Department of Athletics LEWIS UNIVERSITY

One University Parkway Romeoville, Illinois 60440-2200

PHONE: 815-836-5247 FAX: 815-836-5835

Athletics Department Policies and Procedures Manual

July 2, 2009

Table of Contents Article I. INSTITUTIONAL PURPOSE AND ATHLETICS PHILOSOPHY

Section 1.01 Statement of Compliance from Brother James Gaffney, FSC, President Section 1.02 The Lewis University Mission Statement Section 1.03 Philosophy of Lewis University Athletics Section 1.04 NCAA Division II Philosophy

Article II. THE AUTHORITY OF THE CEO IN PERSONNEL AND FINANCIAL AFFAIRS Section 2.01 Organizational Chart – University Administration Section 2.02 Hiring Employees and Staffing Section 2.03 Operating Budget Section 2.04 Responsibility for Actions of Outside Entities Section 2.05 Student-Athlete Advisory Committee (SAAC) Section 2.06 Monitoring Rules Compliance

Article III. ATHLETICS PROGRAM ORGANIZATION AND ADMINISTRATION Section 3.01 Organizational Chart – Athletics Department Section 3.02 Job Descriptions Section 3.03 Standard letter of appointment Section 3.04 Performance review

Article IV. ATHLETICS PROGRAM FINANCES Section 4.01 Operating Budget Section 4.02 Fundraising and Development Section 4.03 Representatives of Athletics Interests (Boosters) Section 4.04 Outside Events Section 4.05 Camps and Clinics Section 4.06 Reporting of Outside Income Section 4.07 Game Management

Article V. THE SPORTS PROGRAM Section 5.01 Transporting Students Section 5.02 Determining the Playing and Practice Seasons Section 5.03 Scheduling contests Section 5.04 Monitoring countable athletically-related activities Section 5.05 Student-Athlete Participation Record Section 5.06 Financial Aid Section 5.07 Student-Athlete Financial Aid Appeal Committee Section 5.08 Awards, Benefits and Expenses for Student-Athletes Section 5.09 Compliance Calendar Section 5.10 Compliance Education Section 5.11 Interpretations

Section 5.12 Reporting Violations

Article VI. RECRUITING, ADMISSIONS AND ELIGIBILITY Section 6.01 Recruiting policies Section 6.02 Transfers Section 6.03 Representatives of Athletics Interests (Boosters) Section 6.04 Educating PSAs, parents and their coaches Section 6.05 Coaches recruitment certification exam Section 6.06 Responsibility of SAs to disclose commitments and financial assistance Section 6.07 Official Visits Section 6.08 Unofficial Visits Section 6.09 National Letter of Intent (NLI) Section 6.10 Eligibility

Section 6.11 Amateurism and Season of Competition Section 6.12 Publicity

Section 6.13 Student-Athlete Transfer Committee

Article VII. STUDENT-ATHLETE ISSUES Section 7.01 Student Athlete Advisory Committee (SAAC) Section 7.02 CHAMPS/Life Skills Section 7.03 Athletic Training Section 7.04 Student-Athlete Employment Section 7.05 Equipment Room Section 7.06 Strength and Conditioning Facilities Section 7.07 Complimentary Admissions Section 7.08 Outside Competition Section 7.09 Fundraising and Promotional Activities Section 7.10 Publicity and Sports Information Section 7.11 Program Review Section 7.12 Coach and Program Evaluation

Article VIII. EXHIBITS Exhibit 1.1 - Amateurism Questionnaire Exhibit 1.2 - Historical Questionnaire Exhibit 2.1 - Condition of Participation and Medical Consent Authorization Exhibit 2.2 - Assumption of Risk Exhibit 2.3 - Authorization for Disclosure for Protected Health Information Exhibit 2.4 - Medical History form Exhibit 2.5 - Physical Examination form Exhibit 2.6 - Letter to Returning Students and Parents Exhibit 2.7 - Insurance Introduction Letter Exhibit 2.8 - Letter to New Students and Parents Exhibit 2.9 - Parent-Insurance Information Form

Exhibit 3.1 - Complimentary Admissions Exhibit 3.2 - Approval of Awards Exhibit 4.1 - Initial Athletic Aid Letter Exhibit 4.2 - Athletic Award Agreement Exhibit 4.3 - Financial Aid Tender Worksheet Exhibit 4.4 - Renewal of Athletic Aid Letter Exhibit 4.5 - Reduction and Non-renewal of Athletic Aid Letter Exhibit 4.6 - Outside Scholarship Letter and Questionnaire Exhibit 4.7 - Summer School Athletic Scholarship Application Exhibit 4.8 - Fifth Year Athletic Scholarship Application Exhibit 4.9 - Squad List Exhibit 4.10 - Invalid NLI Letter Exhibit 5.1 - Approval of Fundraising Exhibit 5.2 - Promotional and Fundraising Activities Form Exhibit 5.3 - Institutional and Non-Institutional Promotions Permission Exhibit 5.4 - Information for Boosters Exhibit 6.1 - Prospective Employee Interview Worksheet Exhibit 6.2 - Managers Performance Objectives Exhibit 6.3 - Coach and Program Evaluation Exhibit 7.1 - Verification of Progress Toward Degree form Exhibit 7.2 - Addition to team roster form - Dual Sport Exhibit 7.3 - Addition to team roster form - New SA Exhibit 8.1 - Interpretation Request and Response Exhibit 8.2 - Interpretation Log Exhibit 8.3 - GLVC Rules Interpretation Electronic Request Form Exhibit 9.1 - Credit Card Procedures Exhibit 9.2 - Cash Advance Request Exhibit 9.3 - Credit Card Expense Summary Exhibit 9.4 - Meal Money Form Exhibit 9.5 - Travel Itinerary Exhibit 10.1 - Athletic Contract Exhibit 10.2 - Playing and Practice Season Declaration Exhibit 10.3 - Declaration of Playing Season Summary Exhibit 10.4 - Practice Log Individual Exhibit 10.5 - Practice Log Team Exhibit 10.6 - Participation Record Exhibit 10.7 - Permission for Outside-Unattached Competition Exhibit 11.1 - Contact and Visit Records Exhibit 11.2 - Recruiting Expense Form Exhibit 11.3 - Official Visit Letter Exhibit 11.4 - Official Visit Form Exhibit 11.5 - Official Visit Guidelines, Prospective Student-Athlete Exhibit 11.6 - Official Visit Guidelines, Student-Host Exhibit 11.7 - Official Visit Roster Exhibit 11.8 - Waiver and Release for Tryout Exhibit 11.9 - Recruited Status Form Exhibit 12.1 - Sports Information Publicity Form Exhibit 13.1 - Transfer Information Request form Exhibit 13.2 - Transfer Release - Request for Permission to Contact

Exhibit 13.3 - Transfer Release - Permission to Contact is Granted Exhibit 13.4 - Student Athlete Hearing Letter Exhibit 14.1 - Compliance Office Interviews - Unethical Conduct Exhibit 14.2 - Student-Athlete Signature for Reinstatement Exhibit 14.3 - Violation Self-Report Exhibit 14.4 - Repayment Schedule for Violations Exhibit 14.5 - Compliance Violation Log Exhibit 14.6 - Violation Reimbursement Log Exhibit 14.7 - Violation Summary Report Exhibit 15.1 - Sports Camp and Clinic Declaration Exhibit 15.2 – Student Athlete Approval for Camps and Clinics

Article I.

Institutional Purpose and

Athletics Philosophy

Section 1.02 The Lewis University Mission Statement

Lewis University, guided by its Catholic and Lasallian heritage, provides to a diverse student population programs for a liberal and professional education grounded in the interaction of knowledge and fidelity in the search for truth. Lewis promotes the development of the complete person through the pursuit of wisdom and justice. Fundamental to its mission is a spirit of association which fosters community in all teaching, learning and service. These distinctive values guide the University in fulfilling its mission:

Knowledge The result of a lifelong pursuit of learning fostered through creative and critical interaction in a community of learners. Fidelity The spirit which recognizes God as ultimate reality, unifying the diverse forms of knowledge in the pursuit of fullness of truth, while recognizing the diversity of human experience. Wisdom The result of the integration of reflection and action developed through higher learning throughout all of life. Justice The affirmation of the equal dignity of every person and the promotion of personal and social responsibility. Association The process of forming a community of mutual respect, collegiality, collaboration and service. The word "Lasallian" in our mission statement is a reference to St. John Baptist de La Salle, who founded the Christian Brothers, a religious teaching order of men. The Sign of Faith (Signum Fidei) is part of the seal of the Christian Brothers.

Section 1.03 Philosophy of Lewis University Athletics The Intercollegiate Athletics program at Lewis University has been developed with the understanding that properly administered intercollegiate sports are beneficial activities which contribute to the physical, intellectual, spiritual and social experiences of the entire University community. Intercollegiate athletics complements the academic and service components of a Lewis University education. In harmony with the Catholic and Lasallian Mission of the University, the goals of intercollegiate athletics are to enhance the physical and intellectual abilities of those participating in the program in an effort to promote the development of the whole person. The intercollegiate athletics program recognizes that the goals of the general academic program guide the activities of those responsible for the conduct of intercollegiate athletics. Athletic programs support the University’s educational program and promote in students the values of academic excellence, responsibility, commitment, integrity and sportsmanship. Intercollegiate athletics is intended to provide students with opportunities to enhance their educational experience, to represent their university, and to participate in athletics with developing skill and understanding. All undergraduate students are encouraged to participate in intercollegiate athletics as determined by their interests and capabilities. Participation in the program, however, is secondary to the academic obligation of students. KS 7/2/2009

Section 1.04 NCAA Division II Philosophy Members of Division II believe that a well-conducted intercollegiate athletics program, based on sound educational principles and practices, is a proper part of the educational mission of a university or college and that the educational welfare of the participating student-athlete is of primary concern. Members of Division II support the following principles in the belief that these objectives assist in defining the division and the possible differences between it and other divisions of the Association. This statement shall serve as a guide for the preparation of legislation by the division and for planning and implementation of programs by institutions and conferences. A member of Division II:

• Believes in promoting the academic success of its student-athletes, measured in part by an institution's student-athletes graduating at least at the same rate as the institution's student body;

• Believes that participation in intercollegiate athletics benefits the educational experience of its student-athletes and the entire campus community;

• Believes in offering opportunities for intercollegiate athletics participation consistent with the institution's mission and philosophy;

• Believes in preparing student-athletes to be good citizens, leaders and contributors in their communities;

• Believes in striving for equitable participation and competitive excellence, encouraging sportsmanship and ethical conduct, enhancing diversity and developing positive societal attitudes in all of its athletics endeavors;

• Believes in scheduling the majority of its athletics competition with other members of Division II, insofar as regional qualification, geographical location and traditional or conference scheduling patterns permit;

• Recognizes the need to "balance" the role of the athletics program to serve both the campus (participants, student body, faculty-staff) and the general public (community, area, state);

• Believes in offering opportunity for participation in intercollegiate athletics by awarding athletically related financial aid to its student-athletes;

• Believes that institutional control is a fundamental principle that supports the educational mission of a Division II institution and assumes presidential involvement and commitment. All funds supporting athletics should be controlled by the institution. The emphasis for an athletics department should be to operate within an institutionally approved budget, and compliance with and self-enforcement of NCAA regulations is an expectation of membership; and

• Believes that all members of Division II should commit themselves to this philosophy and to the regulations and programs of Division II.

Article II.

The Authority of the

President in Personnel and Financial Affairs

Section 2.01 Organizational Chart – University Administration

Faculty Athletic Representative

.

The above abbreviated organizational chart reflects all direct line reports to the President, Provost and Executive Vice President. Also reflected are the members of the Compliance Team (shaded boxes) and their reporting structure.

Compliance TeamThe Compliance Team, which will be chaired by theVice President of Enrollment Management, will meet at least quarterlyto review NCAA compliance matters and overall functioning of the Athleticprograms. The Assistant Athletics Director/Compliance Coordinator willbe the recording secretary of this group and prepare minutes of the meetingsand action meetings will be distributed to and reviewed by the President,Provost and Executive Vice President.

