Athlete Guidelines

These guidelines help ensure everyone on the team knows what is expected of them. Athletes are expected to abide by these guidelines; parents are expected to emphasize the importance of these guidelines and ensure they can be met.

Attendance & Scheduling Policy

PRACTICE ATTENDANCE

During the main crew season—including Winter Conditioning and the Spring Season—athletes are expected to attend all scheduled practices. Consistent attendance is essential to individual development, boat lineups, team safety, and overall team success.

Winter Conditioning practices are generally held Monday through Friday, with additional practices on Saturday mornings. The coaching staff will announce the official schedule and post it on the team website. Typical practice times are:

Men’s Team: Monday–Friday, 4:00–6:00 p.m.
Women’s Team: Monday–Friday, 4:30–6:30 p.m.
Saturday Practices: Typically held in the morning
Water Training: Once on-the-water practices begin, practices are typically held from 4:15–7:00 p.m.

Practice times may change based on weather, daylight, facility availability, or other team needs. Athletes and families should rely on communications from the coaching staff for the most current schedule.

ABSENCES AND COMMUNICATION

If an athlete must miss practice, they are responsible for notifying their coach directly and as far in advance as possible.
For unexpected absences, such as illness, the athlete should contact the coach as soon as reasonably possible. Athletes should not rely on a teammate, captain, or parent to communicate an absence on their behalf unless circumstances prevent them from doing so.
At the beginning of the season, each coach will provide contact information and explain the preferred method for reporting absences.

PRACTICE CANCELLATIONS

Practices are rarely canceled. When a cancellation or significant schedule change is necessary, the team will communicate the change through available team communication channels, which may include school announcements, team messages, captains, teammates, and the team app.

Athletes should assume practice is being held unless they receive official notice otherwise.

SPRING BREAK PRACTICES

Spring Break practices are mandatory. The coaching staff will determine and communicate the Spring Break practice schedule.

Spring Break provides an important opportunity for athletes to improve their rowing skills, build fitness, strengthen boat chemistry, and develop relationships with their teammates. The progress made during this period can have a significant impact on both individual and team performance during the remainder of the season.

REGATTA ATTENDANCE

On regatta days, all athletes are expected to remain with the team for the entire regatta, unless released by a coach.

Athletes are expected to support their teammates throughout the competition and assist with team responsibilities, including:

Cheering for and supporting teammates
Loading, unloading, and putting away equipment
Assisting with team setup and cleanup
Cleaning and organizing the erg room or other team spaces as directed

Athletes should not leave a regatta until their coach has confirmed that they are released for the day.

SCHEDULING OTHER ACTIVITIES

Crew requires a significant time commitment, particularly during the Spring Season. Athletes and families should make every reasonable effort to schedule SAT/ACT preparation, testing, volunteer activities, appointments, jobs, and other extracurricular commitments so they do not conflict with scheduled practices or regattas.

When possible, standardized testing should be scheduled before the Spring Season or early in the season before the primary regatta schedule begins.

Regular attendance and advance planning help ensure that athletes can meet their commitments to both their teammates and the program.

Priorities

BALANCING CREW WITH OTHER RESPONSIBILITIES

Family, health, faith, and academic responsibilities are important priorities in every athlete’s life. The Oakton High School Crew Team recognizes and respects those commitments.

Beyond these core responsibilities, crew requires a substantial commitment of time, effort, and teamwork. Athletes who choose to participate are expected to make crew their highest extracurricular priority during the season.

ACADEMIC RESPONSIBILITY

Student-athletes are expected to manage their schoolwork responsibly and plan ahead around the practice and regatta schedule.

Athletes should consider the time they need to complete assignments, prepare for tests, and meet other academic obligations. Missing practice because schoolwork was not completed or planned for in advance should be avoided.

Occasional conflicts may arise, and coaches understand that exceptional circumstances occur. However, repeatedly missing practice to catch up on schoolwork due to poor planning may affect an athlete’s standing within the team or boat lineup.

ATTENDANCE ACCOUNTABILITY

Crew is a team sport in which one athlete’s absence can affect an entire boat. For that reason, athletes are expected to attend all required practices and communicate directly with their coach when an absence is unavoidable.

