Adopted January 29, 2011
These Regional Guidelines have been approved by the American Youth Soccer Organization (AYSO) pursuant to the authority granted in AYSO National Bylaw Section 1.03 (a) (6) to provide guidance to the Region in its organization and operation.
Under AYSO National Bylaw Section 1.04 (l) and National Policy Statement 6.1, the Region has the responsibility to operate in accordance with these Regional guidelines which have been approved by the Area S Director and Section 2 Director, and the NSTC.
These Regional Guidelines are subject to AYSO’s Articles of Incorporation, National Bylaws, National Policy Statements, National Rules and Regulations, Section Rules and Regulations, and Area Guidelines (AYSO’s “operating regulations”). Copies of these documents will be made available by the Region upon request and are hereby incorporated by reference as a part of these Regional Guidelines. These Regional Guidelines are meant to enhance and to conform to the operating regulations. To the extent that there may be any contradiction or conflict among these documents, the operating regulations shall prevail.
These guidelines must be made available upon request to the members of the Region pursuant to AYSO Bylaw 1.04 (l). The Regional Guidelines will be posted on the Region 149 website.
All topics upon which these guidelines are silent shall be governed by the provisions of the current version of the AYSO Reference Book.
The AYSO Mission is to develop and deliver quality youth soccer programs where everyone builds positive character through participation in a fun, fair, safe, family environment based on the AYSO philosophies:
Everyone Plays - Our Region’s goal is for kids to play soccer - so we mandate that every player on every team must play at least half of every game.
Balanced Teams - Each year we form new teams as evenly balanced as possible - because it is fair and more fun when teams of equal ability play.
Positive Coaching - Kids win when they are built up, not when they are torn down! We train and encourage our coaches to make the extra effort to understand and offer positive help to our players, rather than negative criticism.
Open Registration - Our program is open to all children between 4½ and 18 years of age who want to register and play soccer. Interest and enthusiasm are the only criteria for playing.
Good Sportsmanship - We strive to create a positive environment based on mutual respect, rather than a win-at-all-costs attitude, and our program is designed to instill good sportsmanship in every facet of AYSO.
Player Development - We believe that all players should be able to develop their soccer skills and knowledge to the best of their abilities, both individually and as members of a team, in order to maximize their enjoyment of the game.
The core values guiding AYSO are:
·Fun for all!
·Education for all!
·Ethics for all!
·Accessible to all!
The AYSO mission is accomplished by providing these essential services:
·Coaching and referee programs including quality delivery systems
·Quality administrative and operating systems with a support network
·Strong financial position
·Special network for volunteers, supported by a national staff
·Program research and development
The duties and responsibilities of the Region shall be, to the extent permitted by its size and available resources:
1.To operate and offer a quality youth soccer program to all youth from 4½ through 18 years of age in a safe, fun, fair, positive environment that complies in letter and spirit with the Bylaws, policies, rules, regulations, and philosophies of AYSO;
2.To maintain good community relations and become involved in youth development and other community activities;
3.To register with the National Support & Training Center (NSTC) all participating players, coaches, referees and where appropriate, administrators, prior to the commencement of the season;
4.To assign players and coaches to assure proper balance of teams within each age division within the Region or within a reasonable part thereof;
5.To obtain and maintain safe playing facilities;
6.To obtain and be accountable for uniforms, balls, goals and other equipment and to use such equipment in a safe manner;
7.To schedule practices and games;
8.To recruit and assign volunteer coaches and referees, and train them through clinics and audio/visual programs;
9.To disseminate information to the participants, their families and the community concerning the Region and its programs;
10.To recognize volunteer efforts;
11.To hold periodic meetings of the Regional Board and disseminate to the participants, their families and the community appropriate information concerning the operation of the Region by the Board;
12.To comply with AYSO policies and procedures relating to financial matters; including:
a.To publish for the Region and the National Support & Training Center (NSTC), and make available to the participants and their families at least annually, financial statements of the Region; and,
b.To collect and disburse fees and other monies for the sound financial organization and operation of the Region, to keep and submit to the NSTC, as required, accurate financial records to insure continuation of the tax exempt status of AYSO; and,
c.to participate in the National Accounting Program; and,
d.to pay the NSTC the national player fee and all amounts due with respect to the Region’s purchases from the NSTC within the payment guidelines established by the national treasurer.
13.To elect or appoint, at a minimum, a Regional Commissioner, Treasurer, a Registrar, a Secretary, a Risk Manager/Safety director, a Coach Administrator, a Referee Administrator, and a Child and Volunteer Protection Advocate (CVPA);
14.To comply with the Soccer Accident Insurance (SAI) plan and to submit insurance claims according to current procedures;
15.To notify the NSTC immediately of any potential or actual financial irregularities or losses or any threatened or actual claim or lawsuit against the Region, its participants, or AYSO;
16.To cooperate with neighboring Regions, and Area, Section and development personnel, to promote growth, development and cooperation throughout AYSO;
17.To participate in Area, Section and National events and programs; and
18.To cooperate in policies and procedures developed by the AYSO Board or the NSTC with respect to requiring each coach, referee, and other designated volunteers to complete a volunteer form, and with respect to verifying the information obtained, before permitting the coach, referee or such volunteer to participate.
1.There shall be three kinds of members in the Region:
a.AYSO EXECUTIVE MEMBER: The duly nominated and approved Regional Commissioner shall be the Region’s executive member as long as the individual holds that position. Pursuant to AYSO National Bylaws Section 3.03, the Regional Commissioner may not hold more than one executive membership position within AYSO. Executive membership positions shall not be transferable.
i.All youth who exhibit a sincere interest in soccer and who have become registered as a participating player pursuant to the Rules & Regulations of AYSO.
ii.All Region volunteers, other than executive members, who become registered with AYSO, including, but not limited to, all regional administrators, coaches, and referees.
c.HONORARY MEMBERS: those other persons to whom the Regional Executive Board grants membership to recognize a contribution of value to the Region or to express its gratitude.
2.No one will be considered a participating member unless and until an Application is submitted to the Region using the appropriate forms prescribed by AYSO and the application is accepted and entered into the AYSO business system by the Region.
3.The names, addresses and telephone number of all members of the Region, as well as the information contained in the AYSO Executive Member Directory or any AYSO database, are private and confidential. Such information and mailing lists or access to any AYSO database may not be disclosed or distributed to anyone, including any vendor or sponsor, without the prior written approval of the National Executive Director. Any lists of players or volunteers needed by members to execute their duties shall be treated as confidential.
4.Region 149 will not sell labels for outside distribution.
5.The purpose of the team packets is for internal AYSO communication. No information from any outside organizations will be placed in Region 149 team packets for dissemination to players and/or their families without specific prior approval by the Executive Board.
1.The Regional Executive Board shall conduct the business and affairs of the Region.
2.VOTING & VETO POWERS: Unless otherwise specifically provided by these guidelines, all decisions of the Regional Board shall be made by a majority decision of the Executive Board Members voting on any such matter; provided, however, that the Regional Commissioner may veto any such decision if the effect of such decision would be to violate any of the National operating regulations. Such veto may be reviewed by the Area Director (the "AD") on request by a 1/3 vote of the Executive Board Members voting on such matter. By a 2/3 vote of the entire Regional Executive Board, any issue may be put to the participating members of the Region, subject to fair and reasonable voting procedures to be adopted by the Regional Executive Board.
3.MEETINGS: The Regional Executive Board shall fix the time, date and place of each regular meeting of the Regional Board and post that information on the Regional website at least three (3) weeks prior to each meeting. In addition, the Regional Commissioner, the Regional Secretary or 1/3 of the Executive Board Members may call a special meeting of the Regional Board on three days' prior notice stating the purposes of such meeting, which notice may be given in writing, by telephone, by email or in person. A majority of the Executive Board Members shall constitute a quorum for the purpose of holding either a regular or special meeting. It shall be the policy of the Region to hold at least one Board meeting in each month during the soccer season and at least one every two months. The Regional Board shall provide for the taking of minutes of the proceedings at each meeting and make them available to the members of the Region. Minutes of each Board Meeting shall be posted on the Region 149 website within 10 days of the meeting (here). All Regional Board meetings shall be open to all participating members unless the Regional Executive Board or Regional Commissioner, or his/her designee, determines that it is necessary to hold an executive session. An “executive session” is permitted only to review personnel matters, disciplinary matters, or legal matters, and should not be used where a vote upon any issue involving the affairs of the region is taken.
4.APPOINTMENT OF BOARD MEMBERS: The Board Members shall be appointed annually by the Regional Commissioner on the recommendation of the Nominating Commission and with the approval of a majority of the outgoing Regional Executive Board (if any), to hold office for twelve months or until their successors shall have been duly appointed. At least two months prior to the Annual Meeting, the Regional Commissioner shall appoint a Nominating Commission consisting of Executive Board Members and a reasonable number of persons who are not members of the Executive Board, but not less than three in number. Such Nominating Commission shall recruit and recommend board members for the next twelve months and to accept other names of persons to be considered by the Regional Executive Board for such positions. The Nominating Commission shall also publicize to the participating members of the Region the Regional Board positions to be voted upon. Regional Board members need not be parents of players in the Region. This inclusive and democratic process should be followed any time there are board positions to be filled.
