Traverse City Area Public Schools�Handbook for�High School Coaches

Athletics Vision/Mission Statement

• The primary goal of the Traverse City Area Public Schools’ High School Athletic Departments is to connect community, school and students together in order to enhance the educational athletic experience for all. Our coaches and staff look to develop Champions for Life in three critical areas:
• ACADEMIC INTEGRITY
• CIVIC DUTY
• COMPETITIVE SPIRIT

​

Stages of Your Coaching Career

•Survival -

•Seeking Success

•Sustainable

*Significant

•Satisfied

•Spent

Define these stages in your own words; what stage are you at?

As coaches we must constantly reflect on this scale and make sure we are improving in a PDCA reflective model.

Coaching Pillars

​

• The following ideas will frame our coaching philosophies and programs.

• Each coach will adapt these ideas to fit their personalities; however these “through lines” will be visible in all of our Athletic Programs.

Coaching Pillars:�Communication

• Coaches will be expected to provide scheduled and meaningful feedback for all players. This communication tool may vary but will engage the student-athlete toward the improvement of skills, strategies/tactics and overall development as a person & athlete. Coaches will connect this feedback with parents and make it visible and easy to access. Establishing and fostering relationships with students, parents and community members is what we must do best.

​

How many different ways do you provide feedback?

​

Which feedback tools involve parents?

​

In what ways is your program connected to our community?

​

Coaching Pillars:�Be Proactive

• Coaches will be aware of, and manage, the ever changing academic, social and emotional needs of our student-athletes. They will look for trends or patterns in behavior and intervene on the student’s behalf sooner rather than later. Coaches will embrace reflective practices; realizing that by improving our individual programs the Traverse City Area Public Schools’ Athletic Departments become a better place for our students, parents and community.

​

What does it mean for a coach to be proactive?

​

Do you have reflective practices built into your coaching philosophy?

​

Coaching Pillars:�Educate Expectations

• Coaches will educate students, parents and community members on the expectations we have for our student-athletes & programs. These expectations span multiple areas including increasing athletic potential, sportsmanship, playing multiple sports, behavior and conduct, academic success and leadership. The role of the coach is not only to set these expectations but to develop an action plan that clearly illustrates our program goals and how to achieve them.

​

We all have expectations for our programs…

​

How do we educate all stakeholders on what they are and how we are going to achieve them?

​

Are there consistent expectations among our different Varsity programs?

​

Traits of Successful Programs

Some/all of these traits should be easily visible in our athletic programs. Conduct a quick inventory

​

Consistent Standards & Values Collective Responsibility

Visible Teaching & Learning Positive Role Models

All Team Roles Are Valued Trust

Consistent Performance Feedback Positive Rites of Passage

Sense of Urgency

Coaching Staff Guidelines

* Anyone who works with TCAPS students needs to go through a background check.

​

​

MHSAA Athletic Code for ALL Coaches

(from MHSAA Coaches Guidebook)

Head Coaching Pillars:�Responsibilities

• The health, safety & well-being of our students is the #1 priority you have.
• Head coaches are responsible for their facilities; make sure they look nice
• Complete your MHSAA online rules meeting & other MHSAA responsibilities (see page 12)
• CPR certification: lahtier@tcaps.net Offerings: TCAPS CPR Courses
• AED Locations
• Make cuts face to face; use a rubric and have it available
• Create an accurate phone, email list: Use Multiple Communication Tools
• Develop and share your communication plan & tools (website/Remind/FB, etc.)
• Fill out Addendum list for your coaches
• Be aware of TCAPS Hiring Practices and Procedures
• Create a master list so all players can be driven by all parents
• Confirm a team picture date
• Review and confirm transportation with Administrative Assistant
• Athletic Handbook & expectations…Review at your parent meeting
• Fill out all TCAPS teacher absence forms 2 weeks in advance

​

Head Coaching Responsibilities Continued

• Develop fair, unprejudiced relationships with all squad members.
• Allow athletes to prove themselves anew each season; do not base team selection on last season or off-season activities.
• Allow athletes to develop interest, skills in other extracurricular activities offered by our school. This should be evident in your verbal and nonverbal behavior
• Present privately, through proper school authorities, evidence of rule violations. Do not participate in gossip or rumor mill--see the Athletic Director with evidence
• Present a clean professional image at practice and events
• Use the Adidas discount to make your sideline a positive representation of the school and your program.
• There is never an okay time to consume alcohol (or tobacco, nicotine or drugs) when on an athletic trip. You, as the coach, are responsible for all student-athletes at all times, day and night.

