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Local Program Coordinator Resources

This guide includes helpful editable documents. They are a great resource that should be used to assist in planning and managing your local program.

To see the latest on what is happening with the program, make sure you are regularly visiting the SONC Updates for Leadership page.

If you have any questions or need help, please contact your Community Resources Director:
Lauren Bruce for west || Temporarily, Lindsay Waldron for east

As a local coordinator, there is general information you need to know.

Becoming an Accredited Local Program

Read the full SONC policy on accreditation

For full accreditation, the local coordinator must adhere to all of the requirements as outlined in the local coordinator job description. These requirements include, but are not limited to:

  • Local Program Accreditation form
  • Annual budget form
  • VIK (Value-In-Kind) form or spreadsheet
  • Review and update list of committee members
  • Spring Games roster
  • Active updated Athlete Participation Forms and Volunteer Screening Forms on file with SONC
  • Manage pooled banking system and handle finances based on the SONC financial policies and procedures.
  • Represent SONC appropriately within their local program.
  • Adhere to all SONC/SOI policies and procedures.

If all requirements are met to receive full accreditation, the accreditation will be current for the program year.

If a local program does not meet the above requirements, it will be considered eligible for provisional accreditation. Provisional accreditation means that the coordinator can still operate the Special Olympics local program in their jurisdiction, but will have to complete certain requirements within a specified timeframe (ex: submit attachments for accreditation by… certify at least one coach by….). The local program will need to go through the accreditation process again the following year.

Non accreditation is when a coordinator received a provisional accreditation for the previous year and still does not meet the above requirements.  Non accreditation means that the coordinator cannot conduct any business, including training and competition, in the name of Special Olympics.

Enforcing the requirements for accreditation is simply to ensure that everyone conducting business in the name of SONC is doing it correctly and appropriately.

Role of the Coordinator

The Local Program Coordinator is the accredited representative responsible for leading Special Olympics activities within their county or program.

This role includes, but is not limited to:

  • Recruiting enthusiastic community members to serve in leadership roles
  • Attending educational training opportunities throughout the year
  • Ensuring volunteers are properly trained and maintain certification status
  • Connecting community resources to fund opportunities for local athletes
  • Maintaining proper records and ensure that all paperwork is submitted in a timely manner
  • Managing the fundraising efforts of the local program

Finances

Fundraising

Risk Management

Conducting sports and other activities involves exposure to a variety of risks to the participants, volunteers and the organization.  Some of these risks could result in a financial loss for the individuals and organizations involved. Effective risk management practices allow you to minimize the chance of something bad happening to athletes and volunteers, and also minimizes the threat of financial loss that arises from your operations.

It starts with athletes

According to Special Olympics General Rules, athletes must train a minimum of eight weeks before the culminating competition, usually the state-level event. Additional weeks of training are beneficial to the athlete’s overall experience. Practices should be scheduled on a regular basis (weekly or more frequently) to provide ample opportunity for the athletes to learn the rules and to improve their ability.

Then you need volunteers

Volunteers may participate as year-round or day volunteers. Volunteers may assist at events, on committees, coaches, fundraisers, officials, medical, or in many other ways.

Difference between a Class A and Class B Volunteers: Class A volunteers are in leadership positions (e.g. coaches, committee members, Games Management Team, etc.). If they are a single day-volunteer, and aren’t driving athletes anywhere, they are a Class-B volunteer.

Class A volunteers must complete a Volunteer Screening Form prior to volunteering as a coach, chaperone or Games Management Team member.  Please share this link with your prospective Class A volunteers.

Protective Behaviors Training is required for all Class A volunteers and must be renewed every 3 years. Additionally, a background check will be conducted. We care about your privacy. Please read the SONC Volunteer Privacy Statement to see what we are doing to protect your vital information.

For more information, check out the Become a Volunteer page.