5.The Regional Executive Board shall constitute a Nominating Commission at least three months, and preferably six months, before the expiration of the Regional Commissioner’s term, or whenever there is a vacancy in the Regional Commissioner position due to death, resignation or removal. Such Nominating Commission may be the same Nominating Commission appointed pursuant to the preceding paragraph. The Nominating Commission shall submit its recommendations of one or more candidates for the position of Regional Commissioner to the Regional Executive Board. The Regional Executive Board shall, by a majority vote, nominate a Regional Commissioner and forward such nomination to the Region’s Area Director as directed by National Bylaw Section 7.03. In the absence of a Regional Executive Board, or in the absence of a nomination by a majority of the Regional Executive Board, the Regional Commissioner will be nominated by the Region’s Area Director. A nominee for Regional Commissioner is subject to approval of the area director, section director and national board of directors and is effective only upon approval of the National Board of Directors. The National Board of Directors has full discretion to approve or disapprove a nominee for a term of three years or for a shorter period as it sees fit.
6.In the event of a vacancy in the position of Regional Commissioner other than at the expiration of the regular term, the Regional Executive Board, including (if available) the outgoing Regional Commissioner, shall recommend an interim Regional Commissioner and submit such recommendation to the Area Director. The interim successor shall remain in office until the completion of the election procedures in paragraph 5.
7.The Regional Commissioner shall serve a term subject to the terms of approval set forth by the National Board of Directors (see paragraph 5). The Regional Commissioner may serve multiple terms so long as he or she is nominated and appointed as indicated above.
8.It is the general policy of the Region that the Regional Commissioner will have normally served at least one year on the Regional Board before serving as Regional Commissioner.
9.It is the general policy of the Region that the Regional Commissioner not serve as a coach or assistant coach, nor hold any other board or staff position in the Region, except with the approval of the Regional Executive Board. Where the Regional Commissioner or other Executive Board Member also serves as a coach or assistant coach, the Regional Executive Board shall, at a minimum, adopt special procedures to insure that decisions affecting the regional commissioner or board member acting in such other capacity are made by other, disinterested Executive Board Members. The Regional Commissioner shall act in all other ways to avoid the appearance of a conflict of interest.
10.No Board Member or any other participant in the Region shall receive monetary or other compensation for his/her services to the Region, nor may he/she use his/her position to benefit him/her directly or indirectly in any other way, such as a supplier of equipment or camp programs to the Region. Nothing in this paragraph prohibits any Regional board or staff member, or Regional volunteer, from being reimbursed for his or her out-of-pocket expenses incurred for work on behalf of the Region with the approval of the Regional Executive Board.
11.Any vacancy on the Regional Board may be filled by a majority vote of the then remaining Executive Board Members, though less than a quorum, and the person filling such vacancy shall serve until the next Annual Meeting and until his/her successor has been duly appointed.
12.Any Board Member (except the Regional Commissioner) may be removed in accordance with Article Nine, paragraph 4 of these Guidelines. The Regional Commissioner may be suspended by the Area Director or the Section Director and suspended or removed only by the National Board of Directors in accordance with Sections 3.07 and 7.03 of the National Bylaws.
1.The Regional Executive Board shall consist of the Regional Commissioner, the Assistant Regional Commissioner, the Regional Treasurer, the Regional Risk Manager/Safety Director, the Regional Coach Administrator, the Regional Referee Administrator, the Regional Child and Volunteer Protection Advocate (CVPA), the Regional Registrar, and the Regional Secretary.
a.The Regional Executive Board may create, designate, appoint, or elect such other non-voting board, or non-voting staff positions including Regional Coach Instruction Coordinator, a Referee Instruction Coordinator, a Referee Assessment Coordinator, Division Coordinators, a Playing Fields Coordinator, a Youth Player Representative, a Public Relations Coordinator, a Sponsor Coordinator, a Purchasing Coordinator, Special Events Coordinator, Volunteer Recruitment and Development Coordinator, and such other positions as the Regional Board may from time to time deem desirable.
b.In addition, there may be such members-at-large as the Board shall create.
c.All members of a regional board understand and agree that they are fiduciaries of, and owe a duty of loyalty to, AYSO, and agree to be bound by its Bylaws, Policies, Rules and Regulations. Region 149 Board Members’ attendance at their own family member(s) game takes precedence over regional duties on game day.
2.Position descriptions for all positions may be found and downloaded from the AYSO Web site, or by contacting the Safe Haven Office at the National Support & Training Center (NSTC). Every volunteer should have a copy of their position description, and current copies should be kept in the region for succession planning purposes. Volunteers should use their AYSO position description as a guide for their duties and activities, and their responsibilities to the Region. If a position is created for which no description has been provided by NSTC, the Regional Executive Board shall create an appropriate position description and publish it on the Regional website.
3.All Officers and volunteers should attend and complete all training appropriate to their position.
4.A brief and general overview of the duties and responsibilities of the region’s officers follows:
Regional Commissioner: The AYSO volunteer position of Regional Commissioner shall have the responsibility and the authority to manage the day-to-day business of the Region as described in Article III of these Guidelines, within the framework of the AYSO operating regulations and these Guidelines.
Assistant Regional Commissioners: Each AYSO volunteer position of Assistant Regional Commissioner, if any, shall perform such duties as may be delegated to the Assistant Regional Commissioner by the Regional Commissioner and, in his/her absence, shall perform the duties of the Regional Commissioner on behalf of the Region.
The Regional Treasurer: The AYSO volunteer position of Regional Treasurer is intended to have custody of all funds, securities, evidence of indebtedness and other valuable documents, and shall deposit funds and securities in the name and to the credit of the Region in a bank or depository
The Regional Risk Management/Safety Director: The AYSO volunteer position of regional risk management/safety director is intended to be responsible for all aspects of the region’s safety and oversee the equipment, nets, fields, and clean-up for fields of the region.
The Regional Coach Administrator: The AYSO volunteer position of Regional Coach Administrator is intended to administer a quality coaching program within the Region.
The Regional Referee Administrator: The AYSO volunteer position of Regional Referee Administrator is intended to implement, monitor, and maintain the AYSO National Referee Program including program delivery, staff development, communication, and coordination at the regional level.
The Regional Child and Volunteer Protection Advocate (CVPA): The AYSO volunteer position of regional Child and Volunteer Protection Advocate (CVPA) is responsible for planning and implementation of the annual registration of all volunteers and to oversee the child and volunteer protection program in the region in accordance with the AYSO Safe Haven program. Additional duties and responsibilities of the CVPA are included in the Safe Haven and Volunteer Application policies appended to these Regional Guidelines.
The Regional Secretary: The AYSO volunteer position of Regional Secretary shall take minutes at all meetings of the Regional Board and general meetings of the Region and shall be charged with sending out all general correspondence and notices for the Region. The Regional Secretary shall be responsible for publishing the minutes to the Regional Board and for sending a copy of the minutes to the Area Director after they are approved. A copy of the approved Regional Board meeting minutes, excluding those items pertaining to an Executive Session, will be posted each month on the Region 149 website. The Regional Secretary shall ensure that these Regional Guidelines are reviewed annually and a copy is permanently posted on the Region 149 website. (here)
The Regional Registrar: The AYSO volunteer position of Regional Registrar is responsible for planning and implementation of the annual registration of all players and, if CVPA trained and certified, of volunteers.
The Regional Executive Board may, when determined appropriate or necessary due to the Region’s size or geography, appoint additional non-voting Board Members including, but not limited to, the following:
Coach Instruction Coordinator: The Coach Instruction Coordinator implements, monitors, and maintains the AYSO Coach Training Program at the Regional level. The Regional components are the annual orientation of all coaches and assistant coaches, the Region’s Coaching Certification and Licensing Programs, and all AYSO training and clinics for coaching staffs up to and including the Youth Coach Course. The Regional Director of Coach Instruction obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Coach Instruction works together with the Area Director of Coach Instruction to meet the ongoing training needs of the Region’s coaches and assistant coaches.
Referee Instruction Coordinator: The Referee Instruction Coordinator shall implement, monitor, and maintain the AYSO Referee Training Program at the Regional level. The Regional components are the Regional Referee Course and the Assistant Referee Training Course. The Regional Director of Referee Instruction obtains the course guides from AYSO NSTC or area staff; sets up orientations, clinics and training; and obtains qualified instructors to teach. The Regional Director of Referee Instruction works together with the Area Director of Referee Instruction to meet the ongoing training needs of the local referees, assistant referees and youth referees.
Referee Assessment Coordinator: The Referee Assessment Coordinator shall implement, monitor, and maintain the AYSO Assessment Program at the Regional level. The main Regional component of such program includes arranging with the assistance of the Area Director of Referee Assessment for the assessments of Regional referees seeking improvement and upgrade to a higher certification level. The Regional Director of Referee Assessment shall also establish an ongoing Observer-Friend Program to provide for mentoring of new referees by experienced referees.
Girls’ Coordinator: The Girls’ Coordinator shall serve as a liaison between the Board, the Regional Registrar and the Girls Division Coordinators, oversee the operation of all girls’ divisions, and manage the placement of the girls into balanced teams.
Boys’ Coordinator: The Boys’ Coordinator shall serve as a liaison between the Board, the Regional Registrar and the Boys Division Coordinators, oversee the operation of all boys’ divisions, and manage the placement of the boys into balanced teams.
