COACHES MEETING

BOSTON COLLEGE COMPLIANCE OFFICESEPTEMBER 8, 2009

TODAY’S TOPICSTODAY’S TOPICS

CYBERSPORTSCYBERSPORTS• UNOFFICIAL VISITSUNOFFICIAL VISITS• OFFICIAL VISITSOFFICIAL VISITS

OFFICIAL VISITS PROCEDURESOFFICIAL VISITS PROCEDURES TAILGATINGTAILGATING

CYBERSPORTSCYBERSPORTSUNOFFICIAL VISITSUNOFFICIAL VISITS

-Visit tab is located under the Profile View

-Click on Visits tab

-Includes information for both official and unofficial visits

CYBERSPORTSCYBERSPORTSUNOFFICIAL VISITSUNOFFICIAL VISITS

-Click on Unofficial

-Answer all questions

-Click on Add

This information will be pulled into the monthly unofficial visit logs

Can also use this information to print out the Unofficial Comp Admission Form to be submitted to the Ticket Office

CYBERSPORTSCYBERSPORTSUNOFFICIAL VISITSUNOFFICIAL VISITS

-Click on Reports

-Scroll down to Monthly Unofficial Visit Log

-Enter start and end date of the month if it is not already entered

-Click on View

-Only one Monthly Unofficial Visit Log has to be printed out per sport – with head coaches signature

CYBERSPORTSCYBERSPORTSUNOFFICIAL VISITSUNOFFICIAL VISITS

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

- Date of Visit is the actual date the PSA arrives to campus

-Arrival Date is when the PSA arrives in the local of BC – make a note in the comments section if visit does not start until next day

-Enter ALL info for official visit including

-Paid By-If reimbursing include mileage or air-Travel By-EC Number-Accompanied by-Comp Tix -Host Name-Competition-Event Info-Parking Pass-Arrival Info-Departure Info

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

- Meal Cards – Each individual has their own tab

-Click on the individual and enter the date and which meals you want for the meal card

-Will automatically add the amounts together

-If you are intending to take a PSA out for dinner, do not issue money for that meal

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

- To Print the Prior Approval Forms

-Need to run a select

-Easiest way to do it is by Arrival Date

-Can broaden the dates to be sure to capture everyone in a particular week

-Enter Date

-Click Apply

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

- To Print the Prior Approval Forms

-Click on Reports

-Scroll down to Official Visit Prior Approval Form

-Click on View

-Should pull up the forms for all the PSAs that have a visit during that entered date

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

CYBERSPORTSCYBERSPORTSOFFICIAL VISITSOFFICIAL VISITS

-Can also print out Student-Athlete Host Form and Prospect Form

-Make sure you have the same select created

-Click on View and print

CYBERSPORTSCYBERSPORTS Additional InformationAdditional Information

• Works better when using Explorer vs. Works better when using Explorer vs. MozillaMozilla

• Please check print settings to make sure Please check print settings to make sure it is all on one page (gotta try and save it is all on one page (gotta try and save the trees where we can)the trees where we can)

OFFICIAL VISIT OFFICIAL VISIT PROCEDURESPROCEDURES

The Official Visit Prior Approval Form must The Official Visit Prior Approval Form must be completed in Cybersports and printed be completed in Cybersports and printed from Cybersports from Cybersports • NO EXCEPTIONS!!!!NO EXCEPTIONS!!!!

The approval form along with test scores The approval form along with test scores and transcripts must be submitted to the and transcripts must be submitted to the Compliance Office at least 5 BUSINESS Compliance Office at least 5 BUSINESS DAYS prior to the start of the visitDAYS prior to the start of the visit

The Compliance Office will review the The Compliance Office will review the paperwork and send an approval paperwork and send an approval notification by emailnotification by email

OFFICIAL VISIT OFFICIAL VISIT PROCEDURESPROCEDURES

Meal cards and parking passes can Meal cards and parking passes can be picked up in the Compliance be picked up in the Compliance Office on Friday or the day the visit Office on Friday or the day the visit startsstarts

Parking passes are only issued for Parking passes are only issued for football game daysfootball game days• If you want overnight parking on-If you want overnight parking on-

campus you must notify the Parking campus you must notify the Parking OfficeOffice

TAILGATINGTAILGATING Current Student-AthletesCurrent Student-Athletes

• Either an Occasional Meal that has been approved Either an Occasional Meal that has been approved by the Compliance Officeby the Compliance Office priorprior to event or; to event or;

• Charge each student-athlete for all the actual Charge each student-athlete for all the actual costscosts

ProspectsProspects• Official Visit – would count as one of their mealsOfficial Visit – would count as one of their meals• Unofficial Visit – charge for all the actual costsUnofficial Visit – charge for all the actual costs

Actual Costs Include (but not limited to):Actual Costs Include (but not limited to):• Meal (Food & Beverage)Meal (Food & Beverage)• Tables, Linens, Skirted, etcTables, Linens, Skirted, etc• Service/Delivery Charge Service/Delivery Charge