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ADMINISTRATOR CHECKLISTS
Athletics: Administration Checklists
ADMIN USE ONLY
ORGANIZATION INFORMATION
Date
Organization Name
School Name
Choose School
Atkins High School
Bolton Elementary School
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Contact Name
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First
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SPORTS & AMENITIES
Athletic Amenities
AED(s)
Alcohol Sales
Bleachers
Concession Stand
Equipment Room
Locker Rooms
Press Box
Restrooms
Training Room
Weight Room
Sports Offered
Baseball
Basketball
Cheerleading
Cross-Country
Field Hockey
Football
Golf
Lacrosse
Multi-Use Field(s)
Rugby
Soccer
Softball
Swimming
Tennis
Track & Field
Volleyball
Other
Other
EMERGENCY PLANS
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Please upload copies at the end of this section if they are available in PDF or Word format.
Do you have an Active Shooter Plan?
Yes
No
When was the Active Shooter Plan last reviewed?
Do you have a Bomb Threat Plan?
Yes
No
When was the Bomb Threat Plan last reviewed?
Do you have a Medical Emergency Plan?
Yes
No
When was the Medical Emergency Plan last reviewed?
Do you have a Catastrophic Injury Plan?
Yes
No
When was the Catastrophic Injury Plan last reviewed?
Do you have Venue Evacuation Plans?
Yes
No
When was the Evacuation Plan last reviewed?
Do you have a Severe Weather Plan?
Yes
No
When was the Severe Weather Plan last reviewed?
Who is responsible for cancelling a game due to severe weather?
Where are all of your Emergency Plans currently stored?
Has there ever been a threat made towards the athletic program?
Yes
No
If Yes, describe:
Who is responsible for talking to the media when an incident occurs involving the athletic department or student-athletes?
Who is responsible for making updates to the plans?
Has the school developed an emergency contact list with agencies like DHS, FBI, Fire Dept., etc.?
Yes
No
Emergency Plan Notes
Emergency Plan File Uploads
Drop a file here or click to upload
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Maximum file size: 516MB
INCIDENT REPORTS
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Do you have preformatted Incident Reports on file and ready for use?
Yes
No
Do you have Witness Reports on file and ready for use?
Yes
No
Where do you store the incident and witness reports?
Have you formally trained your staff on how to fill out an Incident Report?
Yes
No
How long do you keep Incident and Witness Reports on file?
Who is responsible for filling out incident reports when one occurs?
FACILITY RENTALS
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Do outside organizations use your facilities for summer camps?
Yes
No
If so, do you have a contract that outside organizations are required to sign? Get copy.
Yes
No
Unsure
Does the contract have a hold harmless and indemnity clause that protects the school?
Yes
No
Unsure
Has the school attorney reviewed the facility rental agreement and approved it?
Yes
No
Unsure
Do you require facility renters to provide their own general liability insurance?
Yes
No
Unsure
If so, do renters list the athletic department as an additional insured on the policy?
Yes
No
Unsure
Facility Rental Notes
GAME DAY EMERGENCY PROCEDURES
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Do you have an area designated as your event command center?
Yes
No
If yes, where is the command center located?
If the command center does not have a view of the area in crisis, do you have closed-circuit TV access in the command center to see a live view of the area in crisis?
Yes
No
N/A
Are safety messages placed on scoreboards or other rotational signs? i.e. severe weather evacuations, etc.
Yes
No
Are evacuation routes displayed on scoreboards with video displays?
Yes
No
No Video Screens Available
Does the public address announcer have a prepared message for starting an evacuation? Get a copy.
Yes
No
Are there protocols for evacuating disabled patrons?
Yes
No
Are evacuation procedures prominently posted?
Yes
No
Is there a designated area for those evacuated to meet once outside the facility?
Yes
No
If yes, where is the evacuation assembly area?
Is someone designated to sweep through the facility to make sure it is clear?
Yes
No
Game Day Procedure Notes
GAME DAY STAFF
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Have any of your staff members completed the NC Crowd Manager Training??
Yes
No
What percentage of your game day staff have completed NC Crowd Manager Training?
Who do you use for Ushers and concessions staff?
Seasonal Staff
Outside Services
Volunteers
If outside services are used, what are the names of the companies?
Do game day staff go through any type of training prior to the season?
Yes
No
Game day staff training types, if applicable.
Do game day staff wear shirts, jackets, etc. that indicate who they are?
Yes
No
Do volunteers/employees go through any formal training prior to the season?
Yes
No
Are full-time staff members CPR/AED Certified?
Yes
No
Are full-time staff members First-aid Certified?
Yes
No
Are part-time staff members CPR/AED and First-aid Certified?
Yes
No
Are coaches required to be CPR/AED and First aid certified?
Yes
No
How many ushers do you use on game day?
How many ushers do you have per section?
How many police officers do you use on game day?
What are Police Officer’s Responsibilities?
Do you have policies/procedures for fans rushing the field/court?
Yes
No
Game Day Staff Notes
ALCOHOL SALES
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Have all ABC permits been obtained?
Yes
No
Are all cashiers/TIPS-certified servers aware of ID-checking requirements under South Carolina law?
Yes
No
If No, what certifications do they hold?
Are POS systems set up with limits for alcohol sales per transaction (e.g., 2 beers per ID per purchase)?
