2016 Dulles Elite Football Association, Inc. RULES & PROCEDURES IBTL SPORTS 8/10/2016
Version Implemented By Revision Date Approved By Approve Date Reason 1.0 DEFA Board of Directors 1.1 President and VP 1.2 President and VP 1.3 President and VP 1.4 IBTL Sports Board of Directors/Presid ent and VP of DEFA 03/29/14 Board of Directors 12/31/14 Board of Directors 4/30/15 Board of Directors 5/27/15 Board of Directors 8/10/16 Board of Directors (IBTL Sports) and DEFA Leadership 03/29/14 Final 1/9/15 Include Roster Minimum and Maximum language 4/30/15 Update section 5.5 Roster Sizes 5/30/15 Update section 5.5 Roster Sizes 8/10/16 Appropriation of Funds
Table of Contents Section 1: Purpose and Mission of DEFA Section 2: Positions and Responsibilities Section 3: Coaches Section 4: Player Selection Section 5: Conduct Section 6: Appropriation of Funds
SECTION 1: Purpose and Mission of DEFA 1.1 The purpose of Dulles Elite Football Association, Inc. (DEFA) is to promote elite youth football in Loudoun County and to further promote the development of leadership, character, sportsmanship, tolerance, discipline, and athletic ability, and to nurture youth fitness, volunteerism, and a lifelong love of sports. 1.2 In addition to fielding football teams, DEFA also offers a cheerleading program. Its purpose, like the football aspect of DEFA is to promote youth cheerleading in the Northern Virginia Area and to further promote the development of leadership, character, sportsmanship, tolerance, discipline, and athletic ability, and to nurture youth fitness, volunteerism, and lifelong love of sports. 1.3 The team colors of DEFA are Red, White and Navy Blue (Black and Grey are alternative colors). 1.4 Dulles Elite Football Association participates in the Virginia American Youth Football Alliance (VAYFA) and operates within the League Rules and Bylaws of the VAYFA on a conference level and American Youth Football Association on a national level. SECTION 2: Positions and Responsibilities 2.1 The DEFA Board of Directors (Board) will report directly to the Chief Executive Officer (CEO) and Chief Operations Officer (COO). All decisions will be finalized and authorized by the CEO and COO. The Board consists of the following positions outlined and the prescribed duties and responsibilities of such positions are below: a) President b) Vice President c) Director of Football Operations/Commissioner; d) Director of Cheerleading; e) Director of Fundraising; f) Director of Facilities;
g) Director of Player Administration h) Director of Team Parents; and i) Director of Player Safety 2.2 The President shall, in general supervise and conduct the daily affairs of the Corporation. In the absence of a Director of Football Operations/Commissioner, the President shall preside at all meetings of the Board of Directors as Chairman of the Board of Directors. The President may sign, with the Vice President or any other proper officer of the Corporation authorized by the Board of Directors, any deed, mortgages, bonds, contracts, or other instruments which the Board of Directors has authorized to be executed, except in the cases where the signing and execution thereof shall be expressly delegated by the Board of Directors or by these By-laws or by statute to some other officer or agent of the Corporation; and, in general, he or she shall perform all duties incident to the office of President and such other duties as may be prescribed by the Board of Directors from time to time. 2.2 The Vice President shall, in general supervise and conduct the daily affairs of the Corporation. In the absence of a Director of Football Operations/Commissioner and the President, the Vice President shall preside at all meetings of the Board of Directors as Chairman of the Board of Directors. The Vice President may sign, with the President or any other proper officer of the Corporation authorized by the Board of Directors, any deed, mortgages, bonds, contracts, or other instruments which the Board of Directors has authorized to be executed, except in the cases where the signing and execution thereof shall be expressly delegated by the Board of Directors or by these By-laws or by statute to some other officer or agent of the Corporation; and, in general, he or she shall perform all duties incident to the office of Vice President and such other duties as may be prescribed by the Board of Directors from time to time. 2.3 The Director of Football Operations/Commissioner shall be the primary interface with the Board and DEFA Football coaches. Specifically, his or her duties shall include, but not be limited to: a) Chair and serve with two other members approved the Board of Directors, the Coaches Evaluation, Selection, and Management Committee (Committee). Among other things, this Committee will determine the coaching roster for each season, and serve as the governing body for any disputes and problems that arise among the coaches both internally and externally; b) Oversee and monitor football practices, games, training, and conduct; c) Manage the coaches education and background check requirements of the VAYFA; d) Ensure all coaches sign the VAYFA code of conduct document and any subsequent conduct form(s) required by DEFA; e) Oversee and manage player selection pursuant to the rules set forth herein; f) Manage the Division Split process in July;
