Sign up info for the spring sports season

Overview – Spring 2022 Sports Sign-Up Process

Required forms

1. Interscholastic Parent/Guardian Consent and Health Office Confirmation **ONLINE FORM**
2. Physical Appraisal/Examination
3. Sports Health Update

If needed

• Emergency Medication Orders
• Medical Clearance Documentation
• Interscholastic Athletics COVID-19 Return to Play Form 

All information/forms can be found below. Please read all information carefully to avoid any delays in the process.

Step 1: Interscholastic Parent/Guardian Consent – Required

A parent or guardian must complete the Interscholastic Parent/Guardian Consent Form.

In addition to providing necessary permissions, this form verifies important emergency contact information. 

• ONLINE FORM The Interscholastic Parent/Guardian Consent Form will be ONLINE through the Aspen Parent Portal. 

First-time users can follow this easy step-by-step tutorial on how to complete the consent form online.

Once the Health Office staff receives the form, they will follow up with the parent/guardian by email on the status of their child’s physical exam, i.e. if it is current and meets NYS requirements. Health Office staff will also inform the parent/guardian of any other additional paperwork required for their child to participate in a sport.

IMPORTANT:  If you do not receive an email from the health office within 5 – 7 days from the date you completed the form in Aspen, please notify your child’s health office at:

• BCHS – HSsportshealth@bethlehemschools.org
• BCMS – MSsportshealth@bethlehemschools.org

Step 2: Physical Appraisal/Examination – Required

A physical exam is required for all students interested in participating in athletics. Proof of this exam must be a signed physical appraisal form from a New York State licensed medical provider.

Generally, a physical exam performed within 12 months of the month that the sport starts is acceptable. 

The Health Office staff will inform the parent/guardian if an updated exam, or copy of an exam, is needed. Physical appraisal forms are due to the health office at least two weeks before the start of the sport season.

• NYS Physical Appraisal Form  [PDF]

Step 3: Sports Health Update – Required

IMPORTANT: New York State requires that a parent/guardian complete an update to their child’s health history within 30 days prior to the start of the designated sport season. Please keep in mind the important timing requirement for this form.

First: Download Sports Health Update Form (Fillable PDF)

You must have Adobe Acrobat Reader to use the fillable form. You can download the free Adobe Acrobat Reader here.

*Important: Before you fill out the PDF, please save it and name it, using your child’s name and student ID number (ex. Kent-Clark-9123456-2020-2021-BCSD Sports-Health-Update-Form.pdf)

Second: Email completed form to your student’s Health Office. It is important to note that the earliest the Sports Health Update form can be signed, dated and submitted is Feb. 11 for Varsity, JV, Freshman and Feb. 18 for Modified.

• BCMS – MSsportshealth@bethlehemschools.org
• BCHS – HSsportshealth@bethlehemschools.org

If needed: Emergency Medication Orders

Students who have emergency medications must have a current medication order on file. The Emergency Medication Order must be written by the child’s medical provider and be signed by the parent/guardian.

• Emergency Medication Form – Secondary Students [PDF]

Examples of emergency medications may include (but are not limited to):

• epinephrine auto-injectors
• inhaled medications (such as for asthma
• insulin
• glucagon
• Solu-Cortef

In the Emergency Medication Order, the medical provider must attest that the student has been instructed and demonstrated that he/she can self-administer the emergency medication(s) safely and effectively and, that he/she can carry and use this medication independently at any school/school-sponsored activity with no supervision by school staff.

Emergency Medication Orders must be submitted to the Health Office with all other paperwork at least two (2) weeks before the sport season begins.  If you have any questions regarding medication orders please email the appropriate Health Office:

• BCHS – HSsportshealth@bethlehemschools.org
• BCMS – MSsportshealth@bethlehemschools.org

If needed: Medical Clearance Documentation

If your child experienced an illness or injury, within the last 12 months, which restricted their physical activity/participation in physical education, athletics, and/or from attending school, they must have a note from their medical provider clearing them to participate in athletics.

This clearance note must be currently on file or submitted with all other paperwork at least two (2) weeks before the sports season begins.

The Medical Clearance Documentation will be reviewed by the district’s school physician.

If needed: Interscholastic Athletics COVID-19 Return-to-Play Form

If your child experienced a COVID-19 illness they must be cleared by a physician in order to participate in athletics. The district will follow the American Academy of Pediatrics (AAP) guidance on returning to play following a COVID-19 illness. 

• Interscholastic Athletics COVID-19 Return to Play Form [PDF]

Clearance for physical activity will depend on the severity of a child’s COVID-19 symptoms while ill with a diagnosed case of COVID-19. According to the CDC, most children with COVID-19 have mild symptoms or have no symptoms at all. For these students, the child’s physician can determine whether the child can return to all activities immediately without the need to complete a gradual return to activity.

Those with moderate to severe symptoms while ill with COVID may be referred to a cardiac specialist by their primary care provider before being able to return to sports or physical education. Students with a history of cardiac problems or who have any cardiac findings on the examination will also be referred to a cardiologist. 

Once a healthcare provider clears a student-athlete to return to physical activity, the district’s medical director will review the form, and other pertinent medical documentation, and work with the district’s athletic trainer on the student’s completion of the return to play process. 

Families who have questions regarding the return to physical activity should contact their child’s school nurse.

FREQUENTLY ASKED QUESTIONS

Q: What paperwork is required for sports sign-up?

A. The following documents are required:

• Parent/Guardian Consent Form (completed in Aspen)
• Physical Appraisal Form
• Sports Health Update Form
• Emergency medication form (if required)
• Medical clearance documentation (if required)

Q: How do I reach the Health Office to ask questions regarding health-related paperwork over the summer months?

A. It is best to communicate by email with any questions. Each secondary health office has a dedicated email address for sports:

Bethlehem Central Middle School Health Office

• Heather Machabee, Alicia Hazen & Alison Gaffuri – Nurses
• Valerie Kraupner – Secretary
• MSsportshealth@bethlehemschools.org

Bethlehem Central High School Health Office

• Beth Callahan, Annmarie Marsh, Christin Maycrink – Nurses
• Lisa Vlasto-Brock – Secretary
• HSsportshealth@bethlehemschools.org

Q: What if a student in grade 7 or 8 wants to try playing at the varsity level for the spring season?

A. All questions related to APP should be directed to Leonard Kies, Athletic Director, lkies@bethlehemschools.org.

Q: What happens if I am late in signing up for a sport and the deadline has passed for sign-ups? Does this mean I can’t play?

A. If you are late in signing up, you will need to contact Leonard Kies, Athletic Director, lkies@bethlehemschools.org for approval to sign up.

Q: What if my child had an ‘emergency medication’ last year at school, do I need a new doctor’s note for sports this year?

A. Yes, a new physician’s medication order is needed for each new school year, so if your student has signed up for spring sport, and they had, for example, an EpiPen or Inhaler order, from the doctor during the previous school year, a new order from your doctor should be included with the sports paperwork for the spring sports season {the medication order can be obtained during the summer months, to specify its use during the upcoming sport season and school year}.

Emergency Medication Form – Secondary Students PDF