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DIVISION III MANAGEMENT COUNCILPolicies and Procedures |
NCAA Structure
The Executive Committee establishes and directs the general policy of the Association (see NCAA Constitution 4.1).
The Division III Presidents Council establishes and directs the general policy of Division III (see Constitution 4.4).
The Division III Management Council implements policies adopted by the Association’s Executive Committee and the Division III Presidents Council and manages the Division III governance structure (see Constitution 4.7).
The Division III Administrative Committee is empowered in the interim between meetings of the Division III Presidents Council and Management Council to conduct business necessary to promote the normal and orderly administration of Division III (see Constitution 4.8).
Division III Management Council Structure
The Management Council is a 19-member body, with at least two members from each of the Division III geographical regions.
Among the 19 members, at least nine must be directors of athletics or senior woman administrators; two institutional chief executive officers; two faculty athletics representatives; three members of an ethnic minority; two student-athletes who are members of the Student-Athlete Advisory Committee; eight men and eight women. Council members serve terms of four years and are not eligible for reelection to another term on the Council until four years have elapsed. A member may not serve on the Council more than two terms.
Council members appointed to serve half of a term or less (due to interim vacancies) will not be considered to have served a full term and, thus, would be eligible to serve two full terms beyond their interim service.
Council members are elected at the annual NCAA Convention and are elected by the Division III membership present and voting. The Division III Management Council structure is specified in Constitution 4.7.
Officers
The officers of the Management Council are the chair and vice-chair. The officers are elected by the Management Council for a maximum two-year term and the chair is not eligible for immediate reelection to the position of chair. The chair of the Management Council must be a senior member of the Management Council.
A senior member of the Management Council is a member who has served at least one year on the Management Council. After one year of service, the senior member would be eligible to be nominated as chair or vice-chair of the Management Council or as a senior member of the Administrative Committee.
The election of the chair and vice-chair will be conducted on a staggered basis so that both positions are not vacated in the same year. The elected officer will begin his or her official duties during the January post-Convention Management Council meeting.
The procedures to elect the Management Council chair and vice-chair will begin during the July Management Council meeting. During this meeting, the responsibilities for the applicable position will be reviewed. All eligible members for the position of chair and vice-chair will be considered nominees for the positions unless they decline the nomination by informing the national office staff by a predetermined date. The staff will conduct the in-person election for all Management Council members present during the first day of the July meeting. The staff will continue the balloting process, eliminating the lowest vote getter after each round, until a majority decision is reached. The process will begin with the election of the chair followed by the election of the vice-chair. The announcement of chair and vice-chair will occur at the conclusion of the meeting.
NCAA officers must observe all customary NCAA procedures when issues arise involving student-athletes or the athletics programs at their own institutions (or in the case of conference executives, the institutions within the conference) and should not participate during consideration of such issues by the Administrative Committee, Management Council, Presidents Council or Executive Committee.
When disseminating information to the media and the general public, only the chair of the Management Council and/or an appointed designee shall speak on behalf of the Management Council regarding Management Council actions.
Role and Purpose/Responsibilities
The Division III Management Council is responsible for implementing policies adopted by the Association’s Executive Committee and the Division III Presidents Council.
In addition, Constitution 4.7.3 specifies the following responsibilities for the Management Council:
a Implement policies adopted by the Association’s Executive Committee and the Division III Presidents Council;
a Resolve Division III issues;
a Make recommendations to the Division III Presidents Council related to Division III matters as it deems appropriate, including budgetary recommendations and recommendations related to championships;
a Adopt noncontroversial and intent-based amendments, administrative bylaws and regulations to govern Division III, subject to ratification by the Division III Presidents Council;
a Recommend legislative proposals for sponsorship by the Division III Presidents Council;
a Make interpretations of the bylaws of Division III;
a Delegate the resolution of Division III issues to the Division III substructure and consider relevant reports and recommendations from the Division III substructure;
a Review appeals by member institutions of decisions made by a Division III committee (excluding actions of the Committee on Infractions and Student-Athlete Reinstatement) or the NCAA staff regarding the application of NCAA legislation to a particular situation. The Management Council shall review the complete record in order to determine whether there is sufficient basis to grant relief from the application of the legislation. All waiver decisions shall be reported to the Division III Presidents Council for ratification; and
a Administer duties related to the Division III business session of the annual Convention, including arrangements, programs, rules, voting and the examination and approval of the voting credentials of Division III delegates.
