MEMORANDUM February 22, 2016 TO: Operators of 2016 NCAA-Certified Basketball Events. FROM: The Enforcement Certification and Approval Group (ECAG). SUBJECT: Helpful Information to Provide to Coaches Registering in your Event(s). This memorandum is being sent to help you prepare the coaches participating in your event with meeting all of the NCAA requirements. The following pages include step-by-step instructions for the three essential processes that the coach(s) will need to complete prior to reporting to your event. Feel free to distribute this document to all of your participating/registered coaches. When sending, please distribute this information in a timely manner. Enclosures. SCP:cm
Transcript
MEMORANDUM
February 22, 2016 TO: Operators of 2016 NCAA-Certified Basketball Events. FROM: The Enforcement Certification and Approval Group (ECAG). SUBJECT: Helpful Information to Provide to Coaches Registering in your Event(s). This memorandum is being sent to help you prepare the coaches participating in your event with meeting all of the NCAA requirements. The following pages include step-by-step instructions for the three essential processes that the coach(s) will need to complete prior to reporting to your event. Feel free to distribute this document to all of your participating/registered coaches. When sending, please distribute this information in a timely manner. Enclosures. SCP:cm
Helpful Information NCAA-Certified Event Operators can Provide to Coaches Registering in their Event(s) Hover over the bullet you want to access below and you will be able to click the text to jump to that specific page.
1. General Information for Coaches.
2. Background Check Basic Information.
3. Instructions for completing the required background check with Verified
Volunteers.
4. Instructions for completing the required “NCAA Eligibility” educational
course.
5. Instructions for registering your team in the Basketball Certification
System (BBCS).
Contact the NCAA Enforcement Certification and Approvals Group Website: ncaa.org/ECAG Email: [email protected] Phone: 317-917-6322 Fax: 317-917-6073 letters: Post Office Box 6222, Indianapolis, IN 46206-6222 packages: 1802 Alonzo Watford Sr. Dr., Indianapolis, IN 46202
Enforcement Certification and Approvals Group (ECAG) www.ncaa.org/ECAG p: 317-917-6322 | f: 317-917-6073 letters: Post Office Box 6222, Indianapolis, IN 46206-6222 packages: 1802 Alonzo Watford Sr. Dr., Indianapolis, IN 46202
COACHING IN AN NCAA-CERTIFIED EVENT? Prior to participating in an NCAA-certified event, team coaches must submit a team roster to the NCAA and each coach on the team must complete the background check and educational course online. You will need to do all three (3) of the following ON SEPARATE WEB SITES!!! All information you need to know in order to participate in an NCAA-certified event can be found at www.ncaa.org/basketballcertification. BACKGROUND CHECK Verified Volunteers (VV)
EDUCATIONAL COURSE “NCAA ELIGIBILITY” NFHS Learn
TEAM ROSTER NCAA Basketball Certification System (BBCS)
Coaches have to go to the Verified Volunteers (VV) website to apply for the background check. Background checks submitted in a non-event month will have a base fee of $50.00. Applications submitted during a month when NCAA-certified events occur will also be charged a $50 penalty/late fee resulting in the total base cost being $100.00. Additionally, some states and/or counties charge a fee to access your records. You will be required to pay these pass-through fees when you complete your transaction with VV. These fees will be paid to the state/county and cannot be avoided.
• Applicable counties: Several counties in Arkansas,
California, Florida, Louisiana, Michigan, Mississippi, New Hampshire, Nevada, New York, Ohio, Tennessee, West Virginia, and Wyoming.
• Applicable states : Colorado, Maine, Montana, New York, South Dakota, and Vermont.
• To view applicable fees: County and State pass-through fees. County fees are on pages 1-3. State fees are on page 4.
APPLICATION: To complete: Go to: http://verifiedvolunteers.com/NCAAScreening
Click: the US or non-US link Complete: Application questions. Submit: Payment Wait: For processing. Usually takes 3-5 business days.
