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Swan City

Policies and Procedures

Kings Hammer Soccer Club (KHSC) is committed to providing players a fun, positive, and secure environment in which to learn and enjoy the game of soccer. We do not tolerate bullying at any practice, game, or other KHSC sanctioned events. We will promote a TELLING atmosphere. This means that anyone who knows that bullying is taking place is expected to report the incident. Players and parents should be assured that they will be supported when bullying is reported.

Definition of Bullying
Bullying is defined as conduct, gestures or comments which are insulting, intimidating, humiliating, hurtful, malicious, degrading or otherwise offensive to a player, group of players and/or teammates, and which create a hostile or intimidating environment, or which negatively affects a player’s physical and/or emotional well-being. Bullying is any written, verbal, or physical act, or any electronic communication, whether it is a single incident or a series of incidents that results in intentional pain and distress to the victim.

Signs and Symptoms
A child may indicate he or she is being bullied through various signs and symptoms. While some children are prone to report bullying to their parents, coaches or adults, others will not, due to fear, intimidation, or other factors. Coaches and parents should be aware of possible signs indicating that bullying may be taking place. These signs and behaviors could indicate other problems, but bullying should be considered a possibility and should be investigated.

Procedures for Parents, Coaches, and our Directors

  1. Parents should report bullying incidents to the team coach or coaching director. If the problem persists, reach out to the Kings Hammer coaching director or executive director. If necessary and appropriate, police may be consulted.
  2. In all cases of reported bullying, parents of the player who was bullied shall be informed immediately and may be asked to meet with the respective team coach and/or coaching director to discuss the incident. In all cases, strict confidentiality shall be maintained. It is not our goal to make a public example of reported incidents.
  3. The negative behavior must be investigated, and the bullying stopped immediately. The parents of any player who is reported to be bullying will be contacted immediately by the respective team coach, coaching director, or executive Director and asked to meet to discuss the incident to help the bully or bullies change their behavior.

Consequences of Bullying

  1. In a first offense situation involving bullying, an attempt will be made to encourage the bully (or bullies) to modify their behavior for their benefit, for the benefit of the person bullied, and for the team. An attempt will be made by the coach, director, or parent(s) to reconcile the situation between players (age and level of maturity and or severity of offense must be considered).
  2. If the bullying persists, disciplinary action against a player may be taken by the team coach and/or coaching director which may include, but is not limited to, immediate suspension from participation in practices or game(s) for a period of time.
  3. After the incident/incidents have been investigated and addressed, the situation will continue to be monitored by the respective team coach, coaching director, and players’ parents to ensure the problem is resolved.

Kings Hammer Soccer Club (KHSC) players are expected to attend practice; however, we understand that certain scheduling conflicts may make attendance at a given practice impossible. This policy is designed to address the process for missing practice and making it up. In the end, it is the responsibility of the players and parents to communicate with their child’s head coach and director clearly and early to avoid any confusion regarding playing time or the player’s standing within the team.

It is the policy of KHSC for the head coach and director to record attendance at every practice.

U7-U10 Age Groups

Attendance will be taken in these age groups; however, KHSC does not discourage players from participating in an additional sport or activity, even during the season.  Any player missing practice is encouraged to attend a training session on another date with another team. Communication between the parents, coach, and technical staff is critical when attending a makeup session. A player should not show up to another session without confirmation from the staff. A player may see a reduction in playing time when his/her practice time is less than that of his/her teammates.

U11-U12 Age Groups

Players in these age groups playing multiple sports must understand that attendance at practices and games with a KHSC team is not optional! Players missing practice for illness, school, church, or family are expected to make up those sessions. Communication between the parents, coach, and staff is critical when attending a makeup session. A player should not show up to another session without confirmation from the staff. Please do not simply show up to another session as they could be moved or canceled without notice. A player will see a reduction in playing time when his/her practice time is less than that of his/her teammates.

U13-U18 Age Groups

Attendance at all practices/games is required, except in the case of illness or pre-approved by staff family/school function. All missed practices are expected to be made up by attending training with another team on another day/time. It is the responsibility of the player to communicate which makeup session he/she is attending.

