Certification of Eligibility Process
Step 1: Coaches submit a Roster Certification Request Form to Assistant AD for Compliance no later than July 1st. A tentative roster will include any student-athlete, returning or new that is expected to be on the team for the up-coming academic year. All listed individuals are coded as athletes on the Patriot Database.
Step 2: Registrar reviews all coded individuals for NCAA initial and continuing eligibility rules and submits report of preliminary decisions to Athletic Academic Support and Athletic Compliance 1 week after summer grades post. The three offices schedule to meet and generate a final preliminary report for submission to Athletic Eligibility Committee 1 week prior to first fall sports practice.
Step 3: Athletic Eligibility Committee reviews report and approves certification decisions for all coded student-athletes 1 week prior to first fall practices. All decisions are pending student-athletes reporting to campus, receiving necessary physicals and completing all NCAA and RMU paperwork. Failure to adequately complete the necessary paperwork will require its return to the student-athlete and a delay in certification of eligibility.
Step 4: The Assistant Athletic Director for Compliance produces and distributes a team practice eligibility list prior to the team’s first practice. Throughout the season this eligibility list may be updated and redistributed to reflect changes in practice eligibility. NO STUDENT-ATHLETE MAY ENGAGE IN PRACTICE - AT ANY TIME - PRIOR TO BEING LISTED WITH AFFIRMATIVE ELIGIBILITY ON THIS LIST.
Step 5: The Assistant Athletic Director for Compliance produces and distributes a team squad list prior to the first competition for coach approval and signature. Throughout the season this squad list may be updated and redistributed to reflect changes in competition eligibility. NO STUDENT-ATHLETE MAY ENGAGE IN COMPETITION - AT ANY TIME - PRIOR TO BEING ELIGIBILE ON THIS LIST.
Step 6: Student-athletes added or deleted from the team roster with a Change of Status Form trigger Steps 4 – 6 on an individual basis for each student-athlete, with updated copies of practice/competition lists to the head coach of each team.
Step 7: A final Fall Eligibility Certification Report is generated by Director of Compliance and sent to all members of the Athletic Eligibility Committee.
Step 8: By the date grades post in the fall, Assistant Athletic Director for Compliance codes all incoming spring freshmen student-athletes and mid-year transfers to their respective sports and notifies Registrar to begin review for initial and continuing spring eligibility evaluation. The three offices then schedule to meet and generate a final preliminary report for submission to Athletic Eligibility Committee prior to the first week of holiday break.
Step 9: Assistant Athletic Director for Compliance sends the following items to Athletic Eligibility Committee Members for review of Winter Sports:
- List of all Ineligible student-athletes with cause of ineligibility;
- Team by team spreadsheet of all student-athletes eligibility status;
- Cover statement indicating agreement upon student-athlete eligibility in Winter Sports, subject to any further grade submission.
Athletic Eligibility Committee electronically signs cover statement and forwards to Athletic Compliance for squad list disbursement to coaches.
Step 10: Upon the first Monday of the new year, Registrar runs report for all remaining teams from Patriot Database. Registrar checks for eligibility rules and submits report to Athletic Academic Support and Athletic Compliance by 2 days following first Monday of new year. Three offices discuss results and send the following items to Athletic Eligibility Committee Members for review:
- List of all Ineligible student-athletes with cause of ineligibility;
- Team by team spreadsheet of all student-athletes eligibility status;
- Cover statement indicating agreement upon student-athlete eligibility in all remaining Sports, subject to any further grade submission
Athletic Eligibility Committee meets prior to 1st day of spring term and issue final decisions to Athletic Compliance for squad list disbursement to coaches.
Step 11: A final Spring Eligibility Certification Report is generated by Director of Compliance and sent to all Athletic Eligibility Committee members.
Step 12: At the conclusion of the spring semester, coaches submit End of Year Delete Form for all student-athletes not returning for the upcoming year.
ROBERT MORRIS UNIVERSITY
COOPERATION, CONSCIENCE, COMPLIANCE... COLONIALS!
