A.D Timeline
Athletic Director Timeline
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Month: |
Duty: |
Checklist: |
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September |
OVSAA and BC School Sport Fees
Practise Schedule one month plus games. Same for basketball
Remind Coaches of Video Equipment |
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Elementary P.E schedule from Del |
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Review course outline with new P.E teachers. Evaluation, etc… |
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Create a to-do-list on the computer |
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Tournament and practise schedule from Gino. Notify him of our game days |
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Set-up Budget Sheets for new year |
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Remind coaches of new coaching materials(books) and equipment. Ex Setter Volleyball, Medicine Balls, Agility Stations, Basketball Cushion. |
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Keep record of team results through the year |
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Quote of the month |
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Pick up the trophies |
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Buy coaches and sponsor gifts - Earls |
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Slide Show and Athletic Photographer. |
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Create Tournament Package: Introduction with cost (No reciprocals), Hotels, Tournament draw, etc…Must be faxed at least two to three weeks prior to tournament. |
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Order score sheets for Basketball |
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Create Practise Schedule (format) for Volleyball Season |
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Pre-Season Sport sign-up in the gym or room for all sports. |
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Conflicts on schedule. Days we cannot play or host. |
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Confirm all tournament entries one week before tournament. (CALL A.D) Also, Confirm with Volleyball Officials of Tournaments and draws/schedule. |
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Register all players |
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Sweat Suit Order
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Register sports: All Volleyball, All Basketball, Boys Soccer, Jr./Sr. Rugby, Golf, Sr. Sr/Jr. Girls Soccer, Curling, swimming, skiing/snowboard, mountain bike, wrestle, Gr. 8/Jr./Sr. Track and Crosscountry. Check deadlines. |
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Distribute uniforms with uniform lists |
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Make sure referee key is in P.E office. |
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Make sure tournament charts for volleyball and basketball are in P.E office. |
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Coaches Package/Handbook |
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Contact canteen ladies (Key) |
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Order game balls for Volleyball, Soccer and Basketball. |
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Book fields for Soccer. Practise and games. |
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Check account numbers: P.E, Athletics, Booster Club and Clothing |
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Invoice book |
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Goodies for tournaments/Coaches room. |
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Press/media fax forms. |
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Pictures of Teams |
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Collect uniform and athletic fees. |
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Players will pay tournament entry fee, transport costs, room plus coaches room. |
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Coaches are not to hold monies |
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Collect team lists and give to Lee. Make sure to notify coaches at least two days prior to team leaving. Players are responsible for missed work. |
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Create a homework form to be signed by teacher. |
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Student Academic/Athletic Evaluation Form. Put copies in the staff room. Teachers are to put completed forms in A.D box. |
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Talk to Elem. A.D to coordinate practices and games. |
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Check City Council for Provincial Transport Funding |
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Volunteer Service Record Sheets for Volleyball and Basketball and other sports. Make sure to notify P.E teachers of Bonus Marks. |
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Athletic News in School Newsletter. |
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Check all equipment foe P.E and Athletics. |
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Camps for Volleyball or Basketball. |
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Coaches camps |
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Whistles and rubber bands |
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First Aid Kits |
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Advertise for coaches in newsletter, alumni, and newspaper. |
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Athletic Photographer |
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Pep Rallies |
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Athlete of the month |
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Quote of the month |
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Volunteer of the Month |
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Label all H.S equipment |
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Clothing promotion and forms and order dates. |
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Criminal Record Check Forms |
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Verify Criminal Record Checks |
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Tournament Programs. See Fowler for Tournament Schedule Program for Volleyball and Basketball. Laminate large tournament schedules for tournament. |
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Book vans for tournaments and league games. |
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Book rental vans tournaments. |
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Encourage coaches to get Class 4. |
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Athletic Fax Forms |
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Fitness Records |
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Check Tournament entry fees to cover total costs of tournaments. Remember not to include home team costs. |
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Promotion of Athletes to Universities |
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Score keeper Club. Make sure to promote hours to Gr.11 and 12’s for service hours. |
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Key for P.E Office for officials. |
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Extra keys for Vans and bus |
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Scholarships and Bursaries for seasonal sports |
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All tournaments must be confirmed by fax and a phone call to the A.D. at least two weeks prior to tournament. |
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Introduction and assistance for sponsor teachers at staff meetings. |
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Thank-you! in newsletter for all coaching staff. |
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Intramural Volleyball |
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Training of officials and scorekeepers in P.E classes and noon hour after practise. |
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Meet with coaches to discuss Coaches Handbook |
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Monthly P.E meetings. |
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Order coaches gifts |
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October: |
Athlete of the month and quote of the month |
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Newsletter Information |
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Thank-You at staff meetings |
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Make sure all Athletic fees are collected and uniform forms are completed and handed in. |
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November: |
Create Basketball practise schedule.
