Empowered Volleyball

Coaches Handbook

Home » Help Center » Coaches Handbook

Empowered Volleyball Academy Coaches Handbook

Guiding & Empowering Coaches and Athletes to Success since 2014-15 Season

Introduction 

Welcome to the Empowered Volleyball Academy’s Coaching Team!  This handbook serves as a guide to help you navigate your role as a coach within our club.  We value your commitment to developing young athletes both on and off the court, and we are excited to have you as part of our Empowered family.

Club Mission and Philosophy

Mission Statement:  Empowered Volleyball Academy and Pro Beach Juniors, are elite and complete indoor and beach junior Olympic travel volleyball programs.  Founded by William and Ashlee Robbins, Empowered provides athletes with every essential tool necessary to become an Empowered CHAMPION, on and off the court. 

How is Empowered “DIFFERENT” than other clubs?

Empowered’s Motto says it all: 
“EMPOWERING the Mind, Body, & Soul of C.H.A.M.P.I.O.N.S.!”

  • EMPOWER - We seek to EMPOWER our coaches and athletes to own their personal growth and development.  We also know that we are limited in our own strength and will encourage our coaches, athletes, and families to be Empowered by a force greater than themselves (2 Peter 1:3-4) that will lead them in all aspects of their lives!
  • BODY - It is a given that all coaches will coach the BODY: physical skills, techniques, and mechanics; however, Empowered seeks to do this with excellence through the high-level master coaches we hire, our sports performance programs, our beach strength and agility training, weight training, nutritional consulting, Parkview trainers, and much more.
  • MIND - Empowered seeks to be intentional in how we coach the MINDS of our coaches, athletes, and families.  We do this by giving our coaches and athletes scientific knowledge, motivational skills, team cohesion opportunities, emotional management strategies, leadership development, and many other tangible tools that will assist them in developing the essential mental aspects of the game.  An athlete's mental performance will guide them in aspects well beyond the sport of Volleyball.
  • SOUL—We know God made every person with an intangible soul that drives everything we think and do. It is essential to give our athletes a space to develop their personal purpose in life and connect it with their Creator. We desire for our students to figure out the very things that drive them to be their very best selves, on and off the court!
  • C.H.A.M.P.I.O.N.S. - While we are pursuing excellence and developing the best physical athletes possible, we know you can be a great athlete or successful business person and still be a terrible human being. Therefore, C.H.A.M.P.I.O.N.S are defined by how you win ON and OFF the court:  Empowering the Mind, Body, and Soul of C.H.A.M.P.I.O.N.S.
    • Character. Honor. Attitude. Motivation. Perseverance. Integrity. Optimism. Nobility. Sportsmanship

Directors & Staff Contact Info

William Robbins, CEO & Owner of Empowered 260.267.1808

Ashlee Robbins Director of Volleyball Operations, Recruiting Coordinator & Apparel 260.615.6785

Janelle Didion Director of Communications & Quality Control (260)-602-7145

Jeff Mahoney Director of Technology & Marketing (260)-416-2476

Ryan Cronin Beach Director (310)-809-1824

Ted Frye Facility Manager (260)-710-7397

Taya Haffner Asst. Director PSM Volleyball and Performance (260) 705-2501 

Nancy Czuk Payroll: nancy.czuk@parkview.com 

Tanner Denny Event & Facility Coordinator: tdenny@psmsports.com

Welcome Page & Important Hiring Info

Congratulations on joining the Empowered Family!

IMPORTANT New Coach Information

Fill out the Online “Become A Coach” Application:

Review and Sign Coaches Independent Contractor Coaching Agreement

Fill out Employment & Direct Deposit Paperwork - From Hiring Director:

Direct Deposit Link: https://docs.google.com/forms/d/1bMnFxhgqd-uzeoiTI6O1WsxSi3A1RTcu4ftmqbtlojk/viewform?edit_requested=true

This includes: new employee paperwork and W9. Turn into the front desk to be put in Nancy Czuk’s mailbox. You will also receive an email from Nancy asking you to complete your direct deposit.

