CONFERENCE BYLAWS UPDATED 3/22/08
Section 1. Conditions and Obligations of Membership
A. Membership is limited to four-year colleges and universities in which there is faculty and administrative responsibility for and control of intercollegiate athletics.
B. Each member must be accredited by its regional accrediting agency.
C. All members are required to maintain active membership in the National Collegiate Athletic Association (hereafter known as "NCAA"), and all institutions shall affiliate both the men's and women's programs with the Conference.
D. Members agree to administer their athletic programs in accord with the Constitution, Bylaws, Sport Regulations, and other legislation of the Conference.
E. The official Conference sports for men are basketball, cross-country, golf, and soccer; the official Conference sports for women are basketball, cross-country, soccer, softball, tennis, and volleyball.
F. All member institutions must compete in the Conference sports which the institution sponsors unless an exception is granted by the membership. A member institution desiring an exception to the membership shall submit a petition requesting the exception to the membership requirement. An exception must be approved by a 3/4 vote of the membership and is subject to reconsideration at the end of each calendar year.
G. Each member institution shall compete against all other member institutions each season in each of the Conference sports in which it is participating in the sports of men's and women's basketball, men's and women's soccer, women's volleyball, and softball. The sports of men's and women's cross country, women's tennis, and men's golf will hold a conference tournament at which all conference schools are required to attend.
H. Member institutions agree that their primary responsibility and loyalty are to this Conference, including priorities in the scheduling of athletic events, participation in Conference championships and events, and as representatives of this Conference to NCAA-sponsored championships and extra events.
Section 2. Application for Membership
An institution wishing to make application for membership in the Conference shall make application to the Commissioner by letter signed by the chief executive officer of the institution. The Commissioner shall provide an application for membership for institutions interested in conference membership.
Section 3. Admission to Membership
A. A favorable vote by at least two-thirds of the members shall elect an applicant to membership of the Conference.
B. Membership of an applicant becomes effective the date of the election and the institution shall participate in the official sports of the Conference at the earliest possible dates permitted by schedule commitments.
Section 4. Termination of Membership
A. Any member institution may withdraw from the Conference by filing with each of the other members and with the Commissioner on or before September 1 of any year an official notice of withdrawal signed by the chief executive officer of the institution. The withdrawal shall become effective the following July 1.
B. A withdrawing member shall fulfill all agreements and contracts for athletic competition unless commitments are waived by written consent of the member institutions affected.
C. A withdrawing member forfeits any interest in the accumulated Conference funds.
D. A withdrawing member shall continue to share equally in the financial obligations of the Conference until the effective date of the termination of the membership.
ARTICLE 2 - EXECUTIVE BOARD, ELECTION OF PRESIDENT, VOTING PRIVILEGES
Section 1. Executive Board
A. The executive board consists of the eight chief executive officers of the member schools.
B. The executive board will meet "live" once annually, if necessary.
C. The executive board will have the final vote on policy matters that need C.E.O. approval. The vote may be made by conference call or e-mail.
D. The Commissioner is in charge of setting up the necessary meetings, conference calls and E-mail ballots.
Section 2. Advisory Board
A. The advisory board will consist of the eight athletic directors of the member schools. The president of the board is appointed for a two-year term on the following rotation:
- Hawai‘i Pacific University (July 1, 2007 - June 30, 2009)
- Grand Canyon (July 1, 2009 - June 30, 2011)
- Hawai‘i Hilo (July 1, 2011 - June 30, 2013)
- Notre Dame de Namur (July 1, 2013 - June 30, 2015)
- Chaminade (July 1, 2015 - June 30, 2017)
- Dixie State (July 1, 2017 - June 30, 2019)
- Academy of Art University (July 1, 2019 - June 30, 2021)
- BYU-Hawaii (July 1, 2021 - June 30, 2023)
B. One person from each of the following groups will be appointed to be the conference liaison to the advisory board:
- FAR (Faculty Athletic Representatives)
- SWA (Senior Women's Administrators)
- Compliance
- SAAC (Student Athletic Advisory Council)
Section 3. President
A. The President shall be appointed from the institutional representatives at the spring meeting of the Conference for a term of two years. Rotation occurs in the odd years at NCAA Convention.
