Brown Athletics Compliance Manual

TABLE OF CONTENTS

Introduction to Rules Compliance

Institutional Control

• Foundations of NCAA Rules

• Institutional Control

• Certification of Compliance

• Ethical Conduct

• Gambling

• Outside Income

• Complimentary Ticket Policy for Staff

Rules Violations

• Reporting Violations

Rules Education

• Interpretations

• Publications

• Rules Education Meetings

• Education of Friends Groups

Recruiting

• Contacts and Evaluations

• Coaches' Certification Exam

• Declaration of Staff

• Information Provided to Prospects

• Phone Logs

• Official Visits

• Unofficial Visits

• Complimentary Ticket Policy for Prospects

• Coaches' Involvement with Outside Teams and Local Sports Clubs 14

Financial Aid

• Student-Athlete Employment

Student-Athlete Eligibility Forms

• Team Eligibility Meetings

• Affirmation of Eligibility

• Drug Testing Consent Form

• Student-Athlete Statement

• Ivy Eligibility Record

• Certification of Insurance

• Student-Athlete Surveys

• Senior Exit Interview

Roster Management

• Squad List

• Add/Delete Forms

• Participation Logs

Athletics Eligibility

• Initial Eligibility

• Continuing Eligibility

• Fifth Season Eligibility

• Leave of Absence/Study Abroad/Withdrawal

Transfer Policies

• Permission to Contact

• Transfer Eligibility Certification

Student-Athlete Eligibility Risk Areas

• Outside Competition

• Agents and Amateurism

• Extra Benefits

• Player Complimentary Tickets

Playing and Practice Seasons

• Rest Period

• Countable Hours

• Skill Instruction

• Practice Logs

Travel

• Travel Squad Limits

• Team Travel

• Foreign Travel

• Missed Class Time

Sports Camps and Clinics

• Brochures

• Student-Athlete Employment

• Staff Employment

• Employment of Other Coaches

Appendix

Forms

Coaches

Official Visits

Camps

BROWN UNIVERSITY RULES COMPLIANCE

Brown University is a member of the NCAA and the Ivy League. Both the NCAA and the Ivy League have specific rules, which govern all areas of collegiate athletics. We are bound to uphold these rules and regulations at all times. As a member of the Brown University Athletic Department it is your responsibility to operate within the confines of the regulations set forth by the NCAA and the Ivy League.

NCAA

The basic purpose of the NCAA is to maintain intercollegiate athletics as an integral part of the educational program and the athlete as an integral part of the student body and, by so doing, retain a clear line of demarcation between intercollegiate athletics and professional sports.

Legislation governing the conduct of intercollegiate athletics programs of member institutions shall apply to basic athletics issues such as admissions, financial aid, eligibility and recruiting. Member institutions shall be obligated to apply and enforce this legislation, and the enforcement procedures of the NCAA shall be applied to an institution when it fails to fulfill this obligation. (Constitution, Article 1)

IVY LEAGUE

The Ivy Group believes that under proper conditions intercollegiate competition in organized athletics offers desirable development and recreation for players and a healthy focus of collegiate loyalty. These conditions require that the players shall be truly representative of the student body and not composed of a group of specially recruited athletes. In the total life of the campus, emphasis upon intercollegiate competition must be kept in harmony with the essential educational purposes of the institution.

The Ivy Group operates within this mission, and keeps at the core of its legislation the above ideals. You will see that there are many instances when the Ivy League rules conflict with the NCAA rules. In all cases where the Ivy rules and the NCAA rules differ the Ivy Manual is to be consulted and the Ivy rules observed.

It is every coach's responsibility to have a working knowledge of the NCAA and Ivy League rules and regulations. It is important that all coaches are familiar with the NCAA and Ivy Manuals. If at any time a coach has a question, they should FIRST consult the NCAA or Ivy Manuals, and then consult the Compliance Office if an interpretation is needed. Saying you did not know about a rule is unacceptable. It is part of every coach's job to know the rules which pertain to their sport. Ultimately, the compliance of your sport is the head coach's responsibility. The compliance office is responsible for the necessary support, rules education, and interpretations to ensure institutional control.

INSTITUTIONAL CONTROL

Compliance with NCAA rules requires the attention of everyone associated with an institution's athletic program - not just coaches and administrators but also institutional staff, faculty, students, student-athletes and representatives of athletics interests (friends or boosters). In order to conduct ourselves within NCAA rules, it is important to understand the rules themselves as well as why NCAA rules exist and why schools must monitor compliance with the rules.

The Foundations of NCAA Rules

NCAA rules are based upon a code of conduct formally known as the NCAA's Principles for Conduct of Intercollegiate Athletics. Each NCAA rule, simple or complicated, is written to advance one of these principles. Currently there are 16 principles, including Institutional Control and Responsibility, Student-Athlete Welfare, Sportsmanship and Ethical Conduct, Sound Academic Standards, Nondiscrimination, Rules Compliance, Amateurism, Eligibility and Financial Aid.

Institutional Control

Of the NCAA's 16 principles, the Principle of Institutional Control and Responsibility (institutional control) is the principle that compliance operations stem from. Without it, there would be no formal responsibility for a school to monitor its compliance with NCAA rules. Essentially, this principle defines the responsibility of each NCAA member institution to control its intercollegiate athletics program within the rules and regulations of the Association.

The two bylaws below are cited for your easy reference:

2.1.1 Responsibility for Control

It is the responsibility of each member institution to control its intercollegiate athletics program in compliance with the rules and regulations of the Association. The institution's president or chancellor is responsible for the administration of all aspects of the athletics program, including approval of the budget and audit of all expenditures.

6.01.1 Institutional Control

The control and responsibility for the conduct of intercollegiate athletics shall be exercised by the institution itself and by the conference(s), if any, of which it is a member. Administrative control or faculty control, or a combination of the two, shall constitute institutional control.

Brown and Institutional Control

Brown University considers compliance with NCAA and Ivy League rules an institution-wide responsibility. To comply with the principle of institutional control, it is necessary that policies and procedures be established to enhance compliance and minimize violations. It is equally important that compliance responsibilities be delegated to a number of individuals, both inside and outside the Department of Athletics, who have responsibility and are accountable for compliance with NCAA and Ivy League rules.

A head coach has a special obligation to establish a spirit of compliance among the entire team, including assistant coaches, other staff and student athletes. The head coach must generally observe the activities of assistant coaches and staff to determine if they are acting in compliance with NCAA rules. A failure by head coaches to control their teams, alone or with the assistance of a staff member with compliance responsibilities, is a lack of institutional control.

In order to maintain institutional control, the athletic department has put in place a system of rules education, policies and procedures that is designed to prevent or catch violations. Some of the policies and procedures are described in this handbook and you should use it as a guide, but continue to ask questions if you are confused. It is also important to remember that the NCAA and Ivy League rules change and are interpreted throughout the year. You can keep up to date with these proceedings by consulting the ncaa.org website and reviewing materials made available to you at mandatory monthly compliance meetings and through Coaches Groups and Associations. This information is given to you to keep you current on ongoing issues. If you cannot attend a meeting, you are still responsible for the rules education materials handed out.

Certification of Compliance

All athletic department staff members must sign an NCAA Certification of Compliance Form by September 15 certifying that they have reported through the appropriate individuals on campus to your chief executive officer any knowledge of violations of NCAA legislation. The President signs a separate Certification Form certifying that Brown has met the NCAA compliance requirements. An institution is not eligible to enter an individual or team in an NCAA Championship unless the certification procedures are met.

