East Gwillimbury Soccer Club

Transcription

1 East Gwillimbury Soccer Club Travel Team Policy Competitive and Development Teams Rules & Regulations November 12, 2012 October 31, 2014 November 30, 2015

2 Table of Contents Club Contact Information... 4 Important Contact Information... 4 York Region Soccer Association (YRSA)... 4 Ontario Soccer Association (OSA)... 4 York Region Soccer League (YRSL)... 4 Central Girls Soccer League (CGSL)... 4 Ontario Youth Soccer League (OYSL... 4 Central Soccer League (CSL)... 4 Introduction... 5 EGSC Mission Statement... 5 EGSC Discrimination / Harassment Policy... 5 EGSC Zero Tolerance Policy... 5 EGSC Constitution... 5 Player and Parental Code of Conduct... 6 Team Classifications & Definitions... 7 Head Coach Selection Process... 7 The Coach Responsibilities... 8 Coach Code of Ethics & Conduct... 8 Vulnerable Sector Screening Procedure... 9 Team Manager Responsibilities... 9 Financial Procedures... 9 Team Sponsorship Procedures Fundraising Procedures Discipline Field Permits Practices Reporting Sports Accidents YRSA Registration Procedures Player Cards Player Card Validating Procedure Player Card Procedures Lost Cards Effective Date Page

3 Certified Coaches Registration Deadlines & Termination Dates Deadline to Add Players to League Rosters Number of Teams to which a Player May Register Registration Permits Temporary Eligibility Permit (TEP) Trial Registration Permits Player Transfers Player Call-Ups Call-Up Order: Call-Up Process Tournament Application Procedures Tournaments within York Region Tournaments within Ontario Medical Travelling to Tournaments Outside of Ontario Travel to the USA Outside of Canada and the USA Exhibition Game Procedures Applications for Exhibition Games Unsanctioned Events End of Season Procedures Financials Equipment Coaches P age

4 East Gwillimbury Soccer Club 45 Gristmill Road, Unit 8 Holland Landing, ON L4G 1G3 Tel: Fax: Website: The East Gwillimbury Soccer Club (EGSC) is affiliated with the York Region Soccer Association (YRSA), which is also referred to as the District in this document. EGSC s rep teams play in the York Region Soccer League (YRSL) and the Central Girls Soccer League (CGSL) and may also be eligible to play in the Ontario Youth Soccer League (OYSL) and Central Soccer League (CSL). The Board shall have the power to enter into any agreement with clubs or leagues in the area relative to suspensions, affiliations or regulation that it considers to be in the best interest of the Club. Our website also includes soccer links, field maps, field closures and other up to date competitive team and house league information. Club Contact Information Please contact the Office Manager at info@egsc.ca who will assist you with any questions or concerns. Important Contact Information York Region Soccer Association (YRSA) 101 Bradwick Drive, Unit # 1, Concord, ON, L4K 1K5 Tel: (905) ; Fax: (905) Website: Ontario Soccer Association (OSA) 7601 Martin Grove Road, Vaughan, ON, L4L 9E4 Tel: (905) ; Fax: (905) Website: For full and complete OSA Policy specifications, please visit York Region Soccer League (YRSL) Tel: (905) Website: Central Girls Soccer League (CGSL) Tel: ; Fax: Website: Ontario Youth Soccer League (OYSL) Website: Central Soccer League (CSL) Website: 4 P age

5 Introduction The purpose of this document is to outline the procedures and policies of the East Gwillimbury Soccer Club, and the governing organizations with whom we are affiliated, with respect to our Travel Team Programs. Our intent is to provide our members an understanding of how the operation of a Travel team is conducted in the EGSC and ensure consistent implementation on an ongoing basis. A Travel Team refers to any team representing the Club that travels outside of East Gwillimbury to participate in any event, including Rep Teams and Recreational All-Star teams. EGSC Mission Statement To provide an opportunity for any person, to play organized soccer at recreational and competitive levels and to assist all participants in reaching their potential and a sense of fair play and sportsmanship through the development of players, coaches, referees and administrators. EGSC Discrimination / Harassment Policy It is the Policy of the East Gwillimbury Soccer Club that all Members have a right to participate in the program in an environment that assets the personal worth and dignity of each individual. Please refer to our policy at: The Club shall adhere to the Harassment Policy as published by the Ontario Soccer Association (OSA) under OSA Policies, Section 13, Policy 1.0 General. EGSC Zero Tolerance Policy All participants in the EGSC, including players, parents/guests, coaches, game officials, Club officials, all teams and leagues running within the Club, should understand and are subject to our Zero Tolerance Policy. This Policy is available on the EGSC website at EGSC Constitution The East Gwillimbury Soccer Club is governed by a constitution and by-laws available on the EGSC website at which are administered by its elected Board, appointed Directors and Coaches whom are responsible for the players and spectators The Rules and Regulations may be modified by the EGSC Board of Directors at any time. Modifications will be posted in writing in this document and on the Club s website. 5 P age

