Athletics
Coaches Manual

Welcome & Quick Reference

All coaches and volunteers will adhere to the BCA Coaches Manual and the Policies and Procedures Manual.

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Welcome from the Athletic Director

Dear Coaches,

Welcome to a new school year at Bethlehem Christian Academy. Whether this is your first with us as a coach, or you're a veteran among us, I am excited to welcome you as a valued member of our community and team. To coach is a high calling. I often think of the quote I'm sure we've all heard many times,

"A coach will impact more people in one year than the average person will in their entire lifetime."

I hope you have prayerfully considered the platform, position, and commitment you are taking on. It should not be taken lightly. Though, if fully committed and pursued with excellence, I pray this year, and your experience here as a coach will be worth the work.

We are a team of professionals. I have high, yet realistic, expectations for all of us. This manual should serve as a road map to all that comes along with coaching here at BCA. Please make sure you read, reference, and adhere to all the processes and policies within.

Let's make 2026–2027 one of the best years yet athletically at BCA. Not because of wins or championships. But because of the excellence, culture, and experiences with which we lead our programs and student-athletes.

Class. Honor. Grit.

You're appreciated,

Mike Elmankabady

Athletic Director

Foundations

BCA Mission Statement

We align missionally with the mission of our school:

"Bethlehem Christian Academy will seek to create a desire to know and serve God in the hearts of our students by equipping them academically, physically, spiritually, and socially to fulfill God's purpose for their lives."

Athletic Foundational Pillars

A. Honor

As coaches, student athletes, families, and all within our programs, we seek to honor the Lord, honor our school, honor our coaches, honor our teammates, honor our parents, and honor ourselves in all that we do.

B. Class

We seek to have a posture of class toward our opponents, toward referees, toward other coaches and athletes, and toward everyone we interact with. As coaches and athletes, we seek to conduct our daily efforts with class and professionalism.

C. Grit

It takes what it takes. There is no shortcut to success. We want to be known for our effort, processes, and ability to work — especially in the face of adversity. Resilience and grit are life-skills well worth the teaching.

Athletic Motto

"Esse Quam Videri" — "To be, rather than to seem"

We are less concerned with perception, window-dressing, or the bells & whistles. We are about substance.

Statement of Faith

All of our coaches should align with the BCA Statement of Faith in word & deed. Scan the QR code to view the Statement of Faith.

Lay coaches must abide by the Statement of Faith just as BCA employees do — see Lay Coach Program.

Coach Conduct & Responsibilities

Conduct of the Coach

• Coaches influence not only the conduct of the players under their direction but also that of the student spectators, parents of team members and fans who attend athletic games. Since the coach is influential in setting the tone of conduct, he must visibly show he values self-restraint, fair play and sportsmanlike behavior.
• The behavior of the coach must at all times be marked by dignity, class, and self-control. They should not, at any time, use provocative language or engage in any unsportsmanlike actions or tactics. They must avoid any actions or remarks which would tend to incite the displeasure of the spectators or provoke disorderly behavior.
• If the coach, as a professional educator, cannot exercise emotional control under stress, then such behavior cannot be expected from young people on the team nor from the spectators in the stands.
• The coach will immediately redirect and discipline as needed any player who intimidates an official or displays unsportsmanlike conduct.
• Coaches must not seek out an official during half time or at the conclusion of a contest to complain about calls.
• Coaches must not deliberately attempt to humiliate an opponent by running up the score.
• No person should be coaching who does not realize that the character and integrity of the players and team is more important than winning or losing a particular game.
• Coaches must acquire their own substitutes for game days if needed.

