Official Visit Reminder for Coaches
- A coaching staff member should review the prospective student-athlete limitation (Bylaw 13.6.2.2) with the prospect and confirm that they have not taken their maximum five visits.
- A coaching staff member should review a copy of the Student Host Form and instructions with the student host prior to the visit.
- Make sure all dates match (hotel, airline, visit itinerary, letter of notification, official visit form). If reporting documentation changes from information turned in with Official Visit Permission Form, please note change and notify the Compliance Office.
- Review hotel bill at check-out; if the recruit incurred incidental expenses, please have them pay the hotel prior to departure.
- Review itemized meal receipts; make sure the number of meals ordered matches the number of people at the meal. Please note if other student-athletes, family members or volunteer coaches are in attendance but paid for their own meal.
- Review all paperwork prior to submitting to Compliance Office and make sure all forms are complete and accurate.
Important Legislation
13.1.2.2 General Exceptions to Otherwise Permissible Recruiters- (e) Spouse of Staff Member.
- On-Campus. A spouse of an institutional staff member on campus.
- Off-Campus during Official Visit. A spouse of an athletics department staff member during a prospect's official visit and within a 30-mile radius of the institution's main campus.
13.1.2.3 General Restrictions- Staff Members and Governing Board.
- Institutional Staff Members ~ Off-Campus Contacts. Faculty members may contact prospects for recruiting purposes in all sports, but only on-campus, or within 30 miles of campus during a prospect's official visit. All institutional staff members (e.g., faculty members, athletics department staff members, administrators) may write prospects.
- Board of Governor's/Regents. Recruiting contacts on- or off-campus between a member of the institution's board of governors (or regents) and a prospect are not permissible.
13.5.2.2.1 Transportation of Prospect's Relatives.
An institution may provide cost-free transportation for a prospect's friends and relatives to visit RMU's campus if those individuals are accompanying the prospect at the time of the visit and the prospec is traveling in an automobile to the campus. RMU may not pay for a prospect's friends and relatives to fly in for a visit.
13.6.7.1 General Restriction - Entertainment on Official Visit.
RMU may provide entertainment, which may not be excessive on the Official Visit only for a prospect and the prospect's parents, legal guardian(s), spouse, or children and only within a 30-mile radius of the institution's main campus. Entertainment and contact by boosters during the official visit are prohibited. It is not permissible to entertain other relatives or friends at any time, at any site.
Frequently Asked Questions
- Q. Can a coach have a prospect to his/her home during an official visit for a meal and also invite current student-athletes to attend?
- A. Yes, a lunch, dinner or brunch at the home of an institutional staff member may be held for a prospect on an Official Visit, provided the entertainment is on a scale comparable to that of normal student life, is not excessive in nature and occurs only once during the visit. An Occasional Meal Request Form should be completed if student-athletes will be in attendance and occasional is defined as once per month. (Bylaws 13.6.7.7 & 13.6.7.7.1 Meals On Official Visit)
- Q. Can a prospect call home to let his/her parents know they arrived?
- A. Yes, RMU may pay for any telephone calls (including those made from the prospect's hotel room) that are directly related to the visit (e.g., calling home to indicate he/she arrived safely) or that are related to permissible entertainment on an official visit (e.g., calling a movie theater).
- Q. Can the institution buy folders for prospects visiting the campus and include permissible recruiting materials?
- A. No, the folder would be considered an impermissible ecruiting material. However, you may use information obtained by admissions in a folder that is available for all prospective students.
ROBERT MORRIS UNIVERSITY
COOPERATION, CONSCIENCE, COMPLIANCE... COLONIALS!
