SWEETWATER UNION HIGH SCHOOL DISTRICT
HUMAN RESOURCES DEPARTMENT General Information:
1130 Fifth Avenue Phone: (619) 691-5530
www.suhsd.k12.ca.us Chula Vista, CA 91911-2896 FAX: (619) 420-6836
Ray Osuna Rita Beyers, Director Fred Ferguson, Director Sharon Vega, Manager Kathy Dahlen, Director BTSA Induction
Associate Superintendent Certificated Personnel Classified Personnel Employee Benefits Labor Relations Peer Assistance Review
PH: (619) 585-6010 PH: (619) 585-6001 PH: (619) 691-5504 PH: (619) 585-4420 PH: (619) 691-5525 PH: (619) 628-3049
FAX: (619) 420-6836 FAX: (619) 420-6836 FAX: (619) 420-6836 FAX: (619) 420-2421 FAX: (619) 427-9872 FAX: (619) 424-8732
Date: August 3, 2004
M E M O R A N D U M
(Revised )
To: Principals, Assistant Principals of Student Activities, & Athletic Directors
From: Ray Osuna, Executive Director, Human Resources
Re: Clearing Athletic Coaches & Trainers for Participation in Sports Activities
Recently, an internal audit was conducted to review the current process for clearing athletic
coaches, walk-on coaches, athletic trainers and volunteer coaches for employment. The audit
identified an overall error rate of 56% non-compliance.
Principals are ultimately responsible for assuring that all those involved in coaching, or otherwise
supervising athletic activities in which students of his/her school participate, possess necessary
current certification.
In order to fulfill this responsibility, the following procedures must be followed:
Principal or designee must meet with his/her athletic director prior to each sports season
(3 times per year) to review the coaching staff roster for the upcoming sports season.
o Each person on the coaching list must be certified to participate before practice
commences for each season.
o Practice commences for each of the three seasons in 2004-2005 on the following
dates:
Year Round Schools
August 4, 2004 (Fall Season)
November 13, 2004 (Winter Season)
February 19, 2005 (Spring Season)
“Maximizing achievement for South County 7th – 12th grade students and adult learners”
_________________________________________________________________________________________________________
“The Sweetwater Union High School District does not discriminate with regard to sex, race, religion, color, national origin, ancestry/ethnicity, marital or parental status, age, physical or mental
disability, sexual orientation, or any other unlawful consideration.” SUHSD Board Policy #2224
Clearing Athletic Coaches & Trainers
for Participation in Sports Activities Page 2
Traditional Schools
August 17, 2004 (Fall Season)
November 13, 2004 (Winter Season)
February 19, 2005 (Spring Season)
Principal must assure that each athletic director periodically attend practice for each sport
and observe personnel who are actually participating with students in the sport. Any
person who cannot be identified from the coaching staff roster should not be participating
with students.
All paid coaches, athletic trainers, volunteer coaches, and cheer coaches and advisors paid
by booster clubs must go through Human Resources to be cleared to participate in each
sport season. Upon clearance, each individual will receive an “authorization to coach”
card (blue card) which includes an expiration date. Upon expiration, that individual is no
longer eligible to participate in the sport.
Human Resources will send employment/volunteer packets to each school site for
distribution.
Human Resources will maintain regular hours for paid coaches, athletic trainers, cheer
coaches and volunteer coaches to go through the clearing process.
Tuesdays 8:00 – 10:30 a.m.
Thursdays 1:00 – 3:30 p.m.
Exceptions:
Thursday August 5, 2004 3:00 – 6:00 p.m.
Thursday November 4, 2004 3:00 – 6:00 p.m.
Thursday February 10, 2005 3:00 – 6:00 p.m.
(These exceptions are made to accommodate the processing of coaches prior to
the three sports seasons.)
These guidelines must begin at the start of year round school. Immediate action must be
taken to ensure the health, safety, and well being of all students.
Attached: CIF Master Calendar for 2004-05
Sample Coaching Roster
CPR & First Aid Class Schedule
Roles & Responsibility Lists
C:\Documents and Settings\brannenj\Desktop\m-clearing coaches.doc
ROLES & RESPONSIBILITIES IN THE COACH CLEARING PROCESS
Principal or Assistant Principal (AP) of Student Activities
Principals are ultimately responsible for assuring that all those involved in coaching, or
otherwise supervising athletic activities in which students of his/her school participate, possess
necessary current certification.
