Start here: how disclosure actually begins in your program

• To begin, how do athletes in your program currently disclose endorsement deals to your compliance office? Options: Paper form emailed to compliance, Spreadsheet entry managed by staff, Web portal or online form, Verbal/email to a staff member, then recorded manually, Other
• Tell me about the last time an undisclosed deal surfaced in media, how your team first learned about it, and what immediate steps your team took
• Walk me through your approval workflow from a disclosure entering your system to institutional sign-off, including typical reviewers and average turnaround time
• Describe the specific documents and audit artifacts your team keeps to demonstrate institutional oversight during a compliance review
• Which of your sport programs produce the most disclosure volume or require the most manual handling? Options: High-volume revenue sports, Select mid-level programs, Evenly distributed across programs, Specific teams cause most volume, Other
• How many athlete disclosures does your team process in a typical month? Options: 0-10, 11-25, 26-50, 51-100, More than 100
• What single failure in that workflow would make you stop a pilot immediately?

Where the friction really shows up

• If one oversight failure landed your department in a formal review, what is most likely to trigger it in your current setup?
• When was the last time a conference or state office asked for documentation your team did not have readily available? Options: Within 30 days, 30-90 days ago, More than 90 days ago, Have not been asked yet
• Who becomes the visible owner inside your department when an undisclosed partnership appears publicly, and who fields external questions? Options: Compliance director, Associate compliance director, General counsel, Athletics communications, Shared response across teams
• Which step in your disclosure process creates the longest delays or most frequent rework for your team? Options: Initial intake and athlete entry, Legal or compliance review, Payment verification, Coach or booster validation, Reporting for conference/NCAA requests
• How does an undisclosed partnership typically affect your working relationships with coaches or boosters in the short term? Options: Immediate tension with coaches, Booster relationships strained temporarily, Limited impact but reputational worry, Escalates to leadership quickly, Other
• What single evidence gap would prompt your leadership to pause any pilot or new vendor selection? Options: No reliable audit trail, Inability to access raw data, Missing verification of payments, Unclear chain of approvals, Other

Reality check: your data and technical readiness

• Describe the systems that currently hold athlete agreements, payment records, disclosure logs, or related files for your office
• Select which of the following your environment currently supports, pick all that apply Options: SSO with SAML/OIDC, APIs or automated exports from athletics CRM, Exportable spreadsheets only, Direct access to finance/payments system, No automated exports available
• Who on your team would be the primary technical contact for providing data access, and who signs off on that access?
• How many IT or technical hours per week can your team realistically assign during a four to six week configuration window? Options: 0-5 hours, 6-10 hours, 11-20 hours, 21+ hours
• Do you have a vendor security questionnaire or vendor risk process that would need to be completed before a pilot starts? Options: Yes, formal questionnaire required, Yes, informal review required, No, not required
• If the IT team declines integrations or API access, would that stop the pilot or could you run a meaningful pilot without integrations? Options: Stop the pilot, Delay the pilot, Run a limited pilot without integrations

Who signs off and who can block progress

• Name the stakeholders in your organization whose approval would be required before a pilot can begin
• When a disclosure is escalated, who outside compliance must be notified and within what timeframe does that happen? Options: Within 24 hours, 48-72 hours, Within a week, No set timeframe
• List the internal policy owners who must sign off on data sharing, audit evidence, or any changes to disclosure rules
• Identify the leadership role in your organization that is most sensitive to booster activity or independent collectives operating off campus Options: Compliance director, General counsel, Athletics director, Conference liaison, Other
• How would your department schedule and lead a compliance review response if the conference or NCAA requested records?
• Would a refusal by a key stakeholder to provide required data stop the pilot entirely or simply delay it? Options: Stop the pilot, Delay the pilot, Workaround possible

Recent triggers: regulation, media, and the things that keep you up at night

• Tell me about the most recent regulatory change or media story that caused your team to rethink disclosure controls and what you changed in response
• In the past 90 days, has a new state law or conference guidance required you to update policies or processes? Options: Yes, we updated policies, Yes, we are updating policies, No changes required, Unsure
• Count the number of media incidents in the last 12 months that involved undisclosed athlete deals Options: 0, 1-2, 3-5, 6-10, More than 10
• Select the channels that tend to surface undisclosed deals first, pick all that apply Options: Social media posts, Local or national press, Tip from booster or coach, Conference inquiry, Other
• Name the external parties—conference office, legal counsel, media—that most frequently raise concerns after these incidents
• Can your team adapt a new statutory or guidance change into a testable rule within 72 hours if required during a pilot? Options: Yes, within 72 hours, Within a week, Longer than a week, No

