POLICIES
AND PROCEDURES
EQUIPMENT ROOM
Mission Statement
The mission of Adelphi University’s Equipment Room is to promote the
growth and wellbeing of its student-athletes by providing cutting edge athletic
apparel while administering professional care of equipment.
Overview
The Equipment Room (E.R.) is located in room 140 of the Center for
Recreation and Sport. Mainly known for handling student athlete’s equipment and
washing practice gear, the E.R. is a dynamic office involved in many aspects of
athletics.
§ Inventory and tracking of nearly 12,000 pieces of equipment
§ Administration of the “Panther Store”
§ Branding, logo usage, liaison w/ Licensing Resource Group (LRG)
§ Purchasing for the department
§ Uniform and practice gear management
Services Provided
§ Laundry
§ Lockers
§ Cubbies
§ Lost & Found
§ Care of Equipment
§ Sizing
§ Equipment Distribution
§ Towels
LAUNDRY
The Equipment Room is in charge of all laundry operations for all sports.
Only issued practice and game
attire can be washed by using the laundry loops assigned to all
student-athletes and administrators. Issued
washable equipment (i.e. pads, gloves) can be washed at the athlete’s
risk of damage to the equipment. Student-athletes are not permitted to have
their laundry washed after the school year has ended; exact date to be
announced. As stated by the NCAA,
“The institution may not provide an
on-campus or off-campus housing benefit for student-athletes that is not
available on the same basis to the general student body (Page 167, Article
16.5.2.1).”
LOCKERS
Athletic teams assigned to a locker room will also be given a designated
locker during their sports season. Athletes will be provided with a lock and
combination which must be memorized for future use. All coaches will receive a
list of assigned locker combinations for student use. Equipment Room employees are
not responsible for the retrieval of locker combinations. Only Adelphi issued
locks may be used on lockers; all other locks will be removed. Locker damage and missing locks are subject
to billing for repair and replacement purposes. Locks and/or locker assignments
may only be changed with the notification and approval of the Equipment
Manager. Lockers must be vacated at the completion of the sports season at the
risk of item disposal; specific dates will be posted in advance.
CUBBIES
Athletic teams assigned to the cubbies will be given a cubby and
combination during their sports season. All coaches will receive a list of
assigned cubby combinations for student use. Equipment Room employees are not
responsible for the retrieval of cubby combinations and items. Cubbies are used
for receiving washed laundry loops and game day gear. Cubby damage is subject
to billing for repair and replacement purposes. Cubbies must be vacated at the
completion of the sports season at the risk of item disposal; specific dates
will be posted in advance.
LOST & FOUND
Items that fall off laundry loops, are
misplaced in laundry cycles or left in locker rooms, lockers and
cubbies out of season will be placed in
the lost & found bin located inside the Equipment Room. These
items can be retrieved during regular work
hours. All items that are not picked up by the end of the school
year, exact date to be announced, year
will be discarded or donated.
CARE OF EQUIPMENT
The Equipment Room is responsible for the care of all Adelphi issued equipment
including uniforms and practice attire. All student-athletes are responsible
for the care of issued equipment while not in the hands of the Equipment Room. Student-athletes
are not allowed to wash game day attire without prior approval from the
Equipment Manager. All broken or damaged equipment should be reported to the
Equipment Room so it can be sent out for repairs to insure the safety of the
product. Destroyed equipment and attire is the student-athletes responsibility
and will be subject to billing.
SIZING
Incoming freshmen, transfers and coaches will be given an Equipment
Survey form to be filled out as soon as possible. This form is to insure that
proper sizes for all athletic attire and equipment are ordered. Should there be
a change in any sizes, a new Equipment Survey should be requested and filled
out immediately. The Equipment Room is not responsible for requester’s size
mistakes.
All team apparel must follow the size specifications set by the Equipment
Manager. Every jersey number is assigned a specific size according to each
team’s requirements. The size assigned to each number will be used for all
apparel that is ordered for that jersey number. For this reason,
student-athletes are not guaranteed a specific number after committing to
Adelphi University. This size structure must remain until the uniforms’ three
year cycle is complete and the uniforms are updated. Sizing may only be
compromised during the ordering of personal items that student-athletes are
allowed to keep at the end of their sports season.
