A Track Coach's Guide To Using MileStat.com

MileSplit Staff

As times have changed, so have the necessary tools that coaches use to get their job done, and MileSplit is one of those.

 

As the 2014 indoor season is about to swing into full gear, it's time to run through some of information for coaches that relate to how to maintain their rosters and enter meets among other coaching tools through MileStat.com and MileSplit.  While the majority of the burden for reporting results falls on the meet director, not on the coach, there are three major things that all coaches are required to do.  MileStat.com has a a tutorial page for coaches (in particular for new coaches) that can help you through the steps for all of these

Tutorials for Coaches

 

Registering an Account with MileStat

 

Claiming Your Team on MileStat

 

Entering a Meet Through MileSplit Registration

 

Editing Your Roster

 

Adding Meets to Schedule

 

New Coaches: Register and Claim Your Team

In the MIleSplit system, every coach has his or her own individual account (there is no "team account" with information that has to be passed on from coach to coach).  Coaches then "claim" their team, and when approved they can have access to the team admin features (roster management, entering meets, etc.).  If you already have an account and have already claimed your team, then you don't have to do it again; those are one-time-only steps.  The following scenarios should answer most questions regarding these steps:

  • If you are a new coach, you must register a new account and then claim your team.  Start here, and refer to the tutorial below for assistance.

  • If you already have an account, but you are coaching at a different school, then simply claim your new team.

  • If you are a returning coach and you claimed your team last season, you don't have to do anything for these steps!

Maintain Your Team's Roster

Every athlete has a MileSplit profile, and a team's coach can access them from the team admin page.  Coaches are responsible for maintaining the team's roster, as there is only one webmaster for the 600+ schools in our state.  Each school has only one roster (there are NOT separate entries for cross country and track, or for indoor and outdoor track - they all go on the same roster).  However, within that roster, you can designate athletes that are cross country only, track only (which covers indoor and outdoor), or both.  There are several things to keep in mind regarding team rosters, and you can refer to the Editing Your Roster tutoria belowl for more assistance.

  • Make sure your athlete's names are spelled correctly, with capital letters in the appropriate places (in other words, please do not capitalize all the letters, or leave them all lowercase).  Athlete names on MileSplit can have punctuation, like apostrophes or hyphens.

  • Make sure your athletes have the correct graduation years entered.  For this school year, seniors are class of 2014, juniors are class of 2015, and so on.

  • There are two ways to add new athletes: you can add them directly through the team admin screen, or you can simply wait for them to be added automatically when we get the results of your meets.

  • Athletes are added as active and competing in both cross country and track by default.   You can use the checkboxes beside athlete names to add or remove groups from cross country or track, or to mark as active or inactive.

  • If you have duplicate athletes on your roster, email the webmaster at the address listed on the bottom of each MileStat.com page.

  • If athletes contact the webmaster regarding the information that coaches are expected to maintain, they will be referred back to their coach.

 

Enter Your State Qualifiers

Entries for both the VHSL & VISAA Indoor State Meets will likely go through MileSplit Online Registration.  There are also many other meets during the winter season that use the MileSplit system for handling entries, and any coach that has successfully claimed his or her team can enter those meets.  You can find step-by-step instructions on our Entering a Meet tutorial.  Keep these things in mind regarding entries to the state meet or other meets:

  • Simply having the results reported to MileStat and seeing them in our rankings is NOT enough to get them into the state meet.  You still have to enter them in the correct meet and the correct events!

  • All meets with online entries have deadlines, including the state meet.  At the deadline, the registration system closes.  If you wait until the last hour to enter a meet, that is not the fault of meet management.

  • If you intend to enter both boys and girls into a meet, make sure to check both genders at the start (although there is an easy fix if you forget this step).

  • You can stop at any point while entering athletes, and return later to continue.  Each time you click "done" for a particular event, all entries are saved.

 

Registering an Account with MileStat

 You must be a registered user of MileStat.com in order to access all of the coaching options.  Registration is free, and it is a one-time process. 

Your registered account will carry over to any of the MileSplit state sites, allowing you to enter meets in any state.

