University of Oklahoma Athletics Recruiting Manual 2013 - 2014
University of Oklahoma Athletics Recruiting Manual 2013 - 2014 UNIVERSITY OF OKLAHOMA Recruiting Manual Table of Contents Section 1 - Introduction Letter 3 Section 2 - Recruiting Basics Recruiting Definitions Recruiting Responsibilities Recruiting Contacts 4 5 8 9 Section 3 - Recruiting Procedures Overview On-Campus Recruiting Process Off-Campus Recruiting Process Miscellaneous Recruiting Reminders 10 11 17 19 Section 4 - Recruiting Visit Procedures and Forms Official Visit Procedures Miscellaneous Official Visit Reminders Student Host Form Prospect Declaration Form Sample Visit Itinerary Unofficial Visit Rules and Reminders On-Campus Evaluations Questionnaires 21 22 24 25 27 28 29 30 31 2 UNIVERSITY OF OKLAHOMA Recruiting Manual Introduction Letter The University of Oklahoma Athletics Compliance Department (“Compliance”) has prepared this manual for coaches and support staff to simplify the NCAA, Big 12, and institutional policies and procedures for keeping accurate records during the recruitment of prospective student-athletes. Each member of the Athletics Department is expected to conduct all recruiting activities in a manner that upholds the mission and ethical standards of the University of Oklahoma and the Athletics Department. We all have a responsibility to oversee and implement the proper education, policies, and enforcement to ensure that these standards are being followed and maintained. This manual will assist you in understanding the procedures required to maintain necessary records for all prospective student-athletes during the recruiting process. It is vital to maintain updated reports on all recruiting matters from the time you start recruitment of a prospective student-athlete. Records of all written correspondence, telephone calls, evaluations, contacts, unofficial visits, and official visits must be maintained in the ACS Athletics software for each prospect. This manual will outline the steps for implementation of this information into your recruiting program. If you should have any questions about NCAA recruiting rules or any of the material contained in this manual, please contact the Athletics Compliance Department at 325-7004. Remember you are required to report any rules violations and/or any observed offenses of the standards of conduct as outlined in this manual to a Compliance staff member, your sport administrator, or the Athletics Director, so that we may address these issues in a timely and appropriate manner. Sincerely, Jason Leonard Executive Director of Compliance 325-8346 Syed Moinuddin Director of Compliance 325-0059 The University of Oklahoma Recruiting Manual was produced by the Athletics Compliance Department. As is necessary, the University of Oklahoma Recruiting Manual is updated to reflect the most current institutional, NCAA, and/or Conference rule or policy changes. In addition, the recruiting manual attempts to address the needs of the Athletics Department as expressed through educational meetings, monitoring meetings, and other feedback as provided by the staff. 3 University of Oklahoma Athletics Recruiting Basics 4 UNIVERSITY OF OKLAHOMA Recruiting Manual Recruiting Definitions Booster (a.k.a. Representative of Athletics Interests) An individual, entity, or other organization that has engaged in any of the following: Participated in or been a member of the Sooner Club or a sport specific club; Contributed financially to OU athletics; Helped recruit prospects, even if OU or another coach did not request assistance; Assisted in providing benefits to enrolled student-athletes or their families; Formerly participated as a student-athlete at OU; or Promoted the OU athletics program in other way. (Bylaw 13.02.14) *Once identified as a booster, an individual retains that identity permanently. (Bylaw 13.02.14.1) Contact Any face-to-face encounter between a prospect (or their parents or legal guardians) and an institutional staff member or booster during which any dialogue occurs in excess of a greeting. Also, any face-to-face encounter that is prearranged, or that occurs at a prospect’s school or at any competition or practice site, involving the prospect (or their high school, prep school, junior college, or all-star team) is considered a contact, regardless of the length or content of the conversation. However, an institutional staff member or booster who is approached by the prospect or his or her parents, relatives, or legal guardians at any location shall not use a contact, provided the encounter was not prearranged and the staff member or booster does not engage in any dialogue in excess of a greeting and takes appropriate steps to immediately terminate the encounter. (Bylaw 13.02.4) Contact Period A period of time when authorized coaching staff members are permitted to make in-person, off-campus recruiting contacts and evaluations. (Bylaw 13.02.5.1) Dead Period A period of time when it is not permissible for anyone associated with OU to contact or evaluate prospects on or off OU’s campus. The following restrictions also apply to coaching staff members and other institutional staff members during a dead period: You may not permit prospects to make official or unofficial visits, except as permitted in Bylaw 13.02.5.5.2. Complimentary admissions to a prospect are prohibited. You may not visit a prospect’s school. You may not speak at or attend a meeting in which prospects are present. You may, however, write or call prospects during a dead period. (Bylaw 13.02.5.5) Evaluations Any off-campus activity designed to assess the academic qualifications or athletic ability of a prospect, including any visit to a prospect’s school (during which no contact occurs) or the observation of a prospect participating in any practice or competition at any site. (Bylaw 13.02.7) 5 Evaluation Period A period of time when authorized coaching staff members may be involved in off-campus activities designed to assess the academic qualifications and athletic ability of prospects. In-person, off-campus recruiting contacts are prohibited during an evaluation period. (Bylaw 13.02.5.2) National Letter of Intent (NLI) The NLI is a binding agreement between a prospective student-athlete and an NLI member institution, whereby a prospective student-athlete agrees to attend the institution full-time for one academic year (i.e. two semesters) and the institution agrees to provide athletics financial aid for one academic year. The NLI is governed by the Collegiate Commissioners Association (CCA) and administered by the NCAA Eligibility Center. For more information, visit: www.national-letter.org Off-Campus Recruiting Certification An institutional staff member is not permitted to recruit off campus until he or she has been certified on an annual basis by passing the NCAA Coaches Certification Exam. (Bylaws 11.5.1; 13.1.2.1.1) Official Visit A prospect’s trip to OU’s campus that is financed in whole or in part by the OU Athletics Department. (Bylaws 13.02.16.1; 13.6) Permissible Recruiters All in-person, on- and off-campus recruiting contacts with a prospect (or his or her parents or legal guardians) shall be made only by authorized institutional staff members. Such contact, including correspondence and telephone calls, by boosters is prohibited except as permitted in Bylaw 13.1.2.2. (Bylaw 13.1.2.1) Prospect A student in the ninth grade or above, including students in prep school and junior college and individuals who have officially withdrawn from four-year schools. Any student who has not started the ninth grade becomes a prospect if OU provides them (or their parents or guardians) any benefits that are not generally available to prospective students. (Bylaw 13.02.12) In men’s basketball, for the purposes of tryouts and camps, a prospect is any student who has started classes for the seventh grade. (Bylaws 13.11.1.2; 13.12.1.1.1) Quiet Period A period of time when authorized institutional staff members are permitted to make inperson contacts with prospects only on campus. In-person, off-campus contacts and evaluations are not permitted during a quiet period. (Bylaw 13.02.5.4) Recruiting Any solicitation of a prospect (or their relatives or legal guardians) by an institutional staff member or booster to encourage the prospect to enroll at OU and participate in OU’s athletics program. (Bylaw 13.02.13) 6 Actions by staff members or boosters that cause a prospect to become a recruited prospect at OU are: Providing the prospect with an official visit; Having an arranged, in-person, off-campus encounter with the prospect or the prospect’s parent(s), relatives, or legal guardians; Initiating or arranging a telephone contact with the prospect, the prospect’s relatives, or legal guardian(s) on more than one (1) occasion for the purpose