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!
Sports Medicine
Spoelhof Fieldhouse
Complex
Let’s face it, playing college sports is a big responsibility. It is my hope that this document will
help you better understand some of those initial responsibilities. This document contains very
important information and instructions about physicals, scheduling, and forms that you will need
to 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.
3195 Knight Way SE
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 sportsphysicals@calvin.edu.
Grand Rapids, MI
49546
See you soon!
Joe Dykstra – Head Athletic Trainer
Phone: 616-526-7630
Fax: 616-526-8478
www.calvin.edu
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Checklist
Read Incoming Athlete Letter and Instructions
Register for your Pre-Participation Exam
Create and complete your SportsWare 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
o 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 your scheduled time
o Write your scheduled date/time here: _______________________
Complete baseline concussion testing at your assigned time (if necessary)
o 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 and must 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 your personal 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 on Men’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: http://www.calvinknights.com/athletics/sports_med/physicals
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 is Scheduled for Friday, August 21, 2015:
 Friday, August 21 @ 5:30pm – Heckman Library, Room 120 (Near Calvin IT)
If PPE is Scheduled for Tuesday, August 25, 2015:
 Wednesday, September 2 @ 3:00pm – Heckman Library, Room 120 (Near Calvin IT)
If PPE is Scheduled 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.
2.
3.
4.
Go to: https://www.swol123.net
Scroll to the middle of the screen and click the Join SportsWare button.
Enter Calvin College as the School ID and click the Next button.
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.
a. Monitor your Calvin College email regularly for an email from admin@swol123.net.
b. Open the email and click the link to create a password and finish creating your SportsWare account.
6. Once you have created a password, go back to https://www.swol123.net, enter your username (Calvin College
email) and newly created password and click the Login button.
7. Click on the My Info tab in the upper left hand corner and complete/update all fields for all tabs.
a. General: Fill out all pertinent fields under General and Sports/Group.
b. Address: Fill out all pertinent fields for Primary Address (Home) and Secondary Address (College).
c. Emergency: Fill out all pertinent fields for Primary Emergency Contact (Typically your parents) and
Secondary Emergency Contact (Typically a relative or close family friend).
d. 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).
e. Medical:
i. 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.).
ii. Immunizations: Enter the date of your most recent vaccination for each condition listed.
iii. 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)
iv. Doctor: Enter your personal physician’s name and phone number.
f. Paperwork: You do NOT need to complete this or any tabs after it.
g. Click the Save button to save all changes.
8. 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.
9. 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 document called the Incoming Athlete PPE Package. You will need to
have the Adobe Reader software, which you can download at: http://www.adobe.com/. You may choose to print it and fill
it out by hand or you can fill it out using your computer and then print it (Recommended). If you complete it using 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
a. 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.
2. Medical History Questionnaire
a. Answer all questions by selecting “Yes” or “No.” If you answer yes or check any boxes for specific
conditions, explain in the space provided.
b. Sign the document where indicated by choosing one of the following options:
i. Physically sign it after you have completed, saved, and printed the entire Physical Package.
1. If you are still a minor, please make sure your parent/guardian also signs/dates the form.
ii. Sign it electronically using Adobe Reader by clicking on the Sign, Add Text or Send a
Document for Signature button in the toolbar.
1. Click the Place Signature button to add or create a signature
2. Select Draw My Signature from the dropdown menu
3. Draw your signature and click the Accept button
4. Place the signature image wherever indicated in the document
5. Click the Add Text button to add the date where indicated in the document
6. If you are still a minor, please make sure your parent/guardian also signs/dates the form.
3. Incoming Student-Athlete Baseline Concussion Testing Form
a. Complete Part I only. For each symptom listed, select the number that is closest to how you normally feel.
b. Read and sign where indicated by choosing one of the previously explained signature options.
4. Student-Athlete Sickle Cell Trait Status Verification Form & Student-Athlete Sickle Cell Trait Status
Waiver
a. 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 wellbeing during athletic participation. Completion of the Waiver Form is not recommended.
b. If completing the Verification Form:
i. 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.
c. If completing the Waiver Form:
i. Read and sign the document where indicated by choosing one previously explained signature
options.
ii. Make sure that a witness also documents your signature.
5. Acknowledgement of Insurance Requirements and Coverage Form
a. 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.
i. If you are on your own health insurance plan (i.e. KnightCare) and not a minor, your
parent/guardian does not need to sign.
6. Incoming Athlete Waivers
a. Read and sign the document where indicated by choosing one previously explained signature options.
7. MIAA Individual Certification of Eligibility
a. Fill out all incomplete fields.
b. Read and sign the document where indicated by choosing one previously explained signature options.
8. Calvin College Sports Questionnaire
a. Fill out all incomplete fields.