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Athletic Director Monthly Checklist (PRINT: WORD | PDF)
AUGUST
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| Coaches |
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Register for a MyWIAA account as athletic director if new AD or current AD switching school(s) |
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Contact Head coaches to poll their assistants about attendance for CPR/First Aid |
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Update coaches education records and notify coaches of their current status |
| Pre Season |
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Find out eligibility hearing dates for Fall season |
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Review current WIAA Handbook, noting changes (shaded sections) |
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Rules Clinics for Fall Coaches
- Concussion Management
- Sudden Cardiac Arrest
- Additional coaches certifications (Cheer, Dance/Drill, Football, Swimming & Diving)
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Arrange for First Aid/CPR classes |
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Remind Head Coaches about fall League coaches meetings |
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Contact police and Ambulance for home football games |
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Contact announcer/timer/chain crew for home football games |
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Contact event manager for home football, soccer, volleyball contests |
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Contact Team doctor for home football games and make sure they have schedules |
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Prepare Parent night presentation |
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Prepare and/or complete JV and C schedules |
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Prepare “Season Arrangements” for coaches and schedule Pre-Season Coaches Meeting |
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Confirm picture dates with team photographer |
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Attend Freshman Parent Orientations |
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Process all fall athletic participants paperwork – check eligibility concerns |
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Prepare coaches contracts for out-of-building coaches |
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Discuss theft and facility “etiquette” with coaches |
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Discuss etiquette with spirit team(s) |
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Football home games – Who will clean up stadium? If team, get a commitment from them |
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Check with Athletic Secretary or consult paperwork and coaches to see if any eligibility appeals are necessary for any of our transfer students |
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Make sure to arrange for transportation for away events |
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Send schedules to administrators and meet regarding game supervision |
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Review schedules and give athletic secretary the dates reservations are needed for overnight trips or ferries |
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Keys to coaches |
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Make sure lockers are ready to go with locks and paperwork for coaches |
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Contact insurance company Certificate of insurance for field use |
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Arrange for jamboree |
| Fiscal |
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Pay Bills |
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Schedule meeting with ASB and Business Manager to review purchasing process |
| Program |
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Report to school board the school's interscholastic program for the year |
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Prepare Booster Club board meeting agenda |
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Update Website; review web pages maintained by non-school personnel |
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Check with student government for promo events |
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Schedule and send out agenda for any Athletic Department meetings |
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Prepare yearly calendar, note scheduled games, league and district meetings, SAT and ACT dates |
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Send roster of all head, assistant and volunteer coaches to district office making sure that volunteer coaches are registered and cleared |
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Send maps to league members for game sites |
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Schedule picture day for local media |
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Review eligibility clearance – resident and academic rule prior to first competition |
| WIAA |
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Send WIAA form for foreign exchange students to your District Eligibility Secretary |
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Enter varsity schedules, rosters and team photos on MaxPreps or MyWIAA (depends on sport/activity). For help on this click here. |
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Update WIAA Directory Information |
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Verify coach rules on MyWIAA |
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Verify sports/activities offered on MyWIAA |
| WSSAAA/NIAAA |
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Join WSSAAA |
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Review social media policy w/coaches, athletes, parents |
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Confirm officials via Arbiter |
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Submit forms needed for co-op and/or combined programs |
SEPTEMBER
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| Coaches |
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Review w/coaches WIAA and local eligibility rules |
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Review coaches clock hours - Include those who attended August CPR/First aid classes |
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Review "Out-of Season" regulations at first coaches meeting |
| Fiscal |
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Pay bills |
| League |
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League AD meeting |
| Program |
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Fall Sports Eligibility List on File |
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Individual Practice Rules met prior to competition |
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Review Fall Sports season regulations: Share information with administration and coaches, Note Deadlines |
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Review eligibility clearance - i.e.: resident and academic rule PRIOR to first competition (WIAA Handbook) |
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Finalize Fall sport team rosters, take team picture (if not already done) |
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Send rosters to opponents |
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Make sure visitor locker rooms are clean and ready for use |
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Request gate money and police checks for home contests |
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Write article for school newsletter or program |
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Eligibility paperwork deadline |
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Secure any off site gym space that might be needed for sports practice for winter |
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Weekly meeting with administrators |
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Prepare JV and C team roster and send with coach to contests to hand out to parents |
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Confirm with transportation director all fall events and departures |
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Submit forms needed for co-op and combined programs (if not already done) |
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Review school and WIAA calendar and look for scheduling conflicts |
| Post Season |
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Selection of Qualifying play-off format, sites, managers and dates |
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Review state tournament allocation and tournament pairings/draws (submit info. to League Contact/Dist. Director) |
| WIAA |
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State Amendment Process begins-check with your district director |
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Review Coaching Standards regulations |
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WIAA Classification count (odd years) |
| OCTOBER |
| Fiscal |
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Pay bills |
| Pre Season |
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Prepare winter gym schedule for practices and contests |
