The Nine Legal Duties of a Coach
Over the past 20 years, through thousands of lawsuits, the courts have defined and continue to define
the legal duties as a coach. These duties may vary from state to state and may change as sport litigation
continues unabatedly over the years. The NIAAA, the National Federation of High School Associations,
The Coalition of Americans to Protect Sports and the National Association for Sport and Physical
Education all recognized these nine legal duties. Your nine legal duties as a coach are:
Duty 1: Properly plan the activity-teach the skills and strategies of the sport in an appropriate
progression as documented by written practice plans.
Duty 2: Provide proper instruction-Keep current on instructional standards, techniques, tactics, and
rules of the sport. Provide adequate feedback on how athletes are progressing.
Duty 3: Warn of inherent risks-Warn athletes and the parents/guardians of the inherent risks of sport
so they know, understand, and appreciate them. Repeat often
Duty 4: Provide a safe physical environment-Note and remedy hazardous conditions of facility.
Monitor the changing environment.
Duty 5: Provide adequate and proper equipment-Inspect equipment regularly. Teach athletes how to
fit, use, and inspect their equipment.
Duty 6: Match your athletes-Match players according to size, maturity, skill, and experience as well as
age. Modify drills when mismatches cannot easily be corrected.
Duty 7: Evaluate athletes for injury or incapacity-Use extraordinary judgment in identifying athletes
who are injured or so ill that they should not participate.
Duty 8: Supervise the activity closely-Always provide general supervision for all facilities and playing
areas. Provide specific supervision when risk of injury increases with new skills.
Duty 9: Provide appropriate emergency assistance-Provide appropriate first aid and protect injured
athletes from further harm. Have an emergency plan to include who calls 911, who administers CPR,
who gets ice, etc.
Hiring Faculty, Non-Faculty, and Volunteer Coaches
The steps below represent a simplified order of events that occur in the hiring process in our district. In
order for a candidate to be hired in a timely fashion, all steps must be taken in order. Steps such as the
background checks and drug tests are performed by outside entities which may slow down the process
at times.
***New coaches shall not be permitted to work with student athletes until this process is completed.
Step 1-The coach must complete an online application at www.wcschools.com in its entirety.
Step 2-HR will review the application for completeness and recommend the coach as a candidate.
Step 3-The Principal will then be able to recommend the coach to be hired.
Step 4-The coach will be asked to submit a Background Check Registration Form (online) and a copy of
their driver’s license. Faculty coaches will also be required to submit a Physical Form (online) before
beginning work.
Step 5-HR will schedule a fingerprinting appointment.
Step 6-Once the background check results are received, HR will contact the coach to set up an
appointment for drug testing.
Step 7-After the drug test results are received, the coach will have one final appointment with HR to
complete paperwork and have an ID badge made.
Player Eligibility
1. To be eligible for athletics, students should be regularly enrolled and in regular attendance at
the school they are competing unless they are operating under an approved cooperative
program or have been approved by the Director of Schools to participate as an Independent
Home School athlete.
2. Participation will be limited to grades 9-12 in the high schools, 6-8 in the middle schools, and 5-8
in the k-8 elementary schools.
3. Athletes must have a physical examination prior to the first practice session. This physical exam
can be administered by a medical doctor, physician’s assistant, certified nurse practitioner, or
osteopathic physician and cannot be administered prior to April 15th of the preceding school
year.
4. Students must have signed parent consent in order to participate in practice sessions or athletic
contests.
5. Athletes must provide proof of insurance or subscribe to the group school insurance.
6. Eligibility rules of the Tennessee Secondary School Athletic Association and Tennessee Middle
School Athletic Association will be followed where applicable.
Safety Precautions
Lightning
If lightning is detected within a 10 mile radius of an outdoor activity as indicated by a “flash to bang”
interval equal to 30 seconds or less, the activity will be stopped and the field will be cleared. Players,
coaches, umpires and all other individuals (including fans/parents) should clear the field and take cover.
Everyone should seek shelter inside the school building or in vehicles until the lightning is out of the
area. The activity can resume 30 minutes after the last lightning strike within the 10 mile radius as
indicated by a “flash to bang” interval of 30 seconds or less.
Note: Lightning can, and does, strike as far as 10 miles away from the rain shaft. It does not have to be
raining for lightning to strike. The safety and welfare of the participants, coaches, event staff and
spectators is the single most important consideration.
Heat Index
The Wilson County School District will strictly adhere to the following procedures with regards to all
WCBOE outdoor activities including but not limited to athletics and marching band during periods of
intense heat. These procedures are based on the availability of an Athletic Trainer on site.
