High School
Athletic Handbook
2013 – 2014
REVISED 7.30.13
OFFICE OF STUDENT LEARNING
High School Athletics
PRINCE WILLIAM COUNTY PUBLIC SCHOOLS
HIGH SCHOOL ATHLETIC HANDBOOK
2013-2014
Timothy L. Healey
Associate Superintendent for Student Learning and Accountability
Kenneth E Bassett
Director of Student Learning
Fred Milbert
Supervisor of Health, Physical Education, Driver Education,
Athletics and JROTC
Battlefield High School
Principal – Amy Ethridge-Conti
Activities Director – Jason Koch
Osbourn Park High School
Principal – Neil Beech
Activities Director – Keith Laine
Brentsville District High School
Principal – Katherine Meints
Activities Director – Jane Earman
Patriot High School
Principal- Michael Bishop
Activities Director-Brad Qualls
Forest Park High School
Principal – Eric Brent
Activities Director – Jerry Mobley
Potomac High School
Principal – Michael Wright
Activities Director – Bill Stearns
Freedom High School
Principal – Inez Bryant
Activities Director – Bobbi DeWitt
Stonewall Jackson High School
Principal – Richard Nichols
Activities Director – Kevin Turner
Gar-Field High School
Principal – Cherif Sadki
Activities Director – Michael Payne
Woodbridge High School
Principal – David Huckestein
Activities Director – TBD
Hylton High School
Principal – David Cassady
Activities Director – Sal Colangelo
TABLE OF CONTENTS
INTRODUCTION ........................................................................................................................................1
COACHES RESPONSIBILITIES ..............................................................................................................1
COACHES CODE OF ETHICS .................................................................................................................1
SPORTSMANSHIP ......................................................................................................................................2
COACHES EDUCATION PROFESSIONAL DEVELOPMENT ...........................................................3
CONCUSSION EDUCATION FOR COACHES, PARENTS, AND ATHLETES ................................4
Face to Face Training ..........................................................................................................................4
Online Training....................................................................................................................................4
ENERGY DRINKS ......................................................................................................................................5
OUT OF SEASON PRACTICE RULE ......................................................................................................5
ADMINISTRATIVE DUTIES ....................................................................................................................5
Inventory and Equipment .....................................................................................................................6
Care of Facilities...................................................................................................................................6
Tryout Procedures.................................................................................................................................6
Preseason Parents Meetings..................................................................................................................6
Team Rules/Prince William County Schools Code of Conduct ...........................................................7
Physicals and Insurance ........................................................................................................................7
Eligibility and VHSL Master Eligibility Lists ......................................................................................8
GENERAL DUTIES ....................................................................................................................................8
Arrival and Departure Times ................................................................................................................8
Keys ......................................................................................................................................................9
VHSL Rules Clinics .............................................................................................................................9
Security .................................................................................................................................................9
SAFETY – GUIDELINES FOR OUTDOOR ACTIVITIES ....................................................................9
Lightning Policy ..................................................................................................................................10
Heat and Cold ......................................................................................................................................10
Heat Index Chart..................................................................................................................................11
CREW WEATHER CONDITIONS ..........................................................................................................12
EMERGENCY MEDICAL CARE PROCEDURES ................................................................................13
What to do in the Absence of an Athletic Trainer ................................................................................13
SCHEDULING ............................................................................................................................................14
PRACTICE POLICIES ..............................................................................................................................15
Pre-Season Practice Policy ..................................................................................................................15
Guidelines ............................................................................................................................................16
MEDIA RELATIONS .................................................................................................................................16
ACADEMIC PROGRESS & ATTENDANCE .........................................................................................17
COACH ABSENCES FROM SCHOOL FOR ATHLETIC ACTIVITY...............................................17
TRANSPORTATION .................................................................................................................................17
NON STAFF COACH REQUIREMENTS ...............................................................................................20
FINANCE .....................................................................................................................................................20
Fund Raising ........................................................................................................................................20
Purchases .............................................................................................................................................21
Rules and Regulations Governing Participation on Athletic Teams ......................................................22
Attachments A, B & C – Heat Guidelines .................................................................................................23
Policies and Regulations..............................................................................................................................26
INTRODUCTION
The purpose of this handbook is to assist coaches in the administration of their programs. It
provides the coaches with rules and regulations governing athletic activities and informs
them of their responsibilities. The procedures described in this handbook will provide for
the orderly operation of all activities in accordance with Prince William County Public
Schools (PWCS) and Virginia High School League (VHSL) regulations.
COACHES RESPONSIBILITIES
The head coach is responsible and accountable for the administration, organization, and
supervision of the sport they coach. This includes assisting with the supervision and
evaluation of assistant coaches and subprograms if applicable. The head coach must
communicate effectively with administration, parents, athletes, and booster club
organizations.
Assistant coaches are responsible for carrying out the duties assigned by the head coach
and the Director of Student Activities in accordance with the procedures outlined in this
manual.
It is required that all coaches participate in the county sponsored Coaches Education
Program sponsored by the Virginia High School League and the PWCS Office of Student
Learning.
COACHES CODE OF ETHICS
NATIONAL FEDERATION OF STATE HIGH SCHOOL ASSOCIATIONS
The function of a coach is to properly educate students through participation in
interscholastic competition. The interscholastic program is designed to enhance academic
achievement and should never interfere with opportunities for academic success. Each
child should be treated as though they were the coaches' own and their welfare shall be
uppermost at all times. In recognition of this, the NFICA Board of Directors has adopted
the following guidelines for coaches:

The coach must be aware that he or she has tremendous influence, either good or bad,
in the education of the student athlete and, thus, shall never place the value of winning
above the value of instilling the highest desirable ideals of character.

The coach must constantly uphold the honor and dignity of the profession in all
personal contact with the student athletes, officials, athletic directors, school
administrators, the state high school athletic association, the media, and the public. The
coach shall strive to set an example of the highest ethical and moral conduct.

The coach shall take an active role in the prevention of drug, alcohol, and tobacco
abuse, and under no circumstances should authorize their use.
1

The coach shall promote the entire interscholastic program of the school and direct his
or her program in harmony with the total school program.

The coach shall be thoroughly acquainted with the contest rules and is responsible for
their interpretation to team members. The spirit and letter of rules should be regarded
as mutual agreements. The coach shall not try to seek an advantage by circumvention
of the spirit or letter of the rules.

Coaches shall actively use their influence to enhance sportsmanship by their spectators,
working closely with cheerleaders, pep club sponsors, booster clubs, and
administrators.

Contest officials shall have the respect and support of the coach. The coach shall not
indulge in conduct that will incite players or spectators against the officials. Public
criticism of officials or players is unethical.

Before and after contests, rival coaches shall meet and exchange friendly greetings to
set the correct tone for the event.

A coach shall not exert pressure on faculty members to give student athletes special
consideration.

It is unethical for coaches to scout opponents by any means other than those adopted by
the league and or the state high school athletic association.
SPORTSMANSHIP
 All coaches shall read the PWCS and the VHSL sportsmanship regulations and act in a
manner consistent with their intent and spirit.

All coaches and athletes shall display characteristics of good sportsmanship at all times
as representatives of PWCS.

