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Coach Selection Procedures

As of November 16, 2006

These procedures are subject to the final approval of the USOC and are dependent on the number of coaches and additional officials allowed by the USOC in their final approval. All positions will not be filled if the USOC cuts the proposed staff numbers reflected in these documents.

1. What are the NGB prerequisites for Coach positions (See Attachment A for job descriptions):

  1. Head Coach - 1 Women's and 1 Men's Head Coach to be recommended
    • Head Coaches must have international experience as a coach
    • Head Coaches must have either coached an Olympic or World Championship finalist as a personal coach or International team coach or medaled in an Olympic Games or a World Championships
    • Head Coaches must have good management, communication, organizational and decision making skills
    • Head Coaches must have good people skills and be able to relate to athletes and interact well with their personal coaches and agents
    • Head Coaches must have a good working knowledge of all events
    • Head Coaches must know the IAAF Rules of competition
    • An individual may not serve in the position of Head Pan American Coach unless he or she has served as Head Olympic/Pan American Manager, Assistant Olympic/Pan American Coach or Manager, or Head Coach or Head Manager for IAAF World Indoor Championships, IAAF World Outdoor Championships, World Cup, World University Games or Pan American Games team prior to the 2007 Pan American Games.
    • A Head Coach must pass a background check.
  2. Assistant Coaches - 4 Women and 4 Men Assistant Coaches to be recommended. Prioritized by rank order of need.
    • Three (3) of the four (4) Assistant Coaches selected for each gender will come from the general coaching population group identified by the International Staff Selection Subcommittee. These individuals must have international coaching experience or have coached Olympic, or World Championship finalist or have medaled in the Olympic Games or World Championships as an athlete.
    • One (1) of the four (4) Assistant Coaches selected for each gender will be a Relay Coach. The Relay Coach will be selected from the current USATF Relay Coaches by the Executive Committee of the High Performance Division of USATF. The Relay Coach for each gender will be selected and hired by USATF after the 2006 USATF Annual Meeting in December.
    • All Assistant Coaches must be experienced in the event group he/she is coaching. Assistant Coaches specialties must fall into one of the four categories listed below:
      Jumps/Multi Events
      Throws/Multi Events
      Distance
      Sprints/ Hurdles
    • Assistant Coaches must have good people skills and be able to relate to athletes and interact well with their personal coaches and agents.
    • Assistant coaches must pass a background check.

2. Describe the intended method of:

  1. Identifying the pool of candidates to be considered for Coach position

    The pool of candidates to be considered for all coaching positions will be nominated from a list of past international team staff members and new nominations solicited from the entire USATF membership.

    For selection of the Head Coach and the three (3) Assistant Coaches per gender that come from the general coaching pool identified above, USATF National Office Staff will provide each member of the International Staff Selection Subcommittee a list of eligible candidates. Individual Subcommittee members, after review of the list, will make nominations.

    For the selection of the one (1) Assistant Coach per gender to serve as the Relay Coach, the pool shall consist of the current Relay Coaches of USATF. The Relay Coach for each gender will be selected and hired by USATF after the 2006 USATF Annual Meeting in December 2006.

  2. Selecting candidates who fit the job description for Coach

    For the Head Coach and the three (3) Assistant Coaches per gender to be chosen from the general coaches pool identified in #A, USA Track & Field National Office Staff will provide the International Staff Selection Subcommittee with an evaluation form reviewing the experience of all candidates nominated for consideration. The International Staff Selection Subcommittee, using the evaluation form, will screen each candidate and make their selections with a simple majority vote. The Subcommittee will then put forth a slate of nominees for the Pan American Games.

    For the one (1) Relay Coach to be chosen per gender from the current Relay Coaches list, the High Performance Division Executive Committee of USATF will review the list of relay coach candidates provided by the National Office Staff and make their selections with a simple majority vote.

3. Removal of a Coach:

Once a Coach Nomination is accepted by the USOC, a Coach is subject to the USOC Code of Conduct and Grievance Procedures.

