Coaches’ Inservice
Wednesday, August 19, 2009
5:00 – 8:30 pm
WELCOME & INTRODUCTIONS
Deon Samuel – Director of Athletics
Sandra Mader – Director of Athletic Services
Johnnie B. “Hawk” Carter – Director of Athletic Services
ESPN Softball story.wmv
Communication
• Actual words =
8
%
• Body language =55 %
• Tone of voice =
37 %
Accentuate the
Positive
4 : 1
ALDINE ISD
COACHES
PRAISE LOUDLY
AND CRITICIZE
SOFTLY
golf.mpg
Ways to Focus on
the Positive
Use simple rewards
A smile
A pat or handshake
A word of encouragement
Praise for the deed
A note to the student/home
A phone call or email home
“If we succeed in giving the love
of learning, the learning itself
is sure to follow.”
Coaching Manual
Sandra Mader, Director of Athletic Services
• A. Eligibility- UIL Constitution and Contest Rules
High School –Section 400,440,1205
Middle School – Section 1400
• B. Eligibility Dates-Calendar
• C. UIL Academic Requirements
• D. COPE – On line
• E. 1ST year coaches/Not a full-time employee of the
school district/Ejected coach not overturned – Complete
NFHS Fundamentals of Coaching Course
Athletic Department
Aldine Independent School District
Procedures for Verifying Eligibility 2009-2010
The following information will be initiated immediately to ensure that eligibility for
all athletic participants will be verified and coaches, athletic coordinators, and
athletic directors will be directly accountable for the implementation of this
procedure.
This information will be placed in the Coaches Athletic Handbook for the 20092010 school year and will be an agenda item at every weekly high school
campus coordinator’s meeting and monthly agenda item for the middle school
campus coordinators.
1. The athletic director is responsible for ensuring that each campus coordinator
(middle and high school) has verified team eligibility each six weeks grading
period with all head coaches. This will be done by receiving a copy of the
Eligibility Status Report each six weeks grading period from each head coach
in the school.
2. The athletic director will review on a weekly basis the eligibility timelines with
each campus coordinator so they can review this information with each coach
in their building.
3. The campus coordinator (middle and high school) is responsible for verifying
that all athletes are eligible to participate. He will do this by receiving from each
head coach a copy of the Eligibility Status Report for each 6 week grading
period on the Tuesday following the end of the 6 week grading period. The high
school campus coordinator will submit these reports on that same Tuesday to
the athletic director. The middle school campus coordinator will submit these
reports via fax or email to the athletic director or that same Tuesday.
4. The head coach shall delegate to an assistant coach the responsibility of
checking all grades for team members as a means of double checking the six
week eligibility of all team members.
5. Head coaches are to closely follow Academic Eligibility for Extra-Curricular
Activities dates to ensure that all participants who have lost or regained
eligibility are tracked and that timelines for this are strictly followed.
,
Charlotte Davis Director of Guidance, Counseling,
and At-Risk Students
NCAA Clearinghouse Application Process
Student athlete must register online at ncaaclearinghouse.net- during
junior year
Submit the following:
• Completed Student Release Form (online)
• *Fee Payment ($50.00- credit or debit card)
• Standardized Test Scores (sent directly from the testing agency)
• Transcript Release Forms (sign and give to counselor)
• Counselor will send certified transcript
*Students who received a fee waiver for SAT/ACT tests are eligible for an
application fee waiver for NCAA
NCAA Clearinghouse Core Course Rules
Core Courses Year 2009 and after Div. I Rules - (16 Core-Course Rule)
English (4 years)
Mathematics – Algebra 1 or higher (3 years)
Science – Natural/Physical Science (1year of a laboratory class) (2 years)
Social Science (2 years)
Additional Courses in English, mathematics, or natural or physical science
(1 year)
Additional Academic Courses (English, math, science, social studies, foreign
language, philosophy, nondoctrinal religion) (4 years)
NCAA Clearinghouse Core Course Rules
Core Courses Div. II Rules (14 Core Courses)
English (3 years)
Mathematics – Algebra 1 or higher (2 years)
Science – Natural/Physical Science (1year of a laboratory class) (2 years)
Social Science (2 years)
Additional Courses in English, mathematics, or natural or physical science
(1 year)
Additional Academic Courses (English, math, science, social studies, foreign
language, philosophy, nondoctrinal religion) (4 years)
Important Things to Consider
• Encourage students to keep grades up from grade 9.