g) Communicate any rule changes to all coaches, and ensure each has the most recent version of the VAYFA rules for the current season; h) Serve as the Rules and Standards director; i) Encourage promote continuing coach s education through the distribution of information on existing clinics, online sources, publications, and other resources; and j) Ensure that all coaches are communicating the rules of VAYFA and DEFA to parents, and players. 2.4 The Director of Cheerleading shall manage all facets of the cheerleading program, including but not limited to: a) The registration process, and recommendation of the fee to participate, which is to be approved by the Board; b) Cheerleader coach selection and education process (cheerleading coaches will also be required to complete a background check); c) Determining the number of squads; d) Field selection, and practice and home game schedule; and e) Adjudicate any dispute, and bring issues to the Board for their review if necessary. 2.5 The Director of Fundraising shall oversee and manage all fundraising activities including but not be limited to the following: a) Car Washes; b) Manage other mediums like Facebook and Twitter; c) Raffles; d) Sponsorships/Contributions (corporations and individuals); e) Yearbook advertising; and f) Any other fundraising program approved by the Board. 2.6 The Director Facilities shall manage all aspects of the fields and facilities utilized by DEFA including but not limited to: a) Coordinate field maintenance; b) Manage and maintain equipment storage shed and equipment barn; c) Manage/supervise field set up, layout, and marking activities; d) Coordinate and assign game and practice fields; e) Organize and supervise field marshals; f) Organize and identify an individual to spearhead the field marshal duties; g) Organize pre-season game schedule with other clubs; and h) Manage the ELITE Bowl immediately following the season. 2.7 The Director of Player Administration shall manage all aspect of player administration including but not limited to:
a) Player recruiting b) Maintain Player Database c) Coordinate player registration; d) Coordinate the implementation of the on-line registration program; 2.8 The Director of Team Parents shall oversee DEFA s Team management efforts including but not limited to: a) Coordinate the development and certification of Team Books with Team Parents b) Manage Snack Bar/Concession Stand; c) Promote online registration through e-mail blasts to previous players, and their family, as well as other marketing efforts like the placing of signs on busy streets; d) Manage/supervise the yearbook, trophies, and team pictures; e) Provide updated content, including photos and videos, on the DEFA website; f) Work with individual teams to encourage coaches and parents to take photographs of their particular team and be a central source for the photos taken; g) Promote the PATRIOTS All-Star and VAYFA Hall of Fame Awardees; and h) Distribute press releases and follow-up with local media when appropriate. 2.9 The Director of Player Safety shall manage all aspects of player safety for DEFA including but not limited to: a) Attend USA Football Player Safety coach and become certified as a Player Safety Coach through USA Football s HeadUp Tackle Program. b) Provide HeadsUp Tackle Football clinic to coaches; c) Advise coaches on proper safety techniques; and d) Ensure that all equipment is certified and up to standard. SECTION 3: Coaches 3.1 Selection Process: a) Individuals wishing to coach a Patriots football team must complete a coach s application and submit it to the Director of Football Operations, who chairs the Committee. Coach s applications will be made available on the DEFA website by January 15 or as soon as practical thereafter for the upcoming season. b) Anyone wishing to be considered for an assistant coaching position must also complete an application, as well as the other requirements addressed below. The final deadline for assistant coaches for submitting applications is August 31 or as soon as practical thereafter. c) The Committee will select all coaches based on positive attitude, communications skills, leadership qualities, technical knowledge, support of DEFA s activities and objectives, willingness to volunteer for DEFA tasks and projects, previous coaching experience with DEFA and/or other organizations, and any disciplinary record.
