University of Oklahoma Athletics Department GA Program Handbook

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1 University of Oklahoma Athletics Department GA Program Handbook

2 Welcome to the University of Oklahoma Dear Sooner GAs, The University of Oklahoma celebrates a wonderful tradition of success throughout all of our intercollegiate athletics programs. This history of achievement has been made possible by many coaches, student-athletes, graduate students, staff, administrators, fans, and friends all working together to achieve our mission to inspire champions today and prepare leaders for tomorrow. Joe Castiglione Vice President for Intercollegiate Athletics Programs and Director of Athletics While we are extremely proud of our past successes, we are even more excited about the possibilities for our future. The University of Oklahoma is truly an extraordinary institution known for its academic excellence and strong sense of community. In addition to attracting the top undergraduate and graduate students from across the country for its excellent educational programs and offerings, the University of Oklahoma is also well known for its successful and well respected athletics programs. For students interested in a career in intercollegiate athletics, there is no program that will provide better preparation than the Intercollegiate Athletics Administration program offered by the University of Oklahoma. Not only are Athletics Department GAs offered an opportunity to work with and shadow the best in the field, they also receive a comprehensive education with course offerings on a multitude of different subjects, including but not limited to, NCAA Regulations and Academic Reform, Intercollegiate Athletics Marketing, History of Intercollegiate Athletics and many more. Within the department, GAs are a key component to the success within the department. GAs are a valuable part to each and every staffing decision made within the department and are added to areas where they can not only receive a comprehensive education, but also provide a component of success to an area. We thank you for your interest in becoming a part of the University of Oklahoma department of athletics and wish you the best of luck in your future endeavors! Sincerely, Joe Castiglione Vice President for Intercollegiate Athletics Programs and Director of Athletics 2

3 Table of Contents Page 1. Basic facts, regulations and expectations What is a Graduate Assistantship 7 3. What do I need to do before I begin my assistantship 8 4. What areas have Graduate Assistants 9 5. What are the requirements to obtain and maintain a Graduate Assistantship 9 5. How much do I work each week 9 6. What program must I be enrolled in to be a GA How does my assistantship affect the number of hours in which I must be enrolled Can I hold a part time job while in my assistantship How long can I hold my assistantship What if I have a complaint about my supervisor or department about the work required of me What type of compensation will I receive for the work I perform What additional benefits do I receive What if I need a leave of absence because of Health, family, or other personal issues What if I have questions that aren t answered here 11 3

4 Background of the University of Oklahoma The University of Oklahoma Created by the Oklahoma Territorial Legislature in 1890, the University of Oklahoma is a doctoral degree granting research university serving the educational, cultural, economic and health care needs of the state, region and nation. The Norman campus serves as home to all of the university s academic programs except health-related fields. Both the Norman and the Health Sciences Center colleges offer programs at the Schusterman Center, the site of OU-Tulsa. The OU Health Sciences Center, which is located in Oklahoma City, is one of only four comprehensive academic health centers in the nation with seven professional colleges. OU enrolls almost 30,000 students, has more than 2,000 full-time faculty members, and has 20 colleges offering 152 majors at the baccalaureate level, 160 majors at the master s level, 80 majors at the doctoral level, 38 majors at the first professional level, and 18 graduate certificates. The University s annual operating budget is $1.2 billion. The university of Oklahoma is an equal opportunity institution. Mission Statement of the University of Oklahoma The mission of the University of Oklahoma is to provide the best possible educational experience for our students through excellence in teaching, research and creative activity, and service to the state and society. Mission Statement of the University of Oklahoma Graduate College The mission of the Graduate College is to provide leadership and service to enhance the quality of graduate education, research and creative activity. 4

5 Background of the University of Oklahoma Athletics Department There's Only One Oklahoma The University of Oklahoma is home to one of the most storied athletics programs in the nation. The Sooners boast 26 national championships in men's and women's sports, more than 230 team conference titles and more than 700 All- Americans. OU's Mission The mission of the Oklahoma Athletics Department is to inspire champions today and prepare leaders for tomorrow by providing an excellent environment to enable student-athletes to achieve their highest academic, athletic and personal aspirations. Philosophy The University of Oklahoma Department of Athletics promotes excellence in athletics without compromising excellence in academics or integrity in its commitment to rules or conduct. Student-athletes are encouraged by the coaching and administrative staff to maintain a balance between athletics, academics, and the social aspects of college. The athletic programs strive to create traits that once acquired will carry over and benefit student-athletes in their personal and professional endeavors. OU maintains a tradition of excellence in intercollegiate athletics. The Department of Athletics continues to uphold this tradition by striving to make each athletic team and individual of championship caliber. Its staff members work to instill in student-athletes an appreciation for hard work, perseverance, and pride in accomplishment. It is believed these attributes will be utilized throughout the student-athlete's life. Operating Principles Based on the above philosophy and mission statement, the Department of Athletics operates under the following principles in pursuit of excellence in all endeavors: To support student-athletes in achieving academic, athletic, and personal aspirations through the use of all financial, physical, and human resources. To identify and maintain a coaching staff committed to the best in athletic instruction, program management, support of academic mission, integrity, and possessing the ability to motivate, inspire and support the student-athlete. To sponsor sport programs consistent with the requirements of the NCAA, Big Twelve Conference, and the University of Oklahoma. To produce athletic teams of national championship caliber engendering pride to the University and State of Oklahoma. 5

