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ARMSTRONG COOPER YOUTH LACROSSE ASSOCIATION

GUIDELINES AND POLICIES
 
TABLE OF CONTENTS
 
  1. ARMSTRONG COOPER YOUTH LACROSSE ASSOCIATION
    1. DEFINITION
    2. PURPOSE
    3. GOALS AND OBJECTIVES
    4. PHILOSOPHY
    5. AFFILIATIONS
 
  1. CONDUCT
    1. PLAYER
      • PENALTIES
      • APPLYING PENALTIES
    2. PARENT
      • RESPONSIBILITIES
      • ROLES
      • BEHAVIOR
      • APPLYING PENALTIES
 
  1. COACHES
    1. COMPENSATION
    2. SELECTION OF COACHES
    3. HEAD AND ASSISTANT COACH ROLES & CONDUCT
    4. PENALTIES
    5. APPLYING PENALTIES
 
  1. CAMPS AND CLINICS
    1. CAMPS
      • STRUCTURE
    2. CLINICS
      • STRUCTURE
 
  1. PLAYER ELIGIBILITY
    1. GENERAL
    2. EXEMPTIONS
 
  1. TRYOUT PROGRAM
    1. TIMING
    2. PURPOSE
    3. FORMAT
    4. STRUCTURE
    5. COORDINATION
    6. EVALUATORS
      • EVALUATORS RESPONSIBILITIES
      • FORMS
      • PLAYER RATINGS
    7. TEAM SELECTION & PLAYER NOTIFICATION
    8. PLAYER’S RESPONSIBILITY DURING TRYOUTS
    9. PARENT’S RESPONSIBILITY DURING TRYOUTS
    10. MISSED TRYOUTS DO TO ILLNESS, INJURY, OR COMMITMENTS
    11. PLAYING UP
 
  1. TEAM MANAGER DUTIES AND RESPONSIBILITIES
 
  1. CHILL MANAGER DUTIES AND RESPONSIBILITIES
    1. DEFINITION
    2. PURPOSE
 
  1. FACILITIES USE
 
  1. GRIEVANCE POLICY
 
  1. TOURNAMENTS
 
  1. FINANCES
    1. FEES
    2. REFUNDS
    3. DISCOUNTS
      • NEW PLAYER DISCOUNT RATIONAL
      • CRITERIA
      • FUND
    4. SCHOLARSHIP/FINANCIAL AID
      • SCHOLARSHIP RATIONAL
      • CRITERIA
      • FUND
 
  1. RISK MANAGEMENT
 
  1. BACKGROUND CHECKS
 
  1. AMENDMENTS
I.ARMSTRONG COOPER YOUTH LACROSSE ASSOCIATION
  1. DEFINITION
    1. Armstrong Cooper Youth Lacrosse Association, herein referred to as “ACYLA”, is comprised of boys and girls teams that represent Robbinsdale School District #281, herein referred to as “District #281”, in recreational and competitive youth lacrosse.
  2. PURPOSE
    1. The primary purpose of ACYLA is to give kids, regardless of their age and athletic ability, an opportunity to develop playing skills, good sportsmanship, and game knowledge in a safe and fun environment, to promote the sport of lacrosse, and enhance enjoyment for youth lacrosse families. ACYLA is an active member of US Lacrosse and the Positive Coaching Alliance.
  3. GOALS AND OBJECTIVES
    1. Create a positive experience for all participants in ACYLA program, including players, coaches and parents.
    2. Emphasize individual skills development over team performance.
    3. Foster a strong relationship between ACYLA and District 281’s high school lacrosse programs
    4. Manage parental expectation through strong communication and education
  4. PHILOSOPHY
    1. ACYLA will endeavor to instill the values of sportsmanship, respect, teamwork, fair play and a love of the sport of lacrosse for parents, players, coaches and officials. ACYLA believes that sportsmanship is a way of life and will set an example of good sportsmanship and friendly competition for our young players. It is also the philosophy of ACYLA that at all playing levels all players will receive equal playing opportunity over the course of the season. 
    2. In addition, no individual shall be denied participation in programs sponsored by ACYLA because of financial hardship.
  5. AFFILIATIONS
    1. ACYLA is a member of US Lacrosse (US Lax), Positive Coaching Alliance (PCA) Minnesota Lacrosse Association (MLA), Youth Lacrosse Minnesota (YLM), Minnesota Boys Scholastic Lacrosse Association (MBSLA), and Minnesota Schoolgirls Lacrosse Association (MSS Lax).
 
