Parent Athlete Handbook 2021-2022

HARPETH HALL ATHLETICS Parent and Athlete Handbook TABLE OF CONTENTS Contact Information Overview Philosophy of Interscholastic Athletics Sportsmanship and Fair Play Communication Code of Behavior Wellness and Safety Upper School Athletics Middle School Athletics

Contact Information Director of Athletics Kylene Lee kylene.lee@harpethhall.org 615-346-0100 Middle School Athletics Director Athletic Trainer, ATC/L Liz Nelson nelson@harpethhall.org 615-346-0105 Assistant Athletics Director Hannah Asafo-Adjei hannah.asafoadjei@harpethhall.org 615-301-9270 Assistant Athletics Director Amy Josephson amy.josephson@harpethhall.org Athletic Trainer, ATC/L Kathryn Spear athletictrainer@harpethhall.org 615-878-3189 Director of Strength and Conditioning Jim Romero romero@harpethhall.org

Overview Welcome to the Harpeth Hall Interscholastic Athletic Program. This Handbook provides information that will explain the Athletic Department’s policies and procedures. These have been established to enable the coaches and administrators to conduct an athletic program that is educationally sound, safe, and productive.

Student-athletes, parents, guardians are required to read the entire Handbook and are encouraged to refer to it throughout the year for all sports.

Please direct any questions or concerns about the athletic program at Harpeth Hall to Kylene Lee, Director of Athletics, at kylene.lee@harpethhall.org.

Upper School Sports Offered Fall

Winter

Spring

Cross Country

Basketball

Lacrosse

Golf

Bowling

Softball

Riflery

Swimming & Diving

Riflery

Rowing

9th Grade

Cheerleading

Soccer

Tennis Track & Field

Volleyball TSSAA sanctioned sports: Cross Country, Golf, Soccer, Volleyball, Basketball, Bowling, Softball, Tennis, Track & Field

Middle School Sports Offered Fall

Late Fall

Winter

Spring

Cross Country

Soccer

Basketball

Golf

⅚ Softball

⅞ Rowing

Cheerleading

Lacrosse

Tennis

⅚ Tennis

Swimming & Diving

⅞ Softball

Volleyball

Track & Field

HVAC sanctioned sports: Cross Country, Tennis, Volleyball, Soccer, Basketball, Swimming & Diving, Golf, Lacrosse, Softball, and Track & Field. The HVAC prohibits any 5th grader from participating in HVAC. Fifth graders are allowed to participate in the HVAC Jr. Division which include the following sports: Cross Country, Volleyball, Soccer, Basketball, and Track & Field.

Start Dates Exact dates are dependent on the year calendar and number of weeks in a month.

Specific information is provided to all students and parents prior to winter break for planning purposes.

PHILOSOPHY OF INTERSCHOLASTIC SPORTS The Harpeth Hall School considers interscholastic athletics an important and integral part of our educational mission. The athletic program provides experiences that build self-confidence in each girl and develop skills that will help her reach her greatest potential. Sports offer students opportunities to achieve through participation in activities and challenges integration of mind and body. Sports require athletes to strive for mental and physical excellence both in practice and in competition.

The Athletic Department seeks to hire highly qualified coaches who welcome the opportunity to teach positive life skills and values. To ensure that athletes are prepared for the commitment and personal sacrifice needed for success in athletics, coaches must help them develop and understand the elements that desire, dedication, and self-discipline play in reaching individual and team goals. These are lifetime values that promote and nurture integrity, pride, loyalty, and overall character.

While striving for victory is the nature of athletic competition, it is only one criterion when determining a season’s success. Guiding a team as well as an individual to reach their maximum potential is the ultimate goal. Along with this comes an emphasis on good sportsmanship, including being modest in victory and accepting in defeat.

The athletic program supports the development of its athletes in all phases and encourages them to continue to work toward their own personal development in their chosen sports. At the same time, we understand the demands made on their time with academic requirements and co-curricular activities and are in a position to help them learn to balance their time and to make good choices.

Many of life’s lessons are learned through the challenges and discipline of a strong athletic program. The Athletic Department at Harpeth Hall recognizes the role coaches and parents play in providing these opportunities for our student-athletes.

