Administrative Matters
Contract Extensions of Director of Athletics, Senior Athletics Administrators, and Head Coaches
The University’s Statement of Principles for Intercollegiate Athletics specifies that the NCAA faculty athletics representative, who also chairs the Faculty Board on Athletics, “serves on search committees for senior athletics administrators and head coaches.” Reflecting the spirit of this provision, the Faculty Board on Athletics, at its January 28, 2003, meeting, expressed its sense that the chair of the board should be consulted by the president concerning any proposed contract extension for the director of athletics, and by the director of athletics concerning any proposed contract extension for other senior athletics administrators and head coaches. (The consultation contemplated by the board in no way implies that such contract extensions require the chair’s approval). In subsequent meetings with the chair of the board, both the president and the director of athletics agreed to so consult.
Drug Testing Oversight Committee
The chair of the Faculty Board on Athletics appoints one member from among the other appointed or elected tenured and tenure-track faculty members on the board to serve as the board’s assigned representative to the University’s Drug Testing Oversight Committee.
Internal Board Policies and Practices
Attendance at Meetings
Any board member unable to attend a scheduled meeting should notify the chair. The Faculty Board on Athletics’ recorder will attend all meetings. In order that each constituency is effectively represented on the Faculty Board on Athletics, members who are not discharging their duties properly or have excessive absences without reasons approved by the chair will forfeit their membership. The chair is authorized to recommend to the entire board that a member be replaced in such instances.
Agenda
The chair prepares the agenda for board meetings and distributes it to members prior to the meeting. Any member of the faculty or of the board may ask that a particular item be added to the agenda. Such a request should be communicated to the chair at least one week before the scheduled meeting.
Minutes
From the notes created by the recorder, the chair drafts the minutes of the board’s meetings. Once approved by the board, these minutes become the official minutes. The chair then posts the minutes on the board’s website for the benefit of the University community.
Listserv and Conference Calls
Votes may be taken between meetings through the board listserv or through conference calls. Membership of the listserv is limited to voting and non-voting members of the board and to the regularly observing associate athletics directors. The chair of the board serves as list administrator. The listserv operates as a non-archived (except by the chair) and unedited list. In seeking board action through the listserv, the chair sets a firm voting deadline, one that allows at least two business days for discussion and voting. Board members must vote through a message to the listserv containing the word “vote” in the subject line. Any vote may be changed before the deadline. Voting is deferred to a meeting or conference call if at least two voting members so request through a message to the listserv containing the words “Request for discussion” in the subject line. At any time before the deadline the chair may defer a vote to a meeting or to a conference call. (See minutes of March 30, 2004, Appendix A.)
Confidentiality
The board routinely discusses a wide range of topics—some confidential, some not. Certain matters, such as the academic or disciplinary records of identifiable individual student-athletes, demand confidentiality on the part of all board members. Other matters, such as discussions about policy, often present board members with the opportunity to poll their faculty constituencies for advice. All confidential written materials in the possession of board members should be kept in a secure location or left at a board meeting to be destroyed by the chair.
Reports to the Board
At regular intervals, the board hears reports or updates, including from the following:
Director of Athletics: the director of athletics, directly or through associates, reviews with the board proposed NCAA legislation and keeps the board informed regarding significant NCAA and conference issues, including changes in policy, investigations, and violations. Annually, the director of athletics presents a report on the number of student-athletes residing off-campus. As the fall semester progresses, the director of athletics informs the board of the University’s position in the bowl championship series, possible bowl invitations and prospective opponents.
Vice President for Student Affairs: The vice president for student affairs informs the board regarding disciplinary issues generally and, annually, reports on the conduct of student-athletes living off-campus. Because of the confidential nature of this information, the identities of individual students are never revealed in such discussions.
Director of Academic Services for Student-Athletes: Annually, the director of academic services for student-athletes provides to the board an academic profile of the student-athlete population, including with regard to size, ethnic and gender diversity, levels, colleges and majors, and, for each varsity team, SAT/ACT scores and grade-point averages. Each semester the director of academic services for student-athletes presents to the board a summary of the academic performance of student-athletes. This report includes grade-point averages for each team and the number of student-athletes on the dean’s list, on probation, or dismissed. Annually the director of academic services for student-athletes reports summarily on the academic performance of fifth-year student-athletes (including grade-point averages and courses taken) and of student-athletes residing off-campus.
Rounding
The minimum grade-point averages required for maintenance of fifth-year eligibility must be achieved without the benefit of “rounding”. (See board minutes for the meeting of March 28, 2003.)
Website
To better inform the campus community, the Faculty Board on Athletics maintains a website on which can be found a list of board members, minutes of board meetings, and other matters related to the activities of the board. The website’s address is https://fba.nd.edu.
Team Liaisons
To facilitate communication and exchange between the coaches, student-athletes and the board, each faculty and student board member is responsible to serve as a liaison to a given number (typically 2-3) of athletics teams. Through informal meetings with the coaching staff and teams as well as attendance at practices and games, board members look to gain a better understanding of the unique responsibilities, demands, and interests of student-athletes and coaches at the University.
Banquets and Bowl Games
In the spring semester, board members are invited to the annual Outstanding Student-Athletes Celebrating Achievements and Recognition Showcase (O.S.C.A.R.S.), which honors student-athletes for their accomplishments on the field and in the classroom. Board members are also invited to a number of sports banquets held throughout the year. In some years, the president invites board members to attend a football bowl game as his guests.
Meeting with New Head Coaches
To promote understanding and cooperation between the athletics program and the board, the chair of the board invites new head coaches, shortly after their appointment, to meet with board members. At these meetings, head coaches have the opportunity to discuss their views on the academic, student-welfare, and other aspects of athletics at Notre Dame.