Academic Skills Coordinator

LARC

Assist. V. P. Enrollment Managementand Dean of Retention

Dean of Admissions

Director of Financial Aid Exec. Director Graduateand Adult recruitment

Registrar

Vice President Enrollment Management Vice Presidentfor Student Services

Dean, College of Arts and Sciences Dean, College of Business

Dean College of Education Dean, College of Nursing

Dr. Stephany SchlachterProvost

Assist. Director Assistant Athletics DirectorCompliance Coordinator

Director of Compliance Coaches

Director of Athletics Vice President for Business & Facilities

Chief Information Technology Officer Director of Human Resources

Wayne J. DraudtExecutive Vice President

V. P. UniversityAdvancement

Br. James Gaffney, FSCPresident

13

Section 2.02 Hiring Employees and Staffing All activities involving the hiring of full-time, part-time and graduate assistant employees in the athletics department are to follow policies and procedures of the Office of Human Resources. To assist those involved with interviewing prospective employees, the Prospective Employee Interview Worksheet (Exhibit 6.1) may be used. I hiring candidates to a coaching or administrative position in the athletics department, the Director of Athletics or an Associate or Assistant Director of Athletics is to ask each candidate whether they have been involved in past NCAA rules violations or contact the NCAA enforcement staff to inquire about this same information. Section 2.03 Operating Budget The operating budget for the athletics department will be approved and administered according to Lewis University policies and procedures. The budget for the athletics department is also subject to internal and external audits for the purpose of ensuring compliance with NCAA, GLVC and Lewis University rules, policies and procedures. Section 2.04 Responsibility for Actions of Outside Entities Lewis University is responsible for setting policies and standards of conduct for all outside entities (agencies, organizations and representatives of athletics interests) as mandated by NCAA Bylaw 6.4. Independent agencies or organizations are defined in Bylaw 6.4.1 while representative of athletics interests is defined in Bylaws 6.4.2 and 13.01.5. Further information on representatives of athletics interests can be found in sections 4.03 and 6.03 of this manual. The athletics department is responsible for informing those identified as boosters of the institution’s commitment to the principles of sportsmanship, ethical conduct, rules compliance and amateurism, as defined by NCAA, GLVC, GLIAC and MIVA rules. Section 2.05 Student-Athlete Advisory Committee (SAAC) One representative from each sport is a member of the Student Athlete Advisory Committee (SAAC). This group is charged with the duty to represent the student athlete voice at Lewis University. Topics of discussion could include academic concerns, community service opportunities, and new NCAA legislation. Members can make recommendations concerning policy to the Athletics Director and/or Executive Vice President for their review and consideration. Section 2.06 Monitoring Rules Compliance A. President’s Quarterly Meeting

A quarterly meeting is scheduled by the President’s office with the Director of Athletics, Faculty Athletics Representative and Compliance Director along with the Provost and Executive Vice President to evaluate processes and procedures and to discuss items of concern in the athletics compliance program.

B. Monthly meeting of the NCAA Certification of Eligibility Committee

A monthly meeting of the Chair of the NCAA Certification of Eligibility Committee, faculty athletics representative, registrar, dean of admission, director of financial aid, academic skills coordinator and Athletics Compliance Office is held to discuss issues regarding the certification of eligibility of student-athletes for the athletics program at Lewis University.

14

C. Weekly meeting - Executive Vice President, Director of Athletics and Senior Woman

Administrator The Executive Vice President, Director of Athletics and Senior Woman Administrator meet on a weekly basis to discuss issues and activities in the athletics program. Included in the discussion are a review of the Compliance Violation Log (Exhibit 14.5) and Interpretations Log (Exhibit 8.2) and any additional issues in the athletics compliance program.

D. Weekly athletics compliance brief

A weekly meeting is scheduled between the director of athletics, faculty athletics representative and the Athletics Compliance Office to discuss compliance issues including violations, interpretations, monitoring activities and compliance education.

E. Violations and Interpretations Logs

The Athletics Compliance Office compiles a log of all violations (Exhibit 14.5) and interpretations (Exhibit 8.2) that occur in the athletics program. The logs are compiled by the Athletics Compliance Office and reviewed in the weekly compliance brief in the athletics department. The logs are also submitted weekly to the Executive Vice President, Director of Athletics, Faculty Athletics Representative and Compliance Director and monthly to the President and NCAA Certification of Eligibility Committee.

F. Compliance Audits - External

The Executive Vice President is tasked with contracting an external auditing firm to review financial and compliance aspects of the athletics program.

G. Compliance Audits – Internal

The Athletics Compliance Office is tasked with auditing the policies and procedures of Lewis University and the athletics department to ensure that the remains in compliance with NCAA and GLVC rules. The Athletics Compliance Office is also responsible for communicating areas of vulnerability in policies and procedures to the director of athletics and the faculty athletics representative. The director of athletics and faculty athletics representative are responsible for communicating the areas of vulnerability to the Executive Vice President and Provost.

H. Monthly Student-Athlete Advisory Committee (SAAC) meetings

The monthly SAAC meeting involves compliance education and reporting discussions and provides an opportunity to monitor student-athlete welfare issues. More information on SAAC can be found in sections 2.05 and 7.01 of this manual.

I. Spot Checks

The faculty athletics representative is responsible for performing spot checks of Contact and Visit Records (Exhibit 11.1), Recruiting Expense Form (Exhibit 11.2) and countable athletically-related activities (Exhibits 10.4 and 10.5) on a monthly basis.

J. Educational Data Center (EDC) system-generated reports

The faculty athletics representative (FAR) is responsible for reviewing the Athletic Financial Aid Award report on a weekly basis to check for student-athletes that have dropped below a full-time course load. If a student-athlete has dropped below full-time, the FAR notifies the Head Coach of the sport, the director of athletics, registrar and the Athletics Compliance Office to ensure that the student-athlete does not practice or compete while ineligible.

15

The Athletics Compliance Office is responsible for running and reviewing the “Athletes less than fulltime reg hrs” report from EDC on a daily basis by using Microsoft Access. If a student-athlete is found to have withdrawn or dropped a class by themselves or the University, the athletic compliance office communicates with the Head Coach, registrar and director of athletics to ensure that a student-athlete does not practice or compete while ineligible.

16

Article III.

Athletics Program Organization and

Administration

17

Section 3.01 Organizational Chart – Athletics Department UNDER CONSTRUCTION Section 3.02 Job Descriptions UNDER CONSTRUCTION Director of Athletics Assistant Director of Athletics Assistant Director of Athletics/Compliance Coordinator Compliance Director Senior Woman Administrator Faculty Athletics Representative Head Coach Assistant Coach Graduate Assistant Secretary Section 3.03 Standard Letter of Appointment UNDER CONSTRUCTION Administrator Coach Section 3.04 Performance Review Managers Performance Review (Exhibit 6.2) UNDER CONSTRUCTION Administrator Coach

18

Article IV.

Athletics Program Finances

19

Section 4.01 Operating Budget The director of athletics oversees and monitors fiscal activities within the department of athletics in conjunction with the business office. The business office prepares monthly and annual financial statements and related reports for the various department activities to ensure financial responsibility and integrity. Head coaches and program administrators are responsible for operation of the sport or program within the budget amount allocated by the director of athletics and is to ensure that the administration of the sport budget adheres to Lewis University policies and procedures. A. Travel Expense

1. Team Travel a. Your travel schedule must be submitted to the assistant director of athletics for

scheduling of transportation. Your travel schedule is to include the date and time of departure from the main campus, destination, and date and time of return to campus.

b. Head coaches or program administrators are given a University credit card for expenses associated with administration of the sport or program budget. The Athletics Department Credit Card Procedures form (Exhibit 9.1) must be signed prior to using the credit card.

c. A travel itinerary (Exhibit 9.5) must be prepared prior to leaving campus. When completed, the travel itinerary is to be submitted to the director of athletics, Athletics Compliance Office and Athletics Secretary prior to departure.

d. Receipts from all expenses are to be turned in to the Athletics Secretary on Monday of every week for approval by the director of athletics. All expenses must be outlined on the Credit Card Expense Summary form (Exhibit 9.3) with all receipts attached.

e. All cash advances are to be turned in to the Athletics Secretary for approval by the director of athletics by completing the Cash Advance Request form (Exhibit 9.2).

f. Cash given to student-athletes, coaches and staff in the official team travel party must be accounted for on the Meal Money form (Exhibit 9.4). Each person given cash for meals are required to sign the Meal Money form for the actual amount provided to them.

2. Recruiting a. Submission for reimbursement of all recruiting expenses is required. Any use of

personal funds for recruiting activities could be construed as an extra benefit by a representative of athletics interests must be reimburse by the University.

B. Purchases The director of athletics ensures that all purchases are carried out in a manner that is consistent with NCAA and GLVC rules and Lewis University policies and procedures.

Section 4.02 Fundraising and Development Athletics department staff members are prohibited from maintaining funds or accounts (e.g. slush funds) that are not subject to institutional control. All funds and accounts must remain in control of the Business Office. All fundraising activities are to be approved by the Director of Athletics, Assistant Director of Athletics/Marketing and Promotions and the Vice President for University Advancement. The Approval

20

of Fundraising form (Exhibit 5.1) must be completed and signed prior to the start of the fundraising activity if the fundraising activity does not directly involve student athletes. All fundraising and promotional activities that involve the participation of student-athletes require the written approval of the director of athletics and the student-athletes involved prior to any activity can take place. Complete the Promotional and Fundraising Activities form (Exhibit 5.2). The Assistant Director of Athletics/Marketing and Promotions is responsible for monitoring the fundraising activities involving athletics staff members and student-athletes. This person also must remain vigilant to situations that have an impact on compliance with NCAA, GLVC, GLIAC, MIVA and Lewis University rules, policies and procedures. All funds raised by athletics staff members are to be submitted in a timely fashion to the Associate Director for Athletic Development for deposit into Varsity Club accounts by using the Fundraising Log (Exhibit 5.5). The Associate Director for Athletic Development prepares and provides reports detailing the source, amounts and application of funds raised to the director of athletics and athletics staff members. Any fundraising activity involving or surrounding a professional sports organization or event are follow NCAA bylaw 12.6. Student-athletes are required to complete the Institutional and Non-Institutional Promotions Permission Form (Exhibit 5.3) at the start of the academic year. This form is designed to assist student-athletes in gaining a full understanding of the impact that participation in a fundraising or promotional activity may have on their eligibility for practice, competition and athletics aid. Section 4.03 Representatives of Athletics Interests (Boosters) A person becomes a booster or representative of athletics interests based on their involvement in the athletics program according to NCAA Bylaw 13.02.10 (see below). Once someone is identified as a booster, the person retains that identity indefinitely. The athletics department is responsible for informing those identified as boosters of the institution’s commitment to the principles of sportsmanship, ethical conduct, rules compliance and amateurism, as defined by NCAA, GLVC, GLIAC and MIVA rules. Also see bylaw 13.1.2.2(h) and 13.1.3.5.2 for more information on recruiting.

13.02.10 Representative of Athletics Interests A "representative of the institution's athletics interests" 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 in or to be a member of an agency or organization, including corporate entities (e.g., apparel and equipment companies), promoting the institution's intercollegiate athletics program; (Revised: 1/14/02) (b) Have made financial contributions to the athletics department or to an athletics booster organization of that 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. 13.02.10.1 Representative of Athletics Interest Once an individual is identified as such a representative, the person retains that identity indefinitely.

Section 4.04 Outside Events

21

All outside events must be coordinated through the Meetings, Conferences and Events office. University policies established and on file with the Meetings, Conferences and Events office regarding facility use with regard to rental fees, security, parking, liability insurance, facility scheduling, billing, and facility cleaning and maintenance must followed. Section 4.05 Camps and Clinics Camps and clinics are covered in the Tryout and the Sports Camp and Clinic sections of Bylaw, Article 13 (Recruiting) of the NCAA manual and must meet all conditions in these bylaws. Whether holding an institutional or non-institutional/private camp, athletics staff members must follow the bylaws mentioned above. Areas of camp or clinic administration that staff members must focus on are:

• purpose and activities of camp or clinic • employment of prospects and student-athletes • employment of high school, prep-school and two-year college coaches • camp brochures and advertisements • free or reduced admissions and monitoring strategies.

