Parent/Player Handbook and Policy Manual

Parent/Player Handbook and Policy Manual December 2011

INTRODUCTION This handbook provides players, parents, coaches, board members and volunteers with a reference to the policies and procedures that govern COLUMBIA VOLLEYBALL CLUB, INC. (CVC). Please read this handbook and familiarize yourself with its information. Knowledge of the basic policies and procedures is very important and will help your experiences with CVC be more enjoyable. Please note that every possible situation, procedure and/or policy may not be included here, but our high expectations are apparent in all aspects of the CVC experience. Each CVC family will be given access to this handbook.

Table of Contents Page 1. INTRODUCTION AND OVERVIEW... 1 1.1 MISSION STATEMENT... 1 1.2 LEAGUE AFFILIATION AND SCHEDULES... 2 1.2.1 USA Volleyball... 2 1.2.2 Chesapeake Region... 2 1.3 EXECUTIVE BOARD AND ADMINISTRATION... 2 2. CLUB ADMINISTRATION... 2 2.1 PRACTICE FACILITIES... 2 2.2 MEETINGS... 2 2.2.1 Board Meetings... 2 2.2.2 Coaches Meetings... 3 2.2.3 Parents Meetings... 3 2.3 EMERGENCY INFORMATION... 3 2.3.1 Emergency Information Release... 3 2.3.2 USA Volleyball Liability Release Information... 3 2.4 TEAM VOLUNTEER ROLES AND RESPONSIBILITIES... 3 2.4.1 Team Representatives... 3 2.4.2 Travel Coordinator... 4 2.4.3 Other Volunteer s Roles and Responsibilities... 5 2.5 PUBLICATIONS... 5 2.5.1 Player Profiles... 5 2.5.2 Web site... 5 2.5.3 Social Media... 5 2.6 ANNUAL BANQUET... 5 2.7 PARENTS ROLES AND RESPONSIBILITIES... 5 2.8 POLICIES AND RECOMMENDATIONS FOR TRAVEL... 6 2.8.1 Team Representative Roles and Responsibilities:... 7 2.8.2 Chaperones Roles and Responsibilities... 8 2.8.3 Rooming... 9 2.8.4 Preparation for Travel Tournaments... 9 2.8.5 Budget... 9 2.9 HARASSMENT GUIDELINES... 10 2.9.1 Harassment... 10 2.9.2 Sexual Harassment... 11 3. PLAYERS, PARENTS AND TEAMS... 11 3.1 TRYOUTS... 11 3.1.1 Age Groups... 11 3.1.2 Playing-up Into Older Age groups... 12 3.1.3 Format... 12 i

3.1.4 Parent Info... 12 3.1.5 Team Selection... 13 3.2 PLAYER AND TEAM EXPECTATIONS... 13 3.2.1 Playing Time/Roles... 13 3.2.2 Absences... 13 3.2.3 Conditioning... 13 3.2.4 Conduct and Sportsmanship... 14 3.2.5 Uniforms... 14 3.2.6 Practices and Cancellations... 14 3.2.7 Tournaments... 14 3.3 PLAYER MOVEMENT AFTER TEAMS ARE NAMED... 15 3.4 PLAYER MOVEMENT FOR POST-SEASON TOURNAMENTS... 15 3.5 DRIVING TO TOURNAMENTS... 15 3.6 PLAYER DEVELOPMENT... 16 3.6.1 Clinics... 16 3.6.2 Skill Evaluations... 16 3.6.3 Youth National Team Tryouts... 16 3.6.4 Recruiting Assistance... 16 3.6.5 NCAA Initial-Eligibility Clearinghouse... 16 4. COACHING STAFF... 17 4.1 INDIVIDUAL COACHING RESPONSIBILITIES... 17 4.1.1 Coach Responsibility to Parents:... 18 4.1.2 Coach Responsibility to Team Representatives:... 18 4.1.3 Coach Responsibility to Chaperones:... 18 4.1.4 Coach Responsibility for Evaluation of Players... 18 4.1.5 Coach Responsibility to the CVC... 19 4.1.6 Coach Responsibility for Player Communications... 19 4.2 TEAM COACHES STIPEND... 19 4.3 TECHNICAL DIRECTORS STIPEND... 20 4.4 PERFORMANCE EVALUATIONS... 20 4.5 DISCIPLINARY ACTIONS... 20 4.6 TRAINING... 20 4.6.1 Concussion Training... 21 4.7 UNIFORMS... 21 5. FINANCES AND ACCOUNTING... 21 5.1 GENERAL... 22 5.1.1 CVC Income... 22 5.1.2 Expenses... 22 5.1.3 Player Fees... 22 5.1.4 Player Expenses for Uniforms... 23 5.1.5 Lodging... 23 5.1.6 Emergency Fund... 23 5.2 OTHER SOURCES OF INCOME... 23 5.2.1 CVC-Sponsored Tournaments... 23 5.2.2 Sponsorships -Family and Corporate Donations... 24 ii

