Tournament preparation

1. Identify the tournament you are attending, confirm dates and confirm the venue

2. Identify team members and their eligibilities (age, weight, height)

3. Appoint coach, assistant coach, manager, parent help and school representatives

4. Dress Code   

• • Playing uniform

  • Alternate playing uniform (uniform clashes)

  • Back up playing uniform

  • Traveling uniform (dress uniform or tracksuit)

  • Warm up uniform (warm up tops, tracksuits, etc)

5. Risk Management Forms - Package can be downloaded here. These must be completed in the early stages of planning and a meeting held with the sports co-ordinator to ensure that we are meeting the school requirements for trips away.

6. Health - Medical summaries and contact details for all students in your team attending trips away will be supplied to management.  These are available through the Sports Coordinator or your Teacher in Charge.  These forms are very important and they are confidential because they contain information about medical conditions and medications relevant to team members. It is essential that they remain confidential.

7. Accommodation - book your accommodation well in advance (1 year for annual tournaments).  Organise meal preparation. Organise cash from the school well in advance (minimum of 2 weeks) of leaving on tournament.  This can be done through the Sports Coordinator or your Teacher in Charge.

8. Funding - ALL FUNDING MUST GO THROUGH THE SCHOOL

• • Apply for grants through the Sports Coordinator (see below for information on grant funding)

  • Do not go to DHS major sponsors – Sponsors can be seen in the school newsletter or the school can give you a list of these sponsors

  • Organise fundraiser events/activities. All fundraising must be organised as a team fundraiser - individuals are not to go out and fundraise for their own personal benefit.

9. Parents – keep parents informed with newsletters home, and organise a meeting with parents early on.  Keep Sports Coordinator or Teacher in Charge informed also.

10. Supporters - make it clear before departure that positive support at all times is necessary from all parents.  Students that are part of the DHS Team and as on any trip are the responsibility of the Coach and Manager and will need to abide to school rules. 

11. Sports Uniform - students are expected to wear the school sports uniform when representing the school.  

12. Payment of Fees - Students must have paid their regular season subs and their tournament costs the week before leaving for tournament. If this is not possible then there must be consultation with the accounts department to arrange payment options.

 All people traveling on a DHS sport trip are representing the school, both on and off the field must adhere at all times to the School Code of Conduct.

HEAD COACH

The head coach has the responsibility to develop a pre-tournament campaign so the team/individuals attend the tournament fully prepared. 

Duties of the Coach include

• • Attend the pre season coaches meeting

  • Plan and deliver any camps and training sessions

  • Selection of the team - in consultation with committee and Assistant Coach if required

  • Organise Assist Coach or another suitable person to coach when unable to be in attendance

    • Be prepared to take every opportunity to up skill

ASSISTANT COACH

The Assistant coach has the responsibility of supporting and assisting the Head Coach to coach and prepare the team.

 Duties of the Assistant Coach include  

• • Attend the pre season coaches meeting

  • Attend and participate in any camps and training sessions

  • Assist with the selection of the team, together with the Coach

  • Assist the Head Coach to coach the team

  • Coach the team on any occasion the Coach cannot be in attendance

  • Be prepared to take every opportunity to up skill

  • Organise team photograph in consultation with Manager

BEHAVIOURAL GUIDELINES FOR COACHES

 Using a positive approach is essential for coaches of young athletes

• Provide reinforcement immediately after positive behaviours and reinforce effort as much as results

• Give encouragement and corrective instruction immediately after mistakes.  Emphasize what the athlete did well, not what he did poorly

• Don't punish athletes after they make a mistake.  Fear of failure is reduced if you work to reduce fear of punishment

• Don't give corrective feedback in a hostile, demeaning, or harsh manner because this is likely to increase frustration and resentment

• Maintain order by establishing clear expectations.  Use positive reinforcement to strengthen the correct behaviours rather than punish incorrect behaviours

• Use encouragement selectively so that it is meaningful

• Encourage effort but don't demand results

• Provide technical instruction in a clear, concise manner and demonstrate how to perform the skill whenever possible

MANAGER RESPONSIBILITIES

Pre-Tournament

• • Put together a full team contact list and submit a copy to the Coach and Sports Coordinator 

  • Collect team uniforms from the Sports Coordinator

  • Allocation of uniforms and tracksuits to team members (record who is issued what)

  • Contact the accommodation regarding kitchen, washing facilities availability, etc

  • Menu planning, including identification of players with special dietary requirements.

  • Determine the best route to be taken, stops to be made, estimated time of arrival

  • Familiarise parents with travel arrangements and contact numbers (together with the Sport Coordinator)

  • Ensure the team has completed consent and codes of conduct form, and necessary payments have been made.

  • Ensure the team has access to a first aid kit including ice

  • Player registration and proof of age is completed if required and signed by the school.

During Tournament

• • Organise duty for players while at tournament if required

  • Assign beds, in consultation with coaching staff

  • Organise team dining arrangements 

  • Organise accommodation payment (before tournament) and collect receipts

  • Responsible for team shopping 

  • Responsible for statistics during games if required by Coach

  • Act as ‘the nominated safety person’ and stay with any student if required (unless another person has been nominated)

Post Tournament

• • Assist coach to write a report after the tournament and submit to Sports Coordinator. This report may be used for the newsletter and magazine.

  • Supply receipts for all purchases

  • Organise the collection of all uniforms and return them in a clean condition to the Sports Coordinator (ensure record sheet signed off)

There are a limited trusts to apply to for funding; two (2) of the larger Charitable Trusts operating gaming machines in venues in the Alexandra area include:

1. The Southern Trust – Stadium Tavern

2. Pub Charity – Criterion Club Hotel

Process for Applying for Funds - Both the Southern Trust and Pub Charity will only accept one application from the school each year.

When applying for funding you must supply the following to the Sports Coordinator before the advised close off dates:

• • 2 competitive quotes, exclusive of GST for each item you are applying for (accommodation/travel). There may be occasions that you are unable to obtain a 2nd quote and the reason for this must be explained.

  • Quotes must be on the company letterhead addressed to Dunstan High School, referencing XXXXX Sports Team (email quotes will not be accepted)

  • Details on the trip, i.e. name of event, event dates, location of event and names of students, coach(s) and manager(s) attending

The Sports Coordinator will compile an application and submit it to the Board of Trustees to sign a resolution endorsing the request for funding assistance.

The application is then submitted to the Charitable Trust before their nominated ‘Application Closing Date’ and the school will be advised if the grant application has been accepted or declined within 6 – 8 weeks of the Charitable Trusts Net Proceeds Committee/Trustees Meeting Date.

Successful Grants - The Sports Council will decide how the money is allocated to the teams who have applied for funding in the bulk application.  The following criteria have been set to aid in the decision making of allocating the funds to teams.

Criteria for allocating grant funds to teams:

1. The regularity of competing as a Dunstan High School Team

2. Extent of fundraising the team has done towards the event

3. The location of the event (North Island/South Island)

4. Number of students participating in the event

5. Previous success of team or individual at the event

6. Historical success with applications

Please note:

• • If a grant is successful a list of approved suppliers will be given. If for some reason the supplier must be changed then the Sports Coordinator must be notified so the Charity can be advised of the change.

  • All payments to the supplier (deposit or balance of money) relating to the event you have applied for financial assistance for must be paid through the school.  Payments made by a third party will not be accepted by the Charitable Trust for reimbursement – i.e. internet airfares, etc

    • Deposits/full payment for the event made before the grant application is accepted by the Charitable Trust will not be eligible for reimbursement – the Trusts consider this a retrospective payment