1. NCAA DIVISION III
INTRODUCTION TO COMPLIANCE CONCEPTS
(PART 3)

2. Agenda Transfer certification. Certification case scenarios.
Declaration of playing season.

3. Transfer certification

4. General Undergraduate Transfer Rule
A student-athlete (SA) who transfers to a member institution from any collegiate institution is required to complete an academic year in residence at the certifying institution before being eligible to compete or receive travel expenses, unless the student satisfies the applicable transfer requirements or receives an exception or waiver.
NCAA Division III Bylaw

5. Transfer Student-Athletes
Is the SA a transfer? Yes, if at least one of the following occurs:
Enrolled in a minimum full-time program of studies and attended class.
Reported for a regular squad practice.
Practiced or competed while enrolled as a part-time student.
Bylaw

6. Information Needed
Requests for information about a transfer SA should include these key elements:
Previous collegiate enrollment history.
All transcripts.
Complete participation history, including activities when not enrolled.
Tracer form (Supplement No. 13).
Compliance tip: Why is SA ineligible at the previous institution?
Now that you have determined if a student is considered a transfer student you will need to gather some key information. What is the student's previous collegiate enrollment history? Gather the student's previous transcripts. Gather his/her participation history, including activities when not enrolled. Take a look at supplement 13 for an example of a tracer form. When sending this form it is important to find out why and if the student-athlete was ineligible at the previous institution and make sure they do not have an unfulfilled year of residence.

7. Tracer Form - Supplement No. 13

8. Transfer Student-Athletes
Create a timeline.
Locate the correct legislation.
Identify type of transfer.
Two-year or college transfer.
Multiple transfers.
Bylaw
(1) (4-2-4).
Four-year college transfers.
(2) (2-4).
Bylaw
(3) (4-4).
Once you gather all of the information create a timeline. This will allow you to determine what type of transfer you have. You will want to look at Bylaw for two-year college transfers and Bylaw for four-year college transfers. If you have a student-athlete who has transferred multiple times you will want to look at the last two institutions they were previously at. So if you have a transfer they are in fact a transfer. If you have a transfer they are in fact just a 2-4 transfer.

9. Transfer Student-Athletes
If a transfer SA meets an exception:
The SA may practice and compete.
If a transfer SA does not meet an exception:
The SA may practice, but may not compete until he or she has completed an academic year of residence.
If the SA practices, he or she will still use a season of participation if practice occurs during or after first contest in the traditional segment.
Bylaw

10. Supplement No. 14
Take a look at supplement 14 to help breakdown the transfer exceptions. The first section helps you determine if a student-athlete is a transfer student.

11. Two-Year Transfers
A student who transfers from a member institution from a two-year college must complete an academic year of residence unless the student qualifies for an exception.
Bylaw
The second section has two-year college transfer information. If a student transfers from a two-year college he or she must complete an academic year of residence unless he or she meets an exception. Take a look at the exceptions.

12. Two-Year Transfers (2-4)
Exceptions for 2-4 transfers:
Has not participated in intercollegiate athletics.
Would have been academically and athletically eligible had the student remained at the two-year school.
If the student has exhausted athletics eligibility the student would have otherwise been academically and athletically eligible.
Bylaw

13. Two-Year Transfers (4-2-4)
Exceptions for transfers:
Has not participated in intercollegiate athletics;
Had the student remained at the previous four-year institution, would have been athletically and academically eligible at the time of transfer from the previous four-year institution to the two-year institution, had he or she remained at the previous four-year institution; or
Completed 24-semester or 36-quarter transferable-degree credit hours and two full-time semesters or three full-time quarters.
Bylaw

14. Two-Year Transfers Two-Year Nonparticipation Exception.
For a consecutive two-year period immediately before participation, has neither practiced nor competed in the sport in intercollegiate competition; and
Has neither practiced nor competed in organized noncollegiate amateur competition while enrolled as a full-time student in a collegiate institution.
Bylaw

15. Certification Checklist
Supplement No. 15
This checklist will provide you with the key questions you need to ask in order to certify eligibility.

16. Certification Checklist
Supplement No. 15
Student is admitted as a regularly enrolled student to a program of studies leading to a baccalaureate degree.
In good academic standing.
Meets a transfer exception.
This checklist is broken down into the areas you need to look at for incoming, continuing and transfer student-athletes. It has a list of areas to check yes or no. For transfer certification look at the bottom transfer section. It starts off by making sure the student is admitted as a regularly enrolled degree seeking student. It checks to make sure the student is in good academic standing, meets a transfer exception and does not have an unfulfilled year of residence.