5.2.3 Fund-Raisers... 24 5.3 ACCOUNTING FOR EXPENDITURES... 24 5.3.1 Budgeted and Non-Budgeted Expenditures... 24 5.3.2 Depositing Procedures... 25 5.3.3 Treasurer s Report... 25 5.3.4 Refunds... 25 5.3.5 Audits... 25 5.4 DONATIONS OF TIME... 26 6. CONDUCT... 26 6.1 USA VOLLEYBALL CODE OF BEHAVIOR, ETHICS, AND CONDUCT... 26 6.2 CHRVA COACHES CODE OF ETHICS AND RULES OF CONDUCT... 26 6.3 CVC CODE OF CONDUCT... 28 6.3.1 PLAYERS... 28 6.3.2 PARENTS/FAMILY SPECTATORS... 28 6.3.3 COACHES... 29 6.4 CHRVA NOTICE TO ALL COACHES, PARENTS AND PLAYERS... 29 iii

1. INTRODUCTION AND OVERVIEW Columbia Volleyball Club (CVC) was founded in 1985 with 20 players and a single coach. Over the past 25 years, CVC has grown to twelve teams with over 120 players, 27 coaches and several dozen actively involved parents. The CVC and its players, coaches and active parents are members of, and thereby sanctioned by, USA Volleyball ( USAV ), a national association. Additionally CVC is a member of the Chesapeake Region Volleyball Association (CHRVA), one of 40 Regional Volleyball Associations (RVAs) of USA Volleyball. The CHRVA Region encompasses the States of Delaware, Maryland, the District of Columbia, and the northern counties of the Commonwealth of Virginia The Columbia Volleyball CVC ( CVC ) is a not for profit organization of volleyball enthusiasts including players, coaches and parents from more than 120 families. Players are typically girls between the ages 10 to 18. While based in Columbia, Maryland, CVC typically have players from more than a dozen high schools and several middle and elementary schools in Anne Arundel, Baltimore, Carroll, Howard, Montgomery and Prince George's counties in Maryland. CVC fields 10-12 teams, from 12U-18U, fluctuating from year to year based on demand and number of quality players that tryout and accept positions within the club. Teams are exposed to 100-150 hours of practice and training throughout the season and tournaments consist of local, regional and in some cases national qualifying events located outside of the Mid-Atlantic region. 1.1 MISSION STATEMENT Columbia Volleyball Club s overall mission is to: Encourage interest and enthusiasm for the sport of Volleyball Instill values of individual discipline and team play Improve all players skills and knowledge of the game through practice, training and competition Prepare players who have the talent and desire to play volleyball in college, and assist families looking for scholarship opportunities

1.2 LEAGUE AFFILIATION AND SCHEDULES 1.2.1 USA Volleyball CVC is sanctioned by USA Volleyball a national association (http://www.usavolleyball.org/ ). 1.2.2 Chesapeake Region CVC teams compete with teams from more than thirty (30) other clubs in the Chesapeake Region Volleyball Association (www.chrva.org). 1.3 EXECUTIVE BOARD AND ADMINISTRATION Interested parents may serve CVC in any number of ways; as elected members of the CVC Board, as Team Representatives (the vital link between the Board, and coaches and individual parents), as chaperones, as volunteers on special projects, and of course, as spectators at CVC matches. Board meetings are open to any parent who wishes to attend. Specific information concerning the Board can be found in the CVC s Constitution and By-Laws. (www.columbiavolleyballclub.org) Parents are encouraged to help CVC in some way. Volunteers always are needed to help with newsletters and handbooks, as chaperones, as fund-raisers, and to plan events (such as the annual tryouts, the annual Banquet, and setters and hitters clinics and club-sponsored tournaments). Interest forms are circulated when teams are selected after tryouts. Parents who are interested in elected or appointed positions or in volunteering for particular activities should contact any Board member. 2. CLUB ADMINISTRATION 2.1 PRACTICE FACILITIES Practices are held at various locations in Howard County as determine most feasible and economical by the Board. Courts are rented using funds from each player s fees. 2.2 MEETINGS 2.2.1 Board Meetings The Board is the governing body of the CVC. Composition of the Board and the roles and responsibilities of the individual offices are described in the CVC s Constitution and By-Laws. (www.columbiavolleyballclub.org) 2

(a) Frequency Board meetings shall be held monthly on a date, time, and place designated by the President. The Board shall decide all matters of general policy for the organization, approve the annual budget, approve the expenditures of all funds by authorizing the Comptroller to act in its behalf. The Board shall also identify ways of raising the necessary funds, and approve appointments and nominations to the Board to fill vacant offices. (b) Attendance All Board meetings are open. Team Representatives and interested members are encouraged to attend. Anyone, as part of the CVC family, may bring any issue or concern to the Board meeting and/or Board member, which will then be presented to the Board. 2.2.2 Coaches Meetings Coaches may request a special team meeting to be held at their discretion. Coaches will have their own meetings headed by the Technical Director. 2.2.3 Parents Meetings Parents will have their own meetings headed by the Team Representatives/Age Group Commissioner. 2.3 EMERGENCY INFORMATION 2.3.1 Emergency Information Release The Emergency Release forms must be completed by the first practice by a parent/guardian. Signatures will be notarized by CVC. Only a custodial parent/guardian is permitted to sign the Emergency Release Information form. 2.3.2 USA Volleyball Liability Release Information The USA Volleyball liability release form must be completed before the first practice. 2.4 TEAM VOLUNTEER ROLES AND RESPONSIBILITIES 2.4.1 Team Representatives Read and follow the CVC Handbook and Team Representative Handbook, abiding by CVC policies. Communicate with and get feedback from parents. 3

