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Coaches, Advisors, & Directors Responsibilities

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Link to printable version   COACHES ADVISORS DIRECTORS HELP SHEET

COACHES/ADVISORS/DIRECTORS RESPONSIBILITIES

PRE-SEASON:

  • Insure that all assistants, SFMS coaches, and others involved in the program are advised of starting dates and times for the season. Be specific in advising assistants and other advisors and coaches in the program of their responsibilities.
  • Turn into the Activities Office starting date, time and location of your activity so it may be publicized.
  • Team or Activity Meeting – Pre-season meetings are encouraged which may involve the parents. Practice and game procedures can be reviewed, and expectations explained.  Special rules and regulations can be discussed at this time and Varsity lettering criteria. This is a good time to discuss MSHSL Code of Conduct and Eligibility Rules.  See MSHSL Sponsored Activities Brochure.
  • Meet with Activities Director to discuss concerns regarding your program. Concerns can include scheduling conflicts, equipment, participants, coaches, eligibility issues, and any other items pertaining to the program.
  • MSHSL Requirements – Varsity head coaches and advisors are required by the MSHSL to create a coach’s clipboard and complete all Continuing Education Requirements including rules interpretation meetings. It is the responsibility of the head coach or advisor to oversee the completion of these requirements for all coaches on their staff and anyone who works with their athletes/participants in any manner.
  • Insure all your equipment and supplies are on hand before your season begins.
  • Obtain copies of MSHSL Rules and Regulations (be familiar with these rules before you explain them to your participants). Understand all School District 15 policies, rules and regulations. Thoroughly review all eligibility rules pertaining to the activity with your student-participants.
  • Review transportation times, dates and vehicle requests with Activities Director’s Administrative Assistant before season begins. Coaches will request all transportation and work with the Administrative Assistant to learn the transportation system. The time of departure shall be arranged to miss a minimum of class time.

SEASON

  • Prior to participation, all students must register on-line and have a Physical Forms; Eligibility Forms; Paid Activity Fee and Insurance Form. Coaches/advisors are not to collect fees.  Fees to be paid by the second day of practice or before rehearsals.
  • Notify the Activities Office of any transfer, foreign exchange, and other special situation students immediately.
  • Team or Activity Roster – Complete and accurate rosters should be given to the Activities Director and to the office personnel at the respective buildings. These rosters will be used to check on participant’s eligibility, programs and travel rosters for early dismissals. These should be available by the second week of practice.
  • Head Coaches/Advisors and Directors are responsible for the care, control, AND storage of all equipment and supplies within their program.
  • Special Needs – During the season, emergencies or unexpected needs may arise in various activities. This may involve supplies, equipment or travel and may require money not in the budget. On these occasions, do not order or approve any order of supplies and equipment. This must be done through the Activities Director, after a discussion of the matter.
  • Student Conduct – Coaches, Advisors, and Directors should impress upon the student-athlete the importance of good conduct not only at practice, but at all contests home and away, and also during the school day. Please take an interest in their behavior throughout the year. You have a great deal of influence on these young people.
  • Ensure that your participants are properly supervised during away events. DO NOT allow them to be running through the halls, repeating trips to locker rooms, lobbies or leaving the school premises.
  • Hazing will not be tolerated within ISD 15 activities. Hazing is a activity that a high status member orders other members to engage in or suggests they engage.  Hazing can be subtle, harassing or violent. Athletes should be informed to report acts they believe may be hazing to a parent, captain, coach, teacher, school administrator or anyone they feel comfortable reporting.
  • Discipline – maintaining discipline should be a major concern for all programs.  Rules and regulations should be realistic and fair. Enforcement of these rules and regulations should be consistent. A student problem outside of team participation (i.e. in trouble with the law) not covered by MSHSL Rules will be dealt with by a   committee made up of the Principal, Activities Director, counselor, the student’s coach/advisor plus any additional personnel deemed appropriate to the case.  Committee members can defend or condemn actions taken against or for the student by a majority consensus of the committee.
  • District 15 provides transportation for all of its student athletes to and from all contests unless other arrangements are approved through the activities office. All activity members will be transported in this manner. Under no circumstances should a coach permit a student participant to go to or come home from a contest with other students or driving themselves without following the procedures in our Activities Office Driving/Riding form. Coaches should always have a face to face conversation with a parent/guardian when allowing the student to ride home with them.
  • Upon returning from an out of town contest, coaches, advisors, and directors will be expected to inspect the buses/cars/vans for equipment and debris. Ask students to help clean vehicles.
  • Explain rules regarding bus behavior and conduct and your penalties for students who do not follow bus rules before away contests.
  • Coaches and advisors driving school vans/cars please be sure to pick up items and debris off floors and seats before leaving the vehicle.
  • INJURIES – Coaches should familiarize themselves with first aid procedures and CPR Coaches should plan for emergencies and have established procedures with which they and their staff are familiar. Any injury of a serious nature, or one that requires service by a physician should be written up on the proper form and filed with the Activities Director and our athletic training staff.
  • Type III Training. If a coach needs to drive a van to transport athletes they must get Type III vehicle training from Transportation dept.  Predetermined training sessions or sessions scheduled through Transportation may be scheduled.
  • Practice Schedules – Coaches should be organized and efficient in using practice time. Our facilities are used by many activities, and by different groups from the community. Space for practice is at a premium. Be sure your practices are well designed to follow time guidelines.
  • We cannot expect to use more than our allotted time because of our failure to plan. Create a practice schedule and make copies available to the students and their parents.
  • Event Procedures – All coaches, advisors, and directors should be aware of what their responsibilities are for contest dates. These will vary from building to building and event. If you are not sure of what is expected, please discuss with the Activities Director.
  • Severe Weather– In regard to outside activities in the spring and fall, anytime there is threatening weather (tornado, lightning, etc.) coaches should instruct their squads to move inside their respective building and remain there until the danger is passed. Activities at the high school will be reviewed by the Superintendent, Activities Director, Principal and coaches to determine if a special exemption will be made.
  • Tournaments – Coaches should be aware of what their responsibilities are in regards to tournaments. Squad rosters, team pictures, team records and official’s ratings must be completed on time. Please contact the activities director if you are not sure of your obligations. Team photos should be completed and copies given to the Activities Director’s administrative assistant one month before tournaments.
  • Advise participants of event times, site location, directions to away event sites and remind participants to inform their parents.
  • Early Dismissal Requests– Coaches and Advisors requesting an early dismissal must request and get approval of the release time from the Activities Office and give students’ names to the Admission Office Professional as soon as possible

