Introduction... 5 NCAA Principles of Institutional Control...5 The Principle of Rules Compliance, Responsibility of Institution...5 Rules Education... 6 Rules Interpretations... 6 Processing NCAA Violations... 7 Level I: Severe breach of conduct...7 Level II: Significant breach of conduct...7 Level III: Breach of Conduct...7 Level IV: Incidental Issue...7 ACS... 9 Roster/Squad List Changes... 10 Travel Rosters and Itineraries... 11 Personnel Issues... 12 Outside Athletically Related Income... 12 Responsibility of Head Coach... 12 Coaching Staff Roster & Limitations... 12 Certification to Recruit Off-Campus:... 12 Managers... 12 Student-Athlete Employment... 13 Fee-for-lesson Employment:... 13 Promotional Material... 14 Promotional Activities... 14 Group Requests... 14 Requests by Individuals... 15 Professional Agents... 16 Use of Agents... 16 Texas State Law... 16 Recruiting... 17 Recruiting Logs... 17 Time Period for Phone Calls... 17 Text Messages... 17
Contacts & Evaluations... 17 Recruiting Opportunities Per Prospect... 18 Recruiting Periods... 18 Recruiting Calendar... 18 Use of Recruiting or Scouting Services... 18 Recruiting Materials... 18 Official (Paid) VIsit... 20 Summary of ACU/NCAA Rules and Regulations Governing Official Visits... 20 Guidelines: Division I... 20 Prior to the Official Visit... 20 During the Official Visit... 21 What is permissible?... 23 Unofficial (Unpaid) Visits... 24 Unofficial Visit Paperwork... 24 Number Permitted... 24 Entertainment and Complimentary Admissions... 24 Meals... 24 Transportation... 25 Housing... 25 NCAA Rules Regarding Meals and Contacts on Official & Unofficial Visits... 26 Camps & Clinics... 27 Tryouts... 28 Admission & Eligibility... 29 Freshmen... 29 Transfers... 29 Initial Eligibility... 29 Academic Qualifier... 29 Academic Redshirt... 30 Continuing Eligibility... 32 Transfers... 33 Incoming Transfer... 33 Outgoing Transfer... 33 National Letter of Intent... 34
Signing Dates... 34 Financial Aid... 35 Head Count Sports... 35 Equivalency Sports... 35 Academic Honor Awards... 36 Scholarship Appeal Process... 36 Summer School... 37 Outside Scholarships... 37 International Student-Athletes... 38 Meal Policies... 39 Awards Policy... 41 NCAA Bylaws regarding Awards... 41 Playing and Practice Seasons... 42 Declaration of Playing Season... 42 Countable Athletically Related Activities:... 42 During the declared playing season... 42 Weekly Hour Limitations... 42 Skill Instruction... 42 Countable Athletically Related Records... 43 End-of-Season Reports... 43 Medical Hardship Waivers... 43 NCAA Sport Sponsorship and Demographic Report... 43 Outside Competition... 44
Introduction This manual has been prepared for the coaching staff at Abilene Christian University to simplify and highlight NCAA, Southland Conference (SLC) and Abilene Christian University (ACU) policies /procedures and for keeping accurate compliance records. It is the duty of each athletic staff member and institutional department having NCAA compliance responsibility to fully understand the rules which apply to their responsibilities. NCAA Principles of Institutional Control In accordance with the NCAA constitution, an institution has a responsibility to control its intercollegiate athletic program in compliance with NCAA rules and regulations. Abilene Christian University (ACU) is responsible for the actions of all its staff members and for the actions of any other individual or organization engaged in activities promoting the athletics interests of the institution. The Athletic Director is responsible for the administration of all aspects of the athletics program. As a member institute of the NCAA, ACU will comply with all applicable NCAA rules and regulations. ACU is responsible for monitoring its athletics programs to ensure compliance by identifying and reporting all instances in which compliance has not been achieved. Abilene Christian University is committed and obligated to the principle of institutional control in operating its athletics program in a manner that is consistent with the letter and the spirit of the NCAA, Southland Conference, and university rules and regulations. The Compliance Office coordinates, monitors, and verifies compliance with all NCAA requirements, and educates the various constituencies of the university and the community regarding NCAA Division I regulations. The Principle of Rules Compliance, Responsibility of Institution: Each institution shall comply with all applicable rules and regulations of the Association in the conduct of its intercollegiate athletics programs. It shall monitor its programs to assure compliance and to identify and report to the Association instances in which compliance has not been achieved. In any such instance, the institution shall cooperate fully with the Association and shall take appropriate corrective actions. Members of an institution's staff, student-athletes, and other individuals and groups representing the institution's athletics interests shall comply with the applicable Association rules, and the member institution shall be responsible for such compliance. The following written procedures describe the most essential internal procedures to assist coaches and staff in monitoring compliance with NCAA, MWC, and UNM rules and regulations. The Compliance staff is here to support you so please do not hesitate to contact us if we can assist you in any way. Compliance Staff: Lisa Gilmore (325) 674-6454 lisa.gilmore@acu.edu Associate Director of Athletics for Student-Athlete Welfare/SWA James Feeney (325) 674-2330 james.feeney@acu.edu Assistant Director of Athletics for Compliance
