A Guidebook to NCAA Regulations for Representatives of Athletics Interests
A guide to assist alumni, friends and boosters of Belmont Abbey College Athletics in helping to maintain strict adherence to NCAA rules and regulations.
As supporters of BAC athletics, you are essential to the success of the department and your interest is very much needed and appreciated. We could not maintain and improve our intercollegiate athletics success without your support. We are certain that you want to help us maintain the high standards we have for the Abbey Athletics Department as well as assure that we stay in compliance with NCAA regulations.
It is important that you, as representatives of Crusaders athletics interests, are aware of the rules and regulations regarding your involvement in the department. The NCAA considers the Abbey responsible for your acts when we have knowledge that you are promoting our intercollegiate Athletics Department.
Please read the following information carefully.
This is meant to be an overview of the rules and regulations regarding your involvement in Belmont Abbey Athletics. Because of the complexity of the NCAA rules, this guide does not include all applicable situations and should not be relied upon exclusively. We need your help in complying with these rules. If you have any questions concerning prospective or enrolled student-athletes, please direct your inquiry to:
Director of Athletics Compliance
Belmont Abbey College
100 Belmont-Mt. Holly Road
Belmont, NC 28012
Who is an Athletics Representative?
You are if you:
Have participated in or are a member of an agency or organization (Crusader Club, corporate entities such as apparel and equipment companies, corporate sponsors) promoting Belmont Abbey’s Athletics Department. Have made financial contributions to our Athletics Department or to the athletics booster organization of Belmont Abbey. Have assisted or have been requested (by the Athletics Department staff) to assist in the recruitment of prospects (potential student-athletes). Are assisting or have assisted in providing benefits to enrolled student-athletes or their families (e.g. jobs, occasional meals). Have been involved otherwise in promoting the Abbey’s Athletics Department. Once you are identified as such a representative, you retain that identity indefinitely.
Glossary of Definitions
Prospective Student-Athlete: The NCAA defines a prospective student-athlete as any student who has started classes for the ninth grade. In addition, a student who has not started the ninth grade becomes a prospect if the institution provides that student (or the student’s relatives and friends) any financial assistance or other benefit not provided to prospective students in general.
Student-Athlete: A student-athlete is a student whose enrollment was solicited by a member of the athletics staff or other representative of athletics interests with a view toward the student’s ultimate participation in the intercollegiate Athletics Department. Any other student becomes a student-athlete only when the student reports for an intercollegiate squad that is under the jurisdiction of the Athletics Department. A student is not deemed a student-athlete solely on the basis of prior high school athletics participation.
Contact: A contact is any face-to-face encounter between a prospect or the prospect’s parent or legal guardian and an institutional staff member or athletics representative during which any dialogue occurs in excess of an exchange of a greeting. Any such face-to-face encounter that is pre-arranged or that takes place on the grounds of the prospect’s educational institution or at the site of organized competition or practice involving the prospect’s high school, two-year college or all-star team shall be considered a contact, regardless of the conversation that occurs.
Evaluation: An evaluation is any off-campus activity designed to assess the academic qualifications or athletics ability of a prospective student-athlete, including any visit to a prospective student-athlete’s educational institution (during which no contact occurs) or the observation of any practice or competition at any site at which the prospective student-athlete participates.
Recruiting: Recruiting is any solicitation of a prospect or the prospect’s family by a university staff member or by a representative of the University’s athletics interests (you) for the purpose of securing the prospect’s enrollment at the University and/or participation in the Athletics Department.
Extra Benefit: An extra benefit is any special arrangement by an institutional employee or a representative of the institution’s athletics interests to provide a student-athlete or the student-athlete’s relative or friend a benefit not expressly authorized by NCAA legislation. Receipt of a benefit by student-athletes or their relatives or friends is not a violation of NCAA legislation, if it is demonstrated that the same benefit is generally available to the institution’s students or their relatives or friends or to a particular segment of the student body (e.g., foreign students, minority students) determined on a basis unrelated to athletics ability.
Quiet Period: A quiet period is that period of time when it is permissible to make in-person recruiting contacts only on the member institution’s campus. No in-person, off-campus recruiting contacts or evaluations may be made during the quiet period.
Dead Period: A dead period is that period of time when it is not permissible to make in-person recruiting contacts or evaluations on or off the member institution's campus or to permit official or unofficial visits by prospective student-athletes to the institution's campus. The provision of complimentary admissions to a prospective student-athlete during a dead period is prohibited, except as provided in Bylaw 18.104.22.168 for a prospective student-athlete who visits an institution as part of a group. During such a dead period, a coaching staff member may not serve as a speaker at or attend a meeting or banquet at which prospective student-athletes are in attendance, except as provided in Bylaw 13.1.9, and may not visit the prospective student-athletes' educational institutions. It remains permissible, however, for an institutional staff member to write or telephone prospective student-athletes during such a dead period.
