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.
If you have any questions or need help, please contact Brock Banos at bbanos@laso.org or 800-345-6644 ext 107 or Carson Phills at cphills@laso.org or ext 108.
If you have any questions or need help, please contact Brock Banos at bbanos@laso.org or 800-345-6644 ext 107 or Carson Phills at cphills@laso.org or ext 108.
+ welcome and thank you!
Thank you on behalf of our athletes, volunteers, coaches, Board of Directors and the staff of Special Olympics Louisiana for volunteering your time and talent as the local program coordinator for Special Olympics in your community. It’s truly amazing that we have nearly 12,000 children and adults with intellectual disabilities who benefit from the sports and health programs provided in communities across the state. You should be proud of the important role you have in making that happen. Local program coordinators have been a vital part of the success of Special Olympics in Louisiana for more than 50 years. Without your leadership and guidance in athlete recruitment, volunteer management and program planning, the athletes would not have the quality opportunities that they do. Always remember to not be a committee of one because it’s virtually impossible to do everything required to carry out a successful Special Olympics program all by yourself. Spend some time working with our SOLA staff to come up with a plan to recruit and engage a diverse group of people from throughout your community. You certainly will be at the helm as the leader, and you will be able to delegate the many important functions to those on your committee who can make sure Special Olympics is a vibrant and successful part of your local community for the athletes. The resources we have online for you will help you understand many of the important aspects of the Special Olympics Louisiana organization such as our Special Olympics policies and rules, committee structure and volunteer job descriptions, fundraising techniques, financial management, traditional and social media guidelines, and so much more! If you are not successful, then none of us are successful. Please rely on our SOLA staff to ask questions of when you have challenges and to share with us the many successes that you will experience. Again, thank you for your commitment to Special Olympics!
+ get to know special olympics louisiana
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 Louisiana Operating Policies
- These are policies specifically adopted by SOLA (i.e., recreational swimming, drone policy, 15-passenger vans, bounce houses, etc.). You need to know these.
- General Orientation to Special Olympics Louisiana
- Here is a quick training we ask all of our management-level volunteers to read.
- General SOLA Fact Sheet
- This is a one-pager that covers basic information about Special Olympics Louisiana. You can request a customized version of this document for use in your local program by contacting SOLA.
Becoming an Accredited Local Training Program
+ 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:
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 SOLA is doing it correctly and appropriately
- Local Program Accreditation form
- Annual budget form
- VIK (Value-In-Kind) form or spreadsheet
- Review and update list of committee members
- Training and competition roster
- Active updated Athlete Registrations and Class-A Volunteer Screenings on file with SOLA
- Manage pooled banking system and handle finances based on the SOLA financial policies and procedures.
- Represent SOLA appropriately within their local program.
- Adhere to all SOLA/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 SOLA is doing it correctly and appropriately
Role of the Coordinator
+ roles and responsibilities
The Local Program Coordinator is the accredited representative responsible for leading Special Olympics activities within their parish or program.
This role includes, but is not limited to:
See more about the Local Coordinator role here.
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.
How We Communicate with Each Other
The success of any endeavor is mostly determined by how well communication is handled. Local leadership needs to be well-informed by SOLA staff. SOLA needs to be regularly updated by local leadership. Local leadership volunteers need to properly communicate with each other to be on the same page. Athletes and families need accurate information. And the list goes on.
There are several tools for communicating information and the local coordinator and committee should use all of them! Don’t just use one! People communicate in different ways.
There are several tools for communicating information and the local coordinator and committee should use all of them! Don’t just use one! People communicate in different ways.
+ EMAIL
All local programs must have an official email account on file with SOLA. This will be the primary way that information and resources are communicated to you. Since this email will be the 'official' email for your program, it is highly suggested that you create a separate email account from your personal account, make the account name representative of your program, and refrain from using any name that could be offensive to anyone. Gmail accounts are an easy-to-use and free resource, so be sure to check them out.
