Official Visits
eagle press September Compliance Newsletter
Official Visits T
he beginning of the academic year signals, once again, that time when high school seniors hope to finalize their college plans. To help them in their selection, the NCAA permits institutions to provide seniors paid trips to visit their institution, known as official visits.
pect, the prospect’s parents/legal guardians or spouse need not be included in the $30 per day entertainment expense. A dessert or after-dinner snack at the coach’s residence also may be excluded from the $30 per day entertainment expense. The meals are not to exceed three per day.
also permitted to receive a complimentary meal and a complimentary admission to a campus athletic event, provided the host is accompanying the prospect during the official visit.
Number of Official Visits
Lodging on an Official Visit
Bylaw 13.6.2.2 states that a prospect can take a maximum of five official visits, with no more than one to a single institution. According to Bylaw 13.6.2.6, institutions are limited to 56 official visits in football, 12 official visits in basketball and 25 official visits in baseball. Other sports have no limitation on the number of official visits.
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 campus. In addition, Bylaw 13.6.9 states additional per sons , (e.g. , prospect’s brother, sister, friend may stay in the same room as the prospect or parents, but the institution shall not pay the additional costs resulting from the additional occupants. The additional occupants shall not be prospects being recruited by the institution.
According to Bylaw 13.6.7, an institution may provide entertainment, which may not be excessive for a prospect, the prospect’s parents or legal guardians or spouse only within a 30-mile radius of the institution’s main campus. An entertainment option is a maximum of three complimentary admissions to a home athletic event. Per Bylaw 13.6.7.2.1, two additional complimentary admissions may be provided if the prospect is a member of a nontraditional family. These must be issued on a pass list, on an individual game basis, in the general seating area.
First Opportunity to Visit
Bylaw 13.6.2.2.1 states that prospects may be provided an expensepaid visit no earlier than the opening day of classes of the prospect’s senior year in high school.
Requirements for Offer of Athletically Related Financial Aid
Academic Requirements
Prospects must present the institution with a high school transcript and a score from the PSAT, SAT, ACT or PLAN exam taken on a national testing date per Bylaw 13.6.3. The prospect must be registered with the Clearinghouse and be listed on the institution’s Institutional Request List. Student Host Length of Official Visit
Bylaw 13.6.4 states that an official visit to an institution shall not exceed 48 hours. The 48 hour period begins when the prospect first arrives on campus. Meals on an Official Visit
Bylaw 13.6.7.7 states that the cost of actual meals on the official visit for a pros-
Entertainment on an Official Visit
Per Bylaw 13.6.7.5, a student serving as a host may be provided a maximum of $30 per day to cover actual costs of entertaining the prospect, the prospect’s parents or spouse. These funds may not be used to purchase souvenirs. The student host is permitted to receive an additional $15 per day for each additional prospect he or she entertains. A student host is Morehead State Athletics
Also, beginning this August 1, 2010, the following requirements must be met before an institution may provide a written offer of athletically related financial aid (per Bylaw 15.3.2.3) to a prospective student-athlete: ( effective 8/1/10): A high school or preparatory school prospective studentathlete must register with the NCAA Eligibility Center; A high school or preparatory school prospective student-athlete must be placed on the institution’s institutional request list (IRL) with the NCAA Eligibility Center; A high school, preparatory school or transfer (if applicable) prospective studentathlete must complete the amateurism certification questionnaire administered by the NCAA Eligibility Center.
