I TRANSFER PORTAL A A USER GUIDE INTRODUCTION NOTIFICATION OF TRANSFER The Transfer Portal is an NCAA application to manage the transfer process for Division I and II student-athletes. The portal is the first step in the application of the Division I notification of transfer and Division II permission to contact. Students are entered into the portal by a compliance administrator or designee. The student’s record is then managed by the compliance office, including the transfer tracer. The transfer portal also features search navigation, email notifications and integration with other NCAA systems. A single-source sign-on (SSO) administrator can provide edit or view only privileges for transfer portal users. When providing access to the transfer portal for coaching or staff members, by default, the individual will have view only privileges. Edit privileges should only be provided to individuals who will enter and update the student’s record. This User Guide supplements other educational resources located in the transfer portal resources section. TABLE OF CONTENTS page 1 NOTIFICATION OF TRANSFER • Enter NCAA ID NOTIFICATION OF TRANSFER • Student’s First and Last - enter student - NCAA ID lookup - submit notification - receive email Name Populates • Enter Student’s Email page 6 • Enter Student’s Mobile MY TRANSFERS - transfer list view - completing the transfer tracer - withdraw Phone. request ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. page 16 page 19 OTHER TRANSFERS - transfer list - filter and search - add student to transfer watch list TRANSFER WATCH LIST (TWL) - transfer list - view student record - receive update emails TABLE OF CONTENTS page 24 MATRICULATE - action after the student transfers NOTIFICATION OF TRANSFER • Enter NCAA ID • Student’s First and Last Name Populates • Enter Student’s Email page 27 MOBILE VIEW - compatibility with mobile devices page 29 page 31 CONFERENCE OFFICE VIEW - view transfers from member institutions COACH VIEW - other transfers - transfer watch list • Enter Student’s Mobile Phone. ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. HOW DO SUBMIT A (P NOTIFICATION OF TRANSFER Enter NCAA ID NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER • If you do not have the student’s NCAA ID, click the lookup (see page 3). Student’s name populates • Enter NCAA ID Enter student’s email • The portal sends emails to this email address. • Student’s First and Last Enter student’s mobile phone Name Populates • Select Domestic or International phone number. is not visible to other institutions. •• Phone Enternumber Student’s Email Student wishes to be contacted by other • Enter Student’s Mobile institutions • Defaults Phone.to Yes. Select No if student does not want to be contacted by other coaches. ➢ Select if Domestic or Enter sport(s) International Mobile number. • Drop down list of sports sponsored at your ➢ Phone number will not be institution. visiblesport(s) to other institutions. • Discontinued listed if discontinued in last four years. • No Sport option available. • Sports at multidivisional institutions are noted with the division the sport is sponsored. Enter comments, if necessary Enter email contact list • Any individual(s) on the email contact list will receive emails when the notification of transfer is submitted and will receive future emails specific to this student. 2 NCAA ID Lookup NOTIFICATION OF TRANSFER If you do not have the student’s NCAA ID, lookup. • click Enterthe NCAA ID You may haveFirst a student without an • Student’s and Last NCAA ID inPopulates cases of club sports, nonName NCAA sports, students with a limited • Enter Student’s Email tryout, etc. • Enter Student’s Mobile The student can create a profile Phone. account with the NCAA Eligibility ➢ Select Center. Thereif Domestic is no feeorfor a profile International Mobile number. account since it is not a certification ➢ Phone number will not be account. visible to other institutions. If the student has a profile account, you can select the profile under the account type in the NCAA ID Lookup. 3 Ready to Submit Notification of Transfer NOTIFICATION OF TRANSFER EMAIL IS SENT TO THE STUDENT, INDIVIDUALS ON 4 THE EMAIL CONTACT LIST AND THE INDIVIDUAL SUBMITTING THE NOTIFICATION OF TRANSFER. NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER EMAILS Student Email Institution Email The compliance office for Victory College has submitted a notification of transfer for: Victory College has submitted your notification of transfer. Your information is now visible on the NCAA Transfer Portal. Please contact your institution's athletics compliance office if you have any questions, if you want your notification of transfer withdrawn, or to designate that you do not want coaches to contact you. 5 Student Name: SKIP PASS NCAA ID: 