Coach & Advisor Handbook for Athletics and Activities

Athletics and activities are an extension of the educational experience and play an important role in helping students develop character, confidence, resilience, leadership, and a sense of belonging.

Coaches serve as educators and role models who help students grow academically, socially, emotionally, and physically. LOSD expects all coaches to:

• Prioritize student well-being, safety, and academic success.
• Foster inclusive environments where every student feels valued and respected.
• Model integrity, professionalism, emotional self-control, and healthy decision-making.
• Communicate respectfully with students, families, colleagues, opponents, and officials.
• Use constructive teaching and coaching practices that support student growth.
• Demonstrate and promote sportsmanship, citizenship, and ethical behavior.

Our district is committed to providing athletic and activity programs that support student development, promote competitive excellence, ensure equitable opportunities, and reflect the values and expectations of LOSD and the Oregon School Activities Association (OSAA).

Athletic and activity programs are designed to support the development of the whole student. Through participation, students will have opportunities to develop:

• Sportsmanship and ethical behavior
• Leadership and teamwork skills
• Personal responsibility and accountability
• Physical, social, and emotional wellness
• Resilience and perseverance
• Confidence and self-advocacy
• Respect for others and appreciation of diverse perspectives

The district is committed to maintaining high-quality athletic and activity programs through:

• Recruiting, selecting, and retaining qualified coaches and advisors
• Providing required training and professional development
• Maintaining safe facilities and equipment
• Supporting equitable access and opportunities for students
• Evaluating programs and coaches based on established expectations and goals
• Collaborating with coaches, students, families, and community members to strengthen programs
• Promoting positive school and community engagement through athletics and activities

The high school principal and athletic director are responsible for determining students' eligibility to participate in all programs. In OSAA-sanctioned programs, the administration shall submit an eligibility report to the OSAA office prior to each season’s first contest verifying the eligibility of each student and coach. If the administration determines that a student is ineligible for an OSAA event, the coach must comply with the athletic director’s directions regarding that student. For activities/events not under the auspices of the OSAA, the athletic director shall provide the advisor/coach with rules governing participation, and the administrator shall be the final arbitrator of all participation questions. 

Coaches are responsible for understanding and complying with all LOSD and OSAA eligibility requirements and may not permit participation by students determined ineligible.

LOSD is committed to providing athletic and activity programs that are safe, inclusive, and free from discrimination, harassment, intimidation, bullying, and hazing.

Coaches are expected to:

• Promote a culture of respect, belonging, and inclusion
• Clearly communicate behavioral expectations to students
• Model respectful interactions at all times
• Take immediate action when concerns arise
• Report incidents in accordance with district policies and procedures

All students should be able to participate in district programs free from discrimination, harassment, bullying, or hazing based on any protected status or personal characteristic. Coaches are mandatory reporters of discrimination, harassment, bullying, hazing, and safety concerns and must promptly notify school administration when concerns arise.

Coaching assignments are seasonal and are reviewed annually. Continued assignments are based on program needs, performance, compliance with district expectations, and student safety.

Concerns regarding coaching conduct or program operations should, whenever possible, be addressed at the lowest appropriate level. 

Formal complaints against coaches will be investigated by the high school administration in cooperation with the school district. Coaches who have had a formal complaint filed will be informed of the complaint. 

Our district values open communication and encourages addressing concerns through respectful dialogue and collaborative problem-solving. Parents/guardians and students are encouraged to appeal a rule or a procedure if they feel it has been unfairly enforced or if there are extenuating circumstances. 

Coaches are expected to listen to such appeals with an open mind and an understanding of, and support for, the value of such dialogue. 

If an appeal is requested, the appeal procedure is as follows: 

1. The appeal shall be in writing. 
2. The initial meeting will be with the coach(es) of that particular sport.
3. If necessary, the next meeting will involve the student, parents, coaches, and the Athletic Director. 
4. If a further review is desired, the principal will meet with the above parties to determine an outcome.
5. If not resolved, the final appeal will be to a district administrator assigned by the superintendent. 

The district-level decision is final and not subject to further appeal. 

