SOCCER
ASSOCIATION
OPERATING
PROCEDURES
Fall 2006
Operating Procedures 1 - 20 (except OP7) were approved February 2, 2004
Operating Procedure 7 amended November 27, 2004
Operating Procedures 21-23 were approved September 11, 2006
OPERATING PROCEDURE
APPLICABILITY
The PTSA operating procedures are a set of rules and procedures that govern the detailed operations and conduct of the PTSA. The operating procedures apply to all Board members, players, coaches and parents participating in PTSA programs. These operating procedures may be amended, modified or changed in accordance with the PTSA Bylaws.
OPERATING PROCEDURES
OP1. Foul Weather Procedures:
a. The Director of Fields has the authority to postpone or cancel any games due to inclement weather. The decision will be based on a visual inspection of all fields. Coaches must rely on the PTSA Hotline for field conditions and closure information. The Hotline phone number is established by the Director of Fields. Coaches may obtain the Hotline phone number from their Age Group Commissioner. Coaches are not to give the hotline number to players or parents to avoid overloading the Hotline during potential field closures. Players or parents are to call the coaches with questions regarding field closure.
b. Teams must report at least 15 minutes early to their designated field, and be ready to play unless otherwise notified by their coach,
c. Once at the field, the game can be called off for safety concerns (e.g., lightning, unsafe field conditions, etc.) by either coach or the referee at any time. Coaches and referees are strongly encouraged to confer with each other prior to calling off the game. The Referee Coordinator, Age-Group Commissioner and PTSA Fields Coordinator must be notified immediately of the decision by the home team coach,
d. If a game is suspended because of inclement weather before the second half has begun, that entire game shall be replayed. If the game is suspended after the second half has started, the score will stand and that game shall be considered complete. All make-up games must be arranged through the Fields Coordinator, Referee Coordinator and the Age-Group Commissioner. (See OP8.)
Post-season and Pre-season PTSA In-House tournaments are at the discretion of, and will be arranged and conducted by the individual Age-Group Commissioner(s). These tournaments may precede or extend the regular eight week season by one week without PTSA Board approval. These tournaments may also take the place of the first or last weekend’s games.
OP3. In-House Team Travel Procedure
All requests to take a PTSA In-House team out of the Township to play in a tournament must be made in writing and sent to the PTSA Vice President or President for approval.
OP4.
Procedure For Requesting To Play Out Of Age
Bracket
It is recognized that age divisions are necessary for youth soccer registration. Age bracketing ensures that youth players are grouped based on their physical, emotional, and social development and allows each player the opportunity to play soccer in a safe and optimal environment as much as practical at the recreational level.
The PTSA establishes age brackets consistent with those recommended by the national and local soccer governing bodies, identified in Article II, as much as practical. Though in most instances these age brackets are appropriate for safe and recreational levels of play, the PTSA recognizes that exceptions to age brackets would advance these objectives. However, the PTSA has determined that limits are still desirable given the broad age brackets currently in place and the In-House league being one that is not ability based. Consequently, for a player to be approved for:
a. A higher age bracket (e.g. U8 player requesting approval for play in U10 bracket), each of the following criteria must be met:
1. The request for exemption must be initiated in writing by a player’s parent(s) or guardian and must be supported by (a) a physician’s letter regarding physical and emotional fitness, or (b) a waiver of liability signed by the player’s parent(s) or guardian.
2. The player must be participating on an in-house team.
3. The player must not be more than three (3) months younger than the youngest eligible age for the desired higher bracket.
b. A lower age bracket (e.g. U8 player requesting approval for play in Grasshopper bracket), each of the following criteria must be met:
1. The request for exemption must be initiated in writing by a player’s parent(s) or guardian and must be supported by a physician’s letter (a) regarding physical and emotional appropriateness, and (b) that acknowledges the age bracket.
2. The player must be participating on an in-house team.
3. The player must not be more than six (6) months older than the oldest eligible age for the desired higher bracket.
It is also the policy of the PTSA that no team have more than two players on their roster who have received their eligibility under this age bracket exemption policy, except as allowed by OP15.
The PTSA reserves the right to investigate age exemption placements and to revoke any age exemption in cases when this policy has been violated, including, but not limited to, situations such as:
· Incomplete exemption request documentation or forged signatures on documentation
· Use of the exemption to gain an unfair advantage over opponents in matches
·
Use of the exemption to gain an unfair advantage
over other candidates for future travel league tryouts
OP5.
