1 Arizona State University

Sun Devil Athletics Manual (SDA)

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Effective: 8/1/2021

Revised:        

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SDA 410: Offical Visits

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Purpose

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To codify best practices.

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Sources

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National Collegiate Athletic Association (NCAA)

Sun Devil Athletics (SDA)

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Applicability

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Student–athletes

Athletics Coaches and Staff

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Policy

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  1. Arizona State University’s Recruiting Philosophy

    The core principles of Arizona State University’s Sun Devils Athletics department (SDA) are Championship Performance, Integrity, and Graduation. These principles serve as the starting point for the commitment that SDA and its sports programs have made to excel on the playing field, in the classroom, and in the community. SDA’s recruiting philosophy is designed to further that commitment by attracting young men and women who have character and whose conduct is consistent with the expectations of ASU, the Pac-12 Conference, and the NCAA.

  2. Policy Development and Maintenance

    ASU’s original official visit policy draft in 2004 was a result of a committee convened to review existing sport-specific policies, research best practices, and draft a new policy along with its related forms. The committee, comprised of various members of SDA’s administrative and coaching staffs, created a draft policy that was reviewed and approved by SDA senior administration. In accordance with NCAA legislation, the official visit policy has been reviewed and updated every four years (2008, 2012, 2016, and 2021 due to the COVID-19 pandemic in 2020). This policy has been reviewed by SDA senior sport administrators and the Office of General Counsel and will be forwarded to ASU’s President for his signature. The policy will be published on SDA’s Compliance Office website: https://sundevilcompliance.asu.edu.

  3. Official Visit Experience

    The main purpose of the official visit at ASU is to provide prospective student-athletes (prospects) a comprehensive view of what their lives would be like if they choose to become an ASU student-athlete. To accomplish that goal, components of an official visit at ASU may include:

    • Meetings with the academic coach assigned to a prospect’s sport and other members of the Office of Student-Athlete Development;
    • Meetings with faculty members in areas of academic interest;
    • Meetings with coaching staffs and members of athletics teams;
    • Tours of academic facilities (e.g., computer lab, quiet study and tutoring rooms, structured study lab, tutorial coordinator area, etc.);
    • Tours of campuses, residential housing, and athletics facilities; and
    • Attendance at SDA events and practices.
  4. Official Visit Guidelines

    ASU and the NCAA have rules and regulations related to providing official visits to prospects. These rules have been summarized below:

    Hosts – Only current student-athletes who are enrolled full-time (unless approved as part-time under NCAA legislation) will be allowed to act as student-athlete hosts. If possible, student-athlete hosts will be of the same gender and participate in the same sport as the prospects.

    Campus tours – Campus tours may only be provided by designated student-athlete hosts, SDA coaches or staff, or students who are designated in a manner consistent with ASU’s policy for providing campus tours (e.g., Devils’ Advocates). Individuals who are involved solely in administrative functions (e.g., student workers employed by SDA, including any that work with an individual sports program, that stuff envelopes or handle complimentary admissions) may not lead or accompany prospects on tours.

    Transportation – Only coach-class commercial flights will be used to transport prospects (and their parents or legal guardians) to and from ASU’s campus. Transportation on the official visit at ASU will be provided only by the use of standard vehicles, including institutional, SDA staff member, and student-athlete automobiles and golf carts. If necessary, larger automobiles (without added amenities) may be rented to transport multiple prospects and their parents or legal guardians. In no case, will a prospect or a prospect’s parents or legal guardians be permitted access to any of these vehicles on their own.

    Lodging – ASU will provide standard lodging for prospects and their parents or legal guardians within a 30-mile radius of ASU’s Tempe campus (“30-mile radius of ASU”). Standard lodging is defined as a normal hotel room with no special accessories or upgrades (e.g., jacuzzis, suites). Additionally, with the exception of basketball and football visits, ASU may only pay for lodging expenses for parents or legal guardians that occur within the 48-hour visit period, regardless of whether they arrive with the prospect before the 48-hour time period begins.

    Meals – Meals provided to prospects and the family members accompanying them will be comparable to those provided to student-athletes during the academic year. A reasonable snack (e.g., pizza, hamburger, etc.) may be provided in addition to three meals per day. A sport program’s meal incidental to participation or pre- or post-game meal that is provided to a prospect and his or her family member will be subtracted from the three meal limit. Additionally, host entertainment money may be used for additional prospect meals. All meals must occur within a 30-mile radius of ASU.

    Entertainment – Entertainment activities on official visits are permitted only within a 30-mile radius of ASU. A student host is provided a maximum of $75 per day to be used to cover entertainment expenses for the prospect and his/her parents or legal guardians. A student host may be provided an additional $40 per day for each additional prospect he or she entertains. Although other student-athletes may assist in hosting activities, only one host is permitted to receive a complimentary meal. The host money will not be used to purchase, or otherwise provide the prospect or anyone accompanying him/her, gifts (e.g., souvenirs, t-shirt, hat). At no time is a student host permitted to give cash to a prospect or anyone accompanying the prospect.

