United States Olympic Committee ADDITIONAL OFFICIALS SELECTION PROCEDURE FORM for the 2012 OLYMPIC GAMES April 2009
USA Track & Field ADDITIONAL OFFICIALS SELECTION PROCEDURES 2012 Olympic Games April 22, 2010 Amended November 17, 2010 to include medical Amended February 23, 2011 to include other additional officials These procedures provide for selection of USA Track & Field s Additional Officials for the 2012 Olympic Games. However, accreditation allocation is not guaranteed and the number of Additional Officials will be based on final USOC credential allocation and overall team size. 1. Describe the specific Additional Officials position(s) that USA Track & Field is requesting. USA Track & Field will request at least 29Additional Officials. Title: Women s Head Manager (1) Responsibility: Provide oversight of daily operations of the Women s team. Title: Men s Head Manager (1) Responsibility: Provide oversight of daily operations of the Men s team. Job description Attachment A Title: Medical Staff (16) Responsibility: Provide sports specific medical services to athletes. The medical staff will be composed of the following: (3) athletic trainers, (7) massage therapist, (2) physician, (2) chiropractor, (2) sports psychologist Title: Assistant Team Leader (1) Responsibility: Serves at the discretion of the Team Leader and acts as a second resource person to the USOC. Works side by side with the Team Leader planning and coordinating at the Games site with the USOC s International Games Division. Attends all USOC administrative meetings before and during the Games with the Team Leader. Manages with the Team Leader Team operations and logistics, including but not limited to: Transportation arrangements Team apparel/uniforming Housing Meals April 2009 2
Ability to serve, if needed, as head of delegation as described in USOC Team Leader Job Description. Title: Doping Control Coordinator (1) Responsibility: To protect and ensure the athletes rights as they pertain to drug testing protocols. Brief athletes on doping protocols and procedures. Accompany athletes to doping control when requested. Coordinate services with other team personnel. Provide assistance with any doping issues that arise in connection with team. Coordinate any out - of - competition testing that is conducted in London. Title: Event Managers (3) Responsibility: Provides logistical support for team. Assist team staff with housing, transportation, uniforms and other logistics Coordinate and manage team activities Facilitate communications between athletes, coaches and team staff. Assist with team processing. Facilitate access for training and credentialing for personal coaches. Other duties as assigned by Team Leader/Head Manager. Title: Press Officer (2) Responsibility: Oversight for the communication/media efforts for the Olympic Team. Title: Technical Leader (1) Responsibility: Responsible for oversight of the technical aspects of the Games. Title: Technical Film Crew (2) Responsibility: Provide video of athlete performances during practice and competition for the purpose of improving performance. Title: Athlete Liaison (1) Responsibility: Coordinate all social functions related to training camp and competition. Assist with logistics for athletes including tickets, sponsor events and other activities. Coordinate with USOC Athlete Service Coordinators. Provide assistance to athletes on any issue. Obtain Athlete Staff evaluation forms from each athlete and forward to USATF National Office. 2. Describe the USA Track & Field s criteria for the above-mentioned Additional Officials positions. i. Successfully pass a USOC approved background check. April 2009 3
ii. iii. Possess a valid passport that does not expire until at least six months after the conclusion of the Games. Be in good health and able to withstand the physical rigors of traveling with and working with the Team. In addition Head Managers must: i. Be experienced and have proven ability working with teams at the national and international levels. ii. Have proven ability to establish harmonious relationships with athletes, personal coaches and other Team personnel. iii. Submit an application to USA Track & Field prior to May 30, 2010. iv. Be a member of USATF at the time application is submitted. v. Have served as Head Manager or professional support staff (Event/Pool Manager) in a complete track & field team environment on at least three (3) national teams during the last 8 years of which one (1) must have been a World Championships, Olympic Games, Pan American Games, World Junior Championships or a NACAC Senior Championships. vi. Be detailed oriented and logistical minded. vii. Be service oriented with a personality that is athlete focused. viii. Be willing to serve in a behind the scenes administrative position with limited or no opportunity to see