Sports Administrators
Western State Colorado University Department of
Intercollegiate Athletics Policies, Procedures and Plans (3P) Manual Section: Sports Administrators Last revised and updated and revised August 11, 2016
Sports Administrators Duties The duties of the Sports Administrator shall be to serve and the steward their assigned team(s) through many of the day-to-day needs of the program. These day-to-day needs include but are not limited to: 1. Individual and team travel needs a. Scheduling of travel b. Travel authorizations c. Travel advances d. Travel reconciliations 2. Monitoring of practice and contest schedules 3. Budget monitoring 4. Purchase approval a. Purchase preauthorizations 5. Student-athlete welfare monitoring a. Mental health b. Program satisfaction concerns 6. Student-athlete conduct and discipline monitoring a. On and off campus conduct issues b. 7. Leave reports a. Leave report signatory 8. Recruiting monitoring a. Approval of official / unofficial visits 9. Student-athlete engagement monitoring a. Campus involvement b. Community involvement 10. Initial complaint administrator a. Student-athlete complaints b. Parent complaints c. Faculty / Staff complaints d. Additional complaints 11. Camp monitor a. Preliminary approval of camp dates b. Preliminary approval of promotional material c. Preliminary approval of camp reports
Assignment On an annual basis the Associate Athletics Director for Internal Operations and Compliance (AADIOC), the Associate Athletics Director for Development (AADD) and the Director of Athletics (AD) shall be assigned to a group of head coaches and sports to serve as the “Sports
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Administrator” for those respective individuals and teams. All head coaches will have a Sports Administrator assigned to them. These assignments shall be made by the AD in consultation with the AADIOC and the AADD. Current Sport Administrator Assignments for the 2016-17 academic year (as of 8/11/16). Katie Congdon, AADD:
Women’s Soccer (Fall Sport) Men’s Basketball (Winter Sport) Women’s Swimming & Diving (Winter Sport)
Women’s Volleyball (Fall Sport) Football (Fall Sport) Women’s Basketball (Winter Sport)
Men’s and Women’s Cross Country (Fall Sport) Wrestling (Winter Sport) Men’s and Women’s Track & Field (Winter & Spring Sport)
Kimberly Miller, AADIOC:
Jason Carmichael, AD:
Sports Administrator & Head Coach Standing Meetings Each head coach shall meet with their sport administrator weekly on Tuesday for an approximate 30 minute time block at a designated time between 9 AM and noon. During these meetings the following topics (at a minimum) shall be covered each week: 1. Current budget status 2. Recruiting updates, including future official / unofficial visits 3. Review of recent department requests / updates, including daily department emails, etc. 4. Discussion of student-athlete welfare, including any student-athlete “bad behavior” conduct concerns as well as any suspected mental health issues or existing medical issues. 5. Any upcoming travel 6. Engagement updates (e.g., community service, etc.) 7. Upcoming needs for coaches.
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Sports Administrators will provide the AD an oral summary of their meetings with their respective head coach(es) on Wednesday (or sooner) of each week.
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Intercollegiate Athletics Policies, Procedures and Plans (3P) Manual Section: Sports Administrators Last revised and updated and revised August 11, 2016
Sports Administrators Duties The duties of the Sports Administrator shall be to serve and the steward their assigned team(s) through many of the day-to-day needs of the program. These day-to-day needs include but are not limited to: 1. Individual and team travel needs a. Scheduling of travel b. Travel authorizations c. Travel advances d. Travel reconciliations 2. Monitoring of practice and contest schedules 3. Budget monitoring 4. Purchase approval a. Purchase preauthorizations 5. Student-athlete welfare monitoring a. Mental health b. Program satisfaction concerns 6. Student-athlete conduct and discipline monitoring a. On and off campus conduct issues b. 7. Leave reports a. Leave report signatory 8. Recruiting monitoring a. Approval of official / unofficial visits 9. Student-athlete engagement monitoring a. Campus involvement b. Community involvement 10. Initial complaint administrator a. Student-athlete complaints b. Parent complaints c. Faculty / Staff complaints d. Additional complaints 11. Camp monitor a. Preliminary approval of camp dates b. Preliminary approval of promotional material c. Preliminary approval of camp reports
Assignment On an annual basis the Associate Athletics Director for Internal Operations and Compliance (AADIOC), the Associate Athletics Director for Development (AADD) and the Director of Athletics (AD) shall be assigned to a group of head coaches and sports to serve as the “Sports
2
Administrator” for those respective individuals and teams. All head coaches will have a Sports Administrator assigned to them. These assignments shall be made by the AD in consultation with the AADIOC and the AADD. Current Sport Administrator Assignments for the 2016-17 academic year (as of 8/11/16). Katie Congdon, AADD:
Women’s Soccer (Fall Sport) Men’s Basketball (Winter Sport) Women’s Swimming & Diving (Winter Sport)
Women’s Volleyball (Fall Sport) Football (Fall Sport) Women’s Basketball (Winter Sport)
Men’s and Women’s Cross Country (Fall Sport) Wrestling (Winter Sport) Men’s and Women’s Track & Field (Winter & Spring Sport)
Kimberly Miller, AADIOC:
Jason Carmichael, AD:
Sports Administrator & Head Coach Standing Meetings Each head coach shall meet with their sport administrator weekly on Tuesday for an approximate 30 minute time block at a designated time between 9 AM and noon. During these meetings the following topics (at a minimum) shall be covered each week: 1. Current budget status 2. Recruiting updates, including future official / unofficial visits 3. Review of recent department requests / updates, including daily department emails, etc. 4. Discussion of student-athlete welfare, including any student-athlete “bad behavior” conduct concerns as well as any suspected mental health issues or existing medical issues. 5. Any upcoming travel 6. Engagement updates (e.g., community service, etc.) 7. Upcoming needs for coaches.
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Sports Administrators will provide the AD an oral summary of their meetings with their respective head coach(es) on Wednesday (or sooner) of each week.
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