07/22/14 – Rosters Reset, Ready for 2014-15, Reminders about Requirements for Eligibility

July 22, 2014 Athletic Department Blog Updates

Welcome back for the 2014-2015 School Year!

Before any work begins for the 2014-15 year, a person in the school with Athletic Director level access  must initialize rosters as detailed below before rosters can be updated and subsequently, rosters and statistics entered. Keep in mind that the online roster data forms the basis of your schools in-season roster, as well as both your school’s Title IX report and annual participation lists that are due in April. Many of these pieces will be repeated as individual emails over the coming days as a reminder.

Eligibility and Roster Requirement
No student is eligible to participate in a contest or scrimmage IN ANY SPORT if they are not currently listed on the school roster online. No other paper or electronic form may substitute. Beginning with 2014-2015, the roster requirement will be enforced with administrative penalties including fines and other actions within the constraints of Bylaw 27.

Video Summary of Startup Procedure and Changes

• Rob Catron, the IT Director at the KHSAA, has recorded a summary of the changes to the online system for this year, and initialization instructions. You can view this video at http://youtu.be/YpmPsPSgOlg and there is a link on the schools.khsaa.org login page.

2014-15 School Data and Title IX Seminars

Thanks to a very receptive membership, eight seminars have again been scheduled to help assist our schools in managing the various data requirements to ensure eligibility. These seminars will deal in great detail with the data system and the many requirements, including this year’s changes. Additional information,including registration information will be sent in the coming days:

• August 20, 2014, Bishop Brossart HS, Alexandria
• August 27, 2014, Elizabethtown HS, Elizabethtown
• August 29, 2014, KHSAA Offices, Lexington
• September 3, 2014, North Laurel HS, London
• September 4, 2014, Valley HS, Louisville
• September 11, 2014, Caldwell County HS, Princeton
• September 12, 2014, Muhlenberg County HS, Greenville
• September 16, 2014 Mountain Arts Center, Prestonsburg

Security of Login Information:

• 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 schools.khsaa.org. 
• 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 a member of the support staff at the KHSAA.

Changes Made During Season Transition from 2013-14 to 2014-15

• Roster Database from 2013-2014 was archived. No other changes to those rosters are permitted.
• Players with graduating class of 2015 now considered “seniors”, and all other classes were incremented by one for promotion
• 2014 seniors were removed.
• All player assignments to teams for the varsity level were left intact. This was a request of the feedback from the membership. However, all Freshman and JV team assignments for individual players were removed and those rosters at those levels are empty.
• The “initialized” flag for each school was reset, meaning that someone with AD level access will have to “initialize” their schools roster database before rosters can be edited.
• Team photos have been archived and are empty, however, team logos remain as uploaded. All should be checked for accuracy.

Steps to Initialize Your Rosters for 2014-15

• 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 Overall Athletic Roster page, but we have listed them in this document for your convenience.

Initialization Instructions:

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.
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 at the start, and keeping it up to date throughout the year, 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.
• There are several videos at http://schools.khsaa.org/ that will help ADs with the system, and coaches, if the AD gives them access.

Determining Who Can Enter/Edit Rosters

• Be mindful that ADs can allow the coaches to enter/edit rosters, or can secure the system to where only specific individuals may enter/edit. This needs to be a school decision.
• 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 over the last several years, you at the athletic administrator can think of roster duty as “do it now” or “fix what someone else messed up later”.
• 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  http://schools.khsaa.org/schools_update/) 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 available on the school login site at http://schools.khsaa.org. However, remember that until you complete the steps above, no one has access to the roster data.

Changes for 2014-15 

• There are several system changes that have been made for the 2014-15 school year at the request of the membership. Some of the main ones in the roster system include:
• A fourth team level, Post-Season, has been added. By default, the players indicated as “varsity” will be placed on the postseason roster. However, you may also check specific players for postseason when that time comes. This eliminates the need to try to “trick” the system by moving up all freshman, etc. in postseason. You can decide which, if any, players are moved to postseason and that will NOT impact your freshman or JV counts and will allow for the printing of a “postseason” roster.
• For individual students, Added Physical Exam Date has been added, as well as dates for the completion of a concussion course, insurance provider and insurance policy number. There are also custom fields available for school specific requirements.
• Added Physical Exam Date, Concussions Course Date, Insurance Provider and Insurance Policy Number fields for players on rosters
• Blocked the entry of students below grade seven (7) from entry due to the change in 702 KAR 7:065 and Bylaw 4. NOTE: We do have a minimal number of students below grade seven that have been entered into rosters this summer. These schools will be dealt with individually in the next week as people cannot be added that did not actively participate in 2013-2014.

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.