ECP Training Materials

• ECP: It’s restructured a bit and operates a little differently, but fundamentally the process still works basically the same as it did.
  a. Key difference: Certificates waiting to be signed really ‘live’ on the platform and are interactive on the platform. You don’t need an email to be able to sign; the email is now just a notice and it takes you to the site (the same as if you logged in to the site on your own).
  • Emails to signers cannot be resent – if someone is consistently unable to receive them, contact us and we can help you diagnose/work with your IT. But in the meantime just go to the site to sign.
    • Fixes in progress or under review:
  • Ability to remove students from a roster when they are not on a certificate(s), or the certificate(s) hasn't been submitted, or the certificate(s) was rejected and not submitted again yet, or they were removed from the certificate(s). STATUS: fix deployed this week
    • Certificate sending email to home Conference Eligibility Chair when it should go to per-sport eligibility chair. STATUS: fix being tested now
    • Certificate PDF showing incorrect items: (1) EC Determination Term and Year not correct (2) Total institutional credit hours not correct (3) Notes of exceptions not showing on PDF (4) Comments not showing on PDF. STATUS: Still diagnosing
    • Putting a student “on hold” (aka save data entry progress to that point) is NOT working. STATUS: Still diagnosing
    • Student shows an eligible decision in PlayNAIA, but is not showing in NAIA Connect. Email Legislative Services and we will manually correct the information. (Please do not create a new student profile as it will duplicate and cause issues once the syncing issue is resolved.) STATUS: Still diagnosing
    • "Unlocking" Students: Student profile is locked (no editing) after student is certified and school cannot "unlock" the student. Email LS if a student needs to be unlocked. STATUS: Still diagnosing
    • First Date of Class: Preventing certificate if first contest is prior to first date of class. LS can manually change this for you.
• Rules Ed trainings: Required this year for the first time by all ath dept staff. Note that the effective date was delayed until Oct. 1, meaning it’s not required of anyone until that date.
  • Pay attention to timing requirements: returning staff/coaches will need it done by Oct. 1 this year. (In the future, those folks will need it done by school’s first competition in any sport (~mid-August)). New hires have either 60 days or first contest, whichever is earlier

Q: One of our students received an “eligible” decision from the Eligibility Center, but when I go to add her on to a certificate in ECP she’s not appearing. We have another student who received an “eligible” decision from the Eligibility Center and he does show up in ECP, but is showing as “not eligible.” What do I do?

A: There is a known error with a small percentage of students’ PlayNAIA decision not syncing correctly into ECP, but there are a few things to double check before reporting an issue.

• • Make sure the student isn’t already on your roster
  • Seach for the student by ECID in your Assigned students bucket
  • Seach for the student by ECID in your short list students bucket
  • Seach for the student by ECID in your Unassigned students bucket

If you are not finding the student in any of these places, then you may be experiencing an error. We are working on the technology fix, but in the meantime we can help you with this. Please send us the ECID and we will get this student synced over manually by the end of the day. After the sync is complete, you will be able to find the student in your "Unassigned Students" list if you search by ECID. Please let us know if you are still unable to find this student if they do not appear by the end of the day today. 

Q: I accidentally created two certificates for our women’s volleyball team while I was getting used to the system. How do I delete one of these?

A: At this time, we are advising schools not to delete a certificate, just out of an abundance of caution. A certificate in the draft form will not harm anything so can stay in not submitted/draft form for the rest of the term, although we know this is a nuisance. But when the new term starts, it will fall off. We would advise to find the certificate that you wish to move forward with and just stick with that. You can search for all approved certificates after it has been submitted so that you are not getting confused with the approved versus draft certificate. 

Q: We submitted a certificate with a student on it, but now we need to adjust some data for that particular student. I’m getting an error message that the student is locked. Can I “unlock” the student?

A: We are working on the process to allow for institutions to unlock a student, but this function is not quite ready yet. However, we can do it for you! Please contact NAIAConnectSupport@naia.org and we can unlock the student so you can make the needed changes and then add the student to a certificate when you’re ready.

Q: We have a student on a certificate but it shows the student’s status as “pending.” We’d like to submit the certificate, so I need to remove this student from the roster. How do I do that?

A: That is a coming function, but one that is not quite ready yet. In the meantime, it is fine to move forward as-is with the student just listed as pending. There is no harm in moving forward with the certificate – just remember that this student cannot be considered eligible yet with a “pending” status and so should not compete in the meantime.

Q: I’m logging in to the system to sign a certificate and I’m not seeing it, even though my other colleagues on campus can see it. What am I doing wrong?

A: It may just be the default view that is showing in Connect. The system defaults to showing recently viewed certificates. You can change the view when looking at eligibility certificates. You can change this to “View All” on any given roster or certificate. Once you do this, you can also “pin” your preference to make it become your default view.

Q: My FAR told me that the certificate is ready for me to sign, but I can’t find the email that I need to link me to the certificate. Can my FAR resend the email?

A: Unfortunately we do not have a resend button on the new system at this time, but there is a different way to sign it. Log in to Connect and you can approve the certificate directly within Connect. All certificates are housed within the Connect platform itself, so you can always view and access any/all certificates real-time by simply logging into the Connect platform.

Q: I need to get all my students to sign the Certificate of Clearance, but I can’t seem to find it in NAIA Connect. Is this still something I need to do?

A: Yes, the form is still required and is what permits your institution to share students’ academic data with us. There is no longer an option in ECP to print this form with students’ names pre-populated.  You can still find the form online here: https://naia.org/legislative/2023-24/files/NAIA_Certificate_of_Clearance__08_2023.pdf