Dear Incoming Student Athlete:

I would like to take this opportunity to welcome you to Calvin College Athletics. We’re very excited about the coming year and excited to have you join our campus community!

Let’s face it, playing college sports is a big responsibility. It is my hope thatthis documentwillhelp youbetter understand some of those initial responsibilities. This document contains very important information and instructions about physicals, scheduling, and forms that you will needto complete before participation in athletics at Calvin College. Read this letter and instructions carefully to make sure that you understand everything you must do.I realize that this is a lot of information and it will take time, but doing these things over the summer makes things much easier once you get to school. It might be helpful to print a copy of this letter and bring it with you to campus for reference as you prepare for your upcoming season.

If you should have any questions or concerns about physicals or paperwork, please don’t hesitate to contact us by phone at 616-526-7630 or email at .

See you soon!

Joe Dykstra – Head Athletic Trainer

Checklist

Read Incoming Athlete Letter and Instructions

Register for your Pre-Participation Exam

Create and complete yourSportsWare Online account

Complete and sign all forms in the Incoming Athlete PPE Package, saving a copy to your computer if you fill it out electronically

  • Get parent/guardian signatures on all forms if under 18

Turn in completed forms ahead of time or bring them when you report for your Pre-Participation Exam

Report for your Pre-Participation Exam at yourscheduled time

  • Write your scheduled date/time here: ______

Complete baseline concussion testing at your assigned time (if necessary)

  • Write your assigned date/time here: ______

Attend the annual All-Athlete Meeting at 7:00pm on Thursday, September 10 in the Chapel

Instructions

Pre-Participation Exam

New student-athletes (freshmen or transfers) who want to participate in NCAA Athletics or ACHA Men’s Ice Hockey must have a Pre-Participation Exam (PPE) prior to participation in tryouts, practices, or games. This PPE must be done by the Calvin College Team Physician andmust be completed through Calvin College Sports Medicine. A one-time, $15 charge will be issued to your miscellaneous account after the completion of your PPE. You MUST register for your PPE ahead of time. Please see the next section for instructions on registration.

Registering for your PPE

You must pre-register for your PPE by choosing ONE of the dates below and clicking the link which will take you to a separate website where you will register. Each date has a specific sport emphasis based on when your team starts official activities, but you may register for any date based on yourpersonal availability, regardless of sport.Note that the earliest time slots must be filled for each date before the later time slots will be opened and exceptions will only be made in the case of long-distance travel. If you have any questions or problems signing up for a physical please contact us.

Wednesday, August 19, 2015 – 8:00am

Emphasis on Women’s Soccer

August 19 PPE Registration Website

Friday, August 21, 2015 – 2:00pm

Emphasis on Men’s Soccer, Volleyball, Men’s Golf, and Women’s Golf

August 21 PPE Registration Website

Tuesday, August 25, 2015 – 7:30am

Emphasis on Men’s & Women’s Cross Country

August 25 PPE Registration Website

Wednesday, September 2, 2015 – 12:00pm

Emphasis onMen’s Soccer, ACHA Ice Hockey, Men’s & Women’s Tennis, Baseball, Softball, and Men’s & Women’s Track & Field, Men’s & Women’s Swimming & Diving, and Men’s & Women’s Lacrosse

September 2 PPE Registration Website

Monday, September 14, 2015 – 3:30pm

Emphasis on Men’s & Women’s Basketball

September 14 PPE Registration Website

All links for PPE registration can also be found at:

Baseline Concussion Testing

All athletes participating for the first time in the sports of Baseball, Basketball, Diving, Ice Hockey, Lacrosse, Pole Vault, Soccer, and Softball must complete a computerized baseline concussion test, separate from your physical exam.If you plan to play one of these sports, you have a specific time and location for your test, based on your scheduled PPE date/time:

If PPE is Scheduled for Wednesday, August 19, 2015:

  • Wednesday, August 19 @ 9:30am – Heckman Library, Room 120 (Near Calvin IT)

If PPE isScheduled for Friday, August 21, 2015:

  • Friday, August 21 @ 5:30pm – Heckman Library, Room 120 (Near Calvin IT)

If PPE isScheduled for Tuesday, August 25, 2015:

  • Wednesday, September 2 @ 3:00pm – Heckman Library, Room 120 (Near Calvin IT)

If PPE isScheduled for Wednesday, September 2, 2015 between 12:00 and 3:00pm:

  • Drop-ins on Wednesday, September 2 between 3:00 and 5:00pm – Heckman Library, Room 120 (Near Calvin IT)
  • (Test will take about 35 minutes, so please plan accordingly)

If PPE is Scheduled for Wednesday, September 2, 2015 between 3:00 and 5:00pm:

  • Drop-ins on Wednesday, September 2 between 1:00 and 3:00pm – Heckman Library, Room 120 (Near Calvin IT)
  • (Test will take about 35 minutes, so please plan accordingly)

If PPE is Scheduled for Monday, September 14, 2015:

  • Monday, September 14 @ 5:30pm – Heckman Library, Room 120 (Near Calvin IT)

SportsWare Online

Calvin College Sports Medicine uses an online medical record keeping system called SportsWare Online.The program allows you to update your information at any time, so if you move or your insurance changes, please keep your information up to date. Please follow these steps to create your account:

