A-to-Z Donor Guide: What You Need to Know
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Advisors
A student-athlete may have an advisor to help them evaluate their professional opportunities, but they must be careful that their advisor does not engage in any activities that would make them an agent under NCAA rules. Generally, an advisor can talk to a student-athletes and their family, but if they are talking about the student-athlete to any third parties (professional teams, media, scouts, etc.) they have likely crossed the line to being an agent.
Agents
An agent is anyone who advertises a student-athlete's athletics ability or reputation. Regardless of whether or not someone calls themselves an agent, if they perform the duties of an agent as outlined under NCAA rules, they are considered an agent.
- Negotiating with a professional team
- Contacting a professional team on a student-athlete's behalf
- Arranging tryouts with professional teams
- Patricipating in or observing contact negotiations between a player and a professional team
NCAA rules state that a student-athlete cannot have a written or verbal agreement with an agent or anyone who will market the student-athlete's athletics ability or reputation. A student-athlete may not agree, verbally or in writing, to have an agent represent them in the future. Additionally, student-athletes and their families may not receive benefits from agents.
The goal of The University of Texas is to protect student-athletes' eligibility for as long as they wish to participate in collegiate athletics and then ensure that they can make informative decisions about who will represent them if/when they are ready to pursue a professional career.
The agent policies at The University of Texas agent are guided by three factors: NCAA rules, state law and professional league rules, where applicable.
- The State of Texas Athlete Agent Laws
- Texas law requires, among other things, that an agent wishing to contact a student-athlete at a college or university in the state of Texas be registered with the Texas Secretary of State's office. For more information about state law in Texas, please contact the Secretary of State's office.
- Professional League Rules
- The University of Texas will support and adhere to any/all professional leagues or players' associations rules governing the conduct of agents.
- The University of Texas Athlete-Agent Policy
- The University of Texas requires that agents wishing to contact student-athletes be registered with the Texas Secretary of State's office as required by state law. Agents are not required to register separately with The University of Texas.
Agents wishing to contact student-athletes at The University of Texas may forward correspondence to the attention of:
Blake Barlow, Compliance Coordinator
Athletics Department
The University of Texas at Austin
P.O. Box 7399
Austin, Texas 78713-7399
The University of Texas holds agent interview weeks twice each year, once in the fall for student-athletes in spring sports and once in the spring for student-athletes in fall sports. Athletics Compliance Services mails information about these events to all Texas registered agents.
Links and Resources
Athletics Compliance Services
The goal of Athletics Compliance Services is to provide the education and support that our student-athletes, coaches, administrators and representatives need to make the right decisions and comply with the rules.
Contact Athletics Compliance Services:
The University of Texas
Red McCombs Red Zone 5.576
2100 San Jacinto Blvd.
Austin, TX 78712
Telephone: 512-471-7285
Email Address: compliance@athletics.utexas.edu
Contact one of the Athletics Compliance Services staff members, listed here:
Amy Folan, Associate Athletics Director for Compliance Services
512-471-1257
amy.folan@athletics.utexas.edu
Lori Smith, Assistant Athletics Director for Compliance Services
512-471-5569
lori.smith@athletics.utexas.edu
Blake Barlow, Compliance Coordinator
512-471-9778
blake.barlow@athletics.utexas.edu
Erin Pinegar, Compliance Assistant
512-471-5420
erin.pinegar@athletics.utexas.edu
Trace Wilgus, Compliance Assistant
512-471-8193
trace.wilgus@athletics.utexas.edu
Mark Luker, Risk Manager/Quality Assurance
512-471-7285
mark.luker@athletics.utexas.edu
Glyn Rogers, Risk Manager/Quality Assurance
512-471-7285
glyn.rogers@athletics.utexas.edu
Mindy Thompson, Senior Administrative Associate
512-471-7285
mindy.thompson@athletics.utexas.edu
Autograph Requests
All memorabilia items and autographed items (including those for non-profit/charitable purposes) should be acquired by contacting Longhorns, Ltd., at donations@cmssports.com. Please reference your charity/auction and date of event. A limited number of team balls will be available at LonghornsLtd.com. The site features items autographed by coaches, former coaches and former student-athletes. Items may not be left for autographing within UT Athletics. Requests can no longer be accepted by the Longhorn Foundation, UT Athletics administration, UT Athletics Ticket Office, or individual coaches' offices.All items are subject to availability.