Each staff member of the athletics department that will hold a camp or clinic (institutional or private) is required to submit the Sports Camps and Clinic Declaration form (Exhibit 15.1) to the Athletics Compliance Office no later than two weeks prior to the start of the camp or clinic. If a student athlete is to be hired for a camp or clinic, written approval is to be obtained from the Director of Athletics prior to the start of the camp or clinic. This can be done by completing the Student Athlete Approval for Camps and Clinics Form (Exhibit 15.2). A. Institutional camp or clinic

1. Free or reduced admission to institutional camps or clinics as set forth in this section, provided the opportunity is available to all.

2. Institutional camps must meet all conditions under NCAA bylaw 13.12.

B. Non-Institutional or Private camp or clinic 1. Coaches with a private camp or clinic

Coaches that own and operate a private camp or clinic may provide free or reduced admission to their camp or clinic the same as an institutional camp, provided the opportunity is available to all.

2. Athletics staff members may not be employed (salaried or volunteer) by a camp or clinic that is established, sponsored or conducted by an individual that provides recruiting or scouting services (under bylaw 13.12, Camp/Clinic Providing Recruiting or Scouting Service). Note: Student-athletes may work these camps.

3. Athletics staff members my serve in any capacity (e.g., counselor, guest lecturer, consultant) in a non-institutional or private camp or clinic provide the camp or clinic is operated in accordance with restrictions applicable to institutional camps (under bylaw 13.12, Other Noninstitutional Privately Owned Camps/Clinic). An exception is also listed in the NCAA manual.

C. Standards for all camp and clinic advertisements and brochures

Advertisements and brochures for Lewis University camps and clinics have an impact on the recruitment of prospective and current student-athletes. Follow guidelines established in NCAA Bylaws 13.13.1.4, 13.4, 12.5.1.1 and 12.5.1.7.

22

1. Advertisements (under bylaw 13.12, Sports Camps and Clinics) Restrictions relating to advertisements of a Lewis University sports camps and clinics in recruiting publications are set forth in Bylaw 13.4. Such restrictions do not apply to sports camp and clinic advertisements in non-recruiting publications (e.g., a member institution's game program).

2. Review Bylaw 13.4 in its entirety. 3. Summer-Camp Advertisements (under bylaw 13.4, Recruiting Materials)

Advertisements of an institution’s summer camp or clinic in such recruiting publications are permissible if placed in a periodical (other than a high-school or two-year college game program) that includes a camp directory that meets the following requirements: (Revised: 1/11/94)

(a) The size (not to exceed one-half page) and format of such advertisements must be identical; and (b) The camp directory must include multiple listings of summer camps on each page (i.e., at least two summer-camp advertisements of the same size must appear on each page).

4. Bylaw 12.5.1.7 covers the use of the name or picture of a student-athlete for a camp or clinic. Review this bylaw and continue reading this manual.

5. According to bylaw 12.5.1.1, if a camp or clinic uses a student-athlete’s name, picture or appearance for promotion of the camp or clinic, written permission must be given by the student-athlete and director of athletics prior to any involvement of the student-athlete.

D. Free or Reduced Admission or Employment at Camps and Clinics

All free or reduced admission must be made available to all/everyone as stated below. 1. Children of institutional staff members

a. Prospective Student-Athletes Lewis University may employ or provide free or reduced admission to the institution’s camps or clinics to the children of institutional staff members or athletics department staff members regardless of whether the staff member’s child is a high-school, preparatory-school or two-year college prospect.

b. Athletes who have not entered the ninth grade Lewis University may provide free or reduced admission to attend the institution's camp/clinic to individuals who are not high-school, prep-school or two-year college athletics awards winners and who are not being recruited by the institution to participate in its intercollegiate athletics program. Such individuals, even those below the ninth grade who receive such privileges, would be considered prospective student-athletes.

2. Children of a coach who is an instructor at a camp or clinic Lewis University may provide free or reduced admission to its camp or clinic to the child of a coach who is an instructor in the camp or clinic (who is not an athletics department staff member at the institution hosting the camp or clinic), provided the opportunity is available to children of all coaches instructing in the camp or clinic.

3. Families with more than one sibling attending the camp or clinic. Lewis University may provide free or reduced admission to its camp or clinic for families with more than one sibling attending, provided the opportunity is available to all families.

Exhibit 15.2 – Student Athlete Approval for Camps and Clinics Section 4.06 Reporting of Outside Income

23

Reporting of outside income by athletics personnel has been deregulated in NCAA legislation. However, Lewis University has established policies regarding outside employment. Refer to section 6.3010 in the Human Resources Policies and Procedures Manual for more information. Section 4.07 Game Management A. Officials

B. Game staff

All employees hired on a per game basis to work in game management in the areas of statistics, line judges, ball shaggers, facility set-up, etc. will need to complete the Employee Pay Sheet for Game Management (Exhibit 9.6). The supervisor of the employee will need to disclose the amount of pay and sign the form to verify the work has been performed. Game officials are not included in this policy.

24

Article V.

The Sports Program

25

Section 5.01 Transporting Students A. TRAVEL POLICY SPECIFIC TO ATHLETICS DEPARTMENT TRAVEL

1. If a student athlete misses (due to being late) a bus, van, car or any kind of transportation to a contest or practice, the student athlete is not allowed to transport himself/herself to the contest or practice and be allowed to participate.

2. All transportation for practice and competition must be provided by Lewis University for the student to participate in the activity. Student athletes will not be allowed to participate, even if their transportation is funded by the student, their relatives or any other form not provided by Lewis University.

3. The transportation must be bus, van, car or other forms of transportation under the supervision of a coach or administrator.

B. TRAVEL POLICY FOR THE TRANSPORTING OF STUDENTS

(taken from the Lewis University Human Resources Manual) This policy is designed to make all student travel as safe as possible and applies to all University-sponsored travel involving students. The following requirements are designated for those trips for which University or rented vehicles are used. 1. The driver is responsible to ensure all passengers are wearing seatbelts before the vehicle

is moving. 2. Drivers must be at least 21 years of age. 3. Students or student athletes are prohibited from driving team vehicles. Staff Graduate

Assistants, who are employees of the University, are allowed to drive provided they are at least 21 years of age.

4. Driving is prohibited between the hours of 11:30 p.m. and 5:30 a.m. 5. For athletic team travels, the team will be required to stay overnight when they cannot

safely return to the University by 11:30 p.m. 6. Travel to and from the visiting site is prohibited in inclement weather conditions as

defined by the State Police or National Weather Service. Coaches/drivers should always check weather conditions before travel occurs.

7. Every attempt will be made to avoid using 15-passenger vans. If they are used, however, they may not be driven on trips exceeding 100 miles round trip.

8. Drivers must not exceed established speed limits during their travel. 9. On trips of four hours or longer where a University employee is driving, a rest stop must

be taken at least every ninety minutes. 10. This policy will also be in effect for rental vehicles for any team travels where travel to

and from games is required, i.e., spring break, southern trips, tournaments, or other extended trips.

11. The driver must have completed any driving training course/seminar require by the University.

12. All drivers must have a valid driver’s license. 13. Any exceptions to this policy must be approved in writing by the appropriate vice

president. 14. This policy will be reviewed in November, 2001, and every two years thereafter.

C. TRAVEL POLICIES FOR UNIVERSITY SPONSORED EVENTS INVOLVING THE

TRANSPORTING OF STUDENTS (from the Lewis University Office of Student Services)

26

These policies are designed to make all student travel as safe as possible and apply to all university sponsored travel involving students. The following policies are designated therefore for those trips where university or rented vehicles are used.

1. The driver is responsible to ensure all passengers are wearing seatbelts before the vehicle

is moving. 2. Drivers must be Lewis University employees or approved as a designated driver by the

University and at least 21 years of age. The only exception to this is listed in item 3. 3. Undergraduate students are allowed to drive provided they meet all of the following

criteria. Undergraduate students may drive on University sponsored and approved trips authorized in writing by the Vice President for Student Services, provided that: a. A copy of a valid Drivers License is on file. b. A copy of their insurance verification is on file. c. The student has taken the driver training course or viewed the training video. d. A member of the Lewis University faculty/staff or a University approved chaperone

must be present in the vehicle at all times the student is driving. e. He/she is 21 years old or at least third year status at Lewis University. f. They have signed a waiver to allow the University to conduct a motor vehicle record

check, and this check may present reason for the University to disqualify this student as a driver.

4. Student athletes are prohibited from driving team vehicles. 5. Graduate students, who are employed by the University, are allowed to drive provided

they are 21 or over. 6. Driving is prohibited between the hours of 11:30pm and 5:30am. 7. For athletic team travels, they will be required to stay overnight when the team cannot

safely return to the university by 11:30pm. 8. Travel to and from the visiting site is prohibited in inclement weather conditions as

defined by the State Police or National Weather Service. Coaches/drivers should always check weather conditions before travel occurs.

9. Every attempt will be made to avoid using 15-passenger vans. However, if they are used, they may not be driven on trips exceeding 100 miles round trip. A maximum of 10 passengers are allowed in 15-passenger vans.

10. For 12-passenger vans, the maximum number of travelers is 10. For 10-passenger vans, the maximum number is 8.

11. Drivers must not exceed established speed limits during their travel. 12. On trips of four hours or longer where a university employee/approved driver is driving,

a rest stop must be taken at least every 90-minutes. 13. These policies will also be in effect for rental vehicles for any team travels where travel

to and from games is required i.e. spring break, southern trips, tournaments or other extended trips.

14. The driver must have completed any driving training course/seminar required by the university.

15. All drivers must have a valid driver’s license and valid insurance verification. 16. On trips where a faculty/staff member transports students in his/her own car or a rented

car to a University sponsored event, should there be an insurance claim of any kind, the primary claim goes to the driver’s insurance company and secondarily to the University’s

27

insurance company. This does not apply to coaches driving teams in vehicles rented by the University.

17. All drivers must have signed a waiver allowing the University to conduct a motor vehicle record check; and this check may present reason for the University to disqualify the driver.

18. Any exceptions to any of the above policies must be approved by the appropriate vice

president in writing. 19. These policies will be reviewed every 2 years or as necessary.

Section 5.02 Determining the Playing and Practice Season Head coaches are responsible for determining the playing and practice season according to Bylaw, Article 17 of the NCAA Manual. The Playing and Practice Season Declaration form (Exhibit 10.2) must be completed and submitted to the Director of Athletics prior to beginning of the sports season (NCAA Bylaw 17.1.3). The Director of Athletics will compile the information from the Playing and Practice Season Declaration form (Exhibit 10.2) onto the Declaration of Playing Season Summary (Exhibit 10.3). Section 5.03 Scheduling Contests and Practices: Head coaches are responsible for establishing their competition schedules for their respective sport. The schedule is to be submitted to the Director of Athletics so contracts can be written and sent to all opponents. The Head Coach is responsible for developing the sport schedule in accord with Bylaw, Article 17 in the NCAA manual. All contests scheduled by the athletics department must be done to minimize the number of classes missed for team travel, competition and practice held in conjunction with competition. Conference scheduling requirements will be followed by all teams. The Athletics Office will send contracts (Exhibit 10.1) to opponents after they have been signed by both the Head Coach and director of athletics. After contracts have been returned to the Athletics Office by opposing teams, a copy of the contract will be forwarded to the Head Coach. When the athletic office receives a contract from an opponent, the Athletics Office will forward the contract to the Head Coach for approval of the conditions of the contract. The Head Coach approves the contract by signing or initialing in the appropriate area of the contract and by returning the contract to the Athletics Director’s office. After the Athletics Director has officially approved and signed the contract, it will be sent back to the opposing team with a photocopy of the contract being given to the Lewis University Head Coach. Section 5.04 Monitoring Countable Athletically-Related Activities The Head Coach is responsible for completion of the countable athletically-related activities logs (Exhibits 10.4 and 10.5) every two weeks and placing the signed forms into the practice log binder in the Athletics Office. Whether in-season or out-of-season, these logs are to be kept throughout the academic year whenever any countable athletically activities take place.

