Athletic Director Office Administration

"A Simple Approach to Time Management"
(Paul Jansen, CAA, Student Activities and Athletics Coordinator, Fairfax County Public Schools, Fairfax, Virginia) - In a normal eight-hour day, using the following outline has made the daily responsibilities of my position as athletic administrator more manageable.

Hours 1-2 – Get out and greet the masses! Spend time getting to your coaches, student-athletes and staff. Find out what issues are important to them and listen. It is too early in the morning to solve problems, but not too early to gather information. Go where there is coffee or a copy machine. Visit teacher lounges, classrooms or offices in the building. You will be surprised how just your presence can solve many issues.

Hours 3-4 – As the school day has settled in, so should you. Get some paperwork completed in the office. We usually have an idea of what is happening in the building, so it is time to write a letter, place a request, finish a report or begin/continue work on a long-term project.

Hours 5-6 – Return phone calls and e-mails. Morning emotions have calmed down and most people are more receptive after a good lunch. Look through mail and projects while trying to finish paperwork you can before the end of the school day.

Hours 7-8 – Close the day by returning to your most valuable resources, the athletes and coaches. Share what you have learned and be very visible. Remember to smile.

"Student Sports Information Director"
(Michael Williams, CAA, Athletic Director, Glenelg High School, Glenelg, Maryland) - Athletic directors wear many hats throughout the school year. One is that of a sports information director. This includes promoting and publicizing the athletic program though various media sources that seek information regarding the athletes, coaches, teams and their achievements and accomplishments. This task is one of the most rapidly expanding jobs that we face and can be extremely time-consuming.We recently created, through a mentorship program, a student sports information director mentorship to assist us with many facets of promoting and publicizing the athletic program at Glenelg High School.
The goals of the mentorship are two-fold:
• Offer a hands-on learning experience in sports public relations and sports information. This experience will include the integration of technology, journalism, mass media and communications in athletics.
• Promote the athletic program at Glenelg High School.

Some of the many objectives that the student sports information director assists me with are the collection, organization and dissemination of data regarding individual/team records and awards. They can help organize a group of athletes to update the trophy and display cases. The student sports information directors assist on some level with the creation and production of our media guide, game schedules and team posters. They order team banners for our gym and organize team picture day. These students are a great liaison to the school newspaper, yearbook or even our booster clubs. We will even have them write articles on athletes, coaches and teams for our Web site.

The benefits of this student-centered position have been awesome. Accomplishments and successes are publicized in a timely and accurate manner. Record-keeping and archiving in general have been enhanced. Game schedules are updated as postseason playoffs begin and progress. The school and community are informed while sportsmanship, integrity and character are promoted. I now have more time and energy for other daily, short- and long-term, tasks that define my position as athletic director.

"Complaint/Concern Form"
(Timothy Arndt, Assistant Principal/Activities Director, Ralston High School, Ralston, Nebraska) - I developed a complaint/concern form to keep track of phone calls from parents and other community members. The form is simple and easy to file. I keep the form next to my phone and document all phone calls. This helps to establish whether there are any patterns in certain sports with coaches or sponsors. I am able to follow-up regarding the concern and get back to the caller within 24 hours. This documentation helps when I am doing evaluations and when removal of personnel becomes necessary.

"Roster Day"
(Dr. William Beattie, Coordinator of Athletics, Montgomery County Public Schools, Rockville, Maryland) - In our multiple high school district, this practice has solved the problem of getting accurate rosters from our coaches. Some time prior to the first contest date we designate a "Roster Day". All head coaches must turn in to their athletic director an accurate roster for their team. Failure to do so means that team cannot practice or participate until the roster is turned into the athletic director on the appropriate form. Our Principals support this best practice.

