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A high school athletic director is the most important person in creating a safe, compliant, and engaging sports environment for the betterment of the student-athlete, coach, and the broader school community. This checklist has been created for the use of athletic directors to help lead them through essential responsibilities both in seasonal and year-round tasks.By following these organized steps, athletic directors can effectively manage operational details, ensure safety and regulatory compliance, and foster an inclusive, supportive athletic program.
Seasonal Checklist
Organized by season and month, focusing on specific preparations and operational tasks.
May - End of Academic Year Preparation
Fall Schedules: Submit schedules for fall sports to assignment secretaries.
Physicals: Arrange and announce dates for fall sports physicals; notify coaches and students.
Contracts & Budget: Confirm fall sports contracts, update participation lists, and submit next year's athletic budget.
Recognition & Awards: Plan year-end thank-you notes for media, staff, boosters, and coaches; organize spring sports award ceremonies.
June - July - Summer Maintenance and Preparations
Facility Checks: Inspect and repair athletic facilities (bleachers, restrooms, scoreboards, locker rooms).
Scheduling: Print fall sports schedules and update directory information for state associations.
Equipment Orders: Place orders for fall sports supplies and develop transportation schedules.
Admission Policies: Set protocols for ticketing, passes, and spectator admission.
August - Preseason Setup
Eligibility & Compliance: Verify athlete eligibility, complete necessary insurance and fee forms.
Team Preparation: Distribute rosters, arrange transportation, and schedule team photos.
Game-Day Staff: Arrange security, ticket takers, scoreboard operators, and concession staff.
Coaching Compliance: Ensure all coaches complete required training and attend preseason meetings.
September - Start of Fall Season
Community Engagement: Host meetings to set expectations for parent and fan behavior.
Winter Sports Prep: Schedule physicals and organize winter sports schedules.
Facility & Safety Checks: Conduct weekly checks for game readiness, officials, and transportation.
October - Mid-Fall Season Tasks
Scheduling: Arrange practice sessions, finalize gym and facility availability.
Winter Sports Contracts: Secure contracts for winter sports.
Equipment Readiness: Order equipment for spring sports and ensure winter sports facilities are prepared.
November - Transition to Winter Season
Eligibility Checks: Confirm winter sports eligibility; distribute rosters and schedules.
Winterizing Facilities: Prepare outdoor facilities for winter conditions.
Team Recognition: Plan senior recognition events for fall athletes.
December - Mid-Season and Holiday Planning
Tournament Schedules: Prepare team rosters and photos for tournaments.
Holiday Plans: Develop schedules for holiday practices and games.
Annual Conferences: Attend the National Athletic Directors Conference for professional development.
January - Winter Season Management
Eligibility Compliance: Confirm eligibility for second-semester athletes.
Tournament Planning: Submit winter sports tournament paperwork.
Staff Meetings: Hold regular updates and check-ins with staff and coaches.
February - Spring Preparation
Spring Physicals: Schedule spring sports physicals and assign locker rooms.
Parent Permissions: Collect necessary signatures for state regulations and insurance.
Pre-Season Setup: Finalize contracts, schedules, and scrimmages for spring sports.
March - Spring Season Setup
Facility Preparation: Ready outdoor facilities for spring sports; check fields and equipment.
Awards & Recognition: Organize winter sports awards; conduct season reviews with coaches.
Compliance Checks: Review and update all contracts and compliance requirements.
April - Final Spring Preparations
Tournament Schedules: Distribute schedules for spring tournaments.
Facility Maintenance: Perform weekly checks on games, officials, and transportation.
Budget Planning: Begin discussions for the upcoming athletic year.
Overall Preparedness Checklist
Coach Onboarding & Compliance
Verify background checks, compliance with athletic regulations, and gather emergency contacts.
Confirm training for managing diversity and inclusion in sports.
Certification & Training for Coaches
Ensure completion of district and state certifications, including CPR and first aid.
Track renewal dates for certifications to proactively schedule recertification as needed.
Athlete Eligibility Verification
Verify academic eligibility, attendance records, and state requirements for each athlete.
Confirm that all transfer students meet district eligibility requirements.
Medical & Physical Clearance for Athletes
Collect physical examination forms, and document concussion/cardiac screenings.
Implement a tracking system for re-checks on medical conditions that need monitoring.
Policy & Guidelines for Coaches, Parents, and Athletes
Update and communicate policies on substance use, conduct, and social media.
Establish a process for handling policy violations and set clear consequences.
Parent & Community Engagement
Share preseason program guidelines, communicate behavior expectations, and organize mid-season feedback sessions.
Host a pre-season parent orientation to go over expectations and answer questions.
Facility Maintenance & Game-Day Readiness
Preseason: Inspect and maintain fields, lighting, scoreboards, etc.
In-Season: Schedule routine cleaning and check emergency equipment.
Ensure backup equipment (e.g., extra nets, balls) is available for game days.
Equipment & Inventory Management
Track inventory, order sports equipment, and organize uniform collection.
Perform a preseason equipment inspection to ensure all items are in good condition.
Emergency Protocols & Safety
Review on/off-campus crisis response plans and train staff in emergency protocols.
Organize regular drills for coaches and staff on emergency response procedures.
Compliance & Reporting
Submit required forms, monitor Title IX compliance, and maintain audit records.
Regularly review compliance records to address any potential issues before audits.
Communication & Digital Responsibility
Monitor approved communication channels and educate staff on secure use.
Establish a guideline on appropriate times and topics for digital communication with students.
Awards, Recognition & Events
Set criteria and organize ceremonies for awards, exceptional sportsmanship, and leadership.
Develop a nomination process for sportsmanship and leadership awards, allowing staff and peers to participate.
Athlete Wellness & Support Resources
Provide access to mental health services and implement return-to-play protocols for injuries.
Establish regular mental health check-ins or surveys to assess athlete well-being.
Staff Professional Development
Schedule training in sports regulations, safety, and leadership.
Encourage participation in workshops focused on diversity, equity, and inclusion in sports.
Seasonal Task Schedule
Organize preseason, in-season, and postseason activities, budget submissions, and reporting.
Plan and communicate important deadlines for each season to coaches and staff.
Administrative & Reporting Responsibilities
Submit eligibility documents, team rosters, and end-of-year reports for compliance with state regulations.
Compile an annual review report with key metrics, challenges, and future goals for the program.
The comprehensive checklist will help the directors of high school athletics manage a well-rounded, compliant, and enriching program in sports. The proactive approach of the directors balances the daily operations with seasonal demands while ensuring a quality experience for student-athletes as the school's athletic mission gets responsibly and effectively met.
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