Facility policies, procedures, and legal issues

Policies and procedures

• Policies are the facility’s rules and regulations, reflecting the program’s goals and objectives.

• Procedures explain how policies are enacted, often derived from program goals and objectives.

Policies and procedures should:

• Include elements that protect the program and employees from litigation.

• Address supervision, instruction, administration, emergency action plans, and legal concerns.

Goal of this chapter: Identify risk areas and provide guidance for enhancing service quality in strength and conditioning programs.

Mission statement and program goals

Mission statement

• A mission statement defines the organization’s purpose and provides direction.

• Characteristics of an effective mission statement:

  • Short and sharply focused

  • Clear and easy to understand

  • Defines the organization’s existence

  • Avoids vague mandates

  • Broad in scope but focused in ethics and operations

  • Inspires commitment

Program goals

• Represent the general desired outcomes of the program.

• Should be evidence-based and sport-specific, enhancing performance and reducing injury risk.

Program objectives

Program objectives provide clear targets for achieving program goals.

Examples:

• Design/administer strength, flexibility, aerobic, plyometric, and sport-specific training to reduce injury risk.

• Account for individual athlete differences (age, sex, injury history, etc.).

• Recognize physiological responses to training for program design.

• Educate athletes on:

  • Nutrition and recovery

  • Effects and risks of performance-enhancing substances

Strength and conditioning performance team

• Involves a multidisciplinary group with overlapping expertise (e.g., anatomy, biomechanics, nutrition).

• Collaboration improves service delivery and professional development.

• Annual orientation meetings help reinforce program goals and staff expectations.

Common roles

Scientific Foundations	Practical/Applied responsibilities	Liaison assignment(s)
Anatomy, biomechanics	Exercise techniques, testing, rehab	Sport science faculty, sports medicine team
Sport psychology, motor learning	Technique coaching, program design	Sport science faculty, team coaches
Nutrition, sport pedagogy, methodology	Nutrition, program design, admin	Nutritionists, sport science faculty
Physiology, kinesiology, sports medicine	Rehabilitation, testing, conditioning	Sports medicine, athletic admin

Director of strength and conditioning

Role

• Oversees the entire program, including staff, budget, equipment, facility, and training design.

• Works with administrators and athletic departments.

• Must be certified (e.g., CSCS), and maintain up-to-date CPR/AED certification.

Preferred qualifications

• Master’s degree in exercise science or related field

• 2+ years experience in related positions

• Strong leadership, communication, and management skills

Job duties

• Supervise staff and operations

• Design/approve training programs

• Manage facility budget and equipment

• Recruit, orient, and train staff

• Communicate with coaches and administration

• Travel with teams as needed

• Maintain professional certifications

• Oversee athlete safety and adherence to policy

• Additional tasks as assigned

Evaluation of strength and conditioning staff

Purpose: To assess individual performance, identify strengths and deficiencies, and promote development.

Sample staff evaluation criteria

1. Communication

• Respected by athletes while maintaining discipline

• Teaches proper resistance training techniques

• Motivates and unifies athletes

• Enforces rules and maintains courtesy

• Avoids verbal/physical abuse

2. Responsibility & leadership

• Follows instructions and is adaptable

• Shows initiative and integrity

• Adjusts training to athlete needs

• Demonstrates sound judgment, punctuality, and professionalism

• Submits paperwork and quality work on time

3. Attitude

• Functions well across all departments

• Trustworthy and maintains confidentiality

• Avoids gossip

• Strives toward departmental objectives

Evaluation scale:

• 1 = Significantly below expectations

• 2 = Minimally acceptable

• 3 = Meets expectations

• 4 = Exceeds expectations

• 5 = Clearly exceptional

• N/A = Not applicable

Strength and conditioning staff qualifications

Requirements:

• Certified via an accredited body (e.g., NSCA)

• Maintain CPR, AED, and first aid certifications

• Understand program objectives and policies

• Work collaboratively with other departments

• Uphold a professional code of conduct

Appendix A qualifications:

• Apply foundational knowledge to assess, educate, and motivate

• Conduct testing, program design, and injury prevention strategies

• Offer guidance on training, nutrition, and sport-specific development

Points of preparedness for staff

1. Maintain certification in professional and emergency protocols

2. Understand and review emergency procedures and evacuation plans

3. Know program policies, including screening ratios and legal regulations

4. Understand:

   • Cleaning procedures

   • Program philosophy

   • Instructional methods

   • Body composition and nutritional consultation

   • Motivational issues (e.g., overtraining, refusal to comply)

Legal and ethical issues

Risk is unavoidable in strength and conditioning, but it can be managed through legal awareness and proper procedures.