6 Player and Parental Code of Conduct All participants are to be aware of the EGSC Zero Tolerance Policy and the Rules and Regulations governing our Travel Teams. Parent s/guardians/spectator s expectations and attitudes have a significant bearing on a child s attitude towards other Players, Match Officials, Team Officials and Spectators This club will ensure that parents/guardians/spectators within the club are always positive and encouraging towards all of the players not just their own and will encourage parents/guardians/spectators to: Applaud the opposition as well as their own team. Avoid coaching the child during the game. Not shout and scream. Respect the Match Officials and Team Officials decisions. Give attention to each of the children involved in soccer not just the most talented. Give encouragement to everyone to participate in soccer. Demonstrate positive support for ALL players, coaches, officials and spectators at every game. A Player should: Know and abide by the Laws, rules and spirit of the game, and the competition rules. Accept success and failure, victory and defeat, equally. Resist any temptation to take banned substances or use banned techniques. Treat opponents with due respect at all times, irrespective of the result of the game. Safeguard the physical fitness of opponents, avoid violence and rough play, and help injured opponents. Accept the decision of the Match Official without protest. Avoid words or actions that may mislead a Match Official. Show respect at all times for Match Officials. Abide by the instructions of their Coach and Team Officials, provided they do not contradict the spirit of this Code. Show due respect towards the Team Officials of the opposition. Show due respect to the interests of supporters. Be punctual for all team events. If you cannot attend a team commitment, please advise Team Officials in advance. Participants failing to abide by the aforementioned rules and guidelines may be subject to disciplinary action, which could include a ban from attending games or expulsion of the Member from the Club. 6 P age

7 Team Classifications & Definitions The Club will run U13+ Competitive Representative (Rep) teams, and U8 to U12 Development teams, based on appropriate player/parent and volunteer commitments available. Competitive Travel Team (Rep) A Competitive Travel Team is a team for which players are selected through a team try-out. There are player cuts. Only the players who make the team are registered with the club and assigned to this team. All Players have a right to a fair and reasonable tryout for a Club team in their age group. All players playing in the EGSC competitive program shall be given equal opportunity to improve their skills through access to clinics, camps, practices and playing time. Playing time shall not necessarily be equal over the course of the season, although a reasonable amount of playing time is to be expected. When guest players are brought up to play on the team, they should be treated in the same fashion as regular team players and receive equal opportunity. Competitive Rep Team players are selected by the coaching staff of that particular team. Development Program: U8-U12 This program will operate in accordance with the OSA s philosophy and belief in The Long Term Player Development Model. It will provide an opportunity for any player u8-u12 who wishes for more training opportunities, and competitions than the EGSC House League program offers. This is the start to a players journey who wishes to be part of the Clubs competitive programs in years to follow. Teams will train twice weekly, plus assigned competition days and Festivals throughout the season. The operation of such programs will be determined annually based on player interest, and coaching resources. Head Coach Selection Process A selection committee co-chaired by the General Manager and Technical Director shall choose all Team Head Coaches for teams falling within the EGSC program. The selection committee reserves the right to hold interviews with each candidate that, in their opinion, is best suited for the Team Head Coach position applied for. The selection of the Team Head Coach shall be completed with the successful candidate being informed, in writing, by the club. The criteria and/or reasoning for the selection are not required to be published or made public. All Team Head Coaches MUST attend training and information sessions presented by the Club. Competitive/Development Teams All individuals wishing to coach a Competitive Travel Team must complete the application to coach and submit to the club by the requested date. The application to coach can be found on our website at: 7 P age

8 The Coach Responsibilities All Travel Team Head Coaches shall be responsible for: Having the appropriate level of coaching certification as specified by the Ontario Soccer Association by requested dates as set up by the EGSC. Submitting a clean Vulnerable Sector Screening Police Check to the club each calendar year. Creating a team budget to be submitted to the Club Office Manager who will forward to the Finance Committee for approval/input. Selected Assistant Coaches and Managers, for your team, must be approved by the clubs Technical Directors and or Board of Directors. While it is highly recommended each Rep team have an assistant coach, it is mandatory for each Rep team to have a team manager. The team s equipment needs, as specified and working with the Club. Conducting player tryouts at date and location as specified by the Club. The selection of all players on their team. The development of team objectives to be communicated to players and parents prior to the commencement of the season. The planning and leading of team training sessions. On-field decisions during a game. The conduct and actions of his/her players, teams staff, and parents during the course of a game, practice or any other event held under the auspices of EGSC. Ensuring that any individual taking to the field during a league sanctioned game, exhibition game and or festival/tournament is an eligible player under League, District, and OSA guidelines Ensuring all parents are aware and understand the EGSC Zero Tolerance Policy, specifically The Role of the Parent found on our website at: Head Coaches/Team Officials are responsible for any league fines incurred by the team. Note: Tryouts Coaches must ensure that all players attending Fall Tryouts have been registered with the OSA for the current outdoor season. Coach Code of Ethics & Conduct As a Coach, Assistant Coach or Manager in the East Gwillimbury Soccer Club you agree to abide by all Club Policies and Procedures. Specifically: Respect the principles of sportsmanship and fair play for all my players. Respect the Laws of the Game, most notably that a Match Official s decision cannot be challenged and that in any discussion with a referee or other official, I must set a good example for my players and their families. To adhere to the terms of the Club s Zero Tolerance policy. Under the Privacy of Information Act, you recognize you are in possession of players and their family s information which must be kept strictly confidential. Likewise for any information released from the Club to your attention on any soccer matter. You recognize that failure to conduct yourself accordingly in any of the above matters can result in the appropriate disciplinary action either by the Board or its Discipline Committee. You also recognize the Board has similar policies in place to protect your role as a volunteer coach. You agree to abide by the rules & regulations outlined in the EGSC, District and OSA constitutions. Boundaries & Limitations for all Coaching Levels Shall never be alone with a player Shall not be responsible for transportation to/from practices/games/tournaments Shall not be responsible for water or snacks Shall be a role model no drugs/alcohol/smoking or abusive language at practices/games/tournaments Shall comply with the dress code as defined by the club Shall adhere to OSA, District and Club policies Shall embrace club values, principles and policy as per Club Constitution Shall demonstrate the ability to set and maintain standards for players (i.e. respect, self-discipline, fair play) 8 P age