• Encourage students to take the PSAT in sophomore
and junior years.
• Encourage students to prepare for SAT/ACT tests
before taking Spring of junior year.
• Work closely with your athletic academic advisors and
school counselors.
Aldine I.S.D. Purchasing
Carlotta Nicholas, Director of Purchasing
Athletics Buyer
Blanca Macias X6658
Please help purchasing better serve you!

“Producing The Nation’s Best”
Vendor Requisition Change
•Use standard Vendor
Requisition for non-bid items
•MUST be TYPED using
Filemaker Pro.
•Non-typed requisitions will be
returned.
•Must staple quotes/artwork
Requisition for bid items
•Obtain current bid
requisitions from the
Athletics Department
•Requisitions will list current
pricing, appropriate vendor,
etc.
•Separate requisition will be
available for various
categories, ie: football,
volleyball, basketball,
special equipment, etc…)
TRAVEL
2009-2010
Filling out the travel form
• Form is available on the computer. Directions for
downloading:
1. Go onto district website
2. Click on “Employees” on left
3. E-portal and log-in
4. Employee Resources on left
5. Document Management
6. Forms and then Finance Dept.
7. Form is listed as “Travel Form” date of January
1, 2009 (new form avail. 9/1/09)
• The secretary/bookkeeper at each campus can help
you or provide the form. Travel Reimbursement
Form effective 1-1-09.xls
• Part 1 – all data must be filled in. Last 4 digits
of SS# must be entered at top. Be sure to
include departure time and return time.
Destination and name of conference.
• Part 2 • Lodging - # of days
Roomed alone or shared (check box)
Shared with – fill in names if applicable
(If more than one person from same campus/
department and of same gender is going to
same conference, sharing rooms is expected.)
• Meals – estimated for advance
• Mileage per mileage
chart. If more than one
person from same
campus or same
department is going to
same conference,
carpooling is expected.
Current rate per mile is
$ .55. This can change!
• Form will automatically
compute advance.
• Signatures of staff
member and supervisor
are required.
GENERAL GUIDELINES
• Room rate – For advance purposes, $85 will be used
and the correction will be done on the final.
• Location of city/county determines room rate (chart on
form) or less plus local taxes. If city/county is not listed
on chart, $85 rate applies. State tax in Texas is not paid.
If more than two persons of same gender attending,
expected to share. Meals – $36 used for advances. For
final, location of city/county determines meal rate (see
chart). Allowable rate is $36 ($8, $12,$16) if not listed on
chart. Meal reimbursement worksheet is required to be
filled out. DO NOT use even dollar amounts on
worksheet unless the receipt actually reflects that
amount. Meals should indicate amount actually
spent. Meals are allowed based on departure time and
return time. (see time chart included in form on e-portal)
• Meal Reimbursement Worksheet is required
to be filled out and attached to final travel.
When filling out worksheet, please insert
date in appropriate column, put “1” in front of
all meals not claimed due to departure and
return times or included in conference. Use
your meal receipts to fill in amount of meal
to be reimbursed.
• Receipts are required for registration,
parking, ground transportation or other
reimbursable expenses.
• If you have received an advance, please be
sure to fill that amount in at the bottom of
the travel form so that the correct amount to
be reimbursed is shown.
• Requisitions should be submitted at least three
weeks in advance for advance travel. Check
runs are on Wednesday night and any
requisitions received after Monday p.m. will be in
the next week’s check run.
• REMEMBER! Travel issued to you is your
responsibility. It is up to you to make sure that
your paperwork is processed in a timely and
accurate manner. A new ruling was issued
this summer. If you do not finalize your
travel within the two weeks after return,
additional advance travel will be denied for
the current school year.
Aldine I.S.D. Transportation
Richard Delgado, Exe. Director of Transportation
“Producing The Nation’s Best”
Field Trip Information,
Guidelines
GUIDELINES
• Requests for field trips must be submitted to the school
administrator (designee), then Athletic Director by the
5th of the month prior to the month the trip is scheduled.
Approved requests should then be submitted to the field
trip office by the 15th of the month prior to the month of
the field trip. This is Aldine School Board Policy.
