Step by Step instructions for Accessing and Using SportsWare 1. Go to the following website www.swol123.net 2. Where it says login use your oneonta.edu email address that you were given by the college. *RETURNERS your email address will be changed from suny.oneonta.edu to oneonta.edu, we have changed this already in SportsWare and this is your new login email address* 3. Once you have your email in place, click the reset password button. This will send you an email to your oneonta.edu email account with directions on creating a password. IT IS VERY IMPORTANT THAT YOU DO NOT SHARE THIS PASSWORD 4. Once you have your password go back to the website www.swol123.net and log in. 5. This will take you to the main page. 6. Your first action is to click the MY INFO tab in the top left of the page, this is very important for us to have. You will need to fill in: A. Your given first name with middle initial (if you have a middle name) B. SSN (Social Security Number) as we use this to make appointments with our team physicians if you are ever injured as well as part of the drug testing. C. Please note that CLASS is the year that you will be graduating from college. D. From this point forward you will need to fill in all fields that have a RED asterisk next to it. *Please be aware that this is a secure site that is password protected and the athletic training staff is the only members with access. Your information is protected.* 7. Once you have completed the General tab move along to complete Address, Emergency, Insurance, and Medical tabs. MAKE SURE TO SAVE OFTEN! *Note: Each time you save, it will take you back to the homepage, just return to Step 5 and continue where you left off* 8. When you get to the Insurance tab, please make sure you complete all fields marked by the RED asterisk. At the bottom of the page there is an upload button for you to upload a front copy of your insurance card as well as for the back of your medical insurance card. BOTH ARE REQUIRED. 9. When you get to the Medical tab, you will need to list ANY medications that you are currently taking within the Notes section at the bottom of the page including dosage and how often you take the medication. You will also need to click the drop down boxes within the Alert Section and choose the conditions/illnesses/disorders/allergies that you have.* If you have no known drug allergies, you will need to select NO KNOWN DRUG ALLERG in the drop down menu. If you do not take any medications, you will need to write NONE within the Notes box.* 10. When you come to the paperwork tab, this is what you can check to see if you have all of your paperwork completed. The athletic training staff will check and date these boxes when they received your information. This will come in very handy when it is getting close to your first practice. USE THIS AS YOUR GUIDE TO WHAT YOU NEED TO COMPLETE. YOU ONLY NEED TO COMPLETE THE ITEMS THAT DO NOT HAVE A DATE NEXT TO IT. A. S.W. MEDICAL FILE This is your SportsWare MY INFO file. If this does not have a date next to it then you are missing information next a red asterisk under one of the tabs. B. NEW ATHLETES YOU WILL NEED TO LOOK AT THIS OFTEN TO KNOW WHAT NEEDS TO BE COMPLETED C. RETURNERS PLEASE LOOK AT THIS FIRST AS THIS WILL TELL YOU EXACTLY WHAT YOU NEED TO COMPLETE. 11. Once you save you will be taken back to the homepage where you will see a Med History tab at the top of the page. Click on the Med History tab. As you scroll down the list, please use the drop down box to indicate yes or no for the illnesses and injuries that are listed. YOU MUST ANSWER EVERY FIELD. If you have
answered yes to any of them please indicate in the box next to it what (right/left, body part)? Why? And when (Month and Year)? When you completed that page again, click SAVE. (ALL STUDENT ATHLETES MUST COMPLETE THE MEDICAL HISTORY, AND WILL BE REQUIRED TO DO SO EVERY YEAR) 12. When you return back to the homepage you will see in the center of the page a box labeled Notices and Handbooks. 13. Click OPEN next to SUNY Oneonta Concussion Management Guidelines as well as the Concussion Fact Sheet for Student Athletes. Please read both documents before completing the Annual paperwork packet within the Forms section. 14. Click OPEN next to Physician Packet (Freshman or Returner). Your desktop/laptop should open an Adobe window with the PDF file. *NOTE: YOU HAVE ALREADY RECEIVED THIS IN AN EMAIL FROM YOUR COACH, THIS IS JUST IN CASE YOU CANNOT FIND IT OR NEED TO REPRINT THE INFORMATION* 15. Print this packet and read the information and take this to your physician. a. You will need to upload ALL information that is given back to you from your physician. Directions on how to upload is discussed later. b. The only form that will need to be MAILED is the Proof of Immunization Form. This needs to be mailed to the Health and Wellness Center. 