How Our Lady of the Lake University Transformed Academic Eligibility—and Cut Processing Time by 75% with WinWon

At Our Lady of the Lake University (OLLU), staff were committed to serving student-athletes—yet outdated processes made eligibility certification slow, fragmented, and overwhelming. With spreadsheets scattered across teams and academic records spread across countless tabs in their Student Information System, administrators spent entire weeks reconstructing eligibility profiles by hand. Today, OLLU uses WinWon to centralize academic eligibility into one streamlined workflow.
75%+ Faster Eligibility Certification
Entire rosters that previously took 7 days can now be certified in ~90 minutes, even during peak compliance windows.
Total Centralization for Academic Records
Instead of navigating 17+ tabs, staff work from a single synced profile pulling directly from their Student Information System.
Coaches Gain Instant Visibility
With rosters and eligibility statuses centralized, coaches no longer rely on constant check-ins. As Norris noted, coaches “just jump into WinWon and see exactly where their athletes are.”

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Overview

Before WinWon, OLLU’s eligibility workflow involved juggling spreadsheets for every team and manually searching for records across their Student Information System. As Athletic Director Thomas Norris explained, “To do one student before WinWon, I had to have about 17 different tabs open.” Pulling transcripts, prior-institution information, credit loads, GPA details, and current schedules meant 15–20 minutes of work per student-athlete—multiplied by dozens of athletes per team.

Large-roster sports like Baseball (65 athletes) and Track & Field (84 athletes) routinely required a full week to certify. “Those big rosters used to take me a week to finish. Now I can do them in an hour, hour and a half,” Norris shared.

After implementing WinWon, eligibility data from the Student Information System flows directly into a unified athlete profile. Coaches update rosters directly in the platform, eliminating duplicate spreadsheets and email back-and-forth. According to Norris, “WinWon has cut my eligibility manpower hours in half—honestly, probably in three quarters. It’s been a lifesaver.”

Challenge

OLLU’s workflows before WinWon were highly manual and spread across multiple systems. Each coach kept their own roster spreadsheet. Compliance tracked academic requirements separately. The Student Information System required constant tab-switching and manual search just to piece together basic eligibility information.

Norris put it plainly: “We had spreadsheets everywhere. Baseball had one, basketball had one, soccer had one. Everyone had their own method.”

‍Every student required checking:

  • Academic History
  • Prior-institution records
  • Current class schedule
  • GPA and credit totals
  • Term-by-term progress
This meant 15–20 minutes per student-athlete, over and over again.

For a department where staff “wear many hats,” this bottleneck consumed entire weeks that could have been spent supporting student-athletes more directly.

The Solution

WinWon became OLLU’s centralized home for academic eligibility, dramatically reducing manual work and fragmentation.

✔ Seamless Sync with Their Student Information System
No more navigating dozens of tabs to piece together student records. Everything appears in one unified profile.

✔ All Eligibility Components in One Place
Instead of searching across multiple systems, staff review academics and prior-institution details in a single workflow.
‍
✔ Real-Time Roster Management
Coaches update rosters directly in WinWon.
“Instead of sending me spreadsheets, they just update WinWon. It’s so simple,” Norris said.

✔ Cross-Department Visibility
Compliance, coaches, athletic trainers, and administrators all share the same source of truth—no duplicate work, no conflicting records.This structure reduced time, stress, and duplication across the entire department.

Outcome

OLLU staff now certify eligibility with unprecedented speed and accuracy.
Large rosters that once demanded week-long work now require only a morning.
Norris shared: “I used to split up the roster and have someone help me. Now I can do the whole thing myself because it’s so efficient.”

‍Equally important, the department has regained valuable time.

‍“At small colleges, we’re juggling so many responsibilities. WinWon lets us handle the administrative load and refocus on student-athletes.”

‍As workflows modernized, OLLU also created new capacity for forward-thinking initiatives—including data modernization, improved record-keeping, and student-athlete experience improvements across the department.

A Modern Athletic Department Powered by WinWon

Modern athletic departments run on clarity, accuracy, and speed. WinWon gives institutions like OLLU a centralized foundation to manage academic, streamline communication, maintain accurate rosters, and empower both coaches and administrators with real-time visibility. By syncing directly with their Student Information System and unifying information into one reliable source of truth, WinWon eliminates fragmented processes and frees staff to focus on supporting student-athletes—not chasing paperwork. The result is a more efficient, data-driven department where coaches, administrators, and athletes operate with confidence and shared alignment.

“WinWon has cut my eligibility manpower hours in half—honestly, probably in three quarters. It’s been a lifesaver.”

Thomas Norris, Athletic Director, OLLU

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