MINUTES OF THE
NATIONAL COLLEGIATE ATHLETIC ASSOCIATION
DIVISION III MEMBERSHIP COMMITTEE
Marriott Fisherman's Wharf
Participants:
Caitlin
Collier,
Kristen
Hall,
Susan
Hoffman,
Del Malloy,
Chris
Martin, College Conference of
Anne
Steele,
Richard
Strockbine,
Matt Banker, NCAA
Leah Nilsson, NCAA
Susan Peal, NCAA, recording secretary
Machli Joseph,
[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.]
Monday, January 24
The NCAA Division III Membership
Committee meeting was called to order at
1. Welcome and Announcements. Mr. Malloy welcomed new committee
members, Ms. Collier,
2. Membership
Committee Roster. The committee
reviewed the roster and updated contact information as needed.
3. Review
It was VOTED
"That the
minutes of the
4. Review
Committee Calendar. The
committee reviewed committee tasks as outlined on the committee calendar of
events.
5. Review Current
Provisional/Reclassifying Member Program.
a. Review
Current Roster of Provisional and Exploratory Members. The committee reviewed the list of
provisional and exploratory members through 2009.
b. Review Evaluations from Year-Two Visits. The committee reviewed evaluations from the 2004 provisional year-two visits. The committee recommended the following changes for fall 2005 year-two visits:
(1) Allow institutions the option for a morning coach's session versus an afternoon session;
(2) Add a facility tour;
(3) Encourage institutions to host a dinner or reception the evening prior to the educational sessions;
(4) Encourage NCAA staff and Membership Committee representatives to attend a campus athletics event if schedule permits;
(5) Add the athletic trainer to the list of participants for the educational sessions;
(6) Incorporate audio-visual aids to assist the NCAA staff during the rules education sessions; and
(7) Offer institutions a rules-education menu to fit the needs of each institution.
c. Review 2005 NCAA Convention Provisional/Reclassifying Member Education Sessions. Ms. Nilsson presented feedback from the 2005 NCAA Convention provisional/reclassifying member education sessions. The committee noted the chief executive officer (CEO) educational session was much improved from 2004 with the addition of the best practices and the presentation by a CEO who recently completed the provisional process. The committee noted the athletics administrators session was also improved with the addition of an NCAA staff member from championships. The committee will explore more ways to improve the Convention sessions for 2006. The committee suggested the following:
(1) Add a session to compare the National Association of Intercollegiate Athletics and NCAA regulations;
(2) Allow institutions to ask questions in advance for agenda planning;
(3) Provide the session evaluations for completion on sight;
(4) Organize a social event prior to the educational sessions; and
(5) Offer
the sessions Friday evening.
d. Discuss Evaluation of the Provisional/Reclassifying Member Program Generally. The committee discussed the overall evaluation of the provisional/reclassifying member program. The committee noted the expectation for institutions to develop from the program and be ready for active membership. The committee recommended the addition of day-to-day operational functions such as sportsmanship, game-day operations, sports information, athletic training and crowd control in evaluating the institution's readiness for active membership. To assist the provisional/reclassifying members, the committee also recommended the addition of a mentor program between the committee member and the provisional/reclassifying institution. Further, the committee recommended an exit interview process once becoming an active member.
e. Review
NCAA Chief Executive Officer Orientation Materials for Possible Inclusion in
the Provisional Member Education Program. Mr. Dutcher presented the new CEO
orientation developed as a pilot during the 2004-2005 academic year. The
committee noted the value to incorporate the Division III specific information
from the new CEO orientation into the provisional member CEO session.
f. Review
Frequently Asked Questions for Provisional Member Web Site. Ms. Nilsson presented the frequently
asked questions (FAQ) located on the provisional member home page of the NCAA Web
site. With recommendations from the
committee the FAQ document was approved.
g. Review
Reclassification Request from
It was VOTED
"That the
NCAA Division III Management Council adopt noncontroversial legislation to
grant the Membership Committee authority to waive years of the four-year
reclassification process when unique circumstances exist."
"That
"That retroactive credit be granted to Green Mountain for the
2003-04 academic year toward its four-year reclassification, effectively
waiving one year of the reclassification process, provided Green Mountain fulfills the educational
requirements contained in the overall four-year educational program for
reclassifying institutions. Green
Mountain will have an on-campus visit in fall 2005, demonstrate two consecutive
years (2005-06 and 2006-07) in full compliance with Division III regulations
(e.g., no athletics financial aid) and apply for active membership for the
2007-08 academic year."
h. Consider a Mechanism for Acceleration of the Provisional Membership Process. The committee discussed the acceleration of the membership program for provisional and reclassifying members. It was noted that some institutions may exhibit a readiness for Division III active membership more quickly.
