INDIANA INTERSCHOLASTIC ATHLETIC ADMINISTRATOR’S ASSOCIATION
The following items are a list of important tasks that should be accomplished as early as possible after becoming a new Athletic Administrator:
1. Attend the New A.D. Workshop and LTC 502 class at the IHSAA in July.
2. Secure a Mentor at the New A.D. Workshop and make early contact.
3. Join the Indiana Interscholastic Athletic Administrator’s Association (IIAAA).
4. Join the National Interscholastic Athletic Administrator’s Association (NIAAA).
5. Visit the IHSAA, IIAAA and NIAAA websites to gather information.
6. Attend conference and local A.D. meetings
7. Create personal contact with veteran A.D.’s to answer questions that arise.
8. Become aware of all aspects of your district’s Athletic Code/Discipline Policy.
9. Become aware of all relevant policies for athletics in your school district.
10. Become aware of all relevant policies for financial transactions in your school district.
11. Explore risk management issues in your school and district.
12. Explore gender equity issues in your school and district.
13. Meet with your coaches early in your tenure.
14. Begin developing a Coaches and Athlete’s Handbook for distribution.
15. Become a public relations agent for your program to the community.
The following is a list of Support Groups that the New Athletic Director can use in trying to solve problems, answer questions, find information and receive either moral or financial assistance:
INDIANA HIGH SCHOOL ATHLETIC ASSOCIATION (IHSAA)
(317) 846-6601 / www.ihsaa.org
The IHSAA is the governing body for high school athletics in the state of Indiana. It is manned by an executive staff and governed by the IHSAA Board of Directors. All questions about rules, entries, regulations, etc. are under the control of this organization. The Commissioner is Mr. Blake Ress.
INDIANA INTERSCHOLASTIC ATHLETIC ADMINISTRATOR’S ASSOCIATION (IIAAA)
The IIAAA is the professional organization that encourages educational agencies to respect the concept that interscholastic athletics is an integral part of the educational process. It works to advance the standards of teaching and leadership in the profession. The IIAAA works closely with the IHSAA, NIAAA and state coaching organizations to set the tone for Indiana high school athletics. Jerry Stauffer at Warren Central High School is the current President of the IIAAA.
NATIONAL INTERSCHOLASTIC ATHLETIC ADMINISTRATOR’S ASSOCIATION (NIAAA)
This is the organization that provides the same function as the IIAAA, but on a national level. It also provides the Leadership Training classes that are offered at the state conference as well as the national conference.
SECTION 3 -- RESPONSIBILITIES - A.D. & ATHLETIC SECRETARY
The athletic director and his secretary (if he has one) are responsible for the following areas:
1. Supervision of athletic contests
A. Crowd Control
B. Emergency Plan
1. Injury
2. Weather
3. Disturbance
C. Security of all athletic events
2. Scheduling of all athletic events and practices
3. Admission procedures for all paid events
4. Transportation to all athletic events
A. Staff
B. Athletes
C. Support groups (cheerleaders, fans, etc.)
5. Hiring of officials for all athletic contests
A. Contact all potential officials well in advance
B. Follow up and hire all officials
C. Issue and sign contracts
D. Track the return of all contracts to your office
6. Concessions (with support groups)
7. Financial Reports
A. Reports to your school district
B. Reports to your school principal
C. Reports to the IHSAA if hosting tournaments
D. Reports to your conference if hosting tournaments
8. Getting Workers for Home Athletic Events
A. Clock operators
B. Scorekeepers
C. Announcers
D. Ticket Sellers and Takers
E. Official hosts
F. Security
9. Conference Responsibilities
A. Scheduling conference games and tournaments
B. Hosting conference games and tournaments
C. Attending conference meetings and banquets
D. Keep Principal aware of conference issues
10. Cheerleaders
A. Coaches (Sponsors)
B. Transportation
C. Coverage of Contests
D. Policies, Rules and Regulations
11. Practice Scheduling
A. Coordinate all outdoor facilities
B. Coordinate all indoor facilities
C. Coordinate community use of facilities
D. Publish monthly schedules (weekly)
12. State Athletic Association (IHSAA)
A. Attend meetings to represent your school, conference and the IIAAA
B. Host IHSAA tournaments, meetings and rules interpretation meetings
C. Serve on IHSAA and IIAAA committees as needed
D. Promote IHSAA programs and events
E. Be an active member of the IIAAA and NIAAA
F. Become a Registered Athletic Administrator (RAA), Certified Athletic Administrator (CAA),
Certified Master Athletic Administrator (CMAA)
