Skip To Main Content

Robert Morris University Athletics

Compliance Yearly Calendar

ROBERT MORRIS UNIVERSITY, OFFICE OF ATHLETIC COMPLIANCE


Compliance Yearly Calendar

August September October November
December January February March
April May June July

August

Return to Top
  • Rules Education Topic: Coaching Limitations
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Participate in Pre-Fall Certification Process with Registrar
  • Sport Squad List Completed
    • Compliance Office will have the NCAA Squad Lists completed prior to first contest of any kind (scrimmage, exhibition, scheduled contest).
    • Squad Lists will be distributed to, and signed by, coaches to verify the accuracy of the information contained therein.
    • Copies of signed squad list will be distributed to athletic training, equipment room, academic support, and filed in Compliance Office
    • Compliance Office will submit Squad Lists to the NEC office prior to each team's first competition.
  • Certify Non-Counter Exemption
    • Per Bylaw 15, Compliance will certify non-counters who receive institutional non-athletics aid by August 31st.
  • Student-Athlete Team Compliance Meetings
    • Team Meetings will be held prior to each team's 1st practice.
    • Student-athletes will complete NCAA and departmental forms (provided by the Compliance Office) prior to the 1st practice.
    • Compliance will notify coaches of any incomplete forms and it is the coaches' responsibility to see that these forms are completed prior to the first competition.
    • At least one coach from each team is required to attend team meeting.
  • Verification of Coaching Staff
    • Coaches will complete and return a Coaches Numerical Limitation Email and Volunteer Coach Email to the Compliance Office prior to the first day of classes or first practice.
    • Only coaches who have passed the Recruiting Exam may recruit off-campus.
    • All individuals involved in coaching activities must be included (such as volunteers and graduate students).
    • Changes to the coaching staff after the verification form has been submitted must be communicated to and approved by Compliance.
  • 14/45 Day Waiver/Freshman Walk-On Practice
    • The RMU Walk-on/Tryout Form must be acquired from the shared computer drive.
    • Compliance will certify recruited student's eligibility to practice for 14 days without a final NCAA Eligibility Center decision.
    • Compliance will certify a non-recruited freshman eligibility to practice for 45 days without a final NCAA Eligibility Center decision.
    • Compliance will notify all interested parties when student-athlete has either been added, or time period expires.
  • Promotional Activities
    • Promotional Activities Request Form can be located in the shared computer drive
    • Individual or entity will complete the Promotional Activities Request Form.
    • Compliance will review and then, approve or deny the request.
    • Approvals are forwarded to Assistant Athletic Director for Compliance
  • Promotional Activity Requests
    • Promotional Activity Request Form can be obtained in the shared computer drive
    • Individual or entity will complete the Memorabilia Request Form.
    • Compliance will review and then, approve or deny the request.
    • Denials will be returned with explanation to the requesting individual or party.

    • Notes: ―Spur of the moment autograph requests from fans do not have to go through this process. This process applies to organized charitable, educational and promotional events. All student-athletes will sign a form at the start of the year authorizing the use of their names, pictures and appearances for permissible promotional activities.

