STRIDES USER GUIDE Version September 2014

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STRIDES USER GUIDE Version 3.0 - September 2014 NEW YORK ROAD RUNNERS YOUTH AND COMMUNITY SERVICES 156 W. 56 th Street, New York, NY 10019 youngrunners@nyrr.

1 STRIDES USER GUIDE Version September 2014 NEW YORK ROAD RUNNERS YOUTH AND COMMUNITY SERVICES 156 W. 56 th Street, New York, NY youngrunners@nyrr.org Copyright 2014 by New York Road Runners. All rights reserved. NYRR is a registered 501(c)(3) not-for-profit corporation. NYRR is a registered trademark of New York Road Runners, Inc. Young Runners is a registered trademark of New York Road Runners, Inc. Mighty Milers is a registered trademark of New York Road Runners, Inc. STRIDES User Guide Young Runners Version 3.0 Sept Page 1

2 1. INTRODUCTION Welcome to the Quick Guide to STRIDES for Young Runners. STRIDES is the online tracking platform used by participating schools and organizations to record student data. The Quick Guide provides all the basic information you need to complete system setup and begin recording students' progress. It will help you to: 2. Sign into STRIDES and review or edit your account details 3. Create accounts for assistant coaches and staff 4. Set up a schedule for your group practices and select attendance incentive awards 5. Modify your practice schedule as the season progresses 6. Create profiles for all your participating Young Runners kids 7. Submit Participant Release Forms to complete student enrollment 8. Start tracking attendance 9. Enter distance/time logs and track goal sheets We are also working on adding functionality to STRIDES that will allow coaches to: Table of Contents Introduction... 2 Signing into STRIDES... 3 Review / Update Your Profile... 4 Add Staff... 6 Set Up Your Practice Schedule... 7 Modifying Your Practice Schedule... 9 Add Kids Participant Release Forms Track Attendance Enter Distance Logs 15 Complete Goal Sheets 17 Runner of the Month 18 Kid s Information Page. 19 Inactivate or Delete Students Principal / Director Access View and print reports of their site's progress Register for NYRR races and events TECH TIPS BROWSERS - We suggest using one of the following: - Internet Explorer 7.0 or greater - Chrome - Firefox 2.0 or greater - Safari 4.0 or greater CAUTION! The STRIDES website times out after 30 minutes of inactivity. You will be automatically logged off and unsaved data will be lost. STRIDES User Guide Young Runners Version 3.0 Sept Page 2

3 SIGNING INTO STRIDES STRIDES is available using a browser on any computer with an internet connection. TO GET STARTED: 1. Go to strides.nyrr.org 2. Sign in using your assigned Username and Password. STRIDES sends users an containing a username and initial password when their accounts are created. New Primary Coaches and Principals will be able to login as soon as NYRR accepts their Memorandum of Understanding. User Accounts for Assistant Coaches are typically created when Primary Coaches invite them to join their Young Runners program. (See page 6) Click on this link for a helpful video tutorial on Getting Started in STRIDES. REMEMBER! FORGOTTEN ACCOUNT INFO? If you forget your username or password, click on the appropriate link on the sign in page for assistance. MULTIPLE SITES? If you work with a Mighty Milers program as well, or with Young Runners programs at multiple sites, you will have one username and password to access all programs. STRIDES User Guide Young Runners Version 3.0 Sept Page 3

4 REVIEW / UPDATE YOUR PROFILE When you sign in for the first time, you are taken directly to the My Profile page to complete your profile details and create a personal password. You can return to this page at any time to update your information. TO REVIEW OR UPDATE YOUR PROFILE: 1. Select My Profile from the menu options. 2. Update your name and as needed. 3. Create a password that is known only to you. 4. Choose two security questions that will be used if you ever need to reset your password. 5. Select your gender, your position within the school, whether you are employed by the Department of Education, T-shirt and sweat pant sizes. 6. Add phone numbers and your mailing address so that NYRR can contact you. 7. If you plan to enter yourself into NYRR races, please complete the Running Information section. 8. Press Update to save your changes. Note that all fields marked with a red asterisk are required. STRIDES User Guide Young Runners Version 3.0 Sept Page 4

5 REVIEW / UPDATE YOUR PROFILE (continued) REMEMBER! MAKE SURE! You must click on UPDATE to save your changes FIRST TIME? Update your password the first time you sign in to STRIDES. This ensures only you know it. INFO UPDATES? Return to this page at any time to update your personal information SITE/PROGRAM DETAILS To view your site and program details select View Site Details or View Program Details under the Program options. Click on Site and Program Details for a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 5

track attendance. TO ADD STAFF TO STRIDES: 1. Go to the Program menu and select Add/Edit/Delete Staff. 2. You will be taken to the Program Staff section of the Program page. 3.

