Cannon Falls Activities Director
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Cannon Falls Activities Director |
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The need for
precise job description specifications is becoming obvious with the stronger
emphasis on credibility and accountability in all co-curricular programs. There is a definite need for precise criteria
to measure an Advisor's performance within the framework of the district
objectives for all co-curricular activities. Expectations of Advisors 1. Communications: An advisor/coach
should be able to develop good communications with individuals, groups,
participants, the student body, the professional staff, the community as a
whole, spectators, official’s fellow advisors/coaches, the media and parents of
participants. Good communication and
competency are invaluable for all advisors/coaches. I.
When
conferences are necessary, the following procedure must be followed to help
promote a resolution to the issue or concern.
A concern involving an athletic or non-athletic activity MUST follow an
appropriate chain of command to be resolved.
The appropriate chain of command is: a.
Participant
– Advisor/Coach b.
Participant/Parent
– Advisor/Coach c.
Participant/Parent
– Advisor/Coach – Activities Director d.
Participant/Parent
– Advisor/Coach – Activities Director – Principal e.
Participant/Parent
– Advisor/Coach – Activities Director – Principal – Superintendent *
All communication begins with the participant and the Advisor/Coach of their
level of activity, i.e. a 7th grade participant will express any
concerns with their 7th grade Advisor/Coach before going to the Head
Coach/Advisor of that activity. II.
If
possible, call the coach/advisor during the day. If the coach/advisor cannot be reached, leave
a message for him/her. The coach/advisor
will then return the call. III.
Please
avoid discussing the problems with the coach/advisor just before or after an
event or practice. These can be
emotional times for both the parent and the coach/advisor. Meetings at these times do not promote
resolution. IV.
However,
when participants need to talk to their coach/advisor, after practice is best or
even better, ask the coach before practice if you can set a time at which you
can speak with them. Coaches/Advisors
who teach in the building can many times meet with participants during the
school day when necessary. This can be
more productive than a rushed meeting before or after practice. V.
Other
than to request a meeting or to ask that the coach/advisor call you, do not
approach the coach/advisor in a public setting with other parents or
participants nearby. This puts both of
you in a difficult position. 2. Cooperation: The district
expects professional give and take among all individuals associated in any
degree with the comprehensive program.
One must always keep in mind that his/her activity is not the only
activity; it is only part of the total co-curricular educational program of the
school. Therefore, it is important to
support, promote and cooperate with all other advisors/coaches for the well
being of the total programs. 3. Treatment
of Participants: The main reason
for having activities within the school is to help provide opportunities for
young men and women to develop their capabilities to the fullest extent. Development of positive attitudes is an
important means to accomplishing this aim.
We must promote and teach only clean, aggressive, and fair play, while
stressing good sportsmanship at all times.
The advisor/coach must be a leader and set an example. The
advisor/coach will be fair and unprejudiced with participants considering their
individual differences, needs, interests, aptitudes and environments. The safety and
welfare of participants should always be uppermost in the advisor's/coach's
mind. Family obligations and their
requests relative to family travel and/or activities will not be ignored. 4. Professionalism
towards fellow advisors/coaches: The
advisor/coach will encourage independent thought on the part of the staff. An important factor is human relations
skills, which provide for an open exchange of ideas in a courteous, thoughtful
manner. Praise and recognition of
assistants should be awarded when justified.
Misunderstandings between advisors/coaches should be discussed as soon
as possible and in an appropriate location away from the participants and other
people not concerned with the activity. 5.
Sports In Season Take Precedence: Sports in Season
take precedence in terms of facilities, resources, and student
involvement. The
advisor/coach expects all staff to contribute a full measure of time, effort,
thought and energy to the activity. The
staff must be willing and able to do things that they may not wish to do or
even like to do. They must fulfill the
responsibility to all participants and the activity itself. The Activities Director will complete
performance appraisals. Each head
advisor/coach will complete performance appraisals for each staff member at the
end of the season. 6.
Philosophies: The activities
programs should constantly strive for the development of well-rounded
individuals, capable of taking their place in the modern society. Thus students should be encouraged to
participate in several activities.
