Prospective Student-Athlete Campus Visitations

All visitations to the Oakland University campus made by a prospective student-athlete that have been arranged by, or involve Department of Athletics personnel and enrolled student-athletes will be at the discretion and approval of the Director of Athletics or his designee. Visitations will be determined to be either "official" or "unofficial" per the National Collegiate Athletic Association ("NCAA"). All rules and procedures as described within the Oakland University Department of Athletics Policy - Prospective Student-Athlete Campus Visitations ("Policy") and NCAA Bylaw 13 - Recruiting must be adhered to at all times. Instances in which the Policy is more restrictive than the NCAA rules, the Policy will take precedence in application. Additionally, this Policy is established as a guide and procedural outline for each visit.

All prospective student-athlete visitations to Oakland University are expected to be of a nature that allows each prospect and his/her parent(s) or legal guardian(s) the opportunity to experience the campus in a pragmatic manner. Visits are not be used as a means of purely entertaining the prospect or providing an experience outside that experienced by a currently enrolled student or other visiting members of the community. A prospect should not face any undue pressure from coaches, staff or enrolled student-athletes to participate in any activities that do not conform to the Policy. It is encouraged that aspects of the visit be accommodated on-campus, including housing, meals and non-academic functions. A prospect must attend an educational/academic component while on an official visit, and it is encouraged that the same opportunity be made available on an unofficial visit if possible.

A prospect may only engage in athletically related activities with a varsity team as allowed per NCAA rules. A visiting prospect may engage in recreational or workout activities during a visit as long as the activity is not organized by members of the coaching staff and are not designed to test the athletics abilities of the prospect. A coach is prohibited from being present during any recreational activities or physical workouts. These activities must be stated on the prospect's itinerary prepared by the coach.

Personalized signage that identifies a prospective student-athlete must conform to NCAA rules. Personalized recruiting aides (i.e., jerseys, audio/video scoreboard presentations, game-day simulations) are prohibited. A prospect is allowed to visit the locker room before or after a contest and, can be on the sidelines during pre-game activities before being seated in a designated, regular seating area during the competition.

The arrangement, provision and/or encouragement of the use of alcoholic beverages or illegal substances during a prospect's (official or unofficial) visit to Oakland University. In addition, all forms of gambling activities and, the offer or arrangement of sex for a prospective student-athlete are prohibited. The use of inappropriate entertainment (i.e., strippers, dancers, gentlemen's clubs) are prohibited. Any Oakland University employee, Department of Athletics staff member or enrolled student-athlete found to have violated this aspect of the Policy will face disciplinary action on the part of the university.

As part of the Policy, the Prospective Student-Athlete is specifically prohibited to consume alcohol or use illegal substances for the entire duration of the visit. Furthermore, a prospective student-athlete is prohibited from involvement in any gambling activities. It is the responsibility of the Coach monitoring the visit to present the Policy to each prospect upon on-campus arrival for an official visit. The signature of the prospective student-athlete on the Oakland University Prospect Declaration Form will act as verification that s/he has abided by the Policy for the duration of the visit. Failure of the prospect to sign the form will have an adverse effect on further recruitment by Oakland University and the future participation in intercollegiate athletics as a student at this institution. A signed copy of the form will be retained by the coach and the Compliance Office.

It is the responsibility of a prospect (and/or those accompanying the prospect), enrolled student-athlete, coach, Department of Athletics staff member, Oakland University personnel and representatives of athletics interests to report any violations of the Policy to the Director of Athletics.

Failure of any institutional representative or a prospective student-athlete to abide by the Policy; applicable NCAA rules; the Code of Conduct; federal, state and local laws/ordinances; and, Oakland University policies will result in disciplinary action and, affect the subsequent recruitment of the prospect. An individual determined to have violated these policies will be sanctioned. Applicable sanctions will be determined on a case-by-case basis. Multiple or repeat offenses by the same individual will result in a progression of more severe sanctions. If the violation(s) involves an institutional staff member, sanctions may include a letter of admonishment or reprimand by the Director of Athletics (or designee); suspension from recruiting activities, practice and competition activities, and/or other work-related activities (as designated with- or without payroll penalties) for a specified period of time; or, termination of employment by the institution. If the violation(s) involves an enrolled student-athlete or host, sanctions can include a letter of reprimand; the prohibition from involvement in future recruiting activities; a suspension from practice and/or competition; the loss of permissible benefits (e.g., complimentary admissions); the reduction or loss of athletics financial aid; and, expulsion from intercollegiate athletics participation. Elements of these sanctions are also contained within the Student-Athlete Privileges and Code of Conduct. If the violation involves a prospect, sanctions can include the termination of the visit and cessation of further recruitment of the prospect.

