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.

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.

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.

• 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.

• SONC Incident Report Form and Explanation
• 2020 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.

• 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.

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?
• 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

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

Timeline

General Forms

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

Sport-Specific Forms

• Individual Registration Form
• Horse Roster

Timeline

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

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)

Timeline

General Forms

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

Sport-Specific Forms

• Cheerleading Individual and Team Registration Form

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

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

• 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.
• 2019 Fact Sheet Template