Together we can make these experiences positive, meaningful, and successful.

SPORTSMANSHIP AND FAIR PLAY During home contests, the Harpeth Hall community serves as hosts to visiting team members, students, and adult spectators who are considered guests of our school.

We expect our community to treat guests accordingly and extend every courtesy and consideration that a well-mannered and well-intentioned host would give. Visitors are expected to act as invited guests, using the home school’s facilities with care and respect while abiding by the rules and customs of the home school.

Certified and qualified officials are assigned to all athletic contests and are the proper authorities to make decisions regarding rules and their interpretations. These decisions should be accepted. We expect our community to treat officials with respect at all times both on and off the court or playing field.

Spectators, students, athletes, and coaches must recognize that their conduct plays an important role in establishing the reputation of their school, and their positive actions can contribute directly to the success of their teams.

For further reference to the rules of fair play and good sportsmanship visit the TSSAA website, www.tssaa.org.

COMMUNICATION – Parents, Coaches, and Athletes Parenting and coaching are both extremely difficult vocations. Open communication between parents and coaches is encouraged. Understanding each other’s roles and following proper channels of communication will enable parents and coaches to work effectively together to provide a meaningful experience for student-athletes while they are participating on a Harpeth Hall team.

Communication between parents and coaches should occur during school operating hours unless there is a situation of vital importance that a parent needs to contact the coach. Coaches are expected to respond to emails within 24 hours during the hours of 8:00 a.m. - 5:30 p.m., Monday through Friday.

Text messages are NOT an appropriate form of communication between parents and coaches unless there is a specific reason to transfer logistical information that could not otherwise be relayed.

Harpeth Hall employees should not friend or follow and/or accept friend/follower requests from current students and should refrain from posting anything on any social networking site of a current student.

Parent email addresses and personal information may not be distributed. If a team parent requests a list of all parent email addresses for team communication, they

should contact the Athletic Department for this information and will sign an Email Responsibility Form.

Communication Parents Can Expect From A Coach: 1. Philosophy of the coaching staff 2. Locations and times of practice and contests 3. Expectations the coach has of the players and of the team 4. Team requirements 5. Team rules and disciplinary action for violation of team rules 6. Procedure followed if your child becomes injured 7. What (if any) role parents may play to help the coach or team (ie: volunteer help, transportation, team meetings, meals)

8. Respectful and professional communication Communication Coaches Can Expect From a Parent: 1. Health issues concerning your child 2. Notification of any schedule conflicts well in advance 3. Appropriate and respectful communication Acceptable Concerns to Discuss With a Coach: 1. The treatment of your child mentally and physically 2. Ways to help your child improve 3. Concerns about your child’s behavior 4. Academic support 5. College opportunities Issues Not Acceptable to Discuss With a Coach: 1. Playing time 2. Team strategy or coaching decisions 3. Other student-athletes 4. Player’s position on the team It may be difficult, at times, to accept your child’s role on a team. It is important to recognize that coaches are the ones who work with the team on a daily basis in practice and in competition. It is also important to understand that they will make judgment decisions based on what they believe to be best for all athletes involved.

Listed above are those issues that should be left to the discretion of the coach.

In order to promote growth and accountability, it is crucial for student-athletes to communicate directly with their coaches if they have concerns, questions, and/or feedback. We encourage our students to find their voice, and the ability to self advocate is an important life lesson and part of the overall mission of Harpeth Hall.

Procedure to Follow if You Have a Concern to Discuss With a Coach: 1. Set up an appointment with the head coach via email.

2. In order to keep communication direct and transparent, it is best to meet with the coach, the parent(s), and the student-athlete.

3. If the coach cannot be reached in a reasonable amount of time (24 hours), please contact the Athletic Director, Kylene Lee, and she will schedule the meeting.

4. Do not confront a coach before or after a contest or practice. These are emotional times for both the parent and coach and are not appropriate times to resolve problems or answer questions. Do not text or call coaches’ cell phones. This should be done in a meeting during the operating hours of school.

5. If the meeting with the coach did not provide a satisfactory solution, please set up an appointment with the Athletic Director, Kylene Lee, to discuss the situation.