Ethical Conduct

Closely related to the principle of institutional control is the principle of ethical conduct. The relevant citation is reprinted below:

2.4 The Principle of Sportsmanship and Ethical Conduct

For intercollegiate athletics to promote the character development of participants, to enhance the integrity of higher education and to promote civility in society, student-athletes, coaches, and all others associated with these athletics programs and events should adhere to such fundamental values as respect, fairness, civility, honesty and responsibility. These values should be manifest not only in athletics participation but also in the broad spectrum of activities affecting the athletics program.

11.1.1 Standards of Honesty and Sportsmanship

Individuals employed by or associated with a member institution to administer, conduct or coach intercollegiate athletics shall act with honesty and sportsmanship at all times so that intercollegiate athletics as a whole, their institutions and they, as individuals, represent the honor and dignity of fair play and the generally recognized high standards associated with wholesome competitive sports.

Gambling

Bylaw 10.3 specifically prohibits any gambling activities by departmental staff, student athletes and conference personnel.

10.3 Gambling Activities

Staff members of the athletics department of a member institution and student-athletes shall not knowingly:

Also note that an August 24, 1990 NCAA Staff Interpretation reviewed Bylaw 10.3 (gambling activities) in regard to athletics department staff members participating in a radio or television show involving predictions of intercollegiate athletics contests, and determined that such participation, if related to point spreads, would be precluded. Further noted, athletics department staff members may not participate in a show primarily for purposes of predicting the outcome of an intercollegiate athletics contest.

Prospective or enrolled student-athletes found in violation of the provisions of this regulation shall be ineligible for further intercollegiate competition, subject to appeal to the Committee on Student-Athlete Reinstatement for restoration of eligibility. (See Bylaw 10.3.1 for sanctions of student-athletes involved in violations of 10.3.) Institutional staff members found in violation of the provisions of this regulation shall be subject to disciplinary or corrective action as set forth in Bylaw 19.5.2.2 of the NCAA enforcement procedures, whether such violations occurred at the certifying institution or during the individual's previous employment at another member institution.

Athletically Related Outside Income

To comply with NCAA Bylaw 11.2.2, contractual agreements, including letters of appointment between a full-time or part-time athletics department staff member (excluding secretarial or clerical personnel) and an institution, shall include the stipulation that the staff member is required to provide a written detailed account annually to the president for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution's policy related to outside income and benefits applicable to all full-time and part-time employees. Sources of such income shall include, but are not limited to, the following:

1. Income from annuities;
2. Sports Camps;
3. Housing benefits (including preferential housing arrangements);
4. Country club memberships;
5. Complimentary ticket sales;
6. Television and radio programs; and
7. Endorsement or consultation contracts with athletics shoe, apparel or equipment manufacturers.

The written detailed account of income is declared annually on a form that is distributed at the end of the financial year by the Senior Associate Director of Athletics and also available in this binder. With respect to outside income, staff must comply with applicable NCAA and Ivy League rules governing:

1. The receipt of any athletic-related income and/or benefit(s) from sources outside the institution.
2. The use, either directly or by implication, of the institution's name or logo in the endorsement of commercial products or services.
3. The acceptance of outside compensation or gratuities from athletics shoe, apparel or equipment manufacturers in exchange for use of such merchandise during practice or competition.

Complimentary Ticket Policy

Athletic department staff, in support of all athletic events, may gain access to all events (both non-revenue and revenue) by requesting a ticket from the Ticket Office. It is expected that athletic staff will bring and encourage others to our home events to support our athletes. Additionally, the department will provide tickets to the entire Brown community and their families at no cost on a regular basis. This policy is not in effect for home ECAC, IVY, or NCAA championship contests.

However, NCAA rules limit the provision of complimentary admission to prospect age individuals and no prospect should ever be given a hard ticket-instead pass lists must be used to gain admission.

In sports other than football and basketball, a volunteer coach may receive a maximum of two complimentary tickets to home athletics contests in the coach's sport only.

RULES VIOLATIONS

An important aspect of NCAA compliance is the self-reporting of secondary rules violations. It is virtually impossible at some point to not inadvertently violate a NCAA policy. Self-reporting these violations reflect a solid program of institutional control. The concept of institutional control extends to the entire staff, all of whom are responsible for adhering to the rules and regulations which govern intercollegiate athletics.

As a member of the Brown University Athletic Department, it is your responsibility to report any violations which you observe or hear of. Withholding information or supplying false information is a violation of Bylaw 10, Ethical Conduct. Disregard for the rules and regulations of our conference and governing body will not be tolerated. Everyone must be responsible for themselves and those around them.

Self-reporting is important for several reasons. Immediate awareness of possible alleged violations provides an opportunity for the department to correct the situation before it develops into a major infraction. Immediate awareness also identifies areas that can be addressed in departmental policy and/or continuing education programs. Unidentified problems, on the other hand, cannot be corrected.

When a rule is broken, inadvertently or not, it results in a violation. Every violation is reported to the NCAA and the Ivy League no matter how insignificant it may seem. Brown University strives to maintain complete control of its athletics and part of that control is discovering, and reporting violations.

Secondary violations result in minor, if any, penalties, especially if they are infrequent and correctable. Therefore coaches and athletics staff should take a proactive stance in reporting such violations.

The procedure for reporting violations follows. The investigation process is to be thorough and honest - cooperation is expected and appreciated. Providing false or misleading information during an investigation will result in harsher institutional and NCAA penalties and will not be accepted by the administration or the NCAA.

Reporting Violations

There are two categories of rules violations; secondary and major. A secondary violation by definition is one that provides only a limited recruiting or competitive advantage and that is isolated or inadvertent in nature. Repeated secondary violations also may be identified by the NCAA as a major violation. If the Committee on Infractions determines that repeated secondary violations have occurred and that the institution is not taking appropriate action to prevent such violations, a penalty appropriate for a major violation may be imposed. In all secondary violations, Brown is responsible for assigning and implementing institutional penalties which are reported and reviewed by the NCAA and the Ivy League who may choose to either accept our penalties or prescribe a more strict one.

A major violation provides an extensive recruiting or competitive advantage (Bylaw 19.02.2.2). Major violations are extremely serious and will be handled differently than a secondary violation (These are the things you read about in the newspaper).

In the event that an alleged violation is discovered or reported, it is the responsibility of whomever is notified or has made the violation, to alert the Assistant Athletic Director for Compliance. The Assistant Athletic Director for Compliance will conduct a preliminary investigation in order to ascertain whether or not there has been a violation, and to determine the nature and scope of the possible violation. An emphasis is placed on executing this process in as timely a manner as possible. The Assistant Athletic Director for Compliance will confer with the Senior Associate Athletic Director and the Athletic Director when needed to determine if there appears to have been an NCAA or Ivy League rules violation and then (if necessary) a more extensive investigation is conducted.

All involved parties are interviewed and the nature of the violation is examined as extensively as possible, so that the most accurate recounting of the events can be achieved. If there exists some uncertainty with regard to rules interpretations, then the NCAA and Ivy League offices are consulted. Once a thorough review takes place and the information is confirmed with all involved parties, the Assistant Athletic Director for Compliance has the task of preparing a report to the Ivy League and/or the NCAA. This report includes a description of the violation, institutional penalties and a request of restoration of eligibility (if this applies) for the involved student-athlete or prospective student-athlete.

