Working according to the stipulations of the rules and regulations has never been an easy task in any organization. This is because organizations are faced with the challenge of monitoring their progress in achieving their objectives while at the same time operating under the rules and regulations (Texas Woman’s University Administration, 2008). The task of determining adherence and compliance to rules and regulations has been assigned to compliance officers. Every institution has appointed compliance officers who monitor their operations and the progress of staff members. In order to ensure adherence to the institution and organizational rules, NCAA and other sporting organizations haveappointed compliance officers to institutions as well (NCAA Official Manual, 2014). These officers have been assigned a duty of ensuring that student-athletes and institutions operate under the guidelines of the organization. The compliance officer reports the operations of every institution and the progress of student athletes. Compliance officer also looks into general welfare of the student athlete in both the field, and academic progression (Texas Woman’s University Administration, 2008). To this end, this paper outlines the steps that a compliance officer can take to monitor the playing and practice logos of teams.
Monitoring Playing and Practice Logs
Bissey (2006) suggests that compliance officers are involved in making decisions, dealing with students, submitting their reports, and are not to be viewed as the final judges to the wrongs committed in an institution. In addition, their actions should portray equality and concern for student-athletes welfare in participating in championships, the sports department, and the institution as a whole in complying with sporting organizations rules. As a result, in monitoring activities of teams within an institution, a compliance officer will have to maintain logs and records of the students’ and their coach’s activities. Below are some of the steps to be taken to monitor the activities of institutions teams.
First, the four necessary compliance rules will have to be maintained at all times, which are communication, organization, documentation, and evaluation; these make up CODE (NAIA, 2013). All rules and regulations will have to be communicated to students and athletics department staff. All department heads and officials making up the compliance committee will also have to be informed of all their responsibilities in adhering to rules and regulations. It will also necessitate documenting of all regulations and making known to every party involved (student athletes and the athletic department staff members) of what is required of them. Review of all the rules in the athletic department will also be conducted periodically.
Second, compliance forms and practice calendars for each team will be provided. All the team coaches and athletic administrators are supposed to fill out compliance forms. These forms will be made up by the compliance department to show a record of student-athletes, of coach participation in the trainings and policy implementation that concerns a student athlete. In the compliance forms, coaches will provide the maximum amount of time that they spent with athletes for both training and meeting sessions they conducted with a team. A calendar will be issued to each team coach, to ensure that every activity that his/her team participates in is noted for the full period of practice and playing. Each activity is catered for in the calendar with the common activities for every team being practice, meeting and competition (Texas Woman’s University Administration, 2008). Therefore, coaches for each team will tick on the appropriate activity they conducted with a team and indicate the duration they took. Before submitting the Practice Calendar form to the compliance officer, each team captain and his or her assistant will have to sign it to confirm the report handed in by the head coach.
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Third, a periodic visit to each team from time to time will be conducted to verify the paperwork submitted. Making the visit will require a regular visit to every team, which will be easier through assigning committee members of the compliance department a team to monitor. The representative will provide a daily update and record of every team’s progress and their compliance to the rules and regulations. A compilation of these events and practice logs will be done on a weekly basis during the season and out of season with a designated day assigned for visiting every team. Trainings and meetings of all the teams will be recorded daily with the number of hours they spent and number of days they spent on training and meetings per week.
Fourth, a student-athlete handbook will have to be maintained and supplied to every student athlete. In this handbook, records of an athlete in both the athletic activities and academic progression will be recorded. These records act as proof of compliance officers’ participation in the welfare of an athlete while monitoring an institutions adherence to rules. Different handbooks allocated for each team makes it easy to monitor their progress and identify single student performance. A compliance officer conducts visits for different teams on different days to establish the progress and cross reference with the paperwork that has been submitted on the same (Bissey, 2006). Every student athlete will also be provided with a compliance manual to assist him/her in knowing the rules that as an athlete he or she is to follow and a list of membership requirements. In the handbook, the students will also be notified of legibility requirements for him or her to continue receiving financial aid or be disqualified.
