This document contains the basic information you need to create and manage your Basketball Certification
Online System (BBCS) user account and submit/edit team roster information.
Information contained in this manual regarding certification requirements is the bare minimum since this manual is designed to help coaches navigate the BBCS. Coaches are advised to consult the Coach’s Manuals for full details on the certification requirements. It is important to visit www.ncaa.org/basketballcertification frequently for updates to this information.
Coaches will be held accountable to all information posted on www.ncaa.org/basketballcertification. Failure to operate your team accordingly could result in the withdrawal of current or denial of future participant approval applications, which would prevent the coach from being able to participate in coaching activities at any NCAA- certified event for a period of up to five years.
Helpful Links:
• www.ncaa.org/basketballcertification
• Certification Policies and Procedures.
• Contact Basketball Certification Staff.
• List of Certified Events and Leagues.
• Online Help and "How To" Guide
NCAA-certified event
**Information in this Manual may change frequently. Therefore, it is advised that coaches utilize the online version and not a copy that has been printed or saved locally to ensure that they have the most current copy available.
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Access the Basketball Certification System (BBCS)
1. A link to the BBCS can be found on the NCAA Basketball Certification website- www.ncaa.org/basketballcertification.
2. You can also access the BBCS from any of the pages designed to assist event/league operators or coaches. Look for the links highlighted below on www.ncaa.org/basketballcertification:
3. Direct Link: Basketball Certification Online System (BBCS)
The first thing you will see when you access the BBCS is the log in screen.
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Never Logged In Before?
1. As an operator or coach administrator new to the BBCS, you will need to create a user account.
2. Start by clicking on the New Account button.
3. Complete the requested information. Fields with an asterisk (*) are required in order to continue.
CONTACT INFORMATION
• DO NOT use a P.O. Box as your address. There are times when the certification staff needs to utilize traceable means to correspond with the user and FedEx, UPS, DHS and Certified Mail will not deliver to a P.O. Box.
• Canada – if the user is from Canada. The most common Canadian provinces are included in the State drop down menu. If you enter a province in this field, the actual Province field should be left blank and the Country field should be entered as Canada.
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Website – Enter the website for your organization if one exists. If you do not have a website, leave it blank. If a web address is not included here, one will not get posted on the NCAA website once the activity is approved.
BBCS USER INFORMATION
Participant Approval Number – All individuals involved in coaching activities at a certified event OR involved in operating or managing a certified event and/or league are required to have an NCAA Participant Approval number issued by LexisNexis. If you know your number, enter it here. If you don't, the NCAA will enter the number when your approval is verified.
• Operators – The NCAA staff will not process an Activity Application filed by an operator without verifying that the operator has been approved.
• Coaches – This field will be an indication to event operators as to whether or not they have additional work to do prior to allowing an individual to coach in their event. The NCAA will work to verify as many coaches as is possible prior to the certification period. Coach procrastination and volume does usually prevent the certification staff from verifying all coaches prior to the certification period; in which case it then becomes the event operator's responsibility to do so.
If the BBCS Approved field says "YES", operators can allow the individual to coach without doing anything because the NCAA staff has already verified him/her.
If the BBCS Approved field says "NO", the individual may have an approval, but the operator will need to confirm that by checking the list of approved participants posted online prior to allowing him/her to participate. Note: A coach's ability to produce an approval e-mail OR a receipt is not a substitute for an actual approval. All participating coaches need to be verified by the NCAA OR appear on the LexisNexis list of approved participants prior to participating. A complete list of approved individuals is accessible by logging in to the LexisNexis web site.
ENTER USERNAME AND PASSWORD
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• Make a note of your username, password and the e-mail address you utilized on your account.
Once you have been registered, you will use the same username and password each time you need access to the BBCS.
• DO NOT CREATE MULTIPLE ACCOUNTS! – Once you have already established an account, there is no need to create another one. The same account can be used to file applications for multiple seasons and to register teams from year to year. One account is all you need.
1. Operators – If you are the head of an organization that operates events/leagues, but someone else is administering your information online, it is advisable that you have record of the username and password to access the information for your applications. If the administrator leaves or is fired and has not shared this information with you, you will not have access to the information in the BBCS, which will prevent you from being able to complete your event review forms or make any necessary edits to your application, rendering the activity ineligible for future certification.