+ WEBSITE
Each program can have their very own page within the Special Olympics Louisiana website. This can be tailored specifically to your program. If you have updates to your website, please send them to laso@laso.org.
- SOLA's policy regarding local program 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 have pages housed within parks and recreation websites if the program is run through local Parks and Recreation departments.
+ FACEBOOK
- SOLA's social media policy:
- 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 Louisiana - _____ Parish (or approved name)"
- Follow all Special Olympics language guidelines and graphics standards.
- All sub-program social media profiles must have a Special Olympics Louisiana staff member with administrator access at all times. This policy will be applied retroactively to pre-existing pages.
- Social media profiles include but are limited to Facebook pages.
- All programs must be in compliance.
- Accredited sub-programs may have and maintain their own social media profiles, provided said social media profiles meet minimum brand guidelines as outlined below:
- How to add SOLA as a Facebook administrator
- All social media questions can be directed to coser@laso.org
+ ZOOM
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
Text blasts, particularly during an event, can be extremely effective. Think about the great advantage of sending a text alert to your entire local event group when you need to cancel due to rain or have to make a last-minute schedule change; everyone is informed instantly! SOLA currently has a subscription with a service called CallFire and if you would like to use this service for an upcoming event, simply let SOLA know and we can set it up for you. We also use this service to communicate to local program leadership, athletes, coaches and volunteers periodically.
Local Program Financial Practices - COMING SOON!
+ centralized bank system structure and purpose
+ budget process and financial reporting
+ check authorizations
+ volunteer expense reimbursement
+ deposits
+ in kind donations
Fundraising
+ local program fundraising policies
+ fundraising resources
- Sample Knights of Columbus 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 and receive written approval from SOLA 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.
- SOLA Approved Vendor List – COMING SOON! This document contains information on key vendors SOLA uses for transportation, signage and equipment. These vendors can provide similar items used by SOLA 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 SOLA should you have any questions about the process.
+ online fundraising
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 a sport 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 SOLA local programs can use is Flipcause or Facebook which must be created by SOLA's Marketing & Digital Engagement Manager. 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.
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 SOLA local programs can use is Flipcause or Facebook which must be created by SOLA's Marketing & Digital Engagement Manager. 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.
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.
+ forms and resources
- SOLA 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.
- 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 SOLA 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.
- Request for Insurance Certificate Form - use this form to request certificates of insurance if required by a facility or other entity.
It Starts With Athletes
SOLA sports training and competition is open to all children and adults who have an intellectual disability. Learn more on our Become an Athlete page. For those children ages 2-7 years old, a Young Athletes program is provided.
Just like any typical sports organization, an athlete registration, which is essentially a sports physical, must be on file with SOLA prior to starting any sports training with the program.
If a new athlete wants to begin participation with SOLA through virtual programming only, they can register by:
Just like any typical sports organization, an athlete registration, which is essentially a sports physical, must be on file with SOLA prior to starting any sports training with the program.
If a new athlete wants to begin participation with SOLA through virtual programming only, they can register by:
- At-home/online only participation – sign the provided Virtual Release Form; no medical exam required at this time.
- In-person training – get the full athlete registration completed.
Then You Need Volunteers
+ volunteer recruitment
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 Louisiana is now accepting volunteer screening online. This is a secure online platform and all forms are delivered directly to SOLA. They are tracked so if there is ever a question about whether a form is turned in we can confirm. Using this online system 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 SOLA Privacy Statement to see what we are doing to protect your vital information.
For more information, check out the Become a Volunteer page.
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 Louisiana is now accepting volunteer screening online. This is a secure online platform and all forms are delivered directly to SOLA. They are tracked so if there is ever a question about whether a form is turned in we can confirm. Using this online system 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 SOLA Privacy Statement to see what we are doing to protect your vital information.
For more information, check out the Become a Volunteer page.
