Updated 1/18

STUDENT-ATHLETES:  RECRUITMENT

Participation in athletics is an important component of the student-athlete’s college experience, but academic achievement must remain of primary concern.  Athletic achievement is gained and maintained through the recruitment of student-athletes who possess the necessary skills to successfully compete both academically and athletically at the University of Kansas.  Therefore, Kansas Athletics endeavors to recruit only those individuals who have demonstrated the ability to be successful in the classroom as well as on the playing field.

Moreover, Kansas Athletics prides itself in conducting its recruiting program with integrity.  Recruiting activities are carefully coordinated and documented by all Head and Assistant Coaches and monitored by the Compliance Office to ensure total compliance with established rules and regulations of Kansas Athletics, the University of Kansas, the NCAA and the Big 12 Conference.

To achieve full compliance, each staff member involved in recruiting activities must be knowledgeable of established recruiting rules and regulations and any revisions related to them.  All coaches who wish to recruit off-campus must be certified each year by passing the NCAA Coaches Certification Test that covers the Recruiting rules outlined in Bylaw 13.  These rules encompass the following topics:

• Offer and Inducements;
• Contacts and Telephone Calls;
• Evaluation Periods;
• Recruiting Materials;
• Entertainment and Transportation;
• Official and Unofficial Visits;
• Letter of Intent Programs;
• Publicity;
• Tryouts;
• Sports Camps and Clinics;
• High School All-Star Games;
• Use of Recruiting Funds;
• Pre-College Expense;
• Booster Activities.

The Compliance Office is responsible for monitoring recruiting rules and regulations and informing staff members involved with recruiting operations of all pertinent updates and changes in a timely manner.  Furthermore, the Compliance Office is available to assist recruiting staff in the interpretation of NCAA rules and regulations and to answer specific questions concerning recruiting.

All rules and regulations relevant to recruiting are carefully detailed in Bylaw 13 of the NCAA Manual.   The NCAA produces an information guide for prospective student-athletes that has detailed information regarding initial eligibility, recruiting and financial aid.  This booklet is called “The NCAA Guide for the College-Bound Student-Athlete,” and it is available in the Compliance Office.

UNIVERSITY OF KANSAS RECRUITING PHILOSOPHY
Kansas Athletics seeks talented student-athletes to represent the university; prospective student-athletes should have not only athletic ability, but are also expected to have good character and academic achievement.  Kansas Athletics expects its prospects to be assignment correct, fundamentally sound, and mentally tough.  The prospective student-athlete is expected to be able to meet the university’s standards in the classroom and on the field.

Student-Athletes and prospective student-athletes are expected to act in a manner that places them in the best possible light, to refrain from committing offensive acts, and to avoid responding to the offensive behavior of others.  The University of Kansas expects student-athletes and prospective student-athletes to adhere to all state and federal laws related to alcohol and drug use.  Under no circumstances should a student-host or prospective student-athlete engage in drinking alcoholic beverages regardless of whether he or she is of legal age or encourage or assist others in doing so.   In addition, “adult entertainment” and gambling venues are off-limits during recruiting visits. This extends to arranging adult entertainment or gambling or sexual activities on or off campus.  It is critical student-athletes and prospective student-athletes avoid any situation where risky behavior may occur.

The University of Kansas believes that the conduct of its student-athletes who wear the Kansas uniform reflects upon the entire University community, on and off the fields of play.  Furthermore, wearing the Kansas uniform is a privilege and not a right.  Consequently, the involvement of student-athletes or prospective student-athletes in incidents which are contrary to this philosophy may result in a decision by the University to decline to admit or grant athletically-related financial aid to a prospective student-athlete and may result in dismissal from a team for current student-athletes or cancellation of a grant-in-aid to a prospective student-athlete, including transfers.  Such conduct could also result in proceedings being commenced by other authorities.

The powerful effect of sports on student-athletes and the substantial influence of athletic role models on others should never be underestimated. Therefore, Kansas Athletics seeks prospective student-athletes who are dedicated to achieving these sports ideals and to taking full advantage of the privilege afforded them by the university.

