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pdfUNITED STATES DEPARTMENT OF EDUCATION
Office of Postsecondary Education (OPE)
USER’S GUIDE FOR
THE EQUITY IN ATHLETICS
DISCLOSURE ACT WEB-BASED
DATA COLLECTION
September 2021
Table of Contents
Introduction ................................................................................................................................................... 1
A Note about the Annual EADA Report ........................................................................................................ 1
A Note about Institutions with Sports that had Cancelled Seasons Due to COVID-19 ................................ 2
General Information about the Survey Application ................................................................................ 2
The EADA and Title IX Compliance ............................................................................................... 3
Getting Help with the Survey ........................................................................................................... 3
Email Correspondence ..................................................................................................................... 4
Navigation ........................................................................................................................................ 4
Reset button ...................................................................................................................................... 4
Caveat boxes .................................................................................................................................... 5
Errors ................................................................................................................................................ 6
Confirming your survey’s status ...................................................................................................... 6
Printing survey screens..................................................................................................................... 7
Worksheets ....................................................................................................................................... 7
Other important information ............................................................................................................ 8
A Note about the National Collegiate Athletic Association (NCAA) Financial
Reporting Survey ................................................................................................................ 8
Browsers and Cookies ...................................................................................................................... 8
The Web-based Data Collection................................................................................................................. 9
Getting Started — Registration Packet ............................................................................................ 9
Log In ............................................................................................................................................. 10
Change Password ........................................................................................................................... 11
Forgot Your Password .................................................................................................................... 12
Assigning More Than One Password ............................................................................................. 13
Survey Eligibility ........................................................................................................................... 14
Important — Please read this before you begin… ......................................................................... 15
Registration .................................................................................................................................... 16
Print Registration Certificate ................................................................................................... 18
Survey Navigation/Status ............................................................................................................... 19
Institution Identification ................................................................................................................. 21
Screening Questions ....................................................................................................................... 23
Sports Selection .............................................................................................................................. 25
Athletics Participation .................................................................................................................... 28
Unduplicated Count Worksheet ..................................................................................................... 31
Head Coaches’ Staffing (Men’s Teams, Women’s Teams, and Coed Teams) .............................. 32
Men’s Teams ........................................................................................................................... 32
Women’s Teams ...................................................................................................................... 32
Coed Teams ............................................................................................................................. 33
Head Coaches’ Salaries .................................................................................................................. 35
Coaches’ Salaries Worksheet: Head Coaches ................................................................................ 38
Staffing Changes ............................................................................................................................ 39
How to Complete the EADA Staffing Screens and Calculate FTEs for Common
Staffing Scenarios ............................................................................................................. 40
Assistant Coaches’ Staffing (Men’s Teams, Women’s Teams, and Coed Teams) ........................ 42
Men’s Teams ........................................................................................................................... 42
Women’s Teams ...................................................................................................................... 42
Coed Teams ............................................................................................................................. 43
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Contents (continued)
Assistant Coaches’ Salaries ............................................................................................................ 45
Coaches’ Salaries Worksheet: Assistant Coaches .......................................................................... 48
Assistant Staffing Changes............................................................................................................. 49
How to Complete the EADA Staffing Screens and Calculate FTEs for Common
Staffing Scenarios ............................................................................................................. 50
Athletically Related Student Aid.................................................................................................... 52
Athletically Related Student Aid Worksheet ................................................................................. 54
Recruiting Expenses ....................................................................................................................... 55
Recruiting Expenses Worksheet..................................................................................................... 57
Operating (Game-Day) Expenses by Team/per Participant ........................................................... 58
Reporting per Participant ......................................................................................................... 58
Reporting by Team .................................................................................................................. 59
Operating (Game-Day) Expenses Worksheet A ............................................................................ 62
Operating (Game-Day) Expenses Worksheet B (Prorating) .......................................................... 63
Total Expenses ............................................................................................................................... 64
Total Expenses Worksheet ............................................................................................................. 67
Expenses Not Allocated by Gender/Sport Worksheet ................................................................... 68
Total Revenues ............................................................................................................................... 69
Total Revenues Worksheet............................................................................................................. 72
Revenues Not Allocated by Gender/Sport Worksheet ................................................................... 73
Summary ........................................................................................................................................ 74
All Expenses Worksheet ................................................................................................................ 77
Supplemental Information .............................................................................................................. 78
Reviewing and Submitting Your Survey ....................................................................................... 79
Locking Your Survey ..................................................................................................................... 82
Print EADA Survey Completion Certificate .................................................................................. 83
What Happens After Your Survey Data Have Been Locked? ....................................................... 84
Migrating the Data to OPE’s Public Website ................................................................................. 84
Appendix A. Instructions for Institutions with Sports that had Cancelled Seasons Due to
COVID-19 ...................................................................................................................................... 85
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Introduction
The Equity in Athletics Disclosure Act (EADA) was designed to make prospective students and
prospective student-athletes aware of an institution of higher education’s commitment to providing
equitable athletic opportunities for its men and women students. The EADA requires the disclosure of
information about varsity teams and the financial resources and personnel that the school dedicates to
those teams.
There are two EADA reporting requirements that institutions must meet in order to comply with EADA:
1) Annual EADA Report.
Any coeducational institution of higher education that participates in Title IV, the federal student
aid program, and has an intercollegiate athletics program, must comply with the EADA by
preparing an annual report, officially called The Report on Athletic Program Participation
Rates and Financial Support Data; more commonly known as the EADA Report. [Report cite 34
CFR 668.47] The EADA Report is a document that must be published by an institution by
October 15 each year and must be made available upon request to your students, prospective
students, and the public.
2) Annual EADA Survey.
Institutions must submit EADA data to the Secretary of Education within 15 days of making it
available to students, prospective students, and the public through the EADA Report. The sole
mechanism for submitting the data is via the EADA Web-based data collection, commonly
known as the EADA Survey. Data submitted online are migrated to the Office of Postsecondary
Education’s (OPE’s) public dissemination website at http://ope.ed.gov/athletics for anyone to
view. This user’s guide takes you step-by-step through the EADA Survey.
Publishing an EADA Report and participating in the Web-based data collection are BOTH
mandatory under EADA. The dates by which institutions must comply with EADA are mandated by
Congress, and there is no grace period. Compliance with EADA is monitored by the U.S. Department of
Education (ED). In the case of noncompliance, ED may limit, suspend, or terminate the participation of
any school in Title IV as well as impose civil fines for each violation. [Civil penalty cite Sec. 487(c)(3)(B)
of the HEA]
A Note about the Annual EADA Report
“A school must publish its EADA Report by October 15 and make it available upon
request to students, prospective students, and the public in easily accessible places.”
– Federal Student Athletic Aid Handbook in Volume 2, Chapter 6
As stated in the previous section, the EADA Report is a document that must be published by an institution
by October 15 each year and must be made available upon request to your students, prospective students,
and the public. A prospective student is defined as an individual who has contacted an eligible institution
requesting information concerning admission to that institution.
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Requirements for the EADA Report can be found in the Federal Student Financial Aid Handbook in
Volume 2, Chapter 6, pg. 2-162 – 2-163. Links to the Handbook can be found at:
https://ifap.ed.gov/ilibrary/document-types/federal-student-aid-handbook
Providing a link on an institution’s website to the Department of Education’s EADA Data Tool
(http://ope.ed.gov/athletics) does not fulfill the requirement for the institution to publish and make
an EADA Report available to the public. Institutions may use the tables and worksheets provided
through the EADA Survey to form the basis of the EADA Report that they publish; however, we strongly
urge you to read the EADA Report section of the Federal Student Financial Aid Handbook to make sure
that your institution complies fully with the requirements for the EADA Report.
A Note about Institutions with Sports that had Cancelled Seasons Due to
COVID-19
For institutions with sports that had cancelled seasons due to the
See Appendix A. Instructions
COVID-19 pandemic, general instructions for how institutions
for Institutions with Sports
should report for teams/sports that did not compete during the EADA
that had Cancelled Seasons
reporting period are included in Appendix A. These instructions
Due to COVID-19.
should be followed for all teams that did not participate in any
intercollegiate competitions during the reporting period as a result of
cancelled seasons. The only exception to the above is if your institution has historically reported Track
Indoor, Track Outdoor, and Cross Country combined, and the institution offers all three sports. If, due to
COVID-19, one of the sports (i.e. Track Indoor, Track Outdoor, or Cross Country) did not compete at all
during the reporting period, but the others did you should:
Select Track and Field and Cross Country (combined) on the Sport Selection screen.
Enter a note in the Caveat section on the Participants screen about the cancelled sport. If
you have the anticipated participant count of the cancelled sport, you can include those
counts in the Caveat as well.
Report all data, other than participation counts, as a lump sum for all three sports. EX:
Report for the salary paid to the Track and Field and Cross Country coach for coaching
Track and Field Indoor, Track and Field Outdoor, and Cross Country combined.
If your school traditionally selects Track and Field and Cross Country combined but only offers two of
the three teams, you can continue to report as combined. However, this will cause a fatal error on the
Participants screen and will require an Error Override. When you have finished entering all of your data,
please call the Help Desk at (888) 233-5421 to resolve the fatal error.
General Information about the Survey Application
Your institution’s specific data entry screens are determined by your responses to the Screening
Questions. You will not see screens that do not pertain to your institution. That is, if your institution has
women’s sports teams only, you will not see screens for men’s or coed teams. However, instructions in
this user’s guide address men’s teams, women’s teams, and coed teams. Please apply the information as
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appropriate for your school. For example, if you have women’s teams only, follow the instructions that
apply to women’s teams and ignore the instructions that apply to men’s teams and coed teams.
You can complete the survey during one session, or complete it over multiple sessions. Remember to save
your data as you complete each screen and to close your browser when you log out of the survey.
The EADA and Title IX Compliance
As noted in the introduction to this User Guide, your institution must provide the data in this survey in
accordance with the EADA. The data that you report in this survey, which are subsequently reflected in
the online Data Tool (http://ope.ed.gov/athletics), may not be the same as data used for determining
compliance with other Federal or state laws, including Title IX of the Education Amendments of 1972.
Getting Help with the Survey
There are various ways of getting help with the survey:
Online help features: There are help features throughout the survey.
On the header of the Log In screen, under “? Help”, there are links to access the user’s guide in its
entirety, Print Survey Forms, Worksheets that will assist you in calculating data for the survey, and
Help Desk Information. On the header of the Log In screen is also the Glossary. The footer of the Log In
screen has copies of this year’s Chief Executive Officer letter and the Privacy Statement.
After you register, the right side of the page will show the Options at this point of the survey. Expand the
Help options to access the same links mentioned above. Expand the Printable Forms to access Blank
Survey Forms, and PDFs of your Institution Information and Survey Data.
On every survey screen after the Survey Navigation page, you can select the screen instructions link to
get screen-specific instructions from this user’s guide for completing that screen.
Help Desk: Assistance from the EADA Help Desk is available toll-free by telephone at (888) 233-5421
and e-mail ([email protected]) year-round. The telephone help desk is staffed from 8:00 a.m. to 6:00
p.m. Eastern time, Monday through Friday. Voicemail is available at all times.
If a staff member is not available when you call, please leave a message with the
following information and someone will return your call as soon as possible:
- Your name and title
- The name of your school
- A brief description of why you are calling
- Your telephone number
- The best time to call you back
If you e-mail the help desk, please include the following information and someone will
respond as soon as possible:
- Your name and title
- The name of your school
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- A detailed description of why you are e-mailing
Please note that if you call the help desk and leave a message, there is no need to e-mail the help desk as
well, and vice versa.
Email Correspondence
At certain stages during the data collection period, the Help Desk sends e-mails for various reasons. If you
have not registered by a particular date, the Help Desk will end an e-mail as a friendly reminder so that
your institution does not miss the deadline. If you enter your data, but forget to check for errors, or forget
to lock your survey, the Help Desk will contact you as a reminder. If questions arise upon reviewing your
data, the Help Desk will send an e-mail that asks you to contact them to resolve the problem.
Navigation
Data fields: On each data entry screen you can move from one data field to the next using
the tab key or you can position the cursor with your mouse to make a selection.
Screens: You can move from screen to screen in two ways:
- After you complete a screen, click on the Next or Previous button at the bottom of the
screen to move through the survey screens sequentially.
- Use the navigation menu on the left side of each screen to either move through the
survey screens sequentially or to select a specific screen.
Note: Do not use the back button to navigate through the screens as the system cannot save your text.
Reset button
You can click on the RESET button at the bottom of the data entry screens to clear your entries and start
again. Once you have saved your data on a screen, the RESET button will return your data to the last
saved data for that screen. You will have to delete individual entries to clear the data.
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Caveat boxes
Each data entry screen has a caveat box. It provides space to write anything you think would help the
reader better understand the data on that specific screen. For example, if your expenses this year were
significantly greater than your expenses for the last few years, you can explain the increase. Or, you can
explain that although the equestrian team has historically been a coed team, because there were no male
participants this reporting year, that team is considered a women’s team for the purposes of the EADA
Survey.
Caveats are optional in all but one case. If you select Other Sports on the Sports Selection screen, you
must enter the name of the sport(s) in the caveat box on that screen. Please note that the caveats entered
on Sport Selection screen will not appear on the public website. If you want the information to appear on
the public site, enter it on the Athletic Participation screen.
