ArbiterSports 2013, all right reserved. ArbiterGame User Guide

Transcription

1 ArbiterGame User Guide

2 Table of Contents Table of Contents Read Me First!... ii Welcome to ArbiterGame... ii Getting Started with ArbiterGame... ii Integrating with Other Online Resources (ArbiterOne, ArbiterPay, and SchoolDude)... ii Exploring the ArbiterGame User Guide... iii Logging On to ArbiterGame... ix Exploring the ArbiterGame Site... x Warm Ups... 1 Completing School Settings... 2 Setting Up Sites & Sub Sites... 4 Adding Teams Adding Opponents Adding Students Adding Your Officials Using Optional Features Game Plan Creating Your Events List Assigning Officials Creating Seasonal Reports Game Day Managing Your Events List Managing Contracts Tracking Logistics Requests (Facility and Transportation Requests) Managing Assigned Officials Printing Eligibility Lists Post Game Paying Officials Printing Neff Certificates NEXT: Read Me First i

3 Read Me First! Welcome to ArbiterGame ArbiterGame is your single source for all your school s game and event logistics. Now, you can track the entire process of managing games and events online from start to finish. ArbiterGame lets you work in a single online system to: n Schedule games n Manage teams n Create rosters n Arrange transportation n Change event venues and times n Send important notifications n Review officiating crews n Pay officials electronically Integrating ArbiterGame with Your Workflow Most athletic departments use several sources and websites to manage games, practices, and other events. This is often inefficient because they have to provide the same information to several people and enter duplicate information within diverse systems. Most schools want a single-source solution that ensures communication and accuracy for planning and managing their events. ArbiterGame is that single-source solution. With ArbiterGame, you can schedule games, manage teams, create rosters, arrange transportation, change venues and times, send important notifications, review officiating crews, pay officials electronically, and easily track the entire process online. ArbiterGame also links with several other industry-standard programs, like ArbiterPay,SchoolDude, and of course, ArbiterOne. This linkage provides a seamless and efficient approach for any busy athletic department. Getting Started with ArbiterGame This Read Me First section is designed to familiarize you with how ArbiterGame works with other online resources, how the Arbiter- Game User Guide is organized, best ways to quickly navigate to the information you need when you need it, key terms and icons used, and what you need to log on to ArbiterGame the first time and access support functions. NEXT: Integrating with Other Online Resources ii

4 Read Me First! Integrating with Other Online Resources (ArbiterOne, ArbiterPay, and SchoolDude) ArbiterOne Both ArbiterOne and ArbiterGame are part of ArbiterSports. Those who use ArbiterOne are called assigners, officiating organizations at all non-pro sporting levels (recreational, high school, college). ArbiterGame was developed to meet athletic directors and other school staff s logistics needs beyond assigning officials. ArbiterGame and ArbiterOne talk to each other. You can inform assigners that you need an official for an upcoming event through ArbiterGame. The assigners can assign officials for your event in ArbiterOne, and it shows up in your Events List in Arbiter- Game. This communication between the two systems makes the process smoother and more efficient. ArbiterPay ArbiterPay is an online, electronic payment system (similar to PayPal ) designed especially for paying officials. As part of the Arbiter- Sports software platform, ArbiterPay works seamlessly with ArbiterGame to handle payments for officials as well as to handle the associated bookkeeping and tax-reporting records. SchoolDude Although not part of the ArbiterSports platform, schools licensed to use SchoolDude can automatically handle transportation and facility logistics through their ArbiterGame platform. ArbiterOne For Assigning Officials ArbiterGame ArbiterPay For Paying Officials SchoolDude For Managing Facility & Transportation Requests NEXT: Exploring the ArbiterGame User Guide iii

5 Read Me First! Exploring the ArbiterGame User Guide The following overview details how the ArbiterGame User Guide is organized, key features and navigation tools, and glossary terms and icons you will encounter throughout the guide. This guide is divided into four sections that cover different ways you will likely use the system. These sections are: 1. Warm Ups This section covers the steps you will take to set up your ArbiterGame system. 2. Game Plan Once your system is set up, this section walks you through building an events schedule, assigning officials, and creating reports. 3. Game Day This section covers the day-to-day tasks you will need to perform to manage your events in ArbiterGame, including managing your schedule and contracts, tracking facility and transportation requests, managing assigned officials, and printing student eligibility lists. 4. Post Game In this section, you will find information about using ArbiterGame to pay your officials and print Neff certificates for students. The ArbiterGame User Scenario On key pages within each section, you will be able to follow the story of Robert Allen, Athletic Director for Dallas City AG High School (a fictitious character and school). This running story appears in a gray box on the left side of those pages that introduce new sections (see sample of this scenario at right). Robert s story provides a personal and true-to-life feel for the processes described in the manual. You will also meet Emily Win, Athletic Director at Chicago Hall (also a fictitious character and school). Emily has been using ArbiterGame for some time, and her assigner uses ArbiterOne to assign officials to games. Throughout this fictitious story, Robert will look to Emily for guidance as he sets up his ArbiterGame system and uses it to manage events and related data on a day-to-day basis. Their story is purely anecdotal and provides no additional information that you would find in the chapters themselves. NEXT: Navigating Individual Pages iv

6 Read Me First! Navigating Individual Pages Each section begins with a process overview flow chart with page numbers and embedded links for each step in the process. Cross references with the text also include both page numbers for the related information and hyperlinks to take you directly to the related information with a single click. This way, you can quickly access information from the.pdf version of the guide as well as from a paper copy if you decide to print the guide to access when not at your computer. Pages in the manual are organized around the screens you will use for each step in the process. The sample at right illustrates elements of a typical page designed to help you quickly navigate through the steps you need to follow for performing a given task. Blue topic boxes at the top right corner of each page indicate the overall section and subsection you are viewing. The last page of each section is the Review Checklist (see below).this page allows you to mark which of the required (and optional tasks, if applicable) you have completed and make any notes for future reference. Green numbers indicate the order of the steps to follow for each task; if the task description requires more than one page, the numbers continue on the subsequent page(s). Shaded arrow boxes in the lower, right-hand corner indicate the specific task covered on the following page. The page number appears below. NEXT: Making Sense of Glossary Terms & Icons v

7 Read Me First! Making Sense of Glossary Terms and Icons The table below and on the next page provides glossary terms and icons commonly used throughout this guide. Glossary Term or Icon AD ArbiterLive ArbiterOne ArbiterPay ArbiterSports Assigner Meet Official SchoolDude SchoolDude Mappings Site Squad Sub Site Tournament Transportation Officer Definition/Explanation Athletic Director Product the provides event and team information to audiences outside the school (e.g., parents, vendors, etc.) Product used by officiating associations at all levels (recreational, high school, college) System to electronically pay officials and other game staff; works with ArbiterGame Name of business that creates and manages all Arbiter products The person from an officiating association responsible for assigning officials to games. (NOTE: Each assigner has an Assigner Group.) Games with multiple teams in a single day (e.g., swim meet, track meet, etc.) Referee or other person designated to officiate a sporting event (NOTE: Assigners use school-provided schedules to make officiating assignments.) A company that specializes in facility management via FSDirect and transportation schedules via TripDirect ; integrates with ArbiterSports to coordinate event schedules with facility and transportation logistics Alignment of scheduled events with sites, sub sites to SchoolDude s locations and rooms Physical location where game is to be played (e.g., a school, a park, etc.) A sub-group of a team typically developed when there are too many students for a single team Specific location at a site (e.g., gym, baseball diamond, cafeteria, etc.) Games with multiple teams over several days (e.g., softball or soccer tournaments) Person in charge of arranging transportation to and from a site for the home team NEXT: Making Sense of Glossary Terms & Icons, Cont. vi

8 Read Me First! Glossary Term or Icon Definition/Explanation Contract icon Can be red, yellow, or green* Pin Point icon Can be red, yellow or green* Officials icon Can be red, yellow or green* Jersey icon Signifies the number of team members* Calendar icon Signifies the number of events scheduled* School Bus icon Signifies a transportation request* * For an overview of how icons are used in ArbiterGame, see Understanding ArbiterGame Icons on page 61. NEXT: Accessing Quick Links vii

9 Read Me First! Accessing Quick Links These quick links are meant to help you find material quickly in this PDF file. From the list of statements below, simply click the one(s) that best match your needs to link to the relevant pages where those topics appear in the guide. Page numbers appear after each quick link (in parentheses) for easy access from a printed copy of the guide. I want to: n Access my different accounts (page ix) n Add my school s logo (page 2) n Set up ArbiterPay accounts (pages 29 30) n Set up sites (pages 4 10) n Set up sub sites (pages 4 10) n Set up a squad (pages 13 14) n Use an ArbiterOne assigner (page 25) n Determine why my assigner does not see a game (pages 25 and 48 50) n Edit a game (pages 43 44) n Delete a game (page 44) n Switch home and away games (pages 41 42) n Find a specific report I need (pages 51 56) n Verify all officials are coming to the event (page 48 50) n Pay my officials (pages 77 78) NEXT: Logging On to ArbiterGame viii

