Lovington Municipal Schools

Lovington Municipal Schools Coaches' and Activity Leaders' Handbook

updated October 2024

Please note the table of contents has been removed for the web version of this document

INTRODUCTION

The Athletics/Activities Handbook is a compilation of tested and proven recommendations, policies, and procedures for the Lovington Municipal Schools. In this document, the word “Coach” is interchangeable with “Activity Advisor” and the word “athlete” pertains to any student participating in athletics or activities for the Lovington Municipal School District. This document includes athletes in grades 7-12, and grade 6 athletes competing at the middle school.

PREFACE

It is the policy of the Lovington Municipal Schools to provide equal opportunities without regard to race, color, national origin, sex, qualified handicap, or veteran’s status in its’ educational programs and activities. The athletic/activities program of Lovington Municipal Schools is under the direct auspices of the New Mexico Activities Association (NMAA) and the Lovington Board of Education. The NMAA is empowered by the State Board of Education to supervise and regulate all interscholastic athletic/activities in the State of New Mexico.

Lovington High provides teams for interscholastic competition in each of the following sports/activities:

Boys Girls Activities

Baseball Basketball Band (Marching/Concert)

Basketball Cheer FCCLA

Cheer Cross Country HOSA

Cross Country Golf DECA

Football Soccer Skills USA

Golf Softball FFA

Soccer Tennis Choir

Tennis Track Drama/One-Act

Track Volleyball English Expo

Swim Swim Student Council

Powerlifting Powerlifting Science Olympiad

GOALS OF THE ATHLETIC/ACTIVITIES PROGRAM

Statement of Principle

The athletic/activities program is a well-established and integral part of the educational process. The athletic/activities program is an elective for the student, and each student in the school is invited to participate by supporting the program of his or her choice.

The Athletic/Activities Program has, as its goals, the following:

To help build productive, contributing citizens of our city, state, and the United States of America.
To point out and reinforce the concept that athletics/activities is a great laboratory for mental, moral, physical, and social development. Competition tests each of these areas and the participant should be encouraged to meet these challenges with pride and dignity.
To emphasize that discipline (the adherence to rules) and sacrifice are important links in achieving any goal.

THE ROLE OF THE ATHLETIC/ACTIVITIES DIRECTOR

The Athletic/Activities Director is the officially designated representative of the school in interscholastic athletic/activities. Careful selection of this position is essential to a sound athletics/activities program. Each school with the School Board, Administration, Principals, and Athletic/Activities Director should clearly define its philosophy on interscholastic athletics/activities. The role of the Athletic/Activities Director is an important and responsible administrative team function. The Athletic/Activities Director is responsible for ensuring compliance with NMAA regulations in the administration of Lovington Municipal Schools' athletics and activities policies.

It is Recommended the Athletic/Activities Director be Provided:

A full-time working status.
A workable office space with updated technology.
Clerical assistance.
The responsibilities of administration of athletics/activities are such that the person selected will be regarded in every way as part of the Administrative team.
Fair compensation of time and compensation should be provided for the position of Athletic/Activities Director.
The Athletic/Activities Director is an important part of the administration team for the school.
The Athletic/Activities Director will collaborate closely with the high school and middle school principals, as well as the assistant Athletic/Activities Director.
The Athletic/Activities Director and the Assistant Athletic/Activities Director will be evaluated by the Superintendent of Schools.

Qualifications for the Athletic/Activities Director:

Should possess a valid New Mexico Administrative License.
Should have a minimum of five (5) years teaching experience.
Should have a minimum of five (5) years coaching experience.
Display qualities of organization, leadership, and an active interest in extracurricular athletic and school activities.

Administrative Guidelines for the Athletic/Activities Director:

Report to the Superintendent of Schools and collaborate with the building principals.
Supervise the entire Athletic Department, grades 7-12, and be involved in the formation of the school’s Athletic/Activities Policy, and manage the activities programs.
Work with High School/Middle School Principals and the Assistant Athletic/Activities Director in the selection of coaching staff/activity leaders, and all other matters pertaining to the Athletic/Activities Programs (Grades 7-12).
Work with the High School/Middle School principals, assistant principals, and other staff, rendering assistance they may require.
Attend and be involved in the High School and Lovington Municipal Schools Leadership Team meetings to plan, communicate, and give direction regarding the Athletic/Activities Program.
Advise and recommend to the Principal/Superintendent changes and selections of coaches.
Conduct a meeting with all athletic coaching staff and activity advisors at the beginning of each school year, wherein all aspects of the athletic/activities department will be discussed, keeping them informed on both school and NMAA procedure and directives.
Regularly communicate with athletic coaches and activity advisors throughout the school year.
Submit to the Lovington Central Office all equipment and supply requests and orders submitted by the athletic coaching staff and activity advisors (when applicable), working closely at all times with the accounting and finance officer.
Regularly communicate with the Lovington Central Office the status of coaching and activity advisor positions when they are open and when they have been filled.
Submit to the Lovington Central Office all transportation requests in advance of the activity.
Evaluate the Athletic Trainer and Head Coaches.

General Responsibilities of the Athletic/Activities Director:

Organization and supervision of the entire athletic/activities program, grades 7-12.
Supervision, coordination, scheduling of athletic schedules, facilities and equipment. Maintain an accounting system for all athletic programs including district funds, gate receipts, expenditure records, accounting, and pupil participation.
Administration and supervision at all home athletic events and attend out of town events when deemed necessary or have a representative there.
Direct the interscholastic athletic program and assure that all athletic practices and procedures conform to local board and NMAA policies, regulations, and guidelines.
Serve as a spokesperson for the Lovington Municipal Schools athletic/activities program.
Prepare the district athletic program budget to comply with financial guidelines as prescribed by the central office, and work with the Superintendent, head coaches/athletic trainer to make budget adjustments when necessary.
Serve as an advisor and consultant to athletic/activities booster clubs.
Develop recommendations to the Superintendent for the improvement of the athletic/activities programs as well as discontinuing activities that have lost their appeal and/or promoting new activities to take their place.
Offer leadership and give direction to athletic related personnel while enforcing the philosophy, policies, and rules for each given program.
Act as the Title IX compliance officer.
Supervise, advise, and counsel all Athletic Personnel in their duties and responsibilities.
Advise and recommend to the Principal any changes to and selections for coaching.
Monitor academic requirements.
Adhere to contest limitations and scheduling parameters.
Comply with state tournament regulations.
Manage letter awards.
Rate officials and comply with attendance requirements at rules meetings.
Stay in communication with the Superintendent and Principal on the Athletic/Activity Programs.

ATHLETIC/ACTIVITIES DIRECTOR’S RESPONSIBILITIES WITH COACHES

Ensure that the hiring of coaches for all teams is conducted with the prior involvement and approval of the Principals/Administrative Team.
Hold a full staff meeting each fall and seasonal coaches meeting in each pre-season.
The athletic/activities director will hold seasonal meetings with the booster clubs.
Establish duties, responsibilities, and procedures for the coaching staff.
Establish regular communication channels with all staff members.
Develop appropriate input for compensation and expense schedule.
Provide opportunities for coaches to attend professional clinics.
Aid coaches with problems related to their sport. Provide encouragement and proper perspective on educational athletics.
Conduct appropriate ongoing evaluations, monitor coaches during each season, and conduct preseason goal setting and post season formal evaluations.
Approve all summer and out of season activities, prior to said activity, of all coaches so as to coordinate student activity and promote participation in as many school activities as possible.
Contract coaches are not permitted to be a head coach unless there are extenuating circumstances. In this unlikely scenario, only the superintendent may approve such a hiring.
Make sure all coaches understand the procedure of 8^th graders participation on JV/Varsity teams.

The Athletic/Activities Director and NMAA Regulations

Eligibility
Practice Limitations
Transfer Rules
Training Guidelines
Game Regulations
Out of Season Limits
Undue Influence – Recruiting

Game Preparation:

Coordination of advance eligibility procedures, and all required forms.
Facility procurement (seating, concession stands, contest area).
Official’s assignments, payment, dressing accommodations, and refreshments.
Programs and rosters of both home and visitors.
Supervise readiness and provide a master organizational plan for game facilities and equipment: fields, gym, scoreboards, PA system, transportation, medical or emergency personnel, supervisory personnel, crowd control, ticket sellers, scorers, timers, down box crew, spotters, ball boys, locker rooms, and countless other details that place your school in a positive light.

Medical, Insurance, Parental Approval:

Establish Physical Exam Procedures to be certain that all participants have an up-to-date physical exam on file.
No one participates before all required signed paperwork on file.
Establish procedures for medical assistance and emergency.

