Sports Insight Episode 6 – Summer Athletics Workshop

Sports Insight Episode 6 – Summer Athletics Workshop


music/cheering Welcome to sports in sight I’m Cliff
Elgin. Each summer while the students and teachers are on
break MCPS athletic directors and other staff
are working to set the stage for the new year of MCPS athletics MCPS has 25 high schools and 39 middle
schools that offer a variety of sports so that means over 10,000 athletic
contests need to be scheduled during the workshop the handbooks used by coaches
and athletic directors are updated and the standards and procedures for each
sport are reviewed let’s go behind the scenes and take a
look at the annual high school athletic summer workshop soccer schedule is rolling are we on
the baseball / softball yet this is the summer athletic handbook
workshop we do the scheduling for the upcoming year we also review the
handbook and make changes that handbook that final piece comes out if I yes yeah they’re pretty much every question
has been answered than any coach would have it’s about the entire big picture of
this county athletic department which is enormous 25 high schools and you know all the
different sports between varsity JV and girls and boys and it’s there’s a lot
that goes in here and the hundreds and hundreds of contest gets scheduled and
when we produce those schedules there are so many variables that we have
considered a lot of the rules that that we deal with our because we’re dealing
with students and other students first number one you’re looking at geography you’re not having schools travel across county to play
each other you’re looking at rivalry so you’re you’re actually creating school
spirit amongst your student body when you’re playing rival schools certain
schools might not be able to play in a baseball at the same time with lacrosse
or its kind of paying attention to those Texas facility conflicts we can’t have
three home games in a row or three away games in a row depending on the sport we
have to make sure that were abiding by all of these state regulations regarding
scheduling some schools might have an arts festival that takes their gym out
of use for two or three days at a time or they might host a pom competition on
saturday so nothing else can occur at that school on that saturday when I
think about poms here one thing we have to be mindful of is
how these young ladies are portrayed what do they wear what are their
uniforms so there are guidelines for the uniforms that they can wear in some
cases that might be a coach that is taking a class on Wednesday nights and
so they can’t have that specific sport on those nights you’re balancing the times at which the
games are being played so that parents can get two night games
instead of having all afternoon games the big thing is it’s all about the
students all the rules that we have there to make sure that the students are
getting the education that they need we don’t want to pull them out of school
if we don’t have to for athletic events we don’t want to take up too much of their
study time so these are all things that come into
play where we’re working out the schedule we’ve got the students in my
first is all about that and it’s all about their education the workshop just wrapped up the new
hand books are being printed our coaches start practices in about two weeks so the new athletics years about ready
to start and it’s a perfect time to talk to our two guests first we welcome Debbie Williams a
teacher at rockville high school and the MCPS sport director for poms debby thank
you for joining us today thank you for having me and it’s a
pleasure to be here and our second guest Duke Beatty is the director of
system-wide Athletics from montgomery county public schools who has been
knee-deep in the summer workshop for the last month Duke thanks for joining us on sports insight my pleasure thank you our first two-time guess also alright so let’s get a little overview
of this Duke because it is a huge undertaking and it really sets up mcp athletics for the next year even
sometimes two years give us sort of a brief overview of what
you’ve been doing for the last month we have one of the largest school systems
in the country and involves a lot of different types of things a lot of
activities a lot of persons working a lot of different things in the summer
workshops we deal with a number of things first and foremost we do
schedules we will schedule over 10,000 athletic contests for our 25 high
schools in the month of july in addition to schedules an important aspect is to
implement plans to implement new changes in modification to the program that were
determined in the leading up to the workshop so how are we going to
implement these new plans we have a lot of changes each year we develop plans
for to implement third we develop a lot of different handbooks in terms for
communication purposes for administrators and athletic directors
for instance we have the athletic director reference book we have above and beyond all else we
have the Montgomery County athletics handbook we have a principals reference book we
have a trainers reference book we have a book for cheerleaders and pom-pom said
Debbie works on every year we have a swimming and diving hand book a fourth major activity in the
summer is we update our website and we have a very comprehensive website in
which we look at very very carefully each summer and update a fifth major
item we deal with in the course of the summer is health and safety documents we
update our concussion plan our baseline testing plan or fall heat plan we have
something we’re very proud of we have a PowerPoint health and safety powerpoint . we
call it the only one of its kind in the country and all student-athletes watch
that each year and we add to that in adjusted each year coaches show it two
