Student-Athlete Handbook

SUMMARY OF NCAA REGULATIONS - DIVISION I

This summary of NCAA regulations contains information about your eligibility to compete in intercollegiate athletics.

If you have questions, please stop by the Office of Compliance in 166 Alumni Arena or refer to the 2012-2013 NCAA Division I Manual, which you can review online at http://www.ncaapublications.com/productdownloads/D113.pdf. Click here for the complete summary of NCAA Rules. You can also review the powerpoint shown at your team compliance meeting here- Summary of NCAA Rules 12-13 complete version.

Ethical Conduct—Gambling

You must compete with honesty and sportsmanship at all times so that you represent the honor and dignity of fair play. [Bylaw 10.01]

You are not eligible to compete if you:

  • knowingly provide information to individuals involved in organized gambling activities concerning intercollegiate athletics competition;
  • solicit a bet on any intercollegiate team;
  • accept a bet on any team representing the institution; or
  • participate in any gambling activity that involves intercollegiate or professional athletics, through a bookmaker, a parlay card or any other method employed by organized gambling. [Bylaw 10.3]

You are not eligible to compete if you have shown dishonesty by evading or violating NCAA regulations. [Bylaw 14.01.3.3]

DO NOT INVOLVE YOURSELF WITH ANY KIND OF ONLINE GAMBLING ON PROFESSIONAL OR COLLEGIATE ATHLETICS.  DO NOT PARTICIPATE IN POOLS, BRACKETS OR ANY OTHER FOR OF RECREATIONAL OR CASUAL GAMBLING.  DO NOT PARTICIPATE IN ANY TYPE OF FANTASY FOOTBALL, BASEBALL, HOCKEY ETC LEAGUE IF THE LEAGUE INVOLVES ENTRY FEES AND/OR ANY TYPE OF PRIZES FOR THE WINNERS.

Amateurism

Some of our upperclassmen who still have remaining eligibility may have agents contacting them for the purposes of representation for a future professional athletics career.

BE VERY CAREFUL BECAUSE A VIOLATION OF NCAA AGENT RULES WILL RENDER YOU 100% PERMANENTLY INELIGIBLE. 

What does this mean? 

  • No more collegiate eligibility at UB…you’d be done for good. 
  • No more athletic aid at UB…how will you finish your degree and pay your rent, bills, food?

What should I do?

  • Direct all agents to the Compliance Office so we can have them register with us…we want all of their information on file.
  • Work with your Coaches and the Compliance Office if you have questions.
  • Do not commit in writing OR verbally—“yes, you will be my agent next year” = permanently ineligible.  “I will contact you next year to discuss my career and my representation, thanks for meeting with me.” = OK
  • Take NOTHING from anyone other than your family!  NOTHING…no gifts, meals, transportation, tickets, etc.
  • ASK…ASK…ASK…never assume you know the answer to questions in this area.  The Compliance Office will get you any information you need but you need to ask!

A student-athlete shall lose his or her amateur status and shall not be eligible for intercollegiate competition in a particular sport if:

  1. The student-athlete or family member negotiates, signs or enters into any written or oral agreement with an agent for representation at that time or in the future.
  2. The student-athlete or family member accepts or receives any extra benefits from an agent or anyone who wishes to represent the student-athlete.
  3. The student-athlete signs a contract or commitment of any kind to play professional athletics, regardless of its legal enforceability.
  4. The student-athlete competes with a professional sports team or competes as a professional in an individual sport and receives any compensation for participation.
  5. The student-athlete receives, directly or indirectly, a salary, reimbursement of expenses or any other form of financial assistance from a professional sports organization based upon athletics skill or participation, except as permitted by NCAA rules and regulations.
  6. The student-athlete uses his or her athletic skills for pay or promise of pay.
  7. The student-athlete shall be ineligible if he or she (or his or her relatives or friends) accepts transportation or other benefits from any person who represents any student-athlete in the marketing of his or her athletics ability. The receipt of such expenses constitutes compensation based on athletics skill and is an extra benefit not available to the student body in general.
  8. You are not eligible in any sport if, after you become a student-athlete, you accept any pay for promoting a commercial product or service or allow your name or picture to be used for promoting a commercial product or service. [Bylaws 12.5.2.1 and 12.5.2.2]
  9. You are not eligible in any sport if, because of your athletic ability, you were paid for work you did not perform, paid at a rate higher than the going rate or were paid for the value an employer placed on your reputation, fame or personal following. [Bylaw 12.4]

Player Agents

If, at any time, you have any dealings with an agent you will immediately become permanently ineligible. This means that you may not enter into any agreement—written or oral—with an agent, nor may you accept any money or material goods from such a person, even if you agree to repay it as a “loan” later. The University at Buffalo has a panel in place to advise student-athletes who want to enter professional athletics after leaving the university. Check with the Office of Compliance if you have such plans.

The State of New York has a law (http://www.dos.ny.gov/licensing/lawbooks/AthleteAgents.pdf) that regulates the interaction of Professional Sports Agents with student-athletes. This law may impact you in several ways. First, you should understand that all persons acting as an agent must be registered and approved by the State of New York. Even if you or your representative initiates the contact with the “agent”, an unregistered agent has only seven days in which to register with the State. Secondly, agents are not allowed to furnish you or any other person or agent with anything of value prior to the signing of an agency contract.

In addition, all agency contracts must contain the following information:

  • The amount the agent is charging you as well as any other consideration paid or due the agent from any other source for the signing of the contract or any other services provided.
  • The name of any person not on the agent registration who will receive compensation related to the signing of the agency contract.
  • A description of the services provided to you.
  • A description of the expenses that you agree to reimburse.
  • The duration of the contract.
  • The date of execution of the contract.

