7 Steps to Going Paperless: From Sports Physicals to Seamless Compliance
Ditching paper might sound daunting, especially when there are so many regulations, signatures, and deadlines. But with the right approach—and the right team—it’s not just possible, it’s transformational. Here’s how to guide your school through a smooth, compliant transition to paperless processes, starting with sports physicals and beyond.
Step 1: Assemble the Right Team
Going digital starts with collaboration. Bring key stakeholders together early to ensure alignment and buy-in:
- Athletic Directors – Outline sport-specific needs, eligibility deadlines, and state requirements.
- Assistants and Secretaries – Identify daily pain points with paper, like missing signatures and tracking down students.
- Tech Department – Ensure systems are secure, synced, and accessible across devices.
- District Admin/Compliance Officers – Align with state requirements and district policies.
Pro Tip: Run a kickoff meeting to outline goals, timelines, and assign point people for each department.
Really want to win? Use our Digital Transformation Template here.
Step 2: Understand What's Required
What forms do you need to collect and store? Start with a checklist:
- Pre-Participation Physical Evaluation (PPE)
- Emergency Contact and Emergency Medical Info
- State Athletic Association Form and Information Requirements
- School District Requirements
- Athletic Department Requirements, Policies, and Standards
Research your state’s specific compliance requirements, including how often forms must be renewed and how long they must be stored.
Step 3: Map the Data Flow
What happens to the data after it’s submitted?
Create a form-to-destination map:
- Emergency Info → Coaches & Trainers
- Eligibility Docs → Athletic Office
- Parent Signatures → Archived for Legal Protection
- Medical History → Secure View Only Access for Medical Staff
Ensure role-based access is configured correctly to protect student privacy and meet FERPA and HIPAA standards.
Step 4: Set a Realistic Timeline
Plan backwards from your first game or event. Include:
- Communication Launch (Email, social, website updates)
- Training Sessions (For coaches, staff, and parents)
- Form Distribution Date (i.e., when parents get notified)
- Hard Deadlines (Physicals due, eligibility checks, etc.)
Outline or coordinate with your Communications Director on a stakeholder-specific communications plan.
Step 5: Communicate Early and Often
Families and staff need clear, repeated communication:
- Post how-to guides on your athletics website
- Send email reminders with direct links
- Use SMS/text blasts for urgent deadlines
- Host Q&A nights or training sessions
Make sure communication is ADA-compliant and available in multiple languages if needed.
Step 6: Test and Train
Before going live:
- Run a test registration with fictional student
- Check for missing fields, unclear instructions, or login issues
- Ensure mobile access is smooth—many parents will use phones
Train coaches and staff on:
- How to login
- How to access emergency cards
- How to view eligibility statuses (red versus green)
- How to enforce policies around missing signatures or eligibility issues
Step 7: Monitor, Improve, and Automate
After launch:
- Track completion rates and send automated reminders
- Review common issues (e.g., unsigned fields) and tweak forms
- Use reporting tools to track compliance and reduce liability
- Gather feedback from families and staff to improve for next season
The Final Word
Going paperless isn’t just about ditching filing cabinets—it’s about creating safer, more efficient programs for your student-athletes. With the right steps, your school can stay ahead of deadlines, meet state requirements, and ensure coaches have critical data when it matters most.
Need help making the leap? FinalForms makes it easy.
👉 Schedule a Demo to see how we can help your school go 100% paperless—without the hassle.