USA Volleyball Indoor High Performance Coach Manual

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2 2 USA Volleyball Indoor High Performance Table of Contents CONTACT INFORMATION...4 USA VOLLEYBALL HIGH PERFORMANCE STAFF...4 INTRODUCTION...5 COACH GUIDELINES...6 TRAVEL...6 Designated Airports...6 GROUND TRANSPORTATION...6 PARKING & PERSONAL VEHICLE USE...6 USA VOLLEYBALL PROVIDED VEHICLES...6 LODGING...7 MEALS...7 APPAREL...7 LAUNDRY...7 MOBILE & ELECTRONIC DEVICES...7 CURFEW...7 ALCOHOL, CONTROLLED & ILLEGAL SUBSTANCES...7 SOCIAL MEDIA...8 GROUP MESSAGING...8 PROGRAM MATERIALS...8 TrueSport...8 EVALUATIONS...9 COACH EXPECTATIONS PREPARATION GYM CULTURE HARD WORK ACTIONS AND BEHAVIOR OVERSIGHT OF ATHLETES ARRIVAL CHECK-IN GREETING ATHLETES AT THE AIRPORT DEPARTURE CHECK-OUT... 12

3 ATHLETE TRAVEL DELAYS & CANCELLATIONS ATHLETE COMMUNICATION & FEEDBACK ATHLETE SUPERVISION ATHLETE CURFEW & ROOM CHECKS ATHLETE ACTIVITIES OUTSIDE OF TRAINING ATHLETE ILLNESS OR MINOR INJURY ATHLETE MOBILE & ELECTRONIC DEVICES ATHLETE BEHAVIOR & DISCIPLINE FAMILIES & PARENT INVOLVEMENT EMERGENCY PROTOCOL SAFESPORT INCIDENT MEDICAL EMERGENCY / MAJOR INJURY INCLEMENT WEATHER / LOCAL CRISIS

4 CONTACT INFORMATION USA Volleyball High Performance Colorado Springs, CO (Main Office Headquarters) (719) USA VOLLEYBALL HIGH PERFORMANCE STAFF Tom Pingel, Senior Director Collin Powers, Director Heath Hoke, Senior Manager Sam Hubbard, Logistics Coordinator Kassidi Gilgenast, Coordinator Gabby Lutjen, Coordinator Lizzy Briones, Coordinator Katie Mitchell, Coordinator 4

5 INTRODUCTION Welcome to USA Volleyball High Performance Dear USA High Performance Coach, On behalf of all staff in the High Performance Department at USA Volleyball, as well as our USA Men s and Women s National Team coaches, thank you very much for serving as a High Performance coach. High Performance would be nothing without the exceptional coaches from across the country who dedicate their skill to training young players and to building the USA High Performance National Team Pipeline. High Performance coaches are selected for their abilities to teach the game and motivate young players. However, the skillset that leads to a top-notch High Performance program also includes a healthy share of preparation, organization and management. These factors all play a key role in ensuring a smooth flow and progression within an High Performance training program and a rewarding experience for participants. With this, we offer policies and protocols that we hope will help you to manage the spectrum of issues that will arise, or can arise, during a training program. Underlying all sections of the is the rule that safety of program participants remains priority #1 and job #1. In particular, in recent years we have targeted the need for larger-scale safety plans and contingencies that cover dangerous weather, disasters and other threats. All coaches are asked to work with their Program Lead and our hosts to make sure they fully understand these plans and the circumstances under which they would be activated. After reading this manual, please let us know of any revisions or suggestions that you might have, and particularly let us know of any additional sections or provisions that we might have missed. This manual will be revised annually and we look forward to hearing your feedback. With that, we want to thank you for your gifts of time, energy and coaching for USA Volleyball High Performance. Have a great Summer and a great training program. All the best, Collin Collin Powers Director, Indoor High Performance 5

