Ever wonder how a college athletics compliance department runs smoothly, ensuring student-athletes stay on track? Getting an inside look at the strategies of seasoned professionals can shed light on just that. In a recent webinar, Madeline Simmons, Senior Associate Director of Athletics at Missouri Western State University, and Justin Newell, Associate Director of Athletics at Kenyon College, shared actionable tips for making compliance more efficient, improving communication, and fostering transparency across departments.

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Centralized Information Access

Best Practice: Consolidate all compliance information in one accessible platform.

Madeline Simmons emphasized the critical importance of having a centralized hub for all compliance-related information. She noted, “It has streamlined where administrators and coaches access information. They can view eligibility status, workflows, and CARA in one place, improving communication and keeping everyone on the same page 24/7.” This approach ensures that all stakeholders have real-time access to crucial information, reducing miscommunication and improving overall efficiency.

Workflow Automation

Best Practice:  Implement automated workflows to streamline processes and communication.

Justin Newell highlighted the power of automating processes through workflows. He enthusiastically shared, “Workflows are huge for me. They streamline communication, make it consistent, and amplify the message.” By leveraging workflow automation, compliance officers can ensure consistency in processes, reduce manual errors, and save valuable time.

Cross-Campus Collaboration

Best Practice: Build strong relationships with other campus departments to enhance compliance efforts.

Both speakers emphasized the importance of fostering relationships across various campus departments. Madeline noted, “Build relationships across campus. Show other departments how it can benefit both athletics and their office.” Justin shared a successful example of partnering with the Career Development Office, stating, “We partnered with our Career Development Office to create a workflow for first destination outcomes after graduation.” These collaborative efforts can lead to more comprehensive and effective compliance programs.

Eligibility Tracking

Best practice: Utilize visual indicators for quick eligibility status checks.

Regarding eligibility tracking features, Madeline highlighted the convenience of visual indicators: “The green check mark is easy to look up on a phone or laptop. It streamlines information, showing coaches each student athlete’s status.” This simple yet effective feature allows for quick status checks, enabling coaches and administrators to make informed decisions promptly.

Customization

Best Practice: Tailor compliance systems to fit the specific needs of your institution.

Justin advised on customizing the system to fit institutional needs: “It’s customizable for your institution’s needs. I’ve got numerous workflows in mind that we want to implement.”This flexibility allows compliance officers to create systems that address their unique challenges and requirements, leading to more effective compliance management.

Paperwork Management

Best Practice: Digitize and streamline compliance paperwork for increased efficiency.

Madeline expressed enthusiasm about the ease of managing compliance paperwork through digital means: “We can streamline all paperwork through workflows. If a coach forgets to submit a team trip report, they can do it on their phone or laptop, even minutes before departure.” This digital approach not only increases efficiency but also improves compliance by making it easier for staff to submit required documentation on time.

Leveraging Support Resources

Best Practice: Take advantage of available support resources to maximize system utilization.

Madeline emphasized the importance of utilizing available support resources: “Utilize the Help button and chat support. There’s always someone available to help with creating workflows or custom grids for team rosters.” By leveraging these resources, compliance officers can ensure they’re making the most of their systems and continuously improving their processes.

The practical tips shared by Madeline Simmons and Justin Newell offer a roadmap for compliance officers looking to improve their departments. By focusing on centralized information, automation, collaboration, and maximizing support resources, college athletics programs can become more efficient and transparent. As technology continues to evolve, embracing these best practices will not only enhance compliance but also provide better support for student-athletes in both their academic and athletic endeavors.