NCAA Division II - Breakout
Leadership Requirements in the New Structure
(Monday, June 16, 10:15 - 11:45 a.m.)
To continue our theme of leadership, when the NACDA Division II athletics directors convened this past winter to prepare for the program of the week, one of the issues we felt the membership needed to become more familiar with to serve both the NCAA and their own institutions, was how leadership is now a part and how the process happens within the new structure. This will be a change for us, one we need to be familiar with if we're going to serve the student-athletes on our campus and our own sports programs to the best of our ability and, certainly, within our own regions.
We decided the best person to bring that to us this morning was Lynn Dorn. You don't see Lynn Dorn up here. We're fortunate to have who we have up here this morning because she has been given 24 hours to prepare for this time together. I do want to introduce Barbara Schroeder, who is the athletics director at Regis University in Denver. Barbara has completed her sixteenth year there and currently serves as the director of athletics. She previously served Division II as a committee member for basketball and basketball rules. Currently, Barbara is on the NCAA Council and now the Division II Management Council, having extended her time due to the new structure. She's on the Division II Championships Committee, again, a term that carries over in this transition time, and she will be serving on the Division II Appeals Committee. We're fortunate to have Barbara here to talk about this subject because she's recently been involved with information coming from the Nominating Committee and in the selection process of leaders that will serve Division II in the next year and coming years.
So, pinch hitting and we're so glad to have somebody that has this background to do this for Lynn Dorn, Barbara Schroeder.
Thanks Phil. Actually, it wasn't 24 hours. It was more like 12 hours. Zig Ziglar is a tough act to follow, so since there are so few of us here, let's reach over and give everybody a big old hug. I, literally, got the fax last night at about 9:00 p.m. from Lynn. She paged me at the airport and said, "Hey, I've got a problem and can't make it. Can you fill in?" I said as long as people like Margo Harbison and Karen Miller and Jerry Hughes, who are also Council members can help field some questions, I'm comfortable to do it. The other piece of that comfort level was that she sent me her script. It's going to be a little dry because I'm going to be reading a lot. What I'll talk about will be, basically, the procedural methods by which you, as athletics directors, your faculty athletics reps, your commissioners and your student-athletes can be involved at the committee levels and in the Management Council level.
I know a lot of you have received some information in the mail, read a lot in the NCAA News. I want to go through and talk about some of what decisions have been made in the way of committee appointments and how that's happened. Earlier during transition, there were two recurring themes which were expressed which were that of inclusion and of enhanced participation opportunities for the Division II membership. We have heard the desire of many to serve, and yet, the number of opportunities available were limited under the previous Council structure which provided for 11 individuals to represent the entire Division II membership. A thorough review of potential new governance structures was contemplated to accomplish this desire.
As a result, Division II adopted the model of representation by conference which was adopted in January 1996. The newly created governance structure, the Management Council, was formed. Guaranteed legislatively, is one administrator or representative from each of the Division II multi-voting conferences, one administrator or representative of Division II independent institutions and two at-large positions to enhance efforts to achieve diversity of representation. Certainly, a positive outcome of the new day is that of increased service opportunities for individuals within Division II.
Beginning, first of all, with the Management Council, increasing opportunities numerically, valued roles have been defined to enhance positions. These valued roles include athletics directors, senior women administrators, faculty reps and conference commissioners. The AD, SWA and FAR are guaranteed a minimum of four positions, while conference administrators are guaranteed one position. That's, basically, the structure of what we have now as our August 1 new Management Council. There is at least one more than constitutionally guaranteed for each valued role, so each of those roles has more than one that's guaranteed actually serving on the Management Council.
For example, it's contemplated that SWAs will see an increase in the definition of their roles institutionally and at the conference levels. To date, not all of Division II institutions have a woman serving in this capacity. Conferences that willingly accept the responsibility to assist their conference membership define this role will be well served. As well, we feel it would be beneficial if the membership commits some of its resources to educate the institutions on these valued roles. Division II workshops for SWAs at regional compliance seminars, or the new educational seminars for Division II, may be a couple of ways to enforce that concept.
In addition, the commitment to valued roles was that of very principles. A commitment to gender and ethnic diversity, as an important goal, the leadership was dedicated to insure representation of diversity to the greatest extent possible, and as stated, provide two at-large positions to enhance both gender and ethnic representation. Noteworthy, is that during the original selection process of the management Council positions, resolicitations occurred to enhance representation of diversity. It's important to explain that each conference and the independents will be called upon to be reasonable in assisting in this commitment. That is, conferences cannot get locked into assuming that their original selection, for example, a FAR will fulfill that role, therefore, could anticipate a different valued role the next time. To be sure the Nominating Committee will evaluate this condition. The conferences cannot assume they will be guaranteed their choice as the balancing of diversity is a very important charge.
