Coach's Corner

Asst. Principal (Athletics) - Danny Borne - jamesb1@wcs.edu

Athletic Director - Chad Kirby - chadk@wcs.edu

Asst. Athletic Director - Robert Wilson - robert.wilson@wcs.edu

Athletic Trainer - Laura Pett - laura.pett@wcs.edu

Coaches will provide schedules to Coach Kirby, Coach Wilson, Rachel McConathy and any media outlets that require schedules. Updates should be provided to the same people.

Make sure to provide all necessary documentation to your officials association. Regularly check during your season to make sure officials have been assigned and that times are correct. Notify officials of any changes or cancellations. Be sure to attend your TSSAA Rules Meetings each year.

WCS uses GoFan Ticketing for all electronic ticketing and season passes. Cash will be accepted at the gate as required by WCS policy.

Apply the principle of leave the facility better than you found it. We want to make sure to keep facilities clean and in good order. Pick up your trash. If you see something, say something. If anything is broken and in need of repair, please use WORK ORDER REQUEST. Make sure old banners/signs are taken down or if they are being reused year after year, make sure they are in good shape. Keep our facilities looking top notch.

If using indoor facilities, be sure to keep doors closed. Often when beginning or ending practice, it is easy to prop a door open, however, this is a Big No! Any open door to the school, locker room or hallway should be manned by a coach. Also, keys should only be possessed by staff members. Do not give your keys to a student or parent.

• For use of facilities outside of athletic venues or for non-SHS Sports teams

• Only submit requests with the current school year listed on the top of form

• Please send staff requests to me as an Excel doc, not as a PDF. Community requests are preferred as an Excel Doc but may be a PDF.

• If it is a Community request, it must include a copy of insurance every time

• Submit them at least 2 weeks in advance within the current semester, unless the first day on the request begins in the first semester.

• If you are submitting a request longer than the performance, please enter the time of the performance below it so I can add it to the school calendar.

• Normal HVAC (Air conditioning) operating times are 7 am - 4 pm on school days. Please only enter times outside those hours on the request. I will still need the actual times in the notes so I can add them to my calendar. Ex: You are requesting practice in the cafeteria from 3-4:45. You will enter the times on the request from 4-4:45, but please let me know the entire practice time you are requesting.

• Contact Rachel McConathy - rachel.mcconathy@wcs.edu

Successful communication is best provided early and often. Many concerns come from not knowing about something or not knowing soon enough. While electronic communication is both easier for mass notification and to maintain a paper trail, keep in mind that when managing a difficult situation, in person or calling can be the best option.

Among the many things to communicate, make sure to communicate Sportsmanship to both athletes and parents. Take a proactive approach to Sportsmanship. Much easier to have the conversation at the beginning of the year than after the heat of the moment.

Parent/Team Meetings are an important proactive approach to setting up standards and guidelines.

Emails - Only use the WCS email.

Do not use your personal email to communicate with parents or athletes.

Texting - Texting is allowed if their is a TEXTING AGREEMENT in place. Must be completed annually.

Messaging Platforms - The only approved systems are Schoology and Final Forms. All other messaging systems are prohibited per WCS policy. (No Remind, Group Me, etc.)

Athletes should stay in the area of the coach and/or team. Coaches should be able to account for the whereabouts of their athletes. Coaches (or a designated coach) should also be the last to leave. Know which students are still awaiting their ride, Help them get home sooner by calling when needed.

Coaches need to understand that they are in a professional position at an educational institution. Make sure all coaches understand that they are a reflection of the Head Coach, the program, the school and the county. Head Coaches are responsible for their staff.

Communicate with athletes and parents the expectation of good behavior, specifically when using our facilities. Be clear about appropriate locker room behavior. Horseplay, goofing around and touching each other is not allowed. All too often this leads to behaviors that require major discipline.

The Athletic Department uses SummitSpartans.com as their website for general information, news, schedules, rosters, photo galleries, contact information and much more.

Per WCS policies, X is the only approved social media network allowed to be run by school officials. Other social media platforms are not currently approved to be run by staff.

Good promotion of our teams and athletes are important to telling the stories of our programs. The athletic department produces a bi-weekly electronic newsletter called the SUMMIT SAGA and the school produces a weekday newsletter called the 11th Hour. Anyone with a WCS account has the education version of CANVA to create promotional graphics.

System of tools to help every team, coach and athlete improve. Their performance solutions can help any team capture, analyze and share video/data faster and more effectively. Elevates your team with automatic video capture, livestreaming and sharing.

Programs who would like to utilize HUDL should contact Coach Kirby and he will notify you of how much is owed.

Coaches are responsible for managing form completion, roster management and physicals expiration. Coach Kirby can help you set up account.

Williamson County School Board policy requires students to have a current athletic physical on file in order to participate in any extracurricular activity involving athletics. These activities include but are not limited to weight training outside of the instructional day, conditioning, open facilities, tryouts, practices, and athletic contests.

