Palo Alto College - NJCAA Palo Alto College Athletics | Page 85

C.

D.

E.

F.

ELIGIBILITY AUDITS
1. The NJCAA National Office will annually audit a minimum of five percent of the programs in each certified sport.
2. If a college is selected for audit, the athletic director will be notified by telephone and fax/email and the college president
will be contacted by email.
3. The member college shall have 72 hours from the time of initial verbal contact to have the complete hard copy eligibility file
received by the National Office.
4. Documents must be sent via overnight, certified mail or comparable tracking means.
5. The hard copy eligibility file must include:
a. The Submitted Copy (not the Preview Copy) of the eligibility form complete with college seal, student-athlete
signatures, athletic director signature and eligibility chairman, registrar or dean signatures. (Note: By signing the
NJCAA Eligibility Form, the student-athlete is approving the use and transmittal of all information requested relative to
academic compliance, as well as all financial information related to Article VIII compliance which may include but not
be limited to: federal, state and local financial aid awards, self-payment documents and/or 3rd party financial
documents.)
b. All official college transcripts (past and present).
c. Transfer waivers on all transfer student-athletes where applicable. (Article VIII, Section 5.A.19)
d. Current class/student schedule that include the start and end dates for each class for every student-athlete listed on
the eligibility form.
e. Proof of high school graduation (copy of the final high school transcript), general education diploma or a state
department of education approved high school equivalency te st. Home school students refer to Article V, Section 4.K.
f. Documentation demonstrating whether a student-athlete attended three or more years of high school in the United
States.
g. Documentation of birth will be required for verification of DOB to include passport, visa, birth certificate or other legal
documentation as part of the eligibility packet for HS(-3) student-athletes. As well as any student-athlete verifying age
for amateur status qualification. (Article V, Section 11.B)
h. Signed and submitted copies of the Letter of Intent for each student-athlete where applicable.
i. Delay and Break of Enrollment statements where applicable.
j. Copy of sport schedule.
k. Copy of team roster.
l. Documentation of academic or medical hardship, certified learning disabilities hardship, 18 calendar month noncollege attendance rule.
m. And any other documents certifying the student-athlete’s eligibility; or as requested by the NJCAA.
6. PENALTY FOR LATE SUBMISSION OF AUDIT INFORMATION
a. First offense – (within one academic year)
1. Mandatory audit of all sports within the academic year.
2. Letter of Reprimand to Athletic Director and College President.
b. Second Offense – (within same academic year)
1. Mandatory audit of all sports within the academic year.
2. Letter of Reprimand to Athletic Director and College President.
3. Automatic audit requirements for all sports to the next academic year.
4. Possibility of further sanctions, as per Article V, Section 18.
DEADLINES FOR ELECTRONIC SUBMISSION OF ELIGIBILITY FORMS:
1. The forms must be electronically submitted either on or before the first regularly scheduled contest or by the 15th calendar
day of the term in which the sport begins.
2. If the first scheduled contest of a sport begins between terms, the eligibility form must be electronically submitted within 15
calendar days from the date of the first contest.
3. Recertification: If the regular season schedule of a sport extends beyond the last day of the term and continues beyond the
20th day after the term ends, a second eligibility form for that sport is due by the 15th calendar day of the next term. Refer to
Section 12.E.2.
4. A college that does not conduct any scheduled events before a regional or national tournament, must electronically submit
completed electronic eligibility forms in advance of the deadline dates established in Section 12.A.
5. Any college failing to submit an electronic eligibility form for the entire season shall be subject to disciplinary action by the
NJCAA National Office.
Penalties for Late Filing of the Electronic Eligibility Forms
1. First Offense
a. Mandatory eligibility audit will be conducted in that sport(s).
b. Letter of reprimand to Athletic Director and College President.
2. Second Offense
a. Mandatory eligibility audit will be conducted in that sport(s).
b. Automatic Athletic Probation (Refer to Section 18) for that sport if the second violation occurs within the same
academic year.
3. Any college failing to submit an electronic eligibility form for the entire season shall be subject to disciplinary action by the
NJCAA National Office.
Exceptions – TRIMESTER COLLEGES: Those institutions not governed under the semester or quarter academic systems
must continue to manually file eligibility in accordance with Sections 12 and 13 of the NJCAA bylaws. NOTE: All information
in Article V, Section 13.C.5.

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