1. GENERAL
a. Recruitment of prospective student-athletes requires a thorough knowledge of NCAA, Conference and University regulations and standards and strict adherence to them. Questions in this area should be directed to the Compliance Officer.b. Sport programs with University scholarship aid are assigned a recruiting budget. Programs with no University scholarship aid may use supplemental funds for recruiting expenses.
c. When feasible, recruitment mailings should utilize the most economical means available.
d. The NCAA Manual should be consulted regarding permissible items to mail to prospective student-athletes.
e. Current procedure for coding and mailing of admissions applications may be obtained from the Admissions Liaison.
f. The Undergraduate & Graduate Catalog is not to be mailed to prospective student-athletes.
g. Off-campus recruitment of prospective student-athletes (evaluation, home or school visits) is permitted only by designated staff members during specific periods. The NCAA Manual should be consulted regarding this.
h. When approved staff members recruit off-campus, they may choose to stay in private homes instead of hotels/motels. It is permissible to pay the private home host $10 per day in this circumstance. A "Cash Receipt Acknowledgement" form must be signed by the host and included with receipts when the staff member completes the "Business Expense Report" for that trip. (Forms available from DFH Office Coordinator or BCC Executive Secretary).
i. When coaches wish to obtain a cash advance for recruiting trips, the following procedure will apply:
1)"Request For Cash Advance" forms will need to be filed for each separate recruiting trip or visit.2)A recruiting trip will be defined as ending when the coaching staff member returns to his/her office on campus.
3)Upon return to campus, a "Business Expense Report" should be submitted so that each " Request for Cash Advance" form has a corresponding "Business Expense Report" to settle up for that particular trip and amount. The cash advance check number must be put in the lower left portion of the BER form.
j. When no cash advance is requested for a recruiting trip, staff members must complete an "Athletics Request for Travel" form and file it in the Office of the Associate Director of Athletics, Business & External Affairs prior to the trip. This will provide authorization to travel and documentation of off-campus recruiting activities.
k. Per "i. " and "j" above, all off-campus recruiting trips by coaching staff members should have documentation in place prior to the trip in the form of either an "Athletics Request for Travel" or a "Request for Cash Advance".
l. The University purchasing card may be used for airline and train expenses for coaching staff and/or official visits of prospective student-athletes. Prior approval, via E-Mail, is required from the Associate Director of Athletics, Business & External Affairs. It is not, however, valid for recruitment meals, lodging or rental vehicles.
m. All coaching staff members involved in recruitment of prospective student-athletes must be thoroughly familiar with NCAA regulations and avoid any action which could be construed as an illegal recruiting inducement/activity for a prospective student-athlete. In addition, coaches need to be vigilant to prevent violations by non-coaches in this area and utilize opportunities to provide education on this topic.
2. OFFICIAL VISITS
a. When a prospective student-athlete is invited for an official visit to campus, NCAA regulations must be strictly followed.b. Complete current procedures are described in the NCAA Compliance Handbook on-line, which is linked to the UD Homepage, Athletics.
c. Coaches may obtain meal passes, with two days advance notice, from the office of the Associate Director of Athletics, Business & External Affairs. These will allow the prospect to eat meals in any on-campus food-serving location during the official visit.
1)One meal pass, per meal, per prospect is required.2)To prevent NCAA violations, coaches need to:
a) Make it clear to each student host that the meal passes may only be used for meals for or with a prospective student-athlete while on an official visit to UD.b)Complete the "Date" Section on each card with the date and specific meal that will be purchased, before issuing them to student hosts. In addition, fill in the prospects name on all cards he/she will be using.
c)Have all unused passes turned back in to you by student hosts immediately following each visit. Remember each pass is good for only one person, one meal.
d)Keep accurate records of all meal passes in your possession, by number, including date issued, to whom, date used, for what prospect visit, or date returned to you.
