Serving Kentucky's Schools and Student Athletes Since 1917

08/02/13 – Rosters Open for Editing/Required for Competition

August 2, 2013 Athletic Department Blog Updates


Welcome back for the 2013-2014 School Year!

In an effort to ensure that we start the school year with an accurate Overall Athletic Roster, we have implemented again an initial step that an administrator with Athletic Director level access  must perform before rosters can be updated and subsequently, statistics entered. Keep in mind that the online roster data forms the basis of both your school’s Title IX report and annual participation lists that are due in April.

Athletic Directors and Principals: DO NOT give someone else access to your login credentials. If you need to create additional users, you may do that through secure system by logging in to 

DO NOT allow individuals within your school or school system to share credentials. As an athletic director level user (just as your Principal, Superintendent and other district level administrators), you have privileges within the system that are unique to your level and should not be given to those with only single sport needs. If you have trouble executing this step, please contact Rob Catron or Marilyn Mitchell at the KHSAA.

At each member school, someone with Athletic Director level access will need to initialize your Overall Athletic Roster for this school year. The instructions are posted at the top of your school’s Overal Athletic Roster page, but we have listed them in this document for your convenience.


  1. Log into the KHSAA Online system (you must have AD or higher access)
  2. Click on the “Manage Overall Athletic Roster (Principal/AD/Supt Only)” link.
  3. Review your athlete list. The following steps have been done automatically–
    1. All athletes have been promoted from last year’s grade to the next grade;
    2. Affiliations with varsity teams remain in place;
    3. All team affiliations with non-varsity teams have been removed;
    4. The default of 2013 has been entered for all students advancing from grade 8 to grade 9;
    5. The databases have been synchronized to where you cannot enter coaches or players in any level in any sport or sport-activity without first listing that you have a team in that sport or sports-activity at that level;
    6. The 2012-2013 seniors have been removed.
  4. You will need to remove any athletes that are no longer at your school or that you know at this time will not be on the list of competitors. Keep in mind that doing this now will help later when you do Title IX and Participation list work. However, also know that the system is flexible enough to allow for the addition of players who come out late for teams and for removing from the active roster, those that decide to leave the team.
  5. Correct any missing data shown in red. Required fields include the first promotion from grade eight and gender.
  6. When you’re done with this review, check the box at the bottom on the page and click “Continue”.

As a refresher for veteran Athletic Directors, and training for new Athletic Directors, please take a few minutes to view the training videos that are on our site that describe how to update and maintain your Overall Athletic Roster.

The following is the direct link to the Training Videos for ADs and Principals:

Following the review of last year’s system, it is without question our recommendation that the athletic administration handle all roster related duties. Based on the experiences with this system last year, you at the athletic administrator can think of roster duty as “do it now” or “fix what someone else messed up later”.

New for 2013-2014 – If you are at a school at which you want coaches to enter their own rosters you must first tell the system that they can (by default, the system is set to not allow coaches to enter rosters).  If you wish to allow head coaches to enter/edit rosters, you need to navigate to your “Update Member School Information (non-personnel)” page (direct link and place a check mark in the “Head Coach Can Enter Rosters” column next to the sport or sports that you want to allow coaches to edit.  When you are finished, save changes.

We recommend that all coaches review the videos that were created specifically for their roster entry page if you are going to permit them to enter. That direct link is: However, remember that until you complete the steps above, no one has access to the roster data.

Thanks for all of your cooperation. If you have any questions, please contact our Director of Information Technology, Rob Catron, who would be glad to help you with this and other processes and make your work as an Athletic Director level user easier.


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