Approve the consent wording
The workflow records the signer, consent text and named college programs. School counsel must approve the wording before live use.
For high school athletic departments
Prepare college recruiting packets for high school athletes.
Coaches add video, stats and references. Records staff verify academic details. Students or guardians review and approve sharing with named college programs. Each program gets its own private link.
Recruiting packet Fictional example
Private packet for
Bayfield College women's soccer
Sofia Reyes
Cleared by Pine Hollow Athletics
- Academic recordsVerified
- Stats and referenceAttested
- Film and profile detailsReported
- Family permissionConsent
Who checks each part
How a recruiting packet is prepared and shared
Each part has a source: the student, coach, school office or family.
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01
The student applies
A student submits a profile. School staff review it, and any required consent is a separate step before recruiting disclosure.
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02
The office verifies grades
Authorized Records staff enter academic details and upload a transcript. Role boundaries must be reviewed in the school’s own environment before any live records are used.
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03
The coach prepares a packet
The coach adds film, statistics and a reference. Packets can require administrator review before a college link is created.
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04
The AD reviews the packet
When school policy requires it, an administrator reviews the packet before a college link is created.
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05
Share with a named college program
The student or guardian approves the recipient when consent is required. Each program gets its own expiring link.
A role for each part of the work
Who handles each part
Athletic director
Can oversee department settings and approve packets when school policy requires it.
Coaches
Role-limited access supports building packets for assigned athletes and submitting them for review.
Records staff
Academic entry and transcript access are separate from coaching work. Confirm exact permissions in the school environment.
Families
Review the named programs, approve a send when required, and withdraw consent. Adult students must provide their own consent.
Before live student data
What must be ready before a school pilot
The public page and demo use fictional data. Confirm each of these controls with the school before entering student records.
Keep sharing under family control
The sample workflow closes a college link when consent is withdrawn. Test consent, revocation and adult-student handoff in the school’s approved environment.
Use a separate school environment
This page is on the current Cleared deployment and does not provide an isolated school database. A separate environment and data store are still required; a subdomain alone is not isolation.
Agree on retention and recovery
The school must approve retention, deletion and recovery procedures. External backup and recovery setup remains deferred, so live student data is not ready.
Test staff access and MFA
Fictional tests check coach and Records permissions. The school must validate roles, administrator MFA and restricted-data access in its own environment.
Complete school and legal review
A signed school–WRKTXT agreement, district privacy review and approved consent wording are required before real student information is entered.
Testing the sample workflow does not establish that Cleared is ready for live school use. Do not enter real student or family information.
For district review
Review the workflow before a pilot
Start with the people responsible for the records
Review the proposed roles, consent wording, school environment, retention and recovery requirements with your athletics, IT and privacy teams before any live student information is used.
Request a district discussionWhen can college coaches contact your athletes?
Our free planning tool shows source-linked NCAA Division I, II and III contact guidance for selected sports and class years. Share it with your coaches and families, and confirm current rules with each college.
School evaluation
Discuss the workflow before planning a pilot
Review it with athletics, Records, IT and privacy staff first. A live pilot requires a separate school environment, signed agreements, approved consent wording, and tested backup and recovery safeguards. Those pieces are not ready yet.
This form starts a conversation only. It does not open a school workspace or book a meeting.
Start with a review. Decide on a pilot only after the required safeguards are in place.