Athletic Director's Checklist

The NCHSAA designed this month-by-month checklist specifically to assist new athletic directors; however, it can also prove beneficial to veteran athletic directors as well.

July

ü  Inform coaches of summer dead period dates

ü  Check on status of coaches completing the coaches’ education requirements:
NFHS Fundamentals of Coaching - must be completed prior to coaching in first contest
NFHS Concussion Course or Equivalent - an annual requirement of all coaches and must be completed prior to first practice.

ü  Receive and distribute NFHS Rule Books for fall sports

ü  Check deadline for submitting scholar athlete information for spring sports

ü  Attend NCHSAA new athletic director/new school orientation in Chapel Hill; date and time TBA

ü  Attend required rules’ session at the NC Coaches Association Clinic in Greensboro

o   Make sure coaches are attending the appropriate rules’ sessions

§  Remind head coaches of mandatory attendance; either in Greensboro at NCCA Clinic during July or at an officials’ clinic—check NCHSAA website for those dates and sites

§  Fine of $400 for failure to attend by head coach

§  Cannot coach the first regular season contest if fine outstanding; if he/she does coach, it is additional $500 fine

o   Attend breakfast for athletic directors – usually Tuesday of the NCCA clinic in Greensboro

ü  Receive NCHSAA handbooks; order additional ones for head coaches

o   Read and get familiar with new handbook format and updated information

August

ü  Gfeller – Waller concussion form must be signed prior to a student participating in his/her first practice for fall sports

ü  Receive NCHSAA handbooks; order additional ones as necessary

o   Read and get familiar with new handbook format and updated information

ü  Inform coaches of dead period rules for the month

ü  Check—with assistance of coaches/guidance counselors—eligibility of fall sports’ athletes

o   Use eligibility checklists, especially “red flag” situations

o   Send Master Eligibility Sheets to conference presidents and/or share with conference schools. Must be signed by principal.

ü  Hold meeting with fall sports’ coaching staff—including volunteers, part-time, non-faculty—and show eligibility video (can be done one time to include all coaches for each sport)

o   Detail specific sport information

o   Emphasize deadlines, reading sport specific section of handbook as well as eligibility section

o   Discuss Gfeller-Waller Concussion Law and the implementation process for each sport season

§  Parents, students, coaches, etc. must review signs and symptoms of concussion and then sign a form indicating compliance; this must be done prior to first practice

o   Check for Fundamentals of Coaching Course and Concussion Course compliance by coaches: go to nfhslearn.com and if necessary, click on User Lookup

o   Make sure all head and paid coaches have valid AED/CPR course certification. All volunteer coaches must complete NFHS Sudden Cardiac Arrest.

o   Remind coaches of the NFHS Sportsmanship course that must be completed by a student athlete who is disqualified and/or ejected and the NFHS “Teaching and Modeling Behavior” course requirement for the head coach if he/she is ejected or has a student ejected for fighting  nfhslearn.com

ü  Monitor heat and humidity factors when helping coaches establish practice schedules

ü  Plan and conduct pre-season meetings:

o   Sportsmanship pledges signed by coaches, students, parents?

o   Gfeller-Waller Concussion Law information sheets distributed, discussed and forms signed (parents, athletes, coaches, etc.); remember to file and save this information

ü  Inform NCHSAA if adding or eliminating sports

ü  Begin making plans to attend NCHSAA Regional Meetings to be held in September; check sites and dates on NCHSAA website

ü  Submit catastrophic insurance application form Restricted access, login and password required; then, an invoice will be sent to school based on the submitted form.Deadline August 15

September

ü  Inform coaches of the dead period end date

ü  By September 1 update School Information Sheet.

ü  By September 1 submit online Fall | Eligibility Summary Form .

ü  Attend required meeting for your region—check dates on NCHSAA website

ü  Submit winter sports’ schedules to Regional Supervisor of Officials by September 30 

October

ü  NCHSAA Catastrophic Insurance Fees due to the NCHSAA office by October 1; failure to submit can cause teams to be ineligible for fall sports’ playoffs

ü  Wrestling NWCA subscription should be paid (allows access to OPC system for weight management)

ü  Submit name of person who will conduct skinfold measurements and hydration testing for wrestling

ü  Check rules’ clinics attendance list—check clinic schedule for any coaches not satisfying requirement

ü  Check calendar for entry deadlines for women’s golf, women’s tennis, and cross country

ü  Early to mid-month, make sure coaches have entered and updated information in MaxPreps in preparation for playoffs in all sports (conference president will submit end of year standing for teams; qualifiers will come from information entered into MaxPreps)

ü  If applicable, submit financial forms and payments after hosting NCHSAA fall playoff contests

ü  Submit to the NCHSAA all appropriate information, e.g. team photo, for teams qualifying into the playoffs

November

ü 

ü  Gfeller – Waller concussion form must be signed prior to a student participating in his/her first practice for winter sports

ü  Inform coaches of dead period rules for the month

ü  Plan and conduct pre-season meetings for winter sports:

o   Sportsmanship pledges signed by coaches, students, parents?

o   Gfeller-Waller Concussion Law information sheets distributed, discussed and forms signed (parents, athletes, coaches, etc.); remember to file and save this information

ü  Monitor the skin-fold and hydration process for wrestlers

ü  Check nomination deadline for Toby Webb coach of the year award

ü  Check—with assistance of coaches/guidance counselors—eligibility of winter sports’ athletes

o   Use check lists for eligibility, especially for “red flag” situations

o   Send Master Eligibility Sheets to conference presidents and/or share with conference schools. Must be signed by principal.

