or the other Releasors or otherwise while I participate in the Program, whether the risks are known
or unknown to me. ______ (Initial)
I HEREBY AGREE to defend, indemnify, save and hold free and harmless Concordia University Irvine and their officials, officers, employees, volunteers
and agents from any and all liability from loss, damage, cost or injury, including wrongful death, to any property or persons, including third parties,
in any manner arising out of or incident to any acts, omissions or willful misconduct of me while I participate in the Program, including without
limitation the payment of attorneys’ fees. Further, I shall defend at my own expense, including attorneys’ fees, Concordia University Irvine and their
officials, officers, employees, volunteers and agents in any action or proceeding, legal, administrative or otherwise, based upon such acts, omissions
or willful misconduct. ______ (Initial)
I HEREBY AGREE that I am not covered by Concordia University Irvine’s Workers’ Compensation Insurance policy, and that I shall not be considered
an employee of Concordia University Irvine for any purpose, including, but not limited to, retirement benefits, health benefits, seniority, sick leave
and vacation leave. ______ (Initial)
I HEREBY AGREE that this release, waiver and indemnity agreement is intended to be as broad and inclusive as is permitted by the laws of the
State of California, and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force
and effect. ______ (Initial)
I HEREBY AGREE that I have read and voluntarily sign this release, waiver and indemnity agreement, and further agree that no oral representations,
statements or inducements apart from the foregoing written agreement have been made. ______ (Initial)
I HEREBY AGREE that this release, waiver and indemnity agreement shall be binding on me and my personal representatives, heirs, assigns and
next of kin. ______ (Initial)
I HEREBY AGREE and acknowledge that I will abide by all safety requirements and instructions given to me by any and all Concordia University Irvine
personnel during my participation in the Program. ______ (Initial)
I HAVE CAREFULLY READ, UNDERSTAND, ACKNOWLEDGE AND AGREE TO THIS RELEASE, WAIVER AND INDEMNITY AGREEMENT. I UNDERSTAND
THAT I AM GIVING UP VALUABLE LEGAL RIGHTS BY SIGNING THIS RELEASE, WAIVER AND INDEMNIFY AGREEMENT. I HAVE AGREED TO SIGN THIS
AGREEMENT OF MY OWN FREE WILL.
I UNDERSTAND THAT I MAY SEEK THE ADVICE OF AN ATTORNEY IN ANY MATTER CONNECTED WITH THIS RELEASE, WAIVER AND INDEMNITY
AGREEMENT BEFORE I SIGN THIS AGREEMENT. I UNDERSTAND THAT I MAY CALL AN ATTORNEY REFERRAL SERVICE OR LEGAL AID OFFICE IN ORDER
TO OBTAIN AN ATTORNEY OR LEGAL ADVICE.
I understand that volunteers are urged to carry insurance (life, disability) and the appropriate hospitalization insurance before entering into the Program.
___________________________
Date:
______________________________________________
Volunteer’s Name
____________________________________
Volunteer’s Signature
___________________________
Date:
______________________________________________
Legal Guardian’s Name (if volunteeer is a minor)
____________________________________
Legal Guardian’s Signature
Reviewed and Accepted by:_______________________________________________________________________________________________
CONCORDIA UNIVERSITY IRVINE ATHLETICS COMPLIANCE MANUAL126