6 COACH GUIDELINES TRAVEL As independent contractors, all coaches are responsible for travel to and from the training location for the program that they are invited to. Coaches are required to arrive and depart within the specific arrival and departure windows; any travel limitations or variance in travel must be communicated to USA Volleyball High Performance staff in writing at least 4 weeks prior to the program start date. All coaches are required to submit an online travel itinerary regardless of whether driving or flying. While travelling, any delays or cancellations should be communicated to the Program Lead immediately. Coaches should wear USA Volleyball apparel if possible in case they are asked to assume responsibility for athletes while in transit to the training location. Designated Airports Each program has a designated airport from which USA Volleyball High Performance will provide ground transportation to the program training location, and then back to the airport upon completion of the training. You must plan to fly into the designated airport, or otherwise make your own arrangements to arrive during the specified travel window for a program. GROUND TRANSPORTATION Ground transportation is provided for all coaches who fly into and out of the designated airport for the program within the arrival and departure window and submit a completed travel itinerary by the deadline. Coaches will be able to utilize transportation provided by USA Volleyball. PARKING & PERSONAL VEHICLE USE Depending on the location of the program, the use of a host-issued parking permit may be required when parking at a training or housing facility with a personal vehicle. Permits must be obtained in advance by contacting the Program Lead. Coaches will not be reimbursed for parking tickets or other traffic violations issued during the program for any reason. Absolutely no athletes may ride in coaches personal vehicles. Personal vehicles may not be used to transport USA Volleyball equipment unless specifically requested by a USA Volleyball High Performance staff member Having a personal vehicle does not exempt coaches from athlete oversight and any coaches who are responsible for the supervision of athletes must remain on-site at all times. USA VOLLEYBALL PROVIDED VEHICLES If a vehicle is provided on behalf of USA Volleyball, that vehicle should only be used to facilitate the needs of the program upon instruction or request to do so, including transportation to and from the airport, moving injured athletes to and from a medical facility, transferring equipment, etc. USA Volleyball provided vehicles should not be used as personal transportation for coaches for anything other than USA volleyball business. Keys for any USA Volleyball vehicles are to remain with the Head Coach while not in use and must be accounted for at all times. Prior to driving a vehicle, all coaches are required to complete a USA Volleyball Motor Vehicle Consent form, and have a valid Driver s License. 6

7 LODGING All coaches are required to utilize USA Volleyball High Performance provided lodging at all times while under contract for a training program. Staying overnight at a separate hotel or private residence during a program is not permitted. Coaches are expected to remain professional while off the court in interactions with other coaches and athletes. Any specific needs regarding lodging, roommate requests, etc. must be communicated to USA Volleyball High Performance in writing within 4 weeks of the program start date. MEALS Meals are provided at no cost to coaches for the duration of the training. The number and type of meal service will vary by location, but any specific dietary needs or preferences must be communicated directly to a USA Volleyball High Performance program lead in writing at least 4 weeks in advance. Any specific needs will be accommodated as best as possible depending on the location and facility. APPAREL Coaches must wear USA Volleyball High Performance gear at all times throughout the program, whether in the gym or between sessions. All coaches are expected to wear polo shirts and khakis (either shorts or pants) on the first and last day. While under contract, apparel representative of professional affiliations is unacceptable. LAUNDRY Laundry facilities should be available either at or within a reasonable distance for coaches and athletes to do laundry as needed. Coaches are responsible for supervising and if needed, assisting athletes in coordinating laundry for teams or training groups. All policies regarding Athlete Supervision still apply, and athletes are not to be left alone in a laundry facility, nor permitted to do laundry after lights out unless escorted by a coach. MOBILE & ELECTRONIC DEVICES Please keep your mobile phone on you at all times for emergency purposes, but limit use of mobile phones and other devices during the program while supervising athletes and during sessions. Parents are instructed to call coaches in case of emergency. CURFEW The firm curfew for all coaches is midnight. This does not vary depending on event schedule. A minimum of two coaches from each program must remain in the immediate vicinity of lodging areas for athlete oversight duties at all times (for girls programs - one male & one female coach). Assignments for supervisory duties, including room checks, may begin earlier than required curfew. ALCOHOL, CONTROLLED & ILLEGAL SUBSTANCES At no time during the event may you consume alcohol in any apparel that has logos or verbiage referring to USA Volleyball High Performance or any other USA Volleyball apparel. It is also prohibited to consume alcohol or use tobacco in the presence of athletes or in areas where they are likely to frequent (hotel bar, restaurant, etc.) Never appear intoxicated at any time nor smell of alcohol. Do not drive without a designated driver under any circumstances. Absolutely no marijuana or illegal drugs are to be consumed while working a USA Volleyball program. 7

