Flow Chart for Coaches
A T H E N S D R I V E H I G H S C H O O L_________ Athletic Department
Flow Chart for Coaches (Volunteer or Non-WCPSS employee paid coach) I.
II.
III.
IV. V.
VI.
VII.
Anyone interested in coaching (volunteer or coach only) for a school must: complete a WCPSS support application in AppliTrack with 2 online confidential references the application supplement waiver and release form and, Consumer Notification and Authorization Release form (all online) Only coaches approved by the Principal and/or Athletic Director at the school site are welcome to apply. In order to advance from a volunteer coach to a paid Supplemental Coach, the Principal and/or Athletic Director must approve the candidate in advance. All coaches must submit an online application and have a cleared criminal background check before beginning work. In order to submit a Supplemental Coaching application, you must submit an online application. No compensation will be awarded for time worked before an application and cleared background check are received by the Office of Human Resources. Once a school decides that they would like someone to assist with a sport as a volunteer or paid coach, the principal or assistant principal needs to complete a Personnel Action Form (PAF), the interview form and 2 phone references thru AppliTrack and route to the HR administrator for their school. Only principals or assistant principals may submit PAFs for coaches, volunteer or paid. Only PAFs with electronic signatures by principals or assistant principals will be accepted by HR. Principals and assistant principals are the only hiring administrators for the school and should be the only ones obtaining references (written or by phone). Once the HR administrator receives the PAF, he/she will make sure a completed application is in AppliTrack and begin the Criminal Records Check (CRC). Depending on the states where the applicant is from, this part of the process may take from 3-10 days. Once the CRC is approved, if all is ok, the applicant is contacted by HR to pick up the health form to complete. If the CRC is not ok, Employee Relations will send the applicant a rejection letter explaining why they are not approved to coach and the HR administrator will contact the principal. Once the applicant returns the completed health form to HR, the HR administrator will contact the principal and school secretary to approve the applicant to coach. No one is to be working with students in any capacity until they have been approved by HR (volunteer or paid). State law prohibits anyone working with students unless a completed health form is on file with HR. If the coach is a coach only (not an employee of WCPSS in any capacity other than coaching), the school must submit a coach only PAF the first time the coach is to be paid {this is a 2nd PAF that will come to HR when the sport is scheduled to be paid for the year}. The PAF must have the sport coached and the grade and experience pay for the coach. Any prior
experience that needs to be considered for placement on the Wake Co. extra duty scale needs to be submitted with the application or with the 2nd PAF. This experience form is online under Extra Duty. Once the coach has been paid the first time, the secretary can then key them in the Extra Duty Oracle report for the next pay time.
VIII.
All volunteer coaches (unless they are WCPSS employees in a paid capacity) must register with the online Volunteer system so that nightly CRC checks will be made. This can only be done through the Intranet and should only be done for Volunteer coaches once the HR administrator has approved them.
If you have any questions about the procedures, please contact your school’s HR administrator or you may contact Wilma Jenkins-Flythe, Sr. Director for Staffing and Operations at [email protected].
Lead secretaries will get a spreadsheet in September to provide the HR admin coaching information for all sports.
Flow Chart for Coaches (Volunteer or Non-WCPSS employee paid coach) I.
II.
III.
IV. V.
VI.
VII.
Anyone interested in coaching (volunteer or coach only) for a school must: complete a WCPSS support application in AppliTrack with 2 online confidential references the application supplement waiver and release form and, Consumer Notification and Authorization Release form (all online) Only coaches approved by the Principal and/or Athletic Director at the school site are welcome to apply. In order to advance from a volunteer coach to a paid Supplemental Coach, the Principal and/or Athletic Director must approve the candidate in advance. All coaches must submit an online application and have a cleared criminal background check before beginning work. In order to submit a Supplemental Coaching application, you must submit an online application. No compensation will be awarded for time worked before an application and cleared background check are received by the Office of Human Resources. Once a school decides that they would like someone to assist with a sport as a volunteer or paid coach, the principal or assistant principal needs to complete a Personnel Action Form (PAF), the interview form and 2 phone references thru AppliTrack and route to the HR administrator for their school. Only principals or assistant principals may submit PAFs for coaches, volunteer or paid. Only PAFs with electronic signatures by principals or assistant principals will be accepted by HR. Principals and assistant principals are the only hiring administrators for the school and should be the only ones obtaining references (written or by phone). Once the HR administrator receives the PAF, he/she will make sure a completed application is in AppliTrack and begin the Criminal Records Check (CRC). Depending on the states where the applicant is from, this part of the process may take from 3-10 days. Once the CRC is approved, if all is ok, the applicant is contacted by HR to pick up the health form to complete. If the CRC is not ok, Employee Relations will send the applicant a rejection letter explaining why they are not approved to coach and the HR administrator will contact the principal. Once the applicant returns the completed health form to HR, the HR administrator will contact the principal and school secretary to approve the applicant to coach. No one is to be working with students in any capacity until they have been approved by HR (volunteer or paid). State law prohibits anyone working with students unless a completed health form is on file with HR. If the coach is a coach only (not an employee of WCPSS in any capacity other than coaching), the school must submit a coach only PAF the first time the coach is to be paid {this is a 2nd PAF that will come to HR when the sport is scheduled to be paid for the year}. The PAF must have the sport coached and the grade and experience pay for the coach. Any prior
experience that needs to be considered for placement on the Wake Co. extra duty scale needs to be submitted with the application or with the 2nd PAF. This experience form is online under Extra Duty. Once the coach has been paid the first time, the secretary can then key them in the Extra Duty Oracle report for the next pay time.
VIII.
All volunteer coaches (unless they are WCPSS employees in a paid capacity) must register with the online Volunteer system so that nightly CRC checks will be made. This can only be done through the Intranet and should only be done for Volunteer coaches once the HR administrator has approved them.
If you have any questions about the procedures, please contact your school’s HR administrator or you may contact Wilma Jenkins-Flythe, Sr. Director for Staffing and Operations at [email protected].
Lead secretaries will get a spreadsheet in September to provide the HR admin coaching information for all sports.