Developing Spiritual Victories

• Conduct team devotions aimed toward instructing athletes in their Christian service to God
• Conduct team prayer before and after each game
• Encourage athletes to prepare and lead the team in devotions and prayer times
• Instruct athletes in the behavior God expects of them during team meetings and practices
• Model personal behavior that is consistent with your teaching
• Openly admit mistakes or errors, and when a wrong has been done, seek forgiveness
• Discipline athletes whose actions are detrimental to the spiritual objectives of the school
• Open home athletic events with prayer
• Show care for equipment and facilities. Teach athletes to respect the things God has given us by taking care of equipment, uniforms and facilities — especially when visiting another school.
• Submit to the leadership of the athletic program and school by following all of the established rules and guidelines

Mandated Reporter

Close Supervision

• You should arrive at a "reasonable time" to supervise your players. Players should take no action as a team, such as dressing out or shooting at half-time, unless their coach is present.
• The more hazardous the drill, the more closely the activity must be supervised.
• You must be at least immediately accessible to all aspects of practice and have emergency policies and locker room rules and regulations established.
• Do not leave the building or field until the last student from your group has left. If emergencies arise, see that someone assumes your responsibility.
• A coach is responsible for the actions of the team on any trip, on the bus, in restaurants, and while guests at opponents' facilities.

Boundaries

See also: Communication → Players — individual communication across genders is likewise prohibited.

Adhere to GIAA and League Guidelines

All coaches must familiarize themselves with the GIAA rules governing athletics as well as their individual sport. All memos from the association will be circulated as needed from the Athletic Director. If BCA chooses to participate in other leagues for various sports, the coaches should understand and follow the guidelines of these leagues as well.

Sport Selection

Do not attempt to influence an athlete to select one sport over another. The final choice is his/hers. If an opinion is requested, give an honest opinion, but be certain those involved understand this is strictly an opinion and not a guarantee of success.

Safe Equipment

The coach is responsible for distribution, inventory, and care of all equipment. Periodic inspection of equipment after initial distribution is recommended. The coach should also instruct athletes how to inspect their own equipment for needed repairs or safety concerns.

Providing a Safe Environment

It is the coach's responsibility to ensure the facility/areas you use for practice and games are both clean and safe from hazards. Pre-season and periodic inspections are to be held.

Coaches should ensure the storage areas remain clean and organized as well as locked and all lights are out if you are the last coach to leave. Do not assume someone else will close up the facility or lock the gates.

Keep Adequate Records

Concerning legal duties, the BCA athletic department and/or coach should keep the following records: season schedule, physicals, emergency plans, medical release/participation forms, eligibility records, injury reports and other safety checklists. The coach should at all times have a copy of a list of the players. This is important for medical, legal and the "history" aspect of each sport.

Certifications & Training

It is mandatory for all BCA coaches to achieve the following certifications, yearly or every two years as noted below, in order to coach a sport. These are broken down based on head vs. assistant coaches. Administration will communicate the opportunities to complete these certifications.

Communication

Team Communication

All athletic communication within our Upper School should take place on SportsYou. Please download the app.

Players

All players are different. Coaches should learn each athlete's style of motivation. What "pushing hard" does for one athlete may not work for others where praise and words of encouragement are their best motivators.

Parents

• Weekly communication is required to be sent to parents with weekly updates, practice schedule, or game times and locations.
• If a parent wishes to speak to a coach, please make every effort to listen.
• We will ask parents to wait 24 hours before calling to allow emotions to settle.
• Never is a BCA coach to be rude. Coaches are to remain in control at all times of their emotions, tone, volume and their choice of words. Remember the key to bringing down the intensity of a moment is to talk softer.
• In any highly emotional meeting or confrontation, it is best to step back and request to meet at a later time with the AD present in order for a cool-down period to happen.

Other Coaches

BCA coaches must respect all the sports offered at our school. Our coaches should not try to recruit students away from another sport but always encourage them to participate in the sport they enjoy most or one in which they show great potential. No undue pressure is to be put on the students regarding participation or non-participation in a sport. Do not harass a student who may look like they could be a great benefit to your team but who does not want to participate. Each sport should support the others (attending championships together, cheering sections, etc.).

Website

Each coach is required to provide information to keep the athletic website updated. Pictures, results, practice schedule, game schedule, location of games etc. should be included and updated throughout the season. Information must be given to the athletic department in a timely manner.