"New Athletic Director Brochure"
(Glen Kelly, CAA – MIAAA – Michigan) - The Michigan Interscholastic Athletic Administrators Professional Development Committee produces a “New Athletic Directors” brochure that is distributed each year at our Annual Mid-Winter Conference to all athletic directors in attendance. The brochure is put together by gathering information on all of the new athletic directors in the state by conducting a survey of all league secretaries across the state. After they return the requested information by the deadline date in October, I send a Bio-Sheet to all new ADs requesting information regarding their education, coaching and athletic experience plus a photo. The brochure is laid out on a personal computer and printed by the Graphics Art Department at one of our schools. Our mission is to make new athletic directors feel welcome and to provide assistance to them when possible.

"AD Involvement in Facility Planning"
(Priscilla Dillow – Athletic Director/Assistant Principal – Ben Davis High School – Indianapolis, IN) - In your school district is contemplating a renovation or new construction that will include athletic and/or physical education facilities, it is important that ADs get involved from the beginning of the project. Although this means more responsibility, the end result will be more beneficial to your athletic program. In our particular case, I volunteered to be a leader of the initial school/community planning team and then was assigned as part of my assistant principal duties to be the construction/building liaison with the architects and construction manager. As a result of these roles, I was able to have daily input into what was happening throughout the building and with the outside facilities. The assistant AD and I specified the majority of the athletic spaces with the input of coaches. A key for obtaining maximum footage was to plan for community use.

"Pre-Season Captains Meeting"
Ted D’Alessio, Director of Health, Physical Education and Athletics, Millburn High School, Millburn, New Jersey) - Prior to each season the principal and I meet with the team captains and review their role in promoting team class, sportsmanship and fair play. It seems to work and our teams are led by strong leadership, not just students with titles.

"Scheduling with Software"
(Mark Kleeman, Athletic Director, Oak Lawn Community High School, Oak Lawn, Illinois) - We use “Schedule Star” to schedule our athletic events. This allows us to give our maintenance personnel weekly updates. I also fax a weekly preview to all opponents and conference schools as a double-check and to use for scouting purposes. Since it links to the Web, our schedules and scores are readily available to parents and graduates. For more information, check their Web site at <www.schedulestar.com>.

"Officials Reminder"
(Matt Kegley, Athletic Director, Waldron H.S., Waldron, IN) - Each Monday I make a list of officials that are scheduled to work at my school during that week. Then I call each one to remind them of their date(s) that week. I started this after the fall volleyball season last year and it has really helped ease my mind regarding whether officials will show up or not. Since I was a first year athletic director during the 1999-2000 school year, this procedure really helped to take some of the stress away.

"Volunteer Staffing"
(Terry Brownell, Athletic Director, Kouts H.S., Kouts, IN) - Our school, like many other small schools, needs concession revenue, but we cannot afford to hire adult workers and we do not have a Booster Club. During the fall and winter sports seasons we use our student athletes to work all concessions for volleyball and basketball games. In basketball, for example, the girls varsity and JV work all of the boys games and the boys varsity and JV work all of the girls games. We use one adult supervisor and the students to sell all concessions. Each student must work approximately three games.
We also use boys and girls varsity track members to run our middle school meets. The track athletes handle all of the field events and all of the timing. This helps the athletic department in several ways: First, it is hard to find track meet workers. Second, we try to convey to the athletes that it is important for them to give something back to the school and community. Third, our middle school kids enjoy having the high school kids at their meets.

"Schedule Change Data Base"
(Jeffrey C. Petersen, Athletic Director, Los Alamos High School, Los Alamos, NM) - Changes of scheduled events due to weather or other reasons require notification to a multitude of people and agencies involved. Rather than making multiple phone calls, create a database and merge a general memo with the names and fax number or e-mail addresses to all parties requiring notification. Include the following individuals: head coach, opposing team athletic director, local radio media, local print media, cheerleaders, booster clubs, officials, event monitors, security, maintenance, transportation, principal, and any other personnel deemed necessary by your school.

