FACILITATING LEARNING AND ACHIEVING GRADUATION · · 2017-02-02facilitating learning and...

FACILITATING LEARNING AND ACHIEVING GRADUATION

GRADUATION RISK OVERVIEW MODULE

AND SUPPORT SERVICES MODULE

WEB-BASED INSTRUCTION

MANUAL

TABLE OF CONTENTS Section No. 1: Getting Started ..............................................................................................1 Section No. 2: Home Page .....................................................................................................2 Section No. 3: Setup Screen ............................................................................................ 4-11 Section No. 4: Import Student-Athletes ....................................................................... 12-14 Section No. 5: Student-Athlete List Screen ................................................................. 14-16 Section No. 6: Student-Athlete Evaluation Screen ..................................................... 17-22 Section No. 7: Reports .........................................................................................................23 Section No. 8: Student-Athlete History..............................................................................24

NCAA Graduation Risk Overview and Support Services Instruction Manual Page No. 1 _________

Section No. 1: Getting Started. a. The NCAA’s Facilitating Learning and Achieving Graduation (FLAG) database, which

includes the Graduation Risk Overview (GRO) module and the Support Services module, is available via the following Web link:

https://web1.ncaa.org/GRO/exec/login b. The following login screen will appear:

c. To access the FLAG database, type a valid User ID and Password into the respective text boxes. The User ID is the institution's NCAA organizational ID and the Password is the institution's organizational password. These are the same organizational ID and password used to access the NCAA membership database. Then, click the Login button.

https://web1.ncaa.org/GRO/exec/login


Section No. 2: Home Page.

a. After entering valid login information, the Home Page will appear:

b. The Home Page provides buttons for the following options:

(1) Set-Up: The Set-Up function allows the user to specify benchmarks for certain

academic risk factors, add additional risk factors to the Academics or Personal History categories, add questions that do not contribute to the total risk score, set default responses to any risk factor for all student-athletes on a team, identify academic support services currently offered by the institution, and add additional academic support services that are unlisted but currently being used by the institution.

(2) Import from APP: The Import from APP button allows the user to import

student-athletes into the GRO module from the institution's most recent NCAA Division I Academic Performance Program cohort. [Note: The NCAA ID number must be entered in order to import academic data from the APP.]

(3) Import from File: The Import from File button allows the user to import student-

athletes into the GRO module from an existing data file (e.g., Word, Excel, text file).


(4) Import from Saved Dataset: The Import from Saved Dataset button allows the user to import student-athletes from a dataset that was previously created. Additional information on creating a dataset can be found in Section No. 8: Datasets/Data Rollover.

(5) Evaluate Student-Athletes: The Evaluate Student-Athletes button takes the user

to the Student-Athlete List screen, which shows a list of all student-athletes who have been imported to the GRO module and allows the user to enter, edit and review risk information, as well as available and selected academic support services, for each student-athlete.

(6) Clear Student-Athletes: The Clear Student-Athletes button will delete all

student-athletes and all data that the institution currently has stored in GRO. Previously saved datasets will not be cleared. [Note: There is a confirmation question before the information is cleared.]


Section No. 3: Set-Up Screen. a. The Set-Up Screen includes sections for the user to: 1) specify benchmarks for certain

academic risk factors (e.g., academic background, personal history, transfer status); 2) add additional risk factors to the Academics or Personal History categories; 3) add questions that do not contribute to the total risk score; 4) set default responses to any risk factor for all student-athletes on a team; and 5) identify available academic support services currently offered by the institution. The first time that an institution accesses the GRO module, the Set-Up Screen will appear as follows:

b. Academic Risk Factor Criteria. Institutions must specify the benchmarks for some of the

academic criteria within the GRO module. Based on national data of Division I student-athletes, recommended minimums for each risk factor are presented below. However, institutions may find that higher benchmarks are appropriate given the qualifications of


the student-athletes/student-body at the respective institutions and have the opportunity to modify the benchmark appropriately.