+ local program leadership
+ competition chair
The Competition Chair is an individual that is responsible for recruiting and managing a team of volunteers for each competitive event the local program conducts, to ensure quality, Olympic-type competitions are made available, in a safe environment, to persons with intellectual disabilities. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Competition Committee
• Adhere to SOLA specific and SOI policies regarding training, competition, eligibility and safety
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and officials
• Ensure that an annual competition plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Competition Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training and competition events
Minimum responsibilities:
• Recruit, screen and train new members of the Competition Committee
• Adhere to SOLA specific and SOI policies regarding training, competition, eligibility and safety
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and officials
• Ensure that an annual competition plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Competition Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training and competition events
+ family chair
The Family Chair is an individual that is responsible for working to increase year-round family involvement with the local program, thereby expanding resources, strengthening family ties, promoting awareness in communities of the needs and attributes of people with intellectual disabilities, assuring the continued quality of the program. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Families Committee
• Adhere to SOLA specific and SOI policies
• Communicate regularly with committee members, Local Program Coordinator and families
• Ensure that an annual Families participation plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Families Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Must have good communications skills
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Motivate families to become more involved
• Educate parents and siblings of the many ways they can become involved
• Attend training, competition and fundraising events
• Become knowledgeable about and teach others about various types of intellectual disabilities
• Work in the community to fight the stigma often associated with intellectual disabilities
Minimum responsibilities:
• Recruit, screen and train new members of the Families Committee
• Adhere to SOLA specific and SOI policies
• Communicate regularly with committee members, Local Program Coordinator and families
• Ensure that an annual Families participation plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Families Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Must have good communications skills
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Motivate families to become more involved
• Educate parents and siblings of the many ways they can become involved
• Attend training, competition and fundraising events
• Become knowledgeable about and teach others about various types of intellectual disabilities
• Work in the community to fight the stigma often associated with intellectual disabilities
+ finance chair
The Finance Chair is responsible for managing all monies raised and spent in the name of the local program. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Communicate with the local program coordinator weekly to see if any money is being collected
• Collect any monies that are raised for the local program
• Make a photocopy of all checks received
• Complete a local program deposit form
• Complete the bank deposit slip and deposit all money into the bank
• Make a photocopy of the bank deposit slip
• Submit all photocopies and completed form to SOLA and provide a copy to the local program coordinator as needed
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track all program revenue
• Communicate regularly with the local program coordinators on any necessary expenditures and track these as well
• Assist with local program purchasing and completion of forms associated with expenses (check authorization requests, volunteer reimbursements, etc.)
• Manage receipt collection, etc.
• Develop an annual budget based on historical spending and future planned expenditures.
Minimum responsibilities:
• Communicate with the local program coordinator weekly to see if any money is being collected
• Collect any monies that are raised for the local program
• Make a photocopy of all checks received
• Complete a local program deposit form
• Complete the bank deposit slip and deposit all money into the bank
• Make a photocopy of the bank deposit slip
• Submit all photocopies and completed form to SOLA and provide a copy to the local program coordinator as needed
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track all program revenue
• Communicate regularly with the local program coordinators on any necessary expenditures and track these as well
• Assist with local program purchasing and completion of forms associated with expenses (check authorization requests, volunteer reimbursements, etc.)
• Manage receipt collection, etc.
• Develop an annual budget based on historical spending and future planned expenditures.