2. Coaches – If you are the head coach of a team or the coach travelling with the team but someone else is administering your information online, it is advisable that you have record of the username and password to access the information for your teams in case the Admin disassociates themselves from your organization or you are required to access your rosters to make changes by an event operator. If the coach does not know how to log in to the account, they will be unable to make required changes, which could result in an operator denying the team’s participation in their event. The event operator must have access to your roster in the BBCS and the information must be accurate or the operator could be penalized by the NCAA.
4. Click the Save button.
5. You will be given an option of Operator or Coach. To register teams, select coach. To file an application for certification, select Operator.
6. If you function as both an operator and a coach, you will have to log out and log back in to switch between functions. For example if you are logged in as an Operator and have finished what you are doing and now need to enter a
team roster, you will have to log out and log back in to choose the Coach option.
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Log in to an Already Created an Account.
1. Enter your username and password in the fields available at the bottom of the BBCS Login page.
2. Click the Login button.
3. You will be given an option of Operator or Coach. To register a new team or access information about previously registered teams, select coach. To file an application for certification, complete an event review form, make changes to information already submitted or access previously submitted activity information, select Operator.
4. If you function as both an operator and a coach, you will have to log out and log back in to switch between functions. For example if you are logged in as an Operator and have finished what you are doing and now need to enter a team roster, you will have to log out and log back in to choose the Coach option.
5. Remember – DO NOT CREATE ADDITIONAL ACCOUNTS! – Once you have already established an account, there is no need to create another one. The same account can be used to file applications for multiple seasons and to register teams from year to year. One account is all you need. See: User Account Contact Information.
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1. Click the Recover Username and Password button.
2. Enter the e-mail address that you utilized on your account and indicated whether you have forgotten your username, password, or both by click the check boxes.
3. Hit the Submit button and an e-mail will be generated to the e-mail address on the account with the information you are requesting.
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NOTE: When you receive your information, if you still cannot access your account, it may be due to one of the following reasons:
1. The system is case sensitive.
2. If you accidentally entered any spaces before or after your username or password when you created your account, you will have to re-enter those spaces to access the system. Spaces before or after a word will be difficult to see with the naked eye when your forgotten information is sent to you via e-mail.
3. Still having trouble? Contact Basketball Certification Staff.
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You will use the hyperlinks in the Team Name column to access the information for each team.
You can also select teams with the check boxes in the Print or Export column and then hit either the Print or Export
Button at the bottom of the page.
If you select a team and click Print, you will get printer friendly rosters:
If you select Export, a tab-delimited text file will be sent to the e-mail address on the user account. Save this file to your computer and it can then be opened in Microsoft Office products. Instructions on how to open in Excel and Word are available online.
Open a TXT document in Excel
Open a TXT document in Word
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Regardless of which path you chose (coach or operator), your User Information will always be at the bottom of the Coach Admin Main page or the Activity Operator Main page.
If you need to update this information because you have moved, have a new e-mail address or telephone number, etc.; click the EDIT button at the bottom of the page and make any necessary changes.
Only NCAA staff can change your name or your username, but you should be able to edit all other fields.
REMINDER – Approval Verified by NCAA – This field can only be changed by the certification staff. The Approval Verified by NCAA field is not an indication as to whether or not an individual has been granted an approval by LexisNexis; instead, the Approval Verified by NCAA field is an indication that the NCAA staff has verified the LexisNexis approval of this individual. This is not automatic and must be done manually by the NCAA staff.
• Operators – The NCAA staff will not process an Activity Application filed by an operator without verifying that the operator has been approved.
• Coaches – This field will be an indication to event operators as to whether or not they have additional work to do prior to allowing an individual to coach in their event. The NCAA will
work to verify as many coaches as is possible prior to the certification period. Coach procrastination and volume does usually prevent the certification staff from verifying all coaches prior to the certification period; in which case it then becomes the event operator's responsibility to do so.
If the BBCS Approved field says "YES", operators can allow the individual to coach without doing anything because the NCAA staff has already verified him/her.
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If the BBCS Approved field says "NO", the individual may have an approval, but the operator will need to confirm that by checking the list of approved participants posted online prior to allowing him/her to participate. Note: A coach's ability to produce an approval e-mail OR a receipt is not a substitute for an actual approval. All participating coaches need to be verified by the NCAA OR appear on the LexisNexis list of approved participants prior to participating. A complete list of approved individuals is accessible by logging in to the LexisNexis web site. See: Access the Approved Coaches Link.
