GIRLS ON THE RUN OF GREATER CINCINNATI, INC.POLICY & PROCEDURES MANUAL FOR COACHES AND VOLUNTEERS

Management Policies

1) Criminal Background Checks and Fingerprinting: All potential coaches, employees, and those volunteers who may have regular, unsupervised access to a program participant are required to undergo a criminal background check and may be required to submit to additional periodic background checks and be required to provide a set of impressions of fingerprints pursuant to applicable law. Any such applicants who failed to pass a criminal background check will not be permitted to become a coach, employee, or volunteer. Those applicants who pass the criminal background check will proceed to the next step in the application process. GOTR Greater Cincinnati will use Volunteer Select Plus or a similar agency to conduct these background checks.

2) Coach Application & Recruitment: All potential new GOTR Greater Cincinnati coaches (head and assistant) and volunteers, with the exception of one-day volunteer roles not involving potential access to a program participant, are required to complete a Volunteer Application before a decision on their volunteer position is determined.

3) Running Buddy Application: All new outside Running Buddies are required to complete a Running Buddy Application, available on-line, before accompanying a GOTR Greater Cincinnati participant in the race. This is to be tracked in the GOTR Greater Cincinnati office with the help of the coaches recruiting Running Buddies for their site’s participants. Running Buddies will only be required to fill out an application once, but may be subject to periodic background checks.

4) Coaching Requirements: All coaches are required to have a completed GOTR Greater Cincinnati Volunteer Application, a criminal background check, and Confidentiality Form on file before beginning the GOTR Greater Cincinnati program. Coaches must ensure that at least one Coach or school representative, who is certified in CPR and First Aid, attends or is available at all sessions. All Head Coach CPR and First Aid certifications should be on file with the Director.

5) Training: All coaches (head and assistant) must attend a full training session with the Director, or other designated representative, before coaching a GOTR Greater Cincinnati program. Running buddy volunteers may be required to attend a training class, as determined by the Director.

6) Transporting Participants: GOTR Greater Cincinnati volunteers and staff are NOT allowed to transport a participant anywhere in a vehicle.

7) Supervision: Head coaches should arrive 10 minutes prior to the start time of each lesson. It is imperative that all coaches arrive in a timely manner as not to possibly compromise the safety of the girls. Head coaches are responsible for making sure that each girl is picked up and/or in the care of another adult (i.e., after-school program or another parent) before leaving the site. While participating in a GOTR Greater Cincinnati program, girls must be under the supervision of a GOTR Greater Cincinnati coach at all times while the program is in session. If there are any situations that differ from the agreed upon pick up location, a signed note must be submitted to the coach.

8) Dress: Coaches need to dress in a neat, casual manner. Non-restrictive or athletic clothing should be worn for ease of movement. Mid-drifts, short skirts, or clothing that advertises alcohol, cigarettes, illegal substances, and/or sex are not permitted. Failing to adhere to this policy will result in the volunteer’s dismissal from the GOTR Greater Cincinnati program.

9) Participant Concerns: If there is a specific problem with a program participant or her family, coaches are required to contact the Director and comply with GOTR Greater Cincinnati Discipline Procedures (See Attachment A). A girl who is consistently not cooperating may be asked to leave the program at the Director's sole discretion. An intervention or referral to a qualified professional may then be made, at the discretion of the Director, in accordance with applicable law. (See Intervention/Referral Guideline attached hereto herein as Attachment B).

10) Snacks: When providing snacks, GOTR Greater Cincinnati coaches are required to always strive to provide healthy, individually wrapped snacks.

11) Cell Phones: At least one of the coaches should have a cell phone working at all times while in GOTR Greater Cincinnati session. If a coach's cell phone number is not included in the Volunteer Application, the cell phone number shall be provided to the GOTR Greater Cincinnati Director.

12) Attendance: Attendance must be taken at each lesson. It will be tracked using the Attendance Log Sheet. Attendance Log Sheets will be provided to the Coaches. Coaches are required to submit this form to the GOTR Greater Cincinnati office at the end of the session.

13) Coaches’ meetings: Representative site attendance at all head coaches’ meetings is mandatory. Assistant coaches may attend the Mid-Season Meeting if a head coach is unable to attend.

14) Illegal activities: Illegal activities include, but are not limited to, selling, using, and possessing drugs and drinking while driving during any participation in a GOTR Greater Cincinnati program or activity. These activities are grounds for immediate removal from GOTR Greater Cincinnati at the Director's sole discretion.

