Intercollegiate Athletics Policy Manual
5.00 Compliance
5.13.1 Bylaw 13 - Recruiting
Permission to Speak
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 13.1.1.3 for ensuring permissible contact between coaches and student-athletes from other NCAA or NAIA four-year institutions.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the correct application of the provisions of Bylaw 13.1.1.3 (Four-Year College Prospective Student-Athletes).
3.0 INDIVIDUAL(S) RESPONSIBLE
Head Coach
Director of Compliance
INDIVIDUAL(S) AFFECTED
Men's Athletic Director
Associate Athletics Director for Compliance
Compliance Coordinator
Women's Athletics Director
Prospective Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/15/06 |
1.0 |
New Procedure | Not Applicable |
11/16/07 |
1.1 |
Revision |
Revised titles |
6.0 PROCEDURE
6.1 Refer to the Bylaw 14.5 (Transfer Regulations) policy and procedure.
Coaches Appearances
1.0 PURPOSE
This policy establishes guidelines pursuant to NCAA Bylaws 13.1.9, 13.12, 13.15 for monitoring coach appearance requests.
2.0 POLICY
The policy of The University of Texas is that coach appearance requests comply with NCAA regulations and The University of Texas at Austin policies regarding appearance fees
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Coordinator
Requested coaching staff
INDIVIDUAL(S) AFFECTED
Individual(s) requesting coach appearance
Requested coaching staff
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Coach Appearance Request Form
4.2 Coach Appearance Database
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
4/4/04 |
1.0 |
New Procedure | Not Applicable |
2/9/05 |
1.1 |
Updated |
All sections |
12/15/06 |
1.2 |
New Template Format |
All sections |
10/16/07 |
1.3 |
Updated |
3.0; 6.0-6.5 |
6.0 PROCEDURE
6.1 Requesting agency completes a coach appearance request form and submits to Compliance.
6.3 The Compliance Assistant (CA) forwards the request to the coaching staff member requested (or the appropriate administrative associate) to determine if they are available to fulfill the request.
6.4 Coach signs and returns the request if he/she is able to attend the event.
6.5 The CA reviews the request to determine whether it is permissible under NCAA legislation.
6.5.1 If the appearance is permissible, the CA approves the request, e-mails the requestor telling them of the approving and requests that logistical issues be coordinated with the administrative assistant for that sport and logs the request onto the database.
6.5.2 The CA reviews any Bylaw 13 restrictions during the coaches' appearance and notifies the requestor that a breach of these restrictions could result in an NCAA rules violation and refusal of any further requests.
Admissions and Graduation Letterrs
1.0 PURPOSE
This policy establishes guidelines pursuant to NCAA Bylaw 13.3 for ensuring timely distribution of the admissions and graduation data, banned drug list, and initial-eligibility standards to prospective student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the provisions of NCAA Bylaw 13.3.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Coordinator
Sport Administrative Assistants/Associates
Head Coaches
Assistant Coaches
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Director of Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.2 Grad Rates-Banned Drug Letter
4.3 Federal Graduation Rates (FGR)
4.4 Graduation Success Rate (GSR)
4.5 Academic Progress Rate (APR)
4.6 NCAA Banned Drug List:
http://www1.ncaa.org/membership/ed_outreach/health-safety/drug_testing/banned_drug_classes.pdf
4.7 NCAA Initial Eligibility Standards (Bylaw 14.3)
http://www.ncaa.org > Go to "Academics & Athletes" > Click on "Eligibility & Recruiting"
https://www.ncaaclearinghouse.net
NCAA Bylaw 13.6 Official Visits Policy and Procedure - Monitoring Procedure
NCAA Bylaw National Letter of Intent Policy and Procedure
Walk-on Policy and Procedure
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
10/29/04 |
1.0 |
New Procedure | Not Applicable |
5/06 |
1.1 |
Revised Grad Rate-Banned Drug Letter to Accommodate New Legislation |
4.0 |
8/06 |
1.2 |
Revised Grad Rate-Banned Drug Letter to Accommodate New Legislation |
4.0 |
12/4/06 |
1.3 |
Codified Policy and Procedure |
All |
11/16/07 |
1.4 |
Revised format and titles |
All |
6.0 PROCEDURE
6.1 The head coach (or his/her designee) provides prospects and prospect's parents (or legal guardians) the graduation-rate data, academic progress rate, graduation success rate, NCAA banned drug list, and NCAA initial-eligibility standards at the earliest opportunity after the institution's first arranged in-person encounter and prior to the date of the prospect's signed acceptance of the National Letter of Intent or institution's written offer of admission and/or financial aid.
