End of Year Procedures

End of Year Procedures

End of Year Utility

Starting the process is as easy as navigating to the UTILITIES menu, selecting END OF YEAR and following the End Of Year checklist.




The End Of Year utility provides the following features:

Item

Purpose

1.

UN-CHECK CLEARED TO PLAY FOR ACTIVE ATHLETES

Use this box for tracking which athletes have completed PPE requirements.

 

1.  Click the UPDATE button to uncheck CLEARED TO PLAY for all Active Athletes.

2.

CLEAR INSURANCE INFORMATION FOR ACTIVE ATHLETES

Clearing insurance information and stored insurance cards from the Athlete Record requires athletes to update their data, ensuring you have the most up to date information.

 

  1. Set DELETE STORED INSURANCE CARD IMAGES to YES, to delete the Insurance cards.
  2. Click the UPDATE button to delete the Athlete Record, Insurance Tab information.

3.

CLEAR PAPERWORK FOR ACTIVE ATHLETES

Clearing paperwork for active athletes removes the dates on the Athlete Record, Paperwork tab, allowing you to begin tracking current year paperwork and baseline testing.

 

1.  Click the UPDATE button to clear the Athlete Record, Paperwork tab dates.

4.


CHANGE GRAD CLASS FOR ACTIVE ATHLETES

Changing Athlete Record, Grad Class field allows you to move athletes to the next year.

 

Note: We recommend using the year of Graduation as the Grad Class, in which case this step is not necessary. This option should be used if you are using Freshman, Sophomore, etc., as the Grad Class.

 

To correctly change the Grad Class for Freshmen, Sophomore, etc. you must start at the highest Grad Class.

 

  1. Set the Find to “Senior” and the Replace to “Graduated” and click the UPDATE button.
  2. Set the Find to “Junior” and the Replace to “Senior” and click the UPDATE button.
  3. Set the Find to “Sophomore” and the Replace to “Junior” and click the UPDATE button.
  4. Set the Find to “Freshman” and the Replace to “Sophomore” and click the UPDATE button.

5.


CLOSE INJURIES BEFORE

If you have athletes that have “open” injuries in SportsWare that are no longer being treated, it is beneficial to close out those injuries for accurate reporting.

 

  1. Set the CLOSE INJURIES BEFORE to a calendar date for which all open injures before that date will be closed.
  2. Click the UPDATE button to mark the Injuries as closed.
6.

MARK ATHLETES BELONGING TO GRAD CLASS AS INACTIVE

Marking graduated athletes as inactive ensures graduated athletes are not showing up on rosters and keeps your active listing screens with the current athletes.

 

Note: You can view Inactive athletes with the listing screen Inactive option.

 

  1. Select the GRAD CLASS for which you want to mark the Athletes as Inactive. This can be 2020 or Graduated based on how you enter Athlete Grad Classes.
  2. Click the UPDATE button to mark the Athletes as Inactive.
7.

DISABLE VIEW PERMISSION FOR ATHLETES BELONGING TO GRAD CLASS

This option removes the ability for athletes to view their data in SportsWare (demographics, medically history, physicals, and forms). This is typically done for Graduated athletes.

 

  1. Select the GRAD CLASS for which you want to disable athlete access. This can be 2020 or Graduated based on how you enter Athlete Grad Classes.
  2. Click the UPDATE button to clear the Athlete Record, View option.
8.

DISABLE EIDT PERMISSION FOR ATHLETES BELONGING TO GRAD CLASS

This option removes the ability for athletes to edit their data in SportsWare (demographics, medically history, physicals, and forms). This is typically done for Graduated athletes.

 

  1. Select the Grad Class for which you want to disable athlete editing. This can be 2020 or Graduated based on how you enter Athlete Grad Classes.
  2. Click the UPDATE button to clear the Athlete Record, Edit option.
9.

CHANGE CURRENT SPORT FOR ALL ACTIVE ATHLETES TO SPORT

SportsWare allows you to enter three Sports for an athlete. This is typically Sport 1 = Fall Sport,

Sport 2 = Winter Sport, Sport 3 = Spring Sport). The Athlete Listing screen highlights the

athlete’s current sport in boldface. When entering new Injuries, Treatments, or other Athlete

records, SportsWare defaults to Sport field to the Athlete’s Current Sport.

 

Note: You can change the current sport of an individual athlete, from the Athlete Record, General Tab, Current Sport field.

 

  1. Select the new CURRENT SPORT (e.g., 1, 2 or 3).
  2. Click the UPDATE button to set this as the Current Sport for all Active Athletes.


If you have any questions or require additional assistance, please check out our End Of Year Video.


Please note, this video was filmed on our old interface, but the features are still accurate. Some buttons are in a slightly different position then shown.

Medical History Renewal

Editing the History Questions

If you want to make any changes to your medical history questions, the first step is to edit the Picklist.

 

  1. From the PICKLIST menu, select HISTORY QUESTIONS.
  2. From here you can ADD, EDIT, DELETE, and SORT the medical history questions.

 

Having Athletes Complete New Medical History Forms

If you have updated your medical history questions or want athletes to complete a new history form each year, you need to reset the renewal date.

 

  1. From the ADMIN menu, select INSTITUTION.
  2. Scroll down to the bottom of the page to the MEDICAL HISTORY RENEWAL DATE.  IMPORTANT: The Renewal Date must be the current or a previous date. You should not use a future date.
  3. SportsWare will archive any medical history forms completed before the renewal date and provide blank forms for those athletes to complete.

 

Note: If you have not modified your questions and you would like your athletes to just update their existing medical history in SWOL, you do not need to modify your Medical History Renewal Date.

 

 

Renewing Forms for Returning Athletes

SportsWare allows you to indicate a new copy of a form should be completed by the athletes.

 

  1. From the ADMIN menu, select INSTITUTION.
  2. Select the ATTACHMENT tab.
  3. Select the form which needs to be completed yearly and click RENEW.
  4. SportsWare will archive the prior year’s completed form (marking it as obsolete) and attach a blank form for the athletes to complete.

 

Note: For athletes new to SportsWare, e.g., Incoming freshman and transfer students, blank copies of all forms are automatically attached to their athlete record for completion.


Please note, this video was filmed on our old interface, but the features are still accurate. Some buttons are in a slightly different position then shown.



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