Management Council Operating Policies
The following operating policies are not included in the NCAA Manual. They have been grouped under the following headings for convenience of reference.
Administrative Structure
The actions of the Management Council are subject to review and final approval by the Presidents Council. The Executive Committee has final authority over all Association-wide matters (e.g., the Association-wide budget).
The Management Council is committed to working closely with the Presidents Council to enhance the efficiency and administration of the Division III governance structure.
Management Council-Presidents Council relationships: Each receives the minutes of the other’s meetings, and the Management Council receives a report at each meeting on the activities of the Presidents Council. Both groups have authorized their respective chairs to communicate with each other between meetings.
In addition, Management Council officers will attempt to attend Presidents Council meetings and Presidents Council officers will attempt to attend Management Council meetings as often as possible.
The Management Council and Presidents Council will conduct one joint meeting per year to further the communication efforts between the two governing bodies.
Appeals, Appearances and
Hearings
Before a second or subsequent hearing (including any in-person appearance before the Management Council) is granted to a member institution on any issue, the presence of new information shall be required.
For all appearances before the Management Council, a 15-minute limit on presentation shall apply, unless the Administrative Committee or Management Council officers specify a lesser time.
In all appeals or appearances, not more than three persons shall represent the appellant.
For purposes of parliamentary procedure, the Management Council shall constitute a “board,” rather than a “committee,” in applying the provisions of Robert’s Rules of Order, Newly Revised; therefore, parliamentary procedures shall be those specified for boards by Robert’s Rules in such matters as appeals, rehearings or other appearances before the Management Council. [Note: This affects such matters as motions to reconsider, amend or rescind earlier actions.]
Rehearings may be granted only on the basis of new, relevant and significant information directly related to the original findings. The Administrative Committee, the Management Council officers or a subcommittee of the Management Council in appropriate cases, will review the submitted evidence to determine if it believes the new-evidence requirement has been met.
Requests by member institutions or others to appear in person before the Management Council to discuss proposed legislation will be denied inasmuch as it would be logistically impossible for the Management Council to entertain all such requests for appearances on legislative matters.
The Management Council and Administrative Committee have adopted the following procedures to apply to appeals of any committee or Management Council subcommittee action other than those by the Division III Committee on Infractions and Student-Athlete Reinstatement:
1. In order to appeal a decision of a Division III committee or subcommittee, the involved institution must submit a written notice of appeal to be received in the national office not later than 30 days after it has received notification of the committee’s or subcommittee’s decision. The appeal shall be submitted by the institution’s chief executive officer, faculty athletics representative, director of athletics or senior woman administrator and shall specify the reasons the institution believes the committee’s or subcommittee’s decision is erroneous.
2. In each appealed case, the involved Division III committee or subcommittee shall provide the Management Council with a written report setting forth the basis for its decision. The report shall identify the involved NCAA rules and interpretations and shall specify the information and precedent relied upon by the committee in reaching its decision. The report of the involved committee or subcommittee shall be submitted to the Management Council (and the appealing institution) at least seven days prior to the Management Council’s review of the matter unless the appealing institution and the Administrative Committee or the Management Council officers approve a shorter period of time.
3. Each request for an appeal shall be reviewed by the Administrative Committee or Management Council officers and shall be placed on the appropriate agenda. The Administrative Committee or Management Council officers shall determine whether the appeal is to be handled on the basis of the written record or whether a personal appearance is necessary. If a personal appearance is thought necessary, both the institution and the appropriate committee or subcommittee shall be represented.