​

Assistant Coach Responsibilities

• Head or assistant coaches are prohibited from inappropriate relationships with any TCAPS student.
• Support the mission and belief system of the head coach and Central & West High Schools.
• Fulfill responsibilities delegated from head coach
• Be aware and accountable for items in the TCAPS High School Coaches Handbook.
• Represent Central & West at all times keeping in mind school rules, handbook and sportsmanship
• Assistant & Subvarsity coaches report to the head coach.
• Health & Safety of our students & staff is paramount...more important than X’s & O’s in every situation!
• There is never an okay time to consume alcohol (or tobacco, nicotine or drugs) when on an athletic trip. You, as the coach, are responsible for all student-athletes at all times, day and night.

Coaches Are Teachers

The strongest model for schools is one in which we are all creative, innovative instructional leaders - and that includes coaches!

​

How are you developing an environment that fosters learning?

​

Coaches, as instructional leaders, bring pride and opportunities within our community - you are able to find resources where they weren’t before. You connect families. You set the stage and lead the way for student-athletes to thrive and be put in positions for success.

​

You are our leaders in Educational Athletics!

Concussion I

If a student athlete shows signs or symptoms of a concussion they must consult a physician; we will follow one of two paths afterward

​

1) Doctor will indicate no concussion, sign return to play form and athlete is ready to go

​

2) Doctor indicates concussion, athlete enters munson protocol. Return to play sheet is signed after protocol completed. Athlete is ready to go

Concussion II

The key form in this process is linked below

​

MHSAA RETURN TO PLAY FORM

​

This must be signed by D.O. or Physician; Athletic Trainer is outside this process.

Concussion III: Protocol

Munson is a partner with TCAPS and we have adopted the following protocol dealing with concussions. Please educate and follow this process in cooperation with our AT staff.

​

TCAPS Concussion Protocol Link

Coaching Pillars:�Financial Controls

• Create excel spreadsheets for all

money collected for camps, meals,

gear, fees, etc.

​

​

​

• Provide original receipts for Booster Reimbursement. Include written detail on receipt including signature(s) for those involved. Fill out proper form.
• Turn in all money in a timely fashion (ASAP); do not hold onto money at your residence, in your briefcase, etc. The Athletic office can help secure/lock up money for you. It is the Varsity Head Coach’s, not the Booster parent’s, responsibility to ensure that funds are deposited immediately upon receipt. Oversee this, communicate, and ensure timely deposit. Never retain cash for any reason - deposit!
• Important Documents for your review:
• Cash Handling Guidelines (SUMMARY)
• Cash Handling Guidelines (FULL)
• Cash Handling Spreadsheet (Great Template to Use for Collection)

Fundraising/Booster Club

• Meet minimum requirement for Booster Fundraising
• Exceed minimums to raise money for your program: KISS
• Have representation (parent or coach) at meetings to stay involved and invested in our Booster Programs.
• Booster club priorities focus on facilities and growing programs. Please share our goals with parents and community members.
• Keep your Booster account in the positive; teams that dip below $500 will not be allowed to make purchases.
• Fill out the booster deposit sheet by the mailboxes when dropping off $$$$---Please do not leave visible on desk.
• ALWAYS use TCAPS & Booster Club financial forms and NEVER use cash for transactions. “Off-shore” accounts are prohibited.

TCAPS Fiscal Year

​

​

• Transportation bill back: When necessary your booster account may be billed for transportation overages. This may occur well outside the time frame of your season.

