San Jose State University Athletic Department COMPLIANCE OFFICE

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San Jose State UniversityAthletic
DepartmentCOMPLIANCE OFFICE

• CAMPS CLINICS

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Important Terms
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Sports Camp/Clinic

• Bylaw 13.12.1.1 defines a sports camp or clinic
  as one owned or operated by an institution or an
  employee of an institutions athletic department,
  either on or off its campus, in which prospects
  participate.
• Regardless of whether the camp/clinic involves
  prospect-age participants, a Camp/Clinic Request
  Form must be submitted to the Compliance Office
  for approval PRIOR to the start of the camp.

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• Bylaw 13.12.1.1.2 sets forth the purpose of a
  sports camp/clinic as one that
• Places special emphasis on a particular sport or
  sports and provides specialized instruction or
  practice and may include competition
• Involves activities designed to improve overall
  skill and knowledge in the sport or
• Offers a diversified experience without emphasis
  on instruction, practice or competition in any
  particular sport.
• A camp/clinic cannot be advertised as a tryout.
  Keep this in mind when creating advertisements
  and camp/clinic descriptions.

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Prospect

• Bylaw 13.02.12 defines a prospect as a student
  who has started classes for the 9th grade.
• Exception Men's Basketball Bylaw 13.12.1.1.1
  states that a prospect includes any individual
  who has started classes for the 7th grade for
  purposes of camps/clinics legislation.
• Per 13.12.1.1.1.1, a MBK prospect is considered a
  recruited prospect if his attendance at a
  camp/clinic is solicited by the institution.

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• Off-campus/Satellite Camps
• Camps/clinics owned or operated by SJSU or an
  SJSU athletic department employee held off the
  SJSU campus must be operated in accordance with
  NCAA rules.
• Noninstitutional Camp/Clinic
• A camp/clinic that is not owned or operated by
  SJSU or an employee of the SJSU Athletics
  Department. 2/1/90, Official

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Time/Location Restrictions
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Football

• When? Per Bylaw 13.12.1.1.3, an institutions
  football camp/clinic may be conducted only during
  two periods of 15 consecutive days in the months
  of June and July or any calendar week (Sunday
  through Saturday) that includes days of those
  months. The dates of the two 15-day periods must
  be on file in the Compliance Office.
•   Where? Per Bylaw 13.12.1.2, an institutions
  football camp/clinic may only be conducted on the
  institutions campus, within the state in which
  the institution is located, or if outside the
  state, within a 50-mile radius of the
  institutions campus.

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Basketball

• When? Per Bylaw 13.12.1.1.4, an institutions
  basketball camp/clinic may be conducted only
  during the months of June, July, and August, or
  any calendar week (Sunday through Saturday) that
  includes days of those months.
• Where? Per Bylaw 13.12.1.2 , a camp/clinic must
  be conducted on SJSUs campus or within a
  100-mile radius of campus.

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Bylaw 13.12.1.5

• Sports Other Than FB BK
• Camps/clinics may be held anytime of year with no
  location restrictions.
• All Sports
• Camps/Clinics may not be conducted during a dead
  period.

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Recruiting Calendar ExceptionBylaw 13.12.1.5,
contd

• The interaction during sports camps/clinics
  between prospects and coaches employed by the
  camp/clinic is not subject to recruiting calendar
  restrictions.
• However, an institutional staff member employed
  at any camp or clinic (e.g., counselor, director)
  is prohibited from recruiting any prospect during
  the time period that the camp/clinic is
  conducted.
• The prohibition against recruiting includes
  extending written offers of financial aid to any
  prospect during his/her attendance at a
  camp/clinic, but does not include recruiting
  conversations between a coach and a participating
  prospect during the institutions camp/clinic.
• Other coaches who attend camps/clinics as
  observers must comply with recruiting contact and
  evaluation periods.

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Promoting, Advertising Publicizing

• ALL CAMP/CLINIC BROCHURES AND OTHER METHODS OF
  ADVERTISING (websites) MUST BE APPROVED BY THE
  COMPLIANCE OFFICE PRIOR TO DISTRIBUTION.
• All forms of camp advertisement must be attached
  to the Camp/Clinic Request Form, which must be
  submitted to the Compliance Office for all
  camps/clinics conducted by an SJSU athletic
  program.

