By Dr. David Hoch, CMAA
Snow usually causes students to get excited and athletic directors to prepare for the worst. Whether classes are completely or students are dismissed early, snow days are a real headache for athletic administrators. What do you do?
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Since you can't control the weather, there is no reason to obsess about it. But you'd better have a plan to deal with all potential problems of postponing and rescheduling contests, and notifying coaches, student-athletes and parents.
Besides monitoring the Weather Channel or Weather.com, here are some things to think about before you see the first flurry:
1. Prior to the first snow, remind your coaches of all of your district's protocols. In our county, for example, when school is closed, no practices or games may be held. It isn't a coach's option--it is district policy. It would be wise for your coaches to have a "Captains Phone Tree" so that messages can be transmitted quickly and efficiently. If it is possible in your district, an e-mail distribution list also works well.
2. Make sure you have a list on your home computer (or on hard copy) of all the individuals who need to be contacted. That includes opposing athletic directors, bus company and school bus dispatchers, and the assigner of officials and coaches.
3. Use your commercial scheduling Internet site to immediately post cancellations. This gets the word out efficiently and quickly. Parents, officials, and coaches will have instant access to the information, and many scheduling providers have e-mail notification system which can automatically send messages to all parents and individuals who have signed-up.
4. E-mail the opposing athletic director and include your recommended date for rescheduling. This helps avoid having to play phone tag on an extremely hectic day. It also provides documentation of your actions.
5. Follow your league and district protocols for rescheduling. This may mean rescheduling in the order of cancellation and for the next available date. If school has been closed for a few days, it would be wise to allow at least one day of practice before rescheduling a contest.
6. Avoid playing contests on three consecutive days. While the snow will also affect your opponents, always do what is best for your athletes.
When you hear that first impending, threatening forecast, keep hoping for the best. But having a well-thought out checklist and the necessary materials at home is probably your best bet. Light a fire, make some hot chocolate, boot up your laptop, and start making arrangements.
David Hoch, EdD, CMAA, recently retired as Athletic Director at Loch Raven High School in Baltimore County, Md. He is a frequent contributor to Athletic Management.