6 ADD STAFF It is important that you create a STRIDES account for any staff working as Assistant Coaches at your site. This has the dual advantage of requesting authorization for the Assistant Coach to participate in Young Runners and providing them access to STRIDES so they can also manage the schedule, add kids and track attendance. TO ADD STAFF TO STRIDES: 1. Go to the Program menu and select Add/Edit/Delete Staff. 2. You will be taken to the Program Staff section of the Program page. 3. Scroll down and click on the Add Staff button. 4. Enter name and information for the new coach. 5. Click on the Send button. 6. STRIDES will send an to the new staff member with their Username and temporary Password for logging into STRIDES. 7. When they sign in for the first time, they need to add the requested information and create a new password. Click on Add/Reenroll Staff for a helpful STRIDES video tutorial. REMEMBER! ASSISTANT COACHES ONLY To transfer the Primary Coach role contact your NYRR Field Coordinator. ASSISTANT PRINCIPALS View-only accounts can be created for senior staff members by going to View Site Details in the Program menu. STRIDES User Guide Young Runners Version 3.0 Sept Page 6

SET UP YOUR PRACTICE SCHEDULE At the beginning of the season use this page to set up your practice schedule. This must be done before you can start tracking attendance.

7 SET UP YOUR PRACTICE SCHEDULE At the beginning of the season use this page to set up your practice schedule. This must be done before you can start tracking attendance. The schedule allows you to create groups if you have two or more Young Runners training groups that run at different times during the week. TO SET UP YOUR SCHEDULE: Go to the Program menu and select Setup Schedule. Running Dates: Review your program's Running Dates. Contact your NYRR Field Coordinator to make any changes. Attendance Incentives: Click on the to adjust your attendance incentives. Note that different incentives must be chosen for each tier and for each season. If you do not make a selection, STRIDES will automatically pick the default incentives. Groups: 1. If all your students run together in the same practice group, you can skip the Groups section. 2. To add another group select Add a New Group. 3. Select a letter to identify the group (e.g. Group B) and enter a description of the group (e.g. Morning group). 4. You can edit the group details at any time by returning to this page. Continued on the next page... REMEMBER! SCHEDULE FIRST! Create your practice schedule before adding students to STRIDES. INCENTIVE SELECTION Incentive selection may be changed up until the last day of each season. STRIDES User Guide Young Runners Version 3.0 Sept Page 7

SET UP YOUR PRACTICE SCHEDULE (continued) This page includes a Schedule Generator used to create the Attendance Schedule for recurring practice and also the ability to add any single practice

8 SET UP YOUR PRACTICE SCHEDULE (continued) This page includes a Schedule Generator used to create the Attendance Schedule for recurring practice and also the ability to add any single practice sessions. Schedule Generator: 1. Enter each regular weekly practice by specifying the day of the week, start and end times, group that runs in this practice, and the location for the practice. Then click Add. 2. Repeat this for each of your regular weekly practice sessions. 3. Next, enter the date of your first regular session of the season and the planned date for your last session of the season. 4. Place a check mark next to the recurring practices you would like to include in your schedule for the season and then click Populate. Attendance Schedule: 5. In the Attendance Schedule section, you will now see your practice sessions appear as one line per practice. 6. You can add one-off practices to the schedule by entering the date, start/end times, and location of the practice into the last row of the schedule. Then click Add. 7. Each individual practice session in the Attendance Schedule can be edited by clicking on the Edit icon: 8. Individual practices can also be cancelled by clicking the Delete icon: You will be asked for a reason for the cancellation. STRIDES User Guide Young Runners Version 3.0 Sept Page 8

