Sports Coordinator Checklist


Click Here for a Sports Coordinator's Checklist WORD document.










1._____Approximately one week before the seeding meeting send a reminder to athletic

             directors.  Send details of the tournament for review—brackets, dates, sites, etc. to reach           

             the conference president in time for the executive board meeting that precedes the  

             scheduled seeding meeting for that sport. It is also the coordinator's job to devise a

             a two year master schedule for their sport when needed.  This schedule must be

             submitted to the president and executive board for approval at least two weeks

             prior to the post-season meeting.


2._____The seeding meeting must follow the IHSA’s guidelines which include:


A.     Exchange of win-loss records—each coach should provide current, updated records

 to each coach for their level, the coordinator, and the presiding executive board


B.     A timed, open discussion of each team should take place.  A limit of two minutes per

coach should be imposed.

C.     Each coach then ranks the teams, excluding his/her own, on a sheet provided.  The votes are then tallied.  The results should be given in order for coaches to fill in

brackets.  Make sure times, sites, and dates are all correct.


3. _____ Any and all expenses incurred for renting a facility or site, should be submitted

                to the conference treasurer for approval before an agreement is reached.



3._____Remind coaches from host schools about officials’ fees and provide them with phone                                             

 and fax numbers to report results.  Sportsmanship rating forms for the season are to be                                                           

 turned in at this time.  Any school that does not submit a rating form is not eligible to

             be recognized for this award.  Each host school should receive a financial report form 

              which should be sent to the conference treasurer within two weeks of the last

              tournament game hosted.


4._____Select All Conference Athletes according to conference guidelines.  Each coach must

              have statistics for each player nominated.  Make sure all names are spelled correctly

              and identified with the correct schools.  Send a copy to the conference president and to

              Nancy Boros at St. Joseph.  Nominations for Athlete of the Year must follow

              GCAC guidelines for selection.


5._____Fax or email all tournament information to conference athletic directors, the conference

             Treasurer and Recording Secretary the next morning with all dates, times and sites filled



6._____Provide updated brackets with tournament results after each round to athletic directors,

             conference officers, and assignors.  Contact athletic directors or coaches to confirm

             receipt of such information to avoid any conflicts or confusion.


7._____Phone, fax, or email all semi-final and final varsity results to the major newspapers

             immediately upon completion of each contest.  Scores of preliminary round contests

             should be reported by the schools hosting those rounds.


8._____Send all final results to all participating schools and to conference officers.  Please be


             sure to include any officers who are not athletic directors.