Central Michigan University Athletics Department Compliance Meeting February 11, 2009
Updated Recruiting Calendar • Recruiting Calendar—February / March • Baseball:Month of February = Quiet PeriodMarch 1 = Begin Contact Period • Men’s Basketball:Entire month of February – March 15 = Evaluation Period / March 16-22 =Contact Period • Women’s Basketball:Entire month of February = Evaluation Period / March 1 – April 2 = Contact Period • Football:Feb 6 – Apr. 14 = Quiet Period • Softball:February/March – Contact Period • Volleyball:February/March– Contact Period • Track / CC: February/March – Contact Period except for March 13 – 15 = DEAD PERIOD
Financial Aid Update • All SA’s need to communicate with their advisor/you regarding withdrawing / adding courses • Summer Financial Aid applications are now available with Academic Services - Phase I registration: February 23 – April 24th - First session : May 18 – June 25th - Second session: June 29 – August 6th • 5th year financial aid (exhausted eligibility) applications are now available with Academic Services - 5th year SA’s may receive up to tuition/books for credits required for graduation)
University of Albany • 2009University of Albany - Major Infractions CaseInvolves impermissible text messages to over 100 recruits • On 36 occasions during the 2007 fall semester, several (5 total) assistant football coaches sent impermissible text messages to prospective student-athletes… The majority of the text messages were sent using a recruiting software program that enabled a coach to type a single message and send it to several prospects at once. As a result, the 36 occasions when football coaches sent text messages resulted in 331 messages sent and 220 prospects contacted. • During the summer of 2008, the head baseball coach sent 56 impermissible text messages
University of Albany • The violations occurred because the coaches misunderstood the text-messaging ban and essentially believed a text message would be treated like a phone call under the legislation. The coaches interpreted the ban to mean that the sending of an unlimited amount of text messages was banned, but they thought that one text message per week could be sent to a high school senior prospect in lieu of the usual weekly phone call. In these circumstances, NCAA legislation permits one weekly telephone call during the fall semester of a prospect's senior year between September 1 and the beginning of the contact period in late November.� Further, as noted in this finding and detailed in Finding B-2, the institution failed to adequately monitor text messaging during the 2007 fall semester, which allowed the coaches to begin sending text messages in September and continue until December.� • Penalties: Scholarship reduction in baseball, official visit reduction in football, off-campus recruiting restricted, suspended recruitment of prospects that were sent text messages, suspended recruiting activities of coaches for up to 48 weeks!
Recruiting Records • Recruiting Records • Recruiting Record Policy– Make sure you and your staff record all contacts / evaluations / phone calls / ALWAYS RECORD MESSAGE CALLS (fresno state, oklahoma) • Each coaching staff member should be clearly marked on records for calls / evaluations / contacts • Final Audit -- Is currently being reviewed by Internal audit! • We do audit both office and cell phone records AND data bills (text messages) If you call from your home phone, you must provide us with access to the records! • Warning:Expense Vouchers & Mileage Reimbursement Requests that claim “recruiting expenses” should have supporting contact or evaluation records – WE DO AUDIT THESE RECORDS!
TCU – International SA’s • Assistant Coach B provided $100/ month to two international SA’s because they weren’t aware that 14% of their athl. aid would be deducted for taxes. • The head coach and assistant coaches provided $$$$ to SA’s to help with: rent ($500, bus ticket ($100), plane ticket for Kenyan SA to enroll ($1000) • All International sa’s that receive any scholarship above (60%) tuition/books (room/board) are taxed. For a full scholarship, sa, this comes out to around $700 per semester!! • The situations of international student-athletes require particular vigilance; as they are unable to work in this country and as they have 14 percent of their scholarship funds withheld to pay taxes, international students often face financial shortfalls while attending college in this country. When those international students participate in athletics, it is the responsibility of the institutions to monitor the manner in which their expenses are being covered. • Medical history information may be required for future int’l SA’s before issuing NLI • Int’l students are eligible to apply for the NCAA Special Assistance Fund – must complete FAFSA (available in Financial Aid Office)
NEW Camp/Clinic Interpretation • NCAA 1/15/09: an institution may advertise or promote an institutional camp or clinic in any way, provided any camp or clinic advertisement or promotion (e.g., camp brochure, Web site, newspaper or magazine advertisement) stipulates that the camp or clinic is open to any and all entrants (limited only by number, age, grade level and/or gender). • STILL NOT permitted to use current SA’s on publication materials
Recent Questions • A prospect just signed an NLI with CMU and I want to send them a strength and conditioning program – do I have to send it within a body of an e-mail or letter? • NO! (184.108.40.206.j) Necessary pre-enrollment information regarding orientation, conditioning, academics and practice activities, may be provided to a prospective student-athlete, provided he or she has signed a National Letter of Intent or institutional financial aid agreement or has been officially accepted for enrollment. • If they have signed an NLI or have paid their orientation fee, you can mail (including express mail) pre-enrollment info (not recruiting materials)
Recent Questions • What does a prospect have to pay to stay in a dorm with one of our current SA’s on an unofficial visit (old rate was $56)? • Answer: CMU Athletics has established a rate of $18/night for all unofficial visits arranged by CMU. You must provide Compliance with the $$ and information on the prospect at the completion of the visit, and Josh will forward to Residence Life. • Why $18? $18 is a prorated daily rated based upon the room charges for the semester ($1917) for 2008-2009. • This will fluctuate each academic year! • $56 is the current guest room rate on campus if a prospect wants to have their own room…
New Legislation – Recruiting Materials • General information (e.g., information not created for recruiting purposes) posted to an institution's Web site (e.g., press release, competition schedule) may be sent to a prospective student-athlete via electronic mail as an attachment or a hyperlink or such information may be printed on plain white paper with black ink and provided to a prospective student-athlete as an attachment to general correspondence, via facsimile or during any permissible on- or off-campus contact.