6.1.1 Form 4.1 and corresponding attachments 4.2 through 4.6 may be sent electronically or hard copy.
6.2 The head coach (or his/her designee) provides prospects and prospect's parents (or legal guardians) Form 3.1 and corresponding attachments 4.2 through 4.6 prior to the Compliance Coordinator or Compliance Assistant approving a prospect for an official visit to UT (reference: Official Visits Policy and Procedure - Monitoring Procedure).
6.2.1 If a prospect does not receive an official visit to UT, the head coach (or his/her designee) provides the prospect and prospect's parents (or legal guardians) Form 3.1 and corresponding attachments 4.2 through 4.6 prior to the Director of Compliance approving a prospect's request for a National Letter of Intent or Athletics Scholarship Award (reference: National Letter of Intent Policy and Procedure).
6.2.1.1 The head coach (or his/her designee) cannot provide the National Letter of Intent or Athletics Scholarship Agreement to a prospect until the day following the prospect's receipt of Form 3.1 and corresponding attachments 4.2 through 4.6.
6.3 The head coach (or his/her designee) maintains a copy of the letter sent to the prospect on file either electronically or hard copy for four calendar years.
6.4 Non-scholarship student-athletes receive the NCAA Banned Drug List Web site in the completion of the forms on the Student-Athlete System (SAS).
Recruiting Materials
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 13.4 for ensuring the distribution of permissible recruiting materials to prospective student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the correct application of the provisions of Bylaw 13.4 (Recruiting Materials).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
All Athletics Staff
Associate Athletics Director for Compliance
Director of Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Recruiting Materials Auditing Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/4/06 |
1.0 |
New Procedure | Not Applicable |
10/16/07 |
1.1 |
Revision |
3.0 |
6.0 PROCEDURE
6.1 Education
6.1.1 The Compliance Coordinator (CC) educates the coaching staffs regarding the NCAA rules pertaining to recruiting materials at least two times a year in the coaches' compliance meetings and as needed through e-mail correspondence.
6.1.2 The CC educates the athletics support staffs regarding the rules pertaining to recruiting materials at least two times a year in the administrative assistant compliance meetings and as needed through e-mail correspondence.
6.1.3 The CC educates the athletics staffs regarding the rules pertaining to recruiting materials through e-mail correspondence as needed.
6.2 Monitoring
6.2.1 The CC selects two sports monthly during the months of August through May and audits their recruiting materials documentation using the Recruiting Materials Auditing Form.
6.2.2 The CC selects two sports monthly during the months of August through May and audits their recruiting materials documentation using the Recruiting Materials Auditing Form.
6.2.3 The CC scans and saves the completed Recruiting Materials Auditing Form at P:\Compliance\applicable year\Bylaw 13 - Recruiting\Bylaw 13.4-Recruiting Materials\applicable sport as: sport Bylaw 13.4 audit_date(s) of audit.
6.2.4 The CC scans and saves the completed Recruiting Materials Auditing Form at P:\Compliance\applicable year\Bylaw 13 - Recruiting\Bylaw 13.4-Recruiting Materials\applicable sport as: sport Bylaw 13.4 audit_date(s) of audit.
6.2.5 The CC reports findings, if any, from the audit in accordance with the NCAA Bylaw 19/32 policies and procedures.
Prospective Student-Athlete Transportation
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 13.5 for ensuring the institution extends permissible transportation to prospective student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the provisions of Bylaw 13.5 (Transportation).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Coaching Staffs
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Director of Compliance
Prospective Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Official Visit Monitoring Policy and Procedure
4.2 Unofficial Visit Policy and Procedure
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/13/06 |
1.0 |
New Procedure | Not Applicable |
10/16/07 |
1.1 |
Revision |
3.0 |
6.0 PROCEDURE
6.1 The Compliance Coordinator (CC) educates the coaching and athletics staffs periodically during in-person meetings and through e-mail about the transportation regulations for prospects and their parents (or legal guardians) and friends.
6.2 The CC monitors the transportation regulations for prospects and their parents (or legal guardians) in the approval process for official and unofficial visits.
