REGISTRATION INSTRUCTIONS
Please use the following steps to register your team for the State Championships. All deadlines are listed on the AD Calendar which can be found and subscribed to on the MyWIAA home page. For questions related to Tournament Registration, please contact Sean Bessette, Director of Communications, AND the corresponding WIAA Assistant Executive Director for your sport.
| EVENT | PROGRAM INFORMATION SUBMISSION DEADLINES | PASS GATE SUBMISSION DEADLINES |
|---|---|---|
| STATE BASEBALL (OPENING ROUNDS) | No Program Information Submission | Â No Pass Gate Submission; Send Personnel Info. Directly to Site (SEE NOTE BELOW) |
| STATE SPRING SOCCER (OPENING ROUNDS) | No Program Information Submission | Â No Pass Gate Submission; Send Personnel Info. Directly to Site (SEE NOTE BELOW) |
| STATE FASTPITCH SOFTBALL | Wednesday, May 13 | Tuesday, May 19 |
| STATE TRACK & FIELD | No Program Information Submission | Tuesday, May 26 |
| STATE BASEBALL (FINAL SITES) | Wednesday, May 20 | Tuesday, May 26 |
| STATE SPRING SOCCER (FINAL SITES) | Wednesday, May 20 | Tuesday, May 26 |
SUBMIT YOUR TOURNAMENT PROGRAM INFO.
Schools that qualify for State Tournaments are required to upload Tournament Program Information to the Roster Center, via direct upload or FinalForms Sync. See below information on submission instructions and Program Information Fines & Fees information
Tournament Programs: Baseball, Basketball, Bowling, Cheer, Dance/Drill, Flag Football, Football, Gymnastics, Soccer, Softball (Fastpitch and Slowpitch) and Volleyball
- Login to the Roster Center
- Navigate to the Sport & Roster
- Add Additional Team Staff, such as Team Manager, as appropriate for each sport
- Click Staff & Credits from the Varsity roster menu
- IF SYNCING FROM FINALFORMS, enter any staff that was not synced from FinalForms
- IF NOT SYNCING FROM FINALFORMS, enter all staff
- Click Staff & Credits from the Varsity roster menu
- Upload Varsity Photo
- Varsity photos will be shown on the WIAA website and Tournament Programs
- Photo submissions that do not include text or additional graphics on top of the team photo is preferred
- Upload/Update/Verify Varsity Roster is Correct
- Please verify your roster includes those participants that you want to be included in the State Tournament program. Even if you don’t know the exact roster for the postseason, still upload what you have. It’s significantly easier to make edits instead of starting from scratch
IMPORTANT: If your school does not have a Roster Center account, or is missing login information, contact Mark Martin, Arbiter.
- Enter all school and school district administration staff in FinalForms
- Turn on the FinalForms + Roster Center Sync
- FinalForms:
- Click Manage > Schools
- Click the ‘Edit’ button in any school’s row
- Scroll to locate the ‘Other Settings’ area
- Click ‘Enable APIÂ Syncing’
- Scroll to the bottom of the page and click ‘Update School’
- Roster Center:
- Click the ‘School Settings’ button from the Roster Center menu (upper-right)
- Activate the checkbox under ‘FinalForms Sync’ at the bottom of the School Settings page.
- FinalForms:
- Enter all coaches in FinalForms and assign them to their appropriate teams
- Head Coach, Assistant Coaches, and Volunteer Coaches will all by synced to the Roster Center
- Enter all athletes in FinalForms and assign them to their appropriate sports and team rosters
- Activate the Sync to Roster Center for each sport
- Click Manage > Sports
- Click ‘Roster’ on any sport
- Click the blue ‘Assign Teams’ button in the top right
- Check the appropriate boxes to associate a student with the appropriate roster(s)
- Click ‘Return to Roster’ at the bottom of the page
- Immediately upon completing this step, rosters will automatically be created in Roster Center, including all athletes, coaches, and administration. If the roster already exists in the Roster Center, FinalForms data will be merged into the existing roster.
- Verify the Sync is Properly Functioning in the Roster Center
Per the WIAA Executive Board decision in June 2025, missed Program Information deadlines incur a $100 fine, which will be invoiced to your school.
Following the listed Program Information deadlines, WIAA Staff will identify the qualified schools that failed to submit Program Information per sport, and will issue fines accordingly.
WHICH SCHOOLS WILL BE FINED?
Schools that fail to upload their Roster, Photo, and School Personnel to the Roster Center, via direct upload or FinalForms Sync, by the submission deadline AND have qualified to appear in the State Tournament Program.
WHO QUALIFIES TO APPEAR IN THE TOURNAMENT PROGRAM?
