NCAA Division I
Academic
Performance
Program
Data Collection
2010 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 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.
 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.
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 If decision is later rescinded, APP data from any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.
Data Submission
Requirements
 Not subject to new APP penalties, but must impose
previously earned penalties if team/institution
continues to compete at Division I.
 Excluded from any public release of APR,
penalties, GSR and head coaches' information.
 Excluded from the calculation and/or determination
of any penalty filters.
 Not eligible for any APP Supplemental Support
Fund monies and for public recognition.
 No longer submit adjustment requests or APPpenalty waivers.
GRADUATION
SUCCESS RATE
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 rates data
collection system.
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 2003-04
freshman cohort this year.
 Due date: June 1, 2010.
Graduation Success Rate
Updates
 New data collection portal.
 Data imported from the APP data collection
system.
 Change to transfer cohort placement.
 Beginning with the reporting of the 2003 cohort,
transfer student-athletes will now be placed in a
freshman cohort based upon the year they
entered ANY collegiate institution as a full-time
freshman.
Graduation Success Rate
Graduation Success Rate
Updates
 More screenshots
Graduation Success Rate
Updates
 More screenshots
Graduation Success Rate
Updates
 More screenshots
Graduation Success Rate
 GSR populations.
 First-time, full-time freshmen entering in the fall
2003 receiving athletics aid.
 First-time, full-time freshmen entering January
2004 (spring 2004) receiving athletics aid.
 Incoming transfer student-athlete receiving
athletics aid and placed in the 2003-04 cohort.
 For those institutions/teams not awarding
athletics aid, first-time, full-time freshmen
entering fall 2003 who were recruited and
on the roster as of the first date of competition.
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, 2009.
 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.
Graduation Success Rate
Question.
 What do I do with a student-athlete who is
still enrolled after six years?
 Student-athlete is considered a "nongraduate"
and counts against the institution.
 Student-athlete is NOT reported as "eligible to
compete."
Graduation Success Rate
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.
Graduation Success Rate
Question.

What do I do if I have a student-athlete in
the wrong GSR cohort or I left a studentathlete out of the APR cohort we are
currently reporting on for GSR?