  • New Coaches
    • Must meet with Compliance Office staff for Coaches Compliance Orientation meeting.
    • Will receive an NCAA manual.
    • Must set up a time to take the Coaches Recruiting Test.
      • If taken at another institution, documentation from that institution must be obtained prior to off-campus recruiting.
  • Athletically Related Activities Weekly Playing/Practice Season and Individual Skill Instruction
    • Coaches will complete Weekly Playing and Practice Forms and return to Compliance Office each Monday afternoon.
    • Hours spent on Individual Skill Instruction must be documented on this form.
    • For sports that permit individual instruction during the summer, this form must also be used prior to commencing individual workouts.
  • Coaches Encourage all student-athletes to apply for financial aid - FAFSA
  • Special Assistance Fund
  • Student-Athlete Employment
    • Student-Athlete Employment Forms can be obtained from the campus shared drive
    • Student-athletes who hold jobs at any time during the academic year must gain prior permission from Head Coach and then must notify the Compliance Office prior to beginning employment.
    • Student-Athletes MUST complete employment paperwork and return these forms to the Compliance Office.
    • The Compliance Office will follow up with employers to ensure conformity with NCAA rules.
    • Compliance will request employment status of all student-athletes each semester.
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • Compliance will Disburse NCAA Manuals
    • All athletic department employees, and select individuals in key campus offices, will receive a new manual annually
  • Complimentary Tickets - Football
    • Prior to each sport season, Compliance meets with student-athletes from football, men's and women's basketball, men's and women's ice hockey to explain the complimentary ticket procedures.
    • Prior to competition each week, student-athletes will complete the Complimentary Admission List
    • Complimentary Admission List will be monitored at the pass gate of each sport to ensure appropriate admission
    • Upon completion of each game/event, all original records are filed in the Compliance Office with copies sent to the Ticket Office for auditing purposes.
  • Designate Football Evaluation Days for Fall Semester
    • The Football Fall Evaluation Form will be provided to the coaches for the upcoming fall semester on July 15th.
    • Head Football Coach/or designate will notify Compliance Office prior to departure from campus.
  • Declaration of Softball Evaluation Period (August 1 - July 31 each academic year)
    • Finalize the previous academic year and provide to Compliance.
    • The Softball Evaluation Confirmation Form will be provided to the coaches on July 15th for the upcoming year with a reminder that the previous year must be submitted prior to August 1st.
    • Head Coach/or designate will declare in writing the use of the evaluation days on the Evaluation Confirmation Form to the Compliance Office no later than one week prior to the commencement of the Evaluation Period.
  • Declaration of Volleyball Evaluation Period (August 1 - July 31 each academic year)
    • Finalize the previous academic year and provide to Compliance.
    • The Volleyball Evaluation Confirmation Form will be provided to the coaches on July 15th for the upcoming year with a reminder that the previous year must be submitted prior to August 1st.
    • Head Coach/or designate will declare in writing the use of the evaluation days on the Evaluation Confirmation Form to the Compliance Office no later than one week prior to the commencement of the Evaluation Period.
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Compliance Office writes Booster Column for Musket Shot
  • Distribute Faculty/Staff Brochures at Convocation

September

Return to Top
  • Rules Education Topic: APR
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • Eligibility Center Information
    • Coaches will instruct Prospective Student-Athletes (PSAs) to register with the NCAA Eligibility Center and Amateurism Eligibility Center on the first recruiting contact.
    • Coaches will provide Compliance with recruited PSA's SSN or ID Number to add the PSA to an IRL.
    • Coaches will delete PSA's from the Eligibility Center website when the PSA is no longer being recruited by the institution (i.e., decided to attend another university, decided not to participate in intercollegiate athletics, etc.).
    • Only Compliance may contact the Eligibility Center directly.
  • Official Visits
    • Forms can be obtained on the campus shared drive
    • Coach will preliminarily arrange the official visit with the prospective student-athlete.
    • Coach obtains PSA's high school transcripts and ACT/SAT scores.
    • Coach completes the Official Visit Request Form no later than 2 working days prior to the visit and turns the form into the Compliance Office.
      • All forms submitted later than 48 hours PRIOR TO THE VISIT, must be approved by the athletic director
    • Compliance receives and verifies the prospect's academic credentials within one day of the coach's submission of the Official Visit Request Form.
    • Compliance then sends an Official Visit Notification letter per departmental policy. The letter informs the prospect of the five official visit limitations, the definition of an official visit, 48-hour time limit for the visit and the scope of entertainment permitted on the visit.
    • Coach finalizes travel plans for the prospect.
    • The 48-hour limit begins as soon as the PSA arrives on campus, as long as there is a direct route from the airport to the hotel, without entertainment or a meal involved. If a Coach picks up a prospect from an airport other than the Pittsburgh Airport, the official visit begins at the time the Coach first makes contact with the prospect at the airport. If a Coach picks up a prospect in an automobile at the prospect's home or other location, the official visit begins at the time the Coach first makes contact with the prospect at that location.
    • Student-athletes acting as hosts to prospects must come in to the Compliance Office and sign the Student Host Form and Guidelines for Student-Hosts Form (curfew information) and pick up host money PRIOR to the visit.
    • Prospects must sign the Post-Official Visit Form after the visit. This form should be sent to the Compliance Office from the Coach after the visit has ended.
    • After the official visit, the Student Host must turn in receipts and unused funds. Compliance will submit the funds and receipts to the Business Office for final review and approval.
    • Compliance will track the number of Official Visits to ensure conformity to NCAA Bylaw 13 in the sports of Football and Basketball
    • Unofficial Visits
    • See campus shared drive for form
    • Coaches will complete the Unofficial Visit Form and submit to the Compliance Office for all ―arranged unofficial visits.
  • Walk-On Additions
    • Walk-On/Try Out Form may be obtained from campus shared drive
    • Walk-On Certification procedure begins the process for any student who wishes to try out for a team after fall meetings. Students are NOT permitted to practice until this process is complete.
    • Follow the walk on process listed below:
      • Head will sign the Walk-On/Try Out Form.
      • Student-athlete will then provide the form to athletic Compliance for eligibility evaluation and signature.
      • Student-athlete will give the form to the Athletic Trainer for approval and signature.
      • Finally, student-athlete will deliver the form back to Compliance.
    • Coach will verify with Compliance within 14 days if the walk-on remains on the team.
  • Change of Status
    • Coach completes an Squad List Change of Status Form when a Student-Athlete is added or deleted from the team or has voluntarily withdrawn.
    • The Squad List Change of Status Form can be obtained from the campus shared drive.
    • Coaches will submit the Squad List Change of Status Form to Compliance, who will make necessary changes to the team's squad list, secure head coach signature, then copy and distribute the new list to Academic Support, Sports Medicine, Equipment, Strength & Conditioning, and finally the team's head coach.
  • Transfer Requests
    • Transfer requests must be requested through the Compliance Office.
    • Coaches must have a completed transfer request form prior to speaking with student-athletes from other institutions.
    • Compliance will not release a current RMU student-athlete without receiving permission from the head coach.
    • Only Compliance may send transfer forms to other institutions.
  • Send Information to Coaches on SAT/ACT Guidelines/Dates
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.

