Florida State Athletics Department. Camps & Clinics Policies & Procedures

Transcription

1 Florida State Athletics Department Camps & Clinics Policies & Procedures 1

2 Table of Contents Section I Acknowledgement & Camp Contract... 3 Acknowledgement of Policies & Procedures Manual... 4 Camp Contract... 5 Section II General Camp Information Camps/Clinics Checklist Camps/Clinics Requirements Incorporation Background Checks Insurance Camp Staff Payments Overhead Assessment Use of Florida State University in Name Section III Highlight NCAA Camps and Clinics Topics Camps/Clinics Printed Materials Advertisement Approval Procedures Advertisement Regulations Advertisement Locations Free or Reduced Admission/Employment of Prospects Athletics Department Staff Member s Children Group Discounts Prorating Camp Costs Employment of Prospects Four-Year College Transfer Employment Prospective Student-Athlete as Volunteer Employment of Prospect s/student-athlete s Relative Free or Reduced Admissions Attendance Restrictions/Recruiting Activities Camp Invitations to Prospects Awards to Prospects Senior Prospect Prohibition for Canadian 12 th Graders Recruiting Calendar Exceptions Institutional Staff member Employed at Camp/Clinic Recruiting Activities Recruiting Presentations Student-Athletes Participating in Camp Activities Miscellaneous Camp Regulations Attendance Prospective Student-Athletes Employment Other Institutional Camps/Clinics and Private Camps Section IV NCAA Regulations and Interpretations Section V Forms

3 Section I Acknowledgement & Camp Contract 3

4 Acknowledgment of Policies and Procedures Manual I,, Director of camp, certify that I have received a copy of the Athletics Camp and Clinics Manual. I understand that the policies described in the Manual are subject to change at Florida State University s sole discretion at any time and I will be notified accordingly. I understand that it is my obligation to read the policies and procedures outlined in the Athletics Camps and Clinics Manual, and agree to abide by the terms set forth herein. I understand that my signature below indicates that I have read and understand the above statements. Employee Name (Printed) Date Employee Signature 4

5 CAMP CONTRACT THIS AGREEMENT, made this day of,, between The Florida State University Department of Athletics, acting for and on behalf of The Florida State University Board of Trustees, a public body corporate of the State of Florida, (hereinafter referred to as University or FSU ) and, a Florida for-profit limited liability company, (hereinafter referred to as Camp ). WITNESSETH WHEREAS, Camp is a for-profit summer camp incorporated under the Laws of Florida and located in Tallahassee, Florida, and offers a unique athletic experience for children interested in developing their knowledge, skills, and abilities in a particular sport; and WHEREAS, the University is a State of Florida higher educational institution with nationally recognized competitive sports programs, and desires to offer children the opportunity to attend a summer camp on its main campus with top-rate athletic facilities, coaches, and support staff; and WHEREAS, the University agrees that the educational mission of the University is enhanced by permitting the Camp to use its facilities, supported by University personnel and other resources, under the terms and conditions set forth below; and WHEREAS, the University and Camp recognize that NCAA Bylaws provide that an institution s sports camp or instructional clinic shall be any camp or clinic that is owned or operated by a member institution or an employee of the member institution s athletics department, either on or off its campus, and in which prospective student-athletes participate; and WHEREAS, the University and Camp recognize that Camp must be operated in full compliance with the requirements of NCAA Bylaw 13.13, as well as applicable law, regulations, and policies. NOW THEREFORE, in consideration of the mutual agreements of the parties as hereinafter set forth, it is agreed as follows: I. Camp Operation Coach/Camp Coordinator shall coordinate and cooperate with the Athletics Director and Athletics Department to ensure that the use of the facilities do not impede or infringe on the normal day-to-day activities for which the facilities are intended to be used by FSU. FSU shall retain control over the use of the facilities and may interrupt or terminate the camp if the facilities regular use is required or FSU deems it necessary in its sole discretion. Coach/Camp Director may receive and retain all additional compensation for the operation of such camps; however, Coach/Camp Director may not solicit sponsors for such camps except as specifically approved in advance by the Athletics Director. II. University s Responsibilities The University grants Coach/Camp Director permission to use the University facilities and equipment stated in Attachment A during the Camp sessions for the sole purpose of operating the Camp Program. Coach accepts the facilities and equipment for the Camp in their current existing condition, assuming the risk of latent and patent defects, if any, and FSU shall not be required to make any 5

