(Last updated: )
providing opportunities for healthy competition,
This handbook was designed to
aid coaches in the preparation, leadership, and maintenance of a quality
experience for the youth who participate on
Chain of Command
In accordance with Board Policy and in order to maintain effective communication among the many adults who have varying degrees of interest in and/or authority over the athletic program, a chain of command is set forth.† Work duplication, misunderstandings, progress delays, disappointment, and overall ineffectiveness are too often the result of people who bypass the chain of command in order to pursue perceived unmet needs.† Coaches are to approach others with needs that relate only to their roles.† For example, coaches should approach the athletic secretary for clerical needs and approach the athletic director with administrative needs.† Likewise, assistant coaches should approach their respective head coaches, not the principal, with issues that pertain to their respective athletic programís needs.
Assistant Coaches fulfill the aims and objectives of the sport program
as outlined by the head coach and school administration.† They assist head coaches in instructing
athletes in individual and team fundamentals, strategy and physical training
necessary to realize a degree of individual and team success.† They support the head coach in modeling and
instructing in a way that will foster leadership, self-discipline, academic
improvement, and a positive self-concept within each student-athlete.†† They also support the head coach in working
within the framework of the goals of the school system, the policies and
procedures of the IHSA, the Board of Education,
Athletic Trainer provides diagnosis and care for athletic injuries by
coordinating efforts with team and family physicians to provide therapeutic
rehabilitation in an attempt to expedite the athleteís return to competition
while keeping the studentís mental and physical welfare as the top
priority.† The current athletic trainer
Trojan Booster Club President provides leadership for the functions of the Trojan Booster Club.† He/She is not an employee of the school district, yet works with the athletic director in a partnership to help communicate and meet the needs of the athletic program.
Trojan Booster Club Parent Liaison Prior to the start of a season, head coaches will need to choose a parent volunteer to act as a liaison between the Booster Club and the head coach. Liaisonís may include but are not limited to: coordinate parent volunteers to work the concession stands/ticket takers, coordinate parent volunteers for Booster Club events, disperse Booster Club information/materials to head coaches, make suggestions to Booster Club for enlarging/expanding fundraising activities, etcÖ
Pre-Season Responsibilities (before the first scheduled practice)
□††† Attend an IHSA rules interpretation meeting (if applicable).† The IHSA requires that coaches attend this meeting annually.†
□††† Plan and hold a coachesí meeting (if applicable).† Invite employed and volunteer coaches to discuss expectations, roles, and goals.
□††† Submit a volunteer coaching form for each volunteer coach to the athletic office.
□††† Confirm that the programís published schedule corresponds to the programís contracted events (found in the athletic office).† Notify the athletic secretary of any inconsistencies.
□††† Submit transportation request forms (located in the athletic office) for the seasonís travel needs to the athletic secretary at least three weeks before the first scheduled contest that requires travel.† School employees may not transport students in their personal vehicles.† Any school employee who transports students in a district-owned vehicle must first have a chauffeurís physical on file at the central office (Kim Traub, 639-1019).
□††† Secure needed keys through the athletic secretary.† A key to the training room will only be issued if requested.† Coaches are never to allow a student to use these keys, whether supervised or unsupervised.† Keys are not to be passed from one coach to another via a student courier.† Any key loss must be reported immediately to the athletic director.
□††† Collaborate with other coaches who are in-season to determine facility space for practices.† Weekday facility time slots are 3:30-5:30; 5:30-7:30; 7:30-9:30. Saturday facility time slots are also available.† Practices are not to be held on Sundays or during times of student non-attendance.† On school days, practices may not begin until 3:30p.m.† Space priority will be determined first by in-season sport, then by varsity level, then by JV or fresh/soph level, then by freshmen level.† Boys and girls teams of the same sport and level must receive equal time in primary facilities.† Secure facility space through a face-to-face meeting with athletic secretary.
□††† Plan and hold an organizational meeting for prospective participants and their parent(s)/guardian(s).† Secure facility space (if needed) through a face-to-face meeting with the athletic secretary.† Publicize the meeting by submitting an email to athletic secretary by 2:00 PM the day before to be included in the daily announcements.
