USA Track & Field COACH SELECTION PROCEDURES 2015 Pan American Games September 10, 2014 These procedures provide for selection of USA Track & Field (USATF) Coaches for the 2015 Pan American Games. However, accreditation allocation is not guaranteed and the number of Coach positions will be based on final USOC credential allocation and overall team size. USATF would like to recommend the following for each position (prioritized by rank order of need): - Head Coach (2) (1 for each gender) - Assistant Coaches/Competition Coordinators (8) (4 for each gender) - Assistant Coach/Relay Coach/Relay Coordinator (1) 1. What are USATF s criteria for Coach positions (attach a job description, if any)? Coaches must: 1.1 Successfully pass the National Center for Safety Initiatives (NCSI) background screen in accordance with the current USOC Games Background Check Policy prior to nomination. 1.1.1 Should a nominee experience any event between the time the background check is conducted and the relevant Games that may change his/her background check status, the nominee must inform USATF and/or USOC. 1.2 Possess a valid passport that does not expire until at least six months after the conclusion of the Games. 1.3 Be available for entire duration of the Games. 1.4 Be in good health and able to withstand the physical rigors of traveling with and working with the Team. 1.5 Be a member of the USATF Coaches Registry for the duration of the period served. 1.6 Be available for training camp. 1.7 Agree to refrain from coaching any international athlete who has the potential of being named to another country s Pan American Team between the conclusion of the 2015 U.S. 1
Outdoor National Championships and the end of the Games. 1.8 Sign the USATF s Staff National Team Agreement to Represent (Attachment B) and the USOC Code of Conduct as well as other paperwork involved with serving on a National Team staff. 1.9 Have completed the Safe Sport Course. In addition, Head Coaches must: 1.10 Submit a fully completed online application to USATF on or before October 30, 2014. Applicants who have submitted applications in previous years are eligible but must submit a new application, which will confirm their interest and provide current contact information. 1.11 Have served as an Assistant Coach for a previous Pan American Games, World Championships or Olympic Games team, or served as a Head Coach for a previous National Team during the last 12 years. 1.12 Attend an IAAF Rules and National Team Procedures Seminar that will be offered at the 2015 USATF Outdoor National Championships. 1.13 Attend site visits and team sign-up and training sessions as required by USATF or the USOC. Coaches who meet this criteria and who have coached an Olympic or World Outdoor Championship finalist as a personal coach will be given additional consideration. In addition, the Assistant Coaches/Competition Coordinators must: 1.14 Submit a fully completed online application to USATF on or before October 30, 2014. Applicants who have submitted applications in previous years are eligible but must submit a new application, which will confirm their interest and provide current contact information. 1.15 Have National Team staff experience during the last 12 years. 1.16 Have served as a Head Coach on any national team with a full complement of events within the last 12 years or have served as an assistant coach on a Pan American Games or World Championships during the last 12 years. 2
1.17 Have demonstrated an ability to be a good facilitator for the athletes and their personal coaches. 1.18 Be a current collegiate, personal or club coach of at least one (1) junior or senior athlete who has competed in the USATF National Championships during the last 12 years. 1.19 Assistant Coaches/Competition Coordinators must be experienced in the event group he/she is coordinating. Assistant Coach/Competition Coordinator event groups must fall into one of the four categories listed below: Jumps/Multi-Events Throw/Multi-Events Distance Events Sprints/Hurdles Coaches who meet this criteria and who have coached an Olympic or World Outdoor Championship finalist as a personal coach will be given additional consideration. In addition, the Assistant Coach/Relay Coach/Relay Coordinator must: 1.20 Have National Team experience and possess multiple years of experience developing successful relay teams at the collegiate and/or international level. In addition, regarding Personal Coaches: 1.21 Should USATF receive additional Assistant Coach accreditations other than the nine (9) listed previously, additional Assistant Coaches will be identified after the athletes selection process is completed if entry deadlines permit. These individuals will be chosen from the ranks of the personal coaches of athletes making the Pan American Team and will be determined by using the following criteria in no specific order: (1) individual must compliment and work well with the coaching staff previously nominated (2) the number of athletes he/she has making the Pan American Team with medal potential. This position/these positions will only be filled if USATF receives additional accreditations and has already filled the (2) head coaches, the (8) assistant coaches, and the (1) relay coach positions. 3