B. Appointment of the President shall be on a rotating basis using the following order of rotation:
1. Brigham Young University Hawaii
2. Hawai‘i Pacific University
3. Grand Canyon University
4. University of Hawai‘i at Hilo
5. Notre Dame de Namur University
6. Chaminade University of Honolulu
7. Dixie State College of Utah
8. Academy of Art University of San Francisco
Section 4. Duties of the President
A. Preside at the meetings of the Conference, or appoint a representative to preside.
B. Call special meetings of the Conference on the request of a majority of the members of the Conference.
C. Appoint committees authorized by the Conference Executive Board.
D. Vote as a member of the Conference.
E. Exercise such powers and perform such functions as may be delegated to him/her by the Executive Board.
ARTICLE 3 - CONFERENCE COMMISSIONER CONTRACT AND DUTIES
Section 1. Contract
The initial contract of the Commissioner shall be for a period of one year (July 1 to June 30) as approved by an affirmative vote of two-thirds of the institutional representatives of the member institutions.
A second contract for a period of one year shall also require a two-thirds affirmative vote of the membership. Subsequent contracts for the incumbent Commissioner shall require a majority vote of the institutional representatives.
Starting with the third contract of employment, the Commissioner may be offered a three-year, annually renewable, "rollover contract" or be notified in writing of the intent of the Conference not to renew the existing contract. In the event of non-renewal, the incumbent Commissioner will have a one-year notice of the expiration of the employment contract.
Termination shall require a majority vote of the institutional representatives of the member institutions.
Section 2. Commissioner
As the chief administrative officer of the Conference, the Commissioner shall:
A. Issue calls for official meetings of the Conference, prepare agendas for such meetings, prepare and distribute minutes of all meetings.
B. Serve as an ex-officio member, without vote, of the Executive Board and all special and ad hoc committees unless the appointing authority otherwise provides.
C. Serve as treasurer and receive and hold all Conference funds, and upon proper authorization, pay all expenses of the Conference.
1. Present an annual financial report to the membership at the fall and spring meetings and provide an annual audit of Conference financial records.
2. Prepare and submit to the membership at the spring meeting an annual budget for Conference operation, which will need approval from the Executive Board.
D. Monitor NCAA rules compliance within the Conference.
1. Receive all Letters of Intent and prepare and distribute reporting forms as required by the Conference and the NCAA.
2. Monitor eligibility within the Conference.
3. Serve as the official delegate of the Conference to the annual convention of the NCAA.
E. Serve as interpreter of the Conference Constitution, Bylaws, and Sports Regulations, and as enforcement officer of the Conference.
1. Recommend changes deemed advisable to him/her in the Bylaws or Sport Regulations.
2. Recommend the initiation of an investigation of any member institution which has been officially notified by the NCAA of alleged violations.
3. Interpret and recommend, in writing, upon request or on his/her own volition, provisions of the Bylaws and Sports Regulations, except the Articles, all of which are subject to review and revision by the Executive Board.
4. Exercise such powers and authority as may be reasonably necessary to the discharge of the duties and responsibilities of his/her office, including the right to disqualify players in emergency situations as well as rule on all hardship cases.
F. Provide leadership and visibility for the Conference.
1. Serve as liaison between the Conference and representatives of the press, radio, and television.
2. Promote and sell the Conference nationally and attempt to raise funds to eliminate future dues increases.
3. Continually work to expand the Conference.
G. Assist with training and evaluation of contest officials.
H. Serve as consultant in the organization and supervision of all Conference championships.
I. Select and supervise other staff personnel employed by the Conference and authorized by budget appropriation.
J. Perform other services traditionally assigned to the administrative office of an intercollegiate athletic Conference.
K. Pursue affiliate members in the sports of Women's Golf, Men's Tennis, and Baseball.
ARTICLE 4 - COMMITTEES
Section 1. Special Committees
A. The membership may establish special committees as needed to conduct the business of the Conference.
B. The president shall appoint members of special committees, name the chair, define the goals of the committee, specify the term of appointment, and establish the reporting procedure for special committees.
C. A special committee shall become a Standing Committee if, by a two-thirds vote of the membership, that committee is deemed appropriate to the continuing operation of the Conference.
