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

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

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

4. CYBERSPORTS UNOFFICIAL 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. CYBERSPORTS UNOFFICIAL 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. CYBERSPORTS UNOFFICIAL VISITS

7. CYBERSPORTS OFFICIAL 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. CYBERSPORTS OFFICIAL 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. CYBERSPORTS OFFICIAL 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. CYBERSPORTS OFFICIAL 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. CYBERSPORTS OFFICIAL VISITS

12. CYBERSPORTS OFFICIAL 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

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 Prospects
Either an Occasional Meal that has been approved by the Compliance Office prior 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