6 alterations, repairs, or improvements thereto. FSU provides the equipment and facilities and access thereto in an as-is conditions with no warranties of any kind. FSU shall not be liable to Coach/Camp Director for any other liability, damages or loss occasioned by Coach/Camp Director during the Camp session. III. Coach/Camp s Responsibilities A. Coach/Camp Director shall program, manage, supervise and operate a camp program for (sport/name or type of program) for children between the age of and. During the conduct of the Camp, Coach/Camp Director shall have the sole responsibility for the supervision and control of the Camp, as well as all Camp activities including responsibility for any employees, agents, volunteers, guests and participants and their activities on the FSU campus. The Coach/Camp Director agrees to supervise camp personnel and participants in an effective manner throughout the entire duration of the Camp, observe all regulations and directives of the University and the FSU Camps and Clinics Manual with due regard to safety and appropriate behavior of the individuals and the good name of the University. Coach/Camp Director has a legal responsibility to inform participants of the private nature of the Camp. B. Coach/Camp Director agrees that he/she has read, understands and agrees to abide by the FSU Camps and Clinics Manual, which is specifically incorporated by reference into this Agreement. In case of a conflict between this Agreement and the FSU Camps and Clinics Manual, the Manual will take precedence. In addition, Coach/Camp Director agrees to abide by all requirements of NCAA Bylaw in operating the camp. C. It is expressly understood and agreed that the use of personnel, facilities and equipment provided by FSU shall be in compliance with municipal, county, and state laws and regulations, and with the policies and regulations of The Florida State University Board of Trustees and The Florida State University, the same being subject to change as necessary without notice, except as required by law. Coach/Camp Director agrees to assume full responsibility for any minor children under his/her supervision while on the FSU premises. Further, Coach/Camp Director agrees that he/she will ensure that all persons associated with the Camp or interacting with minor children will have obtained Level 2 criminal background checks required by law prior to any association with the Camp or interaction with children attending the Camp. Coach/Camp Director further agrees that he/she will not permit anyone who has been convicted of a sexual offense to serve in an employment or volunteer capacity for the camp, or to serve in positions responsible for the direct or indirect supervision of minor children, or which may allow for unsupervised access to, or interaction with, minor children while they are attending the camp. Coach/Camp Director shall present evidence of compliance with the above requirements upon request of the Athletic Director or his designee. D. The Coach/Camp Director must annually provide FSU with evidence of incorporation by means of an authorized copy of certification prior to the start of Camp. E. The Coach/Camp Director will make all space reservations and other on-campus arrangements for the use of facilities and equipment necessary to operate the Camp. F. The Coach/Camp Director will provide FSU with the dates for upcoming camps, together with a list of the University facilities to be used. 6

7 G. Use of University Trademarks and Logos: 1. The Camp/Camp Director must provide a pre-production copy of the marketing brochure to the Athletic Department NCAA Compliance Office and the University Office of Trademark Licensing and Affinity Marketing. Both offices must approve the Camp brochure and promotional materials. Once a final brochure is printed, a copy must be sent to the Athletic Department and Compliance Office. 2. The Coach/Camp Director shall not order any merchandise or equipment, incur any indebtedness, enter into any undertaking, or make any commitment in the University s name or purporting to be on the University s behalf. 3. The Coach/Camp Director shall not use the name of the University and or University Logos in any manner in connection with its business affairs, except as specifically authorized in the Agreement or as approved by the University Office of Trademark Licensing and Affinity Marketing prior to such use. H. Registration Fees and Financial Matters: 1. The Coach/Camp Director may collect fees and pay bills through a properly constituted corporate account. Camp Director. 2. The Coach may pay personnel employed to work in the camp, including the 3. Fees for the rental of University facilities, food and lodging, will be paid separately by the Coach/Camp Director to the appropriate invoicing department (i.e. the Campus Recreational Facilities Office) within 30 days after receipt of an invoice for these goods and services. 4. It is expressly agreed that Coach/Camp Director shall be solely responsible for the payment of all applicable federal, state, and local taxes and levies, of whatever nature, including but not limited to payroll, entertainment, and sales taxes associated with the operation of the camp described in this agreement and shall hold FSU harmless from any claims for any such taxes, fees, or levies. It is expressly agreed that this Agreement creates no joint venture between FSU and that Coach/Camp Director s employees, agents, and representatives shall not, for any purpose or in any manner whatsoever, be deemed the agents, employees or representatives of FSU. I. Records and Record Keeping: 1. The Coach/Camp Director must keep accurate participant lists. 2. The Coach/Camp Director must supply FSU with a final Camp roster to include names and addresses for all registered participants seven (7) days after the close of the last Camp. If the Camp consists of a series of sessions, over an extended period of months with a break greater than four (4) weeks to the beginning of the next Camp, Coach/Camp Director agrees to submit all final rosters for camps up to the four (4) week break. 7

