Registration, Fees and Financial Assistance
High School Registration
High School Participation Requirements:
Our high school offers a variety of activities for students to get involved in. From sports and stock market club to music and yearbook, there's something for everyone!
- Completed registration via SmartSchoolK12 (Now called EdutrakConnect) is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations and will require completion of the online registration process before participating in any meetings.
- Student's ID number will be needed, which can be found in PowerSchool.
- MSHSL Sports Qualifying Physical Exam (SQPE) form on file with the school office for athletics (must be current, good for three years).
Registration on SmartSchoolK12 (Now called EdutrakConnect) will open on the following dates:
Fall Sports: August 1, 2023
Winter Sports: October 1, 2023
Spring Sports: February 1, 2024
Contact
Jacki Delahunt
Activities Secretary
delahuntj@stillwaterschools.org
Phone: 651-351-8030
Fax: 651-351-8033
Registration Information
- How to Register
- MSHSL Athletic Teams and Independent Provider Activities
- Fine Arts, Clubs & Activities
- Fees
- Financial Assistance
How to Register
The Affinety/SmartSchoolK12 consumer portal requires the use of Chrome or Firefox.
How to register your account on SMARTSCHOOLK12(Now called EduTrakConnect):
- Visit the website: SmartSchoolK12 (Now called EdutrakConnect) and click the blue button "Click here to begin our setup process".
- You will need your student's ID number, which can be found in PowerSchool.
MSHSL Athletic Teams and Independent Provider Activities
Registering for Athletics
Including MSHSL athletic teams and independent provider activities
Before you participate in any practice, tryout or competition, you will need to complete the online registration process.
Step One:
- A sports-qualifying physical must be on file in our office before you can register online.
- Sports-qualifying physicals are good for three years from the date of the exam.
- Take the blank form with you to your appointment, have the medical staff complete the form. Form can be found below.
- email the completed form to Jacki Delahunt delahuntj@stillwaterschools.org.
- A copy of the SQPE will be attached to each student's record in PowerSchool. In order to assist us with the process, before sending the document, please name it as follows: Student Last Name, Student First Name SQPE and date of the exam. (Example: Delahunt, Jacki SQPE 01.01.2022)
- After submitting the SQPE form, allow up to 48 hours for the system to be updated.
To check the expiration date of your SQPE if you have previously registered for a sport on SmartSchoolK12:
- login to SmartSchoolK12 (Now called EdutrakConnect)
- go to students
- click "manage student"
- select a registration
- click "sports physical date"
- a pop up window will open showing the date
Step Two:
Once the sports-qualifying physical is on file and appears in the student athlete’s profile, the student athlete and a parent/guardian may read and complete the MSHSL forms, register and provide payment through SmartSchoolK12.
Fine Arts, Clubs & Activities
Fees
Activities & Fine Arts
Activities
Fees vary by Activity.
Fine Arts
Fees vary by Activity.
Athletics
MSHSL athletic teams and non-athletic teams
Fees varies by team. Please see individual sports/non-athletic team for more information.
Independent Providers
$50. Additional registrations and fees will be payable to the sponsoring individual or organization.
Student Initiated Clubs, Academic and Service Organizations
No Fee. If awards are distributed, students will have to purchase awards earned.
Pony Strength Training
Varies by season and number of training sessions.
Financial Assistance
Need help covering the cost of school related expenses?
Fill out an Educational Benefits Application to learn if you're eligible for assistance with school-related activities. Applications will be processed beginning in August.
Online applications are processed through SchoolCafe. You will need to sign in to your account.
Your Educational Benefits Application could help not just your family, but kids across the district in many ways. Just one form ensures continued funding to support ALL kids in our schools. Families MUST fill out a new application for benefits at the beginning of each school year or benefits will expire! Applications will be processed beginning in August.
Benefits For You
- Sports and activities: Reduced fees to participate on school teams or clubs
- Instruments, equipment and other supplies: Free or reduced costs to rent musical instruments or purchase equipment or supplies needed for activities or sports
- Field Trips: Free or reduced costs to attend field trips with your class
- College Application & Testing Fees: Discount on fees associated with applying for college and for participating in academic testing such as SAT, ACT and Advanced Placement
- Utility help: Some companies will offer reduced fees on utilities, such as electricity and internet
Benefits For All Students
- School Funding: Increased funding for our schools to ensure kids receive the support they need
- Technology Funding: Increased funding to schools to improve internet access, wireless and network services
Who can qualify for Education Benefits?
