Roger Williams University Athletics

OPERATIONAL OVERVIEW
The Equipment Room is responsible for equipment, uniforms and daily laundry for all varsity sport programs. The Equipment Manager is responsible for the inventory, distribution, requisition, condition, repair, and fitting of all athletic equipment. It is the mission of the Equipment Room to provide service to ALL varsity teams that is equitable and cost-effective.
 
DEFINITIONS
Personal Items: Baseball Gloves, Tennis Racquets, Lacrosse Helmets, Lacrosse Gloves, Footwear, Lacrosse Sticks, Field Hockey Sticks
Equipment & Apparel: Protective equipment (excluding items listed as personal), i.e. goalie and catcher’s equipment. Other Equipment i.e bats & balls.

Roger Williams University and The Equipment Room are not responsible for personal items.

 
HOURS OF OPERATION*
The Equipment Room Distribution Window hours will be posted at all times. The hours are subject to change. Fall window hours are M-F 12:00pm-5pm, and weekend hours (depending on work study help) Saturday & Sunday 9am – 1pm.

*Coaches are reminded that if they have a late evening practice followed by an early morning practice there might not be ample time for the laundry room staff to prepare the team’s gear. Please make special arrangements directly with the Equipment Manager

UNIFORM CAGES
All uniform cages will be locked at all times. Each Head Coach will be furnished with a key to access their cage. Equipment Room workers will not have access to the uniform cage.
 
EQUIPMENT REQUESTS / ORDERING / BUDGETING
The Equipment Manager will meet with all Head Coaches to discuss program needs for the upcoming season at he the end of May beginning of June. They will then email our BSN representative with their equipment needs asking for a quote. Coaches will include the equipment manager on this email and ask the BSN representative to make sure he replies to the coach and the equipment manager. The equipment manager will submit the quote for approval to the athletic director. When approved, the equipment manager will let the BSN representative know the equipment has been approved and to move forward with the order.
 
PRE-SEASON TEAM MEETINGS
The Equipment Manager will meet with each team prior to, or during the first week of the traditional playing season to discuss Policies, issue laundry loops and answer any questions. Each team must upload their roster with contact information for each athlete, uniform numbers, and sizes for general issues t-shirts.
 
ROSTERS
It is the Head Coach’s responsibility to upload a complete roster to a google document including contact information (email address) for each athlete, uniform numbers, and sizes for general issues t-shirts. The link will be sent out by the Equipment Manager to each coach before their pre-season meeting. The Equipment Manager will not meet with teams to distribute general issues shirts or laundry loops if this is not completed. It is the Head Coach’s responsibility to keep the Equipment Room updated on all roster changes.
 
EQUIPMENT ISSUE
In accordance with Roger Williams University and NCAA rules, intercollegiate athletics will provide athletic equipment and clothing for all student-athletes participating in an athletic program. The Equipment Room will prepare laundry loops for each athlete. Upon receipt of a final roster, the Equipment Room will issue General Issue Gear to each athlete.
 
LAUNDRY LOOP
Each Athlete will be furnished with a Laundry Loop. Laundry Loops should be placed in the appropriate chute, and will be laundered, daily.
 
UNIFORMS
Each Athlete will be furnished with a uniform. Each athlete will be responsible for the issued uniform. The switching of uniforms is prohibited. Uniforms will be returned to the Equipment Room using the appropriate chute at the conclusion of each contest. They will be washed and air dried. The Director of Athletics and the Head Coach will be notified of any athlete not returning their uniform each Tuesday.
 
GENERAL ISSUE
Each Athlete will be furnished with General Issue Gear upon receipt of final roster from the head coach.
 
SPORT SPECIFIC PRACTICE GEAR
Per NCAA regulations, practice gear should be returned to the Equipment Room at the conclusion of the playing season.
 
LOCKERS
Each athlete will be furnished with a locker.
 
LAUNDRY SERVICE (available to in-season athletes only)
Daily laundry service is available for gear that students wear in practice. Practice gear should be placed in the issued laundry loop and must be turned in no later than 30 minutes after the completion of a scheduled practice through the designated laundry chute. The Equipment room will launder only RWU issued gear and/or practice gear approved by the Equipment Manager. The Equipment Room will not launder personal items. Towel service is available daily for student/athletes.
 
UNIFORM ROTATION
Based on current budget, each program will be on a 3-year new uniform rotation (with the exception of Swimming and Equestrian). The Equipment Manager will work with the Head Coach on design and sizing
 
UNIFORM DISTRIBUTION
Game uniforms will be distributed at the equipment room window. Athletes are required to pick up their own uniform. The Equipment Room will not deliver uniforms and/or practice gear. In the event of back-to-back weekend games, or other special circumstances – it is the Head Coach’s responsibility to make arrangements with the Equipment Manager. Uniforms will be available to be picked up at the Equipment Room Window the day of each contest. After each contest, each athlete is responsible for returning their uniform through the labeled chute. Never place a uniform on a laundry loop.
 
CUT, QUIT OR COMPLETES ELIGIBILITY
Any athlete who is cut, quits, or completes eligibility will be responsible for returning all equipment to the Equipment Manager immediately. The Head Coach needs to notify the Equipment Manager via e-mail.
 
END OF SEASON
Upon the completion of playing season, all uniforms, travel bags and other equipment issued by the Equipment Room (with the exception of General Issue Gear) will be due to the equipment room within 5 class days. A team turn-in time will be scheduled with the Equipment Manager and the Head Coach must be present during that time. At that meeting all team equipment/uniforms will be turned in for the year. After 5 days, the Director of Athletics and the Head Coach will receive a list of unreturned items. After 5 additional class days, the student/athlete will be charged (three times the cost) for all un-returned items. Student’s Accounts will be billed through the Bursar’s Office.

TEAM PURCHASING THROUGH FUNDRAISING ACCOUNT
All soft goods purchased outside of the athletic equipment supply account budget must conform to the University look. Head coaches can generate purchase orders on their own. All fundraising goods need to be approved by the Equipment Manager and the Director of Athletics. All Team Store pages need to be approved by the Equipment Manager.
 
THE ROGER WILLIAMS UNIVERSITY LOOK
The Equipment Manager has the responsibility to ensure that all equipment purchased is functional, safe, and reliable. It is also the Equipment Manager’s task to coordinate the proper purchase of cloth goods that conform to the Roger Williams University Athletic look. In purchasing uniforms, our primary colors are navy blue, Columbia blue, and athletic gold. Graphic and lettering must conform to NCAA rules and to the RWU Athletics Style Guide. The University and the Athletic Department have official logos. Please confirm the proper use of the hawk logo with the Equipment Manager.
 
LOST ITEMS
If an item is lost, the student/athlete must complete a LOST ITEM FORM available at the Equipment Room Window.