Searching for Students in Athletics Module

Modified on Thu, Mar 7 at 2:37 PM

Athletics Student Search

The usual Genesis Create and Update Student List controls.

Athletics related search criteria are found only on this screen - Athletics>Student List.

The Athletics Student Search Screen

The core of the Athletics module is the Athletic>Student Search screen.

This is a standard Genesis student search screen with athletics-related search criteria and the usual Student List controls along the bottom of the screen.

This screen locates only students who have a Physical Exam on record or any athletic participation information: it does not locate students who have no athletic related information (please use the regular Student Data>Student Search screens to locate students who have no athletics-related information and no physical exams on file.).

The Search Criteria on this screen include:

School Year – The year of participation. This makes it easy to search for prior year participation.
School – School. This defaults to the school selected at the top of the screen but can be changed. For example, a high school coach might want to search for middle school sports participation.
Participated – Yes/No – Find students who did or did not participate.
Grade Level – Grade level of students being sought for.
Season – Sports season. Typically Fall, Winter, Spring – though configurable by district.
Sport – Select from the list of sports configured for the district.
Health Form Status – "Not Completed", "Completed", "Exempt" or "Expired"
Physical Exam Form Status – "Not Completed", "Completed", "Exempt" or "Expired"
Steroid Release Status – "Not Completed", "Completed", "Exempt" or "Expired"
Concussion Release Status
Opioid Release Status
Cardiac Release Status
Level – Level of team: Freshman, Junior Varsity, Varsity – From Sport Participation Levels Codes table

Any of the criteria can be combined to locate students.

Example 1: Find all students who participated on last year's middle school girl's field hockey team:

Set School Year to the previous year (e.g. 2009-10).
Set School to the district's middle school.
Set Sport to "Field Hockey" (Field Hockey must already be configured as a sport).
Set Participated to "Yes"

Example 2: Find all 11^th grade students who participated in any sport last year:

Set School Year to the previous year (e.g. 2009-10).
Set Participated to "Yes"

Example 3: Find all current year HS varsity boys basketball team members:

Set School to the district's high school.
Set Sport to "Boy's Basketball" (it must already be configured as a sport).
Set Participated to "Yes".
Set Level to "Varsity".

Example 4: Find all current year Freshman swim team members whose physical exam needs to be updated:

Set School to the district's high school.
Set Sport to "Swimming" (it must already be configured as a sport).
Set Participated to "Yes".
Set Level to "Freshman".
Set "Physical Exam" to "Expired".

Information Provided

A search on the screen locates only students who have either a physical exam form or an existing participation record.

The information displayed includes:

Student Id – Student's ID (this is the local, not the state id number for the student).
Grade Level – Student's grade level (current grade level)
Name – Student's name in Last Name, First Name format
Physical Exam form date and status – The date is present if a form was turned in. The status indicates the whether the form was turned in ("Completed"), or not turned in ("Incomplete") or whether it was turned in but is now invalid because it has expired ("Expired") or whether the student is exempt from this requirement ("Exempt"). The fields will be blank if no form was turned in and no status ever specified.
Steroid Release form date and status - The date is present if a form was turned in. The status indicates the whether the form was turned in ("Completed"), or not turned in ("Incomplete") or whether it was turned in but is now invalid because it has expired ("Expired") or whether the student is exempt from this requirement ("Exempt"). The fields will be blank if no form was turned in and no status ever specified.
Sports Season – The sports season of the sport. This will be blank if no sport or season was ever selected, for example, if the record simply indicates that forms were turned in.
Sport – The sport this record represents. This will be blank if no sport or season was ever selected, for example, if the record simply indicates that forms were turned in.
Participated or not flag – This is set to Yes (checkmark) if the student actually participated and No (no checkmark) if the student ultimately did not participate on the specified team.
Level (Freshman, JV, …) – The level of the team.
Health History – Any information from the student's medical record that is necessary.

The Built-In Report on the Athletics Student Search Screen

The list of students return from a screen search on the Athletics>Student Search screen can be turned into a report by clicking the printer icon that appears in the upper right hand corner of the Genesis screen once students are listed.

The report, illustrated below, contains the same information as the screen displays:

Accessing the Student's Athletic-Related Information

Click ID to access student's record. To link from the Athletics>Student Search screen to a student's athletics-related information.

Click on the student's highlighted, underlined student id (e.g. 1013785).

Clicking on the student's id links to the student's Student Data->Student->Athletics screen:

Placing Students on Student Lists

The Athletics>Student Search screen is a standard Genesis student search screen and it includes the usual student list controls at the bottom:

These controls allow you to add students to an existing list (the control on the left) or create a new list and place students on it (the control on the right).
To either add to a list or create a list, first check the checkboxes next to the students you wish to place on the list (the top checkbox toggles all the checkboxes in the list):

Next, either select the list you wish to add these students to or enter the name of the list you wish to create and click the "Add to new list" radio button, then click the OK button.

This will place the checked students onto the list you had designated.

Creating a Dynamic Student List for a Sports Team

The Genesis "Dynamic Student List" capability allows you to create lists which automatically always select active members or a particular team.