What's standing between you and consistent compliance

• Point to the single organizational gap that most often leads to undisclosed deals in your experience
• List the behaviors you need athletes to adopt for timely and accurate disclosure and mark which of those are hardest to change Options: Consistent portal use, Timely reporting of brand activations, Uploading contract or payment proof, Coaches reinforcing rules, Other
• Rate how consistently coaches and staff reinforce disclosure expectations across programs Options: Always, Often, Sometimes, Rarely, Never
• Explain the current incentives or disincentives for athletes to disclose deals on your campus
• Pick the top three reasons athletes in your program do not disclose deals Options: Lack of awareness, Fear of losing eligibility, Complex reporting process, Relying on boosters/collectives to manage, Other
• Identify the action leadership would take that would halt vendor selection if persistent non-disclosure continues Options: Pause vendor evaluation, Require stricter internal controls first, Proceed with vendor despite risk, Seek alternative procurement

Competitive landscape and the options you are weighing

• Assume your current disclosure process is adequate, state the proof you would need to see to remain with it instead of moving to an external platform
• Choose which alternatives to this type of solution you are evaluating or have evaluated, pick all that apply Options: Keep current manual/spreadsheet process, Pilot an alternative vendor platform, Build an internal tool with IT, Hire a consulting firm, Do nothing for now, Other
• State the conditions that would have to be true about your incumbent approach for you to stay with it rather than switching
• Provide the stakeholders who have proposed building a solution in-house and indicate who would own that project
• Rate your satisfaction with the current approach on speed, regulatory accuracy, and auditability Options: Very satisfied, Somewhat satisfied, Neutral, Somewhat dissatisfied, Very dissatisfied
• Given an internal build promise of identical regulatory coverage and monitoring within six months, would you still pilot an external vendor? Options: Yes, still pilot, Maybe, depending on cost, No, prefer internal build

Operational readiness and constraints we must surface now

• Before we commit to a pilot, state any gating approvals, security reviews, or contract conditions that must be satisfied by your office
• Pick the systems that require integration for a meaningful pilot, pick all that apply Options: Student information system, Athletics CRM or roster tool, Finance/accounts payable, Payroll, Team shared drives, Social media monitoring endpoints, Other
• Provide the team names that own each listed system and indicate whether APIs or export feeds exist for the pilot window
• Estimate the weekly full time equivalent hours your compliance and IT teams can commit during configuration and pilot windows Options: <5 hours/week, 5-10 hours/week, 11-20 hours/week, >20 hours/week
• Do you have procurement, legal, or institutional review steps that typically add more than four weeks to vendor onboarding? Options: Yes, procurement and legal reviews add time, Yes, but review is under four weeks, No formal steps
• State the single constraint that, if present, would stop the pilot from starting on your target timeline

Success signals: the outcomes that matter to your leadership

• Declare the one outcome from a pilot that would make your leadership commit to a full rollout
• Choose the metrics you would measure during a pilot, pick all that apply Options: Time from disclosure to approval, Number of undisclosed incidents identified, Coverage of social media monitoring, Completeness of audit trail, Athlete portal adoption rate, Other
• Provide the acceptance criteria and numeric targets you need to see to call the pilot successful
• Declare the role responsible for final acceptance and the timeframe they will use to decide after pilot close Options: Compliance director within 2 weeks, General counsel within 2 weeks, Joint leadership review within 30 days, Other
• Assuming the pilot meets your targets, what remaining barriers could still prevent an immediate contract signature?

Next steps, timelines, and the decisions that move this forward

• Point out any firm dates or events in your academic or athletics calendar that cannot move without risking the deal
• Share your ideal pilot start date and preferred duration
• Indicate the modules you want included in the pilot, choose any that apply Options: Disclosure intake and workflows, Regulatory rule engine by state, Social media monitoring and flagging, Athlete education modules, Reporting and audit trail exports, All of the above
• Estimate the procurement or contracting timeline your office needs to sign a pilot after successful acceptance Options: Immediate (within 1 week), 2-4 weeks, 1-2 months, Longer than 2 months
• Can you commit to making a final pilot decision on the agreed decision date, and who will make that final call? Options: Yes, compliance director will decide, Yes, joint leadership will decide, No, decision requires additional approvals, Unsure

