GMS Registration Forms Update and Refresher September 19

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GMS & Registration Forms Update and Refresher September 19, 2018 Mike Czarnowsky, Vice President

GMS & Registration Forms Update and Refresher September 19, 2018 Mike Czarnowsky, Vice President Sports Maryland 1

Agenda Time Topic 7: 00 – 7: 05 Welcome and Introductions 7: 05 –

Agenda Time Topic 7: 00 – 7: 05 Welcome and Introductions 7: 05 – 7: 30 Forms Processing • Medicals – What’s permissible? • Volunteers – What’s permissible? • Naming forms • Submitting forms • How Forms are Processed • Handling Issues 7: 30 – 8: 00 GMS • • Changes -- Roles within Games Some sources of problems (some “Do’s” and “Don’ts”) What do users want to know how to do? Additional learning opps 8: 00 – 8: 05 Some Upcoming Data/Forms Issues 8: 05 – 8: 30 Questions Times are approximate

Registration Forms Update and Refresher Maryland 3

Registration Forms Update and Refresher Maryland 3

Forms Processing - Medicals SOMD will only accept the medical introduced in 2016 (pages

Forms Processing - Medicals SOMD will only accept the medical introduced in 2016 (pages shown here). • There a couple isolated exceptions for the medical history and exams, but must have this main medical Any other form (including form used by SOMD prior to 2016) will be rejected. • May result in the athlete not being able to participate in a given season or competition 4 Why only this form? In addition to collecting important additional info, the release signed by the medical professional and the waiver signed athlete/guardian have very specific language that is required (and is different from other forms)

Forms Processing - Medicals Which athletes need an SOMD medical? All athletes need an

Forms Processing - Medicals Which athletes need an SOMD medical? All athletes need an SOMD medical form completed prior to participating in Special Olympics with the following three very limited exceptions: ‣ Young Athletes who are participating solely in a Young Athletes Program (they have a separate YAP registration form) ‣ MATP participants who never leave their specific school building for any Special Olympics related activity ‣ Interscholastic Unified Sports (IUS) participants ‣ IUS participants have a different approved form that permits them to participate only in the IUS program ‣ 5 All of the above must have an official, current and valid SOMD medical on file prior to participating in any other aspect of a Special Olympics program

Forms Processing - Medicals Can a medical/physical form from another agency be used and

Forms Processing - Medicals Can a medical/physical form from another agency be used and attached to the SOMD medical in place of those medical pages? No, with the following two very narrow exceptions We will forward samples of the 2 acceptable school sports forms with the slides and recording link ‣Specifically Approved School Sports Medicals • If one of two approved school sports medical forms used in most county high schools this can be used for the medical examination portion only. Must submit a single PDF file that includes: • SOMD medical form with pages 1 (athlete info), page 2 (medical history) and page 4 (waivers) completed • Readable copy of the full school sports medical • Only those two school sports medical forms can be used (these cover most public school systems in Maryland); Cannot use other medical forms from agencies, or private schools – they will be rejected • has to do with specific wording of the release signed by the medical professional and the waiver signed by athlete/guardian ‣USA • Games Medicals If the athlete competed at the 2018 USA Games (or 2019 World Games) we can use the medical form submitted for those events. To do so, you must submit: • SOMD medical form w/page 1 (athlete info) and page 4 (waivers) completed

Forms Processing - Medicals Which medical professionals are authorized to sign an SOMD athlete

Forms Processing - Medicals Which medical professionals are authorized to sign an SOMD athlete medical? Acceptable credentials: • MD (medical doctor) • DO (osteopathic physician) • ND, NDO, NMD (naturopathic doctors) • PA, PA-C (physician assistant, PA-certified) • CRNP (certified registered nurse practitioner) • NP (nurse practitioner) • APN (advanced practice nurse) Unacceptable credentials (unless also has one of the above credentials): • RN, RNMS (registered nurse) • LPN (licensed practical nurse) • Nurse Mid-Wife • EMT This list is specific to the state of Maryland based on state law (not SOMD’s decision). There may be variations in other states. 7

Forms Processing - Medicals What are the most common reasons a medical is rejected?