8 It is imperative that you maintain a positive and professional appearance and presence while representing USA Volleyball. SOCIAL MEDIA When participating in a USA Volleyball event, as a coach, player or staff member, you are expected to maintain a positive and respectful presence on all social media platforms. This includes but is not limited to updates, photos, tweets, videos and blogs. This also includes content that others may post or tag to your social network page or account. Social networking sites have modern safeguards in place to censor your information in many ways. If you do not know how to keep questionable or offensive content off a social networking page that is attributed to you, then it is your responsibility to learn or delete your account. It is against USA Volleyball policy for independent contractors to make negative statements or inferences about the association s sponsors, professional staff, lay leaders, volunteers or the operations and policies of USA Volleyball. USA Volleyball encourages the use of social media as long as the content is positive in nature, contains no vulgar language and consists of family-friendly images and dialogue. GROUP MESSAGING Group messaging platforms will be utilized during the program. Coach to coach groups and coach to athlete groups will be created only by the Program Lead, and then deleted after the program has finished. For any group messaging, such as Group Me, please keep all communication appropriate, positive and respectful in nature. Making negative statements about other teams, players and coaches is not allowed. Memes are not to be sent and messages should not be sent during designated lights out hours. A reminder that the group chats are not the sole source for all communication or schedule changes. PROGRAM MATERIALS All program materials can be found on the ShareFile website: All coaches will receive an invitation to log into the ShareFile site to download and review the materials. Coaches are responsible for understanding and being familiar with the information in these documents and bringing a copy of general policies and materials as well as the program training plan. Please note that ALL this information and materials are property of USA Volleyball High Performance. While it is appropriate for you to use these ideas, and integrate them into your home programs, you may not utilize these materials for any other use other than working USA Volleyball High Performance Programs. TrueSport Each evening of training will have one classroom session that will complement the volleyball training during the day. Please see the Program Plan for your program to see what should be taught each evening. TrueSport sessions should be selected based on what is most appropriate for the level or age of the athletes in the program. Visit the TrueSport website to become familiar with the organization and the content you will be covering: 8

9 EVALUATIONS All coaches are responsible for the evaluation of both athletes and other coaches for each program that they are involved with. Responsibility for evaluations is assigned by the Head Coach at each program as appropriate for the athletes that each coach is overseeing. Athlete evaluations are completed online, and sent directly to the athletes once completed. Coach evaluations (Peer to Peer) are submitted online, and then a summary is provided to coaches with the results of the evaluations. Completing evaluations is part of the independent contractor agreement that is signed by each coach in advance of a training program. Evaluations should be completed in a timely manner in order to get feedback to the athletes as quickly as possible. Apprentice, Assistant, and Associate Head Coaches must complete evaluation drafts by one week following the conclusion of the program. Head Coaches must submit reviewed and final evaluations within 2 weeks. Pay for the program will not be released until final evaluations have been received by High Performance and may be deducted per contract terms for incomplete or missing evaluations. All comments made should be professional, respectful, and a good representation of USA Volleyball. All evaluations are reviewed prior to being released to athletes; incomplete or inappropriate evaluation content will be sent back to coaches to revise. Peer to Peer Evaluations are used for constructive criticism and acknowledgement, and like athlete evaluations, should remain professional. There is a specific section in the evaluation where you can address anything directly to USA Volleyball High Performance that you do not wish for a coach to see, but again, all comments should remain professional and any major issues need to be taken to your Program Lead directly. 9