CONFIRMATION: You WILL receive an approval email from VV, but you can also log back in at any time to check the status of your application. YOU DO NOT NEED TO KNOW YOUR NUMBER.
The educational component is no longer included as the 10-question test given during the background check application. Instead, you will have to take the new educational course on a separate website. If you completed this course in 2014 or 2015, you DO NOT have to take it again this year. ECAG will not verify whether you have previously completed the course so if you are not sure, please take it again
APPLICATION: To complete:
Go to: http://nfhslearn.com Click: Register at top of page Complete the registration Click: Courses Enter “NCAA” in the search box Click: Order Course” and complete the checkout process. It will appear as though you are purchasing the course, but once you get to the checkout screen, you will see it is FREE. Complete: The course.
CONFIRMATION: You will receive a certificate of approval once the course is completed. You DO NOT need to notify the NCAA that you have completed the course; the NCAA has the ability to pull a report and verify that all coaches/operators have done so.
The coach must either enter the team roster OR be listed as an assistant coach on a team roster in the BBCS. The roster MUST include all coaches and athletes with accurate contact information. The last step requires you to “opt in” to the events that the team will participate in to give that event operator access to the roster.
GO TO – BBCS http://web1.ncaa.org/BBCS/exec/login. CONFIRMATION - The NCAA does not approve teams, so you DO NOT get any kind of confirmation that the roster is entered correctly. However, if you opted in to the events you plan to attend correctly; those operators will have access to your roster and can see your team information from the event’s review form.
When the course has been completed, you will get a certificate like this:
ALREADY DONE THE ED COURSE? If you completed this course in 2014 or 2015, you DO NOT have to take it again this year. The Enforcement Certification and Approval Group (ECAG) will not verify whether you have previously completed the course so if you are not sure, please take it again.
Background Check Basic Info Operators and participating coaches have to go to the Verified Volunteers (VV) website to apply for the background check. Background checks MUST be done EVERY year. You cannot operate an event/league, coach or sit on the bench without a valid approval. Payment is required, which goes to VV for processing. Background checks submitted in a non-event month will have a base fee of $50.00. Applications submitted during a month when NCAA-certified events occur will also be charged a $50 penalty/late fee resulting in the total base cost being $100.00. Additionally, some states and/or counties charge a fee to access your records. You will be required to pay these pass-through fees when you complete your transaction with VV. These fees will be paid to the state/county and cannot be avoided.
• Applicable counties: Several counties in Arkansas, California, Florida, Louisiana, Michigan, Mississippi, New Hampshire, Nevada, New York, Ohio, Tennessee, West Virginia, and Wyoming.
• Applicable states : Colorado, Maine, Montana, New York, South Dakota, and Vermont. • To view applicable fees: County and State pass-through fees. County fees are on pages 1-3. State fees
are on page 4.
WARNING If you are not granted an approval number prior to your team’s participation, you will not be permitted to coach or sit on the bench. The team would then have to participate under the direction of another coach in your organization that has been approved, a coach from another team at the event that has been approved or someone on the event staff that has been approved. If none of these options are available, the team would have to play without a coach. NCAA staff cannot and will not waive the participant approval requirements. AND – If you wait until you get to the event to apply for the background check, you will pay a $50 late fee in additional to any other required fees and run the risk of still not getting approved in time to coach your team in the event.
APPLY EARLY!!! Do not procrastinate!
New Vendor Verified Volunteers is excited to partner with the NCAA to provide screening services to those who wish to operate a NCAA-certified event/league and/or participate in coaching activities at NCAA-certified events. You can watch a short video to walk you through the process with this link: https://vimeo.com/111907401 OR you can get started with this written step-by-step guide
The Application Process GO TO - http://verifiedvolunteers.com/NCAAScreening CLICK - The appropriate link: US, Canada or Other COMPLETE - Application questions. SUBMIT - Payment WAIT - For processing. Usually takes 3-5 business days. CONFIRMATION - You WILL receive an approval email from VV, but you can also log back in at any time to check the status of your application.
