coaches/volunteer packet fulton county special …...county special olympics. i nor our athletes...

Fulton County Special Olympics Coaches/Volunteer Packet

Revised: 1/19

Dear Coaches/Volunteers,

First off- I want to say thank you for dedicating your time to be a coach or volunteer for Fulton County Special Olympics. I nor our athletes could not do this without you! You give your time to help train, prepare and teach our athletes not only the skills of a sport, but whatever life throws at them.

Those of you who have coached before with us, this might be obvious information, however there are some new changes made by SOOH. Those new to our program completely: please read through all information. It is important you know the proper guidelines when volunteering with such a population of individuals.

Enclosed you will find a few different things. First are the SOOH Coaches Education rules and guidelines. As coaches, you play a significant role in the success of our program and our athletes. It is essential that you convey the appropriate behaviors and actions as a coach. The athletes look up to you as you play a pivotal role in their sport experience. Please look over the Coaches Code of Conduct, Responsibilities, and the new coaching certification levels SOOH has unfolded. Coaches will now be labeled as ‘head’ or ‘assistant’ coaches. Head coach of a team will assume overall responsibility for the team. Assistant coaches will obviously assist the head coach. With both levels of coaching you MUST be able to commit time on at least a weekly basis, per SOOH. You are more than welcome to help at anything you want, but if you cannot dedicate the allotted time to be considered an official ‘assistant’ or ‘head’ coach for that season, please let me know ahead of time.

In addition, SOOH has developed a coaching certification leveling process. There are many benefits on becoming an official certified coach. Enhancing your coaching skills, demonstrate program credibility, and a cool certified coach polo are only a few reasons to look into becoming a certified coach. SOOH encourages coaches to strive to increase their level of coaching and sports specific knowledge by working towards higher levels of certification. There are currently 4 levels of Coaches Certification. I would love to see some of you coaches further your knowledge and certification. However, I know we all are busy. DO NOT feel like you HAVE to be certified in order to participate. If you are interested and would like to know more information, please feel free to contact me. Some courses require payment. Special Olympics will reimburse/pay for any courses you would like to complete.

ALL COACHES must AT LEAST have the minimum requirements as the Sport Assistant level, which are outlined on the level requirements paper. (This is similar to what you already have done in the past) These include: your Class A form/background check, a general orientation, a protective behaviors training, and concussion course. Please make sure you keep track of when your Class A form will expire. Just like the athlete’s medical forms, you will not be able to coach if your form has expired before I receive your new one. (I will always send out a reminder if your expiration date in getting close and I still haven’t received your new form). All of these courses can be found at: https://sooh.org/coaches-education/current-coaches/

The general orientation and protective behaviors course can be done online on SOOH website. Just click each of the links and it will take you to the training. You will need to complete the

quiz afterward and input your information to make sure you are cleared at the state. These each take approx. 10 minutes.

The concussion course is a little more intense. When you click on the link on SOOH website, it will take you to the NFHS website. There, you will need to choose ‘Ohio’ on the ‘order course’ section up top. (There is no fee! It is free!) You will have to make an account, as this account will be used if you decide to further your coaches education as well. Once you make an account and ‘order’ your course, your course will be available to you. It takes about 20-30minutes to complete the course. Please download the certificate after completion and turn in or mail to me.

Current coaches will have ONE calendar year (Jan. 2019-Jan 2020) to complete the minimum requirements for Sports Assistant if you plan on coaching ANY sport/event. If these are not completed, you will be unable to coach- per SOOH. Please let me know if you have any questions or concerns regarding this information.

Next, you will find the SOOH Code of Conduct. This applies to not only the athletes, but coaches, volunteers, families, etc. You are responsible to not only follow the SOOH Coaches Conduct, but this conduct as well.

The next item, language guidelines, shall help those of you who do not have much experience with those with developmental/intellectual disabilities. Please make sure you practice these terminologies when around/talking about our athletes. (Or anyone with a disability for that matter!) This helps promote inclusion, and gives everyone their individuality and dignity they deserve!