d) Coaches applying for a team who previously was involved in a different organization must be properly vetted. This includes making contact with the head of the coach s former club and undertaking other due diligence. e) All coaches must complete a background check, USA Football online coach s education course, a Code of Conduct form, and any other VAYFA or DEFA requirements. f) The Committee will by a majority vote make their coach selections, and present the roster to the Board for review, discussion, and ultimately approval of the final roster. g) The Board shall approve the initial American head coach s roster by March 1 and the Central and National head coach s roster by April 1 or as soon as practical thereafter. As teams are added and subtracted as part of the registration flow, the head coach s roster will be adjusted by the Committee and approved by the Board as necessary. h) The final coaching roster, including all head and assistant coaches, must be set no later than September 1 or as soon as practical thereafter. i) Coaches will be reviewed annually, and an individual may lose the rights set out in these rules if the Committee or the Board determines that he or she is not suitable for a head coaching position based on observed negative behavior; parental complaints; poor technical performance; inadequate support of DEFA; or failure to abide by the rules of AYF, VAYFA and DEFA, including Code of Conduct violations. j) The Director of Football Operations or the Board has the authority to extend any deadline in this Section 4.1. 3.2 Assignment by Team: a) Tiny Mite and Mighty Mites: i. Head coaches for Tiny Mite and Mighty Mite teams will be assigned by the Committee. If there are more candidates for head coaching positions than there are teams, the Committee will select the head coaches, and the other candidates are free to act as assistant coaches for the team of their choice and in agreement with the selected head coach. ii. Head coaches moving up from Tiny Mite and Mighty Mite to higher division will have no rights on top assignments as described below, and will be assigned to teams by the Committee in the best interests of DEFA. b) National and All American: i. Coach remaining in a Division:
ii. a. As a general rule, if a coach has the top assignment in a Division and agrees to stay at that Division the next year, he will be given a right of first refusal to the top assignment in that Division. b. If a coach has a lower assignment in a Division and agrees to stay at that Division the following year, he does not have a right of first refusal to the next higher assignment. However, he should be considered by the Committee for a higher assignment the following year, subject to the top assignment coach s right of first refusal set out above. Coach moving up a Division: a. As a general rule, if a coach has the top assignment in a Division and moves up to the next higher Division the following year, he will be given a right of first refusal to the top assignment in the next higher Division. b. In the case of a conflict between a top assignment coach moving up a Division and a top assignment coach remaining in a Division, the top assignment coach remaining in the Division has priority. c. If a top assignment coach from a lower Division moves up to a Division with a remaining lower assignment coach, the Committee will determine assignments in the best interests of the Organization. d. Assignments of coaches in situations not covered by these guidelines shall be at the discretion of the Committee to be determined in the best interests of the Organization. 3.3 The Committee may recommend an exception to these rules if the Committee determines that such exception is in the best interests of DEFA. In such cases, the Committee should report the exception to the Board with the rationale, so that the Board can determine whether such exception is justified. In recommending an exception to, or resolving a situation not covered by these rules, the Committee should consider the coach s overall support of DEFA, leadership of his team, interaction with team parents, as well as his technical competence. 3.4 In the event a coach is sanctioned by the VAYFA for conduct in violation of a stated league rule or for behavior contrary to League s Code of Conduct, or if a coach acts contrary to the norms set out by DEFA, the Director of Football Operations must immediately convene the Committee. The Committee will evaluate the complaint, gather necessary information, and make a ruling as to the disciplinary actions to be taken, if any, which can include game suspensions and expulsion from DEFA. The Committee may also convene a special meeting of the entire Board if they deem an issue serious enough to warrant the full Board s participation in the decision making process.