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Promoting, Advertising Publicizing

• Camp/clinic information (e.g., brochures, flyers)
  is considered recruiting material under Bylaw
  13.4.1.3(b) however, it may be provided at any
  time (not subject to recruiting materials
  limitations September 1 of junior year June
  15 of sophomore year in MBK).
• Per Bylaw 13.4.3.2, an institutional camp/clinic
  advertisement or promotion (e.g., camp brochure,
  website, newspaper or magazine advertisement)
  must indicate that the camp/clinic is open to any
  and all entrants (limited only by number, age,
  grade level and/or gender).

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Advertisements Directed Toward a Particular
Audience

• Per Bylaw 13.4.3.2.2, an institution may
  advertise or promote a camp/clinic toward a
  particular audience (e.g., elite camp), provided
  the advertisement or promotion indicates that
  the camp/clinic is open to any and all entrants
  (limited only by number, age, grade level and/or
  gender). 

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Promoting, Advertising Publicizing

• Use of Current Student-Athletes Per Bylaw
  12.5.1.6, a current student-athletes name,
  picture or institutional affiliation may NOT be
  used to advertise or promote an institutional
  camp/clinic.
• A student-athletes name, picture and
  institutional affiliation may ONLY be used to
  identify the student-athlete as a staff member in
  the camp counselor section of the brochure. A
  student-athlete's name or picture may not be used
  in any other way to directly advertise or promote
  the camp/clinic.
• This prohibition applies to camps/clinics of ALL
  ages.

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Promoting, Advertising Publicizing

• Institutions are prohibited from advertising
  summer camps/clinics on a billboard located at a
  high school stadium. 5/28/09, Staff
• Institutions are permitted to place an
  advertisement regarding its summer sports camps
  in the game programs of a professional sports
  organization. 11/10/89, Staff
• An institution is permitted to place an
  advertisement for summer camps in institutional
  game programs. 1/15/86, Official

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• Invitations
• Prospects may be invited to an SJSU camp/clinic,
  provided the camp/clinic is legitimately
  advertised, open to all entrants, limited only by
  age and number, and SJSU coaching staff members
  employed at the camp/clinic do not work
  exclusively with certain prospects. 8/19/88,
  Staff

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Admission Fees Participation
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Attendance Restriction

• Per Bylaw 13.12.1.3, all camps/clinics must be
  open to any and all entrants, limited only by
  age, number of participants, grade level and/or
  gender.
• Currently enrolled SJSU student-athletes may not
  participate as campers in camps/clinics. Bylaw
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Reduced Admissions

• Per Bylaw 13.12.1.7.1, SJSU, members of its staff
  or boosters shall not give free or reduced
  admission privileges to a high-school, prep
  school or two-year college prospect.
• Per Bylaw 13.12.1.7.2, a booster may not pay a
  prospects expenses to attend an institutions
  camp/clinic.

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Reduced Admissions, contd

• It is permissible to offer free or reduced
  admissions to attend camps/clinics to the
  children of institutional and athletic department
  staff members and camp coaches regardless of
  whether the child is a high-school, prep school
  or two-year college prospect. 10/29/03, Staff

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Reduced Admissions, contd

• A Free or Reduced Admissions Refund Roster must
  be submitted to the Compliance Office at least
  two weeks following the conclusion of the
  camp/clinic.

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• Group Discounts
•  
• Group discounts may be provided to camp/clinic
  participants, provided the discount is available
  on an equal basis with documented standards to
  all who wish to take advantage of them.
• 6/2/89, Staff
• A Camp/Clinic Discount Form must be submitted
  with the Camp/Clinic Request Form PRIOR to the
  start of the camp/clinic if there will be any
  individual or group discounts offered.

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Awards Gifts

• Awards and gifts may be given to camp/clinic
  participants as long as the cost of the award is
  included in the admission fee. Bylaw
  13.12.1.7.4
• LLC camps may provide San Jose State
  sport-specific t-shirts but may not include
  camp. For example, San Jose State Baseball
  Camp is NOT permissible.

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Additional Restrictions Mens Basketball

• Per Bylaw 13.12.1.4, all mens basketball
  camps/clinics conducted by an institution must
  offer similar participation, registration
  procedures, fee structures, advertisement and/or
  logistical experiences (e.g., lodging, meals,
  transportation or awards/mementos).

