Rotating image

Monitoring Off-Campus Recruiting Travel

Procedures for Off-Campus Recruiting Travel

1. You must be certified as an off-campus recruiter and be within the coaching limits of your sport.

2. If you travel off-campus for recruiting purposes, you must follow Steps 1 through 4 on the "Process for Coaches' Recruiting Travel" (see Appendix A) prior to taking the trip. Following these procedures will notify the compliance office (Chris Corder) that you are going recruiting. However, if you will be recruiting locally and will not have any expenses, you must notify (e.g., email, note) Chris (Compliance Office) prior to your departure with the dates and location of your travel and submit a contact/eval sheet to Chris upon your return.

3. Within five days of return to campus the coach must follow Steps 5 through 11 on the "Process for Coaches' Recruiting Travel" (see Appendix A) and submit any unused cash, a trip expense report, contact/evaluation form and all the itemized original receipts (including charges that will be direct billed to Texas Tech) to the Business Office. A complete copy of the report and receipts should also be sent to Chris (Compliance Office). The itemized original receipts should include but not be limited to: Hotel, rental car, gas, parking and airline itinerary with arrival and departure times. If you were provided with a complimentary rental car or hotel room you must also submit the Gift-in-Kind form (bylaw 13.15.1), which is located in your Athletics Compliance Manual. Your contact/evaluation form must be complete and signed.

4. Within five days, both Chris (Compliance Office) and Sandy (Business Office) will review the trip expense report and follow-up with the coach on any questions or concerns.

5. Recruiting travel must have Compliance Office approval. As such, Chris will approve the off-campus recruiting trip and send notification of the approval to Sandy (Business Office).

6. The Business Office (Sandy), upon receipt of the approval from the Compliance Office, will complete Step 13 on the "Process for Coaches' Recruiting Travel" (see Appendix A).

Off-Campus Recruiting Documentation Policies

  • All original contact/evaluation forms and telephone log sheets shall be kept in your recruiting notebook.
  • All off-campus recruiting shall be documented on the contact/evaluation form.
  • If off-campus recruiting expenses are incurred, follow the steps listed above (submit contact/evaluation form).
  • If no expenses are incurred while recruiting off-campus, submit a copy of your contact/evaluation form to Chris (Compliance Office) within five days of your return to campus.
  • A file should be kept on every prospect you are actively recruiting.
  • When evaluating at large tournaments or events, please list those prospects you are actively recruiting or plan to actively recruit.

    Revised 7/06

    • Official Gear of the
    Texas Tech Red Raiders