9 Vulnerable Sector Screening Procedure All team officials will be required to complete a Vulnerable Sector Screening each calendar year. This screening procedure is compulsory and will be implemented annually. The administration fee will be covered by the EGSC. Team Officials to which this policy applies must complete the screening process on their own. Please hand in your receipt (for refund) and a copy of your Vulnerable Sector Screening letter (which will be mailed directly to you) by the date determined by the EGSC. For more information on the process, please visit No coach, co-coach or assistant coach will be officially registered on the team roster until this process is complete. Team Manager Responsibilities All team activities should be coordinated through the team manager. The team manager is the team s contact between the team, the club and, where appropriate, the respective leagues and other clubs (e.g. for tournaments). The team manager is responsible to assist the office with administrative duties. These duties include: Collection of player registration fees, as defined in the approved team budget, for submission to Club All Tournament paperwork and reporting Uniform, Tracksuit and Bag orders Payment of Club invoices Ensure Player registrations, including Player Books Cards and team official books, are complete and up-to-date Player Call-up paperwork and follow-up Distribution of league and tournament information, e.g. maps and schedules Game scores reporting; league and tournaments s / telephone calls to players/parents as required Submission of required documents to leagues where requested Other team administrative duties as required Financial Procedures All financial transactions for each team will go through the Club. Rep teams are not permitted to have their own team accounts. Failure to follow this rule will result in a hearing with the EGSC Board of Directors and may result in dismissal from the club. All player applications must be completed correctly, signed and submitted to the Club, and accompanied with the appropriate fee. Only then will the player be registered on the OSA computer system. Every team must prepare a team budget and submit it to the Club s Office Manager who will forward to the Club s Finance Committee prior to each playing season. Team Bond All Club Rep teams must submit a $ bond to cover any fines or fees incurred by the team throughout the playing season. This bond will be kept in each Team s account with the Club. Any fines or fees incurred by the team during the season will be tracked and paid out of the Team s Bond Funds by the Club. 9 P age

10 For all teams continuing with the Club for the next outdoor season, this bond must be replenished to the $ limit, and forms part of your team budget, each year. The Club will furnish each team with the replenishment amount at the end of the current season. If a team disbands, the $250.00, or whatever amount remains after the payment of any fines or fees during that given season, will be returned in full to the current members of the team. For new Rep Teams with the Club, this $ Bond must be received by the Club before the team will be registered with an appropriate League (e.g. YRSL, CGSL/CSL, etc.) Each team s budget should also include: Tournament Fees Any other projected revenues or expenses The Club will establish an internal account for each approved Rep/Development Team and will hold all deposits in each ateam s account. All Team s must designate at least 2 signatories for the account, with 2 signatures required for all deposit and withdrawal procedures. The Head Coach must not be a designated signatory, nor can two signatories be from the same immediate or extended family. All team deposits must be submitted to the Club s Office Manager, with appropriate and sufficient documentation, including Team Account signatures, as to the nature of the deposit. Allow a 2 week clearing process for all cheques deposited to the Club, before outgoing cheques can be issued on behalf of any team. Cheque requests from the Team Manager must be made on the appropriate form, provided by the Club, include Team Account signatures, and requests must be supported with a valid invoice and/or approved application (e.g. tournaments). Submissions are to be made to the Club s Office Manager, and cheques will be issued by the Club on behalf of the teams for legitimate team related expenses. Savings balances in current Team Accounts are to be used towards Team goals and expenses, and are nonrefundable in whole or in part to any Player or their family for any reason. The Club will provide up-to-date statements to each team Manager upon request. Team Account statements will be produced and made available to any Team Member, upon written request to the Club s Treasurer. Such requests will be processed within 2 weeks after receipt. The Club s Treasurer may at any time examine any and all aspects of Team Finances. Team Officials shall cooperate fully with any such examination. Any money held within a Team account with the Club belongs to the team of that birth year i.e. Talons 2000 Girls. Anyone leaving the team or released by the team for any reason has no claim to any funds within the Team Account the money stays with the Account. As such, at the end of any given season, any remaining balances in the Account will transfer forward with the Team of that birth year. Should a team be dissolved by the Club, all Club, League and other Association fees must be paid in full from the Team Account. The remaining savings balance, if any, will be dispersed as follows: Amounts under $300 will be transferred to the Club and be used by the Club to contribute to our Player Development Program expenses. Amounts over $300 shall be equally divided among the current Team Members at the time of dissolution. 10 P age

