hello everyone and thank you all for joining the primary and secondary contacts navigating the high school Portal webinar today my name is Amber vials I'm the assistant director of communications for the NCAA eligibility center and today I'm joined by my colleagues Brett Gordon and Bridget Goss a few quick housekeeping things to note before we get started of course yes this webinar is being recorded so while there's a lot of information we're going to cover today you will be able to go back and watch the recording at your own pace the email will also include a PDF of today's slide Deck with clickable links as noted on our previous slide you can hear us and hopefully you can see us uh but we can't hear or see you so please use the Q&A function to ask us any questions throughout today's webinar we have a full staff standing by ready and eager to answer your questions live so to start Brett will discuss what primary and secondary contacts are and we're also going to take a dive into the high school Portal navigation with Bridget Brett will come back on and discuss how to submit a fee waiver and then I'll come on and discuss resources now I'm going to hand things over to Brett Gordon the assistant director of customer service and he's going to discuss the first part of today's agenda thanks Amber so we'll start by talking about about your high school or District accounts primary secondary contacts so who are your school's primary and secondary contacts each school and district with an eligibility center account has one primary contact and one secondary contact and while it's the high school or District's decision as to who they would like to designate as their primary or secondary contacts we advise that that individual whoever it may be has ongoing access to curriculum student records and also the bandwidth to have ongoing engagement with the eligibility center typically a primary secondary contact would be a principal assistant principal superintendent assistant superintendent counselor registar um some individual uh with that title uh because typically they would have uh access to curriculum and Student Records probably asking yourself what are the responsibilities for a high school or District primary secondary contact UM depending on your account access and during this webinar will treat um account access uh as a cleared account status so if you do have that cleared account status you would be responsible for managing your high school's core course list uploading official transcripts and proof of graduation for current and former students attesting to fee waivers if requested responding to any task that was assigned to your high school's account um that has to do with a student's academic certification you'd be able to view student reports as well as update your school's contact information and again responsibilities may vary depending on your account status or whether your high school is part of a district within the eligibility center how you access the high school Portal you can visit eligibilitycenter.org and in the top right hand corner you'll see a tab that says High School administrators you'll click that and that will take you to the high school Portal login page and that uh as a high school or a district um that's how you would um navigate to the high school Portal um as far as high school account access goes each high school with an eligibility center account has one primary and one secondary contact login information is shared between contacts so each account uses one unique password again each High School determines what additional staff may have access to the account so yes while you do have a primary and secondary contact UM other individuals at the high school uh may be provided login information again um that's determined by the high school as to who who from the high school should have access to the account outside of the primary or secondary contacts you just want to note that again it is a shared password so whoever is logging into the account would use the same login information and to log in you would log in with your high school code your NCA high school code or Seb code as well as that unique password we talked about some high schools may have the same high school code in Seb code other high schools may have a different high school code uh compared to their Seb code but but again you'd be able to log in with either or and then you would log in with that one unique password that's shared between contacts similar to high school accounts District account access um you would also uh again uh visit that same page to log in um you would simply click login as a district instead of a high school and so each district with an eligibility center account has one primary and one secondary contact as well login information is shared between those contacts the district would determine who else has access outside of those primary and secondary contacts and logging in You' use that one unique password as well as a 4digit district ID that would be provided you to or be provided to you um by our high school review team if you do have a district account and um if you're unsure as to whether or not your high school is part of a district or unsure if your your district has an eligibility center account we had advised on reaching out to our dedicated line for high schools um we would be able to look into that for you and provide contact information or if you are a district that doesn't have account an account and is interested in setting up an account um you can contact our dedicated line for high schools as well so um districts do or can have accounts with the eligibility center so if your school district has you know quite a few high schools in it and those high schools share unified transcript unified curriculum and or a unified grading scale um then it may be beneficial um for your District dist to if you don't already have one to reach out to create a district account um just because that simplifies things a little bit if students um uh have attended multiple high schools within your District once we receive a transcript for one of those stud or from one of those high schools that would populate the transcript receipt date for each high school that that student has attended and also if you share curriculum if you have a unified curriculum then the district could manage the core course list for each High School within your school district so again if you're sure if you're in a district or if your district has an account feel free to reach out to our dedicated line for high schools and we'll be able to provide you with some of that information account access for new contacts so if you don't know who your primary secondary contacts are um you can look that up by visiting the high school Portal and simply searching for your high school you don't need to log in uh to view contact information that is accessible without having to log in so if you don't know who your primary secondary contacts are um you can search via the portal like I said if you need to gain access to your account let's say you're not a primary secondary contact you're new to the school um the former primary secondary contacts are no longer with the high school so they don't you don't have access to the account KNN at the high school is able to log in to change your contact information what you can do is submit either a High School contact change form or a district contact change form um that would be submitted for review you would indicate on that form