Players on a U15-U18 Red team who wish to participate in a second activity/sport, except ODP, must get approval from the appropriate staff coach. It is the discretion of the staff to approve any such requests and important to note that players will not be rewarded for not attending practice.

In no situation is it acceptable for Academy level players to miss any State Cup, MRL, Buckeye, or Regional Tournament game! 

Acceptance of hiring by Kings Hammer Soccer Club (KHSC) is a privilege that carries with it certain obligations.  The following agreement is made between the KHSC staff, its players, and their parents.

Responsibilities of Coach:

  • Coaches are expected to conduct themselves in a professional manner at all times while representing KHSC and not bring discredit upon the organization
  • Coaches shall refrain from using profanity during games or practices
  • Coaches will show respect toward referees, opposing players, coaches, and fans.  They will not harass, abuse, or berate a referee for any reason
  • Attendance at training and all games is expected
  • Coaches should come prepared for each training sessions
  • Coaches should be on time (which is early) for all training sessions and games
  • Coaches are expected to show respect for all other coaches and adhere to all club policies
  • Coaches will coach within the spirit and Laws of the Game
  • Coaches should always maintain the highest standard of conduct and good sportsmanship and expect the same from players and parents
  • Coaches are expected to wear KHSC gear during training and games
  • Use or possession of any illegal drug substance or illegal activity of any kind will not be tolerated
  • Use of tobacco products of any kind during training sessions or games is prohibited
  • Coaches shall maintain a professional relationship with all player’s parents and avoid confrontation immediately following a game (24-hour rule)
  • Coaches shall communicate often and clearly with parents and players
  • Coaches should have limited interaction with players on any social media outlets- Facebook, Twitter, Instagram, etc.
  • Coaches shall never discuss another player with a parent who is not related to that child
  • Coaches are to return all phone calls and/or emails within a 48 hour period
  • It is our responsibility to be as forthcoming and honest as possible in all situations
  • Coaches shall avoid “reply all” email chains with concerns and shall call the parents directly to discuss concerns
  • Coaches should create a positive and safe learning environment for all players
  • Coaches should always strive to foster a love of the game and encourage players to give back to the game and community 

I recognize my responsibility to abide by the KHSC code of conduct and as a member of the Club, I acknowledge that I have read and agree to such.  Any violations of the coach’s code of conduct may be grounds for suspension or dismissal of a coach from the Club.  All disciplinary action is the responsibility of the Director of Coaching.  Suspensions and terminations may be appealed.

Kings Hammer Soccer Club (KHSC) will implement the following policy regarding reimbursement for all Directors and Coaches who wish to take a coaching course or continuing education course/session.

The following protocol must be adhered to when asking for reimbursement:

  • Reimbursement will only occur for USSF Courses (E License, D License, C License)
  • Any KHSC Coach or Director seeking reimbursement for a coaching course must send an email at least 30 days in advance of course to the Chief Operating Officer requesting reimbursement.  Email must include Course level, Date of Course, Location, and cost of course.
  • Individual will sign up and pay for the course
  • Individual will attend the course
  • Upon successful completion and verification of passing the course, the individual will submit receipt, expense form and certificate indicating successful completion and passing of the course to the Chief Operating Officer.
  • Once this paperwork has been submitted, KHSC will issue reimbursement.
  • The reimbursement is only for the course. For A and B licenses, application, consideration for miles, food, travel would have to be approved by the Program Director or Chief Operating officer.
  • Course reimbursement MUST be paid during the same seasonal year in which the course was taken.  Reimbursement may not be rolled over into another seasonal year.

KHSC will reimburse up to one license per seasonal year for Directors and coaches wishing to upgrade their licenses if it meets the criteria established above.  Any additional licenses an individual wishes to take during the seasonal year will be under the financial responsibility of that individual.  This is to ensure that the club meets the budget guidelines during the specified seasonal year for education of all directors and staff.