players at the beginning of the season we do our comprehensive financial report
each year in the summer workshop which includes financial allocations to
schools but it tracks expenditures and income for all the 25 schools in a very
detailed manner we analyze year books and school newspapers in terms of exposure
for male and female athletes we put together our sportsmanship data from the previous year we had to show earlier this year about our
sportsmanship award and we put that material together and we give each of
the 25 high schools a comprehensive comprehensive report on where there
teams in the respective sports how they scored immediately upon conclusion of
the workshop in July we have a series in rapid succession of major meetings with
athletic directors police and athletic directors together athletic trainers referees commissioners
and the signers all coaches we meet with all of our fall
coaches and so that’s another major task we do in the course of the workshop now
Debbie didn’t mention the gender equity and we’ll get to the poms in a second
but it’s explained because it’s something i did about 10 years ago
looking at your books it in in newspapers and just kind of explain the
public how that goes about well all 25 high school submit their
yearbook and I basically with the assistance of another workshop member we go through each year book
page by page looking to see the amount of coverage then the number of articles the
number of pictures there are in each year book and how many
pages each sport I should say each gender is represented
and it’s just a very calculating thing and time-consuming just going through
your book at page by page and just maybe put down a – and we’re looking to see if
your books and newspapers newspapers are covering each gender
equally and then you also mentioned some of the hand books that are working on
throughout in addition to the general athletics and
you had a role in some of that work as well I can explain that is sure every
athletic director has a notebook and in that notebook contains that financial
report that Duke just mentioned as well as our guidelines for referees ah dates
for playing their schedules so the you this particular handbook for the
athletic directors every ad has one and this is basically they’re go to this is
what they go to they get a little piece of information their forms they may need
to print out for a parent who may come to the school and these such as such
they can just print that up or make a copy of whatever form it is but this
handbook has all the information that any athletic director would need during
the course of the year place I do let’s get to the schedule because
that that’s the big one and I think people want to know that we you guys are so hold up into a into a
room for three weeks then build a schedule every sport and then go to each
school and say here’s your schedule deal with it there’s actually a lot of give and take
on input between the schools and the system itself to put these schedules
together and so let’s kind of give it a look into what goes on behind the scenes
as to how these schedules are developed there is a lot that goes into the
creation of a Schedule III think that we create a speaking colleagues across the
country you know I think we spend go to a greater level detail than anyone else
that we’ve spoken with and actually a lot of people don’t realize a good
schedule starts almost a year in advance we’re already thinking of our schedule
for the next two year cycle this year’s a second year but to your schedule to
say that support people sometimes I realize it’s a two year cycle the
schedule and we really can’t even again thinking about it until we see how
the state is going to classify schools glad state classified schools 1 a 2 a 3
a 4 a according to the enrollment of the school right so that becomes an important factor in
our scheduling process because at the end of the day schools will compete on
the regional and state level with schools of similar size so we create our
scheduling process includes getting feedback from schools and this is where
I think we go above and beyond what what any other school system does we will
take for instance with the soccer schedule we will at one point send to
all schools all coaches of boys soccer teams girls soccer teams the
administration and the athletic director we will send a series of form asking
them questions what are your preferences who would you like to see included on
your schedule who are your major rivals that are the same size as you for a vs 3
a who are major rivals that aren’t necessarily the same size how many non
montgomery county public schools would you like to see included on your
schedule how would you like to see divisions made
if you had your way would we create it by geography size both
power something else we put that data together and in turn we
have we have tournament committees the tournament committees are very inclusive
we include persons from both genders like boys and girls basketball boys and
girls soccer we we include athletic directors school
large schools medium schools small schools schools in all geographic
pockets of the county so we might come up with a group of
twelve persons on the scheduling committee and then we start putting
together the data sent in from schools what their preferences are we start
putting then analyzing ok this is what schools want in terms of divisions let’s
create these divisions creating divisions that are appropriate to the
school in what will ultimately be their competition for instance we can’t give a
3 a school the same schedule as a for a school because at the end of the year
they’re going to be cute competing its other three a schools in the state who
schedules might be different so our schools even for seeds or qualifying for
