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Policies

 

WYSA Policies

 

 

Contains Approved & Proposed policies

 Click on a section for details

Policy

Revision History

Policy revisions

Nov 2011 - Approved

Playing Rules policy

Dec 2014 - Approved

Game cancellation / postponement policy

Draft copy - Unapproved

Standing Committees, Agents and Special membership policy

July 1999 – Directly from pre-2003 Bylaws

Waiver policy

Draft copy - Unapproved

Call-up policy

April 2015 - Approved

Tryout policy

February 2014 - Approved

Generic Roles & Responsibilities of the Board

Draft copy - Unapproved

Duties of Officers - Secretary

July 1999 – Directly from per-2003 Bylaws

Duties of Officers -Treasurer

July 1999 – Directly from per-2003 Bylaws

Duties of Officers - Vice-President

Draft copy - Unapproved

Duties of Officers - President

Draft copy - Unapproved

Duties of Remaining Board members

Draft copy - Unapproved

Duties of DirectorsInstructional Mite, Mite, Squirt, Peewee, Bantam, and Midget Directors

Draft copy - Unapproved

Duties of the District 10 Representative

Draft copy - Unapproved

Duties of the Coaching Coordinator

Draft copy - Unapproved

Duties of the Fundraising Chairperson

Draft copy - Unapproved

Duties of the Equipment manager

Draft copy - Unapproved

Duties of the Purchasing Agent

Draft copy - Unapproved

Duties of the League Representatives

Nothing posted yet


Why a Policy and Guide Book? 

  1. Policies can change as situations and circumstances change.
  2. Policy violations are less severe than Bylaw violations
  3. Many of the items contained in the pre 2003 Bylaws should have been policies – player placements, Board duties, committees, etc.
  4. Bylaws require a formal procedure to update. If a bylaw violation occurs the Board is required to form a disciplinary committee and determine some level of punishment.
  5. There are often questions regarding who does what, and what does being a member of the Board or a rep involve. This document may help answer some of those questions.

 

 

Policy revisions

1. A policy may be revised, amended or eliminated at regularly scheduled Board meetings providing that;

 

      a. The proposed change is presented in writing to the Board and discussed.  Following this discussion there will be a vote to move the topic to the next meeting and advertise as described.

 

      b. Following the first meeting it will be advertised that a policy change will be reviewed and voted on at the next regularly scheduled meeting.  Advertisement to be for not less than three days prior to the meeting in the local paper. 

 

      c. At the subsequent meeting the policy change will be reviewed and discussed again and voted on by the board members present.  A 2/3 majority is required to pass a policy change.

 

2. Association members in attendance that are not board members will have the opportunity to voice opinions and discuss the change. 

 

3. Any policy changes become effectively immediately

 

4. Any policy that contains information that is out of date (names, dates, fees, etc.) can be revised as part of a regular Board meeting and does not require advertising and a second meeting. 

 

 


Playing Rules Policy

 

  1. To the best of the coach's ability, all ice time is to be as equal as possible based on the game situation.  

  2. Coaches will not have power play or penalty kill lines and will put out the next line up regardless of the situation.  This does not apply to playoffs or tournament play.

  3. For all games the coach is not restricted to equal ice time as stated in #1 in the last 3 minutes of the 3rd period and the last 3 minutes of any overtime period.

  4. Goalies must split games as determined by the coach.

 

 

Game cancellation / postponement policy

 

  1. Games shall not be cancelled. The team staff should review their schedules for conflicts between league, tournaments, Playdowns, etc and reschedule games. Notify the leagues 6 weeks ahead of known conflicts to allow them to reschedule.
  2. This policy exists to eliminate the expense of having to pay for the entire cost of a cancelled game and provide ice and referees for a make-up game. Limited "extra" ice prevents easy solutions to this issue.
  3. As a last resort try to switch practice ice to eliminate the expense of an additional sheet of ice.

 

Standing Committees, Agents, and Special Memberships
The Board of Directors shall be empowered to provide for as many committees as they deem necessary to perform operations consistent with the objectives of the association.
The Board of Directors at their Annual meeting shall appoint the following committees and agents and grant membership as described below:

Nominating Committee:
The nominating committee shall consist of a minimum of two (2) members of the association and a non-officer member of the Board of Directors. It shall be the duty of this committee to submit a report with a suggested list of Officers and Directors of the Association for the coming year to the Secretary, who shall forward a copy of their report to each member as provided for in Article IV, Subsection A.