The Warning to Student Athlete must also be included in the agency contract and includes the following information:

  • Signing a contract may cause you to lose your eligibility.
  • You and the agent both must notify the Athletic Director within 72 hours of entering into the contract or before your team’s next scheduled contest whichever comes first.
  • You may cancel the contract within 5 (five) days of signing but this is NOT cause for reinstatement of eligibility.
  • You may void contracts not conforming to the legislation (however this is NOT cause for reinstatement of eligibility.)
  • The agent must provide you with a copy of the contract at the time of its execution.

Disability Insurance

In October 1990, a disability insurance program was initiated for exceptional student-athletes at National Collegiate Athletic Association (NCAA) institutions in the sports of football and men’s basketball. In April 1991, the program was expanded to include exceptional student-athletes in the sport of baseball. In June 1993, exceptional student-athletes in men’s ice hockey became eligible for the program. In August 1998, coverage became available to exceptional student-athletes in the sport of women’s basketball.

The program enables qualifying student-athletes, as approved by the program administrator, to purchase disability insurance contracts with preapproved financing, if necessary. This program provides the student-athlete with the opportunity to protect against future loss of earnings as a professional athlete, due to a disabling injury or sickness that may occur during the collegiate career.

Student-athletes with remaining athletics eligibility at NCAA institutions in the sports of intercollegiate football, men’s or women’s basketball, baseball, or men’s ice hockey, who have demonstrated they have professional potential and are projected to be selected in the first three rounds of the upcoming National Football League or National Hockey League draft or the first round of the upcoming National Basketball Association, Women’s National Basketball Association or Major League Baseball drafts are eligible for this program.

Financial Aid

You are not eligible for intercollegiate athletics participation if you receive financial aid other than the financial aid that your institution distributes. However, it is permissible to receive:

  • money from anyone upon whom you are naturally or legally dependent;
  • financial aid that has been awarded to you on a basis other than athletic ability; or
  • financial aid from an entity outside your institution that meets the requirements specified in the NCAA Division I Manual. [Bylaw 15.01.3]

You must report to your institution any financial aid that you receive from a source other than your institution. However, you do not need to report financial aid received from anyone upon whom you are naturally or legally dependent.

Athletic Scholarships

You may have been awarded a grant-in-aid to attend the University at Buffalo based upon your athletic ability. Frequently referred to as an athletic scholarship, this aid may range from a partial amount of money to a full grant covering tuition, fees, room, board and textbooks.

Please read the following information regarding grants-in-aid carefully.

  1. An athletic scholarship may not exceed the cost of tuition, required fees, room, board and books for a single academic year. Partial scholarships may also be awarded.
  2. Athletic scholarship renewals for the following academic year must occur on or before July 1 prior to the academic year in which it is to be effective. [Bylaw 15.3.5.1]
  3. If your scholarship is not renewed, NCAA rules mandate that you be provided with the opportunity for a hearing to review the reduction or cancellation of your athletic scholarship. [Bylaw 15.3.2.4]
  4. It may be recommended that your grant-in-aid be reduced or canceled if you fail to:
     

    Academics

    • I become ineligible for competition
    • I fail to attend class and/or scheduled academic meetings (e.g., advisor, tutor, mentor)
    • I fail to meet required study hall hours on a weekly basis
    • I fail to meet progress towards degree standards
    • I engage in any form of academic misconduct (e.g. plagiarism, cheating on exam, academic fraud)

    Behavior

    • I am involved in any incident that results in suspension of games, per the UB Athletics student-athlete code of conduct
    • I have a positive drug test from either the UB Athletics or NCAA drug testing program
    • I violate the campus code of conduct or violate local, state or federal law(s)
    • I violate NCAA rules
    • I engage in repeated acts of insubordination, disrespect of staff members or teammates, or intentionally fail to fulfill my obligations as a student-athlete
    • I engage in serious personal misconduct, including but not limited to acts of moral turpitude that may reflect adversely upon the reputation or public perception of the University or its athletic program

    Team Policy/Other

    • I fail to be on time and/or am late for any required meeting, practice or strength and conditioning session
    • I engage in any act that is detrimental to the team (e.g., fighting, theft, dishonesty, vandalism, etc.)
    • I repeatedly violate other team policies
    • I am suspended or withdraw from any regular academic term for any reason
    • I quit my team or otherwise voluntarily withdraw from team activities
    • I receive other aid that causes me to exceed my individual or the team limit as defined by the NCAA

     
  5. Your scholarship must be reduced if you:
    • sign a professional sports contract for this sport,
    • accept money for playing in an athletic contest that causes one to exceed the cost of a full grant,
    • agree to be represented by an agent and accept money that causes one to exceed the cost of a full grant-in-aid or
    • receive other aid that causes one to exceed their individual limit.

Failure to satisfy any of the above conditions constitutes a voluntary decision by the student-athlete not to participate in the athletic program and can result in the termination of a grant-in-aid. Insufficient athletic ability, the failure to make a team, or illness/injury, which prevents participation, will not result in the termination of a grant-in-aid for the term of the agreement.

Note: If you believe your grant-in-aid has been canceled or reduced unjustly, you may appeal the university’s decision under the provisions of NCAA Bylaw 15.3.5.1 Any hearings regarding cancellation or reduction of aid are coordinated by the Office of Judicial Affairs. Your nonrenewal or cancellation letter will outline specific procedures you must follow in order to receive your hearing. You will forfeit your right to a hearing if you do not meet the 14 day deadline, as stated in your athletic grant in aid non-renewal or cancellation letter.

