MONTHLY UPDATE // ISSUE NO. 168 // DECEMBER 2019 and JANUARY 2020
This update is a tool to enhance communication between the NCAA national office and the Division III membership, with distribution to athletics directors, senior woman administrators, faculty athletics representatives, presidents, national SAAC, conference commissioners and the National Association of Division III Athletic Administrators electronic mailing list. We encourage athletics directors to share this communication with their athletics department members. Please contact Louise McCleary
to include an item or share comments, and remember to check out the Division III governance homepage for the latest news.
In late October, the NCAA Board of Governors voted unanimously to permit student-athletes the opportunity to benefit from the use of their name, image and likeness in a manner consistent with the collegiate model. The board directed the three divisions to immediately consider modifying and modernizing relevant bylaws and policies consistent with the Association’s values and principles, and act no later than January 2021. Additional information (press release, FAQ on name, image and likeness, and PowerPoint from the November 22 webinar) can be found at www.ncaa.org/NIL. In addition, there will be an opportunity to discuss this important issue during the Division III Issues Forum at the 2020 NCAA Convention Friday, Jan. 24.
2020 NCAA Convention Resource Page
Please visit the 2020 Convention resource webpage to access this year’s Convention resources. Staff will post key information (for example, the Official Notice, legislative proposal Q&A guide, education session PowerPoints) on this page as it becomes available.
NCAA Transfer Portal Webinar
In November, the Division III governance staff hosted an educational webinar regarding the NCAA Transfer Portal, which specifically addressed the transfer tracer. The webinar complemented an earlier session that discussed the transfer portal’s permission to contact. The webinar PowerPoints include step-by-step instructions on how Single Source Sign-On administrators can provide access, as well as helpful information and resources.
REMINDER: Division III Health and Safety Survey
In early December, the NCAA Research staff will send the Sport Science Institute health and safety survey to athletics health care administrators. The Management Council will review the aggregate survey results and feedback from participants during its July 2020 meeting to determine if the survey instrument was suitable and beneficial for Division III institutions in assessing the medical care they provide to their student-athletes.
Division III Webinars
A webinar offering an overview of the 2020 Division III Convention legislation will be from 1:30 to 2 p.m. Eastern time, Tuesday, Dec. 3.
Future webinars will be conducted from 1:30 to 2 p.m. Eastern time on the following dates and topics:
Feb. 4 – NCAA Convention Recap.
March 3 – Sport Science Institute Updates.
April 7 - Federal and State Legislation Working Group Update (Name, Image and Likeness).
Each webinar will be limited to the first 250 participants. All past webinar PowerPoints are on the Division III website.
LGBTQ OneTeam Program
The 2020 NCAA Convention will feature programming related to LGBTQ inclusion. On January 22, from 3:30 to 5:30 p.m., preregistered attendees will participate in the Division III LGBTQ OneTeam Program, which will offer best practices to making campuses and conferences more LGBTQ inclusive. On January 24, from 5:30 to 7:30 p.m., all Division III delegates are invited to attend the inaugural LGBTQ and Allies Reception. The reception will celebrate the division’s recent work regarding LGBTQ inclusion to ensure all individuals may participate in an athletics climate of respect and inclusion.
NCAA Championships site Selection and Bid Process
The NCAA is seeking hosts and sites for 86 of its 90 NCAA championships each year over four academic years, spanning 2022-23 through 2025-26. An educational session at the NCAA Convention will be held Thursday, Jan. 23, titled “NCAA Championships Hosting 101: How to create a winning team.” Attendees will hear from a panel of seasoned hosts ranging from sports commissions to membership representatives who will share best practices and tips. Information about the bid process can be found at www.ncaa.org/bids.
ACTION ITEM: Financial Reporting System
Institutions now can submit athletics financial information voluntarily to the NCAA via the Financial Reporting System (FRS). The submission deadline is Jan. 15. Contact Maria DeJulio or Katrina Buell with questions. Additional information can be found here.
Identity Initiative Purchasing Website
Nine months remain to access the $500 credit provided to current active and provisional member schools and conferences to use on the 2019-20 Division III Identity Initiative Purchasing Website. The site offers materials like co-branded banners, backdrops, unique signage and, T-shirts, and new products to promote your affiliation with Division III. Also available are items to help activate our partnership with Special Olympics. Schools and conferences must use the credit by Aug. 31. The link is
ncaadiii.sourceoneordering.com (no "www" or "http" needed). Access the site by entering the email address of your institution's director of athletics (or for conferences, the commissioner's email address) as the username, and then enter the password you created the first time you logged into the site (those logging in for the first time can create any password).