RECRUITING POLICY
This policy is to be applied to all prospective student-athletes, including transfers, being considered for team membership and/or athletically-related financial aid at The University of Kansas.

These policies are intended to ensure Kansas Athletics recruits only those prospective student-athletes who coaches believe to be of good character, who can succeed academically in the university, and who are committed to personal development.    Coaches must fully evaluate prospective student-athletes for potential character issues, including serious misconduct.

Serious Misconduct Defined
The Big 12 Conference policy requires that its member institutions “exercise diligence to identify and address … serious misconduct issues involving its prospective student-athletes, including transfers.  Prospective student-athletes, including transfers, who have committed serious misconduct … will not be eligible for athletically-related financial aid, practice, or competition.”  The Big 12’s definition of Serious Misconduct includes crimes of sexual assault, domestic violence, and other similar crimes involving moral turpitude.  If a conference school has information that leads to the conclusion that Serious Misconduct has been committed by an individual, that person is not eligible for athletically–related financial aid, practice, or competition unless an exception is obtained.

Kansas Athletics defines “Serious Misconduct” as any act of sexual assault, sexual violence, rape, domestic violence, dating violence, or any other similar crime under Kansas law involving moral turpitude.  Kansas Athletics defines “committing” serious misconduct as admitting to an act, being found guilty in a court of law, pleading guilty, no contest or nolo contendere, or being found responsible by an office of student conduct (or office of similar purpose) at another institution.

Procedure for potential Serious Misconduct
Coaches are responsible for conducting due diligence when evaluating prospects for character issues, including serious misconduct. The evaluation process may include, but is not limited to: conversations with high school, community college, AAU and/or club coaches; head coach character assessment of the prospect; releases for criminal background checks and student affairs records at a prior institution for transfer student-athletes; a release for a sexual predator check for all incoming prospects; parent/guardian interviews; official visits; and, any other action deemed  reasonable and appropriate for the circumstances by the coach. Each head coach is to complete a Recruiting Due Diligence form for each recruit and submit it to his/her sport supervisor for review prior to issuing a National Letter of Intent (NLI) or adding a walk-on to the official roster.  In addition, the Compliance Office will check a prospect’s social media presence by conducting an online search of the prospect’s name through a general search engine.  A more extensive review shall be conducted if any irregularities are indicated.

If a coach or other Athletics staff member becomes aware of possible Serious Misconduct by a prospective student-athlete (either before or after the NLI is signed), he/she must immediately notify his/her sport supervisor who will inform the Director of Athletics.  The Director, sport supervisor, and coach will meet as soon as possible to determine if any additional information is needed, whether the sport wishes to continue the recruiting process, and whether any mitigating circumstances may be present.  Additional information may include police reports, court documents, prosecutor and/or probation officer interviews, character references, student conduct records from the previous institution, or compliance staff member conversation with the transferring institution (if applicable).

After sufficient information has been gathered, the Director, sport supervisor, and coach will meet to determine whether an exception to the recruiting policy is warranted.

• If they determine that the prospect has committed Serious Misconduct and that there are no mitigating circumstances, then the sport will discontinue recruiting the prospective student-athlete.
• If they agree that the prospect has committed Serious Misconduct but there are mitigating circumstances that would justify continuing recruitment and an offer of athletically-related financial aid, the Director and coach will present all evidence of the Serious Misconduct and the mitigating circumstances to the Chancellor who shall determine whether the mitigating circumstances support continuing recruitment and the offer of athletically-related financial aid.  The decision of the Chancellor shall be final.

• If they agree that the prospective student-athlete has not committed Serious Misconduct, then the Director will review this conclusion with the University General Counsel for determination of compliance with Big 12 and KU policies.