 

Kirk Committee:
The Wakefield Youth Skating Association should appoint an individual to head the selection committee or group.                          
- Said individual should choose at least three individuals familiar with the athletes and the Wakefield High School varsity games to be in a position to adequately assess each senior's effort during the season
- This group should, prior to the season be informed of the seniors eligible to receive the Kirk Trophy.  
a.) must be a member of the varsity team and
b.) player must have played in the youth hockey program in Wakefield

At the end of the varsity season (to include all tournament and state tournament games) the group should meet to select the one individual who best meets the criteria established for the winner of the Kirk Trophy. That player being the one who has shown the most improvement in his high school hockey career at Wakefield High School.

The group should keep the selection results confidential and report the award winner's name to the President of the Wakefield Youth Skating Association.

Arrangements should be made for:
a.      the proper inscription to be added to the perpetual trophy,
b.     obtaining the individual trophy to be presented to the winner, and
c.     establishing the specifics regarding the presentation ceremony.

The Board of Directors shall be empowered to provide for as many committees as they deem necessary to perform operations consistent with the objectives of the association.

 

 

Purchasing agent:
The purchasing agent shall be appointed by the President and approved by the Board of Directors
It shall be the duty of the purchasing agent to be responsible for all purchases and also have the duty of procuring bids on all purchases that are necessary to maintain the association. The purchasing agent must always procure 2 bids and submit these bids with his receipt of purchase. The only time the purchasing will need official approval on a purchase is over $300.00 or when the total year to date purchases runs over $600.00

Special Membership

 

High School Coach Membership:
The current Wakefield High School Hockey boys and girls coaches shall be members of the Association and invited to act as advisors working in conjunction with the Coaching Coordinator and division Directors to assist in developing a teaching method for the coaches. General Membership privileges will be extended each year by the invitation of the Board of Directors at their first meeting.

 

 

Waiver Policy

 

  1. Waivers will be granted out of WYSA to any member.
  2. Waivers into WYSA will be limited to the number of open slots within a Division if the player can be properly placed and has submitted a waiver letter from their current association

 

 

Call-up Policy (April 2015 revision) 

  1. Call-ups will not be made unless there are 10 or less players and 1 goalie expected to play.
  2. Call-ups should be done to fill a need on an upper team and give as many players on a lower team the opportunity to play up.
  3. League rules must be followed when determining the team and player to call up.
  4. The head coach of the team needing a player will work with the lower team coach to determine the appropriate player.  The lower team coach should make a recommendation on whom to pull up based on their recent play and the ability to play up.  All second year players will have an opportunity to play up before a first year player.  Playing up is optional for all players.
  5. The age director will be made aware of all call ups.  Any issues with choosing a player will be worked out by the age director, with the director making the final decision.
  6. It is the intent of this policy to give as many second year players as possible the opportunity to play up, so the same player should not be called up for consecutive games.  The maximum number of games a lower player can play up is six. 

Note:

a.) Call-up policy does not apply to Tournaments – Thanksgiving / Xmas / Feb Vac etc.

b.) Call-ups are not allowed for District 10 Play-downs or State Tournaments – Roster changes are required to allow players / goaltenders to play in District / State games for a higher level team.

c.) Call-ups are not allowed for Valley League Playoffs

 

Tryout Policy  (February 2016 revision)

To be held in late March following the evaluation system for ratings utilizing evaluator scores as well the current head coach evaluation.

A. Tryout process and evaluation

Tryouts will generally be held in mid-to-late March. Tryout numbers will be issued on the first night of tryouts. Numbers will be issued by division starting with the lowest number as follows; returning division players from the “1” team, “2” team, and ‘”3” team.  The next lowest set of numbers will go to players moving up to the division by team, “1” team, ‘2’ team, “3” team, etc.  Within each team the numbers will be issued by date of birth, starting with the oldest player. Players new to the association will receive the next available number following those players returning to the division for which he/she is trying out. All goalie numbers will be issued by age regardless of the division/team for which they currently play.

