Fredericksburg Football Club (Fredericksburg F.C.) Policy and Procedures Handbook

Transcription

1 Fredericksburg Football Club (Fredericksburg F.C.) Policy and Procedures Handbook 1

2 Version 2 Dated 21 Oct 2014 Fredericksburg F.C. Policy and Procedure Handbook Record of Changes Change # Summary Date Included 1 Section 3 change third team from White 12/11/2014 to Gold ; change fourth team from Gold to White 2 Section 3 change that team to the club 12/11/ Section 5 Add: Players who fail to wear the required uniform for training and games will not be allowed to participate in team activities until they obtain and wear the proper gear. 1/22/ Section 10-Delete: Any coach, player, manager, parent or spectator who has been ejected from a game or facility will be required to meet with the Disciplinary Committee. This includes red cards or verbal ejections when no card is shown. The committee will determine the appropriate sanctions, beyond league mandated punishment, for the offense. 2/09/2016 Section 19- Add FFC Parent and Athlete Concussion Information Sheet as an Exhibit A 5 Section 19 Add FFC Concussion Policy as Exhibit B 2

3 TABLE OF CONTENTS SECTION TOPIC PAGE # SECTION 1: GENERAL CLUB INFORMATION 4 SECTION 2: OPERATIONS 5 SECTION 3: COMMITMENT AND TRAVEL SOCCER PROGRAM 7 SECTION 4: ROLE OF THE COACH 8 SECTION 5: ROLE OF THE PLAYER 9 SECTION 6: ROLE OF THE PARENT 10 SECTION 7: PARENT ESCALATION POLICY 11 SECTION 8: ROLE OF THE TEAM MANAGER 12 SECTION 9: SELECTION OF COACHES 13 SECTION 10: DISCPLINE 14 SECTION 11: TRAVEL AND GUEST PLAYER POLICY 15 SECTION 12: AGE GROUP POLICY 16 SECTION 13: FUNDRAISING POLICY 17 SECTION 14: INCLEMENT WEATHER POLICY 18 SECTION 15: PAYMENT AND FEES POLICY 19 SECTION 16: FIELD USE AND PARKING POLICIES 20 SECTION 17: TEAM WEB PAGES 21 SECTION 18: FINANCIAL AID PROGRAM 22 SECTION 19: SAFETY 23 SECTION 20: INSURANCE 24 SECTION 21: PERSONNEL POLICY 25 3

4 SECTION 1: GENERAL CLUB INFORMATION BOARD OF DIRECTORS: Information regarding the board of directors and their roles and responsibilities can be found in the club s bylaws. EXECUTIVE LEADERSHIP TEAM Executive Director Technical Director of Coaching Director of Operations PROGRAM DIRECTORS Director of Recreation Program Director of Youth Program Director of Boys Travel Director of Girls Travel ADMIN STAFF Finance Director Office Director MISSION Fredericksburg Football Club (Fredericksburg F.C.) is a soccer organization, which offers levels of play for all people. Fredericksburg F.C. promotes an active, healthy lifestyle and love for the beautiful game." Fredericksburg F.C. develops complete soccer players with core values which we believe provide our players the best opportunity to succeed at the next level of play, whether that is high school, college, professional soccer or life outside of competitive sports. CORE VALUES Leadership Discipline Respect Sportsmanship Integrity 4

