In the officiating world today, writing reports is becoming commonplace. More times than in years past, officials are required to submit misconduct reports to schools, league offices, or larger governing bodies, like a high school state association. Also, some leagues, schools, etc., require officials to submit a game report after every game – even if there was no "misconduct" to report.

...Why so many reports? Arguably, the reports are used as a tool to protect the official, school personnel and any other entity responsible for a contest from today’s litigious society. Thirty years ago, it was rare for a game incident to end up in court. Today, it’s more commonplace. If you’re involved in a court situation, you’re probably going to be asked to reconstruct the incident – possibly months or years after it happened. That’s a difficult if not impossible task without a written report done just after the incident.

Misconduct reports. Send misconduct reports – sometimes referred to as incident reports – to proper authorities, even if it’s not required. Report any ejection, flagrant foul, unsportsmanlike conduct or unruly fan behavior. By sending in a report, you’re accomplishing two important things: You’re taking the time to write down facts immediately after the incident and you’re covering your bases by reporting it.

...Sometimes, officials look at writing reports as a laborious chore. Procrastination sets in or, worse, the report never gets done. Those officials risk forgetting key information if they’re required to reconstruct an incident much later. Equally important, those officials are doing an injustice to other officials. If you let coach Smith off the hook by not sending in a misconduct report, the proper authorities may not know coach Smith is a problem.

...For example, let’s say coach Smith received two unsportsmanlike fouls in two different games, neither of which was reported by officials. Later in the season, coach Smith picks up a third unsportsmanlike foul. That time, however, the official did his job and reported it to the proper authorities. The governing body thinks that is coach Smith’s first incident, but it is actually his third. The proper authorities were not able to track coach Smith’s pattern of poor behavior because the officials failed to file reports. Those officials hurt themselves and others.

Game reports. Game reports are often treated differently from misconduct reports, but are equally important. In some conferences or leagues, games reports are required from officials after every contest. Those reports identify patterns of behavior and also are used to specify player injuries, etc.

...Game reports don’t always have to have a negative tone, either. Many high school state associations are encouraging officials to note positive experiences and good sportsmanship and send reports to their offices.

The specifics. There are a few givens that should appear in each report: 1. Date and time of the incident. 2. The game site. 3. The names of all the officials involved, plus the names of the teams and, if possible, the names of the head coaches. 4. Weather conditions (if played outdoors). 5. Field or court conditions. 6. Light conditions, especially if the game was played outdoors and light played a factor (for example, a softball game finishing at dusk). 7. Game situation at time of incident (for example, the inning or time left in the period). 8. Detailed description of incident or injury, including if medical attention was given and by whom. 9. If possible, names or numbers of players involved. 10. Additional notes or diagrams if necessary. You may want to include things that lead up to the incident, if you feel they are related.

Writing strategy. The tone you set in your report is very important. It speaks to your credibility. Stick to the facts. Don’t make hyperbolic statements that can’t possibly be proven; "He approached the player with anger in his eyes and punched him." How can anyone prove the player "had anger in his eyes"? Avoid those drastic conclusions and you’ll gain credibility.

...Avoid using vague terms. "The coach lost total control of himself." What does that mean? It’s too vague and subject to interpretation and criticism. Only relate what you observe.

...Don’t bring up hearsay or past experiences, unless they’re directly related to the incident. "This coach has been a problem for years" lacks proof and is not relevant to the particular incident you’re writing about. "The coach said, ‘You screwed us last year’ " probably needs an explanation to last year’s event that the coach is referring to.

...Don’t speculate. "The players’ actions are a direct result of the coach’s lack of control." That’s not only a bold statement, but how does an official know that the coach’s actions lead directly to the players’ actions? Those are dangerous speculations that usually can’t be proven.

...Avoid recommending courses of action, like, "The coach should be suspended for his actions." The official’s job is to relate the facts, not pass judgment. Let the appropriate authorities handle the punishment.

...Don’t threaten. "If someone doesn’t stop this team from acting like they do, I’m not going to work any more of their games. Plus, I’ll spread the word at my local officials’ association and soon no one will work." By threatening, your credibility is next to nothing.

...Don’t make the reader or others defensive. Avoid using terms like, "You claim," or, "You neglected," or "You forgot."

...Keep in mind that what you’re reporting is likely a bit outside of the norm during a game. There’s no need to report on every cross word you have with a coach or player. When in doubt, however, file the report.

...Jot down pertinent information as soon as possible after the game. Coordinate your thoughts with your partner(s). The incident is fresh; the more you wait the more you’ll forget. Bring a note pad and pen to each game so you’re ready if you need it. Tape recorders are also handy tools.

...After you’ve written the report, let it sit for a while and think about something else. Then, re-read the letter as if you were the person receiving it. Does it clearly convey what happened? Is it credible? Does it set the proper tone? If yes, you’re ready to send it. If not, fix what’s necessary.

...Keep a copy of your report. You may be later asked to clarify your statements or reconstruct the incident. Also, follow up with the governing body. You have a right to know what action was taken following an incident.

...Get in the good habit of writing down incidents and work on writing the correct things. A game incident may never come back to haunt you, but you can rest easier knowing you’re prepared if it does.