The following requirements must be completed prior to participation in any coaching activities:

• Biennial pre-employment record check
• Oregon Department of Education fingerprint-based criminal history verification (district-paid coaches only)
• OSAA Beyond the Scoreboard Course (NFHS Fundamentals of Coaching also accepted, and ASEP certification accepted if completed prior to 2007)
• NFHS Appearance and Performance Enhancing Drugs and Substances Course (every four years).
• NFHS Concussion Training (annually)
• NFHS Heat Illness Prevention Training (every four years; football coaches annually)
• First Aid certification is required for all coaches; First Aid, CPR, and AED certification is required for the head coach of each team (e.g., varsity, JV, and frosh). (renewed every two years)
• NFHS Bullying, Hazing, and Inappropriate Behaviors Training (annually)
• OSAA Interrupting and Preventing Discriminatory Acts Training (one-time requirement)
• Football coaches only:
  • NFHS Football Tackling Certification (annually)
  • NFHS Sudden Cardiac Arrest Certification (annually)
  • NFHS Heat Illness Training (annually)
• Spirit Safety Clinic (cheer and dance coaches only; annually)
• District-required LOSD policy training
• District-required Title IX training

Additional Requirements

• All assistant and volunteer coaches must receive the athletic director's approval before participating in any team activities.
• Coaches are responsible for maintaining current certifications and ensuring all required training remains valid throughout the season.
• All required training, certifications, and background checks must be completed no later than one week prior to the first official practice date unless otherwise approved by the athletic director.
• Any exception requests must be submitted to and approved by the athletic director in advance.

Unless otherwise specified by the district, coaches are responsible for any costs associated with required certifications, training, or background checks.

Clear, timely, and professional communication is essential to successful athletic and activity programs.

Coaches are expected to:

• Communicate regularly with students and families regarding schedules, expectations, and program information.
• Use ParentSquare, the only district-approved communication platform
• Maintain professional boundaries
• Follow district social media expectations
• Include the Athletic Director when appropriate.

Section Eighteen: Student Safety Responsibilities 

Student safety is the highest priority in all athletic and activity programs.

Coaches are responsible for:

• Supervising students appropriately during all program activities.
• Following district, OSAA, and sport-specific safety requirements.
• Identifying and reporting safety concerns immediately.
• Ensuring that equipment and facilities are used appropriately.
• Following emergency procedures and reporting incidents in accordance with district protocols.

Student safety is the highest priority in all LOSD athletic and activity programs. Coaches are responsible for creating and maintaining a safe environment for students and are expected to exercise sound judgment, follow district and OSAA requirements, and take proactive steps to prevent injuries and respond appropriately when concerns arise.

Student Supervision

Coaches are responsible for the supervision and welfare of students during all team activities, including practices, competitions, travel, locker room supervision, and other program-related events.

Coaches are expected to:

• Provide appropriate supervision at all times.
• Ensure students are released only in accordance with district procedures.
• Maintain professional boundaries and interactions with students.
• Monitor student behavior and address unsafe conduct promptly.
• Never leave students unattended during school-sponsored activities.

Emergency Preparedness and Response

Coaches must be familiar with emergency action plans, facility-specific emergency procedures, and district safety protocols.

In the event of an emergency, coaches are expected to:

• Take immediate action to protect student safety.
• Contact emergency medical services when appropriate.
• Notify parents/guardians and school administration as soon as practical.
• Follow district emergency response procedures.
• Complete any required incident reports.

Injury Prevention and Reporting

Coaches play an important role in reducing injury risk through proper instruction, supervision, conditioning, and adherence to sport-specific safety standards.

All injuries requiring medical attention, evaluation by the certified athletic trainer, or resulting in missed participation must be reported in accordance with district procedures.

Coaches must:

• Communicate injuries to the athletic director and certified athletic trainer.
• Ensure required injury documentation is completed in a timely manner.
• Honor all medical restrictions and return-to-play requirements.
• Never permit a student to participate when medically restricted from activity.

Facility and Environmental Safety

Coaches are responsible for monitoring facilities and activity areas for potential safety concerns before and during use.

Coaches must:

• Inspect facilities, playing surfaces, and activity areas for hazards.
• Report unsafe conditions, damaged equipment, or facility concerns to the athletic director immediately.
• Follow district and OSAA guidance regarding weather conditions, air quality, heat, lightning, and other environmental factors.
• Suspend or modify activities when conditions present an unreasonable safety risk.

Equipment Safety

Coaches are responsible for ensuring that equipment is used appropriately and maintained in a safe condition.