Social Media

Coaches and teams are not allowed to create their own social media accounts using the BCA name or image without approval from the athletic department.

Media Relations

Each head coach is responsible for media coverage, ranging from consistently reporting scores to human interest stories. It is important our BCA coaches build a good relationship with our local media. Coaches should only discuss their sport/team with the media.

Season Planning & Scheduling

Planning the Season

Planning must include organized meetings and teaching assistant coaches' fundamentals and strategies. Planning should also contain:

• Evaluating athletes' preseason skills, knowledge, and physical condition
• Making daily and seasonal practice plans
• Practices should be of high quality — all the athletes on the team involved, not just watching the starters — encouraging and helping to advance the skills of the athletes
• Practice (though not always fun) should be something the athletes generally enjoy
• Sunday practices are at the AD's discretion. Please do your best to avoid late practices on Wednesdays to honor those who would like to attend church. We know this is not always possible though.
• Practice times and locations must be reserved through the AD's office via the eSpace scheduling platform. If you do not have a login and need one, please see the AD. We share nearly all of our facilities; therefore, we must know in advance of the location and times for all practices and games. Due to this shared space, please make sure you put equipment away after use and leave your space clean. If you consistently find areas of concern in your spaces, please inform the other coaches and then the AD.
• All practices must end at the scheduled time. Do not tell parents practice ends at a certain time and then hold practice late.
• Limit traveling during the week to one or two weeknights. Be mindful of the student's academic schedule (exam dates, AP exams, etc.) before scheduling a far-away game or a late-night practice.
• Closely monitor the school calendar when planning your schedule. Make sure to note the “No Practice / No Game” list of dates provided by the Athletic Department each year.
• Students who are not fully enrolled are not allowed to practice with your team. They are not covered by our insurance.
• Coaches must make sure they have all the necessary documentation on each athlete before letting them begin even the first day of practice. All medical info must be on file for the athlete to begin practice via our RankOne platform. If you do not have an account, please see the AD.

“No Competition” Dates

The following school activities are very important that our parents and families attend. These events should be given great consideration when planning games and practices. BCA families should not have to make a choice between the events below and a sports practice or game if possible. The Athletic Director must coordinate with coaches, so the following events are attended:

• Preplanning Required
• Student Orientation
• Battle Cry
• IgKnight High School Retreat
• Semester Exams
• Jr. High / High School Parent Meeting (rising 6th graders at 6pm / rising 9th graders)
• Knight of the Arts
• Jr. High and High School Honors Night
• Night to Shine
• High School Graduation

In-Season vs. Out-of-Season & Multi-Sport Athletes

All of our programs, and as a school, are better when our athletes participate in multiple sports. The expectation is for our coaches to communicate and professionally coordinate with other BCA coaches to make this possible within reason. A few guidelines to help facilitate this successfully:

• In-season sports always take priority over out-of-season sports, and discretion and permission from the in-season coach must be sought for any participation in out-of-season sport activities.
• If an athlete intends to participate in two sports within the same season, the Multi-Sport Athlete Form must be filled out, signed by the coaches, athlete, parents, and then turned in to the AD for final approval.
• Coaches should always communicate directly with each other, and prevent from allowing the student-athlete to be the middle man.
• Ideally, but not exclusively, multi-sport athletes within the same season would not be a part of two team sports, but rather, one team sport, which takes priority, and another more individually based sport.

Season Wrap-Up

• Head coaches are responsible for inventory of equipment and uniforms. This list should be given to the athletic director at the completion of the season.
• Practice and game facilities should be prepared for off-season.
• Uniforms should be cleaned and properly stored in the uniform closet.
• Balls and equipment should be cleaned and properly stored. Mistreatment or lack of care for what we have been blessed with will not be tolerated.
• Any equipment not returned should be reported to the athletic director immediately.
• End of season meetings with assistant coaches and your players is strongly encouraged and recommended.
• Each Varsity Head Coach should schedule an end of season meeting with the AD.

