Tech Hub: ES/AD Initiating a Form 4 Appeal – Injury/Illness Waiver

This guide provides a comprehensive walkthrough for submitting a Form 4 Appeal related to injury or illness for student-athletes to an AD for review and approval. It details each step, ensuring users can navigate the process smoothly, from initiating the appeal and uploading required documentation. This appeals process uses a new technology called formstack for collecting signatures from the student-athlete and if a minor their parent/legal guardian.

Jennifer Cardone
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11 minutes

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Navigate to [https://3c2a.my.site.com/schoolportal/s/](https://3c2a.my.site.com/schoolportal/s/)

Click "Appeals"

Click "**New Appeal**" to initiate an appeal for a student-athlete.

Click on the "Student" field. Search for the student-athlete by typing in their name for whom the appeal is being submitted for.

Select the student-athletes name for the appeal.

Select Appeal Type "**Injury/Illness Waiver Request (Form 4)**" option.

Select the "**Sport**" for season ending injury or illness being requested.

Select the "**Academic Year**" for the season the medical hardship took place.

Click "**Create Appeal**"

Immediately the system will send via **Tech Hub** email address, from a third party document system called formstack the Waiver Process Warning document for their electronic signature. The email goes directly to the **same email listed on the SA's online Form 1**. Please alert the SA to sign this required form.

Example of the email the student-athlete will receive from **Tech Hub at 3C2A** (via formstack).

The student-athlete will click "Review and Sign"

The student-athlete will click "Start" to sign the document.

The student-athlete can either type or draw their signature and will click "Next"

The student-athlete will click "Submit document"

The student-athlete will click "Submit document" one last time.

Success! A copy of the signed document will be emailed to the student-athlete and **automatically will upload** into the initiated appeal within the files area.

Under 18 - The system will use the Date of Birth of the student-athlete to determine if they are under 18 and require a parent/legal guardians signature on the Waiver Process Warning. **The appeal form will require a full name and email address to route the electronic form for their signature.**

Click the "**Parent or Legal Guardians Email**" field to provide an email for signatures and the "**Parent or Legal Guardians Full Name**." A signature is required as part of the medical information release (HIPAA).

Once the student-athlete has signed the Waiver Process Warning document the parent/legal guardian will receive an email from **Tech Hub at 3C2A** via formstack. Example below.

The parent/legal guardian will click "Review and Sign"

The parent/legal guardian can review **Medical Release Information** for the student-athlete who is a minor (under 18 years of age) and electronically sign.

The parent/legal guardian can either type or draw their signature and will click "Next"

The parent/legal guardian will click "Submit document"

The parent/legal guardian will click "Submit document" one last time.

Success! A copy of the signed document will be emailed to the student-athlete and the parent/legal guardian + **automatically will upload** into the initiated appeal within the files area.

Example of where the Wavier Process Warning document will populate once all required signatures are obtained by formstack and will be found in the **Files** area of the appeal request as a PDF.

The Checklist section will reflect the Wavier Process Warning document with signatures has been received.

How to complete the remaining areas of the **Form 4 Appeal - Injury/Illness** waiver are outlined below.

To return to the appeal to begin working on the submission. Click "**Appeals**"

The appeals area of the system provides a list view of all initiated appeals for the college.

Click "Form 4" hyperlink of the appeal that requires action.

The Details section of the appeals can be populated by clicking on the pencil icons for each required field. Please note, that the "information" icon provides additional guidance regarding what information is required for the appeal to be processed.

**Date of Injury/Illness:** [[Date student-athletes injury or illness occurred as supported by medical documentation]]

**First Half of Playing Season:** [[Count the total number of completed contests for the team and divide it in half. Rounded up by the system if it’s a partial number.]]

**Student-Athletes Final Contest/Date of Competition:** [[Date of student-athletes final contest/date of competition.]]

**First contest of second half of the season:** [[First contest/date of competition in the second half of the season]]

**Student-Athlete Competition Count:** [[Enter the number of contests/dates of competition completed by the student-athlete. Exclude preseason scrimmages and postconfererence competitions.]]

**Number of Contests/Dates completed by team:** [[The number of Contests/Dates of Competition completed by the team.]]

**Student-Athlete Participation Percentage:** [[SA Competition Count divided by the total number of completed contests/dates completed by the team.]]

**Alert! The system will calculate the final field in the details area for 30% of the completed contest/dates of competition. No data entry required!**

**30% of Team completed contest/dates:** [[Calculated within the system and rounded up if it’s a partial number. The number below indicates the max number of contests/dates permitted by the student-athlete to qualify for this waiver.]]

The Checklist section of the appeal requires the college to ensure all the required documents are uploaded and the college checks each checkbox after the documentation is uploaded as individual files.

**After uploading contemporaneous medical documentation** that establishes inability to compete for the remainder of the playing season. Check the checkbox off!

Click "Add Files" to add the Medical Documentation.

The college can select the files to be uploaded.

Click "Done"

The college should have at **minimum four files uploaded,** including the Waiver Process Warning document with signatures from formstack.

Alert! The system requires the college to upload the required documents as separate files: - Medical Documentation, - Student-Athletes participation record, and - Competition Schedule noting the games/contests they competed. The files can be Word, PDF, and/or an image.

**After uploading the student-athletes participation record** check the checkbox off!

**After uploading the Competition Schedule** check the checkbox off!

Check the checkbox after all the required documentation has been uploaded named "**Filled out all required fields**."

Click "Save"

Alert! Do NOT edit any of the fields in the General section of the appeals Form.

The "**Submit for Approval**" button will appear within the appeal request once the following are all completed, but double check for accuracy before advancing the appeal to the AD for approval. - All required fields are accurately populated in the "Details" section, - All required documents are upload (a minimum of four), and - Checkboxes are all checked off accurately.

Click "Submit for Approval"

The appeal request status will update to show "Under AD Review" and the AD will receive an email alert to login to review the appeal in "Pending Approvals."

The Appeal home page will reflect the updated status of the appeal as well.

The AD will receive an email the appeal is awaiting their review and approval.