4. Review of appeals shall take place only in conjunction with regularly scheduled meetings of the Management Council or a meeting of the Administrative Committee.
5. When an institution is invited to appeal, it shall be represented by its chief executive officer, faculty athletics representative, director of athletics or senior woman administrator, and it may be represented by other involved institutional staff members, student-athletes and/or legal counsel, as approved by the Administrative Committee or Management Council officers. A representative of the appropriate committee or subcommittee, as well as an appropriate member of the national office staff (usually the liaison to the committee or subcommittee), also will participate in the hearing.
6. Management Council members shall recuse themselves from participating in the appeals process if the appeal involves their institution or conference, or another member of their conference.
7. Management Council members shall recuse themselves from voting on an appeal of a decision by a committee or subcommittee on which they serve. These Management Council members may participate in discussions related to the appeal, however.
8. Once all parties participating in an in-person appeal have been introduced, the chair shall call on the representative of the involved committee or subcommittee and/or the national office staff to describe the current status of the matter, including the committee’s or subcommittee’s decision and the appeal. Institutional representatives shall be provided an opportunity to describe the situation and explain the reasons they believe the committee’s or subcommittee’s decision is erroneous. Presentations by the committee, subcommittee or institution may not exceed 15 minutes in length, unless the Administrative Committee or Management Council officers approve in advance a longer time period. All participants in the hearing will be permitted to ask questions of any other participants. Once an in-person hearing has concluded, representatives of the member institution involved, representatives of the involved committee and the national office staff member involved in the case shall leave the hearing.
9. Upon conclusion of an in-person hearing or a review of the written record, the Management Council or Administrative Committee shall reach a decision and notify the national office staff of its conclusion. The national office staff shall notify the involved institution and shall provide a written confirmation of the decision. The notification should occur as soon as practical after the decision is reached and after adjournment of the meeting. No notification, formal or informal, should occur before adjournment. The appellant also should be notified of any additional procedures available to it. No public announcement shall be made until the meeting has adjourned.
10. If, in reviewing the appeal, the Management Council or Administrative Committee concludes that new information that was not made available to the involved committee or subcommittee at the time of its initial decision has been reported and that the information is of such importance, in the judgment of the Management Council or Administrative Committee, to make a different result reasonably probable, the case shall be redirected to the committee or subcommittee that initially considered it for further review.
11. The Management Council or Administrative Committee shall not alter the decision of the committee or subcommittee that initially decided the matter unless it concludes that the committee or subcommittee erred in its decision in a manner that, in the judgment of the Management Council or Administrative Committee, affected the decision of that committee or subcommittee. The finding of such an error shall be based upon a determination that the committee or subcommittee improperly applied NCAA legislation or official interpretations, that the committee or subcommittee took an action inconsistent with established precedent, that the committee or subcommittee deviated from its approved procedures or that the decision of the committee or subcommittee is clearly erroneous.
12. All actions by the Management Council or Administrative Committee taken on appeals of Division III committee or subcommittee actions shall be reported to the Presidents Council and to the NCAA membership through The NCAA News. [Note: In accordance with Constitution 5.4.1.4, Management Council action on an interpretation, including an action that results from an appeal of an Interpretations and Legislation Committee action, may be reviewed at the next annual Convention, at the request of a member of Division III.]
An institution wishing to appeal
a membership-classification action taken by the staff is to be informed in
writing that any request for an appeal must be submitted in writing to the
Administrative Committee or to the Management Council officers, which will
determine if the request is in order, and, if so, if it is to be an in-person
appeal or determined on the basis of the written record.
No request for a waiver of NCAA legislation shall be presented to the Management Council unless there is specific authority in NCAA legislation for the Management Council to grant a waiver of the involved rule. Per Bylaw 4.7.3-(h), the Management Council has authorized its Administrative Review Subcommittee to consider requests for relief from the application of NCAA legislation in instances in which no Division III committee or subcommittee or NCAA staff member has authority to act.
