1. Developing a Policies and Procedures Manual Boyd Epley, MEd, CSCS, FNSCA John Taylor, MS; CSCS,*D; CP; FNSCA chapter 22 Developing a Policies and Procedures Manual

2. Chapter Objectives Develop goals and objectives of a strength and conditioning program. Define job duties of various strength and conditioning positions. Understand policies of a strength and con- ditioning facility that help to achieve the goals and objectives. Understand administrative decisions that lead to a safe and effective program. Create a policies and procedures manual.

3. Key Terms policies: A facility’s rules and regulations; they reflect the goals and objectives of the program. procedures: Procedures describe how policies are met or carried out.

4. Section Outline Mission Statement and Program Goals

5. Suggested criteria for an effective mission statement (according to the Drucker Foundation): –Is short and sharply focused –Is clear and easily understood –Defines why we do what we do; why the organization exists –Does not prescribe means –Is sufficiently broad –Provides direction for doing the right things –Addresses our opportunities –Matches our competence –Inspires our commitment –Says what, in the end, we want to be remembered for

6. Mission Statement and Program Goals The following is an example of a holistic mission statement of a strength and conditioning program: –“To provide to athletes the means by which they can train consistently, sensibly, and systematically over designated periods of time in a safe, clean, and professional environment to help prevent injury and improve athletic performance.”

7. Key Point A mission statement provides focus, direc- tion, and a sense of purpose for a strength and conditioning program. The most foun- dational goal of a strength and conditioning program is to improve athletic performance.

8. Section Outline Program Objectives

9. Following is a sample list of objectives to reach program goals: –Design and administer strength, flexibility, aerobic, plyometric, and other training programs that reduce the likelihood of injuries and improve athletic performance. –Develop training programs based on biomechanical and physiological differences among individual athletes, taking into consideration their ages, sex, training status, physical limitations, and injury status. (continued)

10. Program Objectives Following is a sample list of objectives to reach program goals (continued): –Recognize acute and chronic physiological responses and adaptations and their implications for the design of sport-specific training programs. –Educate athletes on the importance of good nutrition and its role in health and performance. –Educate athletes about the effects of performance- enhancing substances and their abuse, relevant school policy, legislation, and safe and viable alternatives.

11. Section Outline Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff –Strength and Conditioning Director (Head Strength and Conditioning Professional) –Assistant Strength and Conditioning Professional –Facility Supervisor

12. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Job responsibilities vary according to the institution. Consult the Strength and Conditioning Professionals Standards and Guidelines manual when developing job descriptions and responsibilities.

13. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Strength and conditioning practitioners should –achieve and maintain professional certifications, –meet continuing education requirements, –follow a code of ethics, and –consider obtaining the CSCS credential offered through the NSCA Certification Commission.

14. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Certified Strength and Conditioning Specialists –apply foundational knowledge to assess, motivate, educate, and train athletes for the primary goal of improving sports performance; –conduct sport-specific testing sessions; –design and implement safe and effective strength training and conditioning programs; –provide guidance about nutrition and injury prevention; and –refer athletes when appropriate.

15. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Strength and Conditioning Director (Head Strength and Conditioning Professional) –This person is responsible for the overall strength and conditioning program, facility, equipment, staff, and such administrative tasks as preparing a budget, purchasing equipment, preparing proposals, and working with the school administration and media.

16. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Assistant Strength and Conditioning Professional –This person is responsible for many of the same duties as the director but is usually only directly responsible for a limited number of teams, not the whole program.

17. Job Titles, Descriptions, and Duties of the Strength and Conditioning Staff Facility Supervisor –This person is usually a part-time staff member, often an exercise science student, who is respon- sible for observing activities within the strength and conditioning facility and cleaning and maintaining its equipment. –Also assists the director and the assistant strength coaches when necessary.

18. Key Point The roles and responsibilities of strength and conditioning staff members should be distinct and clearly communicated.