Work with Athletic Trainer to establish first aid and training room procedures.
Maintain system for recording and filing injury reports, physicals, Assumption of Risk/Expectations of Educational Athletics Forms, parental approval forms, emergency treatment and consent forms.
Recommend a sound insurance program for protection of school, coaches, parents, and athletes that aligns with NMAA insurance.

Equipment and Purchasing:

Establish equipment inventory procedures. (Cleaning, storing, issuing, collecting, reconditioning, etc.) Maintain a sensible replacement schedule and stick to established budget.
Purchase all necessary equipment and uniforms. (Include coaches in purchasing sessions).
Enlist responsible and trustworthy help and hold coaches responsible for their duties regarding equipment and uniforms.

Other General Areas of Responsibility:

Prepare a yearly budget.
Assist coaches and Booster Clubs with Athletic Banquets.
Assist coaches with arranging for team pictures; and publicity.
Maintain positive public relations with press, radio, school publications, etc.
Collaborate closely with the business office to oversee budget management and ensure compliance with procurement procedures.
Respond to all correspondence in a timely and professional manner.
Join national and state Athletic Directors Associations. Attend professional meetings, keep current in field, and attend conferences.
Be willing to host state, regional, and NMAA events.
Support coaches in keeping accurate records and tracking scores for every team.
Assist with fundraising activities that involve our school and booster clubs.
Recruit students in the school to participate in athletics.
Encourage the faculty to take an active interest in athletics.
Promote good sportsmanship and conduct from fans, athletes, and coaches.

The above list is by no means complete. Our goal is to aid in proper planning and to build better, stronger athletic programs.

RESPONSIBILITIES OF THE HEAD COACH

By accepting a position of Head Coach at Lovington High School an individual accepts the responsibility of developing and maintaining an athletic program of the highest standards, aligned with their expertise and abilities. The administration of Lovington Municipal Schools entrusts head coaches to fulfill the following duties and responsibilities. Each coach is directly accountable to the Athletic Director for all coaching-related duties and to their respective principals for all teaching responsibilities.

Before allowing any prospective athlete to participate in his/her program, including practice, the head coach will verify that the athlete has completed and submitted to the school the following: a current physical, a signed and notarized Extra-Curricular Drug/Alcohol Testing Consent Form, and a participation form complete with proof of insurance and medical release. All forms must be on file with the respective school of the participating athlete.
Prepare and submit to the athletic office:

A list of all athletes, including managers/video personnel, participating in your program, at least two (2) weeks prior to the first contest for eligibility purposes.
When a student quits or is dropped from his/her program, inform the athletic/activities director and High School office so the student may have a schedule change.

Duties and Responsibilities:

Possesses a thorough understanding of district, state, and league rules and regulations, and is responsible for implementing and communicating these guidelines to the coaching staff.
Has a thorough knowledge of the entire athletic policy handbook, approved by the Board of Education, and is responsible for its implementation by the entire staff of the sports program.
Provides strong leadership for assistants and athletes in the program.

Administrative Duties:

Advises the Athletic Director and recommends policy, method or procedural changes.
Provides proper safeguards for maintenance and protection of assigned equipment sites.
Submits a complete and timely list of all letter recipients within the program to the athletic office at the conclusion of the season.
Limits the time athletes will be out of school to a minimum.
Develops criteria for earning a letter in their particular sport.

Managing and Supervising Assistant Coaches:

Upholds discipline, addresses grievances, and fosters improved morale and teamwork within the program.
Delegates specific duties, supervises implementation, analyzes staff effectiveness, and evaluates all assistant coaches at the end of the season. Provide copies of those evaluations to the athletic/activity director.
Develops the core philosophy, skills and techniques to be taught by the coaching staff, and organizes conferences, clinics and staff meetings to ensure staff alignment with the overall program objectives.
Provides training and guidance to staff, promoting professional growth by encouraging attendance at clinics in accordance with local clinic policy.
Performs additional duties as assigned by the Athletic/Activities Director or the principals.

Public Relations:

Presents information to the media concerning schedules, tournaments and results.
Responsible for the quality, effectiveness, and validity of any oral or written release to local media.
Responsible for maintaining good public relations with all media, booster clubs, parents, officials, volunteers, and fans.
Actively promotes the sport within the school by recruiting athletes who are not participating in other sports program. Promotes the sport externally through news media, local Little League programs, and any other effective methods.
Compiles and distributes a list of athletes to be excused from school during each road trip to all faculty members, the principals, and the attendance office.
At all times, when serving as a representative of the Lovington Municipal Schools, the individual must conduct him/herself in a manner that reflects positively on themselves, the school and the community. They are also responsible for holding their assistants to the same standards of conduct.
Ensures facilities are locked after use and all lights are turned off.

Student Responsibility:

Determines discipline and delineates procedures concerning due process when the enforcement of discipline is necessary.
Gives constant attention to a student athlete’s grades and conduct.
Assists athletes in their college or advanced educational selection.
Directs student managers, assistants, and statisticians.
Completes paperwork on all disabling athletic injuries on the proper forms and submits to the athletic office within 24 hours and informs the Athletic Trainer as soon as possible.
Provides training rules and any other unique regulations related to the sport to each athlete identified as a participant.
The presence of coaches during practice, games, and travel provides essential assistance, guidance, and safety for each athlete. Coaches should never leave practice or the premises until all student-athletes have safely departed. Additionally, never leave a student-athlete unattended.
Initiates programs and policies concerning injuries, medical attention, and emergencies.
Demands that our athletes conduct themselves as ladies/gentlemen at all times.
Ensures that no student in their program participates in more games or contests than permitted by the NMAA.
Encourages athletes to participate in as many sports as possible.

Equipment:

Accountable for all equipment and collects from the athlete the cost of any equipment lost or not returned. Arranges for the issuing, storing, and reconditioning of equipment.
Monitors equipment rooms, offices, and training room(s). Authorizes who may enter, issue, or requisition equipment.
Permits athletes to access only authorized areas of the building at designated times. Ensures that no athlete is allowed in training room(s) without coach supervision at all times.
Instills in each athlete a respect for equipment and school property, its care and proper usage.
Submits all requests for new equipment for the next year by the deadline set by the Athletic/Activities Director.

NOTE: WHILE MANY OF THE AFOREMENTIONED RESPONSIBILITIES MAY BE DELEGATED TO AN ASSISTANT COACH, IT REMAINS THE HEAD COACH’S RESPONSIBILITY TO SEE THAT HIS/HER PROGRAM IS IN TOTAL COMPLIANCE.

ASSISTANT COACHES’ RESPONSIBILITIES

The contributions made by assistant coaches will, to a large degree, determine the success of the program. It is essential that assistant coaches accept and perform all duties and responsibilities assigned by the Head Coach. Coaches who serve as assistants in more than one sport are expected to perform their duties with enthusiasm and dedication in each sport. They are to consider the sport in which they are presently working to be their most important assignment at the time. The supervision of our athletes, both on trips and on the field/court, is the joint responsibility of the head coach and his/her assistants.

Duties and Responsibilities:

Possess a thorough knowledge of all athletic policies approved by the Lovington Municipal School Board of Education and be responsible for their implementation.
Possess a thorough knowledge of the existing district, state, and league regulations and implement them consistently.
Maintain discipline and work to increase morale and cooperation within the school sports program.
Complete loyalty to the Head Coach is essential.

Equipment and Facilitites:

Recommends budgetary items for the upcoming year in their area of the program to the Head Coach.
Monitors the equipment rooms and coaches’ offices and authorizes individuals who may enter.
Assistant coaches are accountable to the Head Coach for all equipment, and collecting the cost of any equipment lost or not returned. Coordinates the issuance and storage of equipment and submits an annual inventory along with current records regarding equipment to the Head Coach.
Examines locker rooms before and after practices and games, and checks on general cleanliness of the facility, as well as cleanliness and maintenance of the equipment.
Instills in each player a respect for equipment and school property, its care and proper use.

Administrative Duties:

Assists in the preparation necessary to hold scheduled sports events or practices and adheres to scheduled facility times, coordinating with maintenance and school employees.
Provides proper safeguards for maintenance and protection of assigned equipment sites.
Assists the Head Coach in scheduling.

Student Responsibility:

Directs student managers and statisticians on respective duties at games and practices.
Provides training rules and any other unique regulations related to the sport to each athlete identified as a participant.
Determines discipline; delineates procedures concerning due process when the enforcement of discipline is necessary.
Remains present during practice, games, and travel to provide assistance, guidance, and safety for each athlete.

Program Responsibilities:

Instructs team members as to changes in the rules and teaches fundamentals of the sport as outlined by the Head Coach.
Assists the Head Coach in carrying out their responsibilities.

