NFHS Participation Survey: Option 2 School-to-State Workflow (Notes from 2/5/26)

These notes summarize the Option 2 (School → State → NFHS workflow) deep-dive webinar, which focused on how states can use FinalForms to collect participation data directly from schools while maintaining state oversight and alignment with NFHS requirements.

• This session followed the earlier overview webinar and the Option 1 (Aggregate Submission) deep dive.

• The focus was Option 2, including:

  • School-level submission workflows

  • State review and oversight

  • Communication and timing considerations

• Two valid approaches remain:

  • Option 1: Aggregate submission (status quo, supported in FinalForms)

  • Option 2: School → State → NFHS workflow (covered in this session)

• The goal was to provide clarity and confidence, not to require commitments.

• The purpose of the NFHS Participation Survey remains unchanged.

• Required data categories remain aligned with NFHS standards.

• States retain authority over:

  • Communication with schools

  • Timing of submissions

  • Review and validation decisions

• The primary change is the submission interface:

  • UpMetrics → FinalForms

Schools may review and revise submissions up to the NFHS deadline.

Under Option 2:

1. Schools submit participation data through FinalForms.

2. States review and validate school submissions in a state-level portal.

3. States submit finalized data to NFHS using one-click submission.

Key characteristics:

• Data is pre-populated where possible using prior submissions and state data.

• The form is designed to mirror and condense UpMetrics, aligned with the NFHS handbook (Section 52).

• Multiple school administrators may contribute to a submission (e.g., AD and activities coordinator).

Athletic Directors (or designated staff) complete two primary tasks:

• Submit the Participation Survey

• Complete an Annual Checklist, which verifies:

  • School and district information

  • Sport and activity offerings

  • Key contacts

• Schools confirm district data, update sport offerings, and enter participation counts.

• Sports can be added or removed (e.g., adding girls cheer).

• Participation counts are entered by sport and gender.

• The submission includes a signature/declaration step.

• The form includes the official NFHS-aligned list of sports and activities for each state.

• An “Add any other” option captures non-sanctioned sports.

• This ensures activities such as mountain biking or emerging sports are not missed.

• Cheerleading and adaptive/allied sports are included using NFHS-standard language.

• FinalForms sends automated reminders to schools that have not submitted.

• Reminder cadence increases as deadlines approach.

States can:

• View all schools in a centralized portal

• Filter by submission status (submitted / not submitted)

• Export school-level and aggregate data

• Send bulk emails to non-submitting schools

• Update or correct outdated contact information with central office support

• Participation is entered by sport and gender (e.g., boys cross country, girls cross country).

• State exports support:

  • Aggregate reporting

  • School-by-school review

  • Title IX analysis

• Some states (e.g., Washington) plan to use the data to inform performance improvement plans and equity reporting.

• Target school submission deadline: May 1

• Target state submission deadline: June 1

• States may continue follow-ups into summer as needed.

• States already using robust FinalForms workflows (e.g., New York, Washington, Ohio) may continue with minor modifications.

• NFHS-standard participation buckets (varsity, JV, freshman, modified) remain available.

• New York’s experience shows adoption increases over time (e.g., participation rates improving from ~89% to ~94%).

• Survey scope remains grades 9–12 for this cycle.

• The form supports:

  • Multiple contributors per school

  • Draft saving and collaboration

• Future expansion (e.g., deeper grade-level breakdowns) may be considered in later cycles.

• Option 2 is fully supported, but optional.

• States maintain control over process, timing, and communication.

• The workflow is designed to reduce manual aggregation and improve data quality.

• FinalForms provides tooling; NFHS defines official timelines and requirements.

• States do not need to decide immediately, but early signaling helps planning.