RULES EDUCATION

Interpretations

The Senior Associate Athletic Director, the Assistant Athletic Director for Compliance, and the Assistant Compliance Director are available to answer any compliance question. Do not be shy about asking questions regarding rules. Often the Ivy League Office or the NCAA may be consulted by the Compliance staff for verification. Coaches and athletics staff members may not contact the Ivy League Office or NCAA Membership Services; however, they should not hesitate to contact the Compliance staff at any time. Be sure before you act - contrary to what you may have heard, it is not better to ask forgiveness than permission!

A request for an interpretation should always be put in writing, even if the request was originally submitted via telephone or in person. This procedure will ensure a timely response and promote record-keeping.

Manuals and Publications

Each year every head coach receives a current and updated copy of the NCAA and the Ivy Manual. In addition, each head coach has a subscription to the NCAA's Champion magazine. It is everyone's responsibility to familiarize themselves with these materials and be able to effectively use them. Head coaches should share information with their assistants. Often you will receive e-mails or memos concerning current NCAA and Ivy Topics. It is the responsibility of everyone on the staff to review these communications.

Coaching staff "Compliance Binders" are another important rules education tool. In each binder are copies of each compliance form. At monthly rules education meetings throughout the year, each staff will be given handouts, which are to be placed in the binder for easy reference. This binder will be an ongoing collection of compliance rules education materials, memos, and legislative updates throughout the academic year. Each year thereafter, new compliance materials will be given to each staff to update their binder. The staff is responsible for knowing all of the information in the binder.

Also available as resources are compliance newsletters, the compliance section on www.brownbears.com and the Athletic Department's Policies and Procedures Manual. A brochure entitled "NCAA Rules -- A Guide for Brown Alumni and Friends of Brown Athletics" is included in all season ticket mailings, and a rules compliance corner is included in every football program and media guide. The student-athlete handbook is distributed at team eligibility meetings in the fall and provides another resource for student-athletes and staff. Finally, all department staff members receive The Brown Bear newsletter that includes a "Compliance Corner."

Rules Education Meetings

All coaches are required to attend monthly rules education meetings. These meetings cover current issues and relevant rules education. If you are unable to attend one of the compliance meetings you must contact the Assistant Athletic Director for Compliance prior to the meeting. Attendance is taken and is MANDATORY. Attendance is also reported to the Athletic Director and Sport Supervisors to be reflected in evaluations of job performance. Each staff member is responsible for the information given out at each Compliance meeting, whether or not they were able to attend.

Rules education sessions are also conducted for other segments of the University and athletics department staff - administrators, administrative assistants, ticket office staff, sports information and marketing staff, athletic trainers, admissions, financial aid, and the Sports Foundation staff and Board of Directors all attend regular meetings.

Education of Friends Groups

Friends of Brown University are justifiably proud of Brown's rich tradition of both academic accomplishments and athletic achievements. We are all in agreement that their support of Brown Athletics is vital and always appreciated. But we must be cautious not to let their enthusiasm for athletics lead us into conflict with the rules and regulations of the NCAA and Ivy League. As staff members, it is our responsibility to make sure that Friends of the programs have access to the information they need to stay within the rules.

The Compliance Staff is always available to answer questions from Friends or Alums about what is permissible or not. It is preferred that Friends Groups communicate with the Compliance Office through a coach so that the team coaching staff is aware of what activities are being planned, but direct contact is also welcome. Friends Groups are encouraged to visit the Compliance Office on the web here. This web site provides comprehensive information on issues specific to friends and alumni.

The "NCAA Rules -- A Guide for Brown Alumni and Friends of Brown Athletics" brochure is available for distribution to Friends Groups and Alums of Brown University. Coaches are encouraged to hand these brochures out to their friends groups whenever possible. This brochure is also sent out by the Brown Ticket Office in all mailings. The aforementioned brochure must appear as an entire page in the sports media guide for all Brown sports. As you design your Media Guide with Sports Information, make sure this page is included - it is a requirement.

A "Compliance Corner" informational column is included in "The Brown Bear" newsletter compiled by the BUSF and the contact information for the Brown Compliance Office is supplied within, in case Friends have any further questions. As a Head Coach, it is your responsibility to make sure that this component is included in your Newsletters. Similar NCAA Rules information will appear as an entire page in the programs for all home football games.

If coaches want to increase the level of rules education to their Friends Group or have any concerns about activities or involvement of any known representatives of athletics interests, please contact the Compliance Office.

RECRUITING

Recruiting is one of the most volatile and variable of compliance areas; therefore, recruiting procedures should be clearly defined and documented.

"If a question arises about the recruitment of a prospect or the recruiting practices of a certain coach, it is the responsibility of the athletics department to have up-to-date records with complete information about the recruitment of a particular prospect." - NCAA Rules Compliance Seminar

In summary, without documentation to the contrary, it is probable that charges brought against a coach or program will not be refuted. It is up to the coach and department to prove its innocence in such a situation. Coaches and the compliance office should work together to ensure proper documentation. A coach should be able to track all actions to recruiting:

• Phone calls to a prospect: dates, times, name of person on phone
• Mailings: dates, content
• Letters: dates, copies
• Email and other electronic communication: dates
• On-campus visits: coach must keep meticulous records of monies spent, student host must sign required forms, prospect must sign required form, receipts must be turned in and all money accounted for
• Each coach is expected to be aware of their sport's recruiting calendar and contact/evaluation rules

Though the responsibility of maintaining accurate and current records may fall to an assistant coach, it is ultimately the head coach's responsibility to make sure that forms are being submitted in a timely manner and that they contain accurate information. Necessary paperwork is expected to be handed in on a timely schedule to the appropriate party where they are reviewed. Failure to do so will be reported to sport supervisors and the Athletic Director and reflected in evaluations of job performance.

Contacts and Evaluations

Recruiting contacts and evaluations with a prospective student-athlete (or the prospective student-athlete's relatives or legal guardians) must be documented using the forms found in this manual. It is the responsibility of the coaching staff to monitor the number of contacts and evaluations. However, as a safety guard, the Compliance Office keeps a back up copy of the contacts and evaluations for each prospect.

When you hand in a travel report following a recruiting trip, you must attach a completed Recruiting Itinerary. If you are a coach of a team sport and have observed a game or tournament, hand in a list of all the participants in each game you observed. Also keep a copy of the participant list for your own records, as it will not be returned by the Compliance Office. The Compliance Office will use this information to monitor your contacts and evaluations.

Coaches Certification Exam

It is contractually required and expected that all coaches take and pass the NCAA Certification Exam. This must happen prior to any off-campus recruiting. Volunteer coaches are also encouraged to take the NCAA Certification Exam to provide a general knowledge of NCAA recruiting rules. Mid-year hires are not permitted to recruit off-campus until the Compliance Office has confirmed that the coach has already passed the exam at another Division I institution. Failure to follow this policy will be reflected in personnel evaluations.

Declaration of Recruiters / Staff

Each head coach is responsible for declaring the names of the coaches on staff in that sport as well as indicating which staff are paid and which are volunteers. The head coach may make alterations to the list, as necessary, throughout the year and is responsible for contacting the compliance office when changes take place. Volunteer coaches must sign a Volunteer Coach Acknowledgement, available in this binder and from the Compliance Office.

Phone Logs

Coaches must log all calls made to prospects (or a prospect's relatives or legal guardians) on the phone log form or in Scoutware. Even after a student makes the commitment to matriculate at Brown, calls must be logged. If each individual member of a coaching staff keeps his or her own log sheet, care should be taken to coordinate and monitor any overlap to ensure that the limits articulated by Bylaw 13.1.3 are met. Logs must be turned in on a monthly basis to be checked by the Compliance Office.

