NCAA Division I Academic Performance Program

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NCAA Division I Academic Performance Program

• Data Collection

2009 NCAA Regional Rules Seminar
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Overview

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

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• DATA SUBMISSION REQUIREMENTS

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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 23.01.3

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Waivers

• Deadline extensions.
• 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.
• Requires signature of chancellor or president.

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Data Submission Requirements

• Institutions or teams transitioning from NCAA
  Division I or discontinuing a Division I sport.
• 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.
• Written notification must be sent to NCAA.
• If decision is later rescinded, APP data from any
  year previously excluded must be submitted and
  any applicable penalties must be taken.

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Data Submission Requirements

• Provisional and reclassifying member
  institutions.
• Institutions that are transitioning their
  institution or team to Division I must file APP
  data beginning the same year it must comply with
  Division I legislation.
• Provisional year two of six-year process.
• Reclassifying year one of four-year process.
• Multidivisional year one of two-year process.

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• Graduation Success Rate

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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 rate data
  collection system.

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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 2002-03
  freshman cohort this year.
• Due date June 1, 2009.

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Graduation Success Rate

• What do I send to the U.S. Department of
  Education and what do I provide electronically to
  the NCAA?
• U.S. Department of Education
• Student body graduation rate data.
• Student body enrollment data.
• NCAA
• Student body graduation rate data.
• Student-athlete graduation rate data.
• Student-athlete enrollment data.
• Student body enrollment data.
• Student-athlete GSR data.
• Student-athlete exhausted eligibility data.

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Graduation Success Rate

• Data submission requirements.
• All institutions MUST submit their Federal
  Graduation Rates data, which includes
• Student body graduation rate data.
• Student body enrollment data.
• Student-athlete graduation rate data.
• Student-athlete enrollment data.

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Graduation Success Rate

• GSR populations.
• First-time, full-time freshmen entering in the
  fall 2002 receiving athletics aid.
• First-time, full-time freshmen entering January
  2003 (spring 2003) receiving athletics aid.
• Incoming transfer student-athlete receiving
  athletics aid and placed in the 2002-03 cohort.
• For those institutions/teams not awarding
  athletics aid, first-time, full-time freshmen
  entering fall 2002 who were recruited and on the
  roster as of the first date of competition.

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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, 2008.
• 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.

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Graduation Success Rate

• "Almost" instant verification.
• Submit data.
• Within 48 hours after data submission
  web1.ncaa.org/GradRates/exec/report_login.
• Login using same username and password (sports
  sponsorship and revenue distribution login
  information).
• Both graduation rates and GSR reports available
  to review for accuracy.
• Signature page for chancellor or president to
  sign.
• July 7, 2009 deadline.

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Graduation Success Rate

• Question.
• What do I do with student-athletes who are still
  enrolled after six years?
• Student is considered a "nongraduate" and counts
  against the institution.
• Student is NOT placed in the "eligible to
  compete" column.

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Graduation Success Rate

• Question.
• How do I handle student-athletes who exhaust
  their athletics eligibility and then transfer?
• The student-athlete is NOT placed in the
  "eligible to compete" column.
• The student-athlete will count against your
  institution as a nongraduate.

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Graduation Success Rate

• Troubling trends.
• Everyone leaves academically eligible even if
  they graduate or are an allowable exclusion.
• Over 100 GSR usually caused by someone marked
  both as graduate and left eligible.
• Reports are not truly verified until after the
  public release.

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Graduation Success Rate Updates

• New this year.
• Race/ethnicity changes.
• Asian (now on its own).
• Pacific Islander/Native Hawaiian.
• Two or more ethnicities.
• Institutions are permitted to make changes to
  previous years' data.

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Graduation Success Rate Updates

• New next year.
• "Exhausted eligibility" to be eliminated.
• Data "exported" from APR.
• Data "imported" into grad-rates/GSR data
  collection system.
• Institutions will need to verify the data.