II.CONDUCT
  1. PLAYER
    1. DEFINITION
      1. As a player we expect you to conduct yourself appropriately, because failure to do so reflects poorly on you, the team, and impacts the association as well.  Remember, we represent our families, association, sport, and each other.  Therefore, we expect all players to commit to conducting themselves at all times with the utmost sportsmanship, respect, integrity, and personal responsibility while participating in ACYLA lacrosse programs. Also we expect that you are willing to step in to help a others remain safe and/or make a good decisions to stay out of trouble or to avoid harm to anyone, including him or herself.
    2. CODE
      1. A player shall not, in the presence of any players, coaches, or officials, during, immediately preceding or following a game, practice or scrimmage or at any time on a school grounds, regardless of quantity:
        1. Use, consume or have in possession a beverage containing alcohol;
        2. Use, consume or have in possession tobacco; or
        3. Use, consume or have in possession, any other controlled substance (except for prescription drugs legitimately prescribed to that individual).
        4. Buy, sell or give away any other controlled substance.
      2. A player shall not engage in sexual, racial, or religious harassment, violence or any form of hazing.
      3. A player shall not engage in fighting before, during or after an Association event.
      4. A player shall not assault any person.
      5. A player shall not, regardless of legal permit, carry or have in his or her possession, bag, or vehicle any gun immediately preceding, during or following a game, practice or scrimmage at any time on a school grounds or Association sponsored game sites or parking lots.
      6. Any player having lacrosse-related issues should contact the ACYLA Coaching Director(s).
    3. PENALTIES
      1. First Violation. The player shall lose eligibility for either the next two (2) games or fourteen (14) days, whichever is greater.
      2. Second Violation. The player shall lose eligibility for either the next four (4) games or twenty-one (21) days, whichever is greater.
      3. Third or Subsequent Violation: The player shall lose eligibility for either the next six (6) games or forty-two (42) days, whichever is greater.
      4. In all situations where a team’s season ends prior to the expiration of a suspension, the suspension will carry over to the next season. The count of the number of days is held constant until the day of that player’s team’s first game of the next season.
  2. APPLYING PENALTIES
    1. The number of violations shall be counted consecutively throughout the player's career. The number of violations might not reset to zero at the beginning of each year, at the Board’s discretion.
    2. Additional penalties shall be served consecutively.
    3. The penalty shall start being served when the President(s) of the Board notifies the player who has violated any of the operation policies.
    4. If a coach or leader of the organization becomes aware of a violation of these operation policies, he or she must ensure that the suspension begins being served immediately and will notify the
    5. Board as soon as possible.
    6. Scrimmages will not be counted toward the count of the number of games, but suspended players are not eligible to participate.
    7. Players may participate in team practices while suspended.
  3. PARENT & SPECTATORS
    1. DEFINITION
      1. As a parent, or spectator we expect you to conduct yourself appropriately, because failure to do so reflects poorly on you, the team, and impacts the association as well.  Remember, we represent our families, association, sport, and each other.  Therefore, we expect all individuals to commit to conducting themselves at all times with the utmost sportsmanship, respect, integrity, and personal responsibility while participating in ACYLA lacrosse programs.
    2. RESPONSIBILITIES
      1. In addition to ACYLA operating policies, ACYLA accepts and adheres to US Lacrosse rules and regulations, the USL First Stick & Gold Stick Programs, and the terms set by Youth Lacrosse Minnesota (YLM), Minnesota Boys Scholastic Lacrosse Association (MBSLA), and Minnesota Schoolgirls Lacrosse Association (MSSLAX).  Therefore, parents and guardians are subject to the following policies.
      2. Be understanding and supportive of the time commitment for practices and games.
      3. Notify coach in advance when a player cannot make a game or practice.
      4. Encourage players to take pride in their team.
      5. Attend as many games as possible. Also try to attend practices to see what your child is learning.
      6. Be encouraging, not critical, of your team and coaches.
      7. Do not belittle referees or opposing team and coaches.
      8. Do not discuss or criticize coaches or other players in the presence of your child.
      9. Discuss progress or concerns with the coach as they relate to your player.
    3. BEHAVIOR
      1. ACYLA reserves the right to bar parents, spectators, and other parties from attending association events (including games, practices, and meetings) for any of the following offenses:
      2. Use or possession of alcohol, tobacco, or controlled substances not legally prescribed to the individual at association events. Public intoxication or being under the influence of controlled substances not legally prescribed to the individual at association. Engaging in sexual, racial or religious harassment, violence or any form of hazing. Having possession of a firearm on his or her person or in a bag or vehicle at the site of the event. Threatening any person. Engaging in abusive behavior toward a game official, coach, player, or other party.
 