Striving to win is important, but individual improvement and the
achievement of personal and team goals are the determinants of success. Program
philosophies will differ only by level of competition. Listed below are the coaching philosophies
for each level of competition. Elementary: Play, learn basic fundamentals and have
fun. Junior High: Participants in grades seven and eight are considered junior high. Emphasis is on learning the game and mastering the fundamentals. Each participant should receive playing time, provided that team and school rules have been followed. Senior High: The emphasis on learning the game and mastering fundamentals
continues for levels nine through twelve.
Levels are more competitive with more emphasis placed on winning. Playing time depends upon the participant's
athletic ability, skills and ability to follow team, school and MSHSL rules. 7.
Performance Expectations of all Advisors/Coaches: Advisors/coaches
will have differing expectations that correspond to the level of
competition. The following will
encompass all levels and activities covered by this handbook. 1.
Report
all injuries requiring treatment or parent notification by filling out the
district's reporting form. 2.
Construct
well organized practice and event/game plans. 3.
Develop
a sound system of equipment accountability and collection. 4.
Keep
assistants, student managers, statisticians and support staff well informed of
what is expected of them. 5.
Cooperate
with maintenance staff and transportation personnel. 6.
Have
an up-to-date knowledge of that which will be taught. 7.
Verify
that any required fees are paid to student participation. 8.
Follow
all school policies. 9.
A
coach/advisor is responsible for the keys issued to him/her. The only people that may use the keys are
other coach staff or managers and the only time they should be used is during
supervised practice or game sessions. Job Descriptions: Head Advisor/Coach:
Qualifications: Evidence of Coaching education, good working knowledge of the
skills and rules of the sport. Be able to act as a quality role model for
participants. Reports
to: Activities Director Job Goal: To teach appropriate skills and sportsmanship. To develop individual skills and to develop
teamwork. Performance
Responsibilities (specific to Head position) 1.
Handle
overall responsibility for the general management of the total
program,(elementary-varsity). 2.
Develop
and implement specific objectives and strategies to help develop individual skills,
teamwork and improve the program. 3.
Scheduling
of practice times and scrimmages for entire program. 4.
Communicate
schedules, rules, equipment procedures and other policies to participants,
parents and administration. 5.
Follow
proper purchasing procedures for ordering equipment and uniforms. 6.
Keep
accurate records of program inventory and needs, stats, awards and
recognitions. 7.
Follow
school, conference and MSHSL policies, including attendance at rules meetings. Assistant Advisors/Coaches: Qualifications: Ability to communicate knowledge of skills and rules of the
sport. Be able to act as a quality role
model for participants. Reports
to: Head Coach/Advisor Job Goal: To teach appropriate skills and sportsmanship. To develop individual skills and to develop teamwork. Performance
Responsibilities - (specific to assistant advisors/coaches) 1.
Assist
in the management of the total program, as directed by the Head Advisor/Coach. 2.
Assist
with and carry out daily practice schedule. 3.
Assist
with scrimmages, games, supervision and scouting. 4.
Assist
with developing and implementing specific objectives and strategies to help
develop individual skills, teamwork and improve the program. 5.
Assist
with the communication of schedules, rules, equipment procedures and
collection, to participants, parents and administration. Junior High Advisors/Coaches: Qualifications: Knowledge of the skills
and rules of the sport appropriate to the level of assignment. Be able to act as a quality role model to
participants. Reports
to: Head coach/Advisor Job Goal: To teach appropriate skills and sportsmanship. To develop individual skills and to develop teamwork. Performance
Responsibilities - (specific to junior high advisors/coaches) 1.
Assist
with the communication of schedules, rules, equipment procedures and collection
to participants, parents and administration. 2.
Teach
participants the fundamental skills of the activity. 3.
Encourage
interest and enthusiasm for the sport. 4.
Teach
basic rules of the sport and sportsmanship. Elementary Coaches: Qualifications: Knowledge of skills and rules of the sport appropriate to the
level of assignment Approval of head Coach.
