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Compliance Forms
NCAA

In this section you will be able to find many of the Compliance forms that will assist you in the day to day operations and required paperwork of Kansas State Athletics and the NCAA. A paragraph explaining each form and its use is below. To download the forms please click on the title of the form. Please submit each form to the Compliance Office.

Roster Activator   Roster Deactivator   Recruiting Service Processing   Foreign Tour Certification   New Prospect Information    Occasional Home Meal   Team Entertainment Approval   Unofficial Visit Report   Phone Logs   Contact/Evaluation Log   Official Visits   Addition of Student Athlete to Aid   NLI Request   Desgination of Coaching Staff   Playing Practice Season

FOR DEPARTMENT STAFF 

Download Outside Income Form

OUTSIDE INCOME FORM 

NCAA Bylaw 11.2.2 - Athletically Related Income.
Contractual agreements, including letters of appointment, between a full-time or part-time athletics department staff member and an institution shall include the stipulation that the staff member is required to provide a written detailed account annually to the president or chancellor for all athletically related income and benefits from sources outside the institution. In addition, the approval of all athletically related income and benefits shall be consistent with the institution's policy related to outside income and benefits applicable to all full-time or part-time employees.

FOR COACHES

Submit Online

ROSTER ACTIVATOR 

This form is used to ADD a student-athlete to your team's roster and squad list. This will also assist us in determining complimentary admissions, eligibility to compete, eligibility for Special Assistance Fund, and eligibility for SAOF. This form should be submitted online any time you have a student-athlete join your team.


ROSTER DEACTIVATOR 

This form is used to DELETE a student-athlete from your team's roster and squad list. This will also assist us in determining complimentary admissions, eligibility to compete, eligibility for Special Assistance Fund, and eligibility for SAOF. This form should be submitted online anytime you have a student-athlete leave your team.


Download Recruiting Service Processing Form

RECRUITING SERVICE PROCESSING FORM 

Please complete and submit this form to Compliance so we can ensure the recruiting services that will be used by K-State athletic programs are permissible per NCAA legislation.


Download Foreign Tour Certification Form

FOREIGN TOUR CERTIFICATION FORM 

Per NCAA Bylaw 17.28, the institution must certify in writing that a foreign tour meets the conditions set forth in the bylaw.  This form must be completed BEFORE departing for a foreign tour. 


Download Prospect Info Sheet

NEW PROSPECT INFO SHEET 

Fill out this form with new prospect contact information, plus other information about the prospect's school and coaches. The form can be submitted online.


Download Occasional Meal Form

OCCASIONAL HOME MEAL FORM 

This form is used to document any occasional meal that any student-athlete receives. This form will be kept on file in the Compliance Office and referred to should any questions arise. This should be submitted prior to the meal taking place. Approval from the Director of Compliance and your sport administrator is required prior to the meal. 


Download Team Entertainment Form

TEAM ENTERTAINMENT APPROVAL FORM 

This form is to be filled out and submitted to the Compliance office before any team entertainment takes place either as part of an away-from-home contest or during a vacation period when the student-athletes are required to remain on campus and classes are not in session.  It is permissible for the institution to pay the costs for reasonable entertainment provided the activity is within a 30-mile radius of the K-State campus or a 100-mile radius of the away-from-home competition site.


Submit Online

Unofficial Vist Request

UNOFFICIAL VISIT REPORT 

This form is used to track any unofficial visits by prospects and the activities they take part in while visiting the campus. This should be submitted to the Compliance Services Office within 48 hours following the unofficial visit.

Other Unofficial Visit Forms:

PDF  Unofficial Visit Complimentary Admissions
This form is used to notify the Ticket Office and Compliance Office of complimentary admissions needed for prospective student-athletes on an unofficial visit. This form should be submitted to the Compliance Office by noon one day prior to the event for which you are requesting complimentary admissions.

