B. Recruiting Periods
C. Recruiting Calendars
D. Occasional Meals
E. Countable Athletically Related Activities
F. Ivy League Rest Period
G. Official vs. Unofficial Visits
H. Roster Change of Status Form
I. Complimentary Admissions
Columbia University is committed to the principal of institutional control in administering its athletics program in a manner consistent with NCAA, Ivy League and University rules. Maintaining institutional control is paramount to the continued growth and success of Columbia Athletics. Each individual involved in the athletics division is obligated to maintain competency and knowledge of the rules, to act within his or her realm of responsibility in full compliance with the governing legislation, and to report any violation of NCAA or conference rules of which he or she is aware.
B. RECRUITING PERIODS
A contact period is that period of time when it is permissible for authorized athletics department staff members to make in-person, off-campus recruiting contacts and evaluations.
An evaluation period is that period of time when it is permissible for authorized athletics department staff members to be involved in off-campus activities designed to assess the academic qualifications and playing ability of prospective student-athletes. No in-person, off-campus recruiting contacts shall be made with the prospective student-athlete during an evaluation period.
A quiet period is that period of time when it is permissible to make in-person recruiting contacts only on the member institution's campus. No in-person, off-campus recruiting contacts or evaluations may be made during the quiet period.
A dead period is that period of time when it is not permissible to make in-person recruiting contacts or evaluations on or off the member institution's campus or to permit official or unofficial visits by prospective student-athletes to the institution's campus. It remains permissible, however, for an institutional staff member to write or telephone prospective student-athletes during a dead period.
Generally, the provision of complimentary admissions to prospective student-athletes is prohibited during a dead period. Also, coaching staff members may not serve as speakers or attend meetings or banquets at which prospective student-athletes are in attendance during a dead period.
C. RECRUITING CALENDARS
D. OCCASIONAL MEALS
A student-athlete or an entire sports program may receive an occasional family home meal from a representative of athletics interests (aka booster) on infrequent and special occasions under the following conditions:
a) The meal must be provided in an individual’s home (as opposed to a restaurant); and
b) A representative of athletics interests may provide reasonable local transportation to student-athletes to attend the meal function only if the meal function is at the home of that representative.
A student-athlete or an entire sports program may receive an occasional meal in the locale of Columbia University on infrequent and special occasions from institutional staff members. Institutional staff members may provide reasonable local transportation to student-athletes to attend such meals.
Institutional staff members, click here to view the Approval of Occasional Meal Form.
E. COUNTABLE ATHLETICALLY RELATED ACTIVITIES
Countable athletically related activities include any required activity with an athletics purpose involving student-athletes and at the direction of, or supervised by one or more of an institution’s coaching staff (including strength and conditioning coaches) and must be counted within the weekly and daily limitations set forth by the NCAA and Ivy League.
During the playing season (aka “in-season”), student-athletes may not participate in countable athletically related activities for more than four hours per day and 20 hours per week. Outside of the playing season (aka “out-of-season”), but during the academic year, student-athletes may not participate in countable athletically related activities for more than 6 hours per week. These daily and weekly hour limitations do not apply 1) during pre-season practice prior to the first day of classes or the first scheduled contest, whichever is earlier; or 2) during an institution’s term-time official vacation period (e.g. Thanksgiving break, Spring break), as listed in the institution’s official calendar and during the academic year between terms when classes are not in session.
During the academic year, student-athletes shall not engage in any countable athletically related activities on one day per week during the playing season and two days per week outside of the playing season. The required day(s) off may occur on any day of the week and may change from week to week. A “week” is defined as any seven consecutive days, determined at the institution’s discretion.