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Comparison of GSR and Federal Graduation Rate
Cohorts
1998-2001 Entering Classes
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• NCAA Division I
• Academic Performance Program

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Academic Performance Program

• APP data submission.
• APC.
• Provides data about academic profiles and
  progress of student-athletes.
• APR.
• Term-by-term assessment.
• Points awarded for eligibility/graduation and
  retention.
• Includes all student-athletes who meet cohort
  definition.
• Used in analysis for contemporaneous and
  historical penalties and public recognition.

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APP Data Collection Process

• APP data collection.
• 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 https//web1.ncaa.org/APP.

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Academic Progress Rate

• APR cohort updates.
• Recruited student-athlete and invalidated test
  score.
• A recruited student-athlete whose standardized
  test score was invalidated following the team's
  first date of competition in the championship
  segment and who was subsequently determined to be
  a nonqualifier should not be included in the APP
  cohort when the recruited definition of the APR
  cohort is used.

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Academic Progress Rate

• APR cohort updates.
• Definition of the APR cohort for scholarship
  teams.
• APR cohort includes any student-athlete who signs
  an athletically related financial aid agreement
  for a term, even if the student-athlete does not
  receive a benefit because he or she does not
  satisfy some contingency within the financial aid
  agreement.

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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.

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Academic Progress Rate

• Track/cross country APR cohorts.
• My institution awards athletics aid only in
  outdoor track. What student-athletes are in the
  indoor track and cross country cohorts?
• If received athletics aid in outdoor track and on
  each team's roster (cross country, indoor and
  outdoor track) as of the first day or after the
  first day of competition for that sport, must be
  in the APR cohort for each sport.
• Athletics aid awarded counts in a single limit
  for indoor track, outdoor track and cross
  country.
• APR must account for all aided participants in
  indoor track, outdoor track and cross country.

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Academic Progress Rate

• Track/cross country APR cohorts.
• I have a cross country, outdoor track and indoor
  track student-athlete who competed in cross
  country and indoor track but left the team before
  competition in outdoor track began. This
  student-athlete should be included in which APR
  cohorts?
• Cross country and indoor track only.

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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.

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APP Data Collection Updates

• NCAA ID.
• Optional this year.
• Financial aid counter limit in baseball.
• The four-year average for historical penalty
  determination is calculated using the actual
  number of student-athletes that received
  athletically related financial aid, with a cap of
  27.
• Need to report overall counter limit in 2006-07
  in addition to 2008-09 this fall.
• Summer bridge program.
• Enter hours enrolled, hours passed and GPA.

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APP Data Collection Updates
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APP Data Collection Updates

• Data on two-year college transfers.
• Effective with collection of 2008-09 APC data.
• Four sports
• Baseball.
• Men's basketball.
• Women's basketball.
• Football.
• Institutions will submit data for all two-year
  college transfers within the 2008-09 cohort. In
  subsequent year, only need to submit data for new
  two-year college transfers.

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APP Data Collection Updates

• Data on two-year college transfers.
• Data collection elements include
• Number and names of two-year colleges attended.
• Total number of credits earned at two-year
  college(s). 
• Total number of transferable credit hours
  applicable toward the student-athlete's declared
  degree program at the four-year institution.
• Four-year college degree transfer credit
  grade-point average.

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APP Data Collection Updates

• Insert screen shot.

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APP Data Collection Updates

• Head Coaches' APR Portfolio.
• To be submitted as part of APC data for the first
  time in the fall 2009.
• Institutions will need to submit and verify the
  names and dates of employment of head coaches
  starting with the 2003-04 academic years.
• Most names will be pre-populated.
• Portal will be available this summer.

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APP Data Collection Updates

• Automatic adjustment for professional athletics
  departures who meet all criteria.
• Entered during data collection phase.
• Similar to automatic adjustment for transfers.
• No documentation is submitted to the NCAA
  national office.
• GSR cohort for transfer student-athletes.
• Will default to first year of initial full-time
  enrollment at any collegiate institution.

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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 (e-mail sent to chancellor or
president)
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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.

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APP Data Collection Process

• Delayed-graduation point.
• The criteria are as follows
• 1. The former student-athlete graduates from
  your institution fall 2005 or later.
• 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 2003-04.

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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.

