UAH Athletics

1. Eligibility Certification- UAH certifies student-athletes one time a year in the fall. Other student-athletes may be certified through the year upon their initial entrance to UAH or to the team, or mid-year for mid-year transfers or those that become eligible at the end of the fall semester.

UAH uses the eligibility certification form on the NCAA Compliance Assistant internet website. The form is prepared by the DoAC and signatures verifying the information on the form include those of the Director of Athletics, the Faculty Athletic Representative, and the Registrar. This method is approved by all three conferences.

The initial eligibility form for each sport must be completed and sent to the GSC four working days in advance of the first contest for each respective sport. The eligibility form may be faxed or scanned and emailed. The Registrar and FAR will keep copy of each of these documents as they determine to be appropriate.

Supplemental eligibility lists will be prepared as needed per sport and sent to the GSC. These may be sent to the conference any time prior to the first contest of the student-athlete certified on the form.

For men’s ice hockey, the same procedure is followed for signatures. The paperwork is filed in the office of the DoAC, which is in the main suite for athletics where the AD has his office.

Steps to take-

1. The coach will submit a roster for the upcoming year to the DoAC. If there are changes, additions, etc. in the roster, the coach is to submit a new roster, noting additions and/or deletions. The initial roster is due June 1 prior to the next academic year. Fall sports are requested to turn theirs in sooner.

2. July 1 or when the NCAA has turned over the year for the CAi, the DoAC will roll over returning student athletes and previous recruits from prior year that will be on the roster. Other newcomers will also be added.

3. The DoAC completes the eligibility listing and routes to the appropriate persons for review: registrar, FAR, and AD.

4. For returning student athletes, the registrar and the DoAC will both sign two individual eligibility sheets for each returning student athlete using the CAi software forms.

5. For transfer student athletes, an individual certification form is reviewed and approved by both the DoAC for 4-4 transfers, and the DoAC and the registrar for 2-4 transfers. 

6. The DoAC will get approval signatures from the registrar, FAR, AD and head coach, and also sign the eligibility list.

7. The signed instrument will be scanned and emailed to the GSC/GLVC/ and/or WCHA depending on the sport. The first edition is to be into the GSC no later than four working days prior to the first outside contest, including scrimmages and exhibition games.

8. As additions and updates are made, the DoAC will update and start the signature process over.

9. The original copies are kept in the office of intercollegiate athletics.

2. NCAA Student-Athlete Forms-

Steps to take-

1. The coach will turn in a roster to the DoAC at the end the prior spring season for the next academic year.

2. The DoAC will register each PSA and returning student athlete on the NCAA compliance forms website in late July. Coaches will provide the names of the student-athletes and UAH email addresses will be used.

3.  Through this registration, each PSA and student-athlete will receive a personal link, through email, of how to access, complete, sign, and submit the on-line required NCAA paperwork. The paperwork will include, but may not be limited to, the NCAA Drug Testing Form, the NCAA Student Athlete Statement, and HIPPA release. 

4. If a student-athlete has a question, the DoAC will email the student athlete and/or allow for questions at one or more of the mandatory student athlete orientations. 

5. No student athlete will be allowed to practice, condition, and/or compete without the completion of these forms.

6. The link in the CAi will be used to update if the SA has completed said paperwork. If the link is not working for MIH, due to being DI, then the DoAC will manually update the paperwork using the information from the forms website.

7. The process will begin again mid-year for mid-year additions.

3. NCAA Eligibility Center- As coaches are recruiting PSAs, they need to turn in the PSA name and NCAA Eligibility Center ID number to the DoAC. The coach will add the PSA to the appropriate sport IRL, or the institutional request list for the NCAA EC. The DoAC will be a back-up for adding to the IRL. The names and ID numbers should be part of the roster submission.