Consequences may be assigned when an athlete:

Misses practice without properly notifying their coach
Has repeated unexcused or inadequately communicated absences
Misses required Spring Break practices

The coaching staff will determine appropriate consequences based on the circumstances, frequency of absences, and impact on the team.

Possible consequences may include:

Reassignment from a current boat or seat
Removal from part or all of a practice
Removal from the lineup for an upcoming regatta
Other appropriate team consequences determined by the coaching staff

REPEATED UNEXCUSED ABSENCES

An athlete who has three or more absences in a season without proper notification may be subject to dismissal from the team at the discretion of the coaching staff.

The goal of this policy is to promote accountability, communication, and fairness while recognizing the commitment that every athlete makes to their teammates.

Attitude and Practice Expectations

RESPECT AND SPORTSMANSHIP

All athletes are expected to treat teammates, coaches, volunteers, officials, competitors, and members of other teams with respect and consideration at all times.

Disrespectful, abusive, intimidating, or otherwise inappropriate behavior will not be tolerated and may result in disciplinary action, including removal from the team when warranted.

Oakton Crew follows applicable Fairfax County Public Schools (FCPS) standards for student behavior. Conduct that violates FCPS expectations during a crew practice, regatta, team event, or other crew-related activity will be addressed in coordination with FCPS policies and procedures.

REPRESENTING OAKTON CREW

Every athlete represents Oakton Crew both on and off the water. Athletes are expected to demonstrate good judgment, sportsmanship, responsibility, and respect during:

Practices and training sessions
Regattas and competitions
Team travel
Boathouse activities
Team meetings and events
Any other crew-related activity

Athletes should conduct themselves in a manner that reflects positively on their teammates, coaches, Oakton High School, and the Oakton Crew program.

INJURIES AND ATHLETE SAFETY

Athlete health and safety come first. If an injury prevents an athlete from safely participating in rowing or land training, the athlete should inform their coach and follow the appropriate school procedures for evaluation by the Oakton High School Athletic Trainer.

Sitting out because of an injury is not a punishment. Athletes are expected to communicate injuries promptly and honestly so coaches and athletic staff can help determine the appropriate next steps and support a safe return to participation.

Athletes should not attempt to hide or train through an injury when doing so could worsen the condition or create a safety concern.

COME PREPARED TO PRACTICE

Athletes are expected to arrive at every practice properly dressed, equipped, and ready to participate.

Depending on the weather and workout, appropriate equipment may include:

Running or athletic shoes
Rowing-appropriate athletic clothing
Extra layers or a change of clothes
Rain gear
Other equipment identified by the coaching staff

Athletes who arrive without clothing or equipment necessary to participate safely may be required to sit out of practice. Repeated failure to come prepared may result in consequences determined by the coaching staff.

Being physically present but unable to participate because of preventable lack of preparation affects the entire team and will be treated as an attendance and responsibility issue.

PRACTICE SETUP AND TEAM RESPONSIBILITIES

Practice begins with preparation, not when an athlete gets into a boat.

Athletes should arrive dressed and ready to begin work. Upon reaching the water or boathouse, athletes are expected to immediately assist with preparing the team for practice. Responsibilities may include:

Putting out oars
Preparing boats and equipment
Setting up the coach's launch
Loading required safety and coaching equipment, including life jackets, fuel, megaphones, and toolboxes
Completing other setup tasks assigned by the coaching staff

At the conclusion of practice, every athlete is expected to help return boats, oars, launches, and other equipment to their proper locations and assist with cleanup.

No athlete should assume they are finished simply because their individual workout is complete. Practice ends when the team’s responsibilities are complete and the coach releases the athletes.

TEAM-FIRST EXPECTATIONS

Crew depends on cooperation, reliability, and shared responsibility. Athletes are expected to contribute to the work required before, during, and after practice rather than leaving those responsibilities to teammates.

A positive attitude means more than working hard during a workout. It includes being prepared, helping without being asked, respecting others, accepting coaching, caring for team equipment, and doing your part to help the entire team succeed.

Boathouse Rules

Oakton Crew athletes are expected to treat the Occoquan Regional Park boathouse, docks, equipment, and surrounding areas with care and respect. These facilities are shared spaces, and every athlete is responsible for helping keep them safe, organized, and ready for use.

