STUDENT ATHLETE (502A)
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 on both levels at the University of Kansas. Therefore, Kansas Athletics endeavors to recruit only those individuals who have shown exceptional abilities in the classroom as well as on the playing field.
Moreover, Kansas Athletics prides itself in conducting its recruiting program with integrity. Kansas Athletics has established rules within each sport which meet or exceed the rules and regulations established by the NCAA and the Big 12 Conference to govern recruiting activities. As the University's delegated administrator of the athletics program, the Director of Athletics accepts full responsibility for actions related to recruiting taken by Departmental staff members. The Director ensures that all 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.
To achieve full compliance, it is particularly important that each staff member involved in recruiting activities is knowledgeable of established recruiting rules and regulations and any revisions related to them. Each year, all coaches who wish to recruit off-campus must be certified by passing the NCAA Coaches Certification Test that covers the Recruiting rules outlined in Bylaw 13. These rules relate, but are not necessarily limited to the following:
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 by playing on its intercollegiate sports teams. The talent shall have been demonstrated in the realms of character development, academic achievement, and athletic performance. The prospective student-athlete is expected to be able to meet the university's standards in the classroom and on the field.
Intercollegiate sports are highly valued by the university and the community. It is recognized that participation in Division I athletics affords student-athletes a wonderful opportunity to realize the ideals of sports. The aspirations include such noble aims as: pursuing excellence, being competitive, setting goals, working hard, cultivating talent, developing stamina, finding courage, gaining maturity, building character, learning self-discipline, playing fair, appreciating teamwork, becoming selfless, respecting others, demonstrating sportsmanship, and exhibiting leadership as well as winning magnanimously and losing graciously.
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. Further, during a hosted event, 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. This includes any student-athlete who transports recruits. In addition, "adult entertainment" and gambling venues are off-limits during recruiting visits. This extends to arranging adult entertainment or gambling activities on 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 financial aid to a prospective student-athlete and may result in dismissal from a team for current student-athletes. Furthermore, 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.
The intent of this policy is to be applied to all prospective student-athletes being considered for team membership and/or athletic aid at The University of Kansas whether "recruited" student-athletes, under the definition of a recruit according to NCAA bylaw, or those students considered "walk-on."
These policies are intended to ensure Kansas Athletics recruits only those student-athletes whom coaches believe to be of good character and who can succeed academically in the university. We will recruit and sign prospective student-athletes who clearly have a desire to succeed in the classroom as well as on the field of play, have demonstrated the ability to engage in their sport in a sportsman-like manner, are good citizens and community members, and are committed to personal development as persons.
If a coach, or any other person acting as a recruiter, feels that there are compelling reasons to make an exception to these policies, approval must be achieved in the following instances:
If the prospective student-athlete is currently charged with a felony or previously convicted of a felony (or charged with or found to have committed an act as a juvenile that would constitute a felony if committed by an adult) written approval by the Chancellor is also required for an exception. A compelling circumstance might include the nature and gravity of the conviction, recentness of conviction, evidence of rehabilitation, and the relationship between specific criminal activity and specific important elements of participation on intercollegiate teams. The athletic skill of the student-athlete will not be considered. Coaches are expected to report in writing to the Director of Athletics the discovery that any prospective student-athlete (or current student-athlete) has been in violation of any part of this policy immediately.
Each year the Director of Athletics will report on Kansas Athletics recruiting policies to the Chancellor who will review the process and make appropriate recommendations to the Athletic Department. Coaches' adherence to these policies will be part of his/her annual performance evaluation. The Director of Athletics has the authority to impose, at his/her discretion, special procedures or penalties for a given sport(s) if he/she perceives problems in the recruiting practices of that sport(s).
Unofficial Campus Visits
Prospective student-athletes are welcome to visit the University at their own expense (except during "dead periods"). On such unofficial visits to the campus, prospective student-athletes may be provided with complimentary admissions to KU athletics events, as allowed by the NCAA. 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.
However, extreme 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, prospects are not allowed to receive special (i.e. VIP) seating at on-campus athletic events.
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 Director of Business Operations, 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 Director of Business Operations 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
The Head Coach, or his/her designee, sends a written invitation for the one paid visit allowed to recruits noting the requirements under NCAA Bylaw 13.6. . Prior to the first official visit for a specific team, the coach 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:
In order to have a productive official visit, particular objectives must be met when planning activities. Basically, the objectives should include providing a safe, informative visit for each prospect and his/her parents, guardians or spouse, with an appropriate amount of enthusiasm demonstrated toward the prospect's chances of attaining a place at the University. 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.
