Policy Manual Home > 4.00 Camp Policy Manual > 4.01.1 Camp Policy Manual

4. Camps

Contents

Intercollegiate Athletics Policy Manual

4.00 Camp Policy Manual

4.01.1 Camp Policy Manual

APPENDICES

SPORTS CAMPS AUDITS Return to Top

 

Institutional sports camps (all or some) may be audited by The University of Texas Office of Internal Audits and/or the Athletics Compliance Office. These audits will be conducted to determine if the sports camps have followed university and camp policies and stayed within the guidelines established by the NCAA. The Camp Directors will be responsible for supplying Internal Audits/Athletics Compliance Office with all of the obligatory documentation required to conduct the audit.

IMPORTANT DATES Return to Top

 

  • NOVEMBER - Annual camp directors meeting
    Submit budgets for approval for winter camps and clinics.
  • DECEMBER - Submit facility requests.
    Submit promotional or advertising requests.
    Submit brochure blue-lines for approval.
  • JANUARY - Submit budgets for approval for spring and summer camps and clinics.
    Submit housing requests.
  • MARCH - Athletics Directors and Athletics Councils approve budgets.
  • JUNE - AUGUST - Submit all invoices and paperwork relating to recently completed camps to business office.
  • SEPTEMBER - Final monthly reports from business office are prepared and distributed.
PREFACE Return to Top

 

The University of Texas Departments of Intercollegiate Athletics encourage and support the conduct of sports camps to provide instruction in sports fundamentals for youth, to provide supplemental income to coaches during off-seasons, and to serve as a showcase for The University, its programs and its facilities.

This manual sets forth the policies and procedures applicable to the operations of sports camps.

DEFINITIONS Return to Top

 

  1. A University of Texas sports camp or instructional clinic is any camp or clinic that is owned or operated by the University of Texas or any employee of the University of Texas Athletics Departments, either on or off its campus, and in which prospective student-athletes participate. (See NCAA Bylaw 13.13.1.1)
  2. An institution's sports camp or clinic shall be one that:
    a) Places special emphasis on a particular sport or sports and provides specialized instruction, practice or competition.
    b) Involves activities designed to improve overall skills and general knowledge in the sport; or
    c) Offers a diversified experience without emphasis on instruction, practice or competition in any particular sport. (See NCAA Bylaw 13.13.1.1.1)
  3. A diversified sports camp is a camp that offers a balanced camping experience, including participation in seasonal summer sports and recreational activities, without emphasis on instruction, practice or competition in any particular sport. (See NCAA Bylaw 13.02.1.1)
  4. A specialized sports camp is a camp that places special emphasis on a particular sport or activity (i.e. weight lifting) and provides specialized instruction in the sport(s). (See NCAA Bylaw 13.02.1.2)
  5. A prospective student-athlete ("prospect") 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 prospective student-athlete if the institution provides such an individual any financial assistance or other benefits that the institution does not provide to prospective students generally. (See NCAA Bylaw 13.02.9)
OBJECTIVES Return to Top

The primary objectives of this sports camp policy and procedure manual are to:

  1. Identify for the head coach, sports camp/clinic director and the UT Athletics Departments administrative support staff the policies and procedures to be followed when operating a sports camp or clinic.
  2. Define the responsibilities of the sports camp/clinic director.
  3. Establish the necessary planning and required paperwork deadlines for both the sports camp/clinic director and athletic department administrative support staff.
ADVERTISEMENTS/WEBSITES Return to Top

Sports camps can be advertised in periodicals (other than high school or two-year college game programs) that include camp directories. Ads cannot be more than one-half page, and their format must be identical to that for other camps. Yours cannot be the only ad: the camp directory must include at least one other camp (See NCAA Bylaw 13.4.4.1.2). All advertising must be approved in advance by the Compliance Office.

The Camp Directors must submit any website or other ad information regarding the camp with a list of websites/periodicals/magazines he/she wishes to post the camp/clinic in to the Camp Coordinator for initial review prior to posting. The Camp Coordinator will forward the information to the appropriate Athletic Director and the Compliance Office for review and approval according to NCAA regulations. The Camp Coordinator will notify the Camp Director of the final approval of information.

ATTENDANCE RESTRICTION Return to Top

A member institution's sports camp or clinic shall be open to any and all entrants (limited only by number and age) (See NCAA Bylaw 13.13.1.2). In the sport of football, a "senior prospect" shall not be permitted to enroll, participate or be employed at any such sports camp or clinic. It is permissible, however, for "senior prospects" to enroll or participate, but they may not be employed, in those developmental clinics outlined in NCAA Bylaw 13.12.3.1 (See NCAA Bylaw 13.13.1.2.1).

