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Equipment Care

Squad members are to be held accountable for any loss of or abuse of equipment. ALL EQUIPMENT IS THE COACHES RESPONSIBILITY. Any equipment lost by an athlete must be paid for by the athlete. Any loss of equipment should be reported to the head coach immediately. THE HEAD COACH MUST NOTIFY THE ATHLETIC OFFICE OF THE LOSS OF EQUIPMENT AND ALSO THE MAIN OFFICE.

Coaches are to keep accurate records on the distribution of equipment checked in by each athlete at the end of the season. If possible, identification marks or numbers are to be attached to all equipment to facilitate accurate record keeping. WHEN IT HAS BEEN DETERMINED THAT AN ATHLETE HAS LOST OR FAILED TO RETURN EQUIPMENT THE COACH MUST TURN IN A STATEMENT TO THE ATHLETIC DIRECTOR WHO WILL RECORD THEM AND THEN TURN IN TO THE MAIN OFFICE FOR COLLECTION.

It is important to immediately collect equipment from the athlete that quits before the end of the season. Equipment should be collected the last day of practice and at the completion of the last contest. It is the coach’s responsibility to secure all equipment issued. We have purchased excellent equipment for our athletes and in turn expect it to be cared for and returned.

Equipment Purchasing Procedure

  1. After the season is over for the particular sport and after they have taken care of inventory and the cleaning and storing of equipment, he/she should fill out requests on the activity report. This should be done within three weeks of completion of that particular activity.
  2. All purchases of equipment must be done by a purchase order signed by the athletic director in order to keep track of expenses.
  3. The school will not be held responsible for anything a coach purchases without a purchase order signed by the athletic director.
  4. The head coach must notify the athletic director when ordered equipment has arrived so the A.D. can turn his copy of the bill in to the office for payment.

Procedure For Purchase Orders

  1. Purchase orders must be approved by the athletic director. You cannot call a company and order merchandise without prior approval. Do not obtain a purchase order for athletic related items from any other office other than the athletic office.
  2. Fill out preliminary purchase order form:
  3. Complete address and phone number of vendor.
  4. Complete description of merchandise. Make sure this is accurate. On items to be shipped remember to add “shipping” charges.
  5. Unit Price/Total price should be on all purchase orders.
  6. If you have already talked to a company representative and they are holding the merchandise you must indicate you are just confirming the verbal order to guarantee against ordering again.
  7. All Vendors and orders must be approved in advance by the athletic director.
  8. All clothing items ordered for team members must be team apparel. Any products ordered using any colors other than school colors must be approved by the athletic director.
  9. A coach may not accept t-shirts provided to their team from outside source without prior approval.
  10. Check with the athletic director on re-orders.

Resale Procedures

  1. Inform the athletic director of your resale item and cost.
  2. Coaches are encouraged to use a local vendor if possible and/or a vendor who supports the school district or booster club as long as an equal service/product can be provided.
  3. Set a limited “time frame” for the athletes to pay for the items ordered.
  4. Athletes bring the money for the items to the coach. Please keep money in safe place.
  5. Coaches will charge the athlete the actual price of the item from the vendor and will be allowed to add a small charge for shipping and handling.
  6. If coaches are planning on creating a one-page flyer to sell items. This must be approved in advance.
  7. Coaches are encouraged to use school colors for team clothing items. Any products ordered using any colors other than school colors must be approved by the athletic director.
  8. Any conference, district, or state t-shirts must be approved in advance.
  9. A coach may not accept t-shirts provided to their team from outside source without prior approval.
  10. All Vendors and orders must be approved in advance by the athletic director.
  11. Coach notifies the athletic director all money is collected, then:
  12. Coach turns money into athletic director with the student’s names and sizes.
  13. Purchase order is filled out.
  14. Order is placed.

Fundraising/Donation Policy

All athletic team fundraising must be approved by the athletic director prior to the planning stages by the coach or participants. Any athletic department fundraising initiated by the athletic director will be supported by all coaches in the department. All fundraising must be approved by the Board of Education. Any patron, parent, or fan wishing to donate funds toward any Athletic Program must go through the athletic director, Gilbert administration, and approval from the School Board. We do not want to discourage financial donations, however, we want to make sure it fits into our district athletic plan and benefits all programs in fair and equitable manner. Coaches cannot take any financial contribution, but, must be run through the athletic office.