kent school district athletics department coach manual

KENT SCHOOL DISTRICT ATHLETICS DEPARTMENT COACH MANUAL TABLE OF CONTENTS Athletic Standards Athletic Department Program Goals ................................................................................................3 Coaches Code of Ethics ...................................................................................................................4 Hazing and Harassment Free Environment .....................................................................................5 Recruiting ..................................................................................................................................... 5-6 Academic Standards..................................................................................................................... 7-8 Organization and Procedures Funding Guidelines ..........................................................................................................................9 Coach/Athletic Ratio Schedule ................................................................................................ 10-11 Letter Awards.................................................................................................................................12 Guidelines for Transportation of Athletic and Activity Events .....................................................13 Travel Rules for Athletes ...............................................................................................................14 Guidelines for Weight Rooms, Free Weights and Universal Gyms ..............................................15 Off-Campus Running Regulations .................................................................................................16 Attendance Regulations .................................................................................................................17 Professional Leave Coverage .........................................................................................................18 Policies & Guidelines Regarding Team Selection & Player Cuts .................................................19 Code of Conduct Conduct and Control for Student Athletes .....................................................................................20 Conduct and Control Definitions/Terms.................................................................................. 20-21 Alcohol and/or Substance Abuse Definitions/Terms .....................................................................22 Standard Application of Sanctions – Senior and Junior High ................................................. 22-23 Grievance Procedure ......................................................................................................................24 Job Descriptions Building Chairperson ............................................................................................................... 25-26 Head Coach ....................................................................................................................................27 Assistant Coach ..............................................................................................................................28 Middle School and Sr. High Volunteer Coach ..............................................................................29 Safety Guidelines Current First Aid Card ...................................................................................................................30 Accident and Insurance Procedures ...............................................................................................31 Emergency Number .......................................................................................................................32 Safeguarding and Health of the Athlete ................................................................................... 32-33 Heat Acclimatization (NFHS).................................................................................................. 34-36 Hot Weather Hints ................................................................................................................... 37-38 Reducing Head and Neck Injuries in Football ...............................................................................39 The Unconscious Athlete ......................................................................................................... 40-41 Moving the Injured Athlete ............................................................................................................42 Recognition of the Drug User ........................................................................................................43 1

Infectious Disease Control Guide ............................................................................................ 44-45 Communicable Disease Precautions ..............................................................................................46 Heads Up: Concussion in Youth Sports................................................................................... 47-49 Publicity Responsibility and Procedures for Publicity ..................................................................................50 Summer Programs General Guidelines for Summer Activities .............................................................................. 51-53 ASB Information School Board Policies and Procedures .................................................................................... 54-57 6299 - Commercial Activities Fundraising ....................................................................................................................................58 General Fundraising Guidelines ....................................................................................................59 Fundraising Tips ............................................................................................................................60 Things to Avoid .............................................................................................................................61 Fundraising Checklist .............................................................................................................. 62-63 Forms List of forms

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KENT SCHOOL DISTRICT ATHLETIC DEPARTMENT INTERSCHOLASTIC ATHLETIC GOALS

The Kent School District Athletic Department shall plan, supervise and administer the interscholastic activities programs approved by the Directors of the Kent School Board. The District Director of Athletics & Activities and Building Athletic Directors shall:

1. Recognize that the primary responsibility of secondary schools is to educate youth. 2. Emphasize interscholastic Athletics & Activities as an integral part of the educational process. 3. Encourage and promote diversity in all aspects of the programs. 4. Establish standards and practices to insure the safety, health and general welfare of all participants. 5. Formulate policies that cultivate the ideals of good sportsmanship by students, coaches and parents. 6. Provide a model of clear communication processes between athletes, coaches, parents and administrators. 7. Design all activities to provide for fair and consistent opportunities for all students.

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KENT SCHOOL DISTRICT COACHES CODE OF ETHICS The function of a coach is to properly educate students through participation in interscholastic competition. The interscholastic program is designed to enhance academic achievement and should never interfere with opportunities for academic success. Each child should be treated as though they were the coach’s own and their welfare shall be uppermost at all times.

The coach must be aware that he or she has a tremendous influence, either good or bad, in the education of the student athlete and thus, shall never place the value of winning above the value of instilling the highest desirable ideals of character.

The coach must constantly uphold the honor and dignity of the profession. In all personal contact with the student athlete, officials, athletic directors, school administrators, the WIAA, the media and the public, the coach shall strive to set an example of the highest ethical and moral conduct.

The coach shall take an active role in the prevention of drug, alcohol and tobacco abuse and under no circumstances should authorize their use.

The coach shall promote the entire interscholastic program of the school and direct his or her program in harmony with the total school program.

The coach shall be thoroughly acquainted with the contest rules and is responsible for their interpretation to team members. The spirit and letter of rules should be regarded as mutual agreements. The coach shall not try to seek an advantage by circumvention of the spirit or letter of the rules.

The coach shall actively use his or her influence to enhance sportsmanship by their spectators, working closely with cheerleaders, pep club, sponsors, booster clubs, and administrators.

Contest officials shall have the respect and support of the coach. The coach shall not indulge in conduct which will incite players or spectators against the officials. Public criticism of officials or players is unethical.

Before and after contests, rival coaches should meet and exchange friendly greetings to set the correct tone for the event.

A coach shall not exert pressure on faculty members to give student athletes special consideration.

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HAZING & HARASSMENT-FREE ENVIRONMENT 1. Student athletes engaging in “orientations”, “hazing”, or “rough-housing” that fall outside of a harassment-free environment as outlined in Kent School District Policy 3207, will be subject to respective school discipline. 2. Harassing conduct includes repeated offensive sexual flirtations, advances or propositions, continued or repeated verbal abuse of a sexual or racial nature, graphic, degrading or demeaning sexual or racial comments about an individual or about his/her appearance, the display of sexually suggestive objects or pictures, or any offensive or abusive physical contact. 3. All students and employees will deal with all persons in a manner that conveys respect for individuals regardless of race, color, marital status, national origin, creed, religion, sex, age or disability. Acts of harassment, whether by verbal, written, physical, or by gesture will not be tolerated. Any demeaning forma of on-campus or off-campus hazing or harassment that is related to school issues and is used to initiate or humiliate another student or staff member constitutes grounds for disciplinary action including suspension and/or expulsion.

RECRUITING (From 2016-2017 WIAA Handbook)

24.0.0 ILLEGAL RECRUITING - Students who demonstrate special skills and talent in any of the activities under the jurisdiction of the Washington Interscholastic Activities Association should not be subjected to pressures to enroll or continue to be enrolled in a member school outside of their normal enrollment area. The rules do not prohibit legitimate school public relations, promotion or marketing. Rather, these rules prohibit capitalization upon a school’s athletic program and/or a student’s athletic interest, potential or proficiency as a factor in determining school attendance. Efforts to induce students to enroll or continue to be enrolled in a member school because of the students' special talent or skill is considered recruiting. Recruiting of students or attempted recruiting of students for athletic purposes is prohibited, regardless of their residence. 24.1.0

No student athlete may receive, or be offered, any remunerations of any kind, or to receive or be offered any special inducement of any kind which is not made available to all applicants who enroll or continue to be enrolled in the school or apply to the school.

A. Special inducement shall include, but not be limited to, the offer or acceptance of: 1. 2. 3. 4.

Money or other valuable consideration such as free or reduced tuition during the regular year or summer school by anyone connected with the school. Room, board or clothing or financial allotment for clothing. Pay for work that is not performed or that is in excess of the amount regularly paid for such service. Free transportation by any school connected person. 5

5. 6. 7. 8. 9. 10.

Residence with any school connected person. Any privilege not afforded to non-athletes. Free or reduced rent for parents. Payment of moving expenses of parents or assistance with the moving of parents. Employment of family unit in order to entice the family to move to a certain community if someone connected with the school makes the offer. Help in securing or promising a college athletic scholarship.

B. Inducing or attempting to induce or encourage any prospective student to attend or continue to attend any member school for the purpose of participating in athletics, even when special remuneration or inducement is not given, is a violation. No member school and no one acting on behalf of any member school shall give any speech or give any slide, film or tape presentation or distribute any written material which states or implies that a member school’s athletic program is better than the athletic program of any other member school or that it would be more advantageous for any prospective student-athlete to participate in athletics at that member school as opposed to any other school. C. Member schools shall be responsible for any violation committed by any person associated with the school, including principals, assistant principals, coaches, teachers, any other staff members or students, or any organization having any connection to the school. The member schools shall be responsible for any violation committed by any person acting at the direction of the school. This rule is not intended to prevent a member school from conducting academic recruitment programs or recruitment programs designed to attract students based upon the school’s overall educational and extracurricular programs of the school and not be used as a subterfuge for recruiting students for athletic purposes. D. A student who has enrolled in a different school and has been determined to be recruited will be ineligible at all levels of play and for all sports for one full calendar year. The one (1) year penalty will begin on the day the determination is made that the student has been recruited.

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ACADEMIC STANDARDS OF STUDENT-ATHLETES KENT SCHOOL DISTRICT Procedure Guidelines POLICY:

To be eligible to compete on an interscholastic athletic team, participate as a cheerleader, dance member, drill member or to serve as a student government officer in the Kent School District, a student must pass both the WIAA Scholastic Standard and the Kent School District Scholastic Standard for the immediately preceding grading period.

STANDARDS:

SANCTIONS:

•

WIAA SCHOLASTIC STANDARD - a student shall have passed at least five-(5) full time subjects (2.5 credits/6 period day) in the immediately preceding grading period in order to be eligible for competition during the succeeding grading period. The record at the end of the grading period shall be final, except those credits earned in a regular, accredited summer school program and accepted by the school district.

•

KENT SCHOOL DISTRICT SCHOLASTIC STANDARD - a student shall have earned a 2.0 grade point average (GPA) in all classes officially enrolled in the immediately preceding grading period in order to be eligible for competition during the succeeding grading period. Any student not achieving a 2.0 grade point average that can demonstrate an accumulative grade point average (AGPA) of 2.0 or better will be considered to have met this standard.

Students not meeting the WIAA and Kent School District Scholastic Standards will be subject to the following sanctions: •

WIAA ACADEMIC SUSPENSION - A senior high student who failed to meet the WIAA scholastic standard shall be placed on academic suspension from the end of the previous semester through the last Saturday of September in the fall or the first five (5) weeks of the succeeding semester. The suspension period for middle school students shall be from the end of the previous semester through the first three (3) weeks of the succeeding semester. A student may be declared eligible by the school administration on Monday of the week following the end of the suspension period if student is meeting both WIAA and Kent School District standards. A student taken off of academic suspension will automatically be placed on academic probation for the remainder of the current grading period or end of season, whichever comes first.

•

KENT SCHOOL DISTRICT ACADEMIC SUSPENSION - A student who failed to meet the Kent School District scholastic standard shall be placed on academic suspension and shall be ineligible in the first contest in which they are scheduled to compete. Jamborees will not count as a contest and participation is prohibited when on academic suspension. 7

A student may be declared eligible by the school administration if student is meeting both WIAA and Kent School District standards. A student taken off academic suspension will automatically be placed on academic probation for the remainder of the current grading period or end of season, whichever comes first. When a sports season extends beyond an official grading check period, in-season athletes not meeting standard are to be placed on academic suspension and will receive a 72-hour grace period prior to implementation. The grace period begins at the time school administration receives grades and identifies the athletes not meeting standards. •

ACADEMIC PROBATION - a student placed on academic probation must maintain a 2.0 GPA and passing a minimum of five classes (6 period day) for the remainder of the grading period or end of season, whichever comes first, to maintain athletic eligibility. Grade checks must be submitted to the building administration once a week. A student on probation not meeting the standard will be placed on academic suspension until the next weekly grade check.

•

ACADEMIC SUSPENSION - that period of time during which a student is ineligible to compete interscholastically against other schools. Students are eligible to turnout and attend team practices and meetings during this time.

•

ACADEMIC PROBATION - that period of time when a student is eligible to compete against other schools but is required to submit weekly grade check verifying compliance of WIAA and Kent School District academic standards. Failure to do so will result in academic suspension.

•

GRADE POINT AVERAGE (GPA) - The average numerical grade of all credits earned in a given grading period. An A = 4.0; A(-) = 3.7; B(+)= 3.3; B = 3.0; B(-) = 2.7; C(+) = 2.3; C = 2.0; C(-) = 1.7; D(+) = 1.3; D = 1.0; D(-) = 0.7; F = 0. The point total for all grades is then divided by the number of grades given to determine the GPA.

•

ACCUMLATIVE GRADE POINT AVERAGE (AGPA) - An accumulative grade point is that mark on the official school transcript that averages all grades from entry in the ninth grade to the present grading period for senior high schools and 7th through 8th grade at the middle school level.

DEFINITIONS:

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KENT SCHOOL DISTRICT FUNDING GUILDELINES DISTRICT RESPONSIBILITIES COACHES Coaching positions will be provided for all approved programs. The “Coach/Athlete Ratio Schedule for Kent Schools” will be used as a guideline for determining the number of positions each year. Coaches' Salaries will be funded as per the annual “Kent School District Coaches Salary Schedule”. The negotiated “Coaches Salary Schedule Criteria and Procedures for Kent Schools” will be used to compute coaches’ salaries. TRANSPORTATION The District will provide transportation for competitive events and turnouts as outlined in *Guidelines for District Supported Transportation for Athletics and Activities. OFFICIALS 1. Senior High School officials are paid from ASB funds. 2. Middle School officials are paid from Athletic Department General Funds. GAME MANAGEMENT 1. The District will provide for payment of Varsity Football game management at French Field. EQUIPMENT 1. Senior High Schools will plan and provide for all equipment and supplies, except start-up equipment for approved new programs. 2. Middle Schools will plan and provide for all equipment and supplies except start-up equipment for approved new programs.

