11/08/23 – Online Roster Maintenance Reminders Concerning Expanded Sport/Activities Offerings & Former Coed Only Teams

November 8, 2023 Athletic Department Blog Updates

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As was mentioned in this past fall’s regional meetings, in a detailed post for ADs on October 12 (https://ly.khsaa.org/dqmq) and more recently, at our two Title IX Webinars), the KHSAA Online Roster system has received extensive updates that will require you to set aside brief time now that fall sports are nearly complete to perform some maintenance.

We will have a webinar right after the conclusion of our Cheer/Dance Championships where we can walk through any screens or help demonstrate any of this information to you. In the interim, if you would rather have your questions answered on a one-on-one basis, contact IT Director Rob Catron (rcatron@khsaa.org) at the KHSAA.

The four focus areas of this notice are detailed below.

1. Roster System and Control Panel Changes for 2023-2024

The roster system alterations were done for several reasons as detailed in that October 12 post (https://ly.khsaa.org/dqmq), including:

1. The addition of newly sanctioned (and soon-to-be sanctioned) sport/activities to the database.
2. Several sport/activities are no longer listed as Coed Offerings and instead have been split into two separate Boys’ & Girls’ teams. This is due to necessary changes due to 2022 SB83, newly added female championships, and revisions to the KHSAA online roster system to more closely mirror our state championships and how they are executed.

2. Third Party Data Entry and Sport/Sport-Activity Management Sites

In addition, we want to use this opportunity to remind schools about what we refer to internally as “Data sports” (primarily individual sport/activities) that use an outside entity to handle entries, weight management, tournament signups, competition, etc – outside of our KHSAA Online Roster System.

These systems handle competition in a very smooth manner but are specific to their sport without regard for the overall rosters you must maintain for eligibility to participate within the association, including both student eligibility and the year-end participation and Title IX reports.

We will discuss this first as this is critical for athlete eligibility.  These types of third-party entities include:

• NASP (Archery)
• PlayVS (Esports)
• MileSplit (Track & Field / Cross Country)
• TrackWrestling (Wrestling)
• Major League Fishing (Bass Fishing)
• Hytek/Meet Mobile (Swimming)

Some of the above third-party sites play a vital role in Competition and content is almost exclusively maintained by one or more of your coaches.  For example, in order to play Esports, players have to be entered into PlayVS’ online roster system.  Milesplit is used for Track and Field and cross-country event entries and will be critical for the upcoming indoor State Track and Field meet.

1. It is absolutely critical that Coaches and Athletic Directors also enter their participants into the KHSAA Online Roster System, even if coaches or others have already entered them into these third-party systems.
2. Though participants may have to be entered into these external sites to actually play or enter events, they must be loaded into the KHSAA Online Roster System to be eligible to play and enter events.
3. And while there may be long-term discussions about different types of integration, the cost for that type of integration is not insignificant and with no guarantee of continued business by any of these groups, would not be good stewardship of the association’s funds.

Therefore, please ensure that your coaches have their participants loaded into the KHSAA Online Roster System including any alternates, or if you control your own rosters exclusively, coaches have given copies to you for entering into the KHSAA system.

3. The Addition of Sanctioned and Soon-to-be Sanctioned Sports/Activities

The steps listed in the rest of this blog post for adding new sports are also documented in a training video created by IT Director Rob Catron, which can be found here:

We have extensively expanded the Control Panel/Sport Offering Grid to include several newly sanctioned or soon-to-be sanctioned sports and sport activities.

This is a function that only users with Athletic Director Access or higher can access.  (Direct link: https://ly.khsaa.org/ywnq)

4. Newly added Sports and next steps for:

Bowling (Adapted) – Previously, adapted athletes had to be listed on the Boys/Girls Bowling roster and adapted-specific coaches were listed as Boys/Girls Bowling Coaches

Next Steps:

1. Athletes: If you have adapted Bowlers, enable the team on your sport-offering grid (Direct link: https://ly.khsaa.org/ywnq)
2. Remove the adapted athlete(s) from the Boys’/Girls’ Bowling Roster (Direct link: https://ly.khsaa.org/j2mq)
3. Add them to the newly enabled Adapter Bowling Roster 
4. Coaches: Add the position of Bowling (Adapted) to their KHSAA Account. 
5. (Direct link: https://ly.khsaa.org/aymw) If they only coach adapted, remove the Boys’/Girls’ Bowling Position from their account

Diving (Boys/Girls) – Previously, diving athletes could only be included on the boys/girls swimming rosters, and diving coaches were listed as Swimming Coaches with the role of Diving.

Next Steps:

1. Enable Boys (and or Girls) Diving on your sport offering grid (Direct link: https://ly.khsaa.org/ywnq)
2. Remove Diving-only athletes from the swimming roster(s) and add them to the diving roster(s).  Note: if they both dive and swim, they must be on both rosters. (Direct link: https://ly.khsaa.org/j2mq)
3. Remove Diving coaches’ swimming position(s) from their account and add the newly created Diving position(s) to their account.  (Direct link: https://ly.khsaa.org/aymw) Note:  if they coach both diving and swimming, they must have both the diving and swimming positions listed)

Flag Football (Girls), Trap Shooting (Boys/Girls) – Currently non-sanctioned

Next Steps:

1. Through formal entry at this time is optional, you will get participation credit for your April 30, Title IX report if you enable the team(s), add players and dd coaches

Lacrosse Boys/Girls, Volleyball (Boys)

Officially sanctioned for the 2024-2025 school year as a spring sport.

