Tools & Resources

Parent Planning Calendar for Recruiting Season

The college recruiting process can feel overwhelming for parents trying to support their student-athletes while maintaining family balance and managing numerous deadlines. This comprehensive month-by-month calendar helps parents stay organized, plan ahead, and ensure no critical opportunities are missed throughout the recruiting journey.

Understanding the Recruiting Timeline

Key Phases of Recruiting

Early Development (Freshman-Sophomore Years):

• Focus: Academic foundation and athletic skill development
• Parent Role: Research, planning, and educational support
• Timeline: Long-term planning with emphasis on preparation

Active Recruiting (Junior Year):

• Focus: Coach outreach, showcase events, and relationship building
• Parent Role: Logistics support, communication assistance, and guidance
• Timeline: Intensive activity with multiple deadlines

Decision Phase (Senior Year):

• Focus: Evaluating offers, campus visits, and final decisions
• Parent Role: Advisor and emotional support during decision-making
• Timeline: Compressed timeline with high-stakes decisions

Sport-Specific Timing Variations

Early Commitment Sports (Soccer, Tennis, Swimming):

• Peak activity: Sophomore-Junior years
• Commitment timeline: Often junior year or earlier
• Parent preparation: Start planning earlier than traditional sports

Traditional Timeline Sports (Football, Basketball):

• Peak activity: Junior-Senior years
• Commitment timeline: Senior year signing periods
• Parent preparation: Moderate timeline with clear deadlines

Late Commitment Sports (Baseball, Track & Field):

• Peak activity: Senior year through post-graduation
• Commitment timeline: May extend past high school graduation
• Parent preparation: Longest timeline requiring extended planning

Be Discoverable. Be Shareable. Be Ready.

VarsityBio is your recruiting homepage — fast to build, easy to share, and built to impress.

Get Started →

Freshman Year Calendar

August-September: Foundation Setting

Academic Planning:

• [ ] Meet with school counselor about NCAA core course requirements
• [ ] Plan four-year academic schedule ensuring core course completion
• [ ] Discuss academic goals and college preparation strategies
• [ ] Research high schools with strong college placement records (if considering transfer)

Athletic Development:

• [ ] Evaluate current athletic programs and coaching quality
• [ ] Research club/travel team options for sport-specific development
• [ ] Establish training routine and athletic development goals
• [ ] Consider sports medicine evaluation for injury prevention

Parent Education:

• [ ] Begin learning about NCAA eligibility requirements
• [ ] Research different college division levels and their characteristics
• [ ] Start building knowledge about recruiting rules and timelines
• [ ] Create filing system for athletic and academic records

October-November: Research and Planning

College Research:

• [ ] Begin exploring different types of colleges and universities
• [ ] Research academic programs that align with student interests
• [ ] Start understanding financial aid and scholarship processes
• [ ] Create initial list of potential college programs

Athletic Participation:

• [ ] Support consistent training and skill development
• [ ] Begin attending games/matches at various competitive levels
• [ ] Research summer camp and development opportunities
• [ ] Document athletic achievements and progress

Financial Planning:

• [ ] Begin saving for recruiting-related expenses (camps, travel, applications)
• [ ] Research costs associated with club sports and travel teams
• [ ] Understand typical recruiting expenses by sport
• [ ] Consider 529 education savings plan contributions

December-January: Goal Setting

Academic Review:

• [ ] Review first semester grades and core course progress
• [ ] Adjust academic plan if needed to meet NCAA requirements
• [ ] Consider tutoring or academic support if struggling
• [ ] Plan challenging but manageable course load for upcoming years

Athletic Assessment:

• [ ] Evaluate athletic progress and areas for improvement
• [ ] Set specific athletic goals for the upcoming year
• [ ] Research training programs and coaching options
• [ ] Document current athletic achievements and statistics

February-March: Spring Planning

Summer Preparation:

• [ ] Research and apply for summer camps and development programs
• [ ] Plan summer training schedule and athletic development
• [ ] Consider academic summer programs if needed
• [ ] Budget for summer athletic activities

Continued Learning:

• [ ] Attend recruiting seminars or information sessions
• [ ] Connect with parents of upperclassmen athletes
• [ ] Research college coach backgrounds at target programs
• [ ] Begin understanding sport-specific recruiting nuances

April-May: Year-End Review

Academic Wrap-Up:

