As Division II brands itself as a “membership destination,” and applications to enter the membership process increase accordingly, the Division II Membership Committee is working on a set of initial standards prospective institutions must meet both to manage growth and to ensure those schools’ progression as model Division II members.

The committee adopted what it called “minimum expectations” this past year as part of the application to ensure that schools are adequately prepared to enter the membership process and move through the candidacy and provisional periods more efficiently.

Those expectations in sports sponsorship, compliance, personnel, strategic planning and financial aid, among others, came in handy as the Membership Committee reviewed 15 applications from prospective schools (eventually accepting seven) during the committee’s July 7-9 meeting in Indianapolis. They provided a valuable evaluation tool as committee members weighed the merits of the applications.

But the trial run for the minimum expectations also led the committee to recommend refinements for subsequent years. Suggestions include adding expectations for finances and facilities, and strengthening existing expectations for personnel, sports sponsorship and compliance.

The expectations, while still in draft form, are as follows:

• Analysis/Feasibility Study. The institution shall demonstrate that broad-based, campus-wide discussions occurred regarding membership in Division II, including a discussion on the necessary resources (for example, finances) and personnel to operate a Division II intercollegiate athletics program. If the institution used the services of an outside firm or consultant to conduct a feasibility study, the institution should be willing to share the findings of the study with the Membership Committee.
• Accredited Four-Year Baccalaureate Degree(s) Granting Institution. The institution shall demonstrate that it is accredited by one of the six regional accrediting agencies and has been offering four-year baccalaureate degree(s) for a minimum of one academic year before submitting an application to enter the Division II membership process. For Canadian institutions, the institution must have applied to a United States regional accrediting agency before being considered for acceptance into the Division II membership process.
• History of a Varsity Athletics Program. The institution shall demonstrate that it has been offering an athletics program at the varsity level for a minimum of one academic year before submitting an application to enter the Division II membership process.
• Strategic Plan for the Intercollegiate Athletics Program. The institution shall provide a clear, detailed strategic plan for its intercollegiate athletics program, including an outline of key goals and priorities, associated timeline and commitment of resources (for example, finances).
• Financial Model for the Intercollegiate Athletics Program. The institution shall demonstrate that it administers its intercollegiate athletics program with prudent management and fiscal practices to ensure financial stability, including sufficient operating and travel budgets for the effective operation of a Division II athletics department.
• Commitment of Personnel and Resources. The institution shall demonstrate that it has committed personnel resources to operate the intercollegiate athletics program at the Division II level, including a full-time director of athletics and a full-time administrative staff member with compliance responsibilities who does not have coaching responsibilities. The institution shall demonstrate that it has budgeted for this commitment of personnel resources by the time its starts its first year of candidacy in the Division II membership process. 
• Sports Sponsorship. The institution shall demonstrate that it is meeting the Division II minimum sports-sponsorship requirements as outlined in Bylaw 20.10.3 and the three-season requirement as outlined in Bylaw 20.10.4 at the time of application. If the institution is not meeting the requirements, it shall submit a detailed plan, including a timeline and commitment of resources (for example, finances, personnel) to demonstrate that it will be meeting the requirements by the time the institution begins the provisional period.
• Athletically Related Financial Aid. The institution shall demonstrate that it is meeting the Division II financial aid requirements as outlined in Bylaw 20.10.1 at the time of application. If the institution is not meeting those requirements, it shall submit a detailed plan, including a timeline and commitment of resources (for example, finances) to demonstrate that it will be meeting the requirements by the time the institution begins the provisional period.
• Facilities. The institution shall demonstrate that is has adequate facilities to operate a Division II intercollegiate athletics program. If the institution is upgrading or building new facilities, it shall submit a detailed plan, including a timeline and a commitment of resources (for example, finances) to upgrade or build the facilities.

Membership Committee Chair Glenn Stokes said the expectations piece – in addition to helping committee members make informed decisions during their evaluations – is a clear signal that while there is room for growth in Division II, there will be a process that allows the committee to manage that growth strategically.

“With all the effort that has gone into the Division II identity campaign and our strategic-positioning platform based on our attributes, we want to ensure that we will grow selectively,” said Stokes, the faculty athletics representative at Columbus State.  “The idea is to make sure the schools coming in are appropriate for our division and help our current members believe that DII is a place they belong.”

Stokes said the Membership Committee is looking in particular for schools that can demonstrate commitment with full-time administrative staffs, a realistic plan to finance and fund a program that meets sports-sponsorship and financial aid requirements, and a commitment to compliance by having in place or planning to hire an administrator (not a coach) to oversee policy and procedure systems.

“It’s also important to note that these initial expectations are what we need to see from institutions just to get in the door,” Stokes said. “Schools wanting to be solid Division II members also need to be planning for the longer term and building on these essentials as they progress through the membership process.”

In that vein, the Membership Committee is considering incorporating the minimum expectations into executive summaries the committee uses to track schools’ progress through the candidacy and provisional periods. Members even urged conference commissioners to discuss within their leagues how the expectations can help current members grow their own Division II programs.

The committee will continue to review the expectations and the application forms at its November meeting and should have the revised documents in place for those institutions considering application by June 1, 2010.