Each coach, volunteer or paid, must be approved by the School Board and have a signed contract on file at central office to be eligible to coach.

Each coach must have a valid PASP certificate on file with the state to be eligible to coach. Additionally, each coach is required to have a copy of the certificate on file with the school board office. The cost of the certificate is at the coach's expense. The class can be taken for free if it is given by Kettering Sports Medicine. There will still be a state fee even if the class is taken through Kettering Sports Medicine.

Each coach must submit to a fingerprint and background check. The board office can do the fingerprinting. If some other agency does the fingerprinting submit the fingerprint record to the board office and they will submit for the background checks. The cost of the fingerprinting and checks is at the coach's expense.

Each coach must have a valid CPR/First Aid Certificate on file with the board office to be eligible to coach. The cost of the certificate is at the coach's expense.

Keys are issued through the XHS Main Office. You will need to get an inventory key form from the XHS Main Office and have it signed by the Athletic Director to receive keys. At the end of each season the keys must be checked in at the Main Office even if they are going to be reissued.

Practice schedules should be submitted to the athletic office prior to each season. An online version is acceptable.

Each sport will generally have a preseason and post season meeting required by the league. Additionally, each sport will have a rules interpretation meeting, sponsored by the state, either every year or every other year at the beginning of the season. The head coach or a designated representative must attend these meetings. It is the coach's responsibility to ascertain the scheduled time and place of all meetings. Meeting information will either come directly to you or can be obtained through the athletic office.

Yes, by joining these associations it allows your athletes to be considered for various local, state, and national honors. Check with your local association to determine what groups you need to join. For example, in soccer there is a local, state and national group that must be joined. Football only requires you join the local and state associations.

Submit bus requests to the athletic office as soon as your schedule is completed. Bus requests should include departure and return times, pick up and drop off points, number of buses needed, and location of event if it is not at the hosting school. Make sure to request any shuttles that may be needed.

If there is a problem with a bus/van and you cannot contact the athletic department call the Transportation Department 372-5461.

Submit roster of all coaches, including volunteers. Make sure to update any address and phone number information that has changed.

Each coach is expected to understand and follow all OHSAA rules. Copies of OHSAA rules are available at HTTP://www.OHSAA.org

It is not required to have team rules in writing, however it is recommended. If you have team rules in writing forward a copy to the athletic office.

Report all scores to Xenia Gazette 937-372-4444 and the Dayton Daily News 937-222-5700 or 888-397-6397. Also report scores to GWOC online.

If anyone is dropped or added during the season notify the athletic office immediately.

If anyone is ejected from a contest notify the athletic office. Anyone ejected (coach or athlete), by OHSAA rules, is suspended from game/match play for two (football 1) games at the same level. There is additional paperwork that must be filed. Coaches ejected from a game/match are required to pay a fine to the OHSAA and attend a coaching course.

Each varsity team is eligible to play in an OHSAA post season tournament. There are various steps depending on the sport that must be completed to qualify. Seed Meeting: Most sports will have a seed meeting that must be attended by the head coach or designee.

The date of the seed meeting and the name of the tournament directors can be found on the Southwest District Athletic Board Prior to the meeting most sports have an online pre seed meeting process to be completed.

The coach will receive the information on how to enter his/her team's information directly from the Southwest District Athletic Board. If you have not received this information approximately three weeks prior to seed meeting date contact the athletic office.

Entry Form: There is an entry form that must be taken to the seed meeting. The form can be obtained from the athletic office.

Eligibility Sheet: An eligibility sheet will also need to be turned in at the seed meeting. The eligibility sheet can be obtained from the athletic office.

Site Roster: For any tournament matches not held at a Xenia High School facility a Site roster must be taken to the event. Only individuals listed on this form will be admitted to the tournament site at no cost. Any additional individuals must buy a ticket. A copy of the form to be filled out, for soccer, can be obtained by clicking here. As forms for other sports become available they will be added to the forms list.

If there is a question about a bus contact the athletic office at 562-9671 or the transportation office at 372-5461. Please call all bus changes into the Athletic Office as soon as possible. Bus times for regular season matches/games should be turned in before tryouts.