Be able to act as a positive role model. Reports to: Head Coach Job Goal: To teach appropriate skills and sportsmanship. Provide a fun experience for all. Performance Responsibilities - (specific
to elementary coaches) 1.
Schedule
and coordinate all practice times and games. 2.
To
teach appropriate skills and sportsmanship. 3.
Encourage
interest and enthusiasm for the sport. 8.
Eligibility and Training Rules: The Minnesota
State High School League rules will be followed. Local training rules may be established by
each advisor/coach but students and their parents must be notified of the
expected regulations before the start of the season. Training rules cannot be less severe than
those established by the MSHSL. 9.
Scouting: Scouting is
encouraged whenever the coach deems it necessary. The district will allow the use of district
cars. If a coach uses
their own means of transportation, they will not be reimbursed for
mileage. If a school car is not
available, mileage will be paid. 10.
Participation in more than one sport/activity in the same season: Any student may
participate in more than one sport/activity during the same season if the
advisors/coaches of the activities involved come to a mutual agreement. If a mutual agreement cannot be met, contact
the Activities Director. The 11.
Injuries: All injuries
that require treatment or parent notification must be reported as soon as
possible. An accident report form,
located in the Activities Office, must be filled out and turned in to the
Activities Director. 12.
Weather: The following
rules will apply to activities if the school day is shortened or cancelled due
to bad weather. 1.
Early
dismissal for bad weather: All
activities will be cancelled and all students should go home immediately at
dismissal time. (practices, rehearsals and games) 2.
School
cancelled for the day: Practices may be
conducted, if the weather, in the advisor's/coach's best judgment, is safe for
travel. If a practice is called, it is up to the parents to decide if safe
traveling conditions exist for their child.
A participant will not be penalized for missing practice, if the parents
decide the conditions are unsafe. To
play a regularly scheduled game or not will be determined by the participating
school's coaches and administration.
There will be NO practice for any activities at the 9th grade
level or below. 13.
Academic Eligibility: Academic
Policy for grades 9-12 1)
Mid-Quarter grade: A)
A student has a 10-day period (probation) from the time grades are released
from the AD office to get his/her grades up to passing (D- or better). A ‘passing status form’ will go from the AD
office to the respective activity advisor/coach, and then the advisors or
coaches will give it to the student/athlete.
B)
The ‘passing status form’ must be signed by the teacher and turned into the AD
on the 10th day only (a signature from a teacher or completed
‘passing status form’ signed or turned in any day prior to the 10th
day will not be accepted). If after the
10 days the student still has an “F”, then he/she will be ineligible until the
students raises the “F” to passing by turning in a passing status form to the
AD’s office. If the student doesn’t
raise the grade they will be ineligible until the next marking period. If
absences interfere with the 10th day signing of the ‘passing status form’
the AD will use his discretion on the matter and make a ruling. C)
Incompletes at the mid-quarter. The
student has two weeks (10-day probation period) to get a passing grade. If after the 10-day period the student does
not return the passing status form to the AD he will be considered failing and
then will become ineligible. 2)
Quarter grade policy: at the end of
quarters (1-4) grades will be given and an automatic ineligibility period will
take place when the AD receives the ‘failure list.’ The penalty scale will be applied. A) If a student has more than one
“F”, then each “F” will be multiplied by the penalty scale. B)
Grade penalty can only be applied during the NEXT quarter. Example: 1st quarter “F’s” can only be applied to 2nd
quarter. 2nd
quarter “F’s” can only be applied to 3rd quarter. 3rd
quarter “F’s” can only be applied to 4th quarter. 4th
quarter “F’s” can only be applied to 1st quarter. 2nd quarter “F’s” cannot be
applied to 4th quarter. C)
Incompletes at quarters, the student has ten days to change that grade to
passing or the penalty scale will be assessed after that 10-day period. 3)
Penalty Scale A)
One “F” equals suspension from one football game/CC meet/dance competition or 2
contests of every other sport or activity.
