NYSWCAA Policies and Procedures

The following policies and procedures shall govern all competition of all member institutions. Major policies are eligibility, recruitment, and financial aid. Major policy changes can be made at a meeting of the Representative Assembly or by mail ballot. All other policy and procedure changes shall be made by the Executive Council subject to review by the membership.

1.		Major Policies - Regulations Governing Eligibility, Recruitment, Financial Aid.
		All NYSWCAA member institutions shall abide by the Regulations of NCAA regarding eligibility, recruitment and financial aid. In every case these policies shall apply to all institutions whether or not financial aid based upon athletic ability is given. Team rosters signed by their Athletic Director will serve as the eligibility form. All NCAA Division I, II and NAIA members of this organization declaring eligibility for Division III championships must annually submit a complete list of all student athletes receiving athletic-related grant and aid. This form shall be returned to the Executive Director by the 30th of August each year. The Executive Director will review this form prior to each Division III championship tournament. NYSWCAA is a conference in the NCAA and all members must abide by the appropriate rules and regulations.

II.		Other Policies and Procedures
	A.	General
	1.	Definition—varsity and club sports
		a.	All varsity sports under the jurisdiction of the intercollegiate athletic department that are placed on the membership form are subject to all policies and procedures of NYSWCAA regardless of the existence of a Sport Committee.
		b.	All club sports that are placed on the membership form must be under the jurisdiction of the intercollegiate athletic department and are subject to all policies and procedures of NYSWCAA.
			1.	Club teams are not eligible for championships.
			2.	Contests with club teams may be counted toward selection and seeding at the discretion of the individual Sport Committee.
	2.	Contests between institutions shall be conducted under a contractual agreement signed before the contest by responsible parties of both institutions. A contest assumes competition between the institution's varsity team as defined in the Bylaws unless otherwise stipulated in the contract.
	3.	The Eligibility Report
		a.	The team roster signed by SWA will serve as the eligibility form. The roster should be typed.
		b.	Students not listed on roster will be ineligible to participate in the championship.
		c.	Institutions who have not paid fine(s) by September 15th of the current academic year will not be eligible for championship participation in the fined sport.
		d.	Institutions who have not paid a fine(s) by the end of 12 calendar months from the date the fine was imposed will have the fine added to the following year's membership fee.
	4.	The institution must provide adequate first aid and medical services for practices, games, and matches. It is strongly recommended that any college or university holding a NYSWCAA event offer or furnish the services of a certified trainer. If no such trainer is available, each college or university should be informed well in advance so that they can furnish their own trainer.
		a.	Sports medicine provisions available at all seasonal competition:
			1.	Ice, Basic First Aid Kit
			2.	Taping Area
			3.	Emergency equipment available (stretcher, splints, crutches).
			4.	Emergency transportation on call
			5.	Access to health center or hospital for emergencies
		b.	It is recommended that before school starts in the fall all institutions send to all schools with which they compete a statement regarding what kind of sports medicine facilities, personnel, and policies they employ.
		c.	It is recommended that all athletes have a pre-competition physical examination by a physician that includes:
			1.	Basic cardio-vascular exam
			2.	Joint evaluation
			3.	Basic neurological exam
			4.	Follow-up on any previous injury or illness history
				Continual disregard for the health and safety of athletes will be referred to Executive Director for action.
	5.	All students participating in the intercollegiate program shall be covered by accident and liability insurance.
	6.	Teams and individuals representing an institution in an intercollegiate event shall be accompanied by a member of the faculty or staff of that institution.
	7.	Qualified officials, as determined by each Sport Committee, shall be contracted for each game or match. Such officials should not be currently associated with either institution. If it is impossible to secure an official not associated with either institution, the institution securing the official shall notify the other institution and receive approval of the official before the day of the contest. Once a student graduates from an institution, she is no longer currently associated with that institution.
