Hand checking off items on a handwritten checklist

The Coach Hiring Checklist for Athletic Directors

Jordan Leonard · 2026-11-06 · 5 min read

Hiring a coach involves a lot of moving parts: the posting, interviews, background checks, certifications, paperwork, and getting the new coach ready for athletes. When one piece slips, a coach can end up on the field before they are cleared, or a season can start without anyone in charge. Use this checklist to keep every hire on track.

1. Before you post

Confirm the position is approved and budgeted.
Look up the stipend or pay for this role on your current schedule.
Write down the season dates, practice schedule, and expected time commitment.
List the required certifications, including any state association rules for non-faculty coaches.
Decide who will be on the interview panel.
Set a target start date that leaves time for background checks.

2. Writing and sharing the posting

Include the sport, level, role (head or assistant), and season.
List the pay or stipend. Postings that show pay tend to attract more qualified applicants.
Spell out the duties and the schedule honestly.
List required and preferred qualifications.
Post on your district site, coaching job boards like Coach Corner, and social media.
Ask your current coaches to share it with their networks.

3. Screening and interviews

Screen applications against the posted requirements.
Use the same set of questions for every candidate.
Score each candidate with a shared scorecard, weighting safety highest.
Ask every candidate about their availability for the full season.
Consider a short practice demonstration for finalists.

4. Before the offer

Check at least two references, ideally including a past athletic director.
Confirm the candidate meets your state association’s coaching requirements, or has a plan to meet them before the season.

5. Offer and paperwork

Send a written offer with the stipend, season dates, and duties.
Start the background check, including fingerprinting if your district requires it.
Collect hiring paperwork (tax forms, employment eligibility, district forms).
Make sure the coach is not with athletes until the background check clears.

6. Certifications and training

State association coaching education (for example, the IHSA bundle in Illinois).
Concussion awareness training.
CPR/AED and first aid, if required.
Mandated-reporter and abuse-prevention training.
Save copies of every certificate and record its expiration date.

7. Onboarding before the first practice

Walk through your athletic handbook and code of conduct.
Review emergency action plans for each practice and game site.
Explain how to report injuries, incidents, and concerns.
Set up team communication tools, with parents included in messages to athletes.
Hand over equipment, keys, uniforms, and facility schedules.
Introduce the new coach to the athletic trainer, other coaches, and key staff.

8. The first 30 days

Week 1: check in after the first practice. Answer questions and fix any gaps.
Week 2: confirm that the parent meeting or welcome message went out.
Week 3: watch part of a practice or game and share feedback.
Day 30: hold a short review. What is working? What support does the coach need?

Keep it repeatable

The best hiring processes are the ones you can run the same way every season. Save this checklist, assign an owner to each step, and track every new coach in one place, so you always know who is cleared, certified, and ready for athletes.

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