Article I Dues
Section A -- The annual dues of the member institutions shall be determined by a vote of member institutions at the spring meeting.
Section B -- A July 1 billing will be sent to each member institution payable no later than October 15.
Section C -- The Executive Committee may levy emergency assessments.
Article II Committee
Section A -- The President shall appoint any committee deemed necessary.
Section B -- Standing Committee
1. Executive Committee
a. This committee shall be responsible for conducting conference business in the interim of regular meetings, levy emergency assessments, hear appeals of the Commissioner's rulings, advise the Commissioner, and serve as a search committee when necessary.
b. Membership of the Executive Committee shall include the officers of the conference and three official representatives (one Senior Woman Administrator, one Faculty Athletics Representative and one Athletics Director. Appointment of non-represented conference members is considered.(10-22-03)
2-4. Committees of Official Representatives which meet in conjunction with each conference meeting
2. Presidents Committee
3. Faculty Athletics Representatives Committee
4. Athletics Directors Committee
a. The Athletics Directors Committee shall be responsible for:
1) Sports regulations
2) The conduct of the annual Conference tournaments
3) Policies regarding game officials and the supervisor of officials
4) Policies on team and individual award
b. The Athletics Directors Committee shall consist of the Athletics Directors, one of whom will be elected chair, one vice-Chair to become the next chair. The term of office is two years.
c. The committee shall meet as needed but at least three times annually.
5. Senior Woman Administrator Committee (10-22-03)
6. Committee on Assessment and Planning
a. This committee shall be responsible for ongoing review of conference bylaws, policies and current practices. Further, it shall forward recommendations to the conference.
b. Membership of this five-person committee shall include two Presidents, two Athletics Directors, and one Senior Woman Athletics Administrator. Committee members will be representatives of five different institutions.
Section C -- Sports Committee
1. Each Conference sport shall have a sports committee consisting of the head coaches of all member institutions in that sport, which will meet at least annually. Each sports committee will have an Athletics Director liaison.
2. The sports committees shall consider questions and problems in their sport relevant to the Conference and submit recommendations to the Athletics Directors Committee.
3. The chair for each sports committee shall be elected annually by the member coaches of each committee.
4. Rules and regulations for championship play are found on the specific home web page. Changes of these rules and regulations must be approved by the Athletics Directors Committee.
Article III Record
Section A -- The Athletics Director at each member institution shall be responsible for submitting required Conference forms. (The prescribed forms and time of submission are found in the Appendix).
Article IV Conference Competition and Recognition
Section A -- Conference Competition
1. During each sports season each member institution shall compete for the Conference championship in each sport provided the institution fields a team in that sort.
2. If one member institution does not plan to field a team in a given sport, the Commissioner and each member institution shall be notified during the preceding school year in order that difficulties may be avoided in developing schedule
3. If a member institution fields a team in a Conference sport but does not compete during a season as required in the sport's rules, then that institution shall be ineligible to compete for the Conference championship for an additional three (3) years in that sport. The Executive Committee of the Conference assembled shall consider and rule on appeals to this regulation
Section B -- Conference Sport Additions
1. When one half or more member institutions compete in a sport, a request may be submitted to the Conference to form an official conference sport. A sports committee shall be formed to develop procedures for competition and for the determination of a Conference championship.
2. When four or more member institutions sponsor an NCAA sanctioned sport and all sponsoring members submit a request, the sport may be designated a conference emerging sport. An emerging sport will strictly follow guidelines formulated by the competition committee and will have a post season single contest to determine the league champion.
Section C -- Conference-Wide Regulation
1. Each member institution shall contract for game officials in accordance with Conference policy.
2. Each member institution shall maintain complete control of all intercollegiate athletic programs. The Athletics Director shall be a member of the staff or faculty of the institution.
3. Member institutions shall not schedule regular season contests with two-year institutions in any conference sports, except that individual student-athletes or teams from member institutions shall be allowed to accept invitations to participate in invitational tournaments or meets in the sports of cross country, golf, and tennis in which student-athletes and/or teams from two-year institutions may have been invited to participate.
