Division I Domestic Academic Certification –

Fundamental Introduction

Matthew DavisKerry Emgenbroich

Sarah Overpeck

A LOOK BEHIND

THE CURTAIN

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Topics Core-Course Selection

Credit

Tasks

Best Practices

Core-Course Selection

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Ideally…Transcripts would perfectly align with lists of approved courses.

Exact matches (verbatim) Course title AND level

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In reality…There is not always an exact match for each core course on a PSA’s transcript.

Selection policies guide acceptable substitutions.

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Selection Policies1. Exact match

2. Substitutions

a. Adjectives that can be ignored

b. Course sequencing substitutions

c. Course level substitutions

d. Course title substitutions

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Substitutions - AdjectivesAdjectives that can be ignored (with example):

Sequential (Sequential Math I)

Integrated (Integrated Physical Science)

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Substitutions – SequencingCourse sequencing substitutions: Course sequencing represented differently [1/2/3/4] [9/10/11/12] [I / II / III / IV ]

[1-2 / 3-4 / 5-6 / 7-8]

Example:

English 2 = English 10 = English II = English 3-4

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Substitutions – LevelsCourse level substitutions:

Four tiers of course levels:

Tier 3: AICE, AP, IB

Tier 2: Accelerated, Advanced, Enriched, Gifted & Talented, Honors, Pre-AICE, Pre-AP, Pre-IB

Tier 1: Academic, College Prep, Magnet, Regents

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Substitutions – Levels

Basement: Analytical, Applied, Basic, Conceptual, Contextual, Essentials, Foundations, Fundamental, General, Inductive, Informal, Intro, Investigative, Medical, Modified, Practical, Principles, Remedial, Regular, Resource, Seminar, Skills, Standard, Survey, Tech, Tech Prep, Traditional, Transitional, Understanding, Vocational

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Substitutions – Levels

Leveling down:

Tier 3

Tier 2

Tier 1

Basement

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Substitutions – Levels

Examples:

Transcript List Substitute?

AP Biology Biology H

Algebra 1 Skills Algebra 1 CP

English 3 Enriched English 3 Basic

Tier 3 Tier 2

Basement Tier 1

Tier 2 Basement

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Substitutions – TitlesCourse title substitutions:

Titles that are not exact matches, but variation is not significant enough to alter course content.

Subject to updates after each certification cycle.

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Substitutions – Titles

English samples:

AP Lang/Comp grade level English (e.g., English 11)

AP Lit/Comp grade level English (e.g., English 12)

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Substitutions – TitlesMath samples: AP Calculus AB or BC AP Calculus Geometry Plane & Solid (P/S) Geometry

Descriptive Geometry Euclidean Geometry Formal Geometry Deductive Geometry Intuitive Geometry Unified Geometry Modern Geometry Geometry & Measurement Geometry With Proofs

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Substitutions – Titles

Science samples: Marine Science Marine Biology

AP Physics AP Physics B or C AP Physics / specific content (e.g. AP Physics: Mechanics)

Anatomy & Physiology Human Anatomy Human Anatomy/Physiology Human Physiology Anatomy Physiology A & P

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Substitutions – TitlesSocial Science samples:

“History” “Studies”

“Global” “World”

“American” “US”

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Substitutions – Titles

More Social Science samples:

US History < 1900 US History I

US History > 1900 US History II US History US History/Geography US

History/Government (specific state)/US History

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Substitutions – Titles

More Social Science samples: World History to 1500 World History I World History from 1500 World History II World History World History/Geography

World History/Culture World Geography World Cultural Geography

Cultural Geography Geography for Life Geography

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Substitutions – Titles

And… even more Social Science samples: Government US Government National

Government Federal Government Civics Comparative Government

Economics US Economics Economics-Free Enterprise Economics-Free Enterprise-Business Micro or Macro Economics Economic Decision Making Comparative Economics

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Substitutions – Titles Examples:

Transcript List Substitute?