Section 2. Sports and Sports Committees
Any Conference sponsored sport shall have a Committee. Membership on each committee shall be the head coach of the respective sport. Each sport will have an Athletic Director as the Conference liaison.
An administrator and head coach from the same institution serves as liaison and chair of the coaches group for a two year term beginning with the 2007-2008 academic year, as follows:
- Men's Basketball (Grand Canyon University)
- Women's Basketball (University of Hawai‘i at Hilo)
- Cross Country (Notre Dame de Namur University)
- Men's Golf (Hawai‘i Pacific University)
- Men's Soccer (Brigham Young University Hawaii)
- Women's Soccer (Chaminade University of Honolulu)
- Softball (Hawai‘i Pacific University)
- Women's Tennis (Dixie State College of Utah)
- Women's Volleyball (University of Hawai‘i at Hilo)
- SAAC (Brigham Young University Hawaii)
Section 3. Travel Party Limitations
The travel team roster size for the following sports are limited. Note, the limits apply only to the number of person who may suit up for a game. Travel party is not limited. In the individual sports of men's and women's cross country, golf, and tennis, the limits apply only to the conference championship.
- Basketball - 12
- Cross Country - 7
- Golf (Men's) - 5
- Soccer - 18
- Softball - 16
- Tennis (Women's) - 8
- Volleyball - 12
Section 4. Live Scouting and Video
In the sports of men's and women's basketball and women's volleyball, upon request made prior to the first contest of the season to require that a maximum of three videotapes or DVD's as a first copy be provided to the requesting team and sent within 48 hours of the contest in question.
It is not be permissible to provide film or any scouting information to any non-member institution. The penalty to provide the requested tape/DVD would be $250 for the first offense and $500 for the second offense, paid to the conference office.
Live scouting is disallowed for the sports of men's and women's basketball and women's volleyball by any staff representative of a member institution, except in a tournament where both institutions are playing. A waiver provision will be provided for parents of a child playing in the contest. Live Scouting is allowed in other conference sports besides men's and women's basketball and women's volleyball.
Section 5. Basketball Game Times
The game times for Women's and Men's Basketball are standardized at 5:30 p.m. and 7:30 p.m. with a minimum of 30 minutes between games. An exception is granted for institutions that are not in control of their own facilities.
Section 6. Officials Assignments and Compensation
Officials of conference games in Men's and Women's Basketball shall be paid a minimum of $150. Responsibility for payment is with the home team institution.
ARTICLE 5 - CONDUCT OF MEETINGS
Section 1. Official Meetings
A. The sites and dates of official meetings for the conference shall be held in conjunction with the NCAA Convention (Fall meeting) and the NACDA Convention (Spring meeting).
B. The site and date of special official meetings shall be determined by the Conference president.
C. The Commissioner shall request items for agenda of official meetings, prepare and distribute agendas for such meetings at least two weeks prior to the date of the meetings.
D. Minutes of official meetings shall be distributed to the chief executive officer and the institutional representatives of each member institution and filed in the Conference office.
E. The order of business at each official meeting of the Conference shall be:
1. Roll Call
2. Approval of the agenda
3. Approval of the minutes of the previous meeting
4. Report of the President
5. Report of the Commissioner
6. Report of Sport Committees
7. Report of Special and/or Standing Committees
8. Unfinished business
9. New business
F. Members of the Executive Board of the Conference (or their representative) shall attend all official Conference meetings.
G. The method of conducting Conference business is intended to accommodate a wide variety of organizational structures as might be deemed appropriate on the campuses of various institutions. In no case should the organization and method of conducting Conference business be deemed as dictating organizational structure to member institutions.
Section 2. Other Meetings of Conference Personnel
A. Men's basketball coaches shall meet at the NCAA Division I Final Four. This is recommended, not required.
B. Women's basketball coaches shall meet at the NCAA Division I Women's Final Four. This is recommended, not required.
C. Women's volleyball coaches shall meet at the NCAA Division I Finals. This is recommended, not required.
D. The Commissioner shall attend meetings when possible, coordinate the preparation and distribution of an agenda for the meeting at least two weeks prior to the date of the meeting, and record the minutes of the business meeting. The date of the meeting shall be the responsibility of the coach that represents the conference as liaison.
