Information for University of Houston Athletics Coaches & Staff
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 Athletics Business Office will distribute information related to receiving prior approval and 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 Initial-Eligibility Clearinghouse and the Office of Athletics Compliance has received documentation of this status from the clearinghouse and has granted approval for contact to take place. Coaching staffs must submitted 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 clearinghouse.
Complimentary Admissions to Home Contests for Prospect's Coaches and Teachers: Complimentary admissions to University of Houston home athletic events may be provided to the coaches and teachers 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 the University of Houston. 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 to 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:
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 American Conference to assist in providing the best and most recent information to our coaches, administrators, student-athletes and others in the UH 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 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 as long as the meal is provided in an individual's home (catering is permitted). 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.
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 proved an official paid visit prior to the opening day of classes of the prospect's senior year of high school. Men's basketball prospects may be provided an official paid visit after January 1 of the prospect's junior year in high school, however, official visits to men's basketball prospects may not occur during the summer between the prospect's junior and senior year of high schools. A prospect that was not certified as a qualifier by the NCAA Initial-Eligibility Clearinghouse 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. 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 after the prospect has completed his sophomore year in high school. Printed recruiting materials are restricted by size, color, format and content. NCAA Bylaw 13.4 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 approve could impact the student-athlete's eligibility to participate in intercollegiate competition.
UH Official/Unofficial Visit Policy: The University of Houston 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.