TABLE OF CONTENTS SECTION 1 GENERAL INFORMATION 1-1 Compliance Office Staff 1-2 Compliance Mission Statement 1-3 Athletic Department Mission Statement 1-4 Required Compliance Meetings Coaches & SAs 1-5 Phone List SECTION 2 CONTACTS/EVALUATIONS/SCOUTING SERVICES 2-1 Recruiting Periods 2-2 Telephone Calls & Logs 2-3 Contact/Evaluations 2-4 Permission to Contact Letter 2-5 Countable Coaches Designation 2-6 Recruiting/Scouting Services SECTION 3 OFFICIAL VISITS 3-1 Official Visit Request Form 3-2 Required Official Visit Letter 3-3 Report Distribution Graduation Data, Banned Drugs List, Initial-Elig. 3-4 Official Visit Itinerary 3-5 Official Visit Host Instructions 3-6 Prospect Acknowledgement 3-7 Prospect Mileage Reimbursement 3-8 Official Visit Reconciliation Checklist 3-9 Unofficial Visit Log SECTION 4 NATIONAL LETTER OF INTENT 4-1 Signing Dates 4-2 National Letter of Intent 4-3 Financial Aid Contract Requests SECTION 5 ELIGIBILITY 5-1 Transfer worksheets 5-2 Tryout Clearance Form 5-3 Practice Approval Form 5-4 TCU/MWC/NCAA Forms 5-5 NCAA Team Rosters 5-6 Certified to Practice & Compete Reports 5-7 Participation Reports SECTION 6 FINANCIAL AID 6-1 Request for Financial Aid NEW/RETURNING 6-2 5 th Year Aid/Medical Work Program 6-3 Squad Lists SECTION 7 TEAM INFORMATION 7-1 Declaration of Playing Season 7-2 Weekly Play/Practice Log 7-3 Drop/Add Form 7-4 Occasional Meal Form 7-5 Team Travel Restrictions 7-6 Outside Competition 7-7 Outside Competition Summer Prize Money 7-8 Promotional & Fund-Raising Activities 7-9 Donation Requests 7-10 Participation/Achievement Awards SECTION 8 CAMPS/CLINICS & LOCAL SPORTS CLUBS 8-1 Camp/Clinic Packet 8-2 Local Sports Club 8-3 Outside Income Form SECTION 9 REPORTING VIOLATIONS 9-1 Procedures for Reporting a Violation
1-1 GENERAL INFORMATION COMPLIANCE OFFICE Andrea Nordmann Associate Athletics Director for Compliance a.nordmann@tcu.edu Office # 817.257.6899 Cell # 817.320.6593 Greg Featherston Assistant Athletics Director for Compliance g.featherston@tcu.edu Office # 817.257.5869 Cell # 817.343.1525 Jessica Hazard Compliance Coordinator j.hazard@tcu.edu Office # 817.257.5522 Cell # 817.688.0080 Brent Cunningham Compliance Coordinator b.cunningham@tcu.edu Office # 817.257.7068 Cell # 817.913.8032 Stephanie Key Administrative Assistant for Compliance stephanie.key@tcu.edu Office # 817.257.7525
1-2 GENERAL INFORMATION COMPLIANCE OFFICE MISSION STATEMENT The mission of the TCU Athletics Compliance Program is to uphold the rules and regulations of the National Collegiate Athletic Association (NCAA), Big 12 Conference (Big 12), and Texas Christian University (TCU); to monitor the processes and activities associated with such rules and regulations; and to educate institutional staff members, student-athletes and external constituents regarding such rules, regulations, processes and activities. TCU is committed and obligated to the principle of institutional control in operating its Athletics Department in a manner that is consistent with the letter and the spirit of the NCAA, Big 12 and University rules and regulations. The Athletics Compliance Office coordinates, monitors and verifies compliance with all NCAA requirements and educates the various constituencies of the University and the community regarding NCAA and Big 12 regulations. The Athletics Compliance Office is dedicated to providing educational programs and interpretive support to ensure that all individuals involved with the Athletics Department understand and adhere to the TCU's compliance expectations. Each individual within the Athletics Department is obligated to maintain competency in knowledge of rules, to act within his or her realm of responsibility in full compliance with the rules and to report any violations of the rules. It is the goal of the Athletics Compliance Program to place the University in a pro-active position by educating, overseeing, and monitoring the Athletics Department and maintaining a positive compliance environment. The commitment to excellence by the entire TCU athletics family must be a priority in all aspects of the compliance program.