CODE OF BEHAVIOR ● Participating in interscholastic athletics is a privilege, and athletes should conduct themselves at all times in a manner that reflects positively on the school. ● All student-athletes must follow the guidelines set forth in the Harpeth Hall Handbook regarding the Alcohol and Drug Policy. ● Any student who violates this rule is subject to disciplinary action by the School which could include suspension or expulsion. ● As stated in the Harpeth Hall Handbook, “If a student is suspended, a student may not attend any school-sponsored events during or after the school day, including sports events, plays, etc.”

WELLNESS and SAFETY Harpeth Hall coaches assume the responsibility of guiding and directing their student-athletes through practices, scrimmages, and competition appropriate to their age and level of play. Activities are conducted in such a way as to promote and foster the health, safety, and well being of all participants. Along with teaching physical skills, coaches promote the ideals of good sportsmanship, ethical conduct, and fair play, in accordance with the philosophy of the Athletic Department.

Each student-athlete should strive to perform to the best of her ability, both in practice and competition, to achieve her own individual goals and the goals of her team. The time commitment for participation in athletics is demanding and requires proper physical and mental preparation. It is important that student-athletes maintain a healthy lifestyle and work to promote good health.

Sports Performance (Strength & Conditioning) All sports require proper strength, agility, flexibility, and cardiovascular conditioning for prevention of injury and the enhancement of performance. The strength and conditioning program is an integral part of the overall experience for a student-athlete at Harpeth Hall; therefore, all student-athletes from 5th-12th grade are afforded the opportunity for speed, agility, and strength training.

Our Director of Strength and Conditioning will design and oversee all programs for student-athletes. Not only will a year round strength and conditioning program help each girl become a better athlete, it will also teach beneficial lifelong habits.

Nutrition Eating properly is critical to achieving peak performance in athletics. Maintaining a healthy diet is crucial in the training process. Food is fuel for the body and provides the energy necessary for sustenance during the sports season for practice and competition. Harpeth Hall counselors, the Director of Strength and Conditioning, coaches, and athletic trainers are knowledgeable resources on this topic. A wellness bar will be available for upper school students to fuel up for the day after morning workouts and prepare for practices and games during afternoon breaks.

Risks Providing a safe environment for practice and competition is a priority of everyone involved in the athletic program. Every step is taken to ensure the safety and well being of all participants. However, student-athletes and their parents must be aware that certain risks of injury are inherent in athletic participation. Although not probable, accidents resulting in brain injuries, paralysis, or even death may occur.

Insurance Harpeth Hall carries accident insurance on all of our students which covers any physical injury accident to a student that occurs while the student is: ● participating in or attending any regularly scheduled

activity of the school. The activity must be supervised by a person authorized by the school ● traveling directly (uninterruptedly) to and from a regularly scheduled activity with other members as a group, and the travel must be supervised by a person authorized by the school.

● traveling directly to and from the insured's residence and the meeting place for

the purpose of participating in the regularly scheduled activity.

Coverage, however, is limited to that part of the expense, if any, which is in excess of the total benefits payable for the same loss by any other collectible insurance. In the event of such injury, the school will initiate a claim form that will be forwarded to the parent with instructions for filing. It is then the parent's responsibility to file the form with the necessary medical documentation.

Athletic Training The athletic trainers are available on a daily basis to provide for the prevention and care of athletic injuries. Student athletes have the benefit of evaluation and treatment of injuries and, when necessary, referral to a physician. After an injury, the athletic trainer will follow up with coaches, parents, and the physician or physical therapist for proper care and rehabilitation. Any athlete under the care of a physician for illness or injury must receive written permission from the physician to return to active status in the athletic program.

Athletic Trainers: Kathryn Spear, ATC/L, Elite Sports Medicine,, Harpeth Hall, (615) 878-3189 Liz Nelson, ATC/L, Harpeth Hall (615) 416-3869 7

UPPER SCHOOL ATHLETICS Varsity Program Varsity athletics is the highest level of competition and the culmination of each sports program. Athletic ability, social and emotional development, and playing experience are the major factors in team selection and playing time.

Team size will vary from sport to sport and is based on the number needed to conduct an effective and meaningful practice and to be competitive on the playing field. It is important that each player understands her role on the team and is informed of its importance. Coaches will make every effort to allow each athlete to have the opportunity to compete at the varsity level, but a specified amount of playing time is never guaranteed.