□††† Develop an accurate roster of participants.† Create a directory of participantsí parentsí names, phone numbers, email addresses, home addresses, and other pertinent information (i.e. medical conditions that may impact the participantís training).† Include uniform numbers, positions, heights, and weights (as applicable for public address announcer and media personnel).
□††† Determine whether any participants are involved in other activities during the season. If so, meet with the other coach or sponsor to determine at which practice sessions and contests/events the student will attend. In the event a student is scheduled for a practice and a contest/performance on the same day or evening, the contest/performance should always take precedence with no penalty to the student in the activity in which he/she cannot participate. In the event a student is scheduled for activities of equal classification (i.e. two practices/rehearsals or two contests/performances occurring simultaneously) the student shall be allowed to make a choice without pressure or penalty from either of the coordinating adults of the two activities.
□††† Submit a roster of participants to the athletic secretary at least two school days before the first scheduled practice.
□††† Inventory the programís supplies and equipment. Follow the purchasing procedures and submit a purchase order (located in the athletic office) for equipment to the accounting secretary.† Save enough funds from the programís allotted budget for end-of-season awards and banquet needs.† Purchase orders for funds from the programís budget must be submitted by May 1.† Coaches may request that uniforms and equipment be provided through funding from the Trojan Booster Club by submitting a Booster Club Request Form (located in the athletic office) to the athletic director.† Coaches need to follow the uniform and equipment rotation schedule. Coaches who want to fundraise on behalf of their individual teams must clear the fundraiser in advance with the athletic director to ensure the efforts will not interfere with the Trojan Booster Club. If approved the coach must complete and submit a Fundraising Form to the athletic director and building principal.† ĎOldí uniforms and equipment can be disposed of by requesting that they be declared Ďsurplusí district property by the Board of Education.† Send such a request to the athletic director in writing.† Once the Board declares items as surplus, they can be donated to the Trojan Booster Club, given to former or current participants, or otherwise disposed of properly.
□††† Plan and hold a captainís meeting (recommended). Invite captains and assistant coaches to discuss expectations, roles, and goals.
□††† Plan and hold a parent meeting.† Secure facility space (if needed) through a face-to-face meeting with the athletic secretary.† The overall objective of a coach-parent meeting is to improve parentsí understanding of youth sports.† Plan for an hour-long meeting, but be prepared to go a little longer if needed.† The meeting does not have to be elaborate to be successful.† However, the importance of being well prepared and organized cannot be overemphasized.† To improve organizational quality, a written program outline should be developed and followed.† The meeting should be scheduled as early in the season as possible Ė the sooner the better.† A letter of invitation should be used to notify parents. Include brief statements about the objective of the meeting, its importance, and information about the date, time, location, and directions. A team roster, with addresses and telephone numbers, should be sent along with the letter. Follow-up telephone calls are recommended to remind parents about the meeting. Secure a parent to serve as the teamís liaison to the Trojan Booster Club and report that parentís name to the athletic secretary.
□††† Ensure that all volunteer coachesí paperwork is on file for the District and school.
In-Season Responsibilities (from first practice to last contest)
□††† Issue uniforms and equipment to participants.
□††† Report roster changes to the athletic secretary within 48 hours of any changes.
required reports on the IHSA
website.† Click on the
□††† Keep accurate records of equipment issuance.
□††† Obtain locks (if needed for sophomores only) from the staff member of the P.E. department who is responsible for issuing locks.
□††† Refer special student concerns to appropriate school officials/professionals:
∑ Medical illness: contact parent/guardian
∑ Psychological: contact a guidance counselor
∑ Behavioral: refer to the CHS student handbook and extracurricular code of conduct
∑ Alcohol/Drug: contact counselor, athletic director, and parent/guardian; refer to the CHS student handbook and extracurricular code of conduct
∑ Child advocacy: all school employees are federally mandated to report suspected child abuse.† You must call IDCFS Child Abuse Hotline at 800-252-2873 AND notify the building principal IN PERSON that you made such a call to DCFS and why you did so.
