Title

5.10 Coaches Human Resource Policies

5.10 Coaches Human Resource Policies

This section includes human resource policies and procedures, which pertain specifically to athletic coaches who are members of the Division of Intercollegiate Athletics. It also covers policies that relate to the instructional responsibilities performed by many coaches. The human resource policies pertaining to staff and administrators found in Volume III and in other sections of this Volume V of the Ithaca College Policy Manual also pertain to coaches unless noted otherwise or unless superseded by one of the policies specifically designated for coaches as presented in this section.

Coaches are included as a unit of the Staff Council or Faculty Council and shall elect representatives to that body on a proportionate basis.

The official job classifications for coaches include head coach, full-time assistant coach, part-time head coach, and part-time assistant coach. The classifications entitled head coach and full-time assistant coach shall henceforth be referred to as “coach” or “coaches.”  Coaches may be hired under a single or a joint appointment for coaching and/or teaching duties.  

5.10.1 Job Descriptions

The Division of Intercollegiate Athletics in conjunction with the Office of Human Resources at Ithaca College has developed job descriptions for head coaches and full-time assistant coaches who are members of the Division of Intercollegiate Athletics. Part-time head coaches and part-time assistant coaches are term employees of Ithaca College. Job descriptions are on file with the Division of Intercollegiate Athletics and in the Office of Human Resources.

5.10.2 Academic Status of Coaches

Coaches may be given courtesy professional rank upon application to and with approval of the planning units or schools within which they provide instruction. Such courtesy rank confers only those faculty rights and privileges as stated in the Coaches Human Resources Policies (i.e. section 5.2). Coaches who have classroom teaching duties are fully protected by the Academic Freedom provisions of Volume IV, section 4.4. Grievances related to academic freedom shall be processed in accordance with Volume IV, section 4.16.

5.10.3 Appointments

All full-time coach appointments are one-year notice employment agreements. Employment agreements are for the period of August 16 through May 31 of each academic year. Reappointment or non-reappointment for coaches is addressed annually.  Non-reappointment to an academic instructional position may result in non-renewal of both the academic and coaching position. Should there be a nonrenewal of either the coaching or academic position, a pro-rata compensation arrangement on the new employment contract may be necessary to reflect a reduction in responsibilities and workload.

5.10.4 Qualifications for Coaching and Teaching Appointment

All full-time coaches must meet the qualifications necessary to coach an intercollegiate sport as defined in the appropriate job description. All full-time coaches must have a master’s degree or be within two academic years of completion of that degree. All full-time coaches must meet the same qualifications and standards for teaching duties as lecturers.

5.10.5 Separation Policies for Coaches

First-year full-time coaches shall be notified on or before May 1 of non-renewal of their employment agreement. Thereafter, full-time coaches shall be notified on or before June 1 if there are performance deficiencies, which must be corrected in the year ahead in order for the employment agreement to be renewed for the following year. A coach who is so notified will be placed on "performance probation" and accompanying the employment agreement will be a written understanding of the improvements which are required for consideration of probation renewal, employment agreement, renewal or dismissal. Except as stated in this section, separation and notice policies for coaches follow the same procedures as the others staff employees who receive an annual employment agreement. Under those separation policies, after the initial year of employment, a non-renewal of contract usually must be preceded by verbal and written warnings.  However, the college reserves the right to dismiss without prior notice or warnings in the case of serious misconduct as described in section 5.5.

5.10.6 Performance Review of Coaches

5.10.6.1 Academic Instructional Performance Review

Regarding the teaching portion of a coach’s appointment, performance reviews for academic instruction are supervised by the dean of the school of health sciences and human performance and approved by the provost/vice president for educational academic affairs. An academic instructional performance review includes the following: 1) an evaluation of teaching by the department chairperson and/or the PALS chairperson; 2) two (2) peer evaluations of teaching; and 3) student evaluation forms for all classes taught. Academic performance reviews are shared annually with the director of intercollegiate athletics by April 15th.

5.10.6.2 Coaching Performance Review

The performance of all full-time coaches and part time head coaches assigned to Intercollegiate Athletics is reviewed annually based on their respective job responsibilities. The director of intercollegiate athletics is responsible for overseeing the performance review process with assistance from the associate director of intercollegiate athletics. In reviewing coaching performance, including assistance in a second sport, the director of intercollegiate athletics completes the "Coach Performance Evaluation by Director" referencing the assessments described below and seeking verbal input from various constituencies such as student-athletes, athletic trainers, sports information staff, equipment room staff, and clerical staff. The Division of Intercollegiate Athletics and Office of Human Resources developed the current formal performance review process in 1997 in consultation with the division’s human resource committee. The forms used in this process include:

  • Coach Performance Evaluation by Director
  • Captain's Assessment (Head and Assistant Coaches' Responsibilities)
  • Head Coach Assessment by Team Members
  • Coach Self-Evaluation

As a part of the performance review process, the head coach, part-time head coach, or full-time assistant coach usually begins the formal process by completing the “Coach Self Evaluation.” Regarding student-athlete input to the performance review process, head coaches are expected to arrange meeting times for the director or associate director to oversee the completion and collection of the “Head Coach Assessment by Team Members” forms by the student-athletes. No coaches may be present in or near the room while these performance review forms are being filled out. Usually all full-time coaches are expected to arrange these meeting times prior to the completion of their respective traditional seasons. The director of intercollegiate athletics provides the coach with a summary of the feedback/responses from the student-athletes.