A job description for Head Coaches, Assistant Coaches and the Relay Coach can be found in attachment A. 2. Describe the process that candidates should follow to express interest in being considered for a Coach position: Candidates who meet the criteria listed above in Section 1. must complete an online application to show their interest in being considered for a coach position. Application information will be available through the USATF website, USATF s official publications, press releases and emails to USATF s Associations, the USATF s registered coaches, athletes and athlete representatives. 3. Describe the intended method of identifying the pool and selecting the candidates to be considered for Coach position(s): 3.1 Identifying the pool: For selection of the Head Coaches (2) and the Assistant Coaches (8), the pool of candidates will be identified from the applications of individuals submitted to USATF no later than October 30, 2014 who have meet all of the criteria detailed in Section 1. Regulation 17 of the USATF bylaws. (http://www.usatf.org/usatf/files/d3/d3b84e86-3748-4692- a650-3a5d90de61f5.pdf) The one (1) Assistant Coach to serve as the Relay Coach will be the Relay Coach who has been contracted and hired by USATF. The National Office High Performance Staff, with input from the USATF High Performance Executive Committee, will establish a pool of candidates who have national team experience, meet all of the applicable criteria detailed in Section 1 and possess multiple years of experience in developing successful relay teams at the collegiate and/or international level. Should USATF receive additional Assistant Coach accreditations other than the nine (9) listed previously, additional Assistant Coaches will be identified after the athletes selection process is completed if entry deadlines permit. These individuals will be chosen from the ranks of the personal coaches of athletes making the Pan American Team and will be determined by using the following criteria 4
in no specific order: (1) individual must compliment and work well with the coaching staff previously nominated (2) the number of athletes he/she has making the Pan American Team with medal potential. This position/these positions will only be filled if USATF receives additional credentials and has already filled the (2) head coaches, the (8) assistant coaches, and the (1) relay coach positions. 3.2 Selecting the candidates: 4. Describe the removal of a Coach: For selection of the Head Coaches (2) and eight (8) of the nine (9) Assistant Coaches, the Men s International Staff Subcommittee and the Women s International Staff Subcommittee will review all applications specific to each gender s staff and shall draft a proposed lists of coaches and alternates for the Pan American Games. These committees will then forward the proposed list to the CEO for screening and the USATF Board of Directors will approve. The final proposed list will then be sent to the USOC for final approval. Regulation 17 of the bylaws of USATF will serve as the guideline. (http://www.usatf.org/usatf/files/d3/d3b84e86-3748-4692- a650-3a5d90de61f5.pdf) The one (1) Assistant Coach to serve as the Relay Coach will be the Relay Coach who has been contracted and hired by USATF. The National Office High Performance Staff, with input from the USATF High Performance Executive Committee, will determine a proposed Relay Coach and final hiring will be determined by the CEO. An individual who is to be nominated as a Coach by USATF may be removed as a nominee for any of the following reasons, as determined by the USATF 4.1 Voluntary withdrawl. Coach nominee must submit a written letter to the CEO of USATF with a copy to the Director of International Teams if he/she is unable to fulfill his/her duties as a team coach. 4.2 Injury or illness as certified by a physician (or medical staff) approved by USATF. If the individual refuses verification of his/her illness or injury by a physician (or medical staff) 5