The Department of Athletics shall compile a report on an annual basis that references violations of the Policy. The report will be forwarded to the President and the Summit League.

All forms described and required by the Policy can be found in the Oakland University Department of Athletics Compliance Manual or via the Compliance Office.

Unofficial Visit

An unofficial visit by a prospective student-athlete is one made at the prospect's own expense. The provision of any expense or entertainment by the institution or representative of its athletics interests shall require the visit to become an official visit, except for the following:

The institution may provide complimentary admissions to an on-campus athletics event in which the institution's intercollegiate athletics team competes, in accordance with the provisions of NCAA Bylaw 13.8.2.1, and the institution may provide transportation to the prospect, when accompanied by an institutional staff member, only to view off-campus practice and competition sites and other institutional facilities located within a 30 mile radius of the Oakland University campus. The institution may not provide transportation to attend an institution's home athletics event (on or off campus) during the unofficial visit.

A prospective student-athlete may visit the institution during any year in which s/he attends high school. However, no visit may occur during a specified recruiting "dead" period.

Per bylaw 13.8.2.1, a maximum of three complimentary admissions (issued only through a pass list) to a campus athletics event in which the institution's intercollegiate team practices or competes may be provided to the prospective student-athlete.

Oakland University shall limit an unofficial visit for a prospective student-athlete to a maximum of one day, with no overnight stay, no arrangements or payment of housing, and no paid meals (on or off campus).

A Department of Athletics staff member may arrange academic interviews/appointments for a prospect while on an unofficial visit.

A student-host can be provided to a prospect on an unofficial visit. Most notably, the host would provide a campus tour and/or discuss aspects of campus life. The student host may not be provided money, meals or other incentives while serving in this capacity.

There is no limit on the number of unofficial visits that a prospect may make to the campus.

Please refer to the Compliance Office and/or the NCAA Manual for additional rules, policies and limitations associated with an unofficial visit.

Procedure

Upon confirmation of an unofficial visit, the coach is to inform those Department of Athletics personnel for whom the prospective student-athlete may meet on the visit (e.g., Athletic Director, Associate AD, Academic Adviser).

If a prospect will be attending a home athletics event during the visit, the coach must complete the Complimentary Admission Request form and submit to the Director of Athletics ("AD") designee at least 24 hours in advance of the contest. The AD/designee's signature must appear on the form for approval and receipt of complimentary admission(s). A prospect is allowed up to 3 complimentary admissions. Each person utilizing a comp. admission must present a valid ID (i.e., driver's license, photo ID) and sign the Complimentary Admission Request form.

The coach informs the prospect of the Prospective Student-Athlete Campus Visitations Policy.

The coach has the option of providing the most recent NCAA Graduation Rates Report and an Oakland University Department of Athletics Academic Facts sheet.

Upon completion of the visit, the coach must complete and forward the Unofficial Visit/PSA Information form to the Compliance Office.

Official Visit

An official visit by a prospective student-athlete is a visit financed in whole or in part by the institution. As allowed by NCAA rules, the institution may provide for transportation, lodging, meals and limited forms of entertainment (e.g., complimentary admission to the institution's athletics events, provision of money to a student-host). Only the prospective student-athlete, his/her parent(s) or legal guardian(s), or spouse may receive meals and/or lodging during the official visit. If a sister, aunt, friend, etc. accompanies the prospect on the visit, they must pay for all of their own expenses.

A prospective student-athlete may visit the institution beginning with the opening day of classes of his/her senior year in high school. No visit may occur during a designated recruiting "dead" period.

All official visits to the Oakland University campus must have the approval of the Director of Athletics (or his designee). Requests must be received a minimum of 7 days in advance of the visit in order to allow for departmental compliance procedures and administrative approval to be affective. In order for a prospective student-athlete to make an expense paid visit to Oakland University, the coach must follow all NCAA, Oakland University and departmental guidelines. The Oakland University Travel Authorization Form must be completed for each prospect. Once the visit has been approved, the coach must contact the prospect and the prospect's parent(s) or legal guardian(s) in regards to the institution's visitation policies. The coach may send the Oakland University Prospective Student-Athlete Campus Visitations Policy to the prospect and parent/guardian (electronically or hard copy via mail service) and/or advise them that it is available within the Compliance Section of the department's website.

