POLICIES & PROCEDURES MANUAL

HVSC POLICY AND PROCEDURES TABLE OF CONTENTS

1 OVERVIEW
1-1 Mission Statement 1-2 Values
1-3 Goals and Objectives 1-4 History

2 ORGANIZATION
2-1 Board of Directors
2-2 Staff
2-3 Committees
2-4 Office
2-5 Internet Website
2-6 Logo and Name
2-7 Leagues and Associations
a. Blue Ridge Soccer League
b. Skyline Club Soccer League
c. Virginia Youth Soccer Association
2-8 Internal Revenue Service 501(c)3 Status

3 RECREATIONAL PROGRAM

4 TRAVEL PROGRAM 4-1 Players
a. Player Commitments b. Player Conduct

4-2 Coaches

a. Coaching Commitments
b. Coaches Conduct
c. Coaches Training and Education 4-3 Assistant Coaches
a. Assistant Coaching Commitments b. Assistant Coaches Conduct
4-4 Team Managers
a. Support
b. Responsibilities
c. Commitment
d. Team Manager Manual.
4-5 Parents
4-6 Player Selection and Placement a. Team Definitions
1. Premier Teams
2. Classic Teams:
3. Provisional Teams

b. Player Tryouts
c. Age Grouping
d. Team Size
e. Playing In a Higher Age Division f. Player Recruiting

4-7 Travel Fees

a. Fees
b. Non-Payment of Fees
c. Payment Plan
d. Scholarships
e. Refunds
f. Guest Player Fees
4-8 Fields
4-9 Practices
a. Start and End of Season
b. Locations
c. Practice Days and Times
d. Session Details
e. Coaching Absence
f. Player Absence or Tardiness g. Cancellations
h. Makeups
4-10 Games
a. League
b. Schedules
c. Locations
d. Cancellations
e. Makeups
4-11 Uniforms
a. Styles and Retention Period b. Required Elements
c. Optional Elements
d. Restrictions
e. Uniform Orders
4-12 Tournaments
a. Approved Tournaments
b. Required Tournaments
c. HVSC Affiliated Tournaments d. Tournaments Fees
4-13 Fund-Raising
a. General
b. Club
4-14 Grievances
4-15 Conduct Violations
a. Conduct Model
b. BRSL, SCSL and VYSA
c. HVSC Penalties

Attachments:
1. Board of Directors
2. HVSC Staff
3. Player Commitment and Conduct
4. Coach Commitment and Conduct
5. Parent Commitment and Conduct
6. HVSC Travel Fees
7. Game and Practice Cancellations
8. Team Fundraising Guidelines
9. HVSC Recommended Penalty Guidelines for Conduct Policy Violations A.9.1 Definitions
A.9.2 Abuse Of A Player
A.9.3 Abuse Of A Coach Or Team Official
A.9.4 Abuse Of A Referee
A.9.5 Abuse of a Spectator
10. HVSC Volunteer Options
11. Team Manager Guidelines
A.11.1 Player Registration Guidelines
A.11.2 Adding a Player to the Roster
A.11.3 Removing a Player From the Team Roster
A.11.4 Out of State Travel

1 OVERVIEW

1-1 Mission Statement

To provide an opportunity for our young people and our community to develop healthy life skills and team skills through active participation in the beautiful game of soccer.

1-2 Values

•   Teamwork - Working together to achieve common goals

•   Fairness - Treating others as we would like to be treated

•   Communication - Sharing and respecting diverse ideas to improve our team

•   Nurture - Providing a positive environment where our young people are challenged to

  strive for excellence

•   Outreach - Committing to make our target communities in Southside Virginia better by

  providing personal development opportunities to youth in our surrounding communities

•   Respect – Teaching and expecting respect for players, coaches, referees, parents, and

  the game

  1-3 Goals and Objectives

  a. Players
  HVSC shall place primary emphasis upon player development

•   by providing a strong, professional staff of coaches and trainers.

•   by training tactically and technically for increasingly higher levels of soccer competition.

•   by considering the physical, mental, and character development of the player.

  b. Coaches
  HVSC shall provide strong support for the coaches

•   by promoting and funding continuing education and other avenues for coaching development.

•   by providing competitive pay scales based upon coaching experience, licensing and performance.

•   by providing a professional, supportive environment.

  1-4 History

  The Heart of Virginia Soccer Club (HVSC) was founded in the fall of 2008 and provides travel and recreational programs in the central Virginia area.

  2 ORGANIZATION

  2-1 Board of Directors (DOC)

  HVSC is administered by a volunteer Board of Directors (Attachment 1) who shall

•   interpret and enforce the Articles of Incorporation and the Bylaws of the Club.

•   establish policy and procedure that are deemed necessary to carry out the objectives of

  HVSC.

•   establish, enforce and interpret regulations prescribing rules of play, player eligibility, and

  the conduct of players, teams, clubs, spectators and officials for events either conducted

  or sanctioned by HVSC.

•   ratify appointments of officers, committee chairpersons and agents of HVSC.

•   provide for the hiring and approval for all HVSC staff and/or services needed for the complete operations of the Club.

•   control fiduciary responsibility for HVSC budget.

•   oversee and solicit volunteers for club sponsored events.

•   oversee and solicit fund raising and sponsorship programs.

  2-2 Staff

  A paid staff professionally administers all of the daily operations of HVSC. A complete listing of HVSC staff is provided in Attachment 2. A full description of responsibilities is provided in their HVSC job description, if applicable; however, a brief summary of responsibilities by function follows:

  a. General Manager (GM)
  The HVSC General Manager is responsible for the general development and administrative oversight of the club. It is the responsibility of the GM to ensure that the needs of the program are met and the GM works closely with the Board of Directors, the HVSC Technical Director, the Director of Tournaments, and the administrative staff to accomplish this
  objective. The GM responsibilities will be allocated by the Board until such times as the Club names a GM. The General Manager shall:

•   prepare and submit a budget for approval by HVSC Board of Directors.

•   implement and control all aspects of the budget.

•   register players and teams.

•   supervise office staff and administer daily club operations.

•   work with Director of Tournaments to grow and develop HVSC tournaments and identify, secure and maintain tournament sponsorships.

•   work with Technical Director to organize and supervise all travel league tryouts, team development and related activities. Ensure that tryouts are conducted in a fair and impartial manner.

•   develop revenue streams such as sponsorships and fundraising activities.

•   inventory equipment and supplies. Monitor equipment condition and purchase of new

  equipment.

•   oversee usage of facilities and fields. Work with Director of Coaching to establish

  practice schedules, assign fields and identify process to close fields due to inclement

  weather or conditions.

•   identify, train and oversee Team Managers. Ensure all policies and procedures are

  current and in written format for Team Manager use.

•   ensure that club policy established by the HVSC Board of Directors is properly reflected

  in all procedures and communications. Advise Board of Directors when changes to

  policies and procedures are needed.