Fifth, all the head coaches of different teams will have to complete a Declaration of Playing Season Form before the beginning of a season, traditional competitions or home competitions. In the form, the head coach will have to indicate the first practice, and competition dates. This will apply for both the spring and fall terms, and in case of changes, the head coach is to notify the compliance officer of the same to enable completion of eligibility forms in due time (McClellan, King, & Rockey, 2012). A follow up report will be attached to the Declaration of Playing Season Form filled by the Athletics department head. This follow up report will indicate the practice and championship dates for every athletic team.
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Sixth, in monitoring the limits of contests an institution is to participate in, the head coach will have to attach a copy of the individual team’s playing schedules. NCAA (2014) requires that students have to maintain a limit of 20 hours of activity per week regardless of overlapping seasons. When out the playing seasons, each athlete is to maintain a maximum of eight hours for practice in any athletic activity while, in the vacation periods, students are forbidden from participating in any athletic activity. This is in compliance withsporting organizations regulations regarding training durations for students in preparation for season championships (Buckner, 2004).
Seventh, during the seasons, each student will be entitled to a single day off every week marked on the calendar that is submitted to the head coach (McClellan, King, & Rockey, 2012). This is to reduce overtraining and help boost students’ concentration in class work. During these days no athletic activity should take place. A follow up will always be in program to confirm with the students activities during the season and out of the season. On these days, all teams` coaches will submit a daily routine form indicating their activities of the day. Personal follow up and checking will be done for all the fields and student attendance if it is a school day (Buckner, 2004).
Eighth, a procedural process of investigating violations and report of violations committed by different teams will also be put in place. This will be in operation during the season and off-season with all the violations reported to the compliance department. Every student and staff member will participate in rules education program to make him or her aware of the rules and regulations that they are to follow. A 24-hour working contact number will be provided to the students and staff members to communicate to the compliance department. The second step is educating them on what is considered a violation of the rules. Both students and the staff have specific rules to follow in their participation in the athletics department (Bissey, 2006).
Ninth, in their participation in the championships during and off seasons, a record of students` playing and practice declarations will be filled out by their team coaches and a copy of the same filled out by a representative of the compliance committee. A final copy will be filled out later in the compliance office. This will indicate the number of hours for training per week, the number of championships each team will participate in every season. Out of season, a participation record will be maintained to keep track of the students’ activities even out of the school.
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Lastly, the compliance department with a joint effort of the academic registrar, the admissions board, the auditor office, and coaches will maintain the Compliance Assistant Internet (CAI), which will keep all the institutions members up to date on the activities and the changes in rules (Bissey, 2006). An institutions compliance web page will also be developed and maintained at all times to provide students and staff members with new legislations, rules of education, and forum for asking questions . Students and staff members can also access compliance forms directly from the website, get updates on compliance meetings, and access the compliance manual. This is to reduce denial of getting information or accessing the changes made in the rules as per an institution or sporting organization. A contact number of the compliance officer will be given on the website and the documentations that will be supplied. With these measures, a compliance officer will achieve the objective of monitoring a team progress and adherence to the rules and regulations set both by an institution and sporting organizations.
Compliance officers, designated in every institution monitor an institution`s adherence to rules and regulations. A compliance officer has the duty of creating an awareness of an institution of the rules and regulations that should be followed, monitoring class schedules, grades, and student-athlete academic progress. The steps outlined in this paper to be taken in monitoring the playing and practice logs include communicating all the rules and regulations to students and athletics department staff; providing each team with compliance forms; conducting periodic visits to verify the paperwork submitted; providing student-athletes with the student-athlete handbook; head coaches completing a Declaration of Playing Season Form before the beginning of a season, traditional competitions or home competitions; head coaches maintaining records of individual team’s playing schedules; providing student athletes with one day off per week during the practice and playing seasons; setting up a procedural process for investigating and reporting violations committed; a record of students playing and practice declarations being filled by their team coaches and a copy of the same being filled by a representative of the compliance committee; and maintaining the CAI through a joint effort of the compliance department, the academic registrar, the admissions board, the auditor office, and coaches.