  1. APPLYING PENALTIES
    1. A small committee (consisting of the President(s), another board member, and at least one other member) shall investigate the reported situation and take appropriate steps to determine what course of action is required. Penalties may range from a suspension from Association events for a certain time period, a lifetime ban from association events, and the possibility of forfeiture of games in which a suspended or banned individual attends. All penalties are subject to a majority vote of the board and consistent with the grievance policy. The board has the power to impose sanctions on any parents not fulfilling their responsibilities as outlined by these operating policies.
 
III.COACHES
  1. COMPENSATION
    1. ACYLA appreciates and values the time put in by our volunteer coaches. While every effort is made to fill our coach vacancies with volunteers, greater numbers of coaches are always in demand especially for the inexperienced or younger players. Therefore ACYLA offers a competitive tiered pay structure in order to attract and retain non-volunteer coaches. This structure provides that the final amount remitted to the paid coach is based on attendance at all team events (practices, league games, tournaments, etc.) and is subject to being prorated if attendance were to become an issue. As part of its annual budget, generally approved at the January Board meeting, ACYLA will allocate funds for paid coaches. The total remitted to all paid coaches cannot exceed the amount budgeted, without formal board approval of such an increase before it is committed.
  2. SELECTION OF COACHES
    1. The board in conjunction with the Coaching Director(s) is responsible for selecting the head and assistant coaches for all teams.
    2. Prior year head coaches desiring to return for the following year at the same level or another vacant level shall notify the President(s) at or prior to the February Board meeting.
    3. The Coaching Director(s) will be responsible for nominate coaching candidates for all vacant head coaching positions before the March board meeting.
    4. Coaches from inside or outside of the District #281 area may be contacted to find the best possible candidates to fulfill the needs of ACYLA.
    5. Coaching candidates will be evaluated against the following criteria
      1. Genuine interest and commitment to the program.
      2. Knowledge of lacrosse and the rules of the game.
      3. Ability to communicate, work with and instruct young players.
      4. Past coaching experience.
      5. Ability to deal with all others involved in the association.
    6. A majority vote of the Board and Coaching Director(s) is required to appoint all coaches.
    7. All spring coaching assignments shall be determined by March 15th or as soon as possible thereafter for the coming season. (All coaches will be appointed for one year only).  All summer season coaching assignments shall be determined by May 15th or as soon as possible thereafter for the coming season. All fall season coaching assignments shall be determined by May 15th or as soon as possible thereafter for the coming season.
    8. All teams will have a maximum of three coaches if one is a parent volunteer or a minimum of two if no parent volunteer has applied for a coaching role.
    9. If there are insufficient nominations to fill all head coaching positions, the Coaching Director(s) shall have the responsibility to recruit candidates.
    10. Coaches will be required to have a current and valid US Lacrosse membership and complete a background screening process in compliance within the rules set forth by ACYLA or as required by any of it’s Affiliations.
  3. HEAD AND ASSISTANT COACH ROLES & CONDUCT
    1. The Head coach is responsible for the operation of the team and has the freedom to run the team within ACYLA and Affiliation guidelines.
    2. In accordance MN LACROSSE rules, only the Head coach, assistants and/or manager, whose name appears on the team registration, shall be in the team area during games.
3.         The Head coach should be available to discuss any problems with players and/or parents, keeping in mind that his/her prime responsibility is to the whole team and not any one individual.
  1. Teach and condone “clean” lacrosse only by teaching the correct rules of lacrosse.
 
