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Athletic Handbook

Athletic Department Leadership Team

Davenport.png
Elizabeth DAVENPORT
Athletics and Activities Director
Wk: +84 (8) 54130901,11143
Mb: +84 93 8630019
edavenport@ssis.edu.vn
Appointed 2013
   
 
NGUYEN Thi Phuong Anh (Ms. Phuong Anh)
Activities and Athletics Administrative Assistant
Wk: +84 (8) 54130901,111140
annguyen@ssis.edu.vn
Appointed 2010
 
LAM Kim Sang (Ms. Sang)
Activities and Athletics Assistant
Wk: +84 (8) 54130901,111142
slam@ssis.edu.vn 
Appointed 2010

STATEMENT OF PHILOSOPHY

The SSIS Athletics program provides all students with the opportunity to develop fundamental athletic skills, teamwork, character & sportsmanship. The program offers depth in development by providing multiple ability level teams within each sport. We adhere to a general philosophy of not cutting athletes from a team, unless it is required due to safety, facility resources, or coach availability. 

OBJECTIVES OF THE ATHLETICS PROGRAM

Sense of Self

  • Understand how to win with humility and lose with grace
  • Develop the physical skills needed to improve as a player 
  • Improve proficiency in decision making
  • Promote a healthy understanding and acceptance of personal and emotional aspects of a healthy body image
  • Encourage all students to participate 


Academic Excellence

 

  • Maximize the learning of skills
  • Develop a positive self-discipline 
  • Impart a love of and commitment to lifelong learning and self-improvement
  • Improve knowledge and understanding of the rules of the game


Respect for All

  • Develop a healthy sense of competition
  • Give opportunity for all team members to participate 
  • Demonstrate respect for authoritative figures (officials and coaches)
  • Display compassion and a concern of well-being for others (teammates, competitors)
  • Be aware of mature, appropriate modeling by adults (coaches, parents, spectators, and officials)


Balance in Life

  • Develop strong friendships as a result of being part of a team
  • Engage in a positive co-curricular activity
  • Increase awareness for management of time (personal~school~sport)
  • Expand interest in lifetime and leisure activities 
  • Have fun when participating


Dedicated Service

  • Create a positive school climate with collaboration, teamwork and conflict management
  • Provide opportunities for leadership roles within teams and across programs

PROGRAM OVERVIEW

SPORT ASSOCIATIONS


Saigon International Schools Athletics Conference - SISAC 
This conference, also called “City League,” has 15 schools participating from Ho Chi Minh City. All ES, MS and HS teams participate in the City League. There are friendly games and season ending tournaments/meets for all levels.

Mekong River International Schools Association - MRISA
This conference has 6 schools participating from outside Ho Chi Minh City. Only MS and HS teams participate in a final tournament. This league has travel obligations for all players and their families.

South East Asia Student Activities Conference - SEASAC
This conference has 16 schools participating across South East Asia. It is for students in HS and MS. SSIS joined in May of 2018 and is the only full member school in Vietnam to be part of this organization. This league has travel obligations for all players and their families.

 

DIVISIONAL SPORTS

DIVISION

SISAC 

(within Saigon)

MRISA 

(Home Stay)

SEASAC 

(Hotel Stay)

Elementary School 

(U11)

Cross Country 

Soccer

Badminton

 Swimming

Track & Field 

Basketball

Table Tennis

   

Middle School

(U14)

Cross Country 

Soccer

Badminton

 Swimming

Track & Field 

Basketball

Table Tennis

 Volleyball

Basketball

Soccer

Volleyball

Arts

Swimming

High School

(U19)

Cross Country

 Soccer

Badminton 

Swimming

Table Tennis 

Volleyball

Track & Field

Basketball


 

Basketball

Soccer

Volleyball

Arts

Cross Country 

Soccer

Badminton

 Swimming

Table Tennis

 Volleyball

 Basketball

 Golf

Tenni 

Softball

Arts

 MUN

 

SEASONAL SPORT SCHEDULE

DIVISION

SEASON ONE

(Aug-Nov)

SEASON TWO

(Nov-Apr)

SEASON THREE

(Feb-May)

Elementary School

(U11)

Cross Country

Soccer

Badminton 

Track & Field

(Mar-May)

Swimming

Table Tennis

Basketball

Middle School

(U14)

Cross Country

Swimming

Basketball

Table Tennis

Track & Field

Soccer

(Feb-May)

Badminton

Volleyball

High School

(U19)

Cross Country

Swimming

Volleyball

Table Tennis

Golf

SEASAC Soccer

Track & Field

Badminton

Basketball

Tennis

(Feb-Apr)

Soccer

SEASAC Badminton

Softball

 