Assistance with logging in, updating records to reflect a new director of athletics' email address, delegating log-in access to another staff member, resetting passwords and placing orders is available from Kristen Zeedyk at Source One Digital.
If students set New Year’s resolutions related to drinking, or if you, as a campus, are planning to approach a new year with new strategies, set yourselves up for success. Re-watch the webinar from November 30, 2016, with national expert Elizabeth Miller on 360proof.org
to consider your best game plan.
Want a refresher on 360 Proof while students are away for break? Re-watch the webinar from November 9, 2018, in Center Point with David Arnold, Leah Kareti, and Jason Kilmer as they explore how to engage coaches, student-athletes, and other key personnel in athletics, as well as provide a tour of 360 Proof.
The next webinar, "Alcohol and Team Bonding" is scheduled for 1 p.m. Eastern time, Wednesday, Dec. 4, and features Tom Fontana, BASICS Program Coordinator, at the University of Vermont.
All registered 360 Proof users receive invitations to the webinar series and have access to the library of past sessions. Also, you can click here to register. Questions about 360 Proof or accessing the webinars? Email: email@example.com .
You are invited to book a one-on-one appointment with a 360 Proof alcohol prevention expert at the 2020 NASPA Strategies Conference or the NCAA Convention. To schedule your session, email a request to firstname.lastname@example.org and include:
The Sport Science Institute recently sent a memo announcing the final approval and effective date of the class settlement agreement for the medical monitoring portion of Arrington v. NCAA, which has implications for member institutions and their concussion-related policies and procedures. The NCAA Office of Legal Affairs also sent a memo to the general counsel of each member institution or, at institutions where counsel has not been identified, the president/chancellor. The purpose of this memo was to notify campus risk management staff of the established effective date of the settlement agreement for Arrington v. NCAA, and to urge timely institutional review of the terms of this settlement.
The settlement agreement provides NCAA member institutions with an opportunity to benefit from a release from certain legal claims that might otherwise be brought by members of the settlement class. To benefit from the release, member institutions must certify in writing that they have put in place a concussion management plan that meets the requirements of Section IX.A. of the settlement agreement (described in the attached FAQ document). Certifications must be delivered to certain court-identified settlement representatives within six months of the settlement agreement effective date of November 18, 2019, which means schools will have to deliver their written
certifications no later than May 18, 2020. A Frequently Asked Questions document has been provided to facilitate member institutions’ review of the settlement terms. Additional questions may be submitted to the NCAA National Office via the Sport Science Institute at email@example.com.
2020 Mental Health Summit
Registration is now open for the 2020 Student-Athlete Mental Health Summit. This event will be held on January 16-17 at the University of California, Los Angeles Luskin Center and presented by the David Geffen School of Medicine at UCLA. Full program information, including online registration details, is available here. Questions can be directed to the UCLA Office of Continuing Medical Education at 310-794-2620. Click here to register.
The next submission round for the NCAA Division III and D3SIDA recognition award is now open. The recognition program seeks to honor the best work - including news releases, feature articles, videos, blogs and other materials - produced by Division III campus and conference athletics communication offices. Each top honoree will receive a $1,500 credit to attend DIII Day at the annual CoSIDA convention. A panel of D3SIDA members will select the recipients, with winners publicized through ncaa.org and social media platforms. Participants can self-nominate or be nominated by peers. Entries should be submitted via email to firstname.lastname@example.org with "NCAA Division III and D3SIDA Recognition Award Nominee" as the subject line. In addition to the story URL or Word document, the nominee's name, institution, and email address should be included. All submissions must be received not later than February 15. Click here
for more details.
Conference Office Instagram Takeovers
Did you know that the Division III Instagram now officially has over 10,000 followers? The recent increase in followers coincides with the launching of the first conference office Instagram takeover. Division III conferences will be taking over the @NCAADIII Instagram account through Division III Week (April 13-19), showcasing their offices, initiatives, student-athletes and more. Follow the Division III Instagram page today at instagram.com/ncaadiii/?hl=en
Fontbonne University is the recipient of the November Division III Diversity Spotlight Initiative. The athletics department participated in a OneTeam Program that included coaches, administrators, sports information and athletic training. The department also recently created a Diversity and Inclusion Committee and developed resources for its website. Click here for more information.