What is local program leadership? A committee is…

  • Local Program Committee Structure

What is local program leadership? A committee is…

  • Local Program Committee Structure

State-Level Event Registration Forms

Timeline

7/23/19 9.5 weeks prior Programs begin season and inform all athletes, coaches, families, etc. that not everyone is guaranteed to attend state-level events!
8/6/19 7.5 weeks prior Programs submit: training rosters, APFs, VSFs, UP forms. Quota request form opens to begin receiving requests.
8/20/19 5.5 weeks prior Deadline for programs to: make changes to training rosters, submit all APFs, VSFs, UP forms, quota requests.
8/23/19 5 weeks prior SONC confirms quota for each program.
8/27/19 4.5 weeks prior SONC sends registration spreadsheet out to programs as needed (the spreadsheet is not actually used to submit registration for this particular event).
9/3/19 3.5 weeks prior Registration due to SONC at registration@sonc.net
9/27/19 Equestrian Tournament

General Forms

Sport-Specific Forms

Timeline

8/27/19 9.5 weeks prior Programs begin season and inform all athletes, coaches, families, etc. that not everyone is guaranteed to attend state-level events!
9/10/19 7.5 weeks prior Programs submit: training rosters, APFs, VSFs, UP forms. Quota request form opens to begin receiving requests.
9/24/19 5.5 weeks prior Deadline for programs to: make changes to training rosters, submit all APFs, VSFs, UP forms, quota requests.
9/27/19 5 weeks prior SONC confirms quota for each program.
10/1/19 4.5 weeks prior SONC sends registration spreadsheet out to programs.
10/8/19 3.5 weeks prior Registration due to SONC at registration@sonc.net
11/1/19 Fall Tournament

General Forms

  • Delegation Information Summary
  • Fee Summary (for reference only)
  • Fall Tournament Registration Checklist – this is a resource for you and not a required document for registration
  • Non-Athlete Roster -You can use this blank roster to add any coaches, chaperones, etc. who are coming to Fall Tournament

Sport-Specific Forms

Basketball Individual Skills Registration Form
Team Rating & Registration Form
Team Athlete Assessment Tool – use this form to get individual ratings for each athlete. Then, take the number for each skill and place on the team registration and rating form for Fall Tournament registration.
Bocce Registration Form
Golf Individual Skills Registration Form
Course Play Registration Form
Roller Skating Registration Form
Relay Registration Form
Soccer Individual Skills Registration Form
Team Registration Form
Team Athlete Assessment Tool – use this form to get individual ratings for each athlete. Then, take the number for each skill and place on the team registration and rating form for Fall Tournament registration.
Tennis Tennis Individual Skills Competition Registration Form
Tennis Full Court (Levels 4 & 5) & Short Court (Level 2) Registration Form

ITN Assessments will be collected in advance of Fall Tournament and therefore will not be a part of Fall Tournament registration.

Timeline – all deadlines have been extended/adjusted

10/18/19 12.5 weeks prior Programs begin season and inform all athletes, coaches, families, etc. that not everyone is guaranteed to attend state-level events!
11/01/19 10.5 weeks prior Programs submit: training rosters, APFs, VSFs, UP forms. Quota request form opens to begin receiving requests.
11/22/19 7.5 weeks prior Deadline for programs to: make changes to training rosters, submit all APFs, VSFs, UP forms, quota requests.
11/24/19 7 weeks prior SONC confirms quota for each program.
11/29/19 6.5 weeks prior SONC sends spreadsheet of eligible athletes out to programs.
12/06/19 5.5 weeks prior Registration due to SONC at registration@sonc.net
1/12-13/20 Winter Games – Alpine Skiing/Snowboarding

General Forms

  • Event registration must be submitted by the local program coordinator via email to registration@sonc.net by December 6, 2019.
    • Winter Games Delegation Housing & Event Registration
  • These forms should be submitted by the local coordinator directly to French Swiss Ski College via fax 828-295-7553
  • Fee Summary (for reference only)

Timeline

Early January 2020 9.5 weeks prior Programs begin season and inform all athletes, coaches, families, etc. that not everyone is guaranteed to attend state-level events!
Late January 2020 7.5 weeks prior Programs submit: training rosters, APFs, VSFs, UP forms. Quota request form opens to begin receiving requests.
Early February 2020 5.5 weeks prior Deadline for programs to: make changes to training rosters, submit all APFs, VSFs, UP forms, quota requests.
Early February 2020 5 weeks prior SONC confirms quota for each program.
Mid-February 2020 4.5 weeks prior SONC sends spreadsheet of eligible athletes out to programs.
Late February 2020 3.5 weeks prior Registration due to SONC at registration@sonc.net
Mid-March 2020 Cheerleading Tournament

General Forms

  • Delegation Information Summary
  • Roster (this includes everyone and also captures housing information)
  • Fee Summary (for reference only)

