Coaches Preseason Meeting

Welcome Back!Advisor / Coaches Preseason Meeting2015 -2016

District Website / Activities and Athletics / Advisor and Coaches Forms and Information HandoutsRules and expectationsParent / Athlete or Activity Handbook or HandoutsPractice schedulesLettering proceduresGeneral Rule: If your giving information out to athletes or parents I would like a copy of material. (Electronic Copy Preferred!)

WebsitesMiddle and High School WebsitesLocated on district website under Activities and Athletics or on your individual school websiteAdvisors names and contact informationDescription of the activityGeneral time frame the activity runs through (Months)Number of times the activity meets and for how long Elementary SchoolsLocated on individual school website

Once builtPLEASE keep them updated!Advisor / Coaches PaperworkDistrict / NonDistrict Employees / Volunteers

Central Office Paperwork: W4, Direct DepositPersonal Information for a background checkIf your are already a Holmen District Employee the Central office paper is already done.

Advisor/Coaches personal information sheet / need email addressConcussion information and sign-off sheet (Sports)CPR/F.A./A.E.D. classState DPI Medical Training Online / In person nurse trainingWIAA Rules Video and Exam (HS)

CPR / First Aid / A.E.D. TrainingAll Advisors/Coaches contracted by the district must take classes.Volunteer Advisors/Coaches : Not required Getting paid for taking the classTeachers must complete the HEA FormPermanent Hourly must clock in Truetime under CPR codeNon-District Coaches should record on biweekly time sheetsA list of all dates is located on the Holmen School District Website

State Medical TrainingAll contracted district staff needs to take.How to administer medicine and Eppi Pen procedures.Always done at the end of the Advisor/Coach pre-school year meeting. Otherwise must contact a school district school nurse to complete on your own.Coaches Not Licensed to TeachIf you are not a Wisconsin licensed teacher or a student teacher you must take two online WIAA classes to coach if this is your 2nd year with the High School program.

NFHS: Fundamentals of Coaching $35.00First Aid for Coaches $35.00

The district is covering the cost of the classes. Please contact your AD and the classes will be purchased through the district credit card and sent to you through an email.

State Reports and Participation NumbersEach activity needs send the co-curricular department a list of students who are involved with their activity at the high school and middle school levels.High School sports this happens automatically through rosters.We need all other activities to do this also: Music, Clubs, Academic Groups like FFA, DECCA and so on.You should not have to do this if your group is completing the On-line registration.

Student and Visitor Injury Report FormThese are completed and sent electronically.Go to the School District of Holmen Website.Go to ACTIVITIES/ATHLETICSGo to Advisors and Coaches Forms and InformationGo to Accident Form Student and VisitorSave to your desktop and attach to an email to the school nurse at your level/building.Advisor/Coach must communicate directly with parents and trainer.

SubstitutesChoose PROFESSIONAL LEAVE for your reason.When entering in your request for a substitute please realize the description only has so many spaces for viewing purposes, so I am not able to see it in its entirety (when its actually filled in). The employee needs to fill in the description area, as briefly as possible, their specific reason for requesting a substitute.

Bi-Weekly TimesheetsDistrict / Non-Hourly

Hourly or Non-District

Do not have to do time sheets

Paid in a series of payments determined by the length of the activity, the longer the activity the more paymentsFall Sport: 2 4 Payments, end of month Aug., Sept., Oct., Nov.Will have to do bi-weekly timesheets or.Electronically sign in and sign outTurn timesheets in at the end of each week to NaomiPaid at the end of the month based on hours you have spent in face-to-face time with students

State Law Hourly EmployeesHourly employees must be paid an hourly rate no matter what activity they are doing.Once an hourly employee surpasses 40 hours of work in a week they must be paid overtime.Currently coaching and advising contract amounts will cover the overtime pay for most.Report only FACE To - FACE TimeThe Co-Curricular budget cant absorb the additional costForms to Transport Students With School Vans or Personal VehiclesThree possible forms.Form #1 Background CheckForm #2 Medical Opinion Form/Can you operate?Form #3 Vehicle Inspection Form/Is your vehicle safe?