Profanity is prohibited in the presence of athletes, officials, or patrons. This includes
the use of profanity by athletes.

Under no circumstances will a member of the athletic department physically discipline
athletes.

Officials are professionals who come to the school as guests and shall be shown every
courtesy.

Members of the athletic department staff shall never outwardly display displeasure
with officiating nor become embroiled in controversy in the media.

Under no circumstance shall a coach come into physical contact with an official.

Members of the media are to be treated as guests of PWCS.
2

Opposing teams and fans are guests of PWCS and afford respect and courtesy.

Coaches shall require team members to dress neatly and appropriately for contests.

Coaches shall instruct squad members to take care of both home and away facilities.
The activities director must be informed immediately of any damage to school facilities
or property. Team members are responsible for damages to school property and will
face disciplinary action if the damage was deliberate.
VIRGINIA HIGH SCHOOL LEAGUE and
PRINCE WILLIAM COUNTY PUBLIC SCHOOLS
COACHES EDUCATION PROFESSIONAL DEVELOPMENT
The Virginia High School League (VHSL) requires that all coaches participate in an approved
course in the principles of coaching and sport first aid and a state and local knowledge component.
The following information provides direction for all PWCS coaches to meet this requirement.
 Coaches hired for their first year in PWCS must complete the online VHSL ASEP Basic Course
and Coaches Education COA 605 offered through PWCS.
 Complete specific annual concussion training.
 Complete sexual harassment training mandated by PWCS.
VHSL Online Class
A fee of $30 will be required to participate in the VHSL online course. Staff may receive
reimbursement for the course fee by providing proof of completion of this course and a copy of the
receipt for payment to the Office of Health, Physical Education, Driver Education, JROTC, and
Athletics. This course takes approximately six hours to complete. Appropriate professional
development hours will be provided to certified staff.
PWCS Coaches Education
All coaches new to PWCS must register to attend Coaches Education COA 605.
COA 605 will provide staff with standards for behavior, professional expectations, Title IX
guidelines and the PWCS and the VHSL policies and procedures. This session will also provide
attendees with information on best practices for dealing with academics, parents, media, and student
athletes.
COA 605
2012060060501
09.30.13
Potomac High School
6 – 9 pm
2012060060502
11.04.13
Potomac High School
6 – 9 pm
2012060060503
02.03.14
Potomac High School
6 – 9 pm
Coaching staff may begin to register for COA 605 online using the online catalog at
https://ero8.eschoolsolutions.com/user/Login.taf?orgID=55914&userID=&PIN=&function.
Non-school coaches are to register by contacting the supervisor of Health, Physical Education,
Driver Education, JROTC, and Athletics at 703-791-7353 or milberfa@pwcs.edu.
3
CONCUSSION EDUCATION FOR COACHES, PARENTS, AND ATHLETES
Concussion Policy
All middle and high school student athletes and their parent/guardian are required to complete
annual concussion training according to Prince William County Public School Policy 759 before the
student may participate in the season. In order to participate in any extracurricular athletic activity,
each student-athlete and the student-athlete's parent or guardian shall review, on an annual basis
(every 12 months), information on concussions provided by the School Division.
As there are sufficient differences in the way concussions will be handled at the middle school
and high school levels, a parent having children in both middle and high schools are required
to attend both a middle and a high school presentation.
Students and their parent/guardian have two ways to receive this concussion training.

Face to Face Training
Middle school parents and students, who are trying out for a sport for their first time in
middle school or are new to Prince William County Public Schools, must attend face to face
concussion training at their respective school.
High school parents and students who are entering 9th grade and trying out for a sport for
their first time in high school or are new to Prince William County Public schools must
attend a face to face concussion training at their respective school.

Online Training
Parents and students who have already attended a face-to-face training may take this year’s
mandatory concussion training online. Rising 6th grade and 9th grade students and students
new to Prince William County Public Schools are not eligible for the Online Training.
After having reviewed materials describing the short- and long-term health effects of concussions,
each student-athlete and the student-athlete’s parent or guardian shall sign a statement
acknowledging attendance at concussion presentation or completion of the online training and
receipt, review, and understanding of such information.
Coaches are required to participate in concussion training in one of the following ways:
1. Participation in their respective school face to face training (preferred training – leads to
improved parent/coach relationships);
2. Complete the Center for Disease Control and/or NFHS online training and provide a
completion certificate;
3. Attend or participate in other approved professional development sessions.
Coaches are required to review the protocol for Return to Plan and actions for handling concussions
when athletic trainers are not present.
4
Energy Drinks
The Virginia High School League (VHSL) Executive Committee passed an energy drink policy
which is in effect immediately for all VHSL member schools. PWCS supports this policy and will
follow the same policy for high school interscholastic activities. The basics of this policy
recommend that athletes not consume energy drinks during participation in any interscholastic
practices and competition. Energy drinks are defined as drinks advertised as boosting energy. These
drinks do not emphasize energy derived from the calories they contain but rather through a choice of
caffeine, vitamins, and herbal supplements the manufacturer has combined. Some common
examples of energy drinks are Amp, Monster, and Red Bull.
Fluid replacement drinks or drinks used to replenish body fluid after exercise are defined as drinks
that are designed to replace energy and electrolytes, used especially to assist the body in recovering
from exercise. Some common examples of fluid replacement drinks are Gatorade and PowerAde.
Soft drinks such as Coke or Pepsi, while not fluid replacement drinks, are not classified as energy
drinks
Out of Season Practice Rule
PWCS will provide an out of season practice policy in accordance with the VHSL out of season
practice rule that went into effect in the fall of 2011. The Director of Student Activities is
responsible for the communication and implementation of this policy.
The high schools will have the option to create schedules that will assign facilities and designate
dates for Out-of-Season activities that will meet the specific needs of the athletic program.
Directors of student activities are responsible for maintaining and updating an annual schedule of
Out-of-Season practice activities and providing this schedule to the supervisor of Health and
Physical Education, Driver Education, Athletics and JROTC.
ADMINISTRATIVE DUTIES
Inventory & Equipment
The head coach is responsible for the care, issuance, and storage of equipment and
uniforms for his/her program. This includes sub-level programs.
 The head coach will maintain records indicating the items issued to each team member at
the start of the season.
 The head coach is required to submit an inventory to the Activities Director within two weeks
of the end of the season.
 The coach is responsible for attempting to collect the equipment on the day of the last
contest. Within two weeks after the last contest all uniforms and equipment should be
collected and properly stored. The coach should notify the Activities Director of any
student who has not returned the equipment within the two-week period. If the
equipment is not returned, the coach should contact the parents notifying them that they
will be required to pay for the equipment that is not returned. The athlete with missing
5
equipment must be notified that records indicate that he/she has equipment not returned.
During the season, all equipment will be secured in the proper storage area after each
practice or game.
 Equipment issued by the Athletic Department should be used for practice and contests only.
Care of Facilities
 The coach shall instruct team members to take good care of the facilities, both at home
and when traveling to away contests.

Only players and coaches are permitted in the locker rooms.

No glass containers are permitted in the locker rooms.

The coach shall report damage to school facilities by a team member so that restitution
can be made and disciplinary action taken if warranted.