Geometry Unified Geometry

Idaho History US History

World Studies I Global History I

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Summary

Why do we need all these rules??? High schools change course titles and/or

offerings, but do not update their NCAA lists of approved courses.

These policies allow for certain substitutions when exact matches do not exist.

Consistency is key!

Credit

Definition

Credit is the measurement that assigns value to a grade earned.

Credit must be awarded for coursework to be used in an academic certification.

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Four Common Credit Issues

1. Retakes.

2. Credit - Academic Term.

3. Credit - Singular Courses.

4. Grade Reports.

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Retakes When a student retakes a course that was

passed originally, it is common for a school to not award credit for the retake.

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RetakesPartial retakes A portion of a final grade and credit cannot be

combined with a partial retake.

Example:

Grade 9 ENGLISH 9 D 1.00

Grade 10 ENGLISH 9 B 0.50

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Credit – Academic Term Academic calendar terms (semesters, quarters)

within the academic year. Credit has to appear on transcript from school

where coursework was completed.

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Credit – Singular Courses Coursework separate from the school’s

standard curriculum, school day or academic term.

May include:Summer school courseworkDual-enrollment courseworkVirtual / online coursework

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Credit – Singular CoursesSingular coursework falls into 2 categories:

1. “Home” high school must award credit.a. Summer school taken at home high school.

b. Dual-enrollment coursework.

2. Other program/entity may award credit.a. Summer school coursework not taken at home high

school.

b. Coursework taken through external provider (online, virtual, etc.).

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Grade Report The Eligibility Center considers a grade report to

be an academic record that does not include credit.

The Eligibility Center accepts grade reports instead of a transcript when the school has communicated that they never award credit for:

1. Academic terms or2. Specific enrollment scenarios.

Note: Grade reports can be faxed.

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T ranscript

Name: Cosgrove, Mark ID: 3 0 8 3 6

Address: 23 Peach Ridge Drive DOB: 5 /3 0 /1 9 9 6

Mullica Hill NEW JERSEY 08062 Date: 2/18/2014

Course School Status Start Date Exit Date Grade English IV - Comprehensive Pennsville M em orial High COMPLETION 7/10/2013 8/16/2013 93

No credit listed, not a transcript

Grade Report Obstacles

Some programs (ex: APEX, NJ Virtual, MI Virtual, etc.) do not award credit.

Coursework from non-credit awarding institutions cannot be used unless credit is awarded by the home high school.

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Summary Credit has to be awarded for coursework to be

used. Retakes can be used as long as credit is

established. If an approved program awards credit there is

no additional requirement for course title, grade or credit to appear on any other school’s transcript.

Grade reports can be faxed.

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Tasks

DefinitionA TASK is the way the NCAA Eligibility Center (EC) communicates with the PSA.

Academic certification currently utilizes 18 scripted manual tasks and four system-generated tasks.

Modified with specific information.

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Can You Guess?How many total tasks were assigned from June 1, 2013 to September 1, 2013?

a. 46,726

b. 89,393

c. 1,000,001

d. 25,642

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Can You Guess?What percentage of the total number of tasks were manually assigned?

a. 18%

b. 43%

c. 7%

d. 64%

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Four Most Common Tasks Missing term.

Matric and/or student matric needed.

Combination of non-traditional coursework tasks, revised HST and program tasks.

Transcript needs clarification.

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Missing Term Task

The Eligibility Center has received an incomplete transcript missing term: XXX. The Eligibility Center must receive a complete official transcript directly from your high school before your certification can be reviewed.

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Missing TermTranscript is on file but incomplete.

The identified high school needs to send an updated official high school transcript to the EC.

Official - mailed in a sealed high school envelope or transmitted by an approved electronic transcript provider.

Unofficial - faxed, emailed, or sent by the PSA/parent in an unsealed envelope.

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Matriculation Letter TaskA matriculation letter is needed to complete a certification. Contact the compliance officer at the NCAA college or university you plan to attend and have that person submit the matriculation letter to the NCAA Eligibility Center (please note this form must be signed by an institutional staff member outside the athletics department).

