Team Alaska Coaching Staff Selection Procedure

The CCAK Competition Committee is responsible for naming the committee which oversees the application and selection process, and selects final nominees for the Team Alaska coaching staff for Junior Nationals and Arctic Winter Games, or other event(s) as determined by the CCAK Competition Committee

PROCEDURES FOR COACHING STAFF SELECTION

CCAK – ALASKA JUNIOR NATIONAL TEAM and ARCTIC WINTER GAMES

 

Creation, Structure, and Responsibilities of the Coach Selection Committee

1. The CCAK Competition Committee is responsible for naming the committee which oversees the application and selection process, and selects final nominees for the Team Alaska coaching staff for Junior Nationals and Arctic Winter Games, or other event(s) as determined by the CCAK Competition Committee

2. The size of the Coach Selection Committee will be an odd number, either 5 or 7 members, including Chairperson and Assistant Chairperson.

3. No one who is a candidate for a position on the coaching staff may be a member of the committee.

4. The CCAK Competition Committee will select the Chairperson and Assistant Chairperson for the committee at its first meeting following the CCAK Spring Meeting

5. The Chairperson and Assistant Chairperson of the Coach Selection Committee are responsible for nominating additional people to the committee, subject to the approval of the CCAK Competition Committee.

6. The Chairperson and Assistant Chairperson of the Coach Selection Committee must include committee candidates from clubs and programs geographically distributed around the state of Alaska

7. The Chairperson and Assistant Chairperson of the Coach Selection Committee will present their nominations to the CCAK Competition Committee at the first meeting of the Competition Committee after Chairperson and Assistant Chairperson were selected.

8. The Competition Committee can either approve or disapprove of the makeup of the Coach Selection Committee, but may not alter the nominations made by Chairperson and Assistant Chairperson.

9. The Chairperson and Assistant Chairperson of the Coach Selection Committee are responsible, with the Coach Selection Committee, in accordance with established CCAK policies approved by the Competition Committee for:

9.1. Creating a press release for distribution to media outlets

9.2. Creating an information packet for prospective applicants

9.3. Distributing information and notification of the deadline and process throughout the state

9.4. Establishing a timeline for the process

9.5. Establishing a deadline for submitting resumes and letters of interest

9.6. Establishing dates for a meeting(s) where selection will occur

9.7. Approving a letter from the head coach to candidates who were selected, including an information packet with important information regarding the responsibilities of serving on the JN Coaching Staff.

10. At the first CCAK Competition Committee following the selection of coaches, the Chairperson and/or Assistant Chairperson will present the slate of nominated coaches to the Competition Committee for approval or disapproval. The Competition Committee may not alter the list of candidates in any way, and may only approve or disapprove.

 

 

Standard Agenda For Coach Selection Meeting:

(See below for specifics of voting procedures)

 

1. Roll Call of Committee Members

2. List all candidates in alphabetic order

3. Ensure candidate information regarding what program they are in, etc. is correct.

4. Discuss merits of all candidates, one-by-one, in alphabetic order; Questions may be asked during this discussion period.

5. Solicit the Head Coach for any additional input on candidates; who he/she thinks is most critical, etc.

6. Review voting rules and process

7. Vote – round 1

8. Discussion, round 2 candidates

9. Solicit Head Coach for opinion

10. Review round 2 voting rules and process

11. Vote – round 2

12. Discussion, round 3 candidates

13. Solicit Head Coach for opinion

14. Review round 3 voting rules and process

15. Vote – round 3

16. Discussion, round 4 (Alternates) candidates

17. Solicit Head Coach for opinion

18. Review round 4 (Alternates) voting rules and process

19. Vote – round 4 (Alternates)

 

 

Meeting Follow-up Items

1. Head Coach will notify all selected members of coaching staff, and alternates, by telephone within 24 hours of the conclusion of the Coach Selection Meeting.

2. Head Coach will notify of their non-selection all applicants who were not selected for the staff, in writing (by mail or e-mail), within 24 hours of notifying those who were selected. At this time, the Head Coach should also inform these individuals of the opportunity to go as a self-funded coach, with the caveat that selection as a self-funded coach is NOT automatic.

3. Head Coach will send information packet, etc. to all members of coaching staff, and alternates, within 72 hours of the conclusion of the Coach Selection Meeting.

4. Head Coach will provide draft staff management plan, including work assignments of coaches named to the staff, at the first meeting of the CCAK Competition Committee following the selection of the Staff.

5. Voting on Self-Funded / Authorized coaches should take place within one month of the selection of the staff and alternates.