Be concise when providing additional text as the caveat boxes allow only 1,000 characters each. Please do
not include duplicate caveats (i.e., the same caveat on multiple screens). Double-check your entries for
spelling and grammar because the caveats will appear along with your data on the Office of
Postsecondary Education’s public website.
Note: Do not use the symbols < or > in your text. The survey system cannot save your text if you do.
Also, if you do not want to add a caveat to your data, please leave the caveat box blank. Do not write
“None, “N/A,” or similar text in the box as it will be deleted.
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Errors
If the system detects an error when you save data on a specific screen, you will see an icon next to the
associated data field. Click on the icon to view an explanation of the problem.
The
icon indicates a fatal error that must be fixed before you can lock your survey.
The icon indicates that a confirmation or explanation is needed before you can lock your survey.
Enter your confirmation/explanation in the box provided. For example, if you get the error message
shown in the box below, an acceptable explanation might read, “The men and women on our
equestrian team compete as equals.” Please do not use the caveat box to explain an error. The
confirmation/explanation text that you enter in the box will be read by our content specialists, but will not
appear on the public website.
The
icon indicates that the error has been resolved.
The
icon indicates that the error has been reviewed and then Overridden by the survey Administrators.
Confirming your survey’s status
There are two ways to check the status of your survey. To check the status of specific screens, go to the
Survey Navigation screen. The status for each screen will read “Updated,” “Not Updated” or “Updated
and has errors.” Some screens cannot be edited. These screens will be noted as “Read Only” and do not
need to be updated. To check the status of the survey, go to the Survey Navigation screen and complete
Step 3: Lock the survey.
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Printing survey screens
There are various ways to print your survey screens.
To print blank screens:
- From any screen in the survey, select Survey Navigation in the lower left-hand side of
your screen. Select Blank Survey Forms and then select the form appropriate for your
institution.
- From the Survey Navigation screen, under Printable Forms, select Blank Survey
Forms and then select the form appropriate for your institution.
- Select Print Survey Forms on the Log In screen Help page. Select Print Survey
Form.
To print screens with partial or completed data:
- From the Survey Navigation screen, under Printable Forms, select Survey Data.
- To save a PDF file: Follow the instructions above for printing your partial or completed
screens and once the form is opened on a new tab, click on the PRINT button and select
save as PDF.
Note: We strongly recommend that you print a copy of your completed survey for your records.
Be sure to retain the EADA Report and all supporting records used in compiling the report for the three
years from the latest publication. For example, the 2021 EADA Report and supporting records must be
kept until October 15, 2024.
Worksheets
Worksheets are available to assist you in preparing your data. They are located under the Help option on
the header of the Log In screen. Worksheets are also available from any screen in the survey under the
Help menu on the right-hand side of your screen.
Available worksheets include:
Participant Unduplicated Count Worksheet
Coaches’ Salaries Worksheet
Athletically Related Student Aid Worksheet
Recruiting Expenses Worksheet
Operating (Game-Day) Expenses Worksheet A
Operating (Game-Day) Expenses Worksheet B
Total Expenses Worksheet
Expenses Not Allocated by Gender/Sport Worksheet
Total Revenues Worksheet
Revenues Not Allocated by Gender/Sport Worksheet
All Expenses Worksheet
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Other important information
Reporting period: You are reporting for a 12-month period. Neither the time a particular expense is
incurred (e.g., postseason) nor the source of revenues used to pay for a particular expense (e.g., fundraising) during that time period is relevant.
You are expected to maintain the same 12-month reporting period from year to year. That
is, if your reporting period was from 07/01/2019 to 06/30/2020 for the previous year’s
survey, your reporting period should be from 07/01/2020 to 06/30/2021 for this year’s
survey. If you must change the 12-month reporting period, (for example, your institution’s
fiscal year changes) you must include all monies for that period even if you previously
reported a portion of the monies on last year’s survey when you had a different fiscal year.
Be sure to explain the situation on the Supplemental Information screen.
If your reporting period starts on any date other than the first of the month, you will be
required to explain this information.
Use whole numbers: Enter whole numbers only, except for the Head Coaches’ Salaries and Assistant
Coaches’ Salaries screens. Those screens ask for full-time equivalents (FTEs) which may be entered as
decimals. Do not use commas or dollar signs.
Use actual numbers: Do not round numbers beyond the next dollar.
A Note about the National Collegiate Athletic Association (NCAA) Financial Reporting Survey
Although the NCAA survey collects similar data to the EADA Survey, the two surveys are not identical. The
survey systems do not always calculate data in the same manner and do not always use the same definitions;
therefore, the numbers will not necessarily match. Unlike the NCAA Survey, the EADA Survey does not
have to be approved by an institution’s CEO and does not require an external review. An institution may not
submit the NCAA survey to the U.S. Department of Education in place of the EADA Survey.
Browsers and Cookies
The survey application has been formatted to work in Chrome, Edge, Firefox and Internet Explorer (IE).
Once you have logged in to the EADA Survey, a cookie is used to ensure that you alone are allowed to
access your institution’s data and to ensure that no unauthorized users can modify the existing data. A
cookie is a small file that a website transfers to your computer’s hard drive, usually to keep track of you
while you are connected to that site. The cookies on the EADA Survey site do not collect information
about you; they collect information about your browser session. The cookie makes it easier for the EADA
Survey system to keep track of your login information, without having to provide the same information
again as you move from one screen to another. The cookie and the information about your session are
destroyed immediately after you close your browser, and are not stored on your computer. For more
information, please click on the Privacy Statement link in the footer of the survey Log In screen.
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The Web-based Data Collection
Getting Started
Registration Packet
Starting in 2021, all registration information will be sent to institutions via email. Two emails will be sent
from the EADA Help Desk to the chief administrative officer (e.g., president, provost, director,
chancellor) of every postsecondary Title IV institution a few weeks before the data collection opens. The
text of the first email will include the institution’s User ID, the survey web address, survey collection
dates, and Help Desk contact information, and one letter from the U.S. Department of Education. The
letter is from the U.S. Department of Education to inform the chief administrator about the upcoming
EADA web-based data collection. A second email sent to the chief administrative officer will include the
institution’s password, provided separately from the User ID for security reasons. The following contents
will be included in these two emails:
Contents
Description
User ID
Typically, the User ID consists of an uppercase letter followed by 7 numbers.
For example: E1234567.
Password
The password consists of 9 characters, made up of uppercase letters, lowercase
letters, numbers, and symbols. For example: A1BcaaD%.
Note: A new password is issued every year.
Web address
The web address is the address you must enter into your computer’s browser
to access the survey site. The site is located at:
https://surveys.ope.ed.gov/athletics.
Telephone number
for help desk
This is a toll-free number to call if you need help with the survey. The number is
(888) 233-5421.
E-mail address
for help desk
This is the address to use if you would like help with the survey via e-mail.
The address is: [email protected].
Data collection
dates
These are the dates of the current data collection: Sept. 15, 2021 to Nov. 1,
2021.
Although new User IDs and passwords are emailed to schools in early September, you will not be able to
log on to the site until the collection opens. The data collection will close at midnight EST on the date
indicated. There are no extensions.
Please note that although you have until the deadline to complete your survey, it is better to complete it as
soon as possible so that if you have any problems or questions, you can receive timely assistance by
telephone or e-mail from our help desk staff. The later in the data collection period, the busier the help
desk becomes.
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Log In
To access the survey, enter https://surveys.ope.ed.gov/athletics into your browser. The survey Log In
screen is the first screen you will see.
Enter your 2021 User ID and password in the boxes under Login to Collection System on the right side
of your computer screen. They are case sensitive so you must enter them exactly as they are shown on the
registration certificate. Do not tell the survey application to remember your password as you will have to
change it on the Change Password screen. Next, click on the Log In button.
If you are attempting to log in for the first time, but have misplaced your User ID and/or password, please
call the EADA Help Desk toll-free at (888) 233-5421 or e-mail the help desk at [email protected] for
assistance.
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Change Password
For security reasons, the Change Password screen prompts you to change the password that you initially
used to log in to the survey. Use the rules printed on the screen to create your new password and follow
these steps:
1. Enter your password in the Original Password field.
2. Enter your new password in the New Password field.
3. Enter your new password again in the Confirm New Password field.
4. Click on the Change Password button.
5. Keep a record of your new password in a secure place as it will be the password you need
each time you log in to the survey. That is, the password printed on the registration
certificate will become inactive after you create a new one, and only the new
password will allow you to re-enter the survey.
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Forgot Your Password
If you have logged in before and misplace or forget your new password but you know your user ID, click
on the Forgot your password? link next to the Log In button.
Enter your User ID and the e-mail address that is listed on the survey Registration screen. The survey
system will reset your password and send it to that address. If the e-mail address you enter does not match
the address on the Registration screen or if it is not a valid address, the system cannot send your password
and you must contact the EADA Help Desk toll-free at (888) 233-5421 or e-mail the help desk at
[email protected] for assistance.
Note: If your institution is participating in the EADA Survey for the first time, and you forget the
password for your initial log in, you must contact the help desk by telephone or e-mail because you will
not yet have entered an e-mail address on the Registration screen.
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Assigning More Than One Password
You can assign multiple passwords for additional users by clicking on Edit User drop-down under User
ID in the upper right corner of the screen. Select the Add Users/Passwords option from the drop-down.
Click on Add User link and you can select up to 6 additional users. When an additional user logs in for
the first time, he or she will be prompted to change their password on the Change Password screen just as
the primary user did.
Although an additional user will have access to your institution’s survey, only the primary user can lock
the survey upon completion.
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Survey Eligibility
The purpose of the Survey Eligibility screen is to confirm that your institution is required to participate in
the EADA Survey. The term “coeducational” refers to the composition of the school’s undergraduate
student body. For EADA purposes, a school that has at least one male and one female undergraduate
student is considered coeducational. If your school only has female undergraduates or only has male
undergraduates, the EADA does not apply to your school’s intercollegiate athletic program. If your school
has traditionally been a single-sex school but now enrolls even one undergraduate student of the opposite
sex, your school is considered to be coeducational for the purposes of the EADA and must participate in
the survey.
For EADA purposes, a school that has at least one male and one female undergraduate student is
considered coeducational. If your school only has female undergraduates or only has male
undergraduates, the EADA does not apply to your school’s intercollegiate athletic program. If your school
has traditionally been a single-sex school but now enrolls even one undergraduate student of the opposite
sex, your school is considered to be coeducational for the purposes of the EADA and must participate in
the survey.
Read the three criteria on the Survey Eligibility screen. If your institution meets all three criteria, click on
the Submit button at the bottom of the screen. This will take you to the Change Password screen. If your
institution does not meet all three criteria, or your institution is a single-sex school that reported oppositesex students in IPEDS for reasons related to gender identification, call the EADA Help Desk toll-free at
(888) 233-5421.
Note: EADA Survey reporting is based on the way an institution reports to IPEDS. If your institution has
multiple campuses under a single IPEDS number (whether or not those campuses have combined or
separate athletic programs), or if your school is part of a consortium that combines its varsity athletics
programs, you should submit combined numbers in a single survey. Please call the help desk for guidance
on how to report before proceeding with the survey.
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Important — Please read this before you begin…
This screen is designed to assist you in understanding the survey categories and to help you avoid some
common mistakes. We urge you to read it before you enter any data. Then click on the Click Here to
Proceed button.
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Registration
You must complete this screen before you can continue with the survey. You will be asked to complete
this screen only once. Upon subsequent logins, you will be taken directly to the Survey Navigation screen.
To access this screen after you have initially registered, go to the Edit User drop down menu in the top
right of the screen, under your User ID. Select Registration from the drop down menu.
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Information you need to complete this screen:
Enter the contact information for the individual with primary responsibility for completing
the survey. This is the person we will contact if we have questions about the data.
Make sure your e-mail address is correct and then enter it again in the “Confirm e-mail
address” field. If it is incorrect, it will delay the receipt of important information about the
status of your survey.
We suggest that you review/complete the Registration screen when the EADA Survey site
first opens so that we know you were able to log in.
Screen instruction:
This screen should contain the name and contact information of the primary person who will enter the
survey data. Review the screen and make changes, if necessary.
Directions:
1. If your institution is participating in this survey for the first time, complete the screen,
making sure to fill in every field except one marked Optional. If you do not enter
information in the required fields, you will not be able to proceed with the survey.
2. If your institution participated in the previous year’s survey, the screen will be pre-filled.
Review the information and make changes if necessary.
3. Optional: Enter information in the Comment box, if you would like to provide additional
contact information such as a cell phone number or the best time to reach you if there are
questions about your survey. Also, if the person listed above is not the person who enters
the data, please provide the name and contact information for the person who enters the
data. This information is for the survey help desk staff only. It will not be seen by the
public
4. After you finish completing, reviewing, or updating the screen, click on the Update
button to continue (even if you did not make any changes.)
Note: If you want to edit the Registration screen after it has been updated and you have moved on to
another screen, select Edit User under the User ID at the top of your screen. Then select Registration
from the drop-down menu.