who should be the primary contact the secondary contact UM at least when you're submitting the form would need to be either the principal for a high school account or superintendent for the district account um that information can be submitted for review what we would do once we receive that form is confirm via your high school or District website um your staff directory to confirm that both of those individuals appear on the directory and um we're able to validate that contact information so it's important when you are submitting that contact change form or District contact change form to ensure that your staff directory is up to- dat and accurate if we're unable to confirm the contacts on the form um based on your staff directory we would not be able to make updates to the account so very important that your staff directory is up toate and accurate and again you would only need to submit a High School contact change form or a district contact change form if you're completely locked out of your account and the current um primary or secondary contacts are no longer with the High School contact information can be changed once logged into the account and we'll get into that a little bit later in the webinar now I'm going to toss it over to my colleague Bridget who is going to start uh with the high school Portal navigation thanks Brett as a primary and secondary contact you play an important role in the initial eligibility certification process for your College Bound student athletes and that requires frequent engagement with the high school Portal our goal today is to highlight the information that can be found as well as the actions that can be taken in each High School portal portal tab Brett and I will be actively demonstrating the navigation of each Tab and providing practical insights into its functionality so let's talk about what we will be discussing today below you'll see a list of topics that we will be going over um I will start with the Home tab and the NCA core course tabs and then Brett will follow up with with the rest and just a quick heads up if you want to access this information want to share it with others you can find it in the high school Portal quick start guide um and if you have your phone handy you can go ahead and go right there scan this QR code and it will take you there but for now let's dive in and kick things off by talking about what you can find in the homepage of the high school Portal on the homepage you'll find a hub for staying in the loop with crucial news and announcements chances are you probably found out about this webinar through an announcement on the high school Portal another valuable feature is the option to Subs subcribe to a high school eligibility center newsletter and trust me it's a recommendation worth taking up it's filled with timely reminders quick tips and updates additionally right here you can also uh review or tweak your email settings and we want to make sure that you're receiving our announcements so let's take a moment check to make sure that our emails are not going to spam you can do that all on this page all right let's shift our Focus to the NCAA core course tabs when you're logged in and you hover over the NCAA courses you'll encounter six core course tabs each serving a unique purpose the my High School's list of NCA core course tab the status of updates submission history and decision emails tab are designed for viewing only and contain important information they submit updates to my High School's list and submit pending course documents tabs likely necessitate action on your end in the coming slides I'll summarize what can be found in each Tab and in some instance instances take a brief moment to jump in and show the actions in the high school Portal let's start with the my high school's NCA core course tab this is a view only page that is visible internally when you are logged in but it's also important to note that it's viewable externally meaning others can view as well on this tab you can find your school's account status your school summary your grading scale and core course information let's take a look at what this looks like on the high school Portal okay now that we're here on the My High School's NCA core course page I want to bring your attention to the following items the first thing that you'll see here is your high school's account status this indicates whether courses and proof of graduation can be used from your school the next section that you'll see is the high school summary this includes your school's address your primary and secondary contact information the L the date of your last core cours list update and I want to bring your attention to the high school information box sorry I just needed to look down at my notes the high school information box lists any information related to any online Blended or other non-traditional programs that have been reviewed at your high school so you will also see here that there are two programs that have been reviewed and it includes information about how these programs are designated on transcripts as well as if they meet NCAA core course legislation all of this relates to if courses can be used in the initial eligibility certification process the next section that we have here is grading scales if there's nothing here when you're logged in it means that there's no numeric scale or weighted grading scale on file if your school does apply Advanced weight to advanced level courses the eligibility center has the potential to add this weight um when you submit core courses for review providing that it aligns with NCAA grading scale guidelines and I'm going to go ahead and drop that information in the chat the next section that we have is the core course information section the core course requirement is put in place to ensure that students are taking College prepar college preparatory academic coursework that prepares them for four years at a university in this section you can view the status of courses that your school has submitted for reviewed here you will see that we have approved courses not approved courses archived courses pending individual review courses which we won't talk about much today and additional information required approved core courses can be used in student certifications it's important to make sure that you are looking at the notes as well as the max credit sections here just to make sure that um you understand if a course is duplicative when taken with another course because only one credit can potentially be awarded the next section that I want to talk about is the archived courses the archive section is a list of courses that you have indicated are no longer taught and these courses can still be used in the initial eligibility certification process it's important to just keep this up to date so your student athletes know what courses are currently being offered the next section I want to bring your attention to is the additional information required so if we designate a course as additional information required it's likely that we need additional documentation for review to determine whether the course set satisfies NCA core course legislation and criteria for review the courses that are listed in this this section are currently on hold so right now you'll see film literature and sports literature these courses can vary greatly from school to school so these courses courses are currently on hold and if no actions taken courses in this category can't be used in the