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

• Special Olympics, Inc. General Rules
  • These are the rules for how Special Olympics operates globally.
• Special Olympics, Inc. Article I of Sports Rules
  • This is where you can read about rules regarding everything from advancement to how we conduct awards.
• Special Olympics North Carolina Operating Policies
  • These are policies specifically adopted by SONC (i.e., recreational swimming, drone policy, 15-passenger vans, bounce houses, etc.). You need to know these.
• General Orientation to Special Olympics North Carolina
  • Here is a quick training we ask all of our management-level volunteers to read.
• Protective Behaviors Training
  • This is a 15-minute mandatory training for all Class A volunteers that is important for the safety of all involved in our movement.
• General SONC Fact Sheet
  • This is a one-pager that covers basic information about Special Olympics NC. You can request a customized version of this document for use in your local program by contacting your Community Resources Director.
• Special Olympics NC Style Guide – Using a consistent writing style and form in all Special Olympics communications enhances the clarity and professionalism of our materials. It’s easy to do – and this guide makes it easier!

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.

Webinar Recordings:

Accreditation Update 9/16/2020 (approximately 15 minutes)
Lauren Bruce walks us through some upcoming changes to the accreditation process and an update on the 2020 program year for all local programs.

Special Olympics North Carolina Local Coordinators Welcome Video

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

See more about the Local Coordinator role here.

As of August 1, the forwarding feature for all emails will be turned off. On August 3, SONC-issued emails will be the only account used for all local programming. We also address how you can manage multiple email accounts through this one Outlook account. Local programs are not to change the password on their email accounts.

So what do you need to do?
Watch this short video of SONC IT Director Curtis Barts walking you through basic email account setup and any questions you might have if you’re not familiar with Outlook. We have also attached written instructions for login on your desktop and the web. Once you have logged in to your Outlook account and have taken some time to test out the features, that’s it! You now have your standalone email account for all Special Olympics purposes and will begin sending and receiving all communications there. If you are utilizing a separate account (such as Gmail) for your local program, please be sure to set up forwarding or an automatic reply so your local contacts will also begin the transition of using a new email address.

What if I have questions?
You can email your Community Resource Director or reach Curtis Barts, our IT Director at cbarts@sonc.netor 919-719-7662 ext. 108.

• How to set up your email account in Outlook 2016
• Accessing your Special Olympics NC email account via the web

Webinar Recordings:

Microsoft Office Training 7/8/20 (approximately 18 minutes)
A summary of upcoming email and technology changes for local programs, to be implemented on August 1, 2020.

2020 Leadership Conference: Email Basics (approximately 30 minutes)
Isabella Williams walks you through how to log in, set up and navigate your new SONC Outlook email account.

2020 Leadership Conference: Email – Advanced (approximately 25 minutes)
Kelly Vaughn shows you some tips and tricks for using the Microsoft Office 365 suite!

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.

• 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

Do you use Zoom? This online video conference service offers a free version that is perfect for committee meetings, athlete social events and more to keep you connected. SOI has also created some customized backgrounds to use including Play Unified and The Revolution Is Inclusion. Click here to download one (or all!).

Text blasts, particularly during an event, can be extremely effective. Think about the great advantage of sending a text alert to your entire Spring Games group when you need to cancel due to rain or have to make a last-minute schedule change; everyone is informed instantly! SONC currently has a subscription with a service called Mozeo and if you would like to use this service for an upcoming event, simply let your Community Resources Director know and we can set it up for you. We can also provide you pricing information and tips if you would like to subscribe for an account for your local program.

• Local Program Finance Training – Video walkthrough for completing all financial forms and understanding local program pooled accounts
• SONC Tax ID: 56-1149607
• SONC Impact Reports, IRS Form 990 and Audits

• Yearly Finance Timeline – Timeline for receiving financial information regarding the local program pooled bank accounts
• Budget Worksheet – This worksheet should be completed in preparation for completing the emailed Budget Form in December of each year. Each code is provided with a definition for proper recording. Built-in calculations will automatically total the categories. To complete this worksheet, utilize a copy of last year’s financial statement or actual revenue/expense worksheet to determine a new annual budget.
• Budget and Spending Comparison Worksheet – This worksheet should be filled out throughout the financial year (January – December) as revenue and expenses are added to the program’s pooled account. Utilization of the worksheet will allow for monitoring the totals for each category and maintaining finances as budgeted. Calculations are built into the document, so no math is required!