10 10 USA Volleyball Indoor High Performance COACH EXPECTATIONS PREPARATION Be prepared for the program by being familiar with and understanding the training materials and training format. Be prepared to run drills and give technique feedback that is consistent with High Performance expectations. Know the cues and teach athletes by giving feedback using the correct technique language. Know what is expected of you at each training session. Teach the athletes the correct technique by using cues from the USA Volleyball High Performance High Performance Training Manual. Coaches who are working at these programs must be disciplined to teach the USA way and not use terms or techniques from other sources. Be very familiar with all the drills and games prior to each session. Be ready to explain and teach the drills and games and run them independently. Head Coach and Associate Head Coaches are resources and are there to support their staff. Ask questions when you have them, be ready to receive feedback and apply it to your instruction of athletes. As the athletes are at a USA Program to improve and learn new things, please have the same open mind to your learning and improvement as a coach. GYM CULTURE Encourage the athletes to train hard and be accountable. Encourage, expect, and enforce excellent gym culture at all times. A positive environment and positive experience for the athletes are the most important. Follow and enforce player expectations from the USA Volleyball High Performance Player Handbook. Model and encourage USA cheers before and after all types of breaks. Train your athletes to eliminate the count and only say USA to prompt the group to yell USA in response. HARD WORK Coaches in the USA Volleyball High Performance Coaches Pipeline are representing USA Volleyball and should consider themselves in training to be a national level coach. Stay engaged throughout program responsibilities, whether on or off the court. ACTIONS AND BEHAVIOR Set an example for the athletes of USA Volleyball High Performance conduct and hold them and yourselves to a high standard from the first session. Remember that your actions and behaviors on and off the court represent USA Volleyball. Act in a courteous, mature and business-like manner. Refrain from criticizing or making disparaging remarks about any aspect of the USA Volleyball High Performance family or the USOC family. It is important to remember that we are guests on site and that we set an example for our athletes on how to respect our hosts. Deviations from the above behavior policy may result in disciplinary action and could result in termination of current and future employment with USA Volleyball High Performance Programs.

11 OVERSIGHT OF ATHLETES ARRIVAL On the first day of the program during arrival, each coach will be assigned a specific role to facilitate check-in for athletes and coaches in attendance at the program. CHECK-IN All coaches will play a role in assisting with arrival and check-in responsibilities on the first day of the program. Information about assignments will be sent in by the program lead in advance. Once coaches arrive on-site they will be assigned to a check-in role such as paperwork, gear distribution or equipment setup. GREETING ATHLETES AT THE AIRPORT o o o o A group of coaches will be assigned to greet athletes upon arrival at the airport. These individuals will help with collecting checked baggage and direct athletes to USA Volleyball provided ground transportation. Airport greeting location: Baggage Claim, or immediately outside of security for Arrivals. An Arrival itinerary list will be provided for all athletes and coaches who are due to arrive. All athletes must be accounted for before an Airport Greeter may leave the airport. If an athlete is not accounted for, first call the athlete cell, second confirm that the athlete was on the flight, and third contact Program Lead. Greeters are responsible for communication of any flight delays to Head Coach or USA Volleyball High Performance staff on site. Unaccompanied Minors By designating the athlete as an Unaccompanied Minor, parents have paid the airline an extra fee for airline staff to supervise the athlete and be greeted by a designated individual on arrival at the gate. On departure, Unaccompanied Minors must be taken directly to the gate by a coach. Coaches will be assigned to the departing UM s by the program lead. Head Coaches are responsible for checking itineraries at check-in and can make assignment changes as needed. If an athlete is noted to arrive as an Unaccompanied Minor on your flight itinerary sheet, that athlete has been assigned an Unaccompanied Minor pick-up coach and the information for the coach who will be completing the pick-up has been provided to the family to communicate to the airline. The coach assigned to UM pick-up should approach the ticketing desk for the airline that the athlete will be traveling with and the attendant will provide a pass to go through the security gates. Once through security, report to the athletes gate and wait for their flight to arrive. Normally, UM s are the last passengers off the plane and they will be accompanied by a flight attendant. The flight or gate attendant will verify the person who has been designated to pick them up with a photo ID. Then the individual receiving the athlete must sign a form releasing the athlete, at which point they should be escorted to baggage claim and join the other program participants. 11