Official visits may only be provided to those prospective student-athletes that are considered to be "senior prospects" or eligible 2-year prospects as defined by NCAA rules. An official visit may be provided only during those times permitted by the NCAA Recruiting Calendar. Oakland University may finance only one official visit to its campus for a prospect, and each prospect may take a maximum of five expense paid visits.

Prior to the official visit, a high school or preparatory school prospect must present the institution with a score from a PSAT, an SAT, a PLAN (or PACT Plus) or an ACT test taken on a national testing date under national testing conditions.

Oakland University may not provide an expense-paid visit to a prospect who has not presented the institution with a high-school or college academic transcript. The academic transcript may be an unofficial copy of an official document from the prospect's high school or collegiate institution.

Prior to the official visit, the prospect must be registered with the NCAA Eligibility Center and must have obtained a 10-digit ID number.

Oakland University may not provide an expense-paid visit to a prospect who has not presented the institution with a high-school or college academic transcript. The academic transcript may be an unofficial copy of an official document from the prospect's high school or collegiate institution.

The official visit may not exceed 36 hours unless as approved by the Director of Athletics or his designee. Forty-eight (48) hour visits, as permitted per NCAA rules will be considered for approval upon request for those prospects that meet one of the following criteria: Domestic prospects that reside or will be traveling a minimum of 250 ground miles from campus, International prospects that reside a minimum of 250 ground miles from campus, a prospect that is making a trip consisting of multiple visits to more than one institution. The hour limitation or time period of the official visit begins at the time the prospect arrives on campus, rather than the initiation of the prospect's transportation by a coach or the time of the prospect's arrival at the airport or elsewhere in the community (see NCAA Bylaw 13.7.2.1.1). The prospect's transportation to and from the campus must be without delay for personal reasons or entertainment purposes. The institution may not pay any expenses for entertainment (other than the actual and reasonable cost of meals) in conjunction with the prospect's transportation. At completion of the defined 36 or 48 hour visit, the prospect must depart the campus immediately; otherwise, the institution may not pay any expenses incurred by the prospect upon departure from the campus, including the cost of the prospect's transportation home.

Transportation for an official visit must be within the guidelines of the NCAA rules. Coaches are reminded to check the current NCAA Manual - Bylaw 13 and/or with the Compliance Office for rules and interpretations regarding official visit transportation. The provision of transportation can only be round-trip by direct route between the prospect's home and Oakland University's campus. Any air transportation provided will be of a commercial, 'coach' class designation. The coach must use the designated, official travel agent for the Department of Athletics and follow university and departmental guidelines for transportation. This includes the Travel Authorization Form and the Athletics Travel Services Authorization Form. Reimbursement to a prospect for use of an automobile must adhere to NCAA and university guidelines. Reimbursement may not exceed the university's maximum per mile designation. Transportation between the campus and the airport or, the nearest bus or train station may be provided.

Any vehicle used to transport a prospect and those accompanying him/her on the official visit must be one owned by the university or, the university official (i.e., coach, student-host) actually transporting these individuals. The use of a specialized vehicle (i.e., limousine, bus) is prohibited. All vehicles used should have the approval of the Director of Athletics or his designee.

Lodging for a prospect will be limited to on-campus facilities unless accompanied by a parent/legal guardian, or as approved by the Director of Athletics. If off-campus lodging is provided it will be for the prospect and his/her parent(s)/legal guardian(s) or spouse only, and will be with one of the local establishments for which the Department of Athletics has an established relationship. Accommodations must be in a standard room with no special amenities (i.e., suite,) for which only the room charge and tax may be covered by the institution. All additional expenses (i.e., telephone charges, movies, video games, room service) must be paid by the prospect. Lodging costs for the parents/guardians will be covered if they stay in the same room as the prospect. If an extra person has accompanied the parent/guardian on this trip, they may stay in the room provided there is not an additional cost for that person. Any additional charges must be paid by the prospect.

The institution may provide up to three meals per day for a prospect and the parents/legal guardians or spouse. Meals provided on an official visit should be accommodated as that of normal student life. It is encouraged that meals for prospects be accommodated at on-campus dining facilities. It is required that for each 24-hour period of an official visit that at least one of the permitted meals be in an on-campus dining facility. Local commercial facilities may be used but at a scale comparable to that of normal student life and only within a 30 mile radius of campus. Any meals provided to a prospect's parent(s)/legal guardian(s) must be of the same nature as those provided the prospect. The parent(s)/legal guardian(s) may only be provided a meal when accompanying the prospect, coach (and other allowable persons as permitted by the NCAA rules).