•   create and maintain HVSC staff administrative procedures.

•   coordinate uniform purchasing and distribution for the club.

•   market the HVSC accomplishments and promote the club to the community, building

  recognition in the community, state and region.

•   attend all Club Board meetings and provide reports as appropriate for any Club function,

  activity or program.

•   be responsible for the Club’s compliance with all policies and procedures of any league and association of which the Club is a member.

•   be available to attend and represent the Club in any league or association of which the Club is a member.

  b. Director of Coaching (DOC)
  The HVSC DOC is responsible for the implementation and oversight of all technical aspects of the club. The DOC will achieve the technical goals of the club in a framework consistent with player development, fair play and team atmosphere and ensure that proper safety measures are observed for all players. The DOC shall:

•   select, train, hire, discipline and dismiss all coaches within the dictates set forth by HVSC and in adherence to the Laws of the Game, or modified, by FIFA, USYSA, VYSA, SCSL and BRSL.

•   assign and schedule team practices and clinics for the players enrolled within HVSC.

•   schedule team tryouts, as directed by the Coaching Committee.

•   be responsible for tryouts, identification and assignment to specific teams and

  competition levels for all teams.

•   approve all player transfers and player additions within the club.

•   be responsible for team participation in tournaments and state cup and player

  participation in advanced skills programs such as Premier and ODP.

•   attend (or assign Technical Assistants to attend) matches and practices as necessary to

  monitor team development and ensure compliance with club policies and procedures.

•   assist in recruiting and evaluating coaches and players as needed.

•   serve as intermediary for communications between technical personnel (coaches,

  trainers, technical assistants) and the General Manager, Coaching Committee, or the

  Board of Directors.

•   maintain a good working relationship with other soccer clubs and associations throughout

  the area.

•   attend all competition meetings held by any league or association of which the Club is a

  member.

•   enact reasonable disciplinary measures against coaches and technical personnel, as

  directed by the Board of Directors, Coaching Committee, and General Manager, for conduct deemed inappropriate during practices, matches, tournaments and clinics or disciplinary measures issued by BRSL or any soccer organization within which the Club is a member.

•   assist, as requested, in the contribution of text for coaching manuals, recruitment brochures, nutritional guidelines, player curriculum and the policies & procedures manual.

•   attend public relation functions as requested by the Board of Directors, Coaching Committee, or General Manager.

•   attend all Club Board meetings as requested and shall provide reports as appropriate for any Club function, activity or program.

•   establish terms and conditions for Coaches Contracts.

•   manage the HVSC office and serve as the operational point-of-contact.

•   along with administrative office, oversee and assist Team Managers.

•   review and distribute operational communications, including electronic communications,

  with Team Managers, Coaches, and the Board of Directors.

•   ensure that the HVSC area of the web-site is current and accurate.

•   be the public relations contact for incoming calls.

•   conduct equipment inventory.

  c. Technical Assistants (TA)
  The HVSC Technical Assistant(s) shall work under the direction of the DOC Committee to achieve the technical goals of the club. Whereas, detailed requirements are defined in their contracts, the Technical Assistant(s) are generally responsible to:

•   advise and assist HVSC Coaches in improving their match and practice coaching techniques.

•   provide written evaluations of HVSC coaches to the DOC.

•   assist in recruiting and developing coaches; identify Recreational League coaches as

  possible Travel coaches.

•   oversee Goal Keeper Clinic program.

•   assist in setting up an advanced skills program for recreational players.

•   evaluate players and coaches; identify individuals who might be ready to advance to

  higher level teams.

•   work to maintain good relations with other soccer clubs and associations throughout the

  area.

•   serve as liaison between area coaches and DOC.

•   coordinate team training schedules.

•   substitute for coaches during training or games when conflicts exist.

•   perform other technical responsibilities as requested to assist the DOC.

  d. Director of Tournaments (DOT)
  The Director of Tournaments is responsible to develop and manage all aspects of the HVSC tournaments, including the following:

•   Develop the tournament by increasing the number and quality of teams.

•   Obtain tournament sponsorships. Ensure terms and conditions of sponsorship

  agreements are approved by the HVSC BOD and subsequently fulfilled.

•   Develop revenues by defining and partnering with area preferred “tournament” hotels.

•   Develop a tournament budget for approval by the General Manager and Board of

  Directors.

•   Define combination of paid and volunteer tournament staff.

•   Form and chair a tournament committee to assist with responsibilities and ensure orderly

  execution of the tournaments.

•   Implement promotional campaign and branding of HVSC tournaments.

•   Act as ambassador to communities, sponsors, participating teams representing HVSC.

  e. Office Administration
  The Office Administration is responsible to ensure efficient administrative operations. Areas of responsibility include:

•   serving as the administrative point-of-contact.

•   along with DOC, oversee and assist Team Managers

•   review and distribute administrative communications, including electronic communications, with Team Managers, Coaches, and the Board of Directors

•   assisting GM with equipment inventory.

•   order/maintain office supplies.

  f. HVSC Registrar

•   Travel Registration

•   Player ID

•   Rosters

•   Pre-Registration

•   VYSA Recreation Registration VYSA and Kidsafe

  2-3 Committees

  The HVSC Committees are established by the Board of Directors to serve in an advisory capacity as needed.

  a. Finance Committee
  The Finance Committee shall:

•   consult and oversee each committee’s budget.

•   approve payable ledger for each committee’s expenditures prior to disbursement.

•   prepare monthly Treasurer’s report.

•   prepare and submit yearly (separated per season) budget to Board for approval.

•   oversee fee collection process.

•   collect and administrate the scholarship program.

•   collect and track grant proposals.

•   manage accounting/bookkeeping functions.

•   manage scholarships/financial assistance programs.

•   track grant data.

  b. Coaching Committee
  The Coaching Committee shall:

•   organize and set up player tryouts.

•   select coaches (in conjunction with DOC) and perform periodic evaluations.

•   establish (with Finance Committee’s concurrence) and oversee coaching compensation

  standards.

•   assess Assistant Coaching needs and compensation standards.

•   establish and oversee Coaching training.

•   establish team bracketing for submittal to the various League competition committees.

•   review and approve coaching assignments.

•   oversee goalkeeper and other skill/development training clinics.

•   oversee coaching / training budget.

  c. Tournament Committee
  The Tournament Committee shall:

 prepare budget for each Tournament and provide monthly pro-formas to BOD. 9

•   obtain approvals from VYSA, BRSL, SCSL and other authorities as required.

•   establish timeline and provide monthly updates to the BOD.

•   promote and advertise the tournaments.

•   secure sponsors.

•   ensure tournament information and results are current and available on the HVSC website.

•   submit required final reports to VYSA and other organizations.

•   secure required personnel and resources to operate all tournament functions.