Based on the Coaching Position, a professional coaching membership will be required (AAU and/or USAV Membership and Background Screen bi-annually—depending on the team).

EXTREMELY IMPORTANT INFO below:

Pay Range - Dependent on Resume of Playing and Coaching Experience

  • College Prep Head Coaches: $20-27.50/hr and $75-110/day of tournaments
  • College Prep Assistant Coaches: $15-22.50/hr and $60-90/day of tournament
    • Red and White Assistant Coaches do not attend tournaments

Tournament Pay & Compensation Explained

  • We always pay for 4 hours each tournament day, even though some days you will only coach 2-3 hours per day.  This extra is to cover expenses like gas, food, etc.
  • Events over 250 miles will be paid Mileage *For those Driving a Vehicle or Booking a Flight - Receipts for proof of travel must be emailed to Janelle.
  • Event Parking:  Empowered will reimburse for hotel, garage, and street parking, but not valet.  Receipts must be emailed to Janelle.

 

Memberships, AES, & Additional Tournament Info

Coaching Memberships

As a coach at Empowered, you will need to become a member of the applicable national organizations that we are a part of:

  • AAU Volleyball: Amateur Athletic Union
    • You will need this membership to participate in any AAU tournament and to coach at AAU Nationals (Check your Schedule First)
    • All coaches and athletes requiring a current AAU Membership will need to be linked to Empowered by using the link and code below:
    • https://aausports.org/Membership
    • Current Club Code: W39D77
  • USA Volleyball: National Governing Body for the sport of volleyball in the United States 
  • “All coaches who complete their memberships for both AAU and  USAV will need to fill out and pay for the required background screens. Additionally, coursework, USAV Safe Sport, and Impact training may be required to validate memberships.

AES Schedule

What is AES?  https://advancedeventsystems.com

AES - Advanced Event Systems: AES is the website where you will access all of your tournament schedules. 

  • It is important to send schedules (as soon as they are posted) to the Team Manager so that information can be distributed to families.
  • Watch the Groupme app, as we typically notify the coaches when schedules are posted.

How to use AES: 

  • Type the tournament location or name into the search bar to locate the tournament.
  • Click on the tournament name.
  • If the schedule is posted, there will be a yellow bar next to the name
  • Click on the yellow bar.
  • Click on club
  • Choose Empowered
  • All Empowered teams that are playing in the tournament will be listed.
  • Choose your team.
  • The schedule will generate.

Refer back to the schedule often to view results, reffing assignments, and further playing schedules, as the schedule may change leading up to a tournament and sometimes during.

No athletes are allowed to leave the court during reffing obligations. All athletes must stay on the court until the match is over. 

NEVER allow athletes to leave the court if a tie occurs. 

Check with a Tournament Director to be sure that a playoff game will not occur before dismissing athletes.

Additional Tournament Info 

Apparel & NIKE Elite Club Privileges & Requirements:  

Empowered is privileged to be a Nike Elite Sponsored Club. This means we have a strategic partnership with Nike, in which we represent their brand in the items we wear and they provide us with top-tier discounts, along with additional proceeds to assist our athletic programming and coaches' gear. In order to honor our partnership with Nike, we will need all of our coaches and athletes to wear Nike apparel and gear at all of our tournaments and practices, if at all possible (exceptions can be made, but must have director approval).

  • According to AAU and USAV, all athletes MUST wear our Empowered Nike spandex during tournaments. Our spandex has our logo, and all athletes must match exactly, or the refs can award us a yellow card. (Has happened)
  • All athletes are required to wear their warmups during tournaments. 
  • All athletes must wear Nike shoes unless Ashlee has made an exception due to medical reasons.

