Yearly Athletic Fees & Sports Team Eligibility

Modified on Mon, Aug 26 at 8:52 AM

Athletic Fees

It is possible to create an Athletic Fee for a school year flags students as "ineligible" to play if they have been assigned the fee, but the fee remains 'unpaid'.

There can be one Athletic Fee per school year that can be used to control "Fee eligibility".

The yearly Athletic Fee must have:

Fee Category set to Sports
The Athletic Fee field set to a number between 1 and 99 (realistically, a number between 1 and 3). This represents the maximum number of athletic fees a student can be owe - for eligibility - in the school year. For example, if you want to charge a student for each sport they participate in, they typically can participate in at most 3 sports (one in each of the three sports seasons). How this works is explained below.
The "If an Athletic Fee, select the School Year for Eligibility" field must be set to the current school year - or the school year you want this Fee to 'count' as the Athletic Fee.

Athletic Fee definitions cannot be tied to a specific team - they apply to "Athletics" in general. The one Fee applies to all Sports.

How Does This Work?

Because there is no direct link between Fee & Sports Teams, "eligibility" is based on:

- How many copies of the yearly "Athletic Fee" have been created for a student

- How many sports the student has a "pariticipation record" for in the school year

- The # that appears in the Athletics Fee field of the yearly Athletic Fee definition. This specifies how many Athletics Fees a student must pay in a school year.

In the student's record, paid fees are matched up with the student's current year sports participation records (in this example, the "Athletics Fee" field is assumed to be set to 3):

In the Fall Season,
- if the student has one Sport Participation record (marked as "participated") and one copy of the Athletic, if that fee has a status of "unpaid", the student is flagged as "ineligible" for the Sport they are signed up for.
- If the one Fee is marked "paid", the student is "eligible".
- If a student has more than one copy of the Athletic Fee, as long as one is marked 'paid', the student will be eligible for the Fall sport.
In the Winter Season (2nd possible sport):
- For students with two Sport Participation records marked "participated": These are students who already participated in a Fall Sport and now they are participating on a Winter Sport.
- For students only one Sport Participation records marked "participated": This is a student who did not participate in a Fall Sport; the Winter Sport is their first team of the year:
  - For this student, this is essentially the same as the "Fall Season" situation. If the student has a single copy of the Athletic Fee, it must be marked 'paid' for the student to be eligible.
  - If the student has multiple copies of the Athletic Fee, one of them must be marked 'paid'
- For students with two Sport Participation records marked "participated", there must be at least two yearly Athletic Fee records marked "paid".
In the Spring Season (3rd possible sport):
- For students with 1 Sport Participation record marked as "Participated", this is essentially the same as the "Fall" situation. If they have at least one Athletic Fee marked "paid" they are eligible. If they have no fee marked "paid" they are ineligible.
- For students with 2 Sports Participation records marked as "Participated", this is the same as the Winter Sports situation: they need at least two Athletic Fee copies marked as "paid". This is a student who participated in either the Fall or the Winter Season but not both, but are now again on a team in the Spring season.
- For 3-Sport Athletes, who now have 3 Sport Participation records marked "Participated",
  - As long as the "Athletics Fee" field on the yearly Athletic Fee is set to 3 or more. the student will need (at least) 3 copies of the Athletic Fee, all marked 'paid' in order to be 'eligible'. If there are at least 3 copies of the Athletic Fee, but only 1 or 2 marked "Paid", the student is not eligible. If there are only 1 or 2 copies of the Athletic Fee, both marked "paid", the student remains eligible.
  - If the the "Athletics Fee" field on the yearly Athletic Fee is set to 1 or 2, the student will not require a 'paid' Athletic Fee for the Spring Season.
In short, the number of copies of the yearly Athletic Fee marked "paid" must match the number of Sports Participation records marked "participated", unless the "Athletics Fee" field count has been exceeded.

What About Maximum Fee Limits Per Student or Family?

Currently, your 3rd Party Payment software must enforce these limits. The Genesis Payment module does not have a way to either specify or automatically enforce payment limits.

What is a Student Participation Record?

"Sports Participation Records" are found on the Student Data->Modify Student->Athletics->Exams and Participation screen on the right side:

Each Sports Participation Record identifies a Sport, a Season, the "Team" (i.e. the "Level") and a "Participated" flag:

Sports Fees depend on the "Participated" flag being checked.

Where are Athletic Fees Assigned to Students - Where do they Appear?

Fees assessed on a student appear on the student's Student Data->Modify Student->Fees and Fines screen

The yearly fee must have a School Year associated with it:

Multiple "Yearly Athletic Fee" records can be created for a student. They can be manually assess on the student by clicking the "Add Record" button directly on this screen.