countable coach designation

2013-2014 Coaches Compliance Manual

SECTION 1 – GENERAL INFORMATION 1-1 Compliance Office Staff 1-2 Compliance Mission Statement 1-3 Athletic Department Mission Statement 1-4 Required Compliance Meetings – Coaches & SAs 1-5 Phone List

SECTION 2 – CONTACTS/EVALUATIONS/SCOUTING SERVICES

2-1 Recruiting Periods 2-2 Telephone Calls & Logs 2-3 Contact/Evaluations 2-4 Permission to Contact Letter 2-5 Countable Coaches Designation 2-6 Recruiting/Scouting Services

SECTION 3 – OFFICIAL VISITS

3-1 Official Visit Request Form 3-2 Required Official Visit Letter 3-3 Report Distribution – Graduation Data, Banned Drugs List, Initial-Elig. 3-4 Official Visit Itinerary 3-5 Official Visit Host Instructions 3-6 Prospect Acknowledgement 3-7 Prospect Mileage Reimbursement 3-8 Official Visit Reconciliation Checklist 3-9 Unofficial Visit Log

SECTION 4 – NATIONAL LETTER OF INTENT

4-1 Signing Dates 4-2 National Letter of Intent 4-3 Financial Aid Contract Requests

SECTION 5 – ELIGIBILITY

5-1 Transfer worksheets 5-2 Tryout Clearance Form 5-3 Practice Approval Form 5-4 TCU/MWC/NCAA Forms 5-5 NCAA – Team Rosters 5-6 Certified to Practice & Compete Reports 5-7 Participation Reports

SECTION 6 – FINANCIAL AID

6-1 Request for Financial Aid – NEW/RETURNING 6-2 5th Year Aid/Medical Work Program 6-3 Squad Lists

SECTION 7 – TEAM INFORMATION

7-1 Declaration of Playing Season 7-2 Weekly Play/Practice Log 7-3 Drop/Add Form 7-4 Occasional Meal Form 7-5 Team Travel Restrictions 7-6 Outside Competition 7-7 Outside Competition – Summer Prize Money 7-8 Promotional & Fund-Raising Activities 7-9 Donation Requests 7-10 Participation/Achievement Awards

SECTION 8 – CAMPS/CLINICS & LOCAL SPORTS CLUBS

8-1 Camp/Clinic Packet 8-2 Local Sports Club 8-3 Outside Income Form

SECTION 9 – REPORTING VIOLATIONS

9-1 Procedures for Reporting a Violation

TABLE OF CONTENTS


COMPLIANCE OFFICE

Andrea Nordmann Associate Athletics Director for Compliance [email protected] Office # 817.257.6899 Cell # 817.320.6593

Greg Featherston Assistant Athletics Director for Compliance [email protected] Office # 817.257.5869 Cell # 817.343.1525

Jessica Hazard Compliance Coordinator [email protected] Office # 817.257.5522 Cell # 817.688.0080

Brent Cunningham Compliance Coordinator [email protected] Office # 817.257.7068 Cell # 817.913.8032

Stephanie Key Administrative Assistant for Compliance

[email protected] Office # 817.257.7525

GENERAL INFORMATION

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mailto:[email protected]


COMPLIANCE OFFICE MISSION STATEMENT

The mission of the TCU Athletics Compliance Program is to uphold the rules and regulations of the National Collegiate Athletic Association (NCAA), Big 12 Conference (Big 12), and Tex-as Christian University (TCU); to monitor the processes and activities associated with such rules and regulations; and to educate institutional staff members, student-athletes and ex-ternal constituents regarding such rules, regulations, processes and activities. TCU is committed and obligated to the principle of institutional control in operating its Ath-letics Department in a manner that is consistent with the letter and the spirit of the NCAA, Big 12 and University rules and regulations. The Athletics Compliance Office coordinates, monitors and verifies compliance with all NCAA requirements and educates the various constituencies of the University and the com-munity regarding NCAA and Big 12 regulations. The Athletics Compliance Office is dedicat-ed to providing educational programs and interpretive support to ensure that all individuals involved with the Athletics Department understand and adhere to the TCU's compliance expectations. Each individual within the Athletics Department is obligated to maintain competency in knowledge of rules, to act within his or her realm of responsibility in full compliance with the rules and to report any violations of the rules. It is the goal of the Athletics Compliance Program to place the University in a pro-active po-sition by educating, overseeing, and monitoring the Athletics Department and maintaining a positive compliance environment. The commitment to excellence by the entire TCU ath-letics family must be a priority in all aspects of the compliance program.

GENERAL INFORMATION

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TEXAS CHRISTIAN UNIVERSITY

ATHLETIC DEPARTMENT MISSION STATEMENT

The Department of Intercollegiate Athletics will guide, inspire and support our students in their pursuit of excellence academically athletically and socially.

Our Core Values Academic Achievement Personal Freedom Integrity Dignity and Respect of the Individual Heritage of Inclusiveness, Tolerance and Service

ATHLETIC DEPARTMENT MISSION STATEMENT

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COMPLIANCE MEETINGS FOR COACHES & STUDENT-ATHLETES

Annual Compliance Meetings for Student-Athletes The Office of Athletics Compliance conducts three annual compliance education meetings for all student-athletes. A compliance orientation meeting is held at the be-ginning, middle (prior to winter break) and end of the academic year for each sports program. All student-athletes and at least one coaching staff member are required to attend these meetings. All required NCAA, Big 12, and TCU compliance forms and doc-umentation are completed prior to these meetings. (The Big 12 Forms and TCU Gen-eral Eligibility Compliance Forms in addition to NCAA forms are secured at this meeting.) Data from these forms is stored in Assistant Coach Systems (ACS) and is also inputted into Compliance Assistant.

Monthly Educational Meetings with each individual sport coaching staff During the academic year, the Office of Athletics Compliance meets with each individu-al coaching staff on a monthly basis to discuss program specific NCAA bylaws and rele-vant compliance issues. All coaches are required to attend these monthly educational meetings unless the absence is excused (e.g., recruiting travel, business travel, illness, etc.). If a coach is not in attendance, a member of the Compliance staff will forward, via email, a copy of the agenda and all materials reviewed during the meeting. The coach is required to review all materials provided in the email and respond to the Com-pliance staff via email that he/she has read and understands all the information that was covered during the meeting.

Monthly Departmental All-Coach Meeting During the academic year, the Office of Athletics Compliance conducts a monthly compli-

ance meeting for the entire department’s coaching staff. These monthly meetings are con-ducted immediately prior to the monthly athletics department all-staff meetings. All pro-grams are required to be represented by at least one coaching staff member.

New Coach/Staff Compliance Orientation Meetings The Office of Athletics Compliance conducts orientation meetings for all new Athletics Department coaches/staff outlining the compliance issues which pertain to their posi-tion (i.e., ticket office, marketing, business office, etc.).

Attendance at Compliance meetings is required unless otherwise noted. If you are unable to attend a meeting you must notify the Compliance staff PRIOR to the

meeting date.


PERTINENT PHONE NUMBERS

Office Cell Chancellor Boschini 7783 Athletic Director—Chris Del Conte 7710 817-751-9366 Associate A D/SWA— Kim Johnson 7950 817-343-0007 Associate AD— Jack Hesselbrock 7710 817-343-1519 Associate AD— Jeremiah Donati 5463 949-400-7099 Associate AD— Ross Bailey 7009 817-343-1523 Associate AD— Scott Kull 5349 817-343-1464 Associate AD—Andrea Nordmann 6899 817-320-6593 Business Office —Tommy Love 7379 817-983-3159 Head Athletic Trainer— Chris Hall 5399 817-343-1530 Compliance—Greg Featherston 5869 817-343-1525 Media Relations— Mark Cohen 5394 817-343-2017 Faculty Athletic Rep— Rhonda Hatcher 6062 817-681-7549 Team Physician 6643 817-343-9616 Office Cell Baseball - Jim Schlossnagle 5354 817-422-4067 M Basketball - Trent Johnson 5371 817-455-0312 W Basketball - Jeff Mittie 5376 817-343-1427 Equestrian - Haley Schoolfield 6615 817-422-6477 Football – Gary Patterson 7986 817-343-1345 M Golf - Bill Montigel 7646 817-343-1555 W Golf - Angie Larkin 7941 817-343-1557 Rifle - Karen Monez 5258 817-343-8112 Soccer - Eric Bell 7096 817-343-9763 Swimming & Diving - Richard Sybesma 5646 817-343-1547 M Tennis - David Roditi 7039 817-343-1570 W Tennis - Dave Borelli 7639 817-343-1719 Track - Darryl Anderson 7983 817-343-9571 Volleyball - Prentice Lewis 7362 817-343-1475