PSA Complimentary Admissions
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 13.6.6 and 13.7.2 for ensuring the institution extends permissible complimentary admissions to prospective student-athletes.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the provisions of Bylaws 13.6.6 (Entertainment/Tickets on Official Visit).and 13.7.2 (Entertainment/Tickets on Unofficial Visit).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Compliance Coordinator
Sport Administrative Assistants/Associates
Ticket Office Staff
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Director of Compliance
Coaching Staff
Prospective Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.4 Ticket Office Memo
4.5 Ticket Office Signature Sheets
4.6 Official Visit Monitoring Policy and Procedure
4.7 Unofficial Visit Policy and Procedure
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
1/20/04 |
1.0 |
New Procedure | Not Applicable |
12/4/06 |
1.1 |
Codified policy and procedure |
All |
11/16/07 |
1.2 |
Revised |
3.0 |
6.0 PROCEDURE
6.1 Prior to the start of athletic events for the academic year (e.g., August), the ticket office sends a memo to all coaching staffs regarding the policy for official and unofficial visit complimentary admission requests.
6.2 The sport administrative assistant/associate sends a complimentary admission request in the form of a memo to the ticket office prior to the day of the contest.
6.2.1 If the request is for a football game, the ticket office must receive the request by the Wednesday prior to the football game.
6.2.2 The request lists all names of prospects and the exact number (e.g., 1, 2 or 3) of complimentary tickets they need including any additional tickets they wish to purchase.
6.3 The ticket office may not reserve additional tickets adjacent to unofficial visit recruits' three complimentary tickets.
6.3.1 The recruit's guests must purchase additional tickets in the same manner as the general public.
6.4 The ticket office may reserve additional tickets adjacent to official visit recruits' three complimentary tickets for the recruit or his/her guests to purchase.
6.4.1 The additional tickets must be requested through the ticket office in conjunction with the memo referenced in 6.2 above.
6.4.2 The ticket office must charge the recruit or his/her guests the full-price of the additional tickets and may not provide a discounted rate.
6.5 The ticket office develops a pass list for complimentary admissions based on the request memos received from coaching staff members.
6.6 Prospects and their guests check-in at the designated pass gate, show photo identification, and sign the complimentary admission pass list prior to receiving their complimentary admissions.
6.6.1 For football games, recruits and their guests pick up their tickets at gate 32.
6.6.2 The ticket office supervisor is available at the gate if there are any problems.
6.7 The Compliance Coordinator (CC) and Compliance Assistant (CA) audit the complimentary admissions pass lists as follows:
6.7.1 The CC and CA attend all home football games to monitor that all ticket office personal require the prospects and their guests show an ID before signing and receiving their comps. The prospect is not admitted into the football game without going through this process.
6.7.2 The CC reviews the ticket office's recruit pass lists in the official/unofficial visit approval process to ensure all official visit recruits signed for their comps.
Unofficial Visits
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaw 13.7 for monitoring unofficial visits.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the correct application of the provisions of Bylaw 13.7.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Coaching Staffs
Compliance Coordinator
Compliance Graduate Assistant
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Director of Compliance
Prospective Student-Athletes
Sport Administrative Assistants/Associates
Ticket Office
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Prospect Complimentary Admission Policy and Procedure
4.2 Longhorn Dining Hall Request Policy and Procedure
4.3 Unofficial Visit Form
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
8/6/03 |
1.0 |
New procedure, unofficial visit form, and developed flow chart |
Not Applicable |
1/3/04 |
1.1 |
Codified Policy and Procedure |
All |
8/1/05 |
1.2 |
Revised Unofficial Visit Form |
4.0 |
12/14/06 |
1.3 |
Codified Policy and Procedure |
All |
10/16/07 |
1.4 |
Revised |
6.6-6.9 |
6.0 PROCEDURE
6.1 The coach refers to the prospect complimentary admissions policy and procedure) if the prospect will attend a home athletics event in conjunction with the unofficial visit.
6.2 The coach refers to the Longhorn Dining Hall (LHDH) request policy and procedure if the prospect will eat a meal at the LHDH in conjunction with the unofficial visit.
6.3 The coach provides the Unofficial Visit Form to the prospect during his/her unofficial visit.
6.4 The prospect completes the Unofficial Visit Form prior to his/her departure from campus.
6.5 The coach signs and dates the Unofficial Visit Form and returns to the Compliance Coordinator (CC) within 48 business hours of the completion of the unofficial visit.
6.6 The Compliance Graduate Assistant (CGA) reviews and determines if additional information is needed to approve the unofficial visit in accordance with Bylaw 13.7.