Evaluators: There will be a minimum of three (3) evaluators per division. One of the evaluators should be an outside evaluator (defined as someone that doesn’t have a player participating in the tryout he/she is evaluating). Evaluators cannot discuss ratings and must turn in rating sheets to the appropriate director immediately after each tryout.

Evaluators will turn in their evaluation forms to the appropriate director at the end of each tryout session.  The director will return the same form to the evaluators for each subsequent tryout until complete.  Evaluators turn in one (1) completed evaluation form to the director at the conclusion of the tryouts.

Goalies will be evaluated using a scoring system more appropriate for their position. Goalies can be selected by the head coach and approved by the age director. An outside evaluator may be used if deemed necessary by the head coach and or director.

B. Current Head Coach Evaluation

A standardized evaluation form will be issued by the coaching coordinator to the head coaches during the season and should be returned before tryouts. Scoring:  15 point scoring system is used:

            4 points – skating/skills           4 points – ability to take and follow direction

            4 points – game play               3 points - attendance  

Note – All scoring to be kept strictly confidential and used for the sole purpose of placement of players for the following year. A designated tryout committee member will compile the scores with the age directors. The evaluator’s scoring sheet will be destroyed once teams are finalized.

 

C. Team Selection Process

  1. The first step in the team selection process is to form a committee comprised of coaches who coached the players during the most recent season.
    1. The committee should consist of no less than 3 coaches.
    2. Any head coach who coached a player during the current year is eligible for the selection committee. Assistant coaches can participate in the event a head coach is unavailable.
    3. If known, the incoming head coach is required to participate.
    4. Age directors need to identify the coaches that are eligible to participate for each team's selection process. The age director is responsible for notifying each of these coaches as to the time and place of the selection meeting.
    5. Age directors will chair the committee.
  2. Coach evaluations and Tryout scores will be made available to only the head coach and the age director participating on the selection committee. In an effort to limit the number of people who have access to the tryout scores and coach's evaluations, the coaches discussing the players will be given an alphabetical list of the players being discussed.
  3. The head coach will have the final decision in player selection. In the event the head coach is not defined, the player selection will be the responsibility of the age director.
  4. Team selection will be determined by the following:
    1. Team selection will begin with the tryout scores as a guideline to start the selection process. Tryout scores will not include coach evaluation scores (because the coach's evaluations are not normalized across the entire division of players, the coach's evaluations will be used for the purpose of providing supplemental information to further qualify a player's ability, potential and placement).
    2. The range of players to be eligible for selection to a given team is determined by (1) the tryout scores and (2) team size. Using the tryout scores, coaches will select players from a range that is 1 ½ the size of the team roster. This is referred to as the “selection range”. For example, if a team is to roster 12 players, the selection range will be from the top 18 remaining players based on the tryout scores.
    3. Using the selection range defined in section 4b, the top 50% of a given team is determined by the tryout scores. This is referred to as the “50% rule”. For example, if a team is to roster 12 players, the top 6 players will be placed on that given team. For rosters with odd numbers (i.e. 13 players), the 50% rule will always round up. For example, a team size of 13 players means the top 7 players qualify for placement on that given team.
    4. Coaches will be required to select all players from the selection range with the exception of 1 player who can be outside the selection range. This player is called a "committee pick". The intention of the committee pick is to allow flexibility in the event a player does not score well due to illness, injury, attendance and/or any other circumstance that prohibits a player's ability to be showcased during his/her associated team tryout. All committee picks must be approved by a board appointed committee (see section 6 for details).
    5. A player will not be allowed to drop more than one team below his/her tryout score within his/her age group unless approved by a board appointed committee (see section 6 for details). For example, a team with a 12 player roster, any player whose tryout score is in the top 12 would be required to be placed on no less than the # 2 team and any player that finished within the 13 – 24 range would be required to be on no less than the # 3 team and so on.
  5. Selection Committee Board (SCB) – a 3 person board will be created that consists of 3 members of the board of directors that will review each team's selections.
    1. Head coaches will need to present the SCB justification for any and all picks including the committee pick.
    2. All rosters must be approved by this board.
    3. The SCB has the right to reject any pick.
  6. Tryout placement is for one (1) year only. All players must tryout and make a team each year; downward placement within a division can occur.  If following the placement process a player returning to a division (2nd year player) is being placed on a lower team, the age director will bring this recommendation to the board for approval.  Approval by the board will by a simple majority.  An exception to this rule is when a division expands and there are more teams than the previous year.
  7. If second (2nd) year players are needed or requested to fill an upper division, they will be placed on the lowest level team in that division unless approved by the WSYA Board as recommended by the age director.

