NCAA Compliance Information
Emory & Henry has a long tradition of excellence in athletics and academics and the current staff strives to honor that tradition by building and maintaining winning athletic teams. Winning brings satisfaction and pride to the current student-athletes, and brings honor to the institution and all its alumni. We all want to win. But we want to do so in accordance with the policies set forth by the NCAA. The NCAA holds the institution responsible for the control and conduct of the athletics program, and therefore also responsible for the conduct of its staff, student-athletes, alumni and supporters.
This document provides an overview of NCAA Division III rules that are of particular note. Violations could affect the eligibility of a student-athlete or a prospective student-athlete, or could result in sanctions against the institution. This is only a brief overview of some of the NCAA rules. For more detailed information, please contact Director of Athletics Myra Sims at (276) 944-6236 or by email at firstname.lastname@example.org.
“Representative of Athletics Interests”
A “representative of Emory & Henry’s athletics interest” is an individual who is known (or who should have been known) by a member of the institution’s executive or athletics administration to:
a) Have participated or be a member of an agency or organization promoting the institution’s intercollegiate athletics program,
b) Have made financial contributions to the athletics department or to an athletics department booster organization of the institution,
c) Be assisting or to have been requested (by the athletics department staff) to assist in the recruitment of prospects,
d) Be assisting or to have assisted in providing benefits to enrolled student-athletes or their families, or
e) Have been involved otherwise in promoting the institution’s athletics program.
Once an individual is identified as such a representative, the person retains that identity indefinitely. Someone who meets the standard to become a “representative of athletics interests” for Emory & Henry must adhere to the same NCAA policies that are set forth for coaches and staff members. The institution, the individual student-athlete or prospective student-athlete can be held responsible for any violations committed by the representative.
A prospective student-athlete (prospect) is a student who has started classes in the ninth grade. A student remains a prospect until Emory & Henry classes begin or at the beginning of official team practice before classes begin.
An extra benefit is any special arrangement by a representative to provide a service to a student-athlete that is not expressly authorized by NCAA legislation. An extra benefit would include the provision of transportation, meals, clothing, entertainment, preferential loan terms, housing and other benefits offered to student-athletes not available to the general student population.
In Division III, representatives of an institution’s athletics interests may make in-person, on or off campus contact with a prospect. However, such OFF-CAMPUS contact shall not occur until the conclusion of the prospect’s junior year of high school.
In Division III, all electronically submitted human voice exchange (including video phone) shall be considered telephone calls.
All electronically submitted communication including e-mail, fax, instant messaging, text messaging and social networking sites are NOT considered telephone calls.
An athletics staff member or other representative of athletics interest shall not make contact in any manner with the student-athlete of another NCAA or NAIA four-year institution without first obtaining written permission to do so, regardless of who makes initial contact.
An institution may permit staff members, student-athletes or representatives of athletics to telephone a prospect at the institution’s expense at any time, provided the call is only for the purpose of recruitment and is with full knowledge of the athletics department.
184.108.40.206 Prospective Student-Athletes Educational Institution. Any staff member or representative of athletics interest who wishes to contact a prospect at their high school must first obtain permission for the contact from that institution’s executive officer (or designee). Permission for such contact is not needed if the contact with the prospect will be made after official school hours.
220.127.116.11 Practice or Competition Site. Recruiting contact may not be made with a prospect before any athletics competition in which the prospect is a participant. Such contact shall be governed by the following:
a) Contact shall not be made with the prospect at any site before the contest on the day or days of competition,
b) Contact shall not be made with the prospect from the time that he/she reports on call and becomes involved in any competition-related activity (including travelling to an away game) until the competition concludes even if such competition related activities are initiated the day before the date of competition,
c) Contact shall not be made after the competition until the prospect is released by the appropriate institutional authority and departs the dressing/meeting facility,
d) Contact shall not be made with the prospect involved in competition that requires more than one day of participation (e.g., a multi-day tournament) until the prospect’s final contest is completed, he/she has been released by the appropriate institutional authority, and leaves the dressing/meeting facility.
18.104.22.168.1 Contact with Prospect’s Relatives or Guardians at Practice or Competition Site. Recruiting contact may be made with relatives, guardians, or individuals with comparable relationship at the site of practice or competition, including during the conduct of the competition.
An institution’s staff member or any representative of athletics interests shall not be involved, directly or indirectly, in making arrangements for or giving or offering any financial aid or other benefits to the prospect or the prospect’s relatives or friends. Specifically prohibited benefits include, but are not limited to:
- providing or co-signing a loan for the prospect
- providing or co-signing a loan for the prospect’s relatives
- an employment arrangement for the prospect’s relative
- gifts of clothing or equipment
- free or reduced cost for merchandise, services, rentals or any purchase
- use of an institution’s athletics equipment
- sponsorship of or arrangement for an awards banquet for high school, prep school or two-year college athletes by an institution or representatives of its athletics interests.
An official visit is one that is financed in whole or in part by the member institution. An institution may only finance one official visit per prospect and the official visit may only be provided after the opening day of classes of the prospect’s senior year of high school.
An unofficial visit is one that is made at the expense of the prospect. A prospect may visit the campus an unlimited number of times at his/her own expense and these visits may occur prior to the senior year. The institution may provide the following expenses or entertainment on an unofficial visit:
a) The institution may provide complimentary admissions to a home athletics event in which the team is practicing or competing. Tickets are only for that game and must be in the general seating area.
b) The institution may provide a meal to the prospect at the on-campus dining facility. An institution may provide a meal off campus ONLY when all on-campus dining facilities are closed and the institution can certify that it is normal policy to provide such a meal to all prospective students (non-athletes) who visit campus.
c) An institution may provide housing during an unofficial visit provided such housing is generally available to all visiting prospective students.
Institutions may not use any form of a letter of intent or similar form of commitment in the recruitment of a prospect. A prospect is committed to an institution only when they sign forms accepting an offer of admission and pay their deposit to the institution.
Publicity about a prospect’s commitment to attend an institution may occur only after the deposit has been paid. Institutional staff members may NOT be present at a public ceremony announcing the prospect’s acceptance of an admissions offer from an institution.
The composition of the financial aid package of student-athletes shall be consistent with the established policy of the institution and financial aid procedures for student-athletes shall be the same as for non-athletes. Institutions may not consider athletics ability, leadership, participation or athletic performance in the financial aid packaging.
The percentage of the total dollar value of aid awarded to student-athletes should be closely equivalent to the percentage of student-athletes within the student body. Institutions must submit an annual report to the NCAA that includes data regarding financial aid packages for student-athletes, as well as for non-athlete students.
A student-athlete may not receive an extra benefit unless it can be demonstrated that the same benefit is available to all Emory & Henry students. There is a limited exception that permits staff members and representatives to provide an occasional meal under the following conditions: the meal must be provided in the individual home (as opposed to a restaurant), or may be catered; it must be infrequent and/or for a special occasion; representatives can only provide transportation if the meal is held at their home.
Institutions shall limit organized practice activities, the length of the playing season, and the number of contests or dates of competition so as to minimize interference with the academic program of student-athletes. Athletically related activity is only permitted within either an 18 week window (fall sports) or a 19 week window (winter and spring sports). Outside of those designated dates, coaches may not require student-athletes to participate in any team activity. Voluntary strength and conditioning sessions may be conducted outside of those designated dates but only under the supervision of a certified strength coach and within the regular academic year.
updated: August 3, 2012