Data Submission Requirements An institution shall not be eligible to enter a team or an individual competitor in an NCAA championship or postseason event unless it has submitted the following data by the appropriate deadlines: –NCAA Division I Academic Progress Rate (APR) data. –Academic Performance Census (APC) data. –GSR data. NCAA Division I Bylaw 23.01.3
Waivers Deadline extensions - data submission. –Submit request through Legislative Services Database for the Internet (LSDBi) waiver portal. –Must provide explanation for request. –Requires signature of chancellor or president. Reinstatement for championships. –No longer required to submit request through LSDBi. –Considered to be reinstated once data is submitted or complied with a request. –Still must provide steps institution will take to submit data on time next year.
Data Submission Requirements Institutions or teams transitioning from NCAA Division I or discontinuing a Division I sport. –Written notification must be sent to NCAA. –Not required to submit APR/APC data beginning the academic year the institution has made a public announcement. Still must report Federal Graduation Rates and GSR data if athletics aid was ever awarded to the team. –If decision is later rescinded, APP data from any year previously excluded must be submitted and any applicable penalties must be taken.
What is the GSR? –Graduation rate considered more accurate than the Federal Graduation Rate. –Includes transfers into an institution. Placed in freshman cohort based upon the year they entered ANY collegiate institution as a full-time freshman. –Includes midyear enrollees. –Removes student-athletes who separate from the institution and would have been academically eligible to compete in the next regular academic term had they returned. –Collected through the graduation rates data collection system.
GSR What is the GSR? –Required of Division I member institutions for ALL sponsored sports. –NCAA Divisions II and III member institutions that sponsor a Division I sport (multidivisional classification) must complete data for Division I sport(s). –Institutions will provide data on the 2005-06 freshman cohort this year. –Due date: June 1, 2012.
GSR GSR populations. –First-time, full-time freshmen entering in the fall 2005 receiving athletics aid. –First-time, full-time freshmen entering January 2006 (spring 2006) receiving athletics aid. –Incoming transfer student-athlete receiving athletics aid who started at another college full time in 2005-06. –For those institutions/teams not awarding athletics aid, first-time, full-time freshmen entering fall 2005 who were recruited and on the roster as of the first date of competition.
GSR GSR reporting categories. –Enrolled – as of the official census date. –Graduated – awarded a baccalaureate degree from your institution within six years or by August 31, 2011. –Allowable exclusion – death/permanent disability, military service, church mission or service organization. –Eligible to compete – left before graduation with athletics eligibility remaining and would have been academically eligible to compete.
GSR Updates Access through single-source sign-on. Import of student -body and enrollment data with a text file. Graduation outcome is imported from APR. NCAA ID is a required field. Export all student-athlete data for all years in one file.
GSR Updates Validations for data imports/prior to submission. –Screen will display errors/warnings found in imports. Gender. Ethnicity. Sport code. Student-body graduation rate greater than 100%.
GSR Updates Screen shot of ability to move to next SA.
GSR Updates Draft report available prior to submission. –Review for accuracy. –Can be run multiple times. –Signature page now due July 1, 2012.
GSR Updates Screen shot of draft report.
GSR Question. I have a student who entered fall 2005 as a graduate student. How should that student be reported in graduation rates/GSR? –The student-athlete should not be included. Graduation rates/GSR is for undergraduate reporting only. –The student-athlete should be deleted.
GSR Question. What do I do if I have a student-athlete in the wrong GSR cohort or I left a student-athlete out of the APR cohort we are currently reporting on for GSR? –APR data corrections will only be permitted if it affects the current year's data collection cohort (i.e., 2005-06). –Contact Maria DeJulio and documentation may be required. –Please review all APR cohorts this fall and submit corrections during APR correction phase.
GSR Tips: If data exist in APP, must import from APP into graduation rates data collection portal. Verify student-athletes' gender, ethnicities and sports. Verify and update outcomes. –Cannot import left eligible from APP. –Allowable exclusions are different.
GSR Tips: Check multisport student-athletes. –Student-athlete should appear only once. –Use federal hierarchy. If data do not exist in APP, must import with text file or enter manually. Check the "nonscholarship" section of GSR.
Graduation Rates/GSR vs. APR APR is a term-by-term snapshot of a student- athlete's eligibility and retention. GSR is a six-year look at a student-athlete's eligibility and retention. Two snapshots, one at the beginning of the cohort; the other at the end of six years.
