department of athletics policies & procedures - UNC Wilmington ...

In the preparation of competition schedules, coaches make a good faith effort to prepare
schedules that provide an optimal balance between missed class time and competition.
Scheduling flexibility is somewhat limited at times due to conference schedule obligations.
Coaches complete a “Proposed Declaration of Playing & Practice Season” form that is
reviewed by the Director of Compliance, Associate Athletic Director for Business, the Sport
Supervisor, and the Deputy Athletic Director/SWA. An important focus of this review is the
number of missed classes associated with competition. Competition schedules are revised, as
necessary, when there is an excessive number of absences. Additionally, the Athletic
Council reviews the number of missed classes per semester and approves schedules
according to the Student-Athlete Missed Class Policy.
STUDENT-ATHLETE WITHDRAWAL FROM A SPORT
Every effort will be made to contact and schedule a meeting with a student-athlete who
withdraws from a sport. The student-athlete will meet with either the Director of Athletics,
Deputy Athletic Director or Sport Supervisor to discuss the decision. An oral and written
exit interview will be conducted with the student-athlete is he/she agrees to participate and
the documents will be filed in the student-athlete’s folder in the Athletic Department.
RECRUITING
Only coaches who have passed the NCAA Coaches’ Recruiting Test will be permitted to
recruit off campus. All Athletics Department personnel, including support staff, will take the
test annually. Additionally, each head coach will submit a list of the names and duties of
his/her coaching staff at the beginning of the year for approval. There will be no additions to
the coaching staff without approval by the Director of Athletics or designee. Each head
coach must be knowledgeable of the number and limitations of coaches and their duties
within NCAA guidelines.
TRAVEL APPROVAL
All travel, both recruiting and non-recruiting, must be approved by Compliance prior to the
travel occurring. Without the compliance approval coaches may not be reimbursed for the
travel.
RECRUITING AND NON-RECRUITING TRAVEL
1. Coach completes the Request to Travel document (two forms are available: one for
recruiting travel and one for non-recruiting travel) and submits to Compliance.
2. Compliance reviews request for any recruiting bylaw issues.
3. Compliance approves travel and notifies coach of approval.
4. Compliance tracks approvals for ease of later review by Associate Athletic Directgor
for Business for reimbursement of travel expenses.
5. After travel, Coach requests reimbursement for travel expenses.
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