Roll Over
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      1. WinWon Knowledge Base
      2. Eligibility
      3. Roll Over

      Term and Academic Year Rollover in WinWon

      To support ongoing compliance and reduce manual work, WinWon automatically flips your system for new terms and academic years. These rollovers ensure your data always reflects the current term to help you stay on track.

      Term Flip

      A Term Flip occurs within the same academic year—moving from Fall to Spring or Fall to Winter to Spring, depending on your semester or quarter system. The main area this affects is academic eligibility.

      Key Changes During a Term Flip:

      • Academic Eligibility:

        • WinWon records and stores each student-athlete’s academic eligibility status for the term that just completed.

        • All student-athletes are then reset to “Academically Ineligible” for the new term.

          • Reminder: This will automatically turn all student athletes to "Not Eligible to Compete" and "Not Eligible to Practice"

        • This allows FARs or anyone managing academic compliance to re-certify academic eligibility for the new term.

          • Reminder: If a student athlete is already 'Onboarding Eligible' and 'Medically Eligible' re-certifying the student athlete's academic eligibility will automatically mark them as "Eligible to Compete" and "Eligible to Practice"

      • Term View:

        • Student profiles and reports will reflect the new current enrollment term.

        • Credits earned will display under the term that just concluded.

      To learn more, check out this video in our video library. 

      Academic Year Flip

      At the conclusion of each academic year, WinWon helps transition your system from one academic year to the next (e.g., from 2024–2025 to 2025–2026). This process has a broader impact than the term flip and touches multiple components of your system.

      Key Changes During an Academic Year Flip:

      Academic Eligibility

      • Each student’s final eligibility status is saved for the last term of the academic year.

      • Academic eligibility is then reset to Ineligible for all student athletes

      • The new academic year and term are now used as the basis for re-certification.

      Medical Eligibility

      • A record of all students' medical clearance statuses and completed checklist items is stored.

      • Medical checklists and statuses are reset to “Not Medically Cleared” to start fresh for the new year.

      Calendar

      • The system calendar automatically flips to the new academic year.

      • Time tracking for athletic participation resets:

        • NAIA: 24-week season

        • NCAA: 114-day season

      • Participation tracking restarts, now reflecting competitions scheduled in the new academic year only.

      • Previous year events will no longer be visible.
        • If you need access to this information, please reach out to Customer Support

      Rosters

      • WinWon captures and stores a snapshot of each team's final roster for the academic year just completed.

      • All students are moved into the new academic year’s roster.

      • Coaches can add or remove athletes as needed.

      • All rosters are unconfirmed and require coaches to reconfirm before the new school year begins.

      Why This Matters

      With automated term and academic year rollovers, you reduce the risk of compliance gaps, ensure cleaner record keeping, and start each semester and school year with a clean slate across academic, medical, and participation requirements—all while saving your staff time.