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3.2.11 Control of Intercollegiate Athletics PDF Print E-mail
Friday, 04 September 2009 15:18

3.2.11 Control of Intercollegiate Athletics

The institution's chief executive officer has ultimate responsibility for, and exercises appropriate administrative and fiscal control over, the institution's intercollegiate athletics program.

Responsible Unit: Division of Academic Affairs/Athletics

Compliance Judgment

Compliance

Narrative

The chancellor of North Carolina Agricultural and Technical State University (A&T) has ultimate responsibility for, and exercises appropriate administrative and fiscal control over, A&T's intercollegiate athletic program. According to The University of North Carolina Policy Manual: 1100.1[1], the Board of Governors has delegated the responsibility for intercollegiate athletics to the chancellors under The Code's Delegation of Duty and Authority. As the chief executive officer, the chancellor is actively involved in the direction and oversight, either directly or through designated representatives, of the intercollegiate athletics program. The chancellor's responsibility for and control over the university and its budget is codified in Chapter V, Section 502 of The Code of the Board of Governors of The University of North Carolina [2]. The administrative and executive head of each constituent institution shall be the chancellor, who shall exercise complete executive authority therein, subject to the direction of the president. The chancellor's job description further documents his responsibility for administering policies, supervising expenditures, and developing long-range plans [3]. These duties include the oversight of intercollegiate athletics. The chancellor's specific responsibilities for oversight are found in the UNC Policy Manual [1]:

A&T is a member of the Mid-Eastern Athletic Conference (MEAC) [4], a National Collegiate Athletic Association (NCAA) Division I conference [5], and abides by the rules and regulations of both organizations. The football team competes in the Football Bowl Subdivision. NCAA Constitution, Article 2.1.1, requires the chancellor to be responsible for all aspects of athletics program administration, including approval of the budget and audit of all expenditures [6]. A&T's chancellor serves as a member of the Council of Chief Executive Officers of the MEAC in accordance with the MEAC Constitution & Bylaws and Operating Manual 1.7 Article VII, which stipulates that the Council of Chief Executive Officers of the conference be composed of the chief executive officers of each member institution [7].

NCAA Article 6.3.1 requires that, once every ten years, member institutions conduct a self-study focused on compliance with NCAA Operating Principles, including compliance with the requirement that the president provide adequate supervision of the athletic program [8]. A 2002 self-study conducted by A&T confirmed compliance [9]. A hardcopy of the 2002 self-study of the intercollegiate athletics program is maintained by the Department of Athletics.  A&T will conduct its next self-study of intercollegiate athletics program in 2011. Additionally, in compliance with NCAA Bylaw 30.3, the chancellor certifies each academic year that A&T is in compliance with NCAA rules [10].

Administrative Control: The chancellor has delegated oversight of institutional and conference activities relating to intercollegiate athletics to the director of intercollegiate athletics. The director is appointed by, reports to, and serves at the pleasure of the chancellor, and is evaluated annually in accordance with EPA Non-Faculty Performance Evaluation Policy [11]. The A&T organizational chart documents that the director of intercollegiate athletics reports directly to the chancellor [12]. The position description for the director of athletics [13] clearly states that the director is responsible for assuring that the intercollegiate athletic programs are conducted in compliance with such rules, regulation, constitution, and bylaws of the NCAA. The Board of Trustees Committee for Athletics was created in fiscal year 1991-1992. The committee serves as a conduit for the chancellor to report information regarding athletics to the Board of Trustees at large. The committee meets prior to each regularly scheduled meeting of the board. The director of athletics briefs the chair of the committee on relevant and timely athletics issues, and the chair in turn reports to the full Board of Trustees. The committee provides direction and advice regarding the function of the Athletics Department.

In addition, A&T has the Chancellor's Advisory Committee for Athletics (CACA) to provide additional advice and oversight of the intercollegiate athletics program [14]. The faculty athletics representative (FAR) serves as chair of CACA. The board advises the chancellor on immediate and long-range planning, compliance, budgeting, scheduling, and other matters of importance to the program. In accordance with the NCAA 6.1.2.1 of the NCAA Manual [15], the board membership consists of a majority (11) of faculty and administrative members including the director of athletics, the vice chancellors for business and finance, and student affairs; the president of the Student Government Association; and four at-large positions. The special assistant to the chancellor and senior woman administrator is an ex-officio member of the board. The board meets three times each semester and/or as needed, and reports directly to the chancellor. Minutes of the CACA meetings are maintained by the FAR.