1-3 ATHLETIC DEPARTMENT MISSION STATEMENT TEXAS CHRISTIAN UNIVERSITY ATHLETIC DEPARTMENT MISSION STATEMENT The Department of Intercollegiate Athletics will guide, inspire and support our students in their pursuit of excellence academically athletically and socially. Our Core Values Academic Achievement Personal Freedom Integrity Dignity and Respect of the Individual Heritage of Inclusiveness, Tolerance and Service
1-4 COMPLIANCE MEETINGS FOR COACHES & STUDENT-ATHLETES Annual Compliance Meetings for Student-Athletes The Office of Athletics Compliance conducts three annual compliance education meetings for all student-athletes. A compliance orientation meeting is held at the beginning, middle (prior to winter break) and end of the academic year for each sports program. All student-athletes and at least one coaching staff member are required to attend these meetings. All required NCAA, Big 12, and TCU compliance forms and documentation are completed prior to these meetings. (The Big 12 Forms and TCU General Eligibility Compliance Forms in addition to NCAA forms are secured at this meeting.) Data from these forms is stored in Assistant Coach Systems (ACS) and is also inputted into Compliance Assistant. Monthly Educational Meetings with each individual sport coaching staff During the academic year, the Office of Athletics Compliance meets with each individual coaching staff on a monthly basis to discuss program specific NCAA bylaws and relevant compliance issues. All coaches are required to attend these monthly educational meetings unless the absence is excused (e.g., recruiting travel, business travel, illness, etc.). If a coach is not in attendance, a member of the Compliance staff will forward, via email, a copy of the agenda and all materials reviewed during the meeting. The coach is required to review all materials provided in the email and respond to the Compliance staff via email that he/she has read and understands all the information that was covered during the meeting. Monthly Departmental All-Coach Meeting During the academic year, the Office of Athletics Compliance conducts a monthly compliance meeting for the entire department s coaching staff. These monthly meetings are conducted immediately prior to the monthly athletics department all-staff meetings. All programs are required to be represented by at least one coaching staff member. New Coach/Staff Compliance Orientation Meetings The Office of Athletics Compliance conducts orientation meetings for all new Athletics Department coaches/staff outlining the compliance issues which pertain to their position (i.e., ticket office, marketing, business office, etc.). Attendance at Compliance meetings is required unless otherwise noted. If you are unable to attend a meeting you must notify the Compliance staff PRIOR to the meeting date.
1-5 GENERAL INFORMATION PERTINENT PHONE NUMBERS Office Cell Chancellor Boschini 7783 Athletic Director Chris Del Conte 7710 817-751-9366 Associate A D/SWA Kim Johnson 7950 817-343-0007 Associate AD Jack Hesselbrock 7710 817-343-1519 Associate AD Jeremiah Donati 5463 949-400-7099 Associate AD Ross Bailey 7009 817-343-1523 Associate AD Scott Kull 5349 817-343-1464 Associate AD Andrea Nordmann 6899 817-320-6593 Business Office Tommy Love 7379 817-983-3159 Head Athletic Trainer Chris Hall 5399 817-343-1530 Compliance Greg Featherston 5869 817-343-1525 Media Relations Mark Cohen 5394 817-343-2017 Faculty Athletic Rep Rhonda Hatcher 6062 817-681-7549 Team Physician 6643 817-343-9616 Office Cell Baseball - Jim Schlossnagle 5354 817-422-4067 M Basketball - Trent Johnson 5371 817-455-0312 W Basketball - Jeff Mittie 5376 817-343-1427 Equestrian - Haley Schoolfield 6615 817-422-6477 Football Gary Patterson 7986 817-343-1345 M Golf - Bill Montigel 7646 817-343-1555 W Golf - Angie Larkin 7941 817-343-1557 Rifle - Karen Monez 5258 817-343-8112 Soccer - Eric Bell 7096 817-343-9763 Swimming & Diving - Richard Sybesma 5646 817-343-1547 M Tennis - David Roditi 7039 817-343-1570 W Tennis - Dave Borelli 7639 817-343-1719 Track - Darryl Anderson 7983 817-343-9571 Volleyball - Prentice Lewis 7362 817-343-1475
2-1 PHONE CALLS/CONTACTS/EVALUATIONS Recruiting Definitions and Recruiting Periods Contact Period - NCAA Bylaw 13.02.5.1 A contact period is that period of time when it is permissible for authorized athletics department staff members to make in-person, off-campus recruiting contacts and evaluations. Evaluation Period - NCAA Bylaw 13.02.5.2 An evaluation period is that period of time when it is permissible for authorized athletics department staff members to be involved in off-campus activities designed to assess the academic qualifications and playing ability of prospects. No in-person, off-campus recruiting contacts shall be made with the prospect during an evaluation period. Recruiting Period (Men s Basketball Only) - NCAA Bylaw 13.02.5.3 A recruiting period is a period of time when it is permissible for authorized athletics department staff members to make in-person, off campus recruiting contacts and evaluations. Quiet Period - NCAA Bylaw 13.02.5.3 A quiet period is that period of time when it is permissible to make in-person recruiting contacts only on the institution s campus. No in-person, off-campus recruiting contacts or evaluations may be made during the quiet period. Dead Period - NCAA Bylaw 13.02.5.4 A dead period is that period of time when it is not permissible to make in-person recruiting contacts or evaluations on or off the member institution s campus or to permit official or unofficial visits by prospects to the institution s campus. The provision of complimentary admissions to a prospect during a dead period is prohibited, except as provided in Bylaw 13.7.2.5 for a prospect that visits an institution as part of a group. During such a dead period, a coaching staff member may not serve as a speaker at or attend a meeting or banquet at which prospects are in attendance, except as provided in Bylaw 13.1.8.1, and may not visit the prospects educational institutions. It remains permissible, however, for an institutional staff member to write or telephone prospects during such a dead period.