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Print Registration Certificate
Once the registration screen has been successfully updated, the system will provide the Click here for
Registration Certificate link at the bottom of the screen. Save a copy of your registration certificate for
you records. Registration Certificates cannot be recreated or emailed.
Select the link to print or get a PDF of the Registration Certificate.
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Survey Navigation/Status
The Survey Navigation/Status screen is the hub of the survey. It shows how far you’ve progressed in the
survey and what, if anything, you need to do next. It provides links to the various survey screens and
allows you to go back and review or change data.
You will be directed to the Survey Navigation screen after you complete Registration Screen. From this
point on you can access the Survey Navigation screen from other survey screens by selecting the Survey
Navigation link at the bottom of the Navigation Menu that will appear on the left side of each screen.
The Survey Navigation screen walks you through the steps in completing the survey.
Step 1: Update Institution Information: When you begin your survey, the screen will contain a link to
the Important General Survey Info and Institution Identification screen. Instructions for completing the
Institution Identification screen are provided beginning on page 21 of this user’s guide. Once this screen
is complete it will say “Updated” in green text.
Step 2: Update Screening Questions and Complete the Survey: You must complete Step 1, the
Institution Identification screen, to access the Screening Questions. Once Step 1 is complete, a link for
Screening Questions will be available under Step 2. Instructions for completing the Screening Questions
can be found on pages 23 & 24 of this user’s guide.
Once you have updated the Registration and Institution Identification screen, you will get access to the
preliminary screens which must be completed before you can enter other data which are:
Screening Questions
Sports Selection
Participants
Note that if you complete the Screening Questions, the Sports Selection, and the Athletics Participation
screens and save them, but return to them later and change any data, you must re-save not only those
screens, but all other screens that contain data.
Once you have updated the preliminary screens, links to the remaining data entry screens for your
institution will be visible and available under Step 2. Instructions for completing these screens are
included in this user’s guide.
Once these screens are updated, it will say “Updated” in green text next to each link. If a screen has errors
that need to be addressed prior to locking the survey it will say “Updated and has errors” in red text.
Instructions for completing these screens are included in the remaining sections of this user’s guide.
Step 3: Lock the survey: Once you have completed the data entry screens, you must review your caveats
(if you have any). Select the appropriate link (Review Caveat/Institution Description) and follow the
instructions on the screen.
Next select the Check for Errors link in the menu. If the survey system has detected any errors they will
be listed in the report and you must fix them before you can lock the survey. Instructions for fixing errors
are located earlier in this user’s guide.
19
When your survey is complete and locked, a “Click here for Survey Completion Certificate” link will
appear at the bottom of the page. This link leads to a certificate of completion that can be saved or printed
for your records. Completion Certificate cannot be recreated or emailed.
20
Institution Identification
21
This screen asks for contact information for your institution and your athletic department, the reporting
year for which you will enter data, the number of full-time undergraduate students at your institution, and
your athletic sanctioning body.
Information you need to complete this screen:
The contact information for your institution’s chief administrative officer will be taken
from this screen and used on the mailing label for next year’s survey registration packet.
Please make sure that the information is current.
If your institution completed a survey for the prior year most of the information will be
pre- filled. You may update the information on the screen with the exception of the hardcoded institution name. If the name of your institution has changed, please notify the
agency that accredits your institution. Note the new name on the Supplemental
Information screen so that readers are aware of the change.
The pre-filled number of full-time undergraduates is taken from your institution’s fall
2020 IPEDS Fall Enrollment Survey. The numbers indicate the full-time certificate or
degree- seeking total. The numbers should not be changed unless they were reported
incorrectly on that survey. To change the number, please email a copy of the updated 2020
IPEDS survey to the help desk at [email protected].
You are expected to maintain the same 12-month reporting period from year to year.
That is, if your reporting period was from 07/01/2019 to 06/30/2020 for the previous
year’s survey, your reporting period should be from 07/01/2020 to 06/30/2021 for this
year’s survey. If you must change the 12-month reporting period, because, for example,
your institution’s fiscal year changes, be sure to note the change and the reason for it on
the Supplemental Information screen. If your reporting period starts on any date other than
the first of the month, you will be required to explain this information.
You can select only one athletic sanctioning body on this screen. If your institution has
multiple varsity sports and multiple sanctioning bodies, you may note this on the
Supplemental Information screen if you’d like.
Screen instruction:
Please enter/review all applicable information. You cannot change the hard-coded name of your
institution on this screen. If the name has changed, it will be changed on subsequent surveys after
notification from your institution’s accrediting agency.
Directions:
1. If your institution is participating in this survey for the first time, complete the screen.
2. If your institution participated in this survey last year, review the pre-filled information
and make any necessary changes.
3. After you complete/review the screen, select Update to record your information. If the
system does not detect any errors, you will get the message “Identification has been
updated successfully.” Select Return to Survey Navigation to continue
Note: If you want to edit the Identification screen after it has been updated and you have moved on to
another screen, select Survey Navigation on the vertical menu bar on the left side of your screen where
you can select the Institution Identification link again to access and edit the screen.
22
Screening Questions
Information you need to complete this screen:
Respond to these questions carefully, as the answers you provide will determine which
subsequent survey screens are appropriate for your institution.
A coed team is a single team on which men and women compete as equals.
A coed team is not:
- A team on which both men and women are eligible to join, but that has only men or
only women participants for the reporting period.
- A men’s team and a women’s team traveling on the same bus or sharing equipment or
other resources, such as a budget.
- A men’s team and a women’s team that practice together but do not compete on the
same team.
NOTE: For the purposes of EADA, compete as equals refers to men and women
participating in the same event and being judged or scored against each other.
Graduate assistants and volunteers who served as assistant coaches are assistant coaches
for the purposes of this survey.
If you save the data on this screen, then return to the screen to make changes to
23
screening question #2, note the following: (1) If you select an additional sport remember
to include associated data for that sport on subsequent screens; and (2) If you delete a
sport but have already entered associated data on other screens, all associated data for that
sport will be deleted from subsequent screens. However, because the survey system has
to recalculate the totals, you must re-save every screen.
Screen instruction:
Please answer these questions carefully as your answers will determine which subsequent data entry
screens are appropriate for your institution.
Directions:
Question 1: How will you report Operating (Game-day) Expenses?
Select either “By Team” or “Per Participant.”
Question 2: Select the types of varsity sports teams at your institution.
Varsity team is a team that is designated or defined by its institution or an athletic association as
a varsity team or primarily competes against other teams that are designated or defined by their
institutions or athletic associations as varsity teams.
Question 3: Do any of your teams have assistant coaches?
If you have any assistant coaches, select Yes and indicate whether they are assistant
coaches for Men’s Teams, Women’s Teams, and/or Coed Teams. If you do not have
assistant coaches for any of your varsity sports teams, select No.
When you have completed this screen, click on Save to record your data. If no errors are detected you will
get the message “Data saved successfully.” Click on the Next button to continue.
24
Sports Selection
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
Information you need to complete this screen:
Include all varsity teams, not just those that are governed by your institution’s athletic
sanctioning body.
25
Varsity team is a team that is designated or defined by its institution or an athletic
association as a varsity team or primarily competes against other teams that are
designated or defined by their institutions or athletic associations as varsity teams.
The EADA does not apply to intramural or club teams even if those teams play a limited
number of intercollegiate games against varsity teams.
To be considered a varsity sport under the EADA, an activity must also be considered a
sport for purposes of Title IX of the Education Amendments of 1972 (Title IX), 20 U.S.C.
§ 1681 et seq. The Department’s Office for Civil Rights, which enforces Title IX,
published Guidance on Determining which Athletic Activities Can Be Counted for
Purposes of Title IX Compliance (2008). The Guidance provides clarifying information to
help institutions determine which intercollegiate athletic activities can be counted as a
sport for the purpose of compliance with Title IX of the Education Amendments of 1972
(Title IX), 20 U.S.C. § 1681 et seq. This Guidance is useful for institutions as they
evaluate their athletics programs for compliance with both the EADA and Title IX.
Competitive varsity Dancing and/or Cheerleading should be included under “other
sports.” Indicate in the caveat box that your “other sports” are Dancing and/or
Cheerleading, and specify that these are competitive varsity athletic teams (i.e., not pep
squads). For EADA reporting purposes, non-competitive Dance and/or Cheerleading
should not be included as a separate team.
A coed team is a single team on which men and women compete as equals.
A coed team is not:
- A team on which both men and women are eligible to join, but that has only men or
only women participants for the reporting period.
- A men’s team and a women’s team traveling on the same bus or sharing equipment or
other resources, such as a budget.
- A men’s team and a women’s team that practice together but do not compete on the
same team.
If your institution has track and field teams and/or swimming and diving teams, you have
a choice regarding how you report for them:
- If you have a combined budget for your track and field teams, you should choose Track
and Field and Cross Country (combined), and report for these teams in a combined
manner throughout the survey. (If you have, for example, outdoor track and cross
country, but not indoor track, you can still choose Track and Field and Cross Country
(combined), and then explain in the caveat box that your institution does not have
indoor track.) If you choose to report for these teams in a combined manner, do not
check each individual track and field team. Also, do not combine your men’s teams
with your women’s teams. That is, if you choose Track and Field and Cross Country
(combined) under men’s teams, and you also want to report in a combined manner for
your women’s track and field teams, you must choose Track and Field and Cross
Country (combined) under women’s teams as well.
- If you have a combined budget for your swimming and diving teams, you should
choose the Swimming and Diving (combined) category, and report for these teams in a
combined manner throughout the survey. If you choose to report for these teams in a
combined manner, do not check Swimming or Diving. Also, do not combine your
men’s teams with your women’s teams. That is, if you choose Swimming and Diving
26
(combined) under men’s teams, and you also want to report in a combined manner for
your women’s swimming and diving teams, you must choose Swimming and Diving
(combined) under women’s teams as well.
If your institution had costs for a team that did not have any games during the
reporting period (i.e., start-up teams or discontinued teams), do not select that sport on
this screen. Include the monies only on the Total Revenues and Total Expenses screens in
the “Not Allocated by Gender/Sport” field. You can explain this situation in the caveat
box on the Sports Selection screen and on the Athletics Participation screen.
If you save the data on this screen, then return to the screen to make changes, note the
following: (1) If you select an additional team remember to include associated data for
that sport on subsequent screens; and (2) If you delete a sport but have already entered
associated data on other screens, all associated data for that sport will be deleted from
subsequent screens. However, because the survey system has to recalculate the totals,
you must re-save every screen.
Instructions for how to report for a sport that did not compete during the reporting period
due to COVID-19 are available in Appendix A.
Screen Instructions:
Select the varsity sports teams at your institution.
Directions:
1. Identify all of your men’s varsity sports teams, all of your women’s varsity sports teams,
and all of your coed varsity sports teams, as appropriate.
2. If you select Other Sports, identify the sport(s) in the caveat box.
3. Click on the Save button at the bottom of the screen. If no errors are detected you will get
the message “Data saved successfully.” Click on the Next button to continue.
Note: The information in the caveat box on this screen will not appear on the Department of Education’s
Data Tool website. If you are reporting other teams, please enter this information on the Athletics
Participation screen as well.
27
Athletics Participation
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
28
Information you need to complete this screen:
Participants are students who, as of the day of a varsity team’s first scheduled contest
(A) Are listed by the institution on the varsity team’s roster
(B) Receive athletically related student aid
(C) Practice with the varsity team and receive coaching from one or more varsity coaches.
A student who satisfies one or more of these criteria is a participant, including a student
on a team the institution designates or defines as junior varsity, freshman, or novice, or a
student withheld from competition to preserve eligibility (i.e., a redshirt), or for academic,
medical, or other reasons.
Include:
- Fifth-year team members who have already received a bachelor’s degree.
- A student who participates on two teams, for example, the football team and the
lacrosse team, as a participant on each of the teams.
- Male practice players who are listed on the women’s team roster as of the day of the
first scheduled contest should be counted as participants on the women’s team. While
the “participant” count will not differentiate between these male and female team
members, you must specify in the caveat box the number of opposite sex participants.
For example, if your women’s basketball team has 20 total participants, but 3 of them
are male students, include 20 in the box for the number of participants and specify in
the caveat box that the women’s basketball team’s participants include 17 female
students and 3 male students. This is different from a coed team (see below).
- An individual participates on the junior varsity and the varsity team for the same sport,
count that individual as one participant for that sport.
Do not include:
- Individuals who joined the team after the day of the first scheduled contest.
Transgender participants should be counted consistent with their gender identity. For
example, a participant who identifies as male should be counted in the same way as other
male participants, even if the participant’s records or identification documents indicate a
different sex.
A team’s first scheduled contest is the first competition where the score counts. If the
result of the contest doesn’t matter in the long run, it wouldn’t count. For example, a
scheduled scrimmage meets the definition of a team’s first scheduled contest if the score
counts. If the scrimmage is played just for fun or practice and the result of the scrimmage
doesn’t matter, it wouldn’t count.
Varsity team is a team that is designated or defined by its institution or an athletic
association as a varsity team or primarily competes against other teams that are
designated or defined by their institutions or athletic associations as varsity teams.
A coed team is a single team on which men and women compete as equals.
