1. NCAA Division I Academic Performance Program
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Data Collection
2010 NCAA Regional Rules Seminars

2. Overview Data submission requirements. Graduation Success Rate (GSR).
Data collection.
Changes/improvements.
Data issues.
NCAA Division I Academic Performance Program (APP).
Policy changes/data reviews.
Resources.

3. DATA SUBMISSION REQUIREMENTS

4. 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 Bylaw

5. 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.
Submit request through LSDBi waiver portal.
Must provide steps institution will take to submit data on time next year.

6. 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If decision is later rescinded, APP data from any year previously excluded must be submitted and any applicable penalties must be taken.

7. Data Submission Requirements
Not subject to new APP penalties, but must impose previously earned penalties if team/institution continues to compete at Division I.
Excluded from any public release of APR, penalties, GSR and head coaches' information.
Excluded from the calculation and/or determination of any penalty filters.
Not eligible for any APP Supplemental Support Fund monies and for public recognition.
No longer submit adjustment requests or APP-penalty waivers.

8. Graduation Success Rate

9. Graduation Success Rate
What is the GSR?
Graduation rate considered more accurate than the Federal Graduation Rate.
Includes transfers into an institution.
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.

10. Graduation Success Rate
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 freshman cohort this year.
Due date: June 1, 2010.

11. Graduation Success Rate Updates
New data collection portal.
Data imported from the APP data collection system.
Change to transfer cohort placement.
Beginning with the reporting of the 2003 cohort, transfer student-athletes will now be placed in a freshman cohort based upon the year they entered ANY collegiate institution as a full-time freshman.

12. Graduation Success Rate

13. Graduation Success Rate Updates
More screenshots

14. Graduation Success Rate Updates
More screenshots

15. Graduation Success Rate Updates
More screenshots

16. Graduation Success Rate
GSR populations.
First-time, full-time freshmen entering in the fall 2003 receiving athletics aid.
First-time, full-time freshmen entering January 2004 (spring 2004) receiving athletics aid.
Incoming transfer student-athlete receiving athletics aid and placed in the cohort.
For those institutions/teams not awarding athletics aid, first-time, full-time freshmen entering fall 2003 who were recruited and on the roster as of the first date of competition.

17. Graduation Success Rate
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, 2009.
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.

18. Graduation Success Rate
Question.
What do I do with a student-athlete who is still enrolled after six years?
Student-athlete is considered a "nongraduate" and counts against the institution.
Student-athlete is NOT reported as "eligible to compete."

19. Graduation Success Rate
Question.
How do I handle a student-athlete who exhausts athletics eligibility and then transfers?
The student-athlete is NOT reported as "eligible to compete."
The student-athlete will count against your institution as a nongraduate.

20. Graduation Success Rate
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?
Data corrections will only be permitted if it affects the current year's data collection cohort (i.e., ).
Contact Maria DeJulio and documentation may be required.
Please review all cohorts this fall and submit corrections during APR corrections phase.

21. Comparison of GSR and Federal Graduation Rate Cohorts (1999-2002 Entering Classes)
Federal Rate
GSR
Enrolled (Under Federal Definition)
74,875
Enrolled as Frosh in January
2,006
Two-Year College Transfers
8,977
Four-Year College Transfers
7,261
Nonscholarship Athletes
(Only at Schools not Offering Aid)
9,507
Total Enrolled
102,626 (+37.1%)
Allowable Exclusions (Death, Military, Church Mission, etc.)
265
344
Left Eligible
19,345
Total Denominator
74,610
82,937 (+11.2%)

22. Academic Performance Program
NCAA Division I
Academic Performance Program

23. Academic Performance Program
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.

24. APP Data Collection Process
APP submission deadline: six weeks (42 calendar days) following the first day of classes for each institution.
Username and password will be sent in May to the top five at each institution.
Data collection system will be live middle of May.
Web site:

25. Academic Progress Rate
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 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 roster as of the first date of competition of the championship segment.