AWARDS Return to Top

Camp attendees may receive awards from a member institution's sports camp or clinic with the understanding that the cost of such awards is included in the admission fees charged for participants in the camp or clinic (See NCAA Bylaw 13.13.1.5.4).

BASKETBALL CAMP SUMMER EDUCATIONAL SESSION Return to Top

NCAA Bylaw 13.13.1.6 states: "that an institution's basketball sports camp or clinic must include an educational session provided in person or in a video format detailing NCAA initial eligibility standards and regulations related to gambling, agents and drug use to all camp and/or clinic participants." A Summer Camp Educational Session Form must be completed and submitted to the Compliance Office no later than 30 days prior to the start of camp (See Appendix A). The Compliance Office will assign a compliance staff member to each educational session and copy the form to the Camp Director and compliance staff member assigned to present the educational session.

BROCHURES Return to Top

Brochures and advertising for all camps and clinics must be in accordance with all NCAA guidelines. The brochure is not restricted in design or content, but is restricted to a single two-sided sheet, not to exceed 17" x 22" when opened in full (See NCAA Bylaw 13.4.1). The use of pictures of student-athletes with remaining eligibility is permitted on your camp brochure only if they are identified as a staff member and plan to work at the sports camp that you are advertising or promoting (See NCAA Bylaw 12.5.1.7). All camp brochures are required to include the Nike logo and the following statement:

Payment of Camp Expenses Statement
NCAA guidelines prohibit payment of camp expenses (e.g., transportation, camp fees, spending money, etc.) by a representative of The University of Texas' athletics interests. NCAA rules also prohibit free or reduced camp admission for prospects (9th grade and above). By signing below, I affirm that I have read and understand the NCAA legislation as it pertains to the payment of camp expenses for the camper listed on this form. I understand that any violation of the NCAA rules may jeopardize the NCAA eligibility of my son or daughter.

_______________________________________________ ______________________________
Signature of Parent or Legal Guardian of Camper Date

Camp brochures must be submitted to the Camp Coordinator for approval by the appropriate Athletic Director and the Compliance Office prior to printing. The Camp Coordinator will notify the Camp Director of the final approval of the brochure for printing. A final printed copy of the brochure must be submitted to the Compliance Office and the Camp Coordinator to be kept on file.

Camp brochures may be provided to prospects prior to September 1 of the prospect's junior year in high school.

BUDGET Return to Top

All camp income must be deposited into the appropriate University of Texas camp account. NO OUTSIDE ACCOUNTS are allowed under any circumstances. All camp expenditures must be processed through the appropriate University of Texas camp account. All Camp Directors must submit a detailed budget to the Camp Coordinator prior to initiating camp business for the year. The budget must include all anticipated items of revenue and expense including, but not limited to the following:

  • Revenue
    Camp Registration Fees
    Novelty/ Merchandise Sales
    Donations and "Gifts in kind"
  • Expenses
    Salaries & Wages
    Fringe Benefits
    UT Administrative Fee
    Advertising
    Awards
    Bank Charges
    Contract Labor/ Consultants
    Cost of Goods Sold (Merchandise items provided for sale)
    i. Facility Use Fees
    Freight/ Shipping
    Insurance
    Medical Expenses
    Miscellaneous
    Official Occasions & Entertainment
    Printing & Duplicating
    Photography/ Film/ Video
    Rentals
    Room & Board
    Supplies-Office
    Supplies-Player (Equipment)

The Camp Coordinator will review the budgets and will communicate any suggested additions, deletions or other appropriate changes to the Camp Director. All camp budgets will be submitted to the appropriate Director of Athletics and Athletics Council for review and final approval.

The Camp Director is responsible for the financial management of the camp budget and account and must assure that all expenditures incurred will be covered by related camp revenue. It is not permissible to overspend a camp account under any circumstances.

BUDGET REPORTS Return to Top

The Athletics Business Office will provide the Camp Director with a detailed budget report on or before the 15th business day of each month to include all income and expenditures recorded through the end of the previous month. The Camp Director is responsible for managing the budget of the camp and should review the budget reports for accuracy and completeness. The Athletics Business Office should be notified immediately of any errors or discrepancies noted by the Camp Director.

Camp Directors should note that the budget reports provided by the Athletics Business Office are simply a historical record of income and expenditure information that has been provided to the Business Office. The budget reports may not reflect an accurate, up to the minute analysis of the balance in the account, as they may not include expenditures for invoices and/or deposits that have not yet been processed by the Athletics Business Office and the UT Office of Accounting. The Camp Director is responsible for ensuring that all expenditures incurred by a sport camp be covered by the related income. It is imperative that the Camp Director keep in mind unpaid bills, future commitments and income not deposited in evaluating the balances in the camp account and determining the amount and timing of distributions to coaches.