Coaches must:

• Regularly inspect equipment for damage or excessive wear.
• Remove unsafe equipment from use immediately.
• Ensure students use equipment as intended and wear required protective equipment.
• Follow sport-specific safety requirements established by the district, OSAA, and governing organizations.

Shared Responsibility

Student safety is a shared responsibility among coaches, students, families, athletic trainers, administrators, and medical professionals. Coaches are expected to model safe practices, reinforce safety expectations, and foster a culture where student well-being always takes precedence over competition.

Failure to comply with district safety expectations, medical directives, or established safety procedures may result in corrective action, up to and including removal from coaching responsibilities.

Coaches and advisors may not organize, lead, or encourage student participation in religious activities while acting in their official district role. Students retain their individual rights to engage in voluntary religious expression consistent with district policy and applicable law.

Coaches play a critical role in modeling sportsmanship, integrity, and respectful conduct for students, families, and spectators. Coaches are expected to promote a culture of respect and demonstrate professionalism in all interactions with athletes, opponents, officials, spectators, and event staff.

Event officials are essential partners in interscholastic athletics and activities and must be treated with courtesy and respect at all times. Coaches are responsible for helping athletes understand and demonstrate appropriate conduct toward officials before, during, and after contests.

Unsportsmanlike conduct, abusive language, intimidation, harassment, or disrespectful behavior toward officials is inconsistent with district and OSAA expectations and may result in disciplinary action.

Any coach who is ejected or removed from a contest by an official must immediately comply with the official's directions and leave the competition area as required by OSAA rules. A player who is ejected from a contest is required to sit out the remainder of the contest but may remain on the bench. That player will also be suspended from participating in the following contest, game, or match. If the ejection involves fighting, the suspension period will be doubled. Following an ejection, the Athletic Director will meet with the coach and/or student to review the incident, discuss expectations, and determine any additional consequences or required corrective actions. In addition to the requirements previously listed, an ejected player shall be required to complete the online NFHS course, “Sportsmanship,” within seven calendar days of the ejection report being finalized.

LOSD expects all athletic and activity programs to reflect the highest standards of sportsmanship and citizenship, regardless of the outcome of competition.

The following guidelines are designed to ensure a level of spirit and amateurism commensurate with high school athletics and activities. Recognition should reflect district values. Programs are encouraged to recognize leadership, sportsmanship, service, perseverance, and positive contributions in addition to athletic achievement.

Each season will have an end-of-season recognition night planned by the head coach and communicated to the athletic director and secretary. Head coaches need to provide the athletic secretary with a list of letterwinners one week prior to the event. All participants will receive a Certificate of Participation. A letter will be awarded to varsity athletes who have met the individual requirements put forth by the head coach. Letters will be awarded only to sports recognized by the OSAA and/or the school. 

Facility keys and security swipe cards are issued to district personnel and cannot be loaned or transferred to any other person. Lost/stolen security codes must be reported to the athletic director immediately. Keys may be accessed at each school site, and security swipe cards must be arranged through the district office. Coaches should not give cards/keys to students under any circumstances. Lost cards and keys may result in a $25 fee charged by LOSD facilities. 

At the end of each year, coaches need to inform the main office manager of which keys they are in possession of. Failure to do so will result in your reader card being turned off. 

Coaches are expected to support LOSD's mission of educational excellence and belonging for every student. Athletic and activity programs should reflect the district's values of high expectations, inclusion, wellness, continuous growth, collaboration, and service. Coaches play an important role in creating experiences that help students learn, lead, compete, and contribute positively to their school community.

Athletic eligibility for students transferring between schools is governed by OSAA regulations and district policies.

Students transferring within LOSD or from another district may be subject to eligibility review and approval requirements. Coaches should not provide guidance regarding transfer eligibility and should refer all questions to the athletic director.

The athletic director and school administration are responsible for determining eligibility and submitting any required documentation to the OSAA.

School districts that have more than one high school under one administration and which permit students to transfer from one high school to another shall not deny eligibility to students who transfer from one high school to another in the same school district without a move-in residence, provided the transfer is: 

• Approved by both the sending and receiving high school principals; 
• Approved by the superintendent’s office; and 
• Made prior to the first day of school at the beginning of the school year. 

