NORTHWEST CONFERENCE BYLAWS Adopted Spring, 2007 Updated Fall, 2008 Updated Summer, 2009

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1 l.0 OPERATIONS NORTHWEST CONFERENCE BYLAWS Adopted Spring, 2007 Updated Fall, 2008 Updated Summer, The Constitution, Bylaws and Sports Procedures Manual form the operating code of the Conference. In the event of a conflict between the Constitution and the Bylaws, the Constitution shall supersede the Bylaws. The terms and provisions of the Sports Procedures Manual shall comply with the Constitution and the Bylaws. 2.0 MEETINGS 2.1 Agenda items are to be solicited by the chairs of Conference committees, boards, and councils no later than 30 days prior to the scheduled meeting and circulated prior to the scheduled meeting (two weeks preferred). 2.2 Any item not on the agenda needs a unanimous vote of those in attendance for inclusion on the agenda. 2.3 Each full member institution should be represented at all conference meetings. At least half of the members of all committees shall constitute a quorum. 2.4 The senior woman administrators shall meet twice annually, including immediately prior to the Board of Athletics Administrators meeting each fall. 2.5 The Conference S-AAC shall meet twice per year at a convenient time (preferably prior to Board of Athletics Administrators meetings) to advise the Conference on issues pertinent to student-athletes. The S-AAC president shall forward all minutes and proposals to the Commissioner for consideration by the Board at its next meeting. 2.6 Sports Committees must meet at least once a year at a convenient time to review sport policies and guidelines. The chairs of Sports Committees shall forward all minutes and proposals to the Commissioner and their athletics administrator liaison for consideration by the Board of Athletics Administrators. Commissioner and liaison are expected to attend sport committee meetings. 2.7 All recommendations from the sports committees must be filed with the chair of the Board of Athletics Administrators two weeks before any meeting in which action is taken, or the matter may be considered pro tempore. 2.8 The chair of the Board of Athletics Administrators shall forward all proposals for changes in the Sports Procedures Manual to the chair of the Board of Faculty Athletics Representatives and the Commissioner before any meeting in which action is taken (two weeks preferred). 3.0 AWARDS 3.l Trophies, All-Conference, and Championship Awards 3.l.l Awards shall be purchased by the Commissioner with funds from the Conference treasury. 3.l.2 In case of co-championships in any sport, duplicate trophies are to be awarded. 1

2 3.l.3 All-Conference Awards to be given in each Conference sport are listed on the NWC Awards chart (reviewed annually and updated as needed). 3.l.4 Coach of the Year Award shall be determined for each Conference sport Student-Athlete of the Year Award(s) shall be determined for each Conference sport. 3.2 Jane McIlroy/John Lewis All-Sports Trophy 3.2.l The NWC All-Sports Trophy, named the Jane McIlroy/John Lewis All-Sports Trophy, shall be awarded annually on the basis of placement in each Conference sport. Points are distributed on the basis of 20 points for first place and increments of 2 fewer points for each subsequent place. If a tie occurs, the average of the points for those places are awarded to each tied member. EXAMPLE l: points for 6 conference schools participating. EXAMPLE 2: points for 7 conference schools participating. EXAMPLE 3: points for 6 conference schools participating and a two-way tie for 2nd place. The winner of this trophy shall be the Conference member with the greatest point total for the academic year. 3.3 Scholar-Athlete Awards 3.3.l Varsity student-athletes who have achieved a cumulative GPA of at least 3.50 at the end of the academic year shall be recognized by the Conference The NWC Sports Information Director shall give each member institution NWC scholar-athlete certificates to recognize their scholar-athletes The NWC Sports Information Director will receive a list of all Conference award winners from each institution s athletics director or FAR, and will distribute the compiled list in a timely manner FARs will annually award a top Male and Female Scholar-Athlete from each campus criteria entirely at the discretion of each campus. Names will be solicited at the end of Spring terms by the Conference office. 3.4 Distinguished Service Award The intent of this award is to honor coaches, FARs, ADs, and other administrators who have given outstanding service to the NWC. Nominees for this award generally will be forwarded to the Board of Athletics Administrators through the institutional ADs or Commissioner The Distinguished Service Award normally is presented upon retirement, resignation or reassignment after at least fifteen years service to a member institution or the Conference. To be eligible for this award, service to the Conference must have extended through the academic year immediately prior to receiving the award. Voting by the Board of Athletics Administrators would normally occur at its January meeting. 4.0 FORMS on website and available from Conference office. 2