8 3. The Coach/Camp Director must maintain accurate and comprehensive records on each and every accident or illness for a minimum of four (4) years from the date of the incident, so that the Coach/Camp Director will be able to respond to any problems or questions occurring after the camper returns home. 4. The Coach/Camp Director shall maintain records required by NCAA Bylaws, regulations, and policies for sports camps. J. Ensure that all persons transporting campers in motor vehicles have a driver s license check performed by the FSU Police Department. If the Camp will be using a 16(+) passenger vehicle, ensure that each operator has a valid Florida chauffeur s driver s license. K. Liability Insurance 1. The Coach/Camp Director shall obtain General Liability Insurance in the amount of one million dollars ($1,000,000), accident insurance in the amount of ten thousand dollars ($10,000) per claim, and be covered for Worker s Compensation and Automobile Liability in the amounts and coverages required by the State of Florida. 2. The Coach/Camp Director agrees to carry a minimum of one million dollars ($1,000,000) of public liability and property damage insurance to adequately protect the respective interests of itself and the University. The insurance policy shall name the University as an additional insured, and must include a contractual liability endorsement to indemnify FSU from any liability arising from or as a result of the operation of the Camp. 3. The Coach/Camp Director must select an insurer authorized and licensed to do business in the State of Florida, be acceptable to the University and have at least a B+ rating to issue all such policies. All policies will name the Florida State University and the Board of Trustees, their agents, employees, and representatives as additional insureds. The Coach/Camp Director shall deliver certificates evidencing such insurance coverages to the University upon execution of this Agreement. The Coach/Camp Director shall further furnish the University with current insurance certificates as policies are renewed during the term of the Agreement. The Coach/Camp Director shall notify the University in the event of any cancellation, termination, non-renewal or material change in insurance coverage, including but not limited to, any reduction in the coverage provided by the policy. Failure of the Coach/Camp Director to maintain required insurance coverages in effect is cause for immediate suspension of operations of the Camp and termination of the Agreement by the University. Each certificate of insurance shall contain a provision that the policies or policy cannot be canceled or modified without thirty (30) days written notice by the insurer to FSU. 4. All Insurance Certificates must be sent to the FSU Athletic Director or his designee for review. L. Accident Insurance 1. All campers must be covered by accident insurance in order to participate in the Camp. The Coach/Camp Director acknowledges that the University also highly recommends that health/sickness insurance also be a requirement for participation in the Camp. 8

9 2. The Coach/Camp Director must maintain accurate and comprehensive records on each and every accident or illness for a minimum of four (4) years from the date of the incident, so that the contractor will be able to respond to any problems or questions occurring after the camper returns home. The Contractor must respond to all inquiries, in good faith, from the insurance company, parents and/or medical facility providing treatment to the affected camper. 3. In the event such accident/health coverage may not be obtained or the policy providing for such coverage is canceled, the Coach/Camp Director must notify FSU immediately. Failure of the Coach/Camp Director to maintain in effect the required insurance coverages is cause for immediate suspension of operations of the Camp and termination of the Agreement by the University. M. Camp Staff: 1. All parties agree that employees of the University Athletic Department whose employment descriptions specify the performance of summer camp duties and summer camp-related activities are covered by the University s regular general liability insurance, worker s compensations insurance and automobile liability insurance, while acting within the scope of their University employment and duties. 2. All parties agree that employees of the University Athletic Department whose employment descriptions do not specify the performance of summer camp duties and summer camprelated activities and personnel who are paid by the Coach/Camp Director for their participation in the Camp are NOT covered by the University s regular general liability insurance, worker s compensations insurance and automobile liability insurance and must be insured by the Coach/Camp Director. IV. Affirmation of Independent Contractor Status 1. The Coach/Camp Director affirms that Camp is a separate and independent entity from the Florida State University Board of Trustees, the University, the FSU Athletics Department, and that in operating and managing the Camp, the Coach/Camp Director is not acting as an agent or employee of the other party, except as provided under the terms of this Agreement. Except as provided in this Agreement, for the duration of the Camp, none of the Camp s officers, employees, or agents shall simultaneously act as officers, employees or agents for Florida State University. The Coach agrees that the Camp, the Camp Director, and the Camp Staff will not use University personnel or resources or conduct Camp business from their Florida State University Office, except as provided in this Agreement or as may be specifically permitted in writing by the FSU Athletic Director or his designee. Under no circumstances may any camp registration funds be sent to a Florida State University address. The Coach/Camp Director agrees to be familiar and abide by any Florida State University policy or Florida state law regarding conflicts of interest and to avoid any conduct that gives the appearance that the Camp is a part of The Florida State University. The Coach/Camp Director shall ensure that the Camp is operated in accordance with the applicable requirements of NCAA Bylaw 13.13, as well as such other NCAA and University regulations and policies as may be applicable. 2. If Coach s or any FSU employee s employment agreement with FSU specifies that operation and/or administrative support of the camp is part of the Coach s/fsu Employee s duties and responsibilities, then operation of the camp shall not be deemed outside employment for said Coach or FSU employee, and said Coach or FSU employee may receive additional compensation or bonus as provided in his/her employment contract and/or position description with the University for 9

