TABLE OF CONTENTS

• Elements of Athletic Eligibility
  • School Eligibility Setup
    • Athletic Status Records
    • Physical Exams & Physical Exam Type
    • Medical Eligibility Questions
    • The Health History Update Form
    • Accepted Status' for Physical Examinations and Health History Update Forms
      • Health History Update Forms and Accepted/Not Accepted Status Codes
  • NJ Academic Eligibility
  • Local Eligibility
  • Medical Eligibility
  • Form Completion
  • Athletic Status: Medical Status from Injury, Illness, etc.
• Computing NJ State Eligibility

Elements of Athletic Eligibility

Athletic eligibility is composed of 

• NJ State Academic Eligibility
• Local Eligibility 
• Medical Eligibility
• Form Completion
• Athletic Status

School Eligibility Setup

Eligibility requirements are specified by school, on each school's Athletics->Setup->Eligibility Setup screen:

This allows different schools to have different eligiblity requirements.  For example, middle schools may have different requirements than high schools.  This is a comprehensive "eligibility setup" screen for each school.   

A given school's "Eligibility Setup" screen can only be reached by selecting that school in the Genesis screen header: 

Parameters and sections on the Eligbility Setup screen include:

• Grade eligibility
• Checking for Athletic Status Records
• Checking for Fees
• Checking for Physical Exams
• Checking for specific "Medical Eligbility" questions.
• Checking for Health History Update Forms
• Accepted Status Settings for Health History Update Forms
• Accepted Physical Exam Type
• Release Forms - which specific Release Forms will be required for the School

Athletic Status Records

These are the "medical athletic status records" entered by the school nurse.  If a student has an active athletic status record they are (typically) not allowed to participate in either phys ed or Athletics.   The "Check for an Athletic Status Record" toggles the Athletics Module's ability to enforce "ineligibility" if an Athletic Status Record exists for a student.  If the checkbox is unchecked, an Athletic Status Record will NOT render a student ineligible.  

Physical Exams & Physical Exam Type

Students must have a valid physical examiniation - with its status field marked with one of the "accpeted" status settings - in order to participate in Athletics.   The "Check Physical Exams" parameter toggles the Athletics Module's ability to enforce "ineligibility" if a valid, accpeted physical exam does not exist for a student.  If the checkbox is unchecked, not having a valid physical exam will NOT render a student ineligible.

The "Accepted Physical Exam Type" field specifies which "type" of physical examiniation can be used for Athletic eligibility.  Only exams of the selected type "count" toward Athletic eligibility.  For example, if the selected type is "Sports" and a student turns in an examination that gets coded, for example, as an "annual" physical examination, it will not "count" towards eligibility.

Medical Eligibility Questions

This set of 'medical options' (see the Medical Eligibility section below) must be responded to for high school eligibility.  The "Check Medical Eligibility" option toggles whether or not a valid "medical eligibility" selectionis checked for.   If the checkbox is unchecked, the status of this section will not be checked and not having a selection will NOT render a student ineligible.

"Medical Eligibility" in full, includes the checks for Physical Examination validity and correct exam type, as well as the check for the Medical Eligibility questions and the Health History Update Form validity (if the physical exam is older than 90 days).

The Health History Update Form

The NJ DoE 90-day Health History Update Form is required for a student if they are going to participate in a sports season that starts more than 90 days after the "Completed" date for their still-valid physical examination.  The "Check Health History Form" parameter toggles several things:

• Whether or not a valid Health History Update Form is checked for if a student requires one (e.g. their still-valid physical examination is older than 90 days).  If the parameter is not checked, a student's Health History Update Form will not be checked for, and not having an 'accepted' one on file, even when the physical examiniation is older than 90-days, will NOT render the student ineligible.
• The "Check Health History Form" parameter also is part of the controls for whether parents/guardians will be able to upload Health History Update Forms from the Parents Module.   If the parameter is unchecked, parents/guardians will not be able to upload the Health History Update Form, regardless of whether or not a student officially needs one to be legally eligible.   For more information about uploading Health History Update Forms from the Parents Module, see the following article:  Health History Update Forms Handling in Genesis.

Accepted Status' for Physical Examinations and Health History Update Forms

Physical Examinations and Health History Update Forms have "status" fields.  To be eligible, the "Status" field for the respective document must be set to a "status" that is considered "accepted".    There is a checkbox for each status type:

The status types that are checked are considered "accepted".   Status types that are not checked can be assigned to physical examinations or Health History Update Forms but do not make them "accpeted" and do not count for eligibility.   Students with physical examinations or Health History Update Forms with one of the "not accepted" status settings are not eligibile (if those forms are required for elgibility).