Procedure For Recruiting Travel Team Players
If, during the course of the season, a PTSA travel
team needs to recruit a player(s) from the In-House division, the following
procedure and protocol shall be used:
a. The Travel Team Coach that needs a
player(s) must first contact the Association Travel Team
Commissioner and explain his or her requirement(s).
b. The Travel Team Commissioner
will determine if there is any player(s) available from the travel
try-out “pool” of children that didn’t make a travel team.
c. The Travel Team Commissioner will notify the Travel Team Coach of his or her findings and jointly decide which player(s) should be contacted, and in what order.
d. Before any in-house players
are contacted the Travel Team Commissioner will discuss the
situation with the appropriate Age Group Commissioner. The Age Group
Commissioner will in turn notify the affected In-House Coach.
e. No child should be contacted until the preceding requirements have been met. The selected in-house player must agree to play the remaining season’s in-house games. If he or she is unwilling to make that commitment, then the next player from the “pool” should be contacted.
f. All decisions regarding the above rules will be made by a committee consisting of the Travel Team Commissioner, the Travel Team Coach, the In-House Coach and the Age Group Commissioner.
c. The U-10 In-House Boys and Girls Commissioners shall jointly schedule games and/or soccer activities on Saturday on the fields designated by the Director of Fields for that age group. If it is necessary to play normally scheduled games on Sunday, then the U-10 In-House Boys and Girls Commissioners and the Travel Commissioner shall jointly schedule games and/or soccer activities on Sunday on the fields designated by the Director of Fields for that age group. In-House games take precedent on Saturdays and Travel games take precedent on Sundays.
d. The U-12/15 In-House Boys and Girls Commissioners shall jointly schedule games and/or soccer activities on Saturday on the fields designated by the Director of Fields for that age group. If it is necessary to play normally scheduled games on Sunday, then the U-12/15 In-House Boys and Girls Commissioners and the Travel Commissioner shall jointly schedule games and/or soccer activities on Sunday on the fields designated by the Director of Fields for that age group. In-House games take precedent on Saturdays and Travel games take precedent on Sundays.
e. The Travel Team Commissioner shall schedule games and/or soccer activities on Sunday on the fields designated by the Director of Fields for that age group subject to c and d above.
All youth sports programs under the auspices of the
Department have been directed to adopt this statement of
goals and philosophy. The
The 3 major goals of recreational youth sports programs are:
1. To address the physical, social and emotional developmental needs of children.
2. To encourage participation in sports as a means to developing a healthy lifestyle, learning sportsmanship and having fun.
3. To learn and master the fundamentals of the game. Learning and participation are to be emphasized over winning.
In order to achieve these goals, all recreational sports programs will:
1. Encourage equal playing time for all players.
2. Encourage coaches to teach players multiple positions and to give players the opportunity to try different positions within the game format when feasible.
3. Teach positive coaching techniques to coaches. Negative criticism is inappropriate for young children. Positive coaching builds self-esteem and team spirit.
4. Forbid stacking of teams. Competition must be fair so that everyone can experience the learning that comes from winning and losing.
5. Insist that all coaches, parents and players model good behavior at all times demonstrating their adherence to the following "Sportsmanship Code of Conduct".
·
I will abide by the rules of the game.
·
I will offer encouragement not criticism to players and
coaches.
·
I will accept judgment of game officials.
·
I will show respect for the effort of both teams.
·
I will accept winning without gloating and losing without
complaining.
·
I will respect everyone's right to play.
·
I will acknowledge that all members of the team, parents,
coaches and players, share equally in the responsibility to promote good
sportsmanship.
Participation in a youth
sports program is a privilege, not a right. Therefore, failure to adhere to
these principles may result in disciplinary action. Such action may include,
but is not limited to, a player's suspension from a game, a parent's expulsion
a sports facility, and a coach's dismissal a program. Problems that result from
failure to adhere to the above guidelines must be addressed directly to the
appropriate sports association and be handled within the guidelines of its
grievance procedure. The inability of the association to appropriately address
the problem may necessitate the involvement of the Park and Recreation
Department and Board.
Codes of Conduct
The PTSA requires
parents to sign a parent code of conduct and coaches to sign a coaches’ code of
conduct. Both the PTSA and Peters Township Department of Parks and Recreation
have copies of the documents. If the
code of conduct is broken by a parent or coach, the PTSA must notify the
Township. Disciplinary action will be
taken jointly by the PTSA and Township.
Family Code Of Conduct
I hereby pledge to
provide positive support, care, and encouragement for my child participating in
youth sports by following this Parents' Code of Conduct:
I (and my guests) will
encourage good sportsmanship by demonstrating positive support for all players,
coaches, and officials at every game, practice or other youth sports event.