  1. Set a good example of sportsmanlike and good conduct on and off the field and be a good role model for the players.
  2. A coach shall not, in the presence of any players or officials, during, immediately preceding or following a game, practice or scrimmage or at any time on a school grounds, regardless of quantity:
    1. Use, consume or have in possession a beverage containing alcohol; Use, consume or have in possession tobacco; or use, consume or have in possession, any other controlled substance (except for prescription drugs legitimately prescribed to that individual).
    2. Buy, sell or give away any other controlled substance.
  3. A coach shall not engage in sexual, racial, or religious harassment, violence or any form of hazing.
  4. A coach shall not engage in fighting before, during or after an Association event, a coach shall not assault any person.
  5. A coach shall not, regardless of legal permit, carry or have in his or her possession, bag, or vehicle any gun immediately preceding, during or following a game, practice or scrimmage at any time on a school grounds or Association sponsored game sites or parking lots.
  6. Coaches should report any refereeing or other game issues to the ACYLA Coaching Director(s).
  7. Any coach having lacrosse-related issues should contact the Coaching Director(s).
  8. In addition to ACYLA operating policies, ACYLA accepts and adheres to US Lacrosse rules and regulations, the USL First Stick & Gold Stick Programs, and the terms set by (YLM), (MBSLA), and (MSSLAX).  Therefore, coaches are subject to those policies as well.
  9. PENALTIES
    1. The board at its discretion and at any time may remove a coach for a violation of association policies.
    2. First Violation. The coach shall lose eligibility for either the next two (2) games or fourteen (14) days, whichever is greater.
    3. Second Violation. The coach shall lose eligibility for either the next four (4) games or twenty-one (21) days, whichever is greater.
    4. Third or Subsequent Violation: The coach shall lose eligibility for either the next six (6) games or forty-two (42) days, whichever is greater.
    5. In all situations where a team’s season ends prior to the expiration of a suspension, the suspension will carry over to the next season. The count of the number of days is held constant until the day of that coach’s team’s first game of the next season.
  10. APPLYING PENALTIES
    1. The number of violations shall be counted consecutively throughout the coach's career. The number of violations does not reset to zero at the beginning of each year.
    2. Additional penalties shall be served consecutively.
    3. The penalty shall start being served when the President(s) of the Board notifies the coach who has violated any of the operation policies.
    4. If a coach or leader of the organization becomes aware of a violation of this operation policies, he or she must ensure that the suspension begins being served immediately and will notify the Board as soon as possible.
Scrimmages will not be counted toward the count of the number of games, but suspended coaches are not eligible to participate. .
 
IV.CAMPS AND CLINICS
  1. CAMPS
    1. ACYLA begins each lacrosse year by offering every player the opportunity to participate in a fee based preseason development camp.  These camps are designed to give each player, regardless of their individual abilities, the opportunity to work on their individual skills in an environment that fosters growth and development. At or before the November board meeting the board will determine the cost and registration process associated with this camp. This camp is not mandatory for participation at any level of team offered by ACYLA.
  2. STRUCTURE
    1. Currently ACYLA partners with a lacrosse services provider to structure and conduct this training opportunity.
  3. CLINICS
    1. ACYLA offers each lacrosse year, at least one each for both the boy’s program and the girl’s program, a fee free new player preseason skills clinic.  These camps are designed to give each player, regardless of their individual abilities, an introduction to lacrosse, preview the equipment needed to play youth lacrosse, and the opportunity to work on individual skills, in an environment that fosters a fun and excitement about the sport. This clinic is not mandatory for participation at any level of team offered by ACYLA.
  4. STRUCTURE
    1. Currently ACYLA partners with the District #281 High School lacrosse staffs to structure and conduct this training opportunity.
 
V.PLAYER ELIGIBILITY
  1. GENERAL
    1. ACYLA will form teams consisting of players in kindergarten through ninth grade living and attending school in District #281 to participate in various Affiliated leagues. Further restrictions for eligibility by age, grade and teams may be established by such affiliations and will supersede ACYLA’s own eligibility guidelines.
    2. Players participating in Association-sponsored events must be under age 18 on August 31 of the previous year
  2. EXEMPTIONS
    1. Players who live in District #281, but attend a non-District #281 school, being home schooled, or lives in an area that doesn’t have a youth lacrosse association will be allowed to join ACYLA as a player, provided that: An eligibility waiver is completed and approved by the President(s), and the player otherwise meets all eligibility requirements.
 
