K.C.V.I. Blues

Coach/Staff Supervisor Handbook

Sam Miller, Athletic Director

Revised 2009

Introduction

Kingston Collegiate and Vocational Institute provides a comprehensive, active and successful athletics program.

This handbook has been prepared with the intent of making the coach’s/supervisor’s role an easier and more enjoyable one by providing a resource of important and helpful information. As well, it is necessary to prepare a uniform set of policies, guidelines and procedures in order to make the athletics program an efficient operation.

Coaches/staff advisors are requested to refer to this handbook and, where policy changes may be required for a particular sport or event, to consult with the Athletic Director or Head of Sport group before making any changes. Channels of communication must be maintained throughout the year, especially when day-to-day program adjustments become apparent. Coaches and staff supervisors must be diligent in checking the Athletics Web site and their First-Class accounts daily, during their coaching season. This way, there should be no surprises as we continue our quest of student excellence through athletics.

Before you begin your season, please make sure that you fully understand the policies and procedures as outlined in his handbook. To assist you, an appendix containing masters or required forms has been included. These forms are also available on-line at the Athletics web site. Photocopy these as required for your athletes, parents and administrators.

Finally, thank you for undertaking one of the most rewarding components of your teaching career; the opportunity to coach an athlete. Good luck with your program.

The price of success is hard work, dedication to the job at hand, and the determination that

whether we win or lose, we have applied the best of ourselves to the task at hand.

-Vince Lombardi

Telephone Directory

Rob Druce, Board Athletic Director 547-8926 (h) 532-2220 (cell)

Sam Miller, KCVI Athletic Director 547-8942 (h)

Darlene Scarlett, Principal

Mike Patterson, Phys Ed Head

Transportation: Stock Bus Lines 384-0770Laidlaw 389-8690James Reid 634-7361

Taxi: Modern 546-2222

Media: Whig Standard Sports 530-4123Kingston This Week 389-7400CKWS – TV (Sports) 549-2957

Volunteer Coaches

Volunteerism on the part of staff, students and community members is the lifeblood of the KCVI athletics program. When working with student athletes, staff members are expected to conduct themselves in a way that is consistent with the professional protocols established in Ontario’s Education Act.

Parent and community volunteers must follow the protocols established by the LDSB in Administrative Procedure Document 496, Volunteers. The following excerpts identify the duties of both the school principal and volunteer in cases where the volunteer works closely with students over a sustained period of time (a whole sports season).

Definitions

1.1.1 A parent volunteer in a school is a parent or guardian who currently has a child enrolled in the school or system, who performs a designated task which supports a classroom, a school or system-wide program or event.

1.1.2 A community member volunteer is any member of the community who does nothave a child enrolled in the school or system and who performs a designated task which supports a classroom, a school or system-wide program or event.

Duties of Principals

2.1.0 Principals, on an annual basis and in consultation with the staff, shall identify the number of volunteers and the types of assistance required from volunteers to meet student and school needs.

2.1.1 Principals, on an annual basis, shall advise the school council concerning the number and types of assistance that volunteers provide within the school.

2.2.0 Principals and appropriate central office staff are responsible for recruiting and selecting appropriate individuals to fulfill the needs identified in Section 2.1.0.

2.2.1 Principals shall complete appropriate reference checks on volunteers, as needed, to ensure that they possess the skills and abilities to provide meaningful services to students and the school.

2.2.2 All parent and community member volunteers who will be in regular contact with students will be asked to provide proof of a criminal record check (CPIC)and an annual Offense Declaration, in accordance with Administrative Procedure 401, Collection of Personal Information.

2.3.0 To ensure district insurance coverage for volunteers, principals shall keep a current register of volunteers, including a brief description of their duties at the school. A school principal may be required to submit a copy of the volunteer register to the appropriate supervisor.

2.3.1 The Director shall designate staff members to develop and update on a regular basis a Volunteer Handbook which shall be provided to every school volunteer at the beginning of the volunteer’s assignment.2.4.0 The principal, or designate, shall provide each volunteer with information such as a staff list, a school map, the school’s emergency response plan and the general and specific expectations the school has for its volunteer partners.

2.4.1 The principal, or designate, shall review with each volunteer any specific medical information about a student(s) who may be involved in activities within the school who may come into contact with the

volunteer. 2.4.2 The principal, or designate, may have to arrange for training for the volunteer related to the medical condition of the student identified in 2.4.1, according to the district’s Health Issues Guideline.

2.5.0 The principal or designate shall review with each volunteer the requirements for confidentiality under the Municipal Freedom of Information and Protection ofPrivacy Act and the district’s commitment to student safety as outlined in its Safe Schools Protocol.

