ATHLETIC DEPARTMENT IN-SERVICE
August 7, 2014
Musser Auditorium, Pfahler Hall
8:30-9:00
Continental breakfast
9:00-9:05
Bobby Fong (sexual misconduct) & Laura Moliken
Welcome Back & Introductions
 Introduction of new staff
o FB
 Marc Lordi (defensive coordinator)
 Shane Eachus
o XC/Tr & Field – Carl Blickle
o W. Tennis – Pete Smith
o Any new assistants?
9:05-9:10
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9:10-9:50
9:50-10:00
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Kathy Peck: Announcements/reminders
Meal requests at beginning of season – return w/ receipts and signature sheets
Officials – beginning of the season, don’t give check to a fill-in official
Credit cards and back up submitting
Purchasing – PO #’s, internal notes: tell Joyce to either order OR just provide PO#
Staffing – background checks for both volunteers AND paid, I9 forms filled out prior to
starting work, volunteers sign a waiver
Save receipts for recruiting trips, include names of people who ate, mapquest backup, .56
per mile or gas receipts – use recruiting budget 7226 for all expenses
Tuesday at 10:00am check requests – paid by Thursday
Kip: packing slips with orders, inventory, get copy and coach needs to send packing slip
over to Joyce (or give to Kathy Peck), provide copies to him if you pick up order yourself
Kathy Wright – Blood borne pathogens
Jim Wagner – Athletic Communications –notes and updates
Managers – red folder in coaches’ mailboxes with contracts for managers and filmers –
send it to business office, every two weeks coach will make sure their staff fills out their
time sheets and gives them to Wags on Fridays, managers are paid for home events – only
for working time on away game (not travel), try to limit to 20 hours per week, try to stay
consistent through the whole season
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Statistics – if a problem the NCAA allows 24 hours to fix it, get a copy of the box score
before leaving the game and check it right away so you can get to Wags quickly if
something needs to be fixed
Webcasting – Stretch, new web portal coming very soon that shows video and
scoreboard/stats on same screen, the webcasting feed will come from the team’s game
camera, have camera out at venue at least one hour prior to game or give camera to Wags
and he’ll get it out there for you
Game managers – keep people off the field unless they have a pass from Wags, parents
taking photos need to be sent to Wags for a pass, can’t be in team areas, no one in the
corners for lacrosse, only on bleachers side at Snell, no flash photography at gymnastics
Stylishimages.com – Dave Morgan, can order prints for you
Tom Yencho – chief communications officer, will work with Wags to enhance what he is
doing
10:00-10:10
Carole Nienius – Admissions
- See handout
10:10-10:20
Laura Armstrong – Advancement Office
- Alumni communication – ask Laura for labels, or for printing, e-newsletters; provide any
updates for alumni contact info to Laura
- Alumni games – make sure Laura knows when/where and she can send postcards in
advance, register and fill out waivers online, also funding for those types of events (food,
“gifts”, staff)
- Restricted letter writing campaigns – managed through Laura, send to list of contacts that
students generate (not alumni or parents), Dana Looker will handle the logistics of these
letters.
- Student worker needed for Bruins Club and athletic fundraising in general – coaches have
someone to suggest? Laura is also working to get a full-time person solely focused on
athletic giving.
- Parent/alumni donors – when an offer is given for a gift, offer to put them in contact with
Laura Armstrong and get some basic information (estimate of gift?)
10:20-10:30
Sylvia Schelly – Business Office (credit cards)
- New credit card policy is on business office website through gateway w/ travel and
entertainment policy
- Started last spring issuing credit cards to coaches and will offer to winter and fall sports
now – there is a link to request a credit card that Laura just sent out, fill in credit limit
$3000-$5000 are most likely choices, if higher will need to justify, submit credit card
requests by tomorrow afternoon (8/8).
- Credit cards are intended for use for travel expenses such as recruiting and team travel –
not intended to be used for supplies, etc. Don’t use credit cards for gas UNLESS it is for a
rental car.
- Coach must keep receipts and then go online monthly to assign account numbers to pay
the bill and put in details for why/where, etc. Print out account statement and attach
receipts once a month to give to Laura to get signed and send to business office.
