Coordinator - Sports & Performing Arts

Primary Purpose:

A SPA Coordinators role calls for being a leader, mentor, trainer, and administrator in order to align and fulfil the functional goals to achieve the Vision of the origination

SPA Coordinator/Asst. Coordinator would have to take up the responsibility of conducting Fitness and Games Pro actively wherever necessary/applicable.

1. Vertex Communication

The coordinator is responsible for maintaining regular correspondence with VERTEX /SPA Cluster as per the Communication Protocol issued by VERTEX. 

It is important to review outgoing communication for spelling errors, incomplete sentences, grammatical errors, and language.

Preserve and ensure confidentiality of all the documents, manuals, planners, worksheets, and other curriculum material of the school.

Spa Coordinator must prepare and seek approval of the SPA Year Plan & event calendar along with the budget from the Centre Head, before submitting to Vertex.

1. Administration Related

Ensure Implementation of Administrative Systems, Processes and Policies as suggested by Cluster/Vertex and conduct audit at regular intervals.

Record and keep track of stock held and required at centers.

SPA Coordinator along with the Centre Head to ensure Implementation of HR Policies and Processes as per guidelines of the Vertex in relation to Appraisal, Induction, Recruitments, Transfers, Joining and exits.

Follow up with centre Administrator for the upkeep and maintenance of the infrastructure and workstations.

1. Academics Related

SPA Coordinator is expected to share the responsibility with the Coaches for the emotional and physical well-being of each student in the respective grade levels.

1. Curriculum Implementation
2. Plan for effective delivery of curriculum by means of the Academic SPA Planner
3. Ensure availability of necessary equipment for effective curriculum implementation.
4. Observe sessions in each activity daily.
5. Provide timely feedback to coaches.
6. Ensure uniformity in implementation of the session plans.
7. Maintain the equipment used in implementation and planning.
8. Curriculum guidelines for Grade Combinations.
9. Curriculum to be followed for combined grades to be decided collectively by HODs, Coordinator and coach.
10. Important Points to be considered, curriculum followed in the previous year& the appropriate curriculum progression.
11. Drafting of Circulars
12. Circular issued by Vertex to be followed.
13. Circular is a combined responsibility of the Centre Head, Grade Level Coordinator and SPA Coordinator.
14. Ensure that the circulars are sent on time.
15. Circulars need to be drafted and approved well in advance.
16. Circulars need to be displayed (on notice boards) for the information of all staff.
17. SPA Coordinators need to be aware of all circulars issued by the school.
18. Maintain a record of all the circulars sent  with regards to SPA.
19. Special Events (refer to clause no. 13, 17, 18 & 19)
20. Conduct Extra Curricular Activities as per guidelines.
21. To take details and get approval of the annual budgets from the Principal/Vertex
22. Operations
23. The coordinator should prima facie:
24. Be thorough with SPA Manual and adhere to the same.
25. Be familiar with the other Manuals (Teachers Manual, Administrative Manual, Parents’ Manual, Personalised Learning Centre Manual and Employee Handbook and adhere to the same).
26. Ensure that coaches and SPA Executive are thorough with all the SPA manuals before getting on job.
27. Ensure that training and induction for all SPA staff members are conducted timely, effectively and should promote maximum participation.
28. Conduct refresher training for the manuals to be reinforced at regular intervals.
29. Maintenance of Records (refer to clause no. 27)
30. Ensure maintenance of all records/ formats as per the guidelines by the SPA Manual
31. To provide timely data (SharePoint) when required by HODs /SPA Cluster Heads/Audit Team/Vertex pertaining to:
32. School Policies
33. Should be aware and adhere to all policies of the school affecting the SPA staff and students.
34. Be familiar with the duties of Asstt. Spa Coordinator/ coaches.
35. Should fulfil all contractual /Payroll obligations of staff as mentioned in the Employee Handbook
36. To complete such forms and records as required facilitating the smooth operation of the school or school system.
37. Should attend all meetings convened by the principal, unless prior permission is obtained to stay absent.
38. Should be in school at a reasonable time prior to beginning and ending of the activity/school, as per the HR Policy.
39. Should adhere to all the current policies and actively implement new polices introduced from time to time.
40. Should take handover from coaches who have resigned from the organisation and allocate the job appropriately.
41. Should take inventory of sports equipment, etc. on every last working day of the month.
42. Work in coordination with the principal to ensure implementation of HR Policies and Processes as per guidelines of VERTEX in relation to Appraisal, Induction, Recruitments, Transfers, Joining and Exit procedures.
43. Equipment Provision and Equipment Requisition (refer to clause no. 6)
44. All the requisitions made by the coaches to the stores should be routed through the SPA Coordinator.
45. To Approve/Disapprove requisitions made by the coaches as per the requirement and relevance and forward the same to the stores with the permission of the principal.
46. To educate, encourage and promote optimum usage of the available equipment.
47. To pay attention to the cost cutting factor in the sports items and maintain record of requisitions placed.
48. SPA Area Maintenance
49. To ensure that the SPA block and the swimming pool/ground are prepared for all the activities.
50. To liaise with the admin team and ensure that any problem related to the rooms, SPA area lockers, equipment, etc. are addressed and resolved on time and the same is maintained in the Maintenance Register.
51. To monitor physical setup of the SPA activity area and ensure cleanliness and maintenance of environment is maintained which is conducive to the learning process of the students.
52. ERP