10 the performance of said duties and responsibilities. An FSU Employee whose employment contract or position description does not include a duty or responsibility to provide support to a camp, then in order to provide support to a camp or be paid by the Camp, said employee must obtain approval of outside employment and must take annual leave in order to work for the Camp. Any payments to FSU employees providing services under an outside employment arrangement are subject to the University s policies regarding outside employment, and said employees and Coaches/Camp Directors are individually responsible for providing the required reports. V. General Conditions A. Discrimination: The signatories to this Agreement shall abide by all applicable federal and state laws and regulations prohibiting discrimination on the basis of sex, race, color, religion, national origin, age, disability, or marital status, in particular, the FSU Equal Opportunity and Non- Discrimination Statement, specifically incorporated into this Agreement by reference. B. Governing Law: This Agreement shall be governed by and construed under the laws of the State of Florida. If any provision of the Agreement is unenforceable under applicable law, the remaining provisions shall continue in full force and effect. C. Venue: The venue for any legal action arising under this Agreement shall be the Second Judicial Circuit Court in and for Leon County, Florida. D. Public Records: The Coach/Camp Director shall allow access to all documents, papers, letters, camp records, or other material subject to the provision of Chapter 119, Florida Statutes, and made or received by the Coach/Camp Director in conjunction with this Agreement. The Coach/Camp Director s refusal to permit public access hereto shall be grounds for allowing the University to unilaterally cancel this Agreement. E. FSU Sexual Harassment Policy: Camp agrees to abide by and comply with all provisions of the FSU Sexual Harassment Policy in effect during the period of this Agreement. Any violation of the provisions of the FSU Sexual Harassment Policy by Camp shall be grounds for unilateral termination of this agreement, for cause, by FSU. F. Assignability: Under no circumstances will Camp assign to a third party any rights or obligations of Camp under this agreement without the prior written consent of FSU. G. Default: The failure of either party to comply with any provisions of this Agreement shall place that party in default. Prior to terminating this Agreement, the non-defaulting party shall notify the defaulting party in writing, stating specifically the provisions, alleged to give rise to the default. The defaulting party shall be entitled to thirty (30) days to cure the default. In the event the default is not timely cured, this Agreement may be terminated immediately by written notice. The failure of either party to exercise this right shall not be construed as a waiver to such right. H. Audit: All records held by either party, pertaining to this Agreement between the University, its divisions, departments, institutes, and an internal and external entity are subject to audit by the University, as well as other audits that may be conducted by, but not limited to, the Auditor General and the NCAA. 10

11 I. Entirety of Agreement: This writing embodies the entire agreement and understanding between the parties hereto, and there are no other agreements or understandings, oral or written, with reference to the subject matter hereof that are not merged herein and superseded hereby. No alteration, change or modification of the terms of this Agreement shall be valid unless made in writing and signed by both parties. J. Indemnification: FSU and the Athletic Department may not indemnify any contractual party but may only be liable for injury or loss of property caused by the negligent or wrongful act or omission of its employees while acting within the scope of their employment, as established in and governed by section , Florida Statutes. K. Termination: The State of Florida s performance and obligation to pay under this contract/agreement is contingent upon an annual appropriation by the Legislature. VI. Notices: All notices required under the terms of this agreement shall be sent to the following. Camp, Inc Coach Name Camp, Inc. Street Address Tallahassee, FL Phone: Fax: FSU/ATHLETICS DEPARTMENT: Name AD Representative Title of AD Representative 403 Stadium Drive, Room 107 Tallahassee, FL Phone: (850) 644- Fax: (850) 644- VII. Certification: By signature below, The Florida State University official executing this contract/agreement certifies that he/she is authorized by The Florida State University Board of Trustees, or a legally appointed designee, to act for and on behalf of the agency head for The Florida State University, in signing the contract/agreement. (Name of Coach/Camp Director) Camp, Inc. Randy Spetman, Director of Intercollegiate Athletics FSU Department of Athletics Dates: Date: 11

12 ATTACHMENT A FACILITIES & EQUIPMENT 12

13 Section II General Camp Information 13

14 Camps and Clinics Checklist All forms to be submitted to the Athletics Business Office. Prior to the Camp/Clinic: Prior to printing, submit camp brochure proofs for Approval. At least (30) days prior to the start of camp, submit proof of incorporation, liability insurance, accident insurance, workers compensation, and automobile insurance. At least (3) weeks prior to the start of the camp, submit a list of ALL potential camp staff, including social security numbers, for background checks. At least (2) weeks prior to the start of the camp, submit the Student-Athlete Camp Employee Request Form. At least (2) weeks prior to the start of the camp, submit the Student-Athlete Letter of Agreement. At least (2) weeks prior to the start of the camp, submit the Free or Reduced Admission Roster. At least (2) weeks prior to the start of camp, submit the Outside Camp-Clinic Form for any Florida State coaching member that wishes to be employed at a non-institutional privately owned camp or clinic. Following the Camp/Clinic Season: *If there are any changes to the above forms at any point throughout the camps season, they should be noted on the appropriate form and resubmitted prior to the relevant camp season. Within (2) weeks of the completion of the camp, submit the List of Prospective Student-Athletes in Attendance. Within (30) days of the completion of the camp, submit the High School, Prep School or Two-Year College Coach Letter of Agreement for any high school, prep school or two-year college coach that was employed at the camp/clinic. Within (30) days of the completion of the camp, submit the Outside Summer Camp/Clinic Verification Form for any Florida State coaching member that was employed at a non-institutional privately owned camp/clinic. Within (30) days of the completion of the camp, complete the Financial Statement for Camp. 14