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Employment
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Student-Athletes

• Per Bylaw 13.12.2.1, a student-athlete may be
  employed in any sports camp/clinic, provided
  compensation is provided pursuant to the criteria
  of Bylaw 12.4.1 below.
• (a) Only for work actually performed and
• (b) At a rate commensurate with the going rate in
  that locality for similar services.
• Such compensation may not include any
  remuneration for value the student-athlete may
  have because of the publicity, reputation, fame
  or personal following that he/she has because of
  athletics ability.

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Student-Athletes, contd

• Per Bylaw 13.12.2.1, a student-athlete who only
  lectures or demonstrates at a camp/clinic may not
  receive compensation for his/her appearance at
  the camp/clinic.
• Per Bylaw 13.12.2.1.1, a student-athlete with
  eligibility remaining is not permitted to conduct
  his/her own camp or clinic.

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Student-Athletes, contd

• Per bylaw 13.12.1.7.3.2, a student-athlete, at
  the student-athlete's own expense, may not
  operate a concession to sell items related to or
  associated with his/her institution's camp/clinic
  to campers or others in attendance because such
  an arrangement would be considered an extra
  benefit.
• However, the institution may employ a
  student-athlete at a reasonable rate to perform
  such services for a camp/clinic.

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Student Athletes, contd

• An institution may employ its student-athletes as
  counselors at camps/clinics provided the
  student-athletes do not participate in organized
  practice activities other than during their
  sports declared playing season. Bylaw 12.4.3
• All student-athletes working camps/clinics must
  be listed on the Camp/Clinic Employment List,
  regardless of whether they are compensated or
  not.

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Prospects

• High school, prep school or two-year college
  prospects may not be employed (for pay or on a
  volunteer basis) at an institutions camp/clinic.
  Bylaw 13.12.1.7.1
• However, Bylaw 13.12.1.7.1.1 states that an
  institution may employ a prospect at a
  camp/clinic, provided he/she has signed a written
  commitment or made a financial deposit to attend
  the institution or is enrolled in summer school
  at the institution.
• Camp/clinic employment legislation that applies
  to student-athletes applies to those individuals
  mentioned above.

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Athletics Staff Personnel (Administrators
Coaches)

• Camp/Clinic Providing Recruiting or Scouting
  Service No athletics department staff member
  may be employed (either on a salaried or a
  volunteer basis) in any capacity by a camp/clinic
  established, sponsored or conducted by an
  individual or organization that provides
  recruiting or scouting services concerning
  prospects. 
• Athletics department staff members are not
  prohibited from officiating for, but may not be
  otherwise involved in, a scouting services camp.
• Bylaw 13.12.2.3.1

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Athletic Staff Personnel (Administrators
Coaches) contd

• Basketball Basketball coaches and noncoaching
  staff members with responsibilities specific to
  basketball may be employed ONLY at SJSU
  camps/clinics such individuals may NOT be
  employed at other institutional camps/clinics or
  at non-institutionally owned camps/clinics.
  Bylaw 13.12.2.3.2
• Student managers who are full-time students and
  have responsibilities specific to basketball may
  be employed at institutional or noninstitutional
  camps/clinics other than their own institutions
  camps/clinics.  7/13/05, Official

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Athletic Staff Personnel (Administrators
Coaches) contd

• Football Football coaches noncoaching staff
  members with responsibilities specific to
  football may participate in SJSU and
  noninstitutional football camps/clinics ONLY
  during the two periods of 15 consecutive days in
  the months of June and July designated in writing
  by the football program as the time periods for
  conducting SJSU camps. 
• If June 1-15 and July 1-15 are the designated
  periods for conducting SJSU camps/clinics, it is
  not permissible for a member of the SJSU football
  coaching staff to be employed at a
  noninstitutional, privately owned camp that
  occurs outside of those designated time periods.
  Bylaws 13.12.1.1.3 13.12.2.3.3

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Athletic Staff Personnel (Administrators
Coaches) contd

• Volleyball- Volleyball coaches or noncoaching
  staff member may serve in any capacity (e.g.,
  counselor, guest lecturer, consultant) in a
  noninstitutional, privately owned camp/clinic,
  provided the camp/clinic is operated in
  accordance with restrictions applicable to an
  institutional camp/clinic (e.g., open to any and
  all entrants, no free or reduced admission to or
  employment of prospects).
• Not permissible for a volleyball coach or
  noncoaching staff member to be employed (either
  on salaried or a volunteer basis) in an
  institutional camp/clinic or a noninstitutional,
  privately owned camp/clinic that is conducted off
  the institution's campus during a quiet period.
  Bylaw 13.12.2.3.5

