Annual Report Table of Contents

With the continued association with Nelligan (now Learfield Sports Properties) Sports Marketing, our marketing program continues to evolve into two distinct operations. One is marketing in the sense of program promotion. The other is the sponsorship area. From a marketing standpoint, our annual marketing project planning meeting continues to serve as a master plan development project for the upcoming year. This is of particular importance because every program area is involved with the development of the project calendar and it gives each of our program areas a chance to assess how they can impact the operation of all other program areas. We make a concerted effort at promoting our various programs and facilities. We also are very involved in revenue generation from a marketing standpoint through membership programs. We have more corporate partners than we have ever had before. It will be critical for us to maintain the current relationships given the changes in the University’s sponsorship regulations. This year we completed 49 different marketing projects. The projects included every program area and featured many instances of “cross promotion” that included more than one program area. Marketing has become a cornerstone of our department.

Pageviews – 155939

Duration – 1:45

Page per session – 2.82

Unique Users – 19283
SRC Web Site:
Visits - 24271

Pageviews – 102489

Duration – 1:49

Pages Per Session – 4.22

13. 
    Assessment
    

For the year we completed 31 assessment projects that were included on our annual master plan. Most of our assessment efforts of the year were focused on the decision making process relating to the new SRC. Those decisions impacted every program area and will be critical pieces in the smooth transition to the new center. As such, many of our projects this year were research and discussion based and not traditional assessment tools with a lot of statistical results to show in spreadsheets etc. This does not mean that a significant amount of assessment was not performed, it was just done in a different manner than maybe we have done before. A tremendous amount of assessment was done during the year.

• 
  Document participating students in the Cardinal Covenant program
  
• 
  Strategy meeting: Completed
  
• 
  Planning team: John Smith, David Hatfield, Debby Woodall, Justin Peterson, David Rice
  
• 
  Implementation date: Start of fall semester
  

Given our intentional relationship goals with the Cardinal Covenant program, we need to know exactly which ones of our student staff are in that program. This could make a significant difference in our summer operations as those students will receive priority in receiving summer CWS awards.

• 
  Document releases to the UofL Today email feature
  
• 
  Strategy meeting: Completed
  
• 
  Planning team: Tuesday morning staff meeting staff
  
• 
  Implementation date: Start of fall semester
  

The UofL Today goes to faculty and staff only so it is only applicable to programs that are aimed at that audience. We did promote the group fitness classes, dependent ID program and Faculty/Staff golf outing through the UofL Today. Group fitness and the dependent ID program were done two times each semester.

• 
  Establish capability to capture information from ID system
  
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  Strategy Meeting: Completed
  
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  Planning Team: John Smith, Dale Ramsay, David Hatfield
  
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  Implementation Date: Ongoing
  

We want to be able to capture different pieces of information from our current ID card system. Being able to again capture information on distinct users would be the most beneficial. Ideally, we would like to be able to collect other information such as on/off campus, year in school, gender, ethnicity and more. We have had initial meetings with the Card Office staff and will continue that relationship.

• 
  Keep a log of changes to LED Boards
  
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  Strategy Meeting: Ongoing
  
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  Planning Team: John Smith, Dale Ramsay
  
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  Implementation Date: current
  

We will keep a log of changes to the LED board similar to the one we keep for all web page updates. This will allow us to document to potential advertisers the activity on the board will help to show the useful nature of messages delivered over the board.

• 
  Continue web statistics study
  
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  Strategy Meeting: Ongoing
  
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  Planning Team: John Smith, David Horrar
  
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  Implementation Date: Current
  

We are now utilizing Google Analytics to track hits, page visits, and duration of visits. A pageview is a record of the individual pages someone visited while in our total site. Those records will help us shape the look, feel and function of our page in the future.

• 
  Document the installation of critical updates and virus protection installations
  
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  Strategy Meeting: July 8, 2013
  
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  Planning Team: John Smith, David Rice
  
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  Implementation date: Current
  

We changed our machines to update automatically, which means we no longer maintain a record of the updates. Previously, when updates were released John and David R. would manually come around to each machine in the office to complete the updates. Having them done automatically is safer for the department as it protects the machines during the time that John and David would have been coming around to perform the updates. The important thing is that we did not lose a machine to a virus or preventable problem during the year.