CAMP/CLINIC DESCRIPTION FORM - PARTS I & II Return to Top

Camp Directors must submit the Camp/Clinic Description Form - Parts I & II to the Camp Coordinator no later than 14 days prior to the start of camp for approval by the Compliance Office (See Appendix B). The Camp Director must attach a pay rate policy for all camp positions and a free/reduced camp admission policy for all campers to the Camp/Clinic Description Forms. Once a policy is submitted it will not need to be submitted in the subsequent years unless revisions are made to the policy. The Compliance Office will review and approve the forms and attached policies, complete the compliance office section and copy both parts I & II to the respective Camp Coordinator and Camp Director and part I to the facilities directors.

CAMP DIRECTORS Return to Top

Each camp must designate one individual as the Camp Director to be the primary contact with the Athletics Business Office, Compliance Office and Director of Athletics (See Appendix C for a general description of the Camp Director's job duties).

CAMPER ABSENCES Return to Top

In the event a camper must be absent from camp for a period of time, a Camper Absence Permission Form must be completed and on file with the Camp Director prior to the absence (See Appendix D).

CASH ADVANCES Return to Top

A cash advance may be requested from the business office to cover incidental or emergency expenses such as prescriptions, meals for counselors, etc. One cash advance can be issued per camp session. A completed expense report and all receipts for that cash advance must be submitted to and reconciled by the Athletics Business Office before a subsequent cash advance may be issued.

COMPLIMENTARY ATTENDANCE Return to Top

All camp directors must submit a written Free or Reduced Admission Policy to the Camp Coordinator and the Compliance Office. Camp directors desiring to register a camper at no charge or at a reduced charge must submit a request to the Camp Coordinator for approval by the Athletics Director and the Compliance Office. Free or reduced admission should be the exception and not the rule.

Procedures for Free or Reduced Admission Campers:

  1. The Camp Director will submit for approval by the appropriate Athletic Director and the Compliance Office all free or reduced admission attendance requests prior to the start of camp (See Appendix E).
  2. The Compliance Office will first review the request and verify it is within the provisions of NCAA legislation and the camp's written policy.
    1. An institution is not permitted to employ or give free or reduced admission privileges to a high school, prep school or 2 year college athletics award winner (see NCAA Bylaw 13.13.1.5.1). Athletics award winners may be provided reduced admission only if they are a part of a group receiving a discount available to any group of a specified size.
    2. Free or reduced admission may be provided to children of camp/clinic staff members as long as the reduced admission is considered part of the employee's compensation and the same opportunity is available to children of all camp or clinic employees. Free or reduced camp admission is permissible for children of faculty or staff as long as the reduced/free admission is available to all faculty and staff.
    3. A group discount is permissible to coaches and student athletes provided those discounts are available on an equal basis with documented standards to all who wish to take advantage of them. Free or reduced admission may be provided to campers selected by certain corporate sponsors of the department subject to Athletic Director and Compliance Office review and approval.
    4. Each Camp Director must have a written policy concerning free or reduced camp admission.
    5. A representative of an institution's athletics interests may not pay a prospect's expenses to attend a member institution's sports camp or clinic (see NCAA Bylaw 13.13.1.5.2).
  3. If approved by the Compliance Office, the approval form will be forwarded to the appropriate Athletic Director for final approval.
  4. If approved by the Athletic Director, the approval form will be returned to the Camp Coordinator who will forward it to the Camp Director. No attendee should be provided free or reduced admission without obtaining prior approval.
  5. Once approved, all free or reduced admission attendees will fill out a camp application to include the medical consent sections.
  6. The camp will be charged the cost for housing and meals for all free or reduced admission campers.
CONTRACTS Return to Top

A formal contract should be executed for all services involving transportation, off-campus facilities use and off-campus housing for campers. The contracts should include the responsibilities and liabilities of each party. All contracts must be submitted to the Sr. Associate Athletics Director for Information and Technology for review and approval by The University's Office of the Vice-President and Chief Financial Officer.

DONATIONS OR GIFTS-IN-KIND

 Return to Top

All arrangements for donations of goods or services must be approved by the appropriate Athletics Director, Sr. Associate Athletics Director for Development, and Marketing Director in advance of entering into any such arrangements. The Athletics Directors must be notified of all donations or gifts in kind, including, but not limited to: the donor's name, address, social security number, telephone number, a description of the goods or services received, and the value of such goods or services.