Athletes are not permitted to wear cleated or spiked shoes in the building. Cleated or
spiked shoes should be put on and removed outside the building.

Equipment must be removed from all lockers by the end of the first school day
following the conclusion of the sports season.
Tryout Procedures
 The written criteria for team selection must be provided to potential team members and
parents prior to the start of practice.

Coaches shall keep written documentation of their tryout selection criteria and
selection results.

The criteria for selection must be reasonable and within obtainable skill levels for the
average athlete.

All athletes must be given the reasons for the not being selected.

Athletes must have a minimum of three days to tryout and be given an opportunity to
demonstrate their skills.
Preseason Parents Meeting
The head coach is required to have a preseason meeting with parents prior to the start of
tryouts. The following information should be reviewed with parents and athletes:

Team selection procedures.

Team rules and expectations and standards.

The PWCS Activities Code of Conduct.

Risks involved in the sport and a plan to minimize the risk.

Concussion Education information and the PWCS Concussion Policy and
Procedures.
6

Practice schedule for weekends and holidays.

How to resolve concerns with emphasis on following the proper channels.

Review eligibility rules, including academic (the effect of the research paper
requirements on eligibility for the 11th grade athletes), residential, and guardianship
requirements.

Lettering criteria.

Attendance requirements for participating in interscholastic activities.

Insurance Coverage - The Prince William County Public School System does
not provide insurance coverage for athletic injuries. Injuries sustained while
participating in athletics must be covered by the family health insurance plan. It is
strongly recommended that students not covered by a private health insurance plan
purchase a policy through school insurance program.
Team Rules/PWCS Activities Code of Conduct
Team rules and the PWCS Student/Parent Activities Guide shall be distributed at the
preseason parents’ meeting. Students and parents will be required to sign their blue
emergency card and return prior to the first day of practice. This serves as
acknowledgement that they have read and agree to the adherence of the guidelines. It is
important to discuss the information listed below in your team rules and have
consequences for violation clearly stated:
Attendance policy
Lettering criteria
Locker room conduct
Bus conduct
Training rules
Sportsmanship
Physicals & Insurance
Students may not tryout or participate in practice without a physical on file with the
athletic trainer. The physical must indicate that the student is cleared for full participation
in athletics and be signed and dated by a physician after May 1st of the preceding school
year.
Part IV & V of the Virginia High School League Physical and Consent Form must be
signed before an athlete may practice. Section IV gives the parent's permission for the
child to participate in sports and travel on approved transportation. Part V provides consent
for emergency treatment. Each athlete must have a signed blue emergency card on file with
the coach prior to the first practice. The coach is required to have the emergency cards at
all practices and contests.
Coaches shall review the physical form of all team members to be aware of medical
conditions that require monitoring.
7
Eligibility/VHSL Master Eligibility List
Coaches are responsible for checking the eligibility status of all athletes prior to the first
day of practice and at the end of each nine-week grading period. The information can be
obtained from the Physical and Parent Consent Form and in SASIxp. The following must
be checked for all team members:

Athlete’s Name - List names in alphabetical order with the last name first, first name
and middle initial. No nicknames.

Transfer Status - Notify the Activities Director immediately of any transfer students.

Date of Birth - Verify the date of birth.

Subjects taken this semester - 5 on a traditional schedule. Student Aid courses do not
count toward the Prince William County’s Academic Eligibility Standard.

Student assistant electives shall not be counted toward meeting the standards. These
include: PE Assistant (7640); Lab Assistant/Science Seminar (4620); Student
Assistant for Special Education (4622); Student Lab Assistant for English (1133); Lab
Assistant/Library Assistant (1600). One-half credit academic courses may be counted
toward meeting the standard. Refer to Regulation 640-2

The grades of athletes will be checked at the end of the first nine weeks (November),
the end of the first semester/term (January), the end of the third nine weeks (April), and
at the end of the year. The final grade of the year will determine eligibility for fall
sports the following school year.

Eligibility of a new semester is made on the first instructional day of the semester.
Eligibility determination at the end of a designated nine-week reporting period is made
on the date report card is distributed. Reg. 640.2

Physical - Must be dated after May 1st of the previous school year.

Freshman, Junior Varsity, and Varsity coaches are responsible for completing a rough
draft of the Master Eligibility List on the 5th day of practice.

Students must be registered with the Guidance Office before participating in practice.

Students must meet the Prince William County regulations related to specialty school
transfers.
GENERAL DUTIES
Coaches Arrival and Departure Requirements
 Coaches shall arrive at least 30 minutes prior to a practice or game.

The coach is responsible for the athlete from the time the athlete arrives on School
Board property until the last athlete leaves school property. Coaches are not to leave
until all students have left school grounds.

No athlete should be left unattended in the school building or on school grounds.
8

Locker rooms need to be supervised before and after practice and games. This also
includes supervision and responsibility for away games.
Keys
 Coaches are not to give their keys to students at any time.

Lost keys should be reported to Activities Director immediately.

All areas should be locked unless a coach supervises them. This includes locker
rooms, weight rooms, classrooms, and practice areas.
VHSL Rules Clinics
Coaches are required to attend VHSL-sponsored rules clinics for their specific sports.
Failure to do so will result in a $50 fine. If the head coach is unable to attend, he/she must
find another member of the coaching staff who is able to attend. Coaches of teams who
place first or second in the district are required to attend the Northwest All-Region
Selection meeting. Failure to do so will result in a $100 fine.
Security
 Coaches must have security in mind before, during, and after practice.

Have the athletes enter through one door. Do not prop open doors.

Lock outside doors once you have begun practice.

When practice is over and all the athletes have left, check and secure all perimeter and
interior doors. All lights and showers should be turned off.

Teams practicing on the weekend or on holidays must complete a weekend usage form.
In addition, teams participating in off-season conditioning programs must complete a
building use form.

The coach's office and locker room area should be kept as neat and clean as reasonably
possible.

The coach shall inspect locker rooms both before and after the team uses them. Before
practice, the coach should check for hazards. After practice, the coach should ensure
that all equipment is properly stored and the locker room is free of debris. Locker room
inspections are particularly important during away contests because teams are expected
to leave the locker room as they found it.

