Athletic Directors Pre-Participation Web Forms Manual

Transcription

1 Athletic Directors Pre-Participation Web Forms Manual

2 1 TABLE OF CONTENTS Introduction 2 How do I log in? 2 How do I find athletes pre-participation forms? 2 Adding an address and updating passwords 3, 4 Consolidating duplicate accounts 5 Creating athlete and parent accounts 6 Athletic Pre-Participation Web Forms 7 Student and Parent completes all forms online 7,8,9 Student or Parent scans and upload documents Athletic Director scans and uploads documents 10, 11 Athletic Director accepts paper copies of the forms- this if for extreme cases only 11, 12 PlanetHS Support Information 12

3 2 Introduction to Pre-Participation Web Forms on PlanetHS Athletic Director Greenville County Schools Athletics has partnered with PlanetHS to provide digital pre-participation athletic web forms. Student athletes and parents will now complete pre-participation athletic forms online via PlanetHS. As the athletic director, you will be accepting these forms on PlanetHS. Here s what you need to know. How do I log in? 1. Go to 2. Enter the and password provided during account creation 3. Click the Log In button How do I find athletes pre-participation forms? 1. Hover over the Athletics tab near the top of your screen 2. Click on the Pre Participation Admin link 3. Type the athlete s name in the Search for Student Athletes box or scroll through the list of athlete s and click on the athlete s name *There will not be a list of students to scroll until forms have been completed or accepted online. * 4. You may also access pre-participation forms by clicking on the Athletic Pre-Participation link in the Special Features section of your School Dashboard Athletics Tab OR School Dashboard Search by athlete s name or scroll through list of athletes.

4 3 I ve created an athlete account for athletic eligibility assigning them a username but did not give the athlete their password to login. How do I add an address and assign a new password? As the athletic director, you have the permission to update athlete s profile information. If the athlete has already been added to an eligibility form, student athletes should NOT create a second account. Athlete s creating a second account will cause problems with filing eligibility. If the athlete was not given their username or password after their account was created you can update their password by following the steps below: 1. Click on your School Dashboard Settings Wheel in the upper left-hand side of the screen. 2. From the Settings and Features section, click on the User Management area and then click on the View Member Lists link.

5 4 3. Type the athlete s name in the Search by Name text box or scroll through the list of student s found below the Search by Name text box. Begin to type the student s name and select the name from the dropdown list that appears. Click on the student from the Student List. 4. Enter a valid address if only a USERNAME currently exists and enter and confirm their new password. Click Save Student button. Type a valid address for the student. Type and Confirm new Password. Click the Save Student button.

6 5 My athlete has more than one account. What should I do? If students have more than one PlanetHS account, you can consolidate their accounts by following the steps below: 1. Click on your School Dashboard Settings Wheel in the upper left-hand side of the screen. 2. From the Settings and Features section, click on the User Management area and then click on the Manage Potential Duplicate Accounts link. 3. To consolidate possible duplicate accounts, the PlanetHS system shows a list of possible duplicate accounts. If the suggested duplicates are correct, click the Blue arrow found in the middle of the Inactive and Active Account section. Click here to consolidate this duplicate account into one account. Click the Confirm button to consolidate this duplicate account. 4. Click the green Confirm button to consolidate the duplicate account into one active account.

7 6 My athlete does not yet have a PlanetHS account. How can I have them quickly create their own accounts? There are two ways you can have your athletes create an account. 1. Quick Account Instructions- This method can be used by any smart phone that allows text messaging, the quick accounts can be done on the field during the first day of tryouts, on parent information night, in the classroom, etc. a. Each school or each club, class, and team have a special code that the athletes and parents text to the PlanetHS shortcode number b. At the top of each of the school or club, class, or team dashboards, you will see a blue box that has the Quick Follow Instructions. c. Click on the blue box to reveal the specific code for your club, class, or team. d. When your athletes and parents text the specific code to 69274, the following will happen: i. They will receive a text message back with a link back to PlanetHS. ii. When they click on the link, they ll be automatically sent to the responsive account creation page. iii. Once their account is created, the system will auto-follow the specific school, club, class, or team you have provided the code for. 2. Athletes and Parents can create their account at a. Visit b. Click the Sign Up button in the top right-hand corner of the screen. c. Complete the profile information. d. Click the Sign Up button. e. Click on the Athletics tab. f. Click on the Follow button next to the appropriate team. *Students/Athletes should be encouraged to create their own accounts to ensure they are able to be added to eligibility forms and to receive the most up-to-date information. Creating a student via username will be disabled in the future. *

