District planning meetings and scheduling for 2009-10
To: Athletic Directors and District Coordinators (Team Sports)
From: Roger Dearing, Executive Director and M. Denarvise Thornton, Jr., Associate Executive Director
RE: District planning meetings and scheduling (2009-10)
A. Districts with 8 or more teams (schools)
1. Early Contests
District tournament contests may be played on the Saturday prior to the week beginning the district tournament. This is not approved if the district decides to adjust the number of teams qualifying for the district tournament by seeding.
2. Voting
Decisions regarding the district tournament and scheduling shall be decided by majority vote (whichever option acquires the most votes) and will not require unanimous votes.
3. District scheduling
Districts with 8 or more teams are encouraged to compete against each other only once a year for district seeding purposes. First contests played between the schools shall count towards seeding. If the two schools elect to play each other more than once, the first contest will count toward seeding.
4. Seeding / Advancement of teams
Districts may opt to allow the top 4, 6 or 8 teams (or some other number) to advance to the district tournament. In such cases, the district tournament shall be played during the designated dates listed in the district planning packets.
5. District Division
Districts may sub-divide into two “sub-districts” and allow only the top seed of each sub-district to advance the champion only. However, the “sub-district” tournament must take place during the week of the originally scheduled district tournament. The district must determine which advancers will be determined the champion and runner-up for regional playoff contests. The “district host,” as determined in the district planning meeting, must be responsible for submitting this information at the conclusion of the tournament. The district coordinator will be responsible for recording the sub-division assignments and recording this information in the district meeting’s minutes.
a. Sub-division tournament
Divide the district as evenly as possible. Complete a sub-division tournament with the winner of both sub-divisions competing to determine the district winner and runner-up. This must take place during the scheduled week for district tournament. The contest between the two sub-division winners shall be held on the designated championship date.
b. Sub-division regular season play
Divide the district as evenly as possible. Require district, regular season contests for seeding only against sub-division opponents. This will allow for more contest with non-district opponents.
B. All Districts
1. Satellite Sites
Allow district championships to be held at satellite sites in all rounds. However, only one school shall be responsible for submitting all paperwork to the FHSAA, and by the established deadline. This includes but is not limited to, financial paperwork, entry lists, entry lists log(s), entry list change forms, state series pass gate forms, etc. This will allow districts to determine the school site by seeding or some other method.
2. Officials
When using satellite sites, districts must be diligent in communicating with the officials associations well in advance.
3. Reimbursement Policy
When using satellite sites or some other allowable modification, only one “reimbursement” per district will be allowed. Districts requesting reimbursement according to policy may be subject to submitting additional information upon request by the FHSAA Office.
4. Championship Dates
Districts may schedule championship contests on Friday of the same week for those sports in which district championships are scheduled for Saturday. (Note: The consistent date was initially decided upon to maintain level fields with respect to schools being able to scout other teams.)
5. Seeding / Advancement of Teams
Districts may opt to allow the top 4, 6, or 8 (or some other number) to advance to the district tournament.
C. Advisory Statement
1. District tournament management
The aforementioned modifications are the result of pending changes. When and if districts consider making changes to what has been decided traditionally, those attending the district planning meetings are STRONGLY ENCOURAGED to discuss the logistics of making such changes. One person/member school must be determined as the “district host” to be held accountable for filing all necessary paperwork, results, reports, entry lists, etc. to the FHSAA Office.
2. Submitting planning meeting minutes
The minutes of the district planning meeting must be meticulous, in the event a question arises that necessitates a response from the FHSAA Office.
3. Districts with 7 or less teams (schools)
Modifications for districts with seven (7) or less schools are subject to approval by the FHSAA Office.
Please submit any questions for clarification and/or requests for approval, in writing, to districtmeetings@fhsaa.org.