Athletic Director Duties

This is a resource for athletic directors to ensure they are ‘on track’ with their job.

*** the success of our programs depends on everyone knowing the procedures and rules, and in sharing the work load. Check out other resource links on the website.


1.  Sources of Information

  • 4 General AD  meetings:October , January , March, June AGM (LIMSSA )
    3 general AD meetings: September, January , April , June AGM (LVISSAA)
  • LIMSSA Commission meetings for every SPORT are 2-3 weeks prior to the start of each season : September, October, December, March.  Meetings for High School (LVISSAA) legaues may be several months before the league begins.
  • This Website!  calendar, rules, schedules, results etc
  • Memos by email and fax from Athletic Coordinators Office  (set up routine with office staff to get faxes into your mailbox.
  • Handbook  – 2 copies sent to each school in September contains a hard copy of info on website

All these sources are to assist you to know rules and procedures associated with school sports. Questions and concerns can be forwarded to the President or Athletic Coordinators office.

2.  Dates and deadlines

Middle schools can view the Seasons of play chart and High schools link to BC School Sports Calendar to see time frame of various sports.

It is the Athletic Directors responsibility to know when the following things will happen:

  • Commission meetings- where possible schools send their coaches to  attend the meeting  OR one person needs to attend ,armed with the knowledge of the number of teams they will have ( or not have) and the division they ARE READY  to enter.  oranize students and coaches at your school so that you know the level of participation for this sport  well before the Commission meeting (see below)
  • “sign up” deadlines for each season, – Commissioners need some time to put schedules together and get the info distributed. Commissioners will be advised NOT to let schools enter late.
  • Dates your school is scheduled to hosting a tournament  or championship and make the appropriate arrangements ( ie book facility)



3.  Deciding whether to offer a certain program at your school  or not:

(This should be done 3-4 wks prior to the start of the season-or at least prior to the Commission meeting)

Consider coach availability, level of student commitment, travel support and possible conflicting school events. If there is a problem with any of these , consider:

  • arranging some games independently, rather than committing to a full schedule of games
  • running an “intramural ” program at your school  at noon hour, or during the same time league  activities take place
  • if coach/players  available – call a meeting and schedule practices/tryouts – may opt to have tryouts at grade 7/8  competitive level…other levels are  “no cut”
  • based on “turn out” of players determine the level/grade for the team(s) See LIMSSAA league rules to assist.
  • Once you have committed to being part of a schedule – do everything in your power to

Meet the commitment.  With advance planning, often many changes can be avoided.


3. Coach Recruitment

Possible sources for coaches: School staff,  Parents, local clubs, University or College students, leadership students from High Schools.

  • Establish criteria for coach selection, and use application/ criminal record check form
  • provide prospective coach with clear information about time commitment required and important school philosophy, etc

**Support from school is important  in order to retain good coaches- FORWARDING ALL COMMUNICATION, ASSIST WITH PROBLEM SOLVING, ENCOURAGEMENT AND THANKS

5. Coach Preparation and follow up

  • review Code of Conduct for coaches
  • review written rules – make sure Coaches have access to up to date rules for sport.
  • orientation for duties/responsibilities  for LIMSSA – provide handbook/checklist
  • ensure coach attends commission meeting
  • review school policies and procedure. (ex. Transport / uniform distribution/ parental permission…)
  • follow up with coaches ..double check that duties are being fulfilled, offer support
  • thanks to coaches – consider paying for their coach banquet attendance or other token of thanks

6.  Create / Update a Sports Handbook for your coaches
Collect the following info and provide to coaches:

  • First aid, safety , supervision  requirements, accident procedure
  • School policies/ forms / any financial information ( some more detail below in #7))
  • Philosophy and school based sport rules (standards for players, team selection procedures etc)
  • Organization of the Association  – other places to go for help
  • Checklist of coach duties: including the importance of attendance at Commission meeting
  • Communicating with Commissioners: calling in results, procedures for confirming/canceling games – let commissioner know if there are dates the team  or the school facility is unavailable
  • Deadlines
  • Responsibility for officiating or booking officials
  • Responsibilities when hosting other schools( see below)
  • Team development/ spirit


  • School “Mail” incoming
  • Athletic Director to supply email address to Athletic Coordinator if using email regularly
  • Speak with secretarial staff  about dispersal of faxes.. all to you, or straight to coaches?
  • School “Mail” internal – box for coaches mail?? Bulletin board??
  • Forms- (may be different for each school) make supply available to coaches
  • Parental permission– with rules / standards
  • Travel- permission/ driver insurance/ driver assignment…
  • Early dismissal
  • Uniform and equipment sign out… and so on.

8. Gym/Field scheduling

  • Book practice and game times for  in season sports– look ahead to  account for dances or special events so that any changes are not made at the last moment
  • Sharing facility space among teams..” in season” takes priority
  • Use seasons of play chart – note dates your school is hosting a jamboree or championship.

9 Home contests.

  • officials- booking officials and confirmation
  • preparation of officials –  set up clinics to train or  arrange with sr. School for student officials?
  • Have facility ready for play at the start time
  • first aid, safety >>> to indiv coaches??
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