UR Policies & Procedures Manual

Procedure for Obtaining Excused Class Absences for Student-Athletes
Academic Progress Table
Summer School Attendance
Relinquishment of Athletics Grant-In-Aid
Academic Advising Notes
Student-Athlete Injury Hardship Application
Student-Athlete Data Base Information Form

Introduction

Article Six, Student-Athletes, is part of the University of Richmond Intercollegiate Athletic Policies and Procedures Manual. The purpose of this article (hereafter called manual) is to provide athletic coaches, athletic staff members, student-athletes and members of the University community a concise basic reference on matters about the student-athlete.

The materials and information presented here are a condensation of several policies, procedures, and references about University students and student-athletes. Please make a note of any information in the manual that conflicts with existing University, NCAA, or conference policies, procedures, or legislation. Submit noted conflicts or recommended changes and comments that may improve the manual to the Senior Associate Director of Athletics, Robins Center, University of Richmond, VA 23173. Key information submitted to the specific page, paragraph and line of text. Provide reasons for each comment to insure understanding and complete evaluation. Each page of this manual is numbered and dated to aid in revisions and additions.

Section 1. General Requirements for Student-Athletes
1. All University requirements for admission to and retention in student status apply equally to athletes.
2. Student-athletes should familiarize themselves with the academic regulations of the University, of their respective colleges, and of the departments from which they take courses, to be knowledgeable of the requirements for their particular degree.
3. All student-athletes will be entered on BANNER using Form SGASPRT. The addition or deletion of student-athletes to this form will be supervised by the Assistant Director of Athletics for Academics. The form will be updated as student-athletes join or resign from intercollegiate athletics teams. Data from Form SGASPRT does not appear on the transcript.
4. Student-athletes are expected to attend the classes in which they are enrolled, turn in all class assignments, and take all course examinations. Coaches will provide each student-athlete with official excuses for absence due to athletic trips. These excuses will be requested in advance by the coaches and approved by the dean of the college in which the student is enrolled (see Procedure for Obtaining Excused Class Absence for Student-Athletes Appendix 6-A). The student-athlete should present the approved excuse to the professor and arrange with the professor to make up missed class work. Rules about make up exams are the same for student-athletes as they are for all students. Student-athletes will also be excused from classes when the Assistant Director of Athletics for Academics makes an official request to the student-athlete's respective dean. Acceptable excuses are:
  1. personal illness or injury;
  2. death in the family; or
  3. personal reasons.
  The Assistant Director of Athletics for Academics will make requests for class excuses after consulting with the head coach, the Head Athletics Trainer, the student-athlete's family or the student-athlete.
5. The Office of the University Registrar reports the academic performance of each student enrolled at UR at the end of each term. Student-athletes' academic performance reports are sent to the dean of the student's college, the faculty academic advisor, the Assistant Director of Athletics for Academics, and the Senior Associate Director of Athletics. The Assistant Director of Athletics for Academics keeps the athlete's coach advised of academic progress. Included on this report may be an advisory notice stating dean's list, academic warning or academic probation. Such notices of status are based on standards established by the faculty and applied by the Registrar. In addition, in cases of deficient scholarship, the student's dean may take further action about academic probation or suspension according to the applicable faculty and University policies. (See Appendix 6-B, Academic Progress Table for detailed standards.)
6. Credit may be allowed for courses completed at other colleges and universities, including interim summer terms, to determine athletic eligibility of a student-athlete enrolled at UR. Advanced transfer work approval is required from the chair of the appropriate UR department, the dean of the college and the Assistant Director of Athletics for Academics to insure the acceptability of courses. The Registrar's Office will provide a form, Advanced Transfer Work Approval, to be used for prior approval of transfer course work. Student-athletes must also obtain additional approval if the intended transfer course is to fulfill a Field of Study requirement. A copy of the Fields of Study may be obtained from the Office of the Registrar. Courses completed at other colleges and universities without advanced approval can be evaluated for UR transfer acceptability. Ordinarily, for determining athletic eligibility, credit will not be allowed for extension and correspondence courses completed at other universities. Costs for courses taken at other institutions cannot be paid by the University of Richmond.
7. To be eligible for intercollegiate athletic competition, students will follow the credit hour and cumulative grade point requirements of UR, the appropriate conference and the NCAA. In addition, a student-athlete must be enrolled in a course of study leading to a degree and must be making normal, satisfactory progress. A student-athlete must declare a major after 48 semester hours/four semesters (NCAA and University requirements). Academic advisement is predicated upon completion of a baccalaureate degree within a four year period. Normal progress is defined as satisfactorily completing such courses as would be required of a student pursuing a degree program to be completed in a total of ten semesters.
Section 2. Enforcement of Academic Policy for Student-Athletes
1. The Registrar and the NCAA Faculty Representative must certify that each student who participates or will participate in an intercollegiate athletic event is eligible to participate under the rules of this code and other regulations of the University of Richmond and, when appropriate, the appropriate conference or the NCAA. On request the NCAA Faculty Representative and the Registrar will make available to the Athletic Council a report on the eligibility of student-athletes.
2. Immediately communicate any information having a bearing on the eligibility of any student to participate in athletics to the Assistant Director of Athletics for Academics and other officials needing the specific data. Faculty members are urged to provide information to the Assistant Director of Athletics for Academics on the academic performance and class attendance of student-athletes.
3. Dates of travel and names of traveling squads must be provided by the coaches through the Assistant Director of Athletics for Academics or the Head Coach to the dean of the college in which the athletes are enrolled, far enough in advance to allow the deans to approve and return the forms to coaches for distribution to the players. The student-athletes should have approved excuses before departing to present to their professors (refer to Appendix A).
Section 3. Recruitment of Prospective Student-Athletes
1. Adherence to Rules. Each coach at the University of Richmond is expected to recruit student-athletes within the limitations of his or her budget. The Department of Athletics policy is that coaches have a thorough knowledge of appropriate conference and NCAA rules. They are expected to conform to the rules that apply to each sport. The Director of Athletics will be responsible for all funds and expenditures incurred in the recruitment of prospective student-athletes.
2. University of Richmond Recruiting Guide and Regulations. Each coach is provided an individual copy of the University of Richmond Recruiting Guide and Regulations. Coaches are expected to understand and comply with the requirements in this publication.
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Section 4. Admissions for Student-Athletes and Processing Grants-in-Aid