No adults other than approved and certified coaches are permitted on the bench or in
team areas. This is a Prince William County and Virginia High School League
regulation.
SAFETY – GUIDELINES FOR OUTDOOR ACTIVITIES
The following guidelines will be followed concerning the outdoor activities for all practice and game
participation. Coaches are to work collaboratively with the athletic trainer to ensure the correct action is taken
for the safety of the athletes.
9
Lightning, Practice and Game Guidelines
Fields should be cleared:
When you hear thunder or see lightning, all participants should seek the closest safe structure
immediately.
The closest "safe structure":
1. A safe structure is any sturdy building that has plumbing and electrical wiring, which is normally
occupied or frequently used by people. This will act to electrically ground the structure. However,
do not use bathroom facilities for safe shelter and do not use showers or plumbing facilities during
a thunderstorm.
2. An alternative is a car with a metal roof. Dugouts, Press boxes, storage sheds, and standing
under the bleachers are not safe structures and should not be occupied during thunderstorms.
If it is impossible to reach a "safe structure”:
If you feel the hair on your head or neck tingle or lightning occurs without warning:
1. Crouch on the balls of your feet with your head lowered.
2. Do not lie down.
3. Be farther than 50 yards from a tall object since the lightning flash will search up to 50
yards for a ground strike.
You may resume practice / game:
All personnel involved will wait at least 30 minutes after all lightning and thunder activity has
stopped before resuming activity.
Guidelines for Heat and Air Quality Alerts for Outdoor Activities
The guidelines listed below address the actions to be taken by schools and school personnel in the
event Heat Advisory Alerts or Air Quality Alerts are issued by the National Weather Service or
The Washington Metropolitan Council of Governments. The Supervisor of Health, Physical
Education and Athletics will notify principals, activity directors and athletic trainers to take the
appropriate action for outdoor activities. Included with this are specific directions related to:
1) Guidelines for Physical Education classes and recess during Heat Advisory Alerts
2) Guidelines for Extracurricular Activities (athletic practices, marching band, etc.) during
Heat Advisory Alerts
3) Guidelines for Air Quality/High Ozone Alerts
4) Guidelines for Cold Weather
Alerts may be issued separately for Heat Advisories and Air Quality Index for Ozone Alerts.
Each may require a different response for outdoor athletic activities and regular outdoor class
activities. The charts attached are for your use to institute the appropriate action. Principals or
their designee, athletic directors and athletic trainers are expected to follow the appropriate
guidelines concerning the participation in physical education class activities/recess and athletic
outdoor activities for all practice and game participation.
Guidelines for Physical Education classes and recess during Heat Advisory Alerts – Chart A
This chart will provide the action to be taken for all students during the school day when Heat
Advisories are posted.
10
Guidelines for Extracurricular activities during Heat Advisory Alerts - Chart B
This chart will provide the action to be taken for all athletic practices, marching band practice or
other after school activities that require students to be outside after school hours when Heat
Advisories are posted.
Guidelines for Air Quality/High Ozone Alerts for all Activities - Chart C
This chart provides information on the appropriate action to be taken when Air Quality / High
Ozone alerts are issued. Action that is to be taken is provided for normal school day activities and
for extracurricular activities.
Guidelines for Cold Weather
In general, students should not go outside if the temperature is below 35 degrees. When outside
students should be wearing appropriate clothing and should be active.
How to determine the Heat Index
The heat index or “real feel” temperature can be determined by the following methods:
1. Heat Index Information is provided by all weather services and is available on line at
www.weatherbug.com. Choose a location closest to you for the most accurate reading.
The heat index will vary from one location in the county to another.
2. Athletic Trainers may use the Wet Bulb Readings (use of a Sling Psycho meter) to
determine local heat index to determine level of participation of athletes. Athletic Trainers
will perform readings between 11:00 a.m. – 11:30 a.m. Information will be given to the
Office of the Supervisor of Athletics by 11:30 AM. A decision can be made by 12 Noon,
if necessary.
3. The Heat Index can be determined by combining temperature and relative humidity reading
and using the following chart to determine the Heat Index.
HEAT INDEX CHART
Relative Humidity (%)
Temp
▼
105º
104º
102º
100º
98º
96º
94º
92º
90º
88º
86º
84º
82º
80º
78º
76º
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
100
98
97
95
93
91
89
87
85
82
80
78
77
75
72
70
105
104
101
99
97
95
93
90
88
86
84
81
79
77
75
72
113
110
108
105
101
98
95
92
90
87
85
83
80
78
77
75
123
120
117
110
106
104
100
96
92
89
87
85
81
79
78
76
135
132
125
120
110
108
105
100
93
93
90
86
84
81
79
77
149
143
139
132
125
120
111
106
100
95
92
89
86
83
80
77
144
132
128
122
115
106
100
96
91
89
85
81
77
128
122
114
106
100
95
91
86
83
78
122
115
109
99
95
89
85
79
130
125
111
105
96
91
86
80
Heat related illnesses that are possible when the heat index reaches
Index of 90 to 105 – Sunstroke, Heat Cramps and Heat Exhaustion possible with
prolonged exposure or physical activity.
Index of 105 to 130 – Sunstroke, Heat Cramps and Heat Exhaustion likely with prolonged
exposure or physical activity.
11
CREW WEATHER CONDITIONS
The air and water temperature, weather conditions and the flow of water over the dam
should be posted daily at the boathouse. The Sandy Run Regional Park Staff will provide
this information to the Supervisor of Athletics. On days of inclement or questionable
weather this information will be provided to Prince William County Schools. The schools’
crew coaching staff will be provided with the needed information to be posted at the
boathouse as appropriate.
Methods:
 Sandy Run Regional Park Ranger will contact the Supervisor’s office and then an
email or call is placed to the schools and the Oxford Boathouse.
 An answering machine or voice mail will be installed at the Oxford Boathouse in
order for a message to be provided as to the type of flag to fly for conditions. This first
coach to arrive at the Oxford Boathouse is to fly and display the appropriate Safety
Signal.
Water Safety Signal Flags warnings and restrictions:
COLOR
MEANING
Yellow
High Winds/rough water
White
Air/Water temperature below 35
degrees
Orange
Approaching storms
Blue
Obstruction on the water (i.e., ice,
debris, logs)
Red
Launching Prohibited
Purple
No Flag
Water flowing over dam
Coaches and rowers monitor
conditions
ACTION
No practice on the water
No Practice, launching
Clear the water, no launching
Careful observation
Launching Prohibited, No
practice
Stay 1000 feet from Dam
Practice allowed
Guidelines Recommended:
 Air & Water temperature below 35 degrees, no practice on the water
 54 Degree Rule Combination – Water temperature and air temperature combined
 If air temperature is below 40 degrees and the water temperature is below 50 degrees,
launches must be within 100 yards of the shells and there must be no more than 2 shells
per launch.
Storm or Lightening Rule – All boats shall leave the water immediately. They may not
return until thunder/lightening have not been present/heard for 30 minutes. Safe Rule to
follow – “Hear it, clear it, see it, flee it”.
There is a Prince William Crew Association Safety Manual. This manual will be updated
and provided to the school division each year. A current list will be provided also to
PWCA Board members.
Sandy Run Regional Park Ranger and the Northern Virginia Scholastic Rowing
Association Regatta Director, and the Chief Judge Referee make the decisions on days of
regattas.
12
PROCEDURES FOR EMERGENCY MEDICAL CARE AT GAMES,
PRACTICES, AND OTHER EXTRUCURRICULAR ACTIVITIES
All coaches and sponsors:
 Must have completed or have enrolled in a CPR and First Aid class;
 Must have completed concussion training offered by National Federation of High
School Sports;
 Must have immediate access to first aid kits, ice, and water during practices, games,
and activities;
 Are required to have up-to-date emergency cards for each participant at all games,
practices, and activities;
 Must have immediate access to a telephone;
 Ensure that emergency vehicles have access to practice and activity areas;
 Shall contact the parents immediately in the event of illness or injury. If the injury is
serious, the rescue squad shall be contacted immediately whether or not the parent can
be reached. Follow-up attempts should be made until the parents are contacted; and
 Submit an accident report in the event of illness or injury.
In the absence of a physician or rescue squad personnel, the athletic trainer or coach shall
be responsible for administering prompt and immediate first aid until the rescue squad
arrives.
Whenever possible, a school staff member with the emergency card should accompany the
injured participant in the rescue squad. If the staff member cannot accompany the injured
student, an attempt should be made to secure another responsible adult.
COACH – What to do in the Absence of an Athletic Trainer
Many injuries occur during practice and competition when a certified athletic trainer is not
present. It is important that the coach is properly prepared and knows what to do, even if he
or she is not precisely sure what is wrong. The following procedures are designed to protect
the coach in the event of an injury. See Appendix XVI “Athletic Trainers – School’s
Liability”.
I. All athletes MUST have a complete signed physical form ON FILE in the athletic
trainer’s office or activities director’s office and an emergency care card filled out BEFORE
an athlete is allowed to PRACTICE (See Appendix I and II).
II. Determine whether the injury is a medical emergency
A. Some emergency situations when the rescue squad (911) should be called
immediately:
1. Respiratory or cardiac arrest
2. Labored breathing
3. Anaphylactic shock (e.g., bee sting allergy)
4. Severe or uncontrolled bleeding
5. Head or neck injuries
6. Suspected dislocations or fractures
7. Heat stroke
13
8. Medical conditions such as insulin shock or epilepsy
9. An athlete who is unwilling to move
10. Any situation where there is doubt about the nature or extend of the
emergency
B. Steps to take when dealing with a medical emergency
1. DO NOT MOVE THE ATHLETE
2. Send someone responsible to call 911 (Emergency Medical Services)
3. Maintain airway, monitor pulse and comfort the athlete
4. Stay with the athlete
5. Control any bleeding with a clean compress and direct pressure
6. With heat illness, give small sips of WATER (only if completely conscious)
and try to lower the athlete’s body temperature
7. Send an assistant to get the emergency care card
8. Have someone meet the ambulance and lead them to where the injured athlete
is
9. Call the parents and inform them of the athlete’s injury
10. Follow the athlete on the stretcher to the ambulance. A SCHOOL OFFICIAL
MUST ACCOMPANY THE ATHLETE TO THE HOSPITAL WITH THE
EMERGENCY CARE CARD (See Appendix I, page 14).
11. Check with the parents on the condition of the athlete that night
12. Notify the principal, activities’ director, and athletic trainer the first thing the
next morning
13. Fill out the Student Injury Report form (See Appendix XIV, page 30).
III. Acute injuries which are not medical emergencies
A. Place ice on the injured body part for a specified period of time (e.g., 20 minutes
on, One hour off)
B. Notify the athletic trainer the next morning.
IV. In the event an athlete requires taping by an ATC for an away contest in Prince William
County; permission from the home athletic trainer is required prior to the contest.
SCHEDULING
 The Activities Director must approve all scheduling of games and scrimmages. The head
coach and the Activities Director will work in conjunction to develop a schedule.

