Creating a New Student Eligibility Request Form

Instructions

To create a new form, follow the instructions included on the page. Each instruction is marked with an info icon, . Please use proper capitalization, do not type in all caps.

Note: If you refresh the page during this step, your previously input information will be lost and you will have to start over from scratch.

Form Fields

The information you input on this form will be used to setup a new student eligibility request form for submitting a hardship waiver. Each field on the form is required, except as noted. The fields are described as follows:

School Name - The name of your school. If the school listed is not correct, close the form by clicking the "Cancel" button and create a new form by selecting a different school.
School Year - The school year for which you are requesting the student to be eligible.
Waiver Type - The appropriate hardship waiver for which you are requesting exemption. Select an option and additional information will be displayed including rule references.
First Name - Student's first name.
Middle Initial - Student's optional middle initial.
Last Name - Student's last name.
Date of Birth - The student's birth date. Click this field to bring up a date picker. Once you select a date, the student's age will be calculated.
Country - The student's country of origin.

Action Items

When you start working on the form, you'll notice blue arrows pointing to form fields that require input. Please supply an input for these fields. Once you input something, the arrows will disappear.

Moving onto Step 2

Once all of the required information is provided and all of the blue arrows are gone, a green arrow will point to the "Next" button. Click this button to generate your form. get(); ?>

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OSAA Rule rule; ?> - name; ?>, handled by the default_handler_type); ?>.

Your Form Was Successfully Created

Please Read This Information About Your New Form

A Notification Has Been Sent

You have just been sent an e-mail notification indicating that your form was created and assigned a unique ID number. If, for any reason, you need to close your form and pick up editing at a later time, you can refer to that e-mail for a link back to this form.

Eligibility Form Process

1. Create Form -

Done

Your form's current status is WORK - A Work in Progress:

waiver->waiver_status, array('WORK'))): ?>

WORK

RECD

PEND

DONE

waiver->waiver_status, array('RECD'))): ?>

WORK

RECD

PEND

DONE

waiver->waiver_status, array('PEND'))): ?>

WORK

RECD

PEND

DONE

waiver->waiver_status, array('DONE', 'APPL', 'ARCH'))): ?>

WORK

RECD

PEND

DONE

waiver->waiver_status, array('INSF'))): ?>

INSF

RECD

PEND

DONE

waiver->waiver_status, array('WTDN'))): ?>

WTDN

2. Fill In All Information

Fill in all required information on the form. Required fields are indicated with a red asterisk, *. You can check if your form meets all of the requirements by clicking the "Run Check" button.

waiver_type->default_handler_type, 'Executive Director')): ?> 3. Submit Online Form

Click the "Submit" button to submit your completed online form to the OSAA. If you entered in all of the required information and attached all of the required files, your form's status will change to RECD - Received. Your form will then turn to PEND - Pending if your form passes muster by OSAA examination, or it will be returned as INSF - Insufficient if you missed something.

3. Submit & Print Form

Click the "Submit" button to verify your online form is complete. If you entered in all of the required information and attached all of the required files, your form's status will change to PEND - Pending. You will see a PDF view of your form displayed. Print a copy of your form and send it to your District Athletic Committee. Instructions will be provided on the printable version on your form.

Using This Form

Auto-Save: Changes to your form are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.)

Auto-Refresh: Some fields will trigger your form to reload. You will see your page refreshed with updated information.

More Help: Click the "Help" button anytime for detailed instructions. For assistance, contact OSAA Support: (503) 682-6722 x228 or .

Got it, let's get started

Editing a Student Eligibility Request Form

Editing Form waiver->id; ?>

You are currently editing the Student Eligibility Request Form seeking a hardship waiver for student->getDisplayName(); ?> to be eligible to participate at school->name; ?>.

Using This Form

Auto-Save: Changes to your form are automatically saved after a field's value is confirmed (i.e. clicking outside of a text box or tabbing to another field.)

Auto-Refresh: Some fields will trigger your form to reload. You will see your page refreshed with updated information.