Coaching Expectations:

  • Put the safety and well-being of kids first and foremost.
  • Stay current and in compliance with Club procedures, courses, and policies
  • Arrive to practice, tournaments, and meetings on time, which means before the start time. 
  • Be a positive role model, and remember that your athletes will follow your example.
  • Lead by example. When we show positive sportsmanship toward officials and opponents, our athletes will follow. Hold yourself and your players accountable and take the high road.
  • You are a coach first. We want you to build appropriate relationships with your athletes and to build trust with them, but keep your boundaries.  
  • If you are an assistant coach, ask your head coach about your responsibilities and duties. If you are ever unsure, ask the head coach again or ask a director.
  • Perform all duties and responsibilities to a high standard.
  • Coaching and teaching methods are always changing; continue to learn and be coachable. 
  • Work to build respectful relationships with the parents of your athletes by communicating effectively and as a professional.  Parents just want to know and trust you have a plan to develop their athletes.
  • Strive to NOT be a player's last coach. 
  • All Empowered coaches are required to stay and cheer on another Empowered team before leaving a tournament. Supporting one another helps build a positive club culture, demonstrates teamwork, and shows our athletes that we are one program. Coaches should plan their tournament schedules accordingly to ensure they fulfill this expectation before departing.

 Tournaments we attend:

  • Novus Midwest Power Series: Power League tournaments are held between Empowered, Team Pineapple, Team Indiana, NIVA, and other clubs throughout our region. They are located in Fort Wayne, Angola, South Bend, and Indianapolis.
  •  Central Zones- Indianapolis, IN
  • Spooky Nook-Hamilton, OH
  •  Bluegrass – Louisville, KY
  •  Nike Mideast Qualifier (MEQs)- Indianapolis, IN
  • JVA World Championships- Louisville, KY
  • Under Armour 18s championships-Louisville, KY
  • Lakeshore VolleyFest-Grand Rapids, MI
  • JVA Summerfest-Columbus, OH 
  •  AAU Nationals – Orlando, FL
  •  USAV – (if your team qualifies)  location changes every year 

Tournament Expectations for Coaches: 

  • Arrive 1 hour before the first scheduled match; if scheduled to ref the first match, arrive 45 minutes before the match.
  • Oversee all reffing assignments. 
  • Run an organized warm-up. 
  • Act appropriately on the bench as a Leader. Respect the officials, but appropriately fight for your players. 
  • Before you dismiss the team for the day, have a breakdown of how the day went with your players. If possible, get the next day's schedule to them. 
  • In case of a possible tie, do not let your athletes leave the court.  Check with a Tournament Director to be sure that a playoff game will not occur before dismissing athletes.

 

Preseason/Season Communication Checklist:

Coach Communication - PRIORITY

Preseason: 

  • Introduction email to parents and athletes (See below)
  • Share with parents and athletes who you are and why you are excited to coach their son/daughter.
  • The more you communicate with your parents and athletes, the less likely they are to misinterpret your intentions when problems arise.

During Season: 

  • Sending parents and athletes information and what you expect during tournaments prior to the tournament can help set the tone.
  • If your team is refereeing first, athletes must arrive 45 mins prior to the match.  Athletes should get shoes on and prepare for their match while completing their reffing assignment. 
  • If your team is playing first, athletes should arrive 1 hour prior to game time.

While refereeing matches, all athletes should be present for the entire match. No one leaves until the match is complete and the coach dismisses the team. 

It may be necessary to assign reffing jobs to athletes who do not volunteer to take a turn at down reffing and/or book. 

Players are required to have all of their jerseys in their backpack at every tournament. Coaches may choose different jerseys throughout the day, and having all jerseys available ensures the team is prepared for any schedule or uniform changes. Players who do not have all required jerseys may not be permitted to participate until the issue is resolved.

Remind athletes to pack healthy food options.

