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University of the Pacific
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Stockton, California 95211
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Equipment Operations


Table of Contents

Introduction
Equipment Room Operating Hours
Purchasing
Inventory
Issuance of Equipment
Equipment Return
Care and Storage of Athletic Equipment
Equipment Room Rules
Apparel & Equipment Sponsorship Agreements
Laundry
Logo Usage
Staff Apparel
Disposal of Apparel and Equipment


Introduction

The Department of Intercollegiate Athletics is committed to providing and maintaining athletic apparel and equipment necessary for its sports programs. Consistent with NCAA regulations, apparel consists primarily of clothing items (warm-ups, sweats, uniforms, etc.). Equipment consists of items including, but not limited to, balls, bats, golf clubs, and tennis racquets.

The Manager of Equipment Operations reports to the Associate Director of Athletics for Internal Affairs and has the primary responsibility for storage, maintenance, security and inventory of apparel and equipment, as well as ensuring compliance with all established policies and procedures.

Due to the substantial value and inventory of apparel and equipment, only authorized staff members are allowed unaccompanied access to the Equipment Room.  Coaches and Team Managers are not permitted to enter the Equipment Room unless given permission by the Associate Director of Athletics for Internal Affairs or the Manager of Equipment Operations. Student-athletes are not allowed in the Equipment Room unless accompanied by an authorized staff member.

All apparel and equipment purchases and disposal must conform to University Business Policies & Procedures related to Procurement and Surplus Property Disposition, unless specific NCAA legislation applies.

 

Equipment Room Operating Hours

Operating hours are determined based on respective sports' workout, practice, and game schedules. The Equipment Room will open 45 minutes before practice and 90 minutes before competition.  It is the student-athlete's responsibility to allow enough time to exchange equipment/clothing and get dressed.  Only complete sets of clothing will be exchanged, and no special sets will be made.  The Manager of Equipment Operations, in consultation with the appropriate head coach, will determine the hours for extended operations. When prior requests are made, Equipment Room staff members are expected to work athletic events, as assigned.

 

Purchasing

Pursuant to NCAA regulations, the University may provide student-athletes with actual and necessary apparel and equipment for intercollegiate practice and competition. Coaches and the Manager of Equipment Operations share responsibility for purchasing athletic apparel and equipment. When a coach purchases apparel and/or equipment, documentation of the purchase must be submitted to the Manager of Equipment Operations to assist with inventory procedures. All apparel and equipment purchases must conform with University Business Policies & Procedures related to Procurement, unless specific NCAA legislation applies.

Student-athletes may use their personal funds to purchase apparel and equipment necessary for practice and competition directly from a manufacturer at the institution's negotiated rate. In such instances, the Coach or Manager of Equipment Operations must approve the purchase in advance and document that the apparel and/or equipment is necessary for practice and competition and not for personal use. Apparel and equipment obtained in this manner must be purchased, received, distributed, and inventoried in accordance with the institution's normal apparel and equipment policies and procedures. In addition, apparel and equipment must be provided to student-athletes on an issuance and retrieval basis, regardless of whether a student-athlete purchased the equipment directly from a manufacturer. Student-athletes may not purchase discounted apparel or equipment directly from a manufacturer for personal use.

General policies and procedures with respect to the purchasing can be found in the University's Business Policies & Procedures.  The Department may refuse to pay for any athletic apparel or equipment that is not ordered through established procedures.

 

Inventory

The Manager of Equipment Operations is responsible for maintaining a current and accurate inventory of all athletic apparel and equipment. Coaches are required to provide the Manager of Equipment Operations with documentation of any apparel or equipment they purchase to assist with inventory procedures. The Manager of Equipment Operations is responsible for storing all apparel and equipment that is received. All incoming shipments should be examined and cross-checked against purchase documentation to ensure an accurate inventory count.

All apparel and equipment will be counted, including what is issued to student-athletes. A current inventory list of all athletic apparel and equipment will be stored in the Equipment Office computer. The Manager of Equipment Operations is responsible for ensuring that all new apparel and equipment is recorded in the inventory system prior to being issued. Department personnel are expected to follow all Equipment Room rules and regulations regarding inventory control.

