TRAINING COORDINATOR TRAINING

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1 TRAINING COORDINATOR TRAINING 1. Role of Training Coordinator: Responsible for all sports training for athletes and coaches in the local program. As a sports organization, our main focus should be to assure that our athletes have the best training possible for them to succeed in sports. Quality trained coaches are the key to making that happen. As Training Coordinator, it will be important for you to focus on making sure all coaches receive appropriate training, maintain required certifications and athletes have quality training sites, sports equipment and complete minimum training requirements prior to participating in competitions. 2. Ensure all sports have sufficient coaches to support training and competition requirements Every sport offered by the program must have at least one certified coach. In addition, there is a 1 coach to 4 athlete ratio which must be maintained at all times, including at training sites, when traveling and participating in any competitions, etc. To be included as part of the 1:4 ratio, the coach or volunteer must be a registered SOPA volunteer with a current Criminal Record Check (CRC) At the beginning of each sports season, it will be important to sit down the head coach of each sport to review their current training schedule to ensure they have a minimum of 8 weeks of training scheduled. Since every athlete must have 8 weeks of training before competing, you should establish a training schedule of 10 weeks to allow at least 2 weeks extra in case an athlete misses a practice or two. If you do not have sufficient coaches and volunteers to support the training and competitions being schedule, then you should be talking with your Volunteer Coordinator to assist in finding additional volunteers. While it is only required that you have one certified coach per sport, it is highly recommended that you get additional coaches certified to ensure that athletes do not miss competition opportunities because of lack of coaches able to attend competitions with them. Even if your certified coach is available and has committed to attending a competition, you can t predict illnesses, change in work schedules, etc. which could change those plans. So having multiple certified coaches for each of your sports should be one of your goals. Included in your handbook are sections on 1.) Steps to Becoming a Certified Coach 2.) Training School Registration Guidelines and 3.) Review of the Coaches Education system.

2 Each sport is required to have at least one certified coach. 1 Coach to 4 athlete ratio Minimum 8 training sessions prior to competitions Coaches Education System Expectation to move forward and attend advanced competitions 3. Ensure adequate training sites are secured for each sport and all needed equipment is available The Training Coordinator should take the lead in arranging training sites for all sports as well as making sure the coaches have all the sports equipment needed. When finalizing the details to establish a training site and schedule, it is important to know that you CANNOT sign any agreement or contract with a facility on behalf of your program. The President of SOPA is the only person who is authorized to sign agreements and contracts so if the facility you are working with requires this documentation or a Certificate of Insurance you will need to contact your Program Manager and follow procedures for processing contracts and agreements, a copy of which is in your handbook. Because it takes a few days to get the required signatures, it will be important to your start early to allow sufficient time to process any agreement or contract. You should strive to provide the athletes and coaches with high quality training facilities as well as good sports equipment. A good Training Coordinator maintains an inventory of all sports equipment. To do that, it is recommended that you issue sports equipment to your coaches at the beginning of the sports season and have it returned to you at the end of the season. Many local programs do rent a storage unit to store their equipment and depending on the number of sports and amount of equipment your program has, you may need to ask your management team to consider options for storing of equipment. Facility Agreements or Contracts SOPA President is only authorized signer Contact Manager for proper procedures. Quality Training Sites Inventory of equipment 4. Along with the Competition Coordinator, host pre-season coaches meetings All programs should be hosting a coaches meeting prior to each sports season. Your meeting should include a review of all pertinent policies and procedures, review the training schedules, review competition opportunities for each sport and confirm participation, and review reporting and registration deadlines. It is highly recommended that a Coaches Handbook be developed so that coaches not only understand the expectations going into the season but also provides them with a resource to important information. Review polices and procedures Training schedule Upcoming competition opportunities

