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Official Visits NCAA Rules & SJSU Policy

Official Visits NCAA Rules & SJSU Policy. Compliance Office Education September 15 & September 17. APPROVAL PROCESS. Official Visits must be approved by the Compliance Office 48-hours prior to the start of the visit .

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Official Visits NCAA Rules & SJSU Policy

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  1. Official VisitsNCAA Rules & SJSU Policy Compliance Office Education September 15 & September 17

  2. APPROVAL PROCESS • Official Visits must be approved by the Compliance Office 48-hours prior to the start of the visit. • Approval is communicated via email to the sport coaching staff and Business Office. • The Compliance Office approval email must be received prior to arranging transportation or lodging for the visit.

  3. In order to attain approval, an Official Visit Approval Form must be submitted to the Compliance Office along with the following items: • High School/Prep School • Copy of official high school transcript • Copy of official SAT, PSAT, ACT or PLAN scores • Registered with NCAA Eligibility Center (EC), placed on SJSU’s Institutional Request List (IRL) and printed EC Status Report • Detailed Official Visit Itinerary • Junior College (JC) • Copy of official JC transcript • Proof of NCAA EC qualifier status via printed EC Status Report if prospect is enrolled in his/her first year of JC • Detailed Official Visit Itinerary

  4. Items Needed, cont’d... • Four-Year College • Copy of official college transcript • Permission to Contact letter from previous institution • Detailed Official Visit Itinerary • Although only high school/prep school prospects are required to be registered with the EC and placed on SJSU’s IRL before being provided an official visit, the Compliance Office will place any prospect taking an official visit on the IRL if that prospect is registered with the EC.

  5. TRANSCRIPT EVALUATION REQUEST • If a coaching staff wishes to receive a preliminary transcript evaluation for a prospect taking an official visit, a Transcript EvaluationRequest Form must be submitted with the Official Visit Request Form. The transcript evaluation will be completed in accordance with the Transcript Evaluation Policy.

  6. FIRST OPPORTUNITY TO VISIT • High School Prospects may be provided an official visit no earlier than the first day of classes of the prospect’s senior year in high school. • Men’s Basketball: Prospects may be provided an official visit after January 1 of their junior year in high school. • Women’s Basketball: Prospects in their junior year of high school may be provided an official visit the Thursday after the conclusion of the Women’s Basketball Championship. • JC Prospects who have been deemed nonqualifiers by the EC may NOT be provided an official visit until he/she has completed one academic year at the JC. • Four-Year College Prospects may be provided an official visit only after SJSU has received permission to contact from the previous institution.

  7. ANNUAL LIMITS ON THE NUMBER OF VISITS PER SPORT • The NCAA places the following annual (August 1 – July 31) limits on the number of official visits in the sports listed below: • Football– 56 (6 may be carried over to the next academic year if unused) • M/W Basketball – 12 • Baseball – 25

  8. 1. If a prospect’s flight to visit campus arrives at SFO, the 48-hour official visit period begins when the prospect is picked up from SFO by a coach. • False • Bylaw 13.5.2.4: During the official visit, any athletics department staff member may provide ground transportation for a prospect and his/her parents, relatives/guardians between campus and any bus or train station or airport.  • If the transportation is from an airport or bus or train station other than the major airport or bus or train station nearest the institution, the 48-hour official visit period begins with the initiation of the ground transportation by the staff member. • SFO has been approved as the nearest major airport to SJSU.

  9. 2. When a coach drives a prospect from his/her house to campus for an official visit, when does the 48-hour official visit period begin? • A. When the coach begins transporting the prospect • Bylaw 13.5.2.2.2: Except for transporting the prospect from the airport, bus or train station, coaching staff members may not accompany a prospect to or from an official visit unless the prospect travels only by automobile. • If such transportation is used, the 48-hour period of the official visit begins when the coach begins transporting the prospect to campus. • A coach who makes an in-person, off-campus contact with a prospect prior to transporting him/her to campus for an official visit is charged with a countable contact (May only occur during a permissible contact period).