Attend monthly or other specially called CVC meetings to bring parent/team concerns to the Board meeting and to bring back Board decisions and information to parents. Follow up on completion of each player s USAV forms. Distribute CVC payment schedule to all parents. Formulate and distribute team phone and email list for quick communication. Contact players/parents with any communication that cannot wait until the next practice or tournament. Assist coach or Club Commissioner in providing tournament schedules and maps. Ensure that all medical/emergency forms and parent/guardian permission forms are properly filed. Maintain possession of the team emergency book and carry to all tournaments. Team Representatives, or a background checked club approved designee, are expected to attend most (80%) if not all tournaments. Provide a copy of the team emergency book to the coach. Discuss general parent or team concerns with coach as needed. Inform parents prior to the start of the season when, and where, it is acceptable to address parent/guardian concerns. Assign/recruit chaperones for designated tournaments. Chaperone at planned overnight, budgeted tournaments when needed. Encourage parent s participation in this capacity as well. Make sure team players have a ride to away tournaments. Be aware of the team s budget and make inquiries to the Treasurer/Comptroller when needed. Act as, or assign, a team Travel Coordinator. Prepare budgets for travel and national tournaments. Communicate team concerns to the Age Group Commissioner. Provide report to the Comptroller/Treasurer of practice time utilization when requested. 2.4.2 Travel Coordinator The Team Representative, or designee, functions as the team s travel coordinator. The Age Group Commissioner assists the Team Representative when needed. Travel coordinator duties include: Obtain most economical and practical travel arrangements, hotel, airfares, etc. Make all the travel arrangements or designate an agent to arrange travel for players, coaches, and chaperones. Prepare travel budget form and submit to Treasurer/Comptroller. 4

Set up trip payment schedule accepted by parents. See that payments for travel are made on schedule. 2.4.3 Other Volunteer s Roles and Responsibilities Read CVC Handbook Assist as able with any CVC activities: fundraising, tournaments, banquet, travel, etc. 2.5 PUBLICATIONS 2.5.1 Player Profiles Each year, the CVC publishes a Player Profile for athletes 15U-18U on the CVC website. Each player s photograph is published along with a summary of their volleyball experience and athletic and academic accomplishments. 2.5.2 Web site CVC maintains a web site at www.columbiavolleyballclub.org which contains information about the club, the teams, the players, and the coaches. Team news and photos will be published to the site as they are received by the Webmaster. 2.5.3 Social Media CVC maintains social media presence on Facebook and Twitter. The Columbia Volleyball Club is committed to ensuring the success of their organization and in perpetuating a positive and safe environment for all members. As such, the coaches of the CVC are required to adhere to certain rules, policies and procedures. Coaches must refrain from any social networking with players on items of a personal nature. Social media is defined, but not limited to, text messaging, Twitter, and Facebook. 2.6 ANNUAL BANQUET All players and parents/guardians are expected to attend CVC s Annual Banquet, held early in the season. Dinner and/or dessert are served. The Banquet is hosted by the Board and the date, time, place, and menu for the Banquet is determined by early December and communicated to families through the Team Representative. The Banquet is a good opportunity to meet and socialize with the coaches, Board members, and other parents. Individual photos will be taken for CVC s Player Profiles. 2.7 PARENTS ROLES AND RESPONSIBILITIES Read CVC handbook. 5

Complete player paperwork on time. Understand, sign, and abide by parent code of conduct. Understand, sign, and abide by driving policy for players. Pay CVC payments on time according to schedule determined by Board; in case of inability to pay secondary to special situations, arrangements should be made with the Treasurer/Comptroller for an alternate timetable. Share driving responsibilities to away tournaments. Contact Team Representative if your daughter needs a ride. Concerns may be communicated to the appropriate CVC representative. Volunteer for CVC committees and activities Discuss player and court concerns with coach ONLY during times designated by the coach (not before, during, or after a game; or during tryouts). Parents are not to have any contact with the coaches during tryouts unless that contact is initiated by the coaches. Volunteer as chaperones for overnight tournaments. Support and reinforce chaperone and team discipline decisions during away tournaments. Support CVC teams by attending as many tournaments as possible, but please observe parent conduct codes during matches. Supervise player s use of medications at all tournament times, or appoint another responsible parent in an individual capacity to supervise administration of medications. 2.8 POLICIES AND RECOMMENDATIONS FOR TRAVEL CVC s policy has been reviewed by college coaches and other individuals who determined that teammates rooming together at overnight tournaments encourage camaraderie, responsibility and accountability of the team building closeness and synergy. College coaches encourage this policy and adopt it in college play. Players learn that they are accountable for their own actions in going to bed on time in order to be ready for the next days play, and by not doing so, are held accountable for their lesser level of play. Scattering of the team in parent rooms at overnight tournaments builds a spirit of individualism in the sport and is not to be encouraged for team success. There is a difference between a planned, overnight, budgeted trip and the impromptu gathering at a hotel the night before a tournament begins so as to be at the tournament on time the next morning. During non-budgeted trips, players should be staying with their parents, as it is the parents who make the decision whether to travel the night before or the morning of the tournament, and incur the cost of the hotel stay as this is not generally a budgeted expense in the teams overall budget. If the team decides to seek hotel accommodations the night before a tournament, the hotel expenses should be divided among the players utilizing the hotel accommodations 6