• 
  Consider implementation of Windows 7
  
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  Strategy Meeting: July 8, 2013
  
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  Planning Team: John Smith, David Rice, Dale Ramsay
  
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  Implementation date: Current
  

This was also part of last year’s plan but will continue to be included until Windows 7 becomes the prevalent operating system. When that happens, we may be looking at a mass replacement of machines as many of ours do not support sufficient memory to allow the OS to function properly. Windows 7 may become a required operating system in the near future. Microsoft supports the latest two versions of their operating systems and the XP that we are currently using may not be supported very much longer.

• 
  Implement use of the CSI software platform
  
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  Strategy Meeting: Ongoing
  
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  Planning Team: John Smith, Dale Ramsay, Debby Woodall, Justin Peterson, David Rice
  
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  Implementation Date: December, 2013
  

We plan to implement the use of the CSI comprehensive software platform before the opening of the new SRC. The platform will perform many duties that we still rely on paper and pencil for and will greatly enhance our operation. The implementation of CSI will represent a significant amount of work and a significant learning curve for everyone in our department. Aside from the actual construction of the new SRC, this will probably represent the single most significant change in our department for many years. The system will require a lot of work and cooperation from IT to implement. Being able to use this for a period of months prior to the opening of the new SRC will be a tremendous help to us making that transition.

• 
  Investigate digital monitor systems for the SRC
  
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  Strategy Meeting: Ongoing
  
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  Planning Team: John Smith
  
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  Implementation Date: Opening of the SRC
  

We know we want to utilize a number of digital monitors throughout the new SRC to promote program areas. There are 3 major players in the digital monitor system market. We are currently using Visix but as of now, they do not communicate with other systems to populate room schedule monitors. We are researching Reach and Four Winds to select a system for the new facility.

• 
  Implement Use of iPads for Inspections
  
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  Strategy Meeting: Ongoing
  
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  Planning Team: John Smith, David Hatfield, Debby Woodall
  
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  Implementation Date: Fall 2013 Semester
  

We want to improve the way we document our facility inspections. Currently we do an in-depth inspection every month and those forms are turned into John Smith for documentation. By purchasing a number of iPads, we will be able to develop a daily inspection spread sheet that our managers can use when walking through the centers at opening. Those forms can then be directly uploaded to our Google Docs or Cloud accounts. This will improve our documentation and frequency of inspections.

• 
  Review Campus Tour Scripts
  
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  Strategy Meeting: Completed
  
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  Planning Team: John Smith, Debby Woodall
  
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  Implementation Date: As soon as possible
  

We have become aware that some of the campus tours are giving out inaccurate information. Some of this is about our current operation and some is regarding the new SRC. We have reached out to the department that puts on the tours and offered to provide them with an updated script or review their current script to make sure it is accurate. Providing accurate information about the new SRC is critical and we cannot have official UofL functions such as campus tours giving out anything but accurate information.

• 
  Evaluate needs for SRC instructor staff
  
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  Strategy Meeting: December 2013
  
• 
  Planning Team: Debby Woodall
  
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  Implementation Date: Opening of new SRC
  

We anticipate our group fitness classes will change dramatically with the opening of the new SRC. While they are now largely faculty/staff populated, that will probably change to a more student-oriented base of participants when the fee for the classes is no longer required. The change to a more student-based clientele will also result in the need for not only more but different styles of instructors. We will need to assess the trends in group fitness to determine what staff we will need for the new facility. Classes like zumba and yoga are no doubt going to gain in popularity and we will need to be prepared to offer what is going to be popular.

• 
  Recruit and hire a Graduate Assistant for the fitness area
  
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  Strategy Meeting: Completed
  
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  Planning Team: Debby Woodall, Dale Ramsay
  
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  Implementation Date: Fall 2013
  

With the anticipated growth in the fitness program will come the need for additional staff. We will add one graduate assistant in the area.

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  Assess officials in all sports
  
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  Strategy Meeting, August 16, 2013
  
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  Planning Team: John Smith, Justin Peterson, Designated UGAs
  
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  Implementation Date: Concurrent with start of IM program
  

We want to continue the process of evaluating our officials both for our benefit and theirs. It will help us with training and thus improve the level of officiating for the participants as well as help individual officials improve to the point where they may be able to get some of the community work we have access to.

• 
  Continue to formalize/document Council agendas
  
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  Strategy Meeting: August 6, 2013
  
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  Planning Team: John Smith, Justin Peterson
  
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  Implementation Date: First council meeting
  

Three years ago we began keeping agendas from all council and IM Staff meetings. These are helpful in the event of a problem after the meeting, we can go back to our agenda and document that the topic was covered. It also helps us to document our efforts at building community and our continued efforts at improving sportsmanship. We will continue to formalize our Council agendas and document all topics covered. We also want to continue to include one trait or fundamental and powerful concept from the I2a Critical Thinking initiative.

