Monthly Checklists
July
___ 1. Check for delivery of ordered supplies for fall teams.
___ 2. All coaches are hired for fall sports.
___ 3. Important dates entered on the master calendar:
b. Banquet dates
c. District dates
d. Guidance testing dates
e. Performing arts events, including plays and concerts
f. Other activities, such as fundraisers, dances, Parent/Teacher Association (PTA) meetings
b. Field marking paint
c. Athletic tape, medical supplies
d. Towels
e. Laundry soap
f. Team room locks
g. Coaching gear
h. Tickets
i. VCR tapes
___ 6. Schedule picture day for program pictures.
___ 7. Organize athletic boosters for beginning-of-school projects.
___ 8. Update team room locks.
___ 9. Send coaches summer news.
___10. Send state directory information.
___11. Repair field equipment:
b. Marking stencils
c. Paint machine
d. Lime
e. Football coach checks sleds and field equipment
f. Team watering system for football and field hockey
a. End-of-season report
b. Budget requests
c. Banquet information
d. Emergency situation cards
___13. Send fall schedules to printer.
___ 14. Send fall student-athlete team contracts.
___15. Send copy of complimentary tickets list to all schools.
___16. Arrange outside building safety inspection.
___17. Prepare building-use report.
___18. Order faculty complimentary passes.
___19. Review printing contracts for the upcoming school year.
___20. Prepare work orders for field preparation.
___21. Update coaches' handbook.
___22. Update the student activities section of the faculty handbook.
___23. Review keys and distribute to coaches.
August
___ 1. Review July checklist for any carry-over items.
___ Lime
___ Field marking paint
___ Locks
___ Towels
___Training supplies
___ Bus departures
___ Prepare lining schedule
___ Football practice/game field
___ Field hockey practice/game field
___ Cross country course/safety check
___4. Football stadium preseason check (ample time before first game).
___ Mow field, adjacent areas, and weed-whack fence lines
___ Scoreboard working properly
___ Stadium lights working properly, bulbs replaced
___ Benches repaired, painted and in place
___ Check goal post specifications
___ Reserved seats painted
___ Senior class spirit section painted
___ PA system operational
___ Bleacher boards inspected/repaired/replaced
(NOTE: Bleachers must be checked prior to every game)