I will place the
emotional and physical well being of my child ahead of my personal desire to
win.
I will insist that my
child play in a safe and healthy environment.
I will require that my
child's coach be trained in the responsibilities of being a youth sports coach
and that the coach upholds the Coaches’ Code of Conduct.
I will support coaches
and officials working with my child, in order to encourage a positive and
enjoyable experience for all.
I will demand a sports
environment for my child that is free from drugs, tobacco and alcohol and will
refrain from their use all youth sports events.
I (and my guests) will
remember that the game is for youth - not adults.
I will do my very best
to make youth sports fun for my child.
I will ask my child to
treat other players, coaches, fans and officials with respect regardless of
race, sex, creed or ability.
I (and my guests) will
not engage in any kind of unsportsmanlike conduct with any official, coach,
player, or parent such as booing and taunting; refusing to shake hands; or
using profane language or gestures.
I will refrain from
coaching my child or other players during games and practices, unless Iam one of the official coaches of the team.
I will respect the
officials and their authority during games and will never question, discuss, or
confront coaches at the field, and will take time to speak with coaches at an
agreed upon time and place.
I will help my child
enjoy the youth sports experience by doing whatever I can, such as being a
respectful fan, learning the rules of the sport, assisting with coaching, or
providing transportation.
I will inform family and
friends who attend
By signing this document
I also agree that if family or my guest(s) and or I fail to abide by the
aforementioned rules and guidelines, I/We will be subject to disciplinary
action that could include, but is not limited to the following:
·
Verbal warning by official, head coach, head of league
organization
·
Written warning
·
Parental game suspension with written documentation of
incident kept on file by organizations involved
·
Parental season suspension
·
Parental lifetime suspension
·
Suspension of Participant
The severity of the
incident will dictate the disciplinary action.
Coach's Code Of Conduct
I will place the
emotional and physical well being of my players ahead of a personal desire to
win.
I will treat each player
as an individual, remembering the large range of emotional and physical
development for the same age group.
I will do my best to
provide a safe playing situation for my players.
I will promise to review
and practice basic first aid principles needed to treat injuries of my players.
I will do my best to
organize practices that are fun and challenging for all my players.
I will lead by example
in demonstrating fair play and sportsmanship to all my players.
I will provide a sports
environment for my team that is free of drugs, tobacco, and alcohol, and I will
refrain from their use at all youth sports events.
I will be knowledgeable
in the rules of each sport that I coach, and I will teach these rules to my
players.
I will use those
coaching techniques appropriate for all of the skills that I teach.
I will remember that I
am a youth sports coach, and that the game is for children and not adults.
By signing this document
you also agree that if you fail to abide by the aforementioned rules and
guidelines, the coach will be subject to disciplinary action that could
include, but is not limited to the following:
·
Verbal warning by head of league organization
·
Written warning
·
Game suspension with written documentation of incident kept
on file by organizations involved
·
Season suspension
·
Lifetime suspension
1. The severity of the incident will dictate the disciplinary action.
· The coaches of the affected teams shall inform the Age Group Commissioner they wish to reschedule the game. Alternately, the Age Group Commissioner may decide that the game should be rescheduled.
· If the game cannot be rescheduled on a weekend, the Age Group Commissioner should request a time slot from the Fields Coordinator in which to reschedule the game. The Age Group Commissioner should recommend a time slot in which one of the affected teams normally practices.
· The Fields Coordinator will determine the time slot(s) for the rescheduled game and the displaced team practices. The Field Coordinator should ensure it is practical for the displaced teams to practice at the rescheduled times. If another age group is affected, the Age Group Commissioner shall be informed.
· The Age Group Commissioner shall request the Referee Coordinator to provide referees for the rescheduled game.
Information shall be posted on the PTSA web site(s) by the Director of Information in accordance with the approved Bylaws and this operating procedure. However, it may not be practical to post all information appropriate for posting because of web site storage space limits and the time and effort to post and maintain the information. Information that is deemed appropriate includes, but is not limited to the following:
· List of Board of Directors with Contact Information
· Bylaws, Operating Procedures and Playing Rules
· Important Soccer Related Messages, Dates and Events
· Game and Practice Schedules
· Directions to Fields
· Coaching Manuals and Information
· Links to Other Soccer Organizations and Clubs
· Electronic and/or Downloadable PTSA Forms
· PTSA Team Pictures
The registrar keeps track of all individuals associated with the club. Included are players, coaches, board members, and newsletter recipients. Depending on the class of person various data are recorded. In general only contact information, mailing address and telephone number, is required.
