Athletics on Student Data Screen

TABLE OF CONTENTS

• Overview of the Student Athletics tab
• Sports Participation Status
• School Year Physical Exam and Athletic Form Panels
  • Physical Exams
  • Athletic Forms
• Sports Season / Sport Participation Records
  • Updating Sports Participation Records
• Student Athletic Tab FAQ

Overview of the Student Athletics tab

The student's Athletics screen is used to record and display the following kinds of information:

• On the top of the screen:    
  • The students "Athletic Participation Status" is displayed at the top.
• In the left column: 
  • Student's Physical Exams
  • Student's Forms - A configurable set of Forms, including, but not limited to: 
    • Steroid Release form
    • Concussion Release Form
    • Sudden Cardiac Release Form
    • IMPACT Testing Form
• In the right column: 
  • Sports participation records for each School Year in which the student has participated in team sports
  • One panel per sport (i.e. per sport season) per year (3 total panels per year)
  • Sports participation panels include the 90 participation form.

Student Data>Modify Student>Athletics>Exams and Participation:

Sports Participation Status

Details regarding a student's Sport Participation Status are displayed at the top center of the student's Athletics screen (Student Data->Student->Athletics):

What can be included in evaluating "Sports Participation Status"?

• Athletic Status (i.e. Medical) records - If there is an active "Athletic Status" record, the student will not be cleared to participate.
• Physical Exam status - Is there a completed Physical Exam?
• Steroid Release Forms - Either an Expired or the absence of the Steroid Release form will trip the "Sports Participation Status" indicator
• Concussion Release Forms - Either an Expired or the absence of the Concussion Release form will trip the "Sports Participation Status" indicator
• Sudden Cardiac Release Forms - Either an Expired or the absence of the Sudden Cardiac Release form will trip the "Sports Participation Status" indicator
• All custom forms, as a group - Any custom form (e.g. IMPACT Testing) that is either missing or Expired will trip the "Sports Participation Status" indicator.

What is not included in evaluating "Sports Participation Status"?

NJ Sports Eligibility is not included in the "Sports Participation Status" indicator.  You must check the information on students' Sports Eligibility screens (Student Data>Modify Student>Athletics>Sports Eligibility) to determine their eligibility

School Year Physical Exam and Athletic Form Panels

The left column on the student's Athletic screen contains a set of "School Year" panels,, with the current school year's panel at the top:

The School Year panels are divided horizontally in two.  

The top half of the panel contains information about the student's Physical Exam for the current school  year:

The lower half of the panel contains a list of Release Forms records for the current School Year;

The list of forms that appear on this panel is configured on the Athletics>Setup>Athletic Release Forms screen.

Physical Exams

Student Physical Exams are listed on this screen specifically so that non-medical personnel, principally Athletic personnel, can have access to the information.

Student Physical Exams are recorded in the "School Year" panels on the left side of this screen.

Status settings for Physical Exams are as follows;

• Not completed - This really means "not submitted yet".
• Completed - This means the student's Physical Exam for the specified school year has been submitted and accepted.  It is "good" and will expire only after 365 days from the date recorded for the exam.
• Expired - A previously "Completed" Physical Exam has expired - that is, more than 365 days have elapsed since the date recorded for the Physical Exam.
• Exempt - The student is exempt from submitting this particular Physical Exam.
• Submitted - The Physical Exam information has been submitted but has not yet been verified and marked as "Competed".

Types of Physical Exams

Athletic Forms

The list of athletic forms displayed on the Student Data>Modify Student>Athletics screen is configured on the Athletics>Setup>Athletic Forms screen:

The status options here are the same as those for Physical Exams:

• Not completed - This really means "not submitted yet".  The student has not turned this form in as yet.
• Completed - This means the form for the specified school year has been submitted and accepted.  It is "good" and will expire only after 365 days from the date recorded for the form.
• Expired - A previously "Completed" form has expired - that is, more than 365 days have elapsed since the date recorded for the form
• Exempt - The student is exempt from submitting this particular form
• Submitted - The form has been submitted but has not yet been verified and marked as "Competed".

Form status and Completion dates can be updated at any time.  Click the "Save Forms" button to store any changes.

Sports Season / Sport Participation Records

The left column displays "participation records" for individual sports.

There can/should be at most three of these panels per school year:  one for each sports season.

There only need to be panels for sports seasons in which the student participates in.

What is on the Sports Participation Panel?

Procedure to Add a Sports Participation Record/Panel

1. Navigate to the student's Athletics screen
2. Click the add sport button.  This brings up the sports participation dialog:
   
3. Enter the few required fields: 
   1. Sport
   2. Season
   3. Participated checkbox (check if actually participated)
4. Optionally fill in additional fields: 
   1. Sign Up date
   2. Level: Freshman, Junior Varsity, Varsity, or "to be determined".
   3. Comment
   4. Health History Form status
   5. Health History Form completed date.
5. Click "Add Sport" to add the record to the student.  This creates the actual "Sports Participation" record and displays the associated panel:

Updating Sports Participation Records

The following fields of the Sports Participation records can be updated at any time:

• Participated checkbox.
• Signed Up date
• Level
• Health Form status
• Health Form Completion date

To update the information, change the fields and click "Save Record".

You cannot alter either the sport or the sports season:  if either of those are incorrect, delete the record and start again.

Student Athletic Tab FAQ

Q:  Does Genesis automatically set the status to expired for Sports Physicals and Athletics Release Forms? 

A:  Yes! A nightly maintenance will update the 'Status' fields under the Physical Exams & Forms portion of this screen. The system is using the district's configuration via Athletics > Setup > Athletic Release Forms to determine if any of the athletics forms are past their expiration date. Forms that are set as "Valid For School Year" on this screen will expire on July 1st following the school year of the student's athletic release form. The two "opioid" releases are always set as "Valid for school year". Forms that are set to a specific # of months will expire based on the Status Date of the Athletic Release instead. Student Sports Physicals will expire 365 days after the status date.