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Shepherd University
Recreation and Leisure Studies, Sports Marketing
Final Report
Field Work:

Shepherd University Womens Soccer
&
Shepherd University Athletics











Kelsey Eagan
RECR 350
Professor Barnett
December 6, 2013


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Table of Contents
Page 1: Title Page
Page 2: Table of Contents
Page 3: Organization
Page 4: Organization Continued
Page 5: Organization Chart of total Agency
Page 6: Administration
Page 7: Administration Continued
Page 8: Percentages of Shepherd University Womens soccer team funds
Page 9: Policies and Procedures
Page 10: Blogging Website
Page 11: Programs & Participants
Page 12: Shepherd University Womens Soccer Schedule
Page 13: Staffing Patterns
Page 14: Job Description
Page 15: Job Description Continued
Page 16: Forms
Page 17: Time sheet








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Part I: Organization
1. Does the agency have a stated philosophy and objectives? If so, what are they?

On a part of our womens soccer team, our philosophy is to achieve greatness and
accomplish our goal, to win our conference, and to win the championship. But
doing so, it is important that we stay together as a team and help each other out
when in need.
On a part of the Shepherd University athletic department:
At Shepherd University, athletes shall be treated as all other students in
reference to admissions, scholarships, and programs of study, part-time
employment, eligibility, and participation in activities representing the University.
Shepherd University provides opportunity to all prospective and current members
of the student body, faculty, and staff on the basis of individual qualifications and
merit without regard to race, sex, sexual preference, religion, age, national
origin, or disability.
- Shepherd University Hand book

The purposes of the University's Athletic Program are to:

provide friendly competition and cooperation with other colleges and
universities.

develop the physical, mental, emotional, social and moral well-being of each
participant.

stimulate participants to a high caliber of citizenship.

furnish recreational value to University students, faculty, and community.

provide practical experiences for careers in coaching and teaching
2. To whom is the department head responsible?

The head of the athletic department is Bj Pumroy. He is primarily responsible for
all of the athletes and the athletic program here at Shepherd University. There is
also three assistant athletic directors:
-Aaron Ryan: Assistant Athletic Director for External Affairs
-Joan Pope: Assistant Athletic Director
-Melanie Ford: Assistant Athletic Director
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Although, the head of the womens soccer team is Jonathan Thayil whom is
assisted by Dustin Robins. These are the directors that I have worked directly for.
3. Draw an organizational chart of the total agency which reflects the following: The Key
administrative position, including full time and part time, and where I fit into the
organization:

See chart on page 5
I fit into the organization as more of an unpaid assistant. I was also the team
captain so I would help out the coaches with the reviewing of film, leadership
management, organizational work, and whatever I needed to, to help our team
succeed.
4. Discuss the key relationship between your department and other agency departments:
The key relationship between our department (Shepherd Womens soccer) and the
other departments (Other sporting teams at Shepherd University) would be that as
a whole share the same goals, philosophy, and desire. Each sporting team here at
Shepherd University has some type of motto. For example, the footballs team
motto is Good to Great, Mens soccer teams motto is expect the unexpected
and the womens soccer team had Passion and purpose on the back of our
shirts. All departments expect the same thing from their players and our athletic
director expects the same from all coaches.



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Organizational Chart of the Total Agency:
Key Administrative positions/Full time/Part time























BJ Pumroy:
Head Athletic Director
Jone Pope:
Assistant Athletic
Director
Aaron Ryan:
Assistant Athletic Director of
External Affairs
Melanie Ford:
Assistant Athletic Director
Head &
Assistant
coach
from
Mens and
Womens
Basketball
Head &
Assistant
coach
from
Mens and
womens
Soccer
Head &
Assistant
coach
from
Womens
Lacrosse
Head &
Assistant
coaches
from
football
Head &
Assistant
coaches
from
Mens
golf
Head &
Assistant
coach from
mens and
womens
tennis
Head &
Assistant
coaches of
womens
volleyball
Head &
Assistant
coaches
from
baseball
Head
Coach
from
Cheerlea-
ding
Head & Assistant
coaches from
softball
Managers &
Volunteers
*This is where I fit in
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Part II: Administration
1. Budget and Financial Procedures:
A.) What is the fiscal year for your organization?
July 1
st
- June 30
th

