Fall Update/ Violation Reviews

Fall Update/ Violation Reviews Minnesota state University Athletics Rules Education Session October 2017

The Rundown • Review of Fall Semester to date • Preview of remainder of term heading into winter • Reminder on need to report potential violations • Recap of NSIC Violations

Review of Fall Semester To Date • Busier than usual • Selected for NCAA Division I APR Data Review • Extremely time intensive • All information submitted (we think!) • Improved PTD credit evaluation process • Has unfortunately delayed other typical Fall processes (such as Rules Ed meetings…)

Review of Fall Semester To Date • Getting Caught Up • Reminder about weekly CARA log submissions (email to Shane and Alex) • Strongly suggest “live” tracking of Season of Competition Forms • Aware of glitches on Compliance Page; please use paper copies of Unofficial Visit recaps for the time being

Preview of Remainder of term heading into winter • November NLI Signing Period • Get us info ASAP as we still need to do paper copies for this process • 2017-18 tender request is on Compliance page • All sports other than football and women’s soccer • Need to completely fill out all documents by PSA’s and parents • Prefer scan & email back; legible photos work too!

Preview of Remainder of term heading into winter • Priority Registration Recap • A total of 501 SA’s could have taken advantage of PR • After Day 1, 401 SA’s had already registered • After Day 2, 464 SA’s registered  92.6%

Preview of Remainder of term heading into winter • Priority Registration Recap • However, of 37 SA’s who didn’t register, 17 had legitimate reasons for not doing so • 8 graduating in F17 • 5 have internship/student teaching considerations that didn’t let them register, but the SA’s will still get into their courses • 2 are transferring after this term • 2 more are Medical/Fifth-Year Exemptions, and not “active” student-athletes

Preview of Remainder of term heading into winter • Priority Registration Recap • Therefore, 464 out of 484 SA’s took advantage of PR  95.9%!!! • PTD Team will begin evaluations of 2018 Spring Semester schedules and be in contact if any potential issues arise

Preview of Remainder of term heading into winter • Priority Registration Recap • Reasons the 21 SA’s didn’t do Priority Registration • 8.5 – Unpaid Balance Holds • 3 – Access Holds • 2.5 – FAFSA Delay Due To Parents • 2 – Past Due Balance Holds • 1 - Admissions/Contract Student Hold (2 each) • 1 – Immunization Hold • 2 - Unknown

Preview of Remainder of term heading into winter • 2017 Fall Semester Grades • Final grades due on December 14th • PTD team will work on alerting coaches/SA’s on failure to pass 6 (D-I)/9 (D-II) PTD acceptable credits on the 15th • Complete review of all F-17 coursework may extend into beginning of SP-18 semester

Reminder of the Need to Report Potential Violations • A history of self-reporting can come in extremely helpful in the event of a significant violation down the road • What follows are 24 violations self-reported to the NSIC over the past six months by its member institutions

Recap of NSIC Violations • VIOLATION #1: • A member institution permitted student-athletes to practice beginning at the start of their interim semester (between fall & spring) which occurred before the permissible start-dates as found in Bylaw 17. • Both spring sport and fall sport student-athletes participated in CARA activities during this period.

Recap of NSIC Violations • VIOLATION #1 CONTINUED: • The institution was under the impression that student-athletes could begin CARA once the interim term begins. • An interpretation was appealed with the NCAA. The appeal was upheld on the grounds that the interim terms are not regular academic terms since by definition they are voluntary. • As a result, it is not permissible for the institutions to begin spring sport practices prior to January 10th.

Recap of NSIC Violations • VIOLATION #1 CONTINUED: • The institution placed a one-for-one penalty on all offending programs. • The total hours that were impermissibly utilized were restricted over the next 11 weeks. • Additionally, a rules education session was held. • The NCAA staff provided partial relief from the standard 2-for-1 penalty • How does this affect us?  It doesn’t. MSU does not have an interim term (aka, “J-Term), so this violation cannot affect us.

Recap of NSIC Violations • VIOLATION #2: • The assistant track & field coach posted a video on Twitter showing a student-athlete working out during the winter break period. • The compliance officer noticed the video and contacted the assistant coach. • The assistant coach confirmed the date of the video (during the winter break period) and stated that they thought the winter break had not started yet. • Once the clarification was made, they confirmed that they did workout a student-athlete during the impermissible winter break period.

