All camps and clinics must be conducted according to NCAA rules
and regulations as well as university policies. Camps are conducted
either as an incorporated enterprise or an athletics fundraising
activity. Separate policies are in place for each type of camp.
All NCAA Rules as set forth in bylaw 13.12 shall be strictly
enforced which include regulations in regard to:
The use of State facilities for personal financial gain is prohibited. This includes private lessons, camps, clinics, outside team instruction, and all unauthorized used. However, authorized use is permitted via a Presidential License Agreement.
SPORTS CAMPS, CLINICS AND PRIVATE LESSONS
POLICIES AND PROCEDURES
All sports camps, clinics and private lessons must be conducted according to University and NCAA policies and regulations. Any Department of Athletics staff member, who plans to hold a sports camp or clinic or give private lessons on or off the CSUF campus, whether it is an incorporated enterprise or an athletic fundraising activity run directly through the university or foundation, must adhere to the guidelines set forth by Cal State Fullerton. Print the "Camps, Clinics and Private Lessons Checklist" form to be used as a guide.
NCAA Rules to Remember
There are many NCAA rules and regulations that must be followed when conducting a camp/clinic. Coaches and staff members involved in camps/clinics should be generally familiar with the provisions of NCAA Bylaw 13.12. Any questions regarding the rules pertaining to camps/clinics should be directed to the Compliance Office. Some of the more important regulations to remember include the following:
- Instructional Component: Every camp/clinic must have an instructional component. It is not permissible to simply organize competition for groups/teams of prospects. For example, it is not permissible to conduct a "7-on-7" team camp which consists exclusively of competition among teams of prospects.
- Educational Session: All basketball camps/clinics must include an educational session for all camp participants presented in-person or in a video format describing NCAA initial-eligibility standards and rules related to gambling, agents, and drug use.
- Attendance: All University sports camps/clinics must be open to any and all entrants limited only by age and number. It is permissible to send invitations to specific prospects, but the camp/clinic must be legitimately advertised to the general public, and admission must be on a first-come, first-served basis (i.e., no reserving of places for elite or invited prospects). During the camp/clinic, a coach is precluded from working exclusively with certain prospects.
- Enrolled University Student-Athletes . A currently enrolled University student-athlete may not participate as a camper at a Cal State Fullerton camp/clinic.
- Payment : Prospects who are high school, preparatory school or two-year college athletics award winners may not receive free or reduced admission privileges to attend a camp/clinic. Also, a "booster" may not pay prospects expenses to attend a camp or a clinic.
- Permissible Time Periods: In basketball, camps/clinics may occur only in June, July, and August. Camps and clinics for all other sports, can occur throughout the year except during a recruiting dead period.
- Recruiting: NCAA recruiting calendars do not apply to camps/clinics (except for dead periods), it being understood that all individuals associated with a camp/clinic are prohibited from recruiting a prospect at any time from the time the prospect reports for the camp/clinic until the camp/clinic has concluded and the prospect has left campus. No written or verbal offers of financial aid may be made during a camp/clinic, and no recruiting presentations may be given.
- Employment:
- Prospects: A prospect may not be employed at a Cal State Fullerton camp/clinic in any capacity.
- Student-Athletes: In all sports except football, an enrolled student-athlete may be employed in a University camp/clinic, provided all of the conditions set forth in Bylaw 13.12.2.1 are satisfied.
- NCAA Bylaw 12.4.2.1(a) prohibits current student-athletes from using Cal State Fullerton facilities to teach private lessons.
- High School and Two-Year College Coaches: Institutional camps/clinics may employ a high school, prep-school, or two-year college coach, provided the coach: (1) receives compensation commensurate with the going rate for camp counselors of similar teaching ability or experience; and (2) is not paid based on the number of prospects he or she sends to the camp or on the basis or the value the coach may have because of the coach's reputation or contact with prospects.
- Reduced Admissions:
- Camps may have a policy that allows for free or reduced admission to children of athletics department staff members and/or camp coaches provided the opportunity is available to all athletics department staff members and/or camp coaches on an equal basis.
- Camps may offer group discounts to coaches and athletes, provided those discounts are available on an equal basis with documented standards to all who wish to take advantage of them.
- Awards: Prospective student-athletes may receive awards from an institutional camp with the understanding that the cost of such awards is included in the admissions fee, even if the awards are donated.
State Regulations
The use of State facilities for personal financial gain is prohibited. This includes private lessons, camps, clinics, outside team instruction, and all unauthorized use. However, authorized use is permitted via a Presidential License Agreement.