28

The Compliance Coordinator and Faculty Athletics Representative review the countable athletically-related activities logs monthly to ensure the 20 hour/eight hour maximum (in-season) and four hour/day maximum (out-of-season) are not exceeded. The forms are also checked to verify that they are signed by the coach and team member and that the dates of activities coincide with the declaration of playing season for that sport. The athletics training staff remains vigilant in recognizing when a team may exceed the permissible number of hours by reviewing practice schedules submitted for each sport. Any questions should be reviewed with the Head Coach of the sport, compliance coordinator or faculty athletics representative. Section 5.05 Student-Athlete Participation Record At the conclusion of each playing season the Head Coach must confirm the dates of competition for each team member by completing the student-athlete Participation Record (Exhibit 10.6). The participation record is to be completed and review with the sports information office prior to submitting it to the Compliance Coordinator. The form must be submitted to the Compliance Coordinator within two weeks of the last date of competition. Section 5.06 Financial Aid A. Determine cost of attendance

The Director of Financial Aid Services determines the Cost of Attendance for all students applying for financial aid including student athletes. The Cost of Attendance is the sum of costs for Tuition, Room and Board, Books and Supplies, Transportation and Miscellaneous. This figure is communicated to the athletics department in January for the upcoming academic year. 1. Tuition

• Tuition is dependant on the type of student (i.e. undergraduate, graduate, accelerated/cohort). The value of tuition is equal to full-time enrollment.

2. Room and Board • The value of room and board is equal to a double-room and meal plan II.

3. Books

• The value of books and supplies is equal to an average cost of purchasing books.

4. Transportation • The value of transportation is equal to the cost of commuting for a non-resident

student or the cost of returning home during break periods for a resident student.

5. Miscellaneous • The value of miscellaneous is equal to the various items that must be purchased

during the nine-month enrollment period. For example, toiletry articles, meals not covered in the meal plan, etc.

B. Determine NCAA Full Grant-In-Aid

Full grant in aid is determined using the following NCAA formula. This figure is communicated to the athletics department in January for the upcoming academic year.

Full grant in aid = Tuition + Room and Board + Books

29

1. Tuition • This value is equal to the Tuition Block Rate at Lewis University.

2. Room • This value is equal to the average of all residence halls.

3. Board • This value is equal to Meal Plan III per NCAA bylaw 15.2.2.

4. Books • This value is equal to $400 per NCAA by law 15.2.3

C. Process for Athletic Award Agreements

1. Initial a. Head Coach completes the Financial Aid Tender Worksheet (Exhibit 4.3). This

form must include name, social security number, Lewis ID number, home address, scholarship amount, request for letter of intent, and sport. A copy is given to the Athletics Director and the original is submitted to the Director of Financial Aid Services.

b. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

c. The Director of Financial Aid Services prepares an Initial Athletic Aid Letter (Exhibit 4.1) and an Athletic Award Agreement (Exhibit 4.2).

d. The Athletics Secretary reviews the Tender of Financial Aid Request form for prospective student-athletes who will be sent a National Letter of Intent (NLI) and prepares the NLI (see section 6.09).

e. If a NLI needs to accompany the initial athletic tender, the tender will be forwarded from the Financial Aid Services to the Athletics Office for mailing to the prospective student-athlete with the NLI (see section 6.09).

f. If a NLI does not need to accompany the initial athletic tender, the letter and agreement are mailed by Financial Aid Services to the student with instructions to sign and return the agreement to the athletics department.

g. A copy of all letters and agreements are filed in the student’s financial aid file. h. When the athletic award agreements are received by the athletics department, a

copy is provided to the Head Coach, Athletics Compliance Office and Financial Aid Services. If the NLI is found to be invalid, the Athletics Compliance Office must notify the prospective student athlete in writing within five (5) business days that the NLI he/she signed was invalid by sending the Invalid NLI Letter (Exhibit 4.10). The NLI may be re-issued if within the signing period.

i. Once the signed Athletic Award Agreement is signed and received by Financial Aid Services, the athletic scholarship is changed from estimated to final in EDC.

2. Renewals

a. Director of Financial Aid Services completes the Financial Aid Tender Worksheet (Exhibit 4.3), indicating all prior year scholarship athletes. This form includes name, social security number, Lewis University ID number and prior year scholarship amount. This is then forwarded to the Head Coach of each sport.

b. The Head Coach completes the Financial Aid Tender Worksheet (Exhibit 4.3) that was provided to them by the Director of Financial Aid Services with the updated information for the new academic year. The coach enters the amount of the scholarship that they will be recommending and determines whether the

30

scholarship will be a renewal, nonrenewal, reduction or increase. A copy is given to the Athletics Director and the original is submitted to the Director of Financial Aid Services.

c. The Director of Financial Aid Services verifies where the recommended scholarships are a renewal, nonrenewal, reduction or increase.

d. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

e. The Director of Financial Aid Services prepares a Renewal of Athletic Aid Letter (Exhibit 4.4) and an athletic aid agreement (Exhibit 4.2).

f. The letter and agreement are mailed by Financial Aid Services to the student with instructions to sign and return the agreement to the athletics department.

g. A copy of all letters is filed in the student’s financial aid file. h. When the athletic award agreements are received by the athletics department, a

copy is provided to the Head Coach, Athletics Compliance Office and Financial Aid Services.

i. Once the signed Athletic Award Agreement is signed and received by Financial Aid Services, the athletic scholarship is changed from estimated to final in EDC.

3. Reductions

a. Director of Financial Aid Services completes the Financial Aid Tender Worksheet (Exhibit 4.3), indicating all prior year scholarship athletes. This form includes name, social security number, Lewis University ID number and prior year scholarship amount. This is then forwarded to the Head Coach of each sport.

b. The Head Coach completes the Financial Aid Tender Worksheet (Exhibit 4.3) that was provided to them by the Director of Financial Aid Services with the updated information for the new academic year. The coach enters the amount of the scholarship that they will be recommending and determines whether the scholarship will be a renewal, nonrenewal, reduction or increase. A copy is given to the Athletics Director and the original is submitted to the Director of Financial Aid Services.

c. The Director of Financial Aid Services verifies where the recommended scholarships are a renewal, nonrenewal, reduction or increase.

d. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

e. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

f. The Director of Financial Aid Services sends the Reduction and Non-renewal of Athletic Aid Letter (Exhibit 4.5) to the student athlete. The letter indicates that the athletic scholarship the student-athlete received in the previous academic year will be reduced in the ensuing academic year and notifies the student-athlete of the opportunity to request a hearing before the Student-Athlete Financial Aid Appeal Committee

g. The student athlete has 15 days from the time of notification to appeal the reduction to the Student-Athlete Financial Aid Appeal Committee.

h. The letter and agreement are mailed by Financial Aid Services to the student with instructions to sign and return the agreement to the athletics department.

31

i. A copy of all letters and agreements are filed in the student’s financial aid file. j. Once the signed Athletic Award Agreement is signed and received by Financial

Aid Services, the athletic scholarship is changed from estimated to final in EDC.

4. Nonrenewals a. Director of Financial Aid Services completes the Financial Aid Tender Worksheet

(Exhibit 4.3), indicating all prior year scholarship athletes. This form includes name, social security number, Lewis University ID number and prior year scholarship amount. This is then forwarded to the Head Coach of each sport.

b. The Head Coach completes the Financial Aid Tender Worksheet (Exhibit 4.3) that was provided to them by the Director of Financial Aid Services with the updated information for the new academic year. The coach enters the amount of the scholarship that they will be recommending and determines whether the scholarship will be a renewal, nonrenewal, reduction or increase. A copy is given to the Athletics Director and the original is submitted to the Director of Financial Aid Services.

c. The Director of Financial Aid Services verifies where the recommended scholarships are a renewal, nonrenewal, reduction or increase.

d. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

e. The Director of Financial Aid Services sends the Reduction and Non-renewal of Athletic Aid Letter (Exhibit 4.5) to the student athlete. The letter indicates that the athletic scholarship the student-athlete received in the previous academic year will not be re-renewed for the ensuing academic year and notifies the student-athlete of the opportunity to request a hearing before the Student-Athlete Financial Aid Appeal Committee.

f. The student athlete has 15 days from the time of notification to appeal the reduction to the Student-Athlete Financial Aid Appeal Committee.

g. A copy of all letters and agreements are filed in the student’s financial aid file. h. Once the signed Athletic Award Agreement is signed and received by Financial

Aid Services, the athletic scholarship is changed from estimated to final in EDC.

5. Cancellations • Lewis University does not cancel athletic award agreements during the period of

award.

D. Deadlines All recommendations for athletic tenders must be submitted to the Director of Financial Aid Services at least three weeks prior to mailing. All renewals, reductions and non-renewals of athletic tenders must be received by the student-athlete on or before July 1.

E. Monitor athletic financial aid budgets

The Director of Financial Aid Services monitors the athletic scholarship line items for the institutional budget to ensure that each individual coach does not overspend their allotted scholarship dollars. This is done during the preparing of athletic tender agreements. All coaches who are recruiting new student athletes must have all renewal scholarships determined before any initial scholarship agreements will be prepared.

32

F. Process for Outside Scholarships Received by Student-Athletes 1. Every student-athlete added to a team roster for a new academic year and added during

the academic year will have their financial aid inspected for outside scholarships. 2. If an outside scholarship is discovered, the Director of Financial Aid Services sends the

Outside Scholarship Letter and Questionnaire (Exhibit 4.6) to each outside agency that awards a scholarship to student-athletes.

3. The outside agency must certify whether or not the scholarship is based on athletics ability.

4. Upon return of the letter from the outside agency, the Director of Financial Aid Services determines if the scholarship is countable or non-countable aid toward athletic equivalencies.

5. If the outside scholarship is determined to be countable aid, the Squad List (Exhibit 4.9) for the sport(s) the student-athlete participates in will be adjusted accordingly.

G. Determine countable and non-countable aid

The Director of Financial Aid Services determines the countable and non-countable aid for each student athlete according to NCAA Bylaw, Article 15. This process shall be completed no later than the first day of classes of the new academic year. 1. Coaches should determine the countable or non-countable status of their prospective

student-athletes at the earliest possible stage of recruiting and compute their athletic aid recommendations accordingly so as not to surpass the NCAA maximum equivalencies. Bylaw 15.5.2.1

2. Beginning with the first recommendation from a coach for athletic financial aid for an incoming PSA the Financial Aid Director, coach and compliance office begin the process of determining whether each SA is to be considered a “counter” or a “non-counter” for the upcoming academic year. Bylaw 15.02.3 and 15.5.1

3. All incoming and returning SAs who are determined to be non-counters shall be listed on the “Non-Counter Form”. This form is to be completed by the Director of Financial Aid and checked by the FAR prior to each sports first date of competition. Bylaw 15.5.1.(b)

4. When completed and signed by the Director of Financial Aid and the FAR the Non-Counter Form is to be forwarded to the athletic compliance office where it is kept on file.

5. All student-athletes are coded into the Educational Data Center (EDC) system mainframe system by the Athletics Secretary according to roster reports from the Athletics Compliance Office.

6. The Director of Financial Aid Services runs a report from EDC that outlines all data needed to determine the countable/non-countable institutional aid for each student athlete.

7. This report is produced after all financial aid is entered into the Compliance Assistant internet (CAi).

H. Producing Non-Counter Forms Utilizing CAi, the Director of Financial Aid Services produces a non-counter form for each student-athlete who does not receive institutional financial aid based on athletic ability and is not considered a counter according to bylaw 15.02.

I. Summer Athletic Financial Aid 1. Student athlete must apply for summer athletic financial aid by completing the

Summer School Athletic Scholarship Application (Exhibit 4.7).

33

2. The Head Coach signs the student’s application and makes a recommendation for the amount of scholarship.

3. The Head Coach forwards the application to the Athletics Director for approval 4. If approved, the application is forwarded to Financial Aid Services for an athletic

award agreement to be completed for a summer scholarship. 5. Summer athletic scholarships begin the new fiscal year. Head coaches will need

to plan accordingly when recruiting for the ensuing academic year.

J. Fifth-Year Athletic Financial Aid 1. Academic Standing

a. A 2.5 or above overall grade point average is required. 2. Proximity to Graduation

a. A student-athlete must be within 24 credit hours of receiving their degree at the start of the fall semester when they enter the Fifth Year Aid Program.

3. Award Parameters per Semester a. A Fifth Year Aid award will be no more than the per-semester amount of award the

student-athlete received during their most previous year of award. b. The funds available for the Fifth Year Aid Program are limited, and awards to

individual student-athletes may be less than the amount the student-athlete received during their final year of eligibility.