Go to the School District of Holmen Website.Go to Departments then TransportationGo to Transportation Forms Go to Alternative Vehicle Drivers and examine the spreadsheet to find which forms you will need. Forms are links at the bottom of this page.Kwik Trip GasIf you need to add gas in a school vehicleCan use a local Kwik Trip (No Card Needed)Holmen/ OTNeed to give license plate number and drivers license. Can check out a Kwik Trip Gas Credit Card with the Transportation Office and use at any Kwik Trip

Transportation RequestsFall Sports / Activities

Monday, July 13th Deadline for advisors / coaches to have Transportation Requests into Naomi Rislow.All advisors / coaches request forms organized and entered into the Transportation Data Base by Naomi Rislow.Data is double checked by Mike Raabe and approved and information is made public.

Monday, July 20th Deadline for advisors / coaches to confirm all entries on the rschool website are correct.Advisors / Coaches should contact Mike Raabe if a change needs to be made.Tuesday, drivers will start being assigned jobs.

Transportation RequestsWinter Sports / ActivitiesMonday, October 19th Deadline for advisors / coaches to have Transportation Requests into Naomi Rislow.All advisors / coaches request forms organized and entered into the Transportation Data Base by Naomi Rislow.Data is double checked by Mike Raabe and approved and information is made public.

Monday, October 26th Deadline for advisors / coaches to confirm all entries on the rschool website are correct.Advisors / Coaches should contact Mike Raabe if a change needs to be made.Tuesday, drivers will start being assigned jobs.

Transportation RequestsSpring Sports / Activities

Monday, February 8th Deadline for advisors / coaches to have Transportation Requests into Naomi Rislow.All advisors / coaches request forms organized and entered into the Transportation Data Base by Naomi Rislow.Data is double checked by Mike Raabe and approved and information is made public.

Monday, February 15th Deadline for advisors / coaches to confirm all entries on the rschool website are correct.Advisors / Coaches should contact Mike Raabe if a change needs to be made.Tuesday, drivers will start being assigned jobs.

Dismissing Students from ClassPlease do not ask to excuse students too early so they are missing more class time then necessary and meandering around the hallways disturbing other classes. Consider the end of periods.At the high School level, send a list of your athletes and the time you would like them excused to Joanne Ward or Laurie Hickey in the office.All times will be approved through the Activities Office.

N.A.S.T.I.ETrain Heroic / Fundamental Movements

Improved strength, speed and flexibility in our athletes will make our athletes and programs more successful.District wide fundamental movements will do these things and if everyone is on board they will build confidence within our athletes.Jason Lulloff will meet with all head coaches at the MS and HS to help organize a specific workout routine for your sport.Videos will be available to demonstrate the movements so you can build a knowledge base.On-Line Registration and PhysicalsAll HS and MS students involved in a Group A, B or C activity must complete the On-line registration.

Group A All WIAA sports / Physical

Group B - Dance Team (Pom Pons), Cheerleaders, Colorguard, Powerlifting, Snowboard/Ski Club, Special Olympics , Adaptive Sports League, Show Choir (MS show choir does not require a physical, all other activities do)

Group C - Jazz Band, Forensics, Mathcounts, Drama/Musical, DECA, High Quiz Bowl, FFA, Skills USA, Art Club, Gallery Club, FCCLA, Geography Bee, Spelling Bee (Complete On-line registration only / no physical)Academic IneligibilityCheck the ineligible list and hold students accountable by not allowing participation in competitions.It is a privilege to be involved in an activity! We need to encourage our students to excel in the classroom as well as their activities.

Students must complete the mid-term Student Eligibility Sheet, can be picked up in the Co-Curricular Office

Advisors and coaches must complete the end of the term Sign-off sheet to indicate if the student has completed their suspension. (Located on district website under Advisors and Coaches Forms and Information.

DECA, Show Choir, FCCLA, Skills USA(If you compete you are held to the school code)

Behavior Code ViolationsTwo tracks of violationsTrack A All WIAA sports (Group A Activities)Track B/C All non-WIAA activities (Group B and C activities)

AD will notify all advisors at the start of their activity the suspended list.Booster Club ProcessBooster Club can be used as a resource for acquiring needed supplies.Put a request into the Activities Director using the Fund Raising Request FormThis request will be forwarded to the Booster Club Board, you will need to appear before the board with some of your participants to make the requestIn return for support the booster club expects your activity to help with one basketball tournament. Are parents of your group members?They expect you to do the legwork in price comparingSafety ProceduresYou are in charge of protecting the students in your activity (as well as the other team) during competition or practice.Have a plan to exit the danger area for your activity.Crowd control personal is in charge of directing spectators both parents and students alike.Have phone numbers for the main office, local police and fire in your cell phone.Stay calm and in charge, make best possible choice based on the circumstance.Rule BooksThe head coach of each sport should have received a NFHS rule book and/or case book.If you feel you need more than just a head coach copy, please contact your friendly AD to order more.