9 MODIFYING YOUR PRACTICE SCHEDULE You can also use the Schedule Generator if you need to make major changes to the existing schedule after initial set up. Changing Time / Location: 1. You can use the Schedule Generator to change the time and location of future recurring practices by using the icon. This will automatically update all future sessions of a recurring practice. It will not change sessions in the past. Changing Day Of The Week / Group: 2. You cannot use the icon in the Schedule Generator to change the day of the week or group for a recurring practice. Instead, delete the existing practice by clicking on the icon and create a new practice using the Schedule Generator. 3. Place a check mark beside the new practice and add it to your Attendance Schedule by specifying the date range and clicking Populate. 4. You can extend the date range for an existing scheduled practice by putting a check mark beside it in the Schedule Generator and then entering the new date range and clicking populate. 5. However, to shorten the date range for an existing scheduled practice you must delete the practice from the schedule and add a new practice with the new date range. Continued on next page STRIDES User Guide Young Runners Version 3.0 Sept Page 9

10 Clearing The Existing Schedule: 6. If the practice schedule is changing significantly for the remainder of the season, it is best to delete all future practices and setup your new practice schedule again. 7. In the Schedule Generator, delete all of the appropriate existing practices using the icon. This will not affect sessions that have already taken place. 8. Scroll up to the Running Dates header and create new practices for the desired days. (See page 8 for Schedule Generator instructions). Click on Set Up Practice Schedule for a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 10

11 ADD KIDS You must create a full profile for each student participating in your Young Runners program. TO ENTER STUDENTS: 1. When you receive a student s completed release form use the information on the form to complete their STRIDES student record. 2. Go to the Kids menu and select Add / Edit Kids. This will display your Current Roster. 3. Click on Add Kid button. 4. Enter First Name, Last Name, Date of Birth and Gender and select Continue. The system will then check if this student already exists anywhere in STRIDES. 5. If no match is found then a new student record will be created. 6. If the new student's data matches any existing records, a list of those students will appear. If an existing record matches your student you may choose it from the list or you can choose to create a new record for this student. 7. Only the Name, Gender and Date of Birth fields need to be completed to save the record. HOWEVER, A student will not be fully enrolled in your program until all the fields marked with blue stars are completed and their Participant Release Form is received by NYRR. Continued on next page STRIDES User Guide Young Runners Version 3.0 Sept Page 11

12 ADD KIDS (continued) Collect the students' completed Participant Release Forms to obtain all the necessary information to complete their records. TO COMPLETE STUDENT RECORDS: 7. Enter Contact Information for the student, including , phone and address. 8. Enter brief details of any Known Medical Conditions and any procedures to follow before practices. 9. Enter Parent / Guardian Information. 10. Enter Emergency Contact information for someone other than the student's parent or guardian. 11. Click Save to record your updates. NOTE: Click on the Check Enrollment Requirements button for a list of missing required information. Click on Add New Students for a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 12

PARTICIPANT RELEASE FORMS Participant Release Forms are an important part of setting up your Young Runners program and are required for each student to participate in the program.

13 PARTICIPANT RELEASE FORMS Participant Release Forms are an important part of setting up your Young Runners program and are required for each student to participate in the program. Give every student a blank form as soon as they commit to joining and make sure that their guardian complete, sign, and return it to you promptly. RELEASE FORMS IN STRIDES: 1. When you receive a student s completed release form use the information on the form to complete their STRIDES student record. (See pages 11 and 12 for details.) 2. Once you ve entered all the required information, you will see the student's status change to Pending Release. 3. Next, submit the release form to NYRR for processing. (Either by fax, , mail, or giving to your Field Coordinator) 4. Once the form is received and processed, the student's status will be changed from Pending Release to Enrolled. 5. Once a student s status changes to Enrolled their name will appear in your attendance roster. REMEMBER! PENDING INFORMATION STATUS? The student status listed as Pending Information confirms that a Release Form has been received by NYRR but missing information needs to be added to their STRIDES record to complete enrollment. KEEP COPIES! Make duplicates of all Release Forms to keep for your own records before submitting them to NYRR. STRIDES User Guide Young Runners Version 3.0 Sept Page 13

