Personnel Policies

The following procedure will be used when filling coaching vacancies:

The building athletic administrator shall survey the coaching staff each year to determine coach’s intention for the following year.

When vacancies develop or new positions are added to the coaching staff, the following actions shall be taken:

1. 1. The position shall be posted to determine whether currently assigned staff members

   2. Once candidates are identified, the building athletic administrator, principal and/or head coach, shall determine whether the interested candidate meets the minimum qualifications.

   3. The building athletic administrator shall notify qualified candidates to schedule interviews.

   4. The interview may lead to an offer being made or the position being re-opened.

Head coaches are responsible for all assistants and competitive levels within their sport, and are accountable to the building athletic administrator. Many of the important duties listed below can be completed by program assistants, with care taken to insure they (assistants) are aware of those things expected of them.

Before the Season Begins You Must

• Check your practice area and equipment to be certain it is ready for use.

  • Work orders must be signed by the building activity administrator before they are submitted

  • Purchases must not be made by individuals. All purchase requests must be initiated from the building activity administrator’s office. All purchases require a school district purchase order.

• Registration of athletes:

  • Athletes must turn in the completed physical/medical history form before they are allowed to practice. No equipment should be issued before this form is in.

  • An accurate list of all participants must be on file in the main office at all times. This list must be turned in by the end of the first week of practice so that an accurate eligibility list can be prepared. You must inform the building athletic secretary of additions or deletions.

  • Assist in the collection of activities participation fees. Coaches will administer the policy that states all participants must pay their participation fee before they can compete. Coaches will inform athletes that they can not play when their fees are not paid.

• Assist in arranging for the systematic issuance of equipment for your sport by communicating with the district equipment personnel. Ask questions if you are not sure what to do.

• Discuss the athletic program with your athletes and your assistants. Make certain that they are aware of any rules or policies which pertain to your sport and your department. If you have any special rules for your team, be sure that the building activity administrator is aware of them before distribution and has a written copy on file. Winter and spring family vacations often present problems for athletes. However, absent athletes may have to work hard to regain their previous playing status. The athletes who remain here during vacations must be given consideration for their commitment. Athletes should inform their coach well beforehand if they plan to miss practice or contests because of family vacations.

• Submit a copy of your schedule with bus times listed. Be realistic about these times. Buses should not have to wait an unreasonable amount of time for your team.

• Meet with your staff to standardize techniques, drills, system of play, etc. to ensure consistent teaching within your sport.

• Review and implement established rules and regulations of NDHSAA and attend the required NDHSAA rules clinic in your sport.

• Attendance at all meetings called by the building activity administrator.

During the Season You Must:

• Make certain that the athletes in your program are supervised at all times. Locker room supervision before and after practice and on away trips is your responsibility. Assign assistants as needed.

• Conduct oneself in an ethical manner in accordance with school policy, using sound judgment and coaching practices at all times. If you see lightning, practice or contests should immediately be suspended or terminated. Seek safe shelter for everyone.

• Assist in the care and security of your equipment, practice area, and locker room.

• Schedule and organize daily practices. Gym space is assigned by sport; you are to assign it by level.

• Report all contest results to the media and provide this information to the school office.

• Attend booster club and other meetings as requested.

• Keep accurate team and individual records.

• Keep your eligibility list accurate and up to date. If an athlete drops from your squad, make certain that the equipment is collected and the name is removed from the list. Before mailing award, be sure to review student’s eligibility prior to mailing awards presentation information home.

• A coach must be present at all games and practice sessions. Coaches must make every effort to prevent accidents. Negligence is invariably judged more harshly by a court of law than by the average coach. An accident report must be filled out for each injury. This report should be turned in to the athletic trainer within 24 hours of the accident.

• Individuals are not to be given permission to use school facilities for activities such as shooting baskets, running on the track, weight lifting, etc. Such activities can be carried on only when they are under the supervision of a coach or instructor.

• Coaches using school facilities on Saturday or holidays are responsible for team entry, departure, and building security. Following practice, the coach must remain until the last athlete has left, all lights have been turned off and the doors are locked before leaving the building.