• Solution Experience: NIL Compliance in Your Context

• Confirm the current state and its cost
• You confirm the demonstrated workflow would eliminate the manual rework and materially reduce time to review for disclosures.
• Configure the pilot environment and run a sample set of five recent deals through the disclosure workflow, deliver results and acceptance metrics before the follow-up session.
• You confirm the social monitoring approach would detect undisclosed partnerships comparable to the recent incidents you described.
• Walk an end-to-end disclosure scenario
• Provide five recent NIL deals and access to the athlete social profiles to use in the pilot.
• You agree that the audit trail and reporting provide the documentation needed for conference and regulatory inquiries.
• Demonstrate social monitoring on a real profile
• List the acceptance criteria and success signals the compliance office will use to evaluate the pilot.
• Show the audit trail and reporting for a conference inquiry
• Schedule the pilot launch date and identify the pilot sport program and primary owner.
• Validate the future state

• Solution Experience: NIL Compliance in Your Context
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Provision Athlete Disclosure Portal
• Import and Clean Existing Deal Records
• Configure Deal Review Workflow
• Activate State-by-State Rules Engine
• Enable Social Media Visual Monitoring
• Publish Athlete Education Modules
• Configure Role-Based Access and Permissions
• Enable Booster Collective Network Monitoring
• Generate Audit-Ready Oversight Reports
• Configure Conference Reporting Exports
• Launch Sport Pilot and User Onboarding
• Enable Continuous Regulatory Update Feed

Provision Athlete Disclosure Portal

• How many active athletes do you need provisioned in the disclosure portal at go-live? Options: Fewer than 100, 100-300, 301-800, 801-2,000, More than 2,000
• Name the athlete identifier you will use to link portal accounts to your roster (for example student ID, roster ID, or school email). Options: Student ID, Roster ID, School email, Other
• Do you require single sign-on (SSO) so athletes authenticate with your institution identity provider? Options: Yes, No
• Specify the exact fields that must appear on the athlete disclosure form (for example sponsor name, cash amount, in-kind description, start/end dates).
• Explain how you want automated deadlines enforced for disclosures during in-season versus out-of-season periods. Options: Automated reminders at configurable intervals, Manual compliance follow-up, Automated escalation after 3 days overdue, Other

Import and Clean Existing Deal Records

• How many historical deal records do you expect to import from spreadsheets, legacy exports, or database dumps? Options: Fewer than 500, 500-2,000, 2,001-10,000, More than 10,000
• Select the source file formats that contain your current deal records. Options: Spreadsheet (CSV/XLSX), Legacy system export (CSV/JSON), Database dump (SQL/CSV), Other
• Provide the percent completeness target that will define migration success (for example 95%).
• Identify the key fields that must be present for a deal record to be considered clean (for example athlete ID, sponsor name, compensation amount, start/end dates).
• List the duplicate-detection rules you want applied during import (for example match on athlete ID + sponsor name + start date). Options: Match on athlete ID + sponsor + start date, Match on athlete email + sponsor, Fuzzy match on sponsor and date ranges, Custom rules (provide details)

Configure Deal Review Workflow

• Select the approval stages you need in the deal review workflow (for example initial compliance screen, athletic director review, legal counsel review). Options: Initial compliance screen, Athletic director review, Legal counsel review, Business office review, Other
• Who will be the default reviewer for initial disclosure screening in your office (job title or role)?
• State the expected maximum time each review stage should remain open before an automated reminder is sent. Options: 24 hours, 48 hours, 5 business days, Custom
• Confirm whether any review stages should require countersignature or automatic escalation to another role. Options: Yes, countersignature required, Yes, escalate to named role, No, single approval suffices
• Describe how you want reviewer rationale and audit notes captured for each deal (for example structured reason codes, free-text notes, or attachments). Options: Structured reason codes, Free-text notes, Upload supporting documents, Combination