of recruitment; or Issuing a National Letter of Intent or the institution’s written offer of athletically related financial aid to the prospect. (Bylaws 13.02.13.1; 15.02.8) Unavoidable Incidental Contact An unplanned contact between a prospect and a booster, provided it is not pre-arranged by a booster or an OU athletics department staff member, and does not occur at the prospect’s school, competition, or practice site. Further, the contact shall not be made for recruiting purposes, and may only involve normal civility. (Bylaw 13.1.2.2-(g)) Unofficial Visit A trip to OU made at the prospect’s expense. The provision of any expenses or entertainment valued at more than $100 by OU or any boosters will require the visit to become an official visit. (Bylaw 13.02.16.2) There are two exceptions: You may provide transportation to a prospect to view campus practice and competition sites and other OU facilities. An institutional staff member must accompany the prospect during the trip. (Bylaw 13.5.3) You may provide up to three complimentary admissions (issued only through a pass list) to a home athletics event at any facility within a 30-mile radius of campus in which an OU team competes. Such admissions are for the exclusive use of a prospect and his or her family or friends who accompany the prospect. Tickets are limited only to the general seating area. (Bylaw 13.7.2.1) 7 UNIVERSITY OF OKLAHOMA Recruiting Manual Recruiting Responsibilities Chart Prospect’s Responsibilities Register online with NCAA Eligibility Center Designate recipients of test scores (including OU and NCAA Eligibility Center) Learn and seek information about the recruiting regulations Make official and unofficial visits Complete application for admissions Sign a National Letter of Intent and Financial Aid Agreement Send final high school transcript(s) to NCAA Eligibility Center Head or Assistant Coach’s Responsibilities Complete Prospective Student-Athlete Information Form in ACS Request prospect to forward academic credentials Educate the prospect and their parents/legal guardians on admission and eligibility guidelines, institutional policies surrounding recruiting, and NCAA and Big 12 Conference rules and regulations Communicate our standards and policies surrounding recruiting to all current student-athletes at the start of each semester and reinforce the standards throughout the year Submit Requests for Official Visit Approval and Recruiting Travel Approval in ACS Maintain complete and updated recruiting records which include recruiting correspondence, telephone calls, contacts, evaluations, official visits, and unofficial visits for each prospect in ACS Educate hosts/hostesses on NCAA rules prior to the official visit and require each host/hostess to complete the Student Host Form Submit request for National Letter of Intent and Financial Aid Agreement Form Confirm final admission status to institution and initial eligibility status from NCAA Eligibility Center Meet with team to communicate standards of conduct for official visits Athletics Compliance Department Coordinate NCAA rules education Monitor recruiting records and activities Provide legislative interpretations Approve all staff recruiting travel and review reimbursement forms Approve all official visits and requests for host money Maintain computer records of official visit limitations Maintain oversight of NCAA Eligibility Center website Report all recruiting violations to the Big 12 Conference Office and/or NCAA Coordinate information with NCAA Eligibility Center Forward academic information to admissions Evaluate academic credentials Issue National Letters of Intent and Financial Aid Agreements Athletic Student Life Approve requests for special admissions 8 UNIVERSITY OF OKLAHOMA Recruiting Manual Recruiting Contacts List AREA CONTACT Academic Advising Jaye Amundson PHONE NUMBER 5-2477 (MBA, MBB, MTE, WGO, WSB, WVB) Eric Bailey 5-8421 (MGO, MGY, MWR, WRO) Kayley McInerney 5-0908 (MCC, MTR, WCC, WTR) Annette Moran 5-8395 (FB – Offense, WGY, WTE) Teresa Turner 5-8396 (FB – Defense; WBB) Carla Winters (WSO) 5-3884 Admissions/Eligibility Certification Mike Meade Kasie Tamayo Christopher Sokol 5-4206 5-6017 or 5-6196 5-5730 Complimentary Admissions Rajeeb Hossain (Football) Sylvia Wharton McK Williams 5-8246 5-8515 5-8194 Financial Aid Athletic Non-Athletic/Institutional Lizzie Gomez Shawna Muret 5-8516 5-2166 Headington Hall Bryan Hinnen 5-7962 5-8403 Recruiting-Related Meals Syed Moinuddin 5-0059 NCAA Eligibility Center National Letter of Intent Christopher Sokol 5-5730 9 University of Oklahoma Athletics Recruiting Procedures Overview 10 UNIVERSITY OF OKLAHOMA Recruiting Manual PROCEDURES FOR ON-CAMPUS RECRUITING ACTIVITIES Telephone Contact Rules Coaches should consult the information below for the appropriate rules for their sport concerning telephone calls. Each coach is required to sign the Recruiting Verification Form on a monthly basis, verifying that all recruiting calls were logged in ACS. The form is distributed via ACS. General Rule Telephone calls to a prospect [or their relatives or legal guardian(s)] may not be made before July 1 following the completion of the prospect’s junior year in high school; thereafter, staff members shall not make such telephone calls more than once per week. (Bylaw 13.1.3.1) Baseball, Cross Country/Track & Field, Softball and Volleyball Telephone calls to a prospect [or his/her relatives or legal guardians(s)] may not be made before July 1 following the completion of the prospect’s junior year in high school; thereafter, telephone calls shall be limited to once per week outside a contact period, but may be made at the institution’s discretion during a contact period. (Bylaw 13.1.3.1.1) Football In football, one (1) telephone call to a prospect [or his/her relatives or legal guardian(s)] may be made from April 15 through May 31 of the prospect’s junior year in high school. Additional telephone calls may not be made before September 1 at the beginning of the prospect’s senior year in high school; thereafter, such telephone contact is limited to once per week outside of a contact period. During a contact period, such telephone calls may be initiated at the institution’s discretion. (Bylaw 13.1.3.1.2) Men’s Basketball In men's basketball, telephone calls to an individual (or the individual's relatives or legal guardians) may not be made before June 15 at the conclusion of the individual's sophomore year in high school. If an individual attends an educational institution that uses a nontraditional academic calendar (e.g., Southern Hemisphere), telephone calls to the individual (or his relatives or legal guardians) may not be made before the day after the conclusion of the individual's sophomore year in high school. Thereafter, an institution may make telephone calls to a prospective student-athlete at its discretion. (Bylaw 13.1.3.1.3) In men’s basketball, in-person contact shall not be made with a prospect or the prospect’s relatives or legal guardians during a day of the prospect’s competition. All communication with a prospect’s coach or any individual associated with the prospect as a result of the prospect’s participation in basketball, directly or indirectly, is prohibited during the time period in which the prospect is participating in a certified event. Communication with a prospect’s relatives or legal guardians is permitted during the time period in which the prospect is participating in a certified event. (Bylaw 13.1.6.2.1-(a) & (b)) 11 Women’s Basketball In women’s basketball, telephone calls to an individual (or the individual’s relatives or legal guardians) may not be made before September 1 at the beginning of an individual’s junior year in high school. Thereafter, an institution may make telephone calls to a prospect at its discretion. (Bylaw 13.1.3.1.4) An institution may not have any additional communication with a parent or legal guardian of a prospect who serves on the staff of his or her daughter’s non-scholastic team unless the parent or legal guardian also serves as a head coach of his or her daughter’s scholastic team and the additional communication is unrelated to recruitment of his or her daughter. (Bylaw 13.1.3.1.4.1) In women’s basketball, in-person contact shall not be made with a prospect or the prospect’s relatives or legal guardians during a day of the prospect’s competition. (Bylaw 13.1.6.2.1(a)) In women’s basketball, during the July evaluation periods, all communication with a prospect, her relatives or legal guardians, coach or any individual associated with the prospect as a result of the prospect’s participation in basketball, directly or indirectly, is prohibited. (Bylaws 13.1.3.1.4.2; 13.1.6.2.1-(c)) For All Sports 1. Coaching staff members may receive telephone calls placed by prospects