Student-Athlete Medical Eligibility Center

Introduction to the Pre-Participation Evaluation (PPE)

This page was created to assist the student athlete in the annual process of satisfying medical eligibility requirements set forth by the NCAA and Stanford Athletics. It is the responsibility of the student athlete to complete all relevant medical history information and be aware of the nature of the services that will be provided once medical eligibility requirements have been satisfied. This website was created to ensure that you, the student athlete, be made aware of important information regarding the pre-participation medical examination process.

Introduction to the PPE

The Stanford Sports Medicine pre-participation medical evaluation process includes the following components. Each component must be completed prior to satisfying medical eligibility. Incomplete medical evaluations will result in medical ineligibility and the student athlete will not be allowed to practice or compete until this evaluation has been completed. Each component to the pre-participation evaluation has been outlined below. You MUST navigate through these 4 steps of the medical evaluation BEFORE you proceed to the PrivIT website. You will find a link to the online ePPE website at the end of this process (Step 4). The student athlete is responsible for all information contained in the steps below.

IF YOU WILL BE UNDER 18 AS OF YOUR ASSIGNED PHYSICAL EXAMINATION DATE: Please ensure you click on the “Under 18” tab

  • Step 1 – Read Student Athlete Medical Information
  • Step 2 – Complete Online Medical History, Insurance Questionnaire, and Supplemental Department Forms (e-PPE)
  • Step 3 – Complete A Physical Examination
  • Step 4 – Read and Sign Stanford Hospital Forms

Read and Understand Medical Information

Welcome to Step 1 of the Pre-Participation Evaluation. This portion of the PPE is meant to provide you very important, up to date information regarding medical eligibility as set forth by Stanford University Athletics and the NCAA.

We recommend including your parent when reviewing these steps of the evaluation as important information regarding medical services, insurance information, and NCAA policies have been included for your review.

It is the responsibility of the student-athlete to understand and be aware of the following information and how it applies to medical benefits and eligibility during the course of their athletic experience at Stanford University.

General Information – All student-athletes

By clicking Step 2, you acknowledge that you have read and understand all the above documents and agree to all policies and procedures outlined.

Online e-PPE Medical History Questionnaire

Identifying risk factors that predispose athletes to injuries or illness is the cardinal purpose of the electronic Pre-Participation Evaluation (e-PPE). Medical experts have determined that a detailed, comprehensive and validated PPE can assist in discovering previously undetected medical problems that pose a risk to the competitive student-athlete.

The ePPE process also satisfies medical eligibility requirements set for the by the NCAA and Stanford University. ALL student-athletes must complete a pre-participation medical evaluation upon reporting to campus for the upcoming competitive season. Student-athletes that do not meet the online requirements of this evaluation will be unable to produce a completed PPE and will subsequently not be allowed to participate in ANY team related activities, including strength and conditioning, practice, and competition. This medical ineligibility will remain in effect until these requirements are satisfied.

How Does the e-PPE Work?

The PrivIT e-PPE is a secure, internet-based, comprehensive and detailed risk-assessment questionnaire that both returning and new student-athletes complete in advance of his or her physical examination. Student-athletes may access the PrivIT website from any computer that has an Internet connection. After the student-athlete registers by providing personal profile information, they begin answering questions that address issues such as personal demographics, medical insurance, current and past medical problems, injuries, family history, medications, allergies, and eating habits. Student-athletes will then sign all department paperwork using electronic signatures, as well as sign off on their personal and medical history.

Depending on individual responses to key questions, more detailed information may be requested. It is very important to provide a complete response to these particular questions. Partial or limited responses may hinder progress and ultimate completion of the online questionnaire. Student-athletes are NOT required to print out the forms at the completion of the process.

Annual Update to Student Athlete Medical History

Once you have completed your initial PPE your freshman year, during subsequent years you will only have to update what has occurred SINCE your last physical. Once this link to your past medical history has been made and login has been established your freshman year, all relevant fields will pre-populate with information the student athlete has presented during each of their ePPE iterations. All returning student-athletes will be required to review their e-PPE information, making accurate updates that include personal, insurance, injury and/or illness information since their last pre-participation evaluation. Student athletes must also “sign” all department and PPE forms for completion.

