MIHS Coaches’ Training 2015-2016Mandatory Training & Important Details for All MIHS Coaches

Coaches’ Requirements• WIAA Online Rules Clinic• All head coaches must complete the clinics by the Sunday following the

completion of tryouts.• Login info will be sent via email by Jamie Prescott

• Assistant coaches may complete the clinics, but head coaches will need to contact Mark Jergenz-Zmuda to get accounts set up for their assistants.

• Instructions for getting to the clinics are available under the “Coaches Resources” section of the MIHS Athletics website.

• CPR/First Aid Cards• These must be on file with Debbie McKenzie(Cindy Connell) PRIOR to taking the

field/court/pool.• Coaches’ Education Hours• Debbie McKenzie/Cindy Connell keeps track of these hours for you. Information

about the requirements and what constitutes credit for hours is available under the “Coaches Resources” section of the MIHS Athletics website.

• If you are not currently compliant with your hours, we must have a Coach’s Compliance Plan on file PRIOR to you taking the field/court/pool.

Sportsmanship• We are currently on our third consecutive year of being on

probation for Sportsmanship with the WIAA.• All coaches must actively engage our coaching staffs and

athletes in dialogue about appropriate behavior and sportsmanship.

• We cannot afford ANY ejections (coaches or athletes) this year.• This is a really big deal for our district and our athletic program• Please make sure this is a very clear expectation for all of your

constituents (Coaches, Assistant Coaches, athletes, and parents)

Scholastic Cup• Congrats to our numerous academic and athletic champions

from 2014-15…once again we earned the prestigious Scholastic Cup in June 2015.

• We will continue to strive to earn the award every year.• To help achieve this, please ensure you remind your athletes

that they are student-athletes…in that order!

Coaches’ Handbook• The MIHS Coaches’ Handbook is now available online under

“Coaches’ Resources” on the MIHS Athletics webpage.• You need to take the “MIHS Coaches’ Handbook” training

online and print the certificate of completion. This certificate must be on file with Debbie McKenzie/Cindy Connell in the Athletic Office prior to you taking the court/field/pool with your athletes.

• Imperative info about boundaries, HIB, policies, and procedures is included. Please make sure you spend at least 15-20 minutes reviewing the contents of the handbook before the season.

Field Trips• All Field Trip paperwork is available online under “Coaches’ Resources” on the

MIHS Athletics webpage.• Paperwork must be submitted at least 28 days prior to an overnight trip.• Deposits, payments, rentals, etc. for field trips MUST run through ASB. Not

only is this the law, it provides insurance and liability coverage from the district for you and our student-athletes.

• Field Trips (in relation to athletics) are trips teams take outside of the regularly scheduled contests (like a trip to Arizona or an invitational in Portland).

• Any trip over 75 miles is considered a field trip.• Any single-day trip over 75 miles (one way) requires a charter bus.

• Trips by bus to regularly scheduled games are NOT field trips. • Trips to contests via MIHS vans do require additional paperwork for drivers

(see slide #27).• Trips to contests via parent-driven carpools do require additional paperwork

for drivers and passengers. Debbie McKenzie/Cindy Connell can help with these details.

HIB/Hazing• MIHS has a zero tolerance policy for harassment, hazing,

intimidation, bullying, and hazing. (HIB)• Coaches need to explicitly explain their expectations with the

captains, athletes, and parents. • Not addressing the issue and “not knowing” are not acceptable

excuses.• Detailed information about HIB/Hazing is available in the

Coaches’ Handbook. Please review this section very carefully.

Accident Reports/Return to Play Forms• Accident reports must be completed for all injuries that require

an athlete to be seen by the trainer or a doctor. • Coaches are responsible for ensuring the forms get completed and

submitted to the AD within 24 hours.• Sub-varsity coaches often forget to submit accident reports – please

ensure they know they must complete the forms for all injuries!• Athletes who sustain an injury and are seen by a physician must

submit a “Return to Play” form signed by their doctor before they can return to activity of any kind. These forms are available for athletes and their parents on the MIHS Athletics webpage.• Lanna Pangle (our ATC) must receive the “Return to Play” form prior

to the athlete being cleared to participate. • Please communicate frequently with Lanna!