All the records are to be captured, transferred, recorded, and monitored on the ERP.

F. Student Development

1. Parent Communication
2. To coordinate and attend parent’s appointments and queries as required at PTMs.
3. Points discussed during the meetings held with parents should be recorded and acknowledgement of the same is to be taken from the Parent which should then be updated to the concerned SPA staff.
4. Keep the parent informed in case of any specific incident, health issues and the progress of the child.
5. Ensure that the above records are updated and maintained at all given times.
6. All responses to parents’ queries and emails should be routed through Mail desk. (Refer Parent’s Manual for Communication) 
7. Keep the Principal and the Grade Level Coordinator informed about any specific cases that need his/ her intervention.
8. Surprise Checks
9. Conduct surprise checks for SPA activities.
10. Check if students have Cell Phones.
11. Check if students are appropriately and neatly dressed.
12. Check if the students are using appropriate language for communication especially in the secondary grades.
13. Record and maintain the progress of surprise checks.
14. Ensure that the checks are done in a dignified manner and in presence of students.
15. Ensure that the discipline policy is followed thereafter.
16. Discipline Policy
17. Ensure that the students understand and follow the discipline policy.
18. Issue yellow, orange and red slips for Students to ensure discipline after consultation with the Grade Level Coordinator
19. Ensure that the students adhere to the SPA uniform policy of the school during SPA activities.
20. Assessments of Students (Refer to clause no 9)
21. Monitor and supervise the progress of the SPA activities conducted across all grades.
22. Keep an open and honest line of communication with the principal about the happenings within the SPA Program.
23. Get involved in the ongoing evaluation procedures and assess the developmental levels of the student.
24. Monitor, review and approve the assessment sheets.
25. Set dates for initiating the assessment for all activities.
26. Ensure that the assessment sheets are correctly filled.
27. SPA Coordinator will be required to keep track of students not faring well, right from the beginning of the year, as assessment sheets will be filled quarterly.
28. Keep the parent informed of the above via assessment report.
29. Have joint discussion with Teachers, Asstt, Spa Coordinator, Coaches and the Principal in specific cases as and when required.

G. Coaches Administration

1. To provide clarity on the job functions of a coach and to the associated SPA staff.
2. To conduct induction and training for coaches joining at the beginning of the Academic Year as well as for mid-term joiners on the functioning, code of conduct especially on the appearance and dress code.
3. Handhold new joiners for minimum period of 3 – 6 months – narrow down the time frame during the initial stage of joining.
4. Recommend participation of coaches in Training Programme/Meetings/Workshops conducted by the respective board /Association/HOD/School/Vertex.
5. Mentor and train SPA staff to take on challenges and additional responsibilities conducive to their professional growth.
6. For Self-Development
7. Participate in training programmes, conferences, courses and other instruments of professional growth recommended by the Centre Head/Vertex.
8. SPA Coordinators should maintain a Personal Timetable enabling them to prioritize and manage their work efficiently.