1507234718 Sport(s): Men's Basketball Institution: VICTORY COLLEGE The student-athlete's information is now visible on the NCAA Transfer Portal for any NCAA coaches to contact the student-athlete about transferring. As a reminder, the student-athlete should contact the compliance office if the student-athlete wants the notification of transfer withdrawn or for the compliance office to designate if the student-athlete does not want contacted by coaches. HOW DO I COMPLETE THE TRANSFER TRACER MY TRANSFERS NOTIFICATION OF TRANSFER After submitting the notification of transfer, the student appears on the MY TRANSFERS list. • Enter NCAA ID • Student’s Firstonly and your Last institution’s This list includes Name Populates transfers. • Enter Student’s Email All students submitted will show on • Enter Student’s Mobile MY TRANSFERS. Phone. Students areiflisted in order by the ➢ Select Domestic or number. The initiatedInternational date (pastMobile to present). ➢ Phone notthe be student’s initiated datenumber is the will date visibleof to transfer other institutions. notification was submitted. This initiated date is automatically populated when you click submit. List can be reordered by sorting each column. 7 Transfer Tracer Victory College 8 NOTIFICATION OFbe TRANSFER The transfer tracer can completed by the compliance office at anytime or if requested by another institution. • Enter NCAA The student mustID sign the NCAA compliance form to and give Last consent to • Student’s First disclose the student’s information Name to Populates pertaining NCAA eligibility. • Enter Reason forStudent’s Transfer isEmail a drop-down list. This is not visible to other institutions • Enter Student’s Mobile and is for data research purposes. Phone. If the student is a previous transfer, a ➢ Select if Domestic or box will appear to enter previous International Mobile number.two or four-year institutions. ➢ Phone number will not be NLI information from the NLI visible topopulates other institutions. Portal. Each time the tracer information is saved, the date and time of last update will show on each screen next to the save button. Option to print transfer tracer Transfer Tracer NOTIFICATION OF TRANSFER Initial eligibility information populates from the Eligibility Center Portal. Enter NCAA In• progress is anIDoption if academic status is not complete. • Student’s First and Last Name Populates If the student received an undergraduate degree, the text field • Enter Student’s Email to enter date will appear. • Enter Student’s Mobile Division I Football - Additional Phone. eligibility question will or show only if ➢ Select if Domestic football International was selected as the student’s Mobile number. sport.➢ Phone number will not be visible to other institutions. 9 Transfer Tracer NOTIFICATION OF TRANSFER Include all known intercollegiate participation history, • Enter NCAA ID including that at previously attended institutions and • Student’s First and Last in-progress seasons, if applicable. Name Populates Participation by term or academic • Enter Student’s EmailYou can add year will be in list order. as• many as necessary. Enterrows Student’s Mobile Phone. ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. 10 Transfer Tracer 11 NOTIFICATION OF TRANSFER The most common transfer exceptions are listed in the transfer tracer. • Enter NCAA ID If•the applicable exception is Student’s Firsttransfer and Last not Name listed, Populates see the last question and include what exception applies in the • Enter Student’s Email comment box. Enter Student’sdoes Mobile If•your institution not object to Phone. granting the one-time transfer ➢ Select or apply for exception, butif Domestic restrictions number. specific International institutionsMobile or conferences, ➢ Phone number will not be add the restrictions to the comment visible to other institutions. box. REMINDERS The transfer tracer is a tool for institutions to share a student-athlete's academic and athletic history to determine the student-athlete's eligibility status. The transfer tracer can be completed by the compliance office at anytime or if requested by another institution. The student-athlete's information can be updated and saved independently (by question or section) without completing the full transfer tracer. The transfer tracer is not verified through the transfer portal. It is the institution's responsibility to verify any information and/or seek more clarification. 