Recruiting Visit Protocol
Please review the Indiana State University Athletics Department's Official Visit Policy.
Prior to the Official Visit
- Complete the Official Visit Request Form and submit to the Compliance Office no less than 48 hours prior to visit. A transcript and standardized test score (ACT and/or SAT) must be attached or on file with the NCAA Eligibility Center. The compliance staff will also do an evaluation at that time. The recruit MUST be registered with the NCAA Eligibility Center before a visit can be approved.
- Make travel arrangements (transportation, lodging).
- Arrange for admission to Indiana State athletic events by filling out the appropriate pass list.
- Request and pick-up purchase orders from the Business Office for applicable meals.
- Provide the student-host with the Student-Athlete Host Responsibilities form. Have host and recruit read and sign the form before the start of the visit. This form must be submitted with the summary of visit to the Compliance Office before reimbursement from the Business Office can occur.
During the Official Visit
- The visit shall not exceed 48 hours (defined in Bylaw 13.6.4). The clock is triggered at the point the prospect arrives on campus, is entertained, or receives a meal with the coaching staff. If a prospect arrives in Terre Haute prior to the 48-hour period, he/she may be provided transportation directly to an off-campus hotel without beginning the 48-hour clock. However, the prospect must dine alone--no institutional staff member or host may be present for the meal. At the conclusion of the 48-hour period, the prospect cannot be provided with additional entertainment (e.g., meals, activities) and must be returned to his/her home or the airport.
- The prospect may receive three meals per day.
- The head or assistant coach takes the prospect out to dinner and the coach pays for the meal.
- The host pays for the meal with the entertainment money. No reimbursement will be provided and the meal will be classified as entertainment. The host must provide itemized, dated receipts for the meal.
- If dessert is ordered at the end of a meal, at the same restaurant, it may be included with the meal. If dessert is obtained at a different location it must be counted as entertainment and deducted from the $30/day host money.
- All entertainment expenses for the prospect, host, parents, and coaches (including snacks) must be paid for from the $30 per day host money, except for admission to Indiana State athletic events (see Bylaw 13.6.7.5.1 for multiple hosts' limitations).
- Entertainment funds may never pay expenses of friends, siblings, or other relatives or to purchase gifts, souvenirs, clothing, etc.
- Entertainment of prospects may only occur within a 30-mile radius of campus. They cannot be taken to Indianapolis.
- Only authorized coaches and University staff and faculty may be involved in the recruitment process.
No boosters or alumni may be involved in the visit or make contact with the prospect in any way (including dinners at a home of a booster).
Following the Official Visit
- Coaches must complete the
Official Visit Form. The information provided must include the names of all individuals who accompany a prospect and/or his or her parents to a meal/entertainment activity paid for by the University. Individuals who pay for their own meals/entertainment should be noted as such.
- Coaches must submit completed Student Athlete Host Responsibilities Form.
- All forms must be completed and returned to the Business Office along with a completed Travel Reimbursement Report within five business days following the visit.
- A Travel Reimbursement Report, all applicable itemized, dated receipts, any invoices received while using purchase orders and any necessary forms must be submitted to the Business Office five (5) business days after the official visit has ended.
- The Business Office will only reimburse coaches once all applicable compliance forms have been submitted.
- Upon completion of all appropriate paperwork, the Compliance Office may choose to interview coaches and/or student-athletes to clarify issues related to the visit.