Junior Varsity Teams The junior varsity teams are considered part of the varsity program and adhere to the same expectations of commitment to practice and contests. The junior varsity teams exist to offer athletes the opportunity to gain experience and to enhance her skills to play at the varsity level.

Depending on the sport and teams, the junior varsity practices with the varsity team, yet they compete at different times. Every effort will be made to allow for meaningful

participation; however, a specified amount of playing time in competition is never guaranteed. Work habits and attitudes that are developed during this phase of an athlete’s sports program will prepare her for the necessary commitment, dedication, and time demands required at the varsity level.

Requirements for Participation In order to be eligible for participation in the Harpeth Hall Athletic Program, strength and conditioning, and wellness classes, all athletes must have the following forms on file. ● Submit the completed and current Harpeth Hall Physician Report Form (hard copy) to the school nurse. ● Electronically submit the Emergency Information and Trip Agreement Form on the back to school portal. ● Electronically submit the TSSAA Concussion and Sudden Cardiac Arrest Form on the back to school portal. ● Please contact the school nurse if you have any questions nurse@harpethhall.org Academics The Athletic Department recognizes that academics are the number one priority in the lives of the student-athlete. Athletes must sometimes miss classes for athletic contests; however, they will miss as little class time as possible. Student-athletes are expected to confer with their teachers about the absence ahead of time, and they will be responsible for making up any work that they miss.

Athletes are expected to fulfill all classroom requirements on time and to strive to reach their academic potential in all of their classes. Students must be in good academic standing in order to participate in athletics at Harpeth Hall and any necessary action will be determined by the respective Division Director.

TSSAA Rule on Academic Eligibility To be eligible to participate in athletic contests during any school year, the student must earn five credits the preceding school year if less than 24 credits are required for graduation or six credits the preceding school year if 24 or more credits are required for graduation. All credits must be earned by the first day of the beginning of the school year. Academic eligibility for a student is based on the requirements of the school the student was attending at the conclusion of the previous school year.

Students who are ineligible for the first semester may gain eligibility the second semester by passing five subjects (1/2 credit) or three blocks (one credit per block) or the equivalent.

Required Attendance at Practice Dedication and commitment are vital characteristics of a varsity athlete. All student athletes are required to attend all scheduled practice sessions, workouts, and athletic contests unless excused by the coach. Some practices and contests may be scheduled on weekends and during the holidays, and in this case, advanced notice will be given.

Tuition Students shall be removed from athletic eligibility if their accounts with the school are 60 days overdue. In addition to school policy, this is a TSSAA rule and applies to all Upper School sports at Harpeth Hall.

School Absences Student-athletes who miss school due to illness or fatigue will not be allowed to participate in practice or competition the day of the absence. In extreme circumstances this policy may be waived with permission from the appropriate Division Director. This is a school-wide policy, which governs participation in all extracurricular activities. TSSAA requires all student-athletes to attend at least a half day of school in order to participate in competition on that same day.

Unexcused Absences Student-athletes who miss a practice or competition during a sports season due to unexcused absences must understand that the time missed can affect team chemistry, valuable skill training, and personal conditioning. Competition schedules and practice schedules will be posted as far in advance as possible and be made available to players and parents. Unexcused absences could affect playing time or expulsion from the team if multiple offenses occur. Coaches must be informed in advance of all planned absences.

Equipment/Uniforms All equipment and uniforms checked out to athletes must be returned to the coach within one week of the final day of competition. Student-athletes must pay to replace the loss of equipment or clothing. Often the replacement cost is more than the original cost as items are bought in bulk.

Student-athletes will be responsible for purchasing any equipment or uniforms that are not issued through Harpeth Hall, such as footwear, spandex, knee pads, shin guards, gloves, etc. These items belong to the student-athlete and will not be returned to the school. Whenever possible, the school will provide the opportunity to purchase the necessary equipment at a discounted rate.

Any items not required as part of the official team uniform are OPTIONAL purchases.

If monetary assistance is needed in order for a student-athlete to participate, please reach out to our admissions office. There are funds available to aid in purchasing any extra equipment needed.