eagle press The following guidelines need to be followed during official visits:
OFFICIAL VISIT PROCEDURES In order to assure compliance with the MSU Intercollegiate Athletics OFFICIAL VISIT POLICY (By-law 13.6), the following procedures must be followed when scheduling an official visit: 1. Each prospective student-athlete making an official visit to campus and their parent or legal guardian will be mailed (UPSP or e-mail) a copy of the OFFICIAL VISIT POLICY per the NCAA and a letter of notification of 5 official visits policy (By-law 13.6.2.2) 2. The OFFICIAL VISIT APPROVAL FORM must be completed and approved by the Director of Compliance prior to the visit. 3. Email all ticket requests for Official Visit to the Ticket/Facility Manager. (Bylaw 13.6.7.2) 4. A travel request must be submitted to the Senior Associate Director of Athletics along with the approved OFFICIAL VISIT APPROVAL FORM. 5. Include with the OFFICIAL VISIT APPROVAL FORM, an itinerary detailing PSA visit. 6. The STUDENT HOST INSTRUCTIONS FORM is provided to the student host. The student host will sign the form acknowledging they are aware of all policies and will follow guidelines set forth in the OFFICIAL VISIT POLICY. 7. Once the visit has occurred, the STUDENT-HOST EXPENSE REPORT should be submitted along with receipts and the travel voucher for reimbursement to the coaching staff member for any funds incurred during the visit Unofficial Visit Reminders Unofficial Visit Guidelines
1. Review the NCAA Manual (13.7) and sport recruiting calendar. 2. The PSA may visit unlimited number of times at his/her own expense and before his/her senior year. EXCEPTION a. 13.7.11 exception men’s basketball, the PSA may not take unofficial visits during the month of July b. 13.7.1.2 Women’s Basketball, the
Unofficial Visit Reminder:
Staff Interpretation Men’s Basketball -- Unofficial Visits in July (I) Date Published: August 26, 2010 Item Ref: a
PSA may not make unofficial visits during the July evaluation period. 3. Expenses nor entertainment can be provided, except a maximum of three complimentary admissions (issued ONLY through a pass list) to a home athletics event within a 30-mile radius of the main campus, (seating ONLY in general admission). a. Tickets may not be reserved in addition to the three complimentary tickets. 4. The PSA may pay the actual cost of meals (or the regular cost of training‐table meals) and eat with other PSAs who are on official visits or enrolled student-‐athletes. 5. Special parking may not be arranged for PSAs. 6. An academic interview for the PSA may be arranged. 7. See 13.5 (Transportation and general restrictions) 8. The PSA may stay with an enrolled student-athlete in the dorm ONLY if the PSA pays the regular institutional rate for such lodging. 9. No travel costs may be paid for or to the PSA. 10. The form needs to be signed and dated by the PSA. 11. The unofficial visit form must be submitted to the Director of Compliance upon completion of visit within 2 business days. 12. The unofficial visit form will be maintained in the Athletic Department. 13. After two years, the forms will be turned over to the director of compliance for storage. Morehead State Athletics
Interpretation: The academic and membership affairs staff confirmed that in men’s basketball, it is not permissible for a prospective student-athlete to make an unofficial visit during the month of July, regardless of whether the prospective student-athlete has signed a National Letter of Intent or other written commitment, or has submitted a financial deposit in response to the institution’s offer of admission. [References: NCAA Bylaw 13.02.5.4 (dead period), 13.02.5.4.2 (exception -unofficial visit during dead period after national letter of intent signing or other written commitment), 13.7.1.1 (exception -- men’s basketball) and 13.7.1.2; and NCAA Division I Proposal No. 2009-26] Unofficial Visit Reminder:
Staff Interpretation Activities at an Off-Campus Practice or Competition Facility during an Unofficial Visit (I) Date Published: May 26, 2010 Item Ref: 1 The academic and membership affairs staff determined that the following activities at an off-campus practice or competition facility are permissible during an unofficial visit, provided the prospective student-athlete visits the institution’s campus during the unofficial visit: a. The unofficial visit may begin or end at an off-campus practice or competition facility (e.g., golf course, boathouse); b. The prospective student-athlete is permitted to eat a meal at an off-campus practice or competition facility, provided he or she pays the actual cost of the meal; c. Contact during the unofficial visit between institutional staff members or student-athletes and the prospective student-athlete at an off-campus practice or competition facility is not considered an off-campus contact.