Rules Education Head and Assistant Coaches: At least one coach from each coaching staff is required to attend scheduled rules education meetings. The rules education meetings will be held every month throughout the academic year. You will be notified of the dates and location at the beginning of the Academic year. If a representative from your sport is unable to attend the education session, they must inform the Compliance Office in advance and make arrangements to receive the information presented. The education sessions may include the latest interpretations, new legislation, case studies, answer-questions sessions, and/or a presentation of current and relevant information. The Compliance Office will also take recommendations or suggestions for rules education topics. In addition, the Compliance Office will distribute written notifications and reminders as necessary throughout the year. Student-Athletes: The Compliance Office will meet with each team prior to or at the beginning of each academic year. If a student-athlete is unable to attend the team meeting, they must meet with someone from the Compliance Office staff prior to be being permitted to practice. Some of the issues the student-athletes will be informed of include: Eligibility Extra benefits Amateurism Employment Financial aid Drug and alcohol use Gambling Administration & Staff: Members of Media Relations, Marketing, Academic Advisement, Athletic Training Room, the Business Office, and the Wildcat Club will attend a Rules Education meeting at least once per year. In addition the Compliance Office will forward any rules interpretations or information as relevant to each department throughout the year. Athletic Representatives (Boosters): Each Summer or Fall, a member of the Compliance Office will meet with each booster organization to discuss their involvement in rules compliance. Items of discussion may include extra benefits, recruiting, and employment. In addition, all members of the Wildcat Club and individual sport boosters receive a copy of the Athletic Department s Guide to Rules Compliance. Rules Interpretations Coaches and staff members are requested to seek rules interpretations whenever an NCAA or Southland Conference rule is not clearly or obviously resolved by the NCAA or Southland manuals. Those needing a rules interpretation are advised to ask the Assistant Athletics Director for clarification on the issue. Rules interpretation request may be submitted orally or in writing. When the issue can be resolved by a straightforward application of a rule or prior interpretation, an oral interpretation will be provided, with a written interpretation if requested. If further research is required, the Compliance Office will contact the conference office or the NCAA directly. Once an interpretation is provided, the Compliance Office will respond in writing to the staff member requesting the interpretation including a written statement of the facts, the question presented, and the authority used to resolve the issue, and a brief analysis. If the Compliance Office feels other staff members may benefit from the interpretation, the interpretation will be disseminated to the department staff.
Processing NCAA Violations It is the policy of the Abilene Christian University to self-report to the Southland Conference or the NCAA any instances where athletics compliance has not been achieved. By signing the NCAA Certification of Compliance for Staff Members of Athletic Departments each fall, you have certified that you have reported any knowledge of violations of NCAA legislation involving Abilene Christian University. Each individual involved in the operation of the athletics program is obligated to maintain competency in knowledge of the rules; to act within his or her area of responsibility in full compliance with the governing legislation; and to report any violation of NCAA, Southland, or ACU rules of which he or she is aware. Any willful violation of an NCAA, Southland, and/or University regulation regarding intercollegiate athletics may subject a coach, administrative staff member or other University official to immediate disciplinary action or termination of employment. Likewise, student-athletes found to have violated any NCAA, Southland and/or University regulation are also subject to disciplinary actions pursuant to University policies and procedures. Level I: Severe breach of conduct A violation which seriously undermines or threatens the integrity of the NCAA enduring values (student-athlete success, the collegiate model, amateurism as a student model, competitive equity), including any violation which provides or is intended to provide a significant recruiting or competitive advantage, or a significant impermissible benefit. Multiple violations from other categories may collectively be considered a severe breach of conduct. Individual conduct that is unethical may be classified as a severe breach of conduct, even if the underlying institutional violations are not classified in this category. Level II: Significant breach of conduct A violation that provides or is intended to provide minimal to significant recruiting or competitive advantage; or includes a minimal to significant impermissible benefit; or involves a pattern of systemic violations in a particular area. Multiple violations from other, less-serious categories may collectively be considered a significant breach of conduct. Some limited individual conduct that is unethical or dishonest may be classified as in this category, even if the underlying institutional violations are not classified as significant. Level III: Breach of Conduct A violation that is isolated or limited in nature; provides no more than a minimal recruiting, competitive or other advantage; and does not include more than a minimal impermissible benefit. Multiple Level IV violations may collectively be considered a breach of conduct. Level IV: Incidental Issue An incidental infraction is a minor infraction that is inadvertent and isolated, technical in nature and results in a negligible, if any, competitive advantage. Level IV infractions generally will not impact eligibility for intercollegiate athletics. Cases involving severe and significant breaches of conduct will be further categorized into three sublevels based on the presence of aggravating or mitigating factors. The following procedures outline the process for reporting violations: 1. Any coach or staff member who becomes aware of behavior or actions that might lead to a violation or any alleged violations shall immediately report the information to the Compliance Office.