Outside Business Operation
- Presidential License Agreements for camps, clinics and private lessons are signed on an annual basis for the calendar year for a fee of $150.00 in addition to adherence to other stipulations identified below. After the agreement has been endorsed by Athletics Department management, the agreement will be forwarded to Contracts and Procurement for final approval. While amendments to the agreement may be made at any time without charge, amendments must also be approved by Contracts and Procurement prior to implementation.
- It is recommended that all camps/clinics be incorporated as outside businesses.
- University or Athletic Staff involvement is limited to personnel authorized to be on vacation, or during non-regular working hours.
- Campus phones, mail, copy machines, computers etc. may not be used in the operation or advertising of sports camps/clinics and private lessons.
- Links to sport camp websites on fullertontitans.com may be purchased for $100.00. Submit checks made out to Cal State Fullerton Athletics to the Assistant Director of Athletics, Business Affairs, who will instruct the office of Sports Information to set up the link.
- All camps and clinics must adhere to the University's Disability Services Policy.
Prior Approval of Camps and Clinics
• Department of Athletics staff members owning or operating an institutional sports camp or clinic, and/or teaching private lessons (and/or allowing camp staff members to teach private lessons) must submit either a completed "Camp/Clinic Authorization form" or a "Private Lesson Authorization form" to the Assistant Director of Athletics, Compliance.
- The Assistant Director of Athletics, Compliance will review the request to ensure NCAA compliance then forward the request to the Assistant Director of Athletics, Facilities. Upon confirmation of facility availability the request will then be forwarded as needed to the Assistant Director of Athletics, Business Affairs, the Head Athletic Trainer, the Director of Athletics Personnel (parking), the appropriate Sports Supervisor, the Facility Resource Manager and then to the Senior Associate Director of Athletics for final pre-approval (before forwarding to Contracts and Procurement for institutional approval). Camp directors will coordinate specific needs with the above personnel.
- Neither camps nor clinics may be held (or private lessons given) unless all relevant contracts have been executed with all required signatures.
Insurance
• General Liability: Minimum combined single limits (comprehensive or commercial form) of $1MM, $2MM general aggregate; Employer Liability: Minimum limits of $1MM; Business Auto Liability: Minimum limits of $1MM; and Workers' Compensation as required by California law.
- A policy Endorsement and Certificate of Insurance must state specifically:
"The State of California, the Trustees of the California State University, California State University, Fullerton, California State University Foundation, and their respective officers, employees, volunteers and Agents are Additional Insured, except for professional liability and Workers' compensation insurance, as to the activities and operations of the Named Insured."
• Thirty (30) days advance written notice must be provided to the University Concerning any modification, change or cancellation of any insurance coverage.
• Companies affording coverage must hold an AM Best rating level A, VII or Higher.
• The Certificate Holder is California State University , Fullerton
• Verification of State Worker's Compensation Insurance is required.
• A secondary medical policy or proof of medical insurance from all participants is required.
• Contact the Facilities Resource Manager with any questions regarding how to obtain the above insurance coverage.
Contracting Procedures
• Upon approval of the request, a Presidential License Agreement will be processed by the Facilities Resource Manager identifying the facilities, dates of use and cost factors related to use.
• The signed agreement along with Certificate of Insurance, Insurance Endorsement, proof of State Worker's Compensation Insurance and copy of a secondary medical policy must be returned to the Facilities Resource Manager fifteen (15) days prior to the beginning of any camp, clinic or private lessons.
• The Facilities Resource Manager will forward the signed agreement along with accompanying insurance and medical documents to Contracts and Procurement for final approval. Presidential License Agreements become effective only after approval from Contracts and Procurement, on behalf of the President.
• Camps and clinics that are cancelled with less than four (4) weeks notice may be subject to financial penalty upon review of the Senior Associate Director of Athletics.
Facility Use Fees
- A camp or clinic is defined as instructional participation for a period up to one (1) week.
- Camps and clinics will be assessed a fee of $5.00 per participant ($200.00 minimum) and a contract initiation fee of $150.00 per presidential license agreement.
Exception:
Camps and clinics in the sports of cross country, fencing, track and field and tennis as well as strength and conditioning with 1-20 participants will be assessed the $5.00 per participant fee (no minimum).
Additional fees for custodial services and facility setup/teardown will be added if applicable.
- The Presidential License Agreement Fee ($150.00) and Minimum Participant Fee ($200.00) are due 15 days prior to the start of any camp/clinic along with the signed Presidential License Agreement and accompanying insurance and medical documentation. All other fees will be invoiced at the conclusion of each camp/clinic. The University reserves the right to revoke use of its facilities if the appropriate fees are not paid prior to the beginning of any camp/clinic.
- A "Camp Participant Ledger" is due to the Assistant Director of Athletics, Compliance the Monday following the completion of each camp or clinic. Participant levels above the minimum (40) will be invoiced at the $5.00 per camper fee.
