Setting Up the Athletics Module

TABLE OF CONTENTS

• Getting Started
• Configuring Sports Seasons
  • Procedure to Create Sports Seasons for the Entire School District
  • Procedure to Create Sports Seasons for one School
  • Procedure to Remove a Sports Season
  • Procedure to Change the Start and End Dates of a Sports Season
• Configuring the List of Sports
  • Procedure to Add a Sport
  • Procedure to Remove a Sport
  • Procedure to Update a Sport
  • Procedure to Add a Sports Participation Level
  • Procedure to Remove a Level
  • Procedure to Add a Coach to a Sport

Getting Started

Set up of the Athletics module is simple and straight forward and involves three steps:

1. Creating the set of Sports Seasons for either the district or the individual school. This is crucial.
2. Creating and managing the list of sports in Genesis.
3. Managing the set of Sport Participation levels.

Configuring Sports Seasons

The set of Sports Seasons (e.g. Fall, Winter, Spring) must be set up for each school each school year.

This should be immediately following Summer Rollover. "Sports Seasons" are implemented as a set of Attendance Cycles.

These can be setup either at the District level or at the individual school level.

For individual school they are configured, for each school, on the Setup>Schools>School Parameters>Attendance Cycles screen.

If they are configured at the district level (this assumes every school's sports seasons will begin and end on the same dates) they are configured on the Setup>Districts>Master District Parameters>Attendance Cycles screen.

The set up procedure is essentially the same in either case.

Sports Seasons created 'read-only' at the District level can only be edited here. Setup>Districts>Master District Parameters>Attendance Cycles:

The Setup>School>School Parameters>Attendance Cycles screen highlighting the set of Sports Season "Attendance Cycles". 

The Sports Seasons are not editable here because they were created as "read-only" for the entire District via the Setup>Districts>Master District Parameters>Attendance Cycles screen shown in Figure 1 above.

Setting Up Sports Seasons

Sports Seasons can be created for the entire district – with a single district-wide start and end date for each season – or individually, by school with school-specific start and end dates.

The procedure is essentially identical but if the seasons are created for the entire district the sports seasons can be pushed out to every school.

When sports seasons are not set up a message is displayed:

Procedure to Create Sports Seasons for the Entire School District

1. Go to the Setup>Districts>Master District Parameters screen.
2. Click the Attendance Cycles parameters tab. This brings up the list of existing district-wide Attendance Cycles.
3. To create a new district-wide Sports Season, click the Add Cycle tab. This brings up the Setup>Districts>Master District Parameters>Attendance Cycles>Add Cycle screen:

"Sports Season" will be the Type. "FALL", "WINTER" and "SPRING" are the usual Codes:

The Setup>Districts>Master District Parameters>Attendance Cycles>Add Cycle screen

• Enter the parameters describing the new Sports Season:
  1. Code: An identifier for the Sports Season (e.g. SPRING). You can choose this
  2. Description: A brief description of the cycle/season (e.g. Spring Sports Season)
  3. Cycle Start Date: Starting date of the sports season
  4. Cycle End Date: Ending date of the sports season
  5. Type: Select "Sports Season"
  6. Read Only: Check this only if the start and end dates of the sports season are to be set for the entire District and will not be changeable by individual school.
  7. Sequence: A number to position this Attendance Cycle in the list of Attendance Cycles: it is only used to sort the list of Attendance Cycles.
• If the new Sports Season should be pushed out to all schools, check the "Apply to all schools" checkbox. This will replace existing sports seasons in the schools.
• Click the Add button to create the new Attendance Cycle/Sports Season.
  
  

Procedure to Create Sports Seasons for one School

Only create sports seasons at a school if you have NOT created them at the District level.

1. Go to the Setup>Schools and click on the school you need to add this to.
2. Click the Attendance Cycles parameters tab. This brings up the list of existing Attendance Cycles for the School.
3. To create a new Sports Season, click the Add Cycle tab. This brings up the Setup>Schools>School Parameters.>Attendance Cycles>Add Cycle screen.

"FALL," "WINTER," and "SPRING" are the usual Codes. No duplicate codes are allowed – codes must be unique:

The Setup>Districts>Master District Parameters>Attendance Cycles>AddCycle screen – Do not create sports seasons for individual schools if you have already created them at the District level.

     4. Enter the parameters describing the new Sports Season:

• Code: An identifier for the Sports Season (e.g. WINTER).
• Description: A brief description of the cycle/season (e.g. Winter Sports Season)
• Cycle Start Date: Starting date of the sports season
• Cycle End Date: Ending date of the sports season
• Type: Select "Sports Season"
• Sequence: A number to position this Attendance Cycle in the list of Attendance Cycles: it is only used to sort the list of Attendance Cycles.

     5. Click the Add button to create the new Attendance Cycle/Sports Season.

Procedure to Remove a Sports Season

1. If this is a district-wide Sports Season, go to the Setup>Districts>Master District Parameters screen. If it is a school-specific sports season or you wish to remove the season from a single school, go to the Setup>Schools screen. This brings up the school's School Parameters screen.

