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9. Best Practices

Specific instructions to assist you in completing tasks.


Communicating with Students about Eligibility

Instead of reminding students to, "Make sure you get everything done!", give each student specific instructions.


Examples:
  • "Contact the registrar at your high school to send an official copy of your transcripts to OUAZ."

  • "Check your NAIA profile every other day to make sure no more incomplete tasks appear."

You can print and use this document to be specific with your students:


When you are assisting a student with getting back on track for future eligibility. Do not speak in terms that are definite. Always include phrases that imply that there is no guarantee that any solution will 100% work.


This is to protect you from any animosity if for any reason the situation becomes more complicated, the student didn't execute correctly, or you make a mistake in guidance.


The best solution is always to do it right the first time and to work beyond the minimum requirements.


Examples:
  • "It looks like you need to pass 12 hours over the summer to meet the 24-hour rule. You have some options between Sophia/Straighterline and junior college courses. Be advised that this is your best option, but there is no guarantee that this solution will work 100%. There are nuances in GPA, hours earned, transferring in equivalent courses, and repeat courses."


When you are speaking with students about their eligibility use the OUAZCompliance.com website as a reference. Instead of having to remember all the rules, utilize the tools created to support you.


Examples:
  • Student: "Coach I have some questions about my eligibility. How many hours do I need to be enrolled in?" Coach: "Great question! Let's check out the OUAZCompliance.com website to make sure we are both on the same page while we make a plan."


 

Program Leader Best Practices

  • Be aware of new rules that the NAIA is implementing.

  • Don't be afraid of the governing agency Handbooks. They aren't too difficult to understand.



To Students:

  • Repeat phrases to remind and keep specific concepts at the top of their mind

Examples:
"Before you add or drop courses, talk to me first."
"Review the information on the Compliance website so you know how to be eligible in the future."

With the Director of Compliance:

  • Keep the DOC apprised of any changes in information, updated on students activities concerning documents, and notified of potential obstacles.

Examples:
"We have a student who committed late. He is in the process of getting all his paperwork completed. His NAIA ID is XXXXXX."
"We have the opportunity to play a game the day before our first contest. Is it possible to move up our eligibility certificate submission?"
"For the confirmation meeting, a few of our student's won't be able to be present. What options do they have to hear their names read out loud?"

Keep evidence to show that you are working to maintain compliance:

  • Mistakes happen! Its only human, but the more evidence and documentation we have to show that we were trying not to make mistakes or that we have systems in place to minimize risk help us get back on track.

Examples:
Keep accurate participation records for non-statistic contests.
Review your team's statistics for participation records regularly during the season. Its harder to change stats later in the season.
Know your student's eligibility status at all times. If you are unsure, play it safe. Ask the questions, check the information.

This is one reason that I prefer email communication. It provides a time stamp and paper trail for our records.


Remember, no knowing is not an excuse for violating rules.



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