  10. 3. An institution may pay transportation for a prospect to come to campus for an official visit and then stay to enroll at the institution. • False • Bylaw 13.6.4: A prospect may remain in the locale of the institution at the conclusion of the 48-hour period for reasons unrelated to the official visit, provided the individual departs campus, and the institution does not pay any expenses thereafter, including the cost of return transportation to the prospect‘s home.  • Additionally, if the prospect does not return home prior to attending the institution, the one-way transportation to the campus would be considered a violation.

  11. 4. If a prospect is picked up at SJC and provided a sit down meal with a coach at the airport the night before his/her arrival on-campus, the 48-hour period begins with the prospect’s arrival on-campus. • False • Official Interp. 10/19/12 (c): A prospect may receive a "sit-down" meal at the airport or bus or train station nearest the institution with an athletics department staff member at the time of his/her arrival for an official visit or a "sit-down" meal en route to campus with an athletics department staff member; however, such a meal begins the 48-hour official visit period.Under these circumstances, the prospect's parents (or legal guardians), spouse and/or children may also receive such a meal.

  12. 5. A prospect may stay with a student-host in a dorm the night before an official visit without starting the 48-hour period. • False • Ed. Column 12/20/99: If a prospect lodges with a student-athlete or is entertained by the student-athlete, the 48 hours commences at that time. • Student-athletes/staff members are not permitted to go to the hotel where a prospect is staying after he/she has checked-in.

  13. TIME LIMITATIONS • Official visits may not exceed 48 hours. In most cases, the official visit will begin when the prospect arrives on-campus or any entertainment is provided to the prospect prior to arriving on-campus. • All prospects on official visits must depart the campus within 48 hours of the start of the official visit. • A prospect may remain in the San Jose area past the 48-hour limit, but SJSU may not pay for any additional expenses, including return transportation for the prospect.

  14. Time Limitations, cont’d... Exceptions to 48-hour official visit limitation… [10/19/12, 2 Official Interpretations] • A prospect may receive lodging in the locale of the institution without beginning the 48-hour official visit period in instances in which he/she arrives in the locale too late to begin the official visit that day.  Such expenses may NOT be provided for any other individual who is accompanying the prospect (e.g., parents, spouse) prior to the start of the 48-hour official visit period, including the cost of additional occupants in the same room. • Men’s Basketball: A prospect’s parents or legal guardians (up to two people) may receive lodging in this instance but such expenses may not be provided for any other individual accompanying the prospect (e.g., spouse, children) prior to the start of the 48-hour period, including the cost of additional occupants in the same room.

  15. Time Limitations, cont’d... Exceptions to 48-hour official visit limitation, cont’d… • A prospect may receive a drive-thru or "to-go" meal while in transit with an athletics department staff member from the major airport or bus or train station nearest the institution without beginning the 48-hour official visit period.  Such expenses may NOT be provided for any other individual who is accompanying the prospect (e.g., parents, spouse, children) prior to the start of the 48-hour official visit period. • Men’s Basketball: A prospect’s parents or legal guardians (up to two people) may receive the same drive-thru or “to-go” meal in this instance butsuch expenses may not be provided for any other individual accompanying the prospect (e.g., spouse, children) prior to the start of the 48-hour period.

  16. Time Limitations, cont’d... Exceptions to 48-hour official visit limitation, cont’d… • A prospect may receive a meal at or in the vicinity of his/her place of lodging without beginning the 48-hour official visit period in instances in which he/she arrives in the locale of the institution too late to begin the official visit that day, provided no athletics department staff members or student-athletes are present during the meal.  Such expenses may NOT be provided for any other individual who is accompanying the prospect on the official visit (e.g., parents, spouse, children) prior to the start of the 48-hour official visit period. • Men’s Basketball: A prospect’s parents or legal guardians (up to two people) may receive the same meal in this instance but such expenses may not be provided for any other individual accompanying the prospect (e.g., spouse, children) prior to the start of the 48-hour period.

