How to Use This System

import { Aside } from ‘@astrojs/starlight/components’;

This is the most important page in the portal. Read it before using any templates.

What Is This?

This guide walks you through every operational workflow in the NILEMS system — from signing a new athlete to closing a deal to year-end taxes. Every template, form, and document in the library has a purpose and a place in the workflow. This guide shows you when to use what, in what order, and what happens if you skip a step.

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The 7-Stage Deal Lifecycle

Everything in NILEMS maps to this lifecycle:

PROSPECT → EVALUATE → SIGN → MATCH → NEGOTIATE → EXECUTE → SETTLE

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Workflow 1: Onboarding a New Athlete

When: An athlete wants NILEMS to represent them. Timeline: Same day to 72 hours.

Step	Action	Template
1	Initial meeting with athlete	—
2	Athlete fills out intake form	Athlete Intake Form
3	Sign representation agreement	Athlete Rep Agreement
4	Provide cancellation notice	Right of Cancellation
5	Collect W-9	W-9 Instructions
6	Notify school (72hr deadline)	School Notification Letter
7	Build athlete profile	Deal Tracker + Social Media Strategy

**72-hour school notification is legally required by Ohio R.C. 4771.** Missing this deadline puts your entire business at risk.

Onboarding Checklist

• Intake Form completed
• Representation Agreement signed (both parties)
• Right of Cancellation Notice provided and acknowledged
• W-9 collected
• School notified within 72 hours
• Confirmation of receipt from school
• Athlete profile created in Deal Tracker

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Workflow 2: Sourcing and Closing a Brand Deal

When: You’ve identified a brand opportunity or a brand reaches out. Timeline: 1-3 weeks typical.

Step	Action	Template
1	Research brand, check prohibited categories	School Compliance Contact Sheet
2	Assess fit, confirm athlete interest	—
3	Draft and send proposal	Brand Partnership Proposal
4	Negotiate terms	Revenue Split Calculator
5	Submit disclosure to school (before signing)	NIL Disclosure Form
6	Sign contract	NIL Deal Contract + Photo/Video Release
7	Report to NIL Go (if >$600)	—

**Never execute a contract before the school's compliance office has cleared it.** Submit the NIL Disclosure Form and wait for approval.

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Workflow 3: Executing a Campaign

When: Contract is signed, deliverables need to be produced.

Step	Action	Template
1	Create campaign brief with brand	Campaign Brief
2	Schedule content	Content Calendar
3	Athlete creates content	Per campaign brief specs
4	NILEMS reviews for compliance	FTC disclosures, no school logos, brand safety
5	Brand approves (written)	—
6	Athlete publishes	Include #ad, #partner disclosures
7	Track performance	Platform analytics

**Nothing goes live without written brand approval.** Even if the deadline is tight, get approval first.

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Workflow 4: Getting Paid

When: Deliverables are completed.

Step	Action	Template
1	Invoice the brand	Invoice Template
2	Receive payment	Log in Deal Tracker
3	Calculate split	Revenue Split Calculator
4	Pay athlete (within 14 days)	Athlete Earnings Statement
5	Send performance report to brand	Campaign Performance Report

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Workflow 5: Ongoing Management

Task	Template	Frequency
Plan social content	Content Calendar	Monthly
Review deal pipeline	Deal Tracker	Weekly
Athlete earnings report	Earnings Statement	Monthly or per deal
Update social strategy	Social Media Strategy	Quarterly
Financial education	Financial Literacy Workshop	Quarterly
Verify school contacts	School Contact Sheet	Annually (August)

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Workflow 6: Year-End Tax

Follow the 1099 Preparation Checklist.

Date	Action
November 1	Begin year-end reconciliation
December 15	Verify all W-9s current
January 15	Finalize earnings calculations
January 31	1099-NEC to athletes + IRS (HARD DEADLINE)

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Quick Reference: Which Template When?

Situation	Template(s)
New athlete signing	Intake Form → Rep Agreement → Right of Cancellation → W-9 → School Notification
Brand approaches for a deal	Brand Partnership Proposal
Deal terms agreed	NIL Deal Contract + Disclosure Form + Photo Release
Campaign starting	Campaign Brief + Content Calendar
Campaign finished	Campaign Performance Report
Brand needs to pay	Invoice Template
Athlete needs their money	Revenue Split Calculator → Earnings Statement
Sensitive info shared	NDA / Confidentiality Agreement
Tax season	1099 Checklist + W-9 Instructions
Financial education	Financial Literacy Workshop
Finding a school’s compliance office	School Compliance Contact Sheet
Tracking all deals	Deal Tracker

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Common Mistakes to Avoid

Compliance (can end your business)

1. Missing the 72-hour school notification
2. Not providing the Right of Cancellation notice
3. Executing a deal before school compliance approval
4. Using university logos without permission
5. Not reporting deals >$600 on NIL Go

Financial

6. Not collecting W-9 before first deal
7. Wrong commission calculation — always use the Revenue Split Calculator
8. Paying athlete late (contract says 14 days)
9. Forgetting in-kind compensation is taxable

Operational

10. Not logging deals in the Deal Tracker
11. Posting without written brand approval
12. Skipping the Performance Report (costs you repeat business)

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Compliance Deadlines at a Glance

Deadline	Requirement
72 hours from signing	Notify school compliance office
10 days from signing	Athlete cancellation window
Before deal execution	NIL Disclosure Form to school
5 business days from deal	Report >$600 deals on NIL Go
14 days from brand payment	Pay athlete
January 31	1099-NEC to athlete + IRS
March 18, 2026	HB 184 takes effect (trust accounts, $15K bond)