I have also included a copy of our athlete participation and expectation guidelines for FCSO. Please make sure you are aware of such policies. Also, please make sure you are signed up to receive the county alerts. This is the MAIN way of communicating that a practice/game/event is cancelled. Facebook posts may occur, but it is your responsibility to sign up for these, as this is my go to for cancellations.

Finally, you will find social media practices/guidelines. As a representative of FCSO and SOOH, you must follow these guidelines when posting anything regarding FCSO/SOOH on any personal or professional account.

Keep in mind, any form of violation to the Special Olympics Ohio Codes of Conducts or practices outlined above could result in disciplinary action including suspension or termination of Special Olympics participation indefinitely.

You have a couple forms to fill out. Including the volunteer emergency medical information sheet, your Class ‘A’ volunteer application (if yours expires sometime this year), and the agreement form of compliance to all FCSO/SOOH guidelines, rules, and conducts.

Please let me know if you have any questions regarding any of this information!

Celia Wilson Local Coordinator, Fulton County Special Olympics [email protected]

Class A forms/background checks expire as of the following:

Marissa Campos- May 2020

Troy Double- May 2020

Koelton Fenton- Nov. 2021

Taylor Hartman- July 2019

Lynlee Reinking- July 2019

Tanja Ringle- July 2021

Annette Shotwell- July 2019

Emily Stockham- Nov 2019

Teri VanSickle- May 2020

Nick Wilson- Nov 2019

Volunteer Emergency Medical Information Fulton County Special Olympics asks for the following basic medical information to be provided so that we can pass it on to emergency personnel in the event that you face a medical emergency while volunteering with FCSO. All records will be treated as any other private document under HIPAA and only those with the medical necessity will have access to this information.

THIS FORM WILL BE FILIED IN A SECURE AREA

Name:____________________________________ DOB:__________________ Phone #:___________________

Address:_______________________________________

Physician’s Name:____________________________ Specialist Name/Specialty:_________________________

Specialist Name/Specialty:____________________ Specialist Name/Specialty:_________________________

Health Insurance Company:__________________________________

Health Information

Please list any current medical conditions you have or for which you are being treated that you wish to be disclosed to emergency medical personnel in the event of a medical emergency:

[ ] Special Dietary Needs:________________________ [ ] Heart Conditions:____________________________ [ ] Allergies:_____________________________________ [ ] Asthma/Respiratory:__________________________ [ ] High BP:______________________________________ [ ] Neurological:________________________________ [ ] Diabetes:____________________________________ [ ] Chronic Infection:____________________________ [ ] Other Health Conditions:_______________________________________________________________________

Please list any other additional health information below:

Please list any Medications, Vitamins or Dietary Supplements you currently are taking that you wish disclosed to emergency personnel in the event of your medical emergency:

Medication Name Dose Times per day Medication Name Dose Times per day

Parent/Guardian Information (required if minor or has a legal guardian)

Name:_____________________________ Relationship:_____________________________

[ ] Same as contact information above

Address: __________________________________ Phone:________________________________

Emergency Contact Information

In listing these names, I am consenting to having the people listed be notified in the event I have a medical emergency

Name:_______________________________ Relation:_______________ Phone:_____________________



I hereby authorize release of this information in the event of a medical emergency. In the event of an emergency where I am unable to consent to treatment (or my guardian is unavailable) I hereby give consent to such treatment.

Volunteer Name:____________________________

Volunteer Signature:______________________________ Date:__________________________

Parent/Guardian Signature (required if minor or has legal guardian)

Parent/Guardian Name:_______________________________

Parent/Guardian Signature:____________________________ Date:__________________________

After completion, your form is viable for three years and should be updated with your volunteer registration with SOOH. It is your responsibility to notify FCSO if any important information needs to be updated within the three years.