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COACH/ATHLETE RATIO SCHEDULE FOR KENT SCHOOLS NO. OF COACHES PRESENT AUTHORIZATION

NO. OF ATHLETES RATIONALE

MINIMUM

MAXIMUM

SENIOR HIGH FOOTBALL 6 6 Instructions and supervision for interscholastic 80 120 Varsity, JV, C team - Assts. assigned to backfield, line, offense, defense, scouting Squad size and league structure to establish C team --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH BASKETBALL 3 2 Varsity and JV instruction & scouting 20 30 3 C team 31 50 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH WRESTING (Boys/Girls) 3 3 Varsity, JV and C instruction and supervision 50 70 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH TRACK (COED) 5 2 Varsity instruction and supervision 20 29 3 Number athletes and competition for JV 30 59 4 Provide effective instruction and safety 60 89 5 Number athletes and competition for C team 90 120 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH BASEBALL 3 1 Varsity instruction and supervision 15 23 2 Varsity and JV instruction and supervision 24 35 3 C team 36 50 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH TENNIS 3 1 Varsity instruction and supervision 12 17 2 Number athletes and appropriate JV competition 18 35 3 C team --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH GYMNASTICS 2 1 Varsity and JV instruction & supervision 12 17 2 Number athletes and appropriate competition 18 35 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH VOLLEYBALL 3 1 Varsity instruction and supervision 15 25 2 Number athletes and appropriate JV competition 26 35 3 Number athletes and appropriate C competition 36 60 --------------------------------------------------------------------------------------------------------------------------------------SENIOR HIGH SOCCER 3 1 Instruction and supervision 20 30 2 Appropriate JV competition 31 45 3 Number athletes and appropriate C competition 45 60 -------------------------------------------------------------------------------------------------------------------------------------10

NO. OF COACHES PRESENT AUTHORIZATION

2

1 2 .5 (FTE)

NO. OF ATHLETES RATIONALE

MINIMUM

SENIOR HIGH SWIMMING Varsity instruction and supervision Number athletes and appropriate JV competition (specializes in diving skills)

15 21 3

MAXIMUM

20 25 10

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1

1

SENIOR HIGH GOLF Varsity instruction and supervision

8

13

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2

1 2

SENIOR HIGH CROSS COUNTRY Varsity and JV instruction and supervision

15 21

20 35

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2

1 2

SENIOR HIGH JUDO @ KR, KW, KM, KL

18 30

30 50

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3

1 2 3

SENIOR HIGH SOFTBALL Varsity instruction and supervision JV instruction and supervision C team

15 24 36

23 35 50

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4

2 4

MIDDLE SCHOOL FOOTBALL Varsity instruction and supervision Number and approp. competition for JV team

35 51

50 90

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2

1 2

MIDDLE SCHOOL BASKETBALL Varsity instruction and supervision Number and approp. competition for JV team

15 21

20 40

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2

2

MIDDLE SCHOOL WRESTLING Varsity and JV instruction and supervision

40

59

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3

2 3

MIDDLE SCHOOL COED TRACK Boys and girls varsity instruction and supervision Numbers and approp. competition for JV

30 50

49 99

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2

1 2

MIDDLE SCHOOL GYMNASTICS Varsity instruction and supervision Numbers and approp. competition for JV

12 18

17 30

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2

1 2

MIDDLE SCHOOL VOLLEYBALL Varsity instruction and supervision Number and approp. competition for JV

15 21

20 40

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2

1 2

MIDDLE SCHOOL SOCCER Varsity instruction and supervision Number and approp. competition for JV

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15 21

20 40

KENT SCHOOL DISTRICT LETTER AWARDS PROCEDURES: 1. Sr. High Varsity award winners may purchase a letterman's jacket at the end of the sports season after receiving their award certificate. 2. Award winners will receive their certificates at an Awards Banquet or Awards Assembly, as determined by each school. 3. Athletic Awards may be given as follows: 7th and C team…….…………………………………. Red Certificate 8th and Junior Varsity…………………………………Green Certificate Middle School 1st year Varsity………………………. Blue Certificate Sr. High 1st year Varsity………………………………Metallic School Certificate Sr. High 2nd year Varsity……………………………...Metallic School Certificate Sr. High 3rd year Varsity…………………………….... Metallic School Certificate Sr. High 4th year Varsity………………………………Metallic School Certificate (Schools will furnish certificates. Athletes may purchase letter if they so desire.)

STANDARDS: In all cases, the judgment of the Head Coach will be the deciding factor in determining who will become "candidate eligible" to be awarded a letter. However, here are some basic guidelines or general standards. Major emphasis to earn a Varsity letter will be focused on the following: 1. Significant participation during Varsity contests 2. Earning All-NPSL Individual Award recognition 3. Must have completed the season, unless injured or excused by the coach for special reasons 4. Must have followed the Athletic Code 5. Must have been in regular attendance at turnouts during the league season 6. Must be a student in good standing 7. Must have turned in all equipment and/or paid all fines and obligations

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KENT SCHOOL DISTRICT GUIDELINES FOR TRANSPORTATION OF ATHLETIC AND ACTIVITY EVENTS The district will provide transportation for students in competitive events where they participate as representatives of the Kent School District as follows: 1. The district may provide transportation to APPROVED NPSL and MIDDLE SCHOOL contests for participants. 2. Transportation expenses to all jamborees, non-league contests or post-season contests shall be the responsibility of the participating schools. 3. Transportation for all non-athletic activities including music contests, debate meets, drama meets, drama contests and vocational club activities such as DECA, VICA, and FFA shall be the responsibility of the participating schools. Note: There is no transportation for evening (events starting after 4:00 PM) contests between Kentlake, KentMeridian, Kentridge, Kentwood, Tahoma, and Auburn Mountainview high schools. TRANSPORTATION SCHEDULING PROCEDURES All athletic bus requests, cancellations and/or changes funded by the Athletic Department must come through the Athletic Department office. Any changes concerning athletic trips, including time adjustments, must be made through the Athletic Department at least one day in advance. All athletic bus requests, cancellations and/or changes funded by the senior highs will be the responsibility of the respective school. Athletes will be transported by school bus whenever possible. When exceptions become necessary, coaches must use the appropriate district forms DF18-01 and DF17-07. Coaches are responsible for the conduct of all squad members authorized to make a team trip. The Head Coach is responsible for making certain that at least one coach rides the bus with the team to the contest and back to the school - except when: •

An adult substitute (approved by Principal) is arranged.

•

Emergencies make it necessary for the coach to take special measure after the bus has departed from the school.

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KENT SCHOOL DISTRICT TRAVEL RULES FOR ATHLETES The following rules will be enforced whenever it is necessary to travel to other schools for athletic contests or to alternative off-campus turnout/game sites: 1. All athletes must travel to and from athletic contests in transportation provided by the school district, except for the following exceptions: a. With their own parent (if the parent arranges with the coach in person to transport his/her athlete only, in their own vehicle. b. In a private vehicle, if district forms DF17-00 and DF18-01 have been properly submitted and approved. 2. Athletes will remain with their squad and under the supervision of their coach when attending any contests. 3. Misconduct of any sort while traveling to and from any away contest will be dealt with according to "Conduct and Controls for Athletes" as outlined in this manual.

Visiting athletes are direct representatives of the school, community, and home. They should conduct themselves accordingly.

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KENT SCHOOL DISTRICT GUIDELINES FOR WEIGHT ROOMS, FREE WEIGHTS AND UNIVERSAL GYMS

1.0

In each weight room or weight area a sign or series of signs should be posted that stress safety and proper use of weights. 1.1

2.0

The signs should include but not be limited to: 1.11 No horseplay 1.12 No use of weights or equipment without authorization and proper adult supervision 1.13 No lifting of free weights without spotters and collars. 1.14 Build up to maximum width gradually. 1.15 Always use proper form and breathing techniques. 1.16 Do not use any station without proper instruction. 1.17 Do not “bang” widths on universal. 1.18 Do not use or replace pins in universal with anything else.

Students are to be instructed on the proper use and techniques of the universal and free weights. 2.1

The instructional unit is to include: 2.11 Purpose of circuit training and weight training. 2.12 Teaching of safety rules (see above). 2.13 Explanation of each station and exercise. 2.14 Students should be able to verbally explain proper techniques, physically execute proper form and pass written safety and instruction tests.

3.0

Each P.E. teacher, athletic coach and any district employee who would supervise the weight rooms and/or teach weight training must be thoroughly familiar with this policy and be knowledgeable of proper weight training techniques.

4.0

No student is to use any weight equipment without authorization and proper adult supervision. No casual use of equipment. All students utilizing weight equipment shall be members of in-session, school-sanctioned class or activity.

5.0

The weight room or weight area should be out of the main stream so that students cannot use equipment on a casual basis. A locked area would be preferable.

6.0

Only students currently enrolled at respective schools are allowed the access and use of school weight rooms. Former students (graduates) or students from other schools are strictly forbidden. Any exception to the rule must be authorized by the District Athletic Director or Risk Manager.

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KENT SCHOOL DISTRICT OFF-CAMPUS RUNNING REGULATIONS

1.

Athlete must present a signed parent permission form to the head coach before he/she may run on the road off-campus.

2.

Runners must be under the supervision of a coach while running off campus.

3.

Athletes must follow these rules that will be given to athletes and parents and posted in the locker rooms:

4.

a.

Run facing on-coming traffic.

b.

Run on the shoulder of roads.

c.

Stop and look both ways before crossing streets and intersections.

d.

Cross streets at intersections only.

Athletes must run only on approved off-campus routes. a.

Back roads in close proximity to school, avoiding the busier thoroughfares such as Benson, Petrovitsky, 256th, Kent-Kangley.

b.

Special training routes which must be driven to by car such as opponents cross country course, Lake Wilderness, Green River Bicycle Trail, Sweeney Road, Lower Jones Road, Seward park, Green Lake. (No. 1 above will also include parental permission for riding in car with coach.)

RATIONALE The endurance development that a distance runner must undertake if he/she is to be competent in Cross Country and Track requires long, tedious workouts – sometimes as much as 10-15 miles in one practice session. The distance coaches agree that to attempt such sessions on the school track or campus alone would soon discourage any distance runner and eventually undermine the Cross-Country program and distance program in track. Indeed, running in new settings and on varied terrain is precisely what inspires the distance runner to continue his/her difficult endeavor. Therefore, the distance coaches think that offcampus, road-running is essential to the athlete if he/she is to be competent. It cannot be denied, however, that traffic does present risk to the athletes while road-running. These regulations are issued to minimize the chances of an accident while road-running.

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KENT SCHOOL DISTRICT

ATTENDANCE REGULATIONS

Student-Athletes that are absent or arrive at school two hours after the start of school are not eligible to compete or practice on that day unless the principal and/or building athletic director grants permission based on an excused absence such as a doctor or dental appointment.

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KENT SCHOOL DISTRICT

PROFESSIONAL LEAVE COVERAGE FOR COACHES

SPORT BASEBALL BASKETBALL – GIRL BASKETBALL – BOYS CROSS COUNTRY FOOTBALL GOLF GYMNASTICS SOCCER – BOYS SOCCER – GIRLS SOFTBALL SWIM – BOYS SWIM – GIRLS TENNIS – BOYS TENNIS – GIRLS TRACK VOLLEYBALL WRESTLING

HEAD COACH N/A YES YES TEAM – YES IND. – YES N/A YES N/A N/A N/A YES YES YES YES YES YES YES YES

CONTRACTED ASSISTANT(S) N/A YES YES TEAM - YES IND. – JUSTIFY* N/A JUSTIFY* N/A N/A N/A YES JUSTIFY* JUSTIFY* JUSTIFY* JUSTIFY* JUSTIFY* YES JUSTIFY*

N/A =playoffs for this sport does not conflict with school hours JUSTIFICATION CRITERIA:

1. 2. 3. 4.

Supervision – eligible #’s (WCD criteria) Supervision – gender concerns Supervision – location/site conflicts Direct Coaching responsibility

*Professional leave request submitted without justification (if required) will not be approved. Attach information that clarifies justification and include dates, times, number of eligible students and location of competition.

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POLICIES & GUIDELINES REGARDING TEAM SELECTION & PLAYER CUTS Individual sport programs under the guidance and direction of the building athletic director and head coach, will be responsible for the number of athletes that determine the collective team. These decisions include some of the following criteria: • • •

Team sizes based on the rules and playing parameters that accompany each respective sport. Resources available for: coaches’ salaries, uniforms/equipment, practice space, locker room space, etc. Number of grade/competition levels, such as Varsity, JV, 9th, 8th, 7th grade levels.

When individual cuts are determined to be necessary, the building athletic director and head coaches in each respective sport program will have developed a structured model of providing every athlete with a timeline and selection criteria for team selections prior to the first turnout. All athletes deserve to be given a fair and equal chance. Tryouts need to be long enough to allow all players an opportunity to be evaluated. SELECTION CRITERIA Coaches are expected to use both objective and subjective means of evaluating players. In addition, coaches are authorized to determine the priority and significance placed upon each selection criteria when determining final cuts. Head Coaches are entrusted by the school district to be ultimately responsible for assessing and determining the final team roster based upon a fair and open process. Having followed expectations under this policy, coaches’ decisions after being announced, are considered FINAL. Listed below are some examples of objective and subjective selection criteria, though not intended to be all-inclusive. •

Objective Observations: Speed, endurance, strength, body specifications (HT/WT), sport specific skills and academic performance are common objective assessments.

•

Subjective Observations: Personality traits, behavioral characteristics, personal character, coach-ability and attitudes are all areas that are equally as important as objective observations.

INFORMING THE PLAYERS OF CUTS There are many different methods used to inform the players of who is on the final roster. There is no required district process, however, social media is not recommended as a method to advertise cuts. Whatever the delivery method, it should be devised with the players welfare in mind. All coaches should be humanistic in this difficult situation. Head and assistant coaches are expected to be open & responsive to providing feedback on questions from athletes who have been cut and/or from their parents/guardians. Coaches must be prepared to explain their decisions with sound reasoning and valid information for eliminating an individual from the team.