October

Return to Top
  • Rules Education Topic: Legislative Proposals
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
    • Letter of Intent - Early Signing Period
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • Camps and Clinics (Winter - Thanksgiving or Christmas Break)
    • Camps and Clinics forms can be obtained from the campus shared drive
    • At least two weeks prior to any camp or clinic, Coaches will complete the Pre-Camp Checklist Form and include a list of all camp employees; also include any camp literature, (brochure, flyer, advertisement, or website information) for Compliance approval.
    • Compliance will review all pre-camp documentation to ensure that NCAA regulations are met.
    • Coach will complete Post-Camp Checklist and other Camp Forms and submit to Compliance AFTER the camp or clinic is finished.
    • Per departmental policy, Coaches must submit all documentation required within 60 days from the end of camp.
  • Compliance Will Send NCAA Legislative Proposals to Coaching Staff for January
  • NCAA Convention
  • Declaration of Women's Basketball Evaluation Period
    • The Women's Basketball Evaluation Confirmation Form can be obtained from Compliance Office or on www.rolltide.com website, Compliance link under Forms for Coaches and Staff.
    • Head Coach/or designate will declare in writing the use of the evaluation days on the Evaluation Confirmation Form to the Compliance Office no later than one week prior to the commencement of the Evaluation Period.
  • Compliance will Disseminate a Fall Booster Newsletter
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.

November

Return to Top
  • Rules Education Topic: Continuing Eligibility
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
    • Letter of Intent - Early Signing Period
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • End of Season Participation Reports (Fall Sports)
    • The Student-Athlete Participation form can be obtained from the campus shared drive
    • Coaches will turn in the Student-Athlete Participation form to Compliance Office at the end of the competition season.
  • Awards and Benefits (Fall Sports)
    • Coaches will gain approval from Compliance PRIOR to any awards distribution. Failure to gain prior approval for awards/gifts may cause an over-award and a violation of NCAA rules.
    • In order to obtain prior approval, Coaches will complete the Team Award Purchase Approval Form. This form can be obtained from the campus shared drive
  • Complimentary Tickets - Men's & Women's Basketball
    • Prior to each sport season, Compliance meets with student-athlete's from men's and women's basketball to explain the complimentary ticket procedures.
    • Prior to competition each week, student-athletes will complete the Complimentary Admission List
    • Student-athlete family and guests for that week are entered into a database which generates the complimentary lists that will be used to admit family and guests to the games at the player pass gate for each game.
    • Upon completion of each game/event, all original records are filed in the Compliance Office with copies sent to the Ticket Office for auditing purposes.
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Declaration of Men's Basketball Evaluation Period
    • Head Coach/or designate will declare in writing the use of the evaluation days on the Evaluation Confirmation Form to the Compliance Office no later than one week prior to the commencement of the Evaluation Period.
    • The Men's Basketball Evaluation Confirmation Form can be obtained from campus shared drive