"Weekly Calendar of Events"
(Randy Russell, Athletic Director, Colville High School, Colville WA) - Every week I put together a weekly calendar of events for the upcoming week. On Monday morning of that week, I call to double-check on all of the transportation requests, officials for home contests, and athletic directors of our opponents for that week to ensure that our dates and times match. This takes me anywhere from 30 to 45 minutes and helps me to double-check events for the entire week. At approximately 9:00 a.m., I also have an office meeting to ensure that all office personnel are informed of any changes for the week.

"Hiring Basketball Officials"
(Jim Langkamp, Athletic Director, Janesville School District, Janesville, WI) - Hiring basketball officials can be an extremely challenging task. A technique that has worked for me is posting a list of our home dates for the upcoming season in the dressing room used by our basketball officials. Officials then have the opportunity to sign up for games on their available dates. I issue contracts at the end of the current season. This technique greatly reduces the number of phone calls I normally make, allows me to assign officials in a timely manner, and is convenient for the officials.

"Use of Team Pictures"
(Dr. Carol R. Chory, CAA, Student Activities Coordinator, Kempsville High School, Virginia Beach, Virginia) - We keep a copy of each team picture in the athletic department once and use it for the following reasons. It is helpful to learn the names of the team members. It provides a pictorial copy, immediately available, of which teams are wearing which uniforms. If a uniform jersey is lost, it provides a pictorial record of which team member was assigned that number uniform. 8x10 pictures stored in an inventory book also provide a nice historical record as to which uniforms were used in a particular year.

"Yearly Red Ticklers"
(Ron Lerch, Athletic Director, Kingsway High School, Swedesboro, New Jersey) - We use a calendar book to write, in red, the tasks that need to be done that day or week. These are normally things that need to be done each year in a particular time frame. When I get a new book for the following year, I go through each date and write, in red, the things that need to be done. During the year, when I get to that date, I am reminded of the particular tasks that need to be finished.

"Athletic Directors Institute"
(Gerry Durgin, CAA, Athletic Director, Gorham High School, Gorham, Maine) - Through the Maine Center of Coaching Education in cooperation with the Maine Interscholastic Athletic Administrators Association and the NIAAA, Maine offers an annual Athletic Administrators Institute. The three-day format offers presentations, workshops, round- table discussions, and the NIAAA Leadership Training Courses in Principles of Athletic Administration. The three-day workshop covers technology training, work towards NIAAA certification, supervision and evaluation, player aspirations, leadership and character development, supporting and retaining coaches, program quality assessment, fund raising and marketing, conflict prevention, and problem-solving. This institute provides an opportunity to enhance professional development for all athletic administrators.

"Weekly Eligibility Check"
(Mike Brand, Athletic Director, St. Edward High School, Elgin, Illinois) - When I started two years ago, we went to a weekly eligibility check where the student-athletes were responsible for their own check. On Wednesday mornings, all athletes get a form from their homeroom teachers. They hand the form to each of their teachers, and the teacher signs the form with an "OK,” a "D” or an “F.” At the end of the school day, the students must turn in the form at the athletic office. If the form is not handed in on Wednesday, the student becomes ineligible for the next week. If a student has two "Fs" or one "F" and two “Ds,” the student becomes ineligible per our school policies. We have found through this process that student-athletes have become very responsible. The entire coaching and teaching staff love the process. Another positive is that the student-athletes know where they stand academically on a weekly basis.

"Interscholastic Athletics Advisory Committee"
(Gisela Benning, CAA, Athletic Director, Milwaukee North Division, Milwaukee, WI) - Five years ago the Milwaukee Public Schools instituted the Interscholastic Athletic Advisory Committee. Included on this committee are representatives from the following groups; student athletes, coaches of boys and girls sports, athletic directors, administrators, and parents. This group meets on a monthly basis to discuss concerns regarding interscholastic athletics programs and to make recommendations to address these concerns. To date, they have been successful in implementing changes in eligibility standards, budget and accountability of coaches and athletes. Members of the committee are conscientious about soliciting input from the various groups, and as a result all groups feel a strong ownership of the program.