Yes
No
Are there separate, clearly marked “Designated Driver” booths offering free sodas/water to sober drivers?
Yes
No
What training programs does Aramark have in place for staff handling alcohol sales?
What logistics need to be addressed to manage inventory and distribution effectively?
Can you share best practices from other universities that have successfully implemented alcohol sales?
What strategies do you currently use at other venues to keep lines organized and flowing smoothly during peak sales periods?
Do you recommend physical barriers, such as stanchions, or more flexible methods like floor markings, to manage queues effectively?
How do you ensure line management methods don’t negatively impact accessibility or emergency evacuation routes?
How do you ensure line management methods don’t negatively impact accessibility or emergency evacuation routes?
What staffing considerations or adjustments do you recommend to minimize crowd buildup at alcohol concession points?
Are digital solutions, such as mobile ordering apps or prepaid options, feasible and effective for reducing line congestion?
What signage or communication methods have you found most effective in directing fans to less crowded concession areas?
How quickly can staffing levels or queue strategies be adjusted mid-event if overcrowding becomes an issue?
Are you providing signage about alcohol policies and cut-off times??
Yes
No
Do you have a backup plan in place in the event the POS system goes down?
Yes
No
If yes, describe your backup system.
IN-GAME PROMOTIONS
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Do you have in-game contests? I.e. run the bases, sumo suits, etc.
Yes
No
Do mascots/staff members perform on dugouts or throughout the stadium?
Yes
No
Are entertainers told not to perform while the game is in play?
Yes
No
Do staff members throw things like t-shirts into the stands?
Yes
No
Do staff members shoot things into the stands with air cannons?
Yes
No
Do you use fireworks or other pyrotechnics at your games?
Yes
No
Are fireworks or other pyrotechnics deployed by staff or a third-party organization?
Staff
Third-Party
N/A
In-Game Promotions Notes
MAINTENANCE PROGRAM
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What type of Maintenance Program do you have for your athletic equipment?
Paper Documents
Online Program
None
Other
Other
If yes, do you require Work Orders for any maintenance requests?
Yes
No
Do you keep Maintenance Logs for any repairs made on equipment, fields, etc.?
Yes
No
How often does your maintenance team inspect athletic equipment like basketball goals, goal posts, etc.??
Weekly
Monthly
Yearly
As Needed
Only when there’s a problem.
What procedures or options are in place for staff or others to report damaged equipment?
SECURITY POLICIES
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Do you use credentials for game day staff, media, etc.? Get sample.
Yes
No
Do you have a disclaimer/warning printed on tickets?
Yes
No
Is the disclaimer printed with a large font and legible?
Yes
No
What type of metal detectors do you use for fans entering the stadium?
Hand Wands
Walk-through Unit
None
Do you perform bag searches for fans entering the stadium?
Yes
No
If you perform bag searches, do you do that in 1 line only or multiple lines?
Yes
No
Do you have a clear bag policy?
Yes
No
Do you allow people to leave and re-enter the stadium?
Yes
No
Are people re-entering the stadium checked again?
Yes
No
How does staff communicate with each other in emergency situations?
2-Way Radios
Cell Phones
Land Lines
Other
Other
Is there a location inside the facility where people can be temporarily detained for questioning or held by police until transported to jail?
Yes
No
Security Plan Notes
SOCIAL MEDIA POLICIES
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Does someone monitor student-athlete social media accounts?
Yes
No
If athlete social media accounts are monitored, how do you do it?
Google Alerts
Facebook Alerts
Twitter (X) Alerts
Other
Other
Do you have venue rules posted on your website for all venues?
Yes
No
Do you have a list of prohibited items posted on your website?
Yes
No
Do you have Severe Weather Policies posted on your website?
Yes
No
Do you have Venue Evacuation Procedures posted on your website?
Yes
No
Do you have your Clear Bag Policies posted on your website, if applicable?
Yes
No
Athletic Website Notes
SPORTS MEDICINE
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How many Certified Athletic Trainers do you have on staff?
What organizations are they certified through?
Do you have a Heat Management Plan?
Yes
No
How do you check heat and humidity before practice?
Heat App
Weather Forecast (Internet or TV)
Wet Bulb Globe Temperature (WBGT)
Other
Other
Who is responsible for monitoring temperatures during summer practices?
STAFF TRAINING
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How many administrative staff do you have?
How many of those staff members are CPR/AED certified?
How many of those staff members are First-Aid certified?
SUMMER CAMPS
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Do you offer summer camps?
Yes
No
Do you require camp participants to fill out a health history pre-participation form? Get copy.
Yes
No
Do you require camp coaches to be CPR/AED and First-aid certified?
Yes
No
Do outside organizations use your facilities for summer camps?
Yes
No
If so, do you have a contract that outside organizations are required to sign? Get copy.
Yes
No
Summer Camp Notes
TEAM TRAVEL POLICIES
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What type of transportation methods does the depart use for games/practices?
15-Passenger Van
Charter Bus
Mini-Bus
Plane
Rental Vehicles
School Bus
School Cars
Does the department hire professional drivers if vans or mini-buses are used?
Yes
No
Do coaches drive 15-Passenger vans, if applicable?
Yes
No
N/A
Does the driver or other person perform a pre-trip inspection of each 15-Passenger, if applicable?
Yes
No
Team Travel Notes
CONCLUSION
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Comments/Notes
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