eagle press [References: NCAA Bylaws 13.02.15.2 (unofficial visit), 13.1.6 (contacts), 13.5.3 (transportation on unofficial visit) and 13.7.2.1.1 (meals); staff interpretation (6/9/89, Item No. i); and official interpretation (4/28/94, Item No. 4)] Official Interpretation Educational Column
Recruiting and Eligibility -- Four-Year Prospective Student-Athletes -- Permission to Contact and Transfer Release -Response to Request and Hearing Opportunity (I) Date Published: August 20, 2010 Item Ref: 2 Educational Column: NCAA Division I institutions should note that NCAA Bylaws 13.1.1.3 and 14.5.5.2.10 specify that an institution shall grant or deny a request to contact and/or permit the use of the one-time transfer exception within seven business days of receipt of the request. The legislation also specifies that if the request is denied, the institution shall conduct the required hearing and provide written results of the hearing within 15 business days of receipt of the student-athlete’s written request and that the student-athlete shall be provided the opportunity to appear in-person or via telephone and actively participate in the hearing. Finally, the legislation specifies that if the institution fails to respond to the student-athlete’s written request or fails to conduct the hearing or provide written results within the specified time period, permission to contact or the transfer release shall be granted by default and the institution shall provide the written permission or release to the student-athlete. The following questions and answers are intended to assist the Division I membership with the application of this new legislation. Question No. 1: Does e-mail constitute a written request? Answer: Yes. E-mail is considered a written request. Each institution’s policies and procedures may specify whether
other forms of communication (e.g., text message) constitute a written request for permission to contact, use of the one-time transfer exception, or an appeal hearing. Question No. 2: May an institution’s response to the request for permission to contact or for a release in conjunction with the one-time transfer exception be conditioned on the student-athlete fulfilling specific obligations (e.g., academically eligible at end of term, return of apparel and equipment)? Answer: No. The legislation specifies that a student-athlete’s request must be approved or denied within seven business days of receipt of the request. Further, the legislation specifies that if the institution delays a response to the request or indicates that permission will be granted at a later date, the institution shall inform the student-athlete in writing that he or she, on request, shall be provided a hearing. Institutions should note that even if the release in conjunction with the one-time transfer exception is granted, the student-athlete still must meet the other elements of the exception (e.g., progress toward degree, eligible had he or she remained) at the time of transfer. Question No. 3: May an institution conduct an appeal hearing beyond the 15-day period if requested by the studentathlete? Answer: No. The legislation specifies that the hearing shall be conducted within 15 business days of receiving the studentathletes written request for a hearing. The legislation requires that the student-athlete be provided the opportunity to actively participate (e.g., in person, via telephone) in the hearing. However, the student-athlete may choose to participate by providing written information only. Question No. 4: What is the process to provide written permission to the studentathlete and other institutions when permission to contact or use the one-time transfer exception is granted by default? Answer: The legislation does not specify a specific process. Each institution shall develop its own protocol for providing written permission to a student-athlete and other institutions when permission to conMorehead State Athletics
tact or use the one-time transfer exception is granted by default. Question No. 5: Would conference regulations regarding transfers (e.g., intraconference transfer rules) still apply if an institution does not respond to a studentathlete’s request for permission to contact and/or use of the one-time transfer exception within the specified time period? Answer: Yes. Although permission to contact or a release must be provided in such circumstances, conference rules continue to apply. Question No. 6: If permission to contact or a release to use the one-time transfer is denied, does the legislation specify a time period by which the student-athlete must request a hearing? Answer: No. Institutions may establish policies and procedures that may require a student-athlete to request a hearing within a reasonable time period of receipt of a denial of a request for permission to contact or to receive a release to use the onetime transfer exception. Question No. 7: To whom may a student-athlete submit a written request in order to subject the institution to the response deadline? Answer: The institution may establish reasonable procedures and inform studentathletes to whom a written request for permission to contact or for a release to use the one-time transfer exception must be submitted. For example, because permission to contact another institution about transferring must be issued by the first institution’s athletics director (or an athletics administrator designated by the athletics director), it is reasonable that a written request for permission to contact must be submitted to the athletics director or his or her designee. [References: NCAA Division I Bylaws 13.1.1.3 (four-year college prospective student-athletes), 13.1.1.3.1 (hearing opportunity), 14.5.5.2.10 (one-time transfer exception, 14.5.5.2.10.1 (hearing opportunity)]
Official Visits T
he beginning of the academic year signals, once again, that time when high school seniors hope to finalize their college plans. To help them in their selection, the NCAA permits institutions to provide seniors paid trips to visit their institution, known as official visits.
pect, the prospect’s parents/legal guardians or spouse need not be included in the $30 per day entertainment expense. A dessert or after-dinner snack at the coach’s residence also may be excluded from the $30 per day entertainment expense. The meals are not to exceed three per day.
also permitted to receive a complimentary meal and a complimentary admission to a campus athletic event, provided the host is accompanying the prospect during the official visit.