Activate State-by-State Rules Engine

• How many states with enrolled athletes require rules enabled for your initial rollout? Options: 1 state, 2-5 states, 6-15 states, Nationwide coverage
• Name the regulatory documents you currently rely on to adjudicate eligibility (for example state statute text, conference guidance memos, National Collegiate Athletic Association (NCAA) guidance).
• Provide your desired maximum time to reflect a state law change in the rules engine (for example within 72 hours). Options: Within 24 hours, Within 72 hours, Within 7 days, Custom
• Specify which disclosure attributes must be evaluated by the rules engine on each submission (for example athlete residency, location of performance, compensation type, booster involvement).
• Outline how you want conflicts between conference guidance and state law prioritized in automated decision logic. Options: State law overrides conference guidance, Conference guidance overrides state law, Flag conflict for manual review, Custom priority table

Enable Social Media Visual Monitoring

• List the social platforms and content types you want scanned for visual brand matches (for example Instagram photos, TikTok videos, public Facebook posts).
• Indicate the image-match confidence threshold that should trigger a compliance review. Options: High (>=90%), Medium (>=75%), Low (<75%), Custom
• Choose the scan cadence for active athlete accounts. Options: Real-time / near real-time, Every 12 hours, Daily, Weekly
• Provide the method you will use to supply athlete account handles or public profile lists to the platform. Options: CSV upload, API feed, Manual entry, Platform discovery (no list provided)
• Designate who in your compliance office will triage flagged visual matches (job title or role).

Publish Athlete Education Modules

• Describe the core topics that must be covered in athlete education (for example disclosure obligations, interactions with booster collectives, state-specific restrictions).
• State how you will measure module completion (for example quiz with pass threshold, signed acknowledgement, or time-on-module). Options: Quiz with pass threshold, Acknowledgement checkbox, Tracked time spent, Combination
• Estimate how often athletes should be re-certified on NIL rules (for example each term, start of season, quarterly). Options: Each term/semester, Start of season, Quarterly, Annually, Custom
• Select the content formats you will use for training materials. Options: Video, SCORM package, PDF/slide deck, Interactive HTML, Other
• Explain how new roster additions (for example walk-ons or mid-season transfers) should be enrolled in mandatory training. Options: Automated enrollment on roster update, Manual enrollment by compliance, Self-enroll with verification, Other

Configure Role-Based Access and Permissions

• List the internal roles that should have access to sensitive deal details (for example compliance director, general counsel, athletic director).
• Describe the permission granularity you require (for example view only, edit, approve, export). Options: Basic (view/edit), Granular (per-field), Role-based with custom overrides, Other
• Confirm whether you require immutable audit logs showing who viewed or edited each disclosure by timestamp. Options: Yes, No
• Indicate which external stakeholders need limited access to exports or dashboards (for example conference staff, external counsel).
• State your preferred method for onboarding and offboarding users when staff changes occur. Options: Single sign-on provisioning, Manual account management, API-based user sync, Other

Enable Booster Collective Network Monitoring

• Name the booster collectives or fund sources you want monitored initially.
• Provide the format by which you will supply collective information to the platform (for example a collective roster CSV or an API feed). Options: CSV upload, API feed, Manual entry, Other
• Identify the indicators that should trigger an investigator review of a collective (for example repeated payments to same athlete, overlapping membership with boosters).
• Confirm whether you require linkage between monitored collectives and specific athlete deals in the system. Options: Yes, No
• Describe any legal or privacy constraints we should respect when investigating booster collectives in your state.

Generate Audit-Ready Oversight Reports

• Detail the oversight reports your conference or internal audit requires (for example full disclosure logs, noncompliance incidents, booster interactions).
• Select the export formats you require for audit delivery. Options: CSV, PDF, Encrypted ZIP, Other
• Indicate the retention period you must meet for audit logs and exported reports. Options: 3 years, 5 years, As required by conference, Custom
• Choose the cadence for summary oversight reports. Options: Weekly, Monthly, Quarterly, On-demand
• Specify the exact data fields that must appear in a conference-facing export (for example athlete ID, sponsor, payment amount, disclosure timestamp).

Configure Conference Reporting Exports

• Describe the conference reporting templates or exact column layouts the export must match.
• Indicate the delivery method you will use to send exports to the conference (for example SFTP, API webhook, secure email). Options: SFTP, API webhook, Secure email, Manual upload
• State how frequently exports must be delivered to conference staff. Options: Real-time, Daily, Weekly, Monthly, On request
• Explain which conference-specific fields require transformation before export (for example mapping internal codes to conference codes).
• Specify the validation method you will accept to confirm successful delivery to the conference (for example checksum, confirmation email, API acknowledgement). Options: Checksum verification, Confirmation email, Automated API acknowledgement, Manual sign-off