• 
  Conduct Team Sport Satisfaction surveys for each major team sport
  
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  Planning Meeting: two weeks prior to completion of each regular season
  
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  Strategy Team: John Smith, Justin Peterson, Dale Ramsay
  
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  Implementation Date: Second week prior to playoffs in each sport
  

We have been conducting a written team sport satisfaction tool for a number of years. Results tend to be pretty close to the same from year to year. We usually get some comments on a few of the surveys but have no way to follow up with people on them. Three years ago we changed to a focus group type of setting. At the conclusion of every team sport we will have an open forum discussion that all teams will be invited to attend. A member of the staff not directly associated with the intramural program will serve as the moderator for the meeting so the attendees will feel more open to discuss things that are important to them. We will have a prepared list of talking points. This will allow for a more inclusive setting and promote dialogue rather than limited written responses.

• 
  Conduct Exit Interviews with all UGAs
  
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  Strategy Meeting: Completed
  
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  Planning Team: Justin Peterson, John Smith, Dale Ramsay
  
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  Implementation Date: April, 2013
  

In addition to interviewing for prospective new UGA staff members, we want to begin having a more formal exit interview or year-end evaluation with our UGA staff. These will include not only individual reviews but seek their input into program changes or improvements that can be made, changes in protocol, or just to get their input into the program in general.

• 
  Implement online intramural software package
  
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  Strategy Meeting: Completed
  
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  Planning Team: John Smith, Justin Peterson, Dale Ramsay
  
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  Implementation Date: Start of either fall or spring semester
  

We know we are going to move to an online platform for the intramural phase of our program. We are currently investigating two platforms. Pending which one we end up choosing will determine the implementation date. IT’s ability to create the single sign on required will also impact the implementation date.

• 
  Fee Study
  
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  Planning Meeting: Fall 2013
  
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  Strategy Team: John Smith, David Hatfield, Dale Ramsay
  
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  Implementation Date: Pending opening of new SRC
  

With the new SRC will come a new fee structure for alumni, dependent ID holders, summer validations, sport club federation members, and possibly even faculty and staff. We will need to research and prepare the most appropriate schedule for our campus and program.

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  Continue follow up phone contact with injured participants
  
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  Strategy meeting: Completed
  
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  Planning team: John Smith, Dale Ramsay
  
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  Implementation date: Current
  

Last year we made 135 phone calls to participants who had been injured in our program. Every person who had an injury report filled out received at least one call checking on their condition and offering the department’s assistance. The calls are very good tools for us. They show concern and intent to follow up with our participants. I have talked to many parents when making the calls and the good will we receive from the calls is very significant. From a legal standpoint they are important but more importantly from a moral standpoint they are critical to our department and should be continued with no question.

• 
  Select equipment for the new SRC
  
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  Strategy Meeting: TBD
  
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  Planning Team: John Smith
  
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  Implementation Date: Opening of the new SRC
  

In the new SRC we will have a dedicated medical response room. We will need to select equipment and medical supplies for the room. Comparisons with other university recreational sports departments and acceptance of recommendations for University of Louisville athletic training staff will be included.

• 
  Document all AED inspections
  
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  Strategy meeting: Completed
  
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  Planning team: John Smith
  
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  Implementation date: Completed
  

Per our prescription from the physician that oversees our AED program, all machines must be covered by a warranty that includes inspection by an outside agency. That is in place. When the machines are inspected we receive a written documentation stating the machines are either in compliance with required standards or need a repair done. If a repair is needed, a certificate of compliance is provided when the repair is concluded.

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  Document all staff certifications
  
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  Strategy meeting: July 16, 2013
  
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  Planning team: John Smith
  
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  Implementation date: Current
  

We keep a spreadsheet on every certification issued from our department training classes through the American Red Cross. We also keep the certification sheets turned into the Red Cross for documentation as well. We are able to provide information on any staff member’s certification at any time. This also helps us track renewal times for every certification.

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  Track all injury reports
  
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  Strategy meeting: July 16, 2013
  
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  Planning team: John Smith
  
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  Implementation date: Current
  

With this tool we want to develop a database so that we can track all reported injuries. We then will be able to compare injury rates between indoor and outdoor activities, structured program to informal program. We will also categorize the severity of all injuries and compare statistics between sports and related activities. This may have implications in our future training and certification plans.