Mitigating factors such as the following may be considered in determining whether an exception should be warranted:  the nature and gravity of the Serious Misconduct; recentness of Serious Misconduct; if there was a conviction and whether it has been commuted or reversed; the age of the person at the time of the misconduct; evidence of rehabilitation and subsequent good character; character references from previous coaches and school administrators; and whether the specific Serious Misconduct may have implications with respect to participation on intercollegiate teams. The athletic skill of the prospective student-athlete will not be considered.

TRANSFER POLICY
In addition to the requirements provided in the Recruiting Policy set forth above, to better comply with NCAA, Big 12, and institutional policies, all transfer student-athletes, including those not receiving athletically-related aid, will undergo a background check and will be required to complete the Transfer Verification Form to identify any previous Serious Misconduct.  In addition, they must complete a FERPA release form to obtain student conduct records from the prior institution.

THE BACKGROUND CHECK PROCESS
Kansas Athletics uses a third party vendor/administrator to conduct background checks.  The type of information that is collected as part of the transfer process consists of a criminal background check and a sex and violent offender registry check.    Kansas Athletics will ensure that all background checks are conducted in compliance with all applicable federal and state statutes.  Kansas Athletics reserves the right to make the sole determination concerning information or any decision arising out of the background check.

General Guidelines

1. The transfer student-athlete must authorize the background check by completing a consent form. Refusal to authorize a background check shall disqualify the prospect from athletically-related financial aid, practice, or competition at Kansas Athletics.
2. Corporate Counsel or the Human Resources Director shall initiate the background check.
3. The head coach must inform the prospect that a background check will be completed before an offer is extended.
4. Falsification of information, including failure to disclose criminal convictions to the head coach may be grounds for disqualification from further consideration.
5. Background reports shall be treated as confidential and will be maintained in confidential files in the Human Resources Office.
6. Results of the background check shall be sent to the Corporate Counsel and the Human Resources Director, who shall review the report.  If the check is favorable, the head coach shall be notified that the prospect is approved and an offer may be extended for the transfer.
7. If the background check is returned and indicates any charge or conviction of Serious Misconduct, the requirements as set forth in the section above for either an exception to the Big 12 policy or a denial of athletically-related financial aid, practice, and competition per Big 12 requirements shall be triggered.
8. If a background check is returned with unfavorable (“flagged”) results other than a charge or conviction of Serious Misconduct, the Corporate Counsel shall convene a committee to review the results.  Minor offenses, including traffic or alcohol convictions (for example: minor in possession of alcohol) will not trigger committee review, though the head coach shall be informed of any flagged results.
9. If the background check is returned with favorable results, however through the due diligence process, information is found that requires further examination and discussion, the Corporate Counsel shall convene a committee to review the information.
10. The committee to review flagged results or information gathered through the due diligence process shall consist of the Faculty Athletic Representative, the Senior Associate Athletics Director/SWA, the head coach and the sport supervisor and others at the discretion of the Director of Athletics.  The existence of a negative report or a conviction does not automatically disqualify an individual from receipt of an offer.  Relevant mitigating considerations may include, but are not limited to, the age of the person at the time a crime was committed, the number of convictions, history since the conviction, character references from previous coaches or school administrators, evidence of rehabilitation and whether the sentence has been commuted or reversed.
11. Any decision to accept or reject an individual with a negative background report, other than for Serious Misconduct, is solely at the discretion of Kansas Athletics.

CAMPUS VISITS
Complimentary Admissions
It is permissible for prospects to receive complimentary admissions to a home athletics event at any facility with a 30-mile radius of the campus. The complimentary admissions are for the exclusive use of the prospect and his or her guests and can only be issued through a pass list on an individual game basis. All prospects and their guests must be seated in the general seating area for the event. The Head Coach or his/her designee makes arrangements for complimentary admissions with the Kansas Athletics Ticket Office, ensuring compliance with NCAA rules and regulations.  For additional information related to the entertainment of prospects, see Policy 408C, Ticket Office: Complimentary Tickets, and Policy 701C Travel: Prospective Student Athletes, in this Manual.