3 5.0 CONFERENCE COMMISSIONER DUTIES Northwest Conference Commissioner Position Description* The Northwest Conference (NWC) exists to promote, organize, and supervise intercollegiate athletics competition among member institutions in a way that encourages competition to be equitable, fair, amicable, enjoyable, and educational. The NWC commissioner serves as the chief administrative officer for the conference at the direction of the Presidents Council. The commissioner is primarily responsible for providing essential services to the membership, including but not limited to: guiding and supporting the governance process and strategic planning; development of sport schedules and championships; overseeing all NCAA and conference compliance; awards and recognition programs; budget and grant management; marketing, branding, and promotions of the conference and its philosophy; and the supervision of conference employees. The commissioner is expected to represent and advance the academic and athletic prestige of the conference, especially in policy and membership discussions at the NWC and NCAA Division III level. The commissioner also is expected to be an active and engaged presence on member campuses and at conference meetings and athletics events. A. Essential Functions Promote the general welfare of the Conference Represent the ethics and high ideals which motivate the Conference in its conduct of intercollegiate athletics to its various publics, such as the media, NCAA, other national organizations, other conferences, faculty, students, and families Provide assistance to the Presidents Council and other NWC governing bodies with the governance and strategic planning of the conference, including providing counsel and responding to requests of the Presidents Council on Conference and NCAA matters Serve as financial officer for the Conference - submit for Presidents Council approval an annual NWC budget Update and manage NWC constitution, bylaws, and sports procedure manuals (SPM) Conference Meetings Assist in the organization and scheduling of Conference meetings o Plan, conduct, and report on Conference meetings, assembling and submitting materials and agendas for Conference meetings o In conjunction with Chairs, issue the call for meetings and be responsible for the arrangements for the meetings o Be responsible for the distribution and retention of minutes for authorized Conference meetings o Serve as a non-voting member of all Conference committees unless otherwise specified o Visit annually each member institution, including periodic meetings with administrators and coaches B. Schedules, Championships, and Awards Work with sports committees at annual coach meetings (and other meetings when necessary) in the development of multi- year schedules which meet guiding principals established by the governance structure for each sport 3

4 Present proposed schedules to the Board of Athletic Administrators for approval Develop and manage championship schedules and assist host institutions with the execution of championships In conjunction with staff, coordinate and promote the Conference awards program C. NCAA and NWC Compliance Serve as Compliance Officer for the Conference, with initial responsibility for NCAA and NWC interpretations and rules enforcement o Serve as voting delegate of the Conference at NCAA meetings o Coordinate legislation for the Conference, represent NWC at NCAA meetings o Compile and report NCAA secondary violations on quarterly basis, and provide a summary report to NWC governing bodies o Develop and manage a comprehensive compliance program including enforcement of NWC rules o Provide rules education to membership including rules interpretation and dissemination of materials from the NCAA o Ensure coordination and completion of NCAA Conference Self-Study every five years, as well as implementation of any corrective action plans o Assist members in conduct of NCAA Institutional Self-Studies o Management of Medical Hardship Waiver program, and provide a summary report to NWC governing bodies o In conjunction with Financial Aid Officers, oversee annual financial aid review, report summary to Presidents Council D. Communication and Marketing Develop and manage the NWC website as the primary communication and marketing/branding tool for the conference Implement marketing/branding strategies which advance the academic and athletic prestige of the conference regionally and nationally Disseminate relevant materials from the NCAA, and other outside groups, to NWC governing bodies Administer ongoing conference business, including the biennial budget/staffing and missed class time reports and the annual NCAA Grant funds Other duties Supervise NWC Sports Information Director and Graduate Assistant Manage and evaluate contracted personnel (e.g., supervisors of officials), ensuring contracted personnel meet membership expectations Seek out and negotiate contracts with hotels and other vendors or business partners to financially benefit the membership and conference initiatives (e.g., equipment and championships) Advise the NWC Student-Athlete Advisory Committee Carry-out all ad hoc duties assigned by Presidents Council * - as reviewed by ADs, Presidents Council Executive Committee, and Commissioner Summer

