DEPARTMENT OF INTERCOLLEGIATE ATHLETICS
GUIDE TO RULES COMPLIANCE
Section 4 - RECRUITING
In response to the 2004 NCAA Division I Board of Directors adopted emergency legislation intended to “reduce the ‘celebrity’ environment often associated with a prospect’s ‘official campus visit’, the institution decided to revise Section 4 - Recruiting within the Guide to Rules Compliance. The Compliance Coordinator included the following individuals with the task of revision: Athletics Director, Assistant Athletics Director/SWA, Faculty Athletics Representative, Athletics Committee, and Chancellor.
4.1 Recruiting Philosophy
The IUPUI Principles of Undergraduate Learning
4.2 IUPUI Recruiting Policy
All recruiting activities shall be done in accordance with NCAA and IUPUI regulations and policies. Each staff member involved in the recruitment of prospective student-athletes shall possess a sound working knowledge of all applicable policies and regulations. The Chancellor has reviewed and approved these policies.
In addition, categories of prohibited recruiting activities, practices, and conduct by any institutional employee, student-athlete, student, and representative of the institution’s athletics interests, as well as prospective student-athletes shall include, but not be limited to, the following:
Section 4.16 Recruiting Forms, the “IUPUI Student Host Instructions/Receipt” form provides a detailed guide for the Student-Athlete(s) acting as host for a prospect’s official visit. Furthermore, the “Official Visit Activity” form requires the Head Coach to document all activity that transpires during a prospect’s official visit.
Any person aware of impermissible recruiting activity identified in this guide or as regulated by the NCAA should contact the Compliance Coordinator immediately. Failure to report impermissible activity may result in additional sanctions being placed by the NCAA toward the institution. Individuals involved with impermissible recruiting activity will be sanctioned appropriately by the institution. Sanctions may include, but are not limited to: reprimand, admonishment, suspension, expulsion, termination.
4.3 Limitations on Coaches Recruiting Off Campus
There is a limit on the number of coaches in each sport who are permitted to contact or evaluate prospects off campus at any one time. If the limit of coaches who are permitted to contact or evaluate prospects off campus at any one time is reached, another coach in that same sport may not leave campus to engage in off campus contacts or evaluations until one of the other coaches who is off campus actually returns to campus.
4.4 Permissible Recruiters
NCAA regulations require that all coaches who recruit off campus must be certified. Certification is obtained by taking the NCAA Coaches Certification Examination and obtaining a score of 80 percent or better. Certification must be done on an annual basis and expires on July 31 each year.
In men's and women's basketball, only the head coach and/or assistant coaches may recruit, i.e., contact or evaluate, prospects off campus. It is permissible for the restricted coach to recruit off campus in sports other than men's and women's basketball.
Representatives of IUPUI athletics interests, i.e., "reps", are prohibited from making any contacts, telephone contacts or written correspondence with prospects.
4.5 Activities That Constitute Recruitment
Actions that cause a prospective student-athlete to become a recruited prospective student-athlete at that institution are:
4.6 Documentation of Recruiting Activities
NCAA regulations specifically limit the recruiting activities listed below. Therefore, each coach is required to itemize each of these activities insofar as applicable by written record for each prospective student-athlete who is being recruited by IUPUI:
Each head coach will be responsible for insuring the completion of forms approved by the IUPUI Department of Athletics for this purpose. Each head coach is responsible for ensuring that all required recruiting activities are accurately documented and kept on file for five (5) years.
4.7 NCAA Graduation Rates Disclosure Form
NCAA regulations require that a copy of IUPUI's Graduation Rates Disclosure Form as published by the NCAA be provided to all prospects and their parents. This form must be provided upon request or no later than one-day before the prospect signs a National Letter of Intent or a tender offer.
While the NCAA no longer requires that institution send the Graduation Rates Disclosure Form to the coach and guidance counselor of the prospect, in order to comply with the provision of the Student Right to Know act, a copy of the NCAA Graduation Rates Disclosure Form for IUPUI will be sent to the coach and guidance counseling staff for each recruited student-athlete.
4.8 Definitions: Coaches' Responsibility, Contact, Contact Period, Evaluation, Evaluation Period, Quite Period, and Dead Period
(1) Coaches' Responsibility: Recruiting periods are sport specific. Therefore, it is each coaches responsibility to be cognizant and comply with the appropriate sport recruiting calendar.
(2) Contact: Any face-to-face off-campus encounter between a prospect or the prospect's parent or legal guardian and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange or greeting.
(3) Contact Period: That period of time when it is permissible for authorized Department of Athletics staff members to make in-person, off-campus recruiting contacts and evaluations.
(4) Evaluation: Any off-campus activity designed to assess the academic qualifications or athletic ability of a prospect, including any visit to a prospect's educational institution (during which no contact occurs) or the observation of any practice or competition at any site at which the prospect participates.