Check in all uniforms and equipment against your inventory. Provide athletic department with inventory listing and names of individuals that have equipment outstanding.

Each team will have an awards program at the end of each season. The structure and content of the program is up to the coach. The winners of awards and special awards must be turned into the athletic office two weeks prior to the date of the awards program to allow time to have the awards printed or engraved. The awards program can be held at school or the location of the team's choice.

Varsity athletes that meet the criterion the coaching staff sets to win a varsity award will receive a varsity letter, sport pin, and certificate. An athlete will only receive one cloth letter in their playing career and one pin per sport. For example, an athlete that plays soccer and it is there first varsity award will receive a cloth varsity letter, a soccer pin and certificate. If that same individual now qualifies for a varsity letter in basketball, the individual will receive a basketball pin, and certificate, but no letter. The following year, if the individual plays the same sports and qualifies, the individual will receive a certificate stating that it is her second varsity award. An athlete that qualifies for a varsity letter all four years will receive a commemorative plaque.

Junior Varsity athletes that meet the criterion the coaching staff sets to win a junior varsity award will receive a junior varsity letter and certificate. An athlete will only receive one cloth junior varsity letter in their playing career. For example, an athlete that plays golf and it is there first junior varsity award, will receive a cloth junior varsity letter and certificate. If that same individual now qualifies for a junior varsity letter in wrestling, the individual will receive a certificate, but no junior varsity letter. The following year, if the individual plays the same sports and qualifies as a junior varsity athlete, the individual will receive a certificate stating that it is his second junior varsity award.

Freshman athletes that participate in a sport and complete the season in good standing will receive his/her numerals and a certificate. An individual can only receive numerals if they participate in a sport as a freshman. If freshman qualifies for a junior varsity or varsity team he/she can also receive a junior varsity or varsity award. As with other awards you can only receive the actual cloth numerals once. If an individual qualifies for numerals in additional sports he/she will only receive a certificate.

Special awards, like MVP, Low Average, Coach's Award, etc. are available to be given out by each team. Check with the athletic department to determine which special awards are available for each sport.

Coaches will be eligible to be paid when the following items are complete and turned into the appropriate office.

• Signed Contract (Central Office)
• PASP Certificate (Central Office)
• Fingerprint Cards (Central Office)
• CPR/First Aid Certificate (Central Office)
• Key Check (XHS Main Office)
• Equipment Inventory (Athletic Office)
• Awards List (Athletic Office)

All League honors are determined at amend of season league meeting for your sport. The League Commissioner will notify you of the time and place. If you are getting to the end of your season and have not heard about a date and time contact the commissioner.

Most other recognition awards are sponsored by the various coach's associations. So, for your athlete to be considered you need to belong to the appropriate association. Meetings for these awards are held at the end of the season. Check with your association for a time and place.

Coaches from team sports are generally limited to 10 days of coaching from June 1 to July 31. There is not limit for individual sports as long as the coaching sessions are not mandatory. Please check the OHSAA web site, under the sport you coach, for specific details. The information can also be found in the OHSAA handbook which can be found Athletic Office.

At the latest, rosters should be submitted the day after cuts if you have cuts or the day after the first practice if there are no cuts. This will allow the athletic department to check the eligibility of each team's athletes before the season starts.

During the season submit the name of any individual that is added or dropped from the roster, regardless of when it occurs during the season.

Physicals are required of each participant before they are allowed to try out. Physicals are good only for the one school year. Athletes must have health insurance to participate.

Ensure each physical is complete before turning it in to the athletic office.

Insurance Box

This includes the name and policy number of the insurance company in the box at the bottom of page 1 and the student's and parent's signatures at the bottom of pages 1, 3 and 4.

Sign at the 6 "X's"

The signature locations are designated by the large "X's".

All athletes are required to have health insurance to participate in sports at Xenia High School. Health insurance is verified on the form for the yearly required physical. Please verify each athlete has included his/her health insurance information on the physical form.

If an athlete does not have insurance, insurance can be purchased through the school. The information on this insurance can be picked up in the main office or athletic office.