Therefore, each visit should be individually tailored to the prospect's needs, focusing upon his/her individual academic interests or specialties. The recruiting coach arranges 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. A prospective student-athlete may attend athletic events while on his/her one, official visit. The Head Coach or his/her designee makes arrangements for complimentary admissions with the Athletic 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.
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.
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 Instructions form is provided to each student host by the sport's Head Coach or his/her 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 regulations and acknowledging the receipt of host money.
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 the Department, 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 $30 per day, 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, obtains the host money from the Athletic Business Office using the Cash Advance form and disburses it to the student hosts following the completion of the Student Host Receipt/Instruction form.
Recruiting violations, however unintentional, have resulted in adverse publicity and sanctions for many colleges and universities throughout the United States. KU's best defense against recruiting violations is a thorough knowledge of and strict adherence to all pertinent NCAA rules and regulations by all Kansas Athletics staff when recruiting student athletes.
All representatives of the Department 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).
All KU Athletics' staff members are also required to sign the NCAA's "Certification of Compliance for Staff Members of Athletics Departments" form. By signing this statement, staff members are certifying that they have reported any knowledge of violations involving the University to the appropriate individuals on campus.
In addition, coaches who wish to recruit off-campus must be certified annually to do so 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 with the assistance of the Big 12 Conference or the Faculty Athletics Representative.
When involved in recruiting activities, it is especially important to keep in mind these two facts:
NCAA bylaws governing recruiting activities have been amended to prohibit the role of alumni/boosters in recruiting activities. NCAA Bylaws 13.01.4 and 184.108.40.206 in the NCAA Manual 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 to pick up films, transcripts, etc.
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. However, extreme caution must be taken to insure that the distinction between athletic and academic recruiting is absolutely clear.
The key to recruiting is careful planning and successful implementation. Taking into consideration budget limitations, coaches are urged to identify particular geographic concentrations of prospective student athletes for their respective sport. These prospective student athlete pools become the basis of the program's overall recruiting strategy and should be prioritized according to specific need. The Head Coach for each sport is responsible for initiating the following recruiting activities:
Evaluation of Academic Records
Prior to a prospective student-athlete's enrollment at KU, the recruiting coach should request a copy of all transcripts of the academic performance, as well as a listing of subjects in which the student 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; transfer eligibility). (For specific academic qualifications, refer to current NCAA Manual.)
Coaches should carefully consider the evaluation of a prospect's academic record and the recommendations of the Student-Athlete Support Services in determining further recruiting efforts. Moreover, coaches are encouraged to have an academic evaluation completed by the Student-Athlete Support Services staff before an invitation is extended to a recruit for the official campus visit.
Contact and Evaluation 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 University 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.
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 an evaluation and a contact, except in the sport of Football, during a contact period.
When scouting prospective student-athletes off-campus, the coach's name must first appear on the list of full-time coaches that is kept on file in the Compliance Office. This certification is in compliance with the NCAA's coaching limitations as specified in Bylaw 11.7 in the NCAA Manual.
For all sports, there are limits on the number of permissible evaluations for each prospect during the academic year. However, the following exceptions or restrictions may apply:
Off-Campus Recruiting Contacts
The NCAA defines a "prospective" student athlete as any individual who has started classes for the ninth grade. 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.
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 the either of these sites:
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:
For all sports except Football, designated athletic staff members may only make a total of three (3) contacts per staff with a prospect, either at the prospect's educational institution or at any other sites. Coaches in Football and Basketball from the same University are permitted to visit a prospect's educational institution only once per week. Therefore, when a prospect is recruited for multiple sports the coaches of the various sports must make contact with the prospect on the same day of the week. However, coaches visiting a prospect's educational institution on consecutive days to observe a multi-day tournament during the academic year are permitted to log the tournament as the one permissible visit per week.
To reduce the risk of unintentional violations of recruiting contact limits, all visits should be coordinated with all permissible off-campus recruiters and the Head Coach. Additionally, some sports must restrict contacts and evaluations to the periods specified for their particular sport (see the NCAA Manual for basketball and football recruiting calendars, respectively). (For additional information regarding recruiting restrictions for transfer student-athletes, refer to the current NCAA Manual.)
Other important contact rules include the following:
Records of recruiting contacts must be kept on the Compliance Contact and Evaluation Log. Originals of this form are kept in the Compliance Office.
Coaches must keep accurate records of telephone calls to prospects. Telephone calls to prospective student-athletes are subject to the following restrictions:
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, provided these calls occur after the first day of July following completion of his/her junior year in high school.
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.
The National Letter of Intent is initiated by the Head Coach. All such Letters are then submitted to the Director of Financial Aid 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.