1. NAIA Year-End Reports Joseph Glover, Athletics Director – IU Southeast
Tony Bybee, Director of Information Technology
Matt Hanson, Director of Legislative Services

2. ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
General Guidelines
Only Athletics Directors can submit completed report.
Reports can be filled out in any order and saved.
Report will not submit if any information is missing.
Deadline: September 1st
Failure to submit = suspension from postseason.

3. Getting Started Go to www.NAIAHelp.com and log in.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Getting Started
Go to and log in.

4. Menu: Manage Users Add New Users ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Menu: Manage Users
Add New Users
ADs may add new users to the system to permit others to enter their portion of the year-end report, Ex. Assistant, financial aid director.
However, only the ADs will be permitted to submit the final report to the National Office.
To add a new user, click on the “Add New User” link under the Manage Users menu on the left side of the page and enter the relevant information.

5. ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Required Information
Certification of Compliance with Frequency of Play and Scheduling Report
NAIA Substance Abuse Certification of Compliance Report
Institutional Financial Aid Report
Varsity Roster for Institutional Teams
Accounting of National Championship Expenses

6. Menu: End of Year Reporting View/Edit Worksheets
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Locate the “End of Year Reporting” link on the left side of the page.
Start your Report by clicking the “View/Edit Worksheets” link.
This should pull up a page with multiple tabs, starting with the “Verify Info” tab.

7. P P Tab: Verify Info Complete the costs of education questions.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N P P
Under the “Verify Info” tab, ADs need to enter the yearly cost of education and out-of-state figure (if you are a public institution) .
After you are finished, click on the “Go to the Next Step” button.
You will be unable to submit your Year End Report if you do not complete this tab.
If your institution has multiple price points, notify the NAIA National Office and we will work with you so all information may be submitted.

8. P Tab: Financial Aid Worksheet
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Tab: Financial Aid Worksheet
Select the sport from the list, and complete the questions for each sport. P
Clicking on “Go to the next step” button will bring you to the Financial Aid Worksheet page.
The info requested needs to be entered for each sport you sponsor.
Each sport will be listed on the left side of the page underneath the “Sports” heading and can be accessed by clicking on the sport.
To help fill out this information you can look to the Council of Presidents – Institutional Financial Aid Policy located on pg in the NAIA Handbook.
The “Total # on squad” field does not have to be identical to the “Total # on varsity roster” field.
A student athlete’s aid will not count toward the total institution’s aid if the student athlete does not participate in a varsity contest or is brought up from junior varsity to replace an injured varsity athlete.
When you are finished, push the “Save” button.
Again, you will be unable to submit your Year End Reports without completing this tab.

9. ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
COP Policy, Article XII, Section B
Varsity Athletes
Include only varsity athletes. Aid for JV-only students does not count against limits.
Varsity =
Any athlete who participates as a designated varsity participant
Any contest included in W/L record
Any contest that can be used for postseason qualification
Any contest that can be counted towards varsity team’s scoring
Varsity alternates allowed when
Season-ending injury (or other comparable personal crisis) occurs to varsity athlete
NOT due to ineligibility

10. P Tab: Financial Aid Worksheet
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Tab: Financial Aid Worksheet
Select the sport from the list, and complete the questions for each sport. P
Clicking on “Go to the next step” button will bring you to the Financial Aid Worksheet page.
The info requested needs to be entered for each sport you sponsor.
Each sport will be listed on the left side of the page underneath the “Sports” heading and can be accessed by clicking on the sport.
To help fill out this information you can look to the Council of Presidents – Institutional Financial Aid Policy located on pg in the NAIA Handbook.
The “Total # on squad” field does not have to be identical to the “Total # on varsity roster” field.
A student athlete’s aid will not count toward the total institution’s aid if the student athlete does not participate in a varsity contest or is brought up from junior varsity to replace an injured varsity athlete.
When you are finished, push the “Save” button.
Again, you will be unable to submit your Year End Reports without completing this tab.