NEED HELP: For help with your background check application:
Step-by-Step Instructions – US Applicants 1. GO TO - http://verifiedvolunteers.com/NCAAScreening 2. CLICK - The appropriate link: US, Canada or Other
3. CREATE ACCOUNT - Create a username and password and enter your email address.
4. OPTIONAL CHECK BOX – If you check the box next to Set up Security Questions Now, you will be prompted to do so. (You can always go back and do this later).
5. CHECK BOX – to accept the terms.
6. SUBMIT. And your account will be activated and you can get verified.
8. You will be prompted to enter basic personal information used to process the background check.
9. You will be prompted to enter your current address and any other address for the past seven years.
10. You will be prompted to give consent to conduct the background check. The system will provide you with a Summary of your rights under the Fair Credit Reporting Act. You may print this document at this time.
11. You will also be prompted with a brief questionnaire.
12. You will be prompted to confirm the information that was entered is correct and provide payment for the background check:
Once you have submitted your order, an email will be sent to you with a receipt for payment. You may log back in at any time to view the status of your order or the completed report. NEED HELP:
For help with your background check application: Email: [email protected] or Call: 855-326-1860 - Client Code: 6024
4. CREATE ACCOUNT - Enter your email address and create a password.
5. CLICK: Create Account.
6. You will be prompted to confirm where you and the organization are located.
7. You will be prompted to give consent to provide your electronic signature during the process.
8. You will be prompted to enter basic personal information used to process the background check.
9. You will be prompted to enter your current address and any other address for the past seven years.
10. You will be prompted to
provide your date of birth and confirm whether you possess a U.S. issued Social Security Number
11. Based on your address history, you may be prompted to provide additional required forms which must be signed in order to complete your background check.
12. You will be prompted to confirm that the information entered on the previous steps is clear of any errors. If any issues exist, click the button to return to that step and make any necessary corrections.
13. You will be prompted before you exit to confirm whether you would like to receive instructions via email to retrieve your completed documents.
NEED HELP:
For help with your background check application: Email: [email protected] or Call: 855-326-1860 - Client Code: 6024
NFHS Learning Center Registration Process Go to: http://nfhslearn.com/courses/14000 Click: Register. Follow: The additional steps below. 1. Enter your email address and create a password. 2. Then click the Next button.
3. Enter your personal information. 4. Then click the Next button.
5. Identify yourself, add a photo (optional) and select your profile preferences.
Once Registered – Select Your Course 1. Click: The “Courses” button from the Learning Center bar at the top of your
Dashboard.
2. Look For: The FREE “NCAA Eligibility” course and... Click: The picture of the students.
3. Click: Order Course button.
4. Choose: Myself. Click: Continue.
5. View: Your Shopping Cart ( you will see there is no charge).
Select: Your state from the dropdown menu. Click: Checkout.
6. View: Your Order Receipt ( Again, you will see there is no charge). Click: The “Click Here” link on the receipt to begin.
7. View: Your Secure Checkout Order Form ( Again, you will see there is no charge).
Select: The acknowledgment box. Click: Continue.
8. Click: The “Begin Course” button and get started.
Complete: The course (watch the series of videos and take the tests).
Come Back Later? Don’t want to take it right away? Need to come back later? No problem.
When you are ready… Return to: http://nfhslearn.com/courses/14000 Click: The “Order Course” button. Enter: Your email address and password in the popup window that will appear. Click: Sign In.
Click: My Courses. You can always access your completion certificate from the "My
Courses" section of your dashboard. Click: The “Begin Course” button and get started. Complete: The course (watch the series of videos and take the tests).
What happens when you are done? Complete Survey: You will be asked for your opinions on the course. View: Notification of completion of course screen. Click: the button to Download Certificate button and print/save the certificate for your records.