5 SECTION 2: OPERATIONS Fredericksburg Football Club is a 501(c)(3) non-profit organization. THE FREDERICKSBURG F.C. BOARD OF DIRECTORS The Fredericksburg F.C. Board of Directors ( BOD ) is the governing board for Fredericksburg F.C.. The BOD is responsible for the internal structure and policies of Fredericksburg F.C.. The Fredericksburg F.C. BOD will oversee the progress and strategic goals of the club through the leadership of the executive leadership team and the program directors. The books and records of Fredericksburg F.C. are maintained in accordance with, and may be examined as required by relevant state and federal laws. THE FREDERICKSBURG F.C. STAFF Fredericksburg F.C. s day to day operations are led by our Executive Leadership Team and Program Directors. The Fredericksburg F.C. coaching staff and Soccer Program Directors report directly to the TDOC. The Fredericksburg F.C. administrative staff, and the TDOC, report directly to the Executive Director. Please visit the club s website for a full list of Fredericksburg F.C. employees & bios on coaching staff. OFFICES AND OFFICIAL WEB SITE The physical address for Fredericksburg F.C. is located at: 3411 Shannon Park Drive Suite 102, Fredericksburg, VA Any payments not made through online registration should be mailed, or delivered, to the Fredericksburg F.C. office. This office administers all Fredericksburg F.C. programs and can assist everyone with all club related questions. The telephone numbers are: Office: Weather Hotline: CLUB-WIDE COMMUNICATION Fredericksburg F.C. Soccer utilizes several forms of communication to relay necessary information and announcements to players and families. Webpage updates o News and highlights will be posted here o Tryout information, training and game schedules, etc. Club-wide o Will be sent when information needs to reach the audience in an expedited manner Social Media 5

6 o Fredericksburg F.C. utilizes Twitter, Facebook and Instagram to share information, club highlights, tournament results, etc. Fredericksburg F.C. does not provide distribution lists to outside vendors 6

7 SECTION 3: COMMITMENT AND TRAVEL SOCCER PROGRAM TRAINING CONCEPT Fredericksburg F.C. travel teams are identified by colors within each age group. o First team: Black o Second team: Red o Third team: Gold o Fourth team: White Fredericksburg F.C. will provide a firm commitment to each and every soccer player within our club. Our club and our coaches are passionate about what we do on and off the field. The commitment to Fredericksburg F.C. is one full year starting June 15 th. The continued participation of a player is contingent upon the player and family abiding by the rules, agreements, and policies (including Parent and Player guidelines and responsibilities found within this Handbook), of Fredericksburg F.C. and Virginia Youth Soccer Association (VYSA). Once rostered, a player is bound to the club until the end of the following spring season unless the player requests and completes a VYSA player release form with the Fredericksburg F.C. Office. o In accordance with VYSA guidelines, once a player has committed to a team/club for a specific soccer year, that player may not move to another club without completing their full financial commitment to the club for that year. In accordance with Club Champions League (CCL) rules, no player will be released from Fredericksburg F.C. in order to play for another CCL club in the same soccer year (Fall - Spring season). The exception is if a player moves and is significantly closer to another CCL club (for example, moved from Arlington to Roanoke). A player is not allowed to play for more than one team within Fredericksburg F.C. at the same time with the exception of players in age groups with two CCL teams (U9-U10) and Club Pass Players where competition rules allow. This does not pertain to guest playing. Fredericksburg F.C. coaches will make a recommendation to any player they feel would benefit from moving between teams (Red to Black or the reverse), The decision to move players between teams will be made by the coaches when the league rules permit such movement. The Fredericksburg F.C. coaches have the primary responsibility for the development, instruction, and education for players, and to manage the overall growth of our players within our soccer environment. The TDOC will develop and implement a curriculum to be taught year round. Training will be age appropriate to the competitive level, but the ideas and methodology will be consistent throughout the club. Specific training needs that arise relative to each team s competitive performance are also addressed on an ongoing basis. Fredericksburg F.C. will provide a safe training environment for our players. Fredericksburg F.C. will place teams at a competitive level of play that is developmentally appropriate. Fredericksburg F.C. expects travel teams to enter into tournaments that will provide a competitive level of play. The TDOC will provide guidance for tournament selection. 7