outside of any budget. For the purposes of clarification, a National trip is one in which the team boards an airplane to travel to any tournament site. A Travel trip is one in which the team travels by ground transportation and may stay overnight in a hotel. Travel trips include attendance at tournaments in Richmond, Virginia or Lancaster, Pennsylvania. 2.8.1 Team Representative Roles and Responsibilities: Gather information about which travel trips the coach would like to participate in. For travel trips, the Technical Director and coach should work with the Team Representative to review the viability of travel tournament. All travel expenses must be included in each team s general budget. Any nonbudgeted trips of either nature may be taken by any team upon parent and player vote but must have a separate trip budget prepared and approved which includes coaches travel expenses, hotel accommodations for the team, chaperones and coaches, ground transportation expenses, coaches per diem, etc. All trips that include a hotel stay require that a Budget Form be submitted and approved a minimum of 3 weeks in advance of the trip or when the team is accepted into the tournament. Budget forms are available on the website and in the Team Rep Handbook. Communicate the teams needs with hotel management. Discuss with the hotel group sales representatives before arrival the need for the team to stay in adjoining or nearby rooms. Request a floor layout so as to request ahead of time which rooms should be blocked off for the team and chaperones. It is highly recommended that teams not stay in motels where the only exits from the rooms exit to the outside. Coaches, Team Representatives, and other USAV registered and background screened parents can drive vans transporting the team as they are covered by USAV insurance. If needed, other interested parents attending the tournament can be USAV registered and CHRVA background screened during the trip planning stages. (Audrey verify) Team Representatives should discuss rooming assignments with the coach prior to the first overnight stay. The team may decide rooming assignments in the older teams or the Team Representative can designate rooming assignments and adjust roommate situations at later tournaments to provide variety in the rooming assignments throughout the season. In the event a coach cannot attend a travel or national trip, the coach or Parent Representative will notify CVC s Technical Director or the President and select an adequate coach replacement for the trip. For safety purposes, two coaches will attend national or travel tournaments to ensure the uninterrupted ability of the team to compete in the tournament. 7

2.8.2 Chaperones Roles and Responsibilities Each CVC team planned or budgeted overnight trip will require no less than two (2) chaperones per team. CVC recommends that two parents or other responsible adults (but not coaches) chaperone whenever possible. The Chaperones will act on behalf of all team players at planned overnight tournaments to ensure adequate safety, discipline and conduct within team rooms. They will be approved by the Team Representative and Age Group Commissioner. The primary role of the Chaperones is to monitor and assist. Only moderate discipline; such as telling the girls to get to their rooms, and get to bed should be required. If the Chaperone is put into the position that additional on-the-spot discipline is required, it shall be the minimum required to ensure the safety, health (including adequate sleep), and well being of all players, and must be reported to both the player s parents and the team head coach. The parents and team head coach should be the primary source of discipline. One chaperone should be assigned head chaperone and the other assistant chaperone. The team account will provide funds to cover only one room per team, and chaperones will be subject to sharing a room. The coaches of the team cannot chaperone. Chaperones will: Share 1 room (they may be husband and wife; except at Penn State). Know the whereabouts of all girls at all times. Arrange for ground transportation to lodging and gyms. Make meal arrangements. Arrange for laundry of uniforms as needed. Conduct meeting with all players to lay down ground rules for: girls activities on their own (buddy system), meal plans, cleaning up rooms, times and places to meet, behavioral standards and expectations. Provide parent/guardians with their contact information. Inform parent/guardians of any special tournament rules and discipline. Arrange room assignments based on coach s recommendations. Contact parent/guardians for discipline decisions during tournaments only as needed. Carry copy of team emergency book for travel or national tournaments when the Team Representative is not in attendance. Submit copy of own emergency information to the Age Group Commissioner or other chaperone prior to tournament. Retain and submit receipts to Comptroller within 10 days of trip for appropriate reimbursement; including: tips, parking, laundry, special team food items under miscellaneous expenses. In the event that a player becomes ill or injured during an overnight trip, it is 8

one of the chaperones responsibilities to care for that player (if their parent is not available). This includes: Communicating with the player s parents about care treatment including medications or emergency treatment Having an ill player sleep in the chaperone s room so as not to infect the other team members In severe cases, staying with the player while they are ill or receiving medical treatment. This may mean missing part of the tournament. If the player is too ill to go to home, then a chaperone must stay with them until they get home or other arrangements can be made. In this case, CVC will pay for the chaperones expenses and the players parents must pay for their expenses. 2.8.3 Rooming Whenever possible, three or four players will share rooms. When possible, the chaperones and coaches will be assigned rooms adjacent to or opposite the players. 2.8.4 Preparation for Travel Tournaments The following preparations need to be made for overnight trips: Use parent help and resources in planning the trip. Discussion of expenses and payment schedule according to the estimated budget prior to booking travel. Full payment completed by all, one month before actual trip. Discuss any additional expenses for meals/side trips/activities. Obtain emergency information/additional copy for chaperones to carry during trip. Explain to parents and players expectations and responsibilities of chaperones and coaches. Use your resources to check for any team parents/guardians having discount rates that could be used by the team. Provide travel schedules for parent/guardians. 2.8.5 Budget A budget approval form must be completed for a trip to be considered. Parents/guardians of players must approve the trip with the estimated cost of the trip being presented to them by the Team Representative and/or Age Group Commissioner. Full payment must be completed one month in advance of the trip. It is the responsibility of each player s parents/guardians to pay for their own player s airline ticket and their own player s food. Player s parents/guardians will also divide 9