COACH INFORMATION

COACH RIGHTS AND RESPONSIBILITIES

  1. As a coach I will:
    1. Ensure practices are well planned, start promptly, be focused, be fun and help improve the skill levels of my players.
    2. Find a substitute coach from within the sport if I am ill or absent. The Athletics Director must be notified when the change is made.
    3. Conduct myself at all times with dignity, sportsmanship, sense of fair play and integrity. I acknowledge that as an active role model for my players, I will model appropriate behaviour and be a mentor to our young people.
    4. Be directly responsible for upholding the rules and guidelines/policies of the Athletics and Activities Department and of SSIS. I must set the example for my team in regard to respect for authority. Decisions by sport officials should be accepted without any disrespectful display in word or action, even if I disagree with the decision. My conduct should not in anyway bring embarrassment to the team or the school. 
    5. Understand that success is not based on the number of games won and lost. Teaching appropriate “skills for life” are equally important objectives to any physical skills taught.
    6. Keep attendance records of practices and games. I accept that players who fail to make practice will receive less game time (regardless of ability). Players who turn up late to games should expect to sit out part of the game. 
    7. Understand student-athletes are students first, and athletes second. I will encourage good study habits and scholastic achievement, and enforce school policies regarding student eligibility and conduct. 
    8. Educate students about healthy and safe habits for athletes, such as proper nutrition, hydration and sleep.
    9. Efficiently communicate with parents and players regarding scheduling and player commitments.
    10. Have an up-to-date knowledge of rules, strategies, coaching principles, and skills of the sport.
    11. Abide with game rules and respect the judgement of sport officials regardless of event location.
    12. Provide a safe environment and have basic knowledge of safety and first aid.
    13. Maintain professional relationships with students and parents, maintain a collegial relationship with other coaches, and communicate student concerns with the Athletics Director.
    14. Carry a team roster (with name, address and phone numbers) during team activities for use in case of emergencies.
    15. Have telephone numbers for all SSIS administrators and the bus coordinator programmed into my phone.
    16. Check team roster for medical concerns or conditions for each player. If medications are listed, the coach will need to check with the school nurse to find further details. If needed, coaches can request the school nurse to contact parents for follow up questions.
    17. Enforce the uniform policy for all players and abide by coaches’ attire expectations.
    18. Ensure athletic equipment is maintained and accounted for.
    19. Officially open and conclude all practice sessions, clean up all equipment, and ensure that the students are safely dismissed from the facility before leaving.
    20. Never leave a team under the direction of a player or student.
    21. Assess the ability level of opponents and not use strategies and tactics to unnecessarily run up the score and to ensure both teams experience enjoyment and growth.
    22. Seek opportunities to give all athletes valuable, meaningful playing time within game situations.
    23. Download the SOS Medical Assist app on my mobile phone for easy access when traveling outside the city, 
    24. Refrain from consuming alcohol and any mind altering substances at all times while traveling with a team. I will be prepared to handle any team or individual situation in a fully competent and professional manner.
  2. Coaches can expect players to:
    1. Commit to the team, attend all practices and games, and notify the coach if s/he cannot attend or will be late.
    2. Demonstrate a positive, constructive and supportive attitude to help build team rapport.
    3. Work hard, give his/her best effort, and seek continuous improvement in skill and leadership.
    4. Demonstrate excellent sportsmanship regardless of the situation and appreciate and respect opponents.
    5. Show respect towards coaches, officials, spectators, and opponents.
    6. Strive to develop healthy habits that support academic and athletic development.
    7. Use appropriate language that is positive and encouraging.
  3. Coaches can expect parents, family members, and spectators to:
    1. Understand sport is for fun and personal development, and healthy competition helps athletes to grow and learn.
    2. Respect the effort and intent of coaches and players and not interfere with the routine of any team.
    3. Respect all decisions of coaches and officials, and trust their judgment and integrity even if s/he does not agree with a decision/call.
    4. Demonstrate positive sportsmanship throughout a game by supporting and cheering for the team in a positive manner, and refraining from negative or abusive language, gestures or behaviour, regardless of the final result.
    5. Recognize outstanding performances from all athletes - both SSIS and the competition.
    6. Support athletes’ health by providing appropriate and healthy snacks at games and practices. 

TEAM


Selection & Tryouts

 

  1. All students who participate in tryouts should be given a fair chance of making the team.  
    1. For HS: athletes should be given at least three days/tryouts before selections are made.
    2. For MS and ES: athletes should be given at least four days/tryouts before selections are made. 
  2. The final responsibility for team selection is with the coach.
  3. Team selections should be based upon the following criteria: skill, ability and commitment.
  4. Players must inform coaches, at tryouts, if they are unable to attend a tournament that travels outside of Ho Chi Minh City. Athletes unable to attend a tournament may not be selected for a traveling team.
  5. At the conclusion of the last tryout, players will be informed of the team for which they are selected.
  6. As soon as teams are selected, coaches will inform the Athletics and Activities Department. The Athletics and Activities Department will then create official team rosters for each coach. This roster will include the following:
    1. The student’s SSIS ID number, school email address, birthday, and age as of August of that school year
    2. Parent email addresses and phone numbers
  7. Using the information from their official team roster, each coach will send out a “welcome to the team” email to both the selected athletes and their parents. The coach will introduce him/herself and will share contact information, the schedule for the season and expectations of the players.

Divisional Expectations


High School: 

  • Team selection - Coaches have the option to use all 4 try-out sessions to determine player abilities. Team selections will be communicated face-to-face to all players.
  • Playing time - the goal is to compete at the highest level possible. There are times when playing all athletes in a game is not possible. Coaches are encouraged to play as many athletes as possible, but the coach has discretion to make decisions about playing time as the season progresses towards season ending tournaments.