3) To manage recruiting funds, coaches can implement from among the following three options as indicated.
a) If you wish to restrict official visit meals to traditional dining halls only, write "NO POINTS" on the top right corner of the pass, complete the "Date:" Section and check the "Meal:" Section for the specific meal for which each card will be used.b) If you wish to place no restriction on amount or location of the meals, complete only the "Date:" Section of the card with the date the meal will be purchased and write nothing else on the card.
c) If you wish to limit the amount, but not the location, complete the "Date:" Section with the date the meal will be purchased, check the "Meal:" Section with the applicable meal and print in the top right corner the dollar amount you wish to limit that meal to (e. g. , check breakfast and write in top right corner "$5. 00 LIMIT").
4) This will result in billing directly to the sport program budget.
d. When prospective student-athletes are fed at the home of a coach during an official visit, as permitted by NCAA regulations, the reimbursement request should be for the current dining hall cost of that meal multiplied by the actual number of legally reimbursable individuals who were fed.
e. Coaches need to provide guidelines for team members relative to acceptable behavior during official visits of a prospective student- athlete, particularly in the areas of hazing, alcohol/drug use, etc.
3. OVERALL PHILOSOPHY/GUIDELINES/POLICIES
Campus visits are an important part of the recruiting process. Recruiting visits are to be an opportunity for prospective student-athletes, and their families, to fairly and ethically assess the opportunities for academic and athletic success of the collegiate experience. While the primary emphasis during these visits is athletically related, the premise for the visit must be that the prospect is making a decision about where to pursue his/her athletics and academic future as well as provide an opportunity for the University of Delaware to evaluate and assess the prospect.The University Athletics Program has developed the following guidelines to be strictly adhered to when hosting prospective student-athletes (PSA) on our campus for official and unofficial visits.
Please note that due to the nature of an unofficial visit (no expenses can be provided to the PSA or the PSA's parents/legal guardians beyond three complimentary tickets to a home athletics contest), the following sections are not applicable: meals, lodging and entertainment.
Coaches are responsible for educating and informing student hosts, student-athletes, prospects, prospects parents, assistant coaches, etc. of these policies and procedures and the potential repercussions should they not be followed. Student Hosts MUST sign the student host form before entertaining a recruit (as stated in the Compliance Manual).
The use of alcohol, drugs, sex or gambling is strictly prohibited during the recruiting process. Violations of these policies and procedures could be minor or major NCAA infractions and will be dealt with by the athletics administration. Penalties imposed could affect the student-athlete, the prospective student-athlete, coaches or athletic personnel and the sport program involved in the incident. See "Sanctions" for more information.
RECRUITING GUIDELINES:
TRANSPORTATION:
Any transportation provided to a prospective student-athlete (PSA), parents or legal guardians, must be at a coach-class fare. For example, air fare must be in coach-class (no business or first-class tickets); train &endash; must be in coach class (no business or first class tickets); automobile &endash; PSA must use his/her own automobile (cannot provide a car for them to use). Transportation on-campus must be in a personally privately- owned car OR a university vehicle. Some programs, with large numbers of recruits on campus at one time, are permitted to charter buses; however, the bus must be on a comparable scale to that of "normal" life of a student (no upgraded buses with elaborate accommodations). Transportation provided to a PSA to and from campus must be "normal" accommodations. Luxury cars, limo's etc. are not to be used unless it is a personally owned vehicle OR the commercial agency used to provide the transportation sends a limo or luxury car.
MEALS & LODGING:
All accommodations for lodging must be on a reasonable scale comparable to that of student life. Luxury suites, hotels with upgraded accommodations such as jacuzzi's hot tubs, etc. are prohibited if they are not provided to all guests at the hotel. Meals are to be on the same scale as lodging &endash; to that of normal student life.
GAME DAY ACTIVITIES:
PSA's are permitted to follow your team around on game day to be present in the locker room prior to or subsequent to the contest or standing on the sidelines during pre-game activities. PSA's are not permitted to receive a personalized jersey, have personalized audio or video scoreboard presentations, or run onto a field/court with the team during pre-game introductions.
ENTERTAINMENT:
The coach of the sport program MUST educate the PSA and the student host as to what they can and cannot do during an official visit. At this time, the student host as well as the coach will sign the Student Host Fee Form acknowledging responsibility and acceptance of the guidelines set forth.
All entertainment provided to recruits is to be on a reasonable scale comparable to that of "normal student life". Entertainment in excess of "normal student life" is strictly prohibited and, as previously stated, the use of alcohol, drugs, sex and gambling is strictly prohibited.