End-of-Season Banquet

Each sport hosts their own end of season banquet or party. Banquets should be scheduled by the coach and athletic department. Coaches should fill out an Event Request Form through eSpace to reserve their location.

Meals or desserts are to be coordinated by the coach and/or team parents. Be cautious of the price of the banquet for families.

Coaches should be diligent and careful to plan a program which will showcase the season with an emphasis on the values BCA holds most high. Highlight films and season videos can be presented as a positive way to recap the season and help all athletes feel positive about participation in a sport. The banquet should be a wonderful time to praise, thank, promote, set standards, and issue challenges for the next season.

Game Day

Changes in a Game or Schedule

Any changes, cancellations, or additions to the schedule must be immediately emailed to schedulechange@bcamail.org.

Relationships with Other Schools

The athletic department will contact visiting teams prior to game day for confirmation of day, time, and location. It is the head coach's responsibility when a team comes to our campus for a game to ensure they are greeted warmly and directed to the appropriate location.

BCA teams should leave facilities clean and orderly when visiting other schools — leave it better than you found it. The coach is responsible to enforce this. Good sportsmanship begins with the Head Coach. It is expected. Treat your opponents with respect. We cheer loudly for our team; we do not harass or badger the opposition.

Athletic Dress Code

• Teams should be dressed neatly and appropriately while traveling.
• All coaches should dress in appropriate BCA attire at practices and games.
• Game day dress at school is a matter left to each sport but should be approved through the Athletic Office to ensure it supports the overall dress code.

Teams: Tryouts, Rules & Discipline

Team Tryouts

Cuts are an unfortunate reality in education-based athletics. Due to limited time, roster spots, facility space, etc., cuts are often required within our athletic programs. Cuts or placement on Varsity, JV, Freshman, or Junior High teams are based on a variety of things, including but not limited to: talent, attitude, sportsmanship, ability to work with others, coachability, team size, and player needs.

When a coach anticipates interest numbers requiring cuts be made, the coach needs to communicate this ahead of time so everyone is aware. While not required, it is encouraged that the tryout rubric be shared ahead of time with all athletes and their families as well. More than one coach should be involved with tryouts, and all coaches should meet and decide together before making their final decision.

Communicating to Students Being Cut

Once coaches have agreed on their final selections and cuts, the AD should have a chance to review and talk through cuts with the coach.

Cut emails should be individualized and maintain the following general outline:

1. Reinforcing you're proud of their willingness to try out
2. Thanking them for their effort and participation in tryouts
3. Informing with grace that they have not been selected
4. Provide individualized and specific feedback as to why they were not selected (reference tryout rubrics)
5. Give them resources — local skill trainers, online training resources, local leagues — to utilize if they would like to not give up and work hard and come back out next year
6. End with a positive note that one setback doesn't define them

Lastly, when possible, new students who were not enrolled at the time of the original tryout should have an opportunity to try out as long as roster space allows.

Team Rules / School Rules

A coach may establish rules for his or her own team. These rules are encouraged to be in written form and presented to athletes and/or parents at a Preseason Parent Meeting. These rules could include, but not be limited to, practice attendance, conduct expectations, and care of uniforms. All rules in the school Parent/Student Handbook apply to all students and all sports. All of these rules should be followed.

Disciplinary Procedures

Unacceptable attitudes and behaviors are a matter of the heart. Coaches should address these athletes immediately before they progressively worsen. Situations should be dealt with immediately. In areas of increasing concern, the Athletic Director should be informed.

Hazing

"Hazing" refers to any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades or risks emotional and/or physical harm, regardless of the person's willingness to participate.

No person shall recklessly participate in the hazing of another. No administrator, employee or faculty member of Bethlehem Christian Academy shall recklessly permit the hazing of any person.

Team Mom / Dad

Objective: To organize and promote spirit and communication among parents of a particular sport. To assist the head coach and team with the responsibilities listed below.