8 SECTION 4: ROLE OF THE COACH THE COACH WILL OVERSEE ALL ASPECTS OF HIS/HER RESPECTIVE TEAMS. Coaches will: Make all playing time decisions. Travel Playing time is not guaranteed. Each coach will provide team policy on playing time (i.e. Impact for missed practices, late arrival, disciplinary issues, etc.) Recreation Minimum 50% playing time per game. Please note that if a player displays a poor attitude, misses training, or is late, this may be grounds for less than 50% playing time. Set a good example for his/her players during games and training by being respectful of all players and officials. Complete a KidSafe background check. A coach who is ejected from any game (being shown a red card or verbally told to leave the field by an official) will appear before the BOD s Disciplinary Committee for appropriate action. The Black team coach will ensure that tryouts are open to all players and will ensure every player is afforded the opportunity to compete for slots on the top team. The coach is responsible for: The safety and well-being of his/her players during soccer-related activities. Running training sessions and the game lineups. Meeting the goals of the club. Team communication. Calling and presiding over team meetings and setting player and parent expectations. Ensuring ineligible players are not allowed to play or train with the team. Being on time for all team meetings, training sessions and games. Entering tournaments that provide an appropriate level of competition for their team. Tournaments must be pre-approved by the TDOC. The coach will not use tobacco, alcohol and profanity during soccer related activities. The coach will ensure that they maintain open lines of communication with Fredericksburg F.C. Directors and staff. This is essential to the smooth running of the club and is advantageous to the team. 8

9 SECTION 5: ROLE OF THE PLAYER THE PLAYER WILL BE ACCOUNTABLE FOR HIS/HER ACTIONS. Players are required to attend all practice sessions, to arrive on time and be properly attired. Players are responsible for notifying their coach if they will miss, or be late for, a training session or game. Players are required to be prepared for all training sessions and games Proper uniform for training and games as directed by the club or head coach Proper shoes and shin guards Soccer cleats or turf shoes for training and games Shin guards covered fully by socks Fredericksburg F.C. uniforms cannot be altered or changed Players who fail to wear the required uniform for training and games will not be allowed to participate in team activities until they obtain and wear the proper gear.. Maintain and uphold the core values of Fredericksburg F.C. on and off the field of play. Respect coaches, managers, teammates, opposing players and referees. Players will be on their best behavior while representing Fredericksburg F.C. during training sessions, games, and tournaments. o Players will be disciplined for poor conduct at any Fredericksburg F.C. event. Do not use tobacco, alcohol, or drugs. Do not use profanity. Do not act in a way that will negatively impact you, your family or Fredericksburg F.C.. Players receiving a red card for any reason will appear before the Fredericksburg F.C. BOD s Disciplinary Committee for appropriate action Players should avoid yellow and red cards for dissent & undisciplined behavior. 9

10 SECTION 6: ROLE OF THE PARENT The role of the parent is very simple; be a parent, not a coach or referee. Ensure player fees are paid on time. Failure to pay fees on time will result in player suspension from club activities. Finance related issues should be directed to the Financial Director via the team manager Keep family information up to date with current address, phone number and addresses. It is important to provide timely responses to manager s requests. They are volunteers and are vital to the success of our teams and of Fredericksburg F.C.. Do not use alcohol or tobacco while attending soccer related activities Support your son/daughter in a positive manner. Do not coach from the sideline during games or training sessions. Make sure your child is on time for team activities. Do not interfere during training sessions or games until the coach dismisses the team. Do not interfere with referees, opposing team players, parents, coaches, or any field marshal. Do not use foul or abusive language during soccer related activities Parents sit on the opposite sideline from the team during games unless directed otherwise by the coach, team manager, referee or field marshal. Parents must sit a minimum of five feet back from the sideline and between the penalty areas Stay off of fields during training sessions or games. Be responsible for your child at all Fredericksburg F.C. games and functions, including tournaments. 10

11 SECTION 7: PARENT ESCALATION POLICY In the event that a technical or administrative issue needs to be addressed by a parent the following escalation should be followed: First level: Team head coach (soccer specific) or manager (administrative). Second level: Technical Director of Coaching Third level: Executive Director Fourth level: Board of Directors via appropriate representative (Boys or Girls) Immediately after training or a game is not the time to discuss issues or concerns. The 24 hour rule is in effect. This will allow a 24 hour window before any communication is made between parent and coach to allow emotions to settle. 11