Children in households participating in the Supplemental Nutrition Assistance Program (SNAP), Minnesota Family Investment Program (MFIP) or Food Distribution Program on Indian Reservations (FDPIR), and foster children can get free school meals without reporting household income. Also, children can get educational benefits if their household income is within the maximum income shown for their household size on the instructions. Approval for educational benefits is good for the school year.
- Due to new state legislation, a complete breakfast and lunch meal will be provided at no cost for all students.
- A list of additional resources available to those who qualify will be available soon.
Need your educational benefits letter?
- If you submitted your application online, you can go into your Schoolcafe account and print it off.
- Check your e-mail. Most letters were sent via e-mail. Be sure to check your spam folder. Please note, letters are sent to the email address listed in PowerSchool.
- Call 651.351.8326 and request your letter to be e-mailed to you or printed and mailed. You can also request the letter to be printed and you can stop and pick up at the Central Services Building located at 1875 South Greeley Street in Stillwater.
Pursuant to United States Code, title 42, section 1758(b)(6)(A), the Department of Education shall enter into an agreement with the Department of Human Services to share the eligibility information provided by each school for the limited purpose of identifying children who may be eligible for medical assistance or MinnesotaCare. Parents must contact the school district in writing if they choose not to have this information disclosed.
Youth Advantage
Youth Advantage is a nonprofit organization that provides eligible young people access to activities offered in our community through financial need-based scholarships and loan of new or gently used athletic equipment, musical instruments, or other necessary items.
Families who live in Independent School District 834’s boundaries and 1) whose children qualify for Educational Benefits or 2) who have experienced a recent financial hardship, likely qualify for a Youth Advantage Scholarship. Serving students in grades K-12.
Frequently Asked Questions
- What do I need to register for?
- Is there a deadline for registration?
- How do I submit my SQPE Form?
- Do I submit my Immunization Records with my SQPE?
- When are Tryouts? Is there a Tryout Fee?
- Do I get a refund if I am cut from a team?
- Where do I find info on Practice Schedules?
- What about Competition Schedules?
- IS THE REGISTRATION PROCESS DIFFERENT FOR THE MIDDLE SCHOOLS?
What do I need to register for?
Registration via SmartSchoolK12 (Now called EdutrakConnect) is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations and will require completion of the online registration process before participating in any meetings. You will need your student's ID number, which can be found in PowerSchool in order to register.
Is there a deadline for registration?
Athletics
We request that you complete your registration at least 24 hours prior to the first day of your season. According to MSHSL rules, to be varsity eligible, you must register by the 4th Monday of the season. Tryout Sports: Individual coaches may not accept athletes after tryouts have started.
Clubs, Activities, and Fine Arts
All individuals should be registered before attending a meeting. To be eligible to participate, students must be registered, even if there is not a registration fee.
How do I submit my SQPE Form?
Sports Qualifying Physical Exams (SQPE) are good for three years from the date of the exam. The exam may not expire during the season for which you are registering. (A Well Child Check is not considered a SQPE).
Scan and send your completed SQPE to delahuntj@stillwaterschools.org or fax to 651-351-8033.
Do I submit my Immunization Records with my SQPE?
When are Tryouts? Is there a Tryout Fee?
Do I get a refund if I am cut from a team?
Where do I find info on Practice Schedules?
Practice schedules are determined by the head coach of each sport, practices may vary between levels. Student athletes should plan to practice or compete Monday through Saturday during their season. It is the responsibility of the student athlete to communicate practice information to their parents/guardians.
Practices and competitions are held on non-school days including, but not limited to, Teacher Workshop Days, Professional Development Days, Holidays, No School/Teacher Non Duty Days, Spring Break, Winter Break and Summer Break.
Sports seasons and start dates are determined by the Minnesota State High School League (MSHSL). School calendars are determined by individual school districts across the state and are approved by each district’s School Board.
Fall sports generally start before the first day of school and spring sports state tournaments generally occur after the last school day in the spring.
What about Competition Schedules?
View competition schedules
Parents/Guardians and student athletes are strongly encouraged to register for the “Notify Me” option on the site.
By registering, you will receive real time notifications for schedule changes due to weather, and play off contests.