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CONDUCT AND CONTROL FOR ATHLETES To accomplish the goals set forth, it is necessary to develop and maintain a team spirit that is based on appropriate standards. Certain regulations are necessary to prevent disruption of team spirit that could detract from the competition and cooperation values provided by athletics. School programs should reflect the attitude of the community that pays for them and, if appropriate benefits are to be derived from the athletic program, it must be able to operate in a climate devoid of disruptive influence. If the community is to truly identify with its schools through the athletic medium, it is imperative that team members conduct themselves in a manner that will inspire pride and approval. All students who participate in the athletic program of the Kent School District will comply with the rules and regulations and will submit to the reasonable discipline of school authorities. Any student having registered and/or participated in the athletic program is subject to the athletic conduct and control for student athletes from the first participation until graduation from senior high school. Any student athlete who willfully performs an act that materially interferes with or is detrimental to the orderly operation of a school's educational and athletic program will be subject to athletic discipline, probation, suspension or expulsion. Such acts shall include, but not be limited to those described below. The following acts by a student athlete on school premises (or in reasonable proximity thereto), or off school premises at any school-sponsored activity will constitute sufficient cause for athletic discipline, probation, suspension or expulsion: disruptive conduct; disobedience of reasonable instructions of school authorities; refusal to identify oneself; unauthorized absence from turnout or game; cheating; immoral conduct; vulgarity or profanity; destruction or defacing of property; extortion, intimidation or harassment (including racial/gender) of another student or employee; assault of another student or employee; stealing; possession or use of any dangerous weapons or objects and; the commission of any criminal act as defined by law. The following acts by a student athlete on or off school premises will constitute sufficient cause for athletic probation, suspension or expulsion: Use, sale or possession of tobacco; use, sale or possession of alcoholic beverages; use, sale or possession of drugs and/or related paraphernalia. Possession includes both physical and constructive possession. No student athlete will be expelled, suspended or disciplined under these rules and regulations for the performance or failure to perform any act not related to the orderly operation of the athletic program, (i.e., student athletes suspended or expelled from school must be reinstated to athletic participation when reinstated to school), if the act is not related to athletic standards. If a student is suspended from school, the student is also suspended from athletics. CONDUCT & CONTROL DEFINITIONS/TERMS •

Athletic Discipline

Athletic discipline will mean all forms of corrective action or sanction other than probation, suspension or expulsion, and will include the exclusion of a student athlete from an activity by a coach for a period of time, not exceeding the balance of the immediate turnout or game.

•

Athletic Probation

Athletic probation is a period during which a student athlete remains a part of the squad while he/she is given an opportunity to correct the deficiencies in a time prescribed by the head coach. During probation, student athletes may continue to participate in turnouts and contests.

Athletic Suspension

Athletic suspension will be a suspension from athletic participation for a specified number of turnout days, the duration which may extend beyond the current season. The principal may direct that the suspended student athlete may take part in team turnouts and

•

20

meetings. The suspended student athlete is not allowed to participate in any game related activities. •

Athletic Expulsion

Athletic expulsion will mean the complete denial of the privilege to participate in the athletic program for an indefinite period.

•

In Season

Begins with the first WIAA allowed practice day and ends with the awards ceremony (banquet) for that sport. In the event of no season-ending banquet or a banquet held prior to the last competition, the ending date will be after the last scheduled event for that sport.

•

Out of Season

Any time not in season, starting with the WIAA defined beginning fall season, and ending with the Kent School District last student school day.

•

Calendar Year

365 consecutive days.

•

Completed Season

A season in which a student athlete begins the season within the first week of turnout and completes the season, in good standing, without interruption, until the last scheduled contest or banquet, whichever is later

•

Actual Possession

The act of having a substance in one's custody or control. Actual possession occurs when the item is in the physical custody of the person charged with possession.

•

Constructive Possession In the absence of physical possession, if there is dominion and control over the substance -- such as knowledge that alcohol, tobacco, legend drugs or illegal substances are available and/or being used by others -- student athletes have a responsibility to remove themselves, beyond all reasonable doubt and proximity, from that situation. At off campus events, where drugs, alcohol or other illegal substances are evident, student athletes who have made a willful choice to remain at the event, are in violation of the rule.

•

Use

Physical consumption of a substance by means of inhalation, snorting, drinking, absorption, injection or any other method that produces an intoxicating or mental/physical altering effect.

•

Sale

The act of distributing an illegal substance by means of exchanging substances for an agreed sum of money or other valuable consideration.

•

Proximity

Close in distance, time or relationship (commingling or interacting) with other students coming or going from a social gathering, whether inside location or outside (yard/street/neighborhood).

•

Discovery-Investigative The process by which an administrator/coach arrives at a conclusion regarding a student’s involvement in an athletic code infraction. The decision will be based on evidence, either verbal or written.

•

Discovery-Self Admittance Student athletes who admit to their involvement in an athletic code infraction and who are cooperative and honest in the investigative process regarding alleged code infractions.

•

Self-Referral

Student athlete who reports self-infractions to school administrator prior to any investigation or inquire by school administrators or staff.

•

Legend drugs

Drugs obtained through prescription.

•

Controlled Substances

“Controlled substance” means a drug, substance, or immediate precursor included in schedules 1 through 5 as set forth in federal or state laws, or federal or board rules.

21

STANDARD APPLICATION OF SANCTIONS SECTION 1: ILLEGAL SUBSTANCES (Refer to WIAA Rule 18.25.0)

18.25.0 USE OF ILLEGAL SUBSTANCES – School and WIAA rules and regulations are intended to discourage the use of alcohol, tobacco, legend drugs, controlled substances and paraphernalia and to encourage the use of school and community resources. School and community resources should be identified for students who have had a violation and seek help or who are referred for assessment. 18.25.1 Alcohol and tobacco - Each WIAA member school shall adopt reasonable rules and regulations pertaining to the use of alcohol or tobacco products that are specific to the middle or high school levels. 18.25.2 Legend drugs and controlled substances – Penalties for the possession, use or sale of legend drugs (drugs obtained through prescription, RCW 69.41.020-050) and controlled substances (RCW 69.50) shall be as follows: 1st Violation - A participant shall be immediately ineligible for interscholastic competition in the current interscholastic sports program for the remainder of the season. Ineligibility shall continue until the next sports season in which the participant wishes to participate unless the student accesses the assistance program outlined in B (below.) An athlete who is found to be in violation of the Legend drugs and controlled substances rule shall have two options. A. The athlete will be ineligible for participation in contests for the remainder of that interscholastic sports season and must meet the school’s requirements in order to be eligible to compete in the next interscholastic sports season. The school principal will have the final authority regarding the student’s participation in further interscholastic sports programs. B. The athlete may choose to seek and receive help for a problem with use of legend drugs or controlled substances. Successful utilization of school and or community assistance programs may allow him/her to have eligibility re-instated in that athletic season, pending recommendation by the school. 2nd Violation - A participant who again violates any provision of RCW 69.41.020 through 69.41.050 or of RCW 69.50 shall be ineligible for interscholastic competition for a period of one (1) calendar year from the date of the second violation. 3rd Violation - A participant who violates for a third time RCW 69.41.020 - 69.41.050 or of RCW 69.50 shall be permanently ineligible for interscholastic competition. STANDARD APPLICATION OF SANCTIONS SECTION 2: Alcohol & Tobacco Products (Refer to WIAA Rule 18.25.1) Sanctions will carry over from eighth grade to senior high school and from seventh grade to eighth grade. Seventh grade infractions will not carry over to senior high school. For on or off campus violations concerning alcohol and tobacco abuse for student athletes, the following sanctions will apply: FIRST VIOLATION: IN SEASON - SENIOR HIGH Means of Actual Possession/Use/Sale Constructive Possession  Discovery  Investigative Expulsion - 60 days or length of Expulsion - 45 days or length current season, whichever is longer of current season, whichever is longer Self-Admittance Suspension - 60 days/30 days Suspension - 45 days/30 days maximum may be held in abeyance by maximum may be held in principal abeyance by principal Self-Referral Suspension - 60 days/45 days Suspension - 45 days/35 days maximum may be held in abeyance by maximum may be held in principal abeyance by principal

22

FIRST VIOLATION: IN SEASON - MIDDLE SCHOOL Means of  Discovery  Investigative

Self-Admittance

Self-Referral

Actual Possession/Use/Sale

Constructive Possession

Expulsion - 25 days or length of current Expulsion - 20 days or length season, whichever is longer of current season, whichever is longer Suspension - 25 days/10 days Suspension - 20 days/12 days maximum may be held in abeyance by maximum may be held in principal abeyance by principal Suspension - 25 days/15 days Suspension - 20 days/15 days maximum may be held in abeyance by maximum may be held in principal abeyance by principal

FIRST VIOLATION: OUT OF SEASON The student athlete will be placed on suspension for the first fifteen turnout days during the next completed sports season in which the student athlete participates. Also, the student athlete will miss the first interscholastic contest to follow this suspension if no interscholastic contest should fall within the suspension period. SECOND VIOLATION: IN SEASON OR OUT OF SEASON Whether in season or out of season, a second violation of the athletic code under Section 2 (when combined with a first violation from either Section 1 or Section 2) will result in expulsion from all sports in the Kent School District for one calendar year. If a student athlete completes tobacco and/or alcohol dependency assessment and subsequent recommendation, the principal may reduce sanction to suspension from the first 50% of game contests for the next completed sports season. THIRD VIOLATION: IN SEASON OR OUT OF SEASON Whether in season or out of season, a third violation of the athletic code for alcohol and/or substance abuse, will result in expulsion from all sports in the Kent School District. RE-INSTATEMENT PROCESS: •

Application for reinstatement following any form of athletic discipline in Section 2 will be reviewed by the principal upon completion of the following: • • •

•

Letter of intent and purpose for reinstatement Drug, tobacco and/or alcohol assessment by an individual or agency that is acceptable to the school district. Results will be shared with family and school administration. Proof that a tobacco, drug/alcohol, counseling, or preventive education program has been completed.

The principal may waive any or all of the requirements above if deemed appropriate. Final decision for reinstatement resides with the school principal. PROCEDURES FOR IMPLEMENTING ATHLETIC DISCIPLINE, PROBATION, SUSPENSION AND EXPULSION

•

Athletic Discipline and Probation • Coaches may send student athletes home for the remainder of a contest or turnout if their conduct is disruptive. • In the event athletic probation is imposed, the coach will: • Inform the Building Athletic Chairperson of the proposed discipline and secure approval; • Inform the student athlete of the deficiencies, how the student athlete is to correct them and the number of days of probation; • Send an athletic discipline letter to the parent/guardian with copies to the athletic chair, principal and District Athletic Director.

23

•

•

Upon completion of the probationary period, and if the deficiency is corrected, the student athlete is removed from probation; if the deficiency is not corrected, the probationary period is extended or the student athlete is recommended for suspension.

Athletic Suspension and Expulsion • Prior to the suspension or expulsion of any student athlete, a conference will be conducted with the student athlete as follows: • The head coach, building chair or principal will present to the student athlete an oral and/or written notice of alleged misconduct and violation(s) of school district rules; the evidence of school district rules; the evidence in support of the allegations; and, the corrective action or sanction to be recommended. • The student athlete will be provided the opportunity to present an explanation. • Following the conference with the student athlete, the head coach and/or the building athletic chair may recommend athletic suspension or expulsion to the principal. • If the principal imposes athletic suspension or expulsion, the student athlete will be orally notified of the action taken. Promptly thereafter, written notice will be sent by mail to the student athlete's parent/guardian containing the following information: • The action taken (suspension, expulsion, etc.). • The reason for such disciplinary action. • The right to an informal conference. • A copy of the suspension or expulsion notice will be sent to the Secondary Level Assistant Superintendent and District Athletic Director. GRIEVANCE PROCEDURE

•

Informal Conference • Any student athlete, parent or guardian who is aggrieved by any athletic suspension or expulsion has the right to an informal conference with the principal, or his/her designee, and any other employee involved. Any request for such informal conference will be made within five school days of the written notice of the action. • At such informal conference, the student athlete, parent/guardian will be subject to questioning by the principal or his/her designee and will be entitled to question school employees involved in the matter being grieved.

•

Formal Conference • Any student athlete, parent/guardian who may be aggrieved following the informal conference may, upon three days prior notice, present a written and/or oral grievance to the Superintendent or to his/her designees. If the grievance is not resolved, the student, parent/guardian, upon three school days prior notice, may present a written and/or oral grievance to the Board of Directors to be dealt with at its next regularly scheduled or special meeting. Any such grievance will be made within five school days after previous decisions have been rendered. • The Board of Directors will notify the student athlete and the student athlete's parent/guardian in writing of its decision within ten school days following the meeting. • The athletic discipline, probation, suspension or expulsion will continue during the implementation of the grievance procedure.

24

KENT SCHOOL DISTRICT MIDDLE AND SENIOR HIGH SCHOOL BUILDING CHAIRPERSON FOR ATHLETICS JOB DESCRIPTION BASIC FUNCTION: To assist in the implementation of an appropriate and effective athletic program. REPORTS TO: Building Principal PRIMARY REPSONSIBILITIES: 1. Coordinate athletic registration for all sports during each sports season. ▪ ▪

Make certain that eligibility rosters are prepared for each sport and sent to the Principal and Athletic director before first contest. Maintain a master eligibility file for all athletes.

2. Serve as building athletic budget coordinator. ▪ ▪ ▪

After Principal determines amount of funds available, formulate annual ASB athletic budget recommendations and submit to Principal for approval. Make district athletic budget recommendations where requested by Athletic Director. Coordinate purchase of equipment as requested by Head Coaches and approved by Principal.

3. Manage building equipment and facilities: ▪ ▪ ▪

Coordinate care and storage of equipment and formulation of annual inventories by head coaches. Assistant Principal, Activities Coordinator and Athletic Director in scheduling of facilities for turnouts, inter-scholastic contests and community recreation. Coordinate care of facilities and submit maintenance requests through the building administration to the appropriate department.

4. Assistant Principal and Athletic Director in developing and managing an effective athletic program: ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪

Assist in developing and participate in program workshops, clinics, in-service training where recommended or sponsored by the district Athletic Department. Promote and coordinate athletic publicity for all sports in the building program. Coordinate discipline procedures as outlined in Athletic Department Code of Conduct for Athletes. Maintain records and submit reports as required by Principal and Athletic Director. Organize game management for all athletic events. Develop a class coverage system for in-season coaches for away games in cooperation with the building administration. Attend and participate in Kent School District Building Chairman meetings. Prepare, submit and monitor work requests for athletic maintenance. Manage coaches’ concerns and problems within the building. 25

▪

Make certain they are kept aware of and are complying with W.I.A.A., League and Kent School District rules and regulations.

PRIMARY WORKING RELATIONSHIPS: 1.

