Monthly Checklists

(Adapted from: "A Guide for Athletic Directors" by the Pennsylvania Interscholastic Athletic Association)

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:

___ 4. Supplies ordered.

___ 5. Football program ads checked.

___ 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:

___12. Update forms and duplicate:

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.

___ 2. Review field marking requirements and specifications:

___ 3. Send Coaches' Association membership forms.

___4. Football stadium preseason check (ample time before first game).

___ 5. Review fall transportation schedule.

___ 6. Prepare school-year transportation budget and submit to area office.

___ 7. Check athletic schedules:

___8. Scrimmages entered and confirmed on calendar.

___9. Conduct fall coaches meetings.

___ 10. Police requested for home games/dances.

___ 11. Finalize school master calendar:

___ 12. Ticket personnel organized.

___ 13. Activities calendar and handbook prepared for printer.

___ 14. Coordinate fall booster activities.

___ 15. Brief football administration:

___ 16. Pre-sale tickets distributed.

___ 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:

___ 3. Advertise any winter coaching vacancies.

___ 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:

October

___ 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:

___ 12. Attend state legislative meetings.

___ 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:

___ 3. Organize winter Pep rally.

___ 4. File administrative-leave request for national convention.

___ 5. Winter holiday tournament preparation:

___ 6. Winter concessions ordered and organized.

___ 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:

___ 18. Brief custodial staff regarding winter cleaning.

___ 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:

___ 34. Postseason evaluation of head coaches.

___ 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:

___ 2. Prepare for national convention.

___ 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:

___ 3. Finalize personnel requirements for district/regional tournaments hosted.

___ 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:

___ 7. Prepare bus departures for spring events.

___ 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:

___ 2. Coordinate booster activities.

___ 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:

___ 9. Submit building-use report.

___ 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:

_________ 2. Finalize details for any spring tournaments you are hosting.

_________ 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:

_________ 2. Send confirmation letter for winter holiday tournaments.

_________ 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:

_________ 2. Continue working on master calendar.

_________ 3. Complete orders for next year:

_________ 4. Submit field maintenance work requests.

_________ 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.