6. If any coaches present a proposal to become authorized coaches after the voting described in #5 above due to unanticipated availability, a special meeting of the Selection Committee will be called to vote on the proposal, provided all standard procedures have otherwise been followed.

 

 

VOTING RULES AND PROCEDURES

 

The voting will proceed in this manner:

FIRST ROUND

1. All committee members will vote for 9 applicants.

2. All candidates who are named unanimously (by all members of the committee) on the first ballot will be named to the team.

3. If nine candidates are selected unanimously on the first ballot, then selection is concluded.

4. If less than five candidates are selected unanimously, even if more than five of the candidates received a majority of the votes, the five highest vote-getters will be selected to the team.

4.1. If there is a tie for 5th, members of the committee will vote for one or the other of the candidates, and the winner will be the candidate who receives a majority of the votes.

4.2. If there are more than 2 candidates tied for the final selection position, the committee will vote for one less than the number of candidates tied for the position; the candidate who receives the least votes will be eliminated, and when there are two candidates remaining, the committee will select the winner by majority vote.

5. If five, six, seven or eight candidates are selected in the first round, then there will be a second round of voting.

6. Any candidates who did not receive a vote in the first round will be removed from the list of candidates for the second round.

7. At the conclusion of the first round, there will be more discussion prior to the 2nd round of voting, if necessary

SECOND ROUND

8. If seven or fewer candidates are selected in the first round, then . . .

8.1. In the second round of voting, committee members will vote for 2 candidates,

8.2. Any candidate(s) named on a majority of the ballots will be selected

8.3. If zero candidates or one candidate is named on a majority of the ballots, then the lowest vote-getter will be eliminated

8.4. Another vote will be held, and the cycle repeated until at least two candidates are named on a majority of the ballots

8.5. Ties for the second position in the second round will be broken as per #4.1 and #4.2 above.

9. If eight candidates are selected in the first round, then . . .

9.1. In the second round of voting, committee members will vote for 1 candidate each

9.2. If one candidate receives a majority of the votes then that candidate is selected

9.3. If one candidate does not receive a majority of the votes, then the candidate named on the fewest ballots, and any candidates not named on any ballots, will be eliminated

9.4. Another vote will be held, and the cycle repeated until one candidate is named on a majority of the ballots

9.5. Ties in the second round will be broken as per #4.1 and #4.2 above.

10. If the total number of candidates selected at the conclusion of the second round is equal to nine, then selection is concluded.

11. If the number of candidates selected at the conclusion of the second round is equal to seven or eight, then selection moves to a third round.

12. All candidates who were eligible to be considered in the second round will remain as candidates for the third round.

13. At the conclusion of the second round, there will be more discussion prior to the 3rd round of voting, if necessary

THIRD ROUND

14. If seven or fewer candidates have been selected at the conclusion of the second round, then . . .

14.1. In the third round of voting, committee members will vote for 2 candidates,

14.2. Any candidate(s) named on a majority of the ballots will be selected

14.3. If zero candidates or one candidate is named on a majority of the ballots, then the lowest vote-getter will be eliminated

14.4. Another vote will be held, and the cycle repeated until at least two candidates are named on a majority of the ballots

14.5. Ties for the second position in the third round will be broken as per #4.1 and #4.2 above.

15. If eight candidates have been selected at the conclusion of the second round, then . . .

15.1. In the third round of voting, committee members will vote for 1 candidate each

15.2. If one candidate receives a majority of the votes then that candidate is selected

15.3. If one candidate does not receive a majority of the votes, then the candidate named on the fewest ballots, and any candidates not named on any ballots, will be eliminated

15.4. Another vote will be held, and the cycle repeated until one candidate is named on a majority of the ballots

15.5. Ties in the third round will be broken as per #4.1 and #4.2 above.

16. The nine candidates approved in the first three rounds will be presented to the CCAK Competition Committee for confirmation.

17. After nine candidates have been named to the staff, there will be more discussion prior to the 4th round of voting

FOURTH ROUND (ALTERNATES)

18. If the committee believes that there are still qualified candidates, the committee may decide to hold a fourth round of voting to select up to two alternates

19. If three or more candidates who were not named to the staff received votes in the first round, then only those candidates will be eligible for consideration as alternates.

20. If only two candidates who were not named to the staff received votes in the first round, then the committee can nominate up to two additional candidates for consideration as alternates.