(1) High School Core Course GPA: recommended minimum of 2.600;

(2) School Cumulative GPA (cumulative grade-point average at current institution): recommended minimum of 2.600;

(3) School Term GPA (grade-point average from most recent term at current

institution): recommended minimum of 2.600; (4) SAT score: recommended minimum of 820; (5) ACT score: recommended minimum of 17. [Note: The ACT score used in the

GRO module is the composite score (scale of 1 to 36), not the cumulative total of the four subscores.]

c. Custom Risk Factors for Academics or Personal History Categories. Each institution has

the opportunity to add risk factors within the Academics and Personal History risk categories in the School Custom Risk Factor section of the Set-Up screen. Additional risk factors should be based on research at the institutional level that indicates the specific factor is an indicator of risk at that institution. [Note: See the Graduation Risk Overview User Guide for background information on the risk factors in the GRO model.]

To add a custom risk factor:


(1) Type the question into the text box. When adding an institutional custom risk factor, a "yes" response will add points to the student-athlete's total risk score. Therefore, the risk factor should be worded such that a "yes" response indicates the presence of risk.

(2) Choose a category by clicking on the arrow and selecting an option from the drop-down list:

(a) Academics – At-Entry: The entered question will appear within the

Academics section on the Student-Athlete Evaluation screen for all entering freshman and transfer student-athletes. When this factor is selected for a student-athlete, two points will be added to the student-athlete's overall risk score if no other academic risk factors have previously been identified.

(b) Academics – Continuing: The entered question will appear within the Academics section on the Student-Athlete Evaluation screen for all continuing student-athletes. When this factor is selected for a student-athlete, two points will be added to the student-athlete's overall risk score if no other academic risk factors have previously been identified.

(c) Personal History: The entered question will appear within the Personal History section on the Student-Athlete Evaluation screen for all student-athletes. When this factor is selected for a student-athlete, one point will be added to the student-athlete's overall risk score if no other personal history risk factors have previously been identified.

(d) Other Institution Questions: The entered question will appear within a separate category below the risk categories on the Student-Athlete Evaluation screen for all student-athletes. No points will be added to the student-athlete's overall risk score when this factor is selected.

(3) Check the Active checkbox. If the box is unchecked, the risk factor will not

appear on the Student-Athlete Evaluation screen and will not be included in the overall risk calculation.


(4) To add blank lines for additional custom risk variables, click the Add Question

button. d. Default Responses to any Risk Factor for all Student-Athletes on a Team. Institutions

have the opportunity to specify default answers to any risk factor. With this feature, the same response is automatically added to the record of each student-athlete on the specified team. For example, if an institution determines that a particular team is a high-profile team on its campus such that risk points should be awarded (under the Sport category of risk variables), the appropriate response can be added to all student-athletes on that team using the Set-Up Screen. To select a first default response to any risk factor for a sport, click on Add Sport and Question:

(1) The below window will appear. Click the arrows and select a risk factor and sport from the drop-down menus. Note that some risk factors are specific to entering or continuing student-athlete cohorts, as identified on the menu. Such factors must be entered for both cohorts in order for the selected response to appear for all student-athletes.

(2) Once the first risk factor and sport have been selected, additional factors and sports can be selected by clicking on Add Question or Add Sport, respectively. Add Question will display additional risk factors for the sports already added to the section. Add Sport will allow additional sports for the questions already selected.


(3) Risk factors and sports can also be removed by clicking on the Remove Question or Remove Sport button associated with the factor or sport to be removed from the list.

e. Once the desired set-up options have been specified, click Save at the bottom of the screen.

f. Mark Support Services Your School Currently Participates In. The Mark Support Services Your School Currently Participates In function allows the user to select the academic support services currently offered by the institution.

(1) Click Mark Support Services Your School Currently Participates In to view a

list of academic support services that may currently be offered by your institution.


(2) For more information about a specific academic support service, click the plus sign ( ) to the left of the academic support services name.

(3) The academic support service screen will expand and provide you with the opportunity to

view a brief description of the academic support service, the risk factor categories tied to the academic support service and/or recommendations for successful implementation. Additionally, you may add notes relative to the selected academic support service or add an academic support service that is currently unlisted. Click the plus sign ( ) to the right of the area you wish to view.


