New Electronic Matriculation Letter

Online Form Minimizes Paperwork, Streamlines Process

In response to membership feedback, the EC has streamlined the matriculation letter submission process in two significant ways: 1) Matriculation letters may now be submitted by any staff member listed on a member school’s EC Contact List, provided they attest to the accuracy of the information provided; and 2) compared to the interactive PDF historically available, the new online form links directly to student accounts, providing greater processing efficiency in both Indianapolis and on campus.

To access the new online matriculation letter, log in to the Membership Portal and click on the Resources tab. The Matriculation Form link is located in the Eligibility Center Forms section of the right-hand column. You can also access the electronic matriculation form by hovering over the Resources tab and selecting “Matriculation Form” from the available dropdown.

Please note: The Eligibility Center will continue to accept matriculation letters using the old PDF form uploaded via the Membership Portal until further notice. However, best practice is to utilize the new electronic version.

Student Records Submission Procedure

Understanding Processes to Help Your Recruits

Do you have recruits who need to submit academic records for their amateurism certification? There are three options for submitting student documentation:

NCAA member schools may upload academic records via the Membership Portal using Upload Documents option, located in the Resources drop-down menu. Any submission of academic records via the Portal must include an Academic Record Submission Form. Otherwise, the Eligibility Center will mark the submitted records as unofficial.
Students can ask their secondary schools to email copies of their academic records to ec-processing@ncaa.org from a school-registered email address associated with the secondary school.
Under COVID-19 relief policies, students are temporarily permitted to submit their records and translations to ec-processing@ncaa.org. These submissions must be mailed directly from the email address the student uses when logging in to their Eligibility Center account. Please ensure the student includes their name and NCAA ID in the subject line.

Please note: This policy will sunset April 30, 2024. Watch for additional information on the sunsetting of this policy in future issues of this newsletter.

Understanding Eligibility Center Account Types

Helping recruits understanding which Eligibility Center Certification account is required for Division III is a critical step in the amateurism certification process. To help recruits and compliance administrators understand the process, a number of resources are available.
Your primary resource is the Amateurism Certification FAQ Resource. This document reviews commonly asked questions from compliance administrators and student-athletes about Division III NCAA requirements.

Another great resource is the Division III Amateurism flyer. Save the link (on.ncaa.com/DIIIAmat) for reference or for sharing with your recruits. This resource assists your recruits with understanding the process and NCAA requirements for Division III athletes.

Additional Division III Resources

As a reminder, additional resources specific to Division III are available on the Membership Portal's Division III section. These resources are great for recruits who need to better understand Division III requirements and are specific to the needs of the Division III community. Also, be sure to check out the newest resources in the New Website Resources section of the Portal (located in the top-left corner).

Have questions not answered in our resources? Contact our customer service team at 877-544-2950. Phones are open Monday-Friday from 8:30 a.m.-5 p.m. Eastern time.

DIII Membership Advisory Group: Call for Members

Interested in sharing your experience with the Division III amateurism certification process and providing input on Eligibility Center efforts? We are looking for Division III Membership Advisory Group members for the 2024-25 cycle!

Advisory group membership requires a two-year commitment with quarterly one-hour virtual meetings. Members serve a critical role for the Eligibility Center, providing insight and information that enables our staff to better support member schools. Click here for a list of current membership advisory group members.
To apply, please submit a resume and 500-word statement describing why you would like to serve as a member of your division's Membership Advisory Group to ecupdate@ncaa.org. Entries must be submitted by 11:59 p.m. Eastern time, Friday, October 20. Learn more at on.ncaa.com/MIAG_App. Members will be announced in the January 2024 newsletter.

Eligibility Center Webinar for DIII Compliance Administrators

Registration open!

On Wednesday, October 11, 2-3 p.m. Eastern time, the Eligibility Center will be hosting a webinar for Division III compliance administrators. Click here to register for this live, interactive event! During this time, Erika Klages, Eligibility Center Assistant Director of Amateurism Review, will walk you through the Membership Portal and how you can use the Portal to track your recruits throughout the certification process. We look forward to seeing you online in October!

Member Attestations Due November 3

Attestations are now open for all member schools to complete. Division III schools need to complete the campus sexual violence-prevention component. All attestations are due November 3. As a reminder to all member schools, the campus sexual violence attestation requires members to attest they complied with the policy for the 2022-23 academic year.

For administrators to complete the attestations, they need their school's NCAA MyApps administrators to assign the courses to them in the NCAA Learning Portal. Instructions and other information on the attestation process can be found on the attestation page on ncaa.org. Questions about the attestation process can be sent to webhelpdesk@ncaa.org.

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