G. Attend local, state(IIAAA) and national (NIAAA) functions, meetings and workshops.
13. Fund Raising
A. Athletic Boosters
B. Individual sports
C. Collection of Donations
D. Corporate Sponsorship
14. Budget
A. Preparation according to school district expectations
B. Preparation according to state board of accounts guidelines
15. Equipment
A. Inventories
B. Recommendations
C. Ordering
D. Receiving
E. Reconditioning
F. Bid process
16. Evaluation
A. All coaches
B. All facilities
C. All inventories
D. Self-evaluation
17. Eligibility of all Athletes
18. Coordinating support groups at athletic contests
A. Band
B. Dance teams
C. Drill teams
D. National Anthem Singers
19. Coordination of Special Events
A. Homecoming
B. Parent Night
C. Senior Night
D. Awards Presentations (Banquets)
E. Assemblies
20. Media Relations
A. Work with press, TV and radio
B. Game coverage, scores reported
C. Media Releases
21. Coordinate Athletic Printed Programs
A. Fall
B. Winter
C. Spring
D. IHSAA events
E. Conference events
22. Hiring and Firing of coaches
A. As needed
B. With Principal
23. Discipline of Coaches
24. Discipline of Student-Athletes
25. Non-faculty Coaches
A. Record Keeping
B. Education
26. Supervision and evaluation of volunteer coaches
27. Recording and Updating School Records
A. Individual sports
B. Award winners
C. Athletic record books
D. Scrapbooks
E. Team pictures
F. Bulletin Boards
28. Review of Department Policies and Procedures
A. Athletic Policies
B. Coaches Handbooks
C. Athlete’s Handbooks
29. Insurance
A. Educate parents and athletes
B. Collecting information
C. Filing forms
D. Payments
E. Follow ups
F. IHSAA catastrophic insurance
30. First Aid Supplies
A. Inventory
B. Order
31. Athletic Trainer
A. Scheduling
B. Education
C. Training coaches
32. Gender Equity
A. Be aware of the law
B. Monitor compliance
C. Keep accurate records
D. Be pro-active
1. Responsibility to Family and Self
A. Take time for your family
B. Do not take your problems home
C. Model your health habits so they mirror your athletic philosophy
D. Know your IHSAA rules and regulations
E. Take time to get organized and manage your time wisely
F. Be consistent in all you do
G. Participate in IHSAA, IIAAA and NIAAA workshops and training
H. Follow the IHSAA and NIAAA Code of Ethics
2. Responsibility to your Student Athletes
A. Communicate the role of athletics in the total education picture
B. Work to give your athletes a level playing field (budget, facilities) on which to compete.
C. Recognize athletic and academic achievement by your athletes
D. Provide every student in your school with an opportunity to participate in athletic programs.
E. Treat each student with dignity and respect
F. Communicate eligibility requirements clearly, completely and often
3. Responsibility to your Coaches
A. Develop a strong rapport and communication system
B. Know all conference and IHSAA rules and regulations
C. Provide an complete and current coaches handbook
D. Provide a mentoring system for young coaches
E. Support your coaches in the areas of budget, program needs, coaching ideas, etc.
F. Be aware and communicate pre-season, in-season and post-season deadlines.
4. Responsibility to your Community and Parents
A. Communicate your “chain of command” in dealing with any athletic issues (coach-AD-Principal).
B. Promote your programs and ideas to community and parent groups
C. Inform parents about insurance issues and procedures
D. Inform parents about school and district rules, regulations, practices and policies
E. Inform parents early and often about eligibility requirements in your school and district
F. Inform parents early and often about code of conduct requirements in your school and district
G. Inform parents early and often about all awards policies in your school
H. Inform parents early and often about financial issues and policies in your school and district.
I. Publish accurate athletic schedules in advance and distribute to all parents
5. Responsibility to your Administration
A. Review your job description and now what is expected of you
B. Be familiar with your school and district’s mission or vision statement
