DEPARTMENT OF INTERCOLLEGIATE ATHLETICS
GUIDE TO RULES COMPLIANCE
Section 15 - AWARDS/BENEFITS/EXPENSES FOR
Receipt by a student-athlete of any award, benefit or expense not authorized by NCAA rules renders that student-athlete ineligible for competition, unless it is demonstrated that the same benefit is generally available to IUPUI's student body.
An award is an item given in recognition of athletics participation performance. Such awards are subject to specific limitations on type, value and numbers.
Athletics awards given to student-athletes are limited to those approved or administered by IUPUI, its conference or any approved agency.
IUPUI has a standard athletics awards program for student-athletes. Because of the rules limitations on awards, no award other than the standard awards included in this awards program may be provided to student-athletes without prior authorization from the Director of Athletics.
There are very specific rules on awards that an institution may provide to student-athletes for participation in special events such as tournaments and bowls. To assure that IUPUI remains in compliance with NCAA legislation, all such awards must receive the prior approval of the Director of Athletics. No awards will be presented to student-athletes without this approval.
An institution may conduct a postseason team award or recognition meeting to honor a single athletic team and may also conduct an annual all-sports banquet to honor all of its athletic teams. In addition, an institution may conduct an annual academic awards or recognition banquet or meeting to honor student-athletes for academic achievements. Meal expenses for student-athletes may be paid by IUPUI, but parents, other family members and friends must pay for the value of the meal.
In order that IUPUI may assure that as an institution we are in compliance with NCAA legislation as well as IUPUI budget limitations, any other meal function, e.g., team banquet, team picnic, etc., that coaches may wish to sponsor, other than a training table or pre/post game meals, must be approved in advance by the Director of Athletics.
NCAA rules require that IUPUI make academic counseling and tutoring services available to all recruited student-athletes (these services may be provided through regular IUPUI non-athletic student support services).
Academic services which may be financed by the Department of Athletics or University include:
- tutoring expenses
- On-campus student development and career counseling
- future professional career counseling
- use of computers and typewriters
- cost of a field trip, provided the field trip is required of all students in the course and the fee for such trips is specified in the IUPUI catalog or fee schedule
Academic services that may NOT be financed by the Department of Athletics or University include, but are not limited to:
- typing costs
- course supplies, e.g., calculators, art supplies, etc.
- use of copy machine only for student-athletes
Student-athletes are permitted to receive a pre- or post-game meal or snack as a benefit incidental to participation (only for team members of that team which actually participated in the contest). This does not include parents, other relatives or friends of student-athletes. If these people attend a pre- or post-game meal function, they must pay for the value of the meal.
A student-athlete or the entire team in a sport may receive an occasional meal in the locale of the institution on infrequent and special occasions from an institutional staff member. The institutional staff member providing the occasional meal must submit the Outside Activity form to the Compliance Coordinator for approval. An institutional staff member may provide reasonable local transportation to student-athletes to attend such meals. A student-athlete may receive an occasional family home meal from a representative of athletics interests on infrequent and special occasions under the following conditions: (Revised: 1/10/92, 4/25/02 effective 8/1/02)
IUPUI staff members may provide reasonable local transportation to student-athletes on an occasional basis. This might include for example, transportation following practice during extreme weather, but would exclude regular transportation to class or to and from practice on a daily basis. Common sense and good judgment must be exercised in providing local transportation to student-athletes. (Incidental and un-anticipated transportation might be allowable whereas pre-planned transportation, i.e., to meet a scheduled flight at the airport, would not.)
IUPUI may provide equipment and apparel to student-athletes to be used for practice and competition. If an item is not to be used for practice or competition it may not be provided to a student-athlete, e.g., fashion apparel. Receipt of equipment or apparel items for any other purpose constitutes an extra benefit and may jeopardize the eligibility of a student-athlete.
Each IUPUI Coach is responsible for maintaining their own athletic equipment inventory. Coaches are also responsible for equipment issuance and collection for student-athletes. Each coach is expected to keep their assigned area in the athletic equipment storage area neat and orderly at all times. Special equipment required for road trips will be returned in good condition and stored in a timely manner. No equipment will be ordered without a final inventory from the previous year.
