NCAA Division I Committee on Academic Performance Policies and Procedures

Data Review

Review of NCAA Division I Academic Performance Program Data.

NCAA Division I Bylaw 23.01.3 and the NCAA Division I Committee on Academic Performance's policies and procedures require NCAA Division I Academic Performance Program (APP) data [Federal Graduation Rate (IPEDs), Graduation Success Rate (GSR), NCAA Division I Academic Progress Rate (APR) and Academic Performance Census (APC)] to be submitted for all NCAA Division I teams and all teams/institutions that are in the process of transitioning its membership to Division I and is subject to NCAA Division I legislation. All APP data submitted pursuant to Bylaw 23.01.3 must conform to the committee's policies and procedures. In order to ensure the uniformity and accuracy of submitted APP data, the committee will review APP data submitted by selected institutions annually.

The NCAA staff and/or the NCAA Division I Committee on Academic Performance Subcommittee on Data Collection and Reporting will conduct all reviews of APP data.

Selection of Institutions for Review.

The staff/subcommittee will select institutions for data review based on the following indicators:

o Comparison of academic rates previously submitted;

o Warnings generated by the APP data collection program;

o Manual review of submitted data;

o Any data irregularities; and

o Random selection.

There are no specified guidelines regarding sample size or selection method. Individuals performing the data review will use an appropriate sample size based on professional judgment in the particular circumstances.

Notification.

During the fall of each academic year, the staff will notify in writing the chancellor/president of institutions selected for data review. The written notification will inform the institution of its selection and will provide an overview of the data review process and the initial request for documents.

Institutional Involvement.

Institutions, as part of the request for documentation, will be required to designate a primary and secondary contact. The primary and secondary contact must be full-time employees of the institution and must have the authority from the institution’s chancellor/president to respond on behalf of the institution.

Use of Outside Individuals or Agencies.

Institutions may involve individuals or agencies not otherwise employed by the institution on a full-time basis to perform functions associated with the review of APP data. In such cases, the institution’s personnel, designated contacts and/or chancellor/president must review and verify the accuracy of all responses and information before submission to the NCAA. Additionally, the institution’s personnel, designated contacts and/or chancellor/president must sign off on all responses and submission to the NCAA that require a signature.

Scope of Review.

The Data Review Guide includes all areas that are subject to review. The individual conducting the review will determine which of these areas to include in the review. Depending on the circumstances, the reviewer may choose to cover every area or limit the review to particular areas.

Preliminary Reporting of Findings.

After an institution receives notification that its APP data has been identified for review, the institution has four weeks to submit all documentation and information requested with the notification of review.

After receipt of the documentation, NCAA staff will notify the institution in writing the extent of the review, including but not limited to areas to be reviewed, the sample and any additional documentation the institution must submit. All additional documentation must be submitted within four weeks of receipt of notification.

After receipt of all remaining documents, the NCAA staff will complete its review and will determine whether an on-campus review of the institution’s APP data is necessary. If an on-campus review is required, the staff will inform the institution of the scope of the review and any documents that the staff will need to review on campus to complete the review.

The staff, after reviewing the documents submitted by the institution or after completing the on-campus review, will submit a preliminary report summarizing the findings of the review to the respective institution. The institution may submit a written response to any or all of the staff's findings in the preliminary report. The institution must submit its response within four weeks of receipt of the preliminary report. The staff or subcommittee will not consider any response received after this period.

The staff is permitted to extend the period for the institution to respond to the preliminary report based on the individual circumstances presented by the institution.

Final Reporting of Findings.

After receiving any institutional response to the staff's preliminary report, the staff will prepare a final report summarizing its findings. The staff, within six weeks of receipt of the institution's response to the staff's preliminary report, will submit to the subcommittee the final report and the institution's response to the staff's preliminary report. If the institution does not provide a response, the staff will submit its final report 10 weeks after the date the institution received the staff's preliminary report.

Subcommittee Review.

The subcommittee will review the final report and any applicable institutional response. After reviewing the final report and institutional response, if provided, the subcommittee will provide the institution with a final report that will include recommended and/or required actions for the institution.

The subcommittee may recommend the institution take any or all of the following actions:

o No Action Required. Based on the results of the review, the subcommittee considers the institution's APP data to be in substantial conformity with applicable NCAA legislation and the committee's policies and procedures and the institution is not required to take any action regarding its APP data.

o Recommended Action. Based on the findings of the review, the subcommittee considers the institution's APP data to be in general conformity with applicable NCAA legislation and the committee's polices and procedures, but recommends the institution implement steps to ensure that the institution's APP data remains in conformity with all applicable legislation and policies and procedures.

o Required Action. Based on the findings of the review, the subcommittee does not consider the institution's APP data to be in conformity with applicable NCAA legislation and the committee's policies and procedures. The institution is required to take one of the following actions:

· Make required changes for data submitted in the future;

· Amend previously submitted data; and

· Amend previously submitted data and make required changes for data submitted in the future.

If the institution fails to take the required action within the stated period, the institution's data will be considered invalid and the institution will be considered to have not submitted APR/APC and/or IPEDs and GSR and will be ineligible for any NCAA championship or bowl game until the required action is taken.

The subcommittee's recommendations are final and are not subject to further review. The subcommittee will provide the committee with an aggregate report of its findings and recommendations on an annual basis.

Required Changes to Submitted Data.

If one of the required actions the institution must take based on the recommendations of the committee is amending previously submitted data, any resulting change to the institution's APR and/or GSR will not affect the status of any previously earned contemporaneous and/or historical penalty.

Rules Violations

The staff and/or subcommittee will advise the institution of any information discovered during the review concerning possible violation(s) of NCAA legislation that may affect the accuracy and/or integrity of the institution’s APP data. The staff and/or subcommittee will also advise the institution of its obligation to self-report violations. The subcommittee may delay issuing all or part of its final report until the institution has determined whether a violation has occurred and the effect, if any, the violation has on the institution’s APP data.

The staff and/or subcommittee may refer potential violation(s) of NCAA legislation that may affect the accuracy and/or integrity of the institution’s APP data to the NCAA enforcement staff for review. If the staff and/or subcommittee refers a potential violation to enforcement, the subcommittee may delay issuing all or part of its final report until the institution has determined whether a violation has occurred and the effect, if any, the violation has on the institution’s APP data.