Each athlete must have an emergency medical card (formerly known as a yellow card) on file with the coach. Each athlete must have a card on file with the head coach of each team before he/she can participate in the first practice. The emergency medical card will allow you to get an athlete treated in case of an emergency.

The athletic department is using the same card as the transportation department. A supply of these cards can be picked up in the main office.

The athletic fee is $100 per sport. There is no family or sport limit. Fees should be paid at the standard place in each school that all other fees are received. The athletic fee will be added to all other fees and will affect the student's ability to graduate if the fee is not paid. Coaches should not accept athletic fees.

Athletes are scholastically eligible to compete if they are passing five (5) classes (physical education does not count as a class) in the quarter previous to the start of the current season. Passing is a "D" or better. For example, fall sports must be passing five classes in the fourth quarter of the previous school year. Additionally, work cannot be made up in summer school.

Athletes wishing to participate in winter sports must be passing five classes in the first quarter of the current year. Additionally, since the winter season spans two quarters the athlete must be passing five classes in the second quarter to remain eligible to play in games/matches for the end of the season.

Spring athletes face the same issue as winter athletes, their season spans two quarters. To be eligible to participate in game/matches at the beginning of the spring season each athlete must be passing five (5) classes in the second quarter. To remain eligible or become eligible they must be passing five(5) classes in the third quarter.

Athletes' grades are also checked in the middle of each quarter. If an athlete has an "F" on the interim report that athlete must attend study table for three (3) one hour sessions per week. If the athlete misses any study table he/she is ineligible to participate in game/matches until the time is made up.

There will be a picture day during the preseason of each season. The Athletic Department will determine a schedule for pictures. Picture forms will be available in the Athletic Office.

Each coach is required to keep an inventory of all uniforms and equipment. The coach also must keep a record of what equipment each athlete has been assigned. Notify the athletic department of any uniform or piece of equipment not returned at the end of the season so that the appropriate athlete can be billed.

The coach needs to be very diligent in trying to get all equipment returned. Even though the athlete will be required to pay for the item the athletic department may not be able to replace the item since sporting gear is discontinued frequently.

Coaches are not allowed to transport athletes in their personal vehicles.

Notify the athletic department as soon as any schedule change occurs so that it can be announced at school, put on Schedule Star and put on the school's website.

Announcements are made daily at the high school 7:30 AM and 1:30 PM. If you need an announcement made, please get the announcement to the school office at least 30 minutes prior to the scheduled announcement time. Announcements outside of these two times can be made, but there is no guarantee as to when the announcements will be made.

Coaches should go over key OHSAA rules before the beginning of each season. Those rules include:

• Maintaining Eligibility
• Ejections
• Non-Sactioned Play
• Summer Play
• Sport Rules

If an athlete needs additional detail they can go to the OSHAA website.

If an athlete is caught smoking, using drugs, or drinking they will follow the rules outlines in the Role Model Code Of Conduct. Click here to go to the Code of Conduct web page.

There is a three step process when a parent or athlete has a concern about one of the athletic programs.

1. Before a parent can get involved the athlete must approach the coach and discuss the issue.
2. If the problem is not resolved the next step is for the parent and athlete to approach the coach and work toward a solution.
3. If the first two steps do not bring the problem to a resolution then a meeting with the athletic director is scheduled. The meeting must include all parties.

There are four issues that are not appropriate for parents to discuss with coaches and they are:

• Playing time.
• Team strategy.
• Play calling.
• Other student-athletes.

It is appropriate for athletes to discuss what they need to do to increase their playing time.

Issues that are appropriate for parents to discuss with a coach include.

• Treatment of an athlete mentally and physically.
• Ways the parent can help their child improve.
• Concerns about an athlete's behavior.
• College options and recruiting.

Parents should also understand that there are appropriate times to approach a coach. Times that are not appropriate, like before or after a game/match or practice should be avoided. These times cam be highly emotional. Meetings of this nature do not generally result in a mutually profitable outcome. Politely ask a parent to call you to set up a better time.

Athletes are allowed to use the weight room, however only with adult supervision. If you see an athlete in the weight room unsupervised ask them to leave.

Students are allowed to use the weight room, however only with adult supervision. If you see a student in the weight room unsupervised ask them to leave.