04/02/13 – Reminders about Title IX and Participation List Submission Due April 30

April 4, 2013 Athletic Department Blog Updates

As basketball season is now complete and spring may finally arrive in the coming days, it is time to remind each of you that the annual reports for Title IX and the Participation List are due on April 30. If you have specific questions about Title IX and the law itself, any of our Assistant Commissioners should be able to help get you some assistance. Asst. Commissioner Darren Bilberry is our primary contact for your questions related to the law and its interpretations. Information Technology Director Rob Catron as well as almost any of our support staff can help you with electronic issues including login and report preparation using the online system. The online system will have entry available beginning on Monday, April 8.

   Again this year, based on feedback from the membership and members of our Athletic Directors Advisory Committee, there have been several system changes to make this task easier. Here are the highlights:

• The reports (Title IX and Participation List) are now consolidated into one system. You will be able to submit your Title IX report and Annual Participation list at the same time since both are based SOLELY on a minimal amount of data entry and the contents of your online rosters for all sports and sport-activities. *NOTE* Single gender schools will receive additional information on Participation List submission.
• The due date for the reports has been changed to April 30.
• A new report has been added, and will be compiled immediately after your GE19 form. This Title IX Internal Analysis takes the data you have provided, and produces several calculations that allow you to do an analysis of your data. It is the strong opinion of the current Commissioner that you should have more opportunity to analyze your situation than spending time doing calculations and filling out forms.
• The T-2 form has been changed to the point that by simply listing the sports and sport-activities you have added in the last five years, the report will be automatically generated. Select teams in the tables to the right that you have added beginning with the 2008-2009 school year (be sure and include the sport activities if applicable). Select them even if your school doesn’t have the team this school year.
  When you select either boys or girls Bass Fishing or Archery,  both will illuminate due to the manner in which those activities count participants for Title IX. The totals in the table for current year members below will be automatically updated. If you select an activity and no totals change in the table, you have not yet properly entered a roster.
• The T-60 form is an improvement plan and not a corrective action plan, to more clearly reflect its contents.

There are three primary things that must be done before you start with your actual Title IX and Participation reports:

• Ensure that every roster at every level of play in every sport or sport-activity is completely entered. Throughout this year and in reviewing data from last year, staff has noticed that several sports had incomplete rosters, or listed no one on the non-varsity rosters. This will result in inaccurate data and counting at minimum, and a KHSAA eligibility concern at the worst. Take the time to check and edit all of your rosters, including the freshman, JV and varsity levels. In addition, we noticed that in sports like wrestling, that have electronic entry, many schools had not entered the entire roster into the online system, and had only entered them into the NWCA system. No matter what else you do, your student-athletes are not eligible to participate in a scrimmage or game in any sport or sport activity if they are not listed on the KHSAA online roster.
• Be certain and enter your complete roster for Competitive Cheer, including all levels if you maintain more than one. Keep in mind, you DO NOT list individuals on your cheer roster if you do not compete in competitions, and the sole role is sideline support and do not list the members who ONLY cheer at games and are not on your competitive squad. The software will properly exclude the cheerleaders from Title IX reports, but properly include the members on your participation lists.
• Next, have your 2011-2012 financial expenditures data available (including booster expenditures) so that you can complete form T-35. The form and entry portal has been online and live since October to allow for the entry of this information.
• You will need to have available a list of sports and sports-activities you have added since the 2008-2009 school year (including that year). If you have added the sports or sports activity during that time, you will be able to check that sport or sport activity (and the appropriate levels) on form T-2, and the necessary data for that form will automatically populate.
• You will then login to the online system and begin your reports. Ideally, you have already entered the T-35 during the school year so that you can now move on to the roster review segment of the report.
• This is an “off” year for the two-year surveys. So by default, everyone’s ability to enter survey results has been disabled. If you in fact conducted a survey and want to enter results, contact Darren Bilberry (dbilberry@khsaa.org), Phyllis Sallee (psallee@khsaa.org) or Rob Catron (rcatron@khsaa.org) and they can enable your ability to enter that data.

Our Information Technology Director Rob Catron has recorded a series of short videos that help with all of the entry functions for rosters, and completion of the reports. If you login to
http://schools.khsaa.org, there are five buttons in the column on the left that take you to these videos. Before beginning, it would be advisable to view the videos related to the Roster Entry and Title IX reports, particularly the roster review video on the Title IX page. It is in this important step (roster review) that you can remove individuals who did not participate but may in fact be holdovers from past years.
   No paper needs to be submitted and there is NO option for paper submission of the reports. The forms that are posted on the web site are samples for you to use in beginning to compile the report and are especially helpful when completing the salary and expense information (T-35). When you submit your report, it will automatically produce the compiled report (in PDF format) and the office will be alerted to its receipt. From there, the Title IX audit staff will review the documents and return any notes to you. Here are some final notes for you to keep in mind:

• Be mindful that participation data comes ONLY from the online roster entry. There is no option to count participants and enter the numbers manually, they come totally from your rosters. It is critically important for Title IX counting purposes that you accurately designate which players played multiple levels of sport, including those below grade 9. If they played freshman, JV and Varsity, for example, be sure all boxes are checked.
• Rob’s videos are very direct in terms of adding players, deleting players and ensuring that the rosters are accurate. Again, you would be advised to view them first.
• Enrollment data is based on the KDE data used in classification and has already been seeded into the reports (including the non-public school data submissions). No numbers may be revised or otherwise utilized for enrollment.
• Once your Title IX report has been submitted, you can then immediately electronically submit your Annual Participation List. You will then be able to print copies of both reports for your records should you so desire.

Thanks and we look forward to your April 30 report.