The associate athletics director for internal operations and compliance, in conjunction with the Student Financial Aid Office, assures that the awarding of student-athlete scholarships or educational grants-in-aid is per NCAA Bylaw, Article 15 [16]. Student athletes' academic progress is monitored by the assistant athletics director for student services in conjunction with the university Registrar's Office, with the oversight of the associate athletics director for internal operations and compliance. Student athletes must meet all applicable eligibility requirements, and that eligibility be must be certified by the university, to represent the university in intercollegiate athletics competition. The CACA has four standing committees to help oversee compliance. The committees are compliance, budget and finance, equity/student welfare, and academic monitoring [17].

The chancellor is responsible for insuring that all actions taken by the Athletics Department are consistent with institutional, conference, and association rules and regulations. The FAR and the director of athletics are administratively accountable to the chancellor for the actions of the department, and the athletics coaches report directly to the athletics director [18].

Fiscal Control: The budget process is initiated by the athletics director (AD). It begins in the fall with the convening of the University Tuition and Fees Committee [19]. Student fees account for 65% of the Athletics Department's revenue budget. Expenses are identified and any increase in the athletics fee is based on the projected need and the estimated other revenue. The expenditure budget is approved in June. The AD approves and compiles budgets from each of the coaches by sports activities. The budget is submitted to the Department of Auxiliary Services, the financial manager for athletics. After review and approval by auxiliary services, the budget is presented to the vice chancellor and the assistant vice chancellor for business and finance. Upon final approval by the vice chancellor for business and finance, the budget is posted by the assistant vice chancellor for budget and planning. That office notifies the AD that budgets have been posted and are available. Ultimately, the chancellor must approve the proposed budget for athletics before it is executed.

The Aggie Club, Inc., is the principal fund-raising arm of athletics [20]. The Victory Club Foundation is also a supporter of A&T athletics. The director for athletics development and executive director for the Victory Club Foundation are charged with fund raising and gift development to support the athletics budget [21]. The athletics development director reports to the vice chancellor for development and university relations [18]. All funds raised for and expended on athletics are subject to institutionally defined practices of documentation, review, and oversight.  All expenditures from any source for athletics are approved by the institution. Budget and audit procedures for athletics are consistent with those followed by the institution generally and with the provisions of the NCAA Constitution, Article 6.2 [22]. To further insure financial compliance, monthly financial statement meetings are called by the CACA. Minutes of the monthly financial statement meetings are maintained by the Department of Auxiliary Services.

Finally, the Office of Internal Auditing, which reports directly to the chancellor [12] and the Board of Trustees Audit Committee, is responsible for performing internal audits that further ensure the fiscal stability of the university, and provide management with information needed to promote accountability, integrity, and efficiency. The work of the office extends to periodic audits of intercollegiate athletics related to NCAA compliance. Additionally, the university Athletics Department is required to and does have an annual procedures review conducted by a qualified independent accountant as stated in the NCAA Constitution, Article 6.2 Budgetary Control [8]. The department has contracted with an independent accounting firm, RSM McGladrey, to conduct the 2009 review. On behalf of athletics, the Aggie Club and the Victory Club Foundation have annual independent reviews of their finances.

Supporting Documents

[1] UNC-GA, Code 1101.1, Intercollegiate Athletics

[2] UNC-GA, Code, Chapter V, Section 502

[3] Job description, Chancellor

[4] MEAC, Members List

[5] MEAC, History

[6] NCAA, Constitution, Article 2.1.1 Responsibility for Control

[7] MEAC, Constitution & Bylaws and Operating Manual

[8] NCAA, Constitution, Article 6.3.1, Self-Study Report

[9] NCAA, Letter of Certification, 2002 Self-Study

[10] Athletics, Annual Certification of Compliance for Academic Year 2008-2009

[11] EPA, Non-Faculty Performance Evaluation Policy

[12] Organizational Chart, A&T

[13] Job Description, Director of Athletics

[14] Athletics, Charge to the Chancellor's Advisory Committee

[15] NCAA, Manual 6.1.2.1, Composition of Athletic Board

[16] NCAA, Manual Bylaw, Article 15, Financial Aid

[17] Athletics, CACA Standing Committees

[18] Organizational Chart, Department of Intercollegiate Athletics

[19] Business & Finance, Tuition and Fees Committee

[20] North Carolina A&T State University Foundation, Aggie Club, Inc.

[21] North Carolina A&T State University Foundation, Victory Club

[22]    NCAA, Constitution Article 6.2, Budgetary Control

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Last Updated ( Tuesday, 26 January 2010 09:57 )
 

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