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Shawnee State University

Compliance

Compliance

Shawnee State University is committed to abiding by all NCAA rules and regulations as they relate to every aspect of its athletics program. The University will ensure that all coaches, administrators, faculty, staff, and student-athletes are informed of and adhere to NCAA guidelines.

In addition, Shawnee State is responsible for educating representatives of the institution’s athletics interests on applicable NCAA rules. Compliance is a shared responsibility and requires the collective effort of everyone associated with the athletics program. This includes a commitment to ongoing education and adherence to NCAA and institutional policies and procedures.

If you have any questions, please feel free to contact the Athletic Compliance Office.


STAFF
James Caldwell
Assistant Athletic Director for Compliance
740-351-3468
jcaldwell@shawnee.edu


Dr. Phil Blau
Faculty Athletic Representative
740-351-3443
pblau@shawnee.edu


What is countable athletically related activity (CARA)?

CARA is any required activity with an athletics purpose, involving student-athletes and at the direction of, or supervised by, any member or members of an institution's coaching staff.

What are the limitations on CARA?
Championship Season/ Traditional Non-Championship Season/ Non-Traditional* Out of Season
Practice, Games, Strength & Conditioning
Limited to 20 hours/week (Games count as 3 hours towards this maximum)		 Practice, Games, Strength & Conditioning
Limited to 20 hours/week (Games count as 3 hours towards this maximum)		 No Competition
8 hours/week for weight training, individual workouts/ team activities and conditioning supervised by staff
Maximum 4 hours/day Maximum 4 hours/day No more than 2 of the 8 hours can be used for individual workouts/team activities
One day off/week One day off/week Two days off/week
Student-athlete cannot miss class for practice Student-athlete cannot miss class for practice Student-athlete cannot miss class for practice
Student-athlete cannot miss class time for competition in team sports

*In general the Non-Championship/Non-Traditional Seasons restrict activity to 24 days that occur within a period of 45 consecutive calendar days. The Championship/Traditional Season is the season that concludes with the NCAA championships. 

What are some examples of CARA?
  • Competition (always counts as 3 hours)
  • Individual workouts (as required or supervised by a member of the coaching staff)
  • Participation of student-athletes in permissible tryouts involving prospective student-athletes
  • Required weight training and conditioning activities held at the direction of or supervised by an institutional staff member
  • Chalk talk (as required or supervised by a member of the coaching staff)
  • Visiting the competition site
  • Captains practice that was required by a member of the coaching staff
What are some examples of activities that would NOT be considered CARA?
  • Study hall
  • Compliance meetings
  • Attendance at an awards or celebratory banquet
  • Voluntary weight training and conditioning activities monitored by the institution's strength and conditioning coach (a student-athlete's attendance at such an activity cannot be recorded for purposes of reporting their attendance back to a coach)
  • Fundraising activities
  • Community engagement
  • Student-athlete requested individual summer workout session with a member of the coaching staff (in golf and track and field)
  • Captains practice that is not required or directed to occur by a member of the coaching staff

IMPORTANT LINKS

Manuals
NCAA Division II Manual
SSU Athletics Compliance Manual (need to upload)
SSU Athletics Operations Manual (need to upload)
(PDF) - Mountain East Conference

Recruiting
2025-26D2REC_RecReminders.pdf
2025-26D2REC_RecGuide.pdf
NCAA Eligibility Center
International_Guide.pdf
CBSA.pdf
Play Division II Sports - NCAA.org

Tryout information
NCAA requires that all PSA's submit a physical dated within 6 months of the tryout or a physical accepted for practice at High school or JUCO.
NCAA also requires one of the following prior to a tryout: documentation of previous sickle cell test or sickle cell wavier completed. The form must be completed before the date of the tryout and if under 18, a parent signature is required!