The states of Colorado and Texas have recently joined others introducing legislation designed to protect sports officials.

On Jan. 10, Colorado state representative Lauri Clapp (R-37), introduced House Bill 01-1045. The proposed legislation "imposes a mandatory minimum $1000 fine on a defendant convicted of third degree assault when the victim is a sports officials and the assault is related to the victim’s actions as a sports official at a sporting event."

NASO member Marty Flahive, president of the Soccer Officials Association of Colorado has been active in promoting this effort. He has asked that officials in the state call and express support to Rep. Clapp. She can be reached at 303/866-2904.

In Texas, two separate bills (one regarding assaults and another covering limiting liability) were introduced by state representative Leo Berman (R-6). House Bill 275 increases the penalty for assaulting a sports official from a misdemeanor to a third degree felony. House Bill 276 limits the civil liability for sports officials.

Frank Sandoval, an NASO member and practicing attorney in Tyler, Tex., has actively pursued this legislation for several years and requests that members call or write Rep. Berman expressing support of these efforts. Berman can be reached at P.O. Box 2910, Capitol Building, Austin, TX 78768-2910.

If your state recently introduced legislation on these or other issues that affect sports officials, we want to hear from you. Currently NASO is aware of activity in the following states: Alabama, Arizona, Connecticut, Iowa, Idaho, Kansas, Massachusetts, Mississippi, Missouri, Nebraska, New York, Virginia and Washington.

Call or write NASO Public Relations Manager Bob Still at 262/632-5448 or bstill@naso.org and let him know what’s happening in your state.

The NASO board of directors will conduct its annual winter meeting in Houston, Tex., Jan. 27-28.

The board is expected to approve the 2001 operational budget, approve the award committees 2001 Gold Whistle Award nominee and conduct other business of the association. Reports from NASO President Barry Mano, Tom Herre (business operations director) and Bob Still (public relations manager) regarding various operational aspects of the association will also be presented at this meeting.

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OTA to meet in Houston

Members of the Officiating Training Alliance (OTA), the blue-ribbon panel of officiating leaders who regularly meet to address critical issues in the industry will gather in Houston, Tex., Jan. 26-27 prior to the NASO board of directors meeting.

The objective of the meeting is to formalize the alliance and establish specific priorities. The past two meetings have identified specific needs within the industry.

Among those expected to be in attendance: American Softball Association National Director of Officials Merle Butler; Fox 40 International President Ron Foxcroft; Rockford (Ill.) Officials Association Immediate Past President Gary Gullett; Referee Enterprises Vice President Tom Herre; National Hockey League former Director of Officials Bryan Lewis; NASO President Barry Mano; Major League Baseball Vice President of Umpiring Ralph Nelson; National Basketball Association Director of Officiating Ed Rush; National Federation of State High School Associations Assistant Director Mary Struckhoff; Referee editor Bill Topp; NCAA National Coordinator of Women’s Basketball Officiating Marcy Weston; NCAA National Coordinator of Umpires Dave Yeast; retired NFL Referee Red Cashion (for NFL Director of Officiating Jerry Seeman) and NASO Chair and Managing Director of Federation Services of the United States Soccer Federation Julie Ilacqua (for Alfred Kleinaitis).

New membership brochure now available

The newest promotional brochure detailing benefits and services from NASO is now available at no cost to members wishing to distribute them at local association meetings.

The brochure even provides a membership application on the back page for ease of distribution. Call NASO customer service at 262/632-5448 and request your brochures today! We’ll rush them to you at no cost in time for your next meeting.

If you have not contributed to the NASO Foundation it’s never too late. NASO members received a mailing in December asking for contributions to the organization created to develop and support programs that promote officiating to young people and other prospects.

Donations are tax-deductible and can be sent to the NASO Foundation,
2017 Lathrop Avenue, Racine, WI 53405.

The March issue of It’s Official, located in the center of your "NASO Members Only" issue of Referee will have a five-page insert promoting the "Successful Officiating 2001" conference scheduled for June 15-19 in Norfolk, Va.

The brochure details the various educational seminars, activities and meetings as well as contains the official registration form. If you want to register now and not wait for the informational insert go to http://www.naso.org/conference.

The February issue of Referee is in the mail and looks back at 2000 as well as looks forward to the NCAA baseball season and the new rule changes.

But there’s much more!

The February issue has an incredible story about NBA referee Bob Delaney’s secret past life. You’ve got to read it to believe it and only Referee has it!

Have things changed since 1989 with respect to officials being role models? In celebration of Referee’s 25th anniversary, the magazine reprints a timeless story entitled, "A Higher Standard."

Also in this issue:

• Good Officiating Doesn’t Just Happen – Training tips and how to use them effectively

• Interview: Jim Burr – NCAA Division I basketball referee says there are challenges in working multiple conferences

• 2000 Year In Review – Big changes for major league umpires and other notable events from 2000

As always, you’ll find that the Referee editors have put together informative columns on baseball, basketball, football, soccer and softball techniques, too.

Plus, this issue has news on the NFL’s announcement naming its new director of officials; the officiating roster of the new XFL; and much more.

Look for your issue of Referee any day.

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