Middle School:

  • Team selection - Coaches must use all 4 try-out sessions to determine player abilities. Team selections will be communicated face-to-face to all players.
  • Playing time - During friendly competitions, coaches will attempt to provide players equal playing time. Towards the end of the season (City League and international competitions), coaches will use their professional judgment to give opportunities to players at appropriate times.

Elementary School:

  • Team selection - Coaches must use all 4 try-out sessions to determine player abilities. Team selections will be communicated face-to-face to all players.
  • Playing time - During friendly competitions and the season-ending City League championships, coaches will ensure all players have equal amounts of playing time. 

 

Schedule

  • Coaches will inform players that they must make every effort to attend all practices, matches, and tournaments. If any player cannot make it to an event they must inform the coach prior to the beginning of the event. All training and match schedules are available on the SSIS athletics website. Should there be changes to the schedule during the season, the Athletics Director will inform coaches and they will pass that information on to both players and their parents. 

Equipment

  • Coaches will be given access to all necessary equipment for their sport season. They will be required to document any loss or damage as soon as it occurs in the season. At the end of the season, coaches will be asked to return keys and give feedback regarding the state of the existing equipment and any recommendations for future equipment that may be needed to improve the program.

 

Uniforms

  • Each player will be issued an SSIS uniform. Coaches are required to positively support and enforce school policies on uniform dress as outlined in the appendix. Coaches are to remind team members that they represent SSIS and that everyone must follow the school’s Core Values. At the end of the season, coaches will collect all uniforms at the last team tournament and will return the uniforms, as an entire lot, to the Athletics and Activities Department. Coaches will inform the Athletics Director of any student that has not returned the uniform. 

 

Warm-Ups and Spirit Gear

  • Often players want to create a bond with members of their team by wearing similar “warm up” shirts. To help with this process, SSIS has outlined the following guidelines to ensure that the SSIS brand is followed.
    • A standard SSIS Athletics warm-up will be available for purchase in the school shop. All ES-MS-HS teams can use this as a warm-up for their team.
    • “Team Shirt” - In addition to the standard warm-up, HS teams only are also allowed to create a shirt that is unique to their team.
      • Players must consult the team coach to get approval of the “team shirt”.
      • All designs must be approved by the Marketing Director and the Athletics Director. 
      • The purchase of a “team shirt” must be totally voluntary and no team member (or their family) should feel pressured or obligated to buy it. 
      • The “team shirt” may not be worn during game warm-ups, in lieu of the team uniform or travel gear. Only items purchased in the school store can be worn at these times.
      • The “team shirt” can be worn during downtime on sport trips.

Travel


Away Games

 

  • The Athletics and Activities Department will arrange all transportation to and from matches.
  • If a player wishes to make their own way home from an away match/tournament then the parent of the player must communicate with the coach prior to departure from the event. 
  • Upon return to SSIS the coach will check-in with all players to ensure that they have a safe way to travel home. For ES and MS teams, coaches must remain at the school until each player has safely left campus. 
  • Coaches must take copies of all of their players’ Athletics Information to away games and have all the necessary emergency contact numbers in case an injury results in the need for hospital care. 


Overseas Transportation

 

  • The Athletics and Activities Department will arrange all international transportation.
  • HS and MS students must communicate with their classroom teachers one week prior to the event if they will be missing school due to a sports commitment.
  • Families of students who are selected for travel teams will be responsible for entry visas to the destination. Families will be given notice of this.
  • Visas for coaches will be arranged and paid for by the SSIS Athletics and Activities Department.
  • Parents may travel on the SSIS designated bus if seats are available and with the approval of the hosting school.

Support - captains, managers, helpers

 

  • The coach will determine the need for having captains. In some cases, there may be no value in nominating captains. Being named a team captain is an honor and implies a significant amount of leadership and responsibility. The process of arriving at team captains is left to the discretion of the head coach and his/her staff. 
  • The coach may choose to have student helpers/managers to support their team.  The level of involvement of the helpers is to be determined by the coach, in coordination with the Athletics Director. Student helpers will be added to the team rosters and may be allowed travel with teams to games and tournaments within the city. This will be done in consultation with the leadership of the division that the student helper comes from.

ATHLETE-PARENT


Physical Examination

 

  • SSIS does not require a separate physical examination for participation on its HS teams. However, parents must keep up-to-date health information on file with the school. Families must ensure that the medical record at SSIS accurately reflects the medical needs of their child. Coaches will get medical information from the school nurse prior to start of tryouts and practices. If a player requires asthma medication or other medical devices, then these will be indicated on the team roster and coaches will ensure that medication is in close proximity to the practice/competition area of the field, court, etc. 
  • Communication of this information is extremely critical for host families when athletes travel on tournament trips overseas. The SSIS Athletics Director will communicate medical issues to the host Athletics Director who will share information with host families. Coaches are also required to follow up with the host family regarding any medical concerns. 