	8.	Any college or university with men competing on women's teams shall notify their opponents, regarding such male participants at least two weeks prior to any competition.
	9.	Memberships are accepted at any time during the year, but after the dues deadline are subject to penalty (see 10b).
		a.	Dues deadline—May 15.
			1.	Membership form with sport declaration and all fees are due.
			2.	Members may petition in writing to the Treasurer prior to May 15 for an extension of the dues deadline (without penalty). However the membership form with sport declaration must be filed on time.
		b.	Late filing.
			1.	Between May 16 and July 31 late dues, including sport declarations and fees, are subject to a $10 penalty.
			2.	On August 1 and thereafter, a late filing will result in the $10 penalty, plus loss of championship eligibility in the sport or sports involved.
		c.	Members granted an extension must pay dues by the stipulated date or be subject to fines as stated in b. 1 & 2.
	10.	If an institution declares a varsity team in a given sport at the dues deadline date and finds that a team cannot be fielded, the institution shall report this fact to the Executive Director and assume the responsibility for canceling any scheduled contests.
	11.	NYSWCAA Policy on Use of Alcohol, Drugs, and Gambling
		a.	Alcohol
			1.	While the NYSWCAA cannot regulate the social use of alcohol by the student-athletes, each member institution has some policy regarding when and where alcoholic beverages may be consumed. Current NYSWCAA policy forbids the selling or dispensing of alcoholic beverages to participants at a NYSWCAA event by the hostess institution. It is expected that institutional policy will be followed by all participants while at the site of the event. It is recommended that there be no consumption of alcoholic beverages within the context of a competitive event including travel to and from the contest.
			2.	Each institution hosting a NYSWCAA Championship shall inform member institutions of their policy regarding alcohol prior to the event. Any infraction of this policy will result in disqualification of the individuals involved for the remainder of the event.
		b.	Drugs
			1.	The NYSWCAA endorses the following statement of the American Medical Association: "Since the use of any drug to improve athletic performance has already been made grounds to disqualification by the International Amateur Athletic Federation, (The International Olympic Committee), The Amateur Athletic Union and the United States Olympic Association as being contrary to the highest ideals of sportsmanship … it is recommended that the use of (such drugs) for this be condemned." Players are expected to refrain from partaking of drugs which enhance performance or modify mood or behavior at any time during a season unless prescribed by a physician for medical purposes.
			2.	The illegal use of drugs at a NYSWCAA Championship will result in disqualification of the individuals involved for the remainder of the event. If it can be ascertained that the participant participated under the effect of illegal drugs, they will be disqualified from those events. In addition, this may be referred to the Executive Director for further action.
		c.	Gambling
			1.	Gambling is not allowed at the site of any NYSWCAA-sponsored event.
			2.	This practice must be enforced by all institutions and championship committees. Violations should be referred to the Executive Director.
	B.	Divisional Structure of NYSWCAA
	1.	Each Sport Committee should determine the number of teams competing in the championship. There must be at least eight institutions offering a sport in any one division in order for that division to offer a separate division championship. If divisions wish to be combined for the purpose of offering a NYSWCAA championship there must be a total of eight institutions declaring the divisions that wish to be combined in that sport.
		a.	If eight teams have declared a single division (or a combination of divisions) maximum participation in the NYSWCAA championships will be four teams.
		b.	If 16 teams have declared a single division (or a combination of divisions) maximum participation will be eight teams.
		c.	The maximum number of teams participating in any NYSWCAA championship (basketball, field hockey, lacrosse, soccer, softball, volleyball) will be eight unless a waiver is granted by the NYSWCAA Executive Council.
	2.	The Sport Committee shall not have rule-making powers. Requests for rule and/or policy changes should be submitted to the Sport Committee, which in turn should be required to have Executive Council approval before taking any action.
	3.	The Executive Director shall have the power to review the practices and procedures of an institution relative to financial aid to student-athletes and/or division declaration. If there is a suspected violation, a complaint should be submitted to the Executive Director for resolution.