∑ Any student violation of the extracurricular code of conduct must be reported in writing to the athletic director as soon as the coach is made aware of a situation.
□††† Maintain locker room, gym, field house, and facility security by locking all doors and turning off all lights to each facility after its use. Do not leave lights on and doors unlocked; assuming that another team will be arriving soon.
□††† Plan for and report to the athletic secretary by email any necessary early releases from school/class for students to participate in a contest.† Early releases may be requested only for contests that require travel.† Include the name and location of the event, the participantsí names, and release time.† When determining the release time, work backwards forty-five minutes from the contestís start time, subtract time for travel to the contest, and subtract ten minutes for students to get from their classes to the bus.† The athletic secretary will forward the notice to all staff via email.
□††† Report contest results to local media personnel/conference personnel as soon as possible after each event.
∑ Charleston Times-Courier††††††††††††††††††††††† 238-6856†††††††††† email@example.com
∑ Coles County Leader†††††††††††††††††††††††††††††† 253-2358†††††††††† firstname.lastname@example.org
∑ WEIU-FM†††††††††††††††††††††††††††††††††††††††††††† 581-6116†††††††††† email@example.com
∑ Terry Roche (Robinson H.S.)††††† ††††††††††† (618) 544-8834† firstname.lastname@example.org
□††† Enforce participant eligibility.† Inform participants and their parents when participants become academically ineligible.† Review the academic eligibility requirements with participants and provide resources for academic improvement.
□††† Assist athletes in the college recruitment process.† Refer to the NCAA website for additional information.
□††† Report cancelled away contests to the athletic director immediately (639-5026 or 549-2030).
□††† Within 24 hours of an injury, report participantsí injuries as a result of practicing/competing to the athletic trainer.
□††† Within 24 hours of an accident, report participantsí injuries as a result of accidents by submitting a complete accident report form to the schoolís health office.† Immediately make a contact to the studentís parent/guardian.
□††† As needed and prior to traveling, submit a request for funding of additional travel expenditures.† Additional travel expenses may be paid by the district as follows:† meals/lodging for a regular season tournament (if sufficient funding is provided to our school as a result of attending the tournament); meals/lodging for IHSA state-finals contests.† Meal and lodging expenses for other trips will not be paid from district funds.† Overnight trips may be approved for contests in which over 200 miles of travel is required and where the event begins at 10:00 a.m. or before.
□††† Plan an awards banquet.† Some coaches seek a committee of parent volunteers to organize the event.† Report the eventís date and setting to the athletic secretary.† If school facility space is needed, secure facility space through a face-to-face meeting with athletic secretary.
Post-Season Responsibilities (after the last contest)
□††† Implement a procedure to ensure that each participant returns all uniforms and equipment that was provided by the school.
□††† Keep an accurate record of returned uniforms and equipment and report lost or damaged equipment to the athletic director. Equipment and uniform inventory should be completed prior to and after the season.
□††† Ensure that all equipment is washed, repaired, and safely stored; make arrangements for receipt of equipment during the off-season, if sent to a commercial repair company.
□††† Vacate locker rooms at the conclusion of the programís season.† Ensure that programís areas are returned to pre-season condition and ready for the next programís season.
□††† Organize your programís trophy case.† Conference and state seriesí awards should be prominently displayed and orderly.† Remove non-first place and/or outdated awards so that the trophy case has a non-cluttered look.† Only Apollo Conference or State series trophies should be displayed in the trophy case.
□††† Submit a list of participant awards to the athletic secretary (varsity letter winners, final roster).
□††† Order special awards for an awards banquet.
□††† Submit a list of special awards to the local media after the programís awards banquet.
□††† Submit an Annual Sport Report to the athletic secretary within 15 days after the programís last contest. Include your one, three, and five year Booster Club requests with this document. You may also include a self-assessment, parent assessments, and athlete assessments with your report.