December

Return to Top
  • Rules Education: Countable Athletically Related Activities (All Staff Meeting)
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • Process All Spring Semester Aid Awards (Mid-Year Enrollees)
    • Compliance will initiate the Grant-in-Aid process for the spring semester for mid-year enrollees.
  • Mid-Year Football NLIs (JC Transfers Only)
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • Spring Semester Walk-Ons, Transfers, and New Student-Athletes Confirmed
    • Coaches will confirm the following with Compliance by submitting Change of Status Form:
      • Walk-ons, Transfers and New Student-Athletes are on NEC Squad and Eligibility Lists.
      • Financial Aid status is correct for each Student-Athlete.
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Participate in Fall Semester Eligibility Certification for Winter Sports
  • Complete Coaches and Athletics Staff Outside/Additional Income Agreement
    • The Outside/Additional Income Agreement Form will be provided by Compliance.
    • Coaches and athletics staff will complete Outside/Additional Income Agreement Form and deliver to the Compliance Office for approval.
    • Coaches must submit new forms if new athletically related income is earned subsequent to turning the signed agreement into the Compliance Office.

January

Return to Top
  • Rules Education: Promotional Activities
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • NLIs for Soccer and Football
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • Participate in Fall Semester Certification for Spring Sports
  • Update NEC Squad Lists for Spring Semester
    • Coaches will review and sign off on Squad Lists with Compliance to ensure accuracy.
  • Review Team Recruiting Records
    • Review current list incoming student-athletes on Eligibility Center IRL.
    • Ensure that all recruits and signees are registered with the NCAA Eligibility Center and Amateurism Eligibility Center.
  • Coaches Encourage All Student-Athletes to Apply for Federal Financial Aid (FAFSA)
  • [Special Assistance Fund - Mid Year Enrollees]
  • Confirm Spring Playing/Practice Seasons for Football, Soccer, and Volleyball
  • Compliance will Disseminate a Winter Booster Newsletter
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.

February

Return to Top
  • Rules Education: Gambling and Amateurism
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • NLIs Sent to Prospects for February Signing Dates
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • Register All Prospective Student-Athletes with the NCAA Eligibility Center
    • Coaches will contact PSA's and instruct them to register with the Eligibility Center. For procedures, see September.
    • Compliance will follow up and check Eligibility Center periodically.
    • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.

March

Return to Top
  • Rules Education: Camps and Clinics/Tryouts/Local Sports Clubs
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • NLI Request for April Late Signing Period
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • Summer School Grant-in-Aid Lists
    • Compliance will assist athletic director in completing summer school grant in aid lists
  • End of Season Participation Reports (Winter Sports)
    • The Student-Athlete Participation Form will be emailed to coaches for submission
    • Coaches will turn in the Student-Athlete Participation Form to Compliance Office at the end of the competition season.
  • Compliance Disseminate Departmental Gambling Policy and Educational Materials to Coaches/Staff Prior to March Madness
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Awards and Benefits (Winter Sports)
    • Coaches will gain approval from Compliance PRIOR to any award distribution
      • Failure to gain prior approval for awards/gifts may cause an ―over-award and a violation of NCAA rules.
    • In order to obtain prior approval, Coaches will complete the Team Award Purchase Approval Form. This form can be obtained from the campus shared drive