at the prospect’s own expense at any time, including prior to July 1 following the prospect’s junior year in high school. (Bylaw 13.1.3.2.2) 2. Coaching staff members may accept collect and toll-free (e.g. 1-800; 1-888) telephone calls placed by prospects and the prospect’s parents or legal guardians, provided the calls are not placed earlier than July 1 following completion of the prospect’s junior year in high school. (Bylaw 13.1.3.6) Exception – Men’s Basketball – In men's basketball, institutional coaching staff members may accept collect and toll-free (e.g., 1-800, 1-888) telephone calls placed by a prospect and the prospect’s parents and legal guardians, provided the calls are not placed earlier than the date on which an institution may begin placing telephone calls to a prospective student-athlete. (Bylaw 13.1.3.6.1) Exception – Women’s Basketball – In women’s basketball, institutional coaching staff members may accept collect and toll-free telephone calls placed by a prospect and the prospect’s parents and legal guardians, provided the calls are not placed earlier than the date on which an institution may begin placing telephone calls to the prospect. (Bylaw 13.1.3.6.2) 3. Keep current and accurate records of all telephone conversations – document who initiated the call, what was discussed, who you talked with, and the length of the conversation. All attempts to contact a prospect via telephone must be logged in ACS with a result (e.g., contact was made, non-recruiting message was left, etc.). Phone calls logged without a result are counted as countable calls in ACS until a result is entered. If you call a prospect more than one (1) time in a week, you must indicate why (i.e., week of official visit, left a message the first time you called, signed NLI, etc.). Ensure all phone numbers associated with your prospects are entered in ACS. 4. If an official visit is cancelled, please confirm with Compliance whether more than one (1) phone call was made during the week prior to the visit. If more than one (1) call was made, notify the Compliance Department no later than 5:00 p.m. on the first business day after the scheduled visit. Mailings & Correspondence 12 In sports other than men’s basketball, an institution may not provide recruiting materials, including general correspondence related to athletics, to a prospect (or their parents or legal guardians) until September 1 at the beginning of the prospect’s junior year in high school. In men’s basketball, an institution may not provide recruiting materials, including general correspondence related to athletics, to a prospect (or his parents or legal guardians) until June 15 at the conclusion of the prospect’s sophomore year in high school. An institution may provide the following printed materials (hard copy or electronically) to prospects, their parents, or legal guardians, coaches, or any other individual responsible for teaching or directing an activity in which a prospect is involved. (Bylaw 13.4.1.1) a. General Correspondence. General correspondence may be sent only by mail subject to the following provisions: 1. The correspondence shall include a single sheet of institutional letterhead, which shall not exceed 8½ by 11 inches in size; 2. There are no restrictions on the design or content of one side of the single sheet of institutional letterhead. The opposite side shall be blank, except for text (typed or handwritten) used to communicate a message to the recipient and any other handwritten information; 3. Additional pages of the correspondence shall be limited to plain white paper (not to exceed 8½ by 11 inches in size) and black ink. The additional pages shall be blank, except for text (typed or handwritten) used to communicate a message to the recipient and any other handwritten information; 4. Attachments to general correspondence may only include materials printed on plain white paper (not to exceed 8½ by 11 inches in size) with black ink that are not created for recruiting purposes, except for other permissible printed materials (e.g., camp brochures, questionnaires); 5. An envelope used to send the correspondence may only include the institution’s name and logo or an athletics logo (in addition to the postage, return address and addressee information) on the outside, must be blank on the inside when produced and may not exceed 9 by 12 inches; and 6. All institutional staff members (e.g., faculty members, athletics department staff members and administrators) may prepare general correspondence. b. Business Cards c. Camp or Clinic Brochures. Brochures are not restricted by content or design, except that they must indicate that the camp or clinic is open to any and all entrants (limited only by number, age, grade level and/or gender). Brochures are restricted to a single two-sided sheet, not to exceed 17 by 22 inches in size when opened in full. Camp or clinic brochures may be provided to a prospect prior to September 1 at the beginning of the prospect’s junior year in high school. d. Questionnaires. An institution may provide questionnaires to a prospect prior to September 1 at the beginning of the prospect’s junior year in high school. e. Non-Athletics Institutional Publications. An institution may provide non-athletics institutional publications (e.g. official academic, admisions, and student services brochures) available to all students prior to September 1 at the beginning of the prospect’s junior year in high school. 13 f. NCAA Educational Material Published by the NCAA (e.g., NCAA Guide for the College-Bound Student Athlete). Such information may be provided to a prospect prior to September 1 at the beginning of the prospect’s junior year in high school. g. Game Programs. Game programs (which may not include posters) may be provided to prospects only during official and unofficial visits and may not be mailed. h. Pre-Enrollment Information. Necessary pre-enrollment information regarding orientation, conditioning, academics and practice activities may be provided to a prospect if he or she has signed a National Letter of Intent or institutional financial aid agreement or received official acceptance for enrollment. i. Institutional Note Cards. Institutional note cards may not exceed 8½ by 11 inches when opened in full. In addition, such cards may only contain the institution’s name and logo or an athletics logo on the outside, must be blank on the inside (one side of the card when opened in full) when produced and may include only handwritten information (e.g., words, illustrations) on the inside when provided to receipients. j. Institutional Postcards. An institution may send an institutional postcard, provided its dimensions do not exceed 4 ¼ by 6 inches, it includes only the institution’s name and logo or an athletics logo on one side when produced and it includes only handwritten information (e.g., words, illustrations) on the opposite side when provided to recipients. Blank postcards issued by the U.S. postal service also may be sent. Delivery Methods: You may NOT use any express mail delivery services or any extra services (e.g. certified mail, delivery confirmation) to provide recruiting materials to prospects residing within the United States, other than the National Letter of Intent or other written admissions/financial aid commitment to attend the institution and necessary pre-enrollment information (Bylaw 13.4.1.1.1). Media Guides Printed media guides may be produced; however, an institution may NOT provide a printed media guide or any other printed athletics publication not listed in Bylaw 13.4.1.1 to a prospect (or his/her parents, guardians, educational institution or anyone involved in the coaching of a prospect). It is not permissible to make a printed media guide or any other printed athletics publication not listed in Bylaw 13.4.1.1 available free of charge to a prospect (or his/her parents, guardians, educational institution or anyone involved in the coaching of a prospect), even if such publications are available to other members of the general public free of charge. An institution may not create a printed portfolio of information (e.g., pictures) to be used in the recruiting process. An institution may only provide a media guide to a prospect via an electronic mail attachment or hyperlink. (Bylaw 13.4.1.1.2) Media Guide Restrictions – A printed media guide may have only one color of print inside the cover and may not exceed 8 ½ by 11 inches in size and 208 pages in length. An institution may not produce a separate supplemental media guide. Any supplemental information (e.g., historical information, records) may be posted on the institution’s Web site and may be printed in black and white, and provided to the media. (Bylaw 13.4.1.1.2.1) 14 Electronic Correspondence Electronically transmitted correspondence