• [ ] Review year-end grades and GPA calculation
• [ ] Plan course selection for sophomore year
• [ ] Address any academic concerns early
• [ ] Celebrate academic achievements

Athletic Evaluation:

• [ ] Assess athletic growth and development over the year
• [ ] Plan off-season training and development programs
• [ ] Set goals for sophomore year athletic participation
• [ ] Document year-end athletic achievements

Sophomore Year Calendar

August-September: Increased Focus

Academic Acceleration:

• [ ] Confirm sophomore course selection meets NCAA requirements
• [ ] Consider taking PSAT for practice and scholarship opportunities
• [ ] Maintain strong GPA with challenging course load
• [ ] Begin thinking about standardized test preparation

Athletic Development:

• [ ] Increase commitment to sport-specific training
• [ ] Begin creating highlight video footage
• [ ] Research high-level competition opportunities
• [ ] Start tracking detailed athletic statistics

College Exploration:

• [ ] Begin visiting colleges casually (family trips, local visits)
• [ ] Research programs that match athletic and academic abilities
• [ ] Start understanding different college cultures and environments
• [ ] Begin building target school lists

October-November: Skill Building

Test Preparation:

• [ ] Begin SAT/ACT preparation if appropriate
• [ ] Take PSAT if offered at school
• [ ] Research test prep resources and strategies
• [ ] Set testing timeline for junior year

Athletic Progress:

• [ ] Increase training intensity and frequency
• [ ] Begin specialized position training if applicable
• [ ] Research travel team or club opportunities
• [ ] Start building relationships with coaching staff

Recruiting Education:

• [ ] Learn about recruiting rules specific to your sport
• [ ] Understand communication rules between coaches and athletes
• [ ] Research showcase events and camps for junior year
• [ ] Begin understanding recruiting evaluation criteria

December-January: Mid-Year Assessment

Academic Review:

• [ ] Evaluate first semester sophomore grades
• [ ] Adjust academic plan if needed
• [ ] Consider academic enrichment opportunities
• [ ] Plan junior year course selection carefully

Athletic Evaluation:

• [ ] Assess athletic development and competitive level
• [ ] Set specific goals for spring season and beyond
• [ ] Begin creating basic athletic resume
• [ ] Research position-specific skill development

February-March: Future Planning

NCAA Preparation:

• [ ] Consider registering with NCAA Eligibility Center
• [ ] Research core course requirements in detail
• [ ] Plan summer academic work if behind on requirements
• [ ] Understand amateurism rules and implications

Summer Planning:

• [ ] Research and apply for competitive summer programs
• [ ] Plan showcase events and camps for skill development
• [ ] Budget for increased recruiting-related expenses
• [ ] Consider academic summer courses if needed

April-May: Preparation for Junior Year

Academic Preparation:

• [ ] Finalize junior year course selection
• [ ] Plan SAT/ACT testing timeline
• [ ] Research college programs seriously
• [ ] Consider college visit planning

Athletic Preparation:

• [ ] Set athletic goals for junior year
• [ ] Plan summer training and development
• [ ] Research recruiting showcases and events
• [ ] Begin thinking about highlight video creation

Junior Year Calendar

August-September: Active Recruiting Begins

Academic Excellence:

• [ ] Ensure strong start to junior year grades
• [ ] Register for SAT/ACT if not already done
• [ ] Consider test prep course or tutoring
• [ ] Research college programs matching academic interests

Athletic Performance:

• [ ] Begin filming for highlight video
• [ ] Track detailed statistics for all competitions
• [ ] Research showcase events for spring
• [ ] Start building athletic resume

Recruiting Preparation:

• [ ] Register with NCAA Eligibility Center if not done
• [ ] Begin researching college programs seriously
• [ ] Plan initial coach contact strategy
• [ ] Create organized filing system for recruiting materials

October-November: Relationship Building

Coach Outreach:

• [ ] Begin contacting coaches at target programs
• [ ] Attend local college games and introduce family
• [ ] Research coaching staff at target schools
• [ ] Plan college visit strategy

Academic Focus:

• [ ] Maintain strong grades in challenging courses
• [ ] Take PSAT for National Merit consideration
• [ ] Begin college application preparation
• [ ] Research academic programs at target schools

Event Planning:

• [ ] Register for winter/spring showcase events
• [ ] Plan travel schedule for recruiting events
• [ ] Budget for recruiting expenses
• [ ] Coordinate family schedules for campus visits

