ADDITIONAL SOURCES OF INFORMATION ARE:

Transcription

1 PREFACE The infrmatin n plicies and prcedures is intended fr the use f Texas Tech University Department f Intercllegiate Athletics. The manual supplements the Texas Tech University Operating Plicies and is intended t prvide infrmatin that will assist athletic department emplyees with their duties. All emplyees shuld benefit frm referring t this manual when plicy questins arise. It is nt intended t list every plicy detail f the Department f Intercllegiate Athletics (ften referred t as simply as Athletics). ADDITIONAL SOURCES OF INFORMATION ARE: Texas Tech University Operating Plicies and Prcedures ( Texas Tech Athletics Cmpliance Manual Texas Tech Student-Athlete Handbk Texas Tech Student Affairs Handbk/Cde f Student Cnduct Big 12 Cnference Handbk NCAA Divisin I Manual

2 14.0 EQUIPMENT AND APPAREL 14.1 EQUIPMENT & APPAREL The fllwing sets frth the Athletics Department plicy fr rdering, receiving, issuing and maintaining inventry f team equipment and apparel. The equipment rms are supervised by equipment managers, wh are respnsible fr rdering, maintaining, issuing, and inventrying all athletic equipment, apparel, and supplies. Equipment fr all student-athletes must be issued thrugh the equipment rms in accrdance with NCAA, Big 12, and University rules. The Athletics Cmpliance Office will be respnsible fr educating the Equipment Managers and similar emplyees n all NCAA and Big 12 rules. The Athletics Business Office shall cnduct a physical inventry annually, cmparing the actual physical cunt t the inventry cunt in the Assistant Cach System ( ACS ) sftware. Equipment t be kept n the inventry system is defined as: Ftball Equipment- Helmets, Shulder Pads, and Ftballs Clthing- Under Armur Apparel Unifrms (Jersey and Pants), Travel Warm-ups, Pl s, T-Shirts, Shrts, Sweats, Rain Gear, Cld Weather Gear, and Jackets Ftwear- Cleats and Shes Accessries- Ftball Glves, Hats, Visrs, and Beanies All Other Sprts Equipment- Bats, Helmets, Ball Glves, Batting Glves, Glf Clubs, Glf Bags, Discus, Sht Puts, Hammers, and Tennis Racquets Balls (by the dzen)- Baseballs, Glf Balls, Basketballs, Sftballs, and Sccer Balls Clthing- Under Armur Apparel Unifrms (Jersey and Pants), Travel Warm-ups, Pl s, Batting Practice Tps, Pre Game Tps, T-Shirts, Shrts, Sweats, Rain Gear, Cld Weather Gear, and Jackets Ftwear- Cleats and Shes Accessries- Travel Bags, Caps, Backpacks, Sack packs, Glves, and Beanies Examples f equipment nt maintained n the inventry system: Glf Tees, Scks, Muth Guards, etc. Equipment inventries will be maintained in tw areas, ftball and all sprts ther than ftball.

3 UNDER ARMOUR APPAREL The Under Armur Spnsrship and Official Outfitter Agreement prvides fr a set annual prduct allwance fr the Athletic Department as a whle. The prduct allwance is allcated annually t each team and department by the Deputy Athletics Directr and Senir Assciate Athletics Directr f Business and Financial Operatins. The prduct allwance shall be used befre any additinal prduct r apparel is purchased. Additinal prduct and apparel shall be purchased within the sprt r department perating budget. Athletic equipment and apparel received frm the cntractual annual prduct allwance prvided t each sprts team frm the Spnsrship and Official Outfitter Agreement with Under Armur is t be rdered, received, issued, and maintained in the same manner as purchased equipment and apparel EQUIPMENT ROOMS FOR FOOTBALL The equipment rm fr ftball is supervised by the Head Equipment Manager, wh reprts directly t the Head Ftball Cach r his designee and the Senir Assciate Athletics Directr f Business and Finance r his designee. The Head Equipment Manager is respnsible fr budgeting, rdering, maintaining, issuing, and inventrying all athletic equipment and apparel thrugh the Assistant Cach System ( ACS ) sftware. Equipment fr all student-athletes must be issued thrugh the equipment rm in accrdance with NCAA, Big 12, and University rules. Furthermre, the Head Equipment Manager is respnsible fr limiting access t inventry t thse individuals with a direct business need nly. BUDGETING The Head Equipment Manager is respnsible fr: develping a budget fr all ftball equipment and apparel purchases. mnitring and perating within the equipment and apparel budget. ORDERING The Head Equipment Manager: receives artwrk frm cntracted clthing and unifrm vendrs. reviews the artwrk with the vendr representative and makes changes and requests as needed. if changes are required, reviews the updated artwrk and acquires the head caches signature fr his final apprval. mails/faxes the artwrk apprval t vendr representative. receives rder frms and timelines fr placing and receiving rders frm vendrs. submits a detailed requisitin t the Athletic Business ffice with the Head Ftball Cach and Sprt Supervisr s apprval fr the rder. All rders greater than $10,000 must be apprved by the Athletics Directr. Orders placed frm the Under Armur prduct alltment are required t fllw the same prcedure. is respnsible fr creating, maintaining, and perating within a budget fr all equipment and apparel purchases. rders all apparel, unifrms, and ftwear with ship dates based n availability f prduct frm cntracted vendr. will receive an rder cnfirmatin and review the cnfirmatin t verify the rder is crrect.

