Owl Onboarding for KSU Athletics

We welcome you to Owl Nation! We hope this comprehensive resource assists you as a new member of our Athletics team with essential campus information on navigating your first day, introducing the Athletics Business Office, setting up your office essentials, and staying compliant with KSU policies. From ordering business cards and arranging travel through Concur to accessing team practice facilities and understanding compliance software like Jumpforward and Blackbaud, this guide covers everything you need to get started.

Please visit Human Resources and Campus Resources for additional information including technology assistance, campus facilities, compensation, benefits, training, and much more! Whether you're a coach or administrative staff, this onboarding guide will ensure a seamless integration into the KSU Athletics family.

Athletics Business Office

The Athletics Business Office at Kennesaw State supports staff with administrative tasks like ordering business cards and managing travel. Conference travel is handled through Concur, while other travel uses Anthony Travel or Blackbaud. Office supply needs can be coordinated through the office's purchasing process below.

  • Business Department
  • Business Card
  • Travel (Concur)
  • Travel (Anthony Travel) and Blackbaud
    • a. For all travel EXCEPT conferences and recruiting away (see Concur when attending a conference or recruiting).
    • b. Blackbaud: See Athletics Business Office.
  • Purchasing
    • a. For office supplies, see “Supplies” below.
  • Parking Permit
  • Anyone in Athletics who may have to drive a vehicle must take the Level 2 Defensive Driving course.

KSU Facilities for Team Practice and Competition

KSU's Athletics facilities provide top-tier venues for team practice and competition! From Stillwell Stadium to the Convocation Center, and specialized sites like the Sports Performance Facility and Athletics Rehabilitation Center, these state-of-the-art locations provide support for the success and development of KSU's student-athletes across all of our sports.

drone view of kennesaw hall and convocation center.

New KSU Owl Coaches

Check out key tools available for our new KSU coaches, including access to athletics facilities like Marietta Country Club and Fifth Third Bank Stadium, and instructions on using compliance software like Jumpforward and Blackbaud. We hope to also provide in-depth guidance on handling away game contracts, ensuring that all requirements are met before submission.

  • Jumpforward
    • This is the compliance software used by coaches ONLY and compliance to track roster management, eligibility, financial aid and recruiting.
    • Please see a Compliance staff member to get assigned to Jumpforward.
  • Blackbaud
    • System used for coaches (and staff) that travel for all purposes EXCEPT conferences (for conferences, see Concur).

Away Game Contracts Checklist

When you receive an away game contract, check to verify that:

  • The contracting party is The Kennesaw State University Athletic Association, Inc.
  • No signatures are included (the contract is unsigned).
  • Contract is in an editable form (a word document or unscanned PDF).

If you receive a contract that meets the above requirements, upload the contract into the Contract Management System for approval.

If you receive a contract that does not meet the above requirements:

  1. Reach back out to the sender to request an updated document that meets the requirements;
  2. If you do not hear back from the sender within a few business days, forward the contract and last email received on the game to Breana Ware in the Division of Legal Affairs;
  3. Upload the contract into the Contract Management System with a note that you have attempted to contact the original sender.

Athletics Office Set Up

This section provides essential setup information for all KSU Athletics offices, including guidance on setting up computers, printers, and desk phones, as well as instructions for accessing shared drives and ordering supplies. It also includes details on creating email signatures and customizing them through the Outlook app and web application. These resources ensure a smooth start for staff as they get their offices up and running for the upcoming school year!

  • *The office manager can assist you with door access or you can log into Decisions and request access

    *A job aid can be found here to assist with the updated process.

  • Reach out to the Office Manager (kstep105@kennesaw.edu) or ext 6284 if you need a new computer, or need the current computer reimaged.

  • Reach out to Hunter McKay (kmckay6@kennesaw.edu) or ext 2192.

  • Supply closet located in Athletics Main Office5

    If you need specific supplies, email the Office Manager the following information:

    • Staples Item Number
    • Description of Item(s)
    • Quantity Needed of Each Item
  • Located in Athletics Main Office.
    • If phone has not already been set up, call 6999 (UITS) to request an extension. Once extension has been set up, Telecom will email you. At this point you will receive your voice message via email.
    • You can check Voicemail messages online. (Click on Mail Client, to the left, and then Inbox)
    • Download Desk Phone Operations
    • Download Voicemail Setup

  • Email Salutation Instructions:

    It is 100x faster and cleaner to use the Outlook app on your laptop. Outlook via the web browser, like any email signature with images, has more steps.

    • Copy the signature below.
    • Click file and select options.
    • Click on mail in the top left corner.
    • Click on signatures, the third option on the right.
    • Paste the signature below into the box, personalize with your information and hit save.
    • Make sure to delete old signatures and make the new signature the default.

    If using the web application at ksumail.kennesaw.edu:

    • First, download this sample document to your desktop.
    • Copy the signature from the sample document.
    • Go to ksumail.kennesaw.edu  and login to your email.
    • Click on the settings icon in the top right corner.
    • At the bottom of the pull out, select view all Outlook settings.
    • Click on the compose and reply option.
    • Paste the signature from the sample document into the box, personalize with your information.
    • Then click on the Owl head image and select the chain links in the top right corner and insert the following link > https://ksuowls.com/ and hit “OK”.
    • Then click on the purchase tickets image and select the chain links in the top right corner and insert the following link > https://ksuowls.com/news/2022/11/1/general-soar-in-24.aspx and hit “OK”.
    • Repeat this process for the final images, the Donate and Tickets icons.
    • Be sure to link your donate to the Make a Gift page.
    • Be sure to link your tickets to the Official Ticket Marketplace page.

Compliance Information

Compliance is critical for KSU Athletics, explaining the KSU Athletics Policies and Procedures Manual, NCAA rules, and requirements for functioning successfully while on university business. Staff must complete necessary forms and training, including the Mandatory Vehicle Operating Training through OwlTrain, to ensure compliance with university and NCAA standards.

  • KSU Athletics Policies and Procedures Manual
  • NCAA Rules
  • Operating a Vehicle While on KSU Business
    • 1) Need to complete the MVR Request form for either Georgia or Out of State.
    • 2) Next go to OwlTrain - Log in with your KSU information.
      • Next click on View Learning Plan.
      • In the View Learning Plan - you will see the Mandatory Vehicle Operating Training.
    • 3) Defense Driving Training
new employee reading over the compliance information and filling out form.