UAH Athletics

All NCAA and applicable conference recruiting rules and regulations are to be strictly followed when recruiting student-athletes. Procedures and policies to follow which will aid in the adherence to these rules and regulations are as follows:

1.  Recruiting/Telephone Log- A recruiting and telephone log must be kept on file in each prospects recruiting file. Coaches should use JumpForward to log recruiting.

• Any off campus evaluation or contact made by any member(s) of the coaching staff must be recorded in the recruiting log.
• Any phone contact made by any member(s) of the DI coaching staff must be recorded in the log. This is an aid for the phone call limitation rules. For DII, the first phone call to a prospect is to be recorded.
• Logs are to be help in JumpForward.

 

Steps for recruiting/telephone log –

1. Input PSA information in JumpForwaed. Minimal information is PSA name, EC ID number, and class level of recruit (high school, 2 year, 4 year)

2. DI input time for each call made, date, time, and who made the call

3. DII input first date and time of phone call and who made the call

 

2. Class Level- It is imperative that coaching staff members obtain the class level of the prospective student-athlete prior to making initial phone contact restrictions. If, in some instances, this does not occur, it is the responsibility of the coaching staff member to obtain the PSA’s class level status at the beginning of the conversation to ensure compliance.

Steps for obtaining class level of PSA –

1. Ask the PSA at first contact, whether by email or phone; or find out from a coach or transcript

2. Input class of PSA in CAi

 

3. Minor- If the PSA is a minor and visits UAH on an official visit and/or without a parent or legal guardian, the coach is responsible protection of minor.

Steps to take for finding out if PSA is a minor-

1. Check the NCAA eligibility center website

2. Refer to a high school transcript

3. Input birthday in CAi

4. If a minor, it is not necessary to submit minor paperwork with the Office of Diversity (per office of diversity instructions), but must take extra precaution to the Child Safety and Protection laws of the state and federal government.

5. Educate all student athlete hosts per student athlete host orientation for all potential minor official visits. This can be accomplished through UAH’s JumpForward educational document for student hosts.

 

4. Unofficial Visit Pre-Authorization Form- Unofficial visit forms are encouraged to be completed and filed in the prospect’s recruiting file in addition to logging the unofficial visit on the recruiting log.

- Any complimentary admission tickets to an athletic contest should be documented on the unofficial visit form and must be documented on the will call ticket list. This will be kept on file with the ticket manager will call paperwork. No hard tickets will be given to a PSA but the PSA and those attending with the PSA will be walked through the ticket gate

- If a meal is provided, must be documented in the recruiting file with appropriate receipts given to the budget analyst and files with the budget analyst paperwork according to normal UAH accounting procedure. 

Steps to log unofficial visit pre-authorization forms-

1. Complete form and turn into DoAC through JumpForward

2. Log information of unofficial visit in JumpForward

3. DoAC will check JF to confirm unofficial visit has been logged and recruit is in the system

 

5. Official Visit Pre-Authorization Form- On any official visit, the official visit pre-authorization and summary form should be completed and copies of the approval should be filed in the PSA’s recruiting log; one with the sport recruiting the PSA and one copy with the DoAC. The official visit pre-authorization is to be submitted to the Director of Athletic Compliance prior to the visit for review and approval. All pertinent sections are to be completed. If all sections are not completed, it may ‘hold up’ the approval process for the visit.

1. Through JumpForward, the coach or assistant coach will complete the official pre-authorization and summary form and turn it into the DoAC with a copy of their pre-college test score (for DI) and copy of their high school, junior college, or collegiate transcript (for DI and DII), whichever is appropriate.

2. The pre-approval form must be electronically signed by a head coach or paid assistant coach. (Not a volunteer or student assistant coach.)

3. Whatever costs the university is requested to occur, and whatever benefits received by the recruit and his/her family, must be noted on the form for pre-approval.

4. The student host’s name must be on the form and they must be on the list of approved student hosts; which includes having attended a student host orientation within the last year and being an eligible student athlete.

5. The DoAC will input the PSA’s NCAA Eligibility Center ID number on their appropriate sport IRL.

6. The DoAC will review the form and approve or not approved.

7. If the form is not approved, the DoAC will email or phone the coach and the two will work through the form.

8. No prospective student athletes are allowed to visit UAH on a paid visit without the form being approved in advance.

9. A copy of the approved form is to be in the PSA file in JumpForward with the specific sport, and compliance office.

Steps to take-

1. Head coach or full time coach completes and signs the form and turns it into the DoAC with back up paperwork through JumpForward, including a transcript as an attachment, student athlete host name, any costs that will be covered for PSA for official visit, and proof of IRL addition. Coach also makes sure the visit is not within a dead period.