5 6.0 PUBLICITY 6.l The home team shall report contest results to local media and to the NWC Sports Information Director, via the nwcsports.com website will be the primary vehicle for promoting and disseminating Conference information. 7.0 SCHEDULING 7.1 All Conference scheduling must be approved by the Board of Athletics Administrators at least one year in advance. 7.2 Under no circumstances shall Conference athletics contests be scheduled during the reading or exam periods or on the day of commencement of a participating Conference institution. Further, make-up contests due to weather or other unavoidable circumstances beyond institutional control or prediction may not be rescheduled to interfere with reading or exam periods or the day of commencement. The only permissible exceptions to this rule would be in those cases in which the contest would determine the Conference championship, and in these cases as well every effort must be made to arrange schedules to avoid conflicts with reading or exam periods or the day of commencement. Additionally, every attempt shall be made to insure that all Conference season-ending athletics events involving multiple teams and individuals are not scheduled during reading or exam periods or on the day of commencement of participating institutions. In those rare instances when such conference scheduling conflicts are unavoidable, the Commissioner will make the final determination of the Conference schedule. This determination will be made in consultation with the Board of Athletics Administrators and the Board of Faculty Athletics Representatives, if possible. The Commissioner shall annually report to the Presidents Council on Conference contests which will occur within the reading or exam periods or on a commencement date of conference institutions. 7.3 Coaches do not have the authority to change the time and/or date of a Conference contest. Changes to the time and/or date of Conference contest must have the mutual consent of the athletics directors involved, with final approval from Commissioner. In the event of disagreement among athletics directors as to a proposed time and/or date change, a request can be made to the Commissioner to mediate the dispute. 7.4 It is expected that all NWC contests will be completed as scheduled. Failure to fulfill scheduling obligations will result in the following: Per NCAA rules, should a Northwest Conference member fail to meet its league scheduling obligations (for reasons not including natural or national disaster or transportation failure), the contest is treated as a "no contest" with regard to official win-loss records and statistics. For Conference standings only, such no contests (i.e., forfeits) in league play shall appear as wins and losses in the respective records of the affected teams. The resultant Conference win-loss records will be utilized for the determination of standings in that sport and the NWC All-Sports Award. The forfeiting school may appeal to the NWC Commissioner with regard to any sanction applied according to this policy. 5

6 8.0 ENFORCEMENT 8.1 Game Conduct 8.l.1 An infraction relating to a game conduct rule shall be pursued under the following formal complaint procedures: The athletics director of the complaining member institution will submit a written statement of the complaint to the athletics director of the accused member institution with copies sent to all other athletics directors of the Conference and to the Commissioner. If not resolved by the Commissioner under interim procedures, then the resolution of the complaint will occur at the next Conference meeting with the athletics directors involved being able to defend their positions at the meeting. All formal complaints must be processed in writing to the accused member institution and all other members of the Conference within 48 hours of the competition involving the complaint. 8.2 Procedures for carrying out the provisions of Constitution Article X Penalties Any member may initiate a complaint. If any individual (student, coach, athletics director, faculty athletics representative, etc.) discovers an alleged violation at a Conference institution, including their own, the incident must be reported to their institution s athletics director. When the reported violation has occurred at another member institution the athletics director of the institution accused of the violation shall be contacted. Contact between institutions regarding a violation shall be made between athletics directors If a complaint can be settled by mutual agreement among athletics directors involved in the complaint, then the matter is settled when a written report of the mutual agreement is sent to the Commissioner Within 30 days of receiving a complaint which cannot be settled by mutual agreement among athletics directors involved in the complaint, a written complaint and response shall be submitted by the institutions involved to the Board of Athletics Directors. a Following consideration by the Board of Athletics Directors, a report, with recommendations for action, must be submitted by the Board of Athletics Directors to the chair of the Board of Faculty Athletics Representatives. b The Board of Faculty Athletics Representatives shall consider the evidence and the action recommended by the Board of Athletics Administrators. The recommended action may be amended. The recommendation of the Board of Administrators and any Board of Faculty Athletics Representatives amendments must be submitted to the Presidents Council. c Any penalties must be approved by a majority of the Presidents Council. 8.3 Procedures for carrying out the provisions of Constitution Article XII Financial Aid Each member institution s financial aid officer shall prepare financial aid data in a form which shall serve as an archival document for each of their institution s student-athlete and shall be sufficient to determine compliance with NCAA Division III financial aid regulations Each institution shall prepare and circulate to all Conference presidents annually a financial aid summary report of all freshman and transfer students in the two 6