This was a tough assignment from the perspective of the old Council in looking at the new Management Council in that when we received the nominations from each conference. We were very sensitive to ethnic diversity, gender diversity, as well as the positions of the valued roles. You think that Division I has a hard time coming up with these fits, so to speak, Division II has an even tougher time because of the seemingly lack of names that are put forward all the time.
The election procedures are as follows. When a vacancy on the Division II Management Council occurs, each conference will propose a slate of nominees that includes the director of athletics, the senior women's administrator and FAR and, if desired by the conference, their commissioner. Call for nominations are also placed in the NCAA News. A nomination form is sent to the conference commissioner with the request to complete the form which includes the names, institutions and mailing addresses of each nominee. A signature by either the conference commissioner or the executive director is required.
It's up to the conference to develop a method whereby they present their slate of nominees. Some are very defined while others simply call for a level of interest, selecting the senior most individual to represent the valued role. In all cases, it's imperative that the individuals that are nominated are willing to commit to the position, as the obligation by the Management Council to the membership is to accept the slate of candidates with the understanding that all nominees are willing to serve. We encourage creating diversified opportunities by enhancing any areas of valued roles deficit within the conference.
Upon receipt of this, the individuals are sent a nomination form to be completed, signed and dated and returned to the national office. Please encourage complete information on the form so each candidate can be successfully measured. If the vacancy occurs as a result of the natural expiration of the individual's term of office, the Nominating Committee will review each application and make a recommendation to the full Management Council for their endorsement which then must be presented to the Presidents Council for ratification. At the subsequent Division II convention, individuals selected to fill the Management Council vacancy will be ratified by the entire Division II membership.
So, the procedure is fairly simple because it goes through your conference. Then, it goes to the Management Council and the Presidents Council Executive Committee and then, the full vote of the entire Division II membership. There are steps and procedures, but the ground level in your conference is not necessarily you as an individual at an institution anymore for Management Council, but it is a conference-wide selective process. There is representation from independents that is also ratified by the Management Council based on experience and valued roles.
In situations where individuals do not complete their term due to retirement, etc., a subcommittee, the Administrative Committee, presents the nominees to the full Management Council. It's anticipated that a different process may occur to review inter Management Council vacancies. Terms of service on the Management Council are four years and people are not eligible for reelection. Terms were originally staggered to assist the rotation of vacancies which will occur annually. Approximately six vacancies out of the 24 will occur annually, so we try to put people into the spots on the Management Council so that we don't lose everybody at the same time. Those of us who were serving on the old Council rolled our term into the new Council, etc., so that we don't have a total exit at one point.
The Presidents Council's structure is important to share with you. The most important message that we can share with you is to encourage any CEOs, presidents, chancellors, to serve on the Division II Presidents Council. As you may know, the composition is based on a weighted regional representation that will include one CEO per region for every 22 institutions in that region. In addition, two at-large positions will exist to enhance efforts to achieve diversity of representation and to accommodate independent institutions. We see very fluid turnover of CEO's given the trend of movement with education, we anticipate a high turnover.
For example, there has been at least four replacements since restructuring began. Currently, there is an opening within Region II. So, if you have a president or CEO who happens to be very active in athletics, active on your campus, within your conference, it would really be to your advantage to approach him or her about the possibility of serving on the Presidents Council.
I'll move now to committee structure. This process had just barely begun. The Nominating Committee has put a lot of hours in. Doug Echols, the commissioner of the South Atlantic Conference has chaired the Governance Project Team for Division II. He and his committee did an outstanding job in proposing the committee structure for Division II which includes eight Division II specific committees. This does not include the sports committees or association-wide playing rules committee. The committees that are non-sport or association-wide are now, and we've consolidated some of these from the old structure to the new structure, the Academics Requirements Committee, the Championships Committee, Committee on Infractions, Eligibility Committee, Legislation Committee, Membership Committee, Nominating Committee and the Student-Athlete Advisory Committee. We probably have three times as many as we had in the old structure. We've consolidated a lot, put a lot more duties and tasks into the hands the same amount of people, but within a tighter and more workable structure.