Kings Hammer Soccer Club (KHSC) recognizes that the internet, social media, and other electronic communication tools such as text messaging have become prevalent and effective means of personal and professional communication. However, we DO NOT recommend our Coaches and/or Trainers to participate in such communication directly with Kings Hammer Soccer Club Players (U4-U19). This recommendation applies to all Kings Hammer Coaches and/or Trainers regardless of payment status or team level.

Kings Hammer Soccer Club employees are directly prohibited from engaging in social networking with Kings Hammer Soccer Club Players unless using an approved Kings Hammer Soccer Club social networking forum.

Specific Recommended Guidelines

  1. All Coach and/or Trainer communication with players must go through the PlayMetrics system. (Players can be added to their PlayMetrics account to communicate directly with their coach. For directions on how to add the player click here.) In the event that an electronic message or phone call is required, the call should go directly to the parent, not the player.
  2. Personal websites (team and/or player) using the Kings Hammer Soccer Club logo/image/likeness must be approved by the Kings Hammer Board prior to public display.
  3. Always assume you are representing Kings Hammer Soccer Club.
  4. If you wouldn’t say it in face-to-face conversation, don’t communicate it via social networking.
  5. Steer clear of engaging in dialogue that is disparaging of Kings Hammer Soccer Club or our competitors.

Any violation of these guidelines could result in a range of consequences, including, but not limited to, suspension or dismissal from Kings Hammer Soccer Club. 

Team fundraising projects can play an important role in enabling teams to minimize the cost of tournament travel and/or other team-related events.  Typically, team fundraisers fall into four groups:

  1. Service projects—car washes; forestry projects; the collection of paper, aluminum, scrap iron, and plastic, etc.
  2. Activities involving parents—bake sales, pancake breakfasts, spaghetti dinners, etc.
  3. Sales of tickets/coupon books/Buddy Passes, etc.
  4. Sales of commercial products—Popcorn, candy, Christmas trees, mulch, first-aid kits, or light bulbs, etc.

All team fundraising efforts must first be approved by the Board of Directors.   The following Kings Hammer Soccer Club (KHSC) policies are designed to protect both the Team and the good reputation of the club:

  • No direct solicitation for team specific sponsorships of outside companies is permitted.
  • The Team is the custodian of all funds and liabilities of the fundraiser.
  • All Teams must submit the Team Fundraising request in writing to the Board of Directors at least one month in advance of the Fundraising activity.
  • Teams cannot do the following:
    • gambling
    • projects that conflict w/ goods or services offered by merchants or partners of KHSC
    • projects that conflict with established dates of KHSC events (tournaments, fundraisers, etc.)
    • projects that injure, damage, or otherwise reflect poorly on the reputation of KHSC; any and all contracts shall be entered into solely in the name of the Team.

Coming Soon!

It is the desire and policy of Kings Hammer Soccer Club (KHSC) to provide every opportunity possible for players to train and play competitive games. We respect and appreciate the desire of each individual player to compete and have fun. Our schedules, based on a Fall and Spring season, allow players to get the reward of a game and provides for the appropriate rest necessary for players to always perform at their optimum levels. Within those parameters, KHSC has implemented the following guest playing policy.

Guest Playing Within the Club

Obviously, this is the preferred option to exercise when seeking any guest playing opportunities. Each of our teams will play 3 – 5 tournaments a year (Aug – June) and participate in at least one (1) league. Not all of these tournaments and leagues are the same for all teams, thus providing numerous chances for players to get an extra game within our Club.

If you would like to guest play and your team is not playing in any one particular league, tournament or showcase, the player and parent should contact the respective Director who will contact the Executive Director to inquire about the possibility of approval for guest playing. Keep in mind that as players get hurt, sick, or travel with family, DoCs will always be looking within KHSC for players to complement a team and to help them in any one game/event.

Guest Playing With Another Club/Team

We understand that everyone wants to play as much as possible. We also understand that many of us have friends in other clubs. Again, although we do our very best to give players every opportunity possible to play, we also provide them with ample rest and recovery time. Many times when a player wants to guest play with another club or team it is at the expense of this rest.

The one stipulation that KHSC has with guest playing for another Club is that no KHSC player can guest play for another team that is playing a KHSC team.

Given that, KHSC will allow players to guest play provided the following occurs at least one week prior to the event.

