Wednesday, October 5, 2016 Ask Before You Act! 1 RULES EDUCATION SEMINAR October 2016
Wednesday, October 5, 2016 Ask Before You Act! 2 Agenda Hocus Focus Monthly Reminders Recent NCAA Educational Columns, Interpretations and Infractions Cases Rules Education JumpForward Tip of the Month How can we help you? Other Business
Wednesday, October 5, 2016 Ask Before You Act! 3 Hocus Focus Blouse is different Switch is missing Plant is different Book is moved Rug lies flat Umbrella stand is different
Wednesday, October 5, 2016 Ask Before You Act! 4 Monthly Reminders Head Coach Responsibility Documentation Non-Athletics Office Contact Prohibition Contact and Evaluation Logs in JumpForward Official and Unofficial Visit Forms Initial Eligibility and Transfer Review Forms CARA (Practice) Logs Institutional Request List (IRL) Updates Declaration of Coaches Form Updates Recruiting and Scouting Services Approval Tryout Approval Camps and Clinics Forms Squad Change Forms Recruiting Calendar Compliance Office on Twitter @BlazerBylaws
Wednesday, October 5, 2016 Ask Before You Act! 5 NCAA Student Assistance Fund A Student Assistance Fund (SAF) Application must be approved prior to the payment of expenses from the fund. The Athletics Compliance Office is responsible for determining if the requested use of the SAF is permissible based on guidance provided by the NCAA and interpretations issued by the conference office. The Athletics Compliance Office is responsible for determining if requests for permissible uses of the SAF will be paid for by the SAF while final authority lies with the Director of Athletics as necessary. If the SAF is used to pay a vendor directly an invoice must be submitted with the SAF form.
Wednesday, October 5, 2016 Ask Before You Act! 6 NCAA Student Assistance Fund If the SAF is used to reimburse a student-athlete a receipt must be submitted with the SAF form. Student-athletes receiving athletics related aid for other expenses related to attendance at UAB (i.e., the cost of attendance gap), may only receive SAF funds for expenses intended to be paid for by the cost of attendance portion of their scholarship if the amount of the expense is more than the cost of attendance gap amount the student-athlete received. In those instances, the difference between the expense and the cost of attendance gap amount awarded via the student-athlete s scholarship may be paid for by the SAF.
Wednesday, October 5, 2016 Ask Before You Act! 7 NCAA Student Assistance Fund SAF money will be spent based on the following priorities: 1) Health and Safety Expenses; 2) Educational Expenses and Fees; 3) Institutional Academic or Programming Enhancements; and 4) Personal or Family Expenses.
Wednesday, October 5, 2016 Ask Before You Act! 8 Recent NCAA Educational Columns, Interpretations and Infractions Cases Animation is Video/Audio Material Recruiting Materials, Electronic Correspondence and Video/Audio Materials Text, Images or Video Layered for Recruiting Purposes With Otherwise Permissible Video Animation is Video/Audio Material
Wednesday, October 5, 2016 Ask Before You Act! 9 RECRUITING TELEPHONE CALLS AND ELECTRONIC CORRESPONDENCE Rules Education
Wednesday, October 5, 2016 Ask Before You Act! 10 Prospective Student-Athlete A PSA is a student who has started classes for the ninth grade. In addition, a student who has not started classes for the ninth grade becomes a PSA if the institution provides such an individual (or the individual's relatives or friends) any financial assistance or other benefits that the institution does not provide to prospective students generally. An individual remains a PSA until one of the following occurs (whichever is earlier): The individual officially registers and enrolls in a minimum full-time program of studies and attends classes in any term of a four-year collegiate institution's regular academic year (excluding summer); or The individual participates in a regular squad practice or competition at a four-year collegiate institution that occurs before the beginning of any term; or The individual officially registers and enrolls and attends classes during the summer prior to initial enrollment.
