Why it helps and what to keep track of
It is extremely important to keep well-organized documentation and records on league operations as well as administrative aspects of a program. Make policies on managing and retaining documents to ensure they are consistent. Here is a list of important records that should be kept. Large organizations may have separate departments for some of this, but it is always a good idea to have copies of every type of documentation that comes from a league.
1. Participant and parent information
- Detailed contact information
- Allergies
- Special needs
- Signed waivers
- Code of conduct
- Proof of age
2. 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