Change of Roster Policies & Procedures
Traditional Season Roster Addition Policy
Roster additions may occur up to two weeks from the start of the official traditional season, defined as the first date of practice for each program. All student-athletes added during this period must complete all required compliance and sports medicine documentation within the designated two-week window.
All additions must also adhere to Title IX roster number parameters as outlined in the UMass Boston Athletics Roster Plan, which is communicated directly by the Vice Chancellor of Athletics and Recreation or the Deputy Athletic Director for Internal Administration. If a student-athlete is added to the roster by a head coach, the following requirements apply:
Spring Semester Add/Drop Period (Winter Programs)
At the start of the spring semester, there will be a two-week period aligned with the institutional add/drop registration deadline during which winter programs may add new students or transfers to their rosters. The same requirements apply:
Coaches are responsible for monitoring roster additions and ensuring student-athletes meet all requirements within the designated timeframe.
Change of Roster Form
When adding or removing a student-athlete from a team roster, the head coach must complete the Change of Roster Form in its entirety. This form will be assigned in ARMS by the Compliance Office as a workflow and maintained in the system's database.
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All sections of the form must be completed to avoid delays. Incomplete forms—such as missing ID numbers, incorrect UMB or NCAA ID numbers, or failure to specify the correct team (e.g., men’s or women’s)—will be returned to the head coach for correction and resubmission.
For additions, once the fully completed form is submitted and approved, the following actions will be taken by the Compliance Office:
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An ARMS profile will be created for the student-athlete (if one does not already exist).
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UMB and NCAA compliance and Sports Medicine paperwork will be generated and assigned to the student-athlete through ARMS.
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Notification of the roster change will be sent to the following departments and staff:
Head coaches are responsible for initiating and ensuring timely completion of all required steps in the change of roster process. No student-athlete may participate in team activities until all necessary approvals and documentation have been completed.
Upon receipt of a Change of Roster Form indicating a removal, the Compliance Office will review and approve the form, then update the student-athlete’s profile in ARMS accordingly. Once the update is complete, the Compliance Office will forward the finalized form and notification of the roster removal to the following staff members:
It is the responsibility of the head coach to ensure the form is completed in full before submission. Timely communication and processing of roster removals are essential for maintaining accurate records across all departments.
Change of Roster While in Season
To ensure timely and accurate processing of in-season roster changes, the following procedures must be followed:
Student-athletes will not be permitted to practice or compete until they have been officially cleared by both the Compliance Office and the Sports Medicine Office.
Coaches must plan roster additions in advance and factor in the three-business-day review period. Clearance status can be monitored in ARMS. It is the coach’s responsibility to ensure no student-athlete participates before being fully cleared. Any participation by an uncleared student-athlete may result in NCAA violations and require additional rule education for the coach involved. If the Assistant Athletic Director for Compliance and Student-Athlete Development is unavailable during this period, the Deputy Athletic Director for Internal Administration will serve as the secondary point of contact for clearance decisions.