•   securing hotel contracts.

•   assess and set up associated sales booths.

•   secure EMS services.

•   secure tournament headquarters.

•   oversee tournament budget.

  d. Programs Committee
  The Programs Committee shall:

•   oversee all present or future Recreational programs, including a men’s league.

•   establish and/or oversee an Academy program for the club.

•   oversee the recreational league and other programs budget.

  e. Strategic Planning
  The Strategic Planning Committee shall:

•   establish a three year operating plan (TOP) with Year 1 always serving to drive current year objectives for growth.

•   co-chair the external advisory committee. (External advisory committee to be created at such a time as it is beneficial to the Club.)

  f. Fund Raising
  The Fund Raising Committee shall:

•   develop strategic plan for fundraising and club sponsorship.

•   oversee one club fund raising event each season.

•   promote personal and corporate donations to the club.

•   assist Tournament Director with Tournament Sponsorship Programs.

•   obtain grant opportunities and oversee proposals.

  g. Policy and Procedure Committee
  The Policy and Procedure Committee shall:

•   prepare and periodically update club policy and procedures.

•   prepare and periodically update coaches and players commitments.

•   prepare and periodically update ethics/conduct requirements.

•   establish a grievance and appeal process.

  2-4 Office

  Refer to Attachment 2 for address, directions, hours of operation, staff listing, phone numbers and other HVSC office details.

2-5 Internet Website

Refer to Attachment 2 for details associated with the HVSC website.

2-6 Logo and Name

The HVSC logo and the name “Heart of Virginia Soccer Club” are the express properties of HVSC. The use of the logo or names without the expressed written permission of both the HVSC Board of Directors and the General Manager/Director of Coach is strictly prohibited.

2-7 Leagues and Association

HVSC participates in two leagues and one association.

a. Blue Ridge Soccer League and Skyline Club Soccer League

•   HVSC teams compete within the Blue Ridge Soccer League (BRSL) and the Skyline

  Club Soccer League (SCSL). The Leagues are responsible for scheduling games for

  member clubs, which may include both in-league and nonleague games.

•   All coaches, players, family members, and other HVSC members and staff shall abide by

  the rules of the respective leagues.

•   The HVSC Board of Directors shall appoint an individual to represent HVSC to the Board

  of Directors of each league. The representative(s) shall:

o Coordinate functions between HVSC and the leagues, such as registration,

rainouts, reschedules, Rules and Discipline issues, fees, fines and all related

paperwork.
o Serve as liaison between HVSC and the leagues for all telephone, email and other

communications.
o Convey the needs of HVSC to the leagues and to the Virginia Youth Soccer

Association (VYSA).
o Receive schedules, awards, and other information provided by the leagues and

disseminate it to our staff, coaches, officers, players and volunteers. b. Virginia Youth Soccer Association

•   HVSC is a member of the Virginia Youth Soccer Association (VYSA), which provides regulation of youth soccer within the state of Virginia. VYSA provides sanctioning for league and tournament play, administers State Cup tournament play and the Olympic Development Program (ODP), provides for the training and licensing of coaches and referees, administers KidSafe (a program that screens adults working with children), and provides limited insurance coverage for injured players.

•   All coaches, players, family members, and other HVSC members and staff shall abide by the rules of VYSA.

  2-8 Internal Revenue Service 501(c)3 Status

  HVSC is a non-profit organization and is classified by the Internal Revenue Service (IRS) code as 501(c)(3). One aspect of this classification is that donations made to HVSC may qualify as being tax deductible.

  3 RECREATIONAL PROGRAM Information to be provided by DOC.

  4 TRAVEL PROGRAM

The HVSC Travel Program provides a venue for players to improve their skills and develop their game to the highest possible level by training and playing in a challenging and competitive environment with like-minded players. The Travel Program is characterized (and to some extent distinguished from the Recreation Program) by

•   fielding and developing the most competitive teams possible.

•   selecting players according to a tryout process.

•   requiring a high level of commitment from the players.

•   using licensed or qualified coaches as determined by the DOC.

•   requiring out of town travel for some tournaments and games.

•   awarding playing time based on a player’s performance and commitment.

  4-1 Players

  Refer to Attachment 3 for a description of expectations relative to player commitments and conduct.

  4-2 Coaches

  a. Coaching Commitments and Conduct
  Refer to Attachment 4 for a description of expectations relative to coaches’ commitments and conduct.

  b. Coaches Training and Education
  HVSC may pay for USSF Licensing courses, NSCAA Diploma Courses, and other clinics and workshops upon approval by the Technical Director and the General Manager and contingent upon budgetary considerations. HVSC will reimburse the course fee and up to $300 in travel expenses after successfully completing the program for one license per calendar year under the following conditions:

•   The Coach must submit his request in writing to the DOC for approval prior to attending.

•   The Coach must, in good faith, make every effort to successfully complete the course and provide the administration with copies of expenses made along with a copy of the

  course certificate/diploma (or certificate of attendance for seminar).

  4-3 Assistant Coaches

  Each HVSC Assistant Coach shall generally perform tasks associated with the Head Coach, as directed by the coach. The DOC must approve, in advance, the assignment of Assistant Coaches, subject to budget approval. Each HVSC Travel Program assistant coach is expected to maintain the same high level of ethic and conduct standards as the head coach. Details for expected coach behavior are provided in Attachment 4.

  4-4 Team Managers (TM)

  a. Support - The Team Manager is the team’s #1 volunteer and administrator, devoting considerable time and effort to accomplish all the administrative functions necessary for a HVSC team to function. The club shall ensure that TMs are provided all of the reasonable support necessary to do their job.
  b. Responsibilities - The TM is the coordinator and facilitator for communication between the team parents and the coach, DOC, BOD, and HVSC staff.
  c. Commitment - TM must agree to support the HVSC philosophy and vision and present the club in a positive fashion before the other HVSC members and support the coach before the

players and parents. Like any member, TMs retain a right to voice concerns; however, these should be directed through the proper internal channels to the staff or BOD.
d. Additional details and guidelines for the Team Manager are provided in the TM’s Manual.

4-5 Parents

Information on the important role that parents and guardians play relative to the success of HVSC are provided in Attachment 5.

4-6 Player Selection and Placement

a. Team Definitions
HVSC travel teams are classified as either “Premier” or “Classic.” All U9 and U10 teams are designated as “Classic” teams.

•   Premier Teams represent the most competitive teams within the HVSC structure. These teams may be comprised of players from all HVSC geographic area with the intent of fielding the strongest possible team. The Premier team (or the Red team for U9 and U10) will select the top players in each age group. Accordingly, there is only one Premier team within a given age group.

•   Classic Teams’ purpose is to provide a forum for player development and competitive play. Depending on the number of players available at tryouts, there may be more than one level of Classic teams. Accordingly, the first tier Classic team is designated “Red”, the second as “White”, and the third as “Blue.”