Additional opportunities are provided in the remaining association-wide committees that have Division II representatives. Part of the charge of the project team on behalf of Division II was to evaluate existing committees, merge and redefine new committees and assist with the selection and election process for committee members. After establishing some operational guidelines, a Nominating Committee was formed. It began with an appointment of a Nominating Committee for Division II, which was appointed at the February 21 Division II Management Council Meeting, and subsequently, ratified by the Division II Presidents Council Transition Team. Nominating Committee members represent all the valued roles plus individuals reflect geographical representation.
I'm going to give you some information that was passed on by Doug Echols, the chair of the Nominating Committee, to the Division II Management Council. This, basically, will give you an overview of what the Nominating Committee went through during the past couple of months. The Division II Nominating Committee was appointed at the February 21 Division II Management Council Transition Team Meeting and subsequently ratified by the Division II Presidents Council Transition Team. Following that meeting, committee members were notified of their appointment and advised of the duties and responsibilities of the committee as well as the deadline the committee would be working under to facilitate committee appointments prior to August 1, 1997, the official date the new Governance Structure takes effect.
As you may be aware, Division II representatives that were serving on general committees in the association's current structure, were invited to fill vacancies for the amount of time remaining on their terms of office for committee service on each Division II specific committee in the new structure, provided the new committees charged with handling the same topic areas representatives current committee. For example, championships. We had members who were already serving on the Championships Committee and had a term left. They were invited to serve on the new structure Championships Committee.
Due to the expansion of some committees in the new structure, creation of new committees as well as a few individuals choosing not to continue to serve, a total of 22 vacancies on six Division II specific committees existed. Vacancies also existed for Division II representatives on the following association-wide committees: Minority Opportunities and Interest, one vacancy; Olympic Sports Liaison, one vacancy; and Sportsmanship and Ethical Conduct, one vacancy. Nominations for the Division II specific committees were solicited in the December l996 issue of the NCAA News. Nominations for Division II representatives on association-wide committees were solicited in the NCAA News, March 3, 1997. A process was established for members of the Nominating Committee to review and rank nominees prior to the in person meeting of that committee which was held May 8 and 9 in Kansas City.
The Nominating Committee was asked to review the nomination materials submitted by each candidate for each committee and score the individual for that committee based on their qualifications. The scoring gives one point for highly qualified, two points for somewhat qualified and three points for the least qualified. After the ranking forms were completed and returned to the national office, the NCAA committee coordinator tallied the forms and developed a grid of top rank candidates for each committee. It was from these grids that the discussion was initiated at the in person meeting. During the in person meeting, members of the Nominating Committee were given the opportunity to place nominees who did not appear on the top rank list into the pool for consideration.
At this point, depending on the size of the committee, there will be a Management Council representative on each Division II specific committee. The formula is for every six committee members, there will be one Management Council representative while committees larger than six will have two for every committee.
Prior to discussing the qualifications of the nominees for service, the Nominating Committee reviewed the guiding principles that were endorsed by the Management Council Transition Team. The Nominating Committee was led by the attempt to create a slate of candidates that was diverse in gender, ethnicity, valued role, geographic location, as well as experience on other NCAA committees. The commitment was made to avoid nominees on the slate who would represent conferences that were already represented on that specific committee. So, for example, we tried not to put two people from the same conference on one committee. We tried to spread them out geographically. That, again, was a tough job because in a lot of parts of the country there were no nominees submitted to represent that part of the country. In some cases, there had to be some re-solicitation. The committee had to dig a little deeper on their nomination pool to come up with that balance. One of the policies the Committee agreed upon is that the current members of the Nominating Committee should not be considered as candidates for other committees. They put the committees together with that policy in place.
The Nominating Committee also discussed eligibility issues as they relate to individuals who have served or are serving on committees in the current structure. The Committee determined that the restructuring of the association is to be considered a new day and that individual's previous service should not be counted against their service in the new structure. The Committee further noted that one of its guiding principles is to look for ways to provide opportunities for service to individuals who have not been involved in the past and that shorter terms of office may be established for committee members who have served in the current structure. The Committee also received information on staggering the terms for committee members. It was agreed that to provide continuity, approximately 25 percent of committee members terms should expire each year. It was also noted that the term of committee members with the same characteristics, that is valued role, geographic region, should not be scheduled to expire at the same time. Call for nominations is published in the NCAA News. That, typically, would happen, September 22, 1997, printed on September 17th, so you can look for that issue. That may be the only way you'll have a heads up to know that nominations are going to be called for the next year, beginning January 1, with the association.