Each year players are required to register with the club. For players the minimum information is what is required to roster with PA West, i.e. name, date of birth, mailing address, telephone number, and the age group. For travel players PA West also requires sex and identification number. The identification number is the last six digits of the social security number of the player. If the last six digits of the social security number cannot be obtained a six digit number is generated that is unique within the club. The club collects this information for all players except the identification number that is only obtained for travel players. Beyond the PA West requirements the club collects the following: names of parents or guardians, email address, date of registration, payment information, the name of the coach from the preceding year, and comments.
Information is presented to PA West in the form of rosters. One roster is generated for each travel team and for each in-house age group division. The travel roster consists of a header and two detail sections for coaches and players. The header contains team information including the club name, the team name, the color of jerseys, shorts, and socks, the season year e.g. 2001/02, the PA West state code (11), the south district code (4), the travel league code (T), the Peters Township Soccer Association club code (043), the division (I-IV, A-C), and the age group (10-16, 19).
The detail section for the coaches lists the following information for each coach: last name, first name, middle initial, mailing address, capacity (manager, coach, assistant coach), coaching license (if any), identification number as described above, and telephone number. At least one coach must be rostered. There is no maximum (but only three coaches may participate in a given match).
The detail section for players lists the same information as that for coaches except in lieu of capacity and license is sex and date of birth. The players are numbered and ordered alphabetically by name. At least seven, and as many as twenty-three players, may be rostered. (A maximum of eighteen players may participate in a given match.)
An in-house roster consists of a header and a single detail section. As with the travel roster the header identifies the club, the season, the age group, the state code, the district code, the in-house league code (I), and the club code. The detail section lists the last name, the first name, the mailing address, the date of birth, and the telephone number of each player in the age group. The list is numbered and ordered by name.
The newsletter has traditionally been the main communication tool of the PTSA. It is intended to be issued three (3) times during the fiscal year (e.g., Fall, Winter and Spring issues). As a minimum, it shall be issued twice during the fiscal year, once during the Fall session and once during or just prior to the Spring session. The Fall issue shall contain a current list of Board Members, including information for contacting Board Members, and a listing of near term, important dates and events (e.g., coaches and referee meetings, coaches, referee and player clinics, dates for team photographs, etc.). The Corresponding Secretary can be requested to include other information in the newsletter. If the Corresponding Secretary deems the information appropriate, he/she should include the information in the newsletter. The Corresponding Secretary can choose not to post the information if he/she deems it inappropriate. The President shall approve the newsletter prior to issue. The Corresponding Secretary shall include any information as directed by the President. If necessary, any excluded information can be brought before the PTSA for a final determination by a majority vote. If approved and practical, the information will be included in the current newsletter, else it will be included in the next newsletter.
The Recording Secretary is responsible to pick up mail at the PTSA Post Office Box and distribute it to the addressees. As a minimum, the Recording Secretary shall pick up mail once a month. The Recording Secretary and the President shall maintain a key to the PTSA Post Office Box.
The Recording Secretary is
responsible for arranging for a professional photographer to take pictures of
all PTSA teams. At the Recording
Secretary’s request, the President may delegate this responsibility to another
Board Member (e.g., a Director-at-Large).
The Recording Secretary shall choose the photographer based on value,
convenience and past satisfactory performance unless directed otherwise by the
PTSA Board. The Recording Secretary
shall reserve a location in the community convenient for the teams (e.g., a shelter
or pavilion at
The Recording Secretary is
responsible for arranging the annual PTSA picnic at the end of the spring
playing session. At the Recording
Secretary’s request, the President may delegate this responsibility to another
Board Member (e.g., a Director-at-Large).
The Recording Secretary is responsible for reserving a convenient
location in the community for the picnic.
Traditionally the pinic is held at Shelter #1
of
The Director of Equipment is responsible for the procurement, assembling and dispensing of soccer equipment bags and balls to all PTSA coaches. The Director of Equipment shall retrieve the equipment bags for replenishment of supplies at the end of the Spring session. The Director of Equipment may allow a returning coach to keep the equipment bag between the Spring and Fall playing sessions. The Director of Equipment is responsible for the procurement and maintenance of soccer goals and nets. The Director of Equipment shall keep reasonable records to keep track of equipment bags, balls and goals and nets. The Director of Equipment is responsible for the procurement of trophies awarded to in-house teams. These include participation awards for Grasshoppers and U-8’s at the annual Spring picnic and champion and /or finalist trophies for U-10, U-12 and U-15 session winners and/or finalists. The Director of Equipment may be directed by the PTSA Board to procure trophies for travel teams that won their division during a playing session and were not given an award by PA West.
