Fort Worth United Soccer Club - Policies

Fort Worth United Soccer Club – Club Policy

Fort Worth United Soccer Club

Club Policies

Author:Brian Haddock

Creation Date:May 12, 2008

Last Updated:November 17, 2018

Board Approval On:January7, 2009

1.1Contents

1.1 Contents

1.2 Introduction

1.2.1The Need for Policies

1.2.2Policy Checklist

1.3 General Club Policies

1.3.1Team Model Definitions

1.3.1.1 Metals Teams

1.3.1.2 Colors Team Model Requirements

1.3.1.3 Metro Team Model Requirements

1.3.2Promotion and Demotion of Players between Teams

1.3.3Recruitment and Player Marketing

1.3.3.1 Recruitment Rules

1.3.4Academy Development Program Operation

1.3.4.1 Practice Locations

1.3.4.2 Scheduling

1.3.4.3 Dress Code

1.3.4.4 Required Academy Development Plan

1.3.5Appeals and Discipline (A&D)

1.3.5.1 Internal A&D Hearings

1.3.5.2 NTSSA or League A&D Hearings

1.3.6Coach Hiring

1.3.6.1 Screening a new coach

1.3.7Risk Management

1.3.7.1 Accusations of Improper Behavior

1.3.8Coach Behavior and Expectations

1.3.8.1 Coach Code of Conduct

1.3.8.2 Attendance at regularly scheduled coaches meetings

1.4 Financial Policies

1.4.1Delinquent Accounts

1.4.1.1 Notice of Insufficient Funds

1.4.1.2 Delinquent Account Balances

1.4.1.3 Excessive team balances

1.4.1.4 Disciplinary Action – No Pay/No Play (NPNP)

1.4.1.5 Delinquent Account Balances for Returning Players

1.4.1.6 Clearing Player Balances using Scholarship Monies

1.4.2Disbanding of teams with delinquent balances

1.4.3Player Scholarships

1.4.3.1 Award of Scholarship Monies

1.4.3.2 Scholarship Monies and Inactive Player Accounts

1.4.3.3 Scholarship Player Requirements and Obligations

1.4.3.4 Use of Scholarship Monies to Clear Player Outstanding Balances

1.4.4Player Releases

1.4.4.1 Reporting of Active/Inactive Players

1.4.4.2 Release of financial obligation

1.4.5Expense Reporting

1.4.5.1 Check Request Policy

1.4.5.2 Expense Reimbursements

1.4.6Tournament Costs

1.4.6.1 Tournament Allocation per Team Model

1.4.6.2 Substitution for Budgeted Tournament Expense

1.4.7Team Fundraising

1.4.7.1 Participation in Team Fundraising Opportunities

1.4.7.2 Handling and Reporting of Fundraising Monies

1.4.7.3 Communication regarding the Distribution of Fundraising Monies

1.4.7.4 Refund or Withdrawal of Fundraising Monies

1.4.7.5 Disbursement, Refund, and Purpose of Fundraising Monies

1.4.8League or Home Association Fines

1.4.9Club Fines

1.4.9.1 Fine Schedule

1.4.10Payroll and Compensation

1.4.10.1 Payroll cycles

1.4.10.2 Coach Contract and Payroll

1.4.10.3 Compensation and Raises

1.4.10.4 Hiring of Assistants

1.5 Team Policies

1.5.1Player Practice Guidelines

1.5.1.1 Practice Arrival

1.5.1.2 Practice Attire

1.5.1.3 Practice Preparation

1.5.1.4 Parental Behavior and Role during Practices

1.5.1.5 Makeup Practices

1.5.2Player Game and Local Tournament Guidelines

1.5.2.1 Game Arrival

1.5.2.2 Game Attire

1.5.2.3 Game Preparation

1.5.2.4 Parental Behavior and Role during Games

1.5.3Player Out of Town Tournament Guidelines

1.5.3.1 Game Arrival

1.5.3.2 Game Attire

1.5.3.3 Game Preparation

1.5.3.4 Parental Behavior and Obligations

1.5.3.5 Coach Role and Obligations

1.5.3.6 Coach Role and Obligations

1.5.4Guest Play Policy

1.5.4.1 Metals Teams

1.5.4.2 Colors Teams

1.5.4.3 Metro Teams

1.5.5Player Dress Code

1.5.5.1 Practice Dress Code

1.5.5.2 Game Dress Code

1.5.6Coach Dress Code

1.5.6.1 Practice Dress Code

1.5.6.2 Game Dress Code

1.5.7Player Transfers

1.5.7.1 Players transfer requirements

1.5.8Cooling off period

1.2Introduction

1.2.1The Need for Policies

Policy manuals are developed to help staff and management run the Club. In best use situations, policies play a strategic role in an organization. They are developed in light of the mission and objectives of the Club and they become the media by which management’s plans, rules, intents, and business processes become documented and communicated to all staff and club members. Carefully drafted and standardized policies and procedures save the Club countless hours of management time. The consistent use and interpretation of such policies, in an evenhanded and fair manner, reduces management's concern about legal issues becoming legal problems.

