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Catron’s Kilobytes

03/27/18- Reminder about 2017-2018 Title IX and Participation List Submission

Athletic Department Blog Updates

With spring sports in full swing and most schools ready to take some form of spring break, it is time to remind each of you that the annual reports for Title IX and the Participation List are due on April 30.

  • If you have specific questions about Title IX and the law itself, our office should be able to help get you some assistance. Asst. Commissioner Darren Bilberry (dbilberry@khsaa.org) is our primary contact for your questions related to the law and its interpretations.
  • Information Technology Director Rob Catron (rcatron@khsaa.org), as well as almost any of our support staff, can help you with electronic issues including login and report preparation using the online system. The online system is currently available for entry.

Roster and Team Requirements

  • All teams that compete interscholastically (against other schools) at any level (freshmen, JV or varsity) in the seventeen sports and sport-activities in which the offers a championship shall be included.
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    06/24/15 – Rosters Reset, Ready for 2015-16, Reminders about Requirements for Eligibility

    Athletic Department Blog Updates

    Welcome back for the 2015-2016 School Year!

    Before any work begins for the 2015-16 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. The roster requirement will continue to be enforced with administrative penalties including fines and other actions within the constraints of Bylaw 27.

    Video Summary of Startup Procedure and […]

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    08/06/14 – Reminders and Updates – Online roster system

    Athletic Department Blog Updates

    Based on the number of calls that we have received concerning the start of the school year roster initialization and the eligibility and roster requirement, we wanted to send a brief clarification. Please contact IT Director Rob Catron (rcatron@khsaa.org) at the KHSAA if you have specific questions. 

    First, concerning the Initilization of your schools overall athlete list (Manage Overall Athletic Roster – direct link: http://schools.khsaa.org/athletes/). The two most common questions that we have received:

    • I have students on this list master list that are not currently participating in a sport – should I remove them; otherwise, won’t it affect my Title IX counts if I don’t? ANSWER: No, it is not necessary, nor recommended that you remove students from your overall athlete list that are not currently playing sports. They may choose to play a sport later in their high school career (or even later in this school year in a different sport season). […]

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    04/10/14 – Reminders about Title IX and Participation List Submission Due April 30

    Athletic Department Blog Updates

    As spring sports are now fully in swing, it is time to remind each of you that the annual reports for Title IX and the Participation List are due on April 30.

    • If you have specific questions about Title IX and the law itself, any of our Assistant Commissioners should be able to help get you some assistance. Asst. Commissioner Darren Bilberry is our primary contact for your questions related to the law and its interpretations.
    • Information Technology Director Rob Catron as well as almost any of our support staff can help you with electronic issues including login and report preparation using the online system. The online system will have entry available beginning on Monday, April 14.

    Again this year, based on feedback from the membership and members of our Athletic Directors Advisory Committee, there have been several system changes to make this task easier. Here are the highlights:

    02/18/14 – Phase 1 of Title IX Reports for 2014 include New Historical Matrix (T-2 Chart) and T35 Revisions

    Athletic Department Blog Updates

    The initial phase of entry for the 2013-2014 Title IX Reports is available and online at schools.khsaa.org. There have been several enhancements this year based on the tour of regional meetings last fall and the great cooperation and feedback from the membership.

    HISTORICAL TEAM MATRIX

    A major change to help the membership is with the T2 form data. Previously, questions were asked regarding the T2 and the addition of new sports that required research and data collection each year. With the rapid turnover in ADs and Principals, the data received on the T2 form, which helps a school assess its potential compliance with Test 2 of Title IX, was inaccurate at best. To help with this problem, a new form is added that must be completed by each school ONLY ONCE and then the historical data will be built. This is titled the “Historical Team Matrix”. Each school will go fill this form out, indicating […]

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    08/27/13 – Member School Menu Page Refinements

    Athletic Department Blog Updates

    As you log into your KHSAA Member School account (effective Tuesday, August 27) you will notice a refinement of the grouping and arrangement of links with the most frequently used links in the left most column of the page.

    The flow of the first three groups (Member School Database, Member School Personnel, and Student-Athlete Rosters) follow the training approach that I have explained in person at our workshops, on the phone, and in my typed (and video) instructions.

    Additionally, there is a “Printed Publication” section in the right most column of the page where you can purchase a copy of the 2013-2014 Handbook or our 2013-2014 Memo Calendar as of its publication date.

    If you have any questions, please do not hesitate to ask.

    Thank you

    Rob Catron

    IT Director

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    08/27/13 – Did You Know? Head Coach Data Privileges Role

    Catron's Kilobytes

    Do you have a trusted Assistant Coach that you would like to have the same roster and/or schedule entry rights as your head coach?  Perhaps your head coach delegates that role to a trusted Assistant coach.

    Do you have a Head Varsity Coach that is responsible for maintaining all three roster levels (Varsity, JV and Freshman) – but does not necessarily coach the other two levels on the court or on the field?

    Did you know that you can easily take care of both of these requirements in our updated 2013-2014 Member School Database using the new Assistant Coach “Head Coach Data Privileges” Role?

    I think that we all realize that the roster and schedule system is restricted to users with AD level (or higher) or Head […]

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    08/14/13 – KHSAA Online System Refinements and Revisions

    Catron's Kilobytes

    This is blog post is meant for KHSAA Member School Principals and Athletic Directors and is specifically intended only for Administrators who maintain their School’s Personnel accounts and Rosters online via the KHSAA Member School only system. If you have an assistant that performs these online data functions, please direct them towards this blog post.

    This blog entry will (1) describe the “Four Step” process needed to allow coaches to edit rosters, (2) describe how to let trusted assistant coaches edit rosters and schedules with the same privileges as your head coach and (3) describe how to let non-KHSAA Sport/Sport Activity positions at your KHSAA Member school to be able to log in and watch the Sports Safety Course.

    The Four Steps to ensuring your head coaches can edit rosters:

  • Watch my revised videos listed in the “Need Help” section of the login page. Though technically not a Step, I consider these videos […]

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  • 08/12/13 – Did You Know?

    Catron's Kilobytes

    Welcome KHSAA member school personnel!  I bet everyone is super busy getting back into school this week (many, like my daughter’s school — in Franklin County — started last week!).

    I would like to start out the 2013-2014 school year by starting a weekly “Did You Know?” series of blog posts — highlighting certain functions of our member school login page and its various functions that are important to you, as an Athletic Administrator.  I may talk about Roster Editing one week, Personnel the next, and even some general computer tips and tricks that would aid you with our website and its function.

    This week, I would like to put you on the fast-path of making certain that your online systems are setup properly and ready to go for your school year.  

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

    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 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 […]

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    07/14/13 – Non-KHSAA Member School viewing of Online KHSAA/KMA Sports Safety Course

    Catron's Kilobytes

    In this blog edition, I would like to issue a reminder to administrators concerning the KHSAA Member School System in regards to how non-KHSAA member school coaches (i.e. Middle school) are to take the online Sports Safety Course Modules.

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    Non-KHSAA Member School viewing of Online KHSAA/KMA Sports Safety Course

    We have received phone calls and emails concerning the method in which non-KHSAA Member School coaches are to take the course (primarily in regards to Middle School coaches). In the future, there may be a secure login area where this can maintained, but that will not be developed until final resolution of the regulation regarding middle school governance. Until that time, the following procedure will continue to apply.

    The coach simply needs:

  • Go to our main website (http://khsaa.org/)
  • Select “KHSAA/KMA Safety Course” from the “Special Programs Menu” (direct link: http://khsaa.org/httpdocs/safety_course/index.php)
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