Unofficial Visits
Prospective student-athletes are welcome to visit the University at their own expense (except during “Dead Periods” when the only permissible visitors are prospects who have signed a National Letter of Intent or Financial Aid Agreement or have made a financial deposit in response to an offer of admission).  On unofficial visits to the campus, prospective student-athletes may be provided with complimentary admissions to KU athletics events, as allowed by the NCAA and the guidelines listed above.  In addition, the sport’s designated recruiting coach may arrange for the prospect to meet with faculty, student-athletes, athletics administrators and other appropriate individuals in order to help the prospect gain pertinent information about the institution.

Care must be taken to ensure that prospects are not involved in any on-campus activity that might be construed as entertainment or given financial assistance with travel, meals or lodging while making an unofficial visit to the campus.  Additionally, transportation of prospects is limited to practice and completion sites associated with the prospect’s sport.
It is required that the Head Coach or his/her designee maintain detailed records of all unofficial campus visits through Compliance-approved documentation.

Official Visits
The NCAA defines an “official visit” as a visit to a member institution by a prospective student-athlete when the visit is financed, in part or in full, by the institution.  Athletic staff involved in the planning and implementation of recruiting activities must strive to represent the University in an interesting and informative manner while remaining within recruiting guidelines.

All official recruiting visits are restricted in number, length, activities and expenditures by NCAA rules and regulations.  Official visit activities are monitored by the Compliance Office (and/or the Business Office, as appropriate), so that all aspects of the University, including programs, staff and students are presented in a positive manner and the visit is conducted in accordance with NCAA guidelines.

Accurate records of all recruiting activities must be kept by the Head Coaches, the Business Office, and the Compliance Office and are made available upon request to the Director of Athletics for review.

Each Head Coach is ultimately responsible for his/her on-campus recruiting program; however, Student Support Services is available to assist in the planning and coordination of official visits to the University of Kansas.

Coordination of Official Visit
Prior to the first official visit for a specific team, the Head Coach or his/her designee will review the Student-Host instructions to inform student-athletes of their responsibilities if they are asked to be a student host.

Prior to the visit, the following steps are taken:

1. The sport’s Recruiting Coordinator, or designated coach, coordinates travel and lodging arrangements for the visit.  The use of private or chartered airplanes when transporting prospective student-athletes is prohibited.  Coaches must transport all prospective student-athletes using commercial air travel at coach-class fares.  In addition, coaches must use standard vehicles to transport prospective student-athletes and those accompanying them on official visits. Prospects and their parents or legal guardians must be housed in standard lodging and offered standard meals similar to those offered on campus.  The lodging may not include any upgrades or special amenities not generally available for guests.  For more specific information, see Policy Travel 701C: Prospective Student-Athletes, in this Manual.  Expenses for the official visit must be in accordance with Kansas Athletics, University and NCAA guidelines and are monitored by the Business Office.
2.  The sport’s recruiting coach assists the Head Coach in planning itineraries for official visits.  The itinerary should include complete travel plans, lodging, meal plans and attendance at scheduled games and practices.  Itineraries may also include scheduled visits to classes on campus; attendance at planned University activities (e.g. pep rallies and concerts); meetings with coaches, staff, players, academic counselors and admission representatives; and a tour of campus and sports facilities.  The completed itinerary and any additions or changes is submitted to the Business Office with the final Expense Report.
3.  The head coach or designee submits a high school or college (when applicable) academic transcript. In addition the head coach or designee facilitates the prospective student-athlete registering with the NCAA Eligibility Center. The Compliance Office will then place the prospect on the institution’s Institutional Request List (IRL).
4.  The Official Visit Report Form is maintained during the official visit.  This form lists persons accompanying the prospect, transportation, lodging, meals, itineraries and reimbursements made to the prospect.  Originals of the form are submitted to the Business Office and the Compliance Office after the completion of the official visit.  Additionally, a copy is retained for insertion in the prospect’s recruiting file.