As a Club’s policies are developed they become a framework for consistency and fairness. Polices define management's standards for making decisions on various personnel and organizational issues. Clearly defined procedures and standards, spawned from polices that are well thought out, express the Club's intent to make consistent and evenhanded decisions. Not enough can be said about the value that comes from policy creation. It is true that policy can help an organization run at its most efficient and effective level. That alone may bring value through cost savings and additional revenue. However, if done correctly, policies can bring more value by accurately reflecting the Clubs philosophy of business as they demonstrate your creativity in solving policy issues, the competitive position of the Club in providing a variety of member benefits, and respect and appreciation for personnel management. This type of message can go a long way towards promoting staff loyalty and everyone knows that coach and staff longevity is a valuable asset.

There is also a legal aspect of policies. They are a means to protect the legal interests of a club. The Club's policies and Action Plans in many ways define the rights and obligations of the club member and the Club. The policy manual is an expression of the rules governing the club member and coach relationship.

This is a “living document” and should be routinely amended as lessons are learned.

1.2.2Policy Checklist

When create Club policies, the following checklist should be followed:

1)Avoid passive sentences if possible

2)Every sentence is clearly understandable

3)Extracts of the policy can be quoted out of context

4)Facts are accurate, relevant, and complete

5)Highlight risks and contingencies

6)Identify preferred policy

7)Perfect grammar, punctuation, and layout

8)Policy is defined by the Club members needs

9)Reference political and legal laws, rulings, and documents

10)Scope is defined

11)State policy options and exceptions

12)Use consistent verb tenses

13)Use third person only (no use of “I”, “you”, or “we”)

14)Use verbs as simple as possible

15)Use plain English

1.3General Club Policies

1.3.1Team Model Definitions

1.3.1.1Metals Teams

The Metals team model isdesignated for players and teams that wish to compete at the highest level of play and are willing to commit to a more structured and disciplined team operations structure. Metals teams will be required to qualify into Classic or LakeHighlands leagues. They will have certain requirements that they must fulfill including the number of practices they attend per week and required hours of community service. They will pay higher dues but will receive additional tournaments and scholarship monies.

Ideally, you would desire a performance based model for Metals teams but in reality, the Fort Worth/Tarrant County area does not have a ready supply of coaches with high-level, successful Classic or Lake Highlands league playing experience. Likewise, the smaller labor pool in our area leaves little recourse if a performance model were utilized and the coach failed to meet the stated performance objectives.

Instead, a pre-defined model will be used – one that defines the requirements, limits the number of teams that qualifies, and ensures the coach, regardless of his/her previous experience, trains the team at a high level.

Metals teams are classified as Gold, Silver, Bronze, Copper.

1.3.1.1.1Player and Coach Requirements

1)Contribute two (2) hours per season to community appearances or other FWU hosted events. Required events will be dictated by the Club and may include, but not limited to, Club skills, skills in the field, special demonstrations, or general charity work.

2)Attend any external events (i.e. camps, clinics) as required by the Club. Players may be responsible for all costs incurred.

3)A higher standard of behavior is required for Metals players as is a higher level of discipline.

4)A dress code standard will be strictly enforced. The Metals team coach is responsible for ensuring the dress code is strictly followed.

5)FWU practice shirts and matching shorts must be worn at all training events.

