WELCOME BACK!
Advisor / Coaches Preseason Meeting
High School
2013 -2014
HANDOUTS
Rules and expectations
 Parent / Athlete or Activity Handbook or
Handouts
 Practice schedules
 Lettering procedures
 General Rule: If your giving information out to
athletes or parents I would like a copy of
material. (Electronic Copy Preferred!)
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ADVISOR / COACHES PAPERWORK
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District / Non–District Employees / Volunteers
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Coaches personal information sheet / need email
address
Concussion information and sign-off sheet
Central Office Paperwork: W4, Direct Deposit…
Personal Information for a background check
If your are already a Holmen District Employee the
Central office paper is already done.
ACTIVITIES DESCRIPTIONS
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Need information about your activity!!!
How many times you meet a week and for how long.
 Number of months the activity meets.
 How many students are typically involved.
 Number of competitions and/or performances.
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STATE REPORTS AND
PARTICIPATION NUMBERS
Each activity needs send the co-curricular
department a list of students who are involved
with their activity at the high school and middle
school levels.
 High School sports this happens for
automatically through rosters.
 We need all other activities to do this also: Music,
Clubs, Academic Groups like FFA, DECCA and
so on.
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SUBSTITUTES
When entering in your request for a substitute
please realize the description only has so many
spaces for viewing purposes, so you are not able to
see it in its entirety (when it’s actually filled
in). The employee needs to delete the description
that defaults in (Professional Leave) when they
request professional leave and then enter their
specific reason.
 PROFESSIONAL LEAVE will auto populate into
the limited space first unless you delete it. The
report can only pick up so many characters and
that is why accurate descriptions are not showing.
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STUDENT AND VISITOR INJURY REPORT
FORM
These are completed and sent electronically.
 Go to the “School District of Holmen Website”.
 Go to “Pupil Services”.
 Go to “Student and Visitor Injury Report Form
and complete the form
• Save to your desktop and attach to an email to
the school nurse at your level/building.
• Coach must communicate directly with parents
and trainer.
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DISMISSING STUDENTS FROM
CLASS
Please do not ask to excuse students too early so
they are missing more class time then necessary
and meandering around the hallways disturbing
other classes.
 At the high School level, send a list of your
athletes and the time you would like them
excused to Joanne Ward or Laurie Hickey in the
office.
 All times will be approved through the Activities
Office.
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FORMS TO TRANSPORT STUDENTS
WITH SCHOOL VANS OR PERSONAL
VEHICLES
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Three possible forms.
Form #1 Background Check
 Form #2 Medical Opinion Form/Can you operate?
 Form #3 Vehicle Inspection Form/Is your vehicle safe?
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Go to the “School District of Holmen Website”.
 Go to “Transportation”
 Go to “Alternate Vehicle Driver” and examine the
spreadsheet to find which forms you will need. Forms
are links at the bottom of this page.
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KWIK TRIP GAS
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If you need to add gas in a vehicle…
Can check out a Kwik Trip Gas Car with the
Transportation Office and use at any Kwik Trip
 Can use a local Kwik Trip
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Main St / OT
 Need to give license plate and drivers license number
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If you use a personal credit card, turn in receipts
TRANSPORTATION REQUESTS
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Fall Sports / Activities
Monday, July 15th
Deadline for advisors / coaches to have Transportation Requests into
Naomi Rislow.
All advisors / coaches request forms organized and entered into the
Transportation Data Base by Naomi Rislow.
Data is double checked by Mike Raabe and approved and information is
made public.
Monday, July 22nd
Deadline for advisors / coaches to confirm all entries on the rschool
website are correct.
Advisors / Coaches should contact Mike Raabe if a change needs to be
made.
Tuesday, drivers will start being assigned jobs.
TRANSPORTATION REQUESTS
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Winter Sports / Activities
Monday, October 21st
Deadline for advisors / coaches to have Transportation Requests into
Naomi Rislow.
All advisors / coaches request forms organized and entered into the
Transportation Data Base by Naomi Rislow.