___ Concession buildings operational
___ 6. Prepare school-year transportation budget and submit to area office.
___ 7. Check athletic schedules:
___ Send to opposing schools
___ Send to printer
___ Send to newspapers
___ Send to officials association
___9. Conduct fall coaches meetings.
___ Leadership expectations
___ Lettering
___ Prepare coaches information card
___ Prepare coaches address and telephone sheet
___ Review district policies
___ Review state policies
___ Review school policies
___ Brief coaches regarding heat and conditioning concerns
___ 11. Finalize school master calendar:
___ Back-to-school night
___ Pep rallies
___ Parents meetings for individual sports
___ Administrative coverage assignments
___ 13. Activities calendar and handbook prepared for printer.
___ 14. Coordinate fall booster activities.
___ 15. Brief football administration:
___ Chain crew personnel
___ Timer
___ Announcer
___ Game security personnel
___ Ticket personnel
___ Field equipment: yard markers, pylons, goal post pads, down markers, order portable toilets
___ 17. Contact pre-sale ticket persons.
___ 18. Field hockey preparation.
___ 19. Fall coaches: supplement paperwork, per diem forms.
___ 20. Football program sent to printer.
___ 21. Order concession items: candy, soda, etc.
___ 22. Compile and distribute faculty complimentary passes.
___ 23. Review regional compensated ticket policy with faculty.
___ 24. Order regional passes.
___ 25. Order state administrative passes.
___ 26. Send visiting varsity football teams information sheet.
___ 27. Send officials association pre-game information sheet with times, dressing area, map, etc.
___ 28. Send athletic trainers' emergency information to visiting team trainers.
___ 29. Complimentary tickets mailed to regional schools.
___ 30. Conduct finance seminar with all sponsors/coaches.
___ 31. Secure sports information director (stringers) for sports scores.
___ 32. Send football team rosters to opponents.
___ 33. Send fall sports rosters to opponents.
___ 34. Update security information/update alpha codes.
___ 35. Prepare weight room schedule and coverage of supervision
___ 36. Organize stadium cleanup after football games.
___ 37. Ensure fall practices begins in accordance with state association calendar.
___ 38. Monitor heat and humidity for August practices.
___ 39. Contact fire/rescue to confirm EMT coverage for football games.
___ 40. Organize student leadership conference attendance.
___ 41. Organize fall sports picture day.
___ 42. Update building-use calendar.
___ 43. Coordinate custodial coverage for weekend practices and events.
___ 44. Hold orientation for new coaches.
September
___ 1. Check and update sports schedules.
___ 2. Review and confirm:
___ Schedules sent to printer, opponents, newspapers, officials
___ Eligibility
___ Scrimmages
___ Officials confirmed
___ Ticket collection
___ 4. Eligibility lists sent to state association and opposing schools.
___ 5. Start preparation of fall athletic banquet mailing.
___ 6. Request student mailing labels.
___ 7. Review trophy/plaque order for school year.
___ 8. Review additional fundraising requests.
___ 9. Contact local groups that present school awards.
___ 10. Distribute bus departure date and times to coaches/sponsors.
___ 11. Submit team rosters for football insurance (before first game).
___ 12. Organize snack bar and drink machines.
___ 13. Coordinate booster activities.
___ 14. Prepare winter tournament formats.
___ 15. Prepare winter recreation gym-use schedule.
___ 16. Submit school enrollment numbers.
___ 17. Request school-wide printout of schedules for students.
___ 18. Complete approved student activity and club forms.
___ 19. Meet with appropriate personnel to coordinate grade-monitoring procedures.
___ 20. Submit administrative league request for coaches.
___ 22. Schedule and organize fall sports assembly.
___ 23. Prepare building-use monthly report.
___ 24. Attend necessary district and regional meetings.
___ 25. Assign administrative coverage for school events.
___ 26. Formulate and submit steroid awareness plan to principal.
___ 27. Arrange for fall sports pictures.
___ 28. Review and revise all club constitutions.
___ 29. Join/renew professional associations:
___ State Athletic Directors Association
___ Other local groups
___ Northern Region Athletic Directors Association
___ 1. Update winter schedules.
___ 2. Book scrimmages for winter sports.
___ 3. Schedule bus departures for winter sports.
___ 4. Organize and conduct winter coaches' meeting.
___ 5. Prepare winter gym-use practice schedules.
___ 6. Submit recreation gym practice schedule.
___ 7. Organize winter custodial coverage for weekend events.
___ 8. Distribute bus departures to winter coaches.
___ 9. Finalize winter holiday invitational tournaments.
___ 10. Mail fall banquet letters.
___ 11. Check monogram delivery:
___ Sport insignias
___ Letters
___ 13. Submit building-use report.
___ 14. Attend district and regional meetings.
___ 15. Remind coaches of regional meetings.
___ 16. Arrange travel accommodations for stat-culminating events.
___ 17. Remind coaches to attend state officials meeting.
___ 18. Coordinate homecoming activities.
___ 19. Prepare winter sport cancellation checklist.
___ 20. Review district/regional time line.
___ 21. Request police for winter sporting events and dances.
___ 22. Review Halloween security precautions.
___ 23. Prepare fall tournament entry forms for team advancement.
___ 24. Organize winter cheerleading tryouts.
___ 25. Monitor first quarter interim grades.
___ 26. Assign administrative coverage for school events.
November
