February 2020
A.D. Reminders February 2020

Coaches - Set all-league coaches meeting and spring pre-season league coaches meeting

League - Attend league meeting

Pre-Season - Review all spring schedules and send transportation requests to transportation department

Pre-Season - Finalize spring sports schedules

Pre-Season - Remind spring sports coaches of spring rules clinics dates

Pre-Season - Send spring sports schedules to officials

Pre-Season - Assign keys to spring sports coaches

Pre-Season - Prepare indoor gym schedule for spring sports in case of rain

Pre-Season - Make plan for cancelling sport events when rain occurs. What is the deadline for cancellation? Who needs to be notified? How is a contest rescheduled?

Pre-Season - Prepare spring sports season arrangements

Pre-Season - Empty and reassign lockers for spring

Pre-Season - Prepare parent night invitation and letter

Pre-Season - Prepare spring schedules to be handed out at league meeting – avoid testing week if possible

Program - Weekly administrative meeting

Program - Faculty meetings

Program - Send request for spring sports officials association with schedules

Program - Set winter sports banquet(s) and spring parents sports meeting

Program - Review spring sports contracts, send copies to administrators

Program - Send spring schedules to administrators for sports supervision scheduling

Program - Schedule and send out agenda for any athletic department meeting

Post-Season - Review basketball league, district and state playoff information, including picture, up-dated roster and team record. Send to local tournament manager and state tournament

Post-Season - Review league and district tournament sites and make transportation requests

Post-Season - Send district basketball tournament information to media

Post-Season - Prepare district and state paperwork due for swimming, basketball, wrestling, gymnastics and bowling

Post-Season - Prepare for hosting games in winter post-season competition

Post-Season - Attend district and state contests

Post-Season - Meet with winter coaches for season evaluations, inventory and storage of equipment

Post-Season - Review qualifying and state tournament information bulletins for winter sports

Post-Season - Inform administration and coaches on post-season plans

Post-Season - Inform student body of plays, procedures and rules for post-season

Post-Season - Meet deadlines and responsibilities for post-season competitions

Post-Season - Schedule winter sports banquets




January 2020
Happy New Year! A.D. Reminders - January 2020

Happy New Year 2019!

Coaches - Update coaches standards file

Coaches - Schedule and sent out agenda for any athletic department meeting

Fiscal - Pay bills

League - Review league standings for possible ties, play-off format, procedures and sites

League - Attend league meeting

Program - Finalize team rosters

Program - Game day preparations for basketball, wrestling, gymnastics and swimming

Program - Take State pictures

Program - Weekly administrative meetings

Program - Faculty meetings

Program - Check on purchases for concessions stands

Program - Update website

Program - Make local school board presentation on the National AD Conference (if attended)

and thank you note to the board for allowing you to attend

Program - Finalize fall sports schedules for next year

Post-Season - Complete summary records for season’s wrestling participation; submit copy to

qualifying tournament managers

Post-Season - Review winter post season reservations




December 2019
Merry Christmas! - A.D. Reminders December 2019

Coaches - Distribute clinic brochures to coaches

Pre-Season - Prepare for winter events: announcers, timers, ticket sellers, event managers, security, gate cash managers, signage, police

Program - Confirm wrestling permit forms are signed by physician and keep on file

Program - Observe at winter sports contests and practices at all levels

Program - Weekly administrative meetings

Program - Faculty meetings

Program - Update website

Program - Check concession stand responsibility, schedule and order process

Program - Make necessary preparations for Holiday competitions

Program - Obtain emergency numbers for Holiday break opponents in case of snow

Program - Obtain emergency numbers for weekend contests where bad weather can be an issue

Program - Review all winter schedules for conflict

Program - Confirm all transportation requests and review for conflicts

Program - Schedule and send agenda for any athletic department meetings

Program - Collect equipment requests for fall sport

Post-Season - Review all winter tournament room reservations




November 2019
A.D. Reminders November 2019

Coaches - Winter sports rules clinics

Coaches - Winter sports eligibility rules

Coaches - Schedule and send out agenda for athletic department meeting

Fiscal - Pay bills

League - All-league fall coaches meeting and pre-season for winter coaches

Pre-Season - Collect all eligibility information from winter sports athletes

Pre-Season - Winter sports eligibility list on file

Pre-Season - Announce first practice dates for winter sports

Pre-Season - Schedule winter sports parents meeting

Pre-Season - Finalize gym practice schedules for winter sports

Pre-Season - Review all winter schedules for conflicts

Pre-Season - Empty lockers and reassign for winter sports

Pre-Season - Pre-season meetings with winter sports coaches

Pre-Season - Send winter schedules to officials

Pre-Season - Prepare winter schedules and rosters for league opponents

Pre-Season - Review winter sports season guidelines

Pre-Season - Share winter sports information with administration and coaches

Pre-Season - Note deadlines for winter sports activities

Pre-Season - Send all winter schedules to media

Pre-Season - Contact ticket sellers

Pre-Season - Tests for coaches who did not attend pre-season rules clinics completed?

