|1.||REGISTER FIRST: Students should register with the NAIA Eligibility Center before sending official records and should instruct schools to include their ECID # on all incoming records (or use the pre-generated cover page found on your To Do List).|
|2.||CHECK THE DOCUMENTS REQUIRED BY COUNTRY: See what documents are required. There may be special requirements depending on the student's country.|
|3.||GET SCHOOL-STAMPED, SEALED COPIES: All records must be sent as official copies. Using these steps (unless stated otherwise in the Documents Required by Country):|
|Step 1: The institution you attended makes a copy of official documents and applies the school stamp to verify they are an authentic copy.|
|Step 2: The school official places the copies in an envelope (preferably an official school envelope) and seals the envelope closed.|
|Step 3: The school official applies the same school stamp used on the records to the sealed envelope to show that the envelope was not re-opened. This verifies that the school was the last to handle the records.|
|Step 4: The student or the school can then mail the school-sealed envelope directly to the NAIA Eligibility Center.|
|4.||ALTERNATIVE INSTRUCTIONS FOR SECONDARY SCHOOL RECORDS ONLY: Registrar’s or Admissions Offices at the student’s NAIA institution can forward international secondary school (high school) records on behalf of international students IF they received the documents officially, as described above. The Registrar’s or Admissions Office must make a school-stamped copy of the documents and include a letter confirming how they received the records. International university records should be submitted directly from the issuing institution (the university abroad) to the NAIA Eligibility Center.|
|5.||TRANSLATIONS: Academic records must be sent in BOTH the original language of issuance AND a literal, word-for-word English translation. If the translation is not a literal translation, the NAIA Eligibility Center reserves the right to request new translations or verify the translations with a third party. If a third-party verification is required, this can delay your review, so please have literal, English translations submitted for academic records.|
|6.||CLASS RANK LETTERS: For anyone using the class rank requirement to meet initial freshmen eligibility, the Headmaster or Principal must write and submit a letter on official school letterhead that confirms the student’s final position in the secondary school class and the total number of students in the graduating class. This must be an originally signed document; it cannot be a copy. The letter must be in the original language of the Headmaster or Principal, originally signed and accompanied by a literal, word-for-word translation. Letters written by anyone other than the Principal or Headmaster will not be accepted (assistant principals, deputy headmasters, counselors, secretaries, etc. are not acceptable). Letters received differently than specified above will cause delays in the eligibility process.|
No, the NAIA Eligibility Center does not return documents back to students or send to third parties (including to NAIA schools). Therefore, do not send your original certificates or academic records if they are your only official copy.
The NAIA Eligibility Center will not accept unofficial records. Records that are sent in a different manner than the above instructions, faxed, scanned, or emailed will not be used. Notaries or other certifying stamps are not the same as school-stamped and do not replace the need for a school stamp on copies. Third party credential evaluations (i.e. WES, IES, ECE, etc.) are not required for sports eligibility.
Records should be submitted upon the completion of secondary school once the required documentation is available. University records should be submitted at the conclusion of your final term. If you are already out of school have your records (and corresponding translations) sent immediately after registering with the Eligibility Center.
Some academic records require a third party evaluation for a determination on authenticity or comparability. Because this process is external from the NAIA Eligibility Center, the Center cannot control how long these verifications take. This can significantly delay your eligibility determination. Consequently, the NAIA Eligibility Center encourages international records to be submitted at least two months prior to NAIA enrollment or earlier (when possible).
Note that there are two addresses to send your records depending on how you are having them delivered. US P.O. Boxes do not accept express mail, signature verified mail, FedEx or DHL. For those mail services, please use the regular mailing address:
Additional Questions? The NAIA Eligibility Center staff can be reached by phone or email Monday through Friday from 8:30 a.m. – 5 p.m. US Central Time. The US country code is “1.” Contact us by calling 1-816-595-8300 (press “2” for international inquiries) or emailing ECinternational@naia.org.