	C.	State Championships
	1.	Dates—Weekend is defined as a Friday, Saturday, Sunday, within the same month. Basketball One week prior to NCAA Division III Championship Field Hockey One week prior to NCAA Division III Championship Lacrosse One week prior to NCAA Division III Championship Softball One week prior to NCAA Division III Championship Swimming/Diving 3 weeks prior to NCAA Division III National Championships Tennis The weekend in October before ITA Championships and after conference championships Volleyball Two weeks, prior to NCAA Division III Championships Soccer One week prior to NCAA Division III Championships
	2.	The NYSWCAA will sponsor a maximum of one Championship in each sport.
	3.	Declaration of Intent:
		a.	A Declaration of Intent for each sport must be postmarked to the Executive Director and Championship Director for admission into a NYSWCAA Championship by the stated deadline.
		b.	Failure to return this form by the stated deadline will result in a $100 fine. Fine must accompany the Declaration of Intent form to the Executive Director.
		c.	A Declaration of Intent form will NOT be accepted after the entry deadlines specified.
	4.	Each coach/athletic director applying for a NYSWCAA championship is responsible for notifying the seeding and selection committee prior to the scheduled seeding meeting if they intended to withdraw their teams from the championship. Failure to withdraw will result in the loss of championship eligibility for the following year in that sport.
	5.	Each State Championship must have medical coverage: i.e., a physician or certified athletic trainer at Championship site. Host institution shall be responsible for securing personnel.
		a.	Sports medicine provisions available at all State Championship competition:
			1.	Ice, Basic First Aid Kit
			2.	Taping Area
			3.	Access to treatment modalities (providing they will be used by a certified athletic trainer)
			4.	Certified trainer present If an institution does not employ a certified athletic trainer, it may be possible to make arrangements to ask for a certified athletic trainer from another institution to be present and serve as a consultant at that particular state championship.
			5.	Physician on call
			6.	Emergency equipment (stretcher, splints, crutches)
			7.	Emergency transportation on call
			8.	Access to health center or hospital for emergencies
	6.	Awards
		The NYSWCAA will order and distribute the following awards for each championship event.
		a.	Official NYSWCAA team championship trophies will be awarded as follows and become the property of the institution:
			1.	First and second place trophies awarded at all championships
			2.	In addition to first and second place trophies, a third place trophy may be awarded if there are eight or more teams in the championship
			3.	If a championship is structured to have a consolation winner, a trophy may be awarded
		b.	Individual awards for members of the first place team to be given to all members on the Championship roster. Roster limitations are set by each Sport Committee.
		c.	Certificates will be awarded to members of the selected All-Championship team with a duplicate copy for their institutions.
		d.	Awards shall be ordered through the Executive Director.
		e.	Any other award donated by individuals to any NYSWCAA championship must be approved by the Executive Council.
	7.	Verification of Eligibility
		a.	The Director of Women's Athletics or other person responsible for the women's athletic program will certify in writing that each member on the Championship roster is eligible for participation. A participant must be eligible under NCAA guidelines. If a school is not on NCAA Division III affiliate, an ethics and eligibility form must be sent to the Executive Director.
		b.	Men will not be permitted on official team rosters of NYSWCAA Championships. A roster submitted with men as participants will be returned to the college or university. Seasonal competitions in which men have competed on women's teams may not be considered as a part of the team record for entry into a NYSWCAA Championship.
	8.	Determination of Sites for Championships
		a.	For the sports of basketball and lacrosse, the individual sport policies will determine the procedure for selection of a championship site.
		b.	A member institution may submit a bid to hold a NYSWCAA Championship event to the appropriate Sport Committee Chairperson by presenting an application and a balanced budget before or at the Annual Meeting.
		c.	The Sport committee will approve a bid and send the NYSWCAA application and budget forms to the appropriate Sport Coordinator.
		d.	The Sport Coordinator will forward approved championship bid action to the following:
			1.	Athletic Administrator of the institution hosting championship.
			2.	Sport Committee Chairperson.
			3.	Executive Director
			4.	President.
		e.	If there is not a site secured three months prior to the championship, the championship will be cancelled.