•   Provisional Teams are those teams consisting of HVSC and VYSA registered players not actively participating in the current BRSL or SCSL seasons within a seasonal year. These teams may only participate in intra-league play.

  b. Player Tryouts
  Each prospective HVSC Travel Program player must be selected according to an open tryout process (except as noted below) prior to placement on an HVSC Travel team.

•   The HVSC open tryout process shall typically be held during May of each year to select players for the following playing year (Fall / Spring). A limited, open tryout may be held at the discretion of the HVSC DOC and affected coaches between the Fall and Spring seasons.

•   The HVSC tryout process shall be open to all players and shall give equal consideration to each player without regard to race, religion, ethnic or social background, or economic status.

•   The HVSC tryout process shall be established in a manner that ensures an objective and sufficiently thorough evaluation of each player.

•   Prospective players wishing to try out after the team roster has been established may be considered if there are open position(s) on the roster and after being evaluated by, at a minimum, the team coach and the HVSC DOC.

•   To simplify the tryout process, and at the discretion of the DOC and respective coach, selected players may be allowed to bypass the open tryouts.

  c. Age Grouping
  Teams will be grouped according to player birth-date. Players born between August 1 of a given year and July 31 of the following will constitute a single Age Division. For example, players that turn eleven between August 1 and July 31 will be placed on an Under-Eleven or “U11” team.

There may be occasions where it is warranted to combine two age groups to ensure a sufficient number and caliber of players – typically in the older age groups. When this is done, the teams are defined by the older age group. Thus, a U17 and U18 combined team is considered to be a U18 team.

d. Team Size
Teams will be formed only if there are a sufficient number of players to ensure adequate team depth.

e. Playing In a Higher Age Division
Individuals playing in a higher age division (“Playing up”) shall be generally avoided but may be approved if it is clearly in the best interest of the player involved and if the following conditions are met:

•   Upon recommendation of the DOC and coach for the older age group team, and with approval of the Coaching Committee and the player’s parents or guardians.

•   The player in question will likely be able to maintain this level of play throughout the final season (currently under 19) without an adverse effect on the player’s development and growth.

•   The team in the younger age group is formed and there are an adequate number of players to field a competitive team.

•   The approval is consistent with BRSL or SCSL, and VYSA policies.

  f. Player Recruitment
  HVSC coaches, players, parents or other members shall not attempt to recruit carded players from another team. A player may only be approached if they

•   Played on a team that is currently disbanded

•   Played for a team that will not play in league season nor provisional tournament play *Violations of this policy shall be reported to the DOC or the General Manager.

  4-7 Travel Fees

  a. Fees
  Travel fees are established by the HVSC Board of Directors and do not include uniform costs and the team tournament fees in excess of $800 per season ($1,200 per season for Tournament-Only teams). Current Travel Fees and Uniform costs are discussed in Attachment 6. Travel fees cover the following expenses:

•   Coaching and trainer salaries

•   Coach’s out-of-town expenses (for one tournament, hotel reimbursed at current

  government rate)

•   Other coaches expenses (uniforms, equipment, license courses)

•   Referees and insurance

•   BRSL, SCSL and VYSA registration fees

•   Field maintenance and equipment (goals, nets, line machine)

•   Tournament entrance fees – up to two tournaments per season per team

•   HVSC office administration expenses

  b. Non-Payment of Fees

All registration fees for the fall and spring seasons must be paid in full by the designated due date. Player cards shall not be issued and play shall not be permitted until fees are paid or an approved payment plan has been established.

c. Payment Plan
Individuals wishing to pay their travel fees in installments should contact the HVSC General Manager or appropriate staff person to establish a payment plan. All fees for a given season shall be paid prior to the last regular league game for that season.

d. Scholarships / Financial Assistance

•   Full or partial scholarships to cover travel fees may be approved based on financial need.

  Those wishing to be considered for scholarships must submit a Scholarship Application

  Form with all required supporting documentation.

•   Families receiving scholarship aid from HVSC are required to provide up to 40 hours per

  season of volunteer service to the club based on a full scholarship and reduced service on a pro rata basis for partial scholarships. Volunteer options are provided in Attachment 10 and will be used to develop a specific volunteer plan for each recipient.

•   Non-performance of volunteer service will result in assessment of fees or restriction from Club activities.

  e. Refunds

•   Fees shall not be refunded after the player has been registered with VYSA. Deposits are

  non-refundable except as noted below.

•   An exception may be made in the event that the player incurs an illness or sustains an

  injury that precludes participation for the remainder of the season. In this case, a refund of all fees paid may be issued on a prorated basis, excluding an administration fee, non- refundable fees to outside organizations such as BRSL, SCSL or VYSA, and uniform fees after the uniform has been issued.

•   Other instances where a player is forced to miss a substantial portion of the season for any reason will be determined on an individual basis.

•   Refunds where offered, will generally be issued in the form of a credit to offset future player fees.

  f. Guest Player Fees
  Any guest player who participates with a given team in more than one tournament during a season for a Tournament-Only team, shall be required to pay the full HVSC registration fee. The DOC may grant exceptions.

  4-8 Fields

  a. HVSC games and practices are held at field locations as assigned and approved by the respective city or county localities. Field openings at the start of each season and field closings at the conclusion of each season are also determined by the respective city or county locality.

  b. In general, Classic teams will be defined according geographic location (Section 3-6.a.2) and practices and home games will be scheduled accordingly.

c. Field assignments are subject to the availability of fields as provided by the city or county localities.

4-9 Practices

a. Start and end of season
The start of seasonal practices is restricted by field openings, which are determined by the respective city or county locality. In general, practices begin as soon as fields are made available for play, which typically occurs 2-3 weeks prior to the first game, and ends with the final game, which is also restricted by locality determined field availability.

b. Locations
Attempts are made to schedule practices as conveniently as possible for each team based on where the respective players live. Practice schedules for a given team may involve multiple locations and are restricted by the availability and locations of fields as assigned by the city or county locality. (Refer to Section 3-8 Fields for additional information).

c. Practice Days and Times

•   Practices are conducted between Monday and Friday, starting no earlier than 5 P.M. and

  ending no later than 9:30 P.M., with practices after 8 P.M. restricted to U15 and older age groups. Sunday practices beginning at 1 P.M. or later may be scheduled as necessary due to limited field availability, practice make-ups, and other special circumstances. Practices may be scheduled during other days and times as mutually determined by the coach and team members; however, players should not be penalized if they have schedule conflicts.

•   Tournament-only teams will typically conduct practices on Sunday after 1P.M. or Saturday at times mutually determined by the coach and team members.

  d. Session Details

•   Classic teams will conduct two practice sessions each week, 2 hours per session.

