Community Partnership and Communication Guidelines

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Activities & Athletics Office

The Activities & Athletics Office is committed to providing readily available information about the athletics program, schedules, games, and results. Outlined below are the team of people working together to provide timeline information throughout the year. The A&A Office is responsible for overseeing all activities & athletics communications to all stakeholders.

  • Promote try out details for all available Activities & Athletics
  • Quarterly A&A Newsletter
  • Quarterly Parent Coffees
  • Monthly A&A PAG
  • Liaise with Marketing Team
  • Coordinators will be included on coach / student communication chat for each team
  • Facilitate HKIS students to participate in School Sponsored Sports (SSS)
  • Manage travel communications
    • Congratulations / selection email
    • General information with dates / costs / commitment timeline
    • Forms for travel documents, medical, code of conduct, transport options on PowerSchool
    • Confirmation email with flights, hotels, chaperons, packing list, airport transfer
    • Oversee travel communications with coaches / chaperons
    • Optional: There may be communication during travel meet / tournament (if applicable - partner with traveling parents)
  • The A&A Intern is part of the A&A Office and collects all scheduled athletic events in the coming week and all results from the previous week to be shared with the Marketing Team.

Marketing Team

The Marketing Team supports A&A on communication A&A events and results through the website, newsletters, parent coffees, and social media.

Athletico

Athletico supports and promotes athletic events and shares results with the High School student body.

Booster Club

Booster Club boosts school spirit at Activities and Athletics events.

PFO

PFO supports community engagement for Activities & Athletics.

Coaches and Team Captains

Coaches are responsible for communicating with their selected team athletes and their parents. Team Captains are responsible for communicating with their teammates and sharing results after games with the Team Parent and A&A Office.

Coaches will:

  • Set up Teams Chat for coach / student communication at the beginning of each season
  • Coaches will send an email to parents on the roster list via SchoolsBuddy with the below info:
    • Regular practice schedule
    • A link to the schoolwide games calendar
    • A link to get results
    • An opportunity to volunteer to be a Team Parent (see Team Parent section below)
  • Coaches will select a Team Parent in collaboration with the A&A Office
  • Coaches will send a follow up email to parents to introduce the Team Parent and provide a link to join a parent chat group
  • Coaches will work with Team Captains to send results to:
    • Team Parent (via email)
    • A&A (Intern & Divisional Assistants) via Teams
  • Team travel communication
    • Arrival communications by coach / chaperone
      • Two communications on travel days (taking off and landed – four communications in total)

Team Captains will:

  • Share results with Team Parent, A&A intern, and A&A assistants
  • Support coach with schedule changes and team practices

Team Parents

Team Parents are the official liaison between the coach and parents. This role is voluntary and helps communicate upcoming competitions, results, media sharing, and any important information about the team.

The Team Parent will:

  • Liaise with team coach
  • Facilitate Parent Team Chat
  • Share out schedules, results, tournament / travel details
  • Optional: Identify travel parents to act as Team Parent during travel tournaments (if any)
  • Lead team spirit activities in partnership with Booster Club
    • Attend and promote games
    • Provide snacks for athletes (by volunteer or via Booster Club)
    • Work with Booster Club on special engagements (eg. Repulse Bay promo)
    • Support HKIS hosted games, which MAY include:
      • Welcome visiting teams
      • Usher visitors through campus / be an ambassador
      • Sponsor/organize a refreshment stand (partner with Booster Club)
      • Lead a cheering squad
      • Put up signage
      • Take photos / videos to be shared with Marketing Office
      • Organize a reception for parents post tournament

Parent Advisory Group

Athletics Parent Advisory Group will:

  • Meet with A&A Director monthly to feedback on programs
  • Support communications related to A&A in parent communities