8 7 Athletic Pre-Participation Web Forms How do I upload, approve, and accept athletic pre-participation web forms from athletes and parents? Each athlete and their parents should be encouraged to complete pre-participation forms online. Data collected from these forms is critical to the athletic trainers at your school and necessary for injury correlation research. 1. Student and Parent completes all forms online: a. Approve from - as the AD, once the student and parent complete a form, you will receive a notification ( ) that a form is awaiting your approval. You will be sent one at 7AM with a link to view and approve all forms awaiting your approval. b. Approve from Approval Alert - You may also click on the red caution sign below your settings wheel to view all pending items. c. Approve from List of Pre-Participation Admin Section- From your school dashboard, scroll down to the Special Features option. Click on the Athletic Pre- Participation section. i. Search by student or click on the List all pre-participation forms link.

9 8 d. Click on a student s name to view the status of each form. You will be able to approve and finalize at this step. Click on the student s name to view and approve each form. Quick view of the approval dates and form status. e. Forms in Pending Staff status are awaiting your approval. Click on the form you wish to approve and finalize.

10 9 f. Verify the form is completed and legible. Scroll down to the bottom of the form. If the form is acceptable, click on the Approve and Finalize button. Date stamps appear for each party that has digitally signed this form. g. You will now see the date filled in for staff approval of this form. Repeat approval process as necessary. 2. Student or Parent scans and uploads all forms: a. Once the student or parent uploads a completed and signed form, you will be able to approve and finalize in one of three ways: i. Approve from - as the AD, once the student and parent complete a form, you will receive a notification ( ) that a form is awaiting your approval. You will be sent one at 7AM with a link to view and approve all forms awaiting your approval. ii. Approve from Approval Alert - You may also click on the red caution sign below your settings wheel to view all pending items. iii. Approve from List of Pre-Participation Admin Section - From your school dashboard, scroll down to the Special Features option. Click on the Athletic Pre-Participation section. 1. Search by student or click on the List all pre-participation forms link.

11 b. *The difference in the approval process for student/parents uploading all forms is you will have to manually enter the dates in which the form was signed. * i. Click on the date box and select the date the form was signed by the student and the parent. c. Click the Approve and Finalize button. 10 Click on the Student Approval Date box and select date from calendar. Repeat for Parent Approval Date. 3. AD scans and uploads forms: a. Search or click on the student s name from the Pre Participation Admin page. b. Click on the form you wish to upload. c. Click PREFER A PAPER COPY OF THE FORM? CLICK HERE

12 d. Click the Upload button Athletic Directors Pre-Participation Webforms 11 e. Search your computer and select the scanned copy of the form. f. Manually enter dates the parent and student signed the form and click the Approve and Finalize button. Click on the Student Approval Date box and select date from calendar. Repeat for Parent Approval Date. 4. Athletic Director accepts paper copies of the forms- this is for extreme cases only. a. Search or click on the student s name from the Pre Participation admin page. b. Click PREFER A PAPER COPY OF THE FORM? CLICK HERE c. Click the Accept Document button.

13 d. Manually enter dates the parent and student signed the form. 12 e. Click Approve and Finalize button. **Once all five pre-participation forms are approved and finalized or accepted, the athlete s information will be entered into the ATS software (Athlete Tracking System) for your athletic trainer to access. Your athletic trainer has a read only permission to view all pertinent preparticipation forms for each athlete at your school. If you need assistance, please call or the PlanetHS support center, M-F 9AM to 5PM, at Extension 0 or schoolsupport@planeths.com