The account belongs to you, not to the school for which you coach; youe can keep your registered account if you move to another school, although you will have to claim your new team.

 

To register an account, follow these steps:

1. In the upper right corner of the site, click on “Register”

2. Provide a user name (your choice).

3. Provide an email address (only one account per email allowed)

4. Complete the “Personal Information” section (none of this information will compromise your personal security).

5. Answer the security question.

6. Set your privacy options by checking or unchecking the boxes (however you choose).

7. Check the box for “I have read and agree to…”

8. Click on “Complete Registration.”

9. You will receive a password in your email.  The email will contain instructions for changing your password.

 

Claiming Your Team on MileStat

Coaches must claim their team in order to enter meets or access team administration functions.  

Parents or school employees that are not coaches, but have the permission of the coach, can also claim a team.

 

To claim your team, follow these steps:

1.    Click on the “Teams” tab in the red menu bar.

2.    Find and click on your school.

3.    If you are logged in, you should see a button in the upper right that says “Claim This Team.”  Click on it.

4.    Choose the correct option:

        a. Coaches should select "Coach."

        b. Other adults who are designated by the coach to maintain the team page can select "Admin."

5.    Enter some verifying information (like contact info for your AD, your exact titles, etc) in the box, and click “Yes…”

6.    The request will be sent to the webmaster, who will approve it.  At that point, you are free to register for any meet.  Approving a claim can take some time, as the webmaster may only check a few times per day.

 

 

Entering a Meet Using MileSplit Registration

Once you have claimed a team, you can enter that team into meets that use the MileSplit Meet Registration process.

These meets will have a green "Online Entry" button beside them on the calendar.

 

To enter a meet, follow these steps:

 

Find the meet and register:

1.    Click on the “Calendar” tab in the red menu bar near the top of the page.

2.    Scroll down the list of meets until you find the correct one.

3.    Click on the green button that says “Online Entry.”

4.    Click on the green bar that says “Enter Online Now.”

5.    Review the information and click on “Enter Team.”

6.    On the next page:

                            a.    Make sure you are registering the correct team.

                            b.    Fill in TWO contact phone numbers.

                            c.    Make sure your email is correct.

                            d.    If you want to add a second contact person (such as an assistant coach), click on that button and enter the information.  You can ignore that button otherwise.

               e.    Click on the boxes for the genders you want to enter (male, female, or both).  EVEN IF YOU PLAN TO ENTER ONE GENDER NOW AND ONE LATER, YOU HAVE TO CHECK BOTH NOW.  You will not come back to this page again.

               f.   Click “Enter Team."  At this point you have entered your school into the meet, but you have not entered your athletes into specific events.

 

Enter your athletes into events.

7.    You will see a list of events.  Click "Edit Entries" beside any event into which you want to put athletes.

8.    Check the boxes for the athletes you want in that event.  You must observe the entry restrictions for the meet.

                             a. Only athletes that are ACTIVE and are assigned to the CURRENT SEASON (track or cross country) will show.  See the section on Team Admin Functions for more details on managing your roster.

                             b. When you check an athlete, his/her best mark will automatically show up. 

                             Note: Meet directors can limit this to the athlete's best mark this season.  For most meets, you will have the option to adjust the athlete's seed time, but for some meets only verified marks can be entered.

                             c.   For relays, you have the option of listing the athletes by leg.

                             d.   When you have finished the event, click “Done Editing.”

9.    Repeat for all events that you need to enter.

10.  If you cannot enter one gender or one group (Varsity, JV, etc), look at the section titled "Divisions Entered."  You can click on "Edit Divisions Entered" to add the missing gender and/or division.

             11.   There is no final button to click to submit your entries.  They are automatically saved every time you click "Done Editing" for an event. 

 

Returning to Edit or Complete Entries.