10 Read Me First! Logging On to ArbiterGame When you or your school registers for ArbiterGame, you need to complete the ArbiterGame registration form. User IDs and passwords are provided to each individual user. Use this data to log into the web site: This takes you to ArbiterSports rather than to ArbiterGame directly. To log on, add users, and access Support, follow the process outlined below. u You will need to click Switch Views and select your school from the drop-down menu that pops up to be taken to the Arbiter- Game site. v Add users to your account by: 1. Going to 2. Downloading the ArbiterGame Registration form. 3. Completing the form, and submitting via the on the form. w x Once you log on and select your school, you will see the Arbiter- Game site with your school name located next to the Support button (upper, right-hand corner of the screen). If you are set up for more than one school, clicking on the School/Account name arrow to the right of your school name opens a drop-down list of those schools, allowing you to switch between your accounts. The Support button (located to the right of the School/Account Name button) provides you with various pathways to get help. You can also use it to find out your account number and to refresh data. NEXT: Exploring the ArbiterGame Site ix

11 Read Me First! Exploring the ArbiterGame Site Navigating the ArbiterGame Site is intuitive. Across the top of the page are tabs. The first tab on the left (Schedule) displays automatically when you log in and features your Events List screen. The next tabs are Students, Payments, Teams, Sites, Opponents, Officials, Reports, and Settings. Clicking on a tab will take you to another screen, which may have sub-screens that pertain to the topic. The initial screens under the Schedule and Students tabs include Filters along the left side of the screen that allow you to set parameters for the information you see when you open these tabs going forward. Note that the Events List under the Schedule tab allows you to Hide Filters; thus, once you set the filters for the defaults you want to see, your Events List displays across the full screen. When you initially set up your Arbiter Game (in the Warm Ups section), you will become familiar with all of the tabs except Reports and Payments, which feature options that you will likely access as you use the system for day-to-day activities throughout the school year. Now, you are ready for Warm Ups the first section in the ArbiterGame User Guide, where you will learn how to set up your school s ArbiterGame. Let s get started! x

12 Warm Ups ArbiterGame User Scenario Robert Allen is the Athletic Director for Dallas City AG High School, a 4A high school in Dallas, Texas. His school decided to purchase ArbiterGame since most of the other high schools in his district use it. Robert s purchasing department gave him a link to ArbiterGame and his log-on credentials, but that s it. Now, Robert s got to figure this new program out on his own and manage his thriving sports department, too! Who s got time for this? Fortunately for Robert, his friend and colleague, Emily Win, AD, has offered her assistance with ArbiterGame since her school implemented the program last year. Emily Win s school is Chicago Hall located in Chicago, Illinois. Warm Ups The Warm Ups section can be described as the set-up section. This chapter walks you through how to set up ArbiterGame for your school. It also covers several optional set up tasks that your school can take advantage of to make your ArbiterGame experience even better. There are six parts to setting up Arbiter- Game. Each part of the process takes place using different tabs shown at right. y For best results, use the tabs in the order presented in this section to set up your ArbiterGame. Basic set-up features (in the order in which you will use them) are found in: w 1. Settings You will start here to enter your school information and set preferences. If your school is licensed for SchoolDude integration, you will use this area for related settings (pg. 2 3). 2. Sites Here you can enter information about all the locations you use for scheduling events: your school, area parks, and other facilities as well as gyms, rooms, and fields at each location (pg. 4 10). 3. Teams In this tab, you will set up teams and assign sports, levels, and gender characteristics as well as rosters (pg ). You may also set defaults for using an ArbiterOne assigner (pg ). 4. Opponents Here you will set up the opposing teams you play during the season/year (pg ). 5. Students This area allows you to enter student data for different teams in bulk or individually for creating student lists, eligibility lists, and awards (pg ). 6. Officials Here, you can enter data about officials you want to assign to various events (pg ). v x z u Optional features include linking your ArbiterGame to ArbiterPay for managing payments to officials and SchoolDude for coordinating facility and transportation logistics. NEXT: Completing School Settings ArbiterSports , all right reserved

13 Warm Ups: Completing School Warm Settings Ups ArbiterGame User Scenario Robert Allen adds Emily to his speed dial and digs in. The first time Robert logs into ArbiterGame, he sees a blank Events List. Clicking through the other tabs, he notices that they re blank too. Emily?!?! He knows that he needs to set up his school information first so that each time he logs in going forward, his school information will automatically display. Completing School Settings The ArbiterGame Settings tab allows you to set up your school s information (e.g. address, phone district ID, logo, etc.), making sure that the information is correct and complete. In addition to the contact information, you can also adjust the setting for your school if you plan to publish your games to ArbiterLive for the public. The Settings tab has three (3) components: n School n SchoolDude (optional; see pages 31 through 33.) n Preferences Let s Get Started u Complete fields under General section. When you click Settings from ArbiterGame screen, the School Settings screen displays. This screen allows you to add your school s address, phone number, district license and other school-specific information. v Complete fields under the Misc. section. Here you can upload your school s logo. Click Save Settings when complete. NEXT: Completing Preferences 2 w

14 Warm Ups: Completing Preferences Completing Preferences The items on the Preferences screen are optional. Use the Preferences sub-tab to keep other organizations from accepting your game contracts and/or to publish your game schedule on ArbiterLive for others to access. For more information on publishing events using ArbiterLive, see pages u Click the Preferences sub-tab under Settings. The Preferences screen displays. v Check this box if only your organization can accept or decline game contracts. x Click Save Preferences, when complete. w Check this box if you want your school s events to be published on the ArbiterLive website or if in Michigan, published to MHSAA.com. The Team Schedule URL displays automatically. NEXT: Setting Up Sites & Sub Sites 3

15 Warm Ups: Setting Up Sites & Sub Sites ArbiterGame User Scenario Whew! Okay, the Settings tab wasn t too bad. There may be hope for Robert and Arbiter- Game after all! Now that Robert has set up his high school via the Settings tab, he can start to tailor the set up to meet his school s needs. Robert s friend, Emily Win, tells Robert to now use the Sites tab. Here, Robert learns, he will create sites and sub sites and tell ArbiterGame which locations are used for which events. Okay, that doesn t sound too hard. Setting Up Sites & Sub Sites The second step in the Warm Up process is to set up ArbiterGame with sites and sub sites where you will hold school events. Doing so allows ArbiterGame to determine available locations where these events can be held (e.g., gym, basketball court, community pool, etc.). Because the Sites tab information will be used in other areas of ArbiterGame, it is important to set up your sites early. Make sure your home team sites are properly listed; including all sites where you schedule games as the home team (e.g., home site or satellite sites). You do not need to subscribe to opponent s sites. Let s Get Started There are two areas that you can use to set up a satellite site or sub site: 1. The Subscribe to Home Sites screen (displayed on the following page) 2. The Create Site screen and related Sub Sites screen (discussed on pages 4 10) Any location you use for home games should be listed in the Site or Sub Site area of Arbiter- Game. Your school s physical location is defaulted as your site, so you do not need to set that up. This material walks you through how to set up another satellite site. For example, your satellite site and sub sites might be: n Site: Community pool, golf course, equestrian arena n Sub Sites: Fields, gyms, or courts located on the site s property NOTE: If new sites have more than one location on the premises where a game might be played, add those locations as sub sites. NEXT: Setting Up Sites (Satellite Sites) 4

16 Warm Ups: Setting up Sites & Sub Sites Setting Up Sites (Satellite Sites) u To begin setting up your satellite sites, click the Sites tab. Any sites that you set up will appear in your Site List. v Click Manage Satellite Sites, to subscribe to existing sites. Warm Ups: Setting up Sites and Sub Sites The screen then displays any sites located 20 miles from your school s zip code. Warm Ups: Setting up Sites and Sub Sites w If you cannot find your site on the provided list, you ll need to add a new site. From this same screen, click Create New Site. x A pop-up window displays. Choose Yes, Create Site. NEXT: Setting Up Sites (Satellite Sites), Cont. 5

17 Warm Ups: Setting up Sites & Sub Sites Once the Create New Site screen displays, you can enter your school s satellite site information. Remember, this should be the site s physical location. u Type your satellite site s name. v Type in your site s address and phone number. w Click the Choose Site Type icon, and choose your site s type. x When this screen is complete, click Create Site. y ArbiterGame then queries its database and suggests already existing sites. If one of the suggestions matches your site, click the name. If there is no match, follow the instructions on the next page. z Once you select your site from the list, this success message displays. Click Sites if you need to create an additional site. NEXT: Setting Up Sites (Satellite Sites), Cont. 6

