A.D Guidelines
OVSAA ATHLETIC DIRECTOR DUTIES
These are guidelines only!
This guide is designed to help Athletic Directors with their responsibilities and duties.
- Register your school with BCSS. You should receive a BCSS registration package early September. You are not eligible to compete in BCSS championships unless you are a member school.
- Register all players and teams with BCSS. Players and teams are not eligible to compete until they are registered. Refer to EXNET On-line registration. Refer to BCSS constitution for deadline dates.
- Appeal any new Grade 10 students who arrive after September 1st. Follow BCSS procedure. Grade 8 and 9 students may transfer without appeal. If you believe that a player at your school may be ineligible, call BCSS before s/he plays any games.
- Independent or private schools will pay the FTE ($13.36 per full time teacher in the high school) directly to the OVSAA president. Independent and private schools as well as public school districts will be invoiced by the OVSAA president. (Individual public schools will not be invoiced.)
- Report any coach/player misconduct or coach/player game ejections to the Zone or Valley president.
- zone league play = zone president
- valley league or playoffs = OVSAA president
- Adhere to Zone, OVSAA, and BCSS member approved by-laws/competitive rules and regulations. If you have any questions, please contact the Zone president, OVSAA president, or BCSS executive director before you act.
- Attend or send a designate to the OVSAA AGM. Your school will be fined if there is no representative from your school in attendance – both days.
The AGM takes place on the last Monday and Tuesday in June.
- Attend or send a designate to the BCSS AGM. If you cannot attend, you can
complete a proxy. The proxy can be brought to the AGM by someone from your
zone.
- When you attend the OVSAA AGM, bring a door prize (not anything with your
school’s crest) if you would like to participate.
- Register teams for zone play. Each zone may have different registration procedures. Contact your zone president for more information.
- Make sure you have a copy of your Zone, OVSAA, and BCSS constitutions.
- Create a calendar of notable Zone, OVSAA Valley playoff dates as well as important BCSS dates.
- General checklist:
OVSAA ATHLETIC DIRECTOR DUTIES
This guide is designed to help Athletic Directors with their responsibilities and duties.
- Register your school with BCSS. You should receive a BCSS registration package early September. You are not eligible to compete in BCSS championships unless you are a member school.
- Register all players and teams with BCSS. Players and teams are not eligible to compete until they are registered. Refer to EXNET On-line registration. Refer to BCSS constitution for deadline dates.
- Appeal any new Grade 10 students who arrive after September 1st. Follow BCSS procedure. Grade 8 and 9 students may transfer without appeal. If you believe that a player at your school may be ineligible, call BCSS before he/she plays any games.
- Independent or private schools will pay the FTE ($13.36 per full time teacher in the high school) directly to the OVSAA president. Independent and private schools as well as public school districts will be invoiced by the OVSAA president. (Individual public schools will not be invoiced.)
- Report any coach/player misconduct or coach/player game ejections to the Zone or Valley president.
- zone league play = zone president
- valley league or playoffs = OVSAA president
- Adhere to Zone, OVSAA, and BCSS member approved by-laws/competitive rules and regulations. If you have any questions, please contact the Zone president, OVSAA president, or BCSS executive director before you act.
- Attend or send a designate to the OVSAA AGM. Your school will be fined if there is no representative from your school in attendance – both days.
The AGM takes place on the last Monday and Tuesday in June.
- Attend or send a designate to the BCSS AGM. If you cannot attend, you can
complete a proxy. The proxy can be brought to the AGM by someone from your
zone.
- When you attend the OVSAA AGM, bring a door prize (not anything with your
School’s crest).If two people attend from your school, you must bring two prizes.
- Register teams for zone play. Each zone may have different registration procedures. Contact your zone president for more information.
- Make sure you have a copy of your Zone, OVSAA, and BCSS constitutions.
- Create a calendar of notable Zone, OVSAA Valley playoff dates as well as important BCSS dates.
