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:
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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)?
Front Rush Reminders:
 Recommended way to upload information from a coach packet received at a
recruiting event to FR…Click: Help – Data - Uploading Data into Front Rush. (This
will provide you with the proper Excel template to submit to
[email protected])
 Create email templates for such tasks as initial contact, questionnaire receipt
response, visit info, early read info, etc. (whatever you seem to type out
regularly).
 Encourage new recruits to use Recruit Spot to submit their questionnaire so that
they can upload their transcript and video(s) at the same time.
 Type [email protected] in the bcc field when sending an email to a recruit
from Outlook so that all of your staff is aware of the latest conversation.
 Be sure to add each member of your coaching staff to your FR account. They
must have an Ursinus address to send messages. This will make communication
among your staff easier…Click: Help – Managing Staff – Adding/Managing Staff
Members
 Go through Duties every day so that the information can update in FR…Click:
Help – Duties (review all topics).
 Merge duplicate records regularly…Click: Help – Data – How to Merge
Duplicates.
 Help is readily available by calling FR Support at 215-489-2100, emailing your
questions to [email protected] or by viewing the many topics in the help
section of their website. If you need additional info, email Stan Exeter at
[email protected] – he is happy to help. 
Athletic Recruiting
Daytime Visits:
 Admission appointments have changed - schedule at least two weeks in advance using the
online form at: https://admission.ursinus.edu/visit/. (This link will close each day at 4:00 pm so
that no one can schedule an appointment overnight for the following day. If your recruit has
added that they will be meeting with you in the special requests section, Admission will check
with me to confirm that you know about their visit once they receive the request. Therefore,
please notify me of all your visitors via email when the appointment is made.)
 Weekday Admission Schedule (except holidays):
o Info Session (30 mins.) & Tour (45-60 mins.) starts at 9, 10, 11, 1, 2, & 3
o Senior Interview (45 mins.) & Tour (45-60 mins.) starts at 9:15, 10:15, 1:15 & 2:15
o Campus Tour Only (45-60 mins.) at 1:00 only
 Holiday schedule – to be announced
 Saturday Admission Schedule:
o Dates include 9/10, 9/17, 9/24, 10/1, 10/22, 10/29, 11/5, 11/12, 11/19, 12/3, 12/10,
1/21, 1/28, 2/4, 2/11, 2/25, 3/4, 3/11, 3/18, 3/25, 4/1, 4/22 & 4/29
o Unlimited Info Session & Tour at 9:00 & 11:00
o Limited Senior Interview & Tour at 10:00, 11:00 & 12:00 (unavailable in March & April)
 Athletic visits only – please email me the following info asap so that I can add their visit to Slate.
(Please provide me with their name, address, date of birth, cell#, email and high school info and
graduation year if this info is not in Front Rush.)
Overnight Visits:
 Should only be offered to your best recruits.
 Online overnight visitor form must be completed five days in advance in order for them to stay.
Link for form: http://campusweb.ursinus.edu/intranet/apps/UCVisitorform/default.aspx This
form can also be found on the main page of our athletics’ website (www.ursinusathletics.com)
in the Recruiting tab of the new web page design.
Class Observation Requests:
 Arranged by the host, coach or team.
 Current players should check with professors ahead of time if a class visitor is allowed that day.
 If there is a specific class needed that no one on the team has, please let me know a week
ahead of time so that I can request help from Admission. Otherwise, CIE is usually a good bet.
Coach Ratings:
 Now handled in Front Rush at any time under Priority Level in the General tab…the sooner the
better. Please make sure they’re in for anyone who applies.
 Viewed by Admission counselors to indicate how important a recruit is to your program.
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Priority Levels are as follows:
 4 = Game Changer
 3 = Immediate Contributor
 2 = Depth Player
 1 = Tryout Player
 0 = No Rating
Items Carole can assist you with:
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Roster additions/deletions
Setting up recruiting events or visits
Items for visits (folders, itinerary, meal tickets, etc.)
Supplies for on-the-road recruiting
General help/maintenance in Front Rush
Introduction letter to prospective recruits
Revisions to your information sheet
Coach ratings
Game contracts and revisions (once Erin has approved)
Waiver of transportation forms for your team members
Athletic awards
Special requests for k-cup orders 
Expectations of Coaches
1.
Know and understand the mission of the College
2.
