MINUTES OF THE

NATIONAL COLLEGIATE ATHLETIC ASSOCIATION

DIVISION III MEMBERSHIP COMMITTEE

NCAA National Office June 23-24, 2005

Indianapolis, Indiana

Participants:

Caitlin Collier, Menlo College

Kristen Hall, Bard College

Susan Hoffman, State University College at Brockport

Machli Joseph, Bernard M. Baruch College

Del Malloy, Salve Regina University, chair

Bill Mandel, Western New England College

Chris Martin, College Conference of Illinois & Wisconsin

Anne Steele, Muskingum College

Richard Strockbine, University of Dallas

Leah Nilsson, NCAA

Susan Peal, NCAA, recording secretary

Bridget Belgiovine, NCAA; Shana Levine, NCAA; and Dan Dutcher, NCAA, were in attendance for portions of the meeting.

[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 meeting was called to order at 8:15 a.m. by the chair, Mr. Malloy. All members were present as noted above.

1. Welcome and Announcements. Mr. Malloy welcomed the committee members. Ms. Nilsson reviewed the meeting schedule.

2. Membership Committee Roster. The committee reviewed the roster and updated contact information as needed.

3. Review May, 19 Teleconference Minutes. The committee reviewed the minutes from the May 19 teleconference.

It was VOTED

"That the minutes of the May, 19, 2005, teleconference be approved as distributed."

4. Membership Applications and Forms.

a. Review Common Applications and Forms. The committee reviewed common applications and forms across all three divisions. Ms. Peal reported that the common applications and forms are a result of a more streamlined approach for more concise formatting and ease of completion. With recommendations from the committee, the common applications and forms were approved.

b. Consider Common Deadline of June 1 for all Applications. The committee discussed revising the deadline as June 1 for all applications. The establishment of a June 1 deadline for the exploratory application and annual reports will provide a common deadline for all membership forms.

It was VOTED

"That a June 1 deadline apply to all exploratory, provisional and reclassifying applications including the institutional annual report."

5. Exploratory Membership Issues.

a. Review Agenda for Fall Exploratory Meeting. The committee reviewed the agenda for the October 3 fall exploratory meeting. The exploratory orientation agenda was approved with the following recommendations:

(1) Include the committee roster;

(2) Add a slide to review institutional access to Division III programs and services; and

(3) Invite the senior administrator that has athletics oversight.

The committee also discussed the delivery of orientation material through Web casting. To that end, the committee agreed to keep the orientation in its current in-person format.

b. Consider Simultaneous Exploration of Two Divisions. The committee discussed simultaneous exploration by institutions currently in the exploratory phase for two divisions. The committee had no objection with institutions exploring more than one division.

6. Provisional and Reclassifying Membership Issues.

a. Review Educational Materials.

(1) Four-Year Timelines. In an effort to organize the provisional and reclassification process, Ms. Peal presented timelines outlining each step in the four-year process. The committee recommended adding the senior administrator with athletics oversight to the timelines, placing the timelines on the NCAA Web site and attaching an addendum outlining deadlines for NCAA required forms.

(2) Provisional and Reclassifying Orientation Agenda and PowerPoint. The committee reviewed the agenda for the October 13 provisional and reclassifying orientation. The committee recommended institutional preparation regarding NCAA rules prior to arriving for the in-person orientation and incorporating round-table discussions.

(3) Campus Visit Agenda and Materials. The committee reviewed the agenda and schedule for the year two on-campus visits.

(4) Mentor Program. The committee discussed the incorporation of the mentor program for provisional and reclassify institutions. The committee directed staff to develop an operating document outlining the mentor expectations. It was also recommended that the committee members meet with their respective mentees at the annual NCAA Convention.

(5) Updated Program Assessment. The committee reviewed the updated program assessment.

(6) Frequently Asked Questions Document. The committee reviewed the frequently asked questions located on the provisional member home page of the NCAA Web site.

(7) Green Mountain College Educational Program. The committee reviewed the condensed educational program for Green Mountain College.

b. Review of Division III Provisional and Reclassifying Member Annual Reports.

(1) Provisional Member Annual Reports – Fourth Year of Provisional Membership. The committee recommended that Spelman College be moved into the fourth year of provisional membership.