Prior to acceptance a coach may be removed by USATF as follows:

  • S/he is unable to fulfill his or her duties as a Team coach
  • His or her performance as a national team coach prior to the 2007 Pan American Games fails to meet the job criteria as outlined in this document.
  • S/he 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 s/he believes to warrant removal of a coach from the Coaching Staff. The High Performance Chair in consultation with the USATF AAC Chair and the appropriate Sports Committee Chair shall determine if such removal is warranted.
  • A coach removed from the Coaching Staff pursuant to this provision has the right to appeal the decision pursuant to USATF Regulation 11-P (See Attachment B). Once nominated to the USOC as the Coaching Staff for the Pan American Games, USOC rules pertaining to removal and replacement of coaches shall govern and shall supersede the provisions of this Section 4.
  • He/she fails the background check and can not provide an explanation that satisfies USATF/USOC

4. Replacement of a Coach:

  1. In the event that a Nominated Coach is unable to perform the duties of Coach, for injury, illness, Code of Conduct violations 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.
  2. The appropriate Staff Selection Subcommittee in a manner consistent with these selection procedures shall choose a replacement coach. In the event that a coach resigns or is unable to serve before the International Staff Selection Subcommittee can be reconvened, the High Performance chair shall appoint a replacement after consultation with the Chairs of the Long Distance Running Division, and the Men's and Women's Track & Field, Race Walking and Athlete Advisory committees, after giving due regard to previous staff evaluations and the diversity of the newly composed staff. If the USOC, LOC, PASO or IAAF requires different replacement procedures within a certain time period before the Games or after official nomination of the Coaching Staff to the USOC, such procedures for replacement will be followed.

5. Which NGB group/committee will make final:

  1. Recommendation of the Coach(es)?

    Head Coach and three (3) Assistant Coaches per gender from general coaches pool identified in #A - The recommendations are made by the Men's and Women's International Staff Selection Subcommittees of the High Performance Division of USATF.

    One (1) Relay Coach per gender- The recommendations are made by the High Performance Division's Executive Committee.

  2. Approval for the Coach(es)?

    Head Coach and three (3) Assistant Coaches per gender from general coaches' pool identified in #A - The approvals are made by the CEO of USATF in consultation with the Men and Women's International Staff Selection Subcommittees of the High Performance Division of USATF.

    One (1) Relay Coach per gender - The approval is made by the CEO in consultation with the High Performance Division's Executive Committee.

6. Conflict of Interest:

Any individual who is an applicant for a Coach position and who is involved in the selection process shall recuse him or herself from any discussion or decision involving selection of the Coach.

7. Publicity/Distribution of Procedures:

The USOC approved selection procedures (complete and unaltered) will be posted/published by the NGB in the following locations and will include the USOC approval date:

  1. NGB 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.
  2. NGB Official Publication (if any): Elite Beat Magazine, Fast Forward Express
  3. Other: Mailing to all USATF Association Presidents

 

ATTACHMENT A: Coaches Job Descriptions

Head Coach shall:

  • 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
    • Direct media inquiries to USATF media staff when approached for an interview or comment about critical issues. All press conferences must be arranged through USATF media staff.
    • Know the IAAF rules of competition
    • Assign coaching staff to specific event groups. (Head Coach does not assign her/himself to any coaching position)
    • Review and understand staff and athlete manuals as they relate to 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
    • Consult with Head Manager/Team Leader about all team activities
    • Supervise assistant coaches
  • After competition
    • Complete post competition report within 45 days of return from competition and submit to USATF Office.

Assistant Coach - Per direction of the Head Coach shall:

  • 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
    • Confirm travel information of all athletes in event group and complete 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
    • Coordinate with Head Coach and Head Manager all competition information to athletes in event group
    • Coordinate with Head Coach and Head Manager 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 warm-up track exit and/or call room entry for correct uniforms and equipment
    • Coordinate with Head Manager 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
    • Accept additional assignments by the Team Leader, Head Coach or Head Manager

Relay Coach shall:

  • Before competition (in coordination with Head Coach)
    • Follow established relay policies for international competition
    • Develop good relationship with all potential relay team pool members
    • Select relay team pool of athletes
    • 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 submit to the Head Coach within the allotted IAAF time frame

 

ATTACHMENT B: Team Staff Nomination Form

 