***TSSAA officials will handle all weather related issues during competition.
Athletic Trainer Present
The Safety Director and/or School Health Coordinator will monitor the predicted temperature, humidity,
heat index, and air quality on a daily basis. If the predicted heat index reaches 95 degrees, all outdoor
activities will be put on HEAT WATCH.
HEAT WATCH Procedures:
A. The team’s Athletic Trainer or designee will use the provided heat index monitor to take and record a
heat index reading 30 minutes prior to the team activity, at the beginning of the team activity, and every
30 minutes until the end of the team activity. Modifications to the team activities and the heat index
readings will be recorded on the Heat Index Form (HIF).
B. If the heat index reading exceeds 104.0 degrees, all outdoor activity must stop. The Athletic Trainer
or designee may take follow up readings at 30 minutes and 60 minutes after the activities are stopped.
If either reading does not exceed 104.0 degrees, activity may resume with the prescribed precautions. If
both readings exceed 104.0 degrees, the remainder of the team activities will be cancelled.
C. The HIF will be signed by the Athletic Trainer or designee, Head Coach, and Athletic Director. This
signed HIF will be faxed to the Safety Director (449-3858) each Friday.
No Athletic Trainer Present
The Safety Director and/or Director of School Heath & Athletics will monitor the predicted temperature,
humidity, heat index, and air quality on a daily basis. If the heat index reaches or exceeds 95 degrees, all
outdoor activities will be required to follow the precautions prescribed by the Safety Director and/or
School Health Coordinator. All affected schools and/or programs will be notified using email and/or the
district’s phone notification system.
Using the following scale, activities must be altered and/or eliminated based on this Heat Index as
determined –
Under 95
All Outdoor Activities
degrees
 Provide unlimited amounts of water. This means that water should always be
Heat Index
available and athletes should be able to take in as much water as they desire.
 Optional water breaks every 30 minutes for 10 minutes in duration
 Misting or spray students’ heads with cool water
 Watch/monitor athletes carefully for necessary action.
95.0 degrees
All Outdoor Activities
to
 Provide unlimited amounts of water. This means that water should always be
99.4 degrees
available and athletes should be able to take in as much water as they desire.
Heat Index
 Mandatory water breaks every 30 minutes for 10 minutes in duration in a
shady area
Yellow
 Spraying or misting of students for cooling
 Watch/monitor athletes carefully for necessary action.
Contact Sports and activities with additional equipment
 Helmets and other possible equipment removed if not involved in contact.
 Reduced time of outside activity. Consider rescheduling outdoor activities to a
cooler part of the day not before 5am or after 9pm.
 Re-check temperature and humidity every 30 minutes to monitor for increased
heat index.
99.5 degrees
All Outdoor Activities
to
 Provide unlimited amounts of water. This means that water should always be
104.0 degrees
available and athletes should be able to take in as much water as they desire.
Heat Index
 Mandatory water breaks every 30 minutes for 10 minutes in duration in a
shady area
Orange
 Misting or spray students’ heads with cool water
 Watch/monitor athletes carefully for necessary action.
 Mandatory alterations to uniform by removing items if possible (ex: perform
activities in t-shirts and shorts)
 Allow for changes to dry t-shirts and shorts
 Reduce time of outside activity as well as indoor activity if air conditioning is
unavailable
 Reschedule outdoor activities to a cooler part of the day not before 5am or
after 9pm.
Contact sports and activities with additional equipment
 Helmets and other possible equipment removed if not involved in contact or
necessary for safety. If necessary for safety, suspend activity.
 Reduced time of outside activity. Consider rescheduling outdoor activities to a
cooler part of the day not before 5am or after 9pm.
 Re-check temperature and humidity every 30 minutes to monitor for increased
Heat Index
Above 104.0
All Outdoor Activities
Degrees
 Stop all outside activity in practice and/or play, and stop all inside activity if air
Heat Index
conditioning is unavailable.
Red
Concussions
All athletic programs are required to comply with the TSSAA’s concussion policy which can be found at
http://www.tssaa.org/concussion.pdf. Below is an important excerpt.
PROTOCOL FOR SCHOOLS WHEN PLAYERS EXHIBIT SIGNS, SYMPTOMS, OR BEHAVIORS CONSISTENT
WITH A CONCUSSION DURING PRACTICE OR COMPETITION
1. Continue to monitor players for possible signs of injury as usual.
2. Remove any player that shows signs, symptoms, or behaviors consistent with a concussion
from the activity or competition.
3. The school shall have the player examined by the school’s designated health care provider. If
the designated health care provider determines that the student has not sustained a
concussion, the player may return to activity or competition.