Athletics and Traveling Clubs Eligibility

 

  • Consistent with the mission of SSIS as a college preparatory program, the eligibility policy is intended to support students in need of academic counseling and improved academic performance. SSIS students are expected to prioritize their academic work above extracurricular commitments. SSIS division Principals shall determine any exceptions to the guidelines below.
  • Eligibility is determined at the following times:
    • Season 1 Eligibility determined by Quarter 4 (previous June) & Quarter 1 Report Card grades (October)
    • Season 2 Eligibility determined by Quarters 1 & 2 Report Card grades (October)
    • Season 3 Eligibility determined by Quarters 2 & 3 Report Card grades (December)
  • In order to participate in any SSIS overnight extracurricular activity (sports teams and traveling clubs, MUN, SEAMC, VEX, etc.)  a student must:
    • Be in good academic standing.  The student may not be earning:
      • 1 or more F grades on their quarter report card
      • 2 or more D grades on their quarter report card
    • Be in good standing with the school’s attendance policy (not missing more than 10% of any class for non-school related absences).
    • Demonstrate good sportsmanship with teammates, coaches, staff, parents and/or members of other teams.
    • Be in good behavioral standing.  Any student that is under disciplinary action may lose eligibility.
  • SSIS bears no responsibility for refunds in the event that a student, who has prepaid for travel of an activity/sport, is forced to withdraw due to the eligibility regulations described above.
  • Eligibility determinations will be communicated to the student and family by the Athletics Director, Activities Director or division Principal. 


Commitment and/or Withdrawing from Participation (Quitting)

 

  • Regular attendance at practices and games are expected unless cleared by the coach. Those students that do not meet the coach’s attendance expectations may be asked to leave the squad.
    • Students that are not at school during the day, will not be allowed to attend practices, games or tournaments after school hours.
  • Students are expected to remain committed to their respective team for the entire season. Quitting a sport and a team is a serious matter. In the event that a student finds it necessary to withdraw from a team, the following procedure must be followed:
    • Consult with the head coach as soon as the student begins to contemplate withdrawing from the team. (As a courtesy, students must have a face-to-face meeting with the head coach.)
    • Head coach/advisor will report the situation to the Athletics Director who will send a formal notification to the parents, including a reminder of any outstanding financial obligations to SSIS.
    • Any student who quits a team must still meet any financial obligations for equipment, uniforms, or travel made before the date he or she withdrew from the team.

 

Coaching Agreement


Uniform Expectations 

  • The school will provide uniforms and basic equipment for all teams. Players will treat the uniform with respect. All athletic department uniforms, gear and equipment will adhere to the SSIS Athletics Uniform requirements.
    • The uniforms will be distributed to coaches a minimum of one week prior to the first game.
    • Players are not permitted to keep the uniform as souvenirs.
    • Players are responsible to pay for stolen, lost, or damaged uniforms (including altered uniforms) at the replacement cost of $50USD (for each shirt). 
    • Playing uniforms are not to be worn by players at practice or in PE classes.
    • Uniforms shall be collected by the coach immediately following the last game, collated and returned to the Athletics and Activities Department (who will then wash them for storage).
    • Students may wear their team uniform jersey or their warm-up shirts to school on game day in place of their school uniforms. They are expected to wear their regular school uniform bottoms.
    • SSIS and all coaches expect that players will be in identical uniforms for each game they play as outlined in the SSIS Athletics Uniform requirements. This includes pre-game warm-up, on court/field, and on the sidelines. 
      • This includes the same tops, bottoms and socks. This also includes the same undershirts, hats/visors, etc.


Travel Attire 

  • The SSIS travel dress code requires all participants to dress for trips and award ceremonies using the following guidelines: 
    • School uniform shorts, pants or skirts 
    • SSIS travel shirt 
    • Lace-up shoes, no flip-flops  
    • SSIS hats
  • Coaching Attire: All coaches will present a professional appearance when coaching during competitions. Coaches are required to wear an issued SSIS coaching polo shirt along with dark or khaki shorts/pants/skirts and shoes (no flip flops or jeans). 

ADMINISTRATIVE SUPPORT


The following members of SSIS administration and staff will support the expectations of coaches and athletes.


Athletics Director

 

  • The Athletics Director is your number one supporter. Please look to your Athletics Director for guidance, support and assistance with communication and running your program.  The Athletics Director has the big picture in mind while trying to assist coaches to guide their programs and athletes along throughout the season and year!
  • Online registration - Athletics Director will create the online registration form and share it with all students in the appropriate divisions.
  • Rosters - Athletics Director will create the MASTER COPY of the rosters and provide the link to the coaches.  Coaches MUST treat this file as the main document for updates and attendance.  Coaches may use other methods for keeping documents but this is the master copy that the Athletics and Activities Department will use in keeping records for athletes participation. 
  • Disciplinary issues - Athletics Director should be informed if there are disciplinary issues or removal of an athlete from the team. 
  • Meetings - Athletics Director will set up coaches meetings, travel meetings, Awards Ceremonies, etc.
  • Sample documents for communication - Athletics Director will provide sample templates for communication with athletes and parents.  If you have any special needs or concerns about addressing issues in writing please seek guidance from the Athletics Director.
  • Uniforms - Athletics Director issues uniforms to the coaches and coaches are responsible for returning uniforms back to the Athletics and Activities Department.  Should there be issues in getting uniforms returned you should communicate with the Athletics Director to help find a solution.
  • Equipment - Athletics and Activities Department will guide coaches on equipment needs.  Any issues with equipment should be communicated to the Athletics Director.  Coaches should be mindful about the timing of equipment requests. Coaches are responsible for returning all equipment that has been issued or informing Athletics Director when equipment is damaged or goes missing. 
  • Schedules - Athletics Director is responsible for scheduling all practices and games. 
  • Team photos - Athletics Director organizes a time for the photographer to take team photos and communicates this to the team.
  • Academics - Athletics Director works with the division Principal to ensure eligibility of athletes and communicates this with coaches.
  • Evaluations - Athletics Director sends surveys to team players and their parents for season evaluation and meets with coaches to share this feedback.
  • Hosting & Tournament information - Athletics Director issues all communication regarding homestay requests and tournament information.  Coaches may also supplement this information with their own teams as they wish (copy to the Athletics Director as well).  
    • Athletics Director will set up the tournament draw when hosting and will share with coaches.
    • Athletics Department will organize all travel tickets and hotel bookings for SEASAC & MRISA events. 
    • Invitational events will be determined by the Athletics Director on a case by case basis.
  • Coach selection - Athletics Director directs the entire process for the hiring of coaches.


