Counting Dollars and Cents NCAA DIVISION II & III FINANCIAL AID Maryann Dudas Seton Hill University Thomas Ball Grove City College

Overview  Division II Concepts & Regulations  Division III Concepts & Regulations  Questions

What Students to Evaluate? Counters  Receives athletic aid; or  Receives outside aid with athletics as a major criteria  Recruited by an athletic coach See Bylaws and for Reference

How much aid can a counter receive?  The institution's cost of attendance OR the requirements set by the division.  Generally, the individual limit is the value of a full grant-in-aid. Tuition Room & Board Fees (Mandatory + Average) Books - $400

What is Included in the Individual Limit?  All institutional aid (scholarships, grants). NCAA Bylaw  Loans if there is no regular repayment schedule or loans not available to all students.  Other outside scholarships.

What is Not Included in the Individual Limit?  Employment.  Exempted government and state grants.  Exempted academic awards.  Legitimate loans (repayment schedule, available to all students).  Tuition waivers with no athletics nexus.  Employee-dependent tuition benefits.

How Much Aid Can a Team Receive?  Maximum equivalency limits.  Men’s sports limits are located in Bylaw  Women’s sports limits are located in Bylaw

What Can Be Excluded from Team Limits?  Exempted institutional academic financial aid. Bylaw  Exempted government grants. Bylaw  Outside grant, athletics participation not considered a major criterion. Bylaw

What is Exempted Academic Award?  New Freshman High School GPA => 3.5 SATS => 1140 (Verbal + Math) ACT sum score => 100 Class Rank => Top 20% Returning Students Cumulative GPA => 3.30

How is an Athlete’s Equivalency Calculated? Actual amount of student-athlete's institutional financial aid received. Actual value of institution's full grant-in-aid.

 Brittany Sister is a student receiving a $4,000 institutional scholarship related to athletics and a $2,000 music scholarship.  Brittany’s full grant-in-aid is $10,000. $6,000 $10,000 =.60 Example of Equivalency Computation - Actual Over Actual

Multisport Participant  Qualifying as a multisport participant. Report and participate fully in practice; Participate, when qualified, in competition; Member of squad for entire season; and Earnestly recruited in the sport in which the aid is counting. Bylaw

Multisport Participant  Athletic related institutional aid. Divide equally when financial aid agreement is silent; or Divide as stated in financial aid agreement.  Nonathletic related institutional aid. Same as above. Bylaws and

Multisport Participant Equivalency  Neil Cousin is a student receiving a $5,000 institutional scholarship related to athletics in football and baseball and a $2,000 music scholarship.  The full grant-in-aid is $10,000. $7,000 $10,000 =.70

Multisport Participant Equivalency Silent Financial Aid Agreement  Football.  $2,500 athletics aid.  $1,000 music aid. $ 3,500 $10,000 =.35  Baseball.  $2,500 athletics aid.  $1,000 music aid. $ 3,500 $10,000 =.35

Multisport Participant Equivalency Specified Financial Aid Agreement  Football. (80%)  $4,000 athletics aid.  $1,600 music aid. $5,600 $10,000 =.56  Baseball. (20%)  $1,000 athletics aid.  $400 music aid. $1,400 $10,000 =.14

Renewals and Nonrenewals  On or before July 1.  Must be in writing.  Must be sent to a student-athlete who received award during previous year and has remaining eligibility. This includes student-athletes who transfer to another institution or are graduating.  Must come from the institution's regular financial aid authority, not from athletics department.  Notice of hearing requirement.

Resources at NCAA Division II  Compliance Assistant Internet (Cai).   NCAA Division II Manual.  Membership services line. 317/

NCAA Division III Parameters for Financial Aid Packaging Legislative Language: Consistent Financial Aid Package.  The composition of the financial aid package offered to a student-athlete shall be consistent with the established policy of the institution's financial aid office for all students and shall meet all of the following criteria:  (1) A member institution shall not consider athletics leadership, ability, participation or performance as a criterion in the formulation of the financial aid package;  (2) The financial aid procedures used for a student-athlete are the same as the existing official financial aid policies of the institution;  (3) The financial aid package for a particular student-athlete cannot be clearly distinguishable from the general pattern of all financial aid for all recipients at the institution; and  (4) The percentage of the total dollar value of institutionally administered grants awarded to student-athletes shall be closely equivalent to the percentage of student-athletes within the student body. A differential is defensible if it can be demonstrated that the average need of the student- athletes at the institution is equivalently greater than the average need of other students.

Division III Reporting Requirement Annual Electronic Report Effective Date: August 1, 2005: An institution shall submit an annual electronic report which includes data regarding the financial aid packages awarded by the institution to freshman and incoming transfer student- athletes and to other incoming students. The policies and procedures of the financial aid reporting process shall be established by the Financial Aid Committee and subject to approval by the Management Council. (Adopted: 1/12/04 effective 8/1/05 revised 4/14/08)

NCAA Division III Reporting Steps  Assemble the list of students  Assemble the data required for the report  Align the data in the correct format  Submit the data on the Division III reporting web site as directed by the NCAA  Review preliminary report and correct errors  Submit final data  Receive final results

Student Cohort  All full-time, first time students entering the institution in the academic year requested  Includes athletes, non-athletes, international students, students who did not receive a financial aid award

Data Required  Unique ID  Sport (up to 3)  Cost of Attendance  Expected Family Contribution  Financial Need  Federal Pell Grant  SEOG  State Grant Gift Aid  Institutional Gift Aid  Private Outside Gift Aid  Other Gift Aid (tuition benefits or VA benefits, SMART or ACG Grants  Federal or State Work Study (1 if offered, 2 if not)  Campus Employment (1 if offered, 2 if not)

Correct Format  Tab Delimited Flat file with a.txt suffix  No column headings  Can be converted from an Excel Spreadsheet

Correct Format Example WVB MSO MLA MFB WSB

Submit Data/Correct Errors  Log In to the NCAA Division III Reporting Website at using the account information provided by the NCAA  Click the Upload link in the Account Links Section  You will be prompted for a file name  Select the data file to be uploaded and click “Upload”  The data will be accepted or an error report will generate Formatting errors Missing information Column titles still present  If accepted, an interim school profile can be generated for your review

Final Submission/Result After errors are corrected and a new file is created: Access NCAA Division III Reporting Web Site Again Click on the Final Submission Link You will be asked to update the institutional profile You will be prompted for a file name Select the file name and click “Upload” After the data is processed by the NCAA, you will be notified when the reports are available After the data is reviewed, the President, the Athletic Director, and the Director of Financial Aid will receive a letter that will indicate if any further action is necessary

Resources at NCAA Division III  NCAA Division III Manual  NCAA Division III Reporting User’s Manual  Contact Eric Hartrung at

Questions??? Thank you very much for participating!