Section 02 - Organization and Procedures

2.1 FUNDING GUIDELINES

2.1.0 DISTRICT RESPONSIBILITIES

• COACHES:

Coaches Salaries will be funded as per the annual West Valley School District Coaches Salary Schedule. All positions will be paid from levy/general funds.

•TRANSPORTATION:

All transportation, whether by van or bus, school owned or commercial, will be paid from levy, general and/or ASB funds.

• OFFICIALS:

Senior High School/ Junior High School officials are paid from levy/general funds.

• GAME MANAGEMENT:

Game Management stipends are paid from levy funds

• EQUIPMENT:

Major Equipment/Maintenance/Safety needs will be paid for from levy/general funds.

2.1.1 SCHOOL/ASB RESPONSIBILITIES

• EQUIPMENT:

WVHS/Frosh Campus & JH ASB’s/levy funds will provide for yearly uniform, equipment and supply needs.

2.2 ATHLETIC/ACTIVITY REGISTRATION PROCEDURES

2.2.0 Obtain the Athletic/Activity Registration form for each athlete from the Building A.D.

• Athletic/Activity Registration forms will be available at the main office of all West Valley School District secondary schools, as well as the Athletic/Activity Department office.

2.2.1 Registration meeting for athletes:

• Instruct athletes as to exact steps to be taken, making sure that the eligibility information is understood and accurate and that all items on the Athletic/Activity Department Registration form must be completed before being permitted to turn out. (NO EXCEPTIONS!)

2.2.2 Physical Examinations

a. Students must undergo a medical examination and be approved for interscholastic Athletic/Activity competition by a medical authority licensed to perform a physical examination.

b. Physical examinations by a licensed medical authority will be required every 24 months.

c. Prior to each subsequent year of participation, a student shall furnish a statement, signed by a medical authority licensed to perform a physical examination, which provides clearance for continued Athletic/Activity participation.

d. The school in which this student is enrolled must have on file a statement (or prepared form) from a medical authority licensed to give a physical examination, certifying that his/her physical condition is adequate for the activity or activities in which he/she participates.

e. To resume participation following an illness and/or injury serious enough to require medical care by a doctor, a participating student must present to the school’s officials, a physician’s written release.

f. Student shall have completed the Registration Parental Approval Section and Health History Section, prior to reporting for the physical exam.

g. Athletes are responsible for obtaining their own physical exam at their own expense. These physical examinations must certify that the athlete’s physical condition is adequate to participate in interscholastic Athletic/Activities.

Athletes turn in their Registration Form to the Building Athletic/Activity Director

2.2.4. Building Ath./Act. Director examines Registration Form to see that it is accurate/complete

2.2.5 Building Athletic/Activity Director will maintain a current file of all forms.

2.2.6 Head Coach will submit an eligibility roster to the Building Athletic/Activity Director.

(Include names of all students who turned out, but put an asterisk by the names of any who have been cut, or dropped out). After review and approval, the Building Athletic/Activity Director will make certain that the Principal will receive a copy.

2.2.7 Athletes who turn out late will not be permitted to participate in a contest until they have

had the number of turnouts specified by WIAA.

2.2.8 Student Activities Handbook

a. Head and/or Asst. Coach will inform all athletes on their squad of where to obtain an online copy of the WVSD Athletic/Activities Handbook or issue a hard copy.

b. Head and/or Asst. Coach is to review contents with the athletes, with special emphasis on student Standards for Interscholastic Athletic/Activity Eligibility and Conduct and Controls for Athletes.

c. Athletes must be instructed to have parent(s) review the Handbook.

d. The participant/parent signature on the Athletic/Activity Registration Form implies agreement with the contents of the Student Activities Handbook .

e. If the participant/parent signature is absent, or the form is not turned in, the participant is not eligible to participate in said activity.

2.2.9. Pay to Participate

The West Valley School District has a pay to participate policy. If a participant has not paid the fee by the designated deadline, they are not eligible to participate in said activity. All of the conditions of being a team member apply as if the fee did not exist — and that includes playing time. Coaches are reminded that they shall not feel pressure to change their game planning, playing patterns, or other such activities due to this policy.

2.3 LETTER AWARDS - PROCEDURES

2.3.0. Award winners will receive their certificates at an Awards Banquet/Dessert or Awards Assembly, as determined by each school.