Recap of NSIC Violations • VIOLATION #2 CONTINUED: • A meeting with the assistant coach occurred in which the violation and future expectations were outlined. • Educational sessions were scheduled with the assistant coach for the remainder of the following semester. • A full-staff message was emailed out re-clarifying the winter break restrictions as well as the future dates as posted in the Division II manual. • Finally, a letter of reprimand was placed in the assistant coach’s file. • The NCAA also required a CARA participation reduction by the assistant coach and the involved student-athlete on a two-for-one basis.

Recap of NSIC Violations • VIOLATION #2 CONTINUED: • How does this affect us?  As long as no CARA – voluntary or not – takes place during the December Winter Break, this should not be a problem. • Future Winter Break Periods • 2017: December 20-26 • 2018: December 20-26 • 2019: December 23-29 • 2020: December 21-27 • 2021: December 21-27

Recap of NSIC Violations • VIOLATION #3: • While attending an institutional event, the compliance officer (CO) noticed there were a number of baseball student-athletes there to help. • During the event, the CO noticed that they did not recognize one of them as being a member of the baseball program. • The volunteer assistant baseball coach was in attendance so the CO approached and asked for the name.

Recap of NSIC Violations • VIOLATION #3 CONTINUED: • After not recognizing the name, the volunteer coach went on to state that the student-athlete became a member of the baseball team about half-way through the fall season and was under the assumption that the SA had completed all of the paperwork and clearance before beginning practice.

Recap of NSIC Violations • VIOLATION #3 CONTINUED: • The CO immediately recognized the violation and began gathering more facts. • The CO met with the head baseball coach, and it was determined that the student-athlete was added to the baseball roster in early October. • Compliance was never notified of the roster addition. • The head coach proceeded to permit the student-athlete to participate in CARA before certification on 45 occasions. • It was determined that the student-athlete did not compete or receive any travel expenses during the fall season.

Recap of NSIC Violations • VIOLATION #3 CONTINUED: • The institution withheld the student-athlete from all countable activity for the next 90 CARA days. • Following the 90-day period and eligibility certification, the student-athlete would be certified for practice. • To better set up the department for roster additions, the athletic department created an all-encompassing Roster Addition Form that requires a number of signatures and an official clearance email to be sent out before any countable activity may occur.

Recap of NSIC Violations • VIOLATION #3 CONTINUED: • The CO and the athletic director had an in-depth meeting with the head coach to go over the process that was missed and as to why it is such a big deal. • Various roster policies were heavily addressed through education throughout the entire department. • How does this affect us?  We already have a Roster Addition Form, but please do not become complacent on this matter

Recap of NSIC Violations • VIOLATION #4: • On April 10th, the media relations staff sent out an email to the department and those that subscribe to the department emails with a release regarding the signing of two volleyball prospective student-athletes to an NLI. • This was two days prior to the official signing. • When the compliance officer received the email, they immediately went over to the media relations staff and asked them to remove the email and any other articles if they were posted given it was not permissible to release this information prior to the students actually signing on the 12th. • The email was all that went out and it was retracted.

Recap of NSIC Violations • VIOLATION #4 CONTINUED: • The institution has and will continue to review the NLI signing dates with the media relations staff and send out reminders prior to the NLI signing date to assure they are aware of the dates. • How does this affect us?  Accidents happen. There was no malicious attempt to get this information out ahead of time, and the penalty reflected this accident. However, this concept is why we have official notification for NLI signees verified by Compliance first before any publicity announcements are approved.

Recap of NSIC Violations • VIOLATION #5: • On the afternoon of March 16th, a baseball student-athlete withdrew from a course and dropped below 12 credit hours. • The student-athlete did travel with the team on March 18th and 19th but did not participate in any of the contests. • On the morning of March 20th, the assistant registrar noticed the student-athlete on the less that 12 credits report. • The AR immediately contacted the compliance officer.

Recap of NSIC Violations • VIOLATION #5 CONTINUED: • The AR discovered that the athletic holds that normally lock all student-athletes into at least 12 credits was inadvertently lifted the week prior as the Registrar's office was preparing for Summer 2017 registration. • The AR immediately placed all holds back on the student-athletes to prevent any other occurrence. • The head coach was notified of the situation and that the student-athlete was ineligible until he regains full-time status.

Recap of NSIC Violations • VIOLATION #5 CONTINUED: • The student-athlete did quit the program, but should they choose to ever return, he will be required to make a donation in the amount of $47.00 (which was determined to be the total benefit cost from his impermissible trip) to a charity of his choice before he will be certified for CARA. • In addition, the Registrar’s Office has pledged to run the athletic eligibility reports on a daily basis instead of its already frequent-although not necessarily daily—basis. • Finally, we will continue to stress during our educational efforts with student-athletes and coaches the proper procedures to follow in order to drop a course.