  1. The player and family ask the appropriate DoC about playing. Prior to asking, the player and family need to ensure that their KHSC team is not playing that weekend. DoCs will not allow you to guest play within our club or outside of it if your team has a game/tournament that weekend.
  2. The coach of the other team (not PA) must contact the appropriate DoC to ask permission.
  3. Lastly, no KHSC Parent Administrator will directly hand any player/family their player card if they have not completed the above two steps.
  4. The Player card will be checked-out for 72 hours.  

Guest playing with another team can be a great experience for the player and can help a team that is in a tough situation. But, given certain Ohio South Youth Soccer and Kentucky Youth Soccer Association rules concerning the number of games a player can play and our philosophy on player development, we do our best to provide the best ratio of training to games possible.

For any questions regarding the Guest Playing Policy, you may contact your Director of Coaching. 

Click here to submit an injury notification.

Kings Hammer Soccer Club (KHSC) disapproves of sexual and other harassment of any employee whether it is by a co-worker, a manager, a guest, a member, or a vendor. Sexual advances, requests for sexual favors, sexual or racial jokes, racial-ethnic slurs, and other harassing language or conduct have no place in our business. In addition, the physical conduct of a sexual nature will not be tolerated. It is expected that employees will treat each other with respect for their dignity. Sexual or other harassment, by any employee, can be grounds for immediate termination.

Sexual, racial, or ethnic harassment is a form of discrimination and is prohibited by Title VII of the Civil Rights Act of 1964, as amended.

Generally, sexual harassment consists of unwelcome sexual advances, requests of sexual favors and other verbal or physical conduct of a sexual nature when (a) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; (b) submission or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual.

It is the policy of Kings Hammer Soccer Club (KHSC) to prohibit solicitation and/or distribution on its “premises” or through any electronic media without the expressed written approval of the KHSC Board of Directors.

“Premises” is construed liberally and includes any facility at which KHSC teams train or practice, participate in matches, or otherwise meet for KHSC purposes.

Kings Hammer SC limits solicitation and distribution on its premises or through any electronic media because, when left unrestricted, such activities can interfere with the normal operations of KHSC, can be detrimental to efficiency, can be annoying, and can pose a threat to the reputation of KHSC. All persons are prohibited from soliciting funds or signatures; conducting membership drives; posting; distributing literature or gifts; offering to sell or to purchase merchandise or services; or engaging in any other solicitation, distribution, or similar activity on KHSC premises or to KHSC members unless written approval is provided by the Board of Directors in advance of any such solicitation or distribution.

The sale of merchandise is limited to KHSC-sponsored uniform and spirit wear partners as well as KHSC-sponsored events. All other sales of merchandise is prohibited.

Also, all persons are prohibited from using the KHSC name, tournament names, or logos (or derivation of) to promote their own solicitation.

All persons are not to forward any e-mail or other electronic communications or solicitations unless directed by the Board of Directors.

Acceptance of membership by Kings Hammer Soccer Club (KHSC) is a privilege that carries with it certain responsibilities.  Players and parents are expected to engage in the highest standards of conduct at all “Club-Related Events” (which includes all practices, games, and team travel).  By joining the Club, players and parents agree to the following:

Responsibilities of the Player

  • Player agrees to refrain from using profanity during games or practices.
  • Player agrees to show respect toward referees, opposing players, coaches and fans.
  • Player agrees not to harass, abuse or berate a referee for any reason. 
  • Player agrees to attend, be on time, and be prepared for all training and games unless excused by the Coach.
  • Player agrees to bring cleats, running shoes, shin guards, water, and a usable soccer ball to practice.
  • Player agrees to show respect for all coaches and adhere to all instructions. 
  • Player agrees to play within the spirit and laws of the game.
  • Player agrees to show the highest standard of sportsmanship.
  • Players agrees to wear the approved club uniform during practices and games.