Division Coordinators: The Division Coordinators, if any, shall serve as a liaison between the Girls and Boys Coordinators and the Coaches within their division. The Division Coordinators shall be responsible for the formation and operation of their respective divisions, by assisting the Boys and Girls Coordinators with the placement of the players into balanced teams, and placement of late-registering players on teams, coordinating such placements with coaches and parents, or notifying such players and parents and the Registrar that no more openings exist within the division. The Division Coordinators shall report all changes in player placements in a timely manner via email to the Data Manager, so appropriate changes can be made within eAYSO.
Team Parent Coordinator: The Team Parent Coordinator, if any, shall serve as a liaison between the Regional Commissioner, Regional Coach Administrator and other Regional board and staff members and the individual Team Parents. The duties of the Team Parent Coordinator may include distributing information to the coaches, players and families of AYSO players through the individual Team Parents, and assisting Regional Board and staff members distribute team and individual photos, fundraising materials and awards or certificates to the players.
Youth Player Representative: The Youth Player Representative, if any, must be a registered AYSO player within the Region and shall attend meetings of the Regional Board of Directors to provide the viewpoint and insights of the players of the Region and represent the players on matters being discussed by the Executive Board.
Fundraising Coordinator: The Fundraising Coordinator, if any, shall serve as a liaison between the Regional Commissioner, the Division Coordinators, if any, and the Team Parent Coordinator, if any, with the vendor providing fundraising products or services for the planning and implementation of any Regional fundraising activities outside of sponsorships and registration fees. The Fundraising Coordinator shall also supervise the collection of any fundraising monies and transfer the same in a timely fashion to the Regional Treasurer, and the collection and return of any unsold fundraising products to the vendor providing such products. The Fundraising Coordinator shall be responsible for obtaining information about, and for compliance with, any and all local laws or regulations which may be applicable to the Region’s fundraising activities.
Director of FLEX Programs: The Director of FLEX Programs, if any, shall be responsible for working with the Regional Commissioner and the Regional Board in the planning, implementation and supervision of participation in Regional tournaments, soccerfests and other concurrent and post season play opportunities for Regional players outside the primary regular season program. The Director of the FLEX Programs oversees the creation and administration of all FLEX programs and recruits, trains, and monitors the activities of FLEX program coordinators. FLEX programs include (a) the VIP program, (b) 5-a-side, (c) Progressive (EXTRA), (d) Indoor, and (e) all Tournaments.
VIP Program Coordinator: The VIP Program Coordinator, if any, shall serve as a liaison between the Regional Commissioner and the parents or guardians of children eligible to play in the Region’s or Area’s VIP program for special children with physical or mental disabilities or challenges. The VIP Program Coordinator’s responsibilities shall include the supervision of the division of the VIP players into balanced teams, and the arranging and scheduling of practices and games for such VIP play. A complete list of all players, volunteers and team assignments shall be provided to the Data Manager for registration verification at least one week prior to the first practice or game.
Indoor Soccer Coordinator: The Indoor Soccer coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the Facilities where AYSO players may play off-season soccer indoors, and oversee the registration of players, scheduling of games, collecting of fees, recruitment of coaches and referees, and other duties as needed to provide a venue for the players. A complete list of all players, volunteers and team assignments shall be provided to the Data Manager for registration verification at least one week prior to the first practice or game.
Girls Progressive Play (EXTRA) Coordinator: The Girls Progressive Play Coordinator shall serve as the liaison between the Regional Board and Girls Progressive Play participants, overseeing the Girls Progressive Play program, including: advertising, the recruitment of coaches and referees, registration of players, girls Progressive Play team formation as per AYSO Guidelines, collection of Regional team fees, and other duties as needed to provide a Progressive Play (EXTRA) venue for the players. The Coordinator also ensures that each Girls Progressive Play team coach provides a complete list of all players, volunteers and team assignments to the Data Manager for registration verifications at least one week prior to the first practice or game of each season.
Boys Progressive Play (EXTRA) Coordinator: The Boys Progressive Play Coordinator shall serve as the liaison between the Regional Board and Boys Progressive Play participants, overseeing the Boys Progressive Play program, including: advertising, the recruitment of coaches and referees, registration of players, boys Progressive Play team formation as per AYSO Guidelines, collection of Regional team fees, and other duties as needed to provide a Progressive Play (EXTRA) venue for the players. The Coordinator also ensures that each Boys Progressive Play team coach provides a complete list of all players, volunteers and team assignments to the Data Manager for registration verifications at least one week prior to the first practice or game of each season.
5-A-Side Coordinator: The 5-A-Side Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the Facilities where AYSO players may play 5-A-Side soccer, and oversee the registration of players, scheduling of games, collecting of fees, recruitment of coaches and referees, advertising and other duties as needed to provide a venue for the players. A complete list of all players, volunteers and team assignments shall be provided to the Data Manager for registration verification at least one week prior to the event.
Concessions Coordinator: The Concessions Coordinator, if any, shall serve as a liaison between the Regional Commissioner and Regional Board and the vendor(s) supplying food, concessions or other products for sale at the Regional playing fields. These activities include operating a concession stand by organizing the purchase and sale of all drinks and snacks, scheduling volunteers to work in the stand, and calling to remind such volunteers a few days before their assigned time. Purchases shall be made using the Coordinator’s personal funds which will be reimbursed by the Region upon submission of receipts for the merchandise to the treasurer.
Special Events Coordinator(s): The Special Events Coordinator(s), if any, shall be responsible for organizing and running any one of or all special events and activities of the Region approved by the Regional Executive Board.
Playing Fields Coordinator: The Director of Playing Fields, if any, shall be responsible for obtaining and maintaining the playing fields. He/she shall ensure that goalposts, nets and corner flags are provided for each game, that they are put up before the first game of any day and taken down after the end of the last game of such day and properly secured at all times. He/she shall also ensure that the fields are properly lined. He/she shall also assist the Regional Risk Management/Safety Director in maintaining the playing fields in a safe condition.
Public Relations Coordinator: The Director of Public Relations, if any, shall be responsible for the dissemination of information concerning Regional activities, the preparation of a Regional newsletter, the relations between the Region and the community and for the promotion of Regional activities through the media.
The Sponsor Coordinator: The Sponsor Coordinator, if any, shall be responsible for the obtaining of sponsors for Regional events and the proper acknowledgment of such support.
Purchasing Coordinator: The Director of Purchasing, if any, shall be responsible for the purchasing of uniforms and equipment for the Region.
Volunteer Recruitment and Development Coordinator: The Volunteer Recruitment and Development Coordinator, if any, shall be responsible for assisting the Regional Commissioner and Regional Board in recruiting and developing new volunteers from the parents and other relatives of players, and from other sources in the community, to donate their time and talents for the successful operation of the Region and for the succession planning of Regional Board and staff members.
Statistician/Scheduler: The Statistician/Scheduler shall create with input from the Regional Board members, a regular season schedule that meets the AYSO objective of balanced play within the constraints of available field space and game day timelines. The Statistician/Scheduler will also assist the Director of FLEX Programs by scheduling games, as needed, for (a) the VIP program, (b) 5-a-side, (c) Progressive Play (EXTRA) games, and (d) all Regional tournaments. The Statistician/Scheduler shall also assist in gathering statistical information of interest to the Region.
Newsletter Coordinator: The Newsletter Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the printer of the Regional Newsletter, and gathers items if interest to/about the Region, writes related articles, creates the Newsletter layout and oversees the production and distribution of the newsletter. The Newsletter Coordinator works at the direction of the Public Relations Coordinator, if any.
Yearbook Coordinator: The Yearbook Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the vendor contracted to provide for the Region’s yearbook.
Photo Day Coordinator: The Photo Day Coordinator, if any, shall be responsible for working as a liaison between the Regional Board and the vendor contracted to provide pictures for Regional teams and players, including the scheduling of teams at the site(s) selected for the photography sessions.
Trusted Data Manager: The Trusted Data Manager shall be responsible for creating, updating and maintaining a database to record the players and volunteers, and associated assignment and qualification information, to provide for the orderly management of the Region. The Data Manager shall make periodic changes and updates to the Region’s setup information within the eAYSO data system, and monitor and audit the data entry into eAYSO by players and volunteers, the Registrar, CVPA and all other Regional Officers with data input responsibilities. The Data Manager shall provide timely reports to Program Coordinators and Regional Board members upon request, and provide any data documents required by NSTC.
Webmaster: The Webmaster shall be responsible for creating, updating and maintaining a website for the region, and working closely with Program Coordinators and board members to assure that timely and appropriate information is available on the website to inform participants of the region.
a.Teams shall be formed as set forth in the National Rules and Regulations, Articles II and III.
b.Team assignments shall be made by the responsible Officer unless otherwise designated by the Regional Executive Board.
c.Retention of players on any team shall be limited to the head coach's child(ren). Otherwise there shall be no automatic retention of players on any specific team or with any specific coach from the previous season.
d.Every attempt shall be made to balance the skill level of teams within each division.
e.Once teams are formed, no transfer of any player from one team to another may be made without the approval of the parent or guardian, the Boys or Girls Coordinator, the Regional Commissioner and the coaches of both teams involved. Any cost for additional uniforms shall be borne by the transferred player.
f.In the case of inter-Regional play no transfer of any player from one team to another, after such teams are formed, may be made without the additional approval of the Area Director and, if affecting section play, the Section Director.