•   Premier teams will conduct two or three sessions per week 2 hours per session, as

  determined by the coach and DOC, prior to the start of the season.

  e. Coaching Absence
  Coaches who know in advance that they will not be able to conduct a practice session shall notify the DOC, respective Technical Assistant, and Team Manager at least 24 hours prior to practice time. The DOC shall appoint and appropriate substitute to conduct the session.

  f. Player Absence or Tardiness

•   Practices are mandatory. If a player is unable to attend a practice session, they should

  notify their coach prior to the session.

•   Players are expected to arrive on time for practices.

•   Players are permitted to participate in school-related sports during HVSC seasonal play;

  however, HVSC practices are to take precedence over school related practices.

•   Olympic Development Program (ODP) practices may take precedence over HVSC

  practices except when the team is preparing for tournaments, State Cup play or other priority games as determined by their coach.

•   Players should discuss with their coach any on-going schedule conflicts arising from special circumstances and reach a mutual agreement on practice attendance.

•   Penalty for missed practices/games is at the coach’s discretion, with direction from DOC. g. Cancellations
  Refer to Attachment 7 Practices shall be canceled under conditions of dangerous weather, or other conditions as necessary to help ensure the safety of the player. Refer to Attachment 7 – “Game and Practice Cancellations” for details.

  h. Makeups

•   Makeup practices (or team functions) shall be scheduled for cancellations that are due to

  unavailability of the coach or a suitable replacement.

•   Practices cancelled due to weather may be made up at the discretion of the coach and

  depending on field availability.

  4-10 Games

  a. Leagues
  HVSC is a member of the Blue Ridge and Skyline Club Soccer Leagues. All regular season games are scheduled by the respective leagues against other members of the respective leagues.

  b. Schedules
  Games are scheduled by the leagues prior to the start of each season. Schedules are distributed to club representatives, coaches and team managers as soon as they are provided by the leagues. In additions, schedules are posted on the respective league web-sites (www.blueridgesoccerleague.org and www.socaspot.org/skyline/skyline_league.php ). Note, schedules may be updated throughout the season and revised schedules are also distributed and posted on the web-sites.

  c. Locations
  Games are generally scheduled at locations as provided by the member clubs to and SCSL . Home games are typically scheduled at the sites provided by the respective club assuming sufficient time blocks have been provided to accommodate the number of teams. The leagues may schedule games at other sites as necessary based limited field availability. (Refer to Section 3-8 “Fields” for additional information).

  d. Cancellations
  Games shall be canceled under conditions of dangerous weather, or other conditions as necessary to help ensure the safety of the player. Refer to Attachment 7 – “Game and Practice Cancellations” for details.

  e. Rescheduling
  Should a time change be requested or necessary, the Team Manager will poll all players/parents/coaches as to their availability prior to making a determination.

  f. Makeups

Weather related game cancellations will generally be rescheduled later in the season. The leagues will reschedule any makeup games and distribute as discussed under “Schedules” (3- 10.b)

4-11 Uniforms

a. Styles and Retention Period
Uniform styles shall be determined by HVSC and are subject to approval, along with associated pricing, by the HVSC board. Uniforms styles shall be retained for a minimum period of two years.

b. Required Elements
Required elements of the uniform include jerseys (main and alternate), shorts and socks.

c. Optional Elements
Optional elements of the uniform include Warm Ups, Gear Bags, Back Packs, and Mock Turtles. Officially approved versions of these items may be purchased directly from HVSC. Alternatively, players may purchase “generic” versions of these items as long as they are essentially the same color and lack bold markings or logos. The HVSC General Manager has the authority to restrict apparel that does not reflect a positive, professional image for the club.

d. Restrictions
Players shall not wear any apparel at practices, games or other team related functions containing phrases or symbols that are vulgar or that may be disparaging to others due to racial, ethnic, or religious content. Concerns or complaints should be directed to the HVSC General Manager, who has the authority to restrict apparel that does not reflect a positive, professional image for the club.

e. Uniform Orders
Uniforms are purchased directly from the Heart of Virginia Soccer Club. A current Uniform Order Form may be obtained from the HVSC office providing current styles, optional equipment, and pricing. Generally, uniform orders are placed at the time of team registration following
Spring tryouts. An inventory is maintained throughout to year to accommodate new players and replacements.

4-12 Tournaments

a. Approved Tournaments
DOC will determine participation in tournaments. b. Required Tournaments

•   Teams shall participate in at least two tournaments each season. Exceptions may be granted by the DOC.

•   HVSC teams are expected to support the HVSC affiliated Tournaments. Exceptions will be granted by the DOC for individual teams if it is deemed unlikely that the tournament(s) will be able to provide adequate competition for the team or for other special circumstances.

•   Teams may be required to attend tournaments sponsored by other clubs based on expected competition levels and relationships with these clubs.

c. HVSC Affiliated (Future) Tournaments

•   HVSC hosts xxxxxxxx, a tournament for youth travel soccer teams, to be played during

  Memorial Day weekend.

•   HVSC hosts the xxxxxxx tournament to be played during Columbus Day weekend.

•   HVSC will host an all-girls tournament to be played in August.

  d. Tournaments Fees
  Refer to Section 4-7.a “Travel Fees” for information relative to covered tournament fees.

  4-13 Fund-Raising

  a. General
  Fund-raising is an integral part of generating revenues for the youth club and serve to reduce player fees, provide need-based scholarships and support other HVSC soccer programs. Staff, Coaches, Team Managers, and the Board of Directors shall promote the fund-raising efforts and each member family is expected to support this important aspect of club involvement. The HVSC Board of Directors or a designated committee must approve any fund-raising plan before the plan is implemented.
  b. Club
  HVSC will provide one fund-raising program each season that directly involves team / player participation. Information will generally be distributed through the team managers near the start of each season.

  4-14 Grievances

  Any HVSC officer, director, agent, team, parent or player associated with HVSC, who feels aggrieved by any actions of the officers, coaches, staff or Board of Directors of HVSC and desire to have their grievance heard concerning these actions, shall submit a written notice to the HVSC Board of Directors, P.O. Box 85, Farmville, VA 23901, stating their grievance and the remedy requested, along with a check in the amount of $25 payable to HVSC. This grievance must be submitted within fourteen days of the incident (as verified by postmark). A grievance panel shall hear the grievance as soon as possible but in no more than 15 days of receipt of the grievance. This committee will consist of the President of HVSC who will preside (or any other officer appointed by the President), the General Manager, the DOC (or member of the

  coaching staff appointed by the DOC) and one representative from each member. A quorum for the meeting is five members of the committee; the presiding officer will count towards a quorum but will only cast a vote in a tie situation. If the grievance is sustained, the check will be returned; if the grievance is denied, the check will be deposited to the general fund of HVSC. The decision of the grievance committee is final within HVSC. Administrative grievances are heard without legal representative and/or counsel present.