10:30-10:50
Laura Moliken – Reminders
1. Administrative staffing
 Erin Stroble – scheduling, compliance, game contracts, academic initiatives, staff
programming, NCAA/CC reporting, pre-season coordination, FAR lunches and
any other assigned duties
 Kevin Small – search committees, ABC committee member , game management
scheduling
 Kathy Wright – evaluations, staff searches, ABC Committee member, HEP
professor, intramural director
2. Administrative Notes
 Hiring process, managing coaching staffs, communicating w/ administrators
about staff members – we need to have a clear record of who is working for our
department – any time you hire a new person follow the process and then
follow up with Laura and Erin to make sure we know who is on your staff for
the year. We have to complete an online form and we have a specific timeline
for I-9. All new hires must do the online compliance (security) - sign off
o Not sure about laptop program -will remain for now
o Many new compliance procedures for all of Ursinus – if you get an
email, pay attention – you are responsible – and you are responsible for
your staff completing what is necessary.
 New Logo Reminders – can use logos in a more open-ended way - continue to
be mindful of colors and licensing company –SMA – all vendor must go through
Beth Monnin (contact at SMA)
 Vacation time – keep track during the year
 Consider creating administration folder (email, desktop, etc) that will hold all
administrative info for use each year
 Color printer – If you are making many copies – PLEASE use the copy center. No
more than 10-15 prints should be made on the color printer and no more than
50-60 on the black/white printer.
 Facilities: all requests must go through Laura, Kathy, or Kip
 VPN – at home access to all Ursinus networks
3. New for 2014-15
 Locker room locks – we are installing more locks (team rooms) this year
 Administrative/Compliance meetings with all Student-Athletes
o Sun. 8/24 Fall, Wed. 8/27 Spring, Wed. 9/10 Winter
 Coach will provide Erin a list of athletes who did not attend so
she can meet with them individually
 Student-Athlete code of conduct and photo sign off (Dave
Morgan)
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Signage with new logos – new in Fitness Center, SMC, and HEP/Wickerham
Library
Trophy case – working on with FAC
Title IX surveys – working with student life
Sports Medicine – Einstein/Moss, Wellness….physicians, etc..
Potential for Student programming – possible outside speaker
10:50-11:10
Pam Chlad: Athletic Training updates and reminders
- Thank you coaches for helping to track down student athlete info this summer
- Please tell students and parents that athletic trainers are licensed by the state of PA and
follow medical regulations and guidelines – help educate them about what AT’s do
- Students need referral sheets to outside doctors – keep AT in loop if you know your SA is
going to a doctor. Remind them that they will still need to be cleared by Ursinus staff
before returning to participation
- Monitor your team’s attendance to protect everyone
- Review your injury report with your athletic trainer prior to practice
- Let athletic trainers know what you need from them and how to communicate best with
you
- Secondary insurance – all SA’s (actually all students) need to have their own primary
insurance, they can purchase through UC if needed, secondary only applies during
official/coached practices, cannot get this coverage if injury isn’t reported in a timely
manner and students (and their families) will be stuck with the bill
- Coaches = first responders, you have to act in an emergency, provide CPR/First Aid, call
911, call AT’s and/or Campus Safety, do NOT wait and try to find an athletic trainer, ACT
FIRST, make sure you have the first aid kit, NEW radio, and your cell phone at your
practice.
- For illnesses – if you know your SA is sick, send them to wellness and have them use the
Wellness form (also available on website) – NOT to come down to athletics and share their
illness. If wellness isn’t open send them to Urgent Care (Oaks, Limerick), or if more
serious to Einstein hospital.
11:10-11:30
PRETZEL BREAK
11:30-11:45
Administrative areas: what can coaches do better? What will be a focus this year?
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11:45-12:15
Pete Gallagher – Special meals
Kevin Small – Game Management
Jamie Steele – Fitness Center Supervisor
Colin Dixon – Transportation Coordinator
Kip – Athletic Ops updates
Mark Feinberg – pool updates
Erin Stroble – Multiple Topics
1. Scheduling
 *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 right!
 Programming for 2014-15 – ALL on Outlook!
 CPR
 Mandatory staff meetings (October 6th /January 26th – 7pm Helf 201)
 Lounge meetings (months when we don’t have mandatory meetings)
 Staff Workshops- Fall & Spring – Coaches: mandatory attendance at one per
semester (November 12th, March 18th)
 FAR Lunches – Each coach must attend one of the four (9/23, 10/22, 1/27,
3/4)
 Coach/Athletic Trainer – mandatory pre/post season meetings
 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 listed.