At the Conclusion of the Season Head Coaches Must:

• Assist in the collection of all equipment. This is your responsibility. Do not leave it for others to do. Have your athletes turn in all equipment/uniforms immediately following the final contest. In delinquent cases, please follow these procedures:
  Step 1 – Coach contacts athlete in school.
  Step 2 – Coach phones parents before the end of season recognition program.
  Step 3 – Coach withholds awards at the end of season recognition program.
  Step 4 – Athletic office mails letter home.
  Step 5 – Semester grades will be withheld.

• If an athlete quits your team, be sure to collect his/her uniform/equipment immediately. Communicate with the equipment personnel and building athletic secretary.

• Prepare for and conduct the awards presentation. Submit a list of award winners to the building athletic secretary for preparation at least one week before the awards presentation.

• Submit Season Summary using online Coaches Portal.

• Assist in the evaluation of each coach on your staff.

• Schedule end-of-year evaluation with the building activity administrator. Bring completed evaluations of assistant coaches to this meeting.

• Check major equipment and facilities. Make recommendations for repairs and improvements.

• Prepare a tentative budget for the next year. This must include exact specifications, sizes, and prices for equipment and supplies being ordered.

• Assist in the preparation of the schedule for the next season.

Many of the duties listed will be your responsibility. Loyalty, cooperation, and support are essential to any successful program. Assist your head coach at all times. Your concerns or complaints should be discussed privately with him/her and with the building activity administrator. 

• Report to Head Coach and Building Activity Administrator

• Supervision of athletes

• Basic Functions

  • To provide leadership, supervision and organization of specific sport.

  • To carry out the objectives of the total athletic program.

Season Responsibilities

Before Season

• • Assist head coach, building activities administrator and trainer to ensure that all athletes have had physical examinations before first practice.

  • Assist in the issuance of equipment.

  • Comply with all school and NDHSAA regulations regarding athletic policies.

  • Assist head coach in compiling team roster, eligibility lists and other reports.

  • Assist in the care of equipment and facilities.

During Season

• • Assist in the care of equipment and facilities.

  • Assume supervisory control over all phases of the athletic program in your sport. (First to practice and the last to leave.)

  • See that athletes know and follow NDHSAA rules and regulations.

  • Organize your practices with the goal of developing the athlete’s greatest potential.

  • Apply discipline in a firm and positive manner in accordance with school policy.

  • See that facility regulations are understood and enforced.

  • Emphasize safety precautions and use accepted training and injury procedures as directed by the trainer and head coach.

  • Conduct oneself in an ethical manner during practices and contests.

  • Assist in the reporting of results of contests to media.

  • Instruct athletes on game rules and game rule changes.

  • Know and adhere to rules and regulations pertaining to the transportation of student athletes. (Refer to transportation tab in the appendix.)

  • Report all discipline problems to the head coach and building activity administrator.

  • Assist with the supervision of the dressing rooms, facilities and equipment room used by your sport.

End of Season

• • Assist with the return of all equipment and hold the athlete responsible for equipment not returned. Report this to your head coach.

  • Assist with the cleaning, storage and inventory of all equipment.

  • Recommend athletes who have fulfilled requirements for athletic letter, certificates and special awards to your head coach.

  • Recommend additions and/or improvements for the care and maintenance of facilities to your head coach.

  • Recommend possible personnel for assistant coaching positions to the head coach and building activity administrator.

  • Assist the head coach with the collection of individual player data.

  • Evaluate the past season.

When it becomes necessary to miss school due to involvement with a school sponsored activity you will be expected to complete the appropriate absence forms via the FPS Employee Portal. For extra-curricular leave login to your Frontline Account and choose "extra-curricular" as your leave request.  For professional leave use the "ProLev" login for approval.  You will receive an email once the leave is approved.

Hourly coaches are not allowed extra-curricular leave. Please work with the human capital department and your buildling prinicpal for appropriate leave options.

For reimbursements of expenses due to travel fill out the Co-Curricular Travel Reimbursement Form. 

All coaching assignments shall be for one school year.

• Each head coach shall schedule a conference with his/her principal and/or building athletic administrator no later than one month after the final contest of the season.

• The coach shall evaluate assistant coaches in writing to the principal and/or building athletic administrator.

• If the performance is not satisfactory, the principal or building athletic administrator has the responsibility of recommending a non-renewal of contract for the next year to the human resources office.

• Subject to requirements of law, the Board of Education has final authority for employment or discontinuing employment of coaching personnel.