Work with Principal and District Athletic Director to coordinate the building program with the district athletic program.

2.

Work with building coaching staff: ▪ ▪

Promote communication within the staff by conducting regular in-building coaches meetings. Provide time for day-to-day management of coaches’ needs and concerns.

PRIMARY TASKS: 1.

Develop and maintain a master file for athletes prior to participation that verifies: a. b.

that all athletes have met all requirements for Kent School’s Athletic registration. that every athlete has reviewed a Parent and Student Athletic Handbook online.

2.

Develop and maintain a master file for building coaches (i.e., name, address, phone, assignments, first aid card and expiration date).

3.

Submit and verify “Athletic Eligibility List and Registration Summary” for each sport to Principal before the first contest and each season. Send copy of eligibility list to Athletic Director.

4.

Schedule and conduct a minimum of one coaching staff meeting each sport season: a. b.

reviews job description responsibilities. reviews current concerns of Principal and Athletic Director.

5.

Obtain certification by school Registrar of all current eligibility lists for all in-season sports.

6.

Obtain completed “Kent Schools Athletic Inventory” from each Head Coach at end-of-season and kept on file in Building Chairpersons office.

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KENT SCHOOL DISTRICT SENIOR HIGH AND MIDDLE SCHOOL HEAD COACH JOB DESCRIPTION BASIC FUNCTION: Supervise program and coaches for all competition levels in assigned sport. A.

YEAR-ROUND RESPONSIBILITIES 1. Formulate objectives for the coming sport season. 2. Keep abreast of new knowledge and innovative ideas and techniques by attendance at clinics, workshops and reading in sport field and to encourage assistant coaches to do the same. 3. Have understanding and knowledge of rules and regulations as presented in the WIAA Handbook, League Handbook and Coach Manual. 4. Assist Building Chairperson as needed. 5. Conduct proper procedures for out-of-season practices and procedures, according to WIAA and Kent Athletic Department regulations.

B.

PRE-SEASON RESPONSIBLITIES 1. Meet with Athletic Director and/or Athletic Chairman to review procedures as outlined in the Coach Manual. 2. Provide accurate information needed to compile eligibility lists and other reports via Kent School District Registration Procedures. 3. Arrange for a systematic issuance of school equipment. 4. Meet with athletes on the first turnout date to review KSD Parent and Student Athletic Handbook

C.

IN-SEASON RESPONSIBILITIES 1. Implement procedures as outlined in the KSD Parent and Student Handbook. 2. Provide information for transportation, officials and game management on dates requested. 3. Assume responsibility for constant care of equipment and facilities being used. 4. Follow carefully the procedure for initiating purchase orders. 5. Assume supervisory control over all phases of teams and Assistant Coaches in program. 6. Organize and schedule practice sessions on a regular basis with daily lesson plans that are filed for future reference. 7. Apply discipline in a firm and positive manner as outlined in the Athletic Department Code of Conduct for Athletes. 8. See that the building regulations are understood and enforced. 9. Emphasize safety precautions, be aware of current training and injury procedures and have a current First Aid Card and CPR card. - Advise athletes at pre-season meeting as to possible injuries that can be incurred by participating in your sport. - Incorporate into a recorded daily lesson plan. - Develop a handout to be given to each athlete. - Include in your recorded lesson plans that you are teaching proper playing techniques. 10. Conduct self and teams in a professional manner during practices and contests. 11. Report a summary of all contests and provide any publicity information that will aid the program and and athletics. 12. Instruct players concerning rules and rule changes. 13. Submit recommendations for next year’s schedule via League Chairperson for your sport.

D.

POST-SEASON RESPONSIBILITIES 1. Arrange for the systematic return of all school equipment and hold athlete responsible for all equipment not returned. 2. Arrange for the issuance of letters and special awards earned as specified in the Coach Manual 3. Arrange for cleaning, sorting and inventory of all equipment. 4. Be concerned with the care and maintenance of facility by making recommendations concerning additions and improvements. 5. Maintain records of team and individual accomplishments. 6. Submit inventory to Building Chairperson with recommendations for equipment purchase and repair needs.

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KENT SCHOOL DISTRICT MIDDLE SCHOOL AND SENIOR HIGH ASSISTANT COACH JOB DESCRIPTION 1.

REPORTS TO:

Head Coach

2.

SUPERVISES:

Athletics

3.

BASIC FUNCTION:

To carry out the aims of the Athletic Program and Code of the Kent Schools

4.

PRIMARY RESPONSIBILITIES: A.

YEAR AROUND 1. Have thorough knowledge of rules and regulations regarding his/her sport as presented in the WIAA Handbook and League Handbook. 2. Keep abreast of rules and rule changes of his/her sport. 3. Keep abreast of new trends, ideas and techniques through clinics, workshops and publications. 4. Assist head coach in carrying out his/her responsibilities. 5. Maintain membership in a professional organization such as the Kent Coaches’ Association and/or Washington State Coaches’ Association.

B.

PRE-SEASON 1. Assist head coach in proper registration of all athletes. 2. Assist head coach with systematic issuance of school equipment. 3. Assist head coach with information reporting, such as eligibility lists and other reports.

C.

IN-SEASON 1. Assist in implementing athletic standards as outlined in the Coach Manual and KSD Policy and Procedure Manual. 2. Assume responsibility for care of equipment and facilities. 3. Assume supervisory control over athletes and teams. 4. Be in regular attendance at practice sessions and contests. 5. Apply discipline in a firm, positive and equitable manner. 6. Emphasize safety precautions and maintain awareness of the best training and injuryprevention procedures. 7. Conduct self and teams in a professional manner during practices and contests. 8. Provide head coach with information needed in making game reports and publicity releases. 9. Instruct players concerning rules and rule changes.

D.

POST-SEASON 1. Assist in the return of all school equipment and maintaining inventory records. 2. Recommend athletes for letter awards. 3. Make recommendations regarding facility maintenance and improvements. 4. Make recommendations regarding equipment purchases and repair. 5. Make recommendations regarding schedule improvements. 28

KENT SCHOOL DISTRICT MIDDLE SCHOOL & SR. HIGH VOLUNTEER COACH JOB DESCRIPTION

1.

REPORTS TO:

Head Coach

2.

SUPERVISES:

Athletes, under the direction of a Head Coach or an Assistant Coach

3.

BASIC FUNCTION:

To carry out the aims and objectives of the Athletic Program for Kent Schools

4.

PRIMARY RESPONSIBILITES: A.

General 1. 2. 3.

B.

During the Season 1. 2. 3. 4. 5. 6. 7.

5.

Have understanding knowledge of rules and regulation regarding the sport as presented in the WIAA Handbook and League Handbook. Keep abreast of rules and rule changes of the sport. Keep abreast of new knowledge, innovative ideas, and techniques by attendance at clinics, workshops and reading related materials.

Assist in implementing athletic standards as outlined in Coach Manual and KSD Policy and Procedure Manual. Assume responsibility for constant care of equipment and facilities being used. Assume supervisory control over athletes and teams as assigned by the regular coaching staff. Be in regular attendance at practice sessions and contests. This may be adjusted for this position, but definite understanding should be established. Apply discipline in a firm and positive manner, as designated by the regular coaching staff. Emphasize safety precautions and be aware of best training and injury procedures. Assume any other coaching responsibilities delegated by Head Coach.

ASSIGNMENT & PROCEDURE A.

Volunteer Coaches must apply for and obtain Principal and Athletic Director approval to assume this position.

B.

Use “Kent School District Volunteer Coaching Application” form and procedures. 1. Head Coach initiates and sends to Building Chairperson. 2. Building Chairperson approves or disapproves.

29

KENT SCHOOL DISTRICT

CURRENT FIRST AID CARD

1. All coaches must obtain and maintain a current first aid card or successfully complete an equivalent course that is approved by the Athletic Director. This requirement applies to all coaches, paid or volunteer.

2. During a sports season, any coach that does not hold a current First Aid/CPR card which is valid for the entire season will not be allowed to supervise or coach and will not be paid while not coaching.

3. Special assignment pay specified in the supplemental coaching contract is paid in accordance with the regulations and requirements of the district as contained in the policy and procedures book. It is an expectation of state and school board policies that coaches hold and maintain a current first aid and CPR card. The coaches' union contract further stipulates that loss of pay may occur should coaches fail to meet this requirement in a timely manner.

CPR

Kent School District policy requires that each coach must obtain and maintain a current CPR card through a hands-on course. Online courses do not meet WIAA standards.

30

KENT SCHOOL DISTRICT ACCIDENT AND INSURANCE PROCEDURES 1.

ACCIDENTS A.

FIRST AID 1.

B.

All coaching staff members are required to have a current first aid card and must be able to handle minor injuries.

EMERGENCIES 1.

When a serious injury occurs which requires immediate medical attention, the coach in charge must take appropriate first aid measures (with special attention to the “Prevention and Care” factors in the following section of this manual). If a physician, emergency medical technician (EMT) or another medical professional is present, his/her assistance should be requested. Call 911 (9-911 from KSD telephones) if additional emergency medical assistance is required. Note: All coaches are required to have KSD “Emergency Medical Information and Authorization Cards” for every student athlete on their team eligibility list at all games and practices.

2. 3.

C.

SERIOUS INJURY 1.

When a serious injury occurs, the athlete should be advised to see his/her medical provider. Coaches should not designate a specific physician or clinic, unless directly requested to do so by the parent or guardian. The athlete must provide a written release from his/her medical provider before they may return to any sports activity.

2. 3. D.

REPORTING Injuries are to be reported to the Principals’ office within 24 hours. A KSD Accident Report Form must be completed and turned in with copies sent to the District Risk Manager. If the athlete is enrolled in the KSD Student Accident Insurance Program, he/she should be given a claim form and be advised to take home to parents.

1. 2. 3. 2.

INSURANCE A.

AS PER KENT SCHOOL BOARD POLICY: 1.

All athletes must have a parent or guardian signature in their Athletic Registration, indicating one of the following: ➢ The athlete is currently enrolled in the KSD Accident Insurance Program, or ➢ The athlete is currently covered by daily insurance that is equivalent or better than the requirements specified in the Athletic Registration process. 31

KENT SCHOOL DISTRICT EMERGENCY NUMBERS

AID CAR

…………………………………………….………………………………………………….911

FIRE DEPARTMENT……………………………………………………………………………………….911 KENT POLICE………………………………………………………………………………………………911 SHERIFF…………………………………………………………………………………………………….911 (WHEN DIALING 911 FROM DISTRICT EXTENSION, YOU MUST DIAL 9 – 911)

DOCTOR/COACH RELATIONS Except where emergencies dictate otherwise, coaches are to refer problems regarding medical attention to the athlete’s family physician (as recorded in his/her Athletic Registration.) SAFEGUARDING THE HEALTH OF THE ATHLETE Participation in High School athletics is a privilege involving both responsibilities and rights. The athlete’s responsibilities are to play fair, to give their best, to keep in training, and to conduct themselves with credit to their sport and their school. In turn, they have the right to optimal protection against injury as this may be assured through good conditioning and technical instruction, proper regulation and conditions of play, and adequate health supervision. Periodic evaluation of each of these factors will help to assure a safe and healthful experience for players. The checklist below contains the kind of questions to be answered in such an appraisal. PROPER CONDITIONING

1. 2. 3. 4.

Are prospective players given directions and activities for preseason conditioning? Is there a minimum of two weeks of practice before the first game or contest? Is each player required to warm-up thoroughly prior to participation? Are substitutions made without hesitation when players evidence disability?

CAREFUL COACHING 1. 2. 3. 4.

this helps to prevent injuries by conditioning the body and increasing resistance to fatigue.

leads to skillful performance, which lowers the incidence of injuries.

Is emphasis given to safety in teaching techniques, elements of play? Are injuries carefully analyzed to determine causes and to suggest preventive programs? Are tactics discouraged that may increase the hazards and thus the incidence of injuries? Are practice periods carefully planned and of reasonable duration?

32

GOOD OFFICIATING

promotes enjoyment of the game as well as the protection of players.

1. Are players as well as coaches thoroughly schooled in the rules of the game? 2. Are rules and regulations strictly enforced in practice periods as well as in game? 3. Are officials employed who are qualified both emotionally and technically for their responsibilities? RIGHT EQUIPMENT AND FACILITIES 1. 2. 3. 4.

serve a unique purpose in protection of players.

Is the best protective equipment provided for contact sports? Is careful attention given to proper fitting and adjustment of equipment? Is equipment properly maintained, worn and outmoded items discarded? Are proper areas for play provided and carefully maintained?

ADEQUATE MEDICAL CARE

is a necessity in the prevention and control of athletic injuries.

1. Is there a thorough pre-season health history & medical exam? 2. Is careful attention given to proper fitting, adjustment of equipment? 3. Does the physician make the decision as to whether an athlete should return to play following injury during games? 4. Is authority from a physician required before an athlete can return to practice after being out of play due to injury? 5. Is the care given athlete by coach or trainer limited to first aid and medically prescribed services?

