SURVIVAL KIT FOR NEW ATHLETIC DIRECTORS

PREPARED BY JOHN EVERS, CMAA

INDIANA INTERSCHOLASTIC ATHLETIC ADMINISTRATOR’S ASSOCIATION

JULY 1, 2001

SECTION 1 -- WHAT TO DO AS A NEW ATHLETIC DIRECTOR

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.

SECTION 2 -- SUPPORT GROUPS FOR THE NEW ATHLETIC DIRECTOR

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)

www.IIAAA.org

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)

www.NIAAA.org

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.

OTHER IMPORTANT GROUPS

Coaches Associations in all sports
Conference Athletic Directors
District Athletic Directors
IASSP – Indiana Association of Secondary School Principals

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

SECTION 4 -- A.D. STANDS FOR “ADDITIONAL DUTIES”

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.

SECTION 5 -- ORGANIZATION FOR THE NEW ATHLETIC DIRECTOR

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. Emergency Cards

iii. Phone tree

L. Personal Information

M. Volunteer Coach Informatio

i. Background check

ii. Application forms on file

N. Banquet Information and Dates

O. Coaches’ Handbook

P. Student-Athlete Handbook

Q. Media Coverage (win or lose)

i. Yearbook

ii. Announcements

iii. Local Media Contacts

R. Schedules

i. Bus and Van

ii. Practice

iii. Team Picture

iv. Team Practices

S. Building Security

i. Never leave keys with a student

ii. Never leave a student alone in the building

iii. Maker sure all doors are locked and lights turned off

T. NCAA Clearinghouse

U. Coaches Association

V. Gender Equity Issues

W. Liability Issues

3. Optional Items to Cover

A. Inventory Information

i. Student fees

ii. Lost Equipment

B. Budget Information

C. Copy of Evaluation Form

D. Booster Clubs

i. Fundraisers

ii. Meeting Dates

E. Conference

i. Meeting information

ii. Responsibilities

F. CPR / First Aid

i. Role of the Trainer

ii. Role of the Coach

G. NFICEP

i. Dates and time of classes

ii. Scope of the class

iii. IHSAA regulations

H. Videotapes

i. Risk Management

ii. Sportsmanship

iii. Blood Borne Pathogens

SECTION 7 -- FORMS

You should familiarize yourself with the following forms, which are used on a regular basis:

IHSAA FORMS ( Many can be downloaded from www. IHSAA.org)

Transfer Form - To be used when a new student begins attending your school. This form is not necessary for incoming freshman students. It must be filled out by both the sending and receiving school before being sent to the IHSAA for a final decision. The IHSAA Must rule before any competition.
Foreign Exchange Form - To be used when a foreign exchange student attends your school. This form must be completed by the host parent and your school before being sent to the IHSAA. The IHSAA Must rule before any competition.
Physical Exam Form - To be filled out by a physician before ANY athlete can practice and/or participate in any sport. The physical exam is valid from May 1 through the end of the following athletic year. All forms must remain on file in the school.
Unsportsmanlike Conduct - This form must be filed by the Principal within 24 hours of the ejection of any player or coach. The player or coach must sit out the next game.
Contest Contracts - Any IHSAA event must have a valid contract on file with the signature of both high school principals. Contracts can be one year, two year, four year or continuing contracts.
Officials Contracts - Any IHSAA event that requires an official, must use the IHSAA contract form. Every official must have a copy of all scheduled contracted events on file at the host school.
Waiver Form -- Athletes with special abilities can request up to 2 waivers to compete on non-school teams in the same sports season. These forms must be signed by the coach, principal and athletic director and must be approved and on file in the school.
Official Rating Forms --The IHSAA will send these forms before each tournament to help rate and evaluate officials for tournament assignments and advancement. The coach, principal and A.D. must sign and return all forms to the IHSAA.