Division Principals

 

  • Each division Principal will support the athletics program to aid in the success of SSIS students/athletes. 
  • Class coverage - Coaches who are SSIS staff members must communicate with their division Principal to obtain coverage for their classes.
  • Disciplinary issues - Coaches may need to reach out to a division Principal to share information after discussion with Athletics Director. Division Principals may also reach out to Athletics Director and coaches to share information. 


Counselor

 

  • Division Counselors may review team rosters and communicate any social or emotional needs to the coach and Athletics Director as needed. 
  • Coaches with awareness of an athlete’s social/ emotional needs may wish to seek advice or share knowledge with a division Counselor. 


Bus Coordinator

 

  • Communication - Traveling coaches must have the bus coordinator’s telephone number. Coaches should also obtain the telephone number of the bus driver before getting off the bus.


Nurse

 

  • Nursing staff provides health updates for all athletes (for start of season and all trips off campus).
  • Nursing staff provides basic on-site medical care during practices, games, and tournaments.
  • Nursing staff is a key part of Emergency Action Plan (EAP).
  • Nursing staff provides medical kits to traveling teams.

SELECTION OF COACHES

 

  • The Athletics and Activities Department will keep the SSIS Administration informed of all possible staffing needs. 
  • The process of selecting coaches will be as follows:
    • Survey current coaches after each season to see if they are interested in working with the same team next year.
    • In the event of open positions, look to existing and new staff members to see if there are qualified and willing coaches who would like to join.
    • Look to outside groups to supply certified coaches.
    • Coaching assignments are based upon the best interests of the students and the larger interests of the school, as well as the interest of the coach in leading a particular team.
    • Qualifications that may be taken into consideration are: 
      • Sport-specific knowledge and experience 
      • Coaching philosophy
      • Coaching qualifications and recent courses 
  • At the conclusion of the interview process, the Athletics Director will make a recommendation to the divisional Principal. The divisional Principal will approve or disapprove of the recommendation. 
  • If the divisional Principal rejects the recommended candidate then the Athletics Director will resume the search for the appropriate candidate.
  • The final decision will be communicated to all applicants directly by the Athletics Director.

SEASON EVALUATION

 

  • After the completion of each sport season, the Athletics Director will provide an online survey to coaches to gather feedback on the season and whether they want to continue coaching for the next academic year.
  • The Athletics Director will also survey players and their parents for their perspective on the season. 
  • The Athletics Director will meet with all new coaches and will provide feedback to the coach from the players and parents. Returning coaches will be sent the feedback in an email. 

PROFESSIONAL DEVELOPMENT

 

  • SSIS follows the Positive Coaching Alliance (PCA), which is “dedicated to developing ‘Better Athletes, Better People’ by working to provide all youth and high school athletes a positive, character-building youth sports experience.” 
  • All coaches are encouraged to complete the PCA certification for the Double-Goal Coach®: Coaching for Winning and Life Lessons workshop. This workshop should be completed every two years by the first day of the school year. Please visit https://www.positivecoach.org/ for more information on PCA. 
  • Additional PD opportunities may also be presented to coaches throughout the year. 

BUDGETARY ISSUES 

 

  • Coaching contracts will be issued at the start of the season and stipends will be paid after the end of the season when all duties and responsibilities have been concluded. 
  • Coaches must ensure that all team management requirements are finished to the highest standard. This includes all team data entry, the awards banquet presentations, keys, uniform return and equipment return.
  • The amount of the stipend is determined by the Head of School. 
     

SAFETY & ENVIRONMENTAL PROCEDURES

First Aid


Procedure for Injuries & Medical Emergencies

Procedure for Concussions

  • Coaches should suspect a concussion after a blow to the head/body resulting in rapid movement of the head accompanied by any change in the athlete’s behavior, thinking, or physical functioning.  Some symptoms may include headache, poor balance, feeling foggy, confused, etc.
  • If you suspect a concussion, take him/her out of play immediately.  Ensure he/she seeks further care and follow the SSIS Emergency Action Plan (EAP) for an illness or injury
  • Athlete should not return to play until he/she is cleared by a healthcare provider.
  • If away from SSIS, coach will use the SOS Medical Assist app to help assess the athlete.