certification process but if you would like to move forward with the review of these courses and have them potentially be approved you'll follow the directions on the screen by submitting pending course documents the next section or category of your core course list that I want to discuss is the not approved core courses these courses do not qualify and cannot be used in student certifications what's important to understand is that if we designate a course as not approved we also assign a reason code that provides more information related to that decision you can actually find out that information by hovering over the reason code here so for this example you'll see that English 2 is not approved which might sound a little bit weird but in this instance this school currently has English one and English 2 CP already approved on their core course list so this reason code says this course is not considered fore college prep and that was assigned because of the context of the school's list approved high schools can update their list at any time via the high school Portal unless you're part of a district that's notified as being an unified curriculum which we will demonstrate next as mentioned a major role of Prim in secondary contacts is to keep your core course list up to date unless you're part of that unified curriculum within the eligibility center the following two tabs relate to managing your core core course list and likely necessitate action on your end for these submit updates to your schools list this is where schools submit titles for the first time after they've received a decision but also where schools can submit updates to their existing lists the second type of core Course Review is but is submitting pending course course documentation so in some instances we can review courses on title alone and that happens by submitting updates to your list and in other instances we review core courses by reviewing the documentation that you've provided let's take a look at what the submit updates tab looks like in the high school Portal on the submit updates to my schools list tab you can add new course offerings archive courses that are no longer taught change the titles of existing courses if necessary and also add science labs to courses let's take a look at what this might look like so we are going to take a look and we are going to add a new course offering here in English so we'll click here the title that we are going to add is environmental lit another action that I want to take with my core course list is I would like to Archive a title so we're hoping to offer environmental lit next semester and we will be archiving graphic novels because that course is Will that course will be no longer taught so I will go find graphic novels and hit archive so we've archived a course and we've added a course the next section or the next action that I want to take and demonstrate is changing an existing course title so in this instance in social science I'd like to change the existing name for psychology so I will select change and over to the right I will select or I will insert the change title so in this instance we are going to call this abnormal psychology the content hasn't changed for the course we've just changed the name to be more specific the next thing that you can do in the high school Portal is you can add or remove labs to existing approved core course titles so in this instance you'll see that biology and chemistry are are approved on my core course list chemistry is marked as having a lab but but biology Isn't So to change that I will select change I will retype the name of the course and to the right I will select lab so you've seen how we add courses archive courses change titles and AD Labs if by chance you see that you are not able to take any action on a course so in this instance personal finance is not approved that means that you won't have the option to select change or archive and to find out more information about that decision you can go back to your core course list and help over that reason code so once I've made the updates to my list what what I will do next is I will go down here and I will continue to Next Step this will almost provide me with a receipt like um page of the actions that I've taken you can print it or screenshot it for your records just to kind of keep track at what you've done and then you continue to next step and you follow the directions to and you provide information regarding authorizing your cor course submission these will be this will generate a submission for us to review and it's usually reviewed within 24 to 48 hours but there's only two two two people who review core courses so I can tell you that it's often done a lot quicker than that as I mentioned earlier there are two different types of core course reviews the second part necessitates you uploading core course documents for view so on the submit pending course documents tab this is where you can upload course documents for review for courses that are listed in that additional information required section of your core course list you also can submit cor course documentation for review if you believe that one of the following not approved reason codes was misapplied let's take a look at what it looks like to submit pending course documents in the high school Portal here we have the tab where you can submit additional information for core courses it's important to note that you have 60 days from the decision to submit the information again as I mentioned often you can submit core course documentation for review if you believe the NCAA eligibility center staff misapplied a reason code or gave a a not approved decision that you don't agree with um after that time has expired though you must resubmit the core course via the core course submission process so what I would like to show you down here is these are the courses listed as not approved or as additional information required again you can find out more information when you hover over the reason code so in this instance film literature has been designated RC8 the course needs additional information and it's asking you to submit core course documentation for review this decision has been rendered within the last 60 days so the upload feature has the attach link here we'll go ahead and click that so for selected course title film lit um there's one opportunity to upload core course documents I recommend that you're uploading them in PDF form um sometimes people try to send us Google links and then they expire we don't have access so I would recommend against that and we ask for six documents but there's only space to upload five so hopefully you can combine one or two but in this area this is where we ask you to upload the following core course documentation for the course title listed above we need a course description a detailed outline of course content a flowchart showing where the course Falls in terms of broader Pathways within the department and then samples or copies of three major assessments or assignments to view examples of required documentation we have a link here and then there's also some special directions for submitting ESL courses and courses offered exclusively for students with education impacting disabilities so if you're uploading core course documents for those courses make sure to upload this but also I'm going to have somebody insert in the chat there's two new resources coures for you related to uploading core course documentation for review for