Information Provided to Prospects

The NCAA requires that admissions and graduation rate data, the NCAA banned drug list, and notification of initial-eligibility standards be provided to prospects at the earliest opportunity after the institution begins recruiting the prospect. This information may be provided in hard copy or electronic form. Sarah Fraser has prepared a letter that can be used for this notification and it is designed to be sent to prospects prior to an official visit. A copy of it can be found in your compliance binder or can be requested from Sarah via email. This letter must be sent to each prospect scheduled to come for a visit.

Official Visits

In order to guide the staff, coaches, student hosts, and visiting prospective student-athletes, Brown University has established this policy to clearly state its expectations for recruiting visits to provide a meaningful framework for a prospective student-athlete to make an informed decision about his/her attendance at Brown University and participation in the athletics program (Appendix A). Coaches are responsible for evaluating a recruit's character and citizenship and for selecting hosts who will follow the coaches' direction and avoid inappropriate activities.

Before a prospective student-athlete may visit campus on an expense paid visit, the visit must be given prior approval by the Compliance Office. Coaches are responsible for ensuring that official visits are scheduled and conducted within the limits set by Bylaw 13.6.2. Prior to an official visit you must complete the Official Visit Form. This procedure must begin 7 days before the prospect arrives. If this procedure does not begin 7 days in advance of the visit, it could impact the distribution of meal tickets. The form must be signed by the coach, the Compliance Office and the business office, in that order.

All sections of the form must be filled out or it will be returned to you. Each section of the form is designed to ensure compliance with NCAA Bylaws and to prevent a violation from happening. A transcript and test scores must be attached to the official visit form. Test scores must be reported officially and not written in. The test score must be from a test taken on a national testing date and presented in writing through an official high school or testing agency.

Money and meal tickets will only be distributed to a member of the coaching staff by the Ticket Office. Student-athletes may only receive money or meal tickets from a coach. Please be sure that you get to the Ticket Office to pick these items up during normal business hours. During an official visit, admission to athletic events via a pass list is permissible for a recruit and two other people who may have accompanied him/her. Tickets must be for seating in the general seating area. Providing seating in the press box, special seating boxes, or bench area is prohibited.

Coaches are required by Brown policy to begin each meeting with a brief but mandatory meeting for prospects and hosts to discuss appropriate conduct. In addition, there are three forms that must be completed by the host and one that must be completed by the prospect and coaches are asked to administer them during that meeting.

1. At the beginning of the visit, coaches must ask each host to sign the form acknowledging the necessity of turning in all receipts. These forms must be kept on file by the coach until July 1 at the end of the academic year and the Compliance Office will spot check to ensure that it is being done. This form can be found in your compliance binder.
2. At the beginning of the visit, coaches must ask student hosts to sign the Student Host Form, which outlines appropriate conduct and rules regarding the official visit. The host should sign this form in the presence of the prospect and the coach, during a meeting which must take place at the beginning of the visit between those three people to discuss appropriate conduct. After completion, this form must be returned by the coach to the Compliance Office within three days of the visit. This form can be found in your compliance binder.
3. At the beginning of the visit, coaches must ask prospects to sign the PSA Official Visit Guidelines Form, which outlines appropriate conduct and rules regarding the official visit. The prospect should sign this form in the presence of the host and the coach, during a meeting which must take place at the beginning of the visit between those three people to discuss appropriate conduct. After completion, this form must be returned by the coach to the Compliance Office within three days of the visit. This form can be found in your compliance binder.
4. At the beginning of the visit the coach must provide the host with the Host Itemization Form to be used at the conclusion of the visit. Hosts are required to submit an itemized account of how the host money is spent in order to maintain compliance with the spending. This form can be found in your compliance binder. This form is to be completed and brought to Debbie Sawyer or Cathy Fulford in the Ticket Office by the student-athlete host in person immediately after the visit. Receipts must be attached and all money accounted for. The Ticket Office is open Monday through Friday from 10:00 a.m. to 4:00 p.m.

When an official visit is cancelled after it has already been processed, it is the responsibility of the coach to contact the ticket office and indicate that there has been a cancellation. The ticket office will write cancelled on the form, and give it back to Compliance. If the visit has been rescheduled it needs to be written on the form, and needs somewhere with the original date, and rescheduled date.

Remember, during an official visit, prospects should not have any contact with Representatives of Athletic Interests.

Unofficial Visits

During an unofficial visit, the institution may not pay any expenses or provide any entertainment except a maximum of three complimentary admissions to a campus athletics event which may be provided by a gate list only, for no more than three complimentary admissions per prospect. You may add a prospect to a gate list through the Ticket Office. Prospects may not receive hard tickets, admission must be issued through a pass list only.

Prospects may take as many unofficial visits as they would like. A prospect on an unofficial visit may pay the actual cost of meals and eat with other prospects or enrolled student-athletes. Academic interviews may be arranged by Athletic Department personnel. See Bylaw 13.7 for further information. Also, Brown may provide transportation to the prospect, when accompanied by a Brown staff member, to view practice and competition sites and other Brown facilities. Brown may provide local transportation to attend one of Brown's home athletics events (on or off campus) during the unofficial visit. Finally, a prospective student-athlete on an unofficial visit may stay in an enrolled student-athlete's dormitory room only if the prospective student-athlete pays the regular institutional rate for such lodging. Residential Life has confirmed to the Compliance Office that there is no fee charged for visitors in the dorms, so prospects do not have to pay a fee if they stay overnight on an unofficial visit.

Students who are recruited athletes may visit Brown's campus when invited as members of other student groups, either at the invitation of the institution or as guests of any organized alumni/ae group, without those visits counting as "paid visits". Brown's athletics department or representatives of its athletics interests may not be involved in any way with the arrangements for the visit, other than providing free admissions (on a pass list) to an athletics event on a group basis, rather than personally to the prospective student-athlete.

On the Brown campus, the Office of Admission runs visiting student programs called "A Day on College Hill" and "A Third World Welcome" where more than one meal is provided to the visiting students. That alone is fine for the prospects involved. But if there will be contact with a coach or an enrolled student-athlete during the same visit (even if the prospect, unsolicited, approaches a coach), the contact must be counted as an official visit because NCAA Bylaw 13.7.2.1.1.2 allows for only one meal to be provided to the prospect by the institution.

It is highly suggested that coaches keep track of the number of unofficial visits, the names of the prospects and their parent who visited the campus, when they visit the campus, and copies of any receipts if a coach goes out for a meal with the prospects. It is important to keep proof that the prospect was not provided with any benefits while on campus. Forms are provided in this binder.

Complimentary Admission for Recruits/Parents

During an official visit, admission to athletic events is permissible for a recruit and two other people who may have accompanied him/her. Tickets must be for seating in the general seating area. Providing seating in the press box, special seating boxes, or bench area is prohibited.

During an unofficial visit, admission to athletic events may be provided by a gate list only, for no more than three complimentary admissions per recruit.

Coaches Involvement with Outside Teams and Local Sports Clubs

NCAA Bylaw 13.11.1 (commonly known as the "tryout rule") states that an institution "on its campus or elsewhere, shall not conduct (or have conducted on its behalf) any physical activity...at which one or more prospective student-athletes reveal, demonstrate or display their athletics abilities in any sport." On the next page of the NCAA manual, however, Bylaw 13.11.2 lists some permissible activities through which limited types of physical activities may occur, and one of these is local sports clubs. NCAA Bylaw 13.11.2.3 defines the parameters of a local sports club and institutional coaches and staff must adhere to them.