14 TRACK ATTENDANCE Attendance should be recorded following each practice. Young Runners earn incentives for their participation based on an attendance point system tracked in STRIDES so maintaining accurate attendance records is vital to a successful program. TO ENTER STUDENT ATTENDANCE: 1. Go to the Kids menu and select Track Attendance 2. You can update a group of students for several dates in the same month. Check the practice dates for each student for each date you want to update with the same attendance status. 3. To assign a status to each selected student / date combination, select the attendance status from the Update selected records with dropdown. 4. Click the Apply and Save Records button to save. 5. Repeat as needed for other students / dates. COLOR CODING: GREEN Attended (+1 point) BLUE Excused Absence (0) YELLOW Unexcused Absence (-1) LIGHT GRAY Future Practice DARK GRAY Canceled Practice WHITE Different Group's Practice REMEMBER! ONE STATUS AT A TIME Start by marking who attended and then any excused absences. The remainder will keep the default status of unexcused. DATE RANGE Only practices from the current season are available. Updates can be made through the last day of the season. ATTENDANCE POINT SYSTEM Kids earn 1 point for each attended practice, 0 points for each excused absence, and -1 for each unexcused absence. STRIDES User Guide Young Runners Version 3.0 Sept Page 14

15 ENTER DISTANCE LOGS (including Mile Challenges) Use this page to track a student s distances, times, and goals. The data entered on this page is used to meet the two required mile challenges per season as well as to trigger the sending of patches when benchmark distances and times are achieved. In order for students to receive patches, distance logs must be entered in chronological order (i.e. enter logs for January 1 st before logs for January 3 rd ). TO RECORD DISTANCE LOGS: Go to the Kids menu and select Enter Distance Logs. Select Practice Date: A chart appears listing each practice date for the current season. Once you ve selected a date, the Distance box and a table of kids who attended that practice appears. Enter Distance: 1. Select students to update by marking the check box next to their name. 2. From the blue box on the left of your screen, Select Distance to Apply from the dropdown. If your distance is not in the Distance to Apply list, select Other (type in option) from the dropdown and enter the Distance Name, the Distance, and indicate Miles or Kilometers. 3. If necessary, type in any notes in the Course Info and Additional Notes sections. 4. Next select the Apply To Selected button from the Distance box. Continued on next page... STRIDES User Guide Young Runners Version 3.0 Sept Page 15

ENTER DISTANCE LOGS (continued) Add Times and Goals: 5. Once the Distance is applied to the check marked kids, enter the corresponding Time in the format of hours:minutes:seconds.

To enter a second distance and time for a kid for the same practice date, click on the checkbox next to the kid s name and click on Add Another Record For Selected Kid.

16 ENTER DISTANCE LOGS (continued) Add Times and Goals: 5. Once the Distance is applied to the check marked kids, enter the corresponding Time in the format of hours:minutes:seconds. You then also have the option to enter the Current Goal Time and the Date Goal Set. 6. Click on the Save Selected Records button to save your entries. 7. To enter a second distance and time for a kid for the same practice date, click on the checkbox next to the kid s name and click on Add Another Record For Selected Kid. Another line will appear for that kid. 8. Repeat the steps for entering and applying the new distance, then add the relevant times and goals. Remember to save by clicking Save Selected Records button! Click on Distance Logs for a helpful STRIDES video tutorial. REMEMBER! SAVE YOUR ENTRIES To save your runners times click the Save Selected Records button once you ve entered their time. STRIDES User Guide Young Runners Version 3.0 Sept Page 16

As students complete a specific goal within a certain time, a new goal can be set and tracked in STRIDES for greater distances and / or faster times.

17 COMPLETE GOAL SHEETS After completing their first mile challenge, kids should record their time and distance goals on a Goal Sheet. Note that one goal sheet is required per season to be eligible to receive incentives. As students complete a specific goal within a certain time, a new goal can be set and tracked in STRIDES for greater distances and / or faster times. Downloading Goal Sheets Goal sheets can be downloaded from the Downloadable Forms page in the Program Menu. Before Entering Goal Sheets: A kid must be enrolled, have attended practices, and have a one mile distance log entered into STRIDES before the goal sheet requirement can be checked off. To Complete Goal Sheets: 1. Go to the Kids menu and select Complete Goal Sheets. 2. Check the box next to the names of each kid who has completed a goal sheet. Alternatively, check on the Select All box and unselect any kids who have not submitted goal sheets. 3. At the top of the page, confirm that Completed is selected in the Update selected records field and click on Update Kids. 4. If you accidentally marked a kid as having completed a goal sheet who has not, check the box next to the kid s name and select Not Completed from the Update selected records dropdown. Click on Update Kids to save. Click on Reports and Downloadable Forms to view a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 17

Each nominee will receive a Young Runners dog tag in recognition of their efforts. Runners must be nominated by the last day of the month. You cannot nominate runners for past months.