12 HOW DO WITHDRAW A STUDENT (P WHO DECIDES TO NOT TRANSFER Withdraw Request SKIP PASS NCAA ID: 1507234718 NOTIFICATION OF TRANSFER If the student later decides to not transfer and the student requests the notification of transfer be withdrawn, • Enter NCAA ID the withdraw request is visible under MY TRANSFERS by clicking • Student’s First and Laston the transfer tracer. Name Populates Click on the withdraw request button • Enter Student’s Email request to and confirm the student’s withdraw the notification of transfer. • Enter Student’s Mobile ThePhone. withdraw action is only available to an individual edit privileges and by ➢ Select with if Domestic or the institution who Mobile entered the student International number. in the➢transfer portal.will not be Phone number visible todate otherand institutions. The withdrawn time will show in the student’s notification of transfer. Emails will be sent to the student, individuals on the email contact list, individual submitting the withdraw and anyone tracking the student on their transfer watch list. 14 WITHDRAWN EMAILS Student Email Victory College has withdrawn your notification of transfer as you have requested. Please contact your institution’s athletics compliance office if you have any questions. 15 NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER Institution Email Student Name: SKIP PASS NCAA ID: 1507234718 Sport(s): Men's Basketball Institution: VICTORY COLLEGE The notification of transfer has been withdrawn as requested by the student-athlete. The student-athlete's record is noted as withdrawn in the NCAA Transfer Portal. HOW DO I VIEW ?p OTHER TRANSFERS OTHER TRANSFERS NOTIFICATION OF TRANSFER Select OTHER TRANSFERS to view other institution’s transfers in the list. Student’s name ID appears on the list if • Enter NCAA the notification of transfer (Division I) Student’s First and Last or• permission to contact (Division II) Populates wasName entered. • Enterlist Student’s Narrow by sportEmail in the Sport Filter and/or sort list by column. • Enter Student’s Mobile ClickPhone. on the Transfer Tracer to see the ➢ Select if Domestic student’s academic andorathletic Mobile number. history ifInternational the information has been ➢ Phone entered. (Viewnumber Only)will not be visible to other institutions. Student does not want to be contacted. Select star to place the student on your Transfer Watch List (TWL). 17 Student’s record shows Withdrawn if the student’s decision changed to not transfer. (see page 23) Student’s record shows Matriculated once the student has transferred and attended the first day of class. (see page 25) NOTIFICATION OF TRANSFER OTHER TRANSFERS Sport Filter – Select • Enter NCAA ID the sport to only show the sport you want to view. • Student’s First and Last Search – All columns can be searched. Name Populates For example, select a sport in the sport • Enter Student’s Email filter and type a conference name. • Enter Student’s Only students from Mobile that sport and Phone. will appear. conference ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. 18 TRANSFER WATCH LIST NOTIFICATION OF TRANSFER The TRANSFER WATCH LIST includes only the transfers selected in the TWL column the OTHER TRANSFERS • EnteronNCAA ID screen. • Student’s First and Last TheName Transfer Watch List is an individual Populates list and not an institutional list. • Enter Student’s Email Each individual logged into the transfer • Enter portal canStudent’s create hisMobile or her own watch Phone. list. ➢ Select if Domestic or If updates occur in Mobile the student’s International number. record,➢ emails are sent Phone number will to notall be visible to other individuals who haveinstitutions. the student on their watch list. (see page 22) Click the student’s star in the TWL column if you want to remove the student from your watch list. 19 Division I Student’s Notification of Transfer Division II Permission to Contact 20 NOTIFICATION OF TRANSFER If the student is transferring from a Division I institution, the student’s record willNCAA showID the Notification of • Enter Transfer. Student’s and Last from a If •the student First is transferring Name Populates the student’s Division II institution, record will show the Permission to • Enter Student’s Email Contact. • Enter Mobile These are Student’s both NCAA rules that apply to communication with the student. Phone. Since Division appliesorthe ➢ Select ifIIDomestic Permission to Contact legislation, International Mobile number. check ➢ thePhone comments boxnot tobesee if the number will Division IIvisible institution included to other institutions. restrictions related to communication with the student. The Division I Notification of Transfer and the Division II Permission to Contact does not identify if the student is granted a transfer exception for immediate eligibility. This information would be included in the transfer tracer exceptions. mmnOmU _m C_u_u>HmU NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER STUDENT RECORD UPDATE EMAILS (See withdraw email on page 15) 22 Institution Email Transfer Watch List Institution Email Student Name: SKIP PASS NCAA ID: 1507234718 Sport(s): Men's