the competition. ix. Commit to two (2) three (3) weeks travel with the team. x. Participate in USATF Managers Training and In Service Seminars at least once every other year. xi. Be in the A pool of candidates established by USATF. In addition Medical Staff must: i. Be a member of USA Track & Field. ii. Be available for the entire duration of the event. iii. Be a licensed/certified health care provider. iv. Pass a USOC approved medical background check. v. Have served on a national team medical staff (e.g. Pan American Games, World Cross Country, World Indoors, Junior World Championships, etc) OR worked as USATF medical staff member/ volunteer at a USATF national championships vi. Have five years experience as a health care provider. vii. Have a recommendation from an elite athlete who has been on a national team or a national team coach. viii. Successfully complete the USOC Volunteer Medical Program. ix. Chiropractors - have a minimum of a CCSP certification. x. Physicians completion of a sports medicine fellowship and a certificate of Added Qualification (CAQ) is preferred. xi. Submit a completed online application no later than December 15, April 2009 4
2010 which must include a full and accurate disclosure of prior experience in the National Team Staff program. In addition the Assistant Team Leader must: i. Be able to serve as head of delegation as described in USOC Team Leader job description should the Team Leader become ill or have other emergencies. ii. Have strong managerial skills iii. iv. Have excellent communication skills. Be able to serve as communication link between USATF and the USOC and IAAF in the absence of the Team Leader. v. Be able to attend all USOC administrative meetings and site visits. vi. Have experience and proven ability leading international teams. vii. Have the ability to establish harmonious relationships with athletes and other team personnel. viii. Have ability to handle crisis management situations as well as routine administrative duties. ix. Have familiarity with the USATF High Performance Plan. x. Have excellent working knowledge of USOC and IAAF structure and protocol. xi. Have ability to work effectively with the USOC. xii. Have ability to fulfill all duties and requirements set forth by the Team leader and the USOC. xiii. Be a National Office Staff member. In addition the Drug Testing Coordinator must: i. Possess knowledge of drug testing rules and protocols (USATF, IAAF, USADA, and WADA). ii. Have excellent communication skills especially with athletes and personal coaches. iii. Have experience with drug testing support on international teams. iv. Possess ability to establish harmonious relationships with athletes and other team personnel. v. Have ability to handle crisis management situations as well as routine administrative duties. vi. Have demonstrated ability to organize information and present it in a clear and concise manner. vii. Have demonstrated ability to maintain high levels of confidentiality. viii. Possess extensive knowledge of Microsoft Office software, including Word, Excel and Access. ix. Be a National Office staff member. In addition the Event Managers must: i. Be a current member in good standing of USATF. April 2009 5
ii. Have an application on file for the 2011 World Championships, 2011 Pan American Games or the 2012 Olympic Games. iii. Have served as a head manager, assistant manager or event manager on a full track & field team, of which at least one must have been one of the following teams: World Outdoor Championships, World Indoor Championships, Olympic Games, Pan American Games or World Junior Championships within the last 12 years. iv. Be detail oriented and logistical minded. v. Have a service oriented personality with a commitment to putting the athlete first. vi. Be willing to serve in a behind the scenes administrative position with limited or no opportunity to see the event. vii. Be available for entire duration of the event including training camps if held. In addition the Press Officer must: i. Be a National Office staff member. ii. Have proven ability to handle crisis management situations as well as strong administrative, communication and organizational capabilities/skills. iii. Have at least 1-3 years experience in the Olympic sports movement or related sports environment in communications, media operations, or sports information. iv. Have international team experience. v. Possess extensive knowledge of Microsoft Office software, including Word, and Excel. vi. Have intimate knowledge of social media and new media technology including Facebook, Twitter and Flipcams. vii. Possess excellent written, oral and public presentation skills. viii. Have demonstrated ability to manage a number of projects and handle large amounts of quantitative and qualitative data. ix. Demonstrate the ability to work well with athletes sometimes in stressful situations. In addition the Technical Leader must: i. Have a working knowledge of the IAAF technical protocols and procedures. ii. Possess the ability to work well with athletes, staff, personal coaches and athlete representatives. iii. Be a National Office staff member. In addition the Technical Film Crew must: i. Be a member of USATF. April 2009 6