□††† Submit any requested changes for next seasonís schedule to the athletic director within 15 days after the programís last contest.
Transportation of Student-Athletes/Participants
student-athletes/participants must be accompanied by the coach or Charleston
CUSD #1 approved supervisor in any contest or event that is sponsored by
Charleston CUSD #1, the Illinois High School Association, or any other State or
National sanctioned body in which the student-athlete/participant is representing
††††† Students must ride with the team unless previous arrangements have been made. Students who choose to ride to or from a contest with a parent must have signed parental consent form turned in to the coach prior to the student athlete being released to a parent.
Extra Curricular Employment
Certification - The Board of Education believes that each extra curricular program should be under the supervision of a certified faculty member.† At times, however, certified faculty members are not available to coach a program during a season.† After an effort has been made to secure the services of a certified faculty member, non-faculty coaches may be employed.
of Coaches - Athletic coaches shall
be regularly certified to teach in the schools of
(a) teaching or supervising
classroom activity at least two periods daily in
(b) employed full-time in
any elementary or junior high school in the legal attendance area of
(c) an assistant teacher, resource aide, lay supervisor or other paraprofessional who is employed at least half-time per day in Charleston High School; or
(d) a full time teacher in
any elementary district, any of whose territory is a part of
(e) teaching full time, within the provisions of the Illinois School Code, in a member high school or in a vocational or special education cooperative in which Charleston High School participates; or
(f) a retired teacher from
Students in teacher-training institutions may be
assigned to assist with the coaching of athletic teams in
An individual approved to coach in
c.†††††††† Extra-Curricular Assignment Procedures - The following regulations will be in force when coaching/sponsor vacancies arise:
1)†††††††† The administration shall survey the coaching/sponsor staff in February of each year to determine coaches/sponsors intentions for the following year.
2)†††††††† At the March/April Board of Education meeting, recommendations for coaching/sponsor assignments for all Fall and Winter sports will be made.† Coaches of Spring sports will be notified in May that contracts for Spring sports will be awarded in June/July after completion and evaluation of their current season.
3)†††††††† When vacancies develop or new positions are added to the coaching/sponsorship staff, the following actions shall be taken:
a) The administration shall post the position to determine whether currently assigned staff members have interest in the positions.
b) Once interested candidates are identified, the administration, in consultation with the head coach/sponsor, shall determine whether the interested persons possess the minimum qualifications necessary to perform the responsibilities of the positions.
c) The administration shall then notify interested candidates whether or not further consideration will be extended based upon individual qualifications.
4)†††††††† Interviews will be conducted by building administration, in consultation with the appropriate staff, and will recommend the best qualified candidate(s) to the superintendent. Consideration given to the following:
a) Certified faculty assigned in the building in which the coaching vacancy exists†††††
b) Certified faculty assigned to a building other than where the vacancy exists
††††††††††††††††††††††† c) Substitute teachers
††††††††††††††††††††††† d) Non-faculty school employees
e) Individuals who are not employed by the school district in any capacity, such as college students, residents of the community, etc.
Note:† individuals employed as coaches/sponsors from categories above, will be compensated, assigned and evaluated in the same way as all other coaching positions.
5) If a teacher at one building is assigned to a coaching position in another, the principal is authorized to make a reasonable effort to schedule the persons teaching assignment, either on a temporary or permanent basis, to assist the coach in performing the athletic responsibilities.† However, the individualís teaching assignment shall not be unduly impaired by this scheduling arrangement, and it must be understood that such arrangements can be made only in a limited number of situations.
6) When a coach/sponsor is assigned to a position in a building other than the level of the teaching assignment, the coaching/sponsor assignment will be reviewed on an annual basis by the administration and building principals involved. The purpose of this reconsideration will be to determine whether it is desirable to continue the coaching/sponsor assignment which causes scheduling difficulties at both levels. Factors to consider in this matter include the following:
††††††††††††††††††††††† a)†††††††† the level of competition being coached,
††††††††††††††††††††††† b)†††††††† normal practice and game times, and
††††††††††††††††††††††† c)†††††††† availability of other candidates.
d.†††††††† Terms of Coaching Contract - All coaching assignments shall be for one school year.† A supplemental contract shall be executed according to the adopted salary schedule.