VI.TRYOUT PROGRAM
  1. TIMING
1.         As needed based on the rules and regulations set forth by the leagues that we are affiliated with and participate in or at the boards discretion.
  1. PURPOSE
1.         The purpose of the tryout program is as follows:
  1. To provide a fair and equitable environment for all players to compete in.
  2. To provide a format for all evaluators to use that will make grading and evaluations consistent.
  3. To provide continuity and consistency between evaluators of different player levels and between tryouts from year to year.
  4. To provide a means of communication to players and parents after selection decisions have been made.
e.
  1. FORMAT
    1. Team eligibility will follow age guidelines as set forth by our affiliations. In general players will not be allowed to play up to a higher age classification.
    2. All players trying out for an ACYLA team are required to attend each of the evaluation sessions. These will involve skill drills, position and game specific situation drills, and small game scrimmages.
    3. All players will be furnished with a piney or given a number to be worn over their jersey, which can be seen readily by the evaluators.
  2. STRUCTURE
    1. Session 1 will consist of individual skill, position specific, and team drills.
    2. Session 2 will consist of position specific and team drills. (These will include progression up to 6v6)
    3. In the event of unforeseen consequences, tryouts potentially could include a 3rd tryout session.
  3. COORDINATION
    1. The coaching director, or other ACYLA representative, will attend each tryout session to ensure that tryout evaluation procedures are followed.
    2. Coaching director will collect the evaluation forms after each session and input data into the master spreadsheet.     
    3. Coaching director will be available before each session for any necessary communication that might arise.
  4. EVALUATORS
    1. Two (2) evaluators will be used at each level. The coaching director(s) will recruit and assign two (2) evaluators to each group
    2. Evaluators will be required to attend all sessions.
 
  1. An alternate evaluator will be identified at each level in the event a regular evaluator is unable to attend a session.
  2. Evaluators will not be permitted to have a child trying out at the same level.
  3. EVALUATORS RESPONSIBILITIES
    1. Evaluators should not approach or talk to parents before, during, or after try-out sessions until tryouts have concluded.
    2. There should be no preliminary notification of a player’s status by any of the evaluators during tryout sessions.
    3. May ask players who may have secured a certain ranking to participate in certain drills for the duration of tryouts if the evaluators wish to spend more time evaluating players on the bubble.
  4. FORMS
a.             All evaluators will be given three forms, one for each grading session and the other a reference of reasonable expected ability by age group. The evaluators will use a scale (1-5) to measure player abilities. The form includes the following skills and intangibles:
  1. Stick Skills: passing, catching, cradling, scooping, etc.
  2. Shooting: over hand, ¾, sidearm, and underhand
  3. Defense: stick, footwork, communication, etc.
  4. Lacrosse IQ: field awareness, positional awareness, situational awareness
  5. Athleticism: effort, conditioning, speed, etc.
  6. PLAYER RATINGS
    1. Post evaluation session all players will have their scores tabulated and assigned a rank by position. In the event that a player was unable to attend all tryout sessions the process described in section “TRYOUT POLICY FOR ILL or INJURED PLAYER” will be followed. 
  7. TEAM SELECTION & PLAYER NOTIFICATION
    1. Spring and summer teams may roster up to the limit of 24 players per team. Fall teams may roster up to the limit of 18 players per team.
    2. The evaluation form, in conjunction with the subjective input from each evaluator, will be used to form the basis of the selections.
    3. The team selections will be based on the overall results of the evaluations.
    4. Coaches will form teams on the best interest of the association and the teams and not the individual player.
    5. Everything else being equal, the player with the most years playing should be chosen for a higher-level team.
    6. The coaching director(s) will review the resulting teams at each level and make recommendations to the board regarding the final decisions on team equality.
    7. After the final session, all players will be placed on a team.  The teams will be posted on the website within 3 days or as soon as possible thereafter.
  8. PLAYER’S RESPONSIBILITY DURING TRYOUTS
    1. Each player must attend all sessions unless excused. (See Section J, Policy for Ill or Injured Player for information on excused absences.) Other excused absences are at the discretion of the coaching director(s). An unexcused absence can result in removal from tryouts at the discretion of the coaching director(s). All communication should be through the coaching director.
    2. All players’ conduct is evaluated; so any inappropriate could affect a player’s evaluation.
  9. PARENT’S RESPONSIBILITY DURING TRYOUTS
    1. Parents should not approach or talk to evaluators before, during or after tryout sessions.
    2. All communications by a parent regarding his/her child must be done only with that level’s on site ACYLA representative.
    3. Parents will be allowed to have a meeting with the coaching director(s) to discuss their child’s evaluation. The meeting will last no longer than 20 minutes. At this meeting, the director will review the individual child’s performance evaluation during tryouts. Directors will not compare the individual child’s performance with other tryout participants. The purpose of the meeting is to educate the parent (and child) with respect to the player’s placement and ability as evaluated during the tryout process. No team placements will be changed because of this meeting.
 