December-January: Showcase Season

Event Execution:

• [ ] Attend planned showcase events and camps
• [ ] Document performance and coach interactions
• [ ] Follow up professionally after events
• [ ] Maintain academic focus during busy period

Testing Timeline:

• [ ] Take SAT/ACT if planned for this period
• [ ] Submit scores to NCAA Eligibility Center
• [ ] Plan retake strategy if scores need improvement
• [ ] Research test-optional schools if applicable

Relationship Maintenance:

• [ ] Maintain regular communication with interested coaches
• [ ] Provide season updates and academic progress
• [ ] Plan spring showcase attendance
• [ ] Begin serious campus visit planning

February-March: Peak Recruiting Activity

Campus Visits:

• [ ] Schedule official or unofficial visits
• [ ] Prepare questions for coaches and academic departments
• [ ] Research campus culture and academic programs
• [ ] Document visit experiences for decision-making

Communication Management:

• [ ] Maintain organized records of coach communications
• [ ] Respond promptly to coach requests for information
• [ ] Provide updated athletic and academic information
• [ ] Manage multiple recruiting relationships simultaneously

Testing and Academics:

• [ ] Take spring SAT/ACT if needed for score improvement
• [ ] Maintain strong junior year grades
• [ ] Begin college application essay preparation
• [ ] Research financial aid and scholarship opportunities

April-May: Decision Preparation

Evaluation Process:

• [ ] Create comparison criteria for college programs
• [ ] Evaluate academic fit and athletic opportunities
• [ ] Consider financial implications of different options
• [ ] Seek guidance from counselors and trusted advisors

Summer Planning:

• [ ] Plan summer showcase and camp attendance
• [ ] Consider summer college programs or visits
• [ ] Plan academic summer work if needed
• [ ] Prepare for senior year decision-making

Relationship Deepening:

• [ ] Increase communication with top-choice programs
• [ ] Attend summer camps at target schools
• [ ] Build relationships with current team members
• [ ] Research program culture and team dynamics

Senior Year Calendar

August-September: Final Push

Academic Excellence:

• [ ] Ensure strong start to senior year
• [ ] Maintain grades that support college applications
• [ ] Complete college applications early
• [ ] Request recommendation letters from teachers

Recruiting Finalization:

• [ ] Narrow college list to realistic final choices
• [ ] Increase communication with top-choice programs
• [ ] Attend final showcase events if beneficial
• [ ] Prepare for potential recruitment offers

Application Process:

• [ ] Submit college applications and supporting materials
• [ ] Complete FAFSA and financial aid applications
• [ ] Apply for academic and athletic scholarships
• [ ] Organize application tracking system

October-November: Decision Season

Offer Evaluation:

• [ ] Evaluate any athletic scholarship offers received
• [ ] Compare total cost of attendance at different schools
• [ ] Consider academic and athletic fit for each program
• [ ] Seek guidance on offer negotiation if appropriate

Campus Visits:

• [ ] Schedule official visits to top-choice programs
• [ ] Prepare thoroughly for visit experiences
• [ ] Include family members in decision-making process
• [ ] Document visit experiences for comparison

Communication Management:

• [ ] Maintain professional communication with all programs
• [ ] Provide updates on senior season performance
• [ ] Be honest about timeline and decision process
• [ ] Manage family stress during decision period

December-January: Decision Time

Final Evaluation:

• [ ] Compare all available options thoroughly
• [ ] Consider long-term implications of each choice
• [ ] Seek input from trusted advisors and mentors
• [ ] Plan for early signing period if applicable

Administrative Tasks:

• [ ] Submit final transcripts to NCAA Eligibility Center
• [ ] Complete any remaining application requirements
• [ ] Finalize financial aid and scholarship applications
• [ ] Prepare for National Letter of Intent signing

Decision Making:

• [ ] Make final college choice based on comprehensive evaluation
• [ ] Notify chosen school of commitment
• [ ] Respectfully decline other offers
• [ ] Plan commitment announcement if desired

February-May: Transition Preparation

Academic Completion:

• [ ] Maintain grades necessary for admission and eligibility
• [ ] Complete high school graduation requirements
• [ ] Submit final transcripts to chosen college
• [ ] Participate in graduation ceremonies and celebrations

College Preparation:

• [ ] Complete college enrollment and housing processes
• [ ] Attend orientation programs and summer sessions
• [ ] Connect with future teammates and coaches
• [ ] Prepare mentally and physically for college athletics

Family Transition:

• [ ] Celebrate recruiting journey completion
• [ ] Prepare emotionally for student's departure
• [ ] Plan ongoing support system for college transition
• [ ] Document lessons learned for other families

Year-Round Considerations

Monthly Administrative Tasks

Every Month:

• [ ] Review and update athletic resume and statistics
• [ ] Monitor academic progress and GPA
• [ ] Maintain organized files of recruiting communications
• [ ] Budget and track recruiting-related expenses
• [ ] Communicate with coaching staff about progress

Financial Planning Throughout the Process

Recruiting Expense Budget:

• Year 1-2: $1,000-3,000 (camps, training, basic travel)
• Year 3: $3,000-6,000 (showcases, visits, increased travel)
• Year 4: $2,000-4,000 (final visits, application fees)
• Total Range: $6,000-13,000+ depending on sport and geography

Budget Categories:

• [ ] Travel and accommodations for events and visits
• [ ] Showcase and camp registration fees
• [ ] Equipment and training costs
• [ ] Application and testing fees
• [ ] Communication and technology costs

Family Support Strategies

Supporting Your Student-Athlete:

• [ ] Maintain academic expectations and standards
• [ ] Provide emotional support during stressful periods
• [ ] Help with organization and time management
• [ ] Advocate appropriately without overstepping
• [ ] Maintain perspective on life beyond sports

Managing Family Stress:

• [ ] Set realistic expectations for recruiting outcomes
• [ ] Maintain family routines and traditions
• [ ] Seek support from other recruiting families
• [ ] Consider professional counseling if needed
• [ ] Remember the value of the journey itself

Resources and Support Systems

Essential Resources

• [ ] High school counselor for academic planning and NCAA compliance
• [ ] Club/travel coaches for athletic development and connections
• [ ] Recruiting consultant for specialized guidance if needed
• [ ] Financial advisor for college funding strategies
• [ ] Other recruiting families for peer support and advice

Professional Support Options

• [ ] Educational consultants specializing in athletics
• [ ] Test prep tutors for standardized test improvement
• [ ] Academic tutors for core course support
• [ ] Sports psychologists for mental performance
• [ ] Financial aid consultants for scholarship optimization

Information Resources

• [ ] NCAA Eligibility Center for official requirements
• [ ] College websites for program information
• [ ] Recruiting databases for coach contact information
• [ ] Sports media for recruiting news and insights
• [ ] Financial aid resources for funding strategies

Emergency Planning and Contingencies

Academic Setbacks

If grades drop significantly:

• Contact school counselor immediately
• Consider tutoring or academic support services
• Communicate honestly with college coaches
• Explore backup academic options
• Focus on improvement rather than excuses

Athletic Injuries

If serious injury occurs:

• Prioritize proper medical treatment and recovery
• Communicate with coaches about injury status
• Maintain academic focus during recovery
• Consider medical redshirt options
• Explore backup plans if necessary

Financial Changes

If family financial situation changes:

• Research additional financial aid options
• Consider lower-cost college alternatives
• Explore academic scholarship opportunities
• Investigate work-study programs
• Communicate with financial aid offices

Recruiting Disappointments

If recruiting doesn't go as planned:

• Maintain perspective on life goals beyond sports
• Explore Division II or III options
• Consider junior college pathway
• Focus on academic opportunities
• Remember the value of the high school experience

The Bottom Line

The college recruiting process is a marathon, not a sprint, requiring careful planning, consistent effort, and family teamwork. This calendar provides a roadmap, but remember that every family's journey is unique. Stay flexible, maintain perspective, and celebrate the growth and opportunities that come from the recruiting experience itself.

Key success principles:

• Start early with academic and athletic preparation
• Stay organized with detailed planning and record-keeping
• Communicate effectively with coaches, counselors, and each other
• Maintain balance between athletics, academics, and family life
• Keep perspective on the ultimate goals of education and personal growth

Remember: The recruiting process is about finding the right fit for your student-athlete's academic, athletic, and personal development. Success is defined not just by the final destination, but by the growth, relationships, and opportunities created along the way.

For more specific guidance on recruiting timelines, see our article on Understanding Recruiting Timelines by Sport.