Hiring Athletic Coaches
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Athletic Coaches must receive clearance from the Talent Acquisition & Operations Department prior to reporting
for work.
The Athletic Director (AD) and the school’s HR liaison (i.e. Office Manager) must collaborate on the hiring of
coaches.
It is essential that the school’s HR liaison give a copy of the clearance to the Athletic Director for their records so
they know the coach is cleared to begin.
The hiring principal is responsible for conducting reference checks and should maintain these at the school.
Florida Statute 1012.55
 Each person employed as a high school coach hold a valid temporary, professional or Athletic Coaching
certificate issued by the Florida Department of Education.
 The certificate is not required if the coach is an unpaid volunteer who is not an employee of the District.
 Instructional employees that hold a valid Florida temporary or professional certificate do not need an
Athletic Coach.
 ROTC and CTACE instructors may have a Broward/district-issued certificate, which cannot be used for
coaching. They must obtain an Athletic Coaching Certificate.
SBBC Policy 6210
 Recommendations for supplemental positions should be presented to the School Board for approval prior to the
date the supplemental position begins. Therefore, the recommended coach must be approved by Talent
Acquisition prior to beginning.
 If the coach is a full-time instructional/teacher employee the supplement must be entered into SAP prior to the
start of the supplemental assignment.
 Supplements will not be paid retroactively.
 Staffing departments will monitor the supplements and revise the effective dates as needed. Locations will be
notified if the date has been adjusted or removed.
 Any exceptions to the procedures will require the department head/principal to submit a letter of rationale to
the Chief Human Resources Officer. The letter will be reviewed with the appropriate Senior Leader and the
Superintendent of Schools for approval.
If recommending a new athletic coach for camps and training is prior to the official season beginning, enter the
supplement prior to the camp/training beginning. This will allow the coach to be cleared and participate in the preseason conditioning.
In order to receive payment, a supplement must be created in SAP (IT0014 – Recurring Payment). Use the Athletic
Coach Calendar to determine when payments are issued for each sport. The calendar is located on the ERP website
http://www.broward.k12.fl.us/erpdb/brite/onlinelibrary/partnerreference_schedules.asp.
All supplements are delimited at the end of each school year. The process to hire coaches must be followed each
school year.
Review Hiring Scenarios on the pages to follow:
Revised 8/3/16
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I. Hiring a full-time instructional/teacher from your current staff
(ROTC and CTACE instructors may have a Broward/district-issued certificate, which cannot be used for coaching – see #2.)
Note: Entering a record into the DOV/onboarding database or Applitrack is not required.
a. Post the vacancy internally
b. Create a supplement iForm in SAP
c. Notify Athletic Director that supplement has been processed. Give the AD screen shot of SAP showing
coach is a full-time teacher. Note: position title i.e. TEACHER-SOCIAL
II. Hiring a member of your current staff: athletic coach from last year, current non-instructional employee (i.e.
security specialist, campus monitor, teacher assistant, etc.), current sub, current full-time ROTC or CTACE teacher
who does not have a valid FL educator’s certificate
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b.
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d.
e.
Post the vacancy internally.
Collect resumes/interest from candidates.
Make your selection.
Access the DOV/Onboarding database.
Select Option 3.
f.
Complete the “Athletic Coach Recommendation for Hire” form and click “Submit Request”. Make certain
to complete all requested fields including the “Wage Type”, “Cost Center”, “Begin Date”, and “End Date”.
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g. Once you submit the form you will receive a confirmation including the tracking number. Talent
Acquisition will review to determine eligibility for the position.
h. Use Option 2 in the database to obtain information on the status of the athletic coach hire.
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If the Preclearance Status indicates Unable to Process, select the Orange Button to determine items
required.
If the Preclearance Status indicates “Create iForm”, location creates a Supplement iform. The
location’s HR liaison creates the iForm, the iForm flows to principal for approval, following
principal’s approval, supplement is automatically created.
Give copy of clearance form to Athletic Director by selecting the Athletic Coach Clearance Form button.
This button will bring you to the Athletic Coach Clearance Form. Print the form and give to
your Athletic Director so they know the coach is cleared to begin. The coach is NOT cleared
unless the status indicates “Submitted to HRIS” or “Create iForm”.
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III. If hiring an Athletic Coach who is not on your location’s staff or brand new employee:
a.
Submit a requisition through AppliTrack (refer to the step-by-step guide for the AppliTrack Requisition
Submission Process available on the TAO website – Location Use Only). Requisition will be posted. Make
certain to complete the fields for “Wage Type” and “Cost Center”.
b. The Supplement will be posted for seven (7) work days. After the position deadlines, you will complete the
selection process and recommend a candidate through AppliTrack (refer to the step-by-step guide for the
AppliTrack Applicant Review and Selection Process – available on the Talent Acquisition Instructional website
– Location Use Only).
c. Your recommended candidate’s information will be exported into the DOV/Onboarding database. This is
usually completed by the following day.
d. Talent Acquisition will review the request to determine eligibility for the position.
e. Access the DOV/Onboarding database and Select Option 2 to obtain information on the status of the athletic
coach hire.
Revised 8/3/16
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If the Preclearance Status indicates Unable to Process, select the Orange Button to determine items
required.
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If the Preclearance Status indicates “Ready for Appointment or Appointment Made”, the
recommended candidate will be scheduled for an onboarding clearance appointment. The coach
will need to come to KCW to complete paperwork. Talent Acquisition will notify the Principal, HR
liaison and the candidate of the appointment date and time.
f.
After the candidate’s appointment, access the database, select Option 2. The Preclearance Status should
indicate, “Submitted to HRIS”. The paperwork will be sent to HRIS for entry into SAP.
g. Give copy of clearance form to Athletic Director by selecting the Athletic Coach Clearance Form button.
This button will bring you to the Athletic Coach Clearance Form. Print the form and give to
your Athletic Director so they know the coach is cleared to begin. The coach is NOT cleared
unless the status indicates “Submitted to HRIS” or “Create iForm”.
Revised 8/3/16
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