19. Section Outline Staff Policies and Activities –Orientation Meeting –Annual Plan –Budgetary Issues –Staff Facility Use –Staff Workout Times –Relationships With Athletes and Other Staff Members (continued)

20. Section Outline (continued) Staff Policies and Activities –Staff Professional Goals –Posted Messages and Signs –Touring the Strength and Conditioning Facility –Approved Exercises, Techniques, Spotting Guidelines, and Safety Equipment –Testing Procedures and Schedule –Workout Sheet –Records and Awards

21. Staff Policies and Activities Orientation Meeting –Held at the beginning of the school year or sport season, for athletes and coaches –Director provides phone numbers and explains services, training schedules, facility rules, disciplinary action, awards, and emergency procedures

22. Staff Policies and Activities Annual Plan –Allows the strength and conditioning professional to foresee and plan for upcoming projects –An approach to creating the first annual plan: List projects in advance for all 12 months. Include special events and a list of “to dos” for each month. Identify which staff member should handle which project. Prioritize the list. Discuss or cover the list with the staff. Review the month when it is over. Update the list for next year.

23. Staff Policies and Activities Budgetary Issues –The strength and conditioning professional should be prepared to provide the athletic director with the strength and condition- ing budget, including new equipment needed. Staff Facility Use –The director and assistant strength and conditioning profes- sionals typically have full access within their discretion. Staff Workout Times –If possible, staff should work out when sport teams are not in the facility. Staff should never work out when a team for which that staff member is responsible is training.

24. Staff Policies and Activities Relationships With Athletes and Other Staff Members –Refrain from having personal relationships with athletes or other staff members. –Refer distressed athletes to an appropriate professional—do not attempt to provide counseling. Staff Professional Goals –Continuing education is a necessary part of maintaining certification and reducing liability exposure. All staff should make a daily effort to increase their knowledge. Posted Messages and Signs –Post updated notices on a central bulletin board.

25. Staff Policies and Activities Touring the Strength and Conditioning Facility –Large groups/general public –Guests of the athletic director or strength coach –Recruits or other special guests Approved Exercises, Techniques, Spotting Guidelines, and Safety Equipment –For each exercise on sport teams’ workout sheets, the director should provide instruction on how the technique should be taught to athletes. –All training programs designed by staff should be kept on file. –All staff members should be willing to spot when necessary.

26. Staff Policies and Activities Testing Procedures and Schedule –Plan at the beginning of each semester or sport season –At the very least, the strength and conditioning staff needs to do the following: Determine the overall testing schedule based on number of athletes and available staff. Reserve the facility (if applicable). Notify the athletes and coaches of the dates and times of testing. Prepare the facility and equipment for testing. (continued)

27. Staff Policies and Activities Testing Procedures and Schedule –At the very least, the strength and conditioning staff needs to do the following (continued): Notify the school sports information department of dates, times, location, and so on, so that video or photos can be taken of new records or selected performers (if applicable). Develop data collection sheets for each athlete. Explain to the athletes any safety tips, scoring methods for tests, traffic flow procedures, and practice opportunities.

28. Staff Policies and Activities Workout Sheet –Workout sheets are created by different processes, depending on the program. –All staff members should be familiar with all exercises on the sheet and should advise the athlete not to perform exercises that are not listed. Records and Awards –Develop a strategy for encouraging optimal performance and rewarding accomplishment and effort. –Awards that go only to a few should be balanced with ways in which other athletes are rewarded.

29. Key Point Adherence to a facility’s written policies and procedures is integral to the achievement of the strength and conditioning program’s goals and objectives.

30. Section Outline Facility Administration –Access to and Supervision of the Facility Preparticipation Requirement for Student-Athletes Eligibility Criteria Action for an Ineligible Person –Telephone and Music System Use –Facility Rules and Guidelines –Emergency Procedures Building Evacuation Plan Accidents and Injuries Fire Tornadoes and Severe Weather First Aid Kit

31. Facility Administration Access to and Supervision of the Facility –Preparticipation Requirement for Student-Athletes Before an athlete is allowed access to the strength and conditioning facility, preparticipation screening and clearance must be required.