Basketball Institution: VICTORY COLLEGE Student Name: SKIP PASS NCAA ID: 1507234718 Sport(s): Men's Basketball Institution: VICTORY COLLEGE You are receiving this email because updates have occurred in the student's transfer portal record. You are receiving this email because this student is on your Transfer Watch List (TWL). When updates occur in the student's transfer portal record, you will receive this email notification. Please check the record for any updates. If you no longer want to include this student in your TWL, you can uncheck the star in the TWL column. Withdraw Request Other Transfers View 23 NOTIFICATION OF TRANSFER If a student’s notification of transfer is withdrawn, the transfer tracer button will change to a ID red withdrawn • Enter NCAA button. • Student’s First and Last YouName can click on the withdrawn Populates button located on the OTHER • Enter Student’s Email TRANSFERS to see the date and time in• the student’s notification Enter Student’s Mobile of transfer. Phone. ➢ Select if Domestic It is permissible for theorstudent to International Mobile number. communicate with other coaches ➢ Phone number will not be during the time period between the visible to other institutions. initiated date and the withdrawn date. WHAT ACTION IS TAKEN fp AFTER THE STUDENT TRANSFERS Matriculated The NOTIFICATION matriculate action is the OF TRANSFER responsibility of the institution where the student transferred. The • Enter compliance NCAA ID office will identify the student as matriculated once the • Student’s First and Lastby student has matriculated Name Populates attending the first day of class. • Enter Student’s Email The matriculate button can be accessed by clicking on the student’s • Entertracer Student’s Mobile transfer in the OTHER Phone. TRANSFERS view. ➢ Select if Domestic or Click on International the matriculate Mobilebutton number. and confirm that the student matriculated ➢ Phone number will not be at your institution. visible to other institutions. The matriculated date and time will show in the student’s notification of transfer. Emails will be sent to the student, individuals at previous institution, individual submitting the matriculate and anyone tracking the student on their transfer watch list 25 MATRICULATED EMAILS Student Email Your record in the NCAA Transfer Portal has changed to show that you have now transferred. Please contact your institution's athletics compliance office if you have any questions. 26 NOTIFICATION OF TRANSFER NOTIFICATION OF TRANSFER Institution Email Student Name: SKIP PASS NCAA ID: 1507234718 Sport(s): Men's Basketball Institution: VICTORY COLLEGE The student-athlete's record is noted as matriculated in the NCAA Transfer Portal. This means the student-athlete has transferred and is attending classes at another institution. CAN THE TRANSFER PORTAL BE USED ON A MOBILE DEVICE MOBILE VIEW NOTIFICATION OF TRANSFER The Transfer Portal can be viewed on a mobile device. • Enter NCAA ID • Student’s and Lastthe menu Click on the Firstto show Name Populates of tabs. • Enter Student’s Email • Enter Student’s Mobile Phone. ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. Scroll across screen 28 Scroll across screen 092 ?lm nOmemman Om?nm \v CONFERENCE OFFICE VIEW NOTIFICATION OF TRANSFER • Enter NCAA ID • Student’soffice First administrators and Last Conference have Name Populates access to view their member institutions’ transfers in MY • Enter Student’s Email TRANSFERS. • Enter Student’s Mobile Phone. ➢ Select if Domestic or International Mobile number. ➢ Phone number will not be visible to other institutions. 30 <nImm \v OTHER TRANSFERS The most frequent view a coach is OTHER NOTIFICATION OFforTRANSFER TRANSFERS and TRANSFER WATCH LIST. When a coach logs into the transfer portal and OTHER • clicks EnteronNCAA IDTRANSFERS, the coach will see all students in all sports in the • Student’s transfer portal. First and Last Name Populates A coach can narrow the list to only his or her sport by selecting the sport in the sport filter. • Enter Student’s Email A more narrowed search can also occur by • Enterany Student’s searching column. Mobile For example, select a sportPhone. in the sport filter and type a conference name. Only students from that ➢ Select if Domestic or sport and conference will appear.Mobile number. International TRANSFER WATCH LIST A coach➢can alsonumber add students Phone will nottobehis or her to other institutions. TRANSFERvisible WATCH LIST by clicking on a student’s star in the TWL column from the OTHER TRANSFERS list. If updates occur in the student’s record, emails are sent to all individuals who have the student on their watch list. Click the student’s star in the TWL column if you want to remove the student from your watch list. 32 NCAA TRANSFER PORTAL transfer@ncaa.org