EMPLOYMENT Return to Top

Each Camp Director must submit a detailed Pay Rate Policy to the Athletics Business Office and the Compliance Office. Camp Directors must submit a list of all employees working the camp to the Camp Coordinator no later than 14 days prior to the start of camp on a Camp Payroll Approval Form (See Appendix F) for approval by the Compliance Office. The Compliance Office will use the payroll form as a checklist to ensure that all student-athletes listed on the payroll form were also listed on the Camp/Clinic Student-Athlete Employment Form and obtained prior approval to work the camp and that all employees (except University of Texas coaches and staff) have a completed Employment Questionnaire on file. The Compliance Office will retain a copy of the Camp Payroll Approval Form, copy to the Athletics Business Office and return the original to the Camp Director after checking that all questionnaires were received. The Camp Director is to submit the Camp Payroll Approval Form to the Compliance Office with the "Actual Payment" column completed after completion of the camp for approval of payments to all camp employees.

The Compliance Office will review that payment of camp employees meets the NCAA legislation and the camp's Pay Rate Policy, approve and return the original to the Athletics Business Office for payment processing.

A. PAYMENTS TO FULL-TIME UNIVERSITY EMPLOYEES

Only full-time coaches and designated camp directors may receive payment for services from a camp account. No other full-time Athletics Department employee may receive compensation from camp accounts. Payments will be made as supplemental pay.

An individual who is a volunteer coach may receive compensation from employment in an institution's sports camp or clinic, provided the compensation is commensurate with the going rate for camp or clinic counselors of like teaching ability and camp or clinic experience. A volunteer coach is not permitted to be the camp director.

B. PAYMENTS TO NON-FULL-TIME UNIVERSITY EMPLOYEES

Prior to hiring a non-University employee, the applicant must complete a short form Application for Employment (see Appendix G), and a Security Sensitive Form (see Appendix H). The Security Sensitive Form will be submitted to the UT Office of Human Resources who will request a social security number verification and a state and/or county background check which will be billed to the appropriate camp account. No offer of employment can be extended until the background check is completed. Allow several weeks for the Office of Human Resources to obtain results from the background check.

High-School or Two-Year College Coaches
A high-school, preparatory school, or two-year college coach who speaks or participates at an institutional sports camp or clinic may be compensated, provided the honorarium or fee is commensurate with similar fees paid to other individuals for like services (see NCAA Bylaw 13.13.2.2). A high-school, preparatory school or two-year college coach may not be compensated based on the number of campers or clinic participants the coach sends to the camp or clinic (see NCAA Bylaw 13.13.2.2.1).

The Camp Director must submit Camp/Clinic General Employment Questionnaires (See Appendix I) to the Camp Coordinator no later than 14 days prior to the start of the camp for all non-full-time employees for approval by the Compliance Office. All individuals who are not full-time University of Texas employees (part-time or hourly University employees, guest coaches, consultants, etc.) must complete an I-9 form (see Appendix K) accompanied by copies of the appropriate documents (usually a valid US passport OR a valid driver's license and a social security card or state issued birth certificate). A Payroll Services Employee Information Form (see Appendix L), W4 form (see Appendix M), and signed Ethics Statement (see Appendix N) must also be submitted by all non-University employees. Males under the age of 25 must complete a Selective Service Eligibility and Verification Form (see Appendix O). Payments will be made through the UT payroll office on regularly scheduled payroll distribution dates. Non-University employees are considered "casual employees" and payments will be made on a direct deposit basis only.

C. EMPLOYMENT OF STUDENT-ATHLETES

In addition to the required forms for non-full-time employees, the Camp Director must submit a Camp/Clinic Student-Athlete Employment Form (see Appendix P) to the Camp Coordinator for approval by the appropriate Athletic Director and the Compliance Office no later than 14 days prior to the start of the camp. NCAA legislation requires that all University of Texas currently enrolled student-athletes obtain prior approval from the Athletics Director or his/her designee prior to start of the camp/clinic. The Camp Director must also submit the Student-Athlete Employment Questionnaires (see Appendix Q) to the Camp Coordinator no later than 14 days prior to the start of the camp for approval by the Compliance Office.