4 enters the rder int the ACS inventry system by creating rders. (See ACS training manual) The rdering cycle cntinues thrughut the seasn and the Head Equipment Manager will cntact the vendr representative t discuss prblems and new ideas. The vendr representative takes suggestins and prblems back t vendr. The vendr will set up a meeting after the seasn is ver t discuss issues and prpse new artwrk. RECEIVING Orders are shipped directly t the Head Equipment Manager. Once rders are received the Head Equipment Manager checks the equipment and apparel received against the riginal rder and cnfirmatin t verify that all items are accunted fr. Items are then inventried and recrded as received in the ACS inventry system. If any items are missing frm the rder, the Head Equipment Manager needs t cntact the vendr immediately t have the prblem reslved either by credit r replacement f prduct. Barcdes are created fr the items rdered and received. Barcdes are used t scan prduct int inventry, issue equipment and apparel, and check inventry levels. HELMETS AND SHOULDER PADS Helmets and shulder pads are rdered after spring ftball has cme t an end. Helmets are bagged and sent ff fr recnditining and repainting. Helmets that d nt meet the requirements fr recnditining are replaced thrugh warranty when applicable. If the warranty has expired, the Head Equipment Manager can ask fr the helmet t be sent back t the University and kept as a trphy helmet and nt t be used fr cntact. New and recnditined helmets are inventried and given a barcde frm the ACS inventry system. Player are fitted and issued a helmet thrugh the ACS inventry system when they reprt fr practice and are cleared fr cmpetitin. Helmets are nt an expendable item and are picked up at the end f the seasn fr inventry and strage. The abve rules will apply t shulder pads as well. Shulder pads are inspected and if the equipment des nt meet specificatins the shulder pads will be destryed and dispsed f s that n ne can use the equipment. The shulder pads will then be taken ut f inventry by its given barcde number and the reasn dcumented in the ACS inventry system. ISSUANCE OF EQUIPMENT Student athletes are entered int the inventry system by the Head Equipment Manager upn arrival and clearance by the Texas Tech Cmpliance Office. Once the student athletes are cleared by the Cmpliance Office the Head Equipment Manager is allwed t issue equipment t the student athlete. The Head Equipment Manager will issue equipment and print an issue reprt sheet fr each athlete. Once the athlete receives the items, he is required t review and sign the issue reprt. The Head Equipment Manager will then stre each issue reprt.

