University of Richmond
Sports Medicine

POLICIES & PROCEDURES

  • Athletic Training Room Hours of Operation
  • Athletic Training Room Rules
  • Pre-Participation Requirements
  • Medical Referral Services
  • Procedures of Care for University of Richmond Student-Athletes
  • Rehabilitation Services
  • Head Injury Evaluation, Management, and Return to Play Guidelines
  • Sickle Cell Trait Testing Policies and Procedures
  • Dental Services
  • Optometric Services
  • Prescription Medications
  • Counseling and Psychological Services (CAPS)
  • Nutritional Services
  • Tobacco
  • Procedures for Bloodborne Pathogens
  • Release of Info to News Media
  • Golf Cart Rental for Post-Operative Use 

  

Athletic Training Room Hours of Operation

Academic Year:

  • Monday - Friday 7:00 AM - 6:00 PM
  • Saturday-Sunday Based on Team Schedule / By Appointment

Exams:

  • Monday - Friday 8:00 AM - 4:00 PM
  • Saturday-Sunday Based on Team Schedule / By Appointment

      Breaks

  • Monday - Sunday Based on Team Schedule / By Appointment

Summer

  • Monday - Friday Based on Strength & Conditioning Schedule / By Appointment Only
  • Saturday - Sunday Closed

  

Athletic Training Room Rules

The University of Richmond Athletic Training Room is a healthcare facility and should be treated as such at all times.

  • Be courteous and respectful to all Athletic Trainers and fellow student-athletes.
  • Inappropriate behavior or language will not be tolerated.
  • Shorts and T-shirts required.
  • No cleats or spikes.
  • No food or drink; water bottles are permitted.
  • No iPods, phones, or computers while completing rehab.
  • Leave all personal items at the front of the ATR.
  • Student-Athletes are not allowed to set up or adjust modalities, or access supplies in the Athletic Training Room without permission from the staff.
  • Student-Athletes are not allowed to use staff computers or phones.
  • Shower after practice before treatments, evaluation, or using whirlpools.
  • No shoes on the treatment tables; please put them under the table.
  • Put equipment back neatly after use.
  • Towels are not to be removed from the ATR.
  • No tobacco or tobacco related products allowed at any time.

Failure to comply with the above listed rules will result in immediate removal from the Athletic Training Room and may result in the loss of Athletic Training Services and/or further disciplinary action within the Department of Athletics.

Pre-Participation Requirements

New Student-Athletes
Returning Student-Athletes
Try Out Student-Athletes
Non-Student-Athlete Workout Waiver Procedure
Exit Physical Medical Questionnaire

New Student-Athletes

All new student-athletes including transfers must complete and return the new student-athlete medical packet to be considered for medical clearance/certification.  The new student-athlete medical packet includes

  • New Student-Athlete Pre-Participation Checklist
  • Health Insurance Information / Medical Authorization Form
  • A legible copy (front and back) of the student-athlete's current health insurance, prescription benefit card, and dental card.
  • Initial Annual Athletic Health History Form
  • Authorization for Medical Treatment Form
  • Drug/Alcohol Education and Testing Program Informed Consent
  • Supplement Notification Form
  • ADHD FAQ and Medical Exception Notification Form
  • Student-Health Center Health History Record

Please click here to print out the New Student-Athlete Medical Packet

A pre-participation physical is required for all new student-athletes at the University of Richmond, including transfer students to receive medical approval / certification.  The pre-participatory physical exam must be administered by a University of Richmond Team Physician prior to participation in any athletic activity (practice, competition, or strength and conditioning).  It is the responsibility of each coach to provide complete rosters to the Sports Medicine Department well in advance of initial intercollegiate strength and conditioning, practice or competition to ensure the administration of athletic physicals. Deletions or additions to the rosters must be reported promptly. If a last minute change is made to a roster, the Sports Medicine Department will do its best to accommodate a physical for the affected student-athlete as soon as possible, but no athletic activity may be participated in until that physical has been completed..

