Academic Coordinator Checklist
- Download a copy of the current year's Academic Coordinator Manual.
- Plan a detailed budget and implementation schedule. Ensure that all UIL academic contest dates are placed on your school’s master calendar to avoid conflicts with proms, athletics, band, etc. Order study packets for contests. High school and elementary/junior high order forms are available on the web.
- Attend district planning meeting and provide input on setting the schedule to follow the conflict pattern. This meeting is typically held in August or early September. Make certain spring meet schedule is approved at this meeting, and that it is disseminated to all schools immediately afterwards.
- Prepare academic team rules, regulations and procedures. This might include everything from where to meet on the day of a trip to listing requirements for financial liability. Even if your school is not hosting the district meet, download a copy of the Academic Meet Director's Manual and review it.
- Invite principal to an orientation session for all academic coaches.
- Prepare Professional Acknowledgment Forms for all academic coaches, making sure that they are notarized and returned to the superintendent or designee.
- All sponsors should have a C&CR or a copy of pertinent pages and handbooks for events. Make coaches aware of UIL web site.
- Acquire new coaches as vacancies occur. Find ways to motivate students and coaches.
- Make arrangements for coaches and students to attend a UIL Student Activities Conference in the fall.
- Find invitational tournaments or practice meets for students to attend. Check eligibility before taking students to contests.
- Make travel arrangements including purchase orders, trip transportation request forms and student medical releases.
- Submit academic district meet entries via UIL on-line spring meet entry system at least 10 days prior to the district meet. Check eligibility for all entries.
- Report district winners’ names to news media. Include a photograph if possible.
- Assist in resolving conflicts in participation time at regional with other UIL events such as band, track & field, softball and baseball as well as power lifting, student council, etc.
- Make transportation and lodging arrangements for regional and state competition.
- Notify news media when students advance. Type a properly formatted press release with the names of each student, what contest they competed in and how they placed. Quotations from students will also prove useful.
- Make sure seniors who have participated in the State Meet get TILF scholarship applications.
- Measure students for letter jackets. Order jackets and letters earned by academic competitors.
- Notify media of scholarships received from the Texas Interscholastic League Foundation (TILF).
- Prepare budget request for next year.
- Attend Capital Conference at University of Texas at Austin.