E. The chair of each of the sports committees shall be elected by the Conference coaches and serve for a period of two years.
F. The chairs of the sport committees shall present a report and any recommendations from the meeting to the institutional representatives at the next spring meeting.
G. Sports Information Directors shall meet as needed with Conference approval only.
Section 3. Expense of Meetings
The expense of delegates to official meetings of the Conference shall be paid as prescribed in Article 6 of these Bylaws.
Section 4. Conference Annual Meeting
The Conference Annual Meetings should be held in conjunction with NACDA and the NCAA Convention. The meeting at the NCAA Convention should include participation of appropriate representatives of each institution.
ARTICLE 6 - FINANCES
Section 1. Annual Dues
A. The Commissioner shall submit to the institutional representatives at the spring meeting of each year a budget covering the cost of operation of the Conference office and activities for the coming year. Upon approval, this budget shall be the basis for the annual dues to each member institution. The institutional representatives shall establish these dues at the spring meeting each year.
B. The annual dues from each member are due August 1 and payable prior to September 1 each year. The penalty for late payment of the annual dues is one percent each month, assessed for any portion of a month beyond October 1.
Section 2. Special Assessments.
Special assessments may be levied by the membership to cover the expense of special projects or for any other purpose approved by a majority of the membership.
Section 3. General Fund
A. All income from dues or from other Conference activities shall be placed in a general fund and be available to pay the expense of Conference operations.
B. The Commissioner is authorized to pay the expenses of the operation of the Conference as authorized by budget appropriations from the general fund.
C. Any part of the general fund not needed for current operating expenses of the Conference shall be placed in a savings account and interest income added to the general fund.
Section 4. Audit
The financial records of the Conference shall be audited annually.
Section 5. Fiscal Year
The fiscal year of the Conference shall be from July 1 to June 30 inclusive.
Section 6. Conference Meeting Expense.
A. The expenses of the Commissioner and Conference Information Director to attend designated Conference and sports meetings shall be paid by the Conference.
B. At the annual NCAA Convention, the Conference shall host a breakfast meeting for the Commissioner, the chief executive officers, the institutional faculty representatives, the members of the Executive Board, and approved guests.
C. Expenses incurred for attendance at official meetings by institutional representatives and coaches shall be paid by the institution.
Section 7. Apportionment of Income from NCAA National Events
The participating team in an NCAA National Championship event may receive expenses as provided by the NCAA Regulations without sharing these funds with other Conference members.
ARTICLE 7 - INTRA-CONFERENCE RELATIONSHIPS
Section 1. Sports Regulations
Conduct of each official sport shall be governed by the Sports Regulations of the Conference. The Sports regulations are determined by a vote of the coaches of each conference sport with approval by the athletic directors.
Section 2. Schedules
A. Scheduling of contests between member institutions shall be given priority over scheduling of athletic contests with other institutions.
B. Scheduling procedures for each sport shall be stipulated by the Sports Regulations.
C. Conference schedules shall be approved by the Conference. Once approved, changes of any schedules require the consent of participating schools and written approval of the Commissioner. After the conference schedule has been established prior to the season, no changes to the schedule may occur without mutual agreement of both Athletic Directors and approval in writing by the Commissioner.
Section 3. Contracts and Conference Guarantees
A. All agreements for contests between members shall be confirmed by written contracts signed by duly-authorized representatives of each institution.
B. Contracts shall be initiated by the athletic representative of the host institution and shall include date, time and location of event(s).
C. Contractual agreements shall be changed only by mutual agreement of the athletic representatives of the competing institutions.
D. Contractual agreements shall be cancelled only because of conditions or circumstances beyond control of either party and only by mutual agreement of the athletic representatives of the competing institutions.
1. If a contest is cancelled under the above conditions, the actual expense of the visiting team incurred in a bona fide attempt to fulfill the contract shall be paid by the home institution. Such expenses shall not exceed the game guarantee.
2. The Commissioner is to be notified immediately of the cancellation of any scheduled contest and of the circumstances causing the cancellation by the athletic representative of the host institution.