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Advise winter coaches of Winter Rules Clinic dates |
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Winter contract to coaches |
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Inform police of basketball and wrestling home dates |
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Request officials for winter sports (Arbiter) |
| Program |
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Weekly administrative meeting |
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Update website; review web pages maintained by non-school personnel |
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Faculty Meetings |
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Help promote events |
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Lost/Found – How are these items being processed? |
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Schedule, send out agenda for any Athletic Department meeting |
| Post Season |
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Rosters and updated picture for all potential district/state tournament team sent to tournament manager and program printer (uploaded to MaxPreps or MyWIAA if not done in Aug./Sept.) For help on this click here. |
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Review League Standings for possible ties for play-offs and sites |
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Check with Athletic Secretary – order letter awards and pictures as needed for post season awards banquets |
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State Tourney info to coaches |
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Submit district and regional roster (via MyWIAA or MaxPreps) in timely fashion |
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Attend contests and practices at least once for each team at each level |
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Bill and thank advertiser(s) for sports program support |
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Check Tournament Dates and confirm room reservations for state tourney |
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Set end of season coaches meeting for the league coaches |
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Schedule Fall Sports Banquets |
| WIAA |
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Apply for Academic Achievements Awards – Deadline is 3rd Friday in October annually |
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Pay WIAA membership and labor and industry fees |
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WIAA website for roster and schedule information for state tourneys, pictures |
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Amendment procedure should be in progress |
| WSSAAA/NIAAA |
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National AD Conference registration and reservations hotel/plane |
NOVEMBER
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| Coaches |
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Online Rules Clinics |
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Eligibility Online Rules Clinic |
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Schedule, send out agenda for any athletic department meeting |
| Fiscal |
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Pay bills |
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Bill advertisers for winter program |
| League |
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All-league fall coaches meeting and pre-season for winter coaches |
| Pre Season |
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Collect all eligibility information from winter sport athletes |
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Winter sports eligibility list on file |
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Announce first practice dates (winter) |
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Schedule winter sports parents meeting |
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Finalize gym practice schedules for winter sports |
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Finalize C schedules |
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Review all winter schedules for conflicts |
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Empty lockers, reassign for winter sports |
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Pre-season meetings with winter sport coaches |
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Send Winter schedules to officials (Arbiter) |
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Submit winter schedules/rosters to MaxPreps for team sports |
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Review Winter sports season guidelines |
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Share finalized winter sports season information (schedules, guidelines, etc.) with administration and coaches |
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Note deadlines for winter sports season (academic awards, roster and photo submissions, etc.) |
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Post all winter schedules, send to media and winter sports assigners |
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Contact ticket sellers |
| Program |
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Update website |
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Arrange wrestling weight management assessments |
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Mail booster club meeting agenda |
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Order Academic Awards and Sportsmanship Awards through MyWIAA |
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Check winter tournament dates and look for school calendar conflicts |
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Winter sport night invitation |
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Winter sport parent night preparation |
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Prepare agenda/program for winter sports parent night |
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Arrange for AV equipment for parent night |
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Winter schedules to administrators for sign up of administration duties |
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Winter sports season arrangements |
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Winter team pictures - contact coaches and photographer for dates |
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Sports program prep - coach letters, rosters, schedules |
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Submit eligibility appeal paperwork to district eligibility chair |
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Arrange for event management for winter home contests |
| Post Season |
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Arrange supervision for District/State events |
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Inventory fall sports equipment |
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Review qualifying and State Tournament information bulletins for fall sports |
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Inform administration and coaches of Bound for State Regulations for fall sports |
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Inform student body and media of plans, procedures, and rules for Fall State Championships |
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Selection of qualifying play-off sites and managers (league and district), finalize for winter sports |
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Meet with fall coaches for season evaluation, inventory and storage of equipment |
| WIAA |
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Amendment proposals due second Friday in January |
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Pay WIAA membership and labor and industry fees |
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Input winter sport varsity schedules into MaxPreps |
| WSSAAA/NIAAA |
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Hall of Fame nominees |
DECEMBER
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| Coaches |
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Distribute Clinic Brochures to coaches |
| Pre Season |
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Winter event preparation: |
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Announcer |
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Timer |
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Ticket Sellers |
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Event Manager |
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Security |
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Gate Cash |
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Signage |
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Police |
| Program |
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Observe at winter sports contests and practices - all levels |
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Weekly administrative meeting |
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Faculty Meetings |
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Update website |
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Concession stand - who is responsible? schedule, order process |
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Make necessary preparations for Holiday competitions |