IS THE REGISTRATION PROCESS DIFFERENT FOR THE MIDDLE SCHOOLS?
While each school uses SmartSchoolK12 to register for arts, athletics, clubs and activities, the points of contacts are different and the documentation requirements may differ as well. You may see more information regarding Middle School Registration processes by choosing a school below:
Middle School Registration
Middle School Participation Requirements:
Our middle schools offer a variety of activities for kids to get involved in. From sports and stock market club to music and yearbook, there's something for everyone!
- Completed registration via SmartSchoolK12 (Now called EdutrakConnect) is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations and will require completion of the online registration process before participating in any meetings.
- You will need your student's ID number, which can be found in PowerSchool.
- Current MSHSL Sports Qualifying Physical Exam (SQPE) form on file with the school office.
Learn more about the many opportunities for middle school students by exploring the websites below!
Contact
Dustin Vincent
Middle School Athletic Coordinator
vincentd@stillwaterschools.org
OMS Phone: 651-351-8597
SMS Phone: 651-351-6909
Registration Information
How to Register
The Affinety/SmartSchoolK12 consumer portal requires the use of Chrome or Firefox.
How to register your account on SMARTSCHOOLK12(Now called EduTrakConnect):
- Visit SmartSchoolK12 (Now called EdutrakConnect) and click the blue button "Click here to begin our setup process".
- You will need your student's ID number, which can be found in PowerSchool.
Registering for Athletics
- Students must have a current Sports Qualifying Physical Examination Form on file in nurses office to be eligible to participate in athletics.
- Physical exams expire three years from the date of the exam.
- You will not be able to register for an activity if the expiration date occurs during the season for which you are registering.
Step One:
- Submit your physical exam form in one of the following ways:
For Oak-Land Middle School:
E-mail to: haumersenc@stillwaterschools.org
Fax to: 651-351-8505
Mail to: Oak-Land Middle School, 820 Manning Ave North, Lake Elmo, MN 55042, Attn: Physical Exam
For Stillwater Middle School:
E-mail to: hellerd@stillwaterschools.org
Fax to: 651-351-6999
Mail to: Stillwater Middle School, 523 W. Marsh Street, Stillwater, MN 55082, Attn: Physical Exam On-Line
Step Two:
Once the sports-qualifying physical is on file and appears in the student athlete’s profile, the student athlete and a parent/guardian may read and complete the MSHSL forms, register and provide payment through SmartSchoolK12.
Middle School Fees
Financial Assistance
Financial assistance is available by filling out the Educational Benefits Form (Free & Reduced Meal Application).
Students who apply and qualify receive:
- Reduced fees to participate on school teams or clubs (does not apply to summer Pony Strength Training). If you qualify for reduced meals, the fee is 50%. If you qualify for free meals the fee is $25. Fees are automatically reduced in SmartSchoolK12.
- Free or reduced costs to rent musical instruments or purchase equipment or supplies needed for activities or sports.
- Many more benefits!
Families MUST fill out a new application for benefits at the beginning of each school year or benefits will expire! Applications will be processed beginning in August.
Scholarships
Available through Youth Advantage
651-342-1266
Frequently Asked Questions
- What do I need to register for?
- Is there deadline for registration?
- How do I submit my SQPE Form?
- Do I submit my Immunization Records with my SQPE?
- When are Tryouts? Is there a Tryout Fee?
- Do I get a refund if I quit a team?
- Where do I find info on Practice Schedules?
- What about Competition Schedules?
What do I need to register for?
Registration via SmartSchoolK12 (Now called EdutrakConnect) is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations and will require completion of the online registration process before participating in any meetings. You will need your student's ID number, which can be found in PowerSchool in order to register.
Is there deadline for registration?
Athletics
We request that you complete your registration at least 24 hours prior to the first day of your season.
Registration Deadline: 10 days after the first day of practice.
Clubs, Activities, and Fine Arts
All individuals should be registered before attending a meeting. To be eligible to participate, students must be registered, even if there is not a registration fee.
How do I submit my SQPE Form?
You may submit your physical exam form in one of the following ways:
For Oak-Land Middle School:
E-mail to: haumersenc@stillwaterschools.org
Fax to: 651-351-8505
Mail to: Oak-Land Middle School, 820 Manning Ave North, Lake Elmo, MN 55042, Attn: Physical Exam
For Stillwater Middle School:
E-mail to: hellerd@stillwaterschools.org
Fax to: 651-351-6999
Mail to: Stillwater Middle School, 523 W. Marsh Street, Stillwater, MN 55082, Attn: Physical Exam On-Line
Do I submit my Immunization Records with my SQPE?