  • In all sports other than football, there is no limit on the number of student-athletes that may be employed as counselors in an institutional or privately owned camp or clinic (see NCAA Bylaw 13.13.2.1.5). A student-athlete employed in a camp or clinic is subject to the following conditions:
    • The student-athlete shall not participate in organized practice activities other than during the institution's playing season in the sport (see NCAA Bylaw 17.1.1).
    • The institution's Director of Athletics must give prior approval to the student-athlete's employment arrangements.
  • Student-athletes are permitted to be instructors or counselors in an institution's camp or clinic that is held during the institution's playing and practice seasons.
  • A student-athlete who is employed by an institution's sports camp or clinic must be compensated out of the camp's or clinic's general account rather than from a coach's personal account. Further, the student-athlete should be paid by check not cash.
  • A student-athlete who is employed at a camp other than The University of Texas must receive prior written approval from the Athletics Compliance Office.
  • A student-athlete employed by a camp or clinic should perform duties that are of a general supervisory character, and any coaching or officiating assignments shall represent not more than one-half of the student's work time (see NCAA Bylaw 13.13.2.1-(a)).
  • A student-athlete employed by a camp or clinic should be paid at a rate commensurate with the going rate for camp or clinic counselors of like teaching ability and camp or clinic experience and may not be paid on the basis of the value that the student-athlete may have for the employer because of the athletics reputation or fame that student-athlete has achieved. It is not permissible to establish varying levels of compensation for a student-athlete employed in a sports camp or clinic based on the level of athletics skill of the student-athlete (see NCAA Bylaw 13.13.2.1-(b)).
  • A student-athlete who only lectures or demonstrates at a camp/clinic may not receive compensation for his or her appearance at the camp/clinic (see NCAA Bylaw 13.13.2.1- (c)).
  • If a student-athlete is employed only for performing duties during a portion of the camp or clinic, compensation paid to the student-athlete must be pro-rated based on the student-athlete's length of employment.
  • A student-athlete may not receive compensation if the student-athlete's involvement in a sports camp or clinic is limited only to lecturing to participants or appearing for demonstration purposes (as opposed to providing actual instruction to participants). A student-athlete may be involved only in lecturing or appearing for demonstration purposes at a sports camp or clinic, provided the student-athlete does not receive any compensation for his or her appearance.
  • A student-athlete employee may receive actual travel expenses (including lodging and meals in transit and prepaid plane tickets or cash advances) only if such travel expenses are paid and procedures for reimbursement of expenses are used for all employees of the camp or clinic. You may not provide a credit card to a student-athlete employee to pay for actual and necessary travel expenses to the camp or clinic (see NCAA Bylaw 13.13.2.1.2). Permitting a student-athlete employee to ride in an automobile of another camp or clinic employee or staff member may be considered the payment of travel expenses.
  • In the case where all employees do not receive travel expenses, a cash advance based on anticipated earnings may be provided to a student-athlete employee only if such advance does not exceed the estimated employment earnings, whichever is less, and such a benefit is available to all camp or clinic employees (see NCAA Bylaw 13.13.2.1.3).
  • Actual transportation from an institution's coach or representative of its athletics interests may be provided to a student-athlete employee only if travel expenses are paid for all employees of the camp or clinic (see NCAA Bylaw 13.13.2.1.4).
  • PLAYING AND PRACTICE SEASONS
    • When the student-athlete is required or volunteers to demonstrate sports techniques at a camp or clinic, the activity must take place during the permissible playing and practice season unless the student-athlete is an employee of the camp or clinic. Further, if a student-athlete is required to demonstrate sports techniques at a camp or clinic, the demonstration is considered a countable athletically related activity (see NCAA Bylaw 17.02.1).
    • It is permissible to pay a student-athlete's travel expenses to demonstrate sports techniques at a camp or clinic during the sport's permissible playing and practice season. The site of the camp or clinic must be within the state or no more than 100 miles from the institution's campus, if outside the state. If a student-athlete's travel expenses are paid for demonstrating sports skills at a camp or clinic, the hours must be included as a countable athletically related activity in the time limitations for that student-athlete. Paying these travel expenses outside the season would constitute out-of-season practice.
ENTERTAINMENT Return to Top

All expenditures or reimbursement requests for camp related entertainment must be documented by an itemized receipt including the vendor name and address and amount of the expenditure. In addition, an expense report must be completed and accompanied by an entertainment form listing the names, relationship and business purpose of the entertainment for all individuals entertained. Due to State Law and University policy, all alcohol purchases must be approved in advance by the Camp Coordinator (see Appendix J).

FACILITY RESERVATIONS Return to Top

All facility reservations for camps conducted by Women's Athletics must be made through the Associate Athletics Director for Sport Programs. All facility reservations for camps conducted by Men's Athletics must be made through the Associate Athletics Director for Event Operations. If there is a scheduling conflict, the appropriate Associate Athletics Director will contact the facility manager and the specific Camp Director to resolve the conflict. Camp Directors should not make facility arrangements directly with any facility manager.

FOOD & BEVERAGE CONCESSIONS Return to Top

No sales of food and/or beverages are allowed to be made by University of Texas Camps or Clinics. Gatorade and water will be provided free of charge to all campers and appropriate camp staff at all sessions.