12 SECTION 8: ROLE OF THE TEAM MANAGER The manager is the main contact for all team information. The manager is responsible for: Team coordination of activities at the direction of the coach. Ensuring all players are properly rostered and the team is properly registered with the respective league. Bringing game day rosters and player cards to all games. Communicating changes to game day schedules to the players (rain outs, field location etc.) Soccer related issues including playing time and/or tournament scheduling should be directed to the team coach, not the manager. If a manager is asked about these issues they should direct the parent to the team coach. 12

13 SECTION 9: SELECTION OF COACHES Fredericksburg F.C. works very hard to provide a professional coaching staff for all of its teams. Careful consideration will be given when selecting coaches to ensure that they have the appropriate level of experience and education to properly coach the age group for which they are being considered, and that they embrace the mission and core values of Fredericksburg F.C.. Generally Black team coaches must have a minimum of a USSF D license or equivalent. Exceptions may be granted in cases where a coach has a record of successful coaching at the club, high school, or college level or has college/professional playing experience. Coaching compensation within the Fredericksburg F.C. travel program is reevaluated each year to ensure it remains at a competitive rate. Coach s pay will have a minimum level set each year, but total compensation may be negotiated based on coaching experience, coaching education/licenses, and demonstrated success. The TDOC will have the responsibility to select the Black Team coaches and recommend them to the ED for final approval. Hiring decisions will be brought to the BOD if salary requirements exceed the budgeted amount or if the position has not been previously approved. The TDOC has the authority to make hiring decisions for all other travel coaching positions, i.e. Red, White, and Gold. Prior to tryouts for the fall season, the TDOC and ED will submit the coaching slate for the upcoming year to the BOD for review. The Recreation Director is responsible for finding volunteer coaches for the Recreation and Classic Plus programs. 13

14 SECTION 10: DISCIPLINE The Fredericksburg F.C. Disciplinary Committee, an ad hoc committee of two or more board members appointed by the President, will consider all matters related to discipline. Any player, coach, manager or other member who violates the rules or policies set forth in this manual, the Fredericksburg F.C. By-Laws, league rules or other policy/guidance specified in club communications, will be subject to discipline as may be determined by the Disciplinary Committee. Examples include: Disrespectful or abusive conduct towards a parent, player, board member or referee Permitting an ineligible player to play in a game. Denigrating Fredericksburg F.C. programs or policies Denigrating coaches, staff, or board members The committee will vote on the appropriate punishment based on the severity of the offense and other relevant factors. With a simple majority of votes, potential punishment includes: verbal warning, written warning, suspension from team activities, forfeiture of pay for coaches or other employees, expulsion from the club. The decision of the committee will be communicated in writing to the member, who will then have 72 hours to appeal the decision to the BOD. Submission will be made in writing ( ) to the President of the BOD. The BOD will discuss the matter being appealed; the member may be afforded the opportunity to appear before the full board to state their case. The remaining members of the BOD (who did not serve on the Disciplinary Committee) will vote on the appropriate response and with a simple majority may: Uphold the decision of the Disciplinary Committee Overturn the decision of the Disciplinary Committee Reduce the punishment Increase the punishment The decision of the BOD will be communicated in writing to the member. The decision of the BOD is final and may not be appealed further. 14

15 SECTION 11: TRAVEL AND GUEST PLAYER POLICY Players will be responsible to pay for their own travel expenses. All players (including guest players) on a team will pay for their portion of the tournament entry fee, regardless of the player s level of participation. Players, including guest players, shall adhere to Fredericksburg F.C. s Role of the Player rules when attending all tournaments with Fredericksburg F.C. teams. Players shall adhere to specific instructions set forth by the coach for each tournament they attend (curfew, restrictions on swimming, etc). Players are encouraged to use the Buddy System when traveling to tournaments and away games for safety reasons. Fredericksburg F.C. Players requesting to guest play with other clubs must request permission through their team coach. 15