C. Know the administrative structure of your school and district
D. Keep your administration award of changes in IHSAA and NIAAA rules and policies
E. Keep your boosters and parents aware of IHSAA rules and regulations
F. Follow due process guidelines when dealing with coaches and athletes
G. Support your administration in all your dealings with parents, coaches and athletes
6. Responsibilities to your Support Staff
A. Follow school and district policies in all matters of maintenance needs
B. Follow school and district policies in all matters of transportation needs
C. Follow school and district policies in all matters of custodial needs
D. Communicate effectively all eligibility policies and procedures to your counseling staff.
E. Communicate effectively all eligibility policies and procedures to your teaching staff.
F. Show appreciation to all athletic workers as often as possible.
G. Show appreciation to custodial and maintenance staff as possible.
H. Show appreciation to secretarial staff as possible.
1. Checklists and/or Task Lists
A. Timelines by season, year, sport and/or event
B. Pre-season checklists
C. In-season checklists
D. Post-season checklists
E. Game management checklists
2. Calendar
A. Personal planner for appointments, meetings, events
B. Visible event planner in office (dry erase boards or wall calendars)
C. IHSAA quick reference wall calendars and pocket schedule booklets
D. IHSAA Rules Interpretation meeting dates, times and locations
E. Maintain a computer calendar and/or schedule
3. Planning
A. Meetings with coaches, parents, boosters, athletes, administration
B. Tasks – To Do Lists
C. Facilities - Checklists and safety review forms
D. Budget
E. Master schedule for all facilities
F. Master schedule for all events
G. Master schedule for all officials
H. Master schedule for all transportation
4. Communication
A. Accessible mailboxes for all coaches
B. Telephone, fax and E-mail
C. School newsletter and website
5. Process and Procedures
A. Budget -- System for ordering, inventory, district policy
B. Finance -- Gate receipts, deposits, activity accounts, deadlines, procedures
C. Grounds -- Maintenance requests and repairs
D. Transportation -- Schedules, checklists, rescheduling
E. Fund-raising -- School and district policies, accounting
F. Eligibility -- School, district and IHSAA
6. Technology
A. Utilization of the computer, e-mail, internet
B. Telecommunications - Cell phone, e-mail
C. Fax machines
D. Copy machines
7. Statistics / Public Relations
A. Media number accessible
B. Media numbers on fax speed dial
C. End of year report for team and individual accomplishments
8. Documentation System
A. Meetings with coaches and parents
B. Maintenance requests
C. Memos, E-mails, correspondence
D. Phone calls
E. Supervision
F. Accidents and Injuries
G. Observations and games and practices
H. Evaluation of coaches
I. Suspensions
J. Code of Conduct Violations
9. Resources for Better Organization
A. NIAAA manuals
B. IHSAA web site
C. IIAAA web site
D. NIAAA web site
E. Other athletic directors
F. Board Policies and Procedures
G. IHSAA bulletins
10. Checklists ( To be issued by IIAAA as part of the mentoring program)
A. Monthly Checklists
B. Sport Checklists
C. Tournament Checklists
D. Pre-season Checklists
E. Secretarial Checklists
SECTION 6 -- INFORMATION FOR COACHES’ MEETINGS
1. Meeting Dates
A. Prior to school year or each season
B. Meetings during the season
C. Post-season meetings
2. Items you MUST cover
A. Physical examinations
B. Eligibility information
i. Roster additions and deletions
ii. Signed forms
C. Supervision
i. athletes
ii. facilities
iii. transportation
D. Indefensible Acts
i. Profanity
ii. “Hands On” athletes
iii. Alcohol / Tobacco Use
E. Discipline Prodecures
F. Communication
i. A.D.
ii. Parents
iii. Athletes
G. Parent Meeting Information
i. Meet the Team Night
ii. Parent Representatives
iii. Coaches’ rules and regulations
H. IHSAA Regulations
i. Rules meetings
ii. Official Rating Forms
iii. Tournament Entry forms
iv. Transfer Forms
v. Practice limitations
I. Policies
i. Cutting the squad
ii. Awards and letters
iii. Travel
J. Team Rules and Consequences
K. Emergency Procedures
i. Cell Phones and calls
ii.