	9.	Championship Finances
		a.	The proposed balanced budget must be submitted to the appropriate Sport Coordinator by April 15 of the school year preceding the championship.
		b.	Championships should be planned to be self-supporting.
		c.	All entry fees for a NYSWCAA Championship are non-refundable except when an individual or team is not selected to compete in the event.
		d.	Sale of items at NYSWCAA Championships.
			1.	Only the host institution and commercial firms approved by the Championship Director shall be permitted to sell items. These firms may be charged a fee.
			2.	Food and beverage items may be sold by the host institution without advance approval.
		e.	Two weeks after the event, the appropriate Sport Coordinator must receive the results and financial report.
		f.	Profit/Loss Sharing Procedure for NYSWCAA Championships.
		Each Championship should be self-supporting and a balanced budget must be submitted with the official bid form. Any profit or loss will be shared by NYSWCAA and the host institution as follows:
			25% of a total loss $25 to $400 40% of a total loss from $401-$800 50% of a total loss from $801-$1000
		for a maximum payment of $500 It is the responsibility of the Sport Coordinators to protect the interests of NYSWCAA in regard to budget line items. All income items for championships must be included in the Championship budget and includes: entry fees, gate receipts, program ads, program sales, food sales (except where institutional policy prohibits outside agencies), exhibitors' fees, and the sale of items by the host institution. Exceptional or unusual income or disbursement budget items must be explained in writing and attached to the budget.
			Examples:
			1.	Championship X total profit $300 $75.00 to NYSWCAA $225.00 returned to Institution X
			2.	Championship Y total loss $300 $75.00 paid to Institution Y by NYSWCAA $225.00 sustained by Institution Y
		g.	Invitational Tournaments
			1.	If a new Sport Committee wishes to have a NYSWCAA tournament the first year (as set forth by the academic calendar) it shall be an invitational tournament. The profit/loss sharing policy does not apply to invitational tournaments. Invitational tournaments shall be under the jurisdiction of the Sport Coordinators.
	D.	Sport Committee Projects
	1.	Requests for NYSWCAA financial support for Sport Committee projects (workshops, clinics, speakers, etc.) must be made to the appropriate Sport Coordinator (see Appendix 2). Financial approval must be given before financial support for an event is requested from the NYSWCAA Treasurer.
	2.	At the conclusion of the project, a summary and financial report must be filed with the Sport Coordinator, and all monies in excess of expenses returned to the NYSWCAA Treasurer for future committee use.

III.		Violations and Complaints Procedures
	A.	When an active member has a complaint arising from programs or competition involving NYSWCAA active members, the following steps shall be used:
	1.	Seasonal Competition
		a.	The questioning party shall first consult immediately with the party who is charged for the purpose of resolving the issue.
		b.	If the issue is not resolved, the questioning party shall report the incident to the Athletic Director of the institution charged.
		c.	If the issue is not resolved by the coach or by consultation between Athletic Directors, the incident shall be reported to the Executive Director.
	2.	Championship Competition
		a.	All complaints or protests shall be filed as stated in the appropriate sport committee’s policies and procedures.
		b.	Issues which involve or have bearing on the Championship shall be resolved immediately.
		c.	Issues which do not involve or have a bearing on the Championship may be referred to the Executive Director at the conclusion of the Championship.
	B.	When an official body of the NYSWCAA has a complaint arising from ethical misconduct or incompetence involving NYSWCAA members, the following steps shall be used:
	1.	Seasonal Competition
		a.	The questioning party shall first consult immediately with the party who is charged for the purpose of resolving the issue.
		b.	If the issue is not resolved, the questioning party shall consult with the Athletic Director of the institution charged.
		c.	If the issue is not resolved, the incident shall be reported to the Executive Director.