ii. Have experience as a technical filmer and analyst at the elite level. iii. Be available for entire duration of the event including training camps if held. iv. Have a working knowledge of DVD Burners and technical film capturing from television video feeds. v. Possess the ability to establish a good working relationship with athlete and personal coach for the purpose of technical analysis. In addition the Athlete Liaison must: i. Possess strong organizational and time management skills. ii. Possess excellent communication skills especially with athletes. iii. Have excellent working knowledge of USOC and IOC structure and protocols. iv. Have experience with international teams at the World Championship or Olympic Level. v. Possess ability to establish harmonious relationships with athletes and other team personnel. vi. Possess ability to handle crisis management situations as well as routine administrative duties. vii. Be willing to work behind the scenes primarily at the athlete village with little to no opportunity to see an event. 3. How will USA Track & Field make known the Additional Official positions and/or application process? Head Managers will be made aware of the application process via: A. USATF website: www.usatf.org The website information will be posted as soon as possible, but not more than 5 days following notice of approval by the USOC. B. USATF s Official Publication : Elite Beat Magazine, Fast Forward Express if published during the announcement time. C. Press Release. D. Additional Notification. Head Managers Email to all USATF Association Presidents, USATF s registered coaches, athletes, agents and managers (only managers who meet the 8 year criteria as detailed in section 2.v will be sent an email). Medical Staff April 2009 7
Email to all USATF Association Presidents, Sports Committee Chairs, USATF s registered coaches, athletes, agents and those currently in USATFs pool of medical providers. Assistant Team Leader The position of Assistant Team Leader is to be filled by a USATF National Office Staff member and does not require an application process. Drug Testing Coordinator The position of Drug Testing Coordinator is to be filled by a USATF National Office Staff member and does not require an application process. Event Managers Event managers will be selected from the individuals who previously submitted an application for the 2011 Pan American Games, 2011 World Championships or the 2012 Olympic Games. Press Officer The position of Press Officer is to be filled by a USATF National Office Staff member and does not require an application process. Technical Leader The position of Technical Leader is to be filled by a USATF National Office Staff member and does not require an application process. Technical Film Crew The positions of Technical Film Crew will be filled by the National Office Management from their contracted filmers or experienced National Office staff thus this position does not require an application process. Athlete Liaison The position of Athlete Liaison will be by appointment of the Athlete Advisory Committee along with the National Office Management. No application process will be needed. 4. Describe the intended method of: A. Identifying the pool of candidates to be considered for Additional Officials positions: Head Managers The International Staff Subcommittee of the Men s and Women s Track and Field Committees, the Board of Directors, the National Office Management, the Coaches Advisory Committee and the Athlete Advisory Committee of USA Track & Field collectively will identify an A pool of candidates to be considered for head managers positions per the criteria identified in this document. The pool of candidates to be considered for April 2009 8