6.6.1 If yes, the CC obtains the required information from the coach.
6.7 The CGA approves the unofficial visit by signing and dating the form where noted.
6.8 The CGA enters the unofficial visit information into the database upon approval and notes such on the form.
6.9 The CGA scans and saves the approved unofficial visit form at P:\Compliance\applicable year\Bylaw 13 - Recruiting\13.7-Unofficial Visits\applicable sport.
6.9.1 The CGA saves the unofficial visit form as prospect name-date of visit.
6.9.2 The CGA shreds the unofficial visit form once saved.
Coach Entertainment
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaws 13.8.1 and 13.8.2 for extending permissible entertainment to high school, prep or two-year college coaches.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the provisions of Bylaws 13.8.1 (Entertainment Restrictions) and 13.8.2 (Material Benefits).
3.0 INDIVIDUAL(S) RESPONSIBLE
Athletics Staffs
Compliance Assistant
Compliance Coordinator
Sport Administrative Assistants/Associates
Ticket Office Staff
INDIVIDUAL(S) AFFECTED
Associate Athletics Director for Compliance
Director of Compliance
Prospective Student-Athletes
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Ticket Office Memo
4.2 Ticket Office Coach Signature Sheets
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/1/06 |
1.0 |
New Procedure | Not Applicable |
6.0 PROCEDURE
6.1 Prior to the start of athletic events for the academic year (e.g., August), the ticket office sends a memo to all coaching staffs regarding the policy for high school, prep school, and two-year college coach complimentary admission requests.
6.2 The sport administrative assistant/associate sends a complimentary admission request in the form of a memo to the ticket office prior to the day of the contest.
6.2.1 If the request is for a football game, the coaches' requests their two comps online at https://secure.assistantcoach.net/TicketSystem/Default.aspx?id=1&ORG_ID=48 no later than the Thursday prior to the football game.
6.2.2 The request lists all names of coaches and the exact number (e.g., 1 or 2) of complimentary tickets they need.
6.3 The ticket office may not reserve additional tickets adjacent to the coach's two complimentary tickets.
6.3.1 The coach must purchase additional tickets in the same manner as the general public.
6.4 The ticket office develops a coaches' pass list for complimentary admissions based on the request memos received from sport.
6.5 The coaches check-in at the designated pass gate, show photo identification, and sign the complimentary admission pass list prior to receiving their complimentary admissions.
6.6 The Compliance Coordinator (CC) audits the complimentary admissions pass lists as follows:
6.6.1 The CC reviews the ticket office coaches' pass lists quarterly to ensure all coaches only received two complimentary admissions and signed for their comps.
6.7 The CC educates the coaching and athletics staffs periodically during in-person meetings and through e-mail about the entertainment restrictions for coaches of prospects.
Camps and Clinics
1.0 PURPOSE
This procedure establishes guidelines pursuant to NCAA Bylaws 13.8.3 and 11.4 for hiring individuals employed as a high school, prep school, or two-year college coach.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and monitor the provisions of Bylaws 13.8.3 (Employment Conditions) and 11.4 (Employment of High School or Two-Year College Coaches).
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Human Resources Coordinator
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Athletics Staffs
Business Office
Associate Athletics Director for Compliance
Director of Compliance
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
12/13/06 |
1.0 |
New Procedure | Not Applicable |
11/27/07 |
1.1 |
Revised |
3.0 |
6.0 PROCEDURE
6.1 The Compliance Coordinator (CC) educates the Human Resources Coordinator, the Business Office, the coaching staffs, and athletics
staffs periodically during in-person meetings and through e-mail about the employment conditions for coaches of prospective student-athletes.
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1.0 PURPOSE
This policy establishes guidelines pursuant to NCAA Bylaw for monitoring the issuance of National Letters of Intent and Athletic Scholarship Agreements.
2.0 POLICY
The policy of The University of Texas is to fulfill the NCAA principle governing recruiting and financial aid by monitoring the provisions of Bylaws 13.9 (National Letter of Intent Programs, Financial Aid Agreements), 13.10.2 (Comments Before Signing), 13.10.8 (Media Releases Regarding Signing), and Bylaw 15 (Financial Aid).