2. The Compliance Office shall make a complete record of what is reported including dates, times, circumstances, events, names and any other relevant information. Prior to interviewing any staff or student-athletes, the head coach for the sport involved will be advised of the investigation and given a statement to sign saying that they understand that the information they provide is confidential and cannot be discussed with other team members, Athletic department staff, etc. and that they cannot solicit information from or retaliate against others who may be interviewed throughout the process. A preliminary inquiry will be conducted by the Compliance Office staff to obtain complete information regarding the alleged violation. 3. The Compliance Office will meet with the Faculty Athletic Representative (FAR) and the Sport Coordinator responsible for overseeing the involved sport to discuss the issue and determine if a violation has occurred. 4. If it is determined that no violation has occurred, no further action will be taken. 5. If it is determined that a violation has occurred, the Compliance Office will discuss corrective and disciplinary actions with the FAR and Sport Coordinator which, at a minimum, will include a letter of admonishment for any involved staff member. The Athletic Director must approve any final action. Any coach involved will be given the opportunity to meet with Compliance and the FAR, if desired. 6. Level 1, 2 and 3 violations will be submitted to the NCAA office and copied to the Southland office, while Level 4 violations will only be submitted to the Southland. The Compliance Office will also follow-up any cases involving restoration of eligibility with the NCAA. 7. In the case of a major violation, the FAR and Athletic Director will inform the President s Office prior to submitting the violation to the NCAA.
ACS The ACS Compliance Database provides state-of-the-art technologies that centralize the entire recruiting, reporting and compliance function for athletic departments. These technologies give the department the power to automatically track all prospect communications (phone, text, email), automatically generate compliance reports, and easily view all of the information that the coaches enter into the program (CARA logs, official/unofficial visits, contacts/evals, etc). This ensures adequate monitoring of the process and complete transparency for the athletic department. ACS s proactive Compliance Solutions are designed and audited by experts with over 100 years of combined NCAA Compliance experience. Many forms will now be available through ACS. It is the coaches responsibility to complete the necessary forms through this service and submit them to the Compliance Office in a timely manner. ACS can be accessed online at: http://www.acsathletics.com/ For policy questions, you can contact James Feeney at james.feeney@acu.edu or (325) 674-2330 For training for training or system support, you can contact Michelle Carrigan at ACS (800) 343-6220 (x.318) or mcarrigan@acsathletics.com. There are also several training videos and FAQ links available in the Support tab in ACS.
Roster/Squad List Changes All roster and squad list changes must be submitted to the Compliance Office on the Roster/Squad List Update Form immediately when the change takes place. The form must be completed in its entirety. The Compliance Office will then make the appropriate changes to update the squad list. Any of the following situations warrant a status update: a) Academically ineligible f) Cut/Dismissed from team b) Exhausted eligibility g) Graduated c) Hardship waiver granted h) Medically Unable to Participate d) Final nonqualifier I) Quit team e) Transferred to another institution j) Withdrew from UNM *A roster addition will trigger the eligibility certification process. If a Roster/Squad List Update Form is not submitted appropriately, certification will not take place. *If a student-athlete voluntarily withdraws, a Voluntary Withdraw Form must also be completed. In addition, if a roster change has an effect on a student-athlete s scholarship, the appropriate scholarship-related form must also be immediately turned into the Compliance Office.
Travel Rosters and Itineraries At any time throughout the academic year that a team is departing campus for competition, a detailed travel itinerary and travel roster must be forwarded to the Compliance Office before departure. Use the Travel Itinerary Form and submit to Compliance Office at least 48 hours prior to scheduled departure. The following information must be present: a) Names of all individuals in the travel party (including coaches) b) Cellular phone numbers for the coaching staff c) Telephone numbers and addresses for the hotel(s) utilized during the trip d) Airline and flight numbers e) Bus company utilized Documents may be submitted via fax, email or delivery to the Compliance Office. After returning from a trip, coaches must submit travel form to their liaison in the Business Office.
