registration
policies & agreements
A complete guide to TriStar's policies, expectations, and participation requirements for the 2026-2027 season
PLEASE REVIEW EACH SECTION CAREFULLY BEFORE COMPLETING YOUR REGISTRATION
By registering, you acknowledge that you have read, understood, and agree to all of the policies and agreements below.
Estimated Reading Time
6-8 minutes
1. Participation waiver
Why this agreement matters
Rowing is an exciting, physically demanding sport that takes place both on and off the water. While TriStar Rowing is committed to providing a safe training environment through qualified coaching, safety procedures, and appropriate supervision, participation in rowing and related activities involves inherent risks that cannot be eliminated.
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This agreement explains those risks and outlines the responsibilities of athletes, parents, and TriStar Rowing. It is intended to ensure that every family understands the nature of our activities before participating.
Participation Requirements
By registering with TriStar Rowing, you acknowledge and agree that:
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Participation in rowing, strength training, travel, regattas, and other club activities is voluntary.
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The athlete is physically capable of participating in rowing activities or will not participate until medically cleared.
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Parents and athletes are responsible for informing TriStar of any medical conditions, injuries, allergies, medications, or physical limitations that could affect safe participation.
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Athletes should immediately report any unsafe equipment, hazardous conditions, illness, injury, or concerns to a coach.
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Athletes are expected to follow all coach instructions and established safety procedures at practices, regattas, and club events.
Assumption of Risk
You understand that rowing and related club activities involve inherent risks, including but not limited to:
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Physical exertion and athletic injury
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Falls, collisions, and equipment failure
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Water-related hazards
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Weather and environmental conditions
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Transportation to and from practices and regattas
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Other risks that cannot reasonably be eliminated despite appropriate precautions
By choosing to participate, you voluntarily accept these inherent risks.
Release of Liability
To the fullest extent permitted by law, you release and hold harmless TriStar Rowing, its directors, officers, coaches, volunteers, employees, board members, property owners, sponsors, event organizers, and affiliated organizations from claims arising out of participation in club activities, except where prohibited by applicable law. This release applies to practices, conditioning sessions, regattas, camps, clinics, travel, volunteer activities, and other authorized club events.
Parent/Guardian Acknowledgement
For participants under the age of 18, the parent or legal guardian further acknowledges that:
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They authorize their athlete to participate in TriStar Rowing activities.
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They believe the athlete is physically capable of participating.
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They understand the inherent risks associated with rowing.
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They agree to the terms of this Participation Waiver on behalf of their minor athlete.
Water Safety
Because rowing is a water sport, all athletes are expected to:
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Be comfortable in and around the water.
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Be able to swim at least 50 yards without assistance.
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Be able to tread water or float for approximately 10 minutes while wearing athletic clothing.
Parents certify that, to the best of their knowledge, the athlete meets these minimum water safety expectations.
Acknowledgement
By completing the TriStar registration process, you acknowledge that you have carefully read and understood this Participation Waiver, understand the risks associated with participation, and voluntarily agree to these terms.
2. Conduct & Athlete/family Expectations
Our Standard
At TriStar Rowing, we believe that character matters just as much as performance. We expect every athlete and family to contribute to a culture built on respect, discipline, accountability, humility, and teamwork.
Participation in TriStar Rowing is a privilege. Every athlete and family represents not only themselves, but also their teammates, coaches, volunteers, sponsors, and the TriStar Rowing community.
Our Code of Conduct applies during practices, regattas, travel, team events, volunteer activities, on social media, and whenever an athlete is representing TriStar Rowing. It is based upon the expectations established by USRowing and the standards established by TriStar Rowing.
Athlete Expectations
Athletes are expected to:
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Treat coaches, teammates, parents, volunteers, officials, competitors, and spectators with courtesy and respect.
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Demonstrate good sportsmanship in both victory and defeat.
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Follow all coach instructions and safety procedures.
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Arrive prepared, on time, and ready to contribute to the team.
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Communicate absences and schedule conflicts promptly.
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Care for all boats, equipment, facilities, and property as if they were their own.
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Help with launching, rigging, loading, unloading, cleaning, and other team responsibilities.
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Support and encourage teammates through positive attitudes and constructive communication.
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Represent TriStar Rowing positively both in person and online.