2. Coach will send PSA an email as described in #6 below.

3. DoAC reviews forms and checks paperwork, along with there not being a dead period, length of period of the official visit, and if the student athlete host has been trained as a host. If appropriate, the DoAC will sign off on the form through JumpForward.

4. If approved, the coach may proceed with the visit.

 

6. Mandatory Statements to Prospective Student Athletes- The following statement must be provided to the student-athlete at the first possible opportunity, and no later than an official visit or the offer of financial aid, whichever comes first. All official visit pre-authorization paperwork should contain proof of this statement sent to the prospective student-athlete.

“Important information for prospective UAH student-athletes can be found at http://www.uahchargers.com/sports/2013/1/10/GEN_0110133254.aspx?id=120 (copy and paste). Included in the list are links for information on HEA Disclosure, NCAA banned substances, NCAA rules and regulations, NCAA Eligibility Center information and link, UAH participation and financial support data (Equity in Athletics) and UAH information on graduation and transfer rates for aid recipients, and gender equity. If you would like a hard copy of this information, please do not hesitate to contact Julie Woltjen, Director of Athletic Compliance, at (256) 824-7853 or woltjenj@uah.edu

The statement is to assist UAH with Southern Association of Accreditation of Colleges (SAC) and other federal requirements.

 

Steps to take for mandatory statement to PSAs-

1. The coach or assistant coach will send an email to the prospective student athlete prior to any official visit, and copy the DoAC with the email.

2. The Sports Information Office will keep the link active and current. The link will include NCAA banned substances, NCAA Eligibility Center information, UAH information on graduation and transfer rates for aid recipients, and equity in athletics.

 

7. Student Host- All student hosts must receive rule training annually through JumpForward documentation. No student-athlete is allowed to be a student host without their signed understanding of the rules. If funds are given to the student host, the host must sign a student host expense report which documents receipt of the funds prior to the visit and return of the funds along with receipts no later than the Monday following the official visit. A copy of student host expense report is in JumpForward.

 

Steps to take for student host-

1. DoAC conducts NCAA student host training during the three SA orientation sessions conducted annually; twice in August and one time in January. If time does not permit it at these orientations, the DoAC will meet with all student-athletes on a team by team basis. Otherwise, education will be through JumpForward.

2. The SA will sign they have been educated and understand the student host rules and will abide by them.

3. A guide sheet with the applicable rules will be in JF.

4. The guide sheet will include NCAA rules and prohibitions against alcohol, tobacco and other drug usage.

5. The coach or assistant coach will organize and approve of with the student host the activities for the visit. 

6. The coach or assistant coach will distribute entertainment funds if decided upon, and the student host will sign for the receipt of those funds.

7. No later than the Monday after the official visit, the student host will return any unused funds and receipts for what the funds were used to purchase.

8. No alcohol, tobacco, or drugs are allowed to be purchased with the funds.

9. The student host expense receipt and report is available on the compliance website.

    

8. Recruiting Trip Pre-Authorization- All off campus recruiting trips must have a travel authorization on file (which is used as an off campus recruiting trip pre-approval form) with the budget analyst for the person making the trip. Normal established UAH travel policies are in affect and must have prior permission. See Section II.

Steps to take –

1. Complete a pre-authorization for travel, using university approved paperwork.

2. Sign the form and acquire signature from the AD or budget analyst.

3. Keep the original on file in coach’s office.

4. Turn in a copy with expenses to be reimbursed.

 

9. High School Visit for DI- Any DI coach making a high school visit during school hours must first receive written approval for the visit form the high school principal. This approval should be kept in the recruiting file in JF of the appropriate prospective student-athletes from that high school. 

 

Steps to take –

1. Email the principal of the high school and request permission, noting dates and times.

2. Upload approval to recruits file in JumpForward.

 

10. NCAA Coach’s Recruiting Exam- No athletic department DI personnel may recruit off campus without first taking and passing the NCAA Coach’s Recruiting Exam. No athletic department DII personnel may recruit or participate in countable athletic related activities without first taking and passing the NCAA required recruiting modiles. These certificaions are to be completed annually and no later than August 1. If need be they are administered to each coach and proctored by the Faculty Athletics’ Representative. 

