MINUTES OF THE

NATIONAL COLLEGIATE ATHLETIC ASSOCIATION

DIVISION III MEMBERSHIP COMMITTEE

Telephone Conference August 25, 2005

Participants:

Caitlin Collier, Menlo College

Kristen Hall, Bard College

Susan Hoffman, State University College at Brockport

Del Malloy, Salve Regina University, chair

Bill Mandel, Western New England College

Chris Martin, College Conference of Illinois & Wisconsin

Dick Strockbine, University of Dallas

Leah Nilsson, NCAA, recording secretary

Susan Peal, NCAA

Machli Joseph, Bernard M. Baruch College; and Ann Steele, Muskingum College; were unable to participate.

[Note: These minutes contain only actions taken (formal votes or stated "sense of the meeting") in accordance with NCAA policy regarding minutes of all Association entities. While certain items on the committee's agenda were acted on at various times throughout the meeting, all final actions within a given topic are combined in these minutes for convenience of reference.]

The NCAA Division III Membership Committee teleconference was called to order at 9:03 a.m. Central time by Mr. Malloy. All were present as noted above.

1. Welcome and Announcements. Ms. Peal announced that the January 2006 meeting should be scheduled by the end of this week.

2. Review Minutes from July 28 Telephone Conference. The committee reviewed the minutes from its July 28 telephone conference.

It was VOTED

"That the July 28 telephone conference minutes be approved."

3. Use of Consultants to Complete the Institutional Self-Study Guide (ISSG). The committee determined that the ISSG instructions should be updated to include a policy statement describing the appropriate use of consultants in the self-study process. Consultants may be used for data collection, but should not be substantively involved in the actual self-study, as it remains the responsibility of the institution to examine its program. Division II is also considering this concept; staff will work with the NCAA Division II Membership Committee liaisons to draft consistent language, if appropriate.

4. Review Use of Term "Provisional" by Exploratory Members. It was noted that institutions should not use the term provisional until the institution begins year one of the process. Staff will highlight this point in the exploratory meeting curriculum. To address those institutions that have already attended the exploratory meeting, staff will send a memo to address proper use of the term "provisional member." Further, staff will work with the NCAA database manager to consider adding the category of provisional applicant to describe those institutions whose applications for provisional membership have been accepted but not yet started provisional year one.

5. Year-Two On-Campus Visits. Staff updated the committee on the year-two visit schedule and staff liaison visit planning. Committee members should receive a phone call or e-mail from staff in the next few days to prepare for the visit.

6. Exploratory and Provisional Orientations. Staff updated the committee on the dates and attendees for the October 3 Exploratory session and the October 13 Provisional Orientation session. Kris Hall will attend the October 3 session and Del Malloy will attend on October 13. Any other committee member who would like to attend a session should contact the staff.

7. NCAA Convention - Provisional Education Session. Staff reviewed the Convention schedule with the committee noting the additional programming resulting from the NCAA Centennial. Based on this schedule, the committee discussed having one combined session for athletics directors and chancellors and presidents and to replace the traditional educational programming with a networking opportunity. The committee determined the provisional education session should occur from 8 to 9:30 a.m. or 8:30 to 10 a.m. Saturday morning, depending on room availability. Programming will include a brief presentation to highlight important events at the NCAA Convention, common pitfalls in the provisional or reclassifying membership process and the new opportunity for acceleration for the

provisional membership process. After the brief presentation, meeting participants will have the remaining time to network with each other and the membership committee representatives.

8. Institutional Waivers to Accelerate. Staff reminded the committee that eligible institutions have a September 15 deadline to submit a request to accelerate the provisional membership process. The committee will consider these requests during its September 27 telephone conference using the review criterion approved by the NCAA Division III Management Council and NCAA Division III Presidents Council at their July and August meetings, respectively.

9. Mentor Guidelines. Staff reviewed sample mentor guidelines for the new provisional/reclassifying mentor program. The committee determined that the program should include expectations for both the mentee and the mentor. In this way, both the committee member and provisional/reclassifying institution are expected to be proactive in communicating with each other. The committee determined it would be appropriate for the institution to seek advice from the mentor regarding completion of the annual report. This advice should be distinguished from a review of the annual report as the mentor cannot speak for the entire committee. The remainder of the proposed guidelines were approved as presented.

10. Current Provisional, Exploratory and Reclassifying Members. Staff reviewed the 2005-06 roster of provisional, exploratory and reclassifying members. As of the date of this call, seven institutions have registered to be exploratory members for 2005-06.

11. Review Lesley University Waiver Request – Single Gender Institution Transition to Coeducational Institution. The committee reviewed Lesley University's action plan to meet the sports sponsorship requirement for the newly admitted male population at Lesley. The committee would like the staff to remind Lesley that the requirements include sponsoring five sports for all male or mixed teams of males and females, not that there must be an equal number of men's and women's sports. The committee noted that the institution's action plan was sufficient to demonstrate commitment to proper sponsorship of five men's sports by September 1, 2008.

It was VOTED

"That Lesley University's waiver request be approved."

12. Other Business. The committee discussed several items of other business.

a. Attendance at Year-One Orientation for Institutions that Repeated Year One of Provisional Membership. The committee determined this event should be optional but encouraged especially for any new staff members. Staff will contact the affected institutions to notify personnel of the option.

b. Reporting Violations for Late Submission of ISSGs. The committee determined that institutions should not be required to file a secondary violation for late submissions of ISSGs if that ISSG was due prior to August 25, 2005. The committee indicated the notice of late submission (sometimes years after the original deadline) was not sufficient to justify reporting a secondary violation. The committee also noted the new, more stringent expectations surrounding completion of the ISSG and the new ISSG schedule so that, going forward, deadlines will be more clear and there will be significant ramifications for late or non-submission of the notification of completion form.

13. Future Meeting Schedule.

a. 10 a.m. Eastern time, September 27.

b. 10 a.m. Eastern time, October 24.

c. 10 a.m. Eastern time, November 17.

d. 10 a.m. Eastern time, December 15.

14. Adjournment. The teleconference adjourned at 10:10 a.m. Central time.

# # # # #