March 2018
A.D. Reminders for March 2018

Coaches - Make sure tests for coaches who did not attend pre-season rules clinics are completed Fiscal Pay bills

League - Attend league meeting

Pre-Season - Make sure spring sports eligibility lists are completed and on file

Pre-Season - Prepare schedules and handouts for parents’ night meeting

Pre-Season - Arrange for audio/video needs for parents’ night

Program - Weekly administrative meeting

Program - Faculty meetings

Program - Prepare eligibility paperwork

Program - Schedule spring sport team pictures

Program - Prepare spring sport programs, pictures, rosters, schedules, articles

Program - Update website

Program - Schedule and send out agenda for athletic department meeting

Program - Confirm that individual practice rules have been met prior to first competition

Program - Hold any spring eligibility hearings if necessary

Program - Confirm all spring schedules with school calendar and review for conflicts

Post-Season - Complete winter sports inventory, storage of equipment; order equipment

Post-Season - Prepare thank you letters to winter sports coach spouses

Post-Season - Review selection of qualifying playoff sites, managers, play-off formats and dates for spring tournaments

February 2018
A.D. Reminders for February 2018


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

program printer.


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January 2018
A.D. Reminders for January 2018


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


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December 2017
A.D. Reminders for December 2017


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 sports

Post-Season - Review all winter tournament room reservations

November 2017
A.D. Reminders for November 2017



  • 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


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October 2017
A.D. Reminders for October 2017



  • 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)


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September 2017
A.D. Reminders for September 2017


  • 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



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