Creating a diverse slate was not always an easy task. Several times during the discussion, the Nominating Committee was forced to look back to the pool for qualified candidates with specific attributes; region, gender, ethnicity, etc. Please note the Nominating Committee agreed that due to the small number of nominations received for the Division II vacancy on the Olympic Sports Liaison Committee, it would be necessary to resolicit nominations for the vacancy on that committee. That re-solicitation appeared in the May 26 NCAA News and a recommendation from the Nominating Committee will be forwarded to the Management Council for approval at a later date.
The vacancies that were available in the nominations received were passed on. I'll just run through those quickly so you have an idea of what the popular committees are and what committees we need to get people involved with: Division II Academic Requirements Committee, one vacancy and 16 nominations received; Division II Championships Committee, seven vacancies with 71 nominations received; Division II Eligibility Committee, three vacancies and 24 nominations received; Division II Committee on Infractions, three vacancies and 29 nominations received; Division II Legislative Committee had three vacancies and 23 nominations received; Membership Committee had five vacancies and 31 nominations; Minority Opportunities and Interests, one vacancy and only three nominations; Committee on Sportsmanship and Ethical Conduct, one vacancy and only three nominations.
This gives you an idea, if you're interested in trying to start up a background of committee work. If you have some interest in any of these committees, I would recommend that when this is published in the NCAA News, it's a good start. In particular, Sportsmanship and Ethical Conduct as well as Minority Interests and Opportunities, are ones that would be good to get on and easier to get on.
In the Association-Wide Playing Rules Committees, nominations for 10 Division II vacancies on seven sports were solicited in the April 7th issue of the NCAA News. The following notes the number of vacancies and nominations for these: Division II baseball had one vacancy and three nominations received; Division II women's basketball had one vacancy and two nominations; football had two vacancies and five nominations; ice hockey had one vacancy and two nominations; men's lacrosse had two vacancies and two nominations; and the Football Rules Committee had one vacancy and two nominations.
Please note, the Nominating Committee agreed that, due to the small number of nominations received, which was one, for the Division II Field Hockey Committee, it would be necessary to resolicit nominations for the vacancies on that committee. The Nominating Committee's recommendations for the above listed committees were forwarded to the Championships Project Team during its May 27, 1997 conference. The Division II Championships Project Team approved all of the highest recommendations that the Nominating Committee put forward except those for the Division II Football Committee.
The Nominating Committee was instructed to resolicit nominations for the Football Committee and provide recommendations to the Championships Project Team and Management Council for approval at a later date. All of the Division II sports committees were asked to complete a staggered terms worksheet, submitted to the national office by June 30th. After that date, recommendations regarding terms for sports committee members will be forwarded to the Division II Championships Project Team and to the Management Council for approval in July. At this time, the Management Council is being asked to ratify the appointment of individuals to fill the vacancies that will occur in September 1997.
Going on to the Student-Athlete Advisory Committee, a selection subcommittee comprised of four members of the Division II Nominating Committee and three Division II members of the current Association-Wide Student-Athlete Advisory Committee was named to review nominations and make recommendations for appointments to the new Division II Student-Athlete Advisory Committee. The subcommittee received nominee information forms for those student-athletes who were nominated for the new committee by their conferences. Prior to the meeting, via conference call on May 23, each member of the subcommittee was asked to submit his or her recommendation for appointment for each conference representative on the Division II Student-Athlete Advisory Committee. We do have one representative from each conference in Division II and will be meeting on July 26-27 in Denver with the Management Council and the new Student-Athlete Advisory Committee. Each Council member will be contacting their student-athlete representing their conference and, hopefully, talk to them as to what is going to happen at the summit in July.
We anticipate that although we're going to have to sell this to the student-athletes, it's probably going to be a good working situation. As you may or may not know, Divisions I and III have different structures for their student-athletes and there's been debate on all three structures, but e're hoping to make them realize that all 24 members are going to be able to meet with the Management Council members at a summit every year in addition to meetings of their committees separately. We've got a little sales job to do with the student-athletes, but in the long run, it will probably work out and they'll have a better voice in Division II than even in Divisions I or III.
That's a dry synopsis of what's been going on. I realize there are a lot of questions out there. I still don't have names identified to committees at this point because they need to be ratified by the Presidents Council, so we can't release whose been approved for what committee by the Transition Team and the Management Council.