  17. Time Limitations, cont’d... The following STARTS the 48-hour period… • If a prospect receives a "sit-down" meal at the airport or bus or train station nearest the institution with an athletics department staff member at the time of his/her arrival for an official visit or a "sit-down" meal en route to campus with an athletics department staff member. • Under these circumstances, the prospect's parents (or legal guardians), spouse and/or children may also receive such a meal

  18. 6. A prospect’s plane ticket from LAX to SJC for an official visit costs $150. At the conclusion of the visit, the prospect will be traveling to Hawaii for a family vacation. What is the amount that SJSU may pay for the flight to Hawaii? • C, $150. • Bylaw 13.5.2.1: An institution may pay round-trip transportation costs for a prospect’s official visit from any location, provided the prospect returns to the original point of departure. • If return transportation is provided to another location, the cost may not exceed round-trip expenses from the prospect's original point of departure. • Use of a limousine or helicopter for such transportation is prohibited. 

  19. 7. An institution may arrange for a prospect to use upgrades (e.g., Early Bird Check-In) connected with the purchase of an airline ticket for an official visit. • False • Bylaw 13.5.2.3.1: An institution may not arrange payment of the airline ticket to allow a prospect (or the prospect's relatives, friends or legal guardians) to take advantage of ticket bonuses, rebates, refunds, upgrades or other benefits connected with the purchase of the ticket.

  20. TRANSPORTATION By Automobile • Institution may pay round-trip expenses to the individual incurring the expense (except to the prospect’s coach). • The prospect may use any automobile so long as the automobile is not owned or operated or its use arranged by the institution or a booster. • When traveling by automobile, a prospect’s friends or relatives may accompany the prospect cost free. • An SJSU coach may accompany a prospect to campus via automobile with the understanding that the 48-hour official visit period begins as soon as the transportation to campus begins. To receive reimbursement for travel by automobile, the prospect and SJSU coaching staff must complete the Official Visit Travel Voucher and submit it, along with a Travel Claim to the Business Office.

  21. Transportation, cont’d... By Air • SJSU may provide air transportation to a prospect to and from an official visit using only commercial transportation at coach-class airfare. SJSU must make the arrangements for the ticket to avoid the prospect taking advantage of ticket bonuses, rebates, upgrades, or other benefits which are impermissible per the NCAA. • Coaching staff members may not accompany a prospect during air travel. • SJSU may NOT provide air transportation for friends or relatives of the prospect accompanying the prospect. Men’s Basketball: An institution may pay the actual round-trip costs for a prospect's parents or legal guardians (up to two people) to accompany the prospect.

  22. Transportation, cont’d... By Air, cont’d… • An institution may pay round-trip transportation costs for a prospect’s official visit from any location, provided the prospect returns to the original point of departure. • If return transportation is provided to another location, the cost may not exceed round-trip expenses from the prospect's original point of departure. If the prospect does not travel to and from the same location, return travel arrangements must be approved in advance by the Compliance Office. • Use of a limousine or helicopter for such transportation is prohibited. • Ground transportation from an airport or bus or train station other than the major airport or bus or train station nearest the institution, the 48-hour official visit period begins with the initiation of the ground transportation by the staff member. • SFO has been approved as the nearest major airport to SJSU.

  23. Transportation, cont’d... Local Transportation • SJSU may provide transportation for a prospect (and those accompanying him/her) on an official visit to view institutional practice or competition sites or other institutional facilities (even outside a 30-mile radius) and to attend athletics contests at local facilities when accompanied by an institutional staff member (must be within a 30-mile radius). • On-campus transportation may be provided only if institutional vehicles normally used to transport prospects around campus are used. Coaches and student hosts may use personal vehicles to transport prospects and those accompanying the prospect around campus during the visit. • SJSU or an SJSU booster may not provide an automobile for use during an official visit by the prospect or the student host. • SJSU may arrange/pay for a prospect’s parking during an official visit.

  24. 8. It is permissible to provide a pizza in addition to three meals a day to a prospect on an official visit. • True • Bylaw 13.6.7.7: The cost of actual meals, not to exceed three per day, on the official visit for a prospect and the prospect's parents/guardians, spouse or children need not be included in the $40-per-day entertainment expense. Meals must be comparable to those provided to student-athletes during the academic year. • A reasonable snack (e.g., pizza, hamburger) may be provided in addition to the three meals. • Bylaw 13.6.7.7.2: Football may provide up to four family members accompanying the prospect.