GENERAL INFORMATION

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Recruiting Definitions and Recruiting Periods

Contact Period - NCAA Bylaw 13.02.5.1 A contact period is that period of time when it is permissible for authorized athletics department staff members to make in-person, off-campus recruiting contacts and evaluations. Evaluation Period - NCAA Bylaw 13.02.5.2 An evaluation period is that period of time when it is permissible for authorized athletics 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. Recruiting Period (Men’s Basketball Only) - NCAA Bylaw 13.02.5.3 A recruiting period is a period of time when it is permissible for authorized athletics department staff members to make in-person, off campus recruiting contacts and evaluations. Quiet Period - NCAA Bylaw 13.02.5.3 A quiet period is that period of time when it is permissible to make in-person recruiting contacts only on the institution’s campus. No in-person, off-campus recruiting contacts or evaluations may be made during the quiet period. Dead Period - NCAA Bylaw 13.02.5.4 A dead period is that period of time when it is not permissible to make in-person recruiting contacts or evaluations on or off the member institution’s campus or to permit official or unofficial visits by prospects to the institution’s campus. The provision of complimentary admissions to a prospect during a dead period is prohibited, except as provided in Bylaw 13.7.2.5 for a prospect that visits an institution as part of a group. During such a dead period, a coaching staff member may not serve as a speaker at or attend a meeting or banquet at which prospects are in attendance, except as provided in Bylaw 13.1.8.1, and may not visit the prospects’ educational institutions. It remains permissible, however, for an institutional staff member to write or telephone prospects during such a dead period.

PHONE CALLS/CONTACTS/EVALUATIONS

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Recruiting Definitions and Recruiting Periods CONTACT - NCAA Bylaw 13.02.4 A contact is any face-to-face encounter between a prospect or the prospect’s parents, relatives or legal guardian(s) and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange of a greeting. Any such face-to-face encounter that is prearranged or that takes place on the grounds of the prospect’s educational institution or at the site of organized competition or practice involving the prospect or the prospect’s high-school, preparatory school, two-year college or all-star team shall be considered a contact, regardless of the conversation that occurs. In-person, off-campus only on or after July 1 of junior year. EVALUATION - NCAA Bylaw 13.02.7 Any off-campus activity designed to assess the academic qualifications or athletics ability of a prospect, including any visit to a prospect’s educational institution (during which no contact occurs) or the observation of a prospect participating in any practice or competition at any site off campus activity used to assess academic qualifications or athletic ability. TELEPHONE CALLS - NCAA Bylaw 13.02.15 All electronically transmitted human voice exchange (including videoconferencing and videophones) shall be considered telephone calls.

PHONE CALLS/CONTACTS/EVALUATIONS

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Exceptions (unlimited calls): 5 days before Official Visit, on the day of the coaches off-campus contact with prospect, and on the

initial signing date of the N.L.I. and the 2 days immediately following the initial signing date. Football - May have unlimited calls for the 48 hours prior and after the initial signing date of the NLI.

TELEPHONE CALLS & LOGS

2013-2014 DUE DATES For Monthly Log Form (Any logs turned in after the indicated dates will be considered LATE!)

Aug. - Sep. 4 Sep. - Oct. 2 Oct. - Nov. 6 Nov. - Dec. 4 Dec. - Jan. 2 Jan. - Feb. 5 Feb. - Mar. 5 Mar. - Apr. 2 Apr. - May 7 May - June 4 June - July 2 July - Aug. 6

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Sophomore Year

Junior Year

Senior Year

Football NO CALLS 1 phone call from April 15 through May 31

1 phone call per week after September 1 ** Unlimited phone calls during a Contact Period

Men’s Basketball

Unlimited phone calls starting June 15 after completion of the Sophomore year

Unlimited phone calls throughout the Junior year

Unlimited phone calls throughout the Senior year

Women’s Basketball

NO CALLS Unlimited phone calls from September 1 at the beginning of the Junior year

Unlimited phone calls throughout the Senior year

All other Sports

NO CALLS NO CALLS 1 phone call per week starting July 1 prior to Senior year *See Exceptions on next page



Baseball, Track & Field, Volleyball Telephone calls to a prospective student-athlete (or his/her relatives or legal guardians), may not be

made before July 1 following the completion of his/her junior year. Thereafter, such phone calls shall be limited to one call per week outside a contact period, but may be made at the institution’s discretion DURING a contact period

Additional Exceptions to Phone Call Legislation

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Procedure for Coaches

Coaches must complete a Monthly Log Form and submit it to the Compliance office by the due dates listed in Section 2-2

Procedure for Compliance Staff

Compliance collects and reviews all recruiting activity denoted in ACS to ensure the frequency and timing of contacts, evaluations and telephone calls meet the applica-ble recruiting restrictions as established with NCAA Bylaws

The following fining policy for delinquent report logs has been established (policy

initiated in February 2007): Initial Notification One calendar week prior to the due date of documentation Notification sent by the Compliance office to all appropriate athletics depart-

ment staff members Second Notification Due date of documentation Documentation must be submitted by 3:00 p.m. on due date Schedule of due dates will be listed on the compliance section on athletics web

site and provided in initial notification The Associate Athletic Director with sport oversight will receive a copy of this notification Third Notification Day following due date of documentation Documentation that is not submitted by 3:00 p.m. on day after due date will re-

sult in the following penalty schedule: 1. Letter of Reprimand 2. Fine of $100.00

All recruiting telephone calls, evaluations and in-person, off-campus contacts MUST be logged in ACS before submitting the Monthly Log Form

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ALL TRAVEL MUST BE PRE-APPROVED USING THE ONLINE APPROVAL FORM

Football Contacts: 6 in-person, off-campus recruiting contacts per prospect No more than 1 per week during a contact period Can visit a prospect’s school once per week during a contact period with the prior approval of a school administrator Evaluations: No more than 3 evaluations per year Not more than 1 evaluation may be used during the fall and not more than 2 (one evaluation for ath-

letics and one evaluation for academics) may be used during the April 15 through May 31 evaluation period

Basketball WOMEN’S BASKETBALL: A total of 7 recruiting opportunities per prospect Must not exceed 112 recruiting-person days during the academic year Can visit a prospect’s school once per week during a contact period or academic year evaluation peri-

od with the prior approval of a school administrator No limitation on number visits to a prospect’s school during July evaluation period All communication with prospect prohibited during July evaluation period Observing a tournament on consecutive days during a week is counted as a single visit MEN’S BASKETBALL: A total of 7 recruiting opportunities per prospect No limitation on number visits to a prospect’s school during July evaluation period Observing a tournament on consecutive days during a week is counted as a single visit

All Other Sports 7 recruiting opportunities per prospect, including no more than 3 off-campus contacts during the a prospect’s senior year A school administrator’s approval is required prior to visiting a prospect’s school while classes are in

session, or prior to any contact with a prospect at the prospect’s school.

CONTACTS & EVALUATIONS

NO INSTITUTION shall make contact with a student-athlete of another NCAA or NAIA 4-year collegiate institution without first obtaining written permission of the first in-stitution’s Athletic Director (or designee) regardless of who makes the initial contact. See Bylaw 13.1.1.3

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If at any time you become interested in a four-year college prospect or they contact you it is not permissible to speak with them

unless a Permission to Contact letter is on file in the Compliance Office.

When another University grants Permission to Contact When the Compliance Office receives a “Permission to Contact” letter granting Texas Christian

University permission to contact a four-year college prospect a copy is forwarded to the sport specific coach.

If the coach receives the “Permission to Contact” directly, then it is the coach’s responsibility to

forward a copy to the Compliance Office prior to making any contact with the four-year prospect. When a TCU Coach wants Permission to Contact If a TCU coach would like to contact a four-year prospect they must request the Compliance Office to

send a “Permission to Contact” letter to the other institution. Upon receiving approval/denial from the institution the information is forwarded to the Coach by the

Compliance Office.

FOUR-YEAR COLLEGE PROSPECTS

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COUNTABLE COACH DESIGNATION

NCAA Bylaw 11.7 places limitations on the number of coaches we can employ and the specific duties they can perform. Because we are required to officially designate our current coaches, the Countable Coaches Designation form must be completed and returned to the Compliance Office at the start of each academic year. Should this list change during the academic year, the Com-pliance office must be notified immediately.