- If your institution fields a team on which both men and women may participate, but in the
year for which you are reporting, that team did not have any women participants or did not
have any men participants, do not include that team as a coed sport on the current survey.
Instead, include it as a men’s team or a women’s team based on the actual participants.
29
Reporting participants for combined teams. Enter the number of participants associated
with each team separately. If your institution offers a team, but in the year for which you
are reporting that team did not have any participants, do not include that team as a
combined sport on the current survey. Instead, return to the sport selection screen and
select only the teams for which you had participants.
- Swimming and Diving (combined) – Two (2) separate fields will be provided for
reporting participants, one for Swimming and one for Diving.
- Track and Field and Cross Country (combined) – Three (3) separate fields will be
provided for reporting participants, one each for Cross Country, Indoor Track and Field
and Outdoor Track and Field. You must have participants in at least two of the sports to
select combined reporting.
Unduplicated count means a head count of all of the participants on at least one varsity
team, by gender. If an individual participates on more than one varsity team, include that
individual only once in your unduplicated count. In other words, picture all of your
student-athletes standing in a gym at the same time. Count the males. That is the
unduplicated count for men. (The number must be equal to or less than the total number of
male participants.) Count the females. That is the unduplicated count for women. (The
number must be equal to or less than the total number of female participants.)
- For example, a student athlete who is on the men’s indoor track team, the men’s
outdoor track team and the men’s cross-country team. Count him three times in the
Grand Total Participants (once the men’s indoor track team, once on the men’s outdoor
track team, and once on the men’s cross-country team). Then count him only once in
the unduplicated count.
This screen must be completed before you can continue with the survey. If you want to
enter data on other screens before you have the numbers for this screen, enter the
minimum number of participants required for each team as placeholders and save the
screen. When you have the actual numbers, enter those numbers and re-save this screen
and all other previously saved screens. You must do this so that the survey system can
re-calculate the data.
Screen instruction:
Enter the number of participants as of the day of the first scheduled contest.
Directions:
1.
2.
3.
4.
5.
6.
7.
Enter the number of participants on each of the men’s teams listed on the screen.
Enter the number of participants on each of the women’s teams listed on the screen.
Enter the number of male participants on each of the coed teams listed on the screen.
Enter the number of female participants on each of the coed teams listed on the screen.
Enter the unduplicated count of men participating on a men’s or coed team.
Enter the unduplicated count of women participating on a women’s or coed team.
Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for any other category on this screen.
30
Unduplicated Count Worksheet
Women's Team
Participants on
forth team
Men's Team
Participants on
forth team
Women's Team
Participants on
third team
Men's Team
Participants on
third team
Women's Team
Participants on
second team
Men's Team
Participants on
second team
Team
Women's Team
Participants
Men's Team
Participants
To assist you with calculating unduplicated counts, utilize the Unduplicated Count Worksheet. This
worksheet is available on the Log In screen and also under Help on the menu bar once you have logged
in. Below is an image of the worksheet; however, the Excel Worksheet accessible from the website has
formulas embedded in the table that will help you to calculate the count correctly.
Total Participants
Unduplicated Count
Unduplicated Count Worksheet Directions:
1. Enter the sports team
2. Enter the number of participants on that team.
3. Of the participants on that team, enter those that are participants on a second team. The number of
participants on the second team must be less than or equal to the number of participants on that
team.
4. Of the participants on the second team, enter those that are participants on a third team. The
number of participants on a third team must be less than or equal to the number of participants on
a second team.
5. Of the participants on the third team, enter those that are participants on a fourth team. The
number of participants on a fourth team must be less than or equal to the number of participants on
a third team.
6. Repeat Steps 1 through 5 until all teams are listed.
The worksheet has embedded formulas to detect & code the following as an error:
Entries that are not whole numbers. (An unduplicated count cannot consist of a fractional total.)
Entries per team that are greater than the number of participants in the team’s preceding entry.
Total Participants that are greater than the number of participants in the team’s Total Participants
preceding entry.
If you receive an error message or see “ERROR” at bottom of the column, there is a problem with your data.
31
Head Coaches’ Staffing (Men’s Teams, Women’s Teams, and Coed Teams)
Men’s Teams
Women’s Teams
32
Coed Teams
Information you need to complete this screen:
For each team, indicate by entering a 1 in the appropriate field whether the head coach was
- Identified as Male or Female,
- Assigned to the team on a full-time or part-time basis, and
- Employed by the institution on a full-time or part-time/volunteer basis.
Graduate assistants and volunteers who served as head coaches are considered head
coaches for the purposes of the EADA.
A full-time coach is someone who is assigned to one team on a full-time basis and is a
full- time employee of the institution.
- If an individual coaches more than one team, that individual is not assigned to one team
on a full-time basis. That individual is assigned to both teams on a part-time basis.
- If an individual coaches and has other non-coaching duties such as teaching or
administrative, that individual is assigned to a team on a part-time basis and is a fulltime or part-time institution employee.
A part-time coach is someone who is assigned to a team for less than 40 hours a week for
52 weeks a year, or 40 hours a week for 10 months if your institution only offers 10-month
contracts. Volunteers are considered part-time coaches for the purposes of the EADA.
If a team changes coaches in mid-season, this still counts as one coach for the team. If
one individual identified as female and the other identified as male, include the individual
who was the coach for the longest period of time during that 12-month period. You can
explain the situation in the caveat box. See Staffing Changes on page 39 for further
guidance.
33
If your institution has a team with co-head coaches, enter one as the head coach and the
other as an assistant coach. You can explain in the caveat box that you made this
adjustment for the purposes of the EADA Survey. There are four exceptions:
- You may enter up to three head coaches for Track and Field and Cross Country
(combined);
- You may enter up to two head coaches for Swimming and Diving (combined);
- You may enter a head coach for each of the teams you list in Other Sports; and,
- If your school has multiple co-educational campuses with the same type of varsity
sports teams, you can report a head coach for each of the campuses. (For example, if
you are reporting for two campuses that have baseball teams, you can enter 2 head
coaches for baseball. You must then call the help desk at 888-233-5421 for assistance in
completing this item.)
For additional guidance on staffing, please see page 39 for examples of how to report for
staffing changes and pages 40 and 41 for examples of how to complete staffing assignments.
Screen instruction:
For each team, indicate whether the head coach is male or female, was assigned to the team on a full- time
or a part-time basis, and whether the coach was employed by the institution on a full-time basis or on a
part-time or volunteer basis, by entering a 1 in the appropriate field.
The Swimming and Diving (combined) fields allow up to 2 head coaches. The Track and Field and Cross
Country (combined) fields allow up to 3.
Directions:
1. Enter the number of male head coaches assigned to each team on a full-time basis.
2. Enter the number of male head coaches assigned to each team on a part-time basis.
3. Indicate whether each individual is a full-time employee of the institution or a part-time
employee/volunteer.
4. Enter the number of female head coaches assigned to each team on a full-time basis.
5. Enter the number of female head coaches assigned to each team on a part-time basis.
6. Indicate whether each individual is a full-time employee of the institution or a part-time
employee/volunteer.
7. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
34
Head Coaches’ Salaries
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
Information you need to complete this screen:
To calculate the average salary per head coach for men’s teams, add all of the salaries
paid to head coaches for men’s teams and divide the total by the number of paid men’s
head coaching positions. Use this same method for women’s and coed teams, as
applicable.
Include:
- Only institutional compensation. That is, all wages and bonuses the institution pays an
individual for coaching. You may base your report on a coach’s W-2 form so long as
that document contains information that conforms to the U.S. Department of
Education’s interpretation of the EADA statute. (Note that a W-2 form may contain
information that is not required by the statute.)
- Such payments as those associated with sports camps, television shows, and shoe
contracts only if they form part of the coach’s institutional compensation for coaching.
- The amount of a coaches’ salary paid by a third party (e.g., the school’s media partner)
only if the money is paid to the school, which in turn pays it to the individual for coaching.
Do not include:
- Volunteer head coaches in your salary calculations.
35
- Benefits in this calculation. (Include benefits along with salaries and bonuses on the
Total Revenues and Total Expenses screens.)
- Money paid directly to a coach from a media partner or other third party.
- Stipends paid to graduate student coaches in the form of tuition waivers. (Include the
amount on the Total Expenses screen.)
- Severance or early retirement payments. (Include those amounts on the Total Expenses
screen.)
If a head coach has responsibilities for more than one team, and the institution does not
allocate that coach’s salary by team, allocate the salary among the teams on a basis
consistent with the coach’s responsibilities for each team. For example, if a coach splits
his time evenly between two teams divide the salary by the number of teams, two.
If a coach has other responsibilities, such as teaching, only the portion of his or her salary
attributed to coaching activities should be included in the calculation of average salary.
- If coaching is part of the regular workload of a faculty member and the institution does
not differentiate the compensation paid for teaching from compensation paid for
coaching, the institution must make a reasonable effort to attribute an appropriate
portion of the salary for coaching.
If a coach is replaced by another coach during the reporting year, combine the money
paid to both individuals for that position. You can explain this situation in the caveat box.
Please see page 39 for examples of how to report for staffing changes.
Full-time equivalent (FTE) refers to a measurement based on 100% for full-time. You
can calculate the FTE in various ways. Please see pages 40 and 41 for examples.
Screen instruction:
Enter only salaries and bonuses that your institution pays head coaches as compensation for coaching. Do
not include benefits on this screen. Do not include volunteer coaches in calculating the average salary and
the Full-Time Equivalent (FTE) Total.
Directions:
For Men’s Teams (if applicable):
1. Enter the average annual institutional salary per head coaching position.
2. Enter the number of head coaching positions used to calculate the average.
3. Enter the number of volunteer head coaching positions not included in the average.
4. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
For Women’s Teams (if applicable):
5. Enter the average annual institutional salary per head coaching position.
6. Enter the number of head coaching positions used to calculate the average.
7. Enter the number of volunteer head coaching positions not included in the average.
8. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
36
For Coed Teams (if applicable):
9. Enter the average annual institutional salary per head coaching position.
10. Enter the number of head coaching positions used to calculate the average.
11. Enter the number of volunteer head coaching positions not included in the average.
12. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
13. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories after the screen has been
saved.
37
Coaches’ Salaries Worksheet: Head Coaches
To assist you with calculating the average salary, utilize the Coaches’ Salary Worksheet. This worksheet
is available on the Log In screen and also under Help on the menu bar once you have logged in. Below is
an image of the worksheet; however, the Excel Worksheet accessible from the website has formulas
embedded in the table that will help you to correctly calculate your salaries.
To complete this worksheet, enter the salary expense amount in each appropriate row, per team. The
worksheet will sum the amounts by team. And then will sum the team amounts for a Men’s Total and a
Women’s Total. The Average Salary can then be calculated by dividing the Sum of coaches’ salaries by
the number of paid positions.
Men’s Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
Wages for coaching
Bonuses for coaching
Other institutional compensation for
coaching from activities such as sports
camps, TV shows, shoe contracts, etc.
Sum of
Men’s
Team Totals
Third Party money paid to the school to
pay for any or all of coach’s salary
Team Total
Women’s Team
$
-
Team #1 Name
$
-
Team #2 Name
$
-
Team #3 Name
$
-
$
-
Team #4 Name
Wages for coaching
Bonuses for coaching
Other institutional compensation for
coaching from activities such as sports
camps, TV shows, shoe contracts, etc.
Sum of
Women’s
Team Totals
Third Party money paid to the school to
pay for any or all of coach’s salary
Team Total
$
-
$
38
-
$
-
$
-
$
-
Staffing Changes
Part-Time Institution
Employee or Volunteer
Full-Time Institution
Employee
Staffing Changes
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
If a coach is replaced by another coach during the reporting year, combine the money paid to both
individuals for that position. (The FTE may not change.) You can explain this situation in the caveat box.
Please see below for examples of how to report for staffing changes.
1.
Full-time position replaced by full-time position. There is less than
1-month lapse in transition.
2.
Full-time position replaced by full-time position. There is more
than 1 month between staff member filling position.*
1
1
3.
One coach is full-time and coaches 2 teams. Coach is replaced by 2
separate full-time coaches, one for each team.*
1
1
4.
Full-time coach leaves after season. Position is not filled for the
rest of the reporting period.*
1
1
1
1
Recommended caveat:
* Coaching position is a full-time position, however due to staff changes it was only filled part-time during
the reporting period.
For changes in coaches gender, (i.e., male coach replaced by female coach) select the gender of the coach that
was in the position the longest. Recommended caveat:
* Coach for X team was a male, but was replaced by a female coach.
39
1
Part-Time Institution
Employee or
Volunteer
Full-Time Institution
Employee
Staffing Scenario
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
How to Complete the EADA Staffing Screens and Calculate FTEs for Common
Staffing Scenarios
1
1.
100% coach for one (1) team.
FTE = 1.00
2.
100% coach, but splits time between 2 or more teams. Men’s team and
Women’s team of the same sport are 2 separate teams.
FTE =
1.00
# of teams
Example 1: Men’s and Women’s Swimming Coach.
FTE = 0.50 for each team.
Example 2: If reporting Track and Field (outdoor) and Cross Country
separately and reporting each for Men’s and Women’s teams. (4 teams)
FTE = 0.25 for each team.
1
1
3.