4. The head coach shall be responsible for obtaining clearance from the school’s designated
health care provider.
5. If the school does not have access to a designated health care provider, or if the school’s
designated health care provider suspects that the athlete may have sustained a concussion,
the only means for an athlete to return to practice or play is for the student to be evaluated
and cleared by a licensed medical doctor (MD), Osteopathic Physician (DO), or a Clinical
Neuropsychologist with Concussion Training. The person clearing the student must complete
and sign the “TSSAA Concussion Return to Play” form. Schools must keep this form on file.
Designated Health Care Providers-Certified Athletic Trainer, Certified Nurse Practitioner, Physician’s
Assistant, Doctor of Medicine, Osteopathic Physician
All athletic programs also must comply with the state law involving concussions in youth sports listed as
TCA 68-55-502. This law has four main components in addition to the TSSAA’s concussion policy.
1. Required annual completion by all coaches, whether the coach is employed or volunteer,
and by the school athletic directors of an approved concussion recognition and head injury
safety education course program. “Concussion in Sports-What You Need to Know” can be
found at www.nfhslearn.com. Schools must keep a certificate of completion for every coach
on file for three years.
2. Required annual review of a concussion and head injury information sheet by all coaches,
athletic director, any appointed licensed health care professional, AND the Principal. The
concussion and head injury information for sheet for coaches, AD’s, trainers, Principals, etc.
can be found at: http://health.state.tn.us/TBI/concussion.htm The information sheet shall
be signed and kept on file at the school for three years.
3. Required annual review of a concussion and head injury information sheet by all youth
athletes and an athlete’s parent or guardian. The information sheet shall be signed and
returned by the youth athlete, if the athlete is eighteen years of age or older, otherwise by
the athlete’s parent or guardian, prior to the youth athlete’s initiating practice or
competition. The concussion and head injury information sheet for parents and athletes can
be found at: http://health.state.tn.us/TBI/concussion.htm Schools must keep these signed
concussion and head injury information sheets on file for three years.
4. Follow established guidelines for management of concussions as described in the TSSAA
concussion policy and in required information sheets secured from the Department of
Health.
Accounting Guidelines
The accounting procedures listed below are a small portion of the Wilson County Board of Education
Accounting Manual. Please note that this does not include every guideline. The full Accounting
Manual is available on the wcschools.com website.
PURCHASING INFORMATION
 No purchases should be made without a purchase order being issued in advance.
 A requisition is not a purchase order. There is a seven (7) working day turn around for purchase
orders to be issued.
 A copy of the approved purchase order will be placed in your mailbox; only then are you
authorized to make orders or purchases.
 All requisitions must include the teacher/coach/sponsors signature.
 Blank requisitions are available in the teacher work rooms or bookkeeper’s office.
 Vendor Forms and W9’s for all new vendors must be completed prior to turning in a requisition.
It is your responsibility to obtain this information.
 All packing slips should be signed and returned to the bookkeeper.
 Original invoices will be put in your mailbox for authorization/signature before payment is
issued.
 All class fees must be spent by October 1st for the Fall semester and March 1st for the Spring
semester.
 Cut off dates for spending BEP and CTE is April 15th. All orders must be received by May 15th.
FUNDRAISERS
 Forms are available in the bookkeeper’s office.
 Requests must be submitted by the 10th of the month and a minimum of 20 days prior to the
start of the event.
 All funds must be collected and turned into the bookkeeper within 3 days of the conclusion of
the event.
 Tennessee Sales Tax must be paid on all product purchased for resale.
 It is the teacher/coach/sponsors responsibility to complete the fundraiser summary within 45
days of the conclusion of the event.
 Two people must count all funds prior to turning them in to the bookkeeper.
REFUNDS
 No refund will be issued in cash.
 Checks are mailed to parent or guardian.
COLLECTION OF FUNDS
 All collections should be turned in daily. DO NOT HOLD FUNDS!
 Allowable class fees must be collected within the first 6 weeks of each semester.
 All checks must have your class/club/sport account number written at the top of the check.
 The date you receive the check must be noted in the upper left hand corner.
 The collection log must be completed in its entirety. It is the teacher/coach/sponsor’s
responsibility to make copies of the forms prior to turning them in to the bookkeeper.
 Do not leave funds in the mailbox or on the unattended desk of the bookkeeper.
 Lost or stolen funds are the responsibility of the teacher if the appropriate accounting
procedures are not followed.
DONATIONS
 The bookkeeper must be notified of all donations so proper board approval can be obtained.
FEE WAIVER
 Eligible fee waiver students are allotted $45 per year for consumable classroom needs.
