1. SACRAO 2016 Session T 2.01 Tuesday, February 9, 2016 Oklahoma City, OK

2. Session T2.01 Automating Student Athlete Progress and Eligibility Processes and Reporting at UT Austin Presenters:Shan Evans Kim Taylor

3. Agenda UT Environment Purpose of Process Old Process Development of New Process New Process Lessons Learned

4. UT Austin Environment

5. UT Austin Certifies 20 different squads Women’s BASKETBALL GOLF ROWING SOCCER SOFTBALL SWIMMING & DIVING TENNIS VOLLEYBALL INDOOR TRACK OUTDOOR TRACK CROSS COUNTRY Men’s BASEBALL BASKETBALL FOOTBALL GOLF SWIMMING & DIVING TENNIS INDOOR TRACK OUTDOOR TRACK CROSS COUNTRY

6. Purpose of Process

7. What is Athletics Eligibility Certification? Application of NCAA Bylaws: Full-Time Enrollment Five Year Clock Seasons of Competition Progress-Toward-Degree Continuing Eligibility Transfer Regulations

8. Old Process

9. Who is involved in the Certification Process? The Office of Admissions Athletic Student Services The College Dean’s offices The Office of the Registrar Athletics Compliance Office

10. The Office of the Registrar Key responsibilities: Review forms for accuracy & certify grades Apply benchmarks to the student-athlete’s academic record based on NCAA Bylaws 14.2, 14.4, and 14.5 Create and update eligibility reports Report Academic Progress Program ( APP ) and Graduation Success Rate ( GSR ) data annually

11. College Student Deans Offices Key responsibilities: Confirm the degree applicability of student-athlete’s courses Calculate the student-athlete’s percentage of degree for meeting NCAA benchmarks Complete the Satisfactory Progress (SP) and Percentage (%) forms each semester

12. When student-athletes are certified Certified for competition at beginning of fall Re-certified for competition mid-year in January Certify summer hours for progress-toward- degree as needed

13. Individual Student-Athlete Accountability – What are we certifying? Appropriate progression toward degree within five years of initial full-time enrollment Credit-hour and GPA minimums for each term of enrollment

14. General Eligibility Requirements for Practice and Competition Student - Athletes must be: – Enrolled in a full-time program of studies leading to a baccalaureate or equivalent degree Full-time enrollment monitored daily after the 5 th class day – Enrolled in a minimum of 12 semester hours

15. Credit Hour Requirements Eligibility for competition shall be determined based upon satisfactory completion of at least: – 6 semester hours of degree applicable credit during the preceding regular academic term in which the student- athlete has been enrolled full time at any institution – 9 semester hours of degree applicable academic credit during the preceding fall semester for football student- athletes – 18 semester hours of degree applicable academic credit since the beginning of the previous fall term or since the beginning of the institution’s preceding regular two semesters – 24 semester hours of academic credit prior to the start of the second year of enrollment

16. Progress-Toward-Degree Complete 40%, 60%, and 80% of their degree requirements upon entering their third, fourth and fifth years of enrollment, respectively Meet 90%, 95%, and 100% of the University G.P.A. standard (2.0 minimum) upon entering their second, third and fourth+ years of enrollment, respectively Good academic standing

17. Progress-Toward-Degree Academic Requirements Good academic standing 24 hrs. toward degree 18 hrs. towards degree (Fall + Spring) *6 hrs. per term Declare Major Percent of Degree 40/60/80 (based on 120 hr plan) Cum GPA per term 90/95/100 Start of Year 2Yes N/A 90% (1.8) Start of Year 3YesN/AYes 40% (48 hrs.) 95% (1.9) Start of Year 4YesN/AYes 60% (72 hrs.) 100% (2.0) Start of Year 5YesN/AYes 80% (96 hrs.) 100% (2.0)

18. Progress-Towards-Degree – Designation of Major Declare a major no later than the beginning of the fifth semester of full-time enrollment - Prior to the 5 th FT term, all coursework is countable and Satisfactory Progress form is not needed

19. Overview of Forms Athletic Student Services will generate the needed forms Dean’s Offices will complete the needed academic information Office of the Registrar will verify the information and certify final grades

20. Overview of Forms Major Designation Form (Designation of Degree Program) – used when a student-athlete is pursuing a degree but cannot formally designate for some reason % Form – Projection of % completion of degree applicable courses once current coursework is finished Satisfactory Progress Form – What courses will we be certifying, as determined at the beginning of each semester.

25. Development of New Process

26. Homegrown systems – python, webAgent, and mainframe Athletic Indicator System New student ERP Streamlining business processes Requirements gathering – Registrar, Athletics, Colleges

27. New Process

28. Athletics reviews and edits the forms Interactive Degree Audit run and files populated with student data and PTD from IDA Is a custom form needed? Create custom form Colleges review Satisfactory Progress form and make edits to course work info Athletics creates Satisfactory Progress and Percentage of Degree form new forms for current CCYYS AthleticsAthletics CollegesColleges RegistrarRegistrar Colleges review Percentage of Degree form and make edits hours info Registrar review Satisfactory Progress form and make edits to course work info Registrar review Percentage of Degree form and make edits hours info Grade Processing runs and populates actual grades earned on Satisfactory Progress form Y N Registrar certifies Registrar runs Eligibility Reports

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37. Lessons Learned

38. 13 years in the making Registrar focused, but collaborative ‘Under Athletics control’ Authorizations and workflow IDA integrations Logging

40. Questions??

41. How to contact us Shan Evans: shan.evans@austin.utexas.edu Kim Taylor: kim.taylor@austin.utexas.edu

42. Additional Links NCAA--Remaining Eligible: Academics www.ncaa.org/remaining-eligible-academics NCAA--Staying on Track to Graduate www.ncaa.org/student-athletes/current/staying-track-graduate UT Athletics www.texassports.com Office of the Registrar registrar.utexas.edu