Launch Sport Pilot and User Onboarding

• Identify the single sport you will select for the pilot.
• How many athletes and staff do you plan to include in the pilot? Options: Fewer than 25, 25-75, 76-200, More than 200
• Select the pilot KPIs you will track to judge readiness for department rollout (for example disclosure submission rate, time-to-approve disclosures, social detection rate, user satisfaction). Options: Disclosure submission rate, Time-to-approve disclosures, Social detection rate, User satisfaction score (NPS), Other
• By when do you need the pilot launched? Options: Within 2 weeks, Within 1 month, Within 2 months, Custom
• What defines done for the pilot (for example disclosure rate >= 90%, social detection rate >= 80%, user satisfaction score >= specific threshold)?

Enable Continuous Regulatory Update Feed

• List the regulatory sources the feed must include (for example state statutes, conference bulletins, national guidance).
• Select how new regulatory updates should be surfaced to your team. Options: Email alerts, Dashboard flags, Change log with diff view, All of the above
• Provide the SLA you require for regulatory updates to be reflected in rules logic (for example within 72 hours).
• Identify the internal reviewer role that should be notified when a regulatory update affects existing rules.
• Choose how you want historical rule changes preserved for audit (for example versioned rule history, archive snapshots of prior statutory text). Options: Versioned rule history, Archive snapshots of prior text, Both, Other

• Subscription Agreement
• Order Form
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Data Processing Agreement (DPA)
• Security and Data Access Addendum
• Pilot Acceptance Criteria & Sign-off
• Mutual Non-Disclosure Agreement (NDA)

• Go-live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate Review (day ~90)
• Quarterly Success Review (ongoing)

• Log any new regulatory changes and schedule rule engine updates to meet the 72-hour update SLA where applicable.
• Update the rule engine exceptions list reflecting edge cases found during the pilot period.
• Restate acceptance criteria and targets
• A documented acceptance decision for each acceptance criterion recorded in Solution Scope, with pass/conditional/fail status.
• A time-bound remediation plan for any unmet criteria with verification steps to achieve acceptance.
• Confirmation that the incumbent manual trackers are archived and no longer in active use.
• Publish the acceptance report showing pass/fail status per criterion and the named signatory where applicable.
• Archive legacy disclosure spreadsheets to read-only storage and publish the archive location and retention policy.
• Create remediation tasks for any conditional or failed criteria with verification test steps and target dates.
• Review key outcome trends
• Confirm whether public undisclosed partnership incidents and percent of flagged social posts validated as undisclosed remain within acceptable bounds.
• Ensure the open issues backlog is prioritized and that imminent regulatory updates are captured and assigned for rule engine updates within the SLA.
• Agree the dataset and owner responsible for the next quarter's outcome report.
• Publish the quarterly outcome dashboard exports and highlight any anomalies requiring immediate attention.
• Update the enhancements backlog with priority ranks and target quarters for delivery.
• Re-confirm success criteria and owners
• Deployment checklist confirmed complete or annotated with outstanding items and target resolution dates.
• Top three early adoption blockers identified and an immediate remediation plan agreed.
• Owners named for each open issue to provide accountability during hypercare.
• Publish the go-live validation log with unresolved items and target resolution dates.
• Convert critical support tickets into tracked remediation tasks with expected completion dates.
• Share initial onboarding tips and a short how-to note for athletes to improve first-run disclosure completion.
• Present first-period metric results
• Determine whether disclosure completion rate and average time to review disclosures are trending toward targets recorded in Solution Scope.
• Agree a prioritized remediation plan with milestone dates to address the largest metric gaps.
• Confirm the data sources and owner responsible for the acceptance gate dataset.
• Provide a data extract that maps disclosure submissions to review timestamps for the acceptance gate dataset.
• Create remediation tasks to reduce average time to review disclosures, with clear completion dates.
• Present outcome data against each criterion
• Open issues and enhancement backlog review
• Deployment and integration validation
• Diagnose gaps and root causes
• Document pass or conditional pass per criterion
• Early adoption and onboarding signals
• Regulatory monitoring and rule updates log
• Agree corrective actions and timeline to acceptance
• Blocker triage and open issues
• Confirm measurement cadence and reporting ownership
• Operational blockers and handoff items
• Agree remediation plan for unmet criteria
• Agree immediate remediation actions
• Incumbent system wind-down and data retention check
• Agree next quarter checkpoints