CCCAA Online Form 3 FAQ
[Click here for a printable (PDF) version of this page]
1. I seem to be having trouble using Internet Explorer with the Form 3 System. What should I do?
If your version of Internet Explorer is having issues with the Form 3 System, you should first make sure you have the most current version of the browser. If that still doesn’t resolve the problem, you need to use Internet Explorer in compatibility mode. To access instructions for changing Internet Explorer to compatibility mode, click here.
You may also wish to use Chrome or Firefox as your browser with the Form 3 System.
2. We have a new person handling the Form 3 System for us. What should we do?
Be sure to update the contact information accordingly by clicking on “Edit Contact Information” on the left hand side.
3. My Dean would like to view the data within the Form 3 System. Is there a way to give him/her access?
Others on your campus may be given the ability to have “view/read only” access to the Form 3 System. In order to activate view/read only access click on “Change Username/Password” and then enter a password for your college’s view/read only account (the user name has the word “View” in it) and is below where you have the ability to change the username and password for the regular user account.
4. How do I file a supplement or make an addition?
To make a change to an existing Form 3, simply add a student or edit a student’s information, just as you did when you created the form. When you make a change, you will only need to click “save”, and the change will appear on your Form 3, your change log and in your conference commissioner’s online admin section. You should not click the “Submit” button again. You only use the “Submit” button twice; at the beginning and the end of the season.
Please note: If you look in the “Current Form 3’s” window on the left-hand side, you’ll see a small symbol before the form name. If you look below the symbol, you’ll see a legend that explains what each symbol means. A “0” means the form has not been submitted, a “1” means the form has been submitted for the first time, a “2” means the commissioner has reviewed the form, etc.
A “2” will not appear until your conference commissioner has entered his/her conference admin section and verifies your original submission. You will not be able to add (supplements) until a “2” appears. If after submission to your Commissioner for initial verification and more than 2 business days have passed without the form being verified and you need to access the form, contact your Commissioner.
5. How do I change the conference assigned to a Form 3?
There are two ways to change the conference assigned to a particular Form 3.
Method 1: When you create a Form 3, you choose two fields; the sport and the conference. If you do not choose a conference, the Form will be created and will default to your home conference.
Method 2: You can also change the conference by using the “Edit Form 3” function. At the top of the form, click the conference name. A small new window will appear. This window will allow you to select a different conference. Select the appropriate conference from the drop-down menu and click “save”.
Please note: Even if you have already submitted your Form 3 to the wrong conference, you can use Method 2 (above) to change which conference the Form is assigned to, and the Form will be re-directed to the appropriate conference commissioner. You DO NOT need to resubmit the form for the change to take place.
6. How do I obtain a signature for the online Form 3?
Signatures are not required when filing online. By logging-in with a username and password, you are acknowledging that you have the authority to submit this data on behalf of your college athletic department.
7. Do I still need to file hard copies with my conference commissioner?
Hard copies, in addition to the electronic copies, would only be necessary if the Commissioner requires.
8. How do I submit the online Form 3 to my conference commissioner?
When using the "Edit Form 3" function, scroll down until you see a gray button that reads "Submit to Commissioner for Beginning of Season Review".
9. Why is the CCCAA receiving our Form 3 reports this year?
The CCCAA is not receiving your Form 3 reports. The CCCAA has established this online system based on input and feedback from athletic directors, eligibility personnel and conference commissioners. It is designed to serve as a state-wide database for community college athlete eligibility, and can be used to access participation information for student athletes that have previously attended a CCCAA member college. The information you submit online is sent to your conference commissioner, which he/she review via an online administrative system.
10. What do the small numerals in the Form 3 list window mean?
0 – Form not submitted
1 – Initial submission, awaiting verification
2 – Initially verified
3 – Final submission, awaiting verification
* – Final Verification completed
11. Prior to the end of the sport season I made additions/corrections to a Form 3 and inadvertently saves and submitted to the Commissioner for verification and the form is now “locked”. How may I correct the error?
The first corrective action would be for the Commissioner to ‘reject’ the form which should “return the form to you as unlocked” (phase 2). If the form is inadvertently verified prior to the end of the season you will need to send an email to your Commissioner requesting that the form be returned to phase 2. The Commissioner will forward the request to the State Office.
12. What do I do if I forget my password?
Contact the College Athletic Director who will need to email a request for the information to the CCCAA State Office. (info@cccaasports.org)
13. How can I get help to an issue not addressed on this page?
Send an email to info@cccaasports.org or call the CCCAA at 916.444.1600.
Also, be sure to review the Online Form 3 Tutorial document, which provides an introduction and visual “walkthrough” of the CCCAA Online Form 3 system.