Competency 7: OUT OF SCHOOL ACTIVITIES

Related Task 7.1

Ability to plan, implement, supervise, and evaluate a program of activities for

during and after school.

Specific Task 7.1.1

Participate in the development and supervision of extracurricular activities.

Narrative Description of Specific Task

Assist in the planning and supervision of the girl’s district basketball

tournament to be held at Durand Area High School. Describe the process,
Michigan High School Athletic Association (MHSAA) requirements, and
resources needed to host the event. Furthermore, assist with any problems that may
arise.

Narrative of Competency:

Prior to the athletic director applied at the beginning of the school year to
host the girls’ basketball districts. Durand Area High School was chosen to host
the girl’s district basketball tournament for our area. The MHSAA chooses the site
for the tournaments based on available facilities. After the MHSAA chooses where
and when the tournaments will take place, an informational packet with rules and
procedures is sent to each chosen site.

Once receiving this information, the school hosting the events must then
contact the schools that will be competing in the district. This is where I became
involved in the process. With the assistance of the athletic director, I contacted and
sent the information to the participating school’s athletic directors. These schools
were Chesaning, Corunna, Ovid-Elsie, and Perry. Each school received the
information that we had received from the MHSAA, Tournament Plan – Key
Points of Review which included:

 Schools assigned to the district

 Dates of drawing and district tournament games
 Regional, Quarterfinals, Semifinals, and Finals information
 Bands restriction
 Prohibited 50/50 drawings and raffle
 Admission prices
 MHSAA designation of officials
 Requirements of the district manager
 The official basketball of the MHSAA Tournament

The Tournament Manager Manual was forwarded as well to be transparent

and to help clear up any questions that may arise during the process. The dates for
the district games would be February 26, 28 and March 2.

We then proceeded to find officials, security, and ticket collectors for the
games. Our athletic director contacted the assignor of officials for our area for
basketball and informed him of the dates and times of the girl’s district games.
Officials for all games were then assigned and their names were forwarded to him.
Next, I solicited the people that normally helped with basketball security and asked
them if they would volunteer to help with the district tournament. As expected,
they were excited to help in this endeavor. We needed to have at least one person
at each entrance to the gym and at the boy’s locker room area, a total of four. The
athletic director, principal, and assistant principal would also be present to oversee
the events as well. Finally, I contacted several people involved in our Athletic
Boosters to take tickets for the games. We had several people volunteer, but used
only two each evening to sell admission tickets.

Prior to the evening of the first game, I made and hung signs in the bleacher
sections for each school’s fans. This would help to deter any possible altercations. I
spoke with the individuals helping with security to explain what they needed to be
looking for amongst the crowd. First, security were posted at each entry to the gym
to prevent any people from trying to sneak into the games without paying, also to
observe any people that may be sitting in the wrong section or causing
disturbances, and finally any people that were possibly intoxicated. I found myself
during the games looking around and finding little things to take care of. For
instance, I witnessed a few younger spectators in the balcony of the gym running
around in back of the bleachers unsupervised climbing on the recently installed
fence for storage. I intervened by correcting the children and advising them to go
back to their parents in the stands as this behavior wasn’t allowed. In another
instance, a batch of popcorn was burnt; therefore, it was necessary to open up the
outside doors to vent the commons area outside of the gym. I stepped in to assist in
directing people and opening the doors.

There were no problems until the final night of the tournament. The problem
that occurred was out of our control. The power to the parking lot lights had gone
out. As we discovered this, our assistant principal called the local police
department for assistance. I announced to the spectators what had occurred and
what we were doing to assist for the inconvenience. I did this a few times at the
end of the game, and after the awards ceremony. The Durand Police Department
sent personnel to assist. They had 3 officers in the parking lot with their cruisers
observing and assisting spectators as they left the facilities. There were no
problems at all that occurred from this inconvenience.
 After the district tournament was completed, I helped fill out the necessary
forms to be sent into the MHSAA. We have to report the winners of all games with
scores on the provided bracket for the hosted district tournament. We had to be
accountable for the tickets sold in which we received three different colored rolls
of tickets. Color, beginning ticket number, ending ticket number, number of tickets
sold, price for each ticket, and the gate total for that evening of events is required.
Additionally the MHSAA 2018 Girls Basketball District – Tournament Financial
Report had to be completed. The required Income Calculation for MHSAA and all
supporting worksheets for Revenue and Expenses. This is signed off on by the
athletic director and is either scanned/emailed or faxed to MHSAA.

Reflection:

I have helped at hosting the MHSAA tournament in Durand before;

however, I wasn’t involved in any of the “behind the scenes” planning,
communicating, and reporting that takes place. As an administrator, you are
responsible and accountable for many things when hosting such an event. You
need to have the foresight of issues that may occur and plan accordingly. You need
to be able to communicate and coordinate the plan for efficient execution. The
administrator also must be flexible and be able to react accordingly to unforeseen
issues. The administrator is looked to by most everyone as the authority of the
event. I was more involved in issues occurring outside of the games than being
able to be more of a spectator. I had to monitor the spectators and especially pay
attention to the students’ section of each school for potential problems. I made sure
everything was running smoothly at the concession stand as well as at the
admission table. I coordinated and directed the officials and teams to their
respective rooms for changing purposes. I made sure that the official timer, scorer,
and announcer received anything that they needed – concessions, water, etc…
Other than having to call the local authorities for assistance in the parking lot
everything went according to our plan. We were quick to deal with any small
disturbances that occurred and they seemed to go unnoticed by most in attendance.
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