Employed 100% by the institution, part-time coach. (i.e., instructor and
coach, or Athletic director and coach, etc.). If the person is paid a lump
sum for all duties, take the best guesstimate of time spent coaching.
FTE = $$ for coaching OR
% time spent coaching
Full salary
100%
1
1
4.
Employed 100% by the institution, gets stipend for coaching.
FTE =
stipend
(Full salary + stipend)
1
1
5.
Part-time employee of the institution who is paid a stipend for coaching.
FTE =
stipend
Full-time salary
- If your institution does not have a full-time coaching position, establish
full-time salary for an employee that would be at the same level as the
coach, for example an instructor. Consult your business or HR
department if you do not know what that amount would be.
- For very small stipends, if there is no basis for a full-time salary, use
minimum wage which is approximately $16,000/year.
1
1
6.
Hourly wage:
a. Part time employee of the institution who is paid an hourly wage.
FTE = # of Hours Worked
2080 Hours/year
1
1
2080 hours/year = 40 hours/week x 52 weeks /year
1
b. If person works 2080 hrs/yr at the institution then person is a fulltime institution employee.
c. If person works 2080 hrs/yr as a coach, then person is a full-time
coach and full-time institution employee.
40
1
1
1
Part-Time Institution
Employee or
Volunteer
Full-Time Institution
Employee
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
Staffing Scenario
7.
Paid for coaching full-time but only for the sport’s season. Example:
Coach works full-time but only during season. Season is 3 months long.
FTE =
3 months
= 0.25
12 months
1
1
8.
Coach is paid on work load or credit hours. (Assumed part-time
institutional employee.)
Example: Coach is paid for 3 credit hours. A full-time employee is paid
for 24 credit hours.
FTE = 3 credit hours = 0.13
24 credit hours
1
1
9.
Coach is a 10 month employee.
a. Your institution only has 10 month employees.
FTE = 1.00 (full-time employee)
b. Your institution has 12 month employees.
= 0.83
FTE = 10 months
12 months
10.
11.
Coach is a volunteer. Volunteers do not have an FTE (FTE = 0). Do not
include volunteer in average salary calculation.
a. Coach is a full-time employee (e.g., Math instructor volunteers to
coach golf team and receives no compensation).
1
1
1
1
1
1
b. Coach volunteers at the institution.
Note: Graduate assistants that are paid tuition reimbursement or room and
board, but no other money for coaching are considered volunteers.
Include money value for the tuition reimbursement and/or room and
board in the team’s total expenses.
1
1
Coach transitions from part-time to full-time.
- FTE calculation may incorporate multiple of the above methods.
Example: Hourly employee paid for 600 hours. Changes to full-time
employee for 4 months.
FTE =
600
+ 4 months
= 0.28 + 0.33 = 0.61
2080
12 months
1
1
41
Assistant Coaches’ Staffing (Men’s Teams, Women’s Teams, and Coed Teams)
Men’s Teams
Women’s Teams
42
Coed Teams
Information you need to complete this screen:
For each team, indicate in the appropriate field whether the assistant coach was:
- Identified as Male or Female,
- Assigned to the team on a full-time or part-time basis, and
- Employed by the institution on a full-time or part-time/volunteer basis.
Graduate assistants, volunteers, and interns who served as assistant coaches are
considered assistant coaches for the purposes of the EADA.
A full-time coach is someone who is assigned to one team on a full-time basis and is a
full- time employee of the institution.
- If an individual coaches more than one team, that individual is not assigned to one team
on a full-time basis. That individual is assigned to both teams on a part-time basis.
- If an individual coaches and has other non-coaching duties such as teaching or
administrative, that individual is assigned to a team on a part-time basis and is a fulltime or part-time institution employee.
A part-time coach is someone who is assigned to a team for less than 40 hours a week for
52 weeks a year, or 40 hours a week for 10 months if your institution only offers 10 month
contracts. Volunteers are considered part-time for the purposes of the EADA.
Graduate students who are given reduced tuition for assistant coaching positions should be
classified as volunteer assistant coaches. Include the amount the tuition was reduced by
only in the total expenses for the appropriate team on the Total Expenses screen.
If a team changes coaches in mid-season, this still counts as one coach for the team. If
one individual identified as female and the other identified as male, include the individual
43
who was the coach for the longest period of time during the 12-month period. You can
explain the situation in the caveat box. See Staffing Changes on page 49 for further
guidance.
For additional guidance on staffing, please see page 49 for examples of how to report for
staffing changes and pages 50 and 51 for examples of how to complete staffing
assignments.
Screen instruction:
For each team, indicate whether the assistant coach is male or female, was assigned to the team on a fulltime or a part-time basis, and whether the coach was employed by the institution on a full- time basis or
on a part-time or volunteer basis, by entering a 1 in the appropriate field.
Directions:
1. Enter the number of male assistant coaches assigned to each team on a full-time basis.
2. Enter the number of male assistant coaches assigned to each team on a part-time basis.
3. Indicate whether each individual is a full-time employee of the institution or a part-time
employee/volunteer.
4. Enter the number of female assistant coaches assigned to each team on a full-time basis.
5. Enter the number of female assistant coaches assigned to each team on a part-time basis.
6. Indicate whether each individual is a full-time employee of the institution or a part-time
employee/volunteer.
7. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
44
Assistant Coaches’ Salaries
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
45
Information you need to complete this screen:
To calculate the average salary per assistant coach for men’s teams, add all of the
salaries paid to assistant coaches for men’s teams and divide the total by the number of
paid men’s assistant coaching positions. Use this same method for women’s and coed
teams, as applicable.
Include:
- Only institutional compensation. That is, all wages and bonuses the institution pays an
individual for coaching. You may base your report on a coach’s W-2 form so long as
that document contains information that conforms to the U.S. Department of
Education’s interpretation of the EADA statute. (Note that a W-2 form may contain
information that is not required by the statute.)
- Such payments as those associated with sports camps, television shows, and shoe
contracts only if they form part of the coach’s institutional compensation for coaching.
- The amount of a coaches’ salary paid by a third party (e.g., the school’s media partner)
only if the money is paid to the school, which in turn pays it to the individual for coaching.
Do not include:
- Volunteer assistant coaches in your salary calculations.
- Benefits in this calculation. (Include benefits along with salaries and bonuses on the
Total Revenues and Total Expenses screens.)
- Money paid directly to a coach from a media partner or other third party.
- Stipends paid to graduate student coaches in the form of tuition waivers, tuition
reimbursement, or room and board. (Include the amount on the Total Expenses screen.)
If an assistant coach has responsibilities for more than one team, and the institution
does not allocate that coach’s salary by team, allocate the salary among the teams on a
basis consistent with the coach’s responsibilities for each team. For example, if a coach
splits his time evenly between two teams divide the salary by the number of teams, two.
If a coach has other responsibilities, such as teaching, only the portion of his or her salary
attributed to coaching activities should be included in the calculation of average salary.
- If coaching is part of the regular workload of a faculty member and the institution does
not differentiate the compensation paid for teaching from compensation paid for
coaching, the institution must make a reasonable effort to attribute an appropriate
portion of the salary for coaching.
If a coach is replaced by another coach during the reporting year, combine the money
paid to both individuals for that position. You can explain this situation in the caveat box.
Please see page 49 for examples of how to report for staffing changes.
To assist you with calculating the average salary, utilize the worksheet is available on the
Log In screen and also under Help on the menu bar once you have logged in.
Full-time equivalent (FTE) refers to a measurement based on 100% for full-time. You
can calculate the FTE in various ways. Please see pages 50 and 51 for examples.
46
Screen instruction:
Enter only salaries and bonuses that your institution pays assistant coaches as compensation for coaching.
Do not include benefits on this screen. Do not include volunteer coaches in calculating the average salary
and the Full-Time Equivalent (FTE) Total.
Directions:
For Men’s Teams (if applicable):
1. Enter the average annual institutional salary per assistant coaching positions.
2. Enter the number of assistant coaching positions used to calculate the average.
3. Enter the number of volunteer assistant coaching positions not included in the average.
4. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
For Women’s Teams (if applicable):
5. Enter the average annual institutional salary per assistant coaching positions.
6. Enter the number of assistant coaching positions used to calculate the average.
7. Enter the number of volunteer assistant coaching positions not included in the average.
8. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
For Coed Teams (if applicable):
9. Enter the average annual institutional salary per assistant coaching positions.
10. Enter the number of assistant coaching positions used to calculate the average.
11. Enter the number of volunteer assistant coaching positions not included in the average.
12. Enter the sum of full-time equivalents (FTEs) used to calculate the average.
13. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories after the screen has been
saved.
47
Coaches’ Salaries Worksheet: Assistant Coaches
To assist you with calculating the average salary, utilize the Coaches Salary Worksheet. This worksheet is
available on the Log In screen and also under Help on the menu bar once you have logged in. Below is an
image of the worksheet; however, the Excel Worksheet accessible from the website has formulas
embedded in the table that will help you to correctly calculate your salaries.
To complete this worksheet, enter the salary expense amount in each appropriate row, per team. The
worksheet will sum the amounts by team. And then will sum the team amounts for a Men’s Total and a
Women’s Total. The Average Salary can then be calculated by dividing the Sum of coaches’ salaries by
the number of paid positions.
Men’s Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
Wages for coaching
Bonuses for coaching
Other institutional compensation for
coaching from activities such as sports
camps, TV shows, shoe contracts, etc.
Sum of
Men’s
Team Totals
Third Party money paid to the school to
pay for any or all of coach’s salary
Team Total
Women’s Team
$
-
Team #1 Name
$
-
Team #2 Name
$
-
Team #3 Name
$
-
$
-
Team #4 Name
Wages for coaching
Bonuses for coaching
Other institutional compensation for
coaching from activities such as sports
camps, TV shows, shoe contracts, etc.
Sum of
Women’s
Team Totals
Third Party money paid to the school to
pay for any or all of coach’s salary
Team Total
$
-
$
48
-
$
-
$
-
$
-
Assistant Staffing Changes
Part-Time Institution
Employee or Volunteer
Full-Time Institution
Employee
Staffing Changes
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
If a coach is replaced by another coach during the reporting year, combine the money paid to both
individuals for that position. (The FTE may not change.) You can explain this situation in the caveat box.
Please see below for examples of how to report for staffing changes.
1.
Full-time position replaced by full-time position. There is less than
1-month lapse in transition.
2.
Full-time position replaced by full-time position. There is more
than 1 month between staff member filling position.*
1
1
3.
One coach is full-time and coaches 2 teams. Coach is replaced by 2
separate full-time coaches, one for each team.*
1
1
4.
Full-time coach leaves after season. Position is not filled for the
rest of the reporting period.*
1
1
1
1
Recommended caveat:
* Coaching position is a full-time position, however due to staff changes it was only filled part-time during
the reporting period.
For changes in coaches gender, (i.e., male coach replaced by female coach) select the gender of the coach that
was in the position the longest. Recommended caveat:
* Coach for X team was a male, but was replaced by a female coach.
49
1
Part-Time Institution
Employee or
Volunteer
Full-Time Institution
Employee
Staffing Scenario
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
How to Complete the EADA Staffing Screens and Calculate FTEs for Common
Staffing Scenarios
1
1.
100% coach for one (1) team.
FTE = 1.00
2.
100% coach, but splits time between 2 or more teams. Men’s team and
Women’s team of the same sport are 2 separate teams.
FTE =
1.00
# of teams
Example 1: Men’s and Women’s Swimming Coach.
FTE = 0.50 for each team.
Example 2: If reporting Track and Field (outdoor) and Cross Country
separately and reporting each for Men’s and Women’s teams. (4 teams)
FTE = 0.25 for each team.
1
1
3.
Employed 100% by the institution, part-time coach. (i.e., instructor and
coach, or Athletic director and coach, etc.). If the person is paid a lump
sum for all duties, take the best guesstimate of time spent coaching.
FTE = $$ for coaching OR
% time spent coaching
Full salary
100%
1
1
4.
Employed 100% by the institution, gets stipend for coaching.
FTE =
stipend
(Full salary + stipend)
1
1
5.
Part-time employee of the institution who is paid a stipend for coaching.
FTE =
stipend
Full-time salary
- If your institution does not have a full-time coaching position, establish
full-time salary for an employee that would be at the same level as the
coach, for example an instructor. Consult your business or HR
department if you do not know what that amount would be.
- For very small stipends, if there is no basis for a full-time salary, use
minimum wage which is approximately $16,000/year.
1
1
6.
Hourly wage:
a. Part time employee of the institution who is paid an hourly wage.
FTE = # of Hours Worked
2080 Hours/year
1
1
2080 hours/year = 40 hours/week x 52 weeks /year
1
b. If person works 2080 hrs/yr at the institution then person is a fulltime institution employee.
c. If person works 2080 hrs/yr as a coach, then person is a full-time
coach and full-time institution employee.
50
1
1
1
Part-Time Institution
Employee or
Volunteer
Full-Time Institution
Employee
Assigned to the team
on a Part-Time basis
Assigned to the team
on a Full-Time basis
Staffing Scenario
7.
Paid for coaching full-time but only for the sport’s season. Example:
Coach works full-time but only during season. Season is 3 months long.
FTE =
3 months
= 0.25
12 months
1
1
8.