16. Close out of the Physician Packet window 17. Click OPEN next to Insurance Acknowledgement Form 18. Print this form. 19. You and your parent/guardian will need to read this form and sign it a. Upload this form to SportsWare. 20. Close out of the Insurance Acknowledgement Form window 21. This will allow you to see the homepage to SportsWare. 22. In the top left, you will see a FORMS tab, this is where you will be able to ELECTRONICALLY SIGN most of the forms; however, if you are under the age of 18, you will need to print ALL forms and complete with your parent/guardian. You will upload these forms, as well as the additional necessary information, into SportsWare using the label provided in the parentheses in bold and capital lettering. The forms are within the yearly form packet: A. Release of Information and Permission to Treat i. Please review and fill in. B. NCAA HIPAA FORM C. Sickle Cell i. Please review all material on this page and fill in the information. i. Complete the Sickle Cell Waiver Form if you have not provided us with results and do not plan on providing us with results. We would prefer to know your Sickle Cell Results for your health and safety with participation in Varsity Intercollegiate Athletics. D. Concussion Statement Form i. Please review all material following the Concussion Statement Form and complete the form accordingly. 23. For each of the forms listed above, you will need to complete every RED box with typing into the form. a. For signatures on each page, you will put in your A# as your signature 24. Once you complete ALL red fillable boxes, Click save and submit at the top center of the page a. Type your name, middle initial, last name at the top of the page b. Check mark the box to acknowledge that you are electronically signing this form c. Click submit d. Click OK to know that you cannot change the form after you submit it.
Additionally, you will need to scan and upload the following items to the Forms Section, after each form there are 2 pieces of pertinent information. Within the first set of parentheses is what you should be labeling the form WITHIN SportsWare; the second set is if you are using CamScanner whether this form is a single or a batch upload): A. Acknowledgment of insurance form (your parents/guardians MUST sign this form even if you are over the age of 18) (INSURANCE ACKNOWLEDGEMENT 16-17) (CamScan single) B. Physical Form i. New Freshman/Transfers: This needs to be completed by your physician within 6 months of the start date of your practices; traditional or non-traditional season, whichever comes first. (PHYSICAL 16-17) (CamScan single) ii. Returners: Any returning student-athlete that sustained a concussion during the previous academic collegiate year and/or has any chronic or new medical illness(es) or disease(s) must have an updated physical with their primary physician before they are eligible to participate. You will be notified by the Athletic Training Staff if you will be required to have an updated Physical Exam completed before the start of your next season. (PHYSICAL 16-17) (CamScan single) C. Proof of Immunization Form i. ONLY Freshman and Transfers need to complete this. ii. You will need to upload this form as well as MAIL this form back to the Health and Wellness Center (IMMUNIZATION FORM 16-17) (CamScan single) D. ADD/ADHD NCAA required form (only required if you have ADD/ADHD and take medication) i. ADD/ADHD Medical Exception Form completed by your physician with ALL psychological testing that was performed at the time of diagnosis and a copy of the MOST recent prescription of medications (ADD/ADHD 16-17) (Returners: CamScan single if we have all of your testing on file, if you are UNSURE, then please provide it all and CamScan as a batch) (Freshman/Transfers: CamScan batch) E. Prescription letter from your physician of all prescriptions of medications that you are currently taking including: Name, Amount, Dosage for each medication(medication SCRIPT(S) 16-17) (CamScan single) F. Physician notes as it pertains to an injury or illness that you are arriving with (PHYSICIAN NOTES REGARDING INCOMING INJURY/ILLNESS 16-17) (CamScan batch) G. Any other information that you think we may need for our records. 25. Make sure all forms are in BLUE or BLACK ink 26. Use a scanner OR CamScanner (free Application through iapps or Google Play) to scan the forms. If you choose to download the free app it will look like this: 27. If you are using CamScanner, please follow these directions on how to use the App appropriately for the medical forms: A. Download CamScanner from iapps or Google Play B. Open the App C. Flip through the first set of introductory pages and click use now D. Click the camera button at the bottom of the page E. This will access your camera on your phone F. Above the camera button at the bottom of the screen you will see single or batch. Single only allows you to scan one page of a multiple page document at a time while batch allows you to scan multiple pages. For certain forms, you will need to use single or batch and following each of the forms it will tell you. 1) For Single file:
