DIVISION III NOMINATING COMMITTEE

OPERATING POLICIES AND PROCEDURES

Legislated Duties and Responsibilities:

1. Bylaw 21.8.6.9.2 - Coordinate nominations for the Division III Management Council, all standing committees that report to the Management Council, all Division III sports committees and all Division III positions on Association-wide and common committees, pursuant to applicable legislative requirements.

2. Bylaw 21.8.1.3 - Ensure that a Division III conference or institutional representative on a Division III Committee whose term has expired may not be replaced by another representative of that conference or institution for a period of at least one year.

Exception: Division III Women’s Rowing Committee, Division III Women’s Ice Hockey Committee, Men’s and Women’s Skiing Committee.

3. Bylaw 21.8.4 - A committee member shall not participate in the committee’s discussion or vote on any action that may bring direct or indirect financial benefit to the member of any organization in which the member is financially interested other than the member’s institution or the conference of which it is a member. Committee members also shall recuse themselves from voting on issues that directly involve their institution, playing conference or another member of their playing conference.

4. Bylaw 21.8.1.3.1 - If an interim vacancy occurs and the committee member has equal to or more than one-half of a term remaining, then that committee member may be replaced on that committee by another representative of the same conference or institution only for the remainder of the term.

5. Bylaw 21.8.1.2 – One Member per Playing Conference. The membership of a Division III “playing conference” may not be represented on any committee by more than one individual. Exception: The Management Council representative.

Guiding Principles and Policies:

1. In the selection of candidates, the following criteria should be considered in no particular order:

a. Gender representation.

b. Ethnic diversity.

c. Geographic representation.

d. Representation by institutions of diverse size.

e. Representation of public and private institutions.

f. Representation of independent as well as institutions with a conference affiliation.

g. Overall conference representation.

2. Management Council nominees who have significant prior committee experience will be given preference, with the exception of CEOs.

3. Prior committee experience is preferred when appointing for the Budget, Nominating and Championship Committee.

4. Committee members may only serve on one committee at a time, with the exception of nominees for Management Council, who will be considered regardless of their current committee service.

5. Nominating Committee members should not be considered for appointment to any Association-wide or Division III committees while serving as members of the Nominating Committee. Once their service has been completed, Nominating Committee members should submit their individual nominations in the same manner and by the same deadlines as the membership. Exception: In the last year of the CEO’s service on the Nominating Committee, the CEO member may be considered for vacancies on other committees with service to begin once their term has expired.

6. In filling coaching positions on sports committees, first preference will be given to individuals who have coaching experience in the same sport and gender as the sports committee. If it is not possible to fill the coaching vacancy with an individual who has coaching experience in the same sport and gender as the sports committee, the Nominating Committee may resolicit nominations.

7. If a committee endorses reappointment of eligible individuals (those who serve less than half of one term), those reappointments are automatically approved by the Nominating Committee.

8. The Nominating Committee will only consider information requested on the Nominee Information Form. Additional materials are not requested and if such materials are submitted they are not to be shared with the Nominating Committee.

9. The Nominating Committee will not consider any in-person appeals by or on behalf of a candidate.

10. When less than two nominations are received for a new committee vacancy, the vacancy will automatically be readvertised, regardless of the qualifications of the single nominee. Once it has been readvertised the committee may act on the appointment even if there is only one nominee.

11. An individual shall not serve on a NCAA sports committee unless the individual’s institution sponsors that sport on an intercollegiate basis.

12. When filling the administrator and coaching positions on sports committees, the Nominating Committee will avoid consecutive terms of the same position (e.g. administrator, coach) for a sports district or region.

13. An administrator/coach may be considered as either a coach or administrator to meet the legislated requirements.

Nominating Committee Duties and Responsibilities:

Key role and expectation for Nominating Committee members is to assist with proactive personal solicitation of nominees to enhance the pool for all committee vacancies and to assist with appointment process. Two major assignments are:

· Assignment of approximately 2-3 sports based on interest, if possible.

· Assignment of regional areas of focus for general and Association-wide committees.

1. Process for solicitation of nominees. The committee coordinator:

a. Sends direct communication including vacancy, positional, gender, ethnicity and conference requirements to:

(1) NAD3AA listserve.

(2) The NCAA News.

(3) Division III commissioners.

(4) NACWAA listserve.

(5) NCAA Web site.

(6) Nominating Committee members.

(7) NCAA staff.

(8) Division III independents.

b. Forwards all nominee information to Nominating Committee for review and selection.

c. Facilitates Nominating Committee meeting.

d. Readvertises vacancies as necessary.

2. Nominating Committee member responsibilities (prior to and after committee meetings).

a. Sport/rules committees.

(1) Responsible for personal solicitation of nominees from across the country.

(2) Contact NCAA sport committee liaison(s) for list for sport regions, committee roster (names/address/phone).

(3) Create contact lists (name/address/phone/e-mail).

(4) Individuals to solicit for nominees (priority).

(i) Sport committee liaison.

(ii) Sport committee chair.

(iii) Departing committee member.

(iv) Regional committee member.

(v) Commissioners.

(vi) ADs/SWAs/FARs.

(5) Method of contact.

(i) Phone call.

(ii) E-mail.

b. General and Association-wide committees.

(1) Personal solicitation of nominees from region.

(2) Create contact lists (names/address/phone/e-mail).

(3) Individuals to solicit for nominees.

(i) Commissioners in region.

(ii) ADs (conference/region).

(iii) SWAs.

3. Resources to prepare and assist with solicitations.

a. NCAA Web site.

(1) Committee Administration page(vacancies/forms).

(2) Division III general, sports and rules/Association-wide committees.

(i) Mission.

(ii) Composition.

(iii) Current roster.

(3) Sports/championships.

· Sport sponsorship/regional breakdown.

b. Division III conference representation chart.