___ 1. Check and revise winter sports schedules.
___ 2. Double check/confirm:
___ Scrimmages
___ Officials' confirmation
___ Ticket collection schedule
___ 4. File administrative-leave request for national convention.
___ 5. Winter holiday tournament preparation:
___ Schedule volunteers
___ Hospitality arrangements
___ 7. Fall banquets completed.
___ 8. Locker rooms and locks reassigned.
___ 9. Distribute and review end-of-season reports.
___ 10. Obtain next year's budget requests from fall sports.
___ 11. Prepare and submit format for winter and spring tournaments.
___ 12. Submit eligibility lists for winter sports teams.
___ 13. Compile team address and phone lists.
___ 14. Update coaches' address and phone lists.
___ 15. Prepare next fiscal year ledger for budget information.
___ 16. Send rosters to opponents.
___ 17. Review game management procedures:
___ Scorekeeper
___ Facility setup
___ Name board preparation
___ Pep bands
___ Stringer
___ 19. Submit building-use report.
___ 20. Recondition football equipment.
___ 21. Review religious holidays for scheduling.
___ 22. Critique district fall sports/non-sports tournaments.
___ 23. Secure sports information director or stringers for winter sports.
___ 24. Conduct evaluations of fall sports head coaches.
___ 25. Send winter schedules to newspaper.
___ 26. Send winter schedules to Officials Association.
___ 27. Solicit teams for spring invitational tournament.
___ 28. Submit reimbursement forms for state culminating events.
___ 29. Prepare winter cancellation list.
___ 30. Assign administrative coverage for activities.
___ 31. Attend district and regional meetings.
___ 32. Winter coaches: supplement paperwork.
___ 33. Prepare system for efficient management of winter event name-boards:
___ Wrestling
___ Other winter sports
___ 35. Remind wrestling coach of nutrition and weight loss clinic.
___ 36. Review police/fire and rescue requests for winter.
___ 37. Expedite payment of fall officials to Financial Services.
___ 38. Monitor first-quarter grades.
December
___ 1. Double check/confirm:
___ Bus departures
___ Recreation gym-use schedule
___ Review school building-use schedule
___ 3. Finalize all details for winter invitational tournament.
___ 4. Coordinate booster activities.
___ 5. Administer winter tournaments.
___ 6. Complete building-use report.
___ 7. Prepare holiday security schedules.
___ 8. Review snow removal plan with custodians.
___ 9. Attend district and regional meetings.
___ 10. Approve all regional winter sports/non-sport budgets.
___ 11. Critique regional fall sports/non-sport activities.
___ 12. Review inclement-weather policies with coaches.
___ 13. Store and secure fall field equipment.
___ 14. Water turned off in outside facilities.
___ 15. Assign administrative coverage for activities.
___ 16. Arrange for winter sports pictures.
___ 17. Submit meal/mileage reimbursement forms.
___ 18. Monitor second-quarter interim grades.
January
___ 1. Advertise any spring coaching vacancies.
___ 2. Double check/confirm:
___ Bus departures, especially for postseason tournaments
___ Gym-use schedule for athletic teams
___ Recreation gym-use schedule for non-sport activities
___ 4. Prepare winter mailings for awards banquet.
___ 5. Prepare format for spring district tournaments to be hosted.
___ 6. Place order for fall sports next year.
___ 7. Make room reservations for State Association meeting.
___ 8. Attend district and regional meetings.
___ 9. Submit building-use report.
___ 10. Evaluate fundraising procedures to include finance officer, club presidents, etc.
___ 11. Mid-year review of district, regional and local activities calendar/handbook.
___ 12. Assign administrative coverage for activities.
___ 13. Monitor second-quarter grades.
___ 14. Review entire athletic teams' grades to establish second-semester eligibility.
February
___ 1. Double-check/Confirm:
___ Bus departures for tournaments
___ 2. Finalize spring schedules.
___ 3. Conduct coaches' meeting for spring sports.
___ 4. Mail winter banquet letters.
___ 5. Administrate culminating tournaments.
___ 6. Check awards for banquet:
___ Insignia
___ Certificates
___ Banquet supplies
___ Trophies/plaques engraving
___ Letters
___ 8. Send spring sports schedules to officials.
___ 9. Submit work orders for field preparation (if pending).
___ 10. Organize game management personnel for spring.
___ 11. Order portable toilets.
___ 12. Coordinate field lining schedule.
___ 13. Check condition of paint machine, field limer.
___ 14. Submit building-use report.
___ 15. Develop inclement weather indoor practice plan.
___ 16. Arrange travel plans for state culminating events.
___ 17. Organize parents meetings for spring sports.
___ 18. Notify coaches of spring sport officials meetings.
___ 19. Notify new/out-of-country coaches of coaches' seminar.
___ 20. Contact recreation department regarding availability (date/time) of high school fields.
___ 21. Conduct field safety checks.
___ 22. Send local golf pro letter outlining fall-use expectations.
___ 23. Spring coaches supplement paperwork.
___ 24. Prepare forms and order for next year.
___ 25. Prepare winter tournament entry forms for team advancement.
___ 26. Review police and fire and rescue requests for spring.
___ 27. Explain activities program to rising ninth-graders during scheduling process.
___ 28. Attend district and regional meetings.
___ 29. Assign administrative coverage for school events.
___ 30. Advise basketball coaches to solicit summer league sponsors.
March