COACHING EXPECTATIONS AND RESPONSIBILITIES

Coaches must work hand in hand with the Athletic Director, Principal, Athletic Trainer and other members of their staff to maintain a cooperative working relationship.
Diligence, enthusiasm, honesty, and a love for the game/activity are all part of a professional pride that should be exhibited by Lovington coaches. Personal appearance, dress, and physical condition should be exemplary. Following practice schedules and building positive attitudes are very important.
The coach must be able to develop a good rapport with any number of individuals and groups such as team personnel, the student body, faculty, administration, maintenance, the community as a whole, spectators, officials, fellow coaches in the conference, media representatives, and the parents of their players. Positive relationships and an image of competency are invaluable for a coach.
The coach is responsible for all aspects of discipline. They must adhere to school codes, training rules, rules of the game, and the principles of good

sportsmanship and behavior among participants throughout the season, both at home and away.Emphasis should be placed on a desire to excel, to win graciously, and to handle losses effectively. Additionally, staff players, and spectators should be motivated to work toward established goals.

All coaches should conduct themselves in a professional manner prior to, during, and after an athletic contest. Each coach in this district should constantly strive to maintain cordial and professional working relationships with all game officials.
All purchases to be funded by the Athletic Department must receive approval from the Athletic/Activities Director. A requisition form must be completed and submitted to the athletic office. Coaches may not charge items to the school district under any circumstances.
Coaches are prohibited from accepting direct delivery of equipment from a vendor, unless prior arrangements with the Athletic/Activities office have been made.
A concerted effort to retain practice and game uniforms under the supervision of the head coach should be pursued in every program. Game and practice clothing will not be worn by students except to practices, contests, game day or pep assemblies.
Coaches and athletes will not initiate or participate in fund raising projects that involve door-to-door solicitation without prior administrative approval.
Under no circumstances will a coach deliberately allow or seek to increase the score unnecessarily, in an unsportsmanlike manner, of any athletic event at the expense of their opponent.
Non-participating students or non-students, other than managers or student training aides, are prohibited from traveling with any team. Injured players who cannot participate will not travel out of town with the team unless special permission is granted. Non-team members are not covered by the bus contractor’s insurance or the school district’s insurance, and the Lovington schools cannot assume liability for them.
Athletes will not be allowed in practice areas unless supervised by the coach assigned to that sport. Athletes will be supervised in the dressing area before and after a practice or contest by a coach until all students leave the dressing room.
Assistant coaches may be relieved of their duties by the head coach. The head coach may recommend such action to the athletic/activities director and provide documentation of prior meetings with the assistant coach in question, and any efforts made to rectify the problem. Poor documentation or a delay in confronting the issue clouds the issue, and makes a solution more difficult to achieve.
Coaches should make every attempt to secure reimbursement for all items that the students have lost, ruined or stolen. This money must be turned in to the Athletic/Activities Director to be used for replacements.
Each coach in this district is expected to assist other programs when called upon by the administration. This will apply most frequently during the track season. All coaches not involved in a spring sport may be requested to assist in one or more high school track meets.
Each coach is responsible for monitoring whether their athletes reside within the attendance zone of the school for which they compete. If a coach suspects that a student-athlete from another school within the district is living outside that school’s attendance zone, they should document the situation in writing and forward it to the Athletic/Activities Director for investigation.
Coaches must use sound and acceptable teaching practices. It is essential that coaches run well-organized practice sessions.
Coaches must complete pre-season planning well in advance of the starting date for their sport/activity.
Coaches should adhere to a highly efficient and technically sound program of injury prevention. When injuries do occur, follow a prescribed routine and maintain good communications with the patient, athletic trainer, doctor, and parents. Athletes must provide written release from their doctor to return to play. Make sure to turn all notes from a doctor into the Athletic Trainer in a timely manner.
Keep assistant coaches, student managers, and statisticians well informed as to your expectations.
The primary purpose of having athletic teams and activity teams within the school is to provide opportunities for young men and women to develop their abilities to their fullest potential. Fostering positive attitudes is crucial to achieving this goal. Coaches must promote and teach only clean, aggressive, fair play while stressing good sportsmanship at all times. They are expected to be leaders and set a positive example for their athletes.
The coach’s primary responsibility is to each individual athlete. It is essential not to overlook the athlete’s family, and their needs and requests should be taken into consideration.
Coaches are a frequent topic of conversation at various community locations. A coach’s profession as well as their reputation as a coach is constantly under scrutiny. The coach’s actions and statements should always reflect confidence and respect for the Lovington Municipal School District. The coach can play a significant role in building and maintaining a high level of confidence in both the athletic/activity program and in the school district through positive public engagement.
To be effective, a coach must be respected. To be respected, good personal habits and appearance are important. But MOST important are the examples set by the coach. Being respected is much more important than being well-liked. Treat the faculty, the athletes, and the general student population with the same honor and respect that you desire to be shown to you. Private, firm, fair, and consistent discipline must be maintained.
The coach should support all school-endorsed activities. Whenever possible, the coach should encourage the student body to be polite, courteous, and fair to the visiting team.
The head coach must always maintain command of the team. Despite this authority, a head coach encourages independent thinking among the staff. A head coach should strive to develop interpersonal skills that foster open and respectful exchanges of ideas.
A head coach will acknowledge and commend assistants, providing recognition whenever possible. Misunderstandings between coaches should be addressed promptly and in an appropriate location, away from the athletes and individuals not involved with the program.
The head coach expects all staff to contribute a full measure of time, effort, thought,

and energy to the program.Assistant coaches must be willing and able to undertake tasks they may not prefer or enjoy. They are responsible to the head coach, the athletes, and the sport/activity itself.

It is essential to remember that one’s sport is just one part of the overall athletic educational program of the school. Therefore, supporting, promoting, and cooperating with all other coaches and activity sponsors is crucial for the success of the entire program.
A coach should support and collaborate with fellow coaches and faculty members to build strong relationships. By making positive remarks about others and cooperating with academic teachers—such as allowing athletes to make up tests during practice—a coach can foster reciprocal support, enhancing athlete eligibility, and providing assistance during challenging times.

ETHICAL STANDARDS FOR COACHES/ACTIVITY ADVISORS

Public Relations:

Relationships between coaches and opposing coaches:

Always greet the opposing coach at least one hour before the contest to extend courtesies.
Any remarks exchanged with opposing coaches should reflect positively on our program and fellow coaches.
We should treat opposing coaches as we would want to be treated.

Relationships between coaches and fellow teachers:

Teaching is our primary job – handling our classroom duties well and with enthusiasm will build a good relationship between coaches and teachers.
Make a conscious effort to show an interest in all school activities – each of us has our own specialty and it is encouraging when others are interested.
We should fulfill all duties as assigned by our principals and cooperate with other departments in improving the overall school program.

Relationships between coaches and administrators:

Coaching should enhance the educational process by collaborating with administration.
Regular meetings between coaches and administrators should be scheduled for the mutual benefit of all parties involved.
Coaches should identify and work through the proper channels in conducting business.

Relationships between coaches and officials:

It is best to leave officiating to the officials.
In the event of a disagreement with a game official or referee, the situation should be addressed in a calm and professional manner.
Bench decorum should be dictated according to the rule book.

Relationships between coaches in our system:

The coaches in each sport from the 7^th to the 12^th grades should work together as a team supporting and encouraging each other for the good of the total program.
The head coaches in each sport should provide the leadership which will make each sport a cohesive learning process.
Coaches of one sport should support the coaches of another sport and work together in the best interest of the overall athletic/activity program.

Relations between coaches and player:

Stay POSITIVE! Offer only constructive criticism – focus on building up rather than tearing down.
Punctuality and good organizational skills by a coach will build trust with athletes.
Ridiculing and using profanity towards athletes is unprofessional behavior and will not be tolerated.
Discipline that is administered privately, fairly, and firmly is most likely to be successful.
Coaches should exemplify good personal habits and maintain a neat appearance
Coaches must insist that athletes act as good citizens before, during, and after contests.
All injuries should be considered serious until known otherwise.

Injuries should be taken care of immediately.
If there is any question – notify the athlete’s parents.
Notify the Athletic Trainer as soon as possible of any injuries.

EVALUATION OF COACHES

All coaches will be evaluated annually. Middle School coaches will be evaluated by the Assistant Athletic/Activities Director. At the High School level, each assistant coach will be evaluated by his or her head coach, with the assistance of the Athletic/Activities Director. Head Coaches and the Athletic Trainer will be evaluated by the Athletic/Activities Director. In each case, the evaluation will be discussed with the coach by the evaluator. The evaluation will then be signed by the coach and evaluator. A copy will be given to the coach being evaluated. The original is to be turned in to the Athletic Director to be placed in the coach’s file.

