2. Key Points for 2013-2014
Changes to the Official Special Olympics Release Form
New housing policy added
Many agencies may still have on hand the older version of the Release form - it’s ok to
use these up. However, the new forms are available online. Over the next three
years, every athlete with the current Release form on file will need to have an
addendum to the current form signed regarding the new housing policy. You will
receive more information about this in 2014.
The Healthy Athletes section has been expanded on the new form to include the new
disciplines that have been added over the years.
Flag Football medical deadline will be September 15
The Application for Participation (Medical) form, Official Special Olympics
Release form (English version), Unified Sports ® Partner Form and Special
Exam Form have been revised to a new font. Many agencies may still have on
hand the older version of these forms and it’s ok to use those up. The new
forms can be found on the website at the bottom of the Agency Management
Page or the Sports, Athletes and Health Page under “Become and Athlete” link.
Reminder - a roster listing every athlete whose medical will expire prior to the
last day of the next State Tournament is mailed 6 weeks prior to that
Tournament’s medical deadline
3. A Few Medical Reminders
An athlete’s medical must remain valid through the LAST DAY
OF STATE COMPETITION for that sports season
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 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. Medical Deadline Dates
February 1 (Indoor Sports Season) – Basketball & Gymnastics
April 1 (Summer Games Season) – Aquatics, Athletics, Soccer &
Powerlifting
June 1 (Outdoor Sports Season) – Softball/Teeball, Tennis, Golf &
Bocce
September 15 – Flag Football
October 1 (Fall Sports Season) – Bowling & Volleyball
December 1 (Winter Games Season)– Skiing, Snowshoeing &
Snowboarding
Medicals/Release Forms MUST be postmarked by the medical
deadline date for the season/sport the athlete is participating in
Medical restrictions do NOT have to be lifted by the medical deadline
date
However, they MUST be lifted one week following the event entry
deadline
Healthcare provider notes CAN be faxed to the Headquarters 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 the Headquarters 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, please double check this section before mailing!
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 date of exam 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
Bottom portion
Must be completed if the athlete is an adult AND their own guardian
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 (and
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 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 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.
8. Down Syndrome Restrictions
If the Down Syndrome section is completed in error, yet there is a
note on file indicating the athlete does not have Down Syndrome,
they will not be restricted from any of the sports previously listed
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 (DO NOT CROSS OUT OR OTHERWISE
ALTER SECTION YOURSELF):
Note written to the left side of Down Syndrome section of medical
Stapled strip of paper covering section with a reminder to healthcare provider to
complete only if athlete has Down Syndrome
Lifting any restrictions or 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. Down Syndrome Exam Form
W
rap-up
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
10. Missing Medical Deadlines
New Athletes
Returning 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
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 sectional and/or 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 Sotelo at the Headquarters Office
11. Potpourri
If someone other than the Agency Manager is responsible for
your athletes’ medicals, please let Samantha Sotelo at the
Headquarters Office know and she can mail updated rosters
and/or copies of medicals to them
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
Get those medicals in EARLY!
Per insurance coverage guidelines, SOI policy states an athlete’s
medical must be received and approved BEFORE STARTING
PRACTICE.
