Ball State Athletics Compliance 6.10.2015 MCC Ball

  Ball  State  University                                                                Promotional  Activities  Policy  &  Procedure    Athletics  Compliance  Office                                                                                                                                                                                                   NCAA   Bylaw   12.5.1.1   Institutional,   Charitable,   Educational   or   Nonprofit   Promotions.   A   member   institution   or   recognized   entity   thereof   (e.g.,   fraternity,   sorority   or   student   government   organization),   a   member   conference   or   a   noninstitutional  charitable,  educational  or  nonprofit  agency  may  use  a  student-­‐athlete's  name,  picture  or  appearance  to   support   its   charitable   or   educational   activities   or   to   support   activities   considered   incidental   to   the   student-­‐athlete’s   participation  in  intercollegiate  athletics,  provided  all  applicable  conditions  are  met.     Documentation  Required:             Individuals  &  Departments  Involved:   1. Promotional  &  Fundraising  Activities  Request       1.  Requesting  Individual   2. Approval  Letter               2.  Athletics  Compliance  Office   3. Denial  Letter               3.  Athletics  Marketing  &  Promotion  Office     Policy: 1. Ball  State  University  does  not  provide  memorabilia  to  be  autographed.  The  requester  must  provide  the  item  to   be  signed.     2. All   promotional   activities   or   memorabilia   requests   must   be   approved   through   the   Athletics   Compliance   Office   prior  to  any  action  taken.     3. “Spur   of   the   moment”   autograph   requests   from   fans   after   an   athletics   event   do   not   have   to   be   approved   by   the   Athletics  Compliance  Office.  This  process  applies  to  organized  charitable,  educational  and  promotional  events.     Procedure:     1. All  requests  must  be  forwarded  to  the  Athletics  Compliance  Office  prior  to  the  event.     2. The   individual   requesting   approval   must   complete   and   submit   to   the   Compliance   Office   a   Promotional   &   Fundraising  Activities  Request  for  review.       3. A  memo  on  the  nonprofit  organization’s  letterhead  must  be  submitted  with  the  aforementioned  forms,  which   include  the  following  information:     a.) The  501c  code  for  the  nonprofit  organization;   b.) A  statement  describing  the  event;   c.) A  statement  as  to  who  will  be  benefiting  from  any  fundraising  activities  associated  with  the  event;  AND   d.) The  age  group  of  those  benefiting  from  the  event.     4. The  Athletics  Compliance  Office  will  review  all  documents  submitted  and  either  approve  or  deny  the  request.     5. The   Athletics   Compliance   Office   will   inform   the   Athletics   Marketing   &   Promotions   Office   of   the   request’s   approval  or  denial.     6. The  Athletics  Compliance  Office  will  only  distribute  a  Denial  Letter  to  the  individual  requesting  the  promotional   activity.     7. Once   the   approval   or   denial   has   been   submitted   to   the   Athletics   Marketing   &   Promotion   Office,   they   will   complete  the  process.  

Ball  State  Athletics  Compliance   6.10.2015  MCC