Reminder, all Volunteer coaches and Directors of Operations must take the NCAA Coaches Certi-

fication Exam, even though they are NOT permitted to recruit off-campus or make telephone calls. In addition all Volunteer coaches must review and complete the Volunteer Coach Contract.

Undergraduate Student-Assistant An undergraduate student assistant coach is any coach who is a student-athlete who has exhausted his/her eligibility in the sport or has become injured to the point that he/she is unable to practice or compete ever again, and who meets the following criteria: (a) Is enrolled at the institution at which he/she most recently participated in intercollegiate athletics; (b) Is enrolled as a full-time undergraduate student in he/her first baccalaureate degree program (can be en-

rolled less than full-time if in final semester and is enrolled in courses necessary to complete degree re-quirements);

(c) Is receiving no compensation/remuneration from the institution other than financial aid that could be re-ceived as a student-athlete and expenses incurred on road trips that are received by individual team members; and

(d) Is not involved in contacting & evaluation prospects off campus or scouting opponents off campus and does not perform recruiting coordination functions.

Manager A manager is an individual who performs traditional managerial duties (e.g. equipment, laundry, hydration) and meeting the following additional criteria: (a) The individual shall be a full-time undergraduate or graduate student (can be enrolled less than full-time if

in final semester and is enrolled in courses necessary to complete degree requirements); (b) The individual may participate in LIMITED on-court or on-field activities during practice (e.g., assist with

drills, throw BP) or competition (e.g., assist with warm-up activities) involving student-athletes on a regu-lar basis;

(c) The individual shall NOT provide instruction to student-athletes; (d) The individual shall NOT participate in countable athletically related activities (e.g., practice player); and (e) In BASEBALL, the individual shall forfeit ANY remaining eligibility in the sport at the institution at which

the individual serves as a manager.

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Volunteer Coach (must sign the Volunteer Coach Contract) In sports other than football & basketball, a volunteer coach is any coach who does not receive compensa-tion/remuneration form the institution’s athletics department or any organization funded in whole or in part by the athletics department or that in involved primarily in the promotion of the institution’s athletics pro-gram (e.g., booster club, athletics foundation association). The following provisions shall apply: (a) The individual is prohibited from contacting/evaluatingCoop42 prospects off campus or from scouting op-

ponents off campus and may not perform recruiting coordination functions; (b) The individual may receive a MAXIMUM of two complimentary tickets to HOME athletics contests in the

coach’s sport; (c) The individual may receive complimentary meals incidental to organized team activities (e.g. pre– or post-

game meals, occasional meals, but NOT training table meals) or meals provided during a prospect’s official visit, provided the individual dines with the prospect.

Graduate Assistant Coach—(Permissible Only in Football and Rowing) In bowl subdivision football, a graduate assistant coach is any coach who has received a baccalaureate degree and has either received his or her first baccalaureate degree or has exhausted athletics eligibility (whichever occurs later) within the previous seven years and qualifies for appointment as a graduate assistant under the policies of the institution. In women's rowing, a graduate assistant coach is any coach who has received a bac-calaureate degree and qualifies for appointment as a graduate assistant under the policies of the institution. In bowl subdivision football and women's rowing, the individual is not required to be enrolled in a specific graduate degree program unless required by institutional policy. The following provisions shall apply : (a) The individual shall be enrolled in at least 50 percent of the institution's minimum regular graduate pro-

gram of studies, except that during his or her final semester or quarter of the degree program, he or she may be enrolled in less than 50 percent of the institution's minimum regular program, provided he or she is carrying (for credit) the courses necessary to complete the degree requirements. If the individual fails to complete all degree requirements during the term in which he or she is enrolled in less than 50 percent of the institution's minimum regular program, the result shall be an institutional violation per Constitution 2.8.1. An institution may appoint a midyear replacement graduate assistant coach who is enrolled in less than 50 percent of the institution's minimum regular graduate program of studies (or is not yet enrolled), provided the graduate assistant coach has been accepted for enrollment in a graduate program beginning with the next regular academic term ;

(b) The individual may not receive compensation or remuneration in excess of the value of a full grant-in-aid for a full-time student, based on the resident status of that individual, and the receipt of four complimen-tary tickets to the institution's intercollegiate football and basketball games ;

(c) Graduate and postgraduate financial assistance administered outside the institution (e.g., NCAA postgrad-uate scholarship) shall be excluded from the individual's limit on remuneration, provided such assistance is awarded through an established and continuing program to aid graduate students and the donor of the assistance does not restrict the recipient's choice of institutions;

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Graduate Assistant Coach—(Permissible Only in Football and Rowing) (d) The individual may not serve as a graduate assistant coach for a period of more than two years except that if the individual successfully completes 24-semester or 36-quarter hours during the initial two-year period, the individual may serve as a graduate assistant coach for a third year. The Legislative Council Subcommittee for Legislative Relief may approve a waiver of these limitations based on the fact that the student's service as a coach and enrollment as a graduate student were interrupted for reasons that are unrelated to athletics, or to personal or family finances, and that are beyond the control of the institution or the coach. Such a waiver may not be granted solely to permit the completion of a graduate program; (e) Compensation for employment from a source outside the institution during the academic year shall be ex-cluded from the individual's limit on remuneration, provided the institution does not arrange such employ-ment and the compensation is for work actually performed. The member institution may not arrange on- or off-campus employment opportunities except for summer employment, which is permissible regardless of whether the student remains enrolled in the graduate program during the summer; (f) A graduate student coach may accept employment benefits available to all institutional employees (e.g., life insurance, health insurance, disability insurance), as well as expenses to attend the conventions of the na-tional coaches associations in football or women's rowing, without the value of those benefits being included; (g) The individual may receive cash to cover un-itemized incidental expenses during travel and practice for NCAA championship events or licensed postseason bowl contests in accordance with the parameters by which student-athletes may receive such expenses pursuant to Bylaw 16.8.1.6. (h) The institution may provide actual and necessary expenses for the individual's spouse and children to attend a licensed postseason football game or an NCAA championship in football or, in women's rowing, for the season-ending tournament(s) specified in Bylaw 17.15.5.3-(b); and (i) The individual may not evaluate or contact prospective student-athletes off campus, regardless of whether compensation is received for such activities. The individual may not perform recruiting coordination functions (see Bylaw 11.7.1.2); however, it is permissible for a graduate assistant coach to make telephone calls to and receive telephone calls from prospective student-athletes, provided the coach has successfully completed the coaches' certification examination per Bylaw 11.5.1.1.

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RECRUITING/SCOUTING SERVICES

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Checklist for Recruiting/Scouting Services

Forward Recruiting/Scouting Services Form to organization in charge of service Submit completed Recruiting/Scouting Services Form to Compliance office for re-

view prior to subscribing to any service Verified by Compliance office to ensure compliance with NCAA Bylaw 13.14.3 Submit a copy of the Recruiting/Scouting Services Form with Expense Reimburse-

ment Form to the Business Office

NOTES: NCAA Bylaw 13.14.3 establishes criteria that must be satisfied in order for an institution to sub-

scribe to a recruiting or scouting service involving prospective student-athletes. Sports other than Football and Basketball

The service must be made available to all institutions desiring to subscribe

The same fee rate must apply to all institutions

The service may include scholastic and nonscholastic video

The institution may not contract with the service in advance to have a particular contest rec-

orded or provided

Basketball and Football In basketball and football, an institution shall not subscribe to a recruiting or scouting service unless the ser-vice has been approved by the NCAA pursuant to an annual approval process.

All Recruiting/Scouting Services must be pre-approved by the Compliance office in order for a coach to subscribe to the service.


Checklist for an Official Visit Request Form

Official Visit Request Form : Completed by any coach who arranged the visit High School or College transcript received PSAT/SAT/PACT or ACT scores have been received Prospect is registered with the NCAA Eligibility Center and is on our IRL Request Form submitted to the Compliance Office no later than 2 weeks prior to the

visit Verified and approved by the Compliance Office

NOTES: Be aware that Texas Christian University may only pay for one campus visit per prospect Test scores must come from tests taken on a national date under national conditions Score must be presented in writing through a high school academic transcript (official or unofficial),

through a testing agency document or via the Eligibility Center website. A separate Official Visit Request form must be completed for each prospect Texas Christian University MAY NOT provide an expense paid visit to a prospect that has NOT present-

ed a PSAT, SAT, PACT, or ACT test score taken on a national testing date under national testing conditions and presented a high school or college academic transcript

It is permissible for an institution to use transcripts visible to member institutions on the Eligibility Center membership portal in order to satisfy Bylaw 13.6.3 (Official Visit Requirements).