  4-15 Conduct Violations

  a. Conduct Model
  The HVSC conduct is modeled on the “TEAM” concept: T – Teach
  E – Enforce
  A – Advocate
  M – Model

Teach: In order to enhance the character-building and sportsmanship aspect of the program it is essential that administrators and coaches consciously and consistently seek to teach how to think and act in ways that develop and demonstrate good character and sportsmanship. Enforce: Mere teaching and preaching about the ideas of sportsmanship is not enough. We must demonstrate courage and firmness in consistently holding coaches, athletes, parents and others to the highest expectations.

Advocate: Be a vigorous advocate of character and sportsmanship in everything we say and do. Be clear and uncompromising that we want our athletes to demonstrate good character and sportsmanship in everything we do. Make it a matter of pride in the teams and in oneself. Model: Lessons about sportsmanship and character will be undermined if engaged in or allowing athletes, coaches, parents or spectators to engage in contradictory conduct.

Quality sports programs are based on the belief that the vital lessons and great value of sports are learned from the honorable pursuit of victory, from the competition itself rather than the outcome. Neither coaches nor parents should send the message that the most important benefits derived from the athletic competition could only be achieved when an athlete or team wins. The TEAM concept is embodied in the commitments and conduct expectations provided in Appendices 3 through 5.

b. BRSL, SCSL and VYSA
HVSC, as a member of BRSL, SCSL and VYSA, shall make every effort to cooperate with and support any investigations and resulting sanctions involving HVSC coaches, players, team officials, staff, or spectators. HVSC shall work within the normal appeals and grievance process for those organizations when it believes such action is warranted. Regardless of the outcome of a BRSL, SCSL or VYSA investigation, HVSC reserves the right to perform its own internal investigation and impose separate sanctions and penalties as warranted.

c. HVSC Penalties
HVSC shall enforce the Policy and Procedures and conduct standards (see Appendices 3 through 5). The club may impose probations, suspensions, and/or fines as appropriate. In general, the “HVSC Recommended Penalty Guidelines for Conduct Policy Violations” (Attachment 9) should be followed, although deviations are permitted as the situation warrants. Suspensions, when imposed, specifically deny the offending party from attending games, practices and other club functions.

Attachment 1 HVSC Board of Directors

President: Bob Burke Vice President: Bob Buczek

Secretary: Treasurer: At large: At large: At large:

Christina Hice Danielle Turney David Patteson Alex Spirn

Cliff White

Attachment 2 - HVSC Office and Staff

A2.1 HVSC Office

Location: xxxxxxxxxxxxxxxxx Hours: xxxxxxxxxxxxxxxxxxx

A2.2 HVSC Staff

Director Of Coaching: Alex Spirn (757) 880-3078

info@Heartofvirginiasoccerclub.com

Club Secretary: Christina Hice Treasurer: Danielle Turney Technical Assistant: xxxxxxxxxx

A2.3 HVSC Internet Website

The HVSC Internet Website (www.heartofvirginiasoccerclub.com) maintains the latest HVSC information. The Website provides an overview of the Club as well as news, tournament information, forms, a calendar, weather cancellations, staff and coach listings, field directions, and information on uniforms.

Attachment 3 – Player Commitment and Conduct
A3.1 Players, parents and coaches should remember that soccer is a sport that needs to be kept in perspective with a balanced life. Nevertheless, in addition to providing a source of fun and fitness, many lessons can be learned while pursuing this sport such as setting goals, the value of teamwork, learning from mistakes, and learning to cope under pressure. Abiding by player commitments and rules of conduct will help ensure the most positive and enjoyable experience for players, coaches and parents.

A3.2 Player Commitment

Players shall:

•   commit to soccer as their primary sport or activity and give priority to soccer whenever

  conflicts arise.

•   strive to attend all training sessions, games and tournaments and notify the coach in

  advance if you will be late or unable to attend a session.

•   arrive on time for all practices and 45 minutes prior to games (or as directed by your

  coach).

•   commit to a full season of participation (Fall & Spring season).

•   learn the laws of the game and play according to the spirit and letter of these rules.

A3.3 Player Character and Conduct

Players shall:

•   play the game for the game’s sake, and not just to please my parents or coach.

•   be modest and generous when I win and gracious when I lose.

•   respect the game of soccer and its laws, learn these laws and try to follow them, and play

  the game fairly.

•   work for the good of my team and give my best effort at all times.

•   show respect for the authority of the referee, even though I will sometimes disagree with

  his/her calls.

•   show good sportsmanship before, during, and after games, understanding that soccer is

  a game, and that players on the other team are my opponents, not my enemies.

•   conduct myself with honor and dignity and treat other players as I would like to be

  treated.

•   help my parents and fans understand the laws of the game so they can wath and enjoy

  the game better. I will be sure they understand that dissent is not permitted in travel

  soccer leagues.

•   control my temper and not retaliate, even if I believe I have been wronged.

•   not use or possess tobacco, alcohol, or illegal or performance-enhancing drugs.

•   demonstrate good sportsmanship at all times – in practice, in games, on the field and on

  the touchlines.

•   demonstrate respect for the coaches and trainers, follow their instructions, and contribute

  to orderly practices and games.

•   show respect for their teammates and treat each of them with equal consideration.

•   never threaten, taunt nor deliberately attempt to injure another player.

•   not use inappropriate, demeaning or offensive language during practices or games.

•   not challenge or openly criticize a referee’s call. Allow the team captain to ask for

  clarification of any questionable calls.

•   request a substitute if they feel their behavior and play on the field is being adversely

  affected by a referee’s call or opponent’s conduct.

•   represent the club and team in a positive manner while traveling with your team, in a

  hotel, restaurant, or other outside setting.

•   not attempt to recruit players already rostered with other teams.

  Attachment 4 Coach Commitments and Conduct

  A4.1 Coach Commitment

  Coaches shall:

•   Attend all scheduled practices and games, unless expressly excused by the DOC

•   Conduct a minimum of two or three practice sessions per week (as determined by the

  Director of Coaching prior to each season). Each session shall be a duration of at least 1-

  1/2 hours

•   Abide by the laws of the game and all rules and directives from the applicable sanctioning

  organizations, including VYSA, BRSL, SCSL and HVSC.

•   Provide regular instruction and feedback to each player throughout the season and a

  written evaluation prior to the end of each season.

•   Attend all coaches meetings and HVSC sponsored clinics and coaching seminars unless specifically excused by the DOC.

•   Ensure proper safety measures are observed for all players. Upon the completion of practice, or a game, stay with all players (U-16 and under) following a game or practice until a parent, guardian or other person designated by a parent assumes control of the player, unless appropriate arrangements are made in advance with the player’s parent.

•   Ensure that their players and parents are familiar with the rules of the game and that all games are played within the limits of those rules.

•   Encourage sportsmanship and good behavior both on the field at public team gatherings such as restaurants and hotels.