these types of courses so now we are going to choose our files to upload for review in this instance remember we have film literature and I will update the course outline the course description and flowchart as well as the assignments and assessments then we we'll scroll down and if there's any information or if this course is related to a specific perspective student athlete we would like for you to click this and provide the student athletes information below so that we can speed up the initial eligibility certification process after you've done this you will go down and hit submit and follow through with the authorization tasks so before we move on I just wanted to provide a quick list of the required core course documentation um I know Brett mentioned this earlier that we recommend that a high school's primary secondary contact does have familiarity with curriculum but we also know that that's not always the case so this is something that you could potentially hand off to a teacher it includes the list of required documents and there are two tips or two things that I would like to bring your attention to First with the course description the outline in the assessments it's important to select documentation that clearly demonstrates what students are expected to know and do by the end of the course so in the example before film literature it would not be helpful to only upload a list of films that students will be watching in the course what we need is a unit-by-unit outline that outlines what students are expected to know and do at the end of each unit of study the second tip that I have for you is to select three major assessments that you think best demonstrate the rigor of the course oftentimes I think sometimes it's easy for schools to pick the most common assessments that they have the easiest access to but if I could give you one piece of advice it would be to pick the assessments that demonstrate higher level thinking the best another thing that I would like to bring up before we move on to the other tabs is information related to how core course decisions are rendered we render decisions using the high school Review Committee policies and procedures which is a publicly available document and approved core courses meet core course legislation and the criteria for review noted in specific disciplines for course contents and rigor of assignments this is outlined in appendix a which I've attached below of the high school Review Committee policies and procedures and we render decisions for courses submitted on top alone and for courses submitted with documents we render those decisions using this High School Review Committee policies and procedures so anytime we designate a course potentially is not approved the reason code will directly tie back to the hsrc PMP the next two tabs that I want to bring your attention to are new this year and I'm really excited about them the first is the submission history tab this is where you can review your corpor submission history for titles submitted for review you'll be able to see the title that was submitted the decision that was rendered and then on the right hand column you should see if documentation was uploaded or not uploaded for review um it's important to note that this is not your official core course list so make sure that when you're advising prospective student athletes that you're directing them to that core course list which is the official record the next tab is the decision email tab this is where you can review core course decision emails that have been sent to your primary or secondary contacts some serveice notific ations letting you know that your core course submission has been processed While others contain important information for example if you have uploaded core course documentation for film lit and we didn't get everything we might redesignate the course's additional information required in that email we would include the information that we would need from you and the same can be said for if we designate a course is not approved after reviewing core course documents so sometimes these are notifications but at other times they have important information and the ones that are just serving as notification should be collapsed in your inbox while the ones having customized tailored information should be expanded for you to review all right now I'm going to hand it off to Brett who's going to follow up with submitting fee waers thanks Bridget so prospective student athletes who register with the eligibility center may be eligible to have their registration fee wav due to any type of economic hardship so if a student is unable to pay the registration fee for their account there is an option in the payment section uh to indicate that they would be eligible to receive a fee waiver if a student requests a fee waiver you would be able to log in and view um your fee waver report to both review and potentially approve that fee waver request for the student it's important to note that um if a student meets any fee waver criteria and has not attended a US high school so we're thinking International only students or students who were homeschooled if those students uh request a fee waiver there would be a task assigned to your account or to their account with the fee waver confirmation form um but if those students uh have indicated attendance at a US High School um it would be the US High School uh that would be required to approve that fee waiver on their behalf we do have a tutorial as well that we can drop into the chat um but with that said what we can do now is dive right into the portal and walk you through how to view fee waiver requests as well as approve fee waiver requests so we're in the high school Portal what we can do to review those feed requests is select the submit a fee waver Tab and this will take us to our search page where we can enter um uh either specific search criteria or general search criteria uh we advise that it's best practice to to search by graduation year only that way it populates a list of students from that specific graduation year who have requested a fee waiver so uh for this this example uh what I'll do is go ahead and select the 2024 graduation year and select go search and that will pull up like I said a list of students from that graduation class uh who have indicated attendance at your high school and have requested a fee waiver so I see that uh we have one student here who has requested a fee waver and if you are curious as to what the fee waiver requirements are you can click this hyperlink here and that will take you to one of our uh very useful and informative eain articles and what we can do is just drop a link to those requirements in the chat as well but if I want to uh well if I've confirmed yes the student has met uh fee waiver requirements what I can do uh to approve the fee waiver for the student is simply select to the left of the ID here I will verify that the student has met the criteria for our EC fee waiv requirements and then I'll just add my contact information so I'll go ahead and input that now and that phone number that I typed uh just for your reference is the direct dial number to our dedicated line for high schools um we will share that later as well um but that is the number that you would want to contact if you have any questions so now that I've selected the student I verified I've had or I've entered my contact information I can click the submit a fee waiver for the student and uh what will