Physicals must be completed AND uploaded into Final Forms prior to the start of the season. Physicals cannot be dated prior to April 15th of the previous school year and expiration of physical will be August 1st of the next school year. Example for 2026-27: Cannot be dated before 4/15/26 and will expire 8/1/27.

Please view the directions in the attachment below.

Coaches must be cleared through the WCS Human Resources Department and complete required courses before having contact with any students. Any questions related to this process should be with HR or the Assistant Principal in charge of Athletics.

All Coaches (Annual Courses)

1. NFHS Concussion

2. NFHS Sudden Cardiac Arrest

3. NFHS Heat Illness

4. CPR Training

Classified or Non-Faculty Only (One Time Courses)

1. NFHS Fundamentals of Coaching

2. NFHS First Aid, CPR and Safety (Classified Exempt Beginning 2026)

*** These courses have a cost and require a full day to complete.

The NFHS courses provide a certificate upon completion that can be uploaded to Final Forms or sent to the Asst. Athletic Director (Coach Wilson). If you select Summit High School as your school in NFHS, the school can access it there as well, therefore no reason to send certificate anywhere.

All coaches must complete the TSSAA Recruiting Rule Course this year.

Collected fees will put directly into your school account. This money will serve as your budget. You will need to email Casey Roper a roster in alphabetical order-Last Name, First Name. The names need to be as they are in Skyward. Meaning no nicknames if the kids name is Robert don’t put Bob.

Homeschooled athletes will need to bring in a check all traditional students will pay online just as they would pay any other school fees.

When utilizing money out of the school account, managed by Casey Roper, a PURCHASE ORDER request must be submitted prior to any purchase, even reimbursement. Upon receiving goods and services, you must complete the Payment Approval Form for payment to be sent.

Submission to Vendor - If you would like to fax or email the approved PO to the vendor, please provide info.

Return to Requestor - All PO's will be emailed to you upon approval - You will be responsible for placing the order.

Issue check and mail - Used for things like entry fees, registrations, etc. Must have EXACT amount on PO & supporting documentation (invoice) must be attached.

Issue check and return - Used for things like hotel, entry fees, etc. when you will need to pay upon arrival. Must have EXACT amount on PO & supporting documentation (invoice) must be attached.

Besides your school account managed by Casey Roper, you may also have a Booster Club account. This booster club account can be utilized year round whereas the school account can only be accessed/used during school months.

These accounts are NOT permitted to have a credit/debit card or Venmo account. They can write checks for payment and/or reimburse others with checks.

Fundraisers can be operated either through the school OR your booster club. Both types of requests are COMPLETELY ONLINE.

• Select “school” or “PTO-Booster.”
• Attach all contracts to request before submitting.
• Once the request has gone through each step of the approval process and is completed the requestor will receive an email stating it has been approved and there will be a PDF summary page attached to the email. At that time the requestor can move forward and start the fundraiser.

Fundraiser Request must be approved before you may advertise or collect money. School Account Fundraisers can NOT accept cash. Speak with Casey Roper beforehand if you foresee an issue with this restriction.

All fundraiser requests must be sent at least two weeks prior to the start of the fundraiser/advertising. After two weeks, if you have still not heard anything, feel free to follow up with Casey Roper.

Every time the team is traveling together (bus or not), it must be documented in TripFinder. DIRECTIONS FOR TRIPFINDER (Requires WCS Login)

Coordinator - Tabitha Murray - tabitha.murray@wcs.edu

Dismissal for games should only be for games that require travel and reasonable warm-up time or that are prior to 4:00pm. In other words, a game at Indy at 5:00pm does not need an early dismissal. The early dismissal time will be 2:45pm. Any time earlier that 2:45pm requires WCS Board approval and requires a timeline months in advance. Please share the dismissal day at least 48 hours in advance when possible.

After the finalization of a new contract with Adidas and Mathew Team Sports (MTS) was completed (Spring 2025), there was a meeting with head coaches. Here is the presentation notes from that meeting and Brand Book basics.

We are now going with Breaktime Vending. Andy does our snack machines in the school. He is local and is very responsive. He has no minimum, so that is a great thing. The contract means we are committed to buying from only Breaktime. We cannot supplement, like Sam's, Costco, etc. The company will in turn support the school with money that we will continue to use for facility type upgrades (sound systems, chairs, stadium). Andy can provide an Order Sheet or you can text him your needs. Contact Below. We all have to be committed.

Break Time Services

Andy Norwood - 615-260-0928 - andrew.norwood@breaktimeservices.com

Order to be made on Thursdays for a Tuesday Delivery.

Products include Coke, Dr.Pepper and Sun Drop products, Powerade, Dasani and Deer Park Waters, Gold Peak Tea, Minute Maid Lemonade and Monster Energy.

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