11 Team Sponsorship Procedures TEAM FEES & REVENUE o General Registration: All players in EG pay a base registration fee. For Competitive teams (Rep) and Development Teams, there is additional cost based on the amount of play and related costs. The Team Manager will provide the breakdown of additional costs (EX: upgrade uniforms, player kits, permits, extra Tech training, tournaments, etc). Note: this will vary by team/age/level of play/team program. Competitive Teams/Development Teams Revenue Opportunities: To help offset the individual cost per player/family, it is permissible to raise additional funds based on the following: i) Securing a team sponsor ii) Team fund-raising For specific details beyond the following, please contact the club General Manager or Technical Director where applicable. Note: these conditions subject to Board review on an annual basis: Once the team s base registration fees are paid, any money received by the team from a sponsor, go into the team bank account. A sponsorship can be from a company either as a gift or where there is branding or other form of recognition expected. For details, please contact the club GM for the appropriate Sponsor form + criteria. All sponsorships and fund-raising initiatives MUST be pre-approved by the club GM. Please allow 2 weeks response time. Fundraising Procedures The team may undertake activities or programs to raise funds for the Team to offset Team Expenditures. All fundraising activities must be presented to the EGSC Board of Directors for approval before the fundraising may be undertaken. If the team wishes to use the Club Logo in such activities, this must be included in the request. If approved, logo artwork must be obtained from the Club. When conducting Fundraising activities, the safety and well-being of the youth player and all participants is paramount, and the Parents/Guardians of the Players and participants are responsible at all times in this regard. The Coach must ensure that the good name and reputation of the Club is not jeopardized by the fundraising activities. All fundraising money is to be submitted to the Club for deposit into the Team Account. It is the responsibility of the Team Officials, working with the Club s Office Manager, to ensure the appropriate documentation is completed and submitted to the Club along with the monies generated. All monies raised by the team through fundraising activities remain the property of the Team and not the individual player or the parents. All fundraising and sponsorship activities must be derived from appropriate and legal sources. All funds raised by the team remain with the team not the players. If appropriate, EGSC will publish all fundraising events for our Youth Competitive teams on the Club s website. Please ensure you provide the necessary information, such as dates and times, at least 2 weeks before the event. 11 P age

12 Discipline Discipline Hearings The Coach and suspended player or team official are required to attend Discipline Hearings at the time and date scheduled by the League, or at a date rescheduled by the League Discipline Committee. EGSC WILL NOT PAY for any fine or administration fee levied for the non-attendance of the Coach or Player at the scheduled hearing date. All Players, Coaches and Team Officials are responsible for paying their fines. The Coach/Manager is responsible for informing the Club of any Player or Team Official who has been served a red card or ejected from a game. All coaches, assistant coaches and team officials should be familiar with disciplinary regulations of the league and/or competition in which their team is involved. For Rep and Inter-town games, these regulations can be obtained from the appropriate League Discipline Policies. The EGSC Discipline Committee shall adhere to the OSA Policies and Procedures as detailed in their latest guide. Tournament rules and disciplinary rules are usually available from the Tournament organizers at the time of application. For the above, referees must report all red and yellow cards and other serious incidents, such as lack of crowd control, to the appropriate League/Tournament officials. It is up to the Team Officials to ensure that necessary attendance at disciplinary meetings takes place. Coaches are also responsible for the behavior of parents and guests attending games. Referees are required to report unruly behavior, such as foul and abusive language towards players or officials, and/or entering the field of play without permission. Coaches may be asked to attend a disciplinary meeting in the event of such reports. Field Permits For insurance purposes, it is imperative that teams only play and practice on permitted fields. If you would like to book a field for an exhibition game(s) or extra practices, please contact the Club s Office Manager with your field preference, time & date and a permit will be requested from the Town of East Gwillimbury. The Field costs for one (2) outdoor practice sessions each week from May through September and up to 4 Exhibition Games is included in each Team s Rep/All-Star Fees excluding U8 Development Team. These costs are covered only when using East Gwillimbury outdoor soccer fields, and are subject to the OSA Long Term Player Development guidelines/limitations in terms of player participation in weekly/seasonal competitions. Additional practices and Exhibition Games may incur additional charges for the Team from the Club. Team Officials will be notified in writing from the Club. 12 P age