All tournaments must be sanctioned by the VHSL. Please notify the Activities Director
one month in advance if you plan to attend tournaments or invitationals.

The number of contests played in each sport is determined by the VHSL. Please consult
the Activities Director or the VHSL Handbook to determine the number of games that
can be scheduled in your sport.

Requests to attend out-of-state events requiring overnight travel must be submitted three
months in advance for approval by the School Board.
14
PRACTICE POLICIES
 Facility Inspection - The coach is responsible to inspect the practice or game facilities
prior to each event to ensure they are free of hazards and debris. Notify the Activities
Director of hazards that cannot be corrected and move the team to a safe practice area.

Coaches should not hold unsupervised practice sessions. A coach must be present before
equipment is used or warm-up drills begin.

Exams/PSAT/SAT Dates - No practices or events may be held after 5:30 PM on the day
prior to exams or the October and May PSAT/SAT days.

Sundays - Teams are not permitted to have mandatory or optional practices or open gyms
on Sundays. This is a violation of VHSL rules.

Inclement Weather - Practice should not be held outside in excessive heat or cold.

Winter Weather - When school is canceled on a code red for hazardous road conditions,
no teams may practice or hold games. When school is canceled on a code green, evening
activities may be held if approval by the area associate superintendent is obtained.

Off-campus policies - School athletic teams may not use off-campus streets and roads for
practice. This includes cross country, indoor track, spring track, and all other athletic
teams. Participant may use trails contiguous to the school property and trails in parks,
provide the trails are inspected for safety and the off-campus practice permission form is
completed and returned to school.

Holiday practices - Practice may not be held on the following holidays: New Years Day,
Martin Luther King’s Birthday, Memorial Day, Labor Day, Veteran’s Day, Thanksgiving
Day, Christmas Day, Rosh Hashanah, and Yom Kippur. Note: If the Superintendent
grants an exception to this regulation, students shall not be required to participate on the
designated holidays including religious holidays applicable to individual students.
Pre-Season Fall Practice Policy
Prince William County Public Schools Athletic Programs will follow the VHSL Fall PreSeason Practice Task Force Recommendation.
Created by: Selected fall coaches and athletic administrators representing all areas of
Virginia, members of the Sports Medicine Advisory Committee and Virginia High School
League staff on January 21, 2007 provided the following fall pre-season practice guidelines:
*Cheerleading, Cross Country, Field Hockey, Football and Volleyball would be covered
under the proposed policy. Golf would not be subject to the policy.
Definitions:
Full practice is a session allowing use of any available equipment, involving all levels of
activity allowed in the specific sport, and includes necessary conditioning and weight
training.
15
Walk-thru is a limited exertion session that includes skill-based, educational technique, and
oriented activities using sports appropriate equipment. Conditioning and weight training are
not considered part of a walk-thru.
Recovery period is a session in which no athlete is involved in physical activity.
Guidelines

No practice session, full or walk-thru, can exceed three hours.

There is a limit of five hours of practice time per day (combined full and walk thru).

Week One – the Acclimatization Period – days 1-6
o Only one full practice session will be allowed per day.
o One walk-thru session is allowed on the day of a full practice.
o Two walk-thru sessions may be substituted for a full and walk-thru session.
o There is a mandatory one-hour minimum recovery period between sessions.
Football Only Restrictions:
o Day 1-3
helmets only
o Day 4-5
helmet and shoulder pads
o Day 6+
full pads
o All athletes must adhere to the above regulations during their first six days of
tryouts (the Acclimatization Period). Example: During the third day of
practice an athlete joins the team. His first week acclimatization period runs
from team practice day three through team practice day eight.

Week Two through the beginning of school
o Two full practices may be conducted in one day not to exceed five total
hours, or three hours in a single session. The single session may be broken
into two sessions with a recovery period (example: One ½ hour practice –
1 hour recovery – One ½ hour practice).
o A mandatory one-hour recovery period is required between sessions.
o Walk-thru sessions may be conducted daily in conjunction with one full
practice session.
o No more than three full practice sessions may be conducted in two
consecutive calendar days.
o All Prince William County Public School weather guidelines will be followed
as outlined in Notice 648-1-24.
MEDIA RELATIONS
Relationships with the media are critical to the sports program and all coaches have an
obligation to communicate with the press to ensure that all athletes receive proper
recognition. The head coach must follow the guidelines listed below and review them with
the members of his/her staff.

