Guide to Writing Your Athletic Department Report/Overview Distributed by the NJCAA to Member Colleges October 2006
TABLE OF CONTENTS Overview of Athletic Programs...4 Athletic Department Staff...5 Athletic Programs Sponsored...6 Coaching Staff Breakdown...7 Student-Athlete Breakdown...8 Win/Loss Records for Previous Year...9 Grade Point Averages for Student-Athletes...10 Student Athlete GPA Since 1996-97...11 Transfer/Graduation Data...12 Athletics Cost Analysis...13 Cost-Benefit Analysis Summary...14 Accomplishments, Strengths and Weaknesses...15 Specific Sport Income/Expense Report...16-18
You should begin the report with a good introduction or summary of your athletic programs. Community College A Summary of Athletic Programs 2006-07 The following is an example of a typical overview. Community College A believes athletics provides an unique contribution to the overall College curriculum in that it promotes growth, an awareness towards leadership, character, physical fitness, the importance for life-long participation in physical activity, and enhances the total development and the higher education experience for those who engage in the sports and activities provided. The College supports the need for encouraging the development of programs for the highly skilled student athlete and will promote a variety of programs, support services and activities, which are necessary to meet the needs of these student-athletes. The College is supportive and complies with the regulations of Title IX, offering equal opportunity for all student athletes. It is the philosophy of the College to strive to maintain the optimum level of teaching and support from the community, Board of Trustees, administration, faculties, staff and students. The implementation of the Code of Conduct and expectation of high academic and behavioral standards, contributes to an athletic experience of dignity and excellence. It is with this basic philosophy of purpose that Community College A operates to best accomplish and fulfill the goals of wholesome and desirable experiences for all participants as well as to offer the opportunity for student athletes of the College to reach and fulfill their full athletic and academic potential. 3
List all the positions in your athletic department. Info on this page is an example only. Community College A Staff & Coaches Athletic Director Sports Information Director Two Athletic Trainers Coaching Staff Men s Programs Head Baseball Coach 2 Assistants Head Basketball Coach 2 Assistants Head Cross Country Coach 1 Assistant Head Football Coach 8 Assistants Head Golf Coach Head Soccer Coach 2 Assistants Head Track & Field Coach 3 Assistants Women s Programs Head Basketball Coach 2 Assistants Head Cross Country Coach 1 Assistant Head Golf Coach Head Soccer Coach 2 Assistants Head Softball Coach 2 Assistants Head Track & Field Coach 3 Assistants Head Volleyball Coach 1 Assistant Head Wrestling Coach 1 Assistants 4
Athletic Programs at Community College A In this section list all the intercollegiate athletic programs that your school offers as well as any activities that are supported by the athletic department i.e. Rodeo, Dance Team, Spirit Squad, etc. Men s Programs Baseball Basketball Cross Country Football Golf Soccer Track & Field Wrestling Activity Rodeo Women s Programs Basketball Cross Country Golf Soccer Softball Track & Field Volleyball Activities Dance Line Rodeo Spirit Squad 5
Coaching Staff at Community College A Breakdown your coaching staffs via the criteria below. The statistics below are examples only. Men s Athletics Baseball Basketball Cross Country Football Golf Rodeo Soccer Track & Field Wrestling Total FT Employees PT Employees Male Female Male Female Male Female Women s Athletics Basketball Cross Country Golf Football Soccer Softball Track & Field Wrestling Total FT Employees PT Employees Male Female Male Female Male Female 6
Origin of Student-Athletes Use this section to show where your student-athletes are from including student-athletes from your home district or area, state, out-of-state and international. Info below is just an example. Sport District (Area) Out of District Out-of-state International Total Baseball Basketball (Men) Basketball (Women) Cross Country (Men) Cross Country (Women) Dance Line* Football Golf (Men) Golf (Women) Rodeo* Soccer (Men) Soccer (Women) Softball Spirit Squad* Track & Field (Men) Track & Field (Women) Volleyball Wrestling Total * These activities/sports are not sponsored by the NJCAA. However, they are included in the above report as an example for those member colleges that finance such activities/sports. 7
2005-06 Win - Loss - Tie by Sport Use this section to highlight the past year of your athletic programs. Info below are examples. Sport Win Loss/Tie Baseball Basketball (Men) Basketball (Women) Football Golf (Men) Golf (Women) Soccer (Men) Soccer (Women) Softball Volleyball Wrestling 8
Grade Point Averages for Student-Athletes Fall/Spring 2005-06 Use this section to show how your student-athletes fared in the classroom. Be sure to include overall student- athlete GPA and the overall student GPA for the college. Info below is just an example. Sport # of Students Fall Spring Average Baseball Basketball (Men) Basketball (Women) Cross Country (Men) Cross Country (Women) Dance Line Football Golf (Men) Golf (Women) Rodeo Soccer (Men) Soccer (Women) Softball Spirit Squad Track & Field (Men) Track & Field (Women) Volleyball Wrestling 2005-06 Overall Student-Athlete GPA: 2.76 2005-06 Overall Student GPA: 2.59 9
