Indiana University Athletics
Compliance Question Of The Week
Question:
Perry Prospect from Portland, Oregon, calls Coach Cathy and wants to come on an official visit this weekend (starting Friday, January 11). Because she is coming from the west coast, she will actually fly in late Thursday and stay at an off-campus hotel so that the official visit will not start until Friday morning at 9:00 a.m. when an assistant coach will pick her up for breakfast and bring her to campus to meet with faculty at the School of Business.
Coach Cathy has not entered Perry's name on the Institution Request List, so we do not have any Clearinghouse information. On Tuesday, Perry faxes Coach Cathy her transcript which has the test scores entered by hand on the transcript. Wednesday, the coach turns in the official visit pre-approval form, transcript (with test scores on it), a tentative itinerary and a copy of the notification letter, which was sent out by regular mail on the same day (Wednesday, January 9). On Thursday, Charnele calls the high school to confirm that the test was indeed taken on a national testing date under national test-taking conditions. She, however, does not approve the visit.
Question: Why was the visit not approved?
Answer:
Answer: Because the notification letter (required by the NCAA per Bylaw 13.7.1.2.1) was not sent in such a way that it would have been received by the prospect prior to her leaving for the official visit. If you can not mail it out in a timely manner (at least 3-5 days to the West Coast), you should fax or email the notice that this is one of five expense-paid visits permitted by the NCAA. Remember, we also require (per advice from Internal Audit) that you include the information sheet for prospects on official visits as an attachment to the notification letter.