2. Review of Department Handbook
 How to get to it on the Gateway
 If you have a question, look here first – then ask if you can’t find the answer.
 Important area of emphasis:
o Class attendance – make sure your players are ASKING permission in
advance in an appropriate way!! This came up quite a few times last
year.
3. Compliance
 Cheat Sheets of general info – for reference, also accessible online in handbook
 Season Declaration forms
 NCAA RULES TEST – all coaches with recruiting responsibilities must take by
Sept. 1 http://www.ncaa.org/governance/division-iii-rules-test
 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 through 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 has been hit or miss –
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need to make sure every academic year that any incoming transfers
have their eligibility status checked!)
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 sent 8/6.
Student athlete meeting – Code of Conduct is ready for the meetings this year.
Coaches need to be familiar with what is in the code of conduct so they can
reinforce to student athletes.
4. CC Updates – Final Legislation (handout)
 CC - less games than NCAA allows – always check both sets of rules
 Discussion of how CC legislation gets 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.
 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!!!
12:20-12:40
Laura Moliken: Expectations and 2014-15 vision
Notes for 2014-15
 Manage Expectations:
o All coaches/staff – we must manage our expectations – we will not be doing many
projects this year and will not be asking for ‘extras’ from above. It’s been crazy past two
years and we’ve gotten a lot of support – need to scale back this year. Please let me
know of concerns you have, but be mindful of what’s realistic and what the overall
college situation looks like. We have to make choices.
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Enrollment
o Discussion of what is was, and how we got it (paid more for it), and what it means for
the next few years – if anything. “Decide whether or not you want to play a card on
that”
Again, I want to know and be in the loop about your programs needs and ‘wants’ but we can’t
always take action
The students only get 4 years…. We get older but they stay the same age… things that feel like
old hat to us are still new and exciting to them. Make sure to get 8-10 of those “cool
experiences” during their 4 year cycle.
o Cool experiences could be things like “special speakers, fun day trip or team bonding
activity, scavenger hunt, emotional experience (affirmation things), skit night, etc…
Support of each other and all student-athletes – continue to be engaged, work together, and
help one another.
Point of emphasis and other things….
**include handout of coaches’ expectations and AD philosophy
**Competitive Expectations-Philosophy of working with kids and expectation for our
teams to compete
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 – 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
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12:40-1:10
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)?
Group Discussion: Coaches’ Concerns about Athletic Training
 What do you wish athletic trainers knew about being a coach? What can we say/do
to help them better understand where coaches are coming from? What could they
do differently that would improve your working relationship with them? Coaches’
job v. Athletic Trainers’ job and the overlap. Coaches w/ deficiencies in their
program tend to have the most problems w/ athletic trainers (not enough people,
not enough talent, not clear enough scheduling/planning). Liability! The coaches
aren’t the ones with the liability when it goes “really bad” – hours of time when Pam
and Laura deal with doctors, insurance, etc. Conservative approach.
1:15-1:25
Laura Moliken: Wrap up/final comments - extra notes
2:00
Picnic at the Moliken House
TO-DO:
 Take the NCAA Division III Rules Test by September 1st
 Make sure you have all important dates on your calendar
 Schedule Coach/AD meetings - 3x during the year (see Kathy Peck)
 FAR Lunches – send your first and second choice dates to Erin
 Invite Laura/Erin to a practice or team meeting so we can introduce ourselves and offer to meet
with athletes if needed. (Fall Coaches- do this during preseason if possible!)
 Check the Outlook Athletics Calendar to double check your game and practice schedules – let
Erin know of any corrections/changes
 Athletic Trainer/Coach - mandatory pre/post season meetings
 Submit practice schedule to Erin
 Submit season declaration form to Erin
 Make sure you are trained in CPR/First Aid
 Head Shots for Head Coach bio page
 Assistant/Volunteer coach – info to Kathy Peck for staff roster, payment, background check,
volunteer release form
 Blood Borne Pathogen Training – if a member of your staff missed, work with Kathy Wright to
make it up
Important #’s
Campus Safety
(610) 409-3333
Crisis Response
(610) 409-3344
RD on Duty (this # is not published for students)
(610) 246-1987