If such a transfer does not satisfy all three of the above criteria, a hardship application may be filed with the district eligibility committee. 

The student becomes eligible when properly enrolled in the new school, the principal (or designee) has filed the eligibility report form with the OSAA executive director, and approval has been granted by the appropriate committee (OSAA or district hardship).

LOSD and OSAA prohibit recruiting students for athletic participation.

Coaches, volunteers, boosters, parents, and community members may not encourage or influence a student to attend a particular school for the purpose of participating in athletics or activities.

Examples of prohibited conduct include:

• Recruiting students to transfer schools for athletic participation.
• Offering financial incentives, employment opportunities, gifts, or special benefits.
• Providing opportunities or privileges not available to other students.
• Using athletic participation as an inducement for enrollment.

Questions regarding recruiting, transfers, or eligibility should be directed to the athletic director.

Misrepresentation, such as the giving of a known incorrect address or participating under an assumed name in any interscholastic contest, shall make the student ineligible for the remainder of that sport season and for any additional period of time determined by the Executive Board of the OSAA. In addition, the school shall be subject to any further penalty under OSAA Rule 5 that the OSAA Executive Board may impose. 

Legal guardianship is to be determined by certified copies of court records. Under no circumstances will the taking out of guardianship papers for an athlete be tolerated as a device to circumvent the clear letter and spirit of OSAA regulations. LOSD may accept, under conditions approved by the superintendent, Power of Attorney records.

Our district periodically reviews athletic and activity offerings to ensure programs remain sustainable, equitable, and aligned with student interests and district priorities.

Factors considered may include:

• Student participation and interest
• Program sustainability and financial impact
• Availability of qualified coaching staff
• Facility availability
• Competitive opportunities
• Equity considerations, including Title IX compliance
• Alignment with district goals and student needs

Association Year. The OSAA Association Year shall start with the first day of practice for fall sports.

During the Association year, practice in a sport shall not be held after the conclusion of a school's sport season in that sport as defined in OSAA Rule 6.1.6. 

High school contest limitations are set by the OSAA. Coaches must not exceed the OSAA-determined maximum number of contests. 

• Baseball 26 games 
• Basketball 24 games 
• Cross Country 12 meets 
• Football 9 games 
• Golf 20 9-hole rounds 
• Soccer 14 games 
• Softball 26 games 
• Swimming 12 meets (NOTE: If more than 10, two shall be invitational meets.) 
• Tennis 16 matches 
• Track 12 meets 
• Volleyball 18 playing dates / 36 matches 
• Wrestling 14 matches / 40 mat appearances

Practices should provide meaningful opportunities for skill development, conditioning, teamwork, and student growth in a safe and supportive environment.

Coaches are expected to:

• Plan practices that promote learning, development, and student well-being.
• Use conditioning appropriately to improve performance and reduce injury risk.
• Never use conditioning as punishment.
• Follow all OSAA practice limitations and district requirements.
• Maintain appropriate supervision throughout all practices.
• Obtain Athletic Director approval before canceling scheduled practices.

Practices should generally be completed within established district time guidelines unless approved by the athletic director.

Students who are not eligible under OSAA or district rules may not participate without the athletic director's approval.

Practice schedules should be developed in consultation with the athletic director and should consider student well-being, family commitments, facility availability, and district guidelines.

Sunday practices require prior approval from the athletic director.

When schools or facilities are closed because of weather, emergency conditions, or district decisions, athletic and activity practices are also canceled unless specifically authorized by the district.

Coaches may not relocate practices to alternate locations in order to circumvent district closures.

LOSD coaches are expected to understand and comply with all current OSAA Practice Limitation Rules governing in-season and out-of-season athletic activities.

The purpose of the Practice Limitation Rule is to promote student well-being, encourage participation in multiple activities, create equitable opportunities for all schools, and maintain a healthy balance between athletics and other aspects of student life.

Coach Expectations

Coaches are expected to:

• Follow all OSAA limitations regarding in-season and out-of-season coaching activities.
• Encourage students to participate in multiple sports and school activities when appropriate.
• Ensure that all out-of-season participation is voluntary.
• Avoid any actions that could be interpreted as requiring, pressuring, or incentivizing student participation in out-of-season activities.
• Follow all OSAA restrictions related to Open Period and Closed Period activities.
• Comply with all restrictions regarding contests, scrimmages, conditioning, skill development, and the use of sport-specific equipment.
• Ensure that school facilities, equipment, and resources are used in accordance with OSAA regulations and district expectations.