• Local Check Authorization and Cash Advance Request Form – A SONC Check Authorization Form is used to request payment for expenses from a pooled banking account by the accredited local program coordinator. This form is also utilized for Cash Advance Requests to reduce the amount of out-of-pocket expenses for volunteers. Proper supporting documentation (i.e. invoices or receipts) must accompany ALL check authorization forms with the exception of cash advance requests.   
• SONC Chart of Accounts – List of revenue and expense codes for completing financial forms

• Cash Advances Tutorial – “How To” video for completing the Cash Advance Report Form 
• SONC Cash Advance Review Workbook – This form will help you add up your receipts from a cash advance and double check your math. Please be sure to use the SONC Chart of Accounts (found under Check Authorizations) and separate your expenses by account codes. Remember to always break out taxes. 
• Local Program Cash Advance Report Form – This form is used to detail the expenses paid for with the cash advance. All expenses should be supported with receipts.   

• Volunteer Expense Reimbursement Form – This form is completed to receive reimbursement for expenses that you or your volunteers have paid on behalf of Special Olympics. 

• Local Program Pooled Deposit Form – Any money donated to the local program should be recorded using this form. Please attach copies of the check donations with the appropriate deposit slip. 

• Value In-Kind Report – Any donation of services, goods or funds that is budget-relieving, i.e., the local program would usually incur a cost for, is considered Value In-Kind (VIK). The VIK forms can be turned in periodically or at the conclusion of the season/year. Submitting VIK documentation is a required part of the local program accreditation. 

Several local programs have opted over the years to move money into an investment account. This money is still allocated to that local program, but it basically serves as a “savings” account and as a result, is not reflected on the regular banking statements provided. The status of the investments account is shared with local programs annually.

Provided is a full summary of the investments program and how it works.

The SONC Operating Policy related to investments is also available for your reference.

As a non-profit organization, SONC applies for a refund on all state sales taxes applied to purchases made within the state. Please be sure to provide receipts showing state sales taxes and document the sales tax on all reimbursements, check authorizations and cash advance reports.

Sales tax can now also be broken out on volunteer expense reimbursement requests.

• SONC Polar Plunge Resource Page – This page is a guide intended to help start a Polar Plunge from scratch. This guide includes helpful, editable documents and should be used to assist in planning and managing the event. 
• Sample Knights of Columbus LAMB Foundation Letter – This document is a template for KoC donation requests that can be filled in with specific local program details. 
• Local Program VIK Acknowledgement Letter – This document is a template for VIK receipts that can be filled in with the donor/donation details. 
• Sample Corporate Letter – This document is a donation request template for company sponsorship. It can also be edited for donation requests of individuals.   
• Sample Corporate Benefits – This example is of potential benefit tiers to correspond with the size of a donation. This page should be sent with the “Sample Corporate Letter” and can be edited to best fit the local community and/or needs of the program. 
• Local Program Fundraising Event Notice and Budget Forms – Local programs that plan to conduct fundraising activities/events in the name of Special Olympics must complete this form if the expected gross is $1,000+ OR if there is any contract, waiver or release form associated with the fundraiser. This form must be completed at least six weeks prior to the event or activity being held.   
• SONC Approved Vendor List – This document contains information on key vendors SONC uses for transportation, signage and equipment. These vendors can provide similar items used by SONC and offer competitive pricing for your local program.
• Walmart Funding – At this time, requests for community grants cannot be fulfilled by a local program. Instead, we encourage local programs to engage Walmart as volunteers in order to qualify for and potentially receive their VAP grants. You can read more about the opportunity here and contact your Community Resource Director should you have any questions about the process.

Webinar Recordings:

2020 Leadership Conference: How to Fundraise with No Events Happening (approximately 30 minutes)
Susan Doggett discusses fundraising in the time of COVID-19, featuring a special announcement from Keith Fishburne!

Online fundraising is a fantastic way to not only manage registrations for special events, but is also a great means of raising funds.  Set a fundraising goal for the soccer training season or for the local program to attend a specific event and share the link for people to donate online! Allow an athlete who wants to fundraise to set their own goal and create a fundraising page for that athlete.

Please remember that local programs are not approved to create or use unauthorized online fundraising websites, such as Eventbrite, GoFundMe, etc. The only approved platforms SONC local programs can use are Classy and Firstgiving, which must be created by your Community Resource Director. Please reach out when planning your event to make sure we can help with planning and ensure we are using the appropriate online registration and payment platform.

• 2021 Plunge in Place Social Media Posts
• Local Program Classy Links
• Social Media Graphics
• How to create your Plunge in Place Facebook Fundraising page 
  • Classy’s How-To Guide
• 2021 Plunge in Place Customizable Flyer
  • The bottom portion is what can be changed for your local program. Nothing else can be edited.
  • Scroll to the bottom and you will see two places to insert your county name.
• 2021 Plunge in Place Customizable Community Support Flyer
  • The bottom portion is what can be changed for your local program. Nothing else can be edited.
  • Scroll to the bottom and you will see one place to insert your contact information.