tournaments such as in football we want to give them a fair schedule
that’s going to compare favorably to their counterparts in other parts of the
state so we also you know we use power ratings to create schedules due to
compare schedules so we have seven teams in a division for instance we measure
many different ways are how fare are these schedules are are
they how many teams do they have that have a winning record over the past two
years in so at any rate I think that we create for a very transparent in our
schedules and I think once we have these divisions made an opponent’s we don’t
line up home and away’s yet that’s what we do in the summer but we got divisions
and opponents will send those to the school’s let up look at him for two weeks analyze a look
at them and usually once the school they look at them and talk about them and we
have each school way in most of the time it’s a unanimous vote to endorse that
recommendation because it is so transparent they will mostly how all of their major
miles will be there we won’t get they wanted not mcp will have giving those
and you’ll see that their schedules compare favorably with the teams are in
competition with ya and then we’re not even getting with scheduling like what
schools can’t do certain dates because it back to school night and that’s a
whole nother ball game so Debbie he’s talking about you know
sort of the overall scheduling of sports and you’re in charge of support that
that’s necessarily have a schedule where you’re worried about games or a week but
you’ve got competition is to put together so give us a little bit of background
about how that goes with the palms ok each there are maybe three or four
schools a year that will host a what we call an invitational competition and
then we have our county competition same thing with both palms and she would
do the same thing in terms of the invitational competition and then their
County competition for I guess bragging rights we were in montgomery county
public schools as we put together the county competition what we take into
consideration is the crowd we’re going to have every school is responsible for
selling their own tickets to bring anything with you I mean anyone has ever been to those
competitions it is all over there is a show i know it is isn’t all day thing is
a lot of fun I think the girls enjoy it arm overall for the most part I tend to
think is fair I work really hard to get judges that I
feel like going to look at them very objectively even though I always get a
little controversy well they saw it before but you know judging this
objective but I do my best to try to get judges that may not have even seen their
routines before so they’re getting totally feedback from unbiased embodies
totally unbiased feedback so that is always a challenge and I’m pretty sure
that suppose director for cheer so Johnson deals with the same thing as she
gives her judges for the cheer competition that’s premature and do not want to go
back to one thing with the scheduling calm and that’s the fact that you have
sports like golf or swimming and diving route through the county doesn’t control
those facilities you need help from outside agencies and also you mentioned
before we went on air you know you’re talking about scheduling
stadiums and numbers of teams and we also have some schools that don’t have
access to facilities because of construction there in the next coming
years and so talk about how that kind of plays into everything and just going to
add more work for for you all . these schedules together we certainly
correctly if it certainly adds to the challenge let’s put it that way um we have school sometimes that are
being refurbished or what have you and for instance we have new stadium we have
construction going on – pathetic Chevy Chase high school this year in wheaton
high school so we have to schedule their outdoor sports that you stadium fields
and baseball softball fields all of their games are away and that adds to
the challenge because now not only the particular school do you have there all of their contest to deal with you
have another school sharing that facility so that becomes a starting a
challenge in using municipal golf courses in swimming pools and working
with the county and working with a whole list of other people and some private
golf courses in different kinds of municipal pools of becomes another
challenge working with those people fitting our schedules in with the
community schedules and by the way clip I want to add and just so that does
somebody doesn’t get the wrong impression with our scheduling process
there are literally hundreds of people involved with the scheduling process and
in the summer it’s not one person or eight or 18 to do the scheduling we have many many persons that that
contribute following us processes and in doing these schedules and I think that’s
a great point to kind of end the song because you know when i do this 10 years
ago with you during the summer I was blown away by everything that goes into
it i will switch every coach montgomery county at one point or other can get a
look into just how involved this is to get these schedules done and the whole
workshop because it is it is just in a crazy process but but it almost works
like clockwork every summer you guys get it done and it’s great I think that’s great place and I want to
thank you daddy for joining us today we’ll be seeing you at rockville high
school at palm events throughout the new school year and do thank you for joining
us today as well and congratulations on the advance of
another what I know is going to be another great year for MCPS athletics thank you for watching everyone I’m
clifffortyand i’ll see you on the next episode sports inside yeah yeah yeah

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