11. Institutional Aid Countable Aid:
COP Policy, Article XII, Section C-D
Institutional Aid
Countable Aid:
Any and all financial assistance to student-athletes that is funded, managed/controlled or allocated by the institution, regardless of category, title or original source
Non-Countable Aid:
Any aid not funded, controlled, allocated in any significant way by the institution
Summer aid should be included in a student’s total aid award. Any countable summer aid should be attached to the immediately preceding academic year.

12. Institutional Aid Countable Aid Non-Countable Aid
COP Policy, Article XII, Section C-D
Institutional Aid
Countable Aid
Non-Countable Aid
Scholarships:
Athletic
Academic
Leadership/performance
outside scholarships administered by the institution
Tuition waivers
Benefits
Room credits
Meal credits
Institutional loans
Work study
Grants:
Pell
SEO
Federal or state
Federal/state benefits or scholarships
Loans not controlled by institutions
State-mandated tuition waivers
Institutionally funded tuition waivers for employee dependents attending the institution of the employee

13. Multi-Sport Athletes Varsity sports sponsored by NAIA or NCAA Archery
COP Policy, Article XII, Section E
Multi-Sport Athletes
Prorate aid equally to each varsity intercollegiate sport sponsored by NAIA/NCAA
Varsity sports sponsored by NAIA or NCAA
Archery
Field Hockey
Rowing (W)
Synch. Swimming (W)
Badminton (W)
Football
Rugby (W)
Team Handball (W)
Baseball
Golf
Skiing
Tennis
Basketball
Gymnastics
Soccer
Track & Field
Bowling (W)
Ice Hockey
Softball
Volleyball
Cross Country
Lacrosse
Squash (W)
Water Polo
Equestrian (W)
Rifle
Swim/Dive
Wrestling
Fencing

14. P Tab: Financial Aid Worksheet
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Tab: Financial Aid Worksheet
Select the sport from the list, and complete the questions for each sport. P
Clicking on “Go to the next step” button will bring you to the Financial Aid Worksheet page.
The info requested needs to be entered for each sport you sponsor.
Each sport will be listed on the left side of the page underneath the “Sports” heading and can be accessed by clicking on the sport.
To help fill out this information you can look to the Council of Presidents – Institutional Financial Aid Policy located on pg in the NAIA Handbook.
The “Total # on squad” field does not have to be identical to the “Total # on varsity roster” field.
A student athlete’s aid will not count toward the total institution’s aid if the student athlete does not participate in a varsity contest or is brought up from junior varsity to replace an injured varsity athlete.
When you are finished, push the “Save” button.
Again, you will be unable to submit your Year End Reports without completing this tab.

15. Financial Aid Exemptions
COP Policy, Article XII, Section F
Financial Aid Exemptions
Entering freshmen only
1200 SAT / 27 ACT OR
3.75 – 4.0 HS GPA OR
top 10%+ of HS class rank
Full exemption
1050 SAT / 23 ACT OR
3.50 – 3.74 HS GPA OR
top 11%-25%+ of HS class rank
Half exemption
All other students
3.6+ cum. GPA OR
top 10%+ of class
Full exemption
3.30 – 3.59 cum. GPA OR
top 11% – 25% of class
Half exemption

16. Maximum number of equivalent scholarships
COP Policy, Article XII, Section G
Financial Aid Limits
Maximum number of equivalent scholarships
Baseball 12
Soccer
Basketball
Div I: 11 Div II: 6
Softball 10
Cross Country 5
Swimming and diving 8
Football 24
Tennis
Golf
Volleyball
Indoor/Outdoor track and field
Wrestling

17. P P P Tab: Rosters Select sport, enter names or download from SIDHelp.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Tab: Rosters
Select sport, enter names or download from SIDHelp.
Must match totals from Financial Aid Worksheet tab. P P P
Click the “Rosters” tab to enter the varsity rosters for each sport.
You only need to report the athletes who competed in a varsity contest during the year.
The number of student athletes entered into the Rosters screen for each sport must be identical to the number entered in the Financial Aid Worksheet.
When you are finished, click the “Save.”
If your school uses SIDHelp, you can save time by downloading your rosters
Click on the link, “Save Time by Downloading Your Rosters”
Select your school from the drop down scroll
You must complete this tab to submit your Report.