+ fundraising chair
The Fundraising Chair is an individual that is responsible for organizing efforts to raise money for the local program. Ideally, this Committee will have multiple, active members, all of whom will be overseen by the Fundraising Committee Chair, and the group will share the responsibilities outlined below. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Fundraising Committee
• Adhere to SOLA specific and SOI policies
• Follow the state and area financial reporting system
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and Finance Chair
• Ensure that an annual fundraising plan is developed, approved by the Finance Chair and Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Fundraising Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate fundraising plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track all program revenue
• Come up with fun, new ideas to raise maximum amount of money with minimum amount of effort
• Utilize athletes and/or volunteers at fundraising events
• Attend fundraising events
• Solicit donations from local businesses and members of the community
• Consult with SOLA Staff to apply for grant money
Minimum responsibilities:
• Recruit, screen and train new members of the Fundraising Committee
• Adhere to SOLA specific and SOI policies
• Follow the state and area financial reporting system
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and Finance Chair
• Ensure that an annual fundraising plan is developed, approved by the Finance Chair and Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Fundraising Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate fundraising plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track all program revenue
• Come up with fun, new ideas to raise maximum amount of money with minimum amount of effort
• Utilize athletes and/or volunteers at fundraising events
• Attend fundraising events
• Solicit donations from local businesses and members of the community
• Consult with SOLA Staff to apply for grant money
+ gms/technology chair
The Technology Chair is an individual that is responsible for managing all aspects of the Games Management Software (GMS) system and athlete information. This includes but is not limited to inputting athlete information into GMS, keeping track of expiring paperwork, and running reports and heat sheets for any local Special Olympics competition event. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Must be tech-savvy, willing to learn a new computer program, and must have access to a computer
• Recruit, screen and train volunteers to assist in inputting athlete information into the database
• Receive training in GMS
• Manage all athlete and volunteer forms in the system
• Oversee the creation of events in GMS and the supporting reports needed to run competitions
• Attend local competitions to manage the use of GMS
• Adhere to SOLA specific and SOI policies regarding training, competition, eligibility and safety
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and Special Olympics Louisiana Director of Sports & Programs, to ensure the database is up-to-date
• Evaluate goals and objectives annually
• Submit a final report from GMS to the local coordinator to assist with the completion of the local accreditation document.
Minimum responsibilities:
• Must be tech-savvy, willing to learn a new computer program, and must have access to a computer
• Recruit, screen and train volunteers to assist in inputting athlete information into the database
• Receive training in GMS
• Manage all athlete and volunteer forms in the system
• Oversee the creation of events in GMS and the supporting reports needed to run competitions
• Attend local competitions to manage the use of GMS
• Adhere to SOLA specific and SOI policies regarding training, competition, eligibility and safety
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and Special Olympics Louisiana Director of Sports & Programs, to ensure the database is up-to-date
• Evaluate goals and objectives annually
• Submit a final report from GMS to the local coordinator to assist with the completion of the local accreditation document.
+ health chair
Special Olympics Louisiana is excited to be pursuing the opportunity to enhance athlete’s health in many ways. The establishment of a health committee member on your program's planning committee will help connect health resources to athletes and community, increase athlete numbers, and eliminate many common barriers to health care in your community.
Minimum responsibilities:
• Attend all planning committee meetings and report on health-related program updates
• Hold health committee meetings as required
• Ensure athletes are able to complete all sections of the online Athlete Registration Form every three years, including a physical from a medical professional and parental consent, if applicable
• Assist in planning health focused events, such as MedFest or Healthy Athletes screenings where Special Olympics athletes can obtain physicals, health education, and information on local healthcare resources
• Recruit medical professionals to serve as first responders at events such as local competitions (i.e. doctors, nurses, EMS, athletic trainers).
• Recruit and build a health committee or subcommittee
• Serve as a liaison between health resources (primary care physicians, hospitals, healthcare organizations, etc.) and Special Olympics in your local community
• Serve as a liaison between the SOLA Staff and your local Special Olympics program
• Create new partnerships between health resources and Special Olympics in your local community
• Work with your Local Coordinator to ensure athletes obtain Athlete Physical Forms
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track health activity
• Communicate regularly with the local program coordinators on any necessary changes to programming.
Minimum responsibilities:
• Attend all planning committee meetings and report on health-related program updates
• Hold health committee meetings as required
• Ensure athletes are able to complete all sections of the online Athlete Registration Form every three years, including a physical from a medical professional and parental consent, if applicable
• Assist in planning health focused events, such as MedFest or Healthy Athletes screenings where Special Olympics athletes can obtain physicals, health education, and information on local healthcare resources
• Recruit medical professionals to serve as first responders at events such as local competitions (i.e. doctors, nurses, EMS, athletic trainers).