Non-Critical Situations

  • For non-critical situations (most broken bones, dislocations, sprains, strains, common wounds, etc.), immobilize the affected area and administer first aid instructions on the SSIS EAP.   

         
Heat Stroke

  • Prevention of heat stroke includes adjusting the activity level and providing frequent rest periods during hot weather (at least 15 minutes per hour of practice). Athletes should rest in shaded areas.
  • In the case of extreme heat stroke or heat exhaustion, try to bring their body temperature down by applying cold compresses and follow the instructions in the SSIS EAP.


Facilities Safety Checks

  • Examine facilities - determine if safe to participate.
  • No activity should take place without the coach or his/her adult designee present.

Lightning Policy


The Activities and Athletics Department uses various apps (WeatherBug) to monitor ground strikes. The Activities and Athletics Department will inform the appropriate groups (swimmers, sports teams on the field) that lighting strikes are within a 10km radius. 

  • if rain.....we play on the field and/or swim in the pool
  • if thunder.....swimmers are out of the pool and field teams watch the sky
  • if lightning is seen...all people off the fields. Play may resume 15 mins after the last sound of thunder

Air Quality Index & Heat - SSIS Outdoor Activity Restrictions

Air Quality Index (AQI) ACTION  

0-150

No actions taken

Student recess and outdoor play will go on as usual; indoor options available.

151 - 200

Action taken to limit exposure

Outside activities are limited in scope with less exertion.

200+

Students will stay indoors as much as possible.

Outdoor activities are cancelled.

Outdoor Air Quality Guidelines

 

 

US EPA Pollution Index Air Pollution Category Health Implications SSIS Response
0-50 Excellent No health implications  
51-100 Good Some pollutants may slightly affect very few hypersensitive individuals  
101-149 Lightly Polluted Healthy people may experience slight irritations and sensitive individuals will be slightly affected to a larger extent Administrative Alert - Consider additional breaks during intense activity
150-200 Moderately Polluted Sensitive individuals will experience more serious conditions. The hearts and respiratory systems of healthy people may be affected Administrative Review - Outdoor activities are limited or modified to reduce intensity
200+ Heavily Polluted Healthy people will commonly show symptoms. People with respiratory or heart diseases will be significantly affected and will experience reduced endurance in activities Administrative Review - At or above 250, outdoor activities are moved indoors or cancelled. Tournaments are modified.

 

 

APPENDIX A:  YEARLY SCHEDULE    2019-2020 TRAVEL DESTINATIONS

Association Travel Events Host School Dates Home Stay or Hotel Stay for students
MRISA Senior Volleyball Saigon South International School (SSIS) Oct 30 - Nov 3 Home stay with SSIS families
MRISA Junior Basketball United Nations International School (UNIS) Hanoi Oct 30 - Nov 3 Home stay
SEASAC Football Div 2 Ruamrudee International School (RIS) Bangkok Nov 7-10 Hotel stay
SEASAC Volleyball Div 1 United World College - Dover Campus (UWCD) Singapore Nov 7-10 Hotel stay
SEASAC Golf International School Yangon (ISY) Myanmar Nov 20-23 Hotel stay
SEASAC Cross Country Garden International School (GIS) Kuala Lumpur, Malaysia Nov 28-Dec 1 Hotel stay
SEASAC Tennis Div 2 Australian International School (AIS) Singapore Feb 6-9 Hotel stay
SEASAC Basketball Div 2 British School Jakarta (BSJ) Indonesia Feb 6-9 Hotel stay
SEASAC Arts Mon't Kiara International School (MKIS) Malaysia Feb 6-9 Hotel stay
MRISA Senior Basketball Saigon South International School (SSIS) Feb 12-16 Home stay with SSIS families
MRISA Junior Soccer International School Eastern Seaboard (ISE) Pattaya, Thailand Feb 19-23 Home stay
SEASAC Senior Swimming Canadian International School (CDNIS) Hong Kong Feb 27 - Mar 1 Hotel stay
SEASAC MUN New International School Thailand (NIST) Bangkok Feb 27 - Mar 1 Hotel stay
MRISA Arts Festival Vientiane International School (VIS) Laos Mar 18-22 Home stay
SEASAC Badminton Div 2 Saigon South International School (SSIS) Mar 19-22 Hotel stay
SEASAC Softball Div 2 British School Jakarta (BSJ) Indonesia Mar 19-22 Hotel stay
MRISA Senior Soccer Hanoi International School (HIS) Hanoi April 22 - 26 Home stay
MRISA Junior Volleyball International School Phnom Penh (ISPP) Cambodia May 6 - 10 Home stay
SEASAC Junior Swimming Stamford American International School (SAIS) Singapore May 7-10 Hotel stay

 

APPENDIX B: TIMELINE AND CHECKLIST FOR TRAVEL


2-7 Days Prior to Travel

  • If the coach is a member of the SSIS teaching team, he/she must arrange a substitute and have lesson plans for classes turned in to appropriate person.
  • Athletics and Activities Department will send an email to teachers advising of student absences and the release time from classes if necessary. 
  • All coaches will attend the parent meeting (organized by the Athletics Director) about one week prior to travel to the event. Information at the meeting will include:
    • Travel uniform for students and coaches to and from the destination
    • Need to pack team uniform in carry on luggage
    • Athlete checklist sheet, trip details, etc
    • Behavioral expectations for students.  Be sure your group understands what you expect of them in the airport, on planes, in lines, at host family homes, etc.  Expect sensible behavior at all times. 
    • What to do if there are issues during the trip e.g. housing concerns etc.  Address any concerns from your students.