Information on periodic scheduled autograph sessions for a variety of different sports can be found on TexasSports.com.
Benefits
Student-athletes, their relatives or friends may receive a benefit if the same benefit is generally available to any student and their relatives or friends.
Examples of permissible benefits the institution may provide:
- Athletics scholarships
- Appropriate equipment for practice and competition
- Travel expenses for competition
- Complimentary admissions to their contests for family and friends
- Awards to recognize their participation and achievement
- Medical expenses and treatment
- Academic support services
- Student-athlete opportunity fund
- Occasional meals
The area of benefits is complex. Student-athletes and our donors are encouraged to contact Athletics Compliance Services before accepting or offering any benefit to clarify whether it is permissible to accept in order to protect their eligibility.
Betting (see Gambling)
Booster (see Donors)
Bylaw Interpretation
Athletics oversight is conducted internally; therefore Athletics Compliance Services must ensure all sports programs are in compliance with NCAA regulations.
All questions concerning NCAA rules in relation to UT Athletics or student-athletes should be submitted to Athletics Compliance Services via email at compliance@athletics.utexas.edu or by phone at 512-471-7285.
Coach Appearance Requests
The NCAA legislation regulates the way in which coaches may participate in promotional activities. Any use of a coach's name, picture or appearance to support The University of Texas, charitable, educational, or nonprofit activities requires prior approval by the Athletics Compliance Services to ensure it is permissible under NCAA legislation.
Procedure for Approval
- All requests for a coach must be approved though the following procedure:
- Individuals or groups requesting a coach appearance should complete the Coach Appearance Form and submit it to Athletics Compliance Services.
- The request will be forwarded to the appropriate coach for their approval. If approved by the coach, the request will be reviewed by Athletics Compliance Services to determine if it is permissible under NCAA legislation.
- If approved, the request will be forwarded to the sport program office, who will contact the agency/organization to notify of approval.
- A coach may not attend any event without the approval of Athletics Compliance Services.
Compliance (see Athletics Compliance Services)
Contacting a Coach
Prospective student-athletes or those interested in contacting a coach at The University of Texas should submit their information first to Athletics Compliance Services who will process the information and forward it to the appropriate personnel.
Donors
According to NCAA rules, a donor (or representative of athletics interests) is any individual, independent agency, corporate entity, or other organization who is known by a member of the institution's executive or athletics administration to:
- Have participated in or to be a member of any organization that promotes the institution's intercollegiate athletics program;
- Have made financial contributions to the athletics department or to an athletics donor organization of that institution;
- Be assisting or to have assisted in providing benefits to enrolled student-athletes or their families; or,
- Have been involved otherwise in promoting the institution's athletics program.
The University of Texas is responsible for assuring donors follow all NCAA rules.
Donors are prohibited from recruiting prospective student-athletes under NCAA regulations. Prospective student-athletes contacting donors for information about the UT Athletics program should be referred to Athletics Compliance Services or a member of the coaching staff.
Eligibility
NCAA rules require student-athletes to meet various eligibility requirements in order to represent the University in athletic competition. These include academic requirements, such as enrolling in a full-time course load and maintaining progress towards a degree, as well as the requirement to abide by all applicable NCAA rules. If these requirements are not met, a student-athlete could potentially jeopardize his or her eligibility to compete on behalf of the University.
Employment (Student-Athlete Employment)
Permissible
- Student-athletes must have prior approval from Athletics Compliance Services before he or she begins any job, regardless of the type of employment by filling out a General Student-Athlete Employment Approval Form.
