1. On your marks, get set… Track your student athletes
Laura McKenzie and Lisa Lewis-Mangum
Idaho State University
July 31, Enrollment and Student Services Track
Coeur d’Alene, Idaho

2. Session Rules of etiquette
Please turn off you cell phone/pager
If you must leave the session early, please do so as discreetly as possible
Please avoid side conversation during the session
Thank you for your cooperation!
Coeur d’Alene, Idaho

3. About Idaho State University
14,000 Students
Currently on Banner Student 8.7.1
Went Live with Banner 8.1 in July of 2010 with final data conversion for entire student module in August of 2010
Argos from Evisions is our reporting tool
Average 450 – 500 Athletes
Coeur d’Alene, Idaho

4. Introduction
This session will cover how Idaho State University uses the athletic compliance module to track student athletes. We will cover how we set up the module to track NCAA requirements, how we provide academic advisors access to athlete data, how we limit athletes from dropping below full time, how athlete registration works, and how we extract data for and into the NCAA CA system.
Coeur d’Alene, Idaho

5. Agenda Basic Setup of the Athletic Tracking Module
Where we Track the NCAA ID
Assigning Athletic Advisors
Priority Registration Setup
How ISU ensures athletes take a minimum number of credits
Athletic Holds
State the main ideas you’ll be talking about and itemize all topics you plan to talk about.
Coeur d’Alene, Idaho

6. Agenda Continued Transcript processing
Extracts and Uploads to the CA System
Reports Available to our Athletic staff
Go Over “things” we did not expect
Processes we want to build or improve in the future
State the main ideas you’ll be talking about and itemize all topics you plan to talk about.
Coeur d’Alene, Idaho

7. Basic Athletic Module Setup
Use the Section Header Master Slide for topic transitions.
Coeur d’Alene, Idaho

8. Athletic Compliance Form - SGASPRT
Use this area to elaborate on each talking point.
Coeur d’Alene, Idaho

9. SGASPRT – Compliance Tab
STVACTC – Validation table for sport codes
We start our Men’s sports with ‘M’ and Women’s sports with ‘W’ to make them easier to search
STVSPST – Sport Status Codes
Active, Inactive and Reportable but no Participating
STVELIG – Eligibility Codes
Active, Quit, Transferred, Graduated, etc.
STVSAEL – Athletic Academic Eligibility Codes
Track student by Eligible or not and if not reason (24 credit hour rule, percent completion etc.)
Coeur d’Alene, Idaho

10. Competition Sub-Tab of SGASprt
Athletic Competition Reasons - STVSARE
Coeur d’Alene, Idaho

11. Attribute Sub-tab of sgasprt
STVSATT – Athlete Attribute Validation
ISU does not use athlete attributes
Coeur d’Alene, Idaho

12. Comments sub-tab of sgasprt
Free form comments
These comments are subject to review under FERPA
Coeur d’Alene, Idaho

13. Athletic compliance inquiry - SGISPRT
You may only query on a valid ID or sport, not both.
Coeur d’Alene, Idaho

14. Rolling athletic records using sgamspt
SGASPRT records can be rolled or updated on the SGAMSPT form.
You can select records by sport, status, eligibility, athletic eligibility, athletic attribute, athletic aid (yes or no), and if they used a season of competition or not.
The above criteria can also be updated during the roll of records.
Records can be selected using a population selection.
Letters can be sent via the communication plan module for athletes who have received new SGASPRT records.
Coeur d’Alene, Idaho

15. Other setup and processing
Use the Section Header Master Slide for topic transitions.
Coeur d’Alene, Idaho

16. Tracking the ncaa id of our student athletes
ID type of NCAA in GTVADID.
The ID is the entered on the Additional Identification tab of SPAIDEN
Coeur d’Alene, Idaho

17. Assigning advisors to athletes
Athletic Advisors are entered on SIAINST with a staff type of ATH (Athletics).
A custom job has been built to add all athletes as advisees to active Athletics Advisors. This job is run on a weekly schedule or can be triggered directly from Banner job submission.
Access to SGAADVR to self assign advisors is also granted so they can access the recruit records.
Coeur d’Alene, Idaho