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Athletic Staff Personnel (Administrators
Coaches) contd

• Sports Other Than Basketball, Football
  Volleyball SJSU athletics department personnel
  may serve in any capacity (e.g., counselor, guest
  lecturer, consultant) in a noninstitutional,
  privately owned camp/clinic, provided the
  camp/clinic is operated in accordance with
  restrictions applicable to institutional camps
  (e.g., open to any and all entrants, no free or
  reduced admission to or employment of athletics
  award winners). Bylaw 13.12.2.3.6

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Non-Institutional/Privately Owned Camp/Clinic
Employment

• A Non-Institutional/Privately Owned Camp/Clinic
  Employment Form must be completed and submitted
  to the Compliance Office for approval by any
  coach intending to work a non-institutional or
  privately owned camp/clinic. A non-institutional
  camp/clinic is one that is not owned or operated
  by anyone associated with SJSU.
• Athletics Department staff and coaches may only
  work at non-institutional or privately owned
  camps/clinics that are operated in accordance
  with all NCAA rules governing camps and clinics.
• Basketball coaches are not permitted to serve in
  any capacity at non-institutional or
  privately-owned camps/clinics.

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Outside Income

• Coaches/staff must declare all camp/clinic income
  earned from both SJSU or SJSU staff-owned (LLC)
  camps/clinics and noninstitutional/privately
  owned camps/clinics on the Outside Income Form
  each July upon request by the Compliance Office.

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High School, Prep School JC Coaches All Sports

• Per Bylaw 13.12.2.2, a high school, prep school
  or two-year college coach may be employed at a
  camp/clinic, provided
• The coach receives compensation that is
  commensurate with the going rate for camp
  counselors of like teaching ability and camp
  experience and
• The coach is not paid on the basis of the value
  he/she may have because of his/her reputation or
  contact with prospects.
•  
• Per Bylaw 13.12.2.2.1, it is not permissible to
  compensate or reimburse a high school, prep
  school or two-year college coach based on the
  number of campers the coach sends to the camp.

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Individuals Associated with Prospects M/W
Basketball

• Per Bylaw 13.12.2.2.3, an institution shall not
  employ (either on a salaried or a volunteer
  basis) a speaker in any basketball camp/clinic
  (including a coaches clinic or a camp/clinic
  involving non-prospects) who is involved in
  coaching prospects or is associated with a
  prospect as a result of the prospect's
  participation in basketball. 

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Additional NCAA Rules
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Calls Pertaining to Camp/Clinic Logistical Issues
Bylaw 11.7.2.2(d)

• Which staff members may make phone calls
  regarding institutional camp/clinic logistical
  issues?
• Any staff member (e.g., countable coach,
  volunteer coach, administrative assistant,
  noncoaching staff member with sport-specific
  responsibilities) may make phone calls regarding
  institutional camp/clinic logistical issues.
  These calls may not include any recruiting
  conversation or solicitation of particular
  individuals to attend the camp/clinic. 

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Calls Pertaining to Camp/Clinic Logistical Issues
Bylaw 11.7.2.2(d), contd

• Is there a limit on the number of calls that may
  be made to a prospect regarding institutional
  camp/clinic logistical issues?
• No.  Since these calls are not intended to be for
  recruiting purposes, they are not subject to the
  time period limitations for phone calls that may
  be made to prospects. 

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Calls Pertaining to Camp/Clinic Logistical Issues
Bylaw 11.7.2.2(d), contd

• Camp/clinic logistical issues may include but are
  not limited to
• Incomplete, insufficient or illegible payment
  information
• Incomplete or unsigned paperwork or forms
• Questions regarding accommodations
• Questions regarding required vs. optional items
  to bring to camp
• Questions regarding transportation or meal
  options at camp or
• Medical questions.

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Campus Tours in Conjunction with Camps or
Clinics

• It is not permissible to conduct a campus tour in
  conjunction with a sports camp/clinic.
• A prospect may participate in a campus tour that
  is generally available to all prospective
  students, provided the athletics department is
  not involved in conducting or arranging the tour
  and does not encourage participation in the tour.
  
• However, a tour of facilities that are utilized
  during the camp/clinic (e.g., residential hall,
  cafeteria, training room) may be conducted.