Responsibilities of all Team Moms / Dads

• Communicate to the parents the expectations during the season (i.e. meals and drinks, banquet/party)
• Organize meals, snacks and drinks for home and away games as requested by the head coach
• Promote participation for special events as needed
• Help organize special events such as playoffs, spirit buses, hospitality room, etc.

Additional responsibilities for Varsity and JV teams

• Organize team dinners when needed or requested by head coach
• Assist head coach and athletic director with the organization and planning of the banquet
• Banquet date and location must be approved through an Event Request Form

Student-Athletes: Academics & Eligibility

Academics

Athletes are students first and should strive to conduct themselves with excellence in the classroom. As a coach, encouraging your team members in their academic endeavors is vital. Each week, in-season coaches will receive a weekly failure report for their rosters.

Eligibility

BCA will follow the most current eligibility requirements as set forth by GIAA. A student must be eligible to play according to the GIAA and the Bethlehem Christian Academy Parent-Student Handbook concerning academic and discipline eligibility. The athletic director, principal, and academic advisors are responsible for determining eligibility.

Athletic Issues Resolution & Review Process

The Athletic Director will oversee all school athletic programming and varsity coaches, while varsity coaches generally provide support and guidance to assistant coaches, junior varsity coaches, and junior high program coaches for their sport.

Parents are strongly encouraged to support the decisions of the coach and are encouraged to follow the standard of “right time, right place, and right spirit” as a guide to when it is best to talk with a coach about their concerns. Parents should respect the 24-hour rule when deciding when to talk to a coach after a concern.

Transportation

The athletic office will be responsible for booking transportation for all athletic teams.

If a coach has a CDL, he or she is eligible to drive the bus to events with the approved transportation documents on file at BCA in the business office. Only BCA-approved drivers may drive for BCA.

Who Is in Charge on the Bus?

• The driver oversees the bus and safety concerns pertaining to the bus.
• The coach or sponsor oversees the students on the bus. Do not allow students to open and close the rear emergency exits on all buses. The coach, assistant coach, or a preapproved team sponsor needs to accompany the team on the bus both to and home from the game.
• If multiple vehicles are involved in the trip, drivers and coaches/sponsors should have means to communicate during the trip in case of emergency. Drivers may not use their cell phones while driving.

Travel Home from Away Games

After providing transportation to away games, it is the head coach's discretion whether to allow players to use other transportation (ride home with parents) following the game. Communication of the coach's preference should be shared with parents ahead of time. If approved, however, the parent or guardian of the student must personally release the school from responsibility for the child — i.e. let the coach know verbally.

If the team plans to stop for a meal, the coach must have informed parents prior so students are prepared with funds, and we must get students back at the announced time. If a student does not have money to eat on a long trip, please cover the cost and bring the receipt back to the AD.

Early dismissals for sports activities should be coordinated with the athletic office prior to the event. A roster of players leaving early, dates and the time of dismissal will be listed in the Monday Memo (Weekly Bulletin) by the AD or AD Administrative Assistant.

Weather & Environmental Safety

Extreme Weather Awareness & Policies

All outdoor coaches should have the Perry Weather App and be familiar with the GIAA Heat Policy. These policies are built into our Perry Weather notifications.

General coaches login for Perry Weather:
Username: athleticadmin@bcamail.org
Password: obtain from the AD or athletic office

Weather Emergencies

Weather-Related School Cancellations

If school is cancelled, a team may not practice or play without approval from the athletic director. If there is significant potential for dangerous weather, a chain of communications will include the head of school, athletic director and the administration of the opponents.

Heat Index Guidelines

BCA will follow the guidelines set forth by GIAA in regard to the Heat Index (see Appendix 1). Coaches, trainers, and all Athletic Admin should be familiar with the GIAA Heat Policies and tracking WBGT. The Perry Weather app has the GIAA thresholds built in and will notify all those using the app whenever the WBGT requires a modification. Coaches should immediately implement the adjustments required based on the GIAA Heat Index threshold being experienced.