15 Camps and Clinics Requirements Documentation for all of the requirements outlined below must be on file in the Athletics Business Office before the camp/clinic begins. I. Incorporation a. The Coach/Camp Director must annually provide FSU with evidence of incorporation by means of an authorized copy of certification prior to the start of Camp. II. Background Checks a. Coach/Camp Director agrees that he/she will ensure that all persons associated with the Camp or interacting with minor children will have obtained Level 2 criminal background checks required by law prior to any association with the Camp or interaction with children attending the Camp. This includes student-athletes, volunteers, scorekeepers, officials, etc. Any staff/volunteers who are SOLEY responsible for registration or office work will not be required to obtain a Level 2 background check. Background checks must be done annually for all camp staff who are not FSU employees if there is a break between camps of 90+ days, camp staff must be rescreened. FSU employees will be required to have a background check every (5) years as long as they maintain continual employment with the University. b. All camp employees, FSU and non-fsu employees, must complete a notarized Affidavit for Good Moral Character. The ORIGINAL must be on file in the Athletics Business Office prior to any association with the Camp or interaction with children attending the Camp. c. All background checks will be routed through the Athletics Business and Human Resources Office. The Camp Director must provide a list of all potential camp candidates, including social security numbers, to the Business Office at least (3) weeks prior to the first camp via the Athletics SharePoint website. d. No staff member or volunteer can work a camp until they are cleared through the Athletics Business Office. e. Candidates can be fingerprinted by the FSUPD Tuesday Friday from 1:00p 3:00p. Out-of-town candidates can be printed by the Sheriff s Office in their town; however we must know in advance of their decision to do so in order to route the appropriate information to the Sheriff s Office. f. Out-of-state candidates must be hard-card fingerprinted. These cards can be obtained from the Athletics Business Office, mailed to the candidate, and returned via mail from the candidate. These cards will then be turned into the Athletics Business Office. It is the Camp Director s responsibility to ensure that out-of-state candidates receive their fingerprint cards the Athletics Business Office will not mail them directly. g. Cost of Service: i. FSU Employees through HR* - $40.25 ii. Non-FSU Employees through FSUPD - $27.25 iii. Non-FSU Employees through local Sheriff s Dept - $ Sheriff s Dept. Fee iv. Out-of-State Candidates - $38.25 h. Payment Process: i. At the end of your camp season you will be invoiced for all of the background checks prepared for your sport this includes FSU and non-fsu employees. Payments will be due within 30 days of receipt of invoice. 15

16 i. Florida Teachers i. Teachers in the State of Florida who have been printed under Chapter 1012 whose screening meets the criteria of Statute may provide a Clearance Letter from their school in lieu of obtaining a background check provided they have not been unemployed for more than 90 days afterwards and they have been screened within 5 years. ii. Clearance Letters must be on letterhead and contain the following information: 1. Candidate's information (Name & Social Security Number) 2. When the screening was conducted 3. Level of screening conducted 4. Statute under which screening was conducted 5. If the hiring authority approved the background check 6. Confirmation that there has not been a break in service of more than 90 days since they were last screened 7. Confirmation that the candidate is in compliance with the 5 year cycle for rescreening requirements. III. IV. Annual Leave a. FSU employees who are responsible for a significant amount of camp duties will have these responsibilities explicitly stated in their position descriptions. b. FSU employees who do not have a significant amount of camp duties will have their camp responsibilities listed in the Other duties as assigned section of their position descriptions. c. Neither of the above referenced FSU employees will be required to take annual leave in order to work camps, since it is considered a part of their job description. Insurance a. The Coach/Camp Director shall obtain General Liability Insurance in the amount of one million dollars ($1,000,000), accident insurance in the amount of ten thousand dollars ($10,000) per claim, and be covered for Worker s Compensation and Automobile Liability in the amounts and coverages required by the State of Florida. b. The Coach/Camp Director agrees to carry a minimum of one million dollars ($1,000,000) of public liability and property damage insurance to adequately protect the respective interests of itself and the University. The insurance policy shall name the University and the Board of Trustees as an additional insured, and must include a contractual liability endorsement to indemnify FSU from any liability arising from or as a result of the operation of the Camp. c. All campers must be covered by accident insurance in order to participate in the Camp. The Coach/Camp Director acknowledges that the University also highly recommends that health/sickness insurance also be a requirement for participation in the Camp. ** Employees of the University Athletics Department are covered by the University s regular general liability insurance, workers compensations insurance and automobile liability insurance and must be insured by the Coach/Camp Director. 16