ATTACHMENT C: USATF Regulation 11-P

  1. Appeals: The following shall pertain to appeals from Association decisions or other USATF decisions that are appealable:
    1. Initiation of appeals: Appeals shall contain the following:
      1. Notice: A written notice of appeal must be signed by the appellant (the party filing the appeal) and postmarked within thirty (30) days of the decision from which appealed (see exhibits section of this handbook):
        1. Association appeal: The notice of appeal from an Association hearing decision shall be sent to USATF, the USATF Secretary, the President of the Association, and the Association Secretary; or
        2. NABR or USATF committee appeal: The notice of appeal from an NABR or USATF Committee decision shall be sent to the CEO and the USATF Secretary;
      2. Filing fees: The written notice of appeal shall be accompanied by filing fees in the form of a cashier's check or money order made payable to USA Track & Field, Inc. for the following amounts:
        1. One Hundred Fifty U.S. Dollars (US$150) for an organization or committee appeal that is accompanied by a transcript of the prior proceeding or minutes of the Committee meeting;
        2. Two Hundred U.S. Dollars (US$200) for an organization or committee appeal that is not accompanied by a transcript of the prior proceeding or minutes of the Committee meeting; or
        3. One Hundred U.S. Dollars (US$100) for an appeal by an individual;
      3. Documents: A copy of the notice of appeal and any supporting documents shall be sent to the other parties to the proceeding and to the appeals panel;
      4. Stay of enforcement: If a stay of enforcement of the decision appealed from has not been granted under Regulation 11-N-2-e above and is sought by the appellant in accordance with Regulation 11-0 above, the application for a stay of enforcement must accompany the written notice of appeal, and shall be decided by the appeals panel.
      5. Appointment of arbitrators: USATF shall appoint a panel of arbitrators to hear appeals as follows:
        1. Association appeal: The CEO shall appoint an NABR appeals panel from the appellant's region as provided in Regulation 11-F-4 above, within thirty (30) days of receipt of the notice of appeal; or
        2. NABR or USATF committee appeal: Within thirty (30) days of receipt of the notice of appeal from an NABR or USATF Committee decision, the chair of the Law & Legislation Committee shall appoint an appeals panel by selecting three (3) members from the Law & Legislation Committee, with one being an Active Athlete, to hear the appeal;
      6. Panel chairperson: The NABR appeals panel shall select a chairperson within five (5) days of appointment to hear the appeal. If a panel chairperson is not selected within five (5) days, the CEO shall appoint the chairperson;
      7. Abandonment: If the appellant fails to appear on the date set for hearing the appeal, the appeal shall be deemed abandoned and shall be dismissed; and
      8. NABR appeals panel replacement: If the NABR appeals panel or appointed appeals panel fails to follow the timelines outlined above, the CEO or chair of the Law & Legislation Committee, as appropriate, may dismiss one or more members of the panel and replace them with newly-selected members as provided in Regulation 11-J-1 above; and
    2. Appellate procedures: The following procedures apply to appeals:
      1. Date: The appeals panel chairperson shall establish a hearing date within ten (10) days of appointment, after consulting the parties and the other panel members. The hearing shall be scheduled to commence within thirty (30) days following the appointment of the panel chairperson. The appeals panel chairperson may grant a reasonable delay, not to exceed thirty (30) days, if she or he determines that no prejudice would accrue to either party as a result of such delay;
      2. Venue: All hearings shall be conducted by telephone conference call;
      3. Burden of proof: The burden of proof is upon the appellant to prove that the decision being appealed was clearly erroneous;
      4. Presentation of appeal: The appeal shall, at the option of the panel chair, be made by written presentation and/or oral presentation before the appeals panel, with each party presenting its reasons why the decision appealed from is correct or incorrect;
      5. Evidentiary limitations: No new evidence may be presented to the appeals panel unless circumstances have changed or new facts have been discovered that were unavailable at the time of hearing. In such cases, the appeals panel may direct that such matters be presented to it, provided that all parties involved in the appeal have been given notice and are given adequate time to respond to the changed circumstances or previously undiscovered or unavailable facts;
      6. Appeals panel decisions: An NABR appeals panel shall render a decision within fifteen (15) days after the conclusion of an appellate hearing. The NABR appeals panel concerned shall render a written opinion and recommendation no later than thirty (30) days after conclusion of the appellate hearing, or the submission of any post-hearing documentation to the panel. The opinion and recommendation shall be forwarded to the Board for appropriate action.