DCAD Compliance Wednesday, September 24, 2008

1. DCAD ComplianceWednesday, September 24, 2008 Official/Unofficial Visit rules Complimentary admissions for prospects

2. The Basics: • Prospect • A student that has started classes in the 9th grade • Official visits • Financed in whole, or in part by Dartmouth • Sponsored vs. non-sponsored • Unofficial visits • Visit made to Dartmouth at the prospects own expense

3. The Basics: • NCAA Eligibility Center • formerly NCAA clearinghouse • Registration required for official visits • Fee $50 domestic, $75 international • Dead Period (recruiting calendar) • Period when in-person contact is impermissible (on, or off-campus) • Complimentary admissions • Regular season home athletic contests • Does not apply to post-season tournaments • Issued through ticket list (no hard tickets)

4. Official Visits • Pre-visit • Ensure that the prospects register with the clearinghouse (https://web1.ncaa.org/eligibilitycenter/common/) • Provide the compliance staff with social security number or clearinghouse ID to confirm registration • Tip – send prospects the pdf of clearinghouse instructions • It is the responsibility of the coaching staff to follow up with any prospects not registered and needing assistance

5. Official Visits Required Documentation: • For sponsored visits, the Sponsored Visit form must be submitted to the Deputy AD for approval prior to submitting the official visit request • Purple or white official visit requests for the recruit and parents • Two ways to complete the request; the new electronic form was loaded onto each computer • Include individuals accompanying the prospect (parent forms) • Test scores • Transcripts • Itineraries are not required, but encouraged

6. Official Visits • Test scores & Transcripts • Need copies if AI is not yet calculated in Banner • If the feedback on prospects has been provided via email only, scores will not be in banner • Transcripts and scores are in banner if you are receiving reports with the AI calculated • Do NOT need copies if both documents are on file with the clearinghouse • Will accept confirmation email from admissions that the documents are on file

7. Official Visits • Where does the documentation go? • Ultimately all visits must be signed by compliance, but some assistants keep copies for their files • Work out a system for your sport • After a compliance approval, visits get processed by Heidi • When are the visit requests due? • The deadline is Wednesday for weekend visits (Friday, Saturday, Sunday), and Friday for visits occurring during the week (Monday-Thursday) • Will accept, and prefer to receive them early

8. Official Visits • What would keep a visit from getting approved? • No host, or incomplete hosting information • Can’t confirm that all the documents exist • No coaches signature • Host does not live on campus (residence hall only) • No fraternity’s, sorority’s or affinity houses • Visit length appears to be off

9. Official Visits • Meal cards • Violations have reached a different level for reconciliation • Review policy and expectation for use with the hosts prior to visits • If coaches are going to eat with the students in the dining hall, you can request a coaches card • If the card is not working, direct the hosts to the card office if it’s during the week

10. Official Visits • Post-visit • Collect the meal cards as soon as possible • If cash was provided or used, complete after visit record • Ask for unused movie tickets! • We need to be careful in the area • Collecting ticket stubs is a good practice • Be thoughtful when completing the request

11. Unofficial Visits • Unofficial visits • Same deadlines as official visits (Wednesday and Friday) • Should be completed for any individual that can realistically make the squad, or tryout • Can not pay any expenses • Create a system to show payment if meals are provided • For visits by multiple prospects on one team, you can fill out one form and submit a roster • Junior days require unofficial visit documentation

12. Unofficial Visits • Unofficial visits must be signed by a coach and submitted for approval to the compliance office • Any unofficial visit request that includes a comp ticket request will then go to Heidi • Do not have to provide SSN • Can not take place during a dead period

13. Complimentary Admissions • A maximum of three complimentary admissions can be provided to a prospect for a home athletic event • New exception for non-traditional families that provides two additional admissions • Requests for tickets must be included on the visit paperwork (official or unofficial) • Legislation does not restrict who gains the two admissions

14. Complimentary Admissions • The compliance office is the first step to any complimentary admission • Visit documentation is used to create prospect lists that are provided to the ticket office • Hard tickets are not issued • Can not always accommodate last minute requests • ID is required

15. Complimentary Admissions • Only applies to regular season contests • No post-season • Ticket office staff gets lists and goes to the tickets booths well in advance of game time • For teams, one unofficial visit request form, plus a team roster with a place for signatures • For double-headers, or regular season tournaments, the lists typically apply to both games and will be needed well in advance of the first contest