 

Steps to take-

1. Contact the FAR to request taking the exam or request the DoAC to assign modules in the NCAA Learning Portal.

2. The FAR or DoAX will give instructions

3. DoAC will monitor recruiting and CARA nd not approve any recruiting requests without the test being taken.

4. DoAC will monitor that all appropriate coaches have taken the exam no later than August 1. The AD will be given updates beginning in July.

 

11. Try-Out Pre-Authorization Form- If a try-out is allowed in a sport by NCAA rules and regulations, a Try-Out Pre-Approval form must be completed and submitted in advance to the Director of Athletic Compliance for each try-out through JumpForward. All PSA’s must be on UAH’s institutional request list at the NCAA Eligibility Center and a copy of an approved physical by an MD or DO and completed within the last six months must be submitted with the try-out pre-approval form. In addition, if the PSA has not included results of a Sickle Cell Solubility Exam with his/her medical exam, a SSSE must be offered to the student athlete and can be given on campus at the UAH Student Health Center. The SHC will bill our athletic department for the cost of the exam and provide us with the results. 

 

Steps to take to pre-authorize a try-out for a PSA-

1. Recruiting coach must complete and sign an on-campus try-out pre approval form with appropriate information in JumpForward and submitted to the DoAC at least three days in advance.

2. The DoAC will check that the coach has put the PSA is on the IRL

3. A copy of an approved physical performed or supervised by an MD or DO and completed within the last six months must be included with the TOPF

4. One of the three of the following needs to be included with the TOPF:

   1.  copy results of a Sickle Cell Solubility Exam completed within the last six months needs to be included with the TOPF or

   2. Signed declaration of declining the opportunity of the SCSE by the student athlete or

   3. Information for an on-campus appointment at the SHC for a SCSE

5. The DoAC will review the TO information, EC and medical forms, and either approve the TO or get back to the coach if denied and why. If denied, the process will start again from where it was denied.

6. If approved, the DoAC will sign the PA form and put a copy with the signature in the sport mail box.

7. No PSA may have a try-out without approval from the DoAC and all of the above paperwork completed.

 

12. Athletic Program Boosters- 

Steps to take for athletic booster rules adherence-

1. Absolutely no off campus recruiting activity involving personal contact with prospective student-athletes may occur with any athletics program boosters for Division II sports’ and absolutely no off or on campus recruiting activity involving personal contact with prospective student-athletes may occur with any athletics program booster for Division I sports
2.  At least one time during each academic year and at the first possible meeting, NCAA rules regarding acceptable and prohibited recruiting practices must be explained to all and each recognized booster organization. A brochure is available for distribution and is also located online on the athletics compliance webpage.

 

13. Four Year Recruit- No institutional representative may contact a recruit from a four year NCAA institution without first obtaining permission from the current institution. This will be through the NCAA Transfer Portal if an NCAA institution. If the institution is a member of the NAIA, notification of intent to contact must be given to the NAIA school. Request assistance from the DoAC. Attach a copy of the transfer tracer from the Transfer Portal in the PSA file in JF. It is the coaches’ responsibility to keep the release on the recruit.

• If the PSA was approved to contact by their current institution and they do not transfer to UAH the semester immediately after the date of the approval to contact form, another approval form must be secured in order to continue to recruit the PSA

• If the PSA was denied contact with our institution (DII) by their current institution, there will be no recruitment of the student athlete for UAH. If the PSA ultimately attends UAH, then the coach may speak to the recruit only on or after the first day of classes for the semester, verify that the PSA is enrolled full time, and the PSA has attended at least one class. The compliance officer is to be notified immediately. Typically, this PSA could be allowed to practice only. They will not compete or represent the university in any manner nor can they receive athletic financial aid.

• (See Section III.4. ii)

• If a transfer from a Gulf South Conference institution, additional requirements may be necessary as determined by the GSC.

 

Steps to take-

1. No coach may contact a PSA without permission. If assistance is needed in reading the transfer tracer, contact the DoAC.

2. If it is returned denied, the coach is to have no further contact. If the PSA attends UAH, the situation will be reviewed.

3. If the PSA is a transfer from a Gulf South Conference institution, then the AD at the GSC institution, or their representation, will submit an addition permission, specifically a separate letter signed by the person, giving permission for the GSC institution to contact the said PSA.

 

14. Two Year Recruit- * See Eligibility Section III.