18 Warm Ups: Setting up Sites & Sub Sites When Your Site is NOT Listed u If your satellite site is not listed, click None of these are correct. Skip this Step at the bottom of the screen. v Next, the Edit Site screen displays (because you previously completed the Create a New Site screen). w Click Save Site and add your sub sites next. NOTE: Once a site is added to your Site List, it cannot be removed. Contact ArbiterGame Support if you need to remove a site. NEXT: Setting Up Sub Sites 7

19 Warm Ups: Setting up Sites & Sub Sites Setting Up Sub Sites Sub sites are the locations at a facility where events are held (e.g., football field, soccer field, baseball diamond, tennis courts, swimming pool, main gym, auxiliary gym, etc.). Each of these locations should be set up as a sub site. When scheduling an event, you must indicate the sub site, so it is important that you enter all sub sites for each of your home sites. u To add sub sites, click the Sites tab and select your site name. v The Edit Site screen then displays. At the bottom of this screen, click on Add Another Sub Site. NEXT: Setting Up Sub Sites, Cont. 8

20 Warm Ups: Setting up Sites & Sub Sites w When the Sub Site screen opens, name your new sub site. x Then, click on the Type icon. y Next, choose the image in the pop-up that best represents the type of location that matches your sub site. z Click on the Suggested Sports icon. { A popup will display, showing icons for different sports. Choose as many sports as might be played at this Sub Site. } When you ve selected all the sports that can be played at the sub site, click I m Done Selecting Sports. Click Create Sub Site to save your information. NEXT: Setting Up Sub Sites, Cont. 9

21 Warm Ups: Setting up Sites & Sub Sites You can add more sub sites by clicking the Add Another Sub Site link at the bottom of the screen. Be sure to review all of your sites and sub sites for accuracy. You can click on any site name to view information for the site including sub sites. NOTE: When you are adding a game for a particular sport, you will only see the sub sites that can be used for that sport. A sub site that has no sports assigned to it will show up for every sport. NEXT: Adding Teams 10

22 Warm Ups: Adding Teams ArbiterGame User Scenario Athletic Director, Robert Allen, has now set up his school s settings and his sites. He tells Emily that he ll buy her a cup of coffee next time they see each other. Emily laughs and suggests taking a break next time their two schools are pitted in a tournament. She tells Robert to gather information on all of the teams that Dallas City AG has, including all levels of play, across all sports. Robert grimaces; oh boy, this should be interesting. Dallas City AG has so many of them! Emily provides encouragement that this is mostly a one-time set up, and the pay-off is great once Robert s school is up and running with ArbiterGame. Adding Teams The next step in setting up ArbiterGame is to add all of your school s teams and any squads necessary. These are not the students themselves, but the teams of students that play during the season. After you establish your teams, then you can add students to the individual teams. Let s Get Started From the main ArbiterGame screen, click the Teams tab. As seen in the process described below and on the next page, the screen that displays allows you to customize your team information by sport, gender, and level as well as to link each team to appropriate site, sub site, and game or practice times. There is also an optional setting for having officials assigned by ArbiterOne or by the school. u From the Teams tab, click Create New Team. So, Robert compiles the information about his various teams. He calls Emily back so that he get her help adding his teams. NEXT: Adding Teams, Cont. 11

23 Warm Ups: Adding Teams v Once you click Create New Team (see previous page), the Add Team screen displays. Choose Sport, Gender, and Level from the three boxes near the top of the screen. For each box you select, a pop-up window opens with clickable Icons for you to choose from. NOTE: You will need to complete all three boxes to add a team. w Choose from the Sport pop-up options. z From the drop-down menus shown, select a site, sub site, and game or practice times in the Game Defaults section of the page. { If applicable, change this default setting to EITHER: Assigned by School OR An ArbiterOne Assigning Group. This Officiating field is optional at this point. ArbiterGame recommends that you indicate the need for officials when you set up events. NOTE: To learn more about the ArbiterOne Assigning Group, go to the Officials section, pages x y Click Create Team to return to the Team List, which now displays an updated list of your school s teams. NOTE: To add students to your team, select your team from the Team List and click on Roster, then Add Players. See also the Students section, page 23. Choose from the Gender pop-up options. Choose from the Level pop-up options. NEXT: Adding Squads ArbiterSports ArbiterSports 2013, all right 2013, reserved all right reserved 12

24 Warm Ups: Adding Teams Adding Squads Adding a squad to your team list can be done easily. You will want to create a new team that mirrors an already existing team. Because you ve already created that team, ArbiterGame knows that it exists and signals renaming subsequent teams as squads. You can only add four (4) squads per sport/gender combination. u v w Type in the original Click the Teams tab and then Create New Team. Create a new team with the exact parameters as the existing team for which you want to build a squad. Because the same team is being created, ArbiterGame automatically displays the Add Squad Name screen. team name and the name of the squad. x Click Done Adding Squad Name to proceed. NEXT: Adding Squads, Cont. 13

25 Warm Ups: Adding Teams y After you have named your new squad, complete the Game Defaults items: Location & Officiating, and Times. z Remember to click Create Team when you are complete. To change any of your squads, click the team name from the Team List screen. This displays the Edit Team screen and allows you to change data or delete the squad. When an opponent adds a game for your school, they will not see your list of squads. It defaults to your original team. You can change the squad on a game without having to get it accepted by opponents. NEXT: Adding Opponents 14

26 Warm Ups: Adding Opponents ArbiterGame User Scenario Robert is so glad that setting up his teams is complete. He s starting to understand that ArbiterGame is just a big, blank play book of sorts that just needs information fed into it, so that the best plays or events can be organized. His next step is to add his opponents. This should be easier! Adding Opponents The Opponents tab sets the list of schools that you play. Only schools that you have selected as opponents appear as options when adding a game. In this area of ArbiterGame, you can subscribe to opponents already listed, or notify ArbiterSports if another opponent needs to be added to the system. Let s Get Started Click first on the Opponents tab; the screen that appears lists any previously set-up opponents. Once you have selected opponents from the supplied list, you will see your school s list of opponents here whenever you open this screen. To begin this process, click on Add Opponents. Robert clicks on the Opponents tab and gets started. NEXT: Adding Opponents, Cont. 15

27 Warm Ups: Adding Opponents Once you select Add Opponents, the Subscribe to Opponents window opens, featuring those schools located in the vicinity of your school s zip code. You can change the radius (in miles) as well as the zip code to find opponents outside your area. u Place check boxes next to all of your opponents. v If an opponent is not listed, click I can t find an Opponent I m looking for. The on-screen directions display for sending an toarbitersports. w Once you have selected all of your opponents, click I m Done Subscribing To Opponents. Remember, to access your opponents list, click on the Opponents tab at any time. NEXT: Adding Students 16

28 Warm Ups: Adding Students ArbiterGame User Scenario Robert Allen, AD, is almost done with customizing ArbiterGame with his school s information. Yahoo! The next big part of set up, Emily warns him, is adding all of his students and their unique information, including what teams they will play on. Luckily, this task is made easier because schools can upload student information in bulk via a spreadsheet. The other option is to type in each student s information one entry at a time. Emily Win, Robert s friend and colleague, explains the use of the spreadsheet template and that it can be a big time saver. Robert, who s all about saving time, speaks with his administrative unit to find out if there are any student lists kept in a spreadsheet. Adding Students Adding individual students to ArbiterGame lets you assign students to teams, print eligibility lists and certificates, print student reports, and notify parents about schedules. In this area of the website, you can: 1. Import existing student lists 2. Add/edit individual student information 3. Assign students to teams Let s Get Started If you have a number of students to add, you may import your roster using one of the spreadsheet templates on the ArbiterGame website: the Import Students template or the Import Students Teams template. Pages 18 through 20 illustrate this process. If you only have a few students to add, page 21 guides you through steps to add individual student information. One of the school s administrators s Robert a spreadsheet that may be of use. Robert opens it and calls Emily to tell her the kind of information it contains. Emily smiles and says that yes, Robert can use the spreadsheet with some modifications. With spreadsheet in hand and Emily on the phone, Robert tackles the next part of set up. NEXT: Importing Existing Student Lists 17

29 Warm Ups: Adding Students Import Existing Student Lists To import student lists, you will need to: n Download the appropriate spreadsheet template from the ArbiterGame website to either add students in bulk (Import Students template) or to add students already listed by teams (Import Students Teams template). n Enter your student information. n Upload your spreadsheet to ArbiterGame. u v w x To begin adding your students, click the Students tab. Then click the arrow next to New Student. A drop-down menu will appear. To add students in bulk, click Import Students. To mass add students already in Arbiter- Game to teams, select Import Students Teams. The Import Students screen displays where you can download whichever type of template you chose in step three above. y Click the Download Template link, and save the file to your computer hard drive. NEXT: Entering Student Information 18

