OFF-CAMPUS RECRUITING REMINDERS

  • All off-campus recruiting shall be documented via a Contact/Evaluation Forms. The coach should keep the pink copy for his/her records and forward the white and yellow copies to the controller and Compliance Office respectively.
  • If off-campus recruiting expenses are incurred, submit a Travel and Meal Expense Voucher to the Compliance Office along with the white and yellow copies of the Contact/Evaluation Forms.
  • If no expenses are incurred while recruiting off-campus, it is the coach's responsibility to submit the white and yellow copies of the Contact/Evaluation Forms to the Compliance Office.
  • A file should be kept on every prospect you are actively recruiting (via Prospect Template, electronic database, etc.).
Telephone Calls
  • Telephone calls must be logged in the Telephone Log Book or via electronic monitoring software. This must be done whether you are calling from home, while traveling or while in your office.
  • Document everything that happens when you make a telephone call (e.g., left a message, had to hold for a long period of time only to find out the recruit is not home).
  • Telephone Log Books will be reviewed twice a semester by the Compliance Office and we ask that you please work with the Compliance Office to help schedule and make time for these necessary reviews.
Recruiting Funds
  • Per NCAA Bylaw 13.15.1 (Institutional Control), all funds for the recruiting of prospects shall be deposited with the institution. If you incur expenses (e.g., collect calls, calls from home or mobile phone) while recruiting prospects, you must submit paperwork for reimbursement.
Important Reminders for Recruiting Documentation
  • Please submit the following information to the Business Office (originals) and Compliance Office (complete copy) within 30 days of your return to campus: Travel and Meal Expense Voucher , hotel receipts, airline itinerary, rental car receipt, gas or parking receipts, Contact/Evaluation Forms(s). It is important that all dates and times check and balance. If travel plans change, please note on your documentation prior to submitting.
  • Use the two carbon-copy Contact/Evaluation Forms available in the Compliance Office.
  • If you incur no expenses while recruiting, please submit your Contact/Evaluation Forms within five business days to the Compliance Office, not the Business Office.
  • When evaluating at large tournaments or events, please ONLY list the prospects you are actively recruiting or plan to actively recruit.
  • During the summer you only need to document the event and date when evaluating, as evaluations are unlimited during the summer.
  • If you make contact in the summer, you will need to list the prospect's name and all other required information on the form.