17. Certification Checklist
Supplement No. 15 (cont.)
Is enrolled full time.
Meets amateur status.
Meets all conference office rules pertaining to eligibility.
Seasons of participation remaining.
Semesters/quarters remaining.
The student-athlete must be also be enrolled full-time, must meet amateur status, meet all conference office rules and make sure they have seasons remaining.

18. Two-Year Transfer Case Study No. 1
Supplement No. 16a transfer case.
Supplement No. 16b tracer form.
Take a look at supplement 16a/b together. Supplement 16a is a 2-4 transfer case. Supplement 16b is the tracer form.

19. Two-Year Transfer Case Study No. 1
Review transfer chart (Supplement No. 14).
Review certification checklist (Supplement No. 15).
Review college information (Supplement No. 16a).
Review the tracer form (Supplement No. 16b).
Does Rose meet a transfer exception?
What additional information is needed in order to make sure Rose is eligible for practice and competition?

20. Two-Year Transfer Case Study No. 1
Rose Tree is transferring from Glacier College to University of Arches.
Rose Tree

21. Two-Year Transfer Answer
Meets transfer exception: Rose would have been academically and athletically eligible had she remained at the two-year school.
Rose meets transfer exception 2a/b, she would have been academically and athletically eligible had she remained at the two-year school. Check the list to determine if you need any additional information.

22. Two-Year Transfer Answer (cont.)
Has Rose been admitted as a regularly enrolled, degree seeking student?
Is Rose in good academic standing?
What is Rose's amateur status?
Does Rose meet all conference rules?
Does Rose have seasons of participation remaining?
Walk through the checklist (supplement No. 15). This information is not provided in this scenario. Each institution will want to make sure to check "yes" on each question.

23. Two-Year Transfer Case Study No. 2
Supplement No. 17a transfer case.
Supplement No. 17b tracer form.
Group exercise: Talk through the scenario in groups. Discuss what additional information is necessary for the student-athlete to be eligible. One person will be the scribe and one person will report out.
Supplement 17a is a transfer case. Supplement 17b is the tracer form. Talk through the scenario at your table. Discuss what additional information is necessary for the student-athlete to be eligible.

24. Two-Year Transfer Case Study No. 2 (cont.)
Review transfer chart (Supplement No. 14).
Review certification checklist (Supplement No. 15).
Review the college history information (Supplement No. 17a).
Review the tracer form (Supplement No. 17b).
Does Fred meet a transfer exception?
What additional information is needed in order to make sure Fred is eligible for practice and competition?

25. Two-Year Transfer Case Study No. 2 (cont.)
Fred Forest is transferring from Big Bend College to Bryce College.

26. Two-Year Transfer Answer
Transfer exception: Fred completed 24 semester transferrable degree credits and two full time semesters.
Fred meets the 3b exception. He completed 24-semester transferrable degree credits and two full-time semesters. Fred is enrolled full-time.

27. Two-Year Transfer Answer (cont.)
Is Fred admitted as a regularly enrolled degree-seeking student?
Is he in good academic standing?
Does he meet satisfactory progress requirements?
What is Fred's amateur status?
Does Fred meet all conference rules?
Does Fred have seasons remaining?
Walk through the checklist (supplement No. 15). This information is not provided in this scenario. Each institution will want to make sure to check "yes" on each question.

28. Four-Year Transfers (4-4)
A transfer student from a four-year institution must complete an academic year of residence unless the student qualifies for an exception.
Bylaws and
A four-year transfer student must complete an academic year of residence unless the student qualifies for an exception. Here is another list of exceptions.

29. Four-Year Transfers (cont.)
Transfers from four-year schools may be immediately eligible if an exception applies.
Has not practiced or competed in intercollegiate athletics.
SA would have been both academically and athletically eligible, at the time of transfer, had the SA stayed at the previous school.
If previous school did not sponsor the sport.
Completed 24-semester or 36-quarter transferable-degree credit hours and two full-time semesters or three full-time quarters.
Bylaw

30. Four-Year Transfers (cont.)
Two-Year nonparticipation exception.
For a consecutive two-year period immediately before participation, has neither practiced nor competed in the sport in intercollegiate competition; and
Has neither practiced nor competed in organized noncollegiate amateur competition while enrolled as a full-time student in a collegiate institution.
Bylaw

31. Four-Year Transfer Case Study
Supplement No. 18a transfer case.
Supplement No. 18b tracer form.
Supplement No. 18c - .
Group exercise: Talk through the scenario in groups. Discuss what additional information is necessary for the student-athlete to be eligible. One person will be the scribe and one person will report out.