When are Tryouts? Is there a Tryout Fee?
Do I get a refund if I quit a team?
No refunds will be given after the fifth day of practice. If you drop before then the account used when registering will be credited. If you choose to delete your payment information on SmartSchoolK12 after registering, a check will be issued by the District #834 Accounts Payable Department after receiving School Board approval.
Where do I find info on Practice Schedules?
Practice schedules are determined by the head coach of each sport, practices may vary between levels. Student athletes should plan to practice or compete Monday through Saturday during their season. It is the responsibility of the student athlete to communicate practice information to their parents/guardians.
Practices and competitions are held on non-school days including, but not limited to, Teacher Workshop Days, Professional Development Days, Holidays, No School/Teacher Non Duty Days, Spring Break, Winter Break and Summer Break.
Sports seasons and start dates are determined by the Minnesota State High School League (MSHSL). School calendars are determined by individual school districts across the state and are approved by each district’s School Board.
Fall sports generally start before the first day of school and spring sports state tournaments generally occur after the last school day in the spring.
What about Competition Schedules?
View competition schedules
Parents/Guardians and student athletes are strongly encouraged to register for the “Notify Me” option on the site.
By registering, you will receive real time notifications for schedule changes due to weather, and play off contests.
Financial Assistance
Need help covering the cost of school related expenses?
Fill out an Educational Benefits Application to learn if you're eligible for assistance with school-related activities. Applications will be processed beginning in August.
Online applications are processed through SchoolCafe. You will need to sign in to your account.
Your Educational Benefits Application could help not just your family, but kids across the district in many ways. Just one form ensures continued funding to support ALL kids in our schools. Families MUST fill out a new application for benefits at the beginning of each school year or benefits will expire! Applications will be processed beginning in August.
Benefits For You
- Sports and activities: Reduced fees to participate on school teams or clubs
- Instruments, equipment and other supplies: Free or reduced costs to rent musical instruments or purchase equipment or supplies needed for activities or sports
- Field Trips: Free or reduced costs to attend field trips with your class
- College Application & Testing Fees: Discount on fees associated with applying for college and for participating in academic testing such as SAT, ACT and Advanced Placement
- Utility help: Some companies will offer reduced fees on utilities, such as electricity and internet
Benefits For All Students
- School Funding: Increased funding for our schools to ensure kids receive the support they need
- Technology Funding: Increased funding to schools to improve internet access, wireless and network services
Who can qualify for Education Benefits?
Children in households participating in the Supplemental Nutrition Assistance Program (SNAP), Minnesota Family Investment Program (MFIP) or Food Distribution Program on Indian Reservations (FDPIR), and foster children can get free school meals without reporting household income. Also, children can get educational benefits if their household income is within the maximum income shown for their household size on the instructions. Approval for educational benefits is good for the school year.
- Due to new state legislation, a complete breakfast and lunch meal will be provided at no cost for all students.
- A list of additional resources available to those who qualify will be available soon.
Need your educational benefits letter?
- If you submitted your application online, you can go into your Schoolcafe account and print it off.
- Check your e-mail. Most letters were sent via e-mail. Be sure to check your spam folder. Please note, letters are sent to the email address listed in PowerSchool.
- Call 651.351.8326 and request your letter to be e-mailed to you or printed and mailed. You can also request the letter to be printed and you can stop and pick up at the Central Services Building located at 1875 South Greeley Street in Stillwater.
Pursuant to United States Code, title 42, section 1758(b)(6)(A), the Department of Education shall enter into an agreement with the Department of Human Services to share the eligibility information provided by each school for the limited purpose of identifying children who may be eligible for medical assistance or MinnesotaCare. Parents must contact the school district in writing if they choose not to have this information disclosed.
Youth Advantage
Youth Advantage is a nonprofit organization that provides eligible young people access to activities offered in our community through financial need-based scholarships and loan of new or gently used athletic equipment, musical instruments, or other necessary items.
Families who live in Independent School District 834’s boundaries and 1) whose children qualify for Educational Benefits or 2) who have experienced a recent financial hardship, likely qualify for a Youth Advantage Scholarship. Serving students in grades K-12.