Planning Activities for the Official Visit 
Each prospect’s visit should be a safe and informative visit. After visiting the campus, a prospect should be able to adequately assess whether the University of Kansas’s campus environment, as well as its academic and athletic programs, are best suited to his/her needs.  During the visit the prospect should also be made fully aware of all procedures associated with admission, and his/her obligations to the University and the Department of Athletics.
Each visit should be individually tailored to the prospect’s needs, focusing upon his/her individual academic interests or specialties.  The recruiting coach should arrange for meetings with faculty, student-athletes, students, coaches, trainers, equipment managers and the Director of Athletics, as appropriate.  Coaches should also consider enlisting the aid of the University Orientation and Tour Service in planning campus tours.

The Head Coach or his/her designee who plans the official visit must remember that the NCAA prohibits personalized recruiting aides (such as jerseys or scoreboard presentations) or game-day simulations during campus visits. Prospects can visit the locker room before or after a game or stand on the sidelines during pre-game activities under this measure.
Those involved in planning the official visit should be aware and take advantage of any on-campus social events, such as faculty gatherings or student organization functions that introduce the University’s student life to the prospect.  However, care should be exercised so as not to violate any NCAA rules and regulations.

Any entertainment of prospects during the official visit must be within a 30 mile radius of the campus and cannot include representatives of athletics interests.

Student Hosts
Student hosts must be current student-athletes or students who conduct visits or tours as part of the admissions process. Kansas Athletics does not sponsor gender-specific host groups.  As such, any student host groups must accept and maintain male and female participants.

Student-athletes and students acting as hosts must be fully informed of all NCAA rules and regulations which affect recruiting.  At the beginning of the academic year, the Compliance Office conducts an Orientation Meeting at which time it will review the rules regarding being a student host.  In addition, the Student Host Instruction form is provided to each student host by the sport’s Head Coach or designee.  This person reviews the rules and regulations carefully with the student host to ensure his/her understanding and compliance.  Each student host is required to sign and date the form, agreeing to comply with these rules and acknowledging the receipt of host money.  The Head Coach or his/her designee should educate all student-athletes and most notably the student hosts on impermissible entertainment activities that include gambling, any use of alcohol, drugs or illegal substances by prospects or hosts, adult entertainment, and the facilitation of sexual activities.

The Head Coach, or his/her designee, may assign each prospect a host for the official campus visit.  The host is expected to provide general information concerning campus life, answer questions about the University and Kansas Athletics, show the prospect around the campus and the surrounding area, and most importantly, make him/her feel welcome to the Kansas intercollegiate athletics program.

NCAA rules allow the University to give a student host entertainment money, which is to be used to pay for all entertainment and snacks while the prospect is on-campus for the official visit.  Prior to the prospect’s arrival, the Head Coach or designee obtains the host money from the Business Office and disburses it to the student hosts after the student host competes the Student Host Instruction form.

RECRUITING VIOLATIONS
All representatives of Kansas Athletics involved in recruiting and/or related athletic activities are required to certify annually that, to the best of their knowledge, they and their colleagues have complied with University policy and NCAA rules and regulations governing the recruitment of prospective student-athletes (see Policy 512A, Coaches and Administrators: Employment Contracts).

In addition, all coaches and sport specific staff (except volunteer coaches and administrative assistants) must be certified annually by passing the NCAA Coaches Certification Exam.  Coaches are not permitted to engage in off-campus recruiting until they have passed this exam.   This exam is administered by the Compliance Office.

When involved in recruiting activities, it is especially important to keep in mind these two facts:

1. Any violation (intentional or accidental) of NCAA, Conference or University rules and regulations must be reported immediately to the Senior Associate Athletics Director for Compliance, the Director of Athletics, or the Faculty Athletics Representative.
2. Anyone found guilty of a serious recruiting violation (including persons who only have knowledge of violations but fail to report them) will be subject to disciplinary sanctions, up to and including dismissal.