Overall Community College A Student-Athlete GPA 1997-2006 Use this section to show the historical GPA of your student-athletes. Information below is just an example. 2.85 2.8 2.75 2.7 2.65 2.6 2.66 2.75 2.76 2.82 2.82 2.74 2.81 2.58 2.7 2.59 2.55 2.5 2.45 1996-97 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 Number of Student Athletes at Community College A Since 1997 700 600 500 400 300 200 194 312 290 301 301 350 370 400 485 600 100 0 1996-97 1997-98 1998-99 1999-00 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 10
Transfer/Graduation Data For Student Athletes Who Have Separated From The Institution Use this section to break down the statistics of each program regarding retention, graduation and transfers. Sport 1st Year Student 2nd Year Student Left the program Graduated Intend to Transfer to 4-year institution Returned but did Not Participate Baseball Basketball (Men) Basketball (Women) Cross Country (Men) Cross Country (Women) Dance Line Football Golf (Men) Golf (Women) Rodeo Soccer (Men) Soccer (Women) Softball Spirit Squad Track & Field (Men) Track & Field (Women) Volleyball Wrestling Total Athletes 11
Example of an Athletics Cost Analysis Report *Salary Costs: Athletic Director Assistant Athletic Director Athletic Coaches Athletic Trainers TOTAL *Fringe benefits should not be included in this figure. ADDITIONAL COSTS: General Supplies/Training Memberships Rental (football stadium, water softener) Equipment Repair Bus Transportation (Driver) Officials Meals/Lodging/Travel Entry Fees Awards/Banquet (Athletic Reserve) Scholarships Miscellaneous TOTAL Costs not included in above figures: Travel costs using district vehicles Cost of utilities to maintain facilities Cost of maintenance & operations personnel/ wages for facility maintenance SUMMARY OF COSTS: Salaries Additional costs for operations GRAND TOTAL INCOME SUMMARY: FTE Income Tuition from non-scholarship players Gate receipts; concessions; fund-raisers; booster club; etc. Gift TOTAL INCOME
Cost-Benefit Analysis Summary 13
List your accomplishments, strengths and weaknesses to give a good overview of athletics at your school. Community College A Accomplishments ## NJCAA National Championship Teams ## Region # Championship Teams ## Individual NJCAA Champions ## Individual Region Champions ## Top 10 Finishes at NJCAA Tournament ## Ranked Teams ## National Coach of the Year award ## Regional Coach of the Year award ## NJCAA First-Team All-Americans ## NJCAA Second-Team All-Americans ## NJCAA Honorable Mention All-Americans ## All-Region Athletes ## NJCAA Academic All-Americans ## Academic All-Region Student-Athletes ## NJCAA Athlete of the Week Honors ## Fans that attended Community College A Athletic Events ## Community College A sports camps held each year ## Student-Athletes that graduated with Associates Degree ## Student-Athletes that successfully transferred to four-year colleges. ## Former Community College A student-athletes currently competing in professional sports. ## Community College A events broadcasted on KNJCAA Radio this year. Strengths of the Program - Random alcohol and drug testing* - Academic support services - Strict code of conduct - Athletics success has increased exposure of the college - Strong administrative/faculty/staff support - Dedicated and involved booster club - Improved weight room and training facilities - Two full-time athletic trainers Weaknesses of Program - Bleachers in Community College A stadium need repair/replaced - Limited storage - Additional staff for eligibility/compliance cases *If your college finances a random alcohol and drug testing program a report detailing how many athletes were tested and their results may be suitable for this report. 14
The following three pages are an example of a breakdown of a specific sport at Community College A. This type of synopsis needs to be done for each sport and activity offered by the school. BASEBALL Info on the following pages are an example. Community College A Baseball 2005-06 Season Record Region finish National Ranking Retention Statistics Number of student-athletes on first-day of practice Number of student-athletes enrolled during Fall semester Number of student-athletes enrolled Spring semester Number of student-athletes completed the athletic season Number of student-athletes from Community College A district/area Number of student-athletes of in-state Number of student-athletes from out-of-state Number of student-athletes from out-of-country Special Team Accomplishments - Region 1? Champions - District? Champions - Juco World Series Participants - First 40-win season in school history - Four All-Region Players - One NJCAA All-American - Three NJCAA Academic All-Americans - 3.05 Team GPA Special Accomplishments of Coaching Staff - Region? & District Coach of the Year - Speaker at ABC Conference in Wichita, Kan. 2006-07 Team Goals - NJCAA Championship - Team GPA 3.5+ 15
Baseball Income & Expense Item Supplies Equipment Officials Entry Fees Meals/Lodging/Travel Scholarships Coaches Salaries TOTAL EXPENSES Direct Income* Indirect Income** Expense/Income *Examples of Direct Income: Gate fees, special events, fund-raisers, camps, etc. ** Examples of Indirect Income: Room & Board (# of Athletes in Residence Halls x cost) Tuition Revenue (# Athletes x hours taken x cost per credit) 16
Baseball GPA Since 1999-2000 3.5 3 GPA 2.5 2 1.5 1 Fall Spring Average 0.5 0 1999-00 2000-01 2001-02 2002-03 2003-04 2004-05 2005-06 17