Western Connecticut State University
Student-Athlete Medical Clearance to Participate in
Intercollegiate Athletics
(Freshman, Transfers, New Players)
Western Connecticut State University (WestConn) student-athletes are required to complete all pre-participation medical clearance documentation. This information must be reviewed and approved by a member of the WestConn Athletic Training Staff in order to participate in any traditional or non-traditional season. Read and follow the directions below carefully as each section requires special attention and contains important information for student-athletes.ONLY the documents below will be accepted for clearance to participate as a WestConn student-athlete.
SportsWare Online
SportsWare is a computer-based program that helps record, track and manage information that is used to assist the WestConn Athletic Training Staff. Student-athletes have 24 hour a day access to their file. Written directions on how to login and navigate through the online program are provided below. Do not attempt to navigate through this process until you have first read the written instructions.
Written SportsWare directions are also provided for you below. Use this information to update your file and upload forms (such as your Sports Physical).
If you still are unable to gain access to your account contact your coach and or team athletic trainer.
Pre-Participatory Physical Examination Form (PPE)
NCAA guidelines state that a PPE must be completed and dated within six months prior to the start of a student athlete's traditional or non-traditional season. There are no exceptions to this rule. In addition, all student athletes are required to use the WestConn Physical Examination Form. This form is in the student-athletes SportsWare Online file under the "Forms Tab." Print off a copy and hand both pages to your Medical Doctor (MD), Doctor of Osteopathic Medicine (DO) at the time of your PPE appointment. Make sure that the Sports Physical is performed by a MD/DO. Only forms completed in this fashion will be accepted. If you will obtain your PPE at a walk-in clinic (i.e. Urgent Care), call ahead and inquire when the MD/DO will be in the office. If possible, make an appointment with that individual. Specify that it must be performed by an MD/DO. Specific directions on how to upload this completed document into your SportsWare file can be found on the "SportsWare Online Written Directions."
Cardiac Clearance
All new incoming student athletes are required to have the Cardiac Clearance form completed by a MD/DO. When setting up your physical appointment, inform the doctor's office that you also need this document signed by a MD/DO. Keep in mind that you may need additional testing (such as an EKG) for the cardiac clearance form. The Cardiac Clearance form is in your SportsWare file under the "Forms" tab. When completed, upload the form back into your "Forms" tab. Specific directions on how to upload this completed document into your SportsWare file can be found on the "SportsWare Online Written Directions." Please note that the only time an additional Cardiac Clearance Form would be required is in the instance of a new positive COVID test result.
Medical History Questionnaire
A part of the student athletes PPE clearance, the Medical History Questionnaire (MHQ) must also be completed within six months prior to the start of a student athletes traditional or non-traditional season. There are no exceptions to this rule. The MHQ is in the student-athletes SportsWare Online file under the heading "Medical History." Specific directions on completing this form can be found on the "SportsWare Online Written Directions."
WestConn and the NCAA require all student-athletes to provide proof of their Sickle Cell Trait status. Sickle Cell lab results are to be uploaded into the SportsWare File under the "Forms Tab." When uploading follow the same directions found under the Sports Physical Form and title this document SCT (current year). Click onto the highlighted Sickle Cell heading for general information to guide you in this process.
NCAA Medical Exception requirements
The NCAA has instituted restrictions on the medical exception policy for the use of banned stimulant medication for treatments such as asthma, allergy (anaphylaxis), ADD/ADHD or Performance Enhancing Drugs.
Student-athletes who are taking prescription drugs or over-the-counter medications which are banned by the NCAA must provide proper documentation from their diagnosing health care provider to participate in NCAA sponsored athletics. These forms can be found on the links listed below. You will not be cleared to participate until these forms have been received, signed by a MD/DO and reviewed by a member of the WestConn Athletic Training Staff.
Be sure that you read and understand what the NCAA Exception Documents are asking for. Because the ADD/ADHD Exception Form asks for several additional documents, please mail your completed form with attached documentation to the address listed below. Incomplete documentation will not be accepted.Lastly, if you list a medical condition that requires banned medication but no longer take that medication,you will need to provide a note from your doctor stating that fact.
Banned Medication Classes are as follows:
• Alcohol and Beta Blockers (banned for rifle only)
• Anabolic Agents
• Beta-2 Agonists
• Cannabinoids
• Diuretics/ Masking Agents
• Hormone and Metabolic Modulators
• Narcotics
• Peptide Hormones, Growth Factors, Related Substances and Mimetics
• Stimulants
We recommend going to this link NCAA DRUG TESTING PROGRAM 2023-24 to be better informed on NCAA Banned Substances that may include Nutritional/Dietary Supplements (ex. protein, creatine, BCAAs, Amino Acids, Pre-workout, etc.)
If you are unsure whether a drug you take is on the NCAA banned list, log into the "Drug Free Sports (Axis)web site here: DRUG FREE SPORTS. The password to login is NCAA3. You can also contact the Athletic Training Staff regarding questions on this topic.
NCAA Medical Exception Forms are to be sent to the address found on the form.
Asthma/Anaphylaxis Medical Exception Form
ADD/ADHD Medical Exception Form
Performance Enhancement Drug's Medical Exception Form
All WestConn student-athletes must show proof of current valid insurance coverage to participate in athletics. Student-athletes are required to maintain an uploaded copy of a current valid insurance card along with written information in their SportsWare file. Your current insurance card is uploaded under the "Insurance Tab" at the bottom of the page. This information will be updated annually and is a part of each student-athletes medical clearance throughout their collegiate sports career. Specific directions on how to upload this completed document into your SportsWare file can be found on the "SportsWare Online Written Directions."
Medicaid/Husky/DSS policy participants are required to follow an additional step which is described in the "SportsWare Written Directions." Official documentation of coverage dates can be uploaded under the "Forms Tab" and titled "Insurance (with the current date).
Additional information on the Universities Aetna Insurance Program including the Secondary Accident Plan and the filing of claims can be found at the Athletic Training main web page under the Insurance Link tab. We strongly encourage both athletes and parents to familiarize themselves with all coverage options. Please understand there is no Athletic Department Insurance. The student athlete and or their parents are responsible for the processing of all claims.
Completion of Medical Documents
All information is to be completed by August 1st. Any documents and information received after this date will be reviewed in the order it is received. This means that there is no guarantee information turned in late will be reviewed for clearance prior to the start of any competitive season (traditional or non-traditional).
Address Note: Use only for ADD/HD and PED's documentation.
Western Connecticut State University
181 White St.
Danbury, CT. 06801
Attn: Intercollegiate Athletics Department (Athletic Training)
