NCAA Division I
Academic
Performance
Program
Data Collection
2012 NCAA Regional Rules Seminars
Overview
 Data submission requirements.
 Graduation Success Rate (GSR).
– Data collection.
– Changes/improvements.
– Data issues.
 NCAA Division I Academic Performance
Program (APP).
– Data collection.
– Changes/improvements.
– Policy changes/data reviews.
 Resources.
DATA SUBMISSION
REQUIREMENTS
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 Division I Bylaw 23.01.3
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.
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– If decision is later rescinded, APP data from any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.
GSR
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.
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 2005-06
freshman cohort this year.
– Due date: June 1, 2012.
GSR
 GSR populations.
– First-time, full-time freshmen entering in the fall
2005 receiving athletics aid.
– First-time, full-time freshmen entering January
2006 (spring 2006) receiving athletics aid.
– Incoming transfer student-athlete receiving
athletics aid who started at another college full
time in 2005-06.
– For those institutions/teams not awarding athletics
aid, first-time, full-time freshmen entering fall 2005
who were recruited and on the roster as of the first
date of competition.
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, 2011.
– 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.
GSR Updates
 Access through single-source sign-on.
 Import of student -body and enrollment data with
a text file.
 Graduation outcome is imported from APR.
 NCAA ID is a required field.
 Export all student-athlete data for all years in one
file.
GSR Updates
 Validations for data imports/prior to
submission.
– Screen will display errors/warnings found in
imports.
 Gender.
 Ethnicity.
 Sport code.
 Student-body graduation rate greater than 100%.
GSR Updates
 Screen shot of ability to move to next SA.
GSR Updates
 Draft report available prior to submission.
– Review for accuracy.
– Can be run multiple times.
– Signature page now due July 1, 2012.
GSR Updates
 Screen shot of draft report.
GSR
Question.
 I have a student who entered fall 2005 as a
graduate student. How should that student be
reported in graduation rates/GSR?
– The student-athlete should not be included.
 Graduation rates/GSR is for undergraduate
reporting only.
– The student-athlete should be deleted.
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., 2005-06).
– Contact Maria DeJulio and documentation may be
required.
– Please review all APR cohorts this fall and submit
corrections during APR correction phase.
GSR
Tips:
 If data exist in APP, must import from APP into
graduation rates data collection portal.
 Verify student-athletes' gender, ethnicities and
sports.
 Verify and update outcomes.
– Cannot import left eligible from APP.
– Allowable exclusions are different.
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.
Graduation Rates/GSR vs. APR
 APR is a term-by-term snapshot of a studentathlete'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.
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.
APR
APP
 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.
APP Data Collection Process
 APP data collection.
– 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 no longer sent to
institutions.
 Contact campus single-source sign-on
administrator for access.
– Data collection system will be live early summer.
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 studentathletes who receive athletics aid in either cross
country, indoor or outdoor track and field and are on
each respective team's varsity 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 studentathletes who are on the team's varsity roster as of the
first date of competition of the championship segment.
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.
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.
APP Data Collection Process
APP Data Collection Process
APP Data Collection Timeline
Data Submission
Phase
(due six weeks
after first day of
classes)
Verification
Phase
(NCAA staff)
Penalty Waiver
Phase
(14 calendar days
to submit)
Correction /Adjustment
Phase
(14 calendar days to
submit)
Final Submit
(email sent to chancellor
or president)
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 are 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.
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 studentathlete departed prior to the implementation of
the APR in 2003-04.
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 delayedgraduation point may be awarded.
– Point received in the sport reported.
– Institution permitted to request delayedgraduation points for any of the academic year
cohorts that comprise the multiyear APR cohort.
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 email and
moved to the correction/adjustment phase. The
correction/adjustment phase begins once your
data have been verified and an email is sent to
you, NOT the day after you submit your data.
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 email.
– 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.
What is a Correction?
 Change to data due to error, change to status
due to incomplete/grade change, newlydiscovered 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 email.
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.
"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.
APP Data Collection Process
 Data collection issues.
– Track and cross-country cohorts.
– Head coaches' data – overlapping coaching
months/years. Years run from August 1 – July 31.
– Total credit hours vs. degree applicable credits.
– Fall sports student-athlete's who graduate and
exhaust eligibility at the end of the fall.
– Retention marked as BA/BS without studentathlete graduating.
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.
APP Data Collection
Updates
 0/2 screen.
– No longer have to provide additional data on
student-athletes who left ineligible and did not
return to the institution.
 Read-only access.
– Available through single-source sign-on.
 NCAA Division I Proposal No. 2010-59-C.
– Requires football student-athletes to earn nine
semesters/eight quarter hours in the fall and earn
E point in order to be eligible for all games
following fall.
– Awarding of E point.
APP Data Collection
Updates
 Two-year college transfer data collection.
– Now a permanent part of the APR collection.
– Modified list of data elements for fall 2013.
APP Data Collection
Process
 APP-penalty and postseason ineligibility
waivers.
– 14 calendar-day period following
correction/adjustment phase to request a waiver of
a Level-One, -Two or -Three penalty and/or
postseason ineligibility.
– Waivers submitted through the LSDBi system.
 Access through single-source sign-on.
APP Data Collection
Process
 Final submission.
– Following completion of penalty waiver phase.
– Institution's APR and penalty reports are
considered final.
– Email 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.
APP Data Reviews
 Next data review cycle began spring 2012.
– Up to 50 institutions will be selected.
– GSR and APR to be reviewed at each selected
institution.
 Paper review of all areas of the APP data.
– Institutions will be required to submit supporting
documentation for selected teams and/or studentathletes.
 In-person campus visits will be scheduled, if
necessary.
APP Data Reviews
 Changes to selection criteria and processes.
– Added the following criteria as one of the potential
reasons for selection for the data review process.
"Institutions with a team(s) with a multiyear APR(s)
ranging from 910 to 950.
– Eliminated the review of contemporaneous
penalties and the APR Improvement Plans from
the APR data review process.
– Selection of full teams, based primarily on current
multiyear APRs, to review in place of the 10
percent sample of all teams.
APP Data Reviews
 Changes to selection criteria and processes.
– Combined the GSR data review with the APR data
review.
– Permit the selection of additional institutions for
review when deemed appropriate based on APRs
and GSRs.
– Amended the GSR review procedures to include
the opportunity to review the three most recent
years of data and to review a sample of teams
based on GSRs and/or inclusion in the APR data
review.
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.
– Missing transfers in GSR data/incorrect transfer
data.
– Multisport student-athletes listed as receiving aid in
both sports.
RESOURCES
Resources
 NCAA staff:
– Greg Dana, gdana@ncaa.org: Head Coaches'
APR Portfolio.
– Maria DeJulio, mdejulio@ncaa.org: GSR and
Integrated Postsecondary-Education Data
Systems, data-related issues and data correction
requests.
– Andrew Louthain, alouthain@ncaa.org: LevelTwo and -Three penalty waivers and APP data
reviews.
Resources
 NCAA staff:
– Binh Nguyen, bnguyen@ncaa.org:
Data-related issues, APR and GSR deadline
extensions and reinstatement for championships,
requests for alternative definition of cohort and
APR adjustments.
– Katy Yurk, kyurk@ncaa.org:
Level-One, -Two and -Three penalties and
postseason ineligibility waivers.
Resources
 NCAA Division I Committee on Academic
Performance Web page.
– APP manual.
 LSDBi updates and meeting reports.
QUESTIONS?
THANK YOU FOR
ATTENDING!
NCAA Division I
Academic
Performance
Program
Data Collection
2012 NCAA Regional Rules Seminars