21. If the committee will be selecting two candidates, then . . .

21.1. Committee members will vote for 2 candidates,

21.2. Any candidate(s) named on a majority of the ballots will be selected

21.3. If zero candidates or one candidate is named on a majority of the ballots, then the lowest vote-getter will be eliminated

21.4. Another vote will be held, and the cycle repeated until at least two candidates are named on a majority of the ballots

21.5. Ties for the second position in the fourth round will be broken as per #4.1 and #4.2 above.

22. If the committee will be selecting one candidate, then . . .

22.1. Committee members will vote for 1 candidate each

22.2. If one candidate receives a majority of the votes then that candidate is selected

22.3. If one candidate does not receive a majority of the votes, then the candidate named on the fewest ballots, and any candidates not named on any ballots, will be eliminated

22.4. Another vote will be held, and the cycle repeated until one candidate is named on a majority of the ballots

22.5. Ties in the fourth round will be broken as per #4.1 and #4.2 above.

23. The alternates approved in the fourth round will be presented to the CCAK Competition Committee for confirmation.

24. Alternates will not be “ranked” by the Coach Selection Committee.

25. The Head Coach has the final say on what alternate will be named to fill a position.

CLARIFICATION: When a coach withdraws from the Junior Nationals Coaching Staff, the Head Coach should be able to name the alternate who best replaces the skill set possessed by the coach who is withdrawing, rather than have to name an alternate who may have received the most votes, even though that alternate’s skill set is not as good a match as the alternate who received fewer votes.

 

SELF-FUNDED COACHES

26. The Coach Selection Committee will oversee the selection of self-funded coaches.

27. Any individuals who would like to attend the JNs as self-funded coaches must apply for a coaching position in the same manner as did the funded coaches

27.1. Coaches who applied for a position during the initial selection process need not submit additional materials, but must send the CCAK Administrator an e-mail or letter signifying their interest in attending as a self-funded coach

27.2. Coaches who did not apply in the initial selection process may apply, provided they meet the same requirements for submission of resumes and a cover letter by whatever deadline is established by the CCAK Competition Committee or the Coach Selection Committee.

28. The Head Coach will inform the Coach Selection Committee of the number of self-funded coaches he or she believes would be most useful

29. The Head Coach will nominate self-funded coach candidates to the Coach Selection Committee for their consideration.

30. The Coach Selection Committee will vote individually on each candidate.

31. Self-funded coach candidates approved by a majority of the Coach Selection Committee will be named as “Official” and “Authorized” members of the Team Alaska Staff at JNs, and shall enjoy all the normal rights and privileges of funded coaches, to the extent that no additional costs are incurred by Team Alaska

32. The self-funded coaches approved by the Coach Selection Committee will be presented to the CCAK Competition Committee for confirmation.

33. If coaches named as alternates during the initial selection process are selected for self-funded positions, and positions open up on the coaching staff, the alternate will be named to the staff through the normal procedures, and will be fully funded as would a normal member of the staff.

CLARIFICATION: This is to prevent, when positions become open on the coaching staff, the naming of substitutes who were not named as Alternates in a manner which would take advantage of an Alternate’s willingness to be a Self-Funded coach.

34. In an “emergency” situation, where an individual who could contribute substantially to the success of Team Alaska and the Team Alaska coaching staff unexpectedly is present at the Junior Nationals, the Head Coach may nominate that individual to the staff as a self-funded coach, subject to the approval of the Chairman of the Coach Selection Committee and the Competition Committee.

 

UNAUTHORIZED COACHES

35. Any individuals who travel to Junior Nationals who have not been named as funded or self-funded coaches by the Coach Selection Committee and the Competition Committee will not be considered to be members of the Team Alaska Staff

36. Unauthorized coaches are excluded from:

36.1. Team meetings

36.2. Team functions

36.3. Waxing areas

36.4. Wax testing

36.5. Wax selection

36.6. Wax application

36.7. Contact with athletes on race days prior to the conclusion of the competition

37. Unauthorized coaches will not receive

37.1. Coaching/course access bibs

37.2. Wax Testing Bibs

37.3. Team Alaska course access credentials

37.4. Team Alaska parking passes

37.5. Any other passes or access credentials associated with full-fledged membership on the Team Alaska coaching staff

38. Any coaches who travel to Junior Nationals as unauthorized coaches and who violate any of the prohibitions mentioned here will not be permitted to be members of the Team Alaska Junior Nationals coaching staff for a period of not less than two years, nor more than five years.

39. Notification of violations by unauthorized coaches must be made by the Head Coach and/or the Coach Selection Committee to the Competition Committee (through the Chairperson) within 30 days of the conclusion of Junior Nationals.

40. The Competition Committee will be responsible for determining the penalty assessed against the unauthorized coach within the guidelines in #35 above.

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