The prospect MUST be registered with the NCAA Eligibility Center (Clearinghouse) and must also be placed on our IRL prior to approval for the official visit.

OFFICIAL VISIT REQUEST FORM

You will receive an email from the Compliance Office informing you if the visit has been approved or if it has not been approved For Recruiting Purposes you should keep a copy of all transcripts, test scores and Official Visit Request forms in the prospect’s file or in one central location where all Official Visit Paperwork is kept.

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Checklist for an Official Visit Letter & TCU Official Visit Policies

Every prospect that is making an Official Visit to Texas Christian University’s campus is required to be sent a letter (via regular mail or email) from Compliance prior to

arriving on campus indicating the following:

Official Visit Letter from Compliance Letter provides link to the NCAA Website for List of Banned Substances (http://www1.ncaa.org/membership/ed_outreach/health-safety/drug testing-dex.html) This will also be provided to prospect by the Eligibility Center upon registration

Letter indicates that prospect should have received TCU Graduation Rates from Eligibility Center upon registration

Letter indicates that the official visit cannot exceed 48 hours Letter indicates visit to TCU is one of a maximum of 5 paid visits

*Coaches are responsible for sending this letter to each prospect prior to the official visit

Texas Christian University On-Campus Official Visit Policies Part of the TCU Official/Unofficial Visit Policy that is mandated by the NCAA.

TCU Official Visit Policies outlined to prospect prior to visit. Must be sent with the RE-QUIRED Compliance letter to the prospect prior to the visit.

NOTES: The following is the required letter from Compliance.

Coaches can send their own Official Visit letters, however the Compliance letter and corresponding documents are a requirement and must be sent to each prospect.

REQUIRED OFFICIAL VISIT LETTER

For Recruiting Purposes you should keep a copy of the Official Visit Letter in the prospect’s file or in one central location where all Official Visit Paperwork is kept.

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Dear Prospect and Parents: The Texas Christian University Athletics Department and coaching staff are pleased you have decided to accept our invitation for an official visit to visit Texas Christian University. We are committed to recruiting with the highest standards and in an effort to ensure that your visit is beneficial and productive, the TCU Athletics Department has established some guidelines for your visit. Please read the enclosed Official On-Campus Recruiting Visit Policy. Upon acceptance of these guidelines and your arrival on campus, you will be asked to sign a Prospect Acknowledgement form which will be provided to you by our coaching staff. The letter is also to notify you that your visit will be no more than 48-hours in duration. Texas Christian University is financing either partially or in whole your visit to our campus. Please remember that you are only allowed five official visits in total. Upon your registration with the NCAA Eligibility Center, you should have been provided with the NCAA List of Banned Substances and information about nutritional supplements (http://www1.ncaa.org/membership/ed_outreach/health-safety/drug_testing/index.html). This allows you to become informed about the risks of nutritional supplements prior to your college enrollment. In addition, the Eligibility Cen-ter should have provided you with a compilation of our graduation data (graduation-rate data, academic progress rate and graduation success rate), for your review. I wish you the best on your official visit to Horned Frog Country! If you have any questions feel free to con-tact the Compliance office at 817-257-7525. Sincerely,

Greg Featherston Assistant Athletics Director for Compliance Enclosures: Official On-Campus Recruiting Visit Policy

REQUIRED OFFICIAL VISIT LETTER

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Checklist for an Graduation Rate Data, Academic Progress Rate, Graduation Success Rate, Banned Drug List and Information about Nutritional Supplements

Per Bylaw 13.3.1.2, the NCAA Eligibility Center is responsible for providing information regarding graduation-rate data, academic progress rate and graduation success rates to a prospect and his/her parents or legal guardians after he/she has registered with the Eligibility Center and the Eligibility Center has received an institution’s request to add the prospect to the institution’s IRL. The NCAA shall also make a compilation of graduation data available to a prospects’ guidance offices and HS/Two-year coaches via the NCAA web site.

Per Bylaw 13.3.2.2, the NCAA Eligibility Center is responsible for providing the NCAA

banned drug list and information about nutritional supplements to a prospect and his/her parents or legal guardians after he/she has registered with the Eligibility Center.

Per Bylaw 13.3.3.2, the NCAA Eligibility Center is responsible for providing information

regarding the initial-eligibility standards contained in Bylaw 14.3 to a prospect and his/her parents or legal guardians after he/ she has registered with the Eligibility Center.

NOTES: The Eligibility Center is responsible for providing all of this information to prospects upon registration

with the Eligibility Center (and addition to an institutional IRL where applicable), however coaches should still review this information with prospects and parents or legal guardians during official and unofficial visits.

REPORT DISTRIBUTION Graduation Data, Banned Drug List, Initial-Eligibility Standards

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Checklist for an Official Visit Itinerary

Completed by member of Coaching Staff

Official Visits Letter already sent (Kept a copy in the prospect’s file)

Graduation Rates, NCAA Banned Substance List and information about Nutri-

tional Supplements provided—prospect will receive from Eligibility Center

upon registration

Official Visit Approval Form already on file in Compliance Office (Copy kept

in the prospect’s file)

Indicated official time the visit BEGAN and ENDED

Submit the Itinerary with the Official Visit Expense Reimbursement Form to

the Compliance Office at the conclusion of the visit. Also, include a copy of

the Compliance paperwork for the Compliance Office. Both packets are re-

quired to process the reimbursement.

TIPS: The top of the form is a general information section that can be filled in by the coach. Although the questions are straightforward, you should keep track of all the people the prospect

meets and when, as well as all meals and their costs. It is a two-page form that must be signed by the coach AND the prospect at the conclusion of the

visit and then submitted to the Compliance Office. Visit itineraries are different for each prospect. NOTES: DATE AND TIME must be clearly noted to help compliance office track the 48 hours No contact may occur after the 48 hour time period If a coach is transporting a PSA by auto; the return home must be included in the official visit 48 hour

limit.

OFFICIAL VISIT ITINERARY

For Recruiting Purposes you should keep a copy of the Itinerary in the prospect’s file or in one central location where all Official Visit Paperwork is kept.

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Checklist for Student-Athlete Host Instructions & Host Summary Form

Host Instructions form completed via the online form system in my.tcu.edu This form will be reviewed with student-athletes at the beginning-of-year team meeting with the Compliance Office

Official Visit Request Form already on file in Compliance Office

Host understands the rules and procedures

Host has been given entertainment money (if applicable)

Host completes Host Summary at conclusion of visit. Form must be turned in to the Compliance Office after the visit

NOTES: The NCAA host procedure is set forth in the form itself. The Student-Athlete host should READ, fill in

the document, and sign it PRIOR to the start of the visit. A coaching staff member should be present to verify completion of the form. If more than one student-athlete is accompanying the prospect, only one can receive a meal (Bylaw

13.6.7.5.1).

Important: (Bylaw 13.6.7.5) The NCAA allows a maximum of $40 for each day (no more than $80) of the visit to cover all actual

costs of entertaining the prospect and the prospect parent’s or guardians excluding the cost of meals and admission to campus athletics events.

These funds may not be used for the purchase of souvenirs or other institutional mementos. A student may receive an additional $20 per day for each additional prospect the host entertains. A host may receive a free meal and admission to a campus athletic event provided the host

accompanies the prospect during the Official Visit.

STUDENT– ATHLETE HOST INSTRUCTIONS

For Recruiting Purposes you should keep a copy of the Student-Athlete Host Instructions in the prospect’s file or in one cen-tral location where all Official Visit Paperwork is kept.

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Checklist for Prospect Acknowledgement

Completed by PSA PRIOR to the start of an official paid visit Official Visit Approval form already on file in the Compliance Office Prospect was given ample time to read the form before signing Signed by the coach after it is signed by the prospect Submit a copy of this form to the Compliance Office

NOTES: Form must be completed by the PROSPECT prior to the start of the official visit. Form must be signed by prospect’s parent or legal guardian (or person accompanying the prospect on

the Official Visit).

PROSPECT ACKNOWLEDGEMENT

For Recruiting Purposes you should keep a copy of the Prospect Acknowledgement in the prospect’s file or in one central location where all Official Visit Paperwork is kept.