13 Practices Summer season practices will commence on outdoor fields around the first week of May, contingent on when the Town of East Gwillimbury releases the use of the fields, and continue through September, again depending on weather and field conditions as determined by the Town of East Gwillimbury. The Club will designate field dates and times for each team. EGSC Competitive teams wanting to hold any Team practices using facilities outside of East Gwillimbury must inform EGSC in writing so the appropriate communications can be made with the other Club within whose area the facility is located. The above does not apply to privately run facilities. However, the EGSC Team is still required to inform the Club in writing of the Team s activity. Reporting Sports Accidents The following link contains information on the insurance program designed for OSA Members: If an injury occurs during a practice or game please complete the Accident Claim Form and return it to the Club as soon as possible refer to the How to Submit an Accident Claim section under the above link. YRSA Registration Procedures Any questions concerning player registrations, player cards, Applications to Host Exhibition Games (AHEG) or Travel (ATF), Trial Registration Permits (TRP s), Transfers, etc. will be handled through the EGSC Office Manager. Team Officials and other individuals are not permitted to conduct registration transactions at the YRSA District Office unless they are given explicit permission on an exception basis only from the EGSC Office Manager. Club Number, Team Name & Team Registration Number The Club Number (CD #) is unique to each Club it is a 4-digit number. EGSC Club Number is: 2702 (the 27 is the YRSA District #). Team Name: East Gwillimbury Talons Team Registration Number (TD #) is unique to each specific team within the Club and it is a number that is assigned by the EGSC Office Manager. This number may change each season. The Team Registration Number must be included on the following: On all Team Entry Forms for Tournaments and all other competitions which a Club is hosting. On all Game Sheets (or Team Sheets) for all Leagues, Cup Competitions, Tournaments and Exhibition Games Club/Team Officials entering any competition (e.g. League, other Cup competitions, Tournaments and Exhibition Games) must provide the Team Registration Number on the competition's "Team Entry Form" and ATF or AHEG. 13 P age

14 Player Cards A player is only permitted to have one valid OSA Player Registration Card at any given time. The card is the property of the player and must be returned to the player once requested in writing within 5 days if a team or club official holds the card. Failure to return the player card will result in disciplinary action of the team official and/or club official. Player Card Validating Procedure Player photos will be uploaded the YRSA E2E System by the Office Manager Player card approval will be done on a schedule Player photos will be uploaded to the YRSA E2E system on a designated day, and picked up the following week on the same day. This gives the District 7 days to produce the player card in a fair and timely manner during the peak season of March May. The EGSC Office Manager will advise all Travel Teams of the day assigned by the District. Player Card Procedures Starting in the 2016 Outdoor Season, the YRSA will be issuing Player Cards for all Competitive, Recreational All Star, Senior Recreational and Development Teams. This will replace the Player Book. The Team Manager will take individual pictures of their players following the photograph specifications below: Photograph Specification Photo must be one of the formats o JPG o GIF o PNG Photo must be named as a number that matches the players OSA# as provided to you by the Office Manager. Do not add a name with the number. Photo must be head and shoulders of an individual. Vertical position Save all pictures to a zip file and to the Office Manager. Pictures will be valid for 3 years for Youth and 5 years for senior players. Acceptable photo Not acceptable photo Pictures not matching these specifications will be rejected. The YRSA requires that Team Officials (Head Coach, Assistant Coach, etc.) be approved prior to issuing any player cards. Meaning: All teams must have qualified coaches prior to player cards being issued. 14 Page

15 Lost Cards If a card is lost during the season, a new card is to be prepared and sent to the District along with a letter from the Club stating that the card has been lost. Please contact the Club s Office Manager to complete the process. Any cost incurred will be taken from the Team Account. Effective Date The effective date of a player registration the date on which the player is eligible to commence playing is the day he player is registered in the AIMS System (the registration is completed at the EGSC by the Office Manage. Certified Coaches Every Youth/Mini/Senior Competitive Team requires a certified Head Coach. A Head Coach or Assistant Coach is deemed to be a certified Coach once they have completed the following: One of the following LTPD Coaching Programs (based on the appropriate Development Age of the Team Players)** LTPD Active Start LTPD FUNdamentals LTPD Learn to Train LTPD Soccer for Life LTPD MED Certificate (Make Ethical Decisions) YRSA Laws of the Game Certificate Respect in Soccer Certificate (** Note prior to 2012, previous certification in the OSA Community Coaching Programs Children, Youth, Senior will fulfill the requirement for point #1. above) (Please note that new requirements may be implemented in 2013 and beyond) Questions with regards to which LTPD courses to complete should be forwarded to the Office Manager who will address with the Club s Technical Director. Only those registrants who have been certified as a Coach can be stamped as a Head Coach or Assistant Coach. To be stamped, the District must either have copies of all four certificates on file (i.e. existing coaches) OR copies must be provided when the Team Official Book is being submitted for stamping (i.e. new coaches). Team Official Books will not be stamped without the provided documentation. A person may only be designated as the Head Coach for a maximum of two outdoor teams in any one season, with one or more Clubs. Minimum & Maximum Limits of Players Registered on a Team Classification Minimum Maximum Mini Indoor & Mini Outdoor * Check league rules * Check league rules Youth Indoor 7 Players 18 Players Senior Indoor 7 Players 25 Players Youth Competitive 9 v 9 9 Players 16 Players Youth Competitive 11 Players 18 Players Youth Recreational 11 Players 25 Players Senior Competitive & Recreational 11 Players 25 Players 15 P age