It was VOTED
"That the provisional and reclassifying timeline should be unchanged."
i. Review Management Council Directive to Explore Future Legislative and Policy Options for Institutions that do not Fully Meet Program Requirements. The committee reviewed the directive from the Management Council to explore legislative and policy options for institutions that do not fully meet program requirements.
It was VOTED
"That the Management Council adopt noncontroversial legislation to grant the Membership Committee the authority to place an institution in restricted membership status for its first year of active membership. The committee will establish the parameters of restricted membership to include loss of any or all of the following: championship access, voting privileges, Division III grants and initiatives and catastrophic insurance."
It was VOTED
"That definitions of the terms probation and restricted
status should be added to the constitution."
j. Review Provisional Education Related to the Role of Senior Woman Administrator. Ms. Nilsson presented information related to the role of the senior woman administrator (SWA) based on a study conducted during 2004-05 and roundtable discussions at the 2004 National Association of Collegiate Women Athletics Administrators Fall Forum. The Management Council established an ad hoc group to assist with review of SWA research in greater detail. The committee recommended the incorporation of SWA information into the provisional member education program and the Institutional Self-Study Guide (ISSG).
k. Provisional Member Attendance at Regional Leadership Conference. The committee recommended allowing provisional institutions in years three and four the opportunity to participate in the Student-Athlete Regional Leadership Conference within their respective region. The committee also recommended participants be eligible to receive NCAA funding to attend the conference.
6. Review
the Provisional Member Contest Scheduling Challenge. The committee received the information
that, effective 2005-06, provisional and reclassifying members in years three
and four shall be counted as Division III opponents for scheduling purposes, as
determined by the NCAA Division III Championships Committee.
7. Review NCAA Constitution 3.6.1.2.1.2. The committee discussed cases when a provisional or reclassifying institution offers a student-athlete an athletically related financial aid award in the year before the exploratory year, or in the exploratory year and a student-athlete is put in a position of losing the athletics aid prior to graduation. Because the tenant prohibiting athletically related aid is such an important component of the Division III philosophy, the committee did not believe student-athletes should be able to receive athletically related aid, even if the individual chose to cease athletics participation.
It was VOTED
"That Constitution 3.6.1.2.1.2 should not be amended."
8. Remove Division I and II Reclassification Requirements from the NCAA Division III Manual. The committee approved the removal of Division I and II reclassification requirements from the NCAA Division III Manual.
It was VOTED
"That Management Council adopt noncontroversial legislation to apply the same standard per NCAA Bylaw 20.6.3.1 when an institution pursues multidivisional classification."
"That Management Council adopt noncontroversial legislation to amend Constitution 3.2.4.12.5 to submit the male-female enrollment ratio waiver to the Membership Committee."
"That Management Council adopt noncontroversial legislation to amend Constitution 3.2.5.1 to revise the language, 'secretary of this Association,' to the 'Executive Committee.'"
"That Management Council adopt noncontroversial legislation to amend Constitution 3.6.4.2, a written report to be reviewed by the Membership Committee with Management Council approval."
"That Management Council adopt noncontroversial legislation to amend Bylaws 20.4.2.1, 20.4.3.1, 20.6.2.1 and 20.6.2.2 to revise the language for all forms approved by the Membership Committee."
"To table discussions regarding the incorporation of the provisional and reclassifying requirements for each year of the education program in the Division III Manual."
9. Future of Division III Convention Forum Feedback. The committee reviewed the membership comments from the 2005 Convention forum to provide the Management Council/President's Council Oversight Committee feedback. The committee identified the following items for the Oversight Committee to discuss in more detail:
a. Enable Division III institutions to reclassify to Division I and II;
b. Adjust sports sponsorship requirements based on enrollment;
c. Increase minimum contest requirements for sports sponsorship;
d. Increase the minimum number of required student-athlete participants in individual sports, if the sport is used to meet the minimum sport sponsorship requirements;
e. Continue to permit national dual membership affiliations;
f. To what extent are CEOs involved in the oversight of intercollegiate athletics;
g. Better incorporate the individual who the athletics director reports;
h. Realignment without loss of automatic qualification, for a limited time period; and
i. Creation of a Conference Self-Study Guide.
[Note:
The meeting recessed at
Tuesday, January
25
The meeting reconvened and was called to order at
10. Active Member Education.
a. NCAA Support of Administrator to Whom the Athletics Director Reports. As shown in the Future of Division III – Phase II survey responses, 48 percent of Division III athletics directors report to an individual other than the CEO (e.g., chief academic affairs officer, chief student affairs officer). Based on the Division III reporting lines, the committee agreed to include the administrator to whom athletics director reports in its member education program. This initiative should be accomplished by:
(1) Providing an opportunity for Convention grants;
(2) Expanding the membership database to include the "top six;"
(3) Including the appropriate reporting lines in the ISSG;
(4) NCAA staff presenting information at the chief student affairs annual convention; and
(5) Providing NCAA Convention programming.