Section 4. Delay or Termination of Conference Events
A. The following are recognized as legitimate
causes for delay or termination of a Conference contest:
1. Weather or other air traffic conditions causing delay in timely arrival at the game site.
2. Failure of electrical power or other services necessary for the continuance of a contest.
3. Conduct of any persons is such that the safety of persons in attendance is in jeopardy.
B. The referee or chief official shall determine when a contest is to be delayed, terminated, or resumed, if the cause is one of those presented in Section 4(A)1 or 2.
C. The athletic representative or a duly appointed representative shall determine when a contest is to be delayed, terminated, or resumed, if the cause is as presented in Section 4(A)3.
D. A contest delayed by conditions presented in Section 4 shall be played on the date scheduled regardless of the length of the delay unless it cannot be resumed before 12:00 midnight.
E. If a contest cannot be started or resumed prior to 12:00 midnight of the date scheduled or on a agreed to by both members, the contest shall be terminated and not count as win, loss, or tie for either team.
F. Contractual financial agreements shall be fulfilled if a contest is terminated as per Section 4 of this Article.
G. A complete report in writing covering the circumstances involved in the delay or termination of any scheduled contest shall be filed with the Commissioner immediately following the event by the athletic representative of the host institution.
Section 5. Responsibility of Home Management
It is the responsibility of the home management to provide conditions and facilities conducive to the proper administration of the Conference contest and consistent with the highest standards of sportsmanship.
Section 6. Trainer and Training Room Services
A. The services of the athletic trainer of the host institution shall be made available to participants in all sports.
B. Training room facilities of host institutions shall be made available to the visiting team for all contests.
Section 7. Pre-Game or Contest Information
A. Starting game times shall be determined by the host institution. Notification of a change in the contracted starting time must be made no later than 30 days prior to the contest date.
B. It is the responsibility of the athletic representative of the host institution to provide information to the athletic representative of the visiting team regarding access to the facilities, dressing room accommodations, starting time, officials assigned, and any special arrangements such as pre-game or contest ceremonies or other information important to the planning of the visiting team. This information shall be made available at least one week prior to the event.
Section 8. Courtesies to Visiting Groups from Member Institutions
A. All requests for special consideration for groups from member institutions shall be made by the director of athletics of the visiting team to the director of athletics of the host institution.
1. It is recommended that special consideration and courtesies be extended to delegations of student bands, cheerleaders, mascots, or other game personnel from visiting institutions, and that these courtesies be reciprocal.
2. It is recommended that special consideration be given to students from visiting institutions in regard to seating and admission prices and that these considerations are reciprocal.
B. In the interest of the development of good relationships among groups and organizations of member institutions, it is recommended that all requests for special consideration be submitted well in advance of the date of the event and carefully coordinated by the athletic representatives of member institutions.
Section 9. Conveying Information to Non-Conference Opponents
Staff members of member institutions shall not provide or exchange information in any form with representatives of non-Conference opponents that may be used for scouting purposes or to the disadvantage of any member institution's athletic teams.
Section 10. Conference Publicity and Statistical Service
A. The Conference shall maintain Conference publicity and statistical bureau (Conference internet website) and all releases regarding official business of the Conference shall be released at the discretion of the Commissioner.
B. It shall be the responsibility of the host institution to file statistical reports covering each Conference contest with the Conference Information Director (CID/Assistant Commissioner, Media Relations) immediately following each contest, utilizing the form and system recommended by the CID.
C. Specific statistical and publicity responsibilities of member institutions shall be stated in the Sports Regulations for each sport.
Section 11. Complimentary Tickets
A. The Conference members will not offer complimentary tickets as a part of the contest agreement.
B. The Conference will issue four administrative passes for admission to any Conference contests.
Section 12. Radio Policy.
A. It shall be recognized that each institution has a right to designate its official radio outlet and restrict direct or feed broadcasts into their normal listening audience as they see fit.
B. Conference institutions shall file with the Commissioner the name of their designated radio station one month prior to the start of the sport season to be broadcast.
C. Each member institution shall provide a line for radio broadcasts by visiting institutions at no fee to the visiting institution.
ARTICLE 8 - ALL-CONFERENCE TEAMS, COACH OF THE YEAR, AND AWARDS
Section 1. All-Conference Teams
A. Selection of all-conference teams will be conducted by the Conference Information Director (CID/Assistant Commissioner, Media Relations). Selection of all-conference teams will be conducted in a like manner for each conference team sport (volleyball, basketball soccer and softball). In cross country, the top 10 finishers at the conference meet will be named to the all-conference team.