 

D. Attendance

Tryouts cannot be missed for tournaments or other hockey tryouts – i.e. Select /Club teams, other towns

Excused absences will not impact the evaluation results. 

 

E. Player joining WYSA that did not tryout

The WYSA Board will determine if there is room within a division for the player.  The player will be placed at the lowest level team for the first practice and be evaluated. The player may then be moved to the next higher team to practice and play a maximum of three (3) games. At that point, the new skater or another player may be moved to that team for the remainder of the season.  Upward movement will be limited to the “2” team unless approved by the Board as recommended by the age director.

 

F. Teams

Teams will be considered filled / frozen after tryouts, unless a division is directly effected by the “excused” absences.

Dropouts after tryouts and prior to the first payment due will be filled from the evaluation results, assuming movement is needed, and movement is approved by the Board.

Dropouts after August 15th will be filled by the head coach submitting a player for Board approval within 2 weeks of the start of the season, or the next eligible player based on the evaluation results, will be added to the team, assuming movement is needed and approved by the Board.

 

G. Tryout / Registration fee

There is a $200 per player fee. Following tryouts and placement, this fee will be applied to the total tuition cost. The registration fee is non-refundable if a player attends any of the tryouts (except instructional mites). Refunds for instructional mites will be allowed for skater who are dropping out of hockey, but not allowed for instructional mite skaters who will be playing for another hockey program outside of Wakefield Youth Hockey. All other refunds will be handled on a case by case basis as recommended and identified by an age director and approved by the Board. There will be a family tryout fee cap of $600 per family.

 

TRYOUT History

 

 

Season

 

Method

 

# Players

 

Comments

 14-15, 15-16

Evaluation & picks

 200+

 14 players or less, 2 picks; 15 or more players, 3 picks chosen by head coach if Director agrees

03-04  to 13-14

Evaluation and up to 6 picks

219

First 9 players are by evaluation – balance of team can / may be chosen by head coach if Director agrees

02-03

Evaluation +2 Picks

224

2 Picks at Squirts - Bantams

01-02

Evaluation +2 Picks

220

2 Picks at Squirts - Bantams

00-01

Evaluation +2 Picks

210

2 Picks at Squirts – Bantams, Survey Result changed policy to add to picks if coaches see games.

99-00

Evaluation

210

100 % Evaluation – last year of $15 tryout – 2 Open slots

98-99

Evaluation

197

100% Evaluation – No open slots

97-98

Head Coach

202

Proposed evaluation – changed at last minute – Head Coach picked teams. Mite division rated by evaluation,
2 Open Slots on "A" team

96-97

Head Coach

174

No open slots

 

 

Generic Responsibilities of the Board

 

  1. Attend all the meetings – regular and special
  2. Know / have a copy of the By-laws, Policies of Valley League, Mass Hockey and Stoneham league rules.
  3. Make sure you have access to all board members and coaches.
  4. Make sure the coaches have the League reps and D10 rep's phone numbers / emails
  5. Make sure that league reps give schedules to you in addition to the coach.
    Keep a master copy of all schedules, and all other info you give out as well. It is important for reps to give you the schedules so you know when games are being played, in case of a conflict, or call-up issue, or game swap issue, or schedule change. If they give them only to coaches you do not have this info. Valley League Schedules are paper copy & web based.
  6. Make sure to see a few of your division's games and practices of all teams year.
  7. Talk to coaches often to see if any issues, or problems, and to see how things are going. Mediate problems between coaches and parents to ensure team rapport only AFTER a parent / guardian has spoken directly to the coach. Notify the Board to intervene, if needed.
  8. Keep a copy of all rosters - leagues, and USA.
  9. Be aware of the D-10 playdown schedule and any tournaments your teams are involved in.
  10. Communicate all activities to parents, coaches and players.
  11. Provide a monthly report to the Board of Directors on matters concerning the assigned level's overall status including successes, challenges, problems, disputes, individual team activities (tournaments, etc.).
  12. Enforce all program policies, rules and procedures including the collecting of outstanding financial obligations, on-ice insurance regulations and mandatory coaches' clinics.
  13. Pursue qualified coaching applicants, receive and review all applications and make recommendations to the board for all coaches and assistant coaches
  14. Have copies of all game and practice schedules and related materials.
  15. Ensure that each player at the assigned level is being given equal opportunity to progress, to learn the game of hockey, and be treated fairly and equitably in regard to playing time and practice.
  16. Work in conjunction with coaches / coaching coordinator to enhance and improve practice sessions.