ü  If applicable, submit financial forms and payments after hosting final fall sports’ playoff contests

December

By December 1 complete and submit form along with payment of NCHSAA Membership Dues
Failure to submit can cause a team to be ineligible for winter playoffs.

ü  Inform coaches of dead period end date

ü  By December 1 summit online Winter | Eligibility Summary Form

ü  Check list of schools showing head coach did not attend rules’ clinics for spring sports

ü  Check officials’ clinic schedule for spring sports on NCHSAA web site—select clinics

ü  Inform coaches of dead period for last 5 days of the semester

January

ü  Check end of semester eligibility; remember to check physicals for expirations

ü  Inform coaches of dead period for last 5 days of the semester

ü  Check list of schools showing head coach did not attend rules’ clinics for spring sports

o   Check clinic schedule on NCHSAA web site

ü  Check to see if wrestling information up-to-date in Track Wrestling

ü  Check calendar for entry deadlines for swimming & diving, indoor track and wrestling,

ü  Mid-month, make sure coaches have updated information in MaxPreps in preparation for playoffs (conference president will submit end of year standing for teams; qualifiers will come from information  entered into MaxPreps; seeding will be based on records in MaxPreps)

ü  If applicable, submit financial forms and payments after hosting NCHSAA playoff contests

ü  Submit spring sports’ schedules to Regional Supervisor of Officials by January 15th

February

ü  If applicable, check gym availability to host dual team wrestling tournament

ü  Inform coaches of dead period rules

ü  Gfeller – Waller concussion form must be signed prior to a student participating in his/her first practice for spring sports

ü  Mid-month, make sure coaches have updated information in MaxPreps in preparation for playoffs (conference president will submit end of year standing for teams; qualifiers will come from information  entered into MaxPreps)

ü  Submit to the NCHSAA all appropriate information, e.g. team photo, for teams qualifying into the playoffs

ü  Conduct Pre-Season Meeting (s) for spring sports

ü  Check—with assistance of coaches/guidance counselors—eligibility of spring sports’ athletes

o   Use check lists for eligibility especially with “red flag” situations, such as transfer students

o   Send Master Eligibility Sheets to conference presidents and/or share with conference schools. Must be signed by principal.

March

ü  Inform coaches of dead period end date

ü  Check for deadline dates for scholarship opportunities for student athletes

ü  By March 15 submit online Spring | Eligibility Summary Form

ü  Check deadline for submitting fall and winter scholar athlete information

ü  If applicable, submit financial forms and payments if hosting playoff contests

ü  Attend the NC Athletic Director’s Conference in Wilmington, NC; check ncada.org for specific dates

ü  Submit nominations for NCHSAA Male and/or Female Athlete of the Year

 

April

ü  Mid-month, make sure coaches have updated information in MaxPreps in preparation for playoffs (conference president will submit end of year standing for teams; qualifiers will come from information  entered into MaxPreps; seeding based on records in MaxPreps)

ü  Check calendar for entry deadlines for track & field, men’s tennis and men’s golf

ü  Check schedule for Student Services’ Program opportunities

ü  NCHSAA Hall of Fame Banquet

May

ü  Attend the NCHSAA Annual Meeting—1 Thursday of month

ü  Submit fall sports’ schedules to Regional Supervisor of Officials by May 15th

ü  Early to mid-month, make sure coaches have updated information in MaxPreps in preparation for playoffs (conference president will submit end of year standing for teams; qualifiers will come from information entered into MaxPreps; seeding based on records in MaxPreps)

ü  Submit to the NCHSAA all appropriate information, e.g. team photo, for teams qualifying into the playoffs

ü  If applicable, submit financial forms and payments if hosting playoff contests

ü  Inform coaches of dead period for last 5 days of the school year

June

ü  Reconcile payment of all outstanding fines, payments, etc.

ü  Submit order for NCHSAA handbooks and directories

ü  Submit order for Huddle Tickets for the next school year

ü  Check NCHSAA Officials’ Clinic schedule and inform coaches who will not attend the July NCCA Clinic in Greensboro

 

General Checklist Items:

Ø  Check NCHSAA website often/daily for new headlines and possible alerts

Ø  Remember: any endowment game must be requested by the host school through the NCHSAA office

Ø  Refer to the weekly/monthly update that the Deputy Commissioner sends via email

Ø  Open and review Development E-newsletter at end of month regarding opportunities, special promotions and/or student contest

Ø  Visit the Student Services page on the website to take advantage of student athlete opportunities such as

o   Coach & Captain Retreats

o   Student Athlete Summer Institute (SASI)

o   Heart of a Champion Program

o   State Student Leadership Conference          

Ø  Visit Awards, Recognition & Student Scholarshipsto find programs to nominate deserving student athletes for scholarships for which they satisfy the established criteria

Ø  Visit Schools to find information for and about member schools.

Ø  Visit the NFHS.org  website for coaches’ education courses and other resources

Ø  Review all sport specific pages on the web for the required forms

Ø  Non-sports calendar can be found off the School Central site

Ø  Report to the NCHSAA all catastrophic injuries with medical expenses in excess of $25,000

Ø  Report all confirmed concussions to the NCHSAA.

 

 

 

 

 

 

 

 

 

 

 

 

 

1/6/2015: QT