Tryout Wavier
Sickle Cell and Trait Questionnaire/Wavier
SSI_DrugTestingManual.pdf

Who Is a Prospect?
A prospective student-athlete (“prospect”) is any student who has started classes for the ninth grade. This includes students in preparatory schools, junior colleges, and individuals who have officially withdrawn from or been released by a four-year institution.
Any student not yet in the ninth grade becomes a prospect if Shawnee State University provides the student with financial assistance or any benefits not generally available to all prospective students.
A student remains a prospect until they report for regular squad practice or attend the first day of class as a full-time student during a regular academic term.
As a Representative of Athletics Interests, What Interaction Am I Allowed with Prospects?
You May:
  • Observe a prospect’s athletic contest, provided no contact is made with the prospect.
  • Provide Shawnee State coaches with information or leads on prospective student-athletes.
  • Arrange employment for a prospect after their senior year of high school. This is the only permissible pre-enrollment contact. Compensation must be for work actually performed and at a rate consistent with the local market.
You May Not:
  • Provide any benefits to prospects, including cash, loans, gifts, use of a vehicle, or promises of employment after college.
  • Pay for or contribute to transportation costs for prospects or their families to visit campus.
  • Pay fees associated with camps or clinics.
  • Have off-campus contact with prospects or their parents (in person, by phone, or otherwise).
  • Contact a prospect’s high school coach, principal, or counselor for recruiting purposes.
  • Visit a prospect’s school to obtain academic or athletic materials (e.g., transcripts, film).
  • Invite prospects, their families, or coaches to events or receptions.
  • Provide meals at restaurants.
  • Provide free or reduced transportation unless it is standard for all employees.
  • Invite prospects to booster events (unless they attend on their own and pay full cost).
  • Place advertisements directed at prospects.
  • Employ or arrange employment for prospects without prior approval from the athletic department.
  • Employ relatives of prospects as an inducement for enrollment.
What Is an Extra Benefit?
An extra benefit is any special arrangement by a university employee or a representative of athletics interests to provide a student-athlete (or their relatives or friends) with a benefit not expressly permitted by the NCAA.
A benefit is not considered extra if it is generally available to all students or a defined group of students (e.g., international students), provided it is unrelated to athletic ability.
If a student-athlete receives an impermissible benefit, they may lose eligibility. Boosters involved may be required to disassociate from the athletics program.
As a Representative of Athletics Interests, What Interaction Am I Allowed with Enrolled Student-Athletes?
You May:
  • Provide an occasional home meal (not at a restaurant) with prior approval from the Athletic Director.
  • Provide local transportation to your home for such meals on special occasions.
  • Provide meals, lodging, and reasonable entertainment (within 100 miles) to a team traveling in your area, with prior approval.
  • Arrange employment for student-athletes, provided:
    • They are paid only for work performed
    • Compensation is at the normal rate for similar work
    • No preferential treatment is given
  • Notify the athletic department of employment opportunities.
  • Provide benefits to a team (not individuals) with prior approval from the athletic department.
  • Provide lodging, meals, and transportation for coaches recruiting in your area.
You May Not:
  • Provide any extra benefits not available to the general student body.
  • Provide meals at restaurants for student-athletes or their families.
  • Provide cash, gifts, clothing, vehicles, or other tangible items.
  • Provide free or discounted professional services.
  • Purchase items from a student-athlete’s family at inflated prices.
  • Provide use of a vehicle or other reduced-cost services.
  • Provide or co-sign loans or financial assistance.
  • Provide tickets or free admission to events.
  • Promise employment after graduation or financial assistance for postgraduate education.
  • Pay for transportation for a student-athlete’s family.
  • Entertain a student-athlete’s family or friends.
  • Provide gifts for birthdays, holidays, or athletic performance.
  • Use a student-athlete’s name, image, or likeness to promote a business or service.
  • Employ or arrange employment without prior approval from the athletic department.
  • Provide transportation to employed student-athletes unless it is standard for all employees.
  • Employ student-athletes during the academic year without notifying the athletic department