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APP Data Collection Process

• Delayed-graduation point issues.
• Why can't I find this kid?
• The student-athlete did not lose an APR point in
  his or her final term in the APR cohort or the
  lost point was adjusted.
• What do I do?
• Look at previous years' data.
• Call Maria.
• Institutions may not award delayed-graduation
  points for former student-athletes who graduate
  from a branch school or from another institution
  within the same state system.

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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 e-mail
  and moved to correction phase.

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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 that comprises the
  multiyear cohort.
• Institutions may also submit corrections outside
  the multiyear cohort to the staff if the change
  will influence the team's current multiyear APR
  calculation.
• All corrections to data will be confirmed via
  e-mail.
• Once correction phase is completed, institution
  may view APR and penalty reports and then move to
  adjustment phase.
• First official notification of penalties.

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APP Data Collection Process

• Top data collection issues.
• "Hours earned" do not have to be degree
  applicable.
• Include remedial hours with hours earned.
• Hours earned prior to enrollment (AP, CLEP)
  should be reported in "cumulative credit hours
  earned towards degree".
• Postgraduates are automatically awarded the
  retention point for every term after graduation
  they are part of the APR cohort.

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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 e-mail of all
  decisions.

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APP Data Collection Process

• Adjustment phase.
• Discount lost APR point(s) for a term or terms
  from the denominator.
• Guiding principle
• Based on circumstances surrounding individual
  student-athlete.
• Are circumstances beyond the control of the
  student-athlete and/or team/institution?

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APP Data Collection Process

• Adjustment directive updates.
• Olympic and international tryouts, training and
  competition.
• For student-athletes who are not eligible and/or
  retained by an institution due to their
  participation in Olympic or international
  tryouts, training or competition.
• The tryouts, training or competition must occur
  within one calendar year of their departure from
  the institution.

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APP Data Collection Process

• Adjustment directive updates.
• Medical-absence waivers.
• If an institution had a medical-absence waiver
  approved by the conference office, the
  institution should submit an adjustment request
  for the points lost for the term(s) for which the
  medical absence waiver applies.

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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.

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APP Data Collection Process

• Final submission.
• Following completion of penalty waiver phase.
• Institution's APR and penalty reports are
  considered final.
• E-mail 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.

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APP Data Reviews

• To begin late spring/early summer 2009.
• For the 2009-10 academic year, institutions will
  be notified in May (25 to 30 institutions
  selected).
• Five will be selected for GSR only.
• 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.

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APP Data Reviews

• What was discovered?
• Mistakes were inadvertent due to misunderstanding
  or failure to have adequate process in place.
• Lack of documentation to substantiate awarding of
  points.
• Legislated exceptions.
• Eligibility points.
• Progress-toward-degree requirements.
• APR and GSR cohort definitions.

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• resources

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Resources

• NCAA staff
• Maria DeJulio, mdejulio_at_ncaa.org GSR and IPEDS,
  data-related issues and data correction requests.
• Andy Louthain, alouthain_at_ncaa.org Occasion-Three
  and Occasion-Four Historical Penalty waivers.

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Resources

• NCAA staff
• Michael Moleta, mmoleta_at_ncaa.org APP data
  reviews and LSDBi issues.
• Binh Nguyen, bnguyen_at_ncaa.org APR and GSR
  deadline extensions and reinstatement for
  championships, requests for alternative
  definition of cohort and APR adjustments.

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Resources

• NCAA staff
• Bill Regan, bregan_at_ncaa.org Occasion-Three and
  Occasion-Four Historical Penalty waivers.
• Katy Yurk, kyurk_at_ncaa.org Contemporaneous and
  Occasion-One and Occasion-Two Historical Penalty
  waivers.

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Resources

• NCAA Division I Committee on Academic Performance
  Web page.
• NCAA Division I Academic Performance Program Data
  Collection Guide.
• NCAA Division I Committee on Academic Performance
  Policies and Procedures.

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• Questions?

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• Thank you
• for
• attending!

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NCAA Division I Academic Performance Program

• Data Collection

2009 NCAA Regional Rules Seminar