(5) Evaluation Period: That period of time when it is permissible for authorized athletic department staff members to be involved in off-campus activities designed to assess the academic qualifications and playing ability of prospects. No in-person, off-campus recruiting contacts shall be made with the prospect during an evaluation period.
(6) Quiet Period: That period of time when it is permissible to conduct Official and Unofficial visits only. No in-person, off-campus recruiting contact or evaluations may be made during the quiet period.
(7) Dead Period: That period of time when it is not permissible to make in-person recruiting contact or evaluations on or off the IUPUI campus or to permit official or unofficial visits by prospect's to IUPUI. During a dead period, a coaching staff member may not serve as a speaker or attend any meeting or banquet at which prospect's are in attendance and may not visit the prospect's educational institutions. It is permissible for an institutional staff member to write or telephone prospects during a dead period.
4.9 Official Visits
Prospect must provide the institution with a national test involving the PSAT, SAT, PLAN (or PACT), or ACT and an Academic Transcript. A prospect's fulfillment of these academic requirements may be certified by the Inititial-Eligibility Clearinghouse.
(2) Number of official visits per prospect:
A prospect may make a maximum of five (5) official visits, with not more than one permitted to any single institution regardless. The limitations on official visits apply separately to the period in which the prospect is in high school and to the period beginning October 15 following the prospect's completion of high school.
(3) Number of official visits per institution:
Men's and women's basketball are limited to 12 official visits during the period July 1 - June 30. There is no limit on the number of official visits than can be made for other sports.
(4) Length of official visit:
An official visit may not exceed 48 hours. The 48 hours begins either at the time the prospect arrives on campus (prospect's transportation to the campus after arrival at the airport or other outlet in the community must be without delay for personal reasons or entertainment purposes) or when the prospect is accompanied by a coach via automobile from the prospect’s locale (e.g. home, school). At the completion of the 48 hour visit, the prospect must depart the IUPUI campus immediately. If a coach is accompanying the prospect roundtrip, the return transportation to the prospect’s locale must conclude at the completion of the 48-hour period.
(5) Procedures for official visit:
(a) 48 HOURS PRIOR TO THE OFFICIAL VISIT BEGINNING, the Coach submits the Official Visit Request, Student Host Instruction/Receipt, and Tentative Itinerary forms along with the proper transcript and test scores to the Compliance Coordinator. Any monies spent prior to the Compliance Coordinator’s approval could be deemed a secondary violation of NCAA recruiting bylaws. In addition, reimbursement will not be processed for expenses incurred (e.g. plane ticket) prior to approval of the official visit.
(b) Upon approval by the Compliance Coordinator, the Official Visit Request packet will be sent to the Assistant Athletics Director for Final Approval. The Business Manager will be notified by the Compliance Coordinator regarding any approved Student Host monies. The Head Coach is responsible for issuing the “OV Notice” to the visiting prospect. Any monies spent prior to Final Approval could result in departmental, institutional, and/or NCAA sanction.
(c) Following the completion of the Official Visit, the coach should submit the Official Visit Expense Report (including Receipts), Itemized Meals, and Official Visit Activity forms to the Compliance Coordinator.
(d) Upon approval by the Compliance Coordinator, the Official Visit Expense Report, Receipts, and Itemized Meals form will be forwarded to the Business Manager.
(6) Transportation, accommodations, entertainment and other official visit expenses:
(7) Entertainment During an Official Visit:
The institution may provide entertainment, which may not be excessive, for the prospect and the prospect’s parents (or legal guardian<s>) or spouse and only within a 30-mile radius of the institution’s main campus. Entertainment and contact by representatives of the institution’s athletics interests 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. Entertainment shall be at a scale comparable to standard entertainment experienced by the general student population.
4.10 Unofficial Visits
(1) First opportunity to make an unofficial visit:
A prospect may make an unofficial visit anytime except during a "dead period", including the time period prior to the prospect's senior year in high school.
Men's Basketball prospects may not make Unofficial Visits during July.
(2) Number of unofficial visits permitted:
There is no limit on the number of unofficial visits a prospect may make.
(3) Transportation on unofficial visit:
IUPUI may provide transportation only to view off-campus practice and competition sites in the prospect's sport(s) and other institutional facilities within a 30-mile radius of the IUPUI campus. An IUPUI staff member must accompany the prospect during such a trip. Reimbursement for parking expenses is not permitted.
(4) Meals on an unofficial visit:
IUPUI may not provide any meals to a prospect while on an unofficial visit. The prospect may pay the actual cost of a meal and eat with other prospects or with enrolled student-athletes while dining on campus.
(5) Lodging on an unofficial visit:
IUPUI may not provide lodging for a prospect while on an unofficial visit. A prospect may stay in an enrolled student-athlete's on-campus dormitory room as long as the prospect pays the regular institutional rate for such lodging or no additional expenses are incurred.
