you can have a paperless athletic office · secure and file away paper copies never to be seen...
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You Can Have a Paperless Athletic Office
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Curt Miller: @HCAthletics_HCS & @Curt_Miller30Larry Herges: @taylorsportsAD
You Can Have a Paperless Athletic Office
Dr. Curt Miller, CAAHPE & Athletics CoordinatorHenry County Schools, GA
Twitter: @HCAthletics_HCS & @Curt_Miller30
Mr. Larry Herges, RAAAthletic Director
Taylor High School, OHTwitter: @taylorsportsAD
Facebook: [email protected]
Google Docs & Your Athletic Office
Why?
● Storage space - U nlimited in our school system● Share files and folders● C entral location for data collection● Instant results on surveys / questionnaires● Devices can become unusable and you lose your files● Accessible by phone ( App)
What has changed in 1 year? From This….
To This…..
Paperwork out of Control?Reasons….
● E mergency Plans● Practice Plans● Physicals, insurance forms, concussion forms, etc…● T ryout sign-ups● Supplement requirements for coaches● T ime: Athletic manuals - AD meetings● Data / Info collection ( Surveys, T itle IX , etc...)● Scheduling ( facilities and/or events)● E xit tickets after meetings● R egion/conference contact lists
Forms… Physicals, Insurance, Concussion, etc...
● Ability to scan and have electronic copies
● Secure and file away paper copies never to be seen again
● Share with coaching staff for easy access
● Utilize the app so you can view documents away from your office○ Coaches can see recently updated files for try-outs while they are at practice
Emergency Action Plan (EAP) Folder
Emergency Action Plans (EAPs)
Emergency Action Plans (EAPs) Cont’d
Emergency Action Plans (EAP) Cont’dSample EAP: https://drive.google.com/drive/folders/1e06T iqz8BOC N uX aym0gSH 8OmmsSiN 2wk
G oogle Doc for all high schools:
https://docs.google.com/spreadsheets/d/1vC L SrB6tW gOmZnlH 4deG -u9U d4X I-H ioQtC M R uBV nwA/edit#gid=0
Practice Plans● Central place for an entire coaching staff to list what they plan to do for their
position for the day.● H ead coach can oversee what their assistants are planning for the day.● V ery easy to keep electronic copies for the season
Practice Plans on Google Sheets
Transparency When Paying Coaches● Workbook (Google Sheets) - AD lists all coaches, ID #, position and supplement
amount. I pull them on a certain date and go to H R /Payroll.● Once received and submitted, H R signs off● T he forms are then marked and scanned● T hen they are saved in the appropriate folder● Both me and the school AD can see who has been paid
Individual School Folders
Inside a School Folder
Supplement Workbook for Certified Coaches
Paying Community Coaches
Team Sign-ups & Tryouts
● QR code to scan or links to click
● Allows for athletes to sign up without having to see the coach○ Beneficial when the coach is not a teacher in your building
● Sends athlete to a google form to answer questions
● All information can be uploaded to an excel file
● It is real time
Try-Out Flyer Screenshot
● QR Code for easy access● L ink for those that do not have a QR reader● Also gives location if they cannot complete it
QR Codes & Shortened URLs
● How do you do a QR code or shortened URL? ○ goo.gl - it allows you to get a shortened U R L and QR code that goes to your google form
○ https://bitly.com personalized shortened URLs
Supplement Requirements for Coaches● CPR, Concussion Certification, Supplement Agreement & Head Coach MOU
○ Easy to save for the next year if still certified● Once all documents are collected, AD scans them● Saved as a file under the coach's name● Uploaded to the supplement folder on their google drive that I have shared with
them● Only coaches with ALL of the proper paperwork are uploaded● County AD and School AD now have access to those documents● No paper copies needed
CPR/Concussion Certificate Collection
Required Coaching Documentation - Google Form
Required Community Coach Required Documentation
Athletic Director Required Documentation
Time● Athletic Manuals
○ Shared folder with every AD○ Folder contains subfolders with all of the required information○ Allows for the AD to access information if they are not in their office
○ Forms always available - coaches
● AD meetings - M S/H S ( Screenshot-N ext Slide)○ AL L handouts are uploaded on a shared folder on my google drive○ E very AD has full access to that folder and for every file that is uploaded○ Allows me to upload files instead of waste time at the copy machine○ U se less paper
HCS Athletic Manual
Inside the GHSA/HCS Forms Folder
AD Meeting Folder for HS
AD Meeting Folder for MS
Monthly Meeting Folder - November 2017
Data / Info Collection (Surveys, Title IX, etc...)● Fees Charged
○ Our county sets a max that a sport can charge○ In google sheets, ADs can put fees charged into the file and it is in real time○ Do not have to worry about missing and keeping up with e-mails
● Senior Night ○ Google form that allows athletes / parents to fill out information that is sent
to an excel file that has the information from all of the participants○ Do not have to worry about missing and keeping up with e-mails
Data / Info collection (Surveys, Title IX, etc...) Cont’d
● Title IX○ OCR requires tons of information○ School ADs are responsible for uploading it to the shared folder on their
google drive
● Concession Stand Workers○ Central location for parents to sign up. No e-mails
● Media Day / Media Program○ Collect information from coaches / players to be used for media purposes
Data Collection Spirit Fees Per Sport
Basketball Media Day Data Collection
SchedulingGoogle docs are very useful in scheduling especially for schools with shared or multiple facilities
● L ive document with dates and usage shared with all coaches● I t is in real time● You can set it for them to just view and you put the reservations in● You can set it for them to edit and they can put their information in
○ N ot recommended, they can removed others and put their events in
Central Uploading Location - Aspiring AD Cohort● We have an Aspiring Athletic Administrator Cohort with 23 members● E ach member has a folder where they upload documents/assignments
○ G ame observation forms, book reviews, shadowing experiences, etc…
● W e will meet 9 times during the year and cover a different topic each day.○ G eneral Introduction○ Finances○ State Association ( G H SA)○ L egal I ssues○ Facilities/M aintenance○ E vent M anagement - M edia/Social M edia○ Personnel○ Shadowing Day○ Final Presentations
How Do I Access My Google Drive Away From My Computer?
● App store Google Drive
● Syncs with all of the files you have on your google drive
● T his can happen with just about every smartphone and tablet
Paper turned to ELECTRONIC
● Scheduling Games● T ransportation● Scheduling of Facilities● R egistration● E mergency M edical Forms● C ontact Information● Demographic Information● M edications● Image Publication Form● Athletic H andbook
● OH SAA Student E ligibility● Sudden C ardiac Arrest● ODH C oncussion● OH SAA Authorization● OH SAA Physical ( for Physicians)● Parent R egistration/Information● Sports/R osters● Inventory● Pay to Participation Fees● W ho is eligible● Injury R eports
Making Your Office Paperless ● Communications● U se of App for all information including schedules● Season T ickets● Payment of Officials● C ontracts for Officials and Opponents● Awards● C oaching Staff Information● R eports● E mail
Scheduling Events and Facillities
Transportation
Team App
Payment of Officials
Final Forms
Emergency Medical Information
All Forms In One Place
Coaches info
Inventory