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

July 2019
Happy Independence Day! - A.D. Reminders July 2019

Family - Take family/vacation time or you will not get through the next year

Program - Have packets for fall registration online or send out

Program - Check dates for fall rules meetings and schedule with coaches

June 2019
Have a safe summer everyone!! - A.D. Reminders June 2019

Coaches - Meet with spring coaches for season evaluations, inventory and equipment storage

Coaches - Make arrangements for summer coaches’ schools or clinics

Coaches - Remind coaches if they need coaching clock or certification hours

Fiscal - Schedule end of the year meeting with ASB and district business manager to review budgeting and fiscal stability

Fiscal - Turn in ASB budget to high school ASB secretary for next year

Fiscal - Notify all coaches of their budgets for next year

Fiscal - Check with vendors regarding outstanding purchase orders

League - Attend league meeting

Pre-Season - Send requests for fall sports officials association with schedules

Program - Weekly administrative meeting

Program - Schedule fall parents meeting

Program - Update school athletic code

Program - Faculty meetings

Program - Confirm all fall schedules

Program - Contact photographer to schedule fall team pictures

Program - Check for fall eligibility dates and send letters to athletes no meeting academic eligibility

Program - Contact sports program advertisers for fall commitment

Program - See that job position openings are posted, interviews scheduled and hire coaches for following year

Program - Get the end of the year report ready for administration and board

Program - Present list of coaches for following year to the board for approval

Program - Coaches summer letters prepared and reviewed

Program - Write to all motels for next year’s tournaments reservations and confirm dates

Program - Confirm and schedule school physicals

Program - Send athletic code books to be printed for fall handout

Program - Schedule date for call coaches and parents meetings

Program - Schedule summer activities and facilities use: i.e. summer camps

Program - Review dates for district summer meetings

Program - Check with building administration and review dates for summer student activities

Post-Season - Confirm lockers are cleaned out and equipment properly stored for summer

May 2019
A.D. Reminders May 2019

• Coaches End of year coaches meetings
• Coaches Complete coaching clock hours or certification hours forms
• Coaches Coaches review changes for student athletic handbook

• Fiscal Pay bills
• Fiscal Confirm officials’ bills

• League Attend league meeting

• Program Update “social athletic code”
• Program Weekly administrative meeting
• Program Faculty meetings
• Program Update website
• Program Set “end of year” board presentation
• Program Load next year’s schedules onto website and school calendar
• Program Schedule and send out agenda for athletic department meeting
• Program Confer with administration regarding enrollment plans for next year
• Program Schedule date for spring sports all-league meeting

• Post-Season State tournament preparations
• Post-Season Review qualifying and state tournament information bulletins for spring sports
• Post-Season Inform administration and coaches of post-season information
• Post-Season Inform student body of plans, procedures and rules regarding post-season play
• Post-Season Meet deadlines and responsibilities in regard to post-season participation
• Post-Season Prepare thank you letters for spring sports coaches’ spouses
• Post-Season Prepare and schedule end of year coaches’ breakfast, dinner or meeting;
show you appreciation
• Post-Season Notify parents of physical date, site , cost, etc. for the coming year
• Post-Season Confirm fall sports scheduling
• Post-Season Confirm district playoff information, gate lists, supervisors, rosters
• Post-Season Schedule spring sports banquet(s)
• Post-Season Prepare for spring sports state tournaments

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