The procedures used for the admissions for student-athletes and processing of athletics related grants-in aid are outlined in the University of Richmond Recruiting Guide and Regulations. This publication is updated on an as needed basis.

Section 5. Financial Aid to Student-Athletes
1. All financial aid related to athletics will be made available from institutional funds by standard procedures. Grants-in-aid are awarded to student-athletes by the Director of the Office of Student Financial Aid upon recommendation of the responsible designee of the Athletic Department (Director of Athletics or Senior Associate Director of Athletics).
2. To be eligible for and to keep an athletic grant-in-aid, each student-athlete must meet and follow all applicable regulations of UR, the appropriate conference and the NCAA.
3. Written notification of an award will be made to a student-athlete by the Director of the Office of Student Financial Aid. The communication must be clear about the amount of aid, the form it will take, the duration and the conditions under which the award is made. Outstanding financial obligations to the University by the student-athlete must be satisfied before subsequent awards will be made.
4. Athletic grants-in-aid may not be awarded for a period in excess of one academic year. Grants-in-aid normally will be renewed for subsequent years. Notice of the intent not to renew an athletic grant-in-aid will be reported in writing to that person before June 30 each year by the Director of the Office of Student Financial Aid. Cancellation or reduction of financial aid (in terms of UR, the appropriate conference and NCAA regulations) may be appealed by the student-athlete to the Director of the Office of Student Financial Aid.
5. Athletic grants-in-aid normally do not include summer session attendance. Only in those instances in which a student-athlete must attend a summer session to sustain progress toward a degree or to maintain academic eligibility for continued sports participation, will grant-in-aid support be recommended by the Assistant Director of Athletics for Academics to the Department's Summer School Committee (see Appendix 6-C).
6. Student-Athletes who voluntarily relinquish their athletic grants-in-aid must sign a Departmental form (Appendix 6-D) stating that they are doing this of their own free will. This form is kept on file in the Compliance Office.
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Section 6. Housing of Student-Athletes

If a student-athlete receives a full grant-in-aid scholarship it is expected that he or she will be assigned to University housing. Any exceptions to this arrangement must be granted in writing by the student-athlete's coach and approved by the Director of Athletics. An exception will be granted only if the student-athlete has significant reason for not using University housing.
Section 7. Housing Arrangements for Football Student-Athletes Before Scheduled Contests at Home

The custom of many major colleges is to house football student-athletes in motels away from their normal living quarters on the night before a scheduled game at home. The purpose is to keep the team together in quiet surroundings away from residence hall noise and other distractions. If such arrangements are made, it is expected that they will be made only on weekends and very close supervision will be given to the football student-athletes.