33

Heat Acclimatization and Heat Illness Prevention Position Statement National Federation of State High School Associations (NFHS) Sports Medicine Advisory Committee (SMAC)

Exertional Heatstroke (EHS) is the leading cause of preventable death in high school athletics. Students participating in high-intensity, long-duration or repeated same-day sports practices and training activities during the summer months or other hot-weather days are at greatest risk. Football has received the most attention because of the number and severity of exertional heat illnesses. Notably, the National Center for Catastrophic Sport Injury Research (NCCSIR) reports that 42 high school football players died of EHS between 1995 and 2014. EHS also results in thousands of emergency room visits and hospitalizations throughout the nation each year. This NFHS Sports Medicine Advisory Committee (SMAC) position statement is the companion piece to the NFHSLearn.com online course “Heat Illness Prevention.” This position statement provides an outline of “Fundamentals” and should be used as a guiding document by member state associations. Further and more detailed information can be found within the NFHSLearn.com online course, the NFHS Sports Medicine Handbook, the NFHS SMAC “Position Statement and Recommendations for Maintaining Hydration to Optimize Performance and Minimize the Risk for Exertional Heat Illness” and the resources listed below. Following the recommended guidelines in this position statement and “Heat Illness Prevention” can reduce the risk and incidence of EHS and the resulting deaths and injuries in high school athletics. The NFHS recognizes that various states and regions of the country have unique climates and variable resources, and that there is no “one-size-fits-all” optimal acclimatization plan. However, the NFHS and the NFHS SMAC strongly encourage member state associations to incorporate all of the “Fundamentals” into any heat acclimatization plan to improve athlete safety. In addition, the online course “Heat Illness Prevention” should be required viewing for all coaches. Heat Acclimatization and Safety Priorities: • • • • • • •

Recognize that EHS is the leading preventable cause of death among high school athletes. Know the importance of a formal pre-season heat acclimatization plan. Know the importance of having and implementing a specific hydration plan, keeping your athletes wellhydrated, and encouraging and providing ample opportunities for regular fluid replacement. Know the importance of appropriately modifying activities in relation to the environmental heat stress and contributing individual risk factors (e.g., illness, obesity) to keep your athletes safe and performing well. Know the importance for all members of the coaching staff to closely monitor all athletes during practice and training in the heat, and recognize the signs and symptoms of developing heat illnesses. Know the importance of, and resources for, establishing an emergency action plan and promptly implementing it in case of suspected EHS or other medical emergency. Energy drinks are NOT appropriate hydration fluids. Refer to NFHS SMAC “Position Statement and Recommendations for the Use of Energy Drinks by Young Athletes”.

Fundamentals of a Heat Acclimatization Program: 1. Physical exertion and training activities should begin slowly and continue progressively. An athlete cannot be “conditioned” in a period of only two to three weeks. 34

A. Begin with shorter, less intense practices and training activities, with longer recovery intervals between bouts of activity. B. Minimize protective gear (such as helmets and pads) during first several practices, and introduce additional uniform and protective gear progressively over successive days. C. Emphasize instruction over conditioning during the first several practices. Rationale: The majority of heat-related deaths happen during the first few days of practice, usually prompted by doing too much, too soon, and in some cases with too much protective gear on too early in the season (wearing helmet, shoulder pads, pants and other protective gear). Players must be allowed the time to adapt safely to the environment, intensity, duration, and uniform/equipment. 2. Keep each athlete’s individual level of conditioning and medical status in mind and adjust activity accordingly. These factors directly affect exertional heat illness risk. Rationale: Athletes begin each season’s practices and training activities at varying levels of physical fitness and varying levels of risk for exertional heat illness. For example, there is an increased risk if the athlete is obese, unfit, has been recently ill, has a previous history of exertional heat illness, or has Sickle Cell Trait. 3. Adjust intensity (lower) and rest breaks (increase frequency/duration), and consider reducing uniform and protective equipment, while being sure to monitor all players more closely as conditions are increasingly warm/humid, especially if there is a change in weather from the previous few days. Rationale: Coaches must be prepared to immediately adjust for changing weather conditions, while recognizing that tolerance to physical activity decreases and exertional heat illness risk increases, as the heat and/or humidity rise. Accordingly, it is imperative to adjust practices and/or competitions to maintain safety and performance. Coaches can monitor the athletes’ weights pre and post practice to ensure adequate fluid replacement, and can follow guidelines for hot and humid weather including using Wet Bulb Globe Temperature (WBGT) readings. 4. Athletes must begin practices and training activities adequately hydrated. Rationale: While proper hydration alone will not necessarily prevent exertional heat illness, it will decrease risk. Athletes can observe the color of their urine, which should be straw yellow or the color of lemonade, when adequately hydrated. 5. Recognize early signs of distress and developing exertional heat illness, and promptly adjust activity and treat appropriately. First aid should not be delayed! Rationale: An athlete will often show early signs and/or symptoms of developing exertional heat illness. If these signs and symptoms are promptly recognized and the athlete is appropriately treated, serious injury can be averted and the athlete can often be treated, rested and returned to activity when the signs and symptoms have resolved. 6. Recognize more serious signs of exertional heat illness (clumsiness, stumbling, collapse, obvious behavioral changes and/or other central nervous system problems), immediately stop activity and promptly seek medical attention by activating the Emergency Medical System. On-site rapid cooling should begin immediately. 35

Rationale: Immediate medical treatment and prompt rapid cooling can prevent death or minimize further injury in the athlete with EHS. Ideally, pools or tubs of ice water to be used for rapid cooling of athletes should be available on-site and personnel should be trained and practiced in using these facilities for rapid cooling. Ice water baths are the preferred method for rapid cooling, however, if ice water pools or tubs are not available then applying ice packs to the neck, axillae, and grin and rotating ice-water soaked towels to all other areas of the body can be effective in cooling an affected athlete. Remember, cool first, transport later. 7. An Emergency Action Plan (EAP) with clearly defined written and practiced protocols should be developed and in place ahead of time. Rationale: An EAP should be in place in case of any emergency, as a prompt and appropriate response in any emergency can save a life. The EAP should be designed and practiced addressing all teams (freshman, junior varsity, and varsity) and all practice and game sites.

References: American Academy of Pediatrics. Policy Statement—Climatic Heat Stress and Exercising Children and Adolescents. Pediatrics. 2011:128(3):e741-7. Andersen JC, Courson RW, Kleiner DM, McLoda TA. National Athletic Trainers’ Association Position Statement: Emergency Planning in Athletics. Journal of Athletic Training. 2002:37:99-104. Casa DJ, et al. National Athletic Trainers’ Association Position Statement: Preventing Sudden Death in Sports. Journal of Athletic Training 2012:47(1):96-118. Casa DJ, Csillan D. Inter-Association Task Force for Preseason Secondary School Athletics. Preseason Heat-acclimatization Guidelines for Secondary School Athletics. Journal of Athletic Training. 2009:44:332-3.

Revised and Approved April 2015 2012

DISCLAIMER – NFHS Position Statements and Guidelines The NFHS regularly distributes position statements and guidelines to promote public awareness of certain health and safety-related issues. Such information is neither exhaustive nor necessarily applicable to all circumstances or individuals, and is no substitute for consultation with appropriate health-care professionals. Statutes, codes or environmental conditions may be relevant. NFHS position statements or guidelines should be considered in conjunction with other pertinent materials when taking action or planning care. The NFHS reserves the right to rescind or modify any such document at any time.

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HOT WEATHER HINTS Frederick O. Mueller, Ph, D. University of North Carolina at Chapel Hill Dick Schindler National Federation of State High School Associations Early fall football practice frequently is conducted in very warm and highly humid weather in many parts of the United States. Under such conditions the athlete is subject to: Heat Cramps – painful spasms of skeletal muscle – most common of the calf muscle – caused by depletions of water and salt due to sweating. Heat Fatigue – feeling of weakness and tiredness caused by depletions of water and salt due to sweating. Heat Stroke – a true medical emergency caused by overheating from a breakdown of the sweating mechanism. May occur suddenly without being preceded by any of the other clinical signs. The individual is usually unconscious and has hot, dry skin with a rising body temperature. It is felt that the above heat stress problems can be controlled provided certain precautions are taken. The following practices and precautions are recommended: Each athlete should have a physical examination with a medical history when first entering a program and an annual health history update. History of previous heat illness and type of training activities before organized practice begins should be included. State high school associations recommendations should be followed. It is clear that top physical performance can only be achieved by an athlete who is in top physical condition. Lack of physical fitness impairs the performance of an athlete who participates in high temperatures. Coaches should know the PHYSICAL CONDITION of their athletes and set practice schedules accordingly. Along with physical conditioning the factor of acclimatization is the process of becoming adjusted to heat and it is essential to provide for GRADUAL ACCLIMATION TO HOT WEATHER ACTIVITIES. It is necessary for an athlete to exercise in the heat if he is to become acclimatized to it. It is suggested that a graduated physical conditioning program be used and that acclimatization can be expected to take place over a period of a week. Final stages of acclimation to heat are marked by increased sweat loss and reduced salt concentration in the sweat. The old idea that water should be withheld from athletes during workouts has NO SCIENTIFIC FOUNDATION. The most important safeguard to the health of the athlete is the replacement of water. Water must be in the field and readily available to the athlete at all times. It is recommended that a minimum 10-minute water break be scheduled for every half hour of heavy exercise in the heat. Athletes should rest in a shaded area during the break. WATER SHOULD BE AVAILABLE IN UNLIMITED QUANTITIES. Salt should be replaced daily. Extra salting of the athlete’s food will accomplish this purpose. Salt tablets should not be taken by athletes engaged in physical activity. ATTENTION MUST BE DIRECTED TO REPLACING WATER. 37

Know both the TEMPERATURE and HUMIDITY. The greater the humidity the more difficult it is for the body to cool itself. Use of the sling psychrometric is recommended to measure the relative humidity and anytime the wet-bulb temperature is over 78 degrees practice should be altered. Cooling by evaporation is proportional to the area of skin exposed. In extremely hot and humid weather reduce the amount of clothing covering the body as much as possible. NEVER USE RUBBERIZED CLOTHING. Athletes should weigh each day before and after practice and WEIGHT CHARTS CHECKED. Generally, a 3 percent weight loss through seating is safe and a 5 percent loss is in the danger zone. Watch athletes carefully for signs of trouble, particularly athletes who lose much weight, overweight athletes and the eager athlete who constantly competes at his capacity. Some trouble signs are nausea, incoherence, fatigue, weakness, vomiting, cramps, weak rapid pulse, visual disturbance and unsteadiness. Teams that encounter hot weather during the season, through travel or following an unseasonable cool period, should be physically fit but will not be environmentally fit. Coaches in this situation should follow the above recommendations and substitute more frequently during games. Know what to do in case of such an emergency. Be familiar with immediate first aid practice and prearranged procedures for obtaining medical care, including ambulance service. Heat Stroke:

THIS IS A MEDICAL EMERGENCY – DELAY COULD BE FATAL. Immediately cool body (immersing in cold water, spray with cool water, or using any other means available for immediate cooling) while awaiting transfer to a hospital.

Heat Exhaustion: OBTAIN MEDICAL CARE AT ONCE. Withdraw individual from further activity and give fluids by mouth if athlete is able to swallow. Place athlete in shade and keep cool while awaiting transfer to hospital. Summary: The main problem associated with exercising in hot weather is water loss through sweating. Water loss is best replaced by allowing the athlete to drink as much water as he likes, whenever he wishes. The small amount of salt lost in sweat is adequately replaced by salting food to individual taste at mealtime.

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KENT SCHOOL DISTRICT REDUCING HEAD AND NECK INJURIES IN FOOTBALL Frederick O. Mueller Head and neck injuries in football have been dramatically reduced since the late 1960’s. Several suggestions for continued reduction are as follows: Pre-season physical exams for all participants. Identify during the physical exam those athletes with a history of previous head or neck injuries. If the physician has any question about the athlete’s readiness to participate the athlete should not be allowed to play. A physician to be present at all games. If it is not possible for a physician to be present at all games and practice sessions, emergency measures must be provided. The total staff should be organized in that each person will know what to do in case of a head or neck injury in game or practice. Have an Emergency Action Plan (EAP) ready and have your staff prepared to implement that plan. Prevention of further injury is the main objective. Athletes must be given proper conditioning exercises which will strengthen their necks so that participants will be able to hold their heads firmly erect when making contact. Strong neck muscles may help prevent neck injuries. Coaches should drill the athletes in the proper execution of the fundamentals of football skills particularly blocking and tackling. KEEP THE HEAD OUT OF FOOTBALL. KSD football coaches are required to be trained in USA Football Heads Up blocking and tackling guidelines. Coaches and officials should discourage the players from using their heads as battering rams. The rules prohibiting spearing should be enforced in practice and in games. The players should be taught to respect the helmet as a protective device and that the helmet should not be used as a weapon. All coaches, physicians and trainers should take special care to see that the player’s equipment is properly fitted, particularly the helmet. Strict enforcement of the rules of the game by both coaches and officials will help reduce serious injuries. When a player has experienced or shown signs of head trauma (loss of consciousness, visual disturbances, headache, inability to walk correctly, obvious disorientation, memory loss) he should receive immediate medical attention and should not be allowed to return to practice or game without permission from the proper medical authorities.

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KENT SCHOOL DISTRICT THE UNCONSCIOUS ATHLETE A Comment by the National Federation of State High School Associations and the Committee on the Medical Aspects of the American Medical Association The common definition of “first aid” is: The immediate emergency care of injury or illness until medical attention can be obtained. This is especially significant with regard to the player rendered unconscious during an athletic contest or practice. Medical attention should be immediately available. A physician present or readily available at games and during practice sessions. This requires that plans be developed so that a physician can be reached quickly by phone. The unconscious player can pose a serious problem, and the physician, the coach and the athletic trainer must realize the importance of prompt and proper care. There are a number of conditions that may cause unconsciousness. Some of these conditions and recommendations for care are listed below: Heat Stroke - Collapse – with dry, warm skin - indicates sweating mechanism failure and rising body temperature. THIS IS AN EMERGENCY; DELAY COULD BE FATAL. Immediately cool athlete by the most expedient means (immersion in cool water is best method). Obtain medical care at once. Player should not return to participation without consent of a physician. Heat Exhaustion - Weakness – with profuse sweating – indicates state of shock due to depletion of salt and water. Place in shade with head level lower than body. Give sips of diluted salt water. Obtain medical care at once. Player should not return to participation without consent of a physician. Impact Blow to Solar Plexus – Rest athlete on back and moisten face with cool water. Loosen clothing around waist and chest. Do nothing else except obtain medical care if needed. Player may return to participation if further medical care is not indicated. Impact Blow to Head – Head injuries in sports are usually subtle in nature. That is, the player may be briefly dazed or slow to get up. He/she may be groggy or dizzy for only a few moments. Such a player should be benched for at least a half hour, preferably the day, and not returned to play until alert, fully in command mentally, and free of headache or mental confusion. With a definite loss of consciousness, the player should be evaluated by a physician and observed hourly for a twenty-four hour period whether at a hospital or at home for any evidence of intracranial bleeding (e.g. headache, dilation of one pupil, nausea, dizziness, confusion). He/she should not be returned to sports in the interim, and subsequently only if he/she is completely free of symptoms such as headache or dizziness or mental confusion. Any suspicion of intracranial bleeding must be followed by immediate medical attention. Beyond the complaints of the athlete such as headache or dizziness, the following simple observations can be conducted to determine if there is an expanding intracranial lesion: State of consciousness – How impaired are movements? Pupils – inequality of size Heat – unusual slowing Eye Movements – nystagmus (dancing eyes) Outstretched arms – drift unilaterally Finger to nose test (eyes closed) – asymmetry 40

Heel to knee tests *eyes closed) – asymmetry Romberg test (standing with eyes closed) – falling Tandem walk (heel to toe walking a straight line) – inability to perform The three cardinal points to be stressed for successful emergency treatment are: 1. Communication: Phone access for quick calls for help. 2. Transportation: A vehicle must be readily available at the site to move the patient to the hospital when warranted. 3. Notification: The hospital must be informed of the patient’s status so that medical and nursing in the proper facilities will be available on his/her arrival.