Behavior Not Permitted
The following behaviors are inconsistent with TriStar's culture and are prohibited:
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Harassment, bullying, intimidation, or discrimination.
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Foul, abusive, or disrespectful language.
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Gossip, negative behavior, or conduct that damages team culture.
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Tobacco, vaping, alcohol, illegal drugs, or misuse of controlled substances.
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Intentional damage to equipment or property.
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Public displays of affection during TriStar activities.
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Inappropriate conduct on social media that reflects negatively on TriStar Rowing or its members.
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Any behavior that violates USRowing SafeSport policies or applicable laws.
Attendance & Commitment
Rowing is a true team sport. One athlete's absence can affect an entire boat.
Athletes are expected to:
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Attend practices consistently.
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Notify coaches as early as possible of any absence or schedule change.
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Understand that attendance, effort, attitude, coachability, and commitment are all factors considered when coaches determine boat lineups and racing opportunities.
SafeSport & Athlete Safety
TriStar Rowing is committed to providing a safe environment for every participant.
All coaches and volunteers follow applicable USRowing SafeSport requirements. Allegations involving bullying, harassment, abuse, discrimination, sexual misconduct, or other SafeSport concerns will be handled in accordance with USRowing SafeSport policies and applicable law.
Anyone who becomes aware of a potential SafeSport concern is encouraged to report it promptly to club leadership or directly through USRowing SafeSport.
Discipline
Failure to follow these expectations may result in disciplinary action. Depending on the nature and severity of the situation, consequences may include:
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Verbal coaching or counseling
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Parent meeting
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Temporary suspension from practice or competition
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Removal from a race lineup
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Suspension from the club
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Dismissal from the program
The Head Coach and TriStar Rowing leadership reserve the right to determine appropriate disciplinary action based on the circumstances of each situation.
Parent Partnership
Parents play an essential role in creating a positive team environment and supporting the development of every athlete. We believe the strongest programs are built on trust, respectful communication, and a shared commitment between families and coaches.
Parents are expected to:
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Support the physical, emotional, and mental well-being of all athletes above competition results.
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Respect the role of coaches in making decisions related to practices, boat lineups, seat racing, race entries, discipline, and athlete development.
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Encourage athletes to communicate directly with coaches regarding goals, attendance, questions, and performance whenever appropriate.
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Treat athletes, coaches, volunteers, officials, and other families with courtesy and respect at all times.
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Address concerns respectfully through the appropriate communication channels and follow TriStar's Communication Policy, including allowing time before discussing emotionally charged situations.
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Demonstrate positive sportsmanship and represent TriStar Rowing with integrity at practices, regattas, team events, and online.
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Support volunteers, board members, and fellow families who help make TriStar possible.
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Help foster a culture that reflects TriStar's mission, values, and commitment to pursuing excellence together.
Acknowledgement
By completing registration, I acknowledge that I have read and understand TriStar Rowing's Code of Conduct and agree to support these expectations. I have also reviewed these expectations with my athlete and understand that failure to follow them may result in disciplinary action.
3. Dues & financial policies
Our Commitment
TriStar Rowing Club is a 501(c)(3) nonprofit organization dedicated to providing a high-quality rowing experience while responsibly managing the club's financial resources. Membership dues help support coaching, equipment, insurance, facility expenses, boat maintenance, athlete development, and the day-to-day operations that make our programs possible.
We are committed to being responsible stewards of every dollar entrusted to the club while keeping rowing as accessible as possible for our families.
Membership Dues
By registering, families agree to pay all applicable membership dues and fees associated with their athlete's participation.
Membership dues are established annually by TriStar Rowing and are communicated before registration.
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26-27 Season Dues
Varsity - $265/month, or $1,192.50 with paid in full for 5 months (10% discount)
Junior Varsity - $185/month, or $832.50 with paid in full for 5 months (10% discount)
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Multi-Rower Discount
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Additional Varsity Athlete: $50/month discount
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Additional JV Athlete: $25/month discount
Multi-rower discounts may be combined with the seasonal payment discount.
Payment Schedule
Membership dues are managed through iCrew and are processed on the 1st of each month.
Families are responsible for:
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Maintaining a valid payment method in iCrew.
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Keeping billing information current.
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Ensuring monthly payments are successfully processed.
Returned or declined payments will incur a $25 administrative fee.