appear here is uh essentially a receipt um just indic that yes that request has gone through and what we can do a little bit later in this webinar uh is show you how to review previously um uh reviewed and approved fee waiver requests next in the high school Portal navigation we will get into the high school info tab so on this High School info tab you can do any of the following you can update your contact info change your password you can view or update your PIN um your pin your five-digit pin is required uh when you reach out to our dedicated line for high school so uh that is important uh to keep handy um you can also view grading scales on file um you can update team info uh formally affiliate with or disassociate from a team view team submission status and then you can also view account and program review emails the team affiliation U may not be applicable um to your high school um if your high school is associated with a non-s Scholastic team I would advise reaching out to our dedicated line for high school for assistance and we can walk you through the process of formally submitting that non-scholastic affiliation with your high school that is required um from a recruiting perspective um specifically for um evaluations of live athletic activity so again if you think that's applicable to your high school um feel free to reach out to our dedicated line for high schools and we'll be happy to assist you I will say too that the eligibility center often reaches out via email proactively um to request student specific information from primary and secondary contacts when we're doing those type of projects primarily we're reaching out via email so it's important it's very important to keep your contact information up to dat and accurate just so when we are doing those proactive projects we know that we're reaching out to the correct individuals um and those correct or the primary and secondary contacts are receiving those messages some of them um are timely um so again it's just important that you keep your contact information up to date just so we know that you're receiving those types of emails with that said what we can do now is dive into the portal um just for a walk through of the high school info tab back in the high school Portal we can select the high school info Tab and once we do that you'll see a drop- down um uh of all those functions that you can do within this section so I'll highlight um a few important ones obviously number one is the update contact info um here is where you would if you are a new contact um the former primary secondary contact has left or is no longer in the role um here is how you would log in or once you're logged in here is how you would update that contact information um so again if I needed to make uh any updates to the primary contact information or the secondary contact information I can do that here again you'll just want to make sure uh that that information is up toate and accurate just so uh timely or in communication um specific to either your high school's account or specific spefic current or former prospective student athletes um is going to the correct individuals and and you're receiving that information so if I did need to make um updates to this contact information I could do that here going back to the high school info tab if I wanted to change my password uh I would do that by selecting this link here if I want to view or update my pin I can do that here again as I said a pin is required when contacting our dedicated line for high school so important to keep that PIN handy if you ever need to update it right now U my high school's current pin is 1 2 3 4 5 if I wanted to update that I can simply do so uh by adding my new PIN here again it's five digits oops want to make sure they match and I can update my pin and then you just again get that confirmation that the pin has been updated another important um section here in this tab is uh the grading scales tab if your high school has uh multiple grading scales on file that differ um you know uh between uh academic years that's where you would view this information so just from our historical perspective um in terms of uh what grading scales are being used for students academic certifications you'd be able to view that information here and if you do need to update your high school's grading scale uh or if you have a weighted scale that currently isn't on file um we do have a link on our resources page that would walk you through that process and what we can do as well is drop that in the chat another important piece uh in this High School info tab is the account and program email section so um any email uh that is specific to either your account review or a program that has been reviewed uh at your high school that information would be stored here so if you are a new contact and you're um just sort of trying to catch up to see you know what programs have been reviewed previously um if any program was not approved you'd be able to um see why that program was not approved so we can scroll down and we see again any email that has been sent specific to a program review so previously um our high school has had BG or BG Prep Academy um that was uh obviously part of our account review process so we see um based on that review um our account is cleared um if we had any type of um programs that needed to be reviewed so online program for example um those uh information regarding those reviews could be found here so if I want to see why um for example BG virtual a non-traditional program was reviewed and not approved um I can click show more and again this would have been the email that was sent to the primary and secondary contacts at the time explaining um the rationale um for the decision uh that was made regarding this program next we'll talk about the tasks tab so our high school review team routinely assigns task uh tasks to high school accounts and District accounts requesting additional information needed to process students academic certifications so anytime um you know for example there's a designation that would appear on a transcript if we don't know what that designation means what we would do is assign a task to the high school or the district just for clarification as to what that information is is meant to represent so on the tasks tab you can review any open or completed tasks that have been assigned to your account um anytime a task is assigned the primary secondary contacts would receive a task notification email so again it's very important to keep your contact information up to date and accurate just so you're receiving those emails and you know that a task has been assigned to your account um but again uh if a task is assigned um it's best to um try to complete that um uh you know as soon as you can just because there could be a current former or current or former student impacted um by a lack of response so in terms of nav navigating the task tab what we can do now is hop back into the high school Portal and walk you through that process so back in the high school Portal if we would like to view um open tasks or tasks that have were previously assigned and completed we can select the tasks Tab and again this will take us to any open task uh that's currently outstanding in your account uh as well as any task um previously assigned and completed by your high school so currently we see that yes we do have one open task it looks like our high school review team is requesting specific information about a course