Coach is paid on work load or credit hours. (Assumed part-time
institutional employee.)
Example: Coach is paid for 3 credit hours. A full-time employee is paid
for 24 credit hours.
FTE = 3 credit hours = 0.13
24 credit hours
1
1
9.
Coach is a 10 month employee.
a. Your institution only has 10 month employees.
FTE = 1.00 (full-time employee)
b. Your institution has 12 month employees.
= 0.83
FTE = 10 months
12 months
10.
11.
Coach is a volunteer. Volunteers do not have an FTE (FTE = 0). Do not
include volunteer in average salary calculation.
a. Coach is a full-time employee (e.g., Math instructor volunteers to
coach golf team and receives no compensation).
1
1
1
1
1
1
b. Coach volunteers at the institution.
Note: Graduate assistants that are paid tuition reimbursement or room and
board, but no other money for coaching are considered volunteers.
Include money value for the tuition reimbursement and/or room and
board in the team’s total expenses.
1
1
Coach transitions from part-time to full-time.
- FTE calculation may incorporate multiple of the above methods.
Example: Hourly employee paid for 600 hours. Changes to full-time
employee for 4 months.
+ 4 months
= 0.28 + 0.33 = 0.61
FTE =
600
2080
12 months
1
1
51
Athletically Related Student Aid
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
Information you need to complete this screen:
Athletically related student aid is any scholarship, grant, or other form of financial
assistance, offered by an institution, the terms of which require the recipient to participate
in a program of intercollegiate athletics at the institution.
The Athletically Related Student Aid category is a subset of Total Expenses. This means
that the dollar amount you enter on the Athletically Related Student Aid screen should
also be included on the Total Expenses screen.
Include:
- Athletically related student aid awarded to students to participate on a team even if the
team is no longer a sponsored sport.
- Athletically related student aid awarded to students to participate on a team even if that
student is no longer able to participate.
52
Do not include:
- Other student aid of which a student-athlete simply happens to be the recipient, but did
not receive because they are an athlete.
- Athletics aid awarded to non-athletes (student-managers, graduate assistants, trainers).
The amount of aid should be included in your revenues and expenses as well.
If you do not offer athletically related student aid, enter zero (0).
To assist you with calculating the athletically related student aid, utilize the Worksheets
available on the Log In screen and also under Help on the menu bar once you have logged
in.
Screen instruction:
Athletically related student aid is any scholarship, grant, or other form of financial assistance, offered by
an institution, the terms of which require the recipient to participate in a program of intercollegiate
athletics at the institution. Other student aid, of which a student-athlete simply happens to be the recipient,
is not athletically related student aid. If you do not have any aid to report, enter a 0.
Directions:
1. Enter the amount of money spent by the institution on athletically related student aid for
all men’s teams combined.
2. Enter the amount of money spent by the institution on athletically related student aid for
all women’s teams combined.
3. Enter the amount of money spent by the institution on athletically related student aid for
all coed teams combined.
4. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
53
Athletically Related Student Aid Worksheet
To assist you with calculating the athletically related student aid, utilize the Athletic Aid Worksheet.
This worksheet is available on the Log In screen and also under Help on the menu bar once you have
logged in. Below is an image of the worksheet; however, the Excel Worksheet accessible from the
website has formulas embedded in the table that will help you to correctly calculate the Athletically
Related Student Aid for Men’s teams and Women’s teams.
To complete this worksheet, enter the amount of athletic aid in each appropriate row, per team. The
worksheet will sum the amounts by team and then will sum the team amounts for a Men’s Total and a
Women’s Total.
Athletically Related Student Aid for Men
Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
Scholarships
Grants
Men’s Total
Other
Team Total
$
-
$
-
$
-
$
-
$
-
Athletically Related Student Aid for Women
Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
Scholarships
Grants
Women’s Total
Other
Team Total
$
-
$
-
$
54
-
$
-
$
-
Recruiting Expenses
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
Information you need to complete this screen:
Recruiting expenses are all expenses an institution incurs attributable to recruiting
activities. This includes, but is not limited to, expenses for lodging, meals, telephone use,
and transportation (including vehicles used for recruiting purposes) for both recruits and
personnel engaged in recruiting, and other expenses for official and unofficial visits, and
all other expenses related to recruiting.
The Recruiting Expenses category is a subset of Total Expenses. This means that the
dollar amount you enter for Recruiting Expenses should also be included on the Total
Expenses screen.
Include:
- All expenditures for on-site visits.
- All recruiting-related expenses such as those incurred for printing recruiting materials,
creating recruiting videos, and mass mailings.
- An estimate of the value of trade-outs used in the respective recruiting of male and
female athletes. Trade-outs are goods and services provided by businesses in exchange
55
for advertising or other services provided by the institution.
- Money that comes from institution accounts as well as from athletics or team accounts.
For example, if the admissions department conducts recruitment activities specifically
targeting student-athletes, expenses related to those activities should be included even
though the athletic department did not conduct them.
Do not include expenses that were paid by individuals for recruiting but that weren’t
reimbursed by the institution, athletics department, or the team.
You do not have to trace every phone call or every postage stamp. You may make a
reasonable estimate of actual expenses for such items as telephone usage and postage if
those expenses cannot readily be separated from telephone and postage charges incurred
for other purposes.
If you cannot determine whether the institution recruited a particular student primarily as a
regular student or as a student-athlete, you should include only recruiting expenses
incurred by persons representing the athletics department.
If you did not have any recruiting expenses for the reporting period, enter a zero in the
applicable field(s).
To assist you with calculating the recruiting expenses, utilize the Worksheets available on
the Log In screen and also under Help on the menu bar once you have logged in.
Screen instruction:
Recruiting expenses are all expenses an institution incurs attributable to recruiting activities. This
includes, but is not limited to, expenses for lodging, meals, telephone use, and transportation (including
vehicles used for recruiting purposes) for both recruits and personnel engaged in recruiting, and other
expenses for official and unofficial visits, and all other expenses related to recruiting. If you do not have
any recruiting expenses to report, enter a 0.
Directions:
1. Enter the total recruiting expenses incurred for all men’s teams combined.
2. Enter the total recruiting expenses incurred for all women’s teams combined.
3. Enter the total recruiting expenses incurred for all coed teams combined.
4. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
56
Recruiting Expenses Worksheet
To assist you with calculating the recruiting expenses, utilize the Recruiting Expenses Worksheet. This
worksheet is available on the Log In screen and also under Help on the menu bar once you have logged
in. Below is an image of the worksheet; however, the Excel Worksheet accessible from the website has
formulas embedded in the table that will help you to correctly calculate your Recruiting Expenses.
To complete this worksheet, enter the expense amount in each appropriate row, per team. The worksheet
will sum the amounts by team and then will sum the team amounts for a Men’s Total and a Women’s
Total.
Men’s Team
Team #1 Name
Team #2 Name
Team #3 Name
Lodging
Meals
Telephone use
Transportation
Other Expenses for official and unofficial visits
Other Expenses related to Recruiting (e.g., printing
recruiting materials, creating recruiting videos, mass
mailings, estimated value of trade-outs)
Team Total
Women’s Team
Men’s Total
$
-
Team #1 Name
$
-
Team #2 Name
$
-
$
-
Team #3 Name
Lodging
Meals
Telephone use
Transportation
Other Expenses for official and unofficial visits
Other Expenses related to Recruiting (e.g., printing
recruiting materials, creating recruiting videos, mass
mailings, estimated value of trade-outs)
Team Total
Women’s
Total
$
57
-
$
-
$
-
$
-
Operating (Game-Day) Expenses by Team/per Participant
Reporting per Participant
58
Reporting by Team
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
59
Information you need to complete this screen:
Operating (Game-Day) expenses are all expenses an institution incurs attributable to
home, away, and neutral-site intercollegiate athletic contests (commonly known as
“game-day expenses”) for
(A) Lodging, meals, transportation, uniforms, and equipment for coaches, team
members, support staff (including, but not limited to team managers and trainers),
and others; and
(B) Officials.
The Operating (Game-Day) Expenses category is a subset of the Total Expenses category.
This means that the dollar amount you enter for Operating (Game-Day) Expenses should
also be included on the Total Expenses screen.
The original source of the funds used to pay operating expenses (e.g., fund-raising
organizations) does not exempt the institution from reporting those expenses. If the funds
are expended by the institution for one of the purposes listed in the statute, the expenses
must be reported regardless of where the funds came from.
Include:
- Expenses incurred by a team during an entire year, not just those incurred during
the sports season of a team (e.g., expenses for tournaments and bowl games).
- Institutional expenditures only. Do not include expenses funded by outside
entities that are unaffiliated with your institution, unless those funds are
reimbursed by the institution.
Do not include:
- Categories of expenses that are not specifically listed in the above definition
(e.g., game security).
- Capital expenses and appearance fees or guarantees paid to visiting teams.
- Facility rental, stadium/arena staff or other expenses not specifically listed above.
- Expenses not attributable to a particular sport, such as general and
administrative overhead. Those expenses must only be included on the Total
Expenses screen in the Not Allocated by Gender/Sport field.
- Practice equipment
If you have a sport for which the women’s team and the men’s team have a combined
budget report operating expenses for each team in a manner proportionate to the number
of participants, unless you can separate out each team’s expenses or unless each team used
half the budget. Use the Operating (Game-Day) Expenses Worksheet B to help calculate
the proportionate amount for each team.
If you offer a team that did not compete during the reporting period, return to the Sport
Selection screen and remove the team. When changes are made to the Sport Selection
screen, all screens must be re-saved. Expenses attributable to a team with no games should
be included in the Not Allocated by Gender/Sport field on the Total Expenses Screen.
To assist you with calculating the operating (game-day) expenses, utilize the Worksheets
available on the Log In screen and also under Help on the menu bar once you have logged in.
60
Screen instruction:
Operating expenses are all expenses an institution incurs attributable to home, away, and neutral-site
intercollegiate athletic contests (commonly known as “game-day expenses”), for (A) Lodging, meals,
transportation, uniforms, and equipment for coaches, team members, support staff (including, but not
limited to team managers and trainers), and others; and (B) Officials.
For a sport with a men’s team and a women’s team that have a combined budget, click here for special
instructions.
Report actual numbers, not budgeted or estimated numbers. Please do not round beyond the next dollar.
Directions:
1. Enter the operating expenses for each men’s team that is listed on the screen.
2. Enter the operating expenses for each women’s team that is listed on the screen.
3. Enter the operating expenses for each coed team that is listed on the screen.
4. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
61
Operating (Game-Day) Expenses Worksheet A
To assist you with calculating the operating (game-day) expenses, utilize the Game-Day Expenses
Worksheet A available on the Log In screen and also under Help on the menu bar once you have logged
in. Below is an image of the worksheet; however, the Excel Worksheet accessible from the website has
formulas embedded in the table that will help you to correctly calculate your operating (game-day)
expenses.
To complete this worksheet, enter the expense amount in each appropriate row, per team. The worksheet
will sum the amounts by team.
Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
Team #5 Name
Team #6 Name
$
$
$
$
$
$
Lodging
Meals
Transportation
Uniforms
Equipment
Officials
Team Total
-
-
-
-
-
-
If you have a men’s and women’s team with a combined budget, you may find the Prorating Worksheet
helpful in calculating the operating (game-day) expenses on a per participant basis.
62
Operating (Game-Day) Expenses Worksheet B (Prorating)
Use this worksheet if the Men’s team and the Women’s team for the same sport have a combined budget
that you cannot break out for reporting purposes. Please prorate Operating (Game-Day) Expenses by the
number of participants on the Men’s team and on the Women’s team.
To complete this worksheet, enter the total combined operating expenses and the number of men’s team
and women’s team participants. The worksheet will calculate the Operating (Game-Day) Expenses per
participant and the prorated operating expenses for the men’s team and women’s team.
Please use these prorated operating expenses when calculating the Total Expenses and Total Revenues.
Below is an image of the worksheet; however, the Excel Worksheet accessible from the website has
formulas embedded in the table that will help you to correctly calculate your average salaries.
Team
Total Operating Expenses Men’s and Women’s Teams Combined
Example Team
$
15,000
Participants on
Men’s Teams
5
Participants on
Women’s Teams
Operating Expenses per Participant
10
$
1,000
Prorated Operating Expenses By Team
Men’s Teams
$
5,000
Prorated Operating Expenses By Team
Women’s Teams
$
10,000
63
Team #1 Name
Team #2 Name
Total Expenses
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
64
Information you need to complete this screen:
Expenses are expenses attributable to intercollegiate athletic activities. This includes
appearance guarantees and options, athletically related student aid, contract services,
equipment, fundraising activities, operating expenses, promotional activities, recruiting
expenses, salaries and benefits, supplies, travel, and any other expenses attributable to
intercollegiate athletic activities.
Your total expenses include, and are expected to be greater than, your recruiting expenses,
operating expenses, athletically related student aid, and coaches’ salaries combined.
The basis for determining whether an expense should be included in an institution’s EADA
data is simply whether the item was attributable to the institution’s intercollegiate athletic
activities.
Include in Team Expenses:
- Actual amounts expended by the team, not budgeted or estimated amounts.
