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Greenville County Schools

ATHLETIC

DIRECTORS

HANDBOOK
2014-15 School Year
PURPOSE
The purpose of this handbook is to bring a planned order of management of extracurricular activities to all District high schools. The handbook will provide experienced school athletic directors with all the guidelines and forms necessary to operate within the District and The South Carolina High School League. For inexperienced athletic directors, the handbook will be most valuable in your everyday administrative activities. It is the intent of this handbook to improve the productivity of the school athletic director and, therefore, the quality of services offered to students in the extracurricular arena.
*NOT A CONTRACT
DISCLAIMER
THIS HANDBOOK IS INTENDED TO PROVIDE GUIDANCE TO GREENVILLE COUNTY SCHOOL DISTRICT EMPLOYEES. THIS HANDBOOK DOES NOT CREATE AN EMPLOYMENT CONTRACT BETWEEN THE EMPLOYEE AND THE SCHOOL DISTRICT. THE SCHOOL DISTRICT RESERVES THE RIGHT TO REVISE THIS HANDBOOK IN WHOLE OR IN PART AT ANY TIME.
I UNDERSTAND THAT IT IS MY RESPONSIBILITY TO FOLLOW THE POLICIES OF THE SCHOOL DISTRICT AND BECOME FAMILIAR WITH THIS HANDBOOK.
I acknowledge receipt of ThIS Handbook AND UNDERSTAND THAT IT IS NOT A CONTRACT OF EMPLOYMENT.

_______________________________ _______________________________________

[Signature] Date Printed Name
TABLE OF CONTENTS
I. Mission Statement, Core Values and Beliefs ……………………..………. 1

II. Code of Ethics for Coaches …………………………………..……………. 2

III. Fourteen Legal Duties of Coaches …………………………..…………..… 3

IV. Governance ……………………………………………………….……….... 4

V. Extracurricular Code of Conduct for Student Athletes ….…………….... 6

VI. District Policies (Athletics) …………………………………….………….. 8

  • Use of facilities for personal profit……………………………………… 8

  • Middle school students & feeder patterns….…………………………… 9

  • Student Injury Reports & Insurance requirements.....……………….. 10

  • Transportation to events; Use of personal vehicles……………………. 11

  • Harassment, Intimidation & Bullying………………………………….. 12

  • Middle School students on high school teams………………………….. 13

  • Procedures for Checking GEO Codes ………………..…………….…. 14

  • Athletic Insurance ………………………………..………………….…. 15

  • Risk Management …………………………..………………………..…. 16

  • Title IX ……………………………………………..………………….. 19

VII. Financial Management of the Athletic Department ……………………. 21

  • Managing and Accounting for Your Athletic Finances ……….…….… 22

  • Chart of Accounts, Guidelines and Terms ……………………..…….… 26

  • Purchasing, Local Funds Procedures, Receiving/Recording..……….… 27

  • District Accounts - 5000 Account ($15,000) Procedures ……………… 28

  • Ticket Security ………………………………………………..….………. 29

  • Process for Paying Event Personnel……………………………..……… 30

VIII. Maintenance ……….……………………………………………….…..… 31

  • Maintenance Requisitions ………………………………………..……… 31

  • Maintenance Checklist …………………..……………………….……… 33

IX. Transportation, Volunteer Bus Drivers; School Owned Vehicles……….. 35

  • Current Greenville County Regulations……………………………….. 38

X. District-Wide Athletic Administration Procedures (non-Policy) ……...… 40

  • General Administration; Staff Administration; Certified Trainers …. 40

  • Adjunct Coaches (“walk-on”, non-employees) ……………………….. 41

  • Guidelines for Volunteer Coaches ……………………………………... 43

  • Initiating Pay for Coaches ……………………………………………… 44

  • Adjunct Coach Pay; Local Funds Pay for Additional Coaches.……… 44

  • Pay Process for Getting Coaches Paid…………………………………. 45

  • Job Descriptions and Responsibilities ……………………………….... 46

  • Pre-Season Meetings; Handbook for Coaches…..…………………..… 47

  • Handbook for Students and Parents; Evaluation of Coaches ……..… 48

  • Student Eligibility Issues ……………………………………………..… 49

  • Sunday Athletic Competitions; Out-of-Town and Overnight Trips … 50

XI. Facilities …………………………………………………………………..…… 51

  • Paid Parking for Athletic Events ...……………………………….…… 51

  • Use of facilities by non-school related agents or agencies;

