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Event operators

The NCAA Enforcement Certification and Approvals Group (ECAG) certifies events and leagues that have satisfied minimum NCAA requirements through the basketball certification application process.

Event Certification can be granted to a single or multi-day activity or one that meets the traditional definition of a league (June to August). Regardless, if prospective student-athletes will be involved and permission is desired to allow Division I basketball coaches to attend and evaluate those prospects, event certification is required.

Event certification involves multiple requirements that an operator will need to plan for in advance including but not limited to:

  • Notifying participants of the required background checks and registration online with the NCAA,
  • Verification that all coaches have an NCAA participant approval,
  • Verification that all team are connected to your event in the BBCS,
  • Validating that roster information submitted is accurate and compliant with NCAA requirements,
  • Conducting an in-person or video educational session for all prospects at the event,
  • Submitting a post-event review form identifying all coaches/athletes that participated,
  • Etc.

Application Information

Application must be submitted each year. 

  • Operators will be held accountable to the information in the step-by-step guides regardless of whether or not they were used to complete the application.
  • All applications and post-event review forms must be submitted via the online process and must be filed annually.
  • Deadline - 45 days prior to the first requested date of certification.  All deadlines are strictly enforced.
  • DO NOT create multiple user accounts in the BBCS.  Once you have created an account, you can utilize that account information year after year to register multiple teams OR file multiple applications and the same account can be utilized for both coach and operator functions.  You can update the contact information on your account at any time, so if your address or phone number changes, there is no need to create a new account.
  • No Combined Sex Applications - Separate applications will need to be filed if you are conducting both a men's and women's activity simultaneously. 
  • Application Status must say SUBMITTED.  The online application is not considered submitted until the "Application Status" column has changed from NOT SUBMITTED to SUBMITTED.  Although all of the information may have been entered online, until the operator clicks the final 'submit’ button the application has not officially been submitted and the application will not be processed.  Leaving the application in a NOT SUBMITTED state will result in the activity not being NCAA certified.

After the Application is Submitted

1. Request for Additional Information - When an application is processed, if additional information is needed, ECAG will contact the operator via the e-mail address on the BBCS user account.  Although an operator or staff member may have corresponded with ECAG utilizing a different e-mail address, when ECAG initiates correspondence, the e-mail address on the BBCS user account and ONLY the address on the BBCS account will be utilized. 

Operators who have an application in a "submitted" state should access that hyperlink regularly and look at the very bottom of the application for "comments" from ECAG.  Because… a slightly abbreviated version of the request for information that was emailed will also be posted to the “comments” section of the BBCS.  The request for additional information posted in the BBCS will be abbreviated due to space limitations, but the general inadequacies will be described.  The operator will need to obtain the actual e-mail for the detailed descriptions of information required. 

View Request for Info in BBCS

LOGIN - to the BBCS

CLICK - the SUBMITTED link to open the application

SCROLL - to the very bottom of the application

VIEW - comments left by ECAG

NOTE - The e-mail and Web posting to identify deficiencies are the only methods that will be utilized by ECAG to inform the operator that action is needed. ECAG will not telephone an operator to inform them that their application is inadequate. The request for information will not be faxed or sent via regular mail or traceable mail. 

2. Deadline to Respond - Operators are required to respond to all of the issues identified in the request for additional information either through the online process or in writing via e-mail, facsimile or regular post within 10 days after the request for additional information is sent/posted.  The extension by which to submit the information is 10 actual days (not business days) from the date the e-mailed request was sent.

If the e-mail is not delivered for any reason (identified as spam, flagged as junk e-mail, no longer the user’s address, mailbox is full, etc.) but the ECAG has a delivery receipt that the e-mail was successfully sent, the operator will be expected to find the information posted in the BBCS and respond by the appropriate deadlines. When a request for additional information is made by ECAG, the deadline to respond will be based on the date that the e-mail was sent regardless of whether the e-mail was filtered as spam or bulk mail. 

If the operator finds the Web posting of the request for information in the BBCS, but did not receive the e-mail, the operator should Contact Enforcement Certification and Approvals Group to resolve the issues as to why the e-mail was not received and to obtain the full account of inaccuracies.  The operator is still expected to respond to the request for information by the given deadline because it was posted online and available to them. 

All information submitted to ECAG that cannot be submitted via the online process must be submitted in writing and NOT verbally by phone. It is recommended that all documents be sent to ECAG via some type of traceable delivery (i.e., FedEx, DHL, UPS, certified mail, etc.) as it is the operator's responsibility to verify and produce proof of a timely submission. It is advisable

  • If documents are sent via e-mail, mark them for a read and delivery receipt and keep that verification as proof of successfully submitting the information.
  • If the documents are sent via facsimile, keep verification of the transmission.