18 RUNNER OF THE MONTH Use this page to nominate a male and female member of your team for the Runner of the Month Award. This award should be used to recognize athletes for sportsmanship, improvement, preparedness or something else of your choice. Each nominee will receive a Young Runners dog tag in recognition of their efforts. Runners must be nominated by the last day of the month. You cannot nominate runners for past months. ELECT RUNNER OF THE MONTH: Go to the Kids menu and select Elect Runner of the Month. 6. Nominate one male and one female by clicking the circles next to their name. You can select only one runner of the month if you chose to. 7. Once you ve made your selection, select Nominate. 8. A box will appear with a field for you to enter comments about why the runners are being nominated. Comments are optional. 9. Select Submit. 10. You can make changes to the nominees up until the last day of every month by following the same steps above. You cannot nominate runners for past months. Click on Runner of the Month to watch a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 18

KID S INFORMATION PAGE Each kid enrolled in a Young Runners program has an information page which displays Kid Contact Information, Sites and Programs they are enrolled in, Events (not currently

To access an enrolled runner s information page, click on the blue circle icon located in the Action column on the far right of your screen. 3.

19 KID S INFORMATION PAGE Each kid enrolled in a Young Runners program has an information page which displays Kid Contact Information, Sites and Programs they are enrolled in, Events (not currently available), Attendance, Special Incentives, Goal / Distance Log, and Patches earned. ACCESSING KID S PROFILE 1. From the Kids tab, select Add/Edit Kids. 2. To access an enrolled runner s information page, click on the blue circle icon located in the Action column on the far right of your screen. 3. On the student s information page, you can view their profile information, including: Kid Contact Information, Sites & Programs, Events (not currently available), Attendance, Special Incentives, Goal/Distance Log and Patches. 4. To expand the information below each header, click on the icon at the beginning of each row as you scroll down the page. STRIDES User Guide Young Runners Version 3.0 Sept Page 19

Go to the Kids menu and select Add / Edit Kids. 2.

20 INACTIVATE OR DELETE STUDENTS Kids leave the team for different reasons and you can easily adjust your roster accordingly. If a student was added in error, has left your team, or is taking a temporary break, you can manage your kids roster statuses in the Add/Edit Kids section of the Kids tab. TO CHANGE KIDS STATUS: 1. Go to the Kids menu and select Add / Edit Kids. 2. At the end of the kid row click on the Change Status icon: TO INACTIVATE A STUDENT: Select Inactive in the pop-up box and then click on the Select button. Inactive kids will stay on the roster but attendance tracking will no longer be allowed. Running data will be saved and you can re-enroll the student at a later date. TO DELETE A STUDENT: Select Delete in the pop-up box. Deleting permanently removes students from the roster as well as their running data. RE-ENROLL AN INACTIVE STUDENT: If a kid on the roster has an inactive status and you need to re-enroll her, click on the Change Status icon in the kid s row and then select Reenroll in the pop-up box. Click on Edit/Delete Students for a helpful STRIDES video tutorial. STRIDES User Guide Young Runners Version 3.0 Sept Page 20

PRINCIPAL / DIRECTOR ACCESS Principals and Directors are automatically given accounts to access STRIDES. However, they are only able to view the information.

21 PRINCIPAL / DIRECTOR ACCESS Principals and Directors are automatically given accounts to access STRIDES. However, they are only able to view the information. Only Coaches can make changes to their Young Runners information in STRIDES. FEATURES CURRENTLY AVAILABLE TO PRINCIPALS / DIRECTORS: 1. My Profile page to update their STRIDES account information. 2. Program Details and Site Details pages that display all of the information stored about the site and Young Runners programs. PLANNED FUTURE ENHANCEMENTS FOR PRINCIPALS / DIRECTORS: 1. Reports that illustrate program attendance and progress. 2. Access to forms and program documentation. STRIDES User Guide Young Runners Version 3.0 Sept Page 21

Roster Maintenance. How-to Access Your Club Roster

Roster Maintenance. How-to Access Your Club Roster This guide will give you step-by-step instructions on how to perform. This will cover items such as adding new members, activating/deactivating members, and updating member contact information. How-to