It is the mission of Region 149 that teams be balanced to the best of the region’s ability to do so. To accomplish this end, each team is balanced within each age group at within each area in the region. Therefore, requests to change a player’s team assignment from one team to another cannot be honored because to do so would result in teams that are not balanced with respect to player’s abilities or to numbers of players per team. If a player is assigned to a team which is not the player’s first choice as to location, notice of this should be made on the subsequent year’s registration form. Region 149 will attempt, to the best of our ability, to insure that no player be assigned to a location not of his/her choosing in two consecutive years.
3.Playing Up or Down
National Guidelines do not allow any player to play in a younger division than designated by the player’s age. If a parent desires to have his or her child play in an older division, that request must be made in writing when the player’s registration forms are submitted.
4.Filling vacancies for Spring Play
During Spring season registration, players will be added, as space is available on teams until the team’s first game. Additional uniforms cannot be ordered after that date. The Board, through the Boys and Girls Program Coordinators, will maintain a waiting list at spring registration and will add players to teams as the Board is notified of players dropping. Players may be added until the first game of the spring season, if uniforms and space are both available. If team size is equal to or below the number of players on the field, players may be added to the team from (first) the waiting list or (second) recruitment.
5.Registration Fees; Refunds
a.The registration fee for each player participant shall be fixed annually by the Regional Executive Board. The fee for the current season shall be posted on the Region 149 website. (here)
b.The Regional Executive Board may by specific grant or scholarship, or by Regional policy, waive such registration in whole or in part with respect to any participant if such fee would create a hardship for such participant or his or her family.
c.Refunds will be made as stated in Appendix B.
d.Any fees incurred on NSF checks shall be the responsibility of the player.
All boys and girls, between the ages of 4½ and 18, based on their age as of July 31st of the year in which the membership year begins, shall be eligible to register for the program, subject to field availability, volunteer support, AYSO operating regulations, and such rules as may be issued by the Regional Board. It is the duty of the Region to assure that only eligible players are permitted to register and play.
7.Length of Season and Cancellation of Games
a.The length of any playing season during the year shall be of such duration as determined by the Regional Executive Board, and as set forth in the Regional Calendar.
b.Inclement weather or poor field conditions may necessitate from time to time the postponing or canceling of games. Any such postponement or cancellation will be made at the discretion of the Regional Commissioner or the Regional Risk Management/Safety Director as early as practical before game time.
c.Once the game begins, only the referee in charge of the particular soccer field may suspend or cancel the game, except that the regional commissioner or designee may suspend or cancel games due to inclement weather or other conditions that may warrant such action.
d.No refunds will be issued for cancelled games.
8.Attendance and Participation
a.Every player shall be entitled to play at least half of every game. Moreover, it is the policy of the Region to encourage each coach to (a) play each player at least three quarters of every game, wherever possible, and (b) to allow different players to start the first quarter of each game.
b.Each player is strongly urged to attend every team practice. Any player who misses practices regularly may have his/her playing time limited to one-half (but not less than one-half) of a game.
c.Region 149 has no requirement limiting the amount of time any player can play as goalkeeper.
d.Substitutions during the game: Substitutions will be conducted in accordance with National AYSO rules and policies. Substitutions shall be made only at the game quarters. The only exception shall be when a player is removed from play due to an injury, a substitution may be made to replace the injured player. Players coming on the field shall be recognized by the referee before entering, and must enter and leave at midfield. It is the responsibility of the coach to make certain that all players participate on the field at least 50% of the game.
e.If a team does not have sufficient players at game time, other AYSO registered players from the same or lower division may be used, provided that the coach is either in possession of a copy of the player’s emergency contact form, or the player’s parent or guardian is present.
f.If a player has attended neither practices nor games for four consecutive weeks, the team parent will contact the family to determine whether this absence is due to an excused problem. Reasons for excused absence are: illness, injury or family circumstances which preclude attendance. If the absence is not excusable the team parent will forward the player’s name to the Executive Board and the Executive Board will drop the player from the roster. No refunds will be issued.
g.All players shall be ensured of playing at least one half of game time of each game attended. It is the policy of Region 149 that players playing time be equalized to the best of the coach’s ability with the exception that a coach may limit playing time to one-half of the game if needed for disciplinary or motivational purposes. These purposes must be clearly explained to the player each time he/she does not receive equal playing time with other players during a game.
a.No protest of games shall be permitted.
b.However, coaches are encouraged to file with the Regional Referee Administrator a written report within 48 hours after a game of any misapplication by a game referee of the Laws of the Game or rules and regulations. This procedure shall not be used as a means of complaining of, or criticizing, any judgment call of a referee or assistant referee.
c.If, after investigation by the Regional Referee Administrator, it is found that a law, rule or regulation was misapplied, such referee shall be so informed in order to ensure that no further misapplication occurs.
10.Conduct during Games
The highest standards of conduct and good sportsmanship must be maintained at all times by players, coaches, referees, spectators and all other participants.
a.Offensive, insulting or abusive language or behavior is forbidden.
b.The use of alcohol, tobacco products or illegal drugs in the vicinity of the playing field during practices or games is strictly forbidden. Any criminal act on or near the playing field will result in prosecution to the full extent of the law, and will cause immediate exclusion from any further participation in Regional activities pending Board action.
c.All participants must wear the official uniforms provided for all games and present a neat, clean appearance.
d.The use of shin guards is required at all practices and games.
e.Coaches are expected to be positive and set the best possible example for the participants. Excessive coaching from the sidelines shall not be permitted, and the function of the coach should be to provide encouragement and a positive direction. The coach may enter the field of play only with the consent of the referee and may coach only within 10 yards in each direction from the half-way line of the field (in no event in either of the penalty areas or from behind the goals).
f.Spectators at games must remain behind the spectator control line (three yards from the sideline) and between the penalty areas and their vocal efforts should be limited to positive compliments to the participants. Spectators are expected at all times to act positively around players and to demonstrate respect for opponents, officials, and all other volunteers. Under no circumstances should they attempt to coach or address remarks derogatory to players, coaches or the referee.
g.At the end of the game, the players on each team shall line up and shake hands with the players of the opposing team and thank the referee and assistant referees.
h.Discipline shall be up to the referee at each game. The referee shall have the power and authority to caution and send off players and coaches (as well as spectators, in the case of outside interference) from the playing area, or terminate the match if necessary, if their conduct violates the Laws of the Game, these Guidelines or otherwise interferes with the course of play. No appeal of disciplinary action taken by a referee shall be allowed.
i.A player who is sent off for violation of the Laws of the Game shall be suspended for the duration of that game and shall not participate in the team’s next scheduled game. A player who is sent off (red card) or cautioned (yellow card) may be subject to additional disciplinary action (e.g., parent conferences, game suspensions, expulsions) at the discretion of the Regional Executive Board upon thorough review of the incident following the procedures outlined in Article 9 (Dispute Resolution). A coach, assistant coach or spectator who is warned or expelled from the field may also be subject to similar or additional disciplinary action at the discretion of the Regional Executive Board upon thorough review of the incident following the procedures outlined in Article 9 (Dispute Resolution). The Regional Executive Board may adopt an automatic additional one game suspension for any participant who is sent off the field by a referee for a disciplinary reason.
11.Refreshments at Games
It shall be the responsibility of each team to supply its own refreshments. It is suggested that the best kind of refreshment is cool water. It is the responsibility of the coach and team parent participants to assure the absence of any drug, stimulant or other harmful substances in any refreshment given to any player.
a.As AYSO is an “all-volunteer” Organization, each parent or guardian who has a player in the Region shall be strongly encouraged to volunteer his or her valuable time and services in some way.
b.The Region shall not reduce or eliminate the player fee based upon voluntary work done by a participant's parents or guardians and shall not charge an additional fee to those parents of players who do not volunteer their services or who do not donate funds to the program.
c.No fee distinction shall be made based upon parental or player participation in Regional fundraising activities.
d.Region 149 does not condition the registration of a player based upon any requirement of volunteer participation by a parent or guardian. Each team must provide a coach, assistant coach, two referees, a team parent, and a registration volunteer.
It shall be the responsibility of both teams for the first game each day to set up the goalposts and nets and both teams for the last game of each day to take down the goalposts and nets. Each team should have designated volunteer(s) for field set-up/take down. Each field shall be lined under the direction of the Regional Commissioner and/or the Director of Playing Fields, and each group of fields shall be provided with a first aid kit. No trash should be left at the facility except in designated containers.
The Region encourages local businesses and individuals to support its program. Suitable recognition shall be given to them. Contributions are strongly encouraged to be made to the Region rather than to a particular team. All such contributions are considered charitable contributions and are deductible for U.S. tax purposes, subject to the applicable limitations in the Internal Revenue Code. It is the responsibility of any sponsor to comply with the Internal Revenue Code and AYSO will give no opinion on whether a particular donation is or is not deductible.
The Region shall make arrangements to supply each player with a shirt with the original AYSO logo properly affixed thereto, a pair of socks, and shorts. Each player is expected to provide his/her own appropriate footwear and shin guards. No player may participate in a game without such shirt, socks, shorts, appropriate footwear and shin guards. Players may not wear jewelry of any kind (including chains, watches, body jewelry and earrings), bandannas or other ornamentation or anything else that is likely to cause risk of injury to himself or herself or to other players during the game.
Medical information bracelets should not be removed, but must be padded and taped to the player’s skin.
Prescription eyeglasses may be worn, but must remain firmly on the wearer’s head or restrained by a strap. Non-prescription eyeglasses and sunglasses are not permitted to be worn by a player during a game.