26. Academic Progress Rate
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.

27. Academic Progress Rate
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.

28. APP Data Collection Process
Data collection issues.
Track and cross-country cohorts.
Loss of E point after ten semesters/15 quarters of actual full-time enrollment.
Eligibility extensions and additional seasons of competition.
Calendar versus business days.
5. Pregnancy.

29. APP Data Collection Process
Data collection issues.
Track and cross-country cohorts.
Loss of E point after ten semesters/15 quarters of actual full-time enrollment.
Eligibility extensions and additional seasons of competition.
Calendar versus business days.
5. Pregnancy.

30. APP Data Collection Timeline
Data Submission
Phase
(due six weeks
after first day of classes)
Verification
Phase
(NCAA staff)
Correction
Phase
(14 calendar days)
APR Adjustment
Phase
(14 calendar days to submit)
Penalty Waiver
Phase
(14 to 21 calendar days
to submit)
Final Submit
( sent to chancellor or president)

31. 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 is 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.
Institution must submit data and request reinstatement.

32. APP Data Collection Process
Delayed-graduation point.
The criteria are as follows:
1. The former student-athlete graduates from your institution in any academic year that comprises the most recent four-year APR.
2. 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.
3. 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

33. 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.

34. APP Data Collection Process
Question.
The APP data collection system is not finding a student-athlete so I can enter a delayed-graduation point. What do I do?
Check prior years in APP to determine if the student-athlete lost a point in last term in APR cohort.
Check adjustments to see if lost point was adjusted in a prior year.
If all else fails, call Maria.

35. APP Data Collection Process
Question.
Does a student-athlete qualify for a delayed-graduation point if he or she graduates from a branch campus of our institution?
The former student-athlete must graduate from the institution where he or she lost the APR point(s) or from a state university-system institution or branch campus with the same federal identification number.

36. 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 and moved to correction phase. The correction phase begins once your data have been verified and an is sent to you, NOT the day after you submit your data.

37. APP Data Collection Process
Correction phase.
14 calendar day period following verification phase to make corrections to data errors and to data from any academic year, including all prior cohorts.
All corrections to data will be confirmed via .
Once correction phase is completed, institution may view APR and penalty reports and then move to adjustment phase.
First official notification of penalties.

38. 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 .

39. 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.

40. APP Data Collection Process
Data collection issues.
Track and cross-country cohorts.
Loss of eligibility point after ten semesters/15 quarters of actual full-time enrollment.
Eligibility extensions and additional seasons of competition.
Calendar versus business days.
5. Pregnancy.

41. APP Data Collection Updates
NCAA ID.
Required this year.
Field is in Compliance Assistance.
Ability to generate an ID.
Summer-bridge program.
Will need to indicate if student-athlete (including transfers) participated in summer bridge.
Any summer enrollment funded by athletics.
Will need to enter hours enrolled, hours passed and GPA.

42. APP Data Collection Updates

43. APP Data Collection Updates
Screen shot of summer bridge.

44. APP Data Collection Updates
More automatic APR adjustments.
Medical-absence waivers.
Missed-term exception.
(To be covered in adjustment section.)
Two-year college transfer data collection.
Separate tab.
Ability to save incomplete data.
More validations and reports.

45. APP Data Collection Updates

46. APP Data Collection Updates

47. APP Data Collection Updates
Head Coaches' APR Portfolio.
Submitted as part of APC data for the first time in the fall 2009 in six sports.
Institutions will need to submit and verify the names and dates of employment of head coaches starting with the academic years for remaining sports.
Most names will be prepopulated based on information submitted as part of the sports sponsorship data.

48. APP Data Collection Process
Adjustment phase.
14 calendar day period following correction phase.
Adjustment requests made through LSDBi system; include all adjustments at one time.
Institution permitted to request adjustments for any of the academic year cohorts that comprise the multiyear APR cohort.
Institution moved to penalty waiver phase when all adjustment requests are finalized.
Institution is notified via of all decisions.

49. APP Data Collection Process
Adjustment phase.
Discount lost APR point(s) for a term or terms from the denominator.
Does not restore a lost point.
Guiding principle:
Based on circumstances surrounding individual student-athlete.
Are circumstances beyond the control of the student-athlete or team or institution?