- Athletics aid awarded to non-athletes (student-managers, graduate assistants, trainers)
who serve a specific team. Prorate these expenses by team if the individual serves more
than one team. If the individual serves all teams, please put the athletics aid in the Not
Allocated field.
- Incurred expenses for non-competitive cheerleading (pep squad), mascots and pep band
which support the varsity team.
- Benefits paid to coaches by the institution.
- The dollar amount for items donated to the institution for intercollegiate athletics (e.g.,
bats and shoes) if a dollar amount can be assigned.
Expenses Not Allocated by Gender/Sport are expenses not attributable to a particular
sport.
Include in Not Allocated Expenses:
- Expenses for varsity athletics staff not attributable to a particular sport, such as, athletic
director, assistant athletic director, trainers, support staff.
- General and administrative overhead.
- If your school anticipated fielding a team, however, there were no participants and/or
games for that team, place all related expenses in the Not Allocated field. You can add a
caveat to explain the situation.
Do not include in Team Expenses or Not Allocated by Gender/Sport:
- Capital expenditures or debt service.
- Money for indirect facilities (i.e., the value of facilities and services provided by the
institution but not charged to athletics).
To assist you with calculating the Team Expenses and Not Allocated by Gender/Sport
Expenses, utilize the Worksheets available on the Log In screen and also under Help on
the menu bar once you have logged in.
65
Screen instruction:
Enter all expenses attributable to intercollegiate athletic activities. This includes appearance guarantees
and options, athletically related student aid, contract services, equipment, fundraising activities, operating
expenses, promotional activities, recruiting expenses, salaries and benefits, supplies, travel, and any other
expenses attributable to intercollegiate athletic activities.
Report actual numbers, not budgeted or estimated numbers. Please do not round beyond the next dollar.
Directions:
1. Enter expenses attributable to each men’s team listed on the screen.
2. Enter expenses attributable to each women’s team listed on the screen.
3. Enter expenses attributable to each coed team listed on the screen.
4. Enter expenses attributable to athletics but not to a particular gender/sport.
5. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
66
Total Expenses Worksheet
To assist you with calculating the Total Expenses by team, utilize the Total Expense Worksheet available
on the Log In screen and also under Help on the menu bar once you have logged in. Below is an image of
the worksheet; however, the Excel Worksheet accessible from the website has formulas embedded in the
table that will help you to correctly calculate your Total Expenses by team.
To complete this worksheet, enter the expense amount in each appropriate row, per team. The worksheet
will sum the amounts by team.
Team
Team #1 Name
Team #2 Name
Team #3 Name
Team #4 Name
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
-
Head Coaches’ Salaries
Assistant Coaches’ Salaries
Athletically Related Student Aid
Recruiting Expenses
Operating (Game-day) Expenses
Team Subtotal
Appearance guarantees & options
Contract services
Practice equipment
Fundraising activities
Promotional activities
Benefits
Supplies
Travel
Any other expense attributable to team activities
Team Total
67
Expenses Not Allocated by Gender/Sport Worksheet
To assist you with calculating the Not Allocated by Gender/Sport Expenses, utilize the Not Allocated
Expense Worksheet available on the Log In screen and also under Help on the menu bar once you have
logged in. Below is an image of the worksheet; however, the Excel Worksheet accessible from the
website has formulas embedded in the table that will help you to correctly calculate your Expenses Not
Allocated by Gender/Sport.
To complete this worksheet, enter the expense amount in each appropriate row. The worksheet will sum
the amounts.
Expense
Amount
Athletic Director’s salary, bonuses &
benefits
Assistant Athletic Directors’ salaries,
bonuses & benefits
Salaries, bonuses & benefits for the athletic
department support staff
Trainers’ salaries, bonuses & benefits
General administrative overhead
Conference and NCAA dues
Costs for teams for which there were no
participants (Start-up or Discontinued teams)
Any other expenses pertaining to varsity
athletics, but not to a particular team
Total
68
$
-
Total Revenues
Note: Instructions in this user’s guide address men’s, women’s, and coed teams. Please apply the
information as appropriate for your school. For example, if you have women’s teams only, follow the
instructions that apply to women’s teams and ignore the instructions that apply to men’s teams and coed
teams.
69
Information you need to complete this screen:
Revenues are revenues attributable to intercollegiate athletic activities. This includes
revenues from appearance guarantees and options, an athletic conference, tournament or
bowl games, concessions, contributions from alumni and others, institutional support,
program advertising and sales, radio and television, royalties, signage and other
sponsorships, sports camps, state or other government support, student activity fees, ticket
and luxury box sales, and any other revenues attributable to intercollegiate athletic activities.
When reporting revenues for the EADA Survey, it is important to remember that this is
not an accounting report. It collects data about revenues and expenses that are similar to
data from an income and expenses statement. Therefore, revenue must always equal or
exceed expenses, showing that the institution is supporting the teams. For the purposes
of EADA reporting, revenue is any money used to pay for team expenses. If money is
earned in previous years and used to pay for expenses in the current year, then that is
revenue both for the year that it was earned and the year that it was used.
Revenues include more than earned income (such as gate receipts). The basis for
determining whether revenue should be included is simply whether the item was
attributable to the institution’s intercollegiate athletic activities.
Total annual revenues means gross revenues.
When reporting revenues from institutional support include budgeted dollars that were
not spent only if those dollars remained in the athletic department’s or team’s budget at
the end of the year. For example, if a sport is budgeted $20,000 for the year, and at the end
of the year the sport has only spent $11,000, there is a $9,000 surplus. If the $9,000
remained in the athletics department’s or team’s budget, you should include the $9,000 in
your reported revenues. If, however, the $9,000 was taken out of the athletics
department’s or team’s budget, do not include the $9,000 in your reported revenues.
Your grand total reported revenues must cover your grand total reported expenses.
If your initial calculations indicate that your total revenues do not cover your total
expenses, you may find it helpful to work backwards. How were the bills paid? The funds
used to pay them should be included in your revenues.
Include:
- Revenues derived from fund-raising activities.
- Actual amounts earned or received, not pledged, budgeted, or estimated amounts.
- Athletics aid awarded to non-athletes (student-managers, graduate assistants, trainers)
who serve a specific team. Prorate these expenses by team if the individual serves more
than one team. If the individual serves all teams, please put the athletics aid in the Not
Allocated field.
- Institutional support used to pay for team expenses.
Do not include:
- Capital assets and related debts (money specifically identified to pay for capital assets).
- Money for indirect facilities.
Not Allocated by Gender/Sports include revenues not attributable to a particular sport or
sports.
70
Include in Not Allocated Revenues:
- Alumni contributions to the athletic department not targeted to a particular sport or
sports.
- Investment interest income and student activity fees that stayed in the athletic
department’s account or was used to pay an athletic expense not attributable to a
particular sport.
- Funds to cover the athletics director’s salary.
- Money budgeted for a team for which there were no participants.
Do not Include in Not Allocated Revenues:
- Money allocated to the athletic department to pay for team expenses. This should be
included in the team’s revenue.
- Investment interest income and student activity fees that was used to pay an athletic
expense attributable to a particular sport. These should be included in the individual
team’s total revenue.
To assist you with calculating the Team Revenues and the Not Allocated by Gender/Sport
Revenues, utilize the Worksheets available on the Log In screen and also under Help on
the menu bar once you have logged in.
Screen instruction:
Enter revenues derived by the institution according to the categories listed on the screen, as appropriate.
Directions:
1. Enter revenues attributable to each men’s team listed on the screen.
2. Enter revenues attributable to each women’s team listed on the screen.
3. Enter revenues attributable to each coed team listed on the screen.
4. Enter revenues attributable to athletics but not to a particular gender/sport.
5. Click on the Save button at the bottom of the screen to record your data.
Note that the system will automatically calculate the data for all other categories on this screen.
71
Total Revenues Worksheet
To assist you with calculating the Total Revenues by team, utilize the Total Revenues Worksheet
available on the Log In screen and also under Help on the menu bar once you have logged in. Below is an
image of the worksheet; however, the Excel Worksheet accessible from the website has formulas
embedded in the table that will help you to correctly calculate your Total Revenues by team.
For the purposes of EADA, Revenues are any funds used to pay for team expenses. These funds can be
earned revenue or institutional support. Earned revenue is derived from various sources such as:
appearance guarantees and options, athletic conferences, tournaments or bowl games, concessions,
contributions from alumni and others, program advertising and sales, radio and television, royalties,
signage and other sponsorships, sports camps and all other earned revenue attributable to team actives
(e.g., fundraising activities). Revenues should also include institutional, state or other government support
that is used to pay for coaches’ salaries, bonuses and benefits, athletically related student aid, recruiting
expenses, operating (game-day) expenses, supplies, and any other revenue attributable to team actives
(e.g., student activity fees used to pay for team expenses).
To complete this worksheet, enter the amount of revenue in each appropriate row, per team. The
worksheet will sum the amounts by team.
Team
Team #1 Name
Team #2 Name
Team #3 Name
$
-
$
-
$
-
Team Institutional, state or government Support Subtotal
$
-
$
-
$
-
Team Total
$
-
$
-
$
-
Appearance guarantees and options
Athletic conference
Tournament or bowl games
Concessions
Contributions from alumni and others
Program advertising and sales
Radio and television
Royalties
Signage and other sponsorships
Sports camps
Ticket and luxury box sales
Any other earned revenue attributable to team activities (e.g.,
fundraising activities)
Team Earned Revenue Subtotal
Funds to pay for Coaches’ and team staff’s salaries, bonuses and
benefits
Funds to pay for Athletically Related Student Aid
Funds to pay for Recruiting Expenses
Funds to pay for Operating Expenses
Funds to pay for Supplies
Funds to pay for any other revenue attributable to team activities
(such as Student Activity Fees allocated to this team)
72
Revenues Not Allocated by Gender/Sport Worksheet
To assist you with calculating the Revenues Not Allocated by Gender/Sport, utilize the Revenues Not
Allocated by Gender/Sport Worksheet available on the Log In screen and also under Help on the menu
bar once you have logged in. Below is an image of the worksheet; however, the Excel Worksheet
accessible from the website has formulas embedded in the table that will help you to correctly calculate
your Revenues Not Allocated by Gender/Sport.
Revenues Not Allocated by Gender/Sport: include revenues not attributable to a particular sport or
sports. These funds can be earned revenue or institutional support. Earned revenue is derived from
various sources such as: alumni contributions to the athletic department not targeted to a particular sport
or sports, investment interest income, athletic conference money, radio and advertising sales, royalties,
signage or other sponsorships, and any other earned revenue not attributable to a team (e.g., fundraising
activities). Revenues should also include institutional, state or other government support that is used to
pay for athletic director’s, assistant athletic director’s, department support staff, and trainers salaries,
bonuses and benefits, general administrative overhead, conference and NCAA dues, costs for teams for
which there were no participants (e.g., start-up or discontinued teams).
To complete this worksheet, enter the amount of revenue in each appropriate row. The worksheet will
sum the amounts.
Revenue
Amount
Contributions from alumni and others
Investment interest income
Athletic Conference
Radio advertising and sales
Royalties
Signage or other sponsorships
Any other earned revenue not attributable to a team (e.g., fundraising activities)
Funds to pay Athletic Director’s salary, bonuses & benefits
Funds to pay Assistant Athletic Directors’ salaries, bonuses & benefits
Funds to pay salary, bonuses & benefits for the athletic department support staff
Funds to pay trainers’ salaries, bonuses & benefits
Funds to pay general administrative overhead
Funds to pay conference and NCAA dues
Funds to pay costs for teams for which there were no participants, start- up or
discontinued teams
Not Allocated by Gender/Sport Total
73
$
-
Summary
74
The Summary screen displays the totals you entered on previous screens. If this screen shows errors, you
must revisit previous screens to make changes. For example, if Line 9 indicates that your Total Expenses
are less than your subset expenses (i.e., your Coaches’ Salaries, Athletically Related Student Aid,
Recruiting Expenses, and Operating Expenses), you must revisit those screens to determine the problem
and fix it. A common error is omitting coaches’ benefits or other expenses on the Total Expenses screen.
Remember that all errors must be corrected and your Grand Total Revenues must be equal to or
greater than your Grand Total Expenses before you can lock your survey. Use the links on the lefthand side of the screen to return to any screen that requires corrections. Be sure to click on the Save
button on each screen on which you make changes.
After all errors have been corrected, or if this screen does not show any errors, click on the Next button to
proceed to the Supplemental Information screen.
Below is a chart to guide you through the Summary screen.
1. Total of Head Coaches’
Salaries
The total is derived from the amounts entered on the Head Coaches’ Salaries screen. The
total is the Average Annual Institutional Salary per Head Coach multiplied by the Number
of Head Coaches Used to Calculate the Average. For details, see pages 35-41.
2. Total of Assistant Coaches’
Salaries
The total is derived from the amounts entered on the Assistant Coaches’ Salaries screen.
The total is the Average Annual Institutional Salary per Assistant Coach multiplied by the
Number of Assistant Coaches Used to Calculate the Average. For details, see pages 45-51.
3. Total Salaries
Sum of Lines 1 + Line 2. (Total Head Coaches’ Salaries + Total of Assistant Coaches
Salaries)
4. Athletically Related Student
Aid
Athletically Related Student Aid as entered on this screen. For details, see pages 52-54.