2.3.1. Athletic/Activity Awards may be given as follows at the high school:

JV/Varsity Participant, non-letter ….Certificate of Participation

1st year Varsity……………………..Letter, Sport Pin

2nd year Varsity.............................…Varsity 2nd Year Certificate, Bar

3rd year Varsity...........................…...Varsity 3rd Year Certificate, Bar

4th year Varsity..............................…Varsity 4th Year Certificate, Bar

2.3.2. West Valley HS ASB will furnish certificates/letters/pins

2.3.3 STANDARDS:

In all cases, the judgement of the Head Coach will be the deciding factor in determining who will become “candidate eligible” to be awarded a letter. However, here are some basic recommendations or general standards.

a. Participation in one-half the number of total varsity quarters/innings/halves (or equivalent).

b. Must have completed the season, unless injured or excused by coach for special reasons.

c. Must have followed the Athletic/Activity Code.

d Must have been in regular attendance at turnouts.

e. Must be a student athlete in good standing, not on academic suspension at end of season.

f. Must have turned in all equipment and/or paid all fines and obligations.

2.4 GUIDELINES FOR TRANSPORTATION OF ATHLETIC/ACTIVITY AND ACTIVITY EVENTS

The district will provide transportation for students in competitive events where they participate as representatives of the West Valley School District as follows:

1. The district will provide transportation to Building Athletic/Activity Director APPROVED BIG 9 LEAGUE and MIDDLE LEVEL (JH) LEAGUE contests for participants, except for select local events as noted.

2. The district will provide transportation to Building Athletic/Activity Director approved jamborees, non-league contests and/or post-season contests as arranged by the school, except for select local events as noted.

3. Transportation for overnight and/or out-of-state, non-league contests must first be approved by the Building Athletic/Activity Director and Principal, followed by the school board. The “Request For Travel” form is required for such a trip and must be submitted at least 30 days in advance. Such expenses will be paid by the group requesting the trip if it is outside of the normal scheduling done by the AD.

4. Transportation for non-Athletic/Activity activities such as State/Regional music contests, academic contests, drill team and cheer competitions, or drill/cheer/music trips in support of Athletic/Activities during the regular season will be paid with levy funds. These must first be approved by the Building Athletic/Activity Director.

5. Transportation for non-Athletic/Activity groups, such as clubs will be paid for out of ASB funds.

6. Out-of-District mileage reimbursement is only allowed for personal vehicles when there is

evidence that a district vehicle was not available for use on the day of the travel.

Additional Restrictions (Adopted by WVSD Board of Directors in August 2009:

All travel for professional development must be approved by the Superintendent. Out-of-District travel may be restricted to as few as one employee per conference/training. The District encourages members attending the same out-of-district trainings to carpool when practical. Mileage will only be eligible for reimbursement for staff members who carpool. Travel requests must show transportation expenses for which reimbursement shall be requested upon completion of travel.

Out-of-District travel with students, excluding scheduled athletic events, must be approved by the Superintendent. This includes ASB travel funded with ASB funds.

Career & Technical Education- Field trips must afford students a direct learning experience not available in the classroom. Out-of-State field trips will not be allowed unless they are fully funded through ASB and no district funds are used. When ASB funds are used, the activity must be available to all students within a class or organization or the student must have qualified for a national competition. ASB funds may only be used for travel when the group utilizing the ASB funds also encompasses at least a majority of the students who raised the funds. Exceptions may be made if approved by the Superintendent.

Extra-Curricular Travel (Athletics)- Teams will be encouraged to travel together when practical. The district shall not send more than two busses to any event. Non-league games/tournaments in excess of 60 miles must be approved by the Superintendent. Bus travel to games within the In-District area shall be restricted to the athletic site and return. Bus stops for meals in Yakima are not permitted. Exceptions may be made if approved by the Superintendent.

2.4.0 TRANSPORTATION SCHEDULING/SUPERVISION PROCEDURES

1. All transportation requests must be approved by the staff member’s immediate supervisor prior to submission to the Athletic/Activity Department office, which will then forward the request to the Superintendent/School Board

2. Any changes concerning Athletic/Activity trips, including time adjustments or meal stops must be made through the Athletic/Activity Department office at least 7 business days in advance.

3. Athletes will be transported by school bus and driver whenever possible. Where exceptions become necessary coaches will use the appropriate district forms. Coaches, not drivers, are responsible for the conduct of all squad members authorized to make a team trip. Coaches must ensure that when driving a van that all passengers are buckled in before the vehicle moves.

4. The Head Coach is responsible for making certain that adequate supervision is supplied, with one supervisor per 26 participants on the bus with the team to the contest and back to the school—except when:

• An adult substitute (approved by the Principal and/or their designee) has been arranged.