Hard casts (including padded casts), splints, helmets and hard padding are not permitted to be worn by a player during any game or practice. Casts and/or splints should not be removed without the supervision of a healthcare provider. Players with permanent orthodontic braces are strongly encouraged to wear mouth guards.
Region 149 has the following rules on player equipment (adapted from the national AYSO guidelines). The referee shall check before each game to make sure that all players conform to these rules. These rules are for the child’s safety and that of all players and referees on the field. Any exception, for medical, religious or other extraordinary reasons, requires a written waiver, signed by the Regional Commissioner, which must be shown to the referee on the field. Referees may also refuse to permit other items not listed here if, in their opinion, those items are dangerous.
Head No metal or hard objects are allowed; for example, the following are prohibited:
·NO hair barrettes or hard fasteners (straps, combs, etc.).
·NO "pony tail holders" (elastic bands with hard plastic balls).
·Plain elastic fasteners, rubber bands, Scrunchies (cloth-covered elastic) are OK as long as they do not contain hard objects.
·Headband OK (cloth only).
·Long hair should be tied back or up.
·Glasses - prescription only, retaining straps strongly encouraged but not mandatory. Safety or sport glasses are strongly encouraged; metal rims are discouraged.
·NO sunglasses, except for prescription.
·NO external head or neck gear (except the goalkeeper may wear a soft-brimmed hat and other players may wear soft padded headgear subject to approval by the referee).
·NO dental retainers with protruding wires (must be removed before match begins). Molded retainers without wires are OK. Orthodontic braces are OK. A sports mouthpiece is allowed.
·Team jersey must be worn.
·Another shirt or sweatshirt (long or short sleeve) under jersey is OK. Cannot be the same color as opposing team jersey. Referee judges if color is acceptable. NO hooded shirts are allowed, unless the hood is securely tucked under the jersey and will not come loose during play.
·There must be 5 different jersey colors, and only 5 colors, on the field: Team A goalkeeper, everyone else on Team A, Team B goalkeeper, everyone else on Team B, Referee.
·Non-regulation shorts are OK, but only if color matches team's shorts to referee satisfaction.
·"Bike pants" (tight-fitted stretch shorts) or sweatpants may be worn under regular shorts if they are of the same color as the shorts and do not cover any part of the shin guard or socks.
·NO knee pads except goalkeeper (soft pads only).
·Team socks must be worn.
·Shin guards are required [Law IV(2)]. Shin guards are to be put on first, then the socks, which must completely cover the shin guard.
·Knee braces are permitted, provided the brace is adequately covered and padded so as to eliminate the possibility of its causing injury to other players. The knee brace should be one designed specifically for use in sports, and may not pose a potential hazard to the wearer or any other player.
·Shoes are required. Soccer Cleats are recommended and should be FIFA-approved, (i.e., baseball/football shoes are illegal. Screw-in cleats are permitted if they meet FIFA requirements regarding size, shape, and method of attachment; a sharp edge or protruding metal core is not permitted. Turf shoes and sneakers are OK. Shoes altered from the manufacturer’s original specifications are prohibited.
·In the younger age groups (Under 10 and below), remind players to tie shoes and suggest double knots.
Jewelry No jewelry is permitted; for example, the following are prohibited:
·NO earrings, at all, period. Earrings must be removed before the child can play - padding/taping is not an acceptable substitute.
·NO hard bracelets (metal, plastic, beads, leather, anything that could cut or bruise). This includes "Medic-Alert" bracelets, which should be held by the coach or parent during the match, or taped to the skin.
·NO rings or watches.
·NO body jewelry, such as nose rings/studs, eyebrow rings/studs, tongue rings/studs, etc.
·NO pins or pin-on buttons.
·NO casts or splints, at all, even if taped or wrapped in foam rubber. This applies even to plastic and Velcro strap-on casts.
·No item may be worn if, in the opinion of the referee, such item’s only purpose is for adornment.
1.Budget; Financial Statement
a.The Regional Board shall adopt an annual budget which provides the basis for setting player registration fees.
b.At the end of each season, the Regional Board shall cause to be prepared a statement of income received and amounts expended in connection with the program.
c.A graphical representation of the annual Statement of Income and Expenses for the Region shall be posted on the Region 149 website.
a.All checks drawn on the Region's bank accounts shall bear two signatures, one of which must either be the Regional Treasurer's or the Regional Commissioner's.
b.Additional signatories must be authorized by Regional Executive Board action.
c.Two signatories from the same household shall not be allowed.
d.There must be at least three signatories on the Regional bank account.
3.Transfer of Funds
All funds received by the Region, whether from fees, gifts or otherwise, must be deposited into the Region's checking account, from which all expenses and disbursements must be paid. All funds transferred in or out of the Region's savings account must be transferred from or to the Region's checking account. No Regional expenses or reimbursements are to be paid from monies collected which have not first been deposited into, and accounted for within, the Region’s checking account.
4.Cash Handling Procedures
The Regional Treasurer in cooperation with other Regional board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to cash receipts and cash disbursements. Such internal control procedures shall include the following:
a.All registration fees collected in cash and checks must be reconciled to the bank deposit slip and the AYSO registration forms.
b.Arrangements should be made to have the cash received deposited into the Regional bank account within three banking days of when such cash is received.
c.When handling a significant amount of cash monies, at least two Regional volunteers should be present.
The Regional Treasurer in cooperation with other Regional board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to receipts for monies received. Such internal control procedures shall include the following:
A volunteer accepting payment for registration fees should note upon an available portion of the player registration form: (i) the amount of the payment received; (ii) whether such payment was made in cash or by check; (iii) the check number (if paid by check); (iv) the date such payment was received if different from the date of the parent or guardian’s signature on the player registration form; (v) the names of any other family member players for whom the payment was received; and (vi) the initials of the volunteer receiving such payment.
6.Immediate Accounting to Regional Treasurer
The Regional Treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to the immediate accounting to the Regional Treasurer for monies received, checks written upon the Regional bank account, invoices received for accounts payable by the Region, and requests for reimbursement to Regional volunteers for out-of-pocket expenses incurred on behalf of the Region. Such internal control procedures shall include the following:
a.No one should sign a Regional check in blank or which contains any item to be filled in later.
b.No one should sign a Regional check without verifying the expense by examining the invoice or request for reimbursement.
c.Regional debit and/or credit card accounts are expressly forbidden. Members may make authorized purchases using a personal credit card and submit receipts for reimbursement to the Region.
d.No requests for reimbursement to Regional volunteers shall be honored without a written request signed by such volunteer, itemizing the out-of-pocket expenses incurred, and with supporting receipts or other documentation attached.
e.All bills and invoices received for payment by the Region must be forwarded to the Regional Treasurer for payment, if not already paid, within five (5) days of the receipt.
f.The Regional Treasurer must be notified of any checks written on the Regional bank account without his or her knowledge within 48 hours of the issuance or delivery of such check for payment of any Regional expense.
g.All bank withdrawal transactions and Regional checks shall be noted with the appropriate National Accounting Program (NAP) code denoting the purpose for such transaction.
7.Immediate Deposit Procedures
The Regional Treasurer in cooperation with other Regional Board and staff members shall establish internal control procedures to safeguard against the misuse or loss of Regional assets, especially in regard to the immediate deposit of monies received. Such internal control procedures shall include the following:
a.All fees collected on behalf of the Region for registration, sponsorships, fundraising, and donations or for any other purposes shall be deposited immediately after being reconciled with the appropriate cash receipt book, registration form, and/or bank deposit slips.
b.Under no circumstances may any person accept on behalf of the Region any post-dated check or agree to hold any check for deposit on a later day.
8.Monthly Bank Reconciliations
a.All Region accounts shall be reconciled by the Regional Treasurer and his/her reconciliation shall be verified by another Board Member who is not authorized to sign on the accounts.
b.A copy of each bank statement must be presented to the Regional Commissioner at each regularly scheduled Board meeting. Bank Statement copies will be made available on request to each Executive Board member.
9.Credit/Debit Card Transactions
If credit/debit cards are accepted as payment for registration fees, all required accounting shall be performed and submitted within three banking days after each credit/debit card transaction.
The Executive Board may order an audit of the Regions financial records at any time. Region 149 at all times shall cooperate with, and respond to, inquiries by the area auditor and section auditor.
a.It is the policy of the Region to resolve all disputes involving participants in the Region in an amicable way if possible. Compromise should be emphasized whenever possible, and personality conflicts should be avoided.
b.If disciplinary action is found to be necessary, it is the Region’s policy to take only the minimum action necessary. All means available should be taken to avoid legal action.
c.It is the policy of the Region to avoid punishing the players for the conduct of the parents except when there is no other solution (e.g., where a parent cannot or will not cease his or her disruptive behavior).
d.It is the policy of the Region to avoid wiping out years of good memories of AYSO and good service to AYSO, and that suspension or removal procedures are to be used only as a last resort. Voluntary resignation is preferable to a suspension or removal procedure.
e.It is the policy of the Region to avoid publicizing the suspension or removal proceedings beyond those persons who need to know, and to respect the privacy of the individuals involved. However, the Regional Commissioner or Regional Board should notify the Area Director, the Section Director, the NSTC or members of the AYSO Legal Commission of the pending proceedings pursuant to the operating regulations, and must comply with all applicable regulations and laws requiring suspension, abuse and similar events.