	2.	Championship Competition
		a.	All complaints or protests shall be filed as stated in the appropriate sport's policies and procedures.
		b.	Issues which involve or have a bearing on the Championship shall be resolved immediately.
		c.	Issues which do not involve or have a bearing on the Championship may be referred to the Executive Director at the conclusion of the Championship.
	C.	Filing Procedures
	1.	Complaints by Active Members
		a.	Complaint must include the following pertinent information in writing: name of school; name of individual/team; date; time; places; statement of violation; statement of relevant facts; names of witnesses.
		b.	Any complaint must be filed within 21 days (not counting vacation time of complainant) unless it is based on a series of incidents.
		c.	The complaint must be filed by an official representative of the body.
	D.	Appeals
	1.	All appeals whether initiated by an individual person, institution or official body of NYSWCAA will be handled as listed in this section.
	2.	Appeals to the Executive Director must be based upon new evidence.
	3.	Appeals based on questionable interpretations by the Executive Director shall be directed either to the Executive Council or Representative Assembly.
	4.	The Executive Council will handle appeals in the following manner:
		a.	From a pool made up of members of the Executive Council, the complainant and the defendant each select one representative.
		b.	The two selected members will then select a third member from the same pool to serve as Chairperson.
	5.	The decisions rendered by either the Executive Council or Representative Assembly shall be final and binding.
	6.	In order for an appeal to be accepted it must be filed no later than 14 days from the "date of delivery" on the original return receipt (for the letter regarding the penalty).

IV.		Ethics and Eligibility Guidelines
		The Executive Director shall handle all investigations, hearings and imposing of penalties dealing with ethics and eligibility infractions. All representatives of member institutions are expected to cooperate fully with Ethics and Eligibility investigations. The investigative procedures require full and complete disclosure of any relevant information requested of the representatives of the member institution by the Executive Director.
	A.	Procedures
	1.	The Executive Director shall determine if the allegations are substantial enough for an investigation.
	2.	When information is developed to indicate probable occurrence of a violation the Executive Director shall give the institution written notification of the charges and the investigative procedures.
	3.	The Executive Director shall request and gather written information that will corroborate or refute the alleged violation.
		a.	The Executive Director shall make a worksheet listing the allegations and the applicable regulations of NYSWCAA.
		b.	The Executive Director shall act as spokesperson for the association.
		c.	The institution shall designate a spokesperson.
		d.	The investigation shall be confidential. The Executive Director shall not confirm or deny the existence of an infraction case prior to its complete resolution.
	4.	The Executive Director and institutions shall meet to hear and discuss information needed to determine if there was a violation and the appropriate penalty. Before rendering a decision the Executive Director may seek legal advice.
	5.	Prior to public announcement the Executive Director shall send a written report by certified mail with return receipt to the institution's athletic director, NYSWCAA voting representative, and President. A copy of the written report shall be sent to the President of NYSWCAA. The written report shall include:
		a.	Violations of NYSWCAA requirements or questionable practices in light of NYSWCAA requirements, as determined by the Executive Director.
		b.	A statement of the proposed penalty.
		c.	A statement of the origin of the case.
		d.	Related factors appropriate for consideration in judgment of the case.
	6.	The institution can appeal in writing to the Executive Director. The appeal must be made within 14 days of date of delivery. A copy of the appeal shall be sent to the President of NYSWCAA. Refer to the Policies & Procedures section on appeals.
	7.	If no appeal is made, the actions of the committee will be announced at the NYSWCAA annual meeting.
	8.	Penalties—refer to Penalties listed under Violations & Complaints (Policies and Procedures, III).
	9.	Enforcement—all policies as listed under I-II.

New York State Women's Collegiate Athletic Association Policies and Procedures

New York State Women's
Collegiate Athletic Association

Policies and Procedures