ATHLETIC DEPARTMENT IN-SERVICE
August 4, 2016
Musser Auditorium, Pfahler Hall
8:30-8:50
Continental breakfast
9:00-9:10
Laura Moliken – Welcome and Introductions
WELCOME BACK – let’s start with introductions of our new “and newer folks”
E – ORG Chart on screen
Opening Comments
 As we go – listen and absorb
 Will make sure you have the To-Do list at the end of today – it’s been arranged for
ease of use
 Lots of exciting things happening on campus and within our department
o Goals/Metrics/Planning /Annual Report – will review our specific dept goals
for the year later - as well as have a discussion about other programming
and initiatives
New staff/hires (?)
 Eric Hoffman – fitness center supervisor/S&C coach
 Dana Roche – FC/SMC Admin Asst
 MSoc – Keith Cappo – first year at in-service
 New Admission Liaison – Casey Downie
 Assistant Coaches
 FB/WBB/Tr & Field/FH/WSoc/SB (OTHERS???)
Reporting structure and Cabinet
 Discussion of Cabinet
 Who is on cabinet? (President: 5 VP’s – 3 minions – Terrence – Bob)
 Reporting Structure
 What I see as my role & How it affects day to day operations in ATHL
 What it means for the ATHL dept and staff (pros/cons)
Projects - RAG/Summer Burst project/Board/dept goals, org chart, job descriptions
9:10-9:20
Kathy Peck and Carole Nienius – Reminders
9:20-9:30
Zach Harris – Advancement Office
9:30-9:45
Sharon Hansen, Career and Professional Development
9:45-9:55
Kim Taylor – Title IX, Clery Act
9:55-10:20
Erin Stroble – Administrative Topics
 Rosters (Carole & Erin)
o When you have a roster change please email the change to ALL of the following people:
Carole Nienius, Erin Stroble, Kip Lacy, Andy Edwards, your team’s athletic trainer, and
Melissa Giess.
 Include in the email the name(s) of students being added or removed as
well as a copy of your updated full roster.
 Also, for deletions, include a general explanation as well (particularly if
there was a conflict)
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
Scheduling
o Erin’s Scheduling Philosophy
 85% of what we do is in the “normal range” and is fairly automatic
 I prioritize in this order:
o Classes, Exams and Academic events
o Athletic Competitions (1. Conference 2. Non-Conference)
o Athletic Practices
o Ursinus Athletics “outside events” (team fundraisers)
o Other on-campus groups (wellness fair, job fair, history day)
o Outside groups
 The remaining 15% is the special requests, out of the ordinary, conflicts,
and new ideas – you can ALWAYS ask!
o When asked, I weigh factors such as support staff needed (Kip’s
group, AT’s, Andy, Facilities, Campus Safety), work life balance
guidelines, conflicts with other sports, season situation
(playoffs?), logistics, timeliness of request, Wismer hours, team
status (injuries?), potential conflicts (hosting playoffs, inclement
weather, etc)
o I take items to Senior Staff frequently – for discussion and for
double checking to be sure I didn’t forget anything
o I’m always happy to look into a request, please feel free to ask
about anything! I’ll consider it, talk to senior staff if need be,
and give you an answer with as much explanation as possible.
Programming for 16-17 – ALL on Outlook and Important Dates list!
o *Please use Outlook – all information is there and updated regularly. This is the
“OFFICIAL” calendar of Ursinus Athletics; do your part to make sure it’s correct!
o CPR – August 11th at 9:30am and 6:00pm
o Mandatory staff meetings (October 10th /January 30th – 7pm Helf 201)
o Lounge meetings (months when we don’t have mandatory meetings)
o
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Staff Workshops- Fall & Spring (November 16th Eric Hoffman, March 29th Concussion
education)
o FAR Lunches – Each head coach must attend one of the four (10/4, 11/9, 1/31, 3/22)
 FAR Happy Hour – Tuesday 9/6 at President’s house – explain purpose
o Coach/Athletic Trainer – mandatory pre/post season meetings
o ABC meetings – forms submitted at least one day prior to meeting, next meeting 8/15
o Student-Athlete/Administrative meetings (8/28 and 9/1) – one coach per team must
attend
Practice schedules due to Erin one month before first practice – any changes must go to Erin
AND to your AT.
o Practice schedules may be in one of two formats:
 An actual calendar with practice or off written on EVERY day – include
start and end time and location of each practice
 A list of every day from the first day of the season through playoffs with
practice time/location, or “OFF” on each day.
Review of Department Handbook (show on screen!)
o How to get to it from Ursinus website – search bar
o If you have a question, look here first – then ask if you can’t find the answer.
o Forms – fundraising, business office, hiring forms
o Game Management info (See if Kevin has any comments)
o NEW: Tailgating guidelines (FYI) – can share with parent groups
o NEW: Compliance forms (end of season and season declaration)
o Important reminder:

PRIVATE INSTRUCTIONS/LESSONS FOR PAY

Faculty, staff and student-athletes are prohibited from using the college
facilities to provide private instructions, lessons, or tutoring, for pay.