• SONC Incident Report Form and Explanation
• 2021 General Certificate of Insurance – This can be used unless a facility specifically requests to be listed as Additional Insured.
• Protective Behaviors Training– is required of all volunteers who may come in close contact with athletes. The Protective Behaviors Training Program is training aimed at preventing sexual abuse against Special Olympics athletes, as well as, ensuring the athletes’ protection.
• Special Olympics Corporate Insurance Policy (SOCIP) Brochure – explains the overarching insurance policy provided to all U.S. programs by American Specialty, Inc. It does not include insurance coverage that SONC has secured for basic business operations, but gives you a good summary of how things like incidents involving athletes, volunteers, events and rental vehicles are handled.

• Athlete Participation Packet (required every 3 years for all athletes age 8 and up)
  • English
  • Spanish
• Young Athletes Form (Required for athletes ages 2-7)
  • English
  • Spanish
• Unified Partner Form (For individuals without intellectual disabilities who participate in sports alongside traditional Special Olympics athletes)
  • English
  • For minors – English

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.

Special Olympics North Carolina is now accepting volunteer screening forms via DocuSign. DocuSign is a secure online platform and all forms are delivered directly to SONC. They are tracked so if there is ever a question about whether a form is turned in we can confirm. Using DocuSign has ensured the we gather correct information from each Class A volunteer.

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.

Webinar Recordings:

2020 Leadership Conference: Volunteers in the Age of COVID-19 (approximately 35 minutes)
Kathy Langfield, SONC Volunteer Engagement Director, talks through ways to engage your volunteers during the pandemic and the new DocuSign system for online background screenings. Special Olympics North Carolina is now accepting volunteer screening forms via DocuSign. DocuSign is a secure online platform and all forms are delivered directly to SONC. They are tracked so if there is ever a question about whether a form is turned in we can confirm. Using DocuSign has ensured the we gather correct information from each Class A volunteer.

2020 Leadership Conference: Unified Schools Engagement (approximately 28 minutes)
Renai Lilly and some students across the state share the latest and greatest and why now is a great time to engage your Unified Champion Schools partners.

• What is local program leadership?
• Local Committee Diagram

A committee may have a…

• Competition Chair
• Families Chair
• Finance Chair
• Fundraising Chair
• GMS – Technology Chair
• Health Chair
• Outreach Chair
• Public Relations & Education Chair
• School Liaison Chair
• Training Chair
• Unified Champion Schools Chair
• Volunteer Chair

Webinar Recordings:

How to Host a Virtual Meeting 8/5/20 (approximately 18 minutes)
This webinar shares how to set up and utilize a Zoom account and what types of meetings local programs can be hosting.

What is local program leadership? A committee is…

• Local Program Committee Structure

Click on the sport below to view the uniform rules and guidelines, especially regarding appropriate logos and suggested logo placement. We are still working on the sports not yet linked, and will post a notice on the updates page as they are completed. In the meantime, please refer to the sport rules or email sports@sonc.net with specific questions.

• Alpine skiing and snowboarding
• Athletics
• Basketball
• Bocce
• Bowling
• Cheerleading
• Cycling
• Equestrian
• Flag football
• Golf
• Gymnastics
• Ice skating
• Powerlifting
• Roller skating
• Soccer
• Softball
• Swimming
• Tennis
• Volleyball

For those local programs hosting a Distribution Day to give packets out to the participants in the community, support materials are available for your reference here:

•  Distribution Day Sample layout – Overall Venue
• Distribution Day Toolkit

Webinar Recordings:

Fall Planning 5/6/20 (approximately 30 minutes)
A summary and timeline of potential sports training and competition plans for fall 2020.

Local Program Webinar 6/24/20 (approximately 35 minutes)
Virtual WOD for Inclusion, Leadership Conference plans, athlete participation packets and planning for fall and spring events.

Fall Planning Part II 7/22/20 (approximately 50 minutes): PowerPoint presentation
Details and guidelines provided for the 10-week training plan, fall sports, and in-person gatherings.

2020 Leadership Conference: Healthy and Active at Home (approximately 40 minutes)
SONC Health Director Ellen Fahey discusses all things Partner Up, Power Up and fall training.

2020 Leadership Conference: Sports and Competition (approximately 45 minutes)
Hear from the SONC sports team as we share an update on fall sports.

