04/21/2025 – Title IX: Notice Concerning Team Data Cleanup Prior to Opening Roster Review

April 22, 2025 Athletic Department Blog Updates

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Please let excuse the length of this message, but this contains critical information as we work together to prepare the year end reports and begin the transition to 2025-26.

While prepping to open up the Roster Review and the balance of the Title IX Functions in KHSAA360, we have found several issues with teams, specifically the incorrect use of the coed level in setting up some of the teams.

Over the course of the next day or so, there could be data cleanup to your team list, so please do not be alarmed to see changes. The changes will be done behind the scenes by our office in conjunction with the ArbiterSports team.

First off, as a review, the only true KHSAA-sanctioned coed Sports/Activities we have are Competitive Cheerleading, Dance, Esports and our Unified offerings.

In all other cases, within the parameters of Title IX, all other sports or sport activities are to be identified as either boys’ or girls’ teams.  In Kentucky, all boys’ teams are, by default, Coed, so there is no need to identify them differently.

In your Resources > Team list, Competitive Cheer, Dance, Esports and Unified must be identified as coed, and no others.  Every other KHSAA-sanctioned sport or sport Activity should be properly identified as a boys’ or girls’ team.

Here are some other specifics as to what will happen in the first phase of data cleanup:

1. If you have Competitive Cheer, Dance, or Esports teams identified as Girls’ (or Boys’) teams, they will be changed to Coed (this impacts Competitive Cheerleading the most).  We realize that many schools do not have Coed Cheer Squads, but they will be changed to coed..
2. If you have both Competitive Cheer – Girls and Competitive Cheer – Coed teams, the girls’ team will be merged into the coed team. This will have no impact on your school’s annual determinations of the division in which you wish to enter postseason. For example, if you want to identify your squad types as in  All-Girls Small/Medium/Large/Super Large, Game Day, or Coed, you can use the Squad Name Functionality on the teams list to identify your different Squads if separate lists are desired (contact Rob Catron for more information on how to use that feature).
3. If you have both Dance-Girls and Dance-Coed teams, the Girls team will be merged into the Coed Team.
4. If you have a Dance-Jazz Team listed as a separate sports activity, it will be copied or merged into the Dance-Coed Team.  This will have no impact on your school’s annual determinations of the division (or dance style) in which you wish to enter for postseason competition. Like Cheer, if you want to identify your different Dance Squad types – Game  Day, Hip Hop Large/Small, Pom or Jazz – you can use the Squad Name Functionality on the teams list to identify your different Squads if separate lists are desired (contact Rob Catron for more information on how to use that feature).

Likewise, in some situations, we discovered the following list of Sports or Sport Activities that are incorrectly identified as Coed on several schools’ team lists:

1. Archery
2. Baseball
3. Basketball
4. Bass Fishing
5. Bowling
6. Cross Country
7. Diving
8. Football
9. Golf
10. Riflery
11. Soccer
12. Swimming
13. Tennis
14. Track – Indoor
15. Track – Outdoor
16. Volleyball
17. Wrestling

In talking to several Athletic Directors, it appears that some of these Coed Teams were put in for scheduling purposes only, as most do not have any rostered athletes on them.  For example, you have both boys and girls track teams created correctly with rostered athletes, but you used the Coed Team to actually schedule track meets for ArbiterLive.  To handle this type of scheduling (common with Track, Tennis, Wrestling, Swimming, Archery, Bass Fishing, etc), you can use the Smart Scheduling Feature.  A brief instructional video on using Smart Scheduler can be found at the bottom of this post.

Here is what is going to happen to these 17 teams in the second phase of the data cleanup:

1. If there are no rostered student-athletes listed for the incorrectly identified coed team (which is the majority), the team will be removed from your team list.
2. If any of the 17 teams listed above as coed have rostered student-athletes, those students will be:
   1. Copied to the Boys Team, following its creation, if you do not currently have a boys team, or
   2. Merged into the existing boys’ team if you have a boys’ team created.

A few reminders moving forward:

• Again, in Kentucky, all boys’ teams are coed in terms of allowances for participation, so there is no need to identify them as coed in the system.
• 2023-2024 was the first year that we separated Archery, Bass Fishing, Rifle/Marksmanship, Trapshooting and Wrestling from Coed to separate boys/girls teams, so some legacy data may have contributed to these first-year data issues.
• It continues to be our recommendation that if you have Girls’ Teams in Archery, Bass Fishing, Rifle/Marksmanship, Trapshooting, and Wrestling, you add the girls to the boys’ team as well in case they practice, compete, and receive coaching simultaneously with the boys throughout the season.  Doing so allows the girls to be double-counted for the purposes of your Title IX report, as is permissible.
• You may have other non-KHSAA-sanctioned activities, such as Sideline Cheer, Marching Band, Drill Team, etc, that are Coed as well. These will not be impacted by the data cleanup.

Currently, we have no way of preventing schools from creating coed teams, so please, do not create any coed teams in the future other than Competitive Cheer, Dance, or Esports. 

Since we have your attention, a further reminder:  Please do not change or edit your school name in KHSAA360 in any way.  Please contact Rob Catron prior to any potential school name change, as this impacts many areas behind the scenes.

Following this data cleanup, we plan on opening up the roster review Title IX functionality the week of 4/21 (Rob Catron will send out a training video to let you know that it is live).

As a reminder, two sections of the Title IX report opened up on March 11, including the Financial form (T35).  Here is a short video that was created by Rob Catron to show how to access and enter data into those two sections:

How to use Smart Scheduler to schedule boys’/girls’ teams together (vs. creating a coed team for scheduling purposes:

For support questions ,please email khsaa@arbitersports.com and rcatron@khsaa.org

 

 

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