LUMBERJACK Academic Services Presented by Meghan Shepherd Academic

LUMBERJACK Academic Services Presented by: Meghan Shepherd, Academic Coordinator Jared Bruggeman, Assoc Athletic Director February 13, 2008

Academic Coordinators … roles/responsibilities n n n n Coordinate, Conduct, and Track Study Hall, Mentoring, Attendance, Progress Reports Assist in the Recruiting Process; official visits evaluations, meeting with recruits Coordinate Admission materials for Prospective Student-athletes Work with and educate academic advisors on campus to ensure athletes are getting properly advised Counsel athletes regarding academics, career, personal issues Assist the FAR and Assoc AD Compliance in the eligibility process Be a liaison between coaches/student-athletes and all other departments on campus Serve on campus committees – ACC, CARS, AOD, IAC Prepare and teach EPS 199 Supervise Graduate Assistants Oversee the Student-Athlete Advisory Committee (SAAC) Manage all aspects of the CHAMPS/Life Skills Program Each coordinator is responsible and needs to be available to approx 160 studentathletes and reports to approx 18 -21 coaches and 14 administrative staff to be of assistance regarding academics, administrative, personal tasks

Eligibility Committee … in Athletics n n Members: – Jared, Wayne, Meghan, Pam, Asst. Compliance Responsibilities: – Maintain and Distribute ESR reports – Determine initial eligibility and communicate issues unresolved – Gather information for NCAA Waivers being filed – Discuss individual issues and “hot topics” – Monitor continuing student-athlete’s eligibility n Not enrolled FT, short Satisfactory Progress, not paid SAF, etc

Initial Eligibility for Freshmen… Flow Chart Complete Physical Final Materials Submitted to NCAA EC; complete amateurism AC’s submit application materials to the Admissions Office; SA is admitted PSA applies to NAU through Academic Services Complete NCAA Paperwork Complete PROP 300 Eligibility Committee reviews NCAA EC Website for “qualifier” status Academics determines if SA is enrolled FT Eligibility committee certifies the SA eligible for financial aid; practice and competition Compliance to submit information to Financial Aid Office

Initial Eligibility for Transfer Students… Flow Chart NCAA EC status; complete amateurism AC’s order an “eligibility evaluation” to be done by academic advisor (if applicable) AC’s submit application materials to the Admissions office; SA is admitted PSA applies to NAU through Academic Services AC’s receive/submit Official transcripts to admissions Admissions Credit evaluators post transfer credits on LOUIE Proof of AA Degree (if applicable) Athletic Tracers sent and received Submit PROP 300 to registrar FAR orders “athletic transfer evaluation” from the registrar’s office FAR and Eligibility Committee certifies studentathlete eligible to practice and compete Financial Aid is notified and aid is disbursed

Mid-Year Transfer Guidelines n n Applicable to: 2 -4 Non-Qualifiers, 4 -2 -4 ONLY! The PSA cannot do any of the following w/o verification of their AA Degree – – Meet with coaches Work out with team Receive financial aid ENROLL FULL-TIME (12+ units) at NAU n n Once you enroll FT, your considered a “transfer”; if issues rise through eligibility process, may be forced to serve a year in residency If a SA ends up not meeting transfer requirements, they can leave NAU and go somewhere else since they were never “triggered” as a transfer student

Mid Year Transfer Guidelines Cont’d … n Information needed for verification of AA degree if it is not posted on transcript: – Letter or email containing the following information: n n Name of Student Degree they will receive Month/Year degree will be posted Statement confirming all requirements have been COMPLETED (not in progress) for degree – Letter or email must come from the Registrar’s office; from Academic Advisor or Coach is not accepted – Letter/Email addressed to Academic Coordinator, Jared, and Wayne

Continuing Eligibility … Flow Chart AC’s verify major declaration and give list to all academic advisors of student-athletes in their college for degree progress evaluation Fall Certification Academic Coordinators notify Academic Advisors of when we need the information by Academic Advisors provide information to Athletics the first week of January Spring Certification AC’s follow up if there are discrepancies in information Academic Advisors provide information to Athletics SAs need to see their academic advisors each semester to remove hold; make sure they are on track -At Risks: before 1 st summer session - Non At-risks: before 2 nd summer session FAR and AC’s review information certify eligibility and information is released

EXAMPLE OF ELIGIBILITY SPREADSHEET

Quick Glance @ the Rules … – GPA (based on earned credits) n 0 -14 credits: 1. 80 n 15 -29 credits: 1. 90 n 30+ credits: 2. 0 – Percent towards degree n Entering your 5 th term: 40% (approx 48 credits) n Entering your 7 th term: 60% (approx 72 credits) n Entering your 9 th term: 80% (approx 96 credits) **We keep SA’s at 15 units/semester so they meet/surpass requirements each term – Semester/Annual hours earned n 6 credits each semester n 18 credits each academic year (F, W, S) n 24 credits FIRST calendar year (F, W, S, SS) **First 4 terms, any credits count (can use 6 remedial credits) **Starting 5 th term, credits must be TOWARDS your declared degree

How to Make Eligibility a Smooth Process n n n n Apply for admission through Athletics, not admissions Have all official transcripts sent directly to Academic Coordinator – Track all materials sent so another one can be ordered right away if there is a delay – Make sure correct address is used Coaches should monitor NCAA EC and ESR’s to be aware of missing documents Tracers wont be requested until their status is determined so getting all materials in will speed up the process All official transcripts must be complete with all credits/grades posted Make sure your student-athletes are seeing their academic advisors on a semester basis to avoid degree progress issues Make sure your student-athletes see an academic coordinator for changes to their schedule or major Communicate with ACs regarding incoming student-athletes – Coaches should be aware of a PSA’s situation prior to arrival – Example: previous colleges attended, degrees awarded, academic history, qualifying status

How AC’s fit into the process … n Academic Coordinators … – Collect/Review all data/materials and do our best to communicate information promptly n Detect early issues/concerns before advisors inform us – Track the process for initial eligibility to make sure things are happening – consistently contact Academic Advisors asking for information regarding new requests or following up on incomplete current requests n If there are discrepancies, we need to correspond with Academic Advisors again to determine what the issue is n continually educate Academic Advisors about the rules/regulations, process, impact of inaccurate information

Advisor Training Sessions Semester Training Sessions with AAC n Starting Spring 07, training sessions with the CARS n Training sessions for individual colleges n Advisor Training Manual n New “eligibility” spreadsheet created n

Advancements … n n n Deadlines are being created and followed to allow for recovery time Information is more accurate As advisors become more familiar with “eligibility spreadsheet, ” information will be provided faster Spreadsheet is located on a secure server for “real-time” review of information Checklist for Incomings has been created for initial eligibility

EXAMPLE OF CHECKLIST *Was emailed out last Spring* *Updated version will be emailed today*

QUESTIONS? ? ?