Most of the following information is 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 Assistant Athletics Communication Director, 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 Soccer, Softball, and Women’s Volleyball.
When RWU teams travel to non-CCC schools, the home Sports Information Director is asked to send a copy of post-contest results as well. For Equestrian, Men’s Golf, Men’s and Women’s Cross Country, Men’s and Women’s Polo, 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 left in a mailbox for the Athletic Communications Director, the Assistant Athletic Communications Director, or Intern(s), or the results can be e-mailed to the Athletic Communications Director or Intern(s).
Many of the statistics at home contests are kept by the Athletics Communication Director, although some duties can be handled by the team manager.
The Athletics Communication Director and Assistant Athletic Communications Director handles all weekly poll reporting and nominations, including the CCC for Baseball, Basketball, Cross Country, Field Hockey, Golf, Lacrosse, Soccer, Softball, Tennis, Women’s Track & Field, and Volleyball. If coaches feel 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 Assistant Athletic Communications Director as these items are often sent only to the coach.
If coaches would like to nominate someone for Male or Female Athlete of the Week, please let the Athletic Communications Director know. The selections are based on what the athlete did the previous week.
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.
Each coach should have a background sheet as well as a recent resume on file in the Athletic Communications Office. Please check with the Athletic Communications Director to ensure that these forms are complete and up to date.
Every new athlete needs to fill out the online publicity form at the start of their season (
http://www.rwuhawks.com/sb_output.aspx?form=26). 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. A photographer will also take a variety of action shots at home events during the season. The photos are used are also used in a variety of ways such as being sent to the media and for use by RWU Public Affairs. Photos taken by David Silverman will be made available for purchase at dspics.com.
Most home contests will be videotaped by work-study students hired by the Athletic Communications Director. DVD copies of the game will not be produced, but a downloadable link can be provided within 24 hours of the contest.
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 created for CCC Tournament Contests and Postseason play, for regular season games the programs will be digitized.
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.
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 reaches 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.