The penalty will be assigned immediately on the next contest. (Scrimmages do not count) B)
If a student receives more than one “F” BI)
At the Mid-Quarter, after the 10-day
probation period, if the student has more than one “F” he/she is ineligible
until the student raises the “F’s” to passing. BII)
At the Quarter time the student
faces the penalty times the number of “F’s”.
Thus two “F’s” equal 2 Football/CC/Dance or 4 of anything else, 3 “F’s”
equal 3 Football/CC/Dance or 6 of everything else, and so on. C)
Grade penalty can only be applied during the NEXT quarter (See 2-B). D)
When a student becomes ineligible he/she cannot compete in games, contests or
performances, but can practice. 4) The AD will
use his discretion on any matters or situations not covered in the policy and
make a ruling. The Penalty
formula is based on the following rational:
Activity Weeks Contests/Games Activity Weeks Contests/Games FFA BPA BAND CHOIR NHS DRUMLINE KNOWLEDGE ONE ACT SPEECH * To be determined at a later date by the
Activities Department. JR. HIGH ACADEMIC ELIGIBILITY FOR
CO-CURRICULAR ACTIVITIES Academic
eligibility for co-curricular participation will be checked at each progress
reporting time (every two weeks) and at the end of each quarter. Any student who receives one or more failing
grades will be ineligible to compete in co-curricular game, events, matches, or
contests until they obtain passing status and provide proof of such status by
following the procedure outlined in #’s 4 and 5 below. Students are allowed to continue to practice
and/or attend meetings during their ineligibility. 1. Teachers will submit to the Middle School
office a list of all students with a failing grade for a grading reporting period. The office staff will provide the Activities
Director with a copy of a comprehensive list.
2. The office shall notify coaches and advisors
of these individuals. He/She is
ineligible to compete effective immediately until the student obtains passing
status. There is no grace period. The student should immediately focus
attention on regaining passing status. 3. As soon as the student returns the grade(s)
to passing status, the student will secure a “Passing Status” form from the
office and have the teacher validate the passing grade by signing the
form. In the event the student is in
more than one activity, the student will be required to get a form for each
activity in which he/she participates.
The student will take the signed passing status form to his/her advisor
or coach and be immediately eligible to participate. HOWEVER…(#4) 4. If a student has one or more failing grades
at the end of a quarter, he/she is ineligible until the next progress reporting
date. 5. The coach/advisor is encouraged to advise the
student of best methods of reaching that objective. It is the sole responsibility of the student
to take appropriate steps needed in order to raise the grade to a passing
status and follow the procedures required to become eligible. Special Needs StudentsIf a special
needs student is to be declared ineligible, the following procedures must be
followed: 1.
The
case facilitator will review the student's grades and their current IEP-504 and
then schedule an IEP-504 team meeting. 2.
The
team will determine if the current educational program is appropriate or if
other modifications are necessary. The
primary concern would be to determine if being declared ineligible would help
the student achieve their greatest educational progress. 3.
If a
student is in the referral/assessment process, all ineligibility procedures
will be suspended until the verification staffing has taken place. IEP-504 team members will study the
ineligibility issue at the verification staffing to determine the appropriate
action as outlined in Step 2 above. 14.
Removing a Student from participation: A coach/advisor
may remove or "kick off" a participant from a team/organization if
the student was causing a severe disruption to the quality of experience for
others and/or blatant insubordination.
The decision rests solely with the head coach/advisor. 15.
Squad Cuts: Squad cuts may
be made at the Varsity (A Squad) level only, which includes only Jr.’s and
Sr.’s. Any sport without a JV/B-Squad or
lower levels will be dealt with as the Coach, Athletic Director, and Building
Principal deem appropriate. 16.
Activity Fees: An activity fee
has been implemented for participation on MSHSL activity teams. The activity fee must be collected before the
first contest. Once the fee is
collected, the student may begin participation.
Student fees must be turned into the office, where they will receive a
receipt. 17.
Physicals and Parent Permits: Current
physicals (within the past 3 years) must be on file and a parent permission
slip filled out before ANY participation will be allowed. 18.