Transportation

• Schedule & Budget provided at your coaches meeting - check this out.
• Any overage will be billed back to your boosters at the end of the fiscal year (JUNE at earliest)

TCAPS Bus: $28 p/h --.75 cents p/m after 100 m

Charter: Vary greatly--visit website free quote

Amy can give you an estimate; prices have gone up

Transportation 2: Parents Driving

go to tcwestathletics.org

​

Find the forms:

• Transportation Deviation Form
• Private Transportation Form
• www.tcaps.net: Online Volunteer Form

Proper paperwork is necessary at all times; fill these sheets out in advance-- Pre-Season Item

This is a liability issue

​

​

Branding

• Please Specified number of logos; please stay within these Athletic Department approved logs. (Camp T-shirts not included)
• These logos will be secured through the NFHS and belong solely to our schools.
• Being consistent with our colors and logos will allow our brand to be unique and recognizable within our community and school.
• ​
• Colors
• Base colors:

Central ~ Black/Gold/White

Gold PMS color for printing is 1235C

West ~ Forest Green/Vegas Gold/White

Secondary colors: Black/Grey

​

• TC Central Logo File
• TC West Logo File

​

​

Adidas Gear

(District contract effective July 1, 2017, through June 30, 2022)

TCAPS has a District contract with Adidas

• Please contact Ron Parker for information, availability and online team shops
• Plan 3-4 months ahead in order to ensure arrival
• Custom gear designed by coaches/players is available
• No new gear needs to be ordered--if it is then Adidas please

​

All non-Adidas gear ordered must be pre-approved by Ron and the Athletic Office. (t-shirts and shoes do not apply). Must check with Ron first before going to any other vendor.

​

Coaching Contact List

While we are always here to help, please collaborate with fellow coaches to answer questions and solve problems as they arise.

​

WSH Coaching Contact List

​

TCC Coaching Contact List

MHSAA & Sport Associations

• Go to MHSAA.com and choose your sport: Log in and get to know site: problems? Tricia@mhsaa.com
• MHSAA Coach Reference Page
• Online Rules Meeting
• Coaches Guidebook
• Officials running ratings (do not wait till end)
• CAP Coaches Advancement Program
• Join your sport-specific association, register early
• Fill out All-Academic paperwork for your team
• Attend coaching education courses offered through your sport-specific association

​

Scheduling

• Head Coaches are in charge of their non-league Varsity schedule: Use your network with other coaches

​

• AD will provide the BNC Dates

​

• Coaches: You are the closest link to non-league play through coach contacts & coach associations. You need to find non-league contests! Submit non league Varsity dates to AD within agreed timeframe

​

• AD will contract home dates only

​

​

​

Facilities

• Send all facility use forms to Mariann Brown for entry into FS Direct
• brownma@tcaps.net
• AD office can reserve space in Schedule Star
• TCAPS will charge fees for use of facilities:
• Custodial Charge May Apply

​

Copies of the Facility Use Form are in the Athletic Office

Troubleshooting Basics�*Don’t Hesitate to Ask Questions!*

• 24-Hr. Rule
• Constructive Criticism
• Student-Athlete Safety
• Bullying/Hazing
• Individual & Team Discipline
• Handbook Violation Discipline…Know the TCAPS Student Handbook:

TCAPS Secondary Student Handbook

Role of the Athletic Trainer

• Communicate injuries quickly & thoroughly to the Athletic Trainer
• Develop a daily treatment plan and communicate with all stakeholders.
• Dr. or D.O. note to return to training
• Develop a plan for therapy and always keep stakeholders in the communication loop
• MHSAA Links on Health & Safety
• Note the concussion protocol on the MHSAA site

YOU MUST COMPLETE A STUDENT INCIDENT/ACCIDENT REPORT IMMEDIATELY AND RETURN TO ATHLETIC OFFICE!

Injuries & Accidents

The Head Coach of the team must fill out an injury/accident report the day after it occurs and submit to athletic office.

• Athletic Office submits form to upper admin to start insurance claim process
• Athletic Office submits to TCAPS Nurse to keep on file.

Accident Form Sample

​

​

Basic Injury Protocol Template

​

Player is Injured

​

Player Reports Injury to Coach Player Reports Injury to Coach

​

Coach refers player to Trainer Coach refers player to Outside Dr.

