DIVISION II ACADEMIC REPORTING Maria DeJulio Gregg Summers

Session Objectives Understand the two broad categories of academic data reporting Learn how one feeds data to the other Identify the differences between federal and Academic Success Rate cohorts Become familiar with new Academic Portal

Session Objectives Understand other major (nonacademic) data- reporting requirements Know all due dates Take away tips and best practices for reporting

Session Outline Overview Definitions Legislation Academic Performance Census Graduation Rates (Federal, Academic Success Rate)

Session Outline Other Required Reporting Deadlines Best Practices Questions/Feedback

Overview Academic Performance Census (APC) Graduation rates reporting –Federal Graduation Rate (student-body, student- athletes) –Academic Success Rate (student-athletes only)

Academic Performance Census (APC) Annual collection of academic data on Division II student-athletes Mandatory since 2008 Longitudinal record of academic performance Inform policy discussion, decision-making

Federal Graduation Rate (FGR) First-time fall freshmen only Student-athletes must receive athletics aid as freshmen FGR is percent who graduated within 6 years Also calculated for student-body (no aid requirement)

Academic Success Rate (ASR) Graduation metric developed by NCAA More accurate than federal rate –Includes transfers into institution –Includes midyear enrollees –Includes nonscholarship student-athletes –Removes student-athletes who leave while eligible

Rate Calculation (After 6 Years) Federal First-time fall freshmen on athletics aid ASR First-time fall freshmen on athletics aid Transfers Midyear enrollees Nonscholarship = Grads ÷ (Enrollees – Exclusions) = Grads ÷ (Enrollees – Exclusions – Left Eligible)

Rate Comparison, Cohorts

How Data Are Reported Academic Performance Census –Academic Tracking System (ATS), fall –Academic Portal, fall Graduation Rates Reporting (FGR, ASR) –Graduation Rates Portal, spring –Academic Portal, spring 2017-

How Data Are Reported ≤ Academic Performance Census Graduation Rates Academic Tracking System Graduation Rates Portal Academic Portal

Academic Data Deadlines Academic Performance Census: 15 weeks after date of first fall-term classes Graduation rates (FGR, ASR): June 1

Legislation Bylaw – Penalty for failure to submit data needed to calculate Academic Success Rate Bylaw – Penalty for failure to submit Academic Performance Census data by the deadline Bylaw – Submission of Federal Graduation Rate Survey to be eligible for championships

Academic Performance Census

APC Demographic Data Name Gender Ethnicity Student ID NCAA ID Pre-Enrollment Credits Year/Term 1st College Year/Term Your School –Transfer Status (2/4) –Transferable Credits –Associate Degree –Transferable GPA

APC Student Details – Per Year Sport(s) –In sport cohort? –Aided? –Recruited? –Competed? –Exhausted Eligibility? Major Credits Required for Degree* Credits Earned Toward Degree* * New fields for 2016

APC Student Details – Per Term Credits Attempted Credits Earned Remedial Credits Degree-Applicable Credits* GPA for Term Cumulative GPA After Term Eligibility Next Term Retention Next Term * New fields for 2016

Academic Portal – New for 2016 More contemporary design, display techniques Some new fields –Credits earned and required for degree (yearly) –Intersession, ‘J-term’ data –Sport list each year (aid, recruitment, participation)

Academic Portal – New for 2016 Student lists display by academic year rather than cohort group By Cohort SmithJonesDavis JohnsonBrownMiller By Year Smith Johnson Jones Brown Davis Miller

Academic Portal – No Changes Data-entry processes unchanged –Import from Compliance Assistant –Import from text file –On-screen manual entry

Academic Portal – No Changes Still vital to enter the right student-athletes in first year at your school –First-time fall freshmen on athletics aid (FGR) –Transfers (2/4) and midyear enrollees on roster for first date of competition –Nonscholarship on roster for first date of competition

Academic Portal – No Changes First-year status is crucial If student-athlete meets cohort definition in first year at school, track as long as s/he participates If student-athlete does not meet definition first year, never track Compliance Assistant will update only those already in portal

LIVE PREVIEW OF PORTAL

Graduation Rates Reporting

Graduation Rates/ASR Data “I’ve submitted my data, now what do I do?”

Post Grad-Rates/ASR Submission Institutional and ASR reports are available after validation Review before and after submitting your data Export data and save for your records Signature page due July 1

Export File

Other Reporting Requirements

NCAA Financial Reporting System (FRS) Purpose: To provide presidents and other stakeholders with information regarding the cost of athletics to their institution Accessed through NCAA’s single-source sign-on Different levels of access to the system

FRS and Dashboard Indicators Graphic comparison of the annual financial picture of the institution’s athletics department Compare own financial data against similar institutions (conference, public/private, FB/non-FB). Comparison are made in aggregate; individual institution data still confidential Will be part of IPP next year

Sports Sponsorship and Demographics (SSD) Purpose: To provide NCAA membership, sports sponsorship, demographics and pay annual dues Accessed through NCAA’s single-source sign-on Due August 1, 2016

Wrap-Up

Data Due Dates Sports Sponsorship and Demographics: August 1 Academic Performance Census: 15 weeks after date of first fall-term classes NCAA Financial Reporting: January 15 Graduation Rates (FGR, ASR): June 1

Best Practices Read the user’s manual/guide Start early; don’t wait until the last week Compliance Assistant (or similar software you may be using on your campus) streamlines academic data entry Involve others in an institutional effort

Contacts Maria DeJulio Gregg Summers

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