that may be sent to a prospect (or their parents or guardians) is limited to e-mails and faxes. All other forms of electronic correspondence (e.g., Instant Messenger, text messaging, posting on Facebook walls, etc.) are prohibited. Color attachments may be included with e-mail correspondence sent to a prospect, as long the attachment only includes information that is not created for recruiting purposes, except for items that are specifically permitted as printed recruiting materials (e.g., questionnaires), a media guide, and video/audio materials. Also, attachments other than permissible items cannot include any animation, audio or video clips and there shall not be any cost (e.g., subscription fee) associated with sending the item attached to the e-mail correspondence. (Bylaw 13.4.1.2) Exception – Electronic Transmissions After Commitment. There is no limit on the forms of electronically transmitted correspondence sent to a prospect (or his/her relatives or legal guradians) beginning the calendar day after one of the following events occurs: o The prospect signs a National Letter of Intent or the institution’s written offer of admission and/or financial aid; or o The institution receives a financial deposit in response to the institution’s offer of admission. (Bylaw 13.4.1.2.2) Exception – Basketball. Electronic correspondence (e.g., electronic mail, Instant Messenger, facsimiles, text messages) may be sent to a prospective student-athlete (or the prospective student-athlete's parents or legal guardians), provided the correspondence is sent directly to the prospective student-athlete (or his or her parents or legal guardians) and is private between only the sender and recipient (e.g., no use of chat rooms, message boards or posts to "walls"). (See Bylaws 13.1.6.2 and 13.10.2.) Color attachments may be included with electronic correspondence, provided the attachment only includes information that is not created for recruiting purposes, except for items that are specifically permitted as printed recruiting materials (e.g., questionnaires), a media guide and video and audio materials, as permitted in Bylaw 13.4.1.5. Attachments other than a media guide and permissible video and audio materials shall not include any animation, audio or video clips and there shall be no cost (e.g., subscription fee) associated with sending the item attached to the electronic correspondence. (Bylaw 13.4.1.2.1) Exception -- Electronic Mail and Facsimiles Regarding Institutional Camp or Clinic Logistical Issues -Sports Other Than Basketball. Electronic mail and facsimiles to an individual (or his or her parents, legal guardians, relatives or coach) that relate solely to institutional camp or clinic logistical issues (e.g., missing registration information) are not subject to the restrictions on recruiting materials, provided the correspondence does not contain recruiting language and no solicitation of particular individuals to attend a camp or clinic occurs. (Bylaw 13.4.1.2.3) Exception -- Electronic Correspondence Regarding Institutional Camp or Clinic Logistical Issues -Basketball. Electronic correspondence to an individual (or his or her parents, legal guardians, relatives or coach) that relates solely to institutional camp or clinic logistical issues (e.g., missing registration information) is not subject to the restrictions on recruiting materials, provided the correspondence does not contain recruiting language and no solicitation of particular individuals to attend a camp or clinic occurs. (Bylaw 13.4.1.2.4) Video/Audio Materials 15 Video/audio materials may not be produced to show or send to a prospect except as outlined in the following bylaws. Permissible video or audio materials may only be provided to a prospect via an electronic mail attachment or hyperlink. (Bylaw 13.4.1.5) Media Available to All Students - Official academic admissions and student-services media produced by the institution and available to all students may be provided to prospects. (Bylaw 13.4.1.5.1) Material Not Created for Recruiting Purposes - An institution may produce video or audio material to show to, play for or provide to a prospect, provided such material includes only general information related to an institution or its athletics programs and is not created for recruiting purposes. (Bylaw 13.4.1.5.2) Computer-Generated Recruiting Presentations - An institution may produce a computer-generated recruiting presentation (e.g., using presentation software) to show to, play for or provide to a prospect, subject to the following provisions: o The presentation may be posted to the institution’s Web site; o The presentation may include general informational video/audio material that relates to an institution or its athletics programs and is not created for recruiting purposes; o The presentation may not be personalized to include a prospect’s name, picture or likeness; and o The presentation may not be created by an entity outside the institution. (Bylaw 13.4.1.5.3) Pre-Enrollment Information – An institution may provide any necessary pre-enrollment information (that is not otherwise considered to be general information related to an institution or its athletics programs) regarding orientation, conditioning, academics and practice activities in a video format (e.g., video playbook, game clips) to a prospect, provided he or she has signed a National Letter of Intent or institutional financial aid agreement, or has been officially accepted for enrollment. Such information may be provided via a digital media storage device (e.g. DVD, flash drive). (Bylaw 13.4.1.5.4) 16 UNIVERSITY OF OKLAHOMA Recruiting Manual RULES FOR OFF-CAMPUS RECRUITING ACTIVITIES Contacts and Evaluations Sports Other Than Football and Basketball In sports other than football and basketball, each institution is limited to seven (7) recruiting opportunities (contacts and evaluations combined) per prospect. During the senior year of high school, not more than three (3) of the seven (7) opportunities may be off-campus contacts at any site and shall include contacts with the prospect’s relatives or legal guardian(s), but shall not include contacts made during an official visit. (Bylaws 13.1.5.1; 13.1.7.3) Football In football, each institution shall be limited to six (6) in-person, off-campus recruiting contacts per prospect at any site and shall include contacts made with the prospect’s relatives or legal guardian(s), but shall not include contacts made during an official visit. (Bylaw 13.1.5.2) In football, institutional staff members shall be limited to three (3) evaluations during the academic year during which the prospect competes or practices on any team. Not more than one (1) evaluation may be used during the fall evaluation period and not more than two (2) evaluations may be used during the April 15 through May 31 evaluation period. An authorized off-campus recruiter may use one (1) evaluation to assess the prospect’s athletics ability and one (1) evaluation to assess the prospect’s academic qualifications during the April 15 through May 31 evaluation period. If an institution’s coaching staff member conducts both an athletics and an academic evaluation of a prospect on the same day during the April 15 through May 31 evaluation period, the institution shall be charged with the use of an academic evaluation only and shall be permitted to conduct a second athletics evaluation of the prospect on a separate day during the evaluation period. (Bylaw 13.1.7.4) Men’s Basketball In men’s basketball, during the academic year, each institution shall be limited to seven (7) recruiting opportunities (contacts and evaluations combined) during the academic year per prospect. Men’s basketball staff members shall not exceed 130 recruiting-person days during the academic year contact and evaluation periods. (Bylaws 13.1.5.3; 13.1.7.5) Women’s Basketball In women's basketball, during the academic year, each institution shall be limited to seven recruiting opportunities (contacts and evaluations combined) per prospective student-athlete (see Bylaw 13.1.5.5). A contact made during an official visit per Bylaw 13.6 does not count as a recruiting opportunity. Women's basketball staff members shall not exceed 112 recruiting-person days during the academic year. (Bylaw 13.1.5.4) In-person, off-campus contact with a parent or legal guardian of a prospect who serves on the staff of his or her daughter’s non-scholastic team shall count as a contact, unless the parent or legal guardian also serves as a head coach of his or her daughter’s scholastic team, and the contact is unrelated to recruitment of his or her daughter. (Bylaw 13.1.5.4.1) In women’s basketball, during the July evaluation periods, all communication with a prospect, her relatives or legal guardians, coach or any individual