MEMORANDUM

June 15, 2004

TO: NCAA Division III Chief Executive Officers.

FROM: Phil Creighton, chair

NCAA Division III Financial Aid and Awards Committee.

SUBJECT: 2004 Division-Wide Pilot of the Financial Aid Annual Electronic Reporting Process and the Financial Aid Data Management System.

As you may recall, key individuals at your institution received a memorandum dated May 14, which provided an update of the financial aid annual electronic reporting process (2004 Convention Proposal No. 56) and other important information regarding the 2004 division-wide pilot (e.g., the parameters of the process; the timeframe for data submission; the Web cast tutorial available on the NCAA Web site at; http://www1.ncaa.org/membership/governance/division_III/docs/financial_aid_review_taskforce/financial_aid_task_force and the one-time honorarium for participation). Please note that the information included in this memorandum is a checklist of the CEO’s duties for preparing his/her institution for the division-wide pilot.

1. Data Submission. Your institution may begin submitting data during a five-month window from June 15 through November 1. You may request the honorarium of $1000.00 for your institution’s participation in the pilot once the final submission of financial aid data is forwarded to the NCAA by the November 1 deadline.

2. Username/Password. Attached to the end of this memorandum is your institution’s username and password for access to the Financial Aid Data Management System (FADMS). Please forward this information to the individual(s) on your campus responsible for completing the review process. A user’s manual is available through FADMS to assist these individual(s) during the division-wide pilot.

3. Student-Athlete Cohort. Please notify the athletics department of their role in the process. The athletics department is responsible for compiling a list of all student-athletes who entered your institution and participated in NCAA sponsored sports in the 2003-04 academic year. The student-athlete will be identified by the sport in which they

participated. The list will then be forwarded to the individual(s) on your campus responsible for completing the review process. A student-athlete is defined as an individual who is listed on the institution’s official sport roster on or after the first scheduled contest or date of competition in the NCAA Championship segment.

4. Web cast Tutorial. We recommend that the individual(s) on your campus responsible for completing the review process observe the Web cast tutorial available on the NCAA Web site at http://www1.ncaa.org/membership/governance/division_III/docs/financial_aid_review_taskforce/financial_aid_task_force. The Power Point presentation that runs in tandem with the tutorial is also available at this site. We strongly encourage the individual(s) viewing the Web cast to print a copy of the presentation to review while watching the tutorial. The tutorial provides a basic overview of the functions of FADMS. Individuals with more in-depth questions about FADMS should refer to the user’s manual and/or contact Eric Hartung at 317/917-6222.

As outlined above, a number of departments on campus will work together to complete the review process. The committee strongly encourages your institution’s participation in the division-wide pilot. Planning at this stage will enhance your institution’s preparedness for full implementation in 2005. If you have any questions, please contact Eric Hartung, Susan Peal or Stephanie Quigg at 317/917-6222. Thank you for your continued support.

SQ/SSP:dsk

cc: NCAA Division III Directors of Athletics

NCAA Division III Directors of Financial Aid