  • Any questions regarding the terms of your financial aid agreement may be addressed to your coach or the Compliance Office.
  • If an athlete becomes ill or is injured as a result of participation in any university activity, his or her scholarship cannot be withdrawn in that academic year. The student must follow all prescribed rehabilitation recommendations, and must attend all rehabilitataion appointments as prescribed by UB Sports Medicine.
  • All student-athletes are permitted to earn income through part-time employment. Athletes who begin working anytime during the academic year must see Linda Glose.
  • An athletic scholarship recipient cannot receive countable financial aid from other sources that exceed the total, including the scholarship, of a full grant-in-aid. Any student-athlete who receives an “outside grant” must report this information to Linda Glose in the Compliance Office.
  • If you are a non-scholarship athlete who has been offered an athletic scholarship for an upcoming semester by your coach, please keep in mind that your coach, the sport administrator and the Athletic Director will review your academic history and performance prior to awarding an athletic scholarship. Scholarships will not be given to any walk on with failing grades, incompletes or other issues with academic performance. Scholarships are a privilege, and not a right. UB Athletics reserves the right to determine which athletes will be placed on athletic aid.
  • Copies of UB Financial Aid Agreements and NCAA regulations are available to any student in the Compliance Office.
  • An athlete on a full or partial scholarship may receive some or all of the following scholarship benefits:
    1. Tuition: paid directly to the university, not the student-athlete.
    2. Required fees: paid directly to the university, not the student-athlete.
    3. Required books: no payment is made to the student-athlete. Payment is made directly to the University Bookstore. (See section on Textbook Policies)
    4. Room and board: Student-athletes living on campus will have their full or partial awards paid directly to the Office of Student Accounts. Student-athletes receiving a full grant-in-aid and living off campus will receive refund checks for the value of a double room and the Gold Meal Plan (if not taken). Refunds will be issued to off-campus student-athletes three times per semester. The first check will be issued at the beginning of the semester, the second will be issued the first week of October and the third check will be issued the first week of November. (See section on Room and Board).
  • The following university charges are not covered by a University at Buffalo athletics grant-in-aid:
    1. Long distance phone charges made from your dorm room (or anywhere else)
    2. Cost of treatment for nonathletically related injuries
    3. “Consumable university charges,” which can be anything from lab fees for breakage to non-required field trips
    4. Library fines
    5. Fines for damage to university property, including your dorm room
    6. Key deposits or replacement of a lost residence hall key
    7. Replacement costs for a lost student ID
    8. Vehicle registration fees
    9. Parking stickers or parking fines
    10. Loss of issued athletic equipment

Summer School Grant-In-Aid

Summer financial aid is made available by the Division of Athletics annually and is awarded on a gender-neutral basis to student-athletes who meet the NCAA criteria for receiving the summer financial aid.

Summer financial aid is awarded in accordance with NCAA legislation and cannot be awarded in excess of the percentage of GIA received during the previous academic year.

Summer financial aid is a separate award from those received during the regular academic year and is awarded at the discretion of the Director of Athletics. Decisions made by the Director of Athletics will be based on recommendations of the Academic Advisor, Sport Administrator and the Head Coach.

Applications for summer grant-in-aid will be considered in the following order:

  1. Major Courses required for graduation offered only in the summer sessions. Summer school aid will not be given for courses in a student's minor, for double majors, or for courses not required for graduation.
  2. Course work necessary to ensure graduation following the SA’s 4th year of enrollment
  3. Course work necessary for purposes of maintaining/ensuring eligibility.

DOA will take into consideration student athletes who have received summer school aid previously and evaluate additional awards based on need and availability of funds. Student-athletes are not guaranteed to receive summer athletic aid. *Please note, student-athletes receiving summer aid still may owe money for housing, tuition, etc. If you have questions about your bill and your summer athletic award, please see Linda Glose in 166C Alumni Arena.

Student-athletes receiving summer GIA are required to sign the Summer Grant-in-Aid Agreement accepting the financial responsibility for any courses that they fail, receive an incomplete in, or resign, after the last day to resign without financial responsibility.

Students who wish to request summer athletic aid should see their academic advisor during early registration, which will be mid-March each year, in order to obtain the request form. All request forms must be signed by the academic advisor and head coach prior to submission in the Office of Compliance.

5th Year Grant-in-Aid and Institutional Awards

Any student-athlete who has completed their athletic eligibility or who has been medically disqualified from further collegiate competition at the University is eligible for consideration of the award. 5th year financial aid and institutional awards are awarded at the discretion of the Director of Athletics. Decisions made by the Director of Athletics will be based on recommendations of the Sport Administrators, Head Coach and Academic Advisors. Fifth year aid MUST be requested by the student-athlete and must be done during the same timeframe as summer athletic aid requests, which takes place in mid-March each academic year. Fifth year aid will NOT be awarded to athletes who have already conferred an undergraduate degree (or finished undergraduate requirements) who have no athletic eligibility remaining and will not be awarded to athletes wishing to finish minors, double majors, etc.

The student will be assigned to the sport program in which s/he participated or with some other office within the Athletics Department, unless some other arrangement was made due to student-teaching, internship or similar situation.

5th year aid and institutional awards are awarded to student-athletes to facilitate the completion of their undergraduate degrees from the University. Strong consideration will be given to those athletes requiring a 5th year who have not previously received summer financial aid or received summer GIA on a very limited basis.

Final Semester Athletic Scholarship Provisions - effective for the Fall 2013

  • Athletes in their final semester before graduation OR athletes in their final semester of eligibility must attend all classes, academic meetings and tutor sessions, and must pass all classes with the grade needed for graduation in the student’s major.
     
  • Athletes on athletic aid who are scheduled to graduate at the end of the semester MUST register for all necessary classes to graduate.  Failure to enroll in appropriate coursework will render the athlete ineligible for any future aid.
     
  • Athletes in their final semester before graduation OR athletes in their final semester of eligibility who fail or resign classes risk losing any future athletic aid and risk being billed back for the failed or resigned coursework.  This will be determined by the by the Head Coach, the Athletic Director and/or the Associate Athletic Director.  Each case will be reviewed individually.
     