2-1 PHONE CALLS/CONTACTS/EVALUATIONS Recruiting Definitions and Recruiting Periods CONTACT - NCAA Bylaw 13.02.4 A contact is any face-to-face encounter between a prospect or the prospect s parents, relatives or legal guardian(s) and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange of a greeting. Any such face-to-face encounter that is prearranged or that takes place on the grounds of the prospect s educational institution or at the site of organized competition or practice involving the prospect or the prospect s high-school, preparatory school, twoyear college or all-star team shall be considered a contact, regardless of the conversation that occurs. Inperson, off-campus only on or after July 1 of junior year. EVALUATION - NCAA Bylaw 13.02.7 Any off-campus activity designed to assess the academic qualifications or athletics ability of a prospect, including any visit to a prospect s educational institution (during which no contact occurs) or the observation of a prospect participating in any practice or competition at any site off campus activity used to assess academic qualifications or athletic ability. TELEPHONE CALLS - NCAA Bylaw 13.02.15 All electronically transmitted human voice exchange (including videoconferencing and videophones) shall be considered telephone calls.
2-2 TELEPHONE CALLS & LOGS Sophomore Year Junior Year Football NO CALLS 1 phone call from April 15 through May 31 Senior Year 1 phone call per week after September 1 Men s Basketball Unlimited phone calls starting June 15 after completion of the Sophomore year Unlimited phone calls throughout the Junior year ** Unlimited phone calls during a Contact Period Unlimited phone calls throughout the Senior year Women s Basketball NO CALLS Unlimited phone calls from September 1 at the beginning of the Junior year Unlimited phone calls throughout the Senior year All other Sports NO CALLS NO CALLS 1 phone call per week starting July 1 prior to Senior year *See Exceptions on next page Exceptions (unlimited calls): 5 days before Official Visit, on the day of the coaches off-campus contact with prospect, and on the initial signing date of the N.L.I. and the 2 days immediately following the initial signing date. Football - May have unlimited calls for the 48 hours prior and after the initial signing date of the NLI. 2013-2014 DUE DATES For Monthly Log Form (Any logs turned in after the indicated dates will be considered LATE!) Aug. - Sep. 4 Sep. - Oct. 2 Oct. - Nov. 6 Nov. - Dec. 4 Dec. - Jan. 2 Jan. - Feb. 5 Feb. - Mar. 5 Mar. - Apr. 2 Apr. - May 7 May - June 4 June - July 2 July - Aug. 6
2-2 TELEPHONE CALLS & LOGS Additional Exceptions to Phone Call Legislation Baseball, Track & Field, Volleyball Telephone calls to a prospective student-athlete (or his/her relatives or legal guardians), may not be made before July 1 following the completion of his/her junior year. Thereafter, such phone calls shall be limited to one call per week outside a contact period, but may be made at the institution s discretion DURING a contact period
2-2 TELEPHONE CALLS & LOGS Procedure for Coaches Coaches must complete a Monthly Log Form and submit it to the Compliance office by the due dates listed in Section 2-2 Procedure for Compliance Staff Compliance collects and reviews all recruiting activity denoted in ACS to ensure the frequency and timing of contacts, evaluations and telephone calls meet the applicable recruiting restrictions as established with NCAA Bylaws The following fining policy for delinquent report logs has been established (policy initiated in February 2007): Initial Notification One calendar week prior to the due date of documentation Notification sent by the Compliance office to all appropriate athletics department staff members Second Notification Due date of documentation Documentation must be submitted by 3:00 p.m. on due date Schedule of due dates will be listed on the compliance section on athletics web site and provided in initial notification The Associate Athletic Director with sport oversight will receive a copy of this notification Third Notification Day following due date of documentation Documentation that is not submitted by 3:00 p.m. on day after due date will result in the following penalty schedule: 1. Letter of Reprimand 2. Fine of $100.00 All recruiting telephone calls, evaluations and in-person, off-campus contacts MUST be logged in ACS before submitting the Monthly Log Form
2-3 CONTACTS & EVALUATIONS ALL TRAVEL MUST BE PRE-APPROVED USING THE ONLINE APPROVAL FORM Football Contacts: 6 in-person, off-campus recruiting contacts per prospect No more than 1 per week during a contact period Can visit a prospect s school once per week during a contact period with the prior approval of a school administrator Evaluations: No more than 3 evaluations per year Not more than 1 evaluation may be used during the fall and not more than 2 (one evaluation for athletics and one evaluation for academics) may be used during the April 15 through May 31 evaluation period Basketball WOMEN S BASKETBALL: A total of 7 recruiting opportunities per prospect Must not exceed 112 recruiting-person days during the academic year Can visit a prospect s school once per week during a contact period or academic year evaluation period with the prior approval of a school administrator No limitation on number visits to a prospect s school during July evaluation period All communication with prospect prohibited during July evaluation period Observing a tournament on consecutive days during a week is counted as a single visit MEN S BASKETBALL: A total of 7 recruiting opportunities per prospect No limitation on number visits to a prospect s school during July evaluation period Observing a tournament on consecutive days during a week is counted as a single visit All Other Sports 7 recruiting opportunities per prospect, including no more than 3 off-campus contacts during the a prospect s senior year A school administrator s approval is required prior to visiting a prospect s school while classes are in session, or prior to any contact with a prospect at the prospect s school. NO INSTITUTION shall make contact with a student-athlete of another NCAA or NAIA 4-year collegiate institution without first obtaining written permission of the first institution s Athletic Director (or designee) regardless of who makes the initial contact. See Bylaw 13.1.1.3
2-4 FOUR-YEAR COLLEGE PROSPECTS If at any time you become interested in a four-year college prospect or they contact you it is not permissible to speak with them unless a Permission to Contact letter is on file in the Compliance Office. When another University grants Permission to Contact When the Compliance Office receives a Permission to Contact letter granting Texas Christian University permission to contact a four-year college prospect a copy is forwarded to the sport specific coach. If the coach receives the Permission to Contact directly, then it is the coach s responsibility to forward a copy to the Compliance Office prior to making any contact with the four-year prospect. When a TCU Coach wants Permission to Contact If a TCU coach would like to contact a four-year prospect they must request the Compliance Office to send a Permission to Contact letter to the other institution. Upon receiving approval/denial from the institution the information is forwarded to the Coach by the Compliance Office.