Full GIAA text, including definitions, hydration/cooling-zone requirements, and acclimatization rules: Appendix 1.

Injury & Medical Protocol

Incident Report of Injury

BCA purchases twelve-month accident insurance for each child enrolled at the school. Coverage is for all activities — athletics, field trips, and playground — under the direct and immediate supervision of the school. BCA's insurance serves as a secondary insurance following the parent's insurance plan for their child. We ask parents to first submit the claim to their insurance while we in turn begin to notify our insurance company.

Concussions

BCA will follow the guidelines set forth by GIAA in regard to concussions (see Appendix 2).

Trainer on Site for High Risks

BCA will do our best to provide an athletic trainer in the areas of most risk. Coaches are to follow the instruction and advice given for athletes during practices and games. Ignoring a trainer's recommendation is not allowed.

Return to Play Following an Injury

Athletes who have been out for injury must provide a doctor's recommendation in order to return to play. These must be submitted to the Athletic Trainer, who will then communicate with the coach allowing the athlete to return to play. All of this documentation should live in RankOne.

Jr. Knights & Lay Coaches

BCA Jr. Knights Program

The youth league teams (K–6/7th) will be under the direction of the BCA Jr. Knights Director. This director is hired by the Head of School and will work directly with and report to the BCA Athletic Director.

All volunteer coaches representing BCA must be trained to follow the BCA volunteer guidelines and the guidelines of this coaching manual.

Lay Coach Program

A successful lay coach program is essential to the success of the athletic program.

• All lay coaches will follow the same protocols as any other coach.
• All lay coaches must complete and pass a background check.
• Lay coaches are mandated reporters and must follow the protocol.
• Lay coaches must abide by the Statement of Faith just as BCA employees.

Evaluation of Coaches

We define success internally before others define it for us. Success for BCA Athletics is not simply defined by winning. It is defined by creating a culture and atmosphere for your program where every athlete is valued and enjoys a meaningful experience. Whether they actually get playing time or not, and whether you actually win or not.

At the end of each season, Varsity Head Coaches meet with the AD to complete an End-of-Season 1-on-1 Meeting. A form to guide the meeting is sent ahead of time to each Varsity Head Coach that allows them and the AD to reflect on the season and rank themselves in a variety of areas.

These meetings, along with the survey results from parents gathered at the end of each season, are not intended to simply be critical of each coach, but an opportunity to pour into and grow each Varsity Head Coach. If any areas of concern do exist, they will be discussed in these meetings and may lead to growth areas that must be met over the following year, or the decision to simply make a change at that moment.

Financial Information

Stipends

Varsity Head Coaching Stipends are determined by the Athletic Director. All other coaches within the JH, JV, and Varsity Assistant roles are determined by that sport's Varsity Head Coach. They must be approved by the AD and within the budget allotted by the AD for assistants of that program.

HR handles payment of all stipends. They are traditionally paid in two installments — one halfway through the respective season, and the remainder at the end of the respective season. If for any reason a coach has an outstanding balance with the school, the stipend will be applied first to that before simply being paid out.

Budgets

The annual detailed athletic budget shall be prepared by the Athletic Director and submitted to the Head of School and CFO in March for Board approval. The budget must be specific.

The budget should be balanced, defensible and fair to all concerned. A sequential procedure must be established and followed. Long range rotation of large purchases for individual sports should be planned so that major requests from various sports may be staggered over several years. Continuity and adherence plus the flexibility to handle emergencies are all important.

Head coaches are responsible alongside the AD for tracking their budgets and total spend each year. Coaches submit their budget requests for the next year when requested by the athletic director. The budget process for BCA should be adhered to by both athletic director and coaches.

Athletic Financial Reporting

The Athletic Office has the responsibility to monitor the athletic budget and make informed decisions on all purchase requests. The financial records of the athletic budget will be audited periodically. The Athletic Office shall review the audit findings with the Head of School and CFO at the end of each year or as needed.

