Spring BU Employment Reminders (sent on behalf of the Business Office)

[Harrah, Megan]

Athletics Staff -
As we prepare for the spring semester, please keep in mind there are limited ways in which an individual can work for the Athletics Department:


  1.  Full Time…Paid Position
  2.  Part Time…Paid Position
  3.  Student Employee…Paid Position
  4.  Graduate Assistant…Paid Position
  5.  Baylor Academic Credit…Non-Paid Position*
  6.  NCAA Volunteer Coach…no longer permissible as of 7/1/23.

If someone does not fall into one of these categories, he/she CANNOT work for Athletics!

Because there are many new faces in our Athletics Department, we will need to maintain records demonstrating our practice within this area. We have instituted an additional step in this process to ensure all persons associated with Baylor Athletics are accounted for.

*If you utilize students who are earning Baylor Academic Credit for their experiences, you must submit a list of these people and their respective Class Listing, Professor Name, and Projected Number of Hours Worked associated with the academic credit earning experience. Submit this list to Megan Harrah prior to the start of each semester (ideally a week before), so we can retain necessary records and compliance controls.

Unpaid Internships:
Unpaid internship positions MUST primarily benefit the student rather than Baylor. Otherwise, the interns will classify as employees under the Fair Labor Standards Act (FLSA), and thus entitled to minimum wage and overtime provisions by law. Failure to comply with FLSA places Baylor University and the individual supervisor/employee at risk.

Internships for Enrolled Baylor Students:
Internships for enrolled Baylor students are coordinated through the student’s academic advisor or faculty member. If a prospective intern is an enrolled Baylor student, paying tuition for the internship experience, and earning academic credit, the internship is outside the minimum wage laws, and therefore is not a paid arrangement.

Internships for Enrolled Students at Other Academic Intuitions:
If Baylor is acting as a supervisor for someone earning academic credit from his/her home institution, a practicum agreement would need to be in place defining the relationship between Baylor and the home institution. Baylor’s Vice Provost of Undergraduate Education – Academic Affairs must approve all affiliated institution or exchange credit agreements. All requests should be processed through the Provost’s Office, and appropriate paperwork must be submitted and approved before the internship begins. If a prospective intern is not an enrolled Baylor student or an enrolled student from an approved affiliated educational institution, an unpaid internship relationship cannot exist.

Template Response to Internship Request: (non-Baylor student)
(For your use if helpful in explaining our position)

Thank you for your interest in a position with Baylor Athletics. As a private educational institution, we are restricted in what we can offer in terms of internships and volunteer assistance. At this time, we cannot provide internships unless the person is enrolled at Baylor and earning academic credit for the experience. While it is our desire to provide meaningful and educational experiences for those pursuing careers in the sports administration industry, we must follow federal and university policies when doing so. Best wishes in your future endeavors!


We need to ensure our actions are compliant with all federal and university regulations. Supervisors, it is ultimately your responsibility to ensure all paid and/or unpaid work relationships are compliant with regulations and are communicated to the Athletics Business Office. If you have any questions on what is required, feel free to contact me directly.

Thanks in advance for your cooperation.

Best,
Megan


Megan Harrah | Associate Director for Athletic Employment Operations
Department of Athletics | Baylor University
 C: 757.812.8477

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