    Curfew/unstructured time – It is at each sport’s discretion to set a curfew for the prospect and student host to follow during an official visit.

    Prohibited activities – The following are prohibited during an official visit:

    • The use of alcohol or illegal substances [Note: If a parent or legal guardian of a prospect wishes to consume alcohol at a meal, a separate bill will be obtained and paid from the sport’s foundation account];
    • The use of strippers, gentlemen’s clubs, or their equivalent;
    • The use of sexual activity as a recruiting device;
    • Activities that violate Arizona or federal law;
    • Gambling or gaming activities;
    • The use of personalized recruiting aids (e.g., personalized jerseys, personalized audio/video scoreboard presentations, and decorative items or special additions to any location the prospect will visit regardless of whether the items include the prospect’s name or picture.); and
    • Game-day simulations (e.g., stand in the “spirit tunnel” for pre-game introductions).

  5. Responsibilities of Coaches and Student Hosts
  6. Under NCAA and ASU rules and regulations, head coaches are responsible for the recruiting activities of their staffs. With respect to ASU’s recruiting policies, head coaches are expected to educate their personnel, student-athletes, and prospects regarding the recruiting guidelines for official visits that are included in this policy. Head coaches are also responsible for their staff’s adherence to the policy.

    Before an official visit, coaches and student-athlete hosts are required to review and sign the Official Visit – Student Host Guidelines Form. During the visit, coaches will meet with each prospect, and if applicable, any accompanying family members, to explain ASU’s official visit policy. Coaches and prospects will review and sign the Official Visit – Prospective Student-Athlete Guidelines Form.

  7. Official Visit Process

    The following describes SDA’s pre-approval and post-visit reconciliation processes

    1. Before a prospect begins travel for an official visit, the following tasks will be completed:
      1. Coach or staff member will complete the Prospective Student-Athlete Official Visit Request Form in the compliance software system.
      2. The Compliance Office will receive the required prospect academic information, including:
        1. High school transcript;
          1. For a high school prospect, a high school transcript for at least six semesters or nine trimesters is needed. In the sport of basketball, a high school transcript for at least five semesters is acceptable;
          2. For a junior college prospect in his or her first year, a high school transcript and junior college transcript or class schedule is needed; and
          3. For a junior college prospect in at least his or her second year, a junior college transcript is needed.
        2. Documentation of the prospect’s SAT/ACT or PSAT/PACT score (if applicable).
      3. The Compliance Office will receive an official visit itinerary – at least a tentative plan of scheduled events and locations – as well as a prospect travel itinerary (if applicable).
    2. The Compliance Office will conduct an initial eligibility evaluation of the prospect and record the results in the compliance software system.
    3. The Compliance Office will review all official visit information.
      1. If approved, the process will continue with Step 4.
      2. If more information is needed, the Compliance Office will contact the requesting sport program. The requesting sport may need to resubmit information and begin from Step 1.
      3. If the visit is impermissible under NCAA rules and regulations, and cannot be corrected, the Compliance Office will communicate the denial to the Business Office and requesting sport program and cancel the official visit request. No further steps are necessary.
    4. Upon approval from the Compliance Office, a notification will be sent to the Business Office and the requesting sport. The notification will prompt the requesting sport’s coaching staff to complete the Official Visit – Prospective Student-Athlete Guidelines Form and the Official Visit – Student Host Guidelines Form, as well as other Business Office processes (e.g., booking travel, cash advances).
    5. After the official visit, the following documents will be provided to the Business Office:
      1. Official visit itinerary;
      2. All receipts for expenses and the Business Meals and Related Expenses Form, in accordance with Business Office policy;
      3. Completed Official Visit – Student Host Guidelines Form;
      4. Completed Official Visit – Prospective Student-Athlete Guidelines Form;
      5. Prospect’s hotel and/or flight itinerary, if applicable;
      6. Official Visit – Prospective Student-Athlete Reimbursement Form, if applicable; and
      7. Travel Expenses Claim Form.

    6. After the Business Office receives and reviews the documents, they will be forwarded to the Compliance Office, which will review all documentation and expenses from the official visit to verify compliance with ASU, NCAA, and Pac-12 rules and regulations.
    7. Once approved by the Compliance Office, all paperwork will be forwarded to the Business Office for final review and approval of all documentation and expenses.

  8. Sanctions/Penalties

    Depending on their nature and circumstances, violations of ASU’s recruiting policy may lead to penalties dispensed at the discretion of the head coach, sport administrator and/or Vice President of University Athletics. Penalties for student-athletes may include community service, the loss of athletics aid, suspension from practice and/or competition, or expulsion from the team. Penalties for a prospect may include immediate termination of the visit or the prospect’s recruitment. Penalties for coaches, staff members, and other individuals involved with recruiting visits may include letters of admonishment or reprimand, the temporary loss of recruiting privileges, or the loss of employment. In addition, the sport may have the number of official visits reduced for the current or subsequent academic year. All violations of NCAA rules will be reported in accordance with SDA’s Rules Violation Reporting policy.

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