Coaches’ Coaches’ InserviceInservice

Wednesday, August 19, 20095:00 – 8:30 pm

WELCOME & INTRODUCTIONS

Deon Samuel – Director of Athletics

Sandra Mader – Director of Athletic Services

Johnnie B. “Hawk” Carter – Director of Athletic Services

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Communication

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Accentuate the Positive

4 : 1

ALDINE ISD COACHES

PRAISE LOUDLY

AND CRITICIZE SOFTLY

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Ways to Focus on the

PositiveUse simple rewardsA smile A pat or handshakeA word of encouragementPraise for the deedA note to the

student/homeA phone call or email home

“If we succeed in giving the love of learning, the learning itself

is sure to follow.”

Coaching ManualSandra Mader, Director of Athletic Services

• A. Eligibility- UIL Constitution and Contest Rules

High School –Section 400,440,1205

Middle School – Section 1400• B. Eligibility Dates-Calendar• C. UIL Academic Requirements• D. COPE – On line• E. 1ST year coaches/Not a full-time employee of

the school district/Ejected coach not overturned – Complete NFHS Fundamentals of Coaching Course

Athletic DepartmentAldine Independent School District

Procedures for Verifying Eligibility 2009-2010

The following information will be initiated immediately to ensure that eligibility for all athletic participants will be verified and coaches, athletic coordinators, and athletic directors will be directly accountable for the implementation of this procedure.

This information will be placed in the Coaches Athletic Handbook for the 2009-2010 school year and will be an agenda item at every weekly high school campus coordinator’s meeting and monthly agenda item for the middle school campus coordinators.

1. The athletic director is responsible for ensuring that each campus coordinator (middle and high school) has verified team eligibility each six weeks grading period with all head coaches. This will be done by receiving a copy of the Eligibility Status Report each six weeks grading period from each head coach in the school.

2. The athletic director will review on a weekly basis the eligibility timelines with each campus coordinator so they can review this information with each coach in their building.

3. The campus coordinator (middle and high school) is responsible for verifying that all athletes are eligible to participate. He will do this by receiving from each head coach a copy of the Eligibility Status Report for each 6 week grading period on the Tuesday following the end of the 6 week grading period. The high school campus coordinator will submit these reports on that same Tuesday to the athletic director. The middle school campus coordinator will submit these reports via fax or email to the athletic director or that same Tuesday.

4. The head coach shall delegate to an assistant coach the responsibility of checking all grades for team members as a means of double checking the six week eligibility of all team members.

5. Head coaches are to closely follow Academic Eligibility for Extra-Curricular Activities dates to ensure that all participants who have lost or regained eligibility are tracked and that timelines for this are strictly followed.

Charlotte Davis, Director of Guidance, Counseling, and At-Risk Students

NCAA Clearinghouse Application Process

Student athlete must register online at ncaaclearinghouse.net- during junior year

Submit the following:• Completed Student Release Form (online)• *Fee Payment ($50.00- credit or debit card)• Standardized Test Scores (sent directly from the testing agency)• Transcript Release Forms (sign and give to counselor)• Counselor will send certified transcript

*Students who received a fee waiver for SAT/ACT tests are eligible for an application fee waiver for NCAA

NCAA Clearinghouse Core Course Rules Core Courses Year 2009 and after Div. I Rules - (16 Core-Course Rule)

English (4 years)

Mathematics – Algebra 1 or higher (3 years)

Science – Natural/Physical Science (1year of a laboratory class) (2 years)

Social Science (2 years)

Additional Courses in English, mathematics, or natural or physical science (1 year)

Additional Academic Courses (English, math, science, social studies, foreign language, philosophy, nondoctrinal religion) (4 years)

NCAA Clearinghouse Core Course Rules Core Courses Div. II Rules (14 Core Courses)

English (3 years)

Mathematics – Algebra 1 or higher (2 years)

Science – Natural/Physical Science (1year of a laboratory class) (2 years)

Social Science (2 years)

Additional Courses in English, mathematics, or natural or physical science (1 year)

Additional Academic Courses (English, math, science, social studies, foreign language, philosophy, nondoctrinal religion) (4 years)

Important Things to Consider• Encourage students to keep grades up from grade 9.