  • Final semester athletes who have repeatedly been ineligible, have failed courses, or who are otherwise deemed at risk will be required to submit progress reports to the team academic advisor before any athletic aid will be refunded.  A hold will be placed on the student’s account preventing any athletic aid from being refunded.  Once the student submits a progress report showing satisfactory academic achievement, the hold will be lifted.  This will be done for the 2nd and 3rd refunds of each semester. 

Outside Scholarships

All student-athletes must declare any outside scholarships they receive each year.  Examples of outside financial aid include National Merit Scholarships, Lions Club, Booster Club Scholarships, or ANY other agency.

If you receive any type of outside scholarship, please print the Outside Scholarship Form.  Fill out the top portion, then have the awarding agency fill out the bottom portion.  The form must then be faxed or scanned back to the Office of Compliance at 716-645-3756 OR via email at glose@buffalo.edu.

Failure to report outside scholarships can result in loss of eligibility.  Questions? Contact the Compliance Office at 716-645-7381.

NCAA Special Assistance Fund

The NCAA has established the Special Assistance Fund to financially assist student-athletes who display financial need. In order to qualify for Special Assistance, you must be either a Pell Grant recipient or a student-athlete receiving an athletic scholarship who demonstrates financial need based on Free Application for Federal Student Aid (FAFSA) information. The fund is administered through the MAC office.

NCAA Special Assistance Fund is a privilege, not a right. The Office of Compliance will review the mid-semester grade reports for all student-athletes in their final semester before graduation; students who are failing courses or who are not attending courses will not receive money through this fund.

Students who are academically ineligible for competition during the semester where he/she is eligible for Special Assistance may only be reimbursed for expendable course supplies and for medical expenses--no other items will be permitted.

If the student-athlete is eligible, the Office of Compliance will send a Special Assistance Application to the student-athlete during the spring term. In order to be considered for Special Assistance, a FAFSA (see below) must be on file. International student-athletes must complete the International Student NCAA Special Assistance Financial Aid Form. Documentation of income must be provided or the application will not be considered.

Permissible uses for this fund include the following:

  • Medical expenses (except those covered by another insurance program, either personal or institutional) - PRE-APPROVED BY LINDA GLOSE ONLY.
  • Hearing aids
  • Vision therapy
  • Off-campus psychological counseling or therapy
  • Travel expenses for student-athletes or parents related to family emergencies - PRE-APPROVED BY LINDA GLOSE ONLY.
  • Purchase of expendable academic course supplies (notebooks, pens, computer paper) and rental of nonexpendable supplies (computer equipment, cameras) that are required of all students in a course
  • Clothing and other essentials up to a specified dollar amount (to be determined based on availability of funds each semester).

On occasion, applications will be accepted for student-athletes who display an urgent need for the fund (family emergencies, personal emergencies, etc.). The requests are individually considered and processed as soon as possible. After an application is completed with the Compliance Office, it is reviewed by the Financial Aid Office and forwarded to the MAC Office.

Valid receipts must be submitted with the application before a reimbursement can be issued.

Please note: if you quit your team, you are no longer eligible for special assistance and you will not receive a check.

Health Insurance

The University at Buffalo requires that all full-time students carry a medical insurance policy. The University offers a medical insurance plan for those students not covered by another policy. Students may decline this coverage only by providing physical evidence of comparable coverage by the first bill due date. If you do not need the insurance, you must go online to www.healthinsurance.buffalo.edu and complete a waiver form. This will need to be done in July of each year or you will be billed for medical insurance. Each year the University provides a deadline, after which waivers will no longer be accepted. Please refer the website for all deadlines.

Note: If proof is not presented, the Student Health Insurance Program will cover you, and the amount of the premium will remain on your student account.

The Division of Athletics maintains a policy of insurance covering all student-athletes who may be injured while participating in intercollegiate athletics. This policy is supplemental to your individual coverage and does not cover any illness or injury not related to or sustained during athletic participation.

The Division of Athletics will mail a Proof of Insurance Form to you in the month of July prior to each new academic year. The form must be completed and returned, along with a photocopy of your insurance card, prior to participation in practice or competition. Insurance forms should be returned to the Head Athletic Trainer.

Student-Athlete Employment

The NCAA no longer restricts student athlete employment on or off campus during the academic year or during the summer, regardless of your year in school or your amount of athletic aid.

However, you must:
* Be paid for work actually performed
* Be paid the going rate for your particular type of employment and;
* Not receive compensation for the value or utility that you may have for the employer because of the publicity, reputation, fame or personal following you have obtained because of your athletic ability

Student-athletes working during the academic year and/or during the summer should print the UNIVERSITY AT BUFFALO’S DIVISION OF ATHLETICS Student-Athlete Employment Written Statement. This form needs to be completed by you and your employer and returned to Linda Glose in 166C Alumni Arena prior to starting employment at the beginning of each new academic year.

If you're teaching lessons in your sport for money:

  • You can't use any UB facilities (the pool, Alumni Arena gym, the UB Stadium track, etc).
  • You can't be paid on a lesson by lesson basis to play your sport with the person you're teaching. In other words, a parent could not pay you to play soccer with their child. You must be teaching the child as well.
  • You need to get permission from the Compliance Office first. The Compliance Office needs to document who is receiving the lesson and how much you're being paid per lesson.
  • The lesson recipient (or the recipient's family) must be the person paying you for the lesson.
  • If you're teaching more than one person at a time, your level of instruction should be the same as if you were teaching only one person.
  • You cannot use your name, picture or appearance to promote or advertise your lesson availability. *This is critical!! This means you cannot advertise your lessons.
  • Financial Aid Tips
  • FAFSA—Free Application for Federal Student Aid. This form must be completed every year. The easiest procedure to file the FAFSA is through the web at www.fafsa.ed.gov.
  • If you are a New York State resident, you must complete a Tuition Assistance Program (TAP) application every year. This form can be completed on the FAFSA website after you have completed the FAFSA.
  • The filing of a FAFSA and TAP application must be done in early spring before the upcoming academic year. Some awards received from these two programs are countable athletic aid and must be factored into your grant-in-aid/cost of attendance amount. Receipt of late awards must be accounted for in your total cost of attendance.
  • All students, should keep their address or expected graduation dates up to date in HUB. This is your responsibility and failure to do so may result in a delay in financial aid processing.
  • If you receive emails or notifications in your HUB "to do" list from the Financial Aid Office requesting any type of documentation, it is your responsibility to follow up on it. You will not receive any financial aid, including an athletic grant-in-aid, without required documentation being submitted.
  • Student-athletes are encouraged to consult with Linda Glose, Assistant Director of Compliance/Financial Aid, with any questions regarding financial aid. The advisors of the university Financial Aid Office are also available every day, by appointment only. If you need assistance or need something clarified, you may call the Financial Aid Office at 645-2450 and make an appointment.
  • Bills are not mailed home—everything is done through your HUB center.  If you have charges, you are responsible for them, not the Division of Athletics. Follow up on your bill! Athletic grants-in-aid covers only expenses associated with tuition, room, board, books, and required fees. Library fines, parking fines, dorm damages, campus cash, etc. are not paid by the Division of Athletics.