More Help: Click the "Help" button anytime for detailed instructions. For assistance, contact OSAA Support: (503) 682-6722 x228 or .

Form Actions

The "Form Actions" section is the gray area underneath the header at the top of the form:

Print - This generates a PDF version of the request form.
Withdraw - If you no longer wish to seek a hardship waiver, you can redact your form by clicking this button. You cannot withdraw a form after it has been submitted. Once withdrawn, forms cannot be reinstated.
Run Check - Click this button to check if your form meets all of the requirements to be submitted.
Submit - Click this button to submit your form.
Mail Merge - This will generate a CSV file that will be downloaded automatically. Use this CSV file as the data source for a new mail-merge document for notification letters.

waiver_status->slug, 'WTDN')): ?>

This Form Is Withdrawn

This form has been withdrawn and it cannot be edited. There is nothing left to do with this form. waiver_status->slug, 'WORK')): ?>

Next Steps

You will need to fill in Additional Information: student's current address, student's parent/guardian information, enrollment history and academic records, etc.

You will need to Add Enrollment Records for this student's full high school academic progress. An up-to-date student enrollment record history is required. (Foreign exchange students are not required to have enrollment histories entered for academic progress outside the United States.)

Note: This online form's enrollment record requirement cannot be substituted by an attached academic transcript. required_files) > 0): ?>

Required Files

required_files->missing > 0): ?> You must upload files in order to submit this form. The following file types must be uploaded and attached to this waiver: You have uploaded all of the required files. You can attach additional files if you want to provide additional information for consideration.

required_files->types as $type): ?>

uploaded): ?>

name; ?>

description; ?>

waiver_status->slug, 'RECD')): ?>

Next Steps

Your form has been submitted and it can no longer be edited. Once the OSAA has verified all of the required information has been submitted, the form's status will be changed to pending (PEND) or returned as insufficient (INSF.)

If you form is returned as insufficient, you will be able to edit the form and add additional information. A note will indicate why your form was returned as insufficient. waiver_status->slug, 'INSF')): ?>

Next Steps

Your form has been returned as insufficient. The reason for this is explained below.

data->insufficient_notes)->notes; ?> [data->insufficient_notes)->user; ?>]

Please be sure to provide all of the required information.

Fill in any missing information or upload additional files.
Click the "Run Check" button to verify your form can be submitted.
Click the "Submit" button to re-submit your form.

waiver_status->slug, 'PEND')): ?>

Next Steps

Your form has been submitted and received. A decision is currently pending. waiver_status->slug, 'DONE')): ?>

A Decision Has Been Made

A decision has been made. Refer to the form's "Decisions" section for the outcome of your request. A notification has been sent.

If you want to appeal this decision, please do so by sending an e-mail with your request for an appeal to the OSAA Executive Director, Tom Welter (tomw@osaa.org.) waiver_status->slug, 'APPL')): ?>

Decision Is Being Appealed

A decision has been made that is being appealed. Refer to the form's "Appeals" section for additional information. waiver_status->slug, 'ARCH')): ?>

Form Is Archived

This form has been archived. It will be retained in the database for record keeping purposes for up to five years.

Adding a New Student Enrollment Record

What Is an Enrollment Record?

A student enrollment record is a history of a specific student's academic progress. A record indicates the student's academic progress throughout his/her high school career.

Waiver Requirement

An up-to-date student enrollment record history is required to submit an eligibility request form. Foreign exchange students are not required to have enrollment histories entered for academic progress outside the United States.

Note: This online form's enrollment record requirement cannot be substituted by an attached academic transcript.

Add Enrollment Record Utility

Use this utility to create a new student enrollment record. Click the "Add" button to save this record to your form. Click "Cancel" button to discard any changes and close the utility window without saving.