2-5 COUNTABLE COACH DESIGNATION NCAA Bylaw 11.7 places limitations on the number of coaches we can employ and the specific duties they can perform. Because we are required to officially designate our current coaches, the Countable Coaches Designation form must be completed and returned to the Compliance Office at the start of each academic year. Should this list change during the academic year, the Compliance office must be notified immediately. Reminder, all Volunteer coaches and Directors of Operations must take the NCAA Coaches Certification Exam, even though they are NOT permitted to recruit off-campus or make telephone calls. In addition all Volunteer coaches must review and complete the Volunteer Coach Contract. Undergraduate Student-Assistant An undergraduate student assistant coach is any coach who is a student-athlete who has exhausted his/her eligibility in the sport or has become injured to the point that he/she is unable to practice or compete ever again, and who meets the following criteria: (a) Is enrolled at the institution at which he/she most recently participated in intercollegiate athletics; (b) Is enrolled as a full-time undergraduate student in he/her first baccalaureate degree program (can be enrolled less than full-time if in final semester and is enrolled in courses necessary to complete degree requirements); (c) Is receiving no compensation/remuneration from the institution other than financial aid that could be received as a student-athlete and expenses incurred on road trips that are received by individual team members; and (d) Is not involved in contacting & evaluation prospects off campus or scouting opponents off campus and does not perform recruiting coordination functions. Manager A manager is an individual who performs traditional managerial duties (e.g. equipment, laundry, hydration) and meeting the following additional criteria: (a) The individual shall be a full-time undergraduate or graduate student (can be enrolled less than full-time if in final semester and is enrolled in courses necessary to complete degree requirements); (b) The individual may participate in LIMITED on-court or on-field activities during practice (e.g., assist with drills, throw BP) or competition (e.g., assist with warm-up activities) involving student-athletes on a regular basis; (c) The individual shall NOT provide instruction to student-athletes; (d) The individual shall NOT participate in countable athletically related activities (e.g., practice player); and (e) In BASEBALL, the individual shall forfeit ANY remaining eligibility in the sport at the institution at which the individual serves as a manager.
2-5 COUNTABLE COACH DESIGNATION Volunteer Coach (must sign the Volunteer Coach Contract) In sports other than football & basketball, a volunteer coach is any coach who does not receive compensation/remuneration form the institution s athletics department or any organization funded in whole or in part by the athletics department or that in involved primarily in the promotion of the institution s athletics program (e.g., booster club, athletics foundation association). The following provisions shall apply: (a) The individual is prohibited from contacting/evaluatingcoop42 prospects off campus or from scouting opponents off campus and may not perform recruiting coordination functions; (b) The individual may receive a MAXIMUM of two complimentary tickets to HOME athletics contests in the coach s sport; (c) The individual may receive complimentary meals incidental to organized team activities (e.g. pre or postgame meals, occasional meals, but NOT training table meals) or meals provided during a prospect s official visit, provided the individual dines with the prospect. Graduate Assistant Coach (Permissible Only in Football and Rowing) In bowl subdivision football, a graduate assistant coach is any coach who has received a baccalaureate degree and has either received his or her first baccalaureate degree or has exhausted athletics eligibility (whichever occurs later) within the previous seven years and qualifies for appointment as a graduate assistant under the policies of the institution. In women's rowing, a graduate assistant coach is any coach who has received a baccalaureate degree and qualifies for appointment as a graduate assistant under the policies of the institution. In bowl subdivision football and women's rowing, the individual is not required to be enrolled in a specific graduate degree program unless required by institutional policy. The following provisions shall apply : (a) The individual shall be enrolled in at least 50 percent of the institution's minimum regular graduate program of studies, except that during his or her final semester or quarter of the degree program, he or she may be enrolled in less than 50 percent of the institution's minimum regular program, provided he or she is carrying (for credit) the courses necessary to complete the degree requirements. If the individual fails to complete all degree requirements during the term in which he or she is enrolled in less than 50 percent of the institution's minimum regular program, the result shall be an institutional violation per Constitution 2.8.1. An institution may appoint a midyear replacement graduate assistant coach who is enrolled in less than 50 percent of the institution's minimum regular graduate program of studies (or is not yet enrolled), provided the graduate assistant coach has been accepted for enrollment in a graduate program beginning with the next regular academic term ; (b) The individual may not receive compensation or remuneration in excess of the value of a full grant-in-aid for a full-time student, based on the resident status of that individual, and the receipt of four complimentary tickets to the institution's intercollegiate football and basketball games ; (c) Graduate and postgraduate financial assistance administered outside the institution (e.g., NCAA postgraduate scholarship) shall be excluded from the individual's limit on remuneration, provided such assistance is awarded through an established and continuing program to aid graduate students and the donor of the assistance does not restrict the recipient's choice of institutions;