The Diversity Spotlight Initiative recognizes and promotes outstanding diversity related projects, programming and initiatives occurring on Division III campuses and in conference offices. All selected recipients receive $500 toward their next diversity initiative. To submit an initiative for consideration for May, email Louise McCleary, with a brief statement (no more than 500 words) as to why your institution or conference office deserves to be the spotlight recipient. Attach a video or photo if applicable. The nomination deadline is Jan. 21.
Diversity Tip of the Month
How can athletics diversify its job candidate pools and place more women and ethnic minorities in leadership positions? According to the institutions and conferences now seeing success, it all starts with a culture check. The NCAA’s promise to improve diversity and inclusion in college sports is called the Pledge and Commitment to Promoting Diversity and Gender Equity in Intercollegiate Athletics. Created by the NCAA Board of Governors in 2016, the pledge encourages presidents, chancellors and conference commissioners to commit to achieving ethnic and racial diversity and gender equity in college sports hiring practices. Signing the pledge along, of course, doesn’t get the job done. The colleges, universities and athletics conferences recognized for their accomplishments on the diversity and inclusion front report their success didn’t begin with a significant hire or a diversified pool of job candidates. Instead, they started with something even bigger: robust conversations about how to incorporate inclusion into their institutions’ culture. This included honest discussions about how their campus confronts issues surrounding race and sexuality, resulting in comprehensive blueprints for inclusion that are baked into an athletics department’s strategy — and marry with the college or university’s approach.
The NCAA Division III Special Olympics Spotlight Poll is a story-telling initiative on ncaa.org/D3SpecialOlympics. It features new stories each month that highlight a Division III and Special Olympics joint activity or event. The story with the highest number of votes on the 25th day of each month is the winner. That institution or conference receives $500 to use for its next Special Olympics event. Written and digital submissions both are accepted. Featured stories are selected based on inclusion of the student-athlete perspective and Division III messaging. To submit a story for consideration, email email@example.com.
Eligibility Between Terms (Bylaw 188.8.131.52.6.6) & Change in Eligibility Status (Bylaw 14.1.10). For Division III, the eligibility of student-athletes to participate in practice and competition between terms is governed by several bylaws. Bylaw 184.108.40.206.6.6 (Eligibility Between Terms -- Practice or Competition). Per this bylaw to be eligible for any practice or competition between terms, student-athletes must either have been registered full-time at the end of the previous term (if they are continuing enrollment) or they must be accepted for full-time enrollment for the upcoming term (if they are continuing or beginning enrollment.
In addition to their enrollment, a student-athlete’s academic eligibility may have to be assessed. For example, if a student-athlete was ineligible during the previous term, but regained eligibility during said term, when may the student-athlete begin to participate in competition. Bylaw 14.1.10 answers that question by providing a period of time
in which the certification of a student-athlete's eligibility must occur - no earlier than the day after the day of the last scheduled final and no later than the first day of classes for the following academic term.
The date, during that period, on which the appropriate institutional authority officially certifies eligibility must occur according to established institutional policy (Bylaws 14.01.1 & 14.01.2.2). The certification of eligibility does not have to occur on the same day for all student-athletes at the institution. Because the eligibility certification process is based on an individual institution's policies, different institutions may certify student-athletes on different days. Further, an institution has the discretion to use the entire period between terms. Finally, a conference may adopt more stringent requirements for its member institutions.
For any additional questions about eligibility between terms, please submit them to AMA staff via Requests and Secondary Reports Online (RSRO).
AMA Holiday Closure
The NCAA national office will be closed for the holidays from Monday, Dec. 23, 2019, through Wednesday, Jan. 1, 2020. Normal business hours will resume Wednesday, Jan. 2, 2019. Institutions in need of emergency assistance on issues that must be resolved before the office reopens should call the AMA Emergency Line (317-917-6003) and follow the prompts to leave a message. Please leave your name, position, institution or conference affiliation, contact number, the nature and urgency of the request and someone from the staff will contact you within one business day.