3.0 INDIVIDUAL(S) RESPONSIBLE
Coaching Staffs
Communications Staff
Assistant Athletics Director for Academic Services (Football)
Financial Aid Coordinator
Senior Associate Athletics Director for Student Services
Director of Compliance
Sport Administrative Assistants/Associates
INDIVIDUAL(S) AFFECTED
Athletics Staffs
Big 12 Conference Office
Director of Financial Aid
Men's Athletic Director
Associate Athletics Director for Compliance
Assistant Athletics Director for Media Relations
Women's Athletics Director
Prospective Student-Athletes
Senior Associate Athletics Director for Communications
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 NLI Institutional Commitment Form -
http://www.national-letter.org/documents/
4.2 National Letter of Intent Signing Dates - http://www.national-letter.org/dates/
4.3 Request to Prepare Athletics Scholarship Award (ASA) - P:\Compliance Forms\NLI
4.4 NLI (Form) - P:\Compliance Forms\NLI
4.5 IAM/ IAW NLI AD Letter - P:\Compliance Forms\NLI\NLI AD & Coach Letters
4.6 NLI Coach Letter - P:\Compliance Forms\NLI\NLI AD & Coach Letters
4.7 Prospect Checklist for Completing NLI - P:\Compliance Forms\NLI\NLI AD & Coach Letters
4.8 ASA Coach Letter - P:\Compliance Forms\NLI\ASA AD & Coach Letters
4.9 IAM/ IAW ASA AD Letter - P:\Compliance Forms\NLI\ASA AD & Coach Letters
4.10 Bylaw 13.3 Policy and Procedure - P:\Compliance Forms\Grad Data, Banned Drug, IE Standards Letter
4.11 NLI Checklist - P:\Compliance\Future Academic Years\applicable year\Bylaw 15-Financial Aid\National Letters of Intent
4.12 Financial Aid Policies and Procedures - P:\Compliance\applicable year\Bylaw 15 - Financial Aid\Policy and Procedure Manual
4.13 Athletics Scholarship Award - P:\Compliance\2006-2007\Bylaw 15 - Financial Aid\ASA's-File Maker Pro
4.14 SID Email Template - P:\Compliance\Future Academic Years\applicable year\Bylaw 15-Financial Aid\National Letters of Intent\SID Correspondence
4.15 Big 12 NLI Memo Template - P:\Compliance\Future Academic Years\applicable year\Bylaw 15-Financial Aid\National Letters of Intent\Big 12 Correspondence
4.16 Big 12 NLI Email Template - P:\Compliance\Future Academic Years\applicable year\Bylaw 15-Financial Aid\National Letters of Intent\Big 12 Correspondence
4.17 NLI Release Request Form - http://www.national-letter.org/documents/
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
10/31/04 |
1.0 |
New Procedure | Not Applicable |
10/10/05 |
1.1 |
Codified Procedure and Dorms |
All |
10/25/06 |
1.2 |
Updated and Enhanced |
4.0 |
12/13/06 |
1.3 |
Codified Policy and Procedure |
Policy and Procedure |
11/27/07 |
1.4 |
Revised format and updated titles |
All |
6.0 PROCEDURE
6.1 The Director of Compliance completes the NLI Institutional Commitment Form in October once available at www.national-letter.org or forwarded to the institution by the Big 12 Conference Office.
6.2 The coach identifies prospects he/she wants to issue a NLI and/or ASA prior to the initial signing dates in November, December, February, and April.
6.3 The sport administrative assistant/associate prepares the following documents, which are all available at P:\Compliance Forms\NLI:
National Letter of Intent Prospects
(Note: NLI is only completed for high school and junior college transfers enrolling the following academic year, not mid-year).
• Request to Prepare ASA signed by the coach
• IAM/IAW NLI AD Letter
• NLI Coach Letter signed by the
• Prospect Checklist for Completing
Athletics Scholarship Agreement Prospects
(Note: ASA only is completed for mid-year enrollees or four-year college transfers).
• Request to Prepare ASA signed by the coach
• IAM/IAW ASA AD Letter
• ASA Coach Letter signed by the coach
6.4 The Administrative Associate (AA) sends the prospect the Graduation Rate Data, Banned Drug, and initial eligibility standards letter in accordance with the Bylaw 13.3 Policy and Procedure) if the prospect did not come on an official visit to UT.
6.5 The AA submits the documents prepared in 6.3 above to the Senior Associate Athletics Director for Student Services in sports other than football and to the Assistant Athletics Director for Student Services for football.
6.6 The Senior Associate Athletics Director for Student Services or Assistant Athletics Director for Student Services signs and dates the Request to Prepare ASA where applicable granting academic approval.
6.6.1 The Senior Associate Athletics Director for Student Services or Assistant Athletics Director for Student Services hand-delivers all documents to the Director
of Compliance.
6.7 The Director of Compliance adds the prospect to the NLI Checklist.
6.7.1 The Director of Compliance reviews all documents submitted using the NLI as a guide and completing the checklist as the documents are reviewed.