2-5 COUNTABLE COACH DESIGNATION Graduate Assistant Coach (Permissible Only in Football and Rowing) (d) The individual may not serve as a graduate assistant coach for a period of more than two years except that if the individual successfully completes 24-semester or 36-quarter hours during the initial two-year period, the individual may serve as a graduate assistant coach for a third year. The Legislative Council Subcommittee for Legislative Relief may approve a waiver of these limitations based on the fact that the student's service as a coach and enrollment as a graduate student were interrupted for reasons that are unrelated to athletics, or to personal or family finances, and that are beyond the control of the institution or the coach. Such a waiver may not be granted solely to permit the completion of a graduate program; (e) Compensation for employment from a source outside the institution during the academic year shall be excluded from the individual's limit on remuneration, provided the institution does not arrange such employment and the compensation is for work actually performed. The member institution may not arrange on- or off-campus employment opportunities except for summer employment, which is permissible regardless of whether the student remains enrolled in the graduate program during the summer; (f) A graduate student coach may accept employment benefits available to all institutional employees (e.g., life insurance, health insurance, disability insurance), as well as expenses to attend the conventions of the national coaches associations in football or women's rowing, without the value of those benefits being included; (g) The individual may receive cash to cover un-itemized incidental expenses during travel and practice for NCAA championship events or licensed postseason bowl contests in accordance with the parameters by which student-athletes may receive such expenses pursuant to Bylaw 16.8.1.6. (h) The institution may provide actual and necessary expenses for the individual's spouse and children to attend a licensed postseason football game or an NCAA championship in football or, in women's rowing, for the season-ending tournament(s) specified in Bylaw 17.15.5.3-(b); and (i) The individual may not evaluate or contact prospective student-athletes off campus, regardless of whether compensation is received for such activities. The individual may not perform recruiting coordination functions (see Bylaw 11.7.1.2); however, it is permissible for a graduate assistant coach to make telephone calls to and receive telephone calls from prospective student-athletes, provided the coach has successfully completed the coaches' certification examination per Bylaw 11.5.1.1.
2-6 RECRUITING/SCOUTING SERVICES Checklist for Recruiting/Scouting Services Forward Recruiting/Scouting Services Form to organization in charge of service Submit completed Recruiting/Scouting Services Form to Compliance office for review prior to subscribing to any service Verified by Compliance office to ensure compliance with NCAA Bylaw 13.14.3 Submit a copy of the Recruiting/Scouting Services Form with Expense Reimbursement Form to the Business Office NCAA Bylaw 13.14.3 establishes criteria that must be satisfied in order for an institution to subscribe to a recruiting or scouting service involving prospective student-athletes. Sports other than Football and Basketball The service must be made available to all institutions desiring to subscribe The same fee rate must apply to all institutions The service may include scholastic and nonscholastic video The institution may not contract with the service in advance to have a particular contest recorded or provided Basketball and Football In basketball and football, an institution shall not subscribe to a recruiting or scouting service unless the service has been approved by the NCAA pursuant to an annual approval process. All Recruiting/Scouting Services must be pre-approved by the Compliance office in order for a coach to subscribe to the service.
3-1 OFFICIAL VISIT REQUEST FORM Checklist for an Official Visit Request Form Official Visit Request Form : Completed by any coach who arranged the visit High School or College transcript received PSAT/SAT/PACT or ACT scores have been received Prospect is registered with the NCAA Eligibility Center and is on our IRL Request Form submitted to the Compliance Office no later than 2 weeks prior to the visit Verified and approved by the Compliance Office Be aware that Texas Christian University may only pay for one campus visit per prospect Test scores must come from tests taken on a national date under national conditions Score must be presented in writing through a high school academic transcript (official or unofficial), through a testing agency document or via the Eligibility Center website. A separate Official Visit Request form must be completed for each prospect Texas Christian University MAY NOT provide an expense paid visit to a prospect that has NOT presented a PSAT, SAT, PACT, or ACT test score taken on a national testing date under national testing conditions and presented a high school or college academic transcript It is permissible for an institution to use transcripts visible to member institutions on the Eligibility Center membership portal in order to satisfy Bylaw 13.6.3 (Official Visit Requirements). The prospect MUST be registered with the NCAA Eligibility Center (Clearinghouse) and must also be placed on our IRL prior to approval for the official visit. You will receive an email from the Compliance Office informing you if the visit has been approved or if it has not been approved For Recruiting Purposes you should keep a copy of all transcripts, test scores and Official Visit Request forms in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-2 REQUIRED OFFICIAL VISIT LETTER Checklist for an Official Visit Letter & TCU Official Visit Policies Every prospect that is making an Official Visit to Texas Christian University s campus is required to be sent a letter (via regular mail or email) from Compliance prior to arriving on campus indicating the following: Official Visit Letter from Compliance Letter provides link to the NCAA Website for List of Banned Substances (http://www1.ncaa.org/membership/ed_outreach/health-safety/drug testing-dex.html) This will also be provided to prospect by the Eligibility Center upon registration Letter indicates that prospect should have