Section D -- Awards
Awards approved by the Conference, shall be provided as follows:
1. Institutional Award
a. The Messick Trophy, which honors former East Carolina President John D. Messick, shall be awarded annually to the member institution that displays the best overall sportsmanship during the year, based on a vote of all member institutions.
b. The Joby Hawn Trophy, which honors former Conference Commissioner H.C. "Joby" Hawn, shall be awarded annually to the member institution with the best overall intercollegiate athletics program, based on a point-system of championship events. (See Appendix F)
c. The Allan Sharp Award, which honors former Conference Faculty Athletics Representative Allan Sharp shall be presented annually to the league member institution having the highest graduation rate of athletes as determined by the Faculty Athletics Representatives.
d. The Body, Mind & Soul Award is the ultimate, comprehensive conference award recognizing the member with the best average ranking when combining the Hawn, Sharp, and Messick awards (starting 2018-19).
2. Team and Individual Award
a. Team Awards shall be awarded annually to the champion.
b. Individual Awards shall be recommended to the Conference by the Athletics Directors Committee annually.
c. The Murphy Osborne award, which honors former Conference Commissioner Murphy Osborne, Jr. shall be awarded annually to the outstanding conference senior student athlete. Nominees must have a grade-point average of 3.25 or higher at the nominating institution. Faculty Athletics Representatives select the recipient.
d. All-Conference Academic Awards: The All-Conference Academic Awards are awarded to junior and senior student-athletes who have competed in a conference sport with a cumulative grade point average of 3.25 or higher (on a 4.0 scale) on all work completed at the member institution. The student-athlete must have been in attendance at the member institution for at least two full time semesters. (Awarded once per year in the spring based on meeting the criteria at the end of the fall semester).
e. The Presidential Honor Roll, compiled at the end of the Fall & Spring semesters, recognizes student-athletes who have earned a 3.20 grade-point average on a 4.00 scale for that semester. All student-athletes are eligible for inclusion on the Honor Roll . (9/16/10)
Article V Eligibility and Intra-conference Transfer Eligibility
A. All applicable NCAA Division II transfer requirements for eligibility must be met and are applicable to intra-conference transfers unless otherwise stated below. This includes NCAA bylaw 188.8.131.52 with regards to releases and permission to contact.
B. Any student-athlete who participated in a sport (NCAA bylaw 17.01.1) must fulfill a one year in residency requirement (NCAA bylaw 14.02.11) at the new institution and is not eligible for any of the NCAA 4-year transfer exceptions as defined by NCAA bylaw 184.108.40.206, unless noted in Section C below.
1. Student Athletes who compete at the varsity level are required to fulfill the residency requirement with no exceptions.
2. After fulfilling the residency requirement and meeting other NCAA eligibility guidelines, a student athlete shall be eligible at the new institution.
C. The residency requirement does not apply and the student-athlete is immediately eligible for competition provided one of the following criteria is met
1. The student athlete is a 4-2-4 transfer and attended the 2 year institution for a full academic year and meets all other NCAA transfer requirements.
2. The student participates in a sport that she/he did not participate at the previous member institution.
3. The student-athlete did not compete at the varsity level at the original institution, qualifies for and is granted the one-time transfer exception per NCAA Bylaw 220.127.116.11.9
4. The student-athlete did not compete at the varsity level at the previous institution and is limited to competition at the sub-varsity level at the new institution while meeting NCAA Bylaw 18.104.22.168
5. The student-athlete attends a member that is discontinuing a sport provided the student participates only in the discontinued sport or sports that she/he did not participate in at the previous member institution
6. The student-athlete graduated from the previous institution.
D. When a student-athlete is found to be ineligible to participate in a particular sport or sports, all contests in which the student-athlete has participated after the date of the act or conditions that rendered the student-athlete ineligible shall be considered a loss in conference standings, a win in conference standings for the respective opposing team or teams, and any individual championship forfeited. It shall be the duty of the Commissioner to notify the member institution of such loses and forfeitures (10/22/03).
E. A copy of each NCAA eligibility list shall be filed with the conference office one week prior to the first regular season competition (5/22/12).
F. A student-athlete who participated at a Conference Carolinas member and subsequently does not attend a Conference Carolinas institution for a period of two consecutive years is eligible to participate at another Conference Carolinas member without a release provided all NCAA rules are met (6/13/11).
Article VI Financial Aid Regulation
Student-athlete grant-in-aid limitations will be the NCAA regulations with the following additional requirements:
a. Athletic grant-in-aid shall not be given to defray expenses of student-athletes in summer school.
b. Grant-in-aid of any kind may not be given to defray the expenses of a student-athlete's non-general fees, books and supplies except when need is demonstrated through a federally approved system of needs analysis.
c. Veterans benefits shall not be considered as part of a full grand-in-aid.