Number of Official Visits
Lodging on an Official Visit
Bylaw 13.6.2.2 states that a prospect can take a maximum of five official visits, with no more than one to a single institution. According to Bylaw 13.6.2.6, institutions are limited to 56 official visits in football, 12 official visits in basketball and 25 official visits in baseball. Other sports have no limitation on the number of official visits.
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 campus. In addition, Bylaw 13.6.9 states additional per sons , (e.g. , prospect’s brother, sister, friend may stay in the same room as the prospect or parents, but the institution shall not pay the additional costs resulting from the additional occupants. The additional occupants shall not be prospects being recruited by the institution.
According to Bylaw 13.6.7, an institution may provide entertainment, which may not be excessive for a prospect, the prospect’s parents or legal guardians or spouse only within a 30-mile radius of the institution’s main campus. An entertainment option is a maximum of three complimentary admissions to a home athletic event. Per Bylaw 13.6.7.2.1, two additional complimentary admissions may be provided if the prospect is a member of a nontraditional family. These must be issued on a pass list, on an individual game basis, in the general seating area.
First Opportunity to Visit
Bylaw 13.6.2.2.1 states that prospects may be provided an expensepaid visit no earlier than the opening day of classes of the prospect’s senior year in high school.
Requirements for Offer of Athletically Related Financial Aid
Academic Requirements
Prospects must present the institution with a high school transcript and a score from the PSAT, SAT, ACT or PLAN exam taken on a national testing date per Bylaw 13.6.3. The prospect must be registered with the Clearinghouse and be listed on the institution’s Institutional Request List. Student Host Length of Official Visit
Bylaw 13.6.4 states that an official visit to an institution shall not exceed 48 hours. The 48 hour period begins when the prospect first arrives on campus. Meals on an Official Visit
Bylaw 13.6.7.7 states that the cost of actual meals on the official visit for a pros-
Entertainment on an Official Visit
Per Bylaw 13.6.7.5, a student serving as a host may be provided a maximum of $30 per day to cover actual costs of entertaining the prospect, the prospect’s parents or spouse. These funds may not be used to purchase souvenirs. The student host is permitted to receive an additional $15 per day for each additional prospect he or she entertains. A student host is Morehead State Athletics
Also, beginning this August 1, 2010, the following requirements must be met before an institution may provide a written offer of athletically related financial aid (per Bylaw 15.3.2.3) to a prospective student-athlete: ( effective 8/1/10): A high school or preparatory school prospective studentathlete must register with the NCAA Eligibility Center; A high school or preparatory school prospective student-athlete must be placed on the institution’s institutional request list (IRL) with the NCAA Eligibility Center; A high school, preparatory school or transfer (if applicable) prospective studentathlete must complete the amateurism certification questionnaire administered by the NCAA Eligibility Center.