Management Council Representation on
Committees
At least one Management Council member serves as a liaison on each Division III general committee (see Bylaw 21.8.6) and Association-wide committee (see Bylaw 21.8.2.5). Unless otherwise specified, Management Council members will serve as voting members of such committees. A Management Council member’s term of service shall commence in January following the adjournment of the annual Convention and shall be concurrent with his or her remaining term of service on the Management Council. A Management Council member must terminate service on the committee at the expiration of their term on the Management Council. The Management Council chair will solicit interest for upcoming committee liaison vacancies in July and confirm appointments at the July Management Council meeting.
Guidelines and information regarding the role of the Management Council representative are as follows:
Preparing for your committee meeting…
1. You should develop a relationship and communicate with both the staff liaison and the committee chair on a fairly regular basis depending on the work and issues of the committee.
2. You should request and review meeting schedule, minutes/agendas and any strategic plans from the last few meetings to get a sense of the work of the committee.
3. Review the committee duties/responsibilities and composition requirements as identified in the NCAA Manual (Bylaw 21).
4. Review at least one of the most recent committee reports which was included as a supplement in a Management Council agenda packet.
5. Review at least one of the most recent Management Council/Presidents Council actions/recommendations that were discussed as it relates to the committee requests.
6. Review the Division III strategic priorities, particularly as they relate to the committee’s operations plan.
7. Communicate with the previous Management Council representative regarding the work of the committee.
Attending
the committee meeting…
1. Bring copies of the “Management Council/Presidents Council Summary of Actions/Recommendations” which is the document provided after each Management Council/Presidents Council meeting cycle that identifies all actions taken on behalf of the governance structure as it relates to the committee's recommendations.
2. Be prepared to provide a summary on behalf of the Management Council on all issues related to the work of the committee. Always focus on the impact of issues/discussions/recommendations as they relate to the Division III strategic-planning priorities and Division III generally.
3. Always be prepared to provide insight and comments regarding the impact of any issue on Division III (for the Management Council and membership). Do not, however, feel compelled to “provide the answer to HOW the Council will react.”
Preparing
for the Management Council meeting and reporting on behalf of the committee…
1. Always communicate with the staff liaison (and chair) regarding the content of the report which is prepared (by the liaison) for the Management Council meeting. Whenever possible, this communication should occur prior to the submission of the report to the Management Council (normally about one month prior to the Management Council meeting).
2. Your name will appear next to the committee agenda item which indicates that you are responsible to provide the report and request action on any and all issues on which a Council decision is necessary (the staff liaison can assist with this).
3. If the committee does not have a written report, we will request that the Management Council representative provide a brief “oral” update of the work of the committee.
4. No issue may be requested for action by the Management Council unless it is contained as part of a WRITTEN report. The Management Council will not take action unless an issue is presented in writing.
5. It is not necessary, and in fact the Management Council discourages, the representative of a committee from reading the entire background of information on a given issue. The Management Council has received a written report as part of the agenda/supplements and is responsible to be prepared for the report. You should highlight the key components related to the committee request, ask for a motion if necessary and then be prepared to answer questions regarding the issue. Knowledge of how Divisions I and II have acted or react may be helpful.
Management Council
Subcommittees
In order to carry out the functions of the Management Council, it may be necessary to appoint Management Council subcommittees. Subcommittees shall regularly report their actions to the full Management Council.
Service on a subcommittee will be considered in light of the Management Council members’ responsibilities and service on other committees. Whenever possible, membership on the Management Council’s Administrative Review Subcommittee will not overlap with the membership of the subcommittee on academic issues.
Committees
The Management Council will receive copies of minutes of the meetings of all Division III committees, even in instances in which it already has acted upon any recommendations therein.