• Encourage students to take the PSAT in sophomore and junior years.

• Encourage students to prepare for SAT/ACT tests before taking Spring of junior year.

• Work closely with your athletic academic advisors and school counselors.

Aldine I.S.D. Purchasing Carlotta Nicholas, Director of Purchasing

“Producing The Nation’s Best”

Athletics BuyerBlanca Macias X6658

Please help purchasing better serve you!

Vendor Requisition Change

•Use standard Vendor Requisition for non-bid items

•MUST be TYPED using Filemaker Pro.

•Non-typed requisitions will be returned.

•Must staple quotes/artwork

Requisition for bid items

•Obtain current bid requisitions from the Athletics Department

•Requisitions will list current pricing, appropriate vendor, etc.

•Separate requisition will be available for various categories, ie: football, volleyball, basketball, special equipment, etc…)

TRAVEL2009-2010

Filling out the travel form• Form is available on the computer. Directions for

downloading:1. Go onto district website2. Click on “Employees” on left3. E-portal and log-in4. Employee Resources on left5. Document Management6. Forms and then Finance Dept.7. Form is listed as “Travel Form” date of January 1, 2009 (new form avail. 9/1/09)

• The secretary/bookkeeper at each campus can help you or provide the form. Travel Reimbursement Form effective 1-1-09.xls

• Part 1 – all data must be filled in. Last 4 digits of SS# must be entered at top. Be sure to include departure time and return time. Destination and name of conference.

• Part 2 -• Lodging - # of days

Roomed alone or shared (check box)Shared with – fill in names if applicable

(If more than one person from same campus/ department and of same gender is going to same conference, sharing rooms is expected.)

• Meals – estimated for advance

• Mileage per mileage chart. If more than one person from same campus or same department is going to same conference, carpooling is expected. Current rate per mile is $ .55. This can change!

• Form will automatically compute advance.

• Signatures of staff member and supervisor are required.

GENERAL GUIDELINES• Room rate – For advance purposes, $85 will be used

and the correction will be done on the final.• Location of city/county determines room rate (chart on

form) or less plus local taxes. If city/county is not listed on chart, $85 rate applies. State tax in Texas is not paid. If more than two persons of same gender attending, expected to share. Meals – $36 used for advances. For final, location of city/county determines meal rate (see chart). Allowable rate is $36 ($8, $12,$16) if not listed on chart. Meal reimbursement worksheet is required to be filled out. DO NOT use even dollar amounts on worksheet unless the receipt actually reflects that amount. Meals should indicate amount actually spent. Meals are allowed based on departure time and return time. (see time chart included in form on e-portal)

• Meal Reimbursement Worksheet is required to be filled out and attached to final travel. When filling out worksheet, please insert date in appropriate column, put “1” in front of all meals not claimed due to departure and return times or included in conference. Use your meal receipts to fill in amount of meal to be reimbursed.

• Receipts are required for registration, parking, ground transportation or other reimbursable expenses.

• If you have received an advance, please be sure to fill that amount in at the bottom of the travel form so that the correct amount to be reimbursed is shown.

• Requisitions should be submitted at least three weeks in advance for advance travel. Check runs are on Wednesday night and any requisitions received after Monday p.m. will be in the next week’s check run.

• REMEMBER! Travel issued to you is your responsibility. It is up to you to make sure that your paperwork is processed in a timely and accurate manner. A new ruling was issued this summer. If you do not finalize your travel within the two weeks after return, additional advance travel will be denied for the current school year.

Aldine I.S.D. Transportation Richard Delgado, Exe. Director of Transportation

“Producing The Nation’s Best”

Field Trip Information, Guidelines

• Requests for field trips must be submitted to the school administrator (designee), then Athletic Director by the 5th of the month prior to the month the trip is scheduled. Approved requests should then be submitted to the field trip office by the 15th of the month prior to the month of the field trip. This is Aldine School Board Policy.

• In the event of an emergency request, please see Mr. Delgado for approval (playoffs, etc.)