32. Facility Administration Access to and Supervision of the Facility –Eligibility Criteria Full- or part-time student-athletes participating in an athletic department-sponsored sport Incoming and just-transferred student-athletes who have registered for school and have confirmation of team status as designated by the head sport coach Students in physical education classes (continued)

33. Facility Administration Access to and Supervision of the Facility –Eligibility Criteria (continued) All athletic department coaching and administrative staff All sports medicine department staff Alumni athletes who participated in an athletic department- sponsored sport and completed their eligibility Individuals and groups approved by the athletic director or strength and conditioning director

34. Facility Administration Access to and Supervision of the Facility –Eligibility Criteria Criteria to determine whether outside organizations can use the facility include the following: –Use must be preapproved by the athletic director. –Use must be preapproved by the strength and conditioning director. –The program or session must be supervised by strength and conditioning department staff. –The program or session must be scheduled during off-hours when athletes are not present. (continued)

35. Facility Administration Access to and Supervision of the Facility –Eligibility Criteria Criteria to determine whether outside organizations can use the facility include the following (continued): –The individual or organization must supply written proof of additional liability insurance. –All participants must sign a release agreement form. –All participants must follow the rules and regulations of the strength and conditioning facility. –The athletic director and the strength and conditioning director have the right to limit an individual’s or group’s access, if warranted.

36. Facility Administration Access to and Supervision of the Facility –Action for an Ineligible Person If a person who has not been approved for access is in the facility, it is the staff’s duty to explain the eligibility criteria to that person. Student facility supervisors should not attempt to determine the eligibility status of a person who wants to access the facility.

37. Facility Administration Telephone and Music System Use –Telephone should be used only by staff. –The music system should be operated only by staff, who should control the music selection unless a consensus can be reached by sport teams training. Facility Rules and Guidelines –Rules should be posted and enforced. The director may want to require athletes to sign and date a copy of the rules to acknowledge that they understand and agree to them.

38. Facility Administration Facility Rules and Guidelines –Disciplinary actions First offense: a verbal warning by a staff member, an explanation of the nature and importance of the rule or guideline that was broken, and a reminder of the disciplinary action that will result from a second offense Second offense: dismissal from the facility for one day, documentation of the offense by the staff member, correspondence with the athlete’s sport coach, and a reminder of the disciplinary action that will result from a third offense (continued)

39. Facility Administration Facility Rules and Guidelines –Disciplinary actions (continued) Third offense: dismissal from the facility for one week, documentation of the offense by the staff member, correspondence with the athlete’s sport coach, and a reminder of the disciplinary action that will result from a fourth offense (continued)

40. Facility Administration Facility Rules and Guidelines –Disciplinary actions (continued) Fourth offense: dismissal from the facility for the remainder of the year, documentation of the offense by the staff member, correspondence with the athlete’s sport coach and the athletic director, and a reminder of the disciplinary action that will result from a fifth offense Fifth offense: permanent dismissal from the facility, documentation of the offense by the staff member, and correspondence with athlete’s sport coach and the athletic director

41. Facility Administration Emergency Procedures –Building Evacuation Plan Emergency plans should be rehearsed on a regular basis. –Accidents and Injuries In case of accident, notify the director, sports medicine department, and campus security (if applicable). If there is any question about the severity of the injury, do not hesitate to call the emergency response number.

42. Facility Administration Emergency Procedures –Fire Staff should know the location of the fire extinguisher in case of a small, contained fire. In case of a larger fire, staff should pull the alarm and evacuate the building according to the evacuation plan. –Tornadoes and Severe Weather It is the staff’s responsibility, with direction from campus security, to determine what to do and where to go during severe weather.

43. Facility Administration Emergency Procedures –First Aid Kit Staff should know the location of the first aid kit. It is the staff’s responsibility to make sure that the first aid kit has the materials necessary to deal with all types of injuries.