Recruiting Process/Procedures

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Recruiting Process/Procedures
WELCOME
Athletic Compliance Office August 26, 2009
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Why are we here today?

• In an effort to create a proactive culture of
  compliance, we would like to educate all staff
  members in the areas which they regularly or
  occasionally participate in recruiting activities
  or the processes that are associated with
  recruiting activities

• Todays Agenda
• Review Recruiting Forms and the
  Process/Procedures associated with each
• Review Master Recruiting File

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Academic Evaluations and Official Visits

• Coach will submit Recruitment Activation Form(and
  required academic documents)
• All academic documents will be forwarded to CAAS
  and an Academic Evaluation will be completed and
  returned to coach and Compliance Office.
• Coach will be notified if visit is approved or
  not approved. If not approved, you will be
  informed of what else needs to be done to gain
  approval.
• Coach will submit Official Visit Itinerary to
  Compliance Office before the beginning of the
  Official Visit.
• During visit, coach will have Student Athlete
  Host sign Host Form and Recruitment Expense Claim
  (if Host money is allotted)
• After visit, coach will submit Athletics
  Recruitment Expense Claim, Request for Meal
  Reimbursement, Student Athlete Host Form, and all
  receipts for meals, hotel rooms (even if comped),
  and any transportation to/from Memphis.

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Recruitment Activation/Roster Management
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Recruitment Activation/ Roster Management Form

• Submit to Compliance Office with a copy of PSAs
  Academic Transcripts and Test Score(s)-SAT, PSAT,
  ACT, and/or PLAN in order to receive an Academic
  Evaluation and to get approval for an Official
  Visit
• Note An International Amateurism Questionnaire
  and Educational Ladder must be attached for ALL
  International PSAs. An academic evaluation will
  not be processed and an Official Visit will not
  be approved without these documents.
• Be sure to include PSAs name, SSN or NCAA EC
  ID, expected visit date, Sport Name, and name of
  Coach submitting form.
• A copy should be kept in the Master Recruiting
  File

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International Amateurism Questionnaire
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Educational Ladder
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International Amateurism Questionnaire and
Educational Ladder

• Must be submitted with Recruitment Activation
  Form in order to receive an Academic Evaluation
  and/or to receive approval for an Official Visit
  for any and all International PSAs
• Coachs should review the PSAs answers in order
  to flag any potential Amateurism Issues(i.e. pay
  for play, competing with professionals,
  competition after age 21, ect.)
• A copy should be kept in the Master Recruiting
  File

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Official Visit Itinerary
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Official Visit Itinerary

• Must be submitted before the beginning of the
  Official Visit
• Should include
• Arrival/Departure Date Time
• Persons accompanying PSA and their relationship
• All travel and hotel accommodations provided
• Name of the Student Host
• Tentative list of all meals provided
• A copy should be kept in the Master Recruiting
  File

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Athletics Recruitment Expense Claim
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Request for Meal Reimbursement
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Athletics Recruitment Expense Claim and Request
for Meal Reimbursement

• Include itemized receipts for each expense (i.e.
  meals, parking, gas, entertainment, ect.)
• Attach a copy of the hotel bill/folio(even if
  comped)
• Attach a copy of travel expense (i.e. airplane
  ticket, rental car, car/taxi service, gas, ect.)
• Be sure Student Host has signed claim if host
  money was allotted
• Be sure PSA (or parents) have signed if any
  travel expense (gas, airfare, ect.) was
  reimbursed
• Should be submitted to the Compliance Office at
  the conclusion of the visit
• A copy of both forms and all receipts should be
  kept in the Master Recruiting File and the
  originals should be forwarded to the U of M
  Accounting Office

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Student Host Form
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Student Host Form

• Should be signed by the Student-Athlete Host
  prior to hosting a PSA
• Should be submitted to the Compliance Office with
  the Athletics Recruitment Expense claim at the
  conclusion of the visit
• Keep A Copy in Master Recruiting File

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Questions
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Recruitment Travel Reimbursement
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Recruitment Travel Reimbursement

• Attach all necessary receipts
• Must submit a Contact/Evaluation Log with each
  claim
• Upon approval, Compliance will return to coach
  who will be responsible for obtaining signature
  of the sport supervisor
• A copy should be kept in the Master Recruiting
  File and the original should be forwarded to the
  U of M Accounting Office

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Contact/Evaluation Log
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Contact/Evaluation Log

• Should be submitted with every Recruitment Travel
  Claim
• Should be filled out accurately and completely
• Must contain date, name of prospect, team, and/or
  school
• Must include location(city and state)
• Submitted with each Recruitment Travel Claim and
  a copy should be kept in Master Recruiting File

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Telephone Recruiting Log
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Telephone Recruiting Log

• Submitted on a monthly basis
• Should include ALL calls made to a PSA and/or
  PSAs family members including calls that result
  in a message, voicemail, no answer, and/or
  dropped calls
• When reviewed in conjunction with a coachs phone
  bills, the Telephone Recruiting Log should
  provide an accounting for each and every call
  made whether the call is countable or not
  countable

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Questions
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Official Visit Roster
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Unofficial Visit Roster
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Official Unofficial Visit Rosters

• Each sport is required to keep an up to date
  record of all Official and Unofficial Visits
• The Official and Unofficial Visit Rosters should
  be kept in the Master Recruiting File and be made
  available to the Compliance Office upon request

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Recruiting-Person Day Log (Men and Womens
Basketball Only)
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Evaluation Day Log (Football, Softball, and
Volleyball Only)
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Recruiting Person Day and Evaluation Day Logs

• Recruiting Person Day Log- Mens and Womens
  Basketball are required to keep an up to date
  record of each recruiting person day used
• Evaluation Day Log- Football, Softball, and
  Volleyball are required to keep an up to date
  record of each evaluation day used
• A copy should be kept in the Master Recruiting
  File and be made available to the Compliance
  Office upon request

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Questions
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The Master Recruiting File

• Should be kept in one central location for each
  sport
• Should be up to date and made available to the
  Compliance Office upon request
• Should include records of any and all recruiting
  activities
• Should be kept for 6 years

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What to include in the Master Recruiting File

• Each PSAs File should include
• PSA Profile
• Recruitment Activation Form
• Academic Transcripts Test Scores
• International Questionnaire Educational Ladder
• Official Visit Itinerary
• Recruitment Expense Claim, Meal Reimbursement,
  and Student Host Form
• Receipts for PSAs travel arrangements, lodging,
  and meals

• Each Coachs file should include
• All Contact/Evaluation Logs
• Copy of all Recruitment Travel Claims
• All Monthly Telephone Recruiting Logs

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What to include in the Master Recruiting File
(cont..)

• Each Sports Master Recruiting File should also
  include
• Official Visit Roster
• Unofficial Visit Roster
• Recruiting Person Day Log (M/W Basketball Only)
• Evaluation Day Log (Football, Softball, and
  Volleyball only)

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The End

• Thank you for coming and your continued attention
  to Rules Compliance!