16 Registration Deadlines & Termination Dates A minimum number of 14 players need to be registered to a Youth Competitive roster by March 15 of the current outdoor season and each team must have a Certified Head Coach assigned. Deadline to Add Players to League Rosters Please check the appropriate league website for up to date information. A registrant s Player Assignment to Team on an Outdoor team is terminated on December 31 of that calendar playing season OR when the Club de-registers the player prior to December 31. After this date, the player is no longer eligible to play in any OSA sanctioned Outdoor competitions (i.e. Tournaments, Exhibition Games, Cup Games, League Games, etc.). However, for insurance purposes only, if the player is participating in an off-season training program with their outdoor team or a new outdoor team they would be covered under the OSA Insurance Policy until May 31 st of the following outdoor season. A registrant s Player Assignment to Team on an Indoor/Futsal team is terminated on May 31 of that calendar playing season OR when the Club de-registers the player prior to May 31. After this date, the player is no longer eligible to play in any OSA sanctioned Indoor/Futsal competitions (i.e. Tournaments, Exhibition Games, Cup Games, and League Games etc.). However, for insurance purposes only, if the player is participating in an off-season training program with their indoor/futsal team or a new indoor/futsal team they would be covered under the OSA Insurance Policy until December 31 st of the following indoor season. Number of Teams to which a Player May Register Amateur Players may register on the following number of outdoor teams: Youth U13+ May register on a maximum of three outdoor teams, only one of which may be a competitive team Development (Grassroots) U8-U12 May only be registered at any one time with one Club Senior Player U19+ May register on an unlimited number of teams, only one of which may be a competitive team Amateur Players may register on the following number of indoor teams: Youth U13+ May register on a maximum of three indoor teams Development (Grassroots) U8-U12 May only be registered at any one time with one Club Senior Player U19+ May register on an unlimited number of teams 16 P age

17 Registration Permits **Before using Trial Registration Permits(TRP), or Player Transfers, check with your league or competition rules as they may have deadlines, restrictions, or not allow them** For the full and complete OSA Policy specifications on these topics, please visit _Registration.pdf All League and Association procedures must be followed and fees paid as per YRSA guidelines. Forms can be obtained from the YRSA Website using the following: The Club will invoice teams for any Club costs associated with utilizing the above items. Temporary Eligibility Permit (TEP) Used for registered players from other clubs as Guest Players for League/Exhibition games and Tournaments. For the full and complete OSA policy please visit: Trial Registration Permits A "TRIAL REGISTRATION PERMIT" is a temporary registration with the O.S.A. which shall only be used by players who are not registered with the O.S.A. or a Provincial Association affiliated to the C.S.A. Notwithstanding the fact that this is considered a registration with a specific team, it shall not be included in the count of total number of players registered with a team. A player who was previously registered with a Club during the current playing season and who was de-registered by that Club, shall not be eligible to obtain a Trial Registration Permit to play for that Club during the current playing season. A "TRIAL REGISTRATION PERMIT" entitles a non-registered player to play two games for a Registered Team during a fifteen day period. Player Transfers All concerned should be familiar with the rules of Transfer (OSA Policies, Section 6 - Registration). The Player shall give the club notice in writing of intent to transfer. The Transfer Form can be obtained from the YRSA website. A player is permitted two transfers per season within the jurisdiction of a District Association see policy for limitations. Again, before using Trial Registration Permits (TRP), or Player Transfers, check with your league or competition rules as they may have deadlines, restrictions, or not allow them. Player Call-Ups You may find you are short of players during prime holiday time and will need to call up from other teams. It is a good idea to determine shortages, as best you can, at the start of the season. Call-Up Order: The order in which to select a player usually follows this priority sequence and is subject to variations as per league rules. **Be sure to carefully review and follow the Call-Up rules for the respective leagues**: Same Competitive Age Group, Lower Division Lower Competitive Age Group Same Age Group, House League 17 P age