1. It is the prospect’s responsibility to register with the NCAA Eligibility Center and complete all necessary requirements for certification. This includes completing a form and waiver, paying a fee, and sending in required test scores and transcripts. There might be follow-up questions. The prospect and the prospect’s parents will be responsible for working with their appropriate high school administrators and counselors to make sure that the high school performs their respective responsibilities for the Eligibility Center. It is the coach’s responsibility to follow-up with each prospective student-athlete to ensure their academic and amateurism clearance prior to the first day of practice or school, whichever is first. 

2. The sport coach will electronically add the PSA to the institutional request list with the NCAA Eligibility Center. 

3. If the PSA is not registered, the coach is to inform the PSA to register asap. Sometimes there are fee issues and the coach will communicate these issues to the PSA.

4. The coach and DoAC will monitor the progress of the PSA in their athletic and academic certifications and assist where appropriate.

Steps to take-

1. Coach secures PSA NCAA EC ID number, which when input on the UAH IRL, it can be verified that they are registered.

2. Coach inputs the PSA NCAA EC ID on their sport IRL.

3. Coaches periodically review the sport(s) IRLs to check PSA progress on academic and amateurism certification.

4. If time permits, the DoAC will periodically send emails to the coach with ‘red flag’ issues of the PSA, ie unsatisfactory progress on progressing through their certification, fee issues, etc.

5. The PSA is ultimately responsible for NCAA Eligibility certification for academics when applicable and amateurism in their appropriate sport.

6. The sport coach takes responsibility at the institutional level for the PSA’s certification progress.

7. No one will be certified for eligibility, any level, without appropriate NCAA EC certifications.

4. Transfer Student-Athlete Eligibility Certification- Transfer student-athletes are certified following all NCAA rules and regulations. As with all student-athletes, UAH certifies annually in the fall. The NCAA eligibility sheet is completed by the Director of Athletic Compliance and signed by the Director of Athletics, the Faculty Athletic Representative, head coach and the Registrar. After it is signed by all parties, it is sent to the GSC or conference affiliation. A copy is filed in the compliance office. If the student is a mid-year transfer, the same procedure will be followed at mid-year. Transfer student-athletes’ certification is dependent upon receiving appropriate information as stated below. All foreign institutions are considered four-year institutions for certification rules and regulations. 

i. Transfer from Two-Year Colleges- Prospective student-athletes that are transferring to UAH form a two-year college must submit all appropriate and pertinent paperwork for admission and NCAA certification to UAH admissions no later than July 1. This paperwork includes, but is not limited to, all education transcripts after graduation from high school, all college entrance examination test scores, TOEFL scores if necessary, high school transcripts, admission application fee and paperwork, and anything else deemed necessary for the UAH Office of Admissions. The certification process for NCAA eligibility, as outlined in the above paragraph, will begin when all this paperwork is received. An individual eligibility certification sheet for two year transfers will be completed by the DoAC and reviewed and approved by the registrar.

ii.  Transfers from Four-Year Colleges- Coaches are not allowed to talk to, or recruit in any form, student-athletes transferring from a four-year institution unless they are released for contact by that four-year institution through the transfer portal. If the four-year school is a GSC member institution, a release and a letter from the Director of Athletics at that institution must be received allowing UAH to speak to that student-athlete prior to any communication between the student-athlete and UAH athletics. If a coach wishes a release on a prospect, they must have permission through the NCAA Transfer Portal.  If the student-athlete attends UAH, an individual eligibility certification sheet will be completed on that PSA upon entering the university, by the DoAC, and approved by the Faculty Athletic Representative.

Steps to take for transfer PSAs-

1. PSAs are to apply to UAH and have all appropriate official documentation into UAH prior to July 1 before the next academic year; this includes all transcripts.

2. PSAs are to be cleared through the NCAA Eligibility Center for academics (if appropriate) and amateurism by July 1 prior to the academic year.

3. Four year college transfers must have permission to transfer through the NCAA Transfer Portal.

4. The DoAC will complete appropriate transfer authorization paperwork. 2-4 transfer paperwork is submitted to review to the registrar. 4-4 transfer paperwork is submitted for review to the FAR.

