Article VI, Section B

An administrative error is defined as an eligibility case where one or more students who met all NAIA eligibility requirements were left off the official eligibility certificate, or where the filing of the official eligibility certificate was completed correctly but was filed after the date of first competition and within five days of the first contest. In such cases the following shall apply:

 

1. Forfeitures shall not be required for contests in which improperly certified students who met all NAIA eligibility requirements competed;

 

b.   Withhold the head coach one contest for each incident in which a student-athlete(s) participated who met all NAIA eligibility requirements but did not appear on an Official Eligibility Certificate prior to competition. Once the institution receives an official closing letter from the NAIA national office, the coach will be withheld from the next scheduled contest(s) unless the suspension has already been satisfied. The institution’s published schedule at the time of the infraction will be used to identify the next scheduled contest(s). For each additional administrative error that occurs within the same academic year, an additional contest suspension will apply.

 

c.   Such institutions also shall receive an official warning for the first offense; and

 

d.   Repeated violations of certification procedures shall lead to an official reprimand and/or probation and/or suspension of the sport or of all sports sponsored in the affected program (men’s and/or women’s).

An administrative error is defined as a situation in which:

• One or more student-athletes who met all NAIA eligibility requirements competed but did not appear on an Official Eligibility Certificate prior to competition;
  OR
• The institution filed the Official Eligibility Certificate after the first contest, but within five days.

Note: Only the first scenario (students left off the certificate who then compete) would require a coach suspension under the new proposal.

 

Definition: Meeting "All NAIA Eligibility Requirements"

• To be considered eligible, a student-athlete must satisfy all substantive eligibility requirements under Article V of the NAIA bylaws.

• These include:

  • Receiving an “eligible” decision from the NAIA Eligibility Center

  • Meeting freshman eligibility standards

  • Fulfilling the 24/36-Hour Rule

  • Meeting the Progress Rule

  • Complying with any applicable academic or residency-based requirements

• These requirements are distinct from administrative steps like submitting an eligibility certificate.

Late Certificate Submission (Within 5 Days)

• If an eligibility certificate is submitted late but within five days of the team’s first contest, and no student-athletes were left off the certificate, coach withholding is not required.

• This ruling narrowed the penalty structure to apply only when:

  • The certificate is late and

  • At least one student-athlete who was left off the certificate competed in a contest.

Why Coach Withholding Exists for Administrative Errors

• Coach withholding penalties were introduced to address a pattern of violations involving incomplete eligibility certificates.

• A task force determined that since a coach oversees who competes, they are responsible for ensuring every student-athlete is properly certified before competition.

• Coaches are held accountable for the type of administrative errors that include omitting a student-athlete who competes (e.g., leaving a student-athlete off an addendum).

When a Coach Suspension Must Be Served

• A coach suspension must be served at the next regularly scheduled contest on the team’s official schedule (not including scrimmages).

• If the institution self-imposes the suspension right away:

  • The suspension can be served over consecutive games.

• If the institution waits for a governing committee's closing letter:

  • The suspension must begin with the next scheduled contest following the date of the letter.

Missing Signature on Certificate (Discovered After 5 Days)

• If a required signature (e.g., the registrar’s) is missing and the certificate was discovered to be incomplete more than five days after the first contest:

  • The situation is no longer considered an administrative error.

  • It is treated as a standard violation, and the coach must be withheld.

• Even a single missing signature makes the certificate incomplete.

• Coaches are ultimately responsible for ensuring full certification before any competition.

 Late JV Eligibility Certificate – Coach Withholding

• When a junior varsity eligibility certificate is submitted late, it is the varsity head coach who is held accountable.

• The varsity head coach is considered the lead administrator for the entire sport, including both varsity and junior varsity teams.

• Therefore, a late submission of a JV certificate will result in the varsity head coach being suspended for the next regularly scheduled varsity contest.

Forfeits are required in cases where the National Eligibility Committee or the affected institution has determined that a competing student was academically ineligible, an eligibility certificate was submitted over 5 days late, or other NAIA Bylaws regulations have been violated, other than administrative error(s) defined above

 

Reporting a Violation (Self-report form)

Process:
Should any chief executive officer, faculty athletics representative, athletics director and/or coach become aware of an apparent institutional violation involving an athlete or institutional representative, it is the responsibility of the FAR or AD to report the violation to the conference/A.I.I eligibility chair, with copies sent to the National Office. The conference/A.I.I. eligibility committee will review the information, make a recommendation, then forward all documentation to the national office for a final decision by the appropriate committee.

Required Items:

• NAIA Self-Report Violation Form (for self-reported violations only)
• Cover letter from the FAR and AD providing an overview of the violation.
• All transcripts for any students involved (unofficial transcripts are acceptable).

Additional Items:

• Personal narratives by individuals involved (e.g., student-athlete, coach, athletics director, parents, academic advisor, etc.)
• Documentation that verifies central details (e.g., receipts, email correspondence, academic documents, etc.)

Reporting Violations – Institutional Responsibility

• Who must report?
  Any CEO, FAR, athletics director, or coach who becomes aware of a violation involving a student-athlete or institutional representative.