17 V. Camp Staff Payments a. Camp employees will be paid at the discretion of the camp owner b. All FSU employees camp payments MUST be routed through the Athletics Business Office. Their camp payment will be processed through payroll and included in their biweekly paycheck. Camps can choose whether to pay the employer portion of the FICA taxes as part of the amount paid to the employee or be invoiced on top of the amount paid. FSU employees will be taxed at the supplemental pay rate for all camp payments. Due to the approval and processing time, it takes approximately 30 days for an employee to receive a camp payment from the time the check is received by the Athletics Business Office. c. International student-athletes camp payments MUST be routed through the Athletics Business Office per their Visa requirements. If international student-athletes receive payments from any source other than the University it is a violation of their student visa status. While there are not FICA taxes assessed on international student-athlete payments, they will be taxed per their respective country s tax laws. Due to the approval and processing time, it takes approximately 30 days for an international student-athlete to receive a camp payment from the time the check is received by the Athletics Business Office. VI. VII. Overhead Assessment a. In lieu of charging per use for facility and office use, an overhead assessment will be charged to each camp which encompasses facility use, office use and a processing fee based on the length of the camp and the number of background checks processed throughout the year. If your camp is required to pay for facility space then facility use will not be factored into the assessment fee for the respective camp. Payments will be due within 30 days of receipt of invoice. Example: Camp length 9 days; Number of background checks 7 = $594 overhead assessment b. Postage will continue to be charged based on actual use monthly. Use of Florida State University in Camp Name a. Florida State University cannot be used in the name of the camp, other than to say John Doe s Camp AT Florida State University. This includes web addresses for camps as well. 17

18 Section III Highlighted NCAA Camps/Clinics Topics 18

19 Camps and Clinics Printed Materials Printed materials for camps/clinics include, but are not limited to, brochures, advertisements, flyers, etc. s promoting the camp are also considered printed materials. I. Advertisement Approval Procedures I. Camp/Clinic printed materials MUST BE APPROVED BEFORE THEY GO TO PRINT. i. In order to obtain approval of all camp/clinic printed materials they must be printed as is to be mailed to prospective campers (a proof from the print shop is preferred). II. If your printed materials contain any of the following they are NOT in compliance with NCAA regulations: a. An improperly used commercial logo b. The name or picture of a current student-athlete who is not employed at the camp (if the current student-athlete is employed at the camp their picture must be in the camp counselor section and used to identify them as a staff member) c. The brochure is formatted as a poster III. If approved a copy of the materials will be returned with the Compliance Office signature. IV. If denied a copy of the materials with comments on changes needed for approval will be returned to the Coach. If materials are denied a new copy must be submitted with changes for approval. V. Camp printed materials using school logos or trademarks must be approved by Rob Wilson in the Communications Office. YOU CANNOT SEND OUT (EITHER VIA US MAIL OR ) ANY CAMP/CLINIC PRINTED MATERIALS THAT DO NOT HAVE FINAL APPROVAL FROM THE COMPLIANCE OFFICE. II. Advertisement Regulations a. All advertisements must contain the verbiage, Open to Any and All Entrants. Please contact the Compliance Office for assistance on the best location for this statement in your advertisement. b. Brochures i. Camp and Clinic Brochures are not restricted by content or design, except for pictures of current student-athletes. c. Camp and Clinic Brochures are restricted by size. i. Brochures are limited to a single two-sided sheet of paper, not to exceed 17 x 22 when opened in full. ii. Inserts are not permissible. 19

20 d. Pictures in Brochures i. Names and pictures of current student-athletes may only appear in a camp or clinic brochure for the purpose of identifying the student-athlete as a staff member of the camp or clinic. ii. Pictures and names of current student-athletes may only be located in a designated camp counselor section. iii. There are no regulations governing the pictures of other individuals, including former student-athletes, outside coaches, etc., in any portion of the brochure. e. Other Permissible Items That May Be Included in a Camp or Clinic Brochure i. Team and University Information. ii. Program accomplishments, including ACC and NCAA Championships. iii. Camp Staff accomplishments, including coaching records, awards and team accomplishments during a coach s reign. iv. General information about Florida State University, including reproduced articles or information about the academic or athletic programs at the University. v. Information about Tallahassee. f. All Other Advertisements (Websites, radio ads, billboards, tv commercials, etc ) Must Be Approved By the Compliance Office as well. III. Location of Advertisements a. Recruiting Publications (Other than a High School or Two Year College Game Program) i. It is permissible only if placed in a periodical that includes a camp directory meeting the following requirements: 1. Includes multiple listings of summer camps on each page (i.e., at least two summer camp advertisements of the same size must appear on each page). 2. The size of the advertisement does not exceed one-half page and the formats of all advertisements are identical. b. Game Programs i. It is permissible to place an ad in FSU game programs. ii. It is permissible to place an ad in a game program of a professional organization. iii. It is NOT permissible to place an ad in a high school or two-year college game program. c. Newspaper i. It is permissible to place an ad in the sports section of a commercial newspaper. d. High Schools and Two-Year Colleges i. It is impermissible to advertise in a high school or two-year college game program. ii. It is impermissible to advertise the camp or clinic on a billboard located at a high school. e. Camp Posters i. It is impermissible to create and distribute a summer camp poster to prospective student-athletes or high school coaches. f. Internet 20