6)When traveling to tournaments, all players should follow a uniform dress style including short color and style and shirt color and style.

7)FWU uniforms should only be worn to games and if circumstances warrant, at special events. At a minimum, FWU uniform shirts should be removed prior to and following the game and a FWU practice shirt worn in between games.

1.3.1.1.2Team Requirements

1)A minimum of two practice sessions per week are required during the playing season.

2)Teams are expected to “ramp up” the number of practice sessions prior to league or tournament play meaning; three or more practice session per week are required before major events. One of the required sessions may be Club sponsored training (e.g. Club Skills or GoalieSchool).

3)Up to three tournaments will be dictated by the Club and attendance at these tournaments will be mandatory. Tournaments beyond the Club dictated tournaments may be selected by the Metals team coach.

4)An itinerary is required for all tournaments. The itinerary will specify the schedule the team is expected to follow and may include what time to wake up, when and where they are expected to arrive for meals, when they are expected to be in bed, which hotel they are expected to stay at, etc. Itineraries may include limited “free time”. Itineraries for local tournaments may be less stringent and structured than for out-of-town tournaments but nonetheless, are still required. The itinerary must be approved by the Director of Coaches prior to the event.

5)Metals team status is dictated by the Director of Coaches. Likewise, Metal team status may be removed by the Director of Coaches at any time.

6)Metal teams must be able to compete at the highest level of play.

7)It is mandatory that Metal teams offer indoor soccer to the team players in between the league seasons (i.e Summer and Winter indoor). It is not mandatory that all Metal team players participate. Request to exclude the indoor offering may be brought to the Board of Directors.

8)Rotation of Metal team coaches will occur frequently. This must be made clear to all Metal team players – Metal team coaches can and will be changed out frequently.

1.3.1.2Colors Team Model Requirements

Colors teams are granted more control over the operation of their team. The coach and/or team members may choose and dictate their tournaments, practice schedules, and leagues that they want to play in. This has traditionally been the only “model’ FWU offered. The focus of Colors teams will be on the development of the individual player.

Colors teams are classified as Blue, White, Red, Black.

1.3.1.3Metro Team Model Requirements

The Metro team model is for underprivileged players and teams who cannot otherwise afford to play club soccer. These teams will receive a limited amount of support from the Club including a cap on coach pay, limited player scholarships, and no budgeted tournaments. Dues will be significantly lower than the tradition FWU team in order to make it affordable. Costs will be constrained and not all Club services afforded to the team. A bare minimum level of operation exists for these teams.

Other than the limited budgetary constraints, Metro teams operate in an identical manner to Colors teams.

1.3.2Promotion and Demotion of Players between Teams

Fort Worth United Soccer Clubs’ primary objective is to develop players and to provide the necessary services needed to achieve that goal. Player promotion and demotion between FWU teams is desirable to ensure the player is assigned to a team that best fits the player’s development objectives.

1.3.2.1Requirements for player promotion/demotion

The following requirements must be in place prior to promotion or demotion of the player:

1.The coaches of both the receiving and transferring team must discuss the transfer with the Coaching Director who will approve or disapprove of the transfer before the players are offered the transfer opportunity.

2.Both the promoted and demoted player must agree to the transfer

1.3.2.2Player promotion/demotion transfer windows

Players are selected and assigned to teams during the July tryout week. In addition, players may transfer during the playing year. The following guidelines govern the timing of the transfer and ensure the transfer process is fair to both player and coaches.

1.Players may be transferred during December – January of the current playing year only.

2.A coach who actively recruited a player to their team is given a 90-day window whereby the player may not be targeted for transfers without the coach’s express consent.

1.3.21.3.3Recruitment and Player Marketing

1.3.2.11.3.3.1Recruitment Rules

1)State only facts regarding the Club

2)Do not offer personal recommendations or opinions.

3)Provide your full name and title to the recipient.

4)Avoid addressing the player or parent by name in written communications.

5)Offer no comments about competing clubs – neither positive nor negative.

6)Provide only the coach bio off of the fortworthunited.com web site and do not embellish the coach’s qualifications.

7)Make sure the recipient understands where the information you provided was derived (i.e. web site).