Be Mindful
a. Always present Athletics in a professional/positive way
b. Do things the right way – ask questions if you are unsure
c. Keep your frustrations “in house”
d. When you have an opportunity to share things with others on campus, remember you represent
the Athletics Department and your team
3.
Be a united group (athletic staff) – support all athletes, coaches, and support staff - on and off the field
a. If you have a concern with a colleague, approach that person directly
b. Get involved with campus events/activities – find out things your team members (and other
team members) are involved in and show support
c. If you see an athlete misbehaving, talk to the SA’s coach
d. Work together to solve problems – find solutions
4.
Be passionate about your sport
a. Look for opportunities to grow personally and professionally
5.
Understand the big picture
a. Academics - students first – they should pursue desired academic interests
b. Athletics – teach the values of teamwork, leadership, hard work and commitment
c. Students should have the opportunity to fully experience many areas/offerings of the College
6.
Recruit high academic, high impact players
a. Be honest about their ability to contribute
b. Never promise a starting position or pre-determined amount of playing time
c. If families have FA questions, refer them to the FA Office or our Athletic Liaison
d. Encourage overnight visits for your prospective SA’s
e. Devise rules related to your team members hosting recruits (alcohol consumption, escorting
place to place)
f. Cut policy (be clear about expectations, timing, and procedures)
7.
Devise team rules/expectations and give to team members, staff, and parents
a. Focus on educating the student-athletes – help them learn to make good, thoughtful decisions
b. Remind them that they represent themselves, their families, and their team
8.
Be available and accessible to team members, parents, recruits, and administrators
9.
Look to get involved with things on campus
a. Events involving alumni/recruiting/inauguration
b. COSA Day/staff assembly/coffee breaks/FAR Happy Hour
c. Other committees
10. Always remember – everything you do is about “them”, the student athletes. They have only 4 years to
compete – make each year a great year for your team members and your staff!
Coaches’ Collateral Duties 2016-17
Kevin Small
Jamie Steele
Pete Gallagher
Janelle Benner
Sam Campo
Katie Hagan
Mark Feinberg
Keith Cappo
Stan Exeter
Margaret White
Jeff Schepers
Matt McGuriman
Shane Eachus
Keith Hack
Rob Quigley
Anthony Caljean
Assistant AD
Excused for 16-17
Special meals
Banner updates, new flags, signage
Awards Ceremony (work with Carole, order books, set up)
Safety Committee/ Environmental Health & Safety liaison
Teach HEP classes
Career Professional Development (CPD) Liaison
FrontRush contact/support person
SAAC and guest speaker
Trophy and plaque updates
Aquatics
Extra game management
Extra game management
Extra game management
Extra game management
*Game Management:
All (full time) coaches also have game management responsibilities (6-7 events per year).
Centennial Conference Legislative changes – 2015-16
Pre-Season & Start Dates
Basketball: Allow the Conference to adopt the NCAA Division III starting date of October 15 for on-court
basketball practice sessions for men and women. This is permissive legislation that allows members to
begin October 15 or later if desired.
Wrestling: An institution shall not engage in its first date of competition (match, exhibition or
scrimmage) against outside competition before November 1.
Lacrosse: An institution shall limit its total playing schedule to 17 dates of competition, including one
allowable preseason scrimmage during the preseason practice period.
Swimming: An institution shall not engage in its first date of competition (contest or scrimmage) against
outside competition before October 25. If October 25 falls on a Sunday, the preceding Saturday is
permissible as the first date of competition with no prohibition for competition during the ensuing
week. If October 25 falls on a Monday through Friday, teams may compete on the previous weekend in
lieu of competition during that week. Teams that utilize this option are prohibited from scheduling a
game or scrimmage during the following weekdays (Monday-Friday).
Championship Issues
All Sports: the Conference Office shall assume responsibility for paying tournament officials.
Baseball: Reduce batting practice time for Game 3 to accommodate teams traveling on game day.
Golf (M/W): Pairings for the first round of the championship will be based on the previous year’s finish.
The first wave will consist of teams that finished 4-5-6-7, while the second wave will consist of team that
finished 1-2-3.
Golf (M/W): Allow teams to reorder lineups as desired for second and third rounds of the
championship.
Lacrosse (W): The following rotation will be used to assign officials for the Centennial championship
tournament – 2017: Roberta Butler, 2018: Fran Trumbo.
Softball: Seeds 1 and 4 will play the first game on the first day of the championship tournament.
Tennis (M/W): In order to participate in the Conference championship tournament, a player must be
listed in the lineup submitted to the Conference Office prior to the start.