EQUIPMENT
DISTRIBUTION
Equipment for all student-athletes must be issued through the Equipment
Room in accordance with NCAA and Adelphi University policy. All
student-athletes will be required to sign for their equipment on the day that
it is distributed. An equipment issue file is maintained for each
student-athlete for inventory purposes. All uniforms are under a three year cycle
and will be replaced after the third year of use. At the conclusion of each
team’s season the Equipment Manager will meet with the head coach to schedule a
date for equipment return. Student-athletes will have exactly six weeks from
the scheduled date to return all issued equipment. Any student-athlete who does not return their
equipment by the date determined by the Equipment Manager and their head coach will
be billed permanently. This incudes, but is not limited, to billing, withholding transcripts and/or
restrictions on registration. Any student-athlete willing to purchase athletic
apparel at the end of their collegiate participation may do so in accordance
with NCAA regulations which state,
“A student-athlete may retain athletic
apparel items (not equipment) at the end of the individual’s collegiate
participation. Used equipment may be purchased by the student-athlete on the
same cost basis as by any other individual interested in purchasing such
equipment (Page 172, Article 16.11.1.5).”
Helmets
All sports requiring helmets must sign for
this piece of equipment on the day that it is distributed. Helmets must be
returned at the end of the sport’s season to be sent out for refurbishing to
insure the safety of all athletes. Any student-athlete that damages or does not
return their helmet by the date determined by the Equipment Manager will be
penalized; specific dates will be posted in advance. This incudes, but is not
limited, to billing, withholding transcripts and/or restrictions on
registration.
Prospective Student-Athletes
As stated by the NCAA, “It is permissible
for prospective student-athletes (as opposed to student-athletes) to receive
free equipment and apparel items for personal use from apparel or equipment
manufacturers or distributors under the following circumstance:
a) The apparel or equipment items are related to the prospective
student-athlete’s sport and are received directly from an apparel or equipment
manufacturer or distributor;
b) The prospective student-athlete does no
enter into an arrangement (e.g., open account) with an apparel or equipment
manufacturer or distributor that permits the prospective student-athlete to
select apparel and equipment items from a commercial establishment of the
manufacturer or distributor; and
c) A member institution’s coach is not
involved in any manner in identifying or assisting an apparel or equipment
manufacturer or distributor in determining whether a prospective student
athlete is to receive any apparel or equipment items (Page 57, Article
12.1.2.4.8).”
Memorabilia
Any coach, student-athlete and/or parent
interested in purchasing athletic memorabilia to honor graduating seniors must
follow university and NCAA policies. Requests for memorabilia may only be given
by the head coach to the equipment manager. The involvement of parents and/or
student-athletes in this process will not be tolerated. Replicated uniforms may
be purchased through the equipment room (prices vary) at the beginning of the
team’s official season. All equipment that is currently in use cannot be purchased
until the season is officially over, including all playoff and championship
games.
TOWELS
Student-athletes and administrators can obtain towels from the Equipment
Room during regular work hours. Athletic teams will be assigned a different
color towel during their sports season. Once a team’s designated towels have
run out they will not be able to receive towels. It is the responsible of all
student-athletes to return towels to the Equipment Room and/or to the white bin
placed in their designated locker room.
INVENTORY
The Equipment Manager is responsible for all athletic attire and
equipment that is kept in the Equipment Room.
Inventory files are kept for all sports to insure that all necessary
items are in stock and accounted for. Each sport’s inventory will be audited at
the conclusion of the season.
GAME
DAY
Equipment Room employees will be responsible for working with each coach
to insure that all game day attire is clean and issued in a timely manner for
all home and away contests. It is the responsibility of all coaches to provide
the Equipment Room with an accurate schedule of pick up times for their sport.
EQUIPMENT
PURCHASING AND RECEIEVING
Coaches will be limited to purchasing no more than three items for their
coaching staff when placing their team’s equipment order. A set of generic
coach’s gear will be distributed to each coach (head coaches and assistant
coaches only) at the beginning of the academic year. The logos and colors
selected to decorate these items must match the logos and colors that were
selected to decorate the team’s apparel. All logos and colors must be in
accordance with the artwork that was selected by the Equipment Manager for that
academic year.
The Equipment Room will be working with the Business Office for the
purchasing of equipment. See Business Office section for polices and procedure.
STAFF
Equipment Manager
The Equipment Manager is the purchasing agent for all
equipment in accordance with the Business Office. They are responsible for the
operation and organization of the Equipment Room, including apparel, equipment
issue and retrieval and inventory. They also assist in hiring, supervising and
scheduling of Equipment Room staff, primarily student workers.
Student Supervisors
Student supervisor positions are given to student workers who
have demonstrated sufficient managerial ability in the area of the Equipment
Room. Their duties include those of student workers, but they are also in
charge of scheduling workers and directly overseeing the student workers’
tasks, while serving as a liaison between the Equipment Room Manager and the
entire staff. Student Supervisors may also be assigned special tasks given by
the Equipment Manager.
Student Workers
Student Workers are in charge of the cleaning of Adelphi
University’s 22 intercollegiate programs. Their responsibilities include, but
are not limited to, washing and drying the department’s laundry loops, issuing
towels, folding the equipment and assisting the manager with any task.
Equipment Room Policies and Procedures Created by Michelle
Maurici