Student-Athlete Athletic Attire ● All student-athletes are required to wear Harpeth Hall gear in school colors Green, Gray, or White for all practices, workouts, and competitions. ● Black can only be worn for shorts, pants, skirts, swimsuits, and spandex. ● All warm ups worn to and from competitions must be Harpeth Hall issued by the Athletic Department or purchased from the bookstore and in school colors.

● Any approved PE uniform is acceptable. ● Harpeth Hall issued uniforms are to be worn ONLY on competition days. ● All undergarments worn during competition must match official Harpeth Hall colors of green, gray, black or white. ● Sports bras are never to be worn without a tank top or shirt over them including changing in public view. Spandex and swimsuits worn without shorts over them are only appropriate during practice or competition. Some form of shorts or warm up bottoms must be worn when leaving these areas. ● Harpeth Hall athletic uniforms and travel gear that is issued by the Athletic Department or a coach may not be worn during the school day or outside of competition or athletic travel.

Harpeth Hall Logo The Harpeth Hall name and logo is trademarked, and absolutely no gear can be purchased anywhere other than Harpeth Hall or the online store approved by Harpeth Hall.

Transportation Athletes will be transported to and from off campus practice and competition by school vehicles*. If athletes are not returning on a school vehicle after the event, the student-athlete must receive permission from the head coach 24 hours in advance, and a parent must follow up with an email or note granting permission. Under special circumstances, all other means of transportation (i.e. charter bus, larger vehicle rental, airplane, etc.) will be arranged through the Athletic Office at the discretion of the Athletic Director. (*Exceptions to this are for cross country and swimming & diving and for track & field meets with different start times. Parent or guardian written permission is required for carpooling.)

Student Drivers From 7:50 a.m.-3:10 p.m., students are not allowed to transport themselves to any athletic event under any circumstances. After 3:10 p.m., student drivers will be able to drive only with prior approval from the coach and parents. Student drivers are not allowed to transport other students without written permission from both the driver’s parents and the passenger’s parents.

Out of Town Competitions Harpeth Hall is responsible for scheduling all out of town competitions and will provide hotel accommodations and transportation. Student-athletes are expected to travel and stay with the team. Student-athletes are responsible for bringing money for food for the duration of the trip, and coaches will give advance notice on the amount to bring.

Outside Team Participation Many Harpeth Hall girls choose to participate on teams outside of the school setting such as club teams, AAU teams, recreation or church league basketball. For those girls who are in high school sports, TSSAA prohibits any participation on an independent team during the same sport season as the school sport. For example, a girl playing basketball for Harpeth Hall cannot play on an AAU, recreation or church league basketball team until her high school season has been completed.

If an athlete is participating on a non-school team of one sport while participating on a Harpeth Hall team in another sport, her commitment should always be to the school regarding practice, meetings, and games scheduled by her coach.

MIDDLE SCHOOL ATHLETICS Middle School Programs are available to all students in grades five through eight. The goal of Middle School athletics is to provide a variety of sport activities for those girls who would like to participate on an athletic team. In order to provide athletic opportunities for all of our students, Harpeth Hall has an open participation policy which means that there are no “cuts” from middle school sports. There are enough middle school teams and coaches in each of the sports allowing for optimal team size.

Academics The Athletic Department recognizes that academics are the number one priority in the lives of the student-athlete. Athletes must sometimes miss classes for athletic contests; however, they will miss as little class time as possible. Student-athletes are expected to confer with their teachers about the absence ahead of time, and they will be responsible for making up any work that they miss.

Required Attendance at Practice All student-athletes are expected to attend all scheduled practices and games unless excused by the coach. Practice dates and tryout dates will be sent via email to the students and parents. The importance of practice is clearly stated in the Philosophy section of this handbook.

School Absences Student-athletes who miss school due to illness or fatigue will not be allowed to participate in practice or competition the day of the absence. In extreme circumstances this policy may be waived with permission from the appropriate Division Director. (This is a school-wide policy, which governs participation in all extracurricular activities.)

Unexcused Absences Student-athletes who miss a practice or competition during a sports season due to unexcused absences must understand that the time missed can affect team chemistry, valuable skill training, and personal conditioning. Competition schedules and practice schedules will be posted as far in advance as possible and be made available to players and parents. Coaches must be informed in advance and in writing of all planned absences. Unexcused absences could affect playing time or expulsion from the team if multiple offenses occur.