ATHLETIC DEPARTMENT INTERNAL FORMS

Equipment Inventory
Emergency Release and Medical Treatment forms
Accident and/or injury Reports
Coaches’ Evaluation Forms
Coaches Checklists (Pre-Season, In-Season and Post-Season)
Season summary

DISTRICT INTERNAL FORMS

Budget forms
Transportation Requests
Purchase Order Requests
Maintenance Requests
Over Night Stays
Gender Equity Information

SECTION 8 -- FINANCIAL ISSUES

It is important for the Athletic Administrator to meet with the Chief Financial Officer of the school and district ASAP to review all regulations, procedures and expectations in regard to finances:

1. Budget

A. Establish yearly

B. Develop with input from coaches

C. Be aware of gender equity issues

D. Keep accurate records

2. Equipment Expenditures

A. Utilize purchase orders and tax exempt status

B. Maintain accurate inventory of equipment and purchases

C. Establish equipment purchase and replacement cycles

3. Athletic Personnel Pay

A. Coaching Salaries (know contractual policies and procedures)

B. Support Staff (workers, trainers, security, etc)

i. Establish a pay scale that is consistent and equitable

ii. Never pay with CASH!

iii. Keep records of all payments and events worked

C. Officials

i. Never Pay with CASH!

ii. Maintain signed contracts and social security numbers

iii. Report failure of officials to fulfill contracts to the IHSAA

4. Gate Receipts and Revenues

A. Document all income and maintain accurate records

B. You must use tickets. Record numbers and keep accurate records.

C. Develop forms to document all tickets and income for all events. Keep on file.

D. Deposit money after every event or lock in a safe.

E. Cash all check promptly

F. Do NOT cash checks for workers or officials

G. Create protocol and follow it at all times

5. Petty Cash Funds

A. Document all income and expenditures (utilize a form)

B. Keep all receipts

C. Have a second party for accountability

D. Be careful - C.Y.A.

6. Fundraised Money

A. All money receipted at the school is audited and maintained at the school

B. A.D. should monitor all such funds to insure compliance with gender equity requirements

C. Insure proper records are kept of all funds raised

7. Utilize Technology

A. Develop spreadsheets and/or data bases

B. Store all records on disk for safety

8. Financial Records

A. Maintain for at least three (3 years)

B. Make available to administration upon request

C. Make available to concerned patrons upon request

D. Be able to defend anything you document

9. Yearly Report

A. Compile a yearly report that details all expenditures and receipts

B. Keep a copy in you office

C. Send copies to your Principal and Superintendent

D. Keep accurate records documenting gender equity compliance

10. If in Doubt

A. Ask for help from your bookkeeper or financial manger

B. Follow the “chain of command” in all financial matters

SECTION 9 -- EVALUATIONS

While evaluations may be the last thing on your mind as a new AD, it will become one of the most important duties you will be expected to perform in your new position.

There are several types of evaluations that you may be responsible for. Listed below are some of the aspects of each, which you should start becoming familiar with as you settle into your new areas of responsibilities:

1. Evaluation of Personnel (Coaches)

A. District Hiring and Posting Policies

B. Contractual obligations and bargaining units

C. Due process regulations and procedures

D. Current evaluation process in your school and/or district

2. Current Forms and Evaluation Tools

A. Objective checklists/ subjective checklists/ narratives / hybrids

B. Self evaluation by coaches

C. Tips on observation and documentation

D. Practice and game observation forms

E. Scheduling observations and evaluations

F. Copy of evaluation tool to coaches before the season begins

3. Evaluation / Inspection of Facilities and/or Equipment

A. AD pre-season evaluation of equipment and facilities

B. Coach inspection of facilities and equipment

1. Pre-season

2. Daily

3. Post-season

C. Schedule a walk through with the head coach

D. Report all concerns to district (in writing) on a timely basis

E. Utilize official reports on facility issues

4. Evaluation of Programs

A. Existing athletic programs

B. Additions to the athletic program

C. Additions of coaching staff and coaching positions

D. Surveys from parents, coaches, patrons and athletes

SECTION 10 -- PUBLICATIONS

A multitude of publications are available to assist the new athletic director in doing his job in a more professional and complete manner. A small sample of places to look for information is listed below. Experienced athletic directors in your area might also have suggestions or samples from their professional libraries.