SECTION 4: Player Selection 4.1 Each player will be evaluated and placed on a team in accordance with the best interests of the player and DEFA. Dulles Elite Football believes that assignment of players to teams through a combine and evaluation period by experienced coaches is the best process for ensuring that players are assigned to the appropriate level of competition. Player selection shall in no way conflict with VAYFA regulations. The Committee will not accept requests from parents for particular assignments based on carpooling arrangement, a preference for playing with friends or neighbors, or similar non-football reasons. 4.2 Multiple- Teams in Divisions: a. In the event multiple teams are filled in a division, the D1 team will fill out its roster before the teams in the lower divisions (D2). Teams in the lower divisions will be on a draft basis. These teams will hold an equitable draft to place all remaining players not selected by the upper assignment team. As required by DEFA rules, the equitable draft must be structured to assure that Patriots teams in the same Division distribute the available player talent equally. Upper assignment teams must select a sufficient number of players to ensure that the lower assignment teams do not exceed a roster maximum of 24 players in accordance with DEFA Rules. b. Upper assignment teams should select players as early as possible (within the first two weeks of practice, if practical) in order to permit lower assignment teams to draft and prepare their teams for league games. The Commissioner may close registration for any Division with high-roistered teams in accordance with DEFA rules. c. DEFA rules state that the draft process must be established to assure a balance of talent and abilities throughout the registering and rostering process. It is expressly prohibited for anyone to manipulate or manage a player s registration in order to cause placement on a particular team. In the case of players that register or begin practice late, the top assignment team shall evaluate and determine whether to keep the late registrant on its roster. If the top assignment team determines not to keep the late registrant, the team with the next pick in the next highest division has the option to select the player. d. If no upper assignment team selects the late registrant, the late registrant will be placed on the lower division team with the next draft choice. Especially in the case of late registrants, the upper assignment teams should conduct their evaluation as soon as possible in order to place the player on a team, provided, however, that a player s first three (3) days of practice must be no-contact as
required by VAYFA rules. If a player is selected by a team in accordance with these draft procedures, but refuses placement on that team, including refusing placement on a higher conference team, the player may lose the opportunity to participate. 4.3 Multiple-Entry Teams in Same Division: Multiple teams in a Division will alternate draft selections (subject to coaches options discussed below) in order to establish teams that are as equal as possible in terms of talent. 4.4 Coaches Options: Head coaches for the lower divisions (Division II) will be allowed to exercise options for players that are children of (a) the head coach; and (b) one (1) declared assistant coach. Such optioned players will be excluded from any draft procedure, including drafts by upper level teams, and will automatically be placed on the optioning coach s roster. An assistant coach option must be reported by the head coach to the Committee and approved by the Board prior to the start of practices. Individuals designated as assistant coaches must commit to provide substantive coaching assistance to the team. Designating an assistant coach for the sole purpose of optioning the assistant coach s son is strictly prohibited. If there are multiple entries in a division, the coach with the fewest optioned players has the first pick of the non-optioned player pool and continues picking until the number of players on each roster is equal. In addition, the coach with the fewest options also gets the next pick in the draft as compensation for beginning the draft process with the fewest optioned players. Example: Coach A declares two optioned players (his own child, plus the child of one assistant coach), and Coach B declares one optioned player (his own child). At the beginning of the draft, Coach B gets the first pick of the remaining players in order to bring the two rosters to equal numbers (i.e., two on each team). Coach B then gets the next pick in the draft as compensation for having the fewest optioned players. The coaches then alternate selections until their rosters are filled. If two teams in the same division have an equal number of optioned players, the drafting order will be decided by a coin toss or another method determined by the Committee. 4.5 Roster Sizes Team Rosters are a minimum of 20 and maximum of 26 Players for the Tiny Mite Pee Wee Divisions. A maximum roster of 30 players is allowed at the 13 Unlimited All American Division and higher. This is to ensure all players get the opportunity to participate in games a meet the required participation AYF participation rule. Once Rosters reach the maximum or cap, A coach