"Student Advisory Committee"
(Neil Fletcher, Activities Director, North Branch Higise and to develop plans and philosophies for our activities program. Last year the committee’s main objective was reviewing and changing our eligibility stah School, North Branch, MN) - Thirty students, nominated by coaches and advisors, meet monthly to advndards. Along with our coaches, they made dramatic changes to promote fairness and counseling for violators along with revised penalties. The recommendation of participants on the Student Advisory Committee gives students in all of our activities a sense of ownership and provides valuable input into the program.

"Use of Student Aides"
(Bruce Bowen, Activities Director, Hermitage High School, Richmond, Virginia) - Obtain permission to have two reliable student aides assigned to you for at least one period a day. One aide should be assigned to do typing/clerical work that would not necessitate the use of a professional secretary. The second aide should be assigned as a "gopher” to do odds and ends such as delivering notes to coaches and inventory of equipment and uniforms. Then reward these aides somehow by giving them a pass to home athletic events or inviting them to an end-of-year dinner or special recognition event. I also put their names on a plaque that I have in my office that has on it all of the names of all of the aides who have ever worked for me.

"Using Voice Mail Correctly"
(Jay Cornils, Athletic Director, Mitchell High School, Colorado Springs, Colorado) - Voice mail is an important tool for athletic directors. While most people prefer speaking to a human being, the correct use of voice mail can greatly enhance the availability and accessibility to the athletic director. I have found that the following hints are helpful in the use of voice mail: 1) set your voice mail up in such a way that if you are not there and it is important for a caller to be connected to a person, it can be done; 2) keep the message short; 3) always access and answer your voice mail messages on a regular basis; 4) if you are using it as a vehicle to update events and cancellations, try to do that on a separate voice mailbox to avoid having to access and erase calls being strictly made for event information; 5) if possible, set up your coaches on their own voice mail boxes, and 6) always update the message so information is as current as possible.

"Accounting Techniques to Track Gender Equity"
(Forrest L. Hummel, Jr., Athletic Director, Thomas A. Edison High School, Tulsa, Oklahoma) - While going through a Title IX suit, I discovered that separating all of my athletic accounts according to gender made it much easier to track expenses and revenues for each sport. The cost of workers for a basketball game is split evenly between the boys and the girls, and the revenue generated from the games is also split 50/50. 1 now have a tracking system for all supplies, equipment, officials costs, coaching costs, etc., for each sport, separated by gender.

"Planning Procedures"
(Paul D. Mengold, CAA, Director of Athletics, Amity Regional School District #5, Woodbridge, Connecticut) - Yogi Berra once said, "If you don't know where you're going, you'll wind up somewhere else." Planning on a yearly, monthly and daily basis is essential in the operation of the athletic department.
1. Yearly goals: 3 or 4 goals should be established on a yearly basis. They should be attainable and effective.
2. Monthly: Establish a monthly list of tasks that need to be completed. Place this list on your computer so you can save it for each school year and modify it when necessary.
3. Daily: Have a "things to do today" list. This list will help you attempt to plan your day. If you are interrupted you will have a "game plan" to fall back on.

"A Road Map for Success"
(Joseph Therber, Athletic Director, Scecina Memorial High School, Indianapolis, Indiana) - To be exemplary, an interscholastic athletic program needs a road map leading to fulfillment of a vision. At Scecina Memorial High School, we have an athletic program, a three-year plan that resulted from feedback of student-athletes, parents, coaches, the principal, athletic administrator and school board. These groups were asked to list their perceptions of department strengths and weaknesses, along with the strengths that are most in alignment with the school mission. They also were asked to give suggestions for improving the weaknesses.
The student planning committee consisted of two student-athletes from each varsity sport, as recommended by the varsity head coach. Current seniors could be represented by no more than one per sport, for the younger student-athletes would have to implement and live with the resulting plan. The parent planning committee consisted of volunteer and appointed members. As the program director, I compiled all written data and summarized it in priorities as determined by the responses. The priority summary was shared with all groups. Adjustments were made, and a draft plan with categorical goals and objectives was written. Each group reviewed the draft plan, which was then revised and reviewed again.
After approval by all groups, the school board adopted the three-year interscholastic athletic program plan, which has been effective, time-saving and a mission-driven resource to serve our current and future student-athletes.