  25. 9. A faculty member may host a meal at his/her home for a prospect. • True • Bylaw 13.6.7.7.1: A luncheon, dinner or brunch at the home of an institutional staff member (e.g., the athletics director, a coach, a faculty member or the institution’s president) may be held for a prospect on an official visit, provided the entertainment is on a scale comparable to that of normal student life, is not excessive in nature and occurs on only one occasion.

  26. MEALS AND LODGING • A prospect on an official visit shall be provided lodging and take meals as regular students normally do. Local commercial facilities may be used but at a scale comparable to that of normal student life and only within a 30-mile radius of the SJSU campus. • Meals • The provision of meals on an official visit is limited to the prospect, the prospect’s parents/legal guardians, spouse and children. Such meals must be comparable to those provided to student-athletes during the academic year. • Football: An institution may provide meals for up to four family members, or their equivalent, accompanying a prospect on an official visit. • Prospects may be provided a maximum of three meals each day plus a snack. • A prospect may be provided a luncheon, dinner or brunch at the home of an institutional staff member during an official visit so long as any entertainment provided is comparable to that of normal student life, is not excessive in nature, and occurs on only one occasion. Boosters may not be present.

  27. Meals and Lodging Cont. Lodging • During an official visit, SJSU may provide lodging to the prospect, the prospect’s parents/legal guardians, and the prospect’s spouse. • Lodging may not include special accessories (e.g., hot tubs, suites) that are not available generally to all guests residing at the establishment. • Additional persons may stay in the same room as the prospect, the prospect’s parents/legal guardians, or spouse (e.g., sibling, friend, child) but SJSU may not pay the costs resulting from the additional occupants. • SJSU may not pay for any hotel charges incurred above and beyond the room rate (e.g., long distance telephone charges, damage fees, etc). • Meals and lodging may be provided while the prospect is in transit to and from the official visit. The prospect and SJSU coaching staff must complete the Official Visit Travel Voucher and submit it, along with a Travel Claim to the Business Office for reimbursement of such meals and/or lodging.

  28. 10. A prospect may claim complimentary admissions without an ID. • False 11. It is permissible for a prospect to view a competition from a team’s bench. • False

  29. Bylaw 13.6.7.2 • During the official visit, a max of three comp admissions to a home athletics event at any facility within a 30-mile radius of campus in which the institution's team practices or competes  may be provided to a prospect.  • Such admissions are for the exclusive use of the prospect and those accompanying him/her and must be issued through a pass list on an individual-game basis. Photo ID must be presented to claim comp admissions. It is not permissible to provide comp admissions to any postseason competition. • Seating may only be in the general seating area of the facility. Providing seating during the conduct of the event (including intermission) for the prospect or those persons accompanying the prospect in the facility's press box, special seating box(es) or bench area is specifically prohibited. • Nontraditional family (stepparents) = +2 • Football = +2

  30. 12. An SJSU coach may leave his/her friend, who is a high school coach, a hard ticket to a contest. • False • Bylaw 13.8.1: Entertainment of a high school, prep school or two-year college coach or any other individual responsible for teaching or directing an activity in which a prospect is involved is limited to providing a max of TWO comp admissions to home competitions at any facility within a 30-mile radius of campus. • Comp admissions must be issued through a pass list on an individual-game basis. Photo ID must be presented to claim comp admissions.  It is not permissible to provide comp admissions to any postseason competition. • Entertainment may not include food, refreshments, room expenses, or transportation to/from campus or the contest.   • Coaching staff members are expressly prohibited from spending funds to entertain a prospect's coach on or off campus.

  31. COMPLIMENTARY ADMISSIONS • Sports other than Football: A prospect is permitted a maximum of three complimentary admissions to a home athletics event at any facility within a 30-mile radius of the SJSU campus. • Nontraditional Family: Prospects who are members of a nontraditional family (e.g., divorce, separation) may receivetwo additional complimentary admissions to accommodate parents and stepparents. • Football: A prospect is permitted up to five complimentary admissions to a home athletics event at any facility within a 30-mile radius of the SJSU campus. The following NCAA rules govern complimentary admissions: • They are for the exclusive use of the prospect and those people accompanying him/her on the visit. Prospects may not sell their complimentary admissions. • The admissions must be issued only through a pass list on an individual-game basis. • Seating must be in the general seating area of the facility utilized for the conduct of the event.