Team Parent:

Is a parent from your team who volunteers to be the point person for the team (See Team Parent Responsibilities Here)

Hotel Accommodations:

  • If you share a hotel room with another Empowered coach (two queen or double beds), your room will be free.  If you request a room for yourself, 50% of the room price will be paid.
  • The remaining 50% of your room price will be deducted from your paycheck.
  • Empowered will book your room for you.
  • Contact Janelle to request your own room or to let her know you will not be attending a tournament. (MUST be done in the appropriate amount of time. If not, changes may not be able to be made)
  •  When checking into the hotel, you will need to provide them with YOUR name and ID. Requests need to be made at least a month in advance. 
  • They will ask you for a credit card for “incidentals,” BUT PLEASE MAKE SURE THEY KEEP THE EMPOWERED CARD TO CHARGE THE ROOM FEES.
  • When checking out of your hotel, please get a PAPER RECEIPT. If  they state they cannot do this have them email the receipt to Janelle at: janelle@empoweredsportsclub.com
  • Take a picture of the receipt and email it to janelle@empoweredsportsclub.com
  • If you DO NOT plan to attend a tournament or there’s some sort of change to your hotel accommodations, YOU need to contact Janelle TWO WEEKS BEFORE that tournament. If you fail to contact Janelle and accommodations have already been made for you then YOU are responsible for the cost of your hotel room. 

Travel Reimbursement Policy

Policy Overview

This policy outlines the guidelines for travel reimbursement for employees. The company is committed to reimbursing travel expenses in a manner that is cost-effective and efficient. Reimbursement will be based on the lowest-cost method of travel, whether that be through flight and Uber trips or driving.

Travel Options

  1. Flights and Uber/Lyft Trips:
    • Employees are required to book the lowest-cost flights available that meet the business travel requirements.  A maximum reimbursement amount will usually be given for each event.  You are responsible for any upgrades beyond the max.  
    • Transportation to and from the airport and to and from the facility using Uber, Lyft, or similar services will be reimbursed, provided it is the most cost-effective option.
  2. Driving:
    • Employees may choose to drive to their destination if it is the most cost-effective option.
    • Reimbursement will include mileage at the current company rate.
      1. Mileage can be reimbursed for tournaments that are over 250 miles away. You will need to go to our website: Empowered Volleyball. 
        1. Click on “Menu” 
        2. Go to the “Girls” tab
        3. Scroll down to “Coaches Mileage”
        4. Fill out the form. When calculating mileage, your starting point is Empowered Sports Club’s address (12124 Lima Road, Fort Wayne, IN 46818) to the destination. 
        5. Turn in proof of travel to Janelle (parking or gas receipts)

Cost Comparison

  1. Prior Approval: Employees must compare the total costs of flying (including flight, airport transportation, and additional transportation at the destination) versus driving (including mileage, tolls, and parking).
  2. Documentation: Employees are required to provide documentation of cost comparisons, including flight options and estimated driving costs, to justify the chosen travel method.
  3. Lowest Cost: Reimbursement will be based on the lower of the two costs. If an employee chooses a more expensive option without valid justification, reimbursement will be limited to the cost of the lowest alternative.

Leaving/Arriving for Tournaments: 

Arriving to the tournament: Check-in at the tournament site

Directors will check teams in and communicate with those teams’ coaches to coordinate passing out credentials.  Information will be shared through the coaches' GroupMe. 

Code of Conduct Protocol

  • 24-hour rule for parents – after matches, parents are not allowed to communicate with coaches about their child’s playing time, about the match, or the coach’s decisions during the match.
  • If a coach is open with players about their playing time and expectations and communicates with players on a regular basis, they will stay ahead of issues with parents and players. It can be hard to have difficult conversations with players, and if you need help or guidance on how to do this, please reach out to any of the directors.