"Academic Advisor"
(Sandra Maden, Athletic Coordinator, Alvin High School, Alvin, Texas) - We assign a coach on our staff specifically to monitor the academic progress of our athletes. This is normally the second position held by the coach and is treated as a second sports coaching position. Duties include: checking grades, monitoring re-tests, scheduling and tutoring for all athletes in the high school, grades 9-12. Our number of ineligible students has dropped drastically. It has been a great addition to our overall athletic program.

"Student Singers for the National Anthem"
(Sr. Lynn Winsor, Athletic Director, Xavier College Prep, Phoenix, Arizona) - In order to have singers available to do the National Anthem at home volleyball, basketball, soccer and softball games, we hold an open tryout. The athletic director, music teacher and spirit coach all act as judges. We encourage all students to try out. The students who are chosen feel a part of the sports department and also are recognized at the final home game of the season. The assignments are spaced out and no student has to sing at more than four home games. This year we had 15 try out and 12 were chosen.>

"Special Needs Student Program"
(Dave Reid, CAA – Athletic Director – Santiago High School – Corona, CA) - Our physical education department requires that all students dress for class. For one reason or another, some students need to borrow a pair of shorts or a shirt in order to attend class and receive credit. In the past, staff members rotated the task of washing and drying the used articles of clothing on an every other day basis in the laundry facilities available on-campus.
A special education teacher is always looking for opportunities to have her students take part in learning the necessary skills of everyday life. She felt that she could combine the needs of her students and those of the physical education and athletic departments for a win-win opportunity. Students in her class are selected to help in the washing and drying of physical education and athletic uniforms under her supervision. The students consider it an honor and look forward to the chance to participate.
Additionally, students in this program are selected to act as team managers for both the girls and boys teams during the season and are recognized at the team awards banquet.

"Captain’s Council"
(Karen Doxey – Co-Athletic Director – Collegiate School – Richmond, Virginia) - At the beginning of each sport season and then again at mid-way through the season, we meet with all varsity captains. We have either a breakfast with juice or bagels or dinner with pizza and sodas. Discussions primarily include, but not limited to, the role of the captain, training rules, sportsmanship and other pertinent issues. Each participant is provided a ‘Captain’s Handbook’ which includes:
• An introductory letter from the athletic director.
• A section on what is sportsmanship and characteristics of a ‘good sport.’
• Characteristics of a captain, and a compilation of comments from past captains and coaches.
• Several essays written by former captains.
• An excerpt from ‘The Team Captain’ by Bruce M. Patrick.
• Why we have training rules information.
This is a great way to provide guidance, answer questions and discuss common problems or issues.
Web site at www.collegiate-va.org

"Summer Weight Program"
(Shirley Webster – Assistant Athletic Director – Heritage Hall High School – Oklahoma City, Oklahoma) - Are you having trouble getting your high school athletes to consistently attend a summer weight program? Our attendance was poor and inconsistent, especially among girls. Two years ago we decided to make our summer strength and conditioning program part of our overall summer school. It is offered as a class where a fee is paid to attend. We offer three sessions – varsity male athletes, varsity female athletes, and a third for all other interested students. Our attendance increased because they paid tuition and were obtaining a credit. The students who participated really saw the positive benefits!

"A Preseason ‘Carrot’"
(Tim Slauter, CAA – Athletic Director – McCutcheon High School – Lafayette, Indiana) - As a firm believer in the importance of preseason parent meetings, I am always looking for ways to increase our attendance at these gatherings. I hit upon an idea that has worked well for us. As parents filter in for the general portion of the meeting, they are given the opportunity to pick up a door-prize ticket. During the latter portion of the general meeting, when our athletic trainer is discussing injury reporting and training rules, I select eight to ten participants. When I go back to the microphone with closing statements, I read the names of the lucky winners before we dismiss to the individual team meetings. While not an expensive investment on our part, this venture has paid huge dividends for us through increased attendance and improved spirit. Parents leave with a smile on their face and items like seat cushions, hats, tee shirts and sweatshirts. This practice fosters good will and improves overall spirit as these winners display their spirit items at our various athletic contests.