​

Assess and Evaluate Doc communicates with Trainer

​

Family / Dr. Communication Trainer Assessment

​

Logged on Injury Report Logged on Injury Report

​

Rehab Plan Initiated Rehab Plan Initiated

​

Reassess Reassess

​

Player Returns Doctor Note Sent to AD Office

​

Player Returns

​

Social Media

• Facebook pitfalls
• Connect with Twitter, Instagram, Remind
• Pictures and results to the AD…we are happy to post scores, photos, etc., and upcoming events
• Always keep your personal social media posts professional & respectful in nature. People will follow you and learn a lot about you through your social media experience

​

Athletics Website

• VNN (West) & Big Teams (TCC)
• Collective effort to learn and use...login, Press Box, etc.
• Keep information timely and relevant
• www.tcwestathletics.org tccathletics.net
• (West) The old booster site will be linked; please make sure any information on www.tcwestathletics.com is relevant

Media Relations

• Communicate as soon after the event as possible…they have a job to do. Report regardless of a win or a loss

​

• Protect rights of suspended players
• “[Name] is unable to participate today/tonight” with no further comment.
• Find the positive at all times for the media…save the constructivism for team talk.
• Protect the privacy (and the implications of divulgence) of our student-athletes at all times. If you don’t know, don’t say.
• Thank them for covering our events.

​

​

​

Important Contacts (Central)

Important Contacts (West)

Athletic Office Process/Procedure

• Rosters: due the day after your final cuts.
• Please keep Athletic Department constantly updated in terms of roster changes (ie, moving up levels, jersey number, position, etc.)
• Physicals:
• Updated list provided to coaches
• Coaches turning in physicals use a folder
• Concussion form for incoming freshmen
• Keep Google Calendar updated with practice and off-season activities (West only, at this point)
• Booster Forms You Need To Be Familiar With (West)
• Reserve all Athletic Classroom and Common Areas with Administrative Assistant
• Transportation Changes: must run through Athletic Office as soon as possible! Late charges apply!
• Pick up your mail frequently

​

Parent Meeting

• Be positive and set a tone for the season
• FRONTLOAD AS MUCH INFORMATION AS POSSIBLE
• How you do things, what to expect-- BE PROACTIVE
• Provide options and opportunities with player fee(s)—Tie In With Booster Fundraising. MULTIPLE OPTIONS FOR MEETING FINANCIAL OBLIGATIONS
• $200 player fee or Sell two $100 Ads
• We cannot mandate a fee to play Athletics.
• Have an Itinerary: print it and follow
• lay out communication plan
• program overview
• non-verbal feedback tools
• Collaborate with parents and keep your involvement brief

​

​

Athletic Eligibility

• Fall: June Semester Grades with a mid season grade check in September.

​

• Winter: June Semester Grades with mid season checks in December and February

​

• Spring: January Semester Grades with a mid season check in April

Athletic Eligibility 2

Eligible athletes for beginning

* enrolled in minimum of 4 classes

* passing 4 classes (D- or better)

* above 2.0 grade point average

​

These requirements are based on the previous full semester---not “current” student grades.

Athletic Eligibility 3

Students not passing 4 classes the previous semester will be ineligible for 60 days.

​

Students passing 4 classes but under a 2.0 g.p.a. will be placed on a grade card for the entire season. NOTE: Students placed on a grade card to do not come off of grade card for any reason throughout the duration of the season.

​

Students ineligible during the mid-season check will be ineligible for the following week pending a grade card.

​

COACHES MUST UNDERSTAND, COMMUNICATE AND REMIND ALL STAKEHOLDERS OF THIS ACADEMIC CHECK PROCESS.

​

Online Classes

* Very popular within our student population

* These classes count toward GPA

* Online coursework involves 2 things

• current course grade (Academic Success)
• completion %

“ I have an A though” Yes but only 2% of course is completed after 5 weeks--------course completion shall be commensurate with number of weeks elapsed in the semester.

​

Safety & Security

• Security Boots are not to be moved; this is a District policy and taken very seriously.
• Exterior doors can be programmed for you; advanced notice will eliminate need to prop. Propping doors = doors eventually break. This is costly $$$
• Always be the last one out of the facility; lock up, close & lock windows and doors, and turn off the lights
• SAFETY in every situation is always our top priority; be cognizant of the situations we are putting staff, team and individual student-athletes in at all times.
• Report all equipment issues to the Athletic Office in email form so we can document and move forward to fix/replace.
• Never allow anyone into the weightroom without direct & constant supervision. This is a liability issue.
• Arrange for locker room supervision at all times.