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Additional NCAA Rules - Basketball

• Educational Session An educational session
  detailing NCAA initial-eligibility standards and
  regulations related to gambling, agents and drug
  use must be presented to all mens and womens
  basketball camp/clinic participants.
• Bylaw 13.12.1.8
• The Compliance Office will provide materials for
  this required Session.

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Business Office Policies
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PRIVATELY OWNED OPERATED CAMPS AND CLINICS

• Except in the sport of football, each head coach
  wishing to own and direct a camp must, at their
  own cost, become an incorporated entity and
  provide evidence of such incorporation annually
  to the University. The University is not involved
  in any manner in this incorporation, which makes
  the head coach solely responsible for all aspects
  of their camp or clinic.
• No institutional personnel or resources (phones,
  computers, databases, copy machines, web site,
  A/V equipment, etc.) may be used in conducting,
  preparing for or advertising camps and clinics.

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PRIVATELY OWNED OPERATED CAMPS AND CLINICS

• All camps/clinics accounting records must comply
  with San José State reporting requirements and
  are subject to university audit. A separate
  bank/checking account must be maintained for
  operations and bank statements kept on file.
  Annual audits will be conducted on privately
  owned camps and clinics.
• A business license must be obtained for the
  camp/clinic and provided to the SJSU Business
  Office.
• Liability insurance is required in the form of a
  certificate of insurance per camp or clinic.
• All other rules, regulations, policies and laws
  of the State of California, NCAA and rules of
  compliance must be followed.

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PRIVATELY OWNED OPERATED CAMPS AND CLINICS

• Camp owner-directors are granted limited rights
  to the use of University logos and marks solely
  and exclusively in connection with the promotion
  of a University authorized camp. All promotional
  materials must be approved in writing prior to
  distribution and clearly indicate that the camp
  is hosted AT San José State and not BY San José
  State.

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PRIVATELY OWNED OPERATED CAMPS AND CLINICS

• The camp owner/director shall hold harmless San
  José State, its employees and representatives
  from any liability or action arising from
  personal injury or property damage caused by the
  negligent act of omission or commission of the
  camp owner/director or its employees, agents or
  representatives.
• The private entity must comply with the
  University Disability Services Policy.
• Camp facility usage requests need to be submitted
  before January 31 of each year to hold
  reservations for the dates requested. An annual
  financial report, in conjunction with monthly
  bank statements, clearly identifying the annual
  revenue must be submitted to Senior Associate AD
  for Business by December 31 each calendar year.

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OUTSIDE ENTITY INSURANCE

• No Facility Use Authorization shall be released
  without the required proof of insurance coverage.
• OUTSIDE ENTITY Camps/Clinics (aka LLCs) are
  required to provide a valid Certificate of
  Insurance with the following minimal coverage
• Bodily Injury Liability 1 million combined
  general liability 2 million aggregate
• Facility Damage 50,000
• Additional Insured
• A COI and the Additional Insured Endorsement form
  that specifically names The State of California,
  The Trustees of the California State University,
  San Jose State University, and their officers,
  employees, representatives, volunteers and
  agents as additional insured entities must be on
  file before the facility use will be authorized.

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FACILITY LEASE PROCEDURES

• Once the Camp/Clinic Request form has been
  approved by the Compliance office, the date of
  the camp will be confirmed and a university
  facility lease agreement will be issued.
• The lease agreement must be completed, signed and
  returned to the Facilities Events office before
  the camp can take place.
• Costs associated with hosting the camp/clinic
  will be provided in the lease agreement and/or a
  formal estimate will be issued.
• Once the signed lease agreement and COI are on
  file, the camp/clinic will be confirmed and
  authorized to move forward.

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FACILITY USE FEE

• A facility rental fee will be assessed to each
  camp or clinic held on San José State campus. The
  fee for camps and clinics will be 10 percent of
  the gross receipts received by the camp or
  clinic.
• Does not include the Event Center
• Facility Use Fee does not include maintenance,
  field preparation, setup/tear down, janitorial,
  costs associated with FDO, etc.

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FACILITY LEASE COSTS

• There are always costs associated with hosting
  camps/clinics/events in University facilities.
• FDO Fees of Service
• Grounds (line-striping, trash, recycle,
  irrigation)
• Custodial (cleanup, restrooms)
• Utilities (interior / exterior lighting)
• IA Facilities Events
• Tables, chairs, equipment usage fees
• Staffing costs (if warranted)
• Custodial
• Setup / Tear-down
• Portable restroom rental
• Parking
• Total costs will be provided in your camp
  estimate