Trainer: new electronic registration and annual physical deadlines explained for Hawthorne athletes

Hawthorne High School’s athletic trainer, identified in the presentation as Miss W, told parents the district’s athletic registration moved to a new online platform and reviewed annual physical and medical documentation requirements that affect clearance for summer and fall participation.

The clarification matters because parents must register and submit the correct paperwork by specific dates for athletes to be cleared for practices and games.

Miss W said physicals now must be submitted annually and “expire after 365 days.” For the upcoming fall she gave deadline dates: high school physicals are due July 23 and middle‑school (LMS) physicals are due August 20. For summer practice, Miss W said athletes whose physicals “expire before June 9” must renew to be cleared for summer activities. She also said students who use an inhaler or have asthma must submit an asthma treatment plan.

Miss W described the new registration process during the presentation: parents must create an account on the district’s registration portal (she demonstrated a QR code and phone view), use a personal email address for reliability, select all sports the athlete might play, complete required health and emergency contact fields and accept listed state policies, and press the final submit button to complete registration. She cautioned that completing the form without hitting submit will not deliver the registration to the athletic office. She recommended emailing scanned forms to her to speed processing and said the school doctor typically clears submitted physicals quickly — sometimes the same day.

On the medical side, Miss W said the single‑page physical form is now the primary page to submit and that additional history pages should be kept by families and brought to the physician but not turned in with the athletic office. She noted physician signature lines include cardiac assessment fields. When a family submits a physical via email, Miss W said she forwards it to the school doctor for clearance and will notify families by email when approval is complete. She said she will be available in the cafeteria after the presentation to help parents set up accounts or answer registration questions.

The trainer also urged parents to keep login credentials for the account (used for the child’s registration in subsequent years) and said the district provides both phone and computer interfaces for registration. The presentation slides and registration links will be posted on the athletics page on the school website.