The pre-participation physical examination for first-year and transfer student-athletes includes, but is not limited to, the following:

  • Medical history review
  • Height and weight screening
  • Pulse, blood pressure and urinalysis
  • ImPACT neuropsychological baseline testing, Sport Concussion Assessment Tool - 2 (SCAT-2) including symptom scoring, Standardized Assessment Of Concussion (SAC), and Balance Error Scoring System (BESS) for all contact/collision sport athletes
  • General medical physical examination
  • Musculoskeletal physical examination
  • Sickle Cell Trait Testing or Waiver

Selected individuals may be required to complete additional testing or evaluation as deemed necessary for medical approval/certification by the University of Richmond Team Physician.  If for any reason the student-athlete is not medically approved / certified for intercollegiate athletic participation, he/she will be notified by the University of Richmond Team Physician and / or University of Richmond Sports Medicine personnel.  . Costs associated with any tests, consultations, and/or medical procedures needed to gain medical approval/certification for participation will be sent to the student-athlete's primary health insurance for payment first.  Costs not paid by the student-athlete's primary health insurance may be paid by the University of Richmond at the discretion Athletic Department.

Returning Student-Athletes

All returning student-athletes must complete and return the returning student-athlete medical packet to be considered for medical clearance/certification.  The returning student-athlete medical packet includes

  • Returning Student-Athlete Pre-Participation Checklist
  • Health Insurance Information / Authorization Form
  • A legible copy (front and back) of the student-athlete's current health insurance, prescription benefit card, and dental card.
  • Returning Annual Athletic Health History Form
  • Authorization for Medical Treatment Form
  • Drug/Alcohol Education and Testing Program Informed Consent
  • Supplement Notification Form
  • ADHD FAQ and Medical Exception Notification Form

Please click here to print out the Returning Student-Athlete Medical Packet

Returning student-athletes must complete a pre-participation screening prior to participation in the next school year's athletic activity.

The pre-participation screening for returning student-athletes includes, but is not limited to, the following:

  • Medical history review
  • Height and weight screening
  • Pulse, blood pressure and urinalysis
  • Physician exam as deemed necessary by staff athletic trainer

Try Out Student-Athlete

In order for University of Richmond student or a prospective recruit that is deemed permissible by NCAA to "try out" for an intercollegiate athletic team the following procedures must be followed.

  • Members of the coaching staff must communicate their intentions in writing to the Assistant Athletic Director / Compliance or his/her designee and the athletic trainer responsible for their sport and / or the Director of Sports Medicine.
  • Once written approval has been received by the Compliance Office, the coach may proceed with the process to have the individually medically cleared to participate in the team's practice activity.
  • The University of Richmond Department of Athletics requires all prospective "try-out student-athletes" to complete and submit the following information PRIOR to the commencement of try out activities

The aforementioned information must be submitted to and reviewed by the University of Richmond Sports Department BEFORE the prospective student-athlete is permitted to attend any try-out activities, including but not limited to practices, strength and conditioning sessions, etc.  The prospective student-athlete may remain on a Try Out Release & Waiver of Liability for up to 14 days.  Once the prospective student-athlete is officially added to the roster through the compliance office, they must complete and return the New Student-Athlete Medical Packet pre-participatory physical exam with a University of Richmond Team Physician as per the aforementioned new student-athlete policies and procedures BEFORE, the student-athlete is permitted further participate in any practice, strength & conditioning session, and / or intercollegiate athletic events.

 

If for any reason the student-athlete is not medically approved / certified for intercollegiate athletic participation, he/she will be notified by the University of Richmond Team Physician and / or University of Richmond Sports Medicine personnel.  . Costs associated with any tests, consultations, and/or medical procedures needed to gain medical approval/certification for participation will be sent to the student-athlete's primary health insurance for payment first.  Costs not paid by the student-athlete's primary health insurance may be the responsibility of the student-athlete and/or the student-athlete's parents / guardians.

 

Non-Student-Athlete Workout Waiver Procedure

In order for University of Richmond current students, alumni (those who earned degrees but did not exhaust eligibility), or former University of Richmond Student-Athlete to be cleared to participate in team practices on an occasional basis the following procedures must be followed.

  • Members of the coaching staff must communicate their intentions in writing to the Assistant Athletic Director / Compliance or his/her designee and the athletic trainer responsible for their sport and / or the Director of Sports Medicine.
  • Once written approval has been received by the Compliance Office, the coach may proceed with the process to have the individually medically cleared to participate in the team's practice activity.
  • The following items must be completed and on file in the Sports Medicine Department before the individual can participate in any practice activities

Post-Season / Exit Medical Questionnaires

All student-athletes are requested to complete a Post-Season / Exit Medical Questionnaire Form on an annual basis at the conclusion of their competitive season or when they are removed from the roster.  The questionnaire will be reviewed by the athletic trainer assigned to their sport.  Referrals for further examination and follow up care, if applicable will be made for the student-athlete will be made at this time by the Sports Medicine Staff.

