Planning disclaimer: This sample is provided for planning purposes only and should be reviewed by the institution's own legal, compliance, athletics, and IT stakeholders.
1. Purpose
This policy establishes how performance technology tools are evaluated, approved, and used in athletics programs to support training operations while protecting student privacy and institutional standards.
2. Scope
This policy applies to athletics technology used by school, district, college, or university athletics programs, including software that processes athlete account data, training activity, wellness information, or nutrition-related records.
3. Roles and Responsibilities
Athletics administration
- Approves program-level use and oversight model
- Confirms alignment with institutional policy and student support standards
Coaches and performance staff
- Use approved tools for defined athletics purposes
- Follow institutional guidance on data entry, review, and communication
Sports medicine
- Provides clinical and athlete welfare input where appropriate
- Confirms that platform use does not replace licensed clinical judgment
IT and security
- Performs vendor security and architecture review
- Supports access controls, account management, and incident coordination
Legal and compliance
- Reviews privacy, contractual, and policy implications
- Supports required agreement language and procurement documentation
4. Data Categories
Institution may authorize collection of categories such as:
- Account and roster information
- Team and school affiliation
- Training/workout activity
- Athlete wellness self-reports
- Nutrition logs and related entries
- Bodyweight entries (if institution enables this workflow)
- Operational and audit records
5. Approved Uses
Approved uses include:
- Training program administration and accountability workflows
- Team operations and approved athletics reporting
- Authorized program-level review by designated staff
6. Prohibited Uses
Prohibited uses include:
- Use for advertising or unrelated marketing purposes
- Access by unauthorized staff or sharing outside approved roles
- Use as a substitute for licensed medical diagnosis or treatment decisions
7. Access Controls
- Access is assigned by role and institutional need
- Least-privilege access should be used where practical
- Access reviews should be performed periodically
8. Notice, Education, and Consent Considerations
Institution should define athlete and family notice/education practices in accordance with institutional policy and applicable law. Where required, consent and notice processes should be managed by the institution.
9. Medical Decision-Making Boundaries
Performance technology outputs are operational inputs only. They do not replace clinical judgment, sports medicine protocols, or emergency and injury response workflows.
10. Vendor Review and Procurement
Before adoption, institution should complete a documented review process that addresses:
- Privacy and security documentation
- Data use boundaries
- Contractual obligations
- Implementation and training readiness
11. Ongoing Review and Continuous Improvement
Institution should review this policy and technology use at least annually, or sooner if workflows, staffing, regulations, or vendor capabilities materially change.