7 . categories of student-athletes and non student-athletes. The items to be included in the report shall be selected by majority vote of NWC financial aid officers If any individual (student, coach, AD, FAR, etc.) discovers an alleged violation of Article XII Financial Aid, the incident must be reported to their institution s athletics director. If the athletics director decides to pursue the violation, their institutional director of financial aid must be contacted as a first step The financial aid director will seek a satisfactory resolution of the complaint. If the complaint can be settled by mutual agreement between financial aid directors, then the matter is settled when a written report of the mutual agreement is on file with the Commissioner and the athletics directors of the involved institutions Any reported violation which cannot be resolved by mutual agreement shall be settled by the procedures of of these Bylaws. 7

8 9.0 ALCOHOLIC BEVERAGES 9.1 No alcoholic beverages shall be sold on the premises of any athletics facilities while being used for NWC intercollegiate athletics events. 9.2 Officials of member institutions shall take the necessary steps to prohibit the consumption of alcoholic beverages by persons attending Conference intercollegiate athletics contests PASSES 10.1 The NWC Sports Information Director will obtain and distribute Conference passes to the athletics directors of each member institution. No other complimentary passes, tickets, or lists will be honored at Conference contests where admission is charged SPORTS LIAISON 11.1 Each Conference sport shall have an athletics administrator as liaison. The sports liaisons serve as the official link between the Sports Committee and the Board of Athletics Administrators. Commissioner and liaison are expected to attend sport committee meetings The duties of the sports liaisons shall include: - To be knowledgeable of the Sports Procedures Manual and all aspects of the sport s administration - To attend each Sports Committee meeting each year - To offer guidance and suggestions to the Sports Committee on potential SPM changes - To provide insight and feedback regarding AD and/or FAR interpretations or perspectives - To guide and assist the Sports Committee in the proper method for proposing policy changes - To prepare and present sports procedures proposals to the Athletics Administrators - To distribute Sports Committee minutes to Conference Commissioner and the Conference SID 8

9 12.0 SPORTS COMMITTEE CHAIR 12.1 Each Sports Committee shall select a chair to represent the Conference coaches in the conduct of Conference business. The chair shall be responsible for seeing that the policies in the Sports Procedures Manual are followed The duties of the Sports Committee Chairs are: To organize and chair the meetings called for by the Sports Procedures Manual, and to include the liaison and Commissioner in all conference calls, s or other correspondence among the Sports Committee regarding sports business To continually evaluate the sport s procedures, to prepare the sports procedures proposal form and submit it per instructions when changes are desirable, and to insure that the proper changes have been made in the Sports Procedures Manual after the adoption of new legislation To contact the sports liaison first, if there is an issue that may need the involvement of the Commissioner or athletics directors To work with the Sports Committee, the sports liaison and the Commissioner to design Conference schedules, which must be approved by the Board of Athletics Administrators at least one year in advance To conduct conference calls, or fax correspondence and voting as needed To evaluate new legislation in other sports in order to insure consistence among all Conference sports To keep and distribute minutes to Sports Committee Members and Sports Committee liaison The term limit for Sports Committee chairs is three consecutive years. 9

