Coaches & Volunteers Orientation
Head coaches are responsible for...
Practices & Training
- Developing a practice plan for each training session or delegating the responsibility to an assistant coach.
- Being knowledgeable of sport and training techniques and staying up to date on all SOKY coaches trainings and volunteer forms.
- Having access to athlete medicals and emergency contact information at all times.
- Ensuring that there is water available at all practices for all athletes.
- Having a defined practice schedule and communicate reminders and changes to athletes and families in a timely manner.
- Having a first aid kit and incident report forms available anytime athletes are present.
- Ensure all athletes have valid medicals on file and all volunteers/chaperones/coaches are certified Class A volunteers.
- Attend SOKY coaches zoom meetings when scheduled
- Monitor weather conditions and abide by SOKY guidelines for practice
cancellations or modifications (e.g., Heat Index 95-99 shortened practice, Heat Index 100+ mandatory cancellation -refer to the OSHA heat index app, Lightning within 1 O miles of location athletes are required to seek shelter until there have been no lightning strikes for 30 minutes. See SOKY guidelines. - Schedule games and scrimmages and communicate dates to Head of Delegation (HOD).
Health & Fitness
- Encourage and model healthy habits.
- When packing team snacks please be mindful to only bring healthy options.
- Avoid using chips and candy as team snacks, and do not provide sodas or energy drinks.
- Encourage athletes to set health goals and encourage and praise healthy decisions. The focus is on health NOT weight.
- Do not allow athletes to consume energy drinks on trips or at practices or any Special Olympics event.
Uniforms & Equipment
- It is the coaches responsibility to take care of all Special Olympics equipment.
- Uniforms should be folded neatly and stored in plastic storage boxes, not bags, cardboard, or simply placed in the storage unit.
- Uniforms and equipment should be inventoried at the end of each season and returned to storage within a timely manner (no later than 1 month post season).
- All bags and equipment should be cleaned before returning to storage. Making sure there is no trash, food, etc. remaining in the bags.
Communication & Paperwork
- Communication of team information should be posted to the BAND group for the specific team/sport
- Communicate the practice schedule, games, events to the HOD
- Completing all SOKY paperwork (e.g., intent forms, rosters, etc.) or designating someone to do so
- Submit all athlete registration/medical forms to HOD
Emergency Procedures
- If a medical emergency occurs, first call 911, then call Head of Delegation (HOD) immediately.
- If 911 isn’t required but an athlete or volunteer sustains an injury that has the potential for needing medical follow up, notify HOD and complete the incident report paperwork.
- If an injury occurs while at a SOKY regional or state competition, the Head Coach should seek assistance from the medical team on site. Then notify the HOD if an incident report is required.
- If there is a threat of violence, weapons on site, or any other act that potentially cause harm notify HOD immediately.
- Coaches or volunteers are never allowed to speak to the media in the case of serious accident/injury/death or threat. The HOD must be notified. If the media is involved, defer any comments to the HOD or SOKY CEO.
Behaviors
- All athletes and coaches are expected to abide by the code of conduct.
- Any athlete or volunteer who either consistently breaks the code of conduct
(example: repeatedly using inappropriate language, smoking, etc.) should receive a formal written warning. Anyone who commits a major offense will receive a letter in writing and will meet with the HOD to discuss continued participation. - Warnings, behavior conversations, and letters should be recorded in the behavior folder in the coaches Google folder.
Transportation & Travel
- According to SOKY guidelines we must maintain a 4: 1 athlete to coach ratio when traveling and competing.
- ONLY certified Class A volunteers are allowed to transport Special Olympics athletes at the request of a coach
- A medication log must be completed for all athletes for any overnight travel
the HOD or designee will reserve all transportation and lodging.
Purchases & Budget
- All purchases must be approved by the HOD and/or delegation bookkeeper in advance of purchase in order to be reimbursed.
- Itemized receipts are required for all reimbursements (note: sales tax can not be reimbursed).
- Donations received in the form of cash/check/equipment must go the HOD and bookkeeper.
- All orders should be made by the HOD or bookkeeper using the Amazon business account.
Other
- No recreational swimming without a certified lifeguard present.
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