2.General Due Process Procedures
a.Disputes involving day-to-day activities of the Region should first be addressed and resolved, if possible, by the appropriate Board Member in charge of the activity and/or then by the Regional Commissioner, and then by the Regional Executive Board, if necessary. For example, disputes arising out of game conduct (interpretation of rules, etc.) should first be addressed and resolved, if possible, by the Regional Referee Administrator and Coach Administrator, with advice and counsel from the Regional Commissioner.
b.All complaints received from any source regarding inappropriate or abusive action or behavior which is contrary to AYSO policies or AYSO philosophy shall be reported to the Regional Commissioner and the CVPA for investigation. At each board meeting, the CVPA shall briefly report on the nature and extent of complaints filed since the last board meeting, without revealing the identities of the parties involved.
c.If it is determined that a Participating Member or Playing Member of the Region (including the parent, guardian or other family member of a Playing Member) may deserve disciplinary action, or that his or her participation in the Region should be limited or terminated, by way of suspension or removal, then the Regional Commissioner shall immediately call a special meeting of the Regional Executive Board to review the facts of the case and determine the appropriate course of action. If it is determined that disciplinary action is appropriate, the Regional Commissioner or the Regional Executive Board shall give notice to such person of such action or proposed action, initially by telephone, FAX, in writing via email or in person. Such notice shall specify the action to be taken and the reasons therefore. Such notices shall further notify such person that he or she, upon request, will be given a reasonable opportunity to explain why such action should not be taken. Such opportunity to respond may be in person at a hearing, by telephone or in writing.
d.Notice should always be followed by a written confirmation of the initial communication, delivered via a method which provides proof of mailing and/or delivery, not necessarily proof of receipt or signature by the non-executive member. The U.S. Postal Service “Delivery Confirmation Receipt”, any Overnight/Next-Day delivery confirmation, or “In-Person” delivery by at least two volunteers will suffice. If a hearing is held, it shall be conducted as specified in Paragraph 5, below
3.Immediate Suspension (Temporary)
The Regional Commissioner may suspend a person involved in the Region from further involvement in the program on notice by telephone (confirmed in writing), fax, letter or in person if there is found to be an imminent danger to the program or team by his or her continuing involvement, or suspicion that a crime has been committed by such participant. The suspension becomes effective immediately upon notification. The Regional Commissioner shall, within 72 hours, provide a letter to the suspended person(s), with a copy of the written communication to the Area Director. The letter shall inform the person(s) being disciplined of the disciplinary action to be taken, the grounds for it, and notice of a right to a review of the matter. The Regional Commissioner shall appoint a person to act in place of the suspended official, as appropriate.
Such a suspension must be followed by a disciplinary hearing described in Paragraph 5, below. A suspension is considered to be temporary in nature, and such suspension may be removed or set aside by a majority of the Regional Executive Board at any time. The suspension shall remain in effect until the review procedure has been completed. During the period of suspension, the official shall have no operating power or authority. Examples of grounds for suspension include, but are not limited to,
a.suspected child abuse;
b.suspected commission of a crime,
c.suspected imminent danger to the Regional, Area, Section or national program, such as violating AYSO principles – “Everyone Plays” or “Open Registration” – or attempting to move the program out of AYSO; (d) conduct which disrupts AYSO activities or programs (e.g. drinking alcoholic beverages at a field site).
The Regional Executive Board, or the Regional Commissioner with approval of a majority of members of the Executive Board, may remove a person (whether or not suspended) involved in the Region, including a Regional Board Member, from further involvement in the program. Such removal may only be made after the Regional Commissioner issues a written notice to the individual giving at least 10 days to explain why he/she should not be removed and an opportunity to have a disciplinary review proceeding after a determination is made that removal is appropriate, as the result of a disciplinary hearing described in Paragraph 5, below. Such removal is only permitted when there is found to be (a) a violation of the National Bylaws or of the rules, regulations, policies or philosophies of AYSO or (b) conduct which disrupts the Region's or AYSO's activities or programs.
5.Disciplinary Review Procedures
a.Disciplinary review proceedings under these guidelines are intended to provide due process to the person whose conduct is the subject of the review proceeding.
b.All Hearing Committees referred in this Article shall consist of no fewer than five disinterested Board members. It should be comprised of an odd number so as to avoid ties during deliberations. All Board Members and Hearing Committee members with knowledge of any disciplinary hearing shall treat as confidential all information obtained regarding those proceedings.
c.Any disciplinary review proceeding shall be held at a neutral location.
d.The procedures shall be communicated to all parties prior to the commencement of such a review proceeding.
e.All interested parties are to be informed of the date, time, and location of the proceeding.
f.The person whose conduct will be subject to review at that proceeding is responsible for notifying any individuals who that person may want to speak at that proceeding.
g. If a disciplinary review panel is convened, neither the Regional Commissioner nor a person who has a direct interest in the outcome of the matter shall participate as a decision maker in any stage of the review proceeding.
h.A person has a direct interest in the outcome of the matter if that person’s conduct is in any way called into question by the events, or if that person is a witness to the events, has a familial relationship with any person involved in the matter, has a financial interest in the outcome, or whose judgment, for any reason, cannot be unbiased and neutral.
i.The review shall be conducted as quickly and as fairly as possible, but the proceedings may be structured as circumstances may require to keep them as positive as possible.
j.The person(s) conducting the review may ask such questions and request such documents or other items as may be necessary to obtain all pertinent facts, but should refrain from being overbearing with such examinations and requests.
k.It is strongly recommended that players and other minors not be asked to participate as witnesses or to offer “testimonials” either in person or in writing unless it is absolutely necessary in order to determine any pertinent fact of the matter.
l.The proceedings should be kept as confidential as may be necessary to protect all parties. The person(s) conducting the review shall listen to the facts of the situation from all interested parties. There is no right to make a record or recording of the live proceedings in any form (written, electronic, audio or visual). Any request by a party to use a court stenographer, or a mechanical or electronic device to record the proceedings should be denied.
m.Each “side” should make their presentations to the person(s) conducting the review outside the presence of the other to prevent undue acrimony or harm to the participants.
n.Parties do not have the right to involve attorneys or to cross-examine other parties or witnesses. Assistance of attorneys or any other persons whose help may be sought by an interested person may be permitted to help present facts within the discretion of the person(s) conducting the disciplinary review if it is believed that such participation will be helpful and positive.
o.Interested persons may request that the person(s) conducting the disciplinary review obtain information from or ask questions of others who are providing information if there is a good faith belief that the requested information will reveal facts pertinent to the issues under review.
p.At the conclusion of the disciplinary review proceeding, the person(s) conducting the review shall deliberate in private to determine the recommendation. Under no circumstances shall any such deliberation take place in the presence of the parties involved in the dispute.
i.The person(s) conducting the disciplinary review will then decide the issues raised pursuant to AYSO operating regulations and these Regional Guidelines based on the information submitted, and determine the appropriate action to be taken.
ii.The deliberations should result in a recommendation of action which is presented to the Regional Commissioner. The recommendation is determined by a majority vote of the Hearing Committee.
iii.Such recommendation may include that no action should be taken against the individual accused, or that a warning or caution be given, that a written reprimand be given, that further education or probation be required, or that such person should be suspended or removed from involvement in Regional activities.
q.Where the final determination results in removal or where otherwise determined appropriate, the individual in question should be given an opportunity to resign voluntarily (except in instances involving alleged acts of physical violence or alleged improper sexual behavior). All persons whose conduct was at issue in the matter shall promptly be notified by the Regional Commissioner or designee of such resignation or, in the absence of a resignation, of the disciplinary action taken. Such notice shall include notice of a right to appeal the decision to the next highest Executive Member within a reasonable period of time.
a.If the party is dissatisfied with the decision or action taken by the Region, he/she may request a review of such decision by the Area Director, unless it is determined by the Area Director, or, he/she is not disinterested, then by the Section Director unless it is determined by the Section Director, or, he/she is not disinterested, then by the National Board of Directors, as may be appropriate pursuant to the operating regulations relating to dispute resolution and due process.
b.The basis of any such appeal must be that the original determination was arbitrary and capricious, or that the procedure was not fair, including that the person or persons making such determination are found not to have been disinterested, or that the procedures described in these guidelines were not followed.
c.There shall only be one appeal of each matter
d.Any determination made in accordance with this Article shall be final and binding on all concerned.
1.Approval of Guidelines
These Guidelines shall become effective after being approved by the Regional Commissioner and the existing Regional Executive Board, the Area Director and the Section Director. The approved Guidelines shall then be submitted to the NSTC.
2.Change in Guidelines
Once adopted, these Guidelines may only be amended by the Regional Executive Board by a 2/3 vote of the Executive Board members, with the approval of the Regional Commissioner, the Area Director and the Section Director. The approved amendment shall then be submitted to the NSTC.
List of the Members of the Regional Board
A list of the current members of the Regional Board shall be posted on the Region 149 website, listing the member’s title and name and AYSO email address.
A calendar of Regional events, including registration dates and places and fees, shall be posted on the Region 149 website.
Player fee will be set annually by the Regional Executive Board for the fall/spring season. This fee covers the cost of player uniform, National dues and operating expenses for the region. There will be a handling fee for any refunds. Refund of fees will be issued if the Board receives a written request from a parent before team formation occurs. After that time, refunds will be issued only if the request (again written) results because the family has moved or because the player has been injured. In only those two situations will refunds be granted and then only if the request is received before the first game has been played.
