Here is the process of paying coaches at the end of the season and playoffs per Scott Giusti via email sent on 10/25/23.

Please note that due to the new process below, I implemented the following Dates that ALL certifications must be dated (on or after):

• Fall Season Coaches – December 31, 2024
• Winter Season Coaches – March 15, 2025
• Spring Season Coaches – May 31, 2025

SDUSD Athletic Directors,

We have previously discussed an overview of the process for paying coaches centrally (Giusti’s office) and thus here are the details of the plan you should follow.

You can help your coaches receive payment in a timely manner by ensuring the steps are completed properly (specifically step #3).

 

Regular Season Coaches Pay Process

  1. Athletics Office: Stacey and Jordyn – Verify with the Finance Department that the proper amount of units were captured so that payments can be processed
  2. School Sites: AD w/ Admin approval – Submit an accurate Athletic Extended Day Units Grid
    1. School sites must contact Jordyn to make changes to a season.
      • The entire athletic grid is locked and will be reopened for sites to enter and make changes as soon as we process. The locking of the athletics grid has no impact on the hiring of other seasonal coaches as that is done through HR/Coaches Clearance.
    2. Jordyn will notify sites as soon as the grid is reopened.
  3. School Sites: AD – Submit timecards for coaches to Jordyn in the Athletics Office
    1. School sites can submit timecards via email, school mail or deliver them in person (Jordyn will stamp received once we get any timecard).
      • Please retain proof of timecard submission.
    2. School site should ensure coaches are cleared through HR/Coaches Clearance and can be paid before timecard is submitted to Jordyn in the Athletics Office.
      • Make sure none of the coaches certifications expired during the season as a coach cannot be paid unless all district requirements are current.
    3. School site should verify team schedule and results are complete which entitles a coach to be paid. Please see below for team schedule and results instructions for verification process.
  4. Athletics Office: Jordyn – Check grid and work with sites on discrepancies
    1. Athletics Office only pays coaches on athletic grid
      • Sites still follow district process to pay coaches not on athletic grid
  1. Athletics Office: Jordyn – Checks the following to ensure coaches can be paid
    1.  Coaches Clearance to ensure coach can be paid (if a coach is not cleared their timecard will be rejected and sent back to the site)
    2. Team record is verified
  2. Athletics Office: Jordyn – Issue payment with district office central account (process timecards)
    1. If all things are cleared make payment.  Payments are made on the 10th or end of the month depending on date of  verification is completed.

To be paid, either you or your coaches need to verify schedules and that results are complete for regular season so payment can be issued.

  • Report via Home Campus:
    • Football (Varsity, JV, Frosh)
    • Girls Volleyball (Varsity, JV, Frosh)
    • Girls Flag Football (Varsity)
  • Girls Golf:
  • Girls Tennis:
    • Utilize the link below to report schedule and contest results for Varsity.
    • If you or your coach have questions on how to utilize please contract Ron Marquez at rmarquez@cifsds.org as he will be able to assist with any questions.
    • https://docs.google.com/spreadsheets/d/1zmT-HweZOsF3YXv-z_iewcTQl4xewCnQgpPQrB15y6M/edit#gid=190213088
    • There is not currently a system in place to report JV scores, I have spoken to CIF and they are working on a solution for the future.
      • For JV units I need you to submit a JV schedule via Excel, Word, etc. with the league results and I will utilize that as proof to issue payment.

 

Playoff Head Coaches Pay Process:

  1. The process is still being determined and will be sent out after playoffs.
  2. Regular season and playoffs are treated as two separate payments.
  3. Last Spring, coaches were provided their WOC Playoff timecards at the Post Season Spring Coaches meeting to expedite the process.

 

Note: Jordyn, this is a pilot program thus we must track office time as it pertains to the following:

  • Track which schools struggle the most with completing the steps needed for payment so that the AD can receive some mandated support training so they can be more effective in ensuring their coaches can be paid.
  • Checking Coaches Clearance.
  • Changes to site’s grid.
  • Verify schedules and results.
  • Processing payments to coaches.
  • Regular season time vs. post season time.
  • Time spent dealing with coaches, ADs, etc. as it pertains to their school’s pay.
  • Time spent on calculations and redistribution.