Page 259 - (FINAL!) UPDATED 13.0) 2020-2021 HANDBOOK - SEPTEMBER 2020 EDITION_Neat

Eligibility – Audits
AUDIT INFORMATION (SECTION 3.B.6)

Case 1
Section 3.B.6 – Common Questions Concerning Eligibility Audits

1. What information is required for Eligibility Audits? Please look in Section 3.B.6 for all required information for an Eligibility
Audit. This information is also included on the Notification of Audit Form that a college will receive via email from the National
Office once chosen for an audit.
2. How will the college be notified by the National Office of an Eligibility Audit? The National Office will contact the college via email
sending the Notification of Audit Form and by phone. Once the college is contacted, the college has 72 hours from the initial date of
contact to have all audit information into the National Office.
3. What form of postal service should the college use to ensure on-time delivery of the audit? The college should use overnight
or comparable tracking means.
4. How are the teams chosen for audits at the college? First, the National Office will audit those teams/sports that are currently
on probation. Secondly, the NJCAA National Office may audit a program based on cause or concern. Thirdly, the NJCAA will
randomly select programs to audit. The NJCAA National Office reserves the right to initiate an audit of any college at any time.
5. How many teams/colleges will be audited every year? The National Office will audit a minimum of 5% of the teams in each sport,
every academic year.
6. How will the college be notified about the outcome of the audit review? The National Office will notify the college by email
regardless if there is information missing, if the audit has cleared, if there are ineligible student-athletes, if there are corrections, or a
violation of the eligibility or Letter of Intent rules.
7. Will the same college be audited more than one time per academic year? If the college is on probation during an academic
year, the sport which is on probation as well as an additional three (3) sports at the college will have an audit conducted during that
academic year or if the National Office deems it necessary to audit more than one team at a college that is not on probation.
8. In financial records, is a transaction marked as “Cash Payment” adequate information for the NJCAA National Office?
Should financial documents be requested as part of the audit process, “Cash Payment” is not an acceptable form of financial
documentation. Student-Athletes needing to make a “Cash Payment’ should be advised to further document the transaction. The
NJCAA National Office will require additional information to clarify this unacceptable financial transaction.

Case 2
The Submitted Copy vs. Preview Copy of the Eligibility Form
SITUATION:
Which of the online eligibility forms must be submitted with eligibility audits?
ANSWER:
The “Submitted Copy” or hardcopy forms are the only copies of the eligibility forms the National Office will accept for eligibility audits. The
“Preview Copy” is the “unofficial” copy of the eligibility form that can be printed off any time before submission of the form. Eligibility forms
must be successfully submitted online by electronically sign the form. If a Preview Copy form is the only online form that has been included
in an eligibility audit, the National Office will request a signed copy of the Submitted Copy before clearing the eligibility audit.

Case 3

SITUATION: Transfer Transcripts from Four-Year and Two-Year Colleges

Student-Athlete R attends a four-year institution and two different community colleges prior to his/her transfer to Community College K.
Student-Athlete R's eligibility at Community College K is based on the accumulation of credits from all previous colleges. Which transcripts
does Community College K need to have to establish eligibility as well as preparing for a NJCAA audit of Student-Athlete R’s team –
transcripts from all colleges or a transcript from only the last college which he/she attended as a full-time student?
ANSWER:
Official transcripts from all previous colleges which he/she attended are required because Student-Athlete R is basing his/her eligibility
on the accumulation of credits earned. (Section 3.B.6.e and 3.B.6.f have listed the required information necessary for Eligibility Audits. (This
information should be kept in hard copy in case of notification of an Audit.)

NOTE: The rule of thumb in counting credits for eligibility is that all credits must show on an official college transcript to count those credits for
eligibility. If a transcript cannot be obtained for eligibility, those credits cannot be counted for eligibility.