Families requesting scholarships must complete the scholarship application form. A scholarship fee, to be set annually by the Executive Board, will be assessed. The rationale behind this fee would be that the fee would offset the cost of insurance and AYSO membership fees paid to NSTC and other expenses as the Board sees fit.
Jamborees: During the season, Region 149 may provide the opportunity for players to participate in one or more 5-A-Side jamborees for an additional fee. It is the Board’s intent and policy that at those jamborees AYSO philosophy is evidenced and the following be enforced:
1.Only players from an already formed team may play on that team at the jamboree.
2.Only players whose team is not playing may be added to an existing team.
3.All players on the team shall be invited to play at the jamboree
4.The coach must strive to provide as equal an amount of playing time as possible for each player
5.The coach and parents remember at all times to be positive and supportive of players in their efforts.
6.Each team will provide a referee and an event volunteer for the jamboree.
During the winter season, Region 149 may provide an opportunity for players to participate in an indoor soccer program at an additional fee. The fee will cover the cost of the rental of the facility, and a facility membership card. New teams will be formed with the guiding principles of AYSO and only players from the current season are eligible to participate. Cost will be set annually by the Executive Board. Scholarships are also available by filling out the scholarship form used during outdoor season play and paying the scholarship fee. Refund Policy: There will be no refunds given after indoor registration closure unless the player is not placed on a team.
What is AYSO Region 149 EXTRA™ (Progressive) Play?
AYSO's National Board of Directors has authorized the development of the EXTRA Play program and its use to provide Regional options for players to play soccer at a more challenging level than they might get on their primary team. In these guidelines, the terms “EXTRA” and “EXTRA Play” and “Progressive Play” shall be used interchangeably. The Region 149 EXTRA Play program is designed to provide these opportunities without compromising the philosophies and commitment to enriching children's lives that make AYSO unique among all youth sports organizations:
Administration and coordination of the program is run through the AYSO Region 149 Board of Directors.
All guidelines and rules that govern participation in Region 149 primary play, shall also govern participation in Region 149 EXTRA Play:
·Everyone Plays - Everyone on each team plays.
·Balanced Teams - The teams are constituted with the goal of creating competitive balance, with selection to the teams being based on open and impartial evaluations.
·Open Registration – EXTRA Play is open to all regular season players who want to register and play soccer at another level. Interest and enthusiasm are the only criteria for playing. EXTRA requires that any registered player is eligible to apply for EXTRA. Players not selected are guaranteed placement on a team in the standard primary program. The extended Progressive Play program is only offered in conjunction with the Region’s standard primary program.
·Positive Coaching - The program meets all appropriate standards for coach and referee training and certification as established by AYSO. No paid coaches, referees or administrators are permitted.
·Good Sportsmanship - All players, parents, coaches and other AYSO volunteers in the EXTRA program are expected to adhere to a high standard of conduct and sportsmanship. We strive to create a positive based on mutual respect rather than a win-at-all-costs attitude, and the program is designed to instill good sportsmanship in all facets of AYSO.
·Player Development – The program is intended to allow all participating players additional opportunities to develop their soccer skills and knowledge to the best of their abilities, both individually and as members of a team, in order to maximize their enjoyment of the game.
Region 149’s EXTRA program is designed to provide a more challenging level of play for those players who possess the appropriate interest, skills and abilities and to enhance each player's experience and individual growth through the game of soccer while retaining the spirit and organization of AYSO. The goal of EXTRA is to strengthen AYSO by retaining players and volunteers by offering an additional supplemental program that is operated under the same AYSO philosophies as primary play. EXTRA is not designed to overshadow or harm the standard primary program.
The Region 149 EXTRA program is operated in conjunction with the Region’s standard Primary program. All EXTRA players are required to also participate in the Region 149 standard Primary program, with the expectation that in a concurrent situation, their primary team’s practices and games take precedence over the EXTRA (Progressive) Play team activities.
The EXTRA Play Coordinators will work with the Director of FLEX Programs, as liaisons between the Regional Board and participants of EXTRA. As described above in Article 6, the Progressive Play Coordinators shall oversee the EXTRA Play program, including: advertising, the recruitment of coaches and referees, registration of players, Progressive Play team formation as per AYSO Guidelines, collection of Regional team fees, and other duties as needed to provide an EXTRA Play venue for the players. The EXTRA Coordinators also ensure that each Progressive Play team coach provides a complete list of all players and volunteers to the Regional Data Manager via email for registration verifications at least one week prior to the first practice or game of each season.
The EXTRA program will be managed so as to have zero financial impact on the Region’s primary program. Any costs needed to run the EXTRA Play program must be borne solely by the EXTRA participants and teams, and approved by the Regional Commissioner and Regional Board, in accordance with AYSO's Rules & Regulations, Bylaws and National Policies.
AYSO and Region 149 player eligibility requirements will be adhered to for EXTRA Play participation. Player eligibility and age requirements to participate in a specific age division shall be as defined in the AYSO National Rules and Regulations.
Eligible players must have registered with AYSO and have participated in a scheduled and appropriate evaluation process determined by the Region. The AYSO National Support & Training Center player database shall be the source of determining the players' current registration status.
The EXTRA program may include U-10 through U-19 players. Teams will be created in accordance with AYSO Rules & Regulations Article III, including the ability to create single-year subdivisions in accordance with AYSO Rules & Regulations III.E, depending on annual participation levels and needs. Multiple teams created in a single age group will be created using all reasonable efforts to create balanced teams. Creation of "major and minor" teams in the same division is prohibited by AYSO Rules & Regulations II.F.
The determination of the appropriate number of EXTRA teams in a specific age group will be based on participation interest and the ability to find the necessary number of adult volunteers to support all teams created. No teams will be created if the necessary adult volunteers are unavailable, or if creation of such a team would harm the Region’s primary program.
Region 149 EXTRA teams will be formed in accordance with AYSO Rules & Regulations I, Article II of the National Rules & Regulations, and Region 149 team formation procedures.
All EXTRA (Progressive) Play teams will undergo new selections each membership year. There are no guaranteed roster positions for any player from one membership year to the next.
It is the hope that all players interested in participating on an EXTRA Play team can be placed on a team. This, though, is totally dependent upon the number of adult volunteers who are certified and are willing to volunteer to be coaches. The EXTRA (Progressive) Play program uses player selection procedures that are designed to be impartial, fair and are considerate of the players and their families. Multiple evaluation opportunities, using impartial, qualified evaluators, for team selection will be used as necessary.
Any child whose playing age is between U-10 and U-19 is eligible for selection opportunities to an EXTRA (Progressive) Play team, should such a team exist. Each of these players must be a currently registered player in the Region before being permitted to participate in the selection process.
All players must be newly selected each membership year. Teams will be reformed and balanced each membership year. It is possible that not all players who apply will be selected to a team.
All players who participate in the player selection process will be notified promptly after the final selection date whether he or she was selected to a team. Notification must first be given to those players who were not selected with the assurance they will be placed on a standard primary program team in the normal Regional process.
Working with the Regional Data Manager, before the season begins, teams participating in the EXTRA (Progressive) Play program must provide to the Region, documents generated by eAYSO that include:
·Region and division identification.
·Coach's and Assistant Coach's information: names, address, home and work phone numbers and e-mail addresses, AYSO ID numbers, AYSO coach training and AYSO Safe Haven certification information and dates.
·Player information: name, address, phone number, birth date, gender, AYSO Registration Number and date of registration.
·Team number, uniform colors, jersey number and team name (if available).
·Signature of the Regional Commissioner verifying player registrations and AYSO coach training and certifications.
No team without a properly completed and signed team roster generated from eAYSO and submitted to the Region shall be allowed to participate in EXTRA Play.
Copies of all revised rosters shall be forwarded to the Region as soon as possible.
Use of player and coach ID cards with information generated from eAYSO is mandatory in EXTRA. Player and Coach ID templates and cards are available through the AYSO Registration Dept. or AYSO Store, or may be provided by the Data Manager.
For each EXTRA team, the coach must have a team roster and medical release forms for each participating player and an ID card for the players and coach(es) at all AYSO sponsored or sanctioned events (games, practices, scrimmages, etc.)
All coaches and referees participating in EXTRA (Progressive) Play must:
·Have a current volunteer form on file at the National Support & Training Center
·Be an AYSO trained and certified coach or referee as specified in these Guidelines
·Be Safe Haven certified with the appropriate course (Referee Safe Haven does not certify the coach)
·Be an active participant in the Region's standard primary program as an instructor, coach or referee mentor, or other volunteer service the Region determines adequate to fulfill this requirement
·Be in good standing with the Region, Area and/or Section and AYSO
·Be approved by the Region board
·Be evaluated and renewed each membership year.
It is recommended that coaches who desire to coach in the EXTRA program at the following levels hold the following certifications: For U-10 and U-12 the coach must hold U-12 Coach Certification; For U-14 the coach must hold Intermediate Coach certification; for U-16 and U-19 the coach must hold Advanced Coach certification. It is recommended that Referees should hold the following certifications to referee at the following levels: U-10--Regional Referee, U-12--Intermediate Referee, U-14-- Advanced Referee, U-16 and U-19--National Referee.