• Private lessons are defined as instructional lessons for a period up to one (1) hour. (Complete the separate prior approval form.)
• Private lessons are assessed a fee of $5.00 per participant per hour.
• Private lessons are included under the umbrella coverage of Camps for insurance and administrative purposes.
• A "Private Lessons Log" is due to the Assistant Director of Athletics, Compliance on the first Wednesday of each month.
• It is the responsibility of the head coach or designee to confirm the availability of facilities at the beginning of each month. Private lessons may be subject to cancellation upon the scheduling of another outside event, upon review of the Senior Associate Director of Athletics.
- Outside team instruction by Athletics Personnel is permitted and included under the umbrella coverage of Camps for insurance and administrative purposes.
• Team use is limited to a two (2) hour session for instructional purposes only. Outside team competition (games) must be contracted separately via a Presidential License Agreement.
• Team instructional use will be assessed a fee of $100.00 per daily use.
• Excessive damage caused to the facility or equipment will be billed to the user.
Personnel
- A "Camp Personnel form" must be completed and approved by the Assistant Director of Athletics, Compliance seven (7) days prior to the start of each camp or clinic stating names, responsibilities and current positions of the employees (e.g., instructing, supervising, officiating, lecturing etc.). In the event that the Assistant Director of Athletics, Compliance is unavailable, the "Camp Personnel form" should be submitted to the Coordinator of Athletics Eligibility and Compliance. Department of Athletics staff members must report, in writing, each year to the President of the University outside income earned from all camps and clinics.
- All operators of sports camps/clinics (including private lessons) using campus facilities must certify in writing to the campus that criminal background checks have been performed on their staff. Use the "Background Check Notification Form" to inform all camp employees that a criminal background check will be conducted as a condition of employment. Such certification must be verified on the Camp Personnel Form or Private Lessons Authorization Form. Cal State Fullerton Athletics will pay for the background checks for current coaching staff (university employees only) upon request. Please contact the Compliance Office for more information.
Medical Coverage
• All camps and clinics are required to employ an athletic trainer who must be on site for the duration of the camp/clinic.
• Access to a doctor (i.e., directions to St. Jude Medical center or MD Medical Clinic) and an approved "CSUF medical emergency plan" must be in place. Contact the Compliance Office for more information. (This item is also required for private lessons).
• Camp/Clinic directors ma0y hire Cal State Fullerton Athletic Trainers, with the approval of the Head Athletic Trainer, at a rate of:
Student Athletic Trainer ...$15.00 per hour
(As a first responder only. Will have access to a Certified Athletic Trainer)
Certified Athletic Trainer...$25.00 per hour
Please pay the trainer directly at the end of each camp.
All camps/clinics that employ Cal State Fullerton athletic trainers will have access to the Cal State Fullerton athletic training facilities and equipment for a fee of $25.00 per camp/week. Water will be provided. Additional supplies (i.e. tape) used will be invoiced after the camp/clinic. Outside athletic trainers do not have access to any Cal State Fullerton athletic training room facilities, equipment or supplies.
• All camp/clinic and private lesson participants are required to complete Release of Liability, Authorization to Treat a Minor and Emergency Information forms, with appropriate signatures, prior to participation.
Financial Report
- All camp and clinic directors must submit a Camps and Clinics Financial Report Form within one (1) week after the completion of the camp/clinic. The form detailing all camp/clinic revenue and expenditures must be submitted to the Assistant Director of Athletics, Compliance to be forwarded to the Assistant Director of Athletics, Business Affairs.
- All institutional camps/clinics will be subject to an annual financial audit. It is the coaches' responsibility to maintain accurate records. No camps/clinics will be allowed occur unless all paperwork is complete and all outstanding bills have been paid for prior camps/clinics.
Advertisements
• All forms of advertising (brochures, fliers, etc.) must be reviewed by the Assistant Director of Athletics, Compliance and by the Associate Director of Athletics, Marketing prior to their being printed.
- Camp/Clinic brochures are no longer restricted in content and design by NCAA rules. It is permissible to include quotes from previous camp participants and their parents, pictures of institutional facilities, quotes from prospects' coaches, information regarding a team's record and seasons, detailed information about the athletics department, and pictures and biographical information about the coaching staff.
The brochure may not exceed 17" x 22" in size when opened in full. A picture of a Cal State Fullerton student-athlete with remaining eligibility may appear in the brochure (or on the web site) only if the student-athlete will be employed at the camp/clinic. Pictures of current student-athletes may appear only in a specifically designated camp counselor section of the brochure/website.
It is each camp director's responsibility to follow the above policies and procedures. Failure to do so will result in the loss of camp privileges as per university and California State University system regulations.
Chapter Related Forms: - Each link below contains a printable version of each form needed.