MIHS Logo• We have one official MIHS logo; this is the only logo we can

use.• A digital version of the logo is available online under “Coaches’

Resources” on the MIHS Athletics webpage.• If you need different versions of the logo please contact

Vanessa Adams at: Vanessa.Adams@mercerislandschools.org

ASB & Purchasing• Please work with Valerie Perine (ASB Bookkeeper) when

placing orders for uniforms, supplies, etc. These cannot be purchased by booster clubs/parent groups.

• All purchases require a requisition prior to officially placing an order. BE SPECIFIC AS POSSIBLE WITH ITEMS AND THE COMPANY ADDRESS Valerie.Perine@mercerisalndschools.org

• All trips (including deposits) need to run through ASB.• It’s important to remember that Field Trip paperwork must be

submitted before any payments can be made – plan ahead!• Only Dean Mack at the district office can sign contracts of any

kind. When you need a contract signed please complete a requisition and submit it, along with the contract, to Hana for processing.

Fundraising• All fundraisers need approval from Henterson Carlisle, the

MIHS Activities Coordinator.• The fundraiser approval form is available under “Coaches’

Resources” on the MIHS Athletics webpage.

Paperwork & FERPA/HIPAA• It is the coach’s responsibility to complete and submit

requisitions and paperwork, not a booster club member or parent.

• Only the coach can sign off and request purchases be made. • In addition, parents cannot have access to other students’

information found on permission slips, medical forms, etc. due to FERPA and HIPPA.

• Ann & Debbie can no longer help complete the field trip paperwork; if you need any help with the paperwork, please see Mark Jergens-Zmuda .

• *Family Educational Rights & Privacy Act (FERPA)• *Health Insurance Portability & Accountability Act (HIPAA)

Booster Clubs/Parents• Please remember that any gifts you receive from

parents/booster clubs cannot exceed $500 in value. • Coaches cannot ask for or suggest certain “gifts” nor can a

monetary gift be expected or consistent…this becomes income and must run through district payroll.

• Please make sure we (Mark, Ann, Debbie) have the names and contact info for your booster club/parent groups.

Coaching Philosophy/Lettering• Make sure that athletes and parents understand your coaching

philosophy.• Also be sure that there are clear expectations outlined for

what you look for in a Varsity athlete. (I recommend putting this information in writing prior to tryouts.)

• There are some specific guidelines outlined in the MIHS Coaches’ Handbook for lettering athletes. • Please make sure to publish how athletes earn letters PRIOR to

the season and that the criteria you establish for lettering are in line with the school’s guidelines for lettering.

Practice Regulations• Athletes must have 10 regularly scheduled practices in PRIOR to

competing in any contest. (They may not even warm-up for a contest in a school uniform if they have not reached their 10 practices.)• If an athlete misses or sits out from a practice for ANY reason, that

practice does not count.• If an athlete misses four consecutive practices within the first 10 days of

practice, he/she loses one day of practice for each day starting at day number four. • If the athlete attends the first five practices and then misses four consecutive

practices, he/she only has credit for four practices upon his/her return.• This is important this year because of the sports’ schedules, pre-season

matches, and religious holidays.• Golf does not have a minimum practice requirement• Football & gymnastics have additional practice requirements

• The head coach is required to keep meticulous attendance records for each athlete. (Not just for the first 10 days…for the entire season!)

Hiring Process• The “Hiring Process” document that outlines how we hire

coaches is available under “Coaches’ Resources” on the MIHS Athletics webpage.

• NO coach (volunteer or paid) may work with athletes until he/she has all of the HR paperwork submitted and all of the building-level paperwork submitted.

• Debbie McKenzie(Cindy Connell) AND Mark Jergens-Zmuda must give a coach the green-light before he/she can coach. • Just being hired by a coach is not sufficient enough!

Parents’ Night• We are having one giant meeting on November 23rd.

