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Status Report
II. We confirm, that we have included a detailed status report regarding concerns expressed (if any) by the NCAA Division III Membership Committee and/or NCAA Division III Management Council and a detailed status report or follow up (if any) of the self-study conducted by our institution during the first year of provisional membership.
YES
In regards to the June 2020 letter to President Nora R. Miller from the NCAA Division III Membership Committee, there were several concerns brought forward. Below is the July 2021 letter, followed by the MUW responses to each concern:
Dear NCAA Membership Committee,
On July 2, 2021, the Mississippi University for Women received the official news that we were to repeat year 2. While disappointed in the news, we understood the decision and have dedicated our time to address the concerns identified. Below you will find a brief summary for each of the items identified in the letter; however, throughout the document you will find additional explanation and/or examples of our work. We are excited to share our accomplishment, but do realize we still have work to do and that there will always be vital work to do.
Annual Report Preparation
Full and thorough attention has been given to this Year 2 report over the course of the entire time since the new athletic administration has been in place (July, 2021). Furthermore, the preparation of this report includes detail and support documentation which was called for originally. Specifically, you will find that all questions – in addition to the “yes” or “no” answer – have a detailed explanation and an action plan where required. The athletic program assessment was also updated with appropriate answers and explanations (ref. pgs. 221-222 and Appendix K).
Engagement with Membership Committee Mentor
The Director of Athletics has – on a regular basis over the course of the year – had regular, productive meetings with its Membership Committee Mentor. During these sessions, the progress of MUW’s preparation of the Year 2 report was the central topic. Incremental document preparation and feedback were exchanged with the goal of a complete – and correct – annual report by the University for the Membership Committee.
Provisional Year One Feedback
Pursuant to the feedback received in June 2020, following MUW’s provisional Year One annual report, the institution has made the following updates and designations (reflected on our current staff directory): Jennifer Claybrook- has been designated as the Senior Woman Administrator (ref. pgs 199-200 & Appendix F), and; Glen Halbert has been designated as the Athletics Diversity and Inclusion Designee (ADID) (ref. pgs. 203-206 & Appendix H). Additionally, the concerns expressed by the small roster sizes in both cross country and track and field are being addressed by the hiring of an assistant coach for those programs. The intended goal is to allow for a stronger recruiting plan, provide for a stronger (and more attractive) training program to PSA’s with two mentors, as well as give our current student-athletes a better opportunity to grow and succeed.
COVID-19 Response
Although not properly detailed in the initial year 2 report, MUW (like virtually all institutions) had to adapt and respond to the seemingly-daily changes caused by the COVID pandemic. As a University, the Spring of 2020 saw our department adopt policies to help mitigate the spread of COVID. This included the suspension of athletics and going to a virtual format as an institution. Along the way, MUW utilized federal, state and local guidelines in its decision-making process regarding intercollegiate athletics. As a university, we moved from the suspension of competition, through screenings to our current state of competition.
Any inconsistencies and missing information from the sports sponsorship forms have been addressed by regenerating these forms and including all, with the assistance of several individuals (compliance director, coaches, SID) to cross-check the information for accuracy, and not simply refer the Committee to the web site. These forms can be found under the “Supplemental Materials” (ref. pgs. 19-186) section of this document.
Effect of Director of Athletics Transition
There was, without a doubt, a “gap” left when it came to producing an acceptable year 2 report, due to the transition in the director of athletics position. Most notably, with an “interim” A.D. named – who was also serving as a full-time, in-season coach - a perfect storm for the inability to produce a proper year 2 report (as well as the implementation of feedback) was brewing. The best efforts of good people could not repair lost time and knowledge and, obviously, shortcuts were taken in an effort to comply with deadlines.
However, the arrival of Jennifer Claybrook as Director of Athletics in July 2021, also reflected a renewed commitment to the NCAA transition process, chiefly the production of a proper year 2 report and the implementation of feedback provided. The efforts and responses are documented in this revised year 2 report from MUW.
Additional Membership Committee Requirements
As set forth in the June 2020 letter from the Committee, both the president and director of athletics attended the education sessions at the 2022 NCAA Convention (January 19-22, 2022), with the director of athletics also attending the 2022 NCAA Regional Rules Seminars. Likewise, MUW also took part in its September 21, 2021 provisional member videoconference, as required.
We desire to be a thriving member of NCAA Division III. We are confident that the report will address the concerns raised, confirm our due diligence throughout the process, but also acknowledge that we are still a transitioning member into Division III. Our work, whether through our thorough review, implementation and communication of our policies, procedures will continue
to become more efficient and effective; our NCAA engagement and future service on committees will increase, and our steadfast commitment to the holistic student-athlete experience which complements and enhances the overall University and our communities will only grow stronger as we proceed through this journey.
We are determined to embrace, uphold, educate, provide resources and do all in our power to be an unwavering NCAA Division III member. We are committed to accomplishing all of the requirements needed to ensure that you will proudly recognize us as a member institution of the NCAA Division III. Thank you for your time, assistance and expertise.
Respectfully submitted,
Jennifer Claybrook
Director of Athletics and Campus Recreation Mississippi University for Women
APPENDIX B – Status Report Documentation
• Mentor Engagement documentation • Plan for concerns over roster size in track and cross country • COVID response
