Waldorf Soccer Club

Office of the Executive Board

Waldorf Soccer Club P.O. Box 314 Waldorf, MD 20604

October 1,2015

MEMORANDUM FOR WALDORF SOCCER CLUB

FROM: WALDORF SOCCER CLUB EXECUTIVE BOARD

SUBJECT: Policy Directive 2015-1, Travel Program

  1. The purpose of this policy is to ensure the travel teams representing the Waldorf SC in area travel soccer leagues are of the highest caliber possible. The Waldorf SC recognizes the need for its travel teams to be competitive when representing the Club outside of the in-house and county leagues. Additionally, the Waldorf SC recognizes its responsibility to provide players the best opportunity to compete at the levels appropriate to their skills. To be able to compete at these levels, the Club is charged with providing an avenue towards developing the individual player, both in technical level and in personal growth. Lastly, the Waldorf SC recognizes, regardless of the caliber of opposing teams or the level of competitive play; sportsmanship (players, parents, and team officials), fair play, and the well being of the player are always first and foremost.
  1. Travel Program Overview

The Waldorf SC owns the banner under which the team plays in their respective travel league. All travel teams bannered under the Waldorf SC are required to abide by all rules, policies, procedures, policy directives, and guidance set forth by the Waldorf SC Executive Board. Members of travel teams are defined as coaches, assistant coaches, team managers, and team trainers (all of which may either be paid or volunteer) and players, parents,and guardians. All travel team members must abide by this policy. All Waldorf SC Classic (RecPlus) teams are considered to be a part of the Waldorf SC Travel Program and will abide by this policy. For the purposes of this policy, Waldorf SC Classic (RecPlus) teams are considered travel teams.

  1. Communication Flow

The flow of communication is an integral piece to running a successful travel program.

Communication flow out to the teams should follow the path:

Waldorf SC Executive Board – Vice President (VP), Programs– Director of Coaching (DOC) – League Representative (may be copied if going direct to team managers/coaches) – Team Managers/Coaches – Team Parents/Players (if required).

The flow of communication from the teams should follow the path:

Team Parents/Players (if initiating) – Team Managers/Coaches – League Representative (may be copied if going direct to the DOC or VP, Programs) – DOC – VP, Travel Program – Waldorf SC Executive Board.

Travel team managers and coaches will courtesy copy the DOC and VP, Programs on all official team correspondence.

  1. Travel Soccer Year

In accordance with United States Youth Soccer Association (USYSA) guidelines, the travel soccer year is based upon a cut-off date of August 1st and is broken into three sessions, the fall session, the winter session, and the spring session.

  1. Travel Team Events
  1. Travel Team Training
  1. Individual Team Training

Waldorf SC travel teams are expected to hold individual team training sessions. These sessions are considered MANDATORY (by the Club) for team members and conflicts will be brought to and resolved by the team coach. The team coach will determine practice dates, times, and locations after thorough coordination with the Waldorf SC Scheduling and Scoring Director. Rotating schedules are discouraged.

  1. Club Training

From time-to-time the Waldorf SC will direct training sessions for Club travel teams. These training sessions may (as directed by the DOC or VP, Programs) be MANDATORY for travel teams.[R1][UJ[2]

  1. Travel Team Games at the Bryantown Sports Complex

All spectators must observe the game from behind the spectator stand-off line. The spectator stand-off line will be three yards from the touch line. The purpose of this line is to protect the players, spectators, reduce potential interference with throw-ins, and enable better field visibility for both spectators and Assistant Referees.

  1. Travel Team Tournaments

Waldorf SC travel teams are encouraged to participate in soccer tournaments. Prior to selecting the tournaments for the coming soccer year, the coach, in concert with the DOC and the VP, Programs[R3][UJ[4], will select which tournaments the team will register. Tournament selection will be based upon team skill level and competitiveness of available tournaments. Tournament participation is an opportunity to gauge the skill level of the team (against teams from across the nation) and to advance the name of the Waldorf SC.

  1. Club Meetings

Throughout the course of a soccer season, the Waldorf SC will hold travel team meetings for managers, coaches and sometimes the parents. These meetings are considered MANDATORY and travel teams (including sit-out teams) will provide a presence at each meeting. Failure by a travel team to provide a presence at any meeting will result in a warning for the first offense and then a $100 fine to the team for each subsequent offense (there will not be a reset each year), payable immediately.

  1. Winter Futsal Program

In general, all Waldorf SC travel teams will participate in the winter futsal program, which is included in the team's travel fees. Exceptions will be reviewed on a case-by-case basis by the DOC and/or the VP, Programs[R5][UJ[6].