•   Wear suitable attire to all HVSC functions, practices and games.

•   Take appropriate disciplinary measures and/or address as necessary any inappropriate

  conduct during practices, games or tournaments exhibited by players, team managers or

  parents. Notify the DOC or the HVSC administrative staff or serious and ongoing issues.

•   Continually educate and further your knowledge of the sport and coaching. Read, watch,

  speak with and learn from others. Work towards higher licensing and obtain a membership with both the NSCAA and USSF.

  A4.2 Coach Character and Conduct

  Coaches shall:

•   Treat each player as an individual person who should be listened to and motivated in a

  unique fashion. Be guided by the best interests of each individual and never play

  “favorites” with your players.

•   Strive to set a good example, in winning and losing; remember that the players will use

  you as a standard more than you may expect.

•   Be on time, organized, polite, positive, and motivated.

•   Never belittle or demean any of your players. Be generous with praise when it is

  deserved. Provide an encouraging and supportive environment.

•   Never use inappropriate, demeaning or offensive language during practices or games.

  Similarly, require that players, parents, and spectators refrain from using such language

  during these occasions.

•   Not attempt to intimidate or threaten a player, spectator, or referee nor tolerate such

  behavior by any of their players.

•   Not make derogatory or critical comments about opposing players, coaches, referees, or

  spectators and will discourage players and parents from making such remarks.

•   Be alert to potentially dangerous situations arising because of actions by their own players. Coaches should remove from play and player whose actions could lead to

  injuries or altercations among players.

•   Never enter the field of play unless specifically requested by the match official.

•   Refrain from smoking and the use of tobacco products during practices and games.

  Avoid the use of alcohol at restaurants and team gatherings and during overnight

  tournaments. Remember to set a strong, positive example for your players.

•   Never allow a player to board in their room during an overnight stay without the presence

  of another adult.

Attachment 5 - Parent Commitment and Conduct

A5.1 Parents play a special role in contributing to the needs and development of youngsters. Through encouragement and good example, players can learn good sportsmanship and self– discipline. They can learn to enjoy winning and deal appropriately with defeat.

A5.2 Parent Commitment and Conduct

Parents shall: I/we will set a good example to my/our child in his/her soccer development by adhering at all times to the following:

•   give only positive feedback to players.

•   show the quality of our sportsmanship during and after each game and help our child

  remember to thank the referee after the match without regard to the result.

•   do our very best to have our child prepared for every game.

•   support the learning efforts of the players, the coaches, and the referees by

  demonstrating our patience.

•   cheer at all games within the spirit of fair play, cheering the effort regardless of the

  outcome. We will be mindful in “lopsided” games where cheering our own “winning”

  team might be misunderstood.

•   support their child’s commitment to timeliness by bringing them to practices and games

  at the required arrival times.

•   support the coach and refrain from comments and actions that would undermine their

  efforts.

•   leave the coaching to the coach during the game, never coach from the sidelines. Such

  instruction will often confuse or frustrate a player and may be in direct conflict with direction the coach is giving. Remember, too, that apparent “tolerance” for a player’s mistakes may be a coach’s attempt to avoid excessive instruction and deal with one teaching point at a time.

•   remain on the opposite side of the field during the game and not behind the goal. Do not speak to the players.

•   show courtesy and respect to coaches, players, referees and other spectators. Parents and spectators shall not use inappropriate, demeaning or offensive language.

•   never openly or directly criticize a referee’s call or decision during or after games. Any criticism shall be done in writing, sent to my manager and my club representative, not verbally. Remember, the team’s coach is subject to a referee’s warning, caution (yellow card), or even ejection (red card) for the actions of the parents.

•   not enter the field of play unless specifically requested by the match official.

•   not attempt to recruit players already registered to other teams.

•   strive to learn and understand the game to increase my own enjoyment, become a better

  spectator, and better support my child! We shall do our best to teach our players to

  become students of the game.

•   understand that improper behavior at a game may result in a parent being asked to leave

  the field by the referee, the TSL, or a club official so that the coach does not receive a

  yellow card citation or a red card ejection due to the action of the parent spectator.

•   understand that the leagues can, and will if necessary, suspend our individual privilege

  to watch our child play should we behave in a manner that is rude or otherwise offensive.

 agree to do our best to have as much fun watching the game as the players should have playing the game.

Attachment 6 HVSC Travel Fees

Fees for the Fall 2012, Spring 2013 seasons are as follows:
$350 for one season
$500 for two seasons
$200 per season - Tournament-Only Team (U15 and above) subject to change

These fees do not include uniform costs, team tournament entry fees in excess of $850 per season ($1200 for Tournament-Only Teams), and actual travel, lodging and meals expenses. Guest players for a tournament-only team to receive loaner uniforms.
Fees for the next playing year to be determined at the May budget meeting and submission.

Attachment 7 Game and Practice Cancellations

Games may be cancelled for weather related conditions and for referee declared unplayable conditions. The cancellation procedure includes:

•   Club area reps shall notify the referee assignor at least two (2) hours prior to games scheduled before 10:00 am and at least three (3) hours prior to all other games when a rainout is declared.

•   The home team shall call the visitors and notify them of the cancellation. Please remember that some teams will travel a distance to get to the game so allow for sufficient time to notify of a cancellation.

•   If the rain begins or worsens after the playing day has begun, attempt to contact the club representative of any closings. In some cases, a school or park authority makes the decision as to field playability.

•   A referee may determine that weather conditions have rendered a field temporarily unplayable.

•   Coaches may not arrange a cancellation of a game between teams. Failure to play a game as scheduled will result in a forfeit. Coaches cannot arrange forfeits with other coaches.

  Teams that forfeit a game due to failure to play are subject to the following by BRSL: 1st offense - $200

  2nd offense - $200
  3rd offense - suspension for seasonal year
  Note: games cancelled because of weather problems during the first half must be replayed in their entirety. If cancelled in the second half, the game is considered a completed game.

  Attachment 8 - HVSC Recommended Penalty Guidelines for Conduct Policy Violations

  The following guidelines will generally be followed by the adjudication committee to address conduct violations; however deviations may be permissible or advisable as the situation warrants. Sanctions or penalties imposed separately by VYSA, BRSL or SCSL may be considered when assessing penalties.

Generally, the Head Coach is responsible for addressing conduct violations for their respective teams under the supervision of the DOC and the BOD. For particularly sensitive violations, or in circumstances where the Head Coach requires assistance, action may be taken by the DOC and then the Board to address improper behavior. In any event, such actions, whether taken by the Team Manager, the DOC or the BOD will deal not only with the specific circumstances, but will also carefully consider long-term consequences of action/inaction. Action taken must be administered consistently and fairly and must follow guidelines outlined in Parent, Player conduct policy. Add to code of conduct section

A.8.1 Definitions

A.8.1-1 Verbal Abuse
Verbal Abuse shall include any language directed to an individual(s) that is intended to intimidate, threaten, coerce or demean.

