1. NCAA Division I Academic Performance Program
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Data Collection
2011 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.
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.

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If decision is later rescinded, APP data from any year previously excluded must be submitted and any applicable penalties must be taken.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

8. GSR
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.

9. 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 freshman cohort this year.
Due date: June 1, 2011.

10. GSR
GSR populations.
First-time, full-time freshmen entering in the fall 2004 receiving athletics aid.
First-time, full-time freshmen entering January 2005 (spring 2005) 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 2004 who were recruited and on the roster as of the first date of competition.

11. 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, 2010.
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.

12. GSR Updates Version 2.0 of data collection portal.
Data imported from APP data collection system.
Website:
Will be included in single-source sign-on August 1, 2011.
Enhanced navigation.
Ability to move to next student-athlete from detail screen.
No longer need to return to student-athlete listing.

13. GSR
Screen shot of validation page.

14. GSR Updates Validations for data imports/prior to submission.
Screen will display errors/warnings found in imports.
Gender.
Ethnicity.
Sport code.
Draft report available prior to submission.
Review for accuracy.
Can be run multiple times.

15. GSR Updates
Screen shot of ability to move to next SA.

16. GSR Updates
Screen shot of draft report.

17. GSR
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.

18. 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., ).
Contact Maria DeJulio and documentation may be required.
Please review all cohorts this fall and submit corrections during APR corrections phase.

19. GSR Tips: If data exist in APP, must import from APP into GSR.
Verify student-athletes' gender, ethnicities and sports.
Update outcomes.
Cannot import outcomes from APP.
Allowable exclusions are different.

20. 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.

21. Graduation Rates/GSR vs. APR
APR – Collects data on all student-athletes that receive athletics aid and are enrolled full time as of the fifth week of class or census, whichever is earlier.
Recruited definition is used if athletics aid is not awarded.
Graduation Rates/GSR – Collects data on all students who received athletics aid PLUS recruited student-athletes if aid not granted.

22. 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.

23. 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.

24. APR

25. APP APP data submission. APC. APR.
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.

26. APP Data Collection Process
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 will no longer be sent to institutions.
Contact campus single-source sign-on administrator for access.
Data collection system will be live middle of May.

27. 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 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.

28. 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.

29. 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.

30. APP Data Collection Process

31. APP Data Collection Process

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

33. 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.

34. 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

35. 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.

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 the correction/adjustment phase. The correction/adjustment 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/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 .
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.

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.
Can be requested for any year that comprise the institution's multiyear APR cohort.

40. "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.

41. APP Data Collection Process
Data collection issues.
Track and cross-country cohorts.
Head coaches' data – overlapping coaching months/years.
Total credit hours vs. degree applicable credits.
Gender vs. sport.
Did not earn required credits, yet student-athlete was marked as eligible.
Retention marked as BA/BS without student-athlete graduating.

42. APP Data Collection Process
Data collection issues. (cont'd)
Student-athletes who were marked as being retained are not in the cohort or not linked.
Change compliance assistant user to "No" (under Member Set-Up tab).
"Copy records from previous year" (under Import).
Delete individuals who do not meet the APR cohort definition for current year.
Finish import, either from compliance assistant or text file.

43. 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.

44. APP Data Collection Updates
Comment box.
Located at bottom of each student-athlete detail screen.
Provide any information for warnings.
NCAA ID.
Required this year.
Social Security Number is no longer required.
NCAA Division I Proposal No
Student-athlete considered retained in previous term.
Must meet all eligibility requirements in order to earn the eligibility point.

45. APP Data Collection Updates
Screen shot of comment box.

46. APP Data Collection Updates

47. APP Data Collection Updates
Division I Proposal No
Additional exception for contemporaneous penalties.
Two-year college transfer data collection.
Extended for two additional data collection years (i.e., fall 2011 and fall 2012).
Combining corrections period with adjustments period.
One 14 calendar-day period.
Correction must be made to a student-athlete before adjustment may be requested.

48. APP Data Collection Updates
Screen shot of

49. APP Data Collection Process
APP-penalty waivers.
14 calendar-day period following correction/adjustment phase to request a waiver of contemporaneous and Occasion-One and Occasion-Two Historical Penalties.
14 calendar days to request a waiver for an Occasion-Three and Occasion-Four Historical Penalty.
Waivers submitted through the LSDBi system.
Access through single-source sign-on.

50. 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.

51. APP Data Reviews Next data review cycle began spring 2011.
Up to 60 institutions will be selected each year.
GSR to be reviewed February to May.
APR to be reviewed May to October.
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.

52. 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.
APR and GSR cohort definitions.
Missing transfers in GSR data.
Multisport student-athletes listed as receiving aid in both sports.

53. Resources

54. Resources NCAA staff: Andrew Cardamone, acardamone@ncaa.org:
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.

55. 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.

56. 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.

57. Resources NCAA Division I Committee on Academic Performance web page.
Committee policies and procedures.
APP Data Collection Guide.
APR adjustment directive.
LSDBi updates and executive summaries.

58. Questions?

59. Thank you for attending!

60. NCAA Division I Academic Performance Program
Click to add notes
Data Collection
2011 NCAA Regional Rules Seminars