Out of District Students on District Sports Teams

It is possible to roster out of district students on a school's sports teams.

To do this you must first create an "Athletic Holding School" where you can create a student record for each of these students.  You can then "register" the students in the Athletic Holding School and then add them to teams in any of your district schools.  They will appear on the roster for their teams.

TABLE OF CONTENTS

• Out of District Students on District Sports Teams
  • Creating an Athletic Holding School
    • Continuing the Setup of the Athletic Holding School
    • Creating a School Type for 'Out of District Athletes'
  • Adding Out of District Athletes
  • Adding Out of District Athletes to Athletic Teams

Creating an Athletic Holding School

To create a holding school for your out of district athletes, go to the Setup->Schools screen and click "Create School".  This will bring up the "Create School" dialog:

1. Enter a school code for your Athletic Holding School.  This is a code you make up.  It must being with a letter and can contain letters, numbers and underscores.  Codes are capitalized.   E.g. ATHLETES
2. Enter a name for your Athletic Holding School - it can be any name you wish.  Out of District Athletics.
3. Select a School Type code.  This is required and identifies the type of school.  You can choose an existing school type or you may want to first create a new one (See below). 
4. Select "Holding" as your 'School Category'.   This indicates it is not an indistrict school and just to be used to 'hold' students.
5. Enter School Contact Name - this is required.   It can be anyone you choose.  E.g. Athletic Director, Superintendant, Sysadmin.  Up to you.
6. Enter School Principal - this is also required and again can be anyone of your choosing.
7. Click Create to create the school.
8. You should get a 'school created' message: Your out of district athletics school has now been created!  It will require some IMMEDIATE configuration changes: 
9. Once the school has been created, you are placed on the "Modify School" screen for your new Athletic Holding School.  You MUST uncheck the "Include students in state reporting (school keeps daily attendance records)" and the "In-District School" checkboxes!!
10. Once you uncheck those two checkboxes, scroll down and check the following checkboxes:
    
    1. Exclude Students in School from ALL NJ Smart Collections
    2. Exclude Students in School from NJSmart State and Special Ed Collections
    3. Exclude Regular ED PREK Students in School from ALL NJSmart Collections
    4. Exclude ALL PreK Students from NJSmart State Collection
    5. Exclude Students in School from NJ ASSA Collection
    6. Exclude Students in School from CRDG Collection
    7. For Parents Module
    8. Allow Sports from other schools to be selected in Parent Forms for students in this school.
11. Scroll down and Click Save to save these updates.   You are now done creating the Athletic Holding School.

You may wish to create a "School Type" for your athletics holding school(s), especially if you need more than one.

Once you have created a holding school, you do need to configure it a bit.

Continuing the Setup of the Athletic Holding School

Once you create your Athletic Holding School, you must add "Valid Grade Levels" to the school.

To do this:

1. Go to the Setup->Schools->List of Schools screen.
2. Open the Athletic Holding School and go to the "Valid Grades" screen:
3. On the left side of the screen, check the checkboxes for the grade levels your Athletic Holding School will contain.  Typically, these will be the HS grades of 09, 10, 11, and 12 - but they can include other grades as well.
4. Click the "Add Grades" button to select these grades for the Athletic Holding School:
5. Once you have added all the needed grade levels, you are done.

Creating a School Type for 'Out of District Athletes'

You may to do this to have an explicit school type for this sort of "non-student" holding school.  It is not required but may add clarity to your setup.

1. Go to the Setup->School Types screen.  
2. Click the "Add School Type" button.  This brings up the "Add School Type" dialog:
   
3. To create a school type for out of district athletes or other ... 
   1. Enter a school type code - this is a short code you make up.  E.g.  HOLD for 'holding school' or "OODHOLD' for out of district holding school.  It must start with a letter and can contain letters, numbers and underscores.
   2. Enter the name of your school type:  again, this is some you make up- Out of District Holding School - or whatever you choose.
   3. Optionally, select a built-in school type.  E.g. High School, Middle School - this is entirely optional.
   4. Select start and end grades for the current year.
   5. Select Next Year start and end grades.
   6. Click Add to add the school type.   This creates the new school type and brings up the "Modify School Type" screen.  
   7. You can now add a "Special Characteristic" if you wish - this is basically just a Note field.
   8. If you put something in the "Special Characteristics" field, click save to store it.  You are now done.

Adding Out of District Athletes

To add an out of district student to a sports team, they first must be "registered" into the Athletic Holding School.

This process is just like registering any other new student - just making sure the "Athletic Holding School" you have created is used as their home school.

1. Go to the Registration->New Student screen.  
2. Fill in the student's information as if they were actually registering in your district.  All fields with a red asterisk must be filled in:  these fields cannot be omitted.   
3. Select the school you created as your Athletic Holding School for the "School" they will be placed in.   
4. Select the correct year of graduation and correct "Class of" 
5. Fill in all red asterisked fields.  Keep in mind that this student will NOT be reported to the state from your district.
6. Continue the registration process:
   1. Fill in valid contact information for at least Guardian 1
   2. You can, optionally, create a Parent Module login for Guardian1
   3. Finish and "register the student".

The student is now fully registered and can be added to athletic teams in any other district school.

Adding Out of District Athletes to Athletic Teams

To place the OOD student on an athletic team:

1. Select the Athletic Holding School in the School drop down in the screen hearder.
2. Go to the Student Data->Student Search->Student List screen and search for the student.
3. Open the student's record and go to their Athletics->Exams and Participation tab.  This tab will initially be empty:
4. To place a student on a team in another school, click the Add Sport button.  This brings up the 'Add Sport' dialog:
5. In the Add Sport dialog, you must select the School where the team is actually housed.  Do NOT select the Athletic Holding School there.  School selection here is the critical choice that will place the student in the actual school where the team is housed.
   1. Select the correct school
   2. Select the correct grade.
   3. Select the season and sport/team
   4. Optionally choose a level (e.g. Varsity)
   5. Click Add sport
6. The student will initially appear as "ineligible" because none of the proper forms, etc., have been setup for them.  You will need to go through the normal eligibility process to make sure this students information is correctly filled out.
7. The student should now appear on the team's roster in the correct school (which will not be the Athletic Holding School).
8. You will need to correctly have the student fill in all the correct forms, etc. t o