Official Visit Reminders

  • 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 Official Visit/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 Notification 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.
  • Prior to giving mileage money, make sure the Transportation Reimbursement Form is complete with the prospect's signature.
  • 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 Permissible Recruiters- (e) Spouse of Staff Member.
  1. On-Campus. A spouse of an institutional staff member on campus.
  2. 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.
  1. 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.
  2. Board of Trustees. Recruiting contacts on- or off-campus between a member of the institution's board of trustees and a prospect are not permissible.
13.5.2.2.1 Transportation of Prospect's Relatives. An institution may provide local transportation between its campus and the nearest airport for the parents, relatives or legal guardians of a prospect making an Official Visit.
 
13.6.7.1 General Restriction - Entertainment on Official Visit. UMass 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.
Bylaw 13.6.8 states that an institution must limit meals on the prospect's official visit to a prospect, the prospect's parents (or legal guardians), spouse and children. PLEASE BE ADVISED - SIBLINGS CANNOT BY PROVIDED WITH MEALS (except in the sport of football, where we are allowed to provide 4 additional meals to family members).
 
Bylaw: 13.6.7.2.1: Exception – Nontraditional Family (Official Visit): If a prospective student-athlete is a member of a nontraditional family (e.g., divorce, separation), the institution may provide up to two additional complimentary admissions to the prospective student-athlete in order to accommodate the parents accompanying the prospective student-athlete (e.g., stepparents) to attend a home athletics event. [R] (Adopted: 4/24/08 effective 8/1/08)
Bylaw: 13.7.2.1.1. Exception – Nontraditional Family (Unofficial Visit): If a prospective student-athlete is a member of a nontraditional family (e.g., divorce, separation), the institution may provide up to two additional complimentary admissions to the prospective student-athlete in order to accommodate the parents accompanying the prospective student-athlete (e.g., stepparents) to attend a home athletics event. (Adopted: 1/15/11 effective 8/1/11)
 
 
Commonly 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 Form should be completed if student-athletes will be in attendance and occasional is defined as four to five times per semester. (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, UMass 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 recruiting material. However, you may use information obtained by admissions in a folder that is available for all prospective students (Admissions Folders can be obtained in the Compliance Office).
 

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