The committee also requested for the staff to provide the committee with the number of chief student affairs officers that attended the Convention.
b. Annual Review of Division III Membership Education and Communication Plan. Ms. Peal presented a document outlining the active member education and communication plan. The plan was unveiled to the membership at the 2005 Convention. The committee noted its role in the proposed programs for 2006 including rules education sessions at the Convention and professional development programming with the National Association of Division III Athletics Administrators. The committee noted the logistics for the rules education sessions at the Convention and suggested surveying the membership regarding the appropriate date.
c. View
Division III V-Mag. Mr. Banker introduced the committee to a
form of video communication known as V-Mag. This form of delivery will allow member
institutions to access Division III information through the use of interactive
video. The committee endorsed the
use of V-Mag and directed the staff to continue
communication initiatives through the use of technology.
d. Getting
in the Game CD-ROM Evaluation and Next Steps. The committee reviewed the Getting in the
Game CD-ROM evaluations and Ms. Peal presented information for the next phase
of the CD-ROM.
e. Review
Results of 2004 Rules Education Survey. The Division III rules education survey
was distributed via e-mail
f. 2005
NCAA Regional Rules Seminars. Ms.
Peal presented the format for the Division III programming at the 2005 Regional
Rules Seminar. Division III
sessions will encompass a full day Wednesday and during Thursday morning.
g. NCAA
Division III Institutional Self-Study Guide.
(1) Certification
of Insurance. Ms. Peal
presented to the committee the addition of two questions related to the
legislative requirement for the certification of insurance. The committee approved the additions for
inclusion in the Sports Medicine section of the ISSG.
(2) Membership
Education Checklist. Ms. Peal
presented to the committee the addition of a section in the ISSG to include a
membership education checklist. The
committee approved the additional section titled Membership Education and
Professional Development to include staff member participation in the active
membership education and communication program.
(3) Late Submissions. The committee reviewed the list of Division III institutions that have failed to submit their ISSG completion form. Ms. Peal noted that the 56 institutions that were delinquent are not being charged with a violation until submission of the notification of completion form shows a record of late submission. The committee raised a concern with this process and recommended that a late submission would result in an institution placed in probationary status. The institution would be notified of this status with a deadline to submit the ISSG completion form. Repeated failure to submit the completion would move the institution to restricted membership. The committee also noted that conference commissioners would be copied on the institution’s correspondence related to any late submission.
It was VOTED
"That the Management Council sponsor noncontroversial legislation to place institutions failing to comply with the ISSG deadline on probation. Further, if an institution does not submit the ISSG notification of completion form within one year of the original deadline, that institution shall be placed in restricted membership status."
h. Conference
Orientation. Ms. Peal presented
a proposed orientation program for new conference members. The committee approved the conference
orientation concept and directed the NCAA staff to implement the orientation
program. The committee also asked
for feedback from the Division III Commissioner Association and would make the
program available to all conferences that have an interest.
11. Review Sports Sponsorship Requirements. The committee reviewed the minimum contest and participant requirements under current legislation.
It was VOTED
"That the Management Council sponsor noncontroversial legislation to increase the minimum number of participants in tennis to six."
The committee
agreed to table further discussion related to the minimum contest and
participant requirements until the committee can receive data showing how many contests
institutions are actually using and review the legislative history.
12. Review of Institutions Not Meeting Sports Sponsorship Requirements. The committee completed a mid-year review of institutions that have been granted waivers for not meeting sport sponsorship requirements as submitted for the 2004-2005 academic year and of those institutions not meeting sports sponsorship requirements.
13. Violations of Bylaw 15.4.1. The committee reviewed the request from the NCAA Division III Financial Aid and Awards Committee for the Membership Committee to review whether an institution that fails to submit its annual financial aid electronic report should be moved to restricted membership status, consistent with Constitution 3.2.4.1 and 3.2.5.1.
It was VOTED
"That the Management Council sponsor legislation indicating institutions failing to submit the annual financial aid electronic report be moved to probation, restricted status and corresponding membership on repeated failures of submission."
14. Future
Meetings.
a.
b.
c.
d.
e.
f.
15. Other
business.
a. Football
Model. Mr. Dutcher
presented a new model for football in the NCAA structure as proposed by Roger
Thomas,
b. Management Council Representation. The committee discussed the need for continued and effective communication between Division III commissioners and the Management Council. The committee suggests that the Management Council Policies and Procedures document be updated to indicate that, when possible, there shall be representation of the Commissioners Association Executive Committee on the Management Council to enhance communication between the two groups.
c. New Member Orientation. The committee directed staff to develop an orientation program for the committee's new members.
16. Adjournment. The meeting was adjourned at
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