1 Day Prior to Travel

  • Join the WhatsApp communication group.
  • Obtain a thank you card for host administrator. Have the whole group complete one for the event organizer.
  • Ensure personal phone is charged and that you have SSIS Administration phone numbers.
  • Bring a bag for collection of dirty uniforms if this is a season ending tournament.
  • The Athletics and Activities Department will provide an Information Package containing:
    • Trip details copy
    • Passports, Residency Cards/Visas
    • Air Tickets
    • Medical Kit – from Health Department/Athletics Department
    • Emergency money & fees


While traveling

  • Please re-familiarize yourselves with the guidelines in Appendix C below regarding team travel.


Upon Return 

  • Distribute all passports to students. 
  • Refer to Information Package where it is indicated whether athletes are bussed back to school or collected from airport.
  • On safe arrival back to HCMC, please text Athletics Director.
  • Please return money with any receipts to the Athletics and Activities Department.
  • Leave bag of dirty school issued uniforms at the security guard desk. Pick them up the next morning and bring to Athletics and Activities Department for check-in.

APPENDIX C: TRIP GUIDELINES FOR COACHES AND CHAPERONES


Emergency Procedures


Deal with the situation at hand to the best of your ability.
Call, or have someone else call for assistance if needed. (911, 123, 888 – know number for the location you are in).
Call SSIS as soon as possible – Division Principal, Athletics Director, or HOS.  You should carry these numbers with you AND program them into your phone.
Depending on the circumstances, you may need to communicate directly with the student’s parents.  These numbers should be carried with you at all times.


Contact Information


Make parents aware of the communication protocols. Do so in writing, prior to departure.
Protocol
Chaperones will communicate with parents by a pre-determined and previously communicated method as often as possible, but not necessarily every day.
For WWW, parents are directed to contact the divisional office assistant or Athletics Director first.  The division office assistant or the Athletics Director will relay the communication to the trip leader.
For other school trips, the lead chaperone’s phone number will be provided to parents; parents will also be provided with the phone number of the host school and/or hotel where the students’ are staying.
The trip leader will work in conjunction with the division Principal (or HOS if Principal is not available) to relay information and make decisions about next steps in the event of an emergency or discipline issue that cannot be resolved by the chaperones on-site.

Chaperone Guidelines


It is assumed that a chaperone will be suitably competent to lead and/or instruct students in the trip’s activities, and will be familiar with the location where the activities will take place.  Some school trips can be physically demanding, and this should be taken into consideration when chaperone assignments are made.  If you feel unqualified or incapable of successfully leading a school trip you should have a conversation with your division Principal as soon as you make this realization.

In General:

  • Be aware of each student’s whereabouts at all times and employ procedures that prevent students from wandering around.
  • Protocol
    • Students should inform chaperones if they are going to leave the main group for any reason (go to the bathroom, make a purchase at a convenience store, return to hotel room to retrieve a forgotten item, etc.).
    • Students should never be in a group smaller than three.
    • Students should inform chaperones when they have returned.
  • Make sure all students are aware of rules and regulations before travel, and of consequences in case of rules violations.
  • Always make sure you have the trip itinerary, and adhere to it.
  • Coordinate bathroom and food stops to avoid frequent interruptions to the itinerary.
  • Students are not allowed to have unsupervised “free time” while on a school trip and should never be in a group smaller than 3.  Always establish boundaries for each location the group is at.
  • Be well aware of any student who requires closer supervision, such as those with health problems or those who are likely to cause trouble.
  • Be adequately prepared with First Aid kit and well aware of each student’s health conditions.
  • Chaperones should carry a list of students and their details at all times. 
  • Always keep a separate list of numbers of passports of the group and their photocopies in a sealed waterproof bag (ziplock bags are great for this).
  • Always carry with you the name, address and telephone number of the group’s accommodation. 
  • Make sure you know the emergency numbers for the location.  Knowing the location of the nearest hospital or medical center is also advisable, but not always feasible.  
  • Identify people on the trip who are trained in First Aid/CPR.
  • Be sure you and your students know where and when to meet in case you are separated. Establish protocols and communicate them frequently.
  • No matter the length or the nature of your trip, regular headcount should always be taken, especially before leaving any venue and / or transport.
  • Stick to the schedule and try to arrive 10-15 minutes early for check-in, lunch, bus ride etc.  If changes to the itinerary are made be sure to communicate them to everyone.
  • If at any point you feel that the visit/excursion contains any risk level unacceptable to the health or safety of the students, immediately refrain from this visit.
  • Remember that rules and regulations that apply to students also apply to chaperones. This includes the rule concerning the consumption of alcohol, drugs and tobacco.