5. Recruiting Expenses
Recruiting Expenses as entered on this screen. For details, see pages 55-57.
6. Operating (Game day)
Expenses
The Grand Total Operating (Game-day) Expenses by gender. For details, see pages 58-63.
7. Summary of Subset Expenses
Sum of Lines 3 + Line 4 + Line 5 + Line 6. (Total Salaries + Athletically Related Student
Aid + Recruiting Expenses + Operating (Game day) Expenses)
8. Total Expenses by team
The Total Expenses for Men’s teams, the Total Expenses for Women’s and the Total
Expenses for Coed teams. For details, see pages 64-68.
9. Total Expenses by team
Minus Subset Expenses
The difference from Line 8 – Line 7. The total team expenses (Line 8) should be greater
than the subset expenses (Line 7).
10. Not Allocated Expenses
Amount entered into the Not Allocated by Gender/Sport field on the Total Expenses screen.
For details, see page 68.
11. Grand Total Expenses
Sum of Line 8 + Line 10. (Total Expenses + Not Allocated Expenses)
12. Total Revenues by team
The Total Revenues for Men’s teams, the Total Revenues for Women’s teams and the Total
Revenues for Coed teams. For details, see pages 69-73.
13. Not Allocated Revenues
Amount entered into the Not Allocated by Gender/Sport field on the Total Revenues screen.
For details, see pages 73.
14. Grand Total Revenues
Sum of Line 12 + Line 13. (Total Revenues + Not Allocated Revenues)
15. Total Revenues by team
Minus Total Expenses by
team
The difference from Line 12 – Line 8. (Total Revenues by team – Total Expenses by team)
The team revenues (Line 12) must exceed or equal the team expenses (Line 8).
16. Grand Total Revenue Minus
Grand Total Expenses
The difference from Line 14 – Line 11. (Grand Total Revenues – Grand Total Expenses)
This is the money that remained in the athletics department after all expenses were paid.
75
How to use the information on the Summary screen in comparison to your institution’s accounting
records:
1. Does the sum of the salaries (lines 1, 2 and 3) match your institution’s records? Allow for
a few dollars variation due to calculation of average. If not, return to the salary screen and
adjust the average salary.
2. Does the amount reflected in the Athletically Related Student Aid (line 4) match your
institution’s records? If not, return to the athletically related student aid screen and adjust
the number.
3. Does the amount reflected in the Recruiting Expenses (line 5) match your institution’s
records? If not, return to the Recruiting Expenses screen and adjust the number.
4. Does the amount reflected on the Operating (Game-Day) Expenses (line 6) include only
game-day expenses for meals, lodging, transportation, uniforms, equipment and the price
for officials? If not, return to the Operating (Game-Day) Expenses screen and adjust the
number for each appropriate team.
5. Does the amount reflected on the Total Expenses for Teams (line 8) include all team
related expenses; such as, salaries, athletically related student aid, recruiting expenses,
operating (game- day) expenses; as well as expenses for, appearance guarantees & options,
contract services, practice equipment, fundraising and promotional activities, benefits
(FICA, Health insurance, etc.), supplies, facility rental, security and additional staff for
game days, tuition waivers for GAs, etc.? If not, access the All Expenses Worksheet,
return to the Total Expenses screen and adjust the number for each appropriate team.
6. Does the amount reflected on line 9 include team related expenses; such as, appearance
guarantees & options, contract services, practice equipment, fundraising and promotional
activities, benefits (FICA, Health insurance, etc.), supplies, facility rental, security and
additional staff for game days, tuition waivers for GAs, etc.? This number cannot be
negative and more than likely should not be zero.
If the number is negative or zero, possible reasons for this problem may be:
Average salaries were calculated with benefits. If the calculations include benefits,
please provide new average salaries without benefits.
Benefits were not included in the team expenses and the money to pay for benefits was
not included in team revenues. If not, please provide new total expenses and total
revenues by team, including benefits.
Something is missing from total expenses. Please see Total Expense worksheet to
make sure you have included all expenses.
Operating (Game-day) Expenses included items other than meals, lodging,
transportation, uniforms and equipment for game-days; and the cost of officials. If so,
please remove other items and provide new operating expenses.
7. The amount reflected on line 15 is negative. Was institutional support included in the team
revenues? If not, please return to the Total Revenues screen and adjust the number for
each appropriate team. Please see Total Revenues worksheet to make sure you have
included all revenues.
76
All Expenses Worksheet
To assist you with calculating All Team Expenses, utilize the All Expenses Worksheet available on the
Log In screen and also under Help on the menu bar once you have logged in. Below is an image of the
worksheet; however, the Excel Worksheet accessible from the website has formulas embedded in the
table that will help you to correctly calculate All Expenses by team.
To complete this worksheet, enter the expense amount in each appropriate row, per team. The worksheet
will sum the amounts by team. The worksheet will also sum the amounts by row to attain an All Team
Total.
There is a separate worksheet tab for Men’s teams, Women’s teams and Coed teams.
Team
Head Coaches’ Salaries
Assistant Coaches’ Salaries
Scholarships
Grants
Other (Campus Housing, Campus Meal
Plans, etc.)
Athletically Related Student Aid
Recruiting Expenses
Lodging
Meals
Transportation
Uniforms
Equipment
Officials
Operating (Game-day) Expenses
Team #1
Name
Team #2
Name
Team #3
Name
All Team Total
$
$
$
$
$
-
$
-
$
-
$
-
$
-
$
-
$
-
$
$
$
$
$
$
$
$
$
-
Summary of Subset Expenses Subtotal
Appearance guarantees & options
Contract services
Practice equipment
Fundraising activities
Promotional activities
Benefits (FICA, Health Insurance, etc.)
Supplies
Travel
Facility Rental
Security and additional staff for game days
Tuition Waivers for GAs
Any other expense attributable to team
activities
Additional Expense Subtotal
$
-
$
-
$
-
$
$
$
$
$
$
$
$
$
$
$
$
$
-
$
-
$
-
$
-
$
-
Team Total
$
-
$
-
$
-
$
-
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Supplemental Information
The Supplemental Information screen is optional. It allows you to provide the reader with general
information about your data, or to provide information to help a prospective student-athlete make an
informed choice of an athletics program. You can enter a total of 1,000 characters in this space. When
your data are migrated to the Department’s public website, this information will be included. Note that if
you want to provide additional information about any of the previous survey screens, please use the
caveat box on the specific screen rather than using the Supplemental Information screen.
If you enter text on this screen remember to click on the Save button at the bottom of the screen to record
your entry. If you do not want to enter information on this screen just leave it blank.
Note: Do not use the symbols < or > in your text. The survey system cannot save your text if you do. If
you do not want to include Supplemental Information with your data, please do not write “None, “N/A,”
or similar text on the screen as we will have to delete it.
78
Reviewing and Submitting Your Survey
Before you can lock and submit your survey, you must review it for possible errors. Depending on your
survey data, there are two possible screens to review:
Caveat Review:
If you have entered any caveats, they will be migrated to the public website along with your data. For this
reason, the caveats cannot contain the personally identifying information (e.g., names of individuals) or
messages to the help desk. Please also review them for clarity, grammar, and spelling.
Next, click on the Update and/or Confirm button to save your changes or to confirm that no changes are
needed.
Note that if you have not entered any caveats, you will not have a link to the Caveat Review screen.
79
Check for Errors/Error Report:
When you have finished entering your data, you must check for errors (and correct any that exist) before
you can lock the survey. To do this, go to the Survey Navigation/Status screen. It will have a Check for
Errors link. Follow these steps:
80
Check for Errors link. Follow these steps:
Click on the Check for Errors link. You will be taken to an Error Report screen. This
report displays a list of any errors detected by the survey system and includes links to
screens requiring updates.
If the system has detected any errors, you must correct them before you can lock survey.
To correct an error, click on the link adjacent to the error under the Options column. If
you have an error that affects only one screen, the link will read, “Error Screen.” If you
have a Global error, or an error that affects more than one screen, the link will read,
“Return to data entry screens.” Remember that if you correct an error on one screen, you
might also need to correct data on another screen. For example, if you correct operating
expenses for your women’s tennis team, be sure to adjust your total expenses for women’s
tennis as well.
After you correct an error, click the Save button. The Error Report screen will be updated
and you will see “Yes” in green on the associated line under the “Resolved” column when
you return to the report.
Continue fixing your data until all errors have been resolved.
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Locking Your Survey
After you conduct the error check and there are no errors detected by the survey system, you are ready to
lock your survey. Remember that only the primary keyholder can lock the survey.
You do not have to lock your survey immediately when you resolve all issues, if any. For example, you
may want to discuss the data with a colleague. In that case, click on the Back to Survey Navigation
button on the Error Report screen.
Locking the survey creates a read-only file and prevents additional updates. It is advisable to lock the
survey only AFTER the data inputs have been thoroughly verified and deemed final.
When you are ready to lock your survey:
1. Select LOCK THE SURVEY.
2. Select CONTINUE WITH LOCKING.
A survey must be locked before it is considered complete. To get confirmation of completion, go to the
Survey Navigation screen. At the bottom on the Survey Navigation screen is the “Click here for EADA
Survey Completion Certificate” link.
Once your survey is locked, you must contact the EADA Help Desk if you subsequently discover an error
and need to make changes.
Note: Always print a copy of your completed survey for your records.
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Print EADA Survey Completion Certificate
After you lock your survey data, the survey system will not automatically send an e-mail. To get
confirmation of completion, go to the Survey Navigation screen. At the bottom of the Survey Navigation
screen is the “Click here for Survey Completion Certificate” link.
Select this link to print or get a PDF of the survey completion certificate.
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What Happens After Your Survey Data Have Been Locked?
The survey data will be reviewed by content specialists. Although the survey system did not detect any
errors, or any further errors, and you were able to lock your survey, there may still be errors, or questions
about your data. If this is the case, an e-mail will be sent to the address on the Registration screen asking
you to contact the help desk toll-free by telephone to correct an error or to clarify some specific data or
some text in a caveat.
For example, there may be a discrepancy between something written in a caveat, and the data on that
screen. Another example is stating that the huge increase in a line item from the previous year was due to
an increase in capital expenses. Capital expenses are not included in the EADA data collection, and thus
should be removed.
Migrating the Data to OPE’s Public Website
After the questions have been resolved, or if there are no questions, your institution’s survey data will be
migrated to the Office of Postsecondary Education’s public website for anyone to view. That address is:
http://ope.ed.gov/athletics. Please note that it may take several weeks before your survey data are
migrated as there are many surveys to review.
To view your institution’s data on the public website, click on the first report option (“Get data for one
institution”). Enter the name of your institution in the Name of Institution field, and hit “Enter” on your
keyboard or click on the Search button at the bottom of the screen. Then click on the links to view the
various survey screens.
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Appendix A. Instructions for Institutions with
Sports that had Cancelled Seasons Due to COVID-19
The bullets below provide general instructions for how institutions should report for teams/sports that did
not compete during the EADA reporting period due to COVID-19.
These instructions should be followed for all teams that did not participate in any intercollegiate
competitions during the reporting period as a result of cancelled seasons.
On the Sports Selection Screen, do not select sports that had cancelled seasons due to
COVID-19, meaning that the sport did not compete in any intercollegiate games or
competitions during the EADA reporting year.
On the Athletically Related Student Aid Screen, continue to include athletically related
student aid for these sports in the total amount of aid awarded to men’s and women’s
teams.
On the Recruiting Expenses Screen, continue to include recruiting costs for these sports
in the Recruiting Expenses totals.
On the Total Expenses Screen, combine all other expenses for these teams (coaching
salaries, any other expenses) in the Not Allocated by Gender/Sport field and put a
breakdown by team in the caveat field.
On the Total Revenues Screen, combine all revenues for these teams in the Not
Allocated by Gender/Sport field and put a break down by team in the caveat field.
If an institution reports Track and Field and Cross Country combined, but one of the sports (i.e.
Track Indoor, Track Outdoor, or Cross Country) did not compete at all during the reporting period,
then follow the directions below.
Select Track and Field and Cross Country (combined) on the Sport Selection screen.
Enter a note in the Caveat section on the Participants screen about the cancelled sport. If
you have the anticipated participant count of the cancelled sport, you can include those
counts in the Caveat as well. (Enter zeros for the team that did not compete.)
Report all other data as a lump sum for all three sports. Example: Report for the
salary paid to the Track and Field and Cross Country (combined) coach for coaching
Track and Field Indoor, Track and Field Outdoor, and Cross Country combined.
If an institution reports Track and Field and Cross Country combined, but two of the sports (i.e.
Track Indoor, Track Outdoor, or Cross Country) did not compete at all during the reporting period,
then you should report for the sport that did compete individually.
If your institution did not offer any sports during the reporting period due to spring cancellations, please
call the Help Desk at 888-233-5421 to discuss reporting.
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| File Type | application/pdf |
| File Title | User's Guide for the Equity in Athletics Disclosure Act Web-based Data Collection |
| Subject | User's Guide for the U.S. Department of Education's EADA web-based data collection |
| Author | Westat |
| File Modified | 2022-05-02 |
| File Created | 2021-08-24 |