1. Handbooks, Policies &
Procedures
Dr. David Hoch, CMAA
National Athletic Directors‟ Conference
December 15, 2013

2. Policies
• Emanate from board or
superintendent levels
• May ask athletic
administrator for data &
input
• Writing a draft may be
AD‟s responsibility
• Need to communicate
policies to
athletes, coaches &
parents

3. Procedures
• Are guidelines, step-bystep directions based
upon policies
• Normally created by
athletic administrator
• Have to be
communicated to
athletes, coaches &
parents

4. Handbooks
• A vehicle to communicate &
educate a segment of your
shareholders
• Created by athletic administrator
• Approved by principal or
superintendent; initialed & dated
• Should include
policies, procedures & all
materials pertinent to your
program

5. All Handbooks
• Should be the ultimate resource
or reference
• Can eliminate phone call &
questions by educating parents &
coaches to look in the handbook
• Need to constantly update
handbooks; cover loopholes, new
developments
• Should include every
form, guideline & procedure you
use

6. Updating Handbooks
• Make notes in margins with
red pen to mark items to be
improved
• Set time aside during the
summer to update handbooks
• User a folder to accumulate
notes for improvement
• Make immediate changes for
critical issues

7. Hints to Improve Writing
• Use concise style –
simple, straight-forward
sentences
• Limits paragraphs to 3-4
sentences. Easier to understand!!
• Avoid jargon & SAT words of
the week
• Use the „Journalistic Cues:
Who, what, where, when, why
and how
• Only use one tense in a
paragraph

8. More Writing Hints
• Use 2nd or 3rd person for
professional writing!
• Don‟t repeatedly use the same
word sentence to sentence or
paragraph to paragraph; use a
thesaurus
• Use Spell Check – although not
infallible
• Give yourself time (before
deadline). Good writing is rarely
achieved in one draft.
• Have someone (2-3 individuals)
proofread the document

9. Give Credit
• Borrow from colleagues
• Don‟t have to reinvent the wheel
• Do give credit – otherwise
plagiarism
• “The preceding material taken
from …”
• “This section was adapted from
…”
• “This unit was modeled after …”
• … and other “credit” statements

10. Table of Contents
• Use the normal technique –
sequential
• Also include – alphabetical
listings
• List topics under different
headings – user friendly.
• Example:
Anti-Hazing Policy
Hazing Policy
Policy covering hazing

11. Topic Examples for
Athletes‟ Handbook
•
•
•
•
•
Eligibility requirements
Pre-season paperwork
Practice expectations
Reporting injuries
Team travel
requirements
• Participation on outside
teams
• Requirements to earn a
letter
• Sportsmanship
expectations
• Athlete Code of
Conduct
• Responsibility for
uniforms & equipment
• Concussion protocols
• Dangers of energy
drinks
• The role of a captain

12. Coaches‟ Handbook
• State & district
regulations – NFHS
concussion & heat courses
• Necessary paperwork
• Team travel requirements
• Care of injuries
• Job description for
head, assistant & JV
coaches
• Supervision of locker
rooms
• Sportsmanship
expectations
• NFHS Coaches‟ Code of
Ethics
• Evaluation of coaches
• Care & inventory of
uniforms / equipment
• Media relations
• Communication with
parents

13. Parents‟ Handbook
• Athletic Mission
Statement
• Concussion protocols
• Reporting injuries
• Guidelines – contacting
a coach
• Chain of Command
• Advantages of multisport participation
• Team travel
• Postponed games
notification
• Practice requirements
• Athlete Code of
Conduct
• Dangers & reporting of
hazing, bullying &
cyber-bulling

14. In General …
• Remember – the previous lists
were not all-inclusive
• Include anything & everything
specific to your setting!
• Seek input for Coaches‟
Handbook. Input from
parents?
• Readjust page numbers when
you add sections / pages

15. Appendix
• Include all procedures,
guidelines & forms
• Provide examples of
anything that you use in
your program
• List by multiple
headings – easier to find
• Ensure that forms can
be downloaded from
website

16. Distribution
• Distributed at preseason meetings
• Available in main office
• Sent home to „selective‟
challenging parents via
Certified Mail.
• Posted on website
• Have a few in the ticket
booth?

17. Signoff Sheet
• Indicates that individual
received & read
• Does not mean that
he/she necessarily
agrees
• Have both parents sign
• Keep sheet on file
• Use this signed form as
1st line of defense

18. Policies, Procedures & Handbooks
• Policies & procedures are basic parameters for
program
• Handbooks – ultimate resource / reference
• All documents have to be well-written for
professional image
• Constant updating is critical
• Well-crafted policies, procedures and
handbooks should translate into fewer
problems