Personnel Issues Outside Athletically Related Income: All full-time and part-time athletic department staff (excluding secretarial or clerical personnel) must report all athletically related income and benefits from sources outside the institution on an annual basis. At the conclusion of the academic year, all staff members are required to complete the Outside Income Reporting Form. Sources of such income include, but are not limited to: Income from annuities Complimentary ticket sales Sports camps Television & radio programs Housing benefits Endorsement/consultation contracts Country club memberships Responsibility of Head Coach Per NCAA Bylaw 11.1.2.1 : It shall be the responsibility of an institution s head coach to promote an atmosphere for compliance within the program supervised by the coach and to monitor the activities regarding compliance of all assistant coaches and other administrators involved with the program who report directly or indirectly to the coach. Coaching Staff Roster & Limitations: On an annual basis, each Head Coach must complete the Permissible Recruiters and Staff Roster. This form will designate the position of all persons on the coaching staff, including head, assistant, undergraduate, and volunteer coach. If there are any coaching changes during the year, the Head Coach must submit an addendum to their Permissible Recruiters and Staff Roster Form to the Compliance Office. Undergraduate coaches do not count against the limit of coaches per sport. In sports other than football and basketball, one volunteer coach is permitted per sport program. The track program is permitted one additional volunteer for pole vault. The chart below list the number of countable coaches permitted for each sport. Sport Head/Asst Coach Baseball 3 Basketball, Men s 4 Basketball, Women s 4 Football (FCS) 11 Golf, Men s 2 Soccer, Women s 3 Softball 3 Tennis, Men s 2 Tennis, Women s 2 Cross Country (with Track & Field) 3 Volleyball, Women s 3 Certification to Recruit Off-Campus: Only those coaches who have been certified may contact or evaluate any prospective student-athlete off-campus. Certification must occur on an annual basis and must be renewed by August 1 of each year. If a coach does not achieve a passing score on the Coaches Recruiting Exam, they must wait 30 days before taking the exam again. The Faculty Athletic Representative will administer the exam. Managers: A manager is an individual who performs traditional managerial duties (e.g., equipment, laundry, and hydration) and meets all of the additional criteria outlined in Bylaw 11.01.7.
Student-Athlete Employment Student-athletes may be employed at any time during the academic year or summer vacation period. Neither Abilene Christian University nor the NCAA has policies limiting the amount of funds student-athletes can earn and there is no impact on a student-athlete s financial aid based on employment. If at any time a student-athlete wishes to be employed, they must contact the Compliance Office to fill out a Student- Athlete Employment Form. The student-athlete must complete this form and their supervisor at their place of employment must also sign the document. Upon completion, it must be submitted to the Compliance Office. The Compliance Office reserves the right to verify employment of any student-athletes. In addition, the Compliance Office is not precluded from contacting employers or requesting pay stubs and time cards. Fee-for-lesson Employment: If a student-athlete requests to provide fee-for-lesson instruction, they must complete the Student-Athlete Employment - Fee-For-Lesson Form. Should a student-athlete wish to provide fee-for-lesson instruction, they must adhere to the following guidelines: A. Lessons will not be given using any University of New Mexico facilities. B. Lessons will involve instruction. Thus, in individual sports such as golf and tennis, playing lessons (e.g., playing time greatly exceeds time spent instructing) will not be provided. C. Lesson fees will be paid only by the recipient of the lesson or a member of the recipient s family. D. The student-athlete must not use their name, picture, or appearance as a University of New Mexico studentathlete to promote or advertise private lessons. E. If the lesson is given to 2-4 individuals (instead of one, e.g. a semi-private lesson ), instruction given to each individual must be comparable to instruction given during a private lesson. Lessons may not be given to more than four individuals at once.
Promotional Material A proof of all promotional material must be submitted to the Compliance Office for approval. This includes, but is not limited to, posters, schedule cards, institutional note cards, television promotions, ticketing promotions, radio advertisements and website content. Promotional Activities NCAA BYLAW 12.5.1.1 INSTITUTIONAL, CHARITABLE, EDUCATION OR NONPROFIT PROMOTIONS Abilene Christian University or recognized entity thereof (e.g., fraternity, sorority or student government organization), the Southland Conference or a noninstitutional charitable, educational or nonprofit agency may use a student-athlete's name, picture or appearance to support its charitable or educational activities or to support activities considered incidental to the student-athlete's participation in intercollegiate athletics, provided the following conditions are met: The student-athlete receives written approval to participate from the director of athletics (or his or her designee who may not be a coaching staff member), subject to the limitations on participants in such activities as set forth in Bylaw 17; The specific activity or project in which the student-athlete participates does not involve co-sponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company's officially registered regular trademark or logo on printed materials such as pictures, posters or calendars. The company's emblem, name, address, telephone number and web site address may be included with the trademark or logo. Personal names, messages and slogans (other than an officially registered trademark) are prohibited; The name or picture of a student-athlete with remaining eligibility may not appear on an institution's printed promotional item (e.g., poster, calendar) that includes a reproduction of a product with which a commercial entity is associated if the commercial entity's officially registered regular trademark or logo also appears on the item; The student-athlete does not miss class; All moneys derived from the activity or project go directly to ACU, the Southland, or the charitable, educational or nonprofit agency; The student-athlete may accept actual and necessary expenses from ACU, the Southland, or the charitable, educational or nonprofit agency related to participation in such activity; The student-athlete's name, picture or appearance is not used to promote the commercial ventures of any nonprofit agency; Any commercial items with names or pictures of student-athletes (other than highlight films or media guides per Bylaw 12.5.1.7) may