  32. Complimentary Admissions, cont’d... • Providing seating during the conduct of the event (including intermission) for the prospect and those individuals accompanying the prospect in the facilities press box, special seating boxes, or bench area is prohibited. • SJSU may not provide complimentary admissions to a prospect for a Conference post season tournament or an NCAA Championship Event. The prospect may purchase tickets only in the same manner as any other member of the general public for NCAA Championships or Conference Tournaments. • SJSU may reserve tickets for use by immediate family members accompanying a prospect during an official visit provided those additional tickets are purchased by the prospect and/or his/her guests at face value. All requests for complimentary admissions must be indicated on the Official Visit Approval Form and a Complimentary Admissions Request List must be completed and submitted to the Compliance Office, along with the Official Visit Approval Form.

  33. 13. What is the entertainment radius for a prospect on an official visit? • B. 30 Miles 14. It is permissible to bring a prospect to a tailgate hosted by alumni. • False

  34. Bylaw 13.6.7.1 • An institution may provide entertainment on the official visit only for a prospect and the prospect's parents/guardians or spouse and only within a 30-mile radius of the institution's main campus (Santa Cruz and Pescadero State Beach = OK). • Entertainment and contact by a booster during the official visit are prohibited. It is not permissible to entertain other relatives or friends (including dates) of a prospect at any time at any site.

  35. 15. It is permissible to rent a boat for a prospect that costs more than $100 during an official visit. • False • Bylaw 13.6.7.8: If a boat, snowmobile, recreational vehicle or similar recreational equipment (including those provided by an institutional staff member or a booster) is used to entertain a prospect or the prospect's parents/guardians and spouse, the normal retail cost of the use of such equipment shall be assessed against the $40-per-day entertainment figure; further, if the normal retail exceeds the $40-per-day entertainment allowance, the entertainment may not be provided.

  36. ENTERTAINMENT SJSU may provide entertainment to prospects during the official visit. Entertainment is limited to the prospect, his/her parents/legal guardians and spouse in accordance with the NCAA regulations below: • The entertainment may not be excessive in nature. • The entertainment must be located within a 30-mile radius of campus. • SJSU is limited to a $40 per day entertainment allowance (excluding meals and complimentary admissions) for the cost of entertaining the prospect, prospect’s parents/legal guardians, spouse and student host. • No cash may be given to the prospect (or anyone accompanying the prospect) for entertainment expenses. • If a boat, ATV, or similar item is used to entertain a prospect during an official visit, the normal retail cost of the use of such item (even if the institution does not incur the full cost) shall be assessed against the $40 entertainment allowance.

  37. Entertainment, cont’d... • The entertainment allowance may not be used to purchase souvenirs (such as t-shirts) or other institutional mementos. • Prospect’s may not have contact with any SJSU boosters or members of the media during an official visit. If an unplanned meeting occurs, only an exchange of greetings is permissible. • A prospect may not participate in physical workouts while on-campus that are arranged by the coaching staff, viewed by the coaching staff or that are designed to test the prospect’s athletic ability. • Basketball: On Campus Evaluations are permitted in accordance the Compliance Office On-Campus Evaluation Policy.

  38. 16. It is permissible to buy a prospect on an official visit a sweatshirt with student host money if he/she forgot to bring a sweatshirt. • False • Bylaw 13.6.7.5(a): A student host may be provided a maximum of $40/day for each day of the visit to cover all costs of entertaining the student host(s) and the prospect, excluding the cost of meals and admission to campus athletics events. • The entertainment allowance may not be used for the purchase of souvenirs, such as T-shirts or other institutional mementos. • It is permissible to loan a sweatshirt to a prospect during a visit, but it must be returned.