Wednesday, October 5, 2016 Ask Before You Act! 11 Recruited Prospective Student-Athlete Actions by staff members or athletics representatives that cause a PSA to become a recruited PSA at that institution are: Providing the PSA with an official visit; Having an arranged, in-person, off-campus encounter with the PSA or the PSA s parents, relatives or legal guardians; Initiating or arranging a telephone contact with the PSA, the PSA s relatives or legal guardians on more than one occasion for the purpose of recruitment; or Issuing an NLI or a written offer of athletically related financial aid to the PSA. Issuing a written offer of athletically related financial aid to a PSA to attend a summer session prior to full-time enrollment does not cause the PSA to become recruited. The PSAs you are recruiting must have a profile in JumpForward containing all telephone numbers and e-mail addresses!
Wednesday, October 5, 2016 Ask Before You Act! 12 Telephone Calls All electronically transmitted human voice exchange (including videoconferencing and videophones) shall be considered telephone calls. FaceTime Skype FaceDial
Wednesday, October 5, 2016 Ask Before You Act! 13 Time Period for Telephone Calls General Rule Telephone calls to an individual (or his or her relatives or legal guardians) may not be made before September 1 at the beginning of his or her junior year in H.S.. Telephone calls can be made beginning with the opening day of classes of a PSA s junior year in H.S. for PSAs attending a school using a nontraditional calendar (e.g., Southern Hemisphere). Thereafter, an institution can make telephone calls to the PSA at its discretion (i.e., unlimited).
Wednesday, October 5, 2016 Ask Before You Act! 14 Time Period for Telephone Calls Football Exception 1 call to juniors April 15 May 31 1 call per week to seniors on or after September 1 Unlimited during a contact period Men s Basketball Exception Unlimited on or after June 15 after sophomore year
Wednesday, October 5, 2016 Ask Before You Act! 15 Time Period for Telephone Calls Women s Basketball - July Evaluation Period In women's basketball, during the July evaluation periods, all communication with a PSA, the PSA s relatives or legal guardians, the PSA s coach or any individual associated with the PSA as a result of the PSA s participation in basketball, directly or indirectly, is prohibited.
Wednesday, October 5, 2016 Ask Before You Act! 16 Telephone Call Exceptions Official Visits Unlimited calls 5 days prior to and during official visit NLI Signing Date Unlimited on the initial signing date and next 2 days (except mfb) Football Unlimited during the 48 hours before and first 48 hours of the signing period After Commitment Unlimited the calendar day after official commitment (i.e., NLI, scholarship, housing deposit, orientation deposit) Off-Campus Contact Exception Unlimited on the day of an in-person, off-campus contact with PSA Coach Who is the Parent of a PSA Unlimited
Wednesday, October 5, 2016 Ask Before You Act! 17 Permissible Callers General Rule All telephone calls made to a PSA (or the PSA's parents, legal guardians or coaches) must be made by the head coach or one or more of the assistant coaches. In football, such telephone calls also may be made by a graduate assistant coach, provided the coach has successfully completed the coaches' certification examination. Exceptions before Commitment Official Visit - Noncoaching staff member can call during transportation to UAB and during official visit Camps/Clinics Noncoaching staff member and coach can call anytime regarding camp logistical issues as long as no recruiting conversation or solicitation to attend camp
Wednesday, October 5, 2016 Ask Before You Act! 18 Impermissible Callers Boosters Can receive calls from PSAs if not for recruiting purposes Student-Athletes Can receive calls from PSAs on or after the date on which we can begin placing telephone calls to PSAs Can receive calls before the first permissible call date if no athletics department staff involvement
Wednesday, October 5, 2016 Ask Before You Act! 19 Recruiting Materials and Electronic Correspondence General Rule An institution shall not provide recruiting materials, including general correspondence related to athletics, or send electronic correspondence to an individual (or his or her parents or legal guardians) until September 1 at the beginning of his or her junior year in H.S. If an individual attends an educational institution that uses a nontraditional academic calendar (e.g., Southern Hemisphere), an institution shall not provide recruiting materials, including general correspondence related to athletics, or send electronic correspondence to the individual (or his or her parents or legal guardians) until the opening day of classes of his or her junior year in H.S.
Wednesday, October 5, 2016 Ask Before You Act! 20 Electronic Correspondence Exception Men s Basketball Exception In men s basketball, an institution shall not provide recruiting materials, including general correspondence related to athletics, to an individual (or his parents or legal guardians) until June 15 at the conclusion of his sophomore year in H.S. If an individual attends an educational institution that uses a nontraditional academic calendar (e.g., Southern Hemisphere), an institution shall not provide recruiting materials, including general correspondence related to athletics, to an individual (or his parents or legal guardians) until the day after the conclusion of the individual s sophomore year in H.S.
Wednesday, October 5, 2016 Ask Before You Act! 21 Electronic Correspondence General Rule Electronic correspondence (e.g., e-mail, Instant Messenger, facsimiles, text messages) may be sent to a PSA (or the PSA s parents or legal guardians). Before a PSA officially commits (signed an NLI or UAB scholarship, or UAB has received his or her housing deposit/orientation fee), the correspondence must be sent directly to the PSA (or his or her parents or legal guardians) and must be private between only the sender and recipient (e.g., no use of chat rooms, message boards or posts to walls ). There are no content restrictions on attachments to electronic correspondence, except that video and audio materials must conform to the requirements of Bylaw 13.4.1.7, may not be created for recruiting purposes and may not be personalized to include a PSA s name, picture or likeness.
Wednesday, October 5, 2016 Ask Before You Act! 22 Camp/Clinic Exception Electronic Correspondence Regarding Institutional Camp/Clinic Logistical Issues Electronic correspondence to an individual (or his or her parents, legal guardians, relatives or coach) that relates solely to institutional camp or clinic logistical issues (e.g., missing registration information) is not subject to the restrictions on recruiting materials, provided the correspondence does not contain recruiting language and no solicitation of particular individuals to attend a camp or clinic occurs.
Wednesday, October 5, 2016 Ask Before You Act! 23 Social Media The rules governing publicity, general correspondence and electronic correspondence is applicable to an athletics department staff member's personal website, social media profile or "handle."
Wednesday, October 5, 2016 Ask Before You Act! 24 Publicity on Social Media Can t comment publicly on social media about a PSA, other than to confirm recruitment, before the PSA officially commits (i.e., signs an NLI or a UAB scholarship, submits a housing deposit or orientation fee). Can t comment in any manner on social media about the likelihood of a PSA committing to or signing with UAB. Can t publicize on social media (or arrange for the publicity of) a PSA's visit to campus, including any camp or clinic at UAB, before the PSA officially commits (i.e., signs an NLI or a UAB scholarship, submits a housing deposit or orientation fee). Can t promote or endorse a PSA s team or coach, or an athletics facility that is primarily used by PSAs.
Wednesday, October 5, 2016 Ask Before You Act! 25 Publicity on Social Media Exception An athletics department staff member may take actions on social media that indicate approval of content on social media that was generated by PSAs, family members of PSAs, a PSA s coach, a PSA s team or a PSA s athletics facility. For example, like, favorite, republish, tag Click, but don t type! Still may not take actions on social media that publicize an official visit or off-campus contact until after the visit or contact is over.
Wednesday, October 5, 2016 Ask Before You Act! 26 Communication Via Social Media Before Officially Committing Correspondence sent directly to the PSA (or his or her parents or legal guardians) via social media is permissible as long as it is private between the sender and the recipient (like e-mail). Twitter Direct Message (DM) After Officially Committing Communication via social media may be done publicly with the PSA (e.g., comment on PSA s wall post, tweet at a PSA's Twitter handle).
Wednesday, October 5, 2016 Ask Before You Act! 27 Social Media Quiz Is it permissible to send correspondence to a PSA using e-mail equivalent functions that are available on social media platforms? Yes May an institution utilize a social media platform's marketing tool to send institutional recruiting advertisements to a specific group of individually selected PSAs after the first permissible date to provide recruiting materials? No. It is not permissible for an institution to publish advertising or promotional material designed to solicit the enrollment of a PSA.
Wednesday, October 5, 2016 Ask Before You Act! 28 Social Media Quiz May an institutional athletics department staff member connect (e.g., "friend" or "follow") to a PSA's social media profile prior to the first permissible date to provide recruiting materials? Yes. Once connected, all limitations governing recruiting correspondence, electronic communication and publicity remain in effect until the PSA officially commits (i.e., signs an NLI or a UAB scholarship, submits a housing deposit or orientation fee). Before a PSA officially commits may an institutional athletics department staff member publicly comment on the post of a PSA on his or her social media platform? No
Wednesday, October 5, 2016 Ask Before You Act! 29 Social Media Quiz Before a PSA officially commits, may an institutional athletics department staff member "like," "favorite", or republish (e.g., share or "retweet") the post of a PSA on his or her social media profile? Yes, but it depends on the content of the post and when. Click but don t type! Before a PSA officially commits, may an institutional athletics department staff member "tag" or "mention" a PSA s social media profile in a post or picture generated by the athletics department staff member's social media profile? No, but can tag or mention a post from someone else's profile.
Wednesday, October 5, 2016 Ask Before You Act! 30 Social Media Quiz May a current student-athlete and a PSA connect and communicate via a social media platform at any time and publicly communicate with or about the PSA? Yes, provided the communication does not occur at the direction of a coach or other athletics department staff member and the communication does not relate to the PSA s recruitment (e.g., a student-athlete may not publicly comment on a PSA s verbal commitment, a student-athlete may not post any information that would publicize a PSA s visit to campus), including information that was initially generated by the PSA (e.g., share or "retweet").
Wednesday, October 5, 2016 Ask Before You Act! 31 Social Media Quiz Before a PSA officially commits, may an institutional athletics department staff member post a staged or arranged photograph or video of a PSA taken during a camp or clinic on the institution's campus to the institution's website or his or her personal website or social media profile? No
Wednesday, October 5, 2016 Ask Before You Act! 32 Social Media Quiz May an institutional athletics department staff member connect (e.g., "friend," "follow" or "like") with the profile of a PSA s team, coach or recruiting/scouting service on a social media platform? Yes
Wednesday, October 5, 2016 Ask Before You Act! 33 Social Media Quiz May an athletics department staff member like, favorite, republish, tag, etc. a social media post by a PSA s team, coach or recruiting/scouting service on a social media platform? Yes, an athletics department staff member can take actions on social media that indicate approval of content on social media. Click, but don t type!
Wednesday, October 5, 2016 Ask Before You Act! 34 Social Media Quiz May an institutional athletics department staff member send a generic good luck or congratulatory message which mentions a specific high school via his or her social media profile (e.g., a tweet or wall post that states, "Good luck, City High School, during the 2015 soccer season!")? No
Wednesday, October 5, 2016 Ask Before You Act! 35 Social Media Quiz If an institutional athletics department staff member has a pre-existing relationship with a high school coach, is it permissible for the staff member to send a good luck or congratulatory message mentioning the coach's name (e.g., "Congrats, Coach Smith, on your 400th career victory! Proud of you, my friend.")? No May an institutional athletics department staff member generate a post commenting on a particular facility used by PSAs (e.g. "Great ballgame at Township High School. One of the best high school baseball fields in the country!")? No
Wednesday, October 5, 2016 Ask Before You Act! 36 RECRUITING TELEPHONE CALLS AND TEXT MESSAGES POLICIES AND PROCEDURES See Handout
Wednesday, October 5, 2016 Ask Before You Act! 37 JumpForward Tip of the Month Help Section Click the Green Help Button in the top right hand corner of any JumpForward screen. Search by Keyword Browse Articles JumpForward Support Contact Information
Wednesday, October 5, 2016 Ask Before You Act! 38 HOW CAN WE HELP YOU?
Wednesday, October 5, 2016 Ask Before You Act! 39 OTHER BUSINESS & QUESTIONS? NCAA BYLAW 19.01.5 EXEMPLARY CONDUCT Individuals employed by or associated with member institutions for the administration, the conduct or the coaching of intercollegiate athletics are, in the final analysis, teachers of young people. Their responsibility is an affirmative one, and they must do more than avoid improper conduct or questionable acts. Their own moral values must be so certain and positive that those younger and more pliable will be influenced by a fine example. Much more is expected of them than of the less critically placed citizen.