Athletics FAQ

TABLE OF CONTENTS

• Do the athletic forms roll over?
• Where do we enter a new Sports level?
• Where do we enter a new Sport or Activity?
• Where can I select icons for Sports or Activities?
• Can we set a Membership type for Sports?
• What are our options when creating a FORM to gather Athletics/Sports information from students? What info can we gather?
• Can We See a Preview of What a Sports Form Might Look Like?
• How do we calculate sports eligibility for all students?
• How do we set up Credits required for Sports Eligibility?
• Are there any built-in Athletic reports for districts to run?
• How do we set up COACHES in the system?
• Can we display any Athletic data in the parent portal?
• Can we take TEAM Attendance?
• Does Genesis automatically set the status to expired for Sports Physicals and Athletics Release Forms? 
• Is it possible to roster out of district students on a school's sports teams?

Do the athletic forms roll over?

Sports, Physicals, and Athletic Release Form records for students do not roll over, but they do have a school year on them. Because of this, you can add a 19-20 record while still in 18-19, and it will remain that way after rollover. There is a copy tool however, that will copy all Athletic Release Form DEFINITIONS ahead to the NEXT school year. This is found on the Athletics>Setup>Athletic Release Forms screen and is used when setting up a parent/student portal form to collect Fall sports participation forms for NEXT school year. There is also a tool to copy sports into NEXT year for this same purpose, located on the Athletics>Setup>Sports screen.

Where do we enter a new Sports level?

You can add a new Sport level (such a JR Varsity etc) via Setup>Activities>Activity Levels with the "Add Activity Level" button:

The Activity Level of an Activity defines the level that the students are currently rostered into. Using sports as an example, students can be rostered into Varsity, JV, Freshman, etc. levels. The Activity Level is what defines which team the student is on. For Club Activities, the default level is Club. Unless a club has different levels that students need to be grouped in, the default level should be kept as is.

Where do we enter a new Sport or Activity?

You can 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:

Where can I select icons for Sports or Activities?

You can select the icon for a sport or activity via Setup>Activities>District Activities in the Icon column:

You can also upload custom icons with the Manage Custom Icons button - it has to be a SVG file:

Can we set a Membership type for Sports?

Yes - via Setup>Activities>Membership Types. To make it specific to SPORTS - check off the type in the "Sports" column:

What are our options when creating a FORM to gather Athletics/Sports information from students? What info can we gather?

On the Modify Question tab when working on a Parent Access Form, you have the following options in the "Response Type" dropdown:

Athletics:

• Steroid Form
• Concussion Form
• Cardiac Form
• Opioid Form
• Opioid Video
• Eye Injury Release Form
• District Sports Eligibility

Sports:

• Sports Participation
• Fall Sports Participation
• Winter Sports Participation
• Spring Sports Participation
• Next Year Fall Sports Participation

Sample:

Can We See a Preview of What a Sports Form Might Look Like?

Yes. Click here to see screenshots from our DEMO for a Spring Sports Participation Form: 

How do we calculate sports eligibility for all students?

You can do this from Grading>Sports Eligibility.

If needed, you can also calculation (or view an AUDIT) for an individual student via Student Data>Modify Student>Athletics>Sports Eligibility.

How do we set up Credits required for Sports Eligibility?

You can do this from Grading>Sports Eligibility. This is our main article on this.

Are there any built-in Athletic reports for districts to run?

We have the following reports:

• 100050 - Sports Interest Report
• 21268 -  Sports Participation Status
• 43400 - Sports Eligibility Report
  
  

How do we set up COACHES in the system?

On the Athletics>Rosters>Manage Coaches screen, you can select the Sport and/or Season in the "Select Sport or Season" dropdown, and click "Add" to select a staff to tie to a sport.

Can we display any Athletic data in the parent portal?

Yes. We added a new Athletic Eligibility screen which shows parents the eligibility for a student.

To enable this for parent users in the portal, you should navigate to the parent role via Parent Access>Setup>Roles, modify the role, and then check off "Athletic Eligibility." That will grant parent users access to that tab in the portal.

The screen displays all criteria checked off for participation on the Athletics>Setup>Eligibility Setup screen.

All seasons that a student has sport in will be shown along with their eligibility status.

Can we take TEAM Attendance?

Yes, review this article for more info. 

Athletics attendance uses a dedicated Turnstile Event to check student athletes present or absent from team Events. A dedicated Turnstile Event is created for a team, and all of the team's sporting events - including practices, games/meets/matches, team meetings, etc - are taken attendance using the dedicated Turnstile event.

To set up athletic attendance, go to the Athletics>Setup>Team Settings>Attendance Settings screen.

To set up attendance for a team, you must select or create a Turnstile Event for the Team 

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

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. 

Is it possible to roster out of district students on a school's sports teams?

Yes, review this article for more info.