4. Entry to Program a. Student-athletes willing to receive Fifth Year Aid must be nominated no later than

February 25th of the year preceding their fifth year by their head coach. Fifth Year Athletic Scholarship Applications (Exhibit 4.8) will be distributed to all head coaches in early February by the Director of Athletics. Applications will be reviewed by the Fifth Year Aid committee, who will then make recommendation based on the funds available. Award letters will be sent to all nominated student-athletes no later than May 1 to allow the student-athlete to register for classes for the following fall semester.

5. Committee Review a. The Fifth Year Aid committee will consist of the Assistant Director of

Athletics/Compliance, the Director of the L.A.R.C. and the Director of Financial Aid. The committee will make recommendations to the Director of Athletics who will, after consultation with the Executive Vice President, make the final decision.

6. Award Time Line February 1 ........................Fifth Year Athletic Scholarship Applications distributed

to Head Coaches February 25 ......................Applications received from Head Coaches February 26-April 5 .........Fifth Year Aid committee reviews nominations and

makes recommendations. Approval by the Director of Athletics

April 25 ............................Award letters sent to student-athletes May ..................................Student-athlete registers for fall classes

7. A student-athlete is not a counter in the individual sport in this situation if they have exhausted their eligibility in that sport.

K. Production of Squad Lists

34

After all financial aid information is entered into CAi, a squad list is produced for each sport by the Director of Financial Aid Services. The Squad List (Exhibit 4.9) must be produced prior to the start of competition.

L. Enter financial aid information in Compliance Assistant internet

The Director of Financial Aid Services enters the individual institutional financial aid that each student athlete is receiving into CAi.

M. Monitoring Student-Athlete Employment Student-athletes are ultimately responsible for not earning more than their Federal Work Study award. The Associate Director of Financial Aid Services monitors the employment earnings of all student employees, including student-athletes, to ensure that they do not exceed their allotted award.

The Office of Financial Aid Services reviews each individuals FAFSA data each year and flags any major increases in employment earnings for student athletes.

Section 5.07 Student-Athlete Financial Aid Appeal Committee Students, who have been recipients of an athletic scholarship and for whom the Athletics Department has chosen to reduce or not to renew, must be notified in writing by the Office of Financial Aid Services by July 1 each year. If the student feels the decision to reduce or not renew is unjustified they can appeal the decision to the Lewis University Financial Aid Committee. The appeal must be in writing and received in the Office of Financial Aid Services within 15 days of notification of the loss or reduction of the scholarship. The appeal process is outlined below: Step 1. The student writes a letter to the Director of Financial Aid Services requesting an appeal of their scholarship. Step 2. The Director of Financial Aid Services sets up an appeal hearing with the Financial Aid Committee and notifies the student and respective coach. The Financial Aid Committee members are: Director of Financial Aid Services (Chair) Dean of Admission Dean of Student Services Faculty Athletic Representative Step 3. The student and coach both present their cases to the Financial Aid Committee regarding the reduction or removal of the athletic scholarship. The student/coach may bring additional documentation, witnesses, etc., to support their case. Step 4. Once all information is reviewed the committee will make a final decision and inform both the student and the coach of the decision. The decision of the committee is final and cannot be appealed. The student will be informed in writing as to the final decision. Section 5.08 Awards, Benefits and Expenses for Student-Athletes Approval of Awards (Exhibit 3.2)

35

UNDER CONSTRUCTION Section 5.09 Compliance Calendar The Executive Vice President and Provost will monitor the development of a comprehensive compliance education program to be attended by individuals whose position or department has ramifications on athletics compliance. A sample compliance calendar is as follows.

36

Compliance Calendar July

Confirm student-athlete eligibility status. Collect playing and practice season declarations. Monitor official and unofficial visits. Distribute booster education information. Distribute Division II manuals.

Monthly Rules Education Session: Recruiting Activities, Amateurism August

Conduct student-athlete orientation prior to first practice. File student-athlete statements prior to first day of competition. File student-athlete affirmation of eligibility forms prior to first day of competition. File international student-athlete forms. File student-athlete historical questionnaires. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Playing and Practice Season, Review Violations Log September

Roster changes Confirm student-athlete full-time enrollment. Administer rules test to new members of coaching staff. NCAA required forms filed by September 15.

Certification of Compliance for Staff Members of Athletics Departments. Certification of Compliance for Institutions. Sports Sponsorship Report (on-line). Designation of Institutional Representatives (on-line).

File summer camps and clinics forms. Monitor official and unofficial visits. Ensure consistent financial aid packaging for student-athlete and non-student athletes. Monitor playing and practice season activities.

Monthly Rules Education Session: Boosters, Extra Benefits and Awards, Promotional Activities

October Roster changes. Confirm student-athlete full-time enrollment. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Financial Aid, National Letter of Intent, Publicity November

Roster changes. Confirm student-athlete full-time enrollment. Review proposed legislation. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Fiscal Practices, Continuing Eligibility

37

December

Roster changes. Confirm student-athlete full-time enrollment. Confirm eligibility status for second semester participants. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Proposed Legislation January

Roster changes. Confirm student-athlete full-time enrollment. Conduct student-athlete orientation for mid-year enrollees. Review camp brochures. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Outside Competition February

Roster changes. Confirm student-athlete full-time enrollment. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Newly Adopted Legislation, Camps and Clinics March

Roster changes. Confirm student-athlete full-time enrollment. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Hardships and Waivers, Gambling Activities April

Roster changes. Confirm student-athlete full-time enrollment. Monitor official and unofficial visits. Monitor playing and practice season activities.

Monthly Rules Education Session: Summer Activities, Review Outside Competition, Summer Employment

May Collect student-athlete participation records. Collect official and unofficial visit records. Monitor official and unofficial visits. Monitor playing and practice season activities. Collect preliminary team rosters. Administer rules test to coaching staff members.

Monthly Rules Education Session: Transfers

38

June Update compliance manual and/or compliance forms. Update student-athlete handbook. Monitor official and unofficial visits.

Monthly Rules Education Session: Review policies and procedures manual

Section 5.10 Compliance Education The Executive Vice President and Provost will monitor the development of a comprehensive compliance education program to be attended by individuals whose position or department has ramifications on athletics compliance. The activities will include:

• Development of a compliance calendar for compliance meetings, seminars and workshops for:

o Athletics staff o Compliance committees o Student-athletes o University department heads

• Encourage staff to view NCAA online presentations and formulate questions for compliance meetings.

The University provides educational opportunities by expanding the compliance education calendar to incorporate the following educational opportunities:

• Lewis University e-mail system • Student-athlete handbook • In-person meetings/speaking engagements, on- and off-campus

o Team meetings o Booster meetings o Department agenda item at meetings o SAAC meetings o Monthly education meetings

• Lewis University athletics website • Interoffice e-mail communications • Game programs and media guides • Monthly newsletter • Department policies and procedures manual • Attendance at conference and NCAA seminars and workshops

All athletics department staff members are required to attend compliance education meetings. In addition, athletics staff members must use a proactive approach in educating themselves prior to involvement in non-permissible activities and taking inappropriate actions. This is to be done by:

• Reading the NCAA manual that is published every year • Visiting the NCAA web site (www.ncaa.org) • Utilizing the NCAA Legislative Services Database for the internet (LSDBi) • Visiting Lewis University athletics compliance website

(http://lewisflyers.collegesports.com/compliance/lewi-compliance.html) • Discussions with colleagues (coaches, compliance officer, director of athletics)

39

Section 5.11 Interpretations All Lewis University employees are encouraged to ask for interpretations of NCAA rules. Rules interpretation requests are communicated to the FAR, director of athletics or Athletics Compliance Office by completing the Interpretation Request and Response form (Exhibit 8.1). The approached member of the compliance process brings the issue to the Athletics Compliance Office to have it logged with all other interpretation requests. The staff member works with other staff members listed above, the conference liaison, and the person making the request, by conducting research in the NCAA manual, LSDBi, the conference office and the NCAA membership services hotline (phone: 317-917-6003). The Athletics Compliance Office will complete the GLVC Rules Interpretation Electronic Request Form (Exhibit 8.3) when needed and submit to the conference office. After the staff member makes a final interpretation, the information is communicated via e-mail or office memorandum to the athletics department staff, compliance committee and other involved departments. Section 5.12 Reporting Violations Whenever violations of NCAA or conference bylaw/rules occur, it is the responsibility of the parties (administrator, faculty, staff, student-athlete, etc.) involved to report the violation or possible violation immediately. It is also important that violations be reported in a timely manner and that all self-reports be truthful, accurate and factually complete. Bylaw, Article 10 addresses Ethical Conduct while bylaw 11.1.2 addresses the responsibility for violation of NCAA regulations. To protect the privacy of student-athletes and staff who may be involved in violations, every attempt must be made to avoid public disclosure of facts, assumptions or rumors. The procedure established within the athletics department to ensure that all sanctions from reported violations are properly processed is as follows:

1. Violation is reported to the Athletics Compliance Office, Faculty Athletics Representative or Director of Athletics.

2. An “open” violation file is created for gathering all information collected in the investigation. 3. The inquiry into a possible violation is entered on the Compliance Violation Log (Exhibit

14.5). When conducting an interview as part of the investigation, the staff member(s) and/or student-athlete(s) involved must sign the Compliance Office Interviews - Unethical Conduct form (Exhibit 14.1). At least two persons from the athletics department should be present and/or the interview must be tape recorded. If the violation impacts the eligibility or welfare of student-athletes, the Faculty Athletics Representative should also be present.

4. In cases involving the reinstatement of a student-athlete’s eligibility by NCAA Student-Athlete Reinstatement, the Student-Athlete Signature for Reinstatement form (Exhibit 14.2) must be signed.

5. If it is concluded from investigation that a violation has been committed, a Violation Self-Report form (Exhibit 14.3) is prepared by the Athletics Compliance Office and reviewed by all parties.

6. The Violation Self-Report is them faxed to the conference office, and sent as required by the NCAA. Level II violations are reported to the conference office, but not to the NCAA national office. The conference office reports Level II violations in summary form during

40

the summer vacation period after the academic year. Level I violations are reported by Lewis University to the conference office and the NCAA Enforcement staff. Level I violations that involve student-athlete reinstatement are reported to the conference office and the NCAA Student-Athlete Reinstatement staff but are not reported to the NCAA Enforcement staff.

7. A Violation Summary Report (Exhibit 14.7) is prepared by the Athletics Compliance Office to document the chronological order of events and communications involved.

8. In cases where repayment of an extra benefit or aid is sanctioned, the student-athlete must complete and follow the Repayment Schedule for Violations (Exhibit 14.4) or provide full-repayment, depending on the value of the benefit or aid.

9. All repayments by a student-athlete are recorded on the Violation Reimbursement Log (Exhibit 14.6) when the funds or a letter from a charity documenting the gift are received by the Athletics Compliance Office.

10. In cases involving a Level I, Secondary violation or a case involving the reinstatement of a student-athlete’s eligibility, the violation folder will remain “open” until case decisions are received from NCAA Student-Athlete Reinstatement. Student-athlete reinstatement cases may be forwarded from NCAA Student-Athlete Reinstatement to NCAA Enforcement. Cases reported to the NCAA Enforcement staff will remain “open” until case decisions are received from enforcement.

11. In cases where a student-athlete has been declared ineligible, the student-athlete will not be certified for competition prior to having the summary completed and

12. Once all sanctions have been completed, all events are documented in chronological order on the violation summary report, and the violation summary report is signed by the Athletics Director, coach of the sport involved, Faculty Athletics Representative and potentially the student athlete involved, the violation will be considered “closed.” Copies will also be placed in the SA’s history file (if appropriate), the sport’s yearly folder, a copy is given to the Head Coach of the sport and the original is stored in an annual violations folder in the Athletics Compliance Office.

41

Article VI.