The full set of "Athletic Form Status Codes" is found in the locked "MEDICAL_FORM_STATUS" Codes table.  If you need additions or alterations to the existing set of codes, please enter a FreshDesk ticket.

Health History Update Forms and Accepted/Not Accepted Status Codes

The "Status" field for Health History Update Forms can be set automatically if the HHUF is uploaded from the Parent Module, however, the form's status field can only be set to one of the "not accepted" codes.  Health History Update Forms are medical forms and must be manually reviewed before receiving one of the "accepted" status settings.   That is: Health History Update Forms cannot be automatically 'approved'.   More information on this can be found here: Health History Update Form DocType.

Release Forms

The parameters for each of the release forms controls whether the specific release form will be checked for eligiblity.  If the checkbox is unchecked, not having the corresponding release form will NOT make the student ineligible.

The "Custom Release Forms" parameter covers all five of the custom release forms - they cannot be controlled individually at the moment.

NJ Academic Eligibility

Genesis includes NJ State athletic eligibility rules.   

This eligibility, along with the "Local Eligibility" rules and restrictions, appears on the students' Athletics>Sports Eligibility screen:

No setup is required for this screen:  the NJ eligibility rules are built into the system.  

Local Eligibility

Medical Eligibility

Medical eligibility is controlled by two items:  School Year Medical Eligibility and Seasonal Medical Eligibility:

• School Year Medical Eligibility:
  • Whether or not the student has an update-to-date Physical on file with a status of "Completed"
  • The "medical eligibility" option selected for the student:

• Seasonal Medical Eligibility - This is controlled by whether or not the student has an uptodate Health History form on file if one is required:The Health History Update Form must have a "Status" that is categorized as an "accepted" status on the Atheltics->Setup->Elibigibility screen.    
• The Health History Update Form, if it is required by the School for eligiblity, will be required (and enforced):
  • If it has been more than 90 days since either the most recent Physical Exam has been submitted.
  • If a previous Health History form was submitted in the current school year and it has been more than 90 days since that form was submitted.
  • Health History Update Forms can be uploaded and set to appear in the participation record (as shown).  Information on this can be found in the following article: Health History Update Forms Handling in Genesis

Form Completion

All of the required athletic-related forms must have been completed - given a status of "Completed".

The forms are found on the student's Student Data>Modify Student>Athletics>Exams and Participation screen:

The Steroid Release, Concussion Release, Sudden Cardiac Release, Opioid Release and Opioid Video Release are State of NJ required forms, the additional five forms at the bottom of the list are all locally defined and specified.

Required forms can be configured on the Athletics>Setup>Athletic Release Forms screen.

Athletic Status: Medical Status from Injury, Illness, etc.

This is more of a participation status than a real measure of eligibility, but we include it here because it does gate 'eligibility to play' on a day-to-day basis.  

The nurse has the capability to create an "Athletic Status Record" for each student.

These specify the period of time the student cannot participate in athletics or physical education.

An "athletic status" icon appears in the student's list of icons. The tooltip gives the reason shared by the nurse.

If clicked, the 'athletic status icon' will popup the reason information in a dialog box.

The reason also appears in bold in the list of "Reasons student cannot participate in a sport" display panel:

Computing NJ State Eligibility

The NJ Status athletic eligibility rules are built into the Genesis Student Information System and the student's "NJ Athletic Eligibility" can be computed by Genesis.  

The tool to mass calculate NJ State Eligibility is currently found on the Grading>Sports Eligibility>Calculate Eligibility screen:

Students with potential issues are listed on the screen.  (The illustration is from the Genesis Demo).

Individual NJ State Eligibility is displayed on the students' Student Data>Modify Student>Athletics->Sports Eligibility screen: 

The student's NJ Eligibility is specified by the top four elements for each season.  

They can be exempted from any of these by using the four checkboxes below.

NJ State eligibility can be calculated for the individual student using the tools that appear below the form.

Student must pass NJ Eligibility tests to be able to participate in team sports.

Eligibility can also be effected by the students grade level.

Students in grades 10-12 would be expected to have 30 credits in the previous school year to be credit eligible for FALL, and 15 credits in the first semester for SPRING.

For 9th grade students though, the students would not necessarily have 30 credits in a previous year for the Fall eligibility since they were previously in a middle school.

So long as the students previous grade is 08, the system would not include them in the insufficient credit rule when the Fall eligibility is calculated.

There is however, one exception to this. When calculating the Fall Eligibility for students, if their previous school was PREREG and previous grade level 09, and they are currently in a high school with a current grade of 09, the system will calculate them as if their previous grade level was 08. This is to prevent the system from seeing those students as retained from the previous year and marking the ineligible due to insufficient credit.