received TCU Graduation Rates from Eligibility Center upon registration Letter indicates that the official visit cannot exceed 48 hours Letter indicates visit to TCU is one of a maximum of 5 paid visits *Coaches are responsible for sending this letter to each prospect prior to the official visit Texas Christian University On-Campus Official Visit Policies Part of the TCU Official/Unofficial Visit Policy that is mandated by the NCAA. TCU Official Visit Policies outlined to prospect prior to visit. Must be sent with the RE- QUIRED Compliance letter to the prospect prior to the visit. The following is the required letter from Compliance. Coaches can send their own Official Visit letters, however the Compliance letter and corresponding documents are a requirement and must be sent to each prospect. For Recruiting Purposes you should keep a copy of the Official Visit Letter in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-2 REQUIRED OFFICIAL VISIT LETTER Dear Prospect and Parents: The Texas Christian University Athletics Department and coaching staff are pleased you have decided to accept our invitation for an official visit to visit Texas Christian University. We are committed to recruiting with the highest standards and in an effort to ensure that your visit is beneficial and productive, the TCU Athletics Department has established some guidelines for your visit. Please read the enclosed Official On-Campus Recruiting Visit Policy. Upon acceptance of these guidelines and your arrival on campus, you will be asked to sign a Prospect Acknowledgement form which will be provided to you by our coaching staff. The letter is also to notify you that your visit will be no more than 48-hours in duration. Texas Christian University is financing either partially or in whole your visit to our campus. Please remember that you are only allowed five official visits in total. Upon your registration with the NCAA Eligibility Center, you should have been provided with the NCAA List of Banned Substances and information about nutritional supplements (http://www1.ncaa.org/ membership/ed_outreach/health-safety/drug_testing/index.html). This allows you to become informed about the risks of nutritional supplements prior to your college enrollment. In addition, the Eligibility Center should have provided you with a compilation of our graduation data (graduation-rate data, academic progress rate and graduation success rate), for your review. I wish you the best on your official visit to Horned Frog Country! If you have any questions feel free to contact the Compliance office at 817-257-7525. Sincerely, Greg Featherston Assistant Athletics Director for Compliance Enclosures: Official On-Campus Recruiting Visit Policy
3-3 REPORT DISTRIBUTION Graduation Data, Banned Drug List, Initial-Eligibility Standards Checklist for an Graduation Rate Data, Academic Progress Rate, Graduation Success Rate, Banned Drug List and Information about Nutritional Supplements Per Bylaw 13.3.1.2, the NCAA Eligibility Center is responsible for providing information regarding graduation-rate data, academic progress rate and graduation success rates to a prospect and his/her parents or legal guardians after he/she has registered with the Eligibility Center and the Eligibility Center has received an institution s request to add the prospect to the institution s IRL. The NCAA shall also make a compilation of graduation data available to a prospects guidance offices and HS/Two-year coaches via the NCAA web site. Per Bylaw 13.3.2.2, the NCAA Eligibility Center is responsible for providing the NCAA banned drug list and information about nutritional supplements to a prospect and his/ her parents or legal guardians after he/she has registered with the Eligibility Center. Per Bylaw 13.3.3.2, the NCAA Eligibility Center is responsible for providing information regarding the initial-eligibility standards contained in Bylaw 14.3 to a prospect and his/ her parents or legal guardians after he/ she has registered with the Eligibility Center. The Eligibility Center is responsible for providing all of this information to prospects upon registration with the Eligibility Center (and addition to an institutional IRL where applicable), however coaches should still review this information with prospects and parents or legal guardians during official and unofficial visits.
3-4 OFFICIAL VISIT ITINERARY Checklist for an Official Visit Itinerary Completed by member of Coaching Staff Official Visits Letter already sent (Kept a copy in the prospect s file) Graduation Rates, NCAA Banned Substance List and information about Nutritional Supplements provided prospect will receive from Eligibility Center upon registration Official Visit Approval Form already on file in Compliance Office (Copy kept in the prospect s file) Indicated official time the visit BEGAN and ENDED Submit the Itinerary with the Official Visit Expense Reimbursement Form to the Compliance Office at the conclusion of the visit. Also, include a copy of the Compliance paperwork for the Compliance Office. Both packets are required to process the reimbursement. TIPS: The top of the form is a general information section that can be filled in by the coach. Although the questions are straightforward, you should keep track of all the people the prospect meets and when, as well as all meals and their costs. It is a two-page form that must be signed by the coach AND the prospect at the conclusion of the visit and then submitted to the Compliance Office. Visit itineraries are different for each prospect. DATE AND TIME must be clearly noted to help compliance office track the 48 hours No contact may occur after the 48 hour time period If a coach is transporting a PSA by auto; the return home must be included in the official visit 48 hour limit. For Recruiting Purposes you should keep a copy of the Itinerary in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-5 STUDENT ATHLETE HOST INSTRUCTIONS Checklist for Student-Athlete Host Instructions & Host Summary Form Host Instructions form completed via the online form system in my.tcu.edu This form will be reviewed with student-athletes at the beginning-of-year team meeting with the Compliance Office Official Visit Request Form already on file in Compliance Office Host understands the rules and procedures Host has been given