eagle press The following guidelines need to be followed during official visits:
OFFICIAL VISIT PROCEDURES In order to assure compliance with the MSU Intercollegiate Athletics OFFICIAL VISIT POLICY (By-law 13.6), the following procedures must be followed when scheduling an official visit: 1. Each prospective student-athlete making an official visit to campus and their parent or legal guardian will be mailed (UPSP or e-mail) a copy of the OFFICIAL VISIT POLICY per the NCAA and a letter of notification of 5 official visits policy (By-law 13.6.2.2) 2. The OFFICIAL VISIT APPROVAL FORM must be completed and approved by the Director of Compliance prior to the visit. 3. Email all ticket requests for Official Visit to the Ticket/Facility Manager. (Bylaw 13.6.7.2) 4. A travel request must be submitted to the Senior Associate Director of Athletics along with the approved OFFICIAL VISIT APPROVAL FORM. 5. Include with the OFFICIAL VISIT APPROVAL FORM, an itinerary detailing PSA visit. 6. The STUDENT HOST INSTRUCTIONS FORM is provided to the student host. The student host will sign the form acknowledging they are aware of all policies and will follow guidelines set forth in the OFFICIAL VISIT POLICY. 7. Once the visit has occurred, the STUDENT-HOST EXPENSE REPORT should be submitted along with receipts and the travel voucher for reimbursement to the coaching staff member for any funds incurred during the visit Unofficial Visit Reminders Unofficial Visit Guidelines
1. Review the NCAA Manual (13.7) and sport recruiting calendar. 2. The PSA may visit unlimited number of times at his/her own expense and before his/her senior year. EXCEPTION a. 13.7.11 exception men’s basketball, the PSA may not take unofficial visits during the month of July b. 13.7.1.2 Women’s Basketball, the
Unofficial Visit Reminder:
Staff Interpretation Men’s Basketball -- Unofficial Visits in July (I) Date Published: August 26, 2010 Item Ref: a
PSA may not make unofficial visits during the July evaluation period. 3. Expenses nor entertainment can be provided, except a maximum of three complimentary admissions (issued ONLY through a pass list) to a home athletics event within a 30-mile radius of the main campus, (seating ONLY in general admission). a. Tickets may not be reserved in addition to the three complimentary tickets. 4. The PSA may pay the actual cost of meals (or the regular cost of training‐table meals) and eat with other PSAs who are on official visits or enrolled student-‐athletes. 5. Special parking may not be arranged for PSAs. 6. An academic interview for the PSA may be arranged. 7. See 13.5 (Transportation and general restrictions) 8. The PSA may stay with an enrolled student-athlete in the dorm ONLY if the PSA pays the regular institutional rate for such lodging. 9. No travel costs may be paid for or to the PSA. 10. The form needs to be signed and dated by the PSA. 11. The unofficial visit form must be submitted to the Director of Compliance upon completion of visit within 2 business days. 12. The unofficial visit form will be maintained in the Athletic Department. 13. After two years, the forms will be turned over to the director of compliance for storage. Morehead State Athletics
Interpretation: The academic and membership affairs staff confirmed that in men’s basketball, it is not permissible for a prospective student-athlete to make an unofficial visit during the month of July, regardless of whether the prospective student-athlete has signed a National Letter of Intent or other written commitment, or has submitted a financial deposit in response to the institution’s offer of admission. [References: NCAA Bylaw 13.02.5.4 (dead period), 13.02.5.4.2 (exception -unofficial visit during dead period after national letter of intent signing or other written commitment), 13.7.1.1 (exception -- men’s basketball) and 13.7.1.2; and NCAA Division I Proposal No. 2009-26] Unofficial Visit Reminder:
Staff Interpretation Activities at an Off-Campus Practice or Competition Facility during an Unofficial Visit (I) Date Published: May 26, 2010 Item Ref: 1 The academic and membership affairs staff determined that the following activities at an off-campus practice or competition facility are permissible during an unofficial visit, provided the prospective student-athlete visits the institution’s campus during the unofficial visit: a. The unofficial visit may begin or end at an off-campus practice or competition facility (e.g., golf course, boathouse); b. The prospective student-athlete is permitted to eat a meal at an off-campus practice or competition facility, provided he or she pays the actual cost of the meal; c. Contact during the unofficial visit between institutional staff members or student-athletes and the prospective student-athlete at an off-campus practice or competition facility is not considered an off-campus contact.