  1. MISSED TRYOUTS DO TO ILLNESS or INJURY
    1. All players must attempt to be on the field for evaluations.
    2. When a player is not able to participate because of illness or injury, the player’s parent is responsible for contacting the coaching director(s) at the particular age group a minimum of 48 hour prior to the start of tryouts (or as soon after the illness’ onset or an injury is diagnosed). The coaching director(s) will review each individual situation and make a recommendation to the evaluator’s on how to proceed with the specific player. 
    3. Should a player become ill or injured during the tryout process, the player’s parent must contact the coaching director(s) within 24 hours after the onset of the illness or injury. After speaking with the parents the coaching director(s) will make a recommendation on how to proceed for that specific player.
    4. Past performance and previous coach’s input can be used to place a player unable to attend tryouts at the proper level of play, with coaching director(s) approval.
  2. PLAYING UP
1.         Playing up is not encouraged or recommended by ACYLA, but in the event a player in the program requests to play up, the following guidelines will be followed
  1. ACYLA President(s) must receive a request in writing from parents to consider allowing player to play at the next level. This request must be received at least ONE month before the upcoming season. Once the request is made and accepted, the player’s parent’s must complete the necessary paperwork which includes a written recommendation from the player’s current coach, a signature of the coach at the level the player is moving up to, signature of the coaching director(s).
  2. The ACYLA Board of Directors has final approval of all players moving up.
 
VII.CHILL MANAGER DUTIES AND RESPONSIBILITIES
  1. DEFINITION:
    1. The Chill Manager(s), or sometimes called the sideline manager, has the responsibility to follow and insure compliance of parents and coaches with US Lacrosse sideline policy* and affiliation’s policies and procedures.
    2. *The US Lacrosse Sideline Manager and Sportsmanship Card concepts have been designed to be preventative tools at youth games. Sideline Managers help to maintain a positive environment and issue the Sportsmanship Card as a warning to an individual coach, athlete, fan, or group of fans.  Since 2005, informational resources about the Sideline Manager and Sportsmanship Card concepts have been distributed to US Lacrosse chapters, coaches, program administrators, players and fans. Written into the Boys' and Girls' Youth Rules, the success of the Sideline Manager and Sportsmanship Card concepts will be as strong as the commitment of organizations and individuals to implement them.
    3. CHILL = Cool Heads Instill Life Lessons
  2. PURPOSE:
    1. Most often, the Sportsmanship Card Program will correct the unacceptable, unsportsmanlike behavior that threatens to ruin the game, but is also available to support the unfortunate circumstance of game termination as a consequence of an initial incident of or continued unsportsmanlike behavior. 
    2. The Sportsmanship Card is a resource for men's and women's program administrators and officials working youth games, and designed to work in conjunction with and to help clarify the NFHS Boys' High School Rules and the Official Rules for Girls' & Women's Lacrosse. When used in conjunction with the rules, the Sportsmanship Card procedures serve as an effective deterrent to abusive behaviors. The program was created with the goal of establishing constraints that should:
    3. Eradicate the "unsportsmanlike behavior" that is creeping into sport,
    4. Strengthen sportsmanship,
    5. Contribute to the retention of officials, and
    6. Honor the game.
    7. Along with the coaches and team manager, meet with the parents shortly after the team is selected.
    8. Impress on coaches, parents and players that they represent ACYLA and that their actions and conduct will determine our reputation wherever they play.
 
