REPORTING OFF-CAMPUS RECRUITING ACTIVITY

All recruiting contacts and evaluations of prospective student-athletes, prospects’ relatives and prospects’ legal guardian(s) made or directed by athletic department coaches and employees must comply with NCAA, conference and university rules.

Head coaches shall be responsible for their sport program’s compliance with this policy and all NCAA, conference and university rules governing the contact and evaluation of prospective student-athletes, prospects’ relatives and prospects’ legal guardian(s) made or directed by the sport program’s coaching staff.

The Compliance Office shall be responsible for monitoring and auditing each sport program’s record of contact and evaluation of prospective student-athletes, prospects’ relatives and prospects’ legal guardian(s) to monitor the institution’s compliance with NCAA rules.

Procedure for Recording Off-Campus Recruiting Activity

• Coaches are required to record all countable off-campus contacts and evaluations in the Front Rush software as soon as reasonably possible, and not more than one week after the occurrence of the recruiting activity.
• Coaches requesting reimbursement for recruiting travel shall submit a report detailing the any contacts and evaluations that occurred during a particular trip to the athletics business office along with the request for reimbursement.  The Athletics Business Office shall not process reimbursement without the accompanying report.
• On a monthly basis, the Compliance Office shall prepare a report of each coach’s reported recruiting activity for the preceding month and provide it to the applicable coach.  The coach shall sign the form to verify that it reflects a complete and accurate accounting of all recruiting activity for the applicable month.  The signed form shall be submitted to the Compliance Office and kept on file.

Procedure for Auditing Off-Campus Recruiting Activity

• In accordance with an annually published schedule, the Compliance Office shall review each sport program’s recruiting activity by printing summary reports from the Front Rush software for all recruiting activity within a designated time period.  Each summary shall be reviewed by the Compliance Office for compliance with all applicable recruiting rules for the sport in question.  At a minimum, each prospective student-athlete who signed a National letter of Intent to attend Bowling Green State University shall be included in such a review.
• The Compliance Office shall obtain all travel expense records from the Athletics Business Office for a sampling of sponsored sports on an annual basis.  The travel expense records that are designated as recruiting travel shall be checked against the data entered by the coaching staff in the Front Rush software to be sure that all recruiting travel has been properly recorded.
• A final audit report summarizing the audit process and its results shall be submitted to the applicable sport administrator.  The Compliance Office shall retain the original copy of the final draft.

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