Gate Fee Revenue

Regular Season Gate Fees will be charged at BCA athletic events unless exempted by the AD as follows for Upper School events. State Tournament gate prices are determined by the GIAA.

All full-time BCA employees are given a yearly pass to BCA athletic events. Since you are at the athletic function as an employee, then you are required to supervise and redirect any misbehavior of students while you are attending the event.

Accounting for gate fees

• A BCA staff member will be assigned to work each gate that collects cash, along with any parent volunteers if needed.
• At the conclusion of admission for each game, the gate keeper will reconcile the cash box.
• All monies must be turned in at the end of the event and secured. Funds may not be kept overnight by any staff member.

Purchasing Procedures

Athletic purchases fall within two categories:

To purchase Budget Items

1. Approval from the Varsity Head Coach & Athletic Director must be given
2. Purchase must fit within the program's budget
3. Purchase must be made with the AD's physical RAMP card or the program's virtual RAMP card
4. Receipt must be submitted to the AD or Athletic Office immediately upon purchase to be placed in RAMP

To purchase Offset Items

1. Approval from the Varsity Head Coach & Athletic Director must be given
   • Estimate/invoice & billing form must be submitted and be equal in amount for approval
   • The amount being billed to families must be communicated with them ahead of time
   • See billing procedures below for how families get charged
2. Purchase must be made with the Athletic Department's Offset RAMP Card, which is kept by the Athletic Administrative Assistant
3. Receipt must be submitted to the AD or Athletic Office immediately upon purchase to be placed in RAMP

Billing Procedures

Head coaches will be responsible to submit to the AD a complete sports roster. The athletic office will send a billing request to the business office. The business office will post the fee to the athlete's account. Billing requests for other expenses such as apparel, camps, etc. must be turned in to the athletic director.

GIAA Heat Index Policy

Georgia Independent Athletic Association
Excerpt from GIAA Interscholastic Rules & Regulations · Section 5, Special Provisions — Severe Weather & Heat Index

All Georgia Independent School Association Interscholastic Member Schools ("Member School(s)") are required to comply with the following policy effective August 1, 2012. This policy applies to all practices and conditioning in all sports but does not apply to games. This policy will be reviewed by the Board of Trustees after the conclusion of the 2012 calendar year, at which time comments and suggestions for the improvement of the policy will be solicited from all Member Schools, coaches, trainers, and officials, and appropriate modifications made.

I. Definitions

• “Practice” means the period of time that a student engages in coach-supervised, school-approved preparation for sport whether indoors or outdoors, including acclimatization activities, conditioning, weight training, distance running, and scrimmages, but not including a walk through.
• “Walk Through” means the period of time, not exceeding one hour per day, that a student engages in coach-supervised, school-approved sessions, whether indoors or outdoors, to work on formations, schemes, and techniques without physical contact. No protective equipment is worn during a Walk Through. No conditioning activities are held during a Walk Through. A Walk Through may not be held on a day when two practices are being held.
• “Acclimatization Activities” mean outdoor conditioning, distance running, and exercises five consecutive weekdays in shorts and helmets before the first football practice in full pads.
• “WBGT” stands for the Wet Bulb Globe Temperature reading, which is a composite temperature used to estimate the effect of air temperature, humidity, and solar radiation on the human body, expressed in degrees. It is not equated with the “Heat Index.”

II. Policy

A. All Member Schools shall utilize at each Practice a scientifically approved instrument that measures WBGT.

B. At the following WBGT readings the corresponding activity, hydration, and rest break guidelines apply:

C. The following guidelines apply to hydration and rest breaks:

1. Rest time should involve both unlimited hydration (water or electrolyte drinks) and rest without any activity involved.
2. For football, helmets should be removed during rest time.
3. The site of the rest time should be a cooling zone not in direct sunlight, such as indoors, under a tent, or under a shade tree.
4. When the WBGT is over 86, ice towels and spray bottles filled with ice water should be available in the cooling zone and cold immersion tubs shall be available for a student showing signs of heat illness. A cold immersion tub may be anything, including a shower or wading pool, that can be adapted to immerse a student in cold water and ice which is available within two minutes travel from an outdoor practice facility.

