Advancement · School Operations

Every helmet, ball and AED,
counted and checked.

Log each item or set with its size, condition, the year it was bought and when it was last inspected. Check gear out to students or teams by code, and the inventory shows what is on the shelf, what is overdue for inspection, which helmets are getting old and which expiration dates are coming.

Add an itemWhat you get
$19one-time · every device you sign in on
Buy · $19

Included with Caveat Classroom and Whole-school licenses. Or get it in the School operations toolkit, $49 for 32 items.

Equipment

The worked example is made up: varsity helmets bought in 2016 and last inspected in August 2025, a gym AED with pads expiring in December, and volleyballs checked out to the team. Records save on this device only.

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What you get

Advancement · School Operations$19 · included with Classroom and Whole-school licenses

What you finish with
A record per item or set with kind, sport, size or model, quantity, condition, year bought, cost, storage spot, last inspection and any expiration; five safety and care checks; check-outs by student or team code; totals of units, units out and units to retire; flags for old inspections, helmets ten or more years old, expirations within 60 days and gear in poor condition.
Who it is for
Athletic directors, coaches, equipment managers, PE teachers and the facilities staff who keep the equipment room.
Format
Browser inventory with a saved record per item. Prints one item, the whole inventory as a table or a blank count sheet; downloads a spreadsheet (.csv) for the budget; exports and imports a file to hand to the next season’s staff.
Access
$19 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the School operations toolkit ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The School Operations space in Caveat Advancement.
Support
Questions about access, an order or a correction: team@caveatacademic.com.

How to use it

  1. Count the equipment room, one record per item or set of the same size.
  2. Inspect each one and note the date and any expiration printed on it.
  3. Check gear out by student number or team code, and check it back in.
  4. Act on the flags before the season: inspections, expirations, old helmets, worn gear.
  5. At season end, export the file and use the spreadsheet for next year’s orders.

Add an item

How the equipment year runs

The equipment year12345One seasonevery item, every year1. CountPreseasonEvery item, size and storage spot2. InspectPreseason and weeklyCracks, tears, labels, fit3. IssueFirst practiceCheck out by student or team code4. CollectSeason endCheck in, clean, note damage5. Recondition or retireOff-seasonSend out, or remove from useThe equipment year1CountPreseasonEvery item, size and storage spot2InspectPreseason and weeklyCracks, tears, labels, fit3IssueFirst practiceCheck out by student or team code4CollectSeason endCheck in, clean, note damage5Recondition or retireOff-seasonSend out, or remove from use
The inventory is what makes the off-season decisions easy: what to send out, what to retire and what to order.

Helmets and certification

Football and many other helmets carry a seal showing the model met a NOCSAE performance standard when it was made. Reconditioning companies inspect, repair and recertify helmets so the certification stays valid, and helmet makers state a maximum service life on their labels and websites. Your state association or league may set its own reconditioning schedule; record what it requires.

The AED counts too

An automated external defibrillator only works if its pads and battery are in date. Both carry printed expiration dates, and most units show a status light that someone should glance at on a regular schedule. Log those dates here so they come up as flags in time to order replacements.

Sources

  1. National Operating Committee on Standards for Athletic Equipment (NOCSAE). Standards and the certification seal for helmets (nocsae.org).
  2. National Athletic Equipment Reconditioners Association (NAERA). Helmet reconditioning and recertification guidance (naera.net).
  3. American Heart Association. AED program guidance: checking pads, batteries and the status indicator (heart.org).
  4. National Federation of State High School Associations (NFHS). Sports Medicine Advisory Committee guidance on equipment and emergency action plans (nfhs.org).

The worked example is made up. Follow the manufacturer’s instructions and your state association’s rules for inspection, reconditioning and replacement. Nothing you type is sent to Caveat. Support: team@caveatacademic.com.