Recruiting, Admissions

and Eligibility

42

Section 6.01 Recruiting Policies Transfer Release – Request for permission to contact (Exhibit 13.2) Recruited Status Form (Exhibit 11.9) Coaches and athletics department personnel are required to follow all policies, procedures and rules regarding the recruitment of prospective students athletes within Lewis University and NCAA guidelines. Refer to NCAA Bylaw, Article 13 for more information. In addition, all athletics department personnel are to educate all prospective student athletes (their relatives and coaches, if possible) about NCAA, Lewis University and conference recruiting rules and the penalties for violation of these rules. The Faculty Athletics Representative and the Director of Athletics (or his/her designee) shall review on a monthly basis all documents designed for the monitoring of recruiting activities. Section 6.02 Transfers The following procedures are to be followed in recruiting prospective transfer student-athletes. A. Release request from current student-athlete

1. Student-athlete makes a request to athletics staff member to grant another institution permission to contact him/her.

2. Staff member notifies the student-athlete that he/she is to contact the other institution(s) and ask that a request for permission to contact is sent to Lewis University via fax.

3. If an institution sends a letter asking for permission to contact, the Transfer Release - Permission to contact is granted form (Exhibit 13.3) is sent to the institution.

4. If an institution send a form that asks for permission to contact, she the procedures below under “Permission to contact requested by another institution.”

B. Permission to contact requested by another institution

1. Form is received by another institution requesting permission to contact a student-athlete regarding transfer.

2. Staff member asks the Head Coach of the sport(s) if Lewis University will grant the student-athlete’s permission to contact.

3. If the coach(s) does not grant permission to contact: a. The other institution is notified that permission is not granted. b. The student-athlete is notified of their right for appeal to the Student-Athlete

Financial Aid Appeal Committee. 4. If permission to contact is granted, the form completed, signed and faxed to the other

institution. 5. A copy of the form is given to the Head Coach of the sport(s) and the original is filed in

the student-athlete’s history file in the Athletics Compliance Office. C. Coach’s request for permission to contact a student-athlete at another 4-year institution

1. The coach receives contact from a student-athlete from another 4-year institution, asking for information regarding a transfer to Lewis University.

2. The coach makes a request to either the Director of Athletics or the Athletics Compliance Office to send the Transfer Release – Request for permission to contact form (Exhibit 13.2).

43

3. The Athletics Director or designated staff member prepares the “Transfer Release - Permission to contact request” form and faxes it to the prospective student-athlete’s institution.

4. When the form is received, the form is checked to ensure that it is completed and signed by the director of athletics or compliance officer. • If the form is not completed and/or signed the form is faxed again with a

statement asking them to fill the form out in its entirety, including a signature. 5. When the completed, signed form is received, a copy is given to the Head Coach making

the request and the original is filed in the Athletics Compliance Office. 6. If the prospective student-athlete’s institution grants permission to contact, the Athletics

Director or designated staff member then prepares the Transfer Information Request form (Exhibit 13.1) and faxes it to the institution of the prospective student-athlete.

7. When the form is received, the form is checked to ensure that it is completed and signed by the director of athletics or compliance officer. • If the form is not completed and/or signed the form is faxed again with a

statement asking them to fill the form out in its entirety, including a signature. 8. When the completed, signed form is received, a copy is given to the Head Coach making

the request and the original is filed in the Athletics Compliance Office. Section 6.03 Representatives of Athletics Interests (Boosters) The athletics department is responsible for informing those identified as boosters of the institution’s commitment to the principles of sportsmanship, ethical conduct, rules compliance and amateurism, as defined by NCAA, GLVC, GLIAC and MIVA rules. The Information for Boosters (Exhibit 5.4) is to be used in athletics publications, the department website and in other communication opportunities to educate boosters on their impact in athletics compliance. Lewis University is responsible for setting policies and standards of conduct for all outside entities (agencies, organizations and representatives of athletics interests) as mandated by NCAA Bylaw 6.4. Independent agencies or organizations are defined in Bylaw 6.4.1 while representative of athletics interests is defined in Bylaws 6.4.2 and 13.01.4. Further information on representatives of athletics interests can be found in sections 2.05 and 4.03 of this manual. Representatives of Lewis University’s athletics interests are strictly prohibited from off-campus recruiting activities involving personal contact with potential student athletes. Also see bylaw 13.1.2.2(h) and 13.1.3.5.2 for more information on recruiting.

44

13.01.4 Recruiting by Representatives of Athletics Interests Representatives of an institution’s athletics interests (as defined in Bylaw 13.02.10) are prohibited from making in-person, off-campus recruiting contacts or telephone calls with a prospect or the prospect’s relatives or legal guardians. On-campus contact is permitted, as are written communications. Recruiting contacts by representatives during a prospect’s official visit are confined to campus and may not extend to the 30-mile radius permitted institutional staff members (see also Bylaw 13.1.3.5.2). (Revised: 1/11/00 effective 8/1/00) 13.02.10 Representative of Athletics Interests A "representative of the institution's athletics interests" 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 in or to be a member of an agency or organization, including corporate entities (e.g., apparel and equipment companies), promoting the institution's intercollegiate athletics program; (Revised: 1/14/02) (b) Have made financial contributions to the athletics department or to an athletics booster organization of that 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. 13.02.10.1 Representative of Athletics Interest Once an individual is identified as such a representative, the person retains that identity indefinitely.

Section 6.04 Educating Prospective Student-Athletes (PSAs), parents and their coaches UNDER CONSTRUCTION Section 6.05 Coaches recruitment certification exam All coaches that will be recruiting off-campus must pass the NCAA Coaches Certification Exam on an annual basis. The Faculty Athletics Representative (FAR) is responsible for administering the coach’s recruitment certification exam. The FAR is responsible for reserving the testing facility, reporting names of certified coaches to the athletics department and scheduling coaches for the exam. Section 6.06 Responsibility of Student-Athletes (SAs) to disclose commitments and financial assistance Student-athletes are informed of their responsibility to disclose commitments and financial assistance at the pre-season meetings to sign institutional and NCAA forms required for participation. Section 6.07 Official Visits When inviting prospective student athletes for an official, expense-paid campus visit, the coach must provide the name and address to the athletics department secretary to have the Official Visit Letter (Exhibit11.3) sent to the prospect. Since the prospect must receive the letter in advance of their visit, the secretary must be notified a far in advance of the date of the visit as needed to provide for enough time for the letter to be produced, sent to the prospect and received by the prospect. The athletics department secretary will send updated graduation rates and the current NCAA Banned Drug List. Prospective student athletes that are put through a tryout per NCAA rules, must complete, sign and date the Waiver and Release for Tryout form (Exhibit 11.8) and present proof of insurance. The Waiver and Release for Tryout form (Exhibit 11.8) must be submitted with the Official Visit Form (Exhibit 11.4) after conclusion of the official visit. The proof of insurance may be in the form of a photocopy of the

45

prospect or prospect’s parent’s insurance card. The proof of insurance must be presented to the athletic training staff prior to conducting the tryout. If the prospect is being hosted on an overnight visit with a current student athlete, the prospect must complete, sign and date the Official Visit Guidelines, Prospective Student-Athlete (Exhibit 11.5) and the student host must complete, sign and date the Official Visit Guidelines, Student-Host (Exhibit 11.6). At the conclusion of the official visit, these forms are to be submitted to the athletics compliance office with the Official Visit Form (Exhibit 11.4) and any other supporting documentation. Official Visit Form (Exhibit 11.4) Official Visit Guidelines, Prospective Student-Athlete (Exhibit 11.5) Official Visit Guidelines, Student-Host (Exhibit 11.6) Official Visit Letter (Exhibit11.3)

• The Athletics Secretary will provide a copy of the official visit letter sent to the PSA to the Athletics Compliance Office to be filed with other recruiting documentation.

Official Visit Roster (Exhibit11.7) Waiver and Release for Tryout (Exhibit 11.8) Section 6.08 Unofficial Visits Prospective student athletes that are put through a tryout per NCAA rules, must complete, sign and date the Waiver and Release for Tryout form (Exhibit 11.8) and present proof of insurance. The Waiver and Release for Tryout form (Exhibit 11.8) must be submitted after conclusion of the unofficial visit. The proof of insurance may be in the form of a photocopy of the prospect or prospect’s parent’s insurance card. The proof of insurance must be presented to the athletic training staff prior to conducting the tryout. Waiver and Release for Tryout (Exhibit 11.8) Section 6.09 National Letter of Intent (NLI) Lewis University subscribes to the National Letter of Intent (NLI) program. The NLI is the document used to establish the commitment of a prospect to attend Lewis University (NCAA bylaw 13.02.7). Additional information on use of the NLI is in bylaw 13.9 of the NCAA manual and can be found on the internet at www.national-letter.org. An offer of athletics financial aid must also be offered with the NLI. The following procedures must be followed for issuing a NLI.

1. Head Coach completes the Financial Aid Tender Worksheet (Exhibit 4.3) as instructed in Section 5.06 Financial Aid. This form must include name, social security number, Lewis ID number, home address, scholarship amount, request for letter of intent, and sport. A copy is given to the Athletics Director and the original is submitted to the Director of Financial Aid Services.

2. The Director of Financial Aid Services verifies that the sport has money available in the athletic aid budget and that the student has not exceeded the full-grant in aid.

3. The Director of Financial Aid Services prepares an Initial Athletic Aid Letter (Exhibit 4.1) and an athletic aid agreement (Exhibit 4.2).

4. The Athletics Secretary reviews the Tender of Financial Aid Request form for prospective student-athletes who will be sent a National Letter of Intent (NLI) and prepares the NLI.

5. If an initial athletic tender needs a NLI to accompany it, the tender will be forwarded from the Financial Aid Services to the Athletics Office for mailing to the prospective student-athlete with the NLI.

6. The Athletics Secretary prepares the NLI for signature by the director of athletics.

46

7. Upon receipt of the athletic aid agreement (Exhibit 4.2) from the Financial Aid Services, the Athletics Secretary prepares the mailing envelope, letter, agreement, NLI and postage-paid envelope for mailing to the prospective student-athlete.

8. The contents of the mailer are shown to the Head Coach for approval. 9. After receiving approval from the Head Coach, the Athletics Secretary mails the materials to

the prospect. 10. When the PSA returns the signed athletic tender and NLI to the Athletics Office:

a. The Athletics Secretary verifies that the NLI was signed within the 14-day grace period. b. If not, a new NLI is prepared, signed by the director of athletics and mail to the prospect

with a postage-paid envelope. 11. When the NLI is verified to have been completed, signed and dated by the prospect, and

potentially their parent or guardian, within the 14-day grace period, a copy of the NLI and athletic tender are provided to the Head Coach, the originals are filed in the Athletics Compliance Office, and a copy is sent to the appropriate conference office within 21 days after the date of final signature. c. Men’s Volleyball – Midwest Intercollegiate Volleyball Association d. Men’s and Women’s Swimming – Great Lakes Intercollegiate Athletic Conference e. All other sports – Great Lakes Valley Conference

12. If a NLI is not filed with the conference office within 21 days after the date of final signature, another NLI may be issued.

Section 6.10 Eligibility Addition to team roster form - Dual Sport Addition to team roster form - New SA Lewis University does not permit a student-athlete to represent it in intercollegiate athletics competition until all applicable eligibility requirements have been met and the institution has certified the student-athlete eligible. A. Initial Eligibility

NCAA Division II Freshman Eligibility Standards: Bylaw 14.3 Qualifier Requirements: Bylaw 14.3.1.1 1. Graduation from high school 2. A minimum cumulative grade-point average of 2.000 (based on a maximum 4.00) in a

successfully completed core curriculum of at least 14 academic courses per Bylaw 14.3.1.2.

3. A minimum combined score on the SAT of 820 or a minimum sum score of 68 on the ACT.

4. Certified as eligible by the NCAA Eligibility Center.

Partial/Nonqualifier Definitions and Restrictions: Bylaw 14.3.2

B. Responsibilities for the certification of eligibility data

47

Section 8.01 Eligibility Data Certifier Reviewer Qualifier, Partial, Non-qualifier Athletics Compliance Officer FAR Type of exception used Athletics Compliance Officer FAR Year of residency served Athletics Compliance Officer FAR No. of Seasons used Athletics Compliance Officer Head Coach Certification of amateur status Athletics Compliance Officer Head Coach Initial collegiate enrollment Dean of Admission Registrar Initial enrollment at Lewis Dean of Admission Registrar Total full-time semesters Dean of Admission Registrar Date of High School graduation Dean of Admission Registrar 4-year transfer, full-time terms Dean of Admission Registrar 2-year transfer, full-time terms Dean of Admission Registrar 2-year transfer, date of graduation Dean of Admission Registrar No. of Transferable hours Dean of Admission Registrar Degree credits passed in previous semesters Academic Skills Coordinator Registrar

12-hour average Academic Skills Coordinator Registrar Cumulative GPA Academic Skills Coordinator Registrar Declared Major Academic Skills Coordinator Registrar Completion of 6 hours per semester Academic Skills Coordinator Registrar Academic status (Probation) Academic Skills Coordinator FAR

C. Initial Eligibility Policies and Procedures

1. The certification of eligibility process for each prospective student-athlete, (PSA) may begin as early as November during processing of the athletic award agreement for the initial signing period for the National Letter of Intent (NLI).