POST-SEASON

  • Collecting Equipment and Inventory – When your season has been completed, coaches are to collect all equipment issued to student. Make it a policy in your activity to collect all equipment and supplies from participants immediately following the last game or practice of the season. It has been our experience that more of it will come back with far less effort if handled in this fashion.
  • Final Report – Each head coach should prepare a final report for the Activities Director. This report should contain the following: roster, special awards, team accomplishments, summary of the season, recommendations for the future, inventory of equipment and intent to continue assignment. The report should be completed and given to the Activities Director within two weeks after the season.                                                                        
  • Budget requests are to be given to the Activities Director before the end of the school year for the following year.

PERSONNEL PROCEDURES

  • Positions will be posted through the District Human Resource Office.
  • Salaries determined by teacher negotiations. The Activities Advisory Council to make recommendations to the negotiators for any changes.
  • The head coaches/advisors will recommend to the Activities Director Individuals to fill the assistant and Junior high positions. Hiring to be done only after approval by the Activities Director.
  • To fill vacancies, assistant and middle school positions will be advertised.
  • Coaches and advisors being paid by booster clubs, activity organizations or activity associations must be approved by the Activities Director.
  • Volunteer Coaches/Advisors must be under the supervision of a certified coach, and complete requirements as listed in the ISD 15 volunteer guidelines.

 

PROFESSIONAL GROWTH

  • Coaches are encouraged to attend clinics, conferences and workshops. The head coach of each sport may receive a substitute paid for by the activities office to attend a clinic.
  • Coaches Association – Coaches are encouraged to join their respective state associations, individual sport associations as well as the local association and to be active members.
  • Coach Development- The sole purpose of the coaches development system is to improve the quality of our activity programs by recognizing and encouraging the use of successful coaching practices and techniques. Copies of administrative assessments will be kept on file in the ISD 15 Activities Office.

 

SCHEDULING

Athletics

  • Activities Director to schedule contests with coaches input.
  • Section opponents and conference affiliation to have top priority.
  • Scrimmages are allowed, however any costs to be paid by the activity – NOT District 15 funds. Transportation (one bus) to one scrimmage will paid by the activities office. Scrimmages to be scheduled with the Activities Director.

Fine Arts

  • Director/Advisor to do the scheduling with the activities director.
  • Budget to control the number of contests and locations

Officials

  • Activities Director or designee to hire officials for all athletic events.
  • Coaches give the Activities Director recommendations for officials.
  • Coaches relationships and attitudes towards officials are very critical. We encourage all coaches to be very concerned about their conduct towards officials, how it will affect the student athletes in their charge and how it will affect their respective activity. Any concerns regarding officials should be brought to the attention of the Activities Director.
  • Coaches in varsity activities that require ratings of officials for MSHSL should be sure these ratings are completed and sent to the MSHSL.
  • Fine Arts Directors are responsible for hiring and evaluating officials in their activities.