In the event that a student-athlete does not complete a Post-Season Medical Questionnaire, the following procedure will be followed by the Sports Medicine Staff

  • A member of the University of Richmond Sports Medicine Department will attempt to contact the student-athlete 2 times by phone, text, email, or direct communication
  • University of Richmond Sport Medicine Staff will record all attempts of contact on the student-athlete's Post-Season / Exit Medical Questionnaire Form.
  • After 2 documented attempts to contact the student-athlete, the Post-Season / Exit Medical Questionnaire Form will be filed in the student-athlete's file.

Student-athletes will have ninety (90) days from the date of the expiration of their eligibility and/or voluntary or involuntary separation from the University of Richmond to have any medical conditions and/or injuries incurred evaluated and/or treated by University of Richmond Sports Medicine personnel and/or University of Richmond Team Physicians. All medical services must be provided by University of Richmond Sports Medicine personnel and/or University of Richmond Team Physicians unless otherwise approved in writing by the Director of Sports Medicine and/or his/her designee. After the ninety (90) day period, the University of Richmond Department of Intercollegiate Athletics will not be obligated to provide, or pay for, any treatment and/or medical services for any medical condition or injury.

At the time that a student-athlete signs a contract with a professional sports organization, other sport governing body, corporate sponsor, or agent, the obligation of the University of Richmond Department of Intercollegiate Athletics to pay for existing medical conditions will cease, and any financial assistance provided by the University of Maryland Department of Intercollegiate Athletics will be determined on a case-by-case basis.

Medical Services and Event Coverage

All injuries and illnesses are to be reported to the Sports Medicine Staff optimally at the time of occurrence and at the latest within 24 hours of their occurrence. After an initial assessment by a member of the University of Richmond Sports Medicine staff, referral of the student-athlete to a physician, or additional health care specialist, will be made as deemed appropriate. Medical referrals are made at the discretion of the Sports Medicine Staff to individuals within the Sports Medicine Referral Network. The University of Richmond secondary insurance policy does not cover costs associated with unauthorized second opinions and self-referrals outside of the Sports Medicine Department. If a student-athlete seeks an opinion or non-urgent care from a provider outside of the UR Approved Provider Network, he/she will be medically ineligible to participate until medical records are received and reviewed by UR Sports Medicine. Additionally, the University of Richmond will not assume any financial responsibility for any travel costs associated with unauthorized second opinions. For more information on coverage by the Sports Medicine Department, including insurance information, please see the University of Richmond Medical Care and Insurance Policies & Procedures.

For a full account of the medical services and coverage provided by the University of Richmond Sports Medicine Department, please refer to the Sports Medicine Services Policy.

 

Procedures for Care of University of Richmond Student-Athletes

Because the ultimate responsibility of care for student-athlete rests with Team Physician and Sports Medicine Staff, the following are the methods of care regarding injury or illnesses:

In case of emergency on campus - Dial 289-89ll. This will activate the Emergency Medical System (EMS). This includes a response by emergency trained police personnel, and transport to an emergency room as needed. As soon as possible, contact a Sports Medicine Staff

In case of emergency on off campus - Dial 9ll. This will activate the Emergency Medical System (EMS). This includes a response by emergency trained police personnel, and transport to an emergency room as needed. As soon as possible, contact a Sports Medicine Staff

In non-emergency situations, the following steps should be followed:

1. Contact the Sports Medicine Office at (804)289-8393. Injuries are to be reported to the Sports Medicine Staff on the same day that they occur. If a student-athlete encounters an illness, he or she must report it to the Athletic Training Room before NOON to receive instructions.

2. If there is not an Athletic Trainer on campus (after hours), contact the Staff Athletic Trainer assigned to your sport on his or her cell phone, or contact the Director of Sports Medicine on his or her cell phone. This information should be given to you in a meeting at the beginning of the school year.