• the trip is a local shuttle and has been pre-approved for student only travel by both the Building Athletic/Activity Director and the Transportation Department.

5. Space yourself throughout the bus and separate the genders front to back for single bus trips and by bus, when possible, for multiple bus trips (not everyone sitting in the front seats). This will help to maintain order on the bus. WAC 392.145.015 (4): When a teacher/coach or other certificated staff member is assigned to accompany students on a bus, such person shall be responsible for the behavior of the students in his or her charge. However, the bus driver shall have final authority and responsibility.

6. Be responsible for making sure the bus is left clean. Garbage is to be picked up/spills cleaned up. If the bus needs to be mopped, the additional time will be billed to your group. (Principals or Athletic Directors will be notified if this happens). The bus needs to be left in the same condition it was found.

7. If there is a difference of opinion between the adults in charge, refrain from having a discussion in front of the students. If a compromise/agreement cannot be reached, please contact the transportation director or the appropriate supervisor.

8. During field trips, if students need to remain on the bus, a teacher/chaperone will also need to remain on the bus with the students.

9. Remind students in advance of the trip and during that there is no yelling/screaming out of the windows or inside the bus; profanity will not be tolerated; no items should be placed in front of the emergency exits or on the back shelf of the bus; steel cleats are not to be worn on the bus; glass containers, aerosol cans, spraying hair spray or other flammable items are not allowed on the bus.

2.4.1 GUIDELINES FOR OVERNIGHT/OUT-OF-STATE TRANSPORTATION/LODGING

Coaches need to develop itineraries with detailed timelines for travel, practice, dining, curfew, etc. and have them approved by the Building Athletic/Activity Director at least 48 hours in advance of the trip.

Overnight stays will begin the day of competition, except when:

•The transportation would require the team to leave WVHS before 7 am in order to arrive within 1 1/2 hours of game time. Shall the group prefer to leave the day before for any other circumstance, the group must pay for the extra night’s lodging, and students will be expected to have a full day of school attendance for that day.

•The WVSD Transportation Department and the Building Athletic/Activity Director agree that weather/road/pass conditions shall warrant an earlier departure.

2.5 TRAVEL RULES FOR ATHLETES

The following rules will be enforced whenever it is necessary to travel to other schools for Athletic/Activity contests or to alternative off-campus turnout/game sites:

2.5.0. All athletes must travel to and from Athletic/Activity contests in transportation

provided by the school district. Except that an athlete may travel:

a. With their own parent (if the parent prearranges with the A.D./Coach to transport his/her athlete (only) in their own vehicle. The coach shall only release the athlete with the proper form and visual identification of the parent.

b. In a private vehicle, if district forms have been properly submitted and approved.

2.5.1 Athletes will remain with their squad and under the supervision of their coach when attending any contests.

2.5.2. Misconduct of any sort while traveling to and from an away contest will be dealt with according to “Conduct and Controls for Participants” as outlined in the WVSD Student Activities Handbook.

2.5.3 Full day school attendance is required the day following a contest. With the approval of the Principal or designee, students will be required to be in attendance at their respective schools eight (8) hours after their Athletic/activities bus arrives back at West Valley High School after 12:00 midnight.

WVSD athletes are direct representatives of the school, community and home and shall conduct themselves to the highest standard of behavior.

2.6 GUIDELINES FOR WEIGHT ROOMS, FREE WEIGHTS, AND UNIVERSAL GYMS

2.6.0 In each weight room or weight area a sign or series of signs, shall be posted that stress safety and proper use of weights.

The signs shall include but not be limited to:

a No Horseplay

b. No use of weights or equipment without authorization and proper adult supervision.

c. No lifting of free weights without spotters and collars.

d. Build up to maximum weight gradually.

e. Always use proper form and breathing techniques.

g. Do not “bang” weights on universal.

h. Do not use or replace pins in universal with anything else.

2.6.1 Students are to be instructed on the proper use and techniques of the universal and free weights by their coach, especially for those athletes not enrolled in a WVSD Weights Class

2.6.1.1 The instructional unit is to include:

2.6.1.2 Purpose of circuit training and weight training.

2.6.1.3 Teaching of safety rules (see above)

2.6.1.4 Explanation of each station and exercise.

2.6.1.5 Students shall be able to verbally explain proper techniques, physically execute proper form, and pass written safety and instruction test.