8)All recipient contact information should be recorded in the Recruiting application on the fortworthunited.com web site including contact information (name, phone, email) as well as details on the discussion. Information should include the date/time, location, and method of communication.

9)Any mass email communications sent to previous club members, attendees of Fort Worth United sponsored camps or clinics, or persons signing up for the Club newsletter, should include text at the bottom of the communication that provides specific instructions on how the recipient can opt out of future communications.

10)“Guests” must complete all applicable paperwork (i.e. guest player release forms, Academy registration forms, etc.).

11) NTSSA rules should be followed, with especially stringent attention paid to rules noted in section 3.10 regarding seasonal year, Academies, and inducements.

12)Marketing communications should be targeted to the parents of the player, not the player himself.

1.3.31.3.4Academy Development Program Operation

1.3.3.11.3.4.1Practice Locations

Hosting practices at satellite locations is acceptable but not at the expense of practices at the central or branch locations. For instance, starting an Academy training session in Crowley is acceptable but the Fort Worth based Academy should never be shut down and Fort Worth players directed to the satellite location. If Academy sessions are started at a satellite location, every effort should be made to bring those satellite players into the core/central location, even if only on a periodic basis (for instance, satellite players may be brought to the core location on a periodic basis for scrimmages or possibly to allow other coaches at the core location to view their progress).

1.3.3.21.3.4.2Scheduling

Scheduling limitations may make this impossible to accomplish but every effort should be made to ensure all Academy players are practicing at the same location and at the same time. For instance, 95 boys and 95 girls should practice at the same location and at the same time (although not together in the same session). This allows the Academy Director to easily monitor the Academy program (and also makes the quantity of players appear larger to the parents).

1.3.3.31.3.4.3Dress Code

Practice uniforms should be required for all Academy participants. At a minimum, Academy participants should be required to wear Fort WorthUnitedAcademy practice t-shirts. Matching shorts and socks is recommended.

1.3.3.41.3.4.4Required Academy Development Plan

The Academy Director should dictate the direction of the teams’ development program and will be required to submit the development plan for all age groups to the DOC and executive board for approval. The development plan will act as a road map for the calendar season and will specify which technical and tactical aspects will be focused on during that particular season. The development plan, a structured outline of the development training that will be delivered by the organization, should include the following:

1)A synopsis of the development objectives for the season by age group, and sex.

2)A complete current-year schedule for each month during the season that lists the development goals and lessons that will be presented that month. Technical and tactical aspects should be noted as well as the time distribution of activities such as warm-up, cool down, skills training, and games.

3)The Academy Director is free to adjust the development program curriculum during the season but any adjustments should be noted in the development plan and resubmitted to the DOC and executive board. The Academy Director will be responsible for ensuring that the development program is followed by all coaches.

1.3.41.3.5Appeals and Discipline (A&D)

1.3.4.11.3.5.1Internal A&D Hearings

Situations may arise that require an objective arbitration and determination of punishment. An internal Fort Worth United Soccer Club A&D committee will allow the executive and general board members to distance themselves from the situation and provide a objective, un-biased committee to produce a fair judgment. In some instances, an internal FWU A&D hearing may be needed to prelate an official North Texas hearing.

1.3.4.1.11.3.5.1.1Introduction

NTX provides extensive documentation regarding the A&D process for member associations. Much of the following are “lessons learned” and items taken from official NTX A&D procedures.

Note that all coach contracts should include clauses binding the coach to the determination of internal FWU A&D hearings.

1.3.4.1.21.3.5.1.2General comments on “hearings” and “punishment”

The applicable definition of hearing as prescribed by Webster: A listening to facts and evidence, for the sake of adjudication; a session of a court for considering proofs and determining issues. While certainly we are not in a legal court, we would do well to enter a hearing with the same approach. A hearing should be a place where facts come out and determinations are made to bring closure to acts or behaviors.

According to the American Heritage Dictionary discipline is defined as: To punish in order to gain control or enforce obedience. Using this definition in our approach of conducting fair hearings will serve to remind us that the punishment must fit the offense.

Note that internal FWU A&D hearings differ from NTX hearings in that punishment may affect other members of the Club. For instance, suspending a coach from club activities would most likely produce a negative effect on the club players. In many instances, monetary punishment or an official reprimand may be the preferred punishment.