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Athletic Handbook
2007-2008
1) Mission Statement and Program Philosophy Mission | The St. Mary Athletic Association Board provides our students an athletic program that develops their physical talents, forms strong values of sportsmanship and teamwork, and is grounded in our love of Christ, our Catholic faith and our pride in our parish community.
Program Philosophy
St. Mary School is concerned with the development of the whole person: their religious, moral, social, academic and physical development. We believe that participation in athletics is an important part of that development. Through participation in the our athletic program, our students may develop life-long skills and positive values; including leadership, healthful living habits, self-discipline, integrity, teamwork, respect for rules and regulations, and the ability to participate with dignity and grace.
Program Overview
The St. Mary athletic program provides instructional sports for grades 5 and 6, and a competitive program for grades 7 and 8, as an extension of the St. Mary School academic program. Our extracurricular athletic program is available to all students, and will follow a "no cut" policy. Participants will learn the fundamentals of each sport and will be given the opportunity to develop strong, healthy, disciplined minds and bodies. Student athletes will develop a strong sense of good sportsmanship, fair play, and team spirit. Every student, coach and parent will be treated fairly at all times.
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2) Athletic Board Structure | The St. Mary Athletic Association is headed by a eight-person Athletic Board that reports directly to the school principal and ultimately to the parish Pastor. All policies and guidelines created by the Athletic Board must be in accordance with school, parish and diocesan policies or guidelines.
Responsibilities of the Athletic Board
Hold regular open meetings, at least monthly.
Review and implement guidelines for the entire athletic program.
Engage in decision-making regarding all issues related to the athletic program.
Hold regular open meetings, at least monthly.
Note: When a decision needs to be made, the eight board members will attempt to reach consensus agreement on the issue, working to some type of compromise that will be fair for everyone. Eventually a vote may need to be taken on some issues. In the event of a tie, the issue will go to the Principal for the tiebreaking vote.
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3) Coaching Guidelines | Provide a regular presence at games and other athletic program sponsored events.
Oversee the organization and management of responsibilities for all home games.
Regularly report to the School Board regarding athletic activities, finances, etc.
*At times we have more than one volunteer willing to assume coaching responsibilities. In those cases, the Athletic Director, along with a sub-committee of association board members, will interview all head coach volunteers. This committee will then make recommendations to the Athletic Board regarding head coach and assistant coach selections, and a final recommendation will then be made to the Principal. Board members actively seeking a coaching position in such cases will be excused from the selection process.
Factors to be considered when selecting new coaches:
Criteria as listed above.
Parent of a player on the team selected over a non-parent.
Previous head coaching experience in the sport being considered.
Other relevant coaching experience as reflected on the coaching application.
Assuming all candidates meet the criteria, if more than one person wants to coach a particular team, the board sub-committee would select a parent over a non-parent. If both candidates are parents, or both are non-parents, then all previous head coaching experience would be considered. If the candidates are still equal, then other coaching experience will be considered.
Guidelines for assigning returning coaches:
Coaches must show a commitment to learn more about coaching their sport. This can be done through clinics, classes, seminars and other such learning opportunities. Coaches should provide a list of all such activities each year.
Coaches are required to apply for coaching positions on a yearly basis.
Whenever possible, a coach should have only one team in a sport/program.
If two coaches are entitled to a team, due to the combination of teams or some other reason, a parent of a player on the team will be entitled to the team over a non-parent. If both coaches are parents, or both are non-parents, the coach with the longer period of quality head coaching service in that sport in the St. Mary Athletic Program will be entitled to the team. If still, equal, then other coaching experience will be considered.
Coach Qualification
All coaches are required to attend the Protecting God’s Children Workshop prior to assuming their coaching responsibilities.
Coaches’ Responsibilities
A. Coaches will conduct themselves in a professional manner at all times.
B. Coaches will not allow unsportsmanlike conduct from their players.
C. Coaches will promote respect for others, including officials, opposing teams, spectators.
D. Profanity will not be tolerated by coaches or players.
E. Coaches are responsible for being at the gym 15 minutes before the start of all practices.
F. Coaches are responsible for being at all games at least 20 minutes before the game is scheduled to start.
G. Coaches should attend at least one clinic per year to continue to develop their skills.
H. Coaches will teach the proper rules for the sport.
I. Coaches are responsible for staying after practice until all players who need rides are picked up by their parent or other designated, responsible adult.
J. Coaches will not exceed the maximum games allowed by grade, according to the schedule guidelines set forth by the Diocese of Joliet.
K. Coaches will complete the Protecting God’s Children Workshop.
L. Coaches will use the Mission Statement and Program Philosophy as their guideline in all their dealings with their players.
M. Coaches are forbidden to use intoxicating beverages in the gym or on parish property. The use of illegal substances is forbidden at all times.
N. Coaches must read and sign the Coaches Agreement and Code of Conduct Pledge. O. Coaches will abide by the guidelines for use of the gym.
P. Coaches must have the student medical permission slips with at all team gatherings.
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4) Coaching and Team Structure | 4) Coaching and Team Structure
Coaches – Single Team
There will be one "head coach" per grade level, per sport, and at least one assistant coach. The coaches will be selected by the Athletic Board as outlined above.