all head managers positions will be identified from a list of individuals who have served on (3) USA national team within the last 8 years, meet all of the applicable criteria detailed in section I, and who have submitted an application. Regulation 17 of the bylaws of USATF will serve as the guideline. (http://www.usatf.org/about/governance/2010/ ). Medical Staff A subcommittee of the Sports Medicine & Science Committee of USATF composed of the chair of the Sports Medicine & Science Committee, the chair of the Trainer/Therapist Subcommittee and the chair of the Psychological Services Subcommittee; the Athletes Advisory Chair and the Associate Director of Sports Science & Medicine will identify a pool of candidates to be considered for medical staff positions per the criteria in this document. The pool of candidates will be identified from the individual applications submitted by December 15, 2010. Assistant Team Leader USATF CEO in consultation with the Chief of Sports Performance will identify candidates from the National Office staff. Drug Testing Coordinator USATF CEO in consultation with the Chief of Sports Performance will identify candidates from the National Office staff. Event Managers For selection of Event Managers the Men s and Women s Track and Field Committees, the Board of Directors, the National Office Management, the Coaches Advisory Committee and the Athlete Advisory Committee of USA Track & Field collectively will identify a pool of candidates to be considered for event managers per the criteria identified in this document. The pool of candidates to be considered for all event managers positions will be identified from a list of individuals who have served on a full USA national team, meet all of the applicable criteria and who submitted an application for the 2011 Pan American Games, 2011 World Championships or the 2012 Olympic Games. Press Officer USATF CEO in consultation with the Director of Marketing and Communications will identify candidates from the National Office staff. Technical Leader USATF CEO in consultation with the Chief of Sports Performance will identify candidates from the National Office staff. Technical Film Crew USATF CEO in consultation with the Chief of Sports Performance and the Associate Director of Sports Medicine/Science will identify candidates April 2009 9
from the individuals who currently serve athletes with video filming and analysis. Athlete Liaison USATF s Athlete Advisory Committee in conjunction with the National Office Management will identify candidates from individuals who have successfully served on previous Olympic or World Championship staffs in the last 12 years. B. Selecting candidates who best fit the job description for Additional Officials: Head Managers A Committee (Selection Committee) composed of the following individuals or their designee will select the individuals to be nominated to the USOC as head managers from the candidate pool established in # 4A: The Chief of Sports Performance; the Director of Coaching; the Chairs of the Men s and Women s Track and Field, Race Walking, and Coaches Advisory Committees; the Long Distance Running Division Chair; the Athletes Advisory Committee Chair; and two Active Athletes named by the Athletes Advisory Chair and approved by the Athletes Advisory Executive Committee. The three athletes shall include at least one male International Athlete and one female International Athlete. After selection is completed the names will be submitted to the CEO of USATF for review and to the Board of Directors of USATF for final approval. Medical Staff A Committee (Medical Selection Committee) composed of the following individuals or their designee will select the individuals to be nominated to the USOC as medical staff from the candidate pool established in 4.A: the chair of the Sports Medicine & Science Committee, the chair of the Trainer/Therapist Subcommittee and the chair of the Psychological Services Subcommittee; the Athletes Advisory Chair and the Associate Director of Sports Science & Medicine. After selection is completed the names will be submitted to the Athletes Advisory Executive Committee, the Men s and Women s Track & Field chairs, and the CEO of USATF for review and then to the Board of Directors for final approval. The Athletes Advisory Executive Committee, the Men s and Women s Track & Field chairs, and the CEO of USATF will have 10 business days to review the selections and provide any opposition to the selection. If there are no objections from the Committees and groups listed above to any of the appointees within the 10 business days the selections will be considered confirmed. If the majority of the Committees and groups objects to one or more of the proposed appointments, the Sports Medicine April 2009 10
& Science Committee may propose an acceptable substitute to the Athletes Advisory Executive Committee, the Men s and Women s Track & Field chairs, and the CEO of USATF, or the dispute shall be referred to a three-person panel, consisting of the President of USATF, the High Performance Division Chair and the chair of the Athlete Advisory Committee or their designees for final resolution. Assistant Team Leader USATF CEO in conjunction with the Chief of Sport Performance will select the Assistant Team Leader. Drug Testing Coordinator USATF CEO in conjunction with the Chief of Sport Performance will select the Drug Testing Coordinator. Event Managers A Selection Committee will select the individuals to be nominated as event managers from the candidate