For a hardcopy pdf of this document, contact the Office of Compliance (2-8246).
Policy Title: Athletics/Admissions Conflict of Interest
Policy Number: 650-60
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Responsible Officer: |
Assistant Athletic Director for Compliance |
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Responsible Office: |
Athletics Compliance Office/Chief Compliance Office |
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Origination Date: |
09/14/2020 |
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Date of Revision: |
09/14/2020 |
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Date of Last Review: |
09/14/2020 |
I. Policy Summary and Scope
The purpose of the conflict of interest policy is to protect the University of California Riverside (UCR)’s commitment to integrity and fairness, by avoiding any bias in admissions of a prospective student-athlete. Specifically, the use of the student-athlete admissions process to secure a financial, political or similar benefit to the University and the use of the student-athlete admissions process to secure a personal benefit, or to benefit friends, family, or University personnel, rather than the University are prohibited. Therefore, this policy requires disclosure of situations that may indicate bias or improper influence, and attestations by coaches that they are not aware of any attempt to improperly influence recruitment of a student. This policy is intended to help ensure compliance with the University of California Ethical Values (Board of Regents Policy 1111) and with state and federal laws governing conflict of interest applicable to nonprofit and educational organizations.
II. Policy
A conflict of interest exists without limitation in situations where a member of the Athletics staff has a personal or financial relationship with a recruit or applicant. Examples of personal relationships include, but are not limited to, friends, family members, former employers, business/social/academic associates, and/or known relatives of any of those named above. Examples of financial relationships include, but are not limited to, the staff member, or their immediate family member1, currently or previously having a shared ownership interest with an applicant or a member of their immediate family, or a relationship in which they receive a salary, gift, royalty, trade, intellectual property right, consulting fee, honoraria, or other financial benefit.
1 Immediate family member, in this context, include spouse, registered domestic partner, and dependent children
Coaches and other members of the athletic staff are required to complete the following disclosures and attestations:
A. Required Disclosures
1. Required Disclosures by Coaches. If any of the events or relationships listed below has occurred or is present, the coach is required to disclose it to the Athletics Compliance Office, at the time the coach designates a student as a recruited athlete for purposes of the admissions process:
a. A coach for another sport referred the athlete to the coach. The coach shall provide an explanation of the reasons(s) for the referral. The coach must also independently confirm the athletic credentials of the prospect prior to recruitment. This consists of finding multiple sources of athletic credentials including but not limited to rosters (high school, club team or national team), news articles and highlight videos.
b. Other university personnel, including but not limited to a faculty member, a senior administrator, a development officer, or a Regent, promoted the students’ recruitment. The coach shall provide an explanation of the reason(s) for the referral. The coach must also independently confirm the athletic credentials of the prospect prior to recruitment. This consists of finding multiple sources of athletic credentials including but not limited to rosters (high school, club team or national team), news articles and highlight videos.
c. There is a personal or professional relationship that may pose a conflict of interest, as defined above.
2. Required Disclosures by Athletics Staff. Athletic staff are required to disclose any known existing relationship between athletics staff and a prospective student-athlete or their family.
3. Any persons participating in the recommendation for admissions shall notify the Athletics Compliance Office of any case where they or another member of the athletic staff have, or appear to have, a conflict of interest concerning the applicant. A conflict of interest is present if the coach, staff or other involved person may have an interest in the outcome (admission or rejection) other than the recruitment of the most qualified applicants.
If a member of Athletics is aware of applicants who fit any of the above criteria, they must notify the Assistant Athletic Director for Compliance immediately through the Athletics Conflict of Interest Disclosure Form. All employees are under a continuing obligation to make full disclosure to the Athletics Compliance Office of all situations involving either actual or potential conflicts of interest, whenever such situations may arise.
Where an actual or potential conflict of interest is identified, the application of the student in question will be vetted further by verifying athletic credentials, conducting due diligence on the circumstances of their recruitment, and conducting donation history checks.
When UCR Athletics determines a conflict of interest or appearance of such conflict exists, the Athletics Compliance Office will notify all interested parties of such conflict, which may include the Undergraduate Admissions Office, the Athletic Director, the Development Office and the Special Review Committee. In addition, the Athletics Compliance Office may need to take additional action to resolve the conflict. In certain instances of a financial relationship between an applicant and Athletics Department staff, it may be appropriate for Admissions to deny the request of admissions to a prospective student-athlete.