  1. Go to:
  2. Scroll to the middle of the screen and click the Join SportsWare button.
  3. Enter Calvin College as the School ID and click the Next button.
  4. Enter your First Name, Last Name, Calvin College Email Address, and select the appropriate Group for you and click the Send button.
  5. Your request to join SportsWare will then be sent to Calvin College Sports Medicine for review.
  6. Monitor your Calvin College email regularly for an email from .
  7. Open the email and click the link to create a password and finish creating your SportsWare account.
  8. Once you have created a password, go back to enter your username (Calvin College email) and newly created password and click the Login button.
  9. Click on the My Info tab in the upper left hand corner and complete/update all fields for all tabs.
  10. General: Fill out all pertinent fields under General and Sports/Group.
  11. Address: Fill out all pertinent fields for Primary Address (Home) and Secondary Address (College).
  12. Emergency: Fill out all pertinent fields for Primary Emergency Contact (Typically your parents) and Secondary Emergency Contact (Typically a relative or close family friend).
  13. Insurance: Fill out all pertinent fields for Primary Insurance Company. You only need to fill out Secondary Insurance Company if you have insurance coverage under another policy (Not common).
  14. Medical:
  15. Alerts: Make note of any ongoing medical issues here by typing in the condition or selecting from the dropdown (i.e. Asthma, Diabetes, Allergies, Epilepsy, etc.).
  16. Immunizations: Enter the date of your most recent vaccination for each condition listed.
  17. Drugs Taken: List ALL medications you take regularly by typing in the drug name and dosage (i.e. Adderall, 20mg or Advair Diskus, 100/50)
  18. Doctor: Enter your personal physician’s name and phone number.
  19. Paperwork: You do NOT need to complete this or any tabs after it.
  20. Click the Save button to save all changes.
  21. On your “Dashboard” (The main SportsWare page) it may say that “Your Medical History is INCOMPLETE.” Please disregard this as we use a different method to collect your medical history.
  22. Once all information is complete, click the Logout button in the upper right corner to ensure that no one else can access your information.

Instructions for Completing the Incoming Athlete PPE Package

All required forms are located in one editable PDF documentcalled the Incoming Athlete PPE Package. You will need to have the Adobe Reader software, which you can download at: You may choose to print it and fill it out by hand or you can fill itoutusing your computer and then print it (Recommended). If you complete itusing your computer, make sure to save a copy of the completed document.

Either way you complete the forms, make sure to submit all completed forms by bringing copies with you to your PPE, dropping them off ahead of time during our normal business hours once you get to school, or mailing them to us at:

Calvin College Sports Medicine

Attn: Sports Physicals

3195 Knight Way SE

Grand Rapids, MI 49546

Individual Form Instructions

  1. Incoming Student-Athlete Pre-Participation Exam Form
  2. Fill out all fields under “Personal Information” by typing in the information or using the drop-down tabs. All fields surrounded by a red box are required.
  3. Medical History Questionnaire
  4. Answer all questions by selecting “Yes” or “No.” If you answer yes or check any boxes for specific conditions, explain in the space provided.
  5. Sign the document where indicated by choosing one of the following options:
  6. Physically sign it after you have completed, saved, and printed the entire Physical Package.
  7. If you are still a minor, please make sure your parent/guardian also signs/dates the form.
  8. Sign it electronically using Adobe Reader by clicking on the Sign, Add Text or Send a Document for Signature button in the toolbar.
  9. Click the Place Signature button to add or create a signature
  10. Select Draw My Signature from the dropdown menu
  11. Draw your signature and click the Accept button
  12. Place the signature image wherever indicated in the document
  13. Click the Add Text button to add the date where indicated in the document
  14. If you are still a minor, please make sure your parent/guardian also signs/dates the form.
  15. Incoming Student-Athlete Baseline Concussion Testing Form
  16. Complete Part I only. For each symptom listed, select the number that is closest to how you normally feel.
  17. Read and sign where indicated by choosing one of the previously explained signature options.
  18. Student-Athlete Sickle Cell Trait Status Verification Form & Student-Athlete Sickle Cell Trait Status Waiver
  19. Completion of either one of these forms is required by the NCAA. Completion of the Verification Form is recommended as it is preferred that student-athletes know their status to help ensure their health and well-being during athletic participation. Completion of the Waiver Form is not recommended.
  20. If completing the Verification Form:
  21. Many states require that infants are tested at birth. You can contact your pediatrician or place of birth to have them fill out the “To Be Completed By Physician” section.
  22. If completing the Waiver Form:
  23. Read and sign the document where indicated by choosing one previously explained signature options.
  24. Make sure that a witness also documents your signature.
  25. Acknowledgement of Insurance Requirements and Coverage Form
  26. Read and sign the document with your parent/guardian where indicated by choosing one of the previously explained options and then attach front/back copies of your insurance card after printing.
  27. If you are on your own health insurance plan (i.e. KnightCare) and not a minor, your parent/guardian does not need to sign.
  28. Incoming Athlete Waivers
  29. Read and sign the document where indicated by choosing one previously explained signature options.
  30. MIAA Individual Certification of Eligibility
  31. Fill out all incomplete fields.
  32. Read and sign the document where indicated by choosing one previously explained signature options.
  33. Calvin College Sports Questionnaire
  34. Fill out all incomplete fields.