If you have a request to make regarding the appearance of a coach or student-athlete, or if you would like to request an article for memorabilia purposes, the athletics department at Virginia Commonwealth University has developed the following procedures. This process also provides a monitoring system to assure compliance with bylaws 13.15 (Pre-college Expenses) and 12.5 (Promotional Activities).
There are two main courses of action, based on the request for memorabilia or autographed/donated items:
Charitable, educational or nonprofit organization use
- Contact the athletics marketing office to communicate the specifics of the request.
- Complete and submit the VCU Promotions form [PDF]and return it to the athletics marketing office.
- The Athletics Compliance Office will require the appropriate documentation establishing the tax-exempt or not-for-profit status of the charitable/educational organization and any groups that will receive a share of its gross receipts.
- The Athletics Compliance Office will determine the permissibility of the activity.
- The Athletics Compliance Office will forward a copy of the VCU Promotions form, with approval or denial of the request, to the head coach or designee (administrative assistant). Upon final approval, the memorabilia and/or autographed items may be sent for donation.
General use
- VCU cannot provide an autographed item to a high school or to a high school staff member, such as a coach, athletic director or principal.
- VCU cannot provide an autographed item to a high school athlete or to the parents of a high school athlete.
- All proceeds from the resale or auction of the autographed item must go directly to a charitable, educational (8th grade or below) or not-for-profit organization.
- If an autographed item is provided for an individual’s personal use only, the items should be personalized by the signee.
- VCU must provide written consent if you wish to sell the item.