Protocol for Athletics Participation

Alma College in conjunction with the NCAA requires the following to be complete for athletes to be eligible to participate in intercollegiate athletics. All student-athletes must have a current physical, health history, insurance information, consent form and completion of the sickle cell statement form completed and on file with the Athletic Training office BEFORE they are allowed to participate in any official sports conditioning, non-traditional and regular season activities. To complete this process we use an online program called SportsWareOnLine (SWOL). For detailed instructions on how to log in and create your account please read the attached letter and use the links below. If you have any questions feel free to call, Brad Smith at (989) 463-7288.

Alma College REQUIRES each student-athlete to have a PRIMARY insurance policy that covers intercollegiate athletics. Alma College provides only SECONDARY COVERAGE for athletics injuries. If you do not have a primary insurance policy through your parents, you must purchase a primary insurance policy individually. When doing so make sure that it covers intercollegiate athletics. If you need assistance in purchasing an insurance plan, please call Brad Smith at (989) 463-7288 or the Director for student insurance plans Ann Lambrecht at (989) 463-7225.

Due Dates

Fall sports: July 27, 2018

Winter/Spring sports: September 7, 2018


New Athlete Medical Information

Returning Athlete Medical Information

SportsWare OnLine


All injuries that occur should be reported to the athletic training staff as they occur. The certified athletic trainer will evaluate the injury and take appropriate action in regard to treatment or referral. If there is a situation where a certified athletic trainer is not available then the athlete must notify them as soon as it is reasonably possible.

Alma College provides SECONDARY insurance coverage for athletic injuries resulting from accidents that occur during competition and supervised practice. Failure to notify the Athletic Training staff prior to seeking medical care will void the Alma College insurance coverage.

The student-athlete is ultimately responsible for ALL medical bills. It is critical that any information requested by Alma College, the Student Insurance Company, or any provider of medical services, be provided immediately upon request. Incomplete information or failure to provide the requested information may cause delays in payment and could have a negative effect upon the student-athlete's credit rating.

Out-of-Season Injuries

Student-athletes are not required to check with the athletic training staff prior to receiving treatment for an injury; however, the athletic training room and its services are still available for use during the academic year. During out-of-season competition or practice the student-athlete is responsible for any and all costs incurred in the treatment of injuries and illnesses.

Emergency Treatment

In the event of an emergency or if the injury is life-threatening, call 9-1-1 or go directly to the hospital. Notify the certified athletic trainer of this injury as soon as it is possible.

Concussion Management

Concussion Management Plan

Student-Athlete Concussion Fact Sheet

Coaches Concussion Fact Sheet

NCAA Concussion Video

Alma College Insurance

Policy Information from 1st Agency

1. Coverage

Alma College provides secondary athletic accident coverage for all student-athletes participating in intercollegiate athletics. An accident is defined as an unexpected, sudden, and definable event, which is the direct cause of bodily injury independent of any illness, prior injury, or congenital disposition. Coverage is NOT provided for medical expenses resulting from illness, disease, or conditions unrelated to accidental bodily injury. Pre-existing conditions, out-of-season injuries, injuries that occur in-season that are not directly related to competition or supervised practice (intramurals, conditioning class, etc) or routine medical care (illness, dental or eye care, etc) are not covered.

2. Procedures

  • If a student-athlete is accidentally injured during competition or supervised practice and generates medical expenses associated with the accident, all claims must first be filed with the student's or parents' personal (primary) insurance company.
  • If a balance remains after the personal insurance company has paid its maximum, that balance can be submitted to the school’s insurance company.
  • If the expense is covered, the school's insurance company will pay the balance of the eligible medical expenses up to the maximum of the policy.
  • If the primary family coverage is through an HMO or PPO, the proper procedures required by that plan must be followed in order for the school’s insurance to satisfactorily complete its portion of the claim. This is especially important if the plan requires pre-authorization to have the student-athlete treated out of the plan’s network or service area.

3. Submitting Claims to Alma College

To process your medical bills, the student-athlete must submit the bill to the Head Athletic Trainer along with a copy of the EOB (explanation of benefits) from his/her insurance company showing that the personal insurance has already paid its maximum.

Please submit bills to: Head Athletic Trainer, 614 W. Superior St., Alma, MI 48801.

For any questions, please call (989) 463-7288 or e-mail Brad Smith at