21 i. It is permissible to advertise on a recruiting publication s web site, provided the format of such advertisements are identical to the hard copy and the web site camp directory includes multiple listings of summer camps and clinics. ii. The half-page size restriction applicable to advertisements in printed publications is not applicable to advertisements placed on the internet. iii. It is permissible to create a website dedicated solely to your Camps and Clinics. All websites must be approved by the Compliance Office before going live and should then be reviewed on a yearly basis when you change your camp dates. 21

22 FREE OR REDUCED ADMISSION/ EMPLOYMENT OF PROSPECTS Per NCAA Bylaw , Employment of Prospects/No Free or Reduced Admission Privileges, a member institution, members of its staff or representatives of its athletics interests shall not employ or give free or reduced admission privileges to a prospective student-athlete who is an athletics award winner or any individual being recruited by the institution per Bylaw I. Free Admission to Athletics Department Staff Member s Children a. It is permissible for an institution to have a policy that permits free admission only to the children of athletics department staff members to attend the institution s camps or clinics. This is not applicable to grandchildren or extended family members. II. III. IV. Group Discounts a. A member institution s camp or clinic may offer group discounts to coaches and athletes, provided those discounts are available on an equal basis with documented standards to all who wish to take advantage of them. Prorating Camp Costs a. It is permissible for a camp director, at his/her discretion, to prorate fees for campers that are unable to attend the entire camp. Costs must be determined by the amount of actual participation in camp activities during the camper s attendance, and documentation must exist to confirm these figures. Employment of Prospects at Summer Camp a. A prospective student-athlete who is an athletics award winner or any individual being recruited by the institution per Bylaw may not be employed (either on a salaried or volunteer basis) at that institution s sports camp/clinic. V. Four-Year College Transfer Employed in Institution s Summer Camp a. A four-year college student who has received written permission per NCAA Bylaw to discuss transferring with another NCAA institution is considered a senior prospect pursuant to NCAA recruiting regulations. Thus, he or she may not be employed at any Division I institution s summer camp (either on a salaried or volunteer basis) if he or she is being recruited by that institution or if he or she was a was a high school, preparatory school or two-year college athletics award winner. VI. VII. Prospective Student-Athlete as Volunteer Worker at Member Institution s Camp a. A prospective student-athlete may not serve as a volunteer worker at a member institution s camp, even if he/she is willing to pay the cost of attending the camp in order to work as a volunteer, inasmuch as the intent of the bylaw is to preclude a high school athletics award winner from serving in any work-related capacity at a member institution s summer camp. Employment of a Prospect s/student-athlete s Relative a. It is not permissible for an institution to provide certain benefits and arrangements to relatives or friends of prospects or student-athletes. This includes, but is not limited to, employment at an institution s summer camp or clinic [NCAA Bylaw and ]. 22

23 Any possible exceptions to this, based on a history of employment, must be preapproved by the Compliance Office. VIII. Free or Reduced Admissions a. Per NCAA rules, it is permissible for camps to provide free/reduced admission to nonprospect aged children at their discretion. However, once a child reaches prospect age (enters into the ninth grade), he/she cannot receive free or reduced admission to camp if he/she is either being recruited by the institution or is a high school athletics award winner (i.e., has earned a varsity letter at the high school level). b. The only exception to this is if the camp has a policy of allowing children of athletic department or institutional staff members to attend camp at a reduced cost. This is permissible even for children of prospect age, provided the reduction is available for all who qualify to receive it. c. Prior to providing free or reduced admission to any prospect-aged camper, the coach should contact the Compliance Office. All situations are unique and should be approved prior to offering the fee reduction to the prospect. See the NCAA materials below for the actual legislation governing this issue General Rule An institution, members of its staff or representatives of its athletics interests shall not employ or give free or reduced admission privileges to a prospective student-athlete who is an athletics award winner or any individual being recruited by the institution per Bylaw Interpretations Discounts for Camps or Clinics (I) Date Issued: Aug 27, 2009 Type: Official Item Ref: 1 Interpretation: The committee determined that an institution may offer discounted admissions to its camps and clinics based on objective criteria unrelated to athletics abilities (e.g., registration prior to a specific date, online registration, attendance at multiple sessions), provided such discounts are published and available on an equal basis to all who qualify. [References: NCAA Bylaws (employment of prospective student-athletes/no free or reduced admission privileges) and (general rule); staff interpretation (10/29/03, Item Ref: 3); staff interpretation (6/2/89, Item Ref: h); and staff interpretation (8/26/09, Item Ref: 1), which has been archived] Free or Reduced Admissions Privileges (I) Date Issued: Mar 22, 1989 Type: Staff Item Ref: c Interpretation: Confirmed that the provisions of Bylaw (no free or reduced admission privileges) relating to reduced admissions privileges to an institution's summer camp would not apply to a prospective student who neither is a high school athletics award winner nor has been recruited by the member institution, regardless of the fact that the individual has started classes for the ninth grade. 23