1) ††††††† Each head coach/sponsor shall schedule a conference with his/her athletic administrator no later than 30 calendar days after the final contest of the season to evaluate the program.
2) The coach/sponsor shall evaluate assistant coaches/sponsors in writing to the principal and athletic administrator.
3) The principal has the responsibility of recommending to the superintendent coaching assignments for the next school year.
4)†††††††† Subject to requirements of law, the Board of Education has final authority for employing or discontinuing employment of coaching personnel.
e.††††††††† Non-faculty (Walk-on) and Volunteer Coaches Guidelines
positions that are filled by a person who is not a certified faculty member of
a)†††††††† Recruiting, selecting, orienting and supervising non-faculty coaches/extra-curricular sponsors.
b)†††††††† Communication between the athletic administrator and the coach/sponsor.
c)†††††††† Limited school day and interpersonal relationship between the player and the coach.†
d)†††††††† Philosophical difference concerning academics, program goals, bench decorum and public relations with parents and fans.
e)†††††††† Time conflicts between that coaches/sponsors occupation and coaching/sponsorship responsibilities
f)††††††††† Filing reports with the administration and collecting, care and storage of equipment are not a priority of the non-faculty coach/sponsor.
2)†††††††† The non-faculty coach/sponsor needs to place special emphasis on the philosophies, goals and objective of the Charleston Community Unit District #1 by
††††††††††††††††††††††† a)†††††††† Meeting the qualifications required;
b) Meeting with the administration prior to the start of the season for orientation/indoctrination in the policies and regulation contained in the extra curricular handbook.† (All non-faculty coaches must attend this meeting prior to the start of their sport season);
c)†††††††† Calling the athletic office or administrative daily or as determined on a prearranged basis with the administration;
d)†††††††† Attending all program staff meetings or holding periodic conferences with the head coach, athletic administrator or administration;
e)†††††††† Following all procedures specified in the respective coaches /sponsors job description;
f)††††††††† Setting aside time before or after practices to meet individually with team members;
g)†††††††† Conferring with the athletic director/administration during last week of season to discuss the awards banquet, end of season reports, returning of keys and the collection, cleaning, repair and storage of equipment;
loyal to the school, its traditions, and supporting all of the
††††††††††††††††††††††† i)††††††††† Establishing communication with parents and athletes.
3)†††††††† Volunteer Coaches must have appropriate paperwork on file at both the Central and Athletic Offices prior to contact with student athletes. Forms include but are not limited to:
††††††††††††††††††††††† a) ††††††† Illinois State Police Criminal Background and Fingerprinting form
b)†††††††† Volunteer Coachesí Form (must be signed by Athletic Director, Head Coach, and Building Principal
c) ††††††† Proof of completion of IHSA approved coaching certification course or a four-year college degree
††††††††††††††††††††††† d)†††††††† Medical Physical Examination
f.††††††††† Non-discrimination Policy - It is the policy of this district to provide, through a positive and effective affirmative action program, equal opportunities for employment, retention and advancement of all people regardless of age, color, creed, national origin, political affiliation or gender.
The purpose of this policy is
1)†††††††† To provide all students with an opportunity to relate, cooperate and learn with members of various racial and ethnic backgrounds and to increase knowledge and enhance multi-cultural understandings;
provide equal opportunities to all students for participation in all of the
3)†††††††† To ensure equal opportunities for the employment, promotion and transfer of all persons. The Board of Education encourages all personnel in the school district to assist in the accomplishment of this goal through their personal commitment to the concept of equal opportunity for all people regardless of race, color, creed, national origin, political affiliation or gender.
Therefore, the Board of Education establishes a program of affirmative action to ensure that all personnel policies relevant to recruitment, employment and promotions of employees of the school district will provide equal opportunities for all persons in order to achieve these goals.