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Fulton County Special Olympics Participation & Expectations

Local Coordinator Celia Wilson is the Local Coordinator for Fulton County Special Olympics. The

Special Olympics office is located in the Triangular Processing building at 550 W. Linfoot St. Celia can be reached at 419-337-9640. (Ext. 1363) You can also email her at [email protected] . Please call her if you have any questions or concerns. Your input can help make Special Olympics better. Introduction Thank you for taking the time to read through this pamphlet. The enclosed contract, after being signed, is good for 3 years. This contract must be signed in order to participate in Special Olympics. While at Special Olympics events, each athlete represents Fulton County. Therefore, it is important that behavior is conducted in a responsible manner and these guidelines are followed. These regulations have been established to maintain the quality and reputation of Fulton County Special Olympics. These guidelines are also in place to ensure the safety of all participants, volunteers, and coaches.

All infractions will be handled in the following manner:

1st violation ~ Warning 2nd violation ~ One Week Suspension 3rd violation ~ Suspension for Remainder of the Year Any Following ~ Up to the discretion of the Local Coordinator

After three violations, a meeting may be requested with the athlete and the appropriate team members to determine the athlete’s future participation. By signing up for an activity, each athlete/parent/guardian assumes responsibility for adhering to deadlines, attendance, rules of the game, weather procedures, and basic guidelines mentioned in this pamphlet. Appropriate Behavior

Athletes are expected to follow the rules expressed by this pamphlet, their coaches, chaperones, volunteers, and transportation providers.

Irresponsible behavior such as yelling, fighting, swearing, displaying poor sportsmanship, or disregarding standard rules will not be tolerated.

Any hostile or negative behavior directed at a coach, other player, volunteer, or chaperone (from Fulton Co. or other counties) will not be tolerated. No warning is needed to suspend an athlete for this inappropriate behavior.

Athletes, coaches, & chaperones should follow the SOOH Code of Conduct regarding use of alcohol/smoking/drugs during events

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Attendance Attendance at all practices and games is mandatory. Things do come up; so if you are unable to attend Special Olympics due to health, work, or family reasons, you must notify the Special Olympics office. Unexcused or excessive absences will adversely affect an athlete’s participation in games as well as Area, Sectional, and State Games. If absences persist, athletes may be taken off the team roster. Quitting once registered will also affect an athlete’s participation in future Area, Sectional, and State Games. Participation Requirements The following forms must be in the Special Olympics office in order to participate.

SOOH Application for participation and Medical Form Participation & Expectations Form (signed by Individual/ Guardian)

Participants must have a current Application for Participation on file in the Special Olympics office. This application is good for 3 years. You will receive at least one month’s written notice before the physical expiration date. It is your responsibility to schedule an exam with a doctor and return a new form to the office. If there is a lapse between the expiration and the new physical date, you will not be permitted to participate. You must have a SOOH form to participate. No participation will be allowed without a completed form. Please fill out as much information as possible. This form is used for emergencies. It is for the health and safety of the athlete to have as much info filled out regarding medical history, etc. Participants must also have the back page to this pamphlet filled out and signed. This is called the Participation & Expectations Form. This must be updated every 3 years along with the medical form. Deadlines There is ALWAYS a deadline. All deadlines will be strictly enforced. Please read through each Special Olympics mailing as soon as you receive it. Each activity may have a different deadline. Make sure you are aware of the deadline so you do not miss it. If registration material for an activity or event is not turned in the athlete will not be registered. Uniforms Please wear tennis shoes to practices and games. Please do not wear jeans because they restrict movement. Uniforms are provided. If you take your uniform home during the season, please DO NOT lose items. If items are lost you will be responsible for paying the amount to cover what is missing. If an athlete refuses to wear their uniform during an event, he/she will not be permitted to participate. If this is an ongoing problem, the athlete may be taken off the official team roster.