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1. Access the Basketball Certification Online System (BBCS).
a. If you have not already created a BBCS user account, you will need to create one, log in and choose
Coach. See: Creating a BBCS User Account.)
b. If you already have a BBCS account, sign in with your user account with your username and password and choose Coach.
2. Choose the Create Team button and answer all questions that pertain to that team. Information for each field is included below. Fields with an asterisk (*) are required in order to continue.
Team Name – Enter the team's name. If you will enter multiple team rosters that utilize the same organization name, it is suggested that you include the age or some other distinguishing characteristic to differentiate between the teams. Do not enter five teams with the exact same name.
Team's Official Address – Enter the team's OFFICIAL address and not the address of the person accessing the BBCS. This should be the address where the team receives their mail. It may or may not be the same as the head coach. This is the address that will be utilized to determine if the adjoining state rule has been applied correctly. So, if the team organization is in Ohio, but the head coach and the majority of the team participants are in Kentucky, the team needs to have an official address in Kentucky where all business for that team is taking place. Otherwise, the team is considered an Ohio team.
Financial Support Questions – Answer the question in regards to the team's financial support.
3. Click the Save button and you will be directed to the Team Summary page for that team. You will be required to enter information specific to the team including sponsorship, coaches, athletes and which events the team will attend.
Team Sponsors – if your team does not have any kind of sponsorship, skip this section.
1. Choose the Edit Sponsors button.
2. Choose the Add Sponsors button.
3. Enter the name of the sponsor.
4. Enter the role of the sponsor. Be specific. Do not just enter "provide finances" or "provide product".
You will need to identify amounts and specific provisions of the sponsorship.
5. Click the Save button.
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6. If there are multiple sponsors, repeat steps 2-5.
7. All sponsors that are providing funding or product need to be identified.
8. Once all sponsors are entered, use the breadcrumb links at the top or bottom of the page to return to the Team Summary in order to choose the next category. Using the breadcrumb links will not cause you to lose any information previously entered.
Team Coaches – all coaches must be entered in this section. If the Team Admin is also a coach, they should be re-entered here. Anyone travelling with the team in a coaching capacity should be entered.
1. Choose the Edit Coaches button.
2. Choose the Add Coach button.
3. Enter the name and contact information for one of the coaches associated with the team on the provided form.
4. Identify the Coach’s Duty (i.e., Head Coach, Assistant Coach, Defense Coach, Stats, etc.)
5. If known, enter the participant approval number for the coach. Note: The certification staff will eventually enter the number and verify that the coach's name appears on the list of approved participants. If the NCAA staff checks the list and the name does not appear, a designation of "not on list" and a date will be entered in the field for the participant approval number. The staff will periodically check for the name again and once the individual has been approved, the number will be entered AND the BBCS approved field will be changed to a Yes. DO NOT remove the "not on list" note.
6. Click the Save button.
7. If there are multiple coaches, repeat steps 2-6.
9. Once all coaches are entered, use the breadcrumb links at the top or bottom of the page to return to the Team Summary in order to choose the next category. Using the breadcrumb links will not cause you to lose any information previously entered.
NOTE: The Approval Verified by NCAA field is NOT an indication as to whether or not the coach actually has an approval. Instead, this field is utilized to inform event operators as to whether or not the NCAA staff has verified the LexisNexis approval of this individual. If a "YES" appears, operators can allow the individual to coach without doing anything because the NCAA staff has
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already verified him/her. If a "NO" appears, the individual may have an approval, but the operator will need to confirm that by checking the list of approved coaches prior to allowing him/her to participate.
Team Athletes –
1. Choose the Edit Athletes button.
2. Choose the Add Athletes button.
3. Complete the information for the athlete. At minimum, the name, address and telephone number for each participant is required. It is also STRONGLY suggested that you enter the jersey number for the athlete.
4. NOTE: The contact information entered must be specific to the athlete and must be the athlete’s legal address. The same address and telephone number cannot be provided for multiple athletes that are not part of the same family AND the coach’s demographic information cannot be submitted in lieu of an athletes.