• Recruit and build a health committee or subcommittee
• Serve as a liaison between health resources (primary care physicians, hospitals, healthcare organizations, etc.) and Special Olympics in your local community
• Serve as a liaison between the SOLA Staff and your local Special Olympics program
• Create new partnerships between health resources and Special Olympics in your local community
• Work with your Local Coordinator to ensure athletes obtain Athlete Physical Forms
Additional potential responsibilities:
• Use a system such as an Excel spreadsheet to track health activity
• Communicate regularly with the local program coordinators on any necessary changes to programming.
+ outreach chair
The Outreach Chair is an individual that is responsible for developing plans and activities to reach eligible persons who have not yet had the opportunity to participate in Special Olympics, on a year-round basis. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Outreach Committee
• Adhere to SOLA specific and SOI policies
• Communicate regularly with committee members, Local Program Coordinator(s) and the community
• Ensure that an annual Outreach plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Outreach Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Make connections within the community, through schools, community groups, and networking
• Educate potential athletes and their parents/guardians about the many ways they can become involved in the local program
• Attend training, competition, fundraising and social events
Minimum responsibilities:
• Recruit, screen and train new members of the Outreach Committee
• Adhere to SOLA specific and SOI policies
• Communicate regularly with committee members, Local Program Coordinator(s) and the community
• Ensure that an annual Outreach plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Outreach Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Make connections within the community, through schools, community groups, and networking
• Educate potential athletes and their parents/guardians about the many ways they can become involved in the local program
• Attend training, competition, fundraising and social events
+ public relations & education chair
The Public Relations & Education Chair is an individual that is responsible for developing and implementing activities, materials and media opportunities that will increase community awareness of the Special Olympics movement, and promote the capabilities of people with intellectual disabilities. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Public Relations & Education Committee
• Adhere to SOLA specific and SOI policies regarding sponsors, language guidelines, use of logo and credit line
• Communicate regularly with committee members, Local Program Coordinator(s), media and the community
• Ensure that an annual Public Relations and Education plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Outreach Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
• Ensure promotional activities are in place for local games and activities
• Utilize any public education campaign materials developed by SOI in conjunction with SOLA specific materials
• Oversee all aspects of media relations for local games and events
Additional potential responsibilities:
• Oversee social media outlets run by the local program, or help to create them if they don’t exist
Build and maintain relationships with local news media outlets, working to make Special Olympics coverage as common as coverage of local high school sports
• Educate members of the community about intellectual disabilities
• Attend training, competition, fundraising and social events
• Be the representative for the local program , willing to be interviewed by radio, TV or newspapers
Minimum responsibilities:
• Recruit, screen and train new members of the Public Relations & Education Committee
• Adhere to SOLA specific and SOI policies regarding sponsors, language guidelines, use of logo and credit line
• Communicate regularly with committee members, Local Program Coordinator(s), media and the community
• Ensure that an annual Public Relations and Education plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Outreach Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate competition plans, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
• Ensure promotional activities are in place for local games and activities
• Utilize any public education campaign materials developed by SOI in conjunction with SOLA specific materials
• Oversee all aspects of media relations for local games and events
Additional potential responsibilities:
• Oversee social media outlets run by the local program, or help to create them if they don’t exist
Build and maintain relationships with local news media outlets, working to make Special Olympics coverage as common as coverage of local high school sports
• Educate members of the community about intellectual disabilities
• Attend training, competition, fundraising and social events
• Be the representative for the local program , willing to be interviewed by radio, TV or newspapers
+ school liaison chair
All Unified Champion Schools incorporate the following three components in a way that creates meaningful inclusion for students with intellectual disabilities in their school community.
UCS Staff Liaison:
• Primary contact for Unified Champion School activities at their school.
• Engage and empower youth leaders to implement the three components of a Unified Champion School.
• Every school ideally should have two (2) staff liaisons (a primary contact and a co-liaison) to support student leaders and be their primary contact for SOLA communication
• The staff liaisons can be SPED teachers/assistants, PE teachers, school counselors, etc. The staff liaison cannot be a parent or guardian
• Responsible for completing the mandatory mid-term and final reports
• Responsible for completing the year end liaison survey in May/June.
