Procedure Manual for Coaches
Official Visit Procedures/Recruiting Documentation/Evaluation Days/Forms
Official Visit Procedures:
- You must submit a copy of the prospective student-athlete's (PSA)
transcripts and test scores to the Compliance Officer PRIOR to the visit. This can be an unofficial
- After the visit is completed, you must complete the Official Visit
Summary Form. This is to be completed in full detail and submitted to
the Records Specialist along with your reimbursement form. If you are not
seeking a reimbursement for costs incurred during the visit the Official
Visit Summary Form is sent directly to the Compliance Officer. This form
is to be completed within two weeks after the visit has occurred. Incomplete
forms will be returned for completion.
- If you are having a student-athlete host a recruit, he/she must complete
and sign the Student Host Form and also sign the Official Visit
Summary Form. Inform your student-athletes that they are permitted to
receive $30/day to host a PSA, however, they
must collect receipts when spending the $30.
Every year each coach is required to meet with the Compliance Officer to
review the previous year's recruiting documentation. This meeting will occur
during the fall semester. Failure to schedule a meeting will be reflected
in the coach's annual evaluation conducted by the Director of Athletics.
Football, Men's & Women's Basketball, Women's Lacrosse and Softball
are required to submit in writing to the Director of Athletics (and cc: Compliance)
every year the evaluation days used during the recruiting cycle.
Go to the Compliance Form section
to get compliance forms.
Initial/Continuing/Hardship Waivers/Transfers/Foreign Students/Outside Competition/Eligibility Forms
- Coaches must submit, to the Admissions Liaison, names of top recruits
on an Institutional Request Form (IRL). Once a name has been submitted to
the NCAA Clearinghouse the Admissions Liaison can check the progress and
pinpoint any potential problems with certification.
- All incoming freshmen must go through the clearinghouse. Upperclassmen
that are trying out for the team for the first time do not have to go through
the clearinghouse if they have been in residence for one year at UD, and
are meeting progress towards a degree. The individual must meet satisfactory
progress in order to be eligible to practice and compete, but he/she will
only have three years of eligibility at the Division I level.
- Coaches will be notified of all freshmen status. The coach should
consult with the Admissions Liaison to ensure all freshmen are cleared before
- SA are certified every year on their academic progress. Once a SA
has been certified in the fall for competition, the individual is cleared
for the entire year, unless he/she is dismissed from school or does not meet
the academic requirements between semesters.
- At the end of each academic year, the Compliance Officer meets with
the Registrar and the Director of SSA to determine eligibility for next Fall
and if anyone should need summer school.
- Each coach will be notified of any problems through e-mail by the
Compliance Officer. Student Services is available for advisement purposes.
Student Services does not certify eligibility!
- The coach is responsible for communicating to the SA any summer school
needs or any other eligibility problem.
- If you have had a SA who participated in the first part of the championship
season, and did not exceed playing in 20% of the competitions, he/she may
be eligible for a hardship waiver.
- Waivers are approved by the Conference Office and the Compliance
Officer is the one to complete the waiver.
- Medical documentation, beyond a letter from the physician, must be
provided in this case.
- Hardship Waivers are normally applied for at the end of the season.
- Coaches are required to have a transfer release
in hand BEFORE speaking to another SA from a four year college. If you do
not have a release you need to inform the Compliance Officer and one will
be sent to the SA's institution requesting permission to contact.
- If you are recruiting a two-year college transfer,
you are permitted to contact that individual without having a release. The
only time you are NOT permitted to contact a
two-year college SA is if he/she is a non-qualifier and in the first year
of the two-year college.
- The Compliance Officer must see a copy of the
official final transcripts from the two year college to certify eligibility.
The SA is not cleared for eligibility and financial aid until
the transcripts, and any other information has been reviewed.
- If you are recruiting a foreign student, you must contact Susan Lee in the Office of Foreign Students. She will
ensure the individual has the appropriate paperwork to enter the country.
- Each foreign student must complete an NCAA Eligibility form for foreign
- Foreign transfers can fall under the non-recruited and non-sponsored
sport exception and can be immediately eligible for competition. However,
if they never went through the NCAA Clearinghouse they only have three years
of eligibility at Division I.
- All Foreign transfers must be certified for eligibility by the Compliance
Officer before he/she can practice or compete.
- It is not permissible for SA to compete on outside teams during the
- SA's are permitted to compete on outside teams during official vacation
periods. The earliest he/she could compete would be the day after exams
end or school is closed.
- Soccer, Field Hockey, and Volleyball are permitted to compete on
an outside team after May 1 as long as the institution's season is finished.
- There are limitations as to the number of SA's from the same institution,
who have eligibility remaining, that may compete on an outside team. Check
Bylaw 17 under your sport for the limitations.
- Student athletes are required to complete several forms each year
before they practice and compete.
- The forms are: Student-athlete Statement, Drug Consent Form, Automobile
Registration, Job Monitoring Form.
- These forms are administered by the Compliance Officer every year.
National Letter of Intent/Grant-in Aid Letter/Renewals/Special Sessions/Student Employment/Voluntary Quitting
National Letter of Intent:
- If a coach is offering a scholarship to a SA the NLI must be completed
during the sport's signing period.