___ 1. Double-check/confirm:
___ Spring bus departures
___ Scrimmages booked
___ Confirm officials' schedule
___ 3. Organize ticket collection/announcers/scorekeepers for:
___ Baseball
___ Soccer
___ Lacrosse
___ Other spring sports
___ 4. Finalize winter sports banquet plans.
___ 5. Fields organized and set up for spring use:
___ Tennis nets set up
___ Portable bleachers relocated
___ Water turned on to outside facilities
___ 6. Attend legislative meetings.
___ 7. Begin soliciting teams for next year's winter tournaments.
___ 8. Organize custodial staff for trash removal after spring contests:
___ Soccer
___ Softball
___ Lacrosse
___ Track
___ 10. Prepare spring rosters and send to opponents.
___ 11. Prepare spring team address and phone lists.
___ 12. Submit reimbursement request for state events.
___ 13. Critique district/regional winter sports and non-sport tournaments.
___ 14. Prepare coaches address and phone lists.
___ 15. Prepare spring event cancellation list.
___ 16. Prepare custodial weekend supervision schedule.
___ 17. Prepare spring break security schedule.
___ 18. Evaluate winter head coaches.
___ 19. Assign administrative coverage of events.
___ 20. Monitor third-quarter interim grades.
___ 21. Prepare supply orders for next year.
___ 22. Secure sports information director (stringers) for sports scores.
___ 23. Arrange for spring sports pictures.
___ 24. Start preparation of cheerleading tryouts.
___ 25. Submit meal/mileage reimbursement requests.
___ 26. Expedite payment of winter officials.
___ 27. Check scoreboard operation for repairs.
April
___ 1. Double-check and confirm:
___ Spring schedules
___ Ticket collection
_________ 3. Complete team selection for winter holiday tournaments.
_________ 4. Begin to prepare next year's athletic schedules.
_________ 5. Prepare master calendar for next school year.
_________ 6. Place orders for next year's winter sports.
_________ 7. Contact doctors and set date for physicals.
_________ 8. Attend state athletic directors' conference.
_________ 9. Prepare spring break security schedule.
_________ 10. Review ticket prices and pass policies for next year.
_________ 11. Sprinkler system and hoses checked for proper working order.
_________ 12. Submit building-use report.
_________ 13. Assign administrative coverage of events.
_________ 14. Attend district and regional meetings.
_________ 15. Monitor third-quarter final grades.
May
_________ 1. Double-check and confirm:
_________ Officials' assignments
_________ 3. Compile team schedules for next year.
_________ 4. Set deadline to have individual financial accounts stabilized.
_________ 5. Prepare master calendar for next year.
_________ Begin entering events on calendar
_________ 6. Collect all budget requests not yet submitted.
_________ 7. Complete and finalize ordering for winter sports.
_________ 8. Schedule end-of-year coaches' meeting.
_________ 9. Close out all concession inventories.
_________ 10. Hold spring athletic awards program.
_________ 11. Require coaches to submit inventory of equipment.
_________ 12. Begin preparing bus departure schedules for next year.
_________ 13. Prepare work orders for summer repairs and field maintenance.
_________ 14. Secure personnel to assist with physicals in June.
_________ 15. Make state culminating event arrangements.
_________ 16. Circulate statement of intentions for club sponsors/coaches.
_________ 17. Advertise all coaching vacancies for next year.
_________ 18. Provide recognition for all support staff.
_________ 19. Present regional fall sports formats/budgets.
_________ 20. Critique district spring sport and non-sport tournaments.
_________ 21. Submit reimbursements for state events.
_________ 22. Prepare summer field watering schedule.
_________ 23. Organize graduation responsibilities.
_________ 24. Circulate requests for building-use among faculty for next year.
_________ 25. Begin collecting fundraising requests for next year.
_________ 26. Monitor fourth-quarter interim grades.
_________ 27. Prepare spring tournament entry forms for team advancement.
_________ 28. Submit meal/mileage reimbursements requests.
_________ 29. Expedite payment of spring officials.
_________ 30. Assign administrative coverage for school events.
_________ 31. Submit building-use monthly report.
_________ 32. Attend district and regional meetings.
June
_________ 1. Close financial accounts:
_________ Report sellable inventory
_________ 3. Complete orders for next year:
_________ Laundry soap
_________ Towels
_________ Field marking paint
_________ Training supplies
_________ Team orders
_________ 5. Complete bus transportation forms.
_________ 6. Secure personnel for inside/outside message marquee assignments.
_________ 7. Monitor final grades of returning athletes.
_________ 8. Solicit personnel to research and complete scholar-athlete certificates.
_________ 9. Have coaches schedule meetings to determine fall sports team interest.
_________ 10. Travel to feeder junior high and talk about activities program (schedule for early spring).
_________ 11. Offer physical exams for upcoming year.
_________ 12. Submit reimbursement request for state events.
_________ 13. Submit activities forms/catastrophic insurance information.
_________ 14. Approval of all regional fall sports budget.
_________ 15. Critique regional spring sport and non-sport tournaments.
_________ 16. Postseason evaluation of coaches.
_________ 18. Coordinate booster club activities/requests for upcoming year.
_________ 19. Review any special summer program requirements.
_________ 20. Distribute and collect State Coaches Association applications.
_________ 21. Send handbook and directory request.
_________ 22. Order National Federation rulebooks for all sports.
_________ 23. Verify summer recreation gym use/field use schedule.
_________ 24. Review any special summer program requirements.
_________ 25. Secure all towels/locks.
_________ 26. Retrieve all training room equipment from individual sports teams.
_________ 27. Meet with new student government officers to highlight responsibilities/expectations.
_________ 28. Submit end-of-year building use report.