             1. If you stop during the entry process and need to start again, first repeat steps 1-4 above.

             2. The next page should say "Already Entered."  Click on the link "View/Edit Entry" beside your team name.

             3. Continue entering athletes.

 

Editing Your Roster

Getting Into the Team Admin Screen

1. You must be logged into your account, and you must have claimed your team.

2. From the MileStat front page, click on “Teams” in the red navigational bar.

3. Select your team from the alphabetical list.

4. Underneath the name of your team, there is a link that says “Team Admin.”  Click on it.

 

 

Editing Your Roster

   1. From the team admin screen, click on “Roster” in the menu on the left.

   2. From the roster screen, there are several functions you can perform:

                   a.       Add new athletes

                                                           i.       Athletes are automatically added to your roster when they appear in results and do not match existing athletes; this means you do not have to add the athlete yourself, as long as your results are posted to NCRunners.

                                                           ii.       If you still want to add athletes by hand, make sure the athletes are not already on your roster.

                                                           iii.      Click on the “Add Athlete” button.

                                                           iv.     Use the form to enter information for the new athlete.

                                                           v.      Athletes can only be added one at a time this way.

                   b.      Make existing athletes inactive or active

                                                            i.       Inactive athletes show up on this roster with lines through their names, and also (inactive) beside their names.

                                                            ii.       Inactive athletes will not show up when you go to enter meets, and they will not show on your team’s public roster.

                                                            iii.      Click on the box beside the names of all athletes you want to make inactive, then click on the “Move to Inactive” button.

                                                            iv.     Click the box beside the names of all athletes you want to make active, then click on the “Move to Active” button.

                   c.       Add or remove athletes from the cross country (XC) roster

                                                            i.       Athletes can be assigned to cross country (XC), track & field (TF), or both.

                                                            ii.       Athletes assigned to the XC roster will show up when you try to enter cross country meets

                                                            iii.      Click on the boxes beside the names of all athletes you want to add to the XC roster, and then click the “Add to XC” button.

                                                            iv.     Click on the boxes beside the names of all athletes you want to remove from the XC roster, and then click on the “Remove from XC” button.

                   d.      Add or remove athletes from the track (TF) roster

                                                            i.       Athletes can be assigned to cross country (XC), track & field (TF), or both.

                                                            ii.      The track & field season covers both winter/indoor season and spring/outdoor season; there are not separate rosters for those two seasons.

                                                            iii.      Athletes assigned to the TF roster will show up when you try to enter track & field meets

                                                            iv.     Click on the boxes beside the names of all athletes you want to add to the TF roster, and then click the “Add to TF” button.

                                                            v.      Click on the boxes beside the names of all athletes you want to remove from the TF roster, and then click on the “Remove from TF” button.

 

Getting Into the Team Admin Screen

1. You must be logged into your account, and you must have claimed your team.

2. From the MileStat front page, click on “Teams” in the red navigational bar.

3. Select your team from the alphabetical list.

4. Underneath the name of your team, there is a link that says “Team Admin.”  Click on it.

 

Adding Meets to Schedule

NOTE: if you have information (such as a meet flyer) that you want attached to your meet page, you must email the webmaster and attach the file.  If you are hosting an invitational, you can add it to the calendar yourself using the steps below, or you can email the webmaster to have it added.

    1. You can add small, local meets to the calendar using your team admin functions; for large invitationals, only the meet director should add the meet to the calendar.

 2. From the team admin screen, click on “Schedule/Results” in the menu on the left.

3. Under the heading “Add Meet to Schedule,” enter the date of the meet by using the clickable calendar, and press the “Find Meets” button.

4. If the meet is on the calendar, it will appear as one of the choices in the drop-down menu that appears to the right of the word “Meet.”

5. If the meet is already on the calendar, select it from the dropdown menu and then press the “Add Meet” button.

6. If the meet is not on the calendar (and you are sure you have the correct date), you can press the “Meet Not Listed” button.

a.       Fill in the name of the meet.

b.      Select the venue (location) of the meet.

c.       Make sure the correct season is selected.

d.      Choose a host team (only this team’s coaches/admins will get to post results).

e.      Choose the correct type of meet:

                                                             i.      Invitational: 5+ teams

                                                             ii.      Dual/tri/quad: 2-4 teams

                                                             iii.      Championship: county, conference, regional, state, etc.

f.        Choose the correct divisions according to the school levels that will compete (high school, middle school, etc).

g.       You can add notes for your team (these will only show on your schedule, not on the full calendar).

h.      Press the “Add New Meet” button.

 

 

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