Recap of NSIC Violations • VIOLATION #5 CONTINUED: • How does this affect us?  I’ll be honest…this one is ours. There was a weird glitch in the Student-Athlete Hold last spring that led to this violation. Thankfully, this was the only violation that popped up. You can help in the future by reminding SA’s to please check with Karey first before dropping any courses!!!

Recap of NSIC Violations • VIOLATION #6: • At the start of each academic year, each coach is required to submit a playing and practice season declaration form to the compliance office. • On this form, the head golf coach indicated they would be participating in 6 contests in the fall and 5 contests in the spring. • The head coach made the decision during the spring season to add an additional tournament to their schedule (2 dates of competition). • This addition to their schedule pushed them two dates of competition over their maximum limitations for the year. • The head coach stated they were unaware they had exceeded the permissible dates of competition and did not contact the compliance office before making modifications to the schedule

Recap of NSIC Violations • VIOLATION #6 CONTINUED: • The women’s golf program will be restricted to 19 total contests in 2017-18. • A letter of reprimand has been added to the head coach’s file. • Bi-weekly compliance meetings with the compliance officer and the head coach are now required. • Additionally, the head coach will be suspended from coaching all rounds of the NCAA Regional Golf Tournament, adding an additional round of suspension from the Championship Committees ruling of two rounds.

Recap of NSIC Violations • VIOLATION #6 CONTINUED: • How does this affect us?  This is why I get so antsy to get your schedules and ask to be made aware of any changes to said schedules. Typically, our coaches are very good about this sort of thing, but this is a very good illustration of what can happen when Compliance is not kept in the loop on schedule changes.

Recap of NSIC Violations • VIOLATION #7: • A partial qualifier competed in an indoor track & field meet while not certified for competition. • The student-athlete was notified in September that he was a partial qualifier as he did not present enough core courses. • The student-athlete was emailed what he could and could not do during the season and what he needed to do to restore his eligibility for 2017- 18. • The head coach was also notified and signed the Eligibility Checklist prior to the indoor season in October.

Recap of NSIC Violations • VIOLATION #7 CONTINUED: • The student-athlete emailed the compliance officer at the start of the indoor season to ask about competing unattached. • The student-athlete was again informed that he could not compete due to the new legislation requiring student-athletes needing to be academically and athletically eligible in order to compete attached or unattached. • The compliance officer was reviewing the season ending competition report for men’s indoor track and field. • They discovered that a partial qualifier participated in a local meet according to TFRRS.

Recap of NSIC Violations • VIOLATION #7 CONTINUED: • When asked why he thought he could compete unattached, the student-athlete responded that he should have asked more questions. • He noticed other people competing unattached earlier in the year. • He asked his event coach, who is a part-time assistant, and the coach thought he should be able to compete unattached.

Recap of NSIC Violations • VIOLATION #7 CONTINUED: • The institution has charged the student-athlete with a season of competition in indoor track and field. • The student-athlete will be suspended for the first date of competition during the 2017-18 indoor season. • The head coach will be suspended for the first date of competition during the 2017-18 season. • The institution will pay a $250 fine for competition while ineligible. • Rules education for all student-athletes who could compete unattached as well as all coaches in those sports. • The NCAA also required reinstatement for the student-athlete.

Recap of NSIC Violations • VIOLATION #7 CONTINUED:How does this affect us?  As a reminder a student-athlete must be academically AND athletically eligible to compete in order to be permitted to compete either attached or unattached, as well as be able to travel. If a student-athlete does not meet those criteria, no competition in any form until such time that they regain their eligibility.

Recap of NSIC Violations • VIOLATION #8: • At the end of January, the head women’s basketball coach contacted a city league looking for a spot for one of the student-athletes to play. • The student-athlete is a transfer who is eligible, is receiving a scholarship and is redshirting for the year. • The leader of the team called the student-athlete and asked if she was interested. • The student-athlete stated that she wasn’t sure if she was permitted to play.

Recap of NSIC Violations • VIOLATION #8 CONTINUED: • The coach of the city league team told her that the head coach has stated that it was legal, given that the student-athlete was eligible and was redshirting. • She was then told by the head coach that she should play on this city league team to get some games in. • She played on February 6th and February 13th. • On February 13th, she was playing against a team made up on our FAR and wife of the AD. • The AD contacted compliance about it at the next staff meeting. • She would not have played on this team if she had known that it was not permissible to do so.