Room and Board Policies and Procedures

Student athletes are responsible for housing and meal plan arrangements. This includes room and meal plan selection, signing contracts, application cards, and making payments. This applies to both scholarship and non-scholarship student-athletes. The Division of Athletics, in cooperation with Office of Residence Halls and Apartments, is permitted to reserve a certain number of rooms in specific dormitory quads for incoming freshman only. However, it remains the responsibility of the student-athlete to secure or cancel your arrangements.

For any student-athlete in which the Division of Athletics provides a grant-in-aid award, the award for a room will not exceed the cost of a double room rate. The Division of Athletics is responsible only for the costs incurred for room and board as specified by the student-athlete’s grant-in-aid award. Any charges made against the student for dorm damages, late fees, fines, etc. are the sole responsibility of the student-athlete.

Meal plans are available in a variety of packages and combinations. Most meal plans include dining dollars. Each time you use money from dining dollars, the amount you have left is reduced by the amount you spend. This amount can run out very quickly if you are careless about your spending. While you may personally add money to your balance, no one will add money for you. This is especially true for athletes whose scholarships include meal plans.

If you have questions about housing, please contact Kelly Cruttenden at kc29@buffalo.edu or 645-7978. For questions regarding meal plans, please contact Linda Glose at 645-7381.

Team Travel/Meals

Team meal allowances are established at a level that will generally accommodate all team sports, levels of competition, and geographic area.

Meals not eaten as a group:

  MINIMUM ALLOWANCE MAXIMUM ALLOWANCE
Breakfast $5.00 $10.00
Lunch $6.00 $10.00
Dinner $9.00 $15.00

 

Meals eaten as a group:

  MINIMUM ALLOWANCE MAXIMUM ALLOWANCE
Breakfast $6.00 $10.00
Lunch $8.00 $12.00
Dinner $14.00 $20.00

Equipment Return Policy

All apparel/equipment Issued to student-athletes is considered to be the property of the Division of Athletics and must be returned to the equipment room unless otherwise indicated.

All competition and travel apparel/equipment issued to the student-athlete must be turned in to the equipment room within one week of the final competition. This includes home and away uniforms, travel bags, travel and game warm ups, polo shirts and any other apparel/equipment issued for competition or travel.

At the conclusion of the season, a receipt will be provided to the student-athlete at their request.

Those teams required, by their head coach, to return competition apparel after each contest, must do so before the next scheduled practice. Receipts will not be issued for these items, however, the student-athlete may request that their bag be opened, inventoried and checked in at the time of return.

If a student-athlete separated from a team for any reason, all competition, travel and practice apparel/equipment and shoes must be returned to the equipment room within one week of separation.

Any practice apparel/equipment designated by the head coach as returnable, must be returned no later than May 1st.

The Equipment Room Managers will submit the names of student-athletes who do not turn in pieces of their apparel and equipment to their respective head coaches, with a copy to the Sport Administrator. A letter from the Head Coach will be sent to each of the student-athletes with outstanding apparel/equipment. The letter will state that the student-athlete has 30 days to turn in missing items, if the deadline is missed, the replacement cost, at retail value, of the missing item(s) will be charged to their student account. Under no circumstances will any credits be issued to the student-athlete if missing items are turned in after their Student Account has been charged.

Stadium Equipment Room Staff
Dave Borsuk
Megan Prunty

Alumni Equipment Room Staff
Patty Murphy

Textbook Policy

A student-athlete who receives an athletic grant-in-aid award that includes textbooks will be allowed to purchase only required textbooks for his or her individual classes. The NCAA allows a student-athlete to purchase the following:

  • Required textbooks
  • Copy center packets
  • Limited correspondence books
  • Departmental course packets (if required)

A book scholarship does not cover purchases of the following:

  • Optional or recommended textbooks
  • Notebooks or notepaper
  • Pencils or pens

The University at Buffalo will provide REQUIRED COURSE RELATED SUPPLIES for student-athletes who receive a book scholarship provided:

  • the course is REQUIRED for graduation in the student-athlete’s MAJOR;
  • the course supplies are mandatory for all students in the class
  • the supplies are listed on the course syllabus or course description as mandatory for all students in the class

* This policy applies only to specific supplies required for major courses. Required expendable supplies that are a component of a syllabus will be reimbursed. These supplies will be obtained by student-athletes on their own from bookstores on campus and off campus. Student-athletes will either use the NCAA Special Assistance Fund (even if he/she has utilized the yearly $500 allowance) or will be reimbursed by the Division of Athletics.

* The Division of Athletics will not cover the cost of purchases of basic course supplies such pens, pencils, notebooks, paper, etc., or equipment such as cameras, racquets, goggles, yoga mats, self-defense class apparel or any other fee for any Athletics classes.