COMPLAINT PROCEDURES:
In the event, a parent, a prospect, a student athlete, a coach or an institutional staff member needs to come forward with an alleged violation of these recruiting policies, they are to report it directly to the Director of Athletics and/or the Associate Director of Athletics, Internal Affairs & SWA. From there, as stated in the section "Sanctions" below, an investigation will occur.
SANCTIONS:
Should a violation of these policies be discovered/reported, an investigation will be conducted following procedures which are listed below and which are also stated in both the Compliance and Athletics Policy Manuals. Alleged violations can be reported by any institutional staff member, parent, prospect or any other person involved in the recruiting process or campus visit. Violations by current student-athletes or coaches will result in disciplinary action appropriate to the level of severity of the violation. Possible sanctions include, but are not limited to: a reduction in the number of official visits; a reduction in the number of off-campus recruiting days; a reduction in the number of coaches who may recruit off-campus at any one time; a letter of reprimand to the permanent file of the Head coach; a reduction or loss of scholarships; or termination.
Secondary Violations:
1. If a violation is self-reported by a coach or member of the athletics staff to the Director of Intercollegiate Athletics & Recreation Services, or the Compliance Officer, or is discovered by a member of the athletics administration; the Director is informed immediately by the Compliance Officer. Ultimately, all potential violations are forwarded to the Director of Intercollegiate Athletics & Recreation Services, who informs the President, Faculty Athletics Representative (FAR),and the Senior Woman Administrator (SWA) of the violation.
2. The Compliance Officer initiates an investigation for the purpose of gathering facts. The Director of Intercollegiate Athletics & Recreation Services, along with the Assistant Director of Compliance & Operations, will interview the coach(es), player(s) or athletics staff involved, independently. The FAR may choose to be involved in the interviews at his/her discretion.
3. The Compliance Committee may be involved to assist in investigating the violation and/or in monitoring the investigative process.
4. The Compliance Officer provides written notification to the appropriate conference offices, (NCAA, CAA, Atlantic-10, and ECAC) as well as to the President of the University, the Associate Director of Athletics, Internal Affairs & SWA, the Head Coach (if applicable) and the FAR. All receive copies of the correspondence sent to the NCAA and/or conference office. All are listed as "copied" on official correspondence.
5. Correspondence from the NCAA is shared with the aforementioned administrators.
6. The results of the investigation are reviewed by the FAR, and the President, who approve or modify any punitive and/or preventive action recommended.
Major Violations:
1. Potential major violations will follow the same notification procedures as secondary violations. However, the lead investigator for major violations shall be the FAR.
2. The Compliance Committee shall be involved to assist the FAR in investigating the violation and/or in monitoring the investigative process.
3. The President of the University may appoint or retain additional investigators, at his/her option, from individuals within or outside the University. The Athletics administrators will serve in a supportive role during major investigations.
4. Notification of the violation to the appropriate conference offices, (NCAA, CAA, Atlantic-10, ECAC) as well as the President of the University, the Director of Intercollegiate Athletics & Recreations Services, the Associate Director of Athletics, Internal Affairs & SWA, the Compliance Officer, and the Head Coach (if applicable) will be completed in writing by the FAR. All will receive copies of correspondence with the NCAA and/or conference office. All are listed as "copied" on official correspondence.
5. Correspondence from the NCAA is shared with the aforementioned administrators.
6. The Athletic Governing Board is apprised of any NCAA actions/sanctions.
EDUCATION/DISSEMINATION OF RECRUITING POLICY:
This policy will be disseminated to all coaches during either Rules Education meetings or Coaches meetings. Student athletes will learn of this policy via their coaches and the recruiting process and through SAAC (Student Athlete Advisory Committee). It will also appear in writing in the Student Athlete Handbook, the Compliance Manual, and the Athletics Policy Manual.
PHASE TWO Method used to develop final policies
A committee of two head coaches, one associate head coach and one administrator (volleyball, men's lacrosse, football and Assistant Director) met several times during the summer months to develop the initial phase of the recruiting policies. For phase two of the written policies, the Compliance Officer formulated drafts and worked in conjunction with the Senior Management Staff (Director and three Associate Directors) to finalize the policies.
