First off, THANK YOU for volunteering to host a UPA Level I Coaching Workshop! This truly could not happen without you. Because of your help, the UPA Coaching program is the most successful Ultimate coach certification program in the world. Please read through this guide to find all the info you'll need to do a great job. Have a great workshop!
JOB DESCRIPTION
Please take a look at the job description below for a general overview.
Level I Coaching Workshop Local Coordinator
UPA COACH PROGRAM ORGANIZATIONAL STRUCTURE
The organization of the UPA Coach Program is as follows:
- UPA Level I Coaching Workshop are held during the Winter (January-March)
- Locations for Level I Coaching Workshops are determined by the UPA Director of Youth Development and UPA Level I Coach Instructors with input from UPA State Youth Coordinators
- The workshops are administered by one of eleven UPA Level I Coach Instructors
- The Director of Youth Development oversees all aspects of the UPA Coach Program which consists of both UPA Level I and UPA Level II Coach Workshops. The Director of Youth Development position is a full-time, paid UPA staff position located at UPA Headquarters in Colorado.
COMMUNICATION
Chain of Communication
In order to function effectively and efficiently it is important that we have a communication network. Local Coordinators play an essential role in this network. When working perfectly the system looks like this:
Interested/Registered Coaches/Volunteers -----> Local Coordinator -----> Coach Instructor -----> Director of Youth Development.
The system works the other way for disseminating information. Please try to stick with the communication structure. If you have a question or new information, go to the next person in the chain. It will help everyone be able to manage their time more effectively and help make sure all the right people are in the loop. If you feel like the structure is breaking down at some point, please contact the next person in the chain and let them know.
UPA Headquarters Contact Info
Director of Youth Development
Meredith Tosta
meredith@hq.upa.org800-UPA-GETH x 115
Ultimate Players Association
4730 Table Mesa Dr.
Suite J-200
Boulder, CO 80305
LEVEL I COACHING WORKSHOPS
PRIOR TO THE CLOSE OF REGISTRATION
SETTING THE DATE AND TIMEThe date of the workshop is determined by the Local Coordinator and the Coach Instructor. The date should fall on a weekend day between January 15th and March 31st and should avoid conflicts with major local and (in some cases) regional Ultimate events that may draw potential workshop attendees. You may want to e-mail local e-mail lists and inquire about good dates for the workshop.
The important factors to consider in picking a date:
• Coach Instructor Availability
• Local Coordinator Availability
• Site Availability
• Local Ultimate events
The workshop times are also determined by the Local Coordinator and Coach Instructor. The 8.5 hour workshop includes 30 minutes for registration and 8 hours of workshop time (including 1 hour for lunch). We recommend that the workshop registration begins at 8am with the workshop beginning at 8:30am and running to 4:30pm.
As soon as the date and time are set, e-mail the Director of Youth Development so that registration can be set-up. Also include your shipping information for workshop materials.
WORKSHOP SITE
Choosing the workshop site is the responsibility of the Local Coordinator. Optimal workshop sites are schools that have both classroom and field facilities. The workshop is 8.5 hours. The first 6 hours require classroom facilities and the last 2.5 hours require a field or, as a back-up in case of inclement weather, a gym.
The UPA budgets $225 for the facilities but in most cases we have been able to obtain the facilities for free through local Ultimate playing teachers or relationships with Local Parks and Rec departments that have the facilities.
As soon as the site has been determined please contact the Director of Youth Development with both the site and directions so that it can be added to the registration page.
WORKSHOP REGISTRATION
The Director of Youth Development will be responsible for setting up registration. Registration closes Sunday evening at midnight, two weeks prior to the workshop.
WORKSHOP PROMOTION
The responsibility for workshop promotion will be split between the Local Coordinator and the UPA Director of Youth Development.
The Local Coordinator will be responsible for
- E-mailing local lists
- Working with Local Disc Organizations to get the workshop announced on their website
- Talking to local people who may be interested
The Director of Youth Development will be responsible for
- Posting to Rec.Sport.Disc
- Announcing the workshop on the UPA website
- Announcing the workshop in the UPA Magazine
Promotion of the workshop is vital to the success of the program. If fewer than 7 coaches are registered for the Level I coaching workshop, the workshop will be canceled. Workshops can have a maximum of 20 coaches.
POST REGISTRATION
WORKSHOP LIST AND CONTACTING REGISTERED COACHES
The Monday following the close of registration the Director of Youth Development will send an e-mail to the Local Coordinator and to the Workshop Instructor that includes the workshop attendee list in attachments.
By Wednesday, the Local Coordinator should send an e-mail to the Workshop Attendees and Coach Instructor with the following information:
- Confirmation of their registration
- Reminder of the dates and times (for both coaches and volunteers)
- Reminder to join or renew their membership with the UPA
- Attachment for the coaching application
- Requests for the following information
- Special food preferences (due back to you by Sunday night)
- Housing needs (you may have to assist in coordinating housing or directing out of town coaches to nearby hotels)
- Reminder to bring the following items
- Proof of UPA membership (current membership card, paypal receipt). They will have to pay their UPA membership at the workshop if they have no proof
- Their filled out Coaching Application and background check form
- Clothes that they can be active in (play Ultimate in), cleats, and gym shoes
ARRANGING FOOD
The Local Coordinator is responsible for arranging all food. Arrange food in the week prior to the workshop. The UPA budgets $15/coach for food and drinks. You are responsible for providing breakfast for all coaches and volunteers, lunch for all coaches, and snacks.
