Certification of Competitive Eligibility

Policies and Procedures for the Certification of Academic Eligibility of Student-Athletes

Initial Eligibility
Primary responsibility for determining initial eligibility of prospective student-athletes falls upon the NCAA Eligibility Center. It is the responsibility of the Compliance Office to add prospective students to the Eligibility Center's Institutional Request List. This is triggered by an official visit, issuance of an NLI, or by the completion of a Core Course review. The Certification Officer (Clerk, Registrar’s Office) shall use the NCAA Eligibility Center's website to make the certification decision. The Certification Officer has the responsibility of preparing the Eligibility Report, including the certification of all incoming freshman, and forwards the report to the Compliance Office on a regular basis.

The Compliance Office is responsible for updating the NCAA database (CAi).

Continuing Eligibility
The Certification Officer has primary responsibility for determining continuing eligibility. At the beginning of the fall semester, the Certification Officer will determine if each returning student-athlete has met satisfactory-progress, including: 1) having passed the requisite number of hours for the previous term and academic year; 2) having the requisite grade-point average; and 3) having successfully completed the requisite percentage of their degree program. The Certification Officer has final authority in the determination of satisfactory progress. The Certification Officer has the responsibility of preparing the Eligibility Report, including the certification of all incoming freshman, and forwards the report to the Compliance Office on a regular basis.

In preparing the eligibility list, if the Certification Officer determines that a student-athlete has not declared a degree program within the NCAA mandated timeframe, they will immediately notify Student-Athlete Services. Such student-athlete shall not be certified as eligible until the degree program has been declared.

Prior to the start of the spring semester, the Certification Officer will determine if each returning student-athlete has met satisfactory progress, including: 1) having passed the requisite number of hours for the previous term; and 2) having the requisite grade-point average. For those student-athletes who's fourth, sixth, or eighth semester of enrollment is the spring semester, the Certification Officer shall determine if they have successfully completed the requisite percentage of their degree program. The Certification Officer has the responsibility of preparing the Eligibility report to note any student-athletes whose eligibility status has changed since the previous report and forwarding the report to the Compliance Office.

The Certification Officer is responsible for updating the NCAA database (CAi).

Transfer Eligibility
The Certification Officer has the primary responsibility for determining transfer eligibility. It is the responsibility of the Compliance Office to identify all incoming transfer student-athletes and notify all interested parties, including the Certification Officer. The Admissions Office will review all transfer transcripts to determine transferable and degree applicable hours. Any transferable hours that are not determined to be degree-applicable may be petitioned by the student-athlete to the Dean of the appropriate school to be applied toward the student's specific degree program. Student-Athlete services may assist the student with the petition.

Based upon the transcript evaluation conducted by the Admissions Office, the Certification Officer shall determine transfer eligibility, including: 1) if applicable, whether the student has earned an Associate's Degree; 2) if applicable, whether the student has completed the requisite number of terms at the previous institution; 3) whether the student has completed the requisite number of transferable hours with the requisite grade-point average; 4) whether the student has completed the applicable percentage of their degree program; and 5) whether the student has completed the applicable number of hours in their previous term of enrollment.

The Compliance Office has the responsibility to notify the Certification Officer of any applicable exceptions to the NCAA transfer rule and to forward a copy of any One-Time Transfer exceptions. The Certification Officer has the responsibility of preparing the Eligibility report including the certification of all incoming transfer student-athletes and forwarding to the Compliance Office on a regular basis.

Monitoring of Full-Time Enrollment
The Certification Officer, the staff member from the Compliance Office responsible for monitoring eligibility and the Academic Advisor for the respective sports shall be responsible for reviewing full-time enrollment reports on a daily basis as generated by the Office of the Registrar. Any current student-athletes, including eligibility-exhausted and medically-disqualified student-athletes receiving athletics aid, identified as not being enrolled full-time must be brought to the attention of the Compliance Staff immediately.

Timeline

After a student-athlete has completed their first year and any other following year, progress towards degree status must be evaluated.

I. Set-up

  • In May – Assistant AD for Compliance sends out a memo and Roster Form to coaches asking them to return completed rosters on Roster Form to Compliance Office.
  • Once forms are submitted, a copy is sent to Records Office.
  • Records Office does roll-over in their system.
  • Assistant AD for Compliance does roll-over in NCAA software (CAi), team by team (academic year start-up, sport season start-up, personal information, etc. and proofing for accuracy).
  • After rolled-over, Assistant AD for Compliance sets up eligibility summary for the next academic year.
  • Records Office gives Assistant AD for Compliance her rosters, and Assistant AD for Compliance transfers the Satisfactory Academic Progress information into the eligibility summary worksheet.
  • The summary is then distributed to the coaches
    • The eligibility summary contains both incoming and returning student-athletes.

 

II. Preparation for Academic Year

  • For returning student-athletes, a year-end meeting in Spring to fill out Continuing Eligibility for next year, and to remind them of NCAA rules regarding summer.
    • Any student-athlete not present at the year-end meeting will be mailed the Continuing Eligibility form.

 

III. Mid-Year Certification

  • 6-credit and GPA rules for every student-athlete are monitored.
  • Major Declaration/Degree % is monitored for student-athletes entering their 5th semester

 

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