18. P P P Menu: Frequency of Play
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Menu: Frequency of Play
Select the appropriate answer for violation/no violation of frequency of play. P P
Clicking the “Frequency of Play” link on the left side of the page will permit you to choose between two options: no violation or report a violation.
If you select the “View Policies” link it allows an AD to review the NAIA policies on Frequency of Play.
If you have not violated the frequency of play rules, simply select the link and click the button to turn in your report to the NAIA.
If you have to report a violation, select the appropriate link and in the box provide a detailed description of the violation.
The Frequency of Play form must be completed before you can submit your Report to the NAIA. P

19. P P Menu: Substance Abuse Indicate educational methods used.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Menu: Substance Abuse
Indicate educational methods used. P
Next, select the “Substance Abuse” link on the left side of the page.
Here, you should only select the items in which your institution used to prevent Substance Abuse violations during the year.
The Substance Abuse form must be completed before you can submit your Report to the NAIA. P

20. Substance Abuse Program
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
NAC Policy, Article XXI
Substance Abuse Program
Philosophy statement and evaluation program for substance abuse program:
States the institution’s position and education program
Requires active involvement from all student athletes
Delineates how program’s effectiveness will be evaluated
Philosophy statement and evaluation program for institution’s expectations on each athlete’s standard of behavior
Detail results of substance abuse program in Year-End Report
Institutions will be ineligible for postseason until the Substance Abuse Corticated of Compliance is completed and files with National Office

21. P P Menu: Championship Expenses Indicate expenses if you participated.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Menu: Championship Expenses
Indicate expenses if you participated. P P
Click on the Championship Expenses link on the left side.
If you did not participate in any National Championships, click the “We did not participate in any National Championship” button.
If your school participated in any National Championships, enter all championship expenses incurred for the relevant sport.
Hit the Save button at the bottom of the screen.

22. P Menu: Tab: Print Reports View/Edit Worksheets
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Menu:
View/Edit Worksheets
Tab: Print Reports
Select report to print. P
To print any of the reports you have completed, go back to the “View/Edit Worksheets” link on the left side of the page.
Clicking the “Print Reports” tab will bring you to the page where you can print all the documents you previously submitted to the NAIA.
Each form will be populated with the appropriate information you entered previously.

23. P Tab: Turn In Red on list indicates incomplete reports.
All reports must be completed before it will accept.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N P
Once all of the information is entered and saved, the report must be turned in by the AD.
Click on the “Turn In” tab for a status report of your information.
You will not be able to turn in your report if:
Any of the items on the “Turn In” page are red; and
The “Turn In to the NAIA” button does not appear
If items are listed in red, then all of the required info has not been completed and/or there are errors in the info you have submitted.
Once the “Turn In” tab is clear of any red errors and all required info has been submitted, a “Turn In to the NAIA” button should appear .
Make sure to click the “Turn In to the NAIA” button otherwise your report will not be submitted to the NAIA.

24. All reports completed. button appears.
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
Tab: Turn In
All reports completed button appears.

25. Violations of Financial Aid Policy
ONLINE YEAR END REPORT TUTORIAL
L E G I S L A T I V E S E R V I C E S • R U L E S E D U C A T I O N
COP Policy, Article XII, Section G
Violations of Financial Aid Policy
1st time violator: Reprimand and the financial aid limit in the affected sport will be reduced by the amount the institution was in violation
2nd time violator: Probation and financial aid limit will be reduced 1.5 times
3rd time violator: Suspension and financial aid limit will be reduced 2 times
NOTE: These are guidelines only and the Conduct and Ethics Committee has discretion to vary the punishment.
For more information, please look to The Council of Presidents – Institutional Financial Aid Policy, pg in the NAIA Handbook.

26. Common Issues
New personnel brought in over the summer who did not know that they had to fill out a Year-End Report
Athletics department and financial aid office weren’t communicating
Errors in the report that the institution failed to correct before submission
Examples:
No Yearly Cost of Education entered
Worksheet for one sport has not been filled out
Failure to hit the “Turn Into NAIA” button

27. Please submit your feedback via the app!