Student-athletes must submit the receipts for supplies to Stefanie Lizauckas in 166 Alumni Arena for processing of reimbursements. Please be aware that if you purchase supplies and they do not fit the above criteria, the reimbursement for such supplies WILL BE DENIED.

Textbook Distribution Procedure

The UB textbook distribution procedure, as dictated by the Division of Athletics, is as follows:

  • At the beginning of each semester, the Office of Compliance will send the University Bookstore a list of all student-athletes who will receive books as part of their grant-in-aid award.
  • Student-athletes who receive books as part of their grant-in-aid must pick up a book voucher from the Office of Compliance prior to purchasing textbooks at the University Bookstore. This voucher must be presented along with a required book list at the time of book purchase. Only books on the list will be allowed for purchase.
  • Students receiving books and/or other required class materials from bookstores other than the University Bookstore, or students who need to pick up additional/different books from the University Bookstore, must contact Stefanie Lizauckas, Compliance Assistant, in Room 166 Alumni Arena to pick-up an additional book voucher. The Division of Athletics maintains accounts with the following bookstores: The Medical Bookstore, Queen City Imaging,  and Great Lakes Printing. When requesting a voucher, students will be required to have a copy of their syllabus listing required texts.

  • Note: Separate vouchers must be obtained for each bookstore. The name of each bookstore must be specifically listed in order for the bookstore to accept the voucher. Please pay close attention to your syllabus for instructions on where to purchase your textbooks if the book is at a bookstore other than the University Bookstore.

  • For the purchase of books from bookstores other than those the Division of Athletics maintains accounts with, athletes must purchase the books without a voucher and submit the receipt to Stefanie Lizauckas in 166 Alumni Arena for re-imbursement. Only required textbooks will be considered for re-imbursement.

Textbook Return Policy

Student-athletes on textbook aid must return all textbooks to the Compliance Office (166 Alumni Arena, to Stefanie Lizauckas) before or on the last day of final exams each semester. For 2012-2013, textbooks will be due Monday, December 17th no later than 5pm and again on Thursday, May 9, 2013 by 5pm. Summer textbooks are always due the last day of classes in the 3rd (M) session.

Any student-athlete who fails to return textbooks by the last day of finals will be charged the full purchase price of all textbooks paid for by the Division of Athletics. If not paid within 10 business days, this textbook non-return fee will be charged to the athlete's student account. Failure to pay may result in a service indicator being posted to the student-athlete's account.

Absolutely no books will be accepted after the last day of finals each semester.

Student-athletes that wish to keep textbooks that are in their major for future academic reference must present all textbooks to the Office of Compliance before the last day of finals. In addition, a retention form must be filled out listing the title of the texts being retained and the courses they were purchased for.

University at Buffalo Division of Athletics policy prohibits athletes receiving textbook grant-in-aid to sell books back to any bookstore.

Textbook return policy for student-athletes leaving UB
*Student-athletes who are either transferring from UB or who are leaving without graduating are not permitted to retain ANY books or materials from the semester prior to their departure. This includes books in the student-athlete's major.

Extra Benefits

Receipt by a student-athlete of an award, benefit or expense not authorized by NCAA legislation renders the student-athlete ineligible for athletics competition in the sport in which the improper award, benefit or expense was received. An “extra benefit”, as defined by the NCAA, is any special arrangement by an institutional employee or a representative of the institution’s athletics interests to provide a student-athlete or the student-athlete’s relative or friend a benefit not expressly authorized by NCAA legislation. Such activity is not a violation if it is demonstrated that the same benefit is generally available to the general student population, determined on a basis unrelated to athletics ability.

The following are examples of extra benefits that are violations of NCAA rules:

  • transportation which is not paid for by the student-athlete
  • gifts or loans of money
  • long distance telephone calls not paid for by the student-athlete
  • gifts of clothing or other personal items
  • arrangements for the purchase of an automobile on “favorable” terms
  • allowing the student-athlete to use an automobile that is not his or her own (perhaps a coach’s car)
  • free admission or a special discount not available to all students
  • special favors to parents or legal guardians
  • unusual housing or living arrangements
  • selling (or allowing the sale of) the student-athlete’s tickets to an athletic event, and special entertainment not available to other students

If you have any questions at all about whether or not you should accept any benefit, please consult your coach or the Compliance Office. Don’t jeopardize your eligibility-please check first!!

Recruitment

You may be ineligible for participation in intercollegiate athletics if you were involved in any violations of Bylaw 13—Recruitment—prior to becoming a student-athlete at the University at Buffalo. Please pay close attention to the Summary of Regulations section on recruiting to determine if a violation may have occurred. If there is a question, please contact the Compliance Office for clarification.

Transfer Regulations

  • The relevant provisions in the 2012–2013 NCAA Manual shall govern actions by all parties involved in requests for and decisions on the transfer of student-athletes from the University at Buffalo to other institutions.
  • Before considering a transfer, please visit the Office of Compliance in Room 166 Alumni, in order to familiarize yourself with the rules and regulations surrounding your individual transfer situation.
  • Any student-athlete, with remaining athletic eligibility, who wishes to consider transferring from the University at Buffalo, must first obtain a written release from the Office of Compliance.
  • The Director of Athletics, not your coach, shall have the authority to determine if a release will be granted. However, in matters concerning transfer release, the Director of Athletics will consult with the Head Coach prior to making a decision.
  • THE DIVISION OF ATHLETICS HAS 7 BUSINESS DAYS TO EITHER GRANT OR DENY A RELEASE REQUEST, UPON RECEIPT OF A STUDENT’S WRITTEN REQUEST FOR A RELEASE (EMAIL IS ACCEPTABLE—ALL EMAILS SHOULD DIRECTED TO THE COMPLIANCE OFFICE STAFF).
  • Typically the UB Athletic Department denies releases to other MAC schools as well local Division I institutions Canisius, Niagara and St. Bonaventure. However, each case will be reviewed on an individual basis.
  • In considering the request, the Director of Athletics will assess the relative interests of the university and the student-athlete.
  • If you are denied permission to speak with other schools in regards to your transfer and future competition at another four year NCAA school, then you will be notified by the Office of Compliance via email to your UB email address of your right to a hearing to petition the denial.
  • UPON RECEIVING WRITTEN REQUEST TO PETITION THE DENIAL OF A TRANSFER RELEASE, THE DIVISION OF ATHLETICS HAS 15 BUSINESS DAYS TO CONDUCT AND PROVIDE RESULTS OF A HEARING TO THE STUDENT-ATHLETE.