2020 Regional Rules Seminars
NCAA Constitution 220.127.116.11 (Convention and Regional Rules Seminar attendance) requires all NCAA Division III institutions to attend the NCAA Regional Rules Seminar at least once every three years. Registration will be available in the spring. Before the seminars, attendees are encouraged to review the LSDBi and RSRO training videos to prepare for on-site learning objectives. Click here for a list of institutions that are required to attend a 2020 regional rules seminar.
The NCAA Inclusion CoSIDA Convention Grant presents a professional development opportunity geared towards the inclusion, advancement and retention of ethnic minorities within the field of media relations/ communications. The grant application opens Dec. 9 on NCAA Program Hub. Grant recipients will receive the ability to attend the CoSIDA Convention, as well as mentorship and leadership opportunities during the academic year. Recipients also will receive a complimentary CoSIDA convention registration, CoSIDA membership and CoSIDA mentor pairing for one year. Two athletics communicators, who identify as ethnic minority, with five years or less in the industry, will be chosen from Divisions I, II and III. For more information about the grant program, contact Sahar Abdur-Rashid.
DiSC Assessments Available
Use of the DiSC is strongly encouraged on member campuses. Participants gain personalized feedback on their specific leadership style, and student-athletes, coaches and administrators gain valuable understanding of everyone’s unique behavioral style. Applying this knowledge can develop effective team dynamics, leadership and communication among the group.
In 2019-20, each Division III institution interested in using the DiSC resource will be provided assessments for up to 50 student-athletes, as well as 30 coaches or administrators, at no cost. Funding is limited, and requests will be allocated on a first-come, first-served basis. Click here, to learn more about the DiSC resource.
Division III Diversity Grants
The Division III diversity grants provide funding to institutions and conference offices committed to enhancing ethnic minority and gender representation in athletics administration. Proposals for the Ethnic Minorities and Women’s Internship Grant and Strategic Alliance Matching Grant must be submitted via the NCAA Program Hub no later than 5 p.m. Eastern time Jan. 31. More information can be found on the Division III Diversity Grants website.
The 2019-20 soccer playing rules survey is now open. Head coaches, commissioners and registered officials were sent an email on Monday, Nov. 4, with instructions on how to complete the survey. The deadline for submitting the survey is Friday, Dec. 6. Should you have any questions, please contact Ashlee Follis.
Field Hockey Rules Proposals
The Divisions I, II and III Field Hockey Committees are now accepting rules modification proposals to be considered for discussion at their annual meetings in February. As a reminder, the NCAA follows the FIH rules for field hockey but does have a list of modifications. Please use this link to record your proposal and rationale. This form must be fully completed for the proposal to be accepted. All proposals must be received by December 6.
Playing Rules Meeting Dates
A list of 2019-20 playing rules meeting dates and staff liaisons can be accessed under “Playing Rules Resources” on the NCAA Playing Rules page.
Football Rules Proposals
The NCAA Football Rules Committee is accepting playing rules proposals to be considered for discussion at its annual meeting in February. Please use this link to record your proposal and rationale. This form must be fully completed for the proposal to be accepted. All proposals must be received by January 10 to ensure consideration.
Baseball Playing Rules
The Baseball Rules Committee has approved two new playing rules. Even though it was a non-rules change year for baseball, changes were made due to preserving the image of the game and student-athlete safety respectively. The proposal regarding catcher’s chest protector certifications has a delayed implementation with an effective date of January 1, 2021. More information can be found here.
A 20-second play clock will be enforced on all plays. The time will be kept by a field umpire.
Effective January 1, 2021, it is required that all catcher’s chest protectors be certified to the NOCSAE commotio cordis protective standard at the time of manufacture, or they must wear an alternative protective device certified to the NOCSAE commotio cordis protective device standard at the time of manufacture.
As a reminder, beginning with the 2020 season, baseball bat barrels must be a color that is predominantly contrasting to the color of the baseball. A list of the model numbers for BBCOR bats that do not meet the playing rule can be found under Updates here.
Effective beginning with the 2021 season, Divisions II and III are required to conduct bat testing prior to each regular season series or single date of competition. Information regarding the NCAA bat testing protocol can be found here.
This email was sent to NCAA Division III presidents and chancellors that serve on Division III committees, athletics direct reports, directors of athletics, faculty athletics representatives, senior woman administrators, sports information directors, directors of compliance, commissioners, assistant/associate commissioners, national SAAC, provisional, reclassifying and exploratory members based on contact information in the NCAA Directory.
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