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Membership newsletter // january 2019
Stay updated: Keep Membership Contacts and Sponsored Sports Current
At this time of year, the customer service team is attempting to reach compliance staff to discuss cases that need attention or provide insight into a potential issue. The Eligibility Center contacts in the Membership Portal are used to obtain name and phone numbers for this purpose. Our staff has noted a higher than usual number of outdated contacts in member account. Updating your account is easy and ensures our staff can stay in contact with you.
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Please note that if the amateurism staff needs to contact your compliance staff, they will email the contact listed as the number one contact. Therefore, determine the best person to receive amateurism notices and ensure that person's information is reflected as your number one contact.
It’s also easy to update your sports participation list in the Membership Portal. On the Home page of the portal, hover over the IRL tab and select the “Update Sports” option from the drop-down list. Your institution’s activated sports will appear on the left side of the screen, with deactivated sports on the right. To activate a sport, click the adjacent “Add Sport” link. This will move that sport to the activated list. If you wish to deactivate a sport, click the “Deactivate" link. Click here for a quick tutorial on this process.
It’s also easy to update your sports participation list in the Membership Portal. On the Home page of the portal, hover over the IRL tab and select the “Update Sports” option from the drop-down list. Your institution’s activated sports will appear on the left side of the screen, with deactivated sports on the right. To activate a sport, click the adjacent “Add Sport” link. This will move that sport to the activated list. If you wish to deactivate a sport, click the “Deactivate" link. Click here for a quick tutorial on this process.
Matriculation Letters: Best Practices to Avoid Issues
Please use care when completing matriculation letters to ensure the information provided is correct. The Eligibility Center has seen an increase in the number of incorrectly completed matriculation letters in recent months.- The most common error: Failure to provide full-time enrollment dates for previous (non-NCAA) collegiate attendance (e.g., junior college, international universities, etc.). Because this information is used when evaluating amateurism and/or academic issues, accuracy is critical.
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The matriculation letter form has two sections.
- Section A is for future or recent enrollment and Section B is for previous full-time enrollment. Only one of these two sections should be completed. Section A should be used when, to the best of your knowledge, the student has not previously enrolled in a two- or four-year collegiate institution. If a date is included in this section, it should be a current or future date.
- Section B should be filled in if the student previously enrolled full-time at any two-year or four-year collegiate institution. Be sure to include the name of the institution and the previous full-time enrollment date. Be especially diligent with international students who have delayed enrollment after leaving secondary school. Note: Your registrar should assist in working with any previous collegiate institution to help determine what equals full time or international equivalent. As a reminder, if you complete Section B, then Section A should be blank and vice versa.
Matriculation letters must be signed by an institutional staff member outside of the athletics department (e.g. registrar, admissions, faculty athletics representative, provost, or other institution-certifying officer). Electronic signatures are acceptable. Once signed, upload the letter to the student's account via the Matriculation Letter Upload function in the Membership Portal.
Please contact customer service with questions about matriculation letters and how to resolve issues caused by incorrect matriculation letter.
International Certification Process Reminder
When processing an international academic review, we first attempt a transcript-based evaluation. If a final qualifier outcome is not achieved, staff next attempts a category-based evaluation (old model) while the account is still “in process” to determine if this review is more favorable. If the category-based evaluation outcome (decision-only) is not better than the transcript-based evaluation outcome (decision only), staff posts the transcript-based model decision in the account along with relevant deficiency codes. For review purposes, the category-based evaluation details are located in the international workup within the Document section. When reviewing the decision, be sure to check both sections, as GPA and deficiency codes can vary and may factor into next steps.Please contact customer service or email ec-international@ncaa.org with questions.
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International Webinar
Thank you to those of you who joined us the International Best Practices and Resource Overview on December 4. More than 200 attendees were present for a one-hour overview of best practices when working with international student-athletes, as well as a review of international-related resources.
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