In sports other than basketball, a Brown coach may be involved in any capacity (e.g., as a participant, administrator or in instructional or coaching activities) in the same sport for a local sports club or organization located within a 50-mile radius of Providence, provided all prospective student-athletes involved are legal residents of the same area. In all sports, any coach may be involved in any capacity in a sport other than the one coached at Brown provided all prospects involved live within a 50-mile radius of Providence. A coach may be involved in activities with individuals who are not prospects (i.e., before the ninth grade), regardless of where they live.

Coaches involved with local sports clubs must fill out all appropriate forms and should reference the Local Sports Club Manual for more information.

FINANCIAL AID

Ivy Group institutions follow the common policy that any financial aid to student-athletes shall be awarded solely on the basis of demonstrated economic need with no differentiation in amount, kind, composition or continuation based or dependent upon athletic status, ability or continued participation, provided that each institution shall apply its own standard of economic need.

Any student-athlete who receives financial aid other than that which is administered by the institution shall not be eligible for intercollegiate athletics competition, unless it is specifically approved by the NCAA or the aid is:

• financial aid from Brown University
• government grants, including but not limited to Pell Grants, social security, veterans and ROTC payments.
• financial assistance from anyone whom the student is naturally or legally dependent upon
• financial aid which has been awarded solely on the basis of demonstrated need and has no relation to athletic ability

• Any sources of financial aid other than those listed, must be reported to Brown's Financial Aid Office and to the Athletics Compliance Office.

Associate Athletic Director Robert Kenneally is our department's liaison with Financial Aid.

STUDENT-ATHLETE EMPLOYMENT

Earnings from a student-athlete's on- or off-campus employment that occurs at any time is exempt and is not counted in determining a student-athlete's cost of attendance or in the institution's financial aid limitations, provided:

1. The student-athlete's compensation does not include any remuneration for value or utility that the student-athlete may have for the employer because of the publicity, reputation, fame or personal following that he or she has obtained because of athletics ability;
2. The student-athlete is compensated only for work actually performed; and
3. The student-athlete is compensated at a rate commensurate with the going rate in that locality for similar services (see Bylaw 12.4).

Coaches should be aware that a student-athlete may receive compensation for teaching or coaching sports skills in his or her sport on a fee-for-lesson basis, but NCAA Bylaw 12.4.2.1 sets forth specific monitoring responsibilities of the institution, and compliance must be notified if a student-athlete plans such an arrangement. The monitoring form can be found in this handbook.

A student-athlete may be employed by his or her institution, by another institution, or by a private organization to work in a camp or clinic as a counselor, unless otherwise restricted by NCAA legislation. Limits may apply to the number of student-athletes from the same institution who may be employed at the same camp.

ELIGIBILITY FORMS

Team Eligibility Meetings

Prior to the beginning of each season, each student-athlete must complete all applicable NCAA, Ivy League and institutional eligibility forms. The meeting is required for all student-athletes. One coach from each team must also attend the meeting. Prior to the day of the meeting, the coaching staff must provide the compliance office with a roster of all known student-athletes and walk-ons. Head coaches are responsible for ensuring that any student-athlete who is off campus at the time of the meeting or added to the roster comes to the Compliance Office to fill out the forms before the team's first practice. During the meeting, each student-athlete will also receive an updated Student-Athlete Handbook and will be instructed on the policies contained within.

Affirmation of Eligibility

Prior to the beginning of competition each year, a NCAA Student-Athlete Affirmation of Eligibility Form must be signed by the Head Coach and Athletic Director. All Student-Athletes are listed who have completed and signed a Student-Athlete Statement and a Drug-Testing Consent Form and who otherwise meet all eligibility requirements for competition.

Drug-Testing Consent Form

In sports in which the Association conducts year-round drug testing, the consent form shall be administered individually to student-athletes each academic year at the time the intercollegiate squad first reports for practice or prior to the Monday of the institution's fourth week of classes, whichever date occurs first. In those sports in which the Association does not conduct year-round drug testing, the form shall be administered individually to each student-athlete prior to the institution's first scheduled intercollegiate competition. Failure to sign the consent form by the deadline shall result in the student-athlete's ineligibility for practice or competition until the student-athlete has signed the form. Failure to complete and sign the form prior to practice or competition may result in the student-athlete's ineligibility for participation in all intercollegiate athletics. The consent form shall be kept on file in the office of the director of athletics, and such file shall be available for examination upon request by an authorized representative of the NCAA.

Student-Athlete Statement

The "Student-Athlete Statement" shall be administered individually to each student-athlete by the athletics director or the athletics director's designee prior to the student's participation in intercollegiate competition each academic year and be kept on file by the athletics director.

Ivy League Athletic Eligibility Record

This is administered by each Ivy League institution and must be completed prior to the first competition.

Certification of Insurance

All student-athletes must certify that they have insurance coverage for medical expenses resulting from athletically related injuries sustained while participating in a covered event.

Student-Athlete Surveys

Student-athlete surveys are conducted on the web and under the direction of Bob Kenneally, Associate Athletic Director. Completion of the survey is voluntary and the survey is anonymous. Summarized results of the survey - with no individual identifying data - are shared with coaches and athletics administrators with the goal of improving our programs. Please encourage your teams to participate in this process.

Athletic Exit Interviews

Following the end of the season, senior student-athletes will be randomly chosen by the Assistant Athletic Director for Compliance. Chosen seniors will be contacted by a Brown Faculty or Staff member to sit for a one-hour interview. Please encourage your seniors to participate in this interview, if they are chosen. They are integral to the Athletic Department in evaluating the Brown Athletic experience.

ROSTER MANAGEMENT

Coaches are required to keep the Senior Associate Athletic Director updated on roster changes so that proper eligibility records may be kept.

Squad List

The institution shall compile on a form approved by the Management Council a list of the squad members in each sport on the first day of competition and shall indicate thereon the status of each member in the designated categories. A student-athlete's name must be on the official institutional form in order for the student to be eligible to represent the institution in intercollegiate competition. Violations of this bylaw do not affect a student-athlete's eligibility if the violation occurred due to an institutional administrative error or oversight and the student-athlete is subsequently added to the form; however, the violation shall be considered an institutional violation per Constitution 2.8.1.

An initial roster should be submitted to the Senior Associate Athletic Director by July 15 to ensure eligibility review and certification prior to the season. The official NCAA Squad List must be approved by the Head Coach of each sport along with the Senior Associate Athletic Director and signed prior to the first competition.

Additions and Deletions

Coaches must complete an ADDITION/DELETION FORM, found in this manual, and submit it to the Senior Associate Director whenever a student-athlete has been added or deleted from the initial roster. This notification should occur immediately following the roster change.

Participation Forms

Each head coach is responsible for tracking the participation of the student-athletes on his or her team during the season. An Excel spreadsheet, provided by the Compliance Office and found in this binder, is to be used for this task. All student-athletes on the squad list at the beginning of the season as well as anyone who joined the team after that date are to be included on the list. All dates of competition for the team are to be listed and for each date, it is to be indicated if a student-athlete participated or not, and if not, why. These forms are to be submitted electronically to the Compliance Office within 7 days of the last date of a team's competition.