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Medications Please look over the attached Medication protocol for rules of medications. It is

important you understand this process to ensure the health and safety of all athletes. PLEASE REMEMEMBER: NO MEDICATION WILL BE ACCEPTED THE DAY OF AN EVENT, (UNLESS THE COORDINATOR ADDRESSES IT BEFOREHAND) ESPECIALLY IF AN ATHLETE IS NOT SELF-MED.

Weather Procedures Special Olympics policy for closings and cancellations is as follows:

Local Coordinator will make the decision prior to activity. Normally within 1-2 hours before activity was supposed to begin, however, circumstances may come up.

Always figure that events are ON unless you receive an alert. Coordinator will put an alert out through the county alert system. It is your

responsibility to sign up for these alerts. This is the main way of communicating if an event is cancelled. Coordinator will try to send out group e-mail and post on Facebook in addition to the alert, but the alert system is priority. If you need assistance in signing up for these alerts, please head to: http://www.triangularprocessing.com/special-olympics/alerts

Transportation Transportation is provided for away games (from the Triangular Processing lot). No transportation is provided for home games or anything held in Fulton County. You must find your own transportation to and from the Triangular Processing lot for away games. A schedule of departure times and estimated times of arrival back will be given. Parents/Staff will be notified if we will be returning 30 minutes earlier or later than the scheduled time. Please have arrangements made to pick up athletes at the scheduled time if no call has been made. Individuals in constant violation of transportation rules will be asked to provide their own ride. Vehicle Rules:

1. The driver is in charge of the vehicle at all times. 2. All passengers must sit with seatbelts fastened. 3. NO EATING OR DRINKING is permitted on any vehicles. 4. NO SMOKING/ CHEWING TOBACCO/ ECIGS are permitted on any vehicles. 5. No glass or aerosol containers are permitted. 6. Individuals should not bring anything that will not fit in their backpack or book bag. 7. All riders shall respect the rights and privileges of others. 8. Pursuant to Ohio Revised Code: NO WEAPONS are allowed on vehicles

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Staffing Health and safety of all athletes is of great importance. Because of this, there are situations where the Local Coordinator will need to require an athlete to have staff accompany them at certain events. We recognize that this may make it difficult for some people to participate; however, it is important to realize that the safety is a priority. The Local Coordinator will work with staff to help decide if an athlete will need additional supervision/assistance than what FCSO can offer. This may include overnight stays. This will be a case-by-case basis, depending on the athlete, situation, and event.

Please remember: ONLY approved staff/coaches are permitted to ride the bus to away events. If an athlete will be having staff present for an event, it is NECESSARY to let the local coordinator know if staff and the athlete will be riding the bus or not- in order to plan proper transportation. If the local coordinator is unaware the athlete and staff are riding the bus, the staff is responsible for transporting the athlete in their own vehicle if no seat is available on the bus. Personal Hygiene All athletes must present themselves in a clean, neat manner at all times. Athletes attending activities not in this condition will be sent home. Please bring deodorant and toiletries for any sport requiring a change of clothes or demanding physical activity. There is not always a shower facility, but athletes are still expected to change into clean clothing afterwards. Always bring a bag to put clothes in. Facilities There are many different details looked at before a site is chosen to be the host of a Special Olympics activity. A facility may be chosen because they have room available for Fulton County Special Olympics to use (number of lanes for bowling). A facility may also be chosen due to equipment that is needed for the specific activity (volleyball poles and net for Volleyball). Some facilities require a fee and some do not. Most athletic facilities in Fulton County are schools. This means we must work around school activities and functions. All areas and details are taken into consideration when determining a site for an activity to be held.

I ____________________________________ (print name) hereby confirm that I have read all FCSO/SOOH guidelines, policies, rules, and conducts and understand that it describes the conduct and behavior expected of me as a coach and volunteer for Fulton County Special Olympics.