entertainment money (if applicable) Host completes Host Summary at conclusion of visit. Form must be turned in to the Compliance Office after the visit The NCAA host procedure is set forth in the form itself. The Student-Athlete host should READ, fill in the document, and sign it PRIOR to the start of the visit. A coaching staff member should be present to verify completion of the form. If more than one student-athlete is accompanying the prospect, only one can receive a meal (Bylaw 13.6.7.5.1). Important: (Bylaw 13.6.7.5) The NCAA allows a maximum of $40 for each day (no more than $80) of the visit to cover all actual costs of entertaining the prospect and the prospect parent s or guardians excluding the cost of meals and admission to campus athletics events. These funds may not be used for the purchase of souvenirs or other institutional mementos. A student may receive an additional $20 per day for each additional prospect the host entertains. A host may receive a free meal and admission to a campus athletic event provided the host accompanies the prospect during the Official Visit. For Recruiting Purposes you should keep a copy of the Student -Athlete Host Instructions in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-6 PROSPECT ACKNOWLEDGEMENT Checklist for Prospect Acknowledgement Completed by PSA PRIOR to the start of an official paid visit Official Visit Approval form already on file in the Compliance Office Prospect was given ample time to read the form before signing Signed by the coach after it is signed by the prospect Submit a copy of this form to the Compliance Office Form must be completed by the PROSPECT prior to the start of the official visit. Form must be signed by prospect s parent or legal guardian (or person accompanying the prospect on the Official Visit). For Recruiting Purposes you should keep a copy of the Prospect Acknowledgement in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-7 PROSPECT MILEAGE REIMBURSEMENT Checklist for Prospect Mileage Reimbursement Completed by the coach and prospect at the end of the an Official Visit Official Visit Request Form already on file in the Compliance Office Verified by the coach and signed by the prospect that was on Official Visit Submit the Visitor Travel Expense Report with the Official Visit Expense Reimbursement Form to the Business Office Anytime a prospect travels by automobile on an official visit, the institution may pay round-trip expenses at the same mileage rate it allows its own personnel. This form requires that the mileage be verified (i.e., attach a copy of directions from home to TCU via MapQuest, Google Maps, etc ) so that the correct amount of mileage is reimbursed. A reimbursement check will be mailed to the prospect upon conclusion of the visit for all permissible expenses incurred in conjunction with the official visit. For Recruiting Purposes you should keep a copy of the Prospect Mileage Reimbursement in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-8 OFFICIAL VISIT RECONCILIATION CHECKLIST Official Visit Reconciliation Checklist ** This is NOT a form you are required to use it is a resource for you ** This Checklist form is used by the Compliance Office to reconcile every Official Visit Expense Reimbursement that is submitted. You may find it useful in double-checking yourself to make sure that you have submitted everything correctly to the Business Office. Quick Glance Checklist (these items must turned in to the Compliance office) Official Visit Itinerary (Remember to include ALL Meal Information) * If you are attaching your own itinerary, you must include date, time, location, and the name of anybody who attended the meal. Student-Athlete Host Summary Form Prospect Acknowledgement Form Visitor Travel Expense Report (if applicable) Copy of Official Visit letter sent to prospect prior to the visit (MUST INCLUDE NCAA DRUG TESTING WEBSITE and a copy of the TCU Official On-Campus Recruiting Visit Policy) If there are errors on your Expense Reimbursement form it will delay the process of you getting your reimbursement check. Remember to turn in copies of all OFFICAL VISIT PAPERWORK to the Compliance office after the visit. For Recruiting Purposes you should keep a copy of ALL OFFICIAL VISIT PAPERWORK in the prospect s file or in one central location where all Official Visit Paperwork is kept.
3-9 UNOFFICIAL VISIT LOG Unofficial Visit Checklist Completed by Head Coach or a designated Assistant Coach Individual form for each prospect that visits TCU on an unofficial visit Submitted to the Compliance Office after the visit May provide a maximum of 3 complimentary admissions May provide transportation to TCU practice or competition sites and/or to a home athletics contest (transportation must originate on campus) See Bylaw 13.7 for additional restrictions governing Unofficial Visits
4-1 NATIONAL LETTER OF INTENT Following are the signing dates for the 2013-2014 Academic Year: Do not sign prior to 7:00 a.m. (local time) on the following dates or after the final signing date listed for each sport. Sport Initial Signing Date Final Signing Date Basketball and All Other November 13, 2013 November 20, 2013 Sports not listed (Early Period) Football (Midyear JC Transfer) December 18, 2013 January 15, 2014 Football (Regular Period) February 5, 2014 April 1, 2014 Field Hockey, Soccer, February 5, 2014 August 1, 2014 Track & Field/Cross Country* Basketball (Regular Period) April 16, 2014 May 21, 2014 All Other Sports (Early Period) November 13, 2013 November 20, 2013 All Other Sports (Regular Period) April 16, 2014 August 1, 2014 * - These sports do not have an early signing period. There is a 48-hour DEAD PERIOD before and 24-hours after the INITIAL SIGNING DATE. No in-person on or off-campus contact may be made during this period. Unlimited phone calls may be made to the prospect on the initial date for the signing of the National Letter of Intent and during the two days following the initial signing date. Football: Unlimited phone calls permitted 48 hours before and after 7a.m. on the initial signing date. A student must sign the NLI within 14 days of its issuance. A parent or guardian must also sign the NLI if the student is under 21 years of age. The institution must then file the NLI with its conference office within 21 days of the date of signature.