April

Return to Top
  • Rules Education: NLIs and Financial Aid
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • NLI's Sent to Prospects for April & Late Signing Period
    • National Letter of Intent Request can be obtained from the campus shared drive
    • Coaches will complete and return National Letter of Intent Request to Compliance five (5) working days before mailing.
    • Compliance will send out Letters of Intent and Scholarship Agreement to the PSA for signing.
    • Prospect will return signed copies of Letters of Intent and Scholarship Agreement to be filed with Compliance and NEC Conference Office.
    • Compliance will notify and copy Media Relations, Head Coach, Financial Aid and Undergraduate or International Admissions.
    • Compliance will provide Coaches with official NLI signing dates and dead periods.
  • End of Season Participation Reports (Spring Sports)
    • The Student-Athlete Participation Form will be emailed to coaches for submission
    • Coaches will turn in the Student-Athlete Participation Form to Compliance Office at the end of the competition season.
  • Medical Hardship
    • Coach and/or Athletic Trainer submit NEC Medical Hardship Waiver Request and Medical Documentation to Compliance Office.
    • Upon approval or denial, Compliance will contact Head Coach and Athletic Trainer and forward documentation for student-athlete file.
  • Awards and Benefits (Spring Sports)
    • Coaches will gain approval from Compliance PRIOR to any award distribution
      • Failure to gain prior approval for awards/gifts may cause an ―over-award and a violation of NCAA rules.
    • In order to obtain prior approval, Coaches will complete the Team Award Purchase Approval Form. This form can be obtained from the campus shared drive
  • Summer Camps and Clinics
    • Camps and Clinics forms can be obtained from the campus shared drive
    • At least two weeks prior to any camp or clinic, Coaches will complete the Pre-Camp Checklist Form and include a list of all camp employees; also include any camp literature, (brochure, flyer, advertisement, or website information) for Compliance approval.
    • Compliance will review all pre-camp documentation to ensure that NCAA regulations are met.
    • Coach will complete Post-Camp Checklist and other Camp Forms and submit to Compliance AFTER the camp or clinic is finished.
    • Per departmental policy, Coaches must submit all documentation required within 60 days from the end of camp.
  • Summer League Approval
    • The Student-Athlete will complete the Notification of Outside Competition Form and return it to the Compliance Office at least two weeks prior to competing in summer league to ensure that the league is amateur or NCAA certified.
    • Summer Leagues requiring approval are Men's & Women's Basketball, Softball, Soccer, and Volleyball (tournaments).
    • Student-Athletes for individual sports during the summer months must fill out the Notification of Outside Competition Form prior to each competition. Those student-athletes who do not receive prior permission could be in violation of amateurism legislation and could result in loss of eligibility.
  • Designate Football Evaluation Days for April/May
    • The Football Spring Evaluation Form must be obtained from Compliance Office.
    • Head Football Coach/or designate will notify Compliance Office no later than April 1st.
  • Compliance will Disseminate a Spring Booster Newsletter
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Student-Athlete Team Spring Compliance Meetings
    • Compliance reviews the following topic areas with each sport prograrm:
    • Summer Employment
    • Summer Camp Employment
    • Eligibility
    • Promotional Activities
    • Endorsements
    • Summer Conditioning
    • What is a Booster?
    • Extra Benefits
    • Amateurism/Agents
    • Renewals and Non Renewals of Athletics Aid
    • Outside Financial Aid
    • Outside Competition
    • Compliance obtains summer housing and employment information from student-athletes.
    • At least one coach from each team is required to attend team meeting.

May

Return to Top
  • Rules Education: Recruiting
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • NEC Grant-in-Aid Forms for Upcoming Academic Year
    • For Graduation, Cancellation, Renewal Form see campus shared drive
    • Coaches will complete the Graduation, Cancellation, Renewal Form Forms and turn them into the Compliance Office for approval no later than May 15th.
    • Coaches will receive a copy of their scholarship lists for review, to ensure that NCAA team scholarship limits are not exceeded.
    • All student-athlete's names, who receive athletic financial aid the previous academic year, must appear on this form inasmuch as NCAA rules require the institution to notify a student athlete of any non-renewal or reduction of financial aid prior to July 1st.
  • Squad List Declaration for Upcoming Academic Year
    • Coaches will be emailed a Squad List Certification Request Form to indicate any Roster Changes/List of Transfer Student Athletes/Walk-On's and will return this to Compliance no later than July 1st.
    • Student-Athletes not appearing on this list will not be given any assistance by the Athletic Department or other campus entities until the student-athlete is officially added to the roster.
    • Students added after the squad list are turned in, should be added to the team via a Change of Status Form.
    • Completion of the forms ensures that the eligibility declaration process is completed in a timely fashion.
  • NCAA Eligibility Center
    • It is the Coach's responsibility to remind student-athletes to send final high school transcripts and official test scores from the testing agency to the NCAA Eligibility Center.
  • Undergraduate and International Admissions
    • It is the Coach's responsibility to remind incoming student-athletes to apply to the University.
  • Camp Participation for Student-Athletes - Coaches Institutional Camps
    • Coach must submit request listing those student-athlete's he/she wishes to work during summer camps on the Sports Camp/Clinic Staff & Compensation Form. This form can be obtained from the campus shared drive
  • Student-Athlete Summer Camp Approval
    • Student-Athlete's must submit Student-Athlete Non-Institutional Camps & Clinics Employment Permission Form for those student-athletes' who work during non institutional camps during the summer. This form can be obtained from the campus shared drive
    • Unauthorized competition or work in an outside camp without prior approval may affect the student-athlete's eligibility.
  • Compliance Contacts Employers of Student-Athletes and Verify Employment from Previous Academic Year
  • PSAs Staying in Moon Township
    • Coach must submit PSA Who Moves to Moon Township - Pre-Enrollment Form and Documentation for all PSA's prior to full-time enrollment. This form can be obtained from the campus shared drive
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Coaches Certification Exam for Off-Campus Recruiting
    • Issue practice test, test outline, and newly adopted legislation for Coaches in mid-May.
    • Compliance will schedule the administration of the exam 3 times during the summer with the Faculty Athletic Representative
    • The FAR will administer the Coaching Exam.
    • Coaches will notify the Compliance Office if they are unable to take the exam at the scheduled time.
    • For Coaches that miss the scheduled exams, individual exams may be set up with the FAR.