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KENT SCHOOL DISTRICT MOVING THE INJURED ATHLETE STOP: LOOK: LISTEN: ACT:

(stop play immediately at indication of injury) (look for obvious deformity or other deviation from normal) (listen to athlete’s complaint) (Move the athlete only after serious injury is ruled out)

The first aid chart for Athletic Injuries thus places “action” last among the four initial steps of first aid to protect the athlete at the time of injury. Serious injuries occur in sports as in other activities of life. The advantage of participating in supervised sports is that these injuries can be anticipated and appropriate safeguarding measures taken. First aid procedures and equipment can be prearranged. Student managers as well as coaches, trainers and other faculty members connected with sports should be well-grounded in correct first aid procedures, especially proper methods of moving the injured player. Improper or careless methods can increase the severity of the injury and may even cause disability or death. A physician hopefully is present at athletic contests such as football, where the risk of injury is obvious. One of the responsibilities of the attending physician is to supervise the transportation of an injured athlete when this is necessary. However, such a provision is no assurance against problems, because serious injuries can occur: 1) in practice when a physician may not be immediately at hand, and 2) in sports that are not so hazardous to require the regular attendance of a physician. In such instances, it may be necessary to move the injured athlete in accordance with sound principles, although it would be preferable to do so only on a physician’s instructions: PRINCIPAL ONE: Avoid being hurried into moving an athlete who has been hurt. Meriting re-emphasis is the admonition that to protect the athlete at the time of injury, move him only after serious injury is ruled out. Few injuries in sports require breakneck speed in removal of the player; the game officials will respect the judgment and caution of responsible personnel. PRINCIPAL TWO: Obtain medical supervision before moving an athlete with a suspected neck or spinal injury. An athlete’s inability to move or feel an extremity, even if momentary, is sufficient cause for the first aider to be determined in his conservatism. Moving a player with such an injury can cause further damage and result in permanent disability if not death. The game can wait. PRINCIAPLE THREE: Have near at hand for ready use at the site of participation: 1) a stretcher or backboard with sand bags; 2) a cellphone; 3) a safe means of transportation to the nearest hospital. The stretcher may be in conflict with the heroic stoicism an injured player mistakenly wants to display. But with any serious injury, attempting to walk or run off the field may be sufficiently aggravating to delay unnecessarily the effective return of that athlete to competition. In the case of a concussive head injury, the recumbent position is a wise precaution against aggravation of possible internal bleeding before medical care can be reached. The immediate availability of a vehicle for rapid transit can be a lifesaver. Rapid communication with an assigned physician is frequently necessary. PRINCIPLE FOUR: If the player can be moved, support the injured joint or limb. If in the lower extremity, avoid weight-bearing. An assistant of 140 pounds is little help in this regard when helping a limping 200-pound player away from the zone of action. If the upper extremity is involved, giving support against gravity will bring the player the medical care with the least pain and risk. PRINCIPLE FIVE: If the player is to be moved, move him away from the proximity of the crowd. An emergency medical station near but not at the site of action will minimize the natural tendencies of the athlete to attempt unauthorized return to play. Equally important it will give the physician the opportunity to make a quiet unrushed initial evaluation of the severity of the injury. PRINCIPLE SIX: Post conspicuously and have understood by all supervisory personnel, the step-by-step directions for emergency first aid procedures. The physician closest to the school’s sports program can help develop the best practical plan for fitting the community’s resources to the supervisory coverage of games and practices. National Federation/American Medical Association 42

Recognition of a Drug User Spotting a drug user or abuser can be a difficult and complicated task for a coach or athletic trainer. Some of the changes that may be seen in an athlete using drugs resemble the symptoms of severe personal or emotional problems. It is imperative to treat the athlete as an individual and to talk to him/her privately about the nature of his/her problem. Here’s an outline of things to look for: -

Decrease in motivation Change in personality or behavior patterns Withdrawal from companionship Decline in performance, both physically and academically Frequent missing of classes, especially physical activity classes Inability to coordinate (standing or walking) Poor personal hygiene and grooming Muddled speech Impaired judgment Restlessness, jittery Muscular twitches, tremor of hands Heavy sweating, bad breath, nervousness (amphetamine abuse) Red eyes, listlessness, increased appetite with special craving for sweets (marijuana abuse)

What the Coach Can Do Successful programs have shown that doing simple things, like the following, are highly effective: 1) Call your captains together and talk about alcohol and other drug abuse. 2) Open a dialogue with all your athletes on alcohol and other drug abuse. 3) Get your athletes to use peer pressure on teammates to refrain from use of alcohol and drugs. 4) Enforce all training rules and school regulations. 5) Advise athletes of the legal penalties associated with drug and alcohol use and sale. 6) Know the symptoms of alcohol/drug abuse – recognize the signs. 7) Have a definite plan for dealing with drug and alcohol use by your athlete(s). 8) Set a conference with parents for co-signing training rule pledge cards. 9) Check on athletes. Call them at home. Let them know that you care. 10) Investigate any violations and confront the athlete immediately. 11) Take immediate action when you overhear party plans involving alcohol and drugs. 12) Confront the athlete immediately when you smell alcohol or some form of tobacco. 13) Develop alternative activities for athletes. 14) YOU, THE COACH, should set a good example for your athletes.

From “For Coaches Only”, a booklet by the Drug Enforcement Administration of the U.S. Department of Justice

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KENT SCHOOL DISTRICT INFECTIOUS DISEASE CONTROL GUIDE FOR SCHOOL STAFF GUILDELINES FOR HANDLING BODY FLUIDS IN SCHOOLS CONSIDERATIONS FOR PHYSICAL EDUCATION & ATHLETICS The following concepts should be applied as general safety precautions against the transmission of disease. No distinction is made between body fluids from students with a known disease or those from students without symptoms or with an undiagnosed disease. RESPONSIBILITY The coach in charge is responsible for seeing that these procedures are carried out and that the supplies are available. SUPPLIES NEEDED Spray bottle with plain water Spray bottle with one part household bleach to ten parts water (solution made up each day) Spray bottle with bactisol Disposable towels Gauze pads Gloves Plastic bags for disposal of contaminated items CARE OF HANDS Direct contact with body fluids should be avoided whenever possible. All personnel dealing with students in a situation where contact with body fluids is possible, especially blood, disposable gloves should be worn. Instances where contact with body fluids is unanticipated, hands and other affected areas should be washed with soap and running water for 10 seconds immediately after direct contact has ceased. Hands should also be washed after removing gloves. CARE OF GLOVES AND OTHER DISPOSABLE ITEMS Used gloves should be removed inside out and disposed of in a plastic bag or lined trash can. Used tissues, diapers and paper towels should also be places in a plastic bag or a plastic-lined waste can for disposal. CARE OF CLOTHING AND NON-DISPOSABLE ITEMS Non-disposable items (towels, clothing, etc.) that have been in contact with body fluids should be handled only when wearing plastic gloves and should be immediately rinsed and placed in a plastic bag. As soon as possible, these items should be washed separately in soap and water. If material is bleachable, add ½ cup of household bleach to the water cycle. If the material is not colorfast add ½ cup non-Clorox bleach (e.g. Clorox II, Borateam) to the wash cycle. Student clothing should be sent home in a plastic bag with laundry instructions.

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During the athletic event blood spots on the uniform should be sprayed with the same solution and then sprayed again with plain water to minimize the bleaching action on the uniform. Remember to wear gloves and dispose as indicated above. CARE OF THE INJURY If an athlete sustains a minor bleeding injury, the event should be stopped and the bleeding stemmed used a fresh disposable towel, gauze, or similar equipment. By using a spray bottle, any blood on the mat, the opponent, the official(s), or other people should be wiped off on a disposable paper towel sprayed with a 1 to 10 solution of laundry bleach in water (1-part laundry bleach to 10 parts water). CARE OF THE EQUIPMENT DISINFECTION OF MATS AND OTHER ATHLETIC EQUIPMENT In order to provide a safe, learning environment, all gymnastics and wrestling mats should be cleaned/disinfected at the conclusion of each days use. It an incident occurs where blood or saliva has contaminated the surface, cleaning and disinfecting (while wearing gloves) should take place prior to allowing activity to continue. Bactisol or a solution of 1 part household bleach diluted with 10 parts water are effective disinfecting agents. In addition to mats, attention needs to be given to any other surface or equipment that might have become soiled by body fluids.

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COMMUNICABLE DISEASE PRECAUTIONS

While the risk of one athlete infecting another with HIV/AIDS during competition is close to nonexistent, there is greater risk that other blood-born infectious diseases can be transmitted. For example, Hepatitis B can be present in blood as well as in other body fluids. Precautions for reducing the potential for transmission of these infectious agents should include, but are not limited to, the following: 1. Routine use of gloves or other precautions to prevent skin and mucous membrane exposure when contact with blood or other body fluids is anticipated. 2. Immediately wash hands and other skin surfaces if contaminated (in contact) with blood or other body fluids. Wash hands immediately after removing gloves. 3. The bloodied portion of the uniform must be properly disinfected or the uniform changed before the athlete may participate. 4. Clean all blood-contaminated surfaces and equipment with a solution made from a 1-10 dilution of household bleach or other disinfectant before competition resumes. Use new mixture for each event. Discard after each event. 5. Practice proper disposal procedures to prevent injuries caused by needles, scalpels and other sharp instruments or devices. 6. Although saliva has not been implicated in HIV transmission, to minimize the need for emergency direct mouth-to-mouth resuscitation, mouthpieces, resuscitation bags, or other ventilation devices should be available for use. 7. Athletic trainers/coaches with bleeding or oozing skin conditions should refrain from all direct athletic care until the condition resolves. 8. Contaminated towels should be properly disposed of or disinfected. 9. Follow acceptable guidelines in the immediate control of bleeding and when handling bloody dressings, mouth guards and other articles containing body fluids. 10. Refer to the specific sport rules for additional information.

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HEADS UP: CONCUSSION IN YOUTH SPORTS A Fact Sheet for COACHES • • • • •

A concussion is a brain injury. All concussions are serious. Concussions can occur without loss of consciousness. Concussions can occur in any sport. Recognition and proper management of concussions when they first occur can help prevent further injury or even death.

WHAT IS A CONCUSSION? A concussion is an injury that changes how the cells in the brain normally work. A concussion is caused by a blow to the head or body that causes the brain to move rapidly inside the skull. Even a “ding,” “getting your bell rung,” or what seems to be a mild bump or blow to the head can be serious. Concussions can also result from a fall or from players colliding with each other or with obstacles, such as a goalpost. The potential for concussions is greatest in athletic environments where collisions are common.1 Concussions can occur, however, in any organized or unorganized sport or recreational activity. As many as 3.8 million sports- and recreation-related concussions occur in the United States each year.2 RECOGNIZING A POSSIBLE CONCUSSION To help recognize a concussion, you should watch for the following two things among your athletes: 1. A forceful blow to the head or body that results in rapid movement of the head. 2. Any change in the athlete’s behavior, thinking, or physical functioning. (See the signs and symptoms of concussion.) SIGNS AND SYMPTOMS SIGNS OBSERVED BY COACHING STAFF ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪

Appears dazed or stunned Is confused about assignment or position Forgets sports plays Is unsure of game, score, or opponent Moves clumsily Answers questions slowly Loses consciousness (even briefly) Shows behavior or personality changes Can’t recall events prior to hit or fall Can’t recall events after hit or fall

SYMPTOMS REPORTED BY ATHLETE ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪

Headache or “pressure” in head Nausea or vomiting Balance problems or dizziness Double or blurry vision Sensitivity to light Sensitivity to noise Feeling sluggish, hazy, foggy, or groggy Concentration or memory problems Confusion Does not “feel right”

Adapted from Lovell et al. 2004

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Athletes who experience any of these signs or symptoms after a bump or blow to the head should be kept from play until given permission to return to play by a health care professional with experience in evaluating for concussion. Signs and symptoms of concussion can last from several minutes to days, weeks, months, or even longer in some cases. Remember, you can’t see a concussion and some athletes may not experience and/or report symptoms until hours or days after the injury. If you have any suspicion that your athlete has a concussion, you should keep the athlete out of the game or practice. PREVENTION AND PREPARATION As a coach, you can play a key role in preventing concussions and responding to them properly when they occur. Here are some steps you can take to ensure the best outcome for your athletes and the team: •

Educate athletes and parents about concussion. Talk with athletes and their parents about the dangers and potential long-term consequences of concussion. For more information on long-term effects of concussion, view the following online video clip: http://www.cdc.gov/ncipc/tbi/Coaches_Tool_Kit.htm#Video. Explain your concerns about concussion and your expectations of safe play to athletes, parents, and assistant coaches. Pass out the concussion fact sheets for athletes and for parents at the beginning of the season and again if a concussion occurs.

•

Insist o o o

o

that safety comes first. Teach athletes safe playing techniques and encourage them to follow the rules of play. Encourage athletes to practice good sportsmanship at all times. Make sure athletes wear the right protective equipment for their activity (such as helmets, padding, shin guards, and eye and mouth guards). Protective equipment should fit properly, be well maintained, and be worn consistently and correctly. Review the athlete fact sheet with your team to help them recognize the signs and symptoms of a concussion.

