handbooks - writing policies & guidelines for coaches, students, parents
DESCRIPTION
TRANSCRIPT
Handbooks, Policies & Procedures
Dr. David Hoch, CMAA
National Athletic Directors’ Conference
December 15, 2013
Policies
• Emanate from board or superintendent levels
• May ask athletic administrator for data & input
• Writing a draft may be AD’s responsibility
• Need to communicate policies to athletes, coaches & parents
Procedures
• Are guidelines, step-by-step directions based upon policies
• Normally created by athletic administrator
• Have to be communicated to athletes, coaches & parents
Handbooks
• A vehicle to communicate & educate a segment of your shareholders
• Created by athletic administrator• Approved by principal or
superintendent; initialed & dated• Should include policies,
procedures & all materials pertinent to your program
All Handbooks
• Should be the ultimate resource or reference
• Can eliminate phone call & questions by educating parents & coaches to look in the handbook
• Need to constantly update handbooks; cover loopholes, new developments
• Should include every form, guideline & procedure you use
Updating Handbooks
• Make notes in margins with red pen to mark items to be improved
• Set time aside during the summer to update handbooks
• User a folder to accumulate notes for improvement
• Make immediate changes for critical issues
Hints to Improve Writing
• Use concise style – simple, straight-forward sentences
• Limits paragraphs to 3-4 sentences. Easier to understand!!
• Avoid jargon & SAT words of the week
• Use the ‘Journalistic Cues: Who, what, where, when, why and how
• Only use one tense in a paragraph
More Writing Hints
• Use 2nd or 3rd person for professional writing!
• Don’t repeatedly use the same word sentence to sentence or paragraph to paragraph; use a thesaurus
• Use Spell Check – although not infallible
• Give yourself time (before deadline). Good writing is rarely achieved in one draft.
• Have someone (2-3 individuals) proofread the document
Give Credit
• Borrow from colleagues• Don’t have to reinvent the wheel• Do give credit – otherwise
plagiarism• “The preceding material taken
from …”• “This section was adapted from
…”• “This unit was modeled after …”• … and other “credit” statements
Table of Contents
• Use the normal technique – sequential
• Also include – alphabetical listings
• List topics under different headings – user friendly.
• Example:
Anti-Hazing Policy
Hazing Policy
Policy covering hazing
Topic Examples forAthletes’ Handbook
• Eligibility requirements• Pre-season paperwork• Practice expectations• Reporting injuries• Team travel
requirements• Participation on outside
teams• Requirements to earn a
letter
• Sportsmanship expectations
• Athlete Code of Conduct
• Responsibility for uniforms & equipment
• Concussion protocols• Dangers of energy
drinks• The role of a captain
Coaches’ Handbook
• State & district regulations – NFHS concussion & heat courses
• Necessary paperwork• Team travel requirements• Care of injuries• Job description for head,
assistant & JV coaches• Supervision of locker
rooms
• Sportsmanship expectations
• NFHS Coaches’ Code of Ethics
• Evaluation of coaches• Care & inventory of
uniforms / equipment• Media relations• Communication with
parents
Parents’ Handbook
• Athletic Mission Statement
• Concussion protocols• Reporting injuries• Guidelines – contacting
a coach• Chain of Command• Advantages of multi-
sport participation
• Team travel• Postponed games
notification• Practice requirements• Athlete Code of
Conduct• Dangers & reporting of
hazing, bullying & cyber-bulling
In General …
• Remember – the previous lists were not all-inclusive
• Include anything & everything specific to your setting!
• Seek input for Coaches’ Handbook. Input from parents?
• Readjust page numbers when you add sections / pages
Appendix
• Include all procedures, guidelines & forms
• Provide examples of anything that you use in your program
• List by multiple headings – easier to find
• Ensure that forms can be downloaded from website
Distribution
• Distributed at pre-season meetings
• Available in main office• Sent home to ‘selective’
challenging parents via Certified Mail.
• Posted on website• Have a few in the ticket
booth?
Signoff Sheet
• Indicates that individual received & read
• Does not mean that he/she necessarily agrees
• Have both parents sign• Keep sheet on file• Use this signed form as
1st line of defense
Policies, Procedures & Handbooks
• Policies & procedures are basic parameters for program
• Handbooks – ultimate resource / reference• All documents have to be well-written for
professional image• Constant updating is critical• Well-crafted policies, procedures and handbooks
should translate into fewer problems