- Coaches need to inform the Compliance Office of the following information:
name, address, SS#, and amount of the award. The paper work will be completed
by the Compliance Officer and returned to the coach for signature and to
mail to the individual. The Compliance Office does not mail NLI's.
- It is recommend that a coach obtain a verbal commitment from the
recruit before extending the offer of aid.
- If you are offering athletic aid to an upperclassmen/transfer for
the first time a Grant-in-Aid letter must be completed and signed by the
individual and his/her parents.
- This letter will be sent to the Financial Aid Office and kept on
file in the Compliance Office.
- Every May coaches must submit, to the Compliance Officer, a list of
SA's whose athletic aid will be renewed. Also at this time, a list of non-renewals
must be submitted to the Compliance Officer.
- The Financial Aid Office will notify the SA in writing no later than
July 1 about the renewal/non-renewal notice.
- Coaches that have been allocated a budget for Special Sessions are
responsible for staying within the allocated budget.
- Winter and Summer awards must be put in writing to the Compliance
Officer. The Compliance Officer will check the listed amounts to ensure compliance
with financial aid regulations.
Voluntarily Quitting the Team:
- Each student-athlete who wants to work during the academic year only,
MUST see the Compliance Officer to complete employment forms and be interviewed.
- Athletes that are on a full-ride cannot work in the Athletic Department.
- Athletes that are employed in athletics will have the earnings counted
as countable aid. This will count against team limits.
All Financial Aid compliance forms are in the Compliance Forms section.
- If one of your athletes voluntarily quits the team and is on aid,
please have them sign the Voluntary Quit form (go to the Compliance Forms section for this document).
- Athletic Aid can be taken away immediately from that individual if
you wish to do so. The aid can be re-awarded to another individual (who is
not already receiving aid) during another semester.
Playing & Practice Seasons
Length of Season/Summer Activities/Play & Practice
Reports/Individual Skill Instruction
Length of Season:
The Length of Season Report is due every year to the Compliance Office
by early May. This report states your start date, end date and number of competitions
per year. This report can change, but you must notify the Compliance Office
of the change.
Athletes wishing to play in summer leagues must receive permission from
the Director of Athletics. Make sure that you check, in Bylaw 17, what the
permissible number of athletes is (with eligibility remaining) that can be
on the same team. Basketball and baseball athletes must complete the Summer
League Permission Form.
Coaches are required to complete the Athletically Related Activity Report
every two weeks. This is to be submitted to the Compliance Assistant.
Coaches are required to complete these forms year-round including individual
Individual Skill Instruction:
It is permissible for coaches to conduct individual skill sessions with
no more than four (4) athletes at one time in one facility OUTSIDE of the
playing season. This instruction cannot exceed more than two (2) hours per
week. This instruction can now be mandated by the coaching staff.
All forms applying to this section are in the Compliance Forms section.
- There are several forms that need to be completed every summer by
each coach. They are: Summer Job Monitoring Form, Private Sports Camp.
- These forms are to be completed by coaches conducting summer camps:
Summer Camp Manual.
Student-Athletes Working Camp:
You are permitted to hire your athletes to work your camp. They must perform
duties other than coaching that are supervisory in nature. You must also seek
permission from the Director of Athletics to hire your athletes. This legislation
does not apply to football. Complete the Summer Camp Employment Form.
All forms applying to this section are in the Compliance Forms section.
Coaches are required to submit a Preliminary Roster by mid-May each year
for the following academic year. Any changes to that roster must be communicated
to the Compliance Officer immediately and continually until the Final Roster
Final Rosters are due no later than one week prior
to the first competition (scrimmage, exhibition, etc.). Once the
final roster is submitted NO MORE ADDITIONS MAY BE MADE! Any deletions
to the roster must be made known to the Compliance Officer immediately.
**Any changes to any roster must be communicated to the Compliance
All forms for this section are in the Compliance Forms section.
12 Credit Check
Audit/listener does NOT
count towards NCAA credits!!!
- Student-athletes are responsible
for maintaining 12 or more credits, during each semester, in his/her schedule.
The Compliance Office will monitor
the 12 credits in the following manner:
- A report, sent by the Registrar,
will be examined every morning. (The report includes any and all changes
prior to 6:00 PM the night before the report is read. For example, the Compliance
Officer reads the report at 8:00 AM on a Wednesday morning. The report's data
is as of 6:00 PM from Tuesday night. Therefore, any changes made after 6:00
PM on Tuesday night will not be caught until Thursday morning.) This creates
an opportunity for an athlete to make changes and not be caught until it
is too late. A SA that competes while ineligible is jeopardizing the outcome
- It is essential that coaches
communicate to the student-athletes that any
changes made to a schedule must have approval from the coaching staff and
Student Services for Athletes.
- Any change made after 4:30PM
of Friday is not effective until the following Monday morning subject to approval
from the Registrar's Office. This is stated in the University's Student Handbook.
Awards Summary Form - this form needs to be completed on
an annual basis at the end of the sport season. Coaches must list on the
form all awards given outside of the University letterwinner awards.
Violations will be reported by the Compliance Officer. If a violation has
occurred it is the obligation of the individual to report the violation.
All coaches involved in a violation will be issued a letter of reprimand.
Depending on the type of violation it will either be reported to the Conference
Office or the NCAA.
Job Monitoring Form