ALUMNI ACTIVITIES
NCAA bylaws governing recruiting activities have been amended to prohibit the role of alumni/boosters in recruiting activities.  NCAA bylaws specify the restrictions that apply to “representatives of athletics interests.”  This legislation prohibits written or telephonic communications and in-person contacts (both on- and off-campus) with prospects or the prospect’s relatives or legal guardians.  It also prohibits an “athletics representative” from contacting a prospect’s coach for evaluation purposes and from making a visit to the prospects institution for recruiting purposes.

As long as personal contact is not made for the purpose of athletic recruiting, alumni recruiting activities are permitted whenever they relate to the normal admissions procedures that are applicable and available to all prospective students.

PROCEDURES
The key to recruiting is careful planning and successful implementation.

Head Coaches may develop and send questionnaires to high school and junior college coaches requesting the identification of prospects. Questionnaires may also be sent to individual prospective student-athletes identified by athletic boosters, friends of Kansas Athletics, coaches, etc.

Questionnaires may be no longer than one page and may be printed on University stationery.  Questionnaires may not serve as a recruiting brochure or poster promoting the University of Kansas.

Additional information may be gained on prospects by:

1. Observing films and actual play;
2. Reviewing published literature;
3. Monitoring the prospect’s level of academic progress; and
4. Reviewing general character references.

Contact and Evaluation periods are scheduled for the various sports in accordance with NCAA guidelines.

Distribution of Information
Materials on the University, including its academic and athletic programs, may be sent to high schools and two-year colleges as well as to individual students.  University materials may be sent to prospective student-athletes at any time during their secondary school attendance if the information is part of a regular institutional mailing to all prospective students.  However, Kansas Athletics materials may not be sent to a prospective student-athlete before September 1 of his/her junior year of high school or in the sport of men’s basketball not before June 15 at the conclusion of the sophomore year.  All recruiting materials must comply with NCAA rules and regulations governing printed recruiting aids.

Permissible recruiting materials include the following:

1. General correspondence, including letters, email, facsimiles, and postcards issued by the US postal service and institutional notecards.  There are no restrictions on design or content of printed materials.  General correspondence containing multiple pages may not be bound.  Printed material may not exceed 8 ½ by 11 inches when opened in full and must be sent in an envelope no larger than 9 by 12 inches.
2. Official academic, admissions and student-services publications, produced by the institution and available to all students;
3. Business cards;
4. Questionnaires; and
5. Summer-camp brochures.

NOTE: Game programs (without posters) may be provided free of charge to prospects on official or unofficial visits to the campus but may not be mailed.

After the prospect has signed a National Letter of Intent, a financial aid agreement, or has been admitted to the institution and paid a deposit, there are no limitations on recruiting materials that may be provided.  Additionally, all prospective student-athletes may receive materials produced by the NCAA at any time.

• Videotaping – Videotapes highlighting the academic, enrichment, social and athletic programs (within NCAA guidelines) at the University of Kansas may be sent to a prospective student-athlete by the Office of Admissions only, provided it is the institution’s policy to send or make available such materials to all prospective students. Any other videotape is not permitted to be sent to prospects.  The University may not produce a recruiting videotape.
• Recruiting Timetables – Head Coaches for each sport maintain timetables (and appropriate checklists) to assist with recruiting efforts.  Timetable information varies from sport to sport according to NCAA regulations and may include:

1. Recruiting and evaluation periods;
2. Contact periods;
3. Organized bulk mailing campaigns;
4. Admissions and financial aid application deadlines;
5. Off-campus recruiting schedules;
6. University admission examination dates;
7. On-campus recruiting weekends;
8. “Dead Periods” and
9. National Letter of Intent signing dates.

Reminders from the Compliance Office include information on designated recruiting periods and signing dates for each sport.

EVALUATIONS OF RECORDS
Prior to a prospective student-athlete’s enrollment at KU, the recruiting coach should request a copy of all transcripts of the prospect’s academic performance, as well as a listing of subjects in which he/she is currently enrolled or is scheduled to complete prior to registration at the University of Kansas.

