Document, document, document! It is extremely important to keep well organized documentation and records on your league operations as well as the administrative aspects of your program. Make policies on retaining and organizing your documents to ensure you are consistent with how you organize and keep track of your records. Here are some of the more important records you should be keeping well organized. Larger organizations may have separate departments that do some of this for you, but it is always a good idea to have copies of every type of documentation that comes from your league.
- Participant and Parent Information
- Detailed contact information
- Allergies
- Special needs
- Signed waivers
- Code of Conduct
- Administrative Documents
- Receipts
- Insurance certificates
- Tax information
- Tax Exempt paperwork and certificate
- Not for profit credentials
- Contracts
- Ownership or lease documents
- State or local licensing documentation
- Human Resource Documents
- New hire paperwork
- Background Screens
- Certifications
- Training documentation
- Evaluations
- Discipline reports
- Separation or termination documentation
- Staff incident or accident reports
- Employee benefits paperwork
- Volunteer Management Documents
- Background Screens
- Contact information
- Volunteer job Description
- Code of Conduct
- Training/Certification Paperwork
- Equipment use agreements if checking out equipment
- Financial Reports
- Budgets
- Revenue and Expense Reports
- Balance Sheets
- Cash Flow Reports
- Tax filings
- Bank and credit statements
- Reports
- Incident and Accident reports
- Discipline reports
- Roster reports
- Skills Assessment Results
- Scoresheets for all Game Days
- Schedules
- Facility Inspections
- Maintenance Reports
- Facility and equipment inspections
- Repair reports
- Facility plans or historical documents
- Equipment Inventory
- Electronic Records
- Email history
- League registration system data
- Social media history
- Past flyers and marketing material
- Miscellaneous
- Parent feedback
- Surveys
- Post season improvement evaluations
- Grant Reporting
Great documentation and record keeping will help limit your liability exposure, will assist you when something urgent may come up, and will help you keep track of past issues so you can always look for new opportunities to improve your league operation.
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