16 SECTION 12: AGE GROUP POLICY Parents who want their player to be considered for playing in an older age group must submit their request in writing ( ) to the TDOC prior to tryouts. Players will not be allowed to try out for an older travel age group without TDOC s approval. TDOC will notify both coaches of the approval Players approved to try out for an older age group should still attend the tryouts for their natural age group. Approval to try out for an older age group is not an indication of the likelihood that the player will be approved to play for the older team. The TDOC will not approve a player to be selected for a team in an older age group, unless one of the following criteria is met: The player attends school in the grade most closely aligned with the next higher age group, i.e. U9-3 rd grade, U10-4 th grade, U11-5 th grade, etc. and has demonstrated the ability to be successful at the next higher age group. The TDOC, and the coaches agree that the player s soccer development needs would be better met by allowing the player to play up. There are no roster spots available in the player s natural age group and the player has demonstrated the ability to be successful in a higher age group. The decision to approve a player to play up will be made by the TDOC after reviewing the recommendations of both coaches. The decision for a player to play up is re-evaluated each year. If the TDOC determines that the player s development is best served by returning to their natural age group they will be required to do so. Players who are U8 and playing up to U9 do not need to apply for a waiver. Recreation players may be allowed to play up if the parents request it in order to have siblings play together. The coach and Recreation Director should still take into consideration the player s ability and developmental needs in making their recommendation to the parents. 16

17 SECTION 13: FUNDRAISING POLICY All Fredericksburg F.C. teams are encouraged to raise funds for their particular team to cover the cost of coaches travel expenses, team parties, and whatever else their respective team may like to utilize the funds for in order to lower team expenses. Fredericksburg F.C. provides several club-wide fund raising events for team and individuals. Correspondence regarding these opportunities will be sent out via club-wide s. Teams are also encouraged to organize their own independent fund-raising events, spirit nights, car washes, etc. No one is permitted to solicit for, or on behalf of, any personal businesses through the club/team system. 17

18 SECTION 14: INCLEMENT WEATHER POLICY Every effort is made to hold practices and games as scheduled; in the event of inclement weather the following procedures will be used: Fredericksburg F.C. will update teams and players within our club about possible cancellations via one of the following methods. Weather telephone hotline: Club-wide s when fields are closed Club Website Fredericksburg F.C. will provide a safe training environment based on current and/or forecasted weather conditions. Lightning and its proximity will be a contributing factor to make the decision to not train, along with flooded and saturated fields. If a session is cancelled or postponed due to lightning, all players and parents must go to their cars (or other shelter) immediately and wait for an all-clear notification to be given by coach (during training) or referee (during games). Training/games should not be resumed until 30 minutes has passed since the last noted instance of thunder or lightening. Individual team coaches may try to accommodate sessions by relocating to alternate venues. This communication will go through the team manager from the coach. League away game and tournament rainouts are determined by the respective fields and/or host club. Fredericksburg F.C. cannot maintain visibility on all possible game venues for away games and tournaments. Communication will come from the respective host and will be forwarded by the team manager. 18

19 SECTION 15: PAYMENT AND FEES POLICY Fredericksburg F.C. has established a payment schedule for all levels of play. The rates and fee will be evaluated annually as part of the budget process and will be published on the club s webpage. Fredericksburg F.C. goes to great lengths to ensure that our players and families receive professional services and a great soccer experience for very competitive prices. Fredericksburg F.C. also works hard to ensure that the payment structure is designed with the parent in mind, and is set up in a way to maximize flexibility and convenience. The following are some examples: Automatic payments are available. Information on how to set this up is provided on the Acceptance Registration form. Ensuring that the club continues to provide a top notch product is costly. There are many behind the scenes expenses of running a professional soccer organization. These include, but are not limited to the following: Coaches salaries Staff salaries Background checks on coaches, staff and volunteers Referee fees Fredericksburg F.C. Park ownership cost (debt service) Field maintenance Equipment (goals, corner flags, etc.) League fees Office space/meeting room Insurance Timely payment of player fees is what allows the club to pay for all of the services it provides to its members. As a result, Fredericksburg F.C. has to take steps to ensure that fees are paid on time. There will be a $15 (fifteen dollar) late fee applied to all payments received after the due date. There will be a $30 (thirty dollar) fee for all returned checks or denied automatic transactions. If payments are not received on time the player will be noted as being in bad financial standing with the club until such time that the fees are paid. A player in this status will have their player card turned in to the Fredericksburg F.C. office, and will not be allowed to train with their team or play in any league/tournament games until their account is made current. 19