1. Each coach will nominate and rank players from his/her own squad for inclusion on the all-star ballot. There is no limit to the number of nominations, but coaches are encouraged only to nominate players they deem worthy of first or second-team all-star recognition. A good guideline for number of nominations is: 4 for volleyball, 4 for basketball and 8 for softball.
2. The CID shall prepare a ballot and distribute it to the coaches. Voting guidelines are outlined for each sport below. Coaches may not vote for players from their own team.
3. Each sport will also select a Freshman-of-the-Year. Balloting for Freshman-of-the-Year will be conducted separately with each school nominating one player. Each coach will rank the top three nominees. Points will be awarded on a 3-2-1 basis. The player with most points will be named the Freshman-of-the-Year.
4. The coach of the regular-season championship team will be named the Coach-of-the-Year.
A. Volleyball
1. Each coach will rank, the top 12 nominees, 1 through 12. Points will be awarded on a descending basis, i.e., 12 points for first, 11 for second, 10 for third, etc.
2. The top six ranked players, based on the point system, will be awarded first-team all-star recognition. The top-ranked player will be named the Player-of-the-Year
3. The next six ranked players, based on the point system, will be awarded second-team all-star recognition. Any other nominee that receives at least one vote will earn honorable mention recognition.
B. Basketball
1. Each coach will rank the top 10 nominees, 1 through 10. Points will be awarded on a descending basis, i.e., 10 points for first, 9 for second, 8 for third.
2. The top five ranked players, based on the point system, will be awarded first-team all-star recognition. The top-ranked player will be named the Player-of-the-Year.
3. The next five ranked players, based on the point system, will be awarded second-team all-star recognition. Any other nominee that receives at least one vote will earn honorable mention recognition.
C. Softball
1. Each coach will rank the top 24 nominees, 1 through 24. Points will be awarded on a descending basis, i.e., 24 points for first, 23 for second, 22 for third, etc.
2. The top 12 ranked players (two pitchers, one catcher, four infielders, three outfielders, a utility player and a designated player/flex) will be named to the first team. The top ranked pitcher will be named the Pitcher-of-the-Year and the top-ranked non-pitcher will be named the Player-of-the-Year. The next 12 ranked players (two pitchers, one catcher, four infielders, four outfielders, a utility player and a designated hitter or if no viable DH, an at-large) will be named to the second team. Any other nominee that receives at least one vote will earn honorable mention recognition. If two catchers are ranked among the Top 12 or the second 12, the second catcher may be added to the team in lieu of the utility or at-large player, at the discretion of the CID (The intent of this rule is to honor the top players in the conference, yet at the same time make sure each position is represented on the all-star squad.
D. Academic All-Conference Team
1. In each sport, each school will provide the conference office with a list of its athletes who meet the following minimum qualifications. All athletes meeting the minimum requirements will be named to the Academic All-Conference team.
- Minimum grade point average of 3.30.
- Second-year of competition at school (freshman, redshirt freshman and transfers not eligible)
- Must be starter or a reserve that participates in at least 50 percent of scheduled contests or would have participated in at least 50 percent of contests except for injury.
Section 2. Awards
A. The Conference Champion shall receive a championship plaque. In case of ties, duplicate plaques shall be awarded.
B. The Conference Coach of the Year shall receive a Conference plaque.
C. The Player of the Year shall receive a Conference plaque.
D. A Conference plaque shall be awarded to each of the student-athletes named to the All-Conference first team.
E. A Conference certificate shall be awarded to each student-athlete named to the All-Conference second team or to the Academic All-Conference teams.
ARTICLE 9 - RECRUITING
Section 9.1. Rules Governing Recruiting
9.1.1. Member institutions shall abide by all sections and interpretations of Article 13 of the Bylaws of the NCAA, Division II, governing the recruitment of student-athletes.
9.1.2. A student-athlete who is on a current squad list at a member institution and transfers from one conference school to another and wishes to participate in that sport must fulfill a residence requirement of one full academic year (two semesters or three quarters) before being eligible to participate. However, all exceptions listed in NCAA Bylaw 14.5.5.3 may be applied except 14.5.5.3.11 (One-time Transfer Exception).
