Student-Athlete Clearance Process

Welcome to Avila University! We are excited for your arrival on campus and for your participation in Eagles Athletics.

Before your arrival and participation in athletics, you must provide the Athletic Training Department with a current physical and create/update your SportsWare profile. Student-athletes will NOT be permitted to engage in any physical activity until all necessary information is on file with the Athletic Training Department.

DEADLINES

RETURNERS must update their SportsWare account by May 16, 2025. Returners do not need to submit a physical for the 2025-26 school year .
NEWCOMERS must turn in their physical and create/complete their SportsWare account by June 27, 2025.

MEDICAL CLEARANCE PROCESS

STEP 1: SPORTSWARE ACCOUNT

All athletes should have access to their profile in SportsWare which is Avila’s injury management platform.

It is the athlete’s responsibility to maintain up-to-date and accurate information, including demographics and insurance information. See below for more details.

IF YOU HAVE NEVER LOGGED INTO SPORTSWARE BEFORE:

Set up your Sportsware account:

Navigate to https://www.swol123.net. Copy the URL and paste in a new tab.
Scroll down to Athlete/Parent and click on JOIN SPORTSWARE.
Enter the school’s ID: AU64145 and select NEXT.
Continue through the steps by providing your information. Select FINISH.
IMPORTANT! Once we receive your request to join SportsWare, we will accept you and you will receive an email with a link to complete setting up your SportsWare account.

Required Information: Once your SportsWare account has been set up, log back in, click on the menu on the left-hand side and navigate through the following tabs entering in all information:

General
Address
Emergency
Current Insurance. You must upload photos of the front and back of your insurance card to upload onto Sportsware. ***To participate in athletics at Avila University you must have active health insurance.
Medical – enter any allergies and medications you currently take.

Required Forms:

Back on the home page, you should see a statement telling you that you have 5 forms to complete.
Select the link and complete all five documents.

If you have been diagnosed with ADHD, you need to provide the documentation of diagnosis from the physician that diagnosed you.

IF YOU ALREADY HAVE A SPORTSWARE ACCOUNT:

Navigate to https://www.swol123.net and log in. Copy the URL and paste in a new tab.

If you have trouble logging in, email us at rebekah.grube@avila.edu

Required Information: After logging in, click on the menu on the left-hand side and navigate through the following tabs entering in all information:

General
Address
Emergency Contacts
Current Insurance. You must upload photos of the front and back of your insurance card to upload onto Sportsware. ***To participate in athletics at Avila University you must have active health insurance.
Medical - enter any allergies and medications you currently take.

Required Forms:

Back on the home page, you should see a statement telling you that you have 5 forms to complete.
Select the link and complete all five documents.

If you have been diagnosed with ADHD, you need to provide the documentation of the diagnosis from the physician who diagnosed you.

STEP 2: PHYSICAL

All new incoming or transfer student-athletes for the 2025-26 calendar year will need to obtain a physical and submit that to our athletic training staff no later than June 27. Avila will not hold on-campus physicals in August for the 2025-26 calendar year.

You must use Avila’s PHYSICAL FORM and this must be received by the athletic training department by the athlete’s deadline:

Returners have a deadline of May 16, 2025.
Newcomers have a deadline of June 27, 2025.

Physicals can be emailed to rebekah.grube@avila.edu or to your coach. They can also be dropped off in the athletic training room during open hours.

The State of Missouri requires that only an MD, DO or NP can perform a physical. We will not accept physicals performed by chiropractors, registered nurses or podiatrists.

**If you are not cleared by your physician, you will need to pursue the additional follow-ups recommended and provide documentation of clearance before athletic participation can be granted.

**If you are cleared with recommendations, you are highly encouraged to pursue additional evaluations or treatments as recommended by your physician.

A physical that has been conducted after February 1, 2025 will be accepted.

STEP 3: CONCUSSION BASELINE TESTING

This will be completed upon your arrival to campus in August.

CONTACT INFORMATION

Avila University Athletic Training
Attn: Rebekah Grube, Head Athletic Trainer
11901 Wornall Road
Kansas City, MO 64145
rebekah.grube@avila.edu

It is the student-athlete's responsibility to keep the Athletic Training Department informed of changes in personal information such as addresses, emergency contacts, phone numbers, changes in medication and any insurance policy changes.