Camps and Clinics

1
Camps and Clinics

• Summary of Procedures

2
Pre-Camp/Clinic Procedures

• Each sport intending to conduct a camp/clinic
  must designate an individual (head/assistant
  coach, operations director) to serve as camp
  director. The director is responsible for
  ensuring that proper policies and procedures are
  followed.

3
Pre-Camp/Clinic Procedures

• Submit UA Outside Income Agreement for Athletics
  Department Staff Members Form in December. All
  athletic staff members must receive prior annual
  written approval from the President (See NCAA
  Bylaw 11.2.2).

4
Pre-Camp/Clinic Procedures

• Submit proper documentation from the UA Pre- and
  Post Camp / Clinic Checklist to the athletic
  compliance office with any necessary attachments
  i.e., brochures, website materials,
  advertisement, etc. in advance of printing
  brochures or advertisements and in advance of the
  start of the camp/clinic. Submit UA Job
  Description for UA Camp/Clinic Employees.

5
Pre-Camp/Clinic Procedures

• Submit the UA Camp / Clinic Student-Athlete
  Staff Compensation Form to the athletic
  compliance office to receive prior approval from
  the Associate Athletic Director for Compliance to
  employ your student-athletes and other staff
  prior to the start of the camp.

6
Pre-Camp/Clinic Procedures

• Submit the UA Free or Reduced Admission Recipient
  / Group Memorandum to the athletic compliance
  office to receive prior approval from the
  Associate Athletic Director for Compliance for
  any recipients who will receive camp or clinic
  free or reduced admission privileges.

7
Post-Camp/Clinic Procedures

• Each camp director must complete the following
  forms in their entirety. The post-camp reports
  must be submitted to the Associate Athletics
  Director for Compliance within 60 days following
  the completion of all camp/clinic sessions.
  Subsequent to the camp or clinic the following
  forms must be submitted to the athletics
  compliance office

8
Post-Camp/Clinic Procedures

• UA Sports Camp / Clinic Financial Report /
  Accounting Form (which combines all sessions of
  camp).

9
Post-Camp/Clinic Procedures

• UA Sports Camp / Clinic Final Registration Form
  (one submitted for each session of camp).
• Copies of completed camp/clinic applications,
  credit card receipts, cash receipts, money orders
  or checks should be maintained with the payment
  ledger/registration list.
• Camp Director may submit this information in any
  matter does not have to appear on this specific
  form.

10
Post-Camp/Clinic Procedures

• UA Sports Camp / Clinic Refund List (one
  submitted for each session of camp).

11
Post-Camp/Clinic Procedures

• FINAL UA Camp / Clinic Student-Athlete Staff
  Compensation Form (one submitted for each session
  of camp).

12
UA Sports Pre- and Post-Camp/Clinic Checklist

• If a item on the checklist does not apply to your
  camp, then just put N/A in the blank (i.e. no
  corporate sponsorship).
• Under Procedures for depositing and expending,
  where is the camps bank account, is the account
  separate from a coachs private funds, and who
  has access to the account?

13
Other Camp/Clinic Procedures

• All athletics staff members employed in or
  attending (i.e., coaches evaluating prospects)
  sports camps and clinics (i.e., private or other
  institutions camp or clinic) must provide
  information concerning the camp or clinic on the
  UA Non-Institutional / Private Camp/Clinic
  Approval Form. The Camp/Clinic Administrator
  must complete Part II of the form, sign and
  return.