Key legal terms:

• Informed consent: Athlete voluntarily agrees to participate after understanding risks. For minors, this requires parent or guardian consent along with the athlete’s assent. Medical and privacy compliance should also follow institutional policy.

• Liability: Legal responsibility to protect athletes from harm.

• Standard of care: Behavior expected of a professional under similar conditions.

• Negligence: Failure to act with appropriate care, including:

  • Duty: Obligation to act

  • Breach: Failure to meet that obligation

  • Proximate cause: Connection between action and injury

  • Damages: Resulting harm

• Assumption of risk: Athlete knowingly accepts potential dangers by participating.

Preparticipation screening and medical clearance

Before athletes participate:

• They must undergo preparticipation screening in line with governing body requirements (e.g., NCAA, state laws).

• Strength coaches don’t need to collect physical exam forms but must ensure screening and signed consent occurred.

• Athletes with:

  • Illness or injury

  • Special conditions (e.g., diabetes, asthma)

  • Long absences

…must be cleared before returning.

Note: This includes both new and returning athletes.

Eligibility criteria

To regulate facility access, eligibility requirements should include:

• Full-/part-time student-athletes in sponsored sports

• New/transfer student-athletes with confirmation of team status

• Students in physical education classes

• Athletic department coaching/admin staff

• Sports medicine department staff

• Alumni athletes who completed eligibility

• Individuals/groups approved by strength and conditioning staff

For outside groups, use is only allowed if:

• Preapproved by the athletic director or S&C director

• Supervised by strength staff

• Scheduled during off-hours

• User assumes liability and provides documentation

Record keeping

Accurate documentation helps manage safety and legal risk.

Maintain records for:

• Facility cleaning/maintenance

• Safety protocols and equipment checks

• Waivers, informed consent forms

• Medical clearances, injury reports

• Certifications and staff training

Keep records as long as legally required, or indefinitely when feasible.

Liability insurance

Due to the injury risks in athletic settings:

• Staff should carry **professional liability insurance **

• Insurance protects against claims of negligence

• Coverage limits and premiums vary—consult HR/legal advisors

Product liability

Applies to injury caused by defective or misused equipment.

To avoid liability:

• Use equipment only as intended

• Follow manufacturer guidelines

• Check for recalls or damaged parts

• Inspect upon arrival and before each use

• Label equipment that is unsafe or being repaired

• Do not modify without approval

• Constantly supervise athletes using equipment

Discipline

A structured disciplinary process reduces liability and ensures rule compliance.

Typical system:

1. First offense: Verbal warning

2. Second: Dismissal for the day + documentation

3. Third: One-week dismissal + documentation

4. Fourth: Dismissal for the rest of the year + athletic director involvement

5. Fifth: Permanent dismissal

Supplements, ergogenic aids, and banned substances

Strength and conditioning professionals must follow NSCA Code of Ethics.

Guidelines:

• Do not prescribe or recommend banned substances

• Only substances that are safe and scientifically supported may be discussed

• Only work with athletes age 18+

Responsibility:

• Know the rules of governing bodies (e.g., NCAA, MLB, NFL, NHL, IOC)

• Refer athletes to registered dietitians or qualified health professionals

Staff policies and activities

Orientation meeting

Held at the beginning of the academic year or season. Covers:

• Contact information and roles

• Goals, rules, and regulations

• Team training schedules

• Emergency procedures

• Equipment use and spotting

• Injury risks and proper technique

Participants must sign legal documents (informed consent, waivers, etc.).