the following trip costs (listed on budget approval form): coaches daily per diem, coaches airline tickets, chaperone s airline tickets, ground transportation rental and fuel, rooms for players, coaches and chaperones, emergency/incidental fund, tournament entry fee, additional gym rental fees (if any), and additional coach s stipend (if any). The cost of entertainment while teams are on trips will be an off-line expense and will not appear on the trip budget. CVC does not sanction participation at theme parks and club insurance will not cover this type of activity. Each coach going on a trip will be issued a daily per diem as determined by the Board. If a team s budget falls short of actual amount spent, each traveling player s parents/guardians will be charged their equal share to balance the trip budget. Payment must be made within three weeks of notification. In turn, if there are any remaining funds, the funds will be divided equally and returned to the player s parents/guardians at the end of the club season. (a) Overnight Trip Any team may go on an overnight trip. All trip budgets stand on their own. The expense of an overnight trip is divided by all the players who sign a contract to be on the team regardless of whether or not they actually end up going on the trip. The additional sum collected with the first and second payment for teams represents a nonrefundable deposit toward the trip. (b) Travel Trip If a travel trip is announced by the coach and accepted by the team s parents, any player that has an extenuating circumstance in which she can not attend the trip must let it be known to the coaches. (c) Post Season Travel Trip The expense of a post season travel trip is divided by all the players who go on the trip. (d) Post Season Travel Trip to Nationals 10% of the General fund, not to exceed $2000, will be given to a team that earns a bid to Nationals. If more than one team earns the bid, the funds will be divided amongst the teams. Teams that qualify for Nationals at CHRVA Regionals will be required to participate in Nationals. 2.9 HARASSMENT GUIDELINES 2.9.1 Harassment CVC coaches, players, or adults serving in an elected or appointed capacity (coaches, parents, board members) shall abide by the CHRVA s Junior Volleyball 10

Code of Ethics and Conduct (Section 9) which states: I shall not engage in physical, verbal, or emotional harassment, or abuse, or exploitative coercion of any person associated with my team or club. Any complaints received suggestive of harassment shall be investigated by the Age Group and/or Club Commissioner. If a resolution cannot be reached, then a Harassment Committee will be appointed to determine the consequences of violating the CHRVA code, including but not limited to suspension, and or removal from the club. 2.9.2 Sexual Harassment CVC will budget for and endeavor to schedule sexual harassment training preseason each year. Coaches and adults serving in elected or appointed capacities in the CVC are expected to participate in this training. Before the training session is conducted, no coach will meet one-on-one with any player. Should a coach know that the other team coach will not be attending a practice or tournament, he/she should advise the Technical Director who will make arrangements to attend or designate another coach to attend the practice/tournament. After training, any coaches who are new to CVC would have to have proof of a sexual harassment sensitivity training for coaches or obtain training before working with the players. Sexual harassment by CVC players, coaches and parents is prohibited. Sexual harassment may include behavior such as lewd remarks, whistles or personal reference to one s anatomy; physical contact such as patting, pinching, or constant brushing against a person s body; any pressure for sexual favors; sexual jokes and comments; and misuse or abuse of power or hierarchical authority such as may exist in any player-adult relationship. Anyone who believes he/she has been harassed or has witnessed harassment should immediately make a report to a club adult in whom he/she can confide. 3. PLAYERS, PARENTS AND TEAMS 3.1 TRYOUTS 3.1.1 Age Groups Tryouts for teams in all age groups are conducted in November at a CVC selected site(s). Current CHRVA age division guidelines will aply. In the 12-and-under age group, fifth and sixth graders are usually selected for the 12U team. Since the purpose of this team is to teach fundamental volleyball skills, encourage interest and enthusiasm for the sport, and to instill values of individual discipline and team play, competitive tryouts are held. In order to give the players and their families time to judge the girls interest and commitment to the sport and CVC schedule, final roster decisions may not be made until December. As many players as possible are accepted onto this developmental teams. 11

3.1.2 Playing-up Into Older Age groups CVC strongly prefers that girls play within their biological age groups, but will not prevent girls from trying out for teams in older age groups if they are capable of playing competitively in that division. A player who is allowed to play up will be capable of earning a reasonable amount of playing time and will not be allowed to play up solely for developmental purposes. CVC expects to field regionally and nationally competitive teams in most age groups and therefore wants its athletes to compete within their biological age group. CVC also wants to avoid the negative consequences of having girls play up such as physical or mental challenges which many younger girls are not emotionally prepared to meet, greater chance of injury, potential for girls within a given age group to be bumped by younger players to other teams or off of CVC teams altogether, and other morale problems. Therefore CVC stresses that a girl not play-up more than 1 year beyond their biological age group unless there is a compelling reason which will not violate aforesaid terms. 3.1.3 Format The format of tryouts for the older age groups assures each player is given an opportunity to demonstrate (a) athletic and volleyball skills during a series of drills and scrimmages and (b) a positive attitude towards their team and teammates. Evaluations of each player are made by several participating coaches. These evaluations are made in several categories, including hitting, blocking, serving, passing, setting, jump reach, and game play. Teams are selected by their coaches with the assistance of the Technical Director. CVC coaches reserve the right to cut any player in any age group without involvement of any member of the Board except the Technical Director. Players are expected to attend tryout session(s) as required; extenuating circumstances will be considered on a case by case basis. 3.1.4 Parent Info At least one parent or guardian must attend a 30-minute meeting which takes place during tryouts. For liability reasons, no player will be permitted to start tryouts until the required USA Volleyball forms have been signed by the player and her parent or guardian. CVC purpose and goals, scheduling of practices and tournaments, player and parent responsibilities, and fees will be among the topics discussed in the meeting. Also at the meeting, CVC s player-parent agreement will be distributed and discussed; if a player makes a team, the agreements must be signed and returned along with the first payment on Commitment Night. A one-time non-refundable fee (for court rental and expenses) is payable to Columbia Volleyball Club at the start of the first tryout session. 12

