Middle Tennessee State University Athletic Compliance Office Institutional Camps/Clinics Audit Checklist

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Ada Cooper
10 years ago
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1 POST CAMP/CLINIC FORMS Middle Tennessee State University Institutional Camps/Clinics Audit Checklist 1. Final Staff/Student-Athlete Employment Form Final camp/clinic staff roster, including information employee: o Job Title o Dates Worked o Affiliation Documentation of compensation paid to each employee 2. Final Registration List Form Final list of all campers who attended camp, including: o Form of payment for camp o If they received a discount o Total amount they paid for camp o If they are a resident/commuter 3. Awards Form Final list of all campers who received an award, including: o Award received o Cost of the award o Reason for winning award 4. Reduced/Free Admission List Final list of all campers who received free/reduced admissions, including: o Amount paid for camp o Reason for discounted rate 5. Refund List Final list of all campers who received a refund, including: o Refund amount o Reason for refund 6. Mementoes and Gifts Final list of mementoes/gifts given to campers for attending camp/clinic, including: o Items provided o Price o Vendor o Estimated Market Value

2 Post Camp Staff/Student-Athlete Employee Roster and Compensation COACHES: This form should list all of the individuals who actually worked at the camp/clinic. Please list all other individuals (guest lecturers, officials, athletic trainers, other personnel, student-athletes from other institutions): EMPLOYMENT INFORMATION Employee Name Job Title Date Worked Total Compensation Affiliation Were all paid the same rate? YES NO If no, please explain the discrepancy in rate of pay: Provisions of NCAA Bylaw for High School, Prep School, Two-Year College Coaches: The individual must receive compensation that is commensurate with the going rate for camp counselors of like teaching ability and camp experience. The individual cannot be paid on the basis of the value he or she may have for the employer because of his or her reputation or contact with prospective student-athletes. MTSU cannot compensate an individual based on the number of campers the coach sends to the camp.

Worked Total Compensation Affiliation Were all paid the same rate? YES NO If no, please explain the discrepancy in rate of pay: Provisions of NCAA Bylaw 13.12.

3 Post-Camp Registration List COACHES: This form should list all of the individuals attending camp for each session. The camp administration can provide the information listed on the sheet in whatever manner they choose. Each session should have a separate form. CAMP REGISTRATION Camper s Name Grade/ Age Credit Card Cash* Check* Discount/ Fee** Total Paid Resident/ Commuter Were any checks returned due to insufficient funds? YES NO Please explain: Total amount paid for all campers should be recorded on the Camp/Clinic Financial Report Form. Copies of all cash receipts or checks should be maintained with the payment ledger/registration list. Group discounts and free/reduced admission to an individual must be documented on the Free/Reduced Admission Form.

CAMP REGISTRATION Camper s Name Grade/ Age Credit Card Cash* Check* Discount/ Fee** Total Paid Resident/ Commuter Were any checks returned due to insufficient funds?

4 Post-Camp Awards Form COACHES: This form should outline the items distributed as awards at the camp/clinic and the reason for the award. The cost of the award must be included in the cost to attend camp. AWARD LIST Camper s Name Grade/ Age Item Awarded Cost Reason for Award

5 Post-Camp Free/Reduced Admission Roster Coaches: This form should be completed for any free/reduced admissions provided during camp/clinic sessions. This information should reflect accurately in the camp financial report and Camp/Clinic Roster. REDUCED/FREE ADMISSION LIST Camper s Name Grade/Age Amount Paid Reason for Discount

This information should reflect accurately in the camp financial report and

6 Post-Camp Refund List COACHES: This form should be completed for any refunds provided during camp/clinic sessions. This information should reflect accurately in the camp financial report and Camp/Clinic Roster. REFUND LIST Camper s Name Grade/Age Refund Amount Reason for Refund

This information should reflect accurately in the camp financial

7 Post-Camp Mementoes and Gift Form COACHES: This form should outline the items distributed as mementoes or gifts for attending the camp/clinic. The cost of the gifts must be included in the cost to attend camp. Name of Camp Administrator Camp/Clinic Name and Dates MEMENTOES AND GIFTS Item Provided Price Vendor Estimated Market Value

The cost of the gifts must be included in the cost to attend camp.

NCAA GUIDELINES FOR CAMPS & CLINICS

NCAA GUIDELINES FOR CAMPS & CLINICS I. DEFINITION, PURPOSE & TIMING Appendix 14-C Institutional Sports Camp or Clinic Defined (13.12.1.1) An institution's sports camp or instructional clinic shall be any