- Student-athletes should go through the same hiring process as all other employees.
- Student-athletes should be paid only for work actually performed and at the same rate of others doing the same job are paid.
- Student-athletes should be provided only those benefits, like free uniforms or meals during work hours, that are provided to all other employees.
- Student-athletes should be treated as the employer would any employee doing similar work when it comes to things like, time off, breaks, scheduling, etc.
Impermissible
- Student-athletes should not be paid based on their athletic reputation or whether that reputation will positively impact their employer's business.
- Student-athletes' names or images may not be used to promote their employer's business or any commercial product or service.
- Student-athletes may not be paid for endorsing a commercial product or service or using that product or service.
- Student-athletes may not receive transportation from their employers (for work or otherwise) unless the employer provides it for all employees.
Links and Resources
Ethical Conduct
The NCAA's core ethical principle of honesty and sportsmanship is defined in the following manner: "Individuals employed by (or associated with) a member institution to administer, conduct or coach intercollegiate athletics and all participating student-athletes shall act with honesty and sportsmanship at all times so that intercollegiate athletics as a whole, their institutions and they, as individuals, shall represent the honor and dignity of fair play and the generally recognized high standards associated with wholesome competitive sports."
The University of Texas and Athletic Compliance Services believe this principle to be reflected in the success experienced within our Athletics Department -- both on and off the field of competition.
Extra Benefits
An extra benefit is any special arrangement by the university, its staff, or donors that provides a benefit to the student-athlete or their friends or family that is not provided to the general student body as well.
Examples of Impermissible Extra Benefits:
- The use of an automobile
- Giving a loan or helping to secure a loan
- Discounts on services, such as dry cleaning or car repair
- Discounts on purchases, such as clothing or airline tickets
- The use of a cell phone or phone card
- Receipt of services from businesses, like movie tickets or dinner
The area of extra benefits is complex. Student-athletes are encouraged to contact Athletics Compliance Services before accepting any benefit to clarify whether it is or is not permissible in order to protect their eligibility.
Links and Resources
Facility Requests
A group or individual that wishes to use UT Athletics facilities should complete and submit the Facility Use Request Form to Athletics Compliance Services to determine if the event is permissible under NCAA rules and institutional policies.
Faculty Athletics Representative
The NCAA defines the FAR as "a member of the institution's faculty or an administrator who holds faculty rank and shall not hold an administrative or coaching position in the athletics department." The FAR is recognized as the representative of the institution and its faculty in the relationship between the NCAA and the local campus. The Faculty Athletics Representative for the University of Texas is Dr. Jim Vick. His responsibilities include, but are not limited to, ensuring the academic integrity of the athletics program, ensuring the department prioritizes the well-being of the student-athletes, and the ensuring institutional control of the athletics program.
Gambling
The NCAA opposes all forms of legal and illegal sports wagering, which has the potential to undermine the integrity of sports contests and jeopardizes the well-being of student-athletes and the intercollegiate athletics community.
NCAA rules prohibit all student-athletes, coaches, and staff members from gambling on any sport sponsored by the NCAA, regardless if the contest is being conducted at the amateur, collegiate or professional level.
If you have questions about the NCAA's gambling rules, please contact Athletics Compliance Services.
If you are concerned that you may have a gambling problem, please contact the 24 Hour Confidential National Gambling Helpline at 1-800-522-4700.
Institutional Control
The University of Texas at Austin, along with all other NCAA institutions, is a self-regulating and self-monitoring institution in respect to NCAA regulations.
Institutional Control is part of the NCAA's Constitution found in the NCAA Division I manual under Article 6, and states, "The control and responsibility for the conduct of intercollegiate athletics shall be exercised by the institution itself and by the conference(s), if any, of which it is a member. Administrative control, or a combination of the two, shall constitute institutional control."
NCAA Division I Manual
The NCAA issues an updated manual for Division I institutions annually. These manuals include the NCAA constitution, operating by-laws, and administrative by-laws.