Clinics, Lessons, and In-House Programming: 

Clinics & In-House Programming:

  • Empowered offers multiple clinics and in-house programs throughout the year. If this is something you would like to be a part of, either working or leading, please reach out to Taya.
  • Examples of our clinics and programs are:
    • Fall & Winter Development Leagues
    • Summer Programming
    • Beach Training
    • Volleytots
    • Rust Busters
    • Hitting Clinics
    • Passing Clinics
    • Setting Clinics

 Lessons:

Practice Structure and Planning: 

Practices will be 100% planned at the beginning of the season.

  • Practice Schedules: Please see the practice schedule handout:
    • Teams will practice 2-4 times a week depending on age and level 
    • Players are to attend every practice unless they have reached out to their coach about missing. 
    • Players who play sports for their school should still communicate with you about their attendance, but school sports and Church activities are encouraged and are excused absences. 
  • Practice Overview:
    • Players need to be dressed and ready to start 15 mins prior to practice beginning. 
    • Depending on the day and session, Master coaches will try to lead a pre-practice brief 15 mins prior to practice start time to get athletes and coaches mentally focused on the plan for the day, and the theme or message of the week. 
    • Practice plans will typically be given to coaches the day before or morning of practice. This will have court assignments and jobs for coaches during each planned practice portion.
      • If you have any questions please speak with the court lead PRIOR to practice starting.
  • Session Structure: 
    • Depending on the practice, each practice should be 1-2 hours long. 
    • Indoor practices on hard court will be 1.5-2 hours  
    • Beach practices are 1.5 hour 
    • PSM: 30-minute sessions. 
  • Practice Contacts:  If you cannot make it to practice, please contact Taya Haffner: tayah@psmsports.com 
    • It is up to you to find someone to cover your team during your practice time
    • We understand that work, illnesses, and unexpected things come up, so please give Taya and a fill-in coach plenty of notice prior to missing.   
    • It is the coach's responsibility to find a fill-in coach when they have to miss.  If you cannot find someone, you may contact Taya and request that leadership help cover your practice. 

Coaching Techniques and Strategies

Technical Instruction: 

It’s extremely important to Empowered that all athletes are being taught skills the same way. Watching our videos included in the Coaches’ Onboarding & Development Program are just the beginning. Look for Coach’s Clinics monthly and continuing education videos coming soon!

If you have questions or need clarification regarding a skill or video, don’t hesitate to contact Will@empoweredsportsclub.com. We are always open to explanations, as well as, having open conversations about how to improve our process and the way we teach skills and techniques. If you have a better way or suggestion, please share.

Coaches Onboarding: https://empoweredvolleyball.com/resources/coaches-onboarding/

Empowered Growth Academy (EGA) & Work 4 Credit:

https://empoweredvolleyball.com/resources/work-4-credit/

What does Empowered Offer to Families to Help with Club Costs?

If your families have questions about how they can receive help to pay for club costs or help offset the cost, you can direct them to our Empowered Growth Academy (EGA) or Work 4 Credit Program. 

Empowered Growth Academy is the non-profit entity of Empowered Sports.

What does EGA do? 

  • EGA provides opportunities for helping families to raise funds through group and individual fundraisers.
  • EGA provides opportunities to work off fees, such as the “Work 4 Credit Program.”
  • EGA has a Financial Aid Program to help our athletes afford expenses incurred for Empowered programs and opportunities.
  • EGA assists in providing all of our girls with leadership education and opportunities
  • Through its various resources, programs, guest speakers, and outreach opportunities, EGA trains athletes in leadership development, mental conditioning, and heart/soul training.

To Apply for EGA: https://empoweredvolleyball.com/resources/growth-academy/

SidelineHD:

SidelineHD is the free live-streaming app that teams can use to live-stream their matches for free to YouTube so families at home can watch.  This can be done by the Team Parent in conjunction with their Hudl BallTime responsibilities. With SidelineHD you can live-stream and record a copy to upload to BallTime.  For more information, “Click Here.”