(6) Entertainment on an unofficial visit:
The only entertainment that IUPUI may provide is a maximum of three (3) complimentary admissions to an on-campus athletic event in which an IUPUI team is competing. These admissions are to be used only by the prospect and those accompanying the prospect on the visit.
(7) Academic interviews on an unofficial visit:
Academic interviews may be arranged by members of the Department of Athletics staff for a prospect while on an unofficial visit.
4.11 Telephone Calls
Telephone calls to prospects may NOT be made prior to July 1 (except basketball) following completion of the prospect's junior year. A coach may accept a collect call from a prospect only after July' following the prospect's junior year. A prospect may make a telephone call at his/her own expense to a coach at any time.
Only one telephone call per week, i.e., Sunday through Saturday, is permitted to a prospect with the following exceptions:
(1) An unlimited number of telephone calls may be made during the five (5) days preceding an official visit.
(2) An unlimited number of telephone calls may be made on the initial signing date and during the two (2) days immediately following in all sports.
(3) An unlimited number of telephone calls may be made after a prospect has signed a National Letter of Intent.
(4) An unlimited number of telephone calls is permissible on the day of an in-person, off-campus contact with a prospect.
(5) Men's Basketball may make one telephone call in the month of March to a high school junior.
(6) Men's and Women's Basketball may make one telephone call to a prospect following the prospect's junior year in high school beginning June 21. If this call is made, only three telephone calls may be made to same prospect in July.
Off-campus recruiting contact may not be made at any time with a prospect until July 1 following completion of the prospect's junior year.
There is a limit of three (3) in-person, off-campus contacts per prospect. This limitation includes contacts with parents/guardians. All contacts occurring on the same day count as one contact. There is no limit on the number of contacts that may be made with a prospect after he/she has signed a National Letter of Intent or other written commitment to attend IUPUI. However, no contact may be made during a "dead period".
Any staff member desiring to contact a prospect at the prospect's high school, preparatory school, or two-year college first shall obtain permission for such contact from that institution's executive officer.
In sports other than men's and women's basketball, 7 recruiting opportunities (contacts and evaluations combined) are permissible during the academic year. In basketball, 5 recruiting opportunities (contacts and evaluations combined) are permissible during the prospect's academic year. No more than three of these opportunities may be contacts. All evaluations made on the same day count as one evaluation.
4.14 Recruiting Materials
In sports other than men’s basketball, permissible recruiting materials may be provided to prospects on or after September 1 of the prospect’s junior year in high school. Member institutions are permitted to provide only the printed materials listed below to prospects, coaches of prospects, or any other individual responsible for teaching or directing any activity in which a prospect is involved.
4.15 Admissions Policy
Minimum Admission Requirements are:
*Graduation from high school or completion of the GED;
*Rank in the upper-half of high school class or GED diploma;
*An SAT I or ACT score at or above the Indiana average. Applications with scores below this average will be considered for admission based upon the degree of difficulty of their high school courses and grades earned. The Schools of Business, Nursing, Public and Environmental Affairs and Engineering and Technology have specific score requirements listed in the IUPUI viewbook or bulletin.
*Current high school students: submit the ACT or SAT I results well in advance of the application priority date. If graduated in the past three years, submit the ACT or SAT I scores or make arrangements for IUPUI placement tests (see information below).
*Completion of 28 semesters of college preparatory classes, including these minimum requirements:
*Some of the IUPUI schools require additional courses.
Previous college work should reflect a cumulative grade point average (GPA) of at least 2.0 on a 4.0 scale. For persons with 25 or fewer transferable hours, their high school record must meet the requirements for beginning students. If their GPA is below the required minimum, or if they have been dismissed from another college or university, IUPUI will consider their application after they have been out of school for one regular semester. If they have been dismissed twice, they must be out of school for two regular semesters. Summer sessions do not count as regular semesters.
4.16 Recruiting Calendar
4.17 Recruiting Forms
** All coaches will be issued a recruiting notebook. Each coaching staff member will be responsible for turning in the recruiting notebook to the Compliance Coordinator on the following days of each month:
FORM - Prospective Student-Athlete Alert Form
The Alert Form is an Official Department of Intercollegiate Athletics document. ONLY Coaching Staff members should complete and submit this form. Alert Form is to be submitted on all Recruited PSA's (at the point recruitment commences) and any new Student-Athlete who would appear on a Tentative Roster.
FORM - Unofficial Visit Record
Head Coach submits to Compliance Office upon conclusion of Unofficial Visit.
FORM 4A - Official Visit Forms
Required from all coaches prior to approval of any official visit request and to document official visit expenses and activities.
FORM - Recruitment Itinerary Form
Recruiting Coach must complete and submit to Compliance Office prior to off-campus recruiting activities.