Form Fields

All fields in this utility must have a value, including:

School Year - The academic school year for this enrollment period.
Grade - The student's grade in school during this school year (9, 10, 11, or 12.)
Grading Period - The academic term during the selected school year, this field indicates which semester or trimester the enrollment period covered.
Dates Attended - When was the student enrolled? When was the First Date of the academic term and when was the Last Date? These entries should be provided in MM/DD/YYYY format.
School - The name of the school the student attended during this period. As you type, suggested school names will appear in a list below the form field.
# Credits Earned - The number of academic credits the student earned during this enrollment period. The value entered can be a decimal number.
# Classes Passed - How many classes did the student pass during this enrollment period? This entry must be a whole number.

Editing an Existing Student Enrollment Record

Edit Enrollment Record Utility

Use this utility to edit an existing student enrollment record. Click the "Save" button to save this record on your form. Click "Cancel" button to discard any changes and close the utility window without saving. To delete this record, close the utility and click the record's trash can icon from the form editor.

Form Fields

All fields in this utility must have a value, including:

School Year - The academic school year for this enrollment period.
Grade - The student's grade in school during this school year (9, 10, 11, or 12.)
Grading Period - The academic term during the selected school year, this field indicates which semester or trimester the enrollment period covered.
Dates Attended - When was the student enrolled? When was the First Date of the academic term and when was the Last Date? These entries should be provided in MM/DD/YYYY format.
School - The name of the school the student attended during this period. As you type, suggested school names will appear in a list below the form field.
# Credits Earned - The number of academic credits the student earned during this enrollment period. The value entered can be a decimal number.
# Classes Passed - How many classes did the student pass during this enrollment period? This entry must be a whole number.

Uploading and Attaching a File to the Waiver

Why Upload Files?

Some eligibility waivers require additional information that cannot be easily captured on an online form. Schools might also want to provide additional information to be considered regarding a student's eligibility.

Uploading files and attaching them to a waiver is easy and allows for additional information to be provided.

Required File Types for this Waiver

For the current waiver you're editing, you must upload the following files types:

required_files->types as $type): ?>

uploaded): ?>

name; ?>

How to Upload & Attach a File

To upload a new file and attach it to the waiver, you need to use the upload file utility and complete these two steps:

Step 1 - Select the File Type

First, select what type of file you are attaching to the waiver. There are many types of files, some are required, others are optional. When you choose an option, a description of the file type will be displayed below the drop-down list to provide you with more information.

Step 2 - Select the File on Your Computer to Upload

Click the button to bring up a file browser window. Navigate to the file's folder on your computer and select a single file to upload.

File Restrictions

Although almost any file extension can be accepted, it is preferable to upload files in a commonly readable format like Adobe PDF. (I.e., files with extension ".pdf" work the best.) The OSAA office uses Microsoft Office 2013. Uploading a Mac/Apple formatted file may add a delay to processing your waiver because your files may have to be re-formatted to Windows readable files.

The maximum file size that can be uploaded for a single file is 8 MB.

Digitally Signing the Affirmation Statement

Affirmation Statement

Under penalty of perjury, the parties below do affirm that no coach, parent, administrator, teacher, or other representative of the current school initiated contact or offered any inducements for the purpose of having the student attend the current school for athletic participation. Further, they authorize release of permanent school records to the Oregon School Activities Association.

Required

In order for your eligibility request to be considered by the OSAA Executive Director or the District Athletic Committee, both the school's administrator (Principal or Superintendent,) and the student's parent/guardian or host family must agree to the affirmation statement.

How to Sign

There are two ways to sign the affirmation statement.

1. Digital Signatures

Using the online form, you can add a signature for each party. The party must read the affirmation statement, then he or she must then type in his or her full legal name in the text box. (/s/ indicates an electronic signature.) Once both parties have signed, the form can be submitted.

2. Print & Sign Signatures

You can alternatively download a blank signature form to print off, sign, scan, and upload to this online form. This method is useful when the student's parent/guardian is not present to digitally sign the form at the time of submission. You can print off the blank form and send with the student home for a signature. The blank signature form has instructions on how to upload the file and attach it to your waiver.