Educational Component
Coaches are required to have an academic component during a campus visit with each prospect (either an official or unofficial visit). This component can consist of, but is not limited to one or more of the following:
· Meeting with Student Services for Athletes (SSA)
· Meeting with the Admissions Office
· Meeting with a professor/advisor in area of academic interest
· Discussion with a current student-athlete on the team studying in the same area of interest as the prospect
· Visiting with Career Services
· Auditing a class with a current student-athlete
· Review of PSA's academic expectations of the institution
· Discussion with coach of academic program and expectations
Should the visit occur during the weekend, when people and areas stated above are not on-campus or available, coaches MUST review the academic program and expectations with the prospect and their parents. This, again, can include but is not limited to: covering areas of academic interest, overall academic success of student-athletes, support programs offered for athletes (SSA, tutoring, study halls, etc.), NCAA initial and continuing eligibility and team expectations.
Statement of Responsibility of Hosts
I acknowledge receipt of $ __________________, as a student host fee to be used for
NCAA allowable entertainment of the prospective student-athlete(s) indicated below
during an official visit to the University of Delaware for the sport of _______. I understand that this is to be spent for the entertainment of the prospect as indicated below and that any portion of the host fee that is not spent for the purpose indicated above is to be returned to my coach.
1. Cash may not be provided to the prospect for entertainment purposes.
2. NCAA limits the student host fee to $30 maximum per day of the visit "to cover all actual costs of entertaining the prospect (and the prospect's parents, legal guardians or spouse)". This may not be used to purchase institutional mementos such as T-shirts or other souvenirs.
3. If one student host entertains more than one prospect, he/she may be provided an additional $15 per day for each additional prospect the host entertains.
4. If several hosts entertain one prospect, the host fee may only be provided to one student to cover actual and necessary expenses incurred by the prospect and the host. The other students must pay for their own entertainment.
5. During recruitment visits to campus by prospective student-athletes, the consumption of alcoholic beverages by the student host, prospective student-athletes, and any other team members accompanying the prospect is strictly prohibited. Furthermore, it is strongly encouraged that student-athletes and prospective student-athletes avoid areas where alcohol is present. It is a violation of University policy and the State or Federal Law for any student under the age of twenty-one to consume alcohol at any time.
6. Entertainment provided to the recruit and his/her parents must be held on-campus or within a 30-mile radius from campus.
7. Student hosts may not use vehicles provided by coaches or boosters during the official visit.
8. Entertainment and contact between recruits and boosters during the official visit is prohibited.
Precommunication with PSA's, parents, etc.
Coaches are required to discuss the recruiting policies and procedures regarding official visits with the parents and prospects at the beginning of their visit to campus. At this time, the coach will explain in detail the policies on recruiting activities during this campus visit.
Compliance Forms & Receipt Policies
Coaches must submit a copy of the transcripts and test scores for all official visits prior to the visit. This information is kept on file with the Staff Assistant. Once the visit is completed the coach is to complete the necessary paperwork and submit it to the Compliance Officer (Official Visit Summary Form, Student Host Form, Mileage Form, etc.) within two weeks of the visit. In most cases, this will be submitted as an attachment to the Business Expense Reimbursement form in which case the Business Office will pass the paperwork along to the Compliance Office. If a reimbursement is not being filed then the official visit paperwork is to be sent directly to the Compliance Officer. The official visit paperwork will be filed in the compliance office.
Activities/Entertainment
It is not permissible during a visit to campus, be it official or unofficial, for a prospect, student-athletes, parents, etc. to be involved in any activities that are unlawful; involve sexual acts or visiting venues of sexual entertainment; participate in any gambling activities of any kind including gentlemen's bet, betting with a bookmaker, use of a parlay card or any other method of organized gambling.
Curfew/Unstructured Time
It is the prerogative of the coach to establish a curfew with the student host. Coaches MUST provide suggestions for suitable entertainment and ensure that the period of the visit is carefully planned to eliminate unstructured time periods. Coaches are responsible and student hosts accountable for the activities in which a PSA engages during a visit.
(Approved by AGB, 12/9/04)