15) Shoes: Inappropriate running shoes, such as clogs, are not allowed. If a participant forgets her running shoes, she may walk or watch. Bare-feet are strictly prohibited.

16) Site Allowance: GOTR Greater Cincinnati will reimburse for the following expenses with a completed Reimbursement Form, which can be obtained from GOTR Greater Cincinnati:

a) Up to $100 per group per season for snacks, if the site decides to provide their own snacks. If the site decides to receive pre-packaged snacks at the start of the season, no funds will be reimbursed for snacks.

b) Up to $50 per semester for community service project supplies and Lesson 24 banquet supplies.

c) Reimbursements exceeding these amounts must be approved by the Director PRIOR to purchase.

17) Reimbursement: Receipts and expenditure documentation must be turned in to the Director within one month of the end of the season race to receive reimbursement. A Reimbursement Form must be submitted. Reimbursement Forms can be obtained from the Coaches section of the website.

18) Disallowed Games & Cheers: The game Red-Rover is not allowed nor is the building of human pyramids. Cheers or chants that are derogatory towards boys or other members of the community are prohibited.

19) Curriculum Binder & Materials Packet:

i) Binder Check-Out: Each Head Coach will be given (checked-out) 3-4 curriculum binders prior to the start of each new season. Binders shall not be written in.

ii) Confidentiality Form: As a part of the Volunteer Application, each potential Head Coach and Assistant Coach must sign a Confidentiality Form stating they will not copy or use any materials included in the Curriculum Binder and Materials outside the scope of the GOTR Greater Cincinnati program. Each coach and assistant coach must sign an acknowledgment form indicating they have read the GOTR Greater Cincinnati Policy & Procedure Manual. Without these forms on file with the Director for each site’s coach or coaches and assistant coach or coaches, a Head Coach will not be permitted to check out the Binder.

iii) Coaching Box Check-Out: Each Head Coach will be given (checked-out) a coach box for all lesson plans prior to the start of each new season. Ninety-nine percent of the materials required to teach each lesson are included in the coach box. There may be one or two items (e.g., newspaper articles, magazine pictures, etc.) the Head Coach will need to provide themselves.

iv) Binder & Materials Packet Check-In: The following items must be returned to the GOTR Greater Cincinnati office by the Head Coaches and/or Assistant Coaches within two weeks of the end of a GOTR Greater Cincinnati session:

- Coaching box with leftover materials

- Curriculum binder

- Participant Attendance Form

Programming Policies

1) Registration Forms: In order to participate in a spring or fall programs of GOTR Greater Cincinnati, participants must submit the following documents completed and signed: Parental/Guardian Registration & Waiver Form (Attachment C) and Health History Form with Photo Release (Attachment D). These forms must be submitted along with payment to the GOTR Greater Cincinnati office. Registration & Waiver Forms and Health History forms must be submitted on-site or to the Director, before or by the 1st session or else the girl will not be allowed to participate in the program until such forms are received if a spot is still available. If GOTR Greater Cincinnati becomes aware of a medical condition that places a participant at an increased risk of injury or harm, GOTR Greater Cincinnati shall require the participant submit a Supplemental Release Form.

2) The Health History Forms are kept with the coach, or accessible to the coach at the participating schools, at all times in the case of an emergency.

3) One copy of each of these Registration Forms shall be on file at the GOTR Greater Cincinnati office in accordance with GOTR Greater Cincinnati Records Retention Policy. Medical information about the participants is confidential and should only be communicated to authorized persons in accordance with applicable law, including HIPPA.

4) The coaches’ copies of these forms shall be shredded at the end of each season or turned in to the Director to shred in accordance with the GOTR Greater Cincinnati Record Retention Policy.

5) Sites that receive prior approval from the Director of GOTR Greater Cincinnati may conduct their own registration process. Registration & Waiver and Health History forms, along with payment, are due to the GOTR Greater Cincinnati office no later than the end of the first week of practices.

6) Number of Participants Per Site: The maximum number of participants per site for fall and spring programs is 15 with a minimum of 8. New sites during the fall and spring programs will be limited to a maximum of 15 for the first season in which the program is offered. If more than 15 participants sign up for a specific site during the fall or spring program, there will be a random lottery for the spots and all others will be placed on a wait list. The wait list will be implemented based on a first come, first serve basis. The wait list will not carry over from season to season. If there are less than 8 participants registered on the first day of the program, the Director will determine appropriate actions for delaying or canceling the site for that session.

