October 2018
A.D. Reminders October 2018

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 2018
A.D. Reminders September 2018

Coaches - Review with coaches all state and local eligibility ruleCoaches - 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 2018
A.D. Reminders August 2018

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

July 2018
A.D. Reminders July 2018

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 2018
A.D. Reminders June 2018

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 2018
A.D. Reminders May 2018

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

April 2018
A.D. Reminders for April 2018

Coaches - Schedule coaches meetings to review athletic handbook, make needed changes for upcoming year.


Fiscal - Review coaches’ salaries/budget for proposals for next year and forward to administrative team.


Program - Schedule physical dates with team physician for summer or call local clinics.


Program - Handle rainout and weekly schedule.


Program - Order flowers or gift for Administrative Day.


Program - Set dates for summer maintenance work in gym.


Program - Review basketball, wrestling, gymnastics scheduling for next year.


Program - Contact park department with requests for fields for next year.


Program - Review and set date for maintenance work on scoreboards over the summer.


Post-Season - Submit state tournament information online for potential state participants.


Post-Season - Prepare for late April or early May district, regional and state tournament information to be sent to qualifying manager and state tournament program printer.


Post-Season - Finalize rosters, update scores and send picture for state tournament programs.


Post-Season - Review league standings for possible ties for playoffs to qualifying events.


Post-Season - Check for tournament dates and confirm motel reservations for state events.

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