___ Meet with Athletic Director & Head Coach prior to each sports season.
___ Review & verify coaching staff roster for each sports season.
___ Check coaching staff roster against HR Master Coach Roster on First Class Conference.
___ Notify Athletic Director & Head Coach of incomplete status for coaches for that season.
___ Assure that each person listed on the coaching staff roster is certified to participate before
practice commences for each season, by verification of HR Master Coach Roster or blue
card expiration date.
___ Assure that each Athletic Director periodically attend practice for each sport and observe
personnel who are actually participating with students in the sport.
___ Assure that any person who cannot be identified from the coaching staff roster not be
allowed to participate with students.
___ Notify HR immediately if a paid or volunteer coach is released from duty for misconduct.
___ Review coaching roster at end of each school year for Fall sports season.
ROLES & RESPONSIBILITIES IN THE COACH CLEARING PROCESS
Athletic Director & Head Coach
___ Prepare coaching staff roster for each sports season.
___ Meet with Principal or AP of Student Activities prior to each sports season to review
and verify coaching staff roster.
___ Notify individual coaches of incomplete status for that season.
___ Assure that each person listed on the coaching staff roster is certified to participate before
practice commences for each season.
___ Periodically attend practice for each sport and observe personnel who are actually
participating with students in the sport.
___ Identify any person who cannot be documented from the coaching staff roster and do not
allow that person to participate with students.
ROLES & RESPONSIBILITIES IN THE COACH CLEARING PROCESS
Human Resources
___ Clear each individual coach for each season, and provide “Authorization to Coach” card
(blue card).
___ Maintain Master Coach Roster on First Class Conference for viewing by Principal,
Assistant Principal of Student Activity, and Athletic Director of each school.
___ Maintain confidential Do Not Hire list and notify Athletic Director of any individual
coach seeking employment or volunteer status whose name appears on Do Not Hire list.
___ Send employment packets and volunteer packets to each school site for distribution.
___ Maintain regular convenient hours for paid coaches, athletic trainers, cheer coaches and
volunteer coaches to go through clearing process.
Tuesdays 8:00 – 10:30 a.m.
Thursdays 1:00 – 3:30 p.m.
Exceptions:
Thursday August 5, 2004 3:00 – 6:00 p.m.
Thursday November 4, 2004 3:00 – 6:00 p.m.
Thursday February 10, 2005 3:00 – 6:00 p.m.
(These exceptions are made to accommodate the processing of coaches prior to
the three sports seasons.)
ROLES & RESPONSIBILITIES IN THE COACH CLEARING PROCESS
Individual Paid & Volunteer Coaches
___ Pick up employment packet at school site.
___ Complete all requirements on applicant checklist to coach.
Coaching Application
Complete CIF Coaching Clinic
Complete CPR and First Aid certification
Complete Drug Screen
Submit fingerprints ($52 required of paid coach)**
Complete Water Safety /Life Guard certification if participant in water sports
Code of Ethics
Emergency Authorization Card
Employee Notification of Personal Physician
JPA Booklet & Forms
Tuberculosis Skin Test or X-Ray
INS Employment Eligibility Verification (I-9)
Oath of Allegiance
Personal Data Request Form
W-4 Form
Provide copies of Social Security Cards & Driver’s License
Child Abuse & Neglect Form
___ Submit all required items to the office of Human Resources, 1130 Fifth Avenue, Chula
Vista, during prescribed hours. You may submit in person, or have someone submit for
you.
Tuesdays 8:00 – 10:30 a.m.
Thursdays 1:00 – 3:30 p.m.
Exceptions:
Thursday August 5, 2004 3:00 – 6:00 p.m.
Thursday November 4, 2004 3:00 – 6:00 p.m.
Thursday February 10, 2005 3:00 – 6:00 p.m.
(These exceptions are made to accommodate the processing of coaches prior to
the three sports seasons.)
___ Carry “Authorization to Coach” (blue card) with you while on duty.
___ Assure that all of your requirements are up-to-date before each sport season practices
commence.
** If volunteer coach is converted to paid coach, individual must reimburse the District for
fingerprint fees ($52) and Tuberculosis results ($6), if applicable.