associated with the prospect as a result of the prospect’s participation in basketball, directly or indirectly, is prohibited. (Bylaw 13.1.5.4.2) 17 For All Sports 1. Counting Contacts and Evaluations. Evaluations that occur during the academic year count against the permissible number of recruiting opportunities. Outside of the academic year, evaluations do not count against the annual number of recruiting opportunities. Contacts that occur with a prospect count against the permissible number of total recruiting opportunities regardless of the time period (e.g., academic year or outside the academic year). All contacts and evaluations are subject to recruiting calendar restrictions. (Bylaw 13.1.5.5) 2. On Same Day. Any number of contacts made during the same day (defined as 12:01 a.m. to midnight) shall count as one contact. (Bylaw 13.1.5.6) Any number of evaluations or observations made during the same day shall count as one evaluation. (Bylaw 13.1.7.7) Visits to Prospective Student-Athlete’s Education Institution Visits to a prospective student-athlete's educational institution that will occur during that portion of the day when classes are being conducted for all students must receive the approval of the executive officer (or the executive officer's designated representative) of the prospective student-athlete's educational institution. (Bylaw 13.1.4) Men's Basketball In men's basketball, institutional staff members may visit a prospective student-athlete's educational institution on not more than one occasion during a particular week within a recruiting period that occurs during the academic year, regardless of the number of prospective student-athletes enrolled in the institution or whether any prospective student-athlete is contacted on that occasion. During the April evaluation periods, if a nonscholastic event occurs at the educational institution of a participating prospective student-athlete, institutional staff members may visit the prospective student-athlete's educational institution on not more than one occasion during a particular week (see Bylaw 13.1.4.4). During the July evaluation periods, there are no limitations on the number of times an institutional staff member may visit a prospective student-athlete's educational institution. (Bylaw 13.1.4.1) Tournament Exception In men's basketball, visiting a prospective student-athlete's educational institution on consecutive days during a particular week to observe a tournament or tier of a tournament shall count as a single visit (see Bylaws 13.1.7.15 and 13.1.7.15.1). (Bylaw 13.1.4.1.1) Football and Women's Basketball In football and women's basketball, institutional staff members may visit a prospective student-athlete's educational institution on not more than one occasion during a particular week within a contact period, regardless of the number of prospective student-athletes enrolled in the institution or whether any prospective student-athlete is contacted on that occasion. (Bylaw 13.1.4.2) Sports Other Than Football and Basketball In sports other than football and basketball, visits to a prospective student-athlete's educational institution that will occur during that portion of the day when classes are being conducted for all students must receive the approval of the executive officer (or the executive officer's designated representative) of the prospective student-athlete's educational institution. (Bylaw 13.1.4.2) Visits During Contact Period -- Football In football, one contact per prospective student-athlete is permitted during each week of the contact period as specified in Bylaw 13.17.4 either at the prospective student-athlete's educational institution or any other location (e.g., prospective student-athlete's home). A visit to the prospective student-athlete's educational institution and any 18 other location (e.g., prospective student-athlete's home) during the same calendar day shall be considered one contact. (Bylaw 13.1.4.2.1) Visits During Evaluation Period -- Bowl Subdivision Football In bowl subdivision football, not more than two coaches per institution may visit a prospective student-athlete's educational institution on any one calendar day during an evaluation period. (Bylaw 13.1.4.2.2) Visits During Evaluation Period -- Women's Basketball In women's basketball, institutional staff members may visit a prospective student-athlete's educational institution on not more than one occasion during a particular week within an evaluation period that occurs during the academic year. During the July evaluation period, there are no limitations on the number of times an institutional staff member may visit a prospective student-athlete's educational institution. (Bylaw 13.1.4.2.3) Tournament Exception In women's basketball, visiting a prospective student-athlete's educational institution on consecutive days during a particular week to observe a tournament or tier of a tournament shall count as a single visit (see Bylaws 13.1.7.15 and 13.1.7.15.1). (Bylaw 13.1.4.2.3.1) Multiple-Sport Athlete -- Basketball or Football If a prospective student-athlete is a multisport athlete being recruited by the same institution for more than one sport, one of which is football or basketball, all staff members from the same institution are permitted only one visit per week to the prospective student-athlete’s educational institution, and all visits must take place on the same day of the week. (Bylaw 13.1.4.3) Competition Not Involving Educational Institution Visited -- Basketball and Football An institution does not use its one visit per week to an educational institution if the coach observes competition between prospective student-athletes who do not attend that institution and the coach does not engage in recruitment activities with any prospective student-athlete who attends the institution where the competition is being conducted. (Bylaw 13.1.4.4) REMINDERS FOR OFF-CAMPUS RECRUITING 1. Coaches must pass the NCAA Coaches Certification Exam every year prior to departing campus to recruit. 2. Review NCAA rules pertaining to contacts and evaluations. 3. Frequently refer to your sport’s recruiting calendar to verify dead periods. You may refer to the NCAA manual or the laminated copy provided by compliance at the start of the academic year. 4. Submit the Recruiting Travel Approval Form in ACS prior to departing for off-campus recruiting activity. 5. Keep accurate written records of all off-campus activities with prospects and log them in ACS immediately after the activity. 6. Upon return from your trip, submit all reimbursement requests to Compliance for approval. Recruiting-related reimbursement requests will not be processed until the activity is accurately logged in ACS. Compliance will forward the approved reimbursement requests to your sport administrator. 19 UNIVERSITY OF OKLAHOMA Recruiting Manual OTHER RECRUITING REMINDERS Recruited Status It is important to keep complete recruiting records in the event a prospect seeks to become a non-recruited walk-on. The following actions by staff members or boosters cause a prospect to become a recruited prospect at an institution: a. Providing the prospect with an official visit; b. Having an arranged, in-person, off-campus encounter with the prospect or the prospect’s parent(s), relatives or legal guardian(s); c. Initiating or arranging a telephone contact with the prospect, the prospect’s relatives or legal guardian(s) on more than one (1) occasion for the purpose of recruitment; or d. Issuing a National Letter of Intent or the institution’s written offer of athletically related financial aid to the prospect. (Bylaw 13.02.13.1) Role of Volunteer Coaches, Student Assistants and Graduate Assistants in Off-Campus Recruiting *Prior to designating an individual to such a position, contact Compliance to ensure the individual satisfies the NCAA’s legislative mandates for the position. Volunteer Coach – Sports Other Than Football and Basketball Prohibited from off-campus contacts and evaluations of prospects, in addition to any “recruiting coordination” functions as defined by Bylaw 11.7.1.2, i.e., no activities involving athletics evaluations or the selection of prospects, nor initiating or receiving telephone calls from prospects or their parents. Prohibited from scouting opponents off-campus. May receive meals provided during a prospect’s official visit, provided the individual dines with the prospect. Undergraduate Student Assistant Coach Prohibited from off-campus contacts and evaluations of prospects, in addition to any “recruiting coordination” functions as defined by Bylaw 11.7.1.2, i.e. no activities involving athletics evaluations or the selection of prospects, nor initiating or receiving telephone calls from prospects or their parents. Prohibited from scouting opponents off-campus. May not receive a complimentary meal at a restaurant facility during a prospect’s official visit unless the student assistant coach has been designated as the student host or receives the meal in a manner similar to all other student-athletes on the team (e.g., designated occasional meal). (NCAA S.I. 9/29/1999) Graduate Assistant – Football and Rowing Only May not evaluate or contact prospects off campus, regardless of whether compensation is received for such activities, nor conduct any “recruiting coordination” functions as defined by Bylaw 11.7.1.2, i.e., no activities involving athletics evaluations or the selection of prospects. Permitted to initiate and receive calls from prospects, provided the coach has successfully completed the NCAA Coaches Certification Exam per Bylaw 11.5.1.1. 