Section 8. Policy for "Walk-On" Student-Athletes

The head coach of each team must establish a written policy, approved by the Director of Athletics, concerning walk-on student-athletes (those not receiving athletic grants-in-aid). (These policies will be published and on file in the Director of Athletics' Office.) The "walk-on" policies will cover physical examinations, completion of historical forms, and general standards of athletic performance expected for the walk-on student-athlete to become a regular member of the squad. Return to top

Section 9. Policy on Supervised Study Program for Student-Athletes

All athletes are given an opportunity to improve their academic standing through participation in a staff supervised study program. This program makes available qualified tutors and other academic support services to student-athletes. The Assistant Director of Athletics for Academics will provide current information on the program through Academic Advising Notes (Appendix 6-E).

Section 10. Policy on Practice During Exam Week

The decision to practice during Exam Week rests with the student-athlete. It is up to the individual to determine if practice would interfere with his or her preparation for upcoming exams. Never during Exam Week is practice to be considered mandatory, unless it is the day before a contest. In this case the next day's exams would be rescheduled by the Dean. Coaches will refrain from asking student-athletes to reschedule exams or study sessions to accommodate practice schedules.
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Section 11. Policy for Student-Athletes Attending Summer School

To be eligible for Department of Athletics financial aid during the summer sessions a student-athlete must have been on athletics financial aid during the regular school year. Those who are eligible must submit a request with justification for attending and have this request approved by the Department's Summer School Committee (see Appendix 6-C). Justifications for attending summer sessions include: (a) academic difficulty with a cumulative GPA below 2.000; (b) deficient in hours; and (c) completing course requirements that could not be met during the regular academic sessions.

Section 12. Policy on Student-Athletes Use of University Telephones

Student-Athletes may not use Department of Athletics or University of Richmond telephone charge cards. They may not make telephone calls from their residence halls or other locations and charge to Departmental or University telephones.

Section 13. Policy on Student-Athletes Injury Hardships

NCAA regulations provide that a student-athlete may be granted an additional year of competition for "hardship," defined as that incapacity resulting from injury or illness provided certain conditions are met (see Appendix F for Injury Hardship Application). Applications for injury hardship will be completed (with all required attachments) and submitted to the Assistant Director of Athletics for Compliance immediately following completion of the season or at the end of the school year in the prolonged seasonal sports.
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Section 14. Policy on Departmental Student-Athlete Data Base Information

A completed and updated Student-Athlete Data Base Information Form (Appendix 6-G) on every student-athlete will be submitted to the Office of Sports Information at the start of every season of competition. Changes will be submitted as they occur during the season. The Compliance Office will be notified immediately when a student-athlete leaves or quits the team and when a student-athlete is added to the team.

Section 15. Policy on Reporting Red Shirt Status

At the end of each sports season the head coach will provide the Compliance Office a listing of all team members who did not participate in any games of competition and did not scrimmage against outside competition during the previous season.

Section 16. Policy on Senior Day Recognitions

All seniors will be recognized at their team's Senior Recognitions Activities. Those senior student-athletes who were red shirted or granted an additional year of competition because of illness or injury will be recognized again, if they return to use their final year of athletic eligibility.
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Section 17. Policy on Parking for Graduate Students, Student Employees and Student-Athletes at the Robins Center

Graduate students, student employees and student-athletes who either travel to away games or participate in activities in the ROBC may receive parking tickets while parked in the ROBC parking lots. Coaches and Department of Athletics employees are not authorized to give students permission to park in any area that they are not allowed by their parking permit to park.

Coaches must make arrangements directly with the University Parking Services (*8703) for parking of students vehicles during times they are traveling to away games. This should be done before each scheduled trip and the students informed where to park. Students may not be given or use a Media Parking Pass, Basketball Season Parking Pass, or any other type pass to park in the ROBC parking lots.

On days of special events, (such as home men's basketball games) vehicles displaying a temporary parking pass issued by University Parking Services, that would normally permit parking in the ROBC parking lot, may park in J-Lot across the road from the soccer complex. Coaches and Staff should discuss this policy with graduate students, student employees and student-athletes and have them comply with parking requirements. The Department of Athletics is not able to get waivers on payment of parking tickets or towing fees.

Section 18. Travel Policy for Injured Student-Athletes

Student-Athletes with injuries that preclude them from participating in intercollegiate athletics competition are restricted from any team travel that causes them to either miss academic classes or that adds expenses to the team travel (transportation and room costs). Student-athletes who are red shirting will typically be barred from team travel. Exceptions to this policy must be approved in writing by the Director of Athletics.

Section 19. Meal Plan

All full grant-in-aid recipients are funded to participate in the 19-meal plan during any period of their enrollment at the University. Exceptions may be approved by the Director of Athletics for a married student-athlete who resides off campus with his or her spouse.
Section 20. Goals Set for Graduation of Student-Athletes
The University of Richmond does not have specific goals set for graduation of students generally. The Department of Athletics has a goal that every student-athlete graduate in four years or at the completion of intercollegiate athletics eligibility.
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