 

 

Duties of the Officers 
Secretary

 

 

Unique Duties

 

 

Treasurer

  

 Unique Duties

 

  

Vice-President

Overview of Responsibility

  

 

Unique Duties

 

 

President

Overview of Responsibility

  

 

Unique Duties

 

 

Duties of Remaining Board Members

 

  1. The immediate past President shall serve as a member of the Board of Directors. Duties shall include advising the Board on matters concerning policy and administration. He shall enjoy all rights and privileges accorded other members of the Board of Directors
  2. The Director's of the Clinic, Instructional Mite, Mite, Squirt, Pee Wee, Bantam, and Midget divisions, along with the Coaching Coordinator shall serve as members of the Board of Directors.
  3. Each Director shall coordinate tryouts with the Coaching Coordinator and division coaches / evaluators. The Director and Coaching Coordinator shall insure an equal opportunity for each youth to make a team.
  4. Each Director with the Coaching Coordinator and coaches / evaluators with develop tryout drills and scrimmages that will insure a well-planned tryout for all players. The Director and Coaching Coordinator will review the tryout plan with the Board within four (4) weeks of tryouts
  5. The Director will have direct supervision over the filling of a spot on all teams within their division once teams are announced. If a vacancy exists after tryouts it is the Director's responsibility to insure a fair placement. This may include a previous tryout, practice ice, or game play. If game play is to be used the player will be placed for a tryout on the lowest level team. The Director, after review with the Coaching Coordinator and coaches will suggest the player's placement to the Board of Directors for final approval.
  6. The Director must report to the president who will inform the Board of the decision on the player's placement before the player is informed.
  7. All changes to teams must be submitted in writing to the Board by the Director.

 

Summary of Director's Responsibilities

A Director coordinates activities under the direction of the Coaching Coordinator, VP and President.

The role of the Director is to manage a specific age level and provide support to parents, coaches and players. The Director will coordinate all day-to-day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, USA Hockey, and all Leagues.

Duties of Directors

Clinic Director - The role of the Clinic Director is to manage the first part of the introductory skating program under the direction of the President, VP and Coaching Coordinator and work together with the Instructional Mite and Mite Directors to establish the foundation of WYSA. The Director will coordinate all day to day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, and USA Hockey.

Unique Duties

Runs or delegate on-ice portion of the Learn to Skate hour held once per week.

Pursue enough qualified instructors from the WYSA program and the LTS parents to adequately assist with on ice learning sessions at the recreational level.

Pursues qualified instructors and assistants to work exclusively with Learn to Play / Hockey Skills group.

Determine appropriate groupings of each recreational skater based upon personal observation and on-ice helper input before the end of the second week of LTS.

Ensure that each Learn to Skate participant is being given equal time to progress, to learn basic skating skills, and to gain confidence on the ice.

Ensure that each Learn to Play / Hockey Skills player is being shown the rudimentary skills of hockey as well as basic skating skills.

 

Instructional Mite Director

The Instructional Director coordinates activities under the direction of the President, VP and Coaching Coordinator and works together with the Clinic Director to establish the foundation of WYSA. The role of the Instructional Director is to manage the second part of the introductory skating program and provide motivational support to parents, coaches and players. The Director will coordinate all day to day activities and enforce all rules and regulations pertaining to the WYSA program, Mass Hockey, and USA Hockey.