MAC Intra-Conference Transfer Policy

Effective starting the 2011-2012 academic year, the MAC has implemented a new intra-conference transfer policy.  Click here to view the full policy and waiver procedures.  As always, if you have questions, please contact the Compliance Office in 166 Alumni Arena.

Countable Athletically Related Activities

The NCAA has established time limitations on your athletics participation. Your participation in countable athletically related activities (as defined below) is limited to a maximum of four (4) hours per day and twenty (20) hours per week, with at least one day off (which may include a travel day). Outside of your declared playing season, your participation in countable athletically related activities is limited to a maximum of eight (8) hours per week, and you must have two (2) days with no countable athletically related activity. During the off-season eight (8) hours, a coach may provide individual skill instruction for a maximum of 2 of the 8 hours. Coaches are permitted to work with no more than four (4) student-athletes at any one time in any place from the start of school until September 15. From September 15 until April 15, skill instruction may include more than four athletes. For teams no longer competing, ALL countable athletically related activities are prohibited starting one week prior to final exam periods, as listed on the UB academic calendar.

Note: Individual skill instruction is not permissible for football.

Countable Athletically Related Activities include:

  • Practice and competition

Note: A “practice” is any meeting, activity or instruction involving sports-related information and having an athletic purpose that is held at the direction of, or supervised by, any member of the university’s coaching staff. A team meeting to discuss only the drug-testing program, academic orientation, etc., would not be considered practice.

  • Required weight training and conditioning
  • Participation in a Divisional physical fitness class or individual workouts
  • Required review of athletic practice or contest films or videotapes
  • Required camp, clinic or workshop participation
  • Individual workouts required or supervised by a member of the coaching staff
  • Mandatory captain’s practices
  • Athletically related meetings
  • Required on-court/on-field activities

Countable Athletically Related Activities do NOT include:

  • Training room activities
  • Study hall
  • Travel
  • Academic meetings, SAAC meetings
  • Alcohol, drug and other information sessions, presentations and meetings

These hourly limitations are put in place to allow you to be both a student and an athlete at the Division I level. If you feel these limits are being exceeded, please speak with your coach or speak with someone in the Office of Compliance.

**The NCAA has provided an education chart to help you better understand the legislation regarding countable athletically related activities. You can access this chart here.

As a reminder, weekly and hourly limitations do not apply during vacation periods (winter break, preseason with some exceptions for football, spring break).

Voluntary Athletically Related Activities

In order for any athletically related activity to be considered “voluntary,” all of the following conditions must be met:

  1. The student-athlete must not be required to report back to a coach or other athletics department staff member (e.g., strength coach, trainer, manager) any information related to the activity. In addition, no athletics department staff member who observes the activity (e.g., strength coach, trainer, manager) may report back to the student-athlete’s coach any information related to the activity;
  2. The activity must be initiated and requested solely by the student-athlete. Neither the institution nor any athletics department staff member may require the student-athlete to participate in the activity at any time. However, it is permissible for an athletics department staff member to provide information to student-athletes related to available opportunities for participating in voluntary activities (e.g., times when the strength and conditioning coach will be on duty in the weight room or on the track). In addition, for students who have initiated a request to engage in voluntary activities, the institution or an athletics department staff member may assign specific times for student-athletes to use institutional facilities for such purposed and inform the student-athletes of the time in advance;
  3. The student-athlete’s attendance and participation in the activity (or lack thereof) may not be recorded for the purposes of reporting such information to coaching staff members or other student-athletes; and
  4. The student-athlete may not be subjected to penalty if he or she elects not to participate in the activity. In addition, neither the institution nor any athletics department staff member may provide recognition or incentives (e.g., awards) to a student-athlete based on his or her attendance or performance in the activity.
  5. The summer calendar begins the day following commencement. In the event that a spring sport competes after the date of commencement, the summer calendar begins following the final competition. All summer activities are voluntary. Summer ends at the beginning of pre-season or the first day of fall classes, whichever comes first.

Outside Competition

(All sports other than basketball)

**Always check with Kelly Cruttenden, kc29@buffalo.edu, prior to engaging in ANY OUTSIDE COMPETITION.

You are not eligible in your sport for the remainder of the year and the next academic year if, during the academic year, you competed as a member of any outside team in any non-collegiate, amateur competition. You may compete outside of your declared playing and practice season as a member of an outside team in any noncollegiate, amateur competition during any official vacation period published in your institution’s catalog. Winter break begins the day immediately following the last day of finals each fall semester (Monday, December 18, 2012) and summer break starts the day after commencement, Monday, May 13, 2013. Competing in the Olympic Games tryouts and competition and other specified national and international competition is permitted. [Bylaws 14.7.1. and 14.7.1.1.]

Before competing in any outside competition, or “open” event, either on a team or as an individual, check with the Office of Compliance. Competing on outside teams that do not adhere to NCAA regulations can affect your eligibility for intercollegiate athletics.