FINANCIAL PROCEDURES

  • A budget will be established that is fair to all programs. Long range rotation of large purchases will be planned so that major requests may be accomplished over several years.
  • All purchasing of athletic equipment and supplies will be done by the Activities Director. Purchase orders must be filled out for all purchases.
  • After evaluation of requests and conference with the coach/advisor, price quotes will be requested.
  • Activities Director to order items agreed upon with the coach/advisor based on price quotes received.
  • All Fund Raisers must have prior approval from the Activities office. The Activities Director will seek approval from the appropriate building principal and/or district administrator. All cash or checks received from the fund raiser must be deposited in the appropriate activity account before any purchases or expenses are paid.
  • Donations to the activity from various clubs, organizations, and private sources must be reported to the Activities Director.
  • ALL FORMS AND REQUESTS must be given to the Activities Director in a timely fashion. Please complete all necessary forms and return any receipts.

GENERAL POLICIES                                         

  • Key Requests
    Make your requests to the activities office administrative assistant. Coaches/Advisors to be extremely conscientious about building keys, they should not be given to student participants. Keys are to be turned in at the end of employment. Coaches may request additional time if needed.

Supervision and Security

  • Lock all doors when leaving the area If you return after custodians are off duty (3:00 p.m. Saturdays)… check the main doors  in your area to insure they have been secured.
  • Set up specific times to have locker room doors open for teams to enter while games are in progress.
  • Before leaving the locker room be sure doors are locked.
  • Discourage your participants from bringing large amounts of money, expensive jewelry, or other valuables to school and/or away events.
  • Insure that all participants in your program have a ride home following your event. Arrange for you or one of your assistants to stay until all students in your program have left the campus.

Locker Rooms
All coaches are expected to help supervise locker rooms. At least one coach from a respective activity should be present to supervise their student athletes in locker rooms or lobby areas where student athletes are waiting for rides. A rotation may be agreed upon by coaching staffs during a particular season. Under no circumstances should student athletes be left unsupervised in locker rooms or lobby waiting areas. This includes times when arriving from out of town contests. Cell phones are prohibited in locker rooms.

Weight Room
The use of our weight room facilities can be incorporated into all programs. However, these must be adequately supervised at all times. Student athletes are not allowed to lift weights without an approved adult supervisor present.

Custodial Staff
The need for cooperation between the custodial and coaching staff is obvious. Coaches should follow established procedures in facility use and maintenance schedules. Give custodians ample time when requesting work from them. Inform them of any special needs, such as Saturday practices, use of buildings during vacation times, after hours departure or return, ahead of time. This can be done through the Activities Director or the appropriate principal.

News Media
Promoting your sport should be a concern for all coaches/advisors. Take advantage of every opportunity whether it is through the newspaper, radio or television. Coaches are encouraged to cooperate with the news media personnel, even though on some occasions this can be considered difficult. Make an effort to always be positive in your conversations with media people when you are talking about student athletes, opponents, officials or your program in general. This helps to create a better atmosphere to work in for everyone involved.

  • The reporting of news items and game results to our website, newspapers, radio, and TV stations rest with the head coaches and their staff.

Support of Entire Co-Curricular Program
All coaches/advisors are urged to support all student athletes in their respective activities. We can do this by attending athletic contests in areas other than our own, and also be attending non-athletic events. Encourage students to involve themselves in more than one activity.

Concerns/Complaints
On occasion there may be questions or concerns by the student-athlete. These concerns should follow the procedures listed Conflict Resolution Policy.

Language
Use of profanity or vulgar language by students and coaches is strictly prohibited. Violations will be dealt with harshly.

Harassment
Have knowledge of and follow the District #15 policy on sexual harassment, hazing, and bullying.

Student Attendance
Students who are absent or truant for the day shall not participate in school activities unless the absence falls within the guidelines of the Activities Attendance Policy. Students missing school for an excused absence will be allowed to participate in after school activities providing the absence has been excused in advance by the activities secretary or activities director.

  • Students serving out-of-school suspension will not be permitted to play or practice

STATE TOURNAMENT PARTICIPATION:

  • Meals & other costs will only be paid for days when team or individuals are actually competing. Unless, it is necessary to travel the night before due to early participation times and/or tournament functions.
  • State tournaments in which there are individual qualifiers, the Activities Department will pay in the following manner:

           **One participant – Expenses for participant and one coach.

$6.00 per meal allowance.

        **Two participants or more – Expenses for participants and up to 3 coaches.

** Subject to Activities Director’s Discretion

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