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Special Olympics Portal Information

 

Table Contents:

Guidelines for Using the Special Olympics Portal for Athletes​

Guidelines for Using the Special Olympics Portal for Coaches, Unified Partners, and Other Volunteers

​Guidelines To Verify That Checklist Items Are Successfully Completed

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Important: Starting with the Spring 2025 season, every Special Olympics Washington athlete and volunteer must have a profile that is used to ensure that all SOWA requirements are satisfied. To minimize situations that may prevent someone from participating in Special Olympic practices or events, please read this very important information. You can find more information about the new Special Olympics Portal here.

 

As we previously announced, last year Special Olympics Washington launched a new athlete and volunteer registration portal to replace their old paper-based systems and processes. The new system will ensure that athletes provide proper medical information and sign appropriate releases. In addition, it will confirm that coaches, Unified Partners, and other volunteers satisfy requirements related to their background investigation, training and necessary forms. Note: Registration on the Special Olympics portal is not the same as signing-up up for a sport on the Edmonds Independents website.


Unfortunately, at this time, the process is not straightforward and requires that all participants understand how it works to get set up correctly to avoid significant delays that would prevent athletes, coaches, unified partners and other volunteers from participating. Every participant (athletes, coaches, Unified Partners, and other volunteers (e.g. chaperones)) must have a profile that is tied to unique participation requirements that must be completed to participate. This profile is created using their email address. However, health information for many athletes is managed by guardians, parents, caregivers, and others. In these situations,
the account that is used belongs to the individual who manages the athlete’s health and is referred to as a “Circle of Care” by Special Olympics. 

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Every participant (athletes, coaches, Unified Partners, and other volunteers (e.g. chaperones)) must have a profile that is tied to unique participation requirements that must be completed to participate. This profile is created using their email address. However, health information for many athletes is managed by guardians, parents, caregivers, and others. In these situations, the account that is used belongs to the individual who manages the athlete’s health and is referred to as a “Circle of Care” by Special Olympics.

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In general, there are four actions required to participate for all participants: athletes, coaches, Unified Partners, and other volunteers.

  • Prepare before starting

  • Set-up a profile (one time) and complete requirements

  • Verify

  • Satisfy periodic renewals

 

Please see best practice guidelines (below) that will help you avoid the most common problems others have experienced. 

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Table Contents:

Guidelines for Using the Special Olympics Portal for Athletes​

Guidelines for Using the Special Olympics Portal for Coaches, Unified Partners, and Other Volunteers

​Guidelines To Verify That Checklist Items Are Successfully Completed

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Guidelines for Using the Special Olympics Portal for Athletes

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Before you begin - understand how the Portal works, determine how to set up an account profile, and  gather necessary information

 

Accounts

The simplest account type is one that is only used by an athlete who will personally complete the information and sign the required document (medical information and waivers). An athlete should only use this method when ALL the following three situations apply: 

  • they are their own guardian

  • they manage their own health 

  • they have access to their own unique email address

 

​A Circle of Care account should be used for athletes when ANY of the following apply:

  • the Athlete is under the age of 18 

  • the Athlete has a legal Guardian

  • the Athlete does not have their own unique email address or the email they use is shared 

  • someone other than the athlete manages the athlete’s health information such as a caregiver, Case Manager or Facility Coordinator 

  • someone manages the Athlete’s email, but also has a role with Special Olympics like a coach, chaperone, or Unified Partner

  • Notes: 

    • Individuals who are in a Circle of Care for an athlete should first set up their account as a volunteer and complete their checklist requirements before beginning to create a profile for any athlete.

    • If you are managing an Athlete’s profile on their behalf, but are not their legal guardian, you must download the health history form, and have it physically signed by the legal guardian or by the athlete themself if they are over 18 and do not have a guardian. After the form is signed, it must be uploaded back into the Athlete’s profile. 

Gather necessary information 

  • The email account and password that will be used to set up the profile

  • Personal and emergency contact information

  • Health Information (Athletes only)

    • Guardian information (if applicable) 

    • Information about their medical condition (diagnosis) 

    • Medical history (e.g. concussions) 

    • Current list of medications including name, frequency and dosage 

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Set-up a profile (one time) and complete participation requirements

Set up Account/Profile – (Athletes)

Determine the correct way to create an account and sign-in to your existing account or create a new account. Additional information is available on the SOWA website:

  • Choosing Which Athlete Account to Create

  • Managing Athlete Registration (On Their Behalf)

    • Before entering information about the athlete, first create a profile for the person who is managing the athlete’s information as a Circle of Care with contact information for that person (not the athlete’s information)

    • If the athlete is a minor or under the care of a legal guardian, check the box that reads “Is your athlete over 18 and/or lacks legal capacity to sign documents” if not, leave blank

