Understanding the Recruiting Funnel and Its Impact on Offers for Prospective Student-Athletes

As an advisor, I spend a lot of time guiding my clients on how to effectively communicate with college coaches and interpret the messages they receive throughout the recruiting process. This includes understanding the communications prospective student-athletes and their families receive before they can officially be recruited, and after the June 15th date. June 15^th after a prospects Sophomore year is typically the  first date for many NCAA D1 sports where they can be contacted for recruiting purposes.

Many of my clients are freshmen and sophomores who receive invitations to camps, clinics, showcases, and combines from college coaches. Additionally, they may hear from admissions offices inviting them to explore specific colleges, complete applications, and visit campuses (albeit unofficially).

This influx of communication can be confusing, especially when emails, letters, or texts arrive before the official recruiting period begins. Coaches typically clarify that any correspondence sent prior to the allowable date is not for recruiting purposes. To help my clients make sense of this communication, I explain how the college athletics recruiting funnel works.

Drawing from my experience as a former college basketball coach, I use basketball as an example to illustrate the recruiting funnel. The process is highly competitive, so the first step is organizing communications in a database by graduation year and ranking prospects based on evaluations from coaches and staff. Once the prospects are organized, the coaching staff or recruiting coordinator begins initial outreach. NCAA Division I programs tend to conduct the most outreach, but colleges at all levels follow the funnel to some extent.

In basketball, even considering the transfer portal, most programs typically recruit 3-5 new players per year. The mass outreach phase may involve sending out 300-500 letters, emails, or other forms of contact, often including a request for prospects to complete a recruiting questionnaire. I always advise my clients to promptly complete any such request if they have interest in that college or university down the line.

While coaches know not every prospect will respond, this initial outreach helps staff begin to narrow down their database and identify which prospects may be genuinely interested in their program. From this information, the coaching staff prioritizes which prospects they will evaluate further, typically focusing on about 10-15% of those initially contacted.

Depending on the prospect’s graduation year, the database gets updated after evaluations. At this stage, the head or assistant coach may reach out for a targeted phone call. This interaction allows the coaching staff to build a relationship with the recruit (who has now transitioned from prospect to recruit) and their family, as well as gauge their commitment level. Approximately 50% of active recruits still in the funnel will receive these phone calls.

Following these initial contacts, further communication, such as emails, texts, and letters continues alongside ongoing evaluations. A smaller percentage of prospects will then receive verbal offers. It’s important to note that every program offers more scholarships than they intend to sign. For instance, from an initial group of 300 basketball prospects, around 6 to 10 may receive verbal offers for the 3-5 roster spots available. This reflects the reality of recruiting: many more students are contacted than can ultimately be signed in a given year.

From those verbal offers, about half will receive an invitation for an official visit, with the goal of leading to a formal signing. This process will evolve slightly after 2025, as the National Letter of Intent program is set to change.

I hope this breakdown provides clarity on college communications and insight into the recruiting funnel.

To learn more about PrepSearch and how I’ve helped over 1,700 students attend college through sports since 2007, please explore the rest of my website. For more information about my seminars for high schools and clubs or to inquire about my recruiting advisory services for prospective student-athletes and their families, feel free to complete the contact form on my website at www.prepsearch.net.

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