Coaches – Split Teams
At grade levels where it becomes necessary to divide into two teams, there will be at least three assistant coaches reporting to the head coach, allowing a minimum of two coaches per team. The head coach is responsible for both teams, and the teams will practice together whenever possible. The head coach should assign an assistant head coach to oversee the additional team.
Split Teams
Teams with 16 players or more will be split. When deemed necessary, the athletic director will arrange for a talent evaluator, knowledgeable in the sport, to assist the coaching staff in the evaluation of talent on the grade level to be split and recommend the division of team players. The evaluator should be independent of St. Mary School and have no affiliation with the players or coaches.
A. 5th and 6th Grades: Dividing of teams will be done to balance the ability of the students as evenly as possible between two teams.
B. 7th and 8th Grades: Dividing of teams will be split A-B according to ability and skill.
Playing Time
The following guidelines determine how playing time is allocated.
For 5th and 6th Grades:
Coaches will distribute playing time to all players as evenly as possible and practical. The emphasis at this level is on the basic skill development of the player.
For 7th and 8th Grades:
Playing time will be based on skill, attendance at practice, effort and attitude. Players will be treated fairly. The level of play is competitive.
Coach Coverage at Functions
There will be at least two coaches present at all practices, games, or functions. In the absence of one coach, a parent may substitute.
Player Borrowing
If a team is able to field enough players for a game (7 in volleyball, 6 in basketball), player borrowing is not allowed. If circumstances arise that clearly indicate that it is unlikely that enough players will be available for a game, a player(s) may be borrowed to allow the team to meet its roster needs. Borrowing is only allowed from a lower grade team, and should be from the next grade lower whenever possible. Borrowed players should only participate if absolutely needed and at the borrowing coach’s discretion; playing time should always be given to the grade-level roster players first. "Borrowed" players MUST be registered in the St. Mary School Athletics Program and be on an active roster for the current sport/season.
Borrowing from a team at the same grade level in the same conference is not permitted. Borrowing from a team at the same grade level in a different conference is allowed with the consent of the Athletic Director.
All borrowing will be coordinated through the head coaches of the teams involved. Should a long term or permanent borrowing circumstances develop, the head coaches shall develop a plan to address the need and will inform the Athletic Director. The plan must get approval prior to implementation. Head coaches of teams having 8 or fewer roster players are encouraged to develop a borrowing plan prior to the actual need.
Diocesan guidelines pertaining to the maximum number of gatherings per week and games per season for individual players are still applicable. It shall be the head coaches’ responsibility to insure the student does not exceed the guideline.
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5) Athletic Eligibility Standards | | Participation in extracurricular activities assumes that students fulfill academic requirements first. Students must maintain an overall "C" average in all subject areas, to participate in the athletic program. Furthermore, they may not receive an "F" in any one subject at evaluation time (Progress Report & Report Card). Failure to maintain the above criteria will result in the student being placed on probation for two weeks. During this time, the student will not be allowed to attend practices or to participate in games. If the minimum requirement is achieved at the end of the two weeks, the probationary student will be reinstated in the program. Attendance in class is an important part of academic performance. The health and physical well being of students affects their performance in school. If a student is absent from school on a given day, he/she is not eligible to participate in any extra curricular activity during that 24 hour period. Students must be in attendance at the end of the school day for eligibility to be granted; leaving early is considered an absence. An absence on Friday renders a student ineligible for all weekend activities. An absence on the last day before a break renders a student ineligible for activities during the break. Absence from school due to attendance at school approved educational activities or funerals does not affect extracurricular activity eligibility.
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6) Student Athlete and Parent Responsibilities | Student Athlete’s Responsibilities
A. Students will be at the gym ready to play at the time practice is scheduled to start.
B. Students will be at games at least 20 minutes before the scheduled start.
C. Students will display respect for authority at all times for coaches, referees, and parents.
D. Students will show proper respect for opposing teams and spectators, as well as showing respect for property.
E. Students will display sportsmanlike behavior at all times.
F. Students are responsible for caring for their uniform according to the manufacturer’s instructions.
G. Students are responsible for returning their uniform to their coach at the last game of the season.
H. Students are expected to attend all practices. If the student cannot attend practice, he or she will notify the coach in advance.
I. Students will be expected to pay attention at practice and put forth their best efforts.
J. Students are required to arrive for all games wearing the school provided uniform in order to be eligible to play.
K. Students will not wear jewelry at practices or games.
Parent’s Responsibilities
A. Parents are responsible for registering, completing the Parental Permission form and paying all fees at the time of registration.
B. If required, parents are responsible for a uniform deposit.
C. Parents are responsible for having their children picked up promptly after practice.
D. Parents are responsible for seeing that the players have the necessary equipment for the particular sport.
E. Parents are expected to display sportsmanlike conduct at all games.
F. Parents will be assigned seasonally to help in the concession stand, at the gate, scorer’s table, as line judge, setup, or cleanup. Assignments are made by the board’s special events/ fundraising coordinators. A schedule will be made available in advance. If unable to work as assigned, a parent is responsible for finding a replacement.