24 ATTENDANCE RESTRICTIONS/RECRUITING ACTIVITIES The following information will help to clarify the regulations concerning prospect s attendance at camp and restrictions related to recruiting activities taking place at camp: I. Sending Camp Invitations to Prospective Student-Athletes a. An institution is not precluded from inviting particular prospective student-athletes to its camp, provided the institution legitimately advertises the camp and makes it open to all entrants limited only by number, age, grade level, or gender. II. III. IV. Awards to Prospects a. Prospects may receive awards at a member institution s sports camp or clinic with the understanding that the cost of such awards is included in the admissions fees charged for participants in the camp or clinic. Senior Prospect Prohibition for Canadian 12 th Graders in Camps a. A 12 th grade Canadian high school student is considered to be a senior prospect for purposes of sports camp and clinic regulations, even though he or she may continue secondary education through grade 13. Recruiting Calendar Exceptions a. The interaction during sports camps and clinics between prospects and those coaches employed by the camp or clinic is not subject to the recruiting calendar restrictions. However, other coaches wishing to attend the camp as observers must comply with appropriate recruiting contact and evaluation periods V. Institutional Staff Member Employed at Camp/Clinic Recruiting Activities a. An institutional staff member employed at any camp or clinic is prohibited from recruiting any prospect during the time period which the camp or clinic is conducted (from the time the prospect reports to the camp or clinic until the end of all camp activities). The prohibition against recruiting includes extending verbal or written offers of financial aid to any prospect during his or her attendance at the camp or clinic. b. An institution s coaching staff member employed at its camp is not permitted to work exclusively with certain prospective student-athletes, inasmuch as such selective tutelage would constitute a special arrangement for the prospective student-athletes. VI. VII. Recruiting Presentation at Institution s Sports Camps and Clinics a. Institutional staff members are prohibited from giving recruiting presentations in conjunction with their institutional camps or clinics [Staff 4/5/89, Item I]. It would be permissible to show the sport s highlight video during camp, provided it meets Bylaw and has been approved by the Compliance Office. Student-Athletes Participating in Camp Activities a. Due to playing season regulations, student-athletes are not permitted to participate in organized activities (e.g., games, drills) during an institution s camp. If their participation is for instructional purposes, it must be clear that they are demonstrating (i.e., coaches stopping play and explaining techniques). It is permissible for student- 24

25 athletes to participate in pick-up games with campers after camp hours, provided these games are not organized, directed or viewed by the coaching staff. 25

26 MISCELLANEOUS CAMP REGULATIONS I. Attendance a. A camp or clinic shall be open to any and all entrants limited only by number, age, grade level and/or gender. b. Senior prospects may attend. c. Football Only: Senior prospects may attend, but cannot participate in any physical activities. II. Prospective Student-Athletes a. Staff members and representatives of our athletics interests may not employ or give free or reduced admission to a high school (starting in 9 th grade), prep school or two-year college athletics award winner. b. A student-athlete may not operate a concession to sell items unless the studentathlete is employed by the institution at a reasonable rate to perform such services for the camp. c. Prospects may receive awards from the camp as long as the cost of such awards is included in the admission fee. d. An institution may employ its student-athletes in camps under certain specified conditions: i. The duties performed by the student-athlete must be of a general supervisory character and any coaching or officiating assignments cannot be more than one-half of the student-athlete s work time. ii. Compensation must be commensurate with the going rate for camp counselors of like teaching ability and experience. iii. A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic. iv. The student-athlete shall not participate in organized practice activities other than during the institution s playing season in the sport. v. The Compliance Coordinator must give prior approval of the studentathlete s employment arrangement. III. Employment a. In sports other than football, there is no limit on the number of student-athletes who may be involved in the same camp at an institution. b. A student-athlete may receive actual travel expenses (including lodging and meals in transit and prepaid plane tickets or cash advances) only if such travel expenses are paid and procedures for reimbursement of expenses are used for all employees of the camp. Credit cards may not be provided to a student-athlete to pay such an expense. c. In the case where all employees do not receive travel expenses, a cash advance based on anticipated earnings may be provided to a student-athlete only if such advances do not exceed the estimated actual and necessary cost of travel or the student-athlete s estimated employment earnings, whichever is less, and such a benefit is available to all camp employees. d. An institution may employ a high school, prep school or two-year college coach at its camp, provided it meets the following conditions: 26

27 i. The compensation should be commensurate with similar fees paid to other individuals of like teaching ability and camp experience. ii. The coach is not paid on the basis of the value the coach may have for the employer because of the coach s reputation or contact with prospects. iii. The coach may not be compensated based on the number of campers the coach sends to camp. iv. The coach completes and signs the High School, Preparatory School or Two- Year College Coach Letter of Agreement. IV. Other Institutional Camps/Clinics and Private Camps a. During any time of the year, employment of coaches and student-athletes at other institutional sports camps and/or private camps must receive prior approval by the Compliance Office. Any coach working at a non-institutional privately owned camp or clinic must complete the Outside Summer Camp/Clinic Verification Form and submit it to the Compliance Office for approval. b. Coaches Clinics and developmental clinics must also be approved by the Compliance Office. 27