VIII.TEAM MANAGER DUTIES AND RESPONSIBILITIES
  1. The Team Manager(s) have responsibility for the administrative functions of the team.
  2. Coordinate team messages and emails.
  3. Along with the coaches, meet with the parents shortly after the team is selected to discuss team volunteer opportunities such as game scorekeeper and timekeeper.
  4. Impress on coaches, parents and players that they represent ACYLA and that their actions and conduct will determine our reputation wherever they play.
  5. Maintain and update the team’s webpage.
  6. Support the Chill Manager in their duties.
  7. Make sure parent are aware of all scheduled team activities. The schedule should include all games, practices, scrimmages and team activities.
  8. Collect needed ACYLA forms from parents.
  9. Advise the coach of any problems that arise during the season.
  10. Equipment will be turned in to the equipment manager by the week following the season’s end.
 
IX.FACILITIES USE
  1. ACYLA will be responsible for securing field time.  It is expected that all players and coaches will treat all facilities with the utmost respect.  Any damage to the facility may fall back on the players, coaches, family, and/or ACYLA that caused the damage from a financial or criminal position if proven.
 
X.GRIEVANCE POLICY
  1. Any ACYLA member can register a dispute/grievance by submitting the written grievance to the President(s) (or Assistant President in the President’s absence).
  2. The President(s) will schedule a meeting between the person submitting the grievance and the board within 10 days of being informed of the grievance. The party making the grievance must attend the meeting or the grievance will be considered closed.
  3. If the grievance is not resolved as a result of this meeting, the President(s) shall appoint a Grievance Committee made up of the following members:
    1. The appropriate coordinator,
    2. An ACYLA member not currently serving on the ACYLA Board (mutually acceptable to the person making the grievance and to the President(s))
    3. A current ACYLA Board member (appointed by the President(s))
  4. The grievance Committee will hold a hearing within 10 days of being formed and the Grievance Committee will render a decision in writing within 10 days of the hearing.  Both the person bringing the grievance and any member of the Grievance Committee will have the right to have other individuals present information at the hearing.
  5. The decision of the Grievance Committee shall be final unless subject to additional approvals required by ACYLA’s Affiliations.
 
XI.TOURNAMENTS
  1. Participation in tournaments is dedicated to the promotion of outstanding youth lacrosse and good sportsmanship.
  2. All players, coaches, and any person representing ACYLA will do so in a manner that Honors the Game by reflecting good citizenship, good sportsmanship, and follows the guidelines of both US Lacrosse, MLA, MBSLA, YLM, and MSSLax.
  3. The association will try to provide at a minimum one paid tournament opportunity per season. In the event that a particular team(s) would choose to participate in additional tournaments in a season, or ACYLA is unable to provide funding in a given year, that team(s) will be responsible for self-funding any related fees.
 
XII.FINANCES
  1. FEES
    1. Parents of players must pay for fees at the time of registration or must contact the Treasurer to create a payment schedule.
    2. In cases of financial hardship a payment plan may be offered but only at the discretion of the ACYLA Treasurer.
    3. Invoices provided by the treasurer are to be paid on time.
    4. The player provides all US Lacrosse approved equipment.
    5. All players must have a current and valid US Lacrosse membership.
  2. REFUNDS
    1. ACYLA is unable to refund expenses incurred by the purchase of a US Lacrosse membership or player equipment.
    2. All general refund requests should be sent to the Treasurer and must be received in writing.
    3. All requests received before the program’s registration close date will receive a full refund (less a $15.00 fee for charge card processing, if applicable)
    4. All requests received after the program’s registration close date, but before the start of practices will receive a refund less $100.00 non-refundable fee.
    5. All requests received after the program’s registration close date and after the start of practices will not receive a refund except in cases of injury or extreme hardship.
    6. No other refunds will be made except in cases of extreme hardship (i.e. relocations, etc.) or injury, and then only at the discretion of the ACYLA Board.
  3. DISCOUNTS
    1. NEW PLAYER DISCOUNT RATIONAL
      1. We recognize that trying lacrosse requires a significant investment up front in terms of having to purchase required equipment, both safety and game, so to encourage participation and in order to grow lacrosse in the District #281 community ACYLA will offer a discount to new players. As part of our marketing efforts we will advertise this discount in our hand out materials and on our website in conjunction with the current years registration period.
    2. CRITERIA
      1. Player must be a brand new player who has never played organized lacrosse for any organization.
    3. FUNDS
      1. As part of its annual budget, generally approved at the January Board meeting, the board will propose and seek approval for the discount amount for current fiscal year.
  4. SCHOLARSHIP/FINANCIAL AID
    1. SCHOLARSHIP RATIONAL
      1. ACYLA is a non-profit 501c-3 organization and is sensitive to those District #281 families whose finances make it difficult to participate in the lacrosse program. The scholarship fund is established to help those families with a financial need. Because the scholarship fund has finite resources, scholarship assistance must be limited to those families most in need.
    2. CRITERIA
      1. For families experiencing financial hardship, ACYLA board members, will decide requests for scholarship assistance in closed session, to maintain an applicant’s privacy. Scholarship grants awarded may be full or partial reductions of fees, establishment of payment plans, or other options at the discretion of the board. Depending on the circumstances additional documentation may be requested to support the request for assistance.
    3. PROCESS
      1. The need for funds should be presented to the President(s). All requests for financial aid will be kept in strict confidence. An executive committee comprised of the President(s), Vice President, and Treasurer will review all requests individually. Once a decision is reached the requester will be notified.
    4. FUND
      1. As part of its annual budget, generally approved at the January Board meeting, ACYLA will allocate funds for Scholarships. The total amount of assistance awarded to all families cannot exceed the amount budgeted, without formal board approval of such an increase before it is committed.
 
