With summer winding down, the new school year is approaching – for some, it is already here. Fall sports begin their pre-season practices, as the athletic program preps for a new year. Athletic directors find themselves at the helm of one of the most critical periods in the academic calendar at this time of year. The start of fall sports and a new year requires careful preparation, strategic planning, and a proactive approach to ensure everything runs smoothly. Here’s a comprehensive guide to help athletic directors get ready for the challenges and opportunities that lie ahead.
Organizational Preparation
Update and Review Policies and Procedures
One of the first steps in preparing for a new school year is reviewing and updating the policies and procedures that govern your athletic department. This means ensuring that all guidelines are up to date with the latest state and national regulations, particularly those related to athletes’ safety, conduct, and eligibility.
If you have any school or athletics program policies on things like substance abuse, social media, conduct, hazing, harassment or attendance, now is the time to finalize and perfect them. Communicate any changes in policy or procedures to coaches, athletes, and parents, if necessary, before the season begins to avoid confusion and ensure everyone is on the same page.
Budgeting and Scheduling
Budget planning is crucial in preparing for a new athletic year. Athletic directors should start by evaluating their budget for the upcoming year and identifying key expenses such as equipment, travel, and facility maintenance. It is also important to explore opportunities for additional funding through sponsorships, fundraising or grants. By allocating resources effectively and anticipating potential costs, ADs can ensure that their programs are well-supported throughout the year.
Next, one of the most complex tasks for athletic directors is coordinating schedules for practices, games and events. It is essential to work closely with coaches and other school administrators to develop a comprehensive and conflict-free schedule. This includes confirming transportation arrangements, facility bookings, and compliance with legal and state guidelines. Once completed, double and triple-check the schedule to guarantee the season runs smoothly.
Facility Management and Inventory Reports
Before the first practice or game of the season, it is vital to conduct thorough maintenance and safety checks of all athletic facilities. This is more than inspecting fields and courts- it also encompasses doing checks of locker rooms, athletic training rooms and equipment to ensure they are in good condition and meet safety standards. Addressing any maintenance issues early on not only prevents accidents but also boosts the morale of athletes and coaches. A well-maintained facility reflects the school’s commitment to providing a safe and supportive environment for student-athletes.
Athlete and Staff Clearance
Athlete
Athlete eligibility has a lot of contributing factors: missing forms, missing signatures, grades, injuries, physical restrictions, mental health conditions, non-compliance with procedures and discipline. It is imperative to be extremely organized when dealing with athlete eligibility: stay up to date on medical clearances, health alerts, grades, and eligibility updates. Make sure the whole department – coaches, athletic trainers and other staff members – stay on the athletes about completing all necessary paperwork and complying with procedures.
Most states require students to turn in a sports physical to play school sports – without one they are ineligible to play. Often, schools can provide physicals to athletes through athletic trainers, or medical professionals associated with the school (especially at the collegiate level), if this is not the case for your program, make sure to provide athletes with the medical evaluations needed and ensure that they are not permitted to practice or play in games without turning in their sports physical.
Staff
Over the summer months, you may have hired new coaches or rehired last year’s – you may have extended coaches’ contracts as well. Your athletic staff must complete all paperwork necessary before the school year begins. This includes employment contracts, department policies, state bylaws, and emergency contact forms.
Additionally, get with your staff and remind them to look over and stay up to date with any certifications or credentials they may need. If they are missing or have expired any certifications, ensure that they will be renewed or completed before the season.
Interpersonal Preparation
Staff and Athlete Training and Meetings
Athlete
Scheduling a program-wide meeting before the new school year is a crucial step for athletic directors to make certain everyone is aligned with the school’s policies, guidelines, expectations and core values. This meeting provides an opportunity to foster a unified athletic program – teams can socialize with other teams; athletes can get to know one another and get to know more about the school’s athletic program. By starting the year off with a shared understanding, athletic directors can set a positive tone for the season and build a cohesive, supportive community that is focused on success both on and off the field.
Staff
Athletic directors should organize staff-wide training sessions focused on areas such as effective communication, coaching best practices, injury prevention, and sportsmanship. Meetings reviewing state, school and athletic program policies are also beneficial. ADs should also work to meet with coaches individually before their season begins to discuss goals for the team, expectations, and any concerns.
In terms of professional development, providing opportunities for coaches to attend workshops, seminars, or online courses can help them stay current with the latest coaching techniques and strategies. Well-trained coaches are better equipped to lead their teams to success and foster a positive athletic culture.
Parent and Community Engagement
Fostering a strong connection with the community is essential for athletic programs because it builds a supportive network that can enhance the success and sustainability of the program. Engaged communities are more likely to attend games, volunteer and contribute to fundraising efforts, creating an energized atmosphere that boosts athlete morale and school spirit – who doesn’t want the stands full at their games?
To cultivate this connection, athletic programs can organize events like meet-the-staff nights, volunteer work, and involve local businesses in sponsorship opportunities. Promote the athletics program through any medium available: post the schedules on social media, send emails, or ask local shops to hang up posters of in-season teams. By actively involving the community, athletic programs create a sense of pride and belonging that benefits both the school and its athletes.
Reflection and Adjustment
Finally, as the school year progresses, it is important for athletic directors to regularly reflect on the season’s progress and adjust as needed. Regular check-ins with coaches and athletes can help identify any areas of concern or opportunities for improvement. Being flexible and responsive to the program’s needs ensures that the athletic department remains dynamic and effective throughout the year.
By focusing on these key areas, athletic directors can create a positive and successful environment for their teams, coaches, and the broader school community. With the right preparation, the upcoming season has the potential to be one of the most rewarding yet.
Sources:
Coach & A.D.
Big Teams
FinalForms