Inventory Control Procedures

All purchases and disposal of capital equipment are subject to the provisions of University Business Policies & Procedures related to Capital Assets Management.

When capital equipment items (i.e., those items valued at $5,000 or more with a life expectancy of two or more years) are purchased, the University Financial Reporting Office receives a copy of the receiving report documenting the purchase. They then will contact the Associate Director of Athletics for Internal Affairs to locate the item, record its location, and tag the item with the University-issued identification plate.

An annual inventory is taken of all capital equipment items. The Associate Director of Athletics for Internal Affairs coordinates this inventory procedure with the assistance of departmental staff members. A computer-generated list is distributed to the Department. Each capital equipment item is listed by its identification plate number. These items must be cross-checked against the computer list and verified as to their identification plate number, location and description.

Capital equipment that is no longer needed by the Department is disposed of in coordination with the Associate Director of Athletics for Internal Affairs by completing a Surplus Removal Form.  All apparel and equipment disposal must conform with University Business Policies & Procedures related to Surplus Property Disposition, unless specific NCAA legislation applies.

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Issuance of Equipment

A student-athlete must complete the following procedures prior to being issued any athletic apparel or equipment:

  • Receive academic clearance from the Associate Director of Athletics for Student-Athlete Services & Compliance;
  • Receive clearance from the designated Head Coach (i.e., the student-athlete must appear as an eligible student-athlete on the team's NCAA squad list form).

All apparel and equipment issued to student-athletes, managers and coaches must be accurately documented in the Equipment Room files, to include both date of issuance and return. Each individual is provided with a numbered laundry strap with a designated identification number for use when laundering his or her apparel. Towels are exchanged on a one-for-one basis.

Student-athletes may retain and use institutional athletics equipment per the institution's normal equipment policy during a summer vacation period.

All individuals who are issued athletic equipment are subject to the following rules:

  • Each individual is held responsible for all apparel and equipment that is issued for intercollegiate practice and competition. Any equipment that is lost, stolen or damaged will be charged to the individual. A hold will be placed on the student account of any student who has not returned all issued equipment at the end of the season, until the equipment is returned or payment is made to the Department of Intercollegiate Athletics.
  • After the initial issuance of apparel or equipment, additional apparel or equipment is available on an exchange basis only. More specifically, replacement apparel or equipment will not be issued to individuals who leave their apparel or equipment at home.
  • When traveling, each individual is responsible for ensuring that all articles are placed in his or her bag for the return to campus. Any articles that are missing are the financial responsibility of the individual.
  • The Equipment Room staff reserves the right to refuse service to any individual not conducting him or herself in an appropriate manner. The Coach will be notified of any such occurrence.

 

Equipment Return

Each student-athlete who is issued non-expendable apparel/equipment is responsible for returning it in good condition (allowing for normal wear and tear). Non-expendable apparel/equipment is defined as apparel/equipment that is expected to be used in future athletic seasons and includes items such as travel suits, warm-ups, uniforms, protective equipment, etc.  Expectations as to what is expendable and what is non-expendable apparel/equipment will be made clear at the time of issuance by the equipment staff.

In general, all student-athletes are required to return their non-expendable apparel and equipment after the close of their sport's season. Each individual is held responsible for all apparel equipment that is issued for intercollegiate practice and competition. Student-athletes are responsible for lost apparel and equipment. Stolen apparel and equipment will not be replaced without a police report and the written approval of the Head Coach. A hold will be placed on the student account of any student-athlete not returning his/her non-expendable equipment by the proscribed deadline, until the equipment is returned or payment is made to the Department of Intercollegiate Athletics.

Student-athletes withdrawing from the University or dropped from a team are required to return all athletic apparel and equipment. Coaches should advise the Manager of Equipment Operations immediately when a student-athlete has been dropped from a team and assist with the return of departmental apparel and equipment. The Associate Director of Athletics for Student-Athlete Services & Compliance will also forward correspondence relating to a student-athlete's departure from a team to the Manager of Equipment Operations. Apparel and equipment must be returned no later than two (2) weeks following the drop from the team roster. At that point, a hold will be placed on the student-athlete's Student Account until the equipment is returned or payment is made to the Department of Intercollegiate Athletics.