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Checklist for Prospect Mileage Reimbursement

Completed by the coach and prospect at the end of the an Official Visit Official Visit Request Form already on file in the Compliance Office Verified by the coach and signed by the prospect that was on Official Visit Submit the Visitor Travel Expense Report with the Official Visit Expense Reimburse-

ment Form to the Business Office

NOTES: Anytime a prospect travels by automobile on an official visit, the institution may pay round-trip

expenses at the same mileage rate it allows its own personnel. This form requires that the mileage be verified (i.e., attach a copy of directions from home to TCU via

MapQuest, Google Maps, etc…) so that the correct amount of mileage is reimbursed. A reimbursement check will be mailed to the prospect upon conclusion of the visit for all permissible

expenses incurred in conjunction with the official visit.

PROSPECT MILEAGE REIMBURSEMENT

For Recruiting Purposes you should keep a copy of the Prospect Mileage Reimbursement in the prospect’s file or in one central location where all Official Visit Paperwork is kept.

3-7


Official Visit Reconciliation Checklist

** This is NOT a form you are required to use — it is a resource for you ** This Checklist form is used by the Compliance Office to reconcile every Official Visit Expense Reim-

bursement that is submitted. You may find it useful in double-checking yourself to make sure that you have submitted everything

correctly to the Business Office.

Quick Glance Checklist (these items must turned in to the Compliance office)

Official Visit Itinerary (Remember to include ALL Meal Information) * If you are attaching your own itinerary, you must include date, time, location, and the name of anybody who attended the meal. Student-Athlete Host Summary Form

Prospect Acknowledgement Form Visitor Travel Expense Report (if applicable) Copy of Official Visit letter sent to prospect prior to the visit (MUST INCLUDE NCAA DRUG TESTING

WEBSITE and a copy of the TCU Official On-Campus Recruiting Visit Policy)

NOTES: If there are errors on your Expense Reimbursement form it will delay the process of you getting your

reimbursement check. Remember to turn in copies of all OFFICAL VISIT PAPERWORK to the Compliance office after the visit.

OFFICIAL VISIT RECONCILIATION CHECKLIST

3-8

For Recruiting Purposes you should keep a copy of ALL OFFICIAL VISIT PAPERWORK in the prospect’s file or in one central loca-tion where all Official Visit Paperwork is kept.


UNOFFICIAL VISIT LOG

Unofficial Visit Checklist

Completed by Head Coach or a designated Assistant Coach Individual form for each prospect that visits TCU on an unofficial visit Submitted to the Compliance Office after the visit

NOTES: May provide a maximum of 3 complimentary admissions

May provide transportation to TCU practice or competition sites and/or to a home

athletics contest (transportation must originate on campus)

See Bylaw 13.7 for additional restrictions governing Unofficial Visits

3-9


Following are the signing dates for the 2013-2014 Academic Year:

Do not sign prior to 7:00 a.m. (local time) on the following dates or after the final signing date listed for each sport.

Sport Initial Signing Date Final Signing Date Basketball and All Other November 13, 2013 November 20, 2013 Sports not listed (Early Period)

Football (Midyear JC Transfer) December 18, 2013 January 15, 2014

Football (Regular Period) February 5, 2014 April 1, 2014

Field Hockey, Soccer, February 5, 2014 August 1, 2014 Track & Field/Cross Country*

Basketball (Regular Period) April 16, 2014 May 21, 2014 All Other Sports (Early Period) November 13, 2013 November 20, 2013

All Other Sports (Regular Period) April 16, 2014 August 1, 2014

* - These sports do not have an early signing period.

NOTES: There is a 48-hour DEAD PERIOD before and 24-hours after the INITIAL SIGNING DATE. No in-person

on or off-campus contact may be made during this period. Unlimited phone calls may be made to the prospect on the initial date for the signing of the National

Letter of Intent and during the two days following the initial signing date. Football: Unlimited phone calls permitted 48 hours before and after 7a.m. on the initial signing date. A student must sign the NLI within 14 days of its issuance. A parent or guardian must also sign the NLI if the student is under 21 years of age. The institution must then file the NLI with its conference office within 21 days of the date of signature.

NATIONAL LETTER OF INTENT

4-1


NATIONAL LETTER OF INTENT (NLI)

Meet with Brent Cunningham, Compliance Coordinator to determine available scholarships for the upcoming academic year.

Turn NLI request form in to Compliance Office AT LEAST 2 weeks prior to initial

signing date. NLI and Financial Aid Contract returned by Compliance Office and reviewed by

Coach. Graduation rates already sent to prospect. Cover letter may be requested from Compliance Office to send with NLI/FAC. NLI Returned. Copies made for Coach’s records and originals returned to Compliance Office.

NOTES: Signing of the National Letter of Intent commits the institution to providing a prospect with a one-year

scholarship in return for a one-year commitment by the prospect to attend that institution. Once the letter is signed, all other member schools MUST CEASE recruitment of that prospect.

A written offer of aid (NLI and/or FAC) may not be given to a prospect until he/she has registered with the NCAA Eligibility Center (formerly Clearinghouse)

A student can receive the NLI while on campus during an Official Visit

NO COACH or staff member can hand deliver it off-campus or be present when the student signs the NLI (Bylaw 13.1.5.7.1).

An NLI can be delivered by regular mail, express mail, courier service, fax or email.

Walk-ons CANNOT sign an NLI

An institutional financial aid agreement MUST accompany the NLI. If a prospect only signs the financial aid agreement, the institution is bound to that aid but the student is not bound to our institution.

NATIONAL LETTER OF INTENT

4-2


FINANCIAL AID CONTRACT REQUEST

FOR NEW STUDENT-ATHLETES/TRANSFERS

Meet with Brent Cunningham, Compliance Coordinator, to determine available scholarships for the following academic year.

All transfer paperwork MUST be completed with Michael O’Keefe before an NLI/

Grant-In-Aid for transfer students will be complete. Submit completed form to Michael at least 2 WEEKS PRIOR to signing date so there

is ample time to complete the required forms.

NOTES: If you are offering athletic aid to a prospect or a transfer for the first time, a grant-in-aid letter must be

completed and signed by the individual and his/her parents. Be aware that we are bound to this agreement BUT if the prospect does not sign the NLI, that student

is not bound to our institution. Prior to offering athletics aid to a transfer student, a preliminary articulation must be done so we can

determine how many degree applicable transfer credits the transfer student will bring in upon transfer to TCU. In addition, the Athletic Academic Services Offices will complete an unofficial degree plan to verify those hours fit into a specified degree plan.

International student-athletes will be taxed according to the tax rate of the specific country of origin

on the total amount of all financial aid awards (including athletics aid) for room and board. These tax-es will be assessed to the student’s university account if the student-athlete lives on campus and will be the responsibility of the student-athlete to pay. If the student-athlete lives off-campus, the taxes will be deducted from his or her monthly check.

FINANCIAL AID CONTRACT - NEW S/A

4-3


TRANSFER WORKSHEET

Completed by Coach (Top Portion Only) Reviewed by the Academic Office Reviewed and approved by the Compliance Office

NOTES: A transfer student is an individual who transfers from a collegiate institution after having met any one of the following conditions at that institution: Was officially registered and enrolled in a minimum, full-time program of studies in any quarter or

semester provided the student was present at the institution on the opening day of classes. Attended a class in any quarter or semester in a full-time program of studies, even if the enrollment

was on a provisional basis and the student was later determined to be inadmissible. Is or was enrolled in a full-time night school program of studies with regular quarters or semesters and

the student is or was considered by the institution to be a regularly matriculated student. Attended a branch school that does not have an athletics program, but had been enrolled in another

collegiate institution prior to the branch school. Attended a branch school with athletics program and transfers to an institution other than the parent

institution. Reported for a regular squad practice (See Bylaws 14.3.5.1 and 14.5.4.5.5). Participated in practice or competed in a given sport even though the student was enrolled in less than

a minimum full-time program of studies. Received institutional financial aid while attending a summer term (See Bylaws 15.2.8.1.3 and

15.2.8.1.4). For any exceptions or questions, see Bylaw 14.5.3

STUDENT-ATHLETE ELIGIBILITY—Transfers

5-1


TRYOUT CLEARANCE FORM

The Texas Christian University student will fill this out after enrollment. The student must fill out the basic information and sign the opening statement.