1. Center your phone directly OVER the form in a well-lit area 2. Click the camera button to take a picture of it 3. At this point you will be able to crop to the edges of the document using the circles on your screen. Make sure all corners of the document are at the cropping line 4. Click the check mark at the bottom of the page. This will crop and enhance your document 5. Click the check mark again to save the document 6. Click More at the bottom of the screen 7. Click Email to myself 8. Enter in your default delivery mailbox (the email you use most often) 9. Click OK 10. Click PDF file 11. This will bring up an email draft on your phone 12. Click in the Subject line and rename the subject of the email to the name of the form that you just scanned 13. Click Send 14. This will be sent to your email that you will need to access from a laptop/desktop 15. Click back 16. Click back again to exit out of the Actions menu 17. Click back again to exit out of the New doc menu 18. Start at step 2 again for the next single scan 2) For Batch files: 1. Slide over the dot from Single to batch above the camera 2. Center your phone directly OVER the first form of the batch in a well-lit area 3. Click the camera button to take a picture of it 4. Repeat steps 2 & 3 for each page that you need to scan within the same file 5. Once you have taken a picture of all pages needed for 1 file; click finish in the bottom right hand corner 6. Click on the first page 7. Click re-edit at the top right of the screen 8. Adjust the crop lines to the edges of the form 9. Click the check mark in the bottom right hand of the screen 10. Click the check mark again to save 11. Swipe the screen from right to left to go to the next page 12. Repeat steps 7 11 for the next pages you scanned 13. Once fully saved click back 14. Click more at the bottom right of the screen 15. Click email to myself 16. Click PDF file 17. Click in the subject line and rename the subject of the email to the name of the file that you just scanned 18. Click send 19. This will be sent to your email that you will need to access from a laptop/desktop 20. Click back 21. Click back again to exit out of the Actions menu 22. Click back again to exit out of the New doc menu 23. Click the camera to start a new scan file and start from step 1 for the batch files if you have another file to batch scan G. Once you have emailed yourself all of the files that you CamScanned, log onto your own personal laptop/computer 1) Make a new folder on your desktop screen labeled Medical Paperwork 16-17 2) Log into your email
3) Open the first email you sent to yourself 4) Open the PDF file 5) Click File up in the left hand corner of the PDF 6) Click Save As 7) Click Desktop on the left 8) Click the new folder you made (Medical Paperwork 16-17) 9) Type the name of the Form you scanned into the File name 10) Click Save 11) Repeat Steps 3 10 for the each of the emails you sent to yourself from your phone through CamScanner 28. Log back into SportsWare (www.swol123.net) 29. Go back to the Forms Tab off of the main page 30. Click Add 31. Click browse, find the folder on your desktop labeled Medical Paperwork 16-17 32. Click on that folder to Open it to view all of the files you have saved from your email 33. Click on the first file to be uploaded, and select the file/form 34. Click Open 35. Name the file with what the file is and the current college year (i.e. Insurance Acknowledgment Form 2016-2017) within the Title Box 36. Click OK 37. Repeat 28 34 for each file that you need to upload to SportsWare 38. As you are uploading the forms, you will see them pop up on the Forms page 39. Click OK in to the top right of the page once you are finished uploading the forms 40. This will take you back to your homepage within SportsWare 41. Click Log Out Please remember to upload each file individually and CLEARLY LABEL in the format stated above (i.e. Insurance Acknowledgement Form 16-17). ALSO, MAKE SURE ALL UPLOADED FILES ARE IN PDF FORMAT AND NOT JPEG. 42. Once you have uploaded all of your forms to the system, please email Alicia Simmonds and inform her that you have uploaded forms. If you happen to forget your password simply click the reset password and you can follow step #4. Any questions regarding how to upload, please contact your coach FIRST. If they cannot answer your question(s) regarding SportsWare, then email Alicia Simmonds, Head Athletic Trainer, at Alicia.Simmonds@oneonta.edu