Sponsor Gifts and Coaches Gifts
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Check with Elem A.D to coordinate games and practices. |
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Check van booking for tournaments and league games. |
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Book rental van |
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Basketball Intramurals |
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Confirm with Basketball Officials of tournaments. |
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Order Clothing |
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Collect uniforms from Fall Season. |
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Teacher/Student Volleyball Game. |
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Volleyball or Dodgeball Intramurals |
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December: |
Practises over holidays
Gifts for office and custodial staff |
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Alumni game. Book date, referees. Put in Newsletter. |
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Check First Aid Kits |
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Newsletter Info and Introductions and thank-you at staff meetings. |
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Laminate large tournament Draw schedule. |
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Distribute clothing. No refunds |
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Train scorekeepers in P.E classes for basketball. |
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Basketball Intramurals |
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Staff meeting than-you and newsletter info. |
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February: |
2nd Clothing order
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Start looking at Athletic Banquet and Sports Day |
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Start collecting team awards for Basketball, Curling, Skiing |
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March: |
Book city fields for Soccer. Book rugby fields for rugby. |
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Collect uniforms |
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Intramural Floor Hockey |
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Staff meeting thank-you and sponsors |
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Book vans for tournaments and league play. |
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Meet with Gino and Jack for elementary tournaments next year. See calendar |
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April: |
Organize Sports Day. Pick up Rope from College and Prizes. Photocopy all directions and hand-outs. |
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Clinics next year |
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Meet students for athletic banquet. Food hand-out sheet. Makes lots of food. Make up tickets for entry and door prizes. |
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Sports Day Organization: Have T.A create teams. Will have to post in halls or give to teachers. Find out the students who will not be able to participate. See Tim. Find Judges and laminate score sheets. Have team leaders go to the gym before assemble. Post Teacher event sign-up in the staff room. Make to notify teachers of sign-up sheet. They will need to find their own stopwatch. Donuts and coffee to teachers. See Anne |
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Send out tournament confirmations for volleyball and basketball |
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Send tournament schedules to coordinators for basketball and volleyball |
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Invitations to Sport Banquet: Teachers, Fowler, Lee, Delpine, Admin, Sponsors, Press and Coaches. |
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Create form for tournament openings/waiting list. |
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Buy Coaches gifts |
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May: |
Collect uniforms |
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Parent helpers for Athletic Banquet |
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Coaching staff for next year |
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Collect Soccer, Track and Mt. Bike awards |
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Trophies for athletic banquet ready |
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Remind all school coaches, sponsors administration volunteer coaches and parents of date of Athletic Banquet |
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Gr.12 Athletic Lunch – Thank-you |
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Coaches letter (Thank-you)ready |
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Choose athlete of the year for Sr and Jr. plus academic/Athlete Scholar of year. Volunteer of year plus draw. |
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All awards must be printed |
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Organize Athletic Format for Athletic Banquet. |
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Have Athletic Banquet Trophies ready and engraved. |
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Have Tony set-up P.A system for Athletic Banquet |
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Contact press with award winners |
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Create criteria for Athelete of the year. |
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See if Tony is going to run the concession. |
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June: |
Order equipment for next year |
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Inventory of uniforms and equipment |
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Maintenance requests to Dale |
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Burn lines on field |
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Bring tournament confirmations to Last West zone meeting. Also fill tournaments. |
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Revise Coaches Handbook |
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Oil Sticks |
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Athletic Evaluation |
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Coaches Appreciation Party |
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Thank-you to press/hotels/Administration. |
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Add $10 for small sports to Athletic Contract. Ex. Skiing, Crosscountry, Biking, Swimming, curling, etc… |
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Flowers for Delphine, Lee and Maureen. |
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Contact canteen ladies with next year tournament dates. |
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Check facility, equipment and grounds for repairs, |
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Confirm coaching staff for next year. |
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Create confirmation form for all sports. Confirmations for sports should be done right after the season. Confirmation of entry will need to be faxed. |
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Recognition of all Sponsors and Coaches and Fowler. |
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Contact Officials to confirm dates of volleyball and basketball tournaments. |
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Review the budget |
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Revise timeline |
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Next years coaching staff |
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Order trophies for next year |
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Confirmation of tournament enrty forms sent out and collected plus our entry confirmations to outside school tournaments. Before any outside tournaments are booked coaches must be notified and transportation will need to be organized with proper supervision. Do not book outside tournaments unless transport will be provided. Try to avoid weekend tournaments outside of town when two or more teams are traveling. |
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No boys tournaments when girls are hosting tournaments and vice versa
Possible change of dates for jr. boys tournament. |
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