6.7.2 The Director of Compliance returns documents needing modification to the Administrative Associate and notes such on the NLI Checklist.
6.8 After determining there are no modifications needed, the Director of Compliance signs and dates the Request to Prepare ASA where applicable.
6.9 The Director of Compliance scans and saves the Request to Prepare ASA at P:\Compliance\applicable year\Bylaw 15 - Financial Aid\National Letter of Intent\Signed ASA & NLI documents.
6.9.1 The Director of Compliance e-mails the Financial Aid Coordinator to notify her that the Request to Prepare ASA is available.
6.10 The Financial Aid Coordinator reviews and approves the request for athletics aid in accordance with the Financial Aid Policies and Procedures for Bylaw 15.
6.10.1 If determined the requested athletics aid is permissible, the Financial Aid Coordinator prepares an ASA in accordance with the Financial Aid Policies and Procedures for Bylaw 15.
6.10.2 The Financial Aid Coordinator obtains the Director of Financial Aid approval and signature on the ASA.
6.10.3 The Financial Aid Coordinator hand delivers the signed ASA to the Director of Compliance.
6.11 The Director of Compliance places "sign here" flags on all places requiring the Athletics Director's signature and forwards the NLI (if applicable), the ASA, and Athletics Director letter to the appropriate Athletics Director for review and signature.
6.10.1 The Athletics Director returns the signed NLI, ASA, and Athletics Director letter to the Director of Compliance.
6.12 The Director of Compliance reviews to ensure all documents are signed appropriately and scans and saves all documents at P:\Compliance\applicable year\Bylaw 15 - Financial Aid\National Letter of Intent\Signed ASA & NLI documents, and updates the NLI Checklist.
6.12.1 The Director of Compliance returns all documents to the Administrative Associate.
6.13 The Administrative Associate mails or e-mails the prospect the following documents:
National Letter of Intent Prospects
(Note: NLI is only completed for high school and junior college transfers enrolling the following academic year, not mid-year).
• Original NLI signed by the Athletics Director and two copies
• IAM/IAW NLI AD Letter signed by the Athletics Director
• NLI Coach Letter signed by the
• Prospect Checklist for Completing
• Original ASA signed by the Director of Financial Aid and the Athletics Director and two copies (Form 4.13)
Athletics Scholarship Agreement Prospects
(Note: ASA only is completed for mid-year enrollees or four-year college transfers).
• IAM/IAW ASA AD Letter signed by the Athletics Director.
• ASA Coach Letter signed by the coach.
• Original ASA signed by the Director of Financial Aid and the Athletics Director and two copies.
6.14 The prospect and the prospect's parent (or legal guardian) signs the NLI and/or ASA no earlier than 7:00 a.m. on the appropriate initial signing date.
6.14.1 The prospect returns the signed NLI and/or ASA to the Administrative Associate in the postage paid envelope provided or by fax.
6.15 The Administrative Associate hand delivers the signed NLI and/or ASA to the Director of Compliance at the earliest opportunity upon receipt.
6.15.1 The Administrative Associate e-mails compliance@athletics.utexas.edu and mediarelations@athletics.utexas.edu once delivered to date and time stamp the delivery of the NLI and/or ASA to the compliance office.
6.16 The Director of Compliance reviews the NLI for accuracy using the NLI Checklist as a guide and updates the NLI Checklist.
6.16.1 14-Day Signing Deadline. The prospect and his/her parent (or legal guardian) must sign the NLI and ASA within 14 days after the date it is issued for the documents to be valid. (NOTE: During the early signing
period, all NLIs must be signed between the dates of November signing period to be valid.)
6.16.2
After validating the NLI and/or ASA, the Director of Compliance e-mails the appropriate Sports Information Director (SID) using the SID Email Template to inform him/her that the prospect's name may be publicized.
6.16.1.2 The Director of Compliance carbon copies the following individuals on the e-mail to SID:
• The appropriate coaching staff
• The appropriate Administrative Associate
• Senior Associate Athletics Director for Student Services (sports other than football) or Assistant Athletics Director for Student Services (football only)
• Financial Aid Coordinator
• Compliance@athletics.utexas.edu
• Senior Associate Athletics Director for Communications (all sports)
• Assistant Athletics Director for Media Relations (women's sports)
6.16.1.2.2 The Director of Compliance saves the e-mails to the SID at P:\Compliance\ applicable year\Bylaw 15-Financial Aid\National Letters of Intent\SID Correspondence\applicable sport in case needed for future reference.