Renovations/changes in; Matching Funds ………………………….. 51

  • Security Checklist for Extracurricular Events …….……………………... 52


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EXTRA CURRICULAR ACTIVITIES
Vision Statement: We envision a school system that offers an extracurricular program for its students that is considered a model for all other districts in South Carolina. Our vision for the extracurricular activities program is that it will match the expectations the District has for its academic program, will be considered an asset to the academic mission of the schools, and will enhance all aspects of school life. We envision a program that offers quality facilities that are student and people friendly and quality coaching for its administration. Ultimately, we envision an extracurricular program that all of its participants, students, parents, coaches and administrators, can be proud of and one that promotes lifelong personal and community wellness and contributing, productive citizens.
MISSION: The mission of the extracurricular activities program is to inspire, educate, and empower its participants with positive lifelong educational experiences that produce contributing, productive citizens in our American society.
Inspire, educate, and empower students

through interscholastic extracurricular activities.”
BELIEFS:

We believe the extracurricular activities program is for all students.

We believe that extracurricular activities are an integral part of the total education program

and a unique part of the American high school experience.

We believe extracurricular activities teach students many invaluable, intangible traits--

necessities for productivity in our society--such as, but not limited to, self-discipline, personal

commitment, loyalty, sportsmanship, teamwork, the value of preparation, and a hard work

ethic.

We believe participation in extracurricular activities enhances student academic

performance and school attendance.

We believe extracurricular activities have a positive effect upon the participant’s self-image,

mental alertness, social competence and ethical awareness.

We believe that the spirit of competition and the will to excel--necessary elements associated

with extracurricular activities--are valuable to the development of a healthy mind and a

productive American citizen.

We believe extracurricular activities are a wholesome equalizer because individuals are

judged for what they are and for what they do, not on the basis of the social or economic

group to which they belong.
GOAL: To provide the participants with an extracurricular program that is highly regarded as one of the best in all of South Carolina.
OBJECTIVES:
• To provide our participants with the best possible administration, supervision and instruction

available.

• To provide our participants with quality facilities and equipment that is both safe and people

and student friendly.

• To provide our participants with safe, quality transportation to and from all competitions and

activities.

• To provide our participants with proper funding to meet all of their needs in the

extracurricular arena.

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Greenville County Schools
Code of Ethics for Athletic Coaches
The function of a coach is to educate students through participation in interscholastic competition. An interscholastic program should be designed to enhance academic achievement and should never interfere with opportunities for academic success. Each student should be treated with the utmost respect coaches and his or her welfare should be considered in decisions by the coach at all times.


  1. The coach shall be aware that he or she has a tremendous influence, for either good or ill, on the education of the student and, thus, shall never place the value of winning above the value of instilling the highest ideals of character.




  1. The coach shall uphold the honor and dignity of the profession. In all personal contact with students, officials, athletic directors, school administrators, the South Carolina High School League, the media, and the public, the coach shall strive to set an example of the highest ethical and moral conduct.




  1. The coach shall take an active role in the prevention of drug, alcohol and tobacco abuse.




  1. The coach shall avoid the use of alcohol and tobacco products when in contact with players.




  1. The coach shall promote the entire interscholastic program of the school and direct his or her program in harmony with the total school program.




  1. The coach shall master the contest rules and shall teach them to his or her team members. The coach shall not seek an advantage by circumvention of the spirit or letter of the rules.




  1. The coach shall exert his or her influence to enhance sportsmanship by spectators, both directly and by working closely with cheerleaders, pep club sponsors, booster clubs, and administrators.




  1. The coach shall respect and support contest officials. The coach shall not indulge in conduct which would incite players or spectators against the officials. Public criticism of officials or players is unethical.




  1. The coach should meet and exchange cordial greetings with the opposing coach to set the correct tone for the event before and after the contest.




  1. The coach shall not exert pressure on faculty members to give students preferential consideration.




  1. The coach shall not scout opponents by any means other than those adopted by the SCHSL, the Conference, and the Region to which his school is a member.




  1. To understand that a coach is assigned to a specific school to coach and that the proselytizing of students at any grade level not in their school/team's attendance zone to attend his/her school in order to participate on that school's teams is strictly forbidden and in violation of High School League rules.




  1. To support and strive to fulfill the professionally recognized fourteen legal duties of a coach.


NOTE: This "Code of Ethics" is incorporated in each coach's job description by specifying it as a responsibility to "...abide by the Code of Ethics for Coaches in Greenville County Schools."


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The Fourteen Legal Duties of a Coach
These fourteen obligations or duties have been identified as absolute requirements for coaches and athletic administrators and have evolved as a result of various case law proceedings and legal judgments against individual athletic directors, coaches, and school districts.