20 University of Oklahoma Athletics Recruiting Visit Procedures and Forms 21 UNIVERSITY OF OKLAHOMA Recruiting Manual Official Visit Procedures 1. The Prospective Student-Athlete Information Form and the Official Visit Request Form are completed by the coaching staff and submitted to Compliance via ACS. 2. The coaching staff submits all relevant documentation (transcript, test score and travel/activity itineraries) to Compliance for review. 3. Compliance reviews the following academic information related to the prospect to ensure: The prospect has entered the twelfth (12th) grade (January 1 of junior year for MBB) or is enrolled at a twoor four-year institution (to determine appropriate transfer status); The prospect has taken the PSAT, SAT, PLAN or ACT on a national testing date (HS prospects only); The prospect has registered with the NCAA Eligibility Center; and The University has obtained permission to contact the prospect (four-year college prospects only); 4. After Compliance verifies the prospect’s registration with the NCAA Eligibility Center, it will place the prospect on the Eligibility Center Institutional Request List (“IRL”). 5. Compliance then confirms the following: A campus tour is scheduled during the visit (per institutional policy); The prospect will not be on campus longer than forty-eight (48) hours; The appropriate amount of host money is requested; A visit itinerary is reviewed for pre-approval, which includes: o No pre-arranged tryout activities, which might allow the prospect to demonstrate his or her athletic ability for the coaching staff or other athletic department staff members (*See exception for BB); o Any relevant travel or flight plans (including airline itineraries); and o Scheduled entertainment activities that do not exceed that of normal student life. 6. Upon Compliance approval of the visit itinerary, the Official Visit Request Form in ACS is approved and the approval email is forwarded to the Business Office for distribution of the appropriate amount of host money to the student host. The automated email from ACS also includes the Prospect Declaration Form and the Student Host Form, which should be signed within 14 days following the end of each official visit (see paragraph 8 below). A prospect should not depart for his/her official visit and come to campus until the appropriate coach or staff member has received a copy of the approved Official Visit Request Form. 7. Compliance will maintain a spreadsheet of those individuals who have taken official visits to the University, and monitor sports with limits on the number of official visit attendees, i.e. baseball, basketball, and football. 8. The respective sport’s coaching staff shall log into ACS and complete the following forms within a reasonable time (i.e., approximately 21 days) following the conclusion of each official visit: Official Visit Documentation Form; and Official Visit Meal Form 22 9. The respective sport’s coaching staff shall submit copies of the following post-official visit items to Compliance within a reasonable time (i.e. approximately 21 days) following the conclusion of each official visit: Student Host Form signed by the student host and the applicable recruiting coach; Prospect Declaration Form signed by the prospect and the applicable recruiting coach; Copies of receipts from all official visit-related meals; Copy of the hotel receipt; and Copy of the prospect’s mileage reimbursement request (if applicable) Acknowledgment, Assumption of Risk, and Release Form signed by prospect, if tryout occurred (BB only) NOTE: Failure to submit post-official visit documentation within a reasonable time (i.e., approximately 21 days) following the conclusion of each official visit will result in the imposition of penalties on future recruiting activities, e.g. reduction in off-campus recruiting days or prohibitions on future official visits until such paperwork is received by Compliance. 10. Compliance will review the post-official visit documentation to ensure necessary signatures are provided and that NCAA regulations are satisfied. 11. During each pre-season meeting with Compliance, student-athletes are reminded that while serving as a host for a prospect on an official visit, their conduct must uphold the traditions and ethical standards of the University. Student-athletes are also reminded that while serving as a host they shall not: Furnish alcohol or tobacco to recruits; Arrange any sexual encounters for recruits (including, but not limited to, taking recruits to strip clubs); Consume alcohol or tobacco products; or Consume non-therapeutic drugs. 12. In addition, each head coach shall review the Student Host Form with their entire team at the beginning of each new academic year. During the review, coaches are encouraged to communicate any additional standards of conduct or team rules (above and beyond what is required in paragraph 11) with their student-athletes. 23 UNIVERSITY OF OKLAHOMA Recruiting Manual MISCELLANEOUS OFFICIAL VISIT REMINDERS Late Arriving Prospects A prospective student-athlete may receive lodging and a meal in the locale of the institution without beginning the 48-hour period if the prospective student-athlete arrives in the locale too late to begin the official visit that day. (Bylaw 13.6.4.1.2) a. The prospect may not be on campus until the following morning. Please note this precludes the prospect from housing in university dorms. b. If you wish to provide a meal or snack to the prospect, it must be delivered to the prospect in their hotel room or picked up at a drive-thru window or via carry out. If you choose to eat in the restaurant with the prospect, the 48-hour period commences. c. Such expenses may not be provided for any other individual who is accompanying the prospective student-athlete on the official visit (e.g., parents, spouse) before the start of the 48-hour period, including the cost of additional occupants in the same room, if applicable. Exception for Basketball – In basketball, an institution may provide such expenses for a prospective student-athlete's parents or legal guardians (expenses for up to two people) without beginning the 48-hour period. d. If extenuating circumstances arise (e.g. limited flight availability, significant price difference between flights, international flights, etc.) the Department may, on a case-by-case basis, allow prospects to arrive earlier in the day on the date prior to the start of the visit. Official and Unofficial Visit Activities An institution may not arrange miscellaneous, personalized recruiting aids (e.g., personalized jerseys, personalized audio/video scoreboard presentations) and may not permit a prospect to engage in any game-day simulations (e.g., running onto the field with the team during pre-game introductions) during an official or unofficial visit. Personalized recruiting aids include any decorative items and special additions to any location the prospect will visit (e.g. hotel room, locker room, coach’s office, conference room, arena) regardless of whether or not the items include the prospect’s name or picture. (Bylaws 13.6.7.9; 13.7.3) Proof of Payment for Meals during the Official Visit Three complimentary meals, in addition to a reasonable snack, may be provided to prospect, his or her parents/legal guardians, spouse, or children each day of the official visit. (Bylaw 13.6.7.7) Any other individual accompanying the prospect (e.g. siblings, grandparents, aunts, uncles, cousins, high school coaches) that receives a meal during the official visit must pay the full value of such meal upon receipt. Every sport program should designate a staff member to receive and document meal payment through a triplicate receipt book supplied by the athletics business office. If the meal is received at a restaurant, separate payment shall be noted on the Official Visit Meal Form in ACS or via hard copy receipt of such payment. If the meal is received at a tailgate, the triplicate receipt shall reflect the accurate “per/person” cost of the meal, calculated by adding the total value of food and beverage charges, divided by the total number of attendees at the meal. Unless the sport has contemporaneous documentation that certain individuals in attendance did not eat or consumed less than the “per/person” cost of the meal (e.g. younger siblings of the prospect), full proof of payment is required for every attendee. 