30 Warm Ups: Adding Students Entering Student Information u If using the Import Students template, copy and paste relevant information from an existing spreadsheet and/or type individual student information into the spreadsheet shown below. At a minimum, you will need to enter the First Name, Last Name, and Graduating Year required fields. Import Students Template v You can access any formatting guidelines for a particular column by clicking the red notes indicator in the upperright corner of the cell where it appears. NOTES: Please import your StudentID for the student so that you can match up that student in the future. Once you have selected the team from the drop down menu, you can copy that field for other rows. Do not delete any of the columns on either spreadsheet. Import Students Teams Template wif using the Import Student Teams template, this downloadable option comes pre-loaded with team information from your ArbiterGame account. Use drop-down arrows to select the proper School Year and/or Team. NEXT: Uploading the Completed Template 19

31 Warm Ups: Adding Students Uploading the Completed Template u v For either template, once you ve added your students and saved the file, upload it to ArbiterGame by clicking the Browse button and selecting your saved file from its location. Then, click Open. Once the file name appears in the space to the right of the Browse button, click the Upload button to load the file into ArbiterGame. w Once your upload is complete, the Import Students screen displays the number of student records that were uploaded, imported, and failed. y To view your students, after an upload, click the Student tab. x If your upload has any errors, they will display for you. You may click the Export button to view the errors in a spreadsheet format. When this occurs, you need to correct the errors in your original spreadsheet, and try the upload again. NEXT: Adding Individual Students 20

32 Warm Ups: Adding Students Adding Individual Students If you only need to add a few students, you can do so by completing the required fields for adding individual students as shown below. Remember, beyond these required fields, the more information you can provide, the more information you will have at your fingertips later. u Start by clicking the Student tab, and then selecting the New Student button. v On the Create Student screen, complete the Student Info with at least the first and last name, and graduation year. w To complete the Eligibility section, check the required fields: Class Requirements Complete and Is Physical Current. x When your student s information is complete, click Save Student. NEXT: Adding/Editing Student Info 21

33 Warm Ups: Adding Students Adding/Editing Student Information As student information changes over time, you can make additions and edits by selecting the student s name from the Student List under the Students tab. If you need to add a student, you would click on New Student and complete information as illustrated on the previous page. To edit existing student information, follow the directions below. u Start by clicking the Students tab, and then selecting the student s name you wish to edit from the Student List. v The Edit Student screen displays. Simply change whatever field you need to (including the Address, Emergency Contact, Notes, and any Student Teams.) w If you need to remove a student from your ArbiterGame list, click the Delete button. x When complete, click Save Student. NEXT: Assigning Students to Teams 22

34 Warm Ups: Adding Students Assigning Students to Teams Now that you have students and teams set up in ArbiterGame, you re ready to assign your students to the various teams you ve set up in the system. Start by clicking on your student s name under the Students tab to see the Edit Student screen. NOTE: You can also assign students to teams via the Teams tab (see page 12). w Select the team on which you want to place your student. u At the bottom of the Edit Student screen, click Student Teams. A drop-down screen (as shown at right) will appear, showing the different levels for teams. v Click Add to Team under the appropriate year (i.e., Freshman, Sophomore, Junior, Senior) to open a pop-up window (e.g., Senior Year Teams) displaying all available teams at the level you chose based on the student s gender. x Another pop-up then displays, asking you for both the position your student will play on the team and the player (Jersey) number. y When you have finished entering information into these two, pop-up windows, click Save Student in the Student Teams window. NEXT: Adding Your Officials 23

35 Warm Ups: Adding Your Officials ArbiterGame User Scenario Robert is almost through with all the set up for ArbiterGame! Robert now promises Emily a lunch when they next meet. The last task to accomplish is to add officials that Robert might use for events. Emily explains to Robert that he needs to find out if Dallas City AG uses ArbiterOne or not. Since Robert has not heard of this program before, he investigates with his principal and other ADs in the district. Adding Your Officials The last step to setting up ArbiterGame is to add your officiating staff. This part is a little tricky in that someone else in your school/organization may be responsible for assigning officials using ArbiterOne. If this is the case, you do not need to add officials, only assign officials to your games. So, prior to performing the steps on the next pages, find out from your school whether or not someone else (sometimes called an assigner ) is setting up official staff information in an assigning group. Based on which process works for your school, the following pages will illustrate how to: n Choose an assigning group in ArbiterOne (if an assigner is responsible for your officials.) n Assign officials yourself. Robert discovers that two other schools in his district use ArbiterOne, but his school is still considering it. Robert s principal is interested to hear his professional opinion on ArbiterOne when he understands it more. Robert calls Emily to say that Dallas City AG does not use Arbiter- One now, but may in the future, so he wants to know about how it would work with ArbiterGame. Emily s school, Chicago Hall, does use an assigner, so she can certainly explain the benefits of ArbiterOne to Robert. NEXT: Choosing an Assigning Group 24

36 Warm Ups: Adding Your Officials Choosing an Assigner Group (Using an ArbiterOne Assigner) When using an ArbiterOne Assigner, be sure to use the Teams tab (see page 12, step seven). The Officials tab is only for assigning officials yourself (see next page). To ensure that your school s assigner can assign officials to your events and that those officials will appear on the ArbiterGame Events List, follow the process illustrated below. This process also facilitates paying officials (see the Post Game section, pages 76 through 77). u If you ve determined that your school will use an ArbiterOne assigner, click the Teams tab to select the team for which you need to assign an official. w The Edit Team screen then displays. From the Officiating field, choose An ArbiterOne Assigning Group. v Choose the team for which you want to assign officials. x The Location & Officiating portion of the screen expands to allow you to enter the Assigner Group number and choose the Assigner Level from the drop-down menu. y Click Save Changes at the bottom of the Edit Team screen. NEXT: Assigning Officials Yourself 25

37 Warm Ups: Adding Your Officials Assigning Officials Yourself To add officials yourself, use the Officials tab; do not use the Officials tab to list officials assigned through ArbiterOne. Remember, if you add officials yourself, only you will be able to assign them to games. You can view already assigned officials in the Events List. u Under the Officials tab, click Add Official. v The Create New Official window appears. Type in your desired official s address, and click Go. If the is already on file with ArbiterSports, you do not need to provide any further information about the official. w If, however, the official is new to ArbiterSports, provide the official s personal information (e.g., first and last name, address, etc.). x When you have completed the required information, click Create New Official. NEXT: Assigning Officials Yourself, Cont. 26

38 Warm Ups: Adding Your Officials y Once you have clicked Create New Official (previous page), the Sports for New Official screen displays. Click on the appropriate gender box for each sport that your official can officiate z When you have selected the applicable sports for this official, click Done Managing Sports for this Official. ArbiterGame refreshes and displays the Official List. You can now see any officials added to your school. NEXT: Using Optional Features 27

39 Warm Ups: Using Optional Features ArbiterGame User Scenario Athletic Director, Robert Allen, can now celebrate! His Arbiter- Game site is customized for his school. After a mini celebration over the phone with Emily, she encourages Robert to look into some optional features that can make his job even easier. The two additional options are using Arbiter- Pay and SchoolDude. Robert promises that he ll look into these, but only after his parents and coaches social scheduled for tomorrow. Using Optional Features ArbiterGame offers two, optional set-up features that automatically link to related programs for managing your events. These programs are: n ArbiterPay An online payment system, similar to PayPal, that is designed specifically for paying officiating staff. You would need to have an ArbiterPay account already set up before you can use the ArbiterGame link to ArbiterPay. n SchoolDude An online, automated approach to event scheduling that simplifies facility management and transportation scheduling for school and community events. Currently, you access these two options in different areas of ArbiterGame. Let s Get Started For ArbiterPay, you will use the Payments area. Pages 29 through 30 cover how to link your ArbiterGame to ArbiterPay. Robert is quite satisfied that he can begin his sports seasons with confidence. For SchoolDude (which is a setting), you will use the SchoolDude area of the Settings tab. Pages 31 through 33 cover how to map your sites and sub sites to SchoolDude s locations. NEXT: Using ArbiterPay 28

40 Warm Ups: Using Optional Warm Features Ups Using ArbiterPay Check with your business office to see if your school already has an existing ArbiterPay account. If so, you will need the following account information before you can use the ArbiterGame link to ArbiterPay : Warm Ups: Optional Set Up n ArbiterPay Username n Account Number n Security Key/PIN This section details how to link your existing ArbiterPay account with ArbiterGame. u Under the Payments tab, click on Link your ArbiterPay account. v A new window appears: My ArbiterPay Accounts. Click Add Account. w The My ArbiterPay Accounts window refreshes. Type in your ArbiterPay Username,and click Go. NEXT: Using ArbiterPay, Cont. 29

