Athletic Eligibility Appeal Procedure

Once a coaching staff member communicates a decision to dismiss a student athlete from the team for a non-academic reason, that decision may be appealed if the criteria below is met. This policy only addresses independent decisions made by coaching staff. Other Student Conduct policies can also impact athletic participation; appeals related to a violation of a Student Conduct policy should be made under the Student Conduct Policy. Any appeal must be submitted in writing to the Athletic Director within five business days of the coach’s decision and must set forth the specific grounds for the appeal.

A request for an appeal must be based on one or more of the following criteria to be considered:

1. A procedural or substantive error occurred in the athletic eligibility decision that significantly impacted the outcome of the decision (e.g., bias or material deviation from established procedures).
2. To consider new evidence unavailable at the time of the athletic eligibility decision that could have substantially impacted the original finding or sanction. A summary of this new evidence and its potential impact must be included in the appeal.

3. The sanctions imposed are grossly disproportionate (i.e., excessively harsh or excessively lenient) given the offense or the cumulative conduct record of the responding student or employee.

Any information included in the appeal that does not apply to the above three reasons for filing an appeal will not be considered in the appeal process.

The Athletic Director will collaborate with another Student Development Dean (either the Dean of Residence Life, Dean of Student Wellness, or Dean for Student Engagement) and together render a written decision on the appeal based on the materials provided by the student as well as information provided by the members of the coaching staff. All appeals will be heard by the Athletic Director and Student Development Dean.

After reading the appeal letter, meeting with the student, and meeting separately with coaches, the Athletic Director and Student Development Dean will make a decision within ten business days of receiving the appeal and any related information, unless a determination is made that more time is necessary. If more time is needed, the student will be notified. The decision by the Athletic Director and Student Development Dean will be final and not subject to further appeal.

Students may be accompanied to the meeting with the Athletic Director and/or Student Development Dean by one non-attorney advisor, who may participate for the sole purpose of giving advice or assistance to the student; the advisor shall not participate directly or speak to the Athletic Director and/or Dean on behalf of the student.

For NCAA eligibility appeals, a process is set forth by the NCAA. Wheaton College’s Compliance Officer can aid in the process and help determine if/when an appeal to the NCAA should occur.

All Wheaton College academic eligibility appeals should be referred to the Wheaton College Registrar.