Coaches & staff
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This page carries the funding request form and the process behind it. It is for Hamilton coaches and staff.
Home / Coaches
Ask for what
your program needs.
Almost everything the Boosters pay for starts as a coach's request. Talk to the Athletic Director first. Attach a quote. That's it.
Board meets the First Monday of every month except July at 7:00 p.m. Requests must arrive one week before to make that month's agenda.
The form
Fill it in
right here
One form per item. Fill it in on this page and it writes the email for you — you attach the quote and send it to hcsathleticboosters@hamiltonschools.us, cc the Athletic Director.
It does the maths
Quantity times unit cost, and the total at the top, work themselves out as you type. Nothing to add up, and nothing for the Treasurer to re-check.
Attach the quote
A vendor quote or a screenshot of the price. Without it the request is tabled.
Send both
Form and quote to the Boosters, cc the Athletic Director. Cutoff is one week before the first-Monday meeting.
How funding requests work
Seven steps,
start to finish
What you do is on the left. What happens on our side, and when, is on the right.
Before you write anything
Talk to the Athletic Director. Confirm the district, athletic department, or team fundraising isn't already covering it. Sub-varsity coaches: get your varsity head coach to sign the form.
Facility improvements — dugouts, scoreboards, anything permanent — talk to the AD and a Boosters officer first. Those need a fuller written proposal.
What we fund stays with the district. Anything the athlete keeps isn't a Boosters request; see how teams fund those.
When
Best: requests in by August 1, so the board can set the year's budget with your needs in it.
Fine: before your season starts.
Any time is still accepted.
Submit
Fill out the form. Attach a quote or a screenshot of the price. Email both to the Boosters and cc the Athletic Director. One form per item.
Big project? Split it into separate asks. Smaller, specific requests get approved more easily.
Cutoff
Must arrive at least one week before the first-Monday meeting to be on that month's agenda. Anything later rolls to the following month.
The board votes
Nothing required. You're welcome to attend and speak to your request — it helps — but the form is enough.
When
The board meets the First Monday of every month except July at 7:00 p.m., and reviews and votes on each request.
You hear back
Read the email. If it isn't a full yes, meet with the Athletic Director before resubmitting; he'll help you rework it so it doesn't bounce twice.
When
The Booster Secretary emails you by end of day, two days after the meeting. One of four answers: approved; approved at a different amount; tabled for more information; declined, with the reason.
Order it
Take the Secretary's approval email and your quote to the Athletic Director. He orders through the district, and the district pays the vendor. You don't front any money.
Price came in higher? Up to 10% over the approved amount, order it and note the difference in your close-out. More than 10% over, stop and go back to the board.
Window
90 days from approval to place the order. After that the request returns to the board. Need longer? Email the Boosters before day 90 and ask for an extension.
Close it out
When the item arrives, send one email to the Boosters, cc the Athletic Director, with all three:
- A thank-you from the team.
- Photos — the item in use, or the team's reaction. Only athletes covered by the district media release.
- The invoice.
All three are required. We share these with the community and sponsors; it's what funds the next request.
When
As soon as it's in your hands. The request stays open until this email lands with all three parts.
Reimbursement
Nothing. You're done.
When
The Treasurer cuts the check to the athletic department within 30 days of a complete close-out email. Missing a part? We'll email you what's missing; the clock starts when it arrives.
The rules, in plain terms
At a
glance
hcsathleticboosters@hamiltonschools.us, cc the Athletic Director. Both the request and the close-out.
EmailOne week before the first-Monday meeting. Later requests move to next month.
1 weekFirst Monday of every month except July, 7:00 p.m. Attendance optional.
MonthlyEmailed by the Booster Secretary by end of day, two days after the meeting.
2 daysMeet with the Athletic Director before you resubmit.
See the ADYou bring the approval to the AD; the district orders and pays the vendor.
District90 days to order. Ask for an extension before day 90 or it returns to the board.
90 daysUp to 10% over: order and note it. Over 10%: back to the board first.
10%One email, three parts: team thank-you, photos, invoice. All three required.
3 partsItem in use or the team's reaction. Only athletes covered by the district media release.
Media releaseTo the athletic department within 30 days of a complete close-out email.
30 daysRequests in by August 1. Before your season starts is also fine.
Aug 1Varsity head coach signs the form.
SignatureTalk to the AD and a Boosters officer before submitting; expect to write a fuller proposal.
ProposalAnything Boosters pay for stays with the district. Anything the athlete keeps is outside Boosters requests.
DistrictTeams fund these themselves: parents and athletes work concessions, hours earned go to the team's budget, no Boosters rules on how it's spent.
ConcessionsSplit into separate asks. Separate, specific requests get approved more easily.
Split itThe close-out email
Copy
this
The single most common reason a check is late is a close-out email missing one of its three parts. Use this and it won't be.
To: hcsathleticboosters@hamiltonschools.us Cc: the Athletic Director Subject: Received — [Program] — [Item] — approved [month] Hi Boosters, The [item] arrived on [date]. Here is everything you need to close it out: 1. Thank-you from the team: [two or three sentences from the athletes or coach] 2. Photos attached: [# photos] of it in use / the team's reaction 3. Invoice attached: $[amount] from [vendor] (approved $[amount]; [note any difference]) Thanks for backing our athletes. [Coach name], [Program]
Questions coaches ask
Straight
answers
Do I have to come to the meeting?
No. You're welcome to, and it often helps, but the form and quote are enough.
I sent it the Thursday before the meeting. Is it on the agenda?
No. The cutoff is one week before. It goes on next month's agenda automatically; you don't need to resend.
I missed August 1. Can I still ask?
Yes. August 1 is when it helps us most; before your season is fine; any time is accepted.
It was tabled. Now what?
The Secretary's email says what was missing. Meet with the Athletic Director, fix it, and resubmit. It goes on the next agenda.
Can I request things the athletes keep?
No. What Boosters buy stays with the district. For anything that goes home with the athlete, have parents and athletes work concessions; the hours they earn go into your team's budget and Boosters put no rules on how you spend it. Claim concession dates for your team.
Can I split one big project into several requests?
Please do. Separate, specific asks get approved more easily than one bundled request. One form per item.
Who actually pays the vendor?
The district, through the Athletic Director. You never front the money. Boosters reimburse the athletic department after your close-out email.
I was approved a while ago and no check has come.
Almost always the close-out email is missing one of its three parts; resend the full set using the template above. If you haven't ordered yet, check the 90-day window and ask for an extension now.
What if a kid in the photo isn't covered by the media release?
Leave them out. A photo of the item in use with no faces is fine.
What gets approved
What the board
said yes to
The best guide to what the board will fund is what it already has.
Hamilton athletes
line items
supported
scholarships
Ask.
Talk to the AD, attach a quote, send the form. That is the whole process, and it's how 34 items got funded last year.
Open the request form