How to Navigate the NCAA Process

November 20, 2013

The Game Plan

General overview of initial-eligibility rules

and changes.

Certification process.

Roles and responsibilities.

Where are the bumps in the road?

Help! (and contact info)

Some Terms of Art

NCAA: National Collegiate Athletic Association • Not to be confused with NAIA or NJCAA.

EC: Eligibility Center (NOT the clearinghouse)

PSA / CBSA: Prospective Student-Athlete or College-Bound Student-Athlete • Students not yet enrolled full time.

HST: High school transcript

TS: Test score

POG: Proof of graduation

IRL: Institutional Request List • Means through which a college/university communicates

interest in a PSA.

NLI: National Letter of Intent • Signed contract that binds PSA to the institution for one year.

• Accompanied by a financial aid agreement.

More Terms of Art

Qualifier: a college-bound student-athlete who

meets all academic requirements and may practice,

compete and receive athletics aid (scholarship) in the first

year of enrollment.

Partial Qualifier (Division II only): a college-bound student-

athlete who partially meets the academic requirements and

may practice and receive athletics aid but cannot compete in

the first year of enrollment.

Nonqualifier: a college-bound student-athlete who does not

meet the academic requirements and cannot practice,

compete or receive athletics aid in the first year of enrollment.

Before We Proceed…

www.eligibilitycenter.org

Resources and List of NCAA Courses

Initial-Eligibility Rules

To be deemed a qualifier, a college-bound

student-athlete must meet these four elements:

• Graduate from high school;

• Present 16 core courses in a prescribed distribution;

• Present a minimum grade-point average (GPA) in those

16 core courses; and

• Present a minimum ACT or SAT score.

Division I requirements

16 Core Courses:

4 English

3 Math (Algebra 1 or higher)

2 Natural/Physical Science (1 lab if offered by any school attended)

1 Additional English/Math/Science

2 Social Studies

4 Additional (from any category above, or from foreign language,

comparative religion/philosophy).

Core GPA/Test Score to meet index or “sliding scale”.

Graduation from high school.

NCAA Division I Sliding Scale (abbreviated)

Rule Change Reminders—Division I

Increase in minimum core GPA to 2.3.

Ten core courses required prior to beginning of

seventh semester.

• Seven of the 10 courses must be English, math or

science.

• Ten core courses are “locked in” for GPA purposes.

Change in the GPA/test-score index (sliding scale).

• See Quick Reference Sheet.

Effective August 1, 2016.

• Impacts current tenth graders.

Three Possible Academic Outcomes

Full Qualifier.

• Access to practice, competition and athletics aid in

the first year; and

• Meets all academic requirements of the rule.

Academic Redshirt.

• Access to practice and athletics aid only in the first year;

• No competition in the first year;

• Lacks the 10/7; and/or

• Lacks 2.3 GPA.

o See Quick Reference Sheet.

Three Possible Academic Outcomes

Nonqualifier.

• No practice, no competition, no athletics aid in

first year; and

• Three seasons of competition; may earn fourth season

back.

Remember that these rules govern the college-bound

student-athlete’s first academic year in residence. Student-

athletes may gain or lose their eligibility each term based on

institutional, conference and NCAA rules.

Division II requirements

16 Core Courses: • 3 English

• 2 Math (Algebra 1 or higher)

• 2 Natural/Physical Science (1 lab if offered by any school attended)

• 3 Additional English/Math/Science

• 2 Social Studies

• 4 Additional (from any category above, or from foreign language, comparative religion/philosophy)

Minimum 2.000 core-course GPA.

Minimum 820 SAT (critical reading/math only) or minimum 68 sum ACT.

Graduation from high school.

The Certification Process

First, some context:

• Approximately 180,000 registrants per year.

• Approximately 85,000 final certifications

performed per year.

• Finite number of freshman roster spots available.

o Over 281,000 senior boys and girls play basketball.

There are only about 9,500 freshman roster spots in all

three NCAA divisions. That is about 3.3%.

The Certification Process

College-bound student-athlete registers (preferably before junior year).

College-bound student-athlete takes the ACT and/or SAT junior year (using 9999 when registering).