Check with your youth sports league or administrator about concussion policies. Concussion policy statements can be developed to include the league’s commitment to safety, a brief description of concussion, and information on when athletes can safely return to play following a concussion (i.e., an athlete with known or suspected concussion should be kept from play until evaluated and given permission to return by a health care professional). Parents and athletes should sign the concussion policy statement at the beginning of the sports season. •

Teach athletes and parents that it’s not smart to play with a concussion. Sometimes players and parents wrongly believe that it shows strength and courage to play injured. Discourage others from pressuring injured athletes to play. Don’t let athletes persuade you that they’re “just fine” after they have sustained any bump or blow to the head. Ask if players have ever had a concussion.

•

Prevent long-term problems. A repeat concussion that occurs before the brain recovers from the first—usually within a short period of time (hours, days, or weeks)—can slow recovery or increase the likelihood of having long-term problems. In rare cases, repeat concussions can result in brain swelling, permanent brain damage, and even death. This more serious condition is called second impact syndrome.4,5 Keep athletes with known or suspected concussion from play until they have been evaluated and given permission to return to play by a health care professional with experience in evaluating for concussion. Remind your athletes: “It’s better to miss one game than the whole season.”

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WHAT SHOULD A COACH DO WHEN A CONCUSSION IS SUSPECTED? 1. Remove the athlete from play. Look for the signs and symptoms of a concussion if your athlete has experienced a bump or blow to the head. Athletes who experience signs or symptoms of concussion should not be allowed to return to play. When in doubt, keep the athlete out of play. 2. Ensure that the athlete is evaluated right away by an appropriate health care professional. Do not try to judge the severity of the injury yourself. Health care professionals have a number of methods that they can use to assess the severity of concussions. As a coach, recording the following information can help health care professionals in assessing the athlete after the injury: • • • • •

Cause of the injury and force of the hit or blow to the head Any loss of consciousness (passed out/knocked out) and if so, for how long Any memory loss immediately following the injury Any seizures immediately following the injury Number of previous concussions (if any)

3. Inform the athlete’s parents or guardians about the possible concussion and give them the fact sheet on concussion. Make sure they know that the athlete should be seen by a health care professional experienced in evaluating for concussion. 4. Allow the athlete to return to play only with permission from a health care professional with experience in evaluating for concussion. A repeat concussion that occurs before the brain recovers from the first can slow recovery or increase the likelihood of having long-term problems. Prevent common long-term problems and the rare second impact syndrome by delaying the athlete’s return to the activity until the player receives appropriate medical evaluation and approval for return to play.

If you think your athlete has sustained a concussion… take him/her out of play, and seek the advice of a health care professional experienced in evaluating for concussion.

For more information and to order additional materials free-of-charge, visit: https://www.cdc.gov/headsup/youthsports/index.html For more detailed information on concussion and traumatic brain injury, visit: https://www.cdc.gov/TraumaticBrainInjury/index.html REFERENCES

1. Powell JW. Cerebral concussion: causes, effects, and risks in sports. Journal of Athletic Training 2001; 36(3):307-311.

2. Langlois JA, Rutland-Brown W, Wald M. The epidemiology and impact of traumatic brain injury: a brief overview. Journal of Head Trauma Rehabilitation 2006; 21(5):375-378.

3. Lovell MR, Collins MW, Iverson GL, Johnston KM, Bradley JP. Grade 1 or “ding” concussions in high school athletes. The American Journal of Sports Medicine 2004; 32(1):47-54.

4. Institute of Medicine (US). Is soccer bad for children’s heads? Summary of the IOM Workshop on 5.

Neuropsychological Consequences of Head Impact in Youth Soccer. Washington (DC): National Academy Press; 2002. Centers for Disease Control and Prevention (CDC). Sports-related recurrent brain injuries-United States. Morbidity and Mortality Weekly Report 1997; 46(10):224-227. Available at: www.cdc.gov/mmwr/preview/mmwrhtml/00046702.htm.

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KENT SCHOOL DISTRICT RESPONSIBILITY & PROCEDURES FOR PUBLICITY

1. Responsibility for Publicity: The responsibility for publicity rests on the coach. The coach owes it to his team to see that they are recognized for their efforts. Athletes enjoy receiving publicity. When used effectively, it is a tremendous means for motivation. Publicity reports should include information pertaining to post game, pre-season and post season. 2. Procedures for Publicity: The coach should report directly to WPAN as required by KSD and NPSL Administration. The Middle School Coach should have: 1) Articles in the school bulletin before and after each contest. 2) Articles in the school paper. 3) Scores emailed to the District Athletic Department before 9:00 AM on the day after the contest.

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ATHLETIC DEPARTMENT POLICIES FOR SPRING AND SUMMER ACTIVITIES GENERAL GUILDLINES FOR ALL SPORTS: (Includes Practices, Weight Room & General Conditioning Activities) ▪ ▪ ▪ ▪ ▪ ▪ ▪

Senior High Schools can organize and conduct practice dates. Middle School practices are not allowed. A written plan including dates & times of practices must be authorized by the building athletic director or administration. All athletes must be properly registered with building athletic director. This includes current KSD registration and physical authorization form. Coaches must possess, at all times, an emergency medical information for every athlete. Current Eighth Grade Middle School students are not allowed to participate at High School spring turnouts until the conclusion of the last season 4 contest. The concluding event is typically the Middle School Conference Track Meet. Practices are optional. Students are not required to attend. Proper supervision must be present at all times.

SPRING FOOTBALL: ▪ ▪ ▪ ▪

Maximum turnouts are per WIAA Guidelines. See current WIAA Handbook. Helmets may be issued and used for athlete’s protection Shoulder pads may be issued and used for athlete’s protection. Shorts or sweat pants only. No knee or thigh pads.

HELMETS: ▪ ▪ ▪ ▪ ▪ ▪ ▪

Helmets used in spring practice must be resubmitted for reconditioning and NOCAE recertification unless respective helmet is issued to same athlete for fall turnouts. Helmets must be collected and stored during the summer. Helmets may be issued to players selected to play in the WSFCA All-Star game. Helmet must be returned and resubmitted for recertification. Students are not allowed to take helmets home or to use helmets at camps attended on an individual, non-team basis. Helmets may be issued for players to wear to commercial team camps outside the Kent School District only if District Risk Manager has given written approval that said camp meets all district insurance requirements. After each fall season, all helmets used during the season must be submitted for recertification unless helmet is to be discarded from inventory. Head coaches are required to keep an accurate and complete inventory list of every helmet. Such list shall include the respective manufacturing dates and dates of recertification. Helmets are required to be recertified at least once every two years.

FOR ACTIVITIES SUCH AS: CAMPS, CLINICS, LEAGUES, TOURNAMENTS AUTHORIZATION MUST BE OBTAINED FROM BUILDING ATHLETIC DIRECTOR CONTACT BUILDING ATHLETIC DIRECTOR FOR REGULATIONS & PROCEDURES

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KENT SCHOOL DISTRICT

GUIDELINES FOR SUMMER ACTIVITIES 1.

Kent School District Athletic Department policy allows district employed coaches to seek approval to organize and conduct summer athletic activities on district facilities and grounds.

2.

Approved activities must comply with all WIAA and KSD Rules and Regulations.

3.

The Senior High Building Athletic Administrator is responsible for the review, final approval and administrative oversight of all summer activities conducted by their respective building coaches and athletic programs.

4.

Activities in Categories #1, #2, & #4, must be optional and open to all Kent School District students.

5.

Proper supervision must be present at all times.

6.

Current Middle School students (incoming 9th graders) are not allowed to participate until the conclusion of the last Season 4 contests.

CATEGORY DESCRIPTIONS ACTIVITY CATEGORY #1 Submit Category #1 Description & Approval Form These activities take place at the senior high and are open and available ONLY to students properly registered to attend school at the start of the upcoming school year. Example of Category #1 Activities: ➢ Team Practices ➢ Open Gym/Fields ➢ Weight Room /Conditioning If approved, there are no facility use charges and district insurance coverage is in effect. Follow established building in-house facility scheduling process.

ACTIVITY CATEGORY #2 Submit Category #2 - Description & Approval Form for District or Non-District Activity These activities take place at the senior high and are open and available to high school, middle school and/or elementary age students. Example of Category #2 Activities: ➢ Sport Specific Camps and/or Clinics ➢ Sport Specific Summer Leagues and/or Tournaments (KSD or Surrounding Districts) o Basketball Leagues/Tournaments o 7 on 7 Football Passing Leagues o Volleyball Leagues

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There are two types of Category #2 Activities: 1. District Sponsored Activity Sponsor may charge and collect a registration fee (not required). If a fee is required to participate, the fees are to be submitted directly to the school cashier by no later than the last day of school prior to summer. Coaches are not allowed to collect and/or deposit money. Activities requiring collection of money after the deadline MUST be approved as a Non-District sponsored activity. If approved, there are no facility use charges and district insurance coverage is in effect. 2. Non-District Sponsored Activity These activities are sponsored by non-school groups. (Example: Booster Clubs) The collection of fees and other monies is the responsibility of the applicant as are all expenses. Applicant must provide a Certificate of Insurance, HB-1824 & SB 5083 Compliance Statement, Facility Use Application (DF -008), Facility Use Applicants Responsibilities form (DF-008a-02), and if applicable, Turf Use Application and Turf Use Rules & Regulations form. If approved, there are no facility use charges.

ACTIVITY CATEGORY #3 (Submit Category #3 - Team Camp Outside KSD Form) These are activities when Kent School District athletic teams are traveling together outside the school district boundaries to attend team camps. Example of Category #3 Activities: ➢ Multiple College Locations - Football Team Camp ➢ Multiple College Locations – Basketball Team Camps

ACTIVITY CATEGORY #4 Community Parks Application submitted to District Athletic Department These are activities sponsored by Kent and/or Covington Parks & Recreation in co-operation with KSD Coaches. Advertising, Registration, Fee Collection and any additional expenses are the responsibility of the Parks Program.

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COMMERCIAL ACTIVITIES (KSD Board Policy 6299) The board recognizes the compulsory nature of education and the mandatory participation requirements students face as part of the education process. School programs exist to serve the educational needs of students and should not become environments wherein students or staff members are subjected to manipulation for commercial purposes. The board also recognizes that businesses and other organizations play an important role in supporting schools and students. School programs, particularly student activities, require support. Commercial activities include sponsorships and partnerships of materials and events, fundraising, advertising, and commercial sales to students and staff. This commercial activity policy is intended to establish a practical balance between the funding needs of school programs and the following values. • • • • •

Direct commercial influence on instructional materials and students should be minimized. The district must offer healthy, nutritional vending choices for students. Student safety must be promoted. Preservation of instructional time is of paramount importance. Significant teacher, clerical, administrative time, and other district resources may not be used in support of commercial activities. • Care must be taken to assure that businesses are provided fair and equal opportunity to participate in district-operated commercial activities. • District collaboration in commercial activities shall not be construed in any way to be an endorsement of a product or a sponsor. All commercial activities shall be consistent with Kent School District policies prohibiting discrimination on the basis of race, color, national origin, religion, sex, handicap, age, or sexual orientation, and shall not be permitted where they are misleading, inaccurate or not age-appropriate for the students involved. Commercial activities shall not include any sponsorships or partnerships, advertising, or fundraising with companies that promote behavior not acceptable by students, or include any activities or materials that could be manufactured into something inappropriate or illegal for student use. Advertising Within the meaning of this policy, examples of advertising may include, but are not limited to: • • • • • • •

Advertising on all Kent School District properties Sports field advertising Advertising in the gym Building interior advertising Reader board advertisements Scoreboard advertisements Website advertisements

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Advertising may be permitted under the following conditions: • •

• • • •

Advertising on sponsored/donated materials cannot overshadow the purpose or use of the item and must be incidental. Coupons and vouchers donated by businesses may be used for student prizes, awards, and incentives. This applies whether the coupons/vouchers are solicited or unsolicited. Distribution of these items to all students could be viewed as advertising and is not permitted. In the event of a district authorized franchise allowing a business to sell its products/services on district property, advertising must be temporary and limited to a single event. Advertising provided by the sponsor of an event must be temporary and limited to the duration of the event. District may explore the feasibility of commercial advertising at French Field. Ongoing marketing incentive fundraisers that benefit the district can be advertised for information purposes if there is no cost to the school/district and printed information is distributed to the community no more than four times per year. Internet links providing information on these programs may be placed on building websites without time limitation, but links and information must not overshadow or dominate a school’s website (e.g. percentage of store sales commissions to schools).

Specifically prohibited types of advertising include the following: • • •

Non-incidental advertising in classrooms or other instructional spaces. Advertisements on inside and outside of buses. Advertising done in exchange for goods, supplies, services, or monetary gain that 1) utilize instructional time; 2) require student attention; 3) has no educational value. • Permanent advertising on building, or exterior (including roofs). • Commercial advertisements sent home with students, not including incidental advertising connected to authorized school fundraisers. • Commercial advertisements delivered to staff members while in school district facilities. Sponsorships & Partnerships Within the meaning of this policy, examples of sponsorships/partnerships may include, but are not limited to: • • • • •

Corporate supplied teaching aids Banking and savings programs Book covers, maps, rulers, periodic tables Sponsored assemblies Reference materials

Commercial sponsorship of instructional materials, programs, and events may be permitted under the following conditions: •

Materials, programs or events must further instructional goals of the district or have public value to the school community. • Commercial advertising aspects of sponsorship must be minimized and balanced against program benefits. • Scope, magnitude, and longevity of sponsored programs must determine the level of review and authorization. 55

•

In some instances there may be educational and/or community benefit in allowing a vendor to sell product(s) to students. The granting of a right, by a district administrator, to a non-district entity to conduct business constitutes a franchise. Franchises shall strictly follow district policy and procedures on purchasing and contracting. Examples of franchises could include: class ring sales, school letterman jacket sales, book sales by an invited author, and school pictures.