approved by the USA Track & Field, his/her injury will be assumed to be disabling and he/she may be removed. 4.3 Inability to perform the duties required. 4.4 Violation of USATF s Coach Code of Conduct (http://www.usatf.org/about/privacy---other- Policies.aspx). 4.5 His/her performance as a national team coach prior to the 2015 Pan American Games fails to meet the job criteria as outlined in this document. 4.6 He/She violates any provisions of the USOC Bylaws, USOC Code of Conduct, USATF rules and bylaws or IAAF rules or any applicable rules or guidelines. 4.7 Any member of USATF may report a circumstance that he/she believes to warrant removal of a coach from the coaching staff. The Managing Director of High Performance in consultation with the Director of International Teams, the Athlete Advisory Chair and the appropriate Sports Committee Chair shall determine if such removal is warranted. Once a Coach nomination is accepted by the USOC, the USOC has jurisdiction over the Coach, at which time, in addition to any applicable USA Track & Field Code of Conduct, the USOC s Code of Conduct and Grievance Procedures apply. The USOC s Code of Conduct and Grievance Procedures can be found at: http://www.teamusa.org/for-athletes/athlete-ombudsman/games- Information.aspx. USATF s Grievance Procedures can be found in Regulation 21 at: http://www.usatf.org/usatf/files/d3/d3b84e86-3748-4692-a650-3a5d90de61f5.pdf 5. Describe the replacement of a Coach: In the event that a Nominated Coach is unable to perform the duties of Coach due to injury, illness, Code of Conduct violation or any other unforeseen circumstances that would result in the need to replace him/her, the replacement candidate must meet all of the criteria listed in #1 above and, if applicable, come from the pool of candidates described in #3 above. 6. What group/committee will make the final approval for the Coaches? a. The two (2) head coaches and eight (8) assistant coaches will be approved by the Board of Directors of USATF. Stephanie Hightower President and Chair 6
Steven Miller Vice Chair Kenneth Taylor - Treasurer Willie Banks - Member Mickey Carter - Member Evie Dennis - Member Kenneth Ferguson - Member Fred Finke - Member Bob Hersh IAAF Representative Jackie Joyner-Kersee - Member Deena Kastor Athlete Representative Becky Oakes 5C Representative Darvis 'Doc' Patton Athlete Representative Hyleas Fountain Athlete Representative Eve Wright - Member Darlene Hickman Board Secretary (Non-Voting) Larry James Board Counsel (Non-Voting) Max Siegel CEO (Non-Voting) b. The one (1) relay coach, who will be contracted and hired by USATF, will be determined by The National Office High Performance Staff, with input from the USATF High Performance Executive Committee. Final hiring will be determined by the CEO. c. Personal Coaches, if selected, will be approved by the Board of Directors of USATF (see above). 7. Conflict of interest: Any individual who is being considered for a Coach position or has any other conflict of interest and is involved in the selection process must disclose this information, recuse him or herself and not influence others regarding the discussions, meetings or decisions involving selection of the Coach. 8. Date of Nomination: The Games Staff Nomination Form with the nominated Coaches names, including names of any replacements (if applicable), will be submitted to the USOC on or before January 20, 2015. 9. Publicity/Distribution of Procedures: The USOC approved selection procedures (complete and unaltered) will be posted/published by the NGB/HPMO in the following locations: 7
9.1 Website: www.usatf.org 9.2 Other (if any): These procedures will be posted as soon as possible, but not more than five days following notice of approval by the USOC. USATF s official publications: Elite Beat Magazine, Fast Forward Express Press Release, Email to all USATF Association Presidents, USATF s registered coaches, athletes and athlete representatives. * If the USOC AAC Representative has delegated authority to the Alternate AAC Representative to sign the Selection Procedures, attach a letter from the AAC Representative indicating the reason he/she has delegated authority. * Signature by the Athlete Representative constitutes that he/she has read and understands the Selection Procedures. If the Athlete Representative reads and does not agree with the Selection Procedures being submitted by the NGB/HPMO, he/she may submit those reasons in writing to his/her Sport Performance Team. * If, for some reason, a sport does not have an elected USOC AAC Representative, the NGB/HPMO must designate an athlete from that sport to review and sign the Selection Procedures. 8
