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 us as we continue to strive for
excellence, both in the classroom and on the athletic field.
Sports Medicine
Spoelhof Fieldhouse
Complex
Playing college sports is a big responsibility and this letter will help you to understand some of
those responsibilities. It contains lots of very important information and instructions about
physicals, scheduling, and forms that you will need to complete in order to participate in athletics
at Calvin College. Please read through it carefully to make sure that you understand everything
you need to do. We realize that this is a lot of stuff and will take time, but doing these things
ahead of time save a lot of time when you come to campus and makes life a lot easier. Also, you
should also 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 in a few short weeks!
Joe Dykstra – Head Athletic Trainer
Phone: 616-526-7630
Fax: 616-526-8478
www.calvin.edu
Instructions
Pre-Participation Exam
New student-athletes (freshmen or transfers) who want to participate in Calvin College NCAA
Athletics or ACHA Men’s Ice Hockey are required to have a Pre-Participation Exam (PPE) prior
to trying out or participating in any practices or games. This PPE must be completed by the
Calvin College Team Physician or designate. These PPEs will be completed on campus in the
athletic training room prior to the start of your first practice. A one-time $15 charge will be issued
to your miscellaneous account after the completion of your PPE. You MUST register for your
PPE prior to coming to Calvin College. 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 receive full instructions for registration.
Each date has a specific sport emphasis based on when your team starts official activities, but any
new student-athlete may register for any date based on their personal availability, regardless of
sport. Earliest time slots must be filled first before the later time slots will be opened. Exceptions
will only be made in the case of arrival flight times. If you have any questions or problems
signing up for a physical please contact us.
Friday, August 15, 2014 – 3:00pm
Emphasis on Men’s Soccer, Volleyball, and Men’s Golf
August 15 PPE Registration Website
Monday, August 18, 2014 – 7:00am
Emphasis on Women’s Soccer and Women’s Golf
August 18 PPE Registration Website
Tuesday, August 19, 2014 – 7:00am
Emphasis on Men’s & Women’s Cross Country
August 19 PPE Registration Website
Tuesday, September 2, 2014– 4:00pm
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 22, 2014 – 4:00pm
Emphasis on Men’s & Women’s Basketball
September 22 PPE Registration Website
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. Your
team has a specific time and location where you must report for this testing. If you are unable to make this appointment,
please speak with a member of the athletic training staff during your PPE.
Men’s Soccer (Pre-Season Participants) – Friday, August 15, 2014 @ 5:00pm (Hekman Library – 120)
Women’s Soccer – Monday, August 18, 2014 @ 9:00am (Hekman Library – 120)
Men’s Soccer (Non-Pre-Season Participants) – Tuesday, September 2 @ 7:30pm (Hekman Library – 120)
Ice Hockey – Tuesday, September 2 @ 8:10pm (Hekman Library – 120)
Baseball – Tuesday, September 2 @ 8:50pm (Hekman Library – 120)
Softball – Tuesday, September 2 @ 8:50pm (Hekman Library – 120)
Pole Vault – Tuesday, September 2 @ 8:50pm (Hekman Library – 120)
Diving – Tuesday, September 2 @ 8:50pm (Hekman Library – 120)
Women’s Lacrosse – Tuesday, September 2 @ 9:30pm (Hekman Library – 120)
Men’s Lacrosse – Tuesday, September 2 @ 9:30pm (Hekman Library – 120)
Men’s Basketball – Monday, September 22 @ 7:30pm (Hekman Library – 120)
Women’s Basketball – Monday, September 22 @ 8:15pm (Hekman Library – 120)
SportsWare Online
Calvin College Sports Medicine uses an online medical record keeping system called SportsWare which allows us to track
your injuries and have quick access to addresses, phone numbers, insurance, and emergency contact information. 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. If you would like to upload a
photo, you may also do that.
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 may choose to scan and
upload a photo of your insurance card. 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.”
You may fill this out, but do not need to as we use a different form for tracking medical histories. See Athlete
Physical Package below.
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 Physical Package
All of the forms you’ll need to fill out are located in one editable PDF document we call the Incoming Athlete Physical
Package. You will need to have the Adobe Reader software, which you can download at: http://www.adobe.com/. You
may choose to print the forms and fill them out by hand or you can fill them out on your computer and then print them
(Recommended). Completing them electronically allows fields on separate forms with the same information to autopopulate, saving you time, and ensures that we’ll be able to read everything, saving everyone time. If you complete it
electronically, make sure to save a copy of the completed document to your computer. See the next section for instructions
for completing each individual form.
Either way, make sure to submit all of the 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 sending 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. Start by entering your name. Once you are finished with
the first field, you may press the “Tab” key to advance to the next field.
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. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. 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. For each symptom listed, select the number that is closest to how you normally feel.
b. If you normally experience other symptoms, please enter in the space provided. Otherwise, leave it blank.
c. Read through the statement below the symptom sheet.
d. Sign the document where indicated by choosing one of the following options:
i. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. 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 using the instructions listed under Medical History
Questionnaire. If you are still a minor, please make sure your parent/guardian also signs/dates the
form.
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. Most 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. Again, completing the waiver is not recommended.
ii. Read and then sign the document where indicated by choosing one of the following options:
1. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. If you are still a minor, please make sure your
parent/guardian also signs/dates the form.
2. Sign it electronically using Adobe Reader by using the instructions listed under Medical
History Questionnaire. If you are still a minor, please make sure your parent/guardian
also signs/dates the form.
3. Make sure that a witness also documents your signature.
5. Acknowledgement of Insurance Requirements and Coverage Form
a. Read and then sign the document where indicated by choosing one of the following options:
i. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. 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 using the instructions listed under Medical History
Questionnaire. If you are still a minor, please make sure your parent/guardian also signs/dates the
form.
b. If you are on your own health insurance plan (i.e. KnightCare) and not a minor, your parent/guardian does
not need to sign.
c. Once you have completed, saved, and printed the entire Physical Package, come back and attach
front/back copies of your insurance card where indicated.
6. Incoming Athlete Waivers
a. Read and then sign the document where indicated by choosing one of the following options:
i. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. 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 using the instructions listed under Medical History
Questionnaire. If you are still a minor, please make sure your parent/guardian also signs/dates the
form.
7. MIAA Individual Certification of Eligibility
a. Fill out all incomplete fields.
b. Sign the document where indicated by choosing one of the following options:
i. Once you have completed, saved, and printed the entire Physical Package, come back and
sign/date in the space indicated. 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 using the instructions listed under Medical History
Questionnaire. If you are still a minor, please make sure your parent/guardian also signs/dates the
form.
8. Calvin College Sports Questionnaire
a. Fill out all incomplete fields.
REMEMBER: If filling out electronically, save a copy of the Physical
Package to your computer and print a paper copy to turn in to Calvin
College Sports Medicine as directed above.