Fundraising Within the meaning of this policy, examples of fundraising may include, but are not limited to: • • • •

Vending machines “Popcorn and pepperoni” type sales Student stores (secondary and elementary) Product sales to the students and community

Fundraising may be permitted under the following conditions: • • • • • • • • • • •

•

Students’ participation shall be purely voluntary. Students shall not be required, or in any way coerced, to fundraise for any student activity. Door-to-door sales by elementary students are prohibited. Sales to family and friends are permissible, provided that the parent/guardian is notified in advance of the sale. All fundraisers must comply with district policy and procedures on fundraising, purchasing, and contracting. Fundraising specifically for basic education/instructional supplies is not permitted except for those “extra” items that a school has requested. A minimal amount of school time may be used for informational purposes concerning fundraisers, including assemblies and for the collection of funds. Schools may participate in marketing incentive programs when promotional materials are provided at no cost. Occasional sales of non-nutritional foods shall be permitted at elementary schools with the principal’s approval. Vending machines accessible to elementary school students are restricted to a limited number. Machines shall provide only water, fruit juice, or nutritious products as defined by USDA standards. Profits from all staff area vending machines shall be used for ASB or instructional programs after a reasonable utility reimbursement. Vending machines accessible to students and staff are allowed at secondary schools, as long as healthy alternatives are provided on an equal basis and priced such that the healthy alternatives do not cost more than non-nutritional choices. Profits from vending machines at secondary schools shall primarily benefit the ASB’s at the schools earning the profit after reasonable charges for utilities are reimbursed.

Fundraising On District Premises By Non-Profit Organizations Affiliated With School District Functions Within the meaning of this policy, examples of non-profit organizations affiliated with school district functions may include, but are not limited to: Parent-Teacher Organizations 56

Booster Groups Scouting, Campfire and similar youth organizations Fundraising may be permitted under the following conditions: •

Student participation shall be purely voluntary. Students shall not be required, or in any way coerced, to fundraise. • Students may participate in on premises fundraising activities by affiliated organizations only immediately before and after school and during lunch and recess. Student participation during school time may be permitted by the building principal if the activity has educational value. Fundraising by affiliated organizations, involving the sale of goods or services prohibited by other district policies, procedures, or state or federal law is also prohibited by this policy. (See Policy 2340) All fundraising by affiliated organizations on district property must be approved in advance by the appropriate principal or program administrator. Adopted by Board: 06/27/01 Revised by Board: 06/22/05

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FUNDRAISING INTRODUCTION Fundraising activities are a frequent component of ASB programs. It is important for these activities to be compatible with the basic philosophy and program of the Kent School District. The activities must also be in accordance with the current school board policies and procedures, state law and the district’s ASB manual. This section defines the guidelines and considerations that must be strictly adhered to with respect to sponsorship and appropriateness of activities, accounting procedures and compliance with regulations. CONTROL/SPONSORSHIP It is recognized that support groups, such as the PTSA, may raise funds for student activities. However, there cannot be any co-sponsorship of events. If the fundraising activity is conducted under the direction and control of an outside organization, then it is considered a private activity with the sole responsibility for collection deposit and disbursement of funds being with that organization. The control of an activity is important to define when considering fundraising and financial resources. Based on the legal constraints of RCW 28A and WAC 392, this control is either with the associated student body of the school district, or with a support group such as the PTSA. This does not prohibit support and assistance by an outside group for ASB activities of an outside group. When the approval, supervision, and direction of an activity is under the control of the school district, all fundraising activity and financial resources are considered ASB activities and funds. As such, these resources are collected, deposited, and accounted for as outlined in this manual. The ASB disburses those funds under applicable rules and assumes the risk of any loss. Note: District employees may be members of school support organizations (i.e. Booster Club, PTS, etc.) but should not hold office in that organization *i.e. president, vice-president, secretary, treasurer). District employees should never have check-signing abilities in these organizations. Quick-Test to Determine Sponsorship ➢ Who is signing the contract(s)? If signed by a support group organization, then the district should not be involved in the financial aspect (no handling of money, no depositing). All other forms of assistance by district employees must be done on personal time and outside of the work day. ➢ If no contract is required, where is the money going to be deposited? If an outside organization deposits the money, it is not a KSD event and funds should not be held in any district facility or bank account.

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GENERAL FUNDRAISING GUIDELINES Student participation must be voluntary. Fundraising activity must be such that it is not likely to create a poor public relations image. The fundraising activity efforts must not interfere with the educational program. Fundraising activities cannot involve giving gifts as defined in the introduction of this manual. In that light, the value of prizes awarded in fundraising activities should not exceed the total amount of money raised. A distinction must be made to clearly define the sponsorship of activities. ▪

If the fundraising activity is with the approval, and at the direction or under the supervision of the school district, then all moneys are known as “Associated Student Body Money” and must be deposited directly into district bank accounts and they are to be accounted for in the associated student body fund.

▪

While there may not be any co-sponsorship of fundraising activities, the sponsoring group may contract with another group for payment in exchange for help with the activity. Such an arrangement must be made separately from the determination of sponsorship of an event.

▪

Since one group or the other will sponsor each activity, losses suffered from an activity must be the sole responsibility of the sponsoring group.

▪

The principal’s approval must be obtained prior to the event. Prior approval should be documents on the Fundraising Activity Form

▪

Get organized! Pre-planning for the fundraiser is imperative.

▪

A purchase order for all goods to be sold must be made before the fundraiser begins.

▪

Some fundraisers are exempt from paying sales tax on items purchased for resale. Check out the “Purchasing & Payments” information in Section IV to see if your event qualifies.

▪

All merchandise must be checked in, checked out, and secured.

▪

All funds raised through ASB activities must be deposited to the ASB fund account immediately. “See the cash handling procedures in this manual.)

▪

A final reconciliation must be done after the event. All paperwork must be kept on file in the main office for audit purposes.

▪

Fundraising activity forms must be completed quarterly for yearlong sales like ASB card, yearbooks, parking permits and student store activities. 59

FUNDRAISING TIPS PLANNING ▪

Use the fundraising checklist!

▪

Get prior approval from the principal, secretary/cashier, advisor and student(s). Make sure they sign section A of the fundraising activity form as documentation of their approval.

▪

Plan and get organized! Come up with a well thought out plan to execute the event and document it. Decide how long the event will last. Document all procedures to be followed during the event. Checkout special rules for certain events (ticket sales, raffles, stores, charitable fundraisers). Design record keeping forms to fit the activity. Discuss and coordinate cash handling and deposit requirements with ASB bookkeeper or secretary. Gather as much information as you can (on supplies, prices, contract, expectations, etc.). Establish selling prices. Estimate revenues, expenses and profit. Decide where merchandise will be secured. Determine how you will handle unsold merchandise.

▪

Secure tickets and/or merchandise. Get an accurate beginning inventory count and save the paperwork to prove that you did it!

▪

Do final reconciliation and determine profit/loss.

PROCESS ▪

Turn in money, with back-up documents (i.e. student receipt log) to the office the same day the students bring it to school.

▪

Write receipts, track sales and inventory.

▪

Keep merchandise, tickets and money secure.

CLOSEOUT ▪

For product sales, do an ending inventory count. Reconcile cash receipts to inventory. For ticket sales, complete the ticket sales report.

▪

Complete a fundraiser final reconciliation and determine profit for all events. Complete the fundraiser activity form and send a copy to the Finance Department.

▪

Evaluate the successfulness of the event. Was it as profitable as anticipated? Is it worth doing again?

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THINGS TO AVOID These are hypothetical examples to illustrate problems that can occur with ASB fundraisers: SITUATION: An elementary school PTA is operating a student picture fundraiser. As in the past, the principal has signed the contract with the photographer. The PTA is responsible for the operation of the fundraiser. They organize the students and get them ready for their pictures. They collect the money for the orders, deposit the receipts into their bank account and pay the photographer. EXPLANATION: The main problem with this scenario is that the principal has signed the contract. Since the principal has executed control in the activity, the revenues are considered ASB funds and should be deposited into the ASB account. The solution would be to either have the PTA sign the contract and have complete control, or have the school take complete control which would include receiving all the revenues and depositing them to the ASB fund account. SITUATION: A couch has made a deal with the local distributor so that his team players can buy workout shoes for themselves at a nice discount. The players can bring in a check made either to the coach or the distributor for their shoes. The coach will bring the money all at once to the distributor and the shoes will be ordered at that time. EXPLANATION: The optional purchase of the shoes is considered an extracurricular activity. Since it is an extracurricular activity of the district, the money is considered ASB money and must be deposited to the ASB account. The coach cannot take the money directly to the distributor or deposit it into his own account. After the money is deposited to the ASB then a purchase order may be completed and the shoes can be purchased for the students. Another option would be to have the students go directly to the distributor and purchase the shoes at the discount price. SITUATION: An elementary school is selling pepperoni and licorice at lunch recess every Wednesday for the entire school year. There are two parent volunteers that store and sell merchandise and collect proceeds every Wednesday. They collect the money in a shoebox and give it to the head secretary at the end of recesses. They also take out of the proceeds enough cash to purchase more supplies (pepperoni/licorice) when inventory gets low. EXPLANATION: Since this is a school sponsored event there must be a staff member supervising the activities. Money cannot be taken out of the proceeds to purchase inventory, nor can it be used for reimbursement. All purchasing/reimbursements should be done in coordination with the head secretary. Merchandise in a school sponsored fundraiser must be stored and controlled by school personnel, not by volunteers or outside organizations. There should be some mechanism to track daily sales (which should be reconciled to daily cash receipts). Inventory should be physically counted and reconciled to sales on a regular basis. A complete profit/loss analysis should be done at least three times per year for extended sales and for yearlong sales.

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KENT SCHOOL DISTRICT Charitable Fundraising Checklist Prior to Event  Decide how the anticipated proceeds will be spent.  Decide who will handle the money and sign contracts (PTA, booster club, school). This will help determine sponsorship. (If sponsored by an organization other than the school, these procedures do not apply.)  Complete section A of the Fundraising Activity Form (see Cashier or Stafflink). Identify… o Type of fundraiser. (Is it board approved?) o Intended beneficiary (include name, address and who check request should be made out to). o Start and stop dates for event. o Obtain appropriate signatures as listed on the form for proof of pre-approval.  Verify that the proposed beneficiary is a legitimate charitable organization or cause. Documentation?  Identify equipment, materials and facility needs and estimate costs. (Do not make a verbal or written commitment to purchase anything. All purchases must be coordinated with the ASB administrative assistant.)  Work with the ASB administrative assistant and vendor to arrange for payment of expenses by donation, delayed billing, or purchase by private individual(s) with possible reimbursement after event has been completed and reconciled. Remember: Charitable fundraising is a private activity and district (public) funds should not be used to offset, front-fund or pre-pay expenses (including start-up costs).  Obtain/design appropriate fundraising record keeping forms to document details of the event. Pre-approved district receipts are required.  Determine how "notice" will be given.  Notify parent/guardian prior to student participation in fundraisers involving sales of goods or services outside of the school setting. During Event  Follow district procedures regarding daily cash receipting, inventory control, safeguarding of assets, prenumbering tickets, giving notice to prospective customers, etc.  Use record keeping forms to document sales.  Transfer money to the office the same day that students bring it to school.  Deposit money intact to district amount in ASB 62XX series.  All charitable fundraising activities must take place outside of school time. District staff (other than the ASB administrative assistant) desiring to support these activities may do so on personal time, outside of the work day. After Event  Complete a final reconciliation of the event. o Inventory of remaining goods. o Reconcile actual revenue to receipts/sales log. o Reconcile expected sales (based on inventory count) to actual sales (cash deposited). o Prepare a profit/loss analysis. (Include in Fundraising Activity Form-Part B.)  Process payment for administrative costs (i.e. custodial time, facility fees, etc.). 62

    

Submit reimbursement request(s) for expenses (not to exceed revenue collected). Advisor and student officer(s) sign and submit all completed forms to administrative assistant. Administrative assistant reviews forms for accuracy and resolves discrepancies with advisor. Administrative assistant and Principal sign part C of fundraising activity form to approve reconciliation. Check/warrant request for the charity is submitted in the amount of remaining cash balance. o Attach copy of receipts or cash receipts report(s) as backup documentation for the Accounting Department.  Original documents filed at the school for audit purposes. ****************************************************************************************** LANGUAGE FOR GIVING NOTICE TO PROSPECTIVE CUSTOMERS: "Proceeds from this event will be donated to . Funds collected are non-associated student body private moneys and will be held in trust by Kent School District exclusively for the specified purpose." ****************************************************************************************** IDEAS FOR GIVING NOTICE:  Pre-printed cards given out at time of transaction  Labels attached to the back of receipts  Printed on posters that advertise the event  Printed on signs posted in plain view where money is exchanged  Printed on pledge sheets that donors sign  Printed on signs affixed to containers where money is collected

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Forms

Forms may be obtained in one of the following manners: ▪ ▪ ▪

On Stafflink (KSD site for employees - most forms found here). From Building Athletic Director Online at the Athletic Department website @ www.kent.k12.wa.us/KSD/AT

The following forms are available to coaches: ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪ ▪

STUDENT ACCIDENT REPORT ATHLETIC PHYSICAL FORM ELIGIBILITY LIST ELIGIBILITY LIST ADDENDUM VOLUNTEER COACHING APPLICATION ATHLETIC INVENTORY FOOTBALL HELMET INVENTORY SHOULDER PAD INVENTORY OFF CAMPUS RUNNING PERMISSION MIDDLE SCHOOL WRESTLING MEET WEIGHT SUMMARY MIDDLE SCHOOL WRESTLING WEIGHT PERMIT MIDDLE SCHOOL WEIGHT CLASSIFICATION ROSTER ASB GAME MANAGEMENT EXPENSE REPORT ASB GAME MANAGEMENT STIPEND SCHEDULE TRACK MEET MANAGEMENT OFFICIALS KENT LEAGUE GYMNASTICS SCORESHEET POST SEASON COACHING EXTRA PAY REQUEST REQUEST FOR COLUMN “G” SALARY PLACEMENT REQUEST FOR COLUMN “H” SALARY PLACEMENT FUNDRAISING ACTIVITY FORM SUMMER PROGRAMS ACTIVITY DESCRIPTION SUMMER ACTIVITY BUDGET FORM FIELD TRIP REQUEST FORM FIELD TRIP EXCURSION SUPPLEMENT FIELD TRIP LIST OF STUDENT PARTICIPANTS FIELD TRIP PARENTAL INFORMATION FIELD TRIP EXCURSION SUPPLEMENT, OVERSEAS TRAVEL FIELD TRIP EXCURSION SUPPLEMENT, OT, CHECKLIST STUDENT PRIVATE TRANSPORTATION PERMISSION FORM VOLUNTEER DRIVER, AFFIDAVIT OF INSURANCE

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