PROGRAM POLICIES & PRACTICES HANDBOOK Revised October 2012 SPECIAL OLYMPICS MASSACHUSETTS PROGRAM POLICIES & PRACTICES TABLE OF CONTENTS I. GENERAL INFORMATION .......................................................................................... 5 A. SOMA Philosophy ..................................................................................................... 6 B. SOMA Mission Statement ......................................................................................... 6 C. SOMA Vision Statement ........................................................................................... 6 D. SOMA Key Principles ................................................................................................ 6 E. SOMA Values ............................................................................................................ 7 II. ORGANIZATION ............................................................................................................ 8 A. SOMA Organizational Chart .................................................................................... 9 B. Section Map ............................................................................................................ 11 III. LOCAL PROGRAMS........................................................................................................... 13 A. Definition of Local Program .................................................................................... 14 B. Local Programs Financial Guidelines ...................................................................... 14 C. Local Programs Donations ....................................................................................... 15 D. Local Program Fund-Raising .................................................................................... 16 IV. ATHLETE MEMBERSHIP & ELIGIBILITY........................................................... 18 A. Athlete Eligibility for Participation in Special Olympics ...................................... 19 B. Age Requirements ...................................................................................................... 19 C. Athlete/Unified Partner Parental Medical/Class A Volunteer Form Policy ............................................................................................................ 19 D. Participation by Individuals with Down syndrome who have Atlanto-axial Instability .............................................................................................. 19 E. Religious Objections Release Forms ....................................................................... 20 V. SPORTS TRAINING & COMPETITION RULES .................................................. 21 A. Purpose of Official Special Olympics Sports Rules .............................................. 22 B. SOMA Sports Advisory Committee ........................................................................ 22 C. Classification of SOMA Sports ................................................................................ 22 D. Use of Special Olympics Awards ............................................................................. 23 E. Policy for Uniforms .................................................................................................... 23 F. Guideline for Number of Events Athletes May Compete in per competition . 24 G. Criteria for Athletes Competing at the Section Level ........................................... 24 H. Criteria for Athletes Competing at the Section Level – School Day Games ..... 24 I. Criteria for Athletes Competing at the State Level ................................................ 24 J. Housing/Overnight Policy ........................................................................................ 25 K. Criteria for SOMA Athletes Competing Out-of-State .......................................... 25 L. Out-of-State Athletes Competing in SOMA Events............................................. 25 M. Athlete Selection Criteria for World Games ........................................................... 25 N. Coach Selection Criteria for World Games ............................................................ 26 REVISED OCTOBER 2012 2 O. Athlete Selection Criteria for National Games ...................................................... 26 P. Coach Selection Criteria for National Games ........................................................ 27 Q. SOMA Divisioning Process ...................................................................................... 28 R. SOMA Age Groups .................................................................................................... 29 S. Use of Metric System ................................................................................................. 29 T. Special Olympics Massachusetts Initiatives ............................................................ 30 Motor Activities Training Program (MATP) Unified Sports Young Athletes SO Get Into IT Healthy Athletes Athlete Leadership Programs (ALPs) Special Olympics University Curriculum School Day Games Senior Sports Health Promotion MedFest U. Special Olympics Massachusetts Sports Offered ................................................... 32 V. Coaches ............................................................................................................ 32 W. Coach Education System (CES) ............................................................................... 33 VI. HALL OF FAME ............................................................................................................ 34 A. General Nomination Process Information ............................................................. 35 B. Nomination Criteria ................................................................................................... 35 VII. FINANCIAL MANAGEMENT ....................................................................................... 37 A. Finance Accountability .............................................................................................. 38 B. Program Service Fees as Voted by the Board ........................................................ 38 C. Section Cash Management ........................................................................................ 38 D. Local Program Accounting Guidelines ................................................................... 39 E. Contracts ............................................................................................................ 40 F. In-Kind Donated Materials and Services ................................................................ 40 G. Audit Policy ............................................................................................................ 40 H. Risk Management Task Force .................................................................................. 40 Purpose Raffles Event Raffles Special Events Merchandise VIII. FUND-RAISING ............................................................................................................ 44 A. Fund-Raising Policy.................................................................................................... 45 B. Organizational Levels of Fund-Raising ................................................................... 45 C. Process of Approval, Authorization, and Reporting for Fund-Raising .............. 46 REVISED OCTOBER 2012 3 IX. STATE FUND-RAISING INITIATIVES .................................................................... 48 A. Passion Plunge ............................................................................................................ 49 B. Law Enforcement Torch Run .................................................................................. 49 C. Ride with the Champions .......................................................................................... 49 D. Jolly Jaunt ............................................................................................................ 49 E. Champion Tree ........................................................................................................... 49 F. Red, White & Bid........................................................................................................ 49 X. PUBLIC RELATIONS ....................................................................................................... 50 A. Guidelines for Media Releases and Photos ............................................................. 51 B. Guidelines for Logo Usage ....................................................................................... 51 C. Appropriate Terminology .......................................................................................... 51 D. Terminology to Avoid................................................................................................ 52 XI. VOLUNTEER MANAGEMENT ................................................................................... 53 A. The Overall Policy Statement on Utilization of Volunteers ................................ 54 B. Purpose of Volunteer Policy ..................................................................................... 54 C. Definition of a Volunteer .......................................................................................... 54 D. Volunteer Registration Policy ................................................................................... 54 E. Volunteer Rights and Responsibilities ....................................................................