  1. Duty to Plan: Inherent to this duty is the need to continually conduct focused analyses of potential hazards and to develop responsive strategies that prevent or reduce the potential for injury and loss in the following areas: coaching competence; medical screening; appropriate activities that consider age, maturity and environmental conditions; facility and equipment evaluation and improvement; injury response; warnings to athletes and parents; insurance of athletes; child advocacy in cases of substance abuse or family neglect or abuse. Plans and policies should be rigorously implemented. Plans should become policy and updated regularly. Negligence can be alleged when an injury loss results from no planning, inadequate planning or when plans are developed but ignored.

  2. Duty to Supervise: A coach must be physically present, provide supervision and control of impulsive behavior, competent instruction, structured practices that are appropriate for the age and maturity of players, prevent foreseeable injuries and respond to injury or trauma in an approved manner. This duty requires supervisors to ensure that facilities are locked and that students are denied access when a competent staff member cannot be physically present to supervise. Locker room supervision by coaches is the best preventive measure for hazing. Supervision responsibilities also pertain to athletics administrators who are expected to be able to supervise their coaches and the school’s events competently to ensure that spectators do not create an unsafe or disruptive environment.

  3. Duty to Assess Athletes’ Readiness for Practice and Competition: AD’s and coaches must be required to assess athletes for health and physical readiness for each sport. Practice plans must show a progression of conditioning and skill development. A physical exam as per SCHSL rules is required before participation in practices and/or workouts. Specialized conditions of athletes must be noted so as to ascertain any disorder or physical condition that predisposes the athlete to injury. Injured athletes who required the services of a physician may not return to practice or competition without written permission of the physician.

  4. Duty to Maintain Safe Playing Conditions: Coaches are considered trained professionals who possess a higher level of knowledge and d skill that permits them to identify foreseeable causes of injury specific to a sport and inherent in defective equipment or hazardous environments. There is a duty to improve unsafe environments, repair, or remove defective equipment or disallow access to unsafe equipment or environments. Weather conditions are clearly a part of this duty. A plan for monitoring and responding to dangerous weather conditions must be in place and adhered to at all times. Building and fire codes must be observed and implemented with respect to capacity, ventilation, and lighting.

  5. Duty to Provide Proper, Appropriate Equipment: ADs and coaches must ensure athletes are properly equipped with equipment that is appropriate for the age and maturity of the athletes and that is clean, durable and safe. Fitting should be carried out in accordance with manufacturer’s specifications. Protective equipment that requires NOCSAE approval must be certified and checked for proper fitting. Athletes must wear protective equipment any time they are exposed to the full rigors of contact in practice and competition.

  6. Duty to Instruct Properly: Practices must be characterized by instruction that accounts for a logical sequence of fundamentals that consider the developmental level of the athlete and that lead to an enhanced progression of player knowledge, skill and capability. Instruction must move from simple to complex and known to unknown. Coaches must be properly prepared to provide appropriate and sequential instruction and to identify and avoid dangerous practices or conditions. Instruction must demonstrate appropriate and safe techniques with regard to the rules of the game and must include warnings about unsafe techniques and prohibited practices.

  7. Duty to Match Athletes: Athletes should be matched with consideration for maturity, skill, age, size and speed. To the degree possible, mismatches should be avoided in all categories.

  8. Duty to Condition Properly: Practices must account for a progression of cardiovascular and musculoskeletal conditioning regimens that prepare athletes sequentially for more challenging practices and competitive activities.

  9. Duty to Warn: Coaches are required to warn parents and athletes of unsafe practices that are specifi8c to a sport and the potential for injury or death. This warning should be issued in writing and both athletes and parents should be required to provide written certification of their comprehension.

  10. Duty to Ensure Athletes are Covered by Injury Insurance: All athletes must be provided a basic level of medical coverage. Athletes should never be allowed to participate without coverage. The insurance plan should be clearly explained to parents and athletes.

  11. Duty to Provide Emergency Care: Coaches are expected to be able to administer accepted, lprioritized, standard first aid procedures in response to a range of traumatic injuries—especially those that are life-threatening.

  12. Duty to Develop an Emergency Response Plan: ADs and coaches must develop site-specific plans for managing any injury situation for both the injured and uninjured athletes. Plans must be in place to: ensure access to a phone, a stocked first aid kit, spine board and other emergency response equipment to include an AED. The plan should also account for a call to EMS and the expedited access by EMS to the injured athlete by stationing coaches or team members at driveways, parking lots, entry doors and remote hallways.

  13. Duty to Provide Proper Transportation: Bonded commercial carriers (those labeled by DOT as “Buses”) should be used for any away contests. When allowed to use POV’s, a written process to include the provision of adequate insurance coverage for drivers and passengers must be in place.

  14. Duty to Select, Train, and Supervise Coaches: ADs will be expected to ensure coaches are capable of providing safe conditions and activities as outlined in the preceding list of thirteen duties. Coaches should be required to fulfill professional development for improvement of coaching annually.