- FALL
Slowpitch Softball: All State Tournament Qualified Teams
Volleyball: All State Tournament Qualified Teams
Soccer: State Tournament Semifinalists
Football: State Tournament Finalists - WINTER
Cheer: All State Tournament Qualified Teams
Bowling: All State Tournament Qualified Teams
Gymnastics: All State Tournament Qualified Teams
Flag Football: TBD
Basketball: State Tournament Round of 12 Teams
Dance/Drill: All State Tournament Qualified Teams - SPRING
Fastpitch Softball: All State Tournament Qualified Teams
Soccer: State Tournament Semifinalists
Baseball: State Tournament Semifinalists
For any questions on Program Information submission deadlines, contact Sean Bessette, Director of Communications.
SUBMIT YOUR PASS GATE
Upon qualification for a State Tournament, schools must submit a Pass Gate through FinalForms to indicate school-related individuals that should receive access to WIAA State Tournaments. See below information on submission instructions and Pass Gate Fines & Fees information.
The WIAA Office does not collect submitted Pass Gates for State Baseball (Opening Rounds). The WIAA will collect Pass Gates for schools that qualify to appear at the final site.
For Opening Rounds, schools should send their personnel information directly to their host site, including all personnel that may appear on a standard Pass Gate submission, including administrators, coaches, additional sport staff, and additional school personnel.
The WIAA Office does not collect submitted Pass Gates for State Spring Soccer (Opening Rounds). The WIAA will collect Pass Gates for schools that qualify to appear at the final site.
For Opening Rounds, schools should send their personnel information directly to their host site, including all personnel that may appear on a standard Pass Gate submission, including administrators, coaches, additional sport staff, and additional school personnel.
- Log into FinalForms.
- Click Manage > Sports to navigate to your list of sports.
- Locate the desired sport using the filters at the top of the page.
- Click the black Export button on the appropriate sport and select WIAA Pass Gate.
- The Pass Gate should be prepopulated with appropriate information from FinalForms. Follow the instructions on the Pass Gate to ensure all information is correct.
- Once all information looks good, click “Submit Pass Gate” at the bottom of the page.
IMPORTANT:Â The save draft function will allow you to save any progress before formally submitting your pass list. Once submitted, the lists are final and uneditable, so be sure to double check your staff listings prior to submission. To reset your Pass Gate, contact Peter Ho, Membership & Billing Coordinator AND Sean Bessette, Director of Communications.
TIP: Any changes you make to Principal, Superintendent, etc. will conveniently be reflected everywhere in the system and in the WIAA Directories. The exception is the Additional Staff and Additional School Personnel sections. These are one-offs for your Pass Gate submission.
Per the WIAA Executive Board decision in June 2025, late Pass Gate submissions incur a $100 fine, which will be invoiced to your school.
WHICH SCHOOLS WILL BE FINED?
Schools that have qualified for the final site of a WIAA State Tournament AND are having a late Pass Gate submission processed. Schools will always be asked to accept notice of late submission, including a fine, before it is processed.
WHO QUALIFIES FOR THE FINAL SITE OF EACH STATE TOURNAMENT?
- FALL
Slowpitch Softball: All State Tournament Qualified Teams
Cross Country: All State Tournament Qualified Schools*
Swim & Dive: All State Tournament Qualified Schools*
Volleyball: All State Tournament Qualified Teams
Soccer: State Tournament Semifinalists
Football: State Tournament Finalists - WINTER
Cheer: All State Tournament Qualified Teams
Bowling: All State Tournament Qualified Schools*
Gymnastics: All State Tournament Qualified Schools*
Swim & Dive: All State Tournament Qualified Schools*
Wrestling: All State Tournament Qualified Schools*
Flag Football: State Tournament Semifinalists
Basketball: State Tournament Round of 12 Teams
Dance/Drill: All State Tournament Qualified Schools* - SPRING
Fastpitch Softball: All State Tournament Qualified Teams
Soccer: State Tournament Semifinalists
Baseball: State Tournament Semifinalists
Track & Field: All State Tournament Qualified Schools*
*Qualified Schools include any School with One Qualified Student Participant
INDIVIDUAL QUALIFYING SPORT EXAMPLES
Includes Cross Country, Swim & Dive, Bowling, Gymnastics, Wrestling, and Track & Field.
- If School X has both boys AND girls qualify for State Track & Field (or any other individual qualifying sport), School X is welcome to submit a Boys Track & Field Pass Gate and a Girls Track & Field Pass Gate. In this scenario, School X only needs to submit one Pass Gate, boys or girls.
- If School X only has boys OR girls qualify for State Track & Field (or any other individual qualifying sport), School X only needs to submit one Pass Gate, boys or girls.
TEAM QUALIFYING SPORT EXAMPLES
Includes Softball (Slowpitch & Fastpitch), Soccer, Volleyball, Football, Basketball, Baseball, and Flag Football.
- If School X‘s boys AND girls basketball team qualifies for State Basketball (or any other team qualifying sport), School X should submit two Pass Gates: a boys basketball Pass Gate AND a girls basketball Pass Gate.
- If School X‘s girls basketball team qualifies for State Basketball (or any other team qualifying sport), School X should submit a girls basketball Pass Gate. In this scenario, submission of a boys basketball Pass Gate would not be allowed.
For any questions on Pass Gate submission deadlines, contact Sean Bessette, Director of Communications.