41 Warm Ups: Using Optional Features x The My ArbiterPay Accounts window refreshes again. This time, type your account number and security key/pin into the appropriate fields, and press Save. y Your Payments screen refreshes to show your account and any funds balance. You may now use the Payments tab to initiate payments for your officials. NEXT: Using SchoolDude 30

42 Warm Ups: Using Optional Features ArbiterGame User Scenario Robert Allen is excited because his school just signed a contract with SchoolDude. In the past, every time there was an event at the school, Robert would have to run around and talk to facilities and transportation people as well as fill out and individual requests to ensure that the room requested was unlocked, lights turned on, sound system checked, and busses and drivers scheduled. Now that Robert has access to SchoolDude, all he has to do is enter the request in Arbiter- Game. The system automatically notifies everyone associated with prep and clean up of the facility as well as those handling transportation. What a time savings! Plus, this helps ensure that none of these functions falls through the cracks. Using SchoolDude If your district uses SchoolDude, ArbiterGame and SchoolDude work together to set up your school s account. To see if this set up is complete, click the Settings tab, and then click SchoolDude. If the screen displays SchoolDude Licensing and ArbiterGame SchoolDude Mappings, then your school s information has been integrated with SchoolDude. If you don t see this on your screen, call ArbiterGame Support for assistance. Once your school s information has been integrated with SchoolDude, your task is to map the ArbiterGame sites and sub sites to the SchoolDude locations and rooms (as illustrated on pages 32 33). What this does is equate a site you ve established by others in ArbiterGame to a particular location established in SchoolDude. The sub sites in ArbiterGame are called rooms in SchoolDude. ArbiterGame Site Sub Site SchoolDude Location Room Why is mapping important? When you need facilities set up for your upcoming game, you will log this request in ArbiterGame, which automatically notifies SchoolDude of the facility request. This way, your facility staff members know which room needs to be set up for the event. In addition, this same process is followed for any transportation request. So, for instance, if you have two gyms at your middle school and you ve named them Gym 1 and Gym 2 in ArbiterGame, those two gyms may be named differently in SchoolDude. This mapping makes the notification process to transportation staff easy and accurate. NEXT: Using SchoolDude, Cont. 31

43 Warm Ups: Using Optional Features u The SchoolDude settings are under the Settings tab within ArbiterGame. Click the Settings tab, followed by the SchoolDude sub tab. v The SchoolDude Settings screen displays, where you will be able to link both sites and sub sites. To link a site, first click the Map button under the SchoolDude Location. (On the next page, you will learn to link a sub site.) w The screen refreshes to give you a drop-down menu. Select the location that corresponds to the ArbiterGame site listed, and click Save. NEXT: Using SchoolDude, Cont. 32

44 Warm Ups: Using Optional Features x Next, click the Map button under the SchoolDude Room to link the sub site to the room. y When the screen refreshes, select the room that corresponds to the ArbiterGame sub site listed, and click Save Mapping. NEXT: Review Checklist 33

45 Review Checklist ArbiterGame User Scenario Robert Allen, Athletic Director for Dallas City AG High School has now completed his set up of ArbiterGame. He s become much more familiar with the various tabs in ArbiterGame, what each contains, and how they are used. The set up wasn t as bad as he feared. Of course, that s probably thanks in a large part to his friend, Emily Win. Perhaps he should send her a fruit basket? Congratulations! You have now set up ArbiterGame for your school! Use the checklist below to make sure you re ready to Get your game on. Required Tasks Complete Comments Completing School Settings Setting Up Sites Setting Up Sub Sites Adding Your Teams Adding Your Opponents Adding Your Students Adding Your Officials Optional Features Complete Comments Setting Up ArbiterPay Integrating with SchoolDude In the next section, you will learn how to add information (e.g., about events or students) and further build your ArbiterGame Game Plan. ArbiterSports , all right reserved

46 Game Warm Plan Ups ArbiterGame User Scenario Robert Allen, AD, is now ready to use ArbiterGame on a daily basis. And since he performed all the set up, he feels up to the challenge. Robert needs to get comfortable using the Events List and accessing the various reports in ArbiterGame. He realizes that these two tabs were not used during set up, so his confidence is shaky. Luckily, he still has his colleague, Emily Win, on speed dial! Game Plan: Building the Events Schedule Now that you ve completed setting up ArbiterGame for your school, you can begin storing specific event data (e.g., games schedule, assigned officials, reporting, etc). This section focuses on the Events List, as this is the area you will be using extensively throughout your school year. The section helps you with: n Creating your Events List (pg ) n Assigning Officials (pg ) n Creating Seasonal Reports (pg ) Let s Get Started For activities in the Game Plan section, we will use the Schedule and Reports tabs. NEXT: Creating Your Events List 35

47 Game Plan: Creating Your Events List Creating Your Events List Your Events List, once created, will become your daily go-to page in ArbiterGame. Adding games and events are key functions and will be covered in detail on the following pages (37 through 47). When you first view your Events List under the Schedule tab, you will see that there are no events listed. As you add games and other events following the steps outlined in this section, you will then see these events listed every time you return to the Events List. This section covers: n Importing Existing Events Lists (pg ) n Adding Individual Events, including home and away games (pg ) n Editing Individual Events (pg ) n Adding & Editing Tournaments (pg ) NOTE: When adding games, it is possible to create duplicates; however, ArbiterGame automatically warns you if your entry will result in double booking a team or a site. If you receive a warning, do not continue; work out the schedule conflict, and then either schedule your event or delete the duplicate entry. NEXT: Importing Existing Events Lists 36

48 Game Plan: Creating Your Events Warm Ups List Importing Existing Events Lists If you have many games to add, you may want to import games using a spreadsheet template (similar to the approach you used to add students via a template). You will need to perform three tasks to import an existing list. 1. Download a spreadsheet template. 2. Enter your schedule information. 3. Upload your spreadsheet to ArbiterGame. We will work within the Schedule tab for this process. u From the Events List, click Add New and then Import Games. NEXT: Importing Existing Events Lists, Cont. 37

49 Game Plan: Creating Your Events Warm Ups List v The Import Games pop-up window displays. Click the Download Template link and save the file to your computer s hard drive. w When you open the template, you will see that it comes pre-loaded with teams, sites, and opponent information from your ArbiterGame account. Type in your schedule into the template. When entering team or site information, be sure to use the drop-down arrows to select the proper team or site name. This prevents problems caused by spelling errors. The following fields must be completed for ArbiterGame to add games to your schedule: Date Time Team Home/Away Opponent Transportation Required Facility Request Required Assigned by Other fields may be left blank, but it is important that you include as much information as possible. Ignore the other reference worksheets, and save your work. NOTE: Do not delete any of the columns on the spreadsheet! NEXT: Importing Existing Events Lists, Cont. 38

50 Game Plan: Creating Your Events List x The final step is to upload your spreadsheet to ArbiterGame. Click Browse on the Import Games pop-up window, and select your file from where you saved it on your computer hard drive. The file name will then appear to the right of the Browse button. y Click Upload on the Import Games pop-up window. The Import Games screen displays the number of games uploaded, imported and failed. z { If your upload has any errors, they will display below the red Failed records. Click the Export button to view the errors in a spreadsheet format. Correct the errors in your original spreadsheet and try the upload again. Any events you ve uploaded will now show in the Events List view. NEXT: Adding Individual Events 39

51 Game Plan: Creating Your Events List Adding and Editing Individual Events When adding events in ArbiterGame, there are two types to consider: (1) games, meets, and tournaments, which have opponents or away teams, and (2) practices and non-sporting events hosted by the school, such as pep rallies, plays, assemblies, or dances. (The Import Games option was covered previously on pages 37 through 39.) Let s Get Started Although the information on pages 40 through 47 addresses how to add/edit games and tournaments, you will follow the same basic steps when adding practices, meets, or other events. Creating a New Game The information that follows describes processes for creating a new game (either a home game or an away game). Note: To add multiple opponents to a meet, you must add the game and then edit it. On the edit screen you can add additional opponents. ufrom your Events List view under the Schedule tab, choose Add New and then New Game. v The Create Game screen displays, which will be used to add either a home or away game. NEXT: Adding a Home Game 40