eagle press [References: NCAA Bylaws 13.02.15.2 (unofficial visit), 13.1.6 (contacts), 13.5.3 (transportation on unofficial visit) and 13.7.2.1.1 (meals); staff interpretation (6/9/89, Item No. i); and official interpretation (4/28/94, Item No. 4)] Official Interpretation Educational Column
Recruiting and Eligibility -- Four-Year Prospective Student-Athletes -- Permission to Contact and Transfer Release -Response to Request and Hearing Opportunity (I) Date Published: August 20, 2010 Item Ref: 2 Educational Column: NCAA Division I institutions should note that NCAA Bylaws 13.1.1.3 and 14.5.5.2.10 specify that an institution shall grant or deny a request to contact and/or permit the use of the one-time transfer exception within seven business days of receipt of the request. The legislation also specifies that if the request is denied, the institution shall conduct the required hearing and provide written results of the hearing within 15 business days of receipt of the student-athlete’s written request and that the student-athlete shall be provided the opportunity to appear in-person or via telephone and actively participate in the hearing. Finally, the legislation specifies that if the institution fails to respond to the student-athlete’s written request or fails to conduct the hearing or provide written results within the specified time period, permission to contact or the transfer release shall be granted by default and the institution shall provide the written permission or release to the student-athlete. The following questions and answers are intended to assist the Division I membership with the application of this new legislation. Question No. 1: Does e-mail constitute a written request? Answer: Yes. E-mail is considered a written request. Each institution’s policies and procedures may specify whether
other forms of communication (e.g., text message) constitute a written request for permission to contact, use of the one-time transfer exception, or an appeal hearing. Question No. 2: May an institution’s response to the request for permission to contact or for a release in conjunction with the one-time transfer exception be conditioned on the student-athlete fulfilling specific obligations (e.g., academically eligible at end of term, return of apparel and equipment)? Answer: No. The legislation specifies that a student-athlete’s request must be approved or denied within seven business days of receipt of the request. Further, the legislation specifies that if the institution delays a response to the request or indicates that permission will be granted at a later date, the institution shall inform the student-athlete in writing that he or she, on request, shall be provided a hearing. Institutions should note that even if the release in conjunction with the one-time transfer exception is granted, the student-athlete still must meet the other elements of the exception (e.g., progress toward degree, eligible had he or she remained) at the time of transfer. Question No. 3: May an institution conduct an appeal hearing beyond the 15-day period if requested by the studentathlete? Answer: No. The legislation specifies that the hearing shall be conducted within 15 business days of receiving the studentathletes written request for a hearing. The legislation requires that the student-athlete be provided the opportunity to actively participate (e.g., in person, via telephone) in the hearing. However, the student-athlete may choose to participate by providing written information only. Question No. 4: What is the process to provide written permission to the studentathlete and other institutions when permission to contact or use the one-time transfer exception is granted by default? Answer: The legislation does not specify a specific process. Each institution shall develop its own protocol for providing written permission to a student-athlete and other institutions when permission to conMorehead State Athletics
tact or use the one-time transfer exception is granted by default. Question No. 5: Would conference regulations regarding transfers (e.g., intraconference transfer rules) still apply if an institution does not respond to a studentathlete’s request for permission to contact and/or use of the one-time transfer exception within the specified time period? Answer: Yes. Although permission to contact or a release must be provided in such circumstances, conference rules continue to apply. Question No. 6: If permission to contact or a release to use the one-time transfer is denied, does the legislation specify a time period by which the student-athlete must request a hearing? Answer: No. Institutions may establish policies and procedures that may require a student-athlete to request a hearing within a reasonable time period of receipt of a denial of a request for permission to contact or to receive a release to use the onetime transfer exception. Question No. 7: To whom may a student-athlete submit a written request in order to subject the institution to the response deadline? Answer: The institution may establish reasonable procedures and inform studentathletes to whom a written request for permission to contact or for a release to use the one-time transfer exception must be submitted. For example, because permission to contact another institution about transferring must be issued by the first institution’s athletics director (or an athletics administrator designated by the athletics director), it is reasonable that a written request for permission to contact must be submitted to the athletics director or his or her designee. [References: NCAA Division I Bylaws 13.1.1.3 (four-year college prospective student-athletes), 13.1.1.3.1 (hearing opportunity), 14.5.5.2.10 (one-time transfer exception, 14.5.5.2.10.1 (hearing opportunity)]