It is the responsibility of the student-athlete to ensure completion of this portion of the evaluation. It is very important that student-athletes ensure that they “join” the appropriate team roster for the upcoming academic year. Stanford personnel are unable to view records if this step has not been completed. Once this portion of the evaluation has been completed, Stanford Sports Medicine will have the ability to access and print all necessary forms in preparation for the upcoming physical examination.

The deadline for the completion and submittal of this portion of the pre-participation medical evaluation for the upcoming season will be August 1st. Individuals that have not completed this portion of the PPE will be medically ineligible and will not be able to practice or compete until this requirement has been satisfied. Additionally, student-athletes that have not completed the online portion of the medical evaluation by this date will not be allowed to complete a physical examination until this portion has been completed, submitted, and reviewed by a Stanford Team Physician.

Once reviewed, returning student-athletes that are determined to be a “Healthy Returner” will not have to be present for the physical examination process. These student-athletes will be individually contacted by the team Athletic Trainer with updated status information. If you are not contacted by your team Athletic Trainer, you will need to arrive at your pre-determined physical examination (find in Step 3).

Additionally, the Sports Medicine Clinic located in Arrillaga Center For Sports and Recreation will no longer be accessible during physical examinations. ALL PrivIT e-PPE profiles must be updated prior to your arrival to your pre-determined physical examination. This includes the annual mass physical date normally situated prior to the first week of classes.

Physical Examination

ALL Student-athletes are required by the NCAA to undergo an annual physical examination prior to the start of each competitive athletic season. Unless otherwise instructed by your team Athletic Trainer or Team Physician, ALL pre-participation Physical Examinations will be provided by Stanford Sports Medicine.

Physical examinations can only occur when the PrivIT e-PPE portion of the medical evaluation has been completed and submitted by the student-athlete. Pre-participation Physical Examinations performed by Stanford Sports Medicine include the following components:

  • Check-In – Review of Medical and Insurance Information
  • IRB Consent Paperwork
  • Vital Signs – Height, Weight, Heart Rate, Blood Pressure
  • Sickle Cell Testing (Elective as part of Physical Examination)
  • Vision Screening
  • General Medical Screening
  • SunSport Evaluation
  • Orthopaedic Screening
  • Concussion Baseline Screening
  • Cardiac Screening – Electrocardiogram (ECG) – FRESHMAN ONLY
  • Screening echocardiogram – Select Sports
  • Check-Out

Online e-PPE forms completed by returning student-athletes prior to August 1, 2017 will be reviewed by Stanford Sports Medicine personnel prior to their scheduled physical date. Student-athletes that are determined to be a “healthy returning student athlete” will not have to be present for the physical examination portion of their pre-participation evaluation. All returning student athletes part of Stanford Football will be required to be present at their physical examination. ALL freshman and incoming student athletes are required to be present at their program’s scheduled physical examination.

It is very important to arrive at your physical examination on time wearing proper attire. Please view the physical examination schedule below to find your particular date and time. Attire guidelines will be enforced and have been delineated below for your convenience. Student athletes arriving to their physical examination wearing inappropriate attire will be dismissed and asked to change into proper attire.

IF STUDENT ATHLETE WILL BE UNDER 18 AS OF PHYSICAL DATE: Please ensure you click on the “Under 18” tab as well

Appropriate Physical Exam Attire Inappropriate Physical Exam Attire
Shorts Jeans
T-Shirts Pants
Sports Bras Dresses
Loose Fitting Sweat Pants Miniskirts