 An email notification will be emailed to you when it is time to request fees for fee waiver
students.
BEP


Each teacher will receive $200 in a separate BEP account.
The BEP Committee will decide if any funds are set aside for school wide purchases.
SCHOOL RELATED SUBSTITUTES
 Code 5 and Code 6 must have an approved purchase order seven (7) days PRIOR TO the
absence.
 Code 7 must be approved by the supervisor at the Central Office and does not require building
level paperwork.
ASSETS
 Items with a value of $100 or over must be tagged for inventory.
 It is the teacher/coach/sponsor’s responsibility to inform the bookkeeper of these purchases.
 No assets are to be removed from the building without Principal’s permission.
 No assets shall be disposed of without written board approval.
GIFT CARDS
 Gift Cards are NOT allowed for any reason.
REFUNDS
 State and National club fees paid to an outside source are non-refundable.
FIELD TRIPS
 School sponsored, off campus group learning activities which supplement instructional learning
are considered field trips.
 Field trip requests must be submitted to the Bookkeeper by the 12th of the month for Principal
and Director of Schools approval by the 15th of each month.
 You cannot require a student to pay for a field trip; however, donations can be collected.
 Funds collected for field trips are non-refundable.
STUDENT TRIPS
 All trips of more than 100 miles or overnight are considered student trips and must be approved
by the Board of Education.
 Deadline for submission to the board is emailed and published monthly.
TRANSPORTATION/BUSES
 No student is allowed to drive themselves or other students to a school sponsored event outside
of Wilson County.
 Students are allowed to drive themselves within Wilson County with permission from the
sponsor and parent but cannot transport other students.
 Bus requests must be made on Trip Tracker at least seven (7) days prior to the event. (See the
bookkeeper for further information).
 Requisitions must be completed for each trip. Purchase orders will not generated until the field
trip/student trip has been approved.
Transportation
According to board policies 6.712 and 3.404, the following statements are true when transporting
athletes:
a. Parents can transport their own children.
b. Students can transport themselves within the county.
c. Employees and parents must receive permission from the Director of Schools to transport
students (other than their own children) in their personal vehicle.
d. A copy of the insurance certificate indicating insurance liability limits of at least
$100,000/$300,000/$50,000 and a valid TN driver’s license will be required to receive
permission to transport students (other than their own children) in a personal vehicle.
e. Written permission from parents/guardians shall be on file in the office of the Principal/Athletic
Director if students need to be transported by an approved driver other than their
parent/guardian.
f. Students cannot be given permission to transport other students to and from a school related
activity.
g. Students cannot drive themselves to school related activities outside the county.
***More particulars can be found within the above mentioned board policies.
Miscellaneous
Hazing/Harassment/Bullying
Coaches and other employees of the school district will not encourage, permit, condone, or tolerate
hazing, harassment, or bullying activities. This addresses conduct or communication taking place on any
school grounds, at any school-sponsored activity, or on any school-provided transportation.
A comprehensive definition of hazing, harassment, and bullying can be found in board policy 6.304.
Below are simpler definitions.
Hazing refers to any activity expected of someone joining a group (or to maintain full status in a group)
that humiliates, degrades or risks emotional and/or physical harm, regardless of the person’s willingness
to participate.
Harassment is the act of systematic and/or continued unwanted and annoying actions of one party or a
group, including threats and demands. The purposes may vary, including racial prejudice, personal
malice, an attempt to force someone to quit an activity or grant sexual favors, apply illegal pressure to
collect payment or merely gain sadistic pleasure from making someone anxious or fearful.
Bullying is when someone repeatedly and on purpose says or does mean or hurtful things to another
person who has a hard time defending himself or herself. Individuals who bully use their power such as
physical strength, access to embarrassing information, or popularity to control or harm others. There
are three primary types of bullying.
1. Verbal bullying is saying or writing mean things and includes: teasing, name-calling,
inappropriate sexual comments, taunting, and threatening to cause harm.
2. Social bullying involves hurting someones’ reputation or relationschips and includes:
leaving someone out on purpose, telling others not to be friends with someone, spreading
rumors, and embarrassing someone in public.
3. Physical bullying involves hurting a person’s body or possessions and includes:
hitting/kicking/pinching, spitting, tripping/pushing, taking or breaking someone’s things, and
making mean or rude hand gestures.
Player Contracts
Prior to any student’s participation in a sport, cheerleading, or band the student and parent/guardian
must sign an agreement developed by the Coach and approved by the Principal which includes rules,
discipline procedures, and conditions that must be met by students and parent/guardian.