D. The following guidelines apply to Practice:

1. All Member Schools must hold Acclimatization Activities.
2. No two-a-day Practices may exceed four hours for both sessions; no single Practice during two-a-days may exceed two hours. A three hour rest period must be observed between the two sessions.
3. No single Practice may last more than three hours.
4. Restrictions based on outdoor WBGT readings do not apply to indoor Practice where indoor air temperature is 85 degrees or less.

III. Penalties

Member Schools violating this policy shall be fined a minimum of $500.00 and a maximum of $1,000.00 for the first offense. A Member School may be removed from membership for repeat violations.

Schools are required to develop their own Severe Weather Policy, and file a current copy with the GISA Office each school year.

In the event of the threat of severe weather (observed lightning or thunder in the area, or weather bureau announced tornado warnings or watch) during the course of an outdoor sporting event, the headmasters and/or coaches of the competing teams, by agreement, have the authority to suspend the event until non-threatening conditions return.

Schools are required to have weather detection devices that give warning if severe weather is in the area.

GIAA Concussion Management & Return to Play Policy

Georgia Independent Athletic Association

All Georgia Independent School Association Interscholastic Member Schools are required to comply with the following policy effective September 1, 2013. This policy applies to all practices, conditioning, and games in all sports. This policy will be reviewed by the Board of Trustees yearly, at which time comments and suggestions for the improvement of the policy will be solicited from all Member Schools, coaches, trainers, and officials, and appropriate modifications made.

I. Definitions

A. “Health Care Provider” means a licensed physician or another licensed individual under the supervision of a licensed physician, such as a nurse practitioner, physician assistant, or certified athletic trainer who has received training in concussion evaluation and management.

B. “Student Athlete” means any student who participates in interscholastic athletic competitions at a Member School regardless of age.

C. “Coach” means all coaches of all interscholastic sports whether full or part time and whether paid or volunteer.

D. “Member School” means each Georgia Independent School Association Interscholastic Member School.

II. Policy

A. At the beginning of every school year, all Member Schools shall provide to the parents or legal guardians of every Student Athlete an information sheet which informs them of the nature and risks of concussions and head injuries and the actions to be taken by the schools to minimize the risks and effects of concussions and head injuries. Such information sheet should be substantially in the form of Appendix A to this Policy, and each Member School shall maintain a copy of the information sheet signed by each Student Athlete's parents or legal guardians for that school year.

B. If a Coach observes a Student Athlete exhibit any sign, symptom, or behavior consistent with a concussion or head injury, the Coach must immediately remove that Student Athlete from practice, conditioning, or game. The Student Athlete may not return to practice, conditioning, or game until a Health Care Provider has determined that the Student Athlete has not suffered a concussion. In the case where a Health Care Provider has determined that the Student Athlete has suffered a concussion, the Student Athlete may not resume practice, conditioning, or participation in games until medically determined capable of doing so for full or graduated return. In no circumstance may a Student Athlete return to a practice, conditioning or a game on the same day that a concussion has been diagnosed by a Health Care Provider or cannot be ruled out.

C. All Coaches must participate every year in a course of concussion management approved by the GISA. All Member Schools must maintain record of each Coach's participation in the course. The on-line course in concussion management entitled “Concussion in Sports” and prepared by National Federation of High School Sports Associations is acceptable and is available free to Member Schools at www.nfhslearn.com.

III. Penalties

Member Schools violating this policy shall be fined a minimum of $500.00 and a maximum of $1,000.00 for the first offense. A Member School may be removed from membership for repeat violations.

Approved by the GISA Board of Trustees this 29th day of July, 2013.