The purpose of the evaluation is to monitor and improve, when necessary, the instruction that the Lovington Municipal School athletes receive. Other purposes of this evaluation are as follows:

To afford an opportunity to identify, recognize, and acknowledge quality coaching and instruction.
To create a climate of achievement for individual improvement through goal setting.
To provide information necessary to make an objective assessment of the performance of a coach.
To identify those factors which interfere with a coaches overall contribution to the athletic program.
To assure that quality coaching is a responsibility shared by the entire coaching staff and the Athletic/Activities Director.

It is the obligation of the Athletic/Activities Director to work closely with the building principal(s) and the superintendent in making hiring and non-renewal recommendations.

ADVERTISING

Coaches are urged to keep their principal(s) and Athletic/Activities director informed of requests and/or promotions.

ATHLETIC EQUIPMENT AND FACILITIES USE

Equipment purchased by Lovington Municipal School funds or funds raised by school or non-school groups, such as Booster Clubs, is Lovington Municipal School property. Use of school equipment by non-school groups should not be allowed. Such usage can result in damage to, or loss of, school equipment. The Lovington Municipal Schools athletic/activity program operates on a limited budget. Therefore, it is imperative that the equipment purchased for the athletic/activity teams be well cared for to assure its usefulness as long as possible.

Facilities:

Use of Lovington Municipal School facilities by non-school groups is allowable only if the following procedures are followed:

Usage must be approved by the building principal, /athletic/activities director, and facility director.
User must be able to show proof of adequate liability insurance to cover all participants and spectators in the facility being used.

The rental schedule must be followed for charging non-school groups. The schedule is designed to cover the cost of utilities and the clean-up of the facility being used.
All school-related activities take precedence in scheduling the use of district facilities.

It is the responsibility of the head coach to see that facilities used by his or her sport are properly maintained. If repair or improvement of the facility is necessary, the coach should turn in a work order to the Athletic Office, describing the work to be done. Requests for repairs or maintenance will be addressed based on the availability of funds, time, and personnel.

Equipment:

It is the responsibility of the Head Coach/Advisor of each program to see that uniforms and equipment for their programs are properly cared for.
Check out equipment and uniforms at the start of the season.
Keep and maintain equipment check-out lists.
Check equipment in at the end of season, using check-out lists to ensure that all equipment and uniforms are returned.
Charge for all equipment and uniforms not returned.
Do not give uniform parts, or equipment to players – these belong to the school district and no employee has a legal right to give them away. At the end of the season, equipment and uniforms must be properly cleaned and locked in a storage area.
A detailed inventory should be kept of all equipment and uniforms on hand and a copy will be given the athletic/activities director.

SUPERVISION OF ATHLETES

For liability reasons, it is crucial that athletes are consistently supervised by a coach during all activities related to your program. Students should not have unsupervised access to areas such as the gymnasium, weight room, training rooms, or classrooms etc. Keys should only be issued to students when necessary for routine managerial duties and returned immediately to the coach. Except on game days, coaches are not permitted to dismiss their athletes before the end of the regular school day.

To ensure a safe environment for our student-athletes and coaches, please exercise increased diligence when dining at establishments after 9:00 p.m. which sell alcohol.

TEAM RULES AND EXTRA-CURRICULAR ACTIVITIES POLICY

Each head coach will establish, publish, and explain their disciplinary policies and make these policies known to all team members prior to the start of the practice season. These policies must first be submitted to the principal and Athletic/Activities Director for review and approval. All disciplinary policies of the head coaches must include the Lovington Municipal School District school board policy on the use of drugs and alcohol.

Keeping in mind the individual disciplinary policies of each coach and each program, the following philosophy will apply:

The severity of the offense should indicate the action taken. Minor offenses should be examined and explained by the coach to the student with a clear warning that a second offense of a similar nature will result in disciplinary action being taken by the coach. This action should be appropriate in relation to the offense. Students dismissed from the team may not join another program during the same season.

All parental calls to the principal or the athletic/activities director regarding a concern or problem with a coach will first be referred to that particular coach. If the parent wishes to pursue the complaint beyond their discussion with the head coach, the parent may then contact the athletic/activities director.

Realizing that each athletic program has different approaches to discipline, the district recognizes that there is a place in the handbook for the term “suspension”. An athlete may be placed on suspension if the offense committed is severe or if the athlete has repeatedly been in violation of the team rules, without adequate evidence to improve. Coaches must keep in mind that parents may occasionally challenge the dismissal of their child from a team. The coach will have less trouble justifying the dismissal if they can verify the severity of the offense or the fact that there have been repeated offenses by the athlete. Assistant coaches and documentation can be helpful in this respect.

No assistant coach may dismiss a player. Dismissal of any player should be reported right away to the Principal and the Athletic/Activities Director.

Each coach will prepare and turn in team rules for each sport by the first day of practice. The following extra-curricular activities policy must be signed by the parent/guardian and the student, and notarized. The signed copy will be kept on file in the athletic office.

Regulations for the Athlete:

As a member of a Lovington athletic/activity team, you will be expected to:

Represent yourself, your family, Lovington Schools and City of Lovington in an honorable way.
Show respect to all your teachers, administrators, coaches, teammates, and parents.
Exhibit good sportsmanship toward opponents and officials.
Not engage in profanity, obscene gestures, and/or any unsportsmanlike conduct on the field or floor.
Exhibit conduct in the classroom above the normal standards.
Make an honest effort in the classroom by developing good study habits and not falling behind in your school work.

Set an example for attendance in school by never being truant.
Attend and work hard in all practices and contests.
Hair and facial hair shall be kept neat, clean, and well groomed. Beards and mustaches shall be well shaped and shall be no more than a 1/2 inch long.
Bullying, student harassment, cyberbullying, and hazing will not be tolerated.

School Attendance:

In order to compete in an activity, students must be in school the entire day of the contest and/or the entire day immediately prior to a contest if the contest is on a non-school day. The student must be in school at least a half day in order to practice.

If there should be any question as to a student’s attendance on the day of the contest, the principal’s office, principal or coach who first learns of an attendance question, should initiate the communication.

Students involved in activities may not use school time to prepare for the activity, unless arranged for previously through the principal’s office.

Any student participating in conflicting activities will give precedence to district over non-district activities. Any student participating in conflicting district activities should notify both sponsors of the conflict. In the event that activity conflicts cannot be resolved to the satisfaction of activity sponsors, and/or students, the Athletic/Activities director shall have the final authority to review and make a decision after consulting with the sponsors and student(s) involved.

School Attendance on the Day of Competition:

An athlete must be in school attendance for at least 7 periods of the school day on the day of competition, or on the Friday before a Saturday competition, in order to play in an athletic contest. A doctor’s excuse is a permissible exception to the rule, but ONLY if the student actually saw a doctor on the day of competition or on the Friday before a Saturday competition. Additionally, absences due to court appearances or other legal obligations are also considered valid reasons for missing school. A valid document from a court employee is a permissible excuse.

LOVINGTON SCHOOLS EXTRA-CURRICULAR ACTIVITIES POLICY

As a student of the Lovington Municipal Schools athletic/activity program, it is extremely important that I maintain a good public image as well as set a good example. I shall contribute my best effort to the success of our programs. I agree to conduct myself according to the Lovington Extra-Curricular Activities Policy. I realize that in case I do not live up to this agreement, I could be removed from the activity in which I am involved, in accordance with the following.

I shall represent the school in a positive manner, promoting good sportsmanship.
I shall be respectful and courteous to opponents and their supporters, as well as any guests.
I shall adhere to the rules in our student handbook, athletic handbook, and school board policy handbook.
I shall not be in the room of the opposite sex.
I shall be on time whenever time is involved.
I shall meet all eligibility standards.
I shall be responsible for all equipment entrusted to my care and return it to the school in the best possible condition. I understand that I am financially liable for lost or damaged equipment.
I shall dress in accordance with the school dress code.
If I am removed from the activity/team for disciplinary reasons, or quit the activity/team, I shall not be allowed to participate in a different activity, until the activity I am removed from has been completed.
I shall notify the coach prior to missing practice. I understand missing practice for unexcused reasons will result in disciplinary actions.
I shall ride in school provided transportation to and from all contests, unless released to parents from the contest.
If I am involved in a fight before, during, or after an event, I shall be suspended from the next specified event for that activity. If I leave the bench or sideline when a fight occurs, I shall be suspended from the next athletic contest or dismissed from the team.
A student shall be in full attendance on the day of a scheduled event or he/she shall not be allowed to participate. (Exemptions are: with Medical, Professional, or Legal Documentation, as approved by the building administrator).
I shall not possess, distribute or use tobacco and/or vape products. Violation – Tobacco and Vaping Policy will be enforced as outlined in the student handbook.