20 SECTION 16: FIELD AND PARKING POLICIES FREDERICKSBURG F.C. PARK Fredericksburg F.C. Park is used exclusively for organized and approved Fredericksburg F.C. activities. This includes scheduled training, games, and tournaments. Individual teams are NOT authorized to train or play on Fredericksburg F.C. park fields apart from club approved training sessions unless given prior permission from the TDOC. Parking is only authorized in the regular parking lot. No one is authorized to park by the water retention pond. Parking spots marked as being reserved are for front office staff, BOD members and program directors visiting the park to conduct club business. This parking is not for coaches. Coaches are responsible for ensuring that the fields are cleaned up following their games. This includes water bottles, food wrappers, etc. Families bringing pets to Fredericksburg F.C. park a required to clean up after their pets. Failure to do so may result in the pet being banned from the park in the future. FIELDHOUSE OUTDOOR TURF Fredericksburg F.C. players and coaches cannot go onto the FHOT fields until their timeslot begins. This is especially true of the first time slot as we do not have use of the field prior to 5:30. Coaches are expected to be considerate of each other and clear their field promptly when their training slot ends. Repetitive disregard of this may result in the offending team s training sessions being moved off the FHOT and onto alternate training sites. If a team determines they will not use their scheduled field for a training session they must notify the Fredericksburg F.C. Office Director immediately, so the training time slot can be offered to other teams. Due to the high demand for slots at the FHOT, failure to adhere to this rule may result in the offending team s training sessions being moved off the FHOT and onto alternate training sites. COUNTY FIELDS Fredericksburg F.C. pays for the use of the county fields. Teams must be respectful and ensure they clean up after themselves. Failure to do so may result in Fredericksburg F.C. losing access to the field. If a team determines they will not use their scheduled field for a training session they must notify the Fredericksburg F.C. Office Director immediately, so the training time slot can be offered to other teams or, if it remains unused, it will not be counted for payment. Coaches must use good judgment in ensuring that training or playing on county fields are not causing excessive wear and tear due to weather-related conditions. If the coach determines that further use will damage the field, he or she must cancel the training session. During school sports seasons, if a school game has not concluded by the time a Fredericksburg F.C. team is scheduled to begin training, the Fredericksburg F.C. coaches and teams must wait off the field until the school activity is concluded and all school players and coaches have left the field. 20

21 SECTION 17: TEAM WEBPAGES: Each team is authorized to establish their own team webpage to post highlights, game and tournament schedules, accomplishments, team happenings, etc. Team Managers can contact the Office Director to use a website provided by the club free for all travel teams or to link a website created on another platform to the Fredericksburg F.C. site. Discretion should be used in providing personally identifiable information. Do not post phone numbers, addresses, school information, etc. Player s name and jersey number are acceptable. Respect the privacy of any player not wanting to be included on the webpage. 21

22 SECTION 18: FINANCIAL AID In an effort to help deserving players who may not otherwise be able to afford the expense of travel soccer, Fredericksburg F.C. has established a Scholarship Program. This program is intended to provide financial assistance to players with a demonstrated need. Applications for scholarship and/or financial aid are available annually and can be found on the Fredericksburg F.C. webpage. Additional information can be obtained from the Finance Director. Application deadlines will be published each year through club-wide communication. Allocation of scholarship funds will be determined by the Financial Aid Committee, with final approval of the board. Scholarship recipients will be expected to serve volunteer hours to benefit the club or the local community. Any and all applications for scholarships and financial aid will be kept in the strictest confidence. 22