2. Click the Attendance Cycles parameters tab. This brings up the list of existing Attendance Cycles for either the district or the school. If you are removing the season from a single school and the Sports Seasons have no edit or delete icons, as shown below, then you must go to the Setup>Districts>Master District Parameters>Attendance Cycles screen to make your changes:
   
3. Click the delete trashcan icon for the Sports Season you wish to remove.
   
   

Procedure to Change the Start and End Dates of a Sports Season

1. If you are updating a district-wide Sports Season, go to the Setup>Districts>Master District Parameters screen. If you wish to update a school-specific sports season, go to the Setup>Schools screen. This brings up the school's School Parameters screen.

2. Click the Attendance Cycles parameters tab. This brings up the list of existing Attendance Cycles for either the district or the school. If you are updating the season for a single school and the Sports Season has no edit or delete icons, as shown below, then you must go to the Setup>Districts>Master District Parameters>Attendance Cycles screen to make your changes:
   
3. Click the edit icon for the Sports Season you wish to update. This brings up the "Modify Cycle" screen:
   
4. Update the Cycle Start Date and/or the Cycle End Date fields.
5. Other fields may also be updated as you desire.
6. To apply the changes to all schools, check the 'Apply changes to all schools' checkbox.
7. Click "Save Changes" button to save your changes and propagate them to the schools.

Configuring the List of Sports

The set of Sports is managed in the Athletics module on the Athletics>Setup>Sports screen.

Each sport is associated with a specific Sports Season. An initial set of Sports is provided when Genesis is installed.

This set should be updated and maintained by the Athletics Director of the District.

The list of sports is district-wide (though all sports are not played in all schools). Sports can be flagged as requiring a Fee.

Athletics>Setup>Sports:

Pre-loaded Sports
An initial set of sports is loaded into Genesis when the system is installed. This is done as a courtesy and is not intended to be in any sense a definitive set of sports.

Sports can be added and removed as needed.

The initial "default" set of sports includes the following:

Procedure to Add a Sport

1. Go to the Athletics>Setup>Sports screen.

2. Locate the "Add New Sport" button.
   
3. Click "Add New Sport" and you'll get a pop-up to enter info:
   
4. Enter the information for the new Sport:
   • Code: the Code will not be able to be updated later. It uniquely identifies the sport (e.g. "BASKETG").
   • Name: Description of the sport (E.g. "Girls Basketball").
   • Season: Select the Sports Season in which the sport is played.
   • Fee?: Check this checkbox if a fee is required to play this sport.
   • Transcript?
   • Seq: Sequence number for this sport in the list of sports. Accept the sequence number provided, which places the new sport at the bottom of the list, or enter your own sequence number to insert the new sport into the list where you wish.

1. Click "OK" to add the sport.

You can also add a new Sport or Activity via Setup>Activities>District Activities with the "Add Activity" button:

You will get a pop-up - where you can enter the Code, Name, select SPORT as the Activity type, and select the Season:

Procedure to Remove a Sport

1. Go to the Athletics>Setup>Sports screen.
2. Locate the sport you wish to remove and click the red icon for it.
   
3. A popup will ask you to confirm your choice.
4. Click OK to continue and remove the sport or click Cancel to abandon the operation.
   
   

Procedure to Update a Sport

1. Go to the Athletics>Setup>Sports screen.

2. Locate the sport you wish to update and change its information:
   • Code: The code cannot be altered. It is not displayed in a text field.
   • Description: Update the description of the sport.
   • Season: Select a new sports season, if needed.
   • Fee: Indicate a fee is or is not to be paid to participate in this sport.
   • Seq: Sequence number for this sport in the list of sports. Update the sequence # to change the order in which the sport appears in the list of sports.
3. Click the "Save" button to store your changes to the sport:
   

Configuring Sports Participation Levels

Students can participate in sports at various levels. For example, Varsity, JV, Freshman, etc.

The overall set of levels available in your District must be set by editing the "the Sport Participation Levels" Codes table.

This is done not in the "Athletics" module itself but in the Setup>Activities area:

Procedure to Add a Sports Participation Level

1. Go to the Setup>Activities>Activity Levels screen

2. Click on "Add Activity Level"
   
3. Enter the information for the new level:
   • Code: the Code identifying the level (e.g. "JV").
   • Description: Description of the level (E.g. "Junior Varsity").
   • Seq: Sequence number for this code in the codes table.
   • For Sports? - Check this if it is for SPORTS/ATHLETICS.

7. Click "Add Activity Level" to add the level
8. Once the level has been added, navigate to the Athletics>Setup>Sports screen. Click the "Update Sport Levels for this School" link to add the level to the school. You will have to do this for each school that you would like to add the level to.
   
   

Procedure to Remove a Level

1. Go to the Setup>Activities>Activity Levels screen.

2. Locate the Sport Participation Levels that you want to remove and click the red icon:
   

Procedure to Add a Coach to a Sport

1. Go to the Athletics>Rosters>Manage Coaches tab:
   

2. Select a value in the "Select Sport or Season" dropdown to get whichever sport/season you want to update
3. Select Head Coach or Assistant in the Staff dropdown
4. Select the teacher in the dropdown to the right of that
5. Repeat as needed - you have selections for Varsity, JV etc
6. Click "Save Staff" when done.