RecruitIQ
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Workflow guides • Share with families

Resources & Workflow Guides

Quick, printable handouts and checklists to help programs roll out RecruitIQ and support families. All resources are free to share with your community.

What to Expect by Grade

Quick GuideHigh School (9–12)Season-aware
Grade 9
Build habits, academics, and light research
  • Set goals, collect film, track core GPA
  • Research 5–8 schools (academics + sport)
  • Create intro email draft; attend local showcases
Grade 10
First outreach & event planning
  • Email 10–15 programs with film + context
  • Coach call etiquette; track replies
  • Plan summer events; update academic plan
Grade 11
Targeted outreach & visits
  • Refine list by academic/roster fit
  • Scheduled follow-ups (email + formatted SMS)
  • Unofficial visits; prepare for camps/ID days
Grade 12
Decisions & commitments
  • Finalize applications & aid; confirm fit
  • Coach communication cadence; timelines
  • Transition checklist (housing, compliance)

Parent Support for Outreach

HandoutFamiliesDo & Don't
Do
Ways to help effectively
  • Proofread drafts; check tone and clarity
  • Keep a shared list of schools, contacts, replies
  • Coach practice calls; encourage timely follow-ups
Don't
Common pitfalls to avoid
  • Email coaches on the student's behalf (unless asked)
  • Overpromise stats or commitments
  • Spam multiple staff with boilerplate messages
Conversation Prompts
Help your student own the process
  • "What did you learn about this program's academics?"
  • "What's your next step and when will you send it?"
  • "How will you follow up on last week's reply?"

Recruiting Glossary

Quick ReferenceNCAA/NAIA/JUCODefinitions
Contact Periods
Quiet / Dead / Evaluation / Contact

Contact: In-person off-campus contact allowed. Quiet: On-campus only. Dead: No in-person. Evaluation: Coach observes but limited contact.

Visits
Unofficial vs. Official

Unofficial: Family-funded; unlimited. Official: Program-funded; limits apply; academic requirements enforced.

Offers & NLI
Basics to know

Verbal offers are non-binding. The NLI binds the athlete to the institution (not the coach); read terms before signing.

Rollout Playbooks (Starter Content)

Use these outlines to build internal SOPs. Copy into your doc editor and adapt for your program.

Playbook
Department Rollout Checklist
  1. Pick pilot teams and identify staff captains
  2. Load rosters; invite students and families
  3. Set program voice & brand in outreach templates
  4. Schedule 30-min staff walkthrough + 20-min Q&A
  5. Host a 25-min student kickoff; send parent handout
  6. Weekly cadence: 10-min "what's next" huddle + progress export
Templates
Coach & Counselor Email Starters

Intro to College Coach
Subject: [Sport/Grad Year] — Intro, film & fit
Hi Coach [LastName], I'm [Name], a [GradYear] [Position] at [School]. Film: [Link]. Academics: [GPA/Test]. I'm interested in [Program] because [fit]. Would love to learn more about your roster needs. — [Name] [Phone]

Follow-up (1 week)
Hi Coach [LastName] — Checking in on my note from [date]. I updated film here: [link]. Happy to share schedule or transcripts. Thanks! — [Name]

Handout
Parent Night Talking Points
  • Students lead; adults coach the process.
  • Quality outreach beats volume—research first.
  • Use the grade-level checklist to reduce stress.

Bring these guides to your program

We'll tailor timelines, outreach tone, and playbooks for your rollout.

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