7) Tracking Information: GOTR Greater Cincinnati will track ethnicity, age, and school for reporting purposes only. Demographic, contact, and health information is confidential and will not be given to sources outside of GOTR Greater Cincinnati and GOTR International, unless required to do so pursuant to a valid subpoena or court order.

8) Registration Period: To provide equal participation opportunity to all, prior to each GOTR Greater Cincinnati program, the dates for program registration will be established with no registrations being accepted prior to the stated registration period. The registration period will begin at the end of the school year for the following Fall season and approximately 6-8 weeks before the program begins for any season and will end on the Friday one week prior to the first week of programming. No new registrations will be accepted after the 4th lesson of a GOTR Greater Cincinnati program. If registration and health history forms are not received by the 1st lesson in which the girl participates, the girl will not be able to participate in the program. GOTR Greater Cincinnati will not "hold" a space for interested participants in future GOTR Greater Cincinnati programs. No registrations will be accepted via email, facsimile, or phone as payment is required to reserve a spot.

9) Participants at GOTR Greater Cincinnati Sessions: Active participants (i.e., coaches and assistant coaches) in the administration of the GOTR Greater Cincinnati agree not to bring children under the age of 16 to the programming site unless registered as a participant.

10) Consecutive Days: Lessons for the GOTR Greater Cincinnati program shall be held two days per week, but cannot be held on consecutive days.Expense

Reimbursement Policies

1) Program Fees: GOTR Greater Cincinnati may reimburse 50% of program registration fees if requested in writing no later than the 4th GOTR Greater Cincinnati lesson. The Director must approve the refund in writing and maintain a copy of the request and approval in the GOTR Greater Cincinnati Records.

2) Site Allowance Fees: GOTR Greater Cincinnati also will reimburse GOTR Greater Cincinnati coaches as discussed under Volunteer Management Policies, Section 16, "Site Allowance."

Anti-Harassment and Anti-Discrimination Policies

1) Anti-Harassment: GOTR Greater Cincinnati is committed to an environment in which relationships are characterized by dignity, courtesy, respect and equitable treatment. It is the policy of the organization to provide all participants with an environment free from all forms of unlawful harassment, including harassment based on race, color, religion, national origin, sex, age, disability, or other protected class characteristics. GOTR Greater Cincinnati will not condone nor tolerate any conduct, which could be considered mentally, physically, verbally, or sexually abusive to another member, participant, or member of the public. Among the activities prohibited are:

- overt display of sexual activity between and/or among staff and volunteers; any display or demonstration of sexual advances or sexual activity of any kind between employed staff or volunteers and participants;

- use of the GOTR Greater Cincinnati name, related activities, publications and/or facilities as vehicles for public or private promotion of sexual orientation and /or practices;

- infliction of sexually abusive behavior upon participants, including sexual touching and bodily contact, exhibitionism, voyeurism and/or involvement of participants in pornographic activities or materials;

- infliction of physically abusive behavior, bodily injury, upon participants;

- physical neglect of participants, including failure to provide adequate safety measures, care and supervision in relation to GOTR Greater Cincinnati activities;

- emotional maltreatment of participants, including verbal abuse and/or verbal attacks.

Child abuses or neglect carries legal consequences beyond GOTR Greater Cincinnati. In addition to suspension from participation in GOTR Greater Cincinnati activities, persons involved in the program that are suspected of child abuse or neglect must be reported to the proper local authorities for investigation in accordance with applicable law. Anyone suspecting child abuse or neglect is required by law to report it.

2) Anti-Discrimination: GOTR Greater Cincinnati is committed to reflect the diverse populations of the communities we serve. We offer volunteer opportunities to qualified individuals without discrimination on thebasis of race, color, ethnicity, national origin, sex, sexual orientation, creed, religion, age, disability, or socioeconomic status. GOTR Greater Cincinnati does not discriminate on the basis of infection, disease or disability including Human Immunodeficiency Virus (HIV) or Acquired Immune Deficiency Syndrome (AIDS). No individual who is otherwise qualified will be denied volunteer opportunities.

Public Relations and Communications Policies

1) E-Newsletter: A GOTR Greater Cincinnati e-newsletter is currently distributed.

