Loudoun Valley High School

As preparations begin for the upcoming school year, this message includes several important updates and reminders regarding LCPS Athletics practices and processes. Some items reflect new requirements, while others are clarifications or improvements based on school and community feedback.

Please take a moment to read the full message carefully, as it contains information that may affect planning, communication and implementation with student-athletes and spectators.

Information shared here includes:

• LCPS athletic registration: Arbiter Sports

• Important update: VHSL athletic physical form changes for 2025–26

• VHSL transfer rule changes

• Updated Attendance Requirement for Student Activities

Any questions regarding the information in this email should be directed to your school’s Athletic Director or to the LCPS Division of Athletics and Activities.

LCPS ATHLETIC REGISTRATION: ARBITER SPORTS

All LCPS athletic registrations must be completed through Arbiter Sports. No other platform or paper forms will be accepted.

Why the Change from rSchoolToday to Arbiter Sports?

The transition from rSchoolToday to Arbiter Sports stems from Arbiter’s acquisition of rSchoolToday in January 2025. This strategic move aims to merge the strengths of both companies to enhance K–12 athletic and event management services. Arbiter Sports is a secure, multilingual, user-friendly platform that allows families to easily register students for sports programs. It helps reduce paperwork and improves efficiency while keeping your information on file for future registrations.

Note: Internet access is available free of charge at any LCPS school if needed.

What Is Needed to Register

Before beginning the online registration process, gather the following:

·         A VHSL Physical Exam within the last 14 months

o    Required and valid for 14 months from the date of the exam

o    Submit a copy of the VHSL physical form to the athletic office

·         Past Medical History: Be prepared to explain any “Yes” responses on the Interval Health History Questionnaire

·         Current Medications & Last Tetanus (Tdap) Date

·         Allergy Information & Other Medical Conditions

·         Medical Info: Primary doctor, hospital/dentist preference, medical/dental insurance

·         Emergency Contacts: Two contacts not listed as parent/guardian

Signatures Required for Submission

Arbiter Sports requires electronic signatures from:

·         A parent/guardian (18 years or older)

·         The student-athlete

These signatures confirm acknowledgment of all required LCPS policies and agreements.

IMPORTANT UPDATE: VHSL ATHLETIC PHYSICAL FORM CHANGES FOR 2025–26

New Virginia legislation brings two important updates to athletic physical requirements:

Starting July 1, 2025

·         All LCPS student-athletes must use the revised VHSL Athletic Participation/Parental Consent/Evaluation Form (dated April 2025).

VHSL-Physical-Evaluation-Form - English

VHSL-Physical-Evaluation-Form - Spanish

·         Athletic physicals will be valid for 14 months from the date signed by the medical provider (located on page 3 of the form).

What This Means for LCPS Student-Athletes

·         Students must submit a completed VHSL physical form—including medical insurance info—before any sports participation begins.

·         The new VHSL form (dated 04/2025) must be signed by a physician on or after May 1, 2025 for 2025–26 eligibility.

§  The previous VHSL form (dated January 2021) will be accepted through June 30, 2025, and remains valid for 14 months after the date signed.

Important: All sections must be fully completed and all checkboxes marked. Incomplete forms will delay athletic participation.

How to Submit Your Physical Form

·         Completed forms must include all required parent, student and doctor signatures.

·         Hand deliver the form to your school’s athletic office.

·         Do not submit forms to coaches or leave them in the main office.

Frequently Asked Questions (FAQ) can be found on the LCPS Athletics Webpage.

VHSL TRANSFER RULE CHANGES: VHSL ELIGIBILITY UPDATE FOR RISING 9TH GRADERS – FALL 2026

Beginning in fall 2026, VHSL will require students to have been enrolled in the feeder middle school for the high school they wish to participate in for athletics. Students transferring to a high school for ninth grade without a qualifying address change will be ineligible for VHSL activities for 365 calendar days.

The Rule Will:

·         Make 9th-grade students placed at a school through special permission ineligible unless they attended that high school’s feeder middle school the previous year

Who Is Eligible Immediately?

·         Students attending their zoned high school

·         Students accepted into an LCPS academic program (e.g., International Baccalaureate or HAMSci)

What Is “Special Permission”?

·         A family-initiated request to attend a school outside the assigned attendance zone for non-programmatic reasons

Current Rule vs. Proposed Rule (Fall 2026)

UPDATED ATTENDANCE REQUIREMENT FOR STUDENT ACTIVITIES

LCPS has updated its attendance policy for students participating in extracurricular activities. Beginning with the 2025–26 school year, students must report to school on time to be eligible for participation in practices, competitions or performances. The previous 15-minute grace period has been removed.

This change reinforces the importance of consistent, on-time attendance as a foundation for both academic achievement and extracurricular involvement.

For more information, please refer to the 2025–26 Student Activities Handbook or LCPS Policy 8350.