______________________________ Signature

______________________________ Date

*Please return this form along with your Emergency Medical Form and Volunteer Application (if applicable), and copies of any training certificates to:

Celia Wilson Fulton County Special Olympics

550 W. Linfoot Wauseon, OH 43567

Special Olympics Ohio Class “A” Volunteer Application

Special Olympics Ohio

3303 Winchester Pike, Columbus, 43232, Tel 614.239.7050 Fax 614.239.1873

www.sooh.org Twitter soohio Created by the Joseph P. Kennedy Jr. Foundation for the benefit of persons with intellectual disabilities

Ohio

Special Olympics Local Organization: ___________________________________________________________

Registration Type (Mark all that apply): Coach Unified Partner Volunteer

Are you a new applicant or re-applying? New Re-Applying

Are you applying as a youth or adult volunteer? Youth Adult

Applicant Information:

First Name: Middle Name: Last Name:

Date of Birth (mm/dd/yyyy): Gender:

Address:

City: State: Zip Code:

Phone Number: Email:

Sport/Activity:

Employer/School Information

Employer/School Name:

Address:


Emergency Contact Information:

Name: Relationship Phone Number

Background Check Information:

Social Security Number:

Driver’s License Number (If Applicable)

Your social security number shall be used for no purpose other than to make the process of conducting a background search

accurate.

Background Information:

Do you use illegal drugs? Yes No

Have you ever been convicted of a criminal offense? Yes No

Have you ever been charged with neglect, abuse, or assault? Yes No

Has your driver’s license ever been suspended or revoked in any state? Yes No

THIS FORM IS CONFIDENTIAL AND WILL BE FILED IN A SECURE AREA.

If you answered yes to any of these questions, please explain in more detail. Please make sure to include locations, dates of incidents, charges, and disposition

2 | Special Olympics

PLEASE READ ALL BEFORE SIGNING

I understand that:

1. I understand that in connection with my application to provide services as a volunteer, and/or for continuous volunteer

services for Special Olympics Ohio (SOOH), IntelliCorp and/or Securint, their agents, or any other authorized parties

(collectively, “the Investigators”) may be performing, requesting, obtaining or conducting a background check on me. This

background check may include an inquiry into my employment history, education, general character or reputation, work

experience, driving, and /or criminal history (the “Information”). However, unless my position involves handling money and/

or other transferable monetary instruments, my credit history will not be checked.

2. I understand that SOOH may rely on any part or all of this information in determining whether to extend an offer of

volunteer’s duties to me. I further understand that if any adverse action is taken by SOOH, or if SOOH chooses not to extend

an offer of volunteer duties to me based upon the information, that I will be provided a copy of such information along with

a summary of my rights under the Fair Credit Reporting Act.

3. I understand that the background check, which may be performed by the investigators, is being performed as part of the

process to evaluate me prior to my becoming a volunteer for SOOH and is not conducted for any purpose other than in

connection with my eligibility for continued volunteer duties.

4. I expressly grant permission to Special Olympics to conduct a criminal background and other background record check as a

condition for my volunteering with Special Olympics and understand the background check will be conducted again on or

after the third anniversary of the date of this application and every three years thereafter unless I am no longer seeking Class

“A” Volunteer status.

5. In the course of volunteering for Special Olympics, I may be dealing with confidential information and I agree to keep said

information in the strictest confidence;

6. The relationship between Special Olympics and volunteers is an “at will” arrangement and that it may be terminated at any time without cause by either the volunteer or Special Olympics;

7. I grant Special Olympics permission to use my likeness, voice, and words in television, radio, film, or in any form to promote

activities of Special Olympics;

8. I hereby agree to supplement my responses in this application should there be any additional information or should my

answers to these questions change at any time that I act as a volunteer on behalf of Special Olympics.

9. I agree to assume all risks which may be associated with my acting as a volunteer for Special Olympics and waive all claims or

causes of action of any nature against Special Olympics, their agents or assigns which may arise out of my acting as a

volunteer. I hereby release and agree to indemnify and hold harmless Special Olympics, their agents or assigns, form any

liability or responsibility for any damage or loss of any kind whatsoever which may arise in the consideration of this

application to act as a volunteer or consistent with my actions as a volunteer should this application be approved.

