Office of Athletic Compliance
It is the mission of the Department of Intercollegiate Athletics at Oklahoma State University to provide student-athletes with excellent opportunities to compete and win at the highest levels of college sports; to prepare student-athletes for lifelong contributions to society; to embrace equality, educational opportunity and diversity; to operate with fiscal integrity and compliance with NCAA, Big 12 Conference, and university guidelines; and to be a positive influence on the reputation and purposes of Oklahoma State University.
Coaches & Administration Information

Information for Oklahoma State University Athletics Staff and Coaches

Athletically Related Outside Income, Prior Approval and Reporting: NCAA rules and institutional policies require that all athletics department staff members receive prior approval from the Director of Athletics to earn outside income and annually report such earning to the President of the University. Each fall the Office of Athletics Compliance will distribute information related to the reporting of the previous year's outside income, all forms of athletically-related income must be included in this process to comply with NCAA rules. NCAA Bylaw 11.2.2 outlines the types of income or benefits that must be reported in this report to the President.

Coaching Limitations: NCAA rules limit the number of paid and volunteer assistant and head coaches that can be utilized in each sport. Each August all head coaches are required to designate their coaching staff members and off-campus recruiters in writing to the Office of Athletics Compliance. Any changes to a coaching staff during the academic year will require documentation of this revision to the staff. Volunteer coaches may not receive any compensation or remuneration from the athletics department, the institution or any group or individual affiliated with the institution for worked performed for the athletics department (excluding camps and clinics). Volunteer coaches must also sign a Volunteer Coach's Agreement with the department indicating their understanding of NCAA restrictions regarding the permissible benefits and activities of volunteer coaches. This agreement must be on file in the Office of Athletics Compliance prior to participating in any coaching activities. Volunteer coaches are not permitted in the sports of Men's and Women's Basketball and Football.

Contacting Two-year College Prospects During their First Year of College: Coaches may not have in-person, off-campus contact with two-year college prospects in their first year of enrollment at a two-year college unless the prospect has been certified as a qualifier by the NCAA Eligibility Center and the Office of Athletics Compliance has received documentation of this status from the Eligibility Center and has granted approval for contact to take place. Coaching staffs must submit a request to contact these prospects in advance of the desire to contact giving the Office of Athletics Compliance an opportunity to evaluate the prospect's status with the Eligibility Center.

Complimentary Admissions to Home Contests for Prospect's Coaches and Teachers: Complimentary admissions to Oklahoma State University home athletic events may be provided to the coaches, teachers and administrators (i.e., athletic directors, principals) of prospective student-athletes. These individuals may receive no more two complimentary admissions to a home event (issued only through a pass list on an individual game basis). These complimentary admissions are obtained by placing individual's names on a pass list created by the Athletics Tickets Office. Individuals receiving these complimentary admissions are required to present a photo-identification at the pass gate at the site of the contest.

Evaluating the Academic Performance of Prospects: Evaluating the academic credentials of prospective student-athletes is an important aspect of the recruiting process. NCAA rules and institutional policies require that a copy of a prospect's academic transcript be on file prior to providing an official visit to that prospect. Even more important is that an extensive evaluation of a prospect's academic status is conducted to determine the likelihood that the prospect will meet eligibility requirements upon enrollment at Oklahoma State University. Coaching staffs should work with the Athletics Student Services area and/or the Office of Athletics Compliance to determine the eligibility needs of each prospect and the prospect's likelihood of the prospect meeting these needs.

Extra-Benefit Restrictions: NCAA rules prohibit student-athletes from receiving a benefit not available to all students enrolled at the institution or not expressly authorized by NCAA legislation. An impermissible extra-benefit refers to any special arrangement by an institutional employee or representative of the institution's athletics interests (booster) to provide the student-athlete, his family or friends with a benefit. Examples of impermissible extra-benefits for student-athletes, their families and friends include, but are not limited to, the following:

  • Special discounts, payment arrangements or credit on a purchase or a service from an institutional employee or representative of its athletics interests.
  • Free or reduced-cost services for professional services unless such rates or free services are available on the same basis to the general student population.
  • Use of a telephone, facsimile machine, or credit card for personal reasons.
  • A loan of money from an institutional employee or representative of the institution's athletics interests.
  • A guarantee of bond from an institutional employee or representative of the institution's athletics interests.
  • An automobile or use of an automobile from an institutional employee or representative of an institution's athletics interests.
  • Signing or co-signing a note from an outside agency for a loan for the student-athlete, his or her family or friends.
  • Providing transportation to a student-athlete even if the student-athlete reimburses the provider for the appropriate expense of the transportation.
  • Gifts of any kind including cash or any tangible item.