5 Items that are issued are autmatically remved frm the ACS inventry. (See ACS training manual) Student managers are allwed t wrk the issue windw and issue equipment t student athletes with the apprval and supervisin f the Head Equipment Manager. EXCHANGING ITEMS When equipment r apparel is damaged r des nt fit, the student athlete is required t bring the specified item t the Head Equipment Manager t exchange fr the crrect prduct r replace the damaged item. Student Athletes will nt be able t exchange the unsatisfactry equipment issued t him/her unless the riginal item is returned at the time f the exchange. The Head Equipment Manager then dcuments the change f equipment. The exchanged equipment is recrded in the ACS inventry system as returned and issued. Once the damaged item is returned t the equipment rm, the Head Equipment Manager determines if it can be used again r if it shuld be dispsed f. Items deemed as unacceptable shall be dispsed f and taken ut f inventry by its given barcde number and the reasn dcumented in the ACS inventry system DOCUMENTATION OF EXCHANGES AND RETURNS OF EQUIPMENT AND APPAREL All exchanges and returns f equipment and apparel will be dcumented and recrds retained fr a perid f 3 years. DOCUMENTATION OF DISPOSAL OF EQUIPMENT AND APPAREL All inventried equipment dispsals must have the apprval f the Head Ftball Cach r designee and the Sprt Supervisr. Dcumentatin shall be maintained t supprt all inventried equipment and apparel dispsals. STORAGE Once items have been inventried, each item will be secured in a lcked area that is accessible nly by the Head Equipment Manager and related staff. At the end f each sprts seasn all equipment shall be retrieved frm the student athletes and inspected fr damages and repaired. Equipment is then cleaned, sanitized, and stred accrdingly. INVENTORY Inventry will be cmpleted nce all rders are in the inventry system, at the end f the ftball seasn, and befre the new items arrive. Annually, a cmplete inventry f all equipment and apparel will be cnducted by the Head Equipment Manager. Such inventry will be cnducted by the Head Equipment Manager with versight by Senir Assciate Athletics Directr f Business and Financial Operatins and his designee and will be subject t annual audit by the Texas Tech Office f Audit Services.

6 The ACS inventry system will be adjusted t actual inventry cunts and discrepancies must be dcumented. Such discrepancies must be apprved by the Senir Assciate Athletics Directr f Business and Financial Operatins EQUIPMENT ROOMS FOR SPORTS OTHER THAN FOOTBALL AND THE ATHLETICS DEPARTMENT AS A WHOLE The equipment rms fr all sprts ther than Ftball are supervised by the Assistant Equipment Manager, wh reprts directly t the Senir Assciate Athletics Directr f Business and Financial Operatins r his designee. The Assistant Equipment Manager is respnsible fr rdering, maintaining, issuing, and inventrying all athletic equipment and apparel thrugh the Assistant Cach System ( ACS ) sftware. Equipment fr all student-athletes must be issued thrugh the equipment rm in accrdance with NCAA, Big 12, and University rules. Furthermre, the Assistant Equipment Manager is respnsible fr limiting access t inventry t thse individuals with a direct business need nly. ORDERING All rders fr sprts ther than ftball will be prcessed thrugh the Assistant Equipment Manager. The Assistant Equipment Manager: receives artwrk frm cntracted clthing and unifrm vendrs reviews the artwrk with the vendr representative and makes changes and requests as needed. if changes are required, reviews the updated artwrk and acquires the head caches signature fr his/her final apprval. mails/faxes the artwrk apprval t vendr representative. receives rder frms and timelines fr placing and receiving rders frm vendrs. submits a detailed requisitin t the Athletic Business ffice with the Head Cach and Sprt Supervisr s apprval fr the rder. All rders greater than $10,000 must be apprved by the Athletics Directr. Orders placed frm the Under Armur prduct alltment are required t fllw the same prcedure. rders practice apparel, unifrms, and ftwear. requests ship dates based n availability f prduct frm cntracted vendr. will receive an rder cnfirmatin and review the cnfirmatin t verify the rder is crrect. enters the rder int the ACS inventry system by creating rders. (See ACS training manual) The rdering cycle cntinues thrughut the sprts seasns and the Assistant Equipment Manager will cntact the vendr representative t discuss prblems and new ideas. The vendr representative takes suggestins and prblems back t vendr. The vendr will set up a meeting after each sprts seasn is ver t discuss issues and prpse new artwrk. RECEIVING Orders are shipped directly t the Assistant Equipment Manager. The Assistant Equipment Manager will ntify the Sprts Prgram when rders have been received.

