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Below you will find further clarification to the task assigned in your NCAA Eligibility account, with additional clarification on what is being requested and helpful examples of responses. Please note: The examples shown for this task are meant to provide guidance on submitting letters of explanation. Any information submitted on your behalf will be reviewed on a case-by-case basis and may require further clarification.

As a reminder, most clarification needs to come directly from an administrator at your high school/secondary school. Please share this information with them, along with the specific task language from your account so that they can provide a complete response to the request.

International students: Please review the NCAA Guide to International Academic Standards for Athletics Eligibility for your country-specific information.

What the Task Says

Please ask the issuing body of your transcript or credential to submit a letter providing a detailed explanation of the format in which they produce the transcripts during the [ACADEMIC TERM] academic year (semesters, trimesters, quarters, terms, etc.).

The issuing body should email this letter in the native language to ec-processing@ncaa.org. A certified line-by-line English translation is also required if English is not the native language. This letter should be on the issuing body’s letterhead with their stamp, and include the name, title and original signature of an issuing body administrator. Each document, as well as the email subject line, should include your name and NCAA ID number.

Why We Sent the Task

The “Transcript format clarification needed” task is seeking more information about how many terms your school year is divided into, along with an explanation of how the grades for those terms relate to each other. This task is assigned if your transcripts contain multiple grades per year. As a result, we need to understand the length of terms, so that we can use the proper grades and assign the proper credit.

What We Need

Please have your school list the name of each term along with the length of that term in months. Your school should also explain whether the grades awarded for that term are cumulative with the previous terms. The response must be on school letterhead, signed by an administrator and attached to an email sent to ec-processing@ncaa.org. Please ask your school to include your NCAA ID number in the subject line of the email to ensure the information is correctly matched to your NCAA Eligibility Center account.

Example Response 1

Transcripts for X, Y and Z Terms: If transcripts are received by the Eligibility Center with terms titled “X,” “Y” and “Z,” we would assign this task requesting more information. Here is a sample of how a school could clarify the format of those terms:

Our school year is divided into three terms. The “X” term is from September to December. The “Y” term is from January to April. The “Z” term is from April to the end of June. Students receive grades in each of these three terms based on their coursework during those terms. The grades received each term are independent of one another and are not cumulative of the prior terms.

Example Response 2

Transcripts for Mid-year and Yearly reports: If transcripts are received by the Eligibility Center with terms titled “Mid-year” and “Yearly Reports,” we would assign this task requesting more information. Here is a sample of how a school could clarify the format of those terms:

Our mid-year report covers February to June, while the yearly report covers February to December. The grades earned by students on the yearly report represent the student’s final grades for the full school year.