3. If the student-athlete cannot contact a staff athletic trainer, or Director of Sports Medicine, he or she should contact another staff athletic trainer.

In the event of an emergency, there are detailed Emergency Action Plans for every University of Richmond venue. For a detailed list of Emergency Action Plans for all of the University of Richmond facilities, please go to the Sports Medicine Facilities page.


Severe Weather

Lightning is the most consistent and significant weather hazard that may affect intercollegiate athletics. The University of Richmond subscribes to the Weather Data, Inc. Service. When there is a storm containing lightning in the vicinity of the University of Richmond Campus, the weather service will send both an email and text message to the Sports Medicine cell phones with specific information. For detailed information regarding our policy, please read the University of Richmond Athletic Department's Severe Weather/Lightning Policy.  

Extreme Heat is also a weather hazard that may affect intercollegiate athletics.  The University of Richmond Staff Athletic Trainers will utilize Heat Stress Risk Guidelines.  For detailed information regarding our policies on extreme heat, please read the University of Richmond Athletic Department's Heat Policy.

 

Treatment / Rehabilitation Services

Rehabilitation services for University of Richmond varsity student-athletes are provided by the Sports Medicine Department Staff on-site. Treatments and rehabilitations are performed by appointment.  Please schedule an appointment through your staff athletic trainer.  If an athlete were to require the continuation of rehabilitation services related to an athletic injury while away from Richmond, VA for a break period or post-graduation, a representative of the Sports Medicine Department will coordinate rehabilitation services for that student-athlete on a case by case basis. The University of Richmond Department of Athletics' secondary insurance policy will only cover approved rehabilitation services that are the direct result of a referral by a University of Richmond Team Physician.

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University of Richmond Sports Medicine Department 
Head Injury Evaluation, Management, and Return to Play Guidelines

The following policy and procedures on neurocognitive baseline testing, assessment, management, and return to play guidelines have been developed through evidence based medicine and in accordance with the University of Richmond Department of Sports Medicine's mission to provide quality healthcare services and assure the well-being of each student-athlete. This policy is directly supervised by the Team Neurologist.
The University of Richmond Sports Medicine Department recognizes that head injuries, particularly sport-induced concussions, pose a significant health risk for those student-athletes participating in intercollegiate athletics at the university. Consequently, the Department of Sports Medicine has implemented policies and procedures to assess and identify those student-athletes who have suffered a concussion. The Department also recognizes that baseline neurocognitive testing on student-athletes who participate in those sports which have been identified as collision or contact sports will provide significant data for return to competition decisions. This policy will also apply to those student-athletes who have a past medical history of concussions prior to their participation at the University of Richmond. This baseline data along with physical examination, and/or further diagnostic testing will be used collectively in determining when it is safe for a student-athlete to return to competition. For more information on this policy, please review the following documents:

University of Richmond Sports Medicine Department Sickle Cell Trait Policies and Procedures

Effective July 1, 2010, all athletes participating in NCAA Division I sports must have a test performed to determine the presence of Sickle Cell Trait, show proof of Sickle Cell Trait testing prior to any athletics participation, or decline testing and sign a release of their institution from any liability associated with declining the test.

 

Dental Service

The Department of Athletics will assume a degree of responsibility for payment in the case of dental damage done to teeth and other injuries related to the mouth while participating in practice or games. Referral to a dentist can be made through the Sports Medicine Department for non-athletic related dental problems, but these will be at the expense of the student-athlete.


Optometric Services

As a matter of general policy, the Department of Athletics will not underwrite the cost of eye examination unless the examination is required because of an athletic-related injury. If an injury does occur and an examination is needed, the appropriate medical referral procedure is to be followed. The Department of Athletics will replace contact lenses in the event that the lens is lost or damaged during intercollegiate athletic participation. Contact lenses can only be ordered with a current prescription, i.e., a prescription that has been written within the past 12 months. It is the responsibility of the student-athlete to obtain and update prescriptions, as well as to provide the Sports Medicine Staff with a copy of the current prescription and a pair of extra contact lens to be kept on the sidelines in case of contact lens mishap during participation.

 
Prescription Medications

Financial coverage will be provided for medications prescribed as a direct result of athletic injury and as approved by the Team Physician, after filing the prescription cost through the student-athlete's primary insurance as a matter of general policy. Pharmaceutical services are rendered by Westbury Pharmacy. The student-athlete must present the prescription to Sports Medicine for referral form to have the prescription filled at Westbury Pharmacy.  If a prescription card specifies a particular pharmacy, please be sure to inform one of the Sports Medicine staff members.