Such transcripts from all secondary and post-secondary institutions, as well as SAT/ACT test scores, should be reviewed by the Admissions Office in order to determine the prospective student-athlete’s admissibility to the University.  The Compliance Office or a Student-Athlete Support Services staff member should evaluate the prospective student-athlete’s chances of meeting the appropriate NCAA eligibility requirements (i.e., initial-eligibility or transfer eligibility).

Coaches should carefully consider the evaluation of a prospect’s academic record and the recommendations of Student-Athlete Support Services in determining further recruiting efforts.  Moreover, coaches are encouraged to have a transfer academic evaluation completed by the Student-Athlete Support Services staff or an initial eligibility review by the Compliance Office before an invitation is extended to a recruit for the official campus visit.

CONTACT AND EVALUATIONS SUMMARY
A contact and evaluation record is kept for each prospective student-athlete in each sport on the Contact and Evaluation Log.  This form includes the prospect’s name, date(s) and time(s) of evaluation, school administrator location and type of evaluation, persons present, and Kansas Athletics’ representative (e.g. evaluator). Contact and Evaluation forms for each prospective student-athlete are maintained in the coaches’ office and copies are due in the Compliance Office on a monthly basis.  Recruiting coaches are to maintain their own files and keep copies of all recruiting materials for a minimum of six years.

OFF-CAMPUS EVALUATIONS
Evaluation of a prospective student-athlete, as defined by the NCAA, includes any off-campus activity designed to assess the academic qualifications or athletic ability of a prospect.  Such an evaluation includes any visit to a prospect’s institution or observation of a practice or competition at any site at which the prospect participates.  If no contact is made, this “activity” counts only against the limitation placed on evaluations.  However, if the prospect is also contacted at this site, the “activity” is counted as a contact.

When scouting prospective student-athletes off-campus, the coach’s name must be designated and be on file in the Compliance Office.  This certification is in compliance with the coaching limitations as specified by NCAA rules and regulations.

All sports have limits on the number of permissible evaluations for each prospect during the academic year.  However, the following exceptions or restrictions may apply:

1. If a prospect is being evaluated for multiple sports, then each sport is permitted the maximum number of evaluations permitted for that sport per academic year.
2.  When two (2) or more prospects are practicing or competing on the same or opposing teams, an observation counts as one evaluation for eachprospect.
3.  Once the limit on evaluations has been met on any prospect(s) at an institution, it is not permissible to visit that institution to evaluate any other prospect(s).
4.  During the academic year, an evaluation of a tournament counts as one evaluation, e.g., all competition that occurs on consecutive days within a tournament or that involves a tier of a tournament counts as a single evaluation.
5.  In football, a prospect can be evaluated once during the fall evaluation period and twice during the spring evaluation period.
6.  Talent scouts may not be employed to evaluate prospects; however, subscriptions to regularly published scouting reports approved by the Compliance Office are permissible.
7.  Representatives of the University’s athletics interests (e.g. boosters) may not pick up a prospect’s academic records or athletic performance films or tapes.
8.  Evaluations of prospects are for Kansas Athletics exclusive use and may not be distributed or “leaked” to media or to a recruiting service.

OFF-CAMPUS RECRUITING CONTACTS
The NCAA defines a “prospective” student-athlete as any individual who has started classes for the ninth grade or has received benefits and/or financial assistance from the institution that are not generally provided to other prospective students.  A “recruited” student-athlete is defined as an individual who has been provided an official visit, is contacted by telephone on more than one occasion, has an arranged, in-person, off-campus encounter with a KU coaching staff member, or is issued a National Letter of Intent or an athletics financial aid agreement.