Program - Update website

Program - Booster club meeting agenda – mail

Program - Get league academic awards and sportsmanship awards submitted

Program - Check winter tournament dates and look for school calendar conflicts

Program - Rent gym if necessary for winter sports practices

Program - Arrange audio/video equipment for parent night

Program - Winter schedules to administrators for sign up of administration duties

Program - Winter team pictures – contact coaches and photographers for dates

Program - Prep sports programs – coach letters, rosters, schedules

Program - Submit eligibility paperwork

Program - Prepare agenda for winter sports parent night

Program - Check on lost and found

Program - Arrange for event management for winter home contests

Post-Season - Arrange supervision for District/State events

Post-Season - Inventory fall sports equipment and prepare for storage

Post-Season - Review qualifying and state tournament information bulletins for fall sports

Post-Season - Inform administration and coaches regarding post-season procedures

Post-Season - Inform student body and press of plays, procedures and rules

Post-Season - Send thank you notes to spouses of fall sports coaches

Post-Season - Meeting with fall coaches for season evaluation, inventory and storage of equipment




October 2019
A.D. Reminders October 2019

Fiscal - Pay bills weekly
Pre-Season - Prepare winter gym schedule for practices and contests
Pre-Season - Advise winter coaches of winter rules clinic sites and dates
Pre-Season - Review winter contracts with coaches
Pre-Season - Request officials for winter sports
Program - Weekly administrative meeting
Program - Update website
Program - Faculty meetings
Program - Help promote events
Program - Lost/Found – how are these items being processed?
Program - Schedule and send out agenda for any athletic department meeting
Program - Rosters and updated picture for all potential district/state tournament team should be sent to tournament manager and program printer
Program - Review league standings for possible ties for playoffs and sites
Post-Season - Check with athletic secretary – order letter awards and pictures as needed for post season awards banquets
Post-Season - State tournament information to coaches
Post-Season - Submit post season rosters in timely fashion
Post-Season - Attend contests and practices at least once for each team at each level
Post-Season - Bill and thank advertisers for sports program support
Post-Season - Check tournament dates and confirm room reservations for state tournament
Post-Season - Set end of season coaches meetings for the league coaches
Post-Season - Schedule fall sports banquet(s)




September 2019
Welcome Back to School! - A.D. Reminders September 2019

Coaches - Review with coaches all state and local eligibility rules
Coaches - Review coaches education hours including those who attend CPR or first aid classes
Coaches - Review “out of season” regulations at first coaches meeting


Fiscal - Pay bills


League - League AD meeting


Program - Fall sports eligibility list should be on file
Program - Confirm individual practice rules have been met prior to competition
Program - Review fall sports season guidelines and bulletins. Share information with administration and coaches, noting deadlines
Program - Review eligibility clearance, resident and academic rules, PRIOR to first competition
Program - Finalize fall sport team rosters, take team picture
Program - Schedule and plan events for National Activities Week in October
Program - Send rosters to opponents
Program - Make sure visitor locker rooms are clean and ready for use
Program - Request gate money and police checks for home contests
Program - Write article for school newspaper or program
Program - Eligibility paperwork deadline
Program - Secure any off-site gym space that might be needed for basketball practice for winter
Program - Weekly meeting with administrators
Program - Prepare JV and C team rosters and send with coach to contests to handout to parents
Program - Confirm with transportation director all fall conflicts and departures
Program - Submit forms needed for co-op and combined programs
Program - Review school calendar and look for scheduling conflict


Post Season - Selection of qualifying play-off format, sites, managers and dates
Post Season - Review state tournament allocation and tournament pairings or draws




August 2019
A.D. Reminders August 2019

Coaches - Contact Head Coaches to poll their assistants about attendance for CPR/First Aid
Coaches - Update coaches education records and notify coaches of their current status
Pre-Season - Find out eligibilty dates for Fall season
Pre-Season - Review current State Handbook, noting changes
Pre-Season - Plan for Rules Clinics for Fall coaches
Pre-Season - Arrange for CPR/First Aid classes
Pre-Season - Remind Head Coaches about Fall league coaches meetings
Pre-Season - Contact police and ambulance for home football games
Pre-Season - Contact announcement/timer/chain crew for home football games
Pre-Season - Contact event manager for home football, soccer, volleyball contests
Pre-Season - Contact team doctor for home football games and make sure they have schedules
Pre-Season - Prepare Parent Night presentation
Pre-Season - Prepare and/or complete JV and C schedules
Pre-Season - Prepare “Season Arrangements” for coaches and schedule pre-season Coaches Meeting
Pre-Season - Confirm picture dates with team photographer
Pre-Season - Attend Parent Orientations
Pre-Season - Process all fall athletic participants paperwork - check eligibility concerns
Pre-Season - Prepare coaches contracts for out-of-building coaches
Pre-Season - Discuss theft and facility “etiquette” with coaches
Pre-Season - Discuss etiquette with spirit team(s)
Pre-Season - Football home games - secure commitments from clean-up crews
Pre-Season - Check with Athletic Secretary or consult paperwork and coaches to see if eligibility appeals are necessary for any transfer students
Pre-Season - Arrange for transportation for away events
Pre-Season - Send schedules to administrators and meet with them regarding game supervision
Pre-Season - Review schedules and give athletic secretary reservation dates needed for overnight trips
Pre-Season - Keys distributed to coaches
Pre-Season - Review current casebook
Pre-Season - Make sure lockers are ready to go with locks and paperwork for coaches
Pre-Season - Contact insurance company for Certificate of Insurance for field use
Pre-Season - Arrange for jamboree
Fiscal - Pay bills
Fiscal - Schedule meeting with ASB and Business Manager to review purchasing process
Fiscal - Order equipment for winter sports
Program - Report to school boad concerning the school’s interscholastic program for the year
Program - Prepare Booster Club board meeting agenda
Program - Update website
Program - Arrange for AV needs for Parent Night
Program - Check with student government for promo events
Program - Schedule and send out agenda for any Athletic Department meetings
Program - Prepare yearly calendar, note scheduled games, league and district meetings, SAT and ACT dates
Prorgram - Send roster of all head, assistant and volunteer coaches to district office to ensure volunteer coaches are registered and cleared
Program - Send maps to league members for game sites
Program - Schedule picture day for local media
Program - Review eligibility clearance - resident and academic rules prior to first competition
Program - Schedule Team Picture Day

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