Attachment A Job Descriptions Head Coach Before competition Coordinate, with USATF professional staff and Head Manager, training camps (if applicable) Consult the national team relay coach about relay policies Consult national team relay coach on the selection of team pools. If the event is not part of the national team relay program, selects the relay team pool Communicate and liaise with Head Manager, USATF professional staff/team Leader, Relay Coach and assistant coaches regarding all team matters Assist Head Manager with team sign-up Directs media to USATF media staff when approached for an interview or comment. Staff members do not give interviews nor make comments to the press with the USATF media staff s approval. Acquires an IAAF rule book and becomes knowledgeable of the rules. Assigns coaching staff to specific event groups. Studies the staff and athlete manuals to become familiar with the process and procedures of competition. During competition Communicate daily with assistant coaches and the Head Manager regarding health of athletes and any issues that will affect declarations Coordinate declarations with Head Manager and professional staff Coordinate all team activities with Head Manager, USATF professional staff/team Leader, and assistant coaches Supervise assistant coaches After competition Complete post competition report including a detailed evaluation of the manager within 45 days of return from competition and submit to USATF Office. 9
Assistant Coach Before competition Assist Head Manager with team sign-up Communicate regularly with all athletes in event group Communicate all information to athletes in event group, as assigned by Head Manager or Head Coach Be available to answer all athlete questions; liaise with Head Manager and Head Coach for all information Accept any additional assignments by Head Coach or Head Manager Confirms travel information of all athletes in event group and completes Travel spreadsheet to submit to the team leader During competition Communicate daily with Head Coach and Head Manager regarding health of athletes. Report any possible problems immediately Communicate all competition information to athletes in event group Communicate training schedule, competition transportation, and venue information to athletes Assist with coaching, as requested by athlete Assist athlete and athlete s personal coach with coordination of training logistics Ensure that athletes in event group are prepared at the competition site (with all necessary equipment, correct uniforms, race number, equipment, shoes and spikes, etc.) Inspect athletes at call room entry for correct uniforms and equipment Communicate all hotel, non-competition transportation, meal, and non-competition information to athletes in event group Ensure that athletes in event group understand and follow all team policies and procedures Accepts additional assignments by the team leader, Head Coach or Head Manager Relay Coach (to be appointed by the National Office Management) Before competition (in coordination with Head Coach) Follow established relay policies for international competition 10
Develop good relationship with all potential relay team pool members Select relay team pool of athletes from appropriate trials Stage training camp(s) Work with High Performance Division to develop and implement US policy for relay baton exchanges During competition (in coordination with Head Coach) Implement relay team policies Conduct relay team practice Make final determination of relay team members and orders and submits to the Head Coach within the IAAF allotted time frame 11
Attachment B USATF s Staff National Team Agreement to Represent USA Track & Field National Team Agreement to Represent USATF (To be read and signed by Coach, Manager, or Staff Member) Name: Competition: In connection with the USATF National Team competition identified above (the Team ), I acknowledge that I have been nominated, in accordance with USATF rules and procedures, to fill an important position as either a (a) Coach, (b) Manager, or (c) Staff Member. In order to induce USATF to finalize and continue my appointment, I hereby agree to the following terms and conditions and make the representations to USATF indicated below (all of which will be relied upon by USATF): 1. I am a USATF member, and I will continue and/or renew my membership, for the duration of my appointment to the Team. Furthermore, I will maintain my membership status in good standing for the duration of my appointment to the Team. 2. I will be knowledgeable and abide by USATF Bylaws and Regulations, Code of Ethics, Competition Rules, and other USATF policies, procedures and guidelines. 3. I will conduct myself at all times as a goodwill ambassador for the Team and the United States of America, and I will refrain from any act(s) that may reflect unfavorably upon myself, the Team, the sport of track and field, USATF or the United States of America. I will not intentionally or voluntarily undertake any action that desecrates or disrespects the American Flag. Furthermore, I will attend all official Team practices, Team meetings, and other Team activities. 