• There will be a session for ALL parents in the PAC• Then there will be break-out meetings for each sport in various

rooms throughout the building.• Communicate with Ann Meisner about which room you’d prefer for your

break-out meeting

• Meeting begins at 6pm in the PAC• We are trying to mix it up this year and make it more fun and more

well attended. We will recognize all Academic athletes for their sports season as well.

• General meeting will be an hour• Sport-specific meeting duration is at your discretion. • Please tell parents that the meeting begins at 6pm • This is one opportunity we have to meet with all parents at one time

Checking In• This slide is strictly to check to see if you’ve been stopping at

every slide.• It’s imperative that coaches carefully review all of this

information and know the expectations prior to the season.• This is also a resource for coaches to return to in case

questions arise during the year.• If you reached this slide, please write “FORCE” on your printed

certificate (that you will print once you finish reading this slide show).

• Please continue through the rest of the slideshow…

Team Meeting (Break-out)• During the break-out sport-specific meetings please make sure

to address the following:• Introduce all coaches• Coaching philosophy• Methods for feedback• Communication expectations• Athletic code• Sportsmanship• Captains’ roles and responsibilities• Concussion law

Professional Obligations• All practices need to be scheduled around teachers’

professional obligations (per the MIEA/MISD contract). • There are a few times during the year when a WIAA

sanctioned, regularly scheduled contest interferes with a teachers’ professional obligation. Such conflicts must be addressed with Mark Jergens-Zmuda in advance.• We can provide sub coverage for teacher-coaches who must leave

school early to attend a regularly scheduled, WIAA sanctioned event.

• If it is a practice, teachers must be at the school meeting and an assistant coach can run practice. If it is contest or game, teachers can miss the meeting and attend the contest or game.

Retreats/Camps/Trips• I understand and love the value of retreats/camps/trips and

what they can do for team chemistry.• However, these activities (that are in our control for scheduling)

cannot require that students miss school. Please plan accordingly.• Field trip paperwork (found under “Coaches’ Resources” on

the MIHS Athletics webpage) and requisitions must be submitted for all of these events at least 28 days prior to the activity.

• Please make sure Mark Jeregns-Zmuda is well-aware of any such event! Scheduling to see if a date is available with Ann does not mean it has been approved.

Pre-Season Meeting w/AD• All head coaches need to schedule a pre-season meeting with

me (Mark Jergens-Zmuda) before the end of the second week of the season.

• Please read the “Pre-Season Meeting w/AD” form under the “Coaches’ Resources” section of the MIHS Athletics webpage prior to the meeting and either send it to me electronically or bring it with you.

• This meeting will take approx. 45-60 minutes.

Post-Season Meetings• Last year these meetings were hit-or-miss…this is an area I

want to see happen.• Please schedule a post-season meeting with me within two

weeks of the conclusion of your season. • I understand that this may mean we won’t have the survey

data back by our meeting date, but I am comfortable sending the data out after we meet. It’s more important to me that we have a face-to-face soon after the season than it is that we have the data at our meeting.

• This year we will have an evaluation as well. All head Coaches will receive an EVAL from Mark Jergens-Zmuda. All Assistant Coaches will receive an EVAL from the HEAD COACH or AD.

Coaching Contracts• Coaching contracts will be delivered to MIHS within the first few

weeks of the season. • I will place them in the head coach’s mailbox (or sport mailbox) in

the Faculty Workroom if you are not an in-building teacher.• Contracts are always just for one year.• Contracts cannot be renewed for next year if you are out of

compliance with coaching standards.• You cannot submit timecards for more hours than are allocated on

your contract. (The timecards will be rejected.)• Coaches who are funded by the district can earn post-season pay

beginning on the first day of practice following the last regularly scheduled league match. Coaches who are funded by booster clubs may be given the same opportunity only if the booster club opts to deposit additional funds to the district to cover the post-season pay.

Handbooks/Resources• WIAA Handbook• Available online at:

http://www.wiaa.com/ConDocs/Con1287/Handbook%20(Web).pdf• Includes all governance rules, state info, dates, regulations, etc.• Full of resources and information

• KingCo Handbook• Available online at: www.kingcoathletics.com

• Includes league rules and information (tie-breaker language, referee no-show policy, how league championships are determined, etc.)