2) Website: A GOTR Greater Cincinnati website is currently maintained.

3) Emergency Communications: In the event of an emergency related to GOTR Greater Cincinnati, the Executive Director and President of the Board will be responsible for managing responses to the community in accordance with the Crisis Management Policy. A Crisis Management Policy may be provided to each Coach.

Exhibit A

Discipline Procedures for

GOTR Greater Cincinnati

The Girls on the Run of Greater Cincinnati ("GOTR Greater Cincinnati") Discipline Procedures is appropriate for issues with a participant or the participant's parents, including, but not limited to, absenteeism, tardiness, being uncooperative. It should not be used for cases of harassment. Please refer to the Harassment Policy in the Girls on the Run of Greater Cincinnati, Inc. Policies and Procedures Manual for special guidelines.

Step One: Oral Reminder

The first step is the Oral Reminder. The focus here is on advising the participant or family member that it is his/her responsibility to meet the coach's and program's expectations rather than on reprimanding the participant or family member. The coach's goal during the conversation should be on gaining the participant's or family member's agreement to change rather than on warning the participant or family member of what will happen if the situation does not change. The Coach should write a summary of the conversation and keep it in the Coach's file for the program.

Step Two: Written Warning

At the second level, the conversation between the Coach and the participant or family member should be similar to that held at the Oral Reminder step of the process - serious, dignified, businesslike, and professional. Again, the Coach’s purpose is to remind the participant or family member that it is his/her responsibility to meet the coach's and program's expectations rather than on reprimanding the participant or family member. The most significant difference between the Oral Reminder and Written Warning steps is that at the end of the conversation, the Coach advises the participant or family member that she/he is now at the second formal level of disciplinary action and that after the meeting the Coach will write a memo to the participant or family member summarizing the discussion. A copy of the memo will be sent to the GOTR Greater Cincinnati Executive Director.

Step Three: Decision-Making Leave

The final step is a referral to the GOTR Greater Cincinnati Executive Director to make a decision, at his or her sole discretion, whether to terminate the girl from the program.

Disciplinary Action Guidelines

These basic guidelines should be followed in order to handle disciplinary actions correctly and effectively.

1. Clearly communicate the required standards of performance or behavior to the participant or parents.

2. Provide the participant or parents with adequate assistance and direction.

3. Give the participant or parents a reasonable time and a fair opportunity to improve their performance or behavior.

4. Give a fair warning of the consequences of continued under-performance or behavior.

5. Ensure the under-performance or behavior is sufficiently persistent and serious enough to warrant the contemplated disciplinary action.

6. Clearly describe the participant's or parents' behavior or under-performance in a specific, factual manner.

7. Document all the critical data to be placed in the participant's file.8. Confirm how other similar situations have been handled in the past.

Conflict Resolution Guidelines

The following guidelines highlight the basic steps of conflict resolution.

Step 1: Joint Session

The goal is to build trust, learn facts, and discover issues. Each party will explain the situation from his/her perspective while the other party listens. There are no interruptions from the other party while the other is speaking. This rule allows each side to be heard fairly.

Step 2: Reaching an Agreement

The goal is to reach a positive agreement between both sides. Both sides discuss what they will agree to. Each side takes the responsibility for carrying out the agreement.

Exhibit B

Intervention/Referral Guideline

GOTR Greater Cincinnati

This document establishes and sets forth Girls on the Run of Greater Cincinnati's ("GOTR Greater Cincinnati") guidelines for intervention and referral services for children that are dependent, neglected, or abused.

Any Employee, Coach, Assistant Coach, Intern, or Volunteer who knows or has reasonable cause to believe that a child is dependent, neglected, or abused shall immediately cause an oral or written report to be made to a local law enforcement agency.

In addition to the required initial report, the individual shall file with the local law enforcement agency within forty-eight (48) hours of the original report a written report containing:

(a) The names and addresses of the child and his or her parents or other persons exercising custodial control or supervision;

(b) The child's age;

(c) The nature and extent of the child's alleged dependency, neglect, or abuse, including any previous charges of dependency, neglect, or abuse, to this child or his or her siblings;

(d) The name and address of the person allegedly responsible for the abuse or neglect; and

(e) Any other information that the person making the report believes may be helpful in the furtherance of the purpose of this section.

Fall 2025 Team Helper Application