Duties of Volunteers

3.2.0 Each volunteer is expected to work under the guidance, direction and supervision of the principal or a designated staff member.

3.3.0 Each volunteer is expected to attend pertinent orientation or training programs designed for volunteers and provided from time to time by the school or the district.

3.3.2 Each volunteer may contribute his or her time and expertise according to the needs of the school established by the principal and identified in 2.1.0. Some school activities, such as field trips, fun fairs, track and field events, for example, may require the support of volunteers for very short periods of time. For those activities which are one school day or less in duration, the principal, after consultation with the appropriate supervisor, may waive the full screening process as set out in 2.2.1.

Pre-Season Procedures

This summary is designed to assist coaches/staff supervisors with the handling of pre-season paperwork and team start-up requirements. It is only a guide, and not intended to replace pre-season practices that have worked for you in the past.

Notify the Athletic Director of your intent to begin team practices, and indicate your preferred practice times

Prepare a team budget and review your previous years bank balance for deficits or surpluses

Schedule a team meeting with all interested students. Announcements should be posted to the Athletics Website, and e-mailed to the radio station.

Once your team has been selected, identify any students who are new to KCVI (except grade 9 students), and submit a Transfer form as required to the Athletic Director

Player permission forms and other necessary paperwork is to be completed and kept on file for the duration of the season.

Collect all team fees prior to the first game. These fees should be submitted, along with a team list, to the Athletic Director

Post your team list on the Athletics Web Site

Insure all team members have a current S.A. card

KASSAA Edibility Sheets are complete and signed by the Athletic Director and Principal and faxed to Rob Druce before your first game

Budgeting and Athletic Fees

Budget

Coaches must submit a comprehensive team budget to the Athletic Director prior to the start of their season. The budget should be completed taking into account any current deficits or surpluses in the bank balance, long-term planning goals, etc. Your budget should be separated into local and regional play, and short-term and long-term goals. Expenses should be reasonable and fall under the jurisdiction of K.A.S.S.A.A.. Additional expenses for E.O.S.S.A.A. and O.F.S.A.A. competitions are submitted under a separate budget request.

A sample budget form is included in this package. Any additional fundraising that you plan to do with your team should be included in your budget request. These amounts will not deter how much funding you will receive from the Student’s Association. Coaches are reminded to maintain their own financial records in order to reconcile their accounts with the Athletic Director at the end of the year.

Fees

The cost to play for your particular team should be carefully considered. Not all students attending KC.V.I. are financially equal. Costs should be minimized, however the integrity of the program should not be jeopardized. Your fees should cover a significant portion of playing expenses, at the local level. Some money may be provided by the Student Association, upon receiving a team budget and upon approval of the Executive of the S.A..

All fees should be collected prior to the first regular season game and submitted to Flo Bovey in the main office.

Coaches’ Responsibilities

Meetings:

Coaches are generally required to meet periodically as required by the school, sports group and K.A.S.S.A.A.. A summary of meeting dates will be provided, via First-Class and the Athletics’ Web Site, when they are known.

School Meetings:

One at the start of the year with the sport’s group. The Sports Director of that particular group will call this meeting. If there is not a sports group in the school (ex. Cheerleading), then this meeting need not be called

Subsequent meetings may be held during the season to discuss matters of an urgent nature

League Meetings:

All coaches should attend the Sport’s Group meeting held after the K.A.S.S.A.A. Executive meeting prior to their season. The date and location of this meeting will be available on First-Class and the Athletics’ Web Site when it is known.

If you cannot attend this meeting, please let the Athletic Director or another coach in your sports group know prior to the meeting. It is important to have representation at these meetings as often the agenda includes game locations, tournaments and eligibility requirements.

K.A.S.S.A.A.:

General meetings are held three times a year, in a location to be determined. Important policy decisions are made, rankings for spring sports are decided and information from E.O.S.S.A.A. and O.F.S.S.A. is given.

Every effort should be made to attend these meetings, however, there is always representation from K.C.V.I..

Code of Behavior

While practicing or competing as a member of a school team, each student and coach is bound by the same rules/policies set forth for all in the K.C.V.I. Code of Conduct and by the K.A.S.S.A.A. Code of Ethics.

Before, during and after athletic events, players and coaches are expected to display, through their behavior and actions, the philosophy and ideals of K.C.V.I.. Demonstrating

the positive qualities of a good sports person produces positive benefits to our school, which further enhances the K.C.V.I. community as a whole.

