2. What’s New for 2012-2013?
Blank forms are still available online – can be found at the bottom of
the Agency Management Page or Athlete Page under “Become and
Athlete” link
Application for Participation Form (medical)
Release Form
Unified Sports® Partner Form
Down Syndrome Special Exam Form
New Application for Participation Forms (to be distributed in the fall)
will not ask for SS#s, however will ask for athlete email address if
available
Medical restrictions will now be required to be lifted no later than the
end of business day one week following the event entry deadline for
that sport.
3. A Few Medical Reminders
Medicals need to be renewed every three years from the date of either:
The date of the physical exam (DOE)
The date of the doctor’s signature
If there is a DOE listed, the expiration date is ALWAYS three years from that
date, NOT the date the doctor signed the form
Social Security Numbers are NOT required on medical forms – if you
have an old form just cross this section out.
If an athlete needs a new medical form but their insurance/MA does
not allow for another physical, the athlete can have the doctor write the
date of the last physical exam on the form.
4. The Fab Five Medical Deadlines
October 1 (Fall Sports Season) – Bowling & Volleyball
December 1 (Winter Games Season)– Skiing, Snowshoeing & Snowboarding
February 1 (Indoor Sports Season) – Basketball & Gymnastics
April 1 (Summer Games Season) – Aquatics, Athletics, Soccer & Powerlifting
June 1 (Outdoor Sports Season) – Softball, Tee Ball, Tennis, Golf & Bocce
An athlete’s medical must remain valid through the LAST DAY OF STATE
COMPETITION FOR THAT SEASON
Get those medicals in EARLY!
Per insurance coverage guidelines, SOI policy states an athlete’s medical must be received
and approved BEFORE STARTING PRACTICE.
Medicals/Release Forms MUST be postmarked by the medical deadline date for the
season the athlete is participating in
Medical restrictions do NOT have to be lifted by the medical deadline date
They MUST, however, be lifted prior to area competition
Healthcare provider notes CAN be faxed to the Program Office
5. Medical Form Mishaps
Medicals will not be processed for the following reasons:
The medical is not a Special Olympics Wisconsin medical
Athlete name/Agency Name or Number is missing
The medical is faxed to our office – however, medicals that have been faxed
back and forth to a doctor’s office but are MAILED to the Headquarters
Office ARE acceptable
Signature under Health History section is missing – this is the most
common error!
Physical Exam section is blank – we cannot process forms that have physical
notes attached instead of this section being completed.
The healthcare provider’s signature is missing (stamps are acceptable)
The healthcare provider signature date and/or DOE is missing
Restrictions/Healthcare provider comments are unclear
The medical was signed by a R.N., L.P.N., or D.C.
There is no Release form attached or in the database
6. Those Confusing Release
Forms…
Release forms only need to be completed once unless there is a change in guardianship
Top portion
Must be completed if the athlete is an adult AND their own guardian
Bottom portion
Must be completed if the athlete is either:
A minor
An adult but NOT their own guardian
Release forms will not be processed if:
The adult athlete’s signature is missing if they are their own guardian
The witness line is incorrectly completed/left blank
An athlete cannot be their own witness – this section is commonly (mistakenly)
completed by the athlete
Any section is crossed out/altered with exception to the Healthy Athletes section
There is no medical form for the athlete attached or on file
The signature of the parent/guardian is missing if the athlete is a minor/not their own
guardian
7. Down Syndrome Special Exam
Forms
Any Down Syndrome athlete who wishes to compete in the following sports MUST have a
Down Syndrome Special Exam form on file:
Alpine skiing, soccer, artistic gymnastics, powerlifting, snowboarding, diving start, butterfly stroke,
squat lift, high jump and pentathlon
If the healthcare provider completes the Down Syndrome section on the medical form,
even in error, and there is no Down Syndrome Special Exam form attached or on file, the
athlete will be assumed to have Down Syndrome, be restricted from the above sports and
the comment “NEED SPECIAL EXAM FORM COMPLETED” will be added to their
file
If we have a note from the healthcare provider on file indicating the athlete does not have Down
Syndrome, and the Down Syndrome section is completed in error, they will not be restricted from
any of the above sports
If the athlete isn’t participating in the above sports and their file indicates they need a Special
Exam Form, they don’t have to complete one.
We cannot assume the comment “N/A” means that the athlete does not have Down
Syndrome.
Methods used to prevent the Down Syndrome section being completed in error:
Note written on side of Down Syndrome section of medical
Strip of paper covering section with a reminder to healthcare provider to complete only if athlete
has Down Syndrome
8. What else you should know about
Down Syndrome Restrictions
If an athlete’s previous medical indicated they have Down Syndrome, and the
Down Syndrome section on their new medical is blank, THEY ARE STILL
PRESUMED TO HAVE DOWN SYNDROME
If an athlete’s previous medical did not indicate Down Syndrome, and the
Down Syndrome section on their new medical has been completed (even in
error), THEY ARE NOW PRESUMED TO HAVE DOWN SYNDROME
Lifting medical restrictions/clarifying if an athlete does not have Down
Syndrome does NOT have to be completed by the medical deadline date
Restrictions/clarifications MUST, however, be completed by the end of business day
one week following the event entry deadline date
Notes from healthcare providers CAN be faxed to the Headquarters Office
9. Missing Medical Deadlines
New Athletes
Once the medical and Release forms are received by our office they may practice for
the rest of that sports season but not compete
Returning Athletes
If their current medical expires after district/regional competition but prior to
sectional competition – the athlete may compete in the
district/regional event only
If their current medical expires after sectional competition but prior to state
competition – the athlete may compete in both district/regional
and sectional events but CANNOT ADVANCE TO STATE
Late medical/Release forms
Processed after eligible, competing athletes have been divisioned and advanced to State
This may be up to a month or more after the medical deadline
Questions on whether a medical/Release form has been received? Call or email Samantha
VeDepo at the Headquarters Office
10. Potpourri
Reminder - parents/guardians and athletes can view their own medical
expiration date online from the Athlete Page on our website
The athlete’s DOB must be entered MM/DD/YYYY
If someone other than the Agency Manager is responsible for your
athletes’ medicals, please let Samantha VeDepo at the Headquarters
Office know and she can mail updated rosters and/or copies of
medicals to them
A roster listing every athlete whose medical will expire prior to the last
day of the State Tournament will be mailed to Agency Managers
and/or their medical directors 6 weeks prior to that Tournament’s
medical deadline
Updated rosters are mailed to agencies every 2-3 weeks if the agency
has had any changes during that time including:
New athletes
Athletes that have transferred to the agency
Athletes that have been removed from their roster