Open and Closed Periods

OSAA establishes annual Open and Closed Periods that govern allowable out-of-season coaching activities.

During Closed Periods, coaches are limited to approved conditioning activities as defined by OSAA.

During Open Periods, coaches may conduct fundamental skill development activities within OSAA-established time limitations and participation requirements.

Participation in all Open Period and Closed Period activities must remain voluntary.

Additional Requirements

Certain sports may be subject to additional restrictions, including limitations on contests, equipment usage, and out-of-season coaching involvement. Coaches are responsible for understanding the requirements specific to their sport.

OSAA Reference

Because OSAA rules are periodically updated, coaches should refer to the current OSAA Handbook and Practice Limitation Rule for complete requirements and annual dates. Questions regarding interpretation of OSAA rules should be directed to the athletic director before conducting any out-of-season activity.

Student and staff safety will guide all decisions regarding contests, practices, and travel during severe weather or emergency conditions.

The superintendent, athletic director, school administration, and event officials will determine whether activities should be postponed, canceled, relocated, or modified based on current conditions and available safety information.

Coaches and student-athletes are expected to demonstrate sportsmanship and conduct that reflects positively on their school, team, and community.

Any coach or student-athlete ejected from a contest is subject to OSAA penalties, including suspensions and other consequences outlined in OSAA regulations.

In addition to OSAA requirements:

• Coaches must immediately leave the competition area following an ejection.
• Coaches and student-athletes must comply with all suspension requirements.
• The Athletic Director will review all ejections and determine whether additional district actions are necessary.
• Repeated incidents of unsportsmanlike conduct may result in progressive disciplinary action.

The district expects all participants to uphold the highest standards of citizenship, respect, and sportsmanship.

Every coach is responsible for surveying the playing conditions prior to competition and communicating with the officials about any concerns. 

If a coach removes his/her team from competition prior to completion of that competition, it shall be considered a gross act of unsportsmanlike conduct. 

In such a case, the school shall forfeit the contest, and an administrator and the coach responsible for the action shall appear before the OSAA Executive Board at its next regularly scheduled meeting. A fine of up to $1,000 could be levied against the school by the OSAA Executive Board. 

Because of the limited nature of indoor track and field, a high school student may compete unattached in an indoor track and field meet between the close of the high school cross country season and the opening of the high school outdoor track and field season. If a high school student competes in an indoor track and field meet at any other time of the year, the student must compete on an unattached basis. 

The Oregon School Activities Association (OSAA) does not regulate Oregon high school students, personnel, facilities, or equipment outside the Association Year, except in matters related to undue influence, affiliated teams, and designated practice start dates. Responsibility for summer activities and programs rests with local school districts.

Athletic programs may offer optional opportunities for students to participate in summer conditioning, skill development, team activities, camps, leagues, and competitions. These opportunities are intended to support student growth and preparation for future participation.

Important Clarifications

Voluntary Participation

• Participation in all out-of-season and summer activities is voluntary.
• Students are not required to participate in summer programs to be considered for team membership.
• A student's decision not to participate will not affect future team selection, playing time, leadership opportunities, or standing within the program.

Independent Programs

• Many summer leagues, camps, tournaments, and team activities operate independently from LOSD.
• Unless specifically identified as a district-sponsored activity, these programs are not organized, supervised, funded, or endorsed by the district.
• Coaches participating in independent summer programs are acting outside their official district coaching responsibilities.

Program Oversight

• Decisions regarding participation, scheduling, competition, and operations of independent summer programs are made by the organizations sponsoring those activities.
• Questions, concerns, or complaints related to independent summer programs should be directed to the sponsoring organization, booster club, or program administrator.

District Expectations

The following expectations apply to all summer athletic activities associated with district programs:

1. The district will not fund summer athletic programs unless specifically authorized by the district.
2. Community-based programs and school-sponsored programs should remain separate whenever possible.
3. Students shall not receive preferential treatment, team advantages, or special consideration as a result of participation or non-participation in summer programs, camps, leagues, or conditioning activities.
4. Students transferring into a Lake Oswego School District high school must have all required OSAA transfer documentation on file before participating in summer activities associated with a school program.