Class Coverage

Each coach/staff supervisor should arrange class coverage through the Vice-Principal and main office staff at least 24 hours prior to the day required. Make sure all of the appropriate paperwork is complete and submitted to the main office. Names of players who will also be away should be submitted to the attendance office.

Early Dismissals

Normally, league games are not scheduled to coincide with classes. However, exceptions are often made due to outside lighting requirements, make-up games or field availability. All early dismissal games must be approved by the Principal or designate. The Athletic Director should also be informed of these occasions so that he/she can communicate these changes to the staff and other schools involved. It may also be useful to post these changes on the Athletic Web site.

When a team travels out-of-town for a tournament during a school day, all appropriate paperwork concerning class coverage and attendance must be completed (see Class Coverage). Please inform the Vice-Principal or designate of these plans.

Equipment

All equipment used by your team remains the property of K.C.V.I.. It is very important that equipment be looked after during your season. Other teams may be using this equipment in another season. If you need locker or storage space, please see the Athletic Director to arrange this requirement.

Try not to trust students with locking up a facility. Although their intentions may be honorable, they may not be as diligent as a coach.

Sports groups, like basketball, soccer and volleyball should have consistent policies when it comes to equipment storage and handling. Likewise, any team using Phys Ed equipment should include the Head of Phys Ed in any discussions about equipment usage and storage.

Eligibility and Transfers

K.A.S.S.A.A. guidelines for transfers and eligibility copy those of OFSAA.. As of September 2003, the new age classifications are as follows: Senior the individual’s birth certificate indicates that he/she has not

yet reached his/her 19th birthday by January 1st prior to the start of the school year in which the competition is held.

Junior the individual’s birth certificate indicates that he/she has not yet reached his/her 15th birthday by January 1st prior to the start of the school year in which the competition is held.

Midget the individual’s birth certificate indicates that he/she has not yet reached his/her 14th birthday by January 1st prior to the start of the school year in which the competition is held. Students may compete in this category for one year only.”

As it pertains specifically to Cross Country and Track & Field…. Eligibility will be based on the athlete’s year of birth. Therefore - MIDGET • must be born in 1989 or later • cannot have competed in Midget Cross Country previously JUNIOR • must be born in 1988 or later SENIOR • must be born in 1984 or later • cannot have been in high school more than five years

There is no grandfather clause in the new regulations. They apply to every athlete.

OFSAA TRANSFER POLICY AT SEPTEMBER 2003 (Reference: OFSAA By-Law 5, Eligibility for Competition, Section 3(f). Should there be any discrepancy on the web site between this edition of the Policy and the quoted By-Law, the By-Law shall take precedence.)

No school shall include in its line-up any student who has been registered as a transfer from another school within the previous twelve (12) months. The Federation’s Transfer Policy applies to all students transferring into Ontario high schools.

In accordance with the Federation's Transfer Policy Procedural Process, a student or his/her representative may apply to the Federation's Board of Reference to be deemed eligible to participate in Federation sponsored events according to the following criteria.

(a) (i) there has been an accompanying change in legal residence by the student and his/her immediate family to the designated school from any system (public, catholic or independent) according to school board boundaries (or is the closest school in the student’s choice of school system to the student’s home if no school

boundaries exist). (Immediate family is the parent(s) or the student’s legal guardian as determined by a court of competent jurisdiction.)

(ii) Students transferring to an Ontario school from outside North America may apply under this section.

(iii) A student attending a school as a result of the closure of his/her former school may apply under this section.

(b) (i) the student did not participate in any sports at the interschool level for twelve months prior to the date of transfer.

OR

(ii) the student accepts his/her ineligibility under the Transfer Policy, but requests eligibility for the sports he/she did not participate in at the interschool level for the twelve months prior to the date of transfer.

(c) the student has transferred from a non-semestered school to a semestered school for Semester I and is either within one (1) semester of graduation or is within four credits of the academic requirements for university admission. The purpose of such a transfer is to complete high school in one semester. Such a student is eligible for Semester I only and will be ineligible for twelve (12) months after the conclusion of the semester.

(d) the student has been placed in a school by (i) an I.P.R.C. (Identification, Placement and Review Committee) decision; or (ii) a court order. The Federation's Board of Reference shall require and receive a letter from the principal of the school from which the student has transferred, stating the reason for the placement of the student by I.P.R.C., or a copy of the court order placing the student in the new school, whichever is applicable.

(d) the student has transferred for major academic program needs. Major academic program needs are defined as a series of related courses which is unattainable at the previous school and which is a pre-requisite for entrance requirements for a specific post-secondary goal (i.e. college or university entrance, employment, apprenticeship).