Accounts with outstanding balances will receive payment reminders. TriStar reserves the right to pause participation until accounts have been brought current. Families experiencing financial hardship are encouraged to contact club leadership as early as possible so we can discuss available options.
Additional Expenses
Membership dues do not include regatta expenses.
Regatta fees help cover costs including:
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Regatta registration
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Coaching expenses
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Transportation and equipment
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Athlete meals
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Hotel accommodations for qualifying Varsity travel events
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Other event-related expenses
Most regattas range from approximately $100–350 per athlete, depending on the event.
Select championship regattas, such as Head of the Charles, Regionals, or Nationals, may cost $500–1,000+ depending on travel requirements. TriStar will communicate these costs well in advance and will work with participating families regarding fundraising opportunities whenever possible.
Hotel Lodging (Varsity Travel)
For qualifying overnight regattas, Varsity athletes are expected to stay with the team at the designated team hotel. Staying together promotes team culture, improves communication, and allows coaches to provide appropriate supervision throughout the event.
Requests for exceptions must be approved by the Head Coach in advance by submitting a Hotel Exemption Request. Approval of an exemption does not reduce or eliminate applicable regatta fees.
Refund Policies
Membership dues support the operation of the rowing program and are budgeted throughout the season.
Requests for refunds due to injury, illness, withdrawal, or other circumstances will be reviewed on a case-by-case basis by TriStar Rowing leadership. Refunds are not guaranteed and may be subject to administrative costs or expenses already incurred by the club.
Fundraising & Volunteer Support
As a nonprofit organization, TriStar relies on fundraising to help provide exceptional opportunities for our athletes while keeping membership dues as affordable as possible.
Families are expected to participate in club fundraising activities throughout the season, which may include events such as the Ergathon, plant sale, sponsorship initiatives, and other fundraising opportunities announced by the club.
Past Due Accounts
Timely payment of membership dues helps ensure the financial stability of the club.
TriStar reserves the right to limit participation in practices, travel, regattas, or other club activities until outstanding balances have been resolved.
Families experiencing financial hardship are encouraged to contact club leadership as early as possible so that appropriate solutions may be explored.
Financial Questions
Questions regarding dues, billing, payment schedules, or financial assistance should be directed to payments@tristarrowing.com before payment deadlines whenever possible.
Acknowledgement
By completing registration, I acknowledge that I have read and understand TriStar Rowing's Financial Policies and agree to fulfill the financial responsibilities associated with participation in the program.
4. CONCUSSION AWARENESS & RETURN-TO-PLAY POLICY
Athlete Safety Comes First
The health and safety of our athletes is our highest priority. TriStar Rowing follows Tennessee concussion laws and best practices for recognizing, responding to, and managing suspected concussions.
A concussion is a traumatic brain injury caused by a bump, blow, or jolt to the head or body that causes the brain to move rapidly within the skull. While many athletes recover fully, every concussion should be taken seriously.
Recognizing a Concussion
Concussion symptoms may appear immediately or develop hours or even days after an injury.
Common signs and symptoms include:
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Headache or pressure in the head
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Dizziness or balance problems
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Nausea or vomiting
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Blurred or double vision
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Sensitivity to light or noise
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Confusion or difficulty concentrating
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Memory problems
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Feeling sluggish, groggy, or "not quite right"
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Mood or behavior changes
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Loss of consciousness (even briefly)
Parents, athletes, and coaches should report any suspected concussion immediately.
Seek Immediate Medical Attention if an Athlete Experiences:
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Loss of consciousness
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Repeated vomiting
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A worsening headache
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Slurred speech
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Seizures
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Increasing confusion
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Weakness or numbness
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Unusual behavior or inability to recognize people or places
If in doubt, remove the athlete from participation and seek medical evaluation immediately.
Reporting & Removal from Activity
If an athlete experiences or is suspected of having a concussion during a practice, regatta, workout, or club activity:
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The athlete will be immediately removed from participation.
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The athlete will not return to practice or competition on the same day.
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Parents or guardians will be notified as soon as practical.
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Medical evaluation should be obtained from an appropriate healthcare provider.
TriStar coaches may remove an athlete from participation anytime a concussion is suspected, even if symptoms appear mild.