The director of intercollegiate athletics conducts a performance review session with each coach and completes the "Coach Evaluation by Director" referencing the "Captain's Assessment" and the "Head Coach Assessment by Team Members" and keeps the original of the "Coach Evaluation by Director" and sends a copy to be placed in the official personnel file in the Office of Human Resources. The coach and the provost/vice president for educational affairs and campus life also receive copies.

The performance of full-time assistant coaches is reviewed under the same conditions as full-time head coaches with the exception that the head coach will submit his or her performance review of the full-time assistant coach to the director of intercollegiate athletics.

All head coaches and full-time assistant coaches are expected to meet with the director of intercollegiate athletics for their performance reviews prior to June 1 each year.

5.10.7 Coaches Promotional Levels and Promotional Assessment

See Ranking and Promotions of Coaches chart.

Coaches are eligible for appointment and promotion to the levels designated below. Whereas initial appointments may be made at levels I through III, it is expected that most appointments will occur at level I. In order to implement promotional levels following the adoption of this manual, a process was developed for the initial designation of coaches currently employed.

The steps for promotional assessment :

  1. Coach initiates a written request to the Human Resource Committee within the Division of Intercollegiate Athletics at the start of the academic year prior to the year for which the promotion becomes effective. The Human Resource Committee will make recommendations for further review to the director of intercollegiate athletics.

    The written request must include materials supporting the fulfillment of promotion criteria. Evaluation review will occur at the administrative committee level.
     

  2. The director of intercollegiate athletics will convene and chair the Administrative Review Committee. The Administrative Review Committee consists of the director of intercollegiate athletics, the associate director of athletics, and the faculty athletic representative. The associate vice president for human resources and provost and vice president for educational affairs are notified that a request is under consideration.
     
  3. The director of intercollegiate athletics reviews the Administrative Review Committee's recommendation with the associate vice president for human resources; the Administrative Review Committee's recommendation is then sent to the senior associate vice president for student affairs and campus life for final approval.

5.10.8 Compensation Policies for Coaches

Compensation and benefits for coaches are determined in accordance with the policies and procedures found in Volumes III and V of the Ithaca College Policy Manual. The College’s compensation program for staff and administrators includes a special salary structure for coaches, which is reviewed annually by the Office of Human Resources.

5.10.8.1 Professional Leave and Outside Employment

Professional leaves and outside employment opportunities will be reviewed on a case-by-case basis. Requests for professional leave and/or outside employment are to be submitted to the director of intercollegiate athletics for approval. Appropriate documentation must accompany the request.

5.10.8.2 Compensation for Extra or Special Duties in Athletics

Coaches who provide time-keeping or statistical record keeping at athletic events must comply with the following:

  • To follow federal payroll regulations these individuals will be paid through the payroll process. These earnings are to be reflected in their W-2's at the end of the year.
  • When an employee is to be compensated for these services, the Payroll Office must be informed of the employee's name, date of services, and the amount of compensation.
  • This compensation appears on the next regularly scheduled paycheck.

5.10.9 Benefits for Coaches

Benefits for coaches will follow the benefits group II policy and procedures in Volume III.

However, coaches are on an academic year employment agreement and do not receive paid time away vacation or medical leave benefits. Although coaching positions do not fall under the statutory New York State short term disability requirements (faculty are also excluded) which apply to most staff positions, coaches do receive full salary continuation for short-term medical absences as described in the next section.

5.10.9.1 Medical Leave

A coach who is unable to perform his/her usual responsibilities due to personal illness or injury must notify the director of intercollegiate athletics. If an absence due to medical reasons will exceed one full pay period, coaches contact the director of intercollegiate athletics and the Office of Human Resources to discuss paid leaves of absence or reductions in load for medical reasons, including childbirth (not applicable to coaches on temporary employment agreements). Appropriate medical documentation must be provided.

A coach who is on an approved medical leave usually retains the status of "active" employment for a period of up to six months. After six consecutive months of illness, the College's long-term disability plan provides benefits to eligible employees who meet the definition of disabled as governed by the plan document. If an illness is likely to exceed six months, the application process for long-term disability benefits should be started at the three-month point. As explained in Volume III of the Ithaca College Policy Manual, in certain circumstances a leave may be extended for up to an additional three months.

5.10.10 Personnel Records

An official personnel file for each coach is maintained by the Office of Human Resources in accordance with the policies and procedures in Volume III.

5.10.11 Problem Review Procedures

The same process to resolve complaints and problems as used by all staff and administrators of Ithaca College will apply to the full-time coaches. This process provides for access to outside arbitration in the case of dismissal.

Last Updated: January 1, 2013