  1. RISK MANAGEMENT
    1. DEFINITION
      1. ACYLA is committed to providing and promoting a safe environment for all players, coaches, and board members. Therefore, the Board will be responsible for developing, reviewing, and adopting a comprehensive risk management plan. This plan will seek to indemnify coaches, players, and board members in the event of incidents occurring related to lacrosse related activities.
    2. REQUIREMENT
      1. Currently, ACYLA contracts with US Lacrosse to provide both liability and medical coverage for all players, coaches, and board members, by requiring current and valid US Lacrosse memberships of all players, coaches, and board members. An important feature of the US Lacrosse Insurance Program is that the Liability plan extends only to teams and leagues that are 100% registered with US Lacrosse. In order for a team or league to be covered by the General Liability and Excess Liability policies, all players and coaches must be currently registered with US Lacrosse. By doing so, your team or league as an entity will be protected by the Liability policies and you will be able to obtain Certificates of Insurance, which are typically needed in order to secure fields or facilities for lacrosse activities. In addition, the Liability plan will also extend to cover your board and volunteers if they are named in a lawsuit.
    3. GENERAL LIABILITY
      1. The General Liability policies (General Liability and Excess Liability) protect members who are sued for incidents arising out of lacrosse activities that involve Bodily Injury or Property Damage to others. If a player or spectator is injured and sues you as a result, or if your team ruins a school’s tennis courts by running across them in their cleats, those are the types of claims that would be covered by the Liability policies.
    4. MEDICAL COVERAGE
      1. The second part of the insurance program is Accident Medical insurance. This coverage is made up of two policies, Basic Accident insurance and Catastrophic Accident insurance. These policies protect the individual member if he or she is injured during a covered lacrosse activity, and cover most of the out-of-pocket medical, dental and hospital expenses resulting from that injury.
 
  1. BACKGROUND CHECKS
    1. DEFINITION
      1. ACYLA is committed to providing kids a safe environment to participate in the sport of lacrosse. Therefore individual background checks are required.
    2. PROCESS
      1. All individuals over the age of 18, with access to the kids and/or their personal data, are required to complete a criminal records check biennially. Failure to complete this background check could result in the individual being suspended from coaching or participating in ACYLA lacrosse programs.
      2. The Board will select a provider and will provide the necessary notification and documentation of how to complete the background check process to the participants.
      3. Upon return of an acceptable background check rating, the Board will reimburse the individual for the cost of the background check.
      4. The Board shall own the information returned as the result of the background check. The Board shall take steps to protect the personal information about an individual contained in the confidential background check review in so far as it relates to criminal records or pending criminal charges. However, the Board is bound by its affiliations to disclose the content of the review with the president or head of any respective association with whom the individual is involved. Prior to disclosing the information, the Board will make all reasonable efforts to notify the individual whose information will be released.
 
  1. AMENDMENTS
    1. These Operating Policies shall not be altered except at the ACYLA Annual General Membership Meeting.  All amendments must be approved by a majority vote of the membership voting.
    2. Notice of the proposed amendment shall be given in writing to the ACYLA President(s) or Secretary at least ten days before the day of the Annual Meeting, and the proposed amendments shall be circulated to the members at least five days prior to the Annual Meeting.