COACHES MEETING

1. COACHES MEETING BOSTON COLLEGE COMPLIANCE OFFICE SEPTEMBER 8, 2009

2. TODAY’S TOPICS • CYBERSPORTS • UNOFFICIAL VISITS • OFFICIAL VISITS • OFFICIAL VISITS PROCEDURES • TAILGATING

3. CYBERSPORTSUNOFFICIAL VISITS • Visit tab is located under the Profile View • Click on Visits tab • Includes information for both official and unofficial visits

4. CYBERSPORTSUNOFFICIAL VISITS • Click on Unofficial • Answer all questions • Click on Add • This information will be pulled into the monthly unofficial visit logs • Can also use this information to print out the Unofficial Comp Admission Form to be submitted to the Ticket Office

5. CYBERSPORTSUNOFFICIAL VISITS • Click on Reports • Scroll down to Monthly Unofficial Visit Log • Enter start and end date of the month if it is not already entered • Click on View • Only one Monthly Unofficial Visit Log has to be printed out per sport – with head coaches signature

6. CYBERSPORTSUNOFFICIAL VISITS

7. CYBERSPORTSOFFICIAL VISITS • Date of Visit is the actual date the PSA arrives to campus • Arrival Date is when the PSA arrives in the local of BC – make a note in the comments section if visit does not start until next day • Enter ALL info for official visit including • Paid By • If reimbursing include mileage or air • Travel By • EC Number • Accompanied by • Comp Tix • Host Name • Competition • Event Info • Parking Pass • Arrival Info • Departure Info

8. CYBERSPORTSOFFICIAL VISITS • Meal Cards – Each individual has their own tab • Click on the individual and enter the date and which meals you want for the meal card • Will automatically add the amounts together • If you are intending to take a PSA out for dinner, do not issue money for that meal

9. CYBERSPORTSOFFICIAL VISITS • To Print the Prior Approval Forms • Need to run a select • Easiest way to do it is by Arrival Date • Can broaden the dates to be sure to capture everyone in a particular week • Enter Date • Click Apply

10. CYBERSPORTSOFFICIAL VISITS • To Print the Prior Approval Forms • Click on Reports • Scroll down to Official Visit Prior Approval Form • Click on View • Should pull up the forms for all the PSAs that have a visit during that entered date

11. CYBERSPORTSOFFICIAL VISITS

12. CYBERSPORTSOFFICIAL VISITS • Can also print out Student-Athlete Host Form and Prospect Form • Make sure you have the same select created • Click on View and print

13. CYBERSPORTS • Additional Information • Works better when using Explorer vs. Mozilla • Please check print settings to make sure it is all on one page (gotta try and save the trees where we can)

14. OFFICIAL VISIT PROCEDURES • The Official Visit Prior Approval Form must be completed in Cybersports and printed from Cybersports • NO EXCEPTIONS!!!! • The approval form along with test scores and transcripts must be submitted to the Compliance Office at least 5 BUSINESS DAYS prior to the start of the visit • The Compliance Office will review the paperwork and send an approval notification by email

15. OFFICIAL VISIT PROCEDURES • Meal cards and parking passes can be picked up in the Compliance Office on Friday or the day the visit starts • Parking passes are only issued for football game days • If you want overnight parking on-campus you must notify the Parking Office

16. TAILGATING • Current Student-Athletes • Either an Occasional Meal that has been approved by the Compliance Officeprior to event or; • Charge each student-athlete for all the actual costs • Prospects • Official Visit – would count as one of their meals • Unofficial Visit – charge for all the actual costs • Actual Costs Include (but not limited to): • Meal (Food & Beverage) • Tables, Linens, Skirted, etc • Service/Delivery Charge