23 SECTION 19: SAFETY Without proper attention, concussions can present a serious risk to our players. Therefore, in order to increase awareness and reduce the risks of concussions, parents and players should be aware of the symptoms of a concussion. Attached to this policy as Exhibit A is the Center for Disease Control Heads Up Concussion Fact Sheet. In addition, Fredericksburg FC has implemented a Concussion Management Policy which is attached as Exhibit B. In order to complete registration for any Fredericksburg FC program, participants must electronically acknowledge that they know and understand the facts contained in the concussion policy. Every care will be taken to ensure that a player who has, or is suspected of having, a concussion does not play until they are cleared by a medical professional. The following are signs of concussion that may be observed by the coaching staff: Appears dazed or stunned Is confused about assignment or position Is unsure of game, score, or opponent Moves clumsily Answers questions slowly Loses consciousness (even briefly) Shows behavior or personality changes Can t recall events prior to hit or fall Can t recall events after hit or fall The following are symptoms that may be reported by the player: Headache or pressure in head Nausea or vomiting Balance problems or dizziness Double or blurry vision Sensitivity to light or noise Feeling sluggish, hazy, foggy, or groggy Concentration or memory problems Confusion Does not feel right Players who experience any of these signs or symptoms after a bump or blow to the head should be kept from play until given permission to return to play by a health care professional. Players who have been diagnosed with a concussion by a medical professional will not be allowed to train or play in matches until they have been cleared by a medical professional and authorized by their parent/guardian to return to playing status. Coaches should complete the free Heads Up concussion training course at: 23

24 Player s health and safety is ultimately the responsibility of the parents/guardians. Parents/guardians should seek medical advice anytime they have concerns about their player s welfare. Players should utilize the Buddy System with another player when traveling and using restrooms at games and training. All Fredericksburg F.C. members should make notice of poor field conditions and report any dangerous field conditions to the Fredericksburg F.C. office, including away fields. Always adhere to the weather policy, especially regarding thunder and lightning. 24

25 SECTION 20: INSURANCE COVERAGE AND MEDICAL INJURIES As a benefit of membership, soccer players, coaches, officials and other registered members receive the protection of Bollinger's Soccer Insurance Program for their soccer activities. Under the General Liability policy, the following are covered as Named Insured: the Association and its member teams and leagues; all registered players and players participating in try-outs ; all member coaches and officials; volunteers of the team or league and other participants affiliated with the Association. The Accident Policy covers: all registered players and players participating in try-outs ; member coaches and officials; volunteers and other participants directly affiliated with the Association. All personnel MUST be registered in the Fredericksburg F.C. system in order to be covered. Scheduled games, team practice sessions and sponsored activities, provided that they are under the direct supervision of a team official; or tournaments sanctioned by the Association, as a member of a contestant team. Group travel directly to or from such scheduled practices, games or sponsored activities is covered under the Accident policy. The Liability policy provides Hired/Non-owned auto liability only for the official business of the Association. No coverage is provided under the Liability policy for parents, coaches or volunteers using any automobile to transport team members or volunteers to any practice, game or activity. Claims should be submitted as soon as practical utilizing the VYSA claim webpage at: and should be coordinated through the Office Director. 25