Graduation Rates/GSR vs. APR APR – Report cross country/track student-athletes if they are on the squad list as of the first date of competition in the championship segment. GSR – Report cross country/track student-athletes if they received athletics aid, even if they were not on the squad list as of the first date of competition. –May have to manually add in graduation rates portal.
APP APP data submission. –APC. Provides data about academic profiles and progress of student-athletes. Head coaches' information. Two-year college transfer data. –APR. Term-by-term assessment. Points awarded for eligibility/graduation and retention. Includes all student-athletes who meet cohort definition.
APP Data Collection Process APP data collection. –APP submission deadline: six weeks (42 calendar days) following the first day of classes for each institution. –Access through single-source sign-on. Username and password no longer sent to institutions. Contact campus single-source sign-on administrator for access. –Data collection system will be live early summer.
APR Track/cross country APR cohorts. –Cross country and indoor and outdoor track and field teams each have a separate APR. –The APR for each sport is comprised of student- athletes who receive athletics aid in either cross country, indoor or outdoor track and field and are on each respective team's varsity roster as of the first date of competition of the championship segment. –For institutions that do not offer athletics aid, the APR for each sport is comprised of recruited student- athletes who are on the team's varsity roster as of the first date of competition of the championship segment.
APR Question. I have a track student-athlete (not on cross country roster) on athletics aid in the fall semester who withdraws from the institution at the end of the fall semester, and the first competition for indoor track does not take place until after the start of the spring semester, what cohort would he be included in for the fall? –None, but must be reported for GSR.
APR Track/cross country APR cohorts. –Individual student-athletes in these sports count only once in determination of APP financial aid penalties. –Indicate "received aid" as "yes" for each sport in the student detail module. –Use squad APR report to ensure correct cohort prior to submission.
APP Data Collection Process
APP Data Collection Timeline Data Submission Phase (due six weeks after first day of classes) Verification Phase (NCAA staff) Penalty Waiver Phase (14 calendar days to submit) Final Submit (email sent to chancellor or president) Correction /Adjustment Phase (14 calendar days to submit)
APP Data Collection Process Submission phase. –Institution submits data using the APP Data Collection Program system six weeks (42 calendar days) after the institution's first day of classes. –Data are considered "submitted" once the submitter receives on-screen confirmation that data has been successfully submitted. –Failure to submit data renders an institution and all student-athletes ineligible for postseason competition and championships.
APP Data Collection Process Delayed-graduation point. –The criteria are as follows: The former student-athlete graduates from your institution in any academic year that comprises the most recent four-year APR. The former student-athlete was not included in the team's APR cohort in the term in which he or she graduated from your institution. The former student-athlete lost the eligibility or retention point in his or her last term in the APR cohort or would have lost a point if the student- athlete departed prior to the implementation of the APR in 2003-04.
APP Data Collection Process Delayed-graduation point. –Point (1/0) awarded in the term when the former student-athlete graduates. –Restores lost APR retention or eligibility point. –If the lost point was adjusted, no delayed- graduation point may be awarded. –Point received in the sport reported. –Institution permitted to request delayed- graduation points for any of the academic year cohorts that comprise the multiyear APR cohort.
APP Data Collection Process Verification phase. –NCAA staff verifies completeness and accuracy of data. Review of institutional APR report. Review of validation report. Review of delayed-graduation point module. –Institution will be contacted to correct errors. –Once verified, institution is notified via email and moved to the correction/adjustment phase. The correction/adjustment phase begins once your data have been verified and an email is sent to you, NOT the day after you submit your data.
APP Data Collection Process Correction/Adjustment phase. –Fourteen calendar-day period following verification phase to make corrections to data errors and to submit adjustments. –All corrections and adjustments to data will be confirmed via email. –Once correction/adjustment phase is completed, institution may view APR and penalty reports and then move to penalty waiver phase. First official notification of penalties when corrections have been completed.
What is a Correction? Change to data due to error, change to status due to incomplete/grade change, newly- discovered information. Corrections may be requested for any cohort year. Not required to submit documentation. MUST be requested through the APP data collection and not through email.
What is an Adjustment? Request to discount a lost eligibility or retention point due to special circumstances or mitigation or student-athlete does not meet all criteria for automatic adjustments. Must provide supporting documentation. Requested through LSDBi waiver portal. Can be requested for any year that comprise the institution's multiyear APR cohort.