The Management Council affirms the traditional Association practice of permitting a chair of a Division III committee to name a replacement from among the members of the committee to represent the committee before the Management Council when the Management Council representative to that committee is unable to attend a Management Council meeting. This substitute representation shall be subject to the approval of the Administrative Committee or the Management Council officers.
Waivers under the provisions of Bylaw 21.8.1.1.3 (waiver of replacement requirement) shall be granted only in unusual circumstances, only for a limited period of time and not more than once for any individual.
The Division III Nominating Committee should not nominate any current member of the Nominating Committee for Management Council membership or to fill an office or another Association-wide or Division III committee.
The identity of those persons nominating individuals for service on Division III or Association-wide committees shall be made known to the Nominating Committee (Championships Committee related to sports committees) and the Management Council, unless the nominator requests that his or her name not be used, based on the premise that knowledge of the identity of the nominator can be of value in assessing candidates.
Per Constitution 4.7.4.1, the Nominating Committee’s nominees for vacancies on the Management Council shall be forwarded to the Presidents Council for approval. Following the Presidents Council’s approval, the names shall be announced in The NCAA News and in a news release as soon as all nominees for those positions confirm their acceptance of the nominations. The slate then shall be presented to the Division III membership for approval during the Division III business session.
The Nominating Committee, Management Council and Administrative Committee should be cautious in appointing current or outgoing Management Council members to positions on standing committees, especially those that already include a representative of the Management Council.
Members of the Management Council should submit their nominations for service on Division III and Association-wide committees in the same manner (i.e., in writing) and under the same deadline provisions as the rest of the membership, rather than waiting until the Management Council meeting to present their nominations.
The national office staff will review the Division III and Association-wide committee vacancies and provide information to the Management Council regarding the responsibilities and time commitment necessary to serve on such committees. The members of the Management Council will be asked for their interest to serve on a committee with a vacancy, noting the Division III Nominating Committee principle, which states that a Management Council member should not serve as a Council representative on more than one Division III committee, if possible, with the exception of the chair of the Management Council. This principle will not apply to the Division III Administrative Committee. If no members choose to serve on a committee with a vacancy, the chair, with the guidance of the national office staff, will assign a Management Council member to serve on the committee.
The Management Council shall review the composition of all Association-wide and Division III committees on which Management Council members serve on an annual basis during its July meeting.
The Administrative Committee shall only make appointments to fill vacancies on Association-wide or Division III committees if there is an immediate need to make such an appointment.
Appointment of Special
Committees/Consultants
No special committees shall be appointed by the Management Council. Rather than appointing special committees, subcommittees of the Management Council and/or existing committees should be used for special projects, with specialized consultants added as needed.
When an ad hoc or special subcommittee is appointed, a specific charge for each such committee should be established, as well as completion and dissolution dates for each. [Note: The Administrative Committee and/or Management Council will review all such committees, their charges and their “sunset” dates annually.]
Legislation
Coaches and other interested individuals should submit their suggestions for NCAA legislation either through their institutions, conferences, sports committees or coaches associations, rather than directly to Division III committees or Management Council members. Any amendment to change the division membership criteria should include a specific statement regarding the year in which compliance with the new criterion or criteria is to be achieved.
Receipt of proposed legislation (or other materials ) at the post office where the national office is located does not constitute receipt at the NCAA national office for purposes of meeting submission deadlines in NCAA legislation.
The Interpretations and Legislation Committee should develop likely interpretations of proposed legislation for review by the Management Council in its pre-Convention meeting.
The Presidents Council is obligated to fill a leadership role in Association activities; therefore, it takes positions regarding legislative proposals, including opposition to some proposals, to fulfill that role, rather than to be “negative.”
Management Council members should support the assigned presenters of Presidents Council-sponsored legislation as needed during presentation and discussion of the proposals on the Convention floor.
A two-thirds vote of the Division III Management Council (present and voting) is required to recommend that the Presidents Council sponsor or oppose a specific legislative proposal. A majority vote of the Division III Management Council (present and voting) is required to recommend that the Presidents Council support or oppose a specific legislative proposal sponsored by the membership.