3.1.5 Team Selection The decision on the number of teams formed for each age group will be based upon the numbers of girls who try out in each age group, their skill level, and the availability of qualified coaches and court time for practices. Teams will be selected by coaches within a few days after tryouts are finished. Each player attending the tryouts will be directly notified of her status and will have 48 hours from the CHRVA acceptance date to accept or decline an offered position. Failure to respond will be deemed a declination of the position. Players selected to teams must make their first payment, fill out various registration forms, be officially added to rosters, order uniforms and other apparel on Commitment Night. Players not selected to CVC teams will be informed by phone or email and maybe given the names of contact people in other local clubs. 3.2 PLAYER AND TEAM EXPECTATIONS 3.2.1 Playing Time/Roles The mission statement of CVC and for each team will be the guidelines to the coach on playing time for each player. On developmental teams, player playing times and roles will be more evenly divided so as to allow individual, as well as team development. On all other teams, the coach will choose to play the best players in any role the coach deems necessary. It is the coach s responsibility to inform each player of her role on the team. There is, however, no guarantee made as to any players playing time. 3.2.2 Absences Players are expected to attend every practice and every tournament. Any player who will be absent from a practice or tournament must make reasonable efforts in advance to notify the coach of the absence and the reason for it. A player who will miss a tournament is expected to attend all practices leading up to that tournament out of respect for her teammates and coaches. Additional expectations may be established by a player s coach. The result of not following these policies may be a reduction of playing time or other disciplinary action, as determined by the coach. Excused absences will not result in disciplinary action, although a coach may reduce playing time (e.g., not start a player) for any player who misses a practice or tournament for any reason. 3.2.3 Conditioning Each coach will establish and conduct sound training rules, warm-ups, practices, and scrimmages with objective and purpose. 13

3.2.4 Conduct and Sportsmanship Each player and her parent/guardian will read and sign the code of conduct for USA Volleyball. This code will be enforced. Any code violations by a player or parent occurring off the court will be managed by a ruling involving the Club Commissioner, Age Group Commissioner, and President. Any code violation occurring on the court will be managed by the player s coach. CVC holds our players and parents to the highest standard of conduct and sportsmanship (Section 9) 3.2.5 Uniforms The Executive Board will make the final approval of the club uniforms. Uniforms (whole or part) may not be changed/altered or added to/deleted in any way, without the written approval of the Executive Board. All teams will have the same required uniforms, which must comply with USA Volleyball regulations. A team can only consider an approved option if the parents are informed of the additional cost and have voted unanimously. Each player will receive an order form on which the required items and the approved options will be listed. The cost of the uniform is not in the budget and must be paid for before ordering. 3.2.6 Practices and Cancellations Regular evening practices will end by 10:30 PM on school nights. Every effort will be made to arrange early practice times with consideration to the younger age groups. If the Howard County Snow Emergency Plan is in effect two hours before practice, then practice is canceled. 3.2.7 Tournaments Within two weeks of the first practice, the CVC website will list the tentative schedules and their expected dates. Some overnight tournaments may not be listed in the budget. This means that the parents/players must fund the entire trip, including but not limited to, chaperones, coaches, travel, room and board, and practices. Work teams are established by the coaches or the captains of the team with the coaches supervision. The coach is responsible for the players on the court. All overnight stays, unless in the budget (e.g., Penn State), are the financial responsibility of the player, parent/guardian. If it is a planned overnight trip teams must arrange for chaperones (coaches may not be considered a chaperone). Once a player has accepted a position on a team, she will be expected to participate in all practices, tournaments, and travel as decided upon by the team/parents and as identified in the player-parent agreement for her team. Players and their families have made a season-long commitment to their teammates, coaches, and CVC. 14