pool established as described above. The Selection Committee will be composed of the following individuals, or their designee: the Chairs of the Men s and Women s Track and Field, and Race Walking Committees, the Long Distance Running Division Chair; the Athletes Advisory Committee Chair and one international athlete, of the opposite sex, appointed by the Athlete Advisory Committee and the National Office approved Team Leader. Press Officer USATF CEO in conjunction with the Director of Marketing & Communication will select the Press Officer. Technical Leader USATF CEO in conjunction with the Chief of Sport Performance will select the Technical Leader. Technical Film Crew USATF CEO in conjunction with the Chief of Sport Performance will select the Technical Film crew. Athlete Liaison The Athlete Advisory Committee in conjunction with the National Office Management will select the Athlete Liaison. 5. Describe the removal of an Additional Official: An individual who is to be nominated as an Additional Official by USA Track & Field may be removed as a nominee for any of the following reasons, as determined by USA Track & Field: April 2009 11
Voluntary withdrawal. Nominee must submit a written letter to CEO with a copy to the Chief of Sports Performance of USA Track & Field if he or she is unable to fulfill his or her duties as an Additional Official. Injury or illness as certified by an approved USATF physician (or medical staff). If the individual refuses verification of his/her illness or injury by an approved USATF physician (or medical staff), his/her injury will be assumed to be disabling and he/she may be removed. Violation of the USATF s Code of Conduct (Attachment _B ). His or her performance as an Additional Official prior to the 2012 Olympic Games fails to meet the job criteria as outlined in this document. He or she violates any provisions of the USOC Bylaws, USOC Code of Conduct, USATF Rules or Bylaws, or IAAF Rules or any other applicable rules or guidelines. Any member of USATF may report a circumstance that he/she believes to warrant removal of an Additional Official. The Chief of Sport Performance in consultation with the USATF Athlete Advisory Chair and the appropriate Sports Committee Chair shall determine if such removal is warranted. An individual removed from the Additional Officials Staff pursuant to this provision has the right to appeal the decision pursuant to USATF Regulation 21-P (http://www.usatf.org/about/governance/2010/. Once nominated to the USOC as an Additional Official for the Olympic Games, USOC rules pertaining to removal and replacement of Additional Officials shall govern and shall supersede the provisions of this Section. Once an Additional Officials nomination is accepted by the USOC, the Additional Official is subject to the USOC Code of Conduct and Grievance Procedures. 6. Describe the replacement of an Additional Official: In the event that the nominated Additional Official is unable to perform his/her duties 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 #2 above. 7. Which group/committee will make the final: A. Recommendation of Additional Officials? Head Managers Two (2) Head Managers will be recommended by the USATF Selection Committee identified in 4.B. Medical Staff April 2009 12
Medical Staff will be recommended by the Medical Selection Committee identified in 4.B. and forwarded for review to the Athletes Advisory Executive Committee, the Men s and Women s Track & Field chairs, and the CEO of USATF. Assistant Team Leader The CEO in conjunction with the Chief of Sport Performance will recommend the Assistant Team Leader. Drug Testing Coordinator The CEO in conjunction with the Chief of Sport Performance will recommend the Drug Testing Coordinator. Event Managers The three (3) Event Managers will be recommended by the Selection Committee composed of the following individuals, or their designee: the Chairs of the Men s and Women s Track and Field, and Race Walking Committees, the Long Distance Running Division Chair; the Athletes Advisory Committee Chair and one international athlete, of the opposite sex, appointed by the Athlete Advisory Committee and the National Office approved Team Leader. Press Officer The CEO in conjunction with the Director of marketing and Communication will recommend the Press Officer. Technical Leader The CEO in conjunction with the Chief of Sport Performance will recommend the Technical Leader. Technical Film Crew The CEO in conjunction with the Chief of Sport Performance will recommend the Technical Film Crew. Athlete Liaison The Athlete Advisory Committee in conjunction with the National Office Management will recommend the Athlete Liaison. B. Approval of Additional Officials? Head Managers Two (2) Head Managers nominated from the candidates pool identified in #4A will be approved by the Board of Directors of USATF (Attachment C). Medical Staff Medical Staff will be approved by the Board of Directors of USATF. April 2009 13