If a prospect will be attending a home athletics event during the visit, the coach must complete the Complimentary Admission Request form and submit to the Director of Athletics ("AD")/designee at least 24 hours in advance of the contest. The AD/designee's signature must appear on the form for approval and receipt of complimentary admission(s). A prospect is allowed up to 3 complimentary admissions. Each person utilizing a comp. admission must present a valid ID (i.e., driver's license, photo ID) and sign the Complimentary Admission Request form.

A prospective student-athlete (and those accompanying the prospect) may not be provided with cash; use of an automobile; transportation (other than to/from the airport) beyond 30 miles from campus; or non-permissible meals and entertainment during the visit by a coach, Department of Athletics staff member, representatives of Oakland University or booster.

Each prospect should be provided with a student-host for the duration of the visit. A student host must be a current member of a varsity intercollegiate team. A 1st year student-athlete is prohibited from serving as a student-host but, may assist in hosting a prospect. Prospects can be provided campus tours by other students that have been identified and designated by the university to do so for any prospective student (i.e., New Student Programs staff).

Only one student-athlete per day can serve as an official host of a prospect. Other student-athletes can assist with hosting the prospect, but must pay for their own meals and entertainment.

A maximum of $30.00 for each day of a prospect's official visit can be provided to cover all actual costs of entertaining the prospect and the host (and the prospect's parent(s) or spouse). These funds may not be used for the purchase of souvenirs (i.e., t-shirts, Oakland mementos). A host can be provided an additional $15.00 per day for each additional prospect that s/he entertains on the same visit. A host is prohibited from providing cash to the prospect or anyone else (i.e., enrolled student-athlete) during the visit.

A student host may receive a complimentary meal during a prospect's official visit as long as the coach is present to pay for the meal. A host cannot receive funds or be reimbursed for meals with a prospect. However, the permissible entertainment funds provided to the host may be used for meals.

A student host may receive a complimentary admission (via a pass list) when accompanying a prospect to a campus athletics event.

A host is prohibited from using a vehicle provided or arranged for by a coach, staff member or representative of athletics interest; and, may not allow use of their personal vehicle to a prospect. A host is prohibited from transporting the prospect or anyone accompanying the prospect more than 30 miles from the Oakland University campus. Furthermore, transportation and/or entertainment of a prospect to or in Canada are prohibited.

A host cannot allow conversations to occur anywhere between the prospect and a representative of our athletics interests. If an unplanned meeting occurs, the exchange of a pleasant greeting is allowed, but thereafter the conversation must cease.

A student host must attend a Student Host Orientation session prior to serving in this capacity. A student need only complete the orientation session once each year. The Compliance Office will maintain a list of those students that have completed the orientation and are permitted to serve as a student host. The student host will be required to meet with the Compliance Office each time s/he serves in this capacity to recognize the understanding of the student host responsibilities and, verify receipt of funds to be used while hosting a prospect. The student host must sign the Student-Athlete Host Responsibilities form.

A student host is prohibited from the arrangement, provision and/or encouragement of the use of alcoholic beverages or illegal substances for a prospect during a visit to Oakland University. In addition, the host may not arrange for, be involved with, or transport a prospect in relative to any gambling activities. The offer and/or arrangement of sex for a prospective student-athlete are prohibited. Failure of the student host to abide by these policies and those associated with the Oakland University Student-Athlete Code of Conduct will result in disciplinary action on the part of the university. This can include, but not be limited to suspension, loss of eligibility, loss of financial aid and/or expulsion from athletics participation. A student host should encourage each prospect to adhere to the prospect visitation Policy.

If a situation arises for which a student host is unsure of the answer or proper method to resolve, s/he should contact the coach. In any emergency situation, the host should contact emergency personnel (OU Police if on-campus) and the coach.

The coach must prepare a detailed itinerary for each prospect for the official visit (optional for an unofficial visit). The itinerary must be received and on file in the Compliance Office at least 24 hours prior to the start of the visit. A copy must also be given to the Assistant to the AD. Any changes to the itinerary within the 24 hours preceding the visit must be forwarded to the Compliance Office and the Assistant to the AD. The itinerary must contain but not be limited to the following information:

PSA name; home address and telephone number; parent(s)/guardian(s) if accompanying; high school; sport; date(s) of visit; coaching staff member(s) responsible for prospect during the visit; student-host name and telephone number; accommodations during visit; daily schedule that is specific to meeting times, academic component(s), on-campus activities (i.e., meals, entertainment, tours, time with team members) and off-campus activities (i.e., meals, entertainment). A curfew relative to the time that a prospective student-athlete will be in the place of lodging at the conclusion of each visit day must be stated.