All equipment issued to student-athletes must be returned by the end of the spring semester prior to leaving campus or at an earlier time as designated by the respective coaching staff. Failure to return equipment may result in the student-athlete's financial aid and/or academic transcripts being frozen.
A student-athlete may be issued institutional equipment for use during the summer.
An institution may provide expenses for practice sessions only if they are associated with an away-from-home contest or at a site within the state or, if outside the state within 100 miles of the campus. Practice on an extended road trip must take place either at the competition site or on a direct route between two consecutive competition sites.
It is not permissible for an institution to take a team on a "training trip" over a vacation period for practice only. Competition against an outside opponent must be scheduled in conjunction with the trip.
An eligible student-athlete may receive actual and necessary travel expenses, e.g., transportation, lodging, meals and reasonable entertainment, to represent the institution in athletics competition, provided the student-athlete departs for the contest no earlier than 48 hours prior to a contest and remains no more than 36 hours after an intercollegiate contest even if the student-athlete does not return with the team. These time limitation do not apply in the following circumstances:
- travel prior to and following contests in Hawaii or Alaska
- travel prior to regular-season competition that takes place during IUPUI's official vacation period during the academic year (still must return within 36 hours after completion of competition)
- travel prior to contests in NCAA championship events
If at any time a student-athlete will not be traveling with the remainder of the team, the coach will notify both the Director of Athletics and the IUPUI Athletics Business Manager in advance. IUPUI may rent a film or movie, provide pay-per-view movies in the student-athlete's hotel rooms or take a team to the movies in conjunction with a home or away contest.
IUPUI may pay the actual costs but may NOT provide cash for reasonable entertainment that takes place within a 100-mile radius of where a team plays or practices in connection with an away contest.
Complimentary tickets to professional sports contests shall NOT be provided to student-athletes, unless the tickets are provided by the institution (or by a representative of athletics interests through IUPUI) for entertainment purposes to student-athletes involved in an away contest.
Travel expenses may NOT be provided to non-qualifiers, partial-qualifiers, or transfer students ineligible for competition at any time.
IUPUI may provide the cost of room and board to student-athletes during vacation periods when they are required to remain on campus for organized practice or competition. However, since IUPUI student-athlete board stipends are calculated on a per diem basis, student-athletes who are already receiving the full board stipend are NOT eligible to receive an additional per diem entitlement for vacation periods. If a student-athlete lives at home during a vacation period, the cost of room and board may NOT be provided.
Coaches are responsible for making arrangements for stay over meals/money and housing through the IUPUI Athletics Business Manager.
The NCAA has specific regulations regarding the receipt of "extra benefits" or "special arrangements" by currently enrolled student-athletes or the relative or friends of student-athletes. An extra benefit is any special arrangement to provide a student-athlete (or their relatives or friends) a benefit not authorized by NCAA legislation. Receipt of an extra benefit by a student-athlete may result in that student-athlete being declared ineligible for competition. No one, including a coach or other Department of Athletics staff members, may provide or make arrangements to provide an extra benefit to a student-athlete.
Examples of non-permissible extra benefits or special arrangements include, but are not limited to:
- room, board or transportation costs (including a stay in your home or transportation to or from a job)
- a loan of money in any amount or signing or co-signing a note with an outside agency to arrange a loan
- cash or gifts
- typing or other costs associated with school projects or reports
- professional services for which a fee would normally be charged, e.g., free dental or medical services, haircuts, automotive services, laundry or dry cleaning, etc.
- entertainment or the purchase of meals or services at commercial establishments (this includes a soft drink or popcorn at an athletic event)
- the use of a telephone or telephone credit card for free long distance calls
- awards for athletic performance
- an honorarium or fee for a speaking engagement or other appearance
- a special discount payment arrangement or credit on a purchase, e.g., airline tickets, clothing, etc.
- a guarantee of bond
- a benefit connected with off-campus housing, e.g., television sets, electronic equipment, room furnishings, specialized recreational facilities, etc.
- selling or giving tickets to an athletic, institution or community event, e.g., state high school tournament tickets, professional basketball or football game tickets, etc.
- the use of personal properties, e.g., boats, summer homes, automobiles, computers, etc.
To be completed by each head coach and submitted to the IUPUI Athletics Business Manager by September 30 each academic year.