12/18/25 – Important Reminders on KHSAA360 Schedule Entry

December 18, 2025 Athletic Department Blog Updates

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Heading into the various Christmas Tournaments, we feel the necessity to emphasize best practices on entering schedules and the proper steps to take if contests need to be cancelled or rescheduled.

To preface this, we have been discovering more and more that two basic functions in KHSAA360 have been bypassed:  The accepting of the game “contract” (which at this point is simply a game revision notification and not an actual game contract), and more alarming, when a change is made, schools (whether it be the Coach or AD) bypass or “Don’t Send” the change notifcation to all involved parties.  We know this is happening because we have spent time with assignors who have pointed out changes that appear on their dashboards, for which they received no email notice.

KHSAA360 Scheduling Fundamentals

• Schools are to enter their home contests only.  In the event of a cancellation or reschedule, the home team, once the status has been communicated with both teams, must make the agreed-upon change(s) in KHSAA360 and, this is new,  accept the contract change for the visiting team.
• Each team’s default assignor group must be set correctly prior to entering any contests.  There will be a series of training resources at the bottom of this page that will explain how to properly set.
• All Varsity, JV and Freshman contests must be entered by the home school.
• Contests that are on the home school’s campus that the home school is not participating in must be created using the Tournament Manager.  This includes actual regular-season and postseason tournaments (i.e., the Louisville Invitational – LIT, or a KHSAA District or Region), along with any round robins.  Essentially, any contest where the home school’s site is a neutral site has to be scheduled using the Tournament Manager
  • It is the host school’s responsibility to update the team matchups in successive rounds of the tournaments
  • Visiting schools are only allowed to enter scores from within the tournament (accessible from their schedule page).
  • No visiting school should enter a duplicate contest outside of the tournament.  We see this happening if the tournament manager fails to update the TBA vs. TBA in the subsequent rounds within a reasonable time frame. A visiting school may fear that the games will not appear on the Riherd’s/KHSAA Scoreboard and will mistakenly enter duplicate contests.  Visiting schools should always contact the tournament host/home school to nudge them to update the TBA team status.
• When the home team changes the logistics of the contest (date, time, site) and the notification window appears on the screen, it is critical and required that a detailed notification is sent.  Do not select “Don’t Send” or uncheck all parties from the selector box.  Doing so runs the risk of your assignor not seeing that the contest has been updated.
• If a game needs to be rescheduled or cancelled from within the tournament manager, only your Assigning Secretary can perform this function at this time.  Please contact them as soon as possible to change the contest’s status.

Riherds/KHSAA Scoreboard Fundamentals* Need to clarify with Frank)

• TBA Games:
  • In general, TBA games appear on the Scoreboard for the current date that they are entered and going forward, although it is possible they may be removed early.
  • Changing a game already having a score to a TBA opponent is an undefined condition and will likely impact the team’s Win/Loss Record and RPI until it is manually removed.
    • Some schools remove duplicate games this way.  However, one should never enter a score for a game that is a duplicate – the duplicate game should have its status changed to “canceled”.
  • If a contest is cancelled, whether it is flagged by the home team’s school on their schedule page or by an assignor if the contest is in the tournament manager, it will be properly removed from the scoreboard.  Visiting teams should never alter a contest’s status.
  • If a contest is to be postponed and then rescheduled, it should initially be flagged as ‘Postponed’ by the home team, and then changed back to ‘League/Non-League’ after the date and time have been updated.
• Scores:
  • In general, games with scores are locked on the scoreboard the following day.  For Example, if scores are changed the morning after (or later). They will not automatically show up on the Scoreboard and will need a manual intervention step that Mr. Riherd reviews and it could take some time for resolution.
  • If the change is considered to be unreasonable, Mr. Milam will reach out to the participating teams for resolution
• Game Changes
  • The same holds true for game changes as with scores – any game changes to a game already entered (opponent, site and time) also require the same manual review process.

Additional information and resources

It is imperative to email all score, stat and schedule issues to scheduleentry@khsaa.org.  Mr. Riherd and Mr. Milam will both receive and work to resolve.

Training Resources

• KHSAA360 Scribe Resource Room:  https://scribehow.com/page/KHSAAArbiter_360_Training_Resources__yP3tNxHdTf-YQxX5Ul4dAA
• YouTube Video Resource Channel:  https://www.youtube.com/playlist?list=PLxwXJEK795gQ6OcSiaik5kKOXHUJZ-LQD

For additional clarification regarding this post, please contact Mr. Milam at bmilam@khaa.org or 859-299-5472 Ext. 237

 

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