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7) Diocesan Guidelines | Maximum Games Allowed
For all grades/sports, gatherings are limited to 4 per week. A gathering is defined as a game or a practice.
The maximum games allowed varies by grade/sport, as follows: Volleyball : 5th & 6 th Grades: Students can play in a maximum of 15 games per season.
7th & 8th Grades: Students can play in a maximum of 20 games per season.
Basketball: 5th Grade: Students can play in a maximum of 15 games per season.
6th Grade: Students can play in a maximum of 20 games per season.
7th & 8th Grades: Students can play in a maximum of 26 games per season
Tournaments are included in the number of games allowed, but count only as the number of games guaranteed.
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8) Conduct Problem Resolution | Conduct Problem Resolution with a Student Athlete
A. Notification in writing by the coach to the parents that a problem does exist; the notification must be factual and non-judgmental.
B. If notification is not enough to encourage proper behavior; the student, coach, parents, and Athletic Director will meet to discuss possible remedies.
C. If the remedies suggested by the meeting of concerned parties mentioned above are ineffective, the parties will meet with the Athletic Director and Athletic Board to discuss other avenues of resolution. The Athletic Board will make its recommendation to the Principal.
D. If, after all the above steps have been taken, and a solution has not been reached that is mutually agreeable to all of the parties involved, the School Board may consider the issue in consultation with the Principal.
In summary, conduct problems on behalf of an athlete should first be addressed Coach and Player. If resolution is not reached, the issue should then be addressed Coach and Parent. The Athletic Director will become involved if the Coach-Parent-Player discussions bring no resolve. Ultimately, problems will be referred to the Principal and the St. Mary School Board for final resolution, if necessary.
Parental Concerns or Complaints
A. Notification in writing by the parent to the coach that a problem does exist; the notification must be factual and non-judgmental.
B. If notification does not resolve the matter, the parent, coach, and Athletic Director will meet to discuss possible remedies.
C. If the remedies suggested during the meeting of the concerned parties mentioned above do not resolve the problem, the parties will meet with the Principal to discuss other avenues of resolution.
D. If, after all the above steps have been taken, and a solution has not been reached that is mutually agreeable to all of the parties involved, the School Board may act on the problem.
In summary, parental concerns should follow a similar path to conflict resolution. Any concerns should first be addressed Parent and Coach. If no resolve is seen, a Parent and Athletic Director meeting will occur, and the AD will work with the parties involved to find a solution. Ultimately, parental concerns will be referred to the Athletic Board and the Principal for final resolution, if necessary.
Violation of Rules or Policies by a Coach or Coaches
A. The coach or coaches will be spoken to by the athletic director and a letter addressing the violation(s) will be sent to the coach(es) involved.
B. A second offense of the same or other rules will result in a one game suspension for the coach(es) and require the coach(es) attendance at a board meeting to discuss the situation with the athletic board.
C. A third offense by the same coach(es) will result in termination of their coaching privilege and responsibilities at St. Mary School for one calendar year.
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9) Guidelines for Use of Gym | Supervision
In an effort to maximize the use of St. Mary Parish Center and to preserve the safety and welfare of the children, the following guidelines have been developed regarding the use of the gym:
A. Coaches must always arrive early, and should always be the first person(s) in the gym.
B. No children shall be in the gym unsupervised.
C. It is the responsibility of the coach to ensure that the children enter and exit the gym appropriately and that they remain in the supervised gym area and do not play in the hallways, on the stage, or in the Franciscan room during practices.
D. There is a telephone in the hallway. In the event of an injury, emergency service shall be called by dialing 911. The parent or guardian of the injured player shall also be called.
Responsibilities
Prior to leaving the gym, the following shall be completed:
A. The gym, washrooms, stage area and locker rooms should be checked for persons or personal items, gym clothes, equipment, etc.
B. All gym doors should be checked and secured.
C. Lights (gym, hall, bathrooms, etc.) should be turned off.
D. The gym shall be checked for debris. All debris shall be placed in the proper receptacle.
E. All equipment shall be returned to the proper storage location.
F. The coach should be the last person to leave the gym after practices.
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10) Administration of Home Games | Event Coverage
It is the responsibility of the Athletic Board to provide adequate coverage for all tasks required in sponsoring athletic contests in our Parish Center . The Special Events Coordinators will organize and coordinate teams consisting of Board Members and parent volunteers to provide support.
All parents of an athlete participating in the season sport are eligible and required to assist in a fair share of home game coverage duties.
Cash Handling
All cash handling will be managed by the supervising Board Member at each home event, using the following procedure:
A petty-cash balance of $100 will be maintained in the Athletic Association cash box for home games. The box will be kept in a locked closet on school property between games.
The Event Reconciliation Sheet will be completed by the supervising board member, recording all gate receipts and concession profits.
Officials’ fees will be subtracted from the gate/concession balance for the night.
A deposit will be prepared for the remaining total balance, and an after-hours deposit will be made into the Athletic Association account immediately after each home game.
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