Camps and Clinics - Policies and Procedures

All sport camps and clinics must be registered with the athletics compliance office prior to advertisement or promotion of the camp. The steps listed below must be followed:

  1. Each sport intending to conduct a camp/clinic must designate an individual (head/assistant coach, operations director) to serve as camp director. The director is responsible for ensuring that proper policies and procedures are followed.
  2. Submit UMASS Outside Income Agreement for Athletics Department Staff Members form in January. (See NCAA Bylaw 11.2.2).
  3. Submit proper documentation from the UMASS Camp / Clinic Form to the athletic compliance office with any necessary attachments [i.e., brochures, website materials, advertisement, etc.] in advance of printing brochures or advertisements. Submit a Job Description for UMASS Camp/Clinic Employees.

 

Each camp director must complete the following forms in their entirety. The post-camp reports must be submitted to the Associate Athletics Director for Compliance within 60 days following the completion of all camp/clinic sessions. Subsequent to the camp or clinic the following forms must be submitted to the athletics compliance office:

·       UMASS Sports Camp / Clinic Financial Report / Accounting Form (which combines all sessions of camp)

·       UMASS Sports Camp / Clinic Final Registration Form (one submitted for each session of camp)

·       Copies of completed camp/clinic applications, credit card receipts, cash receipts, money orders or checks should be maintained with the payment ledger/registration list.

·       Camp Director may submit this information in any matter; does not have to appear on this specific form.

·       UMASS Sports Camp / Clinic Refund List (one submitted for each session of camp)

·       FINAL UMASS Camp / Clinic Student-Athlete & Staff Compensation Form (one submitted for each session of camp)

Other Camp and Clinic Procedures

All athletics staff members employed in or attending (i.e., coaches evaluating prospects) sports camps and clinics (i.e., private or other institution’s camp or clinic) must provide information concerning the camp or clinic on the UMASS Camp/Clinic Approval Form. The Camp/Clinic Administrator must fill out all parts and sign.
In men's basketball, UMass basketball camps and clinics must be identical in regard to participation, registration procedure, fee structure, advertisement and logistical experience (e.g., lodging, meals, transportation, or awards/mementos).
 
Rules Governing Coaches’ Involvement
  1. Members of UMASS football or basketball coaching staffs may not serve in any capacity (either on a salaried or volunteer basis) at a non-institutional (e.g., privately owned) camp, clinic or coaching school in which prospects participate in physical activities, or in Division I football in which a senior prospect is employed.
  2. In sports other than football and basketball, UMASS athletics department personnel may not serve in any capacity (either on a salaried or volunteer basis) in a privately owned camp, clinic or coaching school in which a high school, preparatory school or two-year college athletics award winner is employed.
  3. No UMASS staff member may be employed (either on a salaried or volunteer basis) by a camp or clinic established, sponsored or conducted by an individual or organization that provides recruiting or scouting services.
  4. A football or basketball camp, clinic or coaching school which is owned or operated by a UMASS coach and in which prospects participate, may take place only during the months of June, July and August.
  5. NCAA recruiting calendar exceptions - recruiting rules do not apply to collegiate coaches who are employed in a UMASS camp (no written offers of aid may be extended). However, other coaches attending a camp, conducted by UMASS coaches on the UMASS campus, as observers are subject to recruiting contact and evaluation restrictions. The same is true for any UMASS coaches attending another institution’s camp as an observer.
  6. A sports camp or clinic conducted by UMASS coaches at which prospects participate may not be held during a dead period for that sport.
  7. A UMASS basketball coaching staff member may attend only institutional basketball camps per bylaw 13.13.1.1 and non-institutional organized events (e.g., camps, leagues, tournaments and festivals) that are certified per bylaw 30.16. UMASS coaches are responsible for ensuring that the event they attend is on the list of certified events prior to departing campus for such event.
  8. Under no circumstances should a prospect who is an athletics award winner be employed by a UMass camp.

Rules Governing Employment of UMASS Student-Athletes in Camps/Clinics

  1. Great care must be exercised when hiring UMASS student-athletes to work summer camps. The provisions and interpretations of NCAA bylaws related to playing and practice seasons (Bylaw 17) and summer camps (Bylaw 13.13) are to be followed when student-athletes are employed by the Camp Director. If questions arise as to the permissibility of employment, the Associate Athletic Director for Compliance must be consulted prior to employment.
  2. No member of the UMASS football squad who has eligibility remaining may be employed or otherwise participate in a football camp conducted by UMASS coaches. A UMASS football squad member with eligibility remaining may be employed in any camp that specializes in the sport of football, other than a UMASS camp, provided not more than one football student-athlete from UMASS is employed in any camp.
  3. A student-athlete who is employed at a sports camp or clinic conducted by UMASS coaches must meet the following criteria:
    1. A student-athlete’s employment arrangement in a UMASS camp or clinic must be approved in writing by the Associate Athletics Director for Compliance at least two weeks prior to commencement of the employment on the UMASS Camp / Clinic Student-Athlete & Staff Compensation Form.
    2. The student-athlete’s name must appear on the UMASS Camp/Clinic Student-Athlete & Staff Compensation Form with all pertinent information regarding amount of compensation. The final compensation form must be filed with the Post-Camp report within 60 days following completion of all camp/clinic sessions.
    3. A student-athlete must be assigned duties that are of a general supervisory nature with no more than 50% of the student-athlete’s time allocated to coaching or officiating.
    4. Compensation must be commensurate with the regularly accepted rates for camp counselors with similar qualifications and responsibilities. The student-athlete must be compensated from the camp or clinic’s general account and not from a coach’s personal account. International student-athletes who are employed by the camp must be paid via a University time sheet with a University issued check through the business office account established for this purpose.
    5. A student-athlete who only lectures or demonstrates at a camp or clinic may not receive compensation for his/her appearance at the camp or clinic.
    6. The student-athlete shall not participate in organized practice activities other than during the institution’s playing season in the sport.
    7. There are no limits on the number of student-athletes in a particular sport (other than football) who may be employed (e.g., as counselors) in camps or clinics.

Rules Governing Employment of High School, Prep School or JC Coaches

  1. The University or UMASS athletic department employees may employ a high school, preparatory school or two-year college coach at a UMASS camp or clinic, provided:
    1. The coach receives compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience, and the coach is not compensated or reimbursed based on the number of campers the coach sends to the camp.
    2. The coach is not paid on the basis of the value the coach may have for the employer because of the coach’s reputation or contact with prospective student-athletes; and
    3. The coach’s name must appear on the UMASS Camp/Clinic Student-Athlete & Staff Compensation Form with all pertinent information regarding amount of compensation prior to the camp / clinic. The final compensation form must be filed with the Post-Camp Reports within 60 days following completion of the camp / clinic.

 ** In men's basketball, a UMass camp or clinic may not employ (either on a volunteer or paid basis) an individual associated with a recruited prospect. Additional paperwork is required for men's basketball camps and clinics.

 

  
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Kim Callicoate,
Oct 9, 2012, 12:20 PM
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Kim Callicoate,
Oct 9, 2012, 12:20 PM
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Kim Callicoate,
Oct 9, 2012, 12:20 PM
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Kim Callicoate,
Oct 9, 2012, 12:26 PM
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