be sold only at ACU, institutionally controlled (owned and operated) outlets or outlets controlled by the charitable or educational organization (e.g., location of the charitable or educational organization, site of charitable event during the event); and The student-athlete and an authorized representative of the charitable, educational or nonprofit agency must contact the community service organizer to obtain the paperwork needed to request student-athlete involvement. Completing this paperwork ensures that the student-athlete s name, image or appearance is used in a manner consistent with the requirements of this section. In addition, the Compliance Office must approve the request. Group Requests Any group requesting an autographed item for a fundraiser must complete the Wildcat Appearance Request Form. They must provide a letter of request, on the organization's letterhead, stating who the request is from and where the proceeds will go. The form is completed by a representative of the requesting group and returned to ACU staff member who has been in contact with requester. The point person then submits it to the Compliance Office for approval. No items (footballs, basketballs, etc.) are to be given free of charge to any group. The item(s) to be autographed must be
provided by the group. Broadly speaking, three types of groups are permitted to receive and utilize autographed items in fundraising events. They are: Institutional entities (Abilene Christian University groups such as, (Alumni Assoc., approved ACU Clubs, etc.); Charitable/non-profit groups; Educational groups (elementary and middle schools, Council of Higher Education, etc.). Requests by Individuals Individuals seeking to get items autographed by student-athletes generally do so for their personal use/display. Occasionally, however, other individuals attempt to gain autographs for the purpose of personal profit. The individual requesting the autograph will complete the Wildcat Appearance Request Form and indicate the following information. The date of the request; The name of the individual requesting the autograph; and The item to be autographed. Name of SA(s) who autographed the item The individual is responsible for providing the object to be autographed and submitted the completed Wildcat Appearance Request Form to the Athletic Compliance Office. In autograph situations involving individuals, it is extremely important that the autograph must be personalized (e.g. "To Eric"). This greatly reduces the potential for abuse.
Professional Agents Use of Agents NCAA Bylaw 12.3.1 states that an individual shall be ineligible for participation in an intercollegiate sport if he or she ever has agreed (orally or in writing) to be represented by an agent for the purpose of marketing his or her athletics ability or reputation in that sport. Further, an agency contract not specifically limited in writing to a sport or particular sports shall be deemed applicable to all sports, and the individual shall be ineligible to participate in any sport. Coaches should inform their student-athletes to notify the Compliance Office immediately if they are contacted by agent. Student-athletes should instruct the agent to send copies of any written information he or she has or will provide to the ACU Compliance Office. Texas State Law The Texas state law requires that athlete agent interviews be conducted during a period of not more than 30 consecutive business days. The interviews must be held during the off-season training period before the completion of the studentathlete s final year of eligibility. Scheduling of Interviews. Abilene Christian University designates specific interview periods for football and basketball as listed below. In order to conduct an interview, the athlete agent must contact the Assistant Athletic Director for Compliance for permission to contact the student-athlete. Interviews for football and basketball may be held during the off-season training period before the completion of the student-athlete s final year of eligibility. However, it is the institution's preference that all interviews be held for 30 consecutive business days immediately following the last date of competition preceding the student-athlete s final year of eligibility. Interviews for all other sports (baseball, golf, tennis, track, soccer, softball, and volleyball), please contact the Compliance Office. Location of Interviews. Interviews may be conducted at the Teague Special Events Center on the campus of Abilene Christian University only after proper contact with the ACU Compliance Office. The Assistant Athletic Director for Compliance will submit this policy to Abilene Christian University s Director of Athletics and President for approval. Upon recommendation for adoption by the University s Director of Athletics and President the policy shall be filed with the Secretary of State within 30 days of approval. Annual Review. An annual review of the policy shall be conducted and any amendments to the policy will be recommended for adoption by the Director of Athletics and President, and the amended policy will be filed with the Secretary of State within 30 days from the date of approval. The Assistant Athletic Director for Compliance shall organize and supervise the student-athlete/agent interview policy to ensure the compliance of the student-athletes/agents with the State of Texas Athlete Agents Act and the rules adopted under the Act. Upon request the Assistant Athletic Director for Compliance will provide the student-athletes and the registered agents with a copy of this policy and other athlete agent documents that may assist student athletes. Assistant Athletic Director for Compliance, is designated as compliance official for Abilene Christian University Athletics. Any questions regarding the policy or compliance with the Athlete Agents Act should be addressed to: James Feeney Associate Athletic Director for Compliance and Academics/SWA Abilene Christian University ACU Box 27916 Abilene, Texas 79699 (325) 674-2330 james.feeney@acu.edu