To download a PDF version of the NCAA manual for free or purchase a manual, visit NCAAPublications.com and click on the "Manuals" tab at the top of the page.
Occasional Meals
NCAA rules permit the institution and, in some cases donors, to provide student-athletes meals over and above what is normally permitted on an occasional basis. These "occasional meals" are subject to certain restrictions and must be approved by Athletics Compliance Services in advance of the meal. Please email compliance@athletics.utexas.edu for the appropriate approval form or call 512-471-7285 with questions.
Prospective Student-Athletes ("Prospects")
A prospective student-athlete is any student who has started classes for the ninth grade regardless of whether the institution is recruiting that individual. In addition, a student who has not started classes for the ninth grade becomes a prospective student-athlete if the institution provides the individual (or their relatives or friends) any financial assistance or benefits that it does not generally give prospective students.
Recruiting
Recruiting is defined as, "any solicitation of a prospective student-athlete or prospective student-athlete's relatives by an institutional staff member or by a donor for the purpose of securing the prospective student-athlete's enrollment and ultimate participation in the institution's intercollegiate athletics program." (13.02.12)
Recruiting is a highly monitored and legislated area of college athletics. Recruiting legislation includes, but is not limited to the following:
- Institutional Responsibility in Recruitment
- A member of an institution's athletics staff or a representative of its athletics interests shall not recruit a prospective student-athlete except as permitted by the NCAA, the institution and the member conference.
- Recruiting by Representatives of Athletics Interests
- Representatives of an institution's athletics interests (donors, alumni associations, etc.) are prohibited from recruiting prospective student-athletes or his or her relatives, whether in-person, on- or off-campus, in writing or by telephone. These representatives may have contact with established family friends or neighbors, provided those contacts are not made for recruiting purposes and are not initiated at the request of a member of an institution's coaching staff.
- Permissible Recruiters
- All in-person, on- and off-campus recruiting contacts with a prospective student-athlete or the prospect's relatives shall be made only by authorized institutional staff members.
Basic Recruiting Guidelines
- Prospective student-athletes being recruited by The University of Texas (or another institution) should not receive cash or any other items of value from anyone associated with UT, nor should they receive promises of such items.
- Prospects should not receive correspondence or phone calls from anyone other than the UT staff or faculty about The University of Texas.
- Prospect's families should not be promised or given any items of value or received job promotions or new jobs based upon a prospect's decision to attend The University of Texas.
- Neither a prospect nor their family should receive "free" tickets to any events other than complimentary tickets for athletics events held on campus provided by UT.
- If one is aware of a violation of any of the listed guideline or if one is unsure if a violation has occurred contact Athletics Compliance Services immediately at (512) 471-7285.
Reporting Potential Violations
The NCAA defines violations in two ways:
- Secondary Violation
- A secondary violation is a violation that is isolated or inadvertent in nature; provides or is intended to provide only a minimal recruiting, competitive or other advantage; and does not include any significant recruiting inducement or extra benefit. Multiple secondary violations by a member institution may collectively be considered as a major violation.
- Major Violation
- All violations other than secondary violations are major violations, specifically those that provide an extensive recruiting or competitive advantage.
The University of Texas takes great pride in the fact that its coaches, staff, student-athletes and fans make following the rules a priority. However, mistakes resulting in potential violations do occur. The Athletics Department requires that all potential violations are investigated and addressed as deemed appropriate. Potential violations of NCAA rules should be addressed with one of the following parties:
CONTACTS WITHIN THE ATHLETICS DEPARTMENT
- Athletics Directors
DeLoss Dodds
Director of Men's Athletics
512-471-5757
deloss.dodds@athletics.utexas.edu
Christine Plonsky
Director of Women's Athletics
512-471-4787
chris.plonsky@athletics.utexas.edu
- Athletics Compliance Services
512-471-7285
compliance@athletics.utexas.edu
CONTACTS OUTSIDE THE ATHLETICS DEPARTMENT
- University Compliance Services
Rudolph H. Green, Director
512-232-7055
Compliance and Ethics Hotline:
www.reportlineweb.com/utaustin or hotline@compliance.utexas.edu or
877-888-0002
- Faculty Athletics Representative
Dr. Jim Vick, Professor and Distinguished Teaching Professor
512-471-1185
jvick@mail.utexas.edu
Charles Roeckle, Deputy to the President
512-471-1232
c.roeckle@mail.utexas.edu
Representative of Athletic Interests (see Donors)
Request to use an UT Athletics Facility (see Facility request)
Responsibility to Cooperate
All representatives of member institutions, including donors, shall cooperate fully with the NCAA enforcement staff, Committee on Infractions, Infractions Appeals Committee and Board of Directors to further the objectives of the NCAA and its enforcement program.