(4) Click the plus sign ( ) to the left of the academic support service name to collapse the

academic support services screen.

(5) Click the check box to the left of the plus sign ( ) by the academic support service name to add the academic support service. The system will automatically save the academic support service upon clicking the check box.


(6) Click Back to return to the Home Page.


Section No. 4: Import Student-Athletes.

a. The GRO module includes three alternatives to import student-athletes: import from the Division I Academic Performance Program (APP), import from an existing data file, and import from a saved dataset.

b. Import from APP. To import a list of student-athletes from the institution's most recent APP cohort, click on the Import from APP button on the Home Page:

(1) Select the sport(s) to import by clicking on the menu list. Select multiple sports to import simultaneously by pressing the Ctrl button on the keyboard while clicking on multiple sports. Note that all NCAA sports will be listed; however, data will only be imported for those sports offered by the institution and for which APP data has been submitted. If an institution has not submitted APP data for a particular sport, then no data will be imported.

(2) Once the desired sport(s) are selected, click the Import button. The Student-Athlete List screen will appear with a list of all student-athletes that the institution has entered in GRO.

(3) To delete one or more teams previously imported from APP, select the team(s) on

the menu and click the Clear Data and Import button. (4) Click Back to return to the Home Page from the Import from APP page.

c. Import from File. To import a list of student-athletes from an existing data file, click on the Import from File button on the Home Page:


(1) To import properly, files should be saved in plain-text format (.txt). A plain-text file may be generated from any spreadsheet or word processing program using the "Save As" feature. The data elements that should be included in the file are (in order): student-athlete's NCAA ID number, first name, last name, NCAA sport code (e.g., MBA = baseball), academic year (four-digit number, e.g., 2011) and student-athlete's status (F=Freshman, E=Existing, T=Transfer).

(2) Click on the Browse button and locate the file to be uploaded. Select the appropriate file and click the Import button.

(3) Once the import is complete, the Student-Athlete List screen will appear with a

list of all student-athletes that the institution has entered in GRO. If an error message is displayed, the import has failed for some reason, most likely because the file is not formatted correctly or not in the correct order. [Note: Additional instructions on importing a text file, a list of acceptable sport codes and a sample text file are available on the Import from File page within the GRO module].

(4) To reverse a previous text-file import (e.g., if the data does not appear to have

imported correctly, duplicate entries were created), click the down-arrow button next to Choose Past Import to Reverse. Select a previous import from the list, and click the Reverse Past Import button.

(5) Click the Back button to return to the Home Page from the Import from APP

page.

d. Import from Saved Dataset. To import a list of student-athletes from a previously saved dataset within the GRO module, click on the Import from Saved Dataset button on the Home Page.


(1) Click on the down-arrow and select a dataset from the drop-down menu. Click the Rollover button. [See Section No. 8: Datasets for additional information on datasets and data rollovers.]

(2) Click the Back button to return to the Student-Athlete List screen from the

Dataset page.

Section No. 5: Student-Athlete List Screen.

a. The Student-Athlete List screen appears after student-athlete data is imported, or by clicking the Evaluate Student-Athletes button on the Home Page.

b. The Student-Athlete List screen includes several options for editing data and managing student-athlete records, as described below.

(1) Sort student-athlete records: Student-athlete records can be sorted alphabetically by the student-athlete's last name, sport, total risk score and NCAA ID number. To sort, click on the up arrow or down arrow at the top of the respective column.


(2) Search student-athlete records: Student-athlete records can be searched by last

name, sport, total risk score, NCAA ID number, risk factors and support services. To search, use the Search field located in the upper right-hand corner of the screen. [Note: The search box allows you to view a selected group of student-athletes (e.g. if you select football only football student-athletes will be presented in the list.]

(3) Select student-athlete record(s): Individual student-athlete records can be selected by clicking on the checkbox to the left of the student-athlete's name. All student-athlete records can be selected by clicking All; all checkboxes can be cleared by clicking None.

(4) Add student-athlete record(s): Student-athlete records can be added one at a time

by clicking on Add Student. Student-athlete information can then be added using a new screen, shown below.