26 SECTION 21: PERSONNEL POLICY Another element of providing a quality product to our players and parents is ensuring that we hire top notch personnel. One of the ways we do that is to have a transparent process for hiring quality people and having clear lines of authority and responsibility. In the unfortunate cases when we must remove an employee we will ensure that the employee is afforded due process and that there is an established procedure in place. HIRING OF STAFF The Executive Director will be hired by, and reports to, the BOD. The Executive Director is responsible for selecting the TDOC, program directors, and administrative staff with approval by the BOD. The process for hiring coaches is outlined in section IX. REMOVAL OF STAFF The Executive Director may be removed by 2/3 majority vote of the BOD. For program directors, coaches, and admin staff their immediate supervisor may recommend their removal for poor performance of duties or for cause to the Executive Director. The supervisor has the authority to suspend the employee from their duties, with pay, until the matter can be heard by the board. If the issue is a matter of discipline, it will be referred to the BOD s Discipline Committee. When a staff member has been recommended for removal, the supervisor will provide their justification in writing ( ) to the ED at the earliest opportunity. The staff member recommended for removal may be afforded the opportunity to meet with the ED to make their case. After hearing all relevant facts, the ED will make a final decision on the matter. The decision will be conveyed to both the supervisor and the employee in writing ( ). If the employee wishes to file an appeal they must notify the BOD in writing ( ). Must submit their appeal within 72 hour after receiving the decision of the ED. The notification of appeal should include the employee s justification for why they feel the removal decision was improper or unjust. The board will consider the matter and may afford the employee the opportunity to appear in person to make their case. The board will determine by majority vote to uphold or overturn the removal. There is no appeal for the decision of the board. 26

27 EXHIBIT A 27

28 28

29 EXHIBIT B Fredericksburg FC - Concussion Management Policy This policy, adopted by Fredericksburg FC (FFC), shall serve as the concussion management policy to manage concussion injuries among player participants in FFC programs and activities. This policy shall take effect beginning January 1, Objectives: 1. Reduce concussion risks for participants in FFC programs; 2. Increase awareness of concussion risks, concussion effects, and their proper management for participants in FFC programs; 3. Comply with Virginia State law, which requires youth sports programs utilizing public school properties to establish policies and procedures regarding the identification and handling of suspected concussions in youth athletes; I. Education A. FFC will provide each coach, on an annual basis, information on the nature and risk of concussions, criteria for removal and return to play, and risks of not reporting the injury and continuing to play. FFC will require each coach to sign a statement acknowledging receipt of such information and maintain such record for no less than seven years. Coaches are encouraged, but not required, to certify completion of the online concussion training and follow-up quiz provided by the Centers for Disease Control at: B. Provided in Section 19, as well as in Exhibit A, of the FFC Policy manual is information on the nature and risk of concussions, criteria for removal and return to play, and risks of not reporting the injury and continuing to play. In addition, this policy is attached to the FFC Policy manual as Exhibit B. Participants can access the policy manual via the FFC website ( as an attachment to their registration confirmation and/or by picking up a copy in the Fredericksburg FC office. The parent(s) or guardian(s) of each youth participant, on at least an annual basis, will electronically acknowledge that they know and 29

30 understand FFC s concussion management policy. This electronic acknowledgment will serve as the parent or guardian signature acknowledging receipt of such information. FFC will maintain electronic signatures for no less than seven years. II. Head Impact Protocol A. If, during an FFC program or activity, a participant is suspected of having incurred a potential concussion as a result of a head or neck impact or other impact that could lead to a concussion, coach will immediately remove player from the activity to be evaluated for symptoms of a concussion as set forth in the Center for Disease Control, Heads Up Action Plan (attached as Exhibit A). If a player exhibits any signs of a possible concussion, player will not be permitted to return to play or activity on that day. If a player does not exhibit signs of a concussion as set forth in Exhibit A, then player will be allowed to return to play; however, coach will continue to monitor player for possible signs of a concussion. III. Return To Play A. If a player is removed from play due to exhibiting symptoms of a concussion, he or she may not return to any athletic activity of the club until a licensed healthcare provider has provided the club with written clearance for the player to resume such activities. This provision does not prohibit a player from attending games, practices and other activities without participating athletically in such activities. B. FFC will maintain records of medical clearances for seven years. C. For purposes of this provision, a licensed healthcare provider means a physician, physician assistant, osteopath physician, or athletic trainer licensed by the Virginia Board of Medicine; a neuropsychologist licensed by the Board of Psychology; or a nurse practitioner licensed by the Virginia State Board of Nursing. 30

31 Exhibit A 31