32. Four-Year Transfer Case Study (cont.)
Review transfer chart (Supplement No.14).
Review certification checklist (Supplement No.15).
Review the college history information (Supplement No.18a).
Review the tracer forms (Supplement Nos.18b and 18c).
Does Chris meet a transfer exception?
What additional information is needed in order to make sure Chris is eligible for practice and competition?

33. Four-Year Transfer Case Study (cont.)
Chris Lake is transferring from Grand Teton College to Crater Lake Institute of Technology.
Chris did not participate in athletics during the 2017 winter term.

34. Four-Year Transfer Case Study (cont.)
Transfer exception: Chris would have been both academically and athletically eligible had he remained at the previous four-year school at the time of transfer to Crater Lake Institute of Technology.
This case is a little tricky in that Chris was not considered eligible had he remained at Grand Teton College (first four year school). After he completed his winter classes at Crater Lake Institute of Technology he transferred credits back to Grand Teton College and before he officially started his spring term Grand Teton College provided an to confirm that he would be considered athletically and academically eligible. This example was provided to show what we mean by "time of transfer".

35. Four-Year Transfer Answer
Is Chris admitted as a regularly enrolled degree-seeking student?
Is he in good academic standing?
Is he meeting satisfactory progress requirements?
What is Chris' amateur status?
Does Chris meet all conference rules?
Does Chris have seasons remaining?
Walk through the checklist (supplement No. 15). This information is not provided in this scenario. Each institution will want to make sure to check "yes" on each question.

36. Declaration of playing season
Now we will discuss another important part of your compliance duties—declaring the playing season.

37. Declaration Of Playing Season
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.
Athletically related activities may occur during the playing season.
Bylaws and
The playing season encompasses the period of time between your first practice and the date of your last practice or competition, whichever is further out in time. With a few exceptions, the playing season is the only time that athletically related activities can take place.

38. Declaration Of Playing Season (cont.)
Determine playing season for each sport.
Prior to the beginning of the playing season.
Keep on file, in writing, in the department of athletics.
Any changes should also be kept on file.
Bylaw
Prior to the start of the season, you are required to determine your playing season and keep the information and any changes you might make on file. Note—because there are a lot of different teams, you are not required to declare the playing season for all of the teams at the same time. If necessary, you can declare the season for your teams on a rolling basis, as long as it is done in enough time for your staff to make appropriate plans.

39. Declaration Of Playing Season - Gathering Information
Sport.
Practice start date.
First date of competition.
Traditional segment.
Nontraditional segment.
Number of contests.
Signatures.
Season calendar Bylaw
Before you declare your playing season, gather all of the information you'll need to complete the declaration form. For each sport, you'll be declaring the first date of practice, the first date of competition for both the traditional segment and the nontraditional segment (if the sport has one), the number of contests or dates of competition. You'll also need to have the form signed, and provide a calendar that lays out your season.
We've included a sample form in your packet; this is Supplement No. 19.

40. Declaration Of Playing Season
See Supplement No. 19.
This is what Supplement 19 looks like.

41. Declaration Of Playing Season (cont.)
Length of Playing Season.
Fall sports: Maximum of 18 weeks.
Winter sports: Maximum of 19 weeks.
Spring sports: Maximum of 19 weeks.
Bylaw
The playing season is limited to a certain number of weeks for each sport. Fall sports can have a maximum of 18 weeks, while winter and spring sports may participate for up to 19 weeks.

42. Declaration Of Playing Season (cont.)
Segment limitations are applicable to all team sports, except for basketball, football and rowing and all individual sports, except golf and tennis.
Traditional—concludes with the NCAA championship.
Nontraditional—the remainder of the season.
Bylaw
Golf, rowing and tennis have playing periods instead of segments.
Bylaw
The total number of weeks for both segments/periods cannot exceed the maximum number of weeks in the season.
Bylaw
For most fall and spring sports, the playing season is also broken into segments. The traditional segment is the portion of the season that concludes with the NCAA championship. This is also commonly referred to as the "regular season," and is when the bulk of competition takes place.
The remainder of the playing season is called the nontraditional segment, or the "off season."
Golf, rowing and tennis have playing periods instead of segments.
Regardless of whether a sport has segments or periods, the total number of weeks for both segments put together can't be more than the maximum number of weeks in the season.