Need to reprint your certificate? Return to: http://nfhslearn.com/courses/14000 Click: Sign In. Select: My Courses from the left-hand side of your Dashboard. Click: The Download Certificate button.
You DO NOT need to notify the NCAA that you have
completed the course; the NCAA has the ability to pull a report and verify that all coaches/operators have done so.
1. Access the Basketball Certification Online System (BBCS). a. If you have not already created a BBCS user account, you will need to create one, log in and
choose Coach. See: Creating a BBCS User Account.) b. If you already have a BBCS account, Login to BBCS with your user account with your username
and password and choose Coach.
2. Choose the Create Team Button and answer all questions that pertain to that team. Information for
each field is included below. Fields with an asterisk (*) are required in order to continue.
Team Name – Enter the team's name. If you will enter multiple team rosters that utilize the same organization name, it is suggested that you include the age or some other distinguishing characteristic to differentiate between the teams. Do not enter five teams with the exact same name. Include the season or an alphabetical, numerical or color description to distinguish one team from another.
Team's Official Address – Enter the team's OFFICIAL address and not the address of the person
accessing the BBCS. This should be the address where the team receives their mail. It may or may not be the same as the head coach. This is the address that will be utilized to determine if the adjoining state rule has been applied correctly. So, if the team organization is in Ohio, but the head coach and the majority of the team participants are in Kentucky, the team needs to have an official address in Kentucky where all business for that team is taking place. Otherwise, the team is considered an Ohio team.
Financial Support Questions – Answer the question in regards to the team's financial support.
3. Click the Save Button and you will be directed to the Team Summary page for that team. You will be required to enter information specific to the team including sponsorship, coaches, athletes and which events the team will attend.
Team Sponsors – if your team does not have any kind of sponsorship, skip this section. 1. Choose the Edit Sponsors Button.
BBCS STEP-BY-STEP INSTRUCTIONS Team Registration Page No. 2 _________
4. Enter the role of the sponsor. Be specific. Do not just enter "provide finances" or "provide product". You will need to identify amounts and specific provisions of the sponsorship.
5. Click the Save Button.
6. If there are multiple sponsors, repeat steps 2-5.
7. All sponsors that are providing funding or product need to be identified.
8. Once all sponsors are entered, use the breadcrumb links at the top or bottom of the page to return to the Team Summary in order to choose the next category. Using the breadcrumb links will not cause you to lose any information previously entered.
Team Coaches – all coaches must be entered in this section. Anyone travelling with the team in
a coaching capacity should be entered. 1. Choose the Edit Coaches Button.
2. Choose the Add Coach Button.
3. Enter the name and contact information for one of the coaches associated with the team on
the provided form.
4. Identify the Coach’s Duty (i.e., Head Coach, Assistant Coach, Defense Coach, Stats, Admin, etc.)
5. If known, enter the background check approval number for the coach. Note: ECAG will eventually enter the number and verify that the coach's name appears on the list of approved participants. If the NCAA staff checks the list and the name does not appear, a designation of "not on list" and a date will be entered in the field for the participant approval number. ECAG will periodically check for the name again and once the individual has been approved, the number will be entered AND the BBCS approved field will be changed to a Yes. DO NOT remove the "not on list" note.
6. Enter the Date of Birth for the coach. DOB entered should be for THAT specific coach.
7. Enter the last four numbers in the coach’s Social Security Number.
8. Click the Save Button.
9. If there are multiple coaches, repeat steps 2-6.
BBCS STEP-BY-STEP INSTRUCTIONS Team Registration Page No. 3 _________
10. Once all coaches are entered, use the breadcrumb links at the top or bottom of the page to return to the Team Summary in order to choose the next category. Using the breadcrumb links will not cause you to lose any information previously entered.