ATHLETICS ELIGIBILITY

NCAA and Ivy rules are quite detailed and not identical, and Ivy eligibility is determined separately from NCAA eligibility. All student-athletes must maintain certain standards of academic progress to be eligible to compete:

• A student-athlete must be admitted as a regular student seeking a degree as a regular student according to the published entrance requirements of the institution and must meet the NCAA minimum requirements.
• A student-athlete must be in good academic standing according to the standards of Brown University.
• A student-athlete must be enrolled in at least a minimum full-time program (at Brown this means enrolled in at least three courses) and maintain satisfactory progress toward a baccalaureate degree at this institution.

Initial Eligibility

A student-athlete who enrolls in a member institution as an entering freshman with no previous full-time college attendance shall meet the initial eligibility academic requirements, as certified by the NCAA Eligibility Center, and any applicable institutional and conference regulations, to be considered a qualifier and thus be eligible for financial aid, practice and competition during the first academic year in residence (NCAA Bylaw 14.3.1). In the sports of tennis, swimming and diving, an entering freshman also shall fulfill the eligibility requirements specified in Bylaw 14.2.3.2 to be eligible for competition.

Prior to arrival at Brown, all prospective student-athletes should register with the NCAA Eligibility Center and confirm that their high schools have submitted the necessary transcripts, test scores and proof of graduation for certification. Coaches are strongly encouraged to encourage all recruits to register prior to the start of their senior year. Keep in mind that recruited student-athletes are permitted to practice, but not compete, for a maximum of 14 days without being certified and non-recruited student-athletes may practice for a maximum of 45 days without clearance. Women's rowing differs in that a non-recruited student-athlete may practice, but not compete, during the non-championship season in that sport. All incoming student-athletes must also go through the NCAA's amateur certification process.

Continuing Eligibility

Student-athletes must carry a minimum of 12 credit hours per semester to practice and compete in intercollegiate athletics. Student-athletes must remain in good academic standing as determined by the academic authorities that set the requirements for all students at the institution, subject to restrictions of the conference of which the institution is a member.

The following applies to student-athletes who first enrolled in a collegiate institution full-time prior to August 1, 2003:

• Satisfactory completion of six-semester hours (2 Brown courses) during the preceding regular academic term in which the student-athlete was enrolled.
• Satisfactory completion of at least 12-semester hours during each of the previous academic terms in which the student-athlete has been enrolled.
• Student-athletes must have completed successfully at least 25% of the course requirements in their specific degree program by the beginning of the third year, and at least 50% of the course requirements by the time they are entering the fourth year of collegiate enrollment, and 75% of the course requirements by the time they are entering the fifth year of collegiate enrollment.
• A student-athlete must earn at least 75% of the minimum number of semester hours required during the regular academic year. No more than 25% of the semester hours required for satisfactory progress can be earned during the summer.
• All student-athletes must choose an area of concentration that leads to a specific baccalaureate degree by the beginning of their third year of enrollment.

The following applies to student-athletes who first enrolled in a collegiate institution full-time on or after August 1, 2003:

• Satisfactory completion of six-semester hours (2 Brown courses) during the preceding regular academic term in which the student-athlete was enrolled,
• Satisfactory completion of 24-semester hours of academic credit prior to the start of the student-athlete's second year of collegiate enrollment.
• Student-athletes must earn at least 40% of the course requirements in a specific degree program by the end of their sophomore year, 60% by the end of their junior year and 80% by the end of their senior year.
• All student-athletes must choose an area of concentration that leads to a specific baccalaureate degree by the beginning of their third year of enrollment.

FIFTH SEASON ELIGIBILITY

All requests for eligibility in a 5th calendar year of enrollment require approval of the Executive Director of the Ivy League. Official documentation must be presented in each case. Before a decision is made by a student to extend enrollment into a 5th calendar year, the student-athlete is required under Ivy rules to meet with the institution's 5th Year Advisor in the Dean's Office. The advisor's role is to help the student-athlete make a decision in his/her enrollment pattern with the intent of participating in athletics during a 5th calendar year, and to help them make a decision that is in their interest regardless of athletic participation. The 5th year advisor must confirm that any voluntary change a student-athlete makes in his or her enrollment pattern that extends enrollment into a 5th calendar year is in the student's interest regardless of athletics participation.

The Assistant Athletic Director for Compliance is responsible for coordinating the required medical or other documentation and submitting it to the Ivy office in the same academic year as the season that was missed. Contemporaneous medical documentation is required for medical hardship waivers.

Leave of Absence/Study Abroad/Withdrawal

If a student-athlete is away from Brown for one semester or more, he or she should contact the Compliance Office before leaving to ensure that his or her eligibility will not be affected upon returning to campus. It is the responsibility of each Head Coach to inform the Assistant Athletic Director for Compliance that one of their student-athletes will be abroad/not enrolled. This must occur prior to the student's leaving campus so that the student-athlete's eligibility will not be jeopardized in any way while away from campus. A leave of absence form must be submitted to the Assistant Athletic Director for Compliance.

TRANSFER POLICIES

Permission to Contact Other Students

In accordance with NCAA Bylaw 13.1.1.3, an athletics staff member may not have contact with a student-athlete enrolled at another institution without first obtaining written permission. All transfer students must obtain a letter of permission from their original institution which allows them to speak with Brown Athletic Department personnel regarding possible transfer. This statement must come from the original institution's Athletic Department representative in writing. If a student calls you regarding possible transfer before obtaining a release letter from their institution, you must immediately end the conversation and cite NCAA rules. A letter requesting permission to transfer to Brown will not be sent by the other institution unless the prospective student-athlete has requested it. Coaches must NOT speak with any transferring students until the letter has been received, even if the student has already left the previous school.

Along the same lines, if a Brown University student-athlete wishes to transfer to another institution, they may obtain a release letter from the Compliance Office. If you are opposed to granting permission to a Brown student-athlete on your team who requests permission to transfer, there is a dispute resolution process in place.

When recruiting a transfer student, coaches are responsible for providing all documents pertaining to their status in order to properly identify their transfer status. Their transfer status must be determined during the recruiting process, not when they arrive on campus to matriculate. Transfer regulations are complex and can be found at NCAA Bylaw 14.5

Transfer Eligibility Certification

The procedure for the initial eligibility of transfer students differs from that of true freshman. This process must be completed within two weeks of the start of practice for all recruited and/or scholarship student-athletes. (Note: During the 45-day period that commences upon completion of the compliance paperwork to certify eligibility, non-recruited walk-ons may participate in practice only).

After the student-athlete has successfully transferred to Brown and after being notified by the head coach that a transfer student is a candidate for a team, the Compliance Office will contact the transfer student's previous institution through a Transfer Release form. The previous institution will complete the Transfer Release form and return it to the Brown Compliance Office where it will be reviewed by the Senior Associate Athletic Director.

Do not assume that a transfer student will be immediately eligible for competition. A student who transfers is required to complete one full academic year of residence before being eligible to compete for or to receive travel expenses from Brown, unless the student satisfies the applicable transfer requirements or receives an exception or waiver.

If the transfer student is determined to be eligible, or if a one-time transfer waiver is granted, the Senior Associate Athletic Director will verify the full-time enrollment of the student in coordination with the University Registrar. The Registrar ultimately certifies transfer student eligibility in conjunction with the Senior Associate Athletic Director.