• The KingCo website also has all schedules up-to-date

• MIHS Coaches’ Handbook• Available online at:

http://www.mercerislandschools.org/cms/lib3/WA01001855/Centricity/Domain/92/Coaches%20Handbook%202013-2014.pdf

Schedules/Facilities• Ann Meisner is the athletic scheduler for all MIHS athletic contests

and practices.• Please communicate with Ann regarding any changes, additions,

etc. to your schedule needs. • Our facilities are tight and we have other groups who want to rent

them, we need to make sure we accurately reflect what we need/don’t need and when we need it.

• Game schedules are available online through the www.kingcoathletics.com website and on the MIHS Athletics website.

• Practice schedules are available from Ann Meisner.• If your team has a game that requires your athletes to leave class

early, they must complete at WHAMMO (pre-arranged absence form) in advance. These are available online on the MIHS main webpage and in the Attendance Office at MIHS.

Transportation/Travel Rules• Ann Meisner puts together the transportation schedule for each team.

Work with her for all your bus needs.• If there is a transportation no-show, please work with Ann.• Coaches are responsible for ensuring all buses are clean following use.

• Ann Meisner and Cindy Connell schedules all ASB/District van use. Work with her to schedule van usage.• This does require an application and approval process to be eligible to

drive a district vehicle – please plan ahead!• There is also a Van Use Agreement that must be on file before you can use

a van. The form is available online under “Coaches’ Resources” on the MIHS Athletics webpage.

• Parents may bring their athletes HOME from contests IF they give the coach a completed authorization form (available on the MIHS Athletics webpage) and IF the coach sees the athlete’s parent face-to-face prior to departure. Parents can only take home their own students.

Keys/Alarm Codes• Rachel Hood is the new Administrative Assistant in the Main

Office.• She is now in charge of all key check-in/check-out for the school.• If you need keys, please connect with Rachel.• When your season is completed, please return your keys to

Rachel.• We can no longer keep keys checked out to coaches year-round. • If you need keys for summer work-outs Rachel can reissue them

in the spring.• Rachel will provide training on coding in/out of the building and

signing in/out of the building.• If you don’t sign/code in/out correctly, there is a $100 fee charged

to your ASB account.

Weight Room• All weight room use must be scheduled with Ann Meisner.• Students must be supervised in the weight room at all times

by a coach.• The weight room is also a classroom. Please make sure all

equipment is returned to the way you found it.

Lockers• Lockers are available for seasonal check-out in the locker rooms.• The expectation is that coaches will maintain a detailed list of who

checks out which locker and that the coach will ensure all lockers checked out by his/her athletes will be cleared out within 3 days of their season ending. This allows time for the next season’s coaches to check-out lockers to their athletes.

• If gear is not cleaned out within 3 days of the season ending, locks will be cut (and a fine will be assessed to cover the cost of purchasing a new lock) and the goods inside the locker will be taken to the lost and found. Please make sure to convey this to you athletes.

• Please submit your spreadsheet of which athlete has which locker to Debbie McKenzie & Ann Meisner no later than two weeks into the start of the season.

• Ann Meisner has information about obtaining locks.

Sports & School Conflicts• Games take priority over rehearsals and concerts take priority over

practices. Period. No exceptions. • You cannot ask an athlete to make this decision; they want to do the right

thing and make everyone happy…it’s just not possible. Consequently, the rule above is employed.

• If there is a contest vs. concert conflict that arises, please see Mark Jergens-Zmuda to resolve it – again, do not put athletes in this quandary.

• If there are concerns or extenuating circumstances, please communicate them to me (Mark Jergens-Zmuda) first and then I will help determine the next steps of action if appropriate. Do not play parents against the Administration when having to make a tough decision please.

• Please don’t put students in the position of having to choose sports over school.

• If a student needs to stay after school to meet with a teacher, attend tutoring sessions, or retake a test, that is their priority and their absence from practice must be excused.

Rosters• Debbie McKenzie/Cindy Connell is responsible for all things student-athlete

related.• She will send you updated rosters daily at the beginning of the season via email

AND will place a copy in your mailbox in the Faculty Workroom.• ONLY students who appear on the roster are allowed to participate!