• In the event of an emergency request, please see Mr.
Delgado for approval (playoffs, etc.)
• Make sure that appropriate signatures are completed
• Return your portion of the completed and signed field
trip document within the next two working days following
the field trip (Do not accumulate them and turn them in
at the end of the season)
• We hope to have an on-line process by January of 2009
Field Trip Information
• At least one sponsor is required on each
bus for all field trips; they must ride
the bus to and from the destination
• The transportation department has no
provision to pay fees for toll roads. If a route
via the toll road is desired the sponsoring
group needs to arrange toll payment before
entering the toll way.
• Do not take a bus that you are not assigned.
Field Trip Contacts
• East: Helen Bigley 281-985-6627
• West: Terri Walker 281-878-7808
Accidents
• If you should have an accident, you must
report it immediately to an athletic
administrator and a transportation
administrator
• It is mandatory that you carry your
emergency cards with you to all practice and
game contests if you transport athletes on a
school bus.
247 Security Camera Systems
• All buses now have security cameras
systems
Driver Certification
• You will not drive if you are not certified
• Transportation will notify the athletic department quarterly
about your status
• From the day you drive for Aldine ISD and submit your
paperwork to payroll, you have 180 days to get certified. At
this point you will receive a temporary certification
• Certification means you complete and pass a 20 hour class
• Drivers must complete a recertification class every three
years
• Recertification means you must complete and pass an 8
hour course
• Once driver certification has expired, you will not be
allowed to drive one day until you are certified
Driver Certification
• Contact Alfred DeBose at 281-985-6626 or
the Aldine Transportation Academy at 281985-7374 for any certification information
Athletes
• All athletes must ride bus to and from all
athletic contests.
• Athletes will no longer be allowed to meet
coaches/teams at game sites.
• Please ensure that you are in compliance
with this matter
Bus Cleanliness
• Please leave buses clean and filled with
fuel following a field trip
• Check buses for student/athletes that may
have fallen asleep
• Remember to turn off the child reminder
• Remember to turn off radios following the
completion of a field trip.
• Check buses for left valuables, textbooks
and other items
Bus Cleanliness
• Please assist us by helping us enforce our
rule of not allowing students to bring food
or drinks on the bus. Bottled water is
permissible
• We will make ever effort to curtail the
vandalizing of our buses (cutting seats and
graffiti)
Bus Operations
• We have a variety of bus types. Please ask
a bus technician to go over any operational
procedures you might have prior to leaving
the lot for a field trip.
• If a warning light appears indicating a bus
malfunction, find a safe location, pull over
and call dispatch for assistance. They will
direct you as to what to do next
Air Conditioning
• Do not allow you bus to idle for long periods of
time with your air conditioning unit running. This
will cause power to be drained from your battery
• When you return to the lot, park your bus, turn
off your ac unit and allow the bus to idle
for 3 to 5 minutes. This will allow the bus to
recharge the battery
• If you do not know how to operate the air
conditioning unit on a bus, ask an technician
New Laws
• All drivers must now wear seatbelts
• Students must be seated at all times
• Do not violate moving or parking laws
(Please be aware that new technology
devices such as “red light” cameras are
being used to identify those running red
lights.)
• Toll Way!!!
Have A Great Year !!!
Producing The Nation’s Best”
Schedules/Entry Fees
Johnnie B. “Hawk” Carter, Director of Athletic Services
• A. Timely Manner
• B. UIL Compliance (Number of
Contests)
• C. Entry Fees (Contact AD’s Office
prior)
Game Workers & Officials
Johnnie B. “Hawk” Carter, Director of Athletic Services
• A. Pay Time Sheets (Submit next day)
• B. Game Reports
• C. Do not send money thru the mail
Personnel
Sandra Mader, Director of Athletic Services
•
•
•
•
A.
B.
C.
D.
Campus Coordinator (Athletic Director)
Head Coaches Evaluation (Coordinator)
Assistant Coaches Evaluation (Head Coach)
Athletic Trainers Evaluation (Coordinator)
Safety Issues
Tommy Piotrowski - Athletic Trainer
•
•
•
•
•
A.
B.
C.
D.
E.
Heat, Ozone, Helmets, Hydration, etc.