(f) the student: (i) has transferred prior to their grade 10 year for exceptional personal, social or

academic reasons. Documentation detailing these exceptional reasons must accompany the appeal.

(ii) has changed residence to live with a custodial parent, or to live with a new, court-appointed legal guardian for exceptional personal reasons. Documentation showing that there was just cause for the move must accompany the appeal.

(iii) has transferred to remove him/herself from an abusive home environment. Documentation detailing the abusive situation shall be provided by the applicant from the sending school, psychologists, social worker, medical doctor or police, as the case may be. (All documentation will be reviewed respecting confidentiality.)

(iv) has been forced to leave an independent school specifically due to financial hardship. The appeal must include the following information: information regarding change in tuition fees; documentation regarding family requests for bursary assistance to meet financial hardship; documentation regarding significant changes in the financial situation of the family; and, confirmation that the student will be attending the designated school in their home catchment area.

(v) Failed Intervention Strategies: The student who has transferred (or is considering transferring) experienced educational and/or social difficulties that have clearly been documented on the student’s scholastic record and, in the opinion of school administration, it is in the best interest of the student to transfer schools as a direct result of the failure of the intervention strategies put in place by the school to deal with the situation. The transfer must be approved by the receiving and sending school principals and both schools’ athletic coordinators or heads of physical education. Students should apply prior to the actual transfer of schools if possible.

Notwithstanding any of the above, no student may play the same sport for more than one school in the same League or municipality in the same school year unless the student is ruled eligible by the Federation's Board of Reference under subsection (a) of the Transfer Policy.

Notes: 1. Once a student has changed schools he/she is considered a transfer student and

even if he/she returns to a school, he/she must comply with the Transfer Policy. 2. The word "participate" in section (b) of the Transfer Policy means competing for

your school in that activity. This includes exhibition games and invitational tournaments/events, not just league play.

3. The Board of Reference will not consider as reasons for transfer: (i) the relative ranking of schools or the differences in delivery of courses with

the same Ministry course codes; (ii) that a sport or team is no longer offered at the previous school.

4. Students moving from a school in a strike/lock-out area are ineligible for all sports played in the previous 12 months from their date of entry into the new school.

5. Out of province and out of country exchange students are not considered transfer students and are eligible for all sports.

6. Students who have graduated from high school or equivalent in other provinces, states or countries, and have the number of required credits to be eligible for post secondary education in Ontario, are ineligible for OFSAA competition.

The Federation’s Board or Reference shall, in its sole and exclusive discretion and authority, consider such application and rule the student eligible or ineligible.

Transfer Policy Procedural Process

l. All transfer students are ineligible for OFSAA competition until cleared by their Association Transfer Appeal Board, the Independent School Transfer Appeal Board, or the Federation's Board of Reference - Transfers under Transfer Policy sections (a), (b), (c), (d), (e) or (f).

2. Students not eligible under these criteria may appeal in writing in the following manner:

3 (a) through their coach to the Association Transfer Appeal Board; (b) through their coach to the Independent School Transfer Appeal Board. (c) through the Association Transfer Appeal Board to the Federation's Board of

Reference - Transfers. Note: In all sections above, proper documentation must be received by the appropriate group before a decision may be rendered at that level. Appeals to the Independent School Transfer Appeal Board must be submitted directly to the OFSAA office.

4. All decisions of the Federation's Board of Reference - Transfers are final.

5. The deadline for any appeal of eligibility to the Federation's Board of Reference - Transfers is fifteen (15) days prior to the scheduled dates of the meetings of the Federation's Board of Reference. Such appeals must be accompanied by a $50.00 fee, refundable if the appeal is successful.

6. A challenge to the eligibility of a student may be made to the Federation's Board of Reference - Transfers by any member of an Association through that Association's representative.

7. (a) In the event that a student, ineligible by reason of the Transfer Policy, seeks to appeal his or her ineligibility to the Federation's Board of Reference - Transfers (hereinafter referred to as the "Board of Reference") the following procedure shall be followed:

(i) the student, or his or her representative, shall submit, in writing, on the designated form, to the Board of Reference, the grounds of the appeal and the reasons why the student claims to be eligible;

(ii) upon receipt of the application for appeal, the Board of Reference shall notify the student, in writing, of the date, time and place that the appeal is to be heard. The

student shall also be advised that he or she may personally attend the hearing of the appeal, along with his or her representative;

(iii) the Board of Reference shall send letters, post-marked or delivered, no later than fourteen (14) days before the date of hearing, addressed to the student and principal at the school which the student attends;