**The student and parent/guardian waive any right to privacy concerning the use of illegal drugs and alcohol that might be obtained from law enforcement agencies, JPO agencies, or other reliable sources.

INFRACTIONS AT SCHOOL, ON SCHOOL TRIPS, OR DURING HOURS OF THE SCHOOL DAY

Violation: School discipline measures will be decided by the administration according to student handbook, which includes dismissal from the team.

INFRACTIONS AWAY FROM SCHOOL – INCLUDING SUMMER AND HOLIDAYS

First Violation for Minor in Possession: The student will not be eligible for any extra-curricular activities for 15 (fifteen) school days and 20% of scheduled games for athletes. Students involved in other extra-curricular activities will not be eligible for 15 (fifteen) school days and the next scheduled event for the activity they are involved in.

First Violation for Consumption: The student will not be eligible for any extra-curricular activities for 40% of scheduled games for athletes. Students involved in other extra-curricular activities will not be eligible for 15 (fifteen) school days and next scheduled event for the activity they are involved in.

Second Violation for minor in Possession or Consumption: Will result in student becoming ineligible to participate in any extra-curricular activities for 90 school days from date of offense.

Third Violation for Minor in Possession or consumption: Will result in the student becoming ineligible to participate in any extra-curricular activities for (1) one year from date of offense.

The student may participate in practice during this fifteen (15) day time period, but will not suit up or travel.

**Any student cited for possession or consumption by law enforcement can be required to submit to a drug/alcohol test at the districts earliest convenience.

***There will be other consequences, consistent from activity to activity after each violation, set by the Athletic Director and the Sponsor of the activity.

***All violations will include drug/alcohol counseling before the student can return to activities. It will be the responsibility of the student to receive 4 hours counseling and the student must present evidence of such counseling to the school administration, before he/she may return to activities.

STUDENT PLEDGE

I have received the Lovington Municipal School Policy regarding alcohol/illegal drugs and/or tobacco and the consequences of the violations. I will not use, have possession of any controlled/illegal substance. I will not be in the company of any person(s) who are or may be involved in the sale/distribution of/transportation of/possession of alcohol or illegal drugs.

I have read and understand the above information and hereby give my approval/consent for

_____________________________________ to participate in the Lovington Schools extra-curricular programs.

(Name of Student – Please Print)

__________________________ __________ _____________________________ ________

(Parent/Guardian) Date Student Date

State of _______New Mexico___ _______________

Grade Level

County of _____Lea_____

Subscribed and sworn to before this __________ day of _______________, _______.

____________________ _____________________________________

My Commission Expire Notary Signature

(Seal)

EXTRA-CURRICULAR ACTIVITY DRUG/ALCOHOL TEST POLICY

Purpose of Drug/Alcohol Testing for School Sponsored Extra-Curricular Activities:

Recognizing the possible use of drugs and alcohol by Lovington School’s students, a program will be instituted as a proactive approach to a truly drug and alcohol free school.
Through their participation in school sponsored, extra-curricular activities and athletics, students using drugs and alcohol pose a threat not only to themselves, but to the health and safety of all students. This program was adopted in the interest of the health and safety of all students.
To undermine the effect of peer pressure by providing an additional legitimate reason for students to refuse the use of drugs and alcohol.
To encourage students who use drugs and alcohol to participate in drug and alcohol treatment programs. It is designed to create a safe, drug-free environment for students that participate in extra-curricular activities and assist them in getting help.

Objectives:

To provide a deterrent to the use of drugs and alcohol by students participating on athletic teams or school sponsored activities.
To give students an additional legitimate reason to resist peer pressure to use drugs and alcohol.
To protect the health and safety of our students from the use and abuse of drugs and alcohol.
To provide any student found to be using or abusing drugs and alcohol with assistance in overcoming this use or abuse.
To ensure that students involved in extra-curricular activities set an appropriate example for their fellow students, for whom they are often role models.

Testing Procedures:

Students in grades 7-12 who participate in any school-sponsored, extra-curricular activities and/or athletics will be subject to random drug testing. The Lovington Municipal Schools athletic program is sponsored by the NMAA (New Mexico Activities Association) and sanctioned by the Lovington Municipal School Board of Education. All High School activities are sanctioned by the Lovington Municipal School Board of Education.
No student shall be allowed to practice or participate in any extra-curricular program until the student has returned a properly signed Extra-Curricular Activities Policy and a Drug/Alcohol Testing Consent Form. Refusal to cooperate with the requirements of this policy including failure to provide an oral fluid sample will be treated as a resignation from all extra-curricular activities for one calendar year beginning from the date of refusal.

Violation Procedure:

A parent/guardian, coach or sponsor, program director, and site administrator conference will be required when a student commits a first violation.
Violations are cumulative over the student’s enrollment at Lovington Schools.

SUBSTANCE VIOLATION

First Violation:

The student will be suspended from participating for fifteen (15) consecutive school days beginning from the date of verification of the first violation.

The student will be required to attend their extra-curricular activities scheduled at home (sit with group, in uniform). The student will not be allowed to attend out-of-town events.
Following a first violation, the student will continue to attend practices, rehearsals, and meetings of their activity which take place during the school day for which they receive credit.
As a condition of continued participation in extra-curricular activities, the student must satisfactorily complete a minimum of four (4) hours of counseling and drug and alcohol education provided by the school at no cost to the student. The student will be responsible of making up all missed schoolwork. Students must submit verification of attendance and completion to the Athletic Director before resuming participation in extra-curricular activities.

As a condition of continued participation in extra-curricular activities, upon the student’s reinstatement to their activity, the student must be retested as follows:
1. If the student tests positive for marijuana, follow-up tests must be conducted 35 days after the initial collection date and randomly on a bi-weekly basis thereafter until a negative result for up to 60 days at the student’s expense. At that time, the student will be returned to the random pool. A positive test after 7 days will be considered a second violation.
2. If the student tests positive for any other drug or alcohol, a follow-up test must be conducted 7 days after the initial collection date. A positive test after 7 days will be considered a second violation.
3. The retest must be conducted at Vanguard or using an equivalent oral testing panel elsewhere. Vanguard offers student tests at the school’s discounted price.
Following a first violation, the student will sign an acknowledgment of the consequences of a second offense, which will be kept in the Athletic/Activities Director’s office.

Second Violation:

Following a second violation, the student will miss 40% of the season’s scheduled games, contests, and performances, based on the original game/activity schedule.

Game Suspension Table:

Number of Regular Season Games, Contests and Performances

Number of Games, Contests, and Performances Missed

9 or less

10 - 14

15 – 19

20 - 23

24 - 26

The student will continue to attend practices, rehearsals, and meetings of their activity, which take place during the school day for which they receive credit.
The student will be required to attend the extra-curricular activities at home (sit with the group, not in uniform). The student will not be allowed to attend out-of-town events.
As a condition of continued participation in extra-curricular activities, the student must successfully complete a minimum of seven (7) hours of drug and alcohol education on campus and five (5) weekly individual or group counseling sessions at the discretion of the school social worker at no cost to the student. The student will be responsible for making up all missed schoolwork. If the student/parent elects to use another adolescent drug and alcohol program, the Superintendent or designee must approve the program in advance.

As a condition of continued participation in extra-curricular activities, the student must provide, at the student’s expense, follow-up tests as follows:
1. When a student has tested positive for marijuana, follow-up tests must be conducted 35 days after the initial collection date and monthly thereafter for the remainder of the school year. The student will be returned to the random pool after a negative test for marijuana. After sixty (60) days, a positive test will be considered a third violation.
2. When the student has tested positive for any other drug or alcohol, follow-up tests must be conducted seven (7) days after the initial collection date and monthly thereafter for the remainder of the school year. The student will be returned to the random pool after a negative test. A positive test after seven (7) days will be considered a third violation.
3. The retest must be conducted at Vanguard or using an equivalent oral testing panel elsewhere. Vanguard offers student tests at the school’s discounted price.
Following a second violation, the student will sign an acknowledgment of the consequences of a third offense, which will be kept in the Athletic/Activities Director’s office.

Third Violation:

The student will be suspended from participation in all school-sponsored extra-curricular activities and athletics for the remainder of the school year.
As a condition of re-enrollment in extra-curricular activities, the student must:
1. Complete a substance abuse disorder evaluation by a substance abuse professional at the student’s expense.
2. Complete a 90-day outpatient treatment program at the student’s expense.
3. Complete monthly drug/alcohol tests (including summer months) at the student’s expense. The follow-up tests must be conducted at Vanguard or using an equivalent oral testing panel elsewhere. Vanguard offers student tests at the school’s discounted price.
The student must provide the following before consideration of pre-activity testing the following year:
1. Evidence of three consecutive negative drug tests.
2. Evidence of the substance abuse professional evaluation.
3. Proof of completion of (or attendance in) a 90-day outpatient treatment program.
4. Complete a pre-activity drug/alcohol test. A positive result will be considered a final violation.
Following a third violation, the student will sign an acknowledgement of the consequences of a fourth offense, which will be kept in the Athletic Director’s office.