FRINGE BENEFITS Return to Top

All camps will be charged for appropriate fringe benefit costs related to all payments to university employees. These fringe benefits include FICA matching, retirement matching, unemployment compensation insurance, workers compensation insurance and vacation/sick leave accruals. These charges are automatically calculated and charged to the camp account by the University's Payroll Office when payments to camp employees are made. It is impractical to accurately determine the amount of the fringe benefit charges associated with a payment to a university employee, but a reasonable rule of thumb to use in estimating fringe benefit costs is 18% of the amount of the payment to full-time University of Texas employees and 10% of the amount of the payment to non-full-time University of Texas employees.

GATORADE Return to Top

The University Athletics Departments have an arrangement with Gatorade whereby Gatorade will provide product to all campers and appropriate camp staff at all summer camp sessions. It is the responsibility of the individual Camp Directors to communicate with the Gatorade Manager regarding the specific requirements for their camps.

GROUNDS CREW/PHYSICAL PLANT Return to Top

If a camp requires assistance from the University of Texas Physical Plant or from the Athletics Department Facilities Operations staff regarding facility preparation, the cost will be passed on to the camp that requests the work.

HIGH-SCHOOL COACHES OR TWO-YEAR COLLEGE COACHES CLINIC Return to Top

A High School Coaches Clinic Form must be completed 14 days prior to start of clinic (see Appendix R). A budget for the clinic must be submitted to the Athletics Business Office for approval by the appropriate Athletics Council prior to any advertising or printing of clinic materials. Clinic Directors should submit the budget for approval at least three to four months prior to the intended date of the clinic. An institution may not provide gifts or material benefits to high-school, preparatory school, or two-year college coaches in conjunction with its coaches' clinic or other events (see NCAA Bylaw 13.9.2.1).
An institution may not provide a door prize to a high-school, preparatory school, or two-year college coach in conjunction with its institution's coaches' clinic, even if the value of the prize has been included in the calculation of admissions fees charged to all participants. Any of these coaches may, however, receive a door prize selected in a random drawing at the institution's coaches' clinic, provided a sponsor outside the institution such as an athletics manufacturer or distributor donates the prize. Materials such as clipboards and file folders may be provided to coaches or clinic participants provided such items are included in the registration or admissions fee for each person. It is not permissible to provide participants in coaches' clinics with items bearing the insignia of the institution unless the fair market value of those items has been included in the admissions fee charged to each participant. A prospective student-athlete may not serve as a demonstrator for an institution's coaches clinic. Use of a current student-athlete to demonstrate sports skills at a coaches' clinic would be governed by the same playing and practice season limitations as those that apply to camps.

HOUSING ARRANGEMENTS Return to Top

Each Camp Director is expected to find the most appropriate housing arrangements for his or her campers and counselors. For off-campus facilities, a contract must be secured between the housing facility and The University of Texas. Original contracts should be submitted to the Sr. Associate Athletics Director for Information and Technology. This process can take several months; therefore, housing should be secured early to avoid any delay. The Camp Director is responsible for the behavior of campers and all damages to the housing quarters.

IDT's Return to Top

IDT's are interdepartmental transfers which charge one university entity for goods or services provided by another university entity (i.e. Central Duplicating, University Supply & Mail, Housing & Food Service, etc.). The Camp Director is responsible for providing the Athletics Business Office with all supporting documentation underlying all expenditures which will be charged to the camp account by IDT on a timely basis. Only upon receipt of such documentation can the charges be appropriately reconciled to the camp account.

LOST CAMPER PROCEDURES Return to Top

Camp Directors and counselors must account for their campers. A roster of the campers under their responsibility is essential for accounting for every camper. If a camper is missing, the Camp Director should be notified immediately and the following steps should be followed:

A. Check all activity areas and all places frequented by the camper.
B. Inform all staff members that a camper is missing (identify by name).
C. If the camper is not found, the Camp Director and administrative staff should meet to discuss information on the lost camper's last known whereabouts.
D. If after one hour the camper is not found the University Police should be notified. This notification should include the following:

1. Height
2. Weight
3. Clothes worn
4. Last place seen
5. A picture if one is available
6. Any habits which may aid police

E. If after two hours the camper has not been found, the Camp Director should notify the parent and/or guardian and the appropriate Athletics Director.