It was VOTED

"That Spelman College be moved into the fourth year of provisional membership."

(2) Provisional Member Annual Reports – Third Year of Provisional Membership. The committee recommended that the following institutions be moved into the third year of provisional membership.

It was VOTED

"That the following institutions be moved into the third year of provisional membership:

(a) Finlandia University;

(b) Mount Mary College; and

(c) University of Texas at Tyler."

It was VOTED

"That the following institutions repeat the second year of provisional membership for failure to meet the sport sponsorship requirements as set forth in NCAA Constitution 3.6.1.4 (five-sport/three season requirement) and NCAA Bylaw 20.11.3.3 minimum contests and participants requirements for sports sponsorship):

(a) University of Maine at Presque Isle; and

(b) Penn State Berks-Lehigh Valley College."

(3) Reclassification Request – Third Year of Reclassification. The committee recommended that University of Minnesota, Morris, repeat the second year of reclassification.

It was VOTED

"That University of Minnesota, Morris, repeat the second year of reclassification for failure to meet the sport sponsorship requirements as set forth in Bylaws 20.6.2.3 (compliance with criteria) and 20.11.3.3 (minimum contests and participants requirements for sports sponsorship)."

(4) Reclassification Request – Third Year of Reclassification. The committee recommended that Green Mountain College be moved into the third year of reclassification.

It was VOTED

"That Green Mountain College be moved into the third year of reclassification on confirmation of no athletics aid awarded for 2005-06."

(5) Provisional Member Annual Reports – Second Year of Provisional Membership. The committee recommended that the following institutions be moved into the second year of provisional membership.

It was VOTED

"That the following institutions be moved into the second year of provisional membership:

(a) Crown College (Minnesota);

(b) Keystone College;

(c) Mount Aloysius; and

(d) Tri-State University."

"That the following institutions repeat the first year of provisional membership for failure to meet the sport sponsorship requirements as set forth in Constitution 3.6.1.4 (five-sport/three season requirement):

(a) Presentation College; and

(b) Mitchell College."

(c) Review of 2007-08 Provisional Member Applications. The committee accepted and approved the applications of the following institutions that will begin the provisional member educational process. These institutions have completed the exploratory year in 2004-05 and will be corresponding members until beginning the provisional process.

It was VOTED

"To accept the following applications for Division III membership:

(1) Briarcliffe College (2007-08);

(2) Franciscan University of Steubenville (2007-08);

(3) College of St. Joseph in Vermont (2006-07); and

(4) St. Joseph's College, New York (2007-08)."

(d) Waivers to Accelerate the Four-Year Process. The committee reviewed three requests for waivers of the provisional membership timeline. The committee tabled the waiver requests until its September conference call. At this time, the committee does not have the authority, if requested by the institution, to waiver the provisional four-year process. The committee remains committed to a four-year process and its program philosophy designed to assist an institution to adjust to operational practices and Division III philosophical values. To that end, the committee believes there maybe some institutions that exhibit a readiness for Division III active membership more quickly than other institutions' provided the institution can demonstrate this readiness through established standards.

It was VOTED

"That at the completion of the provisional or reclassification year two, institutions be afforded the opportunity to apply to the committee for a waiver of the provisional timeline. The committee will review the following standards, based on compelling evidence:

(1) Meet sponsorship requirements for two years;

(2) Meet sport minimum requirements for two years;

(3) Complete successful financial aid report;

(4) Attend all required functions (i.e., Convention, NCAA Regional Seminar);

(5) Award no athletics aid during any provisional year;

(6) Complete successful year two on-campus visit;

(7) Exhibit evidence of a compliance system;

(8) Avoid repeating year one or two;

(9) Meet all other membership requirements; and

(10) Display evidence of effective mentoring."

7. Division III Active Member Education.

a. Review 2005 NCAA Regional Seminars.

(1) Review Participant Numbers. The committee reviewed the participant numbers for the regional seminars noting that for the fourth consecutive year the number of attendees from Division III institutions increased.

