Athletics Compliance Office Review – Recommendations, Responses and Best Practices

Presentation at PAC-12 MeetingsDecember 2013

Introduction/Overview

• Review done by Bond, Schoeneck and King (BSK)

• Report completed May 14, 2012• Responses sent back to BSK in early

September 2013• General impressions

Awards

• Recommendation– Create a system for more accurately monitoring

student-athlete awards• Response– Draft and implement an awards policy– Designate the equipment office as the purchaser

of all awards for all sports– Create an approval process that includes sports

supervisors and compliance

Awards

• Best Practices– Centralized responsibility– Communication– Tiered system– Award suites

• Questions/Discussion

Equipment

• Recommendation– Centralize the equipment issuance and retrieval process.

• Response– Developed policy– Purchased SportSoft equipment inventory control

software– All equipment is ordered and received through the

equipment office– Assigned barcodes to both inventory and individuals– Scan in inventory as it arrives, scan out to individuals

Equipment

• Best Practices– Centralized responsibility– Communication– Accountability

• Questions/Discussion

Eligibility Certification• Recommendation (for Continuing, Initial and Transfer

Academic Eligibility)Random sampling by an external entity of all phases of the eligibility certification process.

• ResponseAs a result of BSK review an Athletics Compliance Advisory Group was formed. Topic brought to the group to discuss solutions to recommendation (i.e., who should perform the audits, what data should be reviewed, sample size of group getting audited, etc.)

• Best PracticesIt was recommended, if possible, that the Pac-12 perform the

audit (for all institutions?).• Questions/Discussion

Are other institutions being audited by an external entity? What are the thoughts on Pac-12 performing the audits?

Team Travel• Recommendation

1. Augment current procedures by creating a Travel Manifest Form. Travel Manifest Form then be reviewed by the business office.2. Educate the department’s travel agent.

• Response1. Current clearance for competition practices performed by the

compliance office determined to be sufficient.2. Department recently partnered with Anthony Travel and the

travel agent is in-house.

• Best Practices1. Continue to be thorough with the team travel review/clearanceprocess. Software system to be integrated as a part of clearance.2. Education specific to the in-house travel agent’s responsibility completed. Continued annual rules education will be scheduled.

Team Travel

• Questions/Discussion1. Software Systems – Has this been useful for this process?2. Do other schools have in-house travel agents? Has this been beneficial? How regular are educational sessions performed?

Financial Aid

• Recommendation1. Create a regular audit; external oversight2. Develop systems and forms for certain exemptions

• Response1. Aid amounts and cost of attendance; refund review; stipend

approval; Banner-JumpForward audit; outside individual with oversight

2. Academic honor awards; noncounter certification; outside aid• Best Practices

– Audit– Financial Aid Office communication and training

Amateurism

• Recommendation– Better research and document amateur period

from final certification to arrival for fall term• Response– Review of Amateurism Certification Report– Search for and utilize appropriate documentation

• Best Practices– Suggestions?

Complimentary Admissions• Recommendation

1. Create a Master List2. Monitor usage and recipients of coaching staff

and athletic director complimentary admissions• Response

1. Created and Used; Efficiency?2. Logs for all staff usage of complimentary tickets

• Best Practices– Software systems– Audits

Questions???