Datalys Integration

Datalys Integration

Datalys

SportsWareOnLine has partnered with the Datalys Center, a non-profit organization that collects injury surveillance data from participating NCAA schools. If you are an NCAA program that wants to share your data with the Datalys Center directly from SportsWareOnLine, follow these steps.

Note: In order to share information with Datalys, some of the normal SWOL processes have additional steps. In these instructions, those new steps are italicized and highlighted in yellow.

Acquiring a Datalys School ID

Contact the Datalys Center (317-275-3664 or 855-832-4222) to acquire a four-digit Datalys School ID.

Institution Settings: Datalys

When the Datalys School ID is acquired, enter that number in the Datalys School ID field in the Institution Settings by going to Admin> Institutions and scrolling to the bottom and click Save and log out. 
 


Datalys Exposures: Calendar 

Every injury record that is submitted to Datalys must be tied to an exposure(game or practice) within the calendar. Before submitting injury records to Datalys, exposures  must be entered into the calendar. Make sure you select the correct sport that is highlighted in yellow. For further instructions on how to add events to the calendar, CLICK HERE. 

Preparing Injury Records

When recording injuries that will be submitted to Datalys the following fields need to be completed using the yellow portion in the drop down menus. 

Injury Database: General Tab

Status
Field
Description
Athletic
Use this to identify the injury as being Athletic-related. This box must be checked.
Sport
Indicates the sport the athlete was playing when the injury occurred. You must choose a sport highlighted in yellow.

 
Description
Field
Description
Body Area
The Body Area injured, e.g. Upper Extremity, Lower Extremity. You must select an option highlighted in yellow.
Side
The side injured, e.g. Right, Left, Midline. You must choose an option highlighted in yellow.
 

Injury Database: Background Tab


Field
Description
Season
Season when the injury occurred, e.g. Pre-season, In-season. You must choose an option highlighted in yellow.
Surface
Playing surface when the injury occurred, e.g. Mat, Artificial Turf, Grass. You must choose an option highlighted in yellow.

Injury Database: Datalys Tab


1) Ensure the proper exposure event is selected
2) Scroll down to Datalys Injury Detail Records and ensure that each field is filled in using the drop down menus. Once all of the fields are filled in, click Save.

Concussion Database and Datalys

The Concussion Database is used to track SCAT5 exam and subsequent follow-up exams. A printed report shows deviations from Baseline to follow-up testing.

Concussion Database: Add a New Record

You must choose the options highlighted in yellow in the Body area and Side menus if you are not connecting it to an injury.

Concussion Database: Datalys Tab


Click the “Sync with SCAT5 Symptoms Tab” button at the top right of the page to fill in the injury details you have already entered. Once those fields are filled, complete the following fields for Datalys:
Field
Description
Vomiting
Whether or not the athlete has experienced vomiting (yes/no/unknown)
Sleeping more than usual
Whether or not the athlete has experienced more than the usual amount of sleep (yes/no/unknown)
Numbness or Tingling
Whether or not the athlete has experienced numbness or tingling (yes/no/unknown)
No symptoms above apply
Do none of the listed symptoms apply? (yes/no/unknown)
Time to resolution of symptoms
How long it took before symptoms ended (e.g., Resolved within one hour, Resolved within 7 days, etc.)
 
Scan the list of fields and update any labeled as “Unknown.” Once the above fields are completed, click Save.

Submitting Datalys Injury and Concussion Tracking

When all Datalys injuries are entered, return to your institution settings and scroll down to the Datalys section. You will  see a number next to Injury Event Records to Submit, Injury Detail Records to Submit , and Concussion Records to Submit  when there are records to submit. Click Submit Records to send the injuries to Datalys. 



Troubleshooting Datalys

If the Submit Records button is dimmed as below and are unable to submit records you will need to correct errors. Errors will load below the Datalys box on the Institution page as below. These errors mean data is missing from the Datalys tab in the injury record listed, specifically in the Datalys Injury Detail Record in the bottom portion of the page. 



To correct these errors:
1) Navigate to the injury record for the athlete listed.
2) Click the Datalys tab and scroll to the bottom.
3) Under Datalys Injury Detail Record use the drop down menu to input an injury.

4) Click Save.
5) Repeat for all errors
6) Go back to the Institutions page. the submit records button will be clickable and a confirmation code appears once they are submitted. 


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