A small sample of publications is listed below:

IHSAA Articles of Incorporation and By-Laws

IHSAA School Directory

IHSAA Officials Directory

IHSAA Bulletins (issued throughout the season)

Conference By-Laws, Rules and Regulations

NIAAA Reference Guide

NIAAA Athletic Administrator’s Comprehensive Guide

NFHS News

Interscholastic Athletic Administration

Athletic Business

NCAA News

Survival Guide for the New Athletic Director

SECTION 11 -- YEARLY THINGS TO DO

(AUGUST THROUGH OCTOBER)

Mail all contracts to complete fall season
Prepare eligibility lists for fall sports
Double check all officials assignments
File winter bus requests once winter schedule is complete
Enter winter bus requests on computer
Mail fall rosters and schedules to all fall opponents
Get workers for all fall events and tournaments
Double check busses and officials weekly
Weekly athletic events prepared for school announcements
Order athletic stationary and update with new coaches
Send winter schedule to printer
Official reminder cards out weekly
School reminder cards out weekly
Mail all contracts to officials to complete the winter season
Parent night invitation letter
Update computer for all winter events
Fall financial report
Fall official rating forms
Supervise IHSAA tourneys and entries
Evaluate all coaches in game and practice settings
Check IHSAA physical exams and code of conduct forms on file
Emergency cards on file for all athletes
Pre-season meeting for all coaches and athletes

(NOVEMBER)

Fall sports awards night
Prepare eligibility forms for winter sports
Send winter schedules and rosters to all schools
Get workers for winter events
Enter spring bus schedule into computer
Prepare bus requests for spring sports
Conference banquet and meetings
Attend fall IHSAA meetings
Evaluation meetings will fall sports coaches
Double check all busses for winter sports
Double check all officials for winter sports
Update all records from fall sports
Double check all physical exam and code of conduct forms
Update all computer records and files

(DECEMBER)

1. Evaluate winter coaches in game and practice setting

2. Send official reminder cards out weekly

3. Send school reminder cards out weekly

4. Send all fall contract for officials - next year

5. Send all fall contracts to schools - next year

6. Attend NIAAA national conference

(JANUARY – FEBRUARY)

1. Verify all officials and game contracts

2. Officials reminder cards out weekly

3. School reminder cards out weekly

4. Work on spring schedules

5. Mail all final contracts for spring sports

6. Mail all contracts for officials for next winter

7. Mail all contracts for schools for next winter

8. Eligibility check for all athletes

9. Spring schedules to printer

10. Update all winter records and computer files

11. Winter financial report

12. Mail rosters and schedules to opponents

(MARCH – MAY)

1. Eligibility check for spring sports

2. Officials reminder cards out weekly

3. School reminder cards out weekly

4. Double check spring officials

5. Double check spring transportation

6. Prepare bus schedule for next fall

7. Prepare schedule for next fall

8. Fall schedule to printer

9. Spring financial report

10. Winter sport coaches evaluation

11. Winter sports officials evaluation

12. Observe all coaches in game and practice settings

(END OF THE YEAR)

1. Update the Year in Review Book

2. Update Coaching Records Book

3. Update Individual Records Book

4. Update Coaches’ Handbook

5. Update Student-Athlete Handbook

6. Order office supplies for next year

7. Prepare yearly financial report

8. Prepare for summer coaches meeting

9. Spring sports coaches evaluations

10. Update all computer records

(MONTHLY THINGS TO DO)

1. Calendar of Activities

2. Update financial reports

3. Booster club meetings

4. Coaches Meeting

5. Student Athletic Council Meetings

6. Conference Meetings

7. Update computer records

8. Coaches newsletter out

9. Meet with Principal

10. Meet with Superintendent

11. Meet with Athletic Trainer

12. Meet with Assistant Athletic Director

13. Meet with Booster Club President

14. Meet with parent groups

(WEEKLY THINGS TO DO)

1. Verify officials

2. Verify Busses and Vans

3. Verify Game times and locations

4. Weekly sporting events for announcements

5. Copies of rosters to opponents

6. Reminder cards to officials

7. Reminder cards to schools

8. Thank you cards as needed

9. Internet review for scrapbook

10. Print media review for scrapbook

11. Observe coaches in practice and/or game settings

12. Talk with at least one parent

(DAILY THINGS TO DO)

1. Meet with athletic secretary

2. Talk with at least one coach

3. Talk with at least one athlete

4. Answer all e-mail

5. Return every phone call possible

6. Materials to coaches mailboxes