Forms Processing - Medicals What are the most common reasons a medical is rejected? ‣ Missing key athlete info (date of birth, most commonly) ‣ Missing emergency contact info ‣ Medical profession signature or exam date missing ‣ Attaching an agency medical form and not having the medical form completed by the proper medical professional ‣ Having an unacceptably credentialed person sign the release ‣ Medical professional not checking that the athlete is able to participate in Special Olympics ‣ Failure to complete medical history or medical exam ‣ Missing, unsigned or undated waiver ‣ Typing in a name in the signature line instead of live signing or using true digital signature (including date and time stamp) ‣ Area sent PDF file and it was password protected (PLEASE DON’T!!!!) ‣ 8 The person was never created in GMS by the Area (SOMD will keep the medical but not process it)

Forms Processing – Volunteer Applications SOMD will only accept the volunteer application (Class A

Forms Processing – Volunteer Applications SOMD will only accept the volunteer application (Class A Form) introduced in 2016 (pages shown here). • There a couple isolated exceptions Any other form (including form used by SOMD prior to 2016) will be rejected. • May result in the volunteer not being able to participate in a given season or competition Reminder – Volunteers do NOT need to provide Social Security Numbers. Why only this form? In addition to collecting important additional info, the waiver signed volunteer/guardian has very specific language that is required (and is different from other forms) 9

Forms Processing – Volunteer Applications Which volunteers need a SOMD Class A Volunteer Form?

Forms Processing – Volunteer Applications Which volunteers need a SOMD Class A Volunteer Form? All volunteers need an SOMD Class A Volunteer Form completed prior to participating in Special Olympics with the following very limited exceptions: ‣ Interscholastic Unified Sports (IUS) participants ‣ IUS participants have a different approved form that permits them to participate only in the IUS program ‣ Event Day Volunteers (volunteering for a single day and with limited direct athlete responsibility and access) ‣ All of the above must have an official, current and valid SOMD medical on file prior to participating as a Class A volunteer in any other aspect of a Special Olympics program Note: Class A volunteers include but are not limited to all coaches, Unified Partners, sports training volunteers, athletes serving as volunteers, volunteers handling any Special Olympics funds, volunteers with access to athlete/volunteer forms and databases and all volunteers in any decisionmaking role for Special Olympics (includes all Area leaders and committee members, even if not involved in sports training)

Forms Processing – Volunteer Applications What are the most common reasons a volunteer application

Forms Processing – Volunteer Applications What are the most common reasons a volunteer application is rejected? ‣ Missing key volunteer info (address, DOB, etc. ) Address and DOB are necessary for background check w/o SSN ‣ Missing emergency contact info Checking “Yes” for any of the criminal ‣ Missing, unsigned or undated waiver background questions does not ‣ Missing non-family reference automatically mean the person cannot ‣ Failing to answer criminal background questions serve as a volunteer. ‣ Missing or incomplete Student Minor Reference Form (SMR) for volunteer under the age of 18 ‣ Typing in a name in the signature line instead of live signing or using true digital signature (including date and time stamp) ‣ Area sent PDF file and it was password protected (PLEASE DON’T!!!!) ‣ 11 The person was never created in GMS by the Area (SOMD will keep the medical but not process it)

Forms Processing – Naming Forms Medicals ‣ MED_XX_Smith_John_2021_09_08 ‣ “XX” is replaced by your

Forms Processing – Naming Forms Medicals ‣ MED_XX_Smith_John_2021_09_08 ‣ “XX” is replaced by your Area’s two-character code ‣ Date is three years from the date of the medical exam (bottom of third page) Volunteer Applications ‣ VOL_XX_Jones_Jane_2021_09_18 ‣ “XX” is replaced by your Area’s two-character code ‣ Date is three years from the date of the volunteers signing of the release (bottom of second page) Please do NOT alter the format/structure ‣ Date in year, month, day form ‣ Use underscores ‣ No extra characters at the end 12 This structure makes sorting and locating forms much easier and quicker among the tens of thousands of forms we have on hand (need to retain all forms for 7 years). With 18 Area programs, we can’t allow for individual Area choices on how to name files (it’s crazy-making).