Student Leaders:
• Each school should identify 1 traditional education student and 1 SPED student to promote inclusive youth leadership. If school does not offer SPED coursework, student leaders must work to provide at least 1 opportunity at their school for students with intellectual disabilities in their community.
• Responsible for planning and implementation of Unified Champion School activities
• Responsible for completing monthly reports to SOLA
Administration approval is required to participate in the Unified Champion School program. Schools must provide administration contact. Administration is responsible for supporting staff liaisons and student leaders in Unified Champion School activities.
- Inclusive/Unified Sports – A fully inclusive sports or fitness program that combines students with and without intellectual disabilities. Examples include: Unified PE, Unified Intramural Sports, Unified Interscholastic Sports, and Unified Recreational Sports.
- Youth Leadership – Students with and without intellectual disabilities work to lead awareness, Unified Sports, advocacy, inclusion and other Special Olympics activities throughout the school year. Examples include: Unified Special Olympics Club, Inclusive Student Council, Inclusive Key Club.
- Whole School Engagement – Host awareness and education activities that promote inclusion and reach the majority of the student population. Examples include: spread the word to end the word rallies, Fans in the Stands and student fundraising.
UCS Staff Liaison:
• Primary contact for Unified Champion School activities at their school.
• Engage and empower youth leaders to implement the three components of a Unified Champion School.
• Every school ideally should have two (2) staff liaisons (a primary contact and a co-liaison) to support student leaders and be their primary contact for SOLA communication
• The staff liaisons can be SPED teachers/assistants, PE teachers, school counselors, etc. The staff liaison cannot be a parent or guardian
• Responsible for completing the mandatory mid-term and final reports
• Responsible for completing the year end liaison survey in May/June.
Student Leaders:
• Each school should identify 1 traditional education student and 1 SPED student to promote inclusive youth leadership. If school does not offer SPED coursework, student leaders must work to provide at least 1 opportunity at their school for students with intellectual disabilities in their community.
• Responsible for planning and implementation of Unified Champion School activities
• Responsible for completing monthly reports to SOLA
Administration approval is required to participate in the Unified Champion School program. Schools must provide administration contact. Administration is responsible for supporting staff liaisons and student leaders in Unified Champion School activities.
+ training chair
The Training Chair is an individual that is responsible for ensuring year-round, quality training opportunities exist for athletes, by providing training schools for coaches, officials, Games Management Teams and Competition Directors and to oversee the development of the sports programs for athletes of all ability levels. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Training Committee
• Adhere to SOLA specific and SOI policies regarding sports training
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and coaches
• Ensure that an annual training plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Training Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate training plans, goals and objectives annually
• Ensure health, safety and risk management guidelines are disseminated to all Sports Directors, facility and equipment lenders
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training and competition events
Minimum responsibilities:
• Recruit, screen and train new members of the Training Committee
• Adhere to SOLA specific and SOI policies regarding sports training
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and coaches
• Ensure that an annual training plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Training Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Evaluate training plans, goals and objectives annually
• Ensure health, safety and risk management guidelines are disseminated to all Sports Directors, facility and equipment lenders
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training and competition events
+ unified champion schools chair
The Unified Champion Schools Chair (UCS) will work directly with Special Olympics Staff and their Local Program Coordinator to continue growing our Unified Champion Schools movement. Ideally, this individual will be connected to local school resources, including educators and students, to recruit new Unified Champion Schools and serve as a liaison between students and the community. The Unified Champion Schools Chair will successfully engage and empower youth leaders to implement the three components of a Unified Champion School: Inclusive/Unified Sports, Youth Leadership, and Whole School Engagement.