6 Background of the University of Oklahoma Athletics Department Continued To adhere to the letter and spirit of the rules and regulations set forth by the University of Oklahoma, NCAA, The Big Twelve Conference, and all local, state, and federal laws. To adhere to the OU principles of equal opportunity in programs and employment. To provide programs and training for the safety and welfare of all student-athletes, staff, spectators, and others related to Department activities and events. To exercise fiscal responsibility throughout the Athletics Department. To positively and effectively communicate accomplishments, activities, and events that engages our constituents in active participation in response to our programs. To provide the opportunity and encourage service to the community. To respect and appreciate the variety of constituents who have a stake in the success of our mission. To foster a positive relationship among those who have a stake in the success of our mission to include but are not limited to: Student-Athletes The University Community Alumni (including former Student-Athletes) Fans The Student Body Media Colleagues Parents/Guardians Donors Opponents Staff The Conference Office and Game Officials For more complete information about the University of Oklahoma Athletics Department, visit us at 6

7 I. Welcome As a Graduate Assistant ( GA ), you belong to a unique group within the University of Oklahoma in that you have two basic responsibilities. As a student, you are responsible for fulfilling your own academic goals. As a GA, you are responsible to the athletics department for carrying out your employment functions similarly to how a full time employee in the same area would be required to. It is the Athletics Department s intention to provide you with the means to perform your best as both a student and an employee and to take with you a unique set of skills, preparing you for a future career in University Athletics in whatever department or area you choose. This handbook describes University and Athletics Department policies that will apply to your role as a GA. Your area may also have their own policies regarding eligibility, appointment, enrollment, workload, performance review, and reappointment. The requirements of each department are subject to all basic university policies. You should consult your supervisor for the specific rules, requirements and policies within your department. As a GA, you play an important role in helping OU and the Athletics Department meet their goals. Your supervisors have evaluated their staffing needs and selected GAs to play a specific role. Remember that as you are doing your daily chores. Although you are not a full time employee yet, you are an important part of the area you serve and you should treat the work given to you as integral to the success of the department. II. Facts about the G.A. Program GAs in the University of Oklahoma Athletics Department are generally appointed for two year terms. During that time, you will not only receive an education at one of the finest institutions in the United States, you will also receive valuable athletics department experience from one of the most well-respected athletics departments in the NCAA. GAs are generally appointed to one area to work alongside full time athletics department staff. During the time a GA is at the OU Athletics Department, they will be treated as all other staff members. They will have the same expectations, rules and requirements as other full time, part time and temporary staffers in the area. It is expected that GAs familiarize themselves with those rules and adhere to them. GAs are expected to fulfill any and all requirements put upon them by the supervisor(s) in the area to which they are appointed. Failure to do so may result in the termination of an appointment. Additionally, GAs are expected to attend courses in their selected graduate area and are generally expected to maintain a 3.0 GPA or better during their Assistantship. Being absent from courses regularly because of work commitments is not considered an excused absence and will be frowned upon by both the Graduate College and the Athletics Department and may result in punishment. It is expected that GAs schedule their work around their classes and vice versa to allow for a minimal of absences. If such scheduling becomes problematic, the GA is expected to discuss options with their supervisor. If discussions with the immediate supervisor does not better the situation, the GA is expected to discuss the issue with the Director of H.R. in the Athletics department and/or the head of the Athletics Department GA program. III. What is a Graduate Assistantship A Graduate Assistantship is generally an opportunity to obtain invaluable athletics department experience while also receiving an education that will hopefully prepare you for a future career in Athletics Department Administration, Coaching, and a multitude of other staffing opportunities within College and professional sports and many other areas the experience may lead you. GAs are a valuable part of the departments staffing plan and as such are given a unique opportunity to shadow and learn from the best while also providing valuable assistance to their areas. 7

