Forms! Yaaaay!

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Every band student needs 3 forms on file this year:

  1. Fee contract (paper form, 1-sided; must be initialed, signed, and notarized)
  2. Emergency Medical/Permission form (paper form, 2-side; must be filled out, signed, and notarized)
  3. Consent to Drug Screening (online, mostly? It’s a long story – read below!)

Both paper forms are due in the band office Wednesday, 8/16 by 3:30pm

Where do I get paper copies of the Fee Contract and Emergency Medical form?

Turn in signed, notarized paper forms to the band room drop box.

Please do not use a deposit envelope. Fold your form(s) in half longways and put them in the dropbox in the bandroom office wall where cash payments are made.

Online (mostly) form is due by Friday, 8/18 by 3:30pm

  1. Go to athleticclearance.com & select Florida – there are 2 ways to go from here:
    1. Your band student is in another sport and already registered on this site.
      1. Log in with your existing account and add a new clearance with the same school.
      2. Select “band” as the sport. Complete the clearance!
    2. Your band student is NOT in any other sports at BTWHS. Please follow these steps.
  2. Create a new account, login with your new account, then select “Start Clearance”
  3. YEAR: Select 2023-24; SCHOOL: Select “Washington (Pensacola)”; SPORT: Select “Band” – click “next”
  4. Enter student info (PROTIP: the name here must exactly match their ‘signature’ later at step 12).  Click “Save and continue”
  5. Enter parent info (PROTIP: the name here must exactly match your ‘signature’ later in the process.)  Click “save and continue”.
  6. Enter student medical info, then click “Save and continue”. We do not require a physical!
  7. Enter contact numbers for drug screening notification, then click “Save and continue”.
  8. Student electronically signs the form (see protip in step 8!), then click “Save and continue”. **This field must exactly match the info entered into step 8!**
  9. Parent electronically signs the form (see protip in step 9!), then click “Save and continue”. **This field must exactly match the info entered into step 9!**
  10. FILES page: Scroll down to “Drug Screening 23-24* (Download file)”  Download this file; at this point you have 2 options:
    1. All digital: open the PDF electronically, fill it in and sign it electronically, then save the file.  Upload this saved file to the “Drop file here or click to upload” field.  “Save and continue”
    2. Paper, then digital: download the PDF, print it, fill it out, sign it.  Scan it/save it as a PDF.  Upload that saved file to the “Drop file here or click to upload” field.  Click “Save and continue”.
      1. I recommend the app “Adobe Scan”; it will use your phone camera to take a picture of a document and save it as a PDF.  You can also use a scanner. 
  11. There is no need to print the confirmation message – we can access clearances online to verify.

How do I  know which forms have been turned in?

Log into your student’s Charms account and find the “forms” button.  I’ve processed all the forms turned in at the last two volunteer meetings, so if you turned your student’s paper forms in, you should see those checked off in their Charms account.

I will begin processing the online form tomorrow.  Once I clear your student in Athleticclearances.com I will check the online form in their Charms account. 

Need help getting into your student’s Charms account?  I can reset your password, but please remember that everyone that needs access to your student’s account must share the same password.  If someone else is accessing your student account make sure to check with them before requesting the reset!  Email me with your name and your student’s name to reset your password!

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