Recruiting Prospective Student-Athletes
What you may not do:
Make in-person, off-campus recruiting contacts with prospects or their parents.
Contact a prospect’s coach, principal or counselor in an attempt to evaluate the prospect.
Visit a prospect’s school to pick up transcripts or films pertaining to evaluation of the prospect’s academic or athletic ability.
Receive payment from this institution for any costs of recruiting.
Provide any financial aid or other benefits (such as clothing, special discounts, tickets to events, cosigning loans) to a prospect or their parents.
Pay a prospect’s expenses or provide free or reduced admissions to attend a Crusader Athletics sports camp or clinic or privately owned sports camp, clinic or coaching school.
Provide the use of an automobile for a prospect on an official visit.
Provide or arrange financial assistance, directly or indirectly, to pay (in whole or in part) the costs of the prospect’s educational or other expenses for any period before his or her enrollment or so the prospect can obtain a postgraduate education.
What you may do:
View a prospect’s athletics contest on your own initiative, subject to the understanding that you may not contact the prospect on such occasions.
On-campus (BAC) contact during a prospect’s official visit.
Written communications with prospects (includes email).
If you have any questions about what you may and may not do in regards to prospective student-athletes, be sure to contact the BAC Athletics Department.
Rules Governing Currently Enrolled Student-Athletes
What you may not do:
The student-athlete shall not receive any extra benefit. The term "extra benefit" refers to any special arrangement by an institutional employee or representative of the institution’s athletics interests to provide the student-athlete or his or her relatives or friends with a benefit not expressly authorized by NCAA legislation.
Examples of benefits or special arrangements include:
A special discount, payment arrangement or credit on a purchase (e.g. airline ticket, clothing) a service (e.g. laundry, dry cleaning).
Gifts such as clothing, movie tickets, and airline tickets.
Gifts of food such as cookies given directly to student-athletes.
Providing a service for free such as dry cleaning or typing.
Providing services at reduced rates.
Loaning money, guarantee of bond, use of an automobile, cosigning a loan.
What you may do:
Provide an occasional family home meal for a student-athlete or the entire team in a sport under the following conditions:
The meal must be provided in your home (as opposed to a restaurant) and may be catered.
Meals are restricted to infrequent and special occasions (such as Thanksgiving and Christmas).
You may provide transportation to your home for the meal.
You may not provide transportation for a meal function not at your home.
If you wish to provide a treat such as cookies, fruit, etc, to a team, it must be donated to the Athletics Department and we will distribute it to the student-athletes at times when NCAA legislation allows us to provide a meal to student-athletes such as pre and post game meals and on road trips.
Provide a student-athlete with a summer job under the following conditions:
The student-athlete is paid only for work actually performed.
The student-athlete is paid the going rate for similar services in this locality.
You do not transport the student-athlete to and from work unless it is your policy to transport all employees to and from work.
Providing employment during the academic year to a student-athlete may not be arranged without first receiving prior approval from the BAC Athletics Department. This is to ensure that the employment does not cause the student-athlete to go over the limit for financial aid. Employment arranged by representatives of athletics interests counts as financial aid.
If you had an established relationship with the student-athlete before he or she was a prospect, there is an exception that allows the relationship to continue, including financial benefits, after the prospect becomes a student-athlete. Examples are family members and established family friends and neighbors.
Revocation or Withholding
Any benefit or privilege may be withheld if an Athletics Representative has engaged in conduct that is determined to be a violation of NCAA legislation.
NCAA List of Banned Drugs
In accordance with NCAA Division II, student-athletes are subject to year-round drug testing. The NCAA Drug-Testing Program was created to protect the health and safety of student-athletes and to ensure that no one participant might have an artificially induced advantage or be pressured to use chemical substances.
A good resource for questions about banned substances and dietary supplements is provided through a partnership between the NCAA and the National Center For Drug Free Sport, Inc. Student-athletes may visit http://www.drugfreesport.com/rec/ for more information about supplements and banned substances. To log in, select the NCAA blue disc, choose NCAA Division II as your organization, and then type ncaa2 as the password.
Compliance with NCAA Regulations is of the highest priority for our Athletics Department and institution. We need your assistance in complying with NCAA rules. Before you make any contact with a student-athlete to arrange a home meal, employment, or promotional activity or when you are faced with a situation and unsure as to how to respond, please call the BAC Associate Director of Athletics for NCAA Compliance at (704) 461-5048 before acting.