52 Game Plan: Creating Your Events List Adding a Home Game Use the process detailed below to add an individual home game. If you have several games to add, you will save time by first entering all home games for a team and then entering all away games using the Create Game & New button at the bottom, right-hand corner of the Create Game screen. This way, you only have to change the opponent and date for most games. To add multiple opponents for the same event (e.g., for a track or swim meet), create the event first, then edit the event to add more opponents (see page 43). u Select your team from the Match-Up dropdown list. The screen refreshes to display the team defaults that were previously set up. y z w Select the Home icon. Select the Set Up Time and Clean Up Time in the Facility Request section for home games. You DO NOT need to click either of the check boxes in this section. Complete the Officials section for home games based how your school assigns officials. For schools using assigners: if you don t see the option An ArbiterOne Assigning Group in this drop-down list, you must edit the team (see Warm ups), and provide assigning group information so you can have officials assigned through Arbiter- One. Otherwise, you will only see options here for School Assigned or No Officials Required. v x { Select your Opponent from the drop-down list. Type information into the Where, When, and Info sections. NOTE: You have the option to Publish Game. When selected, this sends your information to ArbiterLive or MHSAA. com, which posts game information for students families. When all the sections are complete, click Create Game to save. NEXT: Adding an Away Game 41

53 Game Plan: Creating Your Events List Adding an Away Game Now, let s see how the process for adding an away game differs from adding a home game. There are only three differences in the Create Game screen: you select the Away icon, you complete the Transportation Request fields, and you DO NOT assign officials. u To add an away game, first select the Away icon. v Provide information in the Transportation Request section. You are not required to click either of the check boxes in this area. NOTE: If your school uses SchoolDude, you must select a vehicle. w When all sections are complete, remember to click Create Game to save. NEXT: Editing Individual Events 42

54 Game Plan: Creating Your Events List Editing Individual Events Events listed in ArbiterGame s Events List can be edited only if: n You have created the event. n You have accepted an event created by another school. n There are no pending, game-change requests that must be approved by an opponent. For most game-change requests, your opponent already knows of the change, and the request is simply a notification. The changes that drive game-change requests are those that impact the site (not sub site), date, time, or game status. Once an event has been accepted, any change to that event triggers ArbiterGame to send an notification showing new information about the event in bold type. The notification also provides contact information for whoever made the change to the event. u To edit an event, go to the Events List. For example, in the screen below, the red icons indicate that you need to take action related to the contract, logistics, and officials. w In the Edit Game screen, if your opponent has made changes to this event, you can see the notification on this screen related to that change (e.g., contract). In this example, you can either Accept or Decline the contract. v Click on the team playing that event; the Edit Game screen appears. NEXT: Editing Individual Events, Cont. 43

55 Game Plan: Creating Your Events List x If no changes to the contract have been made or you ve accepted changes, you may make further edits in the same way that you did when adding a game in the Create Game screen (see pages 40 42). y If the game needs to be removed from the Events List, click Delete Game. If not, click Save Game to save your edits. NEXT: Adding & Editing Tournaments 44

56 Game Plan: Creating Your Events List Adding & Editing Tournaments Tournaments consist of multiple games, typically played on the same day with different opponents playing one another based on individual game outcomes. Thus, the adding and editing process differs from what we ve done for individual events. Start at the Events List under the Schedule tab, and follow the steps below to work with tournaments in ArbiterGame. u In your Events List, click the Add New drop-down list, and select Add New Tournament. v The Create New Tournament screen then displays. Provide a Tournament Name, Start Date, End Date, Sport, and Level of play. The fields Publish Tournament (for publishing to ArbiterLive or MHSAA.com) and Assigning (for designating whether or not an ArbiterOne assigner is involved) are optional. w Click Create Tournament to save your work. NEXT: Adding & Editing Tournaments 45

57 Game Plan: Creating Your Events List x After you click Create Tournament, the screen refreshes and appears as the Edit Tournament screen. Here, you can add the site, teams, and games for your tournament. y Click Add Site to establish where the tournament will be played. z { Click Add Team, and select the school that you want to add to the tournament roster. Keep adding teams for all invited to the tournament. Click Add Game, and select the games that you want to add to the tournament schedule. The Add Games pop-up window displays, where you can select the Date, Number of Games to Create, Game duration, Site, Time of first Game, and the Break between Games. Keep adding games until the schedule is complete. } Click Save when you ve finished populating the data. Then, click Return to Schedule page on the Edit Tournament screen. NEXT: Editing Tournaments 46

58 Game Plan: Creating Your Events List Editing Tournaments Once your tournament has been created, it is easy to change it when needed. As before, go to your Events List, and click on your tournament. The Edit Tournament screen opens. NOTE: If you need to change the date of the tournament, you must first extend the dates of the tournament so that the games fall within the new date. u Make any changes you wish, using the same process described on the previous page for creating a tournament. Click Update Tournament when complete. A pop-up message that says, The Tournament was Updated Successfully displays. v Click Return to Schedule page to view your full Events List. NEXT: Assigning Officials 47

59 Game Plan: Assigning Officials ArbiterGame User Scenario Robert Allen, AD, is now ready to assign officials to events that need them. Robert is going to do this because his school does not yet use ArbiterOne, and so he needs to perform this task for himself. Since his principal wants to have his opinion on Arbiter- One, Robert is going to take particular note of the time it takes to assign officials. Assigning Officials Either you or your ArbiterOne Assigner can assign officials to games. It is important to indicate the need for officials when you set up games in the Events List. In this section, we will focus on the steps for you to follow to assign officials yourself. When this is the case, make sure that the Officials section of the event (in the Events List) has been marked as Officials Assigned by School. (See the information in Adding Your Officials covered in the Warm Ups section on pages ) For officials assigned by an ArbiterOne Assigner, refer to the information provided on page 25, Choosing An Assigner Group. Let s Get Started Once you ve indicated that your school will assign officials, you can choose the officials for each event in your Events List. ArbiterGame will cue you as to how many officials each event requires and allows you to assign specific officials to each game. Follow the process on pages to assign officials. NEXT: Assigning Officials 48

60 Game Plan: Assigning Officials u From your Events List, locate your event. w The Officials section expands to show you how many officials are required for this event. To begin assigning officials, click Assign. v Click the Official icon. Notice that the official icon is currently red, indicating that no officials have as yet been assigned. x The Assign Officials screen appears. Click Assign next to the official that you want for your game. You need not type in a dollar amount at this time. Repeat this step for as many officials you need. An will be sent to the official notifiying him/her of the game. NEXT: Assigning Officials, Cont. 49

61 Game Plan: Assigning Officials y The Officials icon now displays yellow as you ve taken action to assign the official(s). Once all officials accept their assignment, the icon turns green. z To remove a position, click the trash can next to it. You will be asked to confirm the removal. NOTE: Removing all officials from an event results in that event s default being changed to no officials required. { To add a new official position to the game, first click the Officials icon. Then, click Add position. To unassign an official, click the Unassign button on the row for that official. An will be sent to the official, indicating that he/she has been removed from the game. When you unassign an official, it means that you want a different official in this position for this specific event. The position remains open to choose another official. NEXT: Creating Seasonal Reports 50

62 Game Plan: Creating Seasonal Reports ArbiterGame User Scenario Robert Allen, AD, is now a few weeks into his school season. He d like to print some reports to post to bulletin boards and hand out to coaches. ArbiterGame has several reports that may be exactly what he is looking for. So, Robert starts exploring the Reports tab. Creating Seasonal Reports ArbiterGame offers several reports based on queries to the database and returns report data to you that can be exported to Excel or Word as well as several other file types. You ultimately decide which reports are most useful to you and when. The reports are grouped into sections for ease of use: Schedule, Sites, Opponents, and Students. All reports require you to specify start and end dates; some require other filters as well. This section covers some of the more commonly used reports that can be run based on the sport season. This cross-section table below illustrates report used most frequently by audience type. Audience: Reports: All Events Teams Schedules Team Roster Student List Transportation Schedule Coaches X X X X School Admin. X Facilities X X Transportation X X Parents X X NEXT: Creating Seasonal Reports, Cont. 51

63 Game Plan: Creating Seasonal Reports Let s Get Started To access the reports, simply click the Reports tab, which opens up the Dashboard screen. This screen provides a list of available reports along the left-hand side of the screen grouped by Schedule, Sites, Opponents, and Students. The balance of the screen is the space where your report results will appear once you choose the filters applicable for the report you want to create. The Dashboard works basically the same no matter which report you are creating. Select the report you want to create, then the appropriate parameters, and then click View Report. You can then download the report for sorting and printing the information you need. Pages 53 through 56 illustrate filters for creating the most-frequently used reports: All Events, Teams Schedules, Team Roster, and Student List. The report data for your selection will appear in this area of the Dashboard screen. NEXT: Creating an All Events Report 52

64 Game Plan: Creating Seasonal Reports Creating An All Events Report The most-used report is the All Events report under the Schedule section of the Dashboard. This report lists all of your events across a time frame you establish in date order. u Enter the date range for the events you want to list. v Select the types of events you want to include from the drop-down list. w Click View Report. The event types you chose, within the date range you specified, will appear in the Dashboard space below. NEXT: Creating a Teams Schedule Report 53

