DEPARTMENT OF INTERCOLLEGIATE ATHLETICS
GUIDE TO RULES COMPLIANCE
Section 10 - FUND-RAISING AND PROMOTIONAL ACTIVITIES
Prior approval is required anytime a team will be involved in a fundraising, community service or promotional activity outside the university. An “Outside Activity Approval Form” must be completed by the head coach and forwarded to the Compliance Coordinator a minimum of two weeks prior to the date of the activity. The activity must be approved by the Compliance Coordinator and the sport administrator in order for the team and/or coach to participate.
Student-athletes are permitted to be involved in promotional and fund-raising activities under certain conditions. Other than those activities below, student-athletes are not permitted to participate in fund-raising or promotional activities or to allow their picture or name to be used in such a manner.
(1) NCAA regulations permit 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 to use the 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 the following conditions are met:
(a) The student-athlete receives prior written approval from the Director of Athletics to participate in the activity, subject to the limitations on playing and practice seasons.
(b) The activity does not involve co-sponsorship, advertisement or promotion by a commercial agency other than through the reproduction of the sponsoring company's officially registered regular trademark or logo on printed materials. The company's emblem, name, address and telephone number may be included with the trademark or logo. Personal names, messages and slogans (other than an officially registered trademark) are prohibited.
(c) The student-athlete does not miss class to participate.
(d) All money derived from the activity goes directly to the member institution, member conference or the charitable, educational or nonprofit agency related to participation in such activity.
(e) The student-athlete may accept legitimate and normal expenses from the member institution, member conference or the charitable, educational or nonprofit agency related to participation in this activity, provided it occurs within the state or, if outside the state, within a 100 mile radius of the IUPUI campus.
(f) The student-athlete's name, picture or appearance is not used to promote the commercial ventures of any nonprofit agency.
(g) Any commercial items with names or pictures of student athletes may be sold only at outlets controlled by the charitable or educational organization, e.g., location of the charitable or educational organization, site of charitable event during the event, or the member institution in which the student-athlete is enrolled.
(h) The student-athlete and an authorized representative of the charitable, educational or nonprofit agency sign a release statement ensuring that the student-athlete's name, image or appearance is used in a manner consistent with these requirements.
(2) The appearance, name or picture of an enrolled student-athlete may be used to promote the fund-raising activities of an institution or a charitable, educational or nonprofit organization at the location of a commercial establishment, provided the commercial establishment is not a co-sponsor of the event and the student-athlete does not promote the sale of a commercial product in conjunction with the fund-raising activity.
10.3 Participation of Department of Athletics Staff Members in Fund-Raising and Promotional Activities
NCAA regulations prohibit Department of Athletics staff members from using the institution's name or logo in the endorsement of commercial products or services for personal gain without prior approval from the Chancellor. Department of Athletics staff members also may not be compensated by an individual or commercial business for assistance in the promotion and/or distribution of sale items (e.g. calendars, pictures,…etc.) bearing the names or pictures of student-athletes.
Coaches who want to hold fund-raising activities in order to raise money to support various team activities, e.g., spring training trip, must receive prior written approval from the Director of Athletics.
Coaches who want to have promotional activities for their sports are to work with the Director of Athletics Development and Marketing. No promotional activities at athletics contests are to be held without prior notification of the Director of Athletics Development and Marketing.
To be completed by each student-athlete at the fall team meeting each year.
To be sent to any organization/agency sponsoring a fund-raising/promotional activity in which any IUPUI student-athlete is a participant.
Submitted to Compliance Office two weeks prior to event.