Drugs – Legal/Illegal
CPR Certification
Athletic Physicals
Facilities
Legislative Summary 80th Texas Legislative Session Summary
(2007)
SB7: “The AED bill”
SB8: “The steroid testing bill”
UIL Steroid Steroid Agreement Form
•The Steroid Agreement Form has to be signed by all student athletes and their
parent or guardian.
•Form has two parts. Both must be signed.
•The first page provides information about the dangers of steroid use. It is
included in our preparticipation physical packet. (HS & MS)
•The second page informs the student athlete and his or her parent or guardian
that a steroid testing program is in place and that use of certain supplements
may cause a positive test. (HS only)
UIL form page 2
SB82: “The athletics safety bill.”
•
Requires certain people to take an “extracurricular safety training program.”
1. Coaches (CPR/AED/SPORT SAFETY)
2. Student-Athletes- UIL safety_training.ppt, keep a list of the students that
have been trained
3. Everyone should be completed by Oct 1st.
•
•
Requires an annual safety drill at each school.
Makes a change to the preparticipation form.
Revised Physical Form 2009.jpg
•
Requires various safety procedures for athletic events, such as adequate
hydration, heat stroke prevention, clear emergency access lanes, and
availability of prescribed asthma medications.
States: “If a student participating in an extracurricular athletic activity, including
a practice or competition, becomes unconscious during the activity, the student
may not: (1) return to the practice or competition during which the student
became unconscious; or (2) participate in any extracurricular athletic activity
until the student receives written authorization for such participation from a
physician.”
•
ALDINE ISD HEAT ILLNESS PREVENTION PRACTICES
•All coaches and athletic trainers are trained to recognize the signs and
symptoms of heat illnesses so that the can take action before a situation
becomes dangerous
•Student-athletes are not to practice outdoors between the hours of 11:30 am
and 4:00 pm on days when the temperature exceeds 95 degrees. This does
not include Athletic periods.
•Student-athletes have access to water and ice at all times. Our goal is to
have each student-athlete consume a minimum of 8 ounces of water every
15 minutes. Never refuse water to a student-athlete that requests it.
•Coaches schedule frequent breaks. A minimum of 15 minutes should be set
aside for every 90 minute practice period for breaks.
•Coaches should monitor the weather (temperature, heat index, ozone,
storms, etc.) and adjust on the field practice times as needed.
•Each campus has ample supplies of ice, water, coolers, and water bottles
for each practice.
UIL LIGHTNING POLICY
Recommendations for Lightning Safety
•
•
•
•
•
•
•
Establish a chain of command that identifies who is to make the call to remove
individuals from the field.
Name a designated weather watcher (A person who actively looks for the
signs of threatening weather and notifies the chain of command if severe
weather becomes dangerous).
Have a means of monitoring local weather forecasts and warnings.
Designate a safe shelter for each venue.
Use the Flash-to-Bang count to determine when to go to safety. By the time
the flash-to-bang count approaches thirty seconds all individuals should be
already inside a safe structure.
Once activities have been suspended, wait at least thirty minutes following the
last sound of thunder or lightning flash prior to resuming an activity or
returning outdoors.
Avoid being the highest point in an open field, in contact with, or proximity to
the highest point, as well as being on the open water. Do not take shelter
under or near trees, flagpoles, or light poles.
•
Assume the lightning safe position (crouched on the ground weight on the
balls of the feet, feet together, head lowered, and ears covered) for
individuals who feel their hair stand on end, skin tingle, or hear "crackling"
noises. Do not lie flat on the ground.
•
Observe basic first aid procedures in managing victims of a lightning strike.
•
All individuals have the right to leave an athletic site in order to seek a safe
structure if the person feels in danger of impending lightning activity, without
fear of repercussions or penalty from anyone.
Lightning Definitions
Safe Shelter:
A safe location is any substantial, frequently inhabited building. The building should
have four solid walls (not a dug out), electrical and telephone wiring, as well as
plumbing, all of which aid in grounding a structure.
The secondary choice for a safer location from the lightning hazard is a fully
enclosed vehicle with a metal roof and the windows completely closed. It is
important to not touch any part of the metal framework of the vehicle while inside it
during ongoing thunderstorms.
It is not safe to shower, bathe, or talk on landline phones while inside of a safe
shelter during thunderstorms (cell phones are ok).
Flash-to-Bang:
To use the flash-to-bang method, begin counting when sighting a lightning flash.
