Last Updated: Wednesday, 09-Apr-2025 11:27:37 EDT

Be aware that are ongoing changes to the Portal starting the week of September 2, 2024.

The changes are happening without warning and little or no documentation. Your webmaster is not going to try to document proceedure, but will try to clarify concepts, and wherever possible include current links to what documentation exists.

Introduction

Beginning in the of the Spring of 2018 there have been many changes in the way registration and club management are done.

These pages are not an attempt to replace SOO documentation but to clarify, and as an aid to clubs beginning to navigate the Portal. The last page, 'Changes' gives a bit of a timeline and summary of changes in the last few years.

NOTE that any link which includes this graphic: , goes outside of this website, usually to SOO documentation.

Please note there are a lot of ways you can get confused by this portal, if you are experiencing problems please contact our Community Data Admin: oakville.data.admin@specialolympicsontario.ca for assistence.

Terminology

Registration with Special Olympics

Initial Registration with Special Olympics Ontario (SOO), which result in a new Contact ID (SOO number) being assigned. This only happens once.

Going on to the portal without registration will initiate the process of SOO registration.

Registration with the Portal

A member who is already registered with SOO, but not the portal will need to go through a separate registration. To do this you will enter your First Name, Last Name, date of birth, and email address as it is stored in the database.

Enrollment

Enrollment refers to joining a club as an athlete or as a volunteer. Note that all new enrollments are then subject to approval before being finallized.

Registration with SOO and with the portal are both triggered the when the first enrollment is submitted.

All club session enrollments will expire on August 31. Changing the expiry date on an enrollment will not change this.

Participant

This is what the portal calls an Athlete.

Media release

Will be reviewed each year. It is important to note that if a participant or caregive does not allow photos to be used, this only covers use by SOO or the club. Pictures taken by an audience are not the club's responsibility. The club is responsible for knowing which participants are not allowing use of pictures.