5. The registrar or FAR will sign off on the transfer paperwork before the transfer is added to the eligibility listing.

5.  Financial Aid List/Squad List- Per NCAA, WCHA, GLVC,  and Gulf South Conference Rules and Regulations, UAH creates a squad list for each sponsored sport at the institution. The squad lists are due to the GSC at the end of the academic year. For men’s ice hockey, the squad list is due to the Western Collegiate Hockey Association by October 1 of the academic year. A copy is kept on file in the compliance office and coaches may make themselves a copy as they see fit as they sign the form. UAH creates squad lists for each sport using the NCAA Internet Compliance Assistant software. Each squad list is signed and dated by a UAH financial aid officer and the Director of Athletic Compliance. No team is allowed to go over their maximum amount of equivalencies for their sport as mandated by NCAA rules and regulations.

Steps to take-

1. The Financial Aid liaisons and DoAC prepares the financial aid listing/squad list using the CAi software.

2. The financial aid liaison and DoAC signs with approved and routes to other parties for review.

3. The FAR, AD, and head coach also sign and approve.

4. The DoAC scans and emails the document to the GSC or other appropriate conference.

5. Updates are made through the year and the process starts over.

6. At the end of each academic year, the financial aid listings/squad lists are update one final time and sent to the GSC and Peach Belt.

7. Copies are kept on file the department of intercollegiate athletics.

6.  Designation of Degree Program (NCAA Bylaw 14.4.3.1.4)- A student-athlete shall designate a program of study leading toward a specific baccalaureate degree at the certifying institution by the beginning of the third year of enrollment (fifth semester or seventh quarter) and thereafter shall make satisfactory progress toward that specific degree. This provision shall be applicable to the eligibility not only of a continuing student, but also of a transfer student from a four-year or two-year collegiate institution who is entering his or her third year of collegiate eligibility, even if the student has not yet completed a year of residence or utilized a season of eligibility in a sport at the certifying institution.  Designation of a specific baccalaureate degree program may be accomplished by:

a) Formal enrollment by the student-athlete in a specific baccalaureate degree program.

b) Approval by an appropriate academic official (who must not be an academic/counselor employed by the athletics department) of the program leading to the specific baccalaureate degree that the student is pursuing. Except in the case of the College of Education and College of Engineering that sign their CAPP report or their check list for documentation of degree declaration.

i.  Documentation of Degree Program Designation (NCAA Bylaw 14.4.3.154.1 for DII and Bylaw 14 for DI)- If the designation is in accordance with 

(a) above, the official enrollment records of the institution shall constitute the documentation of the program against which is satisfactory progress under this regulation shall be measured. If the designation is in accordance with Bylaw 14.4.3.1.5.b. DII and DI manual: (b), the record of the degree program designation, approved by the appropriate academic competition, an appropriate academic official shall affirm in writing the number of credit hours applicable to the athlete degree program designations and satisfactory-progress evaluations shall be retained for inspection (upon request) by an authorized representative of the NCAA.

ii.  UAH Policy for Designation of Degree- Unless otherwise noted, student-athletes will sign and  date a plan of study between him/her and the advisor for the college. This shall be completed and finalized by the first day of classes upon the fifth semester of full-time collegiate enrollment.

        a) In the College of Engineering- Professional Track sheet signed by student and advisor and dated

        b) In the College of Nursing- Plan of Study

        c) In the College of Arts Humanities and Social Science- Plan of Study

        d) In the College of Science- Plan of Study

        e) In the College of Administrative Science- Plan of Study

        f) In the College of Education – CAPP report signed by the advisor

        g) In the College of Professional Studies - CAPP report signed by the advisor

UAH students state what they believe will be their field of study and major on their application for admittance into the University. They are tracked into an advisor channel for guidance, and their intentions are used for statistics and projections for numbers in the department. Until they declare their degree with a POS in Nursing, Arts Humanities and Social Science, Science, Education, Professional Studies and Business Administration, or are on the approval professional track in engineering they can take whatever they wish as long as it demonstrates satisfactory progress toward a degree at the University. Once they apply for a POS, stating their degree, or follow the correct procedures in Engineering and Education, they must have satisfactory progress toward that degree declared.