• Make sure that appropriate signatures are completed• Return your portion of the completed and signed field trip

document within the next two working days following the field trip (Do not accumulate them and turn them in at the end of the season)

• We hope to have an on-line process by January of 2009

GUIDELINESGUIDELINES

Field Trip Information• At least one sponsor is required on each

bus for all field trips; they must ride the bus to and from the destination

• The transportation department has no provision to pay fees for toll roads. If a route via the toll road is desired the sponsoring group needs to arrange toll payment before entering the toll way.

• Do not take a bus that you are not assigned.

Field Trip Contacts

• East: Helen Bigley 281-985-6627

• West: Terri Walker 281-878-7808

Accidents• If you should have an accident, you must

report it immediately to an athletic administrator and a transportation administrator

• It is mandatory that you carry your emergency cards with you to all practice and game contests if you transport athletes on a school bus.

247 Security Camera Systems

• All buses now have security cameras systems

Driver Certification• You will not drive if you are not certified• Transportation will notify the athletic department quarterly

about your status• From the day you drive for Aldine ISD and submit your

paperwork to payroll, you have 180 days to get certified. At this point you will receive a temporary certification

• Certification means you complete and pass a 20 hour class• Drivers must complete a recertification class every three

years • Recertification means you must complete and pass an 8

hour course• Once driver certification has expired, you will not be

allowed to drive one day until you are certified

Driver Certification

• Contact Alfred DeBose at 281-985-6626 or the Aldine Transportation Academy at 281-985-7374 for any certification information

Athletes

• All athletes must ride bus to and from all athletic contests.

• Athletes will no longer be allowed to meet coaches/teams at game sites.

• Please ensure that you are in compliance with this matter

Bus Cleanliness

• Please leave buses clean and filled with fuel following a field trip

• Check buses for student/athletes that may have fallen asleep

• Remember to turn off the child reminder• Remember to turn off radios following the

completion of a field trip. • Check buses for left valuables, textbooks

and other items

Bus Cleanliness

• Please assist us by helping us enforce our rule of not allowing students to bring food or drinks on the bus. Bottled water is permissible

• We will make ever effort to curtail the vandalizing of our buses (cutting seats and graffiti)

Bus Operations

• We have a variety of bus types. Please ask a bus technician to go over any operational procedures you might have prior to leaving the lot for a field trip.

• If a warning light appears indicating a bus malfunction, find a safe location, pull over and call dispatch for assistance. They will direct you as to what to do next

Air Conditioning

• Do not allow you bus to idle for long periods of time with your air conditioning unit running. This will cause power to be drained from your battery

• When you return to the lot, park your bus, turn off your ac unit and allow the bus to idle

for 3 to 5 minutes. This will allow the bus to recharge the battery

• If you do not know how to operate the air conditioning unit on a bus, ask an technician

New Laws

• All drivers must now wear seatbelts

• Students must be seated at all times

• Do not violate moving or parking laws

(Please be aware that new technology devices such as “red light” cameras are being used to identify those running red lights.)

• Toll Way!!!

Have A Great Year !!!

Producing The Nation’s Best”Producing The Nation’s Best”

Schedules/Entry Fees Johnnie B. “Hawk” Carter, Director of Athletic Services

• A. Timely Manner• B. UIL Compliance (Number of

Contests)• C. Entry Fees (Contact AD’s Office

prior)

Game Workers & OfficialsJohnnie B. “Hawk” Carter, Director of Athletic Services

• A. Pay Time Sheets (Submit next day)• B. Game Reports• C. Do not send money thru the mail

PersonnelSandra Mader, Director of Athletic Services

• A. Campus Coordinator (Athletic Director)

• B. Head Coaches Evaluation (Coordinator)

• C. Assistant Coaches Evaluation (Head Coach)

• D. Athletic Trainers Evaluation (Coordinator)

Safety IssuesTommy Piotrowski - Athletic Trainer

• A. Heat, Ozone, Helmets, Hydration, etc.