Always assume that whatever you say is on the record.

Never criticize an official or an opposing coach or team.

Personal information concerning students should not be discussed with the media.
16

The coach should escort the team to the locker room immediately following the post
game handshakes. Coaches should meet with the media after a 10-minute period.

Discuss media relations with your team members and advise them on how to talk with
reporters.
ACADEMIC PROGRESS AND ATTENDANCE
 The coach is required to monitor the academic progress of the athletes in his/her program
throughout the school year.

Early dismissals for athletic activity must be approved in advance by the Activities
Director. Early dismissals will be granted for District, Regional, and State tournament
only.

The coach must prepare an alphabetized list of team members who will be absent from
school for athletic activities. The list should include the nature of the activity, date, and
the departure time. The list should be distributed to the attendance office, administrative
staff, and all teachers at least 24 hours prior to the scheduled departure time.
COACH ABSENCES FROM SCHOOL FOR ATHLETIC ACTIVITY
When it is necessary for a coach to be absent from school for an athletic activity, he/she
should attempt to get another teacher to cover his/her class. If this is not possible, the coach
should notify the assistant principal in charge of substitutes 24 hours in advance to arrange
for a substitute. A professional leave form should be completed at that time. If coaches are
required to leave the assigned school during contract time, the appropriate leave will be
arranged with the proper administrator.
TRANSPORTATION
The following procedures are to be followed when planning transportation to schoolsponsored events. The procedures apply to events sponsored by the Athletic Department,
FBLA, VICA, DECA, clubs, organizations, and academic teams. Throughout this section of
the handbook, the term activity sponsor refers to the coach, club moderator, music director,
or any person who is supervising an activity. The information in this section is based on
Prince William County School Board Regulation 642-1, dated November 10, 2012.
NOTE: Planning transportation to a school sponsored activity (whether to practice or
for a competition) is the responsibility of the activity sponsor. Once the activity
sponsors develop a transportation plan, the Activities Director and the Principal must
approve it.
Procedures for planning transportation to school-sponsored activities:
Transportation by Bus
Coaches/Sponsors should complete the Athlete Trip Request Form at least two weeks prior
to the trip. If your activity is not funded through the Athletic Department, complete the
regular field trip request form. Coaches should request bus transportation for more than
eight students. A bus can, however, be requested for less than eight students if transportation
17
by private vehicle cannot be arranged. The following rules apply to trips taken by Prince
William County buses:

The coach/sponsor shall provide a list of all participating students and a phone number
where a parent or guardian can be reached in case of an emergency.

Students should be under the direct supervision of a teacher, sponsor, or coach during
transit on all field and athletic trips.

The coach/sponsor supervising while on school buses is responsible for ensuring student
compliance with the Prince William County Code of Behavior.

Students must ride to and from the event in the bus. At the coach's discretion, however,
students may ride home with their parents. In this case, parents must sign the log
indicating that they will be transporting their child home. UNDER NO
CIRCUMSTANCES MAY THE PARENTS OF ANOTHER STUDENT TAKE A
STUDENT HOME.
Transportation by Private Vehicle
If private vehicles are used to transport students to athletic or school-sponsored activities, the
Private Vehicle Approval Form must be completed. The vehicles being used must be of an
authorized type and privately insured. When possible, persons driving the vehicles should be
employees of the Prince William School Board.
The following procedures apply:

Permission forms must be completed when private vehicles are used. Any private vehicle
used to transport students must meet Federal Motor Vehicle Safety Standards (FMVSS)
and state standards applicable to passenger cars.

The driver of the vehicle must complete the vehicle authorization form attached to
Regulation 642-1.
NOTE: NO STUDENT DRIVERS SHALL BE USED FOR TRANSPORTATION TO
SCHOOL-SPONSORED ACTIVITIES. THIS INCLUDES OFF CAMPUS PRACTICES
AND GAMES.
Vehicles with data plates displaying the following vehicle types may be used for transporting
students.
 Passenger cars.
 Station wagons.
 School buses.
 Commercial buses provided by carriers licensed in Virginia.
The following vehicle types shall not provide student transportation:



Multipurpose vehicles (MPVs).
Trucks.
Certain buses: for example, a van designed to carry more than 10 people.
18


Campers/RVs (MPVs).
Motorcycles.
NOTE: This regulation does not prevent parents or legal guardians from transporting only
their child to and from school-sponsored events in vehicles of an unauthorized type. Parent
shall not be permitted, however, to transport another student.
General Regulations Pertaining to Field Trips Involving School Transportation
 The coach must ride the team bus to and from athletic contests.
 In case of emergency, coaches/sponsors should carry the name and number of the
principal or designee, and the number of the Director of Transportation or designee.
 Overnight arrangements should be made for participants when it is known in advance
that the bus will be returning after 1:00 AM.
 When it is apparent that the return trip will be excessively delayed due to severe weather
conditions, a disabling mechanical problem, accident, or other emergency, the
coach/sponsor should call the principal or designee for further instructions. Significant
delays may result in permission to remain overnight.
 The coach is required to have the athletes pick up the trash on the team bus after the
athletic contest.
 The coach must have “Emergency Care Cards” at all practice and games.
Overnight Squad Trips
Coaches planning an overnight trip must forward a letter to the parents of the players
containing the following information:







Purpose of the trip.
Date and time of departure.
Date and estimated time of return.
Where the squad will be housed. (This should include telephone numbers where the
student can be reached in case of emergency.)
Type of transportation.
The amount of money needed by the student to defray the cost of the trip.
At the bottom of the letter, include a parental consent form that must be signed by the
parent and returned. The signed permission forms must be returned to the Activities
Director’s office 24 hours prior to the trip. One copy is to be kept on file in the Athletic
Director’s office and the coach should take a copy on the trip. Students who do not
return the permission slip will not be permitted to make the trip.
The Associate Superintendent of High Schools must approve overnight trips out of state.
The approval process should be initiated twelve weeks prior to the trip. Overnight out of
state field trips require a process of approval that requires a minimum of six weeks. All
requests shall be forwarded to the Area Associate Superintendent through the Principal for
approval. Coaches shall note that overnight trips may be cancelled at any time when it is
believed the safety of the students is at risk. The School Board or Superintendent will not be
held financially responsible for these trips.
19
NON STAFF COACH REQUIREMENTS
All volunteer coaches who work more than 10 hours and paid coaches not employed by the
School Board must be approved by the principal prior to coaching the team. The approval
process is lengthy for first-time applicants and must be initiated two months prior to the
sport season.
Prince William County Schools has two categories of non-staff coaches: Category I coaches
are volunteers that work under the direct supervision of the head coach. Category I coaches
may not conduct drills without the head coach being present or have supervisory
responsibility for the athletes. Category I coaches may not be in the bench area during
games.
Category II coaches may be paid or unpaid and may supervise athletes during practice or
games. The Activities Director will ensure that the Category II coaches are familiar with the
Prince William County Schools and VHSL rules and regulations governing interscholastic
athletics.
First-time applicants must:







Complete all application requirements prior to starting the coaching assignment.
Be fingerprinted.
Be interviewed by the principal or his/her designee.
Currently be certified in CPR or First Aid or enroll in the first available class.
Participate in mandatory Coach’s Education Program.
Complete the online CDC Concussion Training for coaches/athletes.
Receive approval from the Superintendent of Prince William County Schools and the
Executive Director of the VHSL.
FINANCE
Fund-Raising Activities The primary purpose of fund-raising activities is to develop and maintain
student morale and provide opportunities for learning and advancing social growth. All school fundraising activities must be approved prior to the activity. All school fund-raising activities are to be
submitted for approval to the Activities Director no later than May 15 of the school year preceding
the fund-raising activities. An interim report for the second semester shall be submitted to Principal
no later than November 15. All fund-raisers must be approved by the Sponsor, Principal, appropriate
Supervisor and Director, and the Superintendent. Each senior high school may have no more than
(15) community sales per school year. Booster clubs and other parent groups affiliated with the
school must submit their fund-raising activities for approval.
Class instructional time will not be used to distribute information or collect funds related to a
fund-raising activity. Any exception must be approved by the Principal. County policy
prohibits the sale of fund-raising items during the instructional day. Games of chance are
prohibited as a student activity.
20
General Guidelines For Fund-Raising Activities
1. Organizations and clubs shall submit annual budgets for approval to the Activities
Director no later than May 15 of the previous school year.
2. Fund-raising activities will be approved only if they support the budgeted activities for the
organization.
3. All fund-raising activities must be properly authorized and approved.
4. All fund-raising activities must be scheduled in advance and placed on the school
activities calendar. Unless otherwise approved, a fund-raising activity will be limited to
one week.
5. The coach is responsible and accountable for the properly safeguarding fund-raising
materials, funds, and records.
6. The coach shall maintain a fund-raiser control form with the names of students involved
in the activity, quantity of merchandise issued to each student, daily receipts of money,
merchandise issued to each student, student initials indicating receipts or turn in of
money, and merchandise on a daily basis.
7. Students are required to turn in fund-raising receipts daily.
8. The coach shall submit to the bookkeeper fund-raising receipts by 1:30 PM each day. The
money must be rolled, sorted, and ready for deposit.
9. At the conclusion of the fund-raising activity, the coach shall turn in the fund-raiser
control form to the bookkeeper and reconcile the receipts collected with any remaining
inventory. If possible, the remaining inventory should be returned to the vendor.
10. Funds raised shall be handled according to the established financial guidelines for the
Prince William County Schools.
Purchases
All purchasing of athletic equipment and uniforms must be done through the Activities
Director and must be within the approved budget. Listed below are guidelines for the
purchasing of athletic equipment and supplies:
 The requesting coach must submit to the Activities Director a request form listing
desired purchases.

The Activities Director will determine which supplier will receive the order based on
budget, price, quality, and delivery time. If prices are in the same range, consideration
will be given to local dealers and those who best stand behind the product.

The Activities Director's office will initiate a purchase order to be signed by the
Principal.

The coach will notify the Activities Director if the order is short or defective.

Coaches or persons who purchase equipment without a purchase order will be held
responsible to personally pay for this equipment.