50% bone and joint injuries

34% blood injuries

14% head/concussion injuries

2% random illness situations

• 
  Include a specific question on injury response to team sport satisfaction tools
  
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  Strategy meeting: September 3, 2013
  
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  Planning team: John Smith, Justin Peterson
  
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  Implementation date: Concurrent with first team sports tool
  

Injury response is a topic at all town hall team sports meetings. There were no responses from anyone reporting poor response to an injury situation. Most people had compliments to the way our staff responded. This has already been a regular talking point in all of our town hall meetings but should be continued.

• 
  Inventory response bags on regular basis
  
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  Strategy meeting: Completed
  
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  Planning team: John Smith, Justin Peterson
  
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  Implementation date: August 13, 2013
  

Our current system of keeping our response bags properly equipped needs revision. Our procedure now is for people to notify John if they use supplies in the bags so they can be replenished. This doesn’t happen on a regular basis and invariably bags become depleted of supplies or run too close to depleted. We will begin a routine inventory of bags by John to insure they are properly equipped.

• 
  Continue regular facility inspections
  
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  Strategy meeting: Completed
  
• 
  Planning team: John Smith, David Hatfield, Debby Woodall, David Rice
  
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  Implementation date: Ongoing
  

Every month a detailed inspection is completed on every facility including all equipment in that facility. The inspection forms are turned into the safety coordinator and documented there. This is a critical component of our overall risk management plan.

• 
  Conduct a site review for safety response
  
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  Strategy Meeting: August 10, 2013
  
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  Planning Team: John Smith, David Rice
  
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  Implementation Date: August 25, 2013
  

Our clubs practice and play in various locations. We need to review those locations to make sure our clubs have appropriate mechanisms in place in case of an emergency medical situation. Those that cannot document the availability of a certified first responder with CPR and First Aid certifications at the various facilities used, should be required to send club members to become certified through our office or through existing classes with the American Heart Association. This should be completed by the sport club coordinator and a written report filed with the safety/risk management coordinator upon each visit.

• 
  Provide first aid bags to appropriate clubs
  
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  Planning Team: John Smith, David Rice
  
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  Strategy Meeting: Completed
  
• 
  Implementation Date: Start of Fall semester
  

With clubs practicing at different venues, we want to make sure those that are in facilities other than ours (where we have responders and equipment available) have access to basic first aid supplies. We will supply those clubs with a first aid bag and stock it whenever they indicate that it is needed.

• 
  Ascertain sport club needs for the new SRC
  
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  Planning Team: David Rice, David Hatfield
  
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  Strategy Meeting: Ongoing
  
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  Implementation Date: Opening of SRC
  

The SRC is going to represent a tremendous growth opportunity for the sport club program. Much advanced planning is needed in areas such as Sport Club Federation ID policies, storage and equipment use, schedules and practice arrangements and much more. The Sport Club Coordinator must work closely with the Assistant Director of Facilities to insure these types of details, and any others that surface, are adequately addressed.

• 
  Review Nelligan status on a regular basis
  
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  Strategy meeting: July 7, 2013
  
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  Planning team: John Smith, Dale Ramsay
  
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  Implementation date: Concurrent with awarding of contract
  

We are finishing up our fourth year into a project that no other intramural department in the nation has done before. We are partnering with Nelligan Sports Marketing to generate income for our department through the selling of advertising and other promotional programs. We continue to review and explore new ways of furthering our relationship with the firm. Nelligan has been aggressive in pursuing potential leads for us and several promising relationships appear to be close. John Smith meets with Lisa Turner at least monthly to insure compliance and discuss future sponsorship opportunities.

14. 
    Technology
    

Technology continues to impact the way we do our jobs on a daily basis. Technology is an area that can be as time-consuming as we allow it to be. There is always something that can be done on the web site, to virus protection, critical updates or just cleaning up machines hard drives and performing de-frag procedures. There is so much that can be done with technology that we have to be careful to maintain a balance of time management reflective of other functions that our technology people need to do.

Technology issues are something that we deal with on a daily basis in both of our facilities.

