Non-Public School Enrollment Count Form

An online form has been posted on this site where non-public schools can enter their student count for grades 9-12.  The figure supplied must represent the student count as of September 15, 2019 (see GHSA By-Law 4.21b.)  The form will also require that the number of students from outside the attendance zone of the public school in whose zone your school resides be entered as well.

Please check under Forms, Non-Public Enrollment Form.

Only athletic directors from non-public schools will have access to this form.

The form must be completed by the end of the day on September 15, 2019 and will be closed at that time.

2019-2020 Directory

The 2019-2020 school directory is now open for updates.

A few changes have been made to the system.

School and Contact Information

A new form has been implemented to allow ADs to update school directory information as well as school contact information. The paper School Contact Information form is being discontinued. The School Directory Info link has been removed from the MIS website menu.  This form can be updated at any time as school or personnel changes occur - the GHSA office will be notified when updates are made to the form so their records can be updated as well. At the beginning of each school year, the AD will be prompted to review the School and Contact Information - if no updates are needed, the user must simply save the form - the user will be prompted until this is completed.

School Directory

New for this year, an email address will be required for each sport coach and activity coordinator.  An email address will not be required for administrative users, trainers or lay coaches.  A field for a mobile phone number is also available, but is not required.  This was done to be able to more precisely target the correct group of personnel when information is sent out from the GHSA office.  The GHSA is trying to reduce the amount of email forwarding that must be done by the contact person.  Note, email address and mobile phone numbers will not be published by the GHSA and will only be used for communication from the GHSA to school personnel.  We are also hoping to be able to soon be able to allow logins via email address in order to reduce the number of accounts and passwords that must be managed by the coaches and the AD for clinics, rosters, and results - more information on that later.

Head coaches will always be the primary contact for a sport/activity.  Other coaches, can be added as an additional contact by indicating this on the roster form.  Contact information can be updated at any time and does not require principal approval.

Coaching positions for eSports and Dance have been added so please add these coaches.  However, these positions are not eligible for a GHSA pass - if these positions are the only responsibilities for a coach.

 

 

2019-2020 Eligibility

Eligibility rosters for 2019-2020 will be open on 6/1/2019.

Online Sanctioned Event Applications

A new system has been put into place to allow schools to enter and submit applications for events to be sanctioned by the GHSA completely online.

This system will completely replace the current paper form.  Please review the guide below for more information.

Sanctioned Event Application - User Guide

Changes to Transfer Student Eligibility Form

Due to an occasional overlap with addresses spilling into multiple service areas,(i.e. Atlanta may be an address for numerous schools), the GHSA is adding an additional line item to the current transfer form. When listing Previous and Present Home Addresses you must also list the Previous and Present Service Area.

Also, as of January 1, 2018, all transfer student applications must be submitted using the online Eligibility system.  Paper "Form B" forms will no longer be accepted.

Online Eligibility System

The GHSA has implemented a web-based system for the reporting of Non-Transfer and Transfer Student Eligibility information. Students that were previously reported on Form A and Form B should now be entered into this new system.  Non-transfer students are required to be entered online - no Form As will be accepted.  Transfer students should be entered into the online system as well, but paper Form Bs will still be accepted until January 1, 2018.  Form C (Interrupted Eligibility), Form MT (Magnet Transfer), and the Hardship Application will continue to be used at this time. Eighth (8th) Grade students may also be reported using the new system.

This system will allow schools to:

  • Manage the school’s eligibile student roster (non-transfer students only)
  • Allow schools to receive student's eligibility status immediately
  • Student eligibility information can be retrieved by the school AD at any time during the season
  • Student eligibility information can be entered manually or uploaded via a spreadsheet
  • Students will be promoted from season to season while they have remaining eligible semesters - so only units have to be updates from semester to semester

Instructions for using the system can be found in the following handouts:

GHSA Online Eligibility -  School User's Guide

GHSA Online Eligibility -  Principal's Guide

 

Online Eligibility Clarifications

Second Semester Eligibility for School Year
In accordance with GHSA By-Law 2.34, units do not have to be submitted for students whose eligibility has not changed from the first semester of a school year to the second semester.  If a student was declared eligible in the first semester, the student remains eligible in the second semester, unless the student failed to earn the required number of units in the first semester (2.5) to continue eligibility or some other event occurred that has rendered the student ineligible.  However, if a student was declared ineligible in the first semester and has earned enough units to become eligible, for example, the student units can be uploaded or entered allowing the system to reevaluate the student's eligibility for the second semester.  By-law 2.34:

 
Once a student has been certified eligible by the school and has been processed by the GHSA, eligibility is assumed to be continuing, and no further eligibility report is necessary for that student during the school year unless situations occur that render the student ineligible.
 
Second Semester Eligibility for Hybrid or Year Long Schedules
Students on hybrid or year-long schedules that are entered into the eligibility system in the second semester must contain the required units for the previous semester (2.5) in order for the student to be declared eligible.  We realize that the transcript systems of some schools are not updated with grades at mid-year for year-long classes, but there must be some indication given that the student is passing the required number of units for each semester.  If the school is exporting the student data into a spreadsheet, the previous semester units may need to be manually corrected in order to meet this criteria. By-Law 1.53 (Advisory Notice):
 
HYBRID SCHEDULING:
1. Definition: A student takes a combination of courses scheduled as block courses, yearlong courses and/or traditional courses.
2. To be eligible, a student must be enrolled in a combination of courses that carry at least 2.5 units.
3. To be eligible, a student must have passed a combination of courses the previous semester that carries at least 2.5 units.

Swimming and Diving Proof of Performance System

The GHSA has implemented a web-based system for the reporting of Swimming and Diving Proof of Performance that replaces the previous system that was on the Georgia Prep Country website.

This system will allow ADs and Swimming and Diving Coaches the ability to:

  • Manage the school’s Swimming and Diving team rosters
  • Allow Proof of Performance records for swimming to be maintained for qualified swimmers
  • Allow Dive Sheets to be uploaded for qualifying divers for approval
  • Maintain the roster of school swimming and diving coaches
  • Submit state entry rosters for swimmers and divers participating in the state meet
  • Review the Proof of Performance records for athletes from other schools

Access codes for swimming and diving coaches were mailed to all member schools during the summer.

Instructions for using the system can be found in the following handout:

GHSA Swimming and Diving POP School User's Guide

School Directory Information Due August 1

Every GHSA member school is required to submit directory information online by August 1.  This includes:

  1. Verifying school address and phone numbers
  2. Compiling and entering the school staff roster
  3. Having the Principal or Headmaster approve the school staff roster

Passes cannot be issued until all steps are complete.

Instructions for using the online directory system can be found in the following handouts:

GHSA Directory -  School User's Guide

GHSA Directory -  Principal's Guide

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