50. "Adjustments" During Data Entry
Allowable exclusions (death or permanent disability, church mission, military service, foreign service, Olympics waiver, pregnancy).
2.6 GPA transfer to another four-year institution.
Professional athletics departure.
Medical-absence waiver.
Missed-term exception.

51. 2.6 GPA Transfer Documentation
Transcript or document from second institution on letterhead.
Matriculation statement from registrar or certifying officer from second institution.
Verification from the National Student Clearinghouse.

52. Professional Athletics Documentation
Acceptable documentation.
Newspaper article ("Local Boy/Girl Turns Pro").
Professional team roster with athlete's name.
Signed contract with a professional sports team or organization.
Established pattern of acceptance of prize money for competition.
Documented declaration of intent to compete as a professional in an individual sport (e.g., tennis, golf).

53. Professional Athletics Documentation
Not acceptable documentation.
Preparing for/participating in a professional sports tryout or combine.
Signing a contract with an agent.
Signing a commercial endorsement agreement.
Declaring for a professional sports draft.

54. APP Data Collection Process
Issues with adjustments.
Formally submit requests.
No extensions.
No adjustments for years not within current multiyear cohort.
Transfer adjustments below 2.6 GPA must meet all other criteria.
Professional athletics departures must earn eligibility.

55. APP Data Collection Process
Adjustment directive updates.
Automatic adjustments.
Missed-term exception.
Medical-absence waivers.
Documentation should be filed on campus in case of data review.
Signature page.
Can come from anyone in the "Top 5."
For both requests and appeals.

56. APP Data Collection Process

57. APP Data Collection Process

58. APP Data Collection Process
APP-penalty waivers.
14 calendar day period following adjustment phase to request a waiver of contemporaneous and Occasion-One and Occasion-Two Historical Penalties.
21 calendar days to request a waiver for an Occasion-Three and Occasion-Four Historical Penalty.
Waivers submitted through the LSDBi system.

59. APP Data Collection Process
Final submission.
Following completion of penalty waiver phase.
Institution's APR and penalty reports are considered final.
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.
Spring release will include single-year APRs.

60. APP Data Reviews Next data review cycle began spring 2010.
Up to 60 institutions will be selected each year.
GSR to be reviewed February to May.
APR to be reviewed June to September.
Paper review of all areas of the APP data and application of penalties.
Institutions will be required to submit supporting documentation for selected teams and/or student-athletes.
In-person campus visits will be scheduled, if necessary.

61. APP Data Reviews What was discovered?
Lack of documentation to support awarding of points.
Mid-year certifications/certification forms.
Student-athletes who leave the team/institution/exhaust eligibility.
APR and GSR cohort definitions.
Missing transfers in GSR data.
Multisport student-athletes listed as receiving aid in both sports.

62. Resources

63. Resources
NCAA staff:
Andrew Cardamone, APR Improvements Plans.
Jeremiah Carter, Head Coaches' APR Portfolio.
Maria DeJulio, GSR and Integrated Postsecondary-Education Data Systems, data-related issues and data correction requests.

64. Resources
NCAA staff:
Andrew Louthain, Occasion-Three and Occasion-Four Historical Penalty waivers and APP data reviews.
Binh Nguyen, Data-related issues, APR and GSR deadline extensions and reinstatement for championships, requests for alternative definition of cohort and APR adjustments.

65. Resources
NCAA staff:
Bill Regan, Occasion-Three and Occasion-Four Historical Penalty waivers.
Katy Yurk, Contemporaneous and Occasion-One and Occasion-Two Historical Penalty waivers.

66. Resources NCAA Division I Committee on Academic Performance Web page.(
APP Data Collection Guide.
APR adjustment directive.
LSDBi updates and executive summaries.

67. Questions?

68. Thank you for attending!

69. NCAA Division I Academic Performance Program
Click to add notes
Data Collection
2010 NCAA Regional Rules Seminars