9.1.2.1. Exemption: Student-athletes may be exempted from this bylaw if they wish to transfer to another institution within the conference to participate in a sport not offered at their present institution.
Section 9.2. Letter of Intent
9.2.1. The Conference shall participate in the National Letter of Intent for all of its sports.
9.2.2. It shall be the responsibility of the institution to promptly forward one copy of the signed Letter of Intent to the Commissioner. The conference office shall certify all letters with the National Letter Intent office at the NCAA.
9.2.3. The Commissioner shall compile a list of all student-athletes signing letters of intent and periodically distribute this information to the athletic directors of member institutions.
9.2.4. If a prospective student-athlete fails to meet the entrance requirements or the academic requirements for financial aid of the institution with which he/she signed the letter of intent, the student-athlete shall be so notified immediately by the member institution that the agreement is null and void.
9.2.4.1. The member institution shall notify the Commissioner of the student-athlete's failure to meet these requirements and the date on which notification was sent to the student-athlete.
9.2.4.2. The Commissioner shall notify all member institutions that the agreement signed by the student-athlete is no longer in effect.
ARTICLE 10 - ELIGIBILITY AND HARDSHIP
Section 10.1. Eligibility Rules
10.1.1. All member institutions will conduct their intercollegiate athletic programs in compliance with all eligibility rules adopted by the NCAA and the Conference.
10.1.2. Following the first year of competition, a student-athlete must maintain a cumulative 2.0 GPA to remain eligible.
Section 10.2. Hardship Review
The Commissioner shall receive requests for hardship on a Conference form and immediately notify the Compliance Committee regarding such matters. The Commissioner shall act upon all such cases submitted and subsequently report the decisions to the membership.
Section 10.3. Appeals
10.3.1. In the event a member institution or an individual student-athlete is dissatisfied with the disposition of a hardship case or eligibility ruling, appeal may be made to the Executive Council. The Executive Council's decision shall be final.
10.3.2. Due process shall be followed for such appeals. A student-athlete shall be entitled to have available for his/her appeal such items as the Conference manual, the NCAA Manual, and a statement indicating the rationale behind the decision in question.
It shall be the responsibility of the Commissioner to provide the institution and/or the student-athlete with a written statement indicating the basis for the Executive Council's action within ten (10) calendar days of the appeals hearing.
Section 10.4 Eligibility Sanction
10.4.1. After preliminary investigation, a student-athlete who may be ineligible will be suspended from further competition until his/her eligibility is resolved in a timely manner by the Commissioner's office.
For any contests, individual or team, in which an ineligible student-athlete participates, all such contests shall be forfeited and the individual and team standings will be revised as timely and necessary.
10.4.2. And/or, a student-athlete may be declared ineligible for the same number of contests in which the student-athlete competed while ineligible under the rules of the conference and the NCAA. Such penalty shall take effect the first season in which the student-athlete becomes eligible following the ineligible competition.
ARTICLE 11 - CONDUCT AND SANCTIONS
Section 1. Sportsmanlike Conduct
A. It shall be the responsibility of each institution to ensure that all individuals employed by or directly associated with the athletic programs of that institution conduct themselves in a sportsmanlike manner when representing their institution, especially at intercollegiate athletic contests.
B. Unsportsmanlike conduct shall subject the individual to disciplinary action. The institution with which the offending individual is associated may also be subject to disciplinary action if it is found that the institution's policies, action, or failure to act substantially contributed to the individual's misconduct.
C. Acts of Unsportsmanlike Conduct and Individual Penalties.
Acts of unsportsmanlike conduct shall include, but not be limited to: any player who strikes or physically abuses an official, opposing coach or player. This person may be ejected from the contest and, in the event of a flagrant violation, may be suspended for additional contests as the Commissioner deems appropriate.
The following actions shall be subject to a public reprimand for the first offense and a suspension for one contest for an additional offense (a flagrant offense is subject to suspension on the first offense):
1. Intentionally inciting participants or spectators to violent or abusive action.
2. Using obscene gestures of profane or unduly provocative language or action toward officials, opponents, or spectators.