CC Updates – Final Legislation (show on screen)
o CC - less games than NCAA allows – always check both sets of rules
o Reminder of how CC legislative changes get passed – nothing final until June so if you
want to know how it went at AD’s meeting come ask. Otherwise, full list of approved
motions will be shared after June meeting.
o Coaches should review both the CC Manual for your sport AND the NCAA
championships guidelines each year – rules change constantly so stay up to date.

Hall of Fame – Saturday, 9/17 at 6:00pm in Wismer Lower show list on screen
o Bridget Algeo, 1989, Lacrosse, Basketball, Field Hockey
o Amy Midgley, 2004, Field Hockey
o Elizabeth Staurowsky (Keyser), 1951, Basketball, Field Hockey, Softball
o Ashley Swanson (Ettinger), 2006, Field Hockey, Lacrosse
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Lois Groff Yarnall, 1987, Field Hockey, Lacrosse
Mike McGarvey, 2006, Men’s Basketball
Gary Sheffield, 2004, Football
Edwin Murray, 2006, Wrestling
Vaughn Ryan Smith, 2002, Baseball
Mike Troutman, 2006, Wrestling
Blanche Schultz Award: Mary Anne Harris
10:20-10:35
Eric Hoffman – Fitness Center/Strength & Conditioning
10:35-10:50
Pam Chlad – Athletic Training updates and reminders
10:50-11:05
Steve Kotch – BSN
11:05-11:20 PRETZEL BREAK
11:20-11:55
Kathy Wright – Blood Borne Pathogen Training
11:55-12:25
Laura Moliken – Information and Updates

UC 150
o
Celebration 2019-2020/pillars of UC/future strategic planning (what does it look like
moving forward?) *will have Academic folks come to a lounge meeting to discuss core
curriculum (this will help with recruiting) – also share info about other special academic
programs (summer fellows, futures, Centers – U-Imagine, Melrose Center for Civic
Engagement, Center for Science and the Common Good, etc…)
o
New Board Chair – new president – new way of planning

Planning – Goals and Metrics is the theme of the year

Cabinet level – establishing a dashboard for metrics to be shared with the Board – then, also
doing this within our committees. 3-4 examples (ADM metrics – total # of applicants, # of
incoming students(yield) , acceptance rate (ADV # of donors, total $ raised) – ACADEMIC:
faculty/student ratio, # of minority faculty, # of total classes offered)

Last year we said our department would was “going to think in layers, assess progress toward
goals, demonstrate our work and track what we do”
ERIN: Put on screen: Annual Report