3.3 PLAYER MOVEMENT AFTER TEAMS ARE NAMED Once teams have been named, players should not expect to be moved from one team to another unless a formal decision process has been followed. The decision to move a player to another team must be initiated by either team s head coach, reviewed initially with the Technical Director, and then be reviewed, prior to a final decision being made, with the parents, a designated Board member, and the coach who stands to lose a player. Final decisions to move a player require the parents consent but are made/approved by the Technical Director. CHRVA regulations also will be followed. Disputes between two head coaches will be resolved by the Club Commissioner. Generally, the decision to move a player will be motivated by the following circumstances: Injury to (not absence of) a player whose loss to her team due to injury substantially prevents that team from competing according to its mission in CVC, and whose place on the roster, whether short-term or for the rest of season, cannot be filled as well by a current member of the team, or absences due to illness or other reasons which prevent a coach from fielding a team at a tournament, in which case players from other teams, including lower age groups, may be moved to the team on a temporary basis. Absences caused by players unexpectedly leaving their teams during the season generally will not be grounds for moving players from other teams, unless there is unanimous agreement of all parties involved. 3.4 PLAYER MOVEMENT FOR POST-SEASON TOURNAMENTS For post-season tournaments (i.e., after East Coast Championships), coaches may fill available roster spots caused by player attrition by taking players from other CVC teams, or from other clubs. Coaches will be expected to look within CVC first, and to take CVC players who will contribute to the team consistent with its mission in CVC, before selecting players from outside CVC. Players may not be moved from teams, or practice with two teams before the end of the player s original team s season, unless approved through the decision process identified in Section 3.3 above. 3.5 DRIVING TO TOURNAMENTS Tournament play requires long hours of both physical and mental exertion and the location of many tournaments can be hours away. Therefore, it is recommended that a CVC player s parent/guardian and/or an adult drive the player to tournaments. (An adult is defined as anyone twenty-one years of age or older). It is further recommended that CVC players never drive a vehicle to or from a non-local tournament. 15

3.6 PLAYER DEVELOPMENT 3.6.1 Clinics In addition to regular clinics held during practice by the Technical Director, CVC may endeavor to hold clinics for each position (hitter/blocker, setter, passer). Whenever possible, the clinics will be directed by college coaches or recently graduated college players at the positions being taught. 3.6.2 Skill Evaluations In addition to routine feedback by coaches throughout the season on player performance, an evaluation form will be provided to each player at the end of the team s season. The purpose of this evaluation is to assist the player to realize her maximum potential by identifying her strengths and areas for improvement.camps The CVC accumulates information on a large number of volleyball camps in the region. Information on these camps will be posted on the CVC website or directly to the players through their Team Representatives. CVC sponsored camps will also be advertised both internally to CVC members and externally to the public for participation. 3.6.3 Youth National Team Tryouts USAV sponsors tryouts for the Youth National Team at several different times and places during the season, at least one on the East Coast. Thirty-three players from across the country are selected to attend the one week national tryouts in Colorado Springs at the Olympic Training Center. On the average, only one player from the East Coast tryout will be selected to attend the national tryouts, but the regional tryout is an excellent training and exposure opportunity, and CVC usually encourages several players to attend these tryouts at their own expense. 3.6.4 Recruiting Assistance One of the objectives of CVC is to give players the maximum opportunity to obtain college volleyball scholarships. In this regard, CVC provides for instruction in the rules for NCAA recruiting and on writing letters to college coaches. In addition, CVC may assist in videotaping players for creating recruiting videos as requested. Parents should be aware of the current NCAA rules. Additional guidance for pursuing a scholarship can be found on the web site. 3.6.5 NCAA Initial-Eligibility Clearinghouse The NCAA requires that student-athletes who want to participate in Division I or Division II sports in college be certified as academically eligible. To be certified, the student-athlete must graduate from high school and meet NCAA requirements 16

(www.ncaa.org). This information is reported by the student-athlete and her high school on a Student Release Form. These should be available from any high school counselor and should be submitted, along with the required fee, through your high school by August 1 of your senior year. College coaches access your information through a national Clearinghouse office. 4. COACHING STAFF The coaching staff manages all on-court matters pertaining to player selections, practices and match play, and player conduct during tournaments. Each team has a team of coaches comprised of Head Coach / Assistant Coach or two Co-Coaches. This staff is recruited, selected and supervised by the Technical Director. Recruitment and selection of coaches occur with the assistance of a Coaches Committee composed of the Technical Director, Club Commissioner, President, and advisor(s) from a local university or college volleyball program. Individuals from the current coaching staff and/or Board also may be asked to assist. The coaching staff is supported by parents who act as Age Group Commissioners, Team Representatives, chaperones and volunteers and take responsibility for all team administrative matters such as registrations for tournaments, travel arrangements, chaperoning, etc. Coaches may request a special meeting to be held. Coaches will have their own meetings headed by the Technical Director. 4.1 INDIVIDUAL COACHING RESPONSIBILITIES Coaches make all player personnel decisions, deciding on matters such as the players to be named to their teams, positions played by individuals, lineups and rotations, playing time for individuals, practice schedules, policy on missing practices and tournaments, and player conduct at practices and tournaments. The Technical Director advises coaches on these matters and resolves issues which arise between coaches. The coaches are responsible for reading and obtaining certain familiarity with USAV guidelines and policies for coaching. These guidelines (or updates) will be distributed at the beginning of each season to all coaches. In exchange for their expenses, coaches: Conduct a minimum of two practices during each week of the season; Direct their teams at all tournaments for which the teams are eligible and funded to play; Are available for pre-season tryouts, practices as scheduled for the duration of the teams season, and any post-season tournament(s) for which their team qualifies; Supervise the conduct of team members during all practices and tournaments; and Develop work teams with certified score keepers and equitable duty 17

