Datalys
SportsWareOnLine has partnered with the Datalys Center, a non-profit organization that collects
injury surveillance data from participating NCAA schools. If you are an NCAA program that wants
to share your data with the Datalys Center directly from SportsWareOnLine, follow these steps.
Note: In order to share information with Datalys, some of the normal SWOL processes have
additional steps. In these instructions, those new steps are italicized and highlighted in yellow.
Acquiring a Datalys School ID
Contact the Datalys Center (317-275-3664, 855-832-4222) to acquire a four-digit Datalys School
ID.
Institution Settings: Datalys
Figure xx Institution Settings: Datalys
When the Datalys School ID is acquired, enter that number in the Datalys School ID field in the
Institution Settings. Then hit save, log out and log back in for this change to take effect.
Athlete Database: Datalys Consent
For every athlete that you want to include in Datalys tracking, obtain written consent from the
athlete, then mark the Datalys “Athlete Consent” field as “Yes” in the General Tab of the Athlete
Settings.
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Athlete Database: General Tab: Datalys
Figure xx Athlete Database: General Tab: Datalys
Injury Database and Datalys
The Injury Database is used to record injuries, the actions taken, and the conditions under which
the injuries occurred. Injuries, therefore, are linked to an athlete record. Before an injury can be
recorded for an athlete, the athlete must have an Athlete Record in the Athlete Database. An
athlete can have an unlimited number of injury records.
To access the Injury Database, click on the Injury button on the left sidebar.
Injury Database: Input Screens
Injury Database: General Tab
Figure xx Injury Database: General Tab
Status
Field
Description
Athletic
Use this to identify the injury as being Athletic-related. This box must be checked.
Sport
Indicates the sport the athlete was playing when the injury occurred. You must
choose a sport highlighted in yellow.
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Field
Description
Description
Field
Description
Body Area
The Body Area injured, e.g. Upper Extremity, Lower Extremity. You must select an
option highlighted in yellow.
Side
The side injured, e.g. Right, Left, Midline. You must choose an option highlighted in
yellow.
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Injury Database: Background Tab
Figure xx Injury Database: Background Tab
Field
Description
Season
Season when the injury occurred, e.g. Pre-season, In-season. You must choose
an option highlighted in yellow.
Surface
Playing surface when the injury occurred, e.g. Mat, Artificial Turf, Grass. You
must choose an option highlighted in yellow.
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Field
Description
Injury Database: Datalys Tab
Figure xx Injury Database: Datalys Tab
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Click the “Sync with Injury General Tab” button at the top right of the page to fill in the injury
details you have already entered. Any field in which no data could be synced should be filled
manually – these will be marked as “Unknown.” Once the above fields are completed, click Save.
Enter new injuries as needed.
Concussion Database and Datalys
The Concussion Database is used to track SAC, SCAT3, and VOMS exams and subsequent followup exams. A printed report shows deviations from Baseline to follow-up testing.
Concussion Database: Datalys Tab
Figure xx Injury Database: Datalys Tab
Click the “Sync with SCAT3 Symptoms Tab” button at the top right of the page to fill in the injury
details you have already entered. Once those fields are filled, complete the following fields for
Datalys:
Field
Description
Vomiting
Whether or not the athlete has experienced vomiting (yes/no/unknown)
Sleeping more
than usual
Whether or not the athlete has experienced more than the usual amount of
sleep (yes/no/unknown)
Numbness or
Whether or not the athlete has experienced numbness or tingling
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Field
Description
Tingling
(yes/no/unknown)
No symptoms
above apply
Do none of the listed symptoms apply? (yes/no/unknown)
Time to
resolution of
symptoms
How long it took before symptoms ended (e.g., Resolved within one hour,
Resolved within 7 days, etc.)
Scan the list of fields and update any labeled as “Unknown.” Once the above fields are
completed, click Save.
Concussion Database: Actions
Concussion Database: Add a New Record
To add a new record to the Concussion Database:
1. Click the Concussion Database button to access the Concussion Database.
2. If the current athlete is not correct, use the Name, Sport, and Group filters to find the
correct record.
3. Click the Add button to add a new Concussion record.
4. SWOL will display the Injury Selection screen which is a list of the athlete’s current
injuries.
Figure xx Concussion Database: Select Injury
•
If you are adding a concussion exam without a specific injury, select the Body Area,
Body Part, and Side designations at the bottom of the screen. You must choose the
options highlighted in yellow in the Body area and Side menus
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Finalizing Datalys Injury and Concussion Tracking
When all Datalys injuries are entered, return to your institution settings and navigate to the
Datalys section. You will now see a number next to “Injury Event Records to Submit” and “Injury
Detail Records to Submit” (and “Concussion Records to Submit,” when applicable).
Settings: Datalys
Figure xx Institution Settings: Datalys
After entering injury and/or concussion data for Datalys tracking, you will see something similar
to the above window in your Admin/Institution/Datalys settings. The display will show the
number of injury and concussion records you have not yet submitted to Datalys. To transmit
injury data to Datalys, click “Submit Records.” A Confirmation Code will appear on your screen,
indicating all data has been shared with Datalys.
Figure xx Institution Settings: Datalys Confirmation Code
To review the status of your Datalys submission, click the “Check Status” button.
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Figure xx Institution Settings: Datalys Check Status Window
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