4-2 NATIONAL LETTER OF INTENT NATIONAL LETTER OF INTENT (NLI) Meet with Brent Cunningham, Compliance Coordinator to determine available scholarships for the upcoming academic year. Turn NLI request form in to Compliance Office AT LEAST 2 weeks prior to initial signing date. NLI and Financial Aid Contract returned by Compliance Office and reviewed by Coach. Graduation rates already sent to prospect. Cover letter may be requested from Compliance Office to send with NLI/FAC. NLI Returned. Copies made for Coach s records and originals returned to Compliance Office. Signing of the National Letter of Intent commits the institution to providing a prospect with a one-year scholarship in return for a one-year commitment by the prospect to attend that institution. Once the letter is signed, all other member schools MUST CEASE recruitment of that prospect. A written offer of aid (NLI and/or FAC) may not be given to a prospect until he/she has registered with the NCAA Eligibility Center (formerly Clearinghouse) A student can receive the NLI while on campus during an Official Visit NO COACH or staff member can hand deliver it off-campus or be present when the student signs the NLI (Bylaw 13.1.5.7.1). An NLI can be delivered by regular mail, express mail, courier service, fax or email. Walk-ons CANNOT sign an NLI An institutional financial aid agreement MUST accompany the NLI. If a prospect only signs the financial aid agreement, the institution is bound to that aid but the student is not bound to our institution.
4-3 FINANCIAL AID CONTRACT - NEW S/A FINANCIAL AID CONTRACT REQUEST FOR NEW STUDENT-ATHLETES/TRANSFERS Meet with Brent Cunningham, Compliance Coordinator, to determine available scholarships for the following academic year. All transfer paperwork MUST be completed with Michael O Keefe before an NLI/ Grant-In-Aid for transfer students will be complete. Submit completed form to Michael at least 2 WEEKS PRIOR to signing date so there is ample time to complete the required forms. If you are offering athletic aid to a prospect or a transfer for the first time, a grant-in-aid letter must be completed and signed by the individual and his/her parents. Be aware that we are bound to this agreement BUT if the prospect does not sign the NLI, that student is not bound to our institution. Prior to offering athletics aid to a transfer student, a preliminary articulation must be done so we can determine how many degree applicable transfer credits the transfer student will bring in upon transfer to TCU. In addition, the Athletic Academic Services Offices will complete an unofficial degree plan to verify those hours fit into a specified degree plan. International student-athletes will be taxed according to the tax rate of the specific country of origin on the total amount of all financial aid awards (including athletics aid) for room and board. These taxes will be assessed to the student s university account if the student-athlete lives on campus and will be the responsibility of the student-athlete to pay. If the student-athlete lives off-campus, the taxes will be deducted from his or her monthly check.
5-1 STUDENT-ATHLETE ELIGIBILITY Transfers TRANSFER WORKSHEET Completed by Coach (Top Portion Only) Reviewed by the Academic Office Reviewed and approved by the Compliance Office A transfer student is an individual who transfers from a collegiate institution after having met any one of the following conditions at that institution: Was officially registered and enrolled in a minimum, full-time program of studies in any quarter or semester provided the student was present at the institution on the opening day of classes. Attended a class in any quarter or semester in a full-time program of studies, even if the enrollment was on a provisional basis and the student was later determined to be inadmissible. Is or was enrolled in a full-time night school program of studies with regular quarters or semesters and the student is or was considered by the institution to be a regularly matriculated student. Attended a branch school that does not have an athletics program, but had been enrolled in another collegiate institution prior to the branch school. Attended a branch school with athletics program and transfers to an institution other than the parent institution. Reported for a regular squad practice (See Bylaws 14.3.5.1 and 14.5.4.5.5). Participated in practice or competed in a given sport even though the student was enrolled in less than a minimum full-time program of studies. Received institutional financial aid while attending a summer term (See Bylaws 15.2.8.1.3 and 15.2.8.1.4). For any exceptions or questions, see Bylaw 14.5.3
5-2 TRYOUT CLEARANCE FORM TRYOUT CLEARANCE FORM The Texas Christian University student will fill this out after enrollment. The student must fill out the basic information and sign the opening statement. There are 5 steps necessary for the completion of the form. Step 1: Must be signed by the coach after the student-athlete fills in part 1 Step 2: Must be signed by the Academic Services Office after the student-athlete is enrolled as a full time student Step 3: Must be signed by the Trainer after the student-athlete has signed the Medical History and Assumption of Risk/Consent Waiver Step 4: Must be signed by the Compliance staff after a review of outside aid is performed by reviewing all aid posted in Compliance Assistant. Step 5 : Final signature from the Compliance Office confirming that Practice Approval form has been issued and the student-athlete has met all requirements. Once the form is completed, the Compliance office will give the student the completed form to take back to the coaching staff. This will let the coach know that this person has been approved to try out for the team. The Compliance Office will keep a copy of this form on file so as to regulate the 14-day permissible tryout period. The student will have 14 days to try out with the team At the conclusion of the tryout period, the head coach will either decide to officially add the student to the roster or will conclude the tryout and the student will no longer be permitted to practice with the team The Head Coach must complete and submit the Tryout Form, informing the Compliance Office of the decision regarding each tryout student. If the student is added to the roster he or she will then be required to complete all the required NCAA and TCU forms and attend a rules education session with the Compliance staff. Once everything is complete and approved, you will receive a certification email from the Compliance Office informing you that the student is permitted to practice.