At the end of the junior year, student asks high school to send his/her transcript to the NCAA Eligibility Center.

If the college-bound student-athlete is on active Institutional Request List (IRL), the NCAA Eligibility Center will perform a preliminary certification using six-semester transcript. • Great resource to know where college-bound student-athlete is

academically; can help guide future course selection and/or academic effort.

On/after April 1 of the college-bound student-athlete’s senior year, he/she finalizes amateurism.

Early Academic Qualifier

Run at the time of preliminary certification (six semester mark).

Division I: • 900 SAT (critical reading and math) or 75 ACT sum.

• 3.000 core GPA.

• 14 units (3 English, 2 math, 2 science, 2 additional English, math, or science, and 5 additional core courses).

Division II: • 1000 SAT (critical reading and math) or 85 ACT sum.

• 3.000 core GPA.

• 12 units (3 English, 2 math, 2 science and 5 additional core courses).

Final Certification Ready to Process (RTP)

Registration complete, no fee issue.

Transcript received from all schools/programs attended. • Includes classes taken at a different program, even if it is on

your transcript.

ACT and/or SAT score(s) on file. • Must come directly from testing agency.

o Student must use 9999 at time of test registration.

• Cannot come from transcript, student report, etc.

College-bound student-athlete on active IRL. • NLI prioritization.

No outstanding academic tasks in student’s account.

How to Avoid the Bumps

Student’s account incomplete.

• Student has visibility.

• High school has visibility to receipt of transcript and test

scores.

• Proof of graduation is missing.

Student has a fee issue.

• Fee waiver can be requested, if student qualifies.

Student has outstanding tasks.

Transcript questions.

Questions about where a course was taken and how.

Student did not register with all schools/programs attended.

How to Avoid the Bumps

Transparency on transcript.

• Are notations explained in a key or legend?

• Are courses taken elsewhere clearly noted?

• Are courses taken through a different program at your

school or district clearly marked?

o Adult/night/alternative/corrections.

o Credit recovery/retrieval.

Use the High School Portal on the NCAA Eligibility

Center website.

• Visibility to transcript and test score receipt.

How to Avoid the Bumps

Keep your List of NCAA Courses updated.

Do not register students in courses that are not on your List of NCAA Courses. • Assumptions can be dangerous.

Check both sides of your list: approved and denied.

Loop in other individuals that can help. • Athletics personnel (AD, coaches).

• Interested/involved parents.

• Local NCAA college/university staff.

Use resources to empower others. • Do not give them fish; teach them to fish.

What is the Student’s Role?

Students own this process; they need to be active in it.

Students need to register completely and honestly. • Academic information, including all schools/programs attended,

as well as the additional courses questions.

• Amateurism information.

Students are responsible for getting ACT and/or SAT scores to the NCAA Eligibility Center. • Code 9999 when registering for test(s).

• Contact ACT/SAT for score report (additional cost).

Students need to be proactive with you regarding sending transcripts.

Student’s Role, cont.

The student is solely responsible for

academic performance.

You guide students in their course selection,

but they must do the work.

It is good preparation for college and for life.

Role of the High School

Update List of NCAA Courses annually

(or whenever curriculum changes).

• Update as soon as courses have been approved by your

board, and before you register students in courses.

Send transcripts (electronically) for all registered

students.

• At end of academic year, after graduation for registered

juniors and graduated seniors.

• One-off transcripts may be required for students who

register late (e.g., during senior year).

Guide College-Bound Student-Athletes for

college-prep courses.

What Your Role Is Not…

Who should register and who should not. • Family decision.

• Coaches should advise.

How can students get noticed/recruited? • Family’s role.

• Coach’s role.

What are the recruiting rules? • NCAA member school’s responsibility.

• Coach can advise.

How can a student “get eligible?” • It is at least a four-year process (ninth grade counts; no

“quick fixes”).

• The student owns academic decisions, progress and performance.

To Mail or Not to Mail?

From your computer, to the envelope, to your school’s outgoing mail to your local post office.

From your post office to Indianapolis post office.

From Indy post office to the NCAA warehouse.

From there, mail is: • Opened;

• Stamped;

• Coded;

• Logged;

• Indexed; and

• Scanned.