Recap of NSIC Violations • VIOLATION #8 CONTINUED: • The student-athlete will be held out from the first two games of 2017-18. • The two games must be games that count towards possible NCAA post season selection. A Letter of Admonishment was sent to the head coach. • The entire basketball coaching staff will attend compliance education sessions. • As a university, a form is being developed that regardless of time of year, if a student-athlete plays on an outside team, they must come in and complete it.

Recap of NSIC Violations • VIOLATION #8 CONTINUED: • The NCAA did not take any additional action, but did note that any similar violations from this institution may result in additional penalties, including possible suspension from all coaching-related activities for one or more contests • How does this affect us?  A good reminder to make sure that student-athletes are not participating in any outside teams in their particular sport during the regular academic year.

Recap of NSIC Violations • VIOLATION #9: • A local commercial business used the name, image and likeness of a student-athlete to promote their business. • Specifically, a local commercial business posted a comment about a student-athlete joining their summer lawn service business. • The student-athlete then retweeted the post. • Upon notification by the student-athlete, the business deleted the social media post.

Recap of NSIC Violations • VIOLATION #9 CONTINUED: • Rules education to the student-athlete and local commercial business. A cease and desist letter was sent to the business. • How does this affect us?  A reminder to be vigilant on something like this. Also a good illustration that as long as it is caught fairly early, the “penalty” on something like this is relatively light, as long as it doesn’t come with any payment to the student-athlete

Recap of NSIC Violations • VIOLATION #10: • For the end of the year banquet, the new golf coach suggested that they invite families to golf with their student-athletes prior to the banquet. • Neither coach thought about how it might be a violation since they were both in their 14- day mandatory break following their last event. • It was designed to be “fun” since golf is also seen as a leisure activity for many.

Recap of NSIC Violations • VIOLATION #10 CONTINUED: • The student-athletes were able to golf for free because it was at the course they normally use in conjunction with their athletic participation. Each family member paid the going rate. • When all teams were done playing, the coaches awarded the winning team $27.50 worth of golf balls. • The compliance officer saw a picture on Twitter the next day and followed up with a conversation with the coaches the next Monday. • The coaches are trying to build more of a family atmosphere with their teams. They did not set this scramble up defiantly. • They did not think the time spent golfing would be considered countable.

Recap of NSIC Violations • VIOLATION #10 CONTINUED: • The institution put on a 2-for-1 CARA hour violation penalty for participating within the required 14-day break. • They will be required to withhold their student-athletes from 4 CARA hours in the first week of the Fall 2017 season. • The student-athlete who received the golf balls donated $27.50 to a charity of her choice. • There were rules education for all coaches and the golf coaches have been encouraged to just have a banquet without golfing next year.

Recap of NSIC Violations • VIOLATION #10 CONTINUED: • The NCAA did not levy any additional penalties, although did not that future similar violations involving these specific coaches may result in additional penalties • How does this affect us?  While this concept was definitely well-intentioned by creating a “family atmosphere” the fact that prizes were awarded should have been an automatic red flag for the coaches; plus, any demonstration of athletic ability triggers CARA.

Recap of NSIC Violations • VIOLATION #11: • The compliance officer saw an article in the newspaper, then checked paperwork; a PSA had not signed a Financial Aid or Admissions agreement so they could not be publicly commented on by our athletic staff. • The compliance officer talked with the head coach the next day asking him how the comment transpired.

Recap of NSIC Violations • VIOLATION #11 CONTINUED: • The head coach is good friends with the columnist. • The columnist texted the coach late in the evening congratulating him on the transfer. • The columnist found out because the PSA had posted his decision to transfer on Twitter under his personal account. • The head coach did not know that the columnist was going to write a story on the transfer news, but rather thought it was a simple congratulations.

Recap of NSIC Violations • VIOLATION #11 CONTINUED: • Social media rules education was provided to the entire department during the all staff meeting. • A letter of discipline was given to the head coach reinforcing rules relating to publicity related to recruits. • How does this affect us?  Reminder, the only thing you are permitted to do in terms of any questions you receive about a PSA’s recruitment prior to their official signing is confirming recruitment, and that’s it. As far as social media goes with the PSA themselves, “Click, Don’t Type!”

Recap of NSIC Violations • VIOLATION #12: • The Assistant AD has been working with a commercial business on a number of projects. • One of them was a “Back to Practice” event at the institution’s football field in late July. • The institution is charging the commercial business the going rate to host the event.

Fall Update/ Violation Reviews