Explain what the annual report is
o Discuss how coaches templates help me to demonstrate the smaller parts of
how we (the dept) achieve our 4-5 goals on annual report
o Show 5 goals for Athletics
Discuss one/two things from each goal – show measurable and not
measurable
Erin: Put on screen – Admin Planning Template for last year – THEN for this year
o Show Admin Planning Template
o Each coach will be doing their planning template and bringing it to first meeting
with Laura
o Talk about measuring goals – for coaches/department - HOW WILL WE
MEASURE OURSELVES?
 Discuss metrics – ideas include team GPA’s/# of recruits each
year/retention rate/success in conference/non-conference
play/behavior in dorms, etc…
o Recruiting strategy and goals – be able to provide this when asked (new VP for
enrollment and new Admissions Liaison)
Updates 2016-17
Reminder…..there is a To-Do checklist for you (for after the meeting)
1. Vice President for Finance and Administration (interim CFO) – Annette Parker
2. Summer Burst information – summer camps for Summer 2017
3. Credit cards – handling of credit cards – reminder of what can/cannot be put on card and
deadline date (and receipts)
4. Wismer – new hours!
5. HR - new position requests and job ads (how it works)
6. Laura & Erin – areas of responsibility – on screen
7. Community Service
a. If your team does Comm Service – please inform Andy Edwards (he will do a story and
chart our numbers)
8. Communication and Branding – be frontrunners – job well done thus far
9. Staff evals – how it will work – what to start thinking about
10. Integration
a. CPD/ADV/Res Life/Acad – CoSA, grades
i. Will try to have ACAD AFFAIRS attend a lounge meeting to discuss
11. ADV plan for year 2
a. Comprehensive Campaign
i. First year (15-16) – educate all head coaches and full-time staff members about
Giving Day and push for 100% participation – Coaches/Staff be College Leaders – set
the tone for ‘giving back’ – already do this in your sport – be a Team Ursinus player
ii. Second year (16-17) – advancement staff and AD educate each team about
philanthropy
iii. Third year (17-18) – promote Giving Day, 100% participation from all student athletes
b. Giving Tuesday – Tuesday Nov 29th (last year 79% - overall the college had highest
participation rate for F/S in history) thanks, in part, to your efforts on this day
12:25-12:40
Erin Stroble – Compliance Topics & To-Do List
1. Compliance
 Cheat Sheets of general info, for reference, are accessible online in handbook
 Season Declaration forms & End of Season Compliance forms – hand out
declaration forms, and remind that both are now available on Online manual
 NCAA RULES TEST – all coaches with recruiting responsibilities must take by
Friday Sept. 2: http://www.ncaa.org/governance/division-iii-rules-test
o Permissible recruiters: Only coaches who are ON STAFF (paid OR
volunteer) and have completed the requirements through HR as well
as taken the NCAA rules test. It is NOT permissible to have anyone
else recruit for you (evaluation OR contact).
 Compliance topic of focus: Transfer Students
o First, when they contact you, let Erin know so she can get a release
(either from the student (DIII) or from the school (DI or DII)
o After you have the release you may talk to them about transferring –
work with admissions.
o If/When they decide to attend Ursinus, you must reach back out to Erin
so I can confirm their eligibility status from their previous school and get
them cleared to be on your roster. (This step hasn’t been consistent
need to make sure every academic year that any incoming transfers
have their eligibility status checked!)
o Prior to the start of your season, double check with Erin that any/all
transfers have been cleared and their eligibility status is known by Erin,
Coach and SA.
 Student athlete NCAA compliance forms – online via email – coaches will get
email from me prior to the forms being sent to athletes so you can give your
students a heads up to look for the email from the NCAA. Fall Sports email will
go out to coaches on Monday 8/8 and to student-athletes on Tuesday 8/9.
Winter and spring sports will get them the day after the administrative meeting
(Friday 9/2)
 Student athlete meetings – 8/29 for fall and 9/1 for spring & winter (new
schedule)
o Code of Conduct discussion and signing. Coaches need to be familiar
with what is in the code of conduct so they can reinforce to student
athletes. (also available via online manual)
o Advancement info from Zach Harris
o Wismer Hours
o Strength and Conditioning Coach (Eric’s Background)
o Facility updates?
12:40-1:00
Laura Moliken – Expectations and 2016-17 Administrative Focus
Review of Philosophy
o Coaches have handouts
o Few things to note:
 I am here for you – will always make time
 Be resourceful/try to get information/have ideas and solutions to
problems (if possible)
 Schedule meetings with Kathy
 Utilize Erin if need be
 See the big picture and how your/your issue fits in
Review of Coaches Expectations – few notes
o You are an educator first/ be part of something bigger than self/be a good team player and a
good team leader
o Work to have your team be competitive – in conference play, in region play, on national level –
are you making progress
POE for the year
1. Atmosphere (on/off the field)
2. Step up/step out
a. “Stepping out” and getting involved across campus (staff assembly, coffee breaks,
graduation, participate w/ E&L when opportunities arise) – feel a part of CAMPUS
not just Athletic Dept
i.Special leadership opportunity (Assistant AD – mention it – send description
and process later)???
ii.Help with hosting of NCAA/CC Events
iii.Coaches’ Gifts/doing Captains training for all teams, summer Camp
proposals/Faculty highlight games –work with coaches to promote
b.Collateral duties (on screen)
3. Recruiting – new VP for enrollment – define strategies for the year and beyond (collegewide strategies as well as team-specific recruiting strategies) - MEETING SCHEDULED FOR
AUG 11
4. Competitiveness
1:00-1:15
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Laura Moliken – Wrap up/Reminders/Final Comments
Definitely some new things a different flavor to the coming year – lots of planning –both
campus-wide and department-wide – we will be stepping out and stepping up; and being
leaders across campus – I love it – it’s what we do best
2:00

Continue to be patient with changing reporting structure (for LM), and Cabinet leadership
– things will really start to fall into place
o Erin and I welcome feedback throughout the year – please share your ideas and
thoughts

I am EXCITED – and OPTIMISTIC about the year ahead – Coaches’ row is full of energy and
excitement and I couldn’t ask for a better group – you are so talented and so good with
the way you manage your teams and your programs – you work hard and keep things
fresh and I know your students recognize it (and receive the benefits) – thank you very
much for all you do!!