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Obtain emergency numbers for Holiday break opponents in case of snow |
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Obtain emergency numbers for weekend contests where weather can be an issue |
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Review all winter schedules for conflicts |
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Confirm all transportation requests and review for conflicts |
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Schedule, send out agenda for any Athletic Department meetings |
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Equipment requests for fall sports |
| Post Season |
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Review all winter tournament room reservations |
| WIAA |
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Check for date of WIAA Winter Coalition meeting (3/20/17) |
| WSSAAA/NIAAA |
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Attend the National Athletic Directors Conference |
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WSSAAA Board Representatives hand out State award and scholarship applications |
JANUARY
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| Coaches |
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Update coaches standards files |
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Schedule, send out agenda for any Athletic Department Meetings |
| Fiscal |
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Pay bills |
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Review League Standings for possible ties, play-off format, procedures and sites |
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Attend league meeting |
| Program |
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Finalize team rosters |
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Basketball, Wrestling, Gymnastics, Swimming, Bowling game day preparation |
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Take State pictures |
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Weekly administrative meeting |
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Faculty meetings |
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Check on purchases for concession stand |
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Update website |
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Local School Board presentation on National AD Conference (if attended) and thank you note to the board for allowing you to attend |
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Finalize fall sports schedules for next year |
| Post Season |
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Wrestling (High School) complete Summary Record on Wrestling Participation |
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Review winter post season reservations |
| WIAA |
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Apply for Winter Academic Achievement Awards - Deadline Second Friday in February (Bowling - last Friday in January) |
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Submit Amendments by second Friday in January |
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Cheer & Winter sport Tournament Registration |
| WSSAAA/NIAAA |
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WSSAAA Conference Information |
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Each league should present to their WSSAAA Rep the following: |
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District AD of the Year candidates |
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Honor Awards |
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Scholarship Applications |
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Commendation Award Nominees - this should be completed at the January league meeting |
FEBRUARY
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| Coaches |
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Set all-league coaches meeting and spring pre-season league coaches meeting |
| League |
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Attend league meeting |
| Pre Season |
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Review all spring schedules and send transportation request to transportation department |
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Remind spring sport coaches of spring online rules clinic dates |
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Spring schedules to officials |
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Finalize spring sports schedules |
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Keys to spring sport coaches |
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Prepare indoor gym schedule for spring sports - rain |
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Make plan for cancelling sport events when rain occurs. What is deadline for cancellation? Who needs to be notified? How is a contest rescheduled? |
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Empty lockers, reassign for spring sports |
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Prepare parent night invitation and letter |
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Prepare spring schedules to be handed out at Feb. league meeting/avoid testing if possible |
| Program |
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Weekly administrative meeting |
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Faculty meetings |
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Send request for Spring Sports officials associations with schedules |
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Set winter sports banquets and spring parents sports meeting |
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Spring sports contracts - copies to administrators |
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Spring schedules to administrators for sports supervision |
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Schedule/send out agenda for any Athletic Department meeting |
| Post Season |
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Basketball (boys and girls) league, district and state playoff information; including picture, updated roster and team record. Send to local tournament manager and state tournament program printer |
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Send district basketball tourney information to press |
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Review league and district tourney sites and make transportation requests |
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State swimming, basketball, wrestling, gymnastics paperwork due - see district website |
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Basketball, wrestling, gymnastics, swimming game preparation |
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Postseason attend district and state contests/events |
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Postseason meet with winter coaches for season evaluation, inventory and storage of equipment |
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Review qualifying and state tourney information bulletins for winter sports |
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Inform administration and coaches |
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Inform student body of plans, procedures and rules |
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Meet deadlines and responsibilities |
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Schedule Winter sports banquet |
| WIAA |
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District/WIAA tournament supervisor pass list |
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Input baseball, softball and boys soccer varsity schedules to MaxPreps if you have not already done so |
| WSSAAA/NIAAA |
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Register for State AD Conference including hotel reservations |
| MARCH |
| Fiscal |
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Pay bills |
| League |
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Attend league meeting |
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Spring sports eligibility lists on file |
| Pre Season |
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Parent night preparation - schedules and other handouts |
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Contact appropriate person for needed AV equipment for parent night |
| Program |
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Weekly administrative meeting |
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Faculty meetings |
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Prepare eligibility paperwork (if needed) |
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Spring sports team pictures |
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Spring sports program - pictures, articles, rosters, schedules |
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Update website |
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Schedule/send out agenda for any Athletic Department meeting |
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Individual practice rules met prior to first contest |
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Spring eligibility hearings |
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Confirm all spring schedules with school calendar and review for conflicts: ie - junior/senior prom |
| Post Season |