In the event an institution seeks to change an interpretation of proposed legislation acted upon by the Management Council during its pre-Convention meeting, the chair of the business session may direct the Management Council to take under advisement the Convention discussion in the Management Council’s post-Convention review of legislative actions. If the Management Council becomes aware of such concerns in advance of meeting during the Convention, the interpretation in question may be reviewed at that time.
To meet the requirement that all proposed legislation must be reviewed by an appropriate NCAA committee before it can be considered at an NCAA Convention, such committees shall be required to conclude their review not later than October 7, thus assuring time for amendments-to-amendments to be submitted in accordance with the November 1 deadline.
Management Council Meetings
The Management Council will conduct its October meeting in the metropolitan area where the national office is located and its April and July meetings in other locations. The January meeting will be held in conjunction with the annual NCAA Convention. Generally, Management Council meetings will be scheduled for one and one-half days. One portion of the Management Council agenda will be dedicated to committee reports (i.e., Association-wide and Division III committees). The Management Council and Presidents Council will conduct one joint meeting per year to further the communication efforts between the two governing bodies. Minutes of all NCAA meetings should be restricted to actions only (formal votes or stated “sense of meeting”) and such factual data as may be needed. Discussion and general commentary shall be included in minutes only when formally directed by the committee chair or formally required by a committee member.
Minutes of Management Council meetings shall continue to be distributed to voting member conferences, but Administrative Committee minutes shall be printed verbatim in The NCAA News and will not be distributed to conferences or appended to Council minutes.
Appendices to minutes should be shortened wherever possible. Committee minutes will not be submitted as Council agenda supplements. Only items requiring Council action should be included. Rationale statements should be limited to essential information.
A smoke-free environment will be maintained during Management Council meetings.
Meetings of other NCAA committees should not be scheduled at the same time as (i.e., in conflict with) meetings of the Management Council.
The Management Council’s post-Convention meeting shall be limited to essential items of business.
Membership Notification
Proper notification of Management Council actions shall occur through The NCAA News. The Management Council also will use other notification vehicles, including The NCAA News section on the Association’s world-wide web page, NCAA On-line (www.ncaa.org).
Membership Policies
The Membership Committee and Management Council-approved minimum requirements for Management Council approval of non-NCAA sports per Bylaw 20.10.3.1.1 are applied by the membership coordinator.
The Membership Committee and the Management Council shall review every three years each waiver of the Division III scheduling criteria.
The Association should attempt to use the names of its member institutions in NCAA publications in a way that is satisfactory to the member but also understandable to the general public. If an institution wishes an adjustment in the Association’s style regarding the use of its name, it may submit its request in that regard to the Management Council. [Note: In practice, this task will be performed by the Membership Committee.]
The Membership Committee and the Management Council shall review every two years each waiver granted under the provisions of Constitution 3.2.4.11.5. An institution’s decision to grant varsity status to a team that previously was operated as a club does not constitute a reclassification of that sport under NCAA legislation, inasmuch as the Association’s regulations do not apply to club teams.
The Membership Committee and the Management Council have the authority to consider requests for exceptions under the provisions of 20.10.3.2.9.1 based upon circumstances other than those specifically set forth in the legislation.
The Membership Committee and the Management Council shall review annually the circumstances resulting in probationary membership or restricted membership to assure that sports sponsorship criteria remain meaningful, especially as they relate to women’s programs.
[Note: Additional policies and procedures relating to membership classification are on file in the national office and are applied to membership-classification circumstances by the Membership Committee and the membership coordinator.]
Miscellaneous
All members of the Management Council shall receive copies of any press release regarding issues (i.e., eligibility ruling) that might receive national attention.
NCAA compliance forms shall be sent to two individuals on campuses with separate men’s and women’s athletics programs, if such an institution designates more than one individual for this purpose.