Section B -- Administrative Requirement
1. The National Letter of Intent form shall insure the privilege of a prospective student to finalize his/her chosen institution of affiliation.
a. All member institutions shall consider the National Letter of Intent binding.
b. Notification to the Commissioner of Declaration information shall occur promptly.
2. The NCAA sport squad lists required in Article V, Section E will be reviewed and verified by the conference compliance officer for compliance with conference financial aid regulations (9/16/10).
Article VII Enforcement, Penalties and Appeal
Section A -- Reporting Violations
The Commissioner shall receive and investigate reports of alleged violations of the Conference Constitution, Bylaws, and Regulations.
Section B -- Enforcement Regulations
The Commissioner shall be the principal enforcement officer of the Conference Rules and Regulations. He shall, upon the request of the Athletics Director showing reasonable ground therefore, or upon his own initiative, make such investigations as may be necessary to determine whether there has been a violation. If such investigation reveals that a violation may exist, he shall inform the Chief Executive Officer, the Faculty Athletics Representative, and the Athletics Director of the member institution involved, and afford them an opportunity to be heard. If after affording a hearing or failure of such institution to appear for a hearing, the Commissioner concludes there is a violation, he is empowered to impose penalties as provided below.
1. The offending institution or staff member may be reprimanded by the Commissioner and warned against repetition of the offense.
2. The guilty staff member may be denied the privilege of contact with any prospective student-athlete for one year, and the same penalty may be imposed upon all staff members of the sport involved.
3. The institution may be denied the right to compete for a conference championship in the sport involved and in additional sports in which it competes for a championship for one or more years, depending on the severity of the violation. This action shall be subject to the approval of the Executive Committee.
4. The institution may be denied the right to schedule games with other Conference members in the sport in which the violation occurred. The Commissioner has the power to forbid scheduling of games in other sports, depending on the severity of the violation. This action shall be subject to the approval of the Executive committee.
5. A violation of any of the following will render the student-athlete forever ineligible to participate in intercollegiate athletics at any of the member institutions and will result in the conference standings noted lose of all games in which the student-athlete participated after the violation (10/22/03).
A student-athlete may not:
a. Accept any financial aid or assistance in money or in kind except that which comes from members of a student-athlete's immediate family or from those whom the student-athlete is legally dependent or from the student-athlete's member institution.
b. Receive a grant-in-aid from a member institution during the freshman year of the student-athlete should the student-athlete enter one member institution while the student-athlete's "National Letter of Intent" is in effect at another member institution.
6. The Commissioner shall report promptly by mail to each Chief Executive Officer, the Faculty Athletics Representative, and the Athletics Director of the member institutions all impositions and/or reprimands and penalties.
7. Public announcement of reprimands or penalties imposed by the Commissioner or Executive committee may be made only after the institution involved has been notified.
Section C -- Appeal
1. The decision of the Commissioner in any proceedings may be appealed to the Executive Committee. Such appeal must be made by the institution involved in the case an opportunity to be heard. The decision of the committee must be rendered within one week after the filing of the appeal.
2. The decision of the Executive committee shall be rendered only after affording any institution, employee, or student-athlete involved in the case an opportunity to be heard. The decision of the Committee must be rendered within one week after filing of the appeal.
3. In the event any member of the Executive Committee may be affiliated with the institution being investigated, the member shall be replaced by a representative of another member institution in a comparable position. The replacement shall be appointed by the President of the Conference.
4. To appeal a decision of the Executive Committee, the institution wishing to appeal must present a petition signed by three other member institutions. This petition must be presented to the President of the conference, and this will place the appeal before the conference at the next scheduled meeting of the Conference.
5. Any decision made by the Commissioner or the Executive committee will be in effect until the decision is overruled.
Article VIII Amendment
The Bylaws may be amended by a simple majority of the voting member institutions.
1. Amendments to the Bylaws may be proposed by voting member institutions of the Conference and must be submitted in writing to the Commissioner at least three weeks prior to the meeting at which the amendment will be introduced.
2. The Commissioner must distribute the proposed amendment to all voting member institutions at least two weeks prior to the meeting at which the amendment will be acted upon. (05/2005)