Requests/Self-Reports Online and Bylaw Teams

Requests/Self-Reports Online and Bylaw Teams

Charnele KemperKris Richardson

Agenda

• Bylaw Team Model.• Interpretations Case Processing.• Review of Interpretations Data.• Reminders and Helpful Hints.• New Bylaw Team Model.• Feedback.

BYLAW TEAM MODEL

Bylaw Team Model

• Bylaw teams respond to requests for interpretations from all three divisions.

• Provide support to institutions, conferences and the NCAA national office staff.

Bylaw Team Model

• Teams organized by bylaw.– NCAA Bylaws 11/13.– Bylaw 14.– Bylaws 12/15/16.– Bylaws 17/20.

• Enables staff to develop more expertise.– Improved consistency of responses.– Improved identification of possible national issues.

INTERPRETATIONS CASE PROCESSING

Interpretations Case Processing

• What happens after you submit an interpretations case in Requests/Self-Reports Online (RSRO)?– Bylaw team lead reviews the case.

– Bylaw team lead assigns the case.

– Team member assigned to the case reviews and responds to the case.

Interpretations Case Processing

• What happens if the team member is unsure of the correct response?– Bylaw teams meet twice each week.

– Bylaw team leads and interpretations directors are available to discuss cases.

Interpretations Case Processing

• What if my question involves bylaws that are covered by different bylaw teams?– Bylaw team leads consider this when reviewing and

assigning cases.

– Each bylaw team has a liaison designated for consulting with other bylaw teams.

Interpretations Case Processing

• What if I disagree with the response provided?– Responses can be appealed through RSRO.o Appeal will be considered by the staff.o If staff agrees with response provided, the response

can be appealed to the appropriate governance group for the division.□ Example: » NCAA Division I Legislative Review and Interpretations

Committee.

REVIEW OF DATA

RSRO Interpretations CasesQuantity by Division, July 2013 – April 2014

2345

50%

1365

29%

97521%

Division I Division II Division III

RSRO Interpretations CasesQuantity by Bylaw, July 2013 – April 2014

Bylaw 11 Bylaw

12 Bylaw 13 Bylaw

14 Bylaw 15 Bylaw

16 Bylaw 17 Other

0

150

300

450

600

750

900

1,050

1,200

Division III Division II Division I

RSRO Interpretations CasesDivision I - Bylaw 13, July 2013 – April 2014

13.113.2

13.413.5

13.613.7

13.813.9

13.1013.11

13.1213.13

13.1413.15

13.1713.18

0

50

100

150

200

250

Division I

RSRO Interpretations CasesNormal vs. Urgent, July 2013 – April 2014

Division I Division II Division III0

500

1,000

1,500

2,000

2,500

1,899

1,101802

446

264

173

Normal Urgent

Division I Division II Division III0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

Normal Urgent

RSRO Interpretations CasesAverage Response Times per Quarter for 2013-14

1 2 3 40

300

600

900

1,200

1,500

Cases Submitted

1 2 3 40.00

0.50

1.00

1.50

2.00

2.50

3.00

Earliest Decision Time to Assign

REMINDERS AND HELPFUL HINTS

Use of RSRO for Interpretations

• All cases are assigned by bylaw team lead, or designee.• Ensures the staff experts are reviewing the

case.• Requests and responses are in writing.• Increases consistency of responses.• Staff can assess need for education and

guidance to the membership.

Case Submissions

• Inclusion of the following will expedite the review of the case:– Appropriate bylaw, interpretations and educational

columns; – All relevant facts; – Specific questions; – Notice of previous communication with conference

office or academic and membership affairs staff; and– Institution's analysis.

Case Submissions

• Include special circumstances regarding request (e.g., high profile issue).

• Follow up questions after a decision has been provided should be submitted via the communications tab, not the withdrawal/appeal/reconsideration tab.

• New questions regarding the case or similar scenarios should be submitted as new request on RSRO.

Response Time Standards

• Three to five business days for standard nonurgent cases.

• Cases that involve multiple bylaws or are otherwise complex may require more time.

Response Time Standards

• Staff expected to make initial contact with institution within two business days and provide status updates regarding timeline for response.

• Communicate customer service concerns to case manager, bylaw team lead or conference contact.

Out of Office Notification

Response Time Standards

• Two business days for urgent cases.

• Must include explanation of the circumstances necessitating the expedited review.

Response Time Standards

• Reasons to request an expedited review:– Pending competition;

– Pending departure;

– Start or end of a term; or

– Student-athlete well-being.

Response Time Standards

• Staff always tries to respond as quickly as possible, but may change designation from urgent to standard review.

• Appropriate use of the urgent designation helps ensure that genuinely urgent issues are prioritized by staff.

NEW BYLAW TEAM MODEL

New Bylaw Team Model

• Combines interpretations and legislative relief waivers into the same team.

• Federates interpretations and legislative relief waivers.

• Implementation – summer 2014.

Comparison of ModelsCurrent

• Interpretations for all divisions.– Bylaws 11/13 team.

– Bylaw 14 team.

– Bylaws 12/15/16 team.

– Bylaws 17/20 team.

• Legislative relief waivers.– One team for all divisions

and bylaws.

New• Interpretations and legislative

relief waivers.– Division I.• Bylaws 11/13/17 team.

• Bylaws 12/15/16 team.

– Division II.

– Division III.

• Interpretations.– Academics (all divisions).

• 4-4 transfer legislative relief waivers.– Division I only.

FEEDBACK

Feedback

What do like most about the bylaw team model and/or RSRO?

Feedback

What are some areas for improvement?