18. Varsity athletic course registration
Athletes can register in a 1 credit Varsity Athletics Course Each Semester that is not available to non-athletes
The sections for these courses are set up on SSASECT with a Special Approval code of ‘IN’
‘IN’ in set up on STVSAPR
A permit code of ‘SPECIAL’ is created on STVROVR and set up on SFAROVR to have the ability to permit students into sections with the ‘IN’ Special Approval code.
The instructor of the course can give athletes permission to enroll in the section on an athlete by athlete basis OR
We wrote a term based custom script athletics can run that assigns an override to all athletes with an active SGASPRT record to the Varsity Athletics CRN for the semester.
Coeur d’Alene, Idaho

19. Priority registration setup
All athletes are allowed to register with the first registration group using a pin on SPAAPIN.
We set up a custom job to assign PINs to our Athletic population in Batch.
The GTVSDAX settings for Internal Code WEBALTPINA must be ‘N’ and WEBALTPINU must be ‘Y’
The pins are entered on SPAAPIN. They must have a process name of TREG
We use the term code as our alternate PIN code since we only have on level of priority registration.
Coeur d’Alene, Idaho

20. Priority registration continued
In the time ticket set up of SFARGTC we set up a rule that allows these students access to priority registration dates.
Coeur d’Alene, Idaho

21. Minimum credit requirements - sfamhrs
Coeur d’Alene, Idaho

22. Athletic holds We set up a unique hold type of AT on STVHLDD.
This hold only blocks registration activity
Coeur d’Alene, Idaho

23. Transcript Processing for Athletes
We print transcripts for the Athletic Department at the end of the term.
SHRTPOP is run using an athletic advisor ID
Transcripts are the run on SHRTRTC with Y parameter 1 for Transcript Population File.
Coeur d’Alene, Idaho

24. Extracts and loads to ncaa ca system
Use the Section Header Master Slide for topic transitions.
Coeur d’Alene, Idaho

25. Student extracts
CSV extracts were built and made available to our Athletic staff through our Argos reporting tool.
The staff extract the CSV then log into the CA system and upload for:
Student
Sport
End of Term
Coeur d’Alene, Idaho

26. Financial aid ca processing
Processes were put in place to compare CA data to our Banner data and alert staff of differences.
Custom processes were written to generate and upload information automatically to the CA system using curl processing for:
Cost of attendance
Grant in Aid
Award Data
Coeur d’Alene, Idaho

27. Reporting Use the Section Header Master Slide for topic transitions.
Coeur d’Alene, Idaho

28. Athletic Reports Book Pick List Class Schedule
4 different Roster Versions Each containing different information on Athletes
Progress Reports
Registration Activity
Midterm Grades
Coeur d’Alene, Idaho

29. Edit reports Athletes with transfer Credits Athletes without NCAA ID
Athletes without Insurance Waivers
Active Athletes not registered for the term
Persons in the Athletics module not yet accepted to ISU
Coeur d’Alene, Idaho

30. Wrapping it up
Use the Section Header Master Slide for topic transitions.
Coeur d’Alene, Idaho

31. Processes to build or improve upon in the future
We would like to utilize the faculty feedback feature to automate Progress Reporting for Athletics.
Advising Removal Script – a script that will remove athletics advisors if someone should leave the university.
Trigger that notifies Athletic Academic Advisors if an athlete changes their curriculum record.
Coeur d’Alene, Idaho

32. Additional Information
The following supplemental items have been uploaded in addition to this presentation.
ISU_Athletic_validation.doc – a detailed listing of our validation values
SZPAATH – Custom script that assigns athletics personnel as advisors for athletes
SZPUPIN – Custom process to add registration pins to athletes
SZPUOVR – Custom process to give overrides to all athletes for Varsity Athletics course each semester
Finaid To CA Sync Project Overview
SQL for our Student CA Extracts
Coeur d’Alene, Idaho

33. Questions & answers
Coeur d’Alene, Idaho

34. Thank You! Laura Mckenzie mckelaur@isu.edu
Lisa Lewis-Mangum
Coeur d’Alene, Idaho