Responsibilities of the Parent

  • Parent agrees to set a good example by modeling the highest standard of sportsmanship.
  • Parent agrees to maintain a professional relationship with the child’s coach and Program Director and avoid a confrontation immediately following the game.
  • ​Parent agrees to wait 24 hours after a Club-Related Event before discussing concerns with the coach or Program Director.
  • Parent agrees to never criticize a coach or player in a public manner, including through email.
  • Parent agrees to refrain from using foul language at club events and from abusing, harassing, or berating players, coaches, referees, opponents or spectators.
  • Parent agrees to refrain from coaching or otherwise instructing players during practices or games.  
  • Parent agrees to use best efforts to have the player on time for training and games.
  • Parent agrees to stay current on all financial obligations to the Club.
  • Parent agrees to get involved with the Club and promote the game in a positive way.

Expectations of Behavior

The following behaviors by players or parents will not be tolerated and may be grounds for suspension or dismissal of the player from the Club:

  • Repeated failure to meet any of the above-listed responsibilities after having been reminded by a coach or Program Director to do so.
  • Any use or possession of an illegal substance at a Club-Related Event.
  • Any engagement in an illegal activity at a Club-Related Event.
  • Any attempt to purposefully injure, abuse, or haze someone at a Club-Related Event.

In the event a player or parent engages in any of the above-listed behaviors, the Program Director will determine the appropriate disciplinary action.  All decisions to suspend or dismiss a player from the Club for any of the above behaviors will be made in consultation with the Board of Directors and will be final.

The Kings Hammer Soccer Club fees are based on a full soccer year (Fall and Spring seasons) and are set to balance the growth of our Soccer Club with the needs of our soccer-athletes and families.

Families have the following options for paying the Kings Hammer Soccer Club fees:

  1. One-time, full payment of the initial deposit and fees
  2. Payment of initial deposit with autopayments of remaining fees using the autopayment function within PlayMetrics

**A non-refundable initial deposit is required to hold a  athlete’s spot.  Failure to pay this deposit before the stated deadline will result in the spot being released and offered to another player. All other payments are also considered to be NON-REFUNDABLE once paid.   However, in the event of a season-ending injury, all payments other than the initial deposit will be prorated against the remaining season and credited towards the next year’s fees.  All injuries must be reported using the Kings Hammer injury report within 30 days of the injury and must include a doctor’s note stating the player is not eligible to participate in a contact sport for the remainder of the soccer year.

**In the event that your child wishes to transfer to another club, select program or opt out after the Fall season, payment of 50% (4 of 8 installments) of the total fees (excluding the initial deposit) is required to cover the expenses of the Fall season before any transfer or opt-out will be processed.  Payments for the remaining 50% can be cancelled once a completed KH Player Transfer/Opt-Out Form is submitted no less than 7 days before the next autopayment is scheduled to be processed.   

**FAILURE TO REMAIN CURRENT ON YOUR FINANCIAL OBLIGATIONS TO KHSC WILL RESULT IN THE PLAYER BEING REMOVED FROM PLAYMETRICS, PRACTICE SESSIONS, AND GAMES UNTIL ALL FINANCIAL COMMITMENTS ARE UP TO DATE.

1. Player Registration Requirements
  • All members must register through KH’s online system (PlayMetrics) and formally accept their offer to join a Kings Hammer team. A non-refundable deposit is required upon registration to claim Player’s roster spot to cover initial expenses incurred by the Club.
  • In addition, as the commitment is for the year, team Fees will be charged that cover both the Fall and Spring seasons and can be paid for in full or via a monthly installment plan
    • Any payments made are non-refundable should a player choose to leave KH at any point during the season.
    • If club fees become overdue, KH reserves the right to hold the player’s card, preventing participation in practices and games until the account is current.
 
2. Withdrawals Before the Season Begins
  • If a player withdraws prior to the start of the season, their parent or guardian must notify the coach and complete the Player Transfer/Opt-out form located on the Kings Hammer website under Payment Policy. KH administration will review the request and, if a refund applies, process it to the credit card on file.
    • Fees for one season cannot be discounted or waived due to a withdrawal in a previous season.
 