8 IV. What do I need to Do Before I Begin A. Applying for Admission to Graduate School First and foremost, before being appointed as a GA, you must be accepted into the University of Oklahoma Graduate College. Although there are a number of different degrees and directions a GA may choose to take, Athletics Department GAs generally enroll in either Human Relations or Intercollegiate Athletics Administration. Both programs result in a Masters Degree in Education and both are within the College of Education, Adult and Higher Education. To obtain more information on the degree possibilities, visit the graduate college website at: For more information on Adult and Higher Education (EDAH) visit the College of Education website at: Although admission must occur prior to being appointed as a GA, you may in fact apply to become an athletics department GA prior to admission into the Graduate College. If you are selected, your appointment will be contingent upon your acceptance into the Graduate College. B. Apply for the Desired Assistantship Determine which area you desire to obtain an education. Decide what area in intercollegiate athletics you see yourself working upon completion of your assistantship and degree. If there are a number of areas in which you have interest, or if you are unsure where you desire to work, indicate such on your application and upon selection, you will be appointed to an area. Complete the application provided and return with required additional paperwork to: The OU Department of Athletics G.A. Program Attn: Katie Hoffman OMS 180 W. Brooks Avenue Norman, OK Or, you may return via C. Enrollment Once you are admitted to the Graduate College you should enroll in classes. Reme mber that courses fill up quickly and may in fact be full by the time you are admitted to the college. You will want to register as soon as possible for your courses. Also remember when enrolling in classes to think about your area s busy times. Are you working in an area that will be extremely busy during the fall with football, basketball and other sports (i.e., the ticket office), or are you working in an area that is busy in the Spring but not so busy during the fall (i.e., baseball and softball), take those issues into consideration when planning your schedule. If you are in an area that you know is busy during one semester but may be less busy during another, plan accordingly, try to take more classes during the time when your work demands are less. This will alleviate stress for you as well as your supervisor and may provide you a more pleasant all around experience. If you have issues getting into classes, or a particular class you want is full, try to your professor and express your interest, or go visit that professor. Also, if a course you want is full, look for an alternative, but always place yourself on the wait list, because you never know what may come available. D. Paperwork Because you will be paid a monthly stipend, and will be considered an employee of the University, you will need to complete the New Employee Paperwork. This paperwork includes all tax forms (as required by state and federal law) and various other documents required by the University. This paperwork can be completed by you ahead of time, but must be taken to the Director of HR in the Athletics Department within three (3) days of the start of your employment. When you bring the paperwork in, you should also plan on bringing two forms of identification such as a passport, a driver s license, a social security card, etc. This will need to be completed before you can receive any pay. 8

9 V. What areas have Graduate Assistantships Most areas within the Athletics Department do have Graduate Assistantships. Many of the areas have multiple Assistants each year. Additionally, nearly all athletics teams do have GAs, or are allowed to have a GA. The NCAA specifically regulates Graduate Assistantships in conjunction with Football (who can have only two (2) GAs per year) and Women s Rowing (who can have only one (1) GA per year). Many areas have specific qualifications that they are looking for and/or experience of some type in that area, whether if be prior work experience in the field within intercollegiate athletics or an undergraduate major that specifically prepared the assistant for that position. If there are such requirements, the application for that assistantship will indicate such. VI. Requirements to Obtain and Maintain a Graduate Assistantship The University of Oklahoma Athletics Department is widely recognized among the best across the nation. As such, the positions within the GA program are highly sought after and competitive. If you are considering an assistantship straight out of your undergraduate education, it is suggested that you either take a student position, or obtain some experience while obtaining your undergraduate degree. Experience does not necessarily come directly from working in the area to which you aspire, but can be obtained in a number of different ways. GAs will likely undergo either an in-person or a telephonic interview (depending upon their locale), similar to what would be required of other full time staff members. Once appointed, GAs are required to conduct themselves in a manner befitting that of a full time employee in the Athletics Department. Lewd conduct, particularly with a student-athlete will not be tolerated. Additionally, alcohol related offenses will be grounds for dismissal, as will actions that would bring embarrassment to the University should it be discovered you are an employee. Activities that shine a negative light upon the department will not be tolerated. Remember first and foremost That no matter where you are, you are a representative of the University of Oklahoma and you must conduct yourself in a manner befitting such a role. Additionally, it is expected that Athletics Department GAs maintain a GPA of 3.0 or greater during their appointment. Should your standing fall below that, expect that the Graduate College, as well as the Director of the Athletics Department GA program will be monitoring you. If you have a personal issue and feel that you cannot, for some reason live up to these expectations, please see the Director of the Athletics Department GA program and solutions will be determined. VII. Work Requirements GAs in the Athletics Department are asked to work 30 hours per week during the academic year. On average, GAs are required to work 20 hours per week for a full year. In the Athletics Department, because the needs for most areas are heavy during the academic year, during that time, we ask that GAs work 30 hours per week most weeks. During the summer, the GA may have additional time off and/or may receive additional hourly pay if they are allowed to and choose to work. Summer work is not guaranteed and you should speak with your supervisor about the area s policy prior to the summer session so you may plan accordingly. In most areas, GAs will receive vacation when the general student body does (for example, the university is closed Wednesday, Thursday and Friday of Thanksgiving, GAs in most areas will also be given that time off). However, this may not be the case in your area, so be sure to speak with your direct supervisor prior to making any plans. Due to the nature of the work and time demands in some areas, the GAs in those areas are provided a larger stipend. This is something that is done on a case by case basis and will be informed to you by your immediate supervisor. 9