REMIMDER - Approval Verified by NCAA – This field can only be changed by ECAG. The Approval Verified by NCAA field is not an indication as to whether or not an individual has been granted a background check approval; instead, the BBCS Approved field is an indication that ECAG has verified the approval of this individual with the background check provider so that the event operator does not have to do so. This is not automatic and must be done manually by ECAG.
• Operators – ECAG will not process an Activity Application filed by an operator without
verifying that the operator has been approved.
• Coaches – This field will be an indication to event operators as to whether or not they have additional work to do prior to allowing an individual to coach in their event. The NCAA will work to verify as many coaches as is possible prior to the certification period. Coach procrastination and volume does usually prevent ECAG from verifying all coaches prior to the certification period; in which case it then becomes the event operator's responsibility to do so. If the BBCS Approved field says "YES", operators can allow the individual to coach without doing anything because ECAG has already verified him/her. If the BBCS Approved field says "NO", the individual may have an approval, but the operator will need to confirm that by checking the list of approved participants posted online prior to allowing him/her to participate. Note: A coach's ability to produce an approval e-mail OR a receipt is not a substitute for an actual approval. All participating coaches need to be verified by the NCAA OR appear on the list of approved participants on the background check provider’s website prior to participating. See: Access the Approved Coaches Link
BE AWARE – The updating the Approval Verified by NCAA field is NOT an automated process. An individual could have been granted a background check approval and still have an indication of NO in the BBCS. The list of approved participants on the background check provider’s website IS automated and once the background check is approved, the individual’s name will appear on that list immediately. Use the following links for assistance:
BBCS STEP-BY-STEP INSTRUCTIONS Team Registration Page No. 4 _________
Team Athletes – 1. Choose the Edit Athletes Button.
2. Choose the Add Athletes Button.
3. Complete the information for the athlete. At minimum, the name, address and telephone
number for each participant is required. It is also STRONGLY suggested that you enter the jersey number for the athlete.
4. NOTE: The contact information entered must be specific to the athlete and must be the
athlete’s legal address. The same address and telephone number cannot be provided for multiple athletes that are not part of the same family AND the coach’s demographic information cannot be submitted in lieu of an athletes.
5. Click the Save Button.
6. Repeat the above steps for each athlete.
7. To make changes to already submitted athletes, utilize the hyperlink formed by the athletes name to re-access that athlete's information. In order to make changes to an athlete's name or state, team coaches must contact the certification staff.
Team Events – 1. Choose the Edit Team Events Button.
2. You will be directed to a page that lists all of the NCAA approved events.
3. Select the check box under Additional Events for each event your team will be attending.
Doing so will allow these event operators to have access to your roster information for their coaches' packets and to fulfill the NCAA event review requirements for certification. [Note: The NCAA does not control what operators do with this information outside of the certification system.] Because the list is extremely long, you may want to search for the event by using the internet browser tools.
a. Hit the Ctrl Button on the keyboard and the letter F at the same time. A window will pop up.
b. Enter part of the event name. c. Hit the NEXT Button. d. Keep hitting next until you find the event you are looking for.
4. Click Save at the bottom of the page. DO NOT FORGET THIS STEP!!! If you do not
hit save, the event portion of your team registration is not stored and the event operator will make you go back and do it again.
BBCS STEP-BY-STEP INSTRUCTIONS Team Registration Page No. 5 _________
5. If you have successfully opted the team into events, the information for those events will
appear at the very bottom of the team summary.
6. Similarly, if you have successfully opted the team into events and you click the Edit Team Events Button, you will see the events that you have already selected and saved in the Opted-In Events section of that page. Other events that you can still chose to opt in to will appear in the Additional Events section.
Note: Opting in to an event in the BBCS does not register your team for that event. Coaches will still need to complete any registration required by that event's operator. Contact information for the event will be posted on the NCAA Web site: List of Certified Events and Leagues.
Need to opt out? Contact Information for Enforcement Certification and Approvals Group. If you later determine not to attend a selected event or have opted into an event by mistake and the staff can remove your team out of that specific event.
