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Module 13

Staff Protocol

Standards for the ICC Instruction Team — appearance, communication, incidents, and professional development.📄 ICC Instructions for Helpers (PDF)

01

Appearance Standards

  • ICC polo or approved RYP/ICC branded shirt — clean and pressed
  • Khaki, navy, or dark shorts/pants — no athletic shorts or sweats
  • Golf shoes or clean court shoes — no flip flops
  • Hat or visor when outdoors — ICC branded preferred
  • Name tag or lanyard for clinics and events
02

Pre-Session Protocol

1Arrive 15 minutes before session start
2Check and confirm roster with front desk
3Set up stations before students arrive
4Review session plan — know your objectives
5Greet every student by name at arrival
03

During Session Protocol

  • Phone on silent, face down. Not in your hand.
  • No personal conversations with other staff during instruction.
  • Announce the plan at session start: "Today we're working on..."
  • Debrief mid-session: "Here's what I'm seeing..."
  • End on time. Always.
04

Parent Communication Standards

End-of-Session Report

One specific, positive observation per student.

Example: "Emma really focused on her tempo today and it's clicking."

Escalation Rule

Concerns go through head coach, not directly to parents.

Confidentiality

Never discuss other students with a parent.

Expectations

No promises about tournament readiness or competitive expectations.

05

Incident Protocol

Any InjuryImmediate documentation, notify head coach, complete incident form
Behavior IncidentDocument and notify head coach same day
Equipment DamageReport to pro shop before end of day
Parent ComplaintListen, thank them, escalate to head coach
06

Professional Development

  • Attend monthly staff meeting (mandatory)
  • Log session notes in the team app
  • Complete annual re-certification by September 1
  • Observe at least one other instructor's session per month
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