Examples of Countable Athletically Related Activities
• Athletics meetings initiated or required by a coach (e.g. end of season individual meeting)
• Competition and associated activities
• Field, floor or on-court activity
• Setting up offensive or defensive alignment
• Required weight-training/conditioning activities
• Required participation in camps/clinics
• Visiting the competition site in the sports of cross country, golf, and skiing
• Participation outside the regular season in individual skill-related instructional activities with a member of the coaching staff
• Discussion or review of game films
Examples of Non-Countable Athletically Related Activities
• Compliance meetings
• Meeting with a coach initiated by the student-athlete
• Study hall, tutoring, or academic meetings
• Student-Athlete Advisory Committee (SAAC) meetings
• Voluntary weight training not conducted by a coach or staff member
• Voluntary sport-related activities (e.g. initiated by student-athlete, no attendance taken, no coach present)
• Traveling to and from site of competition
• Training room activities (e.g. treatment, rehabilitation activities and medical examinations)
• Recruiting activities (e.g. student host responsibilities)
• Attending banquets (e.g. awards or post-season banquets)
• Community service projects
Please note that there may be additional rules applicable only to certain sports. Detailed information regarding countable athletically related activities may be found in the NCAA Division I Manual and the Ivy Manual.
Each sports program is required to submit a monthly Countable Athletically Related Activity Log to document compliance and monitor the daily and weekly limitations mandated by the NCAA and the Ivy League. Logs must signed by the head coach and a student-athlete. Discrepancies in hours amongst team members must be noted on a separate sheet of paper. Countable Athletically Related Activity Logs are due to the Director of Compliance by the 5th of each month for the previous month’s activities.
F. IVY LEAGUE REST PERIOD
The Ivy League rest period requires each institution’s sports program to schedule 49 days during the academic year when student-athletes have no athletic obligations. These periods should have no required athletic activity, no voluntary activity under the supervision of a sports program coach, no sports program athletic activities (e.g. captain’s practices), and no sports program or sports program member athletically related activities resulting from encouragement by the coaching staff to engage in such activity. Under no circumstances will any athletically related activity involving sports program members be supervised by a sports program coach, nor will facilities be reserved for sports program activities. Sports program members will be free to participate in any recreational venue or activity open to all other students, and to have whatever supervision is provided in those circumstances. Coaches are encouraged to give three sport student-athletes (e.g. cross country, indoor track & field, and outdoor track & field student-athletes) time off between seasons. The seven days before exam period is a required rest period for all out-of-season teams!
Rest period legislation may be found in the Ivy Manual under section VI-D-2. Coaches also are encouraged to refer to the Coaches’ Handbook for additional information regarding the declaration of rest period days.
G. OFFICIAL VS. UNOFFICIAL VISTS
Institutional expectations, policies and regulations regarding official and unofficial visits are clearly outlined in the Coaches’ Handbook, Student-athlete Handbook, NCAA Division I Manual and Ivy Manual. The following defines, in brief, an official visit and an unofficial visit.
An official visit is when an institution invites a prospective student-athlete to visit campus at the institution’s expense. These visits may not last more than 48 hours. A prospective student-athlete may not make more than one (1) official visit to any one institution and may not make more than (5) official visits in total. Further, a prospective student-athlete may not make an official visit until the opening day of classes of his/her senior year in high school.
A prospective student-athlete must provide the appropriate Columbia University coach with the following information before he/she can make an official visit:
1. A high school or college academic transcript;
2. A copy of a PSAT, SAT, PLAN or ACT score taken on a national testing date under national testing conditions (exception: that a state-administered ACT may be used for the purpose of making an official visits). The score must be presented on a testing agency document, on a high school or preparatory school academic transcript (official or unofficial) or through the use of the applicable testing agency's automated-voice system.
3. A NCAA Eligibility Center (formerly known as the NCAA Clearinghouse) ID number or Social Security number so that registration with the NCAA Eligibility Center may be verified by the Compliance Office.
An unofficial visit occurs when a prospective student-athlete visits the institution at his/her own expense. A prospective student-athlete may visit a member institution's campus at his/her own expense an unlimited number of times. Additionally, a prospective student-athlete may make an unofficial visit before his/her senior year in high school.
H. ROSTER CHANGE OF STATUS FORM
To maintain accurate records and ensure that the eligibility of each student-athlete is properly certified, coaches must submit a Team Roster Change of Status Form to the Director of Compliance documenting a change to their roster. It is imperative that this form be submitted in a timely fashion. The Director of Compliance will update all databases and notify the appropriate Associate Athletics Director for Intercollegiate Sports Programs, the Office of Sports Information/Media Relations and the Associate Athletics Director for Sports Medicine and Head Athletics Trainer of the roster change.
Coaches, click here to view the Team Roster Change of Status Form.
I. COMPLIMENTARY ADMISSIONS