Code of ethics and professionalism

Strength and conditioning professionals must:

• Follow the **NSCA Code of Ethics **

• Adhere to school and athlete conduct codes

• Avoid bullying, hazing, inappropriate relationships

• Uphold appearance and communication policies

• Protect privacy and maintain professionalism

Written policies promote safety and ethical behavior.

Supervision and instruction

Proper supervision is critical for safety and injury prevention. Key principles:

• Always be present and hands-on

• Be qualified, prepared, and vigilant

• Know participants’ health status

• Enforce rules

• Communicate procedures and monitor environment

NSCA guideline (3.1):

• Minimum floor space: 100 ft² per athlete

• Coach-to-athlete ratio:

  • 1:10 (junior high)

  • 1:15 (high school)

  • 1:20 (college)

• Fewer athletes per station during high-use periods

Program design

Programs should:

• Be based on scientific principles

• Match sport-specific needs

• Aim to enhance performance and reduce injury

Director responsibilities:

• Review/approve all programs, including reconditioning

• File workout sheets before training begins

Workout sheet (workout card)

Each athlete must have a written program including:

• Exercises

• Sets, reps, and intensity

• Load progressions

• Supervision schedule

• Recovery methods

Workout cards promote tracking, safety, and individualized programming.

Facility administration

Facility administration involves:

• Scheduling team/group access

• Managing in-season vs. off-season priorities

• Determining layout and use based on athlete volume

• Planning for equipment use, rest periods, and traffic flow

Example scheduling:

• In-season teams use Mon–Wed–Fri

• Off-season teams use Tues–Thurs or rotate around conflicts

Emergency planning and response

Emergency action plan (EAP): A written document detailing responses to emergencies (e.g., injury, fire, weather).

Components of an EAP:

• EMS activation instructions

• Emergency contact info

• Facility address and layout

• Nearest exits and phones

• Sports medicine contacts

• First aid kit location

• Designated emergency roles

• Evacuation procedures

Important:

• Review and rehearse EAP quarterly

• All staff must be CPR and first aid certified

• EAP must be posted visibly in the facility

Facility rules and guidelines

Rules to ensure safety, discipline, and professionalism:

• Preparticipation screening and orientation are mandatory.

• Workout sheets must be followed.

• Injured athletes require modified programs.

• Use collars/locks on barbells and bumper plates for power lifts.

• No squatting outside of a rack; no standing plates on the floor.

• No belt usage on upholstery; return weights properly.

• Spitting, disrespect, or equipment abuse results in expulsion.

• No profanity, yelling, or temper outbursts.

• Staff offices and phones are off-limits.

• Proper attire required (shirts, athletic shoes).

• Spotters required for barbell lifts over the head or face.

• Report all injuries or equipment malfunctions immediately.

• No banned substances, tobacco, alcohol, or glass containers.

• Supervisors are not liable for lost items.

• No jewelry; keep feet off walls; minimize chalk use.

• Guests must sign a waiver and report to staff.

• Former athletes may use the facility if not interfering.

• Equipment must be signed out before removal.

• Only supervisors may expel athletes.

Emergency communication and response

Communication

• Immediate communication is essential.

• Phones (landline or mobile) must be accessible.

• Communication chain established at orientation.

Equipment

• Must include first aid kits, AEDs, and be easily accessible.

• Staff must be trained in CPR/AED use.

Emergency team roles

Four main roles in emergencies:

1. Provide immediate care

2. Retrieve equipment

3. Activate EMS

4. Direct EMS to facility

Sample emergency procedures

Situation	Step-by-step Protocol
Life-threatening	1. Call 911. 2. Do not move victim. 3. Ask permission to give aid. 4. CPR/AED. 5. Stay with victim. 6. Notify appropriate parties. 7. Document incident
Environmental	1. Activate fire alarm. 2. Evacuate to safe location. 3. Call 911 if needed. 4. Notify appropriate parties. 5. Document incident
Non-life-threatening	1. Provide first aid. 2. Call 911 if needed. 3. Notify parties. 4. Document