3. Withdrawals After the Season Begins
  • No refunds will be given if a player withdraws after the season starts. Players beginning a season are responsible for at least half of the annual fees, regardless of participation length or number of practices and games attended.
  • A player is considered withdrawn once the parent has notified the coach and she/he has approved the withdrawal and completed the Player Transfer/Opt-out form.  Withdrawals submitted will be reviewed by KH and we will respond with a final decision within 7 days from submission, and process any eligible refund to the card on file.
  • In cases where a player’s membership is suspended for behavioral issues, all fees paid are forfeited, and the player is released from the club.
 
4. Family Relocation
  • If a family relocates out of the area during the season, KH may consider a partial refund on a case-by-case basis. Families must submit the Transfer/Opt-out form to request consideration. Refunds are time-sensitive, as monthly costs to KH are based on player headcount. Therefore, the refund amount will reflect the date the refund request is submitted.
 
5. Season-Ending Injury
  • Injuries are an inherent risk, and most are temporary. However, in the case of a season-ending injury, the club may consider a credit for future seasons. Families must complete the Player Injury form on the KH website under Policies and Procedures, including a doctor’s note within 30 days of injury. Requests submitted without a doctor’s note or after 30 days will not be accepted.
 
6. Teams That Do Not Form
  • In the rare case that a team does not form, all fees, including registration fees, will be refunded in full.
 
7. Exceptions and Extenuating Circumstances
  • Discretionary refunds may be considered in cases where KH determines a withdrawal is due to unforeseen hardship. Each request will be assessed individually, with no guarantee of setting a precedent for future requests.
  • For circumstances not directly covered in this policy, KH will review written refund requests on a case-by-case basis. Please note that initial deposits remain non-refundable.
 
Thank you for your understanding of these policies, and we look forward to an exciting season ahead with Kings Hammer.

Why do we have to stay at certain hotels for two nights?
It has been common practice for many years for clubs hosting tournaments to require clubs applying to their tournaments to stay at selected hotels.  Many clubs have different reasons for doing this however, the main reason is to generate increased revenue for the tournament.  When Kings Hammer SC travels to a tournament such as the OP Invitational, we are obligated (by the rules and policies of the host club) to follow the housing rules and policies.  All applications are contingent on the host tournaments housing rules.  The hosting club (eg. OP) will create policies such as usage of certain hotels and two night minimums.  These are not rules created by Kings Hammer SC.  These are rules created by the hosting club of the tournament.  Kings Hammer SC does not create these tournament policies for the tournaments we go to, however we do have to abide by them.  The only Hotel policy that Kings Hammer SC enforces is that we will follow the rules and policies of each specific tournament.

What happens if we do not follow the Tournament Hotel Policies?
All application acceptances at tournaments that have hotel policies are contingent on use of approved hotels.  If a host club uses a hotel housing service, then the housing service will alert the host club resulting in not being accepted or having the acceptances revoked.  Here is a note that one of our teams received a few years ago when they tried to go outside the hotel process.

“As a condition of acceptance and participation in the 2008 Jefferson Cup all teams booking hotels in the greater Richmond area are required to use Outer Zone Sports, our official hotel reservations company. Any teams that do not comply will be at risk of forfeiting their acceptance. There are no exceptions and none will come from the Richmond Strikers or from Outer Zone Sports. Hotels in the last several days have contacted both Outer Zone and ourselves about teams contacting them directly. Again teams doing so will forfeit their participation in the tournament.”

Tournaments that use in-House Services will ask teams at registration for hotel information.  They will then follow up with hotels. Again, those teams that go outside of policy will not be invited back to the tournament the following year.

Who is in charge of securing the hotel rooms?
The role of the Kings Hammer SC Parent Administrator is to secure rooms on behalf of Kings Hammer SC families within the policies and procedures that are set forth by the host club of the tournament.  At the request of the Directors of Coaching, the Kings Hammer SC Parent Administrator will first seek to place all families attending said tournament together in one hotel.  The number of teams attending any given tournament will determine what hotel is selected.  Some hotels cannot accommodate very large numbers of room requests.  For tournaments where we send a smaller number of teams, we have greater latitude on the number of hotels that can accommodate our room requests. The Kings Hammer SC Parent Administrator will also negotiate extra services such as comped rooms and free breakfast for families.  