5. Click the Save button.
6. Repeat the above steps for each athlete.
7. To make changes to already submitted athletes, utilize the hyperlink formed by the athletes name to re-access that athlete's information. In order to make changes to an athlete's name or state, team coaches must contact the certification staff.
Team Events –
1. Choose the Edit Team Events button.
2. You will be directed to a page that lists all of the NCAA approved events.
3. Select the check box under Additional Events for each event your team will be attending. Doing so will allow these event operators to have access to your roster information for their coaches' packets and to fulfill the NCAA event review requirements for certification. [Note: The NCAA does not control what operators do with this information outside of the certification system.]
Because the list is extremely long, you may want to search for the event by using the internet browser tools.
a. Hit the Ctrl button on the keyboard and the letter F at the same time. A window will pop up. b. Enter part of the event name.
c. Hit the NEXT button.
d. Keep hitting next until you find the event you are looking for.
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4. Click Save at the bottom of the page. DO NOT FORGET THIS STEP!!! If you do not hit save, the event portion of your team registration is not stored and the event operator will make you go back and do it again.
5. If you have successfully opted the team into events, the information for those events will appear at the very bottom of the team summary.
6. Similarly, if you have successfully opted the team into events and you click the Edit Team Events button, you will see the events that you have already selected and saved in the Opted-In Events section of that page. Other events that you can still chose to opt in to will appear in the Additional Events section.
Note: Opting in to an event in the BBCS does not register your team for that event. Coaches will still need to complete any registration required by that event's operator. Contact information for the event will be posted on the NCAA Web site: List of Certified Events and Leagues
Need to opt out? Contact Basketball Certification Staff If you later determine not to attend a selected event or have opted into an event by mistake and the staff can remove your team out of that specific event.
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1. Access your user account with your username and password and choose Coach.
2. Chose the team you need to make changes to by clicking on the hyperlink that is the team name.
3. Click on any of the Edit buttons to access the information that needs to be changed.
a. For example: If you need to include additional coaches, click the Edit Coaches button and follow the directions in the registration instructions for that particular section.
b. If you need to opt in to events, click the Edit Team Events button and follow the directions in the registration instructions for that particular section.
c. If you need to opt out of an event AND/OR correct an athlete's name or state, you will need to Contact
Basketball Certification Staff.
4. Again, once the information appears on the Team Summary Page you can just log out because the information is already saved. There is not a Save button on the team summary page.
Navigating Between Teams
If you are already looking at one team summary and want to access another team or create additional teams, use
the breadcrumb hyperlinks at the top or bottom of the page to return to the Main Page. Here, you can choose the Create Team button to register additional teams or you can click the link to a team that has already been entered to edit the information previously submitted. Again, using the breadcrumb links will not cause you to lose any information previously entered, information is saved as the coach navigate from screen to screen.
Deletion of Athletes
Athletes are only deleted if the coach entered them on the roster and they left the team prior to participation.
Removing an athlete from a BBCS roster that has previously participated would delete the record of their participation in those events; and therefore is not possible. Because each event operator is required to indicate which athletes on each team actually participated in their specific event, it should not be a problem that if an athlete’s name remains on the roster when they are no longer participating with the team.
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1. Open Excel.
2. Go to the Window Icon and then Open (or in older versions File – Open).
3. Browse out to where you saved the file on your computer. (You will need to change the File Type drop down to All Files in order to find the .txt file.)
4. When you get the first pop up window, make sure that Delimited is selected and hit the Next button.
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5. When you get the next pop up window, make sure that Tab is selected and hit the Next button.
6. When you get the third pop up window, make sure that General is selected and hit the Finish button.
7. The data will automatically organize in appropriate columns.
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1. Open Word.
2. Go to the Window Icon and then Open (or in older versions File – Open).
3. Browse out to where you saved the file on your computer. (You will need to change the File Type drop down to All Files in order to find the .txt file.)
4. If you get the pop up window, select Windows and hit the Ok button.
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5. The document will open in Word, but you will still need to do some formatting. Hit the Ctrl button on your keyboard and the A key at the same time; this will "select all" of the data.
6. Under the Insert tab, roll over the Table icon.
7. Select the Convert Text to Table option.
8. When you get the pop up window, make sure Tabs is selected and hit the Ok button.