3. Publicly criticizing any game official, Conference personnel, another institution or its personnel.
4. Acts of unsportsmanlike conduct not specifically described herein.
Any person who engages in negative recruiting by making statements to a prospective student-athlete, his/her parents, high school coach, or other persons interested in the prospective athlete which are unduly derogatory of another member institution, its personnel, or its athletic program be subject to a public reprimand for the first offense, and to the suspension of the privilege of recruiting for one season for an additional offense.
D. Penalty Imposition and Appeal Procedures.
1. Whenever the Commissioner concludes that there has been a violation of this regulation, he/ shall impose the penalty prescribed above or, where he/she is given discretion as to penalty, he/she shall impose a penalty which he/she deems appropriate.
2. Whenever the Commissioner decides to impose a penalty, he/she shall first give notice of the decision to the individual and the institution involved.
3. In the event that the individual or the institution feels that the penalty is inappropriate because the violation did not occur or because the penalty is excessive, there shall be the right to appeal the matter to a Compliance Committee. The appeal may be taken by giving the Commissioner notice within five (5) days of receipt of notice of the penalty imposed by him/her.
4. The Compliance Committee shall be appointed by the Conference president from among the institutional representatives whose institutions are not involved in the complaint. The Committee shall conduct a prompt hearing, giving the individual or institution opportunity to be heard. The Committee may reaffirm, set aside, or increase the penalty as is deemed appropriate, giving the individual or institution written notice of its decision and its reasons.
5. The penalty imposed by the Commissioner shall be stayed pending the decision by the Compliance Committee. No public announcement of the penalty shall be made until the individual or institution fails to give notice of the desire to appeal within the five-day period.
6. Nothing herein shall prevent the Commissioner from taking appropriate interim action.
7. Whenever a penalty of suspension is imposed at or near the end of a season of competition, the penalty may be carried over into the next season of competition.
8. Definition of terms used in this bylaw.
- Suspension in the case of a player means that the player cannot participate in the designated number of contests but may practice.
- In the case of a coach, suspension means that the coach cannot be present in the playing arena for the designated number of contests but may conduct practice sessions.
Section 2. Protest Procedures
A. Protests of violations of Conference rules or of conduct detrimental to the welfare of the Conference may be filed by any member institution against another member by the institutional representative or by the Commissioner.
B. A protest must be filed with the Commissioner within 60 days of the date of the alleged offense and include a description of the incident or violation and all other relevant facts.
C. Copies of the protest shall be forwarded by the Commissioner to the institutional representatives of each member institution.
D. The Commissioner shall place the protest on the agenda of the institutional representatives at the next official meeting for a full hearing of the charges.
E. The member placing the protest shall present evidence to support its charges at the hearing, and the accused member shall have equal opportunity to reply to the charges.
F. Following the hearing, the institutional representative may rule by an affirmative vote of at least 75% of those voting that the evidence is sufficient to justify disciplinary action. The institution bringing the protest and the institution against which the protest is filed shall not vote on motions to determine adequacy of evidence.
Section 3. Disciplinary Action
A. When the institutional representatives have determined the adequacy of the evidence as prescribed in Article 1, Section 6F, action may be applied as indicated in subsequent paragraphs.
B. A member institution may be suspended by an affirmative vote of all of the members, with the offending member not voting.
1. In case of a vote of suspension, there shall be suspension of the member from all Conference standings and consideration for championships.
2. All contractual and Conference obligations must be fulfilled during the period of suspension.
3. The period of the suspension shall be determined by a majority vote of the membership, with the offending member not voting.
C. A member institution may be expelled from the Conference by an affirmative vote of all of the members, with the offending member not voting.
1. The effective date of the expulsion shall be determined by a majority vote of the members, with the offending member not voting.
2. In case of expulsion from the Conference, the expelled member may, after the expiration of one academic year, apply for re-admission to the Conference in the same manner as any other non-member institution.
D. In addition to the action which may suspend or expel an institution, the institutional representatives may vote to impose any other penalty deemed appropriate upon the affirmative vote of all members, with the offending member not voting.
Notice of the reason for the disciplinary action and the action imposed by the Conference shall be sent to the chief executive officer and the institutional representative of the offending institution by the president of the Conference and shall include a request for information regarding corrective measures to be taken to prevent recurrence of the violation.