Breakfast Suggestions – (Pick up on the way to the workshop from a local or chain Bagel place, e.g. Einstein’s Bagels):
- Bagels (1/coach)
- Cream Cheese (1 small tub/8 coach)
- Coffee, Cream, Sugar (whatever is recommended by the bagel store)
Lunch Suggestions – (Arrange catering from a local deli. If necessary Subway’s three-foot subs are good deals)
- Sandwiches -Turkey, Ham, Roast Beef, Veggie (Whatever amount is recommended)
- Pasta Salad (Whatever amount is recommended)
Snack and Drink Suggestions – (Purchase at grocery store a few days prior to workshop)
- Fruit – Orange, Bananas, Apples (1 piece/coach)
- Chips – (1 large bag/10 coach)
- Oreos – (1 package)
- OJ (½ gallon/12 coach)
- Sodas and Bottled Water (1-2 drinks/coach)
WORKSHOP MATERIALS
Prior to the workshop you will receive 2-4 boxes of materials. You will need to prepare some materials prior to the workshop, so please open them up and make sure everything is accounted for as soon as you get it.
From Wrightlife:
- Discs (one for every coach)
- FIVE Shorts (one for every coach)
- FIVE Coach Bag (one for every full day coach)
From the UPA:
- Ultimate 101 DVDs (one for every full day coach
- Ultimate Fitness DVD (one for every full day coach)
- Ethics Manual – about 30 pages (one for every coach)
- Performance Manual – about 80 pages (one for every full day coach)
- Ethics Code – about 18 pages (one for every coach)
Of course, please bring all materials to the workshop.
WORKSHOP REVIEWS, ATTENDANCE SHEET, and NAME TAGS
Please print out copies of the workshop reviews, one for every workshop participant and bring to the workshop, extra copies of the Coach application, and one copy of the Workshop Attendance sheet. Please purchase name tags (enough for each workshop participant). Bring all of these items to the workshop.
THE DAY OF THE WORKSHOP
SET-UP AND REGISTRATION
Please arrive at the workshop site 20 minutes prior to the opening of workshop registration (this is also the time that the Coach Instructor will be there). Use this time to set up breakfast, prepare your registration materials, and the materials for the coaches. We recommend writing workshop participants name’s on the name tags and placing it with the coach’s materials (shorts, disc, and manual)
As coaches arrive please use the Workshop Attendance sheet to check them in.
Collect the following from all coaches:
- Workshop Registration Payments (all the participants on the original registration sheets have paid. We’ll talk about odd cases later)
- Coach Application and Background check form
- UPA Membership (UPA Membership card, Print-out of UPA membership page, Paypal receipt, or make them pay for membership - $40/adult, $30/college, $45/coach&player, $25/coach)
Once each participant has been checked off hand them their materials and direct them to breakfast. After registration is over hand the Workshop Attendance sheet to the Coach Instructor.
THE WORKSHOP
Let the Instructor do his/her thing and enjoy the experience!
END OF WORKSHOP AND CLEAN-UP
As soon as the workshop is over hand out the workshop review sheets and collect them as they are filled out. Assist the Coach Instructor in cleaning up the site (both field/gym and classroom)
FIRST WEEKDAY AFTER WORKSHOP
Nice work! You’re almost done. On the first day after the workshop please mail the following items to UPA Headquarters:
- Coach Applications
- Workshop Registration Payments
- UPA Memberships
- Workshop Reviews
- Any extra materials from the workshop (Shorts, Bags, Discs, Manuals, DVDs)
- Any receipts for expenses related to the coaching workshop including:
- Food
- Facility Fee
- Postage
- Copying
Mail to:
Ultimate Players Association
c/o Level I Coach Workshop
4730 Table Mesa Dr.
Suite J-200
Boulder, CO 80305
That’s it. You’re Done!
ODD REGISTRATION SITUATIONS
For all odd registration situations please direct to Director of Youth Development. These may include:
- Cancellation prior to close of registration: Registrant will receive full refund
- Cancellation after close of registration: Registrant may transfer registration to another potential registrant or save for a later date
- Wants to register after close of registration: Will be put on the waiting list pending any cancellations. Will pay the full fee + $10 late fee if we can fit them.
- No-show without notice: Forfeits registration fee
- Wants to register on day of workshop: Must wait until 10 minutes after start of workshop and if there is a no-show, may pay full fee and stay.
BEFORE, DURING, AFTER YOUR WORKSHOP:
Two Months+ Prior to the Workshop
- Determine Dates and Times for workshop
- E-mail Director of Youth Development with Date and Time of workshop and your shipping information
- Determine the Site for the workshop
- E-mail Director of Youth Development with Site and directions
- Promote workshop on local lists and websites utilizing local disc organizations and leagues
Two Weeks Prior to Workshop (After Close of Registration)
- Contact Registered Coaches and Volunteers with necessary information and ask for food preferences
One Week Prior to Workshop
- Arrange Catering for Lunch
- Order breakfast pick-up
- Purchase snacks and drinks
- Purchase name-tags
- Print Workshop Reviews, Coach Applications, and Workshop Attendance sheet
Day of the Workshop
- Bring all necessary materials
- Discs
- Manuals
- Shorts
- Pens
- DVDs
- Snacks and Drinks
- Name Tags
- Workshop Reviews
- Extra Coach Applications
- Workshop Attendance Sheet
- Pick-Up Breakfast
- Set-up classroom (Breakfast, registration)
- Administer Registration and hand out Workshop Materials
- Enjoy the Workshop
- Hand out and collect workshop reviews
- Assist with cleaning up the site
Day after the Workshop
- Send extra materials, Coach Applications, Background check forms, Workshop Reviews, and all outstanding receipts to the UPA
- Report any incidents to the Director of Youth Development (unprepared coach instructor, difficult coaches, site problems).
- Kick back and know that because of you Ultimate is going to be HUGE!
DOWNLOAD THIS DOCUMENT HERE: LC PACKET