Again, all deadlines are strictly enforced.

3. Decision is Rendered

APPROVAL - If the operator meets all appropriate deadlines, all questions are addressed and the league will be operated within certification requirements on permissible dates, the league will be approved.  Once approved:

  1. Approval letter will be attached to the application in the BBCS.  The approval letter will outline the specific dates on which Division I student-athletes can participate
  2. All approved leagues will be posted on the lists of leagues available on www.ncaa.org/basketballcertification. Athletics compliance staff at Division I institutions are accustomed to checking this site to determine which leagues are permissible for their student-athletes to participate in prior to providing the required letter of permission.

DENIAL - If a league application does not meet the requirements to be certified or is ineligible based on previous violations, the league application will be denied.  Reasons for the denial will be identified in the letter attached to the application in the BBCS.

NOTIFICATION OF DECISION - Once the application has been processed to completion, an e-mail will be sent to the e-mail address on the operator’s BBCS user account indicating that a decision has been rendered.  The operator will have to access the letter to determine if the league was approved or denied.  

Preparing for the Event

Player Participant Information  – As a condition of certification, an event operator is required to submit the name, address, phone number and email address for each participant. 

  1. Team Events
    • Verify that all participating teams have submitted a roster in the BBCS and linked it the post-event review form for the event;
    • Check Rosters for Demographic Compliance
    • Check Rosters for Residency Compliance
  2. Individual Events - When collecting this information, you will need to verify that the same address and phone number are not utilized for multiple athletes who do not appear to be related.  If the same address and phone number are utilized for multiple athletes, obtain documentation to support the reasons.

Coaches Approval Verification - As a condition of certification, an event operator is required to verify that all participating coaches have completed the required educational course and received the required background check approval prior to their participation in the event. This requirement applies to both team and individual events/camps.

After the Event - Complete and Submit the Post-Event Review Form

If event certification was granted and Division I coaches were given the opportunity to attend and observe prospects, the activity operator will be required to submit a post-event review form.  This applies even if no Division I coaches are in attendance.  Since certification was granted, a review form is required.  All Event Participant Information (EPI) must be submitted online.  Submitting the coaches' packet is a requirement, but does not meet the EPI requirement in that the information is not entered into the online database.  For team events, this means that event operators are responsible for ensuring that all participating teams register in the BBCS and "opt in" to their specific event and that all information submitted by the team is accurate. 

How to Access - Once an event application has been approved, operators who log back into the BBCS will see the word NOT SUBMITTED under the event review column.  By accessing the NOT SUBMITTED link, operators will have access to their event review form.  Some of the information will be automatically populated based on the application; some will still need to be completed.

Post-Event Review Form Information

Operators will be held accountable to the information in the step-by-step guides regardless of whether or not they were used to complete the application.

All applications and post-event review forms must be submitted via the online process and must be filed annually.

When Required – If event certification was granted and Division I coaches were given the opportunity to attend and observe prospects, the activity operator will be required to submit a review form.  This applies even if no Division I coaches are in attendance.  Since certification was granted, a review form is required. 

Deadline - no later than three months after the last certified event date.  The specific deadline date is identified in the event application approval letter to avoid any confusion.  All deadlines are strictly enforced.

Review Form Status must say SUBMITTED.  The online review form is not considered submitted until the "Review Form Status" column has changed from NOT SUBMITTED to SUBMITTED.  Although all of the information may have been entered online, until the operator clicks the final 'submit’ button the review form has not officially been submitted and the review form will not be processed.  Leaving the review form in a NOT SUBMITTED state will render the event ineligible for certification during the same season the following year. 

DO NOT submit the review form prior to the completion of your event.  Doing so will restrict teams from being able to "opt in" to your event, which is necessary to complete the review form.  If teams are unable to "opt in" to your event the review form will be denied and the event will not be eligible for certification the following year.

After the Review Form is Submitted

Request for Additional Information

When the review form is processed, if additional information is needed, ECAG will contact the operator via the e-mail address on the BBCS user account and request additional information.  Although an operator or staff member may have corresponded with the NCAA utilizing a different e-mail address, the e-mail address on the BBCS user account and ONLY the address on the BBCS account will be utilized. 

The same request for information will be posted to the “comments” section of the BBCS (although in a shortened format due to space limitations).  Operators must login to the BBCS and click the SUBMITTED link to open the review form, you will be able to view comments left by the ECAG.  Unlike with the application, the review form comments are not at the bottom of the page but instead will appear as the second section of the review form (see below).  The request for additional information posted in the BBCS will be abbreviated due to space limitations, but the general inadequacies will be described.  The operator will need to obtain the actual e-mail for the detailed descriptions of information required.  Other activity operators cannot view these comments.  