7 Once rders are received the Assistant Equipment Manager checks the equipment and apparel received against the riginal rder and cnfirmatin t verify that all items are accunted fr. The items are then inventried and recrded as received in the ACS inventry system. If any items are missing frm the rder, the Assistant Equipment Manager will cntact the vendr immediately t have the prblem reslved either by credit r replacement f prduct. Barcdes are created fr the items rdered and received. Barcdes are used t scan prduct int inventry, issue equipment and apparel, and check inventry levels. ISSUANCE OF EQUIPMENT TO STUDENT ATHLETES Equipment issued by the Assistant Equipment Manager Student athletes are entered int the inventry system by the Assistant Equipment Manager upn arrival and clearance by the Texas Tech Cmpliance Office. Once the student athletes are cleared by the Cmpliance Office the Assistant Equipment Manager is allwed t issue equipment t the student athlete. The Assistant Equipment Manager will issue equipment and print an issue reprt sheet fr each athlete. Once the athlete receives the items, he/she is required t review and sign the issue reprt. The Assistant Equipment Manager will then stre each issue reprt. Items that are issued are autmatically remved frm the nline inventry. (See ACS training manual) Student managers are allwed t issue equipment t student athletes with the apprval and supervisin f the Assistant Equipment Manager. Equipment issued t Sprts Men s Basketball, Wmen s Basketball, Vlleyball, Sftball, Baseball, Track and Field, Men s Glf, Wmen s Glf, and Sccer will specify in writing a designee t receive and issue clthing t student athletes. As the designee requests items the Assistant Equipment Manager will issue equipment and apparel t the Sprt Designee. The designee will review and sign an issue/ inventry reprt upn receipt f the equipment and apparel. The Sprt Designee will reprt t the Assistant Equipment Manager items that were issued t student athletes, staff, bsters, dnrs, etc. at least mnthly. The Assistant Equipment Manager will then transfer the equipment frm the Sprt Designee t the apprpriate recipient within the ACS inventry system. Detailed recrds f thse receiving equipment r apparel must be maintained. The Sprt Designee will maintain a separate inventry f equipment and apparel in the sprts pssessin that has nt been issued t student athletes, staff, r thers. Equipment and apparel issued t Sprts will be included in the annual physical inventry cnducted at the end f each academic year.

8 EXCHANGING ITEMS When equipment r apparel is damaged r des nt fit the student athlete is required t bring the specified item t the Assistant Equipment Manager r Sprt Designee t exchange fr the crrect prduct r replace the damaged item. Student Athletes will nt be able t exchange the unsatisfactry equipment issued t him/her unless the riginal item is returned at the time f the exchange. The Assistant Equipment Manager r Sprt Designee then dcuments the change f equipment. The exchanged equipment is recrded int the inventry system as returned and issued. Each Sprt Designee will reprt exchanges t the Assistant Equipment Manager at least mnthly. Once the damaged item is returned t the equipment rm, it is up t the Assistant Equipment Manager r Sprt Designee t decide if it can be used again r if it shuld be dispsed f. Items deemed as unacceptable shall be dispsed f and taken ut f inventry by its given barcde number and the reasn dcumented in the ACS inventry system. Sprt Designees will reprt dispsed f equipment and apparel t the Assistant Equipment Manager. The Assistant Equipment Manager will then remve the equipment frm the ACS inventry system. DOCUMENTATION OF EXCHANGES AND RETURNS OF EQUIPMENT AND APPAREL All exchanges and returns f equipment and apparel will be dcumented and recrds retained fr a perid f 3 years. DOCUMENTATION OF DISPOSAL OF EQUIPMENT AND APPAREL All inventried equipment dispsals must have the apprval f the Head Cach r designee and the Sprt Supervisr. Dcumentatin shall be maintained t supprt all inventried equipment and apparel dispsals. STORAGE Once items have been inventried, each item will be secured in a lcked area that is accessible nly by the Assistant Equipment Manager r Sprt Designee and related staff. At the end f each sprts seasn all equipment shall be retrieved frm athlete(s) and inspected fr damages and r repaired. Equipment is then cleaned, sanitized, and stred accrdingly. INVENTORY Inventry will be cmpleted nce all rders are in the inventry system, at the end f the each sprts seasn, and befre the new items arrive. Annually, a cmplete inventry f all equipment and apparel will be cnducted by the Assistant Equipment Manager. Such inventry will be cnducted by the Assistant Equipment Manager with versight by Senir Assciate Athletics Directr f Business and Financial Operatins and his designee and will be subject t annual audit by the Texas Tech Office f Audit Services.

9 The ACS inventry system will be adjusted t actual inventry cunts and discrepancies must be dcumented. Such discrepancies must be apprved by the Senir Assciate Athletics Directr f Business and Financial Operatins.