Registration, Fees and Financial Assistance
High School Registration
High School Participation Requirements:
From sports and stock market club to music and yearbook, there's something for everyone!
- Completed electronic registration is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations.
- MSHSL Sports Qualifying Physical Exam (SQPE) form must be on file with the school office for athletics (must be current, good for three years).
Electronic registration opens on the following dates:
Fall Sports: Aug. 1
Winter Sports: Oct. 1
Spring Sports: Feb. 1
Contact
Amanda Gahlon
Activities Secretary
gahlona@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
How to register:
- The electronic portal requires the use of Chrome or Firefox.
- Click the Register Now button, login through PowerSchool, then select the "Sports/Activities" menu option on the left to be directed to registration.
- The student's ID number is required, which can be found in PowerSchool.
MSHSL Athletic Teams and Independent Provider Activities
Registering for Athletics
Before participating in any practice, tryout or competition, completion of the online registration process is required, including all MSHSL athletic teams and independent provider activities.
Step One:
- A sports qualifying physical must be on file before students can register online.
- Sports qualifying physicals are good for three years from the date of the exam.
- Take the blank form to a doctor's appointment, have the medical staff complete the form.
- Email the completed form to gahlona@stillwaterschools.org.
- A copy of the SQPE is attached to each student's record in PowerSchool. Before sending the document, please name it as follows: Student Last Name, Student First Name SQPE and date of the exam. Example: Pony, Joe 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 a student's previous SQPE:
- Login to the registration portal
- Go to "students"
- Click "manage student"
- Select a registration
- Click "sports physical date"
- A pop up window opens to show 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 online.
Need forms in another language?
Find forms in English, Hmong, Spanish, and Somali on the MSHSL website.
Fine Arts, Clubs & Activities
Fees
Activities & Fine Arts
Fees vary by Activity
Athletics
MSHSL athletic teams and non-athletic teams
Fees varies by team. Find more information on team pages.
Independent Providers
$50. Additional registrations and fees are payable to the sponsoring individual or organization.
Student Initiated Clubs, Academic and Service Organizations
No Fee. If awards are distributed, students must 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 find eligibility for assistance with school-related activities. Applications are processed beginning in August.
Online applications are processed through SchoolCafe, where applicants must sign in to their account.
Educational Benefits Applications help not just families, but kids across the district in many ways. Just one form ensures continued funding to support ALL kids in Stillwater schools. Families MUST fill out a new application for benefits at the beginning of each school year or benefits will expire! Applications begin processing in August.
Available Benefits
- 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, purchase equipment, or supplies needed for activities or sports
- Field Trips: Free or reduced costs to attend field trips with classes
- 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 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 receive educational benefits 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 are provided at no cost for all students.
- A list of additional resources available to those who qualify will be available soon.
Need an educational benefits letter?
- If an application was submitted online, it can be printed off in your Schoolcafe account.
- Check your e-mail: Most letters are sent via e-mail. Be sure to check the spam folder. Please note, letters are sent to the email address listed in PowerSchool.
- Call 651-351-8326 and request a letter to be e-mailed or printed and mailed. There is also an option to request the letter to be printed and picked 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?
Electronic registration is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations before participating in any meetings.
The student's ID number is required to register, which can be found in PowerSchool.
Is there a deadline for registration?
Athletics
Registration should be completed at least 24 hours prior to the first day of the season. According to MSHSL rules, to be varsity eligible, students must register by the fourth 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. A Well Child Check is not considered a SQPE.
Scan and send completed SQPE forms to gahlona@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.
Receive real-time notifications for schedule changes due to weather, and playoff contests after registering.
IS THE REGISTRATION PROCESS DIFFERENT FOR THE MIDDLE SCHOOLS?
Middle School Registration
Middle School Participation Requirements:
From sports and stock market club, to music and yearbook, there's something for everyone!
- Completed electronic registration is required for participation in fine arts, non-athletic MSHSL teams, clubs, activities, academic and service organizations.
- Current MSHSL Sports Qualifying Physical Exam (SQPE) form must be on file with the school office for athletic activities.
Learn more about the many opportunities for middle school students by exploring the websites below!
Contact
Allen Chapdelaine
Oak-Land Middle School Athletic Coordinator
chapdelainea@stillwaterschools.org
Dominic Isaac
Stillwater Middle School Athletic Coordinator
isaacd@stillwaterschools.org
Registration Information
How to Register
How to register:
- The electronic portal requires the use of Chrome or Firefox.
- Click the Register Now button, log in through PowerSchool, then click the "Sports/Activities" option on the left-side menu to be directed to the registration portal.
- The student's ID number is required, 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.
- Students cannot register for an activity if the expiration date occurs during the season for which they 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
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 the electronic registration portal.
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 electronic registration portals.
- 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?
Is there deadline for registration?
Athletics
Registration should be complete at least 24 hours prior to the first day of the season.
Registration Deadline: After the third 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
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 dropped before that time, the account used when registering is credited. For those who do not have saved payment information in the registration portal after registering, a check is 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.
Register to 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 find eligibility for assistance with school-related activities. Applications are processed beginning in August.
Online applications are processed through SchoolCafe, where applicants must sign in to their account.
Educational Benefits Applications help not just families, but kids across the district in many ways. Just one form ensures continued funding to support ALL kids in Stillwater schools. Families MUST fill out a new application for benefits at the beginning of each school year or benefits will expire! Applications begin processing in August.
Available Benefits
- 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, purchase equipment, or supplies needed for activities or sports
- Field Trips: Free or reduced costs to attend field trips with classes
- 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 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 receive educational benefits 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 are provided at no cost for all students.
- A list of additional resources available to those who qualify will be available soon.
Need an educational benefits letter?
- If an application was submitted online, it can be printed off in your Schoolcafe account.
- Check your e-mail: Most letters are sent via e-mail. Be sure to check the spam folder. Please note, letters are sent to the email address listed in PowerSchool.
- Call 651-351-8326 and request a letter to be e-mailed or printed and mailed. There is also an option to request the letter to be printed and picked 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.