Data corrections will only be permitted if it
affects the current year's data collection
cohort (i.e., 2003-04).
Contact Maria DeJulio and documentation
may be required.
Please review all cohorts this fall and submit
corrections during APR corrections phase.
Comparison of GSR and Federal Graduation
Rate Cohorts
(1999-2002 Entering Classes)
Federal Rate
GSR
Enrolled (Under Federal Definition)
74,875
74,875
Enrolled as Frosh in January
0
2,006
Two-Year College Transfers
0
8,977
Four-Year College Transfers
0
7,261
Nonscholarship Athletes
(Only at Schools not Offering Aid)
0
9,507
Total Enrolled
74,875
102,626 (+37.1%)
Allowable Exclusions (Death, Military,
Church Mission, etc.)
265
344
Left Eligible
0
19,345
Total Denominator
74,610
82,937 (+11.2%)
NCAA DIVISION I
ACADEMIC
PERFORMANCE
PROGRAM
Academic Performance
Program
 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.
 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.
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.
Academic Progress Rate
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.
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.
APP Data Collection Process
 Data collection issues.
1. Track and cross-country cohorts.
2. Loss of E point after ten semesters/15 quarters
of actual full-time enrollment.
3. Eligibility extensions and additional seasons of
competition.
4. Calendar versus business days.
5. Pregnancy.
APP Data Collection Process
 Data collection issues.
1. Track and cross-country cohorts.
2. Loss of E point after ten semesters/15 quarters
of actual full-time enrollment.
3. Eligibility extensions and additional seasons of
competition.
4. Calendar versus business days.
5. Pregnancy.
APP Data Collection Timeline
Data Submission
Phase
(due six weeks
after first day of
classes)
Verification
Phase
(NCAA staff)
APR Adjustment
Phase
(14 calendar days
to submit)
Penalty Waiver
Phase
(14 to 21 calendar days
to submit)
Correction
Phase
(14 calendar days)
Final Submit
(e-mail 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 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.
APP Data Collection Process
 Delayed-graduation point.
 The criteria are as follows:
1. The former student-athlete graduates from your
institution in any academic year that comprises
the most recent four-year APR.
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 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
Question.
 The APP data collection system is not
finding a student-athlete so I can enter a
delayed-graduation point. What do I do?
 Check prior years in APP to determine if the
student-athlete lost a point in last term in APR
cohort.
 Check adjustments to see if lost point was
adjusted in a prior year.
 If all else fails, call Maria.
APP Data Collection Process
Question.
 Does a student-athlete qualify for a
delayed-graduation point if he or she
graduates from a branch campus of our
institution?
 The former student-athlete must graduate from
the institution where he or she lost the APR
point(s) or from a state university-system
institution or branch campus with the same
federal identification number.
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. The correction phase
begins once your data have been verified and an
e-mail is sent to you, NOT the day after you
submit your data.
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, including all prior
cohorts.
 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.
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 e-mail.
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.
APP Data Collection Process
 Data collection issues.
1. Track and cross-country cohorts.
2. Loss of eligibility point after ten semesters/15
quarters of actual full-time enrollment.
3. Eligibility extensions and additional seasons of
competition.
4. Calendar versus business days.
5. Pregnancy.
APP Data Collection
Updates
 NCAA ID.
 Required this year.
 Field is in Compliance Assistance.
 Ability to generate an ID.
 Summer-bridge program.
 Will need to indicate if student-athlete (including
transfers) participated in summer bridge.
 Any summer enrollment funded by athletics.
 Will need to enter hours enrolled, hours passed
and GPA.
APP Data Collection
Updates
APP Data Collection
Updates
Screen shot of summer bridge.
APP Data Collection
Updates
 More automatic APR adjustments.
 Medical-absence waivers.
 Missed-term exception.
(To be covered in adjustment section.)
 Two-year college transfer data
collection.
 Separate tab.
 Ability to save incomplete data.
 More validations and reports.
APP Data Collection
Updates
APP Data Collection
Updates
APP Data Collection
Updates
 Head Coaches' APR Portfolio.
 Submitted as part of APC data for the first time in
the fall 2009 in six sports.
 Institutions will need to submit and verify the
names and dates of employment of head
coaches starting with the 2003-04 academic
years for remaining sports.
 Most names will be prepopulated based on
information submitted as part of the sports
sponsorship data.
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.
APP Data Collection
Process
 Adjustment phase.
 Discount lost APR point(s) for a term or terms
from the denominator.
 Does not restore a lost point.
 Guiding principle:
 Based on circumstances surrounding
individual student-athlete.
 Are circumstances beyond the control of the
student-athlete or team or institution?
"Adjustments" During
Data Entry
 Allowable exclusions (death or permanent
disability, church mission, military service,
foreign service, Olympics waiver,
pregnancy).
 2.6 GPA transfer to another four-year
institution.
 Professional athletics departure.
 Medical-absence waiver.
 Missed-term exception.
2.6 GPA Transfer
Documentation
 Transcript or document from second
institution on letterhead.
 Matriculation statement from registrar or
certifying officer from second institution.
 Verification from the National Student
Clearinghouse.
Professional Athletics
Documentation
 Acceptable documentation.
 Newspaper article ("Local Boy/Girl Turns
Pro").
 Professional team roster with athlete's name.
 Signed contract with a professional sports
team or organization.
 Established pattern of acceptance of prize
money for competition.
 Documented declaration of intent to compete
as a professional in an individual sport (e.g.,
tennis, golf).
Professional Athletics
Documentation
 Not acceptable documentation.
 Preparing for/participating in a professional
sports tryout or combine.
 Signing a contract with an agent.
 Signing a commercial endorsement
agreement.
 Declaring for a professional sports draft.
APP Data Collection
Process
 Issues with adjustments.
1. Formally submit requests.
2. No extensions.
3. No adjustments for years not within current
multiyear cohort.
4. Transfer adjustments below 2.6 GPA must
meet all other criteria.
5. Professional athletics departures must earn
eligibility.
APP Data Collection
Process
 Adjustment directive updates.
 Automatic adjustments.
 Missed-term exception.
 Medical-absence waivers.
 Documentation should be filed on campus in
case of data review.
 Signature page.
 Can come from anyone in the "Top 5."
 For both requests and appeals.
APP Data Collection
Process
APP Data Collection
Process
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.
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.
 Spring release will include single-year APRs.
APP Data Reviews
 Next data review cycle began spring 2010.
 Up to 60 institutions will be selected each year.
 GSR to be reviewed February to May.
 APR to be reviewed June to September.
 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 studentathletes.
 In-person campus visits will be scheduled,
if necessary.
APP Data Reviews
 What was discovered?
 Lack of documentation to support awarding of
points.


Mid-year 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.
RESOURCES
Resources
 NCAA staff:
 Andrew Cardamone,
[email protected]: APR
Improvements Plans.
 Jeremiah Carter, [email protected]:
Head Coaches' APR Portfolio.
 Maria DeJulio, [email protected]: GSR
and Integrated Postsecondary-Education
Data Systems, data-related issues and
data correction requests.
Resources
 NCAA staff:
 Andrew Louthain, [email protected]:
Occasion-Three and Occasion-Four
Historical Penalty waivers and APP data
reviews.
 Binh Nguyen, [email protected]:
Data-related issues, APR and GSR
deadline extensions and reinstatement
for championships, requests for
alternative definition of cohort and APR
adjustments.
Resources
 NCAA staff:
 Bill Regan, [email protected]:
Occasion-Three and Occasion-Four
Historical Penalty waivers.
 Katy Yurk, [email protected]:
Contemporaneous and Occasion-One
and Occasion-Two Historical Penalty
waivers.
Resources
 NCAA Division I Committee on Academic
Performance Web page.
 (http://www.ncaa.org/wps/portal/ncaahome?WC
M_GLOBAL_CONTEXT=/ncaa/ncaa/legislation
+and+governance/committees/division+i/acade
mic+performance)
 APP Data Collection Guide.
 APR adjustment directive.
 LSDBi updates and executive summaries.
QUESTIONS?
THANK YOU FOR
ATTENDING!
NCAA Division I
Academic
Performance
Program
Data Collection
2010 NCAA Regional Rules Seminars