Next Steps:

1. If you currently offer or plan to offer these three sports, please use the previously listed steps and links above to enable the team(s), add players to the rosters, and add coaching positions. 
2. At the minimum at this time, we ask that you at least enable the sport on your sport-offering grid – whether you currently offer, it or plan to when they become sanctioned.  This will provide us with crucial planning information.

Indoor Track & Field (Girls/Boys)

Sanctioned for the 2023-2024 school year as a winter sport

Next Steps:

1. If you participate or plan to participate in Indoor Track, enable the sport on your sport-offering grid.
2. Add athletes to the rosters.  In all likelihood, these athletes are already listed on your Track (Boys/Girls) rosters, but if they participate in Indoor Track & Field, they must be added to these rosters as well.  
3. You will get Title IX double-counting credit for these athletes being added to these two new levels if they remain on your previous roster.

Team Tennis (Boys/Girls)

Sanctioned for the 2023-2024 school year as a spring sport

Next Steps:

1. If you participate, or plan to participate in Indoor Track or Team Tennis, enable the sport on your sport-offering grid
2. Add athletes to the rosters.  In all likelihood, these athletes are already listed on your Tennis (Boys/Girls) rosters, but if they participate in Team Tennis, they must be added to these rosters as well. 
3. You will get Title IX double-counting credit for these athletes being added to these two new levels if they remain on your previous roster.

Track (Adapted)

Previously, adapted athletes had to be listed on the Boys/Girls track roster and adapted-specific coaches were listed as Boys/Girls Track Coaches

Next Steps:

1. Follow the instructions listed for Bowling (Adapted) above

5. Revisions for Previously listed Coed Sport / Sport Activities that are now divided by Gender

Archery

KHSAA Region and State offer awards in both genders, individual and team. Nearly all, if not all Archery schools must add the sport of Archery (Girls) to the Control Panel as soon as possible.  Like every sport in this list, prior to the 2023-2024 school year, there was only one (coed) team listed that contained both genders.  We simply renamed the Archery sport offering to Archery (Boys) and added Archery (Girls).  Therefore all archers, boys or girls are listed on your Boys’ Roster.

Next Steps (the instructional video above explains this in detail):

1. Enable the Archery (Girls) team(s) on your sport-offering grid.(Direct link: https://ly.khsaa.org/dqmq)
2. Add your female archers to this newly created team
3. If, during the regular season, your females compete with boys as a coed team, you would leave them on the boys’ roster as well.  This may vary from school to school.  
4. If the females compete in a competition against solely other female competitors, they need to be added to the Girls’ Roster as well as the boys/coed roster. You will get Title IX double-counting credit for these female athletes if they compete in those separate competitions.
5. From your coaching grid, add the position of Archery (Girls) to your existing Boys Archery coaches (if they coach both genders), or split them up if you do have different boys and girls coaches.

Bass Fishing

KHSAA Region and State offer awards in both genders, individual and team. Nearly all, if not all Bass Fishing schools must add the sport of Bass Fishing (Girls) to the Control Panel as soon as possible.  Like every sport in this list, prior to the 2023-2024 school year, there was only one (coed) team listed that contained both genders.  We simply renamed the Bass Fishing sport offering to Bass Fishing (Boys) and added Bass Fishing  (Girls).   Therefore all prior competitors, boys or girls are listed on your Boys/Coed Roster.

Next Steps (the instructional video above explains this in detail):

1. Enable the Bass Fishing (Girls) team(s) on your sport-offering grid.(Direct link: https://ly.khsaa.org/dqmq)
2. Add your female competitors to this newly created team
3. If, during the regular season, your females compete with boys as a coed team, you would leave them on the boys’ roster as well.  This may vary from school to school.  
4. If the females compete in a competition against solely other female competitors, they need to be added to the Girls’ Roster as well as the boys/coed roster. You will get Title IX double-counting credit for these female athletes if they compete in those separate competitions.
5. From your coaching grid, add the position of Bass Fishing (Girls) to your existing Boys Bass Fishing coaches (if they coach both genders), or split them up if you do have different boys and girls coaches.

Wrestling

KHSAA Region and State offer awards in both genders, individual and team. Nearly all, if not all Wrestling schools must add the sport of Wrestling (Girls) to the Control Panel as soon as possible if they want to enter girls in postseason competition. Like every sport in this list, prior to the 2023-2024 school year, there was only one (coed) team listed that contained both genders.  We simply renamed the Wrestling sport offering to Wrestling (Boys) and added Wrestling (Girls).  Therefore all prior competitors, boys or girls are listed on your Boys/Coed Roster.

Next Steps (the instructional video above explains this in detail):

1. Enable the Wrestling (Girls) team(s) on your sport-offering grid.(Direct link: https://ly.khsaa.org/dqmq)
2. Add your female archers to this newly created team
3. If, during the regular season, your females compete with boys as a coed team, you would leave them on the boys’ roster as well.  This may vary from school to school.  
4. If the females compete in a competition against solely other female competitors, they need to be added to the Girls’ Roster as well as the boys/coed roster. You will get Title IX double-counting credit for these female athletes if they compete in those separate competitions.
5. From your coaching grid, add the position of Wrestling (Girls) to your existing Boys Wrestling coaches (if they coach both genders), or split them up if you do have different boys and girls coaches.

 

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