RESPECT PROPERTY AND EQUIPMENT

Athletes may only use or move equipment and personal property that belongs to Oakton Crew or that they have been specifically authorized to handle.

Do not use, borrow, move, or disturb equipment or belongings that belong to another team, organization, coach, athlete, or park user.

SAFETY IN THE BOATHOUSE AND ON THE DOCKS

Horseplay, running, pushing, throwing objects, or other unsafe behavior is not permitted in or around the boathouse, on the docks, or near boats and equipment.

The boathouse and docks can be busy environments with large shells, oars, launches, and other equipment being moved. Athletes must remain aware of their surroundings and follow all instructions from coaches and staff.

PERSONAL BELONGINGS

Athletes should bring only what they need for practice or competition.

There is no secure storage for valuables at the boathouse, so athletes should avoid bringing cash, jewelry, expensive electronics, or other valuable items whenever possible. Athletes are responsible for keeping track of their own belongings.

KEEP TEAM AREAS CLEAN

All athletes share responsibility for keeping Oakton Crew's areas clean and organized.

On regatta days, athletes are expected to clean and organize the erg room and any other team areas before leaving. Trash should be disposed of properly, equipment should be returned to its designated location, and personal belongings should be removed.

LEAVE THE BOAHOUSE BETTER THAN YOU FOUND IT

Athletes should take pride in the facilities they use. Before leaving the boathouse or regatta site, help ensure that boats, oars, ergs, launches, and other equipment are properly stored and that team areas are clean.

Respect for the boathouse and surrounding facilities reflects respect for Oakton Crew, Occoquan Regional Park, our teammates, and the other rowing programs that share the facility.

Safety Rules

Safety is the highest priority for Oakton Crew. All athletes are expected to follow coaching instructions, use equipment responsibly, and make decisions that protect themselves, their teammates, competitors, and others at the boathouse and on the water.

SWIM TEST REQUIREMENT

All first-year rowers must successfully complete the required swim test before participating in any on-the-water practice.

Athletes who have not completed or passed the swim test may participate only in activities approved by the coaching staff.

SAFE USE OF EQUIPMENT

Athletes must handle boats, oars, ergs, launches, and all other team equipment in a safe and responsible manner.

Equipment should never be used carelessly, recklessly, or in a way that could endanger another person. Athletes are expected to follow all instructions for lifting, carrying, launching, docking, storing, and operating equipment.

COACH AUTHORITY AND ATHLETE PARTICIPATION

Coaches are responsible for maintaining a safe training environment and ensuring that boats are handled and operated safely.

If a coach determines that an athlete's actions, behavior, physical condition, or ability to follow instructions creates a safety concern, the coach may limit or suspend that athlete's participation until it is safe for the athlete to return.

Athletes are expected to report injuries, illness, dizziness, breathing difficulties, or other conditions that could affect their ability to participate safely.

IF A BOAT SWAMPS OR CAPSIZES

If your boat fills with water or overturns, stay with the boat unless specifically instructed otherwise by a coach or emergency responder.

Do not attempt to swim away from the shell. Remain calm, hold on to the boat, stay with your crew, and wait for assistance from the coach's launch or other rescue personnel.

IF A ROWER GOES OVERBOARD

If a rower is thrown from the boat, the crew should stop immediately and follow the directions of the coxswain and coach.

The athlete in the water should remain calm, protect their head if the shell or oars are passing nearby, and stay visible to the crew and coaching launch. Do not attempt to chase or swim after the boat.

The coaching launch will respond and assist the athlete back to safety.

FOLLOW COXSWAIN AND COACH INSTRUCTIONS

While carrying equipment, launching, docking, rowing, or otherwise on the water, athletes must respond quickly and correctly to instructions from the coxswain and coaching staff.

Commands related to stopping, backing, steering, docking, changing pressure, or responding to an emergency must be followed immediately.

Good communication and prompt responses are essential to the safety of the entire crew.

TRANSPORTATION SAFETY

Oakton Crew follows all applicable Fairfax County Public Schools (FCPS) transportation and bus safety rules.