THIS TASK WILL BE AUTOMATICALLY MARKED AS "COMPLETE" WHEN THE MATRICULATION LETTER IS

RECEIVED FROM THE COLLEGE/UNIVERSITY.

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Matriculation Letter and/or Student Matriculation Letter

Matriculation letter needs to be signed by someone outside the athletic department.

Select A or B to enter the date of enrollment - not both.

Can be faxed or uploaded.

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TO: ___Jane Smith/Your Institution/1234_______________________________

(Institution Contact/Institution Name/Code) FROM: NCAA Eligibility Center

DATE: _______4/29/14_____________________________

RE: ___Three Point Shooter/1234567890/Basketball____________________________________ (Student Name/NCAA ID/Sport)

The NCAA Eligibility Center needs to establish the initial full-time collegiate enrollment date of the student-athlete named above in order to proceed with his/her initial-eligibility evaluation. Please verify when the student-athlete has enrolled or plans to enroll full time. PLEASE ATTEST TO ONLY ONE OF THE FOLLOWING STATEMENTS ("A" OR "B") AND SIGN BELOW. The undersigned understands that it is a violation of NCAA Bylaw 10.1 to knowingly furnish fraudulent or misleading information. A. I certify that to the best of my knowledge and records, the above named student has never enrolled

full time at any two- or four-year collegiate institution. Therefore, the projected matriculation (first full-time collegiate enrollment) date of __________8/14/2014________________ may be used in calculating the initial-eligibility status.

If the student‐athlete was previously enrolled full time at another collegiate institution (college, university or junior college), indicate where the student‐athlete enrolled and the date of his or her first full‐time enrollment: B. The above named student enrolled full time at ____________________________ (name of institution)

on _____________________ (enrollment date). This form must be signed by an institutional staff member outside the athletics department (e.g., registrar, faculty athletics representative, provost or institution-certifying officer).

Jane Smith ___FAR___________________________ Signed Title

Jane Smith______ ___5/12/14________________________ Print Name Date Please complete this form and submit it via the Matriculation Letter Upload function on the Member Institution Portal.

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Online Coursework TaskFor online XXX, please have the credit-awarding school send a transcript, as well as computer printouts for:

1. Specific assignments/modules,

2. Grades earned per assignment/module,

3. Time spent on each assignment/module (specific log-in times) and

4. Dates of completion for each assignment/module.

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Non-Traditional Computer, Online, Virtual, Credit Recovery

The tasks request: Computer printouts. Specific assignments/modules. Grades earned per assignment/module. Time spent on each assignment(log-in times). Dates of completion for each assignment/module.

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Transcript Needs Clarification Task

The transcript from XXX contains a course designation that needs clarification. The course designation in question is: XXX. The Eligibility Center must receive a detailed explanation of XXX course designation from your school before your certification can be reviewed. Please submit clarification on school letterhead:

via email to ec-processing@ncaa.org or

fax to 317-968-5100.

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Transcript Needs Clarification

This task requires the high school to send in an explanation of a specific designation on a course title when there is no prior information on file:

Examples: World History * English + Math 3 PA

The explanation must be on the high school’s letterhead, signed by an appropriate school official outside of the athletic department and mailed or faxed to the Eligibility Center.

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Question?What if the credit-awarding school can not submit the requested information?

The task will remain open.

At final certification season, if coursework is needed the member institution needs to submit a final certification disclaimer form.

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SummaryYou can help the PSA to: Understand the task. Know where to go to request the information. Send the information in the “official” manner. Remember to close the task when complete if

not auto complete.

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Best Practices

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Please Do… Manage your IRL. Utilize upload feature for matriculation letters. Send requested information officially. Monitor outstanding tasks. Ensure final transcript includes proof of

graduation.

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Please Don’t…

Fax and mail the requested information.

Request the high school to remove unknown designations.

Send a fax or email requesting a certification be completed.

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Questions?

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