​

Extra-Curricular Conflicts

• Game/Event vs. Practice = Game/Event
• Game/Event vs. Game Event= Student Choice
• Practice vs. Practice = Student Choice
• Student choice to be provided to staff a week in advance of the competition. Please be proactive with students involved in multiple extra-curricular events.
• Work cooperatively with Fine Arts (and other) staff at all times!

​

Snow Day Protocol

District Shut Down

No staff or students allowed in the building. No exceptions

Snow Day

TCAPS executive team will make a decision as to post 1 pm practices/activities

​

Decision will be communicated through AD & Coach

​

ALL activities are non-mandatory

Event Cancellation

-- Conditions are evaluated and a decision is made

by TCAPS executive team and AD

​

-- Decision communicated to coaches & community

​

-- Timing varies with event:

MHSAA Out of Season Coaching

Please reference the link below and ask questions as you navigate off-season activities

​

​

​

MHSAA OFF SEASON COACHING

Recruiting & Undue Influence

Please be aware of the role and responsiblities you have, as a head coach, in dealing with these issues inside our community and with out of area transfers. Please use the link below as a guide in navigating these situaitons

​

RECRUITING & UNDUE INFLUENCE

Facilities

Indoor

• manage your space
• clean after practice
• communicate with other coaches & custodians
• schedule outside use with Facilities Dept.

Outdoor

• You’re the boss
• manage equipment
• schedule outside use with Facilities Dept.
• Communicate with Ben Amon (West) or Gene Brzezinski (Central)

Facility Improvements

• Booster request form submitted to AD Office
• Bond $$ run through Paul Thwing
• Grants and Outside $$ Welcome
• submitted to TCAPS = process & procedure
• submitted to Boosters = faster turnaround
• 12K Threshold
• projects over this amount require PT & Facilities
• 3 bid minimum-- procedure required.

​

Basic Varsity Coaching Expectations

• Have a pre-season plan to evaluate players, establish and communicate team roles and have a consistent pattern to practices and games

​

• Be constructive; any and all feedback is to have a positive purpose

​

• Involved in all aspects of your program: Junior Varsity, Freshmen (when applicable), LEAP, community feeder programs (be seen). Your presence is crucial.
• Dress for success…you are representing TCAPS, the school and your program…dress professionally at all times. Wear dress clothes and/or school colors.
• Care of uniforms/equipment, offices & storage areas: Be neat and orderly…treat your office & storage areas in a way that a visiting family and/or Board of Ed member may tour the building at any given time. Be tidy & organized at all times!
• Represent your school and community on the sidelines; set expectations for your lower level staff to follow.
• Banquet: 2 weeks notice to Administrative Assistant

​

The Little Things

Make a Big Difference!

• Treat students with the utmost respect and be genuinely concerned about their well-being at all times.
• Be seen at other events…and educate your student-athletes on the importance of attending events & supporting other programs. We are many teams, but together we are one program.
• Be respectful to opponents, officials, athletic trainer, game workers, the bus driver, the host AD and game workers at all times, and EXPECT that your teams follow your lead.
• Jerseys are to be tucked in at all times, and jerseys remain on at all times until outside of the boundary lines!
• Demand that student-athletes be respectful to peers, teachers and school administration.

​

​

The Little Things Make a Big Difference! (Cont’d.)

• Understand that parents, team members, and spectators will follow your lead…whether that’s positively or negatively.
• Score Differential: Coaches know when the game is in hand…get kids in the game, and never put the AD in the uncomfortable position of “running up the score.”
• The locker room (home & away), team sideline/dugout area, and the bus should be cleaner when you leave it than its condition upon arrival.
• Insist that student-athletes treat our facilities and opponent facilities with the utmost respect at all times.
• Re-teach a couple of lost points of sportsmanship & class…it’s okay to help an opponent up from the ground and to go out of their way retrieve the ball for the official.

Topics Coaches Do Not Discuss

The coach roles is one of relationships; having said that do not talk about the following subjects in a large group setting where your opinion could overstep boundaries reserved for family/parents.

​

• Sex
• Drug Use
• Politics
• Religion

Be Aware of Board Policy

Please familiarize yourself with the following items pertaining to Coaches within TCAPS Board Policy

​

Supervision & Welfare

Conflict of Interest

Ethics

​