Compliance for Athletics Staff

Staff Compliance

The Department of Athletics has created a comprehensive Coaches Manual  that provides staff members with department policies and procedures as well as a compliance program resource guide.  Coaches can find most of the answers to many of their daily operational questions in this manual.

2014-15 Coaches Manual (updated September 25, 2014)

Per NCAA Bylaw 17.1.3, Declaration of Playing Season, each member institution shall determine the playing season for all varsity intercollegiate sports. The Head Coach must fill out the form below and submit the declaration of the institution's playing season to the Compliance Coordinator before the beginning of the institution's playing season for his/her respective sport. The declaration form will remain on fill in writing in the department of athletics. Changes are permissible but must be submitted to the Compliance Coordinator on the form below.

Declaration of Playing and Practice Season Form 

A student-athlete's participation in countable athletically related activities shall be limited to a maximum of 4 hours per day and 20 hours per week. Outside of the playing season during the academic year, only a student-athlete's participation in weight-training, conditioning, and individual sill instruction shall be permitted. A student-athlete's participation in such activities shall be limited to a maximum of 8 hours, of which not more than two hours per week may be spent on individual skill instruction. Captains must record  practice hours on a daily basis on the play and practice log provided below. At the end of each week, hours should be totaled and forms must be submitted to the Compliance Office.  

Play and Practice Logs (updated July 3, 2013)

The forms provided below are to assist the coaching staff in the recruitment process. 

Every coach is provided with a recruiting binder with recruiting logs included. Recruiting binders will be collected on the 1st of every month for review to ensure compliance with NCAA recruiting legislation. Failure to record all correspondence or file logs appropriately in the recruiting binder will result in University recruiting restrictions and NCAA violations. All correspondence, evaluations and contacts with recruits must be recorded by all coaches on the recruiting logs and submitted in the recruiting binder for each respective sport.

Recruiting Logs/Frequently Asked Questions, and Best Practices

Any freshman, transfer, or current student wishing to tryout for an intercollegiate team must have the Walk-On Checklist completed.  This checklist will ensure that all potential walk-ons are academically and medically cleared to try out. 

Freshman/Transfer Walk-On Checklist (updated July 3, 2013)

Prior to making a verbal or written offer of athletic scholarship to a prospect, coaches must submit the Prospective-Athlete Scholarship Checklist.  This checklist was created to verify a prospect's initial/transfer eligibility as well as their admission status at Philadelphia University prior to an athletic scholarship being awarded.

Prospective Student-Athlete Scholarship Checklist (updated July 3, 2013)

Prior to any prospect visiting Philadelphia University on an Official Visit, coaches must submit the required Official Visit Paperwork. It is important that we keep an accurate record of every official visit and that coaches are submitting the proper paperwork.  Remember, unofficial/official transcripts, test scores and emergency contact information must be submitted prior to the prospect visiting campus.  It is also important to note, according to Institutional policies, that prospects visiting on an Unofficial Visit must submit the completed and signed Emergency Contact Form, Assumption of Risk and Medical Treatment waivers prior to participating in any athletically-related activities (tryout).

Official Visit Request

All forms are to be submitted to Rose Kelly, Assistant Director of Athletics/SWA. 

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