24 UNIVERSITY OF OKLAHOMA Athletics Compliance Department Student Host Form This form must be completed by the student host before every official visit and submitted to the Athletics Compliance Department after the official visit. Student Host _______________________________ Sport _________________________ Prospect(s) _______________________________ Date(s) ________________________ “OFFICIAL” CAMPUS VISIT: An “official” campus visit is a visit to our campus by a prospective studentathlete, during which the prospect’s expenses (e.g., transportation, meals, lodging) are paid by the University. A host may not accept funds from boosters to use when entertaining a visiting prospect. Only institutional funds may be used for entertainment. Boosters cannot come in contact with the prospects. Boosters are people who have helped the University or Athletics Department by making financial contributions or by promoting either the University or Athletics Department. LENGTH OF THE “OFFICIAL” VISIT: The length of the “official” visit to our institution shall not exceed forty-eight (48) hours. This time period begins when the prospect arrives on campus and ends when the prospect leaves the campus. MEALS & LODGING: A prospect shall be provided lodging and take meals as regular students do. Local commercial facilities may be used but at a scale comparable to that of normal student life and only within a thirty (30) mile radius of our campus. Only one student host per prospect may receive complimentary meals when accompanying the prospect on the visit. ENTERTAINMENT: The University of Oklahoma may provide entertainment, which may not be excessive, on the official visit to a prospect and the prospect’s parent(s) [or legal guardian(s)] or spouse and only within a thirty (30) mile radius of our main campus. It is not permissible to entertain other relatives or friends of the prospect at any time at any site. COMPLIMENTARY ADMISSIONS TO HOME ATHLETICS CONTESTS: During the official visit, complimentary admissions to a campus athletics event may be provided to the prospect and the prospect’s two guests (parent, relatives, friends). The student host also may be provided a complimentary admission when accompanying the prospect. Special seating (e.g., team bench area, donor reserved seating, press box, skybox) is not permitted. AUTOMOBILES: University of Oklahoma coaches, staff or boosters cannot provide an automobile for use by the prospect or the student host. The host is expected to use his/her own vehicle for entertaining the prospect. HOST ENTERTAINMENT MONEY: University of Oklahoma may provide a host with a maximum of $40.00 for each day of the official visit to cover the actual costs of entertaining the prospect (and the prospect’s parents, legal guardian or spouse) excluding the cost of meals and admission to campus athletics events. Cash may not be provided to a prospect. These funds may not be used for the purchase of souvenirs such as t-shirts or other University of Oklahoma mementos. It is permissible to provide the student host an additional $20.00 per day for each additional prospect the host entertains. If several students host a prospect, the $40.00 per day entertainment money may be utilized to cover the actual and necessary expenses incurred by the prospect and all hosts. 25 SOUVENIRS: The University of Oklahoma or boosters may not give a prospect or those persons who accompany the prospect any souvenirs such as shirts, photographs, jerseys, shoes, etc. STANDARDS OF CONDUCT: You are expected to conduct yourself in a manner that upholds the traditions and ethical standards of the University of Oklahoma. Do not bring discredit or harm to the University’s reputation. As a prospective student-athlete host, you must abstain from underage drinking, tobacco products, and non-therapeutic drugs. You may not provide such products to prospective student-athletes and must discourage their use. The University of Oklahoma explicitly condemns sexual harassment, sexual assault, or other sex offenses. Studentathlete hosts and prospective student-athletes may not engage in any sexual offense. Student-athlete hosts may not arrange for sexual encounters for prospects. You are required to report any observed offenses of the standards of conduct by student-athlete(s) to your head coach, an Athletics Compliance staff member, or the Associate Athletics Director for Academic Affairs. I certify I have read, received a copy and had the above instructions explained to me. I agree I am responsible for the prospect during the entire “official” visit entertainment period until the prospect returns to their hotel room. As the designated student host, I must conduct myself in a manner that is consistent with University policies and principles. If I conduct myself in a manner which is deemed to be detrimental to the University of Oklahoma Athletics Department, I understand the Athletics Department may take corrective action. I acknowledge the receipt of $_________ for the purpose of hosting the above name prospect(s) on said date(s). Student Host _____________________________ Date ________________ Recruiting Coach _____________________________ Date ________________ 26 UNIVERSITY OF OKLAHOMA Athletics Compliance Department Prospect Declaration Form This form must be reviewed with the prospect at the beginning of the official visit, and initialed by the prospect at the conclusion of the visit. This form should be submitted to the Athletics Compliance Department after the official visit. Prospect: _____________________________________ Sport: ________________________________ Student Host: __________________________________ Date: ________________________________ Please read the following carefully and initial after each statement: 1. Neither I nor my family or friends received any reimbursement or payment in excess of my actual and necessary expenses in direct route between my home and the University of Oklahoma campus. ____________ 2. I was not given any money for entertainment purposes during the official visit. ____________ 3. I did not receive any souvenirs (e.g. t-shirts or other institutional mementos) purchased by a student host or other individuals while on campus. ____________ 4. I did not have any in-person contact with athletic “boosters” during my official visit. ____________ 5. I did not receive any free or reduced cost athletics gear while on my official visit. ____________ 6. I did not receive use of an automobile nor was my student host provided an automobile for use during my visit. ____________ 7. I did not participate in physical workouts or any other athletically-related activities that were observed by a coaching staff member. ____________ 8. I acknowledge that I have not been on campus in excess of 48 hours upon first arriving on campus. ____________ 9. I was not provided any excessive entertainment and did not engage in any conduct that is condemned by the University of Oklahoma Athletics Department including adult entertainment, sexual activities, underage drinking and use of illegal drugs. ____________ 10. I understand that I am responsible for providing payment for any additional lodging expenses (ex., internet, room service, long distance telephone, pay per view, etc.) during my official visit. ____________ I affirm that I have read the preceding paragraphs and my official visit was conducted within the guidelines listed above. I am aware that the University of Oklahoma explicitly condemns sexual harassment, sexual assault, or other sex offenses. You should report any conduct that you believe to violate the University of Oklahoma’s ethical standards or NCAA rules and regulations. You may contact the University of Oklahoma Athletics Compliance Department if you have any questions or concerns at 405-325-7004. Prospect’s Signature: _____________________________________ Date: _____________________ Coach’s Signature: _______________________________________ Date: _____________________ 27 UNIVERSITY OF OKLAHOMA Recruiting Manual Sample Official Visit Itinerary Prospect: High School: John Smith Central High (Springfield, IL) Student Host: Mike Jones Date of Visit: Sept. 16 – 18, 2011 Guests: Jack and Jill Smith (Parents) TRANSPORTATION (Flight Itinerary Attached) John Smith and parents will fly to OKC on Friday, Sept. 16, via Southwest Airlines Flight #1313. Coach X will pick up Smith at Will Rogers Airport and drive directly to the coach's office. Friday, Sept. 16, 2011 5:30 pm Arrive in Norman - Welcome to the University of OKLAHOMA! 