18 Call-Up Process Coach to Coach communication first: Coaches not to call the desired player directly. Coach calling up must obtain permission from the coach who has the desired player on their team BEFORE contacting that player. Usually, the lending coach will contact the player on behalf of the requesting coach. The requesting coach/team manager can make arrangements to obtain the player book. Following the game, the player book must be returned to the player s team manager. Players called up from House League must have a player book. Obtain a blank player book from the EGSC office and complete it exactly as you did for your competitive team members. Submit it to the office at least two weeks in advance of the game in order for it to be processed. Be sure to identify this book as belonging to a House League player call-up so that it is validated appropriately by the YRSA as recreational. This book must accompany the player to your game. There are limitations to the number of times any one player may be called-up be sure to check the appropriate League Rules on this, or your team may be subject to disciplinary action/fines from the League or Association. Tournament Application Procedures All tournaments must be OSA sanctioned Tournaments and must be submitted to the soccer office to be approved by the EGSC Director of Rep/Rec. Forms can be found using Ontario tournament information can be found on the OSA website: All Tournaments will be conducted in accordance with the OSA Published Rules for Competitions. YRSA Club teams must apply and receive District approval for any sanctioned competitions in which they wish to participate. The Application to Travel (ATF) permit must be completed using the OSA On-Line system. Once the application is completed, it must be submitted to the Club who in turn will submit to the District for final approval via . Clubs should not be approving or submitting ATF permits to the District if the team has not yet been registered or had their books stamped. Approvals that are submitted for teams that are not registered will be deleted and you will need to re-submit the permit after the team has been registered. The District will only approve ATF permits for York Region Club teams that have been registered for the appropriate season. Tournaments within York Region Teams wishing to attend tournaments within the boundaries of York Region must be duly registered. They do not require an Application to Travel (ATF). There are 16 youth Clubs in YORK REGION, as follows: Aurora Youth Soccer Club East Gwillimbury Soccer Club Glen Shields Soccer Club King United Soccer Club Kleinburg-Nobleton Soccer Club Lake Simcoe Soccer Club Markham Soccer Club Newmarket Soccer Club Oak Ridges Soccer Club Richmond Hill Soccer Club Schomberg Soccer Club Thornhill Soccer Club Unionville-Milliken Soccer Club Vaughan Soccer Club Woodbridge Soccer Club Whitchurch-Stouffville Soccer Club 18 P age

19 Tournaments within Ontario Applications to Travel to any tournaments in Ontario should be received by the Club no later than 10 days prior to the tournament and no earlier than 30 days prior to the tournament. Permits will be approved online by the District Administrator(s) within 2 weeks of the receipt of the ATF request from the Club. A copy of the Approval Receipt will be ed back to the Club Administrator on the day the ATF is approved it will take 24 hours for the Approved ATF to appear on the OSA On-Line database. Medical Travelling to Tournaments Outside of Ontario For all travel to Tournaments and Exhibition Games outside of Ontario every team must provide their Club, who will then forward on to the District, a completed Travel Acknowledgement Form. Forms can be obtained from the YRSA Website using the following: This form is a list of all players that will be travelling with the team (including Guest Players) and is signed by each child's parent/guardian listing their additional Travel Medical Insurance provider and policy #. For more information regarding OHIP coverage outside of Ontario, you can visit the following: For illustration purposes, the following items were taken from this site: Services in Other Canadian Provinces and Territories Most of your Ontario health coverage benefits can be used across Canada. The province or territory you are visiting will usually bill Ontario directly. If you have to pay for health services you receive in another part of Canada, you can submit your receipts to your local ministry office to be considered for reimbursement. When I travel outside of Canada, will OHIP pay the same medical expenses that are covered in Ontario? No. If you are a resident of Ontario and you are insured under OHIP, you are entitled to very limited funding for a certain range of medical services when you are travelling outside of Canada. For this reason, you are strongly advised to purchase additional health insurance every time you leave Canada and ensure that the supplementary insurance you have purchased provides adequate coverage. (Another useful site for information on this topic is Therefore, the EGSC, OSA and YRSA recommend that, when traveling outside of Ontario, parents obtain additional medical insurance coverage so that they would be completely covered and would have no additional expenses should an emergency arise. In the event that a parent does not want to obtain additional insurance, then they can list OHIP as the medical insurance coverage they would be using, acknowledging the fact that should OHIP not cover certain expenses, they would not be covered by the OSA/YRSA/Club Insurance. The parents would be solely responsible for any additional medical expenses. Travel to the USA Applications to Travel to any tournaments within Canada & the USA should be received by the District from the Club no later than 15 days prior to the tournament and no earlier than 45 days prior to the tournament. Clubs must submit the approved Provincial Soccer Association or US Youth Soccer/Federal Application to Host (Sanction) along with the ATF. Clubs must submit a completed YRSA Travel Insurance Acknowledgement Form for all players who will be traveling with the team on this tournament (including callups, trial players, etc.) along with the ATF. Permits will be approved online by the District Administrator(s) within 2 weeks of the receipt of the ATF, YRSA Travel Acknowledgement Form & Approved Sanction. A copy of the Approval Receipt will be ed back to the Club 19 P age

20 Administrator on the day the ATF is approved it will take 24 hours for the Approved ATF to appear on the OSA On- Line database. Outside of Canada and the USA Applications to Travel to any tournaments Outside of Canada & the USA will need Club, District, OSA AND CSA approval and therefore should be received by the District from the Club no later than 45 days prior to the tournament. Clubs must submit a letter from the hosting tournament that they are approving your team along with the ATF. Clubs must submit the approved National Soccer Association to Host (Sanction) along with the ATF. Clubs must submit a completed YRSA Travel Insurance Acknowledgement Form for all players who will be traveling with the team on this tournament (including callups, trial players, etc.) along with the ATF. Permits will be approved online by the District Administrator(s) within 2 weeks of the receipt of the ATF, YRSA Travel Acknowledgement Form, Letter from Tournament Host & Approved Sanction. A copy of the Approval Receipt will be ed back to the Club Administrator on the day the ATF is approved and will be forwarded on to the OSA for approval with the required documents. Exhibition Game Procedures All Exhibition Games will be conducted in accordance with the OSA Published Rules for Competitions. YRSA Club teams must apply and receive District approval for any sanctioned competitions in which they wish to participate. Both types of applications Application to Travel (ATF) and Application to Host an Exhibition Game (AHEG) must be completed using the OSA On-Line system. Forms can be found using Once the application is completed, it must be submitted to the Club who in turn will submit to the District for final approval via . Clubs should not be approving or submitting ATF and AHEG permits to the District if the team has not yet been approved by the District.. Approvals that are submitted for teams that are not approved will be deleted and you will need to resubmit the permit after the team has been approved. The District will only approve ATF and AHEG permits for York Region Club teams that have been registered for the appropriate season. All Exhibition Games require an OSA Registered Referee to officiate the game. To request the appropriate Game Officials, it is the responsibility of the Team Officials to contact the EGSC Office Manager who will forward the request to the Club s Referee Scheduler. All players, including Trial, TRP and Call-Up players, must be registered and had their player card validated by the District prior to participating in an Exhibition Game. 20 P age