Tournament Tickets and Trips: Section Tickets: The district shall reimburse no more than 8 section
tickets for school personnel for each session of the tournament. A stub or receipt must be submitted to the
Activities Director in order to be reimbursed. Coaches (in season) will get
first priority at using these tickets. State Tournament: The district shall reimburse no more than 8 state tournament
tickets for school personnel for each session of the state tournament. A stub or receipt must be submitted to the
Activities Director in order to be reimbursed.
Coaches (in season) will get first priority at using these tickets. Students
wishing to attend section or state contests must purchase their own tickets at
the site of the contest. Varsity
teams, managers and cheerleaders may attend one-day session of the state
tournament for their activity when it involves school time off. If school transportation is used, chaperones
for each activity group must supervise the entire trip. Head
Advisors/Coaches and Assistant Advisors/Coaches may attend one-day session of
the state tournament for their activity and the district shall provide their
substitute. No
team member will be allowed to attend state tournaments if they are ineligible
for any reason. 19.
Attendance: A
student must be in attendance at school all day to be eligible to participate
in a practice or contest, unless such absence is due to a school sponsored
activity or excused by school officials.
Students are expected to be in school at 8:00 am the next day following
a contest. Every
participant who has signed up for an activity is expected to be in attendance
for every practice or contest unless excused by the advisor/coach. Students participating in another activity
should notify their coach of an upcoming absence. The coach should then notify the student of
any reasonable consequences associated with missing practice due to another
school sponsored activity. Students must
make arrangements for all make-up work prior to their absence from class due to
schools sponsored activities. A student
who is unable to participate in Physical Education classes during the day will
not be allowed to participate in a practice or game on that day. 20.
Publicity: Each
advisor/coach shall provide the local paper with results from contests/events
and include any outstanding accomplishments by the team or individuals. Cooperation with radio shows and broadcasts
of events is also expected. 21. Meal Money: Meal
money shall be provided for those competing in sectional competition or higher,
if deemed necessary. 22.
Records: The
head advisor/coach of each activity shall keep event records and records of
outstanding individual accomplishments.
They shall be turned in to the Activities Director at each season's end. 23.
Locker rooms: The
following rules will apply to supervision of locker rooms: 1.
The
advisor/coach shall make sure all participants in their program are out of the
locker room after practices and games. 2.
Locker
rooms, storage rooms and athletic offices should be kept clean. 3.
Towels
and clothing shall be picked up after every practice or event. 4.
All
participants shall have a locker and it should be locked. 5.
Communicate
expectations for equipment care and uniform cleanliness. 6.
Students
shall not be allowed into storage areas without permission. 7.
Doors
to storage rooms and athletic offices shall be locked. 24. Scheduling: 1.
When
scheduling conflicts occur, conference games have priority over non-conference
games. 2.
Requests
for scrimmages and games shall be arranged through or with the approval of the
Activities Director. 3.
Practice
and facility use schedules shall be turned in to the Activities Director at
least two weeks before the start of the season.
Cancellation of any practice or changes in facility use shall be
reported to the Activities Director. The
high school office will announce cancellations or postponements. 25.
Transportation: 1.
The
Activities Director will arrange transportation for scheduled events. 2.
Advisors/Coaches
shall work with the Activities Director in coming up with departure and return
times for each event. This shall be done
before the start of the season. 3.
Students
are required to ride in the mode of transportation provided by the school to
and from activity events. The
advisor/coach may allow a student to ride home with his/her parents, provided a
written note is handed to the coach by the parent(s). Students will not be allowed to ride home
with anyone other than their parent.
Coaches are responsible to keep all notes until the end of the season
and then turn them into the Athletic Directors Office upon completion of the
season. 26.
Dismissal from class for activity events: 1.
Arrangements
for students to be released from class will be made with the principal. 2.
Students
shall be notified of the time for dismissal no later than one day before the
contest. 27.
Clinics: Advisors/Coaches
may attend one clinic per year that requires time off from school. $300 per
sport/activity will be allowed for the purpose of clinics. 28.
Purchasing Method: To
ensure that you get what you want, advisors/coaches will be asked to make
detailed requests for purchasing, cleaning or repairing equipment or
uniforms. Order catalogs will be available
in the Activities Director's office. Process: 1.