Related: PDFFB Unofficial Visit Meal & Complimentary Admission Log



PHONE LOGS 

All telephone calls made to and received from a prospective student-athlete (or the prospect's parents, legal guardians, or coaches) must be made and received by the head coach or one or more of the assistant coaches who count toward the numerical limitations in Bylaw 11.7.4.  In football and women's rowing, such telephone calls also may be made and received by a graduate assitant coach, provided the coach has successfully completed the coaches' certification examination per Bylaw 11.5.1.1. Please use the phone logs, which are included below, to document and track all calls that are made to prospects.  The phone log for every month needs to be submitted to the Compliance Office within the first week of each month, regardless of whether you made any recruiting calls or not during the month.

BASEBALL GOLF - W
BASKETBALL - M ROWING
BASKETBALL - W TENNIS
EQUESTRIAN TRACK & FIELD - M & W
FOOTBALL VOLLEYBALL
GOLF - M

Download Contact/Evaluation Log

CONTACT / EVALUATION LOG 

Any coach who has passed the NCAA Coaches Recruiting Test and is eligible to recruit prospects off-campus must keep track of their contacts and evaluations. This spreadsheet will assist you with that. This needs to be submitted to the Compliance Office any time you contact and/or evaluate prospects off-campus. You can turn this form in each time you complete a K-State Athletic Department Travel Report for travel reimbursement.


OFFICIAL VISITS 

PDF Official Visit Request
This form is used to approve prospects for an official visit and to reimburse them for any permissible expenses. This form will also be used to add a prospect to the Eligibility Center so we can track his/her eligibility status. This form must be submitted PRIOR to a prospect coming to campus for an official visit. Again each visit must be approved by the Compliance Office BEFORE the prospect comes on an official visit.

PDF Official Visit Complimentary Admissions
This form is used to notify the Ticket Office and Compliance Services Office of complimentary admissions needed for prospective student-athletes on an official visit. 

PDF Student-Athlete Host Agreement Form
This form is used to ensure that the student-athlete host and the prospective student-athlete are aware of NCAA, K-State, and team regulations regarding official visits. This form should be signed by the head coach, student-athlete host and prospective student-athlete. This should be submitted to the Compliance Services Office each time you have a prospect come on an official visit.

PDF High School and Two-Year College Coaches Pass List
This form is used to place high school and 2-year college coaches on a pass list for home contests, these coaches may receive a maximum of 2 complimentary admissions. This form should be submitted to the Compliance Office one week prior to the home contest for which you are requesting the complimentary admissions.


ADDITION OF STUDENT-ATHLETE TO AID 

PDF Addition of SA to Aid
This form authorizes renewal of athletic aid for student-athletes for an entire academic year. This is also used to help us determine equivalencies and other matters related to financial aid. This form should be submitted prior to the start of the regular academic year.


Download NLI Request Form

NATIONAL LETTER OF INTENT REQUEST FORM 

When this form is received the Compliance Office will prepare an NLI packet for your prospect. This form also allows us to track the status of the prospect in the NCAA Eligibility Center if they have not been identified previously. This form should be submitted to Brendan Armitage in the Compliance Office every time you want to send an NLI (or financial aid agreement) to a prospect. 

DESIGNATION OF COACHING STAFF 

This form is used to designate your coaching staff for the academic year. A copy of this form is kept on file in the Compliance Office and a copy is also sent to the Big 12 Conference office. This form should be submitted at the beginning of each academic year and re-submitted any time you have a change on your coaching staff during the year.

BASEBALL GOLF - W
BASKETBALL - M ROWING
BASKETBALL - W TENNIS
EQUESTRIAN TRACK & FIELD - M & W
FOOTBALL VOLLEYBALL
GOLF - M
PLAYING AND PRACTICE SEASON 

This form is used to document the dates of your playing and practice seasons. This form should be submitted to the Compliance Office by a date specified by the Director of Compliance.

-Cross Country, Golf, Tennis, Equestrian PDF
-Baseball, Volleyball PDF
-Track and Field, Rowing PDF
-
Men's and Women's Basketball PDF