6.17 The Director of Compliance scans and saves the signed NLI and/or ASA at P:\Compliance\applicable year\Bylaw 15 - Financial Aid\National Letter of Intent\Signed ASA & NLI documents\applicable sport.
6.17.1 NLI's for the following academic year are saved in the future year's compliance folder at the location above. Mid-year enrollees ASA's are saved in the current year compliance folder at the location above.
6.18 The Director of Compliance ensures the NLI Checklist is updated will all appropriate information.
6.19 The Director of Compliance prepares the Big 12 NLI Memo and e-mails the memo with all corresponding NLI's and ASA's within 21 days after the date of final signature or the NLI will be invalid.
6.19.1 The Director of Compliance saves the e-mails to the Big 12 at P:\Compliance\applicable year\Bylaw 15-Financial Aid\National Letters of Intent\Big 12 Correspondence\applicable sport in case needed for future reference.
6.20 The Director of Compliance prepares a list of all NLI and/or ASA signees that lists their name, sport, and permanent address.
6.20.1 The Director of Compliance emails the address list to the training room staff, the Financial Aid Coordinator, and the student services staffs.
6.21 The Director of Compliance adds all signees to the appropriate sport roster located at P:\Compliance\applicable year\Bylaw 14 - Eligibility\Rosters\applicable sport.
6.22 The Director of Compliance prepares the NLI Release Request upon request for a release from a NLI by the prospect or coach in accordance with the NLI policies and procedures at www.national-letter.org.
Camps and Clinics
1.0 PURPOSE
This policy establishes guidelines pursuant to NCAA Bylaw 13.12 for monitoring camps and clinics conducted by athletics staff.
2.0 POLICY
The policy of The University of Texas is that the institution's sports camps and instructional clinics should be conducted in compliance with NCAA regulations.
3.0 INDIVIDUAL(S) RESPONSIBLE
Compliance Assistant
Camps Coordinator
Camp Directors
Camp Employees
Compliance Coordinator
INDIVIDUAL(S) AFFECTED
Camp participants
4.0 ASSOCIATED FORM(S)/APPENDICE(S)
4.1 Basketball Camp Educational Session Form
4.2 Camp/Clinic Description Form - Part II
4.3 Camper Absence Permission Form
4.4 Free or Reduced Camp Admission Form
4.5 Pre-Camp Payroll Approval Form
4.6 Post-Camp Payroll Approval Form
4.7 Camp/Clinic General Employment Questionnaire
4.8 Camp/Clinic Student-Athlete Employment Questionnaire
4.9 High School/Two-Year College Coaches Clinic Form
4.10 Pay Rate Policy Template
4.11 Free/Reduced Camp Admission Policy Template
4.12 Transportation Policy Template
4.13 Camp/Clinic Spreadsheet
5.0 REVISION HISTORY
Date |
Rev. No. |
Change |
Ref. Section |
|---|---|---|---|
2004-05 |
1.0 |
New Procedure | Not Applicable |
12/5/06 |
1.2 |
Update |
Entire document |
11/21/07 |
1.3 |
Update and revise titles and individuals responsible |
Entire document |
6.0 PROCEDURE
6.1 Camp Brochures
6.1.1 All camp brochures must include a payment of camp expenses statement.
6.1.2 The camp directors submit a copy of the camp brochure to the Camp Coordinator in the business office for initial review prior to printing.
6.1.3 The Camp Coordinator forwards the brochures to the Compliance Assistant (CA) for review and approval according to NCAA regulations. The CA makes any changes necessary, initial and note the date approved, scan and save a copy in the sport's Bylaw 13.12 folder, and return the brochure to the Compliance Coordinator (CC).
6.1.5 The Camp Coordinator forwards the brochure to the respective athletics director (for his/her review and approval. The athletic director returns the brochure to
the Camp Coordinator upon approval.
6.1.6 The Camp Coordinator notifies the camp director of the final approval of the brochure to print.
6.1.7 A final printed copy of the brochure must be submitted to the compliance office to be kept on file.
6.2 Website/Other Advertisements
6.2.1 The camp directors submit any website or other advertisement information regarding the camp along with a list of potential websites/periodicals/magazines where the ad will be posted to the Camp Coordinator for initial review prior to posting.
6.2.2 The Camp Coordinator forwards the information to the CA for review and approval according to NCAA regulations. The CA makes any changes necessary, initial and note the date approved, scan and save a copy, and return the information to the Camp Coordinator.
