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 staffing) 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 in advance.
UNIFORM CAGES
All uniform cages will be locked at all times. Access will be controlled through the Equipment Manager and the Head Coach according to department procedures. Equipment Room student workers will not independently access secured team inventory unless specifically authorized.
EQUIPMENT REQUESTS / ORDERING / BUDGETING
The Equipment Manager will meet with Head Coaches to discuss program needs for the upcoming season. Coaches should include the Equipment Manager on vendor quote and equipment-order correspondence when purchases are made through the athletic equipment budget. Orders requiring Athletic Department approval will not move forward until approval is received. The Equipment Manager will communicate authorization to the vendor after the required approvals are complete. No coach or team should represent an unapproved equipment or apparel purchase as an authorized RWU Athletics order.
PRE-SEASON TEAM MEETINGS
The Equipment Manager will meet with each team prior to distribution to discuss Equipment Room policies, laundry procedures, uniform pickup and return, equipment accountability, issue laundry loops and answer questions. Each team must complete this meeting before General Issue Gear, laundry loops or other team equipment is distributed.
ROSTERS
It is the Head Coach’s responsibility to submit a complete roster including contact information (email address) for each athlete, uniform numbers, and sizes for General Issue t-shirts. General Issue Gear and laundry loops will not be distributed until the required roster information is complete. It is the Head Coach’s responsibility to keep the Equipment Room updated on all roster additions, cuts, departures, uniform number changes and other roster changes. Head Coaches are also responsible for communicating schedule changes that affect laundry or uniform service.
EQUIPMENT ISSUE
In accordance with Roger Williams University and NCAA rules, intercollegiate athletics will provide athletic equipment and clothing for student-athletes participating in an athletic program. The Equipment Room will prepare laundry loopsfor each athlete. Upon receipt of a final roster and completion of the required team meeting, the Equipment Room will issue General Issue Gear to each athlete.
LAUNDRY LOOP
Each Athlete will be furnished with a Laundry Loop. Daily laundry service is for RWU-issued practice gear and uniforms only. Personal laundry is not permitted. Laundry loops must be placed in the designated laundry chute within 30 minutes after the completion of practice. Socks must be secured using the sock cinch, one pair of socks at a time, with the cinch pulled tight. Never place a game uniform on a laundry loop. Uniforms go in the LEFT chute. Laundry loops and towels go in the RIGHT chute.
UNIFORMS
Each Athlete will be furnished with a uniform. Each athlete will be responsible for the issued uniform. Switching or exchanging issued uniform pieces without Equipment Room approval is prohibited. Immediately after each contest, uniforms must be returned to the Equipment Room using the labeled uniform chute. Never place a uniform on a laundry loop.
GENERAL ISSUE
Each Athlete will be furnished with General Issue Gear upon receipt of the final roster from the Head Coach and completion of the required pre-season team meeting. RWU-issued practice gear remains University property unless specifically designated otherwise.
SPORT SPECIFIC PRACTICE GEAR
Sport specific practice gear and equipment issued by the Equipment Room must be returned at the conclusion of the playing season or when requested by the Equipment Manager.
LOCKERS
Each athlete will be furnished with a locker where applicable and according to team and facility procedures.
LAUNDRY SERVICE
(available to in-season athletes only)
Daily laundry service is available for RWU-issued 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.
TOWELS
Towels will be distributed as clean inventory becomes available. Student-athletes must return towels through the designated chute and may not leave towels in locker rooms, athletic facilities or team spaces. Failure to return towels reduces available inventory for the entire team.
UNIFORM ROTATION
Based on the approved Athletics budget, each varsity program will operate on a 3-year new uniform rotation. The Equipment Manager will work with the Head Coach on uniform design, sizing, ordering, and compliance with RWU Athletics branding standards.
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 routinely deliver uniforms and/or practice gear. Standard uniform pickup is the day before each contest during posted Equipment Room window hours: weekdays 12:00pm-5:00pm and weekends 9:00am-1:00pm, staffing dependent. In the event of back-to-back games, travel, or other special circumstances, it is the Head Coach’s responsibility to make arrangements with the Equipment Manager. After each contest, each athlete is responsible for immediately returning their uniform through the labeled uniform chute. Never place a uniform on a laundry loop.
CUT, QUIT, TRANSFER, WITHDRAWAL OR ELIGIBILITY CHANGE
Any athlete who is cut, quits, transfers, withdraws, has an eligibility change, or otherwise stops participating will be responsible for returning all RWU-issued uniforms and equipment to the Equipment Manager immediately. The Head Coach must notify the Equipment Manager promptly so issued inventory can be reconciled.
END OF SEASON
Upon the completion of the playing season, all uniforms, travel bags, sport-specific equipment and other returnable equipment issued by the Equipment Room (with the exception of General Issue Gear specifically designated as student-owned) will be due to the Equipment Room within 5 class days after the team’s final contest. A team turn-in time will be scheduled with the Equipment Manager and the Head Coach must be present during that time unless other arrangements are approved. At that meeting all team equipment/uniforms will be turned in for the year. The Head Coach will receive a list of outstanding items after the return period. Unreturned equipment may be charged to the student-athlete in accordance with applicable University policy.
TEAM PURCHASING THROUGH FUNDRAISING ACCOUNT
All soft goods purchased outside of the athletic equipment supply account budget must conform to the University and RWU Athletics look. Team-store merchandise, fundraising apparel and other outside soft-goods purchases must follow the appropriate Athletics approval process. Fundraising goods and team-store designs must be approved through the appropriate Athletics process, including the Equipment Manager when equipment/apparel standards are involved.
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. Uniform design, lettering, graphics and logo use must comply with applicable NCAA rules and RWU Athletics standards. The University and Athletic Department have official logos and marks. Please confirm proper use of RWU Athletics marks with the appropriate department staff and Equipment Manager.
LOST, DAMAGED OR UNRETURNED ITEMS
If an item is lost, it must be reported to the Equipment Room as soon as possible and the student-athlete may be required to complete a LOST ITEM FORM available at the Equipment Room Window. Student-athletes are responsible for reasonable care of all RWU-issued property. Damage caused by normal athletic use should be reported for repair or replacement. Intentional damage, misuse or failure to return issued property may result in replacement charges or other department action consistent with University policy.