Data is double checked by Mike Raabe and approved and information is
made public.
Monday, October 28th
Deadline for advisors / coaches to confirm all entries on the rschool
website are correct.
Advisors / Coaches should contact Mike Raabe if a change needs to be
made.
Tuesday, drivers will start being assigned jobs.
TRANSPORTATION REQUESTS
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Spring Sports / Activities
Monday, February 10th
Deadline for advisors / coaches to have Transportation Requests into
Naomi Rislow.
All advisors / coaches request forms organized and entered into the
Transportation Data Base by Naomi Rislow.
Data is double checked by Mike Raabe and approved and information is
made public.
Monday, February 17th
Deadline for advisors / coaches to confirm all entries on the rschool
website are correct.
Advisors / Coaches should contact Mike Raabe if a change needs to be
made.
Tuesday, drivers will start being assigned jobs.
N.A.S.T.I.E
AND
FUNDAMENTAL MOVEMENTS
Improved strength, speed and flexibility in our
athletes will make our athletes and programs more
successful.
 District wide fundamental movements will do these
things and if everyone is on board they will build
confidence within our athletes.
 Jason Lulloff will meet with all head coaches at the
MS and HS to help organize a specific workout
routine for your sport.
 Videos will be available to demonstrate the
movements so you can build a knowledge base.
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ACADEMIC INELIGIBILITY
Check the ineligible list and hold students
accountable by not allowing participation in
competitions.
 It is a privilege to be involved in an activity! We
need to encourage our students to excel in the
classroom as well as their activities.
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DECA, Show Choir, FCCLA, Skills USA
(If you compete you are held to the school code)
BOOSTER CLUB PROCESS
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Booster Club can be used as a resource for acquiring
needed supplies.
Put a request into the Activities Director using the
Fund Raising Request Form
This request will be forwarded to the Booster Club
Board, you will need to appear before the board with
some of your participants to make the request
In return for support the booster club expects your
activity to help with one basketball tournament. Are
parents of your group members?
They expect you to do the “legwork” in price comparing
WIAA WEBSITE
ACCESS
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Username: Is your email address
-If you are a coach who has been registered before on
WIAA use your old password. If you forgot your
password use the link on the site…”forgot password”
to be issued a new one.
-If you are a new coach or your email address has
changed, username is your email address and your
password is “viking123”.
Health Information Links
Concussion Information
Heat Information
Lightening Information
Performance Enhancing Substances
WIAA
ON-LINE EXAM
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View on-line rules video
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Head Coach a must / suggest assistant
Complete on-line exam before the deadlines
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Both Head and Assistant Coaches need to take
Must be taken in one sitting
Can print of a hard copy of the entire exam ahead of time,
complete and then do the exam online.
(Caution: order of questions may change)
Must be taken attached to a printer, you need to be able to
print your certificate (Turn into the AD)
Do as a group in a computer lab
WEEKLY TIMESHEETS
District / Non-Hourly
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Do not have to do time
sheets
Hourly or Non-District
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Paid in a series of
payments determined
by the length of the
activity, the longer the
activity the more
payments
Fall Sport: 3 Payments,
end of month
Aug., Sept. , Oct.
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Will have to do weekly
timesheets or….
Electronically sign in
and sign out
Turn timesheets in at
the end of each week to
Naomi
Paid at the end of the
month based on hours
you have spent in faceto-face time with
students
CPR / FIRST AID TRAINING
All Advisors/Coaches hired by the district must
take
 Volunteer Adviors/Coaches are encouraged to
attend but are not requires and will not be paid
to attend.
 A list of all dates is located on the Holmen School
District Website
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SAFETY PROCEDURES
You are in charge of protecting the students in
your activity (as well as the other team) during
competition or practice.
 Have a plan to exit the danger area for your
activity.
 Crowd control personal is in charge of directing
spectators both parents and students alike.
 Have phone numbers for the main office, local
police and fire in your cell phone.
 Stay calm and in charge, make best possible
choice based on the circumstance.