SPECIAL OLYMPICS SHALL NOT DISCIMINATE AGAINST APPLICANTS ON THE BASIS OF AGE, RACE, COLOR, RELIGION, NATIONAL ORIGN, SEX, MARITAIL STATUS, CREED OR DISABILITY.

I hereby certify that the above responses are true and accurate and I understand the condition herein.

Applicant Signature: (required for adult with capacity to sign legal documents)

I have read and understand this form. By signing, I agree to this form.

Signature: Date:

Reference Information: (please list 2 non-family references)

First Name: Last Name: Relationship

Phone Number: Email Address:

Address:


First Name: Last Name: Relationship

Phone Number: Email Address:

Address:



Parent/Guardian Signature: (required for participant who is a minor or lacks capacity to sign legal documents)

I am a parent or guardian of the participant. I have read and understand this forma nd have explained the contents to the participant as appropriate. By signing, I agree to this form on my own behalf and on behalf of the participant.

Signature: Date:

AUTHORIZATION

I have read and understand the forgoing Disclosure, and Special Olympics Ohio to obtain and rely upon consumer reports or investigative consumer reports in considering me for approval of a Class A Volunteer status and, if I already have approved Class A Volunteer status, in considering me for renewal of that Class A Volunteer status every three years. By my signature below, I authorizer the Special Olympics Ohio to obtain any such reports and to share the information received with any person involved in the Class A Volunteer decision about me.

I do ______ do not ______ authorize you to contact my current employer for Employment and Reference Verifications.

(This will authorize immediate inquires to the Human Resources Department and to any listed supervisors or reference in the Employment/Reference Section of your application.)

I also agree that this Disclosure and Authorization in original, faced, photocopied, or electronic (including electronically singed) form will be valid for any consumer reports or investigative consumer reports that may be requested about me by or on behalf of Special Olympics.

Applicant Signature: (required for adult with capacity to sign legal documents)

I have read and understand this form. By signing, I agree to this form.

Applicant Printed Name:

Signature: Date:

Parent/Guardian Signature: (required for participant who is a minor or lacks capacity to sign legal documents)

I am a parent or guardian of the participant. I have read and understand this forma nd have explained the contents to the participant as appropriate. By signing, I agree to this form on my own behalf and on behalf of the participant.

Signature: Date:


Please Read Carefully Before Signing the Authorization

DISCLOSURE

In considering you for approved Class A Volunteer status with Special Olympics Ohio and, if already an approved Class A Volunteer, in considering you for your three year renewal of that Class A Volunteer status, Special Olympics Ohio may request and rely upon one or more consumer reports or investigative consumer reports about you that we obtain from a consumer reporting agency, such as IntelliCorp Records, Inc.

For explanation purposes:

A “consumer report” is a written, oral, or other communication of any information by a consumer reporting agency bearing on your credit worthiness, credit standing, credit capacity, character, general reputation, personal characteristics, or mode of living which is used or expected to be used or collected in whole or in part for the purpose of serving as a factor in making an employment-related decision about you. Such information may include, for example, credit information, criminal history reports, or driving records; and

An “investigative consumer report” is a consumer report in which information on your character, general reputation, personal characteristics, or mode of living is obtained through person interview with your prior employers, neighbors, friends, or associates, or others who may have knowledge concerning any such times of information. In the event an investigative consumer report is requested bout you, you are entitled to additional disclosures regarding the nature and scope of the investigation requested, as well as a written summary of your rights under the Fair Credit Reporting Act (“FCRA”).

Under the FCRA, before the Company can obtain a consumer report or investigative consumer report about you for employment purposes, we must have your written authorization. Before we take adverse action on the basis, in whole or in part, of information in that report, you will be provided a copy of that report, the name, address, and telephone number of the consumer reporting agency, and a summary of your rights under the FCRA.

coaches/volunteer packet fulton county special …...county special olympics. i nor our athletes...

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