(iv) at the hearing the student or representative may make whatever submissions, or call whatever witnesses he or she chooses, and which the Board of Reference shall permit in its sole and exclusive discretion;

(v) the Board of Reference shall render its decision, in writing, and in doing so shall state briefly the reason(s) for its decision. The decision of the Board of Reference shall be final and conclusive and there shall be no right of appeal to any body or court of competent jurisdiction. (b) In the event that a student is declared eligible by the Association Appeal

Board, and that determination of eligibility is challenged by way of an appeal to the Federation's Board of Reference, the following procedure shall be followed: (i) the challenge to the eligibility of the student shall be in writing and

shall include the reasons for the challenge, and shall refer to the section or sections of the Transfer Policy on which the challenge is based. The challenge shall be directed through the Association Appeal Board Chairperson to the Federation's Board of Reference and shall be received no later than fourteen (14) days prior to the Federation competition in question. This challenge must be accompanied by a $50.00 fee, refundable if challenge is upheld.

(ii) upon receipt of a challenge, the Board of Reference shall notify the student and the student's principal, in writing, of the date, time and place that the appeal will be heard. In conjunction with the aforesaid notification, the Board of Reference shall also include a copy of the challenge as submitted to the Board of Reference;

(iii) the Board of Reference shall notify the student and the student's principal of the date, time and place of the appeal, by way of letters post-marked or delivered, no later than fourteen (14) days before the date of the appeal hearing;

(iv) at the hearing, the student and/or representative may attend and may call whatever witnesses or make whatever submissions he/she/they choose(s) and the Board of Reference shall permit in its sole and exclusive discretion;

(v) the Board of Reference shall render its decision, in writing, and in so doing shall state briefly the reason(s) for its decision. The decision of the Board of Reference shall be final and conclusive and there shall be no right of appeal to any body or court of competent jurisdiction.

(c) The procedures as set out in this section shall apply only to 6(a) and 6(b). In the event that there has been imperfect compliance with the procedures as set out herein, the Board of Reference may, in its sole discretion, waive any failure to comply with the procedures.

Injuries

Each coach/staff supervisor should have a first aid kit on hand for every practice and/or game. These first aid kits are available through the Vice-Principal and must be returned after your season is over.

Any additional first-aid requirements that you need, additional tape, ice etc can be purchased through the Athletic department and will be charged to your account.

Ice is available in the Phys Ed office for minor sprains and injuries sustained in the gym. Please replenish what you use.

All major injuries should be reported to the Athletic Director and Principal as soon as is convenient to do so. If the coach or staff advisor is not comfortable administering first aid, then please do not attempt to do so. Use the P.A. system in the school to alert a member of the first aid response group. There may also be nurses, doctors etc in the spectator stands. If an athlete requires ambulance transfer, please inform the parent/guardian immediately. Several teams have therapists and trainers on site, please use their services whenever possible.

Team Managers

An enthusiastic team manager can be an invaluable addition to your team. The following are suggested managerial duties:

Set up equipment distribution and return Store team valuables during a game Maintain first aid kits Arrange taxi or transportation Keep statistics and post messages and results on the Athletics Web Site Other duties as assigned by the coach

Team managers who are students will also receive athletic points that could be used towards Athletic recognition.

Player Attendance Policies

In keeping with K.C.V.I.’s attendance policy, coaches and staff supervisors are requested to stress the importance of regular daily attendance in school. Athletes must set a positive example to others, especially during game days. If an athlete is found “skipping” a class or is chronically absent, then they will be dealt with accordingly by the school administration. The result of which could include missing a game or any school activity, or suspension from school.

Student Activity Cards

All students playing for a KCVI athletic team must purchase a student activity card.

You can build this price into your team budget or have the students purchase one separately.

Athletes who do not have a valid S.A. card will not be permitted to play until a card is purchased

Scheduling

All game schedules will be posed on the K.A.S.S.A.A. web site once it is finalized. No temporary schedules will be sent to the schools. Coaches are reminded to check these schedules and report any discrepancies to the Athletic Director.

All games involving city teams will commence at 3:30 pm, and all games involving rural teams, will commence at 4:00 pm

Practice times will be arranged through the Athletic Director. Please indicate your preferred time as soon as possible so all requests can be honored. Morning times are always available – please try to schedule accordingly.

Athletes should not be using the hallways to train unless arrangement has been made in advance with the Athletic Director and approved by the staff at a staff meeting

Athletes practicing or playing outside should remove muddy footwear prior to re-entering the school. Under no circumstances should players wearing cleats be permitted on the gym floors.