Forms Processing – Submitting Forms 1. 2. Confirm the individual exists within GMS (or

Forms Processing – Submitting Forms 1. 2. Confirm the individual exists within GMS (or create the person) Copy the PDF file (that is NOT password protected) to your Area’s proper folder on the network, currently a) “xxx__ATHLETE MEDICALS” b) “xxx__VOLUNTEER FORMS” 3. Plan to change folder names to following by Sunday, September 23 a) “ 000__ATHLETE MEDICALS TO BE PROCESSED” b) “ 000__VOLUNTEER FORMS TO BE PROCESSED” 4. Why? a) b) c) 13 Places the folders at the at top of list of folders within an Area’s main folder Some Areas who wish to keep copies of all of their forms in their network drive have been copying already processed forms to the submission folders (processed a year or more ago) Naming makes it clearer what is there If your Area has a specific concern with this change, please contact Mike Czarnowsky ([email protected] org) no later than Friday, September 21

Forms Processing – Handling Issues Planned change in process that will hopefully be an

Forms Processing – Handling Issues Planned change in process that will hopefully be an improvement. If a form is found to have an issue Registration Coordinator will: 1. Add “issue” to name of file 2. Move file to “Issues” folder 3. Add the issue to the spreadsheet named Medical forms with issues (or vol forms), including name of person and nature of issue 4. Send email at end of day to each Area for which an issue was found that day, including a copy of their issues spreadsheet 5. Area submits corrected form to “regular folder” 6. Once corrected form is processed, Registration Coordinator will update the spreadsheet 14 Will be fully implementing this by end of next week (by 9/28/2018) Feedback is welcome

GMS Update and Refresher Maryland 15

GMS Update and Refresher Maryland 15

GMS – Changes to Sports Training There are now 5 person types that are

GMS – Changes to Sports Training There are now 5 person types that are permitted in 20 XX Sports Training Combined • • • Athlete Unified Partner Coach Volunteer Young Athlete Needed to eliminate “Head Coach” from Sports Training so that people would advance properly into actual competitions. Areas can still change people to “Head Coaches” within given competitions 16

GMS – Some Requests 1. Please be sure to do a thorough search for

GMS – Some Requests 1. Please be sure to do a thorough search for a person before deciding to create a new person in GMS 2. Please be sure to check both your “regular” and “NOT REGISTERED” delegation before adding a person into Sports Training ‣ Failing to do this has lead to lots of duplicate/”ghost” records in Sports Training Combined that took more than 20 hours to clean up 3. When creating a person in GMS, be sure to include, at a minimum, their full name, DOB and gender 17

GMS – Learning Opportunities 1. Some suggested Web-based Group Training sessions 1. Customizing Reports

GMS – Learning Opportunities 1. Some suggested Web-based Group Training sessions 1. Customizing Reports 2. Customizing Exports 3. Crosstab reports 4. Using Excel with GMS 2. What other topics would be of value to you as users? 3. Would a regularly scheduled (monthly? ) “help desk” or “users group” session be useful? 18

GMS – Demo What do users want to know how to do? (can attempt

GMS – Demo What do users want to know how to do? (can attempt to do an “on-the-fly” demo) 19

Some Upcoming Data / Forms Issues The following are in discussion with SOI and

Some Upcoming Data / Forms Issues The following are in discussion with SOI and we may have some new info in the next few months: • Forms required for Unified Partners (or at least those who are minors) • Data security measures No changes at this time – this is simply a “heads up” 20

Questions ? ? 21

Questions ? ? 21

THANK YOU! 22

THANK YOU! 22