Unique Duties

Assist the Learn to Skate Director in advertising registration for both the Learn to Skate and Learn to Play / Hockey Skills programs.

Work in conjunction with the Mite Director on pulling up qualified candidates from Instructional to Mites to fill empty slots on Mite teams – starting at the Valley Buzzer level.

Split total instructional players into equal teams based on tryout results, personal observation and age. Eight and nine year olds will be pushed ahead of 4, 5, 6, and 7 year olds, unless a safety issues exists.

 

Mite Director  

Educates coaches on importance of position rotation (inc. goalies) for all players to the future development of the league.

Work in conjunction with Instructional Director on pulling up qualified candidates from the instructional level to fill empty slots on Mite level teams- starting at the Valley Buzzer level.

Squirt / Pee Wee Director

Unique Duties

Maintain awareness of Valley league conflicts with each other and conflicts with the District 10 playdowns. Work with coaches to ensure adequate game coverage.

Coordinate a checking clinic with the Coaching Coordinator and the 2nd year Pee Wees at least one week prior to the first Bantam tryout.

 

Bantam Director & Midget Director

 

Unique Duties

Maintain awareness of Valley and Dual State league conflicts with each other and conflicts with the District 10 playdowns. Work with coaches to ensure adequate game coverage.

Maintain awareness of high school/town league conflicts and works with coaches to ensure adequate game coverage.


District 10 Representative

Overview of Responsibility

 

 

Unique Duties

  1. Provide a comprehensive listing of all registered players, names, addresses and phone numbers, playing level and parental information to the Board as soon as possible after registration
  2. Do the on-line registration using CyberSport software application provided by USA Hockey. This database program allows you to generate USA Hockey Rosters, IMR's (Individual Member Registration), and Payment Transmittals required by Mass & USA Hockey.
    Needs to be done at least twice. Once for teams and a second time for the Learn-to-Skate Clinic
  3. Produce electronic transmittal file and hardcopy for MASS/USA Hockey membership registration.
  4. Work with level directors for names and team affiliation of members using this information to produce authorized team roster forms.
  5. Acquire player/coach / parent signatures on team roster forms.
  6. Coordinate the consolidation of team membership forms, electronic files, IMR fees and team rosters under the direction of the president for distribution to District 10.
  7. Provide registration forms and information to any potential members who desire to register with program at any time during the year.
  8. Provide team rosters (completed / updated) to VPs, President and level directors.
  9. Attend monthly District 10 meetings during the regular season. For the 01-02 season these will be on the first Monday of every month @ 7PM @ the Americal Civic Center in Wakefield.
  10. Provide a report to the Board of Directors at each monthly meeting – 2nd Monday of every month.
  11. Responsible for distribution of USA Rosters to all WYSA Coaches for Player and Coaches signatures. Must submit signed rosters to Howie Aborn (Dist 10 Registrar) for certification (District 10 Stamp). KEEP COPIES OF ALL SIGNED ROSTERS THROUGHOUT THE SEASON!
    These will be needed by teams for tournament, District 10 Playdowns and State Championships.
  12. WYSA Point of Contact for all District 10, Mass Hockey and USA Hockey issues including rules interpretations, suspensions, registration, rosters, payments, tournaments etc.
  13. Attend the State Championship Meeting (usually late February early March time frame) for all final instructions, rules review and schedules for Mass State Championship. (only if Wakefield teams make States).
Responsible for reporting league related injuries to appropriate parties and insurance groups.

Coaching Coordinator

Overview of Responsibility

 

 

Unique Duties

 

 

Fundraising Chairperson

Overview of Responsibility

 

 

Unique Duties

 

 


Equipment Manager

Overview of Responsibility

 

 

Unique Duties

 

Purchasing Agent

Overview of Responsibility

The purchasing agent shall be appointed by the President and approved by the Board of Directors
It shall be the duty of the purchasing agent to be responsible for all purchases and also have the duty of procuring bids on all purchases that are necessary to maintain the association. The purchasing agent must always procure 2 bids and submit these bids with his receipt of purchase. The only time the purchasing agent will need official approval on a purchase is over $300.00 or when the total year to date purchases runs over $600.00

 
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