Institutions that fail to submit certification-of-compliance, sports-sponsorship or graduation-rates disclosure forms by the specified deadlines shall not be permitted to be included in an NCAA-conducted rating poll after October 15 each year, unless the institution has received a waiver under the provisions of Bylaw 31.2.1.3.
Management Council Procedures
The Management Council procedures are intended to achieve three goals:
a Assure emphasis on major policy issues in Management Council meetings.
a Promote thorough discussion of significant issues while curtailing discussions that become unproductive or unnecessary.
a Enhance efficiency and communication in the Presidents Council-Management Council relationship.
The following procedures will apply to all Management Council meetings:
a Management Council members will be asked to bring with them to meetings such basic reference materials as the NCAA Manual, the latest NCAA Directory or NCAA committee Handbook, and the minutes of the Administrative Committee and Interpretations and Legislation Committee since the preceding Management Council meeting.
a All supplements to the agendas are sent to all Management Council members in advance of the meeting, except in a rare circumstance where that is not possible to achieve. The Management Council receives by mail, approximately two weeks ahead of the meeting, the agenda and all available supplements. One week prior to the meeting, the national office sends additional supplements via overnight-delivery service. All Management Council members will then have the opportunity to peruse all materials prior to arrival at the meeting site. A notebook will be provided that members may use to organize the materials for each meeting.
a In the meeting, therefore, generally there should be no need to review item by item what is stated in the minutes of the Administrative Committee or the Interpretations and Legislation Committee -- unless a member of the Management Council raises a question or an action needs to be clarified. The chair simply will call attention to the minutes or supplement involved, ask if there are any questions and allow sufficient time for such questions. The chair declares the material approved if no questions arise.
a During each meeting, the Management Council will review reports and recommendations from the various committees that exist in the Division III substructure, as well as the Association-wide committees, when applicable. These reports will be presented by the Management Council member who serves as the representative on that committee.
a All Management Council decisions will be reported in summary fashion to the Presidents Council for ratification.
Meeting Information
The Management Council, as is the case with all entities in the NCAA, is bound by various Association meeting policies, including these:
a It must meet at least once a year in the metropolitan area where the national office is located.
a All meetings must be held in the contiguous 48 states.
a All members are expected to use Worldtek Travel, the Association’s travel agency, for their transportation arrangements to Management Council meetings. An NCAA Travel Handbook is given to each new member of the Management Council.
The Association’s policies regarding meeting expenses are set forth in Bylaw 31.7.2 in the NCAA Manual. In short, the NCAA pays for transportation to and from Management Council meetings, hotel room and tax charges at the meetings, and a $75 per diem for each day or part thereof involved in traveling to and from and attendance at the meeting. The member may claim 27 cents per mile for the round trip based upon the most direct route between the two points if travel is by automobile.
Transportation and the hotel room and tax are billed directly to the NCAA; the member needs only to pay incidental charges to his or her room when leaving the meeting site. At the meeting, each member will receive a form on which to claim per diem and any other expenses permitted under NCAA policies. The member will receive reimbursement for those expenses from the NCAA national office within a reasonable time after each meeting. Also, early in each calendar year, each member will receive a Form 1099 reporting the amounts thus paid during the preceding year, if that amount exceeds $600. In such instances, the member then will declare that amount in filing his or her income tax return for that year, so members will want to record their Council-related expenses in order to deduct the appropriate amount. Some Management Council members prefer to have their expense reimbursement paid directly to their institutions to eliminate the need for such personal record-keeping.
In the usual Management Council meeting format (except for the Convention meeting), the Management Council meeting begins at 8 a.m. on the first day. At the Convention, the current Management Council meets prior to the Convention. The new Management Council then meets immediately after the Convention. In all cases, a continental breakfast is provided each morning and a luncheon on each full day of Management Council sessions.
The National Collegiate Athletic Association
January 9, 2000 DTD/BB:skt