Deadline to Respond

Operators are required to respond to all of the issues identified in the request for additional information either through the online process or in writing via e-mail, facsimile or regular post within 30 days after the request for additional information is sent/posted.  The extension by which to submit the information is 30 actual days (not business days) from the date the e-mailed request was sent.

If the e-mail is not delivered for any reason (identified as spam, flagged as junk e-mail, no longer the user’s address, mailbox is full, etc.) but the ECAG has a delivery receipt that the e-mail was successfully sent, the operator will be expected to find the information posted in the BBCS and respond by the appropriate deadlines.  When a request for additional information is made by ECAG, the deadline to respond will be based on the date that the e-mail was sent regardless of whether the e-mail was filtered as spam or bulk mail. 

Operators who have a review form in a "submitted" state should access that hyperlink regularly and look for the Certification and Comments section.  If a request for additional information has been sent, it will also be posted in this section of the BBCS and operators will be expected to respond by the appropriate deadlines.  

If the operator finds the Web posting of the request for information in the BBCS, but did not receive the e-mail, the operator should Contact Enforcement Certification and Approvals Group to resolve the issues as to why the e-mail was not received and to obtain the full account of inaccuracies.  The operator is still expected to respond to the request for information by the given deadline because it was posted online and available to them. 

The e-mail and Web posting to identify deficiencies are the only methods that will be utilized by ECAG to inform the operator that action is needed.  ECAG will not telephone an operator to inform them that their application is inadequate. The request for information will not be faxed or sent via regular mail or traceable mail. 

All information submitted to ECAG that cannot be submitted via the online process must be submitted in writing and NOT verbally by phone.  It is recommended that all documents be sent to ECAG via some type of traceable delivery (i.e., FedEx, DHL, UPS, certified mail, etc.) as it is the operator's responsibility to verify and produce proof of a timely submission.  It is advisable

  • If documents are sent via e-mail, mark them for a read and delivery receipt and keep that verification as proof of successfully submitting the information.
  • If the documents are sent via facsimile, keep verification of the transmission.

Again, all deadlines are strictly enforced.  See:  User Account Contact Information and Deadline

Decision is Rendered

APPROVAL - If the operator meets all appropriate deadlines, all questions are addressed and the event was operated within certification requirements, the review form will be approved. 

Once approved, an approval letter will be attached to the application in the BBCS.  If approval is granted, the event is eligible for certification during the same evaluation period the following year if the operator chooses to apply and successfully completes the application process.

DENIAL - If an event review form was submitted late, the event was not conducted according to certification requirements, or the operator fails to respond or to completely respond to the request for additional information, the event application will be denied.  The denial of an event review form will render the event ineligible for certification during the same evaluation period the following year.  Reasons for the denial will be identified in the letter attached to the application in the BBCS.

NOTIFICATION OF DECISION - Once the review form has been processed to completion, an e-mail will be sent to the e-mail address on the operator’s BBCS user account indicating that a decision has been rendered.  The operator will have to access the letter to determine if the event review form was approved for denied.  See: Check Status of a Review Form for instructions on how to access the letter. 

Reminder of Possible Penalties

Although they are not part of the NCAA membership, by participating in the NCAA certification and approval process and benefiting from those opportunities, the individuals identified below are voluntarily submitting themselves and their organizations to NCAA legislation, guidelines and requirements:

  • Nonscholastic basketball coaches;
  • Basketball event/league operators;
  • Scouting service operators in men’s/women’s basketball and football.  

These individuals are responsible for knowing what the NCAA requires of them and will be held accountable to all information posted on www.ncaa/ECAG

ECAG encourages you to frequent the site for changes that may occur. Failure to be compliant or allowing the participation of other coaches/teams that are not compliant is subject to penalties described in the ECAG Adverse Actions document and may result in the withdrawal of current or denial of future certification/approval for a period of up to five (5) years.

Before submitting an application
Create or Log In to BBCS User Account
BBCS Application Instructions
Need to Make Changes to an Already Approved Event?

If ANY of the information in the application changes (location, dates, times of games, etc.) or if the league is cancelled, that information must be reported to ECAG no later than 48 hours prior to the scheduled start of the league to avoid penalties.  See:  Changes made after an approval.

All changes must be communicated IN WRITING to ECAG no later than 48 hours prior to the league begins to avoid penalties

Participant Approval
General Information
General Guidelines
Event Guidelines
Things to Do Before the Event
BBCS Post-Event Review Form