DEFINITION OF A CONTACT
An in-person contact is defined as any face-to-face encounter (pre-arranged or by chance) that a coach, a staff member or a representative of University’s athletics interests has with a prospective student-athlete or the prospect’s parents or legal guardians during which dialogue other than a simple greeting is exchanged.  Furthermore, any face-to-face, pre-arranged contact with a prospective student-athlete, no matter how brief the encounter, must be counted as an in-person, off-campus contact if it takes place at either of these sites:

1.  The prospect’s educational institution; or
2.  The site of an organized competition or practice.

It is permissible to make in-person, off-campus contacts and telephone calls with prospective student-athletes, their relatives or legal guardians provided that all three of the conditions below apply:

1.  The contacts are within the specific sport’s contact period allowing for off-campus contacts;
2.  The contacts are made by designated coaches who have passed the NCAA Coaches Exam; and
3.  The contacts are not made by a “representative of the University’s athletics interests” (i.e. alumni or booster club members).

For all sports except Football and Basketball, designated athletic staff members may only make a total of three (3) contacts with a prospect, either at the prospect’s educational institution or at any other sites.  In Football, designated athletic staff members may make six (6) contacts with a prospect.  In Basketball, designated athletic staff members may make seven (7) recruiting opportunities (contacts and evaluations combined) with a prospect. To reduce the risk of unintentional violations of recruiting contact limits, all contacts should be coordinated with all permissible off-campus recruiters and the Head Coach.  Additionally, some sports must restrict contacts and evaluations to their respective recruiting periods as specified by NCAA rules and regulations.  (For additional information regarding recruiting restrictions for transfer student-athletes, refer to the current NCAA Manual.)

Other important contact rules include the following:

1.  Recruiting contacts are prohibited prior to any athletics competition (including club sports, intramurals, etc.) in which a prospect is a participant; however, contact is permitted once the prospect has been released by the appropriate authority (e.g. prospect’s coach) after the conclusion of the event.
2.  Prospective student-athletes may not be contacted during the “Dead Period” surrounding the signing dates for the National Letter of Intent.
3.  Before contact is made with a student attending another four-year institution, written permission must be obtained from the original institution’s Director of Athletics.  A letter granting permission to contact must be on file in the Compliance Office.

Records of recruiting contacts must be submitted to the Compliance Office.

TELEPHONE CALLS

Coaches must keep accurate records of telephone calls to prospects.  Telephone calls to prospective student-athletes are subject to the following restrictions:

1. Coaches and staff members should refer to their sport-specific recruiting calendars for guidelines on the appropriate timing and quantity of phone calls to prospective student-       athletes.
2. Kansas Athletics staff members may make unlimited telephone calls to a prospect or those individuals accompanying the prospect during the prospect’s official visit transportation to the institution for the official visit and during the official visit.
3. University students, student-athletes, and/or former student-athletes are not permitted to make telephone calls to prospects at the direction of a staff member or athletics’ representative.
4. Telephone calls by enrolled students to prospects are permitted provided they are part of the University’s regular admissions programs directed at all prospective students.

A prospect may make an unlimited number of calls to the coaching staff at his/her own expense.  In addition, staff members are permitted to accept collect telephone calls from prospects.

ADMINISTRATION OF NATIONAL LETTER OF INTENT
The Big 12 annually subscribes to the voluntary National Letter of Intent program administered by the Collegiate Commissioners’ Association (CCA).  As a member institution of this conference, the University of Kansas and the prospective student-athletes who sign the Letter of Intent are bound by the policies in effect at the time of signing.  In order to be valid, the National Letter of Intent must be signed by a parent or legal guardian if the prospect is under 21 years of age.

The National Letter of Intent is initiated by the Head Coach.  All such Letters are then submitted to the Compliance Office Designee as early as possible prior to the official signing date.  As a National Letter of Intent must be accompanied by a financial aid award, the Letter should also include the data necessary to validate the proposed financial aid award. (See Policy 502C, Student-Athletes:  Financial Aid, in this Manual for procedures concerning approval and the granting of athletically related financial aid).

Upon receiving notification that a prospective student-athlete has signed a National Letter of Intent with an institution other than the University of Kansas, no further recruiting efforts are to be made by staff members.