 

Care and Storage of Athletic Equipment

Each student-athlete, manager and coach is expected to properly store and care for all athletic apparel and equipment, as well as comply with established procedures for storage.

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Equipment Room Rules

All Equipment Room personnel must comply with the following rules:

  • No chewing or dipping of tobacco products;
  • No pets are allowed in the Equipment Room;
  • When assigned field duty, dress in the proper uniform with tools;
  • Be on time for work; exact hours worked must be recorded on a daily basis;
  • When unable to work as scheduled, each staff member is expected to arrange for a substitute and obtain approval from the Manager of Equipment Operations or his/her designated coordinator;
  • Maintain a clean Equipment Room, discard all trash and keep the floor swept and mopped;
  • Place all dirty laundry in the laundry room or designated area;
  • Put away all hampers before leaving at night; and
  • ALWAYS check windows, doors, etc. to make sure the office is secure.

 

Apparel & Equipment Sponsorship Agreements

Coaches must provide the Manager of Equipment Operations and the Associate Director of Athletics for Internal Affairs with a copy of any sponsorship agreement involving apparel or equipment. The Associate Director of Athletics for Internal Affairs will provide copies of all sponsorship agreements involving apparel or equipment to the Controller's Office.

 

Laundry

The Equipment Room staff, in conjunction with sport program personnel, will be responsible for the care and laundering of competitive and practice apparel only.  Student-athletes may not include any personal items with their competitive and practice apparel. Game and travel schedules should be forwarded to the Equipment Room staff as early as possible.

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Logo Usage

All athletic apparel and equipment must conform to NCAA regulations related to the use of manufacturer or distributor logos. The Associate Director of Athletics for Marketing & Media should be consulted regarding Pacific Athletics logo usage prior to placing any order for apparel or equipment. For West Coast Conference sports, all uniforms must prominently display the West Coast Conference logo. Failure to adhere to the stipulation shall result in a fine.

 

Staff Apparel

Coaches and staff may use departmental funds to purchase institutional apparel (i.e., polo shirts, jackets, brief cases, etc.) that will be used for the business-related purposes of coaching, recruiting, or otherwise representing the Department or Pacific. In addition, coaches may use workout apparel on a checkout basis from the Equipment Room. Coaches and staff may not use departmental funds to purchase any apparel for personal use. Coaches and staff are required to obtain signature approval from their supervisor for all invoice payments, reimbursement requests, or ProCard transactions involving apparel.

 

Disposal of Apparel and Equipment

The disposal of all apparel and equipment must adhere to University Business Policies & Procedures related to Surplus Property Disposition, unless specific NCAA legislation applies. The Manager of Equipment Operations will contact the University Purchasing Department when apparel or equipment is prepared for disposal. The Purchasing Department will then forward a Surplus Removal Form to the Manager of Equipment Operations for completion. Once the Manager of Equipment Operations completes and returns the Surplus Removal Form, the Purchasing Department will schedule pick-up of the disposed items.

Disposed property belongs to the University, not the athletics department. Therefore, income from the sale of disposed items is credited to the general or endowment funds of the University and not to the department.

Per NCAA regulations, student-athletes may retain athletics apparel items (not equipment) at the end of their intercollegiate participation. Although shoes are considered equipment under NCAA legislation, student-athletes are permitted to retain shoes if they are no longer usable at the end of the institution's playing season. Student-athletes may purchase used equipment in the same manner as equipment purchased by any other individual interested in purchasing such equipment (e.g., at market value). The Manager of Equipment Operations is responsible for documenting the retention of apparel by student-athletes and the sale of used equipment to student-athletes in order to maintain an accurate record of all incoming and outgoing apparel and equipment.

Any request for the donation of athletic apparel or equipment must be in written form and forwarded to the Manager of Equipment Operations. The Manager of Equipment Operations will work with the Associate Director of Athletics for Student-Athlete Services & Compliance or the Assistant Director of Compliance to determine whether the requested donation meets NCAA and institutional requirements. An Athletics Equipment Donation Request Form will be completed to document all donations of apparel or equipment.

Ultimately, the Manager of Equipment Operations is responsible for documenting all incoming and outgoing apparel and equipment in order to maintain a current and accurate inventory.

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