Track and Field: The distance medley relay will be contested on the first day of the indoor
championship.
Track and Field: The hammer throw will be added as a scoring event at the outdoor championship,
provided a throwing cage is available in close proximity to the championship site.
Film Exchange
Basketball (M): All teams are responsible for making all of the above games available within two hours
at the end of a home game.
Basketball (W): All teams are responsible for making all of the above games available by 10 a.m. the day
following the game.
Basketball (W): Teams are no longer required to provide a post-game DVD.
Basketball (W): Teams shall provide access to “Tip-Off” tournament (first weekend of the season) by 10
a.m. on Monday.
Field Hockey: Open video exchange.
Lacrosse (M): Open platform policy for exchange where all games (not just Centennial games) are
accessible for all Conference teams.
Miscellaneous
Football: Top two teams from the Conference that do not qualify for the NCAA tournament will play
same from Middle Atlantic Conference in Centennial-MAC Bowl Series.
Wrestling: Amend Section VII-Awards by striking A-1, A-2 and A-3 as they are copied from team sports
voting procedures.
Swimming: Conference meeting shall be conducted over conference call.
Field Hockey: The home team shall supply 75 balls at the start of the designated warm-up time.
Administrative Responsibilities
Laura
1. Budget & Salaries
2. HR- Staffing/Hiring
3. Student and/or parent concerns
4. Performance management (evals)
5. Facilities - planning, purchases
6. Athletic Training
7. Outside groups (rentals, contracts)
8. Athletic Operations (Kip and crew)
9. Dining Services
10. IT liaison (frontrush)
11. Facilities Services liaison
12. Cleaning Services
13. Athletic Logos/vendors
14. Personnel problems
Cabinet
Faculty/staff advisory committee
Hall of Fame Committee
Inauguration
Homecoming
Various search committees
Athletic Senior Staff (weekly)
Chair ABC (Athletic Fundraising)
2015-16 Centennial Conf Delegates chair
NCAA
Retention Advisory Group
Summer Burst Project
Erin
1. Game & Practice Scheduling
2. Facility Scheduling
3. NCAA Compliance
a. Recruiting & Transfers
b. Playing seasons
c. Student-Athlete eligibility
4. Residence Life Liaison (behavior issues, August check in)
5. Academics
6. Reporting (EADA, other)
7. Hall of Fame -organization/database
8. Athletic Manual Updates
9. In-service planning
10. Workshop planning
11. Dining service - pre-season logistics
Staff Evaluation
Monday morning Res Life Meeting
Academic Probation meetings
ABC Committee
Centennial Conference Meetings
NCAA
Project Task Force
Kathy Wright
Kevin Small
Helps with oversight of SMC
Game management calendar
Hires all AT's for fundraisers
Co-chair for search committees
Intramurals
ABC Committee
ABC committee
Oversee SAPQ process - all teams
SAAC
Fitness Center & Strength and Conditioning: INTRODUCTION
Eric—Dana—Paul—H.E.P. students
SCHEDULES
 Several meetings throughout the year with each coach to discuss team goals/program
updates/concerns.
 Please send a copy of your team’s availability (based on class schedule) for each semester using
the format below. In excel make each day (M-F) a tab on the bottom of the sheet
time
6:30
7:00
7:30
8:00
8:30
9:00
9:30
10:00
10:30
11:00
11:30
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Player#1
Player#2
Player #3
Player #4
Player #5
Updated rosters in an excel sheet, please indicate graduation year for each player. I will comply
baseline and performance data for every player year-to-year
Scheduling time in the weight room will be based on the following criteria:
o Training season (In-season, In-season Non-traditional, Pre-season, off season)
o Team size
o Consistency and attendance
Master calendar/schedule will be visible to all coaches *outlook*
Scheduled workouts will be between 6:00am-3:30pm. Drop-in times will be available for any
athlete unable to attend their team time, although drop-in times and available slots my change
week-to-week
PROGRAMS
 Coordinate with Head Coaches and work around competitions and practice schedules
 Expectations vs. Reality----Progressions and Regressions
 Baseline and performance measures
 Progressive in nature so attendance and adherence is crucial. This message needs to come from
all angles (SMC, S+C, Head Coaches, Captains)
FACILITY/EQUIPMENT
 Please inventory all small accessory equipment.
o Share equipment
 DB project
 Desk
 Waivers/Par-Q