2017 Physical Examination Schedule

Sport PPE Physical Examination Date Time
Baseball Mass Physicals: September 24, 2017 7:00am
Men’s Basketball New Student Athlete: June 25, 2017 11:00am
Returning: July 31, 2017 2:00pm
Women’s Basketball New Student-Athlete: June 25, 2017 11:00am
Returning: August 2, 2017 9:00am
Beach Volleyball Mass Physicals: September 24, 2017 7:00am
Men’s Crew Mass Physicals: September 24, 2017 7:00am
Women’s Crew-Varsity Mass Physicals: September 24, 2017 7:00am
Women’s Crew-LIGHT Mass Physicals: September 24, 2017 7:00am
Men’s & Women’s Cross Country Early Arrival:September 5, 2017 8:00am
Normal Arrival: September 24, 2017 7:00am
Men’s Diving Mass Physicals: September 24, 2017 7:00am
Women’s Diving Mass Physicals: September 24, 2017 7:00am
Men’s & Women’s Fencing Mass Physicals: September 24, 2017 7:00am
Field Hockey August 8, 2017 3:00pm
Football New Student-Athlete: June 25, 2017 8:00am
Returning: July 30, 2017 10:00am
Men’s Golf September 5, 2017 8:00am
Women’s Golf TBA TBA
Men’s Gymnastics September 13, 2017 8:00am
Women’s Gymnastics September 11, 2017 9:00am
Lacrosse Mass Physicals: September 24, 2017 7:00am
Sailing September 8, 2017 2:00pm
Men’s Soccer August 7, 2017 8:00am
Women’s Soccer August 1, 2017 3:00pm
Softball Mass Physicals: September 24, 2017 7:00am
Squash Mass Physicals: September 24, 2017 7:00am
Men’s Swimming September 7, 2017 4:00pm
Women’s Swimming September 7, 2017 8:00am
Synchronized Swimming Mass Physicals: September 24, 2017 7:00am
Men’s Tennis Mass Physicals: September 24, 2017 7:00am
Women’s Tennis Mass Physicals: September 24, 2017 7:00am
Men’s & Women’s Track & Field Mass Physicals: September 24, 2017 7:00am
Men’s Volleyball Mass Physicals: September 24, 2017 7:00am
Women’s Volleyball July 11, 2017 4:00pm
Men’s Water Polo August 18, 2017 3:00pm
Women’s Water Polo Mass Physicals: September 24, 2017 7:00am
Wrestling Mass Physicals: September 24, 2017 7:00am

All pre-participation Physical Examinations will occur at the Lacob Family Sports Medicine Center which is located on the bottom floor of the Arrillaga Family Sport and Recreation Center at the corner of Galvez St. and Campus Drive (immediately across Campus Drive from Cobb Track and Angel Field complex).

Read and Sign Athletic Department Forms

Once the physical examination process has been completed, ALL student-athletes will be required to read and sign documents particular to Stanford Hospital.

Health Insurance Portability and Accountability Act (HIPAA)

Family Education Rights and Privacy Act (FERPA)

These documents are meant to provide you important information regarding your individual rights to privacy of specific areas of your personal and medical information. This final step of the Pre-Participation Evaluation will occur at the end of the physical examination, during “Check-Out.”

Now that you have reviewed important information regarding these individual steps of the upcoming pre-participation medical evaluation, you are now ready to begin entering/updating your personal medical history and insurance information. Please follow the link below to complete the online portion of this evaluation.

Please click on the Privit logo below to login and begin updating your information.
PrivIT

Important Information For All Incoming Athletes Under 18 Years Old 

All student athletes under the age of 18 at the time of their physical MUST have all forms signed by a parent or guardian as well as by the student athlete. This can be completed through the e-PPE website using the below information:

In addition to the above steps, please read the following three links explaining how parents can co-sign paperwork.

Critical Steps for Getting Started

Create an Account for Minor Student Athlete E-Signature

Signing Documents with Parent E-Signature

Policies Regarding the Pre-Participation Evaluation

The Department of Athletics Physical Education and Recreation at Stanford University, in compliance with NCAA policy, require each varsity student-athlete receive an annual pre-participation medical evaluation (PPE). Student-athletes who have not completed this medical evaluation and physical examination are not permitted to participate in training, practice, competition or strength and conditioning until this requirement has been satisfied. We have included very important helpful information below in preparation for beginning the online medical history questionnaire. Please scroll to the bottom of the page and click on the Stanford e-PPE link to be directed to step-by-step instructions on how create a profile including a link to the e-PPE website.

Incoming student-athletes, including incoming freshmen, are required to complete each component of the pre-participation evaluation, including the online medical history and insurance questionnaire (e-PPE) before medical eligibility can be granted. Returning students must update the e-PPE annually and will receive a physical examination based on the occurrence of new medical problems or injuries since the previous year’s examination. Student athletes that are members of Stanford Football, both new and returning, will be required to complete the entire pre-participation medical evaluation, including a physical examination.

In order to satisfy medical eligibility requirements set forth by Stanford Athletics and the NCAA, ALL physical examinations will be conducted by Stanford Sports Medicine. The vast majority of student-athletes are cleared to participate in varsity sports. The outcome of the physical examination results in classification into one of the following categories: 1) Cleared; 2) Cleared with restrictions; 3) Not cleared.