12 DEPARTURE All coaches and athletes are released following the last training session and should plan to depart immediately following the end of the program. Coaches are not permitted to stay additional nights in USA Volleyball provided housing unless specifically requested and approved by a USA Volleyball High Performance staff member. Coaches should plan to depart after the approved departure time to ensure adequate supervision of athletes throughout the checkout process. CHECK-OUT All athletes must be accounted for after completion of the last training session, and following departure from their rooms with all belongings, headed either to the airport on USA Volleyball provided transportation or with a verified parent or guardian. Head Coaches are responsible for supervising checkout and ensuring that athletes depart safely. Athletes are welcome to leave with their parent or guardian after being released from any team activity or meeting after their last match of the tournament, but must check out with the Head Coach. To check-out, the parent or guardian must be in attendance and sign/initial that they are taking responsibility of their athlete. ATHLETE TRAVEL DELAYS & CANCELLATIONS It is the responsibility of the coaches at a program location to ensure that athletes depart safely. In some cases, an athlete may have a severely delayed or cancelled flight and require assistance rebooking. If unable to help due to a conflicting departure, coaches are expected to contact the Head Coach or coach assigned to late departures as well as the Program Lead to cover supervision and assistance for the athlete before departing. ATHLETE COMMUNICATION & FEEDBACK All coaches are encouraged to provide quality, positive feedback in every area and to all players. All coaching is based upon error correction, but please make sure to observe and comment upon advancements and successes. Please focus on consistent messages with your Head Coach and the other members of your staff. Nonetheless, we would prefer more feedback and instruction, as opposed to limited or narrow feedback. Guidance and feedback should be tied to National Team cues and philosophies. ATHLETE SUPERVISION Coaches are responsible for the 24-hour care and supervision of all athletes for the duration of the program until athletes are either released to a parent or guardian or safely aboard a flight home. This includes at sessions and between sessions. Please abide by the following criteria while supervising athletes: A coach must accompany athletes always whenever transporting or commuting between sessions and must be present at any facility where athletes are present. Athletes may not use gyms or classrooms during free time. Athletes are required to use the buddy system when outside of their lodging area at all times, and may only be in approved common areas. Athletes are not permitted to wander across campuses or into public areas outside lodging or common areas during free time. Athletes are permitted to order food to be delivered to their lodging location, but are not permitted to meet a delivery person to receive/pay for food unless escorted by a coach. Athletes may not allow entry of a delivery person to a lodging facility at any time. 12

13 ATHLETE CURFEW & ROOM CHECKS The hours of 10:00pm - 7:00am are considered quiet time at all dorms and hotels. If a coach is to return later than 11:00pm, he or she must be respectful and considerate of athletes and coaches who will have early sessions or matches. 11:30pm is lights out during training; this can be set earlier by the Head Coach. During competition, lights out times will vary, but needs to be as close to 11:30pm as possible. Nightly room checks are required to be sure that athletes are in their rooms and the rooms cleanliness is appropriate. Coaches responsible for supervision of athletes will be required to conduct room checks as assigned by the Head Coach and may not be outside of lodging areas at any time during a supervision assignment. Athletes must be under supervision or within immediate proximity of at least one coach at all times. ATHLETE ACTIVITIES OUTSIDE OF TRAINING (Programs longer than 5 days only) Athletes are permitted to leave training under the care of an approved parent or guardian at programs longer than 5 days, as long as the departure does not interfere with training. Athletes will need to complete the USA Volleyball High Performance Temporary Release Form and be approved by the Head Coach before being granted leave with a parent or guardian. The Head Coach must ensure they have a signed permission form from the parent or guardian before the athlete may leave with anyone else; this is not negotiable. Athletes are not permitted to have any visitors in lodging areas or meals and should not have any interaction with visitors during training sessions, with limited interaction allowed before and after sessions on an as needed basis. Athletes are not allowed to use facilities outside of provided training venues (pools, recreational equipment, gaming rooms, etc.) unless express permission is provided by a coach and at the discretion of the Program Lead. ATHLETE ILLNESS OR MINOR INJURY Coaches must carry the respective USA Volleyball High Performance Medical Release Forms for the athletes who are training in the training facility at any given time. Athletic trainers are on site at each training facility and will be the first point of contact for any injuries that occur. In the case of an injury, athletic trainers will fill out a USA Volleyball Incident Report Form on site. Coaches are responsible for getting these forms to the trainers in the event of an injury. The athletic trainer will keep the form for USA Volleyball High Performance insurance purposes and to make a copy, but it must be returned to the Program Lead at the conclusion of the program. Coaches are responsible for being aware of any preexisting injuries or illnesses that are provided in writing and handling or modifying activities for athletes accordingly as needed. Any injuries or illness that results in transportation to a medical facility must be immediately communicated by a coach to the Program Lead. ATHLETE MOBILE & ELECTRONIC DEVICES During training, phones and music players are to be left in athlete bags and accessed only when athletes are released to housing. The no phone use policy includes walking in groups, riding the shuttle, meals, meetings, training, gathering etc. If overuse becomes a problem, refer to Athlete Behavior and Discipline procedures. 13