There are 5 steps necessary for the completion of the form. Step 1: Must be signed by the coach after the student-athlete fills in part 1

Step 2: Must be signed by the Academic Services Office after the student-athlete is enrolled as a full time student

Step 3: Must be signed by the Trainer after the student-athlete has signed the Medical History and

Assumption of Risk/Consent Waiver Step 4: Must be signed by the Compliance staff after a review of outside aid is performed by reviewing

all aid posted in Compliance Assistant. Step 5 : Final signature from the Compliance Office confirming that Practice Approval form has been

issued and the student-athlete has met all requirements.

NOTES: Once the form is completed, the Compliance office will give the student the completed form to take

back to the coaching staff. This will let the coach know that this person has been approved to try out for the team. The Compliance Office will keep a copy of this form on file so as to regulate the 14-day permissible tryout period.

The student will have 14 days to try out with the team

At the conclusion of the tryout period, the head coach will either decide to officially add the student to the roster or will conclude the tryout and the student will no longer be permitted to practice with the team

The Head Coach must complete and submit the Tryout Form, informing the Compliance Office of the decision regarding each tryout student.

If the student is added to the roster he or she will then be required to complete all the re-quired NCAA and TCU forms and attend a rules education session with the Compliance staff.

Once everything is complete and approved, you will receive a certification email from the Compliance Office informing you that the student is permitted to practice.

TRYOUT CLEARANCE FORM

5-2


PRACTICE APPROVAL FORM

Part 1: must be completed and signed by the Compliance Office. Part 2: must be completed and signed by the Coach and returned to the Compliance office at the conclusion of the tryout (either chose to officially add the

student to your roster or conclude all tryout activities by the date listed in Part 1

NOTES: The Compliance office will monitor the 14-day time period and will notify the appropriate

departments, which help certify the student for practice and competition. If the student is officially added to the roster, then student will be required to make an appointment

with the Compliance office to complete remaining paperwork and attend a rules education session (approx. 1 hour).

THE TRYOUT CLEARANCE FORM AND THE PRACTICE APPROVAL FORM ACCOMPANY EACH OTHER.

PRACTICE APPROVAL FORM

5-3


TCU/BIG 12/NCAA FORMS REQUIRED FOR STUDENT-ATHLETE ELIGIBILITY

NCAA Student-Athlete Statement NCAA Drug Testing Consent Form NCAA HIPPA Form (Administered by the Training Room staff) TCU Forms (Eligibility, Amateurism, Housing, Employment, etc.) Applicable Big 12 Forms

NOTES: Every student-athlete will fill out these forms prior to or at the beginning of the year compliance

meeting for their sport. All forms will be completed online via my.tcu.edu

All forms MUST be filled out prior to participation in any athletically related activities (i.e. practice, conditioning, individual skill workouts or competition)

All student-athletes must attend a compliance education at the beginning of the aca-

demic year prior to participating in any athletically related activities. All student-athletes must submit a copy of their off-campus housing lease/rental agree-

ment and car title/registration to the Compliance office by the third Friday in Septem-ber. If this documentation is not submitted to the Compliance office prior to the due date, all subsequent monthly off-campus stipend checks will be held by the Compliance Office until receipt of the required documentation.

TCU/BIG 12/NCAA FORMS REQUIRED

5-4


NCAA ROSTERS

Rosters are distributed several times through out the year. Once a student-athlete attends the Compliance Meeting at the beginning of the year

their name will appear on the Roster and Squad List (unless he/she is in a tryout period) A student-athlete WILL NOT be removed from any list during the academic year.

However, a student-athlete WILL have a change in their “STATUS” if a DROP/ADD form is completed for them.

Individuals that are 5th year Aid, 6th year Aid, or Medical Exemption will still appear on

all NCAA Lists and TCU Lists. You will be asked to review your Roster periodically during the year to double-check that

it is accurate.

HOW TO READ AN NCAA ROSTER: Read Columns from Left to Right Sport Academic Year Last Name First Name Student TCU ID# Status - This will be blank unless the student-athlete has been Cut, Dismissed, or Withdrawn from

the team Date - This will indicate when the status of the student-athlete changed. Email Birthdate

NCAA—TEAM ROSTERS

5-5


CERTIFIED TO PRACTICE

“Certified to Practice Reports” are monitored by the Compliance office It is the responsibility of the COACH to review this form and double-check that no student-athlete on

their team is practicing if they have not been certified. Once a student-athlete attends the Compliance Meeting at the beginning of the year their name will

appear on the Certified to Practice Report. A student-athlete WILL NOT be removed from any list during the academic year. However, a student-

athlete WILL have a change in their “STATUS” if a DROP/ADD form is completed for them. Individuals who are 5th year Aid, 6th year Aid, or a Medical Exemption will still appear on all NCAA

Lists and TCU Lists.

HOW TO READ A CERTIFIED TO PRACTICE REPORT: Read Columns from Left to Right Name Student TCU ID# Certified for Practice (Date) - This date is when the student-athlete completed all REQUIRED Forms at

the beginning of the year meeting and is permitted to begin athletically related activities. Status - This will be blank unless the student-athlete has been Cut/Dismissed/Withdrawn from the

team Date - This will indicate when the status of the student-athlete changed.

**With the implementation of ACS, coaches have access to up-to-the-minute rosters via

ACS within the Team Manager function.**

CERTIFIED TO PRACTICE REPORT

5-6


PARTICIPATION REPORT NOTES: “TCU Participation Reports” are distributed subsequent to the completion of your season. It is the responsibility of the COACH to review this form and verify every student-athlete that

participated in Practice. Participation in Competition will be verified by the Sports Information Office and the Office of Financial Aid will verify Athletic Aid.

You will receive a FINAL copy when all information has been completed. Please keep that copy in your

files. Once a student-athlete attends the Compliance Meeting at the beginning of the year their name will

appear on the TCU Participation Report A student-athlete WILL NOT be removed from any list during the academic year. However, a student-

athlete WILL have a change in their “STATUS” if a DROP/ADD form is submitted for the student. Individuals that are 5th year Aid, 6th year Aid, or Medical Exemption will still appear on all NCAA Lists

and TCU Lists.

HOW TO READ TCU PARTICIPATION REPORT: Read Columns from Left to Right Name Years of any exemptions All Past Years of Participation Current Year Participation Details

TCU PARTICIPATION REPORT

5-7


REQUEST FOR FINANCIAL AID

Scheduled meeting with Michael O’Keefe to determine returning scholarship amounts

Completed by Coach and returned to Michael O’Keefe Approved by the Compliance Office Current Student-Athletes must sign renewals by the time they leave for the

semester Current Student-Athletes must be notified of status of their athletic aid before July 1

NOTES: A separate form must be filled out for each new student receiving any amount of financial aid

International student-athletes will be taxed according to the tax rate of the specific country of origin

on the total amount of all financial aid awards (including athletics aid) for room and board. These tax-es will be assessed to the student’s university account if the student-athlete lives on campus and will be the responsibility of the student-athlete to pay. If the student-athlete lives off-campus, the taxes will be deducted from his/her monthly check.

If you have questions or need assistance regarding financial aid matters for your student-athletes you

need to contact the Compliance Office for assistance. The Compliance Office has a liaison in the Finan-cial Aid office that we work very closely with and we ask that you submit your questions to the Com-pliance office and they will be communicated to the Financial Aid office.

FINANCIAL AID—RENEWALS

6-1


6-2

5th Year Aid/Medical Work Program

5TH YEAR AID/MEDICAL WORK PROGRAM

Head Coach must submit Request for Aid form to the Compliance office. Coach must re-view 5th Year Aid/Medical work program requirements with student-athlete at the time of the request for aid.

Student-athlete must complete 5th year form with Athletic Academic Services office. Head

coach must sign off on this form. (If student-athlete is medically unable to perform, he/she will not complete the form with Athletic Academic Services unless he/she is in 5th year of enrollment).

Compliance Office verifies eligibility for aid (seasons used, years of aid received, necessary

medical documentation on file, etc.) Financial Aid Contract is sent by the Compliance office to student-athlete and he/she is pro-

vided with policies regarding the 5th Year Aid/Medical Work Program requirements.

NOTES: Student-athlete must return the signed Work Program documents when he/she returns signed

Financial Aid Contract.

Student-athlete class schedule and outside work schedule will be taken into consideration when

assigning work requirements within the athletics department. Please refer to the complete 5th Year/Medical Work Program document for more detailed infor-

mation regarding the program.