Hudl Balltime- Video Analysis & Stats:

Hudl Balltime is the stats and video analysis service Empowered uses to record and break down games for each team. The Team Parent will be responsible, or need to appoint someone, to set up and record games. The videos will need to be uploaded to their service, and Balltime will break down each game, and give stats and highlights for recruiting within an hour. You will also be able to use Hudl to go over games with your teams in the conference room.  Check with Janelle to reserve the conference room for video analysis.  Jeff Mahoney will be the contact person for parents to get instructions. For more information, “Click Here.” jeff@empoweredsportsclub.com

College Recruiting: Contact Ashlee Robbins - Head of Athlete Recruiting 

When athletes enter their 15s season at Empowered, the recruiting process begins. Athletes will have access to our full-time recruiting coordinator, with whom they will have the opportunity to set up a 30-minute meeting to jumpstart their recruiting process. In the initial meeting, athletes will learn how to research schools, communicate with coaches, and learn the ins and outs of the recruiting landscape. Depending on the level, athletes will either be using Hudl Recruit. Throughout their time at Empowered, athletes will work together with our recruiting coordinator and coaches to research and find the best fit for their needs and desires. ashlee@empoweredsportsclub.com

Communication Guidelines

  • Coach-Coach Communication: You are never alone at Empowered. If you ever have a question on why we are doing something or need help with communication to players/parents, please reach out to a director or another coach. If that person cannot help you, we will find you someone who can. Please do not ever hesitate to ask for help. 
  • Coach-Athlete Communication:
    • Players are encouraged to have open communication with coaches about
      • Playing time
      • How to improve
      • What they need to improve on
  • Parent Communication:
    • 24- hour Rule
    • Cannot talk to coaches about playing time
    • Can talk to coaches (after 24-hour rule) about what they can do to help their child
    • What their child needs to focus on
    • What programs we offer to help their child develop

PSM: Strength, Mental, & Nutrition Coaches

  PSM: Main Contact: Tiffany Patterson Tiffany.Patterson@parkview.com

  • Parkview Sports Medicine - Empowered has a strategic partnership with Parkview Hospital.  Parkview has invested heavily in our athletes and community, and is a co-owner with Empowered, Gym Rats, and ONE (Orthopedics Northeast) in Excel Sports Group, which owns and operates all regional sports programming, including EVA.
  • PSM trains our athletes in sports performance, mental performance, and nutrition. This sports performance and nutritional knowledge and practice assist our athletes in their overall athletic development.
  • Due to our partnership with PSM and Parkview Health, we discourage our athletes/coaches from promoting other Medical Providers or  Sports Performance programs.  (ex. Wearing OPS t-shirts.)

Player Health and Safety

Injury Prevention:

  • Each practice should begin with a dynamic warm-up and finish with a static stretch.
  • Proper volleyball warm-up with arm swings
  • Talk with trainer, ATC, about things that are bothering you
  • Ice/heat soreness or areas that are irritated as recommended by the ATC
  • Talk with Tiffany or the PSM instructor on stretches or other lifting techniques you can use or if your technique is correct.                    

Injury Protocol:

  • If players are injured and have to miss practices or tournaments due to injury, players should give a doctor's note saying they are cleared prior to starting practices again.
  • Players, if able, should still attend practices and tournaments
  • During practices, players can do their therapy, modified reps around injured areas, and get mental reps to continue progressing and eliminate skill regression.

First Aid Procedures:

  • First aid: there’s a locker in the gym that has first aid basics
  • Check for trainer

 

Acknowledgment of Receipt

I acknowledge that I have received a copy of the Empowered Volleyball Coach Handbook and agree to adhere to its principles and guidelines.

Coach Name: _____________________________

Signature: _____________________________ Date: _____________________________

 

   Checklist for Completed Tasks:

  • Completed paperwork 
  • Filled out direct deposit
  • Downloaded GroupMe
  • Watched Instructional Videos 
  • Applied for JVA, AAU, and USAV Memberships
  • Turned in the final page of the Code of Conduct signed
  • Turned in the final page of the handbook signed