4
GOVERNANCE
Greenville County Schools
The high school extracurricular program will be administered under the policies and regulations of Greenville County Schools. The Board of Trustees is the governing authorities whose responsibility it is to initiate and enforce all the policies and regulations. The current “Policies and Regulations Manual” is available in every school’s library and principal’s office. Policies and regulations that pertain directly to extracurricular activities are included in this handbook located in the “District Policies and Regulations” section.
Under the current organizational structure (1 July, 1999), the Superintendent reports directly to the Board of Trustees. The principals of all schools report directly to the Superintendent. All Assistant Superintendents and Executive Directors and Directors also report directly to the Superintendent. High school athletic directors report directly to the school principal. The role of the District Director of Athletics is to work in cooperation with the Deputy Superintendent for Operations, the Asst. Superintendents for Schools and the High School Principals to enhance the extracurricular programs at all schools. This necessitates this person to work closely with school athletic directors in a leadership and managerial role to formulate and administer district policies and solve problems in the extracurricular arena. Additionally, the position is called on to give input and direction in other extracurricular activities such as fine arts, marching band, chorus and drama.
Director of Athletics – Bill Utsey Phone: 355-3987 Cell: 444-3997 Fax: 355-9154

Email: butsey@greenville.k12.sc.us
The South Carolina High School League
All middle and high schools in the District are full members of The South Carolina High School League. The rules and regulations governing athletics contests for member schools are established by this League. The League is governed by the rules and regulations published in its “Handbook.” This “League Handbook” contains the League’s Constitution, By-Laws and all other rules and regulations of governance. All athletic directors and coaches must be thoroughly familiar with these rules and regulations. The coach is responsible for properly administering all rules governing his or her particular sport. The school athletic director is responsible for making sure all League rules are properly adhered to by all coaches under his/her management. These regulations include: age of contestants, eligibility, official dates for start of practices, game standards, officials, etc. Guidelines for disciplines issued by the League for violation of rules and regulations are also listed in the Handbook. Coaches are to be familiar with these violations and fines which accompany them. In the event that a violation occurs and a monetary fine is placed upon your school, the coach in charge of the sport in which the violation occurred shall have the responsibility of paying that fine. If the violation involves the negligence of duty of any other members of the athletic department, he/she too shall be responsible for an equal share of the fine. Neither your school nor Greenville County Schools will pay any monetary fines for violations that occur because of negligence on the part of any member of your athletic department (see policy in the District Policy and Regulations Section).

NOTE: Should any school within the district become aware of or suspect any violation of League rules or District policy and regulations by another school within the District, they are first obligated to report such to the District Director of Athletics immediately. The alleged violation will be investigated and validated. Should a valid violation involve District guidelines, the Director of Athletics will mediate a meeting between the schools’ principals and athletic directors to resolve the issue. Should a High School League rule be violated, the League will be notified and the issue handled according to League guidelines.

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The National Federation of State High School Associations
The South Carolina High School League is a member of this national organization. A major function of this organization is to write and produce all rules and regulations for all sports played by your schools’ teams. National Federation rules are used in all games. There will be no deviation other than those adopted by the Executive Committee or Legislative Assembly of the South Carolina High School League. These deviations must be approved by the National Federation and are communicated to member schools through the required rules meetings for each sport. These rules meetings are mandatory for all head coaches. Dates for rules meetings are published in the League Handbook and the Bulletins mailed each month to member schools.

The National Interscholastic Athletic Administrators Association is a subsidiary professional organization of the National Federation. All school athletic directors are encouraged to join this organization and its state subsidiary, the South Carolina Athletic Administrators Association. Visit the National Federation Website: www.nfhs.org (NOTE: NIAAA has link at this website)
AA, AAA, and AAAA Conferences
Under the South Carolina High School League, all member schools are classified either A, AA, AAA, or AAAA schools by their 135 day enrollment figures. This is usually done on a two year basis. Each classification is organized into a statewide conference (A, AA, AAA, AAAA). Each conference is further broken down into geographically organized regions (I - VIII). Each conference publishes a “Conference Handbook” that gives all dates of start and finish of seasons and the playoff rules and regulations. Each athletic director, as well as head coach, is responsible for being familiar with his/her respective conference handbook. Each region also has a constitution or handbook that consists of rules and regulations regarding tiebreakers, all-region team selection, and the process of determining each region championship and playoff qualification. You, along with all your head coaches, should become intimately involved with region rules and regulations.

The School Athletic Director
The role of the school athletic director is to produce and maintain an athletic program that is educationally sound, full of positive learning and life skill experiences for young people, and financially productive. One measure of success is the student participation rate. The program should be fiscally solvent at all times (Refer to the job description for the school athletic director in the ‘AD Forms’ found on the InfoWeb).

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