NCAA SQUAD LIST

NOTES: “NCAA SQUAD LISTS” are distributed throughout the year. It is the responsibility of the COACH to review this form and double-check that no student-athlete on

their team is practicing/competing if they have not been certified. Once a student-athlete attends the Compliance Meeting at the beginning of the year their name will

appear on the Squad List. A student-athlete WILL NOT be removed from any list during the academic year. However, a student-

athlete WILL have a change in their “STATUS” if a DROP/ADD form is completed for them. Individuals that are 5th year Aid, 6th year Aid, or Medical Exemption will still appear on all NCAA Lists

and TCU Lists.

HOW TO READ AN NCAA SQUAD LIST: Read Columns from Left to Right Name & Student TCU ID# Eligible - Y = Yes and N = No STATUS OF STUDENT SECTION - Term of 1st Full-Time Enrollment at ANY Institution & YOUR Institution

- # of years received Athletic Aid (will not include current year) - # of seasons Utilized (will not include current year) - Recruited Status: Y = Yes N = No

FINANCIAL AID SECTION - Period of Award: FY = Full Year 1S= Fall Semester 2S = Spring Semester - Athletic Grant Amount = The amount of their Athletic Scholarship - Other Countable Aid = Any Amount of outside aid that must be counted against the team limits. - Total Countable Aid = Athletic Grant Amount + Other Countable Aid

Exempt - There is an “X” in this column if a student-athlete is exempt because of Medical Exemption or because of Exhausting their Eligibility.

COUNTABLE PLAYERS SECTION - Full Grant Amount: Full Grant-in-Aid amount determined by where SA lives (on/off campus or

with parents) - Overall: an “X” in this section means that the student-athlete is a counter - Equivalent Award: Percentage of award that counts toward the NCAA Team Limit

CHANGE IN STATUS SECTION - Reason: Could be Cut/Quit/Dismissed/Withdrawn/Graduated

- Date: The date that the status change occurred

Revenue Distribution Section is information for the Athletic Dept. Administration

NCAA SQUAD LIST

6-3


DECLARATION OF PLAYING SEASON

Review NCAA Bylaw 17 for specific restrictions Complete form during July and turn in to the Compliance Office Each sport’s season shall be on file in writing in the department of athletics prior to the

beginning of the season for that sport Changes in writing are permissible

NOTES: Playing Season is the time between the date of an institution’s first official practice session and the

date of the institution’s last practice session or date of competition. For all sports other than football and basketball, each institution may divide the playing season into

not more than two distinct segments.

PLAYING SEASON DECLARATION

7-1


WEEKLY PLAY/PRACTICE LOG

Completed by Head Coach and signed by student-athlete in Compliance Office. Designation of week (e.g., Sun.—Sat.) indicated in ACS. (NOTE: This can change at the beginning of a new declared segment) Submitted through ACS to the Compliance Office on a monthly basis.

Practice Season Limits During the Academic Year: In-Season: (All sports) • 4 hours per day — 20 hours per week • Required 1 Day off a week

Out-of-Season: (Sports other than Football) • 8 hours per week — no more than 2 hours per week on individual workouts • Prior to September 15 and after April 15, no more than 4 student-athletes from the

same team involved in skill instruction at one time in any facility • September 15 through April 15, no limitation on number of participants • Required 2 days off per week

NOTES: Any competition counts as 3 hours regardless of actual duration During the playing season, all countable athletically related activities are prohibited during one

calendar day per week except during conference and postseason championships and official university vacation periods

During the summer all required countable athletically related activities are prohibited Practice may not be conducted at any time following competition except between contests, rounds or

events during a multi-event competition (e.g. double-headers in baseball, rounds of golf in a multi-day tournament). See Bylaw 17.1.6 for further information.

PRACTICE LOGS—COUNTABLE ATHLETICALLY-RELATED ACTVITIES

7-2

2013-2014 DUE DATES For Monthly Log Form (Any logs turned in after the indicated dates will be considered LATE!)

Aug. - Sep. 4 Sep. - Oct. 2 Oct. - Nov. 6 Nov. - Dec. 4 Dec. - Jan. 2 Jan. - Feb. 5 Feb. - Mar. 5 Mar. - Apr. 2 Apr. - May 7 May - June 4 June - July 2 July - Aug. 6

Countable Activities: Practice, athletics meetings initiated by a coach, on-court, field activities, setting up offensive/defensive alignments, required weight training and conditioning activities, required participa-tion in camps/clinics, visiting the competition site (golf & cross country), individual skill instruction, discussion or review of game film, punishment (morning runs). If you are unsure if something is a countable activity contact the Compliance Office.


ROSTER CHANGES (DROP/ADD FORM)

Completed by Head Coach anytime there is a roster change All appropriate information on the form must be filled in Submitted to the Compliance Office

NOTES: Changes must be communicated immediately and continually If a student-athlete signs a Voluntary Withdrawal Form, this must be accompanied by a Roster Dele-

tion Form Student voluntarily withdrew from team: a meeting was held with the Compliance Office (with An-

drea Nordmann) and a voluntary withdrawal form was completed and signed by all parties

ROSTER CHANGES

7-3


OCCASIONAL MEAL FORM

Completed by Coach List the names of all the student-athletes and all other attendees receiving the

occasional meal and include the date, time and location of the meal Submitted to the Compliance Office PRIOR to the date of the meal for

review

NOTES: 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. Infrequent is de-fined by TCU as one time per month.

An institutional staff member may provide reasonable local transportation to student-athletes to

attend such meals. Representatives of athletics interests (boosters) may NOT provide an occasional meal to a student-

athlete or an entire team.

OCCASIONAL MEALS

7-4


TEAM TRAVEL MANIFEST & ITINERARIES Completed by Head Coach prior to 1st Competition (SEASON MANIFEST) Departure from campus is no earlier than 48 hours prior to the start of the actual competition

(except as provided in Bylaw 16.8.1.2.1.1) Departure from competition locale is no more than 36 hours following the conclusion of the

competition (except as provided in Bylaw 16.8.1.2.1.1) Men’s Basketball—must depart within 24 hours following the conclusion of the competition Manifest submitted to the Compliance Office prior to first away competition—updated as

necessary (i.e., additions to roster) Itinerary submitted to the Compliance Office prior to each competition Coaches must complete the on-line travel authorization and receive approval prior to any

travel or you may not be reimbursed.

NOTES: An institution may transport student-athletes from a central on-campus site to an off-campus site for

practice/competition and back to campus An institution may provide actual and necessary travel expenses to an eligible student-athlete for

participation in athletic competition The student-athlete must depart for the competition no earlier than 48 hours before the start of com-

petition and remain no more than 36 hours (24 hours for men’s basketball) following the conclusion of the competition even if the student-athlete does not return with the team

TEAM TRAVEL

7-5


7-6

OUTSIDE COMPETITION

OUTSIDE COMPETITION RESTRICTIONS

Completed by Student-Athlete and Head Coach at least 3 days prior to any outside competition during the academic year

Must compete as an individual (unless granted an exception per NCAA rules) Must be submitted to the Compliance Office prior to departing for competition New form must be completed for EACH outside competition that student-athlete

participates in

NOTES: In individual sports, a student-athlete may accept prize money based on his or her place finish or

performance in an open athletics event (an event that is not invitation only), provided the competi-tion occurs outside the institution's declared playing and practice season during the institution's summer vacation period. Such prize money may not exceed actual and necessary expenses and may be provided only by the sponsor of the open event. The calculation of actual and necessary expenses shall not include the expenses or fees of anyone other than the student-athlete (e.g., coach's fees or expenses, parent's expenses).

The Summer Vacation Prize Money Declaration for Individual Sports form must be completed by

the student-athlete and submitted to the Compliance office (see page 7-7)


OUTSIDE COMPETITION—SUMMER PRIZE MONEY

7-7

OUTSIDE COMPETITION—SUMMER PRIZE MONEY RESTRICTIONS

Form to be completed by Student-Athlete for each outside event in which student-athlete participates and receives prize money

Must compete as an individual (unless granted an exception per NCAA rules) Form must be reviewed and signed by Head Coach Form (and all receipts) must be submitted to Compliance office submitted to the Compliance

Office after returning from competition.

NOTES: In individual sports, a student-athlete may accept prize money based on his/her place finish or per-

formance in an open athletics event (event cannot be invitation only), provided the competition takes place outside of the declared playing season AND is during the institution’s summer vacation period.