"Delegation/Seasoned Personnel"
(Larry Payne – Assistant Principal – Ooltewah High School – Ooltewah, Tennessee) - As responsibilities are increasing for the athletic administrator, the need to delegate duties is ever more important. These duties can be the day-to-day operations or the organizing and running of special events that require more personnel than usual. I do not overlook the experience of former coaches who are administrators or retired coaches/teachers. Many still enjoy athletic events, as evidenced by their attendance at games and matches. Recognizing their value and matching it with their interest in my programs have provided great results!
An example of this working for me is that an administrator, who happened to be a former baseball and wrestling coach, was asked to help out at the last minute of a wrestling match. Not only did he help in this event, but he offered to assist in others and now contributes greatly to all our wrestling events. Others are happy to work and are able to see friends, community members and league coaches. I have used these resources in hospitality rooms, as facility supervisors, organizers, and as officials liaison.
Experience is a valuable resource, and when utilized in the proper situation can be a tremendous asset. Look around to see if such possibilities exist in your communities because the enjoyment of being involved in athletics never leaves!

"Sportsmanship Initiatives"
(Tom Gillhouse, CAA – Athletic Director – Deerfield High School – Deerfield, Illinois) - A few years ago I took a friend’s advice and tried to elevate the level of importance I placed on good sportsmanship from both athletes and coaches. As well as a variety of proactive initiatives, I now have a discussion on sportsmanship as a part of our seasonal parent meeting and have established some additional ramifications for non-compliance.
Two things I feel are most effective in promoting good sportsmanship. First, I choose athletes with the ability to speak in front of a group and ask them to talk to the parents and their peers about the negative effects of poor sportsmanship. I let them draft the speech, but review it for content and appropriateness. You would be amazed how people listen when students speak. Secondly, I established consequences for unsportsmanlike penalties, technical fouls, ejections, etc. The consequences for students are:
• Any student receiving an unsportsmanlike infraction must make an appointment to see the athletic director before they may play again. These are brief meetings that emphasize who the athletes represents and why sportsmanship is important.
• Any recurrence during their high school participation will result in an additional meeting which will include parents. (Our state also has a policy of sitting out the next game if they get ejected).
The consequences for coaches are:
• Coaches have the same rule and the meeting would have a similar tone with additional comments about setting an example and being a role model.
• Any recurrence will be an additional meeting which will include the principal and would be noted in an evaluation.
I also include a quote in these meetings: “The educational values of athletics in regards to good sportsmanship will not be compromised by the misbehavior of any of the participants.”

"Parent Meeting"
(Bill Edelman, CAA – Athletic Director – Vernon Township High School – Vernon, New Jersey) - Whenever we meet with parents, three ground rules regarding the meeting will always be established prior to sitting down. First, we are going to stay with the facts and when the meeting is complete we may agree to disagree. Secondly, it is important to say what you mean without being mean. Lastly, profanity of any kind will never be tolerated.
In 10 years of athletic administration, I have had very few problems once these rules are established. They also let the parents know that this meeting is important and professional. Try these rules; you won’t be disappointed with the results.

"Athletic Web Site"
(Diane Shuck, Athletic Director/Assistant Principal, Air Academy High School, USAFA, Colorado) - I use the school’s Web site as a lifeline to student athletes, families, league schools and the media. It contains links with the following info: weekly athletic or activity schedule, coaches’ names and email addresses, team schedules by sport, directions to schools and fields around our state, sports highlights with links to newspapers and registration forms. By having all these items on our Web site fewer phone calls in regard to athletics are taken by our staff.