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Winter sports inventory, storage of equipment. Equipment order for Winter sports |
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Winter sport spouse thank you letters |
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Selection of qualifying playoff sites, managers, play off format and dates for spring tournaments |
| WIAA |
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Review proposed amendments for spring representative assembly. Inform coaches, administration and school board |
| WSSAAA/NIAAA |
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Make arrangements for WSSAAA conference |
| APRIL |
| Coaches |
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Schedule coaches meeting to review your athletic handbook make needed changes for upcoming year |
| Fiscal |
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Coaches' salaries/budget to proposals for next year administrative team |
| Program |
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Physical date with team physician for summer or call local clinic |
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Handle rainout and weekly schedule |
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Order flowers or gift for National Secretaries Day |
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Set date for summer maintenance work in gym |
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Basketball, wrestling, gymnastics scheduling for next year |
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Park department - request fields for next year |
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Review/set date maintenance work on scoreboards over the summer |
| Post Season |
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State tournament info - fill out online teams going to State |
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For late April, early May League, District, Regional and State tournament information sent to qualifying manager and state tournament program printer |
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Finalize rosters, up-date scores and send pictures for state tournament programs |
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Review league standings for possible ties for play-offs to qualifying events |
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Check for tournament dates and confirm motel reservations for state events |
| WIAA |
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Representative Assembly voting to act on proposed amendments |
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Apply to academic achievements awards - deadline 4th Friday in April |
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State academic championship applications due |
| WSSAAA/NIAAA |
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State AD conference |
| MAY |
| Coaches |
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End of year coaches meeting |
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Coaches review changes for student athletic handbook |
| Fiscal |
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Pay bills |
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Officials bills |
| League |
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League playoff information, gate lists, supervisors |
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Attend league meeting |
| Program |
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Update school athletic code |
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Weekly administrative meeting |
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Faculty meetings |
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Update website |
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Set "end of year" board presentation |
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Load next year's schedules onto website or school calender |
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Schedule, send out agenda for any Athletic Department meeting |
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Confer with administration regarding enrollment plans for next school year |
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Schedule date for spring sports all-league meeting |
| Post Season |
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State tournament preparations |
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Review qualifying and State tourney information bulletins for Spring sports |
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Inform administration of State tourney registration/photos/rosters |
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Inform student body of plans, procedures and rules |
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Meet deadlines and responsibilities |
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Spring sports spouse thank you letters |
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Prepare and schedule end of the yer coaches' breakfast, dinner or meeting. Show appreciation |
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Notify parents of date, site, cost, etc. for coming year |
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Fall sports scheduling |
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District playoff information, gate lists, supervisors, rosters |
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Schedule spring sports banquet |
| WIAA |
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Review actions of Representative Assembly |
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WIAA insurance |
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Complete Membership Renewal and School Board Resolution |
| JUNE |
| Coaches |
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Meet with spring coaches for season evaluation, inventory and storage |
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Make arrangements for WIAA coaches school |
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Remind coaches if they need coaching clock hours |
| Fiscal |
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Schedule end of the year meeting with ASB and District Business Manager to review budgeting and fiscal stability |
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Turn in ASB budget to high school ASB secretary for next year's budget |
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Notify all coaches of their budgets for next school year |
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Check with vendors regarding outstanding purchase orders |
| League |
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Attend league meeting |
| Pre Season |
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Send requests for Fall Sports Officials with schedules |
| Program |
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Update school athletic code |
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Weekly administrative meeting |
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Faculty meetings |
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Confirm all fall schedules |
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Contact photographer for team pictures |
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Check for fall eligibility dates; Send letter to athletes not meeting eligibility in academics |
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Contact sports program advertiser for fall commitment |
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See that openings are posted, interviews scheduled and hire coaches for the following year |
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Get the end of the year report ready for board/administrators |
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Take list of coaches for the following year to the board for approval |
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Coaches summer letters prepared and reviewed |
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Write to all motels for next year tournaments reservations and confirm dates |
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Confirm/Schedule school physical exams |
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Send Athletic Code Books to be printed for fall handout |
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Prepare date for fall coaches and parent meetings |
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Schedule summer activities and facilities use. (ie: summer camps) |
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Review date for District summer meeting dates |
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Check with building administration and revieww dates for summer student activities |
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Review summer camps with coaches and use of school equipment, transportation and facilities |
| Post Season |
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Lockers emptied |
| WIAA |
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Check on WIAA membership forms |
| JULY |
| Family |
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Take family/vacation time or you will not get through the next school year |
| Program |
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Have packets for registration online or send out |
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Check dates for fall rules and mark on calendar |
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