Varsity student-athletes with pre-existing conditions are requested to fill out and sign a pre-existing Condition Waiver and Release. It is your responsibility to inform Stanford Sports Medicine of any pre-existing medical injury or condition during your pre-participation evaluation. You will be able to disclose this information during Step 3 “Medical / Physical Examination”. For more information regarding the medical examination, please see the link on the PPE home page.

It is the responsibility of the student-athlete to fill out the e-PPE questionnaire. Incomplete forms submitted after August 1 will not guarantee medical eligibility. These student athletes will be required to present a completed medical evaluation in order for eligibility to be granted.

Frequently Asked Questions Regarding the Online PPE Process

Do I have to print out the e-PPE forms once I complete the online process?
No. Student athletes that complete and submit the online process by the August 1 deadline will not be required to print their e-PPE forms. It is very important that you assign yourself to your respective team once you have logged into the e-PPE Website. We will not be able to print your forms unless you are assigned to your team. This can be done by selecting “Joined Teams” located on your profile Home Screen.

Do I sign the e-PPE forms once I complete the process?
Starting this year, PPE forms are to be signed electronically when they are filled out. In order to complete the PPE process, please select “Sign” next to “Signed Documents”, and select each form to electronically sign. You can manage your signature in “Manage Account” located on your profile Home Screen, and then select “Manage Your E-Signature”.

What if I have selected Cardinal Care as my insurance carrier?
As you are filling out the online e-PPE, If you have selected Cardinal Care (Student Health Insurance) as your insurance carrier you will have to select “Personal Primary Insurance provided Through Stanford University” from the choices illustrated under Primary Insurance. Once receive your Cardinal Care Insurance card, you will nee to revisit your e-PPE profile and update your primary insurance information according to the information your card. Please re-visit Step 1 of the PPE (Medical and Insurance Information) for further information regarding Cardinal Care.

IMPORTANT!! ONLY check this box if you are enrolled in Cardinal Care, as this option does not pertain to secondary insurance provided by the Athletic Department, nor does it apply to a personal primary insurance policy. If you carry a personal primary insurance policy through either parent (i.e. Blue Cross, Blue Shield, Aetna, etc.) you must complete the insurance form with the corresponding information provided on your insurance card.

What do I do If I do not have dental insurance or if my dental coverage is included in my primary insurance policy?
If your dental policy is included in your primary insurance coverage, simply click on the check box that states “INCLUDED IN PRIMARY MEDICAL INSURANCE”. If you do not carry or hold dental insurance you will need to click on the option box that states “Skip / Not required (I do not carry/hold this type of insurance)”.

If I forget to complete the online e-PPE process by the August 1st deadline, will I be able to complete the process in the Sports Medicine Clinic during my physical?
No, to avoid medical ineligibility, student-athletes are encouraged to complete the online e-PPE process prior to the deadline.

Should I remember by login information for future visits to the e-PPE website?
YES! It is strongly recommended that you retain your email address and password information in order to be able to access your medical history information during future e-PPE processes. You will be required to update your medical history at the end of each academic year.

What if I am going to be under 18 years old at the time of my physical?
All student athletes who are under 18 years old at the time of their physical MUST have all forms signed by a parent or guardian as well. Please see the tab entitled “Under 18?” for more information.

Helpful Information Regarding Online e-PPE Process

◦Be sure to assign yourself to your respective team! This can be done by selecting “Joined Teams” from your profile Home Screen. This is a very important step as it serves as consent for Stanford Sports Medicine to view your medical information.
◦Be sure to have your immunization record handy. You will also need to know your family’s health history (blood relatives).
◦If you don’t know the answers to some of the questions, and need to get the information from your parents or doctor, you can “Save and Exit” the website and return at a later date. You can log off and log back on as many times as you want.
◦It is strongly recommended that you keep all insurance cards handy when filling out the Medical Insurance section of the online e-PPE process. Please upload a copy of your Medical Insurance to the “Manage Documents” tab.
◦Make sure you answer ALL of the questions. Incomplete forms will not be accepted. Be sure to review your progress to ensure 100% completion. If you answer “Yes” to a given question, you will be asked for additional detail. Be sure to answer all the detailed sub-questions, too.
◦Get started early! Don’t wait until the day before the e-PPE deadline, in case you run into technical problems or need to find some information.
◦If you have all your information available, this Questionnaire should take you about 30 minutes. If it’s taking much longer, don’t spin your wheels! If you are having trouble understanding the e-PPE or what you are supposed to do, please contact your team’s athletic trainer.

