NCAA donor guidelines

A Guide for Athletics Representatives, Boosters and Friends of the Athletic Program: NCAA Rules and Regulations Every Alumnus of Friend of Vanderbilt Should Know

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Dear Vanderbilt Supporter: 

Vanderbilt University’s dedication to excellence in both academics and athletics is unparalleled. The commitment to this pursuit includes adhering to all National Collegiate Athletics Association (NCAA), Southeastern Conference (SEC), and institutional rules governing intercollegiate athletics. It is our responsibility to provide you, our loyal alumni, staff, students and friends, with information to assist you in understanding the complexity of the rules. Compliance requires constant vigilance on the part of all of us who are associated with Vanderbilt University, and knowledge is the first step toward compliance.

The information provided in this brochure will help you understand the basic guidelines applicable to the conduct of friends of Vanderbilt Athletics. The brochure summarizes rules and regulations involving situations that have been encountered by alumni and friends and is provided in response to requests for assistance and clarification. Vanderbilt is proud to have your loyal support, dedication and enthusiasm for Vanderbilt Athletics. As we strive for continued
excellence we must always seek the highest standard of ethical conduct. With your assistance and cooperation, we are confident we can
continue to meet this goal.

Sincerely,
Vanderbilt University Compliance Office

Who is an Athletics Representative?

You are likely aware that there are NCAA rules that apply to Vanderbilt student-athletes, coaches, and recruits, but you might not be aware that there are also rules governing your conduct as a fan and supporter of Vanderbilt Athletics. If you meet the definition of an Athletics
Representative there are rules you should be familiar with. You might readily call yourself a fan or booster, but are you an ATHLETICS REPRESENTATIVE?

You are if:

  •  you are a member of a group that supports or promotes Vanderbilt Athletics (e.g., National Commodore Club, etc.);
  •  you have given money or gifts to Vanderbilt sports programs (including gifts of cash, goods or services);
  •  you have provided any benefits, such as employment, to Vanderbilt student-athletes, prospective student-athletes, or their families;
  •  Vanderbilt has asked you to help, or you have in any way helped, to recruit student-athletes;
  •  you are a former student-athlete.
  •  you have otherwise assisted in the promotion of Vanderbilt Athletics.

It is important to remember that once you are identified as an Athletics Representative, you remain one forever. The rules will always apply to you!

Who is a prospective student-athlete?

A prospective student-athlete (PSA) is ANY student who has started classes for the ninth (9th) grade, including students in prep schools and junior colleges and individuals who have officially withdrawn from a four-year institution.

A PSA remains a prospect even after he or she has signed a National Letter of Intent or accepts an offer of financial aid to attend Vanderbilt University. The restrictions regarding contact between Athletics Representatives and PSA’s apply until the PSA’s report for preseason practice, attend classes or accept athletic financial aid.

What is an extra benefit?

The NCAA considers any special discounts or arrangements given to student-athletes or their friends and family that was not available to the general student
body or public to be an extra benefit, and could jeopardize the student-athlete’s eligibility. If you provide a student-athlete with an extra benefit, the student-athlete must be declared ineligible and would have to repay the benefit received and possibly be suspended for competition.

Contact with Prospective Student-Athletes 

The NCAA rules limit the type and occasions of contact an Athletics Representative may have with a prospective student-athlete (PSA).

NCAA rules permit an athletics representative to: 

  • notify our coaches about prospects in your area that may be strong additions to our teams;
  • attend high school or two-year college athletic contests or other events where PSA’s may compete, however, you may not have contact with the PSA’s or their relatives for the purpose of providing information on Vanderbilt;
  • continue relationships with a PSA, his/her parents or relatives, provided the relationship pre-dates the PSA entering ninth grade and the relationship did not develop as a result of the PSA’s athletics participation, but you may not recruit them to participate in Vanderbilt Athletics;
  • continue involvement with local youth sports that may include PSA’s, provided you do not solicit any prospect’s participation in Vanderbilt Athletics.