designation so what I can do in the message column I can click show more and we can see okay um additional information is needed about this olp designation appearing on um the high school's transcript and we can see that this is impacting at least one current or former student from the high school so in order to respond to this task what we can do is in the response column select click here to upload documents and this would take us to our upload page again the information that's being requested in the task uh once again is just highlighted on this page so best practice would be to copy this information and paste it into a Word document and then address each of those bullet points um just so you know you're providing all of the information that's being requested if um not all information is uh required is is provided or if additional clarification is needed um once you respond to this task and our high school review team reviews your response there could be an additional task assigned again if there was clarification additional clarification required or if not all of the information requested was provided so I've done this previously I have my response ready to go so I can scroll down and select choose file that will I will then um Locate that document on my desktop I have that here task designation response I'll open that up I'll select upload yes I'm sure and you will get this confirmation that um your documents have been successfully uploaded anytime you've completed a task um the typical service standard for review is about 10 business days um our high school review team can complete that review well within that 10 business days but there is uh typically a 10 business day service standard so during that time you just want to keep an eye on your email an eye in your account um because additional information may be requested so what we can do next um if we needed to we could go back to the tasks page um but what we'll do here is um continue on uh with our portal navigation and next we will talk about our student reports so on the student reports tab you can search student details as well as review submitted um previously submitted fee waivers like I had mentioned earlier so within the search student details um tab um this report would would um populate a list of all students who have registered with the eligibility center and who have indicated attendance at your high school um what you'll be able to do on this page um you'll be able to drill down similar to what you saw in the fee waiver section you'll be able to drill down um in search specific criteria but um like I said previously uh we recommend searching by graduation year only um because that would populate a list of students from your high school uh who have who have registered with the eligibility center indicated attendance and indicated that they would graduate in that Academic Year if for whatever reason you're unable to locate a student um that may be because of one of two things either that student has registered with the eligibility center and has not indicated attendance at your high school it could be that uh that student has created a profile account and then actually one more item the student uh may have just reported the wrong graduation year so in those instances you can leave all of the search criteria blank hit go search and that would generate list of every student um from your high school uh who has registered with the eligibility center had and has indicated attendance at your high school another important feature here in this Stu search student details report is the ability to upload transcripts um and once we get into the a live view of the portal the walkth through um we'll actually upload a transcript for a current and former student like I said you can upload transcripts so um we do in order for an academic certification to be attempted um we would need a transcript from each high school that a student attends um typically we request or we suggest that transcripts be uploaded um after the student completes their sixth semester of high school so uh they've completed their junior year and are heading into their senior year if we receive transcripts from each high school that a student has attended and that student has been activated to an NCAA schools institutional request list we would be able to attempt a preliminary certification for those students um so again uh we do advise that transcripts be uploaded at least uh by the conclusion of the student sixth semester but you are able to upload transcripts at any time so you can keep that in mind as well I will note here that uh transcripts again are required from each high school that a student attends for former students who are appearing on your report um you are able to upload a transcript for a former student if for whatever reason you have no record of that student attending your high school um or that student didn't attend long enough enough to earn greater credit at your high school you may upload a letter um in place of a transcript just explaining that and like I mentioned earlier um within this tab you'd be able to view the fee report and uh what you can do you can run this report to see p to review previously submitted fee waivers and with that said we'll get back into a live walkthr of the portal so we can select the student reports Tab and in the drop down the first option is that search student details so we'll click there we will search by graduation year only so we'll select 2024 and hit go search and now we see a list of students from um uh our high school who have registered with the eligibility center and have indicated attendance at your high school so just a few things to note here these different columns um the fee issue column um would indicate whether a student has a fee issue so um uh previously in the demonstration we approved a fee waiver for this student here um it can take um uh sometimes half an hour up to a few hours um for uh that to update once you've submitted that fee waver um your account updates when our system refreshes and our system refreshes every uh few hours so um if you submit a fee waiver for students and you see this here um no cause for concern um you just need to wait until that uh our system refreshes and again that takes place every few hours um the your high school transcript receive column that would just indicate whether or not we've received a transcript from your high school so you'll see for this student here um we're still missing a transcript from our high school for this student just below for Max we see in this column that um yes we've received a transcript from this high school however um you want to pay special attention to the all high school transcript received column so um for this student it shows received in this column not received in this column so if we're wondering why um those two things are are are different what we can do is select the students ID and that's actually going to populate a window and tell us uh what schools the student has actually attended so it looks like this student has attended multiple high schools and we're missing a transcript from their former school um and that brings me to a very important note here so your high school has the ability to upload transcripts for a different high school so for this student I can upload if I have an official copy of that transcript that uh our school received when the student transferred into the school we'd be able to upload that transcript um even though it doesn't