A rules meeting is a standard form with a video attached. You build it in the Forms area, upload the meeting video, then choose how viewers verify they watched it. Recipients complete the meeting from their own area of the system, and their responses come back to you in the association's forms area.
Setup happens in two steps. You fill in the initial settings and save, and saving reveals a second set of fields for the video, the completion deadline, and verification.
Create the form
Click Forms, then make sure you are in the Standard area of the forms tool.
In the top right of the screen, click Manage Forms -> click Add Standard Form.
Set Status to pending for now. You will open the form at the end of setup.
Under Recipients, select who should be able to complete the form:
Schools: at the school level in the association area. Only users with the relevant permissions at the school can complete the meeting.
Officials: in the officials accounts area.
Coaches: coaches for the selected activity.
Media: in the media accounts area.
Set Form Type to Rules Meeting.
Give the form a descriptive name. This should be descriptive enough that the submitter understand the form's purpose.
Select the school year the form applies to.
Note: If you are opening the form over the summer, you most likely want it to apply to the following school year, not the current one.
Set Position to control where the form appears in the school's or activity's forms list. 0 places it at the top of the list.
Select the Activity if the rules meeting is specific to one sport or activity. This determines how the form is organized and which activity or program areas it appears in for coaches.
Set a Start Time and Date for the form to open. The form displays automatically to its recipients at that time.
Set Show to Coach to yes if coaches should reach the form from the rosters, scores, or schedules page of the activity it is designed for. If set to no, the form appears only in the association area for the school.
Enter an address under Receipt Emails to receive a notification each time the form is completed.
Use Link an association to allow another association in the state to view responses.
Some standard documents allow you to attach an additional custom form so that you can collect additional specific information. To add one, click Attached Custom Form and pick one from the list.
Check the box beside Allow School to edit after Submission if schools should be able to change their response after submitting it.
Click Save Form.
Finish setup after saving
Saving reveals the remaining fields, starting with Attached Custom Form.
Some standard documents allow you to attach an additional custom form so that you can collect additional specific information. Attach a custom form if needed under Attached Custom Form.
Enter a Deadline for Completion if the form should close automatically.
Note: Without a deadline, you have to close the form manually.
Click Upload Video. File Explorer/Finder will open, allowing you to browse your machine to find the video file.
Note: Please do not reload or leave the page until the upload is complete. Large video files may take up to 10 minutes or more, depending on your file size and internet connection speed.
Set up completion verification using one of two options:
Option A: Enter the length of the video, rounded down to the nearest minute. A verification link appears for viewers at that point for them to click and confirm completion.
Option B: Copy the link shown on the screen into your video before you upload it. Viewers click it inside the video to confirm completion.
NOTE: Option B only works with HTML5 files.
Add any additional instructions viewers should see.
Set Status to open to make the meeting available right away, or leave it pending to have it open on the start date you set earlier.
Click save.
Tip: Click View Uploaded File to confirm the correct video is attached.