A.8.1-2 Physical Assault
Physical Assault shall include any physical contact with an individual(s) that is intended to intimidate, threaten, punish, coerce or harm.

A.8.1-3 Suspension
Suspensions, when imposed, specifically deny the offending party from attending games, practices and other HVSC club functions.

A.8.2 Abuse of a player

A.8.2-1 Verbal Abuse
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has verbally abused a player or players. In the event HVSC deems the abuse did occur the following shall be assessed: Minimum/Maximum:
1st Incident 1 season probation/1 year probation
2nd Incident 1 year probation/1 year suspension
3rd Incident 1 year suspension/2 year suspension

A.8.2-2 Physical Assault
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has physically assaulted a player or players. In the event HVSC deems the assault did occur the following would be assessed: Minimum/Maximum
1st Incident Suspension for life
In addition, if the offending party is a coach or paid staff of HVSC, a penalty of up to $1,000 shall be imposed.

A.8.3 Abuse of a coach or team official

A8.3-1 Verbal Abuse
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has verbally abused a coach or team official. In the event HVSC deems the abuse did occur the following would be assessed:

Minimum/Maximum

1st Incident 1 season probation/1 year probation 2nd Incident 1 year probation/1 year suspension 3rd Incident Lifetime suspension

A8.3-2 Physical Assault
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has physically assaulted a coach or team official. In the event HVSC deems the assault did occur the following would be assessed:
Minimum/Maximum
1st Incident Suspension for life
In addition, if the offending party is a coach or paid staff of HVSC, a penalty of up to $1,000 shall be imposed.

A.8.4 Abuse of a referee

A8.4-1 Verbal Abuse
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has verbally abused a referee or referee assistant. In the event HVSC deems the abuse did occur the following would be assessed:
Minimum/Maximum
1st Incident 1 season probation/1 year probation
2nd Incident 1 year probation/1 year suspension
3rd Incident Lifetime suspension
In addition, if the offending party is a coach or paid staff of HVSC, a penalty of up to $100 shall be imposed for the first offense, $200 for the second offense and $300 for the third offense.

A.8.4-2 Physical Assault
HVSC will conduct a hearing when it has reason to believe that a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, has physically assaulted a referee or referee assistant. In the event HVSC deems the assault did occur the following would be assessed:
Minimum/Maximum
1st Incident Suspension for life
In addition, if the offending party is a coach or paid staff of HVSC, a penalty of up to $1,000 shall be imposed.

A.8.5 Abuse of a spectator

Any incidence of verbal or physical abuse by a coach, player, team official, or spectator, at a game or practice session sanctioned by HVSC, against any other individual present shall be reviewed. In the event HVSC deems the abuse did occur, HVSC may elect to assess a penalty, depending on the severity of the incident, using the general guidelines provided in Sections A.8.2, A.8.3 and A.8.4.

Attachment 9 - Volunteer Opportunities

Please check any and all that you would be interested in:

In-Office HVSC (Administrative)

Volunteering hours to work at the HVSC office. Duties would include assisting with registration, data entry, uniform ordering & fulfillment and team administration.

Community Outreach Programs

Volunteering hours to work at the Heart of Virginia office and various sites. Duties would include sorting and filing registration forms, packaging uniforms, forming team rosters and distributing advertising literature to various locations. There will also be opportunities to volunteer as a mentor for children through our recreational programs.

Tournaments

Volunteering hours to work at any of the tournaments run by HVSC. Duties could possibly include assistance in the concessions area; merchandise area, hospitality tent or providing Administrative or Field Marshals assistance.

Fund-Raising Efforts (HVSC Office)

Volunteering hours to work with the Heart of Virginia Soccer Club staff to assist in fund-raising efforts. Duties would include assisting with phone calls, document processing, filing and basic support of the fundraising staff.

Attachment 10 - Team Manager Guidelines
A.10.1 Player Registration Guidelines
1. An original birth certificate with a raised seal is REQUIRED unless the player’s player pass from the PREVIOUS season is available.
2. Two Identical original pictures (not computer generated) are ALWAYS required for the player cards.
3. Complete two Player/Status forms when transferring a player to your team. One Player/Status form has the Release part of the form filled out and the other Player/Status form has the Transfer part of the form filled out.
4. Never write on your original roster. HVSC will make any changes for you.
5. Always have the player sign his/her name exactly as it appears on front of the player card in cursive handwriting.
6. Complete a “Permission to Travel” form at least 30 days prior to an out of state tournament to avoid a late charge.
7. Managers and coaches must also have a player card. Only one picture is required for that card.
8. The HVSC player registration form must be notarized, especially for tournament play.
9. Once a travel player is assigned a registration number that number is valid for the rest of his/her travel soccer career. The numbers are registered with the state and they do not change even if they change teams!

A.10.2 Adding a Player to the Roster

1. Player New to Travel Soccer

•   Player completes an HVSC Player Registration form.

•   Player provides: a) Original birth Certificate b)Two school or similar photographs

  (approximately 1” x 1” in size)

 Team Manager provides the above items along with the team’s original roster to the HVSC office. A player card will be generated and sent to the Team Manager. The Team Manager will have the player sign the card and return the card to the HVSC office for registration.

2. Player with an Existing Player Card

•   Player completes an HVSC Player Registration form.

•   Player provides the manager with a blue stamped Release Form and their current player

  card.

•   Player completes sections I, II, and IV of the Player/Status form. The team manager

  signs as the official in Section IV.

•   Team Manager provides the above items along with the team’s original roster to the

  HVSC office. A new player card will be generated and sent to the Team Manager. The Team Manager will have the player sign the card and return the card to the HVSC office for registration.

  A.10.3 Removing a Player From the Team Roster

  1. When a player wishes to leave a team, the player must complete sections I, II and III of Player/Status Form. The team manager signs as the team official in Section III.
  2. The completed form, the team’s original roster and the player card must be brought to the HVSC office for processing.
  3. After the release has been approved, the team manager will be contacted and the player’s paperwork will be available for pick up.
  (See also VYSA Player/Team Status Form)

  A.10.4 Out of State Travel

  1. If your team is traveling to an out of state tournament or participating in friendly games you must fill out a “Permisssion To Travel” form.
  2. Fill out the form 30 days prior to the tournament to avoid a penalty fee.
  3. Complete Section I, and Section II if you are playing in a tournament and Section III if you are playing in friendly games.

  4. Include a copy of the sanctioning/hosting form (usually found on the tournament’s website). 5. Include two self-addressed envelopes (one with your address and one addressed to the tournament director) so copies of the stamped permission to travel form will be sent.
  6. Complete the Virginia Youth Soccer Association (VYSA) Team Type Form. It is recommended that you always check “Club Team” with guest players.