8. Conflict of Interest: Assistant Team Leader The CEO of USA Track & Field will have final approval of the Assistant Team Leader. Drug Testing Coordinator The CEO of USA Track & Field will have final approval of the Drug Testing Coordinator. Event Managers The individuals nominated by the Selection Committee will be forwarded to the CEO for screening and to the Board of Directors for their approval. Press Officer The CEO of USA Track & Field will have final approval of the Press Officer. Technical Leader The CEO of USA Track & Field will have final approval of the Technical Leader. Technical Film Crew The CEO of USA Track & Field will have final approval of the Technical Film Crew. Athlete Liaison The individual nominated by the Athlete Advisory Committee in conjunction with the National Office Management will be forwarded to the CEO for screening and to the Board of Directors for their approval. Any individual who is being considered for any Additional Official position and who is involved in the selection process shall recuse him or herself from any discussion or decision involving selection of the Additional Official. 9. Publicity/Distribution of Procedures: The USOC approved selection procedures (complete and unaltered) will be posted/published by USA Track & Field in the following locations and will include the USOC approval date: A. USATF website: www.usatf.org The website information will be posted as soon as possible, but not more than 5 days following notice of approval by the USOC. April 2009 14
NGB/PSO President or CEO/Executive Director B. USATF s Official Publication: Elite Beat Magazine, Fast Forward Express if published during announcement time. C. Press Release D. Email to appropriate individuals. See section 3. Position Print Name Signature Date April 20, Douglas G. 2010 Logan (Head Managers) USOC Athletes Advisory Council Representative* NGB/PSO President or CEO/Executive Director USOC Athletes Advisory Council Representative* NGB/PSO President or CEO/Executive Director USOC Athletes Advisory Council Representative* Joanna Hayes Mike McNees Joanna Hayes Mike McNees Joanna Hayes April 20,2010 (Head Managers) November 11/2010 (Medical) November 11, 2010 (Medical) February 23, 2011 (Other officials) February 23, 2011 (Other officials) *If 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. April 2009 15
Attachment A Head Manager Before and during competition Implement team sign-up plans at Olympic Trials Assist Team Leader with a. Completion and submission of team and staff paperwork b. Coordination of travel and housing arrangements c. Issuance of team uniforms d. Transportation and storage of equipment e. Coordination of credentialing of athletes and staff Oversee the daily operations of the team with the team leader Meets with Head Coaches and Team Leader daily to confirm declarations. Makes declarations if team leader is unavailable Communicate regularly with head and assistant coaches Establish rooming lists Works with the National Office staff to develop a per diem distribution plan Communicate logistical information to coaches and athletes and works with the National Office staff to implement travel and transportation plans Coordinate technical duties of team staff (technical meeting, declarations, competition schedule, and information) Handle team petty cash request and disbursements Coordinate staff and team meetings with Team Leader Communicate all information to head and assistant coaches including: Training schedule and venue Competition schedule and venue Housing Meals Transportation Coordinate the assignments of the event managers in consultation with the Team Leader After competition Complete expense report within 30 days of return from competition Complete competition report including detailed evaluations of pool managers within 45 days of return from competition April 2009 16
Attachment B The USATF Code of Conduct is currently under review by the USATF Board of Directors. Once finalized, the Code of Conduct will be included as an endorsement to these procedures. All candidates who wish to be considered for a staff position for the 2011 Pan American or the 2012 Olympic Games will be required to sign the relevant Code of Conduct. April 2009 17
Attachment C USA Track and Field Board of Directors Board of Directors Stephanie Hightower-Chair Jack Wickens-Vice Chair Darleen Hickman-Secretary Kenneth Taylor-Treasurer Larry James-Counsel Willie Banks-Member Jeff Darman-5E Rep Evie Dennis-Member Steven Miller-Member Elizabeth Phillips-Member Kim Haines-Member Bob Hersh-IAAF Rep Phillip Dunn-Athlete Deena Kastor-Athlete Aretha Thurmond-Athlete Doug Logan-USATF CEO Mike McNees USATF Interim CEO April 2009 18