Student-Athlete Appearances
The University of Texas encourages its student-athletes to be active in their communities and to recognize the impact they can have in their role as student-athletes. The institution's role is to ensure that the activities our student-athletes participate in are appropriate and permissible.
Under NCAA rules, a student-athlete's name, picture or appearance may be used to support The University of Texas; university groups, such as a student government organization; a conference, like the Big 12; or a charitable, educational or nonprofit agency subject to certain conditions including the following:
- The appearance or use of the student-athlete's name or image MUST be approved by Athletics Compliance Services by completing and submitting the Student-Athlete Appearance Form.
- The appearance meets the NCAA's restrictions regarding the promotion of commercial products or entities.
- The student-athlete may not miss class.
- Any funds raised go directly to the member institution, member conference or the charitable, educational or nonprofit agency.
- The institution or agency on whose behalf the student-athlete is appearing does not provide any benefits in excess of actual and necessary expenses to the student-athlete.
- The appearance or activity does not involve the sale of any item with an individual student-athlete's name, picture or likeness.
Submission of a Student-Athlete Appearance Form does not guarantee that the request will be fulfilled.
Unethical Conduct
While The University of Texas at Austin views acting with integrity as a hallmark of our athletics programs, NCAA rules also require that all coaches, student-athletes and staff conduct themselves ethically.
Acting ethically can include many things, but the NCAA has provided some examples of the types of things it considers unethical conduct:
- Refusal to furnish information relevant to an investigation of a possible violation of an NCAA regulation when requested to do so by the NCAA or the individual's institution;
- Knowing involvement in arranging for fraudulent academic credit or false transcripts for a prospective or an enrolled student-athlete;
- Knowing involvement in offering or providing a prospective or an enrolled student-athlete an improper inducement or extra benefit or improper financial aid;
- Knowingly furnishing or knowingly influencing others to furnish the NCAA or the individual's institution false or misleading information concerning an individual's involvement in or knowledge of matters relevant to a possible violation of an NCAA regulation;
- Receipt of benefits by an institutional staff member for facilitating or arranging a meeting between a student-athlete and an agent, financial advisor or a representative of an agent or advisor (e.g., "runner);
- Knowing involvement in providing a banned substance or impermissible supplement to student-athletes, or knowingly providing medications to student-athletes contrary to medical licensure, commonly accepted standards of care in sports medicine practice, or state and federal law. This provision shall not apply to banned substances for which the student-athlete has received a medical exception per Bylaw 31.2.3.5; however, the substance must be provided in accordance with medical licensure, commonly accepted standards of care and state or federal law;
- Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or an institution's admissions office regarding an individual's academic record (e.g., schools attended, completion of coursework, grades and test scores);
- Fraudulence or misconduct in connection with entrance or placement examinations;
- Engaging in any athletics competition under an assumed name or with intent to otherwise deceive; or
- Failure to provide complete and accurate information to the NCAA, the NCAA Eligibility Center or the institution's athletics department regarding an individual's amateur status.
Contact Athletics Compliance Services at compliance@athletics.utexas.edu or 512-471-7285 for more information on the NCAA's unethical conduct rules.
Violations (see Reporting Potential Violations)
Wagering (see Gambling)