belong to our school if you do that we just ask that you reach out to our dedicated line for high schools to let us know so that we can recode that transcript to the correct high school so again you can upload a transcript for a different High School you just need to notify us uh when you do that so that the transcript can be recoded so now we can actually take you through the process of uploading a transcript for a student so from our high school I see that Brett uh is missing a transcript so what I can do is Select uh that student's ID I can scroll down and just like we did um with the task uh sorry with the task response we'll select choose file to locate that student's transcript within our documents I see the BG Prep Academy transcript is here so I'll open that up and I will select upload and once you've successfully uploaded a transcript you'll receive a message here at the top just indicating that yes that transcript has uh been successfully uploaded so on the student reports page right now um there's to be honest very limited information that's provided and then something that we're well aware of and we're working on So within um or hopefully uh by the end of this year um we will have um some pretty exciting updates uh that will go live within your high school Portal specifically uh the ability to view uh students academic certifications if they've been attempted as well as any task that has been assigned to a students's account what you'll also be able to do is if you are uploading a transcript for a different High School you'd be able to select the high school for which you're uploading a transcript for that way you won't have to call us when you do that but again um those are exciting updates we're looking forward to uh being released later this year um in the meantime uh just want to reemphasize if you are uploading a transcript for a different High School uh that you give us a call so that that transcript can be recoded so also in the student reports tab is that fee waver report so if we want to get into the fee waver report we can select that and what this does is just allow us to review any fee waivers that had been submitted um within a designated time period so um we'll just search for the last 12 months and we can see any fee waver that has been submitted for a student on this report so again um we just submitted the fee waiver for this student recently um the fee waiver is currently showing as pending that will refresh once our system refreshes um and again that happens or takes place every few hours the next section of the portal is the my documents section so on the My Documents tab uh you'd be able to review any document uploaded in response to a task you'd also be able to review any core course document that was uploaded as part of the core Course Review process so with that said we can get back to a live look of the portal back in the portal we're here in the my documents Tab and as mentioned uh we can review any document that has been uploaded in response to or as part of the core Course Review process or we can upload or view any document that was provided in response to a task so um these uh columns are collapsible so if I want to focus in on the core course documents um I can just expand uh this section and if I wanted to if I was a new contact um and I wanted to see what was reviewed previously for a course uh I'd be able to locate that course here and in the document leak section I can click on that show document and that's going to populate the document that was actually uploaded as part of the review process for that course and you can do that for task documents as well so we see that um the task that we responded to earlier in this demonstration regarding the op designation if I wanted to view that response I'd be able to click show document and that would pull up the document that was uploaded in response to the task unfortunately at this time you wouldn't be able to view previously uploaded transcripts for students that's another feature that we're hoping to make available later this year um but again uh currently would not be able to uh review transcripts that have been uploaded um but TBD uh we're hoping again that uh that will be a an exciting update that we're able to share later on this year our last tab in the high school Portal is the account log Tab and on the account log tab you can review any timestamped um information regarding uh when you responded to a task um when you submitted a course title for review when you uploaded course Docs or when you uploaded transcripts um for specific students so if you ever have any question as to um when something was completed um you can visit that account log Tab and that's going to uh store every item that's taking place any action item that's taking place in your account um so it's essentially just a One Stop Shop to see um what occurred uh what the event was and then when that event occurred sorry when that event occurred um but uh that was our high school Portal navigation um so with that being said what I can do is um throw it back to Amber um and she's going to close things out for us Amber thank you so much Brett and now that Brett and Bridget have gone through high school Portal navigation let's talk resources so first on this slide you're going to see a QR code so if you have your phone next to you go ahead and scan that this is how you can subscribe to the NCAA eligibility center High School newsletter this will send directly from the EC to you to give you timely updates and reminders also listed here you'll see our most comprehensive resource for high school counselors that's our guide for high school counselors this covers everything that Brett and Bridget have gone over today in even more detail and also provides some really cool screenshots so that you and your colleagues can navigate through the process we also have listed our guide for the college-bound student athlete and just like the guide for the high school counselors this is a nice guide for everything student related uh we have a lot of parents who read this guide and of course I use it to help answer questions that student athletes ask us on social media all of the time but if you find that this guide is just a bit too thick and your students aren't reading it all the way through we've got you covered there is an initial eligibility flyer that is a simple front and back back sheet of one piece of paper that you can print in hand to your students and that's going to give them the basics of everything they're going to need to know for their own initial eligibility speaking of great opportunities for your student athletes we are hosting a free initial eligibility webinar for students so please scan this QR code here with your phone and share this message to your students this webinar will be Wednesday May 88th at 6:00 p.m. eastern time and it's okay if they can attend live just like you if they register for that webinar They will receive a recording of the webinar as well as a PDF of the slide Deck with clickable links we're now going to take a few questions live here so Brett and Bridget get ready but if you have any questions please use the Q&A function to ask us these directly of course we have Brett and Bridget but we also have a full staff standing by ready and eager to answer your question directly and while we do this if you've got your phone sitting next to you go ahead and get that out keep that out we have a few QR codes coming in these next slides this