Recruiting Recruiting Logs Recruiting logs are forms designed to monitor recruiting activities: phone calls, evaluations, and contacts with prospective student-athletes (PSA). Each coach who is permitted to recruit must complete these forms. Any calls to PSA s can only be made from your office phone or cell phone with the ACS phone application. Phone Calls: Every month, coaches are given a cell phone stipend through their business office contact to reimburse them for work calls. To receive the stipend, you will be required to make all phone calls and send all text messages to prospects through the ACS phone app. Prospect s contact information may be loaded directly into your prospect database in ACS. If the Compliance Office requests to see your cell phone bills, though, you will be required to submit them to us (i.e. in the event of an investigation, etc.). Time Period for Phone Calls: Per NCAA Bylaw 13.1.3.1: 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 high school (subject to the exceptions below). If an individual attends an educational institution that uses a nontraditional academic calendar (e.g., Southern Hemisphere), telephone calls to the individual (or his or her relatives or legal guardians) may not be made before the opening day of classes of his or her junior year in high school. Thereafter, an institution may make telephone calls to the prospective student-athlete at its discretion Exceptions: Cross Country/Track & Field (13.1.3.1.2) - telephone calls may not be made before July 1 following the completion of his or her junior year in high school. Football (13.1.3.1.3) - one telephone call to an individual may be made from April 15 through May 31 of the individual's junior year in high school. Men s Basketball (13.1.3.1.4) - telephone calls to an individual may not be made before June 15 at the conclusion of the individual's sophomore year in high school. All sports are permitted unlimited phone calls to a prospect on the day a permissible, in-person, off-campus contact occurs. Text Messages Electronic correspondence (i.e. electronic mail, Instant Messenger, facsimiles, text messages) may be sent to a prospect (or the prospect s parents or legal guardians). Before a prospect has signed an NLI, the correspondence must be sent directly to the prospect (or his or her parents or legal guardians) and must be private between only the sender and recipient (i.e. 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 prospect s name, picture or likeness. Exceptions: Cross Country/Track & Field (13.4.1.5.1) - electronically transmitted correspondence that may be sent to a prospective student-athlete is limited to electronic mail and facsimiles until the prospective student-athlete signs an NLI. Contacts & Evaluations All contacts and evaluations of prospects must be recorded on the Contacts and Evaluations Form through ACS. For each contact and/or evaluation, you must record the name of the prospect, date, and location of contact/evaluation. When a coach returns from a recruiting trip, the Contact and Evaluations form must be submitted to the Compliance Office through ACS. Once the Compliance Office approves the form, it will be submitted to the Business Office so they may complete the travel expense report.
Recruiting Opportunities Per Prospect Recruiting opportunities per prospect vary from sport to sport. Be sure to review Bylaw 13 and your sport-specific recruiting calendar before engaging in any recruiting activities. Note: Academic year refers to that of the prospect. In addition, evaluations are unlimited outside the academic year. Evaluations Days: An evaluation day is defined as one coach engaged in the evaluation of any prospect on one day (12:01 a.m. to midnight); two coaches making evaluations on the same day shall use two evaluation days. Recruiting Periods Head Coaches and Assistant Coaches are required to follow all Contact, Evaluation, Dead, and Quiet Periods that pertain to their sports. These are listed in the NCAA Manual, within the ACS Recruiting Software and are included on the main page of the Compliance Assistant Internet site. There are four "recruiting periods" of these-one will always be in effect: Contact Period (NCAA Bylaw 13.02.5.1) Evaluation Period (NCAA Bylaw 13.02.5.2) Quiet Period (NCAA Bylaw 13.02.5.4) Dead Period (NCAA Bylaw 13.02.5.5) Sport specific recruiting calendars may be found under NCAA Bylaw 13.17 recruiting calendars. Recruiting Calendar Recruiting calendars vary from sport to sport. Be sure to visit the NCAA Division I Recruiting Calendar website (http://www.ncaa.org/student-athletes/resources/recruiting-calendars/2015-16-division-i-and-ii-recruiting-calendars) to verify your recruiting dates or contact the Compliance Office if you have any questions. It is the coach s responsibility to ensure compliance with the recruiting calendar at all times. Use of Recruiting or Scouting Services Off-campus observation of a prospect via video made available by a recruiting or scouting service is considered an evaluation activity and is subject to applicable evaluation regulations. In sports other than basketball and football, an institution may subscribe to a recruiting or scouting service involving prospective student-athletes, provided the service is made available to all institutions desiring to subscribe and at the same fee rate for all subscribers. An institution is permitted to subscribe to a service that provides scholastic and/or nonscholastic video. The institution may not contract with a service in advance to have a particular contest recorded or provided. (Adopted: 1/14/12). When determining if it is permissible for you to subscribe to a service, please have that organization fill out the Recruiting/Scouting Service Questionnaire and submit to the Compliance Office. Recruiting Materials You are not permitted to provide recruiting materials to a PSA (including general correspondence related to athletics) until September 1 at the beginning of the PSA s junior year in high school. Per Bylaw 13.4.1.3, the following printed materials can be sent to PSA s and coaches of PSA s: General Correspondence: There are no restrictions on the design or content of general correspondence and attachments, except that the size of the printed material may not exceed 8 ½ x 11 inches when opened in
full. There are no restrictions on the design or content of an envelope used to send general correspondence and attachments, except that the size of the envelope may not exceed 9 x 12 inches. Camp or Clinic Information: Camp or clinic information may be provided at any time. Questionnaires: An institution may provide questionnaires at any time. Nonathletics Institutional Publications: An institution may provide nonathletics institutional publications available to all students at any time (i.e. official academic, admissions and student-services publications published by the institution and available to all student). Educational Materials Published by the NCAA: Educational materials published by the NCAA (i.e. NCAA Guide for the College-Bound Student-Athlete) may be provided at any time. You are not permitted to send recruiting materials via express mail. You may only use first-class mail or a lesser rate of service with no extra services (i.e. certified mail, delivery confirmation). An institution may not produce video or audio materials to show to, play for or provide to a prospect except as specified in bylaws 13.4.1.7.1 through 13.4.1.7.4. Permissible video or audio material may only be provided to a prospect via permissible electronic correspondence, except as provided in 13.4.1.7.4 (please see NCAA bylaws for more details). You are permitted to respond to a PSA s letter requesting information from you prior to the permissible date if the written response only contains an explanation of current NCAA legislation or a referral to the admission department. You cannot include any information that would initiate the recruitment of the PSA or information related to UNM s athletic program.