3. Session Plan /SPA Curriculum Planner (Year Plan) (Refer to clause no. 11)

1. Ensure that the coaches’ duties are allocated by Astt. Spa Coordinator
2. Assigning of work and provide acknowledgement of the work assigned and completion of SPA Planners.
3. Audit SPA Planner on a weekly basis.
4. Conduct fortnightly planning with the SPA Coaches
5. Ensure Coaches attend Scheduled Monthly Curriculum Workshops with their respective HOD.
6. Attendance Register Work
7. Induct the coaches (particularly new joiners) to familiarise them on the process and maintenance of the attendance register /records related to SPA, PSA, School team practice, summer camps.
8. Supervise and ensure the attendance register work is duly completed regularly or as per the deadline given to the coaches and forwarding it to the principal for his/her signatures.
9. Check attendance registers on daily basis.
10. Take refresher trainings of the existing staff in terms of the above function and follow-up on the same.
11. Guide and make decisions in case of difficulties faced by the coaches in implementation of the process.
12. Recruitment
13. Keep track of any anticipated vacancies.
14. Fill requisition for the same in advance.
15. Assist the Centre Head for the manpower planning for the next term or year.
16. Observe all the new coaches by allocating a demo session, before recruiting and provide appropriate feedback to the HR team.
17. Communicate to Vertex and all concerned on resignation/closure of vacancies.
18. Proxy Management
19. Proxy coach allocation to be done after determining the absence/unavailability of any coach.
20. Students would be distributed for second activity opted by the student.
21. Quality Assurance & Guidance (QAG) and Staff Appraisals

Quality Assurance and Guidance being an integral part of our School, the following steps should be taken:

1. Conduct and follow the audit timeline/Calendar as per the Review cycles.
2. Conduct routine SPA Observations of coaches on a regular basis and provide constructive feedback for observation.
3. Ensure timely initiation and closure of informal observations, Review cycles, Improvement plans and compliance.
4. Keep the Principal informed about the coaches’ progress and take necessary steps in case of unsatisfactory performance displayed by the coach / SPA Executive
5. Maintain the records of the SPA observations, improvement plans and also of any counselling or training given and utilize the data during the Term End Appraisal.
6. Conduct timely term end appraisals of coaches and SPA Asstt. Coordinator, Life Guard as per the guidelines.
7. Recommend promotion or detention of SPA staff to the Centre Head.

  H. PSA / Summer Camps (refer to clause no. 18, 18.1 & 18.2)

1. The SPA Coordinator must Plan PSA / summer camps and must ensure its smooth execution. 
2. All bills must be timely submitted for payments along with required supportive documents (ERP, attendance sheet, Agreement copies and Work Sheet). 
3. Must ensure registered PSA/S.C participants are issued ID cards.

I. Effective Communication 

Be responsible for effective communication and coordination within/with department(s) for smooth conduct of day-to-day SPA functioning and operations.

J. School Team selection and Inter School Participation 

The Inter School Participation (ISP) activities, as specified in the scheduled Annual plans decided by Schools/ Institutions/Associations/District/State/National bodies needs to be closely followed and necessary preparations and advance planning needs to be done by the SPA Coordinator, SPA Asstt. Coordinator and Coach. Wherever required, necessary support and guidance should be obtained from the respective activity HOD/functional head.

1. The arrangements, planning and requisitioning for the ISP should be done at least a month/fortnight in advance. P.O approval for registration fees to be provisioned / done well in advance.
2. Parents to be informed about the ISP event through a circular /student handbook note, well in advance. 
3. Provide timely data as and when required by Vertex/Cluster, pertaining to the ongoing participations and Team reports.
4. Keep the Principal informed about any specific issue/concern which needs his/her intervention.
5. Keep the parents informed in case of any specific incident, health issues and the progress of the child. Back it up with a note in the student handbook and if required, make a courtesy call and inform the parent.
6. To communicate and ensure that SPA sessions are not affected during the ISP, any Coach substitution must be discussed and accordingly prepare the provisional proxy schedule plan for the week. 
7. Arrange for substitute Coaches(s), if freely available, or else equally divide and merge the students with second activity, other indoor/ outdoor activities, as applicable.
8. Communicate and seek advance concurrence/approval from Vertex /functional head /Principal for any major changes happening in the ISP schedule or change in POA.
9. A field trip requisition form needs to be duly filled by the SPA Coordinator, approved by the principal and given to the Administrator at least a fortnight in advance.
10. Team/individual registrations along with requisite documents to be submitted and complied with strictly as per the rules and last date of registration for the ISP event.
11. It is compulsory for students to wear the School Team Jerseys provided by the School for all ISP events.
12. Any last-minute change in date, schedule or venue must be intimated to the parents either through a circular or by a note in the student handbook or(and) through telephone if required.

K. Circular/Email Etiquette

• Follow the policy set by the Vertex.