first one is a QR to our survey it's a quick two or three minute uh question survey just letting us know how we did today so that we can hopefully improve on future webinars and with that our first question Brett I'm going to come to you for this question this one is am I able to upload a transcript for a different High School yes um so if you have a student who transferred to your high school and you received an official copy of their transcript from their previous High School you are able to upload that through the portal um we just ask when you do that you give our dedicated line for high schools a call just to notify us so that we can recode that transcript to the correct high school thank you Brett and Bridget I'm going to come to you for this next question it's how do I know if my school is a part of a district that is an important question because if your school is part of a district you also need to confirm if your school is part of an NCAA eligibility center account that is registered as a district and that contact information is not available externally which I recognize that is very challenging but it fixes in the works so to find out if your school is in a district you would need to call customer service my best piece of advice is that if you are being pinged to do something as a primary secondary contact it falls within your review and to go ahead and complete the request thank you Bridget and that customer service number that she noted is on the coming slide so get ready for that Brett I'm gonna come to you with this next question this one says why am I not able to find a student on my student report so it could be one of several reasons um most likely uh the student either um has registered with the eligibility center but did not indicate attendance at your high school so what they would need to do is log into their account and add your high school uh as a high school attendant um they also maybe um potentially just created a profile account if that's the case they would need to transition their account to a certification type account or um maybe they did register correctly they have a certification account they indicated attendance at your high school and they just listed the wrong graduation year so could be any one of those three reasons thank you Brett Bridget coming to you for this one this is why is AP Computer Science approved approved at another local high school and not mine okay this is this one's a little bit interesting it's likely for this specific title that the course was incorrectly submitted an additional a lot of people have a misconception that the additional discipline is filled with um elective titles when really the titles that should be submitted for review in the additional discipline are limited to World Language comparative religion and philosophy so with this specific title if it were to be submitted an additional it wouldn't be able to be approved so I would check and make sure that you've submitted it in either math or science but this brings up a bigger question that sometimes schools will have courses listed as approved at their school but we're asking for additional information at your school and it's important to know that courses can vary greatly from school to school from state to state so if we ask for additional information or render different decisions it's because we're using the information that we have available and I would always suggest uploading core course documentation for aiew if you'd like to contest that decision thank you so much Bridget and while we get to a few more questions of course you're going to see our social media handles up on your screen so we are currently on Twitter Instagram Facebook and of course as of last year YouTube so if you have students coming to you with questions on which account type they need or how to how to request final amateurism certification we have videos on that now that you can just send them a quick link hopefully making your job a little easier and their lives a little smoother uh so go ahead and give us a follow give us a like on our social media and Brett I'm going to come to you with this next question this question is am I able to view previously uploaded transcripts unfortunately no not at this time you would have access to documentation that um was uploaded in response to or as part of the core Course Review process or a document that was uploaded in response to a task but at this time you would not have access to previously uploaded transcripts that is something that we or that is a feature that we hope to make available in the future um but at this time unfortunately no you wouldn't have that visibility thank you Brett we're going to take three more questions Bridget this next one is for you will I be notified if additional information is requested for a course good question so in some instances a task may be respond but you might not always get a heads up when the portal opens for uploading corkor documentation for review so that's that's why it's important after you've submitted your core course list updates and those updates have been processed that you're checking your core course list after you've received notification that your submission has been processed and then if you see the courses in that additional information required section don't worry there's that reason code that will remind you and there's directions there that will guide you to upload corkor documentation for review but you will not get an email saying the portal is open for corkor stock review so make sure that you're always referencing your core course list thanks Bridget this next question I can take this one says will you make this available to give to our District's counselers if so when of course yes this webinar is recorded and will be available in the coming days to everyone who registered so you can just give them a forward it will also be posted on our YouTube channel on our high school Portal resources page and of course we'll be listed in the next High School newsletter last question we have Brett I'm going to come to you on this one it's a great one to end with who we contact with questions yes so if you have any questions you can contact our dedicated line for high schools um that line is available Monday through Friday 8:30 a.m. to 5:00 p.m Eastern and the number that you would contact is 877 622 2321 and just an important note when you are calling uh if you do have specific questions about your high school's account or a students account you need to have that five-digit pin so make sure you're keeping that handy again thank you all for joining us today if you ever need our customer service team just know we are here to help so this last QR code here promis last one uh if you still have your phone out if you scan this what it's going to do is save the NCAA eligibility center directly to your cell phone as a contact so if you ever need us we're right there already saved you don't have to hunt down our number of course as as we've mentioned before we will email a recording of today's webinar to everyone who registered in the coming days day so if you think your colleagues would benefit from hearing this webinar you can just hit that forward button and send us all send us their way again my name is Amber vials and on behalf of my colleagues Brett Gordon and Bridget Goss if you have any questions please don't hesitate to reach out we're here to support you and your students as things change and questions arise thank you and be safe