STUDENT-ATHLETE ELIGIBILITY RISKS

Student-Athlete Involvement with Outside Competition

Outside competition rules are found in Bylaw 14.7 and govern when and how a student-athlete may participate in outside competition during the academic year, and in some cases during the summer. Generally, a student-athlete who participates during the academic year as a member of any outside team in any non-collegiate, amateur competition (e.g., tournament play, exhibition games) except while representing Brown shall be ineligible for intercollegiate competition for the remainder of that academic year and for the next academic year.

During official vacation periods that occur during the academic year like spring or winter recess, student-athletes may compete on an outside team provided the competition does not occur during the institution's declared playing season. Also, in the sports of soccer, volleyball, field hockey and men's water polo, there is an exception that allows outside competition to occur as early as May 1 provided certain conditions are met.

Rules are different for basketball student-athletes who may only compete in NCAA-approved summer leagues and must gain Compliance approval to do so in advance. However, student-athletes in sports other than basketball would be permitted to participate on an outside amateur team during the summer without prior approval.

In individual sports, a student-athlete may participate in outside competition as an individual during the academic year as long as the student-athlete represents only himself or herself and doesn't engage in competition as a member of an outside team or receive expenses from an outside team.

Finally, there are some general exceptions listed in NCAA Bylaw 14.7.3 to the outside competition rule. For all sports, the following exceptions exist:

• A high school alumni game
• Olympic Games
• Official Pan American Games tryouts and competition
• U.S. National teams
• Official World championships, world university games and world cup tryouts and competition
• Multisport events.

The head coach must report to the Compliance Office which of their student-athletes will be involved with outside competition during the academic year and student-athletes must complete the outside competition form to make sure their eligibility is protected.

Agents and Amateurism

There are times when a coach may be in contact with professional sports teams or agents regarding a Brown University student-athlete (See NCAA Bylaws 11.1.4. and 11.1.4.1)

In those cases, NCAA rules require that the coach consult with, and report his/her activities to an institution's professional sports counseling panel, or to the institutions chief executive officer, or his/her designee. Please contact the Compliance Office for more information if you are in this situation.

Extra Benefits

An extra benefit is any special arrangement by an institutional employee or a representative of the institution's athletics interests to provide a student-athlete or the student-athlete's relative or friend a benefit not expressly authorized by NCAA legislation. Receipt of a benefit by student-athletes or their relatives or friends is not a violation of NCAA legislation if it is demonstrated that the same benefit is generally available to the institution's students or their relatives or friends or to a particular segment of the student body (e.g., foreign students, minority students) determined on a basis unrelated to athletics ability (NCAA Bylaw 16.02.3). For example:

• A student-athlete may not receive a special discount, payment arrangement or credit on a purchase (e.g., airline tickets, clothing) or a service (e.g., laundry, dry cleaning) from an institutional employee or a representative of its athletics interests.
• An athletics representative may not provide a student-athlete with professional services (for which a fee normally would be charged, e.g., legal, medical, dental) without charge or at a reduced cost.
• A student-athlete may not accept athletics equipment, supplies or clothing (e.g., tennis racquets, golf clubs, balls, shirts) from a manufacturer or commercial business.
• A student-athlete cannot eat at a restaurant as a guest of a representative of the institution's athletics interest, but on infrequent, special occasions (i.e., birthdays, Thanksgiving, etc.), a student-athlete may accept an invitation to the home of a Brown employee or representative of athletics interest for a meal. This is allowed by NCAA Bylaw 16.11.1.5 and coaches are requested to submit the occasional meal approval form to the Compliance Office when they are aware of such an arrangement.
• A student-athlete cannot use Athletics Department copy machines, fax machines, or other office supplies. A student-athlete is also prohibited from using the long distance lines of an employee or athletic representative.

This is not an exhaustive list and when any questions arise regarding extra benefits the best practice is to contact the Compliance Office.

Academic and Other Support Services

Per NCAA regulations, Brown University must make available general academic counseling and tutoring services to all recruited student-athletes (NCAA Bylaw 16.3.1.1)

Player Complimentary Tickets

For all home contests, a student-athlete is entitled to four (4) complimentary admissions in the sport in which he/she participates. Hard tickets will not be issued. The individual utilizing the complimentary admission must present identification to the person supervising the use of the pass list at the admission gate and sign the designated form. The guest may enter as a general-admission ticket-holder or be provided a ticket stub for a specified reserved seating area.

For away contests, the number of complimentary admissions received by an institution differs from sport to sport and also between league and non-league opponents. Complimentary admissions for each student-athlete will be based on availability and the number of requests.

PLAYING AND PRACTICE SEASONS

The playing season for a particular sport is the period of time between the date of an institution's first officially recognized practice session and the date of the institution's last practice session or date of competition, whichever occurs later. An institution is permitted to conduct officially recognized practice and competition each academic year only during the playing season as regulated for each sport in accordance with the provisions of NCAA Bylaw 17.1.

Each team's designated playing season must be established in accordance with the limitations set forth for the sport and by the Ivy League and officially recognized competitions may only occur during that designated playing season. The total number of contests and dates of competition may not exceed the maximum allowed for the sport. Moreover, the total number of contests must at least equal the minimum number of contests required for the sport in NCAA Bylaw 20.9.4.3.

Ivy Rule VI-D sets forth Ivy-specific practice and competition start dates and calendar provisions while Ivy Rule VI-E outlines limits for dates and numbers of contests.

According to Ivy Rule VI-D all schools must submit the playing and practice seasons to the Ivy Office for approval by August 1 preceding each academic year. To meet that deadline, they will be due to the Compliance Office prior to that date and this expectation will be communicated to head coaches in the late spring or summer.

Rest Period

The Ivy League rest period legislation requires each team from each institution to schedule 49 days during the academic year when student-athletes have no athletic obligations. These periods should have no required athletic activity, no voluntary activity under the supervision of a team-coach, no team athletic activities (e.g. captain's practices), and no team or team member athletically related activities resulting from encouragement by the coaching staff to engage in such activity. Under no circumstances will any athletically related activity involving team members be supervised by a team coach, nor will facilities be reserved for team activities. Team members will be free to participate in any recreational venue or activity open to all other students, and to have whatever supervision is provided in those circumstances. The 49 days should be declared to the Compliance office before August 1 preceding each academic year.

Countable Hours

During the playing season, NCAA Bylaw 17.1.5.1 indicates that a student-athlete's participation in countable athletically related activities shall be limited to a maximum of four hours per day and 20 hours per week with one required day off. During the off-season, student-athletes are limited by Ivy League rules to not more than six hours per week of conditioning.

The daily and weekly hour limitations DO NOT apply to the following time periods:

• During pre-season practice prior to the first day of classes or the first scheduled contest, whichever is earlier
• During an institution's term-time official vacation period (e.g., Thanksgiving, spring break), as listed in the institution's official calendar, and during the academic year between terms when classes are not in session

During the academic year, student-athletes shall not engage in any countable athletically related activities on one day per week during the playing season and two days per week outside the playing season. The required day(s) off may occur on any day of the week and may change from week to week. A "week" is defined as any seven consecutive days.

Skill Instruction

Outside the playing season, in all sports other than football, participation in up to 2 hours per week of skill related instruction is allowed, provided no more than six student-athletes from the same team are involved at any one time and it does not occur during reading period or exam period, or during any week in which non-traditional practice is conducted. NCAA rules limit the number of students participating at any one time to four in the period prior to September 15 and after April 15. From September 15 through April 15 the Ivy limit is six and more than one group of six may receive instruction at the same time. In football, it is allowable to participate in up to 2 hours per week of watching and reviewing films.