It is also strongly recommended that all EXTRA program coaches and referees be certified at least one level above the level he/she is intending to coach or referee (except as set forth above, U-10 coaches must be certified at the U-12 level). It is also strongly recommended that coaches and referees have continuing education each year.
Whenever possible, the Region will provide an adequate number of referees for all EXTRA Play games. All EXTRA games shall be officiated using the Diagonal System of Control, i.e. one referee and two assistant referees, whenever possible. The use of "club linesmen" is allowed when a sufficient number of assistant referees is not available.
Availability of fields must first service the needs of the standard Primary programs. Region 149 will provide an adequate number of fields for the number of created EXTRA teams. Fields and equipment will be age appropriate as specified in the AYSO Coaching programs or in the FIFA Laws of the Game. Field set-up and take down is the responsibility of the hosting team. Additional charges for additional usage of currently held fields will be passed on to the teams participating in the EXTRA program.
The participation of EXTRA teams in tournaments will be at the discretion of the team, team coach and team parents, in cooperation with the appropriate Progressive Play Coordinator. Nothing herein prevents the inclusion of EXTRA teams in tournaments. Each tournament has its own rules of eligibility and those rules will determine which types of teams qualify for inclusion in their tournament. Typically, Open Invitational and International tournaments have open or lighted opportunities for these types of teams.
As Region 149 EXTRA teams are formed in the spring of each year, summer-time tournaments are typically the first opportunities for the teams to play vs. opposing teams.
EXTRA teams can also participate in League Play, but these opportunities are typically only available in the Fall and/or Spring in Oregon, either through KIDSPORTS (Eugene/Springfield), OPL (Portland), OYSA Regional League – CVL (Central Valley League), or Keizer (Salem & Keizer). For Region 149 EXTRA teams choosing to participate in league play, the schedule of the league play games will be determined by the league entered. At the time of registration it should be definitely stated that these players have an AYSO primary team and league commitment and that league games need to be scheduled to preclude conflicts.
Save Haven Policies For Child and Volunteer Protection
The Policy of Region 149 shall be to adopt and enforce the AYSO National Safe Haven Principals, Policies, and Procedures, including the following:
Child and Volunteer Protection
1.The region is committed to the protection of all its children from abuse and neglect while participating in the program and it promotes the awareness and prevention of child abuse in the community at large.
2.The region shall have at least one Child and Volunteer Protection Advocate (CVPA), who shall be responsible for overseeing the AYSO Safe Haven child and volunteer protection program in accordance with AYSO guidelines. He or she shall be a member of the regional board and will act as the main resource on child protection issues and shall be the region’s liaison with the National Safe Haven Administrator/Manager at the AYSO National Support and Training Center.
3.A volunteer application form must be submitted each year. It is easiest and most secure if the volunteer supplies or updates his/her information online through eAYSO. Two copies of the online form may be printed out, signed and dated and submitted to the CVPA in lieu of completing a paper form. Alternatively, an applicant may submit a paper AYSO volunteer application form. The region should provide pre-printed volunteer applications for returning volunteers, available from the NSTC as part of the registration package. In either case, the form is extremely important because it authorizes AYSO to perform applicant screening. Volunteers should know that they are subject to screening. Criminal background checks are performed at the NSTC on a targeted basis focusing on certain higher-risk positions for immediate checking.
4.The region shall have the right to deny the participation of any individual who refuses to fill out the volunteer application form, lies or knowingly misrepresents information on the application form, or who violates the principles of these child protection policies. AYSO shall have the right to revoke both the registration and certification of any volunteer who falsifies information, is found guilty of child abuse, neglect, or other crimes.
5.The requirements for good faith reporting to law enforcement agencies and child welfare agencies in the State of Oregon are specified in Oregon Revised Statutes Chapters 146 and 419B. Although volunteers are not required by law to report child abuse, it is the policy of this region that any knowledge of child abuse will be reported to the appropriate authorities.
6.Any volunteer under investigation for alleged abuse, neglect, or endangerment will be asked to resign voluntarily until the matter is resolved. If the volunteer refuses, the Board will move to suspend the volunteer until the matter has been resolved. The names and identities of the parties involved shall be treated as confidential and protected at all times during the proceedings.
7.A suspended volunteer who is subsequently cleared of all charges may apply to the Board for reinstatement in the region. However, reinstatement is not a right, and reinstated volunteers are not guaranteed to return to their former positions.
1.All coaches, referees, other volunteers who work directly with children, and the CVPA shall be trained and certified before working with children in accordance with current AYSO recommendations and requirements.
2.Only official AYSO materials and courses (or those approved by AYSO) may be used to train and certify these volunteers. Only official AYSO programs, procedures, and policies will be taught.
3.Properly signed rosters of attendees shall be sent to AYSO Programs Department to validate each attendee’s training and certification. Instructors can grant credit to attendees through eAYSO. Instructors should always keep copies of their rosters.
4.Only AYSO certified and registered instructors are authorized to lead courses and clinics.
5.All other regional volunteers will be trained in child and volunteer protection as appropriate.
6.Volunteers shall be subject to ongoing evaluation, and additional training may be required to maintain good standing within the region and the organization.
1.The regional board shall cooperate with the CVPA to ensure the safety of the region’s players.
2.The coach administrator and the CVPA, prior to each season, shall meet with the head coach of each team, either individually or in groups, to review child protection and supervision responsibilities.
3.The coach administrator shall observe and review the performance of coaches to see that it conforms to the standards set by this child and volunteer protection policy.
4.Once the head coach has assumed charge of the children on his or her team, he or she remains responsible until a duly designated adult has taken charge of each child after practice or a game or the child leaves the immediate vicinity of the practice or game as prearranged by the parent to walk home or to a friend’s or relative’s house. No child shall be left unsupervised after a game or practice. Parents who are unreasonably late of consistently tardy should be reported to the Child & Volunteer Protection Advocate (CVPA) for action. Each coach may establish a standing policy of where children may be picked up by late parents.
5.The referee administrator and the CVPA, prior to each season, shall meet with the referees, either individually or in groups, to review child protection and supervision responsibilities.
6.The referee administrator shall observe and review the performance of the referees to see that it conforms to the standards set by this child protection policy.
7.The game referee is responsible for providing a “child safe” atmosphere for the match, and has both the duty and authority to take any reasonable action to make it so. The referee is to report to the referee administrator and CVPA any cases of questionable conduct toward children by any coach, player, parent, sibling, or spectator before, during or after the match.
8.The recommended supervision ratio should be 1:8 or less; that is, one adult for every eight or fewer children and two adults present at all times (one of whom may be the coach and one of whom should be the same gender as the group). For the protection of both the children and the volunteer, no volunteer should permit himself or herself to be alone with any child or group of children (except his or her own) during AYSO-sponsored activities.
9.Volunteers shall notify the RC, the CVPA, and parents concerning AYSO activities away from the regular practice areas, playing fields, or other designated areas. Such notification should be documented, stating the nature of the activity, the names of the children involved, and the names of the adult supervisors.
1.The region advocates and expects exemplary behavior by all its participants, and it will hold a strict line on conduct as laid out in these policies.
2.Abusive statements such as those that deal with race, ethnicity, religion, nationality, gender, age, sex, or sexual orientation are not permitted.
3.In addition, physical, emotional, sexual, or ethical abuses are prohibited as is neglect or endangerment of a child.
4.Some forms of touching are acceptable as long as they are respectful and appropriate:
a.Touching should be in response to the need of the child, not the need of the adult.
b.Touching should be with the child’s permission.
c.Resistance to touching must be respected.
d.Touching must never include the breast, buttocks, or groin.
e.Touching should be done in the open, not in private.
f.Touching should have a brief, limited duration.
A child’s comfort level with touching is influenced by factors such as age, developmental stages, social and emotional well-being, life experiences, gender, etc. all of which change over time.
Any changes made by the AYSO National Support & Training Center to the Safe Haven Policies outlined above will automatically be adopted as Regional Policy.
This region shall enforce the AYSO policy requiring every person interested in being an AYSO volunteer to submit a Volunteer Application form each year. All coaches and referees, and their assistants, and all board members, and any parent filling a volunteer position whose job description includes interaction with children other than their own, must meet this requirement. The Regional CVPA, assisted by the Registrar, is responsible for collecting the Volunteer Application Forms and performing the initial screening of each application, and then forwarding a copy of each form to NSTC. The CVPA may train volunteers to assist in collecting the Volunteer Application forms. No other board members are authorized to collect Volunteer Application forms except when the CVPA is present. Persons failing or refusing to provide all information requested on the form cannot volunteer with AYSO. The Regional copy of the Volunteer Application form shall be retained in a secure location for three years.
The regional database shall be kept up-to-date on a weekly basis and made available to the Regional Commissioner, the Registrar, the CVPA, the Coach Administrator and the Referee Administrator and other Board Members as the need arises. The database shall include all Players Names and DOBs and their AYSO ID number, their team name and ID, their Parents/Guardians name, address and telephone numbers, and the volunteer position desired, the volunteer position actually filling, and the volunteer’s status regarding submission of the current year Volunteer Application form and completion of Safe Haven training. Other volunteers, not associated with any player, shall also be documented, so a complete list of coaches and/or referees may be generated from the database at any time. The personal information in the database shall be used for AYSO purposes only, and shall be not be shared with others.
No uniforms will be issued to a coach until he/she can show that his/her team has turned in all training, certification and registration paperwork for the players and the team’s volunteer coaches, referees, and team parents.