65 Game Plan: Creating Seasonal Reports Creating a Teams Schedules Report Another useful report is the Teams Schedules report in the Schedule section of the Dashboard. This allows you to select one of your teams to see its specific schedule. This report can be printed and provided to parents or coaches for their use. u Enter the team and school year for the schedule report you want to create. v Click View Report. The schedule for the team and school year you chose will appear in the Dashboard space below. NEXT: Creating a Team Roster 54

66 Game Plan: Creating Seasonal Reports Creating a Team Roster The Team Roster provides a list of students on a particular team of your choice. u Select the team and school year for the roster you want to create. v Select how you want the roster to be sorted from the drop-down list provided. w Click View Report. The roster for the team and school year you chose, sorted according to either Jersey Number, Graduation Year, or Student Name, will appear in the Dashboard space below. NEXT: Creating a Student List 55

67 Game Plan: Creating Seasonal Reports Creating a Student List The Student List differs from Team Roster illustrated on the previous page in that it includes more information on each student, such as ID, level, gender, etc. u Select the team year (season) and team from the drop-down lists provided to create a specific Student List. v Click View Report. The Student List for the team and year (season) you chose, will appear in the Dashboard space below. NEXT: Review Checklist 56

68 Game Plan: Review Checklist ArbiterGame User Scenario Robert Allen, AD, feels really good now using ArbiterGame. Since he put the effort into set up, his output or Game Plan is really coming together! He can t wait to really put the system through its paces. It s going to be rigorous because the Dallas City AG Athletics Department is very busy this year! Congratulations! You have now developed your Game Plan on ArbiterGame for your school! Use the checklist below to make sure you re ready to Get your game on. Required Tasks Complete Comments Creating Your Events List Assigning Officials Creating Seasonal Reports In the next section, you will learn how to manage existing data (e.g., events, requests, officials, etc.) and further understand your ArbiterGame resource. 57

69 Game Day ArbiterGame User Scenario Robert Allen, AD, is pretty comfortable with ArbiterGame. He hasn t even had to call his friend Emily lately. Robert knows how to add event information, assign official staff, and pull some reports. He s sure, though, that there are some more techniques to learn that will enhance his game day use now that his school is involved in their busiest athletics season of the year. Game Day In this section, you will learn to manage existing data within ArbiterGame. This section covers the variety of tasks you might need to perform on a day-to-day basis, including tasks related to: n Managing your Events List (filtering, sorting, publishing, postponing/moving events; sending notifications; viewing events created by an ArbiterOne assigner) (pg ) n Managing contracts (pg ) n Tracking logistics requests (pg ) n Managing assigned officials (pg. 72) n Printing student eligibility lists (pg ) Let s Get Started To manage game data, you will focus on the functions with the Schedule, Reports, and Students tabs. In the Game Plan section, you learned how to create your Events List. This section goes a step further and discusses how to manage that data (e.g., filter, move, track data, etc). Before we start managing the data, let s first understand how to manage the overall elements of the Events List: available views you can access for your scheduled events, icons and how they are used to signify status, and actions that trigger automatic notifications. NEXT: Managing Your Events List 58

70 Game Day: Managing Your Events List ArbiterGame User Scenario Robert is ready to start managing his Events List. As usual, the best-laid plans for the season have already changed. Based on the conditions of the fields from the heavy rains Dallas has had this past week as well as unexpected scheduling conflicts, Robert will need to make some changes to his Game Plan. It might be time to call Emily! Emily is pleased to hear from Robert and to review how she approaches this type of situation. She suggests using the filtering and sorting features in the Events List to narrow down only those events impacted by the site and schedule conflicts Robert currently has. Emily also shares her experiences with publishing a final events list in ArbiterLive. Managing Your Events List There are three, interrelated elements of the Events List that are key to using this tool successfully: 1. Using the view that best fits with your information needs at the time. 2. Understanding how the icons and colors of icons indicate status of event specifics. NOTE: the icons only appear in the default list view. 3. Realizing what actions trigger automatic notifications in the system. For the third item, you need to know that ArbiterGame automatically sends notifications to various stakeholders in the process based on actions you or another user takes. In fact, there is no way to manually send notifications within ArbiterGame. The following tasks trigger an automatic notification: n Creating a new event or editing an existing one n Publishing an event n Accepting an event entered by another school s assigner/arbitergame user n Making requests for facilities and/or transportation (if your school uses SchoolDude) n Adding officials n Assigning/unassigning officials (sends an ) n Making payments Any other type of notification you need to send out should be done outside of the ArbiterGame website. NEXT: Choosing Among Events List Views 59

71 Game Day: Managing Your Events List Choosing Among Events List Views When you access ArbiterGame, your screen defaults to show you the Events List shown in a default list view (at left below). This typically used view lists the upcoming 20 events grouped first by date and then by time, regardless of the type of event. You can also select a calendar view (at right below), from which you can choose to view your games in either a monthly, weekly, or daily calendar view that can be printed. Understanding ArbiterGame Icons Whichever view you choose (default list or one of the calendar views), your Events List shows the events you have entered. Use the filters to narrow down the information to what you need to review at any given time. NEXT: Understanding ArbiterGame Icons 60

72 Game Day: Managing Your Events List Understanding ArbiterGame Icons Since the default list view is the most common view, let s discuss what you see here. For each event listed, there are four (4) icons to the right of each event that signal status of important event logistics. These are: Contract Status Transportation Status Site Status Official Status The color of the icons indicates an event s status. Color Green Yellow Red Status Indicated All tasks have been completed. Another party needs to take action. YOU need to take action. Let s look at an example of how these icons work using the contract icon. When you first enter a game, the contract icon appears yellow because your opponent needs to accept the contract. However, when your opponent logs into ArbiterGame, he/she sees the event as red because he/she needs to take action on the contract. If/when your opponent accepts the contract, you both see the icon as green because both parties have accepted the contract. If you edit the game details (e.g., date, site, time, home/away), the icon reverts back to yellow for you, and red for the opponent until your opponent accepts the changes. Both home and away teams can create events. However, both teams must accept the event contract before it can be considered valid. For this reason, you will occasionally see a new event on your Events List that has a red contract icon. You can then accept or decline the game that has been proposed. Now that you understand how the Events List views, icons, and notifications work in ArbiterGame, let s move on to the following sections, which address filtering and sorting events, postponing or moving events, publishing event information, and viewing events created by an ArbiterOne assigner. NEXT: Filtering the Events List 61

73 Game Day: Managing Game Data Filtering the Events List You may use Events List filters from any view. The possible filters are grouped by date, event type, sport, level, issue, game status, home/away, and opponent. u Click the Filter name to display the options underneath. Once you ve located the filter you want to use, click the appropriate option. This will turn the option to a shaded green box to indicate that it has been activated. v w If you select two items that are within the same category, then all events in either option display in the viewing area. For example, if you select softball and baseball under the Sport filter, then you see all softball and baseball events. If, however, you select an option from two different categories, then you only see events that match BOTH selections. So, from our previous example, if softball and baseball were already selected and you then choose Varsity from the Level filter, then would see varsity softball and baseball events only. To remove a filter option, just click on it again. NEXT: Sorting the Events List 62

74 Game Day: Managing Game Data Sorting the Events List To sort events in a different order, click on a Sort By option at the top of the page to view events in ascending order. If you want to sort the events in descending order, simply click the same option again. NEXT: Publishing Events 63

75 NOTE to Michigan Users: ArbiterLive is not available in Michigan. The state provides its own solution, called MHSAA, to notify stakeholders of events. Game Day: Managing Game Data Publishing Events You also have an option to publish your events. The publishing feature sends event information to ArbiterLive or to the MHSAA, which displays event information online so that family members and friends can view and print schedules and rosters for upcoming events. Publishing does not impact your opponents or events in any way. Follow the steps below to activate publishing to ArbiterLive. u v Click on Settings, then Preferences. Place a check mark next to Publish Schedule on ArbiterLive. This setting must be enabled for your events to automatically publish to ArbiterLive. x w Be sure to Save Preferences. Once this setting is activated, return to your Events List. There will be green or red icons related to the publish status. A green icon means the event is published. A red icon means the event is not published. To change from one to the other, click the red or green icon on your event. For publishing or unpublishing multiple events at once, refer to the directions on page 65. NEXT: Publishing Events, Cont. 64

76 Game Day: Managing Game Data To publish (or unpublish) more than one event at a time, begin by accessing your Events List, where you can select only those events that you want to publish or unpublish. u Click the check box next to the Action feature located directly under the Sort By options. v A drop-down menu appears where you can either select all or just those events that have not yet been published. w Once you have selected the grouping you want, click anywhere in the Action box, and choose to Publish or Unpublish. NOTE: Depending on whether you choose Publish or Unpublish, the green and red icons on your Events List will change accordingly. NEXT: Postponing or Moving Events 65