Estimated timeframe: probably 10-15 business days, minimum.

NCAA Eligibility Center receives 500,000 pieces of mail annually.

E-Transcripts are the Key!

The NCAA Eligibility Center uses these

e-transcript providers:

• Docufide/Parchment;

• Scrip Safe;

• ConnectEdu;

• National Transcript Center/Pearson Edustructure;

• XAP; and

• USMO ET.

Also, free service provided by Docufide/Parchment.

Student Task

After registration, students receive a

transcript task.

• If student attended multiple high schools, there will be

multiple transcript tasks.

Students need to click the link to submit a request to

the high school.

ABC

High Schools Can Register for Free E-Transcript Service

Or After Logging In…

Log in to your account.

• HS Code/CEEB plus PIN.

Benefits of E-Transcripts

Helps students know they have a

responsibility in the process.

Saves time.

• E-transcripts are processed and available within 24-48

hours.

• Timelier receipt of documents = timelier certifications.

• Saves you potential headaches (“Did you send it? Is it

there yet? The task is still in my account…send it again! Is

it there yet?”).

Transcript Tips

If you do mail your transcripts, mail them

once, then monitor your account.

• Do not send multiple times.

• Do not mail AND send electronically.

Do not email or fax transcripts. Ever.

Multiple transcripts means multiple touches, which

means the process is slowed.

Using the High School Portal

Here is what you can do through the portal:

• Update your contact information;

• Update your List of NCAA Courses;

• View students who have registered as having attended

your school, including a list of pending graduates;

• View transcript receipt;

• View test-score receipt;

• Attest to a fee waiver; and

• View account log activity.

Tutorial for Using the High School Portal is on the Resources Page…

Core-Course Updates

Update whenever your curriculum changes. • New courses.

• Courses no longer taught.

• Course title changes.

Update as soon as your curriculum is approved by your board or oversight entity.

Update before you schedule students in new classes. • Scenario: Student takes a new course that the high

school did not submit to the NCAA. After graduation, the high school submits the course and it is denied. Student is ineligible due to a core-course deficiency. This scenario happens all too often, and is 100% preventable.

First, go to www.eligibilitycenter.org.

Click to enter as a high school

administrator, then click on the log in

tab. Input your HS Code/CEEB

code and PIN.

Course Decisions

After you upload, the NCAA Eligibility Center’s high school review staff will make a decision on your courses. Staff may: • Approve: Course will be visible on your school’s List of

NCAA Courses.

• Deny: Course will show as denied with a reason code (RC).

• Ignore: Course is not processed because it already appears on your list as approved or denied, or it is an unnecessary title change.

• Pending: Course will show as RC8 (Reason Code 8), which means additional information is needed in order to reach a decision. o RC8 documents must be uploaded through the High School Portal.

The primary and secondary contacts will both be sent an email when your courses have been processed (usually in 24-48 hours).

Core-Course Upload Function

Required documents for RC8 pending course

upload:

• Course description from your course catalog (program of

studies, curriculum guide, etc.);

• Course outline that shows unit-by-unit or week-by-week

detail of what is taught in the course; and

• Flow chart of courses in the applicable discipline. This is

required for math courses, but is helpful in all areas.

Follow the directions for uploading course

documents.

The Tutorial is on the Resources Page…

Student Reports Tab

List of Current Graduates

Student names/ID numbers will appear

here; we have removed the names for

purposes of this presentation for privacy

reasons. If you click on the student’s ID

number, you will be able to see the various

high schools the student attended, and

whether the NCAA Eligibility Center has

received transcripts from those high

schools.

List of Registered Students

Submitting A Fee Waiver

Student names will appear in this field.

Fee Waiver Report

Account Log

Help!

First and foremost, the Resources Tab.

Log in to Your Account for Specific Info

Customer Service Staff

Dedicated high school line 877/622-2321.

Other Resources

Resources tab on the NCAA Eligibility Center website

(www.eligibilitycenter.org).

www.2point3.org (mobile ready website with new academic

requirements).

Guide for the College-Bound Student-Athlete.

Quick Reference Guide.

Initial Eligibility Brochure.

Questions?