Academic Coordinator Checklist

1. 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.

2. 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.

3. Distribute the first Leaguer. After the first issue for 2008-09, the Leaguer will not be printed but
will be posted on the UIL web site. Let sponsors know when it is posted.

4. 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, order a copy of the Spring Meet Handbook and review it. Assist
principal with orientation session for all academic coaches.

5. Prepare Professional Acknowledgment Forms for all academic coaches, making sure that they are
notarized and returned to the superintendent or designee.

6. Distribute the UIL Constitution & Contest Rules and calendars. All sponsors should have a C&CR
or a copy of pertinent pages. Make coaches aware of UIL web site.

7. Acquire new coaches as vacancies occur. Find ways to motivate students and coaches.

8. Make arrangements for coaches and students to attend a UIL Student Activities Conference.

9. Find invitational tournaments or practice meets for students to attend. Remind
academic coaches to check eligibility before taking students to contests.

10. Make travel arrangements including purchase orders, trip transportation request forms and student
medical releases.

11. 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.

12. Report district winners’ names to news media. Include a photograph if possible.

13. 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.

14. Make sure seniors who have participated in the State Meet get scholarship applications.

15. Make transportation and lodging arrangements for regional and state competition.

16. 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.

17. Measure students for letter jackets. Order jackets and letters earned by academic competitors.

18. Notify media of scholarships received from the Texas Interscholastic League Foundation (TILF).

19. Prepare budget request for next year.

20. Attend Capital Conference at University of Texas at Austin.