The prize money may NOT exceed actual and necessary expenses The prize money may only be provided by the sponsor of the event The calculation of actual and necessary expenses may only include expenses or fees for the student-

athlete (not permissible to include expenses/fees for coaches, family, etc.)


PROMOTIONAL & FUND-RAISING ACTIVITIES

7-8

REQUESTS FOR APPEARANCES

Completed by Head Coach (or athletics department staff member) prior to

allowing any student-athletes to appear at any functions

Student-athletes may NOT miss class or receive any compensation for ap-

pearing at a promotional, charitable, educational or nonprofit event

Promotional Activities (Appearance) forms must be submitted to the Com-

pliance office for approval at least 3 days prior to activity

NOTES: Some events/appearances may be set up by the Athletics Department Administration, however,

please verify prior to allowing your student-athletes to make any appearances . An institution's athletics department staff member (e.g., coaching staff member) may not provide

any financial contributions to a high-school athletics program through participation in a fund-raising event (e.g., paying greens fees to participate in a golf outing when any portion of the greens fees will go to benefit the high-school athletics program).

Athletics department staff members are not precluded from individually purchasing admission to

attend events (e.g., athletics banquets or meetings, competitions) where funds from the admission fee ultimately will benefit prospects, provided the primary purpose of the event is not to raise funds for prospects.

It is permissible for an institution's coaching staff member to make financial donations to the high

school he or she formerly attended as a student (regardless of whether the donated funds are in-tended to benefit athletics or non-athletics programs), provided the coaching staff member acts independently of the institution, the donated funds are distributed through channels established by the high school or the organization conducting the fund-raising activity and the donated funds are not earmarked for a specific prospective student-athlete.


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DONATION REQUESTS

REQUESTS FOR DONATIONS/AUTOGRAPHS on MEMORABILIA Completed by Head Coach (or requestor) prior to donating any items

All charity and fan requests for tickets, student-athlete/coach auto-graphs, memora-bilia items, etc., MUST be completed via an online form located on www.gofrogs.com under the Fan Center drop down list.

Once the online form is complete it is immediately submitted to the Compliance office for review, either approval or denial. ALL donation requests MUST be re-viewed by the Compliance office. The Compliance will email the requestor and ap-propriate departments (Marketing, Ticket Office, etc.) with the email subject head-ing: Approved Donation Request and/or Approved Autographed Memorabilia.

All donations of items are required to be pre-approved to ensure that the items are not received by prospective student-athletes

NOTES: Some Donation Requests may be completed by the Athletics Department Administration, however

please verify prior to donating any items to an event, auction, fundraiser, etc.

An institution's athletics department staff member (e.g., coaching staff member) may not provide any financial contributions to a high-school athletics program through participation in a fund-raising event (e.g., paying greens fees to participate in a golf outing when any portion of the greens fees will go to benefit the high-school athletics program).

Athletics department staff members are not precluded from individually purchasing admission to attend events (e.g., athletics banquets or meetings, competitions) where funds from the admission fee ultimately will benefit prospects, provided the primary purpose of the event is not to raise funds for prospects.

It is permissible for an institution's coaching staff member to make financial donations to the high school he or she formerly attended as a student (regardless of whether the donated funds are in-tended to benefit athletics or non-athletics programs), provided the coaching staff member acts independently of the institution, the donated funds are distributed through channels established by the high school or the organization conducting the fund-raising activity and the donated funds are not earmarked for a specific prospective student-athlete.


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PARTICIPATION/ACHIEVEMENT AWARDS

Completed by Head Coach (or designee)

All participation, special achievement and championship awards must be approved by the Compliance office

Refer to Figures 16-1, 16-2 and 16-3 in the NCAA Manual to verify maximum value of awards prior to purchase

Submit completed Awards Chart at the conclusion of the season/post-season ban-quet, detailing all awards provided to student-athletes.

NOTES: The value of the Framed T provided to freshmen and the ring provided to seniors must be counted

in the annual participation limits for student-athletes. Special attainments awards (e.g., MVP, Most Improved, Scholar-Athlete, etc.) may be provided

each year to individual student-athletes and teams to recognize special achievements, honors and distinctions, limited in value and number as detailed in Figure 16-3 in the NCAA Manual

It is NOT permissible to combine the value limits of awards given in a sport during the same sea-

son, or given to athletics who participate in more than one sport, to provide an award more expen-sive than permissible under separate application to some or all of the student-athletes

The value of a particular award may not exceed specified value limits, and a student-athlete may

NOT contribute to its purchase in order to stay within those limits.


CAMPS/CLINICS

Completed by all Coaches who own or operate an institution’s sports camp or instructional clinic, either on or off-campus, IN WHICH PROSPECTS PARTICIPATE

Received copy of the TCU Camp/Clinic Manual (available in the Compliance Office) Facility usage approved by Conference Services and Ross Bailey and approved by super-

vising Associate Athletic Director Approved by the Compliance Office Submitted to the Compliance Office 1 month prior to the start of camp along with a

camp brochure Background checks and any required training for all employees were completed (Texas

Law)

NOTES: Any income from a camp must be reported at the end of the year as athletically related income on the

Outside Income form All forms are available in the Compliance Office and online

If you would like to work at a NON-INSTITUTIONAL Camp/Clinic you MUST get the Non-Institutional Camp/Clinic Verification Form completed by the Camp Director and sub-mit it to the Compliance office for review PRIOR to starting work at the camp/clinic.

CAMPS/CLINICS

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LOCAL SPORTS CLUB

Completed and signed by Coach Retrieved copy of the Local Sports Club Packet (available in the Compliance Office) No student-athletes are employed at the club An employment information form was completed A membership information form was completed Must attach: Outside competition schedule Facilities agreement (if applicable) Incorporation status (if applicable) All promotional material Approval from the Compliance Office is required PRIOR to August 1, 2013 or PRIOR to

any involvement in the club, whichever is later Submitted to the Compliance Office

LOCAL SPORTS CLUB

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OUTSIDE INCOME FORM

Completed by all Athletic Department Staff Members or full-time Coaches whether or not any outside income is earned

Approved by the Compliance Office Approved by the Director of Athletics and Chancellor Submitted to the Compliance Office

NOTES: If outside income or benefits exceeds $1,000.00 for the year (August through July), you must indicate

specifically the source of income. A blanket approval has been granted for outside income that does not exceed $1,000.00, but an

Outside Income Agreement must be completed. Contractual agreements between a full or part-time athletics department staff member (excluding sec-

retarial personnel) and an institution shall include these stipulations: That staff members are required to provide a written detailed account annually to the chief

executive officer for all athletically related income and benefits from sources outside the institution, and

the approval of all athletically related income and benefits shall be consistent with the institution’s policy related to outside income and benefits applicable to all full-time or part-time employees.

Sources of such income shall include, but are not limited to, the following:

Income from annuities, sports camps, housing benefits, country club memberships, complimentary ticket sales, television and radio programs, and endorsement or consultation contracts with athletics shoe, apparel or equipment manufacturers.

OUTSIDE INCOME

8-3


PROCEDURES FOR REPORTING A VIOLATION ATHLETICS COMPLIANCE - RULES EDUCATION

In accordance with NCAA rules and regulations, all suspected or alleged violations of NCAA rules, whether they be secondary or major, shall be investigated. At no time shall any rules violation (secondary or major) go unreported to the Associate Athletics Director for Compliance. If the Associate Athletics Director for Compliance determines that a violation has occurred, the violation (or possible violation) will be reported to the NCAA national office and/or appropriate conference officials.

1. Reporting a Violation

a. An individual (e.g., athletic department staff member, student-athlete, university employee, representative of the University’s athletics interests, member of the community) may report an alleged, rumored, or suspected violation.

b. The individual may report the alleged, rumored, or suspected violation verbally or in writing. He or

she may report an alleged violation anonymously. 2. To Whom Shall an Alleged Violation be Reported?

a. If an alleged or rumored violation is communicated to any athletic department staff member, or individual other than an athletic department staff member, the individual has an obligation to re-port the alleged violation to any or all of the following persons in a timely manner:

The Associate Athletics Director for Compliance and Student-Athlete Services Assistant Athletics Director for Compliance The Director of Athletics The Faculty Athletics Representative

b. Assistant Coaches have not met their burden by simply reporting a possible violation to their su-

pervising head coach; they must be able to verify that the report is made to one of the three de-partment staff members listed above.

ADDITIONAL INFORMATION IS AVAILABLE IN THE COMPLIANCE OFFICE.

REPORTING VIOLATIONS

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countable coach designation

Documents