• Who should be notified first?
  The individual must immediately notify their own athletics director and faculty athletics representative (FAR).

• Next steps by the AD or FAR:
  Within 5 days of learning about the violation, the AD or FAR must:

  • Notify the AD and FAR of the other institution involved, in writing

  • Send copies of the notification to:

    • The NAIA National Office

    • The conference eligibility chair

• What happens if someone fails to report?

  • It is considered unethical conduct

  • It will trigger an investigation by the National Conduct and Ethics Committee

  • The institution may face disciplinary action for withholding information

 

Protesting a Student-Athlete’s Eligibility – Institutional Guidance

• An NAIA institution may formally submit a protest challenging the eligibility of a specific student-athlete.

• The protest must be:

  • Documented

  • Submitted in accordance with the NAIA Bylaws

• If the protest is filed fewer than 15 days prior to the start of an NAIA event or championship, and the student in question has been duly certified as eligible by their institution:

  • The protest will not be considered until after the national event concludes.

• If the protest is later upheld:

  • Penalties may include forfeiture of team and/or individual honors earned at the event.

• Institutions are strongly advised to:

  • Ensure a valid basis for protest exists

  • Gather and retain clear documentation before proceeding

Reporting a Violation (Self-report form)

Process:
Should any chief executive officer, faculty athletics representative, athletics director and/or coach become aware of an apparent institutional violation involving an athlete or institutional representative, it is the responsibility of the FAR or AD to report the violation to the conference/A.I.I eligibility chair, with copies sent to the National Office. The conference/A.I.I. eligibility committee will review the information, make a recommendation, then forward all documentation to the national office for a final decision by the appropriate committee.

Required Items:

• NAIA Self-Report Violation Form (for self-reported violations only)
• Cover letter from the FAR and AD providing an overview of the violation.
• All transcripts for any students involved (unofficial transcripts are acceptable).

Additional Items:

• Personal narratives by individuals involved (e.g., student-athlete, coach, athletics director, parents, academic advisor, etc.)
• Documentation that verifies central details (e.g., receipts, email correspondence, academic documents, etc.)

What It Means to Declare for NAIA Postseason

• Schools must submit a Declaration of Intent if they plan to participate in NAIA postseason competition for the following sports:

  • Baseball, Basketball, Competitive Cheer, Competitive Dance, Cross Country, Football, Golf, Lacrosse, Soccer, Swimming & Diving, Tennis, Indoor Track & Field, Outdoor Track & Field, Volleyball, and Wrestling.

What Can Lead to Suspension

A school will be suspended from postseason in that sport for the next academic year if it:

• Fails to compete in the minimum number of contests required for postseason eligibility

• Declines an invitation to participate

• Changes its declaration after the filing deadline

This suspension applies only to the sport in question and only if the school continues to sponsor it in the NAIA.

What the Suspension Affects

• National Championship participation in that sport is not allowed during the suspension year.

• Conference postseason competition and awards may still be allowed, but this is up to the conference’s discretion.

Institutions which fail to file the official Declaration of Intent to Participate certificate in baseball, basketball, competitive cheer and dance, cross country, football, golf, lacrosse, soccer, swimming and diving, tennis, indoor track and field, outdoor track and field, volleyball and wrestling with the National Office by June 1 shall: a. Be declared ineligible to participate in NAIA postseason competition in those sports in which they are delinquent; b. Cause statistical service of NAIA to be denied in the sport(s) found delinquent; and c. Cause their students and coaches within the delinquent sport(s) to be ineligible for NAIA awards in the delinquent sport(s) for that season. 

Should an affiliated conference fail to meet established requirements, the Council of Presidents may apply sanctions including, but not limited to, the following: Place the conference on official warning, reprimand, probation, or suspension for a specified time.

Reporting Misconduct

• If misconduct happens during a contest (e.g., ejection), the offending institution must notify its commissioner in writing within 5 days of the incident.

Ejection Penalties for Coaches & Student-Athletes

1st Ejection in a Season:

• Suspended for the next contest on the team’s schedule.

• If ejected for fighting, an additional one-game suspension applies.

2nd Ejection in a Season:

• Suspended for the next two contests on the schedule.

• Includes postseason and may carry into the next year.

• If ejected for fighting, add one more game to the suspension.

3rd Ejection in a Season:

• Ineligible for the remainder of the season, including postseason.

• If the 3rd ejection happens in the last two contests of the year, the suspension carries into the first two contests of the next season.

Additional Rules for Suspensions

• Ejections in JV or varsity games result in suspension for the next contest at the same level or higher.

• Scrimmages and exhibitions do NOT count toward serving a suspension.

Suspensions Transfer With the Person

• Coaches changing NAIA schools must serve any outstanding suspension at their new institution.

• Student-athletes transferring must serve the entire suspension at their new school before they can compete again.

Appeals and Exceptions

• Ejections cannot be appealed.

• Suspensions greater than the sport-specific rule may be appealed to the National Conduct and Ethics Committee if:

  • The conference (or CAC) supports the appeal

  • Supporting materials like game video are submitted

• Suspensions equal to or less than the sport-specific rule cannot be appealed.