5:45 pm Meet coaching staff and student host at the office of Sooner Head Coach. 6:30 pm Check in – Holiday Inn (Room #113, Phone: 366-0900). 7:00 pm Dinner – Lloyd Noble Center 8:30 pm Free Time with Student Host Saturday, Sept. 17, 2011 8:00 am Wake Up 9:00 am Breakfast - IHOP with Coach Y and Coach Z 10:00 am Meet with Annette Moran, Academic Advisor 12:30 pm Football Game vs. Tech University 4:00 pm Campus Tour 6:00 pm Free Time w/ Student Host Sunday, Sept. 18, 2011 9:00 am Breakfast at Hotel with Coach Y & Z 10:30 am Depart Campus for Airport 28 UNIVERSITY OF OKLAHOMA Recruiting Manual Unofficial Visit Rules and Reminders A prospect may visit OU’s campus at his or her own expense an unlimited number of times. A prospect may make an unofficial visit before his or her senior year in high school. (Bylaw 13.7.1) Exceptions: In men’s basketball, prospects may not make unofficial visits during the month of July, unless it is following the calendar day the prospect has signed a NLI, the institution’s written offer of admission or financial aid, or the institution receives a financial deposit from the prospect in response to an offer of admission. (Bylaw 13.7.1.1) In women’s basketball, prospects may not make unofficial visits during the July evaluation periods. (Bylaw 13.7.1.2) 1. During an unofficial visit, the institution may not pay any expenses or provide any entertainment except a maximum of three complimentary admissions (issued only through a pass list) to a home athletics event at any facility within a 30mile radius of OU’s campus. (Bylaw 13.7.2.1) 2. A prospect on an unofficial visit to an institution may pay the actual cost of meals and eat on-campus with other prospects who are on their official visits or with enrolled student-athletes. (Bylaw 13.7.2.1.2) 3. A prospect on an unofficial visit may stay in a current student-athlete’s on-campus dorm room only if the prospect pays the regular institutional rate (Suite A $42.92/night; Suite B $30.04/night; Suite C $27.90/night for 2013-14 in Headington Hall). No off-campus entertainment is allowed during an unofficial visit. (Bylaw 13.7.2.1.3) 4. During an unofficial visit, the institution may provide the prospect with transportation only to view the campus, practice and competition facilities applicable to the sport, other institutional facilities, and to attend a home athletics contest at any local facility. OU staff members must accompany the prospect during the trip; payment of any other transportation expenses shall be considered a violation. (Bylaw 13.5.3) 5. A prospect on an unofficial visit may not be provided any special accommodations, such as reserved parking arrangements or special ticket reservations. (Bylaw 13.7.2.1.6; 13.7.2.1.5) 6. Any off-campus contact with prospects who have not reached contactable age (July 1 following completion of the prospect’s junior year of high school) is impermissible. If countable coaches choose to have off-campus contact with contactable prospects during their unofficial visit, it must occur during a permissible contact period and such contact applies towards the limit on permissible off-campus recruiting contacts for the prospect. 7. Prior to a prospect arriving on campus for an unofficial visit, check your sport’s recruiting calendar. 8. Log all unofficial visits in ACS via the Unofficial Visit Form. Prospects receiving complimentary admissions home athletics event should similarly be logged as unofficial visit attendees. to a Proof of Payment for Meals & Lodging During the Unofficial Visit Any prospect, his or her parents/legal guardians, siblings, or other guests that receive a meal during the unofficial visit must pay the value of such meals at the time the meal is received. Every sport program should designate a staff member to receive and document meal payment through a triplicate receipt book supplied by the athletics business office. In calculating the individual “per/person” cost of the meal (e.g., at a pre-game tailgate), the total value of food and beverage charges should be divided by the total number of attendees at the meal. Unless the sport has contemporaneous documentation that certain individuals in attendance did not eat or consumed less than the “per/person” cost of the meal (e.g., younger siblings of the prospect), full proof of payment is required for every attendee. Receipt of payment for lodging received during the visit (e.g., in the dorms) should similarly be provided to the athletics business office and compliance office. 29 UNIVERSITY OF OKLAHOMA Recruiting Manual On-Campus Evaluations (MBB & WBB ONLY) In basketball, an institution may conduct an evaluation of a prospective student-athlete on its campus or at a site at which it normally conducts practice or competition, under the following conditions (see Bylaw 13.11.2.1 below). Prior to conducting an on-campus evaluation, the following must be completed: 1. Official or Unofficial Visit Request form in ACS; and 2. On-Campus Evaluation Request form in ACS Bylaw 13.11.2.1 - On-Campus Evaluations -- Basketball. In basketball, an institution may conduct an evaluation of a prospective student-athlete on its campus or at a site at which it normally conducts practice or competition, under the following conditions: (Adopted: 1/14/12, 1/19/13) (a) For a high school or preparatory school senior, the evaluation may be conducted only after the conclusion of the prospective studentathlete's season and after he or she has exhausted high school or preparatory school eligibility in basketball; (b) For a two-year college prospective student-athlete, the evaluation may be conducted only after the conclusion of the prospective student-athlete's season and he or she has exhausted his or her two-year college eligibility in basketball; (c) For a four-year college prospective student-athlete, the evaluation may be conducted only after the conclusion of the prospective student-athlete's season. (See Bylaw 13.1.1.3); (d) The on-campus evaluation may be conducted only during the prospective student-athlete's official or unofficial visit; (e) The on-campus evaluation shall be conducted not later than the opening day of classes of the institution's fall term; (f) Not more than one on-campus evaluation per prospective student-athlete per institution shall be permitted (applied separately to the time period in which a prospective student-athlete completes high school or preparatory school eligibility and to the time period after the prospective student-athlete enrolls full time in a collegiate institution); (g) Before participating in an on-campus evaluation, a prospective student-athlete is required to undergo a medical examination or evaluation administered or supervised by a physician (e.g., family physician, team physician). The examination or evaluation shall include a sickle cell solubility test unless documented results of a prior test are provided to the institution or the prospective student-athlete declines the test and signs a written release. The examination or evaluation must be administered either within six months before participation in the on-campus evaluation or within six months before the prospective student-athlete's initial participation in practice, competition or out-of-season conditioning activities during his or her immediately completed season. In addition, the medical examination or evaluation may be conducted by an institution's regular team physician or other designated physician as a part of the on-campus evaluation; (h) The institution's basketball student-athletes may participate in an on-campus evaluation, provided such participation is counted toward the applicable hourly and weekly limitations on countable athletically related activities (e.g., four hours per day and 20 hours per week during the playing season, two hours of skill instruction and eight hours per week outside the playing season). [See Bylaws 17.1.6.2-(a) and 17.1.6.2.2]; (i) The duration of the on-campus evaluation activities (other than the medical examination or evaluation) shall be limited to two hours; and (j) The institution may provide equipment and clothing to a prospective student-athlete on an issuance-and retrieval basis. 30 UNIVERSITY OF OKLAHOMA Recruiting Manual Recruiting Questionnaires Information received from questionnaires completed by prospective student-athletes, such as phone numbers, should be entered in ACS by the respective coaching staff. (This does not apply to those sports who utilize ACS for this purpose as the information is automatically uploaded.) Questionnaires are subject to review on a monthly basis by Compliance for all sports that do not utilize ACS for this purpose. 31
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