MEDICAL EXPENSES, INSURANCE COVERAGE, PARTICIPATION CLEARANCE Return to Top

Each year, prior to the commencement of summer camps, the Athletics Business Office will evaluate, negotiate and obtain an appropriate secondary or excess medical insurance policy covering all camp related injuries or illnesses sustained by campers. The premium costs for such insurance policy will be charged to the sports camp accounts. In general, a certified athletic trainer must be present during all camp activities to evaluate any illness or injury. In the event of an illness or injury, a certified athletic trainer must recommend appropriate treatment and provide a written report detailing the illness or injury and treatment to the Camp Director. Costs for medical services provided to a camper will be paid from the camp account. Reimbursements will then be claimed first against any primary insurance policy in force that is held by the parent or guardian, then against the secondary insurance policy to cover any out-of-pocket costs associated with the primary insurance coverage provisions (i.e. primary insurance deductibles and co-insurance amounts). Any medical costs not covered or allowed by the primary and secondary insurance policies in force will be charged to the appropriate camp account.

Prior to participation, all campers must have completed a number of medical, release of liability, and authorization forms. These completed forms - Release and Indemnification Agreement, Medical History Questionnaire, Physician Pre-participation Examination Questionnaire (within 12 months of the camp start time), Consent for Treatment of a Minor (if 18 years of age or under), and Authorization to Release Personally Identifiable Health Information (HIPAA Compliance) - must be on file with the Camp Directors and are a prerequisite for participation clearance (See Appendix V).

NEIGHBORHOOD LONGHORNS SCHOLARSHIPS Return to Top

The University of Texas Athletics Department has agreed to provide scholarships to participants of the Neighborhood Longhorns program. Each year camp directors will be notified of the number of scholarships they need to provide. The camp directors should work directly with Celina Ruiz-Snowden (232-4650) of the Neighborhood Longhorns Program to determine if they have a suitable applicant to attend a particular camp session. Recipients of the scholarships may not be prospect age (9th - 12th grades). In addition, a Free or Reduced Camp Admission Form (See Appendix E) must be completed and approved by the Compliance Office and the appropriate Athletic Director prior to the camp.

NIKE Return to Top

The University's agreement with NIKE requires that the NIKE logo be on all camp brochures. Logo sheets are available through the Media Relations/External Services department. Also, any apparel items provided to campers by the camp cannot contain any vendor logo other than the NIKE logo.

NOVELTY/ MERCHANDISE SALES Return to Top

Novelty/merchandise items provided to all campers as part of the registration fee and camp attendance are not subject to inventory procedures, and sales taxes are not required to be remitted thereon.

Novelty/merchandise items to be sold may only be offered for sale in advance as part of the original registration application process. The item must be offered for sale on the camp brochure, and payment for such must be made in connection with the payment of the registration fees. For these items, all inventory and income must be properly accounted for and reported to the Athletics Business Office. A beginning inventory of all items available for sale must be taken. In addition, a physical inventory of all items must be maintained on an on-going basis to include all inventory purchased or made available for sale, all inventory sold or otherwise disposed of, and all inventory on hand. Receipt of payments for novelty/merchandise must be appropriately documented on the deposit worksheet which is completed for the related registration payment. All novelty/merchandise sales are subject to sales tax collection and remittance in accordance with State Laws and University policies and procedures (See Appendix S).

Please note that any novelty/merchandise item which includes a Texas trademark logo on it must be purchased from a licensed company. The Camp Coordinator can provide a list of such companies if requested.

Upon the conclusion of the camp, an ending inventory of novelty/merchandise items must be taken and a copy must be provided to the Athletics Business Office. The ending inventory will be checked for reasonableness against the beginning inventory records, inventory purchase documents and novelty/merchandise sales records to assure that all sales revenue was appropriately deposited and accounted for.

PARKING AND TRAFFIC Return to Top

Camp Directors must notify the University's Parking and Traffic Office of those dates when campers will be arriving and departing from campus.

PURCHASING AND VENDOR PAYMENTS Return to Top

All purchases of goods or services for sports camps are subject to University policies and procedures. For outside vendors, the University's policy for payment is net 30 days, which means that it can routinely take up to 30 days after delivery of goods or services and receipt of an approved invoice in the Athletics Business Office for a vendor to be paid. The Camp Director is responsible for verifying and providing the Athletics Business Office with all invoices and bills to be paid.

REFUNDS Return to Top

Refunds must be recommended and approved by the Camp Director and the Camp Coordinator. In general, camp registration deposits are not refundable. If a refund is recommended and approved, a refund form must be completed by the Camp Director or a designated individual, signed by the Camp Director to evidence approval, and submitted to the Athletics Business Office for processing. The refund form must include the name of the camper, the amount of the refund, and the name and address of the individual who provided the original payment. A copy of the original payment documentation should also be submitted. Refunds are processed through The University of Texas Office of Accounting and checks are prepared and sent by that office. Cash refunds are not permitted under any circumstances (See Appendix T).