• B. Drugs – Legal/Illegal

• C. CPR Certification

• D. Athletic Physicals

• E. Facilities

Legislative Summary 80th Texas Legislative Session Summary (2007)

SB7: “The AED bill” SB8: “The steroid testing bill”

UIL Steroid Steroid Agreement Form

•The Steroid Agreement Form has to be signed by all student athletes and their parent or guardian.•Form has two parts. Both must be signed. •The first page provides information about the dangers of steroid use. It is included in our preparticipation physical packet. (HS & MS)•The second page informs the student athlete and his or her parent or guardian that a steroid testing program is in place and that use of certain supplements may cause a positive test. (HS only)

UIL form page 2

SB82: “The athletics safety bill.”

• Requires certain people to take an “extracurricular safety training program.”1. Coaches (CPR/AED/SPORT SAFETY)2. Student-Athletes- UIL safety_training.ppt, keep a list of the students that

have been trained3. Everyone should be completed by Oct 1st.

• Requires an annual safety drill at each school. • Makes a change to the preparticipation form.

Revised Physical Form 2009.jpg

• Requires various safety procedures for athletic events, such as adequate hydration, heat stroke prevention, clear emergency access lanes, and availability of prescribed asthma medications.

• States: “If a student participating in an extracurricular athletic activity, including a practice or competition, becomes unconscious during the activity, the student may not: (1) return to the practice or competition during which the student became unconscious; or (2) participate in any extracurricular athletic activity until the student receives written authorization for such participation from a physician.”

ALDINE ISD HEAT ILLNESS PREVENTION PRACTICES

•All coaches and athletic trainers are trained to recognize the signs and symptoms of heat illnesses so that the can take action before a situation becomes dangerous•Student-athletes are not to practice outdoors between the hours of 11:30 am and 4:00 pm on days when the temperature exceeds 95 degrees. This does not include Athletic periods.•Student-athletes have access to water and ice at all times. Our goal is to have each student-athlete consume a minimum of 8 ounces of water every 15 minutes. Never refuse water to a student-athlete that requests it. •Coaches schedule frequent breaks. A minimum of 15 minutes should be set aside for every 90 minute practice period for breaks.•Coaches should monitor the weather (temperature, heat index, ozone, storms, etc.) and adjust on the field practice times as needed.•Each campus has ample supplies of ice, water, coolers, and water bottles for each practice.

UIL LIGHTNING POLICY

Recommendations for Lightning Safety

• Establish a chain of command that identifies who is to make the call to remove individuals from the field.

• Name a designated weather watcher (A person who actively looks for the signs of threatening weather and notifies the chain of command if severe weather becomes dangerous).

• Have a means of monitoring local weather forecasts and warnings. • Designate a safe shelter for each venue. • Use the Flash-to-Bang count to determine when to go to safety. By the time

the flash-to-bang count approaches thirty seconds all individuals should be already inside a safe structure.

• Once activities have been suspended, wait at least thirty minutes following the last sound of thunder or lightning flash prior to resuming an activity or returning outdoors.

• Avoid being the highest point in an open field, in contact with, or proximity to the highest point, as well as being on the open water. Do not take shelter under or near trees, flagpoles, or light poles.

• Assume the lightning safe position (crouched on the ground weight on the balls of the feet, feet together, head lowered, and ears covered) for individuals who feel their hair stand on end, skin tingle, or hear "crackling" noises. Do not lie flat on the ground.

• Observe basic first aid procedures in managing victims of a lightning strike.

• All individuals have the right to leave an athletic site in order to seek a safe structure if the person feels in danger of impending lightning activity, without fear of repercussions or penalty from anyone.

Lightning Definitions

Safe Shelter: A safe location is any substantial, frequently inhabited building. The building should have four solid walls (not a dug out), electrical and telephone wiring, as well as plumbing, all of which aid in grounding a structure. The secondary choice for a safer location from the lightning hazard is a fully enclosed vehicle with a metal roof and the windows completely closed. It is important to not touch any part of the metal framework of the vehicle while inside it during ongoing thunderstorms. It is not safe to shower, bathe, or talk on landline phones while inside of a safe shelter during thunderstorms (cell phones are ok).

