ARTICLE FIFTEEN

ATHLETIC EQUIPMENT:
PURCHASES, MAINTENANCE AND RESPONSIBILITY POLICY

Introduction [15-1]
Section 1. Equipment and Equipment Manager 15-1]
Section 2. Student Manager [15-3]
Section 3. Checking Out Equipment [15-3]
Section 4. Operation of Equipment Room [15-3]
Section 5. Sale of Items Within the Department [15-4]
Section 6. Use of the Department's UR Logo [15-4]

Introduction

Article 15, Athletic Equipment: Purchases, Maintenance, Responsibility Policy, is part of the University of Richmond Intercollegiate Athletics Policies and Procedures Manual. The purpose of this article is to provide athletic coaches, athletic staff members, student-athletes, members of the University community, and the general public a concise basic reference on matters concerning Athletic Equipment.

The material and information presented here are a condensation of a number of policies, procedures, and references pertaining to athletic equipment, sale of items within the Department, and the use of the Department's UR logo. Users of this article are encouraged to make note of any information in the policy which conflicts with existing University, NCAA, and/or conference policies, procedures, or legislation. Noted conflicts and/or recommended changes or comments which may improve this policy should be submitted to the Athletic Equipment Manager, Robins Center, University of Richmond, VA 23173. This information should be keyed to the specific page, paragraph, and line of text. Request reasons be provided for each comment to insure understanding and complete evaluation.

Section 1. Equipment and Equipment Manager.

The following policies and procedures are applicable to equipment owned by the Department of Athletics and to management of the equipment room.

1. Primary responsibility for purchase, storage, maintenance, security, and inventory of athletic equipment for the Department of Athletics is vested in the Equipment Manager.
2. It will be the responsibility of each head coach to assist the Equipment Manager in carrying out the policies and procedures applicable to athletic equipment.
3. The Equipment Manager will report directly to the Associate Director of Athletics for Business and Finance.
4. All athletic equipment purchase requests must be initiated through and by the Equipment Manager.
5. Under no circumstances are coaches to initiate purchases directly with vendors regardless of quantity. Unauthorized purchases become the financial responsibility of the individual placing the order.
6. A coach desiring equipment for his or her program will submit a written requisition to the Equipment Manager, who has the responsibility to ascertain need, based upon availability of funds, current inventory, and upon utilization of equipment. Upon determination that a need exists for purchase of the equipment, the Equipment Manager will forward a requisition for approval by the Associate Director of Athletics for Business and Finance and the Director of Athletics.
7. If the requisition is approved and funds are available for expenditure, the Associate Director of Athletics for Business and Finance will request the Purchasing Department to order equipment and advise the Equipment Manager that an order has been placed. Should funds be unavailable for purchase of equipment, the Associate Director of Athletics for Business and Finance will so inform the Equipment Manager, who, in turn, will notify the coach that the request has been denied.
8. All equipment is to be delivered directly to the office of the Equipment Manager. Upon receipt, the Equipment Manager will inventory the order, comparing it with accompanying delivery receipt and actual purchase order (i.e., quantity and quality). After inspection and approval of the order, the Equipment Manager will send the delivery receipt to the Athletic Business Office, and recommend payment or partial payment.
9. The Equipment Manager, at the end of each sport's season, will inventory all equipment. A listing of such is to be filed with the head coach and the Associate Director of Athletics for Business and Finance.

    

Section 2. Student Managers

The responsibility for obtaining student managers rests with the head coach, but student managers must be approved by the Equipment Manager. Student managers are responsible to the head coach, except as their duties pertain to athletic equipment, wherein student managers are responsible directly and only to the Equipment Manager.

Section 3. Checking Out Equipment.

1. It will be the joint responsibility of the Equipment Manager and the head coach to determine the basic equipment needs well in advance of the season.
2. Athletic equipment checked out to student-athletes must be returned or the student-athlete will be charged the cost of the articles by the Associate Director of Athletics for Business and Finance. A card system with a card to be signed by the student-athlete checking out athletic equipment will be in force in the equipment room.
3. A card system for employees will also be maintained, and employees will be required to sign a receipt for all items in their personal custody.

    

Section 4. Operation of Equipment Room.

1. Coaches will furnish the equipment manager with complete rosters of student-athletes on their teams prior to start of season and keep the equipment manager informed when a student-athlete leaves the team or new participants are added to the roster.
2. All equipment checked out for summer use by individuals must be returned promptly when players return to school. If a student-athlete fails to return the equipment, he or she will be billed for its cost by the Associate Director of Athletics for Business and Finance.
3. All individual equipment taken on trips must be returned on the first school day after the student-athlete returns to campus.
4. Advance notice of forty-eight hours is needed to have uniforms ready for pictures.
5. Practices schedules should be turned in weekly by the head coach of a sport to the Equipment Manager so that the equipment personnel will be prepared.
6. Requests by the head coach for special equipment to be obtained by equipment personnel should be made as far in advance as possible.
7. Department of Athletics - owned equipment will be issued to team members only, and only after presentation of a physical examination and eligibility forms.
8. All equipment checked out to a coach must be returned to the equipment room at the end of his or her sport season so that it may be cleaned, checked, repaired, or replaced before the start of next season.
9. Equipment room operating hours are: 1:30 p.m. to 7:00 p.m. Monday through Friday, except during football and basketball seasons, when hours will be adjusted to cover these sports.
10. Any equipment problems should be referred to the Equipment Manager.
11. New equipment will not be issued to an individual until equipment previously issued is returned.

     

Section 5. Sale of Items Within the Department.

Athletic/sport clothing or items will not be allowed for sale by individual sports offices and/or individuals within the Department. Any items approved for sale by the Director will be sold through the Equipment Manager's Office. The Ticket Office will be authorized to sell Game Highlight VHS Tapes for the Sports Offices concerned.

Section 6. Use of the Department's UR Logo.

Sports offices may use the logo or the UR from within the logo on items ordered for their teams without prior approval. Any deviation from the two styles of logo must be approved by the Director of Athletics.