REGISTRATION Return to Top

Camp Directors will designate and assign individuals to open all camp related mail on a daily basis, screen registration applications and maintain a detailed log of all camper registration information. The assigned individuals must ensure that each registration form contains or has attached to it the necessary information (form of payment, amount of payment, balance due, name and address of the camper and of the individual making the payment, and work and home telephone numbers of individual making the payment) and is accompanied by a signed medical consent form packet. In addition, the assigned individuals must send confirmation to each applicant, including any registration fee balance due. Camp Directors must periodically monitor the initial registration process.

REGISTRATION FEES AND LOCKBOX PROCEDURES Return to Top

Each camp is required to utilize the lockbox operation for processing all camp registration fee income, including both deposits and balance due payments. The appropriate lockbox address must appear on all camp brochures and other pertinent camp mailings, and all requests for payments must be directed to the lockbox address. All checks must be made payable to "The University of Texas (Name of) Camp". Addresses for the lockbox operations can be obtained from the Athletics Business Office.

In the event that camp related payments (deposits and/or balances due) are received on site, either through the mail or in person, a deposit worksheet must be completed to document the receipt of funds. Two copies of the payment information and deposit worksheet must be made. The original and one copy of the payment and deposit worksheet should then be transferred to the Athletics Business Office for processing. Each deposit worksheet should be reviewed by the Camp Director for accuracy and signed and dated to signify this review. Upon receipt of the payment information and deposit worksheet, an appropriate Athletics Business Office representative will sign and date the worksheet to acknowledge the transfer of funds. The Athletics Business Office will verify the accuracy of the deposit worksheet against the income received and will notify the Camp Director of any discrepancy (See Appendix U).

All camp related payments must be made by check, money order or credit card, for those camps who choose to accept credit card payments. Under no circumstances is cash to be accepted for any camp related payment. This policy must be clearly communicated in all camp brochures and other appropriate camp related materials.

ONLINE REGISTRATION Return to Top

If a camp director chooses to use the services of an online registration service, they must make arrangements with the Camp Coordinator to do so. The Camp Coordinator will work with the University of Texas Office of Accounting to secure a contract with a company that will provide the best services for the department. All Athletics camps and clinics will utilize the services of the same company to ensure consistency and security. All fees associated with the use of online registration will be charged to the individual camp budgets.

SPONSORSHIPS Return to Top

The University has negotiated contracts with major sponsors with some restrictions. For this reason Camp Directors are not to secure sponsorships on their own. All advertising or sponsorship arrangements must be submitted in advance to the Camp Coordinator for review and approval before entering into any such arrangement. This includes camp brochures, posters or any other print or video materials related to camp. Only gift-in-kind or product contributions are acceptable. No cash may be accepted for advertising or sponsorship arrangements under any circumstances.

A corporate sponsor for an institutional camp or clinic may not provide transportation to prospective student-athletes. However, receipt of such transportation by individuals who have not yet started classes for the ninth grade or otherwise been recruited, would be permissible as long as transportation was available to all such individuals.

A corporate sponsor for an institutional camp or clinic may provide free admission to participants who are not high-school, preparatory school, or two-year college athletics award winners and who have not been recruited by the institution, provided such admission is available to any individual on the basis of need. An "athletics award winner" for these purposes is defined as any high-school, preparatory school, or two-year college athletics award winner as determined by the prospective student-athlete's educational institution.
An outside amateur sports organization (not associated with the institution) may provide actual and necessary expenses to participants at an institutional camp or clinic who are not high-school, preparatory school, or two-year college athletics award winners as long as there is competition in association with the camp or clinic, and the participants receiving expenses have not been recruited by the institution.

TIME PERIODS FOR CAMPS Return to Top

There is no restriction on the dates a camp or clinic may be conducted in all sports except football and basketball. In the sports of football and basketball, a camp or clinic may be conducted only during the months of June, July and August, unless such activities meet the provisions regarding developmental clinics outlined in NCAA Bylaw 13.12.3.1 (See NCAA Bylaw 13.13.1.1.2).

TRANSPORTATION FOR CAMP ATTENDEES Return to Top

Local transportation such as to and from the airport/bus station may be provided for campers or clinic participants as long as it is available for all participants. You may not provide local transportation for one camper or clinic participant but not for another with the same need. Each Camp Director needs a written policy on picking up campers from the airport/bus station.

UT ADMINISTRATIVE SERVICES FEE Return to Top

The University charges an administrative services fee on camp expenditures on a monthly basis. The fee is 3.25% of all expenditures incurred in the previous month. Camp Directors must consider the 3.25% fee in preparing their budgets, planning expenditures, requesting distributions of camp funds to coaches, etc.

last updated: February 11, 2009