2. Upon receipt of the signed NLI, the Athletics Secretary forwards these names to the office of admission for purpose of entering into the Educational Data Center (EDC) system database as a prospective student-athlete (PSA) for the upcoming academic year. Additional data is collected throughout the following months to establish the eligibility status of each PSA.

3. The Athletics Compliance Office enters these names into the Compliance Assistant internet (CAi) as a prospective student-athlete and onto the GLVC Eligibility Report to enter all relevant details from signing the NLI.

4. All PSAs must be certified through the NCAA Eligibility Center. Early in the recruiting process coaches are to inform PSAs to register with the NCAA Eligibility Center. Coaches are to submit the social security numbers of their PSAs into the eligibility center website to activate the institution request list (IRL). Eligibility center status reports are checked periodically by the coach, Athletics Compliance Office and office of admissions for updates in PSA’s certification.

5. Once a PSA has applied for admission to the university, their information (high school transcripts, test scores, rank in class, FAFSA information, etc.) are continually added to EDC and updated according to University procedures for all prospective students. (Refer to the Lewis University catalog)

6. Projected rosters for the upcoming academic year are to be submitted by each Head Coach to the Athletics Director, Athletics Compliance office and Financial Aid Director by May 1. These rosters should include the names and an identification number for each returning SA and PSA that is expected to participate on their team in the upcoming

48

academic year.

7. Beginning in May, the names and I.D. numbers of SAs and PSAs are placed on the GLVC Eligibility Report by the Athletics Compliance Office for the upcoming academic year. These forms are circulated to members of the NCAA Certification and Eligibility Committee to begin the certification process. Names may continue to be added and deleted throughout the summer as rosters are finalized.

8. Each member of the compliance team gathers information from within their respective areas to certify all SAs and PSAs. This information is placed on the GLVC Eligibility Report and returned to the Athletics Compliance Office. See the section above on “Responsibilities for the certification of eligibility data.”

9. The Athletics Secretary codes the PSAs into EDC as the NLIs and athletic award agreements are returned to the Athletics Office.

10. The GLVC eligibility form is circulated to the Athletics Director, Coach, Faculty Athletic Representative and Registrar. These four individuals check the information, sign and date the form prior to forwarding it back to the compliance office.

11. The GLVC eligibility form for each sport is to be completed prior to the team’s first date of competition. Copies are to be sent to the GLVC office by the Athletics Compliance Office prior to competition.

12. In cases involving an international PSA or a PSA where a gap exists between the time of high school graduation and their first term of enrollment at a college or university, the PSA must complete an International Student-Athlete Form. If concerns exist as to the verification of the PSAs history the Athletics Director, Athletics Compliance Office and FAR will investigate the PSAs athletic history. Until all concerns have been resolved to the satisfaction of the institution the PSA will not be certified for competition.

D. Transfer Eligibility

NCAA Division II Transfer Eligibility Standards: Bylaw 14.5 Transfer Eligibility Policies and Procedures:

1. Coach notifies Compliance Coordinator that permission to contact is needed on four-year

PSA. The Compliance Coordinator sends permission to contact request form to original institution’s Athletics Director to obtain written permission per bylaw 13.1.1.2. If permission is not granted, no recruitment of the PSA shall take place.

2. If permission is granted and the coach wants to begin recruiting the PSA the coach notifies the Compliance Coordinator requesting for a transfer eligibility information form to be sent to all the PSA’s previous attended institutions. The Compliance Coordinator sends transfer eligibility information form to previously attended institutions.

49

3. Upon receiving the transfer eligibility information on the PSA the Compliance Coordinator forwards that information to the coach. The compliance office retains the form for further review during the PSA’s eligibility certification process.

4. In order to be certified as eligible a transfer must supply Lewis University with all official and final transcripts from all previously attended colleges or universities. At the beginning of the recruiting process the coach should communicate clearly with all transfer PSAs that their eligibility cannot be established without official academic documentation.

5. The PSA should submit unofficial transcripts to the admissions office early in the recruiting process. Although unofficial documents cannot be used for certification the admission’s department will evaluate them and estimate transferable credits. This will help to determine the likelihood of the PSA being eligible for the upcoming year.

6. If the PSA is transferring from a two-year college they should be encouraged to register with the NCAA Eligibility Center if they have not already done so.

7. Once the name of the transfer PSA has been submitted by the coach onto the projected roster for the upcoming academic year the transfer PSAs eligibility will be determined through the initial eligibility process. (See Initial Eligibility procedures 5-9)

8. The Athletics Secretary codes the PSAs into Educational Data Center (EDC) system as the NLIs and athletic tenders are returned to the athletic office.

9. When a final official transcript is received for a transfer PSA the admission’s office will evaluate the transcript and determine what courses will transfer, what the transfer GPA is and whether the PSA successfully has passed a minimum of six transferable hours during their last full-time semester of attendance, (bylaw 14.4.3.1).

10. For a two-year college transfer the eligibility requirements are stated in bylaw 14.5.4.1

and for a four-year college transfer the eligibility requirements are stated in bylaw 14.5.5. In addition the GLVC requires a 2.00 GPA for all SAs who have been enrolled in a collegiate institution four full-time semesters or who have utilized two seasons of competition. Sec. 15.E.1.

E. Progress Toward Degree

1. The Verification of Progress Toward Degree form (Exhibit 7.1) is distributed to student-athletes via the coaching staff in a meeting with the Faculty Athletics Representative.

2. Each student-athlete takes the form to their advisor during fall or spring registration. 3. The advisor completes the form and returns it via campus mail to the Athletics Secretary. 4. The Athletics Secretary mails copies to the student-athlete, advisor and the appropriate

Dean. The original is given to the FAR and filed in the Athletics Compliance Office. 5. The FAR tracks the return of the forms for each student-athlete on the GLVC Eligibility

Report or the Compliance Assistant internet. 6. The FAR informs the appropriate Dean of any missing or incorrectly completed forms for

the student-athletes in their college.

50

7. If action is necessary for particular student-athletes, the FAR will inform the Head Coach.

8. Review of the forms takes place by the NCAA Certification of Eligibility Committee prior to the next certification.

F. Continuing Eligibility

NCAA Division II Progress-Toward-Degree Requirements: Bylaw 14.4 Re-Certification of Eligibility for Returning Student-Athletes Policies and Procedures:

1. The process for re-certification of eligibility for returning student-athletes begins when

final exams of the spring semester are concluded.

2. Initial projected rosters for the upcoming academic year are to be submitted by each coach to the Athletics Director, Athletics Compliance office and Financial Aid Director by May 1. These rosters should include the names and I.D. numbers of returning SAs as well as PSAs that are expected to participate in the upcoming academic year.

3. The Academic skills coordinator notifies the Athletics Compliance Office, director of athletics and FAR of student-athletes that have been put on academic probation by the university. The director of athletics is responsible for notifying Head Coaches of the student-athletes placed on academic probation for their sport.

4. Beginning in May, the Athletics Compliance Office begins entering returning student-athletes onto the GLVC Eligibility Report for the upcoming academic year. These forms are circulated to the compliance team members to begin the certification process. Names may continue to be added and deleted throughout the summer as rosters are finalized.

5. Each member of the compliance team gathers information from within their respective areas to certify all SAs and PSAs. This information is placed on the GLVC eligibility form and returned to the Athletics Compliance Office. At least two different members of the compliance team check each aspect of certification to ensure the accuracy of the information.

6. The Director of Financial Aid checks that all returning SAs are rolled over to the compliance Assistant internet (CAi).

7. The Athletics Compliance Office compiles the information onto the official copy of the GLVC eligibility form and circulates it to the Athletics Director, Coach, Faculty Athletic Representative and Registrar. These four individuals check the information, sign and date the form prior to forwarding it back to the compliance office.

8. The GLVC eligibility form for each sport is to be completed prior to the team’s first date of competition. Copies are to be sent to the GLVC office by the Athletics Compliance Office prior to competition.

9. Beginning on the first day of class Student-Athletes Reports are run weekly. A credit hour check for all SAs is run on a daily basis to verify full-time enrollment. These reports are checked by the FAR and Registrar.

51

10. If a SA is below 12 hours the Athletics Director is notified immediately. The Athletics

Director immediately notifies the coach and compliance office informing them that the SA is not eligible for competition or practice.

11. The coach is responsible to pull the SA from practice and competition immediately. The SA remains ineligible until the athletic compliance office confirms that they have regained full-time enrollment status.

12. After grades have been posted following the fall academic term the Registrar, FAR, Academic Skills Coordinator and athletic compliance office check SAs transcripts for academic status changes.

Data on GLVC eligibility form Checked by 6 hours completed Registrar/FAR/Compliance Office Cumulative GPA for GLVC & MIVA cert. Registrar/FAR/Compliance Office Academic probation status Registrar/Academic Skills Coordinator

13. If a SA is found to be ineligible or becomes eligible the Athletics Director is notified immediately. The Athletics Director immediately notifies the coach and compliance office informing them that the SA is not eligible for competition or has become eligible for competition.

F. Certification Process for Currently Enrolled Students: The following process will be used for certifying the eligibility of a currently enrolled student for athletics participation after the start of the academic year.

1. Student approaches a member of the coaching staff, seeking information on participation

in athletics.

2. The coach determines whether the student is a worthy athlete. a. If conducting a tryout, the student-athlete must complete the “Waiver and Release

for Tryout” form. b. If the coach determines that the student is a worthy athlete and would like to

pursue adding the student to their team, the coach must present the student with an “Addition to Team Roster Form – New Student” or “Addition to Team Roster Form - Dual Sport Athlete,” whichever is appropriate.

i. In order for the student to participate, the form must be completed in its entirety and returned to the athletic compliance office. Each successive step must be completed prior to granting eligibility for participation.

ii. The Head Coach of the sport grants permission for participation according to the form.

Section 6.11 Amateurism and Seasons of Competition Amateurism Questionnaire (Exhibit 1.1) Historical Questionnaire (Exhibit 1.2) Lapse in Full-Time Enrollment Questionnaire (Exhibit 1.3)

52

Section 6.12 Publicity To publicly announce the commitment of a prospect to Lewis University, the prospect must have completed one of two processes.

1) Signed National Letter of Intent (NLI) 2) Signed Lewis University Admissions Letter of Intent and paid deposit

Section 6.13 Student-Athlete Transfer Committee In compliance with NCAA Division II Bylaws 13.1.1.2 and 14.5.5.3.10, if the athletics department denies a student-athlete's request to permit any other institution to contact the student-athlete about transferring or the institution states in writing that it has an objection to the student being granted an exception to the transfer residence requirement, the institution shall inform the student-athlete in writing within 14 consecutive calendar days that he or she, on request, shall be provided a hearing conducted by an institutional entity or committee outside of the athletics department. The committee is composed of the faculty athletics representative, student-athletes and nonathletics faculty/staff members. The notification of the hearing opportunity (see Exhibit 13.4 Student Athlete Hearing Letter) shall include a copy of the institution's policies and procedures for conducting the required hearing, including the deadline by which the student-athlete must request such a hearing. The institution shall conduct the hearing within 30 consecutive calendar days of receiving a student-athlete's request for the hearing. The request for a hearing must be made in writing by the student and received by the Faculty Athletics Representative within 15 days of notification denial of permission to contact or objection to granting the exception to the transfer residence requirement. The appeal process is outlined below: Step 1. The student writes a letter to the Faculty Athletics Representative requesting a hearing. Step 2. The Faculty Athletics Representative sets up the hearing with student athletes and nonathletics faculty/staff members and notifies the student and respective coach. Step 3. The student and coach both present their cases to the Student-Athlete Transfer Committee regarding the denial of permission to contact or objection to granting the exception to the transfer residence requirement. The student/coach may bring additional documentation, witnesses, etc., to support their case. Step 4. Once all information is reviewed the committee will make a final decision and inform both the student and the coach within five (5) business days of the decision. The decision of the committee is final and cannot be appealed. The student will be informed in writing as to the final decision.