B. Required Attestations
1. Required Attestation by Coaches. Coaches are required to attest, when designating a student for their sport, that they are not aware of any attempt to improperly influence the recruitment of the student. Coaches will make this attestation when they are completing the Returning and Incoming Roster Form.
2. Required Attestation by Athletics Staff. All members of the athletics staff will be required to attest that they understand what constitutes a conflict of interest and attest that they will report any relationships that exist or arise during the recruitment process immediately to the Compliance Office. Staff members will complete the Annual Athletic Staff Conflict of Interest Attestation Form.
III. Responsibilities
Any new member of UCR Athletics shall be given this policy at the time of their employment and the policy will be reviewed annually by the Athletics Compliance Office at a regularly scheduled meeting.
IV. Appendices and References
A. Athletics Conflict of Interest Disclosure Form
B. Returning and Incoming Roster Form
C. Annual Athletic Staff Conflict of Interest Attestation Form
V. Approval and Revision History
This is a new policy effective September 14, 2020. This policy was approved by the Chief Compliance Office.
Appendix A
CONFLICT OF INTEREST DISCLOSURE FORM
Note: A potential conflict of interest exists without limitation in situations where a member of the Athletics staff has a personal or financial relationship with a recruit or applicant. Examples of personal relationships include, but are not limited to, friends, family members, former employers, business/social/academic associates, and/or known relatives of any of those named above. Examples of financial relationships include, but are not limited to, the staff member, or their immediate family member, currently or previously having a shared ownership interest with an applicant or a member of their immediate family, or a relationship in which they receive a salary, gift, royalty, trade, intellectual property right, consulting fee, honoraria, or other financial benefit.
This Conflict of Interest Form should indicate whether the nominator(s) has a personal or financial interest in any recruitment of a prospective student-athlete. The nominator(s) should also disclose any personal, business or volunteer affiliations that may give rise to a real or apparent conflict of interest.
Date: ____________________
Name: ___________________
Position: __________________
Please describe any relationships, transactions or positions you hold (volunteer or otherwise), or circumstances that you believe could contribute to a conflict of interest.
I have the following conflict of interest to report (please specify details including names of those involved, when relationship began, etc.).
_________________________________________________________________________
I hereby certify that the information set forth above is true and complete to the best of my knowledge.
Signature: ____________________________________
Date: _________________________
Roster Form (Part I and II)
University of California Riverside Athletics Compliance
All head coaches are required to submit a completed roster form to the Assistant A.D. for Compliance NO LATER THAN AUGUST 3. Any roster changes (including incoming student-athletes) after August 3 will require a Tryout Policy/Procedure Form to be submitted.
Sport:
I. Incoming Student-Athletes.
In alphabetical order, please indicate all student-athletes who you anticipate will be attending UCR for the first time this fall, including their status as a freshman or transfer, whether or not they will be on an athletics aid and where they will reside.
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Name |
Freshman or Transfer (F or T) |
Recruited? |
On or Off Campus Housing? (On or Off) |
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Part II. Returning Student-Athletes
In alphabetical order, please indicate all returning student-athletes including whether or not they will be receiving athletics aid and where they will reside.
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Name |
Athletic Aid? (Y or N) |
On or Off Campus Housing? (On or Off) |
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*By signing and submitting this roster form I attest that I am not aware of any attempt to improperly influence the recruitment of the any of the above-named incoming students.
Head Coach Signature Date
All roster changes after submission of this form must be done using the Update to Roster Form.
All team tryouts must be approved by the UCR Compliance office.
Appendix C
Academic Year: 20YY-YY
Annual Athletic Staff Conflict of Interest Attestation Form
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For: |
UCR coaches and staff |
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Action: |
Complete and keep on file in the compliance office |
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Due date: |
To be completed not later than October 15. |
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Required by: |
UCR Conflict of Interest Policy |
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Purpose: |
To certify compliance with UCR policies |
TO: COACHES AND STAFF OF THE ATHLETICS DEPARTMENT
Name of your institution: _____________________
Athletics department telephone:
Division: ________________________________
Sign this form:
• If you are a current coach or staff member of the athletics department (including part-time, volunteers and clerical staff) at this institution during the 20YY-YY academic year.
Number of NCAA sports sponsored during the 20YY-YY academic year:
By signing and dating this form, you certify that you have been trained about the UCR conflict of interest policy and reported through the appropriate individuals on campus knowledge of any conflict of interest that may exist.
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Name |
Title |
Signature |
Date |
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(Print or type) |
[include sport(s)] |
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MM/DD/YY |