w elcome b ack ! advisor / coaches preseason meeting high school 2013 -2014
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WELCOME BACK!
Advisor / Coaches Preseason MeetingHigh School
2013 -2014
HANDOUTS
Rules and expectations Parent / Athlete or Activity Handbook or
Handouts Practice schedules Lettering procedures General Rule: If your giving information out
to athletes or parents I would like a copy of material. (Electronic Copy Preferred!)
ADVISOR / COACHES PAPERWORK District / Non–District Employees / Volunteers
Coaches personal information sheet / need email address
Concussion information and sign-off sheet
Central Office Paperwork: W4, Direct Deposit… Personal Information for a background check
If your are already a Holmen District Employee the Central office paper is already done.
ACTIVITIES DESCRIPTIONS
Need information about your activity!!!
How many times you meet a week and for how long.
Number of months the activity meets. How many students are typically involved. Number of competitions and/or performances.
STATE REPORTS AND PARTICIPATION NUMBERS Each 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 for automatically through rosters.
We need all other activities to do this also: Music, Clubs, Academic Groups like FFA, DECCA and so on.
SUBSTITUTES
When entering in your request for a substitute please realize the description only has so many spaces for viewing purposes, so you are not able to see it in its entirety (when it’s actually filled in). The employee needs to delete the description that defaults in (Professional Leave) when they request professional leave and then enter their specific reason.
PROFESSIONAL LEAVE will auto populate into the limited space first unless you delete it. The report can only pick up so many characters and that is why accurate descriptions are not showing.
STUDENT AND VISITOR INJURY REPORT FORM
These are completed and sent electronically. Go to the “School District of Holmen
Website”. Go to “Pupil Services”. Go to “Student and Visitor Injury Report Form
and complete the form• Save to your desktop and attach to an email
to the school nurse at your level/building.• Coach must communicate directly with
parents and trainer.
DISMISSING STUDENTS FROM CLASS Please 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.
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.
FORMS TO TRANSPORT STUDENTS WITH SCHOOL VANS OR PERSONAL VEHICLES
Three possible forms. Form #1 Background Check Form #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 “Transportation” Go to “Alternate Vehicle Driver” and examine the
spreadsheet to find which forms you will need. Forms are links at the bottom of this page.
KWIK TRIP GAS
If you need to add gas in a vehicle…
Can check out a Kwik Trip Gas Car with the Transportation Office and use at any Kwik Trip
Can use a local Kwik Trip Main St / OT Need to give license plate and drivers license number
If you use a personal credit card, turn in receipts
TRANSPORTATION REQUESTS
Fall Sports / Activities
Monday, July 15th 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 22nd 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 REQUESTS
Winter Sports / Activities Monday, October 21st 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 28th 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 REQUESTS
Spring Sports / Activities
Monday, February 10th 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 17th 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.
N.A.S.T.I.EAND 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.
ACADEMIC INELIGIBILITY
Check 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.
DECA, Show Choir, FCCLA, Skills USA(If you compete you are held to the school code)
BOOSTER CLUB PROCESS
Booster Club can be used as a resource for acquiring needed supplies.
Put a request into the Activities Director using the Fund Raising Request Form
This 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 request
In 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 comparing
WIAA WEBSITEACCESS Username: Is your email address -If you are a coach who has been registered before
on WIAA use your old password. If you forgot your password use the link on the site…”forgot password” to be issued a new one.
-If you are a new coach or your email address has changed, username is your email address and your password is “viking123”.
Health Information Links Concussion Information Heat Information Lightening Information Performance Enhancing Substances
WIAA ON-LINE EXAM
View on-line rules video Head Coach a must / suggest assistant
Complete on-line exam before the deadlines Both Head and Assistant Coaches need to take Must be taken in one sitting Can print of a hard copy of the entire exam ahead of
time, complete and then do the exam online.(Caution: order of questions may change)
Must be taken attached to a printer, you need to be able to print your certificate (Turn into the AD)
Do as a group in a computer lab
WEEKLY TIMESHEETS
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 payments
Fall Sport: 3 Payments, end of month
Aug., Sept. , Oct.
Will have to do weekly timesheets or….
Electronically sign in and sign out
Turn timesheets in at the end of each week to Naomi
Paid at the end of the month based on hours you have spent in face-to-face time with students
District / Non-Hourly Hourly or Non-District
CPR / FIRST AID TRAINING
All Advisors/Coaches hired by the district must take
Volunteer Adviors/Coaches are encouraged to attend but are not requires and will not be paid to attend.
A list of all dates is located on the Holmen School District Website
SAFETY PROCEDURES
You 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 BOOKS
The 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.
If you would like a copy of the Three Rivers or MVC rules, just email me and I will send you a copy.
FUND RAISING PROCEDURES
Complete 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 Rhea in the office to deposit into your activities 21 account.
21 ACCOUNTS
General Purpose To purchase items that will directly impact
students involved in your activities. Examples:
T-shirts for students Need supplies Motivational Rewards / Pizza Party Hotel Rooms Up grades to a coach transportation End of the activity / season awards
SUPPLY ORDERING2 APPROVED METHODS
PO Method1. Decide what you want to order and get a quote
(Invoice) from the vendor.2. Have the vendor fax you and the AD (engmar@holmen.k12.wi.us) the invoice.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 invoice and the final invoice often are not the same due to a change in the order or shipping cost.
SUPPLY ORDERING2 APPROVED METHODS
Credit 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.3. Advisor/Coach verifies the order is received and correct.5. The Advisor/Coach gives “final” invoice to the activities department.5. Charge is approved to be paid.
MISC
No Paperwork / No Practice Schedule Look Correct? Rosters / Practice Schedules Assistant coach phone numbers and emails
Did you double check the online Activity Trip List” to be certain your bus transportation is correct?
Community Connection Steppin Up for Cancer / Clean School Grounds /
Raking for the Community Older athletes working with younger groups Assistant coach phone numbers and emails
RANKING OFFICIALS
Head Coaches must rank officials after each competition.
Go to www.RefRanking.com If you don’t remember your password you
will have to let me know and I will get it for you.
TRAINER
Trainer: Larissa Dreyer and Ryan Henke
Impact Testing: Football, Volleyball, Soccer, Basketball, Gymnastics, Wrestling, Hockey, Softball, Baseball
Athletes need this done every 2 years
STUDENT RECOGNITION
Announcements about your activity, advisor / coach should contact the secretary at your school.
Students enjoy hearing their name and team on announcements.
MEDIA CONTACTS
Channel 19: 1-800-947-9969 Fax: 1-507-895-6196
Channel 8: 608-784-7897 or 1-800-285-9528Fax: 782-4672
La Crosse Tribune: 608-791-8314 or 608-791-8315 Fax: 608 – 791-8239
Email: sports@lacrossetribune
Holmen Courier: 786 – 1950 Fax: 786 – 1670
WI State Journal Sports: 1-800-686-1339Fax: 608-252-6194
ANTICIPATED PROBLEMS
Please communicate any issues you believe might surface before they come to fruition. Athlete behaviors / conflicts Parent concerns Problems due to tryouts and cutting
COMMUNICATION
Stop into my office (HS/MS) occasionally and chat.
Let me know how the activity / season is going and if you need help with something.
MEDICATION LAW
School staff and coaches who may administer any type of medication will be required to do an online course and complete a skill competency test every 4 years to ensure safety for students and school personnel. The course 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!!!
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