4. I will not use my status as a Team member to solicit athletes as a coach, manager or other representative during my appointment to the Team, nor will I utilize my position with the Team to solicit or maintain any business, commercial, advertising, promotional, or agency relationship with any business enterprise or company while I am serving as an appointed member of the Team. Notwithstanding the preceding prohibition, I understand that USATF may, in its sole discretion, permit me to perform limited duties for an individual athlete, if said arrangement is approved in writing and in advance, by the CEO and President of USATF. 5. I will not actively coach or manage one or more foreign track and field athletes while traveling with and serving as a member of the Team. 6. I acknowledge that my appointment to the Team makes me a USATF representative and that I will be representing USATF while performing my Team duties. Therefore, I agree that my conduct on behalf of USATF shall be free of conflicts of interest, as stated in USATF Bylaw Article 18-K. and reproduced herein: Any individual representing USATF, or who has a financial arrangement with USATF, or who is an employee of USATF or of its Associations, or who is a member of any of its committees or Associations, shall not participate in evaluating or approving any contract with a supplier to furnish goods or provide services to USATF, if that individual directly or indirectly benefits financially, or otherwise receives any form of compensation from, or has any interest in, any supplier under consideration. The Board may require that individuals disclose all financial interests that may influence the performance of their duties for USATF. Each individual referred to in the first sentence of this paragraph shall, upon learning that USATF is proposing to enter into an arrangement in which he or she has financial interest, promptly notify the CEO in writing of the existence of the interest, and the CEO shall, in turn, promptly disclose the interest to those bodies of USATF involved in considering 12
entry into the arrangement. If this provision is violated, USATF shall have the right to recover the benefit or payment and to void the contract or transaction. The Board may authorize USATF to enter into a contract with a person described in the first sentence of this paragraph if the Board finds that special circumstances exist under which USATF s interests would best be served by entering into the contract, and the Board adopts a resolution by an affirmative vote by at least 60 % of its members identifying those special circumstances. All persons directly or indirectly interested in the proposed contract shall recuse themselves from deliberations related to the contract. 7. I represent that (a) I am not currently involved in, nor contemplating involvement in, any transaction that violates the letter or spirit of paragraph 5 above, or USATF Bylaw Article 18-K; and (b) I will make full and timely disclosure to the CEO and the President of USATF of any situation, transaction or occurrence covered by paragraph 5 above or USATF Bylaw Article 18-K which arises during the period of my appointment to the Team. I understand that my failure to comply with the requirements of paragraphs 5 and 6 may be the basis of an appropriate disciplinary proceeding against me by USATF, even if the violation is discovered or acted upon by USATF after the end of the period of my appointment to the Team. 8. In connection with my service with the Team, I will dress appropriately and respectfully for all official Team functions, wearing the designated Team uniforms provided by USATF. I understand that USATF s sponsor contract for uniforms depends upon both athletes and Team staff wearing the uniform and using the Team uniform items at competitions, award ceremonies, official Team press conferences, and other official Team functions, and that I shall not participate in any of these activities with a logo of any competitor of USATF s sponsor affixed to me in any manner whatsoever. Uniform items shall include under layer apparel, bandanas, headbands, hats, sweatbands, wristbands, socks, sports bras, travel bags, etc., but shall specifically exclude sunglasses, watches, and shoes. I understand that I am forbidden from altering or covering up the sponsor logo on any Team uniform items. Further, I am aware that USATF faces financial penalties assessed by USATF s sponsors for each failure to abide by the conditions stated in this paragraph. At the Olympic Games, Pan American Games, and Youth Olympic Games, I understand that the official presentation uniforms provided by the United States Olympic Committee ( USOC ) must be worn during opening and closing ceremonies, awards ceremonies, and official USOC, Local Organizing Committee, or International Association of Athletics Federations press conferences. 9. I understand and agree that one of my duties is to make certain that all athletes and persons under USATF jurisdiction comply with the Team uniform requirements for USATF Team participation. 