2.6.2 Each P.E. teacher, Athletic/Activity coach, and any district employee who would supervise the weight rooms and/or teach weight training must be thoroughly familiar with this policy and be knowledgeable of proper weight training techniques and sanitation of equipment to prevent infections.

2.6.3 No student is to use any weight equipment without authorization and proper adult supervision.

2.6.3.1 No casual use of equipment.

2.6.3.2 All students utilizing weight equipment shall be members of in-session, school-sanctioned class or activity.

2.6.4 The weight room or weight area shall be out of the main stream so that students cannot use equipment on a casual basis.

2.6.4.1 A locked area would be preferable.

2.6.5 Only students currently enrolled at respective school are allowed to access and use of school weight room. Former students (graduates) or students from other schools are strictly forbidden. Any exception to the rule must be authorized by the building Principal and/ or designee .

2.7 OFF-CAMPUS RUNNING REGULATIONS

2.7.0 Athlete must present a signed parent permission form to the head coach before he/she may run on the road off-campus.

2.7.1 Runners must be under the supervision of a coach while running off campus.

2.7.2. Athletes must follow these rules, which will be given to athletes and parents,

2.7.2.1 Run facing on-coming traffic.

2.7.2.2. Run on the shoulder of roads.

2.7.2.3 Stop and look both ways before crossing streets and intersections.

2.7.3. Athletes must run only on approved off-campus routes.

2.7.3.1 Coaches will submit routes to the Building Athletic/Activity Director before the season begins for approval.

RATIONALE:

The endurance development that a distance runner must undertake if he/she is to be competent in Cross country and Track requires long, tedious workouts---sometimes as much as 10-15 miles in one practice session.

The distance coaches agree that to attempt such sessions on the school track or campus alone would soon discourage any distance runner and eventually undermine the Cross country program and distance program in track. Indeed running in new settings and on varied terrain is precisely what inspires the distance runner to continue his/her difficult endeavor. Therefore the distance coaches think that off-campus road-running is essential to the athlete if he/she is to be competent.

It cannot be denied, however, that traffic does present risk to the athletes while road running. These regulations are issued to minimize the chances of an accident while road-running.

2. 8 ATTENDANCE REGULATIONS

2.8.0 PARTICIPATION – All day school attendance for practice and contest days is mandatory. Full day school attendance is required the day following a contest *(see Travel Rules). Participant must obtain special administrative approval for special needs/circumstances to waive this requirement by phoning the school and discussing the problem with the athletic director or principal IN ADVANCE. If approval has not been given in advance, the student must present a doctor’s or dentist’s note to the principal, AD, or designee immediately upon returning to school in order to be eligible to participate in that day’s school activities. Irregular school and/or practice attendance is cause for suspension from the team.

2.8.1 ATTENDANCE

2.8.1.1. Student must attend all practices.

2.8.1.2 Unexcused school/practice/contest absences :

First Offense-miss next contest

b. Second Offense-miss next two contests

c. Third Offense-off team

• To compete, an athlete must attend school on the day of the activity. Approved shortened schedules for senior, doctor or dentist appointments or funerals shall serve as exceptions.

• Athletes who report to school late the day of or following an Athletic/Activity contest will not practice or play on that day unless cleared by the Principal and/or his/her designee.

• In the event a student-athlete is inadvertently allowed to participate after an attendance violation, the student will forfeit participation on the next occasion.

• An athlete who is suspended from school may not participate in practice or play during the period of suspension. This period is defined as from the close of school on the day of suspension to the end of the school day upon completion of the suspension.

2.8.2 SCHOOL INITIATED ABSENCES (SIA) – Students who miss class due to a School Initiated Absence (SIA) are expected to turn in assignments that are due the day of the SIA (for ALL classes). Tests, assignments and presentations should be made up the day following the SIA. Coaches are expected to submit their SIA lists to the school attendance secretary at least 48 hours in advance of the event. The list should be alphabetized by last name and include the athletes’ grade in school.

2. 9 COACHES’ CHILDREN ATTENDING PRACTICES

2.9.0 As a coach, it is part of your duty to give your full attention to your student athletes and to provide an atmosphere that promotes the highest levels of safety. When coaches allow their children to be present at practices/contests without proper supervision by another caregiver, they serve as a distraction to both the coach and the athletes, setting the stage for potential liability problems for the coach and the WVSD. It is therefore the position of the WVSD that at no time should a coach have their children present at practices/contests unless another caregiver is present who will ensure that the children are properly supervised and are not on the field/court/area of practice/play at any time. Any exceptions to this must be cleared through the Building Activity/Athletic Director and/or the Principal in advance.