1.0 Policy Purpose
This policy governs measures to be taken so as to ensure the integrity of Prospective Student Athletes (PSAs) supported in the University Admission process through verification of participation on a high school and/or club team prior to the Office of Admission rendering a decision on the PSA.
2.0 To Whom the Policy Applies
This policy applies to any member of the Brown University community who reviews, verifies, manages, or otherwise participates in the process to review and verify PSAs supported in the Admission process.
3.0 Policy Statement
3.1 Admission Pre-read Process
The Office of Admission may begin the Pre-read Process of reviewing a PSA’s academic credentials after July 1st of a PSA’s junior year of high school. This review can occur in advance of the University’s Early Decision Admission process, which begins annually on October 1st, and continues through the Early Notification Date (as established by the Office of Admission); or the University’s Regular Decision Admission process, which begins annually on January 1st, and continues through the Common Notification Date (as established by the Office of Admission). As stated under The Ivy Council’s 1979 Statement of Principles, X.A.6, “student athletes should be generally representative of their class and admitted on the basis of academic promise and personal qualities as well as athletic abilities.”
In order for Athletics to initiate the Pre-read Process and receive preliminary feedback from the Office of Admission regarding the admissibility of a PSA, Coaches must complete the online Office of Admission Athletic Entry Form which requires the following information:
- Transcript with Completed 11th grade year
- Multiple High School and/or Gap Year Explanation
- Test Scores (SAT/ACT), if available
- List of Senior Year Courses
- School Profile
- Athletic Write-up
3.2 Athletics PSA Verification
The Manager of Student-Athlete Admission and Financial Aid will notify Sports Administrators on a regular basis of the PSAs supported through the University Admissions Process.
The Sports Administrator of the respective team provides the primary level review of PSA participation verification. The Sports Administrator must provide a minimum of two forms of verification as set forth in section 3.4 below demonstrating that the supported PSA participated on a high school and/or club program. These sources must be relevant, and dated no more than 12 months prior to official support from the Head Coach, unless in a circumstance that must be noted by the Head Coach. All items used to verify participation are uploaded to the Athletics shared drive folder “Independent Verification of Athletic Participation”.
The Sports Administrator should provide the forms of verification within 14 business days, and must document this completed step.
A secondary level of verification is then performed by a Sport Administrator or member of the Athletics Compliance staff. On a rotating basis, three out of the seven Sport Administrators from other teams, will be assigned by the Athletic Director to review and verify the documents provided for supported PSAs. This assignment will be rotated so that Sport Administrators do not regularly review documents for the same teams.
In the rare circumstance that the Sport Administrator is unable to verify high school and/or club team participation for the relevant sport, a discussion with the Head Coach, the respective Sport Administrator, and the Manager of Student-Athlete Admission and Financial Aid will occur to further review the potential impact this PSA may have on the respective program. At times, they may request a conversation with the supported PSA. In this instance, the Athletics Director must approve the supported PSA.
In the event that any person(s) with questions and/or concerns about the validity of the documents provided to substantiate a PSA’s athletic participation arise, the Manager of Student-Athlete Admission and Financial Aid and the Athletics Director will be notified for appropriate actions.
3.3 Faculty Athletics Representative (FAR) Verification of Process
Prior to the start of the academic year, and periodically throughout the year, the FAR will randomly select and independently review the provided documents of verification for supported PSAs. After reviewing the provided documents, the FAR will meet with the President and the Athletics Director to discuss compliance with this policy as well as any concerns that may have arisen during the admissions cycle.
3.4 Acceptable Items of Verification
Examples of permissible sources of athletics participation verification are listed below. While this is not an exhaustive list, these examples are the most common and reliable sources of verification. In circumstances where Sport Administrators are unable to find reliable sources of athletics verification, they should consult the Manager of Student-Athlete Admission and Financial Aid regarding other options.
- High School/Club Team Roster as posted on the high school/club team’s website
- Local Newspaper Article
- Magazine Article
- Recruiting Service Publication
- National/Regional Ranking
- Link to highlight video from a third-party source (i.e. hudl)
- Awards and honors achieved
Note: Item of verification must include the PSAs name and high school/club team
For the purpose of this policy, the term below has the following definition:
- Prospective Student Athlete (PSA):
A recruited student who is supported by Athletics through the University Admission Process.
All individuals to whom this policy applies are responsible for understanding and following this policy. University supervisors are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure compliance with it. Questions should be directed to the individual’s supervisor.
6.0 Consequences for Violating this Policy
Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.
7.0 Related Information
Brown University is a community in which employees are encouraged to share workplace concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).
The following information compliments and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.
7.1 Related Policy:
7.2 Related Procedures:
7.3 Related Forms:
7.4 Frequently Asked Questions:
7.5 Other Related Information:
- The Ivy Council’s 1979 Statement of Principles, X.A.6
- NCAA Regulations