If you are in an individual sport (swimming, track, tennis, wrestling) and going to open meets as an unattached athlete, keep the following criteria in mind:

  1. You must compete unattached and not factor into any type of team scoring.
  2. You must use your own, non-UB issued gear, apparel and equipment.
  3. You must pay all of your own expenses—meals, lodging, transportation and entry fees..  You cannot stay in hotel rooms with your team if your team is also attending and you cannot use UB transportation.
  4. You cannot accept expenses from any outside groups, clubs, etc.
  5. No coaching—your coach cannot coach you at these meets.
  6. No athletic training services—your team trainer cannot work with you. 
  7. The meet must truly be OPEN to any entrants who want to sign up—not an invite.
  8. There must be collegiate and non-collegiates competing.  Meets with only collegiate athletes = intercollegiate competition.

Do your research and don’t assume any meets are “open”.  Always contact Kelly Cruttenden in the Compliance Office prior to participating in any outside competition.

  • Exceptions
  • Men’s and Women’s Soccer, Women’s Volleyball and Field Hockey: You may compete on outside amateur teams during the spring outside of the institution’s playing and practice seasons provided such participation occurs no earlier than May 1, and the remaining provisions of Bylaw 14.7.1.2 are met.
  • All-star football and basketball only: You are not eligible if, after you completed your high school eligibility in your sport and before your high school graduation, you participated in more than two high school all-star football or basketball games. [Bylaw 14.6]
  • Basketball only: You are not eligible if, after you become a student-athlete, you participate in any organized basketball competition, except while representing the institution in intercollegiate competition. Competing in the Olympic Games tryouts and competition and other specified national and international competition is permitted. [Bylaw 14.7.2]

  • * It is permissible for a student-athlete to participate in outside competition as an individual during the academic year in the student-athlete’s sport, as long as the student-athlete represents only himself or herself in the competition and does not engage in such competition as a member of or receive expenses from an outside team.

    It is permissible to participate as a member of a basketball team in an approved NCAA sanctioned summer basketball event. [Bylaw 14.7.3.2-(a)]

Complimentary Tickets

The Ticket Office Manager and each individual head coach handle all complimentary ticket requests. Complimentary tickets are not for resale. You may not receive payment for complimentary tickets from any source or exchange tickets for any item or service of value. Likewise, no one representing you may receive payment for your complimentary tickets or exchange the tickets for any service or item of value. Such transactions are a violation of NCAA rules and may make you ineligible to participate as a student-athlete.

The complimentary ticket policy is as follows:

  • Each member of an intercollegiate athletic team is allowed four (4) complimentary tickets to each of his or her team’s home contests.
  • Head coaches are given ticket request lists for your team prior to each contest. The athlete must designate to the coach the names of the individuals who will receive each of the four complimentary tickets for that game.
  • This list is submitted to the Ticket Office Manager, who will make the tickets available at the “Will-Call” window for that event.
  • The recipient of each complimentary ticket must show picture identification and sign for his or her ticket. Complimentary tickets are nontransferable—i.e. no one but the designated person on the complimentary ticket list may claim a ticket.
  • Admission to all athletic events is free to UB undergraduate students who show a valid ID. Students wishing to attend football and basketball (both men’s and women’s) must obtain a ticket with his or her ID card. Tickets may be picked up in advance of the game or on game days.
  • Complimentary ticket procedures for away games of an intercollegiate team are the same as those for a home game, subject to any additional restrictions placed by the host institution.

Charitable, Educational and Promotional Activities

Before engaging in ANY charitable, education and promotional activities, you must first receive permission from your Head Coach, from Kellie Peiper in Student Services and The Office of Compliance. NCAA rules are very strict concerning these activities, so please coordinate your event through your coaches, Kellie Peiper and Compliance. The following form must be printed, completed and signed by all appropriate parties.

Never let a business or organziation use your name or picture to promote their products, services, etc. This includes adverstisements and promotions in print, on the radio and on TV. Always check first in order to preserve your eligibility. Every situation is different, so don't assume an activity is permissible…call the Office of Compliance at 716-645-3146 or email kc29@buffalo.edu.

Student-Athlete Promotional and Community Service Appearance Request

According to NCAA regulations, student-athletes may make promotional appearances under certain conditions.

As a prerequisite to approval, a student-athlete and an authorized representative of the organization requesting the appearance must sign a release statement ensuring that the student-athlete’s name, image or appearance is used in a manner consistent with the following NCAA guidelines [Bylaw 12.5]:

For institutional, charitable, educational or nonprofit promotions [12.5.1.1]:

  • The student-athlete receives prior approval to participate from the Director of Athletics.
  • The specific activity or project in which the student-athlete participates does not involve cosponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company’s officially registered trademark or logo on printed materials, such as pictures, posters or calendars. The company’s emblem, name, address and telephone number may be included with the trademark or logo.
  • Do not ask your professor to excuse you from class for these events.  You must attend class.
  •  All moneys derived from the activity or project go directly to the University at Buffalo, the MAC or the charitable, educational or nonprofit agency.
    * The student-athlete may accept legitimate expenses from the member institution, member conference or charitable, educational, or nonprofit agency related to participation in such activity.
    * The student-athlete’s name, picture, or appearance is not utilized to promote the commercial ventures of any nonprofit agency.
    *Any commercial items with names, likenesses or pictures of multiple student-athletes (other than highlight films or media guides per Bylaw 12.5.1.8) may be sold only at the member institution at which the student-athlete is enrolled, institutionally controlled (owned and operated) outlets or outlets controlled by the charitable or educational organization (e.g., location of the charitable or educational organization, site of charitable event during the event). Items that include an individual student-athlete's name, picture or likeness (e.g., name on jersey, name or likeness on a bobble-head doll), other than informational items (e.g., media guide, schedule cards, institutional publications), may not be sold; and (Adopted: 1/16/93, Revised: 1/9/96, 4/27/06 effective 8/1/06)
  • The student-athlete and an authorized representative of the charitable, educational or nonprofit agency must sign a release statement ensuring that the student-athlete’s name, picture or appearance is used in a manner consistent with the requirements of this section.