Role Boundaries for an Eligibility Document Tracker

A recruiting VA can track document requests and confirmations, but the athlete, school, family, and eligibility authority still own distinct records and decisions.

Name the document and owner

List the exact transcript, certification, questionnaire, consent, or school record requested and identify who issues it. A tracker entry is not proof that the source sent it.

Track status with evidence

Use requested, prepared, sent, received, accepted, and correction needed only when a message or portal supports the label. Save the confirmation date and link.

Protect sensitive records

Store academic and identity documents in a controlled folder. The VA may need status visibility without needing every file, and coach outreach should not carry protected documents by default.

Keep advice out of the tracker

A VA can surface a missing step and link the responsible authority. Eligibility interpretation and legal or academic advice should come from the qualified office or counselor.

Escalate mismatched information

Differences in name, school, graduation year, course record, or receipt status need the athlete and issuing source. Do not edit an official document to make systems agree.

Close with source confirmation

Mark a task complete only when the responsible system or office confirms it. Record further action separately so a submitted item does not hide an unresolved review.