Why do we need to give Credit Card information?
This process is not any different than if you were to book your own hotel reservations when you travel on vacation.  Hotels require credit cards to secure a guest room.  They will not charge the card (which is the reason you have to provide a credit card upon registration).  We need to provide the hotels/services with that information.  We have developed a process that is secure.

It is expected that all Kings Hammer Soccer Club (KHSC) personnel, regardless of their financial situation or capabilities, will use the system described below for reimbursement of DoCs and Team Coaches for tournament travel expenses.  All are required to adhere to this policy.

Generally, travel plans (car rentals, hotel nights, airfare) should be booked >2 weeks in advance wherever possible and any trips exceeding $500 USD should be submitted to the employee’s direct supervisor in advance.

Travel reimbursement requests should be submitted in the Expense Management platform – RAMP. Contact direct supervisor for invitation to the platform within 2 weeks following travel. 

Definition of Travel Expenses

  • Mileage compensation – Mileage compensation is a per-mile allowance given to DoCs/Coaches for driving their personal vehicles to and from eligible tournaments.  The mileage reimbursement rate is $.58 (58 cents) per mile traveled to and from the approved tournament.  Additional mileage compensation should be factored for mileage from hotels to fields and back for each game scheduled. Mileage compensation is available for any tournament or Regional League game outside of a 40-mile radius. Coaches submitting mileage will not be reimbursed for gas in addition to mileage.
  • Car Rental – An alternative to the mileage compensation is renting a vehicle.  This option should only be chosen if the value of renting a vehicle (plus fuel charges) is projected to cost less than the value of the DoC/Coach driving their own vehicle.  The election of this alternative would result in full reimbursement to the DoC or coach for the cost to rent a mid-sized vehicle.  Reimbursement will be made to the exact amount of the rental agreement receipt and any fuel costs incurred.  It is the DoC’s and/or team coach’s responsibility to obtain the rental vehicle, the adequate amount of insurance, and return the vehicle.  If the DoC/Coach rents a vehicle of greater value than a mid-size option, the Doc/Coach shall not be reimbursed for the difference.  The individual shall only be reimbursed for the value of the mid-size option.  If DoC’s and/or Coaches are traveling together, only the individual owning the vehicle or incurring the expense for renting a vehicle shall be reimbursed.
  • Airfare – When a tournament is more than 350 miles from home, or when it becomes more cost-effective to fly rather than drive, a coach can opt to travel via air rather than by car, based on the needs of his/her schedule.  Factors to be considered when making these arrangements are cost, travel time to/from the event, and departure time limitations based on the DoC’s and/or team coach’s private sector employment.  Also, the Trainer/Coach parking and mileage need to be taken into account when flying from airports outside of the home radius.  Parking will be covered. When booking airline travel, Dayton, Columbus, Lexington, and Cincinnati should all be considered.  Multi-leg flights are an option within reason.  Most single layover flights are reasonable.  Reimbursement should be made to the exact amount of the airfare at the time of purchase or charged to the team’s credit card, if available. Booking a flight too early and then being declined by a tournament may result in a financial loss to the team.
  • Lodging – Every attempt to procure complimentary rooms for the coaches will be made by the team hotel coordinator/PA.  Coaches could be asked to room with other coaches to limit travel expenses.  Total reimbursement for lodging is comparable with team members’ accommodations.  Reimbursement will be made to the exact amount of the hotel/motel receipt. For any requests regarding league game reimbursement, Executive Directors must approve prior to reservations.
  • Meals – Meal reimbursement is for overnight travel tournaments only.  Meal reimbursement should begin once the coach begins to travel to the tournament and cease upon return from the tournament.  For example, for a two-day tournament event, the coach and trainer should be reimbursed for six meals.  All meal expenses must be accompanied by a receipt(s) showing proof of expense with a maximum amount of $45 per day per employee to be reimbursed. This is not per diem and may not be reimbursed without proof of actual expenditure. Alcohol is not included in the daily maximum and non-reimbursable.