B.) What are the sources of funds? Draw a pie graph of the agency identifying the source
of funds and the percentages of each source.
Our source of funds for the womens soccer team would come from fundraising
and a given school budget. For example, Last year in order to fundraise for out
new warm ups, practice gear, and traveling money we organized a deal with
Sports Illustrated that every subscription that we sold, our soccer team would
receive 20% of the profits. School budget on the other hand, pays our team
$20,000-25,000 which included $800.00 per player for a source of recruitment
scholarship and traveling fees, etc.
See Pie Chart Labeled % of shepherd university womens soccer team funds on
page 8.
C.) Draw a pie graph of the agency budget. Identify the major expenditures in
percentages:
Unable to receive information from BJ Pumroy about budget information, but
the agency budget is organized by him.
D.) How is the agency budget prepared? By whom? Who has the final approval?
Unable to receive information about agency budget, but the agency budget (All
sporting information) is prepared by BJ Pumroy and approved by him also.
2. Policies and procedures: See attachment on page 9
A.) How are the policies established? How are changes in the policy made?
Policies written within the womens soccer team are established by our head
coach and assistant coach. If changes are made, it is brought across our captions
notice first, the brought to the attention of our leadership team. This team is a
group of about 6-7, that have some sort of leadership role on the team. We all
agree on the change and communicate it to the rest of the team.
B.) How is policy communicated to staff?
The policies of the NCAA are communicated to our staff (Coaches) by our
athletic director, BJ Pumroy.
3. Public Relations and Marketing:
A.) What methods of public relations are used?
Public Relation methods such as:
-Media Relations on game days (live broadcasting)
-Social Media (Twitter, Facebook, etc.)
-Blogging (Womens Soccer team runs a blog of the season) See attached on page
10
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-Newsletters (Pickett)
-Flyers
-Press Conferences
B.) How are the agency and its programs marketed?
Listed Above
There is a Radio station called WRNR radio you can listen to live games, and
feedback from the games also.
4. Volunteering:
A.) Is there a program utilizing volunteers established by the agency?
Yes, there is a volunteer program utilized by the agency. I was a part of the
agency doing unpaid work for the womens soccer team such as: cleaning protein
shake bottles, getting the field ready before games and practices and before the
field was still under construction I was making sure everything was in the right
places and the goals were installed correctly, etc. These are some examples, of
what future volunteers for our womens soccer team would be completing.
B.) What is the procedure for recruiting volunteers?
There is not much of a procedure or a hiring process that is needed to become a
volunteer. A few times our head coach would ask for volunteers from our parents
to help with traveling thing, and cookouts, etc. But if anyone were to be interested
in volunteering for our agency they would have to have some sort of expertise in
the field that they wanted to help out in whether that is coaching, organizational
things, or time management. Our department could always use volunteers or
managers considering our head coach also is the head coach for the mens
soccer team here at Shepherd University. He has a lot of things to complete on
and off the field and having a manager would take some things off his plate.
C.) Is there a volunteer evaluation process?
No, just making sure some type of knowledge is present.
D.) Is there some type of award ceremony for volunteers?
Yes. If there is a manager that has been with the team for the amount of time of
edibility (4 years) we would include them in the senior day ceremony. The awards
or gifts are decided by the underclass men and coaches.
E.) Can a volunteer be fired, and is so how?
Yes. A colunteer can be fired just like any other employee. They would be fired if
they would betray, steal from us, or break any rules.



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Percentages of Shepherd University Womens soccer team funds:















6%
94%
Sales
Fundraising School Budget
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Policies and procedures Page 8





















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Shepherd University Womens soccer blogging website.



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Part IV Progams:
1. Please attach a copy of the program schedule:
Attached on page 12 is a copy of our 2013 schedule.
2. What programs are offered; Seasonal, Age group, ability levels, special events, etc.
There are multiple programs offered. First, there is the option to our graduated
seniors to participate in the remaining spring semester of their eligibility which
includes, practicing, traveling and scrimmaging. Also, the soccer program offers a
4 day summer camp from the ages of 8-12, male or female to anyone who is
interested. The money we receive from this is accounted in our fundraising
account.
Part IV Participants:
1. How are Participants registered or selected?
There will be flyers around campus and given to us soccer players to give around
to friends and families and there will be a registration the day of the tournament to
get basic information including: Age, Skill Level, Names, In case of emergency
contacts, and home phone number for future camp information.
2. Give a brief description of the social-economic background of the participants.
The social and economic background of our participants can range. There are shy
participants, and this is when you have to be extra personal and friendly, these
children will need some extra attention to be involved. Then, you have to role
model participants, those who are out going and willing to teach others.










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Part V Staffing patterns:
1. Identify the responsible hiring recreation staff:
Our athletic director BJ Pumroy hires the coaching staff (head coaches) but the
head coach of coach sporting team hires the assistant coaches with BJs input. The
head coach uses ADs on the athletic website searching for assistant coaches. The
head coach and BJ both have a meeting and go over the responses deciding who
they would like to offer and extended offer to.
2. What training do recreation or sport employees receive?
Coaches must be CPR Certified (Rule made by NCAA)
Some schools require coaches to have their bachelors degree, USFF license, and
a coaching certificate.
3. Are there job descriptions for the various positions within the department?
Attached on page 14&15 is a job description of an assistant coaching position for
the soccer department here at Shepherd University.
4. What methods of supervision does the staff receive?
From a head coach perspective, they are supervised by the NCAA and our athletic
director BJ. As a volunteers perspective you are under the supervision of coaches,
head and assistant, NCAA, and the athletic director.












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Job Description













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Job description









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Part VI Forms:
1. Purchasing:
The womens soccer team purchases this list of equipment every year:
-Soccer balls
-Pennies
-Recovery Drinks
-Pre Game nutrition drinks
-Goal keeper gloves
-Game socks
-Warm up suits
-Training/Traveling gear
-Recruiting Software
-Team meals
-Video equipment
-Cones and other practice equipment
-Game balls
-Goal nets
-Uniforms (Purchase new ones every 3 years)

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