Steps to take –

1. All student athletes entering their fifth full time semester of collegiate enrollment shall have a degree declared per the above during the academic semester prior to their fifth full time semester.

2. The student athlete is to have their degree declared and the appropriate paperwork completed and signed in their college.

3. A copy of this paperwork is to be submitted to the DoAC who keeps a copy.

4. Coaches are to ensure that the student athlete completes the declaration of degree process and have a copy turned into the DoAC.

5. The DoAC has an unofficial tracking paperwork and monitors it through August.

6. Dates of degree declarations are input in CAi by the DoAC.

7. DoAC reviews when completing eligibility listings that the student athlete has a declared degree.

7. Student-Athletes Who Leave/Quit Their Team – 

Student-Athletes who leave/exit/quit the team and do not request a transfer-

If a student athlete has been certified for practice, financial aid, and/or competition, and then decides to leave the team and/or leave school, the following are steps that need to be taken if the student-athlete is not transferring but staying at UAH:

Steps to take-

1. If the student-athlete is on financial aid, they need to complete and sign the Student Athlete Scholarship Release form. This form is to be copied by the head coach and turned in to the persons listed on the form. The head coach is responsible for this form.

2. The student-athlete needs to see the trainer and a training exit interview form needs to be completed by both parties. A copy of the exit interview is to be distributed to the head coach and the Director of Athletic Compliance. The head coach is responsible for the student athlete completing the exit interview with the trainer.

Releasing a student athlete from a team to transfer to another school:

Steps for coaches to take when a student-athlete with remaining eligibility requests to be released to transfer to another institution and participate in intercollegiate athletics-

1. Email the DofAC that a student-athlete on your team wishes to transfer and if DII give a recommendation as to if you wish to allow or not allow the student-athlete to transfer. If there are stipulations in allowing them to transfer, put that in the email. Examples of stipulations are “any school but Gulf South Conference”, or “ any school not in NCAA DII.” 

2. If DI, notify the DoAC immediately and implement notification to transfer policies. These policies are written in the Student Athlete Handbook.

3. If DII he DoAC will forward the request to the DoA and ask for him approval.

4. If DII The DoAC will record the information in the transfer portal.

5. If the request is not approved, the DoAC will notify the coach who is responsible for notifying the student athlete. At that point, if the student-athlete wishes to appeal, the appeal process is outlined in the student-athlete handbook under Team Guidelines.

6. The coach is responsible for making sure all student-athletes who leave a team are set up with the Head Trainer to go through an exit interview.

7. If the student-athlete is on an athletic scholarship, and leaves during the academic year under which they have aid allocated, the coach must secure their signature of a Voluntary Leave Team and Relinquish Scholarship Form. The head coach is responsible for giving a copy of this signed form to the Scholarship Coordinator, SWA, Sports Information Director and Trainer, and keep a copy for himself/herself. The original is to be given to the Dof AC.

8. If the student athlete is on an athletic scholarship, and leaves after the term of the effective athletic financial aid, then the student athlete’s name and reason for leaving must be given to the scholarship coordinator at the requested time, and included with all other non-renewals so they receive a non-renewal letter before July 1, following the instructions under Grant in Aid Reduction or Non-Renewals in the Financial Aid section of the Compliance Manual.

8. Exit Exam DI-
There will be an opportunity for each DI senior and DII seniors as time permits, to meet with athletic department administration and give feedback regarding their years as a student athlete at UAH. The meeting opportunities are typically held in March or April, and the student-athletes are given an opportunity to register for a block of time with administration. The exit interviews are organized by the DoAC. Typical administration in attendance include by not limited to the Director of Athletics, FAR, SWA, DoAC, and others. It is mandatory for DI.

Steps to take-

1. The DoAC mutually sets up a time for DI seniors to meet with a team of senior administrators at the end of the academic year and prior to finals. If there is time, DII student athlete sample is included.