- General checklist:
o Keys to PE office for officials if needed to change/ Officials change room with shower.
o Volunteer coach keys if permitted
o Book buses or vans as required( Field Trip forms – See District Policy)
o Athletic budget account
o Team lists with player phone numbers(submit to A.D)
o Uniform record sheet
o Coaches Code of Conduct form
o Create tournament draw board. Laminate
o Label athletic equipment separate from P.E equipment
o Whistles
o Scholarships and bursaries
o Ensure driver have proper insurance
o Coordinate gym practice schedules, games and tournaments
o Attend all important meetings
o Organize team sponsors fro volunteer coaches
o Ensure gym is set-up for games and tournaments
o Pay scorekeepers and officials
o Athletic video recorder
o Create a timeline of duties for year
o Sell tickets for games or provincial tournaments
o Provide teachers with teams rosters
o Provide teachers and administration with game schedules
o Coaches clinics and camps
o Line the fields
o Uniform deposit
o Athletic dress code
o Player district insurance
o Locker room
o Trophy display case
o Wall of fame( University Players)
o Coordinate travel and overnight accommodations for teams
o Keep track of athletic points for year end block awards
o Have coaches submit team awards after season
o Equipment record sheet
o Order trophies, awards, MVP shirts for tournaments (June for next year)
o Contact school sponsors for tournament awards, etc.
o Order score sheets
o Have coaches create letter for parents.
o Attend coach/parent meetings or provide outline.
o Inventory forms
o Notify staff of teams leaving during school time
o Create a homework form for missed work during school absence. Students cannot leave unless form is signed by all teachers.
o Athletic Policy Contracts. Make sure to update
o Coaches meeting before the season
o Attend a practice or game
o Develop a school philosophy
o Coaches handbook
o Create an athletic bulletin board
o Quote of the month on athletic bulletin board
o Player of the month on athletic bulletin board
o Team of the month on athletic bulletin board
o Coaches gifts (jackets, etc)
o Receipt book
o Individual team lunches or tail gate party before/after games
o Staff breakfast or snacks during the year.
o Sport theme for the year
o Tournaments canteens
o Organize officials for year. Contact person
o Deal with situations
o Fund raising
o School sport camps during the weekend or summer
o Collect and post newspaper articles
o Keep team results on file
o Intramurals coordinated with seasons
o Criminal record checks
o Year end athletic awards, special awards, etc…
o Year end banquet
o Gym use policy after schools and weekends
o Post Player Athlete and Spectator Code of conduct on Gym door
o Create tournament draw boards for tournaments
o Athletic photographer(Year end slide show at banquet)
o Athletic player profiles with picture
o Team pictures during the year. Slide show at banquet
o Order first aid supplies. Have enough medical kits for each team. Stock medical kits.
o Mascot
o Contact your PAC with funding request
o Create a fax form for the Athletic Dept.
o Tournament package: draw, hotels, restaurants, freebies, etc.
o Phone list with email addresses (players, coaches, physicians, hotels, pizza, etc..)
o Flowers for secretary
o School officials training
o Athlete promotion
o Practice schedule over holidays
o Teacher/Student games
o Growth plans for department
o Reference letters
o Attend PAC meetings for funding
o Keep thank-you cards handy. Send to coaches with small gift. Have a coach’s social. Gifts to administration
o Order school athletic clothing
o Order game balls
o Create a school coaching package for coach responsibilities and duties
o Coaches room with snacks (chili)
o Collect athletic fees(Do not let coaches hold money)
o Create homework form for players who miss school
o Press release forms and phone, fax numbers
o City Council for Provincial travel funding
o BCSS for rural Provincial funding
o Athletic team evaluation forms
o Athletic newsletter/ Press person
o Volunteer record sheet/award
o Alumni games/Booster Club
o Pep rallies
o Volunteer of the month
o Accident forms
o Always follow up with a phone call!!