New Legislation – Skill Related Instruction • In sports other than football, to specify that skill-related instruction shall not be publicized and shall not be conducted in view of a general public audience. • Rationale: Current legislation permits student-athletes (in sports other than football) outside the playing season to engage in eight hours of required conditioning and skill-related instruction, with no more than two of those hours being devoted to skill-related instruction activities. After September 15 and prior to April 15th, there are no limitations on the number of student-athletes who may be involved in such activities at any one time. Skill-related instruction is not designed to be used as a recruiting tool to permit institutions to schedule activities that give the appearance of full-fledged practice prior to the first permissible in-season practice date (e.g., midnight madness) and create a celebrity atmosphere during campus visits by prospective student-athletes. This proposal will ensure that out-of- season activities will focus on their true intent by prohibiting institutions from conducting such activities before a public audience. • Skill related instruction question: Does film count towards the 2 hr. skill instruction limitation? YES! Required conditioning and weight training are the only other activities permitted during the 8 hr. block
New Legislation – Skill Related Instruction • In basketball, to specify that an institution shall not employ (either on a salaried or a volunteer basis) an individual who is involved in coaching PSAs or is associated with a PSA as a result of the PSA's participation in basketball as a speaker or presenter at any athletically related events or activities (e.g., camps or clinics, booster club functions, as outside consultant). • Still permissible to employ high school coaches, however they cannot speak other than in a skill instruction capacity
New Legislation – Skill Related Instruction • In men's basketball, for purposes of the tryout rule and the regulations related to camps and clinics, to specify that a PSA is an individual who has started classes for the seventh grade. • Not permissible to work any non-CMU camps/clinics involving 7th graders + above
Financial Aid Review Financial Aid Review for Institutional Scholarships FA
New Legislation – Prospect • An individual shall no longer be considered a prospect for purposes of the contact limitations in Bylaw 13 and shall be considered a SA for purposes of Bylaw 16 at the point in which he or she officially registers and enrolls and attends classes in an institution's summer term prior to initial full-time enrollment. • Allowed to utilize Academic Center, training room, occasional meals, unlimited contacts…
Recruiting after signing NLI • After PSA Signs NLI (220.127.116.11) • No limits on contacts – except for DEAD PERIODS (MFB & MBK – Limited to contact period when at PSA’s educational institution & no more than one visit per week) • ***Multi-sport athletes – one visit per week by institution • Contact Before Event/Competitions – No contact with the prospect at the site of competition until the competition has ended and the prospect has left the locker room. However, contact with the prospect’s relatives during the competition is permitted – must be in contact period for FB and MBK. • No limit on evaluations– Still limited to evaluation restrictions: Observation of team = evaluation for whole team • No limit on phone calls – (ONLY for those who signed an NLI) -walk-ons are still limited to once per week) Remember, no calls for a prospect once they report on call for a competition!
NLI and Electronic Communication Electronic communication – after signing NLI ALL SPORTS • (18.104.22.168.1) After a prospect signs a NLI (or for those who are ineligible to sign NLI (4-year prospect) who sign financial aid agreement), there is no limit on the forms of electronic transmitted correspondence an institution may send to a prospect or their parents. • This means that you can text and instant message prospects after they have signed an NLI much as you want EXCEPT for when a prospect is on-call at a competition site – still no communication when they are on call! • Walk-ons who pay their orientation fee do not fall within this exception – you cannot text, IM these prospects after they have paid their orientation fee! after May 1 of a PSA's senior year in high school, there shall be no limit on the forms of electronically transmitted correspondence that may be sent by an institution to the PSA, provided the institution has received his or her room or tuition deposit in response to the institution's offer of admission.