The most important duty of the
Director of Training is to ensure that at least one, weeklong Summer soccer
camp is scheduled for the PTSA players within
The Director of Training shall
schedule at least one PA West coach’s clinic for the PTSA coaches within
Within the constraints of the approved training budget, each PTSA team is eligible to have at least one team clinic during the playing season (e.g., Fall through Spring). This clinic is equivalent to one practice conducted by a soccer professional of the coach’s choice. The coach shall obtain the approval of the Director of Training before finalizing the clinic. If requested, the Director of Training shall assist the coach obtaining the services of a soccer professional.
It is the intent of the PTSA to
form in-house leagues with equal teams as much as practical. To that end, Age Group Commissioners shall
conduct blind drafts of rated (and unrated when necessary) players to determine
the team rosters. Following the draft
the Age Group Commissioners may assign new players and/or form new teams to
ensure a practical and fair league. The blind draft shall be conducted
according to the following:
· The Age Group Commissioner, after receiving registration cards from the Registrar, shall determine the number of teams and assure as much as practical that all players are rated. The Age Group Commissioner will then appoint a single head coach for each team. A single head coach is intended to prevent parents from joining together as joint head and/or assistant coaches for the purpose of forming a superior team. The head coach will select his/her assistant following completion of the blind draft. Exceptions to the ‘single head coach rule’ are discussed below.
· The Age Group Commissioner will then separate out any and all coach’s son(s) or daughter(s), and place them with their respective parent’s team. With the agreement of the Age Group Commissioner and at least 2/3 of the coaches, ‘Special Need’ players will be placed with a team that addresses his/her ‘special need’.
· Following the assignment of sons, daughters and ‘special need’ players, the Age Group Commissioner will divide the remaining players, according to age and ability, into groups of decreasing ability (e.g.,: A, B, C, D, unrated, etc.). The players within these groups will then be randomly and blindly assigned to the individual teams. The exact mechanics of this process shall be determined by the Age Group Commissioner with the approval of at least 2/3 of the coaches. The selection process shall account for the playing ability of the preassigned sons, daughters and ‘special need’ players. With the unanimous consent of the coaches, the Age Group Commissioner may determine the rosters of the equal teams to the best of his/her ability.
· Following the draft the coaches will then list all of their team members, including phone numbers and if possible an email address, in alphabetical order and give that copy to the Age Group Commissioner. Following the draft the coaches will also submit a completed Volunteer Disclosure Form to the Age Group Commissioner. Failure to submit the form is reason for a coach to be removed from his/her duties. The Age Group Commissioner will keep these records on file for the full fiscal year.
· The Age Group Commissioner shall ensure the following actions and requests are only allowed with the consent of at least 2/3 of the coaches:
a. A coach declining to accept a drafted player,
b. Trades made by coaches during or after the draft,
c. Parents request for a specific coach,
d. Parents request for their child to play with a friend,
e. Parents request for their child to be traded,
f. The placement of two or more age bracket exempted children on one team when other teams do not have an age bracket exempted child.
Other than grasshoppers, age group commissioners shall obtain ratings for all the players in their age bracket, as much as practical. The age group commissioners may adjust these ratings if they feel the rating does not reflect the player’s ability to their age bracket. The age group commissioners should consult with the coach or person who provided the rating prior to changing the rating. When required, players shall be rated according to the following criteria:
a. An ‘A’ player is a superior player who can and will compete with any player in the league, most of the time, both offensively and defensively. An ‘A’ player will dominate play occasionally on either offense or defense. Generally, 10-20 % of the players in the league are ‘A’ players.
b. A ‘B’ player is a very capable player who can and will compete with any player in the league, at least 50 % of the time, either offensively or defensively. A ‘B’ player will be dominated by an ‘A’ player only occasionally. Generally, 20-30 % of the players in the league are ‘B’ players.
c. A ‘C’ player is a capable player who can and will compete with most players in the league, at least 50 % of the time, either offensively or defensively. A ‘C’ player will be dominated by an ‘A’ player most of the time, but only occasionally by a ‘B’ player. Generally, 20-30 % of the players in the league are ‘C’ players.
d. A ‘D’ player has trouble competing with ‘A’ and ‘B’ players in the league, but can and will compete with ‘C’ players at least 50 % of the time, either offensively or defensively. Generally, 10-20 % of the players in the league are ‘D’ players.
e. Some children will have extreme difficulty competing under almost all circumstances for a variety of reasons. These children will be identified as ‘Special Need’ players.
f. New players who have not previously competed in the PTSA will be rated NR (no rating).
Travel teams shall be formed and players selected for the teams according to the following: