By Dr. Richard P. Borkowski

Richard P. Borkowski, EdD, CMAA, is a sport safety consultant based in Narberth, Pa., and the former Director of Physical Education and Athletics at the Episcopal Academy in Merion, Pa. His most recent book is titled A Risk Management Handbook for Physical Educators.

If you're like most athletic directors, you've got a lot on your plate. Although it's easy to overlook, one of the items on your menu should be sport safety.

But how do you make it a continual priority when you've got so much else going on? One strategy is a month-by-month checklist. This ensures that all aspects of safety are compiled into a schedule that is manageable.

Risk management should always be on your radar--through conducting reviews, educating others, and questioning current practices. As you start the school year, here is one way to use the monthly strategy.

August: Back to school may be the most critical time of the year to zero in on risk management. This is when you set the tone for the whole department on the importance of safety.

To start, hold meetings with upper-level administration, the business manager, the transportation coordinator, security, medical support, and maintenance to compile risk management agendas. Your coaches' orientation meeting should include conversations about safety issues and the distribution of checklists. As you plan parent information nights, include a discussion on safety.

If you don't already have one, form a sports safety committee to serve as your advisory group. It should be composed of people from various school disciplines and could include an athletic trainer, physical education teacher, academic teacher, coach, the head of maintenance, a parent, the principal, and the business manager. The group should meet at least once during each athletic season to provide critiques and suggestions for maintaining and improving safety.

Along with being another set of eyes for the athletic director, this committee provides good public relations for the athletic department. It demonstrates to the community that you care.

August is also the time to make sure all your written documents pertaining to risk management are handed out. This includes a department handbook with a risk management section. In addition, check certifications, credentials, and competencies of your coaches and verify that all pre-participation physical examinations and proof of medical insurance forms are completed.

Finally, inspect all facilities and equipment. Be sure to include all auxiliary areas, including locker rooms, hallways, walkways, and athletic parking lots.

September: Follow the GOOO (Get Out Of Office) principle. There is no better risk management technique than regular visits and communication with your coaches during practices and games. This suggestion applies to every week in every month.

Develop a plan to train coaches in sport safety. Teach coaches the art and skill of supervision. Hold special in-service clinics for new or volunteer coaches.

October: Review programs for safety. Critique what you've done in the past and question current policies. Make additions and modifications as needed.

November: Initiate preseason procedures for the winter season, similar to what was done in August. Review risk management details regarding tournaments, overnight trips, and special events.

December: Inspect indoor sites for safety. This should include spectator areas and signage in athletic areas. It is also important this time of year to go over supervision, facility use, and athletic trainer coverage for practices over the holiday break.

January: This is a great month to ask for suggestions to improve the risk management program. Get feedback from your coaches, faculty, and other staff members.

February: Initiate preseason procedures for the spring season, much like what was done in August and November. Consider holding an extended safety committee meeting.

March: Evaluate spring sport fields and equipment. Check for hazards, such as holes, erosion and debris, lime lines, and so on. Communicate with maintenance on field pesticide treatments. Confirm spring break practice and/or travel plans with teams, including overnight trips.

April: This is a good time to catch up on everything that may have fallen by the wayside during the previous eight months. Adjustment is every athletic director's middle name.

May: Start planning for next year. Review proposed projects and ideas with the sports safety committee, check current equipment, order new equipment purchases from reputable suppliers, and file all records.

Be sure to include risk management issues in next year's budget. Safety costs money--but far less than a lawsuit.

June: Review the school year from a risk management point of view. What were the problems, what went well, and what needs to be improved? Summarize all completed safety checklists, review all accident reports, and have a final meeting with the sports safety committee to discuss future agenda items.

July: This is a time to focus on your professional reading. Also, review and update the department risk management handbook. Encourage your coaches to attend clinics, camps, and in-service work sessions.

For a copy of Dr. Borkowski's "Safety Checklist for Coaches," please visit the blog section of our Web site: www.AthleticManagement.com/blogs.php.

Sidebar: In the Files
Many athletic directors ask me exactly what records need to be saved and for how long. Student records should remain in the files for four years and administrative policies should be updated every year or two. I suggest maintaining the following records:

• Student physicals for interscholastic sports
• Coaching evaluations
• Curriculum guides and practice plans
• Parental permission slips
• Accident and incident reports
• Return to play forms
• Written job descriptions for all staff
• In-service education and certifications of coaches
• Sport specific checklists
• Safety checklist for coaches
• Maintenance reports for equipment and facilities
• Athletic eligibility rules and records
• Coaching handbooks