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RULE BOOKS
The head coach of each sport should have
received a NFHS rule book and/or case book.
 If you feel you need more than just a “head
coach” copy, please contact your friendly AD to
order more.
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If you would like a copy of the Three Rivers or
MVC rules, just email me and I will send you a
copy.
FUND RAISING PROCEDURES
Complete a fund raising approval form located in
the Activities Department.
 Collect money on scheduled time periods or even
better all at once, complete a deposit slip and
turn into Rhea in the office to deposit into your
activities 21 account.
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21 ACCOUNTS
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General Purpose
To purchase items that will directly impact students
involved in your activities.
 Examples:
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T-shirts for students
 Need supplies
 Motivational Rewards / Pizza Party
 Hotel Rooms
 Up grades to a coach transportation
 End of the activity / season awards
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SUPPLY ORDERING
2 APPROVED METHODS
PO
1.
Method
Decide what you want to order and get a quote
(Invoice) from the vendor.
2. Have the vendor fax you and the AD
([email protected]) the invoice.
3. AD creates a PO number and emails to vendor.
4. Vendor fills order and sends to the school.
5. Advisor/Coach verifies the order is received and
correct by contacting AD and sending the “final”
invoice to the activities office.
6. The bill is paid by the district office.
*The initial invoice and the final invoice often are not
the same due to a change in the order or shipping cost.
SUPPLY ORDERING
2 APPROVED METHODS
Credit
1.
2.
3.
5.
5.
Card
Advisor/Coach should search the online vendor
ahead of time and know what they would like to
purchase.
Advisor/Coach must meet with the AD and
purchase together to make certain the right item is
ordered.
Advisor/Coach verifies the order is received and
correct.
The Advisor/Coach gives “final” invoice to the
activities department.
Charge is approved to be paid.
MISC
No Paperwork / No Practice
 Schedule Look Correct?
 Rosters / Practice Schedules
 Assistant coach phone numbers and emails
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Did you double check the online Activity Trip
List” to be certain your bus transportation is
correct?
 Community Connection
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Steppin Up for Cancer / Clean School Grounds /
Raking for the Community
Older athletes working with younger groups
Assistant coach phone numbers and emails
RANKING OFFICIALS
Head Coaches must rank officials after each
competition.
 Go to www.RefRanking.com
 If you don’t remember your password you will
have to let me know and I will get it for you.
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TRAINER
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Trainer: Larissa Dreyer and Ryan Henke
Impact Testing: Football, Volleyball, Soccer,
Basketball, Gymnastics, Wrestling, Hockey,
Softball, Baseball
Athletes need this done every 2 years
STUDENT RECOGNITION
Announcements about your activity, advisor /
coach should contact the secretary at your school.
 Students enjoy hearing their name and team on
announcements.
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MEDIA CONTACTS
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Channel 19: 1-800-947-9969Fax: 1-507-895-6196
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Channel 8: 608-784-7897 or 1-800-285-9528
Fax: 782-4672
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La Crosse Tribune: 608-791-8314 or 608-791-8315
Fax: 608 – 791-8239
Email: sports@lacrossetribune
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Holmen Courier:
1670
786 – 1950
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WI State Journal Sports:
Fax: 786 –
1-800-686-1339
ANTICIPATED PROBLEMS
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Please communicate any issues you believe might
surface before they come to fruition.
Athlete behaviors / conflicts
 Parent concerns
 Problems due to tryouts and cutting
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COMMUNICATION
Stop into my office (HS/MS) occasionally and
chat.
 Let me know how the activity / season is going
and if you need help with something.
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MEDICATION LAW
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School staff and coaches who may administer any
type of medication will be required to do an
online course and complete a skill competency
test every 4 years to ensure safety for students
and school personnel. The course is supported by
Wisconsin Department of Public Instructions and
can be accessed at…..
 http://sspw.dpi.wi.gov/sspw_medtraining
 Skills
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Training by Natalie Kemp
District requires annually
THANK YOU FOR ALL YOU DO!!!