14 ATHLETE BEHAVIOR & DISCIPLINE Any issues with athlete behavior that have the potential for disciplinary action should be dealt with immediately and reported to the Head Coach. Please see the following examples and protocol for disciplinary action: Minor Incident: Late, disruptive, poor sportsmanship, disrespectful, etc. 1. Verbal Warning 2. Exclusion from Training Session, Notify Program Lead o Athlete must remain in the gym, not assist with training in any way and not permitted o access to cell phone or interact with parents or other athletes Any action beyond initial exclusion from a training session should only be taken at the direction of the Program Lead 3. Exclusion from Two Training Sessions Parents Notified by Program Lead 4. Sent home Athlete responsible for all expenses of return transportation Major Incident: Bullying, sexual misconduct, physical altercation, theft, property damage, etc. o Notify Head Coach, Program Lead immediately o Contact local law enforcement, as appropriate FAMILIES & PARENT INVOLVEMENT Parents may watch training sessions and matches and may visit with their athlete as long as they do not interact with the athletes or coaches or interfere in any team activity, schedule or coach instruction. Any parents raising concerns or issues to coaches should be politely and respectfully directed to the Head Coach and if needed escalated, to the Program Lead for resolution. 14

15 EMERGENCY PROTOCOL SAFESPORT INCIDENT In the event that a coach or athlete is involved in an incident that involves inappropriate or abusive conduct, the incident should be reported immediately to the Head Coach and reported to Program Lead immediately. Incident Report Forms will be provided in each Program Binder. All questions should be asked to every athlete involved in the situation and documented on the form. Athletes involved should be questioned individually and kept separate until all interviews are complete. Interviews for incidents should never be held within the athlete s room and there should always be a coach of both genders present when questioning an athlete away from the group. In an incident where the safety or well-being of a coach or athlete is at stake, do not hesitate to call for emergency assistance (911) or contact local police. MEDICAL EMERGENCY / MAJOR INJURY In the case of a medical emergency or injury to an athlete or a coach that requires immediate transportation to a hospital or emergency facility, a USA Volleyball representative (either coach or staff) must accompany the injured person, notify the Head Coach and Program Lead immediately, and be available at the facility for assistance until released from medical care to return to training or released to a parent or guardian. INCLEMENT WEATHER / LOCAL CRISIS In the event of an emergency stemming from inclement weather, natural disaster or local crisis (active shooter, bomb threat, fire, etc.) coaches should be familiar with the specific protocol for the facilities in which athletes are housed and trained. If a facility is put on lockdown or evacuated, coaches are responsible for 100% accountability of athletes under their supervision and must follow all emergency protocol of the facility in which they are hosted and should notify the Program Lead immediately. If an incident occurs that has the potential to endanger athletes or has the potential to cause a major interruption to the program, please abide by the following protocol: 1) Move athletes to a safe location immediately and follow any emergency protocol for local host or emergency personnel instructions as needed 2) Contact the Head Coach or lead USA Volleyball High Performance staff person on site 3) Report the incident immediately to the Program Lead (and host staff if needed) and wait for further instructions 15