Minimum responsibilities:
• Recruit new Unified Champion Schools
• Work with Local Program Coordinator to implement and develop annual School Outreach Plan
• Assist in the completion of the mandatory UCS mid-term report due in December
• Assist in the completion of the mandatory UCS final reporting due in May
• Administer the annual year end liaison survey in May/June
• Maintain updated contact sheet of school staff and student liaisons
• Recruit student volunteers to various local Special Olympics events
• Support school led-fundraising activities and initiatives
• Educate potential athletes and their parents/guardians about the many ways they can become involved in the local program
Additional potential responsibilities:
• Attend training, competition, fundraising and social events
• Attend local program committee meetings as necessary
• Adhere to SOLA and SOI Unified Champion School policies
Minimum responsibilities:
• Recruit new Unified Champion Schools
• Work with Local Program Coordinator to implement and develop annual School Outreach Plan
• Assist in the completion of the mandatory UCS mid-term report due in December
• Assist in the completion of the mandatory UCS final reporting due in May
• Administer the annual year end liaison survey in May/June
• Maintain updated contact sheet of school staff and student liaisons
• Recruit student volunteers to various local Special Olympics events
• Support school led-fundraising activities and initiatives
• Educate potential athletes and their parents/guardians about the many ways they can become involved in the local program
Additional potential responsibilities:
• Attend training, competition, fundraising and social events
• Attend local program committee meetings as necessary
• Adhere to SOLA and SOI Unified Champion School policies
+ volunteer chair
The Volunteer Chair is an individual that is responsible for establishing and monitoring the volunteer management system. As with all management volunteers, a volunteer screening form and background check must be completed.
Minimum responsibilities:
• Recruit, screen and train new members of the Volunteer Committee
• Adhere to SOLA specific and SOI policies regarding volunteer screening
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and coaches
• Ensure that an annual volunteer management plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Volunteer Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Ensure that a volunteer recognition plan is in place for use by all committees, management teams and local programs
• Train committee chairs and event directors on the volunteer screening process
• Ensure proper files and forms exist on all local volunteers
• Assist with relieving volunteers of their duties when needed or asked
• Evaluate the volunteer plan, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training, competition, fundraising and social events
Minimum responsibilities:
• Recruit, screen and train new members of the Volunteer Committee
• Adhere to SOLA specific and SOI policies regarding volunteer screening
• Attend and fully participate in local committee meetings
• Communicate regularly with committee members, Local Program Coordinator and coaches
• Ensure that an annual volunteer management plan is developed, approved by the Local Program Coordinator, and that it is implemented
• Ensure the recommended duties of the Volunteer Committee are delegated to its members
• Evaluate committee members’ service annually to determine if continued membership is recommended, and if increased responsibility should be given, or if they should be removed from the committee or re-routed to another position
• Ensure that a volunteer recognition plan is in place for use by all committees, management teams and local programs
• Train committee chairs and event directors on the volunteer screening process
• Ensure proper files and forms exist on all local volunteers
• Assist with relieving volunteers of their duties when needed or asked
• Evaluate the volunteer plan, goals and objectives annually
• Submit a final report to the local coordinator to assist with the completion of the local accreditation document
Additional potential responsibilities:
• Attend training, competition, fundraising and social events
+ coaches
Special Olympics coaches are essential for the sports and fitness training of your local athletes. Coaches also assist with coordination of local athletes attending state games and tournaments as well as USA Games and World Games. For more information on coaching, the coach certification process and resources available to coaches, click here.
Sport Uniform Guidelines
Please find basic uniform information for each sport here. As with any sports organization, appropriate uniforming is an important component of competition. Starting January 2021, SOLA will require appropriate uniforming for all state-level competitions.
Those sports without a live links below are still under review. Please revisit this page as guidelines are progressively added.
Those sports without a live links below are still under review. Please revisit this page as guidelines are progressively added.
+ GUIDELINES
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 coser@laso.org with specific questions.
- Athletics
- Basketball
- Bocce
- Bowling
- Equestrian
- Flag football
- Golf
- Gymnastics
- Powerlifting
- Softball
- Swimming
- Tennis
- Volleyball
Training season timelines and state-level event forms
SOLA has several state-level events each year and there is a training season leading up to each. Even if an athlete does not go on to compete at the state level, it is important that SOLA still receives information about any sport training in which they are involved.