Transportation Middle School athletes will be transported to and from off campus practice and competition by school vehicles.

Out of Town Competition Occasionally a Middle School team may travel for an out of town competition.

Harpeth Hall will be responsible for scheduling all out of town competitions and will provide hotel accommodations and transportation. Parents are only responsible for providing their daughter with money for food and snacks during the duration of the trip.

Equipment/Uniforms All equipment and uniforms checked out to athletes must be returned to the coach within one week of the final day of competition. Student-athletes must pay to replace the loss of equipment or clothing. Often the replacement cost is more than the original cost as items are bought in bulk.

Student-athletes will be responsible for purchasing any equipment or uniforms that are not issued through Harpeth Hall, such as footwear, spandex, knee pads, shin guards, gloves, etc. These items belong to the student-athlete and will not be returned to the school. Whenever possible, the school will provide the opportunity to purchase the necessary equipment at a discounted rate.

Any items not required as part of the official team uniform are OPTIONAL purchases.

If monetary assistance is needed in order for a student-athlete to participate, please reach out to our admissions office. There are funds available to aid in purchasing any extra equipment needed.

Student-Athlete Athletic Attire ● All student-athletes are required to wear Harpeth Hall gear in school colors Green, Gray, or White for all practices, workouts, and competitions. ● Black can only be worn for shorts, pants, skirts, swimsuits, and spandex. ● All warm ups worn to and from competitions must be Harpeth Hall issued by the Athletic Department or purchased from the bookstore and in school colors.

● Any approved PE uniform is acceptable. ● Harpeth Hall issued uniforms are to be worn ONLY on competition days. ● All undergarments worn during competition must match official Harpeth Hall colors of green, gray, black or white. ● Sports bras are never to be worn without a tank top or shirt over them including changing in public view. Spandex and swimsuits worn without shorts over them are only appropriate during practice or competition. Some form of shorts or warm up bottoms must be worn when leaving these areas. ● Harpeth Hall athletic uniforms and travel gear that is issued by the Athletic Department or a coach may not be worn during the school day or outside of competition or athletic travel.

Harpeth Hall Logo The Harpeth Hall name and logo is trademarked, and absolutely no gear can be purchased anywhere other than Harpeth Hall or the online store approved by Harpeth Hall.

League Participation Most of our Middle School teams compete in the Harpeth Valley Athletic Conference (HVAC). Per HVAC rules, fifth graders are only allowed to participate in HVAC Junior contests. The HVAC Junior League currently includes the following sports: cross country, volleyball, basketball, and track & field.

TSSAA allows eighth graders to participate on high school teams. Occasionally exceptional eighth graders may be moved up to an upper school team at the recommendation of the varsity head coach and at the discretion of the Athletic Director, and Director of the Middle School. To be moved up to the high school program, the athlete must be able to make a significant contribution to the high school team and be in good academic standing. Also, the athlete should demonstrate an advanced degree of social and emotional maturity, as well as athletic talent, to be considered for the team.

TISCA (swimming and diving) does not allow eighth graders to compete on the high school teams.

Before and After Practice Pick-Up/Drop-Off Many athletic teams hold practices or competitions that do not begin at the end of the regular school day. On days when a late practice or game is scheduled, student-athletes must either be picked up at the scheduled school dismissal time or check into after-care at no charge.

After an athletic practice or competition on campus, the coach will wait at the front of the Middle School (flag pole) with the athletes. If the event ends prior to 5:30p.m. the coach will wait with the athletes for ten minutes, and then the coach will escort all remaining participants to aftercare for pick-up. Aftercare closes at 6:00p.m.

Outside Team and Activity Participation Many Harpeth Hall girls choose to participate on teams or in activities outside of the school setting. If an athlete maintains an outside commitment while participating on a Harpeth Hall team, her commitment should always be to the school regarding practice, meetings, and games scheduled by her coach.

Multiple Sport Participation If a student-athlete is interested in participating in more than one Harpeth Hall sport in the same season, she must confer with the Middle School Athletic Director prior to attending team selections.