Requirements
Contents
Users
There are two major user groups for the web application, student-athletes and administrators from the Compliance and Faculty Representatives Offices.
Student-Athletes
New and returning student-athletes will use the website heavily at the beginning of the academic year to fill out NCAA and Cal student-athlete forms. Data obtained from the forms are crucial in determining a student-athlete’s eligibility to participate in intercollegiate sports. Throughout the remainder of the year student-athletes will use the website to update personal information such as address, phone number, and email to ensure that administrators have access to their most current information.
Administrators
Administrators from the Compliance and the Faculty Representatives Offices of the IARS department will use the website to track student-athlete information. They will run reports against the student-athlete data in order to flag potential eligibility problems such as incomplete forms. If needed, they can also use the website to generate hardcopies of forms submitted by student-athletes.
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Functional Requirements
1. Authenticate Users
- 1.1. Users must be authenticated by the application using a login and password.
- 1.1.1. Student-athletes will use their Calnet ID and passphrase.
- 1.1.2. Compliance and Faculty Reps Office users will use their NT Domain username and password.
- 1.2. Authentication will be used to determine user access rights to various portions of the application.
- 1.2.1. Student-athletes will only have access to their own data.
- 1.2.2. Users from the compliance and Faculty Reps Office will have access to student-athlete data and reports.
2. Complete Forms
- 2.1. New and returning student-athletes can fill out forms online. Students must fill out and submit forms every school year.
- 2.2. The following forms will be made available.
- 2.2.1. UC Student-Athlete Statement
- 2.2.2. UCB Consent for Drug Testing
- 2.2.3. UC Statement of Financial Support
- 2.2.4. UC Student-Athlete Automobile Information
- 2.2.5. UC Local Housing Information
- 2.2.6. UCB Authorization to Release Information
- 2.2.7. NCAA Student-Athlete Statement (several sections)
- 2.2.8. Summary of NCAA Regulations
- 2.2.9. NCAA Drug-Testing Consent
- 2.2.10. NCAA Banned Drugs
- 2.3. All forms must be submitted with an electronic signature approved by NCAA and IARS.
- 2.4. Once forms are submitted, most form data (except those stated in Requirement 3) is frozen and cannot be changed. Forms must be archived for future retrieval.
- 2.5. Users can save partially filled out forms without submitting them. They can return to complete and submit the forms at a later time.
- 2.6. Users can submit a form independently of another.
- 2.7. For returning students, some sections of forms must be pre-populated with data from past submissions. The following forms sections must not be pre-populated:
- 2.7.1. UC Student-Athlete Statement - sections 4-10, signature, date
- 2.7.2. UC Student-Athlete Automobile Information signature, date
- 2.7.3. UC Local Housing Information signature, date
- 2.7.4. UCB Authorization to Release Information signature, date, release person, relationship to release person
- 2.7.5. UCB Consent for Drug Testing signature, date, parent/guardian signature, parent/guardian date, parent/guardian namei>
- 2.7.6. NCAA Drug-Testing Consent - signature, date, parent/guardian signature, parent/guardian date
- 2.7.7. NCAA Student-Athlete Statement signature, date
- 2.7.8. UC Statement of Financial Support everything except recruitment status, athletic scholarship received prior school year
3. Update Data
- 3.1. Students can update the following data they have previously submitted.
- 3.1.1. automobile data
- 3.1.2. housing data
- 3.1.3. email
- 3.1.4. address
- 3.1.5. phone number
- 3.2. When form data is updated, data in the original submission must be preserved and retrievable.
- 3.3. Users from the Compliance and Faculty Reps Office cannot update any student information except for the “recruit” status.
- 3.3.1. When first submitted by the student, the “recruit” status must be considered “unverified”.
- 3.3.2. A Compliance user will verify the “recruit” status and change it if necessary. The “recruit” status becomes “verified” and the date and person who performed the verification are recorded.
4. View Data
- 4.1. Student-athletes will only be able to view their own data.
- 4.1.1. They can view data they saved but have not submitted.
- 4.1.2. They can view data they have already submitted.
- 4.2. Compliance Office users can view all student data.
- 4.3. Faculty Representatives Office users can view all student data.
5. Generate Reports
- 5.1. Report data will always be organized by sport.
- 5.2. Users should be able to select the sport or sports for which to run a report. There should be a quick way for a user to indicate "all sports".
- 5.3. Users from the Compliance and Faculty Reps Office can generate any report.
- 5.4. Reports must be able to be viewed on the browser and sent to a printer.
- 5.5. The following reports will be made available.
- 5.5.1. Form Submission Status. This report lists the name of each student and indicates whether he/she has completed each of the forms.
- 5.5.2. Recruitment Verification. This report lists the name of each student and indicates whether his/her recruitment status has already been “verified.”
- 5.5.3. Recruitment and Scholarship. This report lists the name of each student and indicates whether he/she has been recruited and if he/she has received an Athletic Scholarship for the current year.
- 5.5.4. Data Updates Notification. This report lists all data updates or changes that occur along with the date and the name of the person who performed the update. This report will be a weekly compilation of updates. It should automatically be e-mailed to Foti Mellis at the end of the week. No e-mail should be sent if there are no updates for the week.
6. Transfer Data
- 6.1. When a student submits a form, corresponding records must be inserted into a FileMakerPro staging table in realtime via ODBC.
7. Convert Data
- 7.1. Upon deployment of the application, data from the FileMakerPro DB will be pulled for use in pre-populating forms for returning students.
- 7.2. This data pull or conversion from the FileMakerPro DB will only happen once.
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Non-Functional Requirements
1. Operational Requirements
- 1.1. In order to keep the web DB and FileMakerPro DB data in synch, all student data that are common to both databases must be entered via the web application.
- 1.2. Data must be stored for a period of six years in compliance with NCAA regulation.
- 1.3. Once a form is submitted (signed) by a student-athlete, its original contents must be preserved and retrievable.
- 1.4. The application must be accessible via either Internet Explorer or Netscape Navigator web browsers on PC and Macintosh environments.
- 1.5. Tomcat will be used as the web server and will run on the Linux platform.
- 1.6. MySQL will be used as the database and will run on the Linux platform.
2. Security Requirements
- 2.1. The login and password supplied by the user in the authentication process must be secure over the network.
- 2.2. The electronic signature supplied by the user during the form submission process must be secure over the network.
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