  39. 17. If one host entertains two prospects for two days during an official visit, what is the total allowance the host may be provided? • A. $120 • Bylaw 13.6.7.5(a): A max of $40 for each day (24-hour period) of the visit (max of $80 for two 24-hour periods) to cover all actual costs of entertaining the student host(s) and the prospect (and the prospect's parents, legal guardians or spouse), excluding the cost of meals and admission to campus athletics events. It is permissible to provide the student host with an additional $20 per day for each additional prospect the host entertains. • $40+$40+$20+$20= $120

  40. 18. If several students host a prospect on an official visit, all hosts may be provided with a meal at the same dinner. • False • Bylaw 13.6.7.5.1: Only one student host per prospect may be provided a free meal if restaurant facilities are used. • If several students host a prospect, the $40-per-day entertainment money may be used to cover the actual and necessary expenses incurred by the prospect and all hosts. • Occasional Meal Form must be submitted if you wish to provide more than one student-athlete with a meal.

  41. STUDENT HOSTS Following are the NCAA rules and SJSU behavioral expectations pertaining to student hosts: • Must be a current student-athlete, but may not be a nonqualifier in his/her first year of enrollment. • May assist in managing the prospect’s entertainment so long as the guidelines set forth under “Entertainment” above are adhered to and the Student-Athlete Host Form is signed and submitted at the conclusion of the visit. • May be provided complimentary meals while accompanying the prospect during the official visit. More than one student-athlete host may be assigned to a prospect so long as only one host receives the benefit of a free meal.

  42. Student Hosts, cont’d... Must conduct oneself in a manner that upholds the traditions and ethical standards of SJSU. • Student-athlete hosts must abstain from underage drinking, tobacco products, and non-therapeutic drugs; such products may not be provided to prospects and their use must be discouraged. • SJSU explicitly condemns sexual harassment, sexual assault, or other sex offenses. Student-athlete hosts and prospects may not engage in any sexual offense. Student-athlete hosts may not arrange for sexual encounters for prospects. • Student-athlete hosts may not engage in any gambling activities. • Finally, student-athlete hosts are required to report any observed offenses of the standards of conduct or violations of NCAA rules to the Compliance Office.

  43. Student Hosts, cont’d... • SJSU may provide a student-athlete host with a maximum of $40 per day of the official visit to cover the actual costs of entertaining the prospect. • It is permissible to provide the student host an additional $20.00 per day for each additional prospect the host entertains. • A Student-Athlete Host Form, along with a Travel Claim must be submitted to the Business Office at the conclusion of the visit for reimbursement of the host money.

  44. 19. It is impermissible to move trophies from a trophy case in the hallway and place the trophies in a coach’s office when the coach is meeting with the prospect and his/her family. • True 20. It is impermissible to simulate a pregame introduction featuring a prospect. • True

  45. Bylaw 13.6.7.9 • An institution may not arrange miscellaneous, personalized recruiting aids (e.g., personalized jerseys, personalized audio/video scoreboard presentations) and may not permit a prospect to engage in any game-day simulations (e.g., running onto the field with the team during pregame introductions) during an official visit.  • Personalized recruiting aids include any decorative items and special additions to any location the prospect will visit (e.g., hotel room, locker room, coach's office, conference room, arena) regardless of whether the items include the prospect's name or picture.

  46. Case StudiesNCAA Interpretations

  47. Case Study #1 • SJSU has several prospects making an official visit the same weekend. • In each prospect's hotel room, SJSU left an informational packet, which included an itinerary and other logistical information. • The front page of the informational packet included the prospect's name and picture. • Prospects were also provided a lanyard with a credential that has their names on the credential.

  48. Case Study #1, cont’d... • Is the informational packet permissible? • Yes. • Is the cover page with the prospect's name and picture permissible? • Yes, because the packet contains logistical information for the visit. • Is the lanyard with the credential permissible? • Yes, lanyard is used for identification purposes.

  49. Case Study #2 During her official visit to SJSU, Jen viewed SJSU's practice gear on tables inside the locker room. • Is it permissible for SJSU to display practice gear on a table in the locker room? • Yes. Displaying practice gear on a table is not considered a special addition.

  50. Case Study #2, cont’d... Jen took a picture of herself wearing SJSU’s uniform in the locker room and posted it on facebook. • Any concern with Jen's picture? • No, provided it was not taken or posted at the direction of the institution.

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