Rockhurst University Athletics

This page is intended to serve as a location for current student-athletes to find information about the Division II transfer process. If a student-athlete would like to initiate any transfer options, the necessary steps you must take are below. Go to the bottom of the page for information on how to receive the NCAA Transfer Portal Request form that you must complete and submit.
 
Click here for a quick reference sheet about the information below.
 
How the Division II Transfer Process Works
 
If a student-athlete would like to investigate the possibility of transferring to another NCAA, four-year institution, the current school must allow the contact with other schools. This is accomplished by your current school providing Permission to Contact (PTC). 

• You must not make contact with other schools until you have received permission from your current school to allow the contact.   
• Requesting PTC must be done in writing. 
• Once the request is received by your current school, the school must respond within 14 consecutive calendar days from the date of the correspondence. If the school does not respond within 14 days, then the PTC is granted by default.
• If your current school denies your request for PTC, the current school must inform you within 14 consecutive calendar days and provide you with the right to a hearing conducted by an institutional entity or committee outside of the athletics department.
  • Request for the hearing must be made in writing.
  • If you request a hearing, that hearing must be conducted within 30 consecutive calendar days from the date of receiving your written request for the hearing.
  • You shall be given the opportunity to actively participate in the hearing (e.g. in person, via telephone).
  • If your current school fails to conduct the hearing within 30 days, PTC shall be granted by default.

Once PTC is provided, you may speak with any school about the opportunity to transfer.
 
In general, you must sit a year of residency (not play in any games for two full semesters) if you transfer to another four-year school. It is possible to play immediately if you are granted a release from your current school and you qualify for the one-time transfer exception, which is the most common transfer status that allows you to transfer to another school and participate immediately. There are a few other exceptions that the Compliance Director at the school you intend to transfer to can help to determine if you qualify.
 
Once you have decided to transfer, you must again request in writing for an official release to transfer to another school. This request for release is different than the PTC request. If your current school does not respond to your release request within 14 consecutive calendar days, the release shall be granted by default and the school must provide the release. If your current school denies the release request within the 14 consecutive calendar days, it must provide you with the right to a hearing conducted by an institutional entity or committee outside of the athletics department.

• Request for the hearing must be made in writing.
• If you request a hearing, that hearing must be conducted within 30 consecutive calendar days from the date of receiving your written request for the hearing.
• You shall be given the opportunity to actively participate in the hearing (e.g. in person, via telephone).
• If your current school fails to conduct the hearing within 30 days, a transfer release shall be granted by default.

To qualify for the one-time transfer exception, you must:

• Have not previously transferred from another four-year school.
• Be in good academic standing at your current school and meet progress toward degree requirements at the time of transfer to the new school. In other words, you must have been able to continue playing at your current school to be eligible to play at the next school (i.e. you can’t run from an ineligibility situation).
  • You must pass at least 9-semester hours applicable toward your degree in your previous full time semester.
  • You must pass at least 18-semester hours applicable toward your degree in the previous two full time terms combined.
  • You must pass at least 24-semester hours applicable toward your degree in the previous calendar year (you can use up to 6 hours of summer school classes to help meet this criteria).
  • You must have at least a 2.0 cumulative GPA.

• Not be suspended or unable to play at your current school for reasons other than academic eligibility (i.e. you can’t run from a suspension).
• Your current school must agree to allow the transfer. 

If your request to be released to transfer is granted, there is still one other restriction that could prevent you from playing immediately if you decide to transfer to another school in the Great Lakes Valley Conference.

• If you are receiving athletic-based aid and you transfer to another GLVC school, you must serve a year in residency unless you submit a waiver request to the GLVC and it is approved.

How the Division II Transfer Process Is Administered as of October 15, 2018
 
The Division II transfer process has not changed, but the administration of the process has.  In the past, the PTC letter and Transfer Release was provided by the current school to the transferring student-athlete, and the student-athlete would communicate those to the school(s) with whom they wanted to communicate.
 
There is now a centralized database where all schools have the ability to see who is exploring transfer opportunities from all Division I and Division II schools. A student-athlete is then able to be seen by all coaches at all Division I or II schools in the country, and could be contacted by those coaches. You have the right to request that no schools can contact you and you can continue to initiate the contact with schools on your own.
 
How to Request Placement on the NCAA Transfer Portal
 
If you would like to explore transfer opportunities from Rockhurst, you must now download the NCAA Transfer Portal Request Form (see link below). Complete the form and submit it to Michael Koehler, Associate Director of Athletics and Compliance Director. Michael will add your name to the transfer portal.
 
Please note the following about the Transfer Portal Request Form.

1. You have the ability to request both Permission to Contact and Transfer Release Information be provided with the same form. You must sign both of the two separate statements on the form for this to occur.
   1. You may sign the PTC portion first and provide an updated form providing a new signature for the Transfer Release portion at a later date.
   2. You may allow full access to all coaches to contact you and provide an updated form changing your contact status at a later date
2. PLEASE NOTE: Rockhurst policy is that you will need to state that you understand that if you are exploring an opportunity to transfer, then any athletic-based aid you may have will not be renewed in future years unless you and your coach can determine if the continuation of the award will remain at the same amount or a reduced amount. 

If you have any questions about this new process or the form, please contact Michael.

How to Request Placement on the NCAA Transfer Portal
 
If you would like to explore transfer opportunities from Rockhurst, you must submit an NCAA Transfer Portal Request Form to the Compliance Director to be placed on the NCAA Transfer Portal.  Complete the form and submit it to Michael Koehler, Associate Director of Athletics and Compliance Director. Michael will add your name to the transfer portal.
 
Please note the following about the Transfer Portal Request Form.

1. You have the ability to request both Permission to Contact (PTC) and Transfer Release Information be provided with the same form. You must sign both of the two separate statements on the form for this to occur.
   1. You are allowed to sign the PTC portion and submit that initially and then provide an updated form providing a new signature for the Transfer Release portion at a later date.
   2. You may allow full access to all coaches to contact you and then  provide an updated form changing your contact status at a later date if you decide not to transfer or once you have decided on a new school.
2. PLEASE NOTE: Rockhurst policy is that you will need to state that you understand that if you are exploring an opportunity to transfer, then any athletic-based aid you may have will not be renewed in future years unless you and your coach can determine if the continuation of the award will remain at the same amount or a reduced amount. 

E-mail Michael Koehler to request a form.  If you have any questions about this new process or the form, please contact Michael.

Michael Koehler, Associate Director of Athletics
Michael.Koehler@rockhurst.edu                 816-501-4331