Stricter Rules May Apply

• Institutions or conferences can enforce more severe penalties than the NAIA standard.

• If the sport’s official rules are stricter, the school must follow those sport-specific rules.

 

FAQ Ejections and Suspensions

Ejection Rubric? 

 

What Is Required?

• Every NAIA coach must complete the Character-Driven Coaching online training within 60 days of their hire date.

• It is the institution’s responsibility to make sure this is done on time.

If the Training Is Not Completed on Time

• The institution must self-report any coach who misses the 60-day deadline.

• The National Conduct and Ethics Committee will review the situation and apply the following automatic penalties:

Penalties for Late Completion

1. Immediate Suspension from Participation

   • The coach cannot participate in any games, scrimmages, or exhibitions until the training is completed and verified by the NAIA National Office.

2. Withholding from Next Contest

   • Even after completing the training, the coach must be withheld from the next regularly scheduled contest.

3. Institutional Review Required

   • The school must conduct a review of its internal compliance processes and submit a report to the National Office outlining how they will prevent future missed deadlines.

4. Deadline for Completion After Violation

   • The coach must complete the course within 30 days of the official violation letter from the Conduct and Ethics Committee.

Further Consequences for Noncompliance or Repeat Offenses

• Failure to follow these steps or repeated violations can lead to additional sanctions, such as:

  • An official reprimand

  • Probation

  • Suspension of the coach and/or the entire athletics department

Using an Ineligible Student – What Happens Automatically

If a school allows a student who does not meet NAIA eligibility rules to compete, the school must:

1. Forfeit all contests the ineligible student competed in.

   • Wins are erased.

   • NAIA notifies the other team’s AD and eligibility chair.

2. Withhold the student from future competition.

   • One game withheld for each game the student played while ineligible.

   • Note: If the only issue was certification (i.e., paperwork not submitted), withholding is not required.

3. Charge the student with a season of competition.

   • Even if they only played a few games while ineligible.

4. Withhold the head coach for one contest

   • If the eligibility certificate was accurate but submitted more than 5 days after the first game.

5. Undergo a formal review

   • The National Eligibility and Conduct & Ethics Committees will examine the case.

   • If the student hid information or gave false/incomplete info, they may be banned from further competition.

6. Submit documentation to the eligibility chair (and conference/CAC commissioner if applicable), including:

   • The student’s academic history (preferably a transcript)

   • A written explanation of what went wrong

   • A statement from the student (if possible)

7. Lose access to NAIA postseason play in that sport

   • This continues until the case is reviewed and cleared by the appropriate committee.

8. Face possible additional penalties

   • Based on committee review, the school may face further sanctions.

Late Junior Varsity Certificate – Who Is Held Responsible?

• If a JV eligibility certificate is submitted late, it is the varsity head coach, not the JV coach, who is suspended.

• The varsity coach must sit out the next varsity contest, since they are responsible for oversight of the entire sport.

Case Examples from the NAIA Casebook

Institution-Level Violation

• If an ineligible student is used, the school is suspended from postseason in that sport until cleared by the National Eligibility Committee.

• The school must forfeit all affected contests.

Student-Level Violation

• The ineligible student is automatically:

  • Charged with a term of attendance

  • Charged with a season of competition

Additional seasons may be added as a penalty by the National Eligibility Committee.

If a Student Reestablishes Eligibility Mid-Season

• If a student was ruled ineligible, regains eligibility, and then competes again in the same season, they may be charged with a second season of competition.

What Happens When a Violation Is Reported

• The chief executive officer (CEO) of the institution accused of a violation will be notified before any formal investigation begins.

• The Conduct and Ethics Committee (CEC) is responsible for:

  • Gathering and reviewing all relevant information

  • Deciding whether a violation occurred

  • Applying penalties, as allowed under NAIA Bylaws Article VI, Section C

If Probation Is Considered as a Penalty

• The institution must be given the chance to participate in a hearing before probation is imposed.

• The CEC will carefully determine who or what is placed on probation (e.g., team, staff, institution).

Severe Penalties

• The Council of Presidents has the authority to:

  • Suspend or expel member institutions whose behavior clearly violates the NAIA Code of Ethics or recruitment policies.

Violations at NAIA National Championships

• If a possible ethics or conduct violation occurs during a national championship:

  • The Tournament Committee on-site may:

    • Review the situation

    • Suspend teams, participants, or staff for one or more contests

  • These suspensions only apply for the duration of the championship.

• All findings and decisions must be sent to the Conduct and Ethics Committee for further review and possible additional action.

NIL Compensation & Reporting Requirements

• If a student-athlete is paid or compensated to:

  • Promote a business or product, or

  • Appear in public/media events

• AND the promotion includes any mention of:

  • Their status as a student-athlete

  • Their NAIA institution

Then the student-athlete must report this in writing to their athletics director.

If Reporting Doesn’t Happen

• The school must self-report the violation to the NAIA.

• The National Coordinating Committee will:

  • Review the case

  • Apply penalties as necessary

Possible Penalties for Not Reporting

• Warning or reprimand to the student-athlete

• Withholding the student from future competition

• Loss of amateur status, which could end the athlete’s eligibility