As you are aware, all state-level events are either canceled or in a tentative state while we all watch what is developing with the coronavirus pandemic. In the meantime, we have kept the listing of events and the associated forms/timelines for your reference once everything does start rolling again.
In general, SOLA will follow the timeline below for each sport season:
As you are aware, all state-level events are either canceled or in a tentative state while we all watch what is developing with the coronavirus pandemic. In the meantime, we have kept the listing of events and the associated forms/timelines for your reference once everything does start rolling again.
In general, SOLA will follow the timeline below for each sport season:
- 16 weeks prior to state-level event - SOLA will provide a list to all local programs showing athletes, partners and coaches along with expired/expiring applications or certifications
- 15 weeks prior to state-level event - SOLA will host a coaches' meeting to set expectations, review deadlines, and go over any changes to rules or procedures.
- 12 weeks prior to state-level event - Programs begin practicing
- 8 weeks prior to state-level event - Programs submit training rosters to SOLA listing all athletes, partners and coaches participating in the season; quota requests open
- 6 weeks prior to state-level event - Quota requests close
- 5 weeks prior to state-level event - SOLA confirms quotas for local programs
- 4 weeks prior to state-level event - SOLA sends list of eligible athletes out to programs which will be used for registration.
- 3 weeks prior to state-level event - All registrations due to SOLA; only athletes, partners and coaches with proper registration, physicals and certifications will be allowed to register
- 2 weeks prior to state-level event - Details event/Head of Delegation (HOD) information published
+ state HORSESHOE PITCHING OPEN INVITATIONAL
+ STATE SOFTBALL SKILLS OPEN INVITATIONAL
+ STATE FLAG FOOTBALL SKILLS OPEN INVITATIONAL
Health & Wellness
+ Healthy athletes, medfest & health screenings
Health Screenings at SOLA Events
If your local program is planning on having any form of health screenings at your upcoming competitions, make sure you have thought through these options:
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!
Click here to learn more about Healthy Athletes
If your local program is planning on having any form of health screenings at your upcoming competitions, make sure you have thought through these options:
- 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. These events MUST be coordinated with SOLA's central office staff.
- Do you have a medical professional interested in becoming a Clinical Director? Please email laso@laso.org with 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.
- 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.
- You may also consider having a local medical professional offer an interactive health education (e.g. dental education, healthy habits education) area at your local events.
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!
Click here to learn more about Healthy Athletes
+ health resources
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
Data and Evaluation 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
Communications
+ language and logo guidelines
- 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 SOLA logos should be thrown out and replaced with the correct logo. If you need your program’s logos, please email coser@laso.org
+ logos on local t-shirt designs
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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 camouflage 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. |
+ social media
- SOLA's social media policy:
- 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 Louisiana - _____ Parish (or approved name)"
- Follow all Special Olympics language guidelines and graphics standards.
- All sub-program social media profiles must have a Special Olympics Louisiana staff member with administrator access at all times. This policy will be applied retroactively to pre-existing pages.
- Social media profiles include but are limited to Facebook pages.
- All programs must be in compliance.
- Accredited sub-programs may have and maintain their own social media profiles, provided said social media profiles meet minimum brand guidelines as outlined below:
- How to add SOLA as a Facebook administrator
- All social media questions can be directed to coser@laso.org
+ local program webpages
Each program can have their very own page within the Special Olympics Louisiana website. This can be tailored specifically to your program. If you have updates to your website, please send them to Craig Oser (coser@laso.org).
- SOLA’s Website Policy – 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 have pages housed within parks and recreation websites if the program is run through local Parks and Recreation departments.
+ templates
To download SOLA's official font (Ubuntu), click here.
Local program brochure template
Local volunteer business card template
Local Program letterhead template
Local program brochure template
Local volunteer business card template
Local Program letterhead template