(a) Type the student-athlete's first name, last name, NCAA ID number (if known) and sport into the respective text boxes. Select whether the student-athlete is an entering freshman, entering transfer or continuing student-athlete by clicking on the arrow and choosing from the drop-down list.

(b) Once the student-athlete's status has been selected, the appropriate risk

factor questions will appear on the screen.

(c) If a student-athlete's NCAA ID number is not known, the user can import the NCAA ID number from the NCAA Eligibility Center. Enter the student-athlete's first name and last name and click on Lookup NCAA ID from Eligibility Center. The below screen will appear:


(d) Specific academic information can be imported by clicking Retrieve Eligibility Center Data (for an entering freshman or transfer student-athlete) or Retrieve APP Data (for a continuing student-athlete). [Note: The NCAA ID number must be entered in order to import academic data from the Eligibility Center or APP.]

(e) The remainder of the risk factors can be evaluated by clicking on the

appropriate Yes or No radio button next to each factor.

(f) Click Save to save all data and evaluate the student-athlete's overall risk.

(5) Edit student-athlete(s): The Student-Athlete Evaluation screen can be accessed by clicking a student-athlete's name or by clicking a checkbox beside a student-athlete's name and clicking Edit Selected Students. The user can edit multiple student-athletes by clicking the checkboxes on the left of the screen and clicking on Edit Selected Students.

(6) Delete student-athlete record(s): One or more student-athlete records can be deleted by selecting the checkbox(es) by the student-athlete's name, then clicking Delete Selected Students.

(7) Reports: GRO provides two types of reports, which are created by selecting the

checkbox beside the student-athlete(s) to be included in the report and then clicking Summary Report or Detail Report. [See Section No. 7: Reports for additional information on the report options.]


Section No. 6: Student-Athlete Evaluation Screen. a. Risk Factor Data. The Student-Athlete Evaluation screen is the primary location for

entering and recording data for each of the risk factors identified within the GRO model. This screen can be accessed from the Student-Athlete List screen by clicking a student-athlete's name or by clicking a checkbox beside a student-athlete's name and clicking Edit Selected Students. The user can edit multiple student-athletes by clicking the checkboxes on the left of the screen and clicking on Edit Selected Students. (1) When multiple student-athletes are selected, the user can navigate between each

student-athlete on the Student-Athlete Evaluation screen without returning to the Student-Athlete List screen by clicking the Next Student or Previous Student buttons at the top of the screen:

(2) In accordance with the separate risk models for entering and continuing student-athletes, the Student-Athlete Evaluation screen will change to reflect the different risk factors, depending on the student-athlete status selected by the user.

(a) Student-Athlete Evaluation screen for entering freshman and transfer

student-athletes.


(b) Student-Athlete Evaluation screen for continuing student-athletes.


(3) If a student-athlete's NCAA ID number is not known, the user can import the NCAA ID number from the NCAA Eligibility Center. Enter the student-athlete's first name and last name and click on Lookup NCAA ID from Eligibility Center. The below screen will appear:

(4) Specific academic information can be imported by clicking Retrieve Eligibility

Center Data (for an entering freshman or transfer student-athlete) or Retrieve APP Data (for a continuing student-athlete). [Note: The NCAA ID number must be entered in order to import academic data from the Eligibility Center or APP.]

(5) The remainder of the risk factors can be evaluated by clicking on the appropriate

Yes or No radio button next to each factor. Additional information regarding each category of risk and each risk factor is available in the Graduation Risk Overview User Guide.

(6) Click Save to save all data.

(7) The GRO module will automatically calculate an overall risk score for the student-athlete based on the information provided. Additional information regarding each category of risk and each risk factor is available in the Graduation Risk Overview User Guide.


b. Academic Support Services. The Student-Athlete Evaluation Screen is also the location for reviewing and selecting academic support services to address each of the risk factor categories identified within the GRO module.

(1) When a student-athlete's risk factors are evaluated and an overall risk score is

calculated, the GRO module will identify risk factor categories and suggest academic support services to address these categories. The categories will appear below the student-athlete's overall risk score.

