How to Update Student Athletic Information - Student Tab

Student Athletic Program Information

Once a student has an Athletic Program record, the records should be maintained and updated with the required Athletic information.

Updating Athletic Program Information may be done from the Student top tab or from the Programs top tab. Below is information on updating information from the Student top tab. See also How to Update Student Athletic Information - Program Tab

From the Student Top Tab

From the District View or School View in Aspen (

  1. Navigate to the Student top tab
  2. Find the student
  3. Click on the Membership side tab
  1. Click on the Programs sub-tab
  2. Click on the Dictionary menu (book icon)
  3. Select the Athletics Student Program Information
  4. Click into the record or use Options>Add to add a new record and enter information

Athletic Program Information and Templates

School Year and Dates
  1. School Year: there should be a record for each school year and sport
This is temporary, for 2020-2021 school year only. This will be changed so that there is one program record and sports will be listed below
  1. Enter in the Start Date. This can be the start of the school year or the start of the current season
  2. End Date and End Reason: if a student stops participating, enter in the End Date and enter in the End Reason

Eligibility Status

This information will be populated from the Eligibility tab

School, Season and Sport Information

Select the Season

  1. Select the School level
  2. Select the School
  3. Select the Season
  4. Select the Sport
  5. Enter in Team name if known
  6. Enter in Weight Class if applicable (for Weightlifiting only)

Student Information

The lower portion of the screen contains student demographic informmation

Eligibility Tab
  1. Status: by default, students will have the status of Pending Determination (other status codes: Action required, Active Participation, Eligible to participate, Ineligible to participate)
  2. Eligibility Decision Date: date determination is made; may change based upon status
  3. Eligibility Checked by: selection of Athletic Administrators
  4. Date of birth, Athletic GPA, YTD Attendance and Physical Form on file

Contacts Tab

Forms Tab

Forms may be uploaded or use the checkbox to indicate that the form is on file.

Attendance Tab

Attendance information to verify attendance eligibility

Grades Tab

Current year grade information to verify academic eligibility

Enrollment Tab

Includes all enrollment records to check for four years of high school and for transfer records.

Schedule Tab

Current year schedule records to confirm enrollment in four core courses.

Notes Tab

Used to notate any information related to Athletic participation.

Links to forms and related websites

How did we do?

How to Update Student Athletic Information - Program Tab

How to view Student Sports Registration Information - Coaches