43. Fall Preseason Practice Date Formula
In fall sports other than football, the first permissible date of preseason is determined by counting out 16 units.
A unit is simply a counting device. The number of units assigned to a particular day doesn't dictate how you conduct practice.
There are no "one-a-days" and "two-a-days." A team may practice however many or few times per day as is desired.
Sundays do not get included in the counting formula, but a team can still practice on Sundays.
Bylaw
Declaring the season in fall sports is more difficult than declaring winter and spring sports. To determine when the season begins, NCAA legislation has a preseason practice formula in Bylaw For all sports in the fall other than football, the first permissible date of preseason is determined by counting out 16 units, in a combination of one- and two-unit moves.
A unit is simply a counting device that is used to move you backward in the calendar until you reach the first date you can start practice. The number of units assigned to a particular day doesn't dictate how you conduct practice. There is no such thing as a "one-a-day" or "two-a-day." Just because a day is counted with a 1, that doesn't mean you can only practice one time that day, or two times on a day with a 2 count. The counts are there solely to calculate days. You can practice as much or as little as you would like as long as you take a day off each week.
The same idea applies to how Sundays play into the counting. When the counting formula is done, Sundays are skipped in the counting, but that doesn't mean you have to take Sunday as your day off.

44. How To Count - Supplement No. 20
Skip Sundays when counting the units.
Skip any preseason day when the dorms are closed, you cannot be on campus and no practice takes place.
First 6 Units: Count one unit each on the six calendar days that lead up to the first regular scheduled contest (skip Sundays).
Do not count back from a preseason scrimmage/exhibition.
Count starting from your actual first contest, not the first permissible date.
Remaining 10 Units:
Assign one unit to each day on or after the first day of classes.
Assign two units to each day before the first day of classes.
Stop when the counting adds up to 16 units. This is the start day.
Bylaw
Now, let's go through how to count to calculate your preseason start date. As we go over this, you will want to follow along on Supplement 20.
The first two rules are "skips." You should always skip Sundays when you count. You should also skip any preseason day when the dorms are closed, you can't be on campus, and there is no practice.
Next, you count out your first 6 units. You'll count one unit each on the six calendar days that lead up to the first regular scheduled contest. Don't count back from the first date you are allowed to play, or from a preseason scrimmage or exhibition--count back from your actual first contest date.
For the 10 units that are left, count one unit on each day on or after the first day of classes, and then count two units on each day before the first day of classes, until your counting adds up to 16 units. Whatever day you're on in the calendar when you hit 16, that is the start day.

45. How To Count - Supplement No. 20 (cont.)
Review the season for Clearvista College's men's soccer team.
First date of classes - August 21.
First date of competition - September 1.
So let's see it in action by going through the formula for Clearvista College's men's soccer team.
The first day of classes at Clearvista is August 21, and the first contest is September 1.

46. How To Count - Supplement No. 20 (cont.)
First 6 units: Count one unit each on the six calendar days that lead up to the first regular scheduled contest.
First, don't forget that we're skipping Sundays. Go ahead and put the skips down on the calendar before you even start counting.
Next, we'll count out the first six units. For our purposes here, these units are shown in purple. You count back the six days immediately leading up to your first contest.

47. How To Count - Supplement No. 20 (cont.)
Remaining 10 units: A) Assign one unit to each day on or after the first day of classes.
For the 10 units that are left, first we count one unit on each day on or after the first day of classes. Here, I've represented those units in orange.
Just a note--when you calculate your own institution's calendar, you may not have any orange units at all. This is because many institutions start their first day of classes less than a week before the first contest takes place.

48. How To Count - Supplement No. 20 (cont.)
Remaining 10 units: B) Assign two units to each day before the first day of classes. Stop when the total number of units adds up to 16.
For the remaining units that are left, you'll count two units on each day before the first day of classes, until your counting adds up to 16 units.
When you go back to campus and calculate your start date, some of you may have an academic calendar that falls a certain way and causes your two-unit count to end on 17, not 16. That is okay—even if the two-unit count takes you past 16, you'll still start on whatever day the 16th unit falls.

49. Declaration Of Playing Season - Supplement No. 20
Review the season for Clearvista College's men's soccer team.
First date of classes - August 21.
First date of competition - September 1.
First permissible practice date: August 17.
As you can see, after using the formula, we have determined that the first day of preseason for the soccer team is August 17.