Counting is stopped when the associated bang (thunder) is heard. Divide this count
by five to determine the distance to the lightning flash (in miles). For example, a
flash-to-bang count of thirty seconds equates to a distance of six miles. Lightning
has struck from as far away as 10 miles from the storm center.
Postpone or suspend activity if a thunderstorm appears imminent before or during
an activity or contest (irrespective of whether lightning is seen or thunder heard)
until the hazard has passed. Signs of imminent thunderstorm activity are darkening
clouds, high winds, and thunder or lightning activity.
OZONE
ALDINE ISD POLICY FOR DIETARY SUPPLEMENTS
School district coaches are not to in any way encourage student-athletes to take
any dietary supplements. Student-athletes should be counseled on proper
diet and exercise as a means to promote better performance. Studentathletes that require dietary supplements should do so only under the advice
of a physician.
ALDINE ISD POLICY FOR DISPENSING MEDICATIONS TO STUDENTATHLETES
Athletic Trainers are given permission to dispense medications to student-athletes
under the advice and consent of their team physician.
Coaches are never permitted to dispense medications to students at any time.
This includes both prescription and over the counter medications.
HIPAA Position Statement
of the Aldine I.S.D. Athletic Department
The medical information privacy sections of the Health Insurance Portability and
Accountability Act (HIPAA) do not apply to the medical information or medical
histories kept by the Aldine Independent School District (AISD) regarding its studentathletes. Every effort will be made to maintain strict confidentiality of these
medical records. However, an open line of communication must be maintained
between all AISD employees determined to have legitimate educational
interests and the student-athlete’s parents/guardians. This is done in order to
protect and provide for the well being and safety of the student-athlete.
Therefore, it is the position of the Aldine I.S.D. Athletic Department that under the
Family Educational Rights and Privacy Act (FERPA), any and all medical records
kept by the AISD Athletic Department will be regarded as educational information
about the student-athlete, and may be shared with fellow AISD faculty, staff,
and administration, including team affiliated physicians. The disclosure must
be made to a person who is reasonably able to prevent or lessen a serious and
imminent threat to the health and safety of the student-athlete.
The Aldine Independent School District, its faculty, staff and Board of Trustees will be
held harmless as a result of breech or perceived breech of HIPAA Medical
Information Privacy Codes, and will additionally maintain its governmental right to
sovereign immunity under the law as a state entity.
Effective April 14, 2003.
“Clearance” Requirements for Student Athletes
•
•
No student can be issued equipment, participate during an athletic
period or after school without being cleared.
For an athlete to be “clear” to participate, they must turn in the following:
• completed physical and medical history with staff signature
• UIL Steroid Form (HS ONLY)
• all necessary parent/student signatures in the packet
• Completed Insurance information
1. If the student does have their own insurance, completed insurance
information (name of insurance, policy number, group number and
insurance company phone number). The form must be notarized!
2. If the student does not have their own insurance, they must
purchase the school insurance only with a check or money order
made payable to the Insurance company----NO CASH!!!! If school
insurance is purchased, no notary is needed. Insurance can also
be purchased online through the insurance company website.
www.macori.com/aisd
• Emergency Card
•
NO TRYOUT FORMS!
•
No student travels with a team without an emergency card. This means
managers must have emergency cards as well. It is the COACHES’
responsibility to make sure they are completely filled out and to bring them
to every competition. In case of an emergency, they can then get the
appropriate medical care and parents can be reached.
•
All cleared student-athletes will be activated in the RANK ONE system.
http://www.rankonesport.com/
NO MORE SQUAD LISTS.
1. Active/NonActive Students
2. Building a Sport Roster
The SPORT ROSTER should be completed prior to the team’s first
competition/game.
•
Assistant coaches are in charge of making sure the athletes on their
assigned team are clear and have emergency cards. However, it is each
HEAD COACH’S responsibility to make sure that their assistants have
done this.
•
If you have any questions, please ask your sports’ head coach, campus
coordinator, or refer to your coaches’ handbook.
QUESTIONS CALL
• Deon Samuel, Athletic Director
• Johnnie B. “Hawk” Carter, Director of
Athletic Services
• Sandra Mader, Director of Athletic
Services
• Contact number (281) 985-6100
NCAA Halftime Coach.mpg