Turn
in a detailed description of requests on purchase orders provided by the
Activities Director. 2.
The
Activities Director will then send out for bids. 3.
When
bids come back, advisors/coaches will then make the final requests. 4.
The
Activities Director will execute requests up to budged amounts. Capitol Spending Method: To ensure an open policy towards capitol
outlay spending, the following criteria will be used to prioritize requests: 1.
Equipment
needs necessary to meet activity safety regulations. 2.
Uniform
needs to satisfy uniform rotation schedule. 3.
Needs/requests
that are turned in by March 1 will be considered for funds left over after the
above two criteria are met. This will be
based on the Activity Director's discretion. 29.
Fund Raising/Vendors Procedure Belief Statement: While fund raising is a necessary component to many
co-curricular and extra-curricular activities, it must be approached with
prudence and care. Sound purpose and
good judgment must guide all fund raising activities. Each request must include documented efforts
to collaborate with local vendors/businesses for goods or services. Cannon Falls Schools and co-curricular
organizations representing I.S.D 252, strive for a reciprocal relationship with
the local community that supports us with our time, talent, and treasure. Administration reserves the right to approve
all fund raising. Procedure: ALL FUND REQUEST NEED TO BE DONE IN THIS
ORDER. 1.
Check with the Athletic Director/Building principal
for available District Funding. 2.
Check with foundations for funding (Booster request
forms in Athletics Office) 3.
Complete a Fundraising Request Form (in Athletics
Office) 4.
Submit request to the Athletic Director/Activities
Director for Pre-approval. 5.
Submit request to Building Principal for final
approval. 6.
If pre or final approval is denied, the requestor
may resubmit the request based on the recommendations provided by
administration or terminate the request. Criteria
for Fund raising: The
following criteria will be factors under consideration when approving a
fundraiser: 1.
Necessity of fundraiser. 2.
Timing of fundraiser (There may not be more than one
fundraiser at any given time. A schedule
of fundraisers will be available in the Building Principal’s Office. Activities will be scheduled on a first come,
first serve basis.) 3.
Use of Local vendors whenever possible. Purpose of Fundraiser: (Be specific, What are you using the Money
For?) If funds are made illegally
they may be put into a school fund, at the School Board’s Discretion. 30.
Summer Activities Policy - (regarding camps, leagues, practices, etc.): Advisors/Coaches
and students will be subject to MSHSL Bylaw 307.00 regarding summer camps,
leagues, practices, etc. Bylaw
307.00: Undue Influence on Students,
states that: 1.
It
shall be a violation for any school representative to exert undue influence on
students to participate on non-school teams or to attend camps, clinics, open
gym, captains practice or other activities.
A School representative shall not require or demand participation in a
camp or clinic or on a non-school team as a condition of membership for a
school team. See
MSHSL Rule Book, Bylaw 307.00: Undue Influence on Students, for more details. School
Representative includes: Staff Coaches (7-12), Principals, Superintendent,
Board Members, Teachers, Secretaries, and anyone else associated with the
school. To ensure proper facility use, all summer
activities will be arranged through the Community Education office. Using school facilities in a manner that
will help develop better co-curricular programs is encouraged. All Facility use will be set up through
Community Education for the following reasons: 1.
School
liability insurance covers activities organized through the Community Education
office. 2.
Since
all activities will be going through Community Education, facility-scheduling
conflicts will be eliminated. 31.
Awards: The
head coach/advisor shall turn in a list of letter winners, captains, new school
records, All-Conference selections, Most Valuable Player, Team awards, etc. to
the Activities Director at the end of the season. This should be done within 2 weeks from the
end of the season. A
letter and service bar will be awarded to the participant who has met the
qualifications to letter in an activity.
Advisors/Coaches will submit their lettering policy to the Activities
Director at the start of the season. A
service bar shall be awarded for each letter earned per sport/activity per
year. A senior who has lettered two or more years and has competed in their senior year shall receive a senior award. Only those activities that were participate | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