" Adjustments " During Data Entry Allowable exclusions. 2.6 GPA transfer to another four-year institution. Professional athletics departure. Medical-absence waiver. Missed-term exception. *Documentation is maintained on campus.
APP Data Collection Process Data collection issues. –Track and cross-country cohorts. –Head coaches' data – overlapping coaching months/years. Years run from August 1 – July 31. –Total credit hours vs. degree applicable credits. –Fall sports student-athlete's who graduate and exhaust eligibility at the end of the fall. –Retention marked as BA/BS without student- athlete graduating.
APP Data Collection Process Common warnings. –Sum of hours earned in terms stored in the APP database is greater than the total hours earned towards degree. –Participated in one men's track sport, but not all others that your school sponsors. –Receives aid in one men's track sport that they participate in, but not all the others. –The coaching start month for head coach Jane Doe is July. –The sport men's basketball has coaches whose coaching dates overlap. –Duplicate NCAA ID found at another institution.
APP Data Collection Updates 0/2 screen. –No longer have to provide additional data on student-athletes who left ineligible and did not return to the institution. Read-only access. –Available through single-source sign-on. NCAA Division I Proposal No. 2010-59-C. –Requires football student-athletes to earn nine semesters/eight quarter hours in the fall and earn E point in order to be eligible for all games following fall. –Awarding of E point.
APP Data Collection Updates Two-year college transfer data collection. –Now a permanent part of the APR collection. –Modified list of data elements for fall 2013.
APP Data Collection Process APP-penalty and postseason ineligibility waivers. –14 calendar-day period following correction/adjustment phase to request a waiver of a Level-One, -Two or -Three penalty and/or postseason ineligibility. –Waivers submitted through the LSDBi system. Access through single-source sign-on.
APP Data Collection Process Final submission. –Following completion of penalty waiver phase. –Institution's APR and penalty reports are considered final. –Email sent to the chancellor or president indicating completion of the submission process. –Conferences will be able to access institutions' APR and penalty reports through the LSDBi waiver portal.
Next data review cycle began spring 2012. –Up to 50 institutions will be selected. –GSR and APR to be reviewed at each selected institution. Paper review of all areas of the APP data. –Institutions will be required to submit supporting documentation for selected teams and/or student- athletes. In-person campus visits will be scheduled, if necessary. APP Data Reviews
Changes to selection criteria and processes. –Added the following criteria as one of the potential reasons for selection for the data review process. "Institutions with a team(s) with a multiyear APR(s) ranging from 910 to 950. –Eliminated the review of contemporaneous penalties and the APR Improvement Plans from the APR data review process. –Selection of full teams, based primarily on current multiyear APRs, to review in place of the 10 percent sample of all teams. APP Data Reviews
Changes to selection criteria and processes. –Combined the GSR data review with the APR data review. –Permit the selection of additional institutions for review when deemed appropriate based on APRs and GSRs. –Amended the GSR review procedures to include the opportunity to review the three most recent years of data and to review a sample of teams based on GSRs and/or inclusion in the APR data review. APP Data Reviews
What was discovered? –Lack of documentation to support awarding of points. –Midyear certifications/certification forms. –Student-athletes who leave the team/institution/exhaust eligibility. –Missing transfers in GSR data/incorrect transfer data. –Multisport student-athletes listed as receiving aid in both sports.
Resources NCAA staff: –Greg Dana, firstname.lastname@example.org: Head Coaches' APR Portfolio.email@example.com –Maria DeJulio, firstname.lastname@example.org: GSR and Integrated Postsecondary-Education Data Systems, data-related issues and data correction email@example.com –Andrew Louthain, firstname.lastname@example.org: Level- Two and -Three penalty waivers and APP data email@example.com
Resources NCAA staff: –Binh Nguyen, firstname.lastname@example.org: Data-related issues, APR and GSR deadline extensions and reinstatement for championships, requests for alternative definition of cohort and APR email@example.com –Katy Yurk, firstname.lastname@example.org:email@example.com Level-One, -Two and -Three penalties and postseason ineligibility waivers.
Resources NCAA Division I Committee on Academic Performance Web page. –APP manual. LSDBi updates and meeting reports.
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NCAA Division I Academic Performance Program 2012 NCAA Regional Rules Seminars Data Collection