OSAA Moratorium Week

No athletic activities may be conducted on school property during the annual OSAA Moratorium Week, typically the last week of July.

Any exception request must be approved in advance by the Athletic Director and submitted to the OSAA in accordance with OSAA procedures.

Athletics

The OSAA Executive Board recognizes parents' prerogative to determine their children's activities during the summer non-school period. Participation in a commercial summer camp is strictly a parental choice, and a student may not be required to attend, regardless of how participation fees are covered. Service clubs, school organizations, or schools may pay participation fees in accordance with their own school and/or district policies. 

Student Activities (Dance/Drill, Music, Cheerleading, Speech)

Service clubs, school organizations, or schools may pay for student activities participants to attend commercial summer camps. Schools may set their own policies requiring student activities participants to attend commercial summer camps. 

Summer Team Camps

All summer team camps run by LOSD Athletic programs must be approved through LOSD Community Schools. Teams are expected to have students register and pay through the community school.

LOSD values the support provided by booster clubs and community partners. Coaches are encouraged to maintain positive working relationships with booster organizations while recognizing that all fundraising and financial activities must comply with district policy and OSAA regulations.

Coaches may attend booster meetings and collaborate with booster organizations regarding program needs. All requests for financial support, purchases, fundraising activities, and program enhancements must follow district procedures and receive appropriate administrative approval.

Booster funds may support school programs but may not be directed to individual students except as permitted by district policy and OSAA rules

Student safety is the highest priority in all LOSD athletic programs. Coaches are responsible for taking appropriate action when injuries occur, ensuring timely communication with families and school personnel, and following all medical recommendations related to student participation.

Coach Responsibilities

When an injury occurs, coaches are expected to:

• Provide appropriate supervision and immediate care within the scope of their training and certification.
• Notify the school's Certified Athletic Trainer, when available, and the Athletic Director of significant injuries.
• Communicate with the student's parent or guardian regarding the injury and any actions taken.
• Complete all required district injury and accident reports within 24 hours of the incident.
• Cooperate with medical personnel and school staff in documenting and monitoring the student's recovery.

Injury Reporting

All athletic injuries requiring medical attention, evaluation by the certified athletic trainer, or resulting in missed practice or competition must be documented using district injury reporting procedures.

The coach, athletic trainer, and athletic director are responsible for ensuring required documentation is completed and maintained in accordance with district procedures.

Medical Clearance and Return to Participation

Coaches must honor all restrictions, recommendations, and return-to-play decisions provided by licensed medical professionals and the district's Certified Athletic Trainer.

A student who has been evaluated or treated by a medical provider for an athletic injury may not return to practice or competition until appropriate medical clearance has been provided and all district return-to-play requirements have been satisfied.

Medical clearance documentation must be shared with the Athletic Trainer and Athletic Director before participation is resumed.

Emergency and Serious Injuries

Serious injuries may include, but are not limited to:

• Loss of consciousness
• Suspected concussion
• Head, neck, or spinal injuries
• Fractures or suspected fractures
• Significant bleeding or lacerations
• Injuries that render a student unable to safely move or walk
• Any condition requiring emergency medical attention

When a serious injury occurs, coaches should:

1. Provide immediate care within the scope of their training.
2. Activate emergency medical services when appropriate.
3. Contact the student's parent or guardian as soon as possible.
4. Notify the Athletic Director and Certified Athletic Trainer.
5. Follow emergency response procedures and complete required incident documentation.

Students with suspected head, neck, or spinal injuries should not be moved unless necessary to prevent further danger or directed by emergency medical personnel.

Authority of Medical Personnel

The professional judgment of licensed medical providers, the district's certified athletic trainer, and team physicians regarding participation status, restrictions, and return-to-play decisions must be followed at all times.

Coaches may not override or disregard medical recommendations. Failure to follow medical restrictions, return-to-play protocols, or safety directives may result in disciplinary action, up to and including removal from coaching responsibilities.

Student-athletes must be transported to and from another school only in compliance with the transportation policy. 

Coaches are to communicate with the high school athletic assistant to arrange transportation times for the athletes at away games/matches/meets. This should be done at the beginning of the season as soon as possible. 