June

Return to Top
  • Rules Education: Summer Activities
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • Finalization of Fall Grant-in-Aid Awards and Non-Renewals
    • Compliance will confirm that the Financial Aid Office has sent all Grant-in-Aid and reduction/non-renewal letters to student-athletes prior to July 1st.
    • Financial Aid will furnish copies of all letters sent to student-athletes to the Compliance Office. Scholarship Agreements will be filed in student-athlete files after final signature by student-athlete.
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Coaches Certification Exam for Off-Campus Recruiting
    • Issue practice test, test outline, and newly adopted legislation for Coaches in mid-May.
    • Compliance will schedule the administration of the exam 3 times during the summer with the Faculty Athletic Representative
    • The FAR will administer the Coaching Exam.
    • Coaches will notify the Compliance Office if they are unable to take the exam at the scheduled time.
    • For Coaches that miss the scheduled exams, individual exams may be set up with the FAR.

July

Return to Top
  • Rules Education: Playing and Practice Season Programming
  • Compliance Will Distribute Recruiting Period Change Flyers To All Teams
  • Monthly Compliance Newsletter
    • Compliance will produce on a monthly basis - newsletter containing updated information on rules and regulations, monthly reminders, etc.
    • Compliance will distribute to coaches, staff and appropriate University staff
  • Renewals/Non-Renewals for GIA's Sent
    • Financial Aid Office will send notification to student-athletes whose aid is being renewed, reduced or not renewed prior to July 1st.
  • Monthly Forms Checklist
    • Coaches must turn in Telephone Logs, Contact Logs, Evaluation Logs, and Unofficial Visit Forms attached to the RMU Monthly Forms Checklist provided to each sport by the designated due date noted on the form to Compliance.
    • A master check list will be kept in the Compliance Office verifying which forms are being submitted.
    • If a Coach does not have any logs to submit on a given due date, please indicate ―no recruiting activities and submit to the Compliance Office by the due date.
    • Compliance will confirm that all monthly phone logs, monthly contact/evaluation forms, and weekly countable athletically related activities have been submitted and reviewed accordingly.
  • Coaches Certification Exam for Off-Campus Recruiting
    • Issue practice test, test outline, and newly adopted legislation for Coaches in mid-May.
    • Compliance will schedule the administration of the exam 3 times during the summer with the Faculty Athletic Representative
    • The FAR will administer the Coaching Exam.
    • Coaches will notify the Compliance Office if they are unable to take the exam at the scheduled time.
    • For Coaches that miss the scheduled exams, individual exams may be set up with the FAR.
  • Prepare NCAA Student-Athlete Forms (Student-Athlete Statement, Drug Testing Consent Form, RMU Historical Packet)
    • Compliance will prepare NCAA and departmental packet of forms for student-athletes to complete at initial team meetings by July 31st.
    • Coaches must schedule team meetings with Compliance. These meetings generally last one hour.
  • Declaration of Season
    • Coaches will turn in NEC Playing and Practice Season, a copy of schedule, and a copy of monthly calendar for the academic year to the Compliance Office for approval by July 31st.
Return to Top