schedules. Coaches also must have completed at least the introductory level of coach certification (IMPACT) as well as any other requirements established by CHRVA or the county. Coaches also must make themselves available for coaches meetings, CVC-sponsored training and events such as the Annual Banquet, and participate with the Technical Director in an annual performance evaluation. Each coach must attend CVC-sponsored sexual harassment training. 4.1.1 Coach Responsibility to Parents: Demonstrate positive human relations and communication skills. Establish and inform the parent/guardian at the beginning of the season of their player s expected role on the team. Write a player evaluation at the end of the season. Share and exchange club/team information. Communicate his/her policy for tardiness or absences for practices and tournaments. 4.1.2 Coach Responsibility to Team Representatives: Demonstrate positive human relations and communications skills. Share and exchange club/team information and share any pre-game preparations (i.e. preferred eating time, amount, etc.). Assign roommates. Share desired travel destinations with Team Representative for review by the parents if applicable. 4.1.3 Coach Responsibility to Chaperones: Demonstrate positive human relations and communications skills. Share and exchange club/team information. Inform chaperone of play sites and time schedules. Inform chaperone of any rules to be enforced concerning night-time procedures (i.e., lights out). Be responsible for all players during tournament play and for work group during work time schedule. 4.1.4 Coach Responsibility for Evaluation of Players Every head coach shall fill out a Player Evaluation Form for every player on his/her team and provide a copy to the Technical Director before they will receive their final paycheck. The forms will then be provided to the players by the team coach or CVC within one week after the team s last game. A section will be provided on the form for post season play comments. Any head coach not providing the required forms to the satisfaction of the Technical Director will have his/her final paycheck 18

held up until the forms are satisfactorily submitted. 4.1.5 Coach Responsibility to the CVC Read and follow CVC Parent/Player Handbook and Policy Manual as well as the Constitution and By-Laws. Abide by the rules of the game in letter and in spirit. Respect the integrity and judgment of sports officials. Display modesty in victory and graciousness in defeat. Continuously strive for a mastery of the coaching techniques of coaching volleyball. Carry a stocked first aid kit, volleyball equipment, USAV emergency forms and registration material. Work with the Technical Director and Board in scheduling practices and tournaments for the team. Communicate with the President or Technical Director when the teams scheduled practice time will not take place. Attend sexual harassment workshop and other club clinics. With the Executive Board s approval, attend workshop and/or clinic to advance CAP level rating. Complete Impact Certification training. 4.1.6 Coach Responsibility for Player Communications Every coach shall meet with each player before their first tournament and clearly explain what the player s role is on the team and the expectation of playing time based on that role. The discussion should also include what skills the player needs to improve upon and what specific actions need to occur in order for them to continue in this role or to improve/change their role on the team or to get more playing time. Coaches will not receive their paycheck until they have met, or made a reasonable attempt to meet, with all the players on their team. 4.2 TEAM COACHES STIPEND Team coaches are paid a stipend according to a scale determined by the Executive Board, which takes into account individuals prior coaching and playing experience and their continued service to CVC. In no case, however, does a coach s stipend exceed the stipend amount indicated on the scale for his/her experience level. Each coach s beginning stipend is determined by vote of the Executive Board, acting on the recommendation of the Technical Director. Recommendations are based on the credentials of individual coaches (e.g., club and/or high school coaching experience, college or university coaching experience, playing experience, coach/referee certifications, etc.), as established through their resumes and personal interviews. 19

The coaches stipend covers pre-season through May (Penn State) receiving five equal payments during January, February, March, April and May. The team head coach and assistant coach each receive separate checks. Additional stipends for postseason practices and tournaments are paid from fees collected from those players going on post-season trips (i.e., after Penn State). Also, CVC defrays coaches expenses by offering rides to tournaments, paying some lodging fees, and reimbursing for meals at a qualifier and national tournaments. 4.3 TECHNICAL DIRECTORS STIPEND The Technical Directors is paid a stipend according to a scale determined by the Executive Board, which takes into account individuals prior coaching and playing experience and their continued service to CVC. The stipend is determined by vote of the Executive Board, acting on the recommendation of the Club Commissioner. Recommendations are based on the credentials of individual (e.g., club and/or high school coaching experience, college or university coaching experience, playing experience, coach/referee certifications, etc.), as established through their resumes and personal interviews. The stipend covers pre-season through May (Penn State) receiving five equal payments during January, February, March, April and May. Additional stipends for post-season practices and tournaments are paid from fees collected from those players going on post-season trips (i.e., after Penn State). Also, CVC defrays expenses by offering rides to tournaments, paying some lodging fees, and providing per diem for some trips. 4.4 PERFORMANCE EVALUATIONS Post season Parent Evaluation Forms are provided to parents asking for feedback on their assessment of coaches and CVC performance. 4.5 DISCIPLINARY ACTIONS Coaches may be reprimanded, suspended or dismissed for cause. Such action by the Club Commissioner may be appealed, in writing, to the attention of the President. Any such appeal would be reviewed within 30 days by the Executive Board members. At the Executive Board s option, the coach, the Technical Director and/or other relevant parties may be asked to meet with the Executive Board. All discussions and decisions will be kept confidential. 4.6 TRAINING Any clinic, approved by the Technical Director and Board, for the development of CVC coaches will be paid for by CVC as budgeted. These also include those clinics required by certain tournaments (e.g., CAP I). Coaches, who 20