- Recruiting Logs
All Head and Assistant Coaches must maintain an accurate record of all contacts, evaluations and telephone calls with prospective student-athletes. While blank forms for maintaining such records are available below, Coaches may use whatever format they choose as long as the records are accurate and complete. Coaches must submit recruiting records to the Compliance Office each month regardless of whether any recruiting activities occurred during that particular month. If a Coach does not partake in any recruiting activities, or exchanges only electronic correspondence with prospects, a simple memo stating that either no recruiting activity occurred or only e-mail exchanges took place during the given month will suffice. In situations where a Coach is regularly e-mailing certain prospects, the names of those prospects must be submitted.
Coaches are required to submit recruiting records to the Compliance Office by the tenth of each month.
- Record of Recruiting Person Days/Evaluation Days
This Form must be submitted to the Compliance Office along with your other recruiting records each month, regardless of whether any recruiting activities occurred during that particular month.
M/W Basketball - In men's and women's basketball, a recruiting-person day is defined as one coach engaged in an off-campus recruiting activity of a prospective student-athlete on one day; two coaches engaged in recruiting activities on the same day shall use two recruiting-person days. Men's basketball staff members shall not exceed 130 recruiting-person days. Women's basketball staff members shall not exceed 100 recruiting-person days.
Football, Softball & Volleyball - An evaluation day is defined as one coach engaged in the evaluation of any prospective student-athlete on one day; two coaches making evaluations on the same day shall use two evaluation days. The combined total of such days for all staff members shall not exceed 42 in football, 50 in softball and 80 in women's volleyball.
- Coaches should send the Pre-Enrollment Amateurism Questionnaire to international prospective student-athletes during the recruiting process. Coaches should submit the completed Questionnaire to the Compliance Office for review to ensure that there are no pre-enrollment amateurism issues.
- Unofficial Visit Form
- Unofficial Visit Log
Unofficial visits may be made at any time with the exception of during a Dead Period, including the time period before the prospect's senior year in high school. In order for the Compliance Office to track unofficial visits, please complete the Unofficial Visit Log and submit it to the Compliance Office with the other recruiting logs each month.
- Official Visit Approval Form
- Student Athlete Host Form
- Prospect Declaration Form
- Complimentary Admissions Request Form
At least 48 hours prior to the start of the visit, Coaches must submit an Official Visit Approval Form, along with a copy of the prospect's transcript and test scores to the Compliance Office. The Business Office will not confirm travel arrangements until they receive a signed Official Visit Approval Form from the Compliance Office.
During an official visit, a student host must adhere to institutional, conference, and NCAA rules and regulations as set forth in the Student Host Form. This form must be completed and returned to the Compliance Office prior to the official visit. The Business Office will not disburse host money without receiving the signed Student Athlete Host Form from the Compliance Office.
Prior to the Prospects departure from campus, a member of the coaching staff must review the Prospect Declaration Form with the Prospect. This document must be signed by the Prospect and the Head Coach and forwarded to the Compliance Office.
High school/two-year college coaches are permitted to receive two complimentary tickets, and prospects on official or unofficial visits are permitted to receive three complimentary tickets provided that they are placed on the Complimentary Admissions Request Form. This form must be submitted to the Compliance Office no later than 48 hours prior to the start of the contest for which complimentary admission is requested.
Camps & Clinics:
- Camp/Clinic Compliance Checklist
- Off-Campus Camp/Clinic Description Form
- Free or Reduced Admission Roster
- Student-Athlete Camp/Clinic Employment Agreement
- Camp/Clinic Employment List
- Required Camp/Clinic Forms
The Camp/Clinic Director must complete the Camp/Clinic Compliance Checklist for each camp/clinic to be conducted in their sport. One Checklist Form may be utilized for up to four camps/clinics. Upon completion, submit the Camp/Clinic Compliance Checklist, along with all brochures and/or other methods of advertisement for the camp/clinic, to the compliance office for approval.
The Camp/Clinic Director must complete the Off-Campus Camp/Clinic Description Form for each camp/clinic to be conducted in their sport at a site off of the UTEP campus. The Off-Campus Camp/Clinic Description Form, along with the brochure and/or other methods of advertisement for the camp/clinic, should be submitted to the Compliance Office for approval.
Each participant admitted into a camp/clinic for free or at a reduced price must be listed on the Free or Reduced Admission Roster. An explanation as to why the participant is receiving free of reduced admission to the camp must be indicated in the "Fee Explanation" column. If the admission is reduced, list the amount of the deduction. The Free of Reduced Admission Roster must be signed by the Camp/Clinic Director and submitted to the Compliance Office at least one week prior to the start of the camp/clinic.
The Camp/Clinic Director must review the Student-Athlete Camp/Clinic Employment Agreement with all student-athletes who will be employed at the camp/clinic. The Student-Athlete Camp/Clinic Employment Agreement must be signed by both the student-athlete and the Camp/Clinic Director and submitted to the Compliance Office.
The Camp/Clinic Director must list the name(s) of each employee who will be employed at the camp/clinic, their current employment status, the pay scale the individual will receive on an hourly or weekly basis, and the duties the individual will perform at the camp, on the Camp/Clinic Employment List. The Camp/Clinic Director must sign the Camp/Clinic Employment List and submit the List to the Compliance Office at least one week prior to the start of the camp.
The Required Camp/Clinic Forms checklist does not need to be submitted to the Compliance Office. Its purpose is to help Camp/Clinic Directors keep track of all of them any Forms to be submitted to the Compliance Office for each camp.