10 13.0 SPORTSMANSHIP POLICY 13.1 In accordance with the NCAA Principle of Sportsmanship and Ethical Conduct, it is the responsibility of each member institution to: promote character development of participants, to enhance the integrity of higher education and to promote civility in society, student-athletes, coaches, and all others associated with these athletics programs and events should adhere to such fundamental values as respect, fairness, civility, honesty, and responsibility. These values should be manifest not only in athletics participation but also in the broad spectrum of activities affecting the athletics program. It is the responsibility of each institution to: (a) Establish policies for sportsmanship and ethical conduct in intercollegiate athletics consistent with the educational mission and goals of the institution; and (b) Educate, on a continuing basis, all constituencies about the above policies In compliance with this Principle, each Northwest Conference member institution shall ensure that: The conduct before, during, and after competition of all those representing the participating institutions exemplifies the highest traditions of intercollegiate athletics Competition is conducted in a non-discriminatory manner that encourages enthusiastic support within the confines of good sportsmanship and fosters a positive attitude among spectators and participants in support of their teams Coaches and student-athletes are encouraged to abide by the letter and spirit of the playing rules and to be gracious in both victory and defeat, as both participants and as spectators The members of the Northwest Conference affirm their commitments to the principles of good sportsmanship set forth above through the adoption on the following policies It shall be the responsibility of the Athletic Director to review the NWC Statement on Sportsmanship with student-athletes, coaches, and game personnel prior to the start of each season in each sport and to share the Statement with the broader community as appropriate Athletic directors and head coaches shall set and maintain a high level of expectation among staff members and student-athletes regarding standards of conduct and good sportsmanship. Further, they shall by their own actions set an example for the implementation of such standards A statement on sportsmanship and fan behavior shall be posted at competition sites, included in all printed game programs, and read over the public address system prior to each contest The host institution shall provide and identify an administrator or game management supervisor at all home contests who shall be responsible for security of the field and bench areas, and who shall be able to summon assistance if necessary. This individual shall be made known to the appropriate members of the visiting team travel party It shall be the responsibility of such an administrator or supervisor to take action to maintain an atmosphere conducive to good sportsmanship The head coach shall be responsible for his/her behavior as a role model and for the conduct of all bench personnel. The Athletic Director or a designated 10

11 representative, other than the coach, shall be responsible for the conduct of other sideline or courtside personnel It shall be the responsibility of the Athletic Director to meet personally with any player, coach, or other game personnel ejected from an athletic competition to discuss the incident and any appropriate response. Any player, coach, or other game personnel ejected from an athletic competition shall be escorted from the site of competition to a secure area. It is suggested that a staff member from one of the competing institutions remain with the individual until the individual rejoins the team at the end of the contest It shall be the responsibility of coaches to ensure that no one leaves the bench area to become a secondary participant in any altercation or other incident All individuals associated with the NWC and/or its member institutions (e.g., administrators, coaches, game officials) shall refrain from making public comments of a negative or derogatory nature about other institutions, coaches, enrolled or prospective student-athletes, officials or the Northwest Conference Scouting: For all sports, a coach shall not send film, videotape, or give a written or verbal scouting report on a conference member to any institution outside the conference for the regular season and post season Individuals found to have violated this policy are subject to disciplinary action The commissioner shall be authorized to investigate cases involving unsportsmanlike conduct of any of the participants on teams representing member institutions If sufficient evidence is found that they have exhibited unsportsmanlike conduct, the commissioner shall be authorized to notify the member institution the participants or spectators represent and to work with the institution to impose such penalties as in the institution s and commissioner s judgment the case warrants In accordance with the Northwest Conference Sportsmanship Policy the following statement shall be read over the public address system prior to all NWC contests and championships Game Statement Text Ladies and Gentlemen: Please join [School Name] and the members of the Northwest Conference in our commitment to be good sports. We believe that all student-athletes, coaches, and spectators should strive to represent the very best spirit and tradition of intercollegiate athletics. We request your cooperation by supporting the participants and officials in a positive manner. Please be advised that profanity; sexist, ethnic, or racial comments; or other intimidating actions directed at officials, student-athletes, coaches, or team representatives will not be tolerated and are grounds for removal from the site of competition. Thank you The statement shall also be posted at the playing site and published in game programs if such are provided. It is suggested that the statement be posted at the 11

12 entrance(s) to the competition site and at the ticket window(s) if admission is charged The statement may be adapted to circumstances specific to the host institution; however the spirit and intent of the statement should be retained. (Adopted Spring 2004) 14.0 AMENDMENTS 14.1 These Bylaws may be amended by a two-thirds affirmative vote at a meeting of the Board of Faculty Athletics Representatives and subsequent ratification by the Presidents Council. Any amendments must be submitted in writing as an agenda item to the chair of the Board of Faculty Athletics Representatives and Commissioner no later than 30 days prior to an official meeting of the Board of Faculty Athletics Representative. 12