• Unless he/she brings you a HOT PINK slip signed by Cindy.• Coaches cannot accept any athlete’s paperwork – it can only be submitted to

Debbie in person.• Coaches must keep accurate attendance throughout the season. • Athletes must have their athletic fee paid by 12pm on Tuesday, November 10th

in order to participate in practices that day. They will remain ineligible until it is paid. Cindy will send you a list of eligible athletes on Nov 8. If you allow any athlete to participate who has not paid, you are subject to disciplinary action. This is something we must improve.

• All managers must also have all of the athletic paperwork completed. They will show up on your roster if they are cleared – if they are not listed, they must stop their duties until Debbie clears them for participation.

Grade Checks/Eligibility• Students who did not pass 5 classes last quarter will be

ineligible following the first 10 days of practice through the next 5 week period.

• I will contact you prior to the end of the first 10 days with names of any athletes who fall into this category.

• I will conduct grade checks at the end of week # 5 of the season. Any student who is not currently passing 5 classes at that time will be deemed ineligible for the next 5 weeks at which time I will conduct another grade check.

• If an athlete is academically ineligible, he/she may continue to practice with the team, but may not compete at any level in a contest.

• Please emphasize the importance of taking care of business in the classroom with your athletes!

Copies• Copies can be made by requesting them through the Main

Office during regular business hours.• Only coaches and assistant coaches can request printing – it is

not available to booster clubs.

Scouting Passes/Season Passes• Ann Meisner will now distribute all season passes.• Scouting passes will be distributed by Ann Meisner.• The head coach is the one who can request scouting passes for

his/her staff.

Display Cases (Main Hall)• Get key from Rachel Hood in the Main Office• If she is not available, the Athletic Office also has a key

• Often times booster club members or team parents do the displays

• There is one case per team• They can be updated any time now• Displays must be removed within 5 days of the end of the

season to prepare for the following season’s sports

Timecards• If your HR paperwork is not in, you will not be paid (nor should

you be on the court/field).• Must be submitted prior to the 8am deadline or it will be

bumped to the next pay period.• Deadlines are printed on the back of the yellow timecards you

submit.• Timecards are available in the Main Office• Must submit periodic timecards – do not submit all hours at

once• Do not exceed your allocated hours – please work within your

contract – there is no additional money to pay for additional time

Picture Day• Cindy Connell is now coordinating all team & individual

pictures. • We are still working with Vakker.• Cindy will be in touch to coordinate all picture days/times.• Each athlete will receive an envelope for ordering.• The envelopes will be placed in your mailbox in the Faculty

Workroom prior to picture day.

Completed?• This slide is strictly to check to see if you’ve been stopping at

every slide.• It’s imperative that coaches carefully review all of this

information and know the expectations prior to the season.• This is also a resource for coaches to return to in case

questions arise during the year.• If you reached this slide, please write “AWAKENS” on your

printed certificate (that you will print once you finish reading this slide show).

• Thanks for taking the time to carefully review this slideshow…only two slides left to go!

Score Reporting• We now use WPAN to record our scores. AN e-mail will be

sent to you to report your scores at the conclusion of your games. Please submit your scores ASAP. E-mails will continue to arrive until the sport’s scores are reported.

• It is the head coach’s responsibility to call/email in all scores to the media.• Seattle Times 206-464-2276/800-343-6319• MI Reporter 206-232-1215

• KingCo sport commissioners will also likely want you to communicate results to them as well

Thanks!• If you have any questions about information from this

slideshow, please contact me at any time. • I look forward to supporting you throughout the season –

please let me know how I can help!• Thank you for all that you do for our student-athletes; your

time and dedication is much appreciated!

Coaches Certificate• You have successfully completed one clock hour for MIHS

COACHES TRAINING 2015-16. • Please print this certificate and return to Debbie

McKenzie/Cindy Connell in the athletic Office.

• Two words are ________________ and _________________ .

______________________ ___________ ________________Printed Name/Signature Date AD Signature