77 Game Day: Managing Game Data Postponing or Moving Events From time to time, an event may need to be postponed or moved to another date or time. To do this, simply use the Edit Game function. unavigate to the Events List, and click the title of your event. v This opens the Edit Game screen, where you can change your event s date or time. Just remember to press the Save Game button when complete. NEXT: Viewing Events Created by ArbiterOne Assigner 66

78 Game Day: Managing Game Data Viewing Events Created by ArbiterOne Assigner u If your school uses ArbiterOne and the assigner creates an event, the game displays on your Events List with a red Contract icon (since you ve not seen the game before). v If interested, you can click on the Official icon and see details about which officials have been assigned to work at your event. The Official icon is yellow until all assigned officials accept the assignment, at which time the icon turns green. NEXT: Managing Contracts 67

79 Game Day: Managing Contracts Managing Contracts Game contracts need to be accepted by both you and the opposing team, no matter who adds the event first in ArbiterGame. Arbiter- Game provides a way to keep track of all contract status in one location. Let s Get Started When you create a game, the Contract icon in the Events List shows yellow until the opponent accepts the game. When an opponent creates an event before you, that event displays on your Events List, but the Contract icon is displayed as red until you accept the game. In that case, view the settings for the game and the contract. u Click on the Contract icon to display the status details for both your s and the opponent s schools. v Click on View Contract to open and view the contract document. If the contract details are correct, accept the contract. This changes the icon to green on both your s and your opponent s schedules. If the contract details are incorrect, contact your opponent s AD as he/she will have to make the change in ArbiterGame. You can also decline the event if it was entered in error or if your team is double booked. NEXT: Managing Contracts, cont. 68

80 Game Day: Managing Contracts Once you have accepted an event, click on the event to set up facilities, transportation, and officials for that game. This is important because: 1. If you are the home team and need an assigner for the game, this is how you send games to the assigner. 2. Until you set up what you need for the game, the icons on the Schedule tab remain dashes (indicating that the function is not needed for that game). NEXT: Tracking Logistics Requests 69

81 Game Day: Tracking Logistics Requests Tracking Logistics Requests (Facility and Transportation Requests) In ArbiterGame, you can track facility requests, site availability, and transportation requests using the Site Pin Point icon and the Bus icon in your Events List. This can be done automatically if your school uses SchoolDude, which integrates with ArbiterGame so that the icons automatically change to reflect current status (see pages for more information on using SchoolDude.) Let s Get Started For facility requests, the Site Pin Point icon appears red if the site has been double booked or if a facility request has not been sent. You can manually track your facility requests using the process below. u After locating your event on the Events List, click the Site Pin Point icon to show the facility details. v w Once the details appear, click Mark as Requested. This turns the icon yellow to indicate that you have manually sent the request to facilities (via or some other communication method). Once you receive approval from facilities, click the Site Pin Point again, and select Mark as Approved. This changes the icon to green, indicating that facilities have been successfully arranged. NEXT: Tracking Logistics Requests, Cont. 70

82 Game Day: Tracking Logistics Requests For transportation requests, you will use the Bus icon, which appears red if a request has not been sent. If your school uses SchoolDude, then these steps are unnecessary, as the icons change color from red to green automatically. If your school does not use SchoolDude, you can manually track transportation requests using the process detailed below. u After locating your event on the Events List, click the Bus icon to show the transportation details. v w Once the details appear, click Mark as Requested. This turns the icon yellow to indicate that you have manually sent the request to transportation (via or some other communication method). Once you receive approval from transportation, click first the bus icon and then click Mark as Approved. This changes the icon to green, indicating that transportation has been successfully arranged. NEXT: Managing Assigned Officials 71

83 Game Day: Managing Assigned Game Officials Day: ArbiterGame User Scenario One of the events Rpbert will likely need to access was created by an ArbiterOne assigner; now, he is wondering how to access that information. Managing Assigned Officials To manage assigned officials (either those you assign or those assigned in ArbiterOne ), you will use the Events List. When making changes to a game that has been assigned in ArbiterOne, the assigner needs to accept the change to make sure the officials are notified and make assignment changes if necessary. To let you know that the game change has been accepted, the Officials icon will be yellow, even if the assigned officials have accepted the game. Because Emily is very familiar with working with events assigned through ArbiterOne, she guides Robert on where to view the event information he s looking for. Let s Get Started When appropriate, follow the process below to enter fees, add/ delete positions, and unassign an official. uchoose your event from the Events List, and click the Official icon. v Access the options that display below, when appropriate, to manage assigned officials. For example: type in a fee dollar amount for the official. w Add or delete a position from this view, if you assigned officials yourself (see Assigning Officials on pages in the Game Plan section). Click the Unassign button to remove the assignment for a particular an official. NEXT: Printing Student Eligibility Lists 72 x

84 Game Day: Printing Student Eligibility Lists Printing Student Eligibility Lists From time to time, you may need to print student eligibility lists from the Students tab (as described on page 74) or from the Teams tab, as indicated below. Let s Get Started To print a Student Eligibility List from the Teams tab, follow the instructions below. ufrom the Teams tab, select the team for which you want to print an eligibility list. v The Edit Team screen displays. Click the Roster tab. w The Roster option displays for you. Select the year you want an eligibility list and click Print Eligibility List. NEXT: Printing Student Eligibility Lists, Cont. 73

85 Game Day: Printing Student Eligibility Lists To print a Student Eligibility List from the Students tab, follow the instructions below. u Click the Print Eligibility List to display the Master Eligibility Report. x The Eligibility List displays. Students who have met eligibility requirements are listed here. v From the applicable drop-down lists, select: Sport Academic term Academic term for this list Then, enter the First day of this term. wclick Print. NEXT: Review Checklist 74

86 Review Checklist ArbiterGame User Scenario Robert Allen, was correct, there were more ways to make his ArbiterGame easier to understand and use. Robert now feels confident that whether he s in pre-season or mid-season, he can quickly access the information he needs about scheduling, teams, facilities, transportation, and officials. Robert wonders how he ever survived without ArbiterGame. Congratulations! You have now managed data as you might on your Game Day in ArbiterGame. Use the checklist below to make sure you re ready to Get your game on. Required Tasks Complete Comments Choosing Event Views Understanding Icons Filtering the Events List Sorting the Events List Publishing Events Postponing/Moving Events Viewing Events Created by Arbiter- One Assigner Managing Contracts Tracking Facility Requests Tracking Transportation Managing Assigned Officials Printing Student Eligibility Lists In the next section, you will learn how to pay officials for their work at your events and print any Neff Certificates. 75

87 Post Game ArbiterGame User Scenario Finally, that tough game is over! Everyone worked hard in the freezing temperatures. Perhaps getting paid for a job well done will warm up the staff? Robert Allen, AD, also wants to recognize his student atheletes for a job well done. Robert now needs to figure out how to pay his officials and print certificates. He can t believe that ArbiterGame takes care of these too! Post Game Now that you have set up events, and managed game data, you can turn your attention to postgame tasks. This section addresses: n Paying officials (pg ) n Printing Neff Certificates (pg. 79) Let s Get Started To conduct post game tasks, you will focus on the functions with the Payments, and Teams tabs. NEXT: Paying Officials 76

88 Post Game: Paying Officials Paying Officials To use pay officials, you need to have already set up an ArbiterPay account (see more on pages in the Warm Ups section of this guide). When you are ready to pay your officials, you will use the Payments tab. The information below and on the following page details steps to follow for paying officials. uclick the Payments tab. The screen illustrates that there is an official that needs to be paid. v Click the List icon to view the details for each official. w Type in the Game Fee, Travel, and/or Per Diem expenses due to the official. When the dollar amounts are final, place a check mark in the box to the right of the official, and click Make Payments. NEXT: Paying Officials, Cont. 77

89 Post Game: Paying Officials xthe Make Payment screen pops up. Type your account s Security Key and the Payor Tax Identification Number (TIN). yclick Make Payment when complete. z The Payments screen refreshes to show that your official has been paid. Notice the green check mark to the left of the row and the Paid on date to the right. NEXT: Printing Neff Certificates 78

90 Post Game: Printing Neff Certificates Printing Neff Certificates The Neff Certificates can be used any time during the sports season. They are used to recognize a student s acheivements. From the Teams tab, you can print Neff certificates for an individual student or a group of students. u Select the team for which you want to print a certificate. v The Edit Team screen displays. Click the Roster tab. w The screen then refreshes to display the default (current) school year and the students you have entered for the team you selected. Select the applicable students, click Action and then Generate Certificates from the Action drop-down list. x In the Generate Certificates pop-up window, select the Neff certificate you want to use from the Certificate drop-down list, check the appropriate box for either Mark for Letter or Mark for Participation, and click either Preview & Modify or Create. NEXT: Review Checklist 79