Arriving at new Locations:

  • Provide overview of location.
  • Establish boundaries. 
  • Establish meeting points: primary, secondary.
  • Establish meeting time for conclusion of activity.
  • Review program / itinerary.

On Private Buses:

  • As students board the bus, stand in or outside your bus, but be visible and be in control. Be alert for any potential rule violations, food, drink, etc.  Encourage students to take as little as possible with them on the bus and to clean up any mess they make.
  • When it seems that your bus is full, do a headcount. 
  • Note any absences and act accordingly. 
  • If it is a long trip, be sure students have everything they need. If they suffer from any medical conditions, ask if they have their medications, e.g. if they suffer from asthma, do they have their inhaler. 
  • While the bus is moving is a good time to communicate the next part of the itinerary or any other information you need to impart. 
  • Ensure students are seated properly, facing forward, and wearing seat belts.  Students should never be allowed to move around the bus while it is moving or to sit in the aisles.
  • Maintain relative order. We all have different tolerance levels for noise, etc.; use your own judgment concerning noise levels. 
  • If in doubt take your cue from the bus driver. It is usually a good idea to ask the bus driver to let you know if they are getting too loud for the driver. What may not be too loud for a passenger, may be distracting to the bus driver. 
  • Students should not get off the bus until you have given them the word to do so. 
  • Students should be directed to pick up and remove all trash from the bus as they exit.  A chaperone should check the bus for all belongings after all students have disembarked.
  • When disembarking, students should form a group on the pavement and wait for the chaperones before proceeding.


Airports / on board Aircrafts:

  • Keep the group’s passports with you at all times other than check-in time.
  • During check-in, one chaperone should be ahead of the group and the other behind.  
  • At any point for which there is restricted access (security, passport control, boarding the aircraft, etc.)  one chaperone should be the first one through and another should be the last one through.  Avoid having a student stuck or alone in an area that you do not have access to.
  • Take a headcount regularly, especially when there is a layover or wait time.  
  • Establish boundaries.
  • Keep an eye on duty free shopping and watch for purchases of tobacco or alcohol, even if it’s not for their personal use.
  • Set a time to meet outside the departure gate at least 15 minutes before the gate is scheduled to open.
  • If alcohol is served on your flight, communicate with the flight staff to prevent alcohol from being served and make regular checks on drinks during the flight.
  • Do a passport and ticket check prior to disembarking.
  • When disembarking, students should form a group at the nearest convenient point before proceeding to passport control or the next leg of the trip. 

Taking Public Transportation:

  • Form a group before boarding and well in advance of the transport arriving.
  • While boarding, ensure that a chaperone is the first to board and that a different chaperone is the last.  Use as many doors as possible/feasible.
  • Keep a close eye on your belongings and on those of the group.
  • Protocol
  • Inform students that if left behind (i.e. a chaperone was not the last one to board), they should wait for someone to return for them.  They should not try to catch the group by boarding the next transport on their own.
  • Inform students that if left on the transport they should get off at the next stop and wait for someone to come get them.  They should not try to navigate a return journey on their own.
  • When getting off form a group away from the transport and away from other pedestrian traffic and wait for the crowd to clear.  Take a head count before proceeding.

Moving through a large public area / Walking in a City:

  • Ensure that there is a chaperone at the front and back of the group.
  • Move as one group, not several small groups.
  • Regroup before and after crossing busy streets or high-traffic areas.
  • Always do a headcount at the beginning and end of the walk/move.

Games / Performances:

  • Establish boundaries.
  • Establish a meeting point and a secondary meeting point.
  • Assist in facilitating the seating of the group. 
  • Sit among the group. 
  • Usually during performances, there is no eating or drinking, use of mobile phones, cameras, etc.  Please make sure the students adhere to the rules.
  • If you observe a problem, remind the student that their behavior is inappropriate. Separate students as necessary. 
  • During a performance / game, make sure no one walks around. 
  • During intermissions watch the exits and concessions. 


Hotels:

  • Chaperones and students should have rooms on the same floor whenever possible.
  • Establish boundaries.
  • Establish a meeting point where you will meet each morning and where you can have group meetings.
  • Establish a secondary meeting point in-case there is an emergency and the building is evacuated.  
  • Share room numbers of the chaperones with students, so they know who to call if there is an issue in the middle of the night.
  • Student should be directed to refrain from using room phones except in cases of emergency.  No prank calling is allowed.
  • Make sure all students are well aware of the curfew expectations, and the consequences of violating them. Set a fixed in-your-room curfew time and a fixed lights-out time.
  • Boys should not be in girls’ rooms, and girls should not be in boys’ rooms -- ever.
  • Each night at least 1 room check is needed.  If you feel the need for two room checks, one can be in person, one can be by room phone (speak to each student to confirm they are still there).  You can also do random (or targeted) room checks.
  • In some cases it is preferable to make a third room check after lights-out time.  It is better to wake a student up and confirm they are in their room, than to discover in the morning that they have been up to “no good”.
  • You can tape the door jam on the outside of the hotel room and sign it.  If the door seal is broken in the morning, it means they left their room.

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Page last modified on Wednesday August 12, 2020 09:36:41 +07 by dperkin.