Most of the following information is a general procedure for all sports. Beyond this, the Athletic Communications Department recognizes that each sport will have different requirements and information that will need to be kept. That will be handled on an individual basis between the Athletic Communications Director, the Athletics Communications Coordinator, or Interns, and the head coach. It is also important to familiarize assistant coaches with these materials.
The RWU Athletic Communications Office is responsible for keeping statistics of all home events for the following sports: Baseball, Men’s and Women’s Basketball, Field Hockey, Men’s and Women’s Lacrosse, Men’s and Women’s Ice Hockey Men’s and Women’s Soccer, Softball, and Women’s Volleyball.
When RWU teams travel to non-CNE schools, the home Sports Information Director is asked to send a copy of post-contest results as well. For Equestrian, Men’s and Women’s Golf, Men’s and Women’s Cross Country, Sailing, Men’s and Women’s Swimming & Diving, Men’s and Women’s Tennis, Men’s and Women’s Track & Field, and Wrestling, it is the responsibility of the coach to make sure that the Athletic Communications Office receives the information as quickly as possible after all contests. In these cases, the scorebook or score sheets can be sent to the team’s respective Athletic Communications contact, so they may be distributed to the attending institution(s)’s contact.
Many of the statistics at home contests are kept by the Athletics Communications team, although some duties can be handled by the team manager.
The Athletics Communication Director and Athletic Communications Coordinator handles all weekly poll reporting and nominations, including the CNE for Baseball, Basketball, Cross Country, Field Hockey, Golf, Ice Hockey, Lacrosse, Soccer, Softball, Tennis, Women’s Track & Field, and Volleyball. If a coach feels a player deserves to be honored as a conference “Player of the Week,” please let the Athletics Communication Director know each Monday before 9AM. All information received regarding polls and reporting information should be copied and given to the Athletic Communications Director or the Athletic Communications Coordinator as these items are often sent only to the coach.
The Athletic Communications Office also produces numerous press releases outside of the recapping of athletic events, such as the naming of captains, players setting a school record, or earning a prestigious award. If coaches are aware that a player is close to accomplishing a major feat (ex., reaching 1,000 points in basketball), please discuss it with the Athletic Communications Office.
If a student-athlete has done something out of the athletics arena that deserves attention, please notify the Athletic Communications Office as well.
In order to update information appropriately, a coach may reach out to the Athletic Communications team with an up-to-date resume and any notes they would like highlighted at any time
Every new athlete needs to fill out the online publicity form at the start of their season as part of their TeamWorks portal. If a student-athlete competes in more than one sport, they only need to fill out the form once.
The Athletic Communications Director will formulate a team roster based on the forms that are returned. If players are added or deleted from the team, please keep the Athletic Communications Department informed as soon as possible and be sure that any additions to the team fill out the necessary paperwork.
The Athletic Communications Director is responsible for scheduling team pictures. Team and individual pictures are taken at the beginning of each season so that they will be available for internal and external use throughout the year. All players and coaches should be present and in uniform for the picture.
The Athletic Communications office is responsible for all in-game, meet, or match photography. If photos are available, taken by the Athletic Communications staff, they will be available for download on Flickr.com at the RWUHawks link. If unavailable or taken by a student-photographer, they may be shared with consent of the photographer.
Most home contests will be videotaped by work-study students hired by the Athletic Communications Director. A link to the broadcast or footage will be made through a link at Hudl.com or upon request at the conclusion of each game. If a doubleheader, please note the delivery of such items may be delayed due to the shortened time frame.
Very extensive records are kept on the history of each team at the University. While this is a work in progress, there are organized records for competitions against all opponents, season records, coach’s career records, individual athlete records, and team records available. If coaches would like to see what the Athletic Communications Office has compiled or have any questions or comments, please feel free to contact the Athletic Communications Director. Any comments or suggestions about other categories would also be appreciated.
Game programs will be digitized for all home contests and will be made available on rwuhawks.com on the day of the game.
All pre-game or in-game music must be approved by the Athletic Communications Department before being played. Music may not be played before 10AM at any outdoor event or practice. In order to be approved, music must be sent to the Athletic Communications Director a week before the first contest. If not, music will be at the discretion of the communications contact.
Work-study students or other students are always needed to serve as managers for each team. The manager will be hired and supervised by the coach. Please let the Athletic Communications Director know if you will be utilizing a manager for the season.
Items that appear in the Providence Journal and the Bristol Phoenix are cut out and filed in the Athletic Communications Office. If any staff members happen to see items about RWU Athletics in any additional periodicals, please bring them to the Athletic Communications Intern. These clippings are laminated and posted on bulletin boards in the Campus Recreation Center.
The policy of the Athletic Communications Department is to be notified by a coach of any media personnel who reach out to conduct an interview or create an article or social media piece regarding Roger Williams Athletics. All media personnel should be in contact with the Athletic Communications Director prior to the interview taking place, enabling the Athletic Communications team to be aware of media outreach to help grow the brand of Roger Williams University Athletics.
Once contacted the Athletic Communications office will assist media and team personnel throughout the process.