Fourth Violation:

The student will be ineligible from participation in all school-sponsored extra-curricular activities and athletics as long as they attend Lovington Municipal Schools.

Appeals:

A student may appeal a suspension under this policy to the Superintendent by filing a written notice within five (5) days of the positive report of drug or alcohol use received by the school. The student will remain suspended from their activity pending an appeal, unless the Superintendent determines there is good and sufficient cause to abate the suspension pending appeal. The Superintendent or designee shall conduct an investigation to determine whether or not the original finding and suspension from their activity was justified. The Superintendent’s or designee decision may be appealed in accordance with the existing school policy.

SELF-REFERRAL POLICY

Purpose:

Students who voluntarily come forward to ask for help with drug and alcohol problems should be given help. Coaches and sponsors occupy special roles in the lives of their students. Often a student will choose to talk about a personal problem with his or her coach or director while at the same time that student may feel uncomfortable discussing the same problem with a parent or other important adult in their life. Our coaches, sponsors, and directors want to maintain this position so that students feel free to come to them if there is a drug or alcohol problem. This policy allows the student to voluntarily come forward to ask for help.

Informing Athletes about the “Self-Referral Policy”:

The coach or sponsor will advise the students at the beginning of the season that if they have a problem with drugs or alcohol, they should talk with a coach or sponsor. The coach or sponsor will also let the students know that there are others they can talk to about drug or alcohol related problems such as the athletic trainer, athletic director, school nurse, or any other administrator. The students will also be given a copy of the self-referral policy at the first meeting, practice, or activity.

Participation in the Self-Referral Program:

The coach or sponsor will first meet with the student to discuss the problem. With the consent of the student, the coach/sponsor will meet with the parent or guardian. Together, they will arrange drug and alcohol education or drug counseling. The student must submit to a drug and alcohol test, at the district’s expense, to begin participation in the self-referral program. The test must be conducted at Vanguard or using an equivalent oral testing panel elsewhere. A positive result for drug or alcohol use WILL NOT be considered a violation of the Extra-Curricular Drug/Alcohol Testing Policy.

The student will be required to attend a minimum of four (4) hours of drug and alcohol education or counseling. If the student discontinues their participation in the drug and alcohol education or counseling program before completion or upon completion of the program, the student must submit to a drug/alcohol test. A positive result for drugs or alcohol use WILL be considered a violation of the Extra-Curricular Drug/Alcohol Testing Policy. A list of agencies will be provided to the family. They will select an agency and begin the program. If all other requirements have been completed, a negative result will be considered successful completion of the self-referral program. The student will then return to the random testing pool.

A student may only self-refer one (1) time while they are enrolled in the Lovington Municipal School District. A student may not self-refer on the day of random drug and/or alcohol testing.

EXTRA-CURRICULAR DRUG/ALCOHOL TESTING CONSENT FORM

Each student participating in an extra-curricular program shall be provided with a copy of the “Extra-Curricular Drug/Alcohol Testing Policy” and the “Extra-Curricular Drug/Alcohol Consent Form” which shall be read, signed, and dated by the student and parent/guardian before the student shall be eligible to participate in any extra-curricular activities. The consent shall be to provide a an oral fluids sample as chosen by random selection basis and at any other time requested, based on reasonable suspicion, to be tested for drugs and/or alcohol. No student shall be allowed to participate in any extra-curricular program until the student has returned a properly signed Extra-Curricular Drug/Alcohol Testing Consent Form.

_________________________ _________________________ _______________

Student’s Last Name First Name Middle Initial

I have read and understand the Extra-Curricular Drug/Alcohol Testing Policy and the Extra-Curricular Drug/Alcohol Testing Consent Form. I understand that, out of concern for my safety and health, the Lovington Municipal School District enforces the rules applying to the use of drugs or alcohol. I realize that the personal decisions that I make daily regarding the use of drugs or alcohol impact my health and well-being, as well as the safety of those around me. I understand these decisions reflect upon any organization with which I am associated. If I choose to violate school policy regarding the use of drugs or alcohol, I understand that I will be subject to the penalties outlined in the Extra-Curricular Drug/Alcohol Testing Policy.

_________________________ _______________ _______________

Student Signature Date Grade Level

We have read and understand the Lovington Municipal School District’s “Extra-Curricular Drug/Alcohol Testing Policy” and the “Extra-Curricular Drug/Alcohol Testing Consent Form”. We desire that the above-named student participate in extra-curricular activities offered by the Lovington Municipal School District, and we hereby consent to testing and analysis of specimens collected for the purpose of screening for drugs and alcohol. We further consent to the reporting of the results of any testing as provided in the Policy.

______________________________ _______________

Parent/Legal Guardian Signature Date

State of New Mexico

County of Lea

Subscribed and sworn before me this __________ day of ____________________, 20_____.

____________________ ____________________________

My Commission Expires Notary Signature

Seal

HIGH SCHOOL REQUIREMENTS

Eligibility Information – Team Rosters:

Submit player names alphabetically and by grade level.
Use at least one first name – no nicknames please.
The team rosters are needed as soon as possible for updating on-line eligibility and rosters.

Academic Requirements: Scholastic Eligibility:

Use of Semester Grades Only: Scholastic eligibility will be determined by semester grades. Eligibility checks for those deemed unable to participate at semester will undergo checks at designated marking periods (9 weeks) during the semester. If they are passing at the 9 week marking period, they are eligible for immediate participation that semester. Fall eligibility will be based on 2^nd semester grades from the previous school year.
No F’s: A student must have a minimum GPA of 2.0 and No F’s in order to be eligible to participate in activities/athletics. This is a change from the past where a student was allowed one F.
Summer Courses: Students may make up multiple courses to attempt to gain eligibility. Any class eligible for replacement based on local district policy can be taken and have the grade replaced to gain eligibility. The replacement classes are required to be the exact course that was listed on the official transcript (i.e. AP English must be replaced with AP English, etc.) and in align with current NMAA guidelines.
Cumulative Provision: The cumulative provision may only be used at the beginning of the semester and must include all semester grades beginning with the 9^th grade year. This provision may be used if the student has no more than one F grade at the semester.

All classes counted for eligibility must be acceptable for graduation. All academic requirements will strictly adhere to NMAA Bylaws 6.2 Scholarship.

Non-Academic Requirements:

Eligibility requirements such as age, amateur status, attendance, and enrollment shall be compatible with the current New Mexico Activities Official Handbook. As stated in the NMAA Handbook, junior high and high school students must fall within certain age limitations to participate in athletics. The junior high limitations are as follows:

A student is eligible to play with the grade indicated if he/she is of age at the date outlined herein. He/she must move up to play with the age which is correct for him/her.

7^th grade – a student must be less than 14 years of age on August 31, or the current year.

8^th grade – a student must be less than 15 years of age on August 31, or the current school year.

9^th grade – a student must be less than 16 years of age on August 31, or the current school year.

The age limitation for participation in high school athletics as stated in the NMAA handbook is as follows:

A student becoming 19 years of age after August 31 of the current school year is eligible for the entire school year.

END OF SEASON RESPONSIBILITIES

At the end of the season, it will be the responsibility of each head coach to conduct certain concluding activities to finalize the season. Assistant coaches are obligated to help with these tasks, but the ultimate responsibility lies with the head coach.

Equipment and uniform collection, care, and storage:

It is the responsibility of all coaches to assure that athletic equipment and uniforms are properly cared for and retained in the program.Due to limited funds for athletics, each program must strive to get maximum usage from equipment that is used within that program.

List of letter award winners:

At the end of each season, it is the responsibility of the head coach to turn in letter award information to the athletic office.Coaches need to be aware that an athlete is only to receive one (1) letter for each level of competition.It is the policy of this district to allow the head coach in each sport to establish letter requirements for their particular sport.However, an athlete must meet all eligibility requirements and finish the season to be considered a candidate for the letter award.Letter certificates will be presented to each student who meets the criteria for such an award.It will be at the discretion of the coaching staff of each sport as to what, if any, motivational, inspirational, or achievement awards will be presented in their program.

Evaluation of Assistants:

Those high school coaches who have assistant coaches will be asked to evaluate their assistants after the season ends.

GAME OFFICIALS

All varsity game officials for football, basketball, and volleyball will be assigned by the NMAA/regional commissioner. Officials for varsity contest in other sports will be obtained through the athletic office. The local officials association will assign officials for athletic contests below the varsity level.