Flash-to-Bang:To use the flash-to-bang method, begin counting when sighting a lightning flash. Counting is stopped when the associated bang (thunder) is heard. Divide this count by five to determine the distance to the lightning flash (in miles). For example, a flash-to-bang count of thirty seconds equates to a distance of six miles. Lightning has struck from as far away as 10 miles from the storm center.

Postpone or suspend activity if a thunderstorm appears imminent before or during an activity or contest (irrespective of whether lightning is seen or thunder heard) until the hazard has passed. Signs of imminent thunderstorm activity are darkening clouds, high winds, and thunder or lightning activity.

OZONE

ALDINE ISD POLICY FOR DIETARY SUPPLEMENTS

School district coaches are not to in any way encourage student-athletes to take any dietary supplements. Student-athletes should be counseled on proper diet and exercise as a means to promote better performance. Student-athletes that require dietary supplements should do so only under the advice of a physician.

ALDINE ISD POLICY FOR DISPENSING MEDICATIONS TO STUDENT-ATHLETES

Athletic Trainers are given permission to dispense medications to student-athletes under the advice and consent of their team physician.

Coaches are never permitted to dispense medications to students at any time. This includes both prescription and over the counter medications.

HIPAA Position Statementof the Aldine I.S.D. Athletic Department

The medical information privacy sections of the Health Insurance Portability and Accountability Act (HIPAA) do not apply to the medical information or medical

histories kept by the Aldine Independent School District (AISD) regarding its student-athletes. Every effort will be made to maintain strict confidentiality of these

medical records. However, an open line of communication must be maintained between all AISD employees determined to have legitimate educational

interests and the student-athlete’s parents/guardians. This is done in order to protect and provide for the well being and safety of the student-athlete.

Therefore, it is the position of the Aldine I.S.D. Athletic Department that under the Family Educational Rights and Privacy Act (FERPA), any and all medical records

kept by the AISD Athletic Department will be regarded as educational information about the student-athlete, and may be shared with fellow AISD faculty, staff,

and administration, including team affiliated physicians. The disclosure must be made to a person who is reasonably able to prevent or lessen a serious and

imminent threat to the health and safety of the student-athlete.The Aldine Independent School District, its faculty, staff and Board of Trustees will

be held harmless as a result of breech or perceived breech of HIPAA Medical Information Privacy Codes, and will additionally maintain its governmental right to

sovereign immunity under the law as a state entity. Effective April 14, 2003.

“Clearance” Requirements for Student Athletes

• No student can be issued equipment, participate during an athletic period or after school without being cleared.

• For an athlete to be “clear” to participate, they must turn in the following: • completed physical and medical history with staff signature• UIL Steroid Form (HS ONLY)• all necessary parent/student signatures in the packet• Completed Insurance information

1. If the student does have their own insurance, completed insurance information (name of insurance, policy number, group number and insurance company phone number). The form must be notarized!

2. If the student does not have their own insurance, they must purchase the school insurance only with a check or money order made payable to the Insurance company----NO CASH!!!! If school insurance is purchased, no notary is needed. Insurance can also be purchased online through the insurance company website.www.macori.com/aisd

• Emergency Card

• NO TRYOUT FORMS!

• No student travels with a team without an emergency card. This means managers must have emergency cards as well. It is the COACHES’ responsibility to make sure they are completely filled out and to bring them to every competition. In case of an emergency, they can then get the appropriate medical care and parents can be reached.

• All cleared student-athletes will be activated in the RANK ONE system. http://www.rankonesport.com/NO MORE SQUAD LISTS.

1. Active/NonActive Students2. Building a Sport Roster

The SPORT ROSTER should be completed prior to the team’s first competition/game.

• Assistant coaches are in charge of making sure the athletes on their assigned team are clear and have emergency cards. However, it is each HEAD COACH’S responsibility to make sure that their assistants have done this.

• If you have any questions, please ask your sports’ head coach, campus

coordinator, or refer to your coaches’ handbook.

QUESTIONS CALL• Deon Samuel, Athletic Director

• Johnnie B. “Hawk” Carter, Director of Athletic Services

• Sandra Mader, Director of Athletic Services

• Contact number (281) 985-6100

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