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!!!