Page 272 - 2019-20 NJCAA Handbook - May, 2020

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” is the only copy of the eligibility form 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 and student-athletes become eligible on the date they 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
Transfer Transcripts from Four-Year and Two-Year Colleges
SITUATION:
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.

Case 4