Athletes are expected to behave appropriately and follow the instructions of drivers, coaches, chaperones, and school personnel while traveling to or from any crew practice, regatta, or team activity.

Violations of transportation or bus safety rules during a crew-related activity will be addressed in accordance with applicable FCPS policies and team expectations.

EVERY ATHLETE IS RESPONSIBLE FOR SAFETY

Safety is a shared responsibility. Athletes should remain alert, communicate concerns immediately, look out for their teammates, and never ignore an unsafe condition or behavior.

When in doubt, stop and ask a coach before proceeding.

Equipment Maintenace and Damage Policy

Oakton Crew relies on specialized and costly equipment that must be properly maintained to ensure athlete safety and keep the team operating effectively. Every athlete is responsible for treating team equipment with care and immediately reporting problems.

REPORT DAMAGE OR MAINTENANCE ISSUES

Rowers and coxswains should inspect equipment as they use it and promptly report any loose, worn, broken, or damaged parts to a coach.

Athletes should never ignore or attempt to conceal equipment damage. Reporting a problem early can prevent additional damage, reduce repair costs, and help ensure that equipment remains safe for the next crew.

If you notice something that does not look, feel, or operate correctly, notify a coach before continuing to use the equipment.

PROPER CARE OF EQUIPMENT

Athletes are expected to handle boats, oars, ergs, launches, electronics, tools, and all other equipment carefully and in accordance with coaching instructions.

This includes taking appropriate care when:

Carrying, launching, and docking shells
Moving boats and oars in and around the boathouse
Adjusting seats, foot stretchers, riggers, and other components
Using ergs and other training equipment
Loading, unloading, and transporting equipment
Cleaning and storing equipment after use

Normal wear and accidental damage can occur in rowing. Athletes will not be held responsible simply because equipment breaks during normal, appropriate use.

RESPONSIBILITY FOR PREVENTABLE DAMAGE

Athletes may be held responsible when equipment is damaged because of intentional misconduct, reckless behavior, unauthorized use, or failure to follow reasonable instructions for handling equipment.

This expectation applies to property belonging to Oakton Crew as well as equipment belonging to other rowing programs, schools, organizations, or facilities that we use or share.

When responsibility for preventable damage is established, appropriate consequences will be determined by the coaching staff and team leadership based on the circumstances.

Consequences may include:

Assisting with appropriate equipment repairs or maintenance
Performing team or equipment-related service
Reimbursing the program for repair or replacement costs when appropriate and consistent with applicable team and FCPS policies
Additional team consequences for intentional or repeated misconduct

TAKE CARE OF WAHT THE TEAM DEPENDS ON

Crew equipment represents a significant investment and is shared by current and future athletes. Caring for it is part of being a responsible teammate.

Use equipment properly, report problems immediately, and leave equipment in better condition whenever possible.

Boat Selection Policy

Boat selection and regatta lineups are determined by the coaching staff with the goal of creating safe, competitive, and effective crews while supporting the development of all athletes.

LINEUP SELECTION

Coaches consider a variety of factors when determining boat assignments and race lineups. Whenever possible, they will use objective performance measures, including:

Ergometer scores
Seat racing results
Racing experience
Demonstrated fitness and performance

Coaches may also consider factors that are essential to the success of a crew, including:

Rowing technique
Boat-moving ability and compatibility
Attendance and reliability
Attitude and coachability
Effort and improvement
Safety awareness
Ability to work effectively with teammates

No single factor guarantees placement in a particular boat or seat. Lineups may change throughout the season as athletes develop, team needs change, or coaches evaluate different combinations.

COACHING DECISIONS

Final decisions regarding boat assignments, seat placement, and regatta lineups are made by the coaching staff.

Athletes are encouraged to speak directly with their coach if they have questions about their placement or would like to understand what they can improve. Coaches will make reasonable efforts to provide constructive feedback regarding fitness, technique, attendance, attitude, or other areas that may affect boat selection.

Athletes should approach these conversations respectfully and with a focus on their own development.

OPPORTUNITY TO RACE

The coaching staff will make a reasonable effort to provide each athlete who is in good standing with an opportunity to compete in at least one regatta during the regular season, when team size, available entries, equipment, and regatta conditions permit.