3 Share registration deadlines and locations for upcoming competitions Coaches handbook 5. Regularly visit and evaluate training sites to assess the appropriateness of training And ensure the athlete documentation is maintained Included in your handbook is a training site checklist which can be used to help you in evaluating your training sites. In addition, to making sure the facility is safe and adequate, it is important for you to observe how your coaches conduct their training and interact with the athletes. There are 5 specific areas which you need to check to ensure that your program is in compliance with SOPA policies and procedures. They are: 1. Coach has an updated copy of every athlete s medical (AKA Application for Participation) 2. First Aid Kit available to coach 3. Attendance records are being maintained 4. Athlete performance records are being maintained. 5. 1:4 Ratio is being maintained As Training Coordinator, you should always be looking for additional coaches and opportunities to establish new training sites in other areas of your program s geographic area which will be helpful in bringing more athletes into your program. If funding for new training sites is a concern, some programs request their training sites to do one fundraiser each year to help in funding their training site. When exploring options for new training sites, be sure to discuss the issue with your management team. Athlete Medical for every athlete First aid kit Attendance records (for Training Numbers) Athlete performance records (scores, times etc.) 1 to 4 ratio 6. Ensure all coaches receive and maintain sport specific knowledge and understanding, including Special Olympics sports certifications, re-certifications and required non sports trainings As Training Coordinator it is important that you run coaches reports and are aware of when coaches certifications expire and training is needed. You will also receive regular communications from SOPA regarding Coaches Training Schools which are being scheduled. Monitor coaches certifications Communication of SOPA training schools to coaches How to host local coaches training schools o Contact SOPA to coordinate Required non-sports trainings o General Orientation, Protective Behaviors, Etc.

4 7. Ensure all coaches submit required paperwork to confirm training requirements and to properly register athletes for competitions Maintaining training attendance records is important to confirm that athletes have completed their minimum 8 weeks of training before competing as well as makes it easy for you to complete and submit your training numbers at the end of the season. Training numbers are used by SOPA to determine your program s initial allocations for state competitions. If your programs fails to submit training numbers, it will result in your program not receiving any initial allocations and will most likely limit your ability to get the number of allocations you need to accommodate the athletes in your program. Equally as important as submitting your training numbers is the need to have coaches maintain a record of athlete performance (times, distances, etc.) so that when registering athletes for competitions this information can be provided so that all athletes are properly divisions for all competitions including Local, Invitational, Sectional, State Competitions, National Games and World Games. Training Numbers Maintain training attendance records Due at the end of each sports season Accurate recording of athlete performance Times, distances, etc. Q & A Where do I find coaches information on the SOPA website? There are several sections under the Coaches tab which would be helpful for you to review. What do I do now? Pre season planning Site contracts Coaches Meeting Coaches training In season needs Communication with Coaches Site Visits Post season planning Season Wrap Up Planning now for next season Submit training numbers

5 Resource Info Training Coordinator Handbook SOPA Monthly Communication to Local Programs- The Monthly Update SOPA Database including Resource Tab SOPA Annual Leadership Conference SOPA Website SOI Website Staff Go to Click on Contact Us Click on Staff Specific Contacts Important to the Training Coordinator Program Manager Field Director Thank You for Participating! If you have any questions or need clarification on any of the information presented, please contact your Field Director.

6 Training Coordinator- Position Description Responsible for all aspects of sports training for local program coaches and athletes. Responsibilities Ensure that the mission of Special Olympics Pennsylvania is understood by all coaches and athletes. Ensure that all coaches and athletes understand the Special Olympics Pennsylvania Code of Conduct and conduct themselves at all times with the highest standards of ethics. Ensure all Special Olympics Inc. and Special Olympics Pennsylvania policies, procedures, guidelines and objectives are clearly understood. Regularly attend local program management team meetings. Obtain permission and receive training for the use of the SOPA database. Ensure all sports have sufficient coaches to support training and competition requirements. Ensure adequate training sites are secured for each sport and all needed sports equipment is available. Along with the Competition Coordinator, host pre-season coaches meetings. Regularly visit and evaluate training sites to assess the appropriateness of training and ensure that athlete documentation is maintained. Assist in establishing a local program Training and Competition Committee and serve as Chairperson. Ensure all coaches receive and maintain sport specific knowledge and understanding, including Special Olympics sports certifications, re-certifications and required non-sports trainings. Ensure all coaches submit required paperwork to confirm training requirements and to properly register athletes for competitions. Assist in ensuring your program meets the Minimum Standards for Accreditation as it relates to training. Present a training budget to be reviewed and approved as part of the local program budget. Reporting Requirements Training Portion of the Annual Program Budget Training Numbers Report to SOPA at the end of each sports season Sports Training Applications for Coach Certifications and Re-Certifications Monthly update to the Local Program Management Team