Transportation Waiver: 

The school board approved a transportation waiver for parents, granting students permission to transport themselves to athletic events/activities or to be transported by another student’s parents. This waiver must be completed at least 24 hours in advance of the event. The principal or the principal’s authorized representative shall accompany all school teams or school groups that participate in an activity. That school shall be responsible for the acts of its school team, school groups, or individuals while on trips or while participating in any such activity. Parents may transport their own children home from competitions after checking out with the school representative at the event. 

Extended Trips (overnight) 

Overnight field trips can be beneficial additions to both the classroom and extra-curricular experiences. Classes, clubs, or teams planning to conduct overnight field trips must adhere to district policy, IICA Field Trips and Special Events. Failure to do so will likely result in the denial of the request. In addition, policy GBEC: “Drug-Free Workplace,” applies to all extended/overnight district-approved field trips. Please seek assistance if you have any questions regarding this policy. 

Some general rules apply when considering a field trip for a group: 

• All overnight/extended field trips require the completion of the District Field Trip Form and approval from the Principal, Executive Director, Secondary Schools, and the Superintendent. 
• Funding for overnight/extended field trips needs to be secured prior to application submission.
• All out-of-country overnight/extended trips must be approved by the principal, the executive director of secondary programs, the superintendent, and the Lake Oswego School Board. 
• If the trip is for an overnight/extended OSAA-sponsored competition, the approval process must include the principal, the executive director of secondary programs, and the superintendent.
• If the overnight/extended trip is not for competition, the application must be submitted through the building principal before being submitted to the executive director of secondary programs and the superintendent. 
• All non-OSAA extended/overnight trips must be submitted at least six weeks prior to the trip date.
• Large-scale, non-OSAA extended/overnight trips (week-long, out-of-state, out-of-country, or large groups of students) must be applied for one year in advance, with a security deposit of 50% of funds due at the time of application. 
  • Items to be included on the request should include the following: 
    • Dates of the trip
    • Funding sources 
    • Cost
    • Number of students traveling
    • Chaperone provisions 
    • Events that the group will be attending.
    • Letters sent to parents/guardians
    • Transportation/lodging information
    • Other pertinent information

The use of LOSD athletic facilities shall be authorized and scheduled by the athletic director and the coordinator of facility use. 

The following is the priority given to all requests for use of LOSD athletic facilities. In the event of a shortage of facilities for all, lower-priority programs should not be granted access to facilities. 

1. LOSD programs. 
2. Lake Oswego community youth programs. Request for facility or field use that involves students from that school building. 
3. Lake Oswego community youth programs. Request for facility or field use that involves students from other buildings. 
4. Lake Oswego community adult programs. 
5. Non-local youth programs. 
6. Adult programs 

District athletic facility use may be denied for the following reasons: 

• Falsification of LOSD use application 
• Violation of the LOSD policy (use of alcohol/drugs/tobacco, unsportsmanlike conduct, etc.) (3) Degradation of facilities (purposeful or non-purposeful) 
• Any other reason for which a written notice has been provided and the situation has not been rectified. 

LOSD may charge outside groups rental fees for use of district facilities.

If a LOSD team qualifies to host an OSAA state playoff contest, the designated competition venue must be available and prepared for use at least 2 hours before the scheduled start time.

Ongoing communication, collaboration, and professional learning are essential to maintaining high-quality athletic programs and ensuring consistent expectations across the district.

Required Meetings

All head coaches are required to attend:

• Preseason Three Rivers League (TRL) Head Coaches Meetings
• District coaches' meetings are scheduled by the athletic director
• End-of-season coaches meetings

Additional meetings may be scheduled throughout the year to address program operations, safety requirements, league updates, district initiatives, and other relevant topics.

Meeting dates and times will be communicated in advance whenever possible. Coaches are expected to make every effort to attend all required meetings. If attendance is not possible, coaches must notify the Athletic Director in advance.

Professional Development

The district is committed to providing professional learning opportunities that support coaching effectiveness, student safety, leadership development, and compliance with district and OSAA expectations.

Coaches are expected to participate in required professional development activities as assigned. When attendance at a required training is not possible, coaches may be required to complete an approved make-up activity, such as reviewing recorded content and completing any associated reflection, assessment, or follow-up assignment.

Accountability

Attendance and participation in required meetings and professional development activities are considered part of a coach's professional responsibilities. Participation records will be maintained and may be considered in the annual evaluation process for head coaches.