Sport-Specific Forms

  • Individual Registration Form
  • Team Registration Form

Timeline

3/24/20 9.5 weeks prior Programs begin season and inform all athletes, coaches, families, etc. that not everyone is guaranteed to attend state-level events!
4/7/20 7.5 weeks prior Programs submit: athlete & UP training rosters, coach/chaperone training rosters, APFs, VSFs, UP forms. Quota request form opens to begin receiving requests.
4/21/20 5.5 weeks prior Deadline for programs to: make changes to training rosters, submit all APFs, VSFs, UP forms, quota requests.
4/24/20 5 weeks prior SONC confirms quota for each program.
4/28/20 4.5 weeks prior SONC sends registration spreadsheet out to programs.
5/5/20 3.5 weeks prior Registration due to SONC at registration@sonc.net
5/29/20 Summer Games

General Forms

  • Fee Summary (for Reference Only)
  • Summer Games Registration Checklist – this is a resource for you and not a required document for registration.
  • Delegation Info Summary – The Delegation Information form is now a Microsoft Form to complete online.  This should be completed at the same time as the rest of registration.
  • Non-Athlete Roster -You can use this blank roster to add any coaches, chaperones, etc. who are coming to Summer Games.
  • Note there is no housing roster!

Sport-Specific Forms

Athletics Individual Registration Form
Relay Team Registration Form
Improved Performance Form – this form will be posted after May 12 and is due to registration@sonc.net by May 21, 2020. Only submit this form if the time for an event is faster, and/or the distance for a field event is farther than the scores submitted with registration. The decision to change a division for an athlete will be decided by the competition management team, and/or SONC staff.
Bowling Singles Registration Form
Traditional & Unified Doubles Registration Form
Traditional & Unified Team Registration Form
Gymnastics Individual Registration Form
Powerlifting Individual Registration Form
Softball Individual Skills Competition Registration Form
Team Rating and Registration Form
Swimming Individual Registration Form
Relay Registration Form – use this if you will have a swimming relay team.  Remember team names must be unique – SONC reserves the right to change confusing names. Deck Pass Request form – please note all delegations will receive two deck passes to use among coaches. This request form is to request extra passes for extenuating circumstances.
Improved Performance Form – this form  is due to registration@sonc.net by May 21, 2020. Only submit this form if the time for an event is faster than the score submitted with registration. The decision to change a division for an athlete will be decided by the competition management team, and/or SONC staff.
Volleyball Individual Skills Registration Form
Team Rating and Registration Form

Health and Wellness

Below are Special Olympics health resources and tools that are currently available. Most of these tools can be modified to meet the needs of each program. These are to help speed up program implementation. As health programming continues to grow and evolve so will the resources and tools.

Data and Evaluation

Wellness Programming

Healthy Athletes

Communications

  • Language Guidelines – please refer to these guidelines when speaking to volunteers, media, on social media, etc. Share this with volunteers, parents, coaches, or anyone else affiliated with your program.
  • Logo Guidelines – These guidelines explain the correct usage of logos. Any old program or SONC logos should be thrown out and replaced with the correct logo. If you need your program’s logos, please email kmcghee@sonc.net
  • SONC’s Social Media – Section3.NC15: Accredited Sub-program social media profiles
    • Accredited sub-programs may have and maintain their own social media profiles, provided said social media profiles meet minimum brand guidelines as outlined below:
      • Use the official accredited sub-program logo as the profile image.
      • Follow Special Olympics naming conventions: “Special Olympics _____ County”
      • Follow all Special Olympics language guidelines and graphics standards.
    • All sub-program social media profiles must have a Special Olympics North Carolina staff member with administrator access at all times.  This policy will be applied retroactively to pre-existing pages.
    • Social media profiles include but are not limited to Facebook pages, Twitter accounts and Instagram accounts.
    • All programs must be in compliance by Jan. 1, 2020.
  • How to add SONC as a Facebook administrator
  • All social media questions can be directed to kmcghee@sonc.net

Each program has their very own page within the Special Olympics North Carolina website. This can be tailored specifically to your program. If you have updates to your website, please send them to your Community Resource Director.

  • SONC’s Website Policy – Section 3.NC16: External informational and fundraising websites
    • Accredited sub-programs are not allowed to have external websites of any kind, including but not limited to general program websites, sport-specific websites, GoFundMe or additional online fundraising pages or event websites.
    • Sub-programs may continue to have pages housed within parks and recreation websites if the program is run through local Parks and Recreation departments.