BIA Assessment Reconciliation Process

1. Assess Participants and Retain BIA Data Forms

Use the OSAA Bia Data Form to record on-site assessments. Each participant being assessed must have his/her own physical copy of the data form filled out and retained by the assessor. Staple the assessment print-out to the data form. Keep all data forms and ensure that each one is filled out correctly and ensure the form's instructions have been followed.

2. Update and Print TrackWrestling Alpha Masters

Log into the TrackWrestling website. Record all of your assessments for each school, updating the school's alpha masters. Print a copy of each school's alpha master.

3. Complete and Print an OSAA Reconciliation Report Form

Log into the OSAA website. Create a new OWWMP BIA Assessment Reconciliation Report Form. Include all assessments, even if the assessment was completed at no charge to the school. You can include multiple schools on the same reconciliation report. Verify the reconciliation for each school, ensure the total number of assessments matches the count from the Alpha Master and the number of BIA Data Forms. Submit the form then print a copy of the reconciliation report form.

4. Mail Supplemental Materials to the OSAA Office

Group all BIA Data Forms by school. Place that school's Alpha Master on the top of that group. Finally, put the reconciliation report form on the very top of all of the paperwork. Mail this entire packet in one envelope to the OSAA office.

How to Use the Reconciliation Report Form

ID Number

Each reconciliation report form is assigned its own unique ID number. This ID number is useful for identifying your report form. ID numbers are 8 digits, with the first 4 representing the school year. ID numbers are automatically assigned whenever a new form is created. Your form's ID number is located near the top of this form.

Form Status

Your report form will go through several steps. The normal work-flow is outlined in the form status section, listing all of the steps the form will follow.

• Future steps are shown in light gray text.
• The current form's status is indicated with bold, blue text and an action icon, .
• Completed steps appear with black text and have a green check mark, .
• If your form requires additional information, its status will appear in bold, orange text with an alert icon, .

Possible Form States

• WORK, "Work in Progress" - the form is incomplete and has not been submitted to the OSAA yet. This is the initial default state. In this state, the form can be edited as many times as necessary. Any changes to the form are automatically saved. In this state, the form is assumed to be under revision and is unofficial. You must submit your form to move to the next step and change your form's state out of this WORK phase.
• PEND, "Pending" - the form has been submitted to the OSAA office. The form can no longer be edited. The status is pending because you must mail in supplemental materials with individual assessments to the OSAA office. Your form will remain in this PEND phase until all of the claimed assessments on the form have been physically accounted for in your mailed package. Once your mailed forms have been received, the OSAA office will change the form's status.
• RECD, "Received" - the form and all required materials have been received by the OSAA office. If the reconciliation report form is verified with physical copies of the assessment forms you mailed to the OSAA office, your form's status will change to RECD. In this state, no further action is required on your part, you have completed all of the required steps. The OSAA office will process payments for all received forms per the listed schedule.
• INSF, "Insufficient/Missing Information" - the form is missing some required information or an insufficient amount of supplemental materials was received. If you submitted your form, but did not send in all of the assessment paperwork, the OSAA office may change the status of your form to INSF. In this phase, you can edit the form online or send in additional materials. Once you re-submit a form in this phase, it will revert to the previous state of PEND.
• DONE, "Done/Finished/Paid" - the form has had its payment processed and no further action is required. This final DONE state means that a check has been issued to the form's assessor. The record of this form will remain in the database for future reference.

Editing Your Personal Information

Click the Edit Information button in the Assessor Information section to update your personal information. You can edit your name, phone number, e-mail address, and mailing address. Please keep your information up to date, as payments will be sent to that mailing address and the OSAA office might need to contact you via e-mail or phone.

Adding an Assessment Record

The reconciliation must list all assessments you performed for each school, even if there was no cost to do the assessment. To create a new assessment record for a school, click the Add Assessment button in the Assessments section.

1. Select Program
   Select which school / coop you did the assessments for. You must choose an activity program name from the drop-down list. This list is populated with all approved wrestling programs with the OSAA for that school year. If a school does not appear on the list, contact the OSAA office at (503) 682-6722 or e-mail {{ Helpers::obfuscateEmailLink('support@osaa.org') }}.
2. Select Location
   Choose if the assessments were completed at a home site or at a regional site. This choice is important because it influences the limit of the cost per assessment field.
3. Number of Pass Fail
   Type in the number of assessed participants that passed and the number that failed the hydration assessment. The total number of assessments will be updated automatically.
4. Specify the Cost Per Assessment
   The maximum cost per assessment is determined by the selection of location. Home site assessments are limited to $4.50 per assessment. Regional site assessments are limited to $5.50 per assessment.
5. Enter Mileage Payment, If Any
   If you previously arranged a mileage payment with the school before doing the assessments, enter in the total amount of the mileage payment. The payment of mileage should not exceed the current IRS mileage rate. If you are not receiving a mileage payment, leave this field blank.
6. Verify Total Charge
   The total charge field will be updated automatically. Ensure the numbers look right.
7. Click Add
   When finished, click the Add button to add this new assessment to your reconciliation report form. Ensure this information is correct. Once an assessment record is created, it cannot be edited.

Removing an Assessment Record

If you need to delete an assessment record or a record was entered incorrectly, you can click the trash icon. This icon is located on the far right of each assessment record's row. You will be asked to confirm that record's deletion before the assessment record is removed.

Payment Schedule

Payment will be sent to the address provided on the reconciliation report. Payment will be made monthly according to the following schedule.

November Assessments

Checks will be mailed the 1st week of December.

December Assessments

Checks will be mailed the 2nd week of January.

January Assessments

Checks will be mailed the 1st week of February.

February Assessments

Checks will be mailed the 1st week of March.