Gambling/Sports Wagering Restrictions: NCAA rules prohibit student-athletes and athletics department staff members (including part-time employees, volunteer employees, student managers, student trainers and student workers of any type) from participating in gambling activities on amateur, intercollegiate or professional sports. Such prohibited activities include:

  • Providing information to individuals involved in organized gambling activities.
  • Soliciting or accepting a bet on any intercollegiate or professional sports team or event.
  • Participating in any wagering activities that involve risking money or any tangible items on the outcome of an athletic contest, event, tournament or season (i.e., NCAA basketball tournaments pools of any kind, Super Bowl bets, fantasy leagues that require an entry fee and provide winnings)
  • Participating in any gambling activities that involve intercollegiate or professional athletics, through a bookmaker, a parlay card or any other method employed by organized gambling.
  • Engaging in activities designed to influence the outcome of an intercollegiate athletics contest or affect the win-loss margin (i.e., "point shaving") of a contest.

Participation in these impermissible gambling activities is a serious violation of NCAA rules and can result in a permanent loss of eligibility for student-athletes and possible suspension or termination of employment for athletics department staff members.

Hardship Waivers: Hardship waivers (commonly referred to as "medical redshirts") may be granted to student-athletes that participate in limited amounts of competition during a season and suffer an incapacitating injury or illness that prevents the student-athlete from further participation in the sport during that season. In order to be granted a hardship waiver, student-athletes must have a documented incapacitating injury or illness and have participated in no more than three contests (or dates of competition) or thirty percent (whichever number is greater) of the sport's scheduled contests or dates of competition for the season in question. In addition, participation in any competition after the first half of the season will prevent a student-athlete from being granted a hardship waiver.

Head coaches may initiate a hardship waiver request by completing a Hardship Initiation Form and submitting this to the Office of Athletics Compliance after the conclusion of the sport's season.

Interpretations of NCAA Legislation: The interpretations of NCAA legislation can often be complicated and confusing process. The NCAA has made various resources available to the Office of Athletics Compliance and the Big 12 Conference to assist in providing the best and most recent information to our coaches, administrators, student-athletes and others in the OSU athletics community on NCAA rules and the application of these rules. If you need clarification on a rule, an interpretation of a rule or would just like to know if a certain activity is permissible, please contact the Office of Athletics Compliance.

Occasional Meals for Student-Athletes: NCAA rules permit student-athletes to receive an occasional meal in the locale of the institution on infrequent and special occasions (no more than twice per year) from an institutional staff member. Student-athletes may receive an occasional family home meal from a representative of athletics interests on infrequent and special occasions (no more than twice per year) as long as the meal is provided in an individual's home (catering is permitted) or an institutional facility. Parents of student-athletes can provide occasional meals to team members of their child at any location.

Reasonable local transportation may be provided to student-athletes to attend such meals. However, only the representative that is providing the meal in his or her home may provide the transportation to the meal. Occasional meals must be approved by completed paperwork with the Office of Athletics Compliance.

Office of Athletics Compliance Policies and Procedures Manual: The Office of Athletics Compliance distributes a Policies and Procedures Manual for use by the Athletics Department, its coaches and administrators on an annual basis. This manual outlines the policies and procedures for every process involving the functions of the Office of Athletics Compliance, the monitoring of our athletics program, the documenting of activities related to our athletics programs and other forms of institutional control initiatives and educational efforts. Any athletics department staff member that does not receive a copy of this manual and would like a copy may obtain one from the Office of Athletics Compliance.