(2) Consider Enhancements for 2006 Regional Seminars. The committee suggested the following enhancements for the 2006 regional rules seminars:

(a) Include a financial aid reporting process overview and present the data results in the governance session;

(b) Keep the introduction and advanced playing and practice seasons model;

(c) Keep the Division III specific camps and clinics session;

(d) Include more focus on recruiting materials and not as much information on official visits in the recruiting; and

(e) Include a session of roundtable topics (e.g., fund-raising regulations).

b. Review NCAA Division III Rules Test. The committee reviewed and approved the 2005-06 NCAA Division III Rules Test.

c. Review NCAA Division III Institutional Self-Study Guide (ISSG).

(1) Approve 2005-06 ISSG. The committee reviewed and approved the 2005-06 ISSG.

(2) Late submissions. The committee reviewed the 2006 Convention proposal for institutional failure to comply with the ISSG deadline.

(3) Institutional Cohorts. The committee reviewed an ISSG reporting chart outlining Division III institutional self-study due dates. The committee approved the new reporting timeline to assist in organizing institutions in a five-year cohort.

d. Educational Efforts Related to Equity in Athletics Disclosure Act (EADA) Report. The committee discussed the educational efforts related to EADA reporting. Mr. Malloy gave an update from the NCAA Task Force charged with the development and clarification of the EADA reporting requirements.

e. Educational Programming Partnership with National Association of Division III Athletic Administrators (NADIIIAA). Cathy Schweitzer joined the meeting via conference call and presented to the committee the plan for the programming partnership between the NCAA and NADIIIAA. The committee suggested that in the years the programming is in conjunction with the regional seminar, it should precede the rules seminar sessions. Ms. Hoffman will represent the committee on future conference calls to plan NADIIIAA programming. The committee also suggested the following topics with Ms. Schweitzer:

(1) Open question and answer session;

(2) Roundtable discussions;

(3) Performance evaluation process;

(4) Interview and resume process;

(5) ISSG best practices; and

(6) Enhancing the student-athlete experience.

f. Update on New Conference Education Program. The committee reviewed the conference education program. Ms. Peal noted that conferences wishing to use the educational program will be able to access the program by request.

g. Getting in the Game CD-ROM. Ms. Peal presented the first draft of the CD-ROM for the committee's review.

h. Record of Attendance at Educational Events. The committee reviewed documentation charting Division III participation rates for educational events and programming. The committee suggested the data be shared with NADIIIAA and conference commissioners. The committee also suggested the eligibility for initiative grants be linked to attendance at various educational events.

8. Membership requirements.

a. Review Sports Sponsorship Contest and Participant Minimums. The committee reviewed the sports sponsorship contest and participant minimums in chart form outlining the percentage of contest maximums and proposed minimum participants.

It was VOTED

"That the Management Council sponsor legislation to revise the minimum contest requirements with a delayed effective date of August 1, 2007. The committee agreed that institutions sponsoring varsity intercollegiate sports should demonstrate a legitimate commitment to the sport program and a quality student-athlete experience. In order to demonstrate this commitment, the committee recommended that the minimum contest requirement be based on 70 percent of the most recent three-year mean with the exception of men's and women's golf (seven contests) and men's and women's ice hockey (17 contests). The committee will review the average contest figures an contest minimums every three years and seek sport committee feedback."

b. Financial Aid – NCAA Bylaw 15.4.1 (Penalties). Chris Strobel and Matt Banker presented to the committee an overview of the enforcement process for financial aid violations identified by the NCAA Division III Financial Aid Committee. The committee was asked for feedback related to penalties for secondary violations associated with membership requirements. The committee identified the following educational components for institutions in violation of Bylaw 15.4.1:

(1) Required attendance at regional seminars;

(2) Required attendance at the NCAA Convention with expanded programming;

(3) On-campus institutional visits; and

(4) Educational program via a CD-ROM or online Web site.