2. A senior administrative team meets with the student athletes and discusses their UAH experience, requests feedback, and looks for suggestions.

3. The administrative team and SA sign that the meeting took place.

4. The AD will handle any issues that may arise from the meeting that need to be resolved, if any.

9. Less than full-time load: Seniors In Final Semester/Less than Full Time Requests-
All student-athletes are required to be full time students at UAH (NCAA Bylaw 14.1.7.1) in order to be eligible for practice, financial aid, and competition. Full time status of all student-athletes is verified prior to eligibility certification in the fall or mid-year (if applicable) and before competition in each semester. Student-athletes are never allowed to drop classes unless it is approved by the Director of Athletic Compliance. 

There is an NCAA Bylaw exception to student-athletes carrying a full time load ONLY in their final semester prior to graduation, and only under certain conditions. NCAA Bylaw 14.1.7.1.3 (DI and DII) One of the main conditions for use of this exception is that the university academic officials/faculty, certify that the student-athlete is carrying for credit the courses necessary to complete the degree requirements. 

Following are steps that the student-athlete must take in order to receive approval from the Director of Athletic Compliance to be in less than a full time course of study and be eligible for practice, financial aid and/or competition-

1. Student athletes need to be full time until they receive approval to be considered less than full time.

2. Student athletes must request and receive a copy of an official UAH degree audit from the degree auditor(s) at the University after the second to last semester before graduation, and before the final semester begins. The degree auditor offices are currently located behind Charger Central in the CTC in the Records Office. This degree audit will specify which classes are needed in order to graduate at the end of the semester. The degree audit is to be signed and dated by the auditor. Most degree auditors will be performed if the student has applied for graduation.

3. Student athletes must request and receive a copy of a letter from their faculty advisor or the Dean of their college, specifying what classes are outstanding and need to be completed before the declared degree is awarded. This letter is to be signed and dated by the faculty advisor or dean. (It must be a faculty person as opposed to staff.)

4. Both the degree audit and the letter from the faculty advisor/Dean, are to be given to the Director of Athletic Compliance, prior to the beginning of the final semester, and no later than prior to the student athlete dropping below full time.

5. The Director of Athletic Compliance will review the two documents outlined above: (a) match them both to see if they are both have the same information, (b) and then match them with the student athlete’s enrollment for their final semester, (c) and approve or not approve the student athlete’s request to drop below full time.

6. If the request is approved, the student athlete will be allowed to take the appropriate steps to drop only those classes that are approved to be dropped, and must stay in and complete the outstanding courses as listed on the two above mentioned documents.

7. The DoAC will notify financial aid of the approval of the less than full time status.

10.    Gulf South Conference Medical Hardship Waiver Request-

According to NCAA rules and regulations, conference offices approve medical hardship waivers for NCAA Bylaw 14.2.5 in Division II. The Gulf South Conference has a form to complete in order to subject a request for a hardship waiver through their office. Only UAH student athletes who are enrolled at UAH will be eligible for the GSC to consider their waiver request. Following are the steps to take for the medical hardship waiver request:

Steps to take-

1. Coach prints and completes the student athlete section of the waiver and has the student athlete sign and date it.

2. Coach coordinates with attending physician and section for the attending physician completed, signed, and dated

3. Coach coordinates securing contemporaneous medical documentation as stated in the beginning paragraph of the form

4. The physician section and medical documentation is then submitted to the Director of Athletic Compliance

5. The DoAC completes compliance section.

6. The DoAC requests the athletic trainer information, to be completed by the training department.

7. Trainer returns to DoAC

8. When all other sections are completed, the DoAC signs and dates, and emails it into the compliance officer at the Gulf South Conference with a summary write up and any supporting documentation necessary like schedule and statistics.

9. The GSC will contact the DoAC if further information is needed. The DoAC will work with the coach, student athlete, and/or attending physician to secure and send to GSC any further information needed.

10. DoAC will coordinate with GSC and coach until the waiver request is approved or denied, and communicate the decision to the coach for the student athlete.

11. The coach will communicate the decision to the student athlete.