Official (Paid) VIsit Summary of ACU/NCAA Rules and Regulations Governing Official Visits For each official visit, the staff must also include a copy of unofficial transcripts and proof of test scores. Also, the prospective student-athlete must be registered with the Initial Eligibility Center (i.e. Clearinghouse). Guidelines: Division I In all sports a PSA can have one expense-paid (official) visit to a particular campus beginning on the opening day of classes of their senior year. A prospective student-athlete (PSA) may receive no more than five such visits. This restriction applies even if they are being recruited in more than one sport. A PSA may not have an official visit unless they have given the Compliance Office a high-school (or college) academic transcript and a score from a PSAT, SAT, PLAN or ACT taken on a national test date under national testing conditions, except that a state-administered ACT may be used. The score must be presented through a testing agency document, on a high school or prep school transcript or through the use of the applicable testing agency s automated-voice system. The academic transcript may be a photocopy of the PSA s official high-school (or college) transcript. Additionally, the PSA must register with the NCAA Initial Eligibility Center and be placed on UNM s IRL. During the official visit (which may not exceed 48 hours), the PSA may receive actual round-trip transportation costs to UNM s campus from any location, provided the PSA returns to the original point of departure, or if return transportation is provided to the PSA s home, educational institution or site of competition, the cost does not exceed round-trip expenses from the PSA s original point of departure. The PSA (and their parents, legal guardian(s) or spouse) may receive meals, lodging and complimentary admission to a home athletics event. Meals provided to the PSA (and/or parents) on an official visit may be provided either on or off the institution's campus. The PSA may receive a maximum of three complimentary admissions to a home athletic event and such admissions may provide seating only in the facility's general seating area. They may not be given special seating (e.g., press box, bench area). In addition, a student host may help the PSA (and their family) become acquainted with campus life. The host may spend $40 per day to cover all costs of entertaining the PSA (and their parents, legal guardians or spouse); however, the money cannot be used to purchase souvenirs such as T-shirts or other college mementos. Additionally, during a campus visit, the school may provide the PSA with a student-athlete handbook and initial-eligibility documents. Prior to the Official Visit: 1. Submit completed Official Visit Request Form (through ACS), a copy of the PSA s high school transcript (or 2/4-yr college transcript) and for PSA s still in high school, proof of a test score (PSAT, SAT, PLAN, or ACT) to the Compliance Office through ACS no later than 72 hours prior to the visit. Seven (7) day advanced notice is preferred to lower cost of the airline ticket. All transcripts and test scores must be loaded into ACS at the time of the visit request. 2. The Compliance Office will review the request within 2 business days, complete a preliminary evaluation, and send an e-mail to the coach when the visit is approved. Further, the Eligibility Center status of the PSA will be checked to make sure the PSA is registered with the NCAA and added to the sport s IRL. 3. Contact Anthony Travel to purchase the airline ticket. Tickets may only be coach-class fare on a regular commercial airline. Charter flights, private jets, or first-class tickets are prohibited. (If the date of the visit changes, the visit must be re-approved by the Compliance Office in writing. If the prospect and/or prospect s family wishes to extend their visit in the local area, the institution can only book an airline ticket for the 48-hour period, after which time the family will need to contact the airline directly and make the itinerary changes. Airline vouchers may NOT be FedEx d or DHL d to the PSA.