6.2.3 The CC forwards the advertisement to the respective athletic director for his/her review and approval. The athletics director returns the information to the Camp Coordinator upon approval.
6.2.4 The Camp Coordinator notifies the camp director of the final approval of the advertisement.
6.3 Basketball Camp Educational Session
6.3.1 Basketball camp directors submit the Camp Educational Session Form to the CA no later than 30 days prior to the start of camp.
6.3.2 The CA assigns a compliance staff member to each educational session, enters that information on the form, scan sand saves the form, and forwards it to the camp director and compliance staff member assigned to present the educational session.
6.3.3 The CA scans and saves the form.
6.4 Camp/Clinic Description Form-Parts I & Ii
6.4.1 The camp directors submit the Camp/Clinic Description Form-Parts I & II (Attachment C) to the Camp Coordinator no later than 14 days prior to the start of the camp. 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. The camp director must also attach a policy for the transportation of camp attendees and employees, including student-athletes Each policy must be submitted and recertified each year.
6.4.2 The Camp Coordinator reviews the form, notes the date received, sign, and forwards the Camp/Clinic Description Forms and policy attachments to the CA for review and approval according to NCAA regulations.
6.4.3 The CA reviews and approves the forms and attached policies, completes the compliance office section, scans and saves both parts I & II, and forwards them to the Camp Coordinator and camp director.
6.4.4 The CA enters on the camp/clinic spreadsheet that the form and policies were received and approved.
6.5 Student-Athlete Employment Form
6.5.1 The camp director submits the Camp/Clinic Student-Athlete Employment Form to the Compliance Assistant no later than 14 days prior to the start of the camp. All currently enrolled University of Texas currently student-athletes must obtain prior approval from their head coach, Student Services, and Compliance prior to the start of the camp.
6.5.2 The CA sends the form to the head coach and Student Services office for approval. When the form has been signed by both, the Compliance Assistant approves it and scans and saves a copy of the form.
6.6 Camp Payroll Approval Form
6.6.1 The camp directors submit a copy of the Pre-Camp Payroll Approval Form listing all employees working the camp to the Camp Coordinator no later than 14 days prior to the start of camp.
6.6.2 The Camp Coordinator forwards the payroll approval form to the CA.
6.6.3 The CA uses 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.
6.6.4 The CA also uses the payroll approval form to check off that all employment questionnaires were submitted for employees of the camp (except University of Texas coaches and staff).
6.6.5 The CA scans and saves a copy of the Pre-Camp Payroll Approval Form, forward a copy to the Camp Coordinator, and returns the original to the camp director.
6.6.6 The camp director submits the Post-Camp Payroll Approval Form to the Compliance Assistant subsequent to the camp for approval of payment to all camp employees.
6.6.7 The Compliance Assistant (CA) reviews that payment of camp employees meets the NCAA legislation and the camp policy, approve, and scan and save a copy. The CA sends a copy to the Camp Coordinator and appropriate administrator in the Business office for payroll processing.
6.6.9 The Camp Coordinator processes payments to the camp employees.
6.7 Camp/Clinic Questionnaires
6.7.1 The Camp/Clinic Student-Athlete Employment Questionnaire and the Camp/Clinic General Employment Questionnaire must be submitted to the Compliance Assistant no later than 14 days prior to the start of the camp.
6.7.2 The CA ensures that all forms are complete and that each employee (except University of Texas coaches and staff) listed on the Pre-Camp Payroll Approval Form completed a questionnaire.
6.7.3 The CA scans and save copies of the questionnaires.
6.8 Free Or Reduced Camp Admission Form
6.8.1 The camp directors are required to complete and submit the Free/Reduced Camp Admission Form to the CA to obtain approval prior to the start of the camp.
6.8.2 The CA reviews that the free/reduced camp admission request meets the NCAA legislation and the camp policy, approve/deny the request, scan and save the form, and forward it to the respective athletic director for his/her review and signature.
6.8.3 The athletic director reviews the request, signs, and returns it to the CA.
6.8.4 The CA scans and saves a copy of the signed form.
6.9 High School/Two-Year College Coaches Clinic Form
6.9.1 The High School/Two-Year College Coaches Clinic Form must be submitted to the Camp Coordinator no later than 14 days prior to the start of the camp.
6.9.2 The Camp Coordinator forwards the form to the CA for review that the clinic meets the NCAA legislation.
6.9.3 The CA reviews the form, approves/denies, scans and saves a copy of the form, and returns it to the Camp Coordinator.
last updated: February 11, 2009