Please note any additional tournaments or events such as futsal state cup, etc. Will be paid for separately by the participants. Approval for these tournament teams must go through the DOC and VP Programs.

[R7]

  1. Transportation Considerations

Parents and Team Officials are expected to counsel players, who are of legal driving age and properly licensed, on the expectations regarding safety, common sense, and behavior while operating motor vehicles to and from tournament, game and practice sites. Players will take into consideration their current physical, mental, hydration, nutrition and fatigue state before stepping behind the wheel. Parents are also expected to take into account these factors before allowing their children to step behind the wheel.

  1. Travel Team Head and Assistant Coaches
  1. Travel team coaches (head and assistants) will fully comply with the Constitution, By-Laws, policy directives, rules and governing regulations of the Waldorf SC, and the league with which their team is affiliated with, at all times.
  1. The DOC, at his/her discretion, may bring forth prospective coaches to the Waldorf SC VP, Programs[R8][UJ[9]for his/herapproval. In case of disagreement, the President may become involved.
  1. Coaches not brought forth by the DOCunder paragraph 6.b(or those reapplying on a yearly basis) shall apply for positions in the travel program, either electronically or in writing. The following is applicable to head coaches and assistant coaches.
  1. The deadline for applying for coaching positions in the fall session travel program shall be submitted not later than May 1stof that calendar year (as it relates to the fall session year). Submissions after May 1stwill be considered on a case-by-case basis.
  1. The deadline for applying for coaching positions in the spring session travel program shall be submitted not later than October 15th of the previous calendar year (as it relates to the spring session year). Submissions after October 15th will be considered on a case-by-case basis.
  1. Applications are to be submitted to the DOC. Applications may be found on the Club website ( [R10][UJ[11]
  1. The Waldorf SC reserves the right to contact the applicant’s previous organizations and references to validate all declarations.
  1. Prospective and current travel team coaches will fully disclose to the DOC and VP, Programs[R12][UJ[13] all terms of additional coaching or training, both within and outside the Waldorf SC.
  1. The President, in coordination with the Treasurer, [R14]is responsible for informing the applicant, in writing, of the hiring decision no later than one week after the final decision is made.
  1. During the coach selection process, travel team coaches will be designated as “Orange”, “Black”, and “White” team coaches when more than one team represents Waldorf SC in a respective age group. Travel team names will be based upon the approved naming convention as determined by the Waldorf SC Executive Board.
  1. All named head and assistant coaches will submit to a background security check performed by the National Center for Safety Initiatives. This check shall remain valid for a period of two years and will then need to be renewed. Coaches receiving unfavorable results on their background security check will be dismissed from their duties. Each team is authorized one carded head coach and one carded assistant coach and, therefore, authorized one background security check for each of these individuals, paid for by the Club. Any other assistant coaches must be approved by the DOC or VP, Programs[R15][UJ[16][R17]. Additional background security checks for these additional assistant coaches will be required and paid for by the team.
  1. A travel team coach may not be a named team official,or participate in any other formal capacity (i.e. trainer), of any more than two teamsconcurrently (in any recognized national- or state-sponsored league or recreational league). Further-more, named team officials will not be affiliated with consecutive age groups of the same gender. Example: A team official may not be anamed team official for both a U10 and a U11 boy’s team. They may, however, be a team official for a U9 and a U11 boy’s team or a U9 boy’s team and a U9 girls’ team.[R18][UJ[19][R20]
  1. A high school coach will not serve as a Waldorf SC travel team coach where a majority of the players of that travel team are also players for the coach’s high school team. This presents a conflict of interest and may cause undue pressure on the players or parents. Reference applicable state high school athletics guidelines for more information.
  1. Maryland State Youth Soccer Association (MSYSA) guidelines mandate all travel head coaches have an “E” license. All Waldorf SC travel coaches will obtain an “E” license(this includes both head coaches and assistant coaches). Any team official acting in the capacity of a coach is also required to obtain an “E” license. Head coaches in the U14 and higher divisions will obtain the “D” license (state or national). All travel team coaches shall continue to further their soccer education by pursuing additional coaching licenses to at least the “D” level. Attending coaching seminars and clinics is also recommended and highly encouraged (team official will not be reimbursed). The Waldorf SC will reimburse those team officials (from Waldorf SC only) who successfully complete an accredited licensing course (to the “C” level only) and provide the appropriate course completioncertificate as proof of passing. Coaches desiring to complete their “B” or “A” level credentials should petition the Executive Board for approval through the DOC. Reimbursement must be requested within 30 days of receipt of course completion certificate. Reimbursement is for the tuition only and not travel, lodging, gas, or other incidental expenses. For each license the Club funds for a coach, said coach will coach in Waldorf SC for an additional two years unless said coach is removed by Waldorf SC from duties or other significant events preventing the official from returning to Waldorf SC. Buying out of this time owed is not permitted.
  1. Travel team coaches (and other team officials) may be removed from their position by Waldorf SC Executive Board for cause (i.e. inappropriate behavior towards a minor, felonies, embezzlement, etc).
  1. Travel team coaching positions(head and assistant) are NOT automatically renewed after each soccer year. Reference paragraph 6.c for application requirements. All travel team coaches, regardless of their current or past positions, will be evaluated on a continual, annual basis by the DOC. A feedback session will be accomplished with the DOC prior to the springtravel meeting.
  1. All travel team head coaches and trainers must maintain a signed contract with the Waldorf SC Treasurer. A copy of the signed contract will be maintained with the President andthe DOC,, prior to the beginning of the soccer season (and amended as required throughout the year). The contract [R21][UJ[22]consists of but is not limited to:
  1. Coaching responsibilities, including the requirement to be familiar with and comply with the rules of the game, the Constitution, the By-Laws, and the governing policies of the Waldorf SC and the designated travel league;
  2. All financial gains from the positionoccupying (fees, tournaments, etc.);
  3. Tournament responsibilities; and
  4. Practice schedule – days, times and field.
  1. The travel team head coach will provide a copy of any lesson plan requested by the DOC within 48 hours of the request.
  1. In order to maintain consistent documentation of players’ performance, the travel team head coach will provide individual player evaluations to the DOC within 48 hours of request. These evaluations will serve as valuable input during the try-out process.
  1. Team Manager Responsibilities
  1. Overview