Student-athletes must disclose to the Sports Medicine Department any and all prescription medications they may be taking, as some legitimately prescribed medications can cause positive drug test results in both institutional and NCAA drug-testing programs that may be performed during the year. Documentation of legitimate medications must be on file prior to the drug-testing in order to ensure that no sanctions will be taken for a positive drug test results caused by these legitimate medications. Please refer to the Drug / Alcohol Screening and Education Program for more details.

Please get copies of any current prescriptions for medications a student-athlete takes on a regular basis to the Sports Medicine Department in conjunction with the student-athlete medical forms. Current prescriptions are those written within a twelve month period, so these must be updated annually. Effective August 1, 2009 In the case of prescription medications for attention deficit disorder (ADD) or attention deficit hyperactivity disorder (ADHD,) documentation of the testing done to result in a diagnosis of ADD or ADHD must also be provided, per NCAA regulations. For more info, please refer to the Student-Athlete Frequently Asked Questions about ADD/ADHD.



Counseling and Psychological Services (CAPS)

The on-campus Counseling and Psychological Services (CAPS) offers a wide range of counseling and psychological services to full-time students at the University of Richmond, which our athletes can take advantage of when needed. About 30% of undergraduates use CAPS services one or more times during their 4 years at the University. Common reasons students come to CAPS include relationship concerns, academic difficulties, stress, anxiety, depression, grief, family issues, traumatic events, eating problems, substance abuse, sleep disturbance, and adjusting to college. However, any issue of concern to a student is OK to discuss with a CAPS counselor.  CAPS maintains a list of off-campus resources to refer students to when specialized services or longer-term counseling is needed.  CAPS is open for appointments from 8:30 am to 12 noon, and 1:00 pm to 5:00 pm Monday through Friday during the Fall and Spring academic terms. If urgent care is needed after hours, please contact campus police at 289-8911. For more information about CAPS, please click here to go to their website.



Nutritional Services

The University of Richmond offers a variety of free, on-campus nutritional services that the student-athletes are encouraged to take advantage of to optimize their nutritional health. A full-time registered dietician is on staff at the dining center, and appointments for one-on-one nutritional counseling are an available resource to the students. For more information about the nutritional services available please click here to go to their website contact Karen Hensley at khensley@richmond.edu

 

Tobacco

The use of tobacco (including cigarettes, chewing tobacco, "dip," "snuff," etc.) in any form is prohibited. No tobacco will be allowed in University facilities or on University sanctioned trips (i.e. buses, airplanes, vans, hotel, stadiums, etc.) It is not only a health hazard, but is a poor example for student-athletes and the athletic staff to exemplify and a violation of NCAA policy.


Procedures for Bloodborne Pathogens

All Departmental staff and student-athletes will strictly adhere to the standards set forth by the University in the blood borne pathogens exposure control plan. A copy of this plan is on file with the Sports Medicine Department. The following components are encompassed into this plan: exposure determination, methods of compliance, Hepatitis B Vaccination policy, procedures for evaluation and follow-up of exposure incidents, employee training, and record keeping procedures. If you wish to see a copy of this plan, please contact a member of the Sports Medicine Department.


Release of Information to News Media

All media requests for information regarding the nature of injuries or the condition of injured student-athletes will be directed to the Assistant Athletic Director for Public Relations. All medical information of the student-athletes is subject to the same regulations of the Health Insurance Portability and Accountability Act (HIPAA) as are medical records in a physician's office or other medical facility.

Golf Cart Rental for Post-Operative Use

Some student-athletes who have sustained a serious injury or have undergone a surgical procedure to his or her lower extremity may choose to rent a golf cart to help with transportation around campus. Most insurance companies will not cover this expense, nor will the University of Richmond Athletic Department assume financial responsibility for the costs of renting a golf cart. If the student-athlete and his or her parents choose to pursue this option, the following companies are recommended:

Peebles Golf Cart
(804) 262-0778

*Please be sure that if a golf cart is rented for a period of time and used on campus, it must be registered with parking services as the student-athlete is susceptible to parking and driving violations