The coach must provide each prospective student-athlete the most recent NCAA Graduation Rates Report, the NCAA Banned Drug List. NCAA Graduation Success Rate, and most recent AOR information. The coach has the option of providing this information him/herself or, has the Athletics Academic Adviser or the Compliance Office make the presentation.

The coach is prohibited from the arrangement, provision and/or encouragement of the use of alcoholic beverages or illegal substances for prospects and enrolled student-athletes during a visit to Oakland University. In addition, the coach may not arrange for, be involved with, or transport prospects and enrolled student-athletes relative to any gambling activities. The offer and/or arrangement of sex for prospective student-athletes are prohibited. Failure of the coach to abide by these policies will result in disciplinary action on the part of the university. The coach is responsible to present each prospect with the Student-Athlete Visitation Code of Conduct and encourage that it be followed.

Preferably at the BEGINNING of the visit, but definitely prior to leaving campus, the prospect and coach must sign the Oakland University Prospect Declaration Form which designates adherence to applicable NCAA rules associated with the visit.

All functions of any prospective student-athlete visit must adhere to NCAA guidelines.

Please refer to the Compliance Office and/or the NCAA Manual for additional rules, policies and limitations associated with an official visit.

Procedure

To initiate an official visit, coaches must submit the following to the Compliance Office:

  • Official Visit Request/Itinerary/Request for Funds form (request for student host money);
  • Approved Travel Authorization
  • Individual Recruitment Record (copy of current recruitment activity);
  • Prospect's high school or college transcript;
  • Test score(s) from ACT, SAT, PSAT, PLAN;
  • Transfer release (if applicable); and,
  • Flight itinerary (if applicable).
The Official Visit Request/Itinerary/Request for Funds form and an approved travel authorization should be submitted to the Compliance Office at least 7 days prior to the visit.

The coach is responsible for submitting copies of transcripts and test scores to the Compliance Office as they are received. These must be received prior to approval of the visit and prior to approval for a cash advance.

The Compliance Coordinator checks for appropriate documentation prior to approval of the official visit. Should the Compliance Coordinator have concerns relative to the visit, s/he will consult with the Director of Athletics (or designee) and/or the coach to determine if the visitation should be pursued. Once all documentation is received, the Compliance Coordinator will approve and verify with signature and, the coach will receive a copy of the request form. Upon approval, the coach must contact the prospect and the prospect's parent(s) or legal guardian(s) in regards to the institution's official visit policies.

In the event that a cash advance will be used for financing the visit, the coach must present a copy of the approved request form to the Assistant AD - Finance & Administration. The Assistant AD (or approved athletics administrator) must sign a Cash Advance form for approval of recruitment funds.

The coach must submit the itinerary that details each prospective student-athlete's official visit to the Compliance Office and the Assistant to the AD at least 24 hours prior to the start of the visit.

The coach and/or the Compliance Office will go over the Student-Athlete Host Responsibilities form. [Please note that a student-athlete must complete a Student Host Orientation session conducted by the Compliance Office prior to the first time s/he will serve as a host.] The student host must sign the form prior to receiving entertainment funds.

Upon campus arrival, the coach must present and explain the Prospective Student-Athlete Visitation Code of Conduct to the prospect. Upon signature by the prospect, the coach will retain a copy while forwarding one to the Compliance Office. The prospect will be provided a copy upon request.

Preferably at the BEGINNING, but prior to the end, of the visit, the prospect must sign the Prospect Declaration Form that designates that s/he has abided by NCAA official visit legislation.

At the conclusion of the visit, the coach must submit the following to the Compliance Office:

  • Official Visit Summary form
  • Meals Expense Sheet
  • Student-Athlete Host Responsibilities form
  • Prospects Declaration Form
  • Official Visit Checklist

The Compliance Office will notify the coach if any information is missing or has not complied with official visit policy and procedures. The coach tracks the number of official visits for the academic year and documents on the appropriate form if required.

All questions or concerns relative to the Policy, procedures and/or forms should be directed to Anne Williams, Compliance Coordinator.

Signature of the Director of Athletics and President of Oakland University designate this as the institution's official prospective student-athlete visitation policy.

 
Tracy Huth, Director of Athletics Date
 
Dr. Gary Russi, President Date

Effective Date:                 August, 2004
Revised:                 November, 2008

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