53

Article VII.

Student-Athlete Issues

54

Section 7.01 Student Athlete Advisory Committee (SAAC) One representative from each sport is a member of the Student Athlete Advisory Committee (SAAC). This group is charged with the duty to represent the student athlete voice at Lewis University. Topics of discussion could include academic concerns, community service opportunities, and new NCAA legislation. Members can make recommendations concerning policy to the Athletics Director and/or Executive Vice President for their review and consideration. SAAC is supervised by the Assistant Director of Athletics. More information on SAAC can be found in sections 2.05 and 2.06 Section 7.02 CHAMPS/Life Skills The CHAMPS/Life Skills Program was created to support the student development initiatives of its member institutions and to enhance the quality of the student-athlete experience within the university setting.

In the process of achieving this mission, the CHAMPS/Life Skills Program will:

• Support efforts of every student-athlete toward intellectual development and graduation. • Use athletics as preparation for success in life. • Meet the changing needs of student-athletes. • Promote respect for diversity among student-athletes. • Enhance interpersonal relationships in the lives of student-athletes. • Assist student-athletes in building positive self-esteem. • Enable student-athletes to make meaningful contributions to their communities. • Promote ownership by the student-athletes of their academic, athletic, personal and social

responsibilities. • Enhance partnerships between the NCAA, member institutions and their communities for the

purpose of education. • Encourage the development of leadership skills.

Participating institutions in the CHAMPS/Life Skills Program are provided with instructional materials and supplemental resources, which support a student-athlete's development in five areas: academics, athletics, personal development, career development and community service.

The Assistant Director of Athletics is charged with the supervisions of the CHAMPS/Life Skills Program.

Section 7.03 Athletic Training The following policies and procedures have been established for the athletics training room and athletic training facilities.

1. Athletic Training Room: Office Hours: Mon-Fri: 11:00-6:00 (may vary depending on season). Saturday and Sunday the athletic training room is available for scheduled practices and game coverage only. a. Medical files, injury reports, and insurance information for each athlete will kept in

athletic trainer’s office. b. Athletes will be required to sign up for rehabilitation appointments as deemed necessary

by a member of the sports medicine staff in advance. They will not be allowed to seek rehabilitation during their scheduled practice time without permission from their coach.

55

c. All athletes must sign treatment log for any services rendered. (i.e. ice, heat, stretch, rehab, etc.)

d. A list of athletic training rules is posted in the athletic training room. e. Practice schedules are to be given to the sports medicine staff well in advance by the

Head Coach of each sport. Failure to do so may result in a lack of coverage. In-season sports will be given priority treatment.

2. Communication:

a. All returning students and their parents will receive the Letter to Returning Students and Parents (Exhibit 2.6) and the Insurance Introduction Letter (Exhibit 2.7) during the summer vacation period in preparation of the upcoming academic year. The letters will accompany the following required forms listed in the #3 of this section.

b. All new students and their parents will receive the Letter to New Students and Parents (Exhibit 2.8), Medical History form (Exhibit 2.4) and the Insurance Introduction Letter (Exhibit 2.7). The letters will accompany the following required forms listed in #3 of this section.

3. Athletic Participation: Athletes participating for Lewis University will be required to have an

annual physical (Exhibit 2.5). Freshman and transfer students are required to obtain a physical by their own physician prior to participating in Lewis University sponsored practices and contests. Returning athletes will be given physicals by Lewis University physicians.

Fall Physicals will be administered in September and consist of the following sports: Men’s and Women’s Swimming, Men’s Volleyball, Baseball, Softball, Men’s and Women’s Cross Country, Men’s and Women’s Track & Field, Men’s Tennis, Men’s Golf. Spring Physicals will be administered in April and consist of the following sports: Men’s and Women’s Basketball, Men’s and Women’s Soccer, Women’s Volleyball, Women’s Tennis, Women’s Golf,

Athletes will also be required to submit the following forms prior to participation in Lewis University practices and contests: Parent/insurance information (Exhibit 2.9), Condition of Participation/Medical Consent Authorization (Exhibit 2.1), Assumption of Risk (Exhibit 2.2) and Authorization for Disclosure for Protected Health Information (Exhibit 2.3). Formal letters are sent out in June to athletes and parents containing these forms.

Athletes will be allowed to return to sport following an injury with a release from one of Lewis University’s certified athletic trainers and/or treating physician.

4. Event coverage:

a. All home contests will be covered by a certified athletic trainer. An athletic trainer will be available 1.5 hrs before a game or contest for treatments and game preparations.

b. Regular season away games will not be covered by a certified athletic trainer. Arrangements will be made with the host schools’ certified athletic trainer for any special needs. A member of Lewis’ athletic training professional staff will issue a stocked medical kit prior to travel. The kit will consist of first aid supplies, tape, insurance forms, and a list of any special requests for the host athletic trainer.

56

c. Post-season soccer and basketball away games may be covered so long as it does not interfere with scheduled home contests and practices.

d. Student athletic trainers cannot be required to travel. Work study positions are available for students willing to travel. Their duties are not to exceed that of a first responder. These include First-aid/CPR, taping and stretching. Students are not able to make return to play decisions. These decisions are left to the host athletic trainer. Any team taking an athletic trainer on the road will be responsible for lodging and meals.

5. Physician referral: A member of the team physician’s staff will make weekly visitations as

needed. Any injuries needing physician referral will be determined by the athletic training staff and sent to the team physician. If the team physician is not covered by the athlete’s insurance carrier, the athletic training staff will help the athlete find an alternative physician. A student may use their own physician so as long as the staff are notified prior to the visit. A failure to do so will result in the student assuming the full financial costs. Lewis University’s team physician will have final authority as to whether or not the athlete will be able to play.

6. All student-athletes are required to show proof of primary insurance coverage prior to

practice and competition. This information is collected by the athletic training staff.

7. Insurance claims can be submitted to Lewis University’s secondary insurance carrier for consideration of claim once the athlete’s primary insurance carrier has acted on the claim. Regardless of the outcome, Lewis University will not assume any financial responsibility.

8. Non-school year activities: Staff will be available for sport camps over the summer at their

discretion. Requests must be made in advance and will require a separate contract. Lewis athletic training staff will not assume the responsibility to find medical coverage for camps.

Section 7.04 Student-Athlete Employment The supervisor for the student-employment program in the athletics department is the Assistant Athletics Director. The supervisor is responsible for knowing the information contained in the Lewis University student employment manual and oversees the daily activities of the student employees in the department. All Section 7.05 Equipment Room A. Mission Statement

1. The athletics equipment room will provide for the uniform needs of student-athletes in their representation of Lewis University in the athletics program for practice and competition.

2. To facilitate a program that centrally coordinates all efforts in laundering and issue of athletic uniform equipment that will protect the investment in uniforms by Lewis University.

3. To improve and maintain the overall quality, sustainable life and hygiene of practice and competition uniforms.

B. Program Administration 1. The athletics equipment room program is supervised by the Assistant Athletics Director. 2. Coordination of the athletics equipment room is done by providing supplemental pay for

an assistant coach or the responsibility is delegated to a current full-time employee in the athletics department.

57

C. Responsibilities of the athletics equipment room 1. Laundering of practice and competition uniforms and warm-ups. 2. Folding and handing of practice and competition uniforms and warm-ups. 3. Temporary storage of practice and competition uniforms and warm-ups during the sport

season. 4. Issue of practice and competition uniforms during the sport season. 5. The athletics equipment room coordinator is not responsible for collection and inventory

of uniforms. 6. The athletics equipment room is not responsible for any aspect of ordering and

purchasing uniforms. 7. Purchase laundering equipment and supplies:

i. 50 lbs. washer ii. 75 lbs. dryer

iii. 2-3 rolling racks for hang drying of uniforms iv. Laundry bins (non-cloth) v. Laundry soap

vi. Folding tables vii. Shelving and cabinet for storage

viii. laundry loops 8. Establish safety protocol according to University policies and procedures including the

display of material safety data sheets 9. Establish hours of operation for equipment issue to include practice and competition. 10. Schedule student employees for evening and day laundering, folding, organization and

equipment issue. 11. Assist Assistant Athletics Director on development and administration of equipment

room budget. 12. Communicate equipment room operation needs.

Section 7.06 Strength and Conditioning Facilities Section 7.07 Complimentary Admissions A. Current Student-Athletes

Lewis University will provide up to four complimentary admissions per home contest to a student-athlete in the sport in which the individual participates (either practices or competes), regardless of whether the student-athlete competes in the contest. This will be administered according to NCAA bylaw 16.2. Four complimentary admissions are available for student-athletes that are considered partial qualifiers who practice but do not compete. No complimentary admissions will be provided for students considered non-qualifiers who do not practice nor compete. All complimentary admissions will be monitored by completing the Complimentary Admissions form (Exhibit 3.1). Each student-athlete must provide the names of the person(s) receiving the complimentary admission prior to start of the game. The person receiving the complimentary admissions must sign the complimentary admissions form next to the same name provided by the student-athlete.

B. Prospective Student-Athletes

Lewis University will provide up to three complimentary admissions per home contest to prospective student-athletes. This will be administered according to NCAA bylaws 13.7.5.2 and

58

13.8.2. Complimentary admissions may be provided to prospects whether they are on an official or unofficial visit. All complimentary admissions provided to prospective student-athletes must be listed on the complimentary admissions form by the coach who is recruiting the prospect prior to start of the game. The person receiving the complimentary admissions must sign the complimentary admissions form next to the same name provided by the coach.

C. Complimentary Admission Guidelines

1. After the pass list is at the table, no more additions without approval by the Director of Athletics, Associate or Assistant Director of Athletics or a head coach.

2. Four (4) complimentary admissions per student athlete in their sport. For example,

women’s volleyball players may not receive four complimentary admissions to a men’s volleyball contest.

3. Student managers may receive only four (4) complimentary admissions in the sport in

which they work. 4. Proof of identification and signature (next to their name in the space provided) are

required by everyone receiving a complimentary admission. 5. If someone’s name is not on the pass list, they must purchase a ticket to the game, match

or meet. 6. If a name is not printed completely (eg. John D. instead of John Doe, Grandma Sally),

cross the name off the pass list. 7. We do not provide a pass list to visiting teams 8. All visiting high school teams, clubs and other organizations that wish to be provided a

pass list must gain approval from Director of Athletics or Associate or Assistant Director of Athletics prior to the event. The pass list roster must be on the team, club or organization’s letterhead. No emails will be accepted.

9. Cheer team is allowed four (4) complimentary admissions per team member for events

they are cheering at. The Cheer squad must present a separate pass list.

Section 7.08 Outside Competition Permission for Outside-Unattached Competition (Exhibit 10.7) Section 7.09 Fundraising and Promotional Activities All fundraising activities are to be approved by the Director of Athletics, Assistant Director of Athletics/Marketing and Promotions and the Vice President for University Advancement. The Approval of Fundraising form (Exhibit 5.1) must be completed and signed prior to the start of the fundraising activity if the fundraising activity does not directly involve student athletes. All fundraising and promotional activities that involve the participation of student-athletes require the written approval of the director of athletics and the student-athletes involved prior to any activity can take place. Complete the Promotional and Fundraising Activities form (Exhibit 5.2).

59

Student-athletes are required to complete the Institutional and Non-Institutional Promotions Permission Form (Exhibit 14) at the start of the academic year. This form is designed to assist student-athletes in gaining a full understanding of the impact that participation in a fundraising or promotional activity may have on their eligibility for practice, competition and athletics aid. Section 7.10 Publicity and Sports Information All student-athletes must complete the Sports Information Publicity Form (Exhibit 12.1). Section 7.11 Coach and Program Evaluation Coach and Program Evaluation (Exhibit 6.3) UNDER CONSTRUCTION