PROCEDURES FOR ELIGIBILITY STATUS COMMUNICATION

  • Eligibility status is communicated from the Academic Eligibility Coordinator (Heather Robertson) to the head coach via eligibility memos. These memos are printed on special letterhead incorporating a wide maroon border. This letterhead was designed to be easily identifiable, and is clearly different from any other used by the university. Each sport will receive a minimum of three eligibility memos per academic year.
  • Prior to initiating countable athletically-related activities at the start of the academic year, each sport will receive an eligibility memo (No. 1). For some sports, this initial memo will only contain practice eligibility status, due to the fact that competitive eligibility status has yet to be determined by the Registrar's Office.
  • An eligibility memo (No. 2) is produced for each sport during the week prior to its first date of competition or contest, in both the traditional and non-traditional seasons. The subject line of the memo reads: "WEEK OF FIRST COMPETITION ELIGIBILITY NOTIFICATION." Each Sport Supervisor is required to visit with his/her head coaches and review this memo prior to competition.
  • An eligibility memo (No. 3) is produced for each sport at the start of the spring semester.
  • Eligibility memo addendums are produced as needed. These addendums not only contain the change(s) and/or addition(s) causing the addendum, but will also re-state the eligibility status of the entire team. The change(s) and/or addition(s) are noted in red ink and bold type.
  • Each head coach has the option to identify an "Eligibility Coordinator" on his/her staff. If such an individual is identified, that person - in addition to the head coach - will receive all eligibility memos. This provides each coaching staff the opportunity to have a "second set of eyes" view the eligibility data, further ensuring that information flows successfully from the compliance office to the coaching staffs.
THE ONLY WAY TO KNOW THE ELIGIBILITY STATUS OF YOUR TEAM MEMBERS IS BY READING THE ELIGIBILITY MEMOS (MAROON BORDER) SENT TO YOU BY HEATHER ROBERTSON!