9. Update on the Future of Division III.

a. Recommendations from the Future of Division III Oversight Group. Mr. Dutcher presented to the committee the recommendations from the Future of Division III Oversight Group which included possible proposed legislation, best practices and items of further review.

b. Conference Self-Study Guide. Mr. Dutcher presented to the committee the guiding principles for a Division III Conference Self-Study Guide (CSSG). The committee supported the sponsorship of legislation to require conferences to complete a CSSG. The committee recommended a delayed effective date of August 1, 2006, to allow the` committee to develop the self-study instrument and to allow conferences to prepare for the implementation of the self-study. Mr. Mandel, Mr. Martin and Ms. Hall will serve on a project team to develop the CSSG.

c. Oversight of Intercollegiate Athletics: Incorporation of Individual to Whom Athletics Reports. The committee discussed the incorporation of the senior administrator with athletics oversight and updated the appropriate membership documents to include this key individual. The committee also directed NCAA staff to attend conferences (e.g., National Association of Student Personnel Administrators) and offer programming to assist such individuals.

d. Review Five-Sport/Three-Season Requirement. The committee reviewed the enrollment to sports sponsorship ratio from the 2003-04 sports sponsorship data. The Division III Philosophy Statement states that each institution should, “encourage participation by maximizing the number and variety of athletics opportunities for their students.” The committee believes that sports sponsorship is a direct reflection of an institution’s commitment to this broad-based philosophy. Increasing minimum sponsorship numbers to six and six (12 total sports) is more reflective of the division-wide average commitment of eight and eight (l6 total sports). Approximately one-fourth of the Division III membership has undergraduate enrollment less than 1000. Exempting those schools recognizes that enrollment is an important factor in the determining what constitutes a broad-based program. The four-year delayed effective date will give each of the approximately 30 schools affected by this proposal adequate time to prepare for its implementation and is similar to the delayed effective date successfully employed when minimums were last raised from four and four to five and five.

It was VOTED (4-3-1)

"That the Management Council sponsor legislation to increase the sports sponsorship minimum to six sports for male/mixed teams and six sports for female teams for institutions with enrollment greater than 1,000 students, effective August 1, 2010."

10. Review Division III and Membership Committee Strategic Plans. The committee reviewed its initiatives and implementation progress as noted in the Division III strategic plan.

11. Other Discussion Items.

a. Access to Division III Funds for Reclassifying Institutions. The committee reviewed the Division II legislation regarding eligibility for initiative funds on written notice of its intention to change membership classification.

It was VOTED

"That an institution shall no longer be eligible for funding once the institution has forwarded to the national office written notice of its intention to change its membership classification."

b. Conference Voting Rights. Ms. Nilsson presented to the committee the legislative history of NCAA Constitution 3.3.2.2 and the criteria to be a voting conference. The concern was raised that institutions that are members of more than one voting conference potentially have a double vote.

It was VOTED

"That the Management Council amend Constitution 3.02.3.3 and 3.3.2.2 to reflect voting privileges to a conference with six primary members."

c. Orientation Program for New Committee Members. The committee reviewed the orientation program for new committee members. The orientation program will be presented to new members at the January 2006 meeting.

d. NCAA Executive Committee Resolution – Committee Size and Structure. Mr. Dutcher updated the committee on the recommendations from the working group charged with implementing the Executive Committee resolution.

e. Membership Sponsored Legislation for 2006 Convention. The committee discussed membership sponsored legislation for the 2006 Convention that may require committee comment.

f. Minimum Participants Requirements. The committee reviewed the Division I minimum contest participant requirements for emerging sports. Minimum participant requirements have not been established for Division III emerging sports. The minimum participant requirements are consistent with NCAA Divisions I and II.

It was VOTED

"That minimum participant requirements for emerging sports be established as follows:

(1) Synchronized swimming – eight contests, N/A participants;

(2) Team handball – 10 contests, N/A participants;

(3) Archery – five contests, five participants;

(4) Badminton – eight contests, six participants;

(5) Bowling – eight contests, five participants; and

(6) Squash – eight contests, nine participants.

12. Set Future Teleconference Schedule.

a. 10 a.m. Eastern time, July 28;

b. 10 a.m. Eastern time, August 25;

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

d. 10 a.m. Eastern time, October 24;

e. 10 a.m. Eastern time, November 17; and

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

13. Other Business – Official Petition from Bennett College. The committee reviewed a petition from Bennett College regarding its active membership status. On February 25, 2005, Bennett College was notified of its failure to conform to Constitution 3.2.5.2, failure to meet five-sport/three sport season requirement. The committee notified Bennett of its restricted membership status effective for the 2005-06 academic year. Bennett College

requested that the committee place Bennett on probation in good faith that the institution will meet the commitment as outlined in its 2005-07 operational plan.

It was VOTED