Being considered in good standing generally means that the athlete:

Has satisfied applicable team dues and financial obligations
Has met applicable team fundraising expectations
Has satisfied applicable family volunteer commitments
Maintains satisfactory attendance and participation
Demonstrates a positive and respectful attitude
Understands and follows team safety requirements
Meets all applicable FCPS academic and athletic eligibility requirements

Meeting these standards makes an athlete eligible for consideration but does not guarantee placement in a particular boat, race, or regatta.

CHAMPIONSHIP REGATTAS

Participation in end-of-season championship regattas is not guaranteed for every athlete. Entry limits, competitive considerations, team size, available equipment, and regatta qualification requirements may restrict the number of athletes who can participate.

Championship events may include competitions such as the:

Virginia Scholastic Rowing Championships (VSRC)
Stotesbury Cup Regatta
National championship-level regattas for which the team is eligible

For these events, coaches will select lineups with the goal of fielding the strongest and most competitive crews possible. Selection may consider the same factors used throughout the season, including performance, technique, attendance, attitude, experience, boat compatibility, and demonstrated ability to contribute to the crew.

Coaches will communicate with athletes regarding championship-regatta selection and eligibility.

TEAM-FIRST APPROACH

Boat selection is an ongoing process, and athletes should expect competition for seats throughout the season. Every athlete can strengthen their opportunity by consistently attending practice, working hard, accepting coaching, supporting teammates, and focusing on continued improvement.

Selection reflects what best serves the crew and the team at that point in the season—not the value of an athlete as a member of Oakton Crew.

Financial and Fundraising Responsibilities

Participation in Oakton Crew requires both a time commitment and a financial commitment from athletes and their families. Team dues, registration fees, and fundraising help support equipment, transportation, coaching, regatta expenses, and other costs necessary to operate the program.

TEAM DUES AND REGISTRATION FEES

Athletes and their parents or guardians are responsible for paying all required team dues, registration fees, and other applicable charges according to the deadlines communicated by Oakton Crew.

Families should review registration materials carefully and make payments in accordance with the established payment schedule.

Athletes whose required team dues are not paid in full by the applicable deadline may be restricted from participating in team activities, including:

Team practices
Transportation to and from water practices
Regattas and competitions
Other team-sponsored activities

Any exceptions or payment arrangements must be approved by the appropriate Oakton Crew representative.

GREEN DAYS FEES

Athletes who have not paid the required Green Days fees may participate in designated introductory or Open House activities but will not be permitted to participate in on-the-water practices until the required fees have been satisfied or an approved arrangement has been made.

OUTSTANDING BALANCES FROM PRIOR SEASONS

Families are expected to resolve any outstanding dues or fees from prior seasons before participating in a new season.

Households with unresolved balances as of August 1 may be removed from the team roster and may not participate in Oakton Crew activities until the balance has been resolved or an approved payment arrangement has been established.

This requirement applies to both returning athletes and athletes from households seeking to register a new team member.

FUNDRAISING RESPONSIBILITIES

Athletes are expected to participate in team-sanctioned fundraising activities as required by the program.

Fundraising is an important part of supporting team operations and helping manage the overall cost of participation. Athletes and families should make a good-faith effort to fulfill any fundraising commitments communicated by Oakton Crew.

Funds raised through team-sponsored fundraising activities are considered contributions to the Oakton Crew program. If an athlete leaves the team for any reason, funds already raised on behalf of the team will remain with the program and will not be refunded or distributed to the athlete or family.

FINANCIAL ASSISTANCE

Oakton Crew does not want financial hardship to prevent an otherwise eligible student from participating.

Families experiencing financial circumstances that may make team dues, fees, or other participation costs difficult to meet are encouraged to contact an Oakton Crew Board member as early as possible.

Financial concerns will be handled respectfully and as confidentially as practical. When available, the Board may work with families to identify payment arrangements, financial assistance, or other appropriate options.

SHARED RESPONSIBILITY

Meeting financial and fundraising obligations helps Oakton Crew plan responsibly and provide a safe, competitive, and well-supported rowing program for all athletes.

Families are encouraged to communicate promptly with the Board if questions, difficulties, or unexpected circumstances arise rather than allowing balances or deadlines to go unresolved.