Reminder of To-Do list – take care of things in the coming days

Let’s have a great year! Go Bears!
Picnic at the Moliken House
Head Coaches – Task List, 2016-17
ATTEND:
 In-Service
 CPR training, if needed
 Student-Athletes’ Administrative/Compliance Meeting
 Student-Athletes’ Pre-Season Physical screenings
 Two mandatory coaches meetings (October and January)
TO-DO:
 Put all important dates for 2016-17 on your personal calendar
 Take the NCAA Division III Rules Test by September 1st
 Make sure you and your staff members are certified in CPR/First Aid (8/11)
 Blood Borne Pathogen Training – if you or a member of your staff missed
training at In-Service, work with Kathy Wright to make it up
 Check the Outlook Athletics Calendar and UC Practice Schedule calendar to
confirm your game and practice schedules – let Erin know of any
corrections/changes
 Give all transportation requests to Colin Dixon
 Complete and submit all ABC forms for fundraising activities
 Complete your planning template and bring to your first meeting with Laura
 Complete recruiting log weekly
SCHEDULE:
 Coach/AD check-in meetings - 3x during the year (see Kathy Peck)
 Athletic Trainer & Coach – pre and post season meetings
GIVE TO ERIN:
Your first and second choice dates for FAR Lunches (10/4, 11/9, 1/31, 3/22)
 Your practice schedule (at least one month before first practice)
 Your season declaration form
 Roster updates/changes (also to Carole Nienius, Kip Lacy, your athletic trainer &
Melissa Giess)
GIVE TO KATHY P:
Meal money request forms
 Contact info for Assistant and Volunteer coaches for staff roster, payment,
background check, volunteer release form, etc.

Complete?
What does it mean to be a Coach/Staff Member at Ursinus?
 Be an educator first – provide guidance for your student-athletes – educate them about
life lessons (through sports) both on and off the field
 Teach the student-athletes to be good people; good teammates
 Set goals with your team/area – make them realistic (reasonable) and achievable;
devise a plan for reaching those goals
 Prepare well organized practices that promote skill development, tactical execution, and
team cohesion
 Be prepared for game day – have a strategy going in, have a game plan/scouting report,
and treat opponents and officials with respect
 Be open, honest, and tactful when dealing with ‘team issues’ both on and off the field;
put yourself in an athlete’s shoes when preparing to have tough discussions
 Focus on their needs first - then consider yours (do they really need practice, or is a day
off better for them). Is my scouting report something they can understand and follow?
Am I asking them to play a system on the field that they can be successful with?
 When asked, be a team player as a part of Team Ursinus – take care of administrative
and ‘team requests’ within a reasonable amount of time. Do the things you’re asked,
and do them well.
Competitive Expectations
 Goal – for Ursinus to compete across all sports in the CC (playoffs and CC Champions)
 Some programs are doing this, others are getting close, some are in the building phase,
some are struggling – we can do better overall –
 Each Coach - You need to keep building with your team and your program. Look for new
ways, new things, small changes, big changes. It’s never ok to just do ‘what you’ve
always done’. Stay sharp, keep educating yourself, your coaches, and your players. Stay
true to your beliefs and know what you (as coach) are good at – and keep improving on
other areas (just as we ask the players to do)
 Continually assess your program – determine areas of strength and weakness with your
team – and create a plan for improvement – each year’s team takes on its own
personality and set of challenges (in addition, know the strengths and weaknesses of
your opponents)
 Evaluate your recruiting strategy and yields – be honest with yourself about how you are
doing. Talk to others for suggestions
 Be open minded about trying new things/ideas – but be thoughtful with regard to
implementation; consider timeline, feelings, and overall goals
 Prepare, prepare, prepare – be ready for game day – find a way to compete - know your
team’s individual goals going in and assess after each game. Game day MUST be about
the ‘competition’ and finding a way to have a shot (legitimate) at winning/competing
 Know the long term vision for your team - how do game-day goals lend themselves to
the ultimate goal (challenging for a playoff spot or for a CC Championship)?