Coaches are not to bill personal items purchased from athletic suppliers to the school
account.
21
MIDDLE/HIGH SCHOOLS
Rules and Regulations Governing Participation
On Athletic Teams and Extracurricular Activities
Name: ______________________________________ Date: _____________________________________
School: _____________________________________ Extracurricular Activity:
_____________________
The student activities program is voluntary and extracurricular. Participation in middle/high school activities
is a privilege and not a right. With this privilege, it is the responsibility of the participant to uphold the
standards established by the school. These standards are based in the fundamental premise that the participant
is in a position of school leadership and he/she should represent the activity, the school, and the community
in the highest manner.
All activity participants are responsible for appropriate conduct as defined in the Prince William County
Public Schools Code of Behavior and the rules established by their organization’s constitution during the
entire term of the activity. Any violations may be accompanied by, but are not restricted to the following
disciplinary actions:
 A conference;
 Suspension from the game(s) or practice(s);
 Two game suspension;
 Suspension from next eligible event;
 Suspension for a minimum of thirty calendar days from all school activities,
including practice;
 Dismissal from organization;
 Dismissal from all activities for a period of one year following the date of the
conviction;
 A fine from the Virginia High School League.
Appeal Procedure: Disciplinary action will be taken only after the student has had the opportunity to
answer charges of the violations, including the right to bring his/her own witnesses before the activity
sponsor. Appeals may be made to the principal of the middle/high school with a further appeal to the
Superintendent of Schools or his/her designee. Since participation in activities is a privilege and not a right,
students who are suspended may not participate during the period of the appeal.
BY SIGNING THE EMERGENCY PERMISSION FORM FOR ATHLETICS, YOU ARE
ACKNOWLEDGING THAT YOU HAVE RECEIVED, READ, AND WILL ADHERE TO THE
RULES AND REGULATIONS GOVERNING PARTICIPATION ON ATHLETIC TEAMS AND
EXTRACURRICULAR ACTIVITES.
22
CHART A
Level
Prince William County Public Schools
Guidelines for Physical Education and Recess
During Extreme Hot and Humid Weather Conditions
1
Heat
Index
<87
2
87 - 89
3
90 - 94
4
95 104
5
105+
Duration
Fluid Consumption and Recommendations
Normal class time/recess
Insist that adequate water be ingested every 30-45 minutes. Never
restrict water consumption.
Time as allotted by school
Insist that adequate water be ingested every 20 minutes with helmet
program. Normal class
removal. Provide minimum of 3 water breaks per hour. Make water
time/recess.
available throughout class.
2-1/2 hours, maximum every 45
Insist that adequate water be ingested every 20 minutes. Reduce
minutes of work > 15 minutes of
intensity of activity. Re-hydrate 24 ounces for every pound of body
rest each hour. Reduce
weight lost per day. Follow the Heat Policy for practices/activities
class/recess time to ½ for outside conducted indoors.
activities.
NO OUTDOOR ACTIVITY
Insist that adequate water be ingested every 15 minutes (allow 3-5
minutes for water break). Re-hydrate 24 ounces for every pound of body
weight lost per day. Follow the Heat Policy for practices conducted
indoors.
NO OUTDOOR ACTIVITY
Red – 4
Outdoor Activity Practice
Humiture WBT
Equipment
Restrictions
<87
<75°
Full uniform
87 – 89
75° - 76.9°
Remove helmet when
not active in drill
90 – 94
77° - 78.9°
Remove Helmet an
not active in drill
95 – 104
79° - 80.9°
No Equipment*
Black - 5
105 +
Level
Green – 1
Yellow – 2
Orange – 3
81° +
Work/Rest Ratio
50 min work / 10 min
rest per hour
45 min work / 15 min
rest per hour
45 min work / 15 min
rest per hour
No Outside Practice
* Field Hockey Goalies may wear full protective equipment not to exceed 10 minute on – 20 minute off cycle for live goal tending drills
CHART B
Prince William County Public Schools
Guidelines for Extracurricular Activity
During Extreme Hot and Humid Weather Conditions
Leve
l
1
FWBT
Heat
Index
<87
2
Less than
60
60.1°- 65.9°
3
66°- 74.9°
<87
4
75° -76.9°
87 - 89
5
77° - 78.9°
79° - 80.9°
6
7
81° - up
<87
90- 94
Duration
Attire
Fluid Consumption
3 hours
maximum
3 hours
maximum
3 hours
maximum
Full Gear
Never restrict water consumption
3 hours
maximum
Remove
helmets
unless
active in drill
Protective
equipment
removed for
non-contact
drills
Insist that adequate
fluid be ingested
Insist that adequate
fluid be ingested
Insist that 4- 6 oz. of
fluid be ingested
every 20 minutes
Insist that 6 – 8 oz
minimum fluid be
ingested every 20
minutes
Insist that 8 – 10 oz
fluid be
ingested every 15
minutes
Insist that 8 – 10 oz
fluid be
ingested every 15
minutes
Reduce intensity of activity,
no equipment or helmets
Re-hydrate 24 oz for
every pound of body
weight loss per
day.
Practices conducted indoors
must follow the Heat Policy
3 hours
maximum,
every 45
minutes of
work > 15
minutes of
rest each hour*
95 -104 3 hours
maximum
every 45
minutes of
work > 15
minutes of
rest each hour*
105>
NO OUTDOOR
PRACTICE
Full Gear
Full Gear
Shirt, shorts
only
No helmets
or
equipment
Recommendations
Provide minimum of 2 water breaks
per hour
Provide minimum of 3 water breaks
per hour
Monitor athletes, rest as
needed.
Removal of helmet unless
active in drill, removal of
pads (ie: shoulder pads) when
teaching or non-contact
portions of practice exceed 10
minutes in length
CHART C
Prince William County Schools
AIR QUALITY / HEAT GUIDELINES
RESPONSIBILITIES:
The supervisor of Health, Physical Education, and Athletics will be responsible for notifying
principals, assistant principals, athletic directors and athletic trainers of the specific Heat and
Air Quality Alerts that are issued on a specific day. Information from the Metropolitan
Washington Council of Governments that is available to the public will be used to guide
decisions about appropriate activity levels for students on high heat or high ozone alert
days. The ozone forecast is based upon meteorological data; it is available and updated
one (1) to three (3) times a day from May through September when ground ozone is most
problematic. The Air Quality Hot Line can be reached at 202-962-3299 or on the web at
www.mwcog.org/environment/air/forecast. The information is reported daily in the form of
a color code as follows. You can review the information map that directly impacts your area.
Guidelines for Activity during Air Quality Ozone Alerts/High Ozone Alerts
When the air quality has reached or is anticipated to reach Code Orange or Code Red the
following guidelines will be implemented by the school principal/designee.
Alert Level
AIR QUALITY ALERT
Guidelines for Outside Activities
Meaning
Group and
Action for
Consideration
outdoor Class
Activities
Code
Green
Code
Yellow
Code
Orange
Good Air
Quality
Moderate Air
Quality
Unhealthy for
sensitive
groups
Code Red
Unhealthy for
everyone
Code
Purple
Very
Unhealthy
People with heart or
lung disease, older
adults and children
should reduce
prolonged activity or
exertion
People with heart or
lung disease, older
adults and children
should avoid
prolonged activity or
exertion; everyone
else should limit
strenuous outdoor
activity
Everyone should
avoid prolonged or
heavy exertion,
especially outdoors
No action
necessary
No action
necessary
Students with
respiratory
diseases and
asthma should
refrain from
activity
No outdoor
recess, no
outdoor
physical
education
activities
No outdoor
recess, no
outdoor
physical
education
activities
Action for
Athletic &
Extracurricular
Activities
No action
necessary
No action
necessary
Students with
respiratory
diseases and
asthma should
be closely
monitored
All outdoor
physical activity
shall be
suspended
between 11:00
a.m. and 6:00
p.m.
No outdoor
sports or
activities,
no outdoor
marching band
practice
POLICIES AND REGULATIONS
PERTAINING TO ATHLETICS
Policy 648 ................................................................ Interscholastic Activities – Athletic Programs
Regulation 511.09-1 .............................Criteria and Procedures for Selection of DSA and Coaches
Regulation 511.10-1 ................. Criteria for the Selection and Use of Non-School Staff Volunteers
Regulation 640-2 .......... Standards for Participation in Co-curricular and Extracurricular Programs
Regulation 642-1 ............................ Procedures for Planning Instructional and Athletic Field Trips
Regulation 648-1 ................................................................ Intramural and Interscholastic Athletics
Regulation 648.01-1 ............................................................. Activity Participation on Testing Days
Regulation 648-2 .................................. Procedures for Prevention of Incidents Involving Officials
Regulation 648-5 ............................................................................................. Open Gym Activities
Regulation 648-6 ............................................................................... Admittance to Athletic Events
Regulation 648-7 ........................................................................................................ Sportsmanship
Regulation 648-8 ....................................................................... Behavior Expectations for Coaches
Regulation 733-2 ................................................................................. Conduct in Athletic Contests
Regulation 758-2 .............................................................. Procedures for Emergency Medical Care
Policy 759 ................................................................................................. Concussion Management
Regulation 759-1 ............................................................... Concussion Management and Education
26
School Board
Mr. Milton C. Johns
Chairman At-Large
Dr. Michael I. Otaigbe
Vice Chairman
Coles District
Mrs. Lisa E. Bell
Neabsco District
Mr. Steven Keen
Woodbridge District
Mrs. Betty D. Covington
Potomac District
Mrs. Alyson A. Satterwhite
Gainesville District
Mrs. Lillie G. Jessie
Occoquan District
Mr. Gil Trenum
Brentsville District
Superintendent of Schools
Dr. Steven L. Walts
Superintendent’s Staff
Ms. Rae E. Darlington
Deputy Superintendent
Mr. William G. Bixby
Associate Superintendent for Middle Schools
Mr. David S. Cline
Associate Superintendent for Finance and Support Services
Mr. R. Todd Erickson
Associate Superintendent for Central Elementary Schools
Mrs. Rita Everett Goss
Associate Superintendent for Eastern Elementary Schools
Mrs. Jarcelynn M. Hart
Associate Superintendent for Western Elementary Schools
Mr. Timothy L. Healey
Associate Superintendent for Student Learning and Accountability
Mr. Keith A. Imon
Associate Superintendent for Communications and Technology Services
Mr. Keith J. Johnson
Associate Superintendent for Human Resources
Mr. Michael A. Mulgrew
Associate Superintendent for High Schools
Prince William County Public Schools (PWCS) does not discriminate in employment or in its educational programs and activities against
qualified individuals on the basis of race, color, religion, national origin, sex, pregnancy, childbirth or related medical conditions, age, marital status,
veteran status, or disability. PWCS provides equal access to the Boy Scouts and other designated youth groups. The following individual(s)
will handle inquiries regarding nondiscrimination policies, including Section 504 and Title IX:
Associate Superintendent for Human Resources
Prince William County Public Schools
P.O. Box 389
Manassas, VA 20108