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COACHES MEETING

COACHES MEETING. BOSTON COLLEGE COMPLIANCE OFFICE SEPTEMBER 8, 2009. TODAY’S TOPICS. CYBERSPORTS UNOFFICIAL VISITS OFFICIAL VISITS OFFICIAL VISITS PROCEDURES TAILGATING. CYBERSPORTS UNOFFICIAL VISITS. Visit tab is located under the Profile View Click on Visits tab

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COACHES MEETING

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  1. COACHES MEETING BOSTON COLLEGE COMPLIANCE OFFICE SEPTEMBER 8, 2009

  2. TODAY’S TOPICS • CYBERSPORTS • UNOFFICIAL VISITS • OFFICIAL VISITS • OFFICIAL VISITS PROCEDURES • TAILGATING

  3. CYBERSPORTSUNOFFICIAL VISITS • Visit tab is located under the Profile View • Click on Visits tab • Includes information for both official and unofficial visits

  4. CYBERSPORTSUNOFFICIAL 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

  5. CYBERSPORTSUNOFFICIAL 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

  6. CYBERSPORTSUNOFFICIAL VISITS

  7. CYBERSPORTSOFFICIAL 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

  8. CYBERSPORTSOFFICIAL 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

  9. CYBERSPORTSOFFICIAL 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

  10. CYBERSPORTSOFFICIAL 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

  11. CYBERSPORTSOFFICIAL VISITS

  12. CYBERSPORTSOFFICIAL 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

  13. CYBERSPORTS • Additional Information • Works better when using Explorer vs. Mozilla • Please check print settings to make sure it is all on one page (gotta try and save the trees where we can)

  14. OFFICIAL VISIT PROCEDURES • The Official Visit Prior Approval Form must be completed in Cybersports and printed from Cybersports • NO EXCEPTIONS!!!! • The approval form along with test scores and transcripts must be submitted to the Compliance Office at least 5 BUSINESS DAYS prior to the start of the visit • The Compliance Office will review the paperwork and send an approval notification by email

  15. OFFICIAL VISIT PROCEDURES • Meal cards and parking passes can be picked up in the Compliance Office on Friday or the day the visit starts • Parking passes are only issued for football game days • If you want overnight parking on-campus you must notify the Parking Office

  16. TAILGATING • Current Student-Athletes • Either an Occasional Meal that has been approved by the Compliance Officeprior to event or; • Charge each student-athlete for all the actual costs • Prospects • Official Visit – would count as one of their meals • Unofficial Visit – charge for all the actual costs • Actual Costs Include (but not limited to): • Meal (Food & Beverage) • Tables, Linens, Skirted, etc • Service/Delivery Charge

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