The Team Manager is a vital team official as he/she accomplishes the coordination and organization of team affairs. The team manager serves as the main point of contact for all non-coaching, administrative team affairs. The team manager works closely with the respective team's head coach and various elements of the Waldorf SC to ensure a well-organized and properly managed team.

  1. Resource Requirements

The team manager should have e-mail and internet access, a cell phone, good written and oral skills, competent computer skills,and good organizational skills. Team managers will be charged with protecting player’s and team official’s personal information.

  1. Background Security Checks

The team manager will submit to a background security check performed by the National Center for Safety Initiatives. This check shall remain valid for a period of two years and will then need to be renewed. Team managers receiving unfavorable results on their background security check will be dismissed from their duties. Each team is authorized one team manager and, therefore, only one background security check is authorized for that team manager and will be paid for by the Club.

  1. Registration

Upon completion of the Club’s travel team try-outprocess, the team manager will compile and organize all registration materials. The team manager will ensure each player/parent is provided a copy of the MSYSA Player Rights and Obligations prior to the commencement of each soccer year, or when players are added during the course of a soccer year. After this has occurred, the team manager will finalize the paperwork process and meet with the Club’s League Representative the team is affiliated with. The league representative and the team manager will quality control the package and ensure corrections are promptly made. If there are no corrections, the team manager will deliver the registration package to the Associate State Registrar, of the League in which the team participates, for processing.

  1. In-Season Changes

All requests for player additions or transfers must go through the DOC and the VP Programs[R23][UJ[24]. When a player requests a release from a team, the player must complete anMSYSA Player Status Form.Deliver the original team roster and the original player status form plus two copies to the assigned MSYSA registrar for the league in which the team is affiliated. Players who request to be released from the team should not be left on the roster.

  1. Scheduling

The team manager, at the direction of the head coach, ensures the team has a master schedule of team events available to each member of the team and ensures updates are forwarded in a timely manner. For teams playing in the National Capital Soccer League (NCSL) and Washington Area Girls Soccer League (WAGSL) the team manager will coordinate with the head coach to pick up the information packet from the Club’s league representative. Team managers of Baltimore Beltway Soccer League (BBSL) teams and teams of other sanctioned leagues will coordinate with the head coach as to who will attend the meetings to register the team and pick up information packets from the league.

  1. Contact

The team manager serves as the primary point of contact for all information and general communications from the Waldorf SC. The team manager will be listed in the travel team pages on the Club website. The team manager shall keep a current contact listing of all team players and parents and notify the DOC and VP Programs[R25][UJ[26]with any updates. The team manager shall ensure all necessary communications get distributed to all team members. This includes a) Information from the Waldorf SCExecutive Board and the DOC; b) Relevant communications from the team’s league office; and c) Relevant information regarding practices, games, and tournaments (game schedules, times, locations, directions, and hotel information).