What do I do if I misplaced or forgot all of my login information (username / password) from the last time I logged in to the e-PPE website?
Contact your athletic trainer if you have forgot your username (email address) that was used during the previous year. If you know that your username (email address) is no longer active, you will need to register as a new user using an active email account and start the process from the beginning.

Do I sign the e-PPE forms once I complete the process?
Starting this year, PPE forms are to be signed electronically when they are filled out. In order to complete the PPE process, please select “Sign” next to “Signed Documents”, and select each form to electronically sign. You can manage your signature in “Manage Account” located on your profile Home Screen, and then select “Manage Your E-Signature”.

What do I do if I remember my email address / username but have forgot my password that I used to access the e-PPE website last year?
If you remember your email address/username but have forgotten your password, please follow the instructions on the website that indicates “Forgot my Password” located on the Home Login Screen . After entering your email address that is tied to the account, you will be sent an complimentary email that will include a temporary password. Use this complimentary password to complete your initial log in process. You will have to change this password once you have successfully logged on to the website by clicking on the “Home” screen link at the top left of any page. Please make every effort to remember your log on information.

What do I do if I no longer use the email address attached to my profile and historical data?
It is necessary to have an ACTIVE email address linked to your profile in order to have historical data pre-populate your profile. If you do not utilize your email address supplied as log on information during previous visits to the e-PPE website, contact your team Athletic Trainer. If you do not have an active email address on file you will have to register as a “New User” and complete the e-PPE process from the beginning. You will be able to accomplish this by following the directions on the home page of the e-PPE website. After completing the online process, it is very important to store login information in a secure, convenient location in order to be retrieved for subsequent visits to the e-PPE website.

Do I have to start over and enter all of my medical history information as I did in prior years?
No. Enhancements to the e-PPE website allow you to log on and simply update your profile each year with new information SINCE YOUR LAST medical evaluation/e-PPE process. These relevant modifications to your profile include any specific changes to your personal, insurance, medical, or injury history that have occurred since completing your last physical examination. These changes must be completed and submitted by August 1, 2016. Fall sports that undergone pre-participation physicals in August will need to refer to Step 3 for date and time of their individual team physical examination.

What if I have selected Cardinal Care as my insurance carrier?
If you have chosen Cardinal Care as your insurance carrier you will have to select “Personal Primary Insurance Provided Through Stanford University ” from the choices illustrated in the screen above under “Primary Insurance”. Once you receive your Cardinal Care Insurance card, you will need to revisit your e-PPE profile and update your primary insurance information according to the information your card. Please re-visit Step 1 of the PPE (Medical and Insurance Information) for further information regarding Cardinal Care.

IMPORTANT!! ONLY to check this box if you are enrolled in Cardinal Care, as this option does not pertain to secondary insurance provided by the Athletic Department, nor does it apply to a personal primary insurance policy. If you carry a personal primary insurance policy through either parent (i.e. Blue Cross, Blue Shield, Aetna, etc.) you must complete the insurance form with the corresponding information provided on your insurance card.

What do I do If I do not have dental insurance or if my dental coverage is included in my primary insurance policy?
If you do not hold a dental insurance policy or if your dental policy is included in your primary insurance coverage, simply click on the check box that states “INCLUDED IN PRIMARY MEDICAL INSURANCE”. After you have completed the forms, please inform your team athletic trainer if you in fact do not carry a dental policy so that this information can be noted in your medical chart.

Do I have to print out the e-PPE forms once I complete the online process?
No. Student athletes that complete and submit the online process by the August 1 deadline will not be required to print their e-PPE forms. It is very important that you assign yourself to your respective team once you have logged into the e-PPE Website. We will not be able to review or print your forms unless you are assigned to your team. This can be done by selecting “Joined Teams” located on your profile Home Screen.

If I forget to complete the online e-PPE process by the August 1st deadline, will I be able to complete the process in the Sports Medicine Clinic during my physical?
No. The Sports Medicine Clinic will not be accessible on physical dates to complete the online e-PPE process. To avoid medical ineligibility, student-athletes are encouraged to complete the online e-PPE process prior to the August 1st deadline.

It is your responsibility to ensure completion of this portion of the evaluation. You will not be able to submit your medical history or your insurance form until all domains are 100% complete.

Stanford Sports Medicine