Student Eligibility Request Form

Viewing Form waiver->id; ?>

You are currently viewing the Student Eligibility Request Form seeking a hardship waiver for student->getDisplayName(); ?> to be eligible to participate at school->name; ?>.

Form Actions

The "Form Actions" section is the gray area underneath the header at the top of the form:

Print - This generates a PDF version of the request form.
Edit Form - Use this button to edit your form. You cannot edit the form after it has been submitted.
Withdraw - If you no longer wish to seek a hardship waiver, you can redact your form by clicking this button. You cannot withdraw a form after it has been submitted. Once withdrawn, forms cannot be reinstated.
Mail Merge - This will generate a CSV file that will be downloaded automatically. Use this CSV file as the data source for a new mail-merge document for notification letters.

waiver_status->slug, 'WTDN')): ?>

This Form Is Withdrawn

This form has been withdrawn and it cannot be edited. There is nothing left to do with this form. waiver_status->slug, 'WORK')): ?>

Next Steps

Ensure all information is provided. Edit your form to provide additional information or attach required items. The next step is to submit the form.

Click the "Edit Form" button to bring up the form editor.
Click the "Run Check" button to verify your form can be submitted.
Click the "Submit" button to submit your form.

waiver_status->slug, 'RECD')): ?>

Next Steps

Your form has been returned as insufficient. The reason for this is explained below.

data->insufficient_notes)->notes; ?> [data->insufficient_notes)->user; ?>]

Please edit your form and provide all of the required information.

Click the "Edit Form" button to bring up the form editor.
Fill in any missing information or upload additional files.
Click the "Run Check" button to verify your form can be submitted.
Click the "Submit" button to re-submit your form.

waiver_status->slug, 'PEND')): ?>

Next Steps

Your form has been submitted and received. A decision is currently pending. waiver_status->slug, 'DONE')): ?>

A Decision Has Been Made

Decision Is Being Appealed

A decision has been made that is being appealed. Refer to the form's "Appeals" section for additional information. waiver_status->slug, 'ARCH')): ?>

Form Is Archived

This form has been archived. It will be retained in the database for record keeping purposes for up to five years. waiver_type->default_handler_type, 'Executive Director')): ?>

Your Form Was Submitted Successfully

Next Steps

Waiting for Inspection
Form was received, OSAA staff will review your form to ensure all information is provided.

Pending, Waiting for a Decision
If your form passes muster, the OSAA Executive Director will consider your request.

- Or -

Form Returned as Insufficient
Otherwise, your form will be returned as insufficient. You'll need to add more information.

A Notification Has Been Sent

An e-mail was just sent to the OSAA office indicating that your form has been submitted, your school was also copied on that notification. You can refer to that e-mail for a link back to this form.

Directions

You do not need to send a copy of your form to the OSAA. By submitting the online form, the OSAA has been notified and can access your form online to make a decision.

It is recommended to print a copy of this form for your own records.

Your Form Is Ready to Be Printed

Next Steps

Print Your Form
Click the "Print" button to view a printable PDF version of your form.

Send to District Athletic Committee
Send your form directly to your District Athletic Committee with any other attachments.

Wait for a Decision
The District Athletic Committee will notify your school of the decision.

A Notification Has Been Sent

You have just been sent an e-mail notification indicating that your form is ready to be printed. You can refer to that e-mail for a link back to this form.

Directions

Send this printed Student Eligibility Request Form and any attached files to your District Athletic Committee. Do not send this to the OSAA office. Keep a copy for your school's records. Allow five business days for your request to be processed. Once a decision is made, the District Athletic Committee will notify your school.

Adobe PDF

A printable version of your form is generated as an Adobe PDF file. You can learn more about the portable document format online. Your computer will need a program that can read and display PDF files. Most internet browsers (like Internet Explorer, Google Chrome, and Safari) have a built-in PDF extension. You can also download a free PDF reader.

OK, show me the printable PDF

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