Official Paid Visit, Limits and First Permissible Opportunities: NCAA rules strictly regulate the initial date that a prospect may be provided an official paid visit to an institution's campus. In all sports other than men's basketball prospects may not be provided an official paid visit prior to the opening day of classes of the prospect's senior year of high school. Beginning in the 2012-13 academic year, men's basketball prospects may be provided an official paid visit after January 1 of the prospect's junior year in high school.

A prospect that was not certified as a qualifier by the NCAA Eligibility Center and is enrolled at a two-year college may not be provided an official paid visit until he or she has completed an academic year at a two-year college.

Prospects are limited to five official paid visits and must submit an academic transcript (high school or college) and a score from a PSAT, SAT, PLAN or ACT test taken on a national testing date in order to be provided an official visit. In addition, prospects must be registered with the NCAA Eligibility Center. Prospects may be provided only one official visit by an institution. Official paid visits must be completed within a 48-hour period. NCAA rules strictly limit the type of benefits and expenses that can be provided to prospects and their families during an official paid visit. For additional information, please contact the Office of Athletics Compliance.

Permissible Recruiting Materials: NCAA rules restrict the type of materials that staff members may send to prospective student-athletes based on a number of different issues. In sports other than men's basketball, recruiting materials may not be sent to a prospect until September 1 at the beginning of the prospect's junior year in high school. Men's basketball prospects may be sent recruiting materials only on or after June 15 following the prospect’s sophomore year in high school. Printed recruiting materials are restricted by size, color, format and content. NCAA Bylaw 13.4.1 outlines permissible recruiting materials that may be sent to prospects and should be used as a reference by all coaching staff members. Please note that camp brochures and recruiting questionnaires may be provided to prospects prior to the restrictive dates described above.

Permission to Contact Four-year College Transfers: NCAA rules require that prior to having communication with a student-athlete at another four-year institution to discuss the possibility of transferring a staff member must first receive prior written permission from the first institution's athletics director. Institutional policy requires that such permission be on file with the Office of Athletics Compliance prior to any contact being made with the student-athlete. In the event that a staff member is contacted by a student at another four-year institution without approval being granted the conversation should be terminated and the student should be referred to the Office of Athletics Compliance in order for such approval to be requested. When approval is granted by the previous institution the Office of Athletics Compliance will provide the coaching staff with documentation of this approval.

Promotional activity restrictions: NCAA rules strictly prohibit a student-athlete from promoting or endorsing a business, commercial product or service and/or receiving any type of compensation for promoting or endorsing. This restriction includes but is not limited to the use of a student-athlete's name, photograph, likeness, spoken words or appearance in any type of promotion or advertise from a business, product or service.

Student-athletes may participate in promotions for institutional, charitable, educational or nonprofit organizations but only after receiving prior written approval and verification that the promotion will meet certain criteria set forth by the NCAA. Prior written approval must be received through the Office of Athletics Compliance. Failure to receive such approval could impact the student-athlete's eligibility to participate in intercollegiate competition.

Recruiting Calendars: NCAA recruiting calendars restrict the recruiting activities of staff members during various times during the calendar year. All sports' NCAA Division I recruiting calendars can be accessed through the NCAA website by clicking here.

Official/Unofficial Visit Policy: Oklahoma State University is committed to providing prospective student-athletes with a positive recruiting experience that accurately reflects the manner in which our student-athletes traditionally live, socialize and interact with the community while enrolled as students at the institution. Like all NCAA Division I institutions we have developed a visit policy that reflects our commitment to this process being positive. Oklahoma State University Official/Unofficial Visit Policy can be accessed by clicking here.

Waivers of NCAA legislation: Certain circumstances may warrant the pursuit of a waiver of the normal application of NCAA legislation. All such waivers are submitted to the NCAA and require the approval of the Director of Athletics and the Faculty Athletics Representative. The Office of Athletics Compliance coordinates, prepares and submits all waiver requests submitted to the NCAA. Any staff member wishing to explore a waiver of NCAA legislation should contact the Office of Athletics Compliance.

 

Store