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Compliance Flow Chart IUPUI Intercollegiate Athletics Compliance Flow Chart by benbrown

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									                                                      Compliance Flow Chart

                                          IUPUI Intercollegiate Athletics Compliance Flow Chart

Originator         Item                                  S
                                           First Recipient econd Recipient               Action(s)
  Head      Recruiting Itinerary                 BM             CC     Team file
 Coach
   (HC)
    HC     Prospective Student-                  CC                     CC makes student-athlete file
            Athlete (PSA) Alert                                         CC enters IEC
                   Form                                                 CC sends Transfer Release Information
                                                                        Form
   PSA             Admissions             Admissions Office      CC     CC updates HC - PSA Active List
                   Application
  Initial-        Weekly Status                  CC              HC
 Eligibility         Report
Clearingh
ouse (IEC)

Admission          Prior College                 CC             FAR     CC prepares transfer documentation for
 s Office           Transcripts                                         FAR review
                                                                        SA File
    HC            Recruiting Log                 CC                     CC does monthly review
                                                                        CC Team file
    HC         Official Visit Request          AD/BM             CC     CC notifies Admin. Asst.
                                                                        CC places in PSA file
    HC          Official Visit Letter            PSA             CC     CC places in PSA file
    HC         Official Visit Itinerary          CC                     CC places in PSA file

    HC         IUPUI Student-Host                CC                     CC places in PSA file
               Instructions/Receipt
    HC          IUPUI Official Visit             CC                     CC places in SA file
                   Activity form
                                              Compliance Flow Chart

Originator          Item                         S
                                   First Recipient econd Recipient                 Action(s)
   HC      OV Expense & Meals            CC             BM     BM files
                   forms
   HC      Unofficial Visit Form         CC                       CC places in SA file
   CC        Transfer Release            CC              HC       CC places in SA file
   IEC        IEC Form 48-C              CC                       CC places in SA file
   CC       NCAA International                                    CC reviews credentials & submits to
              Student-Athlete                                     conference
             Questionnaire &                                      CC places in SA file
                 Statement
   HC      Certification of Non-         CC                       CC places in SA file
                Recruitment
   CC              ACEW                                           Academic Eligibility Certification Worksheet

   HC       Tentative Roster       CC (by June 1)               CC Weekly Eligibility Check
Tentative     Team Roster               CC            Registrar CC creates Squad List
 Roster
Orientatio NCAA Drug Testing             CC                       CC places in team file, kept for 6 years
    n            Consent
Committee
  (OC)
   OC        NCAA Student-               CC                       CC places in team file, kept for 6 years
            Athlete Statement
   OC        IUPUI Student-              CC                       CC team files
           Athlete Information
                  Sheet
   OC        SA Employment            Stf. Asst.                  CC SA file
               Agreement
   OC        SA Employment               CC           Stf. Asst   CC verifies allowable employment earnings
           Written Statement                                      per semester/Stf. Asst. notifies Employer
                                                                  and SA/File
                                              Compliance Flow Chart

Originator        Item                            S
                                    First Recipient econd Recipient                Action(s)
   CC           Squad List             Registrar                 Registrar Certifying Official
                                                                 CC sends to conf & team files
   CC        Eligibility Checklist     Registrar     Elig. Comm. CC team file
   CC           Affirmation of            HC              AD     Must file with SA Statements prior to first
                  Eligibility                                    competition
   HC                            BM                CC for        CC
             Grant-In-Aid (GIA) Approval/AD Approval Signature verifies eligibility to receive GIA
                   Request                                       CC prepares Institutional GIA
                                                                 CC obtains required signatures (AD, Fin.
                                                                 Aid Dir.) AA Forwards to SA for signature
                                                                 CC prepares National Letter of Intent (NLI)
                                                                 for PSA                           CC obtains
                                                                 AD's signature AA sends overnight by Fed
                                                                 Ex                         ACAD prepares
                                                                 allowance for textbooks (if authorized)
                                                                 ACAD notifies IUPUI bookstore of eligibility
                                                                 ACAD sends textbook notice to athlete via
                                                                 HC



   SA        NLI (acceptance)            CC                      CC sends to Conference
                                                                 CC notifies SID and Coach
                                                                 CC places in SA file
   SA        GIA (acceptance)            CC                      CC forwards to Fin. Aid Dir.
                                                                 CC files
  SA                         ACAD (by 3rd week of class) CC
             Textbook Receipts                                   CC files
Registrar       Enrollment              CC               HC      CC modifies Team Roster/Squad List
                Verification
                                              Compliance Flow Chart

Originator          Item                          S
                                    First Recipient econd Recipient              Action(s)
   HC           Declaration of            CC                    due July 1
                Season (Sport                                   Team file
                  Specific)
   SA             ARA Logs               CC                     CC Weekly Review
                                                                CC team files
   HC          IUPUI Schedule            CC              AD     Athletics Committee reviews and approves

   HC          Sport Schedule            CC             BM      BM forwards to AD
                  Change
   HC        IUPUI Travel Roster    AD BM AA SID         CC     CC forwards to ACAD
                 & Itinerary
   HC         Drop From Roster           CC                     CC updates software
                    Form                                        CC modifies Team Roster (TR)/Squad Lists
                                                                CC notifies Registrar
                                                                CC SA file & Inactive File
                                                                Asst AD requests exit-interview

   HC        Voluntary Withdrawal        CC                     CC notifies AD, Asst. AD, Fin. Aid Dir., HC
              Form or Voluntary                                 CC places in SA file
             Withdrawal-Athletics
              Grant-In-Aid Only
              Form (Scholarship
                   Athlete)


   HC        Reduction/Cancellati    AD/Asst AD          CC     CC notifes Fin Aid Dir for Hearing Process
                 on of GIA                                      by EC
                                                                CC SA file
Registrar     Schedule Changes           CC            ACAD     CC modifies Team Roster/Squad List
                                                                ACAD notifies HC
                                           Compliance Flow Chart

Originator         Item                      S
                              First Recipient econd Recipient                  Action(s)
Registrar     Semester Grades        CC             ACAD     CC updates AECW
                                                             CC modifies TR/Squad List
   HC    Renewal/Nonrenewal CC (prior to July 1)             GIA Request Fin. Aid Dir. Sends SA
                 of GIA                                      Reduction/Cancellation Letter (by July 1)
   SA          Appeal of        Fin Aid Dir.         CC      Eligibility Committee Review
         Reduction/Cancellati
                   on
   HC      Hardship Request Trainer to Physician AD to CC CC sends to conference
                                                             CC notifies dept re. Conf. Response
                                                             CC SA file
 Asst AD Special Assistance   Fin Aid Director       SA      SA provides receipts to Asst AD/Asst AD
                  Fund                                       submits report to conference
   HC     Incidental Expense      Asst AD        AD/FAR/ConfBM files
                Waiver
   HC    Complimentary Pass          CC           BM/Tickets due 24 hours prior to contest/Admin Asst
              List - Team                                    files
   HC    Complimentary Pass          CC           BM/Tickets UV due 24 hours prior to contest/OV
               List - PSA                                    submitted with OV Request/CC files in PSA
                                                             file
   SA    Outside Competition         HC              CC      AD

   CC          PSA Active List          HC                    Indicates Admission and Eligibility Status
   SA           Exit Interview        Asst AD        FAR      Athletics Committee reviews
   SID       Competition Results        CC                    CC modifies SL & TR
   HC            SA Awards              CC            BM      Refer to Figure 16-1
  NCAA        Graduation Rates     Chancellor, AD   Asst AD   AA includes w/NLI


5/30/2003

								
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