We will also provide a copy of the Three Rivers or MVC rules, if you misplaced your copy just email me and I will send you one.Fund Raising ProceduresComplete a fund raising approval form located in the Activities Department.Collect money on scheduled time periods or even better all at once, complete a deposit slip and turn into the office to deposit into your activities 21 account.

21 AccountsGeneral PurposeTo purchase items that will directly impact students involved in your activities.Examples: T-shirts for studentsNeed suppliesMotivational Rewards / Pizza PartyHotel RoomsCoach transportationEnd of the activity / season awards

Supply Ordering2 Approved MethodsPO Method1.Decide what you want to order and get a quote (Estimate) from the vendor.2.Have the vendor fax you and the AD (engmar@holmen.k12.wi.us) the estimate.3.AD creates a PO number and emails to vendor.4.Vendor fills order and sends to the school.5.Advisor/Coach verifies the order is received and correct by contacting AD and sending the final invoice to the activities office.6.The bill is paid by the district office.*The initial estimate and the final invoice often are not the same due to a change in the order or shipping cost.

Supply Ordering2 Approved MethodsCredit Card1.Advisor/Coach should search the online vendor ahead of time and know what they would like to purchase.2.Advisor/Coach must meet with the AD and purchase together to make certain the right item is ordered on the district credit card.3.Advisor/Coach verifies the order is received and correct.4.The Advisor/Coach gives final invoice to the activities department.5.Charge is approved to be paid by the AD.

MiscNo Paperwork / No PracticeSchedule Look Correct?Rosters / Practice SchedulesAssistant advisor / coach phone numbers and emailsVolunteer Coaches should also turn in infoDid you double check the online Activity Trip List to be certain your bus transportation is correct?Community ConnectionSteppin Up for Cancer / Clean School Grounds / Raking for the CommunityOlder athletes working with younger groupsAssistant coach phone numbers and emails

Ranking Officials (HS Only)Done on the WIAA website.Head coaches must go onto the WIAA website to rank officials. To access the ranking page, coaches must be logged in with their current WIAA login information. Once they are logged in they will go under the Officials tab and click on Officials Center. When the new page opens go under the Ranking tab at the top of the page and click on Rank Officials.

TrainerTrainer: Ryan Henke

Impact Testing: Football, Volleyball, Soccer, Basketball, Gymnastics, Wrestling, Hockey, Softball, Baseball

Athletes need this done every 2 years

Student RecognitionAnnouncements about your activity, advisor / coach should contact the secretary at your school.Students enjoy hearing their name and team on announcements.

Media ContactsChannel 19: 1-800-895-9969Fax: 1-507-895-8124www.wxow.com

Channel 8: 608-784-7897 or 1-800-285-9528news8@wkbt.com / Fax: 782-4672

La Crosse Tribune: 608-791-8314 or 608-791-8315 Fax: 608 791-8239Email: sports@lacrossetribune.com

Holmen Courier: 782-8219

WI State Journal Sports:1-800-686-1339Fax: 608-252-6194

Anticipated ProblemsPlease communicate any issues you believe might surface before they come to fruition.Student behaviors / conflictsParent concernsProblems due to tryouts and cutting

CommunicationStop into my office (HS/MS) occasionally and chat.Let me know how the activity / season is going and if you need help with something.HS Varsity Sports Please email me your scores after competition.

Medication LawSchool staff and coaches who may administer any type of medication will be required to do an online course / test and complete a skill competency test every 4 years to ensure safety for students and school personnel. The course / test is supported by Wisconsin Department of Public Instructions and can be accessed at..http://sspw.dpi.wi.gov/sspw_medtraining

Skills Training by Natalie KempDistrict requires annually

Thank you for all you do!!!