Return-to-Play
An athlete diagnosed with a concussion may not return to rowing, training, conditioning, or competition until:
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They have been evaluated by an appropriately licensed healthcare provider.
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They have been medically cleared to return to activity.
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They have successfully completed any required return-to-play progression established by their healthcare provider and the coaching staff.
The health of the athlete will always take priority over returning to competition.
Parent & Athlete Responsibilities
By participating in TriStar Rowing, athletes and parents agree to:
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Report all head injuries and suspected concussions immediately.
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Never hide concussion symptoms or encourage participation while symptoms exist.
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Follow all medical recommendations regarding recovery and return to activity.
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Understand that returning too soon can significantly increase the risk of prolonged recovery or more serious brain injury.
Acknowledgement
By completing registration, I acknowledge that I have reviewed TriStar Rowing's Concussion Awareness & Return-to-Play Policy. I understand the signs and symptoms of concussion, the importance of reporting suspected head injuries, and the requirements for medical clearance before returning to participation.
5. media release
Sharing the Story of TriStar
TriStar Rowing celebrates the accomplishments of our athletes by sharing photos and videos throughout the season. These images help us recognize athlete achievements, communicate with families, recruit future rowers, engage our community, and promote the mission of TriStar Rowing.
Photos and videos may be taken during practices, regattas, camps, team events, volunteer activities, and other club-sponsored programs.
How Media May Be Used
With your permission, TriStar Rowing may use photographs and video of participating athletes for purposes including:
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Club website and digital communications
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Social media platforms
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Marketing and promotional materials
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Printed publications and newsletters
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Recruiting materials
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Fundraising campaigns
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Presentations and other club communications
No compensation will be provided for the use of these images or videos.
Your Choice
During registration, you will be asked whether you grant permission for TriStar Rowing to use photographs and videos of your athlete.
You may choose to:
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Grant Permission – TriStar may use photographs and video as described above.
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Decline Permission – We will make every reasonable effort to avoid using identifiable images of your athlete in future promotional materials.
Please note that while TriStar will honor your preference whenever reasonably possible, complete exclusion from photographs or videos taken at large team events or public regattas cannot always be guaranteed.
Respecting Your Privacy
TriStar Rowing values the privacy of every athlete and family.
We will never intentionally publish confidential personal information alongside photographs or videos, and we strive to represent every athlete in a positive, respectful, and appropriate manner.
Acknowledgement
Your media preference will be recorded as part of your registration. You may request to update your media preference by contacting TriStar Rowing at any time.
6. Physical examination
Annual Sports Physical
All athletes participating in TriStar Rowing are required to have a current pre-participation sports physical completed by a licensed physician, physician assistant, or nurse practitioner before participating in club activities.
The purpose of the physical examination is to help identify any medical conditions that could affect an athlete's ability to safely participate in rowing and to ensure appropriate medical recommendations are communicated to the club.
Acceptable Physical Forms
TriStar accepts:
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A sports physical form provided by your physician's office or school.
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A completed TriStar Physical Evaluation Form.
Most healthcare providers already have their own sports physical forms, and these are fully acceptable.
For your convenience, TriStar's Physical Evaluation Form is available below if your provider requests one. The form specifically notes that a physician's own form may be used instead.
Submission Requirements
A completed physical must:
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Be completed by a licensed healthcare provider.
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Be current for the athlete's participation during the season.
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Be submitted before the athlete is permitted to participate in practices or on-water activities.
TriStar reserves the right to request updated medical documentation if an athlete's medical condition changes during the season.
Changes in Medical Status
Parents and athletes are responsible for notifying TriStar Rowing if there is any significant change in an athlete's health after the physical has been completed, including:
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Serious illness
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Surgery
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Hospitalization
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Concussion
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New medications
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Medical restrictions
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Any condition that may affect safe participation
Athletes may be required to obtain updated medical clearance before returning to rowing.
Athlete Safety
The information collected through the sports physical and registration process helps TriStar provide a safe training environment. Coaches rely on accurate and current medical information to respond appropriately during practices, regattas, and emergencies.
Acknowledgement
By completing registration, I acknowledge that my athlete is required to maintain a current sports physical and that it is my responsibility to provide updated medical information and notify TriStar Rowing of any significant changes to my athlete's health during the season.
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We're excited to welcome you to another season of Pursuing Excellence Together!