50. Start Dates In Other Sports
Football: Calculation for the first permissible date of preseason is set forth in Bylaw
Winter sports: September 7, or the institution's first day of classes for the fall term, whichever is earlier (Bylaw ).
Spring sports: September 7, or the institution's first day of classes for the fall term, whichever is earlier, for traditional and nontraditional (Bylaw ).
Golf, rowing and tennis: Calculation for the first permissible date of preseason in those sports is located in Bylaw
Declaring the season in football has its own separate formula. This information can be found in Bylaw For the upcoming academic year, the start date may be different than what is calculated in the formula due to changes in the legislation.
Both winter and spring sports have a start date of September 7 or the institution's first day of classes for the fall term, whichever is earlier. For spring sports, that date is the start of both the traditional and nontraditional segment.
The calculation for the first permissible date of preseason in golf, rowing and tennis is located in Bylaw

51. Football Preseason
Proposal NC : Elimination of multiple on-field practice sessions on the same day after the acclimatization period (Bylaw ).
Blanket Waiver approved April 26, 2017: For the 2017 football preseason, Presidents Council waives the prohibition of athletically related activity on the two days prior to the first permissible practice day (i.e., move in day and equipment or team picture day, Bylaw , ).
Blanket Waiver approved May 4, 2017: For the 2017 football preseason, after the acclimatization period: (1) the use of footballs during walk-through sessions; and (2) team meetings or film review to occur at any time except between the walk-through session and on-field practice session, regardless which is first (Bylaws and ).

52. Playing/Practice Season Calculator
Use the playing and practice seasons tool to double-check your start date calculation.
NOTE: Why do I need to know how to determine my start date by hand if we have a calculator?   Your institution may have its own additional rules on campus that restrict what you can and cannot do on various days, so the calculator won't match your dates. For example—some institutions have a campus-wide requirement that no extracurricular activities may take place on Sundays.
Link: web1.ncaa.org/compliance/exec/startdate

53. Declaration Of Playing Season Activity -
Supplement No. 21
Declare the preseason for Bluffs College women's volleyball.
First date of classes - August 22.
First contest - September 2.
When is the first permissible practice date?
Now, it is time for you to try this yourselves at your tables. Look at Supplement 21 to review the season for Bluffs College's women's volleyball team and determine the start of preseason.

54. Declaration Of Playing Season Activity - Answer
The first permissible practice date is August 18.

55. Declaration Of Playing Season
Week: Any consecutive 7-day period, regardless of the day that starts the 7-day period.
Practice or competition during any part of a week is counted as a full week.
A day off must take place at least one day per week.
Bylaw
Your week is made up of seven consecutive days, regardless of the first day of the seven-day period. You could have a week than runs from Wednesday-Tuesday, for example.
Practice or competition that takes place during any part of a week is counted as a full week. So if, for example, your team practices for two weeks and three days, that is considered practicing for three weeks.

56. Declaration Of Playing Season (cont.)
Any practice or competition that takes place during the institution's published vacation or holiday period still must count as part of the season.
The weeks of the season must be consecutive. An institution is not allowed to redefine its week or take a week off unless:
A full week is taken off that includes at least one day of an official vacation or final exam period; or
It is the time between segments or periods of the season.
Bylaw
Any practice or competition that takes place during the institution's published vacation or holiday period still must count as part of the season.
The weeks of the season must be consecutive. You can only redefine your week or take a week off in two situations: 1) If a full week is taken off that includes at least one day of an official vacation period or final exam period; or 2) if is the time between segments or periods of the season.

57. Declaration Of Playing Season
Each team must take a day off at least one calendar day per week. There are a few exceptions:
Participation during NCAA Championships;
Participation between academic terms when classes are not in session;
Preseason practice; and
During a week that falls during any part of the official vacation period if no classes are in session during any part of the week.
Bylaw
Every team is required to take a day off at least one day each week, with a few exceptions. If SAs are participating in NCAA Championships, if the institution is in between terms and classes aren't in session, if it's still preseason, or if it is during the institution's official vacation period and no classes are in session during any part of the week, a day off doesn't have to be taken.
To clarify--even in weeks when class is in session for only one day, the team still has to take a day off. The team can only skip the day off during a vacation period if class is not in session at any point during that week.

58. Declaration Of Playing Season (cont.)
The day off must be the same day for the entire team, except for indoor and outdoor track and field, and swimming and diving. In those sports, the team is able to have different days off for each member of the team.
Multisport SAs must take a day off at least one day per week regardless of how many teams they are on.
Bylaw
Bylaw
The entire team is required to take the same day off. Teams are not permitted to set different days off for different SAs, with the exception of indoor/outdoor track and field, swimming and diving. The legislation was recently changed through Proposal No to permit this in those sports because there are so many different disciplines that have unique needs that are often in conflict with other disciplines in the same sport.
SAs who are in more than one sport are still required to take off at least one day per week. The day off needs to be the same as one of the team’s day off.

59. Example - Cloudburst College
Look at supplement 22a and 22b for a sample playing and practice season of declaration form.

60. Questions?