Officials should at all times be treated with respect. It is highly inappropriate to publicly question an official’s integrity, or to in any way insult their dignity. If you have a serious complaint against an official, you are expected to pursue your grievance through the proper channels. Never take advantage of your access to the media to “publicize” or “sensationalize” your displeasure.

LOVINGTON MIDDLE SCHOOL MOVEMENT

There may be movement of a middle school athlete to the high school program in all sports. This movement must be approved by the high school principal, Athletic/Activities director, assistant athletic director, and middle school principal if one of the following occurs (9^th grade is considered high school):

The middle school does not offer the sports program.
The middle school competition season is completed and the high school coach invites middle school athletes to compete.

Any 6^th grader wanting to try out for the middle school athletic competition team in volleyball, basketball, and track will have the opportunity to do so as approved by the Board of Education in the fall of 2024.
1. They will have to complete all necessary documentation prior to try-outs.
2. The interested athletes will need to let the Assistant Athletic/Activities director at the middle school know prior to trying out so that all proper paperwork is provided.

MAINTENANCE

When any of our athletic facilities need repair or maintenance, please inform the athletic office. If the matter has not received attention after a reasonable amount of time, inform the athletic office of the situation.

OFF-SEASON PROGRAMS

At Lovington High School, an off-season program exists in football, basketball, and other sports as time, facilities, and supervisory personnel permit. Off-season programs are primarily designed to enhance and improve the individual and team skills necessary to excel in athletics.

**NMAA regulations permit an athletic period, not to exceed the allotted time of a class period, during the school day to participate in a sport outside of that sport season.

PHYSICAL EXAMINATION FOR ATHLETES

The NMAA handbook states in Section 6.12 that the student must be physically fit. “This fitness must be based on a physical examination of the student occurring on or after April 1 and must be verified in writing by a licensed medical/osteopathic physician/physician’s assistant or nurse practitioner to the extent authorized by their practice act and licensing authority. The physical is considered valid through the following year. A student must have a current physical on file for any participation outside of the school day (pre-season, in-season, off-season, summer). The certificate of examination must be on file in the member school office. This requirement also applies to cheer/drill participants.”

“By State Education Agency regulations, a Student’s fitness may be verified in writing by a “licensed chiropractic physician to the extent authorized by their practice act and licensing authority.”

In an effort to meet this requirement, the Lovington Municipal School athletic department coordinates physical sessions at a reduced rate of $5.00. These physicals are possible due to cooperation and donation of time and services by the Lovington doctors. At this time, the coaches of the Lovington Schools are required to work said session of physicals. It is not an optional duty.

It must be understood these physicals will only be provided one time during a school year. Any students who do not attend these physicals will be responsible for arranging their own physicals at their own expense.

INSURANCE REQUIREMENTS

Section 6.13 of the NMAA handbook deals with participant insurance. This section states “Participants must be covered by accident/injury insurance prior to participation by carrying school-offered insurance or provide the school with documentation that they are covered by a private insurance carrier”.

PARTICIPATION FORMS

Physicals, Parent Permission/Insurance/Medical Release, and Extra-Curricular Policy:

Physicals, parent permission/insurance/medical release, signed & notarized copies of the Lovington Schools extra-curricular policy are pre-requisites to athletic participation.
The Lovington Schools’ athletic trainer will provide, at the high school level, a list of students that have completed all forms, once the head coach has provided a list of athletes participating, including managers, etc. The assistant Athletic Director at the middle school and the junior high will provide these lists to those grade level coaches. Names not appearing on this list will not be eligible to practice or play until this requirement is met. No exceptions.
Parent permission forms must be completed by the parent/guardian. Insurance coverage must be specified.

SCHEDULING OF ATHLETIC EVENTS

All schedules must be approved by the Athletic/Activities Director. Any out-of-state overnight stay must be approved by the school board.
Fall and winter head varsity coaches will make all tentative schedules at the high school.
The coach responsible for a spring sport will make their schedule and the dates must also be cleared through the Athletic/Activities Director.
No coach will change the date, time, or site of a scheduled athletic contest without prior approval of the Athletic/Activities Director.
All overnight out-of-state travel over 300 miles must be approved by the Lovington School Board and adhere to the out-of-state travel policy included in this document.

SCOUTING TRAVEL PROCEDURES FOR COACHES

Scouting rosters are to be turned in to the athletic office at the beginning of the season. Information for transportation requests must be turned in to the athletic office at least seven (7) days before date of departure. Requests will be sent to the administration office. Coaches will be notified via a signed copy of the original transportation request.
Scouting meal receipts are to be turned in to the athletic office as soon as possible upon return. The following information must appear on the receipt; name of person(s) scouting and game/date scouted, restaurant name, address and city, and price of meal(s).
All middle school football coaches are required to scout at the request of the head coach.

PROCEDURES FOR PURCHASE OF ATHLETIC EQUIPMENT

Responsibility for the purchase of all athletic equipment has been assigned to the athletic department by the Lovington Municipal School District business department. Therefore, all such purchases which are to be paid for by the Lovington Municipal School District must be made through the athletic/activities director. It must be emphasized that the activities office is responsible for the management of the athletic budget and therefore, any purchases to be paid for out of that budget must be approved in advance by the athletic/activities director. Purchases made without this prior approval may result in personal liability.

Equipment and supply orders will be compiled and a request for bids from vendors will be sent out by the athletic office. Bids will be tabulated and reviewed by the athletic/activities director and low bidders will be selected. If orders submitted from each sport exceed the budget amount, reduction in the order will be made after contact with the head coach. Bid tabulation sheets will be submitted to the Board of Education for approval and upon this approval, orders will be made by the athletic office.

Expenditures:

All items of equipment and supplies should be included in the budget and submitted on the budget request. When it becomes necessary to make purchases during the year, a standard requisition form must be filled out and submitted to the athletic/activities director for approval and signature.
In preparation of orders for bid, the following requirements must be met:

Give complete specifications. The specifications should be exactly as the item is described in the catalog if one wishes to consider a particular brand name. The description is very important if you want to receive equipment of good quality. It is not sufficient to give a catalog number and price as the description of the item.
The colors of Lovington Schools are Royal Blue and White. When ordering uniforms, and athletic clothing, do not order any other shades of blue. Black may be used for trim, striping, insets, or outlines only.

Each coach will be responsible for turning in travel requests to the athletic office at the beginning of the season. They will be approved by the athletic/activities director and submitted to the administration office and to the Transportation Director. **IF A CHANGE OR CANCELLATION OCCURS, YOU MUST NOTIFY THE ATHLETIC/ACTIVITIES DIRECTOR AT THE HIGH SCHOOL LEVEL, OR THE ASSISTANT ATHLETIC DIRECTOR AT THE MIDDLE SCHOOL LEVEL.
P-cards are issued for meals when a team travels out of town. P-cards are issued with a generic number of meals possible for each meal, however, only the exact number of students, coaches and bus driver(s) are to be fed. Do not ask restaurants to inflate the number fed to cover the cost of the meal. A receipt from the restaurant must be returned to the athletic office with the following information on each receipt:

Date

Restaurant name, address, and telephone number
Total cost
Itemized receipt

Each head coach will be responsible for the budget of their respective sport. Budgets are kept by the athletic/activities director in the athletic office. All expenditures must be relayed to the athletic office for accurate accounting. Any deposits made, such as booster club money that are to be credited to the individual budgets, must be done through the athletic office.

SEVENTH PERIOD PARTICIPANTS

When a student participates in a sport seventh period, they are enrolled in Advanced Physical Education for the entire semester. When that sport season ends, they must either participate in another sport, or in an “off-season” program for the remainder of that semester. Any student not completing the semester in Advanced Physical Education will not receive credit for that course. It is the head coach’s responsibility to inform the guidance department of any student that is dropped from seventh period so that they may be rescheduled. Every athlete in seventh period must take a final exam to receive credit in the Advanced Physical Education course.

SQUAD SELECTION

In line with our athletic philosophy and our goal of maximizing student participation, we encourage coaches to retain as many students as possible without compromising the integrity of their sport. While factors such as time, space, facilities, and other considerations may limit the ideal squad size for each sport., coaches should aim to provide the greatest number of opportunities for students while maintaining the quality of the program.

Cutting Policies:

The selection of team members is the exclusive responsibility of the coaches for each respective team.
Junior varsity and middle school coaches will take into consideration the policies as established by the head coach of that sport when selecting rosters.
Prior to the start of tryouts, the coach will provide the following information to all team candidates.