Eligibility

Tournament or “Regional League” travel outside of a 40-mile radius. Local leagues or tournaments will not be considered for reimbursement. 

Distribution

Any additional reimbursement shall be distributed to the coach or DoC in a timely manner (approximately one week), after the tournament.

Administration of the Policy

This policy shall receive an annual review by the Executive Committee for adjustments and allowance amounts as deemed appropriate (i.e. mileage allowance, meal allowances, etc.).  The Executive Committee may use input from the coaching staff for suggestions regarding changes.  The Executive Committee shall present the review to the Board of Directors for continuance as is or approval of any changes.

  • The Executive Director shall approve or deny any changes to the policy.
  • Please submit any questions for clarification of the Travel policy to the Executive Director or General Manager.
  • Any and all travel reimbursement discrepancies or issues shall be communicated in writing to the Executive staff.  The staff will present the discrepancy to the board for approval/ denial.
  • Any violations of the Travel Reimbursement will be handled by the Executive Director or General Manager.

Notes:  

  • The DoCs are responsible for communicating all tournament travel coverage plans as soon as tournament plans are developed. 
  • All DoCs/Coaches are strongly encouraged to share rides to and from tournaments.  
  • All DoCs are responsible for ensuring the spirit and integrity of the Travel policy.   
  • Expenses that will not be reimbursed those not in line with the rules, guidelines or spirit of a youth sports organization, as well as, those against the law.  These types of expenses maybe, but not limited to:
    • alcohol, smoking, or drug materials
    • traffic or travel violations or fines
    • frequent flier miles, hotel points or other such programs
    • donations
    • spouse or other guest expenses
    • personal expenses
    • in-room expenses (such as in-room pay-per-view movies)
  • Exceptions and escalations should be brought to director manager for approval.

Hot Weather Policy
The risk of heat-related illness from vigorous sports activity increases with the temperature. The body generates heat that cannot be dissipated readily when the ambient temperature exceeds 85 degrees F, depending upon the humidity. Hot weather is considered at any point where the Heat Index reaches or exceeds 90. Coaches should follow the following procedures based on conditions:

  • Heat Index up to 89°: Normal Play. Regular hydration patterns
  • Heat index of 90°- 95°: Mandatory water breaks every 20 minutes
  • Heat index of 96°-102°: Mandatory water breaks every 15 minutes
  • Heat index over 103° (at start of training): All outside activity cancelled

Cold Weather Policy
Players are more susceptible to injuries during cold weather, particularly from pulled or torn muscles. Players should be encouraged to wear appropriate clothing to aid body heat retention yet afford adequate movement without creating a safety hazard. As a general rule, training programs will be canceled if the projected temperature (including wind chill) at the start of training is projected to be below 25 degrees Fahrenheit.

Inclement Weather Policy
Rain: All soccer events will be played during rain unless the fields are deemed unplayable and closed by the club (KHSC) or governing league/event.
Thunder/Lightning:  If you see or hear a thunderstorm coming, immediately suspend your game or practice and instruct everyone to go inside a sturdy building or car. Sturdy buildings are the safest place to be. Avoid sheds, picnic shelters, and bleachers. If no sturdy building is nearby, a hard-top vehicle with windows closed will offer some protection. The steel frame of the vehicle provides some protection if you are not touching metal. Outdoor activity should resume 30 minutes after the last sound of thunder or flash of lightning. If inclement weather is in the area, we asked that parents stay close by if the training session or games cancel.
PlayMetrics Alerts for training: We will try to decide before 4pm each day if the weather has impacted the training schedule for the evening ahead. We will update PlayMetrics and send out an alert to teams. Updates for games or events will come directly from the governing body.

Training & Game Reschedule Policy

  • In the event of a weather cancellation, training sessions will not be made up unless multiple sessions in a week are cancelled. At that point, every attempt will be made to reschedule at least one session at a future date during the season. There will be no refunds or credits given for days cancelled due to weather conditions. 
  • If league games are cancelled due to inclement weather, teams will make every attempt to work with the opposing team to reschedule at a later date.
  • If tournaments are cancelled due to inclement weather refunds/credits will be made at the discretion of the hosting tournament director.

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