Policies and Procedures - 605 Transfer Regulations
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Updated 2017
Philosophy
- The Athletic Department makes a commitment to a recruited student-athlete and expends resources towards the development of the student-athlete. Those resources may include, but are not limited to: monies spent recruiting the student-athlete; admission; referral; financial aid; support staff services; and coach's expertise and time.
- By accepting the resources, the student-athlete makes a commitment to the Athletic Department and must realize that they take opportunities away from other potential student-athletes.
- There is an expectation that a coach is selective during the recruiting process in order to attract student-athletes that will be compatible, academically, socially and athletically, with the institution.
- The policy protects the student-athlete from being "run off" by the coach in an attempt to free up a scholarship and/or roster spot.
Procedures for addressing a request to transfer by a W&M student
- NCAA rules stipulate that a coach must have prior approval before contacting or talking with a student-athlete enrolled at another institution. The approval must be a written statement granting permission to talk to the student and must be signed by the Athletic Director or their designee.
- Student-athletes transferring from one four-year institution to another four-year institution are required to serve a one-year residency requirement prior to eligibility for competition. In sports other than football, basketball and baseball, there may be a one-time waiver of this requirement.
- To be considered for permission to contact another institution or a one-time waiver exception, student-athletes must adhere to the following procedures.
- The student-athlete will meet with the Director of Compliance.
- The student-athlete will request either the permission to contact and/or the one-time waiver exception in writing (e.g. via email) to the Director of Compliance.
- The student- athlete will inform coach of her/his request to transfer.
- The student-athlete will meet with the appropriate Sport Supervisor in person.
- The Director of Compliance and the Associate Athletic Director for Student Services will review all information with the Athletic Director.
- Only the Director of Athletics may approve requests to waive the residency requirement. This is not a coach's decision.
- As a general policy, the Athletic Department will not grant a waiver of the residency requirement. However, each request will be evaluated on a case by case basis; previous decisions will not serve as a precedent for future decisions.
- The permission to contact another institution and the waiver of the residency requirement are two separate issues. Individuals may be granted permission to contact another institution but may not be granted a waiver of the residency requirement.
- If granted permission to contact another institution, the Compliance Office will process the required permission forms. Notification of permission to contact another institution will be processed on an individual basis, to a specific institution. William and Mary will not provide individuals with a general release document. Please allow seven business days for the release to be prepared and sent to the specific institution.
- The approval or denial of the waiver of the residency requirement will be forwarded to institutions upon request by the institution.
- Should the SA submit a release request and attempt to transfer prior to the completion of at least one academic year AND the SA signed an NLI with the institution, the SA should consult the following link regarding the NLI Release and Appeals:
Intra-conference transfer-Colonial Athletic Association (CAA)
A student-athlete in a conference sport, other than football, that has ever been the recipient of athletically related financial aid at a CAA institution who decides to transfer within the conference must fulfill two
academic years of residence (per NCAA Bylaw 14.5.1.1) prior to being certified eligible for competition. The Intra-Conference Transfer Rule also applies to an incoming student-athlete who has signed a valid National Letter of Intent with a CAA institution. Likewise, by general agreement, the original institution will have no objection to a waiver of the transfer residence requirement for the Intra-Conference transfer of a student who has never received athletically related financial aid at the first CAA institution.
In football, any student-athlete who transfers from one Conference institution to another is not eligible for athletic financial aid during the year of residency. An appeal of this rule to the Board of Directors for extenuating circumstances may be requested by the Director of Athletics of the institution to which the student-athlete intends to transfer.
Procedure when Athletic Department chooses NOT to grant permission to speak or to waive the residency requirement
- Athlete, Coach, Faculty Athletic Representative notified, in writing, of decision:
- Athlete notification includes information about his/her right to appeal, who to send the appeal to, instruction to include details about why he/she thinks a waiver is deserved/warranted.
- Individuals denied the one-time transfer waiver exception have the right to appeal the decision. To initiate an appeal, forward a written statement of intent to appeal to saappeal@wm.edu. This email will automatically distribute to the Director of Compliance, the Faculty Athletic Representative, and the Associate Dean of Enrollment who oversees the appeal process.
- Faculty Athletic Representative notification includes reasons why waiver was denied by Athletic Department and any additional information pertinent to case (coach may have provided statement for or against waiver).
- Coach notification includes reasons why waiver was denied by the Athletic Department.