Recruiting after signing NLI • Question: A prospect that has signed an NLI with CMU is attending our away competition and we would like to talk to him/her after our game. This is ok right? • Yes, you can have contact with the prospect, because you do have an unlimited number of contacts now that the prospect has signed an NLI. Because you are off-campus only permissible recruiters can have contact with the prospect. Anyone not designated as a recruiter cannot have contact with the prospect, and only the permissible number of recruiters that are allowed off campus at any one time may contact the prospect. In basketball, recruiting person days still count for nli signees! • Evaluation/recruiting person days still count for volleyball, softball and basketball for all NLI signees you evaluate!
Promotional Activities • Remember that anytime student-athletes are appearing on behalf of CMU at a charitable, educational, or institutional event (e.g., visit to local hospital, school, or Chamber of Commerce luncheon), a promotional activities form must be submitted to the Compliance Office (available on intranet) • SA’s name, picture, or status as an athlete cannot be used to promote a commercial product! (e.g., CD’s, local businesses, yo-yo man) • This also includes providing memorabilia to local businesses with student-athlete signatures/pictures. (local golf course conducting auction to raise $$$ for course – only coaches can contribute autographs!) • Autographs of individual sa’s should never distributed unless personalized! Request for memorabilia donations must be cleared by compliance! • Case Study: A softball student-athlete (SA) provided a commercial entity with a quote endorsing the commercial entity. Specifically, during the off season, the SA occasionally goes to a training facility near her hometown to workout. In an effort to promote the facility, the facility administrators have included quotes from various professional and Olympic athletics on their Web site. The SA provided the facility with an endorsement quote. The SA was not compensated for her comments nor did she receive any other type of benefits. SA declared ineligible for competition.
Playing Season - Travel Issues • An eligible student-athlete may receive actual and necessary travel expenses to represent the institution in athletics competition, provided the student-athlete departs for the competition no earlier than 48 hours prior to the start of the actual competition and remains no more than 36 hours following the conclusion of the actual competition even if the student-athlete does not return with the team. • Exceptions: • travel during institution’s vacation period • NCAA Championships • 22.214.171.124.1 No Class Time Missed for Practice Activities: No class time shall be missed for practice activities except when a team is traveling to an away-from-home contest and the practice is in conjunction with the contest (exception to missed class is practice on day of departure). • Practice before departing for road trip is ok, however keep in mind times on travel letters for missed class!!
Equipment Issues • All equipment / apparel that is received by a CMU staff member or student-athlete must be received, distributed, and inventoried by Equipment Operations no matter if they are receiving it as personal items (coaching benefit) or as team items. Please note that personal items are considered “outside income” and must be pre-approved if the benefit is > $1000. • Negotiated rates: Negotiated “CMU rates” that CMU receives from vendors are a concern in terms of extra benefits. Even if CMU is not contributing $1 for an item (e.g., sunglasses, jackets), the items are still the property of CMU and must be received, distributed, and inventoried as any other equipment / apparel item. The only time in which a student-athlete can take advantage of a negotiated rate is if the items are required for practice / competition. Student-athletes are NOT permitted to purchase additional apparel / equipment (additional sunglasses, clothing) at a reduced rate. • Such an arrangement constitutes an extra benefit if arranged by the institution or its staff members, or preferential treatment if provided by the equipment manufacturer unless the opportunity to purchase items in this manner is available to the general student body.
Equipment Issues • At the end of the year, equipment must be turned in and inventoried unless student-athletes are allowed to keep certain pieces of equipment over the summer months (gloves, bats, sunglasses, etc.). • Equipment retention in final season of eligibility: Student-athletes in their final season of eligibility may not retain equipment at the end of their career without CMU assigning a cost value to the equipment and charging the student-athlete the market value for the item. • If the market value is greater than what the student-athlete initially paid for the item, then they must pay the additional cost. • If the market value is less than what the student-athlete initially paid for the item, student-athletes are not required to provide any additional funds to retain the item. • Documentation of the above is essential to ensure compliance. Obviously with more personal items (sunglasses), there is a good chance that they will go through significant depreciation during the season, so in most cases, they probably would depreciate below the market value; however we still must certify each piece of equipment using this process!