Participation/Competition Records

1. Participation/Competition Records

2. WHY ARE WE REQUIRED TO SUBMIT A PARTICIPATION/COMPETITION RECORD FORM AT THE CONCLUSION OF THE SEASON? For a variety of reasons it is important to have a record of a student-athlete’s participation in outside competition. • Good Roster Management • Medical Hardship Waiver Criteria • Minimum NCAA Sport Sponsorship Criteria • NCAA Contest Limits • Satisfaction of Letter Winner Criteria • Season of Competition Triggered • Squad List/Financial Aid Calculations

3. The Form • The form is created using Microsoft excel. Thus, the file is easily transmittable electronically between the compliance and coaching staffs as an email attachment. • The form is usually created during the later portion of the season (so as to record roster and or schedule changes. • Form instructions are printed on the top of the form. • The team roster (noting status changes) and all scheduled contests are placed on the form by the compliance staff prior to being sent to head coach (or designee) to provide contest participation data and other requested information. Coaching staff is required to add new squad members or unlisted competitions to form before submission to Compliance staff. • Coaching staff is responsible for indicating a student-athlete’s participation by populating the corresponding competition box with the number 1. The completed form is then saved and an electronic copy submitted to compliance. • Compliance reviews the completed form for satisfaction with NCAA legislation regarding contest participation limits, sport sponsorship minimums, and possible non-participation and medical hardship candidates.

4. Instructions • PROVIDE THE INFORMATION ON THE LEFT SIDE OF THE PAGE • Date – First Contest (including scrimmages/exhibitions) • Date – Last Regular Season Contest • Date Final Post Season Competition • Name - Head Coach’s • Name - Captain(s) The data above is collected to document that we were compliant with Ivy and NCAA legislation regarding scrimmage and contest start dates; practice and playing season; medical hardship half season calculation, and to ensure we capture a record of our team captains.

5. Instructions continued • STUDENT-ATHLETE LIST.Review list prior to providing participation data. This list is to include the names of all student-athletes who were on the squad on the date of the first practice of the academic year, as well as those of any student-athlete who joins the squad after the first practice. Any missing names are to be typed in at the bottom of the list. • RECORD NAME OF OPPONENT OR EVENT AND DATE OF COMPETITION. List all contests (games, scrimmages and exhibitions) in chronological order with the name of the opponent or event above the date. Every contest in which a squad member represents Penn is to listed. Use one column for each date of competition. • RECORD STUDENT-ATHLETE’S PARTICIPATION IN CONTEST. Place the number “1” in the corresponding contest column for all competitions in which a squad member has participated. • STUDENT-ATHLETE DID NOT PARTICIPATE IN ANY OUTSIDE COMPETITION. Record reason for non-participation in the No Competition column [M=Medical, C=Cut/Dismissed, P=Practice Only, Q=Quit] Indicate “Y” if reason for no competition occurred on or after date of first countable competition or “N” if reason occurred prior to date of first countable competition • RECORD LETTER WINNER INDICATOR OF “Y”. In the letter winner column, indicate those squad members who satisfy the criteria for a varsity letter with the letter “Y”. • POSITION COLUMN is to be completed by the following field sport programs ONLY – Baseball, Field Hockey, Lacrosse, Soccer and Softball. • TOTAL TEAM COMPETITIONS COLUMN IS FOR COMPLIANCE OFFICE USE ONLY. Please do not record any data in this column. • SUBMITTER’S NAME AND DATE OF SUBMISSION. The name of the coach completing this report and the date of submission are to be typed into the spaces indicated below. • COMPLETED PARTICIPATION/COMPETITION RECORD IS TO BE SUBMITTED ELECTRONICALLY (email attachment) not later than 7 days following the last date of competition. Submit to the DRIA Compliance Office athlcomp@pobox.upenn.edu with copy to Gail Zachary gzachary@pobox.upenn.edu. Retain a copy for your files.

7. Determining Medical Hardship candidates using the Participation/Competition Record Form • The excel program totals the number of competitions in which a student-athlete has participated. • The second half of the season is calculated by the Compliance staff after the completed form has been submitted by the coaching staff. Then, the first competition date of the second half of the season is highlighted on the Participation/Competition Record form. • If a student-athlete has participated in no competitions, then he/she is evaluated as a possible candidate for an Ivy Non-Participation Waiver. • If that number of competitions participated in is at or below the hardship maximum number (30%) permitted for that sport, then we look to see if the there is any participation in the second half of the season. If there is no participation in competition during the second half of the season, that student-athlete is evaluated as a possible candidate for hardship waiver.