15. 
    Safety
    

We have 29 staff members certified to use the AED machines and respond to emergency medical situations through the American Heart Association. This was a big year for us as we transitioned from the American Red Cross to the AHA after more than 20 years under the Red Cross umbrella. The City of Louisville utilizes AHA for all of their police, fire, and rescue services and has a local office dedicated to those services. The level of local support we now receive is much more than is available through the Red Cross since their reduction in staff and now having to go through an office in either Cincinnati or Kansas City for support. In addition, our department provided classes for the new bio research building on Shelby Campus. Staff members in that building work with such dangerous materials that they can be “sealed in” their building and EMS not be allowed in during certain situations.

16. 
    Fitness
    

Our participation numbers have increased as we had over 400 unique participants attend group fitness classes between the SRC and HSC with a total of over 7000 participation numbers. Our class averages range from one person per class to as many as 24 per class. Our highest numbers per class were in Zumba, Total Body Blast, Yoga Core and Group Cycling which averaged 15 – 24 per class. All of those classes began after 5:30 PM indicating a significant push to continue (and possibly add) more evening classes to the schedule in the fall. Some of the early morning classes showed a significant amount of participation warranting their continuance on future schedules. The classes that showed the lowest amount of attendance were the noon classes at the SRC indicating a need to possibly remove them from the schedule or at least change the format offered. The TRX Circuit proved to be more popular than the TRX 101 (beginner level class) and therefore replaced the TRX 101 in the spring. There were occasions that participants were turned away for the TRX Circuit class as the maximum number of participants in the class is 16 due to the limited number of TRX straps that can be used in the room at one time.

17. 
    Sports Club Federation
    

The 2013-14 school year was another solid one for the Sports Club Federation. The Federation began the season with 19 members and added two clubs (Table Tennis and Wrestling) bringing our number to 21 active groups. We met with several groups concerning the formation of future clubs, which we look forward to in the upcoming year.

A crucial addition to club was secured with the opening of the Student Recreation Center in October, which provided a dedicated practice space for the club. Previously they practiced wherever they could secure field space. Home games were again played in Cherokee Park. The club counted among its successes victories over Western Kentucky and Kentucky, the later allowing them to retain the Henry Clay Cup. Off the pitch, the men sponsored a youth rugby clinic in the fall, as well as a blood drive. Next fall will feature a match at Notre Dame to coincide with the university football team’s trip to South Bend in November. The group also plans to make a trip to Annapolis to compete against the US Naval Academy. From its beginning, we charged the leadership of the Rugby Club to do things the right way, and it is obvious that they are taking this charge seriously. We are excited about the future of our Men’s Rugby Club.

The Dodgeball and Triathlon Clubs were closed this year due to inactivity. It is unknown at this time if these groups will be able to restart in the future.

18. 
    Special Events/Programs
    

19. 
    Activity Evaluations
    

Do each division on one day

We had amazing weather for this year’s Tug-O-War tournament. The weather allowed for some great matchups within the tournament. Only point’s division teams participated in this event and we saw an increase of participants from 128 to 149. We had 10 fraternities compete along with 7 sororities. In the end, Tau Kappa Epsilon won the Fraternity title, while Pi Beta Phi took home the women’s title.

Sports Trivia is always one of the more enjoyable events on the schedule each year. We had 12 teams with 51 participants compete. After taking a test, the teams were seeded and then paired against each other until we had a winner. This year’s Fraternity winner was once again Sigma Chi, while the Men’s Open winner was Cardinal Christian Fellowship.

Need an updated game

Check the course before the race due to construction along 3^rd street

Championship Night moved back to Cardinal Arena

Towels need to be brought up to games to wipe sweat off floors

Continue/Revise jersey check-out system

Play 5v5 using the volleyball lines

Need 3-4 workers to manage all courts and sign in participants

Team Handball
This year we moved we moved the league from a basketball court to the MAC Court with the move to the SRC. Team Handball this year saw 28 teams with 303 participants in all divisions. We changed a few rules this year in order to try and make the game play more like traditional team handball would, while also adapting rules for the MAC Court. These changes seemed to pay off as everyone enjoyed playing this season. This year’s league winners were Sigma Chi, Chi Omega, and Yack’em.
Suggestions:

-Revisit rules

Night during the week may be better time than weekends

Change one disc rule (allow use of multiple discs)

Use the new center instead of the bigger, older center of the bowling facility.

20. 
    Facility Usage Statistics
    

21. 
    List of Facility User Groups
    

22. 
    Intramural Sports Statistics
    

23. 
    All Campus Points Totals
    

24. 
    Intramural Champions
    

25. 
    2014-15 Intramural Schedule