In-Person Training Final Preparations 9/2/20 (approximately 30 minutes)
Isabella Williams and Andrea Stamm walk you through final preparations and reminders for in-person training for the fall season.

Timeline

General Forms

• Delegation Information Summary
• Fee Summary (for reference only)
• Registration Checklist

Sport-Specific Forms

• Individual Registration Form
• Horse Roster

Timeline – all deadlines have been extended/adjusted

General Forms

• Event registration must be submitted by the local program coordinator via email to registration@sonc.net by December 4, 2020.
  • Winter Games Delegation Housing & Event Registration
  • Winter Games Registration Checklist
• These forms should be submitted by the local coordinator directly to French Swiss Ski College via fax 828-295-7553
  • Family Registration Form
  • French-Swiss Clothing Rental Form
• Fee Summary (for reference only)

Spring Sports Season Timeline (includes state-level event: Summer Games)

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!

Summer Games Sport-Specific Forms

Webinar Recordings:

SONC Wednesday Webinar 12/9/2020 – 2021 Event Updates Part II (approximately 40 minutes)
Further updates on the 2021 program year, including Polar Plunges and competitions.

SONC Wednesday Webinar 1/6/2021 Recording – In-Person Training, Plunge in Place and Partner Up Power Up and Presentation (approximately 1 hour) Polar Plunge updates and an overview of Partner Up Power Up and spring 2021 training.

SONC Wednesday Webinar 2/3/2021 Recording (approximately 40 minutes) – Continued 2021 planning updates including Plunge in Place and Partner Up Power Up.

What is a MedFest? MedFest offers the physical exam that athletes need prior to participating in Special Olympics sports programming. To learn more, click here.

• SONC MedFest Planning Toolkit

Health Screenings at Spring Games
If your local program is planning on having any form of health screenings at your upcoming spring games, make sure you have thought through these options:

1. Do you have a medical professional already certified through Special Olympics as a Clinical Director?  If so, you can use the terminology Healthy Athletes (HA) for your event.
2. Do you have a medical professional interested in becoming a Clinical Director?  Please email health@sonc.netwith information on this individual and you can be on your way to having true Healthy Athletes events.  The majority of the HA Clinical Director trainings can be done online and are fairly short.
3. Do you have a health screening planned that will be led by medical professionals who have not received Clinical Director training?  In this case, you cannot use the term Healthy Athletes due to liability issues.  The Special Olympics insurance policy will only cover screenings that have certified Healthy Athletes Clinical Directors. Medical professionals not certified and providing health screenings assume all liability associated to any incident that occurs during their screening.  You should refer to your event as a health screening.
4. You may also consider having a local medical professional offer an interactive health education (e.g. dental education, healthy habits education) area at your games.

Healthy Athletes is a Special Olympics program that provides free health screenings and health education in a fun, welcoming environment with a focus on removing the anxiety people with intellectual disabilities often experience when faced with a visit to a medical professional.  We want these activities happening across the state but please help us ensure the proper steps are followed!

Healthy Athletes

• Fit Feet
• FUNfitness
• Health Promotion
• Healthy Hearing
• MedFest
  • MedFest Starter Kit
  • SONC MedFest Planning Handbook
• Opening Eyes
• Special Smiles
• Strong Minds

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

• Community Health Needs Assessment
• Health Measures Tracking Tool
• Lifestyle Survey
• Nutrition & Fitness Tracker
• SONC Health Report (2017-2018)

Wellness Programming

• Fit 5: A guide to achieving fitness and your personal best with physical activity, nutrition and hydration.
• Guide to Sports Nutrition for Coaches
• Healthy UCS Challenge
• SOfit Starter Kit
• SO Fitness Guide for Schools

• Special Olympics NC Style Guide – Using a consistent writing style and form in all Special Olympics communications enhances the clarity and professionalism of our materials. It’s easy to do – and this guide makes it easier!
• 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
  • Logo Usage Examples: What can be changed?

The logo should always be placed placed on solid color backgrounds with lots of empty space around it, preventing any logo crowding. The logo should not be used on tie-dye or camoflauge backgrounds. Do not separate parts of the logo and use them individually. The seal (circle with five people) cannot be used on its own under any circumstances.

The classic logo is best used for printed materials, but can be used for T-shirts as well, though its size and layout makes it better suited for a full front rather than a pocket logo.

The shield logo is best suited for use on T-shirts (especially for a chest pocket logo) and uniforms. The team name (or other wording such as “coach”) can go above or below the shield graphic.

• 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.

• 2019 Brochure Template – Use this editable Word document to design the brochure for your local program.
• 2021 Fact Sheet Template – Use this editable Word document to customize a fact sheet for your local program.