Extent of try-out period
Criteria used to select the team
Number to be selected
Practice commitment if they make the team
Game commitments

When a squad cut becomes a necessity, the process will include the following elements:

Each candidate must have been offered the opportunity to compete in a minimum of 3 practice sessions.
Each candidate cut shall be personally informed by the coach and the reason for the action. Cut lists are not to be posted!!
Coaches will discuss alternative possibilities for participation in the sport or other areas of the athletic program.
If a coach foresees difficulties arising as a result of squad cuts, they should discuss the situation with the Athletic/Activities director.

QUITTING POLICY:

It is in the opinion of the Lovington Municipal Schools (LMS) that COMMITMENT is the backbone of a highly successful athletic program. As the coaching staff and administration at LMS, we encourage athletes to “finish what you start.” Perseverance is key to long-term success in life. , while quitting can become a habit. Therefore, we strongly encourage athletes to avoid starting that practice.

If an athlete chooses to quit once a team is selected (past the 3-day tryout period), they will be given a 48-hour grace period. At that time (or before then), the athlete will make a rational decision as to whether they still want to quit.
If an athlete still wishes to quit, the athlete must completely fill out a LHS Athletic Quit Form (provided in this section), have it signed by their parent(s) and themselves, and then hand it back to their head coach or the athletic/activities director.
Once paperwork is turned in and signed by all parties, the athlete is not eligible for sport specific practices or contests for 60 SCHOOL DAYS. Failure to fill out a quit form properly will forfeit the athlete from participating in sports in the future.

** ”Quitting Provision” – If there is a compromise between coach and athlete about leaving the team or sport, the 60-Day Rule may be waived with approval from the Athletic/Activities Director. (This usually occurs only when both parties feel it is best for the overall team that the student not play any longer due to unusual circumstances).

Lovington High School Athlete Quit Form

I, _________________________, have decided, after careful consideration to my coaches and teammates, to quit _________________________. I have been given a 2-Day (48 hour) period to fully evaluate my decision. I feel this is the best decision for me and my teammates. I understand that I cannot participate in practices or contest in any sport for 60 school days. I understand that by quitting again, I will most likely forfeit any future participation in LHS athletics altogether. I can return to LHS athletics after a 60-day school window and a return date has been established.

Athlete Signature________________________________

Parent Signature_________________________________

Head Coach Signature_____________________________

Athletic Director Signature_________________________

Signed and Dated__________ - __________ - _________

This student-athlete is allowed to return to sport specific practices and contests on the following date__________ - __________ - __________.

PLAYER LIMITATIONS

The number of players to be transported on a trip to an athletic contest should not exceed the number necessary for that contest. Coaches are expected to take only the starters, substitutes, coaches, student trainers, and student managers who will fill a necessary role in that contest.

Only official members of the team are allowed to make the trip. The bus company’s insurance only covers those individuals making the trip which serve an official function on the team. Therefore, the following must not be allowed to travel on the bus with the team:

Friends of team members or coaches.
Parents or other relatives of team members or coaches.

GENERAL TRANSPORATION GUIDELINES:

Professional drivers have been employed and are expected to return the team as near to the prearranged time as possible. Decisions to remain at the contest site for an additional day will be made by the athletic/activities director.

If a team is going to be appreciably delayed in its return, the coach must notify his building principal and athletic/activities director as soon as possible. The coach, principal/ and/or the athletic/activities director will then make a concerted effort to notify the students’ parents. The athletic/activities director will notify the transportation director and superintendent.

It is the obligation of the coach in charge to get their team showered and dressed as soon as possible at the conclusion of the event, as travel contracts are based on travel time. To delay departure after a contest depletes the sports travel budget.

In case of inclement weather, the athletic director will determine whether the team departs, returns, remains at home, or stays at the contest site for an additional length of time.

Conduct on the Bus:

On each trip, there will be a brief inspection of the bus prior to departure and again as the trip is concluded. This inspection is to be made by the bus driver and the coach or assistant coach. The driver will provide a trash bag at the end of the trip. The team will be required to pick up all trash and deposit it in the bag before leaving the bus. The inspection by the coach and driver is to indicate that the bus had been properly cleaned and no damage has been done.

The coach is responsible for discipline of their team while they are traveling on the bus. Students should be required to stay in seats and keep noise to a minimum. The driver must be allowed to concentrate on driving safely. This becomes difficult when passengers are moving about and making excessive noise.

Food and drink may be consumed on the bus, but glass containers are prohibited. Food, wrappers, and containers must be picked up and placed in the trash bag. A student with a charged violation of an activity rule will be accorded the same due process procedure as detailed in the Citizenship Code. Penalties imposed will be one or more of the following:

A student-sponsor conference
A student-sponsor-principal conference
Revoking the privilege of participating in activity programs for a period of time commensurate with the offense
Expulsion from the activity-class for the most serious breaches of good citizenship and/or repeated infractions of activity rules

Summer Transportation will not be provided to/from events that are not school sponsored.

Overnight Out-of-State Travel:

All out-of-state travel must be approved by the Lovington Board of Education, per NMAA guidelines, prior to the scheduled event. It is recommended to start this approval process with school administration well in advance of the trip.

Any student participating on an athletic trip is the responsibility of the school district and the coach. Therefore, if the student is traveling on a school-sponsored athletic trip, that student must use the school provided transportation.

During overnight meets/contests, athletes of the opposite gender will not be allowed in each other’s hotel rooms. Violation of policy will be handled accordingly by Administration. The Principal and AD will be notified where direction will be given on next steps.

No student, regardless of age, will be permitted to travel to or from an athletic event with any other person(s) except the coach. The only exception to this policy shall be the release of the athlete to their parent(s)/guardian(s), provided the parent/guardian has provided the coach with a written note, prior to leaving on the trip. A student may be released at the game site to the parent/guardian upon verbal contact. The coach will not release an athlete to any person(s), regardless of verbal or written permission of that student(s) parent/guardian, unless written permission is notarized. Parents(s)/guardians(s) and the student-athlete will assume all legal responsibility for the personal safety and actions of the athlete while the athlete is traveling to and from practices or games when transportation is not provided by the Lovington School District.

BOOSTER CLUBS

Booster clubs play an important role in the support of interscholastic athletics. As their primary purpose is to enhance your program, coaches are expected to be very supportive and cooperative with the booster club of their respective sport. The organization’s involvement should be in cooperation with the administration and coaching staff of the school. Precautions must be taken not to extend activities into areas which create conflict within the school community and existing educational philosophies. Groups should not commit the school community to activities which infringe on instructional time or require inordinate amounts of time, effort, or money. It is essential that activities which use the name of the school, or implied support of the school or the district, adhere to the policies, procedures, and financial safeguards normally expected of public bodies. All funds raised by booster clubs are considered to be public monies. Therefore, all clubs are required to adhere to the same procurement codes as the schools. Any activities or fundraising projects initiated by the organization and which involve the use of our students must be proposed in writing, and be authorized by the school principal, athletic/activities director, and superintendent before the activity commences or any final arrangements are made. Required form can be obtained from the Athletic/Activities Director. All financials after the season must be submitted to the athletic/activities director’s office.

All awards banquets/dinners will be at the discretion of the head coach and will be the responsibility of the appropriate booster club/parent organization. It is strongly recommended that all awards banquets/dinners be held within two (2) weeks of completion of each sport season.

Lovington Municipal Schools Coaches' and Activity Leaders' Handbook Acknowledgment Form

School Year: ___________

I, the undersigned, acknowledge that I have received, read, and understand the Lovington Coaches' and Activity Leaders' Handbook. I am aware of and agree to adhere to the policies, procedures, and expectations outlined in this handbook, including but not limited to:

Coaching Philosophy and Expectations: Adopting and modeling the values, sportsmanship, and commitment expected of all coaches and activity leaders.
Communication Protocols: Engaging in effective and respectful communication with students, parents, administration, and other staff.
Safety and Emergency Procedures: Following safety protocols and emergency response guidelines to ensure the well-being of all participants.
Practice and Game Management: Structuring practices and managing events to provide a positive and development-focused experience for students.
Team Rules and Discipline: Implementing and enforcing team rules consistently and fairly while maintaining the integrity of the program.
Eligibility and Academic Standards: Supporting and monitoring student-athletes' academic progress in alignment with school policies.
Professional Conduct and Compliance: Upholding ethical standards, professional behavior, and compliance with state and local regulations.
Travel and Transportation Guidelines: Ensuring that all travel arrangements adhere to school policies and prioritize student safety.

I understand that failure to adhere to the policies within this handbook may result in disciplinary actions, up to and including termination of my coaching or activity leadership role.

Printed Name of Coach/Activity Leader: _______________________________________

Signature: _____________________________________________________

Date: _________________________________________________________

Sport/Activity: __________________________________________________

Please return this signed acknowledgment to the Athletic Director’s Office as soon as possible.

Athletic Handbook