    • After successfully creating the CoC profile, add the athlete's information and their health information

  • Athlete Portal Registration (Self) 

 

Complete Health History Checklist requirements

  • Gather health information before starting

  • Answer all the health and medical related questions

  • Sign the Health History Form (includes waivers) that is automatically generated by the system

    • Electronic signature is available for athletes with their own personal account and guardians who set up their own account and then manage an athlete’s health information

    • If the electronic signature option is not available, the form must be downloaded, signed by the individual with legal authority (athlete or guardian as appropriate) and then uploaded with the signature

  • ​Verify that all requirements are satisfied and provide proof to Edmonds Independents (see additional instructions below)

 

Notify SOWA that the athlete is associated with the Edmonds Independents teams

  • Submit a Portal Support Intake form

  • When filling out the form, information should include

    • Region = Northwest

    • Program = Edmonds Independents / edmondsindependents@gmail.com

    • Support Areas = General Account Access/Management

    • Account Management = Other

    • Details = Please associate this profile with the Edmonds Independents. Email = (provide the email used when creating the account)

  • Select the box “Send me a copy of my responses” and when you receive the copy, forward it to edmondsindependents@gmail.com

 

Note: Athlete annual review

Each athlete needs to "renew" their information every year. The renewal process is much easier and includes verifying information that has not changed and updating just the items that have changed. This will help prevent last-minute issues and ensures athletes are cleared to play. The system will send a message to the email used for the account profile as a reminder prior to renewal date.

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Guidelines for Using the Special Olympics Portal for

Coaches, Unified Partners, and Other Volunteers

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Before you begin, gather necessary information  

  • The email account and password that will be used to set up the profile

  • Personal and emergency contact information  

 

Set-up a profile (one time) and complete participation requirements

Set up Account/Profile – (Volunteers and Unified Partners)

  • Volunteers and Unified Partners – here

Complete participation requirements

  • After you complete the initial set up, click the “Do More” button to the left of your name and choose the positions you want to do

  • Complete all the checklist items that are created for the role(s)

  • Verify that all requirements are satisfied and provide proof to Edmonds Independents (see additional instructions below)

 

Notify SOWA that you are associated with the Edmonds Independents teams

  • Submit a Portal Support Intake form

  • Information should include

    • Region = Northwest

    • Program = Edmonds Independents / edmondsindependents@gmail.com

    • Support Areas = General Account Access/Management

    • Account Management = Other

    • Details = Please associate this profile with the Edmonds Independents

  • Select the box “Send me a copy of my responses” and when you receive the copy, forward it to edmondsindependents@gmail.com

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Note: Periodic review

Background checks and some training must be completed on a periodic basis (generally every three years). The system will send a message to the email used for the account profile as a reminder prior to required dates.

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Guidelines to Verify That Checklist Items Are Successfully Completed

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For Athletes who manage their own profile and health information  

After the contact and health history information is entered and signed, verify that all requirements are satisfied and provide proof to Edmonds Independents.

  • Click on Athlete Checklist box and verify that there is an entry showing a Health History and Release entry and that there is a Status of Completed with a Green check

  • Choose My Completed Items and verify that there is an entry showing a Health History and Release with the correct Completed Date, a status of Approved and an Expiration after June 22, 2025

  • Capture a screenshot and send it to edmondsindependents@gmail.com. We will then be able to confirm to the coach that the athlete is able to participate with the coach.

  • If you haven’t already, remember to notify SOWA that you are associated with the Edmonds Independents teams

 

For Athletes who have others manage their health information (Circle of Care)  

After the Circle of Care profile is set up and the contact and health history information for the athlete is entered and signed, verify that all requirements are satisfied and provide proof to Edmonds Independents.

  • On the Home option to the left of the profile name, select Register Zone from the dropdown menu

  • Click on My Participants box and verify that there is a Status of Approved in the Health History column  with an Expiration Date after June 22, 2025

  • Capture a screenshot and send it to edmondsindependents@gmail.com. We will then be able to confirm to the coach that the athlete is able to participate with the coach.

  • If you haven’t already, remember to notify SOWA that you are associated with the Edmonds Independents teams

 

For Coaches, Unified Partners, and Other Volunteers

After your profile is set up and you complete your checklist items, verify that all requirements are satisfied for the role you have (or are requesting) and provide proof to Edmonds Independents.

  • On the My Checklist option at the top and to the Right of the Special Olympics logo, select View My Checklist from the dropdown menu

  • Verify that the role you have (or are requesting) is listed near the top where “Roles:” are listed

  • Verify that ALL checklist items have a status of Completed

  • Capture a screenshot and send it to edmondsindependents@gmail.com. We will then be able to confirm to the coach that the athlete is able to participate with the coach.

  • If you haven’t already, remember to notify SOWA that you are associated with the Edmonds Independents teams

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