21 Applications for Exhibition Games Between two Ontario teams shall be submitted no later than 7 days prior to the competition; Between two Canadian/USA teams shall be submitted no later than 15 days prior to the competition; Between two International teams shall be submitted no later than 45 days prior to the competition. Please note: An Under-8 or younger age group is not eligible to participate in an exhibition game. An Under-9, Under-10, Under-11 and Under-12 age group is eligible to play in an exhibition game providing that: i) the age group has not already played in a league game or in a festival during that week ii) the age group will not exceed the maximum 20 competition days permitted during one season as a result of that game iii) the exhibition game meets all of the criteria in the LTPD Matrices. In District Games Between 2 YRSA Clubs One Club will be designated as the Home Team and must apply for an AHEG to host the Exhibition Game. The AHEG will be submitted to the Home Team Club with a copy forwarded to the Away Team Club. Within the Boundaries of the YRSA, the Away Team will not require an ATF. Both the Home Team Club and the Away Team Club must their approval to the District before the AHEG can be approved. Out of District Between a YRSA Club and out of District Club YRSA Club as Host Team o the YRSA will approve the AHEG form within 2 weeks of the receipt of the AHEG request from the Club. o A copy of the Approval Receipt will be ed back to the Club Administrator and forwarded to the traveling team s District on the day the AHEG is approved. o The traveling team s District will then approve the ATF. YRSA Club travels outside the District o the Hosting Team s District will approve the AHEG first and then will forward the approval onto the YRSA for acknowledgement. o The YRSA will approve the ATF form within 2 weeks of the receipt of the approved AHEG and ATF request from the Club. o A copy of the Approval Receipt will be ed back to the Club Administrator on the day the AHEG is approved. Confirmation of Exhibition Games & Tournament Travel Please check the OSA website for Approved Applications of AHEG & ATF requests, using the following link: Please make sure you click on Approved Applications and not Application Confirmation & Club Approvals to check if your applications have been approved, and have the Reference Numbers available. 21 P age

22 Game Sheets The YRSA Club Team that hosted the Exhibition Game must mail or scan/ the completed game sheet back to the EGSC and District within 7 days of the game. The game sheets must include the following PRINTED CLEARLY: All Players names & OSA # s All Team Officials names & OSA # s All Game Officials names & OSA # s All Special Incident Reports, Caution, Dismissal & Referee Assault Forms All personal injuries must be reported in written form to the District. Clubs who fail to provide game sheets for Exhibition Games leave themselves open to liability should a lawsuit be filed. Clubs can also be subject to disciplinary action for failing to follow a published rule. Unsanctioned Events As a reminder to all coaches, be aware that Clubs are subject to discipline if their youth teams participate in unsanctioned events which include but are not limited to the following: Games, friendlies, exhibition games, etc. with non-affiliated soccer organizations. Tournaments, showcases, etc. which are non-sanctioned events Clubs may be disciplined as per OSA rules as follows: %20OSA%20Member%20Policies/Section%209%20Discipline%20Policies.pdf Teams/Team Officials will be responsible for any and all costs (e.g. fines) related to such an offence, and the team and its Officials will be subject to a review by the EGSC Board of Directors. End of Season Procedures Financials At the end of each team s season, EGSC will provide a financial statement of the Teams Account to the team Manager for approval. Once approved, the Team s signatories will sign a copy of the statement, acknowledging its receipt and approval by the Team, and return a copy to the Club. The Team Account will then be subject to the appropriate Financial Procedures as laid out in this document. Equipment All Club equipment used by the Team throughout the season is to be returned to the Club s office including, but not limited to, corner flags, balls, training equipment. Coaches To qualify to coach the team in the next year, coaches of Competitive Travel Teams (Rep) must submit the appropriate applications by the due date, as laid out in this document under Head Coach Selection Process. If the Head Coach has decided not to return for the next season, they must notify the Clubs Technical Director in writing. The new Head Coach, if applicable, would then submit the appropriate application by the due date, as laid out in this document under Head Coach Selection Process. If no replacement is indicated, the Club s Technical Director and General Manager will review the situation, and follow appropriate procedures with respect to the Team. 22 P age