300 Bulldog Circle ~Wagoner OK 74467~ (918)485-6092
William Fears, Athletic Director

Kimes Gilbert, Assistant Athletic Director Matt LeFay, Assistant Athletic Director

Laura Owens, Athletic Secretary

Wagoner Public Schools Athletics Open
Communication Procedure

Purpose

The Wagoner Public Schools Athletic Department is committed to fostering a positive,
respectful, and transparent environment for student-athletes, parents, coaches, and
administrators. This Open Communication Procedure establishes a clear, approved process
for addressing questions, concerns, or issues related to athletics while maintaining
professionalism, accountability, and trust.
This procedure supports the District’s mission of providing a top-of-the-line
student-athlete experience and preparing students for life beyond graduation.

Guiding Philosophy

Open and respectful communication is essential to the development of mentally, physically,
and emotionally strong student-athletes. The Athletic Department believes concerns are
best addressed when:
● Communication is timely, direct, and respectful
● All parties follow an established chain of communication
● Solutions are focused on growth, learning, and student well-being

Scope of Communication

This procedure applies to all Wagoner Public Schools athletic programs and includes
communication related to:
● Athletic participation and expectations
● Team rules and conduct
● Playing time (process and expectations, not guarantees)
● Skill development and improvement plans
● Health, safety, and well-being
Note: Concerns regarding playing time decisions themselves are not subject to appeal;
however, the process, expectations, and development strategies may be discussed.

Approved Chain of Communication

To ensure concerns are addressed appropriately and efficiently, the following
communication sequence is approved:
Step 1: Student-Athlete to Coach
● Student-athletes are encouraged to speak directly with their coach first.
● This step promotes accountability, responsibility, and self-advocacy.
● Meetings should be scheduled at an appropriate time, not during games or
practices.
Step 2: Parent/Guardian to Coach
● If the issue is not resolved, a parent or guardian may contact the coach to request a
meeting.
● Communication should occur after a 24-hour waiting period following competition.
● Meetings should focus on solutions and student growth.
Step 3: Athletic Director
● If concerns remain unresolved, parents or student-athletes may contact the Athletic
Director.
● The Athletic Director may meet with all parties involved to clarify expectations and
support resolution.
Step 4: School Administration

● If necessary, concerns may be elevated to school administration following Athletic
Director involvement.

Communication Expectations

All communication is expected to be:
● Respectful and professional
● Focused on student-athlete development
● Free from profanity, threats, or personal attacks
Unacceptable communication methods include:
● Confrontations during or immediately after contests
● Use of social media to address concerns
● Communication that is hostile or disrespectful
Failure to follow communication expectations may result in restricted communication
privileges.

Meeting Guidelines

● Meetings should be scheduled in advance
● All parties should come prepared with specific concerns and questions
● Solutions and next steps should be clearly identified
● Documentation may be maintained as appropriate

Coach Responsibilities

Coaches are expected to:
● Communicate expectations clearly and consistently
● Be accessible and responsive within a reasonable timeframe
● Listen openly and address concerns professionally
● Model accountability, responsibility, and emotional control

Parent and Student-Athlete Responsibilities

Parents and student-athletes are expected to:
● Follow the approved communication chain
● Encourage student-athlete self-advocacy
● Communicate respectfully and constructively
● Support the mission and values of the Athletic Department

Administrative Approval

This Open Communication Procedure is approved by the Wagoner Public Schools Athletic
Department and Administration. It is intended to promote transparency, trust, and
collaboration while maintaining the integrity of the athletic program.
This procedure is reviewed periodically and may be updated as needed to reflect best
practices and district expectations.

Approved by: ________________
Title: _____________________
Date: _____________________