(2) The Support Services module automatically identifies academic support services that will address the risk factor categories, previously determined by the GRO module. Scroll down to view the identified academic support services. [Note: The academic support services that best match the risk factor categories will appear first.]


(3) The Active Services area will list all academic support services previously identified and selected by the institution and currently used by the student-athlete. The Other Possible Services area will list all academic support services that are not currently being used by the student-athlete, but may be used to address the identified risk factor categories.

(4) For more information about a specific academic support service, click the plus sign ( ) to the left of the academic support service name.

(5) The academic support service screen will expand and provide you with the opportunity to view a brief description of the academic support service, the risk factor categories tied to the academic support service, and/or recommendations for successful implementation. Additionally, you may add notes relative to the selected academic support service. Click the plus sign ( ) to the right of the area you wish to view.


(6) Click the Add Service button to select the academic support service.

(7) The selected academic support service will appear in the Active Services area.


Section No. 7: Reports. a. The FLAG database provides the user with two options to report the data that is stored

within the module: summary report and detail report.

(1) Summary Report: The summary report includes a student-athlete's name, sport and total risk score in a format similar to the Student-Athlete List screen.

(2) Detail Report: The detail report includes all information currently entered in the GRO module for a student-athlete. The detail report will include each risk factor and the current value entered for the student-athlete.

b. Reports are created from the Student-Athlete List screen. To create a report, first select

the student-athlete(s) to be included in the report using the checkboxes along the left side of the screen.

c. Once the student-athlete to be included in the report is selected, click on Summary

Report or Detail Report. Reports are generated in PDF format in a separate internet browser screen.


Section No. 8: Student-Athlete History a. The FLAG program provides the user reports of a student-athlete(s) history within the

database. This history report highlights changes to a student-athlete(s) risk factors, to the support services provided and updated responses to the student-athletes evaluation. Additionally, the history report provides the specific dates that any changes occurred. The FLAG database provides the user with two options to create a historical report: current student-athletes active in the FLAG program and all current and archived student-athletes. (1) Current Active Student-Athletes: This report includes a list of all current active

student-athletes in the FLAG program.

(2) All Current and Archived Student-Athletes: This report includes a list of both current and archived (e.g., deleted from FLAG database) student-athletes. This feature allows institutions to browse past records of student-athletes no longer tracked via the database, if necessary.

b. For current active student-athletes, from the menu page click on the Evaluate Student-

Athletes button. To create a report, first select the student-athlete(s) to be included using the checkboxes along the left side of screen. Once the student-athlete(s) to be included in the report are selected, click the Show History button at the bottom of the page. The student-athlete(s) history will load in a new browser screen. This report allows an institution to review the changing profiles, including the date of change, for active student-athletes. Please note that if a student-athlete's profile was never changed, the database will list N/A in the record.

c. For current and archived student-athletes, reports are created from the home menu page.

Following login, from the menu page click on the Get All Students for History button. This will send you to the Student-Athlete List screen. A list of all student-athletes that have ever been saved in the database will appear. The names will be noted with a C (current active students) or an A (archived students). All student-athletes in the current FLAG database will be listed with a C. To create a report, first select the student-athlete(s) to be included using the checkboxes along the left side of screen. Once the student-athlete(s) are selected, click on the Show History button. The student-athlete(s) history will load in a new browser screen. This report allows an institution to review the changing profiles, including the date of change, for both active and archived (e.g., deleted from student-athlete list) student-athletes. Please note that if a student-athlete's profile was never changed, the database will list N/A in the record.


http://documentcenter.ncaa.org/msaa/ama/All_Administrators/Castera,_Steph/FLAG/Web/2011-12_FLAG_Instructions_Updated.docx_SC_jh_11302011

d. Historical datasets will be particularly useful in later modules of the FLAG program. For example, creating a historical dataset each academic term or year will allow institutions to compare information regarding academic risk over time for individual student-athletes, teams and the athletics department.

FACILITATING LEARNING AND ACHIEVING GRADUATION · · 2017-02-02facilitating learning and...

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