You are here

League 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.  This page will detail NCAA requirements for activities involving currently enrolled Division I student-athletes with remaining eligibility.

League 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, currently enrolled Division I student-athletes with remaining eligibility are restricted to participating in NCAA-certified summer leagues AND only on certified dates between June 15 and August 31 or the institution's opening day of classes (whichever occurs earlier).

Although they are not part of the NCAA membership, by participating in the NCAA certification and approval process and benefiting from those opportunities, League Operators voluntarily submit themselves and their league(s) to NCAA legislation, guidelines and requirements.  Failure to adhere to these requirements may affect the current or future certification of the league and will result in the penalties outlined in the ECAG Adverse Actions document.

The ECAG website is the essential bulletin board of information and League Operators will be held accountable to all information included in the step-by-step guides and posted on the ECAG Web site.  Therefore, it is advisable that League Operators make themselves aware of the information posted AND are encouraged to frequent the site for changes that may occur.  

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

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

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.  

 
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.

 
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:

  • 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
  •  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.  See: Check Status of An Application 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.

WARNING - Division I Student-Athlete Rendered Ineligible

  • It is the league operator's responsibility to obtain a letter of permission from the Director of Athletics for EACH Division I student-athlete prior to allowing them to participate in the league.
  • It is the league operator's responsibility to identify and document the "first day of classes" for each Division I institution in which the league has participants.
  • Even if there are certified dates that are after the student-athlete's first day of classes, it is the operator's responsibility to prohibit the student-athlete from participating on those dates. If a Division I student-athlete is permitted to participate in the league after that athlete's institution has started classes for the fall, the league will be rendered ineligible for certification the following year.
  • Division I student-athletes may only participate on the dates that have been certified and identified in the approval letter.
  • Division I student-athletes are also prohibited from engaging in any type of organized competition prior to the first date of the league.
  • If there are certified dates that are after the student-athlete's first day of classes, it is the operator's responsibility to prohibit the student-athlete from participating on those dates even though the dates are certified.

If a league fails to comply with NCAA requirements and a Division I student-athlete is rendered ineligible for collegiate athletics and is subsequently forced to submit to the student-athlete reinstatement process, current or future certification of the league may be affected. 

Before Submitting an Application
Create or Log In to BBCS User Account
BBCS Application Instructions
Participant Approval
General Information
General Guidelines
League Guidelines
Need to Make Changes to an Already Approved League?

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

Attendance of NCAA Division I Coaches

At times, Division I coaches may wish to drop in on a college league where athletes from their team are participating just to check in on them. This would be ok if the coach is merely an observer and there are no prospective student-athletes participating. However, if prospects will be participating and you did not request EVENT certification as well, Division I coaches are not permitted to be in attendance at any time – not even to observe their own student-athletes that may be participating.  Two-year college athletes are considered prospects as well and some league operators don't realize that. In that regard, if they are going to be present, Division I coaches would not be able to attend and watch their own student-athletes. In order for Division I coaches to attend, you would also have to be granted event certified and then they could only attend on permissible dates in July. There are significant differences in the requirements for event certification and it is a much more time-consuming process.

Other Resources

Obtain Background Check - Instructions for Completing the Background Check

Complete Educational Course - Instructions for Completing the Required Education Course

Why does the Approval Verified by NCAA field say NO?  Approval Verified by NCAA Field

Contact Enforcement Certification and Approvals Group (ECAG)

Index of Informational Pages Alphabetized by Topic