In team sports, no member of the coaching staff may be involved in any capacity (e.g. coach, official, player) at any time with an outside team that involves any student-athlete with remaining eligibility. However, during the summer, coaches of individual sports teams may be involved with outside teams that include student-athletes with remaining eligibility but must mind NCAA limitations regarding numbers of student athletes from one institution on a team.

Practice Logs

Practice logs must be kept to ensure compliance with NCAA Bylaw 17.1.5, which sets time limits for athletically related activities. Forms must be handed in EACH month, regardless if there was any activity or not, and they will be checked by the compliance office.

TRAVEL

Travel Squad Limits (Ivy VI-C)

The Ivy League has established mandatory limits for Travel Squad sizes (eligible players who are dressed) for Ivy teams in all term-time contests, except when post-season championship limits may apply. See Ivy Manual VI-C-4. for these numbers.

Home Teams:
There are not limits on the number of eligible home team squad members who may dress for a varsity contest, except in cross country (see Ivy VI-C-1.)

Away Teams:
There are limits (see Ivy VI-C-4.) on the number of eligible team squad members who may travel with a team and dress for any regular season term-time contests (i.e. during the academic year, non-vacation).

Team Travel

The Athletic Department's Travel Coordinator must arrange all team travel. This enables the compliance office to monitor who is traveling and when teams are departing for their contests and returning from the trip.

NCAA rules specify that an eligible student-athlete may receive actual and necessary travel expenses to represent the institution in athletics competition, provided the team traveling to a competition when classes are in session, departs for the competition no earlier than 48 hours prior to the start of actual competition and remains no more than 36 hours following the conclusion of the actual competition even if the student-athlete does not return with the team. Exceptions to this rule include travel conducted during an official vacation period. If a team is departing for a trip just prior to the start of a vacation period, they cannot take advantage of the exception unless they depart after classes have officially ended. If a team is departing during a time when classes are still in session (even if all student-athletes on the team have completed classes), the 48-hour departure rule must be adhered to.

If a student-athlete will not be returning to campus with the team from a team trip, the student-athlete in advance of the trip must complete a liability waiver. If applicable, a student-athlete is responsible for any additional costs associated with changing their airline ticket. For example, if the round trip cost of a ticket is $200 for the student-athlete to go from campus to the event and back to campus; and the student would like to travel from home to the event and then back to campus, - and this change increases the cost of the ticket to $350 then the student-athlete owes Brown University $150. A coach from the student-athlete's team is responsible for collecting this money in the form of a check to Brown University.

Foreign Travel

The Director of Athletics and the Associate Athletic Director for Finance must first approve all foreign trips by any team. Coaches should complete and submit the Team Travel-Special Trip Request for Approval Form which can be found in the department's Policies and Procedures Manual. Following financial approval, meet with the Senior Associate Athletic Director to complete the Foreign Travel Form that must be submitted to the Ivy Office at least 30 days prior to the intended date of departure.

Foreign trips are governed by both Ivy and NCAA regulations. Ivy rules permit a team to take a foreign trip once in any four-year period, and provide that contests on such a trip will not count against Ivy contest limitations. Foreign trips may not involve missed class time or be scheduled during examination periods. See NCAA Bylaw B.30.7 and Ivy VI-H for sport specific and additional regulations.

Missed Class Time

Regular Season Team Travel:
A team shall miss no more than 5 days of class for regular season team travel and not more than 4 days on the Monday, Wednesday, Friday class schedule per semester. Departing campus prior to the conclusion of the academic day, 3:00 p.m., will be counted as one class day missed for that semester. The goal of this policy is to reinforce the guiding principle set forth in the Ivy League travel policy; All travel should be arranged so as to minimize missed class time.

Spring Break Travel:
Travel should not begin until the end of the academic day on the Thursday prior to spring break week. Teams may depart from campus on the Thursday prior to spring break only in extreme situations, which will be evaluated on a case-by-case basis by the Business Manager and/or the Travel Coordinator. Any days prior to the spring break vacation that a team is away from campus before the conclusion of the academic day will count against that team's total missed class time for the spring semester.

Travel associated with all post season and Ivy League playoff games is excluded from this policy.

SPORTS CAMPS AND CLINICS

Coaches must follow the camp and clinic planning process as detailed in the camp and clinic manuals.

General

An institution's sports camp or clinic shall be one that:

• Places special emphasis on a particular sport or sports and provides specialized instruction or practice and may include competition;
• Involves activities designed to improve overall skills and general knowledge in the sport or
• Offers a diversified experience without emphasis on instruction, practice or competition on any particular sport

Reminder: A football camp may only be conducted during two periods of 15 consecutive days in the months of June and July or any calendar week (Sunday through Saturday) that includes days of those months (e.g., May 28-June 3). A basketball camp or clinic may be conducted only during the months of June, July and August, or any calendar week (Sunday through Saturday) that includes days of those months (e.g., May 28-June 3).

A member institution's camp or clinic shall be open to any and all entrants (limited only by number and age). Camps may teach advanced skills and they may advertise that they are designed for advanced players but they may not limit attendance based on ability. Football camps can not have any senior prospects participate in their camp as a participant or employee (a senior prospect is anyone who is eligible for admission to a member institution or has started classes for the senior year in high school). Free or reduced admissions can not be given to a high school, preparatory school or two-year college athletics award winner. For purposes of this rule, high school includes ninth grade, except for the sport of men's basketball, where 7th and 8th graders are also considered prospects.

Brochures:

All brochures and websites for both camps and clinics must be approved by the Assistant Athletic Director for Compliance and the Assistant Athletic Director for Operations before publication. Brochures cannot use pictures of student athletes with remaining eligibility unless those students are going to be staff members of that camp. In that case, they may only be pictured in the camp counselor section.

Student-Athlete Employment

A student-athlete with remaining eligibility is not permitted to conduct his or her own camp or clinic.

Athletic Department Staff Employment

A member institution's athletics staff member may be involved in sports camps or clinics unless otherwise prohibited by the following rules:

• No athletics department staff member may be employed in any capacity (salaried or volunteer basis) by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services concerning prospects.
• Basketball staff members may not be employed (salaried or volunteer basis) or lecture at a non-institutional (i.e. privately owned) football or basketball camp or clinic in which prospects of either gender participate.
• A noncoaching athletics staff member with department-wide responsibilities may present an educational session at a noninstitutional, privately owned camp/clinic that is not operated under the restrictions applicable to institutional camps/clinics, provided the staff member does not make a recruiting presentation.

In addition, an institution's athletics department personnel may serve in any capacity at a noninstitutional camp or clinic conducted under the following conditions:

1. The camp or clinic is designed to develop fundamental skills in a sport (rather than refine the abilities of skilled participants in the sport);
2. The camp or clinic is open to the general public (except for restrictions in age or number of participants);
3. The camp or clinic is conducted primarily for educational purposes and does not include material benefits for the participants (e.g., awards, prizes, merchandise, gifts);
4. Participants do not receive a recruiting presentation; and
5. All participants reside in the state in which the camp/clinic is located or within 100 miles of the camp/clinic.

Employment of High School, Preparatory-School or Two-Year College Coaches

A member institution (or employees of its athletics department) may employ a high school, preparatory school or two-year-college coach at its camp or clinic, provided:

1. The coach receives compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience; and
2. The coach is not paid on the basis of the value the coach may have for the employer because of the coach's reputation or contact with prospective student-athletes.

However, you may not compensate or reimburse a high school, preparatory school or two-year college coach based on the number of campers that coach sends to the camp.