10 VIII. What Program Must I be Enrolled In You must be enrolled in the Graduate College at the University of Oklahoma to be an Athletics Department GA. However, there are a number of options that you may take depending on your interests. Generally, Athletics Department GAs are enrolled in either the Intercollegiate Athletics Administration (IAA) program or the Human Relations program. Both programs are a part of the College of Education and are within the Adult and Higher Education curriculum. There are other graduate programs with which you may apply, but you must be careful, the above referenced programs were designed to coincide with an assistantship and the classes are planned accordingly (in the evenings and on the weekends). IX. How Many Hours Do I Need to be Enrolled In Regardless of the program with which an assistant enrolls, GAs must maintain a full time student status during their assistantship. Students in the Intercollegiate Athletics Administration program are required to maintain a schedule of six (6) credit hours per semester, although most students take nine (9) per semester. To graduate, a student in the Human Relations and IAA program must complete thirty-six (36) credit hours. Generally, students complete this requirement in 2 years (4 semesters). However, other degrees and majors may have different requirements, so be sure to understand what is required of you by your school. X. Can I Hold A Part Time Job while working as a GA Some GAs find their stipend insufficient and desire an additional part time job for excess income. This is acceptable as long as such part time work does not interfere with your assistantship requirements. Before assuming any part time jobs, evaluate your work and educational requirements and speak with your supervisor. XI. How Long Can I Hold My Assistantship Generally, a GA is appointed for two years. However, in certain cases, a graduate Assistantship may run longer than that. If it is intended that you go longer than two years, your direct supervisor will address this request with you, and will also discuss the intent with the Athletics Department Director of Human Resources. Remember that an assistantship appointment is not guaranteed and may be revoked at any time. XII. What if I have a Complaint about My Supervisor or Department Try to work any and all disagreements out with your area supervisor first. If that is impossible, for any reason, or if you do not feel comfortable doing so, come speak with the Athletics Department Director of Human Resources, Katie Hoffman. If, for some reason, that individual is unavailable, you may always seek counsel from the OU department of HR. XIII. Compensation In addition to a tuition waiver, covering full tuition, you will receive a monthly stipend for the work performed for the Athletics Department. The amount of stipend changes and will be shared with you upon the offering of your GA position. XIV. Additional Benefits In addition to your tuition waiver and stipend, as an Athletics Department GA, you are entitled to a number of additional benefits. With your Graduate Assistantship you are entitled to a fully paid health insurance plan (no premium will be deducted from your paycheck for the plan). Additionally, as athletics department GAs/employees of the athletics department, you are entitled to one compensated football ticket per home game. Additionally, you may purchase extra tickets for each home game, and occasionally for away games as well. 10

11 XV. Personal Leave Time As a GA, you do not receive sick leave accruals as normal, full time employees at the University of Oklahoma do. However, the department does recognize that illness occur and tragedies happen that are out of our control. If a GA finds him or herself unable to fulfill their duties for any length of time, it is recommended that they speak with their direct supervisor as soon as such a situation arises. If this is not possible for any reason, they are asked to speak with the GA program coordinator. It is important to note that leaving the program in mid-semester may affect your tuition bill and you should plan accordingly.. X. Other Question If you have questions or concerns about the University of Oklahoma Athletics Department GA program that were not addressed in this handbook, you may contact the GA Program Coordinator at any time. Her contact information is as follows: Katie Hoffman 180 W. Brooks Ave, Suite 3656 Norman, OK (405) XI. Thank You! We thank you for your interest in our program and hope that you will consider an application to the University of Oklahoma Athletics Department GA Program. Boomer Sooner! 11

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