10. I understand that my representations and understandings stated herein apply to the entire Team. Therefore, if my appointed position involves only male or only female athletes, my representations and understandings are not limited to such male or female athletes but apply equally to all athletes on and other persons associated with the Team. 11. I understand that it is the responsibility of all USATF National Team Coaches, Managers, Staff Members, as well as USATF employees, medical personnel and volunteers to preserve and protect confidential athlete, patient and business information. Such information includes, but is not limited to, any individually identifiable information in possession or derived from a provider of health care regarding an athlete s/patient s medical history, mental, or physical condition or treatment, as well as the athlete s/patient s and/or their family members records, test results, conversations, research records and financial information. To the extent I receive knowledge of any medical information, I acknowledge and represent that I will respect and maintain the confidentiality of all said discussions, deliberations, patient care records, and any other information generated in connection with said care. I will make no voluntary disclosure of any discussions, deliberations, patient care records or any other patient care information, except to persons authorized to receive such information in the conduct of USATF National Team business or as authorized by the individual. 12. I understand that as a member of the Team, my name, likeness, image, photograph, voice, video, athletic performance, biographical and other information (collectively, "Likeness") may be distributed, broadcast or exhibited. Accordingly, I hereby grant USA Track & Field, Inc. a limited license to use my Likeness in any media platform or format whatsoever, and to distribute, broadcast and exhibit these without charge, restriction or liability, for any uses or purposes that publicize and promote USATF or any of its events, activities or business throughout the world,. The foregoing grant, however, does not constitute consent for USATF or any third party to use my Likeness in an endorsement of any product or service without my specific written consent. 13. I will honor my commitment to serve the Team as above stated, and I will report ready, willing, and able to perform my duties as outlined herein. I understand that breaking a commitment without notice hurts the competitive effort of 13
the Team and prevents other individuals from having an opportunity to be a Team member. If I am unable to fulfill my duties as outlined herein due to injury, illness, or for any other reasons (an Emergency ), I will notify the CEO and the Director of High Performance Programs, as well as the Team Leader, at least seventy-two (72) hours prior to my scheduled departure with the Team, or within seven (7) days (if not so traveling) prior to the scheduled competition, unless I am prevented from doing so by extraordinary circumstances. I understand that my breach of my commitment to serve the Team as stated herein may result in discipline against me, pursuant to USATF Regulation 21, for misconduct and actions that are detrimental to the best interests of Athletics and/or the Team. 14. In the event that a proceeding is brought against me for misconduct and actions that are detrimental to the best interest of Athletics and/or the Team, I understand that the minimum penalties: First offense: A written reprimand and liability for any monetary penalties assessed against USATF, and discontinuance of any payments I may be receiving pursuant to USATF-sponsored financial aid programs, for a period of not more than twelve (12) months; Second offense: A written reprimand and liability for any monetary penalties assessed against USATF, and ineligibility for USATF-sponsored financial aid programs for a period of twelve (12) months; or Third offense: Suspension and ineligibility to participate on the Team, prohibition from representing the United States as a member of any sanctioned international competition teams for a period of one (1) year, and liability for any monetary penalties assessed against USATF. I understand that I will have the opportunity for a hearing before being declared ineligible. 15. I represent (a) that I have read and understood this Agreement and USATF Regulation 21, (b) that I have been advised to consult an attorney prior to signing this Agreement, (c) that my signature indicates my wish to be bound by the representations and understandings set forth herein, and (d) that I wish USATF to rely on my representations and understandings stated above. SIGNATURES AND APPOINTMENT I have read the above National Team Agreement to Represent USATF and agree to be bound by the representations and understandings stated therein. Date: Signed: Please complete subsequent page 14