NCAA rules specifically prohibit an athletics representative from: 

  • contacting a PSA or their family in person on or off our campus. This includes calling, writing, emailing or text messaging;
  • making arrangements for PSA’s or their relatives or friends to receive money or financial aid of any kind;
  • providing transportation for a PSA or the prospect’s relatives or friends to visit our campus or reimbursing another party (including a PSA’s coach) for providing that transportation;
  • providing free tickets or tickets at a reduced cost for PSA’s or their relatives or friends to attend an athletic event;
  • entertaining high school, prep school or community college coaches;
  • attending a PSA’s sports event for the purpose of providing an evaluation for Vanderbilt coaching staff.

Contact with current student-athletes 

The NCAA also governs the relationships you have with Vanderbilt student-athletes. In general, you may not provide anything or make speCial arrangements for student-athletes and prospective studentathletes, or their families, which are not available to the general student population.

NCAA rules permit an athletics representative to:

  • invite student-athletes into their home for an occasional or special occasion meal on an infrequent basis (must complete Occasional Meal Form and receive prior approval from the compliance office). You may not provide meals to student-athletes in restaurant facilities or provide free meals to parents at any time;
  • provide summer employment for enrolled student-athletes at the going rate for similar positions;

NCAA rules specifically prohibit an athletics representative from: 

  • providing cash or loans in any amount, or signing or co-signing for a loan for a studentathlete or parents;
  • providing gifts of any kind, including birthday cards and holiday gifts, clothing and entertainment, or cars to student-athletes;
  • providing special discounts for goods and services (e.g., car repairs, legal services, meals) to student-athletes or their families;
  • providing free housing or reduced-rent housing to student-athletes or their families;
  • purchasing complimentary admissions from a student-athlete (i.e., paying for the use of the athlete’s game-day pass);
  • providing an honorarium to a student-athlete for a speaking engagement;
  • allowing free telephone or cellular phone usage by a student-athlete;
  • providing room, board, transportation or any other special arrangement for a studentathlete’s family or friends.

How can you help?

If you have any questions regarding NCAA regulations, please contact the Vanderbilt Athletic Department’s Compliance Office or the respective Head Coach for assistance.

Frequently Asked Questions 

Q: What if a prospect calls an Athletics Representative?

A: An ATHLETICS REPRESENTATIVE may have a telephone conversation with a prospect that is initiated by the prospect and is not prearranged by the institution (including providing a prospect with the phone number). Additionally any questions about Vanderbilt’s athletic programs during the conversation must be referred to members of Vanderbilt’s coaching staff.

Q: Does this apply to “established family friends” or neighbors?

A: No. However, it must be understood that such contacts cannot be made for recruiting purposes and questions about Vanderbilt’s athletic programs should still be referred to members of Vanderbilt’s coaching staff.

Q: Is it permissible for an Athletics Representative to employ a current student-athlete?

A: It is permissible to employ a current student-athlete either during the summer or the academic year (once approved through the Compliance Office). Studentathletes cannot be paid more than the going rate for the particular position and can only be paid for actual work performed. It is also permitted to employ a PSA after the completion of his/her senior year provided the institution does not arrange the employment, the opportunity for employment is available on an equal basis to all applicants who qualify for the position and the prospect is paid only for work performed and at a rate commensurate with the going rate in that locale for similar services.

Q: Is it permissible for current student-athletes to be involved charitable activities?

A: Yes, provided the activities are for institutional, charitable, educational or nonprofit agencies and the activity receives prior approval from Vanderbilt Athletics (via the Compliance Office).

A final reminder

Recruitment of prospective student-athletes is the sole responsibility of Vanderbilt coaches. Athletics Representatives may not be involved in the recruiting process. Failure to comply with NCAA rules and regulations could impact eligibility of prospective and current student-athletes. Be mindful of this and ASK BEFORE YOU ACT!

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