may petition to the board to increase his roster size or the existing team will be split into two (2) teams. DEFA will NOT CUT players!!!! SECTION 5: Conduct 5.1 General: VAYFA rules require each member organization to establish systems to identify and communicate the acceptable conduct of its players, coaches, and spectators, as well as an enforcement plan to assure proper conduct. This section sets out DEFA s rules for complying with the VAYFA requirements. 5.2 Proper and positive conduct required: As noted, the purpose of DEFA is, among other things, to promote the development of leadership, character, sportsmanship, tolerance, and discipline in our area's youth. That is the overriding goal of DEFA and is the responsibility of every player, coach, parent, and spectator associated with the program. The positive development of our youth into good citizens takes precedence over wins and losses. In this regard, every coach, parent, and spectator is expected to promote with the players the value of fairness, perseverance, compassion, loyalty, selflessness, humility, discipline, and respect for officials, coaches, opponents, and teammates. Any conduct by a coach, spectator, or player that undermines these values, could result in a suspension or may be subject to review and sanction by DEFA. 5.3 Players conduct Mustang players are expected to behave in a proper and positive manner in support of the program's goals. Players must show respect to their coaches, teammates, opponents, and referees. Players should NEVER argue with a referee's call during a game. The head coach is responsible for ensuring that his players, assistant coaches, and sideline exhibit proper and positive conduct. The head coach is authorized to suspend any player that is not exhibiting proper conduct during games or practices. 5.4 Coaches conduct All coaches sign the VAYFA Code of Conduct prior to the start of the season and all Mustang coaches are expected to abide by the letter and intent of the VAYFA Code of Conduct. Coaches must show respect to referees, opposing coaches, and players from both teams - even when the behavior is not being reciprocated. The head coach is the ONLY person that should be talking to a referee and ONLY for clarification of a rule, not to argue a call.
Assistant coaches should not be addressing a referee except for low-key questions on mundane matters (i.e., time remaining in period, timeouts remaining, etc.). The head coach sets the tone for his assistant coaches, players, and parents, and is primarily responsible for maintaining his team's conduct. A head coach is authorized to suspend any assistant coach or player that does not exhibit proper conduct during any game or practice. As further outlined in the VAYFA Code of Conduct, the head coach is responsible for not only the behavior of his players and assistant coaches, but also parents and spectators, The head coach is expected to proactively address improper conduct by parents and spectators on his sideline, including by suspending the child of an offending parent. If a head coach is not able to control a parent or spectator during a game, he is required to report that person to the Field Commissioner for removal. Failure to abide would be considered negative conduct and could result in the coach being suspended or dismissed by the Board. 5.5 Spectator conduct Parents must remember that the games are played for children and not adults. The parents must put the emotional and physical well-being of players ahead of a personal desire to win. Parents should never criticize referees, opponents, coaches or players. Verbal abuse of referees, coaches, and players has no place at the youth level of play and will not be tolerated. Parents should never address any comments to a referee before, during, or after a game. Parents also will not be permitted to criticize any coach or player (on either team) at a game or practice. Parents will not be permitted to coach their child or any other player at games or practices unless they are a member of the official coaching team. Parents and spectators should cheer for their child's team and should not cheer against their opponents. Parents should refer all grievances to their child's head coach or the Board, as appropriate. Anyone who violates the guidelines could face disciplinary action ranging from verbal or written warnings, to suspension, to expulsion for a game, a season or a lifetime. Violations by parents may also result in their child being suspended or dismissed from the program. By registering their child for DEFA, parents agree to recognize the Board as the governing body of the program and to abide by and accept its decisions as final. 5.6 Good standing All participants and their guardian(s) must be in Good standing with the DEFA and its parent organization In Between the Lines (IBTL) Sports. Good standing is defined as balances paid; code of conduct adhered too, etc. If the party in question is in deliberation with IBTL Sports or any of its affiliates it can be deemed as in Bad standing. If the party is deemed in Bad
standing, DEFA and IBTL Sports has full rights to refuse participation and provide a refund based off the refund policy if applicable. SECTION 6: Appropriation of Funds All funds raised by teams during the season will be turned over to DEFA for tracking and financial accountability. Any expenditure of funds must be approved by DEFA leadership prior to use. DEFA leadership has full rights to deny reimbursement in the event purchasing request are not made in advance prior to purchases. 6.1 Post Season Fund Allocation All teams are responsible for covering the costs of facility use and tournament fees for post season play. This includes field rental, lights, etc. All funds remaining at the conclusion of post season play will be retained by DEFA for the betterment of the league. Funds raised during the current season will not carryover to the following season. If the team has covered all their expenses and funding remains the team will be granted up to $400 for an end of the year social.