4. Contact Amy McAlister in the Business Office to arrange hotel accommodations, if applicable. Accommodations may only be standard rooms. If staying in the dormitories, the PSA must be housed in a standard, single room or with a current member of the team. 5. Transportation may be provided to/from the airport and around campus/town. Only standard vehicles may be used (no limousines or luxury vehicles). 6. Official Visit rules must be communicated with the visiting PSA prior to the initiation of the visit. 7. The student host has signed the ACU Host Guidelines form at the beginning of the academic year during the team compliance meeting. They will also need to sign the Official Visit Host Form. Student hosts may be provided $40 for each day of the PSA s official visit. After the visit is over, please see your Business Office contact to reconcile and/or return any money provided to a host or hosts. 8. Submit request any requests to the Compliance Office for complimentary admission to a home sporting event. 9. A copy of the PSA s Official Visit Itinerary must be forwarded to the Compliance Office via ACS. During the Official Visit: 1. Only a current student-athlete may be designated as the student host for the PSA. 2. The use of personalized jerseys, game-day simulations, or other means of personalized recruiting aides are prohibited. 3. The PSA may be provided three meals per day and the meals must be comparable to those provided to studentathletes during the academic year. A reasonable snack may also be provided. The PSA s parents, legal guardian(s), spouse or children can also be provided three meals per day. 4. The head coach of each sport will be responsible for reviewing plans for on and off-campus entertainment for a PSA on an Official Visit. The head coach will be required to: Review all policies relevant to official visits with student hosts, PSAs and parents/guardians. Strongly discourage and counsel against inappropriate behavior/entertainment during the visit. Periodically monitor the entertainment activities of the PSA during the campus visit. Ensure that underage drinking, the use of illegal drugs, gambling, sexual favors, and the promise of such favors is not a part of the official visit (i.e. gentlemen s clubs/strip clubs) Establish and enforce a reasonable curfew for the PSA and student host during the campus visit. The following summary of important NCAA rules and regulations, governing visits to our campus, is provided for additional guidance for these visits. Bylaw 13.6.2 Limitations on Official Visits A prospect may receive one expense-paid visit to a member institution's campus for a maximum of 48 hours. A PSA may not accept more than a total of five (5) expense-paid visits. Bylaw 13.5.2 Transportation on Official Paid Visit The route to the institution must be directly from the prospect's home (or high school, prep school or junior college in which the prospect is enrolled). The institution may reimburse a prospect for actual and necessary transportation expenses at established mileage rate incurred in traveling to the campus in an automobile owned by the prospect or prospect's family, in which case the
prospect may be accompanied by members of the family or friends. It is only when this mode of transportation is used that the prospect's friends, relatives or legal guardian(s) may receive cost-free transportation. If commercial air transportation is used, the fare may not exceed coach (or comparable) class. Air transportation can be provided for the prospect only. Bylaw 13.6.6 Accommodations on Official Visit and Bylaw 13.6.7 Entertainment/Tickets on Official Visit During the one paid visit, the institution may house and entertain the prospect and the prospect's parents (or legal guardian or spouse) in the community in which the institution is located, but these must be at a scale comparable to normal student life. Off-campus entertainment must take place only in the area within a 30-mile radius of the institution's main campus. Further, entertainment must be at a scale comparable to that of normal student life and may not be excessive in nature. (NOTE: There are certain limitations and restrictions on the entertainment of prospects and others for whom entertainment is permitted. These should be explained in detail and must be carefully adhered to). The following arrangements or activities are NOT PERMISSIBLE in connection with the expense-paid visit to the campus: Alumni or friends of the institution may NOT pay or arrange for the payment of transportation cost or transport a PSA to visit an institution's campus or elsewhere. Staff members, alumni or friends of the institution may NOT pay or arrange for the payment of transportation cost incurred by relatives or friends of the prospect to visit an institution's campus or elsewhere. Staff members, alumni or friends of the institution may NOT transport the relatives or friends of the prospect to visit the campus or elsewhere in their own automobile, aircraft, or other vehicle. Staff members, alumni or friends of the institution may NOT entertain a prospect's friend at any site. NO gifts of any material benefit may be given to a prospect, nor can a car be made available for the prospect's use during the campus visit. The institution is NOT permitted to pay for long distance telephone calls made by the prospect while on campus and/or from the hotel for the official visit. When other friends or members of the prospect's family accompany the prospect on an official paid visit, the institution cannot provide housing, meals, or entertainment for individuals other than the prospect and the prospect's parents (legal guardian) or spouse.
What is permissible? Prospect Provide Meals: Pay for Travel to and from Official Visit: Pay for Travel during Official Visit: Pay for Lodging: Pay for Entertainment: Parents or Legal Guardian(s) Provide Meals: Pay for Travel to and from Official Visit: Pay for Travel during Official Visit: Pay for Lodging: Pay for Entertainment: Other Family Provide Meals: Pay for Travel to and from Official Visit: Pay for Travel during Official Visit: Pay for Lodging: Pay for Entertainment: Spouse Provide Meals: Pay for Travel to and from Official Visit: Pay for Travel during Official Visit: Pay for Lodging: Pay for Entertainment: Yes, three per